Minutes of October 28, 2015 Board meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, October 28, 2015

MINUTES

Present: Steve Daly, Bob Gauthier, Art Shotwell, Paul Stannert
Guests: Andrea Gauthier, Doug Winge

The meeting was called to order by President Steve Daly at 4:35 p.m.

Paul Stannert/Bob Gauthier moved to approve the August 26th minutes. The motion passed unanimously.

Landscape Report: Bob reported the water was turned off Sept 30th and that communications are best directed to Mark Lawrence or his assistant as the HOA has had poor response from all other designated management personnel.

Bob proposed and the board approved $6500 for a compost and fertilizer project to be applied to Cedar Springs Lane with limited application to 39th Court which received compost in 2014.

The last mowing day is November 17th and the 4 extra work days will be used for clean-up as needed between now and the end of the Simply Yard contract in February 2016. Bob will get with Susan Miller to get the 2016/17 bid from Simply Yard to help with budgeting for the coming year.

The cost of tree management was addressed and the budget will include an increase from the $3000 budgeted for 2015. Pruning behind 1907 Cedar Springs was discussed and will be delayed as the association prioritizes threat of structural safety or encroachment to common areas by dying or leaning trees.

Privacy screening behind 39th Court was determined not to be a concern as planting has already taken place.

Treasurer’s Report: Art identified Earthquake insurance paid thru June 2016 and 3 owners are delinquent on dues totaling $885. Discussion followed and Art will invoice the homeowners as 2 of the 3 are newer owners that can be easily sorted out. The transaction detail identified $1853.80 of gutter and roof maintenance as landscape expense that Art will sort out. $3909.16 of the $5762.90 should be landscape costs.

Due to good fiscal health, the Board will hold dues to $250 for 2016 unless something unexpected occurs between now and the annual meeting.

Old Business: There was a discussion of the insurance determination for damages at 1807 and it seems we have very good insurance. Covered losses will exceed $60k and we are still awaiting process and settlement terms. It appears the Association as insured will need to contract with the General Contractor and a lump sum will be paid to us to manage the project. Steve suggested contacting John Bruemmer who helped Vince manage the 1819 project last year. As there was concern about cost overruns and John is a contractor who can manage sub-contractors, he may be an option to Jess Bouma, the contractor the Welch’s have hired.

Gutter cleaning and installation of Filtration Leaf Guard was discussed further and it was determined of the $6k budgeted for 2015 for roof, gutter and skylight maintenance, funds are available to move forward.

Son House has quoted $973.80 for installation of gutter guard to all 39th Ct. and units along the tree line on Cedar Springs Ln. Estimating 1,000 ft. of filtration; the material cost is $1250 for a total including tax of approx. $2500. In addition, the gutters will need cleaning and the Board approved $3000 to complete the project ASAP.

Steve will contact Son House to identify exact units, confirming footage, downspout clearing, new leaf inserts and any other preparation necessary and that the estimate is accurate.

The next meeting of the board will be December 16th at the home 1813 Cedar Springs, Bob & Andrea Gauthier’s home to discuss the Agenda for the Annual Meeting.

The meeting was adjourned at 6:15 p.m.
Respectfully submitted,
Steve Daly, President

Minutes of June 24, 2015 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
MEETING OF BOARD OF DIRECTORS
WEDNESDAY, JUNE 24, 2015

MINUTES

Present: Candy Cooper, Steve Daly, Bob Gauthier, Art Shotwell, Paul Stannert

Guests: Andrea Gauthier, Carol Tank, Doug Winge

The meeting was called to order by president Steve Daly at 4:30 p.m.  He thanked the Gauthiers for hosting the board meeting and recognized the guests.

Bob Gauthier/Art Shotwell moved to approve the April 29 minutes.  The motion passed unanimously.

Art Shotwell notified the board that the Cedar Springs Insurance has been renewed as of 6/1/15. This is a one (1) year policy and does not include earthquake insurance. The annual policy is approx. $5,000 less without earthquake coverage. The BOD will continue to access the value of adding earthquake insurance. As of June 1, there are 2 delinquencies. A letter will be sent to both of these homeowners.

