February 2017 Newsletter of Edgewood Townehouse Association, Eugene, Oregon

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

February 2017 Edition

Upcoming Events

Next Regular Board Business Meeting:
Tuesday, March 14, 2017 at 6.30 pm in the Clubhouse

By-The-Brook Book Group:
Wednesday, March 8, 2017 at 2 pm in the Clubhouse

Tea Time:
Tuesday, March 21, 2017 at 3 pm in the Clubhouse

April Quarterly Open Forum Business Meeting:
Tuesday, April 25, 2017 at 7 pm in the Clubhouse. Special Topic: Emergency Preparedness

CONTENTS

Message from the Board
February Board Business Meeting Minutes
January Open Forum Quarterly Business Meeting Minutes
Facilities Report
Website Report
Things to Know at ETA
Monthly Checking Activity (Omitted)

Editor: Guest Editor

MESSAGE FROM THE BOARD
Preserve. Restore. Maintain.
Robert Bruce Trafton, President, Edgewood Townehouse Association (__)

During the second month of the year, the Board had time at its monthly Business Meeting to discuss all of the comments submitted by homeowners who attended the January Open Forum Quarterly Business Meeting, and debriefing over the education/informational presentation about our Association’s Master Insurance Policy by Kirk Martin, our State Farm Insurance Agent.

Indeed, many comments were positive and supportive of the maintenance and restoration work that has been done over the past year. Also, our management of the ice storm and subsequent sustained freezing weather was unanimously complimented. A homeowner asked about the monthly Checking Activity Report. The report is always available by contacting the Association’s Treasurer, Michele Coney, (__). Homeowners stated that they preferred to have the Checking Activity Report published monthly in the FYI newsletter instead of other non-pertinent-to-business information published in the FYI. With this newsletter, and thereafter, only Association business information will appear in the FYI.

Another matter that arose in the January Open Forum Quarterly Business Meeting was a concern over the Reserve Fund. The fund was drawn down during the flurry of maintenance and restoration activities of FY 2016. The current Reserve Fund amount is included in the January 2017 Checking Activity Report included in this month’s FYI. Homeowners present at the meeting asked the Board if there were plans to raise the level of the Reserve Fund, and the Board responded, indeed. The Reserve Fund is designed to fund unexpected, unanticipated facility needs. During the January Board Business Meeting, as published in the January 2017 FYI, the Board identified its three goals:

“The three goals that were identified for this year are:

to pursue and prepare an Emergency/Disaster Preparedness Plan, including special speakers to help us better prepare and manage in times of community crisis;

to pursue an Architectural Review and Plan for updating our Clubhouse to be in compliance with the Americans with Disabilities Act (ADA); and,

to prepare a Strategic Marketing Plan looking out 5, 10, 15, and 20-years into the future.”

Raising the Reserve Fund has always been part of the Board’s goal for FY 2017, and was discussed as part of the Board’s January Business Meeting. At this month’s February Board Business Meeting, the Board continued that discussion decided to increase the Association’s monthly deposit into the Reserve Fund by 2%. In the past, 10% of our monthly income is paid into our Reserve Account. As part of the Board’s Strategic Marketing Plan, we will now pay 12% of our monthly income into the Reserve Account, an amount above the Federal Housing Administration (FHA) and the United States Department of Housing and Urban Development’s (HUD) suggested level of 10%. The plan is retro-active to January 2017.

Overnight parking in Designated Parking Spaces within the community remains a concern for some homeowners. The Board regularly receives and responds to Parking Waiver Requests. There are currently 60 Designated Parking Spaces dispersed throughout the community. Parking is always available on Brookside Drive, Brae Burn Drive, and other adjoining public roadways including 46th, 47th, and 48th Streets. All parking on public streets is exclusively regulated by the City of Eugene. Your guests and visitors may always safely park along the adjoining public streets, as a courtesy to our homeowners, and in accordance with Municipal Parking Codes.

