F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405September 2014
Special Business Meeting of the Board of Directors: Tuesday, September 30th, 6:30 p.m.
Location: ClubhouseNext Regular Board Meeting: Tuesday, October 14th, 6:30 p.m. Location: Clubhouse
Next HOA Quarterly Meeting: Tuesday, October 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)
Please note date change to Teatime in October, it will be held one week earlier.
Tuesday Afternoon Teatime -- Tuesday, October 14th, 3:00 p.m.
By-the-Brook Book Group -- Wednesday, October 15th, 2:00 p.m.
Contents:
Message from the Board;
HOA Board Meeting Minutes 9/9/14;
Reports: Website, Treasurer, Pool, Welcome Committees;
Announcements,
Facilities Report;
Board Nominations Form;
Board of Directors Duties and Responsibilities.FYI Info:
Editor: Jeni 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 28, 2014.
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 $297 per month. This increase will begin on January 1, 2015. Please remember, that HODs are due on the first day of the month.
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. 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 green 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. Enjoy the few remaining days of summer, and I look forward to seeing you at the Annual Meeting on Tuesday, October 28, 2014.
Bruce Trafton
President, Edgewood Townehouse Association ( )
EDGEWOOD TOWNHOUSE ASSOCIATION – MONTHLY BOARD MEETING
Tuesday September 9, 2014
Preserve - Restore – MaintainCall to Order: The meeting was called to order at 6:32 p.m. Board members present were: Bruce Trafton, Sandee Jones, Suzi Wojcik, Jennifer Smith, Jo Ann Wilson, Jolene Baron, Linda Johnson and Russ Fryburg. Toni Horodysky was excused. Also present was Frank Gaddini, ETA Director of Facilities and Operations.
The board approved and accepted the minutes of August 12th, 2014 meeting.
Standing Reports:
- Facility Report: Written report submitted
- Treasurers Report: Written report submitted
- Clubhouse Committee: No report
- Swimming Pool: Written report submitted – Pool closed on September 14th.
- Welcome Committee: No report
- Website Committee: Written report submitted
Old Business:
At 7:13 p.m. the board moved into Executive Session and the session was ended at 7:35 p.m.
- Reviewed outstanding HOD cases
- New Buyer/Seller Information Committee - This committee met and they have a framework in which they are working under to create a buyer/seller pamphlet. They are hoping to be done by the end of October.
- Update bookkeeper job description - The Board reviewed a draft copy of the Bookkeeper Servicers Specifications that was drafted by the Bookkeeper Committee. The final draft is still pending.
- Association’s sign discussion - pending
- A one-time ad hoc Architectural Committee was formed to review case to add windows in a unit where no windows currently exist. Their review will be disclosed at the September 30th meeting.
New Business:
Report on the 2015 budget proposal – The Budget Committee introduced the Proposed 2015 Budget to the Board. It was moved by Suzi Wojcik and seconded by Linda Johnson that the Board approve the Proposed 2015 Budget. The Proposed Budget was approved for Fiscal Year 2015. Dues for the Approved Fiscal Year 2015 Budget will be $297.00 per month.
- Waivers – A parking waiver was granted to 30 Brae Burn. An architectural committee will be formed to assess a request to install a window on the west side of 132 Brae Burn.
- Dog Breed Restriction Discussion – This will be continued at the next meeting.
- Lock on clubhouse will be replaced.
Announcements:
- The next Special Board of Directors Business Meeting is September 30th, 2014 at 6:30 p.m. in the Clubhouse. It is an open forum meeting. It is a Special Meeting to address a request to add windows where no windows exist.
- The next monthly Board of Directors Business Meeting will be October 14th, 2014 at 6:30 p.m. in the Clubhouse. It is a closed forum.
- The Quarterly HOA Open Forum Business Meeting will be October 28, 2014 at 7:00 p.m. in the Clubhouse. This will be a hosted open forum business meeting. There will be an election for Board of Drector Members at this meeting.
- A donation of $50 in memory of Shirley Saries, resident of ( ) Westbrook Way, was sent to the American Cancer Society.
Jolene Baron, Secretary
Edgewood Townehouse Association Website, September 2014
Toni Horodysky, ( )Our website, www.edgewoodhoa.org, had 74 visitors who looked at 190 pages during the period August 10 to September 16
Treasurer Report
Toni Horodysky, Treasurer ( )ETA’s budget comprises the type of expenses the owner of a single-family house would incur, plus expenses typical of a business. Owners of a single-family house might hire Roto-Rooter or “Ask The Bug Man.” They might have a phone bill or Post Office box fee as we do. We have expenses for Workers Compensation, bookkeeper, and printing of our monthly newsletter.
Some of our expenses might appear very high to the owner of a single-family house, but when divided among 90 units are quite reasonable, and even a bargain. For example, our August EWEB bill for exterior lighting and irrigation was $___ – but that amounts to only $__ per unit. Our lawn mowing and leaf removal contractor costs each of us just $_ per visit. Our State Farm insurance policy with $3.3 million dollars liability, earthquake coverage, and very generous building coverage, costs $__ per unit per year.
Pool Report
As of September 5, 2014, we have had 63 homeowners submit pool forms and 884 people registered on the “sign-in” sheet when visiting the pool. TAKE NOTE: The pool was CLOSED for the season; Sunday, 14th of September 2014 at 9:00 PM.
Angie Call, Pool Coordinator
Welcome Committee
Hi! I am your new Hospitality person here at Edgewood Townhomes. First, I would like to thank Fran Gaddini for her many years of gracious work as our Hospitality Chair and Welcome Chair. There are some of you here that I have not yet met but I hope to soon. I have lived here at Edgewood for the last 5 years and in Eugene for 41 years. I love our seasonal pool and the annual Christmas Tree party. We also have a great book group and monthly tea. I would like to hear from you about ideas for additional activities. One idea several people have mentioned is an annual barbecue coinciding with the opening of the pool. I would love to hear any other ideas? Just slip a not under my doormat at __ Westbrook Way. I hope you can take time to enjoy the coming beauty of our Fall leaves!
Cindy Conley
Announcements
The ETA family extends its deepest condolences to the loved ones of Shirley Saries, who passed away on August 19, 2014. Shirley ( __WW ), had battled cancer for many years. As requested, ETA will send a donation in her memory to the American Cancer Society.
Facilities and Operations Report
Frank L. GaddiniJuly of 2014 was an extraordinarily busy month in the management of the facilities. During the month we recorded one-hundred-seven (107) discreet maintenance jobs. The lion’s share of our work involved irrigation repair. Tree roots had exerted great pressure on two different sections of our irrigation causing pipe to separate. We easily repaired these projects. Later in the month, we completely removed nearly 500 square feet of shrubbery in order to repair broken irrigation lines. In some cases, we re-engineer the entire area and re-set new irrigation lines, and sprinklers. When we finished, we restored these areas with new bark.
As these projects ensued, our routine and regular maintenance marched on throughout the community’s grounds. We cleared, cleaned, and deeply pruned areas along the Creek Walkways and our south property border Pressure washing concrete walkways and curbs was also a highlight of July. We were able to complete pressure washing the entire length of the North Bank Walkway as well as curbing in along the Westbrook Way roadway and Driveway 3 and 4. Re-grading and re-seeding a number of lawn areas were also projects that we undertook this July 2014.
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, 2017Jolene Baron, Incumbent
Russ Fryburg, Incumbent
Bruce Trafton, 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, 2014 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.]