F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405January 17, 2009
Important Dates:
Important Dates:
Next Regular Board Meeting:
Tues, Feb 10, 7 pmGeneral Membership Meeting: Tues, Jan. 27, 7:30 pm
Assessment vote: Tues, Jan. 27, 7:00 pm(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)
Hospitality Activities:
Monthly Potluck:
Sun, Feb. 8, 5 pm
Saturday Morning Social: Feb. 14, 10:30 am
By-the-Brook Book Group: Wed, Feb. 11, 2 pmContents:
Board News & PROXY
Reports: Manager; Grounds;
Building (incl. Procedural change);
Work Order form [omitted]
Board Minutes: January 13
Resolution Regarding Arrears
Banking Activity [omitted]
Budget Committee Report [omitted]
Web page information
ETA Directory [omitted]Editor: Gloria Gehrman
Vote on Increased Assessment
This will take place before the next General Membership meeting on Tuesday, January 27. The vote will take place at 7:00 pm in the clubhouse. The general membership meeting will begin at 7:30, following the vote.
In this newsletter, you will find a report from the Budget Committee that outlines the additional replacement and maintenance projects we would be able to work on with the additional income. Since the changes are in the capital outlay portion of the budget, please refer to your October FYI for the operating budget; all of those amounts would stay the same. (If you do not have this information, please contact your editor.)
You will also find a Proxy Form in this issue.
Board News
At a special Board meeting Monday evening, new Board members and officers were selected. Thanks to both our former and current volunteer leaders:
Gwen Acker, Secretary 2009
Bev Behrman
Eaton Conant 2009
Doug Cone, Treasurer 2009
Russ Fryburg
Toni Horodysky, Buildings Committee Chair
Jon Joseph
Nick Musgrave, President
Bruce Trafton, Vice President, Grounds Committee ChairReminder
January’s monthly assessment is officially $194. February’s monthly assessment is $201.76. If the new assessment passes, the $240 would start on March 1 and continue through December. This totals $2,795.76 for the year.
If the assessment fails, the monthly amount remains $201.76 from February 1 through December 31, 2009.
Proxy Form (pdf)
Manager’s Report -- January 2009
We've survived the snow, and most of the leaves are now down. A single dead tree has come down, falling from an adjoining property on to Westbrook Way. None of our trees have come down as a result of stormy conditions.
The focus this month has been on completing the Unit 70 patio wall replacement. We will likely be pouring concrete this week if the weather holds out as forecast.
Lighting has been restored to the street and garage outdoor lights servicing units 2, 8, 16, 24. 32, 54. An underground wire had eroded causing the circuit to short out.
Roofs and gutters have been cleaned and treated for moss at units 1, 2, 5, 8, 9, 11, 16, 17, 21, 24. 27, 31, 35. 36, 39, 43, 54, 57, 61, 67, 71, 75, 79, 83, 100, 101, 105, 109, 113, 117, 121, 127, 131, 133-135, 137, 140, 150, 160, 173, 175, 179, 181, 183 and 185. Gutter guards have been reversed in many instances to work properly. The remainder of the roofs and gutters should be completed in the next two weeks.
Frank E. Bocci, Jr.
Grounds Committee Report, January 2009
Bruce Trafton, ChairHappy New Year!
and an interesting one for all of the Grounds Committee on our scaled back budget. Again we assure you that the Grounds Committee and the Buildings Committee work closely together with Manager Frank and his crew.December 12th -- found us moving brush and leaves from parking area at upper end of Creek near 170, tree limbs and ivy, before snow hits. We made plans for the snow -- several contingency plans.
December 14th -- Grounds Committee and Buildings Committee made plans to have helmets or some sort of device put on and/or around outside faucets. We were surprised at how many units still had hoses connected. We bought a dozen helmets at True Value Hardware and Frank had a half dozen old ones and we ended up using bubble wrap on the remainder. In all, we covered some 30 to 40 units. Some units we had to go over the wall to the patio. Frank and his crew were sanding and plowing sidewalks and roads.
Clearview worked the 8th and 9th of Jan. to make up time owed us for Nov-Dec 2008.
