Salemtowne Civic Association Board Meeting Minutes
February 17, 2023 – Conference room Call to Order: at 9:00 AM by Chair Blair Hill.
Board members present: Blair Hill, Ron Lester, Coleen Barbee, Valerie Vollmar; John Mangini on vacation Approval of Minutes: The Board approved the amended Minutes of January 20, 2023.
Staff Reports
Grounds – The forestry style gate to secure the access road entry at Winslow has been received; rose pruning has been postponed due to inclement weather; the furnace for the Towne Hall is out of commission and will need to be replaced, space heaters will be needed to protect pipes in kitchen from freezing. Coleen moved, Valerie seconded to cancel all activities in the Towne Hall until the furnace is replaced. Passage was unanimous. The Towne Hall will be locked until further notice.
Administration – 2 homes sold, 131 golf memberships; Monday, 02.20.23, is a staff holiday in observance of Presidents’ Day.
Board Reports
Treasurer – There are 12 assessment delinquencies and notices have been sent out; several CDs are maturing, and better rates are available so those CDs will be reinvested at higher rates.
Vice-Chair – An IT consultation report was received from Austin Consulting for study by the Board. (reporting for Operations) – The shuffleboard has been repaired by a resident who donated labor and materials.
Old Business
Governing Documents – Work on revisions will recommence in March with more frequently scheduled meetings to move the project along for a vote later in the year.
Reservations – The chair resigned; Blair moved, Coleen seconded the hold harmless agreement to be revised by the attorney – passage was unanimous; Coleen moved, Blair seconded to approve the revised Reservations Policy – Aye, 3 – No, Valerie – passed.
Employee Job Description – Equipment Manager: Ron moved to revise language – “in absence of the superintendent, reports to the Director of Operations”. Passage was unanimous.
Liaison assignments – revision tabled until next meeting.
Fitness Center – discussion of concerns made by former committee chair.
New Business
Laptop – Coleen moved, Ron seconded to accept the donation of a laptop for the Treasurer to use.
Board meeting schedule – Coleen moved, Ron seconded to hold weekly board meetings on Thursdays at 9:00 AM in the Conference Room beginning March 16, 2023 through June 1, 2023.
Passage was unanimous.
Risk Management – Ron moved, Blair seconded establishment of an ad hoc risk management committee. Passage was unanimous.
Committee Reports
Friends of Salemtowne – Coleen move, Ron seconded to accept the modified purpose statement of the committee.
Garden/Greenhouse – The club would like to host a tool and blade sharpening event as a fund raiser annually. Ron moved, Coleen seconded to approve the request. Passage was unanimous.
Q/A
Lapidary – a group met to determine interest and how to convert to a club, re-evaluate equipment; no longer a storage.
Golf Committee received a request and approved it for donation of 2 rounds of golf for 2 persons to the St. Edward’s Church fund raiser in April 2023. Coleen moved, Ron seconded approval of the request. Passage was unanimous.
Salemtowne Civic Association Special Board Meeting Minutes
February 8, 2023 – Conference Room
The meeting was called to order by Chair Blair Hill at 1:00 pm.
Board members present were: Blair Hill, Ron Lester, Coleen Barbee, John Mangini, and Valerie Vollmar. Several residents were in attendance.
There was continuing open discussion on proposed revisions to the draft CC&R
received from the Salemtowne attorney.
Salemtowne Civic Association Board Meeting Minutes
January 20, 2023 – Conference Room
Call to Order: Blair Hill called the meeting to order at 9am.
Board Members Present: Board members Blair Hill, Ron Lester, John Mangini, Coleen Barbee, and Valerie Vollmar were present.
Staff Present: Jason Halfman and Karen Holland.
Residents: Nine residents attended.
Approval of Minutes: Minutes of Board meeting on December 16, 2022, were approved as amended. Minutes of Special Board meetings on January 4 and January 11, 2023, were approved.
Report by Jason: Remodel of the grounds crew office is complete. Cement will be poured soon for the bases of the organic materials bunkers in the storage area. The new gate for the access road to the upper storage and RV lot is on order. Community trees suffered little to no damage in the recent ice and wind storms.
Report by Karen: One home has been sold. There are 115 golf members. All Board members are asked to meet with Karen to verify they have the current keys.
Vice-Chair’s Report: Vice-Chair Ron Lester moved that Joel Barfknecht be appointed as Chair of the Fitness Center Committee, and the motion passed unanimously.
Operations Report: Director of Operations John Mangini reported that the Finance Committee had reviewed the proposed Procurement Policy and recommended that it be approved, but with the total project cost requiring bids reduced from $25,000 to $15,000. John moved that the procurement Policy be approved as modified, and the motion passed unanimously.
Treasurer’s Report:
- Insurance. Efforts are under way to obtain insurance on the Property and Liavility.
- Profit & Loss Statement. The statement for December 31, 2022, is being prepared and should be ready by March.
- New Bank Account. Ron Lester moved to open a new account, and the motion passed unanimously.
Old Business:
- Governing Documents. Chair Blair Hill reported on the progress made during January’s Special Board meetings in rewriting the CC&Rs. The draft Bylaws will be discussed next. Residents will have the opportunity to provide feedback on all revisions to the governing documents.
- Fire Final Statement. Ron reported that the final statement for the fire account was complete (copy attached). Total revenues received were $1,515,184.30; after payment of expenses, $26,000 was transferred to the ARF Account as reimbursement for equipment lost in the fire and $32,162.03 was transferred to the Operations Account.
- Sound Issues in Billiards Room. A resident inquired about the sound issues in the Billiards Room. John replied that materials to put on the walls are on hand, and the effort to improve the situation is ongoing.
- Wi-Fi Access. An IT person attempted to solve the wi-fi access issues but did not succeed.
- Television Policy for Fitness Center. Joel Barfknecht suggested that the Fitness Center be equipped with a sound system by speaker or television, so the volume could be turned off and users could listen over headphones.
- Liaison Assignments. A revised list of Board Liaisons to Committees and Clubs is available on the SCA website.
- Reservations:
- Reservations Committee Policy for Use of Facilities. Coleen distributed a draft Reservations Committee Policy. The Board discussed the draft but agreed to table it until February; Coleen asked the Board to submit suggested changes to her.
- Hold Harmless Agreement. Coleen distributed additional sample hold harmless agreements for persons using SCA facilities.
- Event Insurance. The Board will continue to explore the availability of insurance against legal liability if liquor is served in SCA facilities.
New Business:
- Golf Rate for Former Residents. At present, a former Salemtowne owner/resident may continue or reinstate an annual golf membership at the current owner rate if for at least 10 years the person (1) was an owner/resident and (2) maintained a golf membership. The Golf Committee recommended that the period be reduced to 5 years. John moved that the required period be reduced from 10 years to 5 years, and the motion passed unanimously.
- Reservations for Memorial Service. The Board confirmed that a resident’s memorial service may be held in SCA facilities if the service is open to all residents. No rental fee is charged, but a cleaning deposit is required.
- Finance Committee Chair. Ron moved that Dennis Laughery be appointed as Chair of the Finance Committee, and the motion passed unanimously.
- Boy Scout Flag Training. The Boy Scouts requested permission to use SCA flagpoles to teach the skills required to earn the Flag Etiquette Badge. Blair Hill moved that the Boy Scouts be allowed to use SCA flagpoles, and the motion passed unanimously.
The Board meeting adjourned at 10:15am.
Next Board meeting: Friday, February 17, 2023.
SCA Special Board Meeting
January 11, 2023 – Conference Room
The meeting was called to order by Chair Blair Hill at 1:00 pm.
Board members present were: Blair Hill, John Mangini, Valerie Vollmar, Coleen Barbee, and Ron Lester. Several residents attended.
A quick review of the previous amendments was made to determine if any points needed refinement. There was open discussion on the proposed revisions of the
remainder of the draft CC&R from the SCA attorney.
SCA Special Board Meeting
January 4, 2023 – Conference Room
The meeting was called to order by Chair Blair Hill at 1:00 pm.
Board members present were: Blair Hill, Ron Lester, Coleen Barbee, and Valerie Vollmar. Several residents attended.
The 2023 Golf Calendar was approved.
A timetable was developed – complete the CC&R in January followed by review of the Bylaws for revisions. There was open discussion on the proposed revisions to the draft
CC&R from the SCA attorney.
SCA Board Meeting Minutes
December 16, 2022 – Conference Room
Call to Order: Blair Hill called the meeting to order at 9am.
Board Members Present: Board members Blair Hill, Ron Lester, John Mangini, Coleen Barbee, and Valerie Vollmar were present.
Staff Present: Jason Halfman and Karen Holland.
Residents: About 15 residents attended.
Approval of Minutes: Minutes of Board meeting on November 18, 2022, were approved as amended, with Valerie Vollmar dissenting.
Report by Jason: Mowing is no longer required because of cold temperatures, but needles and leaves have been cleaned up from the course. Maintenance office renovation and inventory are under way. Northwest Natural inspected the heater in the woodworking shop and found no cause for concern. The dates for sanding the golf course had to be changed to April 20th and September 15th.
