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