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
