Board minutes - Sept. 16, 2009

CEDAR SPRINGS HOMEOWNERS BOARD MEETING

The Board of Directors met September 16 at 7 p.m. at the home of Alex and Jean Taylor. Present were the Taylors, Don Hanson, Jean Thomas, Vince Sellen, and Susan Miller.

AGENDA: COVENANTS, CONDITIONS, RESTRICTIONS, EASEMENTS AND RESERVATIONS

PRESIDENT’S REPORT

1. Article 13 - Wording for the deductible portion of our Homeowners Association insurance policy was discussed. It was noted that in the majority of similar homeowner associations, the owner pays the deductible in the event of damages to his or her home. The Board must first approve that change in our policy before this goes for a vote to the membership. Motion made by Don and seconded by Alex was approved to initiate this action at the next meeting, pending agreement with CAI, our insurer.

2. Article 22 - Amendment of declaration # 22.1 regarding the quorum required for a vote. A motion made by Don and seconded by Alex was approved to clarify the wording in the CC&Rs and ByLaws so that the requirements are better understood.

3. Article 12 - Discussion was initiated on # 12.13 Rental Units, regarding the ratio of units rented to the total membership. This issue will continue to be addressed before presentation at the Annual Meeting in January 2010.

TREASURER’S REPORT

Don Hanson reported that our current balances are as follows:
Operating Fund: Insurance Fund: Reserve Fund:
$1,477.05 1,747.83 52,797.63

The Reserve Fund paid out in June and July for major repairs and the sprinkler/irrigation improvements. One homeowner’s past due account will be paid this month, making all accounts current.

Landscape Coordinator’s Report:

Susan Miller presented an illustrated study of the various types of raised garden planter boxes, an idea being formed by a group of our residents for a community garden. More discussion and presentations will follow before the issue is presented for a vote.

Good of the Order

Alex reported that we are using less water with the improved sprinkler system. The City continues to charge us as a Commercial unit which our Board is protesting.

Don Hanson will search out a Resolution the City cannot locate.

Earthquake insurance will continue to be explored.

The meeting was adjourned at 8:30 p.m.

Respectfully submitted, Jean Thomas, Secretary

Annual Potluck Get Together

Saturday, August 1, 2009 at 4 pm
(If it rains, we'll try Sunday, August 2)

Location: On patios and lawns behind 1907 & 1903 Cedar Springs Lane

To be supplied: condiments,plastic ware, plates, napkins, some chairs and tables, ice chest, ice and glasses.

You should bring: one potluck dish (salad, casserole, appetizer, or dessert)
If you wish to grill, there will be 2 barbecues to use. Bring your own choice: hamburgers, hot dogs, fish, steaks, etc. Also bring lawn-type chairs, a sweater and sunglasses.
BYOB

Please call Jean Taylor at 588-9469 to let us know what dish you will bring (just so we won't have 12 potato salads)

Board minutes - July 1, 2009

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD MEETING OF JULY 1, 2009

The Board of directors met at the home of Alex and Jean Taylor at 7 p.m. with the following directors in attendance: Alex Taylor, Paul Davallou, Jean Thomas and Jan Martin. Homeowners attending were Paula Dinnel, Don Lapworth, Jerry Martin, Susan Miller, Jean Taylor, and Art Shotwell. Minutes of the previous meeting were approved.

PRESIDENT’S REPORT

(1) Alex Taylor gave a report on our community sprinkler system. A water main broke for the second time and was repaired with the help of the City, repairs amounting to $254.32. An annual requirement of a system and water report was completed successfully. Expense was $192.00. Concerning the half-moon plantng area below units 1802-1812, a dangerous situation of dirt sliding down onto the sidewalk was corrected by the installation of a catch basin for the sum of $1,548.57. Numerous repairs to the sprinklers came to about $8-900. Alex displayed and explained various pipes that have caused breakages. One major break required many hours of Alex Taylor’s time, for which he requested no compensation. The group applauded our president for his generous and ongoing attention to all our Cedar Spring problems. Alex reported that we now will have a new system for our sprinklers, which will turn them off when it rains. Alex also explained that homeowners should know that the sprinkler timing is activated in several different zones, depending on need.

