Cedar Springs Homeowner’s Association
Board Meeting
1903 Cedar Springs Lane
March 7, 2018 Minutes
Board Members Present: Steve Daly, Paul Davallou, Paul Stannert, Linda Janicula (for Bruce Janicula), Lynda Harper, Lexie Lamborn (for Art Shotwell). Absent Board Members: Kippy Strandberg
The initial organizational meeting of the new HOA Board was called to order at 4:30 p.m.
Steve Daly conducted the meeting as past President of the HOA Board. We reviewed the agenda of the Annual Meeting held Saturday, February 24, 2017 as the minutes are not ready yet. We discussed the various reports and asked if there are any suggested changes for next year. Thanks to Lynda Harper for her work on assembling the handouts.
Treasurer’s Report-a sample was distributed from another HOA as a possible template for next year’s report.
Financial Review-Thanks to Doug Winge and Lynda H. for their work on the review. They recommend this be done every other year. It was pointed out that the Association needs to vote every year on whether or not to conduct an audit. Our last audit was done in 2008 at a cost of approximately $4,000. The vote at this year’s annual meeting on 3/7/18 was not to do an audit.
Reserve account-Paul D. pointed out that checks written from our Reserve account need to be signed by a board member. There was discussion about it not being appropriate to budget for the Reserve Account. This discussion will continue
Bill paying-The regular scheduled checks from our Operating Funds are routinely signed by Furin & Company. They contact the Treasurer for approval with any exceptions before issuing checks.
Contact Sheets-many homeowners turned in the updated Contact Sheets at the Annual Meeting. Some are arriving at Furin & Co. Past Secretary, Candy Cooper, has them collected at this point.
Landscaping-Bob Gauthier has given his binders and records to Bruce Janicula. Note that there is a good Job Description for expectations for the Landscape Company. Some concerns have been expressed about the new crew from Simply Yards. Bruce wants to give them a chance to know our grounds. There was discussion about spreading the costs of mulching over several years. Also, there was discussion on the needed fence repairs. Some slats are missing. Most felt that replacing was necessary rather than eliminating the fencing.
New Business
Officers for 2018 were selected: Steve Daly is President, Paul Davallou is Treasurer and Lynda Harper is Secretary with assistance from Kippy Strandberg. At Large Members are: Paul Stannert. Kippy Strandberg and Art Shotwell.
Insurance
Our current HOA Insurance is with CAU. The members would like to have other insurance companies researched.
Attic Issues
There was discussion of the attic problems found at 1908. Steve Daly felt the answer he sent via email to Candy Cooper on 3/4/18 decided the issue: “I spoke with Art, Paul Stannert and Bob G. in regard to any board approval needed, based on the results of Jill’s inspections. Unless the moisture was caused by a leak from the roof, vent, skylight or something the HOA would be responsible for, there is no need to get board approval. The only other reason the President would get involved would be if there was an insurance claim against CAU”.
Further discussion determined that the House Rules may need to add specific language to cover these types of issues. “The HOA is responsible for: ______________. All else, the HOA is not.” This was one suggestion.
Property Management-Kimberli Gregory of Century 21
A brainstorming discussion was held on the possibility of a 6-month trial with Kimberli as Property Manager. She has revised her proposal which includes retaining Furin & Co. handling our finances as usual and her taking over the duties in her proposal. Steve was hoping a reduction in Furin’s charges would balance some of the costs of a Property Manager. Steve suggested Doug Winge, with his background in finance, would be good to evaluate Kimberli’s possible future role in billpaying. Would Century 21’s bookkeeping process be available to her. A possible schedule for her to attend Board meetings was discussed.
Concern about replacing Desha Furin as Administrator on our HOA Accounts was expressed and will be explored further. Will Kimberli be an Independent Contractor and, if so, would the E & O Insurance at Century 21 still cover her?
Scheduling:
2018 Meetings every other month on Wednesdays at 4:30 p.m at Kippy Strandberg’s house at 1802 39th Court.
April 4
June 6
August 1
October 24
December 5
January 23, 2019
The meeting was adjourned at 6 p.m.