Steve indicated he is still working on the Gutter repairs. Paul reported that the “fix” that he has tried seems to be working but since we have not had significant rainfall, time will tell. This continues to be work in progress.

Bob Gauthier reported that he had contacted Simply Yards regarding the sprinkler system and resetting the times currently set for automatic sprinkling. Also, some areas seem to be dryer than others. Motion was made by Paul and seconded by Art to get estimates from other companies to handle repairs and maintenance of the sprinkler system.

House Rules have been reviewed and will be updated and distributed.

The BOD is reviewing the mulch options for the common areas. A homeowner had Simply Yards mulch their bed and the mulch was extremely unsatisfactory. Andrea presented a very nice display of different types/costs of mulch varieties. Most of the common areas have not been mulched in years so we will proceed with getting costs of the mulch and costs to have it spread. This will probably be done by someone other than Simply Yards due to costs.

There was a homeowner request to have the trees along 1810 and 1812 trimmed back so the sun isn’t blocked. The board discussed that these trees provide privacy from the 2 story homes behind these units but will be looked at to see if trimming would help.

Steve stated the cost to have the roof moss treated was $1,125.00 per year so the BOD decided this was a good price and will implement this to be done annually.

Candy stated the homeowners contact list has been updated and will be distributed.

The annual picnic will be held August 1 and the location will be at 1903 and 1907 Cedar Springs.

Due to personal reasons, Ted Krieg has resigned from the board of directors. We thank him for his service and wish him well.

The next meeting of the board will be August 26 at the home of the Gauthiers.

The meeting was adjourned at 6:05 p.m.

Respectfully submitted,
Candy Cooper
Secretary

Minutes of April 29, 2015 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, APRIL 29, 2015

MINUTES

Present: Candy Cooper, Steve Daly, Bob Gauthier, Naomi Hanson, Ted Krieg, Art Shotwell, Paul Stannert

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

The meeting was called to order by president Steve Daly at 4:30 p.m.  He thanked the Gauthiers for hosting the board meeting and recognized the guests.

Candy Cooper/Bob Gauthier moved to approve the March 4 minutes.  The motion passed unanimously.

Art Shotwell distributed the Balance Sheet and Profit and Loss statements as of March 31.  He still has not received information regarding the amount of the premium for the association insurance.  He has confirmed that they will not provide earthquake insurance but will provide quotes from other agencies.  It was noted that the financial reports provided by Furin indicates that some members are in arrears in their payments of the monthly dues and perhaps the ACH Noncompliance fee.  Art will check on this and report back.

A policy for “petty cash” was discussed.  Petty cash was described at an amount that the president and/or landscape designee could approve for miscellaneous expenses.  It was generally felt that a figure of no more than $100 would be appropriate.  This matter will be discussed again under New Business.

Steve reported that he is gathering a list of vendors that the association and its members could call upon when needs arise.  He will provide the list at the next meeting.

Candy indicated that she had looked at the materials provided to her regarding the association’s “wish list” regarding the responsibilities of a manager for the HOA.  She indicated that she will provide a list of what she could provide as manager at the next meeting.

Gutter repairs were discussed.  There is money designed for phase two in the 2015 budget.  Steve has a needs priority list and will be following that as to the next steps.  Those that have been done have a warranty.  Naomi indicated that their eves were still dripping.  Paul reported that he has a “fix” that he is going to try and if it works, he will report back to the board.

Steve has responded to the concerns of Brandon Marucci, owner of 1808 Cedar Springs Lane.

Bob Gauthier reported that he had received positive comments regarding the work being done by Simply Yards.  He thanked Don for the work he did on negotiating the contract which now sets forth in detail the landscaping needs of the association.  Son House removed two trees.  The question of dealing with “horse tails” was discussed.  The City was consulted as some are in the wetlands.  It was decided to cut them where located outside of wetlands.  Paul indicated that there are some pesticides that are OK for use in wetlands for invasive plants.  The lawn moss is being eradicated.  The sprinklers were to be turned on April 9.  He has asked Simply Yards for a quote regarding the fixing of the sprinkler system where needed.  Tent caterpillars have been sited and will need to be sprayed.  Bob will research who should provide the spray service.

