Board Minutes Sept. 27, 2017 meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
MEETING OF BOARD OF DIRECTORS
WEDNESDAY, September 27, 2017

MINUTES

Present: Steve Daly, Candy Cooper, Bob Gauthier, Paul Davallou, Kippy Strandberg, Lynda Harper

Guests: Andrea Gauthier, Doug Winge, Joan Mickelson, Jean Taylor, Barbara McLendon

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

Secretary: Candy presented minutes of the August 23, 2017 meeting. Paul motioned and Bob 2nd to approve minutes. Approved

Landscape Report: Bob stated the sprinklers were turned off 9/26/17. Herberth will wait to make sure we don’t have any hot days before winterizing the sprinkler system. Bob talked with John Lunsford who is with Parks and Recreation regarding the fallen dead tree in the Wetlands. John stated to leave it. Bob is going to try to get him to come out. Lynda Harper has a huge hornets nest and Jean Taylor offered to help her with getting it down. The HOA has always bonused Jorge and Noe with Simply Yards at Xmas and Bob asked if we could increase it this year because these 2 people work extremely hard for us. Jean made a motion of $150, Bob 2nd and the BOD unanimously approved. Bob stated Piers Strandberg trimmed 2 trees.

Treasurer: Paul Davallou continues to work hard on our numbers and is working with Furin to make sure Reserve funds are used according to our Budget on certain expenses.

President: Steve will be meeting with Bill Morgan Roofing on Saturday, 9/29/17 to look at the roof/vent leak at 1804 39th Ct. Water detectors have been delivered to all homes that were mentioned in the inspections so there should be no further issues with our insurance company.

Financial Review Update: I have attached the Financial Review done by Doug Winge and Lynda Harper. The BOD felt they did an excellent job and thanked them for the report.

New Business: 1811 39th Ct has a door with failing glass. It is a Peach Tree door so Steve is having Piers check with Strandberg Construction to see if this is an original door.
1815 Cedar Springs is having an issue with the steps on the deck sinking. Piers will check this out for repair. There is a small trunk/root ball from a tree that has been removed. Owner purchased a replacement tree. Bob will check with Jorge about planting it and removing the root ball.

Steve adjourned the meeting at 6:15. Next BOD meeting will be November 29, 2017.

Respectfully submitted,
Candy Cooper
Secretary

Summer Picnic

Our annual Summer Picnic is set for Saturday, Aug. 26 @ 3:30pm at Kippy Strandberg's house at 1802 39th Court.

Chicken & ribs will be provided, along with paper products and utensils.

Please  bring  a side dish or dessert to share and...
your own beverage of choice.

Please bring an outdoor chair, if possible

Minutes of May 24, 2017 board meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, May 24, 2017

MINUTES

Present:                                                         Guests:

Steve Daly                                                     Andrea Gauthier

Candy Cooper                                              Doug Wing

Bob Gauthier                                                    Lynda Harper

Paul Davallou

Art Shotwell

Kippy Strandberg

The meeting was called to order by President Steve Daly at 4:40 p.m.  Steve presented minutes from meeting on April 26, 2017 (Candy was absent from this meeting). Minutes were approved.

Landscape Report: Bob confirmed mulch application complete on 39^th Ct. He will be meeting with Herberth on Friday, May 26 to go over repairs needed for sprinkler system.

Presidents’ Report: Steve reviewed CAU proposal as follows:

Basic Deductible: $5000 per unit

Water Damage Deductible: $10,000 per unit

Ice Damage Deductible: $10,000 per unit

Sewer Back Up: $10,000 per unit

Sprinkler interior: $10,000 per unit

Glass and Sign: $1,000 per unit

Homeowners need to review their insurance policies to see if they will cover these deductibles.

Earthquake Insurance policy for 2017: $5304.10

Chas will be on roofs 5/29/17 to clean gutters and roofs for moss

New Business: Bob and Andrea Gauthier requested approval to change a fixed window to a sliding window off their dining room. Candy made motion for approval, Lynda seconded. Board approved.

Steve adjourned the meeting at 6:00. Next BOD meeting will be July 19.

Respectfully submitted,

Candy Cooper

Secretary

Minutes of April 26, 2017 Board meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, April 26, 2017

MINUTES

Present: Steve Daly, Bob Gauthier, Kippy Strandberg, Paul Davallou, Lynda Harper

Guests:  Andrea Gauthier                                                   

The meeting was called to order by President Steve Daly at 4:45 p.m.

Steve Daly read the minutes from the March 8^th meeting. Board of Directors approved.

