F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405January 2013
First Quarterly General Meeting: Tuesday, January 22, 2013 @ 7:00 p.m.
Next Regular Board Meeting: Tuesday, February 12, 6:30 p.m.
Location: Clubhouse(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per Bylaws)
By-the-Brook Book Group -- Wednesday, February 13, 2:00 p.m.
Tuesday Afternoon Teatime -- Tuesday, February 19, 3:00 p.m.
Contents:
Message from the Board;
Board Meeting Minutes 1/8/13;
Reports: Grounds Committee, Website, Treasurer, Facilities Report; Distribution Map;
Monthly Banking Activities; [Omitted]
Profit & Loss Budget [Omitted]FYI Info:
Editors: Jeni & Jordan Hinton
MESSAGE FROM THE BOARD
To Preserve, Restore, and MaintainHurray, it's 2013! This year promises to be a year of ambitious repair and restoration to our common property. Our annual ongoing restoration of sidewalk replacement, siding replacement, and repainting projects are on the agenda, as well as the re-pavement of Driveway 7 (139 to 185 WW) our largest driveway serving twenty-two homeowners, and another round of repairs to Driveway 4 (35 to 87 WW). This year, we anticipate completion of two projects that have served the community well for the past forty years, but are now ready for restoration. The first is repair and stabilization of our Clubhouse foundation and the second is the replacement of the wood fencing along Braeburn.
In business matters, the Board plans to develop an information packet for sellers and their real estate agents comprised of a checklist of important items to address when selling a property. This will not be the only goal for the Board this year. We are also conducting our annual goal-setting exercise this February, and will pick out at least two additional goals out of the many business improvement goals that have been identified by the Board.
Although we are all volunteers serving on the Board, we are also homeowners committed to improving the operation of our Association. We each have our own ideas and concerns; but we also want to hear your thoughts and ideas to improve our Association at our first Quarterly meeting, Tuesday, January 22nd at the Clubhouse. The meeting starts at 7 PM. In the meantime, I want to thank everyone who has contributed with their thoughts, support, concerns, and compliments for making the Association a great place to live.
Cheers for the New Year,Bruce Trafton
President, Edgewood Townehouse Association ( )
EDGEWOOD TOWNEHOUSE BOARD OF DIRECTORS MEETING
January 8, 2013
Preserve, Restore, MaintainCall to Order: The meeting was called to order at 6:30 p.m. Board members present were: Bruce Trafton, Toni Horodysky, Suzy Wojcik, Jennifer Smith, Russ Fryburg, Linda Johnson, Doug Cone. Sandee Jones was excused. Also present was Frank Gaddini, ETA Director of Facilities and Operations.
Approval and Acceptance of Minutes: The Minutes of the December meeting were passed.
Standing Reports
Facility Report: Written report submitted
Treasures Report: Written report submitted
Budget Report: Written report submitted
Clubhouse Committee: No report
Grounds: See attached
Swimming Pool: No report
Welcome Committee: No report
Website Committee: Written report submitted
Architecture Committee: One more person is neededOld Business
1. ( ) Westbrook Way: The response letter to ( )’s request was mailed to homeowner on Dec. 21st, 2012.2. Revision to the rental and lease agreement form: The Board reviewed the updated form.
New Business
1. Facility Director Contract: Frank Gaddini has been reappointed as the ETA Director of Facilities and Operations for the 2013 fiscal year.2. Review of Arrears HOD Collection: The board has decided to charge the total processing cost of processing arrear homeowner dues. A letter will be drafted that details the process to collect arrear dues.
3. Courtesy Protocol for Contacting Board Members: Comments, questions or concerns should be addressed by contacting the President, by preparing a written letter to the Board, or by presenting your inquiries to the Board at a Quarterly Meeting.
4. Board goals for 2013: Board members were asked to identify five goals for the new year and discuss these goals at the February meeting. The ideas will be prioritized and three ideas will advance as Board goals for FY 2013.
5. Election of new officers: The current officers of the Board were unanimously reelected.
Announcements
1. Holiday decorations were taken down and they are stored at the clubhouse.
2. Update on monument and Westbrook Way replacement sign. Design work has begun.First quarterly general meeting will be January 22nd @ 7:00 p.m.
The next board meeting is February 12th @ 6:30 p.m.Meeting adjourned at 8:30 p.m.
Jolene Baron, Secretary
Grounds Committee Report
In the December 2012 written report, which was not printed in the FYI, I mentioned that the Grounds Committee at our last meeting had discussed several items that might be of interest to residents. Among them were (1) the idea, depending on cost, of using large rocks, similar in composition to the ones already on the grounds, in areas were plants have been removed because of old age or lack of irrigation; (2) the need to address soon the problem of ivy climbing on structures and trees; and (3) the possibility of removing the anomalous shuffleboard “court” west of the pool.
