SCA Board Meeting Minutes
July 15, 2022 – Towne Hall
M INUTES
Call to Order: The Chair called the meeting to order at 9:04am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner,
Operations Director Ron Lester, and Treasurer Denny Laughery.
Staff Present: Jason Halfman and Karen Holland
Guests: 21
Approval of Minutes: The Board approved the June 17, 2022 Meeting Minutes as presented. Staff Reports
Building & Grounds – Jason indicated that he was happy with the performance of his work crew. He singled out the work of a new employee (Drew) as exemplary. Jason noted that work on the cart path is almost finished and represents an improvement over the old cart path. The swimming pool is operating well and tests prove the pool is, “one of the best pools in Salem”, according to officials. The new grinder is working well and has already paid for itself – 14 blades reworked. John Turner and Howard Long volunteered to monitor the irrigation system on Sunday mornings freeing Jason from that duty.
Administration – Karen has conducted 5 resident orientations this week. 14 homes have been sold this year and 183 golfers have paid their annual dues.
Board Reports
Chair –
- Gerry plans to place an article in the Newsletter requesting input from Committees and
interested groups regarding their storage needs. This information will be used to allocate storage space within the community.
- Gerry mentioned efforts by three groups of residents to review current Rules & Regulations in preparation for making revisions to the CC&Rs. Further discussion on this subject was deferred.
Operations – Ron submitted a report outlining progress with the community center rebuild.
- The safety fence has been removed but the facility remains off limits to the public
- Painting and electrical work are proceeding. John Mangini is preparing to work on the new kitchen. New doors have been installed. The drapes have been cleaned and reinstalled. Ron mentioned that the west end of the Towne Hall may be needed for temporary storage space.
- Importantly, Ron was able to get the Salem Fire Marshall to terminate the fire watch requirement effective 7/15/2022.
- Dry rot damage in the women’s restroom located in the Towne Hall was discovered and work will begin in the next week to remedy the problem. Dry rot was also discovered at the base of the Farmhouse extension (billiard room). Duncan Construction estimates the cost to make needed repairs at $15,000. A drainage system is required.
Secretary –
- The review of SCA’s important papers has been completed. Roughly 800 lbs. of old documents dating back to 1967 have now been shredded. Documents selected for retention are stored in the basement.
- The IT Committee continues to install programs and files on the “new” computers in the shop and business office. Cori Rossmeisl, Deb Campbell and Chris Robertson have made invaluable contributions along with Karen in the business office.
- Office furniture donated by Al & Cori Rossmeisl arrived and will remain in a moving pod outside the Video Library until it can be placed in the community center.
Treasurer –
- Denny reported on the revenues and expenses at the halfway mark in the year’s budget.
Oil and gas expenditure are running above normal as are equipment costs. The waterbill was high owing to refilling the swimming pool with city water.
- Construction expenses are still $29,000 under reimbursements even after 15 change order requested by SCA. Denny continues to work with the contractor and insurance company to make sure all expenses are covered, and all reimbursements are received.
Vice-Chair –
- Coleen is working with Gerry to organize a September 6th grand opening event to celebrate the “new” community center. The event will be promoted in the next Newsletter. The group discussed the number of people expected to attend and the amount of money needed to provide refreshments. Organizers may require tickets to attend the event.
- Coleen noted that various groups are using the community center to provide food and drink for their guests. However, users are failing to clean up after their events. Coleen requested a $100 cleaning deposit for all users to help make sure groups clean up after themselves. Coleen MOVED to establish a $100 Cleaning Deposit Fee. Ron SECONDED and the motion passed. It is still unclear who will manage post event cleaning activities and provide approval for deposit refunds.
Fence on the golf course
- The Board learned that a 4 ft. black chain link fence was installed between the golf course and the home located at 3001 Oakcrest Dr. This is a violation of HOA rules. Any waiver of this type must be recommended by the LARC Committee and approved by the Board of Directors. In this case, the LARC Committee Chairperson, approved the placement of the fence behind the house but failed to bring the request to the Board. It was suggested that the homeowner place a hedge between the fence and the golf course to reduce the visibility of the fence. Denny MOVED to waive the rules and allow the fence to remain as is. Ron SECONDED. Voting in favor – Denny, Ron and Gerry. Opposed – Coleen and Jerry. The Motion passed. Coleen MOVED to ask the resident to place a 4 ft. hedge between the fence and the golf course. Jerry SECONDED. The motion passed with Gerry voting against the motion. Jerry will inform the resident. Jo Gosselin tendered her resignation as LARC Committee Chairperson.
The Breez Signage
- Denny suggested that a lighted sign be hung from the eves just above the entrance into the Breezeway “coffee shop” room. Jerry MOVED to allow the sign, Gerry SECONDED and the motion passed.
Next Board Meeting
- The next Board meeting will take place on August 5th. The agenda will include more discussion on revisions to the Governing Documents. The Board has to decide which items, if any, will be added to the new version of the CC&Rs in order to present this version to the community for voter approval. Board members are not in agreement on which items to include. Moreover, Board members must determine how Attorney Ryan Harris’ suggestions will be used in drafting the new CC&Rs.
- Finally, the Board will discuss the dates for the installation of new Board members. It may be appropriate to include incoming Board members in next year’s budget discussions prior to the October budget deadline.
Adjourn: 10:50am
SCA Board Meeting Minutes
June 17, 2022 – Golf Club House
M INUT ES
Call to Order: The Chair called the meeting to order at 9:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner,
Operations Director Ron Lester, and Treasurer Denny Laughery.
Staff Present: Jason Halfman and Karen Holland
Guests: 12
Approval of Minutes: The Board approved the June 3rd Board Meeting Minutes and the June 6th Annual Meeting Minutes.
Staff Reports
Building & Grounds
Jason hired one new employee last week.
Work on the golf cart path is underway and progressing satisfactorily. Jason has only
operated the golf course irrigation system once so far this year because of all the
rainfall.
Jason wants to remind homeowners that they need to trim the vegetation in their yards
that backs up to the golf course. Staff plans to trim the vegetation behind hole #9. This is
expected to require about 150-man hours of labor.
The Towne Hall down spouts remain clogged and will require more work.
Jason plans to spray the weeds in the RV lot with Roundup in the near future.
Ron asked about efforts to clean the workshop area of unusable equipment.
Finally, Jason is looking for help with managing the golf course irrigation system on
Sunday mornings from approximately 7:30-8:30am.
Administration – Karen indicated that 11 homes have sold this year. A total of 181 golfers have
paid membership dues. Ron informed the Board the keys to the new construction will be placed in a lock box by the contractor. Monday, July 4th will be a holiday and the business office will be closed.
Board Reports
1. Operations- Ron reported that Duncan Construction plans to complete work by August 26th. Changes to the scope of work and the availability of labor have caused minor delays. Work continues on the kitchen, low voltage items, ozone treatments, and drapes in the Towne Hall. Summit Cleaning plans to return the contents of the Farmhouse as soon as practical. It may not
be feasible to repair the shuffleboard. Ron plans to hire an exterminator to rid the community center of pests. Board members agreed with this decision.
Ron proposed that each Board member draft a budget for their specific interests that could be shared with the Finance Committee as they develop the 2023 budget. What are SCA’s staffing needs?
Ron agreed to supervise the acquisition and placement of items going into the finished Community Center. This will not happen until mid-August. Anyone interested in placing items in the Farmhouse or Fitness Center must first consult with Ron and/or his assistants Denny Laughery and John Mangini. Items will be accepted for placement as space becomes available.
John Mangini recounted the step he took to involve certain decision makers in the process used to determine the lighting system for the kitchen. In short, aesthetic preferences are subject to the contractor’s ability to satisfy permit and related building limitations.
Secretary – Jerry indicated that work is being done to organize and update the computer system. The IT Committee has terminated ties with TeamLogic. The IT Committee staff had to re-work email connections and re-introduce security software to re-establish computer functions once managed by TeamLogic. IT staffers are working with Jason and April to make sure they are using the full capabilities of their “new” computers. Karen will work with IT staff to finalize the file structure used by SharePoint software. The Board was presented with a summary of the IT Committee’s service level parameters. The staff will strive to answer business related requests within one business day.
Treasure – Denny recalculated insurance reimbursements less expenses and concluded that it is $31,000. Denny reported that several budgeted items have come in below budget.
Item Farmhouse
Breezeway Room Kitchen
Budget 20,000 3,500 30,000
Actual 16,100 3,370 ARF
Denny and the contractor are working with the insurance company to obtain additional funds for asbestos abatement and a header in the garage area.
4. Vice-Chair- Coleen suggested that the Board cancel the July 1, 2022 Board meeting. The Board agreed. Coleen asked that the reservation system be incorporated in the new website ASAP. IT Committee members agreed.
5. Chair – Gerry proposed that an Ad Hoc Committee (25 individuals) be formed to consider which items contained in SCA’s Rules & Regulations might be advanced to the CC&Rs in a new draft of the CC&Rs. Items such as pets, view lots, rental limits, cloths lines and architectural control requirements will be considered. The goal is to come up with a list of rules and regulations that represent the community’s preferences and that can achieve 75% voter approval when a new set of governing documents are prepared for the resident’s consideration. The committee will present their findings to the Board for approval.
Denny suggested that the Board can use this list in discussions with the various neighborhood watch groups to help gain acceptance.
New Business
Gerry opened discussions regarding a “Re-opening Event” for later this year. Esta Carter indicated that she is planning a celebration for Salemtowne’s 55th Anniversary on August 20, 2022 from 3:30 – 5:30pm. Consideration was given to a re-opening event at the same time. No decision was reached. Gerry will consult with others to gage interest in a re-opening event.
Esta advised the Board that a July 4th Celebration will be held on Thursday, June 30th from 5:30 – 8:30pm on the patio. Music will be featured at the party.
Adjourn: 10:30am
SCA Board Meeting Minutes
June 3, 2022 – Towne Hall
M I N U T E S
Call to Order: The Chair called the meeting to order at 9:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery.
Staff Present: Jason Halfman and Karen Holland
Guests: 9
Approval of Minutes: The Board approved the May 20, 2022 Board Meeting Minutes.
Staff Reports
- Building & Grounds – Jason sanded the golf course this week. Gregg Buyser has agreed to work a 20 hour week. Jason plans to hire another laborer ASAP. Final adjustments are being made to the pool. Jason made two financial requests:
- Jason asked the Board to approve an $1,800 expenditure to purchase an automatic pool cleaner. This will save valuable staff time. Denny MOVED to approve the request and the Board voted to grant the request.
- Jason requested $7,788 to compensate All City Paving to repave the wood bridge on hole #2. The funds will come from the ARF account. Coleen MOVED to approve the request and the Board voted to grant the request.
- Administration – Karen indicated that 7 homes have sold this year. A total of 178 golfers have paid membership dues. She informed the members that the Towne Hall will be painted on July 15th so the June 17th Board meeting will have to take place elsewhere. Doc Nelson agreed to assist with making the Golf Club House available. The patio area may also be used.
Board Reports
- Treasurer – Denny reported that he secured $14,642 from the insurance company for additional claims SCA made for roof damage resulting from the fire. And, the insurance company paid $7,900 to reimburse SCA for fire watch services.
- Operations- Ron reported that workers are currently installing dry wall and which is expected to take about three weeks. The Towne Hall will be painted in mid-July.
- Jan Ober asked the Board to approve paint for a door in the Farmhouse. Ron MOVED to leave this decision to the discretion of the Farmhouse Redesign Committee. The Board approved.
- Ron requested that the Board accept a 600 CD collection donated by Roberta Taylor. Coleen MOVED to accept and the Board approved.
- Secretary – Jerry indicated that work is being done to organize and update the computer system. The work by the IT Committee is expected to result in a well-organized, secure and easy to use system.
- Vice-Chair- Coleen introduced an “exemption request” by the Condo Association to allow for the replacement of old railroad ties on the east side of the condos with newer railroad ties. Railroad ties are not allowed in the community. The Board voted NOT to grant the exemption.
- Chair – Gerry provided the group with a proposed Agenda for the June 6, 2022 Annual Meeting.
New Business
- Doc Nelson indicated that the Men’s Golf Committee has donated $1,000 to sand soft spots on hole #3 and #6. He will give the money to the Friends of Salemtowne for that purpose.
- Kenn Carter briefly discussed his findings regarding the proposed changes to the Governing Documents that will be discussed at the Annual Meeting. Kenn sees a need to adopt wording that existed prior to 2002 in the CC&Rs but was removed.
Adjourn: 10:05am
SCA Board Meeting Minutes
May 20, 2022 – Towne Hall
M I N U T E S
Call to Order: The Chair called the meeting to order at 9:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, and Secretary Jerry Gardner. Operations Director Ron Lester and Treasurer Denny Laughery were absent.
Staff Present: Jason Halfman and Karen Holland Guests: 20
Approval of Minutes: The Board approved the May 6, 2022 Board Meeting Minutes.
Staff Reports
- Building & Grounds – Jason reported that he finalized the purchase of a knife grinder ($3,500) and expects to take possession today. He has finished work on the swimming pool and expects that it will open for business by Memorial Day weekend. Repairs on the golf cart path and bridge are scheduled to begin soon. It has been a struggle to hire additional part time laborers. Jason has secured one laborer but could use three. Help wanted adds are not being answered.
- Administration – Karen reported that 173 individuals have paid golf dues. Six homes have sold so far this year. Karen has reviewed the existing SCA governing documents and found them to be free of any discriminatory language. Karen plans to draft a flyer announcing the June 6th Annual Meeting, however, she needs more information from the Board before proceeding.
Board Reports
- Secretary –
- Jerry shredded more SCA documents at a free document disposal event held by State Farm Insurance on Lancaster Dr. last Monday. Checking with Garten Foundation, they will provide a truck to collect unwanted confidential documents at Salemtowne for a minimum of 2 hours at a cost of $300 per hour. There next available date is June 24th. No decision was reached.
- Cori and Al provided an office desk which was used to replace the bookkeeper’s old desk. They are preparing to ship the additional donated office furniture to Salemtowne in July.
- Jerry briefly reviewed the Treasurer’s update on the fire insurance reimbursement and projected expenses. SCA expects to receive insurance payments of $1,423,930 and expects to pay out $1,326,421 leaving a balance of $97,509. SCA will be able to rebuild the Fitness Center and Farmhouse, add a security system, add new exercise equipment, rebuild the kitchen and breezeway room, and still have a surplus.
- Operations – John Mangini provided a construction update on Ron Lester’s behalf. All electrical, plumbing and HVAC work is expected to be completed by May 27th. Workers will begin installing drywall shortly thereafter. New windows are in and the decking is 99% complete. Folks are working to make sure there is a place to store new materials as they arrive.
LARC Committee
Jo Gosselin reported that LARC received a request by a homeowner to erect a small structure near the 3rd green. Noting Gazebos and pergolas are allowed in Salemtowne, Jo approved the proposed structure since there are several similar structures in the community.
There are nine properties in the community that need landscaping work. Jo and her team plan to contact the responsible homeowners to seek a solution.
Jo expressed her concern that the issues with the authorities set forth in the governing documents still impact LARC’s ability to enforce rules and regulations.
Rule Exemption Request
The Condo Association requested an exemption (#2202) to the rule that prohibits the use of railroad ties for landscaping purposes. Condo owners plan to use railroad ties at the base of the ivy slope along the east side of the condos. Coleen will investigate the proposal and report back to the Board.
Governing Documents
Gerry discussed her desire to seek feedback from past SCA Board chairs (May 30th @ 10am) regarding proposed revisions to SCA’s governing documents. At the request of the Board of Directors, the association’s attorney, Ryan Harris, drafted a new set of governing documents that moved certain provision currently in the Rules & Regulation to a new version of the CC&Rs. Based on Harris’ legal opinion, this is necessary to make specific rules and regulations enforceable (see: ORS 94.580 (2)). However, making this change will require approval by 75% of SCA’s homeowners. Gerry plans to broaden the feedback the Board receives from the community on this and related issue as a means of increasing understanding and support for the needed changes to the governing documents.
Regarding view lot protection, Gerry referenced the feedback she received from a number of community members. This information along with the report received from the Salemtowne View Protection Committee will be used to help inform the Board regarding next steps. It is important to note that it is unlikely that LARC will be able to enforce view lot protections, if that is required, unless these rules are referenced in the CC&Rs which, as mentioned, require homeowner approval.
No Solicitation Sign
Roberta Taylor requested that a new sign be placed at the community entrance.
Adjourn: 10:25am
SCA Board Meeting Minutes
May 6, 2022 – Towne Hall
M I N U T E S
Call to Order: The Chair called the meeting to order at 9:04am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery.
Staff Present: Jason Halfman and Karen Holland
rGuests: 31
Approval of Minutes: The Board approved the April 15, 2022, Board Meeting Minutes.
Staff Reports
- Building & Grounds – Jason indicated that the golf course has received 7.5” of rainfall during the past month. This is a record. The grounds crew sanded the course recently. Jason plans to purchase a knife grinder for $3,500. The recent purchase of a blade sharpener for $6,500 was partially funded by a $3,500 fire insurance reimbursement.
- Administration – Karen reported that 171 golfers have now paid a membership. The office will be closed on Monday, May 30th.
Board Reports
- Treasurer– Denny reported that SCA’s insurance company has reached a final settlement in the “Long mower case.” All demands associated with this claim have now been satisfied. Denny also reported that a lien on a residential property in the community was recently paid ($1,800).
- Operations –
- Jerry distributed a diagram of the Fitness Center and the suggested positioning of the proposed exercise equipment.
- Ron provided a comparison of the three different bids he obtained for the purchase of new exercise equipment. Ron recommended that SCA purchase (2) treadmills, an elliptical, a recumbent bike, a rowing machine, a universal gym, weights and exercise benches for a total of $18,500 from Portland Fitness. Jerry MOVED to approve the purchase. The motion was approved.
- Jan Ober reported on the elements of the Farmhouse redesign. The Farmhouse Committee was able to keep the cost below the $20,000 amount allocated for this purpose.
