Board Minutes of Oct. 29, 2014 Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, OCTOBER 29, 2014

MINUTES

Present:

President: Vince Sellen

Vice President: Paul Stannert

Secretary: Naomi Hanson

Treasurer: Art Shotwell

Board Members: Jean Taylor, Steve Daly

Absent: Ted Krieg

Guests: Andrea Gauthier, Don Hanson, Susan Miller, Gretchen Sellen, Kippy Strandberg, Doug Winge

The meeting was called to order by Vince Sellen at 5:30 p.m. at the home of Jean Taylor.  Vince indicated that Ted Krieg would not be present since he had double bypass surgery in St. Louis on October 8 and is now in cardio rehab there. 

It was moved and seconded to approve the minutes of the August 19 board meeting.  The motion passed unanimously.

Art Shotwell provided a treasurer’s report, which is attached. Balance Sheet. Profit & Loss.

Vince reported there was storm damage this past weekend with two trees down, one near Art’s condo and one by the creek on H.  Disposal of the trees was discussed.

1819 Cedar Springs Lane is now being renovated.  The insurance money has been received and will be paid out as repairs are made.  Vince has OK’s the replacement door and it will be painted to reflect the rest of the units. 

The Landscape Committee reported that 18 responses were received to the survey.  They will provide a summary document at the annual meeting.  They will also discuss the duties of a landscape coordinator – duties that would have to be assumed by the management company if it was determined to employ one.  These duties included pest control, necessary mulching to keep landscaping alive, replacement of lost plants, trimming of trees, shrubs, and plants, fall cleanup, and tree removal.  A final document set forth a possible budget for 2015 regarding landscaping costs which totaled $13,500.  It was suggested that an increase in the monthly dues would be necessary.  The document will also be provided at the annual meeting.

Steve reported that he has made contact with the company that will do the gutter repairs.  The company is waiting for good weather.  It was pointed out that Anita Dale’s gutters had to be cleaned out and she also has dripping gutters.  Gutters will be cleaned later in the fall after the leaves fall.

It was noted that lawns are again very soggy – it was suggested that perhaps the new construction in the area might be causing some of the problem.

Materials were collected from Acorn in Oak Harbor, Windermere in Bellingham, and Anacortes Property Management. Acorn in Oak Harbor did not respond to a telephone inquiry.  It was decided to get more information/references regarding Windermere, Anacortes Property Management, and Soria Property Management.  The information gleaned will be presented to the board at a meeting yet to be scheduled in December with the idea that candidates be present at the annual meeting to answer questions.

The next meeting of the board will be at Art Shotwell’s home at a date and time to be determined. 

The meeting adjourned at 7:05 p.m. 

Respectfully submitted,

Naomi Hanson
Secretary

Board Minutes of Oct. 2, 2014 Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

THURSDAY, OCTOBER 2, 2014

MINUTES

Present:

President: Vince Sellen

Vice President: Paul Stannert

Secretary: Naomi Hanson

Board Members:  Ted Krieg, Jean Taylor, Steve Daly

Absent: Art Shotwell, Treasurer

Guests: Andrea Gauthier, Don Hanson, Kippy Strandberg, Doug Winge

The meeting was called to order by Vince Sellen at 5:30 p.m. at the home of Steve Daly, 1903 Cedar Springs Lane.  Vince indicated that Art would not be present because of a family emergency and therefore no treasurer’s report would be available.

Paul Stannert moved and Jean Taylor seconded to approve the minutes of the August 19 board meeting.

Vince reported that it was time to update our reserve study.  Since we have had three recent roof repairs, he brought up the point that we might want to consider including that in the 2015 budget.  It was generally felt that similar roof repairs would come under “repairs” – there was no need to add this to the update.  The board will monitor this during the next year.  The reserve study updates each year according to contract.  This year’s cost will be $350.

Possible dates for the annual meeting in January were discussed.  Vince will contact the library for available dates.  [The annual meeting will be on Saturday, January 10.]

Vince reported that it has become apparent that the board needs contact information for all units that are being rented, whether it is a management company, individual, etc.  It was suggested that that be one of the agenda items at the annual meeting and the information be collected at that time.

