CEDAR SPRINGS HOME OWNERS ASSOCIATION
BOARD MINUTES
September 24, 2007
Called to order at 7PM. Location 1910 Cedar Springs Lane. Officers present; Vince Sellen, Alex Taylor, Art Shotwell, Rebecca Flint. Kippy Strandberg absent. Member present was Jan Berry.
Minutes were approved as printed.
President’s Report: Pres. Sellen attended a meeting in Bellingham regarding issues of concern to community associations. Handouts from the meeting regarding; CC&R’s, insurance coverage, managing budgets, financial record keeping, annual accounts, home owners rights and responsibilities, as well as reserve studies were shared with the members.
President Sellen and Vice President Taylor will be working on the review and updating of the Bylaws and House Rules. These will be presented at our Annual Meeting in February 2008. A legal review may be necessary.
The Cedar Springs Home Owners Association is in need of a volunteer secretary. Please contact the President if you are interested.
Vice President Taylor’s Report: Various external mechanical problems have occurred. These include a broken water pipe, a broken underground electrical service. The Homeowners Association has paid for these.
The sprinkler system has been turned off for the Fall and Winter.
Treasurer’s Report: The current status of all our accounts was given and accepted by the Board. It was also noted that a number of home owners were delinquent in their monthly assessments. They will be contacted. Reserves and other accounts have not yet recovered from the landscaping improvements. The Landscape Coordinator will be contacted to verify that Simply Yards has completed their work before the final payment is released.
New Business: As both the President and Vice President will be away in March of 2008 the Annual Meeting will be held in February 2008.
Our usual service has been contacted to clean gutters after the middle of October. One home owner has indicated a leak in a seam of his gutters. This will be repaired.
Meeting adjourned 8:30PM Respectfully submitted Alex Taylor.
Next Board meeting October 16 at 1802 Cedar Springs Lane.
Thursday, October 18, 2007
Monday, September 24, 2007
September Board meeting set
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
September 24, 2007 @ 7 PM
1910 Cedar Springs Lane
Call to order
Reading of the minuets of the previous meeting
President’s Report
Update on changes/problems within HOA
Work on Bylaws (house rules)
Community Association Institute meeting
Insurance
Legal (Need for professional review)
Secretary?
Vice President’s Report
Treasurer’s Report
Final bill from Simply yards (from project)
Landscape Coordinator
New Business
Annual Meeting Discussion
Gutter cleaning
Good of the Order
September 24, 2007 @ 7 PM
1910 Cedar Springs Lane
Call to order
Reading of the minuets of the previous meeting
President’s Report
Update on changes/problems within HOA
Work on Bylaws (house rules)
Community Association Institute meeting
Insurance
Legal (Need for professional review)
Secretary?
Vice President’s Report
Treasurer’s Report
Final bill from Simply yards (from project)
Landscape Coordinator
New Business
Annual Meeting Discussion
Gutter cleaning
Good of the Order
Thursday, June 21, 2007
Board Minutes - June 11, 2007
Minutes for the June 11th, 2007 Board Meeting
1907 Cedar Springs Lane
Meeting called to order at 7 P.M.
All Board Members present and Guest Jan Berry.
Minutes of May 4, 2007 Approved.
President’s Report
Vince Sellen reported that the banking signatures at Whitbey Bank are in place.
The Anacortes Fire and Police departments were contacted and stated that putting locks on outside main electrical boxes was not a good idea as this may slow emergency entrance into a burning structure and there have been no reported incidents of interference with the boxes.
The city reports that the Ace of Hearts dog park will open in the fall and that the project has benefited from lots of free dirt. Trees will be planted this fall and a gravel parking area will be in place. It may be 2 years before the baseball component can be finished.
Treasurer’s Report
Art Shotwell reported that some member’s were showing up as delinquent with their assessment when in fact they were current. Furin ^ Company, our accountants, will be asked for more accurate reporting. The Board should have this for our next meeting.
Landscape Coordinator
Kippy Strandberg reported that a list of the plants to be replaced at no cost to the HOA was given to Simply Yards. This was a list of plants that died during the landscaping process. An additional list included plants killed by winter frost that would be planted by Simply Yards and paid for by the HOA. The cost of this phase will be presented to the Board and will proceed if our financial situation permits.
Sprinkler Report
Alex Taylor reported that the control wiring on the system for the lawn behind 1909, 1907, 1903 and 1901 was broken and that a new control box has been installed as repairs would have been too expensive. Estimated cost is $300.
The burm at the top of Cedar Springs Lane is in need or more watering and Strandberg Construction will be contacted for information.
Our annual, required irrigation backflow testing will occur this month as required by the city.
Good of the Order
When homeowners leave for extended periods of time they should turn off the units water supply.
See attached bird feeder warning.
Respectfully submitted, Alex Taylor.
1907 Cedar Springs Lane
Meeting called to order at 7 P.M.
All Board Members present and Guest Jan Berry.
Minutes of May 4, 2007 Approved.
President’s Report
Vince Sellen reported that the banking signatures at Whitbey Bank are in place.
The Anacortes Fire and Police departments were contacted and stated that putting locks on outside main electrical boxes was not a good idea as this may slow emergency entrance into a burning structure and there have been no reported incidents of interference with the boxes.
The city reports that the Ace of Hearts dog park will open in the fall and that the project has benefited from lots of free dirt. Trees will be planted this fall and a gravel parking area will be in place. It may be 2 years before the baseball component can be finished.
Treasurer’s Report
Art Shotwell reported that some member’s were showing up as delinquent with their assessment when in fact they were current. Furin ^ Company, our accountants, will be asked for more accurate reporting. The Board should have this for our next meeting.
Landscape Coordinator
Kippy Strandberg reported that a list of the plants to be replaced at no cost to the HOA was given to Simply Yards. This was a list of plants that died during the landscaping process. An additional list included plants killed by winter frost that would be planted by Simply Yards and paid for by the HOA. The cost of this phase will be presented to the Board and will proceed if our financial situation permits.
Sprinkler Report
Alex Taylor reported that the control wiring on the system for the lawn behind 1909, 1907, 1903 and 1901 was broken and that a new control box has been installed as repairs would have been too expensive. Estimated cost is $300.
The burm at the top of Cedar Springs Lane is in need or more watering and Strandberg Construction will be contacted for information.
Our annual, required irrigation backflow testing will occur this month as required by the city.
Good of the Order
When homeowners leave for extended periods of time they should turn off the units water supply.
See attached bird feeder warning.
Respectfully submitted, Alex Taylor.
Monday, May 21, 2007
Board Minutes - May 14, 2007
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
Board Meeting May 14, 2007
Meeting called to order at 7:00 PM at Rebecca Flint’s home.
All officers present. Guests present; Susan Miller, Jan Berry, Donna Lapworth, and Paula Dinnel.
President’s Report:
Banking Signatures: It was moved and seconded to approve the following motion; “To have existing banking signatures at Whidbey Bank replaced by those of Art Shotwell, Vince Sellen, Alex Taylor, and the appropriate staff from Furin and Company.”
President Vince Sellen reported on the Condominium Association meeting in Bellevue.
Treasurer
Art Shotwell reported that 6 owners were one month in arrears for April and 14 for May. He mentioned that payments are due by the 5th of the month. The president and treasurer will call people to make sure these assessments are paid.
The Treasurer’s report is attached.
Landscape Coordinator
Kippy Strandberg gave the landscape report on the work done by Simply Yards (See attached).
Simply Yards has proposed an annual fee increase of $1,020.80 ($3.29 per unit per month) to take effect 5/15/2007. After reviewing the proposal it was moved and seconded to approve.
Discussion
The proposed rental change (from General Meeting) will be revisited and clarified in such a manner that there should be no misunderstanding of the intent of the proposal.
Alex Taylor will call Simply Yards to get the sprinklers turned on and regulated.
Don Lapworth, Past President, and Susan Miller, Past Secretary, were thanked and given a gift for their fine service to the Cedar Springs Homeowners Association.
Meeting adjourned at 8:30 PM.
Board Meeting May 14, 2007
Meeting called to order at 7:00 PM at Rebecca Flint’s home.
All officers present. Guests present; Susan Miller, Jan Berry, Donna Lapworth, and Paula Dinnel.
President’s Report:
Banking Signatures: It was moved and seconded to approve the following motion; “To have existing banking signatures at Whidbey Bank replaced by those of Art Shotwell, Vince Sellen, Alex Taylor, and the appropriate staff from Furin and Company.”
President Vince Sellen reported on the Condominium Association meeting in Bellevue.
Treasurer
Art Shotwell reported that 6 owners were one month in arrears for April and 14 for May. He mentioned that payments are due by the 5th of the month. The president and treasurer will call people to make sure these assessments are paid.
The Treasurer’s report is attached.
Landscape Coordinator
Kippy Strandberg gave the landscape report on the work done by Simply Yards (See attached).
Simply Yards has proposed an annual fee increase of $1,020.80 ($3.29 per unit per month) to take effect 5/15/2007. After reviewing the proposal it was moved and seconded to approve.
Discussion
The proposed rental change (from General Meeting) will be revisited and clarified in such a manner that there should be no misunderstanding of the intent of the proposal.
