Meeting Minutes Present: Mardy Stevens, Shay Jarvis, Mike Pehrson, Kerry Ann O Halloran, Gerry Barra

Transcription

1 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday January 20, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Meeting Minutes Present: Mardy Stevens, Shay Jarvis, Mike Pehrson, Kerry Ann O Halloran, Gerry Barra Call to Order Mardy Stevens Reports Secretary s Report Gerry Barra-Minutes approved as corrected Treasurer s Report Mike Pehrson As of December 31, 2015 the checking account is $4, and the reserve account is $48, President s Report Mardy Stevens Mardy passed around a letter from the Gresham Police Department thanking the Association for recognizing Officer Leake s visit to Oneonta for our safety walk around. Mardy requested scheduling a special Board meeting to review the Ad Hoc committee s work on by laws and CC&R s, as well as description of alternate position. Scheduled for February 2 at 10:00 at KMO. List of Owner/Association responsibilities will be sent to owners pending review. The Board needs to decide if we want to pursue Strategic Planning. Association Manager s Report Kerry Ann O Halloran Updates- Mike is working on reimbursement for damage to pots for one of the Owners. Driveway play: amendment to November minutes regarding driveway activities. The Board will work with legal counsel to assure the safety of all owners and guests and limit the risk of liability to the owners. Pilot Launch the Owner Non-Emergency Request for Repair form. Document Review Committee Updates Mardy the committee has finished review and the Board is considering input at a special meeting on February 2 (see President s report). Maintenance: Gutter painting Garage lights refitted with white LED lights Landscaping-waiting for bid from Arturo Irrigation reimbursement.

2 Cleaning sidewalks of snow and ice is owner s responsibility No compliance violations at this time. Unfinished Business Insurance Policy verification of coverage Schedule a meeting with Russ to review the policy. Send a copy of American Family policy summary to owners. Landscape Gerry-no updates. Hope to have estimates for landscape and renovation for prioritizing at Special Meeting on Feb. 2. Maintenance Mike See Mike s for scheduling maintenance List of approved contractors-nothing to report at this time. Owner Requested Items Reconsideration of Rule concerning driveway play (see earlier minutes). Update on implementing an Owner request tracking document-kerry Ann is finishing and launch pilot New Business 2016 Budget- Operating budget is approved. Reserve budget approved pending incoming contactor estimates. Unanimously passed. In Feb. summary of budget to send to owners. Kerry Ann is authorized by the board to send this to owners Owner Requested Agenda Items-None. Other: Mike will talk to Caleb VanderMollen about updating the Reserve study Adjourn 12:03

3 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday March 23, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Minutes Present: Mardy Stevens, Shay Jarvis, Mike Pehrson, Gerry Barra, Kerry Ann O Halloran Call to Order Mardy Stevens Agenda approved as amended Reports Secretary s Report Gerry Barra approval of January 20 th minutes, as corrected. Treasurer s Report Mike Pehrson Transferred $1,550 from reserve back into operating budget for garage light retro-fit as of March 23, As of Feb 29, 2016, the checking account shows a balance of $1,344.54; The reserve shows a balance of $19, President s Report Mardy Stevens Request to send report on tree cutting at 320 NE5th Street to owners. Schedule another meeting to finish review of Document Review Committee. Association Manager s Report Kerry Ann O Halloran Owner request form-we may need someone to help create the document. Shay may be able to help. Pilot will start when the form is available. Driveway play rule- will draft language in collaboration with legal counsel, Stuart Cohen. Gutter cleaning still some issues need to follow through. Landscaping next steps for hedge and ground cover removal-need clarification on how long the bid will be good. Confirmed the bid for the irrigation system re do. Landscaping Mardy and Gerry will meet to discuss the next steps for landscaping on Friday, March 25. Approve bid of $685 for tree pruning of 8 Japanese maples on 5 th Street this spring.. Unfinished Business 2016 Budget: Operating budget was approved at January meeting.. Reserve budget- Unanimously approved. Landscape Gerry Mardy, Shay Gerry will meet to formulate a plan

