Minutes of October 26, 2016 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, OCTOBER 26, 2016

MINUTES

Present: Steve Daly, Candy Cooper, Bob Gauthier, Art Shotwell, Paul Stannert, Doug Winge, Jean Taylor, Kippy Strandberg

Guests: Andrea Gauthier, Joan Mikkelson, Anita Dale

The meeting was called to order by President Steve Daly at 4:30 p.m.

Secretary’s Report: Minutes of the July 27, 2016 were presented. Art Shotwell/Bob Gauthier moved to approve. The motion passed unanimously. Candy confirmed the request for copies of Cedar Springs Homeowners insurance policies was sent on Oct. 24, 2016. Preparation for annual meeting to be held February 11, 2017 has started.

Landscape Report: Bob has received quotes to have the leaning Cedar Tree removed and the BOD approved. Kippy Strandberg has some trees that were determined to be “chemically” diseased. Bob will talk with Mark at Simply Yards about this. Doug Winge has a Maple tree that is dying due to Hard Soil.

Bob Reported the mulching is complete along Cedar Springs Lane. 39th Court will be next for mulch.

Bob stated the irrigation system was blown out on 10/26/16. The BOD voted to contract with Silva Landscape in the future for our irrigation system needs. We will inform Simply Yards of this and it will not be included in their contract in the future. Bob stated there are 2 more scheduled mowing for this year’s contract.

Bob was contacted by Vince Sullen installing some pavers around the bridge area. The BOD discussed this idea and it was decided that Bob would work on this and report back at our next meeting.
There was an incident with Simply Yards and a homeowner due to the noise of the blowers. The BOD is requesting the homeowners not approach Simply Yards employees with complaints. If you have any issues, please go to Bob Gauthier.

Treasurer’s Report: Art reported a/o 9/30/16 our Operating Account has $27,048.76 ($22,473.90 belongs to 1807), Insurance Account has $1331.13, and our Reserve Account has $87,651.09.

Presidents’ Report: Steve gave a short update on the 1807 damage. Completion date is now projected for 1/27/2017.

Steve will call Chad regarding Moss and Gutter cleaning/leaks and will report on this at the next meeting. Please disconnect all exterior hoses by November 1 of each year. IF YOU LEAVE FOR AN EXTENDED PERIOD OF TIME, PLEASE REMEMBER TO TURN YOUR WATER HEATER TO “VACATION MODE”.

Steve will file a claim with Post Office to reimburse association for damaged mail box post done by mail carrier truck.

Phase II Reserve Study is due. Doug Winge and Carol Tank will work on this. Doug and Carol will complete a financial audit once 1807 is behind us.

REMINDER: ANNUAL MEETING DATE: The CSHOA Annual Meeting is scheduled for February 11, 2017. Amy Clements with Community Association of Underwriters of America, Inc. will be there to educate the homeowners on what this insurance covers.

The next BOD meeting will be January 11, 2017 at Bob and Andrea Gauthier’s home.

Steve adjourned the meeting at 6:15.

Respectfully submitted,

Candy Cooper
Secretary

Minutes of July 27, 2016 Board meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS 

TUESDAY, July 27, 2016

MINUTES

Present: Steve Daly, Candy Cooper, Bob Gauthier, Art Shotwell, Paul Stannert, Carol Tank, Jean Taylor, Kippy Strandberg

Guests:  Andrea Gauthier

The meeting was called to order by President Steve Daly at 4:30 p.m.  

Secretary’s Report: Minutes of the May 17, 2016 were presented. Art Shotwell/Bob Gauthier moved to approve. The motion passed unanimously.

Landscape Report: Bob reported the fence repairs on 39^th court and behind 1812 have been made. Bob is getting quotes/recommendations for dealing with the leaning Cedar Tree in the wetland area. Jean Taylor commented the Woodpecker’s love it so she would hate to see it removed completely. Kippy Strandberg stated she has 2 dead trees. Bob said that he will schedule mulch to be laid on the sides of homes since the fronts have already been done.

Bob was contacted by Herbert Silva who used to work for Simply Yards; Herbert knows our sprinkler system very well.    He is well qualified, dependable and easy to communicate with relative to taking over the care of our system.   Herbert has started his own sprinkler repair business [also now has a General Contractor's License].   It was decided we will stay with Simply Yards through the end of our contract date because sprinkler maintenance is a part of that contract.  We will maintain our Simply Yards contract for landscaping.   We will most probably contact Herbert in the future for sprinkler system repairs and maintenance.

