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

October 2015

Next Regular Board Meeting: November 10, 2015, 6.30pm

Next HOA Quarter  Meeting: Tuesday October 27, 2015, 7 PM

(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 11, 2PM

Tuesday Afternoon Teatime:Tuesday November 17, at 3 PM

Contents:
Message from the HOA Board
Board Meeting Minutes
Facilities Report
Treasurer Report
Website Report
Things to Know
Banking Report (Omitted)
Proxy Ballot

Halloween is celebrated on Saturday, October 31st
Daylight Saving Time Begins on Sunday, November 1, 2015 at 2 am.

Editor: Vera Entwistle

MESSAGE FROM THE BOARD
Preserve, Restore, Maintain
To Robert Bruce Trafton, President, Edgewood Townehouse Association

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 Business 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 to have answered, please bring them to our Annual Business Meeting on Tuesday, October 27, 2015 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 Business 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 Business 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 and options for the Board to review at the September and October Business Meetings.  Driving the options available to the Board, is the project to repair the foundation at building 10, 20, 30, 40 Brae Burn Drive.  Of all our twenty-two townhouse buildings, this is the only building that has had major foundation problems.  Our Clubhouse, not included in the group of townhouse buildings, had foundation problems that we corrected in 2013 and has remained absolutely stable. 

Building 10, 20, 30, 40 Brae Burn Drive has been monitored for the past four years.  Each year, in early spring and early autumn seasons, we have recorded and monitored movement in the foundation to determine an appropriate engineering solution to correct the matter.  Our most current engineering plan, which was reviewed by a second engineering firm, advised us that the project needed to be completed in one year because of complexity in the movement of the building and the continuing appearance of new fractures along the foundation.  The cost of the repair is estimated to be $108,000 and includes seventy-two (72) helical foundation piers and forty (40) adjustable post bases for floor(s) deck stabilization.

The Board is committed to correcting the foundation Building 10, 20, 30, 40 Brae Burn Drive and reviewed three funding options to pay for the repairs. Option 1 funds the project through deferring most routine maintenance and Major Maintenance Projects in FY 2016 and depleting most of the funds in our Reserve Fund.  Option 2 funds the repair through a Special Assessment.  Option 3 funds the project through the sale of the Association’s commonly owned property 87 Westbrook Way.  These three options are detailed in this edition of the FYI.

After thoughtful consideration of the options presented by the Budget Committee, the Board decided on Option three (3).  This option requires an amendment of our Covenants, Conditions and Restrictions (CCR).  The CCR currently defines 87 Westbrook Way as the Resident Manager’s Quarters and commonly owned by all eighty-nine Association members.  Next, the Association membership must agree to sell the property 87 Westbrook Way to fully fund the repairs of Building 10, 20, 30, 40 Brea Burn Drive and apply any unencumbered residual funds from the sale to the Reserve Fund.

On behalf of the Board, I look forward to seeing you at our Annual Business Meeting at 7 pm on Tuesday, October 27, 2015 at the Clubhouse to further address these three matters.

EDGEWOOD TOWNHOUSE BOARD OF DIRECTORS BUSINESS MEETING
Preserve – Restore – Maintain
October 13, 2015

Call to Order: The meeting was called to order on October 13, 2015 at 6:30 p.m. Board members present were: Bruce Trafton, Jolene Baron, Brian Entwistle, Linda Johnson, Don Pasquali, Jennifer Smith, Michele Coney, and JoAnn Wilson. Michael Maulding was excused. Also present was Frank Gaddini, ETA Director of Operations and Facilities.

Approval of Minutes: The Board approved and accepted the minutes of September 8, 2015.

