Board Meeting Minutes – December 20, 2014

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

December 20^th, 2014

Call to order
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held in unit 301 of 1509 NE 10^th Ave, Portland, OR, 97232 on December 20^th, 2014. The meeting convened at 11:00 am.
Members in attendance
Kiel Johnson, chairperson
Ashley Rogers, treasurer
Officers' reports
None.
Board and committee reports
The minutes from the previous month's board meeting were reviewed and approved.
The maintenance committee reported that two light bulbs on the second floor have been replaced. The outside candlelabra lights have also been replaced with LED lights. Cost was $79. There is one left over bulb in the light closest.
The landscaping committee reported that the gardening has been pretty minimal this season. Once a week go around and pick up trash.
Kevin Southern reported that a draft 2015 Reserve Study has been provided by NW Management Trust, and that review has begun. The expectation is to have reviews and updates completed by end of November so that the 2015 budget can be approved in December's board meeting.
Kiel Johnson reported that a local neighborhood organization, Central Northeast Neighbors, is taking applications for small community improvement proposals. Grants range from $1000-$2000, and the organization has a total grant budget of $8000 for the area. Any association members with ideas are encouraged to submit them.
Kiel Johnson reported that he has notified the landscaping company previously handling landscaping for the condominium that we will no longer be using their services. Kiel is heading a landscaping committee that will maintain the landscaping on the premises. The board will revisit the effectiveness of this approach in approximately six months. Kiel reported that there is no water bib on the north side of the courtyard, and that at the end of winter, the association might want to run plumbing to that side of the walkway to allow for a drip watering system to operate on both sides of the courtyard.
Owners Forum
None
Unfinished business
None
New business
Boiler Replacement

Moved by Kiel Johnson that…

Whereas boiler leaking has increased in previous weeks, and…

Whereas boilers are of considerable age (exact age unknown)…

The board will solicit three bids for both conventional and hybrid water heating systems, and contract with one of these vendors to replace the building's water heaters based on both upfront cost and anticipated utility savings. Two bids have been received thus far: (1) George Morlan (conventional) for $10625, (2) Greensavers (hybrid/tankless) for $13720. The board is awaiting a bid from Neil Kelly for a similarly designed hybrid/tankless system.

By general consent, motion carried.

Adjournment
Kiel Johnson moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 12:15pm. The next board meeting is scheduled for February 7, 2015 at 7:00pm.

Board Meeting Minutes – November 9, 2014

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium November 9th, 2014

CALL TO ORDER

A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held in unit 301 of 1509 NE 10th Ave, Portland, OR, 97232 on November 9th, 2014. The meeting convened at 6:12 pm. Previous months meeting minutes approved.

MEMBERS IN ATTENDANCE
Kiel Johnson, chairperson

Ashley Rogers, treasurer

OFFICERS' REPORTS

None.

BOARD AND COMMITTEE REPORTS

The maintenance committee reported that a light bulb had been replaced on the second floor stairway. Green Steam carpet cleaning cleaned the buildings carpets at the beginning of the month for $519. We all agreed they did an excellent job.

The landscaping committee reported a problem with slugs. A slug trap has been purchased and is working effectively. Otherwise plants are in good shape.
NEW BUSINESS
New boilers – Kiel reported leaking water from boiler and pipe in boiler room. This week Ashley will contact plumber to get estimate to fix and/or replace boiler. We have $6,000 for boiler replacement in 3 years. If more efficient boiler upgrade is possible might make sense to move that up, especially if current ones are leaking.
Photo exhibit – Kiel will purchase 5 picture frames to put in stairway. He will then send out notice to residents asking for photo submissions the board will then pick 5 to print and put in frames. These photos will rotate every 6 months and whoever submits photo will get print once it is rotated out.
ADJOURNMENT



Kiel Johnson moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 7:31pm. The next board meeting is scheduled for December 7, 2014 at 6:30pm.