Treasurer’s Report: Art reported our reserve balance is $85,152.83 as of 7/1/2016. Since there was some fence damage done by the US Postal Carrier truck, Steve Daly will submit this $100 repair claim to the Post Office. 

Reserve Study: Doug Winge reported our reserves are being increased by approximately $15,000 per year. This figure should be $16,000 per year so our goal is to tighten the budget next year so we are in alignment with the Financial Audit Review. He said that he and Carol Tank will have the completed Financial Audit Review will be completed by year end. Level 2 of this Audit will be due in 2017.

Presidents’ Report: Steve gave a short update on the 1807 damage. Completion date for this project should be the end of September or the first of October 2016. 

Steve wants to remind everyone to have their furnaces serviced and filters changes. Every 2 years seems to be the recommended time frame for maintenance.

ANNUAL MEETING DATE: The CSHOA Annual Meeting is scheduled for February 11, 2017. Amy Clements with Community Association of Underwriters of America, Inc. will be there to educate the homeowners on what this insurance covers.

The next BOD meeting will be September 21, 2016 at Bob and Andrea Gauthier’s home.

Steve adjourned the meeting at 6:20

Respectfully submitted,

Candy Cooper, Secretary

Minutes of May 17, 2016 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS 

TUESDAY, May 17, 2016

MINUTES

Present: Steve Daly, Candy Cooper, Bob Gauthier, Art Shotwell, PaulStannert, Carol Tank, Jean Taylor, Kippy Strandberg

Guests: Andrea Gauthier

The meeting was called to order by President Steve Daly at 4:30 p.m.  

Art Shotwell/Bob Gauthier moved to approve the April 6, 2016 minutes.  The motion passed unanimously.

Secretary’s Report: Candy Cooper reported the Homeowner’s Contact list was up to date. Candy will send a letter to 1811 Cedar Springs requesting an email address for the homeowners and their tenant(s).

Landscape Report: Bob reported the Back Flow test was completed on May 6, 2016 and all went well. We lost 2 plants at 1802 and 1812 (Cooper/Sellen residences). Bob is pursuing quotes regarding the tree in the wetlands which is at 45 degrees. The Board is looking for a fence company to repair the back fence. Bob reported the sprinkler system is now up and running and is set to go on at 4:30 in the morning.

Treasurer’s Report: Art reported there is no impact on the budget for this years’ cost of Insurance. A/O 4/30/16 our reserve balance is $80,783.40 compared to last year as of 4/30/15 balance was $72,267.00. The associations insurance for this year is $12,776.00 and Earthquake insurance is $4967.00 with a couple changes. The $2500 deductible was increase to $5000 and water damage deductible is $10,000 as of 6/1/16.

Reserve Study: Doug Winge was ill and was unable to attend so this was tabled until the next meeting.

Presidents’ Report: Steve gave a short update on the 1807 damage. He has had numerous conversations with Owner’s daughter either my email and/or phone. He has requested she provide the association with a contractor bid (in writing) and has agreed the association would pay 70% of the invoices and she would pay 30% once we had something in writing.

Steve suggested we have Catherine Deitz @ the next annual meeting. 

Steve reported that Chas is available in June to clean the roofs and gutters.

Old Business: Vender List is being compiled and we will get it out to the Membership once it is completed. Discussion was had about the Reserve Study update. Candy made a motion and Art seconded the motion to spend the minimum of $350 for 2016. Doug Winge will speak with Pacific Crest regarding this. 

New Business: Letters will be sent out to homeowners requesting copies of their insurance policies including copies of Renter’s Insurance policies.

Jean Taylor wanted to remind everyone that it is time to have the Dryer Vents cleaned. The cost is $32.55 per vent. BOD highly recommends owners have this done at least every 2 years.

Neighborhood Picnic: The picnic will be on July 23, 2016 and Kippy Strandberg volunteered her back yard for this at 1802 39^th Court. 

The next BOD meeting will be July 27, 2016 at Bob and Andrea Gauthier’s home.

Steve adjourned the meeting at 6:00

Respectfully submitted,

Candy Cooper

Secretary

Minutes of April 6, 2016 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS 

WEDNESDAY, April 6, 2016

MINUTES

Present: Steve Daly; Candy Cooper; Bob Gauthier; Art Shotwell; Paul Stannert; Carol Tank; Doug Winge

Guests: Andrea Gauthier; Bruce and Linda Janicula

The meeting was called to order by President Steve Daly at 4:30 p.m.  

