Salemtowne Civic Association Board Meeting
May 25, 2023 – Conference Room MINUTES
Call to Order: 9 a.m. by Chairman Blair Hill
Board Members Present: Blair Hill, Chairman; Ron Lester, Vice-Chairman; John Mangini, Operations; Coleen Barbee, Treasurer; Roberta Taylor, Secretary.
Approval of Minutes: Minutes of May 18, 2023 approved.
John moved and Ron seconded to add Finances to the agenda. Motion passed.
Staff Reports:
Grounds – Jason reported that there have been problems with the pool but it will open this weekend; preparing for the Memorial Day golf tournament; turned on irrigation for the first time with no calls. John said on behalf of the community the Board is grateful for Jason’s service.
Board Reports:
Operations – No report
Secretary – Mel Ito will again be contact for CERT.
Treasurer – Coleen is working on the P&L to present at the Annual Meeting.
Vice-Chair – No one has stepped up to fill the vacant Board position. Roberta will continue on the Board until the July 21 meeting. Carol Hoover has joined the Risk Management Committee; a Chair will be named at the next meeting.
Old Business:
Website – It is okay for the Committee to continue with surveys, with sensitivity to the subject.
Governing Documents – More review of the documents and explanation of changes in preparation for Neighbor Watch block meetings.
New Business:
Budget and CPI – Terry Davidson explained how the budget was developed in the past and why limiting assessment to CPI does not keep up with costs. Don Conrad suggested charging for the storage lot should be considered again.
Neighborhood Watch Block Meetings – Cathy Nelson asked for clarification of details for the meetings before she completes the scheduling. Meetings will be held at 10 a.m., 1 p.m., 6 p.m. and Saturday at 1
p.m. Board members will determine who is at which meeting.
Adjournment:
The meeting was adjourned at 11:40 a.m.
Salemtowne Civic Association Board Meeting
May 18, 2023 – Conference Room MINUTES
Call to Order: 9 a.m. by Chairman Blair Hill
Board Members Present: Blair Hill, Chairman; Ron Lester, Vice-Chairman; John Mangini, Operations; Coleen Barbee, Treasurer; Roberta Taylor, Secretary.
Approval of Minutes: Minutes of May 11, 2023 approved.
Coleen moved and Ron seconded to add Annual Meeting to the agenda. Motion passed.
Blair announced there will be an executive session following this meeting to discuss a legal issue.
Staff Reports:
Grounds – Jason is working on irrigation system by himself, additional work on the pool, new employee still in training, new parts for pumps will arrive in about 10 weeks. Weeds in storage lot hard to control.
Administration – Nine properties sold, 179 golfers. Karen will attend Admins’ meeting on May 24. CC&Rs are posted on the web and on bulletin boards. A map of the view sight protection areas is posted on the Office window. Residents should be reminded to fill out Emergency Contact cards.
Board Reports:
Chair – on agenda
Vice-Chair – Roberta to resend Risk Management Committee forms Operations – no report
Treasurer – no report Secretary – no report
Old Business:
Blair reiterated that the CC&Rs have been posted. There will be Neighborhood Block meetings scheduled for the rest of May and into June. Terry Davidson will attend Block meetings. Questions and suggestions from residents. John moved and Ron seconded that the entire document from the attorney dated August 19, 2021 be made available to residents. Motion passed. Board members will record feedback from Block meetings. Terry Davidson asked about ballot format. Board members asked to review Section 9.
New Business:
Agenda for Annual Meeting includes Election, Resolution vote, and presentation of governing documents with questions and discussion from audience.
Cheryl Mahon asked for authority for the Garden Committee to erect a sign in the entrance to the golf shop in place of a cement bowl currently there. Coleen moved and Ron seconded to accept the recommendation to place a sign “Salemtowne Golf” in the golf shop entry. Motion passed.
Board meetings will be held once a month on the third Friday beginning in June (June 16).
Roberta moved and Coleen
Salemtowne Civic Association Board Meeting
May 11, 2023 – Conference Room MINUTES
Call to Order: 9 a.m. by Vice-Chairman Ron Lester
Board Members Present: Ron Lester, Vice-Chairman; John Mangini, Operations; Roberta Taylor, Secretary. Blair Hill, Chairman, arrived later.