Respectfully submitted,
Lexie Lamborn, Acting Secretary
Monday, March 26, 2018
Annual Meeting Minutes - Feb. 24, 2018
CEDAR SPRINGS HOMEOWNERS ASSOCIATION
ANNUAL MEETING
SATURDAY, FEBRUARY 24, 2018
Anacortes Public Library Meeting Room
MINUTES
Present: Cedar Springs Lane: Paul Stannert (1801); Vince and Gretchen Sellen (1802); Paul Davallou and Susan Miller (1804); Anita Dale (1805); Diana Laiche (1806); Judy Petrin (1808); Candy Cooper (1812); Bob and Andrea Gauthier (1813); Doug Winge (1817); Carol Perry (1819); Art and Marilyn Cawrse (1902); Steven Daly (1903); Jean Taylor (1907); Lynda J. Harper (1909); Art Shotwell and Lexie Lamborn (1910); and 39th Court: Kippy Strandberg (1802); Bill and Cele Westlake (1804); Sally Casey (1806); Bruce and Linda Janicula (1811); Mary Guard (1813). Present by Proxy: Cedar Springs Lane: Barbara McLendon (1901) to Art Cawrse.
Call to Order: The meeting was called to order by President Steven Daly at 10:10 a.m. Steve introduced new members and welcomed them to Cedar Springs. Also introduced was Kimberli Gregory, a licensed Real Estate Agent with Century 21 North Homes Realty out of Mount Vernon, WA.
Roll Call: Candy Cooper, Secretary, reviewed the attendance log. Including the Proxy appointees as noted above, there is a quorum. The reading of last year’s Annual Meeting Minutes was waived. Paul Stannert motioned to approve, Art Shotwell 2nd, all in favor and Minutes were approved for 2017.
Meeting Hand Outs: (Lynda Harper):Association Coverage Summary
Steve stated Candy Cooper and Bob Gauthier will not return as Board of Director members and thanked them for their time. He also thanked Andrea and Bob Gauthier for hosting every BOD meeting at their home.
Steve reviewed the inspections performed by Pacific Crest Inspections on all the homes in Cedar Springs. Twelve homes have the original water heaters. The Association provided water leak detectors for all homes to be placed near Refrigerators (with ice makers), washing machines and water heaters.
Steve explained the reason for these water detectors is to show CAU our homeowners are doing all they can to avoid any further water claims. CAU renewed our policy another year but has increased the deductible to $10,000 for further water claims.
Another suggestion by Pacific Crest Inspections was to replace the rubber washing machine hoses with flex hoses.
A home on 39th Court had the flex hose on their Refrigerator and it leaked. The same with Art Shotwell and Lexie Lamborn.
Lynda Harper stated the detectors should be tested every 2 months.
Doug Winge reminded homeowners to change their smoke detector and carbon monoxide detectors annually. Doug also reminded the homeowners to shut their water off when they will be gone for an extended period of time.
Steve asked that all homeowners complete the Annual Water Safety Certification and return to Candy Cooper.
Presentation by Kimberli Gregory
Ms. Gregory has been a licensed Realtor since 1992. She has managed property in Anacortes since 1996. She has managed the Forrest Ridge HOA for the past 17 years.
The following is a review of her management duties:
Landscaping Report (Bob Gauthier)
We have renewed our contract with Simply Yards. There is a 1% increase for a total of $30,915.92 ($2734 month). The irrigation system is being managed by Herberth Silva with Real Landscaping. Sprinkler repairs in 2017 were major. We had 3 breaks in sprinkler lines which Bob feels is the reason our water bill was extremely high. Herberth also had to replace many sprinkler heads.
Cele Westlake and Kippy Strandberg said there are several water spots near their homes. Kippy Strandberg stated the wet areas are dangerous and is supportive of the Rock Gardens to reduce the dangers.
Good news is Simply Yards has scheduled Cedar Springs yard care for Wednesdays.
Bad news is Jorge and Noe have left Simply Yards. Bob met the new guy and he is just hoping he will do a good job.
