Minutes of November 14, 2012 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
WEDNESDAY, NOVEMBER 14, 2012

MINUTES

Present:

President:  Paul Stannert
Vice President: Vince Sellen
Treasurer: Art Shotwell
Board Member at Large: Jean Taylor
Landscape Coordinator: Susan Miller

Absent:
Naomi Hanson, Secretary

Guests:
Jerry and Jan Martin

The meeting was called to order at 5:06 p.m. by President Paul Stannert at the home of Jean Taylor.  Roll was taken.  .

Paul Stannert reported that he has a new contract from SonHouse for gutter cleaning and moss removal.  We have used this company since 2008.  The work will include (1) cleaning all gutters this fall or winter (when most of leaves are off the trees); (2) application of moss retardant such as “Moss be Gone”; (3) cleaning of outside of gutters; and (4) making a return visit (price not included in contract) to clean gutters on south side adjacent to wetlands and units on upper east side of street.  The cost is $1,125.  This includes $375 for moss killing application.  It was moved by Vince Sellen and seconded by Art Shotwell to accept the bid.  The motion passed unanimously.  One of the renters reported leaking gutters over their front entrance.  This has been an ongoing problem with many units.  Resealing of the corners has not been successful.  The real solution is to install new larger gutters and have them lying at a correct angle for drainage.  This solution would be very expensive.

Paul reported that the completion of the painting of the remaining six units (3 buildings) will take place in 2013 at a cost of $13,146.  This cost will be included in the 2013 budget plan.

Susan Miller gave the landscaping report which is attached.  The budget for 2013 will include trimming of dangerous branches over the Strandberg unit on 29th Court, removing another branch to save a cedar tree near “H” Street and creek, and maintaining rocks around circular driveway.  Art volunteered to ask Denise Crow to consult about Quaking Aspens rhizomes for a second opinion of need to remove them.  Susan reported that the landscaping budget for 2013 was $8,650.00.  She felt that we cannot afford a 5-year long-range plan without raising dues.  Susan further reported that she had given $100 bonuses to the three Simply Yards workers who have done Cedar Springs this past year.

Art indicated that he will prepare a 2013 budget for the next board meeting.  There was discussion regarding a long-range budget plan and the reserve account.

Vince responded to Naomi Hanson’s request to study the pervasive problem of wet lawns throughout Cedar Springs and also other areas of Anacortes.  Art offered to discuss the problem with the Anacortes Public Works Department before paying for a consultant to look at the problem. 

Jerry and Jan Martin reported that there is a crack in their cement foundation.  Paul will see if a contractor he is familiar with will give advice on the best method to repair the crack.

The board will need a budget review meeting prior to the annual meeting on January 26, 2013 at the Anacortes Library.  A date was not chosen.

The annual meeting will be on Saturday, January 26, at 10:00 a.m. at the Anacortes Library.

The meeting was adjourned at 5.55 p.m.

Respectfully submitted,
Jean Taylor, Secretary Pro Tem

Minutes of September 26, 2012 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
SPECIAL BOARD OF DIRECTORS MEETING
TUESDAY, SEPTEMBER 26, 2012

MINUTES

Present:

President:  Paul Stannert
Vice President: Vince Sellen
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Member at Large: Jean Taylor
Landscape Coordinator: Susan Miller

The meeting was called to order at 5:00 p.m. by president Paul Stannert at the home of Naomi Hanson (1806 Cedar Springs Lane). Roll was taken. Jean Taylor moved and Vince Sellen seconded to approve the July 25 and August 13 minutes as written. The motion passed unanimously.

Naomi Hanson distributed the revised contact list for Cedar Springs HOA which now contained updated information that was received after the last mailing. 

Art Shotwell provided a treasurer’s report which included a list of expenses from January 1 through September 26 in the amount of $41,717.65. He reported that three members are not current with regard to their dues.  Two are small amounts which he will confirm with Furin as to the circumstances of the delinquent accounts. It was pointed out that work orders need to be completed for each statement received and given to the treasurer before payment is made. Mr. Shotwell will provide more detailed information at the November meeting as to revenue versus expenses in relation to the budget as passed at the annual meeting in 2012.

Jean mentioned that some homeowners were interested in having their skylights cleaned. This is a homeowner’s expense.  She will contact Cedar Springs residents to see if individuals want to get a group rate.  The leaking gutters were also discussed and it was suggested that perhaps Mike Miller of Perfectly Square could do the caulking.

Susan Miller reported that TruGreen proposed to do three treatments of various trees in the development in 2013 at a cost of $1,750. They have already spent 3 hours walking the development with Susan and Jean and have not charged for this service. Vince Sellen moved and Jean Taylor seconded to have TruGreen come three times in 2013 to take care of critical pest problems. The motion passed with one abstention.  It was suggested that the board might want to consider a special assessment to take care of some of these costs.

