Board Meeting Minutes – Dec 4, 2011

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

December 4^th, 2011

Call to order
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 3^rd floor lobby of 1509 NE 10^th Ave, Portland, OR, 97232 on December 4^th, 2011. The meeting convened at 6:30pm.
Members in attendance
President Terry Spencer, presiding
Ashley Rogers, treasurer


Approval of minutes
No motion to approve minutes was made this month. The secretary was not in attendance.
Officers' reports
None.
Board and committee reports
None
Owners Forum
None
Unfinished business
None
New business
Owner Notice of Regular Board Meetings

Moved by Terry Spencer that…

"The Management Trust Northwest" include a message in the monthly billing statements to announce the standing monthly board meeting place and time, beginning with the meeting scheduled on Feb 5, 2012.

By general consent, motion carried.

Pursuit of Delinquent Account Collections

Moved by Terry Spencer that…

The board shall engage with a local attorney to draw up a contract for board review, to work with the association to collect delinquent accounts.

By general consent, motion carried.

Engagement of Legal Counsel for Building Envelope Issues

Moved by Terry Spencer that…

Terry Spencer shall contact re-engage with a local attorney to work with our association in responding to issues reported in the building's previous envelope inspection.

By general consent, motion carried.

Building Maintenance

Moved by Ashley Rogers that…

Ashley Rogers shall contract "HOA Maintenance Services" to finish the south-side job on the fire door and paint, and to also repair the first floor door which is coming off of its hinges.

By general consent, motion carried.

Adjournment
Terry Spencer moved that the meeting adjourn at 7:05pm. By general consent, the motion carried. The next board meeting is scheduled for January 8^th, 2011 at 6:30pm.

Board Meeting Minutes – Oct 2, 2011

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

October 2^nd, 2011

Call to order
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 3^rd floor lobby of 1509 NE 10^th Ave, Portland, OR, 97232 on October 2^nd, 2011. The meeting convened at 6:40pm.
Members in attendance
President Terry Spencer, presiding
Kevin Southern, secretary
Ashley Rogers, treasurer


Approval of minutes
Motion was made by Kevin Southern to approve the minutes of the August 3^rd meeting. Motion carried.
Officers' reports
None.
Board and committee reports
None
Owners Forum
None
Unfinished business
None
New business
Building Welcome Letter

Moved by Terry Spencer that…

A welcome letter, proposed by a Lloyd Park HOA member, be approved for posting in the lobby. The letter contains information about adding phone numbers to the front callbox, notice of no smoking in common areas, notice of no storage in common areas, notice that fire doors are to be kept closed, and information about location and policies of garbage and recycling bins.

By general consent, motion carried.

Tagging Items in Common Areas

Moved by Terry Spencer that…

Whereas several large items have been left in the utility common area, and…

Whereas the presence of these items creates an unsightly appearance, and…

Whereas the presence of these items presents a fire code violation…

The board of directors shall begin tagging items in the common areas for disposal with a three week notice. If items are not removed from the common areas within the three week notice period, such items will be disposed of.

By general consent, motion carried.

HOA Meeting Scheduling

Moved by Terry Spencer that…

Whereas the HOA board has decided to hold future board meetings on the first Sunday of each month…

Kevin Southern shall assemble a notice to be sent out by The Management Trust notifying residents of the new meeting schedule.

By general consent, motion carried.

Adjournment
Terry Spencer moved that the meeting adjourn to executive session at 8:00pm. By general consent, the motion carried. No additional board business was conducted following executive session. The next board meeting is scheduled for November 13^th, 2011 at 6:30pm.

Board Meeting Minutes – Aug 3, 2011

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

August 3^rd, 2011

Call to order

A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 3^rd floor lobby of 1509 NE 10^th Ave, Portland, OR, 97232 on August 3^rd, 2011. The meeting convened at 7:05pm.

Members in attendance

President Terry Spencer, presiding

Kevin Southern, secretary

Ashley Rogers, treasurer

 

Officers' reports

None.

Board and committee reports

Carolyn Briggs (departing chairperson) reported that the no-freeze hose bib has now been installed, and semi-annual access to the building crawlspace for turning on and off water to these bibs is no longer necessary.

Owners Forum

An owners forum was held to review matters concerning homeowners present at the meeting.

An owner reported that the emergency escape door window/frame still needed to be painted, as there was raw wood remaining from a recent glass repair.

Unfinished business

None

New business

Emergency Door Repair

Moved by Terry Spencer that…

Whereas an owner has reported that the frame of the emergency exit door remains unpainted from a recent repair…

Kevin will request that The Management Trust NW dispatch HOA Maintenance to complete the door repair and painting.