Alex Taylor will call Simply Yards to get the sprinklers turned on and regulated.
Don Lapworth, Past President, and Susan Miller, Past Secretary, were thanked and given a gift for their fine service to the Cedar Springs Homeowners Association.
Meeting adjourned at 8:30 PM.
Monday, April 23, 2007
Board Minutes - April 9, 2007
Cedar Springs Homeowner’s Association
Board Meeting
April 9, 2007
Minutes
Board Members Present: Vince Sellen, Rebecca Flint, Kippy Strandberg, Art Shotwell, Alex Taylor
Guests: Susan Miller, Jan Berry, Lexie Lamborn
Call to Order:
The meeting called to order by Alex Taylor at 7:04 p.m. at Vince Sellen’s home.
Election of President and selection of other positions:
Vince Sellen was elected President
Vince appointed the following: Alex Taylor as Vice President, Kippy Strandberg as Grounds Coordinator, Art Shotwell as Treasurer. Jean Thomas may be available as Secretary after June 2007.
Discussion of March General Meeting which was held on March 24, 2007:
a. Amendment to CC&Rs
There was concern about the wording of the proposed change about not allowing rentals after the current units used as rentals are sold. The 24 ballots were 16 for, 6 opposed and 2 abstentions.
The Board plans to re-draft the proposal and include house rules and procedures to clarify the proposed amendment. For instance: house sitting would be okay, renting a room in the unit would be okay.
Issue of Secretary Duties:
Jean Thomas has volunteered to serve as Secretary for the Board but she isn’t available until June or July.
The Board felt that the current system of individual members responding to phone calls was working okay. The written requests for landscape problems is working well according to Kippy.
Additional secretarial duties can be performed by Lexie Lamborn at $25 per hour but only if assigned by the President.
Vince will check with Whidbey Island Bank about revising the signature cards. Vince, Alex and Art will be listed for the Board and there will be someone from
Furin & Associates.
Landscaping Report from Kippy:
CEDAR SPRINGS GROUNDS IMPROVEMENT REPORT as of 4/9/07
Finished:
1. Drainage problems around condos 1909, 1903, 1814, and 1819 have been completed.
2. Plants close to condos 1901, 1903, 1907, and 1804 on the Lane side have been moved.
3. The lawn at the entrance of the court area and across the street from condo 1811 has been replaced and the soil was amended.
4. Drain box completed.
5. As-built plans for the sprinkler system are completed.
Not Finished:
1. Rhododendron on the side of 1801 will be moved forward from the side of the house.
2. Sod will be laid down behind condo1811 and on the side of 1813.
3. Tree behind 1902 will be staked.
4. Tree will be moved in front of condo 1802 by the yellow fire hydrant on the semi circle driveway.
5. A shade tree behind condo 1808 will be selected and purchased by Jan Berry. The Board must OK the tree choice.
6. Two sick trees behind condo 1811 will be removed.
7. Dead branches around the pond area will be collected and removed to the back of the wetlands property.
8. Javier will demonstrate how the sprinkler system works to Alex Taylor.
Maintenance and Landscaping Problems:
Kippy reported that any one having problems with landscaping will need to fill out a work order with her. The work order will be brought to a Board meeting for approval and then the work order will be given to the appropriate vendor.
Vince reported that any maintenance needs will also need to be reported on a work order with him and that Board approval will be needed before a vendor is selected.
The Board would like to group projects for cost savings. Call Vince at 588-8986 if you are having problems with your gutters so we can determine the scope of current gutter problems.
Work Orders are available from Vince and Kippy.
Bylaw Development:
There was a discussion about the need for both Bylaws and House Rules. Vince will review and report back to the Board. Vince will be attending a program sponsored by the Washington State Chapter Community Associations Institute on April 12th and will report back if they cover this issue.
Other Business:
The Board is concerned about an owner unable to pay the full monthly assessment. Vince and Art will discuss and review with the owner.
NEXT BOARD MEETING SCHEDULED FOR MONDAY, MAY 14 at 7 p.m. at 1802
Respectfully submitted by Lexie Lamborn
4/12/07
Board Meeting
April 9, 2007
Minutes
Board Members Present: Vince Sellen, Rebecca Flint, Kippy Strandberg, Art Shotwell, Alex Taylor
Guests: Susan Miller, Jan Berry, Lexie Lamborn
Call to Order:
The meeting called to order by Alex Taylor at 7:04 p.m. at Vince Sellen’s home.
Election of President and selection of other positions:
Vince Sellen was elected President
Vince appointed the following: Alex Taylor as Vice President, Kippy Strandberg as Grounds Coordinator, Art Shotwell as Treasurer. Jean Thomas may be available as Secretary after June 2007.
Discussion of March General Meeting which was held on March 24, 2007:
a. Amendment to CC&Rs
There was concern about the wording of the proposed change about not allowing rentals after the current units used as rentals are sold. The 24 ballots were 16 for, 6 opposed and 2 abstentions.
The Board plans to re-draft the proposal and include house rules and procedures to clarify the proposed amendment. For instance: house sitting would be okay, renting a room in the unit would be okay.
Issue of Secretary Duties:
Jean Thomas has volunteered to serve as Secretary for the Board but she isn’t available until June or July.
The Board felt that the current system of individual members responding to phone calls was working okay. The written requests for landscape problems is working well according to Kippy.
Additional secretarial duties can be performed by Lexie Lamborn at $25 per hour but only if assigned by the President.
Vince will check with Whidbey Island Bank about revising the signature cards. Vince, Alex and Art will be listed for the Board and there will be someone from
Furin & Associates.
Landscaping Report from Kippy:
CEDAR SPRINGS GROUNDS IMPROVEMENT REPORT as of 4/9/07
Finished:
1. Drainage problems around condos 1909, 1903, 1814, and 1819 have been completed.
2. Plants close to condos 1901, 1903, 1907, and 1804 on the Lane side have been moved.
3. The lawn at the entrance of the court area and across the street from condo 1811 has been replaced and the soil was amended.
4. Drain box completed.
5. As-built plans for the sprinkler system are completed.
Not Finished:
1. Rhododendron on the side of 1801 will be moved forward from the side of the house.
2. Sod will be laid down behind condo1811 and on the side of 1813.
3. Tree behind 1902 will be staked.
4. Tree will be moved in front of condo 1802 by the yellow fire hydrant on the semi circle driveway.
5. A shade tree behind condo 1808 will be selected and purchased by Jan Berry. The Board must OK the tree choice.
6. Two sick trees behind condo 1811 will be removed.
7. Dead branches around the pond area will be collected and removed to the back of the wetlands property.
8. Javier will demonstrate how the sprinkler system works to Alex Taylor.
Maintenance and Landscaping Problems:
Kippy reported that any one having problems with landscaping will need to fill out a work order with her. The work order will be brought to a Board meeting for approval and then the work order will be given to the appropriate vendor.
Vince reported that any maintenance needs will also need to be reported on a work order with him and that Board approval will be needed before a vendor is selected.
The Board would like to group projects for cost savings. Call Vince at 588-8986 if you are having problems with your gutters so we can determine the scope of current gutter problems.
Work Orders are available from Vince and Kippy.
Bylaw Development:
There was a discussion about the need for both Bylaws and House Rules. Vince will review and report back to the Board. Vince will be attending a program sponsored by the Washington State Chapter Community Associations Institute on April 12th and will report back if they cover this issue.
Other Business:
The Board is concerned about an owner unable to pay the full monthly assessment. Vince and Art will discuss and review with the owner.
NEXT BOARD MEETING SCHEDULED FOR MONDAY, MAY 14 at 7 p.m. at 1802
Respectfully submitted by Lexie Lamborn
4/12/07
Monday, March 26, 2007
Annual Meeting minutes March 24, 2007
Cedar Springs Homeowners’ Association Annual Meeting
March 24, 2007
Presiding were Board members Don Lapworth, Susan Miller, Alex Taylor, and Art Shotwell. The meeting was called to order at 10:03 a.m. in the large meeting room of the
Anacortes Library.
1. Introduction of new homeowners
Don Lapworth introduced Don and Naomi Hanson, the new owners of 1806 Cedar Springs Lane. The new owners of 1812 Cedar Springs Lane were not at the meeting.
2. President’s Report
Don Lapworth summarized the projects the board undertook during this past year:
• CC&R revision and distribution
• House Rules revision and distribution
• Research and communication regarding earthquake insurance
• Cleanup of windstorm damage
• Defining landscaping and irrigation needs, working with Simply Yards, presenting proposal to the homeowners, authorizing the project, and supervising the project while the workers were here.
• Rat extermination
• Fence repair
• Cleaning and leveling of some gutters
• Consideration of re-lighting the sign at the entrance (too expensive)
• Revision of the by-laws (still in process)
• Encouragement of automatic dues payment
In addition to the above projects, the board also took care of regular business, which included responding to homeowners’ questions, finding contractors and working with them to do the above projects, writing and distributing important communications to homeowners, keeping close watch on the association’s finances, and many other odd jobs. Don Lapworth thanked the board members for their service to the association this past year.
