F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405

August, 2010

Important Dates:

Next Regular Board Meeting: Tuesday, September 14, 6:30 PM

(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)

Hospitality Activities:

By-the-Brook Book Group: By-the-Brook Book Group: Wed. September 8, 2 PM
Tuesday Afternoon Teatime: September 21, 3 PM in the Clubhouse.

Contents:

Message From The Board
Board Of Directors Meeting Minutes: Tuesday August 10, 2010
Reports: Grounds; Architectural; Pool; Director's; Treasurer's; Website
Revised Parking Policy
Monthly Banking Activities[Omitted]
January through June Profit and Loss Statement [Omitted]
Dryer Vent Form

FYI Info:

Editor: Dave Compton ( )

MESSAGE FROM THE BOARD

Last month we ran an article about the clogging of lint in our dryer lines and about 30 people signed up to have the venting and lines cleaned out. We encourage you to take part in this, as the more people who sign up for this, the lower the fee to have it done. Please use the form below to add your name on the list so we can proceed with this project. Drop your filled out form in the slot at the front door of the clubhouse.
We hope you are having a wonderful summer and enjoying the milder weather we are having for early August and the warm sunshine for later in the month.

EDGEWOOD TOWNEHOUSE ASSOCIATION BOARD
Suzy Wojcik, Secretary ( )

Board of Directors Meeting Minutes
Board of Directors Meeting
Tuesday August 10, 2010, 6:30 PM Clubhouse

Call to Order at Six-Thirty (6:30) PM: Present were board members Bruce Trafton, Toni Horodysky, Linda Johnson, Russ Fryburg, Jon Joseph, Doug Cone, Susan Klein, and Suzy Wojcik. Eaton Conant was excused. Frank Gaddini was also present.

Approval of minutes of the July 2010 Board of Directors Meeting: Jon Joseph moved and Russ Fryburg seconded that the minutes be approved as printed in the July FYI. Motion passed with one abstention, Toni Horodysky, due to her absence from that meeting.

State of Facilities and Operations Report: Frank Gaddini presented a written report.
There was some discussion regarding raising the monthly dues and how best to fulfill the needs for repairs. The sidewalk repairs are on a priority basis and the most needed jobs are done first. The sidewalk intersections need to be done next.

Budget Report: Toni Horodysky submitted a written report. The bookkeeper reminded us that we need to watch our expenses at this time. The reserves should be spent for capital projects when the weather is suitable. Some discussion followed about how to use our funds at certain times of the year. The P&L say that we are at certain percentages for the year and we have only one homeowner who is behind two months with HOA dues. The original documents for the CC&R’s have been amended but not recorded with the county since September of 1993. HUD required the bylaws to be recorded with the county also. Unit 163 Westbrook has sold and 113 Westbrook is pending. There are eight other units on the market.

Standing Committee Reports:

Architectural/Building Committee – No report given.

Clubhouse Committee – No report given.

Grounds Committee – Jerry Wojcik submitted a written report. A homeowner discovered roots in their patio area and would like ETA to take care of that. Consensus was that ETA is not responsible for the patio areas.

Swimming Pool – Bev Behrman - written report submitted.

Welcome Committee – No report.

ETA Website – Written report submitted.

Old Business:

Reserve Study Update – Frank Gaddini reported on the Reserve Study. Nothing is new.

Reserve Fund Investment Strategies – (Tabled until December)

Report on cemetery drainage – Water should not be a problem in the future in the front of 140, 150, and 160 Westbrook Way since there was a break in one of the pipes and the main line was replaced in four different places. The homeowners have a new sidewalk and new drainage pipes.

Budget needs for 2011 – If the pace of the repairs is okay with the board, the increase of the homeowner fees will happen at the four percent increase. This increase is approved by the CC&R’s on an annual basis. The asphalt projects should be done in three more years. For next year if the contracted employees are favorable to the board, this expense needs to be included into the budget. Quite a bit of painting can be done by the college students. The good quality of the paint used today is going to give our units more time before they have to be repaired or repainted. The year 2010 is a template for future needs. This will determine where we will put our dollars as we run ETA business. There was some discussion regarding all the budget needs and future planning. The 2011 budget should be finalized by September. The budget committee will meet to go over the 2010 items and establish the 2011 budget. If the 2010 budget template is satisfactory the budget needs for 2011 will be considered based on that.