Susan also mentioned various items that have been and will be taken care of by Simply Yards. Jean suggested that a part of the budget for 2013 should be the installation of sprinklers close to the fence behind 1806 and 1808. Jean reported that Eager Beaver had trimmed an alder tree at 1909 at the expense of the homeowner – with new equipment it was an amazing process. Some of the blackberry bushes have been removed by Scott.  She and Susan provided the following persons who are recommended for hiring if their offered services are needed:

Odd jobs:
Piers Strandberg
360.661.4847

Scott Calvert
360.299.3847

Window Cleaning:
Grant Calverley
360.540.5139 (cell)
360.378.2742 (office)

Heating and Furnace:
Clint Miller
CEM Heating
360.428.3041

Vince Sullen reported on the work of Perfectly Square with regard to the repair of the patios. He mentioned that Mr. Miller had been disappointed in the color of the caulking as it appears white when it was supposed to be gray. He will be painting the brown boards to match the siding.  Vince also pointed out that the top of the arches on the front windows of 1801 through 1808 are splitting. Mr. Miller is willing to do the repair work at $60 for each window.  He will then do touch up painting to match the siding. Art Shotwell moved and Jean Taylor seconded to hire Perfectly Square to make the window repairs at the cost of no more than $750 total starting with the window at 1808.  The motion passed unanimously.

No updated information has been received as to the schedule for painting of 1802, 1804, 1806, and 1808.

It was decided to get a new bid from SonHouse for the cleaning of the gutters twice a year – the bid should include 39th Court. 

It was suggested that if Simply Yards sharpened their blades on their mowers and also did not mow when the grass was wet, the finished product would be more acceptable. Susan will mention that to Mark of Simply Yards.

A letter was received from Don Hanson of 1806 Cedar Springs Lane thanking Susan Miller for her diligence and attention to the landscaping. He suggested that perhaps bids should be taken for the 2013-2014 landscape contract since there had been some concerns regarding some of the work performed. Jean mentioned that it would be a loss if Heteberth of Simply Yards was no longer available to take care of the sprinkler system since he has history with the system.

Mr. Hanson also suggested that the board investigate the possibility that a management company be employed to take care of the many functions of the board inasmuch as it was evident that there are few who are volunteering to be on the board or take on committee responsibilities. It was decided to schedule a meeting on Thursday, October 25, for the sole purpose of discussing outside management. Paul said he would make some contacts and bring information back to this meeting. 

Susan pointed out that there was a day of workshops being offered by Community Associations Institute in the Seattle area on October 25 and she strongly suggested that the association send representatives to report back to the board. It was generally agreed that Cedar Springs HOA pay for 3 people’s registration if they are willing to attend.

The next meeting of the board will be Wednesday, November 14, at 5 p.m. at the home of Susan Miller. Board members were reminded that the annual meeting date should be chosen at that time so a reservation can be made at the Anacortes Library.

The meeting was adjourned at 6:40 p.m.

Respectfully submitted,
Naomi Hanson, Secretary

Minutes of August 13, 2012 Board meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
SPECIAL BOARD OF DIRECTORS MEETING
TUESDAY, AUGUST 13, 2012

MINUTES

Present:

President:  Paul Stannert
Vice President: Vince Sellen
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Member at Large: Jean Taylor
Landscape Coordinator: Susan Miller

The meeting was called to order at 5:00 p.m. by president Paul Stannert at the home of Vince Sellen (1802 Cedar Springs Lane).  The reason for the meeting was to approve the painting quote from Pro-Cote Painting for three buildings on Cedar Springs Lane:  1805 and 1807; 1809 and 1811; and 1813 and 1815.  The quote totals $13,146.30 including tax.  The work is to be done in late September.  If the weather does not allow for completion, work will be completed in the spring of 2013.  Jean said everyone that that lives in those units will have to be reminded that doors need to be open for a few hours when the painting takes place.  Vince Sellen moved and Jean Taylor seconded that the bid from Pro-Cote Painting be accepted at the cost of $13,146.30.  The motion passed unanimously.

It was decided to pursue placing a lien on the property of those who are in arrears in payment of dues.  Naomi will look into the process for doing so and Art will check on the status of payment history.

Faye Levitz in 1909 Cedar Springs Lane has asked that one of the trees on the west side of her home be trimmed to let more light in.  It was decided during discussion that the tree trimming would not affect any other house.  Faye has offered to pay for the trimming.  Vince Sellen moved and Art Shotwell seconded to approve the trimming of the tree by Eager Beaver with the understanding that it will not affect other properties and the extent of the trimming will be approved by the landscaping committee.  The motion passed unanimously.