(2) In regard to insurance coverage, a change in our CC&Rs (13.2) will require homeowners to pay the $2500 deductible in the event of damage to their unit. The change will be legally recorded in compliance with city and county code.

(3) Discussion was held on quorum requirements for voting, and a special meeting will be held to address that situation.

(4) It was reported that one homeowner is in arrears on dues and is not complying with payment procedures. Taking any such event as a “special case” is not a legal option. The rules apply to all homeowners.

(5) New projects discussed included the need for a catch basin along the border of Unit 1910 adjacent to the Mooney property where drainage problems are reported. The Board will study this problem.

(6) The Board saluted our great landscape team of Jan Martin and Susan Miller, who are doing a time-consuming and professional job of replanting where plants have been lost. They are tending to this project one unit at a time and request your patience, please. To date, 84 selectively chosen plants are in place, with Susan and Jan working side by side with our Simply Yards crew. The cost for the current plantings is $545.45. Alex proposed that a volunteer from 39th Court step up to oversee plantings in their division.

VICE-PRESIDENT’S REPORT

Paul Davallou reported on a web program called “commonground” on the Community Associations website (cai.caionline.org) which provides a wealth of information relevant to homeowner associations. Various forms are available to initiate research into relevant topics. One page, an example of the data available from the website, is included with these minutes. Paul has done considerable research on homeowner associations.

TREASURER’S REPORT

Our current funds are as follows: Operations $348.49, Insurance $3,205.83, and Reserve Fund $51,173.74.

GOOD OF THE ORDER

Don Lapworth reported that hazardous trees need some attention along the sidewalk by the creek. Jan and Susan will address the subject of dead tree removal. Paula Dinnel suggested certain plant replacements. Jerry Martin is attending to some pruning. Don Hanson requested new action to limit the number of rentals allowed. Jan Martin suggested that we gang up for a jolly work party one day to accomplish various projects. Alex reported that a required Risk Management Survey was conducted on June 11 by Mr. Russ Huber, Senior Risk Manager for the Community Association Underwriters America. We are approved.

Respectfully submitted by Jean Thomas, Secretary.

Baord Minutes - May 12, 2009

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
MAY 12, 2009

The Board met at the home of Alex and Jean Taylor at 7 p.m. with the following directors present: Alex Taylor, Paul Davallou, Don Hanson, Jan Martin, and Jean Thomas. Also attending were Jean Taylor, Susan Miller, and Jerry Martin.

PRESIDENT'S REPORT
1. Alex Taylor reported that work has been completed on repairs to two patios in 39th Court. Cost of the project was $5,245, a considerable reduction from the highest bid.

2. Our proposed insurance renewal policy with CAU was reviewed. Some new regulations for homeowner associations have been added. However, providing that our current rates are grandfathered into the new policy, we will expect the same rate that we now pay monthly. Paul recommended that we review each unit's current individual insurance for items of duplicate insurance. The Board spent some considerable time in discussion on the policy coverage, including replacement costs. Earthquake coverage and liability for board members were reserved for the next annual meeting. Susan Miller suggested that we might want to photograph any upgrades in our units that are covered in the policy. A two million dollar umbrella clause is in effect. The cost of the policy is $10, 081 per year for three years. A motion was made by Jan Martin and seconded by Paul Davallou to accept the renewal policy with the proposed changes. The motion carried unanimously. A new copy of the policy will be prepared with corrections.

3. A motion was made by Alex Taylor to amend the CC&Rs to require homeowners to pay the $2500 deductible for repairs to damage of their unit. Paul Davallou seconded the motion which carried unanimously.

4. In regard to two issues of non-compliance to the CC&Rs, involving the placement of television dishes, Section 11-7 is specific on the matter, stating that any exterior TV hardware not be permitted on any "limited common area" without the approval of the Board of Directors.

Don Hanson made a motion, seconded by Paul Davallou, to extend a retro-approval of two dishes, suggesting to one homeowner that he move the dish from the front to the back of his unit in order to better comply with the intent of the CC&Rs. The Board approved in full.

5. Alex introduced discussion of the Reserve Study, which would outline our future maintenance needs. The Study, at a cost of an initial $4,000, is required by the State of condo associations, but not yet requested of Planned Unit Developments, which is Cedar Springs HOA.
Don Hanson suggested that we table the discussion for the next meeting.

