F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405October 2013
HOA Quarterly Meeting Tuesday, October 22nd, 7:00 p.m. Location: Clubhouse
Next Regular Board Meeting: Tuesday, November 12th, 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, November 13th, 2:00 p.m.
Tuesday Afternoon Teatime -- Tuesday, November 19th, 3:00 p.m.
Annual Clubhouse Holiday Decorating Party Saturday, November 30th,
Contents:
Message from the Board;
Board Meeting Minutes 10/8/13;
Reports: Website, Treasurer, Clubhouse, Facilities Report;
Monthly Banking Activities [Omitted]
Profit & Loss Statements; [Omitted]
Proxy Ballot
CC&R and By-Laws update Page 1
CC&R and By-Laws update Page 2FYI Info:
Editors: Jeni Hinton
MESSAGE FROM THE BOARD
To Preserve, Restore, and MaintainThere are three matters that I want to bring to the attention of our Edgewood Townehouse Association membership.
First, over the past several months, the Board has been reviewing the four of the conditions and covenants of our Covenants, Conditions, and Restrictions (CC&R). After a process of systematic discussion and review by the Board, the updates were forwarded to the Association’s attorney for critical examination to assure their validity or legal soundness under the law. Our attorney’s advised language is detailed in this edition of the FYI. I encourage each member of our Association to review the updates to our CC&Rs. If you have questions, please bring them to our Annual ETA Meeting on Tuesday, October 22, 2013 beginning at 7 PM. Following the review by our membership, we will hold a Special Meeting of all our members in November to approve and accept the updates. More information regarding this process will be forthcoming.
Second, included with this edition of the FYI is a list of candidates seeking a three year term on the Board of Directors. During the Annual ETA Meeting, nominations for the Board positions will continue to be accepted, if the nominee is present and accepts the nomination. Members, who are unable to attend the Annual ETA Meeting, may vote by proxy. A proxy ballot is enclosed for your convenience. Both the proxy and the ballot can be found in the clubhouse or online at www.edgewoodhoa.org.
Third, with the autumn upon us, it is important to begin planning for the colder weather. If you have outside faucets on your patio or at your front door consider removing your hoses and covering the faucets to prevent freezing. Leaves will be falling, and some of you have large trees in your patio areas. This is a great time to consider pruning those trees and other plants back. It is also a good time to replace the old batteries in your flashlights and check your smoke detectors’ batteries too. And last, have a Happy Halloween this October.
On behalf of the Board, I would like to express our appreciation for all your support and encouragement conveyed by the overwhelming majority of our townhouse owners – thank you. I look forward to seeing you at our Annual ETA Meeting.
Bruce Trafton
President, Edgewood Townehouse Association ( )
EDGEWOOD TOWNEHOUSE BOARD OF DIRECTORS MEETING
October 8, 2013
Preserve - Restore - MaintainCall to Order: The meeting was called to order at 6:28 p.m. Board members present were: Bruce Trafton, Toni Horodysky, Russ Fryburg, Jolene Baron, Linda Johnson, Sandee Jones, Suzy Wojcik and Jennifer Smith. Also present was Frank Gaddini, ETA Director of Facilities and Operations.
Standing Reports:
Facility Report: Written report submitted
Treasurers Report: Written report submitted
Budget Report: No report
Clubhouse Committee: No report
Swimming Pool: Pool closed
Welcome Committee: No report
Website Committee: Report submitted
Architecture Committee: No report
- Buyer and Seller Packet - This will be discussed next month
- Presentation of Attorney advised language for CC&R’s and By-Laws - The board reviewed the language changes that the attorney has suggested for the following:
*Article IV -Covenant for Maintenance Assessments
*Article VII - General Provisions
*By-Law Article XI - Assessments
*Article IX - Use Restrictions- Review of Annual Election of Board Members
Incumbents Self-nominated
Nominated
Floor Nominated
Write-inTo clarify a matter of perception, the Board discussed that the President does not select Board members, they are elected When a Board member resigns, the President recruits interim members to fill the seat. Although many homeowners are contacted for volunteer service on the Board as interim members, very few choose to service. There will a ballot for the election of the 2014 Edgewood Townhouse Association Board Members for the term beginning on January 1, 2014 through December 31, 2016. Every homeowner is welcome to submit a nomination for the seats.
New Business:
1. Waivers - A parking waiver for 140 Brae Burn was approved
2. Discussion of Review of Bookkeeper Contract and Assignment of Bookkeeper Contract Committee - The committee is working on a job description for the bookkeeper that can be presented to the board as well as contract for the bookkeeper.
