F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405
August 17, 2008Important Dates:
Special Board Budget Meeting: Tues, Aug. 26, 7PM
Next Regular Board Meeting: Tues, Sept. 9, 7 PM
(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)
$500 assessment due by Sept. 30
Hospitality Activities:
Monthly Potluck: Sun, Sept. 7, 5 pm
Saturday Morning Social: Sept. 13, 10:30 am
By-the-Brook Book Group: Sept.10, 2 pmContents:
Board Message
Association News
Board Minutes: 7/22 & 8/12
Committee Reports: Building
Manager's Report
[Work Order Form and Banking Activity omitted]Editor: Gloria Gehrman
Board message:
Stay cool, brothers and sisters!
Despite vacations this month, we can see progress around our community.
Frank Bocci is completing his first month supervising various projects during this busy time of the year. He is taking a fresh look at what we're doing and how we're spending our money, asking questions and giving the Board some new ideas about how we can expedite our routine maintenance. See his report in this issue, giving the highlights of the month.
Bruce Trafton and Frank have reviewed the TruGreen performance. Bruce has actually done work we expected the contractor to do on the irrigation system. Because of that and other shortcomings, we will be terminating the contract, requiring work completed that we have paid for, and/or asking for reimbursement.
The Grounds/Maintenance work order forms are again included, with an addition. And thank you for your patience at a busy time as well as a time of change-never easy. Our first reserve study, projecting 30 years of capital expenses for our commonly held assets, has been received as a draft and the committee and board have been reviewing for any errors, omissions, or other problems. The final report - a lengthy document - will be available for review by the community later this month. Some copies will be put on the library shelves in the clubhouse. We can also send an electronic file to anyone interested, in pdf format. Please let the FYI editor know of your interest at the email address to the left.
With this document in hand, the Board will be developing a budget that reflects both regular maintenance and upkeep needs of the Association as well as what we should be providing in infra-structure investment, now supported by our professional reserve study.
And then there is the other purpose of the reserve study: Knowing what we need, ideally, in our ongoing monthly assessments to build our reserves to cover projected expenses. Remember, the Board cannot go beyond a 4% increase on our regular monthly assessment without a majority vote of the membership - the same process used for this year's special assessment. Saying we need to complete the siding and painting projects, replace failing garage doors, doing some safety repairs on the walkways and railings, etc. is only a wish list unless we, community homeowners, agree to pay for those common assets. Now that we have documentation on what needs to be done first, we can have the conversations about how much all of us can pay to make these things happen - protecting the value of our individual and common property. These conversations will be occurring in the next couple of months, including at the Annual Meeting in October.
That Annual Meeting is also where we elect new Board members. There will be three members whose terms expire in December. In this critical time of change, can you be the member who can help ETA satisfy all of its obligations to homeowners? Please let President Nick Musgrave know of your interest as soon as possible.
Your Edgewood Townehouse Association Board
Association NewsFrom the Grounds Committee Chairperson:
Bruce Trafton has worked with Frank to complete the maintenance work on the irrigation system, including the documentation of everything - the first time this seems to have been completed. There is now a master copy of all the settings in the office.For the hot weather, Bruce has been setting watering of any grassy areas for twice a day; the normal settings are once a day, for about 10 minutes.
Clearview Tree Specialists continue to do appropriate pruning and thinning, dependent on the growing cycle of our varied plantings. They will be returning in September to do additional work, at the direction of our manager and hard-working chairperson.
Trugreen has not been able to live up to their promises, and their contract will be terminated. Frank will be looking into alternatives for us, anticipating the leaf inundation we can expect soon.
Please continue to use the Grounds/Maintenance Work Request Form and place in the mail slot at the clubhouse. Our new manager will keep an ongoing list of all requests and facilitate their resolution.
For Sale-or Not?
The Editor had a request to place a "for sale" notice in the FYI this issue for programmable thermostats, Cadet heaters, and a grill. This is a new request for this Editor, unsure whether to post such items. Julie Ann Marquardt has instead placed her notice on the bulletin board in the Clubhouse. But if the community wants some space given to monthly "for sale" notices in the FYI, please let Us know.Arrivals and Departures:
We hear of new neighbors coming soon to 160 and 175 WW. Names and phone numbers are not yet available. Please let the editor know if you can provide this missing information. Arrivals and Departures will be featured regularly as news of our present and former neighbors becomes known. Please notify the FYI editor as you become aware of news of note.
Reminder: $500 Special assessment due by September 30, 2008
EDGEW000 TOWNEHOUSE ASSOCIATION
General Membership Meeting
July 22, 2008The meeting was called to order at 7:30 p.m. by President Nick Musgrave.
Twenty-five members of the Association were in attendance.Nick notified us of the resignation of board member, Barbara Kensler. He asked that anyone interested in filling her position contact our Nominations chairman, Clara Nistler. Note was also made that in the minutes of the board meeting of July 3, 2008, that in thanking those who had served so diligently on the Sub-Committee on Property Management, Helen Liguori's name was inadvertently left off and it was noted that her efforts are very much appreciated. He then introduced our new manager, Frank Bocci.Frank made a brief report of where he has focused his energy during the days that he has been on board. He also advised of what his hopes are for the future.
