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.
