April 2020 Board Minutes

Notes: The March Board meeting was canceled in accord with national guidance on meetings, particularly with at-risk populations.

In April, Washington State’s Stay Home-Stay Healthy directive essentially prohibited gatherings except those persons normally resident in a given home. Associated directives also state that agencies and associations can meet for “necessary and routine matters” without including the public, as long as the meeting agenda and decisions are made public.

In accord with the Washington State Stay Home-Stay Healthy directive, the regularly scheduled Division 17 Sunland North Board of Directors meeting for April 8 was held but was limited to Board members only, without regular members or Committee leads. The meeting covered subjects that were time-sensitive or had fixed deadlines. Committee leads provided their Board liaisons with material they wished to report via electronic correspondence.

Sunland Division 17 Owners Association

April 8, 2020, 2:30 p.m. – 4:30 p.m.

In accord with the Washington State Stay Home-Stay Healthy, this meeting was limited to Board members, only, without regular members or Committee leads.

Call to Order

President Gary Fortmann called the meeting to order at 2:31 pm.

Verification of Quorum

All Board members were present.

Approval of Minutes

Minutes of the February 12, 2020 meeting were approved as submitted.

Old Business

Irrigation district piping status report

Mike Johnson reported that the irrigation district piping project through Sunland North property is essentially complete. A screen needs to be installed over the inlet, and lids installed over the vaults. Additional seeding is required in the northwest corner of Sunland North, at the corner of Sequim-Dungeness and Woodcock. As of late last week, the irrigation district was still waiting on the fabricator for the screen and lids. Because this is a public works project in support of agriculture, the Clallam Conservation District declared this essential business, and work could proceed during the state’s Stay Home, Stay Healthy directive.

The northwest corner will also be affected by the county’s roundabout construction at Sequim Dungeness and Woodcock, though when this project might begin is not clear. There was discussion of possibly planting trees and shrubs to help screen traffic and block the wind, while not blocking mountain views. Mike said he would try and get planning documents for the roundabout from the county as this will help with planning where to put greenery.

The Board discussed the use of temporary No Trespassing signs until the required easement for the pipeline has been recorded. The Board agreed to purchase and post No Trespassing signs.

Cascadia Loop restoration status report

The physical work on the Cascadia Loop fire reconstruction project is complete. The contractor considers work to be finished, but some inspections and certifications are outstanding. Division 17 hired an independent inspector to inspect work and provide the Board a report.

New Business

House painting for 2020

The Board reviewed a bid for those homes scