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

December 2013

REMINDER: Home Owner’s Association Dues are $286 beginning January 1st, 2014

Next Regular Board Meeting: Tuesday, January 14th, 6:30 p.m. Location: Clubhouse

HOA Quarterly Meeting Tuesday, January 28th, 7:00 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, January 15th, 2:00 p.m.

Tuesday Afternoon Teatime --   Tuesday, January 21st, 3:00 p.m.

Contents:

Message from the Board;
Board Meeting Minutes 12/17/13;
Special Business Meeting of Board of Directors Minutes 12/20/13;
Reports: Website, Treasurer,
Facilities Report;
Monthly Banking Activities [Omitted]

FYI Info:
Editor: Jeni Hinton

MESSAGE FROM THE BOARD
To Preserve, Restore, and Maintain

On behalf of the Board of Directors, I am genuinely and sincerely honored and appreciative of the unanimous support of the Association membership, who I often refer to as “The Family,” in approving the updates to our Covenants, Conditions, and Restrictions (CC&Rs) and By-Law.  After months of preparing, discussing, and reviewing the matter, we voted and resounding approved the updates we sought.  I want to personally thank the Board members for their persistence, lively discussion, and debate; but even more, I want to thank every member of our “Family” for your patience, thoughtful consideration, and finally, support in this matter.  I am both honored and humbled by this success.

As with everything in life, there are always a few bumps in the road.  At our December 17th Business Meeting (minutes attached), we proposed language for the “Assessment Due Date and Penalty Fee Schedule Resolution” to determine the due date and penalty fee for home-owner-dues (HODs) that are over one month in arrears.  After that resolution was approved, a concern that it may be worded too ambiguously and cause confusion, the Board called a Special Business Meeting to review the language of that resolution.  At that meeting, the Board included additional language to clarify the language of the Assessment Due Date and Penalty Fee Schedule Resolution.  The final resolution is stated below, and included in the minutes of the Special Business Meeting of the Board of Directors.

“Assessment Due Date and Penalty Fee Schedule Resolution” (Approved on December 20, 2013)
Home Owner Dues (HODs) are due on the first day of the month.  If HODs are not received by the first day of the following month, the HODs will be declared delinquent, and a set or flat rate penalty fee of $20 for Fiscal Year 2014 will be assessed for that month and each additional month until that month’s HOD is paid in full.  The penalty fee is based on 7% of the current monthly assessment and will be reviewed and adjusted by the Board annually.

Homeowners with extraneous circumstances may petition the Board, in writing, for a waiver of the penalty fee.  The Board will review petitions and exercise discretion based on verifiable merit.”

With this matter settled, I look forward to the future, new challenges and a prosperous successful new year for “Family” of Edgewood Townehouse Association.

Happy Holidays, Merry Christmas, and a Happy New Year,

Bruce Trafton
President, Edgewood Townehouse Association ( )

EDGEWOOD TOWNEHOUSE BOARD OF DIRECTORS MEETING
December 17, 2013
Preserve - Restore - Maintain

Call to Order: - The meeting was called to order at 6:30 p.m.   Board members Bruce Trafton, Suzi Wojcik, Toni Horodysky, Jennifer Smith, JoAnn Wilson, Sandee Jones, and Jolene Baron . Russ Fryburg was excused.  Also present was Frank Gaddini, ETA Director of Facilities and Operations.  

Approval and Acceptance of Minutes of November 21st, 2013

Standing Reports:

  1. Facility Report:  Written report submitted
  2. Treasurers Report: Written report submitted
  3. Clubhouse Committee: No report
  4. Swimming Pool: Closed for the season
  5. Welcome Committee:  Report to be submitted
  6. Website Committee:  Report Submitted

Old Business: 

  1. Follow up on CC&R Amendment – Resolution- Assessment due date and penalty fee schedule resolution – The Board approved the following resolution.

    Assessment Due Date and Penalty Fee Schedule Resolution
    Home Owner Dues (HODs) are due on the (first) day of the month.  If HODs are not received by the first day of the following month, the HODs will be declared delinquent, and a penalty fee of 7% or $20 will be assessed for that month and each additional month of delinquent amount due. 

    Homeowners with extraneous circumstances may petition the Board for a waiver of the penalty fee.  The Board will review petitions and exercise discretion based on verifiable merit.

  2. Response to homeowner – Written response reviewed by the Board
  3. Bookkeeper contract/job description - In progress
  4. Buyer/Seller Packet - postponed

New Business:

  1. Resolution- Condolence Acknowledgment Resolution – The Board approved the following Resolution.

    Condolence Acknowledgement Resolution
    Upon the death of a current homeowner or immediate family member residing in the premises, the Board, on behalf of the Association will express condolences to the family in the form of flowers or equivalent donation to charity. 

The Board went into Executive Session at 7:25 p.m.

  1. Reappointment letter for ETA Facilities Director  - The Board reviewed and approved the Annual Appointment of Frank Gaddini for the position of Director of Facilities and Operation

The Board returned to regular session at 7:33 p.m.

  1. Update on __ Westbrook Way - Arrears dues

Announcements:

  1. Sunday, December 22nd - 6:00 p.m.  - Holiday Party
  2. The next board meeting is January 14th, 2014 at 6:30 p.m.

The meeting was adjourned at 7:50 p.m.

Jolene Baron, Secretary

EDGEWOOD TOWNEHOUSE ASSOCIATION
SPECIAL BUSINESS MEETING OF THE BOARD OF DIRECTORS
Friday, December 20, 2013

Preserve - Restore - Maintain

Call to Order: The meeting was called to order at 6:30 p.m.
Board members present:  Bruce Trafton, Jennifer Smith, Linda Johnson, JoAnn Wilson, and Sandy Jones. Board members absent:  Toni Horodysky, Jolene Baron, Suzy Wojcik, and Russ Fryburg
Also present was Frank Gaddini, Director of Facilities and Operations.

Approval and Acceptance of Minutes:  The Minutes of the December 17, 2013 meeting were approved.

Standing Reports

  1. Facility Report: No Report
  2. Treasurers Report:  No Report
  3. Budget Report:  No Report
  4. Clubhouse Committee:  No Report
  5. Swimming Pool:  No report
  6. Welcome Committee:  No report
  7. Website Committee: No Report

Old Business
Assessment Resolution Review 
The Board reviewed the language of the Assessment Resolution resolved earlier in the week at the monthly business meeting.  A concern that the language may have been too ambiguous was reviewed.  The Board considered adding language to resolve any ambiguity to ensure absolute clarity.

Linda Johnson, to clarify the language and intent of the resolution, moved to Accept the Assessment Due Date and Fee Schedule Resolution as stated below.

Sandee Jones seconded the Motion as stated below and discussion ensued.

Assessment Due Date and Penalty Fee Schedule Resolution
Home Owner Dues (HODs) are due on the first day of the month.  If HODs are not received by the first day of the following month, the HOD will be declared delinquent and a set or flat rate penalty fee of $20 for Fiscal Year 2014 will be assessed for that month and each additional month until that month’s HOD is paid in full.  The penalty fee is based on 7% of the current monthly assessment and will be reviewed and adjusted by the Board annually.

Homeowners with extraneous circumstances may petition the Board, in writing, for a waiver of the penalty fee.  The Board will review petitions and exercise discretion based on verifiable merit.

The motion to amend and clarify the language of the Assessment Due Date and Penalty Fee Schedule Resolution was unanimously passed as stated above.

New Business
None

Announcements
Bruce announced the progress of recording the amended CC&R and By-Law.  A Title Review of Edgewood Townehouse Association will be conducted, and afterwards a current and updated CC&R and By-Laws, reflecting the forty-four (44) year history of the Association, will be recorded in its entirety.  The updated copy will then be available to all homeowners.

Adjournment
JoAnn made the motion to adjourn the meeting.
Sandee seconded the motion and the meeting adjourned at 7:18 p.m.

Next Meeting Time and Place
Tuesday, January 14, 2014

Edgewood Townehouse Association Website
Toni Horodysky, ( )

Our website, www.edgewoodhoa.org had 44 visitors who looked at 75 pages during the period November 10 to December 9.

Treasurer Report

Please remember that dues increase to $286 effective January 1, 2014. 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. Some homeowners choose to pay 3, 6 or 12 months ahead, assuming that they will earn minimal interest on $858, $1716, or $3432. Others give ETA 12 checks, dated for the first of each month. We endorse those checks, place them in the safe, and deposit the appropriate check each month.

If you are on “bank pay,” please inform your bank or credit union to change to the new amount. At the same time, please make sure the auto pay date gets the check to our PO Box on time.

Toni Horodysky, Treasurer ( )

Facilities and Operations Report
Frank L. Gaddini

November at Edgewood can be characterized as windfall leaf deposits.  The majority of deciduous trees had defoliated and our contractor collected and disposed those loads.  Roof contractors were contacted early this season to clear leaves off of fifteen (15) roofs that had collect unusually heavy fall of leaves.  The month also saw the repair or replacement of wall siding at three sites.  A significant repair was the replacement of the main water valve that supplies the clubhouse.  The valve had apparently been leaking undetected for several years and once identified was replaced immediately.  We also replaced two irrigation supply valves by re-engineering the piping so that only one valve was needed to replace the two faulty valves.  Our contract laborers also continued to clear dense overgrowth along the Brae Burn Creek near the Brookside entrance and the Willamette Street discharge. 

Over the course of the month we recorded fifty-six (56) maintenance jobs.

Cheers and Happy Holidays, Merry Christmas, and Happy New Year!

Frank

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

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