NOTICE OF ANNUAL MEETING
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
WHEN: SATURDAY, JANUARY 18, 2014
TIME: 10:00 A.M.
WHERE: ANACORTES LIBRARY, 1220 – 10TH STREET, ANACORTES, WASHINGTON
Thursday, December 26, 2013
Tuesday, November 19, 2013
Board minutes - Meeting of November 14, 2013
Cedar Springs Homeowners Association
Special Board of Directors Meeting
Thursday, November 14, 2013
Present: Vince Sellen, Doug Winge, Jean Taylor, Naomi Hanson
Guests: Don Hanson, Art Cawrse, Art Shotwell, Rick Bunzel, Pacific Crest Reserves, LLC
President Vince Sellen welcomed those in attendance and announced that the purpose of this special meeting was to hear a presentation from Rick Bunzel, Pacific Crest Reserves, in support of the Reserve Study Proposal that he had previously provided to the board. This presentation was scheduled by the board to enable Cedar Springs to meet the state requirements that HOA’s must have reserve studies done and, in that regard, that certain amounts of money must be set aside for possible future costs.
Mr. Benzel explained what a reserve study entailed. He and his partner would look at Cedar Springs with the eye to predict what projects would be necessary and what costs would be incurred on the part of the HOA during the next 30 years. He would look at all areas that are the responsibility of the HOA. He indicated that HOA can look at reserve funds in a number of ways. Some do baseline funding which never goes 10 percent below what might be determined to be necessary. The second is full funding so that any cost can be covered at any time. Another option is 60 percent funding which has 60 percent reserve at all times. What the HOA will have to take into consideration is the age of the development and what costs will likely be incurred.
The law mandates that a full study be done in year one. This would be a complete inspection of the facility and grounds. That cost would be $2,400 (if we decide to do the full four year cycle). The second and third year would be a Level Three study which will not entail an inspection but would rather look at the funding plan, taking into consideration any increases in material and contractor costs. The charge would be $350 each year. During the fourth year, an on-site inspection would take place which would result in a condition assessment, a revised life and valuation estimate, a revised fund status, and a revised funding plan. The cost would be $1,750. Therefore, the total cost for a 4-year contract would be $4,800.00 spread over the course of four years. Mr. Bunzel indicated that they could have the reserve study done by the end of December and they would be willing to do an informative presentation at the annual meeting on January 18, 2014.
Since a quorum of the board members were in attendance, Vince opened the special meeting for business at 6:05 p.m. Naomi Hanson moved and Jean Taylor seconded to sign a contract with Pacific Crest Reserves in an amount not to exceed $5,000 over a period of 4 years. The motion passed unanimously.
Doug suggested that the first installment which would become due in 2014 be paid out of the existing reserve fund and the other board members agreed. Information gleaned from the reserve study will be used in preparation of the proposed budget to be presented to the membership in January. Budget preparation will take place at the board meeting on Thursday, December 19. Doug provided a worksheet for the board’s future consideration regarding the need to increase monthly dues to have sufficient monies in the reserve fund. There was also general discussion that there will be the need for new officers and board members in 2014.
The meeting was adjourned at 6:40 p.m.
Respectfully submitted,
Naomi Hanson
Secretary
Upcoming Meetings:
Thursday, December 19, 2013 is the next meeting of the Board. The budget for 2014 will be the main topic of discussion, together with a slate of officers and board members to be presented to the membership. Please consider being an officer or board member.
Saturday, January 18, 2014 is the annual meeting at the Anacortes Library. There will be an election of officers and board members, a reserve fund presentation, and the presentation of the 2014 budget.
Special Board of Directors Meeting
Thursday, November 14, 2013
Present: Vince Sellen, Doug Winge, Jean Taylor, Naomi Hanson
Guests: Don Hanson, Art Cawrse, Art Shotwell, Rick Bunzel, Pacific Crest Reserves, LLC
President Vince Sellen welcomed those in attendance and announced that the purpose of this special meeting was to hear a presentation from Rick Bunzel, Pacific Crest Reserves, in support of the Reserve Study Proposal that he had previously provided to the board. This presentation was scheduled by the board to enable Cedar Springs to meet the state requirements that HOA’s must have reserve studies done and, in that regard, that certain amounts of money must be set aside for possible future costs.
Mr. Benzel explained what a reserve study entailed. He and his partner would look at Cedar Springs with the eye to predict what projects would be necessary and what costs would be incurred on the part of the HOA during the next 30 years. He would look at all areas that are the responsibility of the HOA. He indicated that HOA can look at reserve funds in a number of ways. Some do baseline funding which never goes 10 percent below what might be determined to be necessary. The second is full funding so that any cost can be covered at any time. Another option is 60 percent funding which has 60 percent reserve at all times. What the HOA will have to take into consideration is the age of the development and what costs will likely be incurred.
The law mandates that a full study be done in year one. This would be a complete inspection of the facility and grounds. That cost would be $2,400 (if we decide to do the full four year cycle). The second and third year would be a Level Three study which will not entail an inspection but would rather look at the funding plan, taking into consideration any increases in material and contractor costs. The charge would be $350 each year. During the fourth year, an on-site inspection would take place which would result in a condition assessment, a revised life and valuation estimate, a revised fund status, and a revised funding plan. The cost would be $1,750. Therefore, the total cost for a 4-year contract would be $4,800.00 spread over the course of four years. Mr. Bunzel indicated that they could have the reserve study done by the end of December and they would be willing to do an informative presentation at the annual meeting on January 18, 2014.