FUTURE:
It has been decided, and a new contract has been written to reinstate Clearview Tree Specialists. We believe that David and Deann Devores’ expertise is needed to insure the proper decisions for the ETA total grounds. They are professionals who are bonded and insured. The contract will cost $390 per month or $4,680 per year.City of Eugene Urban Forestry’s tree and woodland specialist will be on our grounds soon. He will set an appointment from his office January 20, 2009.
EWEB H2O Specialist, Jeff Peterson, will be here to conduct an audit of the entire irrigation system; every sprinkler head will be traced and tested. We will receive their opinions and suggestions and correct the problems. Then they will check it again. This will be before the watering season starts. Water rates go up 20% in July.
April: An old friend has 80+ acres and raises organic Black Angus beef cattle. He has 2-3 year old steer manure inside a barn. He will give us several pickup loads of dry, old (non-smelling) manure. We will mix with ground leaves from our property (those currently behind the Willamette brick wall and on either side of the creek) and distribute on flowers and shrubs on our same property. This will put some nourishment back into the soil and the mulch mixture will retain and conserve water during the months we irrigate. It is the “Green Way” to go.
The Grounds Committee once again thanks the entire ETA population for their confidence and support as we move through 2009.
ARCHITECTURAL - BUILDINGS COMMITTEE Edgewood Townehouse Association
Procedure before making any changes to the exterior of your home:
Homeowners contemplating ANY changes, repair, replacement or additions to the exterior of your home, including but not limited to any structural change or additions, new patio floor, dish type TV antenna, hot tub, air conditioner, heat pump, fence, skylight, awning, siding, exterior door or window, must receive the approval of the Board of Directors of the Association prior to the start of work or purchase of materials. The following procedure will help expedite your project and minimize future problems.
1. Review the CC&Rs with special attention to Articles V, VIII, and IX.
2. Submit a letter of intent describing the nature of the project to the Building Committee, c/o Toni Horodysky. Include the manufacturer's published specifications of the material to be used, a drawing or photo showing how the materials are to be installed, and a sketch showing location of the proposed changes.
3. Keep in mind that there are buried water lines, sprinkler lines, sanitary sewer lines. French drains, and underground electrical lines on every property in the complex.
4. ETA recommends you use a licensed contractor who carries liability insurance and can provide you with a performance/completion bond. If your project involves a common wall, structural bearing wall, or common fence, the Board of Directors may require this insurance coverage and a performance/completion bond.
5. Please consider the impact of construction noise and vibration on your neighbors. Normal work hours for construction are 8 AM to 5 PM.
6. All of the above applicable documentation shall be submitted to the Buildings Committee, which will post information about the application on the Clubhouse bulletin board for 30 days and give notice in the Association monthly newsletter. The Buildings Committee will make a recommendation to the Board of Directors who make the final decision. The Board meets on the second Tuesday of each month.
Revised by Toni Horodysky, ETA Buildings Committee Chair, Jan. 2009
ARCHITECTURAL/BUILDINGS COMMITTEE:
HOME OWNERS PROCEDURE FOR MAKING ANY CHANGES
TO THE EXTERIOR OF YOUR HOME
Home owners contemplating ANY changes, repair, replacement or additions to the exterior of your home, including but not limited to any structural change or additions, new patio floor, dish type TV antenna, hot tub, walls, fences, exterior doors and windows, must receive the approval of the Board of Directors of the Association prior to the commencement of any work or the purchase of any materials. The following procedure will help expedite your project, minimize future problems and help make your project a pleasant experience.1st Review the CC&Rs with special attention to Articles V, VIII, and IX
2nd Submit a letter of intent describing the nature of the project to the buildings committee, c/o Toni Horodysky. You will be contacted by a member of the Buildings Committee to make an appointment to discuss your project and the necessary documentation required for consideration by the Buildings Committee and the Board of Directors. The Board meets on the second Tuesday of the month. Please submit your request to the Buildings Committee two weeks prior to the Board meeting.
3rd You will need the manufacturer's published specifications of the materials to be used and a drawing showing how the materials are to be installed. Most manufacturers furnish specification and drawings of their products.