The Landscape Committee, comprised of Jean Taylor, Kippy Strandberg, Andrea Gauthier, Susan Miller, Gretchen Sellen, and Marilyn Cawrse, presented a draft letter that they intended to deliver to all member households.  The letter sets forth their concerns as to the increased responsibility that has been placed on committee members as the landscaping in Cedar Springs ages.  They do not feel they can continue to coordinate these efforts after this year.  The letter also points out that improvements are needed which, in all probability, will require a dues increase.  The letter asks for input from the membership via a detailed questionnaire.  The committee asked the approval of the board before the letter and questionnaire is delivered to the membership.  Steve Daly moved and Naomi Hanson seconded to approve the letter and questionnaire.  The motion passed unanimously.  The letter and questionnaire will be hand delivered to each home in Cedar Springs and also mailed to those owners who do not live in the development.  Gretchen will deliver to Cedar Springs Lane and Kippy will deliver to 39^th Court.  It is hoped to receive responses by October 14.

Jean Taylor gave a landscaping report.  The committee has met two times, the last time with Marty, Green Street’s owner.  The sprinklers will be turned off on October 6.  Homeowners need to be reminded that hoses need to be detached by November 1.  The sprinkler system will have to be revamped in the spring to assure that all pipes are in good working order and the system is extended to all areas of landscaping.  The budget proposal for 2015 will include much needed mulching.  Shrubs and trees will be trimmed in November.  The drip system in place on the circular drive is not in working order.  It is anticipated that Green Street will move some shrubs in February 2015 and fertilize plants and shrubs at that time.  Vince noted that the area behind 1806 to 1810 is again soggy and may need a drain field.  Jean encouraged active participation by Cedar Springs members.  As was noted in the August minutes, all comments or concerns should be emailed to Andrea Gauthier.  These comments or concerns will be reviewed with the Landscape Coordinator with the intent of either bringing it to the next committee meeting or forwarded to Green Street Yards as appropriate.  Jean also reported that Son House will be cleaning the gutters and at the same time preparing a complete report of those roofs that need moss removal.

Steve Daly reported that Aqua Flow Gutters was given the survey of the problem areas in Cedar Springs regarding gutter leaking over garages and doorways.  He suggested that an amount, his recommendation $2,100, be taken from the reserve account to reslope gutters and repair leaking corners and flashing.  He had identified units as to need.  After discussion, Steve Daly moved/Naomi Hanson seconded to budget no more than $3,000 from the reserve account to fix gutters according to the priority list.  There was more discussion.  Ted Krieg/Paul Stannert moved that we concentrate on one unit first to determine the extent of the damage from the leaking and the total cost.  It was pointed out that the intent of the initial motion was to fix the leaks and flashing only.  Ted agreed to withdraw his motion.  The initial motion passed unanimously.  Steve will contact Aqua Flow Gutters to begin work.  The priority list is as follows:  1802 and 1806 39^th Court; 1806, 1809, and 1903 Cedar Springs Lane; and 1801, 1804, and 1808 Cedar Springs Lane.

It was again confirmed that the moss problem on various roofs needs to be dealt with.  If Son House does not know how to dispose of the moss, another company needs to be hired.  Vince will make some inquiries, especially of the gentlemen who did our reserve study.

Vince pointed out that the discussions of the evening has given rise to discussion of a dues increase both for more landscaping costs and the possibility of the need for a management company to take over since volunteers are few to carry on the sole leadership of the HOA.  Members should be ready to discuss the need at the next board meeting.

Green Street Yards will continue for another year.  There has been some miscommunication during its first year but another year is needed to see if it is a positive relationship.

It was decided that the possibility of hiring management services will be discussed at the next board meeting.  Steve Daly, Vince Sellen, and Don Hanson will provide information from area HOA’s.  Recommendations as to individual managers or companies have already been received.

The next meeting of the board will be Wednesday October 29, at the home of Jean Taylor.  The primary discussion points will be a possible dues increase and the hiring of a management company.

The meeting adjourned at 7:05 p.m. 

Respectfully submitted, 

Naomi Hanson

Secretary

Board Minutes of August 19, 2014 meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
MEETING OF BOARD OF DIRECTORS
TUESDAY, AUGUST 19, 2014

MINUTES

Present:

President: Vince Sellen
Vice President: Paul Stannert
Treasurer: Art Shotwell
Board Members: Ted Krieg
Jean Taylor, Steve Daly
Absent: Naomi Hanson, Secretary
Guests: Andrea Gauthier, Doug Winge

The meeting was called to order by Vince Sellen at 5:30 p.m. at his home, 1802 Cedar Springs Lane. 

