F.Y.I. The Newsletter of Edgewood Townehouse Association
PO Box 5424, Eugene, OR 97405Late September 2016 Edition
Upcoming Events
Next Regular Board Meeting: Tuesday, October 11, 2016 at 6.30 PM in the Clubhouse
By-The-Brook Book Group: Wednesday October 14, 2016 at 2 PM
Tea Time: Not Scheduled in October
Next HOA Annual Meeting: Tuesday, October 25, 2016 at 7 PM in the Clubhouse
CONTENTS
Message from the Board
September Board Meeting Minutes
July Quarterly Meeting Minutes
Facilities Report
Website Report
Board of Directors Nominees and Nominee Application
Board of Directors Duties and ResponsibilitiesEditor: Guest Editor
MESSAGE FROM THE BOARD Preserve. Restore. Maintain.
Robert Bruce Trafton, President, Edgewood Townehouse AssociationAs we pass through the Fall Equinox, towards the autumn and winter seasons, we need to take a moment to look back over the most extraordinary year in our nearly forty-seven-year history. 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 for that future. Our Annual Business Meeting is always held on the fourth Tuesday of October. This year, our Annual meeting will be held on Tuesday, October 25, 2016, at the Clubhouse, beginning at 7 PM.
The most important task at our Annual Meeting, of course, is the selection of Board of Director members. Currently, we have three Board members whose terms will end, and there is a list of candidates interested in serving on the Board for a three-year term. Included with this edition of the FYI is a list of candidates seeking a three-year term on the Board, a nominee application form, and the Duties and responsibilities of the Board of Directors. During the Annual Business Meeting, however, nominations for the Board positions will continue to be accepted, only if the nominee is present and accepts the nomination.
Besides the election of Board members, the Annual Meeting is a time to meet other Association members, share ideas and concerns, and be part of the planning of our community’s future. Your attendance is very important 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 Business Meeting on Tuesday, October 25th beginning at 7 PM.
Regarding the continuing restoration of 10 20 30 40 Brea Burn’s foundation, we are currently in the stage of performing the final repairs to each townhouse’s interiors. All wall cracks are being repaired, restored, and repainted to like-new conditions. Doors and windows have been reset to properly open and close and floor covering that were impacted by the work are being replaced. All concrete patio floors are completely repaired or replaced; and a new groundwater perimeter drain system has been installed to collect and drain roof water.
The Westbrook Way and Brookside Drive Gate will be closing on Friday, September 30, 2016. The gate is open as a safety measure during the summer fire season. Temperatures have been dropping into the fifties during the late evenings and overnight, and ocean storm fronts have begun to bring rains back to the valley. The risk of urban forest fire is now diminishing.
EDGEWOOD TOWNHOUSE ASSOCIATION
BOARD OF DIRECTORS BUSINESS MEETING
Preserve – Restore – MaintainTuesday, September 13, 2016
Call to Order: The meeting was called to order at 6:30 p.m. Board members present were: Bruce Trafton, Michele Coney, Christine Donahue, Sharon Kimble, Don Pasquali, Jennifer Smith, and JoAnn Wilson. Michael Maulding was excused. Also present was Frank Gaddini, ETA Director of Operations and Facilities.
Introduction: President Bruce Trafton introduced new Board member, Darell Bidstrup, who was appointed to complete the term of retired Board member Jolene Baron.
Approval of Minutes: The Board approved the minutes of August 9, 2016.
Standing Reports:
- Facility Report: Submitted
- Treasures Report: Submitted
- Website Coordinator: Submitted
- Swimming Pool: Submitted
- Clubhouse Coordinator: No report submitted
- Hospitality Coordinator: No report submitted. Still seeking a new volunteer coordinator.
- Welcome Coordinator: No report submitted
Old Business:
- Repair of 10, 20, 30, 40 Brae Burn: Update. Frank Gaddini, ETA Director of Operations and Facilities, summarized the numerous aspects of the foundation repair at 10, 20, 30, 40 Brae Burn, including both exterior and interior work. The project is expected to be completed in approximately three weeks.
New Business:
- Waivers: The Board approved a homeowner request to waive the penalty fee for a late HOD payment due to extenuating circumstances as provided in the Edgewood Townehouse Association Rules.
- Compensation Package for 10, 20, 30, 40 Brae Burn Drive Homeowners: The discussion of this agenda item was led by Vice President Christine Donahue. The Board reviewed a homeowner request to compensate costs for hotel accommodations when the townhouse was not habitable and for replacement carpet. The Board approved a total compensation amount of $ __. President Trafton abstained since he is a homeowner of one of the affected townhouses.
ANNOUNCEMENTS:
- Swimming Pool Closure: Sunday, September 18, 2016, at 9:00 PM
- The next Board of Directors Business Meeting: Tuesday, October 11, 2016, in the Clubhouse at 6:30 PM
- The next HOA Annual Meeting: Tuesday, October 25, 2016, in the Clubhouse at 7:00 PM
The meeting adjourned at.8:50 PM.
