Lloyd Park HOA

Board Meeting Minutes – Aug 3, 2011

2011-08-03T20:30:00.000-07:00

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

August 3^rd, 2011

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 3^rd floor lobby of 1509 NE 10^th Ave, Portland, OR, 97232 on August 3^rd, 2011. The meeting convened at 7:05pm.

Members in attendance

President Terry Spencer, presiding

Kevin Southern, secretary

Ashley Rogers, treasurer

Officers' reports

None.

Board and committee reports

Carolyn Briggs (departing chairperson) reported that the no-freeze hose bib has now been installed, and semi-annual access to the building crawlspace for turning on and off water to these bibs is no longer necessary.

Owners Forum

An owners forum was held to review matters concerning homeowners present at the meeting.

An owner reported that the emergency escape door window/frame still needed to be painted, as there was raw wood remaining from a recent glass repair.

Unfinished business

None

New business

Emergency Door Repair

Moved by Terry Spencer that…

Whereas an owner has reported that the frame of the emergency exit door remains unpainted from a recent repair…

Kevin will request that The Management Trust NW dispatch HOA Maintenance to complete the door repair and painting.

By general consent, motion carried.

Building Welcome Letter

Moved by Terry Spencer that…

Whereas there is various standard information that would be useful for new owners and tenants in the building…

Margo Klabough will create a draft of a "Welcome to the Building" letter for approval at a subsequent HOA board meeting. The draft will include a note indicating that fire doors are to remain closed, and not used except in case of an emergency.

By general consent, motion carried.

HOA Meeting Scheduling

Moved by Terry Spencer that…

Whereas the HOA board has been following an erratic board meeting schedule, which is difficult for homeowners to be aware of and attend…

Except in case of specific exceptions, future board meetings will be held on the first Sunday of each month.

By general consent, motion carried.

Adjournment

Terry Spencer moved that the meeting adjourn to executive session at 8:30pm. By general consent, the motion carried. No additional board business was conducted following executive session. The next board meeting is scheduled for September 4, 2011 at 6:30pm.

Board Meeting Minutes - Nov 2, 2010

2011-03-13T11:55:00.000-07:00

Minutes for

Regular Meeting of the Board of Directors

of the

Association of Unit Owners of Lloyd Park Condominium

November 2^nd, 2010

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 3^rd floor lobby of 1509 NE 10^th Ave, Portland, OR, 97232 on November 2^nd, 2010. The meeting convened at 7:10pm.

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 September 1^st meeting. Motion carried.

Officers’ reports

None.

Board and committee reports

HOA Collection Dues

A request has been submitted to one law firm regarding HOA representation for unpaid assessments and dues, and a response is being awaited. Carolyn knows from previous conversations with NWCM that there are two other local firms that may be able to represent the HOA, and will contact them as well.

Posting of Board Minutes

Kevin reported that he will resume posting board meeting minutes on lloydparkhoa.blogspot.com, and will circumvent previous posting difficulties by removing formatting from the minutes.

Unfinished business

None

New business

2011 Reserve Study and Budget Planning

With no new business for review, the HOA board used the remaining time to review the latest proposed reserve study and budget. The board took assignments for follow-up with respect to each line item, and will re-convene on November 18^th to resume review and planning

Adjournment

Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 9:15pm. The next board meeting is scheduled for November 18, 2010 at 6:30pm.

Board Meeting Minutes - Sep 1, 2010

2010-11-13T09:22:00.001-08:00

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
September 1st, 2010

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 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on September 1st, 2010. 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 August 3rd meeting. Motion carried.

OFFICERS’ REPORTS
None.

BOARD AND COMMITTEE REPORTS
Window Repair
Approximately 50% of units have had their window issues addressed by Milgard. On August 13th, a Milgard representative will be on-site to address windows in the common areas. Carolyn Briggs is facilitating this visit. Carolyn will be contacting the residents of units that have not indicated that their window issues have been addressed to request further follow-up.
Carpet Cleaning
Carolyn has arranged to have carpets cleaned. Cleaning will be conducted on September 28th. She will post a notice for tenants in advance in case any suffer from allergies and need to take associated precautions.
City of Portland Recycling
Carolyn reported that she will be receiving recycling materials ordered by NWCM and will distribute them to all unit occupants. NWCM will then mail a new set of materials annually to Carolyn for redistribution to unit occupants.
Bike Racks
The board received two bids to install 15-20 bicycle racks in the utility areas of the building for approximately $1000 and $1500. Given that there are maintenance items to be addressed in relation to the recent envelope inspection, the recommendation at this time is to postpone investment in bicycle racks at this time until the implications and costs of this maintenance is understood.

