F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405September 2012
Important Dates:Next Regular Board Meeting: Tuesday, October 9, 6:30 PM
General Annual Meeting Tuesday, October 23, 7:00 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. October 10, 2 PM
Tuesday Afternoon Teatime: October 16, 3 PM in the Clubhouse.
Contents:
Message from the Board
Board Meeting Minutes: 9/11/12;
Special Board Meeting Minutes: 9/17/12;
Announcements
Reports: Clubhouse, Grounds, Website, Treasurer, Facilities
Board of Directors Duties & Responsibilities, Application
Monthly Banking Activities [Omitted]FYI Info:
New Editors: Jeni & Jordan Hinton
MESSAGE FROM THE BOARD
To Preserve, Restore, and MaintainSummer season is quickly drawing to an end, and the past few months have been a whirlwind of activity. There are two business matters that I want to bring to your attention this month. One regards protocol in the management of our not-for-profit Association. The other matter is in regards to next fiscal year's home owner dues.
First matter, buildings and grounds are looking well maintained, our business matters are being successfully managed, and our reputation as a great place to live is widespread among prospective buyers and realtors. One reason for this success is the rich pool of volunteers who have served on the Board of Directors. And, it follows that one important cycle in our management of the Association is before us again. Each year, three of our nine Board of Directors members complete their terms of service on the Board. It is time for our Association to elect or re-elect new members or the incumbents to serve a new three-year term of service on the Board. All THREE of the current incumbents are interested in serving another term.
If you have an interest in serving on the Board of Directors, please complete and return the enclosed application to the mail slot at the Clubhouse or mail it to our PO Box. To be included on the ballot, all applications must be received on or before Monday, October 22, 2012. The election and/or re-election will be held at our Annual Meeting on Tuesday, October 23, 2012. This could be a great opportunity to serve your Association and neighbors. The duties and responsibilities of Board members are highlighted in the insert of this month's FYI and attached application form.
Second matter, is the decision regarding Fiscal Year 2013 home owner association dues. The Board has approved a 4% increase in monthly home owner dues which amounts to $10 per month. Beginning Fiscal Year 2013, dues will be $275 per month.The Board was also faced with addressing funding two longstanding projects that have emerged as high priorities to the safety and longevity of our community. One project is the repair of the Clubhouse foundation, and the other is the replacement of the fence along the Brae Burn and Brookside corridor.
Confronted with the need to begin movement towards beginning these projects, the Board reviewed three different options to fund the repair and replacement costs. The discussion that ensued was the result of planning meetings, forecasting future Operation expenses and Capital Improvement Projects, and discussions over our Reserve Fund. The full details of these options are explained in the minutes of the Board's Special Business Meeting of September 17, 2012 contained herein the FYI. After carefully considering each of the three options, the Board concluded that the most reasonable choice to fund these projects was through the Reserve Fund. The purpose of the Reserve Fund is for the maintenance, repair and/or replacement of the common property and the maintenance on each improved lot as provided for in article VIII and IX.
I encourage everyone to read and review the contents of this edition of the FYI for information about serving on the Board, and the details of the minutes of the Board's Special Business Meeting of September 17, 2012. Enjoy the few remaining days of summer, and I look forward to seeing you at the Annual Meeting on Tuesday, October 23, 2012.Bruce Trafton
President, Edgewood Townehouse Association ( )
EDGEWOOD TOWNEHOUSE BOARD OF DIRECTORS MEETING
September 11, 2012Preserve – Restore & Maintain
Call to Order: Bruce Trafton called the meeting to order at 6:30 PM.
Board members present were Bruce Trafton, Toni Horodysky, Linda Johnson, Jolene Baron, Suzy Wojcik, Russ Fryburg, Jennifer Smith, and Doug Cone.
Susan Klein was excused.
Also present was Frank Gaddini, ETA Director of Facilities and Operations.
Guests attending were Bill Benson, Sandee Jones, Larry Kenton, and Gloria GerhmanApproval and Acceptance of Minutes: A call was given to approve and accept the minutes of the August 14, 2012, board meeting as published in the FYI newsletter. Motion passed.
Treasurers Report: Toni reported that ETA is a desirable place to live. One homeowner is in arrears, and $__ behind in the dues. A letter that ETA will pursue legal means to collect was sent to the homeowner.
State of Facility Report: A written report was submitted. Frank read his report for the board. A hundred forty eight jobs were completed. That was an all time record.
Standing Reports
- Budget Report: See new business.
- Clubhouse Committee: No report submitted.
- Grounds: Written report was submitted.
- Swimming Pool: Written report was submitted.
- Welcome Committee: No report submitted.