Paul voiced concern that the HOA is not following the requirements of the City with regard to the removal of trees in the wetlands.  He feels that is very important.  It was noted that the City had been contacted earlier when trees were in need of removal to confirm what if any of the wood could be removed.  The HOA has followed the City’s response.  Paul just asked that his concerns be noted.

Any work done within Cedar Springs that requires reimbursement by the HOA will need to have an approved work order.  The process is as follows:  After first obtaining verbal approval from either the President or Landscape Designee of possible expenditures, the work order process begins.  The paid receipt or quote needs to be submitted to the appropriate individual (president or landscape designee) and they will write up a work order.  The work orders will be turned over to Art so that he can verify the costs have been approved before he presents them for payment.  To provide a record, ALL expenses will require a work order. 

Doug and Art are continuing to work on the update for the reserve study with Pacific Crest.  The studies are based on the calendar year.  They are going to ask Pacific Crest if the study could be as of March 31 so that the annual period would be April 1 through March 31.

Naomi Hanson reported that she and Don had sold their condo at 1806 Cedar Springs Lane with a closing of June 10.  Her position of secretary will have to be replaced.  After discussion Paul Stannert moved and Bob Gauthier seconded to appoint Candy Cooper as secretary.  The motion passed with Candy abstaining.  Naomi will provide the books to her in late May. 

Kippy Strandberg volunteered to host the annual picnic as was done last year.  August 1 was selected as the date.  More planning will take place at the next meeting.

Candy Cooper moved and Paul Stannert seconded that the purchase limit that can be approved by either the landscape designee (Bob Gauthier) or president (Steve Daly) without board approval is $100 or less.  The motion passed unanimously.

Naomi again asked for names of renters and contact information be provided for the contact list.  She will make the request when she sends out the draft April minutes.

The next meeting of the board will be June 24 at the home of the Gauthiers.

The meeting was adjourned at 6:05 p.m.

Respectfully submitted,

Naomi Hanson

Secretary

Minutes of March 4, 2015 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, MARCH 4, 2015

MINUTES

Present: Candy Cooper, Steve Daly, Bob Gauthier, Naomi Hanson, Ted Krieg, Art Shotwell, Paul Stannert

Guests: Andrea Gauthier, Doug Winge

The meeting was called to order by president Steve Daly.  Steve moved and Candy seconded to approve the February 4 organizational meeting of the board.  The motion passed unanimously.

The president reviewed the minutes of the January 24 annual meeting of the organization.  There were several discussion points.  Bob Gauthier confirmed that he wanted to be the designated contact person with Simply Yards.  Jean Taylor will continue to coordinate landscape needs with Bob.  Alex Taylor will continue to be the contact person regarding the sprinkler system.  Alex has the map of the system and it was suggested that Vince Sellen has another copy of the map.  Bob will check with Vince

The secretary will send out a notice to the membership reminding them that the dues will increase to $250 on April 1.  There is no action needed by members regarding this change.

Art reported that the treasurer’s report was essentially the same as in January as he had not received an update from Furin.  Taxes have been paid.  Furin is presently charging $180 for their services.  Their fee will be increasing in the near future.

Bob reported that the landscaping is looking better and he has heard the same from other residents of Cedar Springs.  Two plants were removed from Cedar Springs Lane and one from 39th Court.  Moss removal will begin soon.  It was decided to use green flags to indicate where work is needed.  There are two downed trees – one behind Art Shotwell’s and one on 39th Court.

The work order book was discussed.  Any work that needs to be done in the development outside regular landscape needs need to be written up as a work order before action is taken and given to Bob Gauthier.  The process was discussed.  If a homeowner needs work done (i.e., a leaky roof), they first must get a bid from the vendor.  The board is going to prepare a list of approved vendors to be provided to the membership for various jobs.  This work order will be given to the president for approval and then provided to the treasurer.  It was pointed out that in some instances this process was not followed in the past.  It is noted that the vendor list is necessary in case there is a need that requires immediate attention.

The Level III Study Questionnaire for the Reserve Study needs to be completed at the cost of $350.  Art indicated that he will complete the questionnaire by the May meeting.

