Board Minutes - April 3,2008

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD MEETING OF APRIL 3, 2008

Vice-President Alex Taylor called the meeting to order at 7 p.m. at Jan Berry’s home. Other Board members present were Art Shotwell, Rebecca Flint, Paul Davallou, and Jean Thomas. Also attending were Paula Dinnel, Mary Helene Halsey, and Clare Hogg.

The meeting was called to hold a comprehensive discussion on the upcoming contract with Simply Yards Landscape & Design. Items discussed are hereby summarized, referring to the proposed Agreement between Simply Yards and Cedar Springs HOA.

I. Agreement. Dating of the contract will be set with convenience in mind, and will not be retroactive. A standard task list was discussed, as well as extra work initiated by the yard crew on their time. Jan Berry asked for clarification of the State requirements on wetlands, and/or any agreement with city ordinances.

II Scope of Work.. The proposed agreement regarding the business arrangements of payment will be modified and replaced with a counter-proposal prepared by Paul Davallou.

III. Extra Work. This paragraph was deemed inappropriate and the Board was in agreement to omit it.

IV Location of Work.. The wording "39th Court" will be changed to read "HOA Property at 39th Court."

V.Work Force. To remain as is.

VI.Annual Visits.. This section will be negotiated and subject to change, with regard to the number of visits by management to best meet the needs of the Cedar Springs requirements.

VII Insurance and Licenses.. This section was found to be controversial, and a new proposal will be reviewed by the Board.

VIII. Items not Included. This section involves a detailed list of the items that will not be included within the scope of the work contracted. This list has been contested by the Board and will be reworked to better represent the needs of the HOA. Art Shotwell made a motion to revise the Standard Maintenance List to our specifications, seconded by Paul Davillou, and unanimously approved.

IX. Contractor’s Inspection. To be replaced.
X. Period of Contract and Termination. The dates will be revised.
XI. Early Termination. To be incorporated with X.
XII. Payment Due Contractor. Payment due 15 days following the presentation of the invoice.
XIII. Service Charges and Collection Costs. This section to be revised.
XIV. Increases and Renegotiation of Terms. The word "Increase" will be changed to "Adjustment."
XV. Hold Harmless. To be retained as is.

Motion was made, seconded, and unanimously approved by the Board to accept the Contract proposal as written by Paul Davallou, and authorizing Alex Taylor and Paul Davallou to negotiate the Contract with Simply Yards.

Discussion will be continued on the problems associated with the decks and patios in the 39th Court division, as well as problems in other areas. The meeting adjourned at 8:45 p.m.

Respectfully submitted,
Jean Thomas, Secretary