The 2014 Budget includes $37,200 for landscaping, $1,100 for contingencies, and $2,000 for general maintenance.  Discussion took place regarding the costs incurred within these two areas in 2014.  Steve indicated that, if the sprinkler repair and Eager Beaver costs were added to General Repair in the budget, with no extra work needed through the rest of the year, the amount would be $36,245.  If these items were added to the Landscape budget, it would be $38,027.25.  Art pointed out that the board’s goal was to reach $100,000 in the reserve account over the next four or five years.  At the present, there is about $56,000 in the account.  Thus far this year, painting of all units has been completed, pavement sealing has taken place on 39th Court, and a final payment for the Reserve Study has taken place.  Even though $2,000 was transferred from the Reserve Fund to cover landscaping costs exceeding cash flow, Art is confident, if we have no additional unforeseen costs, that we will be able to repay that amount of the Reserve Fund and have a surplus by the end of the year.

The board reviewed the report by Steve Daly regarding his meeting with Green Street Yards on August 8.  He noted that the hourly charge per employee per day for extra work between Simply Yards and Green Street was significant.  The Green Street rate was higher.  It was recognized that the last fall cleanup done by Simply Yards was in 2012 as Jean felt that we could save approximately $1,800 that had been budgeted for 2013 cleanup by crediting this amount to 2014 expenses.  Those fall cleanup needs added to the cleanup that Green Street needed to do this year.

It was generally felt that the response of Green Street to CSHOA had left a bad taste in the board’s mouth and cancellation of the contract was discussed.  CSHOA would give 30-day notice with a detailed list of concerns per the Agreement.  Jean Taylor pointed out that we have no replacement for Green Street at the present time and, if the board decided to cancel the contract, she would be unable to continue as Landscape Coordinator.  She felt that we need a better communication tool for landscape concerns, as noted in a letter received from the Hanson’s at 1806 Cedar Springs Lane, pointing to a number of dead plants and problems with the sprinklers. 

It was agreed that going forward homeowners should email their landscaping concerns to Andrea Gauthier.  The Landscaping Committee will be able to document the concerns and respond quickly.  Jean also wanted all homeowners to know that, if they choose to add to the landscaping plants around their condo at their own expense, they are also responsible for watering. 

Ted Krieg moved and Steve Daly seconded that the Board will notify Green Street that CSHOA will not pay for extra work beyond the scope of the work defined in Article 6 of the contract unless it is preauthorized by the president or his designee in writing and a copy of that authorization must be submitted with their bill.  The motion passed unanimously.

The problem with leaking gutters was discussed.  It was suggested that the “leaf guard” routine for the downspouts be continued since Don Hanson had a number of guards left from purchase a few years ago.  In the meantime, firm bids will be solicited for the repair work based on Ted Krieg’s gutter survey results.  Steve Daly will contact Aqua Flow Gutters out of Oak Harbor to get the first bid as soon as possible. 

Vince indicated that he has extra paint from the recent summer painting.

Vince reported that the clean up at 1819 Cedar Springs Lane is underway and the association’s insurance company was helpful in working with the homeowner and contractor, paying 100 percent above the $2,000 deductible.

Jean said the cleaning of the dryer vents should be mandatory each year.  She had received a quote of $35 per unit from a different company than used in the past.  This company had done work in Forrest Ridge.  However, the amount quoted to us was double that paid by Forrest Ridge.  She will investigate the reason for the difference.  Steve suggested that the dryer drums also be cleaned.

The next meeting of the board will be in October on a date and at a location to be determined.

The meeting adjourned at 7:05 p.m. 

Respectfully submitted,
Steve Daly
Secretary Pro Tem

For Sale 1811 39th Ct.

Very rarely does a home in Cedar Springs come on the market let alone a 1664 sq foot 3 bedroom, 2 full bath on a quiet court. Private back yard with small walled patio. This unit was built in 2000. It has all the basic appliances as well as a washer and dryer. The owners wanted to offer this home to family or friends of current Cedar Springs home owners prior to going on the market. If you have any questions or wish to view this property, call 253-906-0099.

Board Minutes June 24, 2014 meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
MEETING OF BOARD OF DIRECTORS
TUESDAY, JUNE 24, 2014

MINUTES

Present:

President: Vince Sellen
Vice President: Paul Stannert
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Members: Ted Krieg, Jean Taylor, Steve Daly
Guests: Don Hanson, Doug Winge

The meeting was called to order by Vince at 5:30 p.m. at the home of Jean Taylor, 1907 Cedar Springs Lane. 

It was moved and seconded to approve the minutes of the May 6, 2014 board meeting.  The secretary had no further business.

Treasurer Art Shotwell presented his treasurer’s report which included a balance sheet as of June 23, 2014, Profit and Loss January through December 2014, and Landscape Expenses January through June 23, 2014.  Copies of those reports are attached.  He indicated that all dues have been paid.