UNFINISHED BUSINESS
None

NEW BUSINESS
Front Overhang Repair
Moved by Carolyn Briggs that…
Whereas the roof over the small overhang at the front door of the condominium is leaking, causing a disturbance to residents and leading to swelling of the front door, which then fails to properly close, and…
Whereas several drainage deficiencies were clearly identified by the board’s recent envelope inspection…
The association shall contract HOA Maintenance Services to conduct the repairs to this roof necessary to remedy: the problems identified by the envelope inspection, the leakage causing the front door to swell and fail to close properly, the gutter repair that is necessary to prevent water from falling on residents passing underneath it. These repairs have been estimated by HOA Maintenance Services at $2400.
By general consent, motion carried.
Reserve Study Update
Moved by Carolyn Briggs that…
Kevin Southern shall arrange with WSSC to update the association reserve study for 2010 in preparation for the yearly budget. He is to ensure that WSSC includes the corrected/updated study numbers that resulted from development of the 2009 reserve study and budget.
By general consent, motion carried.
Regular Posting of Board Minutes
Moved by Carolyn Briggs that…
Whereas board minutes have not been posted online for many months, and…
Whereas Kevin Southern, the board secretary, noted that the reason for the lack of minutes being posted is mostly due to the difficulty in posting the materials to the current distribution website (Blogspot)...
Kevin Southern, the board secretary, shall establish a new means for communicating minutes to the HOA at large and begin posting minutes from each board meeting in a timely manner.
By general consent, motion carried.
Hornet Nest
Moved by Carolyn Briggs that…
The board shall contract HOA Maintenance Services, at a reasonable cost, to remove the hornet nest that has been built in the 3rd floor stairwell window and repair the screen if it has been damaged.
By general consent, motion carried.
Regular Board Meeting Schedule
Moved by Carolyn Briggs that…
The board shall resume regularly scheduled meetings on the final Wednesday of each month.
By general consent, motion carried.

ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 8:30pm. The next board meeting is scheduled for September 28, 2010 at 6:30pm.

Board Meeting Minutes - Aug 3, 2010

2010-11-01T18:51:00.001-07:00

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
August 3rd, 2010
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 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on August 3rd, 2010. The meeting convened at 6:30pm.
MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Kevin Southern, secretary

OFFICERS’ REPORTS
None.
BOARD AND COMMITTEE REPORTS
Window Repair
Approximately 50% of units have had their window issues addressed by Milgard. On August 13th, a Milgard representative will be on-site to address windows in the common areas. Carolyn Briggs is facilitating this visit. Carolyn will be contacting the residents of units that have not indicated that their window issues have been addressed to request further follow-up.
Carpet Cleaning
Carolyn has arranged to have carpets cleaned. She is coordinating trash days with the carpet cleaner at their request. Once she gets this information, she will be scheduling the cleaning. A 10 day advance notice for those with allergies will be provided.
Bike Racks
The board received two bids to install 15-20 bicycle racks in the utility areas of the building for approximately $1000 and $1500. Given that there are maintenance items to be addressed in relation to the recent envelope inspection, the recommendation at this time is to postpone investment in bicycle racks at this time until the implications and costs of this maintenance is understood.
UNFINISHED BUSINESS
None
NEW BUSINESS
Envelope Inspection and Repair
Moved by Carolyn Briggs that…
The association shall hire Ball Janik LLP to review envelope inspection results, review association documents, and advise and represent the board for any resulting legal actions. The cost for this assessment is estimated to range from two to five thousand dollars.
By general consent, motion carried.
Entry Door Repair
Moved by Carolyn Briggs that…
Whereas the front and main entry door of the building does not properly close in higher humidity weather…
The board shall hire Bill Reinwand to plane and restain the door to allow it to properly close for a fee of approximately $80.
By general consent, motion carried.
New Directors and Officers Liability Insurance
Moved by Carolyn Briggs that…
Whereas US Liability provides coverage above and beyond the current policy with Great American Insurance Company, and…
Whereas US Liability provides coverage for a $40 lower annual premium than Great American Insurance Company…
The association shall switch its Directors and Officers Liability Insurance to US Liability.
By general consent, motion carried.
City of Portland Recycling
Moved by Carolyn Briggs that…
Whereas Carolyn was informed that the city requires the HOA to provide recycling information to all tenants…
Kevin Southern shall request that NWCM obtain the appropriate documentation and either provide it to Carolyn Briggs for distribution throughout the building, or mail it directly to new residents as they move in to the building.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 8:30pm. The next board meeting is scheduled for August 31, 2010 at 6:30pm.

Board Meeting Minutes - May 17, 2010

2010-11-01T18:50:00.002-07:00

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
May 17th, 2010
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 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on May 17th, 2010. The meeting convened at 6:30pm.
MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Kevin Southern, secretary
Lilli Szafranski, treasurer

OFFICERS’ REPORTS
None.
BOARD AND COMMITTEE REPORTS
None.
UNFINISHED BUSINESS
None
NEW BUSINESS
Envelope Inspection and Repair
Moved by Carolyn Briggs that…
Lilli Szafranski and Carolyn Briggs will meet with Ball Janik LLP to review the building’s visual envelope inspection and assess the merits of hiring the agency to represent the Association.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 7:00pm.