4th ETA recommends you use a licensed contractor who carries liability insurance and can provide you with a performance/completion bond. If your project involves a common wall, structural bearing wall, or common fence, the Board of Directors may require this insurance coverage and a performance/completion bond.
5th Keep in mind that there are buried water lines, sprinkler lines, sanitary sewer lines and underground electrical lines on every property in the complex. You have neighbors to consider because of noise during construction and the aesthetics of your project after completion.
6th All of the above applicable documentation shall be submitted to the Buildings Committee, which, after consideration, will submit the request to the Board of Directors with a recommendation. The Board will make the final decision, and you will be notified of their decision in writing by the chairman of the Buildings Committee.
Larry Corlew, ETA Buildings Committee Chair, prepared September 2006
[Remove and save with other ETA documents: CC&R’s, Bylaws, Rules, etc.]
Resolution Regarding Association Members in Arrears
WHEREAS, the Board of Directors has previously adopted resolutions March 8, 2005, entitled “Payment of Monthly Assessments” and “Resolution Regarding Association Members in Arrears”, as set forth in Exhibit A attached hereto and by this reference made a part hereof; and,
WHEREAS, the Board of Directors finds it essential to the proper fiscal operation of the Association that dues and assessments be paid by homeowners in a timely fashion for the purposes set forth in Article IV “Covenants for Maintenance Assessments”, Section 2; and,
WHEREAS, Article XI “Assessments” of the Bylaws allows any member to elect to pay their annual assessment in advance in monthly, quarterly, or annual installments; and,
WHEREAS, Article IV “Covenant for Maintenance Assessments”, Section 7, provides that the due date for payment of annual assessments shall be established by the Board of Directors from time to time; and,
NOW, THEREFORE, IT IS HEREBY RESOLVED AND ADOPTED, EFFECTIVE MARCH 1, 2009:
1. The Exhibit A resolutions previously passed by the Board March 8, 2005, entitled “Payment of Monthly Assessments” and “Resolution Regarding Association Members in Arrears” are hereby revoked in their entirety and of no further force and effect.
2. The due date for the assessments or pro-rated portion of assessments shall be and is hereby established as the first of each month in advance of the month, quarter, or annual assessment payment amount, and shall be delinquent pursuant to Article XI, “Assessments”, of the Bylaws if not paid in advance by the first of the month.
3. Any assessment delinquent more than forty-five (45) days from the due date shall entitle the Association to cause a Notice of Lien to be filed as allowed by law. All delinquent accounts (45 days) shall be referred for collection. Any deviations and/or waivers shall require prior Board approval. Unpaid liens shall be subject to foreclosure at the direction of the Board.
4. In addition to any other charge allowed by law, the Association Articles of Incorporation, the Association Bylaws, and the Association Covenants, Conditions and Restrictions, and without waiver of any other such charge, a penalty of $25.00 per month shall be assessed on any account delinquent more than 30 days from the due date.
Adopted by the Board of Directors of Edgewood Townehouse Association this 13th day of January 2009.
President
Witnessed -- Gwen Acker Secretary
Resolution 09-01
Authority: 1994 Amendment to CCR’s for Edgewood Townehouse Association, Article IV; Articles of Incorporation of Edgewood Townehouse Association dated June 29, 1970, Article IV;
Bylaws, Articles IV, VIII.EXHIBIT A:
Assessment Payments
EDGEWOOD TOWNEHOUSE ASSOCIATIONPayment of Monthly Maintenance Assessments Maintenance assessments are due on the first day of each month. You may put them in the mail slot near the clubhouse door or mail them to Edgewood Townehouse Association, P.O. Box 5424, Eugene OR 97405-0424.
Here is the procedure for late payments:
1) A 1-month notice will be sent on the first day of the month following non-payment or under-payment stating the amount due (monthly fee plus interest) and requesting immediate payment.
2) A 2-month notice will be sent on the first day of second month following non-payment or under-payment stating the amount due (monthly fees plus interest), requesting immediate payment, and reminding of possible legal action.
