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