Cedar Springs HOA Board Meeting July 30, 2024

 Cedar Springs HOA Special Board Meeting

July 30, 2024 1 PM

Windermere Real Estate Office & Zoom

• Meeting called to order at 1:10
• Attending
• Board Members: Paul Stannert, Art Shotwell
• Zoom: Mary Guard
• Staff:  Brittany Small
• Homeowners: n/a
• A motion was made to submit Art’s Corrected Version of Minutes from the HOA Board Meeting of 6/14/23.  Mary seconded the motion.
• Art said he had no Treasury Report to present for this meeting.
• Art reported that at the present time our 9 month CD earns 4.6%.
• Paul reported that 3 Homeowners are in arrears for one month of their Cedar Springs  dues. This could be due to a transfer of new ownership, but not definitively determined.

• There was a discussion in regards to our Insurance as follows: 
• Call Curtis Payne at least 2 weeks before the end of the year to change our revised calendar year to January through December.  
• There was previously a discussion about the financial advantage of doing this, suggested by Cele at our Annual Meeting on January 27, 2024. 
• The Board needs to check our CC&R’s to determine if they have the power to change our Insurance deductible. 
• Art thought the homeowners were notified that the deductible would change this year from $2,500 ( to the suggestion at our meeting with Curtis Payne of either a $10,000 or $25,000 deductible). The Minutes from the March 16th Special Homeowner’s Meeting has to be reviewed to confirm the above or not.
• If we change to a higher deductible, homeowner’s need to contact their Insurance Company to make an adjustment for the “Loss Assessment” amount.
• There was a discussion in regards to holding a special meeting in the Fall to vote on changing our Annual meeting to the fourth quarter of each year to accommodate our revised calendar year.  If this gets approval, the change will need to be amended in our CC&R’s.  The cost will be approximately $2,000 according to Donna Cunningham (from our last meeting)  
• Paul noted that there are two trees encroaching on Simone Carracciolo’s & Lauren Thorngate’s homes.  Paul suggested getting a bid from Jeff at Deep Roots Tree Service to trim those trees, and any other trees above twelve feet that are problematic. 
• Art proposed that the signor’s on our Heritage Bank Accounts will be Paul Stannert, Art Shotwell & Donna Cunningham.  Mary seconded the motion.
• Paul reported a leak in our sprinkler system caused by the installation of a fiber optic box installed by the City of Anacortes.  They are responsible for the repair.
• The Board needs to meet at the end of August for further discussion on holding a Special Meeting and an Annual Meeting in the fourth quarter, dates to be determined.

• Paul emailed Suzanne to request a date for our August Board Meeting that would be good for her to attend.
• Mary made a motion to adjourn the meeting at 2:20. Art seconded the motion.
• Addendum added 8/21/24: The Cedar Springs Board has added Nadine Christenson as 

a check signer to our account.

      Respectfully submitted,

      Mary Guard, Cedar Springs Interim HOA Secretary                                               

 

 

Cedar Springs HOA Board Meeting June 14, 2024

 Cedar Springs HOA Board Meeting

June 14, 2024
Windermere Anacortes office and via Zoom

·       Meeting called to order at 1pm

·       Attendance: Board Members Paul Stannert, President; Art Shotwell, Treasurer; Mary Guard (Zoom); Donna Cunningham: Windermere Manager; and, Homeowners Simone Caracciolo; Lauren Thorngate (Zoom)

·       Minutes of April 3, 2024 board meeting were checked and signed by Art Shotwell. Suzanne Metcalfe will not serve as Secretary due to personal reasons. Mary Guard will serve as the interim Secretary until the next HOA Annual meeting. Minutes approved.

·       Presidents report:

The landscape at Cedar Springs was contracted and has now been fertilized.

Irrigation is now running on a timer.

Damages & Landscape needs noted below in the last meeting have now been completed or repaired except Ziply damage to 39^th Court & reimbursement to HOA for irrigation repairs.

From Feb. 12, 2024 board meeting: (Landscaping: mulch, lawn maintenance, sprinkler, backflow testing (scheduled for this week). Paul contacted the vendors. Discussed need for fertilizing in spring, timing for starting watering, backflow testing, repair of sprinkler system on 39th Court by Ziply. Mulching discussion, agreed to delay it for now)

Herberth & wife replaced damaged irrigation control head # 3 on 39^th Ct., @ $500.  Also repaired was the Control Box operating system @ $1,500.  This damage was from Zipley Cable Co.  Donna Cunningham will contact them with current expense reimbursement and damage still to be repaired.

The only irrigation damage attributable to Ziply is a portion of the $80 charge for 1. Control 3 Zone 7…building 1804 in front of the house, in the grass area and the planter area.

New Business

·       There was an ongoing discussion of replacement of plants that were lost in this last Winter season.  There is a short list of plants to be replaced.

·       Lauren & Simone both mentioned trees that need to be trimmed.  Per our CC&R’s the HOA landscapers are responsible to trim trees up to 12 feet tall.  The HOA has an arborist that has been used for trees that are taller.