- Website Committee: No report submitted. There were sixty-six people who looked at 114 pages this month.
- Emergency preparedness no report submitted.
Old Business
The bookkeeper asked that we approve the amount spent on the clubhouse walkway. $__ was spent on the repair. Toni moved, Jolene seconded that the board approve the amount spent. Motion passed.New Business
Parking waiver request from 181 Westbrook Way. The homeowner requested parking in the overflow parking lot until March 30, 2013. Moved and seconded to accept the request. Motion passed.A request was submitted on behalf of 151 Westbrook Way, for the current residents, to rent another year from August 1, 2012 to August 1, of 2013. Motion passed.
Budget discussion – Frank Gaddini passed out the proposed budget and explained some of the line items. There was much discussion about the budget for 2013. Another meeting of the board will be held Tuesday September 18th at 6:30. (this date was later changed to Monday, September 17, as several board members will be out of town.) No action taken.
Announcements
The pool will be closed Monday September 17th at which time the heat is turned off. The cover will not be put on until the water cools down. Even if the temperature rises, there is not sufficient use of the pool lately to warrant extending the closing date.Jeni and Jordan Hinton have volunteered to do the monthly FYI newsletter.
Meeting adjourned at 8:30 PM.
Next Regular Board Meeting Time: October 9, 2012
General Annual Meeting: October 23, 2012Suzy Wojcik, Secretary
EDGEWOOD TOWNEHOUSE ASSOCIATION SPECIAL BOARD OF DIRECTORS MEETING
DISCUSSION OF PROPOSED BUDGET FOR FISCAL YEAR 2013
September 17, 2012
Preserve • Restore • MaintainCall to Order: Bruce Trafton called the meeting to order at 6:30 PM.
Board members present: Russ Fryburg, Linda Johnson, Suzy Wojcik, Toni Horodysky, Bruce Trafton, Jennifer Smith, Doug Cone, and Jolene Baron.
Excused was Susan Klein.
Also present was Frank Gaddini, ETA Director of Facilities and Operations.The reason for the special meeting was to discuss the Proposed 2013 Fiscal Year (FY) Budget. Repair of the clubhouse foundation and replacement of the safety fence along the Brookside and Brea Burn corridor were two items that required funding above and beyond the Board’s authority to implement a 4% increase of home owner dues. Clubhouse foundation repairs are estimated to cost $__, and replacement of the BraeBurn/Brookside fence is estimated to cost $__. The two projects were considered as safety concerns that require attention and repair during FY 2013.
The Board considered three different options to fund these two projects:
- Special Assessment to fund the projects, requiring a special voting ballot and the approval of by 2/3 of all homeowners.
- Increasing home owner dues by an additional $__ per month, above and beyond a 4% annual increase which also required a special voting ballot and approval by 2/3 of all homeowners.
- Increasing the home owner dues 4% ($10 per month) and using Reserve funds to pay for these once-in-forty-years expenses.
There was considerable and thoughtful discussion about the merits and obstacles of each of these three options.
In the end, Russ moved that we accept Option 3 as the most reasonable option. This Proposed Budget for FY 2013 includes a 4% increase or $10-per-month increase, and funds the repairs of the Clubhouse foundation and replacement of the Brea Burn/Brookside fence out of the Reserve Funds to cover the cost of these two Capital Improvement projects. Suzy seconded the motion. The motion carried.
The Board also reviewed a Parking Waiver Request from 30 Brae Burn. The request asks for parking a trailer in Driveway #1 through the end of September 2012. The waiver was approved.
The Special Meeting adjourned at 7:00 PM.
Suzy Wojcik, Secretary
Announcements
Larry Kenton (150WW), is appearing in Side by Side by Sondheim at Actors Cabaret, weekends until October 6th. Box Office 541-683-4368 or www.actorscabaret.org
Clubhouse Report
The Clubhouse Committee very much appreciates your help in keeping our place looking nice. Thanks also to the ETA meetings and group and those who just drop in and play pool. You are all doing a great job cleaning up after yourselves.
Soon the holidays will be upon us so schedule early if you want to use the clubhouse for a family event or party. The calendar will fill up quickly.
As is our custom, we will have a decorating party on the Saturday after Thanksgiving so reserved the date NOW. It’s always a lot of fun to but of holiday decorations and then have an appetizer potluck afterwards. The more the merrier, so please plan to join us!
Bev Day
Grounds Committee Report
At the end of August, we were hit with two main water conduit breaks. The first one, near the east bridge, was taken care of by EWEB. The other, in front of 100 WW, was repaired by Frank Gaddini, ETA Director, and his crew.
For the first time in several years, the perimeter sidewalks (Brae Burn and Brookside) were pressure washed. The interior sidewalks were done earlier this year.
