Cedar Springs HOA Board Meeting - September 14, 2022

Cedar Springs HOA Board Meeting Minutes

September 14, 2022

Windermere Real Estate Office & Zoom

●      Meeting called to order at 4:12

●      Attending

○      Present: Art Shotwell, Simone Caracciolo,Cele Westlake, Donna Cunningham, Suzanne Metcalfe, Joan Mickleson

○      Absent: Kippy Strandberg, Bruce Janicula 

○      Homeowner: Paul Stannart

●      Approval of Minutes of 8/16/22

○      Approved

●      President’s Report - Art Shotwell

○      No report

●      Staff report - Donna Cunningham

○      See Gutters below

●      Vice-President’s Report Simone Caracciolo

○      No report 

●      Secretary’s Report -  Suzanne Metcalfe

○      Sharing, posting minutes and other docs

●      Treasurer’s Report -  Cele Westlake

○      2022.08 Budget

○      Activities are below budget. We are planning another HOA gathering

○      Painting was over budget, but we shifted some funds around

○      Reserve study was $450 instead of $350

●      Landscape Report -  Presented by Donna for Bruce Janicula

○      Sprinkler System: replacement of broken heads, replacement of bad solenoid, and the continuation of upgrading the system

○      Shrubs: removal of overgrown shrubs and bushes by the first set of mailboxes on Cedar Springs Lane. Area was very overgrown and everything was growing together. Now there is more definition to the area 

○      Pathway: Special attention was given to this area and the growth along it. This is an ongoing issue and will be given more attention in the future

○      Fence/Tree Removal All parties involved ( tree removal and fence replacement) are set for this project to move forward. The date for completion is by the end of October. This is a 5" chain link fence as previously approved 

○      New Business: After all expenses (painting-fence-and tree removal), we will have approximately $3,700 left over from these scheduled and approved expenses of $59,930. Since the money we will be spending on actual tree work is less than expected, I am asking to be able to use the remaining dollars. We do have more trimming of trees that is needed and this will go a long way in helping out. The reason I'm asking is because this money is not part of my original budget but part of the reserve study. I might note that this money was already anticipated in being spent, so no new additional funds are being requested. 

○      Remaining funds: Board oks Bruce to spend it on landscaping projects

●      Unfinished Business

○      Reserve study

○      North Property Fence: Bruce & Art

■      See Minutes  from Special Meeting on 08.16

■      Completion expected end of October

○      Window Frames/Wood rot survey: Art

■      Report from HMC . We’d like to move forward with this. Donna will get an estimate and ask for prioritizing and a time frame for completion. Paul S indicated we have money allocated in the reserve study. That’s what we’ve done in the past. 

○      New Gutter Work: Art/ Donna

■      3 properties were taken care of in the past 2 weeks and 2 were done recently. Waiting on invoices. $1795.20 for the 3 already done. These are for new downspouts. HMC Paul S stated this is an ongoing issue that has been addressed before. 

○      Gravel/Rocks: This has been addressed and corrected.

●      New Business

○      Parking: Reminder to park in the garage if possible at night per C&R 11.2 page 11. 

○      Simone proposed another social since we have left over monies. Maybe the first week in December, perhaps Parade Day. Could have it at Windermere. 

○      Landscaping issues: some shrubs were trimmed and buds were cut off. Timing is not consistent. They are great workers, but untrained and maybe too fast. Bruce will talk to landscaper. 

○      Annual Meeting Feb 18 10:00 at Windermere

○      Next Meeting Scheduled: October 26 4 PM at Windermere

○      Budget Meeting: Wednesday, Nov 30 4 PM

●      Meeting adjourned 4:14

Respectfully submitted,

Suzanne Metcalfe, Cedar Springs HOA Secretary

 

 

Cedar Springs HOA Board meeting - Minutes August 16, 2022

Special Board Meeting

Minutes

August 16, 2022

Bruce Janicula’s house

Call to Order at 6:30 pm: Art Shotwell, Board President

Present: Simone Caracciolo, Bruce Janicula, Joan Mikelson, Kippy Strandberg, Cele Westlake & Art Shotwell

Absent: Suzanne Metcalfe

·        Discussion & Vote on replacing fencing along the border with an adjacent church. After discussion of several options, Simone Caracciolo moved and Joan Mikelson seconded, to approve five-foot chain-link fence, without slats. Unanimous approval by Board members present. Bruce Janicula will order. 

