Minutes of Dec. 6, 2011 Board meeting

Cedar Springs HOA Meeting
Dec. 6, 2011
1801 Cedar Springs Lane

The meeting was called to order at 7:00 PM..  Present were Board Members Paul Stannert, Jean Taylor, Gretchen Sellen and Jerry Martin and Landscape Coordinator Susan Miller. Guests were Jan Martin, Art Shotwell and Vince Sellen.

Finances and Budget

Furin & Company, our accountants, suggested we open an ACH (Automated Clearing House) account at Whidbey Bank.  This would allow our dues to be directly drawn out of our accounts.  Furin, would no longer need to deposit our checks and keep track of late payments.  A motion was made to open an ACH account at Whidbey Bank.  It passed by the board unanimously. It was suggested that April 1st be the start date.  While discussing HOA finances and the 2012 budget the board decided to have a special budget meeting on Tuesday the 13th.

Wetlands Proposal

The wetlands proposal has been sent to the city.  We are hoping to have their approval by the general meeting. The biologists who wrote the report will be at the Annual Meeting.

Landscape Report

The landscaping budget for 2012 was discussed, in particular, how much needs to be designated for the five-year improvement plan, and how much should go to wetlands maintenance. We will decide on both at the budget meeting on December 13th.

A motion was made to add the Landscaping Coordinator to the HOA board.  It passed unanimously.

Vince Sellen presented the board with a document titled Cedar Springs HOA Helpful Thing to Know.  This will be given to all homeowners and will be particularly helpful to new owners and rental agents.
 
Annual Meeting

The Annual Meeting will be on January 14th at 10:00 AM at the Library.  New Board members will be elected.  Paul Stannert, Jerry Martin, Vince Sellen and Naomi Hanson  volunteered to be on the board at this time.  Any homeowners interested in serving are encouraged to volunteer at the Annual Meeting.

Next Meeting: Tuesday, Dec.13th at 2:00 PM at Stannerts.  

Annual Meeting: Saturday, January 14th at 10:00 AM at the Library.

Submitted by Gretchen Sellen, HOA Secretary, December, 12, 2011 

Minutes of Oct. 20, 2011 Board Meeting

Cedar Springs Homeowners Association
Board Meeting
October 20, 2011

The meeting was called to order at 7:05.  Present were Paul Stannert, Gretchen Sellen Jerry Martin, Jan Martin, Jean Taylor, Vince Sellen, and Doug Winge.

Financial Update
The current reserves are $54,446.83.  Furin, our accountant, is making some changes and because of this Cedar Springs HOA will need to find a new accounting company.  Paul and Jerry will meet with Furin soon.

Wetlands Maintenance Proposal Update
We have the draft of the wetlands proposal from Jim Wiggins of Aqua-Terr Systems.  The board had a good discussion, but there were many questions about the proposal.  It was decided that we would attempt to have a meeting in November with Jim Wiggins to resolve our questions.

Landscaping Report
There was no landscaping report because Susan Miller couldn’t be at the meeting.

Patios
The work on the patios at 1802, 1804, 1806, 1808 will be postponed for the time being as there aren’t sufficient funds in the reserves to fix the proposed work right now.

Homeowners Announcements

• Make sure to disconnect your hoses by November 1st.  If hoses are not detached the pipes could break.
• There are extra cans of exterior touch-up paint at Alex Taylor’s and Art Shotwell’s as well as at 39th Court.
• Car prowling is becoming a problem in Anacortes.  Be sure to lock your car if it is left outside.
• Look for HOA announcements on the clipboards next to the mail boxes.

The meeting adjourned at 9:15.

Minutes of August 9, 2011 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

Regular Meeting
August 9, 2011
1801 Cedar Springs Lane
Called to Order at 7:09 PM

Present\Paul Stannert, Naomi Hanson, Jerry Martin, Jean Taylor, Vince Sellen (acting Secretary). Guests: Don Hanson, Jan Berry

House Painting Report

Homeowners of the four homes were very pleased with the quality of the job and the cooperation of the contractor and workers.

Wetlands Maintenance Proposal (update)

The contractor has surveyed our wetlands and is preparing a report.

