BRIGHTFIELD CONDOMINIUMS H.O.A. MEMBERS ANNUAL MEETING AND FIRST BOARD MEETING NOTES MEETING DATE: JULY 9, 2013
Current HOA Directors:
Don Joyce,
Jack Furman,
Matt Schiewe
Bob Brown President CMCA AMS, Superior Community Management
Current Owners:
Robert Betzer,
Osborn Blanchard,
Allen Cooper,
Stan Jewett,
Michael Lewton,
Cathleen McLuckey,
Clarice Pratt,
Elaine Schultz,
Helen Seidel,
Ralph Solhjem.
Item 1.
Sign-In began at 6:15 pm.
Item 2.
The meeting was Called to Order at 6:30 pm.
Item 3.
The Roll Call of members present by proxy and in person was made.
Item 4.
At 6:35 pm it was reported that we did not have enough members present by proxy and in person for a Quorum. 66 members present by proxy or in person is required for a quorum. 57 were represented:
6 proxies for quorum only.
10 proxies to the board or other members. 41 in person.
Pursuant to ORS100.408 (3), the Association gave notice that "if a quorum is not met at the 2013 Annual Meeting, then the Meeting will be adjourned for 5 minutes. At the conclusion of the 5 minute adjournment, the Meeting will be reconvened and the quorum requirement will be automatically reduced to 20% of the members entitled to cast votes".
At 6:37 pm the meeting was adjourned for 5 minutes.
At 6:42 pm the meeting was reconvened. Seeing that the 20% quorum requirement was met the meeting was called to order at 6:45 pm.
The proof of meeting notice was made and verified.
Item 5.
Reading of 2012 Minutes from previous annual meeting was without objection any of the members present. The 2012 minutes has been posted on the website since August of 2012. Those minute are Approved as posted without objection of any member.
Item 6.
Report of Officers and Committee Chair - none
Item 7.
Board Nominations from Mail-in were as follows:
Mary Hayes,
Jack Furman,
Don Joyce
Matt Schiewe
A request was made by the chair for additional nominations from the Floor. There were no additional nominations.
Item 8.
Election of Director(s) 51 Ballots were handed out.
Item 9.
Unfinished business:
9a.
It was asked if there was any more site lighting to be installed. The Board will check to see that all current fixtures on hand are installed. Any members wanting additional lighting should submit maintenance requests.
9b.
Cathy McLuckey submitted a letter requesting again that the fir tree near units 8616 and 8620 be removed. Cathy obtained bids to remove the tree, and she agreed to contact the contractors to verify the bids are still good or for approximately the same price, and if so then the Board will proceed with removal of the tree. It was noted that in the Boards opinion NO single person is liable for any damage caused by the tree.
Item 10.
New Business:
10a.
A discussion was started about a need for cleanliness and order to the units' back out door spaces. It was noted that landscapers need access to maintain areas. It was noted that we can place fines on owners if they are not keeping their adjacent areas clean. The idea of providing fences at unit lines out to four feet of the property lines in order to establish semi-private spaces was discussed. Owners in some buildings said they would prefer to leave the spaces open (especially for keeping the panoramic views.) Some owners of building 8500 thought maybe some fence system might work for them. They may discuss farther how this might work. It was noted that any decision in these regards would need to be approved.
Item 11.
Announcement of Election Results. The members voted and the results were as follows:
8 for Mary Hayes,
41 for Jack Furman,
47 for Don Joyce,
48 for Matt Schiewe
Item 12.
Adjournment – 8:30 pm. End of
Meeting Notes.
BVC HOA MEMBERS MEETING
Page 2 of 1
JULY 9, 2013
TO: All Homeowners of Record DATE: June 19, 2013 Brightfield Village Condominium Owners Association
FROM: Board of Directors
SUBJECT: NOTICE OF ANNUAL MEETING
__________________________________________________________________________________________
All homeowners are hereby notified that the Annual Meeting of the Brightfield Village Condominium Owners Association is called as follows:
DATE: Tuesday, July 9, 2013
TIME: Sign-In at 6:15 p.m. Call to Order at 6:30 p.m.
PLACE: Brightfield Meeting Room
PURPOSE To transact association business, which may properly come before the meeting or any adjournment thereof.
SUMMARY 1. Sign-In - 6:15 p.m.
AGENDA: 2. Call to Order – 6:30 p.m.
3. Roll Call
4. Report on Quorum/Proof of meeting notice
5. Reading of Minutes from previous annual meeting
6. Report of Officers and Committee Chair
7. Nominations from Mail-ins & Floor
8. Election of Director(s)
9. Unfinished business
10. New Business
11. Announcement of Election Results
12. Adjournment – 8:30 p.m.
A brief Board meeting may follow the Annual meeting for the Board to appoint officer positions.
