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