Video/Paperback library | $450 |
|
Hardback book library | $6,275 |
|
Fireside room | $3,520 |
|
Billiards/Game room | $1,100 |
|
Living room | $4,688 |
|
Total | $16,033 |
|
|
|
|
Note: Does not include shuffleboard or transportation costs | ||
Ron indicated that the existing shuffleboard can be resurfaced and refinished by a Portland company for $1,500. Coleen MOVED to approve this expense. The motion was approved.
Jan also reported on the “Breez Coffee House” which is proposed for the space currently occupied by the Breezeway Room. With an expenditure of $4,171 for furniture and equipment, the Breezeway Room will be transformed into a community gathering place and meeting event space. The new space will serve community members during the day and then by reservation only after 5:00pm. Ron MOVED to approve the new space designation and the requested expenditure. The motion was approved.
- Ron indicated that Alarm Northwest Tech submitted a revised bid #78 that included incorporating video cameras in SCA new security system. For $8,550, four cameras will be strategically positioned around the community center to provide increased security. Coleen MOVED to approve this amount for the purpose of installing video cameras. The motion was approved. Denny noted that this should reduce the community’s annual insurance costs.
- Ron updated the Board on the construction progress. Electrical and plumbing rough-in work is well underway and should be completed in late May. Drywall work will begin in late May.
- Ron reported that there are several items that must be disposed of in order for work to progress. These items include: women’s sauna, kitchen cabinets, and the Farmhouse piano. Coleen proposed that where possible, these items may be sold, donated or traded for work of like value. For example, the kitchen cabinets may be traded for future cabinet work. Denny MOVED that Ron be given the authority to deal with potential bidders for this work and make decisions as he sees fit. The Board approved this method of disposal. It is important to the Board that all residents be given an opportunity to compete for this type of work.
- Ron is working with a private company to have bat droppings removed from the Townehall and the Golf Shop.
- Secretary – Jerry reported that work in the SCA’s computer system is progressing well. The IT Committee has installed new RAM in the Office Manager’s computer, selected a new computer for the Bookkeeper, arranged for new computers for the Grounds Supervisor and Mechanic and assisted with the design of the new security system. Moreover, replacement office furniture will be moved into the office this week. Finally, a storage area in the basement will be used for old files.
Exception Requests
- Child Occupancy – Gerry briefly described a request to allow an 8 month old child to accompany her parents as they temporarily reside in Salemtowne to take care of an elderly home owner (the grandmother) currently struggle to take care of herself as a result of an injury suffered in Salemtowne. Since this is a 55+ community, this would require a Board approved exemption. Gerry MOVED to grant the resident a one-year exemption subject to review of SCA’s attorney and compliance with appropriate ADA laws. VOTE: In favor: Gardner, Laughery and Morgan. Opposed: Lester and Barbee. The motion passed.
- Fence – A resident is proposing to erect a 3.5’ fence across the front of her property to prevent dogs from using her property to relieve themselves. It has been an ongoing problem for the resident. SCA Bylaws prohibit non load bearing fences from being placed in front of a residence. Gerry MOVED to grant the resident an exemption to install the fence. VOTE: In favor: Morgan. Opposed: Barbee, Lester, Gardner and Laughery. The motion failed. LARC Chairperson Jo Gosselin requested that the Board draft a letter to inform the resident of this decision.
LARC Committee
Jo Gosselin provided a written report to update the Board regarding the Committee’s activities (January – April 2022). Jo reported that she has had to deal with several residents who have used disrespectful language and aggressive behavior as she tries to help folks resolve problems.
View Lots
Gerry has received a number of comments about the extent to which “view lot” requirements are incorporated into community governing documents. Gerry is seeking additional input.
Governing Documents
Gerry is consulting with SCA’s attorney as he drafts a new set of governing documents. A draft document is scheduled to be done by the end of this month.
Annual Meeting
Gerry proposed that the Annual Meeting will take place on June 6th. The Board has invited Ryan Harris, SCA’s attorney, to speak about governing documents revisions.
Adjourn: 11:05am
SCA Special Board Meeting Minutes
April 5, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 1:00pm
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery. Guests: Tom Mahon, Terry Davidson, Kathy Painter and 1 other.
Purpose: The meeting was called to discuss how to proceed with issues concerning SCA existing governing documents.
Board members reviewed and discussed materials prepared by Tom Mahon and Coleen Barbee regarding the governing documents.
Particular attention was given to the Finance Section and the View Protection and Clearance Section.
Board members discussed drafting a new version of SCA’s CC&Rs and Bylaws that will meet the HOA’s legal constraints.
Gerry expressed concern that some of the restrictions in Coleen’s edits may not be needed. No decisions were reached.
Ron MOVED to request SCA’s attorney, Ryan Harris, to draft a new document drawing from SCA’s current CCRs and Bylaws that will address any legal shortcomings and produce a revised, up-to-date, legally enforceable set of governing documents. The Board approved Ron’s motion.
Board members agreed that changes to the financial parameters (fees and assessments) of the CC&Rs will not be altered at this time.
Board members will consult via phone call with Mr. Harris to determine how to proceed.
Adjourn: 2:10pm
SCA Board Meeting Minutes
April 1, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 9:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery.
Staff Present: Jason Halfman and Karen Holland
Guests: 18
Approval of Minutes: The Board approved the March 18, 2022 Board Meeting Minutes. Staff Reports
Grounds – Jason reported that the grass is growing as warmer weather approaches. Jason hired Howie Long to fill an open mower position. Ron requested that Jason keep training logs as new employees come on board. These logs are important for insurance purposes. Jason indicated that he already has training logs. Jason took possession of a used metal grinder SCA purchased. The golf course is now open to golf carts.
Administration – Karen stated that four homes have sold so far this year and one is in the process of selling. There are 150 paid golf memberships at present. Chris Robertson from the IT Committee has started work on the office computer and maintenance computer. She is coordinating the computer system update and system structure review ahead of the ITCommittee’s report.
Board Reports
Chair – Gerry will report below.
Secretary – Jerry reported that the Website & IT Committees work seems to be going well.
Regarding a “Document Shred Day”, a resident indicated that Joan Johnson of State Farm Insurance holds a shred day twice per year at the South Lancaster Dr. office. The next one is set for May 13th. You can shred documents for free provided the amount is limited to one car load.
Treasure – Denny indicated that the Kinsale liability insurance policy was terminated effective March 23rd and the Crum & Foster policy is now in effect.
Vice-Chair – Coleen is searching for two volunteers to assist her recruit two new Board members. Coleen plans to participate in a “zoom” HOA Leadership Seminar set for April 21st.
Operations – Ron will report below.
Committee Reports
LARC – Jo Gosslin reported on two issues:
2903 Winslow Ct. – the resident is seeking to install a 3 ft. fence to keep animals from depositing waste in her yard. She has confronted several dog owners about this problem, but it remains unresolved. Jerry MOVED to allow the new fence, but others want more information. The motion was tables until next meeting.
3234 Oakcrest – the occupant, a renter, has a covered car and a trailer stored on the property. Several complaints have failed to get an adequate response from the renter. The Board will draft a letter to the homeowner to ask for assistance.
Old Business
Fire watch – The community center must be secured after the construction crews depart at around 3:30pm during the week. Karen and Jason will make sure the Towne Hall and the office wing rooms are locked each workday afternoon. Use of the facilities at other times must go through Coleen to make reservations and make sure the facilities are locked after each permitted use.
Construction Update – Ron provided a list of issues and proposed actions:
Ron will meet with pool table cleaner to check on the condition of the pool tables.
The contractor has requested that residents stay out of the construction area.
Chris Owen will provide Ron with the specification for securing a TRX machine in the Fitness Center.
The roof and decking are next to be replaced. The framing is expected to be completed by April 28th.
Ron recommended that the outside access to the Farmhouse basement be eliminated from the plans due to increased costs. This will result in a $3,500 credit. We have sufficient storage. The Board approved.
Ron recommended that a proposed water heater circulation system enhancement be eliminated. It is not necessary. The Board approved.
Ron requested that the Board approve an insurance reimbursement request to: 1) replace the insulation in the attic, and 2) acquire appropriate permits. The Board approved.
Ron suggested that SCA go forward with the plan to paint the inside of the Towne Hall. The cost is already included in the base construction bid. A meeting will be called of interested parties to determine colors, but they are expected to closely resemble the existing colors. The Board approved.
Ron recommended that SCA approve a contract with Alarm Northwest Tech. to install an alarm system and Wi-fi connectivity for the community center. The Board approved $20,035 for this purpose. An additional expense of several hundred dollars is anticipated for coaxial cables to connect TVs.
Ron proposed that the kitchen renovation be carried out by SCA residents and that the kitchen work be delayed. This will postpone a planned $44,811 expense. Work will continue on replacing the kitchen floor and removing metal cabinets. The wood cabinets will be saved and repainted. The Board approved.
Ron expressed a desire to form a committee (Jan Ober, John Mangini and others) to re- imagine the Breezeway Room. The Board approved.
Ron requested authority to seek bids to install electric fireplaces in the Fireplace Room and Farmhouse. The Board approved.
Ron requested to defer installation of special lighting in the Farmhouse wing. The Board agreed.
Construction financials
Denny provided a financial update of the insurance reimbursements vs. expected costs. Of course, this is subject to change. As of February 28, 2022
Insurance reimbursement Less:
Construction & project costs
Unallocated
$1,386,863 $1,319,820 $67,043
Governing Document – Coleen provided a draft of SCA’s proposed amended CC&Rs. Coleen requested help finalizing the document in preparation for release to the community. Board members decided to meet on Tuesday, April 5th at 1pm to discuss the document and set a strategy for moving forward.
Committee Work – Gerry distributed a handout suggesting that SCA’s Committees, Clubs, Working Groups and Service providers may need further definition and organization. Tom Mahon suggested that this could be accomplished by establishing a policy rather than a change to the SCA bylaws. The Board agreed to give this notion further consideration on April 5th.
New Business
Coleen asked that the Board seek to open the BBQ and patio areas in preparation for spring events. Furniture must be cleaned and placed outside. Coleen asked for volunteers.
Adjourn: 10:55a
SCA Board Meeting Minutes
March 18, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 9:03am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery.
Staff Present: Jason Halfman and Karen Holland
Guests: 17
Approval of Minutes: The Board approved the March 4, 2022 Board Meeting Minutes.
Staff Reports
- Grounds – Jason said the winter projects were complete. He indicated that he has a source for fertilizer as prices for fertilizer increases. He was able to purchase a used wheel grinder to sharpen mower blades for $6,500. A new grinder costs $48,000. Ron moved to approve the purchase and the motion passed. Terry Davidson indicated ARF funds may be available to purchase the equipment.
Administration
Karen stated that Westview Estates requested to rent the Towne Hall in October 2022 for an annual meeting. The Board approved the request.
Summit wants to return the pool tables and to the Towne Hall following cleaning. Ron Lester will contact Summit to work out the details.
The Towne Hall windows are scheduled for cleaning in June. SCA Annual Meeting will also take place in June. Karen reminded fire watch will be needed at the appropriate time. The Board approved the request.
Board Reports
Chair – will report under old business.
Operations–will report under old business.
Secretary – Jerry reported that the Polk County District Attorney’s office had not responded to the SCA letter regarding the July 16th fire. Jerry will report under old business.
Treasurer – Denny has been on vacation but he indicated that SCA’s finances are on track. Denny will consult with Schwindt to complete the 2021 financials.
Vice-Chair–Nothing significant to report.
Committees
- Tree Committee – Len Farr requested a $300-$500 expenditure to purchase an “increment borer”. The borer is needed to check for root rot. This expenditure is within the Tree Committee’s budget. The Board approved the expenditure.
Old Business
Fire Watch – Now that construction workers are working on site during the week, the Salem Fire Marshall has given SCA permission to eliminate the fire watch during work hours. Jerry moved to end the fire watch except as needed when workers are not on- site. The community center will be closed (including SCA Office) during periods when contractors are not present. The Board approved (4-1) with Gerry Morgan voting against. Karen will continue to manage special circumstances and call on fire guards as needed when construction workers are not present.
Annual Report – Jerry reported that the Board met recently in Executive Session to review the draft report and make final edits. The wording of the Governance section was revised. The final report will be ready for distribution next week.
SCA Documents – Gerry referred to a list of events dealing with the review and proposed re-writes of SCA documents (CC&R, Bylaws and Rules and Regulations). Board members will begin with a review of financial documents. In addition, documents pertaining to rental properties will be reviewed. The LARC Committee will analyze documents and make suggestions. Finally, the Board will review and redefine the Board selection process. Gerry also referred to the need to review the “committee” verses “club” designation and the roles and responsibilities of each.
IT Ad Hoc Committee – Cori Criss advised the Board that the Committee is about 66% done with developing a proposal regarding the SCA’s technology offerings (website and system structure to include software applications). In December 2021, Board members asked Cori Criss to review our relationship with Team Logic and the services they provide. Is this a good fit for SCA? Cori reported to the Board that her group has been working with office staff and our IT contractor TeamLogic to gain the required amount of information necessary to complete a proposal. The group will meet on Monday, March 21st to continue work. Gerry requested that the Board approve a standing IT Committee and grant it authority to investigate options for SCA computer related activities. Coleen moved to grant approval and the motion passed.
Shred Day – The Board will organize a shred day in mid-April or early May to allow community residents to deliver confidential documents to an on-site service provider for destruction. There will be a fee involved for each participant.
Construction Update – Ron provided a list of needs involving the community center. The Board agreed with all of Ron’s suggestions, unless otherwise noted, and approved Ron’s requests.
Kitchen – Ron suggested that the proposed kitchen remodel ($44,812) be deferred. It will be possible to carry out this project at a later date using in- house personnel. Terry suggested that ARF money may be available for this project.
Fireside Room – Ron proposed closing off the exit door on the southwest side of the room in order to use this space for storage.
Doors into Farmhouse and Fitness Rooms – Existing doors will be replaced per contract.
Double doors into Breezeway Room and Towne Hall (2) will be replaced at an estimated costs of $5,000 each = $15,000. Ron will make sure the doors are ADA compliant.
Disposal of radiator – there is a need to either sell or recycle materials from the room radiators and women’s sauna. Jason will assist.
The Board agreed to place a line item for a $20,000 place holder for furniture and accessories as replacements for the contents in the community center.
The hot water heater is in need of a recirculation pump and line. Agreed.
Board members agreed that the antique character of the Farmhouse should be preserved. Ron will work with residents to acquire items that preserve the antique nature of the facility, such as oiled bronze hardware, provided that costs are reasonable.
Ron will work with billiard users and meet with residents using the Billiards room to seek their opinion/approval of an appropriate billiard table light fixtures as suggested by the Redesign Committee.
The Board approved the selection of the appropriate decking, lighting and other items as proposed by the Farmhouse Committee.
New Business
- Entry Tree Lights – Lissa Allen, on behalf of the Garden Committee, requested the Board to approve placing clear lights on the island at the entrance of Salemtowne solely for their aesthetic value. The Board directed Lissa to work with Jason to develop a proposal and budget for consideration. Friends of Salemtowne funds may be used to help pay for the project.
Recess: 10:55am Reconvene: 11:10am
- Board members heard a presentation from Greg Blankenship of Alarm NW Tech. regarding a security system for the community center. Greg made a proposal for a security and alarm system, motion detector system and a video surveillance system. He also discussed an internet interface for the community center. His initial proposal will be reworked based on Board feedback.
Adjourn: 12:05pm
Two Board members heard a “ZOOM” interview from Adam Jenkins of Low Voltage NW, LLC regard a security system. Only two Board members were able to connect due to technical issues with zoom.
SCA Board Meeting Minutes
March 4, 2022 – Towne Hall
M I NU T E S
Call to Order: The Chair called the meeting to order at 9:01am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, and Secretary Jerry Gardner. Ron Lester and Denny Laughery were absent.
Staff Present: Jason Halfman and Karen Holland
Guests: 18
Approval of Minutes: The Board approved the February 18th Board Minutes. Staff Reports
Grounds – Jason indicated that the tree pruning was almost done. The tractor repairs are almost complete. The maintenance office bathroom is nearly complete.
Administration – Karen reported on three issues:
A non-resident golfer paid the $550 golf membership fee in December 2021. In February, 2022 that individual moved to Salemtowne and became a resident. The “new” resident wants a rebate on the non-resident golf fee paid in 2021. Two months @ $45.83 month ($550/12) plus ten months @ $35.42 month ($425/12) = annual fee of $445.86. $550-$445.86 = pro-rated rebate of $104.14. The Board approved the pro- rated rebate.
Residents are complaining about the fact that some folks are allowing their dogs to run free in the RV Storage lot. According to Salemtowne rules, dogs must be on a leash at all times. Jason will place a sign at the RV lot entrance reminding residents that dogs must be on a leash at all times. This fact will also be noticed on the Salemtowne webpage and in the Newsletter.
Karen reminded Board members that Salemtowne’s bylaws must be reviewed by the end of 2022 to make sure they do not contain any discriminatory language.
Old Business
- C* Property – After discussions with the LARC Chair and the Board Chair, Mr. C* has made progress cleaning his yard. DD is working with Mr. C* to assist with landscaping. Another evaluation of Mr. C* progress will take place on March 25th.
2. Mr. L* received a letter from the LARC Committee asking him to remove and relocate his pickup truck from the golf club house parking lot to a space the Board recently designated in the NW corner of the community center parking lot. Mr. L* objected. He and his wife are disabled and want to continue to park the truck in the club house parking lot. Mr. L* is currently parking his vehicle on the street in front of his house. Board members will take this issue up once again when the full Board meets on March 18th.
NOTE: The Chair suggested that, in the future, the Board adopt a “new” policy of contacting residents face-to-face so that short comings could be discussed and addressed before issuing a letter to the resident. However, a record of the notice will be placed in the resident‘s file whether a letter is delivered or not. Board members approved this policy.
3. The re-design of the community center is progressing. Members of the Farmhouse Committee plan to meet with Nate of Duncan Construction to review the selection of lighting and paint colors.
4. The Chair reviewed “suggestion box” activity. Since the Fall Forum, only three suggestions have been received – one each in the suggestion box, via email and on the website. Topics include saving the lapidary room, hiring a professional landscaper, and increasing security. Establishing an off-leash dog park was suggested at the meeting.
