Crestwood Terrace Condominium Owners Association - Board Meeting Minutes Nov-13-2013

Pres. Ed Wilson; #16 Board Member Attendees Vice Pres. Mike Kelly; #46 Treas. Grant Verbeck; #37 Sec. Karen Blair; #36 Jeff Tingley; #15

Association Member (Owner) Attendees Don & Margaret Holland,#9 Sharon Regalia, #15 Connie Olsen, #41 Roger & Glenna Bahr, #43 Monthly Board Meeting Dates thru Feb, 2014

2013 Annual Meeting: Dec-7-2013

Location: Camas Police Station

Tues, Dec-17 6:30pm; Unit: 15

Wed, Jan-15 6:30pm; Unit: 15

Tues, Feb-11 6:30pm; Unit: 15

Association President Ed Wilson called the meeting to order: Wed., Nov-13-2013 at 7:33 pm. Open Forum New Business from Owners: 1. Don & Margaret Holland attended the meeting to inform the Board they want to proceed with an Owner Dues Credit Agreement to fund installation of a Drainage Masters crawl-space drain system for their unit. The Board responded that they would be contacted by the end of the week to begin drafting the agreement. 2. Connie Olsen attended the meeting to follow-up on the request by her and her husband and neighbor Ruth Landen to have the Ornamental Plum tree in front of their units removed. See Board response under New Business below. 3. Roger & Glenna Bahr attended the meeting to get an update on Assoc. goings on. 4. A letter to the Board from Bill and Margie Mickelson, #5 was read requesting the tree in front of their unit be removed due to its proximity to the water lines of their unit and that of unit-4. See Board response under New Business below.

Executive Board Meeting:

Review/Approve Prior Board Meeting Minutes: Oct-16-2013 Board Meeting minutes were read and reviewed. Grant Verbeck made the motion to accept the minutes; motion seconded by Jeff Tingley and carried unanimously. Financials: 1. Oct-2013 Financials Summary. Income (dues) Expenses Delinquent Dues Total Funds $10,088 14,613 $3,473 $104,855 Notes: Income above $8,800 due to repayments of delinquent dues and interest on reserve accounts. Expenses include 95% payment of $11,785 for roof installation; duplexes 13-14, 23-24, and 27-28. Delinquent Dues Detail: Unit-29: $20.00 Unit-21: $3,453; bankruptcy proceedings in process Mike Kelly made the motion to acknowledge the Oct-31-2013 Financial Reports from RPM have been reviewed and deemed accurate; motion seconded by Karen Blair and carried unanimously.

Old Business:
Building Maintenance: 1. Roof Replacement Board Priority; a. Roof Replacement of duplexes 13-14, 23-24, & 27-29 is complete, less owner remittances for patio cover lift reattachment satellite dish removal totaling $553. b. Concern with unit-13 patio cover reported in the Oct-2013 Board Meeting Minutes resolved; Board has directed RPM to issue check to Monster Construction for the 5% balance of payment due; $619.21. 2. Fireplace vents - maintenance; details on how to maintain vents pending; low priority. 3. Roof Gutters Issues; unit-3; gutter-west side; rusted through-needs replacement, bids pending. 4. Bird Vent Guards (units 21-32); tabled until Spring-2014. 5. Crawl-Space Water Issues Board Priority; planning efforts continue, but given the complexity of the overall undertaking and limited Assoc. funds, the design team has decided to focus its efforts on a smaller initial scope of work. Look for a communication in the next week on information sessions to include owner voting on the proposed initial scope of work the 1st week of Dec, prior to the Annual Meeting Dec-7th. 6. Arborvitae fire (unit-21); Owner re-painting of the gutter pending; low priority. 7. Kitchen vent issue (unit-38); Aug-1, area near kitchen vent cold in winter; Cliff T. to investigate; pending; low priority. 8. Garage door frame issues; the garage doors of several units have gaps between the wood frame and foundation wall where rodents can access the garage; corrective action pending; low priority. 9. Garage door damage (unit-4); dented garage door; Board follow-up with owner to make repairs pending; low priority. 11-CTC Board Mttg Minutes Nov-13-2013

Crestwood Terrace Condominium Owners Association - Board Meeting Minutes Nov-13-2013

10. Plantings blocking crawl-space vents; Board notification to owners to unblock crawl-space vents pending. Removal of Assoc. shrubs blocking crawl-space vents (units 11, 40, 44, 46); completed by Frank F. Oct. 22-24th. 11. Damaged Crawl-Space Vent Screens: Board notification to owners with damaged crawl-space vent pending. Funds to repair vent screens included in the 2014 budget. Note: Repair of owner damage to vent screens will be charged to owners; e.g. natural gas line for BBQ grill. Grounds Maintenance: 1. Stormwater Facility; follow-up with City regarding plantings to mitigate blackberries; tabled until further notice. 2. Tree Removal; Cut down ornamental plum tree (leaning) in front of unit-20; completed by F. Farrington Oct-22nd. 3. Tree Removal; Cut down ornamental plum tree (sick) in front of unit-10; completed by F. Farrington Oct-24th. 4. Perimeter Fence; Task to cut blackberries back from outside N. & E. perimeter fence; pending. 5. General Admin: 1. Assoc. blanket insurance obtain competitive bids; findings form the committee; current insurance with CAU is the best value for the Assoc. Look for a brief recap at the Annual Meeting.

