Minutes of May 9, 2012 Board Meeting

CEDAR SPRINGS HOMEOWNERS ASSOCIATION
BOARD OF DIRECTORS MEETING
WEDNESDAY, MAY 9, 2012

MINUTES

Present:

President: Paul Stannert
Vice President: Vince Sellen
Secretary: Naomi Hanson
Treasurer: Art Shotwell
Board Member at Large: Jean Taylor
Landscape Coordinator: Susan Miller
Guest:  Faye Levitz

The meeting was called to order at 5:06 p.m. by president Paul Stannert at the home of Jean Taylor (1907 Cedar Springs Lane). 

Treasurer Art Shotwell reported that he had received the insurance policy renewal information.  The deductible has changed from $2,500 to $5,000.  The total statement for the coming year is $13,775.  It was decided that the president and treasurer would compare last year’s policy with the proposed new policy before making the initial payment.  It was also suggested that it be determined what membership dues pay for so that members understand why the increase in monthly dues was necessary. 

It was suggested that the association be aware of updated information regarding homeowner associations.  A good source of this information is through the Washington State Chapter of the Community Associations Institute.  The website is http://www.wscai.org.  The site contains helpful information for board members of homeowner associations including educational seminar dates.

Susan Miller gave a landscape report.  Sixty to 70 plants are being planted around Cedar Springs.  This is the second year of the 5-year plan.  $4,900 has been budgeted for this year.  About $1,600 has been spent on soil and plants thus far.  Susan is budgeted about $1,500 for wetlands-related projects.  She indicated that she and Doug Winge are working on a plan for those 12-13 units whose back yards have encroached into the wetlands. 

Jean Taylor reported that there is a split branch behind their house on the edge of the wetlands area.  Contact has been made with the City of Anacortes as to what action can be taken in that regard.  Paul reported that a letter had been received from the City which seemed to suggest that nothing be done.  However, the association can present other solutions.  Members of the board will look at the tree after the meeting and determine the next step to be taken.

Vince Sellen asked what action, if any, will be needed regarding the big rock on 39th Court which was moved during the winter, resulting in a large hole.  It was suggested that the hole be filled and plantings added.  No action was taken at this time.

The sprinkler system was checked on May 8 and all is fine.  Some of the new plants are in the way of the sprinkler heads.  It was suggested that it is easier to move the sprinkler heads than the plants.

Paul had investigated whether the association’s insurance would cover the cost of replacing the patios as discussed at recent board meetings.  It was determined that this was not covered.  The warranty has also expired.  It was suggested that the association have an individual independently look at each patio to determine the need for replacement.  Paul would check with the City to see if they knew of a person who could do this; Vince would also make some contacts.

During the month of June there will be a walk through regarding the wetlands.  Jean, Susan, and Art want to be present.  A back flow study will be done by June 1.

The board discussed the considered concern regarding dog excrement not being picked up by individuals from 1819 Cedar Springs Lane.  A letter has been sent and personal contacts have been made.  Paul and Jean indicated they would attempt a personal visit with the owner.  The CC&Rs indicate that a fine can be charged if the situation continues.

It was decided to reserve July 28 for the community picnic.  Paul will check to see if this conflicts with any other events in Anacortes. No location was selected.

Naomi mentioned that the March minutes were not on the association blog.  Art and Paul will work on adding them. 

Naomi also mentioned that the mailboxes might need some cleanup after the winter months.  No action was taken.

The next scheduled meeting of the board will be Wednesday, July 25, at 5 p.m. at the home of Art Shotwell. 

The meeting was adjourned.

Respectfully submitted,

Naomi Hanson, Secretary

Minutes of March 21, 2012 Board meeting

Cedar Springs Homeowners Association
Board of Directors Organizational Meeting
Wednesday, March 21, 2012

Present: Art Shotwell, Paul Stannert, Jean Taylor, Susan Miller and Vince Sellen
The meeting was called to order at 5:10 p.m. by Paul Stannert.

It was agreed that notice shall be posted at both mailbox locations two weeks prior to Board meetings, as both a courtesy and an invitation to interested homeowners. 

Art Shotwell reported that the ACH program as a means for paying monthly dues is ready to be implemented beginning April 1, 2012 – as scheduled.

Susan Miller presented a plan for this year’s Landscaping project for non-wetland areas which was approved.
It was approved that a letter be written and delivered to Mary Helene Halsey per 11.10 of CC & R’s regarding animals –  to include allowing a dog to run at large and for the non-removal of animal waste from common areas  within and around 1819 Cedar Springs Lane.