5. One suggestion for a fundraising activity was discussed. The Garden Committee wants to work with the LARC to raise money. Committees cannot maintain a checking account but Clubs can. All funds can be collected and disbursed using the Friends of Salemtowne account.
6. Jerry will organize a meeting the week of March 7th involving Carol Hoover, Jason and others to discuss the viability of the Lapidary Room.
7. Jo Gosselin reported that Kathy Painter is working with Sherwin-Williams to develop an approved house paint color selection pallet for Salemtowne residents. Residents seeking to find an acceptable color scheme for their house can go on-line (www.sherwin- williams.com) and go to their “HOA Color Archive” to find pre-approved Salemtowne colors.
New Business
Board meetings will continue to take place twice per month. The 1st meeting of the month will be a “special meeting” for the purpose of working on issues already established that need attention. The 3rd Friday of the month will continue to be our regular Board Meeting which will cover old and new business as well as community concerns from attendees.
The Garden Committee requested approval to invite Ever Sharp Company to Salemtowne on March 17th from 10am – 2pm to sharpen gardening tools for a fee. The Board approved the request.
Karen will organize a meeting with the Salem Fire Marshall, Duncan Construction, Operations and fire watch volunteers to reorganize fire watch scheduling now that construction work has begun.
General
The Board will review the 2021 Annual Report and Governing Documents at the next Board meeting.
Home owners are not allowed to turn part of their house into a duplex. Owners may rent a room but they cannot establish a separate residence.
A recently donated piano will be moved into the Towne Hall on March 19th from a private residence. Volunteers are needed to assist.
Coleen Barbee will begin developing a list of potential new Board Members to fill upcoming vacancies between March – April.
Chair Morgan asked for assistance with articles for the Newsletter under the Chairman’s Corner. Other Board members may participate.
Participants briefly discussed “banners” for the Salemtowne webpage. Currently, these are entered by Sara DuVal based on advice and consent from the Chair.
Adjourn: 10:15am
SCA Board Meeting Minutes
February 18, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 9:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Treasurer Denny Laughery, Director of Operations Ron Lester, and Secretary Jerry Gardner.
Staff Present: Jason Halfman and Karen Holland
Guests: 26
Approval of Minutes: The Board approved the February 7th Board Minutes absent of the Winter Forum session notes.
Staff Reports
Grounds – Jason indicated that the tree pruning was almost done at a cost of 50% of budget. Tractor repairs are awaiting a part. The pool heater will be repaired the week of Feb. 21st. The maintenance office bathroom is being repaired. Due to sickness, a funeral and injury, the grounds crew has been short staffed. The area just off the cart path, near hole #6, suffered golf cart damage. A photo will be published in the newsletter to remind golfers not to drive on the course when it’s wet.
Administration – Karen reported one home sale so far this year. There are 131 paid golf memberships so far this year. She reminded the Board that “age verification” must be reported in the next few weeks. And, HOA’s must report and correct any discriminatory language in the governing documents per State law within the next month. Karen has started the review. A prospective resident inquired about turning an existing single-family home into a duplex. Is this allowed in Salemtowne? Coleen will review and report back to the Board. Feb. 21st (President’s Day) is not a holiday for Salemtowne staff.
Board Reports
Chair – Coleen MOVED to accept a piano donation. Jerry SECONDED and the motion passed. Gerry will ask the woodshop to build a bench to accompany the piano. A temporary sign will be placed on the piano in tribute to the piano’s former owner. The donation will be recognized in the newsletter. Suggestions will be received in the new suggestion box.
Vice-Chair – Coleen advised the Board that she is still trying to contact the owner of the pickup truck parked in the Golf Club parking lot. She will ask the owner to relocate the truck to the northwest corner of the community center parking lot.
Treasurer – Denny listed the insurance providers and costs.
Coverage Type / Provider Cost Dates
Liability |
Kinsale $21,060 Crum & Foster $34,204
Chambers Ins.
(construction) $30,000
1/1/22 – 4/1/22 4/1/22 – 3/31/23
2/1/22 – 2/1/23 2/1/22 – 2/1/23
1/1/22 – 12/31/22
1/1/22 – 12/31/22 2/1/22 – 1/31/23
Building |
Lloyd’s (pool + golf shop) Golden Bear
Travelers
USLI
Inland Marine
Total
Denny noted that the Chambers construction insurance policy runs for one year. Duncan expects to complete the renovations in 6 months. If construction is limited to 6 months, SCA can expect to get an $8,500 refund. SCA budgeted $35,700 for insurance in 2022. SCA is $61,241 over budget this year. Terry noted that SCA has $55,000 in cash reserves earmarked for emergencies. Participants discussed the potential for a “special assessment,” however, it is too early to determine if that will be needed. Denny indicated that the SCA may have enough in the budget to cover this expense without a special assessment. SCA can expect to pay $50,000-$60,000 per year for insurance for up to 5 years.
TBD
$5,526
$1,904
$1,142
$3,105 $96,941
Earthquake |
Auto |
Management Liability |
Equipment |
Operations – Ron reported that work on the community center is currently set to start on March 16th. Duncan is waiting to free up a supervisor who is currently on a job in Seattle. The Board wants Duncan to start on March 1st if possible.
Ron is securing bids on a security system for the community center. Bids are expected to come in as follows:
Internet access throughout the community center – $7,000
Video monitors inside the buildings – $5,000
Door security – $9,000
SCA can expect to pay between $20,000 and $31,000 for a complete system. It is unclear where these funds will come from. Ron will research the matter and share his findings with the Board and others who would like to be included in the decision process.
The swimming pool is finished and awaiting final inspection. The fence is done.
Ron expressed his concern that Farmhouse Committee members were taking actions without first gaining committee and then Board approval. Ron requested that a Board member manage Farmhouse activities.
Secretary – Jerry notified the group that the Polk County District Attorney is reviewing the cause of the July 16th fire at the request of the Salem Police. Officials have to prove that there was “intent” to start the fire. So far, it appears to the police that the fire was accidental. SCA sent a letter to the Polk County DA providing additional facts that speak to possible intent.
Jerry completed a draft of the 2021 Annual report. Board members now have an opportunity to review the document and comment before the document is finalized and made available to residents.
Karen and Jerry will meet with members of the website committee next week to review protocols for establishing a secure file structure so that the IT functions can be brought in-house. Staff and volunteers are seeking transparency and confidentiality as appropriate.
LARC – Kathy Painter advised the Board that volunteers have just completed a color pallet notebook for house paint alternatives and trim. The new book will update colors from the prior book and combine base colors with trim and accent colors on individual pages for users to better determine how the colors will look together. She also advised the board that the colors would be interchangeable. Trim colors could serve as house colors and house color could serve as trim colors. The purpose of the upgrade is to give homeowners more current color choices. The Board agreed to allow the paint collection to proceed as described. The LARC Committee is open to exceptions. The color book will be located in the business office.
The Chair of LARC asked for clarity from the Board as to the Committee’s authority in regard to the prior Board Chair’s (Tom Mahon) instruction to rewrite Rules and Regulations (R&R) to be moved into the CC&Rs from the By Laws. Tom asked the committee to clarify and modify R&Rs where necessary and appropriate. The Committee was given considerable leeway in the instructions put forth at that meeting. The Committee Chair’s concern is that the request involves a lot of time and effort by the committee and they do not want to put the effort in only to have the current Board set their work aside. Chair Morgan advised the LARC Chair that the Board will consider revising the Governing Documents (including R&Rs) in March and April and would be better able to advise the committee at that time.
Old Business – Tom Mahon and SCA’s attorney, Ryan Harris, have expressed concern about SCA’s existing governing documents. Members discussed the possibility of inviting Mr. Harris to a community forum to educate residents and suggest a path forward.
Emergency Notification – A resident asked for help when it comes to notifying next of kin regarding a health emergency. SCA policy is to maintain emergency notification cards that a Board member can use to assist with notifications. The Office Manager does her best to keep these cards updated.
Adjourn: 11:00a
SCA Board Planning Meeting
February 2, 2022 – Craft Room
NO T E S
Call to Order: The Chair called the meeting to order at 11:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Treasurer
Denny Laughery, and Secretary Jerry Gardner.
Purpose: Board members met to discuss the Fall Forum agenda.
The Fall Forum will take place at 7:00pm on Monday, February 7, 2022.
There will be a short Board Meeting to approve minutes (Jan. 21st, Jan.
26th, and Feb 2nd) and request a facility reservation ($125) waiver for
Pete Gottschalk’s Recognition Event.
Following the Board Meeting, Ron will briefly discuss the architectural
plans for the Fitness Center and Farmhouse. The plan is to delay including the kitchen in the Q&A unless it is brought up by those attending since it is not included in the architectural drawings and contractor’s bid at this time. The Board will not open the Q&A to make additions or changes to the plans, but to answer questions and encourage involvement in the ‘decorating’ going forward: paint color for the town hall, breezeway, south wing, floor coverings, lighting fixtures, furniture etc.
Next, Gerry Morgan will open a “listening session” to get feedback from residents.
Gerry will briefly review a list of past accomplishments and identify completed projects.
Gerry may identify strengths and weaknesses from previous community planning sessions as a means to stimulate resident participation.
Gerry will identify “things we cannot control” to limit the discussion to relevant matters.
Scribes will take notes.
The goal is to gain resident participation and make a list of items the residents would like to see the Board work on.Denny briefly updated the Board on SCA’s insurance coverage.
Adjourn: 12:35pm
SCA Board Planning Meeting
January 26, 2022 – Craft Room
NO T E S
Call to Order: The Chair called the meeting to order at 10:00am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Treasurer
Denny Laughery. Secretary Jerry Gardner, Operations Director Ron Lester. Purpose: Board members met to discuss the Fall Forum.
The Fall Forum will take place at 7:00pm on Monday, February 7, 2022.
There will be a short Board Meeting to approve minutes and request a
facility reservation ($125) waiver for Pete Gottschalk’s Recognition Event.
Following the Board Meeting, Gerry Morgan will open a “listening session”
to get feedback from residents. A general list of opportunities will be made available for residents to refer to. Information tables will be set up prior to the meeting to inform residents of community activities. Scribes will take notes. Community suggestions must be financially affordable and not simply unworkable “dreams”. Gerry will draft an agenda.
Denny briefly updated the Board on SCA’s insurance coverage. Farmers will continue to provide coverage until March 31, 2022 at which time a new liability policy using Huggins Insurance will begin. The Huggins policy will run through March 31, 2023.
Jerry presented a letter to Mr. Lee Coyne regarding Mr. Coyne’s yard maintenance. Changes were suggested and Gerry will make the edits prior to sending the letter.
Adjourn: 11:15am
SCA Board Meeting
January 21, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 9:03am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Treasurer
Denny Laughery, Secretary Jerry Gardner, and Operations Director Ron Lester.
Staff Present: Jason Halfman
Guests: 11
Approval of Minutes: The Minutes from January 7, 2022 and January 12, 2022 were approved as presented.
Staff Reports:
Grounds crew
Jason reported that the air compressor is in need of repair. Staff is working to prune community trees as required. The tractor will be fully repaired in about two weeks. Crews will install the pool furnace next week.
b) Chair asked Jason about the golf course lift. Jason indicated that it is on his “to do” list by there has not been any activity on the lift in some time.
Administration – Karen was absent
Board Reports:
1. Treasurer
- a) Denny reported that Cincinnati Insurance has made the final reimbursement payment of $77,000 for fire damaged contents. This amount plus the $53,000 paid to Summit for cleaning services totals $130,000 which was the total amount awarded for fire damaged contents. SCA is preparing to bill the insurance company for $28,000 to cover our fire watch costs.
b) Denny recommended that SCA cancel our existing Kinsale Insurance policy effective Jan. 28, 2022. SCA paid $21,000 for a policy that runs through March 31, 2022. Cancelling this policy could mean that SCA may not be able to get a refund of about $14,000 for the last two months of this temporary policy which was purchased on December 31, 2021. Denny will seek to get a pro-rated refund.
- c) On Jan. 28, 2022 Denny recommends that SCA purchased a liability insurance policy from Huggins Insurance (Crum & Foster) for $34,203. This policy will run for one year and will augment a $7,720 property insurance policy provided by Lloyds of London. This policy includes $135,000 of contents coverage.
d) Jerry MOVED to accepts Denny’s recommendations. Ron SECONDED and the motion passed.
e) The Board agreed to meet Wednesday morning at Columbia Bank is downtown Salem to sign signature cards.
2. Operations
a) Swimming pool project will be completed by the end of January. This includes plumbing, painting and a fence.
b) AIA construction contract with Duncan Construction was signed on January 17, 2022 and work on the remodel is scheduled to start on Feb. 1, 2022. It will take six months to complete the work.
c) The remodel of the Farmhouse will require drawings and a change order. This will require an additional expense.
d) A change order will also be prepared for Cat 5 wiring throughout the renovation area (Breezeway room, Video Library, Fitness Center, Fireplace room and Farmhouse).
e) Ron is securing bids for a second conduit to accommodate a security system (card lock and video).
3. Secretary
a) When a Salemtowne resident was discovered at 1am on July 16, 2021 on the deck just outside of the men’s sauna room, was she “rescued” or “apprehended”? It depends on who you ask. By her own admission, she started the fire in the men’s locker room and the SCA wants to be sure she is held accountable. The attached letter was sent to the Salem Police Chief asking his department to reevaluate this incident. Len Farr requested that a copy of the letter be sent to SCA’s insurance company.
b) Committees and Clubs are submitting annual reports that will be used to draft a final version of the 2021 Annual Report.
c) Volunteers are working to purge Salemtowne files. After reviewing the files, consideration will be given to bringing a document shredder to town to allow residents to add to the unwanted document pile.
4. Vice-Chair
- a) The Reservation Committee is planning to increase the Patio Rental Fee to $70 from $35. It will still cost $35 to rent the kitchen. SCA cannot charge in order to show a profit. The fee must only cover costs. Ron MOVED and Jerry SECONDED to approve the fee increase. The motion passed.
5. Board Chair
a) The Winter Forum will take place on Monday, Feb. 7, 2022. The Board meeting scheduled for Feb 4th will take place on the 7th. Residents are encouraged to make their wants and desires known to Board members at the Forum.
b) A strategic planning session is being considered. What do residents want for our community?
c) SCA was notified that a settlement has tentatively been reached regarding the March 2020 lawnmower incident. Liberty Mutual Insurance has agreed to terms with the injured party. This is good news since it will make securing liability insurance easier.
Old Business
LARC Complaint – Jo Gosslin advised the Board that a home at 3289 Oakcrest Dr. continues to violate minimum community appearance standards. Numerous violations have occurred since 2015. Observers describe the property as a “homeless camp” or “junk yard”. The LARC Committee suggests that a fine may be in order. No action was taken.
The home owner at 1614 Sunrise Circle has applied to add a room on the south side of the house. Board members reviewed a diagram and photos. Ron MOVED to approve the addition pending City approval and proper permits. Denny SECONDED and the motion passed.
Adjourn: 10:25am
SCA “Executive” Board Meetings
January 18, 2022 – Craft Room
M I N UT E S
Call to Order: The Chair called the meeting to order at 3:15pm
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Treasurer
Denny Laughery. Secretary Jerry Gardner, Operations Director Ron Lester.
Purpose: An executive session was called by Board members to discuss interpersonal relations, confidential insurance matters and the construction contract with Duncan Construction.
Board members reviewed four drafts by four different board members of a letter describing litigation involving a personal injury lawsuit stemming from a March 5, 2020 incident. Participants agreed that a collaborative process can best produce lasting results. There was agreement that SCA residents need to be fully appraised of the situation and Ron Lester was designated to draft the final letter set to be delivered to the community at the Jan. 21st Board Meeting. Residents will have an opportunity to view legal documents outlining the situation in the business office after the details of the lawsuit are made public on Friday.
Denny led a discussion of the proposed insurance coverage scheduled to begin on April 1, 2022. Huggins Insurance has the most favorable quote.
Jerry asked for the Board’s full support regarding the letter he recently sent to the Salem Chief of Police about the July 16th fire and a SCA resident’s involvement. Ron indicated he would make a motion to do that at the next Board meeting.
Ron indicated that the details of the remodel for the community center have been worked out. Ron signed the contract with Duncan on Jan. 17th. Work will begin in February.
Adjourn: 4:00pm
SCA “Emergency” Board Meeting
January 12, 2022 – Towne Hall
M I N UT E S
Call to Order: The Chair called the meeting to order at 3:05pm
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Treasurer
Denny Laughery. Secretary Jerry Gardner, Operations Director Ron Lester. Guests: 9
1. Construction contract:
Ron indicated that he received a signed contract from Duncan Construction. The company used the American Architectural Association (AIA) standard contract format (Doc A101-2017) at the request of Salemtowne. Ron submitted the contract to SCA’s attorney, Ryan Harris, for final review.
The City of Salem has issued building permits.
Once the company has lined up the sub-contractors and received supplies, demolition
and construction work can begin. That is forecast to take place in February.
Ron Lester MOVED to approve the contract with Duncan Construction pending the
attorney’s final review and approval. Coleen Barbee SECONDED. The motion passed.
2. Insurance:
Huggins Ins. issued an updated quote on new insurance coverage which includes the Towne Hall. The new annual premium is $43,840. SCA liability insurance will decrease from $3 million to $2 million. Coverage will run from January 1, 2022 until December 31, 2022. However, starting this policy in January will mean SCA has double coverage from January 1, 2022 to March 31, 2022 since SCA purchased a $21,000 policy from Farmers Ins. on December 31, 2021 for three months to maintain coverage.
As an alternative, SCA can opt to start the Huggins coverage on April 1, 2022 after the Farmers Ins. expires. The complication is that the Farmers Ins. policy does not currently cover the Towne Hall. Starting Huggins Ins. later means that the Towne Hall will be at risk for three months. Denny will contact Huggins to try to get coverage for the Towne Hall from January 1, 2022 until March 31, 2022.
Huggins offered a quote of $3,105 / yr. to cover landscaping equipment.
No decisions were approved pending further information.
