Minutes of the November 30, 2019 Board meeting

CEDAR SPRINGS

HOMEOWNERS ASSOCIATION BOARD MINUTES

WEDNESDAY, NOVEMBER 20, 2019

1802 39TH COURT

PRESENT:  Paul Stannert, Kippy Strandberg, Cele Westlake, Bruce Janicula, Vince Sellen, Carol Perry and Bill Westlake

APPROVAL OF THE MINUTES:

PRESIDENT’S REPORT:  Paul Stannert reported that a small water leak was reported at home 1902.  A $300 repair was completed.  Home 1909 reported water damage from a skylight.  The outside repair was completed for $1000.  The inside will be dealt with at a later date.

SECRETARY’S REPORT:  Kippy  Strandberg is working on an updated Contact List for 2020.

TREASURE’S REPORT:  A 2020 Budget was reported by Cele Westlake.  A lengthy discussion followed concerning the projected increase in expenses and the yet undetermined 2020 dues increase.  Further discussion will be needed before decisions are finalized.

LANDSCAPE REPORT: Bruce Janicula presented the projected 2020 Landscape Budget.  Discussion followed. Bruce wants homeowners to be informed that extensive landscape work will be completed in the next few months. During the winter months the landscape crew will work once a month doing raking and cleanup only.

UNFINISHED BUSINESS:  Bill Westlake reported on options to repair gutter leaks occurring at the entrances of our homes.  The Board decided on the option recommended and a motion was made, seconded and passed to hire Aqua Flow to make the necessary repairs on twelve homes that have been identified as needing repairs.  Other homes will be identified as quickly as possible and repairs will be made. If you have a front porch leak, notify Paul Stannert and we will verify the problem and add your home to the repair list.  Homes being repaired will be notified.

ANNOUNCEMENTS:  The next Board Meeting will be January 8, 2020 at 3:30 PM at 1802 Cedar Springs Court.

The meeting was adjourned at 5:45 PM.

Respectfully submitted,

Kippy Strandberg
Cedar Springs Association Secretary

Minutes of Board meeting of October 16, 2019

CEDAR SPRINGS

HOMEOWNERS ASSOCIATION BOARD MINUTES

WEDNESDAY, OCTOBER 16, 2019

1802 39TH COURT

PRESENT: Paul Stannert, Kippy Strandberg, Cele Westlake, Bruce Janicula, and Vince Sellen.

ABSENT: Carol Perry

APPROVAL OF THE MINUTES: All Board Members approved the August 14, 2019 minutes.

PRESIDENT’S REPORT: Paul Stannert researched three different gutter and roof cleaning businesses and comparing services and prices, recommended Joe Connolly’s bid. Vince Sellen made a motion to accept this recommendation. The motion was seconded and passed.

A discussion was held concerning the necessity to increase the monthly dues in order to cover the increase operating costs, insurance, landscape maintenance, and the reserve fund.

A discussion was held concerning the Cedar Springs Annual Meeting. A tentative date of February 15 was selected. Paul Stannert will investigate renting a location to hold the Annual Meeting since the Anacortes Library conference room is no longer available.

TREASURER’S REPORT: Cele Westlake reported that all of the August and September expenditures are within our budgeted amounts and that the rest of the year’s expenditures should be covered without any shortfalls.

LANDSCAPE REPORT: The Board is pleased with the Cedar Springs entrance sign renovation.
Bruce Janicula reported that new sprinkler head replacements have been installed on the Court portion of Cedar Springs and that the Lane portion of Cedar Springs will be completed in the near future. The new heads are more efficient and will therefore reduce our water usage and lower water cost.

UNFINISHED BUSINESS: Paul Stannert reported that Alex Taylor’s window replacement had been completed.

NEW BUSINESS: None

ANNOUNCEMENTS: Next Board meeting will be November 20th, 2019.

Meeting was adjourned at 4:30 PM.