Board Meeting Minutes - Mar 31, 2010

2010-11-01T18:50:00.001-07:00

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
March 31st, 2010
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 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on March 31st, 2010. The meeting is convened for the purpose of approving the 2010 reserve study and budget. The meeting convened at 7:00pm.
MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Kevin Southern, secretary
Lilli Szafranski, treasurer

OFFICERS’ REPORTS
Carolyn Briggs, president, informed the board that she has arranged for Morrison Hershfield to attend the regularly scheduled April homeowners meeting to present findings from their envelope inspection as well as answer any related questions.
BOARD AND COMMITTEE REPORTS
None
UNFINISHED BUSINESS
None
NEW BUSINESS
Carpet Cleaning
Moved by Carolyn Briggs that…
Kevin will arrange with NWCM to have the building’s carpets cleaned. Kevin will obtain a bid to clean carpets from a personally recommended carpet cleaning company, G&J Carpet Cleaning, and submit the bid and contact information to Candra if the bid is competitive.
By general consent, motion carried.
Envelope Inspection
Moved by Carolyn Briggs that…
Carolyn will provide NWCM with a postcard to be mailed to residents informing them of the availability of an envelope inspection online for review prior to April’s HOA board meeting, at which Morrison Hershfield representatives will be present to answer homeowner questions. Homeowners will need to submit questions by Friday, April 23rd, with the meeting on April 28th.
By general consent, motion carried.
ADJOURNMENT
Carolyn Briggs 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 28, 2010 at 6:30pm.

Board Meeting Minutes - Feb 18, 2010

2010-11-01T18:49:00.001-07:00

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
February 18th, 2010
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 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on February 18th, 2010. The meeting is convened for the purpose of approving the 2010 reserve study and budget. The meeting convened at 6:30pm.
MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Kevin Southern, secretary
Lilli Szafranski, treasurer

OFFICERS’ REPORTS
Carolyn Briggs, president, reported that an envelope inspection was completed in January. The inspector, from Morrison Hershfield, indicated that there were a number of issues with the building envelope, including roofing concerns. Carolyn requested that the inspector provide a written account of all issues and present this summary to the board at its regular board meeting.
BOARD AND COMMITTEE REPORTS
Pest Control Committee
Carolyn Briggs reported that Interstate Pest Management came on site to perform an inspection of units 100, 101, and 200. Carolyn accompanied the agency on their inspection. The inspection also included an overnight assessment using a “night watch machine” that emits bedbug attractants and traps them. Both visual and night watch inspections did not yield any evidence of infestation. Regardless, Interstate Pest Control was contracted to fully treat unit 100, where previous residents reported suspected bedbug activity. Carolyn also recommended that “climb-up” traps and mattress covers be provided for any of the five surrounding units upon request. Carolyn would notify the relevant residents of this board offer, contingent on the homeowners’ willingness to use the provided traps and notify the board of any findings.
UNFINISHED BUSINESS
None
NEW BUSINESS
Assessment Fee Resolution
Moved by Kevin Southern that…
Kevin Southern shall develop and propose a resolution outlining the timeline and amounts for fees imposed on homeowners with late payment of assessments.
By general consent, motion carried.
Default Notices
Moved by Kevin Southern that…
Whereas a standard penalty timeline and fee structure has not yet been ratified by the board…
NWCM shall ensure that all accounts with dues over sixty (60) days late have been served a first notice of default and charged NWCM fees associated with that notification.
By general consent, motion carried.
Legal Counsel
Moved by Carolyn Briggs that…
Whereas the board may need legal representation to collect on certain past due accounts, and…
Whereas the board may need periodic consultation or assistance regarding ongoing legal matters related to administration of the HOA, and…
Whereas the board has not identified a lawyer for the above purposes already…
Carolyn Briggs will identify and contact HOA attorneys and request that they attend the next HOA board meeting to present their offered services with associated fees to the HOA board.
By general consent, motion carried.
Window Measurement Letter
Moved by Carolyn Briggs that…
Whereas the window repair committee has advised the board that all homeowners should independently contact Milgard Windows to get new balancers installed on malfunctioning windows, and…
Whereas unaddressed windows in the building could lead to water intrusion, which can jeopardize the structure envelope…
Kevin Southern shall create a letter to be sent with due assessments. The letter will notify homeowners that they need to contact Milgard to resolve this issue. The letter will be accompanied by a reply form to be returned to the HOA board providing notification of the homeowner’s actions. A copy of these materials will be provided to residents. The board shall contact any homeowners from which it does not receive a reply in order to ensure that all window issues are properly addressed.
By general consent, motion carried.
Bike Rack Installation
Moved by Carolyn Briggs that…
Lilli Szafranski contact the local Bicycle Transportation Alliance (BTA) to get recommendations for contractors that can install new bike rack options, or that can come to a future board meeting to present recommended options.
ADJOURNMENT
Carolyn Briggs moved that the meeting adjourn. By general consent, the motion carried. The meeting adjourned at 8:30pm. The next board meeting is scheduled for March 9, 2010 at 6:30pm.