Minutes taken by Gloria Gehrman of the general meeting of April 23, 2008 were read by Gwen Acker and there being no objections were approved as read and previously published in the FYI.
The Treasurer's Report has previously been printed in this month's edition of the FYI. The treasurer, Doug Cone was not in attendance.
Committee Reports: Bev Behrman reported for the Building Committee as Toni Horodysky was not in attendance. Toni and her committee have completed exterior inspection of all of the units and have also inspected the interior courtyards of those reported by owners as needing siding or paint. A prioritized list has been drawn up of the most pressing needs for siding replacement and painting this summer. Frank will contract with and direct contractors for the projects, which will begin during the next couple of weeks.
The Grounds Committee report was presented by Bruce Trafton, the new chair of the committee, after his introduction by Susan Smith, retiring co-chair. Bruce has been on the job for the past couple of weeks and has spent that time learning to manage the sprinkler system. He is near completion of diagrams for which sprinklers are managed from each station. Wayne Baker has been most helpful to Bruce in this endeavor.
The Pool and Clubhouse Committees, both of which are chaired by Nancy Callaghan, who was not present, were reported by Bev Behrman. A thank you to Larry and Pat Hilliard for the flowers on our patio and for Nancy's willingness to keep them watered. Also, thank you Nancy Callaghan and Michael Landes for your gift of a sun umbrella, which graces our patio. It was noted that a new lock has been installed on the door to the pool. The same key that opens the clubhouse should open that door. Some keys do not open the new lock. If yours is one of them, please contact Nancy Callaghan for a replacement.
Ellen Ching reported that the Neighborhood Watch Committee is doing fine. She asks that if you have a new vehicle, or sell one you have registered, that you notify her. She keeps a record of all vehicle license numbers.
The chairman of the Nominating Committee, Clara Nistler, was not present. Nick urged members to become involved, if not on the board, on a committee of their choice.
Nick reported for the Insurance Committee for Clara Nistler that we are expecting three bids to be here by the August board meeting.
Helen Liguori, chairman of the Telephone Committee reported that Darrell Baker has moved and that Lee Benton-Williams has taken her place on the committee.Susan Smith reported for the Hospitality Committee, introducing our new resident, Ingrid Wendt, who is moving with her husband, Ralph Salisbury, to [ ]. They are both authors.
At the conclusion of the meeting a discussion was held regarding the riding of bicycles and use of skateboards on sidewalks in our community, presently against the rules of the Association. No consensus was reached but the matter will be discussed at a future meeting.
The meeting was adjourned at 8:45 p.m.
EDGEWOOD TOWNEHOUSE ASSOCIATION
Meeting of the Board of Directors
August 12, 2008The meeting was called to order at 7 p.m. by President Nick Musgrave. Those present included Board Members Nick Musgrave, Russ Fryburg, Michael Landes, Gloria Gehrman, Doug Cone, Bev Behrman, and Gwen Acker. Larry Hilliard was excused. Also in attendance were Toni Horodysky, Nancy Callaghan, Bruce Trafton and Frank Bocci.
Members Forum: A resident expressed concern regarding noise and odor emanating from a neighbor's unit. A letter will be sent to the homeowner.
Minutes of the July 8, 2008 meeting were approved as previously published as there were no objections.
Treasurer's Report was presented in written form. See copy attached.
Manager's Report: Frank Bocci presented a written report. Please see attached.Michael Landes moved to give Frank Bocci the authority to hire persons as needed to assist in work to be done on behalf of the Association. Russ Fryburg seconded the motion. The motion carried.
Committee Reports:
Bruce Trafton reported for the Grounds Committee. It has become apparent that TruGreen is no longer fulfilling their contract. Russ Fryburg moved and Bev Behrman seconded the motion that Frank Bocci write a letter to the company giving 30 days notice that we are terminating our association with the company. The motion carried. The company will not be paid for portions of the contract that they have not fulfilled.Toni Horodysky presented a written report for the Building Committee. See copy attached.
Clara Nistler was not present for the Insurance Committee. She had previously notified Board Members by e-mail that she would not be present and that she will have recommendations for the September board meeting.
Nancy Callaghan appeared for the Clubhouse and Pool Committee. She advised that paper towels apparently are no longer available for the paper towel holders in the restrooms. Doug Cone will check at Costco to see if they are available there. Nancy brought up the matter of garbage left in containers at the pool and in the clubhouse. She will pursue a garbage pickup for the clubhouse. In the meantime, those who use the clubhouse should take garbage and recyclables home with them.
Toni Horodysky reported for the Hospitality Committee that the new residents at [ ] have been visited and welcomed.
Unfinished Business:
Nick referred all to Article VI, Section 3 of the By Laws regarding the signing of documents for the Association is to be by the President only.Nick Musgrave reported for the Budget Committee presenting a proposed amended budget for the remainder of 2008 and a starting proposal for the 2009 budget. Persons wishing to serve on the Budget Committee for 2009 are encouraged to contact Nick to volunteer. A special meeting for discussion of the 2009 budget is tentatively set for 7 p.m. on August 26, 2008.