Susan Miller and Jean Taylor reported that recent tours of the property have uncovered many problems with the health of the shrubs and trees, especially noticeable because of the great growing season we have had in 2012.  Vince suggested that we have a report at the annual meeting that explains the problems and the scope of the damage.  It was also suggested that tours of the property would be helpful for those unaware of the extent of the problems. 

The landscaping committee has been made aware of potentially serious problems from the hundreds of rhizomes (and the resulting saplings) our quaking aspens in the wetland buffer are sending out.  An arborist from Eager Beaver pointed out how some of the quaking aspen saplings could grow under foundations and potentially harm some of our buildings.  We need to get more information on the problem and find out how other homeowners elsewhere have handled it.  Depending on the scope of our problem and what we decide to do about it, it could cost about $2,500, but we have been told we will be in worse trouble if we wait to handle the problem.  If, upon learning more, we decide we should proceed in order to protect our buildings, we will present the plan to the homeowners and inform people of the plan and the reason for the action.  Removal of any quaking aspens would also necessitate significant follow up work by members of the association.  Will we have individuals who are willing to spend this time or will it have to be hired out?

Susan reported that last week Simply Yards brought six men in to take care of projects that had been discussed at the July 25 board meeting.  (See minutes of the previous meeting for the list.)  Simply Yards was contracted to do the work for $1,500, and they finished most of what was on the list.  The few remaining items will be taken care of during regular landscaping maintenance.  Susan, Jean Taylor, and Kippy Strandberg took turns overseeing the work being done. 

During the preparation for last week’s landscaping project, Mark Lawrence of Simply Yards pointed out a number of pest problems we have on our trees and shrubs.  Simply Yards does not do pest management, so he recommended we get in touch with TruGreen, formerly Haines.  Susan had David Oldham of TruGreen come to the property to do a walk-through and identify what our problems are and what we can do about them.  Dave has seven years of experience in this business.  He gave Vince and Susan assurances regarding the safety of what they spray. David pointed out mites, aphids, mildew, and other plant diseases that are present.  David and Susan decided that we needed to adopt a three-step approach to pest control here: 1) The diseased sequoia, a diseased Hinoki Cypress (1804 39th Court), and the aphid infestation on the birches on 39th Court were handled immediately (last Friday) for $160.  2) The infestation on the corkscrew willows will be sprayed when they begin to go dormant, in the first half of October. That will cost $220 because we have so many, and almost all show evidence of disease.  3) In 2013 we need to spray four times during the year to get all the pests that kill the plants at different times of the year.  The cost will be $2,056.  The landscaping committee recommends that we hire TruGreen to do the spraying next year to protect our maturing shrubs and trees, in which we now have a significant investment.

Paul thanked both Susan and Jean for all the time they have spent on researching the cause of problems and working with the various companies.  It is time much appreciated.

Susan and Jean strongly encourage other homeowners to help out on the landscaping committee.  As our foliage matures and we continue to plant more things, the job gets bigger and bigger.  Please call Susan or Jean if you are interested in helping out.

Jean suggested that we remind Cedar Springs residents that water stops and valves need to be turned on and off during the year to prevent seizing.  The process should be done at least 3 times a year.

The meeting was adjourned at 5:50 p.m.

Respectfully submitted,
Naomi Hanson, Secretary

Minutes of July 25, 2012 Board Minutes

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
WEDNESDAY, JULY 25, 2012

MINUTES

Present:

Vice President: Vince Sellen
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Member at Large: Jean Taylor
Landscape Coordinator: Susan Miller
Guests: Anita Dale, Barbara McLendon, Kippy Strandberg

Absent and excused:  President Paul Stannert

The meeting was called to order at 5:08 p.m. by vice president Vince Sellen at the home of Art Shotwell (1910 Cedar Springs Lane). 

Susan Miller presented the following Landscaping Committee Report:

General

1. Simply Yards has not yet sent us the invoice for the plantings from April and May.  Mark will send one soon.
2. Mark will send me a copy of the kinds of maintenance included in our contract.  The contract refers to Specifications of Landscape Maintenance, but I don’t have a copy.  We can use the list if we want to get bids from other companies.
3. All of the Leyland Cypresses were sprayed a couple of months ago to get rid of a worm infestation.

