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