Since a quorum of the board members were in attendance, Vince opened the special meeting for business at 6:05 p.m. Naomi Hanson moved and Jean Taylor seconded to sign a contract with Pacific Crest Reserves in an amount not to exceed $5,000 over a period of 4 years. The motion passed unanimously.
Doug suggested that the first installment which would become due in 2014 be paid out of the existing reserve fund and the other board members agreed. Information gleaned from the reserve study will be used in preparation of the proposed budget to be presented to the membership in January. Budget preparation will take place at the board meeting on Thursday, December 19. Doug provided a worksheet for the board’s future consideration regarding the need to increase monthly dues to have sufficient monies in the reserve fund. There was also general discussion that there will be the need for new officers and board members in 2014.
The meeting was adjourned at 6:40 p.m.
Respectfully submitted,
Naomi Hanson
Secretary
Upcoming Meetings:
Thursday, December 19, 2013 is the next meeting of the Board. The budget for 2014 will be the main topic of discussion, together with a slate of officers and board members to be presented to the membership. Please consider being an officer or board member.
Saturday, January 18, 2014 is the annual meeting at the Anacortes Library. There will be an election of officers and board members, a reserve fund presentation, and the presentation of the 2014 budget.
Wednesday, November 06, 2013
Board minutes - Meeting of October 17, 2013
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
THURSDAY, OCTOBER 17, 2013
MINUTES
Present:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Marilyn Cawrse
Landscape Coordinator: Jean Taylor
Guests:
Don Hanson
Susan Miller
Kippy Strandberg
Alex Taylor
The meeting was called to order at 5:35 p.m. by President Vince Sellen at the home of Marilyn Cawrse. Roll was taken.
Doug moved/Jean seconded to approve the minutes of the August 15 regular meeting and the September 11 special meeting as presented. Motion passed unanimously.
Doug gave a treasurer’s report which is attached. At the present time we have $69,147.03 in available funds although there are $4,837.95 in checks that have not cleared the bank. He suggested discussion of increasing the monthly dues when the budget is prepared for 2014. In that regard, it was suggested that there be a work meeting in November, a date to be discussed later in the meeting.
The president reported that Phase One of the surface repair at 39th Court is completed. They also took care of the cracks.
As we near the annual meeting in January and a change in leadership, it was suggested that officers list their responsibilities and schedules as to maintenance of the development, i.e. when the gutters are cleaned, who has done the work, etc. It was pointed out that the sprinklers will need repair in 2014 – a consideration as the budget is prepared.
Vince presented a Reserve Study Proposal given by Pacific Crest Reserves, LLC. The individuals who would prepare the study are Rick Bunzel and Charlie Barefield. They propose a discounted program which would total about $4,500 over a 3-year period. It was decided to have a special meeting in November at which Bunzel and Barefield will present. The meeting will be on November 14 at 5:30 at the home of Vince Sellen.
It is necessary to make a reservation at the library for our annual meeting in January. Jean moved/Marilyn seconded to have the meeting on Saturday, January 25 in the morning. The motion passed. Vince will see if that date and time is available.
Susan and Jean presented the 2014 landscaping priorities and projects, also attached. This report came about after Jean Taylor, Andrea Gauthier, Gretchen Sellen, and Susan Miller took an informal inventory of the Cedar Springs grounds. They recommend $6,300 be the total for landscaping within the 2014 budget.
Susan wanted to alert homeowners that, if there is a problem with the garage door opener spring, do not try to fix it yourself. It is very dangerous. She can recommend a person to do the work.
The next regular board meeting is scheduled for Thursday, December 19, at the home of Naomi Hanson.
The meeting was adjourned at 6:48 p.m.
Respectfully submitted,
Naomi Hanson, Secretary
BOARD OF DIRECTORS MEETING
THURSDAY, OCTOBER 17, 2013
MINUTES
Present:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Marilyn Cawrse
Landscape Coordinator: Jean Taylor
Guests:
Don Hanson
Susan Miller
Kippy Strandberg
Alex Taylor
The meeting was called to order at 5:35 p.m. by President Vince Sellen at the home of Marilyn Cawrse. Roll was taken.
Doug moved/Jean seconded to approve the minutes of the August 15 regular meeting and the September 11 special meeting as presented. Motion passed unanimously.
Doug gave a treasurer’s report which is attached. At the present time we have $69,147.03 in available funds although there are $4,837.95 in checks that have not cleared the bank. He suggested discussion of increasing the monthly dues when the budget is prepared for 2014. In that regard, it was suggested that there be a work meeting in November, a date to be discussed later in the meeting.
The president reported that Phase One of the surface repair at 39th Court is completed. They also took care of the cracks.
As we near the annual meeting in January and a change in leadership, it was suggested that officers list their responsibilities and schedules as to maintenance of the development, i.e. when the gutters are cleaned, who has done the work, etc. It was pointed out that the sprinklers will need repair in 2014 – a consideration as the budget is prepared.
Vince presented a Reserve Study Proposal given by Pacific Crest Reserves, LLC. The individuals who would prepare the study are Rick Bunzel and Charlie Barefield. They propose a discounted program which would total about $4,500 over a 3-year period. It was decided to have a special meeting in November at which Bunzel and Barefield will present. The meeting will be on November 14 at 5:30 at the home of Vince Sellen.