Gloria Gehrman reported for the Committee on the Reserve Study. She reports that any corrections to the study must be reported within the next week. Michael Landes and Bev Behrman will meet with Gloria for a final look at the study prior to presentation to the membership.
Information regarding the homeowner who is severely in arrears was presented by Gwen Acker.
New Business:
Bev Behrman moved and Russ Fryburg seconded that Toni Horodysky be appointed to replace Barbara Kensler on the Board and that Bruce Trafton be appointed to the permanent position of chairman of the Grounds Committee. The motion carried unanimously. Gloria Gehrman moved and Russ Fryburg seconded that [ ] Westbrook Way be cleaned and painted at ETA expense. Frank Bocci will make arrangements.Nick Musgrave reported that the discussion regarding bicycles and skateboards on ETA grounds has been tabled. The resident initiating the discussion for a change of policy has withdrawn the request.
After discussion, Russ Fryburg moved and Toni Horodysky seconded the motion that the policy statement enacted August 14, 2007, making homeowners responsible for front doors, garage doors and chimneys be rescinded. The motion carried. This matter can now be brought before the general membership to determine how homeowners wish to handle
payment for these items.The meeting was adjourned at 10:10 p.m.Respectfully submitted,
Gwen Acker
Secretary
Building Committee Report, August 12, 2008
Submitted by Toni Horodysky, ChairAt the Special Meeting of the Board of Directors of ETA, the Building Committee presented a list of recommendations for siding replacement and painting for the summer of 2008. The Board directed Frank Bocci Jr. to select among three carpenters who bid on the work: Rick Fielder, Mike Fleming, Brigham Construction.
As of this date, Rick Fielder has completed replacement of siding at 75 and 79 Westbrook, and is more than halfway through at 83 Westbrook. The homeowners at 75 WW were very pleased with his work, stating he was neat, courteous, and conscientious. Both 75 and 79 replaced insulation at their own expense.
On Monday morning August 11, Rick stated he was at about 56-60 hours of the 80 hours work authorized by Frank.
Larry the Happy Painter looked over our painting needs in early July and agreed to be available to paint both new and original siding. On August 5 he called me to say he would be unable to do the painting this year because he lost 3 of his 9 painters. Thanks to Frank, he has reversed his decision.
I received calls from the following homeowners which I referred to Frank:
[ ] Needs to replace patio fencing at own expense.
[ ] Garage door collapsed.
[ ] . Repair of wrought iron gate/dry rot.
[ ] Dry rot in patio. Peeling paint on second floor deck.
Manager's Report August 12, 2008
Dryrot Construction Status: Units 75 and 79 have been completed and Unit 83 is in progress for dryrot repairs to the siding. Happily, removal of the siding has revealed no dry rot, mold, or structural issues beyond the siding. None of the buildings had vapor barrier behind the siding, which has now been installed. Yet to be done are the gable ends of Unit 71, 75 and 83. Attached is a copy of the bill for work done to date from Rick Fielder Construction. While the walls are open, some units are having insulation (R-7) replaced (with R-15), which they are paying the contractor directly for.
Painting: Larry the Happy Painter is unable to schedule painting until the first or second week of September. I have contacted Third Generation Painting, and they are that far out as well.
Cemetery Trees The two trees along the cemetery boundary near Willamette Street have been felled. The stumps are going to be cut down and arrangements have been made for removal of the logs remaining. It is my recommendation the stumps not be ground out to maintain the soil integrity. The cemetery is also in the process of creating a drainage ditch to capture downhill water and prevent lateral water damage previously occasioned by Cemetery surface water coming
onto Edgewood property.124 Brae Burn: The patio fence has been reconstructed. It involved pouring additional stem wall concrete to raise the level of the paneling above the level of the wood deck to prevent dryrot issues in the future. It should be noted that in demolition, it was apparent that rotting was occurring from the top of the fence as well as along the edge where the fence met the wood deck. Time and material bills are submitted for consideration by the Board. Two issues arise for board consideration. 1) Policy on the Association making repairs and charging back the owners for their portion, and 2) continuing the use of metal cap along the top edge of the fencing.
Pool: Pool use is fairly light. The bottom of the pool seems to be lightening from the staining. When the pool is closed, chemical treatment will be undertaken in an attempt to suspend particles adhering and causing staining to the pool surface.
Clubhouse: Since coming on board July 9, 2008, there have been no incidents of concern regarding improper use of the clubhouse.
Moving Status: Unit [ ] became available August 11, 2008. I had the premises cleaned, although it was generally left in pretty good order. There is still some property for Wayne to be removed, and it was apparent in cleaning that he didn't get everything done before time ran out. I am in the process of moving in.
Landscape: Bruce Traf'ton has worked miracles in bringing the watering system to peak performance. One issue arising is the billing for repair to sprinkler heads when the cause, given the number, may be attributable to the mowers and landscape workers.
Employees: A discussion and decision needs to take place regarding my authority to hire and fire employees.
Summary: There is a backlog of work to be accomplished. Hopefully, things will move along better now that I will be moving in.
Very truly yours,
Frank E. Bocci, Jr.[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]