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

October 2010

Important Dates:

Next General Membership Meeting: Tuesday, October 26, 7:00 PM
Next Regular Board Meeting: Tuesday, November 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:

By-the-Brook Book Group: By-the-Brook Book Group: Wed. November 10, 2 PM
Tuesday Afternoon Teatime: November 16, 3 PM in the Clubhouse.

Contents:

Message From The Board
Special Board of Directors Meeting Thursday October 7, 2010
Board Of Directors Meeting Minutes: Tuesday October 12, 2010
Reports: Grounds; Architectural; Director's; Welcome; Treasurer's; Website
Monthly Banking Activities [Omitted]
Year To Date Profit and Loss [Omitted]
Board of Directors Duties and Responsibilities
Board of Directors Nomination Form
Request for Parking Waiver Form

FYI Info:

Editor: Dave Compton ( )

MESSAGE FROM THE BOARD

It is one of the most beautiful times of the year here at Edgewood, these quiet crisp mornings and warm afternoons. The fall colors are almost upon us and the rain not far behind.

The Board wants to thank you for your patience in the year 2010 as we laid out our "budget plan" for Operations and Capital Projects. The 2010 plan seemed to work well and your Budget Committee, using it as a template, has refined, and simplified our new, 2011 budget to be more easily understood. The 2011 Budget is finished, passed by the Board and ready to present to you on October 26, 2010.

Also, we want to remind you that the Board has passed a ten dollar increase in monthly dues. This will start January 1, 2011.

In the past we have had to wait until May or June to do capital projects. This year, with a legal opinion from our attorney, (Gaydos, Churnside & Balthrop, P.C.), the Board has moved to borrow Money from our Reserve Funds so we can start cement work repair (Capital Improvements) in January and February. The entire amount of money will be paid back to the Reserve Funds in installments before December 31, 2011.

We urge you to attend our Edgewood Townehouse Annual Meeting at 7:00 P.M. October 26, 2010. We will elect three positions for the Board and we will need your presence to have a Quorum. If you can’t make the meeting in person, please fill out a proxy and give it to you neighbor or put it in the mail slot. Nominations may also be made from the floor at the meeting.

Once again, the GIANT DUMPSTER is still waiting for those trees and large shrubs from back patios. Please prune or cut down NOW while you have the opportunity of the Association disposing of your wood debris. Please only wood/plant matter or the company increases their rates.

EDGEWOOD TOWNEHOUSE ASSOCIATION BOARD
Bruce Trafton, President ( )

Special Board of Directors Meeting
Thursday October 7, 2010, Clubhouse

Call to Order at Six-Thirty (6:30) PM: Bruce Trafton thanked everyone for coming to this meeting. Attending were Bruce Trafton, Russ Fryburg, Doug Cone , Jon Joseph , Linda Johnson , Eaton Conant , Frank Gaddini, and Suzy Wojcik. Toni Horodysky was excused.

Parking Policy: The parking in the overflow parking area was discussed. The rules previously approved were discussed and the board decided to add a waiver for special circumstances. Russ Fryburg moved that the board approve number six as amended. Linda Johnson seconded. Waiver forms are available to homeowners on the hoa website as listed in policy number six or from Bruce Trafton or Frank Gaddini.

The new parking policy should read as follows:

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 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 Statutes and the Eugene Municipal Code

6. Waiver for Special Circumstances (This was added to the present parking policy.)

Homeowners may request waiver of the Parking Policy in the event of exceptional or extraneous circumstances. Waiver Forms are available by contacting the Board, the Director, or on-line at www.edgewoodhoa.org/ The Board will review each case and render a final decision.

It was moved and seconded to ajourn the meeting at 7:00 PM

Adjournment: 7:00 PM

Respectfully submitted
Suzy Wojcik, Secretary ( )

Board of Directors Meeting
Tuesday, October 12, 2010, Clubhouse

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

Approval of Minutes of the September 14 and special board meeting of October 7, 2010 Board of Directors Meeting: Jon Joseph moved that we approve the minutes of September 14 and October 7, as circulated. Eaton Conant seconded. Motion passed. Toni Horodysky abstained the Oct. 7 approval, as she was not present at that meeting.