Report by Karen: 26 homes have been sold. There are 196 golf members. The office equipment is almost all moved in. Concern has been expressed about the cart path where it comes up to Oakcrest near the entrance to Salemtowne; Jason will research remedial options. The Winter Community Forum is scheduled for 7pm on February 6, 2023.
Chair’s Report: Chair Blair Hill reported that the Board’s primary goal for the next year is rewriting the governing documents. Two Special Board meetings will be held in January with the governing documents as the only agenda item: 1-3pm on Wednesday, January 4th and January 11th. Residents are encouraged to attend.
Vice-Chair’s Report: Vice-Chair Ron Lester reported that Summit Cleaning & Restoration had submitted a supplemental invoice for cleaning, refelting, and moving the billiard tables, which should have been included in the original insurance payment for losses to contents. Ron will follow up and won’t pay the invoice without the Board’s approval. Wireless connection to the basement was very poor, so the mechanic’s area is now hard-wired. Numbered asset tags have been placed on all new furnishings and equipment that is mobile and valued at more than $250; other items only have ID tags. Ron Lester and John Mangini will review SCA’s procurement policy and bring their suggestions to the Board. Ron will write the 2022 Annual Report and asks Committees to submit their reports by January 21st.
Operations Report: Director of Operations John Mangini reported that bids were being sought for the Stitch Niche project and completion of the Pool bathrooms. John moved to convert the ad hoc Breez committee to a standing committee, and the motion passed unanimously; John will serve as Board Liaison and take steps to formalize the new committee.
Secretary’s Report: Secretary Valerie Vollmar reminded the Board that the IT Committee had resigned effective December 15th and asked what steps had been taken to find an IT provider after Curlys Computers withdrew their proposal. Blair said that an RFP had been submitted to several providers, and he would give Valerie a copy
Treasurer’s Report: Treasurer Coleen Barbee reported that the fire account has been closed out and the funds transferred to the Operations budget. A shortfall remained due to increased expenses (including a
37% increase in the cost of utilities and added janitorial expenses), so the carryover from 2021 will be
used. The 2023 budget will include $16,000 for contingencies. Ron would like a full accounting of the fire account in time for the February 6th Forum.
Old Business: Everyone was reminded that Special Board meetings would be held at 1pm on the first two Wednesdays in January to discuss the governing documents.
New Business:
- Fitness Center Chair. Chris Owens will continue to serve as Chair of the Fitness Center Committee.
- Hold Harmless Agreement. Board members reviewed a draft Hold Harmless Agreement for persons using SCA facilities.
- Animals in SCA Facilities. The redrafted Rules & Regulations will prohibit animals in SCA facilities, except for service dogs.
- Stitch Niche Renovation. Coleen moved to approve the Finance Committee’s recommendation to update the Stitch Niche in 2023, and the motion passed unanimously.
- Private Party Reservations. Coleen will continue to handle reservations; she has 12 volunteers to check that users have cleaned up after use. Coleen moved to increase rental fees to $150 for the Towne Hall, $85 for the Farmhouse and Patio, and $30 for the Fireside Room, based on the average increase in utility costs; the motion passed unanimously. Other rooms are not available for rental. Users must obtain event insurance.
- Board Member Informal Meetings with Residents. Ron Lester suggested that a Board member host informal discussions with residents monthly at the Breez; he will host the initial discussion on the first Friday in January.
- Motions Limited to Items on Agenda. A comment was made that motions should be made only on listed agenda items, not on additional topics that come up for the first time during the meeting. The agenda is approved by the Chair prior to the Board Meeting.
- LARC Report. Jo Gosselin, LARC Chair, reported that the Salemtowne News will include a series of informational articles about LARC. She indicated that the committee needs volunteers to help in drafting form letters and other documents. Jo reported on three complaints about residents’ yards and agreed to draft a letter for review by the Board.
The Board meeting adjourned at 10:30am.
Next Board meeting: Friday, January 20, 2023.
SCA Board Meeting Minutes
November 18, 2022 – Conference Room
Call to Order: Blair Hill called the meeting to order at 9am.
Board Members Present: Board members Blair Hill, Ron Lester, Coleen Barbee, and Valerie Vollmar were present. Board member John Mangini was absent.
Staff Present: Jason Halfman and Karen Holland.
Residents: More than 20 residents attended.
Approval of Minutes: Minutes of the Special Board meeting on November 4, 2022, were approved as corrected.
Report by Jason: Over six inches of rain have fallen in the last eight days; the weather is now in a cycle of freezing and thawing so the ground is drying and firm. Cleanup of leaves and needles and winterizing are under way. The old boiler and pressure vessel have been decommissioned, so no more inspections will be required. Irrigation is currently from a pumphouse on neighboring property with ½ mile of water lines underground, accessed by an easement. The pumps may need to be replaced in the next year or so, but the biggest potential problem is that the water lines pass under a road and aren’t very wide.
Report by Karen: 25 homes have been sold, and one sale is pending; the budget is based on 30 homes. There are 195 golf members. White oval golf bag tags with the SCA tree symbol and the year have been ordered. A request has been made for sound amplification at Board meetings, which can be accomplished using the mobile sound system.
Chair’s Report: Blair reported that two Executive Sessions of the SCA Board have been held, one on a personnel issue that has been resolved. The second was a conference call with the attorney about various legal matters as well as seeking guidance on how to make sure that meetings comply with openness requirements.
Vice-Chair’s Report: Ron indicated that the Finance Committee is seeking more members, and a chair needs to be named. The staff holiday luncheon will be on December 5, 2022, catered by Olive Garden. Military flags are still missing, although the poles and bases have been found and are now on the stage again.
Operations Report: John was not present. Ron reported that the gas heater in the woodshop is a concern, and a replacement system is being sought.
Secretary’s Report: Valerie indicated that some issues exist with the IT and Web Committees, the most pressing being that the entire IT Committee has resigned effective December 15, 2022; Blair and Valerie will meet with the IT Committee following today’s Board meeting. A current list of contacts for committees, clubs, and activities is now posted on the resident portal of the website; a discussion needs to occur about the distinction between them. Several vacancies on the contact list need to be filled.
Treasurer’s Report: Coleen reported that the Finance Committee had identified several maintenance needs, including gravel and paving in the lower parking lot. Coleen moved to approve the lower parking
lot project for 2023, and the motion passed unanimously. Ron moved to approve seal-coating the
November 18,2022 SCA Board Meeting Minutes | 2
parking lot in 2023, and the motion passed unanimously. Coleen moved to approve the project to
replace the greenhouse in 2023; the motion passed unanimously. Coleen moved to raise the threshold for expenses to go into the ARF from $1,000 to $3,000; the motion passed unanimously.
Old Business:
- Mobility Scooters: Research revealed that the new flooring in the Fitness Center and Farmhouse is ADA-compliant.
- Residents’ Access to Facilities: A question has been raised about how restrooms and other facilities can be made accessible to everyone. Blair reported that the attorney had advised SCA that a resident can be required to pay for special accommodations that are expensive. Contractor Duncan has said all news facilities are ADA compliant.
New Business:
- Holiday Decorations by Nook & Shed: The decorations represent Salemtowne’s background and
history. Coleen moved to pay Nook & Shed’s $3,800 bill; the motion passed unanimously.
- Outside holiday decorations were discussed. Any donations have to be approved by the Board.
- Request for Partial Refund of Golf Dues. A golfer who had paid for a year of golf but was unable to use the full year had requested a refund. On recommendation of the Golf Committee, Ron moved to deny the request for a partial refund; the motion passed unanimously.
Board members moved into Executive Session on a personnel matter. The Executive Session was adjourned.
The Board meeting resumed with no further business and then adjourned at 10:30am.
Next Board meeting: Friday, December 16, 2022, at 9am
March 16, 2023 – Conference Room
M I N U T E S
Call to order: 9:00 AM by Vice-chair, Ron Lester
Board Members Present: Ron Lester, Vice-chair; Coleen Barbee, Treasurer; John Mangini, Operations
Approval of Minutes:
02.08.2023 – approved as written 02.17.2023 – approved as amended
Board Reports:
Vice-chair – The resignation of Valerie Vollmar as SCA Secretary effective 02.18.2023 was received. Motion to accept resignation made by Coleen, seconded by John, vote was unanimous.
Operations – Lighting upgrade and sound baffling projects have been completed by the SCA staff at a significant savings. The Towne Hall floor is deep cleaned occasionally as needed with much water, mopped with little water. It is showing no damage has been done as thought by some residents.
Treasurer – Coleen reported liability insurance has been secured with only a $1500 increase in premium. Follow-up is being done on 6 delinquent assessments. Maturing CDs have been reinvested at higher rates with a projected $6000 in interest earned, The ADA restroom door will be getting an opening system with funds from ARF. There is money in the Capital Improvement Fund so project suggestions will be considered.
Staff Reports:
Grounds – Blackberry removal has been a major project since weather has inhibited regular mowing. Other activities include edging the cart path; lighting upgrade in Craft and Stitch Niche rooms – cost will be recovered in 2 years – Towne Hall Kitchen will get a similar upgrade; sound baffling in the billiards room is complete.