It is necessary to make a reservation at the library for our annual meeting in January. Jean moved/Marilyn seconded to have the meeting on Saturday, January 25 in the morning. The motion passed. Vince will see if that date and time is available.
Susan and Jean presented the 2014 landscaping priorities and projects, also attached. This report came about after Jean Taylor, Andrea Gauthier, Gretchen Sellen, and Susan Miller took an informal inventory of the Cedar Springs grounds. They recommend $6,300 be the total for landscaping within the 2014 budget.
Susan wanted to alert homeowners that, if there is a problem with the garage door opener spring, do not try to fix it yourself. It is very dangerous. She can recommend a person to do the work.
The next regular board meeting is scheduled for Thursday, December 19, at the home of Naomi Hanson.
The meeting was adjourned at 6:48 p.m.
Respectfully submitted,
Naomi Hanson, Secretary
Thursday, September 05, 2013
Board Minutes - August 15, 2013 meeting
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
THURSDAY, AUGUST 15, 2013
MINUTES
Present:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Landscape Coordinator: Jean Taylor
Guests:
Ted Krieg
Andrea Gauthier
Kippy Strandberg
The meeting was called to order at 5:35 p.m. by President Vince Sellen at the home of Doug Winge. Roll was taken.
Jean moved/Doug seconded to approve the June 20, 2013 minutes as written. Motion passed unanimously.
Doug gave a treasurer’s report which is attached. He has not had to transfer funds between accounts but there is a concern that there is less than $2,500 per unit in reserves at this time. There is a need to make plans for future expenses which might include increasing dues as units get older.
Jean reported on the irrigation break next to 1907 Cedar Springs Lane. The pipe was improperly glued and inserted. The repairs have been made. She indicated that there are some new gardeners now employed by Simply Yards and they need to know that some areas need to be mowed by walking mowers. A cedar will be removed between 1902 and 1908 on August 28. Tru Green sprayed on July 17. Jean is going to ask for a report of what they did for our records. Kippy indicated that she had added top soil and mulch around her property. There is a need for this throughout the development. It was suggested that we get a bid on what it would cost. Kippy also reported that the area between 1802 and 1804 on the Court side is wet. It has been determined that a foundation wall remains which is not allowing the water to drain. This foundation wall was probably from the former dairy farm. There is also a need to put a cover on one of the irrigation pipes.
Vince reported that the picnic went well. The location provided lots of room -- there is a need for more awnings/tents to provide shade. The cost for chicken, ice, and plastic ware was $125.15. The board thanked Vince, Gretchen, and Josh for all their preparation to help it to be such a success.
Vince reported that 39th Court is not a city street as it is narrow and doesn’t meet standards. He looked at the potholes (our responsibility to repair) with Mike Miller and he indicated that he would contact businesses more familiar with that type of work. Two companies gave bids upwards of $12,000 which were a complete tear out and replace process. The board feels that a temporary repair and then sealing would be sufficient. We could wait until all the units have been painted (after 2014) and then do a larger project. Garbage and delivery trucks are the cause of the problem. It was decided to attempt to get more bids stressing just the repair of the potholes.
Ted Krieg and Andrea Gauthier reported on the work that they had done on their units regarding rat control and water drainage.
Pro-Cote Painting has completed the painting for 2013. We have received their bid for 2014 in the total amount of $17,312 which would cover painting 1801, 1802, 1803, 1804, 1806, 1808, 1810, and 1812. There is no mention of painting of doors. When 39th Court was painted, the cost was $50 per door. The cost now is $100. Jean moved/Doug seconded to approve the estimate pending the additional information received regarding the painting of the doors. Passed.
There was a general discussion of the future costs that will be incurred by the homeowners association – patios, roofs, composting, plus regular monthly expenses. It is necessary to maintain our properties so they continue to keep their value. With this in mind, it was suggested that the board discuss at its October meeting how to meet these needs and prepare a document (to be sent separately from the president) that will go to the membership before the annual meeting. It is anticipated that a dues increase will be recommended.
Anita Dale has indicated that the seal is broken on her skylight. It was suggested that perhaps all skylights should be surveyed to see if it was a problem throughout the development. If so, all repairs can be done at once which would hopefully provide a savings in cost.
The next board meeting is scheduled for Thursday, October 17, at the home of Marilyn Cawrse.
The meeting was adjourned at 7:05 p.m.
Respectfully submitted,
Naomi Hanson, Secretary
Sunday, June 30, 2013
Board minutes - June 20, 2013 meeting
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
THURSDAY, JUNE 20, 2013
MINUTES
Present:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Board Member at Large: Marilyn Cawrse
Landscape Coordinator: Jean Taylor
Guests:
Ted Krieg, 1815 Cedar Springs Lane
Bob and Andrea Gauthier, 1813 Cedar Springs Lane
The meeting was called to order at 5:35 p.m. by President Vince Sellen at the home of Jean Taylor. Roll was taken.
Marilyn moved/Jean seconded to approve the April 18, 2013 minutes as written. Motion passed unanimously.
The president reported that a window was broken by Simply Yards at 1813 39th Court. Simply Yards will arrange and pay for a replacement window of the same quality.
Painting will begin shortly after July 1. Residents need to be at the home for the painting of the doors only. The board will prepare an information notice (with the assistance of Alex Taylor) as to how to prepare a home for painting. The painter covers the shrubs.