Approval of Minutes: Minutes of May 8, 2023 approved.
Ron announced there will be an executive session following this meeting to discuss contractual and legal issues.
Staff Reports:
Grounds: Jason is trying to keep grass alive because of the unusual heat in May. Currently, there is too much work to be done. In response to questions, call Jason if a leak is noticed; there is no budget for additional staffing; light timer around complex will be adjusted.
Administration: Eight houses sold, 175 golfers. CC&Rs are on the website and in a binder in the office. Ron announced the CC&Rs and Bylaws will be released simultaneously soon and will be sent to landlords.
Board Reports:
Chair: No report.
Vice-Chair: Karen has been asked to put together a list of available Board training resources and obtain from Vial-Fotheringham Board handbooks for the members and make it policy that new Board members receive the handbook. Roberta was asked to find out why the Annual Report is not posted on the website.
Operations: Pool remodeling and repair finished in time for opening.
Treasurer: Roberta moved and John seconded to purchase replacement parts for the irrigation pump now to avoid down time. Motion passed. John moved and Roberta seconded to move the security system into the ARF. Motion passed.
Secretary: No report.
Old Business: A letter and accompanying forms drafted to the Risk Management Committee to outline the goals and tasks of the committee.
New Business: Blair moved and John seconded removal of arborvitae at crossing where golf carts coming from No. 9 enter Oakcrest. Motion passed.
Committee Reports:
LARC: Jo reported that LARC had approved a request to erect a fireplace in the back of a resident’s property on the golf course. Blair Hill moved and Ron Lester seconded to accept LARC approval of the
project. Motion failed 2-2 with John and Roberta voting no. After further discussion, a second vote w s
taken with the motion passing 3-1 with Roberta voting no.
Storage Lot: John moved and Blair seconded to allow Storage Lot Committee to put an 8×8 or 10×10 utility shed in the storage lot. Motion passed. Committee will work with Jason on placement.
Ron moved, John seconded to move into Executive Session.
Board Meeting called to order at 10:30 a.m.
Ron moved and John seconded that Salemtowne will not waive a property ownership transfer fee for DAYSTAR Development. Motion passed.
Meeting adjourned at 10:35 a.m.
Salemtowne Civic Association Board Meeting
May 8, 2023 – Conference Room MINUTES
Call to Order: 7 p.m. by Chairman Blair Hill
Board Members Present: Blair Hill, Chairman; Ron Lester, Vice-Chairman; John Mangini, Operations; Coleen Barbee, Treasurer; Roberta Taylor, Secretary
Approval of Minutes: Minutes of May 4, 2023 approved.
The purpose of this meeting is to communicate progress in revision of governing documents and to give community the chance to ask questions.
Blair announced that there will be Board meetings every Thursday and Neighborhood Watch block meetings to meet with members to allow more opportunity for communication. Ballots will go out mid- June. The latest report from the attorney will be posted on-line.
Coleen explained why the Board is amending the documents at this time and the changing of the CC&R’s and Bylaws to be compliant with HOA requirements and bring Salemtowne to meet Oregon Statutes.
The meeting was opened to comments from the audience:
Gerry Morgan – asked for clarification as to what changes are being made and asked when the changes will be available to everyone.
Kurt Harnett – stated that he felt the document he signed as a new resident is sufficient to allow Board authority to enforce the rules.
Frank de la Puente – asked what is wrong with the current documents, has SCA ever been sued and how much is this costing. He feels the current CC&R’s and Bylaws are enforceable.
Rani Do – asked when the vote will be and what has been changed or modified.
Jo Gosselin – asked what has been put in and what has been taken out and asked what the CPI is compared to the 10% ceiling proposed for the assessment.
Lisa Holcomb – suggested someone serve as liaison between the Board and the community to keep the community informed. She asked that the Board follow Robert’s Rules in conducting meetings.
Cathy Nelson spoke in support of the Board efforts and stated all residents need to be respectful towards the Board who are all volunteers.
Meeting adjourned at 7:49.
