Board Minutes - Dec. 5, 2006

Board Meeting Minutes for Cedar Springs Homeowners’ Association
December 5, 2006

Present were Board members Don Lapworth, Kippy Strandberg, Susan Miller, and Art Shotwell.

The meeting was called to order at 7:00 p.m.

President’s Report

1. There will be a meeting of all homeowners on Saturday, January 13, 2007 at 10:00 a.m. in the large conference room of the Anacortes Public Library. Coffee and breakfast rolls will be served.

Before the end of December, you will receive an envelope with the items you will vote on at that meeting. Those items include 1) a proposal for the landscaping project and how we would pay for it, and 2) the updated by-laws.

Because we must have votes from at least 17 of the 28 units, it is very important that we receive votes from as many units as possible. Each unit will get a ballot at the meeting on January 13th. If you cannot attend the January meeting, please let a Board member know in advance so that we can send you a ballot along with important information you need to know in order to vote.

2. Carol Mays is the new owner of 1803 Cedar Springs Lane. Please welcome her if you see her. She has requested permission to build a deck behind her house. Don Lapworth will be in touch with her to let her know that the deck behind 1807 was approved by the Board and was well built, and that a deck such as that one would be fine.

3. Lighting for the entry sign: When the electricians came to install the new lights, they found that the cable is no longer live. Don Lapworth will consult with Nels Strandberg and they will investigate.

Landscaping Report

1. The fences haven’t been repaired yet because of the snow, but Chuck Boyd has cleaned the gutters and has gotten rid of the moss on the roofs. Any loose ends on the siding will be secured when the units are painted.

2. John Childs has submitted a bid for the landscaping and sprinkler work we need to have done. Before the end of the month, each homeowner and renter will get an envelope with detailed information regarding the proposed landscaping and sprinkler system project. Kippy Strandberg and the Board members will present the proposal at the homeowners’ meeting Saturday, January 13th at 10:00 a.m. in the Anacortes Public Library. This will be a very important meeting. John Childs, owner of Simply Yards, will be there to answer our questions.

Treasurer’s Report

The Board encourages homeowners to make arrangements for automatic monthly payments of their homeowners dues. On the enclosed sheet you will find information about how to set up automatic payments. Many homeowners here are already paying this way.

Reserves:
43,900 in the reserve account.
29,000 in the insurance account
29,000 in the operations account

The meeting was adjourned at 8:00 p.m.

Reminders

• It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.
• The minutes can also be found at http://cedarspringshoa.blogspot.com/

Next Board Meeting will be January 9th at 7:00 p.m. at the Lapworths’ house.

Respectfully submitted,
Susan Miller

House Rules

Cedar Springs Homeowners
House Rules

(1) No outdoor signs may be posted, except real estate signs which may be posted at the entrances to Cedar Springs Lane or 39th Court.

(2) Owner added items, such as screen doors, window screens, awnings, satellite dishes, and patio railings, when not furnished as part of the original construction; as well as all plumbing fixtures, water heaters, heating or other appliances, ceiling fans, and electrical equipment within the Unit are considered items to be maintained at the Unit Owner’s expense.

(3) Alteration to Limited Common Areas, (decks, patios, individual entryways and stairways), or the addition of satellite dishes, antennas, towers, flag poles, clothes lines, or other exterior features which affect the uniform appearance, without the written approval of the Board, is prohibited.

(4) Control and eradication of all insects and pests, within the foundation or within each Unit, is the owner’s responsibility.

(5) Prompt replacement of reported broken or defaced window glass to the original condition is the Board’s responsibility.

(6) No Animals or fowl shall be raised, kept or permitted except domestic dogs, cats, or other household pets, which are to be kept within the Unit. Such dogs or cats shall not be permitted to run at large nor shall any be kept or bred for commercial purposes or in numbers more than two. Any inconvenience, damage or unpleasantness caused by such pets shall be the responsibility of the respective Unit owner. Owners shall be responsible for the removal of their animals’ wastes. All dogs shall be carried or kept on a leash while outside the Unit, and no pet shall be permitted to cause a nuisance, unreasonable disturbance or noise.

(7) Unit owners may expedite the replacement of a dead or ailing landscape shrub in the immediate vicinity of their Unit by replacing it and presenting the invoice/bill for purchase, not to exceed $100, to the Board for approval and reimbursement.

(8) A Reference by Exhibit to these House Rules is to be included in all Rental Agreements after the release date noted above. Rental of a Unit does not relieve the owner of the Unit of his or her responsibilities under the CC&Rs, the By Laws or these House Rules.

(9) Association dues of $165/month are due and payable at the first of each month and are to be mailed c/o Cedar Springs Homeowners’ Association, Box 1723, Anacortes, WA, 98221. Accounts that are 90 days delinquent or more are subject to a late fee. Automatic payment is recommended.

(10) The Annual Meeting of the Homeowners’ Association members is held during the first
quarter of the year and is scheduled by written notice at least 14 days prior. At least 60 percent (17) of the Unit Owners must be in attendance to approve business items.

APPROVED FOR RELEASE
______________________________
Cedar Springs Homeowners Board

Date______________

Board Minutes - Nov. 7, 2006

Board Meeting Minutes for Cedar Springs Homeowners’ Association
November 7, 2006

Present were Board members Don Lapworth, Kippy Strandberg, Susan Miller, and Alec Taylor. Jan Berry attended as a guest.

The meeting was called to order at 7:00 p.m.

President’s Report

1. Alec Taylor has agreed to serve as Vice President of the Board in place of Barbara McLendon, who had to resign.

2. The revised and recorded CC&Rs are being distributed.

3. Follow-up items from the Homeowners’ Association meeting of October 31:
The homeowners approved the CC&Rs as amended by a vote of 17 to 1.
The homeowners approved the change to section 11.7 by a vote of 19 to 0.
The homeowners rejected the purchase of earthquake insurance for the association by a vote of 7 for and 10 against.

