F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405February 23, 2010
Important Dates:
Next Regular Board Meeting: Tuesday, March 9, 6:30 pm
(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)Hospitality Activities:
Saturday Morning Social: March 13, 10:30 AM
By-the-Brook Book Group: Wed. March 10, 2 PMContents:
Board Message
Association Notes
ETA General Meeting Minutes: January 26, 2010
Board Meeting Minutes: February 9, 2010
Reports: Grounds; Buildings; Website; Director
Monthly Banking Activities [omitted]
Clubhouse Use Information and Reservation FormFYI Info:
Editor: Dave Compton
MESSAGE FROM THE BOARD
September 30, 1993 was the last time our CC&R's were updated. This is a new decade and with our present Board, and the help of our Director, this seems like the perfect time to move forward and review and revise all of our governing and operating documents as appropriate. The Board has come to the consensus that it will take on this responsibility. It has the authority according to a document from Stoel, Rives, Boley, Fraser and Wyse. Law Offices at 900 S W Fifth Avenue, Portland, Oregon, 97204. The Document is dated September 17, 1980.
The governing and operating documents can be broken down into four parts:
1. Articles of incorporation
2. The CC&R’s
3. By-laws
4. RulesOur approach is to work from the bottom to the top, starting with Rules. We intend to do one or two Rules per Board meeting and give the Community the opportunity to comment on the proposed rules, regulations and penalties before adoption. After adoption they will be circulated to all of the Community. The opportunity to comment will be at the Quarterly Meetings (town hall style). So, the time frame will be lengthy but the work will be concise.
Although noble, the task will not be an easy one. That is why we will need the help and support of each and every one of you.
Bruce Trafton, President
Association Notes
With Spring just around the corner, our local sugar ants are likely to become active. Any ants inside your residence can be quickly eliminated with the use of an ant bait such as Terro which you can get at the local hardware store.
The Edgewood Townhouse Association clubhouse is available at no charge to Association members. There is a required cleaning/security deposit and a reservation process for clubhouse use. The clubhouse information and reservation forms are available just inside the clubhouse door. Additionally, this month, these forms are included in this FYI.
EDGEWOOD TOWNEHOUSE ASSOCIATION
General Meeting Minutes
Tuesday, January 26, 2010 - ClubhouseCall to Order: Bruce Trafton called the meeting to order at 7:00 PM.
Announcements: Bruce Trafton reported that we have rented the property at ( ) WW starting Feb. 1, 2010. It was rented to Ann-Marie Lemire and her son, Joseph Ryan. Our community has had some deaths: Ann Doerfler, Gloria Peters, and our old mailman Mark Heckman.
Excused for this meeting were Toni Horodysky and Susan Klein. The rest of the board members were present. Frank Gaddini reported that #1 Westbrook Way had a broken pipe and told how it was resolved. Minimal root damage was done to the red maples in the park strip outside the property on Willamette. The city recommends that five or ten years down the road, the association needs to think about removing every other one according to the city and planting some replacements. The trees are owned by the city, but we can have input about the variety that is planted.
Approval of Minutes: The minutes for the last meeting were approved.
State of Facilities and Operations Report: Director of Facilities and Operations, Frank Gaddini, reported that after meeting with the board, the meetings have been a little different than in the past, Gaddini gave his thoughts regarding the board and the facility. The changes are not so visible, but have a sharp focus on the responsibility that the board feels regarding business practices. Gaddini feels that this board is committed to serving in these volunteer positions, and he stated that this board is here to serve this community. Applause by the people attending was noted by the president.
Standing Committee Reports: All open for DiscussionArchitectural Committee – No report
Budget Committee – All homeowners are paid up, according to treasurer, Doug Cone, and it is possible that part of the money from the Umpqua bank reserve fund should be put it in a better place to make more interest. There are several items to look at to compare what is best for these reserve funds. The bills are also all paid, and we are in good shape.
Clubhouse Committee – This committee has been in limbo according to Bruce Trafton, but we have started a new procedure by not holding checks for cleaning deposits for future dates. FYI should probably run a small article in the next FYI regarding the method for reserving the clubhouse.
Grounds Committee – The leaf blowing contract is over with. The Grounds Committee will meet in the clubhouse on Friday to discuss the bids that have gone out. We put out 12 contracts to bid on and received 7 back and have meet with 5 already. We will evaluate all the proposals.
Swimming Pool Committee - Bruce Trafton reported that we will open the contracts up for bid just like the grounds contracts.