It has been determined that any repairs to attics or crawl spaces under the home are the responsibility of the homeowner. The president confirmed this with attorney Brad Furlong. Basically the HOA’s insurance pays for everything “paint out” or not moving if the home were to be tipped over. There was discussion as to possible solutions for the water in the crawlspaces under 1813 and 1815 Cedar Springs Lane. Raising the height of the common area so water will drain toward the creek and installing curtain drains were suggestions. A notice will go out to all homeowners alerting them to their responsibility regarding attics and crawlspaces.
Gutters were cleaned on the units closest to the creek.
Puget Sound Energy says there is a meter that has not been recording. Since no one has any idea where this meter might be, he will get back to PSE to ask them to locate this mysterious meter.
Doug Winge provided a treasurer’s report which is attached. There is a total of $78,895.76 in all accounts.
Jean Taylor reported that Simply Yards is removing any plants that didn’t make it through the winter. The taller trees in front of units will be pruned in the fall. The lawn has been fertilized. Tru Green has not shown up to spray the diseased willows. There is a tree near 1813 Cedar Springs Lane which probably needs to come down because its roots are going under the unit and it is getting too tall. It was generally decided that the Kriegs and the Gauthiers could determine if the tree should be removed and a new one planted in its place. Naomi will provide the pamphlet that sets forth the Native Growth Protection Easement Management Plan for their use in determining a replacement, if needed.
All the sprinklers are not turned on as yet but they will be within the next week.
A birch tree on 39th Court will need to be replaced. Jean and Kippy Strandberg will supervise when any trees are planted.
The back flow testing has been done. This purpose of this is to make sure our irrigating does not go back into the City water.
The association needs to get bids to repair the potholes on 39th Court.
The summer party will be on July 27 beginning at 4:00 p.m. behind units 1806 and 1808. More information will be forthcoming.
Marilyn moved/Jean seconded to write off the two underpayments still on the books in the total amount of $35. Motion passed unanimously.
It was discussed how important it was that residents are aware of having a secure crawl space access. Some residents have had problems with rodents establishing themselves in the crawl spaces. Owners who wish a more secure lid on their crawl space can have an improved lid built as the one on 1902 Cedar Springs Lane. If enough owners want this done, the association might be able to coordinate and reduced the individual unit cost.
The association will be looking into the possibility of a curtain drain in the Common Area above 1815 Cedar Springs Lane.
The next board meeting is scheduled for Thursday, August 15, at the home of Doug Winge.
Jean moved/Marilyn seconded to adjourn the meeting at 6:50 p.m.
Respectfully submitted,
Naomi Hanson, Secretary
BOARD OF DIRECTORS MEETING
THURSDAY, JUNE 20, 2013
MINUTES
Present:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Board Member at Large: Marilyn Cawrse
Landscape Coordinator: Jean Taylor
Guests:
Ted Krieg, 1815 Cedar Springs Lane
Bob and Andrea Gauthier, 1813 Cedar Springs Lane
The meeting was called to order at 5:35 p.m. by President Vince Sellen at the home of Jean Taylor. Roll was taken.
Marilyn moved/Jean seconded to approve the April 18, 2013 minutes as written. Motion passed unanimously.
The president reported that a window was broken by Simply Yards at 1813 39th Court. Simply Yards will arrange and pay for a replacement window of the same quality.
Painting will begin shortly after July 1. Residents need to be at the home for the painting of the doors only. The board will prepare an information notice (with the assistance of Alex Taylor) as to how to prepare a home for painting. The painter covers the shrubs.
It has been determined that any repairs to attics or crawl spaces under the home are the responsibility of the homeowner. The president confirmed this with attorney Brad Furlong. Basically the HOA’s insurance pays for everything “paint out” or not moving if the home were to be tipped over. There was discussion as to possible solutions for the water in the crawlspaces under 1813 and 1815 Cedar Springs Lane. Raising the height of the common area so water will drain toward the creek and installing curtain drains were suggestions. A notice will go out to all homeowners alerting them to their responsibility regarding attics and crawlspaces.
Gutters were cleaned on the units closest to the creek.
Puget Sound Energy says there is a meter that has not been recording. Since no one has any idea where this meter might be, he will get back to PSE to ask them to locate this mysterious meter.
Doug Winge provided a treasurer’s report which is attached. There is a total of $78,895.76 in all accounts.
Jean Taylor reported that Simply Yards is removing any plants that didn’t make it through the winter. The taller trees in front of units will be pruned in the fall. The lawn has been fertilized. Tru Green has not shown up to spray the diseased willows. There is a tree near 1813 Cedar Springs Lane which probably needs to come down because its roots are going under the unit and it is getting too tall. It was generally decided that the Kriegs and the Gauthiers could determine if the tree should be removed and a new one planted in its place. Naomi will provide the pamphlet that sets forth the Native Growth Protection Easement Management Plan for their use in determining a replacement, if needed.
All the sprinklers are not turned on as yet but they will be within the next week.
A birch tree on 39th Court will need to be replaced. Jean and Kippy Strandberg will supervise when any trees are planted.
The back flow testing has been done. This purpose of this is to make sure our irrigating does not go back into the City water.
The association needs to get bids to repair the potholes on 39th Court.
The summer party will be on July 27 beginning at 4:00 p.m. behind units 1806 and 1808. More information will be forthcoming.
Marilyn moved/Jean seconded to write off the two underpayments still on the books in the total amount of $35. Motion passed unanimously.