Patio Repairs 

Jerry presented the bid from CD Williams costing out the price for replacement of the patios behind units 1804, 1806, 1808, 1810. Prices were given in combinations of 2 and 4 units being repaired.  The prices range from $1,590 to $1,900 each, depending on the unit and how many patios are done at a time.  Furin and Company advised that to do all 4 patios would be too much of a financial burden on the reserve account at this time. Paul and Jerry will meet with Furin to go over financial matters.  Jan Berry will set up a meeting with the contractor and the interested homeowners to find more specific information on problem patios.

A discussion was made about the possibility of expanding the smaller patios at the time other patio work was being done.  It was decided that a specific plan would need to be submitted for approval and the additional cost would be born by the homeowner.

Good of the Order.

There was a discussion of the need to educate our members/residents on maintaining external plumbing in the winter, and whether or not the HOA bears any responsibility for broken pipes.

The next regular meeting is scheduled for October 20 7PM at 1801 Cedar Springs Lane

Meeting adjourned

Minutes of July 12, 2011 Board Meeting

Cedar Springs Homeowners Association
Special Meeting
July 12, 2011
1801 Cedar Springs Lane

The meeting came to order at 7:08 PM. Attending board members:  Paul Stannert, Naomi Hanson, Gretchen Sellen, Jerry Martin, Jean Taylor.

Attending guests:  Don Hanson, Susan Miller, Vince Sellen, Jan Martin

This special meeting was called to review the bid for the maintenance proposal for the wetlands buffer area.  We also discussed the patios that are sinking as well as the landscaping report.

Wetlands Maintenance Proposal

Naomi Hanson made a motion to accept the wetlands maintenance proposal submitted by Jim Wiggins, a wetlands consultant for Aqua-Terr Systems. The cost of the proposal is $5,350.00. Gretchen Sellen seconded the motion.

A discussion followed. Paul Stannert reminded us that nothing can be done in our wetlands without the written approval of the city. This limitation presents problems for us if we need to remove hazardous limbs or trees or address the problem of invasive plants. If the city accepts a plan drawn up by the wetlands professional, Jim Wiggins, and our board has approved the plan, we can avoid legal issues in the future. Once the plan is in place, it can be referred to by the city whenever we submit a proposal to do something in the wetlands.

The money for the wetlands maintenance proposal will come out of the reserve fund.  This is a one time expense.

After the discussion, the wetlands maintenance plan was approved by the board members.  Paul will notify Jim Wiggins so that he can begin his work.

All board members have a copy of the proposal from Jim Wiggins.  Please notify one of us if you would like to see a copy of it.

Patios at 1802, 1804, 1806, 1808

We have not received the bids for work on the patios.

There was a brief discussion about the need for another homeowner to learn about the water system so that Alex Taylor no longer is the only person who has in-depth knowledge of how it works. For five years Alex has contributed many, many hours of his time to the maintenance of our sprinkler system and is ready to pass the responsibility on to someone else.

It was brought to our attention that a subcontractor for Comcast did some digging and broke a sprinkler pipe.  Please contact our president, Paul Stannert, if you see any digging being done in your area.

Landscaping Report

A copy of the report is attached to the minutes.
The meeting adjourned at 8:15 PM. 

Board meeting June 7, 2011

Cedar Springs Homeowners Association
Special Board Meeting
June 7, 2011
At 1801 Cedar Springs Lane

The meeting came to order at 7:04 PM

Attending board members: Paul Stannert, Naomi Hanson, Gretchen Sellen,  Jerry Martin
Attending guests: Don Hanson, Alex Taylor, Jean Taylor, Susan Miller, Jerry Martin, Jan Martin, Vince Sellen, Gretchen Sellen, Doug Winge

This special meeting was called to review bids for painting, discuss what needs to be done about the patios that are sinking, and concerns pertaining to the wetlands buffer area.

Painting Bids

Alex Taylor received bids from 5 painting contractors to paint 4 units .  The five contractor’s bids were between $15,743 and $23,300.  After a good discussion with Alex he recommended the lowest bidder Pro Coat.  Although it is not always best to take the lowest bid Alex said their paper work was good, they didn’t sublet their work, and they would also paint 8 doors for the above price.

