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