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 1st floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on October 28th, 2009. The meeting convened at 6:30pm.
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 30th meeting. Motion carried.
OFFICERS’ REPORTS
Carolyn Briggs reported that one outcome of last month’s fire inspection was that the fire extinguishers in the building are due for recharging. She will have them recharged. A new message from Northwest Community Management (NWCM) was received indicating that the building is due for an envelope inspection. All board members are to review the proposals for vendor selection at the next regular board meeting.
Lilli Szafranski, treasurer, reported that the HOA reserve account may be underfunded. Original dues and budgets were established based on a reserve study conducted by The Myhre Group, which indicated that the association would need $9,000 annually for building maintenance. Upon recommendation from NWCM, the board obtained an independent reserve study in 2008 by WSSC, which concluded that the association should reserve $30,000 annually for building maintenance. NWCM advised that this is a typical pattern in condominium conversions, since it is in the developer’s best interests to establish low HOA fees. The 2009 budget was not adjusted for the new $30,000 annual recommendation, but instead was kept in line with the $9,000 run rate. The board needs to carefully review the WSSC reserve study and properly fund the association reserves unless a compelling case can be made to reduce the recommended funds. Failure to do so will likely result in large assessments for building maintenance in the future.
BOARD AND COMMITTEE REPORTS
Pest Control Committee
Lilli Szafranski was present for the October 7th bed bug inspection. She reported that, based on the results of a prior inspection conducted by the homeowner, unit 100 has been found to have a heavy infestation of bed bugs. Units 101 and 200, both adjacent, do not have any signs of infestation. No owner was present in units 201 and 209. The storage units showed no signs of infestation.
The committee’s next steps will be the following:
• Inform owners of units 201 and 209, both adjacent to unit 100, that they must complete an inspection by a local pest control company and provide a summary report from that agency by the end of the year.
• Inform the owner(s) of unit 100 that they must complete a full treatment as recommended by HALT Pest Control to deal with the infestation there. A deadline will be set in accordance with the timelines recommended by HALT Pest Control.
Bike Rack Committee
There was no update from the bike rack committee this month.
UNFINISHED BUSINESS
None
NEW BUSINESS
2010 Budget and 2009 Reserve Study Review
Moved by Lilli Szafranski that…
All items shall be fully funded as recommended in the study, unless the board can build a reasonable argument based on professional opinions and data or clear common sense, that full funding should not be approved.
Moved by Lilli Szafranski that…
After reviewing all reserve study line items with both other board members, this motion be postponed to a certain time, namely November 10th at 7:00pm. Questionable items from the reserve study have been assigned for further investigation by each member of the board. At this November 10th meeting, the board shall discuss these reserve line items only, and with those conclusions, build a 2010 budget proposal.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:00pm. The next board meeting is scheduled for November 10, 2009 at 7:00pm. The main purpose for that meeting will be to review the 2009 reserve study and 2010 budget proposal.
Saturday, November 28, 2009
Sunday, November 8, 2009
Meeting Minutes: September 30, 2009
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 1st floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on September 30th, 2009. The meeting convened at 6:30pm.
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 August 13th meeting. Motion carried.
OFFICERS’ REPORTS
Carolyn Briggs held a walkthrough fire inspection with the fire marshal. Overall, all is well. Testing will need to be conducted regularly, and Carolyn will coordinate with the janitorial staff to conduct and log the tests. Rolling fire doors on the first floor need to be tested periodically. Fortunately, the board can easily test this themselves. Carolyn will send the report to the board so that it can be logged in board records.
Kevin Southern reported that maintenance work to be completed through HOA Maintenance Services, Inc. has been requested through NWCM. The window repair committee is nearly complete gathering information about failed windows, and will next be meeting with contractors to determine the root cause(s) of the problem(s).
BOARD AND COMMITTEE REPORTS
Pest Control Committee
Kevin Southern reported that he has provided letters to NWCM for distribution to all homeowners, and that homeowners have received those letters. An inspection is scheduled for October 7th, and will be overseen by Lilli Szafranski. Unless an emergency situation is discovered, the board will review the results of the inspection and decide on next steps at the October board meeting.
Bike Rack Committee
The bike rack committee provided a number of bike mounting options. The board reviewed potential locations and mounting options with the committee. The general cost for installing bike mounts for 26 bikes is estimated to cost $2000 to $4000. The board requested that the committee get specific quotes for several selected mounting systems, and that those quotes include options for phased installation to allow incremental investment.
UNFINISHED BUSINESS
None
NEW BUSINESS
Bike Rack Committee
Moved by Carolyn Briggs that…
The bike rack committee shall obtain a quote for installation of mounting racks to accommodate 26 bicycles in the storage and utility areas of the building. The quote shall include options for phased installation to allow the board to make an incremental investment in these racks over time.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:00pm. The next board meeting is scheduled for October 28, 2009 at 6:30pm.
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 1st floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on September 30th, 2009. The meeting convened at 6:30pm.
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 August 13th meeting. Motion carried.
OFFICERS’ REPORTS
Carolyn Briggs held a walkthrough fire inspection with the fire marshal. Overall, all is well. Testing will need to be conducted regularly, and Carolyn will coordinate with the janitorial staff to conduct and log the tests. Rolling fire doors on the first floor need to be tested periodically. Fortunately, the board can easily test this themselves. Carolyn will send the report to the board so that it can be logged in board records.
Kevin Southern reported that maintenance work to be completed through HOA Maintenance Services, Inc. has been requested through NWCM. The window repair committee is nearly complete gathering information about failed windows, and will next be meeting with contractors to determine the root cause(s) of the problem(s).
BOARD AND COMMITTEE REPORTS
Pest Control Committee
Kevin Southern reported that he has provided letters to NWCM for distribution to all homeowners, and that homeowners have received those letters. An inspection is scheduled for October 7th, and will be overseen by Lilli Szafranski. Unless an emergency situation is discovered, the board will review the results of the inspection and decide on next steps at the October board meeting.
Bike Rack Committee
The bike rack committee provided a number of bike mounting options. The board reviewed potential locations and mounting options with the committee. The general cost for installing bike mounts for 26 bikes is estimated to cost $2000 to $4000. The board requested that the committee get specific quotes for several selected mounting systems, and that those quotes include options for phased installation to allow incremental investment.
UNFINISHED BUSINESS
None
NEW BUSINESS
Bike Rack Committee
Moved by Carolyn Briggs that…
The bike rack committee shall obtain a quote for installation of mounting racks to accommodate 26 bicycles in the storage and utility areas of the building. The quote shall include options for phased installation to allow the board to make an incremental investment in these racks over time.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:00pm. The next board meeting is scheduled for October 28, 2009 at 6:30pm.
