F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405September 2013
HOA Quarterly Meeting Tuesday, October 22nd, 7:00 p.m., Location: Clubhouse
Next Regular Board Meeting: Tuesday, October 17th, 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, Oct. 9th, 2:00 p.m.
Tuesday Afternoon Teatime -- Tuesday, Oct. 15th, 3:00 p.m.
Contents:
Message from the Board;
Board Meeting Minutes 9/10/13;
Special Board Meeting Minutes 9/17/13;
Reports: Website, Treasurer, Annual Pool Report,
Announcements;
Facilities Report; Monthly Banking Activities [Omitted]
ETA Board Nominee Application;
Board of Directors Duties and ResponsibilitiesFYI Info:
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, among other information, that I want to bring to your attention this month. One matter regards protocol in the management of our not-for-profit Association. The other matter regards next year’s home owner dues.
First, our 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 perspective 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 members of the Board of Directors complete their terms of service on the Board. Our Association must elect or re-elect three new members or the incumbents to serve a three-year term of service on the Board. 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 Post Office Box. All applications must be received on or before Monday, October 21, 2013, to be included on the ballot. The election and/or re-election will be held at our Annual Meeting held on Tuesday, October 22, 2013.
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 the month’s FYI on the attached application form.
The second matter regarding the upcoming Fiscal Year 2014 is home owner dues (HODs). The Board approved a 4% increase in monthly home owner dues which amounts to $11 per month. Dues for FY 2014 will be $286 per month. This increase will begin on January 1, 2014. Please remember, that HODs are due on the first day of the month.
Another important matter is to remember that parking vehicles in front of your garage door is unsafe and a violation of our Parking Policy. Your vehicles should be parked in your garage, unless you have applied for a parking waiver. Visitors, guests, family members may park in the guest spaces or along any of the streets that adjoin our property; but no vehicles may park in the driveways in front of the overhead garage doors. This behavior makes it difficult for other homeowners to negotiate through the driveway, as well as extremely difficult for Emergency Response Vehicles. Fire and ambulance services may be hampered if vehicles are parked in front of the overhead garage doors. Consider the driveways as Emergency Access Lanes, and do not park vehicles in front of your garage door.The last matter I want to address is about the weather. With colder weather before us you may want to think about draining your hoses and putting protective covers over your exterior faucets. The colder weather also makes the field mice seek warmer quarters. Keep your recycling and waste containers tightly closed. Mice are voracious and will seek any food items that are uncontained. If you see mice, call Frank Gaddini at 541-915-2524 and he will help you with abatement strategies. It is also a good idea to clean up your patio areas of old plants. Soon leaves will begin to fall, and if you have a large tree in your patio, this may be an opportunity to prune it or maybe even remove it completely. If you have wood or plant material that you want to dispose, you may place those items in the large blue wood-only dumpster in Driveway 4 (Units 35 through 87 Westbrook Way).
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, 2013. Enjoy the few remaining days of summer, and I look forward to seeing you at the Annual Meeting on Tuesday, October 22, 2013.
Bruce Trafton
President, Edgewood Townehouse Association ( )
EDGEWOOD TOWNEHOUSE BOARD OF DIRECTORS MEETING
September 10, 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, Sandy Jones, Jennifer Smith, and Linda Johnson. Russ Fryburg, Suzy Wojcik, Jolene Baron, and Doug Cone were absent. Also present was Frank Gaddini, ETA Director of Facilities and Operations.Standing Report
Facility Report – Written Report Submitted
Treasurer Report – Written Report Submitted
WEB Report – Written Report Submitted
Budget Committee – No ReportOld Business
1. CC&R Review
We reviewed the suggestions and advice of our attorney regarding our updates in the CC&Rs. During the review of our attorney’s suggested language, a Board member proposed to include an additional 3% penalty fee (or $8.25) on the tenth (10th) day of the month for home owners who are late. The 3% would be in addition to a proposed 7% late fee assessed on homeowners who are 30 days in arrears. The discussion ended when a Board member had to leave the meeting because they were not feeling well which ended the quorum. – Discussion to be continued at special meeting Sept. 17th.2. Insurance Discussion – un-discussed and postponed
3. Buyers and Sellers Packet – un-discussed and postponedNew Business:
1. Waivers – un-discussed and postponed
2. Call for Nomination of Board and Officer Positions – un-discussed and postponed
3. Discussion of Flags – un-discussed and postponedAnnouncements:
1. Our Pool passed its annual Lane County Board of Health inspection. The inspector noted that our pool has been very well managed this pool season.Next Board Business Meeting
Tuesday, September 17 6:30 PM in the Clubhouse.Next Quarterly Meeting
Tuesday, October 22, 2013 7 p.m. at the Clubhouse.Adjournment:
Meeting adjourned at 7:19 p.m.
______________________________________________________________________________________EDGEWOOD TOWNHOUSE BOARD OF DIRECTORS MEETING
Special Board Meeting
September 17, 2013
Preserve – Restore & MaintainCall to Order: - The special meeting was called to order at 6:35 pm. Board members present were: Bruce Trafton, Toni Horodysky, Sandy Jones, Linda Johnson, Suzy Wojcik, JoAnn Wilson and Jolene Baron. Russ Fryburg and Jennifer Smith were excused. Also present was Frank Gaddini, ETA Director of Facilities and Operation.
