F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405November 2014
Next Regular Board Meeting Tuesday, December 9, 2014
Next Quarterly meeting January 26, 2015, 7pm
(Notices of any special board meetings are posted in the Clubhouse 3 days before date of meeting per ByLaws)
Clubhouse Decorating - Friday, Nov 28, 9.30am
By-the-Brook Book Group - Wednesday, December 10, 2pm
Tuesday Afternoon Teatime - December 16, 3pmHoliday Party - December 21, 6pm
Contents:
Message from the Board
Board Meeting Minutes
Annual Meeting MinutesReports:
Hospitality, Facilities, Clubhouse , Book Club, ETA News, Website, Checking Activity (omitted)Editor: Vera Entwistle
Next FYI deadline December 16, 2014
MESSAGE FROM THE BOARD
To Preserve, Restore, and MaintainNovember, throughout the United States, is highlighted by our Thanksgiving holiday. At Edgewood, November is a time to consider everything about our Association to be thankful for.
First, I want to thank each of the Board members for their commitment to volunteerism and their commitment to serving on the Board throughout the past Fiscal Year: JoAnn Wilson, Jolene Baron, Toni Horodysky, Jennifer Smith, Sandee Jones, Linda Johnson, Russ Fryberg, and Suzy Wojcik.
I also want to thank the volunteer coordinators who oversee our Clubhouse: Beverly Day: our Pool Coordinator: Angie Call; the Web Coordinator Toni Horodysky, the Welcome and Hospitality Coordinator: Frances Gaddini, and for the coming year our new Hospitality Coordinator, Cindy Conley; and our new Welcome Committee Coordinator: Liz Denecke.
It is also important to thank all of the various homeowners who served on our “ad hoc” architecture committees.
And, I especially want to thank our FYI Editor: Jeni Hinton, and our new FYI Editor, Vera Entwistle; as well as all those volunteers who prepare and deliver the FYI door-to-door: Marge McDaniel, Nick and Pat Musgrave, Gwen Acker, Eileen Graham, Camilla Pratt and Susan Smith.
And of course, I want to thank some of those past Presidents and leaders of our Board, who devoted their time to serving: Tim Brinton, Nancy Spencer, Doug Cone, Dorie Noland, Richard Miller, Bill Wysong, Camilla Pratt, Bill Skillern, and Nick Musgrave.
Last, I also want to thank Frank Gaddini, our Facility and Operation’s Director, for his persistent attention to details, planning, professionalism, and good, sound consul he has afforded the Board.
I would like to share a few of my thoughts with you on the highlights of this past year to be thankful for.
ON THE ORDER OF GOVERNANCE
I would like to highlight the new Resolutions we adopted this year: First, we adopted a “Resolution of Assessment Terminology” – combining all the different references of First Assessment, Assessment, Annual Assessment, and Maintenance Assessment, Monthly Maintenance Assessment, Home Owner Dues, and Monthly Home Owner Dues –since they are interchangeable, we will commonly define all these term as “home owner dues (HOD).”Next, we adopted a “Resolution for Privacy” – to protect the information we collect about our homeowners, and to declare the purpose and use of such information.
Third, we adopted a “Resolution on Bank Fees and Processing Fees” we encumber when we receive checks that are returned by the banks because of insufficient funds or Stop Payment Checks – our processing cost has been set at $35 per instance.
Last, we adopted a “Resolution of Clubhouse Hours of Operation” – to post in the FYI and at the Clubhouse Front Door.
Another matter of governance was the Recompilation of our Covenants, Conditions and Restrictions that we refer to as the CCR. We re-organized into the true chronological order of events, all of the legal recording of our common property into a concise format. A few copies of these recompiled document are here and available for your review. Please take a look at them, but leave these copies in the Clubhouse.
