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
Friday, February 08, 2013
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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