It was discussed how important it was that residents are aware of having a secure crawl space access. Some residents have had problems with rodents establishing themselves in the crawl spaces. Owners who wish a more secure lid on their crawl space can have an improved lid built as the one on 1902 Cedar Springs Lane. If enough owners want this done, the association might be able to coordinate and reduced the individual unit cost.
The association will be looking into the possibility of a curtain drain in the Common Area above 1815 Cedar Springs Lane.
The next board meeting is scheduled for Thursday, August 15, at the home of Doug Winge.
Jean moved/Marilyn seconded to adjourn the meeting at 6:50 p.m.
Respectfully submitted,
Naomi Hanson, Secretary
Saturday, April 27, 2013
Board minutes - April 18, 2013
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
THURSDAY, APRIL 18, 2013
MINUTES
Present:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Board Member at Large: Marilyn Cawrse
Landscape Coordinator: Jean Taylor
Guests:
Don Hanson, 1806 Cedar Springs Lane
Ted Krieg, 1815 Cedar Springs Lane
The meeting was called to order at 5:35 p.m. by President Vince Sellen at his home. Roll was taken.
Marilyn moved/Jean seconded to approve the February 7, 2013 minutes as written. Motion passed unanimously.
Doug reported that the ending fund balance for February was $57,053. The two new property owners in Cedar Springs have signed up for direct payment. Only one homeowner chooses to pay by check and pay the extra fee. It was suggested that the board remind homeowners to cancel their ACH when they move. The amount will continue to be taken out of their account if it is not cancelled. It was decided that the treasurer did not need Quick Books for reporting at this time. Furin and Company would be asked to provide balance sheets for the use by the board. Doug will look into consolidating the City of Anacortes water bills and see if payments can be made automatically. He will also check with PSE.
Jean Taylor reported that there is a better look to the lawns when using the smaller lawnmowers. Landscapers are now coming on Thursday. She said the sprinkler heads will be extended behind 1806 and 1808 since the water does not reach to the trees on the boundary. She will soon need the work order book for the start of the sprinklers.
Mr. Ted Krieg attended the meeting to provide some background to concerns regarding unit 1815. The items identified were discovered when an inspection was done prior to his purchase of 1815 from Clara Hogg. The first concern was water in the crawlspace. The second was a small hole in the attic firewall. The third was the need to create access for the jetted tub and complete the hook up for the tub. Marilyn moved/Doug seconded to take the following action. Vince will make an appointment with a water abatement firm to check on the water situation under both 1815 and 1813 and bring a suggested solution back to the board. The motion passed unanimously.
Jean moved/Doug seconded to explore repair of the hole in the Krieg attic and make arrangements for fixing at a cost of not more than $100 plus tax. The motion passed unanimously.
Jean reminded the board that Blythe Plumbing and Heating needs to do backflow testing. Vince will call to make those arrangements.
Mr. Krieg also mentioned that the seal was broken on one of his windows. Vince pointed out that House Rules, number 5, says “Prompt replacement of reported broken or defaced window glass to the original condition is the board’s responsibility. Refer to CC&R Section 11.7.” Wording within CC&R Section ``.7 says, “….The authority of the Board extends to window glass and screens, doors, awnings, railings and other visible portions of each Building.”
Owners of 1808 have indicated that there is a crack in their foundation. Marilyn moved/Naomi seconded to have the foundation inspected and a recommendation received at a cost not to exceed $150. Motion passed unanimously.
Units 1805/1807, 1809/1811, and 1813/1815 will be painted this summer, together with the front doors on all five homes on 39th Court. It was suggested that notes be sent to these residents to paint their deck railings at the same time (the painter does not do railings).
Other concerns that came before the board were front porch gaps between the stones and the cement on the circle condos. The worse one seems to be 1810. Also, there are some potholes that need filling on 39th Court.
Meetings for the coming year were discussed. It was decided to have the meetings as follows:
June 20, Home of Jean Taylor
August 15, Home of Doug Winge
October 17, Home of Marilyn Cawrse
December 19, Home of Naomi Hanson
The summer picnic will be discussed at the June meeting and will probably be scheduled in July. It was suggested that perhaps we could have it in the area behind 1806 and 1808.
Jean moved/Naomi seconded that the meeting be adjourned at 7:10 p.m.
Respectfully submitted,
Naomi Hanson, Secretary
Friday, February 08, 2013
Board minutes - Feb. 7, 2013
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
THURSDAY, FEBRUARY 7, 2013
MINUTES
Present:
Vince Sellen, Jean Taylor, Doug Winge, Marilyn Cawrse, Naomi Hanson
Guests:
Don Hanson and Art Shotwell
The meeting was called to order at 5:05 p.m. at the home of Vince Sellen.
Officers were appointed as follows:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Board Member at Large: Marilyn Cawrse
Landscape Coordinator: Jean Taylor
Vince stated that Marcela Vorel at 1810 Cedar Springs Lane had noted that two slats in the fence behind her dwelling needed repair. Vince will talk to Mike Miller about making those repairs. Jean Taylor noted that work orders need to be filled out when the association hires work done. Jean has the forms. When completed, the work orders should be given to the treasurer so he is aware of work being contracted to coordinate with statements received.
It is unknown when exactly the painting of the following units will take place but we are first on the list for spring. The units being painted are 1805 and 1807, 1809 and 1811, and 1813 and 1815. Doors on 39th Court will also be painted. Vince will contact the painter to determine as close as possible when the painting might begin.