Sunday, October 25, 2009
Meeting Minutes: September 10, 2009
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 1st floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on September 10th, 2009. The meeting convened at 6:30pm.
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 August 13th meeting. Motion carried.
Officers’ reports
Carolyn Briggs, president, reported that she will be accompanying the fire marshal through the building for an inspection; she is waiting for the fire inspector to contact her and arrange a time to meet. Carolyn needs a key to the fire alarms so that she can perform regular testing. Unfortunately, the key has been misplaced, and she will need to obtain another one. Upon speaking with Terry Spencer, Carolyn determined that she needs to rotate testing of fire alarms each month so that each individual alarm pull is tested twice per year. Carolyn will post a schedule above the mailboxes notifying residents of alarm testing that will be performed.
After further detail was provided from Northwest Community Management (NWCM), Carolyn confirmed that the remaining terms for the board members are Lilli Szafranski through 2010, Carolyn Briggs through 2011, and Kevin Southern through 2012.
Carolyn reported that she has requested several contacts for legal counsel from NWCM, and that arrangements to interview each will be made subsequently.
Kevin Southern reported that he has consolidated a majority of the prior HOA records provided at his election to the board into a file box. He requested that any additional HOA records be provided to him to be filed. If any such records need to be returned, he can provide them either as electronic scanned copies or can return the originals after making necessary copies for HOA records. Kevin plans to meet with NWCM to review the records on file in their offices in order to identify potential record gaps or overlaps. No progress was made on the effort to review and refresh the owner contact list.
No treasurer’s report was provided.
Board and committee reports
Pest Control Committee
Kevin Southern reported that no progress has been made on this subject.
Unfinished business
None
New business
Walkway Landscaping
Moved by Carolyn Briggs that…
The board shall obtain a proposal and bid for revitalizing the landscaping along the building’s main walkway. Suggestions for improving the landscaping shall include fresh barkdust, several plantings that can tolerate the weather and irrigation conditions, and a bed of rocks under the gutter downspout for preventing erosion of dirt and barkdust onto the walkway.
By general consent, motion carried.
Callbox Key
Moved by Kevin Southern that…
Lilli Szafranski shall provide the front callbox key to the HOA secretary for safe keeping with HOA records.
By general consent, motion carried.
Reserve Study
Moved by Carolyn Briggs that…
Provided that, based on alternate quotes for reserve studies provided by NWCM, obtaining reserve studies from alternate agencies would cost considerably more than from WSSC, the board shall utilize the services of WSSC to conduct this year’s reserve study update. The board may reconsider reserve study agencies when a full study is again required.
By general consent, motion carried.
Building Maintenance
Moved by Carolyn Briggs that…
The board shall authorize payment to HOA Maintenance Services to conduct the following work: adjust doors and lighting timers semi-annually ($137 per service), one-time touch up painting throughout the building interior ($1500), gutter cleaning semi-annually ($293 per service), mastic application on the roof as recommended ($137 per service). The board does not authorize payment to repair exterior lights and interior plaster repair.
By general consent, motion carried.
Window repair committee
Moved by Kevin Southern that…
The board approve the homeowner communication proposed by the window repair committee for distribution to homeowners by NWCM; and, the window repair committee is authorized to spend up to $500 for the root cause analysis on a building window; and, the following timeline proposed by the window committee is approved: (1) letter mailed to homeowners by 09/15, (2) letter arrives at homeowners by 09/19, (3) homeowners respond by 09/26, (4) a contractor is consulted by 10/3.
By general consent, motion carried.
Bike Rack Committee
Moved by Kevin Southern that…
Carolyn Briggs be appointed to the bike rack committee.
By general consent, motion carried.
Payment to Community Manager
Moved by Carolyn Briggs that…
The board shall pay $125.00 to NWCM for overages incurred during the previous month.
By general consent, motion carried.
HOA board meeting time
Moved by Kevin Southern that…
Whereas financial reports are not available until later each month, and whereas meeting on the second Thursday of each month presents hardship for Lilli Szafranski , HOA board meetings shall henceforth be held on the last Wednesday of each month.
By general consent, motion carried.
Pest control action
Moved by Carolyn Briggs that…
Kevin Southern, acting on behalf of the pest control committee, shall notify owners adjacent to unit 100 (units 101, 201, and 200) that they must conduct an inspection for bedbugs in their units. The HOA will offer to pay for this inspection if it is held simultaneously with an inspection of the storage units and common areas around unit 100. The inspection date will be set for approximately the end of the month.
By general consent, motion carried.
Adjournment
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:00pm.
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 1st floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on September 10th, 2009. The meeting convened at 6:30pm.
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 August 13th meeting. Motion carried.
Officers’ reports
Carolyn Briggs, president, reported that she will be accompanying the fire marshal through the building for an inspection; she is waiting for the fire inspector to contact her and arrange a time to meet. Carolyn needs a key to the fire alarms so that she can perform regular testing. Unfortunately, the key has been misplaced, and she will need to obtain another one. Upon speaking with Terry Spencer, Carolyn determined that she needs to rotate testing of fire alarms each month so that each individual alarm pull is tested twice per year. Carolyn will post a schedule above the mailboxes notifying residents of alarm testing that will be performed.
After further detail was provided from Northwest Community Management (NWCM), Carolyn confirmed that the remaining terms for the board members are Lilli Szafranski through 2010, Carolyn Briggs through 2011, and Kevin Southern through 2012.
Carolyn reported that she has requested several contacts for legal counsel from NWCM, and that arrangements to interview each will be made subsequently.
Kevin Southern reported that he has consolidated a majority of the prior HOA records provided at his election to the board into a file box. He requested that any additional HOA records be provided to him to be filed. If any such records need to be returned, he can provide them either as electronic scanned copies or can return the originals after making necessary copies for HOA records. Kevin plans to meet with NWCM to review the records on file in their offices in order to identify potential record gaps or overlaps. No progress was made on the effort to review and refresh the owner contact list.
No treasurer’s report was provided.
Board and committee reports
Pest Control Committee
Kevin Southern reported that no progress has been made on this subject.
Unfinished business
None
New business
Walkway Landscaping
Moved by Carolyn Briggs that…
The board shall obtain a proposal and bid for revitalizing the landscaping along the building’s main walkway. Suggestions for improving the landscaping shall include fresh barkdust, several plantings that can tolerate the weather and irrigation conditions, and a bed of rocks under the gutter downspout for preventing erosion of dirt and barkdust onto the walkway.
By general consent, motion carried.