The Board agreed that for the next homeowners’ meeting, each unit represented will get a ballot as they sign in. If a homeowner cannot attend, they are to send a signed ballot to a member of the Board, or if they decide to send a proxy, they must indicate in writing that the person attending the meeting in their place is authorized to vote for them.

4. House Rules:
The Board voted to accept the House Rules (a condensation of the CC&Rs). They are to be given to all renters by the homeowners as well as to all new homeowners. House Rules can be changed by the Board without calling a general meeting of the entire association. House Rules cannot conflict with the CC&Rs. The House Rules are enclosed.

5. Mailboxes:
Jan Berry brought some photos of examples of locked mailboxes. The Board thought that the cost of purchasing and installing them ($4500 for the entire development) was too expensive.

6. Rodents:
Several units have reported problems with rodents. Some rodents are coming through misplaced hot water/steam vents. The vents are supposed to come through the side of the house, but a plumber put some through vents to the crawl spaces. If your vent goes into the crawl space, you may want to cover the vent with wire or steel wool such that air can get through but the rodents cannot. The City of Anacortes Maintenance Department has had workers here, and they have put out rodent bait. Please read the enclosed material on preventing rodents from taking up residence here.

7. Lighting for the entry sign:
Sterling Electric will install two 70 watt halogen lights in the flower bed below the sign at the entrance to the Lane. The current lighting did not conform to code and they do not work. A nine-foot by ten-foot area will be lit. The estimate for the job is $800.

8. The gutters need to be cleaned. Some are overflowing. Chuck Boyd will do the job. He is also going to do work on several fences that need repair.

Landscaping Report

John Childs has submitted a bid for landscaping and sprinkler work. The Board found the specifications too vague. Several Board members will meet with John Childs and walk the property with him and make a detailed list of exactly what will be done and the costs associated with each item. When the detailed bid is ready, it will be presented to the homeowners for a vote.

The Board requests that before people put plants in common areas that are not immediately around their units, they contact Kippy Strandberg to get approval for the plants. The same applies to planting new trees.

Treasurer’s Report

The treasurer was not able to attend the meeting.

The meeting was adjourned at 8:00 p.m.

Reminders

• It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.

• The minutes can also be found at http://cedarspringshoa.blogspot.com/

Next Board Meeting will be December 5th at 7:00 p.m. at the Lapworths’ house.

Respectfully submitted,
Susan Miller

Board Mtg set for Dec. 5

Agenda for Dec. 5th
Cedar Springs Home Owners

(1) Call to Order – 7 PM Lapworth’s House
(2) Review of Revised Landscape Modification Proposal – Kippy S. and Alec.Taylor
(3) Report on Entry Sign Lighting – Don L.
(4) Report on Repairs of Fences, Roof Moss, Gutter Cleaning and Siding Tightening – Kippy S.
(5) Proposal for Monthly Billings – Art Shotwell
(6) Drive for Automatic Withdrawal – Art Shotwell
(7) Move to Adjourn

Agenda for Nov 7, 2006 Board Mtg.

Agenda for Nov 7^th

Cedar Springs Home Owners Assn.

(1) Call to Order – 7PM

(2) Report on Special Home Owners Meeting – Sept 30^{th -} Susan Miller/ Lapworth

(3) Copies of Revised, Filed CC&R’s - Lapworth

(4) Proposal for Locked Mail Boxes - Lapworth

(5) Revised Proposal for Sprinkler Rework and Landscaping – Kippy

(6) Replacement for Barbara MacLendon – Lapworth

(7) Lighting on Cedar Springs Entry Sign - Lapworth

Rough Estimate – Sterling Electric $400

(8) Recent Rats on the Lane - Discussion

Minutes of Owners' Special Meeting

Cedar Springs Homeowners’ Association Special Meeting

September 30, 2006

Presiding were Board members Don Lapworth, Kippy Strandberg, Susan Miller, and Art Shotwell. Allen Souders, Attorney, sat with the Board to respond to questions about the CC&Rs.

The meeting was called to order at 10:00 a.m. in the large meeting room of the
Anacortes Library.

1. Revisions to the CC&Rs

Don Lapworth, President, introduced the Board members and Allen Souders, the attorney the Board has worked with on the revisions to the CC&Rs. Don announced that upon approval of the revisions, the new CC&Rs will be distributed to all homeowners.

Allen Souders explained the reasons that covenants have come into being for homeowners’ associations. They protect the developers and give buyers some assurance of what they are buying into. They are somewhat short term in nature and need to be revised from time to time.

Three Washington State laws set forth mandatory requirements for CC&Rs, while providing latitude for different homeowners’ associations to make their own adjustments. Sixty-seven percent of homeowners must approve changes to the CC&Rs according to the laws.

Allen Souders has reviewed our revisions to make sure that they comply with the law and that they make sense according to his extensive experience with CC&Rs and homeowners’ associations.

Don Lapworth explained one change to the CC&Rs regarding financial penalties for property owners who do not comply with the regulations. If necessary, liens may be put on the property and collected at resale. The financial penalties and conditions will be presented to the homeowners’ association by the Board. As Allen Souders explained, it is more efficient to rely on conversations between the Board and a homeowner, along with fines, if necessary, than to go to court over a disagreement.

There was discussion of whether to amend section 11.9 of the CC&Rs to allow for real estate signs when homeowners want to sell their property. The members present voted to allow such signs with Board oversight and voted to add this language to 11.9: “The Board shall provide, by house rules, for the display of certain signs for real estate marketing.”

There was discussion about the last sentence in 11.6.1. Some people felt that there needed to be room for flexibility regarding what expenses are a homeowner’s responsibility and to what extent the Board should approve paying for damages, especially when pests are concerned and may cause damage both inside and outside of units as well as in between the walls and underneath and across units within a single building. Members present voted to omit the word “sole” from the last sentence of 11.6.1. The members present then voted on their paper ballots whether to accept the new CC&Rs as proposed (and amended during the meeting). As of Saturday afternoon, September 30, 17 units voted to accept the revisions as discussed in the meeting. One unit was against, and one abstained. The revised CC&Rs will therefore go into effect.