It was felt that the annual membership meeting went well with a good attendance.
Art has given the association mailbox key to Jean Taylor. Statements should be sent to the association post office box (Cedar Springs Homeowners Association, PO Box 1723, Anacortes, WA 98221). Art also provided the budget approved at the annual meeting to Furin and Company. The treasurer should check the mail box every couple weeks. Any invoices received should be approved by the treasurer before being turned over to Furin and Company for payment. Naomi Hanson moved and Jean Taylor seconded that Vince Sellen and Doug Winge have signature authority at Whidbey Bank. The motion passed unanimously. Vince will get the signature cards changed for the bank. Vince will talk to Furin and Company to confirm their contracted responsibilities, including monthly financial statements. The treasurer can approve invoices or expenses up to $500. Amounts higher go to the board.
Simply Yards spent two days doing clean up around the development. They were not able to complete all areas. The perennials need to be trimmed.
The extension of the sprinkler system to the area behind 1806 and 1808 needs to be taken care of this spring. Jerry Martin was watering the boundary trees by hand since the sprinklers do not reach that area.
Jean offered to organize the cleaning of the dryer vents and also the washing of the skylights. Homeowners pay for these expenses. The secretary will send out a form with the minutes where owners can indicate an interest. The price will depend on the participation number. The forms need to be turned in to Jean by April 1.
Future board meetings will be determined at a later date.
The meeting was adjourned at 5:55 p.m.
Respectfully submitted,
Naomi Hanson
Secretary
BOARD OF DIRECTORS MEETING
THURSDAY, FEBRUARY 7, 2013
MINUTES
Present:
Vince Sellen, Jean Taylor, Doug Winge, Marilyn Cawrse, Naomi Hanson
Guests:
Don Hanson and Art Shotwell
The meeting was called to order at 5:05 p.m. at the home of Vince Sellen.
Officers were appointed as follows:
President: Vince Sellen
Vice President/Treasurer: Doug Winge
Secretary: Naomi Hanson
Board Member at Large: Marilyn Cawrse
Landscape Coordinator: Jean Taylor
Vince stated that Marcela Vorel at 1810 Cedar Springs Lane had noted that two slats in the fence behind her dwelling needed repair. Vince will talk to Mike Miller about making those repairs. Jean Taylor noted that work orders need to be filled out when the association hires work done. Jean has the forms. When completed, the work orders should be given to the treasurer so he is aware of work being contracted to coordinate with statements received.
It is unknown when exactly the painting of the following units will take place but we are first on the list for spring. The units being painted are 1805 and 1807, 1809 and 1811, and 1813 and 1815. Doors on 39th Court will also be painted. Vince will contact the painter to determine as close as possible when the painting might begin.
It was felt that the annual membership meeting went well with a good attendance.
Art has given the association mailbox key to Jean Taylor. Statements should be sent to the association post office box (Cedar Springs Homeowners Association, PO Box 1723, Anacortes, WA 98221). Art also provided the budget approved at the annual meeting to Furin and Company. The treasurer should check the mail box every couple weeks. Any invoices received should be approved by the treasurer before being turned over to Furin and Company for payment. Naomi Hanson moved and Jean Taylor seconded that Vince Sellen and Doug Winge have signature authority at Whidbey Bank. The motion passed unanimously. Vince will get the signature cards changed for the bank. Vince will talk to Furin and Company to confirm their contracted responsibilities, including monthly financial statements. The treasurer can approve invoices or expenses up to $500. Amounts higher go to the board.
Simply Yards spent two days doing clean up around the development. They were not able to complete all areas. The perennials need to be trimmed.
The extension of the sprinkler system to the area behind 1806 and 1808 needs to be taken care of this spring. Jerry Martin was watering the boundary trees by hand since the sprinklers do not reach that area.
Jean offered to organize the cleaning of the dryer vents and also the washing of the skylights. Homeowners pay for these expenses. The secretary will send out a form with the minutes where owners can indicate an interest. The price will depend on the participation number. The forms need to be turned in to Jean by April 1.
Future board meetings will be determined at a later date.
The meeting was adjourned at 5:55 p.m.
Respectfully submitted,
Naomi Hanson
Secretary
Annual Meeting minutes - Jan. 26, 2013
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
ANNUAL MEETING
SATURDAY, JANUARY 26, 2013
Anacortes Public Library Meeting Room
MINUTES
Present: Paul Stannert (1801), Vince and Gretchen Sellen (1802); Paul Davallou and Susan Miller (1804); Anita Dale (1805); Don and Naomi Hanson (1806); Jerry and Jan Martin (1808); Marcela Vorel (1810); Bob and Andrea Gauthier (1813); Doug Winge (1817); Art and Marilyn Cawrse (1902); Alex and Jean Taylor (1907); Ruth Thomas and Lynda Harper (1909); Art Shotwell and Lexie Lamborn (1910); and Kippy Strandberg (1802 39th Court). Present by Proxy: Carol Mays (1803) to Sellen; Vi Welchko (1807) to Marla Hartung; Clara Hogg (1815) to Cawrse; Barbara McLendon (1901) to Shotwell; Steven and Stephanie Daly (1903) to Taylor; Dan and Sally Casey (1806 39th Court) to Taylor; Jim and Mary Guard (1813 39th Court) to Shotwell.