Respectfully submitted,
Jerry Wojcik
ETA Grounds Committee Chair
Edgewood Townehouse Association Website
Toni Horodysky, ( )
Our website, www.edgewoodhoa.org had 66 visitors who looked at 114 pages during the period August 13 to September 10.
Treasurer Report
Our complex remains a desirable place to live: our eighth sale of this year is about to close. In the last two days I received two separate calls from people looking for a single story unit to purchase.
Our Association’s expenses always go up, never down. Our insurance year with State Farm starts on September 15, and our new quarterly premium is $__ compared to $__ for the previous year. Contractor’s labor rates, construction material, utilities, etc. also increased over the years. During the last five years our dues have increased, partly due to these inflationary changes, plus the fact that we are getting more work done to keep our complex looking its best.
2007 - $187 plus last year of $1500 Creek assessment
2008 - $194 plus $500 special assessment
2009 - $201.76 for Jan. & Feb. Homeowners voted increase to $240 effective March 1
2010 - $245
2011 - $255
2012 - $265Toni Horodysky, Treasurer ( )
Facilities and Operations Report
August 2012 was another busy month at Edgewood. During the month, we focused our attention on the hardscapes and softscapes areas on grounds. Weeding and pruning woody shrubs globally throughout our site was our work theme for the month. Irrigation repairs and adjustments were also activities that we emphasized during the month. We replaced nearly fifty (50) sprinklers, the majority along the Brea Burn corridor. Also noteworthy is the completion of pressure washing and de-mossing of all our sidewalk surfaces this month, including the Brae Burn and Brookside street sidewalks.
Electric repairs to our outside area lighting received much needed attention as we updated six (6) of our walkway lights with new control boxes and standards. A troublesome photocell controller at our Clubhouse was also replaced this month as well as repair to an underground branch circuit that energizes some of our pole lights.
Perhaps two of the most notable achievements in August were first, flying pests; and second, the shear number of jobs we completed. The most interesting activity this month was the abatement of our sixteenth (16th) yellow jacket/wasp hive. We were plagued by an extraordinary number of very large hives, some with as many one-hundred thousand (100,000) yellow jackets/wasps. Nearly all of our contract workers were stung and bit by these nasty pests. As far as work completed this month, we recorded one hundred and forty eight (148) jobs in August. This is a record worth noting.
In general, our maintenance program is having a visible effect throughout our Association.
Frank L. Gaddini, PhD
BOARD OF DIRECTORS DUTIES AND RESPONSIBILITIES
1. The management of this Association shall be delegated and entrusted to a Board of Directors shall be elected by the members at the annual meeting. The board shall consist of four (4) elected officers (President, Vice President, Secretary and Treasurer) and five (5) directors. Directors and officers may serve for more than one term.
2. The directors of the association shall hold office for a term of three (3) years, or until his successors shall have been elected and qualified. The term of the nine directors shall be staggered so that three positions will be completing their three year term each year.
3. Any director or officer may resign at any time by giving written notice to the Board. Such resignation shall take effect on the date of receipt unless a later time is specified within. Unless otherwise specified, the acceptance of such resignation shall not be necessary to make it effective.
4. Any officer or director may be removed from office with or without cause by an affirmative vote of six (6) members of the Board. Removal may be appealed at a meeting of the membership of the Association. In the event of death, resignation, or removal of a director or officer, his successor shall be appointed by, the remaining members of the Board and shall serve for the remainder of the replaced directors term.
5. Compensation: No person shall receive compensation for any service rendered to the Association as an elected officer or elected director. However, any actual expenses incurred in the performance of duties may be reimbursed.
OFFICERS AND THEIR DUTIES
1. The elected officers of the Association shall be a President, Vice President, Secretary and a Treasurer, all of whom shall be members of the Board of Directors.
2. No person shall simultaneously hold more than one (1) of any of the other offices except in the case of an emergency.
3. The duties of the officers are as follows:
President: The president shall preside at all meetings of members and the Board of Directors; shall see that orders and resolutions of the Board are carried out; shall sign all leases, deeds, promissory notes, and other written instruments and shall co-sign checks as necessary.
Vice President: The vice president shall act in the place and stead of the president in the event of his absence, inability or refusal to act, and shall exercise and discharge such other duties as may be required of him by the Board of Directors.
Secretary: The secretary shall record the votes and keep the minutes, signed and dated, of all meetings and proceedings of the Board and Association meetings; keep the corporate seal of the Association and affix it on all papers requiring said seal; serve notice of meetings of the Board and of the Association; keep appropriate current records showing the members of the Association together with their addresses; keep a current record of the officers, directors, and committees; and shall record all official documents. Additional secretarial duties, as required by the Board may be assigned to a volunteer or to an appointee, and may be compensated, as deemed necessary.