Adjourn: 3:35pm
SCA Board Meeting
January 7, 2022 – Towne Hall
M I N UT E S
Call to order: 9:00am by the Vice-Chair.
Board Members Present: Vice-Chair Gerry Morgan, Secretary Jerry Gardner, Operations Ron Lester, Treasurer Denny Laughery and new Board member Coleen Barbee.
Staff Present: Jason Halfman and Karen Holland.
Guests: 18 residents attended
Approval of Minutes: The following minutes were approved as presented – December 17th, 29th and 31st. The emergency Board minutes for January 2nd , 4th, 5th and 6th were also approved. Gerry requested that SCA residents grant the Board the ability to meet without observing strict public announcement rules to allow the Board to conduct business in a timely and efficient manner. The recent insurance crisis demanded sudden and frequent meetings to resolve the issues. Participants agreed.
New Board Member: Gerry indicated that after due consideration, the Board agreed to offer Tom Mahon’s recently vacated position to Coleen Barbee. Coleen accepted and she was confirmed by the Board of Directors. Coleen Barbee replaces Tom Mahon and is now authorized to sign for all bank transactions and business activities carried out by the Board. Tom Mahon is no longer authorized to perform these activities.
Board Positions: Gerry stated that Board members have agreed to allocate positions on the Board as follows: Board Chair – Gerry Morgan, Board Vice-Chair – Coleen Barbee, Board Secretary – Jerry Gardner, Board Treasurer – Denny Laughery, and Director of Operations – Ron Lester. Each of these Board members has signature authority to carry bank transactions and other business activities as appropriate.
Staff Reports:
a) Grounds – Jason reported that the bad weather was keeping the grounds crew from working on the golf course. Repairs to the tractor are progressing in a satisfactory manner. Renovations to the maintenance area bathroom will commence on January 10th. Jason has helped remove some Christmas decorations.
b) Office Manager – A total of 34 homes were sold in 2021. One home is in the process of selling. 83 golf membership have been purchased so far this year (5 are new). The Winter Forum is tentatively scheduled for Monday, February 7th. Karen asked for help in making sure that all visitors to the community center report to the office before entering the facility.
Board Reports:
Treasurer – Denny reported that he began working with Huggins Insurance to renew SCA’s umbrella insurance policy in early December. However, Higgins failed to deliver a new quote until 3pm on December 31, 2021 – just hours before the policy lapsed. As a result of this failure, the Board soughtother quotes. Ron Lester’s son-in-law, who works for Farmers Insurance, also provided a quote on December 31st. Both quotes were for roughly $84,000/yr for coverage. The Board decided on December 31st to pay Farmers $21,000 (25% of $84,000) to secure coverage for three months. (NOTE: Ron Lester did not vote to avoid a conflict of interest). On January 6th, Dawn Bostwick, co-owner of Huggins Insurance, presented the Board with a new quote from Crum & Forster through Lloyd’s of London for $40,260. This policy offers coverage comparable with other quotes but at half the price. SCA may not be able to secure an umbrella policy until the restoration of the fire damaged property is complete. This Crum & Forester policy could start on April 1, 2022 just after SCA’s 3 month emergency policy with Farmers is discontinued. SCA has already secured auto, earthquake and management insurance.
Denny continues to work with Cincinnati Insurance to gain appropriate reimbursement for the fire damage the community sustained on July 16, 2021. He is working to collect $28,500 for damages.
Denny and April are working to close out the books on 2021.
Operations – Ron informed residents that SCA’s attorney, Ryan Harris, had reviewed the proposed construction contract with Duncan Construction and Mr. Harris requested some changes. The revised contract will follow a standard AIAI contract format. This will give SCA a greater degree of protection. The City of Salem has completed the permitting process and construction is expected to begin in February.
Secretary – Jerry indicated that he obtained a police report regarding the July 16th fire using a public information request. Police investigators and Fire Department officials concluded that, “Based on the evidence on scene and
interviews of Suzanne (Huffman), DFM Roth and (Detective Gordon) determined the fire to be accidental. At this point the investigation will be closed.” The Board plans to have Det. Gordon speak to SCA residents in the near future.
Jerry plans to send an information request to all Committee Chairpersons and Club Presidents in order to start drafting the 2021 Annual Report.
Beginning January 10th, a group will work to purge the files once stored in the basement. There are a number of outdated materials that can be destroyed.
The need for the Lapidary Room will be assessed. Gerry will send a survey out to residents in the next Newsletter.
New Business
Gerry called for volunteers to assist with the removal of Christmas decorations.
Roberta requested that a demonstration of the new website be added to the agenda for the Winter Forum.
Carroll asked whether or not COVID-19 restrictions will limit our activities. Not so far.
Next Board Meeting: Friday, January 21, 2022. Adjourn: 9:45am
SCA “Emergency” Board Meetings
M I N UT E S
Friday, December 31, 2021
Board Members Present: Vice-Chair Gerry Morgan, Secretary Jerry Gardner, Operations Ron Lester and Treasurer Denny Laughery.
The board reconvened the emergency board meeting at 3:00 pm to consider a quote from Huggins Insurance. At the same time, the board received another quote for Farmers Insurance. Both quotes were from the same insurance provider and for the same price of $84,000. The board accepted the quote from Farmers Insurance and paid 25% of the premium down. (NOTE: Ron Lester abstained from voting since his son-in- law is employed by Farmers Insurance). Notice was sent out to the community that the liability insurance had been obtained. Other critical insurance issues remained concerning auto and fire insurance. The board once again recessed until further action could be taken to obtain the needed insurance.
Sunday, January 2, 2022
Board Members Present: Vice-Chair Gerry Morgan, Secretary Jerry Gardner, Operations Ron Lester and Treasurer Denny Laughery.
The board reconvened to discuss remaining insurance issues. No decision was made and an appointment was made to meet with Huggins Insurance representatives on January 6, 2022 at 2:00pm. The board will reconvene at that time to finalize the remaining insurance coverage issues.
Fire watch will resume on Tuesday, January 4th at 7:00am.
Tuesday, January 4, 2022
Board Members Present: Vice-Chair Gerry Morgan, Secretary Jerry Gardner, Operations Ron Lester and Treasurer Denny Laughery.
At 2:00pm Board members met to discuss the liability, property and other insurance coverages for the Salemtowne community. The fact that the building sustained fire damage is concerning to potential insurers. No decisions were reached. The Board awaits further information from Farmers and Huggins Insurance.
Since Board members were together again, and time is of the essence, Board members spent time considering the next Board member appointment. The new Board member needs to be part of the decision-making process with regard to insurance. Vice-Chair Morgan presented the Board with a list of 12 individuals. From that list three finalists were selected. Board members agreed to offer the position the Coleen Barbee.
Wednesday, January 5, 2022
Board Members Present: Vice-Chair Gerry Morgan, Secretary Jerry Gardner, Operations Ron Lester and Treasurer Denny Laughery.
At 10:30am, the Board met to consider a new liability insurance quote presented by Huggins. The quote was for $39,000, however, the details were not available. The Board asked TJ at Huggins Insurance to send a representative to Salemtowne on January 6th at 2:00pm to answer questions about the new quote.
Thursday, January 6, 2022
Board Members Present: Vice-Chair Gerry Morgan, Secretary Jerry Gardner, Operations Ron Lester, Treasurer Denny Laughery, and Coleen Barbee Board Member.
Board members met with Dawn Bostick, co-owner of Huggins Insurance. Ms. Bostick presented a quote from Crumb & Forester Insurance offering liability insurance for $34,203 per year for $1 million coverage. Separate premiums were quoted for property and equipment coverage. Since Salemtowne already paid $21,000 to Farmers Insurance to secure three months coverage on December 31, 2021, Board members discussed the potential for buying coverage from Huggins beginning in April. Ms. Bostick plans to confirm the quote and make sure the total insurance package meets Salemtowne’s needs.
SCA Special Board Meeting
December 29, 2021 – Towne Hall
M I N UT E S
Call to order: 9:58am by the Vice-Chair.
Board Members Present: Vice-Chair Gerry Morgan, Secretary Jerry Gardner,
Operations Ron Lester and Treasurer Denny Laughery. Staff Present: Jason Halfman.
Guests: 35 individuals attended
Gerry explained that this was an “emergency” Board meeting called to inform residents about the cancellation of SCA’s property and liability insurance policy effective December 31, 2021. This could result in the closure of all common areas within the community. Since the Board deemed this as an emergency, the three day advance notice rule for Board meetings is not relevant according to our By-laws.
Denny has been working with our agent (TJ) at Huggins Insurance for several weeks. TJ informed the Board on December 28th that our current insurance coverage through Cincinnati Insurance Company will not be renewed and coverage will not be extended beyond December 31, 2021. This suggests that all common areas within the community will need to be restricted until another insurance company can be found. This means that the community center, the business office, the RV storage lot and the golf course will be off limits beginning January 1, 2022 until further notice.
If a closure is required, the staff will be prevented from working. However, it will be necessary to conduct office business and accounting duties. The details have not been worked out yet.
Ron indicated he is working with his son, who is an insurance broker, to seek alternatives. The rumor in the insurance sector is that Salemtowne is a bad risk given recent claims (lawn mower incident $2.2 mill and fire $1.3 mill). However, the details of these two claims are not widely known and subject to misinterpretation. Ron proposed to draft a chronology of Salemtowne’s insurance losses over the past 15 years to help dispel misperceptions. This will help our insurance agent advocate on SCA’s behalf and allow SCA to secure an “admitted carrier”. Using a “non-admitted carrier” could cost $60,000 / year or more.
Ron suggested that individual homeowners may want to add a “homeowner loss assessment” insurance rider to their home owner’s insurance policy to cover potential assessment increases resulting from uninsured community losses.
Jerry has contacted the Salem Police Dept. and is still trying to secure a police report from the July 16, 2021 fire.
A general notice regarding this situation will be sent to the community immediately.
Adjourn: 10:33am
SCA Board Meeting
December 17, 2021 – Towne Hall
M I N UT E S
Call to order: 9:03am by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Secretary
Jerry Gardner, Operations Ron Lester and Treasurer Denny Laughery.
Staff Present: Jason Halfman and Karen Holland.
Guests: 19 individuals attended
Approval of Minutes: Board members approved the December 3rd Minutes as presented.
Fire Restoration Update
Denny and Ron met with Nate Cook of Duncan Construction to review the construction contract presented by the contractor. Duncan plans to include an entry enhancement to the farmhouse basement, an air conditioning system, and an updated kitchen (new cabinets and appliances) in their budget. Based on insurance company’s reimbursement of $1,191,834, SCA is currently expected to have a $50,000 “excess” fund balance even after paying Duncan Construction for their work. This may change if the contractor encounters any unexpected expenses or change orders. Denny is working to itemize claims for the damaged contents of the building. Currently, about $70,000 of the insurance company’s $133,000 reimbursement remains unspent. Jerry will help build a spreadsheet comparing reimbursement income with construction costs.
The fire watch is progressing as expected. No date has been set to terminate this activity. Denny is working with our insurance company to collect for this expense.
Staff Reports
Jason reported that wet cool weather has reduced the need to mow the golf course grass. Staff is taking vacations. The tractor is being repaired at a cost of up to $5,000 less than expected. The maintenance area bathroom remodel will begin shortly before Christmas.
Karen reported that 32 homes have sold this year and 1 more should be finalized before December 31st. There were 199 paid golfers in 2021. Registration is underway for 2022.
Board Reports
Chair – Tom indicated that the Board has received a report that US Bank will foreclose on Ms. Huffman’s condo.
Operations – Ron updated the Board on the pool renovations. The new showers are being finished. The new fence is also near completion. Ron has contacted additional insurance company representatives to make sure SCA has alternatives in case our current provider fails to obtain a willing insurance provider. Ron asked that the Board conduct a review of the Lapidary Room to evaluate the demand for the current use of this space versus alternative uses. Jerry agreed to work on this. Carole Hoover and Carol Slama will provide input along with Gerry Morgan.
Secretary – Jerry is working to obtain information from the Salem Police Department about the July 16th fire.
Treasurer – Denny is working with our insurance agent to obtain an insurance provider. Denny is also working with the construction company, the insurance company, and various providers to make sure all the bills associated with the reconstruction are properly paid.
Vice-Chair – Gerry asked for additional volunteers for the Finance Committee. The Finance Committee meets on the 3rd Wednesday of each month. Meetings are open to all residents.
Committee Reports
a. Website Committee – Gerry introduced members of the website committee (Cori Criss, Debbie Campbell, Chris Robertson, Sara DuVal, Jim Klesath, Roberta Taylor, and Kari Mollgaard). The committee has been working on updating the Salemtowne website (see: www.salemtowneoregon.com). Debbie Campbell conducted a tour of the website to include its features and offerings. It is a significant upgrade that will enhance the community’s image while increasing the community’s ability to conduct business, learn about events and participate in community activities. Residents must log-in to the private section of the website to fill out forms on-line and participate in the Forum. Questions or concerns may be emailed to webmaster@salemtowne.us. Gerry MOVED to accept the Committee’s work and make this website the Salemtowne Civic Association’s primary webpage. Jerry SECONDED and the motion passed.
Board Vacancy
Tom updated his medical condition and confirmed that this would be his last meeting as Board Chair and Board member. Tom will continue to work on the governing document to assure a seamless handoff to the new Board. Tom will also work on making sure Board members, Committee members and staff have a good understanding of the SharePoint software.
Participants again thanked Tom for his efforts during the past several years and presented him and his wife Cheryl with a rather large cake as a sign of our gratitude. We wish Tom and his wife all the best and look forward to having them as members of our community for years to come.
Next Board meeting will be Friday, January 7, 2022 at 9am
Adjourn: 10:15am
SCA Board Meeting
December 3, 2021 – Towne Hall
M I N U T E S
Call to order: 9:00am by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Secretary Jerry Gardner,Operations Ron Lester and Treasure Denny Laughery.
Staff Present: Jason Halfman and Karen Holland.
Guests: 16 individuals attended
Approval of Minutes: Board members approved the November 19th Minutes as presented.
Fire Restoration Update
Ron presented an itemized list of fire damaged maintenance equipment. He estimated the replacement cost of the items listed to be about $12,000. This list will be submitted to Cincinnati Insurance Co. for replacement. Summit’s cleanup bill totaled $86,000 and that bill has been submitted to the insurancecompany. Denny indicated that the
$96,000 asbestos cleanup bill submitted by Duncan Construction has also been submitted to theinsurance company for payment.
Ron expressed his concern that Huggins Insurance has yet to propose a replacement for Cincinnati Insurance Co.’s refusal to re-issue SCA’s liability insurance after SCA’s current policy expires on December 31, 2021. Board members agreed to ask Ron to look for alternatives. Denny will continue to work with Huggins to find a solution.
Staff Reports
Jason reported that warm temperatures are causing the grass to grow and staff is busy keeping the grass under control.
Karen reported that 2022 assessment invoices will be delivered to residents starting on December 6th. So far, 31 home have sold this year and 2 more should be finalized before December 31st bring thetotal number of home sales to 33 for This represents a 7% turnover in home ownership for the year. Karen plans to take her Christmas vacation from December 24th – January 3rd.
Legal Seminar (October 23, 2021)
Board members gave a brief report regarding their participation in the legal webinar conducted in October. Gerry distributed a one-page summary of the issues covered. Lawyers covered issues dealing with electronic meetings, HOA rules and regulations, foreclosures, discriminatory language, and legislative bills that passed and some that did not. Board members have a fiduciary responsibility to reasonably act in good faith on behalf of association members. Tom called the Board’s attention to the need to make substantial changes to SCA’s Bylaws and CC&Rs as previously discussed.
RV Storage Lot
Ron presented a letter from the RV Storage Lot Committee requesting action of a proposal to grant TRS Towing Company a 32-month contract to help with unauthorized vehicles removal. The towing company proposed to remove problem vehicles at the owner’s expense provided the company can place signs near the lot. Denny MOVED to ask staff to design appropriate signage to warn potential violators that their vehicle may be towed at their expense. The towing company’s proposal was rejected. The motion was approved.
The Storage Lot Committee also expressed concern regarding safe passage to the RV lot from Winslow Way NW. There is a dangerous steep decline with poor visibility at the corner. The solution involves posting a mirror at the corner so residents can see on- coming traffic and a painted center line. A yield sign may alsobe necessary. The cost of these items (about $400) will be shared by the Rovers Club and Friends ofSalemtowne. Board members unanimously agreed to support this solution.
Board members also agreed to grant RV lot users the ability to purchase additional garbage cans and work with Jason to dispose of the garbage. Board members were pleased with the committee’s general efforts to keep the lot clean and well organized.
Landscaping & Architectural Review Committee (LARC)
Gerry and Jo Gosselin lead the discussion on the following two issues:
LARC received a complaint regarding an “offensive” yard sign. A small sign called attention to the residents’ right to defend their home with firearms. The Board agreed that the sign did not rise to the level of “offensive”. No action will be
A resident is planning to install a 6’ chain link fence with green slats across the front and on the east side of their corner lot property located on Winslow Way. The resident failed to seek approval from the LARC Committee before purchasing the SCA rules specifically prohibit the materials the resident plans to use. A letter will be drafted to express the Board’s disapproval. However, LARC members will work with the homeowner to come up with an acceptable solution potentially involving different fencing materials, repositioning the fence and foliage.
Use of Towne Hall
Gerry advised the Board that recent discussion regarding the public’s use of the Towne Hall for private, for profit, not-for-profit and/or political events will not be allowed. The facility may be used by residents andtheir guests only.
Tom Mahon’s Resignation
Tom advised Board members that he will resign from the Board on December 17, 2021 due to significant health issues. Cheryl will also resign from four organizations she belongs to. As Board Chair, Tom has made major contributions to the community’s well- being. The Mahons will be missed. Board members will now seek to find a replacement.
Next Board meeting will be Friday, December 17, 2021 at 9am
Adjourn: 10:29am
SCA Board Meeting
November 19, 2021 – Towne Hall
M I N UT E S
Call to order: 9:00am by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Secretary
Jerry Gardner, and Treasure Denny Laughery. Ron Lester was absent.
Staff Present: Jason Halfman and Karen Holland.