Callbox Key
Moved by Kevin Southern that…
Lilli Szafranski shall provide the front callbox key to the HOA secretary for safe keeping with HOA records.
By general consent, motion carried.
Reserve Study
Moved by Carolyn Briggs that…
Provided that, based on alternate quotes for reserve studies provided by NWCM, obtaining reserve studies from alternate agencies would cost considerably more than from WSSC, the board shall utilize the services of WSSC to conduct this year’s reserve study update. The board may reconsider reserve study agencies when a full study is again required.
By general consent, motion carried.
Building Maintenance
Moved by Carolyn Briggs that…
The board shall authorize payment to HOA Maintenance Services to conduct the following work: adjust doors and lighting timers semi-annually ($137 per service), one-time touch up painting throughout the building interior ($1500), gutter cleaning semi-annually ($293 per service), mastic application on the roof as recommended ($137 per service). The board does not authorize payment to repair exterior lights and interior plaster repair.
By general consent, motion carried.
Window repair committee
Moved by Kevin Southern that…
The board approve the homeowner communication proposed by the window repair committee for distribution to homeowners by NWCM; and, the window repair committee is authorized to spend up to $500 for the root cause analysis on a building window; and, the following timeline proposed by the window committee is approved: (1) letter mailed to homeowners by 09/15, (2) letter arrives at homeowners by 09/19, (3) homeowners respond by 09/26, (4) a contractor is consulted by 10/3.
By general consent, motion carried.
Bike Rack Committee
Moved by Kevin Southern that…
Carolyn Briggs be appointed to the bike rack committee.
By general consent, motion carried.
Payment to Community Manager
Moved by Carolyn Briggs that…
The board shall pay $125.00 to NWCM for overages incurred during the previous month.
By general consent, motion carried.
HOA board meeting time
Moved by Kevin Southern that…
Whereas financial reports are not available until later each month, and whereas meeting on the second Thursday of each month presents hardship for Lilli Szafranski , HOA board meetings shall henceforth be held on the last Wednesday of each month.
By general consent, motion carried.
Pest control action
Moved by Carolyn Briggs that…
Kevin Southern, acting on behalf of the pest control committee, shall notify owners adjacent to unit 100 (units 101, 201, and 200) that they must conduct an inspection for bedbugs in their units. The HOA will offer to pay for this inspection if it is held simultaneously with an inspection of the storage units and common areas around unit 100. The inspection date will be set for approximately the end of the month.
By general consent, motion carried.
Adjournment
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:00pm.
Monday, September 14, 2009
Building Repairs Needed -- Please Inspect Your Windows
To the Members of the Lloyd Park Condominium Owners’ Association (Association):
Several units in the building have windows that have warped. The warping is preventing the window from fully closing and sealing (the window sash does hit the frame in the middle but neither of the ends completely close and seal so the window is slightly “smiling”). In some cases, it takes a great deal of force and effort to get the windows to fully close and seal and in other cases, even with a great amount of force the windows don’t fully close and seal. There are three concerns related to the warping windows: 1.) when it is cold, it is drafty (resulting in discomfort and higher heating costs); 2.) moisture intrusion problems could develop and; 3.) upon selling, the problems will easily be spotted in the home inspection.
Rather than have each owner deal with this individually, the Board has charged a Subcommittee to look further into this issue to determine if the Association might be able to get all of the warping windows fixed at the same time. The Subcommittee, consisting of Leslie Griep (#202) and Margo Klabough (#207), would like to identify all of the windows (in units and the common areas) that are warping.
Two of the Board members and the two subcommittee members have met with Thom Zollner, the real estate agent who represented the developers who originally rehabilitated the building and sold the units. We think that we may be able to get Milgard Windows, under their 10 year warranty, to fix any of their windows that have warped.
While identifying all of the windows that may need repair or replacement, the Subcommittee also plans to move forward with having one or two of the already existing windows that have warped looked at by an impartial window expert so that we will have the information needed to approach Milgard about getting the rest repaired or replaced.
By September 26, 2009, we would like to have the all of the windows in the building assessed to determine if they are warping or not. This can be done in the following ways:
1.) Contact Leslie or Margo to look at your windows to see if they are warping;
2.) Do a self-assessment of all of your windows and let Leslie or Margo know the results (we will need to know exactly which windows are OK and which need work);
3.) If you are unable to personally inspect your window, have someone else (tenant, property manager, etc.) do the assessment.
NOTE: It is important to identify the manufacturer of any window reported as warping. Milgard Windows have an “mm” on the window near the lever release that is used to open and close the window.
We believe it is your best interest to do as thorough of an assessment as possible and to participate in the Association’s efforts. We think that we will be more effective at getting Milgard to fix or replace the windows under the warranty if there are more of us acting collectively rather than going to them individually to try and get them to fix or replace the windows in single units.
Please contact Leslie at lgriep@gmail.com or Margo at mmklabough@gmail.com by September 26, 2009 to come by and look at your unit’s windows or let us know the results of your own assessment. If we do not hear from you by September 26. 2009, we will assume that your unit does not have any windows that are warping or that you do not want to participate in this Association-wide effort.
Thank you.
Meeting Minutes: August 13, 2009
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 1st floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on August 13th, 2009. 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 July 14th meeting. Motion carried.
Officers’ reports
Carolyn Briggs, president, reported that a fire marshal inspection will soon be conducted. Northwest Community Management (NWCM) is facilitating the inspection, and Carolyn intends to be present for that inspection. Additionally, several requests made to NWCM have so far been unfulfilled: (1) a request to provide three bids for alternate reserve study sources, (2) monthly statements from NWCM indicating hourly charges for the previous year’s services, and (3) justification for election terms for the most recent two elected board members. Additionally, Carolyn has not yet heard back from HOA maintenance services, a repair and maintenance company, and will again contact them. She will then either begin maintenance or bring this issue to the board’s attention next month.
Kevin Southern reported on behalf of the treasurer, who was not present, that financials for the month of August were not yet available since NWCM did not receive adequate advance notice for the meeting. The most recent report, received for the month of July, indicated that the board was fiscally healthy.
Board and committee reports
None
Unfinished business
None
New business
Fix the time to which to adjourn
Moved by Carolyn Briggs that…
This meeting shall adjourn at roughly 8:30 to hold a brief executive session for the purpose of discussing the board’s position regarding a lien filed against a unit. When it adjourns, it adjourns to meet 9:00pm at the 1st floor lobby of the condominium.
By general consent, motion carried.
Door entry codes
Moved by Kevin Southern that…
The board shall establish a fixed code that immediately unlocks the front door. In the interests of security, this code shall be changed on an annual basis and redistributed to owners on file.