By general consent, motion carried.

Building Welcome Letter

Moved by Terry Spencer that…

Whereas there is various standard information that would be useful for new owners and tenants in the building…

Margo Klabough will create a draft of a "Welcome to the Building" letter for approval at a subsequent HOA board meeting. The draft will include a note indicating that fire doors are to remain closed, and not used except in case of an emergency.

By general consent, motion carried.

HOA Meeting Scheduling

Moved by Terry Spencer that…

Whereas the HOA board has been following an erratic board meeting schedule, which is difficult for homeowners to be aware of and attend…

Except in case of specific exceptions, future board meetings will be held on the first Sunday of each month.

By general consent, motion carried.

Adjournment

Terry Spencer moved that the meeting adjourn to executive session at 8:30pm. By general consent, the motion carried. No additional board business was conducted following executive session. The next board meeting is scheduled for September 4, 2011 at 6:30pm.

Board Meeting Minutes - Nov 2, 2010

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

November 2^nd, 2010

Call to order

A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 3^rd floor lobby of 1509 NE 10^th Ave, Portland, OR, 97232 on November 2^nd, 2010. The meeting convened at 7:10pm.

Members in attendance

President Carolyn Briggs, presiding

Kevin Southern, secretary

Lilli Szafranski, treasurer

Approval of minutes

Motion was made by Kevin Southern to approve the minutes of the September 1^st meeting. Motion carried.

Officers’ reports

None.

Board and committee reports

HOA Collection Dues

A request has been submitted to one law firm regarding HOA representation for unpaid assessments and dues, and a response is being awaited. Carolyn knows from previous conversations with NWCM that there are two other local firms that may be able to represent the HOA, and will contact them as well.

Posting of Board Minutes

Kevin reported that he will resume posting board meeting minutes on lloydparkhoa.blogspot.com, and will circumvent previous posting difficulties by removing formatting from the minutes.

Unfinished business

None

New business

2011 Reserve Study and Budget Planning

With no new business for review, the HOA board used the remaining time to review the latest proposed reserve study and budget. The board took assignments for follow-up with respect to each line item, and will re-convene on November 18^th to resume review and planning

Adjournment

Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:15pm. The next board meeting is scheduled for November 18, 2010 at 6:30pm.

Board Meeting Minutes - Sep 1, 2010

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
September 1st, 2010

CALL TO ORDER
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on September 1st, 2010. The meeting convened at 6:30pm.

MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Kevin Southern, secretary

APPROVAL OF MINUTES
Motion was made by Kevin Southern to approve the minutes of the August 3rd meeting. Motion carried.

OFFICERS’ REPORTS
None.

BOARD AND COMMITTEE REPORTS
Window Repair
Approximately 50% of units have had their window issues addressed by Milgard. On August 13th, a Milgard representative will be on-site to address windows in the common areas. Carolyn Briggs is facilitating this visit. Carolyn will be contacting the residents of units that have not indicated that their window issues have been addressed to request further follow-up.
Carpet Cleaning
Carolyn has arranged to have carpets cleaned. Cleaning will be conducted on September 28th. She will post a notice for tenants in advance in case any suffer from allergies and need to take associated precautions.
City of Portland Recycling
Carolyn reported that she will be receiving recycling materials ordered by NWCM and will distribute them to all unit occupants. NWCM will then mail a new set of materials annually to Carolyn for redistribution to unit occupants.
Bike Racks
The board received two bids to install 15-20 bicycle racks in the utility areas of the building for approximately $1000 and $1500. Given that there are maintenance items to be addressed in relation to the recent envelope inspection, the recommendation at this time is to postpone investment in bicycle racks at this time until the implications and costs of this maintenance is understood.