State of Facilities and Operations Report: Written report provided by Frank Gaddini. The pruning of rhodys and azaleas was in question and Frank Gaddini stated that we covered a lot of area on BraeBurn and Westbrook Way and Sperry will start next week for pruning. Some of the homeowners are not taking advantage of the dumpster to dispose of the overgrown shrubs in their patio areas. If the shrubs damage the siding or the roof of their condo, the homeowners will have to pay for the repairs.

Budget Report: Written report submitted.

Standing Committee Reports

Architectural/Building Committee: Written report submitted.
The Board asked the architectural committee to confirm the location of ducting from the proposed heat pump at 101 Westbrook Way. The board did not vote on a request for a heat pump at 75 Westbrook Way, since the job was finished before the board could vote on it. The walkway at 170 Brookside Dr. was discussed. Suzy Hess moved to send it back to the architectural committee for further review, and Jon Joseph seconded. Motion passed.

Discussion followed regarding installation of heat pumps. The board felt the exterior components should be as inconspicuous as possible. Toni Horodysky moved and Jon Joseph seconded, that requests should be posted on the bulletin board as required by our CC&R’s. Motion passed. The wall at the top of the stairs by 190 Brae Burn needs to be completed. Toni Horodysky moved and Jon Joseph seconded to install a pole light and railing similar to that along the walkway to 152 BB. Motion passed.

Clubhouse Committee: Written report submitted.

Grounds Committee: Written report submitted.

Welcome Committee: There is one new homeowner.

ETA Website: Written report submitted.

Old Business:

Reserve Study Update: (Tabled)

Reserve Fund Investment Strategies: (Tabled)

Overflow parking lot: The waiver for special circumstances was discussed. Bruce Trafton read a letter from a homeowner regarding the overflow parking area and what the waiver forms will allow. There are six waiver request forms that have been turned in. There will be another special board meeting to go over the waivers to approve or deny the requests.

Loan advancement for fiscal year 2011: Bruce Trafton read the letter from the attorney regarding interpretation of the loan advancement to repair common property. The association has a working capital funds delay until the first of June. By approving this, a large amount of work can be done without postponing the work, due to lack of funds at the first part of the year. Toni Horodysky moved that we borrow for capital projects as long as we pay the money back by Dec. 31st. Jon Joseph seconded. Motion passed.

New Business:
Elections will be held for any open offices at the general meeting on October 26th. There will be three open seats. We will have a ballot for these elections. People interested in running should contact Bruce Trafton.

Budget: Gloria Gehrman and Frank Gaddini reported on the work by the budget committee. Jon Joseph moved that we approve the budget as presented. Toni Horodysky seconded the motion. The motion passed unanimously. There was some discussion regarding the line items in the budget. Frank Gaddini answered several questions about the layout of the new budget and explained the line items that were in question. Gloria Gehrman stated that our bookkeeper explained that we have overspent our budget the past several years, and that the income should match the expenses. She said we need to be careful not to overspend our budget.

Next Board Meetings Time and Place: November 9, 2010, starting at 6:30 PM at Clubhouse

Next Annual General Meeting: October 26, 2010 starting at 7:00 PM at Clubhouse

Adjournment: Meeting adjourned at 7:40 PM.

Respectfully submitted by Suzy Wojcik, Secretary ( )

October 2010 Grounds Committee Report

A contract has been accepted for leaf management for the fall and early winter. Work will start around the middle of October and continue through the middle of January. Meanwhile, the hourly-rate employees have been mowing and attending to leaf management on the sidewalks and driveways.

Four hazardous or diseased trees were removed, and replacements for several removed trees have already been planted. More trees or bushes will be planted in the other locations as needed.

With the arrival of the first measurable rain in a long time, the sprinklers have been turned off. However, improvements and repairs to the irrigation system have been continuing.

Five units of aged manure were procured at no cost, except for the rental of a trailer to haul it, for use on the grounds. It was placed next to our supply of top soil and ground cover bark, south of the creek.

Azaleas, camellias, and rhododendrons, purchased earlier, were planted to fill in vacant areas and to provide some blossoms of color in the spring and summer on the Brae Burn corridor. Also, more plants were put in to replace dead ones or fill in areas on the grounds.