President: An arrangement was made with Strandberg Construction to handle repairs on an as needed basis. Strandberg will charge $40 per hour plus 10% overhead fee.

Candy will coordinate inspections with Pacific Crest Inspections for each unit.  BOD has confirmed with CAU that all inspections will be completed by June 1^st.  A report of inspection will be given to BOD and CAU. Any repairs must be made in a reasonable time frame for CAU to continue as our insurance provider.

A review was done on homeowners insurance policies. The ranges are as follows:

Dwelling: $7,700-$336,000

Personal Prop: $40,000-$312,000

Cost: $162-$772

$431 a year is median

There was discussion about updating “house rules” with resolutions. Steve will give to Art. CC&R’s/Bylaws require vote of membership.

Landscape: $3000 was approved for mulch on 39^th Court. The annual backflow maintenance will be done on an annual basis by Blythe Heating. Herberth will be coming on May 26, 2017 to begin work on the sprinkler heads and pipes. There were some plants damaged by a young boy.

Treasurer: Paul contacted Furin & Co. and requested we receive monthly income/expense spreadsheets.

Minutes of March 8, 2017 Board meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

MEETING OF BOARD OF DIRECTORS

WEDNESDAY, March 8, 2017

MINUTES

Present: 

Steve Daly

Candy Cooper  

Bob Gauthier 

Kippy Strandberg

Paul Davallou

Lynda Harper

Guests:
Andrea Gauthier
Doug Winge
Jean Taylor

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

The Board met for election of officers: Steve asked for someone to volunteer as Treasurer and Paul Davallou came forward. Steve volunteered to remain as President and Candy Cooper volunteered to remain as Secretary. Bob Gauthier volunteered to remain in charge of Landscaping.  Steve called for a vote and Candy Cooper 2^nd, all were in favor and the new Board of Directors was approved.

The second and most important reason the Board met was to brainstorm about the seriousness of retaining our current Association Insurance Company – CAU. We have been put on notice that our Association is at great risk for non-renewal due to our claims. The BOD unanimously agreed that our Association will be very proactive in maintaining our homes against the possibility of future claims.  In the next 30 days, the BOD will hire an inspector to inspect the following items in each home in Cedar Springs:

1) Washing Machine Hoses

2) Water Heaters

3) Refrigerator Hoses

4) Sink lines including kitchen and baths

5) Dishwasher Hoses

6) Garbage Disposals

7) All Toilets and Toilet lines

The hiring of this inspector will be an Association cost. This inspector will be expected to inspect the above items and provide the BOD with a “Condition” report. At that time, the homeowner will be contacted and will be given the recommendations of the inspector as to what needs to be replaced and/or repaired in their home. The BOD will ask the Owner to provide some type of evidence the repairs have been made.

Jean Taylor has taken the lead on having our owners, annually or every other year, have their dryer vents cleaned. She has had huge success with this and says that at least 95% of our owners participate. We would like to thank Jean for doing this. It’s another proactive way of preventing damage to a home in our Association.

VACATIONING/SNOW BIRDS:

Each Homeowner should know the location of the main water shut off valve. If the Homeowner is going to be out of their home for more than 48 hours, PLEASE shut off the water to your home. Reminder, if you are going to be gone and turning the water off, please remember to turn off your water heater or, if it has a vacation mode, please turn it to vacation mode.

The BOD is asking that Homeowners provide an emergency contact while they are on vacation or away for an extended time to the Association Secretary. This person should  also have a key to your unit.

The Board of Directors is treating this as an extremely HIGH PRIORITY and we need the cooperation of each and every Homeowner.

Secretary, Candy Cooper, will be sending out a reminder notice to the Homeowners that effective April 1, 2017, dues will be $260.00 per month.

The next Board of Directors meeting will be on April 26, 2017.

Steve adjourned the meeting at 6:15.

Respectfully submitted,

Candy Cooper

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Secretary

Minutes of 2017 Annual Homeowners meeting

SATURDAY, FEBRUARY 11, 2017

Anacortes Public Library Meeting Room

MINUTES

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

Call to Order: The meeting was called to order by President Steven Daly at 10 a.m. The Association Board Members were introduced and thanked for their support and service this past year. In his opening remarks, President Daly mentioned the insurance losses of last year and said that our insurance through Community Association Underwriters of America, Inc. (CAU) has written stating that we will have to implement new policies to remain insurable.

Roll Call: Lexie Lamborn, acting Secretary, reviewed the attendance log. Including the Proxy appointees as noted above, there is a quorum.

Presentation by Amy Clements, CAU Insurance: Ms Clements answered the questions submitted to her in advance.