Vince reported that Ted Krieg will fix his own gutter and report back to the board as to the success of his attempt for future reference.  He indicated that he needed a new strainer plug.  Naomi indicated that Don had purchased strainer plugs on behalf of the HOA when he was president and there was a box at the house.  He will provide new strainers to anyone who requests them.

Cleaning of gutters was discussed, especially on the “odd numbered” condos.  The understanding is that they are cleaned twice a year and also the moss is to be removed.  Paul indicated that his roof had not been done.  Steve indicated that he put in gutter guards and he has not had any problems.  This was not paid for by the HOA.  There was further discussion regarding the need for additional down spouts but the question arose as to where the rain would be directed and could this cause more of a drainage problem.  The cost would be about $75 per downspout.  Would it be best to wait until 2015 to determine a “permanent” fix?  Naomi indicated that the problem with dripping gutters over doorways has been going on for a number of years and rather than continually discussing it, we need to find a solution.

The windows at 1901 have been taken care of.  The gutters are still overflowing.  The leak at the Gauthiers will be repaired by Savage Roofing.  In the meantime, they have placed a bucket under the leak in the attic.

Vince indicated that the informal meeting of those interested in discussing the bridge in the wetlands turned out to be a good way for all residents of Cedar Springs to communicate and share their ideas.  Perhaps this should be considered for future meetings (not just the annual meeting in January).

Jean reported that the front yards at 39th Court have been mulched.  Cedar Springs Lane will be done next year.  TruGreen has sprayed.  The trees have been topped and thinned.  The grass was fertilized the previous Saturday.  It was pointed out that there are two dead trees on Cedar Springs Lane – one in front of 1811 and one between 1804 and 1806.  These need to be removed and replaced.

The work product of Green Street was discussed, especially the fact that they were intent on charging extra to do the weeding necessary in the development.  Weeding and trimming are a part of the contract entered into with Green Street.  It was decided that, before a decision is made to have them come to do the extra weeding and trimming (for an additional cost), that a one on one discussion be had with Marty Van Well (the owner).  Steve offered to join Jean in the meeting.  They would report back to the board.

July 27 is the picnic over at 39th Court.  Vince will contact owners to be sure they are apprised of our plans.  Vince offered to make the same arrangements as last year regarding KFC chicken and the rental of tables and chairs. 

39th Court residents are now putting their garbage out on “H” and this is working out well.

Doug Winge brought up a concern that landscapers are not aware of what is wetlands and what is not.  They again have cut the grass too far into the wetland area.  He is marking off the area with green tape.  It was suggested that a walk through take place with landscape workers to identify the wetland areas.

Vince reported that our insurance company said that the boards over the creek in the wetland area needed to be removed.  Since those at the informal meeting felt that purchasing a “bridge” kit is the way to go, Art moved and Jean seconded to spend no more than $500.  The motion passed.  After the vote was taken it was mentioned that it might be cheaper to do a “make shift” fix and use additional funds for at least temporary fixes of the dripping gutters.  Vince and Steve will look at the options and make a decision.

The meeting adjourned at 6:50 p.m.  The date for the next meeting was not determined.

Respectfully submitted,
Naomi Hanson
Secretary

Board minutes, May 6, 2014

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
MEETING OF BOARD OF DIRECTORS
MONDAY, MAY 6, 2014

MINUTES

Present:

President: Vince Sellen
Vice President: Paul Stannert
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Members: Ted Krieg, Jean Taylor, Steve Daly
Guests: Don Hanson, Barbara McLendon, Doug Winge

The meeting was called to order by Vince at 5:30 p.m. at the home of Paul Stannert, 1801 Cedar Springs Lane. 

Steve requested that he speak to his report on professional management since he felt it would have merit to the discussions that will ensue later in the meeting.  He indicated that he had spoken to a member of the Forest Ridge HOA who had given him information on the responsibilities a property manager could take on for a HOA.  Some of the responsibilities included receipt of monthly dues, payment of bills (overseen by treasurer), resolving of member concerns (in close association with board), and updating of contact list.  There is clearly a check and balance system.  The cost is about $5,500 to $6,000 per year.  Steve will arrange to have this person meet with the board in the future.  Vince said it might be good to have regular meetings of area PUDS and Condo Associations.

Ted Krieg moved and Paul Stannert seconded to approve the minutes of the March 17 board meeting as presented.  The motion passed unanimously.  The secretary had no further business.

Art reported that income totaled $31,915.00 since January and expenses totaled $21,148.51.  Total landscaping costs since January 1 to Simply Yards, Green Street, TruGreen, and Susan Miller (plants) totaled $10,528.90.  Repairs and Maintenance costs have totaled $1,810.31. 