3) At the end of two months, notice will be sent stating the amount due (monthly fees plus interest) and that the matter has been turned over to our attorney for collection, as per the resolution adopted by the Board at its March 8, 2005 meeting.
EDGEWOOD TOWNEHOUSE ASSOCIATION, EUGENE, OREGON RESOLUTION REGARDING ASSOCIATION MEMBERS IN ARREARS
The Edgewood Townehouse Association Board of Directors hereby resolves that Association members two months in arrears shall be mailed an accounting of principal and interest due, as described in Article IV, Section 8 of ETA's Covenants, Conditions and Restrictions. This statement requires payment in full within 30 days of the date of the statement.
Failure to comply shall result in the matter being given to the Association's attorney for collection. The cost of legal assistance required shall be added to the amount due.
Approved by ETA Board of Directors on March 8, 2005.
Rescinded by ETA Board of Directors on January 13, 2009
EDGEWOOD TOWNEHOUSE ASSOCIATION
Meeting of the Board of Directors
January 13, 2009The meeting was called to order at 7:00 p.m. by Jon Joseph. Those present included Board Members Russ Fryburg, Bev Behrman, Toni Horodysky, Jon Joseph and Gwen Acker. Doug Cone was excused. Also in attendance were Bruce Trafton, Gloria Gehrman, Clara Nistler and Frank Bocci.
It was duly noted that there was a quorum of the Board present. There are currently six members on the Board and five of them were present. There is a need to fill the three vacancies on the Board. The first order of business was the election of officers for 2009. No one agreed to be considered for the offices of President and of Vice President. Gwen Acker agreed to remain as Secretary and Doug Cone, who was not present, had previously agreed to remain as Treasurer. Upon motion of Toni Horodysky and second by Jon Joseph, the Board unanimously elected these two officers.
Bruce Trafton has agreed to contact members of the community regarding the possibility of their service on the Board. If any member of the community wishes to be considered for a Board position, Bruce should be contacted.
Resident Forum: Toni Horodysky, noted that Larry Kenton is moving into [ ]. The new owners of [ ], Charlie and Sue Schroeder, completed their remodel and moved into our community in late December.
Clara Nistler asked Frank about the leaves on the Brae Burn side of the creek.
Gloria Gehrman spoke about the review of the Manager, which is stipulated in his contract. Russ Fryburg volunteered to be the Board Liaison with the manager for administrative purposes only.
Minutes of the November 11, 2008 Board Meeting: Russ Fryburg moved and Jon Joseph seconded that the Minutes of the previous Board meeting be approved as previously published in the FYI. The motion carried.
Treasurer's Report: The Treasurer was not in attendance. The Report previously had been distributed to Board members in written form. A copy of the Treasurer's Report is attached.
Manager's Report: Frank Bocci presented a written report, which is attached.
Grounds Committee Report: Bruce Trafton reported that there are plans to use natural means of fertilizing with manure and covering with leaves. This will reduce or eliminate the need of chemicals. It will also reduce tap water necessary to maintain our plants. An expanded report is attached.
Building Committee: Toni Horodysky presented a written report. See copy attached. The committee recommended allowing a heat pump, with proper surround, and a two person hot tub be installed at 175 WW. The recommendation was allowed. The request to allow installation of a satellite dish on the flat roof of a neighbor's home on Brae Burn was denied. Satellite dishes are allowed only inside the confines of a patio. The problem of possible future leakage on a flat roof also is problematic. Toni presented an expansion of requirements for exterior alterations of our homes. A copy of the entire report is attached.
Unfinished Business:
Jon Joseph presented a resolution to replace the resolution previously passed on March 8, 2005. He and his committee have developed a resolution regarding collection of past due accounts. A copy of this resolution is attached. Specifically noted is that all delinquent accounts (45 days past due) shall be referred to a collection agency for collection (which can affect credit rating). At this time a lien will be filed against the property. When an account becomes delinquent there will be a $25.00 fee each month, in addition to interest charged. After an account is 60 days delinquent a foreclosure on the lien can be instituted at the discretion of the Board. Any deviations from this resolution will require prior Board approval. The Board adopted this resolution, which shall be in effect as of March 1, 2009.Toni Horodysky reported that the ETA Website is now up and running. It can be accessed at www.edgewoodhoa.org. A report on the website is attached.