Salemtowne Civic Association Board Meeting
May 4, 2023 – Conference Room MINUTES
Call to Order: 9:00 a.m. by Chairman Blair Hill
Board Members Present: Blair Hill, Chairman; Ron Lester, Vice-Chairman; John Mangini, Operations; Coleen Barbee, Treasurer; Roberta Taylor, Secretary
Approval of Minutes: Minutes of April 27, 2023 approved.
Staff Reports:
Grounds – Jason reported that the remodel of the pool will be ready for opening day; ADA door opener has been installed; Duncan Construction will replace The Breez window.
Administration – Karen reported 7 homes sold. A vendor has proposed leasing a new copier machine which features tighter security improvements for less than the current lease price. Karen was asked to compare prices and features to other vendors and come back with a suggestion. The Towne Home condominiums have asked for temporary access from common property while a path is replaced. Jason will handle.
Board Reports:
Chair – No report Operations – No report
Secretary – Roberta submitted a final draft of the Board Liaison list. Ron Lester moved and John Mangini seconded to accept the list as presented. Motion passed.
Treasurer – Coleen reported that a unit that was in foreclosure has been sold; there is one remaining outstanding assessment.
Vice-Chairman – Ron stated the “TRX” machine for the Fitness Center has been installed with the bands arriving soon; two new security cameras are on order; ADA door installation under budget. He asked that users remember to sign in at the Fitness Center as that list is used to determine usage of the equipment.
Old Business:
Governing Documents – Waiting for the attorney to return the documents; informational meeting on May 8 moved to Towne Hall, block meetings to begin. Blair Hill moved and Ron Lester seconded to move the vote on the Governing Documents to June. Motion passed.
Farmhouse and Fitness Center Wi-Fi – Work in progress; alternatives being explored.
Communication with Website – Effort should be made by the Board to communicate issues and activities to the Website.
New Business:
There was no new business.
Meeting Adjourned at 9:35 a.m.
Salemtowne Civic Association Board Meeting
April 20, 2023 – Conference Room MINUTES
Call to Order: 9:00 a.m. by Chairman Blair Hill
Board Members Present: Blair Hill, Chairman; Coleen Barbee, Treasurer; Roberta Taylor, Secretary
Approval of Minutes: Minutes of April 13, 2023 approved.
Staff Reports:
Grounds – Jason reported that the mowing has been completed and sanding is scheduled.
Administration – Karen submitted the required form to the State identifying the SCA Chairman and the Secretary.
Board Reports:
Chairman: Blair announced that the governing documents have been received back from the attorney. A conference call will be scheduled to clarify issues.
Secretary: Roberta has volunteered to assume liaison responsibilities for some Committees and the Clubs. She will work with the Board members to realign the assignments and initiate a program to invite Chairs to make a presentation about their Committee at a Board meeting. Current financial reports need to be posted on the website.
Treasurer: Coleen explained some of the issues still to be resolved in the governing documents.
Old Business:
Governing Documents – Meetings regarding governing documents will be held on Thursday throughout May and posted on the website to allow owners the opportunity to discuss or ask questions regarding the documents. One evening meeting will be held on May 8 for those not able to attend during the day. It was suggested that the Neighborhood Watch captains arrange a meeting so that their block can learn about the actions taken by the Board on the governing documents.
Barn Dance – only Salemtowne residents will be invited to attend so no event insurance is required.
New Business:
Coleen moved and Roberta seconded to allow full-time employees use of the facilities other than billiards and the RV lot subject to signing a Hold Harmless Agreement. Motion amended to allow full-time employees use of the facilities other than the RV lot subject to signing a Hold Harmless Agreement. Motion passed. Employees will be issued ID cards.
Q/A:
Kathy Nelson announced that Jeanne Bartkowski, a registered nurse, will conduct training on AED equipment in persons’ homes. Roberta Taylor moved and Coleen seconded to allow Jeanne to conduct training but come to the Board if she decides to offer training in Salemtowne facilities.
Meeting adjourned at 9:37.