2. Revision to Section 11.7 of the CC&Rs

The members present voted on their paper ballots whether to accept 11.7 for inclusion in the CC&Rs up to the word “owner.” The last sentence, which begins with “The Board…” will be part of the House Rules but not part of the CC&Rs. As of Saturday afternoon, September 30, 19 units have voted to accept 11.7 for inclusion as written above.

3. Earthquake Insurance

Susan Miller presented what she had learned about earthquake insurance for the homeowners’ association. Members voted on their paper ballots whether or not to have the association purchase earthquake insurance. As of Saturday afternoon, September 30, 8 units have voted to purchase the insurance and 10 have voted not to. We won’t know the outcome until the proxy ballots have been turned in.

4. Landscaping and Sprinkler System Proposal

Kippy Strandberg, Landscape Coordinator, gave background regarding the problems with the creek, the sprinkler system, the plants, and the soils. John Childs of Simply Yards had written a proposal for improvements to our landscaping and sprinkler system, but it was incomplete and did not provide enough detail. Kippy recommended that we postpone discussion and voting on the proposal until we have adequate information.

Art Shotwell, Treasurer, discussed payment options if we accept John Childs’ revised, detailed proposal. The options included a one-time assessment per unit or a $25 to $35 increase in monthly homeowners’ dues, depending on whether $10 per month was included for earthquake insurance if the homeowners vote to purchase it. Even if the members reject both earthquake insurance and the landscaping proposal, Art will propose a $10 per month increase in monthly dues to keep up with rising expenses.

The meeting was adjourned at 12:00 noon.

The next Board meeting will be November 7th at 7:00 p.m. at the Lapworths’ house,

Respectfully submitted,
Susan Miller

Upcoming meetings

The Board will hold a work session to prepare for the upcoming owners' meeting. The work session will be held at Don Lapworth's house on 39th Court on Thursday, Sept. 28 at 7pm.

A meeting of all homeowners is set for Saturday, Sept. 30 at 10am at the Anacortes Public Library.

Board Minutes - August 31, 2006

Board Meeting Minutes for Cedar Springs Homeowners’ Association
August 31, 2006

Present were Board members Don Lapworth, Kippy Strandberg, Susan Miller, and Art Shotwell. Guests attending were Jan Berry and Eloise Brookman.

The meeting was called to order at 7:05 p.m. The minutes were approved as read.

President’s Report

1. The revised CC&Rs will be available for review by homeowners as of September 20, 2006. Please call Don Lapworth to get a copy.

2. Landscaping of the common areas:
While owners may put in plants around their units without getting Board approval, the Board agreed that before planting anything in the common areas (such as near the mailboxes or in other areas not immediately adjacent to a unit), people should first consult with the Landscape Coordinator (Kippy Strandberg) to choose appropriate plants. The wrong kinds of plants can cause extra work for our landscaping people, and they have asked us to exercise some control over what is planted in the common areas.

3. Kitchen cabinets:
If your kitchen cabinets have a color finish (as opposed to a varnish or clear finish), the finish might be Thermo-foil, a plastic that can blister from heat. Take a look at the edges of the drawers and cabinet doors near ovens and toasters to see if there is any blistering. If there is, please call Strandberg Construction to order replacements.

Treasurer’s Report

1. Our account balances are as follows:
$ 2,900 in the operating account
$ 2,900 in the insurance account
$40,650 in the reserve account

2. We are allocating $ 10 per unit per month for the roof replacements, which will be started 30 years after the first unit was built.

Landscape Representative’s Report

Kippy Strandberg’s landscaping report is enclosed with these minutes. We thank Kippy for keeping us well informed about sprinklers, plants, grass, and other related issues.

New Business

The Board agreed to call a meeting of all homeowners on September 30, Saturday morning, at 10:00 in the large meeting room of the Anacortes Public Library.

At the homeowners’ meeting, we will consider proposals for the following items and vote on them:
a. landscaping proposal by Simply Yards
b. approval of the revised CC&Rs
c. earthquake insurance
The Board discussed postponing the re-painting project by one year (beginning in 2008 instead of 2007) to accommodate more urgent expenditures. Units were scheduled to be repainted every seven years. The first units would ordinarily be repainted next year, but we may postpone the project one year, pending discussion with the homeowners.

The details of a proposed earthquake policy will be distributed the last week of September so that homeowners will be familiar with the issues when they come to the meeting of all homeowners on September 30th.

The meeting was adjourned at 8:07 p.m.

Reminders

• It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.

• The minutes can also be found at http://cedarspringshoa.blogspot.com/

Next Board Meeting will be October 2nd at 7:00 p.m. at the Susan Miller’s house at 1804 Cedar Springs LANE.

Respectfully submitted,
Susan Miller

Board Minutes - August 7, 2006

Board Meeting Minutes for Cedar Springs Homeowners’ Association
August 7, 2006

Present were Board members Don Lapworth, Kippy Strandberg, Barbara McClendon, Susan Miller, and Art Shotwell. Guests attending were Jan Berry and Malcomb McClendon.

The meeting was called to order at 7:05 p.m. The minutes were approved as read.

President’s Report

1. The revised CC&Rs will be distributed to members of the Board at the next Board meeting, August 31. A copy will eventually be distributed to each homeowner and a copy will be filed with the county. Homeowners who have renters occupying their units are asked to make sure their renters get a copy of the by-laws and read them.
2. The resident who has not cleaned up after their dog will be moving soon.

Treasurer’s Report

1. Our account balances are as follows:
$4500 in the operating account
$1800 in the insurance account
$39,400 in the reserve account
2. One homeowner is over sixty days delinquent in paying dues. Art will speak to the homeowner.
3. Earthquake insurance for the entire 28 units, up to a maximum payout of $5,625,000, would cost each homeowner approximately $10 per month, which would be added to the monthly homeowners’ fee. Details about the earthquake insurance will be sent to homeowners within the next few weeks. When the information arrives, please review it and let Susan Miller know if you are in favor of getting earthquake insurance coverage for our association or if you do not want us to get it. If enough people are interested, we will invite the insurance agent (who handles our association insurance) to appear at a general meeting to answer questions before taking a vote. Please call Susan at 299-8900 and let her know your thoughts. You may leave a message if no one answers.