Gretchen Sellen made a motion to hire Pro Coat for the painting. It was unanimously agreed that we hire Pro Coat.

Patios

The patios at 1802, 1804, 1806 and 1808 may be sinking.  Paul Stannert will have a concrete specialist he knows look at the patios and make an assessment as to what needs to be done.

Wetlands Buffer

In the wetlands the blackberries are out of control and there are many non native species that need to be attended to.  Jim Wiggens, a wetlands consultant, came out to assess the buffer area.  He has proposed a maintenance plan that would take care of some of these problems.  As part of the plan he would coordinate with the city to do what needs to be done.  A special meeting will be called in the near future to vote on adopting this wetlands plan

The meeting adjourned at 8:15

Board Meeting minutes May 10, 2011

Cedar Springs Homeowners Association Board Meeting
May 10, 2011
Vince and Gretchen Sellen’s Home, 1802 Cedar Springs Ln.

The meeting came to order at 7:10 PM

Present were HOA board members:  Paul Stannert, Naomi Hanson, Jerry Martin and Gretchen Sellen

Guests present: Jan Martin, Susan Miller, Lexie Lamborn, Art Shotwell, Don Hanson, Jean Taylor and Vince Sellen

Treasurer’s Report

Jerry Martin gave the treasurer’s report.  We have $60,637 in the reserve account and $65,777 in available funds. 
We have several households with underpaid dues.  The dues increased on Jan.1, 2011 from $205.00 to $215.00. If you have not updated your dues you can add $50.00 to your dues with your June payment.

Landscape Committee

Susan Miller gave the landscape report.  She mentioned there are 2 Japanese Barberry bushes available. If you want to dig them out and replant them in your yard you can call Lexie Lamborn or Art Shotwell at 299-8392.  Doug Winge (1817) has some roses to give away.  If you want them call him at (206) 280-2474.

Susan also mentioned that if you want something done in your area please don’t ask the landscapers to do it, let Susan know. We are on a 5 year landscaping plan, if you have a request for something you would like done in the future please let Susan know so we can prioritize our needs.

Old Business

Paul Stannert signed the new Simply Yards contract that had been approved at the Annual Meeting.

New Business

The Backflow Prevention Device testing was completed on May 10.  The results will be sent to the city.

One of the homeowners on the Court side noticed a pest control truck at
They were there because of Carpenter Ants.  She was worried that we may have them also.  We discussed having an inspection by a home inspection company but no action was taken at this time.  We need to remain vigilant, if you see large black ants in or around your residence please call Paul.

Before we do anything in the wetlands area we need to get permission from the city.  After a good discussion Paul suggested we have Jim Wiggins, a wetlands consultant familiar with Cedar Springs, come and take a look and advise us what we can do in this area.  Some of the persistent problems are silt buildup, invasive weeds and drainage.  We budgeted up to $600 for this.

We are on a 5 year painting cycle.  Alex Taylor is in the process of getting bids for the next four places to be painted.

Homeowners Concerns

The Cedar Springs sign is looking worn and needs to be cleaned.  Don Hanson and Paul Stannert agreed to work on this.

Lexie and Art (1910) have a leak in their skylight and problems with their back windows going up and down.  They are going to have these problems fixed and submit a bill to Cedar Springs HOA.

Jan and Jerry Martin (1808) have a sinking patio.  Alex Taylor and Paul Stannert will walk around and check on all the patios.  They will ask companies for bids if the patios need repairing. 

Art and Marilyn Cawrse (1902) report that the metal lid, on their crawl, space does not fit tightly.  Alex and Paul will have a look at this too and suggest a solution.

Vince Sellen informed the board there is damage done to the asphalt on the corner in the Court.  This will be looked at and a solution sought.

The date for the annual picnic is August 6th.  It will be behind the Taylor and Daly houses.  Naomi Hanson, Jean Taylor and Gretchen Sellen will work on getting this together.  Save the date!

The next meeting will be August Tuesday August 9th.

The meeting adjourned at 8:40 PM

Board Minutes - Feb. 22, 2011

Cedar Springs Homeowners Association
Board Meeting
February 22, 2011

Jan & Jerry Martin’s Home – 1808  Cedar Springs Lane

The meeting came to order at 7:08 p.m.