·       There was discussion of the tree impeding the H Ave. south of Cedar Springs Ln. The HOA is responsible for the pruning of this tree to allow for clear passage for walkers.

·       Mary Guard asked to revisit the discussion that our Insurance should run through the calendar year from January 1 through December 31^st.

·       We will need to change our annual Meeting to the last quarter of the year. This will need to be changed in our CC& R’s with a lawyer that Donna will recommend.  He will need to file these changes with the County & State. The cost for this change will be approximately $2,000.

·       Art made a motion to move our Annual Meeting to the fourth quarter and initiate changes to CC&Rs to require homeowners be prepared to cover HOA’s new $25,000 property loss deductible. This would entail all homeowners to reset their personal unit owner’s policies to $25,000 coverage for building loss and loss assessment. Donna will work with an attorney to get CC&R revisions written. Those changes will need to be voted on by all homeowners. Motion approved on a 3-0 vote.

Rather than specifying $25,000 as the deductible I think we should use the same language as used in the amendment suggested by Donna. 

“C)  The minimum Reas Property coverage for an owner policy shall not be less than the amount of the deductible for the Association’s policy of Property Insurance, or any greater amounts as may be established by the Board.

D)  The minimum Loss Assessment coverage shall be the amount of the deductible for the Association’s policy of Property insurance.”

·       It was noted that there is some fascia & railing damage at 1803 Cedar Springs Lane.  Donna will look at the best way to approach this repair.

·       Paul said there was building water damage to unit 1807 garage. Donna will initiate repairs.

·       Mary asked about dryer vent cleaning. Board discussion centered around safety issue of allowing lint buildup in individual dryer vents. Last year, as far as we can tell, only 15 owners had their dryer vents cleaned. Mary pointed out the cost of cleaning would be much less per household for groups. Paul concurred. Art made a motion; “The HOA will add biennial dryer vent cleaning to the Association’s responsibilities, starting in 2024.” Motion approved on a 3-0 vote. Mary said she’d like annual cleaning. We can discuss again next year.

·       Board set next meeting for July 30 at 1pm at the Windermere Office.

·       Annual Summer Picnic. Board approved August 10 at 3pm for the annual picnic. Simone will handle preparations.

Respectfully submitted,

Mary Guard, Cedar Springs HOA Secretary

 

Cedar Springs HOA Board Minutes - April 3, 2024

Cedar Springs HOA Board Meeting

April 3, 2024 2 PM

Windermere Real Estate Office & Zoom

●      Meeting called to order at 2:05

●      Attending

○      Board Members:  Paul Stannert, Art Shotwell, Suzanne Metcalfe

○      Zoom: Mary Guard

○      Staff:  Donna Cunningham

○      Homeowners: Doug Winge, Lauren Thorngate, Renate Staab-Yankancy, Joan Mickelson

●      Treasurer

○      Paul nominated Art to be our new treasurer. Suzanne seconded. Motion passed. 

●      New Board Positions, Approved by Board 4/3/2024

○      President: Paul Stannert

○      Treasurer: Art Shotwell

○      Member at Large: Mary Guard

○      Secretary: Suzanne Metcalfe

○      Landscaping: Windermere Manager

●      Approval of Minutes of 2-16-2024

○      Art moved to accept minutes from 2-16. Suzanne seconded. Motion passed.

●      President’s Report

○      Art moved to transfer $6,563.26 in 2 segments as it is needed. Paul seconded. Motion passed.

○      Landscaping: mulch, lawn maintenance, sprinkler, backflow testing (scheduled for this week). Paul contacted the vendors. Discussed need for fertilizing in spring, timing for starting watering, backflow testing, repair of sprinkler system on 39th Court by Ziply. Mulching discussion, agreed to delay it for now. 

●      Treasurer’s Report

○      No report

●      Secretary’s Report

○      No report

●      Manager’s Report

○      No report

●      Old Business

○      Still gathering bids from Insurance companies. Discussed earthquake. Joan M got a quote that was less. We discussed getting bids for earthquake. We strongly recommended owners talk to their insurance companies. 

●      New Business

○      Discussed when owners can remove or add plants around their homes. Need to make requests of the board. 

○      Mailboxes: No money in this year’s budget. In reserve for 2026.

●      Next Meeting Scheduled: June 14 1:00 PM

●      Meeting adjourned 4:35

Notes by Suzanne Metcalf, outgoing Secretary

Verified by Art Shotwell, interim Secretary

Cedar Springs HOA Special Meeting March 16, 2024

Cedar Springs Homeowners Association
2024 Special Association Meeting
March 16, 2024
Zoom and In Person

 

CALL TO ORDER 10:15 in the Windermere Conference Room & on Zoom

ROLL CALL

Present: Stannert (1801), Thorngate (1802), Caracciolo (1804), Mickelson (1815), Winge (1817), Perry (1819), Cawrse (1902), Harper (1909), Shotwell/Lamborn (1910), Strandberg (1802 Ct.), Janicula (1811 Ct.), Guard (1813 Ct.)