ON THE ORDER OF CAPITAL PROJECTS
I would like to highlight the spectacular project of replacing our Concrete Stairwell and Walkway Project. The new stairwell is safer and more usable by our homeowners living along Brae Burn and Brookside and visitors and guests who regularly walk through our community.Next, I would like to highlight the repair of the foundation of 148 Brae Burn to re-level the floor that shifted and raised the very center of the floor.
We also, installed twelve new overhead garage doors, and we rebuilt two of the most complex patio walls at 170 and 186 Brookside. And of course, we also replaced and/or restored the patio walls in six of our Westbrook Way homes.
ON THE ORDER OF MAINTENANCE
This year we worked on a number of groundwater and drainage improvement projects. In some of our remote areas, we cleaned-up and conducted major pruning activities where vegetation had been rampant.We also continued with our upgrades to irrigation globally over our entire common ground. We especially upgraded our irrigation, all of the walkway lighting, and electrical infrastructure along the new Stairwell and Walkway. Another highlight of our maintenance was our investment in major tree pruning throughout our property – we had very little or no damage to our trees during this last wind and rainstorm over the weekend.
The one maintenance project that really stands out for me this year was our response to the February Snow and Ice Storm. Tree limbs fell everywhere, the temperature remained below freezing for a sustained eight days, yet we were able to clean up the fallen limbs, keep access to the roadway, walkways and mailboxes open, and restore life to as-normal-as-possible for most of our homeowners. Our response was well managed.
What was even more impressive during this weather event was the care and concern between neighbors – neighbors checked up on each other’s well-being, helped each other with groceries and transportation during the deep freeze.ON THE ORDER OF OUR FINANCIAL STANDING
I am most proud to announce that all of our measures to assure timely collection of our Home Owner Dues has been very successful. We are current with our entire HOD and some homeowners have even paid in advance through the end of the year.Our business practices have limited and virtually eliminated the recidivisms of the past.
We have a stable Reserve and we have been able to conduct our business over the past five years without special assessments. We have, of course, implemented annual 4% increases to keep up with the cost increases of insurance, utilities, services, and supplies.
Our financial stability and practices have paid-off in many ways. One measure of this success is the interest of perspective buyers who view our Association and townhomes as solid investments.
Townhomes that have sold during this year reflect the confidence that perspective buyers and realtors have in our business operation. Many townhomes sold within weeks of being on the market, some within days, and a few within hours. Many realtors have commented that we are one of the best managed associations
in the county.Our market values have risen, our vacancy rate is low, and we are one-hundred percent owner-occupied – all testaments to our stable financial standing.
The last thing that I want to say is this: We are not a perfect organization. We have our challenges to face. We have our obstacles to overcome. We can always do better. But, we should all remember to be thankful for this great community
we have created and sustain. It has been an honor to serve as part of the leadership of this Association over the past year.I wish the best to everyone at Edgewood Townehouses during this holiday season of Thanksgiving.
Bruce Trafton
President, Edgewood Townehouse Association ( )
EDGEWOOD TOWNHOUSE BOARD OF DIRECTORS BUSINESS MEETING
Preserve • Restore • MaintainNovember 11, 2014
Call to Order: The meeting was called to order at 6:30 P.M.Board Members Present: Bruce Trafton, Jolene Baron, Sandee Jones, Jo Ann Wilson, Linda Johnson, Suzy Wojcik, Jennifer Smith, and Russ Fryburg. Also present was Frank Gaddini, ETA Director of Operations and Facilities.
Approval of Minutes: The board approved and accepted the minutes of the October 14, 2014 Business Meeting.
Standing Reports:
1. Facility Report: Written Report Submitted
2. Treasurers Report: None Submitted
3. Website Committee: Written Report Submitted
4. Clubhouse Committee: No Report
5. Swimming Pool: No Report
6. Welcome Committee: No Report Submitted
7. Hospitality Written Report SubmittedOld Business:
1. New Buyer/Seller Information Committee – Pending
2. Bookkeeper Job Specification and Contract:
The final draft of the contract was reviewed by our attorney. The contract will be presented to our current bookkeeper at the next scheduled site visit.