Discussion & Vote on gutter repair work at 1804 39^th Court. All approved, on President’s motion, except Bruce Janicula voted no. This is a continuation of email vote.

·        Discussion & Vote on gutter repair work at 1804 Cedar Springs Lane. All members present voted, on President’s motion, to approve. This is a continuation of email vote.

Discussion & Vote on request by Bruce Janicula to seal two seams on the gutter at his house, 1811 39^th Court. All members approved, on President’s motion, to approve this new work.

·        New business: Kippy Strandberg requested Board approval to allow her to remove wood railing around rear patio and replace with metal railing at her personal expense. All board members present approved.

Meeting adjourned at 7:10 pm.

Minutes by Art Shotwell

Cedar Springs HOA Board meeting - July 13, 2022

 Minutes - Cedar Springs HOA Board Meeting

July 13, 2022

Windermere Real Estate Office & Zoom

Meeting called to order at 4:03

Attending

●      Present: Art Shotwell, Simone Caracciolo,Cele Westlake, Kippy Strandberg, Bruce Janicula, Donna Cunningham, Suzanne Metcalfe, Joan Mickleson

●      Absent: None

●      Homeowner: Jacqueline Moore

Approval of Minutes of May 11, 2022

●      Discussed correcting minutes

●      Cele Westlake moved to approve minutes as posted on website. Kippy Strandberg seconded. Motion passed.

●      Discussion of Meeting Minutes content & format. Suzanne Metcalfe (new secretary) will use Kippy’s format.

●      Bruce Janicula moved that meeting notes be shared with the board for edits and corrections before posting them. Suzanne will do this. 

●      Suzanne and Art will connect to send out agendas before the meetings. 

President’s Report - Art Shotwell

●      Roof repairs: Donna Cunningham has handled them. Bills are paid. One more to do. 

●      Painting Status: Final units are being done. They should be finished in a few days. All finished but 1810. 

●      Some window frames may be rotting in some units. May need to look at that for future repair. Painters have been adding filler. But we may need to check this. Kippy made a motion to hire someone to inspect window frames around each unit for wood rot. Simone seconded. Motion failed. 

●      Discussion: can the painters help us or should we hire someone? Art and Donna will talk to painters (Colleen). It’s a consensus of the board that the painters do an informal review. Bruce suggested we make all homeowners aware so they can check out their own windows. 

Staff report - Donna Cunningham

●      Calendar is updated. Email blasts are working well. All moving forward. 

●      Donna and Suzanne will figure out best way to post information to board via google folder or the portal. 

●      Reminder that homeowners are responsible for changes, repairs, upgrades inside. HOA has to approve outside changes. 

Vice-President’s Report Simone Caracciolo

●      Picnic Update: August 13. Simone and Joan Mickleson are the planners. Simone has handed out flyers. We will come in under budget. Menu is pulled pork. Homeowners bring a side dish or dessert and byob. Everything else will be furnished. 

Secretary’s Report -  Suzanne Metcalfe

●      CSHOA Google Folder created to keep minutes, budget, etc 

●      Donna will keep the box of secretary’s records from Kippy.

●      Suzanne and/or Art will keep track of decisions made online and get them in the minutes for the next board meeting, or Art will post on the website.

Treasurer’s Report -  Cele Westlake

●      Cele shared an updated budget spreadsheet. We’ve spent $16,000 on painting so far. Landscaping bills are divided up among several accounts. No accounts will go over.  $77,564 in reserve account. 

Landscape Report -  Bruce Janicula

●      We’ve had problems with the sprinkler system. Bad heads, broken pipes, etc. All should be fixed. Please let Bruce know if you see anything. Please tap down any sprinkler heads that stick up. 

●      Homeowners are allowed to plant flowers, but all shrubs and trees should go through HOA. Any plants that homeowners add will be trimmed if they are in the way of sprinklers. HOs are also expected to take care of anything they plant (deadheading, trimming, weeding, etc). The landscapers will not do this. Bruce will write something up addressing this, and Donna will send an email blast. 

●      Watering will happen Monday, Thursday, Saturday starting this week.