Guests: 18 individuals attended
Approval of Minutes: Board members approved the November 5th and November 12th Minutes as presented.
IT Consultant Report
Cindy McPike reported that there are currently no security issues with the Salemtowne computer system. The firewall is in place and working well. The spam filters are performing as expected. System data is being backed up on a regular schedule. Looking to the future, Cindy called the Board’s attention to the age of several computers. Several warranties have expired since the computers are 6+ years old. Cindy will begin two-factor authentication in the near future. Cindy briefly discussed how to identify “phishing schemes”. Cindy will work to make sure wi-fi connections are available when and where needed.
Fire Restoration Report
Gerry indicated that Gene Bolenta of Studio 3 Architects returned the final draft of the floor plans for the remodel. Karen reported that the Fire Watch crew is working well. However, more volunteers are needed. Trained fire watch volunteers will be needed to monitor rooms and activity spaces even when Duncan Construction workers begin the remodel. Denny reported that SCA received the final invoice for the fire cleanup ($96,800). SCA has received a reimbursement from the insurance company that will cover this expense. Denny opened a new money market account to keep fire expenses and revenues separate for other SCA account. The Salem Fire Department’s report on the July 16th fire was received. Jerry will contact the Salem Police Department to ask them to provide an officer to report on next steps given the Fire Department’sconclusions outlined in their report. Tom is working on producing sound abatement boards to replace the old ones that were removed from the Towne Hall.
Board Reports
Vice-Chair – Gerry indicated that the LARC Committee under the leadership of Jo
Gosslin will begin meetings in the Town Hall after January 1st.
Secretary – Jerry reported that Ron managed the remodel of the Business Office. A new door between the Video Library and the Business Office was installed and both rooms received new paint.
Committee Reports
Golf Committee – The Golf Committee made two recommendations:
A resident golfer suffered an injury before he could play and requested that his 2021 golf membership fee be applied to next year’s golf fee. The committee approved. Gerry MOVED to accept the committee’s recommendation and the motion passed.
A brother and sister duo, both non-residents, did not pay the full golf membership fees last year. Since they do not occupy the same household, the Golf Committee recommended that they each must pay the full fee. Jerry MOVED to accept the committee’s recommendation and the motion passed.
Unfinished Business
2022 Budget – Denny reviewed the Finance Committee’s recommendation. The 2022 SCA Budget will increase by 5.3% in line with the current CPI. $10,000 was added to cover projected expenses associated with tree management and another $25,000 was added to cover the expected increase in annual insurance costs. The new annual assessment will be $1,122 which is due on January 1, 2022. The “buy-in charge” that is paid by individuals purchasing a home in the community will increase to $2,625. This represents a 3% increase. Denny MOVED to approve the 2022 Budget and the motion passed.
Governing Documents – Tom will draft an article for the Newsletter that briefly outlines the proposed changes requiring a vote of 75% of homeowners. Proposed changes include doing away with the base + CPI method of calculating the annual assessment in favor of a 5% limit on the new budget. And, a change in the method used to calculate the “buy-in fee” will be proposed.
Parking for Duplex (2944 Oakcrest) – a resident, whose housing unit does not have a driveway or garage, requested permission to park their two cars in a community parking space. Board members agreed to grant the residents an exemption to SCA parking rules and park their two vehicles in two of the newly designated four spaces in the northwest corner of the neighboring parking lot. These spaces may only be occupied by cars and/or pickups. RVs, boats, trailers, etc. will not be allowed to park in this area.
New Business
1. Bench Donation – The family of Lucille Hindman proposes to donate an iron bench to be place near hole #9 in memory of the long-time resident and avid golfer. Carol Hoover will work with staff to complete the work. The Golf Committee has approved the project. Gerry MOVED to approve the request and the motion passed.
2. Board Member Strategic Planning – Gerry suggested that each Board member work on an individual plan outlining their individual and cooperative activities in the months ahead. What do Board members hope to accomplish and who do they plan to work with?
General Information
Staff Luncheon – Gerry will coordinate the event for Board members and staff to include fire watch personnel. It will take place December 15th @ noon.
Holiday decoration – Lurella Avery will coordinate Towne Hall decorations.
Soup & Bean Bag – Carol Hoover will coordinate the second Wednesday event at noon in the Towne Hall.
Sing-along – Dec. 17th @ 1pm there will be a Christmas sing-along hosted by the Women’s Club.
Christmas Parade – Dec. 21st @ 6pm there will be a decorated golf cart parade.
Salemtowne’s 55th Anniversary – Esta Carter has agreed to help organize the event. Planning is underway.
Next Board meeting will be Friday, December 3, 2021 at 9am. Adjourn: 10:37am
Special SCA Board Meeting
November 12, 2021 – Towne Hall
M I N UT E S
Call to order: 3:00pm by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure
Denny Laughery, and Operations Ron Lester. Staff Present: Karen Holland and Jason Halfman.
Guest: T. J. Sullivan, Huggins Insurance
T. J. recapped the current insurance status. Liberty Mutual did not renew SCA due to the mower-pedestrian accident of March 2020. Cincinnati Insurance Companies will not renew due to the fire in July 2021. Both events are considered “shock loss” which can’t be foreseen and makes underwriting difficult.
Currently T.J. is presenting SCA to companies that write golf courses. It may be necessary to split risks and have separate policies for at least auto and property. He suggests that earthquake insurance be maintained.
Denny has made a formal request to the Fire Marshal for the final report on the fire. Adjourn: 3:30 pm
SALEM CIVIC ASSOCIATION BOARD OF DIRECTOR’S MEETING Minutes of November 5, 2021
The meeting was called to order by Chair Tom at 9:00 a.m.
Approval of Minutes
The minutes of October 15, 2021 were approved as amended.
Adopt “Robert’s Rules for Small Boards”
Ron moved and Gerry seconded adoption of “Robert’s Rules for Small Boards” which includes the provision that seconds to motions are not required. Motion passed.
Fire Restoration Report and Fire Watch
Ron reported that the floor plan has been returned from the architects. Board will review after which the Fitness Center and Farmhouse Committees will meet to review.
There are issues to be resolved regarding Fire Watch behind the fence. Duncan will be Fire Watch when they are present.
There are lights and access in the storage area so clearance can begin. Plan is to bring everything upstairs. Volunteers will determine what will be kept, if anything. Ron will manage clearance of storage; Denny will manage clearance of archives.
Committee Reports
Golf Committee – Jack Carroll asked the Board to approve allowing non-resident golf member Daren Beck to replace seven tee markers in exchange for 2022 golf membership. The Golf Committee recommends approval of this request. Ron moved to exchange work to replace seven tee markers for a 2022 golf membership. Motion passed.
A first-time resident bought a prorated membership in July and then suffered an injury. Resident is asking that the $200 be applied to next year’s membership or the money be refunded. The resident will be asked to submit his request in writing. The issue will be on the agenda at the November 19 Board Meeting. The Golf Committee will be telephone-polled for their input before then.
LARC
Jo Gosselin reported 2021 LARC Activity: 27 paint requests, 23 construction requests, 15 complaints, 13 inquiry calls. The Board was asked to: 1) clarify their expectations and timeline for completion of Rules and Regulations review; 2) clarify the Committee’s authority and responsibilities outlined in the Rules related to Architectural Control, Exterior Maintenance and Use Restrictions; 3) clarify enforcement of rules; 4) refer LARC issues to the Committee before a decision is made.
The Board was asked to take action on limb hazards at a home on Winslow Way. LARC is referring issues at a home on Oakcrest regarding street parking, golf carts parked on the lawn, and probability of construction of a structure because it is a tenant/landlord issue and the Rules and Regulations do not cover this. Denny will work with Karen and Jo on a letter to be sent to tenant and to landlord.
Unfinished Business
Governing Documents – Tom reported that the Board is working on the financial section of the documents and then will move on to the rest, then on to the attorney. There are two suggested changes to the financial section which will be drafted for Finance Committee review.
Status of the Budget – Denny said 80% of the budget is spent, the one million dollars received for the fire is in a money market account identified for fire activity. Reimbursable expenses related to the fire will be sent to the insurance company at the end of December. A claim for contents must be submitted. The CPI for determining SCA assessment is 5.33%; the assessment will be $1,122. The current insurance carrier will not be re-insuring SCA; Denny has increased the insurance line item in the operating fund by 25%. An increase of $25 for annual golf membership is included in the budget, with the pay-as-you-play rate the same. Ron suggested an increase in pay-as-you-play fees be considered and that both fees be raised the same percentage. The 2022 budget will be adopted at the next meeting.
New Business
Insurance Coverage – SCA insurance broker is shopping for insurance and must clarify coverage and exposure issues. A special meeting will be held Friday, November 12, at 3:00 p.m. for this purpose. Terry Davidson asked if there has been an official determination of the cause of the fire. The Board will request a final report in writing.
Discussion of Processes and Projects – Gerry submitted a list of items she feels Board members should be working on. These included Board planning and goals three weeks and three years out; follow through on current projects; review of governing documents for relevancy; clarification of committee’s purpose, structure, goals, authority, participation, and Board communication to a committee; building trust in community and confidence in volunteers; and communication with the attorney. A goal for use of the lapidary room has been set for 2022.
Assessment Arrearage – Denny reported that there is only one owner in arrears of 2021 assessment. This amount will be added to the 2022 assessment being mailed next month with a potential lien assessed in February.
Meeting adjourned at 11:08 a.m.
SCA Board Meeting October 15, 2021 – Towne Hall
M I N U T E S
Call to order: 9:00am by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Secretary Jerry Gardner, and Operations Ron Lester. Denny Laughery was absent.
Staff Present: Jason Halfman and Karen Holland.
Guests: 18 individuals attended
Fire Restoration Report – Ron reported that the asbestos abatement work is now complete. However, access to the Farmhouse and fitness area is still limited and requires a hard hat, eye protection and a Board member as tour guide to enter. The pool tables are salvageable and will be restored.
Fire cleanup work performed by Summit cost $91K ($38K to clean the structure and $53K to clean salvageable goods). This amount will be paid by our insurance company.
SCA’s piano my not be salvageable and work continues to seek alternatives.
Ron and others will meet with the architect and the contractor to finalize restorations plans prior to submitting documents to the City for permits and approval. This meeting will take place in late October.
Staff Reports
Grounds – Jason reported that irrigation has been terminated for the year.
Temporary workers have finished for the year. Volunteers have installed concrete pads on the tees for a cost of $30 each. Rock was delivered to provide a pad for the equipment storage area. Finally, Jason is preparing to drain the pond on #9.
Office – Karen expects a representative from TeamLogic to report at the next Board meeting. 28 homes have sold so far this year.
Board Reports
Chair – City Councilor Jim Lewis asked Tom to host another meeting for SCA residents regarding the proposed homeless camp on Wallace Rd. The meeting will take place at Salemtowne at 1pm on Tuesday, November 2, 2021.
Operations – The pool project is progressing.
Secretary – Report on the Fitness Center below.
Treasure – absent
Vice-Chair – Gerry wondered how the homeless informational discussion moved from the parking lot to the Town Hall. Tom made the decision due to rain.
Committee Reports
Fitness Redesign Committee – Jerry reported that the process of redesigning the fitness area has proven to be frustrating. Eleven volunteers have worked for two months to consider a number of options and it still unclear to what extent their recommendations will be incorporated into the architect’s final plan. The committee has tried to maximize workout floor space while reducing the space given to little used areas like the saunas and showers. Committee members continue to make their position known to all involved. Progress is being made.
Rex Turner inquired about the ADA bathroom at the south end of the hallway. He emphasized how important that restroom was to the Farmhouse.
Farmhouse Re-Imagine Committee – Gerry provided an “idea sheet” outlining the Committee’s suggestions for the restoration of the Farmhouse wing. The discussion involved wall coverings, lighting, and re-establishing the building’s historical feel. The video library will be relocated to the Farmhouse. Various options around a gas fireplace were discussed.
Carol Slama asked the committee to review the pathway from the patio to the Farmhouse. Jim Slama expressed a need to maintain a proper storage space. Cheryl Turner emphasized the importance of doors in the library.
Tree Committee – Len Farr reported on his recent tree inventory. He provided a written report to the Board which indicated that up to 90 trees will need trimming within the next 5 years. Len also pointed to issues with poison oak and blackberries. He suggested the budget to deal with these issues (currently at $8K per year) will need to be increased.
Unfinished Business
1. Governing Documents – Tom suggested the potential need to move language regarding certain rules and restrictions from the Bylaws to the CC&Rs will require a 75% vote in favor. Other financial issues such as a 1% membership fee on homes sales and capping all budget increases at 5% instead of using the CPI were mentioned. Members discussed calling for a vote on these items individually rather than as a package. There was general agreement that more work needs to be done on these items to provide residents with a well-rounded understanding of the issues and their ramifications for the community.
2. Meeting Space – Ron called for the immediate designation of meeting space within the community. The video library could be used provided the approved doorway from the office is installed. Ron will discuss with Sam Jones.
New Business
- 2022 Budget – Terry Davidson, Finance Chairman, indicated that not all the Finance Committee members have approved the draft budget yet. He is working on that and the proposed golfing dues increase.
- Medical & Dental Insurance – Jerry MOVED to accept the new medical insurance rates for staff. Gerry SECONDED and the motion was approved. Tom, Ron and Jerry in favor. Gerry abstained.
Next Board meeting will be Friday, November 5, 2021 at 9am.
Adjourn: 10:37am
SCA Board Meeting October 1, 2021 – Towne Hall
M I N U T E S
Call to order: 9:00 by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure
Denny Laughery, Secretary Jerry Gardner, and Operations Ron Lester.
Staff Present: Karen Holland.
Guests: 10 individuals attended
Approval of Minutes: September 17, 2021 Minutes approved as presented.
Election of Officers
Denny MOVED to retain Tom Mahon as Board Chair. Ron SECONDED and the motion passed unanimously.
Tom suggested the following slate of Officers:
Gerry Morgan, Vice-Chair
Jerry Gardner, Secretary Denny Laughery, Treasure Ron Lester, Operations
Denny MOVED to approve the Officers as suggested. Gerry SECONDED and the motion passed UNANIMOUSLY.
Financial Institution
The Board members agreed to grant signature authority to the following individuals: Tom Mahon, Gerry Morgan, Jerry Gardner, Denny Laughery and Ron Lester. Curt May’s signature authority privileges are hereby terminated.
Board Liaisons Assignment
Board members agreed to serve as the Liaison for the community’s committees and clubs as follows:
Chair Mahon – Audio-Visual, Community Safety, Wood Shop, and Historical Sign Club.
Vice-Chair Morgan – Community Sale Committee, Decorating Committee, Landscaping and Architectural Committee, Lapidary Shop Committee, Webpage Editor, Hospitality Club, Library Club, Salemtowne Women’s Golf Association, Video Library Club, and Women’s Club.
Secretary Gardner – Fitness Center Committee, Historian, Newsletter Committee, and Salemtowne Men’s Golf Club.
Treasure Laughery – Finance Committee, Friends of Salemtowne, Greenhouse and Garden Committee.
Operations Lester – Golf Committee, Landlord-Tenant Committee, Lockup Committee, Reservation Committee, Storage Lot Committee, Tree Management Committee, and Rovers Club.
Fire Storage and Greenhouse
Denny described the need for a storage building to be located in the RV lot. A 20×48’ plastic covered building will be constructed to house golf course maintenance equipment. The $20,000 cost will be covered by SCA insurance company as a result of the July 15, 2021 fire. Permits are being secured. Gerry asked that the proper windows and color be observed.
Denny MOVED to approve the construction of the new Greenhouse Building. Gerry SECONDED and the motion passed.
Participants discussed storage in Salemtowne after the fire. Christmas decorations need to have a home.
After Hours Fire Watch
Gerry, Denny and Karen are working to secure volunteers to serve as fire watch guards. Karen reported that 4 individuals have volunteered. Individuals and/or groups wishing to use the community facilities after hours must make a reservation and use a fire watch volunteer. Failure to do this will mean the activity will not be allowed.
City of Salem Request
The City of Salem and others plan to use the community center parking lot on October 5th at 5pm for an informational meeting regarding the proposed homeless camp located at 2700 Wallace Rd.
Jerry MOVED to approve the request. Gerry SECONDED and the motion passed.
Fall Forum
Tom distributed a proposed Power Point presentation for the October 4th Fall Forum.
9:40 Recess
Board members to hold an Executive Session to meet with SCA’s attorney, Ryan Harris, at 10am.
Board reconvened 2:00pm
Board member reconvened at 2pm to meet with David Pratt of Duncan Construction. David distributed tentative floor plans for the rebuild of the fitness area and Farmhouse. He will meet with members at 2pm on Friday, October 8th for an update.
Jake from Summit also attended and updated the participants regarding asbestos abatement and cleaning services.
Adjourn: 3:15pm
SCA Board Meeting September 17, 2021 – Towne Hall
M I N U T E S
Call to order: 9:00 by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure Denny Laughery, Secretary Jerry Gardner, and Operations Curt May.
Staff Present: Jason Halfman and Karen Holland.
Guests: 35 individuals attended
Approval of Minutes: August 23, 2021 Minutes approved as presented.
Fire Restoration Report
- Duncan Construction will cover the hole over the fitness center.
- The insurance company has approved the asbestos abatement plan and associated costs. Work is expected to start by Oct. 1st.
- Studio 3 Architects have started drafting plans for the fire damaged section of the community center. Plans are needed to seek permits from the City of Salem. This must be done before the restoration work can begin.
Staff Reports:
- Jason Halfman – the golf course is in great shape. About 17 million gallons of water has been applied to the course so far this year. This represents a 50% increase over an average year. The grounds crew is preparing to install a new furnace for the swimming pool. Troy Lange, a Salemtowne resident and owner of All-City Paving, will begin replacing damaged parts of the golf cart path next week.
- Karen Holland – 22 homes have sold so far this year. 5 more are in the process of selling. There are currently 196 golf memberships. Sweet Adelines, a singing group, has requested to visit Salemtowne in December to entertain residents. The group is welcome. Participants discussed parking arrangements for a new tenant in the condos. Gerry MOVED to allow the renter to occupy a space in the northwest corner of the Towne Hall parking lot rather than park on the street. Denny SECONDED and the motion passed. Additional discussions will take place regarding the limited spaces available in this parking lot and the liability attached.