New Business:
Building Maintenance: nothing to report. Grounds Maintenance: 1. Landscape Maintenance Contract Renewal; Sierra NW Landscaping submitted its proposed renewal contract. As requested by the Board, the new contract excludes landscape services for shrubs & trees. Fee for the new contract is $785/month + tax; a 25% reduction from the current contract. After some discussion Grant Verbeck made the motion to accept the new contract contingent upon Sierra NW Landscaping completing the following 2 tasks by the end of Dec-2013: (1) Prune suckers out of the ornamental plum trees. (2) Complete the pruning of the Assoc. shrubs; e.g. Arborvitae in front of unit-35. Motion seconded by Karen Blair, and passed 4-0 with Ed Wilson abstaining. 2. Landscape Maintenance Shrubs & Trees; With its decision to renew the Sierra NW Landscaping contract for lawn-care maintenance, after some further discussion the Board unanimously agreed to contract with Frank Farrington on a T&M (time and material) basis at $25/hr. for shrub & tree landscape maintenance. 3. Water Service; Oct-24 the Board had the City drop the Assoc. water service (irrigation) to reduce charges; from $192 to $24 per 2 month billing cycle. Service will be turned back on in May-2014. 4. Tree Removal (units 22-23, 24-25, 26-27, and 28-29); The City of Washougal has alerted the Assoc. that the shallow root system of ornamental plum trees, have a tendency to break residential water lines when located in close proximity. The ornamental plum trees in front of and between units 22&23, 24&25, 26&27, and 28&29 are located from 1 to 5 ft. from the unit water meters, and closer to the water lines that run from the meters past the trees to the units. Trees in this area are also too close to building roofs and gutters resulting in damage to both. After considerable discussion, Karen Blair made the motion for the Assoc. to remove the four (4) ornamental plum trees in front of units 22&23, 24&25, 26&27, and 28&29 as a cost avoidance measure due to the risk of breakage to unit water lines and to not replace the trees with new plantings at this time. Motion seconded by Jeff Tingley, and passed 4-0 with Grant Verbeck abstaining. 5. Tree Removal (units 41&38); After some discussion, the Board decided to decline the owner request to remove the tree. Rationale for the decision is that while the Board acknowledges ornamental plum trees are problematic, and a growing number of owners would like them replaced with trees better suited for the property, the ornamental plum trees are what weve got, and its important to keep them - as they contribute to the Assoc.s overall property value. The Board notes it would consider a request to by the owners of units 41&38 to replace the tree in question with an alternate tree. It should also be noted the Landscape Committee is looking into candidate replacement trees for the property. 6. Tree Removal (unit-5); After some discussion, the Board decided to decline the owner request to remove the tree. Rationale is the Board did not feel the tree was close enough to the unit 4 & 5 water lines to be removed. 7. Tree Pruning along 18th ST, south of entrance; The limbs of some trees are in the wires; Karen B. to follow-up with the Power Co. to see if they will prune the trees or if the Assoc. needs to. 8. Pest Control; Large yellow-jacket nest eradicated in privacy hedge behind unit-43 by F. Farrington, Oct-24. 9. Concrete Pavers (unit-44); 11 concrete pavers left over from installation of a walk-way behind the unit donated to the Assoc.; Pavers will be used to dress up the entrance to the Storm-Water Facility; Thank you Jim! 10. Landscape Committee; Wed, Nov-7th the Landscape Committee met with 9 attendees, at which time a number of landscape related recommendations for the Board were finalized and submitted for consideration. Each recommendation is listed below, along with the Boards response / action at the Nov-13th Board. a. Assoc. adopt standard of using a dark bark-dust type (e.g. Dark Hemlock) on common area plant beds. Board agrees and will update the Assoc. House Rules per its decision. 11-CTC Board Mttg Minutes Nov-13-2013

Crestwood Terrace Condominium Owners Association - Board Meeting Minutes Nov-13-2013

b. Assoc. adopt standard to allow owners to use any mix of Douglas Fir or Dark Hemlock bark dust on plant beds to the front, side or rear of their units; NO bark/wood chips or nuggets. Board agrees and will update the Assoc. House Rules per its decision. c. Assoc. adopt the tree pruning standards set by the City of Portland; prune the lower limbs of the trees on property to maintain a clearance of 7 ft. above the lawns and 11 ft. above the streets. After considerable discussion the Board was unable to reach agreement; item tabled until next meeting. d. Assoc. replace Arborvitae shrubs along 18th street & Storm Water Facility with a suitable variety of low maintenance yet attractive flowering heather plants that will grow to an approximate size of 2 ft. high by 4 ft. in diameter. Board agrees and will fund the task from existing budgeted landscape improvement funds; owner participation in this task to minimize its cost is encouraged. e. Assoc. adjust the pruning height standard for Arborvitae shrubs in front of the unit front porches to the height of the porch railing; max height: 6 in. above railing. After considerable discussion, the Board decided to keep the pruning height standard for the Arborvitae shrubs as is, to avoid the expense to prune them lower, but to adopt the new height standard for replacements plantings, when that time comes. f. Assoc. adopt the following guidelines for owner plantings in the plant beds along the front, sides, and back of units: Plantings not to exceed 2 ft. in width, and a height 2 foot below roof eaves. Maintain 6 in. clearance from building siding and 18 in. clearance from fire-place vents, and well away from crawl-space vents to not restrict air-flow. Board agrees and will update the Assoc. House Rules per its decision. g. Assoc. adopt the following guidelines for owner plantings in the plant beds around the rear patio / deck and fence lines bordering the units: Plantings not to exceed 2.5 ft. in diameter, nor restrict lawn-care maintenance, with heights not approach within 2 ft. of roof eaves. Plantings prevented from growing into the fence or restricting lawn-care maintenance. Board agrees and will update the Assoc. House Rules per its decision General Admin: nothing to report.

Reminders to Owners:
1. Owners are encouraged to participate on the various Association committees to do so contact a Board member! Meeting adjourned at 8:20pm. Respectfully submitted, Karen Blair

11-CTC Board Mttg Minutes Nov-13-2013