Karen Holland – 3 homes sold; 138 golf memberships. A resident is interested in renting his home to a member of the Traveling Nurses organization. The nurse commits to 13 weeks at a location so it would be a short term rental. The Board requested a written proposal to consider with the understanding the renter must be 55+. A prototype of the golf donation certificate authorized last meeting was passed around for consideration.
Old Business
Only one person has considered the Risk Management Committee. Ron and Coleen will contact insurance agents they know to see about a risk management assessment from them.
Discussion on Board training for the community pros and cons.
Ron moved, Coleen seconded to appoint Tracy Thompson as Chair of the Decorating Committee.
Ron moved, Coleen seconded to appoint Debbie Campbell as Reservations Chair.
Liaison assignments were finalized. John moved, Coleen seconded to accept the redistribution of
Secretary liaisons.
New Business
Clarification of which entities are “committees”, “clubs” and “activities”.
Fitness Center
- Two non-monetary donations – Ron moved, John seconded to accept two upright bikes donated by Howard and Mary Palmer. Unanimous passage. John moved, Ron seconded to accept a stair stepper donated by Dee Mackaman. Unanimous passage.
- There is a need for a sound policy in the Fitness. Ron moved, Coleen seconded to have TV on mute and closed caption turned on. Unanimous passage.
- Equipment maintenance program is needed due to high volume of use. Coleen moved, John seconded to approve the maintenance agreement with Portland Fitness Equipment. Unanimous passage.
- Cautionary signs for the use of equipment – at your own risk – were proposed. John moved, Coleen seconded to approve signage. Unanimous passage.
Golf Rules revision – tabled to 03.30.23
Committee Reports
Audio/Video Committee inventoried equipment in Towne Hall AV closet. They supplied recommendations to dispose of unused/inoperable equipment. Ron moved, Coleen seconded to allow the AV committee to eliminate the equipment on their report. Unanimous passage.
Loop auditory enhancement system in the Towne Hall was explained. It is currently not functioning. Alan Avery requested authorization to investigate further how to remedy and the cost. Discussion on next steps.
LARC explained draft of new complaint form and violation letter. Coleen moved and Ron seconded to approve the new form and letter template. A fence request waiver was requested. Coleen moved, John seconded to approve the waiver. Discussion on non-compliant driveway and trailer storage violations.
Other Business
The Board acknowledged receipt of a letter from attorney Jennifer Todd.
The response from SCA attorney Ryan Harris stated that there was no failure of fiduciary duty when the
Board did not immediately announce the short lapse in coverage.
SCA Special Board Meeting Minutes
November 4, 2022 – Conference Room
Call to Order: Blair Hill called the meeting to order at 9:00am. Board Members Present: All Board members were present. Staff Present: Jason Halfman and Karen Holland.
Guests Present: Blake Ewing and Dawn Lackner from Ewing Agency Inc.
Residents: Ten residents attended.
Presentation by Blake Ewing:
Blake Ewing was introduced as SCA’s new insurance broker effective January 1, 2023. Letters will be sent to all carriers notifying them of the change in broker of record. Blake’s goal is to do a complete review of SCA’s insurance needs and have a plan in place by January. For now, he recommends SCA stay with its current carriers. Crum & Forster has already sent its renewal notice, but most existing carriers will send premium notices closer to the end of the year.
All insurance claims arising from the fire have now been closed. One other claim remains open, and premium rates probably will not be reduced until four years after that claim is closed.
Blake discussed umbrella coverage, social host coverage, possible change in coverage limits for the renovated Community Center, loss assessment coverage that can be purchased by individual residents, and event insurance that persons using SCA facilities might be required to purchase.
Approval of Minutes: Minutes of the Special Board meeting on October 21, 2022, were approved as corrected.
Report by Jason: Seasonal employees are done for the season. The greenhouse is open. Due to rain, golf carts are restricted to the cart paths. All animal traps have been removed; Jason will investigate whether SCA should obtain a permit and purchase its own traps for use in the future.
Report by Karen: 23 homes have been sold. There are 194 golf members. The Chair and Secretary need to sign a notarized Statement of Compliance with Oregon HB 2534, attesting that the CC&Rs have been reviewed for possible use of discriminatory language and that none was found. A letter was sent to former resident Rich Hoffman requesting that he cease safety checks; the Board also denied his request to hold CPR classes at SCA. The previous golf bag tag vendor’s price could not be matched, so the Board chose new oval tags with a Salemtowne tree emblem. All persons who will unlock and lock SCA buildings now have a key.
Chair’s Report: Blair indicated that the Governing Documents were a priority. An appointment will be made for a conference call with the attorney to discuss them.
Vice-Chair’s Report: Ron reported that the promotional video about Salemtowne has been completed by Open Door Productions at a cost of $842. The video will be shown after the meeting for those who
want to stay and watch it, and will be put on SCA’s website.
Operations Report: John has talked with various committees about storage needs. The work/storage area under the fitness center is being cleared out, and the wood paneling uncovered during the rebuild will be relocated. John will need help moving office furniture, but there are no plans for further office remodeling at this time.
Secretary’s Report: Valerie again pointed out that informal discussions and emails among Board members violate Oregon’s “open records” statutes. Boards need to be completely transparent, as pointed out in Vial Fotheringham’s recent webinar. Valerie moved that the Board get guidance from the attorney regarding what is a meeting and when informal discussion becomes a meeting, and the motion passed unanimously. Valerie also reminded Blair that an executive session would be required at the end of the meeting to discuss a personnel matter that could not be discussed at the last Board meeting because Blair was absent.
Treasurer’s Report:
Coleen moved to add Juneteenth, Veterans Day, and the Friday after Thanksgiving as staff holidays, and the motion passed unanimously.
Coleen asked for clarification about the purpose of the exterior security cameras. She moved to have the Minutes reflect that the exterior security cameras are specifically being used and monitored for the building and parking lot only. The motion passed unanimously.
Coleen expressed concern about damage caused by use of recreational scooters inside the facilities. She agreed to research the issue.
Coleen moved to correct an administrative error that showed the membership/buy-in fee as $2,730 when the correct amount is $2,875, with the additional funds going to ARF. The discrepancy arose
because the language of the Bylaws as posted on Sharepoint and SCA’s website was different from the
actual language of the Bylaws. The motion passed unanimously.
Coleen has verified that the FDIC insures bank accounts up to a maximum of $250,000 total per account. Assessments for 2023 would put the existing account over the $250,000 limit, so Coleen moved to open another bank account at Oregon State Credit Union to keep deposits in each account under $250,000.
The motion passed unanimously.
Coleen moved to accept the budget as presented by the Finance Committee, with the addition of the Toro maintenance contract. The motion passed unanimously.
Old Business:
- Maintenance of Property at 3289 Oakcrest: A letter to SCA’s attorney needs to be drafted, asking him to write a letter to the resident about necessary cleanup, including the date for compliance, fines, etc.
- Governing Documents: Valerie presented the draft of a letter from the Chair to the attorney regarding his progress on the governing documents. Coleen suggested a conference call, and Blair said he would contact the attorney.
New Business:
- Permanent Lighting Around Community Center Roof: Kari Mollgaard, Chair of the Community Sale, asked the Board to consider approving installation of permanent lighting by Ambassador Windows at a cost of $1,403.00, to be paid from funds in the FOS account designated as
November 4, 2022, Special Board Meeting Minutes – page [2]
November 4, 2022, Special Board Meeting Minutes – page [3]
community sale funds. Tentative installation date would be November 22. Coleen moved to
accept the Community Sale Committee’s proposal to install permanent lighting paid from community sale funds in the FOS account. The motion passed unanimously.
- Threshold mats: FOS asked the Board for information about “threshold mats” and their cost.
- ADA Restrooms: A resident asked whether a restroom needs an automatic door to be ADA compliant. The Board does not have an answer at this time.
- Religious Displays on Common Property: The question was raised whether a religious display on common property (such as a Nativity scene at Christmas) violated the Fair Housing Act or any other law. The Board will ask the Decorating Committee to submit a proposed plan for the holidays for further discussion.
Board members moved into Executive Session on a personnel matter. The Executive Session was adjourned.
The Board meeting resumed with no further business and then adjourned at 11am.
Next Board meeting: Friday, November 18, 2022, at 9am.
SCA BOARD MEETING MINUTES
October 21, 2022 – Conference Room
Call to order: Ron Lester called the meeting to order at 9:00 a.m.
Board Members present: Ron Lester, Coleen Barbee, Valerie Vollmar, Blair Hill absent Approval of Minutes:
The minutes of the October 3 Fall Forum were accepted as presented.
New Board Member and Liaison Assignments:
Ron Lester nominated John Mangini to the Board to fill Jerry Gardner’s position through September 30, 2023. Motion passed. Positions for 2022-2023 will be: Blair Hill, Chair, Ron Lester, Vice Chair, John Mangini, Director of Operations, Coleen Barbee, Treasurer and Valerie Vollmar, Secretary. Board liaisons will be confirmed at the next Board meeting.
Coleen moved to have the minutes reflect that the new authorized signers on all Salemtowne Civic Association bank accounts are Coleen Barbee, Blair Hill, Ronald Lester, John Mangini and Valerie Vollmar. Further that Denny Laughery, Jerry Gardner and Gerry Morgan are no longer authorized signers. Motion passed.