Board Meeting Minutes - Jan 6, 2010

2010-11-01T18:37:00.000-07:00

Minutes for
Regular Meeting of the Board of Directors
of the
Association of Unit Owners of Lloyd Park Condominium
January 6th, 2010
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 3rd floor lobby of 1509 NE 10th Ave, Portland, OR, 97232 on January 6th, 2010. The meeting convened at 6:30pm.
MEMBERS IN ATTENDANCE
President Carolyn Briggs, presiding
Lilli Szafranski, treasurer

OFFICERS’ REPORTS
Lilli Szafranski, treasurer, indicated that Dan at WCCS charged an additional $125 to the HOA for a total of 8 reserve study updates over the prior month. Since these revisions were primarily caused by miscommunication or errors by NWCM and WCCS, NWCM agreed to credit the Lloyd Park HOA for the $125 charge.
BOARD AND COMMITTEE REPORTS
None
UNFINISHED BUSINESS
2010 Reserve Study and Budget Approval
Moved by Lilli Szafranski that…
The board shall approve the 2010 reserve study and budget, as published.
By general consent, motion carried.
NEW BUSINESS
2010 Homeowners Dues
Moved by Lilli Szafranski that…
Whereas, HOA surplus funds will be used to gradually increase HOA dues over the next several years to the level required by the board’s newly approved reserve study, and…
Whereas, $7443 would be moved from the HOA surplus funds to HOA reserves in 2010, and…
Whereas, dues will be increased effective January 1, 2010, and billed retroactively with February HOA dues…
HOA dues for 2010 will become $184 for studio units and $206 for one bedroom units per month.
By general consent, motion carried.
2010 Budget Distribution
Moved by Lilli Szafranski that…
The board shall distribute the 2010 reserve study and budget, as approved, to homeowners with their next monthly bill.
By general consent, motion carried.
Pest Control Vendor Change
Moved by Carolyn Briggs that…
The board shall change its pest control vendor from HALT Pest Control to Interstate Pest Management.
By general consent, motion carried.
Pest Control Remediation
Moved by Carolyn Briggs that…
Carolyn is authorized to take whatever reasonable means is necessary to inspect or treat units 100, 101, 200, 201, 209, and hallways for bedbug presence or activity.
By general consent, motion carried.
Pest Control Remediation
Moved by Carolyn Briggs that…
Carolyn is authorized to take whatever reasonable means is necessary to inspect or treat units 100, 101, 200, 201, 209, and hallways for bedbug presence or activity.
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. The next board meeting is scheduled for December 23, 2009 at 7:00pm. This meeting will be held to approve the 2010 reserve study and budget.

HOA Annual Meeting Scheduled

2010-05-17T12:35:00.000-07:00

The Annual Meeting for the Lloyd Park Association of Unit Owners will be held on July 7th, 2010, at 6:30pm. The meeting will be held at:

Augustana Lutheran Church
2710 NE 14th Avenue
Portland, OR 97212
(on the corner of NE 15th and Knott)

One HOA board member position will be open for election. If you would like to make any nominations for this position, please send an e-mail to candra.cole@nwcommunity.com with any information you'd like to publish about your qualifications and/or interest in the position. This information will be provided with proxy ballots mailed out with June account statements. Please submit these nominations by Friday, June 4th.

Meeting Minutes: October 28, 2009

2009-11-28T04:44:00.000-08:00

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 October 28th, 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 September 30th meeting. Motion carried.

OFFICERS’ REPORTS

Carolyn Briggs reported that one outcome of last month’s fire inspection was that the fire extinguishers in the building are due for recharging. She will have them recharged. A new message from Northwest Community Management (NWCM) was received indicating that the building is due for an envelope inspection. All board members are to review the proposals for vendor selection at the next regular board meeting.

Lilli Szafranski, treasurer, reported that the HOA reserve account may be underfunded. Original dues and budgets were established based on a reserve study conducted by The Myhre Group, which indicated that the association would need $9,000 annually for building maintenance. Upon recommendation from NWCM, the board obtained an independent reserve study in 2008 by WSSC, which concluded that the association should reserve $30,000 annually for building maintenance. NWCM advised that this is a typical pattern in condominium conversions, since it is in the developer’s best interests to establish low HOA fees. The 2009 budget was not adjusted for the new $30,000 annual recommendation, but instead was kept in line with the $9,000 run rate. The board needs to carefully review the WSSC reserve study and properly fund the association reserves unless a compelling case can be made to reduce the recommended funds. Failure to do so will likely result in large assessments for building maintenance in the future.

BOARD AND COMMITTEE REPORTS

Pest Control Committee

Lilli Szafranski was present for the October 7th bed bug inspection. She reported that, based on the results of a prior inspection conducted by the homeowner, unit 100 has been found to have a heavy infestation of bed bugs. Units 101 and 200, both adjacent, do not have any signs of infestation. No owner was present in units 201 and 209. The storage units showed no signs of infestation.

The committee’s next steps will be the following:

• Inform owners of units 201 and 209, both adjacent to unit 100, that they must complete an inspection by a local pest control company and provide a summary report from that agency by the end of the year.
• Inform the owner(s) of unit 100 that they must complete a full treatment as recommended by HALT Pest Control to deal with the infestation there. A deadline will be set in accordance with the timelines recommended by HALT Pest Control.

Bike Rack Committee

There was no update from the bike rack committee this month.

UNFINISHED BUSINESS

None

NEW BUSINESS

2010 Budget and 2009 Reserve Study Review

Moved by Lilli Szafranski that…

All items shall be fully funded as recommended in the study, unless the board can build a reasonable argument based on professional opinions and data or clear common sense, that full funding should not be approved.

