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.