Standing Reports:

  1. Facility Report: Written report submitted
  2. Treasurers Report: Written report submitted
  3. Website Coordinator: Pending
  4. Clubhouse Coordinator: Pending
  5. Swimming Pool - Closed
  6. Welcome Coordinator: Pending
  7. Hospitality Coordinator: Pending

Old Business:

  1. ADA Clubhouse Accessibility Update: In progress
  2. Rule Review: The Board reviewed and finalized the following: Exterior Building Improvement Requests (formerly: “Architectural/Building Committee Procedure for Exterior Changes”); Master Association Insurance Policy Information (formerly: “Insurance Deductible Information”); and Dispute Resolution Procedures (formerly: “Grievance Committee Procedures”). They will be published in the next FYI and posted on the ETA website.
  3. Review of Reservation Coordination Duties: In progress

New Business:

  1. Waivers: None submitted
  2. FY 2016 Budget Discussion and Options: The Board reviewed the options for repairing the failing foundations of 10, 20, 30, 40 Brae Burn Drive ($__ ). A motion was proposed to sell the common property, 87 Westbrook Way, Eugene, Oregon 97405, for the purpose of fully funding the repair of foundations of townhouses at 10, 20, 30, 40 Brae Burn Drive.  Any residual funds will be deposited to the Reserve Fund. The motion passed unanimously.
  3. Executive Session

Announcements:

  1. The next Quarterly Open-Forum Business Meeting: Tuesday, October 27, 2015, at the Clubhouse at 7:00 PM
  2. The next Board of Directors Business Meeting: Tuesday, November 10, 2015, at the Clubhouse at 6:30 PM

The meeting adjourned at 8:20 PM

JoAnn Wilson
Secretary for the Edgewood Townehouse Association

SEPTEMBER’S FACILITY REPORT
Frank L. Gaddini

Looking back over last month, September 2015, it was another benchmark month for maintenance at Edgewood Townehouses.  It also marks the close of the third quarter of our Fiscal Year.

Our Pool Season ended and the Pool closed on Sunday September 20th.  The weather for most of the month was dry and unusually hot through the end of the month. 

Our grounds maintenance significantly slowed as the month ensued.  Our Lawn Maintenance contractor ended their annual contract this month.  Because of the dryer and warmer weather, we continued to operate our irrigation systems but at a much curtailed level.

Our most notable work this month was the repair of the garage foundation of 40 Brea Burn Drive.  The foundation had failed due to soil movements over a period of several years.  We began measuring the movement of the foundation three years earlier in FY 2012, and the data collected twice per year, or six benchmark measurements, gave our engineers the information need to correct and stabilize the foundation.  Ram Jack, our contractor on the project, installed nine helical piers that were driven down to the bedrock approximately 12 to 13 feet under the foundation.

The month also saw the installation of the new replacement sign at the entrance of Willamette Street and Westbrook Way.  The former sign deteriorated and was removed three years ago.  The New sign is highly reflective at night and accentuates the new address signs along Westbrook Way.  Also new at the entrance are the Willamette Street sign, the Westbrook Way sign, and the addition of the No Outlet sign on a new sign standard.

During the month, we also installed a new bench along the west end of the north side of our creek walkway near the stairwell of Driveway 9 (118 to 198 Brea Burn Drive).  The new bench serves as a restful and peaceful site to observe nature, deer, turkeys, and various birds with the babble of the Brea Burn Creek as its backdrop.

During the month, we tracked, recorded, and completed one-hundred-two (102) maintenance and grounds jobs.  From the first day of this year through the month of September we have recorded and completed nine-hundred-three (903) jobs to date.

Treasurer's  Report
In September we completed this year’s Lawn contract as well as starting on the foundation work on the garage at xx BB. The contract college workers have been very busy completing many ground water improvement projects. Should this winter’s predicted weather forecast for a very wet winter come true, I am sure we will all be very glad for the improvements to the ground water systems.  Both the foundation work as well as the ground water system work were funded from the capital improvement reserve fund.

Your ETA Board has been working on the 2016 budget and prioritizing next year’s capital improvement projects. We look forward to seeing our fellow Homeowners at the upcoming Annual meeting and discussing these matters.