6. Work on the soggy yard lying along the berm at the west end of the Lane will be studied further in the months ahead.

7. Alex announced that a new unit for sprinkler systems turns off the water when it rains. Paul offered to explore the cost.

VICE-PRESIDENT'S REPORT
Paul Davallou discussed the value of the CAI monthly journal for homeowner associations. He offered to prepare material, including a map, preparing valuable information on Cedar Springs to showcase on our website.

TREASURER'S REPORT
Don Hanson reported that as of April 30, our Reserve Fund totals $49, 267.14; Insurance fund totals $2,309.83; and Operations totals $96.23. With one exception, homeowner dues at $205 are up to date. Don will contact the homeowner about the situation, which appears to possibly be a misunderstanding.

LANDSCAPING REPORT
Jan Berry, the newlywed Mrs. Jerry Martin, reported that landscaping work is moving along satisfactorily with a good crew. The landscaping budget for 2009 is $1500. Jan and Susan will attend to dead plants, one home at a time. Blueberry plants work well here, reports Jan.
Jan and Don volunteered to refurbish the lattice and posts of our Cedar Springs entrance sign.

GOOD OF THE ORDER
Following a delay in reporting a break in a sprinkler pipe, all homeowners are advised that on discovery of any additional breakages, immediately call the Anacortes water department number at 428-1598. We have to pay for all that water leaking away into our soggy yards.
Jean Taylor suggests that we consider another summertime get-together picnic which we enjoyed so much last year. Are there any volunteers out there who would just love to chair the event? Call Jean at 588-9469 if the spirit moves you.

Respectfully submitted,
Jean Thomas, Secretary

Board Minutes - Feb. 24 & Mar. 5, 2009

CEDAR SPRINGS HOMEOWNERS
MARCH 8, 2009

Following the Annual Meeting on Jan. 31, 2009, the new Board of Directors met to name new officers, and to discuss plans for this year.
New Officers:
President, Alex Taylor
Vice-President, Paul Davallou
Treasurer, Don Hanson
Secretary, Jean Thomas
Landscape Coordinator, Jan Berry

On Feb. 4, 2009, members of the previous board met to discuss the transition to the 2009 Board of Directors. Present were Vince Sellen, Alex Taylor, Art Shotwell, Paul Davillou, and Jean Thomas. Discussion was held on the requirements of the Reserve Study regarding the upcoming needs of our community. The group met again on Feb. 24. Present were Alex Taylor, Paul Davallou, Don Hanson, Jan Berry and Jean Thomas. Paul suggested that we make an outline for the duties of the officers. Discussion was held on our contract with Furin Accountants. Don suggested that we initiate better control of the delinquency rate on dues, and that it would be advisable for Furin to keep us informed on that issue.
Jan Berry commended our landscaping crew for their performance and made a motion that we renew our contract with Simply Yards. The motion was seconded by Alex Taylor. Don Hanson suggested that we review the contract. The motion was tabled for a vote at the next meeting.
Suggestions by Don Hanson included providing a standard packet of information on Cedar Springs for the benefit of real estate activity. He suggested that each homeowner should receive a boilerplate letter outlining problem areas, and citing our CC&Rs.
Alex discussed the budget in regard to the sprinkler system. The City has increased our rate to commercial. Alex will explore that issue. He noted that repairs to two patios in need of repair would be further discussed at the next meeting. The meeting adjourned at 7:45 p.m.

The Board of Directors met again on Mar. 5 at the home of Jean Thomas. Present were Alex Taylor, Paul Davallou, Don Hanson, Jan Berry and Jean.

Alex Taylor reported that the City passed a resolution that doubles our water rates for the sprinkler system. He suggested cutting back on watering. Jan Berry reported on the landscaping projects, and Paul noted that the present contract had specified the work to be done, but hours had not been specified. Treasurer Don Hanson reported that more work is needed in negotiating a new contract. Don will initiate more research before a new contract is brought to a vote.
A study of the patio repairs will continue. The proposed work on the drainage problem along the berm at the end of the lane did not come to a vote. An additional drainage problem brought to the Board by the owner of the neighboring farm will be further discussed at the next meeting.
The new Board of Directors is doing their best to catch up with all the issues facing our community.

******President Alex Taylor called attention to the raise in homeowner dues to take effect April 1, 2009. Monthly dues will be $205.

