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