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

October 2014

HOA Annual Meeting Tuesday, October 28th, 7:00 p.m. Location: Clubhouse
Enjoy apple cider and pumpkin pie after the meeting.

Next Regular Board Meeting: Tuesday, November 11th, 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)

Tuesday Afternoon Teatime --   November 18th, 3:00 p.m.

By-the-Brook Book Group --   Wednesday, November 12th, 2:00 p.m.

Clubhouse Decorating -- Friday November 28th, 9:30 AM

Contents:

Message from the Board
Board Meeting Minutes 10/14/14
Special Board Meeting Minutes 10/14/14
Reports: Website, Treasurer, Pool, Clubhouse, Welcome, Hospitality
Facilities Report
2015 Budget (omitted)
Monthly Banking Activities: August and September (omitted)
Quarterly Profit and Loss Statement (omitted)
Proxy and ballot

FYI Info:

Substitute Editor:  Toni Horodysky

MESSAGE FROM THE BOARD
To Preserve, Restore, and Maintain

There are three matters that I want to bring to the attention of our Edgewood Townehouse Association membership.

First, another year of advancement, progress, and change is behind us and it is that time again to look forward to our Annual Meeting.  We have much to be proud of over the past year, and many continuing challenges to pursue for the future.  Our Annual Meeting is a special time for us to reflect and plan, and your attendance is imperative in the business and governance of our Association If you have comments, compliments, or concerns that you care to share, or have questions that you need answers to, please bring them to our Annual ETA Meeting on Tuesday, October 28, 2014 beginning at 7 PM.

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.

Third, another matter of importance regards the upcoming Fiscal Year 2015 home -owner dues.  Our Budget Committee met throughout the year and prepared recommendations for the Board to review at the September Business Meeting.  The Board reviewed those recommendations, and after thoughtful assessment, adopted the recommendations proposed by the Budget Committee.  During the September Business Meeting, the Board approved a 4% increase in monthly homeowner dues which amounts to $11 per month.  Dues for FY 2015, starting on January 1st, will be $297 per month. 

The Board also approved drawing $__ from Reserve Fund in FY 2015 to repair the garage foundation at building __ Brae Burn, and $__ 0 to replace the fence surrounding the Pool.  A copy of the Approved FY 2015 Budget is attached.

Last, 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 inside 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 detector batteries too.  And last, have a Happy Halloween this October.

On behalf of the Board, I would like to express our appreciation for the support and encouragement conveyed by an overwhelming majority of our townhouse owners – our success is because of your support – thank you.  I look forward to seeing you at our Annual ETA Meeting.

Bruce Trafton
President, Edgewood Townehouse Association ( )

Annual Meeting Tue. Oct 28, 7 PM. Vote for Three Board Members!

EDGEWOOD TOWNHOUSE ASSOCIATION – MONTHLY BOARD MEETING 
Tuesday October 14, 2014
Preserve - Restore – Maintain

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

The Board approved and accepted the minutes of the September 9th, 2014 meeting.

Standing Reports:

  1. Facility Report: Written Report Submitted
  2. Treasurers Report: Written Report Submitted
  3. Website Committee: Written Report Submitted
  4. Clubhouse Committee: Written Report Submitted
  5. Swimming Pool:  Written Report Submitted
  6. Welcome Committee:  Written Report Submitted
  7. Hospitality Committee:  Written Report Submitted

Old Business: 

  1. Reviewed outstanding HOD cases - The Board went into Executive Session at 7:08 p.m. and went out of session at 7:25 p.m.
  2. New Buyer/Seller Information Committee - Pending
  3. Bookkeeper Services Agreement was reviewed  - The Board approved the Bookkeeper Services Agreement
  4. Association's Sign Discussion - Pending
  5. Breed Restriction Discussion - Discussion will continue to ensue at the next meeting

New Business:
The following people are nominated for the Edgewood Board of Directors Term: January 1, 2015 through December 31, 2017:

Jolene, Baron, Incumbent
Brian Entwistle
Donald Pasquali
Russ Fryburg, Incumbent
Bruce Trafton, Incumbent

Announcements

  1. The next Board of Directors Business Meeting is November 11th, 2014 at 6:30 p.m.
  2. The Annual Open Form Business Meeting will be October 28th, 2014 at 7:00 p.m.  This will be a hosted open forum business meeting.  There will be an election for new Board members at this meeting.

The meeting adjourned at 7:47 p.m.

Jolene Baron, Secretary

Special Business Meeting of the Board of Directors

Tuesday, October 14, 2014 at the Clubhouse at 8:00 PM
Preserve • Restore • Maintain

AGENDA
Architectural Review of New Window Installation Where Air Conditioner Existed
A request from 132 Brae Burn Drive to install a new window where an Air Conditioner presently exists was submitted to the Board on Tuesday, September 9, 2014.  The owner would like to enlarge the existing air conditioner hole to accommodate a window to match the existing adjacent window. The President of the Board will convene a special, ad hoc Architectural Committee to review the matter and submit recommendations to the Board.