Board Reports:
1. Chair – Tom reported that the derelict vehicle in the RV storage lot has been removed. Tom drafted a letter to all residents regarding the need to move certain rules and regulations from the Bylaws to the CC&Rs as suggested by SCA’s attorney. Kenn Carter suggested that SCA needs to make significant changes to its governing documents to reflect the changes in HOA management and legal circumstances. There was general agreement with this notion. Gerry requested a video meeting between Board members and Ryan Harris, SCA’s attorney.
- Operations – Curt reported that work is scheduled to remove the tram and fence. Jason’s office still needs to be remodeled. Ron Lester reported that work is scheduled to begin on the swimming pool (landscaping and new showers). Tom thanked Curt for his three years of dedicated service on the Board. Participants expressed their appreciation with applause. Curt thanked the group.
- Secretary – Jerry reported that the Golf Committee (GC) wants the Board to consider increasing the annual golf fee by $50/yr. and the greens fees by $3 to $15 per 9 holes. The GC also would like to receive $2 from each annual assessment. It is unclear what this money would be spent on. Private property rights can conflict with a golfer’s desire to retrieve miss hit golf balls. The GC asks the Board to review this issue. Finally, the Fitness Redesign Committee has developed a set of specifications for the fitness center. Wink Miller, Chair of the Committee, presented these to the architect. We should be able to see the architect’s proposal within four weeks.
- Treasure – Denny reported that the 2022 Budget has been drafted. The current budget is on track. Denny is working with the insurance company to make sure all allowable costs are reimbursed.
- Vice-Chair – Gerry is working with a committee to redesign the Farmhouse. She has provided input to the architect. Residents were encouraged to provide input.
Committee Reports
- Ad Hoc Rental Committee – Sara DuVal, Chair of the Committee, presented the Board with a Final Report including a set of eight suggestions designed to improve the rental process.
- Tighten up existing ambiguous language in S.T. documents, i.e., “up to,” “may,” “timely.”
- Be proactive and educative rather than reactive.
- Renew/Redo tenant/landlord paperwork annually to ensure accuracy and understanding.
- Formalize timelines for notification of the HOA by the owner/landlord of changes regarding their rental properties; orientation of new tenants; signing of agreements with the HOA, etc.
- Bi-annual letters to the owner/landlord. Make the letters more than a boiler plate toencourage closer attention. Example: possibly include a section such as, “News you can use,” or “Best practices for …”
- Bi-annual communication to tenants about their responsibilities and their ease of enjoyment of the S.T. amenities and opportunities for involvement as a community member.
- Develop an incident report form for the Office Manager that includes a level of seriousness of the complaint.
- Develop an incremental fine schedule. Fines levied need to be impactful. Unpaid fines need to accrue interest. Unpaid fines will become a lien, held by the HOA, on the property. Jerry MOVED to accept and implement the suggested improvements outlined above. Gerry SECONDED and the motion passed UNANIMOUSLY.
- LARC Committee – Jo Gosselin advised participants that the Landscape and Architectural ReviewCommittee has three priorities: painting, architecture, and landscaping. Committee members plan to identify homes that are not in compliance with the rules and assist them to meet community standards. Gerry indicated that all complaints made to the Board will be referred to the LARC Committee for action.
- Security Systems – Despite the need for a new Chairperson, the Committee will continue to investigate video cameras at certain points within the community.
Unfinished Business
- Reservations – Coleen Barbee advised the group that reservation for space at the community center will only be granted during the hours a paid fire watch employee is present (7am – 5pm, M-F). It is assumed that these costs will be reimbursed by the fire insurance company. Pete Gottschalk will be the new Reservation Manager.
- Fire Watch – Gerry, Denny and Karen will draft a new business plan to assign qualified fire watch volunteers/paid employees for evenings and weekends. These costs are unlikely to be reimbursed by the insurance company. This will take time. As a result, there will not be a Soup & Bean Bag Competition in October.
New Business
- Fall Forum – The Forum is set for Monday, October 4, 2021 from 7 – 8:30pm in the Towne Hall.
- Board Meetings – members agreed to hold two meetings per month for the next few months to deal with the increased work load. In October, the Board will hold meetings on Friday, October 1st and Friday, October 22nd.
- The Garden Committee – the Committee has reviewed the strip of land between Garden Court parking lot and the pickle ball courts for development. The area lacks water but may be cleaned and manicured.
- Townhome Condo drainage – Lisa Pickert requested the Board to review the residents’ plan to fix a broken drainage pipe. Ron Lester will review the problem and make suggestions. The issues may not require Board action.
- Oakcrest rodent problem – Bird feed spread in the neighborhood is attracting rats. Gerry will contact Mr. George Krueger to resolve the issue.
Adjournment: 10:45am
SCA Board Meeting August 23, 2021 – Towne Hall
M I N U T E S
Call to order: 7:03pm by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure Denny Laughery, Secretary Jerry Gardner, and Operations Curt May.
Guests: 32 residents attended the meeting. Three indicated that the 7pm starting time prompted their participation when asked by the Chair.
Approval of Minutes: The July 30, 2021 Board Minutes were approved as presented.
Staff Reports:
Grounds Keeper – Curt May reported that Jason was working to resolve equipment issues with mowers. He indicated that tree trimming activities resulting from the recent ice storm were now complete. The total cost of the ice storm damage is roughly $15,000. Curt reported that the swimming pool is open although it is being heated by the sun since the pool heating unit is not functioning and needs to be replaced. Jason is planning to construct an equipment storage tent in the RV lot. The golf course will be sanded on September 2nd.
Office Manager – Karen Holland reported that 21 homes have sold so far this year and 2 more are in the process of selling. There are currently 193 registered golfers. Karen received a request asking why the strip of land west of the pool between the two parking lots is not being used for something other than growing grass. Tom recommended that this be referred to the Garden & Greenhouse Committee. Key pads on the doors of the rooms on the north wing will be re-keyed to facilitate use.
The Fire Watch Program is progressing well. A fire watch guard discovered an unexplained open and unlocked door on the north side of the Farmhouse on August 20,2021.
Board Reports:
- Chair – The Chair’s activities will be discussed during agenda items below. Tom reported that he received a letter of appreciation for the Board’s efforts during the fire.
- Operations – Curt reiterated that the golf course cart paths will be repaired by All City Paving for a total cost of $5,000. Curt is working to change the codes on certain key pads.
- Secretary – Jerry reported that the Fitness Center Redesign Committee has met twice in recent weeks. They are working to design the floor plan and have asked Wes from Duncan Construction to advise them on process and limitations. Wes advised the group to hire an architect (estimated cost of $10,000) familiar with City of Salem building codes. Other members are working to develop a list of exercise equipment to, “Provide a safe facility featuring appropriate equipment and programs to meet the wellness needs of the Salemtowne Community.”
- Treasure – Denny has established separate accounts to track fire related expenses. Denny and Ron Lester are working with Jason to build an appropriate equipment storage structure in the RV lot. Ron has determined that a 20’ x 30’ shed divided into 6’ x 10” sections with overhead doors at each end could cost as much as $50,000.
- Vice-Chair – Gerry has formed an ad hoc committee to work on the south wing of the Community Center. She provided the Board with a written report describing her progress with respect to the kitchen, living room, dining room, library, pool room and card room. She provided an inventory of items associated with each specific room in the south wing. Gerry indicated that the Web survey demonstrated users’ dissatisfaction with nasty remarks on the Forum page and dissatisfaction with the dialog page. Gerry discussed fire watch protocols on the weekend to allow residents to use the community center on the weekend. Gerry asked that the sewing and crafts rooms be placed on the janitor’s “to do” list since his responsibilities have declined as a result of the fire. Board members agreed to ask the janitor to add these rooms to his list of duties.
Committee Reports
- The Landlord-Tenant Oversight Committee – Chair Newell Enos provided a written report showing that the number of rental units increased from 41 to 47 during the last year ending June 30, 2021.
- Rental Policy Committee – The rental committee is focusing on making sure landlords are holding renters accountable for following SCA’s rules and lot requirements. The next meeting is August 25th to discuss how tenants are informed about the rules and how the rules are enforced.
- Security Study – Fred Caffey has resigned as Chairperson. Work continues.
Unfinished Business
- Fire Restoration – Tom reported that the discovery of asbestos in the fire damaged area will require remediation before any other work can take place. This may add two months to the completion of the renovation work. The cause of the fire is still under investigation.
- Fire Watch Plan – Gerry MOVED to approve hiring 5 individuals at $14 per hour to monitor the Community Center from roughly 7am to 5pm five days per week. This cost will be borne by the insurance company. Curt SECONDED and the motion passed UNANIMOUSLY. Residents wishing to use the facilities at other times must provide for their own fire watch. Denny will contact the insurance agent to see if other “off hour” events involving residents will be covered by insurance. Private entities wishing to use the facility for private events must cover the costs associated with fire watch protection.
- Storage Cleanup – Roberta Taylor reported that the costumes have been removed from the storage area. Document located in the storage area (“archives”) have not yet been reviewed for their value.
- Reservations – the allocation of community space (i.e. sewing room, craft room, golf club house and video library) will be used in this order as necessary. The Towne Hall is now ready to accommodate events. Gerry is working on an activity plan.
- Legal Communications – Participants discussed sending a letter to a specific Salemtowne resident advising her that a number of her recent actions were unacceptable and may warrant Board action. After discussing the issue, the Board agreed to table sending this letter for now. Additionally, the Board discussed the subject’s failure to care for her RV currently parked in the storage lot. Jerry MOVED to send the subject a letter outlining her storage lot violations and emphasizing the Board’s plans to remove her vehicle from the RV storage lot by August 31, 2021. Denny SECONDED. The motion was approved – 4 votes in favor and 1 abstained. Participants asked the Board to compile a list of the subject’s recent unacceptable behaviors along with email threats and community violations for presentation to Polk County Mental Health authorities and the Salem Police. Many community members expressed their concern at recent events. Tom agreed to comply.
New Business
- Forum Posting Policy – Board members generally agreed that the Community Forum may not be used to solicit business.
- Employee Handbook “Firearms” – The employee handbook already contains a section of firearms.
Q & A
- Participants wondered whether or not the Fitness Center Redesign Committee was coordinating with Gerry’s south wing committees. The Fitness Center Committee is focused on structural issues while Gerry’s committees are focused on the contents of various rooms. They have not come together yet but they will.
- Tom reminded participants that the next Community Forum would take place on Monday,October4,2021.
Adjournment: 8:35pm
Board Members adjourned to the Golf Club House at 8:45pm for an Executive Session.
Emergency Board Meeting July 30, 2021
M I N U TE S Call to order: 9:12am by the Chair
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure Denny Laughery, Secretary Jerry Gardner, and Operations Curt May.
Staff Present: Karen Holland and Jason Halfman Guests: 14 residents attended the meeting.
Approval of Minutes: The Minutes from the July 23, 2021 Board Meeting were approved as written.
1. Fire Recovery Update
Tom reported that the Salem Fire Marshall has mandated that Salemtowne residents can only inhabit the fire damaged buildings if and when a fire guard is posted. A qualified individual (see Fire Watch Requirements sheet) must systematically surveil the building every 20 minutes whenever someone is in the building for any reason. This could last for as long as it takes to complete the renovation work (9 months is an unofficial estimate).
Participants discussed moving the Business Office to the Golf Club House and making the necessary updates (internet, phone, copier) to allow staff to work from that building for a period of time. The vacant Smith House was also discussed.
The fire has provided the community with an opportunity to reorganize and clean areas used to store historical items. Importantly, resident must seek permission and setup an appointment before entering the Farmhouse and other areas that need a fire guard.
2. Fire Watch
All areas unprotected by the fire alarm system must be monitored when the fire zone area is occupied. Denny was advised by the insurance company’s agent that these costs may be part of the insurance claim. Participants discussed several ways to meet this requirement including: using volunteers, hiring a security company ($38.50 per hour), hiring a new staff member and using existing staff.
Denny will organize a volunteer fire watch group to serve from July 30th thru August 1st to meet the Fire Marshall’s requirement. However, volunteers and staff will not be used for this purpose any longer than necessary.
The woodshop, the video library and the crafts room may have to be closed evenings and weekends if Fire Watch is not available at those times.
3. Budget and Fire Recovery Costs
Denny explained that any costs associated with the fire are outside the Salemtowne’s budget. The insurance company is in the process of estimating the damage. Initial unofficial estimates put the cost at $1 million. Denny plans to setup separate fire accounts to keep these costs separate from the normal budget.
There is a need to inventory items lost and damaged items to inform the insurance company as we seek to obtain a fair value. The insurance company will provide funds to reconstruct the building. The community can make changes to the existing floor plans and equipment within this awarded amount.
Tom will respond to the Fire Marshall’s list of infractions that no longer meet City code by September 9th. This includes things such as damaged exterior surfaces, windows, doors, and roofing. It will take time to repair these items. It will not be done by September 9th.
Adjourn: 10:25am
SCA Board Meeting July 23, 2021 – Golf Club House
M I N U T E S
Call to order: 1:03pm by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure Denny Laughery, Secretary Jerry Gardner, and Operations Curt May.
Guests: 18 residents attended the meeting.
Approval of Minutes: The June 18, 2021 Board Minutes and the July 20, 2021 Emergency Board Minutes were approved as presented.
Staff Reports:
Jason Halfman – reported that the recent heat wave was taking its toll on the golf course. He is irrigating the course on a regular basis. Jason reported that the swimming pool opened at noon today.
Board Reports:
- Chair – It has been a busy week with the fire. The Chair’s activities will be discussed below.
- Operations – Curt indicated that All-City Paving had agreed to repave the golf cart paths at numerous locations along the golf course for a total of $5,000. This is significantly below market rates. Curt MOVED to grant the owner of the company a “family” resident golf club membership ($600 value) for one year as a way of showing the community’s appreciation. Gerry SECONDED and the motion passed UNANIMOUSLY.
- Secretary – Jerry reported that he would discuss his activities below.
- Treasure – Denny indicated that the expenses were about 48% of the budgeted amount and income is on par with expectations. Denny will establish new accounts to handle fire related expenses.
- Vice-Chair – Nothing significant above what is discussed below.
Committee Reports
- Newsletter Committee – The Events Calendar needs an editor along with a Newsletter editor. There may be an interruption with the events calendar until an editor can be found. There was a suggestion that the Office Manager take over publishing the events calendar.
- Golf Committee – The golf committee had three requests:
- It was reported that a resident has been using the golf course in the late evening hours (holes #7-#9) on a regular basis without paying. The Board received two complaints. The Golf Committee feels it is the Board’s responsibility to contact the individual and ask him to cease. The Board did so on July 16th.
- Several coaches from West Salem HS want to join the golf club. However, the football coach is 90 days short of turning 50. Golf Course rules prohibit anyone from joining who has not reached 50 years of age. The Golf Committee has asked the Board to approve changes to the Golf Rules and allow someone to join the Golf Club in the YEAR they turn 50. Jerry MOVED to allow an individual to join the golf club “in the year” they turn 50. Curt SECONDED and the motion passed UNANIMOUSLY.
- A former Golf Club member, Don LePoidevin, recently moved out of the area. He requested a pro-rata refund as of July 12, 2021 for his annual membership. The refund amounts to $306.25. Gerry MOVED to grant this request. Curt SECONDED and the motion passed
- Rental Study Committee – The Ad Hoc Rental Committee held their first meeting on July 15th and elected Sara DuVal as the Chairperson. There are 8 members on the Committee. Jerry MOVED to officially establish this committee and the Chair be appointed by the Board. Denny SECONDED and the motion passed. The next meeting will be July 29th.
- Safety Study Committee – The safety committee continues to evaluate the issues.
- Reservation Committee – Jerry reported that Coleen Barbee is planning to discontinue her lead role. She has had to clean up after groups when they have failed to clean the patio and kitchen areas after their events. It has become too much work for one volunteer. Karen Holland has asked the janitor to take over some of the post-party cleaning duties even if it costs the SCA more. Everyone agreed that this is appropriate. The search goes on for a new lead volunteer reservation taker.
- Swimming Pool Committee – Cheryl Mahon reported that the family and adult pool hours need to be altered to reflect usage. Family hours are proposed from 11am to 1pm and 4pm to 6pm. Gerry MOVED to allow the changes. Jerry SECONDED and the motion PASSED. Moreover, a few pool users are violating pool rules by allowing babies under the age of three to swim in the pool and by consuming food in the pool area. Signs restricting these behaviors have little effect. A Newsletter article will be published to remind users to obey the rules.
- Web Committee – Nothing significant to report.
- Video/ Library Committee – Tom and Jerry met with Robin Peacock and the Video Committee on July 14th to discuss the future of the library. The Video Library is open 4 hours per week and has about 30 members.
Unfinished Business
- Board Meeting times – There was general agreement that one evening Board meeting per quarter would be appropriate as long as residents participate. The group proposed a 7:00pm meeting on Monday, August 23rd. Jerry MOVED and Denny SECONDED to accept this proposal. The motion PASSED.
- Legal Drafts: Attorney-Client Communications Service Policy – Tom asked the Board to wave attorney-client confidentiality with respect to a letter from Ryan Harris, the Board’s attorney, in order to openly discuss the attorney’s advice. Jerry MOVED and Curt SECONDED. The motion PASSED. The group discussed the attorney’s advice and the policy paper drafted by the Chair. Denny MOVED to approve the policy paper “Legal and Accounting Services” as presented. Jerry SECONDED and the motion passed UNANIMOUSLY.
New Business
- Parking issues – The group discussed the need to contract with a towing company to remove a private vehicle from the area. No decision was made.
- Community concerns about resident’s behavior – Recent Salemtowne events including a dog bite, a violation of RV storage rules, theft of a workman’s wallet and other unexplained incidences have community members concerned. One particular female resident seems to be involved. Tom indicated there is little the HOA can do. However, Curt MOVED to have the Chair send a letter to the individual to ask her to come before the Board to explain why she should not be fined for her part in an alleged unleased dog bit incident. Denny SECONDED and the motion passed UNANIMOUSLY.