Moved by Carolyn Briggs that…
This motion be amended so that when immediately unlocking the front door, the callbox must be relatively silent (e.g. no loud buzzing).
By general consent, motion carried.
Moved by Carolyn Briggs that…
This motion shall be tabled until the technical feasibility of this solution can be determined.
By general consent, motion carried.
The chair then opened the floor for any homeowner concerns. A homeowner asked for an update regarding plans for bike racks. Another homeowner asked the board to consider posting of a neat looking bulletin board for official business near the mailboxes.
Quarterly fire alarm tests
Moved by Kevin Southern that…
Carolyn Briggs shall own quarterly testing of the fire alarm system.
By general consent, motion carried.
Regular board meeting schedule
Moved by Kevin Southern that…
The board shall meet on the 2nd Thursday of every month.
By general consent, motion carried.
Pest control policy and response
Moved by Kevin Southern that…
The board establish a policy for handling bed bug infestations within the building.
Moved by Carolyn Briggs that…
This motion be referred to a special pest control committee, headed by Kevin Southern, to draft a proposed policy and any associated expense, and report back to the board with a proposal during its regular September meeting.
By general consent, motion carried.
Window repair committee
Moved by Kevin Southern that…
The board shall establish a special committee, including Leslie Griep and Margo Klabough, that will be responsible for determining which building units contain windows that are difficult to close or will not close, and determining the source of the problem for these windows. All communication with the overall homeowner assembly shall be conducted through the board, and any expenses incurred by this committee must be approved and paid by the board.
By general consent, motion carried.
Update of homeowner records
Moved by Kevin Southern that…
The board shall obtain the most recent list of homeowner names and contact information, and will update that list to include the latest per-unit information. For each unit, the following shall be determined: (1) owner name, (2) owner mailing address, (3) owner contact phone number, (4) whether or not the unit is owner occupied. If the unit is not owner occupied, the collected information shall include: (1) a copy of the current lease agreement, (2) contact phone number for the unit’s managing entity, if not the same as the owner. Ownership and maintenance of this list shall rest with the board secretary.
By general consent, motion carried.
Consolidation of HOA records
Moved by Kevin Southern that…
All board members shall provide the secretary with copies of all HOA business materials in their possession to be filed with association records, and the secretary shall specifically ensure that the following records are on file as required by Oregon Revised Statutes and association bylaws: (1) meeting minutes, (2) budgets and financial reports, (3) insurance policies, (4) NWCM management reports, (5) voting proxies, (6) annual reports, (7) declarations and bylaws.
By general consent, motion carried.
Legal counsel
Moved by Kevin Southern that…
The board shall solicit three attorney contacts from NWCM for the purposes of interviewing and selecting a legal counsel.
By general consent, motion carried.
Property site inspections
Moved by Kevin Southern that…
Whereas the board determined in February, 2009 that the management reports filed by NWCM did not contain detail of substantial value, and
Whereas the board informally requested in February of 2009 that NWCM no longer conduct monthly site inspections,
The board shall establish whether NWCM has any special qualifications for doing site inspections or legal reasons for those inspections to be done by NWCM. Contingent on this response, the board shall request in writing that NWCM no longer perform this service.
By general consent, motion carried.
HOA registered agent and office
Moved by Kevin Southern that…
The board shall verify with NWCM whether the appropriate contact is listed as the property’s registered agent with the county.
By general consent, motion carried.
HOA primary business contact
Moved by Carolyn Briggs that…
The board chairperson shall serve as the primary contact for HOA business. When an issue is determined to require board discussion, the chairperson shall postpone decision until the next regular board meeting. Any board member may also request that an issue be deferred to the next meeting.
By general consent, motion carried.
Move-in and move-out fees
Moved by Carolyn Briggs that…
The board establish a move-in / move-out fee to be used for maintenance of common area damage likely incurred by moving activities.
Moved by Carolyn Briggs that…
After discussion and debate, the motion be laid on the table until further research and details can be amended to the motion.
By general consent, motion carried.
Bike committee
Moved by Kevin Southern that…
The social committee, headed by Lilli Szafranski, shall establish a subcommittee that shall investigate options for bike racks in the building and present a proposal including costs to the board at the board’s regular September meeting. The subcommittee shall be headed by volunteers Ricky and Mark from unit 303.
By general consent, motion carried.
Adjournment to executive session
Moved by Carolyn Briggs that the meeting adjourn.
By general consent, motion carried.
The meeting adjourned at 8:30pm for an executive session, and was again called to order at 9:00pm.
Response to recent homeowner payment default remediation
Moved by Carolyn Briggs that…
Whereas NWCM recently filed a lien against a homeowner without delivery of a first notice of default, and
Whereas the homeowner has agreed to the modified penalty payment proposed,
The board shall request that NWCM reduce the fees assessed against the homeowner to that of a first notice of default, which is fifty dollars ($50), plus the interest accrued to date for past-due payment, which is six dollars and eighty cents ($6.80). Thus, the total payment required to resolve all pending fees against the homeowner shall be fifty-six dollars and eighty cents ($56.80).
By general consent, motion carried.
Adjournment
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:10pm.
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held at the 1st floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on August 13th, 2009. 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 July 14th meeting. Motion carried.
Officers’ reports
Carolyn Briggs, president, reported that a fire marshal inspection will soon be conducted. Northwest Community Management (NWCM) is facilitating the inspection, and Carolyn intends to be present for that inspection. Additionally, several requests made to NWCM have so far been unfulfilled: (1) a request to provide three bids for alternate reserve study sources, (2) monthly statements from NWCM indicating hourly charges for the previous year’s services, and (3) justification for election terms for the most recent two elected board members. Additionally, Carolyn has not yet heard back from HOA maintenance services, a repair and maintenance company, and will again contact them. She will then either begin maintenance or bring this issue to the board’s attention next month.
Kevin Southern reported on behalf of the treasurer, who was not present, that financials for the month of August were not yet available since NWCM did not receive adequate advance notice for the meeting. The most recent report, received for the month of July, indicated that the board was fiscally healthy.
Board and committee reports
None
Unfinished business
None
New business
Fix the time to which to adjourn
Moved by Carolyn Briggs that…
This meeting shall adjourn at roughly 8:30 to hold a brief executive session for the purpose of discussing the board’s position regarding a lien filed against a unit. When it adjourns, it adjourns to meet 9:00pm at the 1st floor lobby of the condominium.
By general consent, motion carried.
Door entry codes
Moved by Kevin Southern that…
The board shall establish a fixed code that immediately unlocks the front door. In the interests of security, this code shall be changed on an annual basis and redistributed to owners on file.