Moved by Lilli Szafranski that…

After reviewing all reserve study line items with both other board members, this motion be postponed to a certain time, namely November 10th at 7:00pm. Questionable items from the reserve study have been assigned for further investigation by each member of the board. At this November 10th meeting, the board shall discuss these reserve line items only, and with those conclusions, build a 2010 budget proposal.

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. The next board meeting is scheduled for November 10, 2009 at 7:00pm. The main purpose for that meeting will be to review the 2009 reserve study and 2010 budget proposal.

Meeting Minutes: September 30, 2009

2009-11-08T15:34:00.000-08:00

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 30th, 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 held a walkthrough fire inspection with the fire marshal. Overall, all is well. Testing will need to be conducted regularly, and Carolyn will coordinate with the janitorial staff to conduct and log the tests. Rolling fire doors on the first floor need to be tested periodically. Fortunately, the board can easily test this themselves. Carolyn will send the report to the board so that it can be logged in board records.

Kevin Southern reported that maintenance work to be completed through HOA Maintenance Services, Inc. has been requested through NWCM. The window repair committee is nearly complete gathering information about failed windows, and will next be meeting with contractors to determine the root cause(s) of the problem(s).

BOARD AND COMMITTEE REPORTS

Pest Control Committee

Kevin Southern reported that he has provided letters to NWCM for distribution to all homeowners, and that homeowners have received those letters. An inspection is scheduled for October 7th, and will be overseen by Lilli Szafranski. Unless an emergency situation is discovered, the board will review the results of the inspection and decide on next steps at the October board meeting.

Bike Rack Committee

The bike rack committee provided a number of bike mounting options. The board reviewed potential locations and mounting options with the committee. The general cost for installing bike mounts for 26 bikes is estimated to cost $2000 to $4000. The board requested that the committee get specific quotes for several selected mounting systems, and that those quotes include options for phased installation to allow incremental investment.

UNFINISHED BUSINESS

None

NEW BUSINESS

Bike Rack Committee

Moved by Carolyn Briggs that…
The bike rack committee shall obtain a quote for installation of mounting racks to accommodate 26 bicycles in the storage and utility areas of the building. The quote shall include options for phased installation to allow the board to make an incremental investment in these racks over time.
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. The next board meeting is scheduled for October 28, 2009 at 6:30pm.

Meeting Minutes: September 10, 2009

2009-10-25T20:47:00.000-07:00

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.

Building Repairs Needed -- Please Inspect Your Windows

2009-09-14T22:05:00.000-07:00

To the Members of the Lloyd Park Condominium Owners’ Association (Association):

Several units in the building have windows that have warped. The warping is preventing the window from fully closing and sealing (the window sash does hit the frame in the middle but neither of the ends completely close and seal so the window is slightly “smiling”). In some cases, it takes a great deal of force and effort to get the windows to fully close and seal and in other cases, even with a great amount of force the windows don’t fully close and seal. There are three concerns related to the warping windows: 1.) when it is cold, it is drafty (resulting in discomfort and higher heating costs); 2.) moisture intrusion problems could develop and; 3.) upon selling, the problems will easily be spotted in the home inspection.

Rather than have each owner deal with this individually, the Board has charged a Subcommittee to look further into this issue to determine if the Association might be able to get all of the warping windows fixed at the same time. The Subcommittee, consisting of Leslie Griep (#202) and Margo Klabough (#207), would like to identify all of the windows (in units and the common areas) that are warping.

Two of the Board members and the two subcommittee members have met with Thom Zollner, the real estate agent who represented the developers who originally rehabilitated the building and sold the units. We think that we may be able to get Milgard Windows, under their 10 year warranty, to fix any of their windows that have warped.

While identifying all of the windows that may need repair or replacement, the Subcommittee also plans to move forward with having one or two of the already existing windows that have warped looked at by an impartial window expert so that we will have the information needed to approach Milgard about getting the rest repaired or replaced.

By September 26, 2009, we would like to have the all of the windows in the building assessed to determine if they are warping or not. This can be done in the following ways:

1.) Contact Leslie or Margo to look at your windows to see if they are warping;
2.) Do a self-assessment of all of your windows and let Leslie or Margo know the results (we will need to know exactly which windows are OK and which need work);
3.) If you are unable to personally inspect your window, have someone else (tenant, property manager, etc.) do the assessment.

NOTE: It is important to identify the manufacturer of any window reported as warping. Milgard Windows have an “mm” on the window near the lever release that is used to open and close the window.

We believe it is your best interest to do as thorough of an assessment as possible and to participate in the Association’s efforts. We think that we will be more effective at getting Milgard to fix or replace the windows under the warranty if there are more of us acting collectively rather than going to them individually to try and get them to fix or replace the windows in single units.

Please contact Leslie at lgriep@gmail.com or Margo at mmklabough@gmail.com by September 26, 2009 to come by and look at your unit’s windows or let us know the results of your own assessment. If we do not hear from you by September 26. 2009, we will assume that your unit does not have any windows that are warping or that you do not want to participate in this Association-wide effort.

Thank you.

Meeting Minutes: August 13, 2009

2009-09-14T21:56:00.000-07:00

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.

Annual Meeting Scheduled: July 14, 2009

2009-06-23T22:19:00.000-07:00

The annual meeting is scheduled for July 14, 2009. If a member-owner would like to submit an agenda item, please send it to lloydparkhoa@gmail.com.