Present were the new HOA Board  members: Paul Stannert, Naomi Hanson, Jerry Martin, and Jean Taylor,  Gretchen Sellen is away traveling.

Guests:  Paul Davallou, Don Hanson, Jan Martin and Lexie Lamborn taking minutes.

New Officers for 2011:

Paul Stannert, President
Naomi Hanson, Vice-President
Jerry Martin, Treasurer
Gretchen Sellen, Secretary

Jerry Martin will provide this list of the new HOA officers to Whidbey Island Bank for signature card changes.

Treasurer’s Report

Jerry Martin distributed the January 2011 report prepared by Suzanne Butler of Furin & Company.  Available Funds on 1/31/11 in the various accounts are as follows: Operating: $2,020.12; Insurance: ($507.17); Reserve: $61,550.28.

Landscaping

Paul gave a landscaping report for Susan Miller who was not able to attend. The special project to enhance the entry to Cedar Springs that was approved at the annual meeting is 95% completed. They will save the installation of smaller plants and moving plants until warmer weather. 

The Leyland Cypress trees have been trimmed. 

The pea gravel around tree roots at the creek in lieu of a bridge has been placed. We may want to keep the area unimproved. A formal bridge may add to our liability.

Jean Taylor reviewed the invoice from Simply Yards for the special project and requested that more details be included in the invoice so we can use the information for more future planning.  Paul will have Susan follow up and request more details.

Projects for Board Consideration in 2011

Community Wide Garage Sale – do we want to have one?  How to organize & when?
Mole Control
Drain problems between 1902 and 1812
Drippy gutters
Patio sinking at 1808 and any others?
Setting date and place for the HOA annual picnic
Wetland review and clean-up.  Don Hanson recommended Jim Wiggins, a wildlife biologist who worked with Strandberg when our property was developed, be consulted as he has worked with the City of Anacortes and knows the requirements needed before work can be done.  Don said that the contact for the City is Don Measmear. Paul and Don will review and research potential costs for an official evaluation and approval for corrective measures.

Earthquake Insurance

Don Hanson shared information on the policy we approved at our annual meeting. The earthquake insurance is effective as of February 1, 2011. A copy of the endorsement and the Certificate of Insurance is attached with these minutes.

New Business

Paul Davallou recommended that the Board members consider attending the CAU annual homeowner’s association seminar in the Bellevue area. He says it is very worthwhile.

Lexie asked about the location of the black binders that hold the previous HOA minutes. They seem to have gone missing in the transitions of Board members over time. Has anyone seen them?

Scheduling

Next Board Meetings:
    Tuesday May 10th
    Tuesday, August 9th   

The meeting was adjourned at 8:05 p.m.

Lexie Lamborn
Acting Secretary

Annual Meeting Minutes Jan. 29, 2011

CEDAR SPRINGS HOMEOWNERS
ANNUAL MEETING

January 29, 2011
Anacortes Public Library Meeting Room

Welcome and Introductions

    The meeting was called to order by Don Hanson, president, at 10:13 a.m. with 17 homeowners represented, 13 in person and 4 proxies.  Board members, Paul Davallou, Vice President, Jerry Martin, Treasurer, Lexie Lamborn, acting Secretary for Jean Thomas who has moved, Alex Taylor, At-large Board Member.  Also introduced were Jan Martin and Susan Miller, Landscape Coordinators, and guest, Mark Lawrence of Simply Yards.  The homeowners present introduced themselves.

President’s Report

    Don Hanson gave a brief report of the past year, emphasizing that we are all still good neighbors in spite of the wind, weather, spiders and broken limbs that have occurred during 2010.  He offered thanks to the entire Board and the Landscape Committee.  He particularly thanked Art and Marilyn Cawrse for hosting our annual picnic in August and Alex Taylor for his determined and thorough monitoring of our sprinkler system.