New Business:
Bev Behrman brought up the on-going problem with the appearance of the sign for Edgewood West at Brae Burn and Willamette. Bruce Trafton volunteered to make review the sign and contact the association west of Edgewood Townehouses, as our association does not own the sign or the property on which it is located.Russ Fryburg spoke about the financial situation of our national economy, using statistics gathered by a business organization to which he belongs.
The meeting was adjourned at 9:15 p.m.
Gwen Acker, Secretary
Building Committee Report, January 2009
Toni Horodysky, ChairThe Building Committee discussed the request of homeowners at 175 WW to install a heat pump in front of their unit and recommends approval by the Board, but suggests that a three-sided enclosure similar to that found at 139 WW be installed by ETA at homeowner expense. Frank recommends locating underground utilities prior to installation. Their request to add two-person, completely enclosed hot tub in their patio was also recommended for approval.
The Committee recommends contracting with Crawford Windor for brown steel insulated garage doors. Their price of $974 per door, if they can order at least 5 doors, is the best deal found. The price includes removal and disposal of the old door and hooking up the existing opener. All the companies I spoke with had up to a 6 week wait for our particular style and color door. Contracting for 5 doors would allow quick turn-around when a garage door fails. This is a well-established Eugene company which supplied Bill Skillern’s door at [ ].
The Building Committee discussed the request of homeowners at [ ] to install a satellite dish on the flat roof between house and garage of their next-door neighbor, Dave Compton, at [ ]. The Jensens state they have written permission from him to do so. The Committee recommends the Board deny this request because of the potential for water intrusion around the necessary bolt holes on any roof, especially a flat roof. Committee members also felt there could be future liability issues because this was not their roof.
I gave Larry Kenton, new owner of [ ]., written permission to have Comcast run additional television/ internet cables to his unit.
Several units have minor leaks of roofs or deteriorated siding on garage gables. Frank will tackle this promptly.
Reconstruction of patio foundation at 70 BB by Frank and Chuck continues.
Bruce Trafton and I spent one very cold afternoon and evening putting frost caps on garden hose bibs. We managed to thaw out several faucets before any damage was done. As the day wore on, we ran out of purchased caps and had to switch to bubble wrap and duct tape. Helene Jones and I have on-demand water heaters whose water lines froze during the cold night, but I thawed both out quickly. Marlis Jefferis had a frozen main water line because it was located only 3 inches below the surface, but RotoRooter cleared it for her.
While reviewing ETA Rules for the website, I noticed that the Building Committee guidelines provided by my predecessor did not include provision for 30 day notice as required by our By Laws. I revised the text to reflect that. I ask the Board to approve the new version.
www.edgewoodhoa.org
www.edgewoodhoa.org, ETA’s new website, went online on December 18. The cost is $99.99 per year and a one-time $30 setup fee. As of January 12, we have had 35 unique visitors.
Our home page includes a panoramic photo taken from Sunset Hills cemetery, a short description, 14 photos, and a Google Earth satellite picture. The photos I used were taken by Larry Hilliard, Lee Benton-Williams, and myself.
There are links to:
- CC&Rs
- By Laws
- Articles of Incorporation
- Map
- Grounds/Building Maintenance Request
- Emergency Information Form
- FYIs from May to December 2008 (thus far)
- Real estate listings of units for sale
Preparing FYI has been slow because I have to scan each page, proofread, and then format for the web. In the future I hope to get the FYI in Microsoft Word format and skip the first two steps. Still to come are ETA Rules and various Forms.
I’ve omitted Budget, Profit and Loss Statements, but included the Reserve Study financial data found in the FYI. I also removed all telephone numbers, e-mail addresses, and home addresses to protect privacy.
I’d like to know whether I should include our “Community Resources Directory” on the website.
My goal is to provide a convenient place for homeowners to get various Forms, look up Rules or CC&Rs. This information will also be useful for potential homeowners and realtors.
I welcome suggestions and corrections to these pages.
Toni Horodysky
January 13, 2009[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]