Landscape Representative’s Report

1. A few people have expressed concerns that some areas are getting too much water and some are getting too little. Kippy will speak with Javier about correcting the situation.
2. People have asked why we still have so many weeds. Kippy will speak with Ken about what can be done.
3. A few small landscaping projects have been deemed necessary. Simply Yards gave an estimate the Board found reasonable, so the projects will be done soon.
4. Kippy and Don will meet with the owner of Simply Yards about some concerns people have. If they are responsive to our concerns, we will then consider whether to have them undertake some larger projects, such as amending the soil and moving misplaced shrubs and trees.

New Business

Barbara McLendon needs responses from homeowners and renters regarding whether or not they will be coming to this Sunday’s potluck (August 13) at 3.00 p.m. on the patio behind the Lapworths’ house, 1806 39th Court. All homeowners and renters are invited. Please bring your own chair, something to drink, and a plate and utensils. Let Barbara (293-2828) know what you are planning to bring so that she can make sure we don’t end up with too much of the same thing. Don Lapworth is offering his barbecue if anyone wants to bring something for the grill.

The meeting was adjourned at 8:00 p.m.

Reminders

• It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.
• The minutes can also be found at http://cedarspringshoa.blogspot.com/

Next Board Meeting will be August 31st at 7:00 p.m. at the Lapworths’ house.

Respectfully submitted,
Susan Miller

Condo Picnic

Association Picnic Sunday, August 13, 3pm

At 1806 39th Court, in the back garden.

Chicken will be provided, but please bring one of the following:

Appetizer, Salad, Vegetable, or Dessert

Also bring your own beverage, table service and chair.

Please RSVP to Barbara at 293-2828

Board Minutes - July 10, 2006

Board Meeting Minutes for Cedar Springs Homeowners’ Association
July 10, 2006

Present were Board members Don Lapworth, Kippy Strandberg, Barbara McClendon, Susan Miller, and Art Shotwell. Guests attending were Vince Sellen, Anita Dale, and Jan Berry.

The meeting was called to order at 7:05 p.m. The minutes were approved as written.

President’s Report

1. The CC&R revision is complete. A copy will be distributed to each homeowner and a copy will be filed with the county. By-laws can be changed by the Board as long as they do not violate the CC&Rs. One of the guests suggested that wording in the CC&Rs be clarified to indicate that homeowners are responsible for cleaning their own decks and patios, although maintenance that involves repairs and building will be done by the Association.

Treasurer’s Report

1. The accountant had not gotten the monthly account status to Art Shotwell, so he was unable to report on our balances.
2. According to a new analysis of our reserve account through 2012, we will have enough funds to pay for all of the repainting. Last month’s minutes indicated that we thought there would be a shortfall.
3. Don Lapworth asked Art to ask the accountant to find out how much we need to put aside in the reserve account so that when roofs need to be replaced (thirty years after each building was constructed) we will have sufficient funds.

Landscape Representative’s Report

1. Simply Yards has been very responsive about fixing sprinkler problems. As of July 10th, Kippy knows of no outstanding problems not yet scheduled for repair. If your sprinklers are not working properly, please let Kippy know.
2. Simply Yards has recommended that new pipes and sprinkler heads be installed near the Cedar Springs sign. The current setup is inadequate to keep that area watered properly.
3. They will be back to apply another weed-and-feed treatment to the lawns.
4. The board moved to have Kippy ask Simply Yards for a bid on treating weeds not included in the broadleaf category, such as crab grass, clover, and thistle.
5. When Simply Yards bid on our landscape maintenance in the spring, they made several recommendations based on our problems with our clay soil, the misplacement of plants, the lack of soil amendments, the condition of the lawns, and several other challenges. Kippy will work with John Childs, the owner of Simply Yards, to prioritize which problems should be addressed first and will ask him to give the Board an estimate of what it will take to fix the problems highest on the priority list.
6. A homeowner has requested permission to build a small retaining wall near her unit at her own expense. It was moved that she get a description of the location and a drawing or diagram of the plan for approval by the Board, and that the work be done by a professional.
7. Kippy has written a summary of what Simply Yards has done so far. It will be distributed within a week of these minutes going out.

New Business

1. Susan Miller reported on what she had learned about earthquake insurance. Information will be sent to each homeowner within the next few weeks. Feel free to call Susan with questions: 299-8900.
2. There will be a summer potluck on Sunday, August 13th, at 3:00 p.m. outside the Lapworths’ house. All homeowners and renters are invited. Please bring your own chair, something to drink, and a plate and utensils. Let Barbara McLendon (293-2828) know what you are planning to bring so that she can make sure we don’t end up with 15 bean salads and nothing else. Don Lapworth is offering his barbecue if anyone wants to bring something for the grill.
3. Many homeowners have complained about dog waste left by the dog of an occupant of one of the units. Two notices have already been sent by the Board to the owner of the dog, but the owner has not complied with the request to clean up after his dog. Some homeowners have also complained several times to the offending pet owner. The CC&Rs clearly state that “Owners shall be responsible for removal of wastes of their animals,” and “all dogs shall be carried or kept on a leash while outside a Unit.” A third and final notice is being sent to the dog owner.
4. It is recommended that we change our furnace filters once a year. The kind of filters our furnaces use cannot be found in Anacortes, but they can be purchased at $38 each from Ram Mechanical in Burlington. Their number is 360-707-0112. Barbara McClendon and Susan Miller have found the people at Ram to be responsive and prompt.
5. One resident reported that she may have rodents under her house.

The meeting was adjourned at 8:25 p.m.

Reminders

• It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.
• The minutes can also be found at http://cedarspringshoa.blogspot.com/

Next Board Meeting will be August 7th at 7:00 p.m. at the McLendons’ house.

Respectfully submitted,
Susan Miller

Meeting Notice - July Meeting

Next Cedar Springs HOA Board meeting will be on July 10 at 7 PM at Kippy Strandberg's home at 1802 39th Court.