- Fitness Center Redesign Committee – The July 15th fire that destroyed the fitness center presents the SCA with an opportunity to reimagine the fitness center. The Board plans to establish a committee to develop a new mission statement for the center that will incorporate a new floor plan, new exercise equipment, and exercise program offerings with the goal of increasing fitness center use while improving the health of the residents. Chris Owens has volunteered to Chair the committee. Others include: Pete Gottschalk, Juli Tripp, Erin Clubb, Kari Mollgaard, Jean DuBois and Cathy Nelson
- Fire Recovery Update – Tom advised that the fire alarm must be operational before anyone can occupy the facility. That is the top priority. Next, the cleaning of the Towne Hall will aid in holding meetings there. The facility will not be ready to use until next spring. Duncan Construction will provide an individual to manage the reconstruction project. Cincinnati Insurance Co. has hired an investigator to determine the cause of the fire. The insurance company is also working on cost estimates and will coordinate with Duncan Construction to arrive at a number.
- First Responders – Jerry indicated that the Board will send a letter of thanks to Salem Mayor Chuck Bennett and the City Council for the excellent work of the Fire Department and Salem Police during the fire.
Q & A
1. Rich offered to provide CPR training for $15 per person. The Board tables this opportunity until next meeting.
Adjournment: 3:08pm
SCA Board Meeting June 18, 2021 – Towne Hall
M I N U T E S
Call to order: 9:03 by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Treasure Denny Laughery, Secretary Jerry Gardner, and Operations Curt May.
Staff Present: Jason Halfman and Karen Holland.
Guests: Len Farr & Coleen Barbee, Ron Lester, Roberta Taylor, Terry & Debra Davidson, Cheryl Mahon, Frank de la Puente, Al & Cori Rossmeisl, Don & Margaret Conrad, Jo Gosselin, Debbie Campbell, and nine others.
Approval of Minutes: May 21, 2021 Minutes approved as amended. June 2, 2021 Meeting Notes approved as presented.
Staff Reports:
1. Jason Halfman – significant rainfall in recent days has reduced the need to irrigate the golf course. About 3.5 mill gallons of water has been applied to the course so far this year. Usually about 10.5 mill gallons is used throughout the year. Jason expects to apply roughly 15 mill gallons this year. Since SCA owns the water, the residents only pay for the electricity required to operate the water pumps.
2. Karen Holland – 14 homes have sold so far this year. 5 more are in the process of selling. There are currently 185 golf memberships – 18 new members this year. There are approximately 45 non-resident golf members.
Board Reports:
- Chair – the Chair has been working on issues that will be discussed below.
- Operations – Lost keys will require the SCA to change locks on common property.
- Secretary – Office update and painting will be done in August.
- Treasurer – SCA’s safety deposit box at Columbia Bank was terminated since the office update will include a new safe. The Community 123 bill was paid. The Budget (revenues and expenses) are on track.
- Vice-Chair – Gerry introduced Don Conrad who briefed the Board regarding the June 30th Veteran’s Celebration. There are 92 residents in Salemtowne with military experience. The National Guard will help the community celebrate. There will be a parade and free hot dogs starting at 3pm.
Unfinished Business
- The Chair presented a list of 14 policy and procedure documents that require the Board’s attention. So far, the Board has adopted only one policy area document – Computers & Information Technology.
- Coleen Barbee indicated that Theresa Wingard has agreed to be the new Reservation Committee Chairperson. Gerry Morgan MOVED to approve and Curt May SECONDED. The motion passed UNANIMOULY. Coleen suggested several changes to the procedures used to reserve community facilities. It has been a struggle to keep the facilities clean after events. The committee will review and consider potential changes to the fee structure. Tom thanked Coleen for her service as committee chair.
- Len Farr announced that the Tree Committee, honoring a request by several residents, will withdraw its plan to plant a tree in the greenway adjacent to Walnut Place NW.
New Business
- Ad Hoc Safety Committee – The Chair presented a suggested set of guidelines designed to assist the committee study the issue of community safety and make recommendations to the Board. Participants: The following individuals volunteered to participate on the committee at the June 7th Annual Meeting. Pete Gottschalk, Darrell Culp, Dennis Kotila, Fred Caffey, and Cori Criss. Tom Mahon will serve as the Board Liaison and call the first meeting where participants will elect a chairperson. Gerry Morgan MOVED and Denny Laughery SECONDED. The motion passed UNAMIOUSLY.
- Ad Hoc Rental Policy Committee – The Chair presented a suggested set of guidelines designed to assist the committee develop a rental policy for the community. Participants: The following individuals volunteered to participate on the committee. Dan Dart, Sara DuVal, Jay Gordon, Alan Avery, Frank de la Puente, Annette Simons, Marilyn Jordan, Lois Robbins, and Keith Morgan. Jerry Gardner will serve as the Board Liaison and call the first meeting where participants will elect a chairperson. Gerry Morgan MOVED and Jerry Gardner SECONDED. The motion passed UNAMIOUSLY.
- Swimming Pool Survey – Cheryl Mahon presented the results of a recent survey. Only 28 responses were received. Based on the survey, the new pool hours will be as follows: Adults – 9am to 11am; 1pm to 4pm; 7pm to sunset Family – 11am to 1pm; 4pm to 7pm Jerry Gardner MOVED to accept the new hours and Gerry Morgan SECONDED. The motion passed UNANIMOUSLY. No more than 8 guests can accompany a resident in the pool.
- Rich Hoffman was identified as a resident who could conduct CPR training for a fee of $15 per person. He can train up to 20 people at one time and hopes to educate 40-50% of the community. No action was taken. This topic will be taken up at the next Board meeting.
- Web Site Committee – Gerry Morgan introduced Cori Rossmeisl who gave a 35 minute presentation proposing an updated version of the Salemtowne web site. Cori discussed the pro/cons of a number of web site innovations. The new web site will feature community involvement and ease of use. Volunteers will be used to design, update and implement changes to the web site. Cori is a professional who has significant experience with web sites. Other members of the committee include: Debbie Campbell, Chris Robertson, Roberta Taylor, Pat Reisinger and Gerry Morgan. A number of issues were discussed such as: content control, selling advertisements, and roles & responsibilities. Using the popular web site application WordPress could significantly reduce the user fees SCA currently pays to Community 123. There was general agreement that further discussions were needed to fully implement the changes proposed by the committee. Participants need to develop a “transition plan” that includes how existing web site volunteers may be phased out. The plan can be present to the Board at their July meeting. The group recognized Tom and Cheryl Mahon for their work on website related matters.
Adjournment: 11:20pm
SCA Special Board of Directors Meeting June 2, 2021 – Towne Hall
(COVID-19 protocols were observed by all in attendance)
M I N U T E S
Call to Order: 2:05pm by the Chair
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Operations Curt May, Treasure Denny Laughery and Secretary Jerry Gardner.
Guests: 19 residents attended
Staff Present: Karen Holland
The meeting was called to discuss three subjects: 1) review and finalize the Annual Meeting presentation scheduled for the evening of June 7th; 2) review and discuss the Board’s request for a legal opinion from Salemtowne’s attorney; and, 3) discuss communications between Board members.
SCA 2021 Annual Meeting
- Tom presented a draft power point presentation outlining the topics to be covered at the Annual Meeting and designating a presenter for each topic.
- Denny Laughery agreed to present the need for an IRS Resolution required to maintain SCA’s not-for-profit status.
- Gerry Morgan will introduce the three candidates running for the Board and serve as the moderator.
- Tom Mahon will discuss moving Board meeting times to early evening to accommodate more residents.
- Curt May will moderate a discussion on possible security system solutions.
- Participants expressed a desire not to open a discussion on changes to the assessment process until the Finance Committee could further study the subject and bring forward a proposal. This is a complicated subject and needs further examination and clarification before involving residents.
- Gerry Morgan will moderate the discussion on rentals.
- Participants felt that each subject area should begin with a brief comment regarding what motivated the Board to bring each subject to the community’s attention.
- Tom will ask resident to identify any other issues not outlined by the Board.
Legal Services
- Participants engaged in a general discussion concerning when and how to seek legal advice from SCA’s attorney. Tom introduced a “policy & procedure” draft document to provide some clarity. SCA’s attorney can provide advice to the Board in a confidential manner, however, Board members may be able to divulge this information to third parties with the consent of the Board as a whole. Transparency is important but so is the privacy of community members in certain circumstances.
- The Board plans to seek the SCA attorney’s advice regard the extent to which the Board has the authority to enforce specific rules and regulations outlined in the SCA By-laws. It is unclear what the impact of not having specific authorities described in SCA’s Declarations may be. These authorities seem to have been omitted in 2002 by community vote. Members proposed a “zoom” meeting so all Board members can participate and ask questions. It is important to arrive at a legal understanding of the issues so that everyone can agree on the future direction of the Board that will not place the Salemtowne community in legal jeopardy while giving the community the ability to enforce its agreed upon rules and regulations. Of particular interest are the rules that apply to LARC.
Teamwork and Board Communication
- Board members reviewed several e-mails and agreed to work to better inform each other before taking unilateral actions as issues arise.
- Tom will draft a letter to a specific resident requiring that resident to comply with Salemtowne’s age requirements.
Adjourn at 3:30pm
SCA Board of Directors Meeting May 21, 2021 – Towne Hall
(OVID-19 protocols were observed by all in attendance)
M I N U T E S
Call to Order: 9:00am by the Chair.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Operations Curt May, Treasure Denny Laughery and Secretary Jerry Gardner.
Guests: 28 residents attended
Staff Present: Karen Holland; Jason Halfman is on vacation
Approval of April 16, 2021 Minutes: The Minutes were approved as presented.
STAFF REPORTS
Grounds – Jason submitted the following report in writing. Aeration of the greens went well. 90% of cleanup and tree work related to the ice storm is done. Total cost of damage between tree companies and in house labor will be in the $12,000 to $15,000 range. Irrigation is fully running but has many minor problems. Seasonal workers are in full swing with mowing duties. Pool has already had several problems. Course is in very good playable condition, fertilizer applications to the commons and rough next week will green everything up.
Office – Karen reported that 13 homes have sold so far this year and 2 more are in the process of selling. Three additional homes are on the market. There are now 175 golfers. On May 31st the office will be closed for Memorial Day. On June 12-13th, the windows in the Towne Hall will be cleaned. A new resident with medical emergency experience is willing to provide CPR training.
BOARD REPORTS
Chair – Tom reported that he has assisted several residents regarding an alleged threat made to a postal delivery man by a Salemtowne resident that is being investigated by the US Postal Service. Neither the Board, nor the Office have a role in this situation.
Operations – Curt reported that progress is being made on several projects: 1) hot water service under the Winslow Way bridge, 2) painting the interior of the golf shop, 3) repairing the cart paths at several places along the golf course.
Secretary – Jerry reported that a bidder has been approved for the remodel and painting of the business office.
Treasure – Denny indicated that the SCA is 1/3 of the way through this year’s budget
cycle and that expenses are about 32% of the budget forecast.
Vice-Chair – Gerry asked Don Conrad to comment on this year’s July 4th activities. There will be a golf tournament and Salemtowne will celebrate the 95 residents who have served in the armed forces on June 30th at 2:00pm.
UNFINISHED BUSINESS
- The Chairman reviewed the potential need for a community security system. Several options have been discussed. It was decided to establish a committee to consider the subject and report back.
- The Chairman reviewed the Governor’s current restrictions on crowd size given the number of vaccinated people in Polk County. It appears that Salemtowne may be able to hold an Annual Meeting on June 7th at 7pm in the Towne Hall. That date was tentatively set to elect two new board members and to discuss the community’s desire around the following topics: community safety & security, budget and assessment process, governing documents issues, and rental property limits.
- Dan Dart asked the Board to appoint a committee to research and recommend the appropriate number of rental units in Salemtowne. Currently, about 10% of the homes are rented by their resident owners. Along with Dan, Sarah DuVal and Jay Gordon agreed to look into the issue and make a suggestion to the Board.
- The Vice-Chair reportedonherefforts toconsultwith community memberstoestablishanominating committee to identify potential Board Members. Pete Gottschalk, Carol Talley, Chris Robertson and Roberta Taylor assisted Gerry. The group identified 35 individuals as potential Board members. 6 people made the highly probable list and were encouraged to run for the Board. 3 individuals (Tom Mahon, Ron Lester and Frank de la Puente) decided to run for the Board this year. Board members expressed their gratitude to Gerry and the others for carrying out this effort.
- TheBoard discussed the need to update and/or establish various operating policies. For example, the Board needs to adopt a policy regarding how the Board and its sub-committees handles various community complaints. There was agreement to ask theBoard Chair to start a policy needs list.
- The Vice-Chair updated the Board regarding the Website Committee. Several meetings have been held under the direction of the two co-chairs (Debbie Campbell and Cori Rossmeisl). Gerry MOVED to confirm these two individuals as the co-chairs of this committee. Denny SECONDED and the motion passed UNANAMOUSLY.
- TheWebsite Committee suggested the Board terminate Salemtowne’s annual contract with Community123 for website services. Gerry noted that the newly formedWeb Committee had not been formally approved through a Motion and Vote of approval at prior Board Meetings. Gerry MOVED to confirm the reactivation of the Web Committee as proposed in earlier Board meetings. Curt SECONDED and the motion passed UNANOUSLY.
NEW BUSINESS
- The Board plans to discuss what’s in the Salemtowne Newsletter and when it will be delivered. There is an existing policy but it may need to be updated.
- A number of ARF projects were granted final approval based on recommendations by theFinance Committee:
- Swimming pool update and repairs – $32,043
- Chimney repairs – $12,100
- Business office update and safe purchase – $7,036
- Cart path repairs and re-alignment – $5,000
Jerry MOVED to approve these projects. Denny SECONDED and the motion passed UNANAMOUSLY. The Board awaits final costs projections for the golf shop painting project and Jason’s office update.
- Curt MOVED to award All City Paving the contract to carry out the cart path paving work without getting additional bids. Jerry SECONDED and the motion passed UNANAMOUSLY. Curt will consult with the Tree Committee regarding any work that may be necessary along the cart path.
- Cheryl Mahon presentedthe2021 Pool Rules. Curt made a MOTION to approve the pool rules as presented. Jerry SECONDED and the motion passed UNANAMOUSLY.
- Governing Documents – Much discussion centered around the Board’s ability to enforce certain rules and restrictions outlined in the SCA’s governing documents. Certain restrictions were omitted in 2002 from the SCA’s
Declarations by a vote of 75% of the residents. It is unclear whether or not the Board has the authority under the existing rules and restrictions currently defined in the bylaws to take certain actions as may be deemed necessary. Gerry MOVED to ask the Board Chair to draft a letter to SCA’s attorney asking for a legal opinion and clarification on this matter with the proviso that the Board can operate in the meantime as though the restrictions now set forth in the bylaws do apply. This ability is particularly important to the Landscaping & Architectural Review Committee (LARC). Curt SECONDED and the motion was passed UNANAMOUSLY. Curt expressed his opinion that a second legal opinion may be required.
- John DavisinquiredaboutSCA’s plan to plantatree in the greenway adjacent to Walnut Place NW. A number of residents object to this plan because the process for selecting this site was flawed and because residential views will be obstructed by the tree. The Board agreed to hold off on the planting until Len Farr and Jason Halfman could be consulted.
Adjourn at 10:50am
SCA Board of Directors Meeting
April 16, 2021 – Towne Hall (COVID-19 protocols were observed by all in attendance) M I N UT E S
Call to Order: 9:00am by the Chair. An Executive Session preceded the Board Meeting to deal with a personnel matter.
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Operations Curt May, Treasure Denny Laughery and Secretary Jerry Gardner.
Guests: 23 residents attended
Staff Present: Jason Halfman and Karen Holland
Approval of April 9, 2021 Minutes: The Minutes were approved as presented.
STAFF REPORTS
Grounds – Jason reported that he has started irrigating the golf course and fertilizer has been applied. The water issue under the Winslow Way Street bridge has been repaired and the golf course bathrooms are now in service. The sand traps throughout the golf course now have new sand. Golf carts may be driven on the fairways. On April 26-27th, a tree service company will be working on the course and individual fairways will be closed as necessary. The course will be aerated on April 28-29th thus closing the course on those dates. Employee sickness has resulted in 28 hours of lost work time this month.
Office – Karen reported that 7 homes have sold so far this year and 4 more are in the process of selling. There are 166 golfers which is 22 more than last year at this time. The janitorial service has completed a “deep cleaning” of the kitchens, and all facilities have been cleaned for activities to resume.
BOARD REPORTS
Chair – Tom reported that staff discovered the fact that the Towne Hall is certified to accommodate 360 individuals at any one time and not 168 as previously thought. 168 is the limit for sit down dining.
Operations – Curt reported that the Finance Committee recommended approval of bids for the chimney repair, updating Jason’s office and work on the swimming pool.
Secretary – Jerry reported that the Finance Committee recommended approval of updating the association’s business office to include: new paint, replacing the interior office window and installing a new door connecting the business office with the video library. A new 1,000 lb. fire-proof safe will also be purchased and installed in the business office.
Treasure – Nothing significant to report
Vice-Chair – Gerry has been working to find volunteers for several committees. She is communicating with community members.
UNFINISHED BUSINESS
TeamLogicIT® is requesting a waiver from SCA to hold the company harmless in the event a Salemtowne resident or staff member’s computer is determined to be responsible for any negative impacts on the SCA’s network or computer systems. The features of the agreement are defined in the “Hold Harmless Agreement” document. Jerry Gardner MOVED to approve the agreement and Denny Laughery SECONDED. The motion passed UNAMIOUSLY.
The Board discussed the proposed “Rules & Regulations Amendment – Storage Lot” document. Two changes were considered. 1) Regarding “Violations/Non- Compliance” section, the Board felt that the Storage Lot Committee’s authority to terminate a resident’s privileges SHALL be enforced as opposed to “may”. 2) TheBoard suggested that vehicle protective coverings may include blue covers. However, the Committee recommended that storage space users consider their neighbors when choosing the color of covers for their vehicles, boats, etc. Gerry Morgan MOVED to approve the “Rules & Regulations Amendment – Storage Lot”document with the two additions just mentioned. Jerry Gardner SECONDED and the motion passed UNAMIOUSLY.