While we have to undergo the gloom of winter, we’re able to enjoy the pink blossoms of winter blooming rhododendrons along Westbrook Way. They were put in under the aegis of Eaton Conant, previous GC Chair, who consulted with a local nursery to find a plant that would bloom in the winter.
Respectfully submitted,
Jerry Wojcik
E.T.A. Grounds Committee Chair
Edgewood Townehouse Association Website, December 2012 to January 2013
Toni Horodysky, ( )
Our website, www.edgewoodhoa.org had 94 visitors who looked at 173 pages during the period November 12 to January 6.
Treasurer Report
Please remember that dues increased to $275 effective January 1, 2013. Your check is due on the 1st of the month, either in the slot by the front door of the Clubhouse or at PO Box 5424.
This past year we had to spend Reserve funds to cover unplanned expenses, particularly storm damage and repair of the clubhouse walkway. The Profit and Loss statement for the fiscal year is attached.
We have made various conservation efforts, such as installing photocell controls on all exterior lights, switching from incandescent to fluorescent floodlights in the clubhouse, and putting in a “smart” thermostat in the clubhouse. This resulted in a drop in electricity usage, for example, from 1868 Kw in January 2009, to 949 Kw in January 2012, however, EWEB’s rates increased, resulting in higher bills.
EWEB Annual Total
NW Natural Annual Total
2008
xx
xx
2009
xx
xx
2010
xx
xx
2011
xx
xx
2012
xx
xx
Toni Horodysky, Treasurer ( )
December 2012 Facilities and Operations Report
Frank L. GaddiniIn December we continued routine maintenance work. We completed twenty-eight (28) jobs during the month. Leaf management continued twice a week and most of our deciduous trees had shed their leaves with the exception of only a few colorful Sweet Gum Trees with unshed leaves. Temperatures dropped as we approached the shortest day. We did not see any widespread freezing or rain; but when it did rain, it poured and unleashed torrents of rain.
Looking back over the past year’s maintenance is always important to measure the success of our work. Altogether, we completed and recorded a notable eight-hundred fifty-three (858) jobs in 2012. The lion’s share of our work was performed on the grounds. Interestingly, however, of all our categories of maintenance and repair, roof maintenance and repair accounted for ninety (90) jobs throughout the year. We performed fifty-three (53) irrigation improvement projects on our property, installed three new strategically placed hose bib valves, and even assisted our neighbor to the south in resolving a persistent clog in their storm sewer system that overflowed onto our property during the most intense rainstorms. Outdoor lighting accounted for forty-four (44) jobs that included re-lamping existing light fixtures or new, energy-saving fixture installations. The old wood sign at the entrance of Westbrook Way and Willamette was removed and a new sign is being designed.
The year also saw the pressuring washing and removal of moss from our sidewalks, especially along Brae Burn and Brookside, as well as the removal and replacement of another thousand (1,000) surface feet of new concrete sidewalk at the intersection of our long bridge. An important achievement over the year was identifying safety and risk issues on our common grounds with the help of our insurance company. We specifically focused on addressing safety issues and risk issues along our walkways. Yellow jackets and hornets plagued us this past year and we had seventeen (17) major hives abated.
We completed all of our planned Capital Improvement Projects, on time, and within the allotted budgets – although some projects were reduced in scope. Asphalt was completely resurfaced in Driveway 5 and we completed two subgrade repairs in Driveway 4. We also replaced the entire boardwalk leading to the Clubhouse front door. We conducted thirty-one (31) paint jobs, replaced eight (8) garage doors, and refinished 4 front doors. We managed twenty-eight siding jobs and conducted major renovation on one (1) building.
Our use of labor in accomplishing our work is notable this year. We completed four-hundred and thirty jobs (430) with our Contract Labor who we often refer to as the “college workers.” In fact, we recorded twenty-nine (29) full days of work recovering from the March snow and wind damage. For work that required journeyman skill levels, we brought in professional contractors to complete two hundred and six (206) jobs.
Our association is built along both the north and south banks of the Braeburn Creek. Twenty-four (24) of our townhomes are situated along the north bank of Braeburn Creek and referred to as the Braeburn/Brookside corridor. In order to apportion our maintenance activity as equally as possible, the Association has been organized into six zones. Excluding Zone 1 which encompasses the Clubhouse and Pool, the distribution of work efforts has been fairly equally distributed: Zone 2 – 12% of work; Zone 3 – 16% of work; Zone 4 – 14% of work; Zone 5 – 12% of work; and Zone 6 – 15% of work. A map with the distribution of work is included with this report.
The past year has seen a remarkable amount of planned, quality work improving our common property. I am excited and looking forward to the 2013 Fiscal Year, in continuing the planning and organizing the work of restoring and maintain our facilities and grounds.
Have a healthy and prosperous 2013,
Frank
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]