Board Minutes - June 5, 2006 (revised)

Board Meeting Minutes
Cedar Springs Homeowners' Association
June 5, 2006

Present were Board members Don Lapworth, Kippy Strandberg, Barbara McClendon, Susan Miller, and Art Shotwell. Guests attending were Ed Mazur, Eloise Brookman, Paula Dinnel, and Jan Berry.

President's Report

1. The CC&R revision is continuing, and the committee expects to have them completed by August 1st. The cost for the consulting attorney is $1400. The revisions will be presented to the entire homeowners' association along with a possible dues increase. (See next item.)

2. It is estimated that if dues are kept as they are now, we will be $20,000 short after all the repainting is done in 2010. At the next Board meeting we will discuss a dues increase to cover expenses that otherwise we could not pay for in the next several years.

3. Don Lapworth has requested that Vince Sellen, 2005 past president, be considered an ex-officio member of the Board for purposes of continuity at future meetings

4. Melissa Pratt, who recently sold her unit at 1803, wrote that during the home inspection, two items were noted that may be of interest to other homeowners: 1) Because the siding is made to expand and contract with the weather, the sealant at the ends of some of the boards has cracked. The inspector recommended inspections and repairs. 2) Some shrubs were within twelve inches of the house. They should be trimmed so that they do not damage the siding. Shrubs should also be kept away from the fireplace vent.

The repair of the cracked siding will be taken care of when each building is painted. If you are worried about the siding on your unit, please present your concern to the Board (in writing, please).

Treasurer's Report

1. We have around $37,500 in our reserve account, around $5000 in our insurance account, and around $9600 in the operating account as of June 2, 2006.

2. Chuck Boyd from Down to Earth cleaned some of the gutters for $60. He will check to see if more gutters, especially on the side with the trees, need cleaning. He will give us an estimate.

3. Several households are over three months behind in paying their monthly fees. It was agreed that the secretary should write a letter to these homeowners asking them to pay back dues and to keep current with future payments. The letter will mention that there is a $10 monthly late fee for each month after a payment is 90 days late.

Landscape Representative's Report

The person who maintains sprinklers for Simply Yards has promised that this year they will work correctly. He has replaced several sprinkler heads and will notify Kippy when they will be operating. He will also make sure that the areas that get too much water will have their sprinklers adjusted. Let Kippy know (in writing, please) if the sprinklers need adjusting near your unit.

Don Lapworth paid a young woman $10 an hour for four hours of digging up vegetation that was choking the creek behind McLendon's and 1813 39th Court (though it is part of the property that belongs to all of us). Simply Yards had estimated the job at $800.

Randy Pepper has completed the tree trimming along the back side of houses on the east side of the lane where they back up to the creek.

New Business

Jan Berry found a piece of roofing. Don will have Chuck Boyd check on it.

Paula Dinnel has moss growing on her deck. She asked whose responsibility it is to keep it clean. It was moved and seconded that homeowners' porches and decks are their own responsibility to clean. Thirty Seconds Outdoor Cleaner was recommended by a couple of people. It was also mentioned that Chuck Boyd will clean decks and porches for 22 cents per square foot.

Susan Miller has talked with our homeowners insurance agent about costs and coverage included in earthquake insurance. It was moved that we discuss the policy pros and cons at the next Board meeting, where we will decide whether or not to take the policy to the larger homeowners' meeting for a vote. If you have thoughts or questions on earthquake insurance, please call Susan (299-8900) or someone on the Board.

A few days after the Board meeting Vince Sellen reported that the LDS church has agreed to move their garbage container so that it isn't just a few feet away from the units that face the parking lot. The noise at 5 a.m. on garbage collection days has been an ongoing problem.

Ed Mazur said that the area along the fence behind 1810 and 1812 needs bark behind the units. About fifty feet were never barked.

Several people mentioned that a number of plants in the common areas are dying or have died.

Ed Mazur asked what process was in place to control our expenditures.

Reminders

· It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.

· The minutes can also be found at http://cedarspringshoa.blogspot.com/

Next Board Meeting will be July 10 at 7:00 p.m. at the Lapworths' house.

Respectfully submitted,
Susan Miller

Board Minutes - June 5, 2006

Board Meeting Minutes
Cedar Springs Homeowners' Association
June 5, 2006

Present were Board members Don Lapworth, Kippy Strandberg, Barbara McClendon, Susan Miller, and Art Shotwell. Guests attending were Ed Mazur, Eloise Brookman, Paula Dinnell, and Jan Berry.

President's Report

1. The CC&R revision is continuing, and the committee expects to have them completed by August 1st. The cost for the consulting attorney is $1400. The revisions will be presented to the entire homeowners' association along with a possible dues increase. (See next item.)

2. It is estimated that if dues are kept as they are now, we will be $20,000 short after all the repainting is done in 2010. At the next Board meeting we will discuss a dues increase to cover expenses that otherwise we could not pay for in the next several years.

3. Melissa Pratt, who recently sold her unit at 1803, wrote that during the home inspection, two items were noted that may be of interest to other homeowners: 1) Because the siding is made to expand and contract with the weather, the sealant at the ends of some of the boards has cracked. The inspector recommended inspections and repairs. 2) Some shrubs were within twelve inches of the house. They should be trimmed so that they do not damage the siding. Shrubs should also be kept away from the fireplace vent.

The repair of the cracked siding will be taken care of when each building is painted. If you are worried about the siding on your unit, please present your concern to the Board (in writing, please).

Treasurer's Report

1. We have around $37,500 in our reserve account, around $5000 in our insurance account, and around $9600 in the operating account as of June 2, 2006.

2. Chuck Boyd from Down to Earth cleaned some of the gutters for $60. He will check to see if more gutters, especially on the side with the trees, need cleaning. He will give us an estimate.

3. Several households are over three months behind in paying their monthly fees. It was agreed that the secretary write a letter to these homeowners asking them to pay back dues and to keep current with future payments.