Board Meeting Minutes – October 5, 2014

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

October 5^th, 2014

Call to order
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held in unit 301 of 1509 NE 10^th Ave, Portland, OR, 97232 on October 5^th, 2014. The meeting convened at 7:15 pm.
Members in attendance
Kiel Johnson, chairperson
Kevin Southern, secretary
Officers' reports
None.
Board and committee reports
The maintenance committee reported that there were no notable maintenance concerns since the last meeting of the board.
Kevin Southern reported that a draft 2015 Reserve Study has been provided by NW Management Trust, and that review has begun. The expectation is to have reviews and updates completed by end of November so that the 2015 budget can be approved in December's board meeting.
Kiel Johnson reported that a local neighborhood organization, Central Northeast Neighbors, is taking applications for small community improvement proposals. Grants range from $1000-$2000, and the organization has a total grant budget of $8000 for the area. Any association members with ideas are encouraged to submit them.
Kiel Johnson reported that he has notified the landscaping company previously handling landscaping for the condominium that we will no longer be using their services. Kiel is heading a landscaping committee that will maintain the landscaping on the premises. The board will revisit the effectiveness of this approach in approximately six months. Kiel reported that there is no water bib on the north side of the courtyard, and that at the end of winter, the association might want to run plumbing to that side of the walkway to allow for a drip watering system to operate on both sides of the courtyard.
Owners Forum
None
Unfinished business
None
New business
Carpet Cleaning

Moved by Kevin Southern that…

Whereas the building hallway carpets have not been cleaned in some time, and…

Whereas the current annual budget includes an allowance for two carpet cleanings per year…

The board will schedule the building's carpets for cleaning. When a date is confirmed, a notice will be posted near the mailboxes.

By general consent, motion carried.

Window Washing

Moved by Kevin Southern that…

After reviewing several options with varying cost estimates from two local window washing contractors, the board will solicit the vendor that proposes to wash windows directly, as opposed to one that uses pole mounted water jets. The plan is to budget and contract with the vendor in approximately June of 2015.

By general consent, motion carried.

Adjournment
Kiel Johnson moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:20pm. The next board meeting is scheduled for November 2, 2014 at 6:30pm.

Board Meeting Minutes – September 7, 2014

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

September 7^th, 2014

Call to order

A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held in unit 301 of 1509 NE 10^th Ave, Portland, OR, 97232 on September 7^th, 2014.  The meeting convened at 7:05 pm.

Members in attendance

Kiel Johnson, chairperson

Ashley Rogers, treasurer

Officers’ reports

None.

Board and committee reports

The maintenance committee reported that the interior of the front door has been repainted, and that there are approximately four gallons of paint remaining.

We reviewed plans for new development on Hassalo and 9th as well as mall improvements. Kiel Johnson went to meeting about mall changes and reported that Halsey side will undergo changes first. All mall improvements should be completed in a year as well as the completion of Hassalo building.

Owners Forum

None

Unfinished business

None

New business

Changes to Landscaping

Moved by Kiel Johnson that…

Whereas the current annual budget for building landscaping is $1600…

Whereas the anticipated costs for resident management of the limited landscaping efforts needed by the building are minimal…

The landscaping contract will be terminated.  A landscaping committee, chaired by Kiel Johnson, will install a timed watering system and perform hedge trimming and fertilizing.  The board will re-assess the effectiveness of this solution in six months.

By general consent, motion carried.

Request for Crosswalk Marking

Moved by Kiel Johnson that…

The board approve a letter addressed to the Lloyd District Pedestrian Committee requesting the installation of crosswalks at the intersection of Halsey Street and 10^th Avenue.

By general consent, motion carried.

Adjournment

Kiel Johnson moved that the meeting adjourn.  By general consent, the motion carried.  The meeting adjourned at 7:45pm.  The next board meeting is scheduled for October 5, 2014 at 7:00pm.

Board Meeting Minutes – May 4, 2014

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

May 4^th, 2014

Call to order
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held in unit 301 of 1509 NE 10^th Ave, Portland, OR, 97232 on May 4^th, 2014. The meeting convened at 6:40 pm.
Members in attendance
Kevin Southern, secretary
Ashley Rogers, treasurer, acting chairperson