Jean gave her landscaping report.  It is planned to put 3 inches of mulch in the front areas of residences as needed.  This will be a major undertaking but it will result in healthier plants and will not have to be repeated for 3-4 years.  Green Street has examined the sprinkler and irrigation system.  Some sprinkler head valves needed to be replaced.  Some areas have been overwatered.  TruGreen will be spraying and will give notice of the spraying on the notice boards when this will take place.  Eager Beaver will be topping the trees on June 11 as approved at the last board meeting.  The cost will be approximately $735.  Doug Winge asked that they make sure that the fallen timber (which is to remain in the wetlands) not cause a blocking issue for the surrounding landowners.  Paul and Jean will talk to Eager Beaver before the work takes place.  It was noted that there had been damage to the lawn by Vince’s because of gas cans being placed on the lawn.  Jean will point this out to Green Street. 

Vince reported that the work on the fence at 39th Court is now back on track.  There were delays because of deaths in the family.  He also reported that Roberta Girdler (1811 39th Court) passed away.  The HOA will need to get a new contact for that residence.  There was a problem with birds at 1902 Cedar Springs Lane and a soffit had to be replaced. 

Jean reported that she had gotten some information on how to repair the problem gutters from Aqua Flow Gutters of Oak Harbor.  It was quite an expensive process as it costs $75 per seam.  Son House will still clean the gutters and do moss removal.

Barbara McLendon reported that her gutters are flowing over and under – like a waterfall.  She also has problems with some of her windows and had to tape around the windows to keep air out.  The board felt that this was a problem that needed attention immediately.  It was moved by Paul Stannert and seconded by Art Shotwell to contact Aqua Flow Gutters and have them look at Barbara’s problems.  The motion passed unanimously.  The president was given authority to approve carrying out repairs.  Vince offered to call Brad Yost to see if he might know the window manufacturer since Barbara also had condensation between the panes.  Steve also offered to look at the windows to see if he could find some indication of the manufacturer.

Discussion returned to the leaking gutters over the walkways in many of the residences.  Naomi Hanson moved and Art Shotwell seconded that a survey be taken of the membership to see how many have similar problems in this regard.  The motion passed unanimously.  It was acknowledged that the major maintenance cost this year is painting so other needs will have to be considered and a project by project basis.

Mr. Krieg had shared concerns with the board prior to this meeting with regard to how the membership was notified of the annual meeting (needs to be hand delivered or sent by prepaid first class United States mail).  Electronic transmission is not allowed in this instance.  Notification of the annual meeting will henceforth be either hand delivered or mailed to all residents.  Mr. Krieg offered to assist the secretary with this process.

His second concern was whether or not the membership understood the process for ratifying the budget at the annual meeting.  The board prepares a budget that is presented to the membership at the annual meeting.  Unless a majority of the owners reject the budget presented, either in person or by proxy, the budget is ratified, whether or not a quorum is present.  If the budget were to be rejected, the budget last ratified by the owners would continue until such time as the owners ratified a new budget.

It was decided that the summer picnic would be on Sunday, July 27, with the location being by 1811 and 1813 39th Court. 

Jean reported that she had found a wooden garden bridge that could be placed over the stream for a safer traverse in the woods.  It is 8 foot in length and the cost is $850.  The cost includes delivery.  Alex will measure to be sure it is long enough.  Anyone interested in the bridge should contact her for more details.

It was suggested that if garbage cans were placed out on the street by 39th Court, then the garbage truck would not have to come into the area and turn around, thus necessitating the repair and sealing of the pavement on a regular basis.  Art said he would make a call to the City to see if that was possible.

The next meeting of the board will be on June 24 at the home of Jean Taylor.

Jean Taylor moved and Ted Krieg seconded to adjourn the meeting at 7:00 p.m.

Respectfully submitted,
Naomi Hanson
Secretary

Board Minutes - Meeting of March 17, 2014

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
MEETING OF BOARD OF DIRECTORS
MONDAY, MARCH 17, 2014

MINUTES

Present:

President: Vince Sellen
Vice President: Paul Stannert
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Members: Ted Krieg; Jean Taylor; Steve Daly

The meeting was called to order at 5:30 p.m. at the home of Naomi Hanson, 1806 Cedar Springs Lane.

Vince called the meeting to order.  Paul Stannert moved and Jean Taylor seconded to approve the minutes of January 22 and February 15, 2014 as presented.  Motion was passed unanimously.  The secretary had no further business.