The meeting was called to order by president Paul Stannert at 10:05 a.m. He announced that 21 units were represented either in person or by proxy. He introduced board members and then asked each person present to introduce themselves.
Paul reported on actions taken during the past year. Initially a bid had been obtained for the repair of concrete patios that were sinking. The bid came in at $12,500 for total replacement. It was decided at that time to put off the 2012 summer painting schedule to fix the patios. The board decided to get an alternative bid in July. Mike Miller of Perfectly Square bid $450 for a temporary fix. It was decided to go this route, with the idea that if the need arises, the patios will get priority if more repairs are needed.
Since the decision to not spend $12,500 came too late to return to the painting schedule, Cedar Springs is first on the list for the spring of 2013. Units to be painted are 1805 and 1807, 1809 and 1811, and 1813 and 1815. The painting of doors is part of the bid. Doors on 39th Court were not painted – that will be part of this project.
The board has considered getting information about retaining management services. A company in Mount Vernon was contacted. In looking at the contract, many of the services were not needed by Cedar Springs. Also, the monthly fee was prohibitive and would necessitate raising the monthly membership fees. Susan Miller pointed out that a management company would not know the details of our sprinkler system (on which we depend on Alex Taylor for expertise) or the landscaping needs. Those who live in Cedar Springs have a vested interest – a management company would not. If there were more individuals willing to volunteer for board responsibilities, management services are probably not needed but the same people asked to take leadership roles becomes difficult. Members were invited to attend board meetings to keep informed as to what is going on.
The secretary had provided copies of the minutes of last year’s annual meeting for January 14, 2012. Don Hanson moved and Art Cawrse seconded to dispense with the reading of the minutes. The motion passed and the minutes were approved as presented.
Treasurer Art Shotwell presented the proposed budget for 2013, which included the landscaping costs for 2013. The board is not proposing increasing the monthly dues. They will remain at $225. Automatic withdrawal of dues has greatly eased the problem of delinquent accounts. He suggested that the landscaping costs be budgeted within the operating budget rather than the reserves and he has reported those costs in that manner. He turned the report over to Susan Miller to explain the landscaping costs for 2013. She explained that trees in Cedar Springs have a significant pest problem, especially the willows. There are eight kinds of pests that have been identified. TruGreen will come four times during the year to spray. The spray is nonhazardous. If any resident feels this is a problem, they should let the landscape committee know so they can not be in the area on the day of spraying. It may take 3 to 5 years before the willows are completely healthy.
Art was asked if there are any delinquent accounts and if so, what is done. Art explained that letters are written and phone calls are made. There is an assessment of a $25 penalty if automatic withdrawal is not used and also a $25 late fee. Twenty-six members pay via ACH.
Alex Taylor moved and Paul Davallou seconded to approve the treasurer’s report as discussed (a copy is attached). It was suggested that, although dues were not increased for 2013, it should be considered a viable option if needs arise. The motion was passed unanimously.
Susan Miller gave the landscaping report. She indicated that Jean Taylor will be taking over the leadership role regarding landscaping and Kippy Strandberg will assist. She explained that a limb had been removed from an old willow behind Strandberg’s which had become dangerous and was hanging over the sidewalk. The committee was reminded that limbs were to be left in the wetland areas. The budgeted amount for Simply Yards to do fall and spring cleanup has already been spent as clean up was done in January. Members were reminded that perennials need to be cut back in the winter. Removal of moss on decks is the responsibility of the homeowner (CC&R’s 11.6.3.2). Charles Shelter of Son House is a person to contact to have the work done. His number is 360.610.1961. It has been decided to take no action regarding the spread of the Quaking Aspens.
Son House cleaned all the gutters mid-December. He will come again in March or April to clean gutters on the “tree side.”. He will also clean the moss from the roofs. There still continues to be a problem with gutters leaking over doorways. The gutters are not big enough and were not constructed with the correct angle. Caulking may work but gutters need to be completely clean and dry before doing so.
Jean Taylor will contact a company to clean the dryer vents. Homeowners should let her know if they want their vents cleaned. She will organize the project.
Paul Stannert reported that he, Susan Miller, and Art Shotwell are stepping down from the board. Vince Sellen, Naomi Hanson, Jean Taylor, Doug Winge, and Marilyn Cawrse have offered to serve on the board for 2013. They will select the officers. Lexie Lamborn moved and Alex Taylor seconded to approve the slate of board members. The motion passed. It was suggested that there should be a board representative for those who have rental properties in Cedar Springs. Those who will be on the 2013 board were asked to stay after the meeting was adjourned to determine a date for the organizational meeting.
Alex Taylor thanked those who had served on the board the past year. The president also thanked Lexie for preparing name tags for the meeting.
Don Hanson moved that the meeting be adjourned at 11:10 a.m. The motion was seconded and approved.
Respectfully submitted,
Naomi Hanson
Secretary
ANNUAL MEETING
SATURDAY, JANUARY 26, 2013
Anacortes Public Library Meeting Room
MINUTES
Present: Paul Stannert (1801), Vince and Gretchen Sellen (1802); Paul Davallou and Susan Miller (1804); Anita Dale (1805); Don and Naomi Hanson (1806); Jerry and Jan Martin (1808); Marcela Vorel (1810); Bob and Andrea Gauthier (1813); Doug Winge (1817); Art and Marilyn Cawrse (1902); Alex and Jean Taylor (1907); Ruth Thomas and Lynda Harper (1909); Art Shotwell and Lexie Lamborn (1910); and Kippy Strandberg (1802 39th Court). Present by Proxy: Carol Mays (1803) to Sellen; Vi Welchko (1807) to Marla Hartung; Clara Hogg (1815) to Cawrse; Barbara McLendon (1901) to Shotwell; Steven and Stephanie Daly (1903) to Taylor; Dan and Sally Casey (1806 39th Court) to Taylor; Jim and Mary Guard (1813 39th Court) to Shotwell.