4 Maintenance Mike- The following "punch list" with the exception of a few minor items, is complete. 1. The origin of the water intrusion at 295 NE 4th Street is probably in the chimney area. John examined the area in the unit that had water. Repairs will be scheduled. 2. There is a window leak at 290 NE 5th Street in the front facing window as well as the lower window facing east. Repairs will be scheduled. 3. The deck at 290 NE 5th Street will be repaired by a Dura Deck contractor and the repair will be completed by Lifetime exteriors. Lifetime will also complete the repair on the siding and the garage door trim. John Pedden will break down the costs and the Board can decide the allocation between the Association and the owner. 4. The rear downspout over flow at 245 NE 4th Street is because a 2 inch restrictor tube was placed between the downspout and the 3 inch pipe at the surface. The surface pipe is too close to the siding and must be repositioned away from the siding. 5 and 6. Repair of the dry rot in the window trim at 260 NE 5th Street and the hole in the siding at 215 NE 4th Street will be repaired along with the deck work at 290 NE 5th Street. 7. Update on the repair of damages at 250 NE 5th Street; the electrical box was replaced and there is a temporary cap on that box that will be replaced by correct siding. The phone box will be repaired and I have asked the owner to send the Board the cost to replace the plants and pots that were damaged. Lifetime will reimburse the owner. Owner Requested Items Reconsideration of Rule concerning driveway play- will draft language and meet with Stuart Cohen We have reviewed the Management agreement-mardy commented on how accessible and professional Kerry Ann is. She is greatly appreciated. Owner requested approval for a yard sale in July. Board approved. Cindy Helzer will coordinate the sale, including traffic management with the Association manager. Update on implementing an Owner request tracking document Mardy requested permission to place round stepping stones to water faucet in her front yard. Board unanimously approved. We will send the operating budget and the reserve to owners, noting it is the annual budget. New Business Owner Requested Agenda Items None Adjourn 11:57

5 The meeting will be conducted under Robert s Rules of Order, with owners allowed a three minute limit in which to address requested agenda items before the Board. This will enable all owners an opportunity to speak. If you have any questions, or wish to request an item be added to the meeting Agenda, please submit to: Oneonta Board of Directors Attn: Gerry Barra, Secretary C/O KMO 15 NE 3 rd Street Gresham, OR 97030

6 Oneonta Townhomes Homeowner s Association Board of Director s Meeting Wednesday April 20, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Meeting Minutes Call to Order Present: Mardy Stevens, Mike Pehrson, Shay Jarvis, Gerry Barra, Kerry Ann O Halloran. Reports: Secretary s Report Gerry Barra-minutes of the March 23 meeting were approved as corrected. Treasurer s Report Mike Pehrson- the operating budget shows $1, as of March 31, 2016; reserve account shows $24, President s Report Mardy Stevens- for the Document review, we need to clarify window casements, sashes, frames. Mike will ask John Pedden for definitions. We will consider whether to make this part of the document. Association Manager s Report Kerry Ann O Halloran See report for more details. Driveway rule: Revised the language previously drafted. The below revision will be sent to Oneonta legal counsel for review. The Rule states: Per Article X Section 3 of the Oneonta CC&R s, the Board of Directors hereby adopts the following Rule: The Private Roadway, also referred to as the Common Driveway, shall be used for ingress and egress purposes only. Any other use of the Roadway will require prior written approval of the Board of Directors. The Roadway is defined as the asphalt driving surface, running east to west, on the back side of the homes, and excludes the concrete. Annual Corporation filing with state completed 4/18/2016. Quarterly finance report will go out to owners. Unfinished Business