The Professional Management Services consideration was discussed.  Clarification of the process was requested.  At this time a one-page wish list has been prepared.  No decision has been made.  Further discussion will take place at the next meeting.  It was pointed out that the charges paid for services provided by Furin were reasonable.  They, however, do not manage other areas of the development.  Candy offered to look at the one page list and report back to the board. 

There are two possible vendors (Total Home and Son House) for taking care of the downed trees mentioned earlier.  After discussion Naomi Hanson moved and Bob Gauthier seconded to negotiate with Son House for the removal of the trees at the cost of no more than $400 with the understanding that he may take some of the wood for his own use as firewood.  Bob and Doug will work with him on the process.  The motion passed unanimously.  If it is necessary to do replacement planting, this will be considered for the fall with a look at budget constraints.

Although it was announced that the next meeting of the board would be May 6, because of member conflicts, the meeting has been moved to Wednesday, April 29. The location will be at either the Kriegs or Gauthiers.

The meeting adjourned at 5:50 p.m.

Next board meeting: Wednesday, April 29 @ 4:30 pm at 1813 Cedar Springs Lane.

Respectfully submitted,

Naomi Hanson

Secretary

Minutes of January 24, 2015 Annual Owners Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

ANNUAL MEETING

SATURDAY, JANUARY 24, 2015

Anacortes Public Library Meeting Room

MINUTES

Present:  Cedar Springs Lane: Paul and Nancy Stannert (1801), Vince and Gretchen Sellen (1802); Paul Davallou (1804); Anita Dale (1805); Don and Naomi Hanson (1806); Bob and Andrea Gauthier (1813); Doug Winge (1817); Barbara McLendon (1901); Art and Marilyn Cawrse (1902); Alex and Jean Taylor (1907); Lynda Harper (1909); Art Shotwell and Lexie Lamborn (1910); and 39th Court:  Kippy Strandberg (1802).  Present by Proxy:  Cedar Springs Lane: Ted Krieg (1815) to Bob Gauthier; Steve Daly (1903) to Don Hanson.  39th Court:  Bruce and Linda Janicula (1811) to Vince Sellen and Mary Guard (1813) to Art Shotwell.

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 very busy past year.  Some of the highpoints were as follows:

• The Landscape Committee took a survey and provided a summary of the results to the membership.
• All units have now been painted with six units painted during the summer.
• The pavement within 39th Court was sealed.  The residents on 39th Court agreed to place their garbage/recycle containers on H so less damage would be caused by garbage/recycle trucks.
• A bridge was placed over the creek for safety purposes.
• $1,382 was spent on roof and skylight repairs.  There will be more repairs needed in 2015.
• A tragic situation at 1819 Cedar Springs Lane necessitated working with the association’s insurance company to make the necessary repairs.  The insurance company was easy to work with.
• Three trees were reduced in size and a fourth Alder on 39th Court which was pushing on the fence was removed.  A southern section of our fence was knocked over by construction crews and will be repaired by the contractor.

Vince reported that $3,000 was budgeted to begin work on repairing the gutter leaks by sealing the miter corners.  The charge was $75 for each unit.  It was pointed out that the gutter slopes are not good and there is a need for more downspouts.  This will be a continued challenge for the board in 2015.

As reported earlier, two trees behind 1815 Cedar Springs Lane and one near 1802 39th Court were reduced in size by Insight Tree Care.  The company also removed the tree pushing down the fence.  This area of the fence will have to be repaired.

Paul Davallou moved and Alex Taylor seconded to approve the minutes of the January 18, 2014 annual meeting.  The motion passed unanimously.  Naomi asked everyone to check the information on the roster to be sure it was correct.  A new roster will be provided to the membership.

Art Shotwell provided a treasurer’s report.  Highlights of his report were as follows:

• At the end of the year CSHOA had a total of $71,774.37 in available funds.
• CSHOA undertook the coordination of clean up/repair to 1819 Cedar Springs Lane.  The insurance company paid CSHOA $23,360.02 for anticipated costs.  Under Vince’s direction, after repairs were completed, there was $4,662.99 in additional income for the association.
• The largest single expense was $36,656.56 for landscape-related services.
• $17,360 was spent on completing the painting of all units during the summer.