Salemtowne Civic Association Board Meeting
April 13, 2023 – Conference Room
M I N U T E S
Call to order: 9:00 AM by Chair, Blair Hill
Board Members Present: Blair Hill, Chair; Ron Lester, Vice-chair; Coleen Barbee, Treasurer; John Mangini, Operations
Approval of Minutes:
04.06.2023 – approved
Staff Reports:
Grounds – The pond wall at #9 is unsafe and he recommends signage to keep people from climbing on it; The water shed council will be at the 04.27.23 meeting to discuss the pond; a contractor is scheduled to come the week of 04.17.23 to adjust the heating system in the Fitness Center; sanding is now scheduled for 04.28.23 due to ground conditions; an ad has been placed for summer part-time help.
Administration – The country dance organizer still needs direction on event insurance. Advised to require it if non-resident guests are allowed.
Board Reports:
Chair – The governing documents were received late yesterday afternoon , too late to address at this meeting;
Vice-chair – Still looking for a chair for the Risk Management Committee, only one person volunteered to be a member of the committee; the annual report for 2022 needs a final review before presenting to the community. Ron moved, Coleen seconded to appoint Roberta Taylor to fill the Board vacancy. Unanimous approval. Roberta will fill the secretary position.
Old Business
Hold Harmless – It was suggested again to add an arbitration clause – Blair will check with the attorney to add it.
Web survey – the Board would like to review surveys prior to posting. Blair will attend the next Web Committee meeting to discuss this more.
New Business
Training in the Fitness Center – Ron would like to have a professional to present classes to inform residents regarding balance, flexibility, etc . The Board agreed that Ron should proceed with investigation of such a possibility.
Committee Reports:
LARC – The exception to fence rules brought to the Board at the last meeting was addressed. LARC recommended approval of white vinyl elements: 2 posts 4 feet high with 2 horizontal rails 8 feet long. Ron moved, John seconded approval of the fence. Yes – 3; No – Coleen – passed.
Q/A – Where will the Hold Harmless be displayed? In the Rules and Regulations as well as presented at Orientations. What if someone refuses to sign? More thought is needed on this.
Gerry Morgan suggested the cost of event insurance be included in the facility rental fee. Salemtowne can’t dictate the insurance carrier to use as cost varies among companies.
Ron moved, Coleen seconded to adjourn the meeting. Passage was unanimous.
Adjourned: 9:46 AM
Salemtowne Civic Association Board Meeting
April 06, 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:
03.30.2023 – approved
Staff Reports:
Grounds – Grounds work is behind due to rain and low temperatures; the fuel storage upgrade has been completed allowing transition to a new vendor for a reduced cost; dry conditions are needed to install the gate to the access road; plugging and sanding is postponed as the ground is not in condition.
Administration – 4 homes sold; 152 golf memberships. Admin networking meetings are resuming after the covid suspension; Barn Dance organizer wants SCA to provide event insurance – clarification is needed from SCA insurance agent.
Board Reports:
Operations – John reported the ADA restroom door opener is 80% installed. Pool house renovation has begun. The furnace is still expected to be installed.
Treasurer – There is one delinquent assessment. The janitorial service has increased to $1025 per month except during summer when it would be $1100. An increase was considered when the budget was created. Operations Director has been checking on conditions after cleaning and is satisfied with the service.
Vice-chair – The recent web survey was unexpected. Ron would like website surveys to be reviewed by the Board prior to being sent out.
Old Business
Annual Report – The report is 95% complete. Ron hopes to have it for Board approval for 04.13.23 meeting.
Governing Documents – The documents were sent to the attorney for review with a request to have them back in time to begin “town hall” meetings later this month.
Hold Harmless – It was suggested to add an arbitration clause – tabled until Chair is available.
New Business
None
Committee Reports:
Golf Committee – A request was made to have a cart wash to raise funds for the Memorial Day tournament. Proposed date is 05.05.23. John moved, Coleen seconded to approve the cart wash fund raiser. Unanimous passage.
LARC – An exception to fence rules was requested for a home on a greenway. Tabled until 04.13.23.
Q/A – A request was made to hear the Board’s response to the Secretary’s resignation – the Board accepted the offered resignation.