Staff Reports:
Jason – Mowing of greens on weekends and irrigation will cease for the winter. ARF funds for replacing the chain at the top of the RV road with a gate approved by the Finance Committee. Cost will be $1,000. SMGC donated funds for concrete pads under the sand storage. The Board will decide on a broken window policy under New Business. The Board will look at the issues with the curb and golf cart entrance to the Towne Hall parking lot when the parking lot is resurfaced. John was asked to look into the question of entrance off the parking lot.
Karen – 22 homes have been sold. There are 194 golf members. It has been suggested that signs be posted outside the video library, fitness center and library “For Residents Only.” Occupancy limits should also be posted in rooms where that is required. The Golf Committee suggested Salemtowne revert to bag tags of a different color/shape rather than the year label for easier identification. A non-resident golfer made a sample bag tag for consideration. Valerie donated a floor mat for the fitness room. AARP asked to hold their
driving class for seniors in Salemtowne and to waive the rental fee. Request denied. The Conference Room is now on the calendar for scheduling and has been added to the lock/unlock routine. The janitor is going to do a professional cleaning of the Towne Hall floor on October 27.
Board Reports:
Chair – Two additional security cameras have been installed; one encompasses the Farmhouse, the office entry, and portion of the parking lot; one captures the entrance. No one contacted is interested in hauling away the lumber left over from the fire restoration project. Previous resident Marion Batterson offered to do wainscoting in the Farmhouse and will take the remaining lumber in exchange for labor. Coleen moved to allow Marion Batterson to install wainscoting in the Fireside Room in exchange for labor. Motion passed.
Committees and Clubs will be notified that their submissions to the Annual Report are due on March 1. Operations – Board members agreed to allow Salemtowne resident organizers to hold a community Dance on February 11, 2023. John accepted responsibility to form a committee to suggest a plan to redo the Salemtowne office if needed.
Secretary – Valerie is looking for a scribe to take Board meeting minutes. Valerie gave an update on the Governing Documents and was asked to draft a letter to the attorney for the Chair to sign requesting the status of the Governing Documents. There has been no response from the attorney to previous communication from the Board. Valerie expressed concern on how recent meetings of Board members were held and reminded members that they need to follow process and be transparent. She recommended the
attorney be consulted to determine what is proper procedure.
Treasurer:
- Coleen made a motion to give the Decorating Committee $500 to purchase Christmas decorations.
Motion passed.
- She noted there were only 100 chairs in the Towne Hall.
- Coleen made a motion that the cut off time for events in the Towne Hall will be 10 p.m. with the exception of a party already reserved and approved with no other exceptions. Motion passed.
- The Fire Funds account will be closed in November with the balance in Operations.
- Coleen moved to change the SCA broker of record to Ewing Insurance. This does not affect insurance policies. Motion passed 3 to 1 with Ron Lester abstention because Blake Ewing is his stepson.
- The CPI is 8.3. Coleen made a motion that the 2023 HOA assessment will be $1,215, : $1,110 base and 105 to ARF. Motion passed. The 2023 Budget will be approved in the November Board meeting.
- Terry Davidson resigned as Chairman of the Finance Committee. Additional members of the committee are also needed.
- Volunteers are needed to identify ARF items in all rooms and add inventory tags.
- Ron made a motion to dispose of outdated electronic equipment. Motion passed. Cori Rossmeisl will identify the pieces to be discarded. Ron will remove.
New Business:
Jason reported that occasionally windows of houses on the golf course are broken by equipment. Ron moved that the property owner whose window is broken submit a bill for repair and SCA will pay. Motion passed.
Old Business:
The request for a person to conduct CPR/First Aid training was denied. Ron and Karen will write the letter.
Committee Reports:
LARC:
- Jo recommended that the Board assume a course of action for the home on Oakcrest which has been an ongoing problem. Valerie moved that Blair ask the attorney to write a letter to the resident after the Board decides the course of action, a timeline, and the fine. Motion approved.
- Jo submitted a request for a three-foot fence on golf course. Ron made a motion to approve the request. Vote was Ron, John, Valerie in favor; Coleen opposed. Motion passed.
- Valerie moved to approve the Landscape and Architectural Charter submitted by the LARC Committee. Motion passed.
IT: Cori Rossmeisl presented an informational report on IT accomplishments.
Web: Cori presented an informational report on the website. Ron made a motion to approve the proposal by the Web Committee re community resident monitoring. Motion passed. Valerie moved to appoint Debbie Campbell as Chair of the Website Committee. Motion passed.
Board members moved into Executive Session on a personnel issue. The Executive Session was adjourned.
The Board Meeting resumed with no further business and then adjourned.
SCA Community Forum Minutes
October 3, 2022 – Towne Hall
Call to Order: Blair Hill called the meeting to order at 7:00pm.
Board Members Present: Coleen Barbee, Ron Lester, and new members Blair Hill and Valerie Vollmar. Former Board member and Treasurer Denny Laughery also was present.
Staff Present: Karen Holland.
Residents: Numerous residents attended.
Board Business
1. Introductions – Blair Hill introduced himself as the new Board Chair and introduced the other 2022-2023 Board members:
Secretary – Valerie Vollmar
Treasurer – Coleen Barbee
Operations – Ron Lester
Blair reported that Jerry Gardner had resigned from the Board, leaving the office of Vice Chair open. Blair asked that anyone interested in becoming a Board member contact Karen.
2. Board liaisons – Blair announced that Board liaisons will contact Committee Chairs, Clubs, and Activities.
3. Approval of minutes – A motion was made to approve the September 16th Board meeting minutes as presented. The motion passed unanimously.
4. Volunteers needed – Blair reported that the Board is still looking for volunteers to handle Reservations and serve on the Decorating Committee.
5. 2023 membership/buy-in fee – Coleen moved to increase the membership/buy-in fee to $2,730 for 2023. Ron seconded the motion, which passed unanimously.
6. Authorized signers on bank accounts – Ron moved to have the minutes reflect that the authorized signers on bank accounts are Coleen Barbee, Blair Hill, Ron Lester, and Valerie Vollmar. Further, Denny Laughery, Jerry Gardner, and Gerry Morgan are no longer authorized signers.
7. Construction/fire recovery – a. Ron submitted a 3-page summary of Cincinnati Insurance proceeds and expenses, and cash on hand. Claims received or pending total $1,489,324.11 and identified contracts and projects total $1,454,919.86, leaving $34,404.25 in funds still available. Cash currently on hand in the bank totals $102,434.92. The insurance claim should be closed out by the end of 2022. A resident requested that some of the available funds be spent on an ADA/electric door for the Towne Hall.
8. Pest control – Ron reported that it costs $120 every time a technician comes to remove an animal. The fee is the same if he finds that someone has released the animal. A $10,000 fine could result if unauthorized releases continue.
9. Security systems – Three zones are armed, and the building is open from 7am to 10pm seven days a week. SCA has six video cameras with DVR; one more is planned to capture activity in the front parking lot.
10. Newsletter editor – A Newsletter editor is still needed.
11. Governing Documents – Valerie reported that the Governing Documents are still in the process of being revised. State statutes require that certain provisions be in a particular document, and SCA’s are not. The attorney is working on drafting new documents now. The Board intends for residents to be informed about and involved in what is happening.
12. Web presentation – The Web Committee gave a short presentation about the new salemtowneoregon.com website and the Resident Portal. The old Community 123 website will be discontinued as of October 15th.
Resident questions and answers
1. Can security cameras be positioned to film cars entering Salemtowne? Yes, but it would not be a good use of cameras because the DVR would be overwritten very quickly.
2. Can something be done to make the Game Room less noisy? Someone will look into sound damping methods.
3. When will the Board schedule resident education sessions or updates about the Governing Documents? It’s too early in the process to determine.
Next Board meeting: Friday, October 21st @ 9am.
Community Forum Adjourned: 9:30pm.
SCA Board Meeting Minutes
September 16, 2022 – Towne Hall
M I N U T 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. Board members elect Valerie Vollmar and Blair Hill were present.
Staff Present: Jason Halfman and Karen Holland
Guests: 14
Approval of Minutes: The Board approved the September 3, 2022 Meeting Minutes.
Staff Reports
1. Grounds Superintendent – Jason indicated the swamp was recently drained and staff worked to clean up the yard debris behind the homes on Twin Oaks. Golf course irrigation is running about 10% of average. The course was recently sanded. Larger rocks on the course came from the storage area because there is not an adequate concrete pad under the sand. Finally, animal traps have been placed in the area by a private contractor to rid the community of skunks. The company charges $120 per captured animal. Jason estimated that there are 10-20 animals that must be removed. Residents must refrain from feeding the pests.