Pursuant to ORS100.408 (3), the Association hereby gives notice that if a quorum is not met at the 2013 Annual Meeting, then the Meeting will be adjourned for 5 minutes. At the conclusion of the 5 minute adjournment, the Meeting will be reconvened and the quorum requirement will be automatically reduced to 20% of the members entitled to cast votes.
PROXY: WHETHER OR NOT YOU PLAN TO ATTEND THE ANNUAL MEETING, please complete the enclosed Proxy form immediately and return it as soon as possible to:
Brightfield Village Condominiums
8817 SW Brightfield Circle
Tigard OR 97223
By returning your Proxy, you help ensure that a quorum will be present at the meeting. If there is not a quorum, the meeting will be adjourned without any business being conducted.
NOMINATIONS: On the back of the Proxy is a form to nominate candidates for election to the Association's Board of Directors. If you wish to nominate the candidates of your choice, please fill out the enclosed nomination form and return with your signed Proxy.
BRIGHTFIELD VILLAGE CONDOMINIUM OWNERS ASSOCIATION
2013 ANNUAL MEETING
PROXY
I, the undersigned, hereby attest that I am the Owner of the Unit Number(s) in the Brightfield Village Condominiums listed below, and that I do hereby appoint the following proxy, for and in my name, place, and stead at the Annual Meeting of the Brightfield Village Condominium Owners Association to be held on Tuesday, July 9, at 6:30 p.m. and any lawful adjournments thereof. I understand that if I attend the meeting in person, this proxy shall be rendered null and void and will be returned to me. I further understand that this proxy is not transferable.
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CHECK ONLY THE ONE (1) BOX THAT APPLIES
( ) I authorize the board of directors as my true and lawful attorney to act as my proxy for the purpose of obtaining a quorum and to re-elect the current board to serve as the 2013-2014 board of directors.
( ) I authorize the board of directors as my true and lawful attorney to act as my proxy only for the purpose of obtaining a quorum and to ABSTAIN from voting on all other matters.
( ) I appoint ___________________________ as my true and lawful attorney to vote as my proxy. (The person appointed as proxy must be present at the Meeting in order to vote on your behalf.)
IN WITNESS WHEREOF,
I have executed this proxy on this ____ day of ___________________, 2013.
Lot number(s): ______________ Address_______________________________________________
Phone Number:_______________________Email:_________________________________________
__________________________________________________________________________________
(Signature of Owner) (Printed name)
__________________________________________________________________________________
(Signature of Owner) (Printed name)
PROXIES MUST BE RETURNED AT LEAST 72 HOURS PRIOR TO THE START OF THE MEETING FOR VALIDATION. RETURN YOUR PROXY EVEN IF YOU PLAN TO ATTEND THE MEETING.
1) EITHER MAIL THIS PROXY TO:
Brightfield Village Condominiums
8817 SW Brightfield Circle
Tigard OR 97223
2) DROP IT OFF IN THE MAIL SLOT AT THE ON-SITE OFFICE
3) FAX TO: 815-550-1574
4) Scan and email to: proxy@brightfieldvillage.com
NOMINATIONS
THE FOLLOWING PERSONS HAVE BEEN NOMINATED TO CONTINUE AS BOARD DIRECTORS FOR THE 2013/2014 TERM:
Don Joyce
Jack Furman
Matthew Schiewe
YOU MAY USE THIS FORM TO NOMINATE ANOTHER HOMEOWNER TO THE BOARD, OR TO PLACE YOUR OWN NAME INTO NOMINATION.
ADDITIONAL NOMINATIONS TO THE BOARD OF DIRECTORS:
I nominate the following homeowners to be considered at the Annual Meeting for election to the Board of Directors of Brightfield Village Condominium Owners Association:
(Name) (Address/Unit number)
________________________________________ ___________________________
________________________________________ ___________________________
________________________________________ ___________________________
________________________________________ ___________________________
Your address/unit number : _______________
Your name: ____________________________________________________________________
Signature
WHAT IS A PROXY?
A proxy includes both your appointment of someone to vote for you in your absence at the meeting, as well as instructions as to how you want that person to vote. Or you may appoint the Board to vote for you in your absence. You may also choose to simply mark the top box to assure the number necessary to hold the meeting.
WHY IS A PROXY NEEDED?
A proxy is needed to assure that the number of votes required under the ByLaws for conducting business are attained.
DO I NEED TO SEND IN MY “PROXY BALLOT” IF I AM COMING TO THE ANNUAL MEETING? YES. We want your vote to be represented at the meeting. Circumstances might come up that prevent you from attending. It is best to send in your proxy even if you plan to attend the meeting. If you do attend the meeting, you may revoke your proxy and vote on the ballot distributed at the meeting