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
