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