Respectfully submitted,
Kippy Strandberg
Cedar Springs Secretary

Minutes of Board meeting of August 14, 2019

CEDAR SPRINGS HOA BOARD MINUTES
WEDNESDAY, AUGUST 14, 2019
1802 39TH COURT, CEDAR SPRINGS

PRESENT: Board Members, Paul Stannert, Kippy Strandberg, Cele Westlake, Bruce Janicula, Carol Perry, Vince Sellen. Other attendees, Anita Dale.

APPROVAL OF THE MINUTES: All board members approved the previous board minutes.

PRESIDENT’S REPORT: Based on the July 3, 2019 Reserve Study submitted by Pacific Crest Reserves, Paul Stannert suggests Cedar Springs Association operate at a 70% to 80% reserve account funding, This would require an increase in monthly dues. There will be further discussion of this issue at future Board Meetings.

SECRETARY’S REPORT: Kippy Strandberg reported that all preparation for the August 24th Cedar Springs picnic are finalized.

TREASURER’S REPORT: Cele Westlake will send a copy of Doug Winge’s report on the Cedar Springs HOA-Level 3 Reserve Study /Funding Discussion to all Board Members.

Cele will arrange a working meeting with our insurance company, CAU, in order to get answers to any questions we may have about the details of coverage and cost for the next assessment.

Cele reported that all accounts are on track except the Reserve Account, which is growing too slowly. She also stated that she would like to rearrange some items in the accounts so they would more accurately reflect each account helping to avoid confusion. The Board was supportive of this idea.

UNFINISHED BUSINESS: Paul Stannert reported that the replacement of Alex Taylor’s window is in progress. Unit 1819 Lane and 1811 Court will also get window replacement in the near future.

Paul also reported that we need to find a replacement for the gentleman who did our roof and gutter maintenance since he is no longer available.

NEW BUSINESS: None.

ANNOUNCEMENTS: If you have any concerns about the condition of your crawl space, contact Classic Pest Control and Insulation at 877-844-2847 for a free inspection and repair estimate.

Next Board meeting will October 16 2019 at 3:30 PM, at 1802 39th Court.

Respectfully submitted,

Kippy Strandberg
Cedar Springs Secretary

Minutes of June 11, 2019 Board meeting

CEDAR SPRINGS

HOMEOWNER’S ASSOCIATION BOARD MINUTES

TUESDAY, JUNE 11, 2019

1802 CEDAR SPRINGS COURT

PRESENT: Board Members, Paul Stannert, Kippy Strandberg, Cele Westlake, Bruce Janicula. Carol Perry. Other attendees, Bill Westlake, Doug Wings, Alex and Jean Taylor, Barbara McLendon

ABSENT: Vince Sellen

APPROVAL OF THE MINUTES: A motion was made and passed to approve the April 16th minutes as written.

PRESIDENT’S REPORT: Paul Stannert stated the number of rentals at Cedar Springs will be discussed at the next annual meeting.
The association will spend $375 on the next required reserve study update.

TREASURER’S REPORT: Homeowner’s insurance has been paid for June 2019-2020. Cele will provide a copy of insurance costs and coverage. Cele will create a form to verify that all homeowners have replaced water heaters that exceed the recommended safety standards highly suggested by our homeowner’s insurance policy. Cele reported that all accounts are in good standing.

SECRETARY’S REPORT: Kippy had nothing to report.

LANDSCAPE REPORT: Bruce reported that we will be starting a three day a week sprinkling cycle starting next week. Lawns will then be watered on Monday, Thursday, and Saturday. Shrub pruning was started this week and the schedule was explained in an email Bruce previously sent May31 to homeowners. Some shrubs were moved, some dead shrubs removed, and some new plants were planted. The Sequoia root problem was removed. Bruce stated that the sprinkler system would be improved if we invested in replacing some old sprinkler heads with upgraded sprinkler heads. The Board is asking homeowners to please help water any dry plants they may see.