3. Treasurer’s Report
Art Shotwell reported that we will have our accounts audited after April 15 because it will be less expensive when the accountants don’t have tax deadlines to deal with.
We have a total of $21,000 in our combined account balances. Major expenses this past year included:
$27,400 for regular landscape maintenance
$ 5,000 for repairs
$ 4,000 for attorney fees
Everyone has paid the special assessment for the landscaping project.
Homeowners are urged to use automatic bank payments of their homeowners’ dues so as not to forget the monthly payment.
4. Landscaping Questions
Two homeowners had questions about the landscaping work. They were asked to direct their questions to Kippy Strandberg.
5. Proposed Amendment to the CC&Rs regarding rental of units
There was extensive discussion of the pros and cons of having rental units in our association. Several people didn’t understand the legal language of the amendment and questioned what it actually meant. One asked if the amendment could be altered to allow a limited number of rentals. Art Shotwell suggested that if there were aspects of the amendment that people wanted more information on or wanted to change, that they vote no for this iteration.
6. Election of 2007 to 2008 board members
It was proposed that the board be composed of the following members: Alex Taylor, Art Shotwell, Vince Sellen, Kippy Strandberg, and Jean Thomas, with Rebecca Flint as a member-at-large. Those in attendance unanimously approved.
The meeting was adjourned at 11:23.
Respectfully submitted,
Susan Miller
March 24, 2007
Presiding were Board members Don Lapworth, Susan Miller, Alex Taylor, and Art Shotwell. The meeting was called to order at 10:03 a.m. in the large meeting room of the
Anacortes Library.
1. Introduction of new homeowners
Don Lapworth introduced Don and Naomi Hanson, the new owners of 1806 Cedar Springs Lane. The new owners of 1812 Cedar Springs Lane were not at the meeting.
2. President’s Report
Don Lapworth summarized the projects the board undertook during this past year:
• CC&R revision and distribution
• House Rules revision and distribution
• Research and communication regarding earthquake insurance
• Cleanup of windstorm damage
• Defining landscaping and irrigation needs, working with Simply Yards, presenting proposal to the homeowners, authorizing the project, and supervising the project while the workers were here.
• Rat extermination
• Fence repair
• Cleaning and leveling of some gutters
• Consideration of re-lighting the sign at the entrance (too expensive)
• Revision of the by-laws (still in process)
• Encouragement of automatic dues payment
In addition to the above projects, the board also took care of regular business, which included responding to homeowners’ questions, finding contractors and working with them to do the above projects, writing and distributing important communications to homeowners, keeping close watch on the association’s finances, and many other odd jobs. Don Lapworth thanked the board members for their service to the association this past year.
3. Treasurer’s Report
Art Shotwell reported that we will have our accounts audited after April 15 because it will be less expensive when the accountants don’t have tax deadlines to deal with.
We have a total of $21,000 in our combined account balances. Major expenses this past year included:
$27,400 for regular landscape maintenance
$ 5,000 for repairs
$ 4,000 for attorney fees
Everyone has paid the special assessment for the landscaping project.
Homeowners are urged to use automatic bank payments of their homeowners’ dues so as not to forget the monthly payment.
4. Landscaping Questions
Two homeowners had questions about the landscaping work. They were asked to direct their questions to Kippy Strandberg.
5. Proposed Amendment to the CC&Rs regarding rental of units
There was extensive discussion of the pros and cons of having rental units in our association. Several people didn’t understand the legal language of the amendment and questioned what it actually meant. One asked if the amendment could be altered to allow a limited number of rentals. Art Shotwell suggested that if there were aspects of the amendment that people wanted more information on or wanted to change, that they vote no for this iteration.
6. Election of 2007 to 2008 board members
It was proposed that the board be composed of the following members: Alex Taylor, Art Shotwell, Vince Sellen, Kippy Strandberg, and Jean Thomas, with Rebecca Flint as a member-at-large. Those in attendance unanimously approved.
The meeting was adjourned at 11:23.
Respectfully submitted,
Susan Miller
Thursday, March 15, 2007
Proposed revision to CC&Rs
I've posted a new proposed revision to the convenants for Cedar Springs Home Owners Association. See the link in the right hand column. Art
Monday, March 12, 2007
Annual Owners' Meeting Agenda
Agenda: Cedar Springs Home Owners Assn.
Annual Meeting for 2007
Anacortes Library Meeting Room
10 AM Sat. March 24, 2007
(1) Introduction of Officers and Guests - Don Lapworth
(2) President's Report - Don Lapworth
(3) Treasury Report - Art Shotwell
Budget for 2007
Status of Audit
(4) Landscape Improvement Program Report - Kippy Strandberg
(5) By Laws Revision Report - Alex Taylor
(6) Revision of CC&R's to Limit Unit Rentals - Don Lapworth
Discussion of Proposed Amendment - Allen Souders, Attorney
Presentation for Vote & Approval - Susan Miller
(7) Selection of Officers for 2007 - Alex Taylor
Annual Meeting for 2007
Anacortes Library Meeting Room
10 AM Sat. March 24, 2007
(1) Introduction of Officers and Guests - Don Lapworth
(2) President's Report - Don Lapworth
(3) Treasury Report - Art Shotwell
Budget for 2007
Status of Audit
(4) Landscape Improvement Program Report - Kippy Strandberg
(5) By Laws Revision Report - Alex Taylor
(6) Revision of CC&R's to Limit Unit Rentals - Don Lapworth
Discussion of Proposed Amendment - Allen Souders, Attorney
Presentation for Vote & Approval - Susan Miller
(7) Selection of Officers for 2007 - Alex Taylor
Thursday, March 08, 2007
Grounds Improvement Report
Cedar Springs Grounds Improvement Report
March 6, 2007
John Childs, Kippy Strandberg, Susan Miller, and Alex Taylor walked the grounds today to discuss the work accomplished by the Simply Yards staff and to determine what work still needs to be completed. John was very amenable to all the suggestions and requests we presented. They include the following:
1. Drainage problems will be addressed around the following units: 1909, 1903, 1910, 1814, 1808, and 1806. It is understood that some drainage problems will still exist because of omissions during the original construction.
2. Plants will be moved away from the siding of the following units: 1802 (Court), and 1901, 1903, 1907, 1909, 1801, and 1804 (Lane).
3. Dead trees behind unit 1811 (Court) will be removed.
4. The maple tree by the sidewalk near 1802 (Lane) will be removed at owners’ request and replanted behind unit 1808.
5. The cleanup around the creek will be completed. Blackberriy bushes will be removed, and branches & leaves lying on the ground will be removed in places where the area isn’t being left natural.
6. Dead branches around 1813 and 1901 will be removed.
7. The lawn will be lifted and soil will be amended at the entrance of the Court area and across the street from unit 1811.
8. Many of our escalonia bushes have been damaged or killed by the freeze. The hard freeze occurred after we signed the contract with Simply Yards, so it is not their responsibility to replace them. John Childs suggests that we give them several months to see if they grow back rather than take them out at this time. We have dozens of escalonia and will need to consider replacements in the future for the ones that have died. John suggests replacing the dead ones with a plant that is more winter resistant. This will eventually be an extra cost to the association.
9. It was decided not to put in a border separating the gravel walkway from the new soil and bark behind the units abutting the creek. Leaving the walkway level with the ground keeps the appearance more natural and less formal, which complements the appearance of the natural wetlands area.
10. More than 280 plants were added to our grounds during the project. These plants were specifically chosen for the areas they are in. They are meant not only to beautify the grounds but also to provide a buffer between the units. If you have not yet walked the grounds, please do so and notice all the new plantings. Their beauty will be especially noticeable as spring progresses. Their colors and blossoms will change with the seasons.
If you have any specific concerns about the project at this point, please call Kippy Strandberg as soon as possible so that any extra work can be done with the rest of these items.
March 6, 2007
John Childs, Kippy Strandberg, Susan Miller, and Alex Taylor walked the grounds today to discuss the work accomplished by the Simply Yards staff and to determine what work still needs to be completed. John was very amenable to all the suggestions and requests we presented. They include the following:
1. Drainage problems will be addressed around the following units: 1909, 1903, 1910, 1814, 1808, and 1806. It is understood that some drainage problems will still exist because of omissions during the original construction.
2. Plants will be moved away from the siding of the following units: 1802 (Court), and 1901, 1903, 1907, 1909, 1801, and 1804 (Lane).
3. Dead trees behind unit 1811 (Court) will be removed.
4. The maple tree by the sidewalk near 1802 (Lane) will be removed at owners’ request and replanted behind unit 1808.
5. The cleanup around the creek will be completed. Blackberriy bushes will be removed, and branches & leaves lying on the ground will be removed in places where the area isn’t being left natural.
6. Dead branches around 1813 and 1901 will be removed.
7. The lawn will be lifted and soil will be amended at the entrance of the Court area and across the street from unit 1811.
8. Many of our escalonia bushes have been damaged or killed by the freeze. The hard freeze occurred after we signed the contract with Simply Yards, so it is not their responsibility to replace them. John Childs suggests that we give them several months to see if they grow back rather than take them out at this time. We have dozens of escalonia and will need to consider replacements in the future for the ones that have died. John suggests replacing the dead ones with a plant that is more winter resistant. This will eventually be an extra cost to the association.