Maintenance schedule

1. Yesterday Mark, Heteberth (Bert), Jean Taylor, and I walked the property to address some of the maintenance problems and to identify which of our needs are not included in regular maintenance and must be special projects we pay extra for.
2. We have a lot of shrubs and small trees around the units that need to be trimmed and shaped.  I specified that the shrubs are not to be “poodled”, but unfortunately one of the workers poodled some of the shrubs just yesterday.  Mark said that the trimming will occur over the next several visits.  I’ll call Bert, who supervises the workers, and repeat the “no poodling” instructions.
3. We have a lot of shrubs with branches touching the siding, and I told Mark we want the branches trimmed back 12” from the siding.  Mark and Bert will let the landscapers know that they need to do that.  It will be done over the next couple of visits.
4. In the spring Simply Yards refreshed the path behind the southern units on the Lane, and now branches are growing into that area.  Mark and Bert cut a lot of them yesterday and will have others cut as part of regular maintenance.
5. Mark removed several dead shrubs and small trees.  Bert will have the workers remove the others.  He tagged them with green tape.
6. I asked that all of the shrubs, especially the rhodies, be fertilized.  That will be done in the next couple of visits.
7. Mark moved the large rock near the driveway across from 1811 39th Court.  He will have someone put soil and grass seed in the hole.
8. I asked Mark what can be done about the unevenness of the grass cutting, growing, and color.  He said that we have many different kinds of grass growing here. Their fertilizer works better on some kinds than others, so we have uneven growing patterns.  They use a weed killer regularly, but we seem to have lots of weeds anyway.  He and Bert said they would tell the workers to aim for a more even look and to be more aggressive about getting rid of the weeds and clover.  Mark said that no matter what the workers do in terms of fertilizing, we won’t have a beautiful lawn because of the different types of grass and the water level problem.  He said we could re-do our lawn, but that would cost many thousands of dollars.  I did not pursue that discussion because we don’t have the money.

Extra projects

1. The crew will come one extra time in the winter, at a cost of $750, for a day of raking leaves and tending to other landscaping needs.  I will call them when we want them to come, probably after one of the windstorms blows a lot of leaves off the trees.
2. Blackberry removal: Mark suggests that we hire someone to do the removal now and in early spring.  If we put the branches in black plastic bags, Simply Yards will pick them up and dispose of them at no charge.

There are some larger, non-maintenance projects we need done.  Mark suggests we have a crew spend a day here working on them.  After I show Mark the list below, I will get a bid from him and we’ll see if we have enough money in this year’s special projects budget to take care of them.  If it doesn’t cover all the work, we’ll prioritize the list and have them do less than a full day of work.

Jean Taylor and I also did a walk-through with Brady Longnecker of Eager Beaver.  We don’t have a bid from Brady, but we think Simply Yards would probably be cheaper.  I’ll get a bid from each soon.  Here are some of the problems we need to address.  Jean Taylor has more on a writeup she has done. Before we get bids, I will consolidate them.

1. Some of the corkscrew willows along the fence behind the homes on the Lane have a disease or a worm infestation.  They need to be sprayed.  Mark will contact Hanes (?) about the appropriate spraying.
2. About four or five corkscrew willows along the fence adjoining the church need to be heavily pruned and others need to be removed because they are preventing coniferous trees on either side from growing.
3. A rhody behind 1902 (Lane) needs to be moved.  It is being crowded.
4. The dead Mugho pine near the pond by the driveway on the Court needs to be removed.
5. .Some of the photinias have a fungus that needs to be treated. Other photinias are crowding out adjacent plants and need to be trimmed back.
6. The large sequoia in the semicircle on the Lane has some diseased lower limbs.  They need to be cut.
7. The homeowner of 1811 39th Court would like a tree planted where another one died.  We will plant an excelsior cedar if that is all right with the homeowner.  They are healthy and dense and have a beautiful shape.
8. The drain trench around the half-circle driveway on the Lane needs to be replenished. It is now a collection of stones stuck in mud and looks awful.
9. Weeds, including blackberries, are growing under the Rothmans’ deck.  They need to be removed.
10. Two birches on 39th Court need to be staked.
11.  We need to have the soil replenished around homeowners’ units and in the small areas in the common areas.  Mark has said the cost for labor for two days and a soil “blower” and raking would come to about $1400. This will probably have to be done on next year’s special projects budget.
12. Cut back the branches of the rows of Leylands so they start to become a shrub.

Discussion was held regarding the report.  It was suggested that local young people be hired to remove the blackberry bushes.  Names will be provided to Jean Taylor for contact.  It was confirmed that Susan will get bids before any work is started so we can stay within our budget.  There is between $1,400 and $1,500 remaining for the non-maintenance projects.

There was no secretary’s report.

Art moved and Susan seconded to accept the minutes of the May 9 board meeting as proposed.  The motion passed unanimously.

Treasurer Art Shotwell reported that he had moved $2,000 from the special projects reserve fund to cover expenses.  The payment of dues through ACH has worked well.  There is still one owner who is in arrears and is now selling her property.  Art will look into the cost of filing a lien on the property so the amount will be paid at closing.