2. Administration
a. Karen reported that 20 homes have now been sold this year. There are 187 paid golfers. Window cleaning will take place in the near future.
b. There is still an opening for a Newsletter editor. The website committee plans to issue a shorter information page in place of the October issues of the newsletter. It is difficult to publish a newsletter on the Salemtowne website because not everyone can access the site from a home computer. Ron suggested that it might be necessary to pay the next editor of the Salemtowne Newsletter. Ron MOVED to have Board members investigate the need to pay someone to publish a newsletter. Jerry SECONDED and the motion was APPROVED. In addition, Ron asked Cori to have the IT/Website Committee take a look into a newsletter as part of a process to update and integrate the computer system. Cori agreed to make a presentation to the Board on or about October 20, 2022. Jo Gosselin emphasized that it’s important to estimate the demand for newsletter use by non-connected and computer savvy residents.
c. There will be a zoom Law Seminar dealing with homeowner associations on October 22, 2022 from 9am – 1pm sponsored by Vial Fotheringham Law. Karen has the signup details.
d. Board members receiving an unsolicited call with an Estacada, OR number must be aware that this could be from the security monitoring company.
Board Reports
1. Chair – This is Gerry’s last Board Meeting. Chair Morgan commented on several items.
a. The Breeze Coffee Shop – The coffee shop needs a manager to purchase inventory, collect revenues and make sure the space is clean and functional. Coleen volunteered to investigate establishing a committee to seek volunteers to provide these services. Denny will continue to collect revenues every Tuesday until further notice.
b. Gerry proposed a Breeze Coffee Shop gift card program. Individuals will be able to purchase gift certificates for coffee shop items and pass them to friends and volunteers.
c. The group discussed the management of the Farmhouse kitchen. Jan Ober has helped but reservations must be made to use the facility.
d. The Library Committee wants to use storage space in the kitchen for book donations. Ron has allocated storage space among interested parties but this space remains in contention. The janitor and the Rovers need, and have requested, space in this area too. Coleen suggested that a review of the available space be conducted and reallocated if appropriate.
e. The Decoration Committee is in need of new leadership. Several of the existing leaders plan to step down and new volunteers are needed. Different people have volunteered at various times during the year, depending on the season. It is expected this will occur again.
2. Operations– Ron discussed several items.
a. Ron plans to develop an “informational video” to promote the Salemtowne community as a great place to live. He is working with Chris Robertson and others. Meetings are planned for 10:15am on Monday, Sept. 19th and 3:45pm on Wednesday, September 21st.
b. The shuffleboard in the pool room still needs refinishing.
c. Ron suggested that the community could benefit from installing two more video security cameras to cover the Community Center parking lots. They can be installed for $1,000 each. After a brief discussion, Coleen MOVED allocate $1,000 to install one additional camera covering the front parking lot. The Board approved the motion 4:1. Gerry opposed.
d. Ron is working to finalize the installation of hallway doors.
e. Ron asked members of the IT Committee to make a presentation to the Board at the October 20th meeting at 2:00pm. The topic of the presentation will be upgrading and operating Salemtowne’s computer system. Ron made a MOTION to that effect and it passed 4:1. Gerry opposed.
f. Ron called the Board’s attention to the lumber stored in the basement. There is a significant amount of cedar and fir slats taken from the walls in the Farmhouse during the rebuild. Jan Ober requested that some of the pieces be held for future use in the Farmhouse. Ron asked Len Farr to look into selling the unused lumber to determine if it could be reused by the public and at what price. Ron asked the Board to approve this plan and he MOVED for approval. The Board approved this activity.
3. Secretary – Jerry reported on two issues.
a. The Fitness Center is currently managed by Chris Owen and Judi Tripp. They will suggest future changes to the space and develop programs offerings. Paul Jesperson, a Salemtowne resident, will join their team.
b. Jerry distributed a list of approved Salemtowne residents authorized to open and/or close the Community Center rooms. Some of the rooms are connected to the new security system. Certain individuals will be allowed to arm and disarm the security system. To relieve the lockup crew and the unlock crew from dealing with the security alarms, the system will automatically arm itself at 10pm and disarm itself at 7am. Residents will therefore not be permitted to occupy the community center between 10pm and 7am. Exceptions will be made for private events with prior approval. However, this will require an authorized Salemtowne person to rearm the system after normal hours and may require a service fee from the user for this service.
4. Treasurer – This is Denny’s last Board Meeting.
a. Denny reported that he is preparing the 6th payment of $171,631 to Duncan Construction. The remaining balance due Duncan is approximately $64,000. SCA has $104,600 cash on hand in the fire fund. SCA has about $40,600 remaining in the fire fund plus as much as $38,900 ($30,400 equipment loss refund + $8,500 builder risk insurance refund) at the close of the fire fund account. Duncan Construction has been paid a total of $1,280,870 for the rebuild which is roughly on par with their initial estimate. SCA requested 25 change orders during the rebuild that cost additional money.
b. Denny reported that the unused furniture fire sale generated $700 in revenues. The Community Sale resulted in $829.80 in revenue for the Friends of Salemtowne Fund.
c. The Grand Opening event of Sept. 6th cost about $750. $1,000 was budgeted for the event.
5. Vice-Chair – Nothing significant to report at this time.
Committee Reports
1. LARC – Jo Gosselin reported on LARC activities so far this year and presented two resident requests requiring Board approval. a. Between January and August 2022, there have been 38 resident requests to change their properties involving painting, fences, or construction projects of various types.
b. The LARC Committee has worked on 23 violations of community landscaping standards during the same period. Two violations were the result of resident complaints and 21 violations resulted from LARC Committee member investigations. Jo suggested that the LARC Committee plans to be more actively involved in exposing resident violations of community standards as described in the Bylaws.
c. Jo reported that Jason and the grounds crew completed cleaning up the yard debris behind the homes on Twin Oaks. This was necessary to control what was a fire hazard and home to pests and rodents.
d. Jo presented the Board with a draft Standard Operating Procedure (SOP) document for their review and comment.
e. There are two architectural change requests that require Board approval because they may be controversial in nature or because they may call for an exemption to the existing rules. i. A resident on Winslow Way is requesting the addition of a patio cover. The cover will be attached to the home and is 22’ long X 15’ high and will extend 15’ from the house. Three posts will anchor the cover. The posts may be considered as an obstruction to the view of the golf course of a secondary lot owner. The secondary lot owner was not consulted. Jo RECOMMENDED that the request be approved. Jerry MOVED to approve the request and the Board approved the request 4:1. Coleen abstained.
A resident on Oakcrest Dr. is requesting to build a “split rail” fence along the front of her property to restrict access. The fence would be three feet tall. Walkers and pets continue to trespass on her property. Fencing in front of private property is currently not allowed by rule. The resident has tried to keep people and pets off of her property for some time – to no avail. Jo RECOMMENDED that the request be approved. Gerry MOVED to grant the request. The request was approved 4:1. Coleen voted no.
Resident Requests
1. Ron will check in to acquiring “hard of hearing” signs is areas where appropriate. Some residents find it hard to hear the proceedings.
2. Jay Gordon would like to donate an amplifier to the SCA. Jay would also like to paint the bench currently located below the information panel in front of the business office.
3. Residents have asked that the Video Library sign be moved to the new location.
Next Governing Document meeting: Wednesday, September 21st @ 10am
Community Forum set for the evening of Monday, October 3rd
Board Meeting Adjourned: 11:15am
Executive Session
Called to order at 11:20am in the Conference Room to consider a personnel health insurance issue. The issue was resolved by a unanimous vote of the Board and the appropriate changes will be made.
Adjourn: 11:30am
SCA Board Meeting Minutes
September 3, 2022 – Golf Club House
M I N U T E S
Call to Order: The Chair called the meeting to order at 8:55am
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery. Board member elect Valerie Vollmar was present.
Staff Present: Jason Halfman and Karen Holland
Guests: 14
Approval of Minutes: The Board approved the August 19th Board Meeting Minutes, the August 24th and August 31st Special Board Meeting (Governing Documents) Minutes as presented.
Staff Reports
1. Administration – Karen reported that 17 homes have sold so far this year. There are 187 paid golfers. The Breeze Coffee Shop will not take reservations for groups. Karen postponed the start of the “live” security system until we can hold a group meeting to make sure everyone understands the system. Signs have been posted under the Winslow Way bridge notifying residents that canine waste is not to be deposited in the garbage cans under the bridge. There will be a HOA legal seminar offered on-line on October 22, 2022 from 8am-1pm (see Karen for details). There is a need to organize and account for keys circulating in the community. Karen received a verbal complaint about hazardous yard debris next to the west wall on Wallace Road (more in the LARC report).
2. Grounds Superintendent – Jason reported that the golf course has been sanded. He plans to move next year’s sanding back two weeks until mid-September. Jason plans to keep the pool open until the end of September. He has just enough chemicals to reach that date. It costs $30-$40 per day to sanitize the pool. At the end of September, more chemicals will need to be purchased ($600) to extend the season.
Board Reports
1. Chair – Gerry asked the Board for permission to provide champagne to guests and residents attending the September 6th Grand Opening event. Denny indicated that SCA does not carry liability insurance that would provide coverage for an event that distributes alcohol. After considering the potential monetary risks to the community, Board members declined to pay for and serve alcohol to event guests. In the absence of proper insurance, serving alcohol to the public creates an unacceptable risk for the SCA.