Landscape Representative's Report

The person who maintains sprinklers for Simply Yards has promised that this year they will work correctly. He has replaced several sprinkler heads and will notify Kippy when they will be operating. He will also make sure that the areas that get too much water will have their sprinklers adjusted. Let Kippy know (in writing, please) if the sprinklers need adjusting near your unit.

Don Lapworth paid a young woman $10 an hour for four hours of digging up vegetation that was choking the creek behind McLendon's and 1813 39th Court (though it is part of the property that belongs to all of us). Simply Yards had estimated the job at $800.

New Business

Susan Miller has talked with our homeowners insurance agent about costs and coverage included in earthquake insurance. It was moved that we discuss the policy pros and cons at the next Board meeting, where we will decide whether or not to take the policy to the larger homeowners' meeting for a vote. If you have thoughts or questions on earthquake insurance, please call Susan (299-8900) or someone on the Board.

A few days after the Board meeting Vince Sellen reported that the LDS church has agreed to move their garbage container so that it isn't just a few feet away from the units that face the parking lot. The noise at 5 a.m. on garbage collection days has been an ongoing problem.

Ed Mazur said that the area along the fence behind 1810 and 1812 needs bark behind the units. About fifty feet were never barked.

Several people mentioned that a number of plants in the common areas are dying or have died.
Ed Mazur asked what process was in place to control our expenditures.

Reminders

· It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.

· The minutes can also be found at http://cedarspringshoa.blogspot.com.

Next Board Meeting will be July 10 at 7:00 p.m. at the Lapworths' house.

Respectfully submitted,
Susan Miller

Board Minutes - May 1, 2006

Board Meeting Minutes
Cedar Springs Homeowners’ Association
May 1, 2006

Present were Board members Don Lapworth, Barbara McClendon, Kippy Strandberg, Susan Miller, and Art Shotwell. Guests attending were Vince Sellen, Art Cawrse, and Ed Mazur.

President’s Report

1. The repair work on 39th Court was completed last week, and everyone is pleased with the results. A large landscaping rock was added at the corner where people used to drive over the grass.
2. Don Lapworth has called Randy Pepper to have him trim the willows overhanging some residences. Randy is the tree surgeon from Pepper’s Nursery.
3. Kippy Strandberg has indicated that she would prefer to be teamed with husband Nels Senior and act as Landscape Coordinator instead of Vice President. Don Lapworth has asked Barbara McLendon to be our Vice President and she has cheerfully accepted. Our new landscaping company (see below) has been advised that Kippy is our contact for landscape maintenance.
4. The Board voted to approve the officers and assignments as follows:
   Don Lapworth, President
   Barbara McClendon, Vice President
   Susan Miller, Secretary
   Art Shotwell, Treasurer
   Kippy Strandberg, Landscape Coordinator
   

Minutes of the April 18, 2006 board meeting were read and approved.

Treasurer’s Report

1. We have around $40,000 in our reserve account, around $4000 in our insurance account, and around $3000 in the operating account.
2. While a few homeowners are behind in paying their monthly fee, no one is over two months in arrears.

Landscape Representative’s Report

Most of the homeowners have not been pleased with the landscaping maintenance done by Garners Northwest. The Board has received more complaints about the appearance of the lawn and the plants than any other subject. Art Cawrse has discussed our needs with several other landscaping services and has received three bids. Based on the reputations of the companies and the prices listed in their bids, Art recommended Simply Yards. After discussion, the Board voted to accept Art’s recommendation. Total Home Services was judged to be too expensive, and Garners was judged unacceptable because of the quality of their work so far. It was proposed that we try Simply Yards for one year to see how they do. The motion was carried. Don Lapworth will call the owner of Simply Yards to set up a maintenance schedule.

New Business

1. The attorney who looked over our CC&R revisions and put them into legal language has sent the Board a copy. Next Monday evening, May 8, the committee working on the revision will meet to review the copy and make any changes needed. After the attorney checks over the final set of modifications, the revised document will be made available to the homeowners for their review. There will be a subsequent meeting of all the homeowners to vote upon the revised CC&Rs. Because the document is long, Vince Sellen will draw up a summary page of the house rules to distribute to all homeowners.
2. Susan Miller will talk with our insurance company about their earthquake coverage to get clear on what they will and won’t cover in case of an earthquake. She will invite a representative from the company to the next Board meeting to answer questions. When we have a clear understanding of the pros, cons, and costs, we will distribute a summary to the homeowners, who will then vote whether or not to add earthquake insurance to our coverage.
3. Our association has a repainting plan for each unit based on a seven-year cycle starting in 2007. Don Lapworth distributed a document listing occupancy dates of all the units for planning purposes. Don has received bids from three different companies for repainting the units on the proposed schedule. Next year we are due to begin repainting the four units that were occupied in 2000. In 2007, we will likely spend around $18,000 to repaint units; after that it will cost about $13,500 per year to do three double unit buildings each year through 2011, when two units will be done.
4. Vince Sellen went to the Planning Commission meeting where the LDS Church expansion project was discussed. He said that most of the concerns expressed in the letter he sent to them were not directly related to their project, but they did acknowledge the letter and have said they will direct the shed runoff water to their ditch instead of onto our fence. They declined to install low cement barriers to deter drag racing and noisy cars screeching their wheels in the middle of the night, saying that it would be too expensive.
5. In regard to replacing dead plants, the Board suggests that homeowners first replace the plants at their own expense and then ask the Board for up to $100 reimbursement per year per unit as previously approved by the Board. Please keep the receipts for the plants to give to the Board. Kippy Strandberg will coordinate all landscaping matters.
6. It is requested that if homeowners have questions or concerns, they put them in writing and send them to the Board. If the matter is urgent, please indicate that it is, and indicate a date by when a response is needed. Someone from the Board will respond.

Next Board Meeting will be June 5 at 7:00 p.m. at the Lapworths’ house.