The Reserve Account was discussed.  At the present there is $66,461.13 in the account.  The Funding Reserve Analysis suggested a higher amount but it was felt that much of our major expenses have been expended at the present time.  The account will continue to grow.  Art suggested putting a portion of the account in a CD to collect more interest.

Jean Taylor provided a landscaping report.  Some of the highlights were as follows:

• Beginning April 1, 2014, Green Street Yards was contracted to do landscaping and Green Street also provided a new person to work with our irrigation system. 
• The common garden areas were replanted and mulch was added to the front beds on 39th Court.
• Moss was not treated in the grass but will be addressed in 2015.
• Tru Green came three times to treat diseases on plants and trees and also mildew and moss. 
• The board made the decision to not renew the Green Street contract because the work provided did not match their bid.  Simply Yards will take over as of April 1, 2015.  They will take care of spraying trees and shrubs. Tru Green will no longer provide this service.
• The goal for 2015 is to add 3 to 4 inches of mulch to the front beds on each unit on Cedar Springs Lane.
• The Landscape Committee, made up of Susan Miller, Kippy Strandberg, Andrea Gauthier, Gretchen Sellen, Marilyn Cawrse, and herself, provided a survey to the membership and summarized the concerns that will be considered when making future decisions.  She thanked the committee members for their work.
• Bob Gauthier has indicated that he will work as Landscape Coordinator.

Jean was lauded for the time she spends overseeing the landscaping needs of Cedar Springs.  Don and Naomi Hanson presented the members of the committee with African Violets to show appreciation for their endeavors.

Thoughts for landscaping in 2015 were discussed.  Jean was encouraged to continue to assist the Landscape Coordinator in recognizing the needs of the grounds, trees, shrubs, etc.  The trees on the north side may need to be trimmed down to provide more sunlight.  The new multi-level houses in the development to the south may take away privacy of those on that boundary and trees might need to be planted.  Green Street will work on the irrigation system on the west side behind 1806 and 1804 before April 1.

Don Hanson explained the process used in selecting the landscaping company for 2015.  Three bids were received:  Green Street, Simply Yards, and John Bruemmer of Total Home Services.  Don and Susan Miller met with Simply Yards and set forth specific requirements requested.  The board voted to hire Simply Yards as of April 1.  The contract presented by Simply Yards for signature including all the specifics that had been agreed upon. 

Bob Gauthier reported on the status of the Professional Management Services Committee.  The committee members, who have met three times, are Bob and Andrea Gauthier, Kippy Strandberg, Lynda Harper, and Steve Daly.  They are preparing a list of services that they would like the management company to provide.  Five companies have provided information.  Their findings will be summarized and presented to the new board for action.  He said that committee felt that the average age and health of the residents of CSHOA needs to be considered.  Many do not want a leadership role.  There are now seven rentals in the development and those owners have not participated to date.

There was no Old Business.  Alex Taylor mentioned that the outside air intake on furnaces can become lose and go into the insulation.  He suggested checking the furnace filters on a regular basis to see if there is any debris noticeable.  He also stressed the need to clean dryer vents every year and also clean under the refrigerator.

Doug Winge presented the budget approved by the board for 2015.  He pointed out that about 20 percent of the budget goes to insurance; 20 percent goes to the reserves; and 60 percent goes to the operation of the association with 85 percent of that going to landscaping.  Some of the highlights of his report were as follows:

• The insurance policy premium was budgeted the same as 2014 since the new policy comes midyear.  It may be that there will be a premium increase.
• Last year’s dues increase of $10/month went to the Reserve Account.  The 2015 budget allocates $18,360 to that fund for anticipated expenses of tree trimming, plants, gutters, glass, roof repair, and the Reserve Study Update.
• The operation budget was increased to $49,880 for costs to include landscaping services, administrative costs, extra landscaping needs, repair of irrigation system, and other maintenance. 
• The annual income is projected to be $82,740 with the increase of the monthly dues to $250 effective April 1, 2015.  The dues increase will all go to the Operation Budget.
• The Landscape Committee suggested $15,600 in projects of 2015.  About two-thirds of the request is included in the proposed budget. 
• The possible hiring of a management company would anticipate increasing the dues another $20/month.  Any costs incurred if there is a management company are not included in the budget as presented.