Moved by Carolyn Briggs that…
This motion be amended so that when immediately unlocking the front door, the callbox must be relatively silent (e.g. no loud buzzing).
By general consent, motion carried.
Moved by Carolyn Briggs that…
This motion shall be tabled until the technical feasibility of this solution can be determined.
By general consent, motion carried.
The chair then opened the floor for any homeowner concerns. A homeowner asked for an update regarding plans for bike racks. Another homeowner asked the board to consider posting of a neat looking bulletin board for official business near the mailboxes.
Quarterly fire alarm tests
Moved by Kevin Southern that…
Carolyn Briggs shall own quarterly testing of the fire alarm system.
By general consent, motion carried.
Regular board meeting schedule
Moved by Kevin Southern that…
The board shall meet on the 2nd Thursday of every month.
By general consent, motion carried.
Pest control policy and response
Moved by Kevin Southern that…
The board establish a policy for handling bed bug infestations within the building.
Moved by Carolyn Briggs that…
This motion be referred to a special pest control committee, headed by Kevin Southern, to draft a proposed policy and any associated expense, and report back to the board with a proposal during its regular September meeting.
By general consent, motion carried.
Window repair committee
Moved by Kevin Southern that…
The board shall establish a special committee, including Leslie Griep and Margo Klabough, that will be responsible for determining which building units contain windows that are difficult to close or will not close, and determining the source of the problem for these windows. All communication with the overall homeowner assembly shall be conducted through the board, and any expenses incurred by this committee must be approved and paid by the board.
By general consent, motion carried.
Update of homeowner records
Moved by Kevin Southern that…
The board shall obtain the most recent list of homeowner names and contact information, and will update that list to include the latest per-unit information. For each unit, the following shall be determined: (1) owner name, (2) owner mailing address, (3) owner contact phone number, (4) whether or not the unit is owner occupied. If the unit is not owner occupied, the collected information shall include: (1) a copy of the current lease agreement, (2) contact phone number for the unit’s managing entity, if not the same as the owner. Ownership and maintenance of this list shall rest with the board secretary.
By general consent, motion carried.
Consolidation of HOA records
Moved by Kevin Southern that…
All board members shall provide the secretary with copies of all HOA business materials in their possession to be filed with association records, and the secretary shall specifically ensure that the following records are on file as required by Oregon Revised Statutes and association bylaws: (1) meeting minutes, (2) budgets and financial reports, (3) insurance policies, (4) NWCM management reports, (5) voting proxies, (6) annual reports, (7) declarations and bylaws.
By general consent, motion carried.
Legal counsel
Moved by Kevin Southern that…
The board shall solicit three attorney contacts from NWCM for the purposes of interviewing and selecting a legal counsel.
By general consent, motion carried.
Property site inspections
Moved by Kevin Southern that…
Whereas the board determined in February, 2009 that the management reports filed by NWCM did not contain detail of substantial value, and
Whereas the board informally requested in February of 2009 that NWCM no longer conduct monthly site inspections,
The board shall establish whether NWCM has any special qualifications for doing site inspections or legal reasons for those inspections to be done by NWCM. Contingent on this response, the board shall request in writing that NWCM no longer perform this service.
By general consent, motion carried.
HOA registered agent and office
Moved by Kevin Southern that…
The board shall verify with NWCM whether the appropriate contact is listed as the property’s registered agent with the county.
By general consent, motion carried.
HOA primary business contact
Moved by Carolyn Briggs that…
The board chairperson shall serve as the primary contact for HOA business. When an issue is determined to require board discussion, the chairperson shall postpone decision until the next regular board meeting. Any board member may also request that an issue be deferred to the next meeting.
By general consent, motion carried.
Move-in and move-out fees
Moved by Carolyn Briggs that…
The board establish a move-in / move-out fee to be used for maintenance of common area damage likely incurred by moving activities.
Moved by Carolyn Briggs that…
After discussion and debate, the motion be laid on the table until further research and details can be amended to the motion.
By general consent, motion carried.
Bike committee
Moved by Kevin Southern that…
The social committee, headed by Lilli Szafranski, shall establish a subcommittee that shall investigate options for bike racks in the building and present a proposal including costs to the board at the board’s regular September meeting. The subcommittee shall be headed by volunteers Ricky and Mark from unit 303.
By general consent, motion carried.
Adjournment to executive session
Moved by Carolyn Briggs that the meeting adjourn.
By general consent, motion carried.
The meeting adjourned at 8:30pm for an executive session, and was again called to order at 9:00pm.
Response to recent homeowner payment default remediation
Moved by Carolyn Briggs that…
Whereas NWCM recently filed a lien against a homeowner without delivery of a first notice of default, and
Whereas the homeowner has agreed to the modified penalty payment proposed,
The board shall request that NWCM reduce the fees assessed against the homeowner to that of a first notice of default, which is fifty dollars ($50), plus the interest accrued to date for past-due payment, which is six dollars and eighty cents ($6.80). Thus, the total payment required to resolve all pending fees against the homeowner shall be fifty-six dollars and eighty cents ($56.80).
By general consent, motion carried.
Adjournment
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:10pm.
Tuesday, June 23, 2009
Annual Meeting Scheduled: July 14, 2009
The annual meeting is scheduled for July 14, 2009. If a member-owner would like to submit an agenda item, please send it to lloydparkhoa@gmail.com.
Meeting Minutes: May 12, 2009
May 12, 2009
Meeting opened at 7:10 p.m.
Minutes of the April 13 meeting. Read and approved as read.
Taraneh motion, Carolyn seconded a Resolution to appoint Lilli Szafranski #301 as 3rd HOA board member.
Carolyn motion, Tara seconds resolution that Tara request proposals from other condo management companies, to be reviewed at next board meeting. Motion passes.
Minutes of the April 13 meeting. Read and approved as read.
Taraneh motion, Carolyn seconded a Resolution to appoint Lilli Szafranski #301 as 3rd HOA board member.
Carolyn motion, Tara seconds resolution that Tara request proposals from other condo management companies, to be reviewed at next board meeting. Motion passes.
Board responded to a query from an owner with regard to plumbing connected to the unit may be leaking. Article IX, Section 1 (b) clearly states "Each unit owner shall be responsible for...plumbing... that may be in or connected with his unit regardless of whether such items are designated common elements." Briggs moves, Foster seconds that Foster will forward this information to the owner of the unit. Motion passes.
Briggs motion, Foster seconds to schedule an additional board meeting Tuesday May 26 2009. Motion passes.
Meeting adjourned at 9 p.m.