Respectfully submitted,
Susan Miller

The minutes can also be found at http://cedarspringshoa.blogspot.com/

Annual Meeting Minutes - March 30, 2006

Cedar Springs Home Owners Association
Minutes from the 2006 Annual Meeting

The annual meeting was held at the Anacortes Public Library on March 30th at 7 pm.

Present:

Mark Eakin
Rebecca Flint
Eleanor Eakin
Susan Miller
Malcolm McLendon
Paul Davallou
Barbara McLendon
Art Cawrse
Ruth Mazur
Marilyn Cawrse
Ed Mazur
Claire Hogg
Nels Strandberg, Sr
Jan Berry
Kippy Strandberg
Art Shotwell
Anita Dale
Lexie Lamborn
Clara Swiatkowski
Melissa Pratt
Stephen Swiatkwski
Vince Sellen
Don Lapworth
Stephanie
Joyce Lapworth

I. The meeting was called to order and the board members were introduced.

II. Report from Officers:

President

Vince Sellen presented an overview of the past year with a recap of repairs done and he reviewed some of the information presented at the board meetings about pest control and insurance coverage. He stated that the CC&Rs are at an attorney for a final review before we adopt the revised version as our bylaws. The attorney will be finished with them in the next couple of weeks, but there is no date specified for their return. Vince also mentioned that the Board was considering adding earthquake insurance to our community policy, taking bids from other landscaping services, and that the LDS church had proposed putting an addition onto the south side of their building. He also reminded us that the number of units that are rented out in Cedar Springs is 4 and that is one more than the CC&Rs allow for. No other owners should consider renting out their units.

Vice President

Don Lapworth briefed the attendees on the plan to resurface 39th Court. The date for that work will be posted to allow residents of 39th Court to park their cars elsewhere. He talked about some wetland tree issues and suggested that we look again to see if there are any trees that need to be removed. He suggested Andy Burrows of Crystal Clear to clean windows (phone – 293-5623). He quoted a price of $30 per unit, not including the skylight. Don also suggested that there be a homeowner from 39th Court on the next board to represent the residents on that side of the community.

Landscaping Representative

Art Cawrse reported that the remainder of the stuck valves and leaks will be given to the lawn service company to repair this spring. Broken sprinklers and flooding was reported between the Strandbergs and Flint units. A French drain was installed on the hill on the west side of Cedar Springs Ln to improve drainage there. Bark for the planter beds will be added again in the fall. Art will look into getting bark for some spots that are bare of bark sooner than the fall. Fruit trees were not pruned at the appropriate time, but should be pruned soon. It was suggested that we have a master gardner come and assess our landscape. It was mentioned that rats have been seen and have infested at least one unit. Rats feed on dog droppings so all owners with dogs are reminded to clean up after their pets to avoid attracting rats and other vermin.

Treasurer

Art Shotwell stated that our accountant pays the bills monthly on the same day. He reviewed the annual budget broken down by how each unit pays dues and by how the association received and allocated funds. The board will be working out a budget to accommodate the impending painting of the older units’ exteriors. Art briefed us that the addition of earthquake insurance will cause the dues to increase by $10 a month. More information on the earthquake policy will be sent out before the next meeting.

Secretary

Melissa Pratt discussed the manner in which the minutes were distributed, and briefly described what documents were on file with her.

III. New Business

Simply Yards made an assessment of the condition of our landscape when placing their bid to provide our lawn service. They would charge us $23,000 to fix specific problem areas, spread over a two year period along with their monthly fees. The Board suggested either making a special assessment or raising the dues to cover the cost if the contract with Simply Yards is accepted.

People were nominated to serve on the Board in the upcoming year at the meeting. The five people that were nominated will appear on a ballot that will be sent out shortly. Once the Board members are elected, the Board members decide upon positions for the five members.

Barbara McLendon moved that a rule be passed that required all complaints to the Board be issued in writing. Don Lapworth seconded and all present were in favor. If you have a complaint to make to the Board, please mail it in writing to the same address that you send your homeowners’ dues to. (P.O. Box 1723 Anacortes WA 98221)

Wetland preservation is a concern for all homeowners. The Board has consulted with the city parks representative and we have been directed to remove all invasive plant varieties but not clear cut the area. Garner’s Northwest has been asked to perform work in the wetlands in this manner.

Clipboards have been placed on each mailbox structure. They are for Board members to post information and for homeowners to list landscaping or other issues that may have come up.

Respectfully Submitted,
Melissa Pratt

Board Minutes - Mar 23, 2006

Cedar Springs Home Owners Assn.
Board Meeting Minutes

Thursday, 6 PM March 23rd, 2006
Location- 1802 Cedar Springs Lane

Presiding - Vince Sellen, President
Also Present: Don Lapworth, Art Shotwell & Art Cawrse

Items of Discussion & Action:

1. Don Lapworth and Vince Sellen met with Randy Pepper this day to assess the threatening overhanging branches to the Units on the West side of Cedar Springs creek. There was some damage to the back porch railing of 1811 CS Lane this winter from fallen willow branches. Pepper recommended that he shorten some willows to about 20 feet to maintain a visual screen and bird habitat. Randy has done similar work for CS on the other side of the creek. He was asked to schedule the work, provide an estimate and advise Don Lapworth of the dates.
2. Vince discussed items for the Agenda for the Annual Home Owners Meeting on March 30th. Vince will prepare and post that Agenda at the Bulletin clipboards.
3. Don Lapworth presented a proposed change to the By Laws that would allow Home Owners to add/ replace a tree or shrub at a total cost of less than $100. Board approved this change with the proviso that it be limited to once a year and done with prior Board approval.
4. The Board discussed sending a letter to 1819 CS Lane reminding the Owner of both City and CS restrictions control of dogs. Board approved sending of letter and requested that possible prior notices be determined for reference in the letter.
5. The need for a Cedar Springs Home Owners Assn. Letterhead was discussed and approved. Vince will take a Digital photo of the sign at the entry for a logo and Don Lapworth will have How It Works prepare a colored master that can be color copied as necessary for official correspondence.
6. Rework of the CC&Rs was discussed. It was concluded that our initial review was complete and that it was time to engage a lawyer Allen Souders, with whom a Board member had previous CC&R experience, to prepare a draft in five (5) copies for Board review and comment. Draft will delete references to declarant Actions, hot tubs, enclosed rooms for decks, assigned parking places, general organgization and other references that the Board has identified in their review. Don Lapworth will arrange Allen Souders to begin work to produce such a draft for board review.
7. Art Shotwell gave a Financial Report, attached, and identified two Home Owners who are 3 months or more arrears in their Maintenance Dues. The Board will start charging Late Fees of $10 per month as of May 1st for accounts 3 months or more delinquent.
8. Vince and Art Cawrse will update our definition of contractor landscaping duties for possible additional bids in the coming months