A bid was received (and is attached to these minutes) from Mike Miller of Perfectly Square Handyman Services with regard to an alternative to replacing the patios that have sunk at 1802, 1804, 1806, and 1808 Cedar Springs Lane.  The alternative that he presented would cost $450 including all the required materials.  Jean moved and Art seconded to accept the bid of Mr. Miller with the understanding that in two years the workmanship would be checked to see if there is increased damage and if so, these patios would receive priority to be repaired.  It was generally felt that the project be closely observed to be sure that the outcome is quality workmanship.  The motion passed unanimously.

Anita Dale mentioned that work needs to be done on her entrance.  Vertical boards on 1806 and 1808 have warped and need work.  The gutters are still leaking.  If Mr. Miller’s workmanship is found to be suitable, he could be asked to do these projects as well.  If that is a consideration, an informal polling of board members will be done to approve the further projects and not wait until the September board meeting to make a decision.

Because our painting schedule was delayed because of the cost of replacing the four patios, it was suggested that we contact the painter who did the work last summer to see if he is available to paint the six units that were on the schedule for the summer of 2012.  Vince will talk to Paul and ask him to make the contact.  Our insurance company has asked that we get written bids for any of the major work that we are having done.

The community picnic is scheduled for July 28 behind 1901 Cedar Springs Lane.  The board thanked Barbara and Doug for the work they were doing in preparation.  The board also wanted to thank Josh for checking on everyone when electricity was lost during the July thunder and lightening storm.

Kippy Strandberg thanked the officers for the personal time they spent working on behalf of the association.  She just wanted to stress that she felt the association should concentrate on maintenance projects that have been discussed during this meeting rather than upkeep of the wetlands.  She felt that the wetlands were in good shape.  Barbara brought photos of how the original landscaping looked when she and her husband purchased their condo. She felt it was important that homeowners continue to have sufficient lawn space behind their property.  It is also necessary that the stream be cleaned out each year.

Susan moved and Naomi seconded that all gutters be cleaned at an appropriate time this fall.  The motion passed unanimously.

Naomi moved and Susan seconded that the association proceed with moss removal on the roofs.  The motion passed unanimously.

Naomi suggested that they make an effort to update the membership roster since there had been a number of changes during the past few months.  It was also suggested that the name of renters be included on the roster. 

The next meeting of the board will be on September 12 at 5 p.m. at the home of Naomi Hanson (1806 Cedar Springs Lane).

The meeting was adjourned at 6:35 p.m.

Respectfully submitted,

Naomi Hanson, Secretary

Minutes of June 4, 2012 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS SPECIAL MEETING
MONDAY, JUNE 4, 2012

MINUTES

Present:

President: Paul Stannert
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Member at Large: Jean Taylor

Absent:  Vice President, Vince Sellen and Landscape Coordinator, Susan Miller.

A special meeting of the board of directors was called to order at 5:32 p.m. by President Paul Stannert at the home of Jean Taylor (1907 Cedar Springs Lane). 

The purpose of the meeting was to decide what should be done regarding the large branch which had fallen at the edge of the wetlands behind the Taylor condominium.  At the May 9 meeting it was reported that the Anacortes Planning Department had suggested that a possible remedy was to plant native Nootka roses to form a hedge around that section of the buffer to prevent entry.  However, if Cedar Springs HOA decided that this was not a desirable remedy, it could discuss the removing of the branch and replanting in the area as mitigation.

Since the May 9 meeting, the split branch has fallen to the ground causing, among other things, difficulty for our landscapers to mow in that area.  Mrs. Taylor has requested of each board member that the branch be removed, hence the reason for the special board meeting.  The secretary has received emails from Mr. Sellen and Ms. Miller indicating their inability to attend the special meeting and agreeing that the tree limb should be removed.  A copy of that correspondence is attached.

MOTION: Jean Taylor moved and Naomi Hanson seconded that the fallen branch in the wetlands area behind 1907 Cedar Springs Lane be cut down and placed deeper in the wetlands at a cost not to exceed $500. 

Discussion was held.  Mrs. Taylor felt that the branch was a danger in its present state and that other members of the HOA had also voiced concern.  Mr. Stannert was not convinced that the branch presented a danger since it now lay on the ground.  Ms. Hanson suggested that perhaps the Eager Beaver bid would now be lower since the branch now rested on the ground and it would just be cut and placed further back in the wetlands.

President Stannert called for a vote.  Hanson, Shotwell, and Taylor voted yes.  Stannert voted no.  The motion passed.

Mr. Stannert will convey the HOA’s decision to the Anacortes Planning Department and ask for approval and mitigation requirements, if any. 

It was decided that matters such as this will be considered on a case by case basis.

After approval is received from the City, Jean Taylor and/or Susan Miller will contact Eager Beaver to confirm their cost and make arrangements for the cutting and moving of the branch.

The meeting was adjourned at 5:45 p.m.