7 Landscape Gerry- trip to Al s to gather information and pictures for potential landscaping. We need a start date for installing the new irrigation system. Maintenance Mike- Conference call with Caleb VanderMolen to go over the reserve study updated and will clarify responsibility for maintenance of retaining walls, railings and steps and other items that we may need to clarify. Repairs - need to be completed on th Street chimney; John Pedden will arrange for Richard to repair the leak. John will be here soon to offer a maintenance assessment of Oneonta. Owner Requested Items Request for Driveway Mirrors The Board is not proceeding with this request at this time. Board will look at other safety measures for the end of the driveway. Update on implementing an Owner Request tracking document for requests to the Association. Forms will be available on the KMO website or in hard copy for owner to pick up. New Business Kerry Ann will get a bid for power washing for the sidewalks for entire property and a bid for only 5 th Street. The electrical box on Hood near the entrance to the driveway was a temporary power source for Oneonta construction. It is no longer in use and the Association will remove it. Annual Meeting - Mardy will find out when the Library is available. Adjourn 11:45

8 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday May 18, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Minutes Present: Mardy Stevens, Mike Pehrson, Shay Jarvis, Kerry Ann O Halloran, Gerry Barra Call to Order Mardy Stevens Reports Secretary s Report Gerry Barra- April Minutes approved with revisions. Treasurer s Report Mike Pehrson-As of April 30, 2016, the Operating Account shows a balance of $4, The Reserve Account shows a balance of $24, President s Report Mardy Stevens After contacting Gresham City Hall about the tall grass in the lot across from Oneonta on Hood, the grass has been mowed Review of revisions and corrections of By-laws and Documents. Driveway Rule-Mardy will work on incorporating into the official documents. Mike proposed that we adopt the driveway rule as reflected in the April 20 minutes. After consultation with legal consul, the Board unanimously adopted the Driveway Rule. The Rule states: Per Article X Section 3 of the Oneonta CC&R s, the Board of Directors hereby adopts the following Rule: The Private Roadway, also referred to as the Common Driveway, shall be used for ingress and egress purposes only. Any other use of the Roadway will require prior written approval of the Board of Directors. The Roadway is defined as the asphalt driving surface, running east to west, on the back side of the homes, and excludes the concrete. Association Manager s Report Kerry Ann O Halloran See report Moved and approved to accept Arbor Pro bid to fertilize trees. Unfinished Business Landscape Gerry

9 Will submit a written report explaining what we have done, where we are now, and what we hope to accomplish by mid fall, If we accept bid for spreading compost, Gerry will be there when the compost is spread to make sure it is evenly applied. Maintenance Mike We need to fix chimney cap on th Street. Owner Requested Items Deck maintenance-need phone numbers for repairs to Duradeck The Board will continue to consider driveway safety options. Update on implementing an Owner request tracking document New Business Driveway Sealcoat-approved by Board unanimously. Annual Meeting agenda to be determined at the June 10 meeting. Adjourn 11:30

10 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday July 20, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Minutes Present: Shay Jarvis, Mardy Stevens, Rosemary Baum, Mike Pherson, Gerry Barry, Kerry Ann O Halloran Call to Order Shay Jarvis Reports Secretary s Report Gerry Barra-Minutes from May 18, 2016 Board meeting were approved as corrected. Treasurer s Report Mike Pehrson-as of June 30, 2016, the operating account has a balance of $2,961.06; the reserve account has a balance of $3, President s Report Shay Jarvis Mardy has agreed to continue as the point person for the document review. Association Manager s Report Kerry Ann O Halloran By laws and CC&R s are ready to go to the legal counsel for review. Per Article 11 of Oneonta CC&R s, Owners will vote on any amendments of the CC&R s. See report attached. Unfinished Business Landscape The HOA is in the process of getting bids for tree pruning. Given issues in the past year regarding structural repairs and the current needed maintenance, the Board is putting the landscaping plans on hold. A note will be sent to owners about not disposing of construction waste into storm drains. Maintenance Mike We have almost completed the list of repairs for exteriors. Owner Requested Items Owner responsibility of maintenance of tree wells -The Board clarified that the trees in the wells are the Association s responsibility. The plantings in the tree wells are the responsibility of the homeowners.- New Business Association Resolutions Discussion Clarification on Insurance re: Studs in/out