NEW BUSINESS: The date for the Annual Cedar Springs Picnic is August 10th, 2019 at 3:00PM. The picnic will be at 1802 39th Court at Kippy Strandberg’s home. The main course will be provided and all homeowners are asked to bring a side dish and their beverage of choice.
Piers Strandberg will be asked to provide an estimate for sanding and refinishing the Cedar Springs sign trellis.
Paul will ask Vince Sellen If he remembers who created the Cedar Springs entrance sign so we can look into having the sign revitalized.
Bill Westlake asked permission to install a stair railing on the stairs entering their home. The Board approved this improvement.

ANNOUNCEMENTS: The next Cedar Springs Board Meeting will be August 14th at 3:30 PM.
ADJOURNMENT: The meeting was adjourned at 5:00PM.

Respectfully submitted by,

Kippy Strandberg

Minutes of April 16, 2019 Board Meeting

CEDAR SPRINGS
HOMEOWNER’S ASSOCIATION BOARD MEETING
TUESDAY, APRIL 16, 2019
1802 CEDAR SPRINGS COURT

PRESENT: Paul Stannert, Cele Westlake, Kippy Strandberg, Bruce Janicula, Vince Sellen, Bill Westlake.

ABSENT: Carol Perry

APPROVAL OF THE MINUTES: A motion was made and passed to accept the February 13, 2019 minutes as written.

PRESIDENT’S REPORT: Paul Stannert will contact the realtor selling Sally Casey’s 1806 home to inform her that she needs to move the for sale sign to H Avenue.

Paul reported that there had been no further contact by the realtor concerning the crawl space under 1806 since we informed the realtor that the Association was not responsible for inside damages to crawl spaces.

TREASURE’S REPORT: Cele Westlake reported that there were no changes in the Cedar Springs accounts since our last meeting.

SECRETARY’S REPORT: Kippy Strandberg reported that all Water Safety Certificates had been returned satisfying the insurance requirement.

LANDSCAPE REPORT: Bruce Janicula reported that the mulch had been spread around the front gardens of the homes on Cedar Springs Lane. He stated that the workmen had done a good job. He suggested that we spread mulch on the gardens of the Cedar Springs Court homes in 2020 and the backyard garden areas on the Cedar Springs Lane homes in 2021.

Bruce reported that the root from the sequoia tree headed for home 1902 on the Cedar Springs Lane will be dealt with in a way that would protect the home and not injure the sequoia tree.

Bruce reported that a combination of fertilizer and iron was applied to the lawns and that they were looking very good.

Before treatment

After treatment

NEW BUSINESS: Bruce Janicula reported that the mailman accidental backed into the Cedar Springs Court mailboxes. Bill Westlake provided a report listing specific damages and necessary repairs. Bruce also spoke to the mailman who said he would prefer to handle the repair cost instead of reporting it to the Post Office. Piers Strandberg will give an estimate for the repair and then he will proceed with the repair.

A discussion was held by the Board concern the necessity to have some control over the numbers of renters allowed in Cedar Springs. Paul will research the legal viability of establishing a limit on the number of renters allowed in Cedar Springs

ANNOUNCEMENTS: The next Board meeting will be June 11th at Kippy Strandberg’s home.

ADJOURNMENT: Paul Stannert adjourned the meeting at 5:30PM.

Respectfully submitted by,
Kippy Strandberg
Cedar Springs Secretary

Minutes of Feb. 13, 2019 Board Meeting

CEDAR SPRINGS

HOMEOWNER’S ASSOCIATION BOARD MEETING

WEDNESDAY, FEBRUARY 13, 2019

1802 39TH COURT

PRESENT: Paul Stannert, Cele Westlake, Kippy Strandberg, Bruce Janicula Vince Sellen, and Carol Perry

APPROVAL OF THE MINUTES: Motion was made, seconded and passed to approve the minutes as written.

PRESIDENT’S REPORT: Vince Sellen, our temporary President, reported that the Ballots were returned by the homeowners and supported adding Paul Stannert to the Cedar Springs Board.

Vince Sellen reported that only 17 CONTACT INFORMATION AND WATER SAFETY CERTIFICATION forms have been returned. Homeowners are reminded that Cedar Springs homes do not qualify for insurance until this in complete. Homeowners are asked to complete this form and return them to Kippy Strandberg or Paul Stannert quickly.