Meeting Minutes: May 12, 2009

2009-06-23T22:14:00.000-07:00

May 12, 2009

Meeting opened at 7:10 p.m.

Minutes of the April 13 meeting. Read and approved as read.

Taraneh motion, Carolyn seconded a Resolution to appoint Lilli Szafranski #301 as 3rd HOA board member.

Carolyn motion, Tara seconds resolution that Tara request proposals from other condo management companies, to be reviewed at next board meeting. Motion passes.

Board responded to a query from an owner with regard to plumbing connected to the unit may be leaking. Article IX, Section 1 (b) clearly states "Each unit owner shall be responsible for...plumbing... that may be in or connected with his unit regardless of whether such items are designated common elements." Briggs moves, Foster seconds that Foster will forward this information to the owner of the unit. Motion passes.

Briggs motion, Foster seconds to schedule an additional board meeting Tuesday May 26 2009. Motion passes.

Meeting adjourned at 9 p.m.

LDCA annual meeting Thursday, June 4

2009-05-29T18:52:00.000-07:00

The Lloyd District Community Association (LDCA) will hold its annual meeting to elect officers and vote on proposed bylaws changes at 11:45 a.m. Thursday, June 4, at the Ambridge Event Center, located at 1333 Northeast MLK, Jr., Blvd., Portland, Ore.

To attend, you must RSVP by Tuesday, June 2, by email (Isabelle@tsgpdx.com) or phone (503-774-2832).

For more information, please visit www.lloyddistrict.org. It appears there is an open board position in addition to current candidates.

Plan to attend the Memorial Day party

2009-05-20T20:36:00.000-07:00

PATIO PARTY!!!

Memorial Day

Monday, May 25
1:00 – 5:00 pm

Unit 107

Food - Drinks - Fun

Everyone’s Welcome!

(by "everyone," we mean owners and building residents)

Meeting Minutes: April 13, 2009

2009-05-20T20:29:00.001-07:00

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

Call box issues resolved (and other news)

2009-05-20T20:20:00.001-07:00

As many of you are aware, we experienced some technical issues when we did the call box reset. Those issues have been resolved.

In addition, we have repaired the front door lock without needing to rekey. Your current key should work again. If it does not, please email lloydparkhoa@gmail.com.

We also had the door to the roof keyed, so that roof access is now restricted. We did this because the roof is a membrane roof, and improper footwear / anything that causes stress and/or punctures will cause leaks, building damage and rot, so with the exception of inspections and maintenance, roof access is denied.

Board Meeting Announcement

2009-05-20T20:19:00.000-07:00

7 p.m. Tuesday, May 26, at 1509 NE 10th Ave., #103

Call box reset occurred last night

2009-05-12T20:22:00.000-07:00

The board reset the call box last night to remove the access code for security purposes, as communicated to owners in two separate emails. For the remainder of the week, the board will make nightly updates to the call box. Beginning Sunday, however, updates will return to the regular weekly update schedule.

Please note that a glitch has occurred in the system, and guests may need to press "#," the unit number, followed by "#" to contact the resident. We hope to have this issue fixed no later than tomorrow.

Owners who feel they need an access code may make a special request to the board at its next meeting at 7 p.m. Tuesday, May 26. The meeting will be held in unit 103. Written requests may be submitted in advance of the meeting and will be reviewed at the meeting. Please review minutes from April 13, 2009.

Call box reset date is postponed

2009-04-13T21:02:00.000-07:00

The call box reset will take place Sunday, April 26, 2009, rather than Sunday, April 16, 2009.

Member-owners who wish to continue to use the call box system to email the following information to lloydparkcallbox@gmail.com:

Last name and first initial you would like to appear in the call box
Your unit number
The phone number you would like the call box to call
Whether you are an owner with a tenant or an owner-tenant

Each unit in the building can have only one name and one phone number associated with it. The listings will be standardized. The call box list information will show unit number, last name, first initial.

If you are an owner with a tenant, you will need to attach a copy of your current lease agreement to give your tenant the ability to use the call box.

Meeting Minutes: January 13, 2009

2009-04-13T20:41:00.000-07:00

Association of Unit Owners of the Lloyd Park Condominium
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.

Landscaping Committee Report:
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.

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.

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.

Meeting Minutes: March 10, 2009

2009-04-13T19:41:00.000-07:00

Association of Unit Owners of the Lloyd Park Condominium

Regular Meeting of the Board

7 p.m. Tuesday, March 10, 2009
1509 NE 10th Ave., Unit 103, Portland

Officers Presiding:

Taraneh Foster, Treasurer

Carolyn Briggs, Secretary

7 p.m. Call to Order

Quorum established

I. Reading and approval of the minutes
Meeting minutes from November 19, 2008 were approved as read.

II. Reports of Officers, Standing Committees
Treasurer’s Report

January financials were received from Northwest Community Management; 2008 taxes were filed.

Secretary’s Report

Motion made by Briggs (seconded by Foster):

The board appoint an ad hoc committee to be formed to review association bylaws' content and propose changes to improve clarity of language.

Motion adopted.

Briggs appointed as chair of bylaws committee.

Landscaping Committee Report

No report at this time.