Secretary JoAnn Wilson ( _ )
Looking Back Over the August 2016 Facilities and Operations Report
Frank L. Gaddini ( _ )This report is a review of work performed in August 2016. The Association was engaged in the lifting leveling, and stabilization of foundation 10 20 30 40 Brae Burn. After sixteen days of preparation, our contractor lifted, leveled, and stabilized the building with seventy-four helical piers. Once the building was stabilized our work focused on restoring the interior of each unit addressing wall cracks, door and window functionality, and flooring restoration. Currently, we are still completing these interior repairs. We also replaced two concrete patios and installed a new groundwater and roof water collection and drainage system around the building.
Other notable jobs, during the month of August, were 1) the replacement of the front deck and walkway of 124 Brea Burn; 2) the complete replacement of the patio deck at 157 Westbrook Way; and 3) the restoration of all patio walls at 171 Westbrook Way. Our routine and regular maintenance of our grounds included deep pruning throughout the grounds, groundwater installations, and irrigation updates.
August was extremely busy, and we were extremely productive. During the month, we recorded and completed one hundred and seventy (170) jobs – the largest number of discrete individual jobs we have ever recorded in one month. At the conclusion of the month we recorded over 830 jobs this year.
We will soon be transitioning from our summer work to our autumn tasks. Within the next month of September, we will end our twenty–three weeks of our lawn maintenance service contract. There will be a period of about four weeks were no blowers or mowers will interrupt the serene sounds of Edgewood Townehouses.
Beginning in mid October, however, our deciduous trees and many shrubs will begin to defoliate and leaves drop to the ground and pile up. Our leaf removal contract extends for twelve weeks – from October through the first two weeks of January. Our leaf removal contract requires two visits per week. Our contractor will visit us on Monday and Thursday to manage the removal and disposal of the leaves. Blower sounds will fill the air twice per week during this timeframe.
EDGEWOOD TOWNHOUSE ASSOCIATION
THIRD QUARTERLY OPEN FORUM MEETING
Preserve – Restore – MaintainJuly 2016 Quarterly Meeting Report
The Board’s President, Bruce Trafton, offered opening comments and updated the attendees on the sale of 87 Westbrook Way. The Third Quarterly Open Forum Meeting of 2016 was then opened up to comments from the floor. Over the course of the evening, about 15 residents attended the meeting. Some of the ideas, suggestions, and comments that were expressed are summarized below:
- A homeowner expressed appreciation for the lights recently installed along the sidewalks in front of 80 through 110 Brea Buren Drive.
- Our Facilities Director, Frank Gaddini, was asked to give an overview of the numerous projects currently in progress, recently completed, or pending. They include:
- Foundation repair of 10, 20, 30, 40 Brae Burn Drive: In progress
- Installing a system of drain water collection off roofs into the stream from 159-149 Westbrook Way: Pending
- Irrigation rebuilding projects in two zones: Complete
- Replacing all garage doors: Multiyear project that is nearly complete
- Replacing patio walls at 2, 8, 16, & 24 Westbrook Way: Pending until sale of 87 Westbrook Way is complete
- Emergency water repairs at 60 Brae Burn
- Installation of new sidewalk lights at 110-80 Brae Burn Drive.
- Edgewood Townehouses sign to be installed on “Monument” corner of Willamette and Brae Burn Drive: Ready to be installed
- A resident commented on how much she enjoyed the pool and the clubhouse. She suggested that a bulletin board be hung in the clubhouse and that we consider having a community garden. She said she would like to do some community weeding.
- Two residents commented on the dry vegetation in the corner of Brae Burn Drive and Brookside Way. Facilities Director Frank Gaddini replied that water has been reestablished to the majority of the area but the problem in the corner is electrical and will probably require extensive troubleshooting to locate.
- A homeowner offered general compliments and thanks to Facilities Director Frank Gaddini.
President Bruce Trafton closed the meeting by reminding the homeowners that they are welcome to attend the Board’s closed business meetings which begin at 6:30 PM. Regular business meetings are held on the second Tuesday of each month and special meetings are held as needed. He also announced the next Quarterly Meeting will be held the fourth week of October and will include the election of Board members.
Immediately after the meeting, the homeowners enjoyed ice cream and blueberries and had an opportunity to look at President Bruce Trafton’s extensive collection of U.S. political campaign buttons.
Secretary JoAnn Wilson ( _ )
ASSOCIATION MEMBERS MEMORIA
Over the past summer season three Edgewood Townehouse residents have passed away. The Association expresses it deepest condolences to the families. Bill Wysong of _ Westbrook Way, Randy Vasquez of _ Westbrook Way and Mary Paladino of _ Westbrook Way have passed away this summer.
The Association has made $50 contributions to charities, suggested by the families, in the memories of our deceased members.