9. It was decided not to put in a border separating the gravel walkway from the new soil and bark behind the units abutting the creek. Leaving the walkway level with the ground keeps the appearance more natural and less formal, which complements the appearance of the natural wetlands area.
10. More than 280 plants were added to our grounds during the project. These plants were specifically chosen for the areas they are in. They are meant not only to beautify the grounds but also to provide a buffer between the units. If you have not yet walked the grounds, please do so and notice all the new plantings. Their beauty will be especially noticeable as spring progresses. Their colors and blossoms will change with the seasons.
If you have any specific concerns about the project at this point, please call Kippy Strandberg as soon as possible so that any extra work can be done with the rest of these items.
Board Minutes - March 6, 2007
Board Meeting Minutes for Cedar Springs Homeowners’ Association
March 6, 2007
Present were board members Don Lapworth, Kippy Strandberg, Alex Taylor, Susan Miller, and Art Shotwell. Jan Berry attended as a guest.
The meeting was called to order at 7:00 p.m.
Reminder to everyone: The annual homeowners meeting, required by the CC&Rs, takes place Saturday, March 24 at 10:00 a.m. at the Anacortes Public Library. Please plan to attend so that you can vote on next year’s board members and a possible change to the CC&Rs.
Issues for the homeowners meeting on March 24
1. Alex Taylor will call around to find replacements for outgoing board members. Board members who are leaving are Don Lapworth, Susan Miller, and Art Shotwell. We will vote for new board members at the homeowners meeting on the 24th.
2. There is a concern among a number of homeowners about the increasing number of rentals in our development. Board members also share these concerns. One board member who has previously lived in two townhouse/condo associations described the disastrous situations that arose in both places because of irresponsible renters. The situations were so bad that those homeowners’ associations moved to discontinue allowing rentals as soon as the units being rented out were sold. Cedar Springs board members all prefer that rentals not be allowed. The board members authorized Don Lapworth to talk to Alan Souders, our attorney, about the situation, and to have Mr. Souders draw up language for an addition to the CC&Rs that the homeowners can vote on when we have our annual meeting. The addition to the CC&Rs will propose that as soon as the current rental units are sold, no further rentals will be allowed.
Landscaping Report
1. Please see the attached document to read Kippy Strandberg’s report on the walk-through of the grounds today (March 6) with John Childs to see what work still needs to be completed.
2. During the landscaping project it became necessary to authorize a change orders for additional work and material. The board authorized change orders for $2500 for Simply Yards to do the additional work.
3. Several fences are in need of repair. One is on the Court, and another is behind 1808 and 1810 on the Lane. Jan Berry has volunteered to get the name and number of the neighbor on the other side of the fence so that the board can discuss plans for repairing the fence and paying for the repairs.
4. Richard Bergner and members of the Skagit Conservation District group will tour our development on Saturday, March 10th at 1:30, to look at what we have done to become a certified wildlife habitat. There will be 30 to 35 people coming through our area that afternoon.
Bylaws Revision
Alex Taylor and Vince Sellen are working on the revision. They will focus on how many board members are needed, what their duties are, how to ensure continuity on the board, the kinds of elections needed, and the use of Roberts Rules of Order in meetings.
Treasurer’s Report
Three homeowners are behind in the payment of their dues. Two are 60 days behind, and one is 90 days behind. Because we just wrote a large check to Simply Yards for the landscaping project, our reserves are unusually low, and it is more important than ever that we get dues payments on time. The CC&Rs stipulate that late charges be assessed for late payments, so beginning April 1st, our accounting firm will send notices to homeowners whose payments have not been received by that date, and they will charge penalties for late payment. Please be sure to get your April 1st payment (plus any payments you have missed) to Furin & Co. on time. Remember that the next payment is for $195.
Our accounts have the following amounts:
Operating account: $ 2013
Insurance account: $ 1769
Reserve account: $14,750
New business
There is still interest on the part of many homeowners in earthquake insurance. The board hasn’t put it before the homeowners just now because of the recent payments for the landscaping project. If there is sufficient interest, the board will be glad to bring the issue before the homeowners again.
The meeting was adjourned at 8:00 p.m. The next meeting will be April 3rd at the Lapworths’ home.
Reminders
Susan Miller
March 6, 2007
Present were board members Don Lapworth, Kippy Strandberg, Alex Taylor, Susan Miller, and Art Shotwell. Jan Berry attended as a guest.
The meeting was called to order at 7:00 p.m.
Reminder to everyone: The annual homeowners meeting, required by the CC&Rs, takes place Saturday, March 24 at 10:00 a.m. at the Anacortes Public Library. Please plan to attend so that you can vote on next year’s board members and a possible change to the CC&Rs.
Issues for the homeowners meeting on March 24
1. Alex Taylor will call around to find replacements for outgoing board members. Board members who are leaving are Don Lapworth, Susan Miller, and Art Shotwell. We will vote for new board members at the homeowners meeting on the 24th.
2. There is a concern among a number of homeowners about the increasing number of rentals in our development. Board members also share these concerns. One board member who has previously lived in two townhouse/condo associations described the disastrous situations that arose in both places because of irresponsible renters. The situations were so bad that those homeowners’ associations moved to discontinue allowing rentals as soon as the units being rented out were sold. Cedar Springs board members all prefer that rentals not be allowed. The board members authorized Don Lapworth to talk to Alan Souders, our attorney, about the situation, and to have Mr. Souders draw up language for an addition to the CC&Rs that the homeowners can vote on when we have our annual meeting. The addition to the CC&Rs will propose that as soon as the current rental units are sold, no further rentals will be allowed.
Landscaping Report
1. Please see the attached document to read Kippy Strandberg’s report on the walk-through of the grounds today (March 6) with John Childs to see what work still needs to be completed.
2. During the landscaping project it became necessary to authorize a change orders for additional work and material. The board authorized change orders for $2500 for Simply Yards to do the additional work.
3. Several fences are in need of repair. One is on the Court, and another is behind 1808 and 1810 on the Lane. Jan Berry has volunteered to get the name and number of the neighbor on the other side of the fence so that the board can discuss plans for repairing the fence and paying for the repairs.
4. Richard Bergner and members of the Skagit Conservation District group will tour our development on Saturday, March 10th at 1:30, to look at what we have done to become a certified wildlife habitat. There will be 30 to 35 people coming through our area that afternoon.
Bylaws Revision
Alex Taylor and Vince Sellen are working on the revision. They will focus on how many board members are needed, what their duties are, how to ensure continuity on the board, the kinds of elections needed, and the use of Roberts Rules of Order in meetings.
Treasurer’s Report
Three homeowners are behind in the payment of their dues. Two are 60 days behind, and one is 90 days behind. Because we just wrote a large check to Simply Yards for the landscaping project, our reserves are unusually low, and it is more important than ever that we get dues payments on time. The CC&Rs stipulate that late charges be assessed for late payments, so beginning April 1st, our accounting firm will send notices to homeowners whose payments have not been received by that date, and they will charge penalties for late payment. Please be sure to get your April 1st payment (plus any payments you have missed) to Furin & Co. on time. Remember that the next payment is for $195.
Our accounts have the following amounts:
Operating account: $ 2013
Insurance account: $ 1769
Reserve account: $14,750
New business
There is still interest on the part of many homeowners in earthquake insurance. The board hasn’t put it before the homeowners just now because of the recent payments for the landscaping project. If there is sufficient interest, the board will be glad to bring the issue before the homeowners again.
The meeting was adjourned at 8:00 p.m. The next meeting will be April 3rd at the Lapworths’ home.
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/
Susan Miller
Monday, February 19, 2007
Board Minutes - Feb. 6, 2007
Board Meeting Minutes for Cedar Springs Homeowners’ Association
February 6, 2007
Present were Board members Don Lapworth, Kippy Strandberg, Alec Taylor, Susan Miller, and Art Shotwell. Lexie Lamborn attended as a guest.
The meeting was called to order at 7:00 p.m.
Reminder to everyone: The annual homeowners’ meeting, required by the CC&Rs, takes place Saturday, March 24 at 10:00 a.m. at the Anacortes Public Library.
Reminder #2: Please send in your check for $200 for the landscaping project (made out to Cedar Springs Homeowners Association), by March 1. Send it c/o Furin & Co., P.O. Box 1723, Anacortes, WA 98221.
Discussion
1. A homeowner wrote to ask permission to plant two Japanese maple trees in the lawn outside the west side of their unit to provide shade on hot summer days. The owner will pay for the trees and the planting. The Board voted to give permission.
2. A homeowner wrote a letter stating that a certified home inspector said that the kind of siding we have needs repainting only every 30 years. A member of the Board had asked around about whether that was the case, and found other opinions. A product specialist at a building supply store said that eight years is the maximum time that should pass between paint jobs. Members of the Board will continue to look into the matter.
3. A homeowner requested the relocation of a drain because the current one gets covered with leaves and gets plugged up. A change order for $120 may be requested for the landscaping project.