EDGEWOOD TOWNEHOUSE ASSOCIATION
Board of Directors Monthly Business Meeting
Preserve – Restore – Maintain
Tuesday, February 21, 2017

Call to Order: The meeting was called to order at 6:30 p.m. Board members present were: Bruce Trafton, Darell Bidstrup, Michele Coney, Christine Donahue, Sharon Kimble, Michael Maulding, Don Pasquali, Jennifer Smith, and JoAnn Wilson. Also present was Frank Gaddini, ETA Director of Operations and Facilities.

Approval of Minutes: Minutes of the January 17, 2017 were approved.

Standing Reports:

Facility Report: Submitted

Treasures Report: Submitted

Website Coordinator: Submitted

Swimming Pool: Closed

Clubhouse Coordinator: Pending

Hospitality Coordinator: None submitted. A volunteer for this position is invited.

Welcome Coordinator: None submitted

Old Business:

December 14, 2016, Ice Storm Damage Report: President Bruce Trafton and Frank Gaddini, ETA Director of Operations and Facilities, met with our insurance agent and submitted the invoices paid to date for cleanup and repair. The total is approximately $26,000; the insurance deductible is $10,000. The agent said the claim would be processed promptly. Post-storm work is not yet complete and bills continue to be received. By mid-March, ETA should have received 80-90% of the bills.

Parking Policy Update: In response to a homeowner inquiry, the Board has no authority in regard to parking on a public street nor does any homeowner.

Insurance Premium Payment Strategies: Discussion was tabled until the current CDs mature.

Strategy to Replenish Insurance Deductibles: The Board had an extensive discussion on the Reserve Fund level and prioritizing expenditures. By law, new HOAs (ETA is exempt) are required by FHA to have a Reserve Fund that is 10% of the total annual budget. ETA currently puts 10% into Reserves each month although unexpected demands have caused us to dip into Reserves to pay our bills. Replenishing the insurance deductible is one such unexpected expense. The Board’s goal is to replenish the Reserve Fund as soon as reasonably possible. It therefore unanimously approved the following motion: “Increase from 10% to 12% of budgeted annual income (a 2% increase) the deposit into Reserves beginning retroactively from January 1, 2017.

New Business:

Waivers: The Board approved the following waivers: 171 WW: Park 2 vehicles (a Chevrolet pickup truck and VW Eurovan) in guest parking for 45 days. 150 WW: Park a Subaru in guest parking for 3 months. 30 BB: Park a trailer for 2 months beginning April 1, 2017.

Executive Session

Announcements:

The next Board of Directors Business Meeting: Tuesday, March 14, 2017, in the Clubhouse at 6:30 PM

The meeting adjourned at 8:37 PM.

JoAnn Wilson, Secretary (__)

Looking Back Over January 2017 Facilities and Operations Report
Frank L. Gaddini (__)

This report is a review of facility and grounds work performed in January 2017.

January can only be described as “freezing!” The first eleven consecutive days of the month recorded below freezing temperatures.

During the month, we recorded and completed sixty-three (63) jobs. These are our first 63 jobs of the year and marching forward. Most of our work included only two categories of jobs: Storm Damage Management and Routine Roof/Gutter Maintenance.

Under Storm Damage Management, we worked on two distinct tasks – grounds and building repairs. Our grounds cleanup process was complicated by the freezing temperatures during the first part of the month. Many fallen limbs and branches were literally frozen to the ground. We also were unable to acquire equipment and contractors to help us cleanup. Resources of all kinds were in short supply.
We also engaged in repairs to our buildings during the month. We focused on three jobs: first, we restored the front entrance, chimney, and roof gables at 60 Brae Burn Drive. Second, we replaced the main support beam and re-constructed the metal handrail to the second floor patio deck at 118 Brae Burn Drive.
Third, we began the restoration of the second floor patio deck at 128 Brae Burn with all new materials.