3. Association's Sign Discussion
Two new signs were installed this month. The first is a blue background and white letter street sign identifying 170 and 186 Brookside Drive (Driveway #8). The second sign is our typical black background with white letters announcing entrance into Edgewood Townehouse Association property. This sign was installed at our southwest entrance of the Creek Walkway.
4. Dog Breed Restriction Discussion
After discussing and reviewing this topic for two consecutive meetings, the Board agreed that too many complexities exist in restricting certain dog breeds. It was agreed to retire this topic.New Business:
1. Treasurer Appointment
Bruce announced that Toni Horodysky has decided to retire from the Board and embark on new adventures. In the interim, Bruce announced that Michelle Coney is willing to serve on the Board and assume the responsibilities of the Treasurer. The Board approved the interim appointment.
2. Discussion of Board Responsibilities
A preliminary discussion of the fiducial responsibilities encumbered by Board members. The discussion included the pros and cons of implementing an annual Oath of Office for Board members. Board members will consider the topic and discuss it further at the next business meeting.
3. Goals for 2015
A discussion ensued to remind Board members to begin thinking of goals for the 2015 Fiscal Year. The Board would like to brainstorm ideas and identify three goals for the next year.
Special Business Meeting of the Board of Directors
Tuesday, October 14, 2014 at the Clubhouse at 8:00 PM
Preserve • Restore • MaintainAGENDA
Architectural Review of New Window Installation Where Air Conditioner Existed
A request from 132 Brea 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.Announcements
Annual Holiday Clubhouse Decoration activity is scheduled for November 28th starting at 9:30A.M.
Next Meeting Time and Place The next Board of Directors Business Meeting is December 9th, 2014 at 6:30 P.M. at the Clubhouse.
ADJOURNMENT
The meeting was adjourned at 8:55 p.m.Jolene Baron, Secretary
Hospitality Committee Report
Cindy Conley
We had a great turnout for the annual meeting and people had an opportunity to socialize before and while enjoying pie and cider.
We will have the ETA holiday party Sunday evening Dec. 21. We will have a simple gift exchange, perhaps a seasonal item, a re-gift, or funny gift.
Facilities and Operations Report
Frank L. GaddiniOctober 2014 can be best described as the quintessential Indian summer. The weather was near perfect with crisp mornings that warmed into clear, cloudless afternoons. Sunlight abounded and the deciduous trees – Maples, Oaks, and Birch – began their annual procession of defoliation. Our maintenance focused primarily on routine tasks. Mowing lawns, blowing debris off hardscapes, and stowing all of our Pool equipment were the real highlights of the month. Through the month we completed eighty-seven (87) maintenance jobs – almost four (4) jobs per workday – a fairly large number of jobs for the period.
One of the highlights of our work included the removal of hazardous tree limbs at six (6) sites. These limbs presented safety hazards and imminent danger to roofs and residents. We also had thirteen (13) roofs cleared of defoliated oak leaf and Ponderosa Pine needle accumulation. The Ponderosa Pines began to shed needles starting in late August, and we have many mature, towering Ponderosa Pine trees on our property. In October, we also updated our photo-electronic lighting controls at two (2) sites. Another point of interest was the installation of four (4) faux rocks over our irrigation system’s backflow prevention devices (BPD). The faux rocks offer better protection to these expensive devices from freezing weather. During the February 2014 Deep Freeze, two of our BPDs froze and split. The faux rocks are designed to capture daylight and transform it into passive heat, as well as retain heat emanating from the ground.Freezing weather is again upon us. As we look forward to the future, remember to winterize your water system and clear out your patio areas. We have already had three or four nights with overnight temperatures falling well below 32 degrees, and the risk for freezing pipes increases. Insulating your exterior water fixtures is the best way to protect your piping and avoid expensive water line repair bills if they freeze and break. Cover these water valves with pre-made insulating covers. Most hardware and home improvement stores sell these covers for a few dollars.