4. Sign lighting for our Cedar Springs sign will cost $500 to rewire and $800 to install lights. Because of the cost the Board decided to postpone the work for at least a year.
5. Alec Taylor will head the rewriting of the bylaws. If you are interested in taking part in the revision, please call Alec. The subjects included in the bylaws include voting procedures, meetings, regulations, and expenditures. The Board discussed whether we need a nomination committee for the election of officers and decided that would be a good idea. Also discussed in relation to the bylaws were the frequency of Board meetings, the place of Robert’s Rules of Order in our operations, the content of annual meetings, and designation of proxies. The Board agreed that the revision will not be ready for the annual meeting on March 24th because two of the people working on it will be away.
6. The Association now has an official gavel, donated by a homeowner.
7. The $100 per year allowance for each unit to replace dead plants will no longer be available after the completion of our landscaping project.
8. Lexie Lamborn reported on the disaster preparedness meeting held at the Anacortes Senior Center. Her report included the following:
• The Fire Department responds to city wide emergencies, but before responding they must first check their equipment to see whether anything was damaged.
• The Police Department’s first priority in a big emergency is security and coordination of communications.
• The Sheriff’s Department is responsible for search and rescue.
• The Red Cross looks after mass care, that is, feeding and sheltering. Shelters would most likely be at schools, and possibly at some churches.
• The hospital will be overwhelmed, so the Red Cross will have people available to treat minor medical problems.
• People are encouraged to make sure they have the following on hand for emergencies:
> a crank radio that doesn’t need batteries
> a land line as well as a cordless or cell phone
> change for pay phones; some gas stations still have pay phones
> cash, because ATMs won’t work
• Check www.skagitcounty.net for current disaster information. Get a Home Planning Guide. Get disaster supply kit information.
• The refinery has a phone system to alert homeowners in various parts of town in case of a leak or spill that could endanger the town.
• The hospital has asked that staff make sure their homes and families are well prepared for a disaster so that they can respond in their positions at the hospital without undue worry for their families.
• People who need oxygen are advised to have spare bottles and to know how to use their oxygen if there is no electricity.
The meeting was adjourned at 8:05 p.m. The next meeting will be March 6th at the Lapworths’ home.
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/
Respectfully submitted,
Susan Miller
February 6, 2007
Present were Board members Don Lapworth, Kippy Strandberg, Alec Taylor, Susan Miller, and Art Shotwell. Lexie Lamborn attended as a guest.
The meeting was called to order at 7:00 p.m.
Reminder to everyone: The annual homeowners’ meeting, required by the CC&Rs, takes place Saturday, March 24 at 10:00 a.m. at the Anacortes Public Library.
Reminder #2: Please send in your check for $200 for the landscaping project (made out to Cedar Springs Homeowners Association), by March 1. Send it c/o Furin & Co., P.O. Box 1723, Anacortes, WA 98221.
Discussion
1. A homeowner wrote to ask permission to plant two Japanese maple trees in the lawn outside the west side of their unit to provide shade on hot summer days. The owner will pay for the trees and the planting. The Board voted to give permission.
2. A homeowner wrote a letter stating that a certified home inspector said that the kind of siding we have needs repainting only every 30 years. A member of the Board had asked around about whether that was the case, and found other opinions. A product specialist at a building supply store said that eight years is the maximum time that should pass between paint jobs. Members of the Board will continue to look into the matter.
3. A homeowner requested the relocation of a drain because the current one gets covered with leaves and gets plugged up. A change order for $120 may be requested for the landscaping project.
4. Sign lighting for our Cedar Springs sign will cost $500 to rewire and $800 to install lights. Because of the cost the Board decided to postpone the work for at least a year.
5. Alec Taylor will head the rewriting of the bylaws. If you are interested in taking part in the revision, please call Alec. The subjects included in the bylaws include voting procedures, meetings, regulations, and expenditures. The Board discussed whether we need a nomination committee for the election of officers and decided that would be a good idea. Also discussed in relation to the bylaws were the frequency of Board meetings, the place of Robert’s Rules of Order in our operations, the content of annual meetings, and designation of proxies. The Board agreed that the revision will not be ready for the annual meeting on March 24th because two of the people working on it will be away.
6. The Association now has an official gavel, donated by a homeowner.
7. The $100 per year allowance for each unit to replace dead plants will no longer be available after the completion of our landscaping project.
8. Lexie Lamborn reported on the disaster preparedness meeting held at the Anacortes Senior Center. Her report included the following:
• The Fire Department responds to city wide emergencies, but before responding they must first check their equipment to see whether anything was damaged.
• The Police Department’s first priority in a big emergency is security and coordination of communications.
• The Sheriff’s Department is responsible for search and rescue.
• The Red Cross looks after mass care, that is, feeding and sheltering. Shelters would most likely be at schools, and possibly at some churches.
• The hospital will be overwhelmed, so the Red Cross will have people available to treat minor medical problems.
• People are encouraged to make sure they have the following on hand for emergencies:
> a crank radio that doesn’t need batteries
> a land line as well as a cordless or cell phone
> change for pay phones; some gas stations still have pay phones
> cash, because ATMs won’t work
• Check www.skagitcounty.net for current disaster information. Get a Home Planning Guide. Get disaster supply kit information.
• The refinery has a phone system to alert homeowners in various parts of town in case of a leak or spill that could endanger the town.
• The hospital has asked that staff make sure their homes and families are well prepared for a disaster so that they can respond in their positions at the hospital without undue worry for their families.
• People who need oxygen are advised to have spare bottles and to know how to use their oxygen if there is no electricity.
The meeting was adjourned at 8:05 p.m. The next meeting will be March 6th at the Lapworths’ home.
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/
Respectfully submitted,
Susan Miller
Tuesday, January 30, 2007
Board Minutes - Jan. 9, 2007
Board Meeting Minutes for Cedar Springs Homeowners’ Association
January 9, 2006
Present were Board members Don Lapworth, Kippy Strandberg, Alec Taylor, Susan Miller, and Art Shotwell. Jan Berry attended as a guest.
The meeting was called to order at 7:00 p.m.
Discussion
1. The Board discussed assignments for Saturday’s meeting of all the homeowners and reviewed the agenda and procedures for the meeting.
2. One homeowner suspected water in the crawl space. Kippy Strandberg went into the crawl space and was glad to report that it was bone dry.
3. A homeowner wanted to revisit the possibility of getting group earthquake insurance because individual insurance costs twice as much. The Board decided that now isn’t a good time to revisit the issue because we were about to propose a landscaping project that would increase the dues for everyone. If twenty percent of homeowners request that we all reconsider earthquake insurance, however, we will hold a special meeting to reconsider the issue.
4. Don Lapworth and Nels Strandberg will get more information about alternatives available for lighting the entry sign. In the meantime, the Board passed a motion to varnish and reseal the sign at the entrance to Cedar Springs. Anders Sign has bid $300 for the work.
5. An occupant of one of the units reported hearing rodent sounds. Traps were set underneath the house and bait was left on the surface. One large rat was caught in the trap. All-Island Pest Control handled the job. They charge around $100 for 90 days of pest control. Homeowners are advised to check their vents and the entrances to crawl spaces to make sure there is tight mesh preventing access.
6. The Board discussed the cleanup of storm debris. For two months in the winter, Simply Yards does not come regularly to work here. Our contract with them is for ten months of the year. When they return they will clean up what is still here, but in the meantime it is the responsibility of each unit to take care of light debris during the months Simply Yards is off. Large items, such as trees, are not the individual homeowner’s responsibility. Chuck Boyd of Down to Earth landscaping services is available to take care of odd jobs such as removing debris. He has done several odd jobs for homeowners here and people have liked his work.
The meeting was adjourned at 8:00 p.m. The next meeting will be February 6th at the Lapworths’ home.
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/
Respectfully submitted,
Susan Miller
January 9, 2006
Present were Board members Don Lapworth, Kippy Strandberg, Alec Taylor, Susan Miller, and Art Shotwell. Jan Berry attended as a guest.
The meeting was called to order at 7:00 p.m.
Discussion
1. The Board discussed assignments for Saturday’s meeting of all the homeowners and reviewed the agenda and procedures for the meeting.
2. One homeowner suspected water in the crawl space. Kippy Strandberg went into the crawl space and was glad to report that it was bone dry.
3. A homeowner wanted to revisit the possibility of getting group earthquake insurance because individual insurance costs twice as much. The Board decided that now isn’t a good time to revisit the issue because we were about to propose a landscaping project that would increase the dues for everyone. If twenty percent of homeowners request that we all reconsider earthquake insurance, however, we will hold a special meeting to reconsider the issue.
4. Don Lapworth and Nels Strandberg will get more information about alternatives available for lighting the entry sign. In the meantime, the Board passed a motion to varnish and reseal the sign at the entrance to Cedar Springs. Anders Sign has bid $300 for the work.
5. An occupant of one of the units reported hearing rodent sounds. Traps were set underneath the house and bait was left on the surface. One large rat was caught in the trap. All-Island Pest Control handled the job. They charge around $100 for 90 days of pest control. Homeowners are advised to check their vents and the entrances to crawl spaces to make sure there is tight mesh preventing access.