Discussion followed regarding the budget as presented and the role of a management company.  It was pointed out that there would still have to be a board of directors but its work would be lessened because much of the managing of the association’s day-to-day needs would be taken care of by the company.  Hopefully this would provide more members being willing to be on the board.  Increases in an Anacortes area association dues from $275 to $380 per month and an out of state association who increased its dues by $75/month ($350) for two years for replacement of the roofs suggested that even $275 would be reasonable in considering these examples.  No decision will be made until recommendations are brought to the board and to the membership.

Lexie Lamborn moved and Don Hanson seconded to accept the budget as presented.  The motions passed.

The following persons offered or were nominated to be on the board:  Naomi Hanson, Ted Krieg, Bob Gauthier, Art Shotwell, Candy Cooper, Steve Daly, and Paul Stannert.   Paul Davallou moved and Don Hanson seconded to vote by secret ballot with the top three vote getters being the board as the CC&Rs only require three people on the board.  After discussion, Paul withdrew his motion.  Kippy Strandberg moved and Andrea Gauthier seconded to vote by secret ballot.  After further discussion, this motion was also withdrawn.  Don Hanson moved and Paul Davallou seconded to appoint the seven individuals nominated to the Board of Directors.  The motion passed.  The board will determine responsibilities.

The meeting was adjourned at 11:55 a.m.

Respectfully submitted,

Naomi Hanson

Secretary

Minutes of January 13, 2015 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

TUESDAY, JANUARY 13, 2015

MINUTES

Present:

President: Vince Sellen

Vice President: Paul Stannert

Secretary: Naomi Hanson

Treasurer: Art Shotwell

Board Members: Jean Taylor, Steve Daly, Ted Krieg

Guests: Andrea Gauthier, Kippy Strandberg

The meeting was called to order by president Vince Sellen at 5:00 p.m. at the home of Ted Krieg. 

Vince announced that there were two matters for discussion at this special meeting.  The first was awarding of bids for the cutting or reduction of two red alder trees behind the Kriegs/Gauthiers and the cutting and reduction of the willow by the Strandbergs.  Bids had been received from both Insight Tree Care (Ryan Woofenden) and Eager Beaver.  Insight Tree Care bid $927.98 for the two alders and $1,426.90 for the willow.  Eager Beaver bid $759.50 for the alders and $1,085 for the willow.  Discussion ensued as to the content of the bids provided by both companies.  Paul Stannert moved and Art Shotwell seconded to accept the bid of Insight Tree Care with regard to the two alders behind Kriegs/Gauthiers.  The motion passed unanimously.  Paul Stannert moved and Art Shotwell seconded to accept the bid of Insight Tree Care with regard to the willow.  Discussion ensued regarding the different bid amounts. The motion passed with Jean Taylor voting no and Art Shotwell abstaining. It was generally felt that the work provided by Insight Tree Care was more acceptable with regard to method of cutting and/or reduction and the preparation and removal and/or distribution of the resulting cut branches. It was agreed that Mr. Woofenden would be a good resource for any future tree removal/reduction needs.

Vince then led discussion regarding the choice of a landscape company beginning on April 1, 2015.  Don Hanson had provided the information he received from Simply Yards and from John Bruemmer (Total Home Service).  He did not receive any information from ProScapes after logging multiple calls.  It was determined that Mr Bruemmer’s bid was too expensive.  Jean Taylor wanted the assurance that, if Green Street’s contract was not renewed for another year, that there would be the assurance that Brian from Green Street would work with the irrigation system before March 31, 2014 since he knows the system.  Steve Daly moved and Art Shotwell seconded to contract with Simply Yards beginning April 1, 2015.  The motion passed unanimously.  It was suggested that Brian might be approached to see if he would consider contracting independently to work with our irrigation system.

The secretary was asked to write a letter to Green Street indicating its contract would not be renewed (but confirming that Brian would complete the irrigation work before March 31), to Simply Yards to announce the board’s decision and set forth the agreed terms, and to TruGreen confirming the cancellation of their services. 

The annual meeting was discussed with possible members for the next Board of Directors mentioned.  Board members were asked to be at the library at 9 a.m. to prepare for the meeting. 