It was approved that Jean Taylor get a bid from Eager Beaver on limb and or tree removal as necessary at 1909 Cedar Springs Lane.  Appropriate action will be agreed to by the board with the City’s approval. 

Vince Sellen reminded us of the importance of calling 911 when any activity appears out of the ordinary.

It was approved that the 2012 Landscaping Agreement with Simply Yards be accepted as written in 2008.  An addendum will be written by Susan Miller, approved by the board and submitted to Simply Yards that prevents the application of pesticides and or herbicides within the protected areas.

A fresh look at patio replacements for 1802, 1804, 1806, 1808, 1810, and 1812 to include possible insurance coverage will take place before our next meeting which is scheduled for 5:00 p.m. on May 9, 2012 at Jean Taylors.

The meeting was adjourned at 6:30 p.m.

Respectfully submitted,
Paul Stannert for Naomi Hanson (Secretary)

Minutes of Jan. 18, 2012 Board meeting

Cedar Springs Homeowners Association

Board of Directors Organizational Meeting

Wednesday, January 18, 2012

Present:
Naomi Hanson
Gretchen Sellen
Vince Sellen
Art Shotwell
Paul Stannert
Jean Taylor

The meeting was called to order at 5:10 p.m. by Paul Stannert.  Officer and board designations were discussed.  The following officers and board were appointed:

President:  Paul Stannert
Vice President:  Vince Sellen
Secretary:  Naomi Hanson
Treasurer:  Art Shotwell
Board Member at Large:  Jean Taylor
Landscape Coordinator:  Susan Miller

It was suggested that an attempt be made to also have a board member from 39th Court. 

Inasmuch as the membership voted at the January 14 annual meeting to increase the monthly dues from the board recommended $215 to $225, it will be necessary for the Automatic Clearing House (ACH) Bank Withdrawal forms be revised to reflect that amount.  Some of the forms were updated at the annual meeting.  Board members will make contact with those who need to revise their initial ACH or those who have not as yet completed a form. Automatic withdrawal will begin April 1.  The board will also provide each homeowner not in attendance with a handbook which sets forth important information regarding the HOA.

Art Shotwell indicated that he will be responsible for picking up the mail.  This will give him an opportunity to collect all invoices, make copies, and approve payments by Furin and Company.  Art will be the contact person with Furin and all questions should go through him.  In the same vein, Susan Miller will be the contact person with Simply Yards.  Cedar Springs has an account with Bayshore for photocopying if needed.

Future meetings for the Board of Directors were decided as follows:
Wednesday, March 21, 5 p.m., Home of Paul Stannert
Wednesday, May 9, 5 p.m., Home of Jean Taylor
Wednesday, July 25, 5 p.m., Home of Art Shotwell
Wednesday, September12, 5 p.m., Home of Naomi Hanson
Wednesday, November 14, 5 p.m., Home of Susan Miller

Action items that will be worked on in the coming months will be the caulking of leaking eaves, patio replacements for 1802, 1804, 1806, 1808, 1810, and 1812, dryer vent cleaning, cancellation of earthquake insurance for personal property, and replacement of dead shrubs.

The meeting was adjourned at 6:00 p.m.

Respectfully submitted,
Naomi Hanson
Secretary

Annual Homeowners Meeting of Jan. 14, 2012

Cedar Springs Homeowners

Annual Meeting

January 14, 2012

Anacortes Public Library Meeting Room

In attendance were Paul Stannert, Vince Sellen, Gretchen Sellen, Paul Davallou, Anita Dale, Jan Martin, Jerry Martin, Naomi Hanson, Don Hanson, Candy Cooper, Paula Dinnel, Doug Wing, Mary Helen Halsey, Art Cawrse, Marilyn Cawrse, Stepahnie Daly, Alex Taylor, Jean Taylor, Jill Rothman, Lexie Lamborn, and Art Shotwell.  There were proxies from Clare Hogg and Barbara McLendon (Art &n Marilyn Cawrse), Dan & Sally Casey and Rebecca Flint (Jean Taylor), Carol Mays(Vince Sellen).

Welcome and Introduction
The meeting was called to order By Paul Stannert at 10:08 AM.  The Board members were introduced and  the homeowners introduced themselves.  Paul Stannert introduced our guest Janet Cray from Aqua-Terr Systems. 

Wetlands Management Report
The Wetlands Management report was moved to the beginning of the meeting so Janet Cray could leave.  It was announced that the city has approved the Wetlands Management plan.  Janet Cray the representative from Aqua-Terr gave us an overview of the plan, and stressed the importance of having this so that we would know what was permitted in our extensive wetlands.  All homeowners present were given a brochure with some information, but if you have questions about what is permitted in the wetlands (critical areas) or would like to see the plan please get in touch with Susan Miller our landscape coordinator. 