Welcome Committee – ( ), who is our new resident renting at ( ) Westbrook Way, was invited to attend this meeting. Also the new renter, Ann-Marie Lemire was invited. The telephone committee reported that all calls were made.
Neighborhood Watch Committee - Ellen Ching reported that she has two new members helping her with listing. She will present the board with the new list.
Old Business:
Correction in previous minutes of December 8, 2009: Rental of Unit ( ) Westbrook Way, adjustment of dates previously recorded, to be allowed for nine months, with the possible extension of an additional three months. Gwen Acker corrected the error although she reported that she thought she had recorded what was said at the meeting. Upon motion of Jon Joseph and second by Eaton Conant, the request was granted to amend the minutes.Reserve Study Update – See budget report.
Reserve Fund Investment Strategies – Covered in the budget report.
Non-profit/Homeowners Association Audit Pursuit – We will discuss this next week at the board meeting.New Business:
The board was asked by Michael Landis if the clubhouse was discussed or reported on regarding repair of the creek bank and the jacking up of the clubhouse. It was not in the budget for repairs, but the money is competing with funding of other projects, according to Frank Gaddini. Landis feels that our building does need some repairs but a spec sheet would be adequate instead of a complete engineering report, which would be costly. It was thought that the foundation/windows/ rafters/solar panels on the roof may need assessing. Landis feels that it would be good to see where we stand on the clubhouse and to budget for repairs for the future. Gaddini will work with the board on possible repairs for the clubhouse.Helen Liguori would like to ask the board to revisit the decision for refinishing our front doors. The architectural committee should review this. Some need it now and some can possibly be put off. Liguori applied in January 2009 and her door has not been done yet. Trafton said that the board has already made the decision to paint the doors and we will bring it up at the next board meeting. In Trafton’s opinion there are so many other needs but he will bring it up to the board. Gaddini stated that we do need an active, prudent architectural committee and he feels that we need to preserve the doors and see if we can find contractors to get that done for us. We need to see how that priority fits in for 2010. Camilla Pratt stated that there are some of the doors that really don’t stand up to refinishing since they take a lot of abuse from the weather, but that would be up to a contractor. The person handling the estate of one of the townhouses took it into his own hands to stain his own door, but we need to look into doing it now rather than waiting until it is a difficult task.
Gaddini stated that we do need to address some other building problems too. The board will discuss the problems. The budget committee was under pressure to get this current budget passed. Gaddini stated that this budget committee closed in 2009 and did not go into red ink. Our budget is over a quarter of a million dollars and with the projected 2010 economics we have plans to try to maintain this budget as a benchmark effort to keep the property running and keeping a track record going because three or four years down the road we may need to ask for more money to get things done. When we get to October 2010 we will look at whether or not to raise the homeowner dues to pay for more repairs. Asphalt and paving need to be done, sidewalks need repairing, and we need to continue to repair the dry rot. These are big ticket items. Michael Landis stated that we need to look at the underground wiring also while we are repairing sidewalks. There was quite a bit of discussion regarding repairs on the grounds. Roof moss needs to be attended to and Gaddini stated that this is being attended to at this time by addressing this is several phases. We need to bump up the application in some areas to improve the killing of the moss. Other maintenance issues were discussed as well as questions about the Building and Architectural Committee. Landis reported that at one time he and Michael Metzler and Doug Cone were also on the committee but several had not been contacted about it in a long time. Bruce Trafton reported that the direction of this board is to have 4-6 people on each committee and that we need all the help we can get.
A large dog on the loose attacked Russ Fryburg, and we need to be diligent about policing the grounds for strangers and strange dogs as this is private property.
The board will update the CC&R’s to try to bring them current. Gaddini stated that by updating the CC&R’s we will find that it will help to hold our properties value for a long time.
Kudos: Michael Landis stated that he really appreciates the professional way things have been going the past six months. Bruce Trafton said that residents are encouraged to attend the board meetings. Camilla Pratt stated that she appreciated the financial reports and their clarity, and Dave Compton for how the FYI is produced.
Adjournment: Meeting adjourned at 8:15 PM.
Next Board Meeting Time and Place: February 9, 2010, starting at 6:30 PM at ClubhouseRespectfully submitted:
Suzy Wojcik, Secretary
EDGEWOOD TOWNEHOUSE ASSOCIATION
Board of Directors Meeting
Tuesday, February 9, 2010 - ClubhouseCall to Order: The meeting was called to order by Bruce Trafton at Six-Thirty (6:30) PM. Present were board members Bruce Trafton, Russ Fryburg, Jon Joseph, Eaton Conant, Doug Cone, Linda Johnson, Susan Klein, Toni Horodysky, and Suzy Wojcik. Frank Gaddini and Dave Compton also were present.