John moved, Ron seconded to adjourn the meeting. Passage was unanimous.
Adjourned: 10:20 AM
Salemtowne Civic Association Board Meeting
March 30, 2023 – Conference Room
M I N U T E S
Call to order: 9:00 AM by Chair, Blair Hill
Board Members Present: Blair Hill, Chair; Ron Lester, Vice-chair; Coleen Barbee, Treasurer; John Mangini, Operations
Approval of Minutes:
03.23.2023 – approved as amended
Staff Reports:
Grounds – Winter projects are nearly completed; sound proofing in the billiard room is complete; there is one more lighting project. The gate to close the access road is not yet scheduled for installation. (John reporting for Jason)
Administration – 4 homes sold; 146 golf memberships. The “Membership Application” used by another 55+ HOA was received – board members will consider developing something similar for SCA use. Salem Seal Coating plans to schedule the project in May or June depending on weather.
Board Reports:
Operations – John reported the ADA restroom door opener will be installed soon by Steve Eggleston. John moved, Ron seconded honoring Steve with a golf membership for the remainder of 2023.
Unanimous passage.
Treasurer – two delinquent assessments; a lien was filed against 2992 Winslow for unpaid 2023 assessment. Coleen proposed, Ron seconded two resolutions: 1) regarding return of all SCA documents, products, material, keys at end of term; 2) all purchases for the benefit of SCA must be approved by Treasurer or Superintendent and paid through the accounting system. Both were unanimous passage. (Formal Resolutions will be composed for signing.) A bid is expected from a company to do a risk assessment.
Vice-chair – Ron would like the IT consultation report as an agenda item at an upcoming meeting to discuss the findings. Blair has spoken with the Web committee regarding resolution of ownership of the website. Wi-Fi issues may be linked to the firewall and access to the firewall is needed. A “TRX” style system has been requested for the Fitness Center. Ron moved, John seconded to buy a “TRX”.
Unanimous passage.
Old Business
Governing Documents – Blair moved, Coleen seconded the documents are ready to submit for attorney review. Unanimous passage. Plan to present to the community by 04.20.23.
Traveling Nurses – Residents plan to be away for approximately 6 months and would like to rent their residence to an age qualified nurse(s) with 13-week commitment(s). Coleen moved, Ron seconded
approval of rental with understanding any nurse will follow SCA rules and have orientation. Unanimous
passage.
Golf Rules Revision – Discussion on fees, carts/vehicles on golf course, residents’ guests. Ron moved, Coleen seconded to approve the golf rules as amended. Yes – Blair, Ron, Coleen; No – John
New Business
None
John moved, Ron seconded to adjourn the meeting. Passage was unanimous.
Adjourned: 10:15 AM
Salemtowne Civic Association Board Meeting
March 23, 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:
03.16.2023 – approved as amended
Old Business
The seal coat project in the ARF was pushed forward from 2022 to 2023. The Finance Committee recommended accepting the bid from Salem Seal Coating for pressure washing, filling cracks, sealing, and restriping the main parking lot, golf shop parking lot, and the RV access road. Coleen moved and John seconded to accept the Committee’s recommendation. Passage was unanimous.
New Business
The Swimming Pool Committee made a presentation of suggested safety, privacy and aesthetic modifications to the Pool House and area surrounding the swimming pool. The Finance Committee recommended accepting the improvements with Affordable Construction and Salemtowne staff doing the work. John moved, Coleen seconded to accept the recommendations for the remodel. Passage was unanimous.
Governing Documents
The work on the CC&R was reviewed for the benefit of residents attending for the first time and to determine if any points needed further work. Attention then turned to the revision of the Bylaws with open discussion. It was determined that discussion of the process and schedule for delivering the revised language to the residents will take place at the next meeting scheduled for 03.30.23.
Q/A LARC Chair Jo Gosselin expressed concern that Board handling of LARC issues turned over to them is inconsistent making it difficult for LARC to do their job.
John moved, Ron seconded to adjourn the meeting. Passage was unanimous.
Adjourned: 10:15 AM
Salemtowne Civic Association Board Meeting
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.
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.2/17/23
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.
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.