Treasurer’s Report

    Jerry Martin read the summaries of the Statement of Income and Expenses 1/1/10 to 12/31/10 and the Assets, Liabilities and Members Equity for the year ended December 31, 2010.  These reports provided by Furin & Company, P.S. are included as part of the minutes. 
A question was raised about the painting of units in 2010.  That expense was listed as a Repair expense.
Alex Taylor reviewed the 5-year Repainting Plan for all the units.  The average cost per unit is approximately $5,000 for a total of approximately $75,000 including taxes spread over five years.  The tentative schedule is:

Unit           Year Built          Repaint Schedule

1802 39th CT    12/2000    Done 2010
1804 39th CT    11/2000    Done 2010
1806 39th CT    11/2000    Done 2010
1811 39th CT    4/2001    Done 2010
1813 39th CT    3/2001    Done 2010
1902 CS Ln    12/2000    Done 2010

1901/1903 CS Ln    4/2001 / 7/2001    2011
1907/1909 CS Ln    8/2001    2011
1908/1910 CS Ln    6/2001    2011

1805/1807 CS Ln    12/2002 / 1/2003    2012
1813/1815 CS Ln    3/2002 / 10/2001    2012
1817/1819 CS Ln    12/2002 / 10/2002    2012

1809/1811 CS Ln    7/2003 / 5/2003    2013
1801/1803 CS Ln    7/2003 / 3/2003    2013
1802/1804 CS Ln    3/2004     2013

1806/1808 CS Ln    3/2004    2014
1810/1812 CS Ln    2/2004 / 3/2004    2014

    Alex will be getting bids for the 2011 units and will bring the information to the Board for review.  There is a possibility that the schedule will be accelerated into four years rather than five depending on the bids.
 
Proposed 2011 Budget

    Jerry Martin summarized the proposed 2011 Budget as distributed with the Annual Meeting Notice.

Landscaping Issues

    Susan Miller introduced Mark Lawrence of Simply Yards and they presented a proposal for Special Landscaping Work for 2011.  The landscaping committee has been working on a five-year plan for Cedar Springs and they are proposing the first year to improve the entrance to Cedar Springs by improving the soil and plantings that we see as we enter.  The proposal is included with these minutes.  The proposed budget includes some funds for these improvements under the Reserve Account: Sprinkler System/Landscaping Improvements. 

    There was concern that the amount budgeted would not cover the full proposal which is correct.  It was concluded that the committee and Simply Yards would work within that budgeted amount to get the best they can.  This may mean smaller, less costly trees and plantings that will take longer to mature.

    The Board emphasized again that individual homeowners can add plants, at their own expense, prior to their units being assessed for the five-year plan but the landscaping committee must approve all additions and removals.

    Nels Strandberg brought up concerns about the erosion of the creek after storms and also that silt is filling up the pond.  Don Hanson listed those concerns along with all the watershed issues that fall under different jurisdictions of DNR and the City of Anacortes.  Those issues will need to be addressed by the new Board in 2011.

    Kippy Strandberg requested that the sprinklers be turned on earlier in the spring so the lawns are properly watered.  Mr. Lawrence said his crew would be watching that carefully this year.

    There was some discussion about the planned amendments to the soil around the units and rototiling around bigger plants and pulling up and replanting the smaller ones.  There was also discussion about being careful with the drainage around the units.  The landscaping committee will work with Simply Yards to keep aware of these issues.

    The Leyland Cypress trees will be topped at ten feet so they will spread but not interfere with the growth of nearby deciduous plantings.

Earthquake Insurance

    Paul Davallou spoke in favor of the proposed Association earthquake insurance.  The coverage is good, the price is very good and he emphasized that it should keep the value in our units.

    Jerry Martin gave an example of the contrast between the prices of an individual policy versus one that we can get as part of an association.

    There was a question about what value the 10% deductible is based on.  The earthquake deductible is based on the amount that the insurance company estimates for repairs. The Association as a whole is responsible for the deductible.  There were more statements about the clay base of our area and the potential for damage in a major quake.  The consensus of the discussion was that we should have earthquake insurance.

Adoption of Budget

    Alex moved and Susan seconded that the 2011 Budget as proposed be adopted.  There were 16 votes for and 1 against.  The motion to approve the 2011 Budget was passed.

Election of Board Members for 2011

    The following homeowners were agreeable to run for the Board: Jerry Martin, Gretchen Sellen, Paul Stannert, Jean Taylor, and Naomi Hanson.  It was moved and seconded that the proposed Board members be elected.  The Board will decide on officers at their next meeting.