A motion was made by Toni Horodysky to raise the dues at four percent or $10.00 as of Jan 1, 2011. Linda Johnson seconded the motion. Discussion followed. Motion passed.

New Business:

A letter was read from a homeowner requesting that the use of the overflow parking lot rules be reconsidered, and if a spot is used for more than a month, it should be vacated so as to benefit all at ETA and the lot should not be used as storage. Consensus was that the short term basis clause had been struck from the original policy, and needed to be added back. A motion was made by Jon Joseph and Suzy Wojcik seconded to put the clause back into the original parking ruling. Motion passed.

The filing of the new CC&R’s and By Laws at Lane County Courthouse will be done by Treasurer Toni Horodysky.

The conducting of business during the townhall meetings needs to be adopted as a process of resolution and the format will be, that the homeowners will ask questions and make comments and the board will answer specific questions. Minutes should be done as general ideas and not specific requests that are acted upon. Minutes will portray the essence of the meetings and no business will be conducted. All in attendance will sign in and nametags will no longer be necessary. Adopting a format for the Quarterly Townhall Meetings will be handled at the next general townhall meeting.

Next General Meeting Time and Place: October 12, 7:00 PM - General Meeting at Clubhouse

Next Board Meeting Time and Place September 14, 2010 - 6:30 PM at Clubhouse

Adjournment: 8:00 PM

Respectfully submitted:
Suzy Wojcik, Secretary ( )

August 2010 Grounds Committee Report

The ETA Grounds Committee met on Aug. 10 at 10:00 am at the Clubhouse, for the introduction of new member Jolene Baron and a short discussion. The Committee recommended that an arborist should be brought in to evaluate the condition of our trees, particularly the shore pines. It was suggested that willows, Japanese maple, and Oregon grape seedlings and starter shoots, all available from our grounds, could be used to provide stability along the banks of the creek.

Eaton Conant, after many years of service as GC Chair and Committee member, announced his resignation from the Committee. We, as well as all of the ETA community, extend our thanks to Eaton for helping to make our grounds one of the most attractive in the area.

The sidewalk leading to 140, 150, and 160 WW has been replaced. The new irrigation for the surrounding grounds is in progress.

Improving the irrigation system on the rest of the grounds, which has been broken down into Controller and Zone sections for easier management and more efficient use, is also being done by the contracted employees under ETA Director Frank Gaddini’s supervision.

The contracted employees have also been pruning and cleaning up unsightly and fire hazard areas, caused by accumulations of pine branches and needles.

Materials have been purchased and are being prepared to replace missing or rotted fencing along the high wall above the parking area off of Brae Burn, with entry at 118, and other places where railings are in need of repair.

Respectfully submitted.
Jerry Wojcik, ETA Grounds Committee Chair ( )

Architectural Committee Notes for August:

The Architectural Committee met on August 3rd, 2010. Present were Cindy Conley, Doug Cone, Mike Metzler, Michael Landes, Simone d’Aubigné, and Frank Gaddini.

Items discussed:

A question of enforcement of ETA procedures pertaining the exterior changes was brought up. At present we don’t have any enforcement procedures in place and will need to devise those. In the meantime we would like to remind residents that they need to put in writing to the committee and changes that they want to make to the exterior of their homes. Verbally telling a member of the committee will not work as a method of starting the evaluation process. If need be, we hope the residents will review the Procedures for Change sheet that was in the last edition of the FYI. If they have any questions they can contact Simone d’Aubigné at ( )

We discussed the replacement of light fixtures. We are still waiting for the less expensive one to come in so that we can see how it works. We heard from Frank after the meeting that the less expensive model is not available and so we may need to go with the aluminum one (more expensive). (There are 62 torchieres that either need or will need to be replaced, as the old style is no longer available.)

We discussed the issue of a replacement wall at the top of the stairs on the Brae Burn side of the creek in the NW section of our property. Each member will look at the sight and take into consideration Frank’s suggestions as to what should be done. If any resident has ideas, please contact Simone d’Aubigné at ( )

We discussed with Frank the issue of the ETA entry sign at Willamette &WW. Frank will bring his proposal to the committee prior to making his proposal to the Board.