 
Officers' reports
Kevin Southern reported that The Management Trust has indicated that the HOA is financially healthy. Reserves are adequately funded and the association cash accounts are properly funded.
Board and committee reports
Moisture readings from before the 2013 building tuck pointing were conducted have been retrieved as well as the moisture sensor that was used to take them. These materials were provided to a building resident who has volunteered to take new readings throughout the building for a comparison of before and after envelope treatment. The board looks forward to a report-out for next month's meeting.
Bike racks are in the process of being installed in the utility room, but because some components were not delivered correctly, there has been a delay in the completion of the installation. Rack installation should be completed sometime in May.
Owners Forum
This month, a combination lock was installed on the garbage bins behind the building. Owners in attendance unanimously agreed that the change is a fantastic improvement for the building. There have been no incidents of garbage strewn around the alley, and incidents of loitering are noticeably diminished.
Unfinished business
None
New business
Touch-up paint

Moved by Kevin Southern that…

Whereas a building resident is willing to organize a building touch-up painting event, and…

Whereas a resident based touch-up event will save the association money…

Touch-up painting for 2014 will be conducted by building residents instead of through professional contracting.

By general consent, motion carried.

Back door re-keying

Moved by Kevin Southern that…

Whereas residents do not have a key that accesses the back door deadbolt…

The board will have the locks re-keyed to match the front door.

By general consent, motion carried.

Sidewalk bike racks

Moved by Kevin Southern that…

Whereas the city offers a program for free installation of sidewalk bike racks, and…

Whereas residents in attendance at the board meeting were in approval of having access to sidewalk bike racks for the use of their guests…

The board will request installation of two bike racks on the sidewalk adjacent to the condominium building.

By general consent, motion carried.

Adjournment
Kevin Southern moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 7:35pm. The next board meeting is scheduled for June 8, 2014 at 6:30pm.

Board Meeting Minutes – March 16, 2014

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

March 16^th, 2014

Call to order
A regular meeting for the Board of Directors of the Association of Unit Owners of Lloyd Park Condominium, was held in unit 301 of 1509 NE 10^th Ave, Portland, OR, 97232 on March 16^th, 2014. The meeting convened at 7:00 pm.
Members in attendance
Kevin Southern, secretary
Ashley Rogers, treasurer, acting chairperson

 
Officers' reports
None.
Board and committee reports
In 2013, the board hired a masonry contractor to tuck-point, re-seal, and re-caulk the south facing wall of the building. Prior to conducting this work, the board took moisture measurements from the interior walls along this side of the building. With the winter season coming to an end, the board will now re-administer moisture readings along the south side of the building and compare them to readings taken before the repairs. The effectiveness of the repairs in resolving moisture concerns will be used to determine next steps regarding further envelope maintenance. The board has determined that the east side of the building is the next target for repair.
Owners Forum
An owner reported that maintenance operations being conducted by the Lloyd Center Mall, primarily pressure washing, have been ongoing during late evening hours (midnight and later). The owner contacted the mall management, and was connected with Dennis Henderson, the mall's operations manager. After expressing concerns, the mall maintenance has been stopping at 10:00pm. The board discussed remediation options with city noise control officials. If necessary, the city typically needs to know when the noise is occurring so that they can send out appropriate personnel when the disturbance is occurring. Current mall activities, ending at 10:00pm, are not an issue as long as noise issues at later hours do not resume.
An owner reported that, with the recovering economic situation, new development operations are underway in the vicinity. One of the substantial developments is a new apartment building being constructed just a few blocks from Lloyd Park. This development alone is expected to raise residency in the Lloyd District from approximately 1000 people today to a total of approximately 2000. A new grocery is expected to occupy the ground floor of the new building.
Unfinished business
None
New business
Smoking in the building

Moved by Kevin Southern that…

Whereas new complaints were recently received from third floor occupants regarding smoke intrusion into their unit, and….

Whereas after consulting with the occupant of the unit directly underneath the disturbed party, it was found that the occupant is not a smoker nor has had any guests smoke within their unit…

The board will post No Smoking signs within the building, both near the front door and the back door. A flyer will also be posted with more explicit outlining of no-smoking areas as well as associated penalties.

By general consent, motion carried.

Touch-up painting

Moved by Ashley Rogers that…

Whereas the interior painting of the building, particularly on and around the main building entrance and front door, are showing wear…

The board will hire a maintenance company to administer touch-up painting to the front door and in-need wall areas. Once a date has been arranged, the board will post notices for those sensitive to painting fumes.

By general consent, motion carried.

Adjournment
Kevin Southern moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 8:45pm. The next board meeting is scheduled for April 6, 2014 at 6:30pm.