Bob has been in contact with John at the City regarding the Wetlands.
Bruce and Linda Janicula will be taking over Bob’s position for being in charge of Landscape at Cedar Springs. Kippy Strandberg has offered to be their back up.
Bob is wondering if Herberth Silva can take over the landscaping contract for 2019 so may be something Bruce and Linda can discuss with him prior to renewing Simply Yards contract.
Treasurer’s Report (Paul Davallou)
Doug suggested the Financial Review be completed every 2 years unless we go with a Management Company, then it should be done every year. The cost is expensive so best if we can do every other year.
New Business
Jean Taylor asked homeowners to watch for breaks in water lines.
Steve Daly stated a fully funded reserve balance is $135,000 of which the board feels we must maintain a minimum of 70% and the balance is $99,000. Pacific Crest projected $105,000. $77,000 is projected expenses through 2021 based on the current Pacific Crest Reserve Study. These expenses include:
Steve Daly asked for a show of hands in favor of hiring a Management Company. The majority was in favor. Further discussion/structure of this will be reviewed by the new Board of Directors for 2018.
Election of Board of Directors
Volunteers for the 2017 Board of Directors were: Steve Daly, Art Shotwell, Paul Davallou, Kippy Strandberg, Lynda Harper, Lexie Lamborn and Paul Stannert.
Vince Sellen moved that all those who volunteered be elected to the 2018 Board. Candy Cooper seconded. The motion was passed by unanimous voice vote.
Adjourn: The meeting was adjourned at 12:30.
Minutes recorded by Candy Cooper
ANNUAL MEETING
SATURDAY, FEBRUARY 24, 2018
Anacortes Public Library Meeting Room
MINUTES
Present: Cedar Springs Lane: Paul Stannert (1801); Vince and Gretchen Sellen (1802); Paul Davallou and Susan Miller (1804); Anita Dale (1805); Diana Laiche (1806); Judy Petrin (1808); Candy Cooper (1812); Bob and Andrea Gauthier (1813); Doug Winge (1817); Carol Perry (1819); Art and Marilyn Cawrse (1902); Steven Daly (1903); Jean Taylor (1907); Lynda J. Harper (1909); Art Shotwell and Lexie Lamborn (1910); and 39th Court: Kippy Strandberg (1802); Bill and Cele Westlake (1804); Sally Casey (1806); Bruce and Linda Janicula (1811); Mary Guard (1813). Present by Proxy: Cedar Springs Lane: Barbara McLendon (1901) to Art Cawrse.
Call to Order: The meeting was called to order by President Steven Daly at 10:10 a.m. Steve introduced new members and welcomed them to Cedar Springs. Also introduced was Kimberli Gregory, a licensed Real Estate Agent with Century 21 North Homes Realty out of Mount Vernon, WA.
Roll Call: Candy Cooper, Secretary, reviewed the attendance log. Including the Proxy appointees as noted above, there is a quorum. The reading of last year’s Annual Meeting Minutes was waived. Paul Stannert motioned to approve, Art Shotwell 2nd, all in favor and Minutes were approved for 2017.
Meeting Hand Outs: (Lynda Harper):Association Coverage Summary
- Annual Water Safety Certification
- Helpful Things to Know
- Budget
- Homeowners Association Management Proposal
- Financial Review
Steve stated Candy Cooper and Bob Gauthier will not return as Board of Director members and thanked them for their time. He also thanked Andrea and Bob Gauthier for hosting every BOD meeting at their home.
Steve reviewed the inspections performed by Pacific Crest Inspections on all the homes in Cedar Springs. Twelve homes have the original water heaters. The Association provided water leak detectors for all homes to be placed near Refrigerators (with ice makers), washing machines and water heaters.
Steve explained the reason for these water detectors is to show CAU our homeowners are doing all they can to avoid any further water claims. CAU renewed our policy another year but has increased the deductible to $10,000 for further water claims.
Another suggestion by Pacific Crest Inspections was to replace the rubber washing machine hoses with flex hoses.
A home on 39th Court had the flex hose on their Refrigerator and it leaked. The same with Art Shotwell and Lexie Lamborn.