 

Zoom:  Metcalfe/Terrell (1903), Kudelko (1809)

 

Proxy: Laiche (1806), Welchko (1807), Radke (1901), Gauthier (1813)

 

Absent: Petrin (1808),Vorel (1810), Rietzel (1811), Kezar (1803), Dale (1805), Moore (1907), Yankacy (1812), Petro (1908), Westlake (1804 Ct.), Theny (1806 Ct.)

 

NEW BUSINESS

Curtis Payne from Farmers Insurance answered questions about insurance rates, coordinating personal insurance and HOA insurance, and options of raising deductibles. 

 

Rates going up 20-80 percent across the board because of natural disasters around the country. Ours went up 25%. One way to decrease this is to increase deductible and have owners increase their personal coverage. 

 

CCR’s require that owner’s have and submit proof of personal insurance that covers HOA insurance deductible (currently $2,500). Owners can have your insurance company send it to Windermere. 

 

Our current policy rebuilds the building back to how you purchased it. Owners advised to talk to your insurance agent about what needs to be covered, including upgrades to flooring, cabinets, etc. Each owner should have photos of improvements that have been made. Can provide these to Windermere. Any improvement above $1,000 should be reported to HOA. 

Condo insurance covers all buildings. Deductible is per event. Current deductible is $2,500. If we increase HOA deductible to $25,000, then homeowners need to increase their coverage to at least $25,000. We have to police these. Several homeowners reported that increasing their coverage was less than $25 per year. 

 

Curtis discussed HO6 which covers your belongings, liability, and is designed to cover losses to the structure of your unit that your condo association's master policy won't.

 

Earthquake insurance: also went up quite a bit. It has the same coverage with a 10% deductible. Always catastrophic policy. $1.5 million deductible. We renewed Farmers at the current rate so we’d have continuous coverage. Most likely will do this for March as well.  At the annual meeting, we expected a 10% increase and approved $34,000, but it went up much more and we have a $6,563.26 shortfall.

 

Insurance currently runs from Feb 25 - Feb 24. Earthquake gets big payment in Feb and then spread out over next months thru Dec 31. 

 

$25K deductible would save a good bit. Must make sure that each homeowner has coverage.

 

Mary Guard made a motion to transfer $6,563.26 from the operating budget to the insurance budget. Art Shotwell seconded. Discussion included option of dropping earthquake insurance, getting quotes from other agencies (Sate Farm, American Family, CAI). Motion passed.

 

Motion: Art Shotwell made a motion to get 2 more estimates at each deductible ($2,500 & $25,00) and before the end of year, inform homeowners that there’s a possibility of raising deductibles and to also pursue changing start/ stop dates to Jan1/Dec 31. Joan Mickelson seconded. Discussed changing deductible to 25K, but need time to get homeowners on board. Will use docusign when needed to get owner’s signatures of proof of insurance. Motion passed.

 

Meeting adjourned at 12:19

 

Next board meeting: TBA

Respectfully submitted by Suzanne Metcalfe, CS HOA secretary

Cedar Springs HOA Special Board Meeting Minutes February 16, 2024

Cedar Springs HOA Special Board Meeting
February 16, 2024 2 PM
Windermere Real Estate Office & Zoom 

●      Meeting called to order at 2:05

●      Attending

○      Board Members:  Paul Stannert, Art Shotwell, Cele Westlake, Suzanne Metcalfe

○      Zoom: Mary Guard

○      Staff:  Donna Cunningham

○      Homeowners: Kippy Stranberg, Joe Terrell

●      Insurance cost discussion

○      Heather Ladd from State Farm presented a quote, suggested the option of insuring each building separately, answered questions about individual insurance coordinating with HOA insurance, loss assessment coverage, and options. Suggested keeping earthquake insurance with our current company, Farmers. 

○      We discussed various deductible options and consequences, amount of coverage homeowners be required to have, insuring entire complex versus each building.

○      Art made a motion to continue HOA insurance at $2,500 deductible and schedule a special meeting with owners to discuss insurance. Cele seconded. Motion passed. 

○      Cele moved to send a letter calling for a special HOA membership meeting to discuss insurance and possibility of raising dues. Mary seconded. Motion passed.

■      The board will look at options and present its recommendation.

■      Let homeowners know of their responsibility regarding individual insurance coverage.

■      Plan to have an insurance agent present to answer questions.

●      Special HOA meeting scheduled for March 16, 2024 

●      Cele discussed damage done by Ziply. Ziply will pay for the damage from the installation. Water lines need to be cleared out. Suggested that we have Herberth do this. 

●      Brief discussion about mulching and landscaping. 

●      Meeting adjourned 3:57

Respectfully submitted,

Suzanne Metcalfe, Cedar Spring HOA Secretary