Board minutes: February 9, 2010

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
FEBRUARY 9, 2010

The meeting was called to order at 7 p.m. in the home of Don and Naomi Hanson at 1806 Cedar Springs Lane. Present were the following Board of Directors: Don Hanson, Paul Davallou, Jerry Martin, Jean Thomas, Alex Taylor, and Jan Martin.

The minutes of the Annual Meeting of January 30, 2010 were approved as distributed to the membership.

TREASURER’S REPORT

Don Hanson noted that our records at Whidbey Island Bank need updating to reflect our new officers. The secretary was directed to notify Furin and Company of the approval of the budget for 2010. The Board also approved payment to our attorney, Bradford E. Furlong, in the amount of $105.00 for consultation on the amendment to the CC&Rs regarding rentals.

ELECTION OF OFFICERS

The slate of officers for 2010 was approved, as follows: Don Hanson, president; Paul Davallou, vice-president; Jerry Martin, treasurer; Jean Thomas, secretary. Other Board members are Jan Martin, landscape coordinator; and Alex Taylor, member-at-large.

OLD BUSINESS

Alex Taylor will follow up on the “mole lady,” Ms. Ginger Hyatt of Bow, WA. who provides a service of ridding yards of moles.

A new committee has been formed to study our options in amending the CC&Rs in the matter of rentals in our Cedar Springs community. The committee will make a recommendation by the Fall of 2010, at which time the Board will take it under consideration for a vote at the next annual meeting in 2011. Volunteers for the committee to be approved at our next meeting:

Don Hanson and Paul Davallou, board members.
Vince Sellen and Steve Daly, resident owners.
Andrew Rothman and Peter Cooper, non-resident owners.

NEW BUSINESS

The board discussed the decision to go ahead with painting needed on the oldest units in our group, to be assessed by painting companies. Alex Taylor will follow up in exploring the extent of the need.

Regarding bids for a new landscaping season, the current contract form will be revised, in addition to work on a task list, and attention to toxic uses. Don moved that multiple bids be solicited as our fiduciary responsibility to all owners. The motion carried.

Don noted that clean-up is needed in the wetlands area along the street. Don Hanson also suggested that each board member review the CC&Rs and make a list of reminders and needs.

Paul Davallou presented the Guidelines for Raised Garden Beds in Common Areas of Cedar Springs, prepared by Susan Miller. Suggestions from all owners are requested. Planning is for two or three raised beds in two areas. The Board voted to approve the 11 guidelines as presented. The Guidelines will be posted at the mail boxes, and also will be on the web at cedarspringshoa.blogspot.com

The Board requests that any homeowner who has not already provided the name and address of any mortgage holder of your residence, as required in our By-Laws, please do so by contacting the secretary, Jean Thomas, for a form. Phone 299-0769, or contact any board member.

The next meeting of the Board of Directors will be on Tuesday, March 30.

Jean Thomas, with help from former secretary, Susan Miller, will prepare an updated list of names and contact information for all homeowners.

The meeting was adjourned by Don Hanson, president, at 8:35 p.m.

Respectfully submitted,
Jean Thomas, Secretary

Minutes of Annual HOA meeting, Jan. 30, 2010

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

ANNUAL MEETING

JANUARY 30, 2010

The meeting was called to order by Alex Taylor, president, at 10:15 a.m. at the Anacortes Public Library meeting room, with 27 homes represented, 22 in person and 5 proxies. Three members did not vote. Alex Taylor introduced the rest of the Board members: Don Hanson, treasurer; Jean Thomas, secretary; Paul Davallou, research; and Jan Martin, landscape coordinator. The minutes of the 2009 annual meeting were approved as distributed last year. Alex announced that the proposed CC&R change on rentals has been tabled pending further study. The Board will appoint a committee to study issues and make recommendations. There will be two resident members, two non-resident owners, and two board members.