6. The Board discussed the cleanup of storm debris. For two months in the winter, Simply Yards does not come regularly to work here. Our contract with them is for ten months of the year. When they return they will clean up what is still here, but in the meantime it is the responsibility of each unit to take care of light debris during the months Simply Yards is off. Large items, such as trees, are not the individual homeowner’s responsibility. Chuck Boyd of Down to Earth landscaping services is available to take care of odd jobs such as removing debris. He has done several odd jobs for homeowners here and people have liked his work.
The meeting was adjourned at 8:00 p.m. The next meeting will be February 6th at the Lapworths’ home.
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/
Respectfully submitted,
Susan Miller
Tuesday, January 16, 2007
Minutes of Owners' Meeting - January 13, 2007
Cedar Springs Homeowners’ Association Special Meeting
January 13, 2007
Presiding were Board members Don Lapworth, Alec Taylor, Kippy Strandberg, Susan Miller, and Art Shotwell. John Childs, owner of Simply Yards, sat with the Board to respond to questions about the landscaping proposal we were meeting to discuss.
Nineteen of the twenty-eight units (68 percent) were represented at the meeting, according to the sign-in sheet.
The meeting was called to order at 10:00 a.m. in the large meeting room of the
Anacortes Library.
1. Welcome and Opening Remarks
Don Lapworth introduced the board members and John Childs. He then presented some of our landscaping installation and maintenance history and gave reasons for presenting a proposal that was as comprehensive as this one. Don encouraged the homeowners to think of the project as an investment of $1108 per unit, paid over 30 months, which each homeowner would most likely get back at the time of resale, given the enhanced real estate value from the projected improvements.
2. Explanation of Voting Procedure
Susan Miller asked that someone from each unit write their names on the sign-in sheet and take one ballot per unit. At the time of voting, the anonymous ballots were to be placed in an envelope.
3. Current Landscaping Problems and How Project Will Address Them
Kippy Strandberg, our Landscaping Coordinator, led the group through a detailed log of all the problems that we encountered in just a few months last summer, so that people could understand how pervasive, constant, and difficult our landscaping challenges are. Kippy also detailed her frequent communication with Simply Yards and praised the promptness and effectiveness of their responses, especially regarding our problem-ridden sprinkler system. She distributed these detailed logs last summer in documents to homeowners, and today she reviewed some of the pertinent information in them. At the meeting Kippy also listed the problems that cannot be solved under our regular maintenance contract because of the clay soil, poorly performing sprinklers, and misplaced trees, shrubs, and plants.
Ongoing problems include the following: growing plants have blocked sprinkler water from reaching the plants they are supposed to water. Sprinkler heads are placed in the wrong places, sometimes directly under plants. The system is not divided into zones, so the wet places get watered whether or not they need it, and the dry places stay too dry. The layer of clay just under the thin layer of top soil keeps water from draining into the ground, so it sits in pools above the clay and rots the roots of the plants. Many of our plants have died or are dying because of the clay problem. Shrubs are too close to homes and don’t get the benefit of rainwater because the eaves prevent rain from reaching them; many plants are in the wrong place for their light and moisture requirements. Some trees are so close to homes that they will become serious problems in three to five years.
Kippy and other homeowners have been pleased with the responsiveness and expertise of Simply Yards when they have fixed things where they could. Sometimes they simply could not fix something because a much larger effort would be necessary, and such an effort was outside the duties specified in their maintenance contract with us.
Kippy then summarized what the proposed landscaping project would accomplish. All homeowners received this information in a five-page document last month. The project would include the following: 1) putting the right plants in the right place, 2) making the irrigation system fit our moisture needs; 3) improving the soil and the grassy areas, 4) improving the aesthetic harmony of the entire development.
4. Details of What Simply Yards Plans to Do
John Childs of Simply Yards gave a thorough, detailed, informative presentation of exactly what will happen and why. Included below are examples of why the project should be done soon and what exactly he plans to do.
• John said that three to five years from now we will start to have serious problems because of plants and trees that are in the wrong places. They will have to be moved or cut down or else they will cause damage.
• A full 65 percent of our plants and trees are in the wrong place for their growth pattern, moisture needs, and light needs. They will be moved if healthy and replaced if not.
• The irrigation system is “horrible” and must be revamped. At least fifty percent of the pipe must be replaced. Simply Yards will change the number of watering zones to 12 to 14, with watering varied according to the watering needs of each zone. Watering times will be adjusted each month based on weather patterns.
• Our clay soil is a terrible problem. Sandy loam must be added on top, then good sod put over it. Berms and crowns will take care of the drainage problem.
• Along the creek he plans to add moisture-loving shade plants, including predominantly native plants, such as Oregon grape and salal. Some undesirable plants in the pond and stream will be removed. The pond will be cleaned out, dead limbs taken away, and the rangy-looking plants shaped or removed. Alders will be thinned and the whole area will be attended to with its natural state in mind. No chemicals will be used nearby in order not to harm the birds and wildlife.
John then took questions from the homeowners. Most are listed below in a Question-Answer format.
Q. What will happen to the soggy grass that needs to be replaced?
A. Good sod will go back down after the soil is improved and a berm is in place. If the sod was bad, then good sod will go back in its place. The good sod will come from places where the garden beds are extended into what was previously lawn.
Q. You say that you will use 30 yards of new soil. After it is all spread out, how much new soil does that come to?
A. Where new soil is needed, there will be 8 to 12 inches of new soil.
Q. Will the root balls be kept moist while transplanting?
A. It won’t be necessary. The transplanted plants will go directly into the ground where they are to be moved to.
Q. We are concerned about the chemicals you have listed on your proposal. We don’t want chemicals used if they will be harmful for the wetland or for wildlife, or if they will be dangerous for people with respiratory problems, such as asthma. How can you address these concerns?
A. We use only organic products for the wetlands. For the lawns, we plan to use 16-16-16 and then 21-7-14 in the summer. We will use no sprays. I fired the company that I subcontracted last summer that used sprays.
Q. How can you assure us that transplanted plants and trees will survive?
A. We have a good success rate with transplants. We will examine the condition of the root balls when we dig up plants. Only those in adequate or good condition will be transplanted. Many will have to be replaced. For example, the plum trees on the semi-circle on Cedar Springs Lane (in front of 1802 to 1812) must all be replaced. They are in very bad health and are prone to disease. They were not planted properly, they were planted in clay, and they won’t get better.
Q. What do you plan to do with the noble fir?
A. It depends on where it is. Noble firs grow very tall. If it has room where it is, it can stay, otherwise, it would be best to remove it.
Q. We want plants that don’t need chemicals. We don’t mind if there are a few weeds in the grass. We realize that others may prefer a weed-free lawn, but if having a few little weeds mean you can bypass using strong chemicals, we favor that approach.
A. I am very sensitive to ecological concerns. I’m crazy about birds and wildlife. We use only lime and organic fertilizer, and we won’t aim for the eradication of every single weed.
Q. What do you plan to do regarding drainage and walkways?
A. Three hundred feet of drain line will be added. (At this point, John put a large chart of his project plan on the whiteboard and pointed out where walkways would go and where the drainage lines would go. He referred to the chart as he explained the need for certain walkways.)
Q. I’ve heard that punching through the clay can make some problems worse. How thick is the clay?
A. It varies greatly across the property. We plan to get around many of the clay problems by putting in berms and crowns.
Q. Do you plan to take core samples? The ground between the grass and the foundation makes the surface boggy, and the moisture in the ground comes right up to the foundation. This isn’t a good situation. Will the clay be removed? If we have a huge amount of clay, won’t that be an enormous problem?
A. We plan to solve some of these problems with proper drainage. We will tie the new drainage lines into existing downspouts that flow into the storm drains. These drains are four feet in diameter, so they have plenty of capacity to handle the increased flow of water. We will not be doing deep digging into the clay.
Q. Will we get the as-built plans for the new irrigation system? Will they include a schematic of all the sprinkler heads and watering zones?
A. Yes. I included $2000 in the proposal for these plans. Everything will be detailed in them, including the heads, pipes, zones, and drainage lines.
Q. Will the sprinkler system timers be adjusted during the growing season?
A. Yes. Simply Yards can have someone do it regularly (for a fee) or you can designate a homeowner to do it.
Q. I noticed that several months ago your estimate for the project came to $800 per unit. Now it’s $1100. What changed?
A. Upon walking through the property again, I noticed many more plants that need to be replaced because so many here are dead or dying. I added $2200 for the as-built plans of the sprinkler system. I gave much more attention to the irrigation system this time, including zones, drainage, and gravel walkways. I included much more topsoil. Labor for all of these things had to be added in.
Q. Do you plan to subcontract any of the work?
A. No.
Q. Do you get a contractors’ discount, and if so, would you consider giving us a break by passing on the discount to us?
A. The cost for what I plan to do for you is not expensive, given all you are going to get. I plan to have an entire crew here every day for six weeks, weather permitting, doing heavy work. It is a fair price.