Art reported that he had not received a complete report from Furin so he did not have a treasurer’s report.  He will be contacting them and he will send information out to the board members.  It was suggested that the secretary send out a reminder that dues will increase to $235 on April 1.

Vince reported that the roof has been repaired at 1811 39th Court.  There is no longer any leakage.  There was very little damage inside and the damage was due to an existing crack.  Repair inside the unit will be the homeowner’s responsibility.

Mark Miller will be starting the repair to the fence at 39th Court this coming week.

There are boards across the creek in the wetlands behind 1901 Cedar Springs Lane.  This is not a safe alternative to getting across the creek if you walk in that area.  It was suggested that we look at alternatives such as a prefab “bridge” to get across.  Vince will provide the size needed and Naomi will do some searching on the WEB.

Paul agreed to find replacements for the clipboards that hold notices at the mailboxes.

Jean reported that Green Street will begin on April 1.  It was suggested to do moss removal in the lawns etc. at the cost of $800 – this would involve chemicals.  The board decided to not use chemicals.  Kippy Strandberg has offered the services of a young man who is living with the Strandbergs.  He could do the moss removal and also work on taking care of the holly.  It was suggested that he be paid $10/hour.  Naomi Hanson moved and Art Shotwell seconded to hire this young man (or another individual, if he is not willing) to work on the moss, holly, and any other items removal that might be appropriate at a total cost of not more than $200.  The motion passed unanimously.

Jean reported that she had called TruGreen to say that she was cancelling having them service Cedar Springs because they had not fulfilled their obligations as promised.  The call produced action on TruGreen’s part as they came and walked the property and took information as to past action on their employees’ part.  Richard Hartwig was the person representing TruGreen.  He came from Bellingham.  They sprayed and left a detailed description of the work they had done.  Jean suggested that we give them another chance to see if they follow through.  The board agreed.

Sun House will be doing the gutters and moss removal on roofs where it is needed.  We need to find another source for dryer vent cleaning.

Vince reported that he had received a letter from John Lunsford of Anacortes Parks and Recreation.  Lunsford and Dave Oicles had looked at five alder trees, two of them east of 1813 Cedar Springs Lane and three more that were about 25 feet southeast of 1815 Cedar Springs Lane.  They recommended that the two trees east of 1813 showed no signs of ill health and the roots were not heaving from the ground.  However, those trees are close to the residence.  If we would like to remove them, we are free to do so but need to notify them and discuss appropriate replanting.  Regarding the three trees east of 1815, they suggested arranging for removal.  The “snags” should be left at 10 to 15 feet in height.  They suggested that the holly be completely removed from this area also.  Paul Stannert moved and Art Shotwell seconded to take action as recommended by Mr. Lunsford.  The motion passed with Mr. Krieg abstaining.

The next discussion was whether to use Eager Beaver for the above work.  There was some concern that their prices are high.  However, it was generally felt that they do quality work and their prices may be lower if they do not have to remove the wood from the premises.  Jean will contact them.  They will also cut some branches near 1802 39th Court.

The question arose as to who is filing the yearly corporation renewals with the state.  Art will check with Furin to see if they are taking care of that.

The next meeting will be Tuesday, May 6, at 5:30 at the Stannert residence.  Steve will contact the person recommended for possible management services and invite her to attend the meeting to answer questions regarding what services she provides.

Art Shotwell moved and Steve Daly seconded to adjourn the meeting at 6:30 p.m.

Respectfully submitted,

Naomi Hanson,
Secretary

Board Minutes - meeting of February 15, 2014

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS SPECIAL MEETING
SATURDAY, FEBRUARY 15, 2014

MINUTES

Present:

President: Vince Sellen
Secretary: Paul Stannert
Treasurer: Art Shotwell
Board Members: Jean Taylor; Steve Daly
Guests: Andrea Gauthier, Gretchen Sellen, Kippy Strandberg

The meeting was called to order at 11:30 following the visiting of the fence behind 1811 and 1813 39th Court.

After a lengthy discussion, it was decided to accept the bid for repairing the entire fence (Perfectly Square bid of $930 for labor costs and $310 plus tax for materials) rather than doing temporary repairs of the worst areas.  The reasoning was that this would be most cost efficient.  Paul Stannert moved and Art Shotwell seconded to take this course of action.  The motion was approved.

There was discussion of the issues related to the current landscape contract with Simply Yards, as well as the Landscape Committee’s report on suggestions from the annual meeting.  The issues of concern regarding the Simply Yards contract were cost, difficulty communicating with the firm, and, though the workers were hard working, the lack of horticulture knowledge.  It was also noted that the equipment used was often not suitable for the wet areas of Cedar Springs.  Paul Stannert moved and Jean Taylor seconded to terminate the current contract with Simply Yards as of March 31 and enter into a contract with Green Street Landscaping.  The motion passed. 