2. Operations – Ron mentioned several items.
a. The security system is not ready to fully operate at this time. Ron and Karen will develop a list of individuals who must be informed about the system and have unique access codes assigned to each person.
b. Ron has allocated storage space to specific groups. He plans to contact the affected people next week. There will be two keys each for the library, cleaners and rovers. Work is progressing to install shelving and cabinets in the basement storage area.
c. Pool players have requested sound reduction carpet for the walls in the billiard room. Ron will meet with the group concerned to determine if this is warranted.
d. Ron is working with Salemtowne residents to develop a professionally made promotional video to promote Salemtowne to interested parties. There will be a cost associated with this activity. It may cost as much as $1,500 to produce the video. No action was taken.
e. The new conference room should be completed ASAP. We are awaiting Cori Rossmeisl’s input.
f. The Garden Committee plans to seek funds during the budget process to hire paid temporary helpers to reduce the number of hours the committee relies on volunteers. The current budget allocates $2,000 for gardening activities. Cheryl Mahon will develop a list of professional landscapers that might be contacted to provide workers.
g. Ron is working to complete repairs to the shuffleboard. The top surface must be appropriately re-finished.
3. Vice-Chair – Coleen suggested that the Board should only meet once per month starting in October. Board meeting could be held on the third Friday of each month from now on. Gerry MOVED to accept Coleen’s proposal, Coleen SECONDED and the motion passed.
4. Treasurer – Denny indicated that he canceled “builders risk insurance” effective August 31, 2022. This will result in an $8,500 refund. There is $276,228 in SCA’s fire fund after receiving a $189,000 depreciation payment from Cincinnati Insurance Co. Most of this amount will be paid to Duncan Construction. SCA awaits their final bill. Denny’s current estimate is that SCA will have about $25,400 after expenses are paid.
5. Secretary – Jerry reported that the Fitness Committee plans to ask for a TRX ($200) and exercise platform to complete the Fitness Center’s equipment needs. In addition, there is a need to secure professional advice regarding how to operate the equipment and conduct a proper exercise program. Gerry suggested Kiara Ballard (971)599-0388. Others may be consulted as well. Gerry Morgan purchased the desk currently in the fitness room.
Committee Reports
1. LARC – Jo Gosselin has investigated the debris piles behind the homes next to the wall on Wallace Road. One of the residents is in her 90’s and has trouble cleaning up the debris. The City of Salem has written her a letter stating that the City will issue a fine of $250/day beginning on September 12th unless something is done about the debris. Jo has contacted the resident’s next of kin in an attempt to help the elderly resident deal with the situation. Jason has worked on this
issue before but there is a limit to what he and his staff can do. Jo plans to contact the home owners involved with placing yard debris in this area to sort things out and find a solution. The yard debris represents a fire hazard and it is attracting rodents and insects. There were no other LARC activities to report at this time.
Informational
1. Sound System – Chris Robertson demonstrated a new portable sound system donated to Salemtowne by “the Players” through Friends of Salemtowne. Thank you, Roberta Taylor, for making that gift. The sound system has a number of features. It is available to all Salemtowne residents in need of a sound system. Contact Chris Robertson, Alan Avery or Curt May to reserve the equipment.
2. CPR Training – Rich Hoffman discussed his desire to train as many Salemtowne residents as possible to perform CPR. The training is free of charge. He would like to use Salemtowne facilities to conduct a 4 ½ hour class every other week. There is room for 10 individuals per class. Mr. Hoffman has an extensive background in emergency medicine and is a licensed EMT. He can be reached on his website at http: pnwcprfirstaid.com
3. Line Dancing – Barb Sanders (503)689-7742 plans to offer line dancing classes every Wednesday at 2pm in the Towne Hall. Lessons are free of charge.
Next Meeting: September 16, 2022
SCA Special Board Meeting (Governing Documents)
August 31, 2022
Towne Hall
Call to order: Chair Morgan called the meeting to order at 2:00pm. Gerry introduced the meeting moderator Valerie Vollmar.
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery. Board members elect: Blair Hill and Valerie Vollmar.
Guests: Terry Davidson, Roberta Taylor and one more.
Approval of August 24, 2022 SCA Special Board Meeting Minutes. The Board approved the minutes with minor changes.
1. Moderator Valerie Vollmar suggested that it’s time for Board members to reach a consensus regarding which questions the association’s attorney, Ryan Harris, must address. The Board should develop a strategy for presenting a revised CC&R document to owners for approval. The next step is to solicit a legal review of the Board’s current questions and a written response from Mr. Harris. With Mr. Harris’ review, the Board can set a date to meet and discuss the options provided by Mr. Harris before deciding on a final proposal to submit to the owners. Board members generally agreed with this approach.
2. Valerie presented Board members with a summary (green print) of questions Mr. Harris needs to address. This summary is based on input from Gerry Morgan, Coleen Barbee and other documents submitted over the past several months. Valerie’s summary specifically mentioned two financial issues: 1) Assessments (Article VI, Section 3, Page 6) and 2) Membership Fee (Article VI, Section 7, page 8). In addition, the summary included questions regarding use restrictions on private lots, type of dwellings, and rentals.
3. Participants discussed the need for Mr. Harris to be specific with regard to his review. It is critical for Mr. Harris to indicate what must be in the CC&Rs versus what can remain in the Bylaws. For example, does the distribution and use of the membership fee need to be described in the CC&Rs or can it be addressed in the Rules and Regulations?
4. Jerry MOVED to send a hard copy of Valerie’s “green” summary to Mr. Harris under Salemtowne letterhead and signed by the Board Chair. Ron SECONDED and Board members approved. The Board will wait for Mr. Harris’ written response before calling another meeting on this subject.
Adjourn: 2:45pm
SCA Special Board Meeting (Governing Documents)
August 24, 2022
Towne Hall
Call to order: Chair Morgan called the meeting to order at 2:00pm. Gerry introduced the meeting moderator Valerie Vollmar.
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery. Board members elect: Blair Hill and Valerie Vollmar.
Guests: 12
The Challenge: Valerie referred to the August 10, 2022 SCA Board Meeting Minutes which expressed the Board’s desire to develop a strategy for changing the current CC&Rs to remedy an issue identified by the Association’s attorney, Mr. Ryan Harris. Valerie asked the Secretary to summarize the issue. Jerry responded as follows:
The Association’s attorney, Mr. Ryan Harris, advised the Board in 2019 that revisions to the Governing Documents made by the Salemtowne community in 2002 substantially weakened the Association’s ability to create and enforce rules and regulations contained in our Governing Documents. Oregon law requires that provisions restricting a homeowner’s use of their property must be in the CC&Rs and not simply in the Bylaws in order to be legally enforceable. Thus, many of the authorities SCA residents have counted on to keep the community financially healthy and functioning at an acceptable level since 2002 are now in question and may not withstand a legal challenge. Indeed, in Mr. Harris’ opinion, it is highly probable that SCA would lose a legal challenge to our existing rules and regulations. This means that residents could be held financially responsible for failed lawsuits brought by a homeowner.
Therefore, amendments must again be made to the current CC&Rs to give legal authority to regulate the SCA community back to residents, operating through the Board of Directors, to meet legal requirements associated with establishing and enforcing provisions that address: 1) a method for allocating common expenses, 2) provisions for establishing a reserve account, and 3) all restrictions affecting a homeowner’s right with respect to their lot or improvements. This includes requirements for architectural control, exterior maintenance, and restrictions on such things as signs, flags, pets and parking. It is important to note that changes to the CC&Rs require a 75% approval by homeowners (463 x 75% = 348) while changes to rules and regulations require a majority vote of the Board of Directors.
Revising the CC&Rs
1. The Secretary expressed his view that the Board should only ask residents to pass minimal revisions to the CC&Rs that allow the details of specific restrictions to be set forth in the Rules & Regulations. Mr. Harris’ letter to the Board, “The Proposed 2022 Amended and Restated Declaration of Covenants Conditions and Restrictions of SCA”, clearly set forth his proposed revisions to the CC&Rs. (SEE: Article IV, Assessments, Section 1-14, pp. 3-10).
2. The Vice-Chair expressed her view that Mr. Harris needs to provide more detailed information regarding his proposed CC&R revisions. For example, Coleen noted that there is a conflict regarding Mr. Harris’ proposed revision document between the Article VI, Section 3(d) on page 6 which requires a “majority” of the total votes cast at the Annual Meeting to change a new base assessment amount vs. Article I, Section 1, page 4, which states a 75% vote is required to make changes to the Declaration. Finally, Coleen wants more items currently listed in the Rules & Regulations added to the CC&Rs.
3. Chair Morgan did not feel that Mr. Harris provided enough information to complete a proper draft of revised CC&Rs. She took a position between Coleen’s view placing more restrictions in the CC&Rs and Jerry’s view suggesting fewer rules in the CC&Rs leaving the details in the Bylaws. The Chair wondered whether wording in Sections 4 – Use and Exterior Appearance of Lots and Units, Section 5 – Maintenance of Lots and Units, and Section 6 – Architectural Review was adequate left in the Rules & Regulations or should these sections be moved to the CC&Rs.