Rental Ratio Committee Report

Motion made by Briggs (seconded by Foster):

The board dissolve the rental ratio committee due to lack of committee communication to the board. Motion adopted.

Residential Life Committee

No report at this time.

III. Reports of Special Committees
None.

IV. Special Orders
None.

V. Unfinished Business and General Orders
Open board position

No nominations have been received.

Call Box

Board directs Northwest Community Management to distribute a letter to owners informing them of the call box reset on Sunday, April 19, 2009, to remove the access code for security purposes. The letter also informs owners how to continue using the call box.

Trespassing Issue

Ongoing.

Building Maintenance

The board is developing a maintenance plan for the association.

Common area door keys

Discussion tabled to the next board meeting, pending receipt of common area keys in Northwest Community Management's possession.

Carpet
Board is still seeking answers to whether or not carpet repair was completed for the carpet outside unit 301.

Mortar Repair

It was brought to the board's attention in the spring of 2008 that mortar work may need to be done on the southwest side of the building. The board investigated the recommendation and determined that this issue was addressed in the reserve study and needed no further investigation.

VI. New Business
No new business at this time.

VII. Adjournment

Meeting adjourned at 8:30 p.m.

Fire department called to stop building leak

2009-03-31T21:00:00.000-07:00

Earlier today, a unit owner became aware of a leak coming through the ceiling of the Utility Room on the first floor of the building and reported the issue to Northwest Community Management and the Portland Fire Department, who have a station adjacent to our building.

The Fire Department identified the source of the leak, an overflowing toilet from the unit above, stopped the overflow and removed the excess water from both the unit and the Utility Room. Pacific Power was called to evaluate the electrical equipment in the Utility Room to assess any damage and any potential fire hazards to the building and its residents. No electrical damage or fire hazard was found by Pacific Power.

The extent of the water damage seems limited to the unit in question and possible discoloration on the ceiling of the Utility Room. It is possible that ground level storage units that share a common wall with the Utility Room may have water damage to the unit and the property stored within.

If your unit or your storage unit has experienced water and/or property damage as a result of this leak, please contact Candra Cole at Northwest Community Management at 503-670-8111.

Meeting Minutes: November 19, 2008

2009-03-23T11:39:00.000-07:00

Association of Unit Owners of the Lloyd Park Condominium

Regular Meeting of the Board

7 p.m. Wednesday, November 19, 2008

1509 NE 10th Ave., Unit 103, Portland

Officers Presiding:

Taraneh Foster, Treasurer

Carolyn Briggs, Secretary

7 p.m. Call to Order

Quorum established

Reading and approval of the minutes

Minutes from meetings of August 21, October 23 were approved as read.

Motion made by Briggs:

That Carolyn contact the landscaping contractor to request that watering of the in-ground plants cease until April 2009, and that the driveway receive leaf removal treatment.

Motion adopted.

Motion made by Foster:

Budget as amended (attached).

Motion adopted.

Motion made by Briggs:

Any HOA dues collected that exceed HOA expenses should be applied to HOA reserves.

Motion adopted.

Motion made by Foster:

HOA Board to develop an online method of communication between the Board and owners/residents.

Motion adopted.

Meeting adjourned at 8:30 p.m.

Meeting Minutes: July 28, 2008

2008-12-19T16:00:00.000-08:00

Meeting Minutes

Association of Unit Owners of the Lloyd Park Condominium

Regular meeting of the board held at 8 p.m. on July 28, 2008 at Augustana Lutheran Church, 2710 NE 14th Ave., Portland, Ore. Officers presiding: Terry Spencer, chair; Taraneh Foster, treasurer; and Carolyn Bryant, secretary.

Motion made by Bryant to approve June 19, 2008 meeting minutes as read. Motion adopted.

Motion made by Spencer to submit the June 25 Comcast group rate proposal brought to the board by unit owner Margo Klabough, which, if accepted, would likely increase unit dues, to the membership for consideration. Motion temporarily disposed of.

Motion made by Bryant to spend $95 of the HOA maintenance funds GL on HALT Pest Control treatments in the common area, if needed. Motion adopted.

Motion made by Spencer to delegate callbox maintenance duties to board member Taraneh Foster. Motion adopted.

Meeting adjourned at 8:45 p.m.

Meeting Minutes: October 23, 2008

2008-12-19T15:55:00.000-08:00

Meeting Minutes

Association of Unit Owners of the Lloyd Park Condominium

Regular meeting of the board held at 7:03 p.m. October 23, 2008 at the Lloyd Center. Officers presiding: Terry Spencer, chair; Taraneh Foster, treasurer; and Carolyn Bryant, secretary.

Motion made by Bryant to approve July 28, 2008 and August 21, 2008 meeting minutes as read. Motion temporarily disposed of.

Motion made by Foster to table the agenda, listed to the presentation by Northwest Community Management and then resume the agenda. Motion adopted.

Motion made by Foster to delegate day-to-day unit owner and/or tenant issues to NWCM. Motion amended to include: where NWCM is unable to rectify an issue, NWCM elevates said issue to the Chair for direction, in accordance with HOA bylaws. Motion adopted.

