Feb2017

Home Annual Meetings Documents Owners Finance Information BOD Meetings DockTalk

 

TIME & PLACE:  7:00 PM on Thursday, February 2 2017 at the Moorage Office (C-7) located at 2630 N. Hayden Island Drive, Portland, Oregon, 97217

 

Board Members Present:

 

Order of Business

§  All HOA payments received for January 

§  January Water $10,656.12

·         MTD & YTD @ 177.6% of budget 

§  December paid January Landscaping $2,278.50

·         MTD and YTD @ 99.9% of budget 

§  MTD & YTD Total Expenses for January were 149% of budget 

§  January Cash Reserves are $444,784.50 with Schwab

·         Cash balance is $124,784.45

·         Cash balance includes Tax and Insurance Set Aside of $6,875.00

§  Discussion:

·         Very high water bill responsible for going over budget. This is most likely a result of the leaks (more info in Facilities and Grounds report.)

·         Discussion of the need for regular review of the long term plan to make sure that we are setting aside sufficient funds for improvements based on a life cycle analysis of when they need to be addressed again. Agreement that a review of the long term plan will go on the March agenda.

 

§  Discussion of the importance of the Moorage work party and how much money it saves the moorage. Agreement that we will start early on scheduling that for this year during the warm weather.

§  Garage north roofs – agreement that these may need replacement. CW will get a bid from the contractor that did the south side roofs. Carl will also get a bid.

§  Update on leak by slip #9 and elsewhere. We got the leak fixed. It may need further work. There will be further follow up on this.

§  Water freeze protection devices on east end water lines need replacing. We are talking to the same plumber who just fixed the leak about freeze protection valves.

§  Tree trimming at Mannheim – Primativo has put in a request for permission from Mannheim to access their property because the trees behind Garage A need trimming. Carl will follow up.

§  Catch basins – This is the year that the catch basins are scheduled to be cleaned.  Carl will call and check in with Primativo.

 

o   Fire, Security And Safety – George Heiskell

§  Gate security –new system (Nancy)

§  The new system will be installed in early February. There is significant work to be done first re-entering the data into the new database. The new system will make it much easier to enter information for new residents. The old system is also no longer being serviced.

§  The new system is also an opportunity to make sure that we are appropriately maintaining security.

§  Review of Rule 11: “Access devices including Access cards and Remote transmitters shall be used to gain access through the vehicle gate.”

§  Changes to Rule 11:

·         See attached new version of Rule 11. Changes are highlighted.

§  Code for contractors will be issued for extended jobs, and only for the duration of the project. They will be active only 8-5.

§  Otherwise codes will be issued only to vendors who visit the moorage on a regular basis – examples include USPS, FedEx, etc.

§  Discussion of phone-in entry codes. There was agreement that each slip will be assigned entry codes in the call box for residents only.

§  Consideration of a request from owner at GM meeting that parking sticker info be put on website

§  Discussion included weighing the benefits and recognizing that there was an initial assurance that the information would be kept private.

§  A motion was approved to maintain the current status of the information as private to the BOD.

 

§  A walkthrough and honey pot test will be scheduled. It will be announced ahead of time and information will be provided to help all owners be in compliance.

o   By-Laws, CC&Rs and Rules – Brad Pendergraft

§  Modification of Rule 11, as discussed above. (attached)

§  Implementation of Ballot Measure 2017-1, access to garages for leasers and renters.

§  Ballot Measure will become effective May 1. “Access” is interpreted as access to a clean and clear garage floor to ceiling. Owner retains rights to the attic space if there is any.

o   Violation & Adjudication – CW Taylor

§  There has been a discovery of a new rental agreement that does not meet the requirements of the CC&R’s. Brad will follow up by letter regarding fine.

§  A renter has objected to the legality of the CC&R requirement that violations can be considered a violation of the rental contract. We have received an opinion that this would in fact be legal under Oregon law. There was agreement that we only intend this clause to be enforced to the extent that it is legal. Brad is discussing with the owner to clarify the language so that the renter will agree.

§  There was a motion to Ratify/Indemnify Actions of Directors of Prior Year. Approved

§  There was a motion to appoint Ann Jacobsen as bookkeeper – Approved.

§  There was discussion re: a concern re: behavior of a property manager. There is agreement that owners are responsible for their property managers and the BOD contact is the owner.

§  West Hayden Island Business Park fees - $1700 bill from business park. There was general agreement that the services provided by the business park do not justify the fees. There was supposed to be a reduction in fees after the business park instituted upgrades, but the fees have continued to go up.

·         CW will be our new representative; we will hold off on payment until after the next meeting of the business park.

§  Discussion of the Solar Power Proposal from the GM meeting. (See attachment to GM meeting minutes.)

·         There was a motion to take this proposal to a moorage vote in regards to the installation of the solar panels, while separating out the decision on electric car chargers. The possibility of electric car chargers will be addressed by the board at a later time. – The motion was approved.

§  Committees: Brad will post a sign up sheet in both gazebos. Brad will also send out an email encouraging members to join the committees.