Steve Daly/Bob Gauthier moved to approve the January 6, 2016 minutes.  The motion passed unanimously.

Secretary’s Report: Candy Cooper was a bit late and didn’t have a report.

Landscape Report: Bob reported the blue house fence has been damaged during the recent storm. The owner of the blue house has reinforced it by propping it up from his side of the fence. There was some privacy pruning completed over the past couple weeks and is looking much better. 

There is a cedar tree down in the wetland area between 1811 39^th Ct and 1817 Cedar Springs Lane. Ryan is out of town so Bob will have him look at it when he returns to determine what best course of action to take with removing/trimming this tree. 

The sprinkler guru (Herbert) with Simply Yards is no longer with them which is unfortunate for us.

Bruce and Linda Janicula (1811 39^th Ct) came to the meeting requesting BOD approval for installing a window box underneath their dining room window. This box would be 5’ long and would attach to brackets that have been installed to the studs. The window box and/or plants will not come in contact with the building. Doug Winge made a motion to approve and Bob Gauthier seconded. BOD approved. 

Treasurer’s Report: Art presented the Board with the current accounts receivable aging report. One unit has a balance of $25 and it was determined this was the first months dues of a new owner that had not set up to have the dues withdrawn automatically from the owners bank account. Candy Cooper made a motion to waive this fee and Steve Daly seconded the motion. The BOD unanimously approved.  

Furin and Co. has informed the association effective 4/1/16 their monthly fee will increase from $180 to $225. They will also start charging a $50 set up fee as of 4/1/2016 when a home is purchased in Cedar Springs. 

Art was contacted by Simply Yards who informed us that their contract was for $30,242.73 PLUS tax. The 2015 contract also did not include tax, (until an addendum was added). Our 2016 landscape budget was predicated on $30,242.73. Thus we have not been paying the tax since the contract was signed on 2/5/2015. The BOD will be watching expenses very close as this is $5141.34 (2015-2016) more than we had originally budgeted for. 

Reserve Study: Doug Winge informed us that we are due for the Level 2 Reserve Study but our association has had some financial hardship so we can waive this level for now. Also, the BOD feels we have sufficient information and, unless we feel some ethical need, we will forego this year and next year’s study. Doug made a motion to forego, Candy Cooper seconded and BOD unanimously approved. 

Annual Audit – Doug Winge brought to the BOD’s attention that we are required by RCW to have an annual financial audit if our budget/revenue exceeds $50,000 which ours does. The Annual Audit by an outside firm can be waived if approved by vote of 2/3 Owners, which will be added to the Agenda of all future Annual meetings. Since we are in a budget crunch, Doug suggested that he and Carol Tank perform a financial review of the association’s financial books. The BOD unanimously agreed. The Internal Audit committee will update Board on current bank signatures and procedure’s going forward. 

President’s Report: 1807 Insurance Claim: There was a lot of discussion on this claim. Steve contacted our insurance company wanting some clarification and was informed our insurance policy may be at risk for renewal when it comes up on 5/31/16. Steve is working diligently with them and will keep us informed. 

Paul Stannert brought to the attention of the BOD our CC&R’s (Page 13 Article 13.2) states that all members will provide a copy of their insurance policy to the BOD (Declaration page is fine) so that it can be reviewed for sufficient coverage. This would also go to the association’s insurance company for their review. The members should expect a letter from Steve requesting this information in the next couple weeks. Our Earthquake Insurance Policy is also up for renewal 5/31/2016.

Jean Taylor is gathering written estimate’s for Dryer Vent cleaning to present to Owners soon. She asked the BOD to pick a date and location of this year’s annual picnic. The BOD will discuss a date at the BOD meeting scheduled for May 25^th. 

The next meeting of the board will be May 25, 2016 at Bob and Andrea Gauthier’s home.

Respectfully submitted,

Candy Cooper, Secretary

Minutes of February 6, 2016 Annual Owners Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
ANNUAL MEETING
SATURDAY, FEBRUARY 6, 2016
Anacortes Public Library Meeting Room

MINUTES

Present:  Cedar Springs Lane: Vince and Gretchen Sellen (1802); Paul Davallou and Susan Miller (1804); Anita Dale (1805); Carol Tank (1806); Candy Cooper (1812); Bob and Andrea Gauthier (1813); Joan Mickelson (1815); Doug Winge (1817); Barbara McLendon (1901); Art and Marilyn Cawrse (1902); Steven and Stephanie Daly (1903); Alex and Jean Taylor (1907); Jill Rothman (1908); Lynda Harper (1909); Art Shotwell and Lexie Lamborn (1910); and 39th Court:  Kippy Strandberg (1802); Bruce and Linda Janicula (1811).  Present by Proxy:  Cedar Springs Lane:  Paul and Nancy Stannert (1801) to Art Shotwell; Carol Mays (1803) to Gretchen Sellen; Vi Welchko (1807) to Steven Daly. and 39th Court:  Mary Guard (1813) to Art Shotwell.