11 Compliance Policy for enforcement of the CC&R s.-the Board will explore other Homeowner Associations compliance language. Board approved unanimously use of the road way for National Night out August 2 nd at 5 pm. Adjourn 11:38

12 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Wednesday August 17, :00 11:00 KMO Office 15 NE 3 rd Street Gresham Minutes Present: Shay Jarvis, Mardy Stevens, Gerry Barra, Kerry Ann O Halloran Call to Order Shay Jarvis at 10:00 Reports Secretary s Report Gerry Barra July 20, 2016 minutes approved as corrected Treasurer s Report Kerry Ann, in Mike Pehrson s absence: $ in the operating account; $5, in reserve account as of July 30, President s Report Shay Jarvis-reported suggestions from owners at National Night Out: o Owners want to see the minutes as soon as possible after Board meetings Approved minutes will be posted as soon as possible after the Board meeting in which they are approved. o Should we have yearly pruning of the trees? The Board will look at past practice and consult with an arborist. o Looking for a calendar when certain work will be done, such as- pressure washing. The Board has a yearly calendar, which is in the HOA Owner s Handbook distributed at the annual meeting. The calendar is a working document, and additional work items will be considered. o Request that the annual meeting be more social with a barbecue or other activities to draw better attendance. The Board noted that the annual corporate meeting is a business meeting, Association Manager s Report Kerry Ann O Halloran Board will request legal advice regarding who receives communications from the association. The Board requested that Kerry Ann solicit at least one more bid for trimming the maple trees.. Unfinished Business Resolution for Compliance tabled to September meeting Landscape Gerry, no new reports. A message was sent to owners that the landscaping work is being postponed until funds are available. Attorney Review of Proposed modifications to Association documents-pending. Owner Requested Items:

13 Explore possibility of having striping painted on 4 th and 5 th for parking. Mardy Stevens volunteered to contact the appropriate department at Gresham City Hall. New Business Neighborhood Safety Plans Mardy-The Board will update the disaster preparedness form and the Oneonta phone tree. Mike Pehrson will be resigning as a Director, effective date of the closing of the sale of his home at Oneonta. Adjourn: 11:39 am

14 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Monday Sept 19, :00 2:00 KMO Office 15 NE 3 rd Street Gresham MINUTES Present: Shay Jarvis, Mardy Stevens, Rosemary Baum, Gerry Barra, Kerry Ann O Halloran Call to Order Shay Jarvis Board Vacancy The Board acknowledged the resignation of Mike Pehrson as a Director and Officer of the Board, effective August 19, The Board appointed Rosemary Baum to fill the vacant Director position on the Board. The Board elected Rosemary to fill the office of Treasurer. Board members are authorized signers for the Association s Reserve Account and line of credit. Owner Requested Items Architectural Review Request reconsideration of restriction on security screen door- Gerald and Deidre Rodgers. The Board has approved, in the past, the installation of Phantom screens. The Board will research these safety screen doors over the winter. safety. The Board would like everyone to turn on their lights to assess any improvement in Reports Secretary s Report Gerry Barra- August 17, 2016 minutes approved as revised. Treasurer s Report Kerry Ann, in absence of a Treasurer, provided the financial report. The accounts balance, as of August 31, 2016 are: $5, in the Operating Account and a balance of $7, in the Reserve Account. President s Report Shay Jarvis Shay requested that a reminder be sent to owners about the following: No parking in driveway. If you are having work done and workers have to park there, please advise your neighbors so they can move their cars to the street. Owners are responsible for snow and ice removal on front sidewalk and walkways. Garage doors have a tendency to bounce up. Please make sure your doors are fully closed.

