View the official pdf version of the minutes

Willamette Towers Board Meeting

Jan 20, 2026 5:09 - 5:38 PM.

(Z=via Zoom)

Z- Jesse Fittipaldi
Clyde Horn, David Igl
Z- Rick Lowen, Tom Ferrer, LaDonna Qualatieri,
John Rose, Esther Konop

Approval of Agenda, Minutes & Treasurer’s Report

• The Agenda was approved
• The December meeting minutes were approved.
• The December Treasurer’s Report from Alex was not yet received so approval of December 2025 financials will be done at February Admin meeting along with approval of January 2026 report. (See Below- edit.)
• The board agreed to delay Roof agenda items requiring final paidin-full insurance confirmation until insurance-related documentation is complete. Payment in full has been authorized pending inspections.
• The board plans two February meetings: an admin meeting to approve the insurance contract once received and the two Treasurer’s Reports, plus the annual general meeting.
• Annual Meeting is on February 25th from 6 to 8 pm to accommodate member availability.

Treasurer’s Report

was not available. It will be looked at and approved at the February Admin meeting along with January 2026 report. (See below - edit.)

Owners Forum

Rick L asked about the generator in the parking garage (it’s been removed),

John R mentioned adding the Proxy Form to Owners Portal (he and Diane will coordinate this feature).

Committee Reports

MMRC REPORT

Elevator Repair Status:

• Elevator repairs are scheduled for completion by January 21st, with some uncertainty about part availability.
• Otis reported the necessary parts should arrive by the 21st of January, aiming to finish repairs before the annual meeting.
• Dave has not received confirmation on part delivery but will follow up with the vendor.
• Timely elevator repair is critical as it impacts resident access and the upcoming annual meeting logistics.
• Coordination with Otis will continue to ensure repairs do not disrupt building operations during critical meeting periods.

Boiler Maintenance Contract Decision

• The board approved a cost-effective approach to boiler maintenance focusing on essential cleaning (23:54).
• Jesse moved and the board approved hiring Harvey and Price for boiler heat exchanger cleaning at $185/hour.
• This hourly model is more reasonable than a flat bid around $1,400 to $2,000 quoted elsewhere.
• Jesse confirmed most of the previously quoted maintenance tasks were unnecessary since safety and function are confirmed.
• The cleaning will provide a quality service while allowing further bids if additional work is identified while cleaning.
• This approach reduces costs while maintaining boiler reliability for residents.

Building Exterior and Facade Maintenance

The board identified localized brick pointing issues and plans a professional assessment before deciding on repairs or painting (24:39).

• Brick pointing on the first three floors of the north side shows signs of deterioration, needing expert inspection.
• Dave has applied caulking temporarily but recommends a facade architect’s review.
• Jesse will contact an architect to find a qualified professional to evaluate the facade and recommend solutions.
• Interior inspection access to unit 208 is pending to assess moisture intrusion behind brickwork.
• Potential next steps include sealing and painting depending on expert advice, planned before spring for weather considerations.

Green Committee

will try out new bus service on Feb 10th and will post details on the bulletin board prior to that date.

Request for Forgiveness of late fee -

approved unanimously

Annual Meeting items

Owner Engagement and Proxy Voting Improvements

The board plans to embed proxy voting functionality directly in the owner portal to streamline participation. An embedded proxy form using our Wufoo service will allow owners to submit proxies online.

• Diane and Ally volunteered to set up and test the system to improve owner convenience during voting.
• The proxy form will be accessible alongside other owner services, enhancing digital engagement.
• The board sees this as a way to increase participation and simplify annual meeting preparation logistics.

Roof Replacement and Inspection

• The board has paid 70% of the roof costs, with 30% remaining to be paid after inspections.
• River Roofing finished the physical work and is awaiting their own inspector and the roofing product supplier’s inspector to verify plus our own final inspection.
• The inspections ensure the installation meets warranty standards, which is for 20 years, with 10 years recognized by insurance (currently)
• Diane and Dave plan to monitor inspection progress daily via emails with River Roofing to avoid delays.
• Final payment will be held until positive inspection results are received to protect the board’s interests and ensure compliance.
• The project’s completion timeline targets this week for all inspections and cleanup.
• Dave confirmed the generator used during roofing work has been removed and the site cleaned.
• Minor roofing surface bubbling was noted but explained as normal when applying over existing materials.
• The board discussed expediting the final invoice and payment.
• Diane confirmed that there is sufficient cash on hand to cover the remaining balance. * Money will be transferred from Reserves later

Action Items

Jesse will- Convert landscape summary list into a presentation to prepare for spring flower bloom by April

Contact Architect acquaintance for expert advice on facade repair for the brick exterior, aiming to inspect and assess needed action.

• Dave will- Continue daily follow-ups with River Roofing regarding final inspection schedule and report status- Attempt to gain access to lease unit 208 &/or 308 for interior wall facade inspection to assess moisture damage
• Review elevator repair progress and report any developments
• John & Diane will craft and distribute proxy vote information and embed it in the owner portal before the next annual meeting to improve owner participation.
• Diane will continue managing roof replacement invoicing and coordinate payments while holding partial funds until inspection is confirmed

Meetings

• Clyde will call for a short administrative meeting upon receiving insurance contract for insurance vote approval and Treasurer’s Report from December & January meeting.
• The roof inspection and payment must happen before the underwriters will upgrade our coverage and issue the policy.

Annual meeting will be held on February 25 from 6-8 PM

and notice communications to owners will be sent out by Diane with details about using the proxy form on the Owners Portal.

Treasurer’s Report - Willamette Towers HOA Board Meeting [01/20/2026]

Month ending December 31, 2025

Operating Account Summary (aka Trust or Checking account)

Beginning Cash Balance [12/01/2025] $31,941 prev: $19,557
Ending Cash Balance [12/31/2025] $103,517 prev: $31,941

Budget–Comparative

1. Month-to-Date Details

BUDGETED Total Operating Income: $24,603 prev: $24,603
ACTUAL Total Operating Income: $24,881 prev: $22,243

ACTUAL Total Operating Expense: ($23,106) prev: ($27,363)
BUDGETED Total Operating Expense: ($19,853) prev: ($29,853)

2. Year-to-Date Details

BUDGETED Total Operating Income: $295,241 prev: $270,638
ACTUAL Total Operating Income: $294,003 prev: $269,122

ACTUAL Total Operating Expense: ($343,692) prev: ($320,587)
BUDGETED Total Operating Expense: ($295,241) prev: ($275,388)

3. Notable Expenditures:

• $2,000 to PG Long Carpet Cleaning for cleaning common area carpets
• $1,525 to Omlid & Swinney for fire system/extinguisher inspection
• $750 to Mechanical Heating & Air for boiler maintenance
• $542 for Unit 206 cleaning ($270+$72+$200, Profectus & McCool Installations, PG Long Carpet Cleaning)
• $405 to BMC for garbage/laundry entrance work

Reserve Account Summary

Opening Balance [12/01/2025] $293,378 prev: $337,424

Credits this Period $16,348 prev: $16,348
Debits this Period ($62,281) prev: ($61,205)

Change in Value this Period $814 prev: $811

Closing Balance [12/31/2025] $248,260 prev: $293,378

Notes about Reserves:

• Primary Reserve balance: $143,480 prev: $200,268
• Plumbing Reserve balance: $103,966 prev: $92,299