Q. Our unit looks out on a house with bright blue paint and floodlights at night. We want a visual barrier.
A. We will see to it that you will get fast-growing Leyland cypress trees planted. They can grow four feet a year and will provide a great visual barrier. There will be enough trees for a barrier when we thin out another place where the trees are planted too close together.
Q. What are your plans for the pond area?
A. We can’t remove the bear grass, but we will remove some of the other plants that choke it up. We will go into the pond to remove debris and will clean up branches and dead plants around the pond. We will thin out some of the overgrowth around the pond.
Q. Will individual owners have a chance to comment on what happens to the area around their units?
A. I can be available to the individual homeowners at the time the plans are given to the workers.
(Note: Board members will let homeowners know the dates the crew will be in their area.)
Q. I would like shade trees added outside my house for privacy and shade in the summer.
A. That is not part of the plan. It would take a change order to include that.
Q. Do you plan to put in trellises?
A. No. That would be a change order.
Q. There are some really old trees in back of my property by the fence. I don’t want them removed.
A. We will not remove them.
Q. How will we know what you plan to put where?
A. I can’t get too specific about exact plants until we look at the health and appearance of every single plant at the time it is transplanted. When we determine the plant’s health and its needs, we make our decisions about what should go where.
5. Art Shotwell: Proposed Payment Plan for the Landscaping Project
Art noted that the entire cost of the landscaping project is $31,045.68, or $1108 per unit. All homeowners received either a paper or electronic copy of the proposed budget and payment plan, and another will be distributed with these minutes. The plan includes a $200 one-time payment with a $30 per month increase in dues.
Art pointed out that we could borrow the money from a bank or that John Childs could finance the project, but that would make it even more expensive. With this plan, we could pay Simply Yards out of our reserve account. With the one-time $200 per unit payment, we could add $5600 back into reserves and bring it up to about $15,000.
Art explained that in a year the dues would probably go up by $15 anyway to prepare for covering costs of repainting the units over four years and to account for the small deficit ($500 per year) we have in our insurance account. If the proposal passes, Art plans to apply $25 of the $30 a month to the reserves and the other $5 to the insurance account.
The following questions and answers took place regarding the payment proposal and the budget:
Q. Will the $30 dues increase go away after 30 months, when the landscaping project would be completely paid for?
A. Because the five-year painting project will cost around $69,750, we will need to keep the extra payments coming in. By the year 20ll we will finally have the reserves back to our current level.
Q. Why do we have to repaint so soon? The homes don’t need it.
A. A six to seven-year schedule is recommended for proper maintenance, and we are slipping it to eight years. It has been almost seven years since the first homes were built.
Q. Is siding repair included in the painting costs? Is it a problem if we don’t fix loose siding before that?
A. Siding repair is included. Your particular siding has been examined and is determined not to be a maintenance problem. It rattles, but it won’t let water in.
Q. When was the last dues increase?
A. In 2004. It went from $ 145 to $165. Our dues are currently the lowest of any homeowners’ associations in Anacortes. Another one has $190. We have a very reasonable monthly dues amount.
Q. Because the landscaping project can be considered a capital project, can I pay $1108 up front instead of having my dues increased, so that I can get tax advantages?
A. We’re sorry, but we aren’t set up to have different people pay in different ways. We wanted the most palatable, least burdensome payment plan for the largest number of people. It’s true though, that if you look at the project as a capital project, then it really isn’t an increase in the dues. Consider the increase a special assessment paid for over 30 months.
Q. If the proposal is approved, will the board suspend the $100 per unit allowance for replacing dead plants?
A. Yes.
Q. What is the warranty on the landscaping project?
A. One year on the irrigation system. We cannot guarantee the health of the old plants, but new plants will be replaced up to a year after they are planted.
6 Art Shotwell: Automatic Payment Setup for Monthly Dues
Art encouraged people to set up automatic dues payments with their banks so that the association can count on a steady and predictable flow into the reserve accounts. When setting up automatic payments with banks, payments should be sent to Cedar Springs Homeowners’ Association, P.O. Box 1723, Anacortes, WA 98221.
7. Miscellaneous Questions
A homeowner asked how to change the batteries on the smoke alarms. Don Lapworth explained how to do it and added that if ladders were a problem, Chuck Boyd can be hired to do it.
Someone asked if we could have something done about the dangerous ice. The board will ask around to see what we might do about it. John Childs said that Simply Yards could take care of it for a fee. Another homeowner suggested that we find out if we can get the City of Anacortes to put us higher on their priority list for sanding the streets.
8. Closing Remakrs
Don Lapworth reminded everyone that March 24 is our annual meeting in the Anacortes Library at 10 a.m. He added that when filling out ballots, it isn’t necessary to vote for the bylaws. We will do that at a later date after more revision.
The meeting was adjourned at 12:00 p.m.
Respectfully submitted,
Susan Miller
Postscript: The landscaping proposal passed by a vote of 17 to 5. As of 1/15/2007, two absentee ballots are still outstanding, but since only a simple majority is needed for it to pass, the two ballots would not change the outcome of the vote.
January 13, 2007
Presiding were Board members Don Lapworth, Alec Taylor, Kippy Strandberg, Susan Miller, and Art Shotwell. John Childs, owner of Simply Yards, sat with the Board to respond to questions about the landscaping proposal we were meeting to discuss.
Nineteen of the twenty-eight units (68 percent) were represented at the meeting, according to the sign-in sheet.
The meeting was called to order at 10:00 a.m. in the large meeting room of the
Anacortes Library.
1. Welcome and Opening Remarks
Don Lapworth introduced the board members and John Childs. He then presented some of our landscaping installation and maintenance history and gave reasons for presenting a proposal that was as comprehensive as this one. Don encouraged the homeowners to think of the project as an investment of $1108 per unit, paid over 30 months, which each homeowner would most likely get back at the time of resale, given the enhanced real estate value from the projected improvements.
2. Explanation of Voting Procedure
Susan Miller asked that someone from each unit write their names on the sign-in sheet and take one ballot per unit. At the time of voting, the anonymous ballots were to be placed in an envelope.
3. Current Landscaping Problems and How Project Will Address Them
Kippy Strandberg, our Landscaping Coordinator, led the group through a detailed log of all the problems that we encountered in just a few months last summer, so that people could understand how pervasive, constant, and difficult our landscaping challenges are. Kippy also detailed her frequent communication with Simply Yards and praised the promptness and effectiveness of their responses, especially regarding our problem-ridden sprinkler system. She distributed these detailed logs last summer in documents to homeowners, and today she reviewed some of the pertinent information in them. At the meeting Kippy also listed the problems that cannot be solved under our regular maintenance contract because of the clay soil, poorly performing sprinklers, and misplaced trees, shrubs, and plants.
Ongoing problems include the following: growing plants have blocked sprinkler water from reaching the plants they are supposed to water. Sprinkler heads are placed in the wrong places, sometimes directly under plants. The system is not divided into zones, so the wet places get watered whether or not they need it, and the dry places stay too dry. The layer of clay just under the thin layer of top soil keeps water from draining into the ground, so it sits in pools above the clay and rots the roots of the plants. Many of our plants have died or are dying because of the clay problem. Shrubs are too close to homes and don’t get the benefit of rainwater because the eaves prevent rain from reaching them; many plants are in the wrong place for their light and moisture requirements. Some trees are so close to homes that they will become serious problems in three to five years.
Kippy and other homeowners have been pleased with the responsiveness and expertise of Simply Yards when they have fixed things where they could. Sometimes they simply could not fix something because a much larger effort would be necessary, and such an effort was outside the duties specified in their maintenance contract with us.
Kippy then summarized what the proposed landscaping project would accomplish. All homeowners received this information in a five-page document last month. The project would include the following: 1) putting the right plants in the right place, 2) making the irrigation system fit our moisture needs; 3) improving the soil and the grassy areas, 4) improving the aesthetic harmony of the entire development.
4. Details of What Simply Yards Plans to Do
John Childs of Simply Yards gave a thorough, detailed, informative presentation of exactly what will happen and why. Included below are examples of why the project should be done soon and what exactly he plans to do.
• John said that three to five years from now we will start to have serious problems because of plants and trees that are in the wrong places. They will have to be moved or cut down or else they will cause damage.
• A full 65 percent of our plants and trees are in the wrong place for their growth pattern, moisture needs, and light needs. They will be moved if healthy and replaced if not.
• The irrigation system is “horrible” and must be revamped. At least fifty percent of the pipe must be replaced. Simply Yards will change the number of watering zones to 12 to 14, with watering varied according to the watering needs of each zone. Watering times will be adjusted each month based on weather patterns.
• Our clay soil is a terrible problem. Sandy loam must be added on top, then good sod put over it. Berms and crowns will take care of the drainage problem.
• Along the creek he plans to add moisture-loving shade plants, including predominantly native plants, such as Oregon grape and salal. Some undesirable plants in the pond and stream will be removed. The pond will be cleaned out, dead limbs taken away, and the rangy-looking plants shaped or removed. Alders will be thinned and the whole area will be attended to with its natural state in mind. No chemicals will be used nearby in order not to harm the birds and wildlife.
John then took questions from the homeowners. Most are listed below in a Question-Answer format.