The website committee is forming under the leadership of the Vice-Chair. The committee has met several times. There are a number of qualified and experienced residents willing to work on the Salemtowne webpage. There are a number of opportunities to update the website.
The results of the recent Dog Survey are in. Fully 92 of Salemtowne residents (20%) responded. Community members tend to feel that dog owners should pick up after their animals relieve themselves. The Board may choose to enforce this common sense rule if it continues to cause concerns. There is neither a consensus to establish a dog park in the community nor is there a desire to form a pet club.
Gerry Morgan led the discussions on taking the community’s “pulse” when it comes to airing issues and concerns of importance to residents. It is important to bring your opinions and suggestions to the Board’s attention. Gerry is working on a means to make this easier.
NEW BUSINESS
Board members discussed conducting a review of current policies. The SCA policies on topics such as: maintaining emergency contact information and confidentiality protocols could be clarified and posted on the SCA’s website.
There is a need for a WiFi (“Hotspot”) connection is the maintenance area. Staff will obtain a few quotes.
Coleen Barbee will serve as the Reservation manager until November. She is recruiting for a new volunteer. This job is complicated by the need to make sure that folks who use SCA’s facilities clean up after themselves. Members discussed ways to help make sure this is not an issue.
Gerry Morgan proposed Sally Dalke as the next Green Fees Supervisor. Board members gave the approval.
Now that it is possible to accommodate more people in the Towne Hall for a public meeting (50% of 360 = 180), Tom proposed our Annual Meeting for early June. There was more interest in a single meeting than holding several smaller meetings during the day. The Board will develop an agenda.
Adjourn at 10:25am
SCA Special Board of Directors Meeting April 9, 2021 – Towne Hall
(COVID-19 protocols were observed by all in attendance)
M I N U T E S
Call to Order: 9:00am by the Chair
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Operations Curt May, Treasure Denny Laughery and Secretary Jerry Gardner.
Guests: 17 residents attended
Staff Present: Karen Holland and Jason Halfman
Approval of March 19, 2021 Minutes: The Minutes were approved as written.
Reviewing Polk County COVID-19 Guidance for the SCA Community
The Chair contacted an Oregon Health Authority (OHA) representative to determine the extent to which OHA’s Indoor and Outdoor Sector Guidance applies to the Salemtowne Community. Here to for, the SCA Board assumed that the community must operate under guidance appropriate for a ”senior center”. Guidance documents for senior centers clearly state that senior centers may NOT open, regardless of the risk level for the county where they reside. Currently, the risk level for Polk County is moderate.
However, the OHA representative advised the Chair that Salemtowne is NOT considered a senior center and therefore does not fall under indoor and outdoor entertainment and recreation guidance provided by the State of Oregon. Given this fact, the Board opened discussions regarding how to safely adjust the current SCA restrictions in place to more appropriately account for the level of COVID-19 risk experienced by community members.
Activities
After a brief review of all the various indoor and outdoor entertainment and recreation activities available at Salemtowne, Gerry Morgan moved to immediately open all activities with the exception of Friday Night Lights and Soup & Bean Bag events. The Board expects that residents will use common sense to wear a face mask and maintain social distance where appropriate although this is not a requirement. It will also be necessary for residents to clean up after themselves and respect others. Signs will be posted to remind folks. Jerry Gardner seconded. The motion was passed unanimously.
Facility Rentals
The Board considered non-resident’s requests to rent Salemtowne facilities for weddings and other social events. Gerry Morgan moved to NOT rent the facilities. However, Salemtowne residents may use the facilities for family events provided that the number of participants does not exceed COVID-19 guidelines. Signs will be posted to that effect. Curt May seconded. The motion passed unanimously.
Food Service
Board members discussed the use of the kitchen facilities for preparing and serving food. Board members generally felt this was now acceptable provided the janitorial service did a deep cleaning of the facilities prior to initiating the use of these facilities. Gerry Morgan moved to open the food service facilities as soon as the cleaning was accomplished. Jerry Gardner seconded. The motion passed unanimously.
Other Considerations
The Board will post the appropriate signs to advise residents of the extent to which they may now participate in activities using the facilities. Event organizers will be asked to keep track of participants by managing a signup sheet for each activity. This will help management track individuals in case someone should become ill. It is important to properly ventilate populated areas and clean up after using the facilities.
Adjourn at 10:00am
SCA Board of Directors Meeting March 19, 2021 – Towne Hall
(COVID-19 protocols were observed by all in attendance)
M I N U T E S
Call to Order: 9:01am by the Chair
Board Members Present: Chair Tom Mahon, Vice-Chair Gerry Morgan, Operations Curt May, and Secretary Jerry Gardner.
Guests: Cindy McPike, Morrie McClintock, Jay Gordan, Roberta Taylor, Pete Gottschalk, Don & Margaret Conrad, Al & Cori Rossmeisl, Dan Dart, Carol Slama, Debbie Campbell, and six others.
Staff Present: Jason Halfman and Karen Holland.
Approval of February 19, 2021 Minutes: Board members approved the February 19th Minutes as presented.
Team Logic Semi-annual Report
Cindy McPike, Team Logic’s CEO, our Information Technology (IT) provider, updated the Board regarding her firm’s business activities with SCA’s management team. Cindy declared that everything was going well as evidenced by the number of job tickets received by her company. She stated that her staff has responded to 100% of SCA’s requests. Her firm monitors SCA’s network for malicious activity. She cautioned that there is more malware on the internet every day and we need to be aware and take appropriate action. She discussed “two-factor” authentication when Board members log into the SCA’s website.
Tom raised the issues of software compatibility. MAC computers will not run Microsoft Publisher. Steve Allen is using a new computer to publish the SCA Newsletter. Cindy also discussed internet connections to the ground keeper’s work shop. Several participants expressed an interest in possible computer training opportunities. No action was taken.
Staff Reports
Grounds – Jason indicated that 95% of the work on damaged trees resulting from the recent ice storm is complete. Steve has been promoted to permanent and is doing a good job of maintaining the equipment. Kiara is now working part time as the workload increases. The water leak under the Winslow Way bridge is significant and is the responsibility of the City of Salem’s Public Works Department.
Office – Karen noted that six homes have sold so far this year and one is in the process of changing hands. There are 151 dues paying golf members.
Board Reports
Chair – Tom is working on the 2020 Annual Report and a website User’s Manual.
Operations – Curt is coordinating with Jason to get the shop remodeled. He is also working to update the swimming pool, and Farmhouse chimney. Work will take place later this spring.
Secretary – Jerry has been working on budget issues and computer webpage issues.
Vice-Chair – Gerry has been visiting with potential Board Members, and committee members. She has focused on membership in the LARC Committee and the proposed Website Committee (see below). The LARC Committee met on March 16, 2020. Jo Gosselin agreed to be the Chairperson. Jo requested the Board clarify the status of the LARC Committee with respect to its scope of work and legal authority. Dan Dart agreed to be the Co-Chair.
Gerry moved to accept the two individuals identified and to continue dialog regarding the responsibilities and authority of the LARC Committee. Curt seconded and the motion passed UNAMOUSILY.
Unfinished Business
Storage Lot – Morry McClintock and Jay Gordan presented the Board with the following documents: revised Storage Lot Rules and Regulations, updated Application Forms, revised License Agreements, and revised a Notice of Non-Compliance form. These forms are based on work done by the newly formed Storage Lot Committee. The forms will be posted on the SCA website and distributed to residents for comment. Some important changes include: residents will be assigned one parking space unless there are no takers for other spaces (currently, some residents have as many as three spaces); SCA will not issue penalties for non-compliance; and, SCA will not require an application fee to sign up for a space.
Members also discussed expanding the Storage lot, making use of solar panels, and security concerns.
Based on community input and Board approval, adopting the new forms will mean that current residents will have to re-apply for a storage space and some may be required to relocate as the lot is reorganized.
SCA Website Management – Tom and his wife Cheryl have done a good job keeping up with SCA website challenges. Nevertheless, some expressed a desire to broaden the management and editing of the website. Gerry proposed the establishment of a Website Committee to oversee and edit the website. She is calling for the re-establishment of a committee that used to exist. Members are concerned about having this function in the hands of one person since people tend to move on from the job. Gerry plans to come back to the Board at April’s Board Meeting with a plan. Several qualified people have expressed interest.
New Business
Governing Documents – Tom presented a report to the Board titled, “Authority for Residential Property Rules”. Based on Tom’s research, he concluded, “our authority for residential rules is not weak, as our attorney suggests, it is completely lacking as it was intentionally removed. If taken to trial, a court would find that the Board has been acting beyond its authority by publishing and enforcing those rules.”
According to Tom’s research, The Architectural Control requirement and Use Restrictions in the original 1967 Declaration were amended in 2002 by a 75% vote of the residents and these rules are no longer enforceable despite the fact some restrictions were later added to the By-laws.
The Board agreed to continue discussions on this issue since it has significant consequences for the community.
Questions and Answers
None
Adjourn at 10:30am
SCA Board of Directors Meeting February 19, 2021 – Towne Hall
(COVID-19 protocols were observed by all in attendance)
M I N U T E S
Call to Order: 9:00am by the Chair
Board Members Present: Chair Tom Mahon, Treasure Denny Laughery, Vice-Chair Gerry Morgan, Operations Curt May, and Secretary Jerry Gardner.
Guests: Morrie McClintock, Jay Gordan, and 9 others.
Staff Present: Jason Halfman and Karen Holland.
Approval of January 15, 2010 Minutes: Board members approved the January 15th Minutes as written.
Board Reports
❖ Secretary – Jerry reported on efforts to make user friendly changes to the Salemtowne website.
❖ Chair – Tom deferred until agenda items were discussed later.
❖ Operations – Curt indicated that work continues by Rock City to repair the dry rot at the Farmhouse. New lights have been installed per project description and a new heater was installed in the maintenance shop.
❖ Treasure – Denny reported that the annual budget report is finished. Expenditures came in $64,000 underbudget mainly due to fewer employee costs. The budget will be reviewed by auditors this year rather than officially audited. This will reduce costs. ❖ Vice-Chair – Gerry is working to recruit volunteers for numerous Committees.
Staff Reports
❖ Grounds Keeper
➢ Jason reported that Salemtowne received 4.5” of rainfall last week. The February 13th ice storm resulted in only minor damage. All City Paving, owned by resident Troy Lange, used his staff and equipment to remove downed tree limbs at no cost. A BIG THANK YOU is in order.
➢ Jason has ordered some new equipment.
➢ The grounds crew is working to repair a water leak under the bridge.
❖ Office Manager
➢ Karen reported that two home sales were finalized last month and three are pending.
➢ 143 golfers have paid dues. 41 are non-residents. 7 are new golfers.
Unfinished Business
❖ RV and Storage Lot
➢ Morrie McClintock and Jay Gordon will replace Pat Bacon as the new coordinators. Thanks to Pat for his dedicated service over a number of years. A new committee has been formed to recommend policy changes and draft an “Application and Licenses Agreement”. Issues include: how much authority should the committee have vis-a-vis the Board of Directors; how many spots can an individual resident command (i.e. 3 + 1 for firewood)? Shall the Board terminate a license “without cause”?
➢ The committee plans to contact existing RV lot users asking each one to re-apply for RV space. It is important that each resident demonstrate that they have title to the vehicle or boat stored in the RV lot. Karen will work with the Committee to make sure users are indeed residents of Salemtowne.
➢ Jay indicated that currently the demand for spots does not exceed supply. Jay is able to work things out.
➢ Proposed changes to the current rules will be distributed to residents for their consideration.
➢ Committee members will work with residents to solve non-compliance issues. ➢ The Committee will consider charging a minimal application fee to help fund storage lot weed control and clean up issues.
➢ The Committee will work with Jason to secure a gravel storage area. ➢ Burning in the lot is not permitted.
➢ The Committee will review additional storage space requests for items such as ladders and firewood.
➢ The Board approved a letter from the Chair to a resident regarding the repair and removal of an unlicensed and inoperable vehicle.
❖ COVID Protocols
➢ Current rules still prevent the facilities at Salemtowne from being used by numbers of people.
➢ Golfers must continue to observe proper distancing rules.
➢ The library will be open on an as needed basis.
New Business
❖ Reservations
➢ Colleen Barbee is receiving request to reserve the facilities 3-6 months out. She usually collects a deposit to hold the reservation. However, given the virus, it is
unclear whether or not the facilities will be available in which case the deposit must be refunded. The Board decided not to collect a deposit and simply place a “temporary hold” on the reservation.
❖ Bereavement Policy for Employee Handbook
➢ The Board reviewed the new policy drafted by the Chairman. Curt moved to approve the policy with the addition of grandparents. Gerry seconded; and the motion was passed unanimously.
➢ Curt moved that the policy be applied retroactively to cover a death within the last three weeks. Gerry seconded and the motion was passed unanimously. ❖ Holiday designation
➢ The Secretary moved to include President’s Day as an official employee holiday. Curt seconded and the motion passed unanimously.
❖ Dog Complaints
➢ The Vice-Chair suggested that a committee be formed to review the issues and suggest possible solutions. This includes the possibility of establishing an “off leash” area at the north end of the RV Storage lot. Gerry will recruit members of the committee and develop suggestions.
❖ LARC Committee
➢ A resident submitted a paint sample seeking approval to paint her house a color not in the community color book. Jerry moved to approve the color and have it added to the community color book. Gerry seconded and the motion was unanimously approved.
❖ New medical device
➢ Cathy Nelson was able to secure a new A.E.D. medical device.
Adjourn at 10:45am
SCA Board of Director Meeting
January 15, 2021 – Towne Hall
M I N UT E S
Call to Order: 9:04am by the Chair.
Board Members Present: Chair Tom Mahon, Treasure Denny Laughery, Vice-Chair Gerry
Morgan, Secretary Jerry Gardner, Operations Curt May.
Guests: Roberta Taylor, Leonard & Phyllis Hahn.
Staff Present: Karen Holland and Jason Halfman.
Approval of December 18, 2020 Minutes: The Board approved the December 18, 2020 Minutes as written.
Board Reports
➢ Chair – Nothing significant to report
➢ Vice-Chair – Nothing significant to report
➢ Operations – The new lightening fixtures have been installed in the Towne Hall
and in the maintenance area. A new heater was installed in the maintenance
area. Work will begin immediately to improve the drainage next to hole #7.
➢ Treasurer – Auditors plan to review SCA financial documents in the near future.
This is expected to cost $6,000 plus $300 to file the final report. The bookkeeper
is finalizing 2020 W-2s and sending them to employees.
➢ Secretary – Nothing significant to report.
Staff Reports
➢ Grounds Keeper
▪ Jason reported that Salemtowne has received 15 inches of rain in the
past month.
▪ The grounds crew is now working from 7:30am to 4pm.
▪ Excessive water north of hole #5 required sandbags to prevent the runoff
from entering homes in the area.
▪ Staff made some minor repairs to the Winslow bridge. The bridge is the
City of Salem’s responsibility.
▪ Jason is planning to provide a monthly project update that will be
published in the Newsletter.
➢ Office Manager
▪ Karen reported that 36 homes sold in 2020. Two home sales took place
so far in January with two more currently pending.
▪ There are 119 golf members paid so far this year.
▪ The non-photo Salemtowne directory is available and updated editions will be published quarterly.
▪ The Board discussed the fact that at least one individual was not paying their golf fees in a timely manner. Since this person rents a house in Salemtowne, the landlord may be held liable for these fees.
Unfinished Business
➢ Insurance Umbrella Policy – An umbrella policy exists to cover events that may exceed the Associations traditional policy limits. SCA current liability umbrella coverage is $2 million and costs $2,701 annually. The Board discussed other options recommended by our insurance carrier. Curt May moved to purchase the $3 million umbrella package for an additional $581 per year. Gerry Morgan seconded and the motion passed unanimously.
➢ SharePoint training – Board member agree to meet at 9am on Wednesday, January 20, 2021 to review SharePoint.
New Business
➢ Community Sale – The traditional date for the sale of September 11th was changed because that date is the day we remember the bombing of the World Trade Center in NY in 2001. Gerry Morgan moved that this year’s sale be held on Saturday, September 18th. Denny Laughery seconded and the motion passed unanimously.
➢ Dog Walkers – Residents voiced their concerns regarding where dogs are allowed to walk in our community and how animal waste is managed. Tom will remind residents in the Newsletter about how important it is to be considerate of others and respect private property. Jason will add a bench on Oakcrest so folks can sit there instead of on a private wall.
➢ Winter Forum – The Governor’s COVID-19 restrictions prevent Salemtowne residents from gathering in significant numbers. This makes the usual Community Forums impossible. The Board decided to suspend Community Forums until further notice.
➢ Board Elections and Committee Chairs – Two Board member terms expire this year (Tom Mahon and Curt May). Moreover, new leadership is required on several community committees (LARC & CERT). Tom will post a list of Committees and Chairpersons on SharePoint.
➢ Stitche Niche Occupancy – Members of the Stitche Niche group are requesting to have 3 individuals in the work area at any one time. The group is currently limited to 2 people. The nature of the work in the stitch room is better accomplished with three workers. Gerry Morgan moved to allow three individuals in the work area at any one time. Jerry Gardner seconded and the motion passed unanimously.
➢ 2020 Annual Report – Tom anticipates that the annual report will be finished by the end of February 2021. He will post it on-line.
➢ Bylaws Budget Amendment – Tom reviewed his idea to change the way the annual budget is calculated and reviewed by community members. He sent his idea to the Budget Committee. Board members thanked Tom for his hard work on this potential amendment to the bylaws. However, members expressed a preference to review and discuss such ideas before they are transmitted to other subcommittees.
➢ Curt May suggested that the Salemtowne contact Polk County Health to see if there was any interest in having the County establish a COVID-19 immunization site in the Towne Hall to facilitate residents in Salemtowne and west Salem get their COVID vaccinations.
Adjournment at 10:35am
Prior meeting minutes can be found on the Resident Login Site