Michele Coney, ETA Treasurer (__ )

Edgewood Townehouse Association Website, September 2015
During the period September 6, to October 13, 2015, our website, www.edgewoodhoa.org had 80 visitors who looked at 176 pages.

Toni Horodysky, Webmaster for Edgewood Townehouse Association

OCTOBER ANNUAL ASSOCIATION BUSINESS MEETING
Tuesday, October 28, 2015 is our Annual Association Business Meeting.  The Annual Association Business Meetings are “Open Forum.”  Election of thee new Board members  will occur, and a discussion of the repair of the foundation of building 10, 20, 30, 40 Brea Burn  and the funding options will be presented.  Homeowners are encouraged to participate at this meeting.

THINGS TO KNOW, LEARN AND REMEMBER IN OCTOBER:
The following three rules have been reviewed and updated.

Exterior Building Improvement Procedures  (formerly: “Architectural Committee Procedure for Exterior Changes”)
Home owners contemplating any work, changes, repair, replacement, or additions to the exterior of your home, including but not limited to any structural change or additions, new patio floor, dish type TV antenna, hot tub, heat pump, walls, fences, exterior doors or windows, etc., must receive the approval of the Board of Directors of the Association, prior to the commencement of any work or the purchase of any materials. The following procedure will help expedite your project, minimize future problems and help make your project a pleasant experience.  Review the CC&Rs with special attention to Articles V, VIII, and IX.  The Board will act as the Architecture Committee except under special circumstances when the Board may decide, instead, to name a temporary Architecture Committee.

1. Complete and submit a REQUEST FOR GENERAL EXTERIOR BUILDING IMPROVEMENT FORM at the Clubhouse Mail Slot.  Forms are available at the Clubhouse. 

2. The Board will review the request at their next regularly scheduled Board Business Meeting. 

3. The Board will post the request as a Public Notice for thirty (30) days for all homeowners to review. 

4. Following the thirty days of public posting of the request, the Board will schedule an Open Forum Hearing to consider the request, at which time association members will have the opportunity to comment, ask questions, and submit written comments. The hearing is to gather information only.

5. The Board will render its decision at its next regularly scheduled Board Business Meeting to approve or disapprove of the request.

Dispute Resolution Procedures  (formerly: “Grievance Committee Procedures”) 
Insofar as possible, disputes between homeowners should processed in a civil and respectful manner between the disputants, or more simply neighbor-to-neighbor.   Irresolvable disputes between homeowners should be processed to resolution through the employment of a professional arbitrator.   The Board will arrange for the services of an impartial professional arbitrator.  Each disputant shall share equally the costs of the arbiter.   The arbitrator’s decision is final. 

Homeowners may choose to process a dispute through the Civil Court System.

Master Association Insurance Policy Information
Disclaimer Statement:  The information contained herein is specific to Edgewood Townehouse Association (ETA). Each event of property damage is unique.  It is highly recommended that you speak with your insurance agent for specifics regarding your personal circumstances and homeowner insurance needs.  ETA’s insurance Master Policy is provided by State Farm Insurance.
ASSOCIATION COVERAGE – WHAT IS INCLUDED?

  • The Edgewood Townehouse Association’s insurance policy is categorized as Condo Insurance.
  • The policy is known as the primary or Master Policy.
  • The Master Policy covers replacement and restoration of all structural elements and building systems in the event of any sudden and accidental direct physical loss (natural, accidental human act, or deliberate human act) event.

STRUCTURAL ELEMENTS – WHAT IS INCLUDED?

  • Roofs, rafters, siding, interior and exterior framework, foundations, drywall, stairs, handrails, flooring, attached floor covers, decks, chimneys, gutters, downspouts, windows, doors, cabinets, counters, built-in appliances, stove, oven, range, refrigerator, washer, and dryer.

BUILDING SYSTEMS – WHAT IS INCLUDED?