In accordance with the Covenants, Conditions, and Restrictions, Article V, Architectural Control:
“Notice of all requests for changes by members shall be given to the membership not less than thirty (30) days prior to the Board taking action to approve or disapprove of the request.”

CALL TO ORDER: The meeting was called to order at 8 p.m.  Board members present were:  Bruce Trafton, Toni Horodysky, Jolene Baron, Sandee Jones, Jo Ann Wilson, Linda Johnson; Suzy Wojcik and Jennifer Smith.  Russ Fryburg was excused. 

THE BUSINESS:

  1. Reviewed written comments submitted to the Board regarding this matter.  There were four letters from homeowners submitted.  Three were in favor of the window and one was opposed to the window.
  2. Reviewed and considered the findings and recommendations of the three member Special, ad hoc Architectural Committee.  All three committee members ranked this proposal as acceptable.      
  3. Listened to comments from members in attendance on the floor
  4. The Board voted on the Request, and then re-voted because of a misunderstanding of the Request.  The Request for General Exterior Building Improvement was approved.

ADJOURNMENT
The meeting was adjourned at 8:55 p.m. 

Jolene Baron, Secretary

Welcome New Homeowners
Liz Denecke, Welcome Committee

ETA extends a warm welcome to Carol Palmer at ( ), and Raurie Asher at ( ).

Come Help Decorate The Clubhouse

Every holiday season we decorate the clubhouse and this year we’d like you to come join us. We’ll get started on Friday, November 28th around 9:30 in the morning. There’s no Duck game that day and you should be home from the big sales by then, so no excuses!! We’ll have some spiced cider and maybe a few other treats as we “deck the halls.”
Hope to see you there!
Bev Day

Edgewood Townehouse Association Website, October 2014
Toni Horodysky, ( )

Our website, www.edgewoodhoa.org had 75 visitors who looked at 187 pages during the period September 7 to October 13.

Hospitality Committee Report
Cindy Conley

I received a suggestion to have a summer potluck/barbecue, possible in conjunction with opening the pool. I would like some direction on the Holiday Party. What date? Do you want a White Elephant exchange or regift gently used items under $10 value?

Treasurer Report, October 2014

Toni Horodysky, Treasurer ( )

ETA has penciled out the budget for next year, and the changes in the Operating budget are inflationary rather than revolutionary changes. We will be replacing 12 garage doors rather than 10, because our supplier needs to special-order brown doors in groups of 6. Our Master Insurance policy increased by $__ for the insurance year that began in September. Under Capital Projects we plan to replace the low chain link fence currently surrounding the pool with a secure, tall, wrought iron fence. We will also do foundation work at 40 BB. August Checking activity was omitted in the last newsletter, but is included here.

Pool Report
Angie Call, Pool Coordinator

During the 2014 Pool Season seventy-one (71) homeowners applied for the Pool Contract and Pool Entry Door Code.  Throughout the season there were nine-hundred-and-seventy three (972) users who logged into the Attendance Sheet. We passed the yearly Lane County Health Department Pool Inspection.

Facilities and Operations Report
Frank L. Gaddini

Looking back over last month, September 2014, it 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 as we re-surfaced Driveway 7 with Patch Crack Filler and Commercial Sealer. 

Our Pool Season ended and the Pool closed on September 14th.  The weather for most of the month was dry and unusually hot until the end of the month when a soaking rain fell over a two-day period.  This rain, however, verified and substantiated our investment in addressing groundwater management projects throughout the summer and earlier in the month of September.  Although efforts on groundwater projects paid-off, there are many more projects that we will need to continue to address over the next few years.

Our grounds maintenance significantly slowed as the month ensued.  Our Lawn Maintenance contractor ended their annual contract this month.  Deep rhododendron, shrub, and ground plant pruning was conducted throughout the Westbrook Way corridor and it accounted for the majority of our grounds work.  Because of the dryer and warmer weather, we continued to operate our irrigation systems but at a much curtailed level.

Our most critical work this month was the repair of 31 Westbrook Way’s domestic water supply.  The water line was crushed, over-time, by a very large tree.  We used a new technology to bore a new horizontal line under the foundation and into the premises’ lot line.  This technique avoided major excavation as well as tree and shrub removal. 

During the month, we tracked, recorded, and completed ninety-one (91) maintenance and grounds jobs.  On average, we performed eighteen (18) jobs per workday.  From the first day of this year through the month of September we have recorded and completed seven hundred thirty-three (733) jobs to date or an average of four (4) jobs every workday.

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

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