TREASURER’S REPORT: Cele Westlake explained that she had met with Paul Davallou, our former treasurer, and Furin Inc. She stated that she feels comfortable with the transition and does not foresee any problems.

Cele also met with Heritage Bank, where the Cedar Springs accounts are currently located. The Bank was uncomfortable with the use of the word, “volunteer,” when a motion passed to instate Board members. She suggested we revote removing the word, “volunteer.” The Board agreed to do so.

The Board agreed to appoint Cele Westllake and Paul Stannert as the signatories on the Cedar Springs accounts.

Cele distributed the Assessment and Operating Expenses for the month ending December 31. There were no questions.

LANDSCAPE REPORT: Bruce Janicula will take care of any fallen tree limbs once the snow melts.

The Butterfly bush by Carol Perry’s home will be removed because it has repeatedly caused interference with her gutters.

Mulch will be spread on the Cedar Springs Lane landscaped areas once the snow melts.

An application of ferrous sulfate will be applied to Cedar Springs Lane and Court grass areas. This application will not kill the moss, but will allow the grass to take over. Ferrous sulfate will be applied under the mulch to further control the moss problems in the beds.

Bruce reported that Doug Winge planted two rhododendrons to enhance our gardens. The Board would like to thank Doug for this addition.

OTHER REPORTS: Third Day Handyman will start gutter repairs as soon as the snow melts.

UNFINISHED BUSINESS: A motion was made, seconded, and passed to appoint Paul Stannert, Cele Westlake, Kippy Strandberg, and Bruce Janicula to the Cedar Springs Board. Vince Sellen resigned as the temporary President of the Board. Paul was selected to be the President, Cele the Treasurer, Kippy the Secretary, and Bruce the Head of Landscape.

NEW BUSINESS: Paul will begin to investigate the possibility of hiring a Management Company to assist the Cedar Springs Board.

ANNOUNCEMENTS: The next Cedar Springs Board meeting is scheduled for Wednesday, April 17th at 1802 39th Court.

ADJOURNMENT: Paul Stannert adjourned the meeting at 5:30PM.

Respectfully submitted by,

Kippy Strandberg
Cedar Springs Secretary

Minutes of January 12, 2019 Annual Owners Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION

2019 ANNUAL MEETING

SATURDAY, JANUARY 12, 2019

Anacortes Public Library Meeting Room

MINUTES

Introductions: 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); Joan Mickelson (1815); Doug Winge (1817); Carol Perry (1819); Barbara McLendon (1901; Art and Marilyn Cawrse (1902); Steven and Stephanie Daly (1903); Alex and Jean Taylor (1907); Lynda J. Harper (1909); Art Shotwell and Lexie Lamborn (1910); and 39th Court: Bill and Cele Westlake (1804); Sally Casey (1806); Bruce and Linda Janicula (1811); Mary Guard (1813). Present by Proxy for 1908 Cedar Springs Ln, Jill Rothman by Candy Cooper.

Call to Order: The meeting was called to order by President Steven Daly at 10:05 a.m. 

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

Approval of 2/24/2018 Minutes: The reading of last year’s 2018 Annual Meeting Minutes dated February 24, 2018 was waived. Vince Sellen motioned to approve, Cele Westlake 2nd, all in favor and the 2018 Annual Meeting Minutes were approved for 2018.

Report of President Steve Daly

a.) Steve reviewed the handouts for the Annual Meeting

* Agenda for 1/12/19 Annual Meeting

* Minutes for 2018 Annual Meeting dated February 24, 2018

* Proposed HOA Budget for 2019

* Proxy Vote Form

* Annual Water Safety Certification

• Steve explained the need to complete the certificate annually to comply with reporting for the HOA Insurance.
• The Board will maintain a supply of water detectors for replacements as the current detectors give out.
• NOTE: Two homeowners report that the Anacortes Fire Department will come to your home as their time allows to replace the batteries in the ceiling fire detectors.