Respectfully submitted,
Naomi Hanson, Secretary

Minutes of May 9, 2012 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
WEDNESDAY, MAY 9, 2012

MINUTES

Present:

President: Paul Stannert
Vice President: Vince Sellen
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Member at Large: Jean Taylor
Landscape Coordinator: Susan Miller
Guest:  Faye Levitz

The meeting was called to order at 5:06 p.m. by president Paul Stannert at the home of Jean Taylor (1907 Cedar Springs Lane). 

Treasurer Art Shotwell reported that he had received the insurance policy renewal information.  The deductible has changed from $2,500 to $5,000.  The total statement for the coming year is $13,775.  It was decided that the president and treasurer would compare last year’s policy with the proposed new policy before making the initial payment.  It was also suggested that it be determined what membership dues pay for so that members understand why the increase in monthly dues was necessary. 

It was suggested that the association be aware of updated information regarding homeowner associations.  A good source of this information is through the Washington State Chapter of the Community Associations Institute.  The website is http://www.wscai.org.  The site contains helpful information for board members of homeowner associations including educational seminar dates.

Susan Miller gave a landscape report.  Sixty to 70 plants are being planted around Cedar Springs.  This is the second year of the 5-year plan.  $4,900 has been budgeted for this year.  About $1,600 has been spent on soil and plants thus far.  Susan is budgeted about $1,500 for wetlands-related projects.  She indicated that she and Doug Winge are working on a plan for those 12-13 units whose back yards have encroached into the wetlands. 

Jean Taylor reported that there is a split branch behind their house on the edge of the wetlands area.  Contact has been made with the City of Anacortes as to what action can be taken in that regard.  Paul reported that a letter had been received from the City which seemed to suggest that nothing be done.  However, the association can present other solutions.  Members of the board will look at the tree after the meeting and determine the next step to be taken.

Vince Sellen asked what action, if any, will be needed regarding the big rock on 39th Court which was moved during the winter, resulting in a large hole.  It was suggested that the hole be filled and plantings added.  No action was taken at this time.

The sprinkler system was checked on May 8 and all is fine.  Some of the new plants are in the way of the sprinkler heads.  It was suggested that it is easier to move the sprinkler heads than the plants.

Paul had investigated whether the association’s insurance would cover the cost of replacing the patios as discussed at recent board meetings.  It was determined that this was not covered.  The warranty has also expired.  It was suggested that the association have an individual independently look at each patio to determine the need for replacement.  Paul would check with the City to see if they knew of a person who could do this; Vince would also make some contacts.

During the month of June there will be a walk through regarding the wetlands.  Jean, Susan, and Art want to be present.  A back flow study will be done by June 1.

The board discussed the considered concern regarding dog excrement not being picked up by individuals from 1819 Cedar Springs Lane.  A letter has been sent and personal contacts have been made.  Paul and Jean indicated they would attempt a personal visit with the owner.  The CC&Rs indicate that a fine can be charged if the situation continues.

It was decided to reserve July 28 for the community picnic.  Paul will check to see if this conflicts with any other events in Anacortes. No location was selected.

Naomi mentioned that the March minutes were not on the association blog.  Art and Paul will work on adding them. 

Naomi also mentioned that the mailboxes might need some cleanup after the winter months.  No action was taken.

The next scheduled meeting of the board will be Wednesday, July 25, at 5 p.m. at the home of Art Shotwell. 

The meeting was adjourned.

Respectfully submitted,

Naomi Hanson, Secretary

Minutes of March 21, 2012 Board meeting

Cedar Springs Homeowners Association
Board of Directors Organizational Meeting
Wednesday, March 21, 2012

Present: Art Shotwell, Paul Stannert, Jean Taylor, Susan Miller and Vince Sellen
The meeting was called to order at 5:10 p.m. by Paul Stannert.

It was agreed that notice shall be posted at both mailbox locations two weeks prior to Board meetings, as both a courtesy and an invitation to interested homeowners. 

Art Shotwell reported that the ACH program as a means for paying monthly dues is ready to be implemented beginning April 1, 2012 – as scheduled.

Susan Miller presented a plan for this year’s Landscaping project for non-wetland areas which was approved.
It was approved that a letter be written and delivered to Mary Helene Halsey per 11.10 of CC & R’s regarding animals –  to include allowing a dog to run at large and for the non-removal of animal waste from common areas  within and around 1819 Cedar Springs Lane.

It was approved that Jean Taylor get a bid from Eager Beaver on limb and or tree removal as necessary at 1909 Cedar Springs Lane.  Appropriate action will be agreed to by the board with the City’s approval. 

Vince Sellen reminded us of the importance of calling 911 when any activity appears out of the ordinary.

It was approved that the 2012 Landscaping Agreement with Simply Yards be accepted as written in 2008.  An addendum will be written by Susan Miller, approved by the board and submitted to Simply Yards that prevents the application of pesticides and or herbicides within the protected areas.