AUGUST WEBSITE REPORT
During the period August 7 to September 6, 2016, our website, www.edgewoodhoa.org had 133 visitors who looked at 280 pages.Toni Horodysky, Webmaster for Edgewood Townehouse Association ( _ )
BE PREPARED PLAN AHEAD
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 in 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 detectors’ batteries too.
CLUBHOUSE RESERVATIONS
- Check the Clubhouse Appointment Calendar the Clubhouse front door for schedule availability. If the date and time-range is available, write your name and the time-range on the calendar.
- Read, complete, and sign both sides of the ”Request for Clubhouse Reservation Club Form”, also available at the Clubhouse front door.
- Staple or Attach your $50 refundable check to the form made payable to the Edgewood Townehouse Association.
- Place your completed form and $50 refundable* check in the Clubhouse Mail Slot located outside of the Front Door of the Clubhouse.
EMERGENCY EVACUATION ROUTE NOTICE
During the summer fire season, August through October, the gate on Westbrook Way and Brookside Drive will be open for emergency evacuations. This year we will be closing the Gate on Friday, September 30, 2016.
RIPARIAN CORRIDOR
Did you know that City of Eugene Code requires that we keep the undeveloped areas of our property free of obnoxious vegetation and vegetation that poses a fire hazard during June 15th and September 30th.
The majority of our undeveloped property resides along Brae Burn Drive and the Brae Burn Creek. The area along the creek is known as the Riparian right-of-way – this is the area between the creek walkways and the creek basin. During this period, we mow and use other methods to keep the invasive weeds, grasses, horsetail rush, and poison oak under control.
By-The-Brook Readers Club Report
9/14/16Join us in our clubhouse for the next meeting of ETA readers on Wednesday, October 12, at 2:00 pm. We talk about what each of the attendees has been reading—a diverse group of readers who choose not to all read the same book. Here is what was talked about last month:
Carol (P): In the Garden of Beasts: Love, Terror, and an American Family in Hitler's Berlin by Erik Larson tells the story of the last American ambassador to Berlin before WWII, 1933.
The Perfect Horse: The Daring U.S. Mission to Rescue the Priceless Stallions Kidnapped by the Nazis by Elizabeth Letts. The famous Lipizzaner horses were saved by good people of a variety of nationalities.
James Alexander Thom’s Follow the River is the adventure of Mary Ingles who is kidnapped by Shawnees, along with her family, and how she manages to make it back to Virginia.
Gloria (G): The Civil Wars of Julia Ward Howe: A Biography by Elaine Showalter is the story of the woman who wrote The Battle Hymn of the Republic and her personal domestic challenges.
Two books that deal with questions of consciousness: The Soul of an Octopus: A Surprising Exploration into the Wonder of Consciousness by Sy Montgomery is about miraculous critters with a walnut-sized brain and no bones. Canadian prize winner Fifteen Dogs by André Alexis is a strange fable about two gods who give human consciousness to a group of dogs in a vet’s kennels.
The Gene: An Intimate History by Siddhartha Mukherjee is another fascinating review by the Pulitzer award winning author of The Emperor of All Maladies: A Biography of Cancer.
The Bernie Gunther novels by Philip Kerr are being continued and are both mysteries and interesting views of a German policeman/detective’s life before, during, and after WWII. (The One From the Other and A Quiet Flame)
Ruth (K): Kenneth C. Davis’s Don't Know Much About History: Everything You Need to Know About American History but Never Learned is the stuff they didn’t cover in survey classes, up through 9/11.Bev (B): Robert Harris’s An Officer and a Spy tells the story of France’s 1890’s Dreyfus affair as a thriller.
Connie (H): Finding Your Religion: When the Faith You Grew Up With Has Lost Its Meaning by Scotty McLennan concludes that humans are better off with religion than without.
Such Stuff As Dreams Are Made On: The Autobiography and Journals of Helen M. Luke is a well-done memoir of the Jungian analyst who emigrates to America, leaving her family behind.(A fuller recording of the notes of these monthly meetings is sent out to our mail group before the next meeting. If you would like to be included or offer your reading suggestions, please email _ )
For ETA Readers, Gloria Gehrman
Nominees for Edgewood Board of Directors Term:
January 1, 2017 through December 31, 2019Current Nominees:
Michele Coney, Incumbent
don Pasquali, Incumbent
JoAnn Wilson, IncumbentIf you are interested in being a nominee and included on the ballot, complete and return the form below to the Clubhouse mailbox before Friday, October 21, 2016 by 5 PM.
Print Name ______________________________________Address ________________________________________
Contact Telephone Number __________________________
I have read the duties and responsibilities of the ETA Board of Directors on the reverse side of this document, and I wish to be considered as a nominee for one of the three available positions.
Signature __________________________
Date _____________________________
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:
DUTIES: It shall be the duty of the Board of Directors 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.
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.
[Phone numbers, e-mail addresses, and street addresses have been removed for privacy reasons.]