Respectfully submitted,
Jean Thomas, Secretary.

Monthly fee increase

Just a reminder that, effective April 1, 2009, the monthly HOA assessment will increase to $205/month from $195/month.

Minutes of Annual Meeting Jan. 31, 2009

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

ANNUAL MEETING OF JAN. 31, 2009

WELCOME AND INTRODUCTIONS

President Vince Sellen called the meeting to order at 10:30 a.m. in the Anacortes Public Library, and welcomed the owners of 17 out of 28 homes at Cedar Springs.

Present:
Lane #
1802 Vince and Gretchen Sellen
1804 Paul Davallou and Susan Miller
1805 Anita Dale
1806 Don and Naomi Hanson
1808 Jan Berry
1812 Peter and Candise Cooper
1813 Paula Dinnel
1817 Loretta Dutton
1819 Mary Helene Halsey
1901 Malcolm and Barbara McLendon (by proxy)
1902 Art and Marilyn Cawrse
1903 Stephanie Daly
1907 Alex and Jean Taylor
1909 Jean Thomas
1910 Art Shotwell and Lexie Lamborn
Court #
1804 Rebecca Flint
1806 Don and Joyce Lapworth

PRESIDENT’S REPORT

Vince presented an overview of the year 2008. The minutes of the 2008 Annual Meeting were approved. Vince commended the owner of a home at 1815 for her quick thinking and immediate action to get help when a pipe broke last year. Our insurance company met our needs in very good order. Vince pointed out that our HOA pays the $2500 deductible which is not typical in other local associations in which the homeowner pays the deductible. The Board will address this.

During our arctic blast this winter, nothing broke. However, Vince found that a third of outdoor hoses had not been disconnected. In the maintenance department, it is highly advisable to tend to duct cleaning. Vince recommended:

• Duct Cleaning by Mr. Fair $81.00 Phone 757-3246 or 708-8863.
• Gutter Cleaning by Charles Shetler 360-610-1961. Also exterior cleaning, window washing, and interior painting.

The water rate for our community irrigation system has doubled, Vince reported. In a visit to City Hall, he asked to see the ordinance that requires our Cedar Springs community to pay the commercial rate. The City reports that they can’t find the ordinance. The Board will pursue this problem.

The audit of our accounting department provided an excellent report, for a cost of $4,000. This will not need to be an annual event.

The CAW condo association has provided valuable help in workshops and periodicals. Our Insurance Company also offers workshops. The State has passed a law requiring all condo associations to complete a Reserve Fund Study. Although Cedar Springs is a PUD (planned unit development) it is expected we will follow under the above law in 2009. This involves two steps: 1. On site analysis of problems by authorized investigators. 2. Preparation of a Reserve Fund plan.

VICE-PRESIDENT’S REPORT

Alex Taylor reported on two broken patios at 1802 and 1804 in the 39th Court division. These will be replaced with new concrete and rebar tied to the building. The bids were $4000, $9000, and $12000. The estimate per unit is $5000. Alex also explored the correction of the drainage problem along the berm at the end of the Lane. The slope of the yard was incorrect at the time of initial installation by the contractor. A sum of $10,000 will be set aside for the work, based on an exploratory done first.

Sonhouse, Inc. cleaned the gutters on nine buildings, including three on 39th Court, for a cost of $486, a savings of $1000 from previous costs. The sprinkler system continues to have problems but they are under control.

TREASURER’S REPORT

Art Shotwell reported that our Profit and Loss comparison for 2008 shows us with a net profit of $14,000 as compared to a loss of $13,000 the previous year. Funds needed in 2009 from the Reserve Account are estimated to be $20,000, coming in at $10,000 for the patio repairs, and $10,000 for the berm drainage. He proposed a $5.00 increase in each unit’s monthly dues. However, we need an additional $15,000 to cover costs. Homeowner Peter Cooper had questions regarding procedure on our reserve fund, which the Board will consider.

LANDSCAPE REPORT

Landscape Coordinator Jan Berry reported that we have reduced landscape costs from $57,000 in 2007 to $29,000 for the year 2008. Jan has given much time to our yard and planting needs, and contacted Simply Yards regarding hours paid for but not actually worked. This is being corrected. President Sellen proposed initiating a Landscape Committee to oversee our budget needs. Regarding plant transfers and replacements, the Board requests that homeowners please present their requests in writing to Jan Berry at 1808 CSL.

