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