Previous Meeting Minutes
The minutes of the 2011 Annual Meeting were read and approved.

President’s Report
Paul Stannert stated that The Wetlands Management Report was a surprise to many but it was undertaken because of questions posed at the last Annual Meeting, as well as concerns from the city about some trees that were removed from the wetlands.  We now have a document that will help us deal with our wetlands for the foreseeable future.  This plan is the first of its kind in the city.

Treasurer’s Report
Jerry Martin reported that our reserve account was down because of an increase in water bills, and paying for the Wetland’s Management Plan.  He announced that the board had suggested, at the urging of our accountants, opening an ACH (automatic bank withdrawal) account at Whidbey Island Bank.   The ACH account would begin on April 1st
A motion was made to open an ACH account at Whidbey Bank.  It was tabled until the budget discussion.

Landscape Report
The coordinator was unable to be at the meeting so there was no landscape report.

Election of Board Members
The following homeowners were nominated and elected: Art Shotwell, Jean Taylor, Paul Stannert, Susan Miller, Naomi Hanson, and Vince Sellen.

Budget
A motion was made and seconded to have the Homeowners Association set up an ACH account at Whidbey Island Bank.  A discussion followed.  A vote was taken with 17 in favor and one apposed.  The ACH account will go into effect on April 1st.

A motion was made and seconded to add a $25.00 handling fee to the Homeowners dues for those who choose not to use the ACH account. The motion passed unanimously.

A discussion ensued about postponing the scheduled painting for a year in order to repair failing patios.  A motion was made and seconded to postpone the house painting for 2012, and repair the patios instead. The motion passed unanimously.

After a discussion about the need to increase the reserve account, a motion was made to increase the dues by $10.00 to $225.00 per month.  A discussion followed.  The motion passed with a vote of 11 in favor and 7 apposed.  It was pointed out that the ACH forms will need to be revised to reflect the increased dues from $220.00 to $225.00.

A motion was made to approve the budget.  The motion passed with one dissenting vote.

Suggestions to the Board 
Investigate opening a C.D. account for money in the reserve account.  Need to check outside water pipe at 1908 (Rothmans). Paul Stannert and Don Hanson will do some research on personal property earthquake cancellations. 

The meeting adjourned at 12:22.

Minutes of Dec. 13, 2011 Board Meeting

Cedar Springs HOA Special Budget Meeting
December 13th 2011
1801 Cedar Springs Lane

The meeting was called to order at 2:00PM.  Board Members present: Paul Stannert, Jean Taylor, Jerry Martin, Gretchen Sellen and Landscape Coordinator Susan Miller.  Guests were Art Shotwell, Jan Martin and Vince Sellen.

Expenses for 2011
We spent more than we received from homeowners’ dues in 2011.  Our reserve account is down about $5,600 from 2010.  There were some unanticipated expenses for water, the wetlands proposal and landscaping. There are some necessary repairs (patios) that need to be made in 2012.  With the above in mind Gretchen Sellen made a motion to fix the sinking patios at 1802, 1804, 1806 and 1808 at the cost of about $12,500.  Jean Taylor seconded the motion.  After some discussion about deferring some other scheduled maintenance the motion passed unanimously.  Another motion was made by Jerry Martin and seconded by Jean Taylor to raise the dues by $10.00 to $225.00 to go into effect on April 1, 2012.  This motion passed.

Landscaping
There is a 5 year plan to enhance the landscaping.  There are many bare areas where dead plants have been removed.  In 2011 the money was spent on enhancing soil and doing some planting of small shrubs.  This year the board approved $2,500 for the 5 year plan expenses. This is about a third less than in previous years due to budget constraints. Susan Miller will meet with Simply Yards to draw up a plan for this.  If you have concerns about landscaping please call Susan Miller and not Simply Yards.

Art Shotwell will look over the 2012 budget.  The meeting will be continued to December 19th at 2:30 at Stannerts house.

The meeting adjourned at 4:00 PM.

Continuation of Budget Meeting from December 13, 2011
December 19th 2011
the meeting was called to order at 2:30.  Board members present: Paul Stannert, Jean Taylor, Gretchen Sellen.  Guests present: Art Shotwell and Vince Sellen.