If you have a tankless, natural gas, hot water heater, you may want to consider having an electrician install electrical heat tape to the piping. During the February 2014 Deep Freeze, many of the lines to these hot water heaters froze. These tankless, natural gas, hot water heaters are always located outside of the premises often in patios, and are extremely susceptible to freezing. We suggest you run a small stream of WARM water (pencil lead size) through your faucets both upstairs and down.
With the rain season beginning, this is also a good time to check your submersible (sump) pumps. Some homeowners have sump pumps under the foundation of their homes to evacuate water that accumulates from underground springs and groundwater movement during heavy rains. When checking your sump pump also check the sump pump’s collection basin to ensure that it is not filled with mud, and check your vapor barrier to ensure that water is not pooling on top of the vapor barrier. If you are unsure if you have a sump pump, call me (541.915-2524) and I will review the matter with you. If you are unable to check your sump pump and vapor barrier, there are many qualified contractors that perform these inspections and maintenance activities.
And last, this is a great time to prune, or even remove, those trees inside your patio areas, especially if these trees have overgrown their spaces and are in contact with roofs and walls. There are many arborists and tree pruners who can skillfully trim, shape, and dispose those unwanted limbs.
For now, have a Happy Thanksgiving!
NEWS AND ANNOUNCEMENTS
Come Decorate the Clubhouse
Happy Thanksgivings ETA!
That must mean it’s time to decorate the clubhouse for the holidays. Come join us on Friday, November 28th. We’ll begin around 9:30 and, with many hands, should get done before noon. Snacks will be provided. It’s a great way to get into the spirit of the season (and avoid the retail madness).
The clubhouse has been cleaned and the carpet shampooed so it’s ready for your holiday event. The calendar and forms are on the table in the entrance. Take advantage of this wonderful resource and schedule your party soon.
Bev Day
Are You a By-the-Brooker?
For several years, Edgewood Townehouse Association has had its own neighborhood book discussion group. This group of readers has gathered at the clubhouse monthly, every second Wednesday at 2 pm. We each talk about what we have been reading, and since that tends to be diverse, discussions can be broad-ranging with our books as a starting point.
Additionally, we have a chance to meet our neighbors and celebrate our differences. The afternoon meeting time is geared to those of us who are retired; thus we can exercise our geezer needs of getting out in the wider world—even if it’s within our 15 acres.If you are interested in hearing more:
- Come to a meeting.
- Get on the email list to see a monthly summary of what has been discussed.
- Submit your current reading enthusiasms to___ to be shared with your neighbors.
And good reading!
Gloria Gehrman
Board Member Retirement
After seven years of distinguished volunteer service to the Edgewood Townehouse Association, Toni Horodysky has retired in order to travel more. Toni’s thoughtful and common sense approach to guiding the Association’s business will be genuinely missed. Toni has been an important contributor to this Board’s success, especially in her role as Treasurer. Her regard for her fiduciary responsibilities will be a lasting testimony to the governance and financial successfulness of our Association. Toni will continue to maintain ETA’s website and roster. We all wish Toni best of luck in her new pursuits!
Announcements
A dapper dresser until his last days, Leo Siegel (__) died on November 13 at age 95. He leaves his wife, Liz, 3 children, 5 grandchildren and one great-grandchild on the way. Leo served in the Army Air Corps in the Pacific Theater during World War II.
Twins Vincent and Octavia Dixon, born on Nov. 10, 2014 to Jason Dixon and Michelle Sheng (__) are the newest and youngest residents at ETA. ETA previously welcomed daughter Ela Cil, born Dec. 17, 2013 to Eren and “G” Cil (__).
Edgewood Townehouse Association Website, November 2014
Toni Horodysky, ( )Our website, www.edgewoodhoa.org had 48 visitors who looked at 85 pages during the period October 14 to November 9.
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]