We also engaged in Routine Roof/Gutter Maintenance during the month. At the latter half of the month we began our annual roof and gutter cleaning project. Each year we clean the roof and gutters of each building. We also apply a moss control substance to the roofs. The annual project is managed in three phases. January is our first phase of our maintenance project, and we cleaned our first 25 roofs and gutters of the year.

WEBSITE REPORT
During the period January 6, 2017 to February 17, 2017, our website, www.edgewoodhoa.org had 107 visitors who looked at 197 pages.

Toni Horodysky, Webmaster for Edgewood Townehouse Association (__)

EDGEWOOD TOWNEHOUSE ASSOCIATION
January Open Forum First Quarterly Business Meeting
Preserve – Restore – Maintain
Tuesday, January 24, 2017

The first 2017 ETA Quarterly Meeting was held at 7:00 PM on Tuesday, January 24, 2017, in the Clubhouse. Attendees included 19 homeowners, members of the ETA Board, and the ETA Facilities & Operations Manager. The Board’s President, Bruce Trafton, offered opening comments and noted that a volunteer is needed for the Hospitality Committee. He then turned the meeting over to a guest, Kirk Martin of State Farm Insurance. Mr. Martin is agent for ETA’s master insurance policy.

Mr. Martin outlined the general elements of individual homeowner policies. Given the particulars of the ETA master policy, Mr. Martin suggested that individual homeowners may find it advantageous to adjust their own coverages – specifically, reducing their building coverage and perhaps increasing their personal coverage. Any changes should, of course, be carefully considered after consulting with one’s own insurance agent. For general questions about ETA’s master policy, homeowners may check with President Trafton. For specific questions, homeowners should consult their own insurance agent and they and/or their agent may contact Mr. Martin regarding details of the master policy. Contact information is as follows:

Kirk Martin, Agent | State Farm Insurance | 115 W. 6th Avenue | Eugene, OR 97401 | kirk.martin.k2v1@statefarm.com | 541-654-0737

Mr. Martin answered numerous homeowner questions from the floor.

The meeting was then opened up for other questions and comments. They are summarized below:

Our Facilities Director, Frank Gaddini, and President Trafton were asked about December 2016 ice storm damages and costs.

Several residents asked about the reserve fund, the annual budget, and monthly expenditures. Monthly checking activity reports will be included in the FYI each month. President Bruce Trafton reported that the Board is monitoring reserve fund levels; and noted that the Board has included for its FY 2017 Goals, a 5, 10, 15, & 20-Year Budget, Planning, and Development Plan.

A homeowner thanked all the people who worked so hard to help in the aftermath of the ice storm. Residents helped one another and contractors were on the property immediately to begin cleanup and repair.

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. The meeting adjourned at 8:47 PM.

JoAnn Wilson, Secretary (__)

Things To Know in February

1. Edgewood Townehouse Association Parking Policy
In January 2017 the Board of Directors revised our parking policy as follows:

1. All homeowners should park vehicles in garages.
2. Temporary parking by homeowners or their guests must be in designated parking spaces.
3. Waivers for Special Circumstances. Homeowners may request waiver of the Parking Policy in the event of exceptional or extraneous circumstances.

Waiver Forms are available by contacting the Board, the Facilities and Operations Director, or the Clubhouse. The Board will review each case and render a final decision.

2. Edgewood Townehouse Association Dispute Resolution 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.

3. Edgewood Townehouse Association Front Door Entryways and Balconies Guidelines

Edgewood Townehouses are set in a private park-like community, which is reserved for the exclusive use and enjoyment of owners, their families, and guests.

1. Front door entryways and/or balconies are common property, please decorate accordingly.
2. Owners may not alter the front door entryway and/or balcony surfaces using tile, glued carpet, or paint.
3. Owners may fly only the American flag.

If you have any question about the suitability of an item you are considering placing at your front door entryway and/or balcony, please contact the Director of Facilities.

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

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