A motion was made and seconded to seek City of Anacortes approval to remove five trees in the wetlands which threaten units 1813 and 1815 Cedar Springs Lane.  The trees in question will be marked.  The motion passed.

The meeting was adjourned at 1:00 p.m.

Respectfully submitted,

Vince Sellen
President and Secretary Pro Tem

Board minutes - Meeting of January 22, 2014

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
THURSDAY, JANUARY 22, 2014

MINUTES

Present: Vince Sellen, Jean Taylor, Ted Krieg, Steve Daly, Paul Stannert, Art Shotwell, Naomi Hanson

The meeting was called to order at 5:30 p.m. at the home of Vince Sellen. 

Officers were appointed as follows:

President: Vince Sellen
Vice President: Paul Stannert
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Members: Steve Daly; Ted Krieg
Landscape Coordinator: Jean Taylor

Mr. Shotwell indicated that Doug Winge was in the process of turning over the treasurer records.  Signature cards will have to be taken care of at Whidbey Bank and new ACH forms will have to be sent out to the membership for direct payment of the new dues amount ($235) beginning on April 1, 2014.

Jean Taylor reported that the following individuals had agreed to assist her with landscaping direction:  Andrea Gauthier, Marilyn Cawrse, Susan Miller, Gretchen Sellen, and Kippy Strandberg.  She intends to get additional bids for landscaping services.  She indicated that Simply Yards will increase their fees by .3 tenths of 1 percent.  It was felt that their contract should be reviewed.

Mr. Sellen reported that Mary Guard had indicated that the fence behind her unit needed repair.  He will ask Mike Miller to look at the problem and get a bid.

It was decided that board meetings should be held every other month.  The first meeting will be March 17 at the Hanson’s (1806 Cedar Springs Lane).  Future board meetings will be determined at that meeting.

Mr. Daly offered to be the liaison to those who own rentals in the development.

The meeting was adjourned at 5:50 p.m.

Respectfully submitted,

Naomi Hanson
Secretary

Meeting minutes - Annual Meeting - January 18, 2014

Anacortes Public Library Meeting Room

MINUTES

Present:  Cedar Springs Lane: Paul and Nancy Stannert (1801), Vince and Gretchen Sellen (1802); Paul Davallou and Susan Miller (1804); Anita Dale (1805); Don and Naomi Hanson (1806); Candise Cooper (1812); Bob and Andrea Gauthier (1813); Ted and Mary Krieg (1815); Doug Winge (1817); Barbara McLendon (1901); Art and Marilyn Cawrse (1902); Steven and Stephanie Daly (1903); Alex and Jean Taylor (1907); Jill Rothman (1908); Ruth Thomas and Lynda Harper (1909); Art Shotwell and Lexie Lamborn (1910); and 39th Court:  Nels and Kippy Strandberg (1802) and Mary Guard (1814).  Present by Proxy:  Sally Casey to Jean Taylor (1806 39th Court).

The meeting was called to order by president Vince Sellen at 10:05 a.m.  Those in attendance introduced themselves.

The president gave a general description of what had happened at Cedar Springs during the past year, noting another round of painting was completed and the repair of part of the irrigation system.  He noted that there continues to be problems with the sprinkler system in an area at 39th Court and behind 1806 Cedar Springs Lane.  These matters will be attended to during the coming year.  Another area of concern is the leaky gutters.  It is necessary that the association keep on top of these concerns.

Mr. Sellen called on Charlie Barefield and Rick Bunzel of Pacific Crest Reserves, LLC to report on the Funding Reserve Analysis.  They reported that Cedar Springs was in good condition, well maintained, and had no visible issues that needed immediate action.  They did find that the current funding of the Reserve Account was inadequate to fund projected expenses through 2045.  There are two possible funding models that the association could adopt.  The Threshold funding model keeps the reserve cash balance above zero.  The second is a Component funding model which would lead to or maintain a fully funded reserve position.  A more complete description of these funding models is in their report.  Barefield and Bunzel then fielded responses and questions from the membership.  They also indicated that any questions that might arise can be forwarded to them for a response.

Art Shotwell moved and Art Cawrse seconded to approve the minutes from the last annual meeting on January 26, 2013.