* Updated Cedar Springs Homeowners Contact List – January 2019

* Helpful Things to Know – January 2019

* House Rules Revised December 5, 2018

* Association Insurance Summary

b.) Steve reported that the HOA has established three maintenance agreements:  Strandberg Construction; Sonhouse, (Chas Shetler; and Third Day Handyman , Thorsen Paulson.

c.) He reviewed last year’s proposal for a Manager for our HOA. He has kept for our records the planning documents. The person who submitted a bid for the position had accepted an appointment from another HOA so was unavailable.

d.) Steve and Bill Westlake have been working on gutter repairs following Lynda Harper’s research on replacing gutters. The estimated costs per unit in her research was around $3,200 and way over $50,000 for all units.

They have identified 13 units as priorities for repairing the front entrance areas. The units on the Lane are:1801, 1803, 1805, 1806, 1807, 1809, 1812, 1815, 1902, 1903, 1907 and 1909. Materials have been delivered and will be installed by Third Day Handyman. These 13 units are part of a test to see if these fixes are successful. The Board will explore further repairs after the tested units are evaluated. The labor will be charged to the Reserve account.

Steve acknowledged the problems with the gutters in the rear of our units and the steep valley in the roof.  Chas of Sonhouse is working on solutions.

Two homeowners wanted to be added to the test but were told to wait for the study to be completed then put in a request to the Board.

Report of Landscape Coordinator, Bruce Janicula (and Linda Janicula)

Bruce reported on some of the landscape projects completed in 2018:

a.) Gravel pathways redone

b.) Removed the curly willow trees as a proactive action

c.) Will address new plantings in 2019 for spaces left after tree removal

d.) Removed overhanging branches over pathways

e.) Shrubs were removed and replaced

f.) Simply Yards was retained for 2019 at 1% increase. Residents seem pleased after a learning curve at first. They rotate edging between hard edges and planting areas. Any requests should go through Bruce, 360-293-0151. It works much better.

g.) Herberth will be working on sprinklers again in 2019.

h.) The watering schedules have been revised individually and the result is a savings of $1,500 in water costs in 2018.

i.) Projects in 2019:

• a. Fill empty areas
• b. New plants in open areas
• c. Mossy areas on north side of homes will be addressed
• d. If you see needed projects, please inform Bruce
• e. Mulch will be added in late February of early March so nutrients will nourish plants for a long time before leaf raking takes it away.
• f. The mulch budget includes unused mulch funds from 2018 and new funds in 2019

Comments from residents:

-Leaving grass a little longer might help conserve water

-Commended saving water

-Watering your own garden areas covers specific areas and is relaxing

-Linda J. clarified that no insecticides are used on our bushes

-Concern expressed about gardeners blowing leaves into the wetlands or over the berms into the drainage channels. Bruce will advise them to collect the leaves for disposal.

Report of Treasurer, Paul Davallou

Paul distributed as handouts Income and Expense pages through the end of November 2018 along with a handout detailing 2018 expenses. He explained that year-end figures are not available yet from our Accountants.

Paul has prepared spreadsheets and a Treasurer’s Duties Statement which should make the transition to a new Treasurer much easier. 

New for 2019, our accountants have agreed to pay our Vendors two times a month instead of once a month which should make payment deadlines easier to meet.

The proposed 2019 was mailed to all homeowners in the Notice of Annual Meeting Packets. The HOA fee will stay the same at $275 per month. Art Shotwell moved and Bob Gauthier seconded the motion to approve the proposed 2019 Budget as distributed in the Notice Packet. The vote to approve was unanimous.

Reserve Study: Paul Stannert reviewed the most recent report and requested corrections. He reports that we’re in good shape with our Reserves at this time.

New Business

Art Shotwell reviewed two new House Rules: 

Rule #17 details specifications for the addition of screen doors if desired by homeowners. 

Rule #18 covers the storage out-of-view requirement for trash and recycle cans. 