Budget for 2012
Art Shotwell presented a budget to the Board.  In 2012 less money will be going to the 5 year Landscaping Plan and money was set aside from the Reserve Fund to repair the damaged patios.  This will be discussed at the Annual Meeting on Jan. 14th.  After discussion of the proposed 2012 Budget a motion was made by Jean Taylor and seconded by Gretchen Sellen to raise the dues for 2012 to $5.00 a month instead of $10.00 a month that had been approved at the Dec. 13th meeting.

Planning for the Annual Meeting January 14th 2011 at 10:00 AM at the Library
As discussed at the December 6th meeting Cedar Springs HOA will be setting up an ACH Account at Whidbey Island Bank.  When this account is opened your dues will be subtracted from your bank account and paid directly to Whidbey Island Bank.  This is a much easier system for the accountants to work with and will save money for the Association in the long run. The starting date for this will be April 1, 2012. There will be an extra charge for those not using the ACH Account. Please bring your bank account information to the Annual Meeting and we can begin this process. 

You will receive a letter soon with more information about the Annual Meeting.

Meeting adjourned at 3:30.

Minutes of Dec. 6, 2011 Board meeting

Cedar Springs HOA Meeting
Dec. 6, 2011
1801 Cedar Springs Lane

The meeting was called to order at 7:00 PM..  Present were Board Members Paul Stannert, Jean Taylor, Gretchen Sellen and Jerry Martin and Landscape Coordinator Susan Miller. Guests were Jan Martin, Art Shotwell and Vince Sellen.

Finances and Budget

Furin & Company, our accountants, suggested we open an ACH (Automated Clearing House) account at Whidbey Bank.  This would allow our dues to be directly drawn out of our accounts.  Furin, would no longer need to deposit our checks and keep track of late payments.  A motion was made to open an ACH account at Whidbey Bank.  It passed by the board unanimously. It was suggested that April 1st be the start date.  While discussing HOA finances and the 2012 budget the board decided to have a special budget meeting on Tuesday the 13th.

Wetlands Proposal

The wetlands proposal has been sent to the city.  We are hoping to have their approval by the general meeting. The biologists who wrote the report will be at the Annual Meeting.

Landscape Report

The landscaping budget for 2012 was discussed, in particular, how much needs to be designated for the five-year improvement plan, and how much should go to wetlands maintenance. We will decide on both at the budget meeting on December 13th.

A motion was made to add the Landscaping Coordinator to the HOA board.  It passed unanimously.

Vince Sellen presented the board with a document titled Cedar Springs HOA Helpful Thing to Know.  This will be given to all homeowners and will be particularly helpful to new owners and rental agents.
 
Annual Meeting

The Annual Meeting will be on January 14th at 10:00 AM at the Library.  New Board members will be elected.  Paul Stannert, Jerry Martin, Vince Sellen and Naomi Hanson  volunteered to be on the board at this time.  Any homeowners interested in serving are encouraged to volunteer at the Annual Meeting.

Next Meeting: Tuesday, Dec.13th at 2:00 PM at Stannerts.  

Annual Meeting: Saturday, January 14th at 10:00 AM at the Library.

Submitted by Gretchen Sellen, HOA Secretary, December, 12, 2011 

Minutes of Oct. 20, 2011 Board Meeting

Cedar Springs Homeowners Association
Board Meeting
October 20, 2011

The meeting was called to order at 7:05.  Present were Paul Stannert, Gretchen Sellen Jerry Martin, Jan Martin, Jean Taylor, Vince Sellen, and Doug Winge.

Financial Update
The current reserves are $54,446.83.  Furin, our accountant, is making some changes and because of this Cedar Springs HOA will need to find a new accounting company.  Paul and Jerry will meet with Furin soon.

Wetlands Maintenance Proposal Update
We have the draft of the wetlands proposal from Jim Wiggins of Aqua-Terr Systems.  The board had a good discussion, but there were many questions about the proposal.  It was decided that we would attempt to have a meeting in November with Jim Wiggins to resolve our questions.

Landscaping Report
There was no landscaping report because Susan Miller couldn’t be at the meeting.

Patios
The work on the patios at 1802, 1804, 1806, 1808 will be postponed for the time being as there aren’t sufficient funds in the reserves to fix the proposed work right now.

Homeowners Announcements

• Make sure to disconnect your hoses by November 1st.  If hoses are not detached the pipes could break.
• There are extra cans of exterior touch-up paint at Alex Taylor’s and Art Shotwell’s as well as at 39th Court.
• Car prowling is becoming a problem in Anacortes.  Be sure to lock your car if it is left outside.
• Look for HOA announcements on the clipboards next to the mail boxes.

The meeting adjourned at 9:15.