Announcements: A memorial for Gloria Peters was held today. Toni Horodysky attended the event. Bruce has been to two or three townhouses associations and met with their presidents. He was told that board members don’t last long at most associations and we are lucky to have this board. He feels that this is a very good and committed board.Approval of Minutes of the January 2009 Board of Directors Meeting: There was a correction to the spelling of Bev Beairsto’s last name. Eaton Conant moved and Toni Horodysky seconded the passing of the minutes. Motion passed.
State of Facilities and Operations Report: Frank Gaddini reported that all outlets have been improved and updated in the clubhouse.The lady who took possession of the rental has now moved in.
The association put bids out on ornamental shrubs and the grounds committee selected the winning bidder. The committee measured each bidder using six criteria. It was an excellent way to pick the contractor.The period of January was also a time when we used caution with the budget. We are still in the process of looking at the walkways and sidewalks for repair.
Doug Cone asked about the new lock by the pool and Gaddini stated that the lock is there so the contractors can use the restroom by using a number that is issued to them. He stated that it is a security measure and the combination can be changed. It is a better situation for anyone who walks by and needs access. The combination is ( ) and will be changed for each contractor.
We should have the resources to pay for other repairs, sidewalks, etc. in Feb. and March.
Standing Committee Reports:
Architectural/Building Committee – Toni Horodysky reported that a broken water line at # 1 WW was repaired, siding and roof repair and lights fixtures were replaced. Other repairs were also completed. There is a tree at ( ) WW that is a problem. Jon Joseph said that the homeowner is responsible for the tree. There was consensus by the board that that was correct.Website committee – Toni reported how many have visited our website and that 136 WW sold.
Budget Committee – Paperwork provided.
Clubhouse Committee – Beverly Day volunteered to do the work for the clubhouse committee. The board approved by consensus. People don’t seem to know the procedure for reserving the clubhouse. The paperwork explaining the process is in the clubhouse envelope on the bulletin board.
Grounds Committee – Bruce Trafton sent a report by email. The committee met to choose the ornamental shrub selection and the selection process was very thorough. Five of the six people on the committee voted for the winning bidder. The winning company is Sperry Tree Company.
Neighborhood Watch Committee – Bruce Trafton reported that Ellen Ching said that all but a few have reported in regarding the cars in the association. Toni Horodysky asked about the car that was moved into their garage. She stated that there are others in the community who don’t park their cars in the garage and people need to stand by the rules. Toni Horodysky said that we need to enforce the rule for everyone equally. Suzy Wojcik asked about the cars parked in the overflow parking. The overflow parking is not secure as some had been broken into according to Horodysky.
Swimming Pool Committee – The association needs to put specs out for contractors and proceed like we did with the ornamental and shrub contract.
Telephone Committee- no report
Welcome Committee – Toni Horodysky turned the paperwork over to Frank Gaddini to give to our new Welcome Committee Chair, Fran Gaddini.Old Business:
Reserve Study Update – no reportReserve Fund Investment Strategies – The board is still in a holding pattern and the month of Feb. and March should be more active.
Non-profit/Homeowners Association Audit Pursuit – Gaddini knows a firm that could do the audit and they need to look at our profit and loss statements to do this work. There is no cost to look at our P& L’s. Trafton did not feel secure to release these figures without the approval of the board. Jon Joseph stated that it would be OK to release this information to an accounting firm. The board approved releasing the figures to the accounting firm. The association’s bookkeeper sent recommendations for companies who would review our data. Gaddini wished to know if the companies are competent to do non-profit analysis for P&L for 2009. The last audit we had was 17 years ago. Gaddini will look at this and come back with a recommendation for the board. Russ Fryburg did not think there was need for the audit. Jon Joseph said there is a need to protect us as a board of directors and that is just one reason the audit is necessary.
Promulgation of CC&R Review Committee - (Tabled until November 2010) Trafton proposed that we take on the rules first and take them to the general meetings. He said that it will be better to change a few rules at a time and we need to make them stronger with penalties for non adherence. Russ Fryburg stated that we did a lot of this changing in the past. Horodysky said that it is much needed and the rules are out of date.