4. Treasurer Laughery gave his support to the changes proposed by Tom Mahon in his January 6, 2022 “Governing Documents Revision” report submitted to the Board. Denny felt several of Tom’s suggestions should be removed from the Rules & Regulations and added to the new version of the CC&Rs. Denny supports adding a 1% “Buy In Fee” requirement to the CC&Rs.
5. Ron tended to support the minimalist view that fewer details should be added to the next version of the CC&Rs. Ron feels that residents will be confused by these changes. The more we can relate the proposed changes to the ones that existed in 1967, the better chance the community will accept them. Thus, Sections 4 – Use and Exterior Appearance of Lots and Units, Section 5 – Maintenance of Lots and Units, and Section 6 – Architectural Review should be included in the CC&Rs.
6. Blair Hill suggested that revisions to the CC&Rs should not be too specific. Details about various restrictions should be set forth in the Bylaws with authority granted by the CC&Rs.
- 7. Participants spend a significant amount of time discussing association finances and property assessments. a. Terry Davidson, Finance Committee Chair, reminded members of Board that “Article VI, Section I: Assessments” of the current CC&Rs states: “The Association through its Board of Directors shall assess all common expenses against all lots and units that are subject to assessment according to the allocations in the Declaration. Terms and provisions relating to budget, assessment, liens and collection procedures are set forth in the Bylaws,” (p. 6). Thus, the Board already has the authority to collect an assessment.
- b. The Finance Committee proposed an 8% limit on assessment rate increases for the 2023 budget year. Others felt this increase must be tied to the western CPI while others felt this amount should be limited to 5%. Board members generally preferred to cease using the CPI as a guide to rate increases.
- c. Board members generally agreed to set the new resident buy-in-fee at 1% of the home purchase price as suggested by the Treasurer.
8. Participants asked the Chair to develop a list of proposed CC&R revisions, based on our discussions, that may include some or all of Mr. Harris’ suggestions. This list will be reviewed by the Board and presented to Mr. Harris for comment.
9. Participants asked Coleen to develop a set of financial requirements and provisions based on Mr. Harris’ suggestions that may be placed in the new CC&Rs. The CPI number will be replaced with another number that Coleen will define. If 30% or more of the residents do not approve, a vote will be required. Coleen’s suggestions will be reviewed by the Board prior to submitting them to the attorney.
Next Meeting: Wednesday, August 31, 2022 @ 2:00pm
Adjourn: 3:30pm
SCA Board Meeting Minutes
August 19, 2022 – Town Hall
M I N U T E S
Call to Order: The meeting was called to order at 9:00am by Chair Morgan
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, and Treasurer Denny Laughery. Elected Board members – Blair Hill and Valerie Vollmar. Ron Lester was away.
Staff Present: Jason Halfman and Karen Holland
Guests: 9
Approval of Minutes and meeting notes: April 5th Minutes – approved as written; April 10th Special Meeting Notes (CC&Rs) – approved as written; April 12th Special Meeting Notes (Gosselin) – approved as written, however, Gerry Morgan did not approve.
Staff Reports
1. Building & Ground – Jason indicated that the ground crew is working to beautify the course by spreading bark dust. He has reduced irrigation by up to 50% recently. Skunks are a problem in several areas. A family of skunks showed up on Twin Oaks and near hole #6. Jason will contact a professional exterminator. Residents are reminded not to feed the skunks.
2. Administration
- • The Business Office will be closed on Monday, September 5th to observe the holiday.
- • A wedding is planned for Sept. 2nd. Karen will contact the participants to let them know SCA will be using the Towne Hall that morning until about 10:30am for a Board meeting.
- • Karen is planning a new Board member training session for the week of Sept. 19th.
- • The City of Salem will handle a resident’s complaint regarding a low hanging tree limb.
- • Karen was contacted by a window cleaner seeking to wash the windows in the Town Hall.
Board Reports
1. Chair
- • The next special meeting of the Board to discuss the CC&Rs is scheduled for Aug. 24th at 2pm.
- • Gerry stated that the IT Committee still needs assistance from Karen to complete the web page. Gerry MOVED to grant Cori Rossmeisl, Deb Campbell, and Chris Robertson access to the business office and grounds crew office after normal business hours for the purpose of maintaining the computer systems. Jerry SECONDED and the motion passed.
- • Regarding LARC, Gerry reported that the LARC committee met on Aug. 16th to discuss the Board’s concerns expressed in their meeting with Jo on Aug. 12th. Gerry noted the Board
- expressed concern over their lack of knowledge in LARC activities. The LARC committee requested that Gerry ask for Board approval to allow LARC to develop SOPs to assist communication and work flow between the Board, the Community and LARC volunteers. The committee also asked Gerry to clarify the Board’s direction on authority to continue LARC activities in the community. Participants discussed the need for a monthly activity report from LARC. Gerry MOVED to grant the LARC Committee permission to approve all standard LARC related activities provided the requests are “routine” and meet all provisions set forth in the Bylaws. All other requests will be referred to the Board for approval. Coleen SECONDED and the motion passed.
- • Gerry announced that the Grand Opening of the remodeled community center will be held on Tuesday, September 6, 2022 from 4:30 – 6:30pm. Refreshments will be served and residents will be free to tour the “NEW” facility. There will be music and a ribbon cutting.
2. Operations (Jan Ober reported in Ron Lester’s absence). Jan identified a number of recent accomplishments:
- • The Kitchen is almost finished. Rich DuBois and John Mangini will finish the counters next week.
- • Rich is also working on the shelving in the new Library.
- • The Breeze Café is nearly complete. Tables and chairs were placed in the room and on the deck.
- • Repairs to the women’s toilet in the Towne Hall are complete.
- • The new security system is in place and tested.
- • Work on the ADA automatic doors entering the hall north of the fitness center continues.
- • New furniture is now in the Farmhouse
- • We can expect to receive our occupancy permit during the week of August 22nd.
Jerry provided an update for the Fitness Center.
- • All new fitness equipment was delivered on Aug. 15th.
- • A new wall mirror was installed on Aug. 18th
- • The ballet bar is under construction.
- • Storage shelves and a coat hanger will be installed next week.
3. Secretary
- • Jerry announced that Steve Hunt, the Newsletter editor, has resigned from his duties. He and his wife are moving. We need a new Newsletter editor.
- • Cathy Nelson has agreed to be the next lead person for the Neighborhood Block Committees. Gerry MOVED to approve Cathy for this position. Coleen SECONDED and the motion passed.
- • Jerry indicated that the old video library is free to accept items from the Rossmeisl pod.
4. Treasurer
- • Denny reported that Schwindt plans to complete the 2021 Statement by the end of August.
- • Denny indicated that Cincinnati Insurance has agreed to return $189,000 they have withheld pending completion of the fire repairs.
- • Denny has filed a claim seeking $30,400 for equipment damaged during the fire.
- • Denny has cancelled the builders risk insurance policy saving SCA about $8,500.
- • Total insurance proceeds = $1,480,000; Current expenses = $1,454,000 for balance of $26,000 not including outstanding claims. There is $276,000 on hand in the fire cash account.
- • The Finance Committee has submitted a position paper regarding the CC&Rs.
- • Denny presented a service agreement request from Alarm NW Tech seeking $48 / month to provide security system monitoring for a two-year period. The agreement can be renewed at the same price. Jerry MOVED to approve the service agreement and Coleen SECONDED. The motion was approved.
- • Denny noted that a resident called the Board’s attention to a metal strip in the pool area that presents a danger. Jason will handle it.
5. Vice-Chair – Coleen discussed the status of the $100 cleaning deposit required to reserve community center facilities when food is involved. The requirement is difficult to monitor and folks are concerned about the deposit. Board members generally agreed to eliminate cleaning deposits from SCA committees and for SCA events until January 1, 2023 at which time it will be reviewed. Private party events will still have to post a $100 cleaning deposit.
All City Paving
Troy Lange, owner of All City Paving and an SCA resident, was awarded two years of golf free of charge for his family (wife and two sons) in return for patching the community’s golf cart path. This benefit will run through 2022 and 2023.
Next Board Meeting: Friday, September 5, 2022 at 9:00am
Adjourn: 10:15am
SCA Special Board Meeting Notes
August 12, 2022 – Craft Room
N O T E S
Call to Order: The Chair called the meeting to order at 3:30PM
Board Members Present: Chair Gerry Morgan, Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery. Elected Board member Valerie Vollmar.
Guests: Jo Gosselin, Roberta Taylor, Kathie & Dick Painter, and Delena Thompson.
Purpose: The meeting was called to hear from Jo Gosselin. Jo resigned her position as Chair of the LARC Committee. Board members wanted her to reconsider. Jo provided Board members with an explanation of her concerns.
Jo Gosselin
1. Jo discussed the availability of LARC Minutes. There are 3 months of Minutes saved for 2022. LARC members have not been meeting as often in 2022 due to the confusion over LARC authority to carry out its responsibilities given the problems with SCA’s Governing Documents. LARC’s 2021 Minutes are available.
