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