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

Architectural Committee Report

The architectural committee met on Sept 21st and recommend the following actions to the ETA Board:

  1. That Frank Gaddhini estimate time and materials for painting the exterior ductless heating unit at #198 BB and that the Board notify homeowner that she will need to have this painted to match the dark brown of the exterior walls or request that Frank get it done and then reimburse ETA for materials and labor. In the future we hope that if she is to do anything that affects the exterior of her building she will contact the Architecture comm and go through the established procedures that the committee has drawn up.
  2. That the Board approves the ductless heating system for the #75 WW after they have contacted Locate Services to ensure that the exterior placement of their unit is not on any major lines of any sort.
  3. Re: the #170 BS unstable pathway that neighbor requested repair of. It is recommended that the Board offer to put in a step (ONLY, not the sidewalk) when the maintenance crew is doing other concrete work which will be in 2011, if the home owner is willing to reimburse for materials and labors of said step, since this walkway and step were added in by someone other than the original designer and was not ever approved as an addition to the pathway system by the Board.

Thank you,
Simone d'Aubigné, Architectural Committee Chair, ( )

The Architectural Committee met October 5th. The following are the minutes from that meeting:
New business:

  1. First on the agenda was a request for a ductless heat pump at 101 WW. We discussed the parameters we had set in the past, and decided to recommend to the Board it be approved with the following conditions:

    a) We may require the unit to be painted Edgewood Brown.

    b) Frank is to be present at installation .

    c) No foliage is to be removed.

    d) Owner to pay cost of moving the sprinkler line and for the possible cost of an additional plant for screening .

    e) Locate Services needs to be contacted so that the unit is not on any important lines

At our next Architectural Committee Meeting we will discuss revising our policy for exterior or structural changes to include these parameters since each site is different, and there seems to be considerable interest of owners for installing this type of system.

Old Business:

  1. We discussed the best replacement for the solid wall removed between the four units in the NW edge of the property. After hearing the discussion from Bruce and Frank that the serious concerns of the people in those units is light, the committee decided to approve replacement with railing similar to that used on their balconies. We noted that the balusters will be closer together because of modern code. Experts on the committee suggested a pole light would give the safest light in that location so that was approved as well.
  2. We discussed studying the condition of the Jamaica units' flat roofs in the winter. It was reported that a document had been found showing a previous study which will expedite the process.
  3. Frank reported 10 torchieres should be received and installed before the time change.

Respectfully submitted by,
Cindy Conley

September 2010 Facilities and Operations Report

September was a month that saw an increased focus on landscaping work our community, as we decreased our focus on irrigation work. We saw four (4) trees removed and the replanting of two (2) new trees; as well as, a small number of new plantings. We began trimming hedges and ground covers throughout all the grounds areas. Another important project that was completed was the refinishing of the second set of wood front doors this FY.

We have completed most of our Capital Improvement Projects, and for the remainder of the year, we will focus on facility/building maintenance activities, roof cleaning, and leaf management for the next ninety (90) days. Our grounds and facilities are looking maintained.

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

Welcome Committee Report

We have three new owners residing in 163 Westbrook Way, 106 BraeBurn, and 113 Westbrook Way. I am still collecting details for these new owners. Over the course of the next two weeks, I will be scheduling and presenting these new owners an ETA Welcome Basket.

Fran Gaddini, Welcome Committee Chair, ( )

Treasurer Report, October 2010

ETA’s Budget Committee met several times to formulate a budget for next year. Our 2011 dues of $255 per month will allow us to continue preventative and corrective maintenance on our buildings and infrastructure and keep our grounds looking beautiful.

In preparing the 2011 Budget, we revised many Expense categories to give a better picture of how we spend our money. For example, instead of “Landscaping,” budgeted at $___ in 2010, you will see separate categories for lawns, leaf removal, shrub pruning, replacement of plants, and contracted labor.

We thank our homeowners who responded to our reminder to pay the monthly dues as close to the first of the month as possible. EWEB, State Farm, Jerry’s, and our various contractors need to be paid on time, usually early in the month.

Toni Horodysky, Treasurer ( )

Website Report, October 2010

Edgewoodhoa.org had 77 visitors who looked at 140 total pages during the time period September 10 to October 7.

Toni Horodysky, Webmistress ( )


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

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