Briggs motion, Foster seconds to schedule an additional board meeting Tuesday May 26 2009. Motion passes.
Meeting adjourned at 9 p.m.
Friday, May 29, 2009
LDCA annual meeting Thursday, June 4
The Lloyd District Community Association (LDCA) will hold its annual meeting to elect officers and vote on proposed bylaws changes at 11:45 a.m. Thursday, June 4, at the Ambridge Event Center, located at 1333 Northeast MLK, Jr., Blvd., Portland, Ore.
To attend, you must RSVP by Tuesday, June 2, by email (Isabelle@tsgpdx.com) or phone (503-774-2832).
For more information, please visit www.lloyddistrict.org. It appears there is an open board position in addition to current candidates.
Wednesday, May 20, 2009
Meeting Minutes: April 13, 2009
April 13, 2009
Meeting opened 7 p.m.
Minutes of January 13, 2009
Minutes of March 10, 2009
approved as read
Treasurer's report
Annual Condominium Report signed and returned to NWCM for filing with the Real Estate Agency (state of Oregon?).
March Financials received from NWCM, slightly over budgeted payables for March due to Board and Officers Insurance coverage. The board did not approve this expense or overage. Upon receiving information about the insurance bill on March 27, Foster replied on March 28 asking NWCM if a board approval is required, but received no response from NWCM except to say that the insurance had been paid (after the fact).
Secretary's report
NWCM forwarded the HOA 2009 budget to owners a second time, in March with the April assessment bill.
Landscaping Committee report
No report at this time.
Residential Life Committee report
Briggs reports that beginning June there will be twice monthly Thursday early evening gatherings in the courtyard at the front stoop for which she will make posters for the board in the utility room.
New Business
Foster reports being approached by an resident-owner regarding exterior window replacement in a unit that is currently rented. The owner of the rented unit reported to the resident-owner that after speaking with Candra at NWCM, the owner was able to move forward with a window replacement schedule without communication to or approval from the Board. It appears that this may be a violation of Article 9, Section 3, of the HOA bylaws.
Motion made by Foster, seconded by Briggs:
Briggs will, in writing, follow up with management at NWCM regarding this issue. Motion passed.
Old Business
No nominations for the open position on the HOA board.
Call box reset - reset will occur Sunday April 19.
Foster moves, Briggs seconds the following call box access code request policy:
Owners must request an access code from the board in writing, to be reviewed at the next regular board meeting, to be implemented the Sunday following the board meeting.
For property security purposes the board is attempting to prevent people who do not live in the building from having ongoing access to the building. Vendors, guests, etc. are encouraged to use the call box to contact the owner/resident to be buzzed into the building. In addition, blocking the front or back door open is not allowed unless owner/resident is moving in/out and supervising access to the building from the street. Delivery vendors may use the call box to contact the owner/resident directly for access to the building.
Circumstances in which a temporary access code may be granted:
Owner/resident does not have a local area code phone number (the call box will dial only 503- and 971- area codes).
Owner/resident does not have a functioning door key but currently owns or has a current lease agreement.
Incomplete Action item - Briggs, with regard to having Portland Police remove trespassers in the courtyard, on the front stoop or in the back driveway, Briggs has not finished the paperwork.
Building Maintenance -
Keys: NWCM reports they have only a copy of the front door key.
Foster moves, Briggs seconds that a building key proposal go to the owner's meeting and that rekeying bids be solicited fall 2009 for action in the 2010 budget.
Carpet: Has a repair has been made to the carpet outside unit #301? There is a visible difference at the seam where two sections of carpet come together near that unit door.
Briggs moves, Foster seconds that Briggs inquire with the owner of #301 and NWCM to determine if carpet repair has been made. May meeting to make a determination what repair is required if any, possible vendors.
Mortar work repair status: no repair is required, when unit #101 sold a year ago the inspector questioned the routine mortar work that must be done in a brick building and inquired as to the schedule of maintenance. Nothing needs to be repaired at this time.
Plumbing emergency unit #209: water leaked from the toilet down into the walk-through utility room where electric meters are located. Topic discussion moved to the May meeting.
Topic of bicycle management in the common spaces moved to the May meeting.
Adjournment at 9:05
Meeting opened 7 p.m.
Minutes of January 13, 2009
Minutes of March 10, 2009
approved as read
Treasurer's report
Annual Condominium Report signed and returned to NWCM for filing with the Real Estate Agency (state of Oregon?).
March Financials received from NWCM, slightly over budgeted payables for March due to Board and Officers Insurance coverage. The board did not approve this expense or overage. Upon receiving information about the insurance bill on March 27, Foster replied on March 28 asking NWCM if a board approval is required, but received no response from NWCM except to say that the insurance had been paid (after the fact).
Secretary's report
NWCM forwarded the HOA 2009 budget to owners a second time, in March with the April assessment bill.
Landscaping Committee report
No report at this time.
Residential Life Committee report
Briggs reports that beginning June there will be twice monthly Thursday early evening gatherings in the courtyard at the front stoop for which she will make posters for the board in the utility room.
New Business
Foster reports being approached by an resident-owner regarding exterior window replacement in a unit that is currently rented. The owner of the rented unit reported to the resident-owner that after speaking with Candra at NWCM, the owner was able to move forward with a window replacement schedule without communication to or approval from the Board. It appears that this may be a violation of Article 9, Section 3, of the HOA bylaws.
Motion made by Foster, seconded by Briggs:
Briggs will, in writing, follow up with management at NWCM regarding this issue. Motion passed.
Old Business
No nominations for the open position on the HOA board.
Call box reset - reset will occur Sunday April 19.
Foster moves, Briggs seconds the following call box access code request policy:
Owners must request an access code from the board in writing, to be reviewed at the next regular board meeting, to be implemented the Sunday following the board meeting.
For property security purposes the board is attempting to prevent people who do not live in the building from having ongoing access to the building. Vendors, guests, etc. are encouraged to use the call box to contact the owner/resident to be buzzed into the building. In addition, blocking the front or back door open is not allowed unless owner/resident is moving in/out and supervising access to the building from the street. Delivery vendors may use the call box to contact the owner/resident directly for access to the building.
Circumstances in which a temporary access code may be granted:
Owner/resident does not have a local area code phone number (the call box will dial only 503- and 971- area codes).
Owner/resident does not have a functioning door key but currently owns or has a current lease agreement.
Incomplete Action item - Briggs, with regard to having Portland Police remove trespassers in the courtyard, on the front stoop or in the back driveway, Briggs has not finished the paperwork.
Building Maintenance -
Keys: NWCM reports they have only a copy of the front door key.