Frank agreed to streamline the procedures for the replacement of sliding glass doors and windows. He is also going to move up in priority the issue of assessment of needs and repairing of the flat roofs on Brae Burn and the Jamaica units.

We also requested of the Board that a line item be included in the budget that supported a structural analysis of the community center so that we may know what needs to be repair or replaced in it and in what priority the repair/replacement needs to be addressed

Thank You

Simone d'Aubigné, Architectural Committee Chair, ( )

Pool Report For August 2010

Since opening the pool approximately 150 people had used it by the end of June. July saw over 300. Obviously, it is in full swing now.

Everyone seems to have familiarized themselves with the new POOL RULES, which are posted at the pool and is abiding by them. There have been few problems.

Reminder: Each person who attends the pool must sign in, not just the homeowner who accompanies them. That means all guests should sign in, indicating which unit and the people they are the guests of. These rules have been hard for some folks to remember. Please help us by assuring that they are followed.

Thank you again to Ryan Lemire for his work in the daily maintenance our pool.

Bev Behrman, Pool Committee Chair ( )

July 2010 Facilities and Operations Report

July’s major work focused on two Capital Improvement Projects. Our first project, early in the month, was Asphalt Resurfacing. This July’s asphalt work represents the first year of our four consecutive years asphalt projects. Another Capital Improvement Project that commenced at the latter part of the month was the replacement of another one hundred and twenty (120) feet of sidewalk. This project was also coordinated with the installing of new surface and underground drain lines in an area of our site that has been plagued by standing surface water during our rainy seasons, sometimes two-to-three inches deep. We raised the sidewall elevation by six (6) inches and with the new drainage lines, this area should be accessible to the homeowners at all times of the year.

Grounds maintenance also consumed a major portion of our facility maintenance attention. Between our lawn maintenance contractor and our contracted employees, we swept through the property pruning as much as we could quickly accomplish. There is still much more to do and we plan to systematically sweep through all areas again to perform more pruning. Our contracted employees also methodically began inspecting, repairing, and adjusting our irrigation systems. This work will ensue throughout the summer irrigation season and have a long-lasting effect for the next few years. We also replaced one (1) faulty irrigation controller and three (3) irrigation values this month.

Upcoming projects throughout the end of our Fiscal Year include re-painting, roof maintenance, and re-siding. These projects should all be completed by mid-October. Our property is positively reflecting the progress of our efforts. There is much more to do throughout our site and I look forward over the next few years in accomplishing much of this work. I know I speak for the Board of Directors when I say thank you for your patience as we manage ETA’s facility maintenance.

Frank L Gaddini, Facilities and Operations Director for Edgewood Townehouse Association ( )


Edgewood Townehouse Association Treasurer's Report August 2010

Last month I thought I had completed paperwork for an FHA mortgage, but apparently there seems no end to the information they require. However, if approved, ETA will be listed on the FHA website for two years. Thus far, 14 condominium projects in Eugene have been approved, including our neighbors at Rockridge and The Highlands.

Toni Horodysky, Treasurer ( )

Edgewood Townehouse Association Website, July 2010

Edgewoodhoa.org had 90 visitors who looked at 157 total pages during the time period July 9 to August 5. I incorporated the revised pet, parking, and architectural rules into the website.

Toni Horodysky, Webmistress ( )
Edgewood Townehouse Association

Parking Policy

(Adopted July 7, 2010) (Revised August 10, 2010)

1. All vehicles must be parked in designated parking spaces.

2. Residents are responsible for insuring that their guests park in designated spaces

3. Vehicles parked on the premises for more than five (5) days shall display a guest parking permit.

4. Over Flow Parking Lot Rules

a) Residents may park their vehicles and recreational vehicles for a limited time, on a short term basis, and on a first-come, first-served basis.

b) Commercial vehicles are not to be parked in the Overflow Parking Lot.

5. Violators of the ETA Parking Policy will be processed in accordance under the Oregon Revised Statues and the Eugene Municipal Code. A fine will be assessed to the owner of vehicles parked without a permit at the rate of $25 per day.


[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]

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