A fresh look at patio replacements for 1802, 1804, 1806, 1808, 1810, and 1812 to include possible insurance coverage will take place before our next meeting which is scheduled for 5:00 p.m. on May 9, 2012 at Jean Taylors.

The meeting was adjourned at 6:30 p.m.

Respectfully submitted,
Paul Stannert for Naomi Hanson (Secretary)

Minutes of Jan. 18, 2012 Board meeting

Cedar Springs Homeowners Association

Board of Directors Organizational Meeting

Wednesday, January 18, 2012

Present:
Naomi Hanson
Gretchen Sellen
Vince Sellen
Art Shotwell
Paul Stannert
Jean Taylor

The meeting was called to order at 5:10 p.m. by Paul Stannert.  Officer and board designations were discussed.  The following officers and board were appointed:

President:  Paul Stannert
Vice President:  Vince Sellen
Secretary:  Naomi Hanson
Treasurer:  Art Shotwell
Board Member at Large:  Jean Taylor
Landscape Coordinator:  Susan Miller

It was suggested that an attempt be made to also have a board member from 39th Court. 

Inasmuch as the membership voted at the January 14 annual meeting to increase the monthly dues from the board recommended $215 to $225, it will be necessary for the Automatic Clearing House (ACH) Bank Withdrawal forms be revised to reflect that amount.  Some of the forms were updated at the annual meeting.  Board members will make contact with those who need to revise their initial ACH or those who have not as yet completed a form. Automatic withdrawal will begin April 1.  The board will also provide each homeowner not in attendance with a handbook which sets forth important information regarding the HOA.

Art Shotwell indicated that he will be responsible for picking up the mail.  This will give him an opportunity to collect all invoices, make copies, and approve payments by Furin and Company.  Art will be the contact person with Furin and all questions should go through him.  In the same vein, Susan Miller will be the contact person with Simply Yards.  Cedar Springs has an account with Bayshore for photocopying if needed.

Future meetings for the Board of Directors were decided as follows:
Wednesday, March 21, 5 p.m., Home of Paul Stannert
Wednesday, May 9, 5 p.m., Home of Jean Taylor
Wednesday, July 25, 5 p.m., Home of Art Shotwell
Wednesday, September12, 5 p.m., Home of Naomi Hanson
Wednesday, November 14, 5 p.m., Home of Susan Miller

Action items that will be worked on in the coming months will be the caulking of leaking eaves, patio replacements for 1802, 1804, 1806, 1808, 1810, and 1812, dryer vent cleaning, cancellation of earthquake insurance for personal property, and replacement of dead shrubs.

The meeting was adjourned at 6:00 p.m.

Respectfully submitted,
Naomi Hanson
Secretary

Annual Homeowners Meeting of Jan. 14, 2012

Cedar Springs Homeowners

Annual Meeting

January 14, 2012

Anacortes Public Library Meeting Room

In attendance were Paul Stannert, Vince Sellen, Gretchen Sellen, Paul Davallou, Anita Dale, Jan Martin, Jerry Martin, Naomi Hanson, Don Hanson, Candy Cooper, Paula Dinnel, Doug Wing, Mary Helen Halsey, Art Cawrse, Marilyn Cawrse, Stepahnie Daly, Alex Taylor, Jean Taylor, Jill Rothman, Lexie Lamborn, and Art Shotwell.  There were proxies from Clare Hogg and Barbara McLendon (Art &n Marilyn Cawrse), Dan & Sally Casey and Rebecca Flint (Jean Taylor), Carol Mays(Vince Sellen).

Welcome and Introduction
The meeting was called to order By Paul Stannert at 10:08 AM.  The Board members were introduced and  the homeowners introduced themselves.  Paul Stannert introduced our guest Janet Cray from Aqua-Terr Systems. 

Wetlands Management Report
The Wetlands Management report was moved to the beginning of the meeting so Janet Cray could leave.  It was announced that the city has approved the Wetlands Management plan.  Janet Cray the representative from Aqua-Terr gave us an overview of the plan, and stressed the importance of having this so that we would know what was permitted in our extensive wetlands.  All homeowners present were given a brochure with some information, but if you have questions about what is permitted in the wetlands (critical areas) or would like to see the plan please get in touch with Susan Miller our landscape coordinator. 

Previous Meeting Minutes
The minutes of the 2011 Annual Meeting were read and approved.

President’s Report
Paul Stannert stated that The Wetlands Management Report was a surprise to many but it was undertaken because of questions posed at the last Annual Meeting, as well as concerns from the city about some trees that were removed from the wetlands.  We now have a document that will help us deal with our wetlands for the foreseeable future.  This plan is the first of its kind in the city.