15 Shay has found a worker to install new rubber gasket weather stripping on garage doors for $ that includes a garage door opener tune up. Please advise Shay if you are interested in having this service. Owners are responsible for maintaining their tree wells even if they are out of town for extended periods. Please make arrangements with neighbors, family members or a landscaper. Association Manager s Report Kerry Ann O Halloran Owner complaint that For Sale signage is excessive. The Board determined the signage complies with the CC&R s. The Board is pursuing bids for tree pruning. Unfinished Business Resolution for Compliance tabled until new by-laws are reviewed Update of Association Documents proposed by legal counsel are being reviewed by the Board Neighborhood Safety Plans Mardy has contacted the City of Gresham regarding the possibility of striping parking spaces in 4 th and 5 th Streets. A response is anticipated soon. New Business: No new business was brought forward. Adjournment at 3:18. The meeting will be conducted under Robert s Rules of Order, with owners allowed a three minute limit in which to address requested agenda items before the Board. This will enable all owners an opportunity to speak.

16 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Thursday Oct 20, :00 11:00 KMO Office 15 NE 3 rd Street Gresham MINUTES Call to Order Shay Jarvis Mardy Stevens, Shay Jarvis, Gerry Barra, Kerry Ann O Halloran Owner Requested Items None Reports Secretary s Report Gerry Barra- revisions are being made to the minutes. Treasurer s Report Kerry Ann, in absence of Rosemary, reported the accounts balance as of September 30, 2016: $3, in the Operating Account and $9, in the Reserve Account. President s Report Shay Jarvis The Board is exploring additional contractors to handle construction related repairs. Association Manager s Report Kerry Ann O Halloran The updated Contact List of all owners is complete and will be ed to all owners. Working on getting bids for chimney work at 295 NE 4 th Street. Regularly occurring maintenance items will be incorporated into the calendar. Maple trees in tree wells and along 4 th Street will be pruned. Unfinished Business Security Screen Door Research The Phantom Door has been approved and the Board is not considering any other type door. Maintenance-see Association Manager s report above. Modifications of Association Documents proposed by legal counsel the Board is continuing to review the documents. Striping for Parking The city has responded that, due to cost, the city of Gresham will not stipe parking places. Due to the city s response The Board will not take any further action. New Business

17 No new business was brought forward Adjourn 11:30 The meeting will be conducted under Robert s Rules of Order, with owners allowed a three minute limit in which to address requested agenda items before the Board. This will enable all owners an opportunity to speak.

18 Oneonta Townhomes Homeowner s Association Board of Directors Meeting Monday Nov 21, :00 11:00 KMO Office 15 NE 3 rd Street Gresham DRAFT MINUTES Present: Shay Jarvis, Rosemary Baum, Kerry Ann O Halloran, Gerry Barra Guest: Jerry Rodgers Call to Order Shay Jarvis Owner Requested Items No requests were submitted Reports Secretary s Report October minutes are approved as corrected Treasurer s Report Kerry Ann/Rosemary As of October 31, 2016, the balance in the Operating Account is $544.89, and the balance in the Reserve Account is $11, President s Report Shay Jarvis- No Board meeting in December Needed maintenance- trim around garages show varying stages of disrepair and dry rot. The Board will identify areas in need of maintenance. We need to have Lifetime Exteriors come in and refashion the downspouts from upper roof to deck. The Board is considering having the front facing of the small front decks painted to eliminate moss. Caps on the pony walls were done incorrectly and need to be redone. Budget is due by February 1 st. Association Manager s Report Kerry Ann O Halloran Hummingbird Landscaping s contract is due for renewal in January. Trees along the driveway and on 4 th Street have been pruned. Roof repairs that caused water intrusion at 290 NE 5 th Street have been completed. Work on the chimney cap is continuing on 295 NE 4 th Street. Unfinished Business Update on Resolution for Compliance -tabled until January Board members will meet on Dec 2 to review corrections to Association documents.

19 New Business No new business was brought forward. Adjourn 10:51 The meeting will be conducted under Robert s Rules of Order, with owners allowed a three minute limit in which to address requested agenda items before the Board. This will enable all owners an opportunity to speak.