Q. What will happen to the soggy grass that needs to be replaced?
A. Good sod will go back down after the soil is improved and a berm is in place. If the sod was bad, then good sod will go back in its place. The good sod will come from places where the garden beds are extended into what was previously lawn.
Q. You say that you will use 30 yards of new soil. After it is all spread out, how much new soil does that come to?
A. Where new soil is needed, there will be 8 to 12 inches of new soil.
Q. Will the root balls be kept moist while transplanting?
A. It won’t be necessary. The transplanted plants will go directly into the ground where they are to be moved to.
Q. We are concerned about the chemicals you have listed on your proposal. We don’t want chemicals used if they will be harmful for the wetland or for wildlife, or if they will be dangerous for people with respiratory problems, such as asthma. How can you address these concerns?
A. We use only organic products for the wetlands. For the lawns, we plan to use 16-16-16 and then 21-7-14 in the summer. We will use no sprays. I fired the company that I subcontracted last summer that used sprays.
Q. How can you assure us that transplanted plants and trees will survive?
A. We have a good success rate with transplants. We will examine the condition of the root balls when we dig up plants. Only those in adequate or good condition will be transplanted. Many will have to be replaced. For example, the plum trees on the semi-circle on Cedar Springs Lane (in front of 1802 to 1812) must all be replaced. They are in very bad health and are prone to disease. They were not planted properly, they were planted in clay, and they won’t get better.
Q. What do you plan to do with the noble fir?
A. It depends on where it is. Noble firs grow very tall. If it has room where it is, it can stay, otherwise, it would be best to remove it.
Q. We want plants that don’t need chemicals. We don’t mind if there are a few weeds in the grass. We realize that others may prefer a weed-free lawn, but if having a few little weeds mean you can bypass using strong chemicals, we favor that approach.
A. I am very sensitive to ecological concerns. I’m crazy about birds and wildlife. We use only lime and organic fertilizer, and we won’t aim for the eradication of every single weed.
Q. What do you plan to do regarding drainage and walkways?
A. Three hundred feet of drain line will be added. (At this point, John put a large chart of his project plan on the whiteboard and pointed out where walkways would go and where the drainage lines would go. He referred to the chart as he explained the need for certain walkways.)
Q. I’ve heard that punching through the clay can make some problems worse. How thick is the clay?
A. It varies greatly across the property. We plan to get around many of the clay problems by putting in berms and crowns.
Q. Do you plan to take core samples? The ground between the grass and the foundation makes the surface boggy, and the moisture in the ground comes right up to the foundation. This isn’t a good situation. Will the clay be removed? If we have a huge amount of clay, won’t that be an enormous problem?
A. We plan to solve some of these problems with proper drainage. We will tie the new drainage lines into existing downspouts that flow into the storm drains. These drains are four feet in diameter, so they have plenty of capacity to handle the increased flow of water. We will not be doing deep digging into the clay.
Q. Will we get the as-built plans for the new irrigation system? Will they include a schematic of all the sprinkler heads and watering zones?
A. Yes. I included $2000 in the proposal for these plans. Everything will be detailed in them, including the heads, pipes, zones, and drainage lines.
Q. Will the sprinkler system timers be adjusted during the growing season?
A. Yes. Simply Yards can have someone do it regularly (for a fee) or you can designate a homeowner to do it.
Q. I noticed that several months ago your estimate for the project came to $800 per unit. Now it’s $1100. What changed?
A. Upon walking through the property again, I noticed many more plants that need to be replaced because so many here are dead or dying. I added $2200 for the as-built plans of the sprinkler system. I gave much more attention to the irrigation system this time, including zones, drainage, and gravel walkways. I included much more topsoil. Labor for all of these things had to be added in.
Q. Do you plan to subcontract any of the work?
A. No.
Q. Do you get a contractors’ discount, and if so, would you consider giving us a break by passing on the discount to us?
A. The cost for what I plan to do for you is not expensive, given all you are going to get. I plan to have an entire crew here every day for six weeks, weather permitting, doing heavy work. It is a fair price.
Q. Our unit looks out on a house with bright blue paint and floodlights at night. We want a visual barrier.
A. We will see to it that you will get fast-growing Leyland cypress trees planted. They can grow four feet a year and will provide a great visual barrier. There will be enough trees for a barrier when we thin out another place where the trees are planted too close together.
Q. What are your plans for the pond area?
A. We can’t remove the bear grass, but we will remove some of the other plants that choke it up. We will go into the pond to remove debris and will clean up branches and dead plants around the pond. We will thin out some of the overgrowth around the pond.
Q. Will individual owners have a chance to comment on what happens to the area around their units?
A. I can be available to the individual homeowners at the time the plans are given to the workers.
(Note: Board members will let homeowners know the dates the crew will be in their area.)
Q. I would like shade trees added outside my house for privacy and shade in the summer.
A. That is not part of the plan. It would take a change order to include that.
Q. Do you plan to put in trellises?
A. No. That would be a change order.
Q. There are some really old trees in back of my property by the fence. I don’t want them removed.
A. We will not remove them.
Q. How will we know what you plan to put where?
A. I can’t get too specific about exact plants until we look at the health and appearance of every single plant at the time it is transplanted. When we determine the plant’s health and its needs, we make our decisions about what should go where.
5. Art Shotwell: Proposed Payment Plan for the Landscaping Project
Art noted that the entire cost of the landscaping project is $31,045.68, or $1108 per unit. All homeowners received either a paper or electronic copy of the proposed budget and payment plan, and another will be distributed with these minutes. The plan includes a $200 one-time payment with a $30 per month increase in dues.
Art pointed out that we could borrow the money from a bank or that John Childs could finance the project, but that would make it even more expensive. With this plan, we could pay Simply Yards out of our reserve account. With the one-time $200 per unit payment, we could add $5600 back into reserves and bring it up to about $15,000.
Art explained that in a year the dues would probably go up by $15 anyway to prepare for covering costs of repainting the units over four years and to account for the small deficit ($500 per year) we have in our insurance account. If the proposal passes, Art plans to apply $25 of the $30 a month to the reserves and the other $5 to the insurance account.
The following questions and answers took place regarding the payment proposal and the budget:
Q. Will the $30 dues increase go away after 30 months, when the landscaping project would be completely paid for?
A. Because the five-year painting project will cost around $69,750, we will need to keep the extra payments coming in. By the year 20ll we will finally have the reserves back to our current level.
Q. Why do we have to repaint so soon? The homes don’t need it.
A. A six to seven-year schedule is recommended for proper maintenance, and we are slipping it to eight years. It has been almost seven years since the first homes were built.
Q. Is siding repair included in the painting costs? Is it a problem if we don’t fix loose siding before that?
A. Siding repair is included. Your particular siding has been examined and is determined not to be a maintenance problem. It rattles, but it won’t let water in.
Q. When was the last dues increase?
A. In 2004. It went from $ 145 to $165. Our dues are currently the lowest of any homeowners’ associations in Anacortes. Another one has $190. We have a very reasonable monthly dues amount.
Q. Because the landscaping project can be considered a capital project, can I pay $1108 up front instead of having my dues increased, so that I can get tax advantages?
A. We’re sorry, but we aren’t set up to have different people pay in different ways. We wanted the most palatable, least burdensome payment plan for the largest number of people. It’s true though, that if you look at the project as a capital project, then it really isn’t an increase in the dues. Consider the increase a special assessment paid for over 30 months.
Q. If the proposal is approved, will the board suspend the $100 per unit allowance for replacing dead plants?
A. Yes.
Q. What is the warranty on the landscaping project?
A. One year on the irrigation system. We cannot guarantee the health of the old plants, but new plants will be replaced up to a year after they are planted.
6 Art Shotwell: Automatic Payment Setup for Monthly Dues
Art encouraged people to set up automatic dues payments with their banks so that the association can count on a steady and predictable flow into the reserve accounts. When setting up automatic payments with banks, payments should be sent to Cedar Springs Homeowners’ Association, P.O. Box 1723, Anacortes, WA 98221.
7. Miscellaneous Questions
A homeowner asked how to change the batteries on the smoke alarms. Don Lapworth explained how to do it and added that if ladders were a problem, Chuck Boyd can be hired to do it.
Someone asked if we could have something done about the dangerous ice. The board will ask around to see what we might do about it. John Childs said that Simply Yards could take care of it for a fee. Another homeowner suggested that we find out if we can get the City of Anacortes to put us higher on their priority list for sanding the streets.
8. Closing Remakrs
Don Lapworth reminded everyone that March 24 is our annual meeting in the Anacortes Library at 10 a.m. He added that when filling out ballots, it isn’t necessary to vote for the bylaws. We will do that at a later date after more revision.
The meeting was adjourned at 12:00 p.m.
Respectfully submitted,
Susan Miller
Postscript: The landscaping proposal passed by a vote of 17 to 5. As of 1/15/2007, two absentee ballots are still outstanding, but since only a simple majority is needed for it to pass, the two ballots would not change the outcome of the vote.
Sunday, January 14, 2007
Simply Yards proposal passes
The final vote on whether to hire Simply Yards to handle a major landscaping re-do and sprinkler system re-build was 17 in favor, 5 against.
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