Other items - New Business:
Review of the front door repainting rule - The front door staining needs to be contracted out and Eaton Conant said that we need look at what needs to be done. There was consensus by the board to proceed.Discussion of Rules Review - Discussion followed regarding changing the rules so that they are enforceable. Bruce Trafton would like to have input from the board regarding the rules that need changing. Toni Horodysky and Jon Joseph would volunteer for chairing the rules review committee. Much discussion regarding rules and what has to be modified. Frank Gaddini stated that the rules need to be deliberately discussed and that some are vague and ambiguous and the penalties are also vague. The board has the authority to go ahead and change some of the rules. One rule per meeting would be good to review. Parking would be the first rule to tackle according to Frank Gaddini, and the rules about pets will be discussed at the next meeting. Trafton requested that board members get ideas together regarding solutions for the next meeting.
Discussion of letter to owner and optionee – The board was interested in using strategies to address future problems. There was some discussion regarding a problem with one of our units. Gadinni stated that the board needs to find a way to resolve the issues. The strategy should be to contact the owner in writing again. There was much discussion about how to proceed. We have board consensus to have Frank Gaddini proceed.
Announcement for the good of the association - This is the season of sugar ants throughout the community and homeowners need to purchase Terro or a like substance to take care of the problem.
Next board meeting: March 9, 2010, starting at 6:30 PM at The Clubhouse
Adjournment at 8:20 PM
Respectfully Submitted by Suzy Wojcik
Grounds Committee Report
The male Robins are back. The Daffodils are half way up, our Camas bulbs are pushing through on the banks of our creek and the early Rhododendrons are blooming. Spring is close and soon it will be time to prune.
The Grounds Committee has put out ten spec-sheets for bids on the “Pruning of Ornamental Flowering and Evergreen Shrubs”. We received bids from five outstanding companies.
Five of the Grounds Committee people opened all of the bids on January 29, 2010 and made their choice on the following criteria:
1. Knowledge – Did they have the background?
2. Skill – Their expertise in pruning.
3. Ability – Did they have the right mix of tools and labor to do the job?
4. Compatibility – Did they fit in with our community?
5. Cost – What was their bottom line in dollars?Everyone scored (on a point system) each company and the unanimous choice was “Sperry Tree Care”. They were awarded the annual contract and will start soon.
At the present we are cleaning up all of the fir boughs and tree limbs from ‘Mother Natures’ tree trimming, applying moss treatment to the lawns and later some over seeding.In the future we will be putting out Specs for Pool Maintenance and later, the third part of our four part approach: Lawns, Weeding Shrub Beds and Fertilizing.
As we get closer to one of our most colorful times of the year, The Grounds Committee thanks each of you for all of your support. Thank You.
Respectfully Submitted,
Bruce Trafton, Grounds Committee Chair
Building Committee Report, February 2010
Toni Horodysky, ChairThis was another very quiet month as far as building projects.
• Roof moss removal and gutter cleaning continued
• Broken water line at 1 WW repaired
• Electrical malfunction in bank of lights at 139 to 159 WW repaired
• Roof repaired at 118 and124 BB
• Siding replaced at 109 WW
• Light bulbs in the Clubhouse replaced with energy efficient fluorescents
Edgewood Townehouse Association Website, February 2010
Toni Horodysky , WebmistressEdgewoodhoa.org had 135 visitors who looked at 215 total pages during the time period January 11 to February 4. Of those, 34 came via the link in our craigslist.org ad for the rental of 87 WW.
FRANK L. GADDINI
Operations and Facility Maintenance ReportThe month of January has been very quiet with the conclusion of our leaf blowing management program. Behind the scenes, however, much planning has ensued regarding our annual maintenance contracts. Our first annual contract is for Ornamental Flowering and Evergreen Shrubs. This contract provides a comprehensive pruning of our Azaleas, Rhododendrons, and evergreen shrubs. The contract was awarded to Nathanial Sperry Arborist. We are also working on an annual pool maintenance contract, lawn and bed contract, and irrigation contract to round out our grounds maintenance plans for FY 2010.
Under maintenance activities we re-sided a garage wall where water had intruded into the electric service meters. A water main repair at the entrance to Westbrook Way and an electric branch service the powers our walkway lights were also repaired. Additionally, we worked in the Clubhouse and re-lamped all of the lights with energy-saving, compact fluorescent bulbs that we subsidized by a local electric utility company.
Although the month seemed slow and quiet, important planning tasks and only the most necessary maintenance projects proceeded at an expected pace.
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]