The meeting was called to order by president Paul Stannert at 10:05 a.m. He announced that 21 units were represented either in person or by proxy. He introduced board members and then asked each person present to introduce themselves.
Paul reported on actions taken during the past year. Initially a bid had been obtained for the repair of concrete patios that were sinking. The bid came in at $12,500 for total replacement. It was decided at that time to put off the 2012 summer painting schedule to fix the patios. The board decided to get an alternative bid in July. Mike Miller of Perfectly Square bid $450 for a temporary fix. It was decided to go this route, with the idea that if the need arises, the patios will get priority if more repairs are needed.
Since the decision to not spend $12,500 came too late to return to the painting schedule, Cedar Springs is first on the list for the spring of 2013. Units to be painted are 1805 and 1807, 1809 and 1811, and 1813 and 1815. The painting of doors is part of the bid. Doors on 39th Court were not painted – that will be part of this project.
The board has considered getting information about retaining management services. A company in Mount Vernon was contacted. In looking at the contract, many of the services were not needed by Cedar Springs. Also, the monthly fee was prohibitive and would necessitate raising the monthly membership fees. Susan Miller pointed out that a management company would not know the details of our sprinkler system (on which we depend on Alex Taylor for expertise) or the landscaping needs. Those who live in Cedar Springs have a vested interest – a management company would not. If there were more individuals willing to volunteer for board responsibilities, management services are probably not needed but the same people asked to take leadership roles becomes difficult. Members were invited to attend board meetings to keep informed as to what is going on.
The secretary had provided copies of the minutes of last year’s annual meeting for January 14, 2012. Don Hanson moved and Art Cawrse seconded to dispense with the reading of the minutes. The motion passed and the minutes were approved as presented.
Treasurer Art Shotwell presented the proposed budget for 2013, which included the landscaping costs for 2013. The board is not proposing increasing the monthly dues. They will remain at $225. Automatic withdrawal of dues has greatly eased the problem of delinquent accounts. He suggested that the landscaping costs be budgeted within the operating budget rather than the reserves and he has reported those costs in that manner. He turned the report over to Susan Miller to explain the landscaping costs for 2013. She explained that trees in Cedar Springs have a significant pest problem, especially the willows. There are eight kinds of pests that have been identified. TruGreen will come four times during the year to spray. The spray is nonhazardous. If any resident feels this is a problem, they should let the landscape committee know so they can not be in the area on the day of spraying. It may take 3 to 5 years before the willows are completely healthy.
Art was asked if there are any delinquent accounts and if so, what is done. Art explained that letters are written and phone calls are made. There is an assessment of a $25 penalty if automatic withdrawal is not used and also a $25 late fee. Twenty-six members pay via ACH.
Alex Taylor moved and Paul Davallou seconded to approve the treasurer’s report as discussed (a copy is attached). It was suggested that, although dues were not increased for 2013, it should be considered a viable option if needs arise. The motion was passed unanimously.
Susan Miller gave the landscaping report. She indicated that Jean Taylor will be taking over the leadership role regarding landscaping and Kippy Strandberg will assist. She explained that a limb had been removed from an old willow behind Strandberg’s which had become dangerous and was hanging over the sidewalk. The committee was reminded that limbs were to be left in the wetland areas. The budgeted amount for Simply Yards to do fall and spring cleanup has already been spent as clean up was done in January. Members were reminded that perennials need to be cut back in the winter. Removal of moss on decks is the responsibility of the homeowner (CC&R’s 11.6.3.2). Charles Shelter of Son House is a person to contact to have the work done. His number is 360.610.1961. It has been decided to take no action regarding the spread of the Quaking Aspens.
Son House cleaned all the gutters mid-December. He will come again in March or April to clean gutters on the “tree side.”. He will also clean the moss from the roofs. There still continues to be a problem with gutters leaking over doorways. The gutters are not big enough and were not constructed with the correct angle. Caulking may work but gutters need to be completely clean and dry before doing so.
Jean Taylor will contact a company to clean the dryer vents. Homeowners should let her know if they want their vents cleaned. She will organize the project.
Paul Stannert reported that he, Susan Miller, and Art Shotwell are stepping down from the board. Vince Sellen, Naomi Hanson, Jean Taylor, Doug Winge, and Marilyn Cawrse have offered to serve on the board for 2013. They will select the officers. Lexie Lamborn moved and Alex Taylor seconded to approve the slate of board members. The motion passed. It was suggested that there should be a board representative for those who have rental properties in Cedar Springs. Those who will be on the 2013 board were asked to stay after the meeting was adjourned to determine a date for the organizational meeting.
Alex Taylor thanked those who had served on the board the past year. The president also thanked Lexie for preparing name tags for the meeting.
Don Hanson moved that the meeting be adjourned at 11:10 a.m. The motion was seconded and approved.
Respectfully submitted,
Naomi Hanson
Secretary
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