Foster moves, Briggs seconds that a building key proposal go to the owner's meeting and that rekeying bids be solicited fall 2009 for action in the 2010 budget.
Carpet: Has a repair has been made to the carpet outside unit #301? There is a visible difference at the seam where two sections of carpet come together near that unit door.
Briggs moves, Foster seconds that Briggs inquire with the owner of #301 and NWCM to determine if carpet repair has been made. May meeting to make a determination what repair is required if any, possible vendors.
Mortar work repair status: no repair is required, when unit #101 sold a year ago the inspector questioned the routine mortar work that must be done in a brick building and inquired as to the schedule of maintenance. Nothing needs to be repaired at this time.
Plumbing emergency unit #209: water leaked from the toilet down into the walk-through utility room where electric meters are located. Topic discussion moved to the May meeting.
Topic of bicycle management in the common spaces moved to the May meeting.
Adjournment at 9:05
Call box issues resolved (and other news)
As many of you are aware, we experienced some technical issues when we did the call box reset. Those issues have been resolved.
In addition, we have repaired the front door lock without needing to rekey. Your current key should work again. If it does not, please email lloydparkhoa@gmail.com.
We also had the door to the roof keyed, so that roof access is now restricted. We did this because the roof is a membrane roof, and improper footwear / anything that causes stress and/or punctures will cause leaks, building damage and rot, so with the exception of inspections and maintenance, roof access is denied.
Monday, April 13, 2009
Meeting Minutes: January 13, 2009
Association of Unit Owners of the Lloyd Park Condominium
Regular Meeting of the Board
7 p.m. Wednesday, January 13, 2009
1509 NE 10th Ave., Unit 103, Portland
Officers Presiding
Taraneh Foster, Treasurer
Carolyn Briggs, Secretary
7:10 p.m. Call to Order
Quorum established
Minutes from meeting of November 2008 were not complete.
Officer and Standing Committee reports:
Treasurer's report:
Vendor selected to prepare 2008 taxes.
Regular Meeting of the Board
7 p.m. Wednesday, January 13, 2009
1509 NE 10th Ave., Unit 103, Portland
Officers Presiding
Taraneh Foster, Treasurer
Carolyn Briggs, Secretary
7:10 p.m. Call to Order
Quorum established
Minutes from meeting of November 2008 were not complete.
Officer and Standing Committee reports:
Treasurer's report:
Vendor selected to prepare 2008 taxes.
Secretary's report:
Nothing new to report.
Nothing new to report.
Landscaping Committee Report:
No representative of the Landscaping Committee attended the board meeting.
No representative of the Landscaping Committee attended the board meeting.
Rental Ratio Committee Report:
No representative of the Rental Ratio Committee attended the board meeting.
Motion made by Foster, seconded by Briggs:
Request that members of the Rental Ratio Committee attend the next board meeting to report progress, if any, and include a budget, if any, for inclusion in the HOA budget. Foster will contact members of the committee. Motion passed.
No representative of the Rental Ratio Committee attended the board meeting.
Motion made by Foster, seconded by Briggs:
Request that members of the Rental Ratio Committee attend the next board meeting to report progress, if any, and include a budget, if any, for inclusion in the HOA budget. Foster will contact members of the committee. Motion passed.
Bicycle Committee:
No members are on this committee.
Motion made by Briggs, seconded by Foster:
That the Bicycle Committee become part of the Residential Life Committee. Motion passed.
No members are on this committee.
Motion made by Briggs, seconded by Foster:
That the Bicycle Committee become part of the Residential Life Committee. Motion passed.
Residential Life Committee:
No members or residents are on this committee. Briggs volunteers to represent the HOA board on this committee.
Unfinished Business, Questions from Owners/Residents
An owner asked:
Where do bylaws require owner communication to be posted/distributed?
Much discussion ensued, with reference to the bylaws.
It was determined that HOA board meeting mintues must be on file at NWCM and are available to owners upon written request. In addition, the board, at this time, elects to post the meeting minutes on the blog.
Open Board position:
What is the correct process for filling this position?
Much discussion ensued, with reference to the bylaws.
It was determined that the bylaws are unclear as to the number of individuals elected or appointed to the Board, and whether these individuals must be owners, or can be others (renters or others).
Motion made by Briggs, seconded by Foster:
That Briggs forward this question to two attornies for no-cost advise (on the understanding that it's worth what we pay for it), to Mr Briggs (an attorney in Wisconsin) and to the owner of unit #101 (an attorney in Washington). Motion passed.
Motion made by Briggs, seconded by Foster:
That NWCM forward another notice to owners of an open board position. Foster will make this request of NWCM. Motion passed.
Bed Bug Infestation:
The board received a final report from Foster stating that all units known to have bed bugs had been found to be clean and clear. This issue is considered to be complete.
Bulliten Board:
Former member of the board suggested that the following items be posted to a bulliten board in the building:
Information about the blog, information about garbage and recycling, information about common area use, information about storage areas, information about smoking in common areas, paint color schemes and vendor, who to notify for call box changes, notice that external doors are to remain closed and locked, notice that fire doors (the self closing doors) are to remain unblocked so that they close and not be propped open, pay parking option at the lot at 9th and Halsey.
Call Box:
Building security is an issue, a concern that visitors of former residents know the universal code, a concern that residents are giving out the universal code. Foster provided the call box manufacturer handbook for reference.
Motion made by Foster, seconded by Briggs:
That the call box be reset. That owners be contacted by written notice. The universal access code will be eliminated. Motion passed.
Tresspassing on the Front Stoop:
Motion made by Briggs, seconded by Foster:
That Briggs complete the Portland Police form, that Briggs be the contact person required on the form, that signs that can't be destroyed or removed easily be posted near the chairs on the front stoop saying "No Tresspassing". Motion passed.
Door Keys:
Many doors, no keys known.
Motion made by Briggs, seconded by Foster:
The board requests that NWCM report what keys to which doors it holds, and request from the developer any remaining keys that it may be holding. Motion passed.
Carpet Cleaning:
Motion made by Foster, seconded by Briggs:
That NWCM go forward with the carpet cleaning researched by Terry. Motion passed.
Mortar Work:
Motion made by Briggs, seconded by Foster:
That Briggs contact NWCM to get report about mortar work and understand the concerns. Motion passed.
Quarterly Fire Alarm Testing:
Motion made by Briggs, seconded by Foster:
That quarterly testing will be included in a maintenance plan for the property, to be carried out by the vendor who is approved for the maintenance contract. Motion passed.
Meeting adjourned.
No members or residents are on this committee. Briggs volunteers to represent the HOA board on this committee.