Treasurer: The treasurer shall cause to be received and deposited in the appropriate bank accounts all monies of the Association and shall cause to be disbursed such funds as directed by resolution of the Board of Directors; shall sign checks as necessary and all promissory notes of the Association; keep proper books of account; and shall cause to be prepared an annual budget and financial statements to be presented to the membership at its regular annual meeting to the members. Funds of the Association must be kept in a state or nationally chartered bank or Savings and Loan institution with deposit insurance coverage by FDIC or equivalent type coverage. All checks shall bear two authorized signatures; one signature shall be of the president, vice president or treasurer and the second signature may be of a member of the Association designated by the Board.
MEETINGS OF BOARD OF DIRECTORS
1. Regular meetings of the Board of Directors shall be held on the second Tuesday of each month. Meeting notices shall be posted. Members may attend the meetings, and non members may attend only by invitation only.
2. Special meetings of the Board of Directors shall be held when called by the President of the Association, or by two (2) directors, after not less than three (3) days notice to each member of the Board. Notice of meeting shall be posted.POWERS AND DUTIES OFTHE BOARD OF DIRECTORS
POWERS: The Board of Directors shall have power to:
A. Adopt and publish rules and regulations governing the use of the common area and facilities, and the personal conduct of the members and their guests thereon, and establish penalties for the infraction thereof.
B. Suspend the voting rights and right to use of the recreational facilities of a member during any period in which such member shall be in default in the payment of any assessment levied by the Association. Such rights may also be suspended after notice and hearing, for a period not to exceed thirty (30) days for infraction of published rules and regulations.
C. Exercise for the Association all powers, duties and authority vested in or delegated to this Association and not reserved to the membership by other provision of these By-Laws, the Articles of Incorporation or the Declaration.
D. Declare the office of a member of the Board of Directors to be vacant in the event such member is absent from three (3) consecutive regular meetings of the Board of Directors.
E. Contract for services for the maintenance of common areas in accordance with the Declaration and such other services necessary for the management of the Association.
F. Hire employees as deemed necessary for the management of the Association and to prescribe their duties.DUTIES: It shall be the duty of the Board of Directors to:
A. Cause to be kept a complete record of all its acts and corporate affairs and to present a statement thereof to the members at all membership meetings.
B. Supervise all officers, agents and employees of the Association and to see that their duties are properly performed.
C. Fix the amount of the annual assessment against each Lot at least thirty (30) days in advance of each annual assessment period; send written notice of each assessment to every owner subject thereto at least thirty (30) days in advance of each assessment period; and optionally foreclose the lien against any property for which assessments are not paid within thirty (30) days after due date or to bring an action at law against the owner personally obligated to pay same. As set forth in the Declaration, Article IV.
D. Issue, or cause an appropriate office to issue, upon demand by any person, a certificate setting forth whether or not any assessment has been paid. A reasonable charge may be made by the Board for the issuance of these certificates. If the certificate states an assessment has been paid, such certificate shall be conclusive evidence of such payment.
E. Procure and maintain adequate liability and hazard insurance on property owned by the Association; procure and maintain adequate personal liability insurance for members of the Board.
F. Cause to be maintained all common area in accordance with Article VIII of the Declaration.
G. Cause all officers, members, or employees authorized to receive or dispense funds to be bonded, as it may deem appropriate.
H. Cause the Common Area and Associations real property to be maintained.
I. Cause to be prepared an annual budget, review and approve financial statements and present to the membership at the Association's annual meeting. The Board shall maintain adequate reserve accounts and may authorize audit by an independent public accountant to review the Association's accounts as necessary or appropriate.
J. Assure that expenditures are made in accordance with the annual budget.EDGEWOOD TOWNEHOUSE ASSOCIATION ______________________________________________________________________________________________
PUDPlanned Unit Development
PO Box 5424
Eugene, Oregon 97405
Nominees for the Edgewood Board of Directors Term:
January 1, 2013 through December 31, 2016Linda Johnson, Incumbent
Jennifer Smith, Incumbent
Suzy Wojcik, IncumbentIf you are interested in being a nominee and included on the ballot, complete and return the form below to the Clubhouse mailbox on or before Monday, October 22, 2012 by 5 PM.
___________________________________________________
Print Name
___________________________________________________
Address
___________________________________________________
Contact Telephone Number
I have read the duties and responsibilities of the ETA Board of Directors, and I wish to be considered as a nominee for one of the three available positions.
____________________________________________ _________________
Signature Date[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]