Respectfully prepared and submitted,
Don Lapworth

Notice of Annual Meeting

Cedar Springs Home Owners Association

Annual Meeting of all Homeowners
Thursday, March 30th at 7 PM
Anacortes Library Meeting Room

Tentative Agenda:

1. President's Report
2. Vice-President's Report
3. Treasurer's Report
4. Landscpape Coordinator's Report
5. Nomination & Election of Board Members
6. CC&R Amendment: Elective Landscaping Improvement
7. Earthquake Insurance
8. Any other concerns from homeowners

Board Minutes - Feb. 23, 2006

MINUTES Board Meeting of Cedar Springs Home Owners 23 Feb 2006

Present were: Don Lapworth, Art Shotwell, Art Cawrse, Jan Berry, Eloise Brookman

Vice President's Report

1. Storm damage to 1811 Cedar Springs Ln repaired and bill to be submitted to HOA.
2. Tree topping at 1807, 1813 and 1815 Cedar Springs Ln will be addressed at a 21 March meeting between Vince Sellen and Randy Pepper.
3. Asphalt Quality Sealers will reseal, patch and stripe all of 39th Court (HOA owned roadway) for $3951. A motion to do the work was approved and will be scheduled when the weather improves.
4. A street light on H Ave at 39th Ct is burnt out and Don Lapworth will contact Puget Sound Energy with the light number.
5. The loose boards on the fence behind 1810 Cedar Springs Ln will be repaired the next time Adam Schmidt is called out by the HOA.

Treasurer's Report

1. A motion was passed to bill owners a $10 late fee per month for payments more than two (2) months delinquent. This policy will go into effect on 01 May 2006.

Landscape Representative's Report

1. A bid was presented to install a french drainage system behind 1806 Cedar Springs Ln to resolve water drainage problems there. Robert Lovins was approved to install the system for $1250 plus tax.
2. Art Cawrse will oversee Garner's efforts in clearing out the stream bed this spring.
3. Art Cawrse will work with Rod to locate leaks and control valves.
4. Art Cawrse will coordinate with Susan Miller to select trees to plant along the fence behind 1810 Cedar Springs Ln.

Next Meeting Date

1. The annual Home Owners' Meeting will be held on March 30th at the Anacortes Public Library. It will be at 7 PM. We will be looking for people to volunteer to serve as board members for the upcoming year.

Respectfully Submitted,
Melissa Pratt

Board Minutes - Jan 24, 2006

Minutes Board Meeting of Cedar Springs Home Owners 24 Jan 2006

Present were: Vince Sellen, Art Shotwell. Don Lapworth, Art Cawrse, and Melissa Pratt

President’s Report

1. Storm damage to 1811 CS Ln to be repaired for approximately $100. Strong wind blew a tree over onto the porch, tearing off the railing. Potential tree problems will be address by cutting back trees near 1807, 1813 and 1815 CS Ln.
2. The water drainage problem behind 1806-1812 CS Ln will be fixed by installing drain pipes below the surface of the lawn. This will be contracted out. Vince Sellen moved and Art Shotwell seconded for Art Cawrse to arrange for the work to be done.
3. The roof of the LDS church's shed was draining on our fence and causing some damage. Vince Sellen was able to talk to some engineers and the drainage will be rerouted to avoid our fence.
4. Vince Sellen and Art Cawrse met with John Lunsford, the Parks and Forestland manager, about proper maintenance of the wetlands. Some owners have expressed concern that we care for this area appropriately. Thus far, all work on the wetlands has been with the recommendation of Mr. Lunsford. Garner's will be clearing some of the invasive plants and introducing some native plants to further enhance this area and maintain it as a wilderness area.
5. With the ground cover at a minimum in the winter months, Don Lapworth will look into mapping out any problem areas with the irrigation system so they can be fixed before the summer.
6. We have asked Chuck Boyd to put some plants in as a barrier to the eyesore below the fence behind 1802-1804 CS Ln and have not heard back from him.
7. The dog park is not yet completely funded and work on it is not expected to start soon.
8. Owners are reminded that leaving a food source on the ground near your unit may invite pests to invade your house. This time of year rats and mice are looking for shelter and can be attracted to bird seed and other food sources. Garner's will be taking care of any mole problems.
9. Local contractors who have proven reliable are Randy Pepper for work on trees (tel number 293-2213) and Adam Schmidt for carpentry (tel number 661-7091). As always, outside work will for the most part be taken care of by the HOA whereas inside work is left to the homeowner.

Vice President's Report

1. Don Lapworth will get an estimate to seal 39th Court. It is a private road and therefore our responsibility to maintain. Asphalt Quality Sealers will be available to issue an estimate on cost after 01 February.

Treasurer's Report

1. Art Shotwell brought up postponing re-bidding the landscaping contract until the expenses for resealing 39th court, repairing the irrigation system, and fixing the drainage issues are determined. The rest of the Board agreed to maintain the current landscaping service until spring maintenance expenses are paid.
2. No homeowners are in arrears for dues.

The next Board meeting will be on the 23rd of February at 7 pm. It will be held at the Lapworth's house.

The annual homeowner's meeting will be held on the 20th of March at 7pm. The meeting will be in the Anacortes Library meeting room. Notices will be mailed out closer to the meeting date. Three Board members have indicated that they will not be available to be on the Board next year and will need to be replaced.

Respectfully Submitted,
Melissa Pratt