●      Kippy noticed a lot of weeds and limbs on the gravel trail behind the units. Simone asked about gravel and rocks on circular drive on the circle and by the mailboxes. Who is responsible for keeping this cleared out? Bruce will ask landscapers. One solution is to pull out rocks and let grass cover it. Bruce suggested we take a look and discuss at the next meeting.

●      Simone commended the landscapers. It all looks very nice.

North Property Fence Update - Bruce

●      Bruce has contacted 4 companies: 1 no answer. 1 meet next week. 1 a partial bid. 1 still waiting on bid. Bruce has asked for bid on 6’ wood, 5’ chain link, and decorative. Of our $59,580, we have excess of $10? 6’ slat 12,000. 10,000 to take out fence and put one up like on the court. Range of estimates from $8.600- $10,000 without removing old fence. Have to contact suppliers to confirm materials cost. Most likely $10,000 and up. Reserve study called for $5,000. Current fence is 22 years old. Still in limbo. Bruce will get numbers and send out to us.

Other Unfinished Business

●      Donna had a concrete company look at driveways who didn’t see any issues that needed to be addressed.

●      Donna will get the reserve study done.

New Business

●      1804 39th Ct. Front gutter leaks when it rains. In cold weather it overflows and freezes on the driveway. Request this gets fixed like the unit on the lane by adding another downspout. Auqaflow was the company. Simone’s unit does the same thing. Donna will get someone out to get an estimate.

●      Parking of cars. Should we enforce the rule of no overnight parking on the driveways? The board would appreciate if HO’s park in the garages, not in the driveways per the House Rules, and please don’t block the sidewalk. Owners, please remind your renters to park in the garage. 

Next Meeting Schedule

●      Tuesday, September 13 at 4 PM.

Meeting adjourned at 4:31

Respectfully submitted,

Suzanne Metcalfe, Cedar Springs HOA Secretary

Cedar Springs HOA Board meeting - May 11, 2022

Meeting minutes

Attending:  Kippy Strandberg, Cele Westlake, Simone Caracciolo, Art Shotwell, Bruce Janicula and Donna Cunningham

Meeting was called to order at 4:01

1. President’s Report-a) Ziply Fiber will be onsite in June. Ziply will repair all landscaping disrupted by installation of materials.

2. Treasurer’s Report- 

a) Bank Accounts all reconciled. Nothing to date has cleared out of Reserve Account, though 1 roofing invoice payment has been sent and 3 roofing invoices will be paid out of Reserve Account. 

b) Dues all paid to date. 

c) TBD-what can be paid out of Reserve? 

d) As of May no more service fees for check processing from Heritage. 

3. Tax Letter-IRS EIN for 2020 taken care of and matter resolved.

4. Roof Leaks- a) Donna to email all invoices for roof repair to Cele. Should something be sent out to Owners to be on the lookout for leaks?

5. Paint schedule- a) Last third of properties to be painted late summer/early fall of 2022. Art will contact Paul and get information. Art and Donna will then proceed to get dates and cost to move forward with this repair.

6. Fence to be done this year- a) Bruce and Art to look into cost and materials for the fence. 

7. Bruce to speak with Jeff with Deep Roots for opinion on which trees to remove. 

8. Reserve Study to be done this summer. Donna to coordinate with Pacific Crest. Cost for this year $350.

9. Westlake’s Architectural submission approved by majority of Board Members through email or at this meeting.

10. Donna to add meetings to Portal Calendar. And to send out notices by email 10-14 days before each meeting.

11. Landscaping Update- 

a) Mulch completed. 

b) Loss of 20 +/- shrubbery in the last few months. 16 new shrubs replaced. 

c) Sprinkler System not turned on yet. When that is known Donna to send out blast to Association. 

d) Owner recently planted a tree without approval, should a polite reminder about landscaping be emailed to Association?

12. New Business- a) Cracks in driveways. Donna to find a vendor who can look at issue and make recommendations. 

13. Simone has rotten wood, Donna to contact Bell Roofing.

14. Kippy has gutter overflow. Donna to contact Bell Roofing.

15. Next Board Meeting July 12 at 4 pm in the Windermere offices. 

Meeting adjourned at 5:24.

Notes by Donna Cunningham

Cedar Springs HOA Annual Meeting Minutes - March 5, 2022

MARCH 5, 22022

COMBINATION ZOOM MEETING AND IN PERSON MEETING

CALL TO ORDER: The meeting was called to order at 10:00 AM at the Windermere Conference room.