1.     She distributed a handout, “ASSOCIATION COVERAGE SUMMARY FOR CEDAR SPRINGS HOMEOWNERS ASSOCIATION”. (Contact President Daly if you need a copy.)

2.     She explained that the CAU insurance covers everything left in the house if the roof was removed and the house was turned upside down. That includes appliances if they were installed by the builder. They would also cover improvements and betterments to items that were originally installed by the builder. CAU is the primary insurer subject to the deductible. There was some discussion on the importance of earthquake insurance and the individual owners were encouraged to review their own personal coverage.

3.     In explaining how a leak to a refrigerator icemaker was covered she said that the insurance doesn’t cover maintenance but it does cover damage. If a water heater failed, CAU wouldn’t replace the water heater but it would cover the damage caused by the water that leaked out.

4.     There was a question about water lines from the meter to the house. Those are most likely in the common areas and there are special insurance companies that might cover those. If there were to be a sewer back up, CAU would most likely cover that damage.

5.     In answering what we can do to avoid problems and remain in good standing with an insurance company, Ms Clements recommended preventive measures and had available some Risk Management flyers on “Minimizing Water Damage from Water Heaters”, “Dryer Vents”, and “Washing Machine Hoses” for us to take. She said there were many more informational articles on CAU’s web site in the Risk Management section at www.cauinsure.com.

6.     On the question about a specific ratio of claims to premiums that underwriters use to determine coverage, she said there wasn’t a formula.

7.     The Board will be exploring prevention activity suggestions for all of us and will be researching insurance companies before our policy expires in May.

President’s Report (Steve Daly):

• Steve reported that the Association has filed a claim against the U.S. Postal Service for mailbox repairs on 39^th Court.
• He encouraged everyone to consider Board participation
• Steve explained that the Board has in the past discussed ideas about hiring some type of management company but so far that is not under consideration
•  Susan and Paul will be installing an air conditioning unit behind 1804

Secretary’s Minutes: The Minutes of the February 6, 2016 Annual Meeting were approved as distributed.

Treasurer’s Report (Art Shotwell)

• Art reviewed the budget handouts: “2016-2015 Balance Sheet Comparison”, “Income-Expense 2016-2015 Comparison”, “2017 Proposed Budget (Based on continuing $250/month dues)”, and “2017 Proposed Budget (Based on $260/month dues starting Apr 1)”
• In the comparisons Art pointed out the 40% increase in administrative fees, the minimal increase in the insurance premium and there was discussion about the City’s increase in storm water rates.

Landscaping Report (Bob Gauthier)

• Bob thanked Jean & Alex, Kippy, Susan and Andrea for their helpfulness and assistance with landscaping ideas and considerations. He also mentioned Bruce and Linda purchasing and applying mulch to their area.
• He told us that the sprinklers will be handled separately from landscaping. Herbert, our long-time sprinkler specialist, who was with Simply Yards has started his own business and he has agreed to take care of our sprinkler system. Some changes will be made this year as many plants have grown to that the sprinkler heads need to be moved.
• Landscape fees have increased but the sprinkler portion has been reduced since Herbert will be hired separately
• Bob discussed some problems with getting response from Simply Yards. We are not their biggest priority but he is working on that.
• We will complete the mulch work on 39th Court and he will research some areas that did not appear to be mulched during the work on Cedar Springs Lane
• The curly willow between 1908 and 1902 will be removed as it is invading near water lines. Other curly willows will be trimmed. There was a recommendation that no more of that type of tree be planted here
• The house behind 1808 had the trees trimmed in response to a request by the neighbor behind
• Some trees were removed behind 1817 with the help of an arborist and the removal was approved by the city.
• 1812 needs a new rhododendron

New Business:

The budget as distributed was discussed and the $10 increase was recommended to further fund our reserves. Our reserve study is in its 4^th year and our structures are aging. We will be looking at skylights, windows and roofs in the future.

Alex Taylor moved that we approve the $10 increase in dues for a total of $260 monthly to begin in April 2017. Susan Miller seconded. The motion passed by unanimous voice vote.

Alex Taylor moved to approve the 2017 Budget with the $10 dues increase. Susan Miller seconded. The motion passed by unanimous voice vote.

Election of Board of Directors:

Volunteers for the 2017 Board of Directors were: Candy Cooper, Bob Gauthier, Steve Daly, Art Shotwell, Paul Davallou, Kippy Strandberg, Lynda Harper.

Vince Sellen moved that all those who volunteered be elected to the 2017 Board. Alex Taylor seconded. The motion was passed by unanimous voice vote.

Adjourn: The meeting was adjourned at 12 noon.