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.