ROLL CALL: Kippy Strandberg, the secretary, announced that the meeting has a quorum of 20 attendees.

PRESENT: Stannert (1801), Sellen (1802), Caracciolo/Dos Santos (1804), Laiche (1806), Weichko (1807), Gauthier (1813), Mickelson (1815), Perry (1819), Radke (1901), Metcalfe/Terrell (1903), Harper (1909), Shotwell/Lamborn (1910), Strandberg (1802 Ct.), Westlake (1804 Ct.), Janicula (1811 Ct.), Guard (1813 Ct.).

PROXY: Dale (1805), Petrin (1808), Theny (1806), Cawrse (1902).

ABSENT: Mays (1803), Kudelko (1809), Vorel (1810), Rietzel (1811), Yankacy (1812), Winge (1817), Moore (1907), Petro (1908).

APPROVAL OF THE MINUTES: Cele Westlake made a motion to waive reading the February 13, 2021 Annual Meeting Minutes. This was seconded and approved.

PRESIDENT’S REPORT: Paul Stannert explained the President’s Report which was included in the Annual meeting packet. The HOA was able to put $33,734 of the annual dues income into the Reserve Account leaving a year-end- balance of $64,575 on December 2021. However, based on the 2021 Reserve Funding Study Analysis the current level of contributions to the Reserve Account would not be adequate to fund long term expenses.

The total Reserve Account expenses for 2021 amounted to $54,347. The HOA has scheduled expenses for 2022 that total $59,580. In 2021, Phase 2 of the painting project was completed at a cost of $33,895 leaving 5 units to be painted in 2022. Unscheduled cost of repairs done in 2021 amounted to $6,128 paid out of the Reserve Account.

SECRETARY’S REPORT: Kippy Strandberg announced that 11 homeowners have not turned in their Water Detector Form. This could affect insurance coverage. If homeowners need any water detectors contact Art Shotwell.

TREASURER’S REPORT: Cele Westlake reviewed the Statement of Assessments and Expenses Forms she included in the Annual Meeting Packet. Please refer to these forms for a detailed outline of all expenses for 2021.

Cele explained that we have 3 accounts, Insurance, Operations, and Reserve. Because she is concerned that out current dues will not adequately fund future expenses, she provided a graph that illustrates four different dues assessments and their long term projections. Please refer to this information for a more detailed explanation.

Cele is concerned that our current dues assessment will not adequately cover future expenditures.

LANDSCAPE REPORT: Bruce Janicula provided a handout outlining the 2021 landscape expenditures and the 2022 projected landscape expenditures. The total expenditures for 2021 were $49,877.38 and the expenditures for 2022 are projected to be $40506.40. A decrease of 18.8%. Refer to the handout for more details.

Bruce explained that the Board decided to hire Martin’s Landscape Company rather that Simply Yards because they had good references, provide more hours of service, additional weeks, 3 workman on the service days, and are less costly. The new service day is Friday.

Bruce explained how the city requires us to have our sprinkler system tested each year to assess and repair any possible leaks in the system. This is not part of the landscape maintenance company’s responsibility. We must hire a separate company to perform this task.

Bruce reminded us that all landscape requests must be directed to him and he will direct the Martin crew members about any concerns homeowners may have.

Bruce said mulching will be done on the rear and side areas on the Lane homes this summer.

NEW BUSINESS: The Board recommends that the monthly dues assessment be raised from $340 to $375 to cover the increase in the cost of expenditures. This increase would cover projected expenditures for the next three years.

Suzanne Metcalf made a motion to accept the dues increase of $375 per month. Vince Sellen seconded the motion. The question was called and the motion passed unanimously. The new dues increase will be effective 4/1/2022.

Paul Stannert explained that homeowners need to know that Board Meetings are open to all homeowners and that future meetings location would be announced.

Several of the Board members expressed the difficulties of trying to get other homeowners to volunteer to be on the Board. Because of this the Board has hired Donna Cunningham from the Windermere Management Company to assist Cedar Springs Homeowners in the management of their HOA. All questions and requests (excluding landscape needs) should be directed to Donna Cunningham. (Phone: 770-335-7573)

A homeowner asked a question about installing heat pumps. Paul reminded homeowners that heat pumps, air conditioners, and any other outside change must be presented to the Board for approval.