Unfinished Business, Questions from Owners/Residents
An owner asked:
Where do bylaws require owner communication to be posted/distributed?
Much discussion ensued, with reference to the bylaws.
It was determined that HOA board meeting mintues must be on file at NWCM and are available to owners upon written request. In addition, the board, at this time, elects to post the meeting minutes on the blog.
Open Board position:
What is the correct process for filling this position?
Much discussion ensued, with reference to the bylaws.
It was determined that the bylaws are unclear as to the number of individuals elected or appointed to the Board, and whether these individuals must be owners, or can be others (renters or others).
Motion made by Briggs, seconded by Foster:
That Briggs forward this question to two attornies for no-cost advise (on the understanding that it's worth what we pay for it), to Mr Briggs (an attorney in Wisconsin) and to the owner of unit #101 (an attorney in Washington). Motion passed.
Motion made by Briggs, seconded by Foster:
That NWCM forward another notice to owners of an open board position. Foster will make this request of NWCM. Motion passed.
Bed Bug Infestation:
The board received a final report from Foster stating that all units known to have bed bugs had been found to be clean and clear. This issue is considered to be complete.
Bulliten Board:
Former member of the board suggested that the following items be posted to a bulliten board in the building:
Information about the blog, information about garbage and recycling, information about common area use, information about storage areas, information about smoking in common areas, paint color schemes and vendor, who to notify for call box changes, notice that external doors are to remain closed and locked, notice that fire doors (the self closing doors) are to remain unblocked so that they close and not be propped open, pay parking option at the lot at 9th and Halsey.
Call Box:
Building security is an issue, a concern that visitors of former residents know the universal code, a concern that residents are giving out the universal code. Foster provided the call box manufacturer handbook for reference.
Motion made by Foster, seconded by Briggs:
That the call box be reset. That owners be contacted by written notice. The universal access code will be eliminated. Motion passed.
Tresspassing on the Front Stoop:
Motion made by Briggs, seconded by Foster:
That Briggs complete the Portland Police form, that Briggs be the contact person required on the form, that signs that can't be destroyed or removed easily be posted near the chairs on the front stoop saying "No Tresspassing". Motion passed.
Door Keys:
Many doors, no keys known.
Motion made by Briggs, seconded by Foster:
The board requests that NWCM report what keys to which doors it holds, and request from the developer any remaining keys that it may be holding. Motion passed.
Carpet Cleaning:
Motion made by Foster, seconded by Briggs:
That NWCM go forward with the carpet cleaning researched by Terry. Motion passed.
Mortar Work:
Motion made by Briggs, seconded by Foster:
That Briggs contact NWCM to get report about mortar work and understand the concerns. Motion passed.
Quarterly Fire Alarm Testing:
Motion made by Briggs, seconded by Foster:
That quarterly testing will be included in a maintenance plan for the property, to be carried out by the vendor who is approved for the maintenance contract. Motion passed.
Meeting adjourned.
Meeting Minutes: March 10, 2009
Association of Unit Owners of the Lloyd Park Condominium
1509 NE 10th Ave., Unit 103, Portland
I. Reading and approval of the minutes
Meeting minutes from November 19, 2008 were approved as read.
II. Reports of Officers, Standing Committees
Treasurer’s Report
Secretary’s Report
Landscaping Committee Report
Rental Ratio Committee Report
Residential Life Committee
Call Box
Trespassing Issue
Building Maintenance
Common area door keys
Carpet
Board is still seeking answers to whether or not carpet repair was completed for the carpet outside unit 301.
VI. New Business
No new business at this time.
VII. Adjournment
Regular Meeting of the Board
7 p.m. Tuesday, March 10, 20091509 NE 10th Ave., Unit 103, Portland
Officers Presiding:
Taraneh Foster, Treasurer
Carolyn Briggs, Secretary
7 p.m. Call to Order
Quorum established
I. Reading and approval of the minutes
Meeting minutes from November 19, 2008 were approved as read.
II. Reports of Officers, Standing Committees
Treasurer’s Report
January financials were received from Northwest Community Management; 2008 taxes were filed.
Secretary’s Report
Motion made by Briggs (seconded by Foster):
The board appoint an ad hoc committee to be formed to review association bylaws' content and propose changes to improve clarity of language.
Motion adopted.
Briggs appointed as chair of bylaws committee.
Landscaping Committee Report
No report at this time.
Rental Ratio Committee Report
Motion made by Briggs (seconded by Foster):
The board dissolve the rental ratio committee due to lack of committee communication to the board. Motion adopted.
Residential Life Committee
No report at this time.
III. Reports of Special Committees
None.
IV. Special Orders
None.
V. Unfinished Business and General Orders
Open board position
III. Reports of Special Committees
None.
IV. Special Orders
None.
V. Unfinished Business and General Orders
Open board position
No nominations have been received.
Call Box
Board directs Northwest Community Management to distribute a letter to owners informing them of the call box reset on Sunday, April 19, 2009, to remove the access code for security purposes. The letter also informs owners how to continue using the call box.
Trespassing Issue
Ongoing.
Building Maintenance
The board is developing a maintenance plan for the association.
Common area door keys
Discussion tabled to the next board meeting, pending receipt of common area keys in Northwest Community Management's possession.
Carpet
Board is still seeking answers to whether or not carpet repair was completed for the carpet outside unit 301.
Mortar Repair
It was brought to the board's attention in the spring of 2008 that mortar work may need to be done on the southwest side of the building. The board investigated the recommendation and determined that this issue was addressed in the reserve study and needed no further investigation.
VI. New Business
No new business at this time.
VII. Adjournment
Meeting adjourned at 8:30 p.m.
Monday, March 23, 2009
Meeting Minutes: November 19, 2008
Association of Unit Owners of the Lloyd Park Condominium
Regular Meeting of the Board
7 p.m. Wednesday, November 19, 2008
1509 NE 10th Ave., Unit 103, Portland
Officers Presiding:
Taraneh Foster, Treasurer
Carolyn Briggs, Secretary
7 p.m. Call to Order
Quorum established
Reading and approval of the minutes
Minutes from meetings of August 21, October 23 were approved as read.
Motion made by Briggs:
That Carolyn contact the landscaping contractor to request that watering of the in-ground plants cease until April 2009, and that the driveway receive leaf removal treatment.
Motion adopted.
Motion made by Foster:
Budget as amended (attached).
Motion adopted.
Motion made by Briggs:
Any HOA dues collected that exceed HOA expenses should be applied to HOA reserves.
Motion adopted.
Motion made by Foster:
HOA Board to develop an online method of communication between the Board and owners/residents.
Motion adopted.
Meeting adjourned at 8:30 p.m.
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