UNFINISHED BUSINESS
None

NEW BUSINESS
Front Overhang Repair
Moved by Carolyn Briggs that…
Whereas the roof over the small overhang at the front door of the condominium is leaking, causing a disturbance to residents and leading to swelling of the front door, which then fails to properly close, and…
Whereas several drainage deficiencies were clearly identified by the board’s recent envelope inspection…
The association shall contract HOA Maintenance Services to conduct the repairs to this roof necessary to remedy: the problems identified by the envelope inspection, the leakage causing the front door to swell and fail to close properly, the gutter repair that is necessary to prevent water from falling on residents passing underneath it. These repairs have been estimated by HOA Maintenance Services at $2400.
By general consent, motion carried.
Reserve Study Update
Moved by Carolyn Briggs that…
Kevin Southern shall arrange with WSSC to update the association reserve study for 2010 in preparation for the yearly budget. He is to ensure that WSSC includes the corrected/updated study numbers that resulted from development of the 2009 reserve study and budget.
By general consent, motion carried.
Regular Posting of Board Minutes
Moved by Carolyn Briggs that…
Whereas board minutes have not been posted online for many months, and…
Whereas Kevin Southern, the board secretary, noted that the reason for the lack of minutes being posted is mostly due to the difficulty in posting the materials to the current distribution website (Blogspot)...
Kevin Southern, the board secretary, shall establish a new means for communicating minutes to the HOA at large and begin posting minutes from each board meeting in a timely manner.
By general consent, motion carried.
Hornet Nest
Moved by Carolyn Briggs that…
The board shall contract HOA Maintenance Services, at a reasonable cost, to remove the hornet nest that has been built in the 3rd floor stairwell window and repair the screen if it has been damaged.
By general consent, motion carried.
Regular Board Meeting Schedule
Moved by Carolyn Briggs that…
The board shall resume regularly scheduled meetings on the final Wednesday of each month.
By general consent, motion carried.

ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 8:30pm. The next board meeting is scheduled for September 28, 2010 at 6:30pm.

Board Meeting Minutes - Aug 3, 2010

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
August 3rd, 2010
CALL TO ORDER
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on August 3rd, 2010.  The meeting convened at 6:30pm.
MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Kevin Southern, secretary
 
OFFICERS’ REPORTS
None.
BOARD AND COMMITTEE REPORTS
Window Repair
Approximately 50% of units have had their window issues addressed by Milgard.  On August 13th, a Milgard representative will be on-site to address windows in the common areas. Carolyn Briggs is facilitating this visit.  Carolyn will be contacting the residents of units that have not indicated that their window issues have been addressed to request further follow-up.
Carpet Cleaning
Carolyn has arranged to have carpets cleaned.  She is coordinating trash days with the carpet cleaner at their request.  Once she gets this information, she will be scheduling the cleaning.  A 10 day advance notice for those with allergies will be provided.
Bike Racks
The board received two bids to install 15-20 bicycle racks in the utility areas of the building for approximately $1000 and $1500.  Given that there are maintenance items to be addressed in relation to the recent envelope inspection, the recommendation at this time is to postpone investment in bicycle racks at this time until the implications and costs of this maintenance is understood.
UNFINISHED BUSINESS
None
NEW BUSINESS
Envelope Inspection and Repair
Moved by Carolyn Briggs that…
The association shall hire Ball Janik LLP to review envelope inspection results, review association documents, and advise and represent the board for any resulting legal actions.  The cost for this assessment is estimated to range from two to five thousand dollars.
By general consent, motion carried.
Entry Door Repair
Moved by Carolyn Briggs that…
Whereas the front and main entry door of the building does not properly close in higher humidity weather…
The board shall hire Bill Reinwand to plane and restain the door to allow it to properly close for a fee of approximately $80.
By general consent, motion carried.
New Directors and Officers Liability Insurance
Moved by Carolyn Briggs that…
Whereas US Liability provides coverage above and beyond the current policy with Great American Insurance Company, and…
Whereas US Liability provides coverage for a $40 lower annual premium than Great American Insurance Company…
The association shall switch its Directors and Officers Liability Insurance to US Liability.
By general consent, motion carried.
City of Portland Recycling
Moved by Carolyn Briggs that…
Whereas Carolyn was informed that the city requires the HOA to provide recycling information to all tenants…
Kevin Southern shall request that NWCM obtain the appropriate documentation and either provide it to Carolyn Briggs for distribution throughout the building, or mail it directly to new residents as they move in to the building.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn.  By general consent, the motion carried.  The meeting adjourned at 8:30pm.  The next board meeting is scheduled for August 31, 2010 at 6:30pm.

Board Meeting Minutes - May 17, 2010

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
May 17th, 2010
CALL TO ORDER
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on May 17th, 2010.  The meeting convened at 6:30pm.
MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Kevin Southern, secretary
Lilli Szafranski, treasurer
 
OFFICERS’ REPORTS
None.
BOARD AND COMMITTEE REPORTS
None.
UNFINISHED BUSINESS
None
NEW BUSINESS
Envelope Inspection and Repair
Moved by Carolyn Briggs that…
Lilli Szafranski and Carolyn Briggs will meet with Ball Janik LLP to review the building’s visual envelope inspection and assess the merits of hiring the agency to represent the Association.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn.  By general consent, the motion carried.  The meeting adjourned at 7:00pm.