3. Discussion of Resolution to Clarify Assessment Terminology –The Case
The CC&Rs and By-Laws use a variety of terms to describe what is commonly known as dues. References include: First Assessment, Assessment, Annual Assessment, Maintenance Assessment, Monthly Maintenance Assessment, and of course, Home Owner Dues, and Monthly Home Owner Dues.Resolution of Assessment Terminology
It is hereby resolved that all references in the CC&Rs and By-Laws regarding assessments, such as First Assessment, Assessment, Annual Assessment, Maintenance Assessment, Monthly Maintenance Assessment, Home Owner Dues, and Monthly Home Owner Dues, are interchangeable and will commonly by defined as “home owner dues.”Homeowner dues, and all references to homeowner dues, do not refer to “Special Assessment.” The term “Special Assessment” is unchanged. “Special Assessment for Capital Improvement” is defined in ARTICLE IV; SECTION 4 in the Declaration of Covenants, Conditions and Restrictions for the Edgewood Townhouse Association is unaltered.
The Board voted unanimously to approve and adopt the Resolution of Assessment Terminology.
Announcements:
- Processing collection of dues from the owner of 143 Westbrook Way
- The re-paving project for Driveway #7 has been cancelled due to unfavorable weather conditions.
Next ETA Meeting:
Tuesday, October 22, 2013 - 7 p.m. at the ClubhouseNext Board Business Meeting:
Tuesday, November 12th, 2013 - 6:30 p.m. in the ClubhouseAdjournment - 7:35 p.m.
Jolene Baron
Edgewood Townehouse Association Website
Toni Horodysky, ( )Our website, www.edgewoodhoa.org had 46 visitors who looked at 65 pages during the period September 8 to October 7.
Treasurer ReportFollowing is a summary of ETA income and expenses for the first 9 months of 2013. (amounts in thousands of dollars)
[Omitted]
Toni Horodysky, Treasurer ( )
Clubhouse Report
It’s not too early to begin thinking about the holidays. The season is just around the corner and, if you want to use the clubhouse for a special event, you need to make your reservations early.
Our Annual Holiday Decorating Party will happen on Saturday, November 30th (the Saturday after Thanksgiving). Don’t worry the Civil War Game is on Friday this year so you won’t miss anything if you come and help put up the tinsel and the tree. It’s always lots of fun and there will be snacks and beverages after the work is done.
When you reserve the clubhouse for a party or gathering, please remember to fill out the reservation form, put your name and phone number on the calendar and call Bev Day at ( ). Your deposit should be attached to your reservation form and put through the mail slot. After your event, please be sure everything is clean and tidy and your deposit will either be shredded or returned to you (if you request it).
Enjoy your clubhouse. It’s a real asset to our community and a great venue for your holiday entertaining.
Beverly Day
Facilities and Operations Report
Frank L. GaddiniSeptember 2013 was another benchmark month for maintenance at Edgewood Townehouses. It also marks the close of the third quarter of our Fiscal Year. The last of our Capital Improvement Projects was completed this month. We installed over three hundred feet of new black wrought iron fencing. To prepare the sight for new fencing our contract laborers demolished and disposed over forty-cubic-yards of wood debris and vegetation. We had also scheduled re-paving Driveway #7, but weather conditions prevented the project being pursued. Driveway #7 will be rescheduled for July 2014.
The Pool closed on September 15th. The weather turned progressively wetter and unusual record-high rainfall pounded down upon us. Of interest, during the heaviest rains, our investment in addressing groundwater management projects, paid-off; however, there are still a few more projects that we will need to address over the next few years.
Our grounds maintenance significantly slowed-down as the rains fell and the academic commenced. Deep rhododendron, shrub, and ground plants were pruning throughout the Brea Burn corridor accounted for the majority of our grounds work. Our Lawn Maintenance Service Contract concluded, the irrigation systems were shut-off, and new informational signs were installed at each of our entry ports
For improved safety, we installed a post and chain safety handrail barrier along the Brae Burn Creek near the corner of Brae Burn Drive and Willamette Street. Another safety improvement project was regarding the areas serving the mailbox users at 118 through 198 Brae Burn Drive and 1 through 54 Westbrook Way. These two areas also had new concrete hardscapes installed to serve access to the mailboxes.
During the month we tracked, recorded, and completed only ninety-one (91) maintenance and grounds jobs.
Frank
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]