The meeting was called to order by president Steven Daly at 10:00 a.m. Vince Sellen moved to approve the minutes from the 2015 annual meeting and Jean Taylor seconded. The minutes were approved by show of majority.

Secretary, Candy Cooper, took roll call and acknowledged there was a quorum.

The president thanked the 2015 board members for their support and Bob Gauthier for his hard work on the Landscape committee.

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 Homeowners dues will not be increased for 2016. They will remain at $250
• Additional non budgeted costs for 2015: $3300 for downed trees; Skylight issues $1400; Annual Moss cleaning & Gutters $1854; 
• The president explained that the damage at 1807 (due to a broken refrigerator tube) did tremendous damage. Our insurance cost value for repairs is $70,000 but the actual repairs are over $100,000. Mold is not covered by our insurance company. The president reminded the Homeowners to PLEASE LET SOMEONE KNOW WHEN YOU ARE AWAY FOR AN EXTENDED PERIOD OF TIME SO THEY CAN CHECK YOUR UNIT INSIDE TO MAKE SURE THERE IS NOTHING HAPPENING TO YOUR HOME WHILE YOU ARE AWAY. ALSO WOULD BE A GOOD IDEA TO TURN OFF YOUR WATER WHILE YOU ARE AWAY.
• Discussion regarding Earthquake Insurance coverage; Alex Taylor asked what Earthquake Insurance covers and Art Shotwell said he could read the policy. Steve Daly thought it would be a good idea to bring our insurance agent to a meeting to talk about what they cover.

Steve Daly welcomed the Homeowners to consider joining the Board.

Doug Winge talked about the Reserve Study and passed out a flyer he had prepared for the membership to read. Around the 1st of May, Doug will meet with inspector to evaluate where our Reserves are for this cycle. Steve Daly thanked Doug for his work on this and Doug agreed to be an At Large member of the BOD in charge of the Reserve Study.

Jean Taylor reminded everyone to have someone check for roof leaks if you are away. She also reminded to have your dryer vents cleaned annually.

Once the BOD has compiled a Vendor List for the association, Candy Cooper will send it out to the membership.

Bob Gauthier reported that our choice to go back to Simply Yards for our landscaping needs has proven to be a great idea. He works directly with Mark Lawrence when there are problems and we seem to be receiving excellent service now.

• Due to major winds, we lost 5 trees. Bob will determine if any of them will need to be replaced.
• Linda Janicula asked about adding some mulch to the back yards of 39th Court. 
• Bob will look in to this but mulching is extremely expensive and done on a rotating basis realizing back yards have not been done in quite a while. 
• Alex Taylor talked about Gutter corners being used in some of the State of Washington locations and that it might be a good idea to check with the Department of Transportation as these corners might cure our gutter leaks in some areas.

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 $89,182.84 in available funds.
• Budget item of importance is insurance. Coverage was discussed. Our policy is now renewed on an annual basis.
• The largest single expense was $40,250 for landscape-related services.

NEW BUSINESS:

President, Steve Daly, addressed future reserve expenses:

• Roof and Skylight repair – expect some expenditures
• Some Gutters have inadequate drainage
• Vince Sullen stated that some of the driveways are cracking and may need to have the inspector look at these and consider this in the Reserve Study.

The following persons offered or were nominated to be on the board:  Steve Daly, Candy Cooper, Art Shotwell, Paul Stannert, Doug Winge, Bob Gauthier, Carol Tank, Kippy Strandberg and Jean Taylor. An election was held and all of the above were voted in as members of the Board of Directors.

The meeting was adjourned at 11:35 a.m.

Respectfully submitted,
Candy Cooper, Secretary

NOTE: A brief meeting of the Board of Directors was held immediately following the Annual Meeting to schedule the next Board meeting on April 6th @ 4:30 p.m. at 1813 Cedar Springs Lane, the home of Bob and Andrea Gauthier.