The meeting adjourned at 6:00 p.m. 

Respectfully submitted,

Naomi Hanson
Secretary

Minutes of January 7, 2015 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
MEETING OF BOARD OF DIRECTORS
WEDNESDAY, JANUARY 7, 2015

MINUTES

Present:

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

Guests: Bob Gauthier, Don Hanson, Doug Winge

The meeting was called to order by vice president Paul Stannert at 3:30 p.m. at the home of Ted Krieg.  Vince Sellen was unable to attend the meeting because of illness.

Jean Taylor moved and Ted Krieg seconded to approve the minutes of the December 29 board meeting.  The motion passed unanimously.

Art provided income, expense, and balance sheets to date.  He indicated that Green Street was not paid by Furin in December since the Green Street statement was not directed to the correct person (Kristen) at Furin.  They will be paid by the 10th of January.  He confirmed that there is money left from the insurance settlement for 1819 Cedar Springs Lane but does not know what still needs to be paid.  He will be providing an annual report at the January 24 meeting.

Bob Gauthier reported that the Professional Management Services Committee (made up of Bob and Andrea Gauthier, Kippy Strandberg, Lynda Harper, and Steve Daly) will be meeting the following Wednesday and will report back to the board.  It will also give a report to the membership at the annual meeting, introducing another dues increase (over and above that recommended in the proposed budget) if a management company is retained.  It was decided not to place a “place holder” in reference to this possible dues increase since no recommendation or decision has been made in that regard.

Doug introduced the proposed budget for 2015.  Some of the general points were as follows:

• A $15 dues increase is being recommended as of April 1, 2015.
• The landscape committee requests in some areas will be spread over 2 years.  There was a question as to what comes out of the Operating and what comes out of Reserves.  The response was that emergency costs should come out of the Reserves.
• Insurance costs are the same as of now.  We have no information as to any premium increase.
• The Reserve Account anticipates expenses for tree removal, plant replacement, gutter, glass and roof repairs, and the Reserve Study update.
• The Operations Account would increase its budget by approximately $3,700.  The total amount ($49,880) would include landscape services, administrative costs, other landscaping costs outside the routine, and other maintenance and repairs.  To assist in covering these expenses, a $15 per unit dues increase is needed.
• The proposed budget would increase income by $4,600 and the reserves would also improve.

After discussion, Art Shotwell moved and Steve Daly seconded to approve the budget for 2015 as proposed.  The motion passed unanimously.  The board thanked Doug Winge for working with Art to prepare the budget.

Jean Taylor said she was concerned that Bryan from Green Streets would not be able to make the necessary repairs to the irrigation system if Green Streets’ contract was not renewed for another year.  It was pointed out that no change, if any, would be made until April 1, 2015.

Don Hanson presented his report regarding landscape services.  He had not received any information from Total Home Services (Bruemmer) or ProScapes.  He and Susan Miller had met with Simply Yards.  A proposed detailed contract was presented which would cover 44 times a year which includes 2 winter visits and 2 visits to be used as needed.  Additional optional expenses were also set forth in the bid.  Art moved and Paul seconded to obtain the services of Simply Yards as of April 1, 2015.  During discussion, Jean Taylor indicated that she had talked to ProScapes and felt that a bid should be received from them.  Art withdrew his motion and a decision regarding a contract for landscaping will take place at a future board meeting.  The board thanked Don for the work he did on this project.

The board decided that all members of the HOA should receive a mailed notice.  Naomi indicated that the mailing would include a Notice, Proxy Vote form, Agenda, Minutes of the January 18, 2014 Annual Meeting, Income/Expense/Balance sheets, Proposed 2015 Budget, and Minutes from December 29, 2014 Board Meeting.  Naomi will finalize the Agenda with Vince and Doug will provide the final Budget document before she does the mailing.

A written bid of $868 was received from Eager Beaver regarding the removal or reduction of trees behind the Gauthiers/Kriegs.  A bid had already been received from Ryan Woofenden for this project.  A written bid has not been received from Eager Beaver for the removal of the willow near Strandbergs.  Jean feels that Eager Beaver (if bid competitive) should do the removal near Strandbergs.  Mr. Gauthier indicated they would like Ryan Woofenden to do the removal/reduction of the trees behind their property.  The board already approved the removal of all the trees being discussed.  After all written bids are received, a decision as to who will be providing the services for each project will be made by the board via email or phone vote without another meeting.

