Tate HOA Committees and Chairs

The Asset Investment Committee’s (AIC) primary mission is to see that the monthly reserve funds collected from the Tate Homeowner Residents are invested as directed by Oregon Revised Statutes.  These funds should be maintained to meet future repair and replacement of commonly owned property as outlined in the required Annual Reserve Study.

The Treasurer of the Tate BOD shall serve as a member of the AIC.

Specifically, the AIC will:

• Operate under the approval of the Tate Board of Directors (BOD).
• Report monthly the allocation of the invested funds to the BOD.
• Invest in savings and time certificates with maturities spread over future periods designed to meet the needs of projected repairs and replacements.
• Review the allowed and available investments, then invest prudently to achieve reasonable returns.

Budget Committee meets once, in early November to drafts the annual operating budget for the Tate HOA.

• The Chair contacts the BMC representative, who is an advisor to the committee, in early October to request information on all known increases in utilities and contractors. The Chair also contacts, in October, committee chairs for Insurance, Social, Landscape and Art for their requested budget for the ensuing year.
• After entering the September financial statement information into the Chair’s spreadsheet, the Chair annualizes the line items for which BMC has not supplied increases, plus BMC’s estimated amounts and the committee requests. The Chair then updates the multi-year budget form for past years and enters the annualized amounts for the current year and sends the file to the committee members prior to the November meeting.
• The committee confers on all line items and offers changes if needed
• The Budget Chair then finalizes the budget form and submits the form with a budget letter to the Tate HOA Chair. The HOA Board then can alter or accept each line item. If there are changes, the Budget Chair will make the changes and give the updated Budget form, Budget Letter and the new rates for Operating dues, Reserve Replacement dues, Comcast, Internet and Asset Acquisition assessment for distribution to the HOA owners prior to the annual meeting.

The building committee is responsible for overseeing, repairing, and improving the Tate building’s physical structure. Specifically, the committee:

• coordinates with BMC on regular maintenance schedules and collects complaints about the building’s operations. Complaints are referred to BMC or taken up in a larger project.
• develops forward-looking plans for larger remedial or improvement projects.
• works closely with the Reserve Study Committee in developing such plans.

Aside from routine maintenance, any large plan developed by the building committee must be approved by the board.

TBC has no budget for running projects but a small budget for incidentals and items needed for planning.

If a long-running series of repairs (for example, to the balconies) occurs, the building committee monitors it and ensures that it continues in a timely fashion.

When a project involves multiple bids for larger projects, TBC may solicit bids, but BMC will handle final negotiations and manage contracts.

The insurance Committee reviews annually Property and Liability policies with the insurance agent and make recommendations to the Board:

•          to maintain current coverage and premium
•          to change coverage

In addition the Committee:

• serves the Board as the “in house” first contact for insurance related matters, including claims, in association with our agent.
• reminds owners to review their own coverage with their agent.

The Landscape Committee is responsible for planning and implementing all elements of horticultural plantings that are a part of or immediately adjacent to the Tate building and grounds associated with the Tate properties.

Specifically, the Landscape Committee:

• cooperates with contractors engaged to manage all elements of the landscape. 
• regularly reviews the status of all elements of the grounds and develops plans to modify elements that deviate from the plan.
• oversees the activities of the several contractors.
• regularly reviews the elements of each landscape contract and negotiates clauses that best serve the interest of the Tate Homeowners Association.
• provides personal contacts and written/pictorial information to building residents and guests about elements of the Tate landscape.
• determines the needs and costs for landscape in ensuing year and provide that information to the Budget Committee.

The Reserve Committee’s primary purpose is to provide the Maintenance Plan/Reserve Committee Vendor with updated information on the status of current year annual expenditures for capital repair or replacement projects and to provide Vendor with all RC recommendations made to the Board which move current year expenditures to a subsequent year.  Additionally, the RC will review BMC’s Maintenance Plan checklists.

The Committee:

• assures that all needed projects are included in report from R/M Vendor (currently Schwindt).
• requests specifications list from R/M Vendor to be included with request for proposals, provide to Board and BMC.
• requests from BMC a specifications list to be included with request for proposals.
• researches vendor projects recommended for the coming five years.
• reviews current Maintenance Plan recommended by vendor and assure that all maintenance needs are included.
• review Maintenance checklists developed by BMC to assure that all elements of Maintenance Plan are included.
• review checklist reports to identify areas in need or anticipated need of attention.
• maintain a list of maintenance/project concerns expressed by owners.

The social committee plans social gatherings and special events for residents of the Tate.

Recurring events include:

• Fridays at Five on the third Friday of every month
• New Year’s Day brunch
• Fourth of July ice cream social
• Fall potluck
• Other events have included a speaker series and special activities as opportunity arises

The social committee also maintains:

• print calendar in lobby
• bulletin board and hall table in the lobby, monitoring the area to keep it uncluttered and up to date.
• maintenance of the library in the LFG

The Social Committee has a budget to cover expenses for the flower arrangements in the Gallery and Christmas decorations in the winter.