He also pointed out that Rule #6 requires updated Water Safety Certificates on an annual basis. The 2019 Form is on our Blog at http://cedarspringshoa.blogspot.com

Some discussion items

Concern expressed about absent owners and water safety. They will be contacted and a current water safety form is required.

One resident has replaced his indoor shut-off valve with a lever making it much easier to close when going on a trip.

Concern about recent observations of living and dead rats. Homeowners were reminded to check their crawl-space access for holes. Surety Pest Control can install new lids for crawl spaces if you subscribe to their services. It might be time to have yours examined.

Recent wind storms have blown over the trash cans. Thanks to residents who pick them up. Bagging all trash makes it easier to clean up when it blows over.

Steve Daly, President, and Paul Davillou, Treasurer, will both be moving south to the Olympia area in 2019. They were thanked for serving our HOA and wished well for their new endeavors.

Election of 2019 Board of Directors

Volunteers for our Board for 2019 were Bruce Janicula, Carol Perry, Vince Sellen, Kippy Strandberg, and Cele Westlake. They were applauded and confirmed by a unanimous voice vote.

Adjourn: The meeting was adjourned at 11:40 a.m.

Respectfully submitted, Lexie Lamborn, Acting Secretary

The newly elected Board will meet on Wednesday, January 23, 2019 at 4:30 p.m. at Kippy Strandberg’s house.

Minutes of Homeowners Board Meeting of Jan. 23, 2019

                                                                 CEDAR SPRINGS
                                      HOMEOWNER’S ASSOCIATION BOARD MEETING
                                                    WEDNESDAY, JANUARY 23,2019
                                                                   1802 39TH COURT

PRESENT:  Steve Daly, Paul Davallou, Kippy Strandberg, Bruce Janicula, Paul Stannert, Art Shotwell, Lexie Shotwell, Cele Westlake, Carol Perry, Casey Cawrse, Art Cawrse, Vince Sellen

APPROVAL OF THE MINUTES:  Motion was made, seconded, and passed to approve the December 5th meeting minutes.

PRESIDENT’S REPORT:  Steve Daly, as the outgoing President, outlined the duties and responsibilities of the office of the President.

TREASURER’S REPORT:  Paul Davallou, as the outgoing treasured, outlined the duties and responsibilities of the treasure’s office.

UNFINISHED BUSINESS:  More water detectors were purchased by Steve Daly, for homeowners who may need one.  Steve will submit the bill to Furin Inc.  See Kippy Strandberg if you need a water detector.
Steve Daly met with Third Day Handyman, the company handling the Cedar Springs Gutter improvement project.  The details of the project where discussed and work will begin on Phase 1 of the project February 4th.  The effectiveness of the repairs will be assessed and then Phase II will repair any other homes with gutter problems.  All homes will have a small valley device installed to help improve our drainage problems.  Bill Westlake will supervise these gutter improvements.

NEW BUSINESS:  Selection of the 2019 Cedar Springs Board Members.
Vince Sellen Volunteered to be the temporary Board President until April !st 2019.  Kippy Strandberg volunteered to be the Secretary, Bruce Janicula volunteered to be Landscape Coordinator, and Cele Westlake volunteered to be the Treasurer.  A motion was made, seconded, and passed to accept these volunteers as the 2019 Cedar Springs Board Members.  Carol Perry volunteered to be a member at large and Lexie Shotwell volunteered to assist the Secretary,
Paul Stannert will review the procedure for replacing a resigning Board Member and report back to the  board at the next meeting so a replacement for Vince Sellen can be made before April 1st.

ANNOUNCEMENTS:  Eleven homeowners have not returned the CONTACT INFORMATION AND WATER SAFETY CERTIFICATION form.  If you need a copy of the form, see Vince Sellen.  The form must be completed in order for Cedar Springs to qualify for insurance. Please turn them in by February 12th to Vince Sellen.

The next Board Meeting is scheduled for 4:30PM, February 13th at 1802 39th Court.

ADJOURNMENT:   Vince Sellen adjourned the meeting at 5:30PM.

Respectfully submitted by,

Kippy Strandberg, Cedar Springs Secretary