President’s Report

Alex Taylor summarized the events at Cedar Springs for 2009. He reported on major repairs to two patios in 39th Court, broken pipes, drainage problems requiring a new catch basin, replacement of wiring, valves, and irrigation controls. Attention was needed to remedy a pit bull’s assault on a fence at the south boundary of 39th Court. Back-flow testing on our water supply was initiated as required by law. Alex also reported a savings of $1000 in gutter cleaning by Sonhouse as compared to the previous cost. All of the supervision and repair labor was donated by Alex. The next major project will be painting needed on our older units with the cost estimated at $20,000. Multiple bids will be solicited. It has been determined that our Reserve Fund is adequate to handle this expense.

Paul Davallou

Paul reported that the mapping of our approximate water lines will be continued. Paul supports the Board with extensive research on legal matters, insurance, and general procedures. He has amassed a library of valuable information to pass on and has donated 45 hours the past year of 2009.

Treasurer’s Report

Don Hanson commended Suzanne of Furin Accounting for accuracy and all the good help with our accounting needs. There will be no increase this year in our HOA fees.

Don reported an increase in utilities expense due to our numerous leaks. We can expect another rate increase from the City, which considers Cedar Springs as a commercial account. There is no evidence that the rate is not on “good footing,” although investigation continues.

Landscaping costs covered many new plants, with more for 2010. There will be no balloon in our insurance cost this year. The Reserve account is entirely adequate for all foreseen improvements.

Landscaping Report

Jan Martin, coordinator, assisted by Susan Miller, Kippy Strandberg, and Jean Taylor, put in a full and busy year in landscaping activity. Jan conferred with Simply Yards to insure that hours on the job matched the contract agreement. Cheers to Susan Miller who donated $540 in new plantings. Jan reported that the
year’s activity included dead shrubs removed, new flower plantings, fertilizing, and weeding. Susan Miller presented an extensive study of providing communal raised beds for any members wishing to exercise their green thumbs. Placements would be carefully chosen, and any member may decline any location.

2010 Budget approved by voice vote.
See attached 2010 budget, balance sheet, and Profit and Loss statement. (Not provided for the Web)

Slate of 2010 Board of Directors approved by voice vote. Paul Davallou, Don Hanson, Jerry Martin, Alex Taylor, Jean Thomas, Jan Martin. Officers will be elected at the next board meeting.

Ballots were distributed to all members in advance of the annual meeting. It was moved and seconded to require that each ballot be numbered with the home address of the voter, which was approved by voice vote.

1. Revision of Article 13.1.1 of the CC&Rs regarding the $2,500 insurance deductible as follows:
“For any claim within a homeowner’s residence the homeowner shall be responsible for a portion of the Homeowners Association insurance policy. Should damage occur in multiple units the individual homeowner shall be responsible for a portion of the deductible which reflects the percentage of that unit’s claim.”
--Approved by 24 yes votes by paper ballot.

2. Proposal to allow raised bed gardens on communal property.
--Approved by 20 yes votes, 5 no votes, by paper ballot.

GOOD OF THE ORDER

The Board reminded the membership that it would be very wise to shut off water when absent from home for any significant time. Paul suggested replacing washer hoses or installing long life hoses, as needed.

Gretchen and Vince Sellen invited any interested members to visit them for a presention of their slide show from their time in Haiti.

Paul Davallou reminded non-resident owners to require renters to have their own insurance for personal property not covered by owner insurance.
Alex Taylor adjourned the meeting at 11:30 a.m.

Respectfully submitted,
Jean Thomas, Secretary
cedarspringshoa.blogspot.com

Annual Meeting vote results - January 30, 2010

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
RESULTS: Decisions/Discussion
Annual Meeting – 1.30.10

Proposed CC&R Change on Rentals
Tabled pending further study
Board to appoint Committee to study issues and make recommendations. [2 resident members; 2 non-resident owner members; 2 board members.]

2010 HOA Budget

Approved by Voice Vote

Board Members

Approved by Voice Vote

• Paul Davallou
• Jerry Martin
• Alex Taylor
• Jean Thomas
• Don Hanson
• Jan Martin – Landscape Committee Chair

A Board Meeting will be held in the very near future to determine Board positions. Notification will follow as soon as determination made.

CC&R Change on Insurance Deductible

Approved with 24 yes votes

Raised Beds

Approved with 20 yes/5 no votes