Lynda Harper stated the detectors should be tested every 2 months.
Doug Winge reminded homeowners to change their smoke detector and carbon monoxide detectors annually. Doug also reminded the homeowners to shut their water off when they will be gone for an extended period of time.
Steve asked that all homeowners complete the Annual Water Safety Certification and return to Candy Cooper.
Presentation by Kimberli Gregory
Ms. Gregory has been a licensed Realtor since 1992. She has managed property in Anacortes since 1996. She has managed the Forrest Ridge HOA for the past 17 years.
The following is a review of her management duties:
- Work closely with BOD on Repairs, Landscaping, etc.
- Maintain Website (Blog) by posting Minutes of Meetings, etc.
- Prepare documents for Annual HOA Meetings & take minutes at this meeting
- New Member documents, budget concerns, handle homeowner phone calls
- Bookkeeping, collection of dues, etc.
- Kimberli will do all that Furin currently does but will not prepare tax return
- Contract is year to year
- Doug Winge asked if she is bonded and Kimberli doesn’t know. Art Shotwell stated his concerns if she is not bonded since she will be handling association monies. Paul Davallou asked how much it would cost to get bonded and she didn’t know. Vince Sellen asked when we plan on making a decision and Bruce Janicula wanted to discuss now vs. waiting.
Landscaping Report (Bob Gauthier)
We have renewed our contract with Simply Yards. There is a 1% increase for a total of $30,915.92 ($2734 month). The irrigation system is being managed by Herberth Silva with Real Landscaping. Sprinkler repairs in 2017 were major. We had 3 breaks in sprinkler lines which Bob feels is the reason our water bill was extremely high. Herberth also had to replace many sprinkler heads.
Cele Westlake and Kippy Strandberg said there are several water spots near their homes. Kippy Strandberg stated the wet areas are dangerous and is supportive of the Rock Gardens to reduce the dangers.
Good news is Simply Yards has scheduled Cedar Springs yard care for Wednesdays.
Bad news is Jorge and Noe have left Simply Yards. Bob met the new guy and he is just hoping he will do a good job.
Bob has been in contact with John at the City regarding the Wetlands.
Bruce and Linda Janicula will be taking over Bob’s position for being in charge of Landscape at Cedar Springs. Kippy Strandberg has offered to be their back up.
Bob is wondering if Herberth Silva can take over the landscaping contract for 2019 so may be something Bruce and Linda can discuss with him prior to renewing Simply Yards contract.
Treasurer’s Report (Paul Davallou)
- Paul reviewed the Statement of Assessments and Operating Expenses provided as a handout at meeting.
- Landscape maintenance continues to be the major expense at $45,200 (2017); Insurance has risen to $20,800 (2017); Reserve Increased by $9200 (2017)
Doug suggested the Financial Review be completed every 2 years unless we go with a Management Company, then it should be done every year. The cost is expensive so best if we can do every other year.
New Business
Jean Taylor asked homeowners to watch for breaks in water lines.
Steve Daly stated a fully funded reserve balance is $135,000 of which the board feels we must maintain a minimum of 70% and the balance is $99,000. Pacific Crest projected $105,000. $77,000 is projected expenses through 2021 based on the current Pacific Crest Reserve Study. These expenses include:
- Fence Repair and Replacement
- Mailboxes
- Exterior Painting is approx. $30,000 (this can be done in a couple phases)
Steve Daly asked for a show of hands in favor of hiring a Management Company. The majority was in favor. Further discussion/structure of this will be reviewed by the new Board of Directors for 2018.
Election of Board of Directors
Volunteers for the 2017 Board of Directors were: Steve Daly, Art Shotwell, Paul Davallou, Kippy Strandberg, Lynda Harper, Lexie Lamborn and Paul Stannert.
Vince Sellen moved that all those who volunteered be elected to the 2018 Board. Candy Cooper seconded. The motion was passed by unanimous voice vote.
Adjourn: The meeting was adjourned at 12:30.
Minutes recorded by Candy Cooper
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