2. Jo indicated that her team consists of four sub-groups.
a. Landscaping – Esther Mangini, Dan Dart, Delena Thompson and Kathie Painter
b. Focus – Pat Reisinger and Susan Owens. This group identifies and promotes homes that are unusually well maintained
c. Paint – Kathie Painter, Delena Thompson, and Tracy Thompson
d. Construction – Jo Gosselin and Susan Owens
3. Jo expressed her concern that the Board has not provided the LARC Committee with clear guidance regarding what is expected of them. Communication is lacking. There is no clear vision of what the Board expects. Jo has communicated with Gerry Morgan, Board Liaison, however, more needs to be done.
4. Jo suggested that the group needs to do a better job of tracking complaints and requests for change approvals. Karen seems to be the gatekeeper. Karen receives complaints and change requests and allocates these to LARC members or Board members as appropriate.
5. Jo indicated that LARC members are in a good position to hear from community members and pass this information on to the Board.
6. Jo suggested that complaints and applications for change orders must be handled in a timely manner. Some requests have taken up to two months to resolve.
7. Participants discussed who should make the final decision regarding change requests. Board members were divided on this subject. Some approved of delegating this responsibility to the LARC Committee while others felt the Board should make the final decision. No decision was reached.
8. There must be a process for decision-making that keeps Board members informed about LARC activities.
9. Jo recommended establishing a Communication Committee and associated plan to make sure everyone has an opportunity to participate in the decision-making process.
10. Jo indicated that Rules & Regulation need to be clearly defined. Activities must be supervised; and there needs to be follow-up.
11. Roberta suggested that each committee should prepare job descriptions for each member.
12. Participants agreed that the LARC Committee needs to prepare a monthly report that will be distributed to Board members at the Board Meeting on the 3rd Friday of each month.
13. The group briefly discussed the approach LARC members often take while dealing with residents. Jo indicated it was gentle as opposed to aggressive.
14. LARC members react to complaints as well as personally investigating problem areas in the community. There are a few problem residents that can’t seem to abide by the rules.
Results
Jo agreed to remain as the Chairperson on the LARC Committee.
Adjourn: 5:30pm
SCA Special Board Meeting Minutes
August 10, 2022 – Craft Room
M I N U T E S
Call to Order: The meeting was called to order at 2:00pm by Vice-Chair Coleen Barbee
Board Members Present: Vice-Chair Coleen Barbee, Secretary Jerry Gardner, Operations Director Ron Lester, and Treasurer Denny Laughery. Elected Board members – Blair Hill and Vallerie Vollmer.
Guests: Al and Cori Rossmeisl, Don Conrad, Carole Hoover, Roberta Taylor, Jo Gosselin, Terry Davidson, John and Esther Mangini, and two others.
The discussion concerned developing a strategy for gaining the voter approval for changing the existing CC&Rs to allow the Board to enforce specific rules and regulations in accordance with the Planned Community Act (ORS 94.550-94.785). According to the SCA’s attorney, Ryan Harris, changes were made to SCA’s CC&Rs in 2002 that weakened the HOA’s ability to enforce rules and regulations.
Several expressed a concern with how long the process has taken. Time is of the essence. The group came to the conclusion that further debate on changes to specific rules and regulations is too time consuming, controversial, and may reduce the probability of gaining voter approval. Participants differed on placing rules in the CC&Rs vs. allowing the Board to make decisions on rules. The majority of the Board seemed to side with placing fewer items in the CC&Rs thereby preserving flexibility by only requiring Board approval to make changes.
Participants were asked to take Ryan Harris’s document, “The Proposed 2022 Amended and Restated Declaration of Covenants Conditions and Restrictions of Salemtowne Civic Association”, and use it as a base line for further discussion. Board members were asked to make changes to this base document as they see fit to develop a document that can be reviewed by the attorney. The goal is to come up with a short, specific document that can be presented to residents for an up or down vote.
Several individuals saw the need to develop a process for considering future rule amendments and rule changes.
NEXT MEETING: August 17th, 2:00pm, location TBD.
Adjourn: 3:10pm
SCA Board Meeting Minutes
August 5, 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: 21
Approval of Minutes: The Board approved the July 15, 2022 Meeting Minutes as presented.
Staff Reports
1. Building & Grounds – Jason indicated that the “hot” temperatures required lots of water for the golf course. It has also slowed down progress on several projects. The swimming pool is experiencing heavy use.
2. Administration – Karen stated that 16 homes have been sold so far this year and 183 golfers have paid their annual dues. Karen asked for clarification regarding the use of the video library space – will its use require a deposit/fee and will it have to be reserved? A deposit will be required if food is involved. No fees will be required for residents. More information will be developed on this at a later date. Karen suggested that a committee needs to be formed to perform an inventory of new assets. New assets will also need to be added to the ARF list. Coleen MOVED to establish an inventory committee. The MOTION was approved. The security system must be set up. This requires each Board member to develop a password and sign up on the contact list. A meeting for Board member will take place at 1:00pm on Thursday, August 11th to review and train on the security system. Karen will work 10-hour days, four days per week, (Monday – Thursday) beginning now until further notice. Office hours will continue unchanged.
Board Reports
1. Chair – Gerry suggested that community storage areas need to be defined. Ron will handle. Gerry asked for block captain volunteers. There are roughly 6 vacancies out of 22 positions. Volunteers can report their availability to the Secretary.
2. Operations – Ron provided a written summary of the construction progress.
a. Electricians are working on the lights in the golf shop.
b. Repairs to the women’s restroom in the Towne Hall will be completed next week.
c. Ron and others will inspect the repairs on August 9th in preparation for final approval.
d. Work continues in the video and book libraries.
e. Kitchen countertops will be installed on August 11th.
f. The Shuffleboard will be installed on August 8th and the pool tables on August 9th.
g. Fitness center equipment will be delivered on August 15th.
h. Ron needs someone to lead the deck storage project.
i. The security system was tested by the Fire Marshall and approved.
j. The “Blue boxes” will be emptied on August 16th by Summit.
k. Duncan Construction expects to be finished on August 12th.
l. SCA expects to obtain the “occupancy permit” on or about August 10th
m. Ron suggested holding a community “walk through” on August 20th. It was decided to hold off until Sept. 6th. The facility will remain closed until then.
3. Secretary – Jerry reported on bids for a wall mirror in the fitness center. Dallas Glass was awarded the business for $1,182. Additional funds will be spent on a ballet bar ($180) and a set of scales ($175).
4. Treasurer – Denny has asked Cincinnati Insurance to reimburse SCA $189,000 which is the amount the company withheld until the end of the construction. Denny also asked the insurance company to pay $30,400 for lawn mowing equipment damaged during the fire. In addition, SCA will receive a $11,674 credit to help pay for asbestos removal. As of now, insurance reimbursements total approximately $1,480,000 while expenses total $1,444,000 leaving a $36,000 favorable balance. Denny is preparing to develop the next annual budget with the help of Coleen and the Finance Committee.
5. Vice-Chair – Coleen asked Board members to consider limiting private reservations for the video room, library, fireside room and new conference room. The Chair tabled further discussion until later.
Computer Upgrade
Jerry briefly reviewed the goals of the computer upgrade project. Progress has been made in the following areas:
a. Upgrade SCA’s computer hardware: 2 donated computers (Al & Cori Rossmeisl) installed for Ground Superintendent and Mechanic. 1 new computer purchased for bookkeeper.
b. Upgrade computer software: Bitdefender for security; renew firewall; eliminate TeamLogic software; add Microsoft accessories.
c. Karen and Chris have worked to reorganize the file structure to make it better organized for SharePoint files.
d. Deb has worked to enhance website design and offerings. Others have been involved too (Kari, Roberta, Gerry, Sarah)
e. The team is recruiting to bring on someone who will be responsible for system maintenance by checking the system every 4-6 weeks. TeamLogic failed to perform this task.
f. Housekeeping – Just as the grounds crew mows the golf course from one green to the next without getting Board approval each time, the IT committee wants to carry out routine housekeeping functions without seeking Board approval for each task. Board members agreed.
g. Training – The committee plans to bring Board Members and others together (all at one time) to learn how to use the system. It does no good to make all these improvements if the people that use the system are not familiar with it.
LARC Leadership
Gerry introduced a letter from Jo Gosselin suggesting that Jo may reconsider her resignation from the LARC Committee provided Board members meet with Jo to discuss LARC and how to better communicate and cooperate. Board members agreed. No date was set.
Golf Membership Program
Doc Nelson asked the Board to approve a recommendation from the Golf Committee to offer new golf members who purchase a year’s membership (Jan – Dec) to receive three months free if the membership is purchased between October and December of the prior year. In this way, new non-resident golf members can get 15 months for the price of 12. Signage will be posted at the entrance of Salemtowne. Coleen MOVED to approve, Ron SECONDED and the MOTION passed.
Governing Documents
Gerry suggested that Board members schedule an executive session to discuss the governing documents. It is questionable whether or not an executive session is appropriate. Board members agreed that a special meeting is necessary to discuss the matter ASAP.
Q & A
1. Ron asked if the community center should remain closed until September 6th – Yes
2. Curt asked about the doors into the fitness center. Do ADA rules require automatic doors at the entrance to the fitness center? Automatic doors were not installed where they used to exist. Ron indicated that automatic doors cost $7,500 each. Two doors may be required. Ron will inquire.
Adjourn: 10:40am
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 [email protected]. 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