The meeting adjourned at 5:35 p.m.

Respectfully submitted,
Naomi Hanson
Secretary

Board Minutes of December 29, 2014 Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, DECEMBER 29, 2014

MINUTES

Present:

President: Vince Sellen

Vice President: Paul Stannert

Secretary: Naomi Hanson

Treasurer: Art Shotwell

Board Members: Jean Taylor, Steve Daly, Ted Krieg

Guests: Marilyn Cawrse, Bob and Andrea Gauthier, Don Hanson, Doug Winge

The meeting was called to order by Vince Sellen at 3:30 p.m. at the home of Ted Krieg.

Jean Taylor moved and Ted Krieg seconded to approve the minutes of the October 29 board meeting.  The motion passed unanimously.

Art Shotwell left the meeting so there was no treasurer’s report.

Vince reported that 1811 39^th Court had sold and is to close mid-January.  He does not know the name of the new owners.

In the absence of the treasurer, Vince will contact Furin and Company to get the year end summary to assist in preparing the budget to be presented to the membership at the annual meeting.  Doug offered to work with Art on the budget with Paul being backup. 

Steve Daly reported that he has put together a committee that is looking at what the HOA would want in a management company.  The members of the committee are Bob and Andrea Gauthier, Kippy Strandberg, Lynda Harper, and Steve Daly.  He reported that none of the companies surveyed at the last work meeting had everything the board wanted.  He is drawing up a template of needs for a starting point.  Doug suggested that we might use a $20/month increase to cover the hiring of a property manager.  A contract would not be awarded until summer or at the latest, 2016.  Vince suggested that Total Home Services, the company who had managed the repairs at 1819 Cedar Springs Lane, be considered for property management with Furin & Associates retained for the accounting services.  Total Home Services (John Bruemmer) also lists services in lawn and landscaping.

Vince reported that 1819 Cedar Springs Lane is almost completed.  There may be leftover funds from the insurance settlement.  It was suggested that this additional amount could be put in the reserve account.  A decision regarding raising the monthly dues was not finalized.

Gauthiers and Ted Krieg requested that for safety reasons the two trees behind their residence need to be either removed or reduced as soon as possible.  After discussion Ted Krieg moved and Steve Daly seconded to have the two trees removed or reduced at a price not to exceed $1,200.  Competitive bids will be received from Ryan Woofenden and Eager Beaver before a choice is made as to who will undertake the task.  The motion passed unanimously.  Doug mentioned that he feels that more trees are needed in that area since others have been removed and there have been no replacements. 

The removal of the willow tree behind 1802 39^th Court was also discussed.  Jean Taylor moved and Steve Daly seconded to get bids from both Ryan Woofenden and Eager Beaver for its reduction or removal with the agreement that the amount would be no more than $1,200.

It was reported that proposals had been received from Green Street and Simply Yards for landscaping services.  Proscapes did not provide a bid as requested.  Don Hanson offered to get a more specific bid from Simply Yards for the services we require and also talk to Mr. Bruemmer (Total Homes Services) to see what services he would provide and the cost.  He will include Jean Taylor and Susan Miller in the meetings.  He will report back by January 7 since whatever decision is made will need to be a part of the proposed budget.

It was reported that the annual meeting had been moved to January 24 and the library had been reserved.  A notice will need to go out by January 10.

Alex Taylor is concerned regarding possible leaks in the attics.  He will bring a report to the membership at the annual meeting.

In order to assist Doug with budget preparation (along with Art Shotwell), various line items were discussed – to be finalized at a meeting before January 10.

The question arose as to who will be willing to be on the board for the next year.  Naomi indicated that she is willing to continue as secretary for the time being.  Bob Gauthier said he would be willing to be vice president.  Board members were asked to solicit interest in being on the board.

There will be a meeting the first week in January at a date and time to be determined.

The meeting adjourned at 5:15 p.m. 

Respectfully submitted,

Naomi Hanson

Secretary