Approval and Acceptance of Minutes of August 2013: Minutes have been changed and approved as of September 10, 2013.
Standing Reports:
Pool Report – Written Report to be submitted.Old Business:
- CC & R Review – Bruce Trafton will meet with the HOA’s attorney regarding the language changes.
- Insurance Discussion – A letter from a concerned homeowner was shared and a response will be sent.
- Buyers and Sellers Packet – This will be discussed at the October 8th meeting.
New Business:
- Waivers - None
- Call for nomination of board and officer positions - JoAnn Wilson has been nominated to the Board of Directors. The form for the upcoming election was reviewed and will be prepared for distribution.
- Discussion of flags – Please see the discussion of the United States Flag that is written in the September FYI.
Announcements:
A letter was read from Board member Doug Cone announcing his retirement from the Board as of September 13, 2013.
Pool Inspection – Our pool passed its annual Lane County Board of Health inspection. The inspector noted that our pool has been very well managed this pool season.
Please remember to park your car in your garage and have your guest park in the guest parking spaces and if parked over five days display a guest parking permit on the dash. Please don’t allow parking behind your garage.
The next board meeting is October 8th, 2013 at 6:30 p.m.
Annual meeting is October 22nd, 2013 at 7:00 p.m.
By unanimous agreement, the Board of Directors for Edgewood Townehouse Association resolved:
“The displaying of the flag of the United States of America, at the Pool during the Summer Pool Season, in honor and respect of the efforts and contributions of the past, present, and future uniformed men and women who honorably serve this country, state, and county shall be an official sanction by the Board of Directors. The flag of the United States of America will be raised on the first official day of the Pool Season and lowered on the last official day of the Pool Season. The Board of Directors shall determine the dates of the annual Pool Season.”Adjournment: 7:45 pm.
Edgewood Townehouse Association Website
Toni Horodysky, ( )Our website, www.edgewoodhoa.org had 21 visitors who looked at 80 pages during the period August 13 to September 7.
Treasurer ReportAugust major expenditures reflected much irrigation and drainage work accomplished in our complex by Frank and his muddy crew. Our bill to the temp agency, which includes pool and clubhouse water testing and cleaning, was nearly $5,500. We also had large payments to Richard’s Remodeling ($3,500), Marlon and Son for lawn care ($2,700), and EWEB ($2,700).
During August we rolled over our Jumbo CD ($100 thousand) for one year at 0.45% interest. We transferred the interest earned to date $1,157 to our Money Market Reserve account. As of August 31, ETA had $145 thousand in Reserves plus $10,300 as Insurance Deductible Reserve.
Toni Horodysky, Treasurer ( )
Annual Pool Report 2013
The Pool Season officially opened for users on Friday, June 7, 2013 and operated continuously for one hundred (100) days, closing on Sunday, September 15, 2013. During the one hundred (100) days of the Pool Season, six hundred and eighty four (684) users signed the registry and used the Pool facilities. Our Pool received an excellent report from the Lane County Board of Health during their annual inspection of the Pool facility. We received excellent grades for the sanitary conditions of the water, excellent grades for our safety and security equipment, and excellent grades for signage.
Angie Call
Interim Pool Chair
Announcements
Edgewood Townehouse Association extends since condolences to Julie Ann Marquardt (121 WW) and her entire family on the passing of her mother, Margaret Evelyn Marquardt, who died on August 23 at age 95. Mrs. Marquardt lived with Julie Ann for several years at ETA until she moved to assisted living.
Board Member Retires
Doug Cone (136 BB) recently retired from his Board position due to increased family obligations. Doug has served as President, Vice-President, Treasurer, and ordinary Member of the Board for many, many years since moving to ETA in the early 1980’s. He has also served on nearly every Committee at ETA. We thank him for the time and effort he put in to make ETA a great place to live!
Facilities and Operations Report
Frank L. GaddiniAugust 2013 was another busy month at Edgewood. During the month, we focused our attention on the outdoor lightening, groundwater management projects, and several gutters and downspouts replacement. Weeding and pruning woody shrubs globally throughout our site was one of our sub-theme for the month. Irrigation repairs and adjustments were also activities that we emphasized during the month.
Electric repairs to our outside area lighting received much needed attention as we updated six (6) more of our walkway lights with new control boxes and standards. We replaced all of the exterior electric outlets on our Clubhouse with new Ground Fault Circuit Interrupter outlets to ensure safety, as well as updating the lighting in our Pool’s Equipment Room. Another safety improvement in the Pool’s Equipment Room was the relocation of the natural gas supply line to our Pool’s heater.
Perhaps the most notable achievement in August was the abatement of hundreds of poison oak plants. Nearly all of our contract workers were plagued by contact with poison oak that has grown along the creek. Many areas along the creek walkways have been cleared of random blackberry plants and poison oak. As far as work completed this month, we recorded one hundred and thirty one (131) jobs in August. This is a record worth noting.
In general, our maintenance program is having a visible effect throughout our Association.
Frank
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 97405Nominees for the Edgewood Board of Directors Term:
January 1, 2014 through December 31, 2017JoAnn Wilson, Incumbent
Toni Horodysky, Incumbent
Sandee Jones, 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 21, 2013 by 5 PM.
___________________________________________________
Print Name___________________________________________________
Address___________________________________________________
Contact Telephone NumberI 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.]