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
