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.