Treasurer Doug Winge presented a detailed Treasurer’s Report which is attached.  He asked the membership what action it would like to take in response to the reserve study with regard to monthly dues.  It was noted that he had recommended an increase to $240 and had used this figure in preparation of the budget for 2014.  Various amounts were discussed as well as where the additional funds should be placed (general versus reserve fund).  It was noted that the reserve study seemed to indicate that the association is in good condition financially at the present time with the $225 per month dues.  Art Shotwell moved and Paul Stannert seconded to increase the dues to $235 per month beginning April 1, 2014.  The vote was 13 for and 4 against.  The motion passed.  It will be necessary to have members fill out a new ACH form for direct deposit.

Art Shotwell moved that the amount of the increase go to the reserve account.  The motion died for lack of a second.

Additional discussion took place regarding the proposed budget, specifically with regard to landscaping costs.

Candise Cooper moved and Kippy Strandberg seconded to approve the budget as present, reflecting the adjusted dues amount from $240 to $235.  The motion passed with a unanimous vote.

Jean Taylor summarized what had taken place regarding landscaping during the past year.  She indicated that there is a need to spend money for mulching and compost or many of our shrubs will be lost.  Consideration is being given to cutting down two trees.  Eager Beaver will be looking at our trees generally (including in the wetlands) and their recommendations will be taken to the City, if necessary.  It was suggested that the Association get bids from other landscaping companies.  It was generally agreed that this would be a good idea and Jean Taylor will make contacts.

Mr. Sellen asked for volunteers to be on the board for the coming year.  The following people agreed to accept positions on the board:  Vince Sellen, Art Shotwell, Jean Taylor, Steven Daly, Naomi Hanson, and Paul Stannert.  Ted Krieg volunteered to “intern” as treasurer and Alex Taylor will continue to be the “point person” for our irrigation system.  These individuals will determine who will be the officers and board.  Mr. Sellen thanked those who volunteered.  Naomi Hanson again suggested to the membership that, reflecting how hard it has been to get individuals to volunteer for leadership roles in the association, a management company should still be considered at some point in the future, even though the cost would have to be reflected in the monthly membership dues.

Lexie Lamborn moved and Mary Krieg seconded to adjourn the meeting.  The motion passed.

Respectfully submitted,

Naomi Hanson
Secretary

Board minutes - Meeting of Dec. 19, 2013

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
THURSDAY, DECEMBER 19, 2013

MINUTES

Present:
President:  Vince Sellen
Vice President/Treasurer:  Doug Winge
Secretary:  Naomi Hanson
Marilyn Cawrse
Landscape Coordinator:  Jean Taylor

Guests:
Kippy Strandberg
Bob and Andrea Gauthier
Ted Krieg

The meeting was called to order at 5:35 p.m. by President Vince Sellen at his home.  Roll was taken.

Jean moved/Marilyn seconded to approve the minutes of the October 17 regular meeting and the November 13 special meeting as presented.  Motion passed unanimously.

Doug presented his proposed budget for 2014 for board discussion.  Although the board generally agreed with the recommendation to raise the monthly dues to $240 (as is reflected in the 2014 figures set forth), it was agreed that the amount certain will have to await the report from the reserve study.  The membership will make the final determination of the dues amount at the annual meeting.  Doug indicted that he will prepare a more detailed explanation for the annual meeting.  Naomi Hanson/Marilyn Cawrse to approve the presentation of the budget as presented, with a raise in the dues to $240.  Motion passed unanimously.

Vince reported the area by the old foundation near Kippy Strandberg’s home is now dry after less rain but the area behind the Hanson's still remains squishy.  Jean reported that there will be one more leaf clean up the following week.  There was a question regarding roof moss, gutter cleaning, and also the cutting back of hydrangeas.  There is a concern regarding dead branches on one of the trees behind Gauthier’s and Krieg’s and Doug Winge’s.  The tree in question is in the wetlands.  There is also a tree that is leaning toward the Krieg’s.  Jean will have Eager Beaver look at both and get an opinion of what is necessary before anything is presented to the City.  It was also pointed out that there is sprinkling taking place in areas where it is not needed, adding to moist conditions.  The schedule can to be changed.

Preparation for the annual meeting on January 18 was discussed.  Naomi will get a notice out as soon as possible.  It will include a proxy form, both in the mailed copies and those attached to an email.  Jean, Kippy, Andrea, and Naomi will make arrangements for refreshments.  Set up will be at 9 with the meeting starting at 10 a.m.

The need for members to volunteer to be on the board was discussed.  Mr. Krieg offered to be intern to the treasurer.  We need five individuals.  They, in turn, will appoint the officers.

The meeting was adjourned at 5:45 p.m.

Respectfully submitted,
Naomi Hanson, Secretary