THE PAUL DAVALLOU REPORT

The Board proposes to amend the CC&Rs to reduce the chance of increased insurance cost for the homeowners due to faulty water hoses. A homeowner can usually avoid water damage by two actions: Replace all normal water hoses every five years, or buy Floodcheck water hoses and replace them every 20 years. The Board proposes to change the CC&Rs to require each homeowner’s condo insurance to cover the cost of any deductible for a claim filed against the Association’s insurer to repair damage caused by a specific unit. The cost of such coverage is minimal and a number of homeowners have added this protection to their existing policies.The motion to pursue this proposal passed by 15 YES 2 NO.

BUDGET FOR 2009

A motion to approve the budget passed by 16 YES 1 NO.

NEW BOARD OF DIRECTORS.

Don Lapworth moved to accept the new slate of directors for 2009, seconded by Marilyn Cawrse, to inc. Alex Taylor, Paul Davallou, Jan Berry, Jean Thomas, and Don Hanson. The motion carried unanimously.

DUES FOR 2009: A motion made by Don Lapworth and seconded by Art Cawrse to raise dues $10 was approved 16-1. A second motion carried to set the date of the dues increase for Apr. 1, 2009. (Ed. note: April Fool’s Day) The Annual Meeting of 2009 was adjourned by President Sellen at 11:35 a.m.

Respectfully submitted,
Jean Thomas, Secretary

Board Minutes Jan. 10, 2009

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

Board of Directors Meeting January 10, 2009

The meeting was called to order by President Vince Sellen at 10 a.m. in the home of Vince and Gretchen Sellen. Board members present were Vince Sellen, Alex Taylor, Art Shotwell, Paul Davallou, Jan Berry, Rebecca Flint and Jean Thomas.

PRESIDENT’S REPORT
Vince led discussion of winter maintenance and projects. He reported touring the neighborhood to check on hoses still connected;
discussion followed on safety inspections for damage prevention. Bids are going out for the Facilities Inspection and Reserve Study with our budget in mind. Vince announced the Cedar Springs Homeowners Annual Meeting to be held on Jan. 31
from 10-12 a.m. at the Anacortes Library Meeting Room.

VICE PRESIDENT’S REPORT
Alex Taylor reported on the plans for having the gutters cleaned, and also discussed the need for a drainage system along the berm at the
end of the lane in the area of the wetlands. Paul made a motion to authorize a work order not to exceed $1000, subject to Alex’s approval, for gutter maintenance, and an additional work order for moss removal. Art proposed an amendment that Alex report back to the Board on the above measures. Jan seconded the motion which carried unanimously. Alex suggested that we engage the selected company for additional maintenance as needed.

TREASURER’S REPORT
Art submitted the Balance Sheet for Dec. 31, 2008
and reported that our Total Assets are $49,000, the same as two years ago. Accounts Receivable are $1495.00 in arrears due to delinquent payments of monthly dues. Suggestion was made that consideration be given to rewriting the CC&Rs to require any homeowner incurring damages not covered by insurance to pay the deductible of $1500.

Art made a Motion to call for three formal written bids for patio repairs for work in the best time of the year. Alex will pursue bids to replace the concrete patios for Units 1802 and 1804 39th Court, with an additional bid to replace the patio at 1802 with a synthetic material deck. Paul seconded, and the motion carried unanimously. Homeowners will be consulted on these issues. The repairs will return the patios to their original condition and that should the homeowner wish for an upgrade any additional costs would be assumed by the homeowner.

LANDSCAPE REPORT
Jan Berry reported that Simply Yards will provide a certain schedule of winter cleanup to spruce up (or cedar up?) our premises.

FOR THE GOOD OF THE ORDER
It is highly recommended that all of us pay particular attention to damage control in the matters of washing machine hoses which do wear out. Damage to any unit could become an expensive problem for all of us. It is recommended that the water valve be turned off when away from home for any length of time, and that water tanks be turned to low. Paul suggested safety maintenance penalties for leaving water on during extended absences.

The meeting was adjourned at 11:50 a.m.

Respectfully submitted,
Jean Thomas, Secretary