Homeowner’s Concerns

    Barbara McLendon expressed concern about the algae scum on the pond.  That should be addressed along with the watershed issues in 2011.
    Jean Taylor is concerned that the blackberry bushes be kept under control and gave some examples of children playing in the creek.  Don Hanson, Kippy Strandberg and Jean Taylor have all spoken to the children and are concerned about our liability.  Anyone seeing the children in the creek area should let Jean Taylor know.
    Concern was expressed about drips from the gutters, especially where they meet over the front doors.  Bring those kinds of issues to the Board for consideration.

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

Attachments (215k PDF)

• Statement of Income, Expenses and Members’ Equity year ending December 31, 2010
• Statement of Assets, Liabilities and Members” Equity year ending December 31, 2010
• Accountants Compilation Report dated January 20, 2011
• Proposed 2011 Per Unit Budget – Revised 1/11/2011
• Special Landscaping Work for 2011 with Cedar Springs entry map

Submitted by Lexie Lamborn
Acting Secretary

Board Minutes - Jan 10, 2011 meeting

Cedar Springs Homeowner’s Association

Board Meeting
1806 Cedar Springs Lane
January 10, 2011
Minutes

Board Members Present:  Don Hanson, Paul Davallou, Jerry Martin, Alex Taylor, Jan Martin, Lexie Lamborn, Guests: Jean Taylor & Susan Miller

Call to Order; Meeting was called to Order at 7:06 p.m.

Secretary Report
Minutes of the November 2, 2010 Board meeting were accepted as distributed.

Treasurer Report
Jerry Martin read the highlights of the report prepared for 12/31/10 by Suzanne Butler of Furin & Company.  Available Funds on 12/31/10 in the various accounts are as follows:  Operating: $2,526.86; Insurance: $350.83; Reserve: $59,641.27.

Landscape Committee Report
Susan Miller presented a preliminary estimate from Simply Yards for some of the proposed improvements to the soil and plantings as a part of a five-year plan to enhance our landscaping.  The Board discussed ways we could reduce the cost but get a start on the improvements.  Adjustments were made to the proposed 2011 Budget for consideration at our Annual Meeting on January 29, 2011.

The downed limb in the creek area was taken care of by Eager Beaver Tree Trimmers.

Homeowners who wish to replace or add plantings are reminded that they should review any plans with the landscaping committee before beginning.  Landscaping and yard issues should be brought to the attention of Jan Martin (293-1894) or Susan Miller (299-8900).

Homeowner Concerns for Board Review/Consideration
None.

Old Business

Creek “Bridge”  It appears that the pea gravel to cover the roots near the bridge has not been done.  Susan will follow up.

Earthquake Insurance – Don distributed information about earthquake insurance to the board members.  It will be included in the notice going out for our Annual Meeting.

Recruitment of Board members – Paul Stannert, Gretchen Sellen and Jerry Martin have so far agreed to run for Board positions at the annual meeting.  Various Board members will follow up by asking other homeowners.

New Business

Alex Taylor brought up the need for an annual Back Flow Test of our sprinkler system.  The cost is already included in the proposed 2011 Budget.  Paul Davallou moved and Jerry Martin seconded that we again engage Blythe Plumbing tor the backflow testing.  Motion carried.

A question was raised about the safe keeping of HOA documents such as warrantees for things like roofing materials and exteriors.  The Board would prefer that this type of items be stored at Furin & Company.  Further research will be done to locate the documents.

The agenda for the Annual Meeting was discussed.  We will have coffee, tea and donuts available and volunteers were drafted.  The agenda with an attached proxy and back-up information will be mailed later this week with a cover letter prepared by Don Hanson.

The revised proposed budget was reviewed.  Jerry Martin moved and Alex Taylor seconded that we present the revised proposed budget for 2011 to the HOA members for approval at our annual meeting.  Motion carried.

Scheduling

The Cedar Springs HOA Annual Meeting is scheduled for Saturday, January 29, 2011 at 10 a.m. in the Anacortes Library.

The new Board elected at the Annual Meeting will determine the date and time for the next Board meeting.

The meeting was adjourned at 8:55 p.m.

LL