Vince Sellen presented information about solar panels and encouraged the Board to investigate the feasibility of installing solar panels in the future. Paul explained that individual homeowners could install solar panels at their own cost with the Board’s approval.

Paul explained that Phase 3 painting and Phase 2 fence replacement will occur in 2022.

ELECTION OF BOARD MEMBERS: Paul Stannert announced that he would be standing down from the Board. The homeowners thanked Paul for his years of excellent service to our community. Suzanne Metcalfe, Bruce Janicula, Cele Westlake, Art Shotwell, Joan Mickelson, Kippy Strandberg, and Simone Caracciolo volunteered to be on the Board. Vince Sellen made a motion to accept these volunteers and Marla Welchko seconded the motion. The motion passed unanimously.

ANNOUNCEMENTS: Please turn in your Water Safety Form if you have not. The next Board meeting will be May 11, 2022 at 4:00 PM. Location to be announced.

The meeting was adjourned at 11:45 AM.

Respectfully submitted,

Kippy Strandberg
Cedar Springs Secretary

Cedar Springs HOA Board Special Vote - January 26, 2022

 ATTENDANCE: Paul Stannert (President), Kippy Strandberg (Secretary), Cele Westlake (Treasurer), Bruce Janicula (Landscape Coordinator), Joan Mickelson (at large), Simone Caracciola (at large), Art Shotwell (at large)

NEW BUSINESS: An email meeting was held on January 26, 2022. Art Shotwell made a motion that Donna Cunningham, Association Manager for Windermere Real Estate, replace Desha A Furin, of Furin and Company PS, as a signatory on the Cedar Springs bank account at Heritage Bank.

The motion was seconded by Cele Westlake.

An email poll was taken and the motion passed with seven yes votes and zero no votes.

Respectfully submitted, Kippy Strandberg

Cedar Springs HOA Board Meeting Minutes - January 6, 2022

PRESENT: Paul Stannert, Kippy Strandberg, Cele Westlake, Bruce Janicula, Joan Mickelson, Simone Caracciolo, and Art Shotwell

CALL TO ORDER: The meeting was called to order at 3:30 PM.

APPROVAL OF THE MINUTES: Simone Caracciolo moved that the December 10, 2021 minutes be approved. Art Shotwell seconded the motion. Motion Passed.

PRESIDENTS REPORT: The needed gutter, roof, window and deck facia repairs were completed.

TREASURER’S REPORT: Cele Westlake explained a spreadsheet comparing the 2021 Budget to the projected 2022 Budget. Cele reviewed three different dues increase options. The Board agreed that this needs more thought before a decision is made.

LANDSCAPE REPORT: Bruce Janicula presented a proposed 2022 Landscape Budget. The 2022 Budget will be finalized before the Annual Meeting.

UNFINISHED BUSINESS: The Board selected February 26, 2022 to be the date for the Annual Meeting. The location is to be determined. The Annual Meeting location, time, and packet will be sent to all homeowners by February 12, 2022.

The Board discussed the necessity to carry earthquake insurance. After doing some research, Paul Stannert stated that earthquake claims in Anacortes were very unlikely. This will be discussed at the next Board Meeting so a recommendation could be made to the Homeowners.

The Board discussed the necessity to hire a Management Company since so little interest has been shown by homeowners to participate on the Board. Paul Stannert and Simone Caracciolo investigated three management companies and concluded that Windermere Management would give us the best service for our needs. 

Kippy Strandberg made a motion to hire Windermere Management. The motion was discussed. Cele Westlake seconded the motion and the motion passed.

Cele Westlake made a motion to not retain Furin Incompany for future accounting work. It was pointed out that the accounting work would now be done by the Windermere Management and therefore Furin Incompany would not be needed. The motion was seconded and passed.

NEW BUSINESS: Bruce Janicula was concerned that the Board does not know if all homeowners have homeowners insurance. The Board decided that all homeowners need to show proof of insurance by submitting a copy of their Declaration of Insurance.

ANNOUNCEMENT: The next Board meeting is January 11, 2022 at 3:30 PM at 1802 Cedar Springs Court.

The meeting was adjourned at 5:00 PM. 

Respectfully submitted,

Kippy Strandberg Cedar Springs Secretary