Treasurer’s Report
Jerry Martin reported that our reserve account was down because of an increase in water bills, and paying for the Wetland’s Management Plan.  He announced that the board had suggested, at the urging of our accountants, opening an ACH (automatic bank withdrawal) account at Whidbey Island Bank.   The ACH account would begin on April 1st
A motion was made to open an ACH account at Whidbey Bank.  It was tabled until the budget discussion.

Landscape Report
The coordinator was unable to be at the meeting so there was no landscape report.

Election of Board Members
The following homeowners were nominated and elected: Art Shotwell, Jean Taylor, Paul Stannert, Susan Miller, Naomi Hanson, and Vince Sellen.

Budget
A motion was made and seconded to have the Homeowners Association set up an ACH account at Whidbey Island Bank.  A discussion followed.  A vote was taken with 17 in favor and one apposed.  The ACH account will go into effect on April 1st.

A motion was made and seconded to add a $25.00 handling fee to the Homeowners dues for those who choose not to use the ACH account. The motion passed unanimously.

A discussion ensued about postponing the scheduled painting for a year in order to repair failing patios.  A motion was made and seconded to postpone the house painting for 2012, and repair the patios instead. The motion passed unanimously.

After a discussion about the need to increase the reserve account, a motion was made to increase the dues by $10.00 to $225.00 per month.  A discussion followed.  The motion passed with a vote of 11 in favor and 7 apposed.  It was pointed out that the ACH forms will need to be revised to reflect the increased dues from $220.00 to $225.00.

A motion was made to approve the budget.  The motion passed with one dissenting vote.

Suggestions to the Board 
Investigate opening a C.D. account for money in the reserve account.  Need to check outside water pipe at 1908 (Rothmans). Paul Stannert and Don Hanson will do some research on personal property earthquake cancellations. 

The meeting adjourned at 12:22.

Minutes of Dec. 13, 2011 Board Meeting

Cedar Springs HOA Special Budget Meeting
December 13th 2011
1801 Cedar Springs Lane

The meeting was called to order at 2:00PM.  Board Members present: Paul Stannert, Jean Taylor, Jerry Martin, Gretchen Sellen and Landscape Coordinator Susan Miller.  Guests were Art Shotwell, Jan Martin and Vince Sellen.

Expenses for 2011
We spent more than we received from homeowners’ dues in 2011.  Our reserve account is down about $5,600 from 2010.  There were some unanticipated expenses for water, the wetlands proposal and landscaping. There are some necessary repairs (patios) that need to be made in 2012.  With the above in mind Gretchen Sellen made a motion to fix the sinking patios at 1802, 1804, 1806 and 1808 at the cost of about $12,500.  Jean Taylor seconded the motion.  After some discussion about deferring some other scheduled maintenance the motion passed unanimously.  Another motion was made by Jerry Martin and seconded by Jean Taylor to raise the dues by $10.00 to $225.00 to go into effect on April 1, 2012.  This motion passed.

Landscaping
There is a 5 year plan to enhance the landscaping.  There are many bare areas where dead plants have been removed.  In 2011 the money was spent on enhancing soil and doing some planting of small shrubs.  This year the board approved $2,500 for the 5 year plan expenses. This is about a third less than in previous years due to budget constraints. Susan Miller will meet with Simply Yards to draw up a plan for this.  If you have concerns about landscaping please call Susan Miller and not Simply Yards.

Art Shotwell will look over the 2012 budget.  The meeting will be continued to December 19th at 2:30 at Stannerts house.

The meeting adjourned at 4:00 PM.

Continuation of Budget Meeting from December 13, 2011
December 19th 2011
the meeting was called to order at 2:30.  Board members present: Paul Stannert, Jean Taylor, Gretchen Sellen.  Guests present: Art Shotwell and Vince Sellen.

Budget for 2012
Art Shotwell presented a budget to the Board.  In 2012 less money will be going to the 5 year Landscaping Plan and money was set aside from the Reserve Fund to repair the damaged patios.  This will be discussed at the Annual Meeting on Jan. 14th.  After discussion of the proposed 2012 Budget a motion was made by Jean Taylor and seconded by Gretchen Sellen to raise the dues for 2012 to $5.00 a month instead of $10.00 a month that had been approved at the Dec. 13th meeting.

Planning for the Annual Meeting January 14th 2011 at 10:00 AM at the Library
As discussed at the December 6th meeting Cedar Springs HOA will be setting up an ACH Account at Whidbey Island Bank.  When this account is opened your dues will be subtracted from your bank account and paid directly to Whidbey Island Bank.  This is a much easier system for the accountants to work with and will save money for the Association in the long run. The starting date for this will be April 1, 2012. There will be an extra charge for those not using the ACH Account. Please bring your bank account information to the Annual Meeting and we can begin this process. 

You will receive a letter soon with more information about the Annual Meeting.

Meeting adjourned at 3:30.