  • Plumbing systems:  water supply lines, hot water heaters, waste disposal lines, ventilation lines, natural gas lines.
  • Electrical systems:  all utility panels, breakers, conductors, switches, receptacles, hardwired fixtures, hardwired appliances, early warning systems, alarms, and security controls.
  • The Master Policy’s coverage extends to all buildings including clubhouse, pool and detached garages.
  • The Master Policy covers replacement costs of existing features – like-for-like quality replacement.

MEDICAL COVERAGE – WHAT IS INCLUDED?

  • The Master Policy only covers personal injury that occurs on common ground areas.
  • The Master Policy only covers visitors and guests.

ASSOCIATION MASTER POLICY EXCLUSIONS

  • All personal property and possessions are excluded from the Master Policy; and personal injury to residents is excluded from the master policy.
  • Clothes, shoes, jewelry, artwork, computers, furniture, rugs, prescriptions, medicines, food products, small appliances, family photo, camping equipment are excluded from the Master Policy.
  • ETA homeowners and all of their household members are excluded from medical coverage under the Master Policy.
  • Relocation expenses for motels, hotels, rental units, and vehicle rentals are excluded from the Master Policy.
  • Day-to-day living expenses are excluded from the Master Policy.

DEDUCTIBLES

  • In all cases of sudden accidental events, ETA pays the $10,000 deductible.
  • In cases where the homeowner’s negligence is the cause of damage, ETA pays the $10,000 deductible.
  • If a homeowner is found negligent after a sudden or accidental event of damage, or commits a deliberate act of damage, ETA’s Insurance Provider will seek payment for damages directly from the party responsible for the damage.

RECOMMENDATIONS

  • Each homeowner should have their own Unit Owner Condo Policy insurance policy for their own townhouse structure.
  • Each homeowner should have their own personal Unit Owner Condo Policy property and liability insurance.
  • Each homeowner should have a townhouse or condo insurance policy to protect themselves from legal and/or financial losses in the event that they are the source of a sudden and accidental event that damages another homeowner’s property or the Association’s property.
  • Each homeowner should have their own Unit Owner townhouse or condo insurance that offers them temporary shelter costs, clothes replacement costs, and day-to-day living expenses in the event of a loss of their townhouse due to a sudden or accidental event.

Proxy Ballot for Election of The 2016 Edgewood Townehouse Association Board of Directors

I, the undersigned, hereby acknowledge that I am a member in good standing in the Edgewood Townehouse Association (ETA) and that the person designated below as my proxy has the authority to vote for me at the 2014 Annual Meeting for election of the Board of Directors only.

“Members shall be all owners of lots and shall be entitled to one (1) vote for each lot owned. When more than one person owns or holds an interest in any lot, all such persons shall be members. The vote for such lot shall be exercised as they, among themselves, determine, but in no event shall there be more than one (1) vote with respect to any lot.” (Membership and Voting Rights: Article III, Section 2; Edgewood Townehouse Association Covenants, Conditions and Restrictions (CC&Rs))

My address is:  ______________________

She/He shall vote:

____ as they wish.
____ as I have designated below on this ballot.

This ballot must be presented to the ETA Secretary prior to the Election of Board Members at the Annual Meeting.

________________________   ________________________ _______
Print Name of Absentee Voter   Signature of Absentee Voter Date
________________________   ________________________  
Print Name of Designated Proxy Voter   Signature of Designated Proxy  

This proxy is revocable at any time upon written notice to the Board of Directors of the Edgewood Townehouse Association prior to the vote on the election of Board of Director Members. It is a limited proxy, valid only for the purpose of voting on the above issue at the above-stated meeting or any adjournments thereof.

Ballot for Election 2016 Edgewood Townehouse Association Board of Directors

The three candidates with the most votes will serve a three year term on the Board of Directors beginning on January 1, 2016 through December 31, 2018.

Vote for three candidates only

___ Linda Johnson, Incumbent

___ Jennifer Smith, Incumbent

___ Mike Maulding, Incumbent

__________________________ Floor Nominated Candidate

__________________________ Floor Nominated Candidate

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

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