Motion made by Foster to table the remaining items on the agenda and resume at a special meeting of the board 7 p.m. Wednesday, November 19, 2008 at TBD location. Motion adopted.

Meeting adjourned at 9 p.m.

Meeting Minutes: August 21, 2008

2008-12-19T15:41:00.000-08:00

Meeting Minutes

Association of Unit Owners of the Lloyd Park Condominium

Regular meeting of the board held at 7 p.m. on August 21, 2008 outside the Nordstrom's second floor entrance inside the Lloyd Center Mall. Officers presiding: Terry Spencer, chair; Taraneh Foster, treasurer; and Carolyn Bryant, secretary

Motion made by Bryant to approve July 28, 2008 meeting minutes as corrected. Motion temporarily disposed of.

Motion made by Foster to investigate excessive cleaning fee expense posted in July. Motion adopted.

Motion made by Foster to investigate alternative investment accounts for HOA reserve funds. Motion adopted.

Motion made by Foster to change the callbox door code and eliminate member access on September 1, which allows entry into the building without a key, for building security and that owners be notified of the decision as part of their regular monthly dues invoice. Motion adopted.

Motion made by Foster to allow Northwest Community Management to distribute the new callbox door code to bonded commercial vendors, utility providers and/or shipping/delivery companies. Motion discussed. Foster amended motion to include a provision allowing NWCM to allow alternate vendors access on a board-approved, case-by-case basis. Motion adopted.

Motion made by Foster to have NWCM hold keys to all common area locks, including the building's front door, roof door, emergency doors, utility room exterior door; to investigate any common area locks with no known key. Motion adopted.

Board Chair Spencer appoints any interested unit owners who notify the chair of his or her interest to form a landscaping committee for the purpose of evaluating the HOA's green spaces, managing the landscaping vendor and recommending any required/desired changes to the board. The landscaping committee will not be required to do actual maintenance.

Meeting adjoured at 9:15 p.m.

Member Tip: Call Box

2008-10-30T20:59:00.000-07:00

When someone calls you using the call box, press "#9" to buzz them into the building.

To add or change your call box settings, please email lloydparkcallbox@gmail.com with the following:

Name(s) you would like to appear in the call box in this format: "Last Name, First Initial"
Your unit number
The phone number you would like the box to call
Whether you are an owner or a tenant

If you are a tenant, you need to have your landlord email lloydparkcallbox@gmail.com a copy of your lease agreement.

Volunteer Opportunity

2008-10-30T20:56:00.001-07:00

The HOA board has formed a landscaping committee to oversee our building's foliage. If you have a green thumb and would like to join the committee, please email the board at lloydparkhoa@gmail.com.

Member Tip: Recycling

2008-10-30T20:51:00.000-07:00

The sanitation service who comes to haul away our recyclables will only take what's in the bins, so if you've set your printer box next to the bin, it's not moving. Some other helpful recycling tips:

If you collect your recyclables in a plastic bag, please do NOT put the bag in the recycling bin. The sanitation service considers the entire bin contaminated, and all the recyclables are then thrown into the landfill.
Recyclables only need to be sorted in two camps: glass and everything else. Please rinse glass and cans before tossing them into the bin.

Member Tip: Laundry

2008-10-30T20:17:00.001-07:00

Laundromats

At the southeast corner of Northeast Stanton Street and Northeast MLK, there's a laundromat with a cafe and free Wi-Fi. There's also a machine that will convert one's and five's into quarters. Turn onto NE Stanton for off-street parking.

In-Condo Laundry

When you moved in, you may have noticed that the closet has hookups for a washer and dryer. What you may not know (but should have been told) is that you can't use a regular dryer because there's no venting system. So...welcome to the wonderful world of condensation (ventless) dryers!

Though they're popular in Europe, condensation dryers are hard to find in the U.S. In Portland, you can buy one at Standard TV & Appliance or at the George Smith Appliance Warehouse. Every once in awhile, you can score a used one on Craig's List.

Nextag search results for "ventless dryers" include ventless washer/dryer combos.

Member Tip: Paint

2008-10-30T19:16:00.000-07:00

Need to touch-up your baseboards? The following are the original paint colors used by the developers when converting units from apartments to condos.

Doors and Trim

Glidden Ultra Hide Oil/Alkyd Semi-Gloss Interior/Exterior gl 3517-0100 white

*It's a standard color you can buy off the shelf.

Walls (including kitchen and bath)

Glidden Evermore Flat Interior Navajo White 40yy 69/112

*Bring this to the paint counter, and they will mix it for you. If you want a semi-gloss or a satin, be sure to ask for it. The current paint is a flat finish.

You should be able to buy these paints at any Home Depot, but before you make the trip, check out Glidden's store locator to find the store closest to you.

Volunteer Opportunity

2008-10-30T18:57:00.000-07:00

The HOA board has one open position.

To be a member of the HOA board, you need to be an owner of one of the units. Renting tenants are not eligible.

If you are interested in serving on the board, please email lloydparkhoa@gmail.com.

Board Meeting Announcement

2008-10-30T18:53:00.000-07:00

The board will be meeting at 7 p.m. Wednesday, November 19, 2008, in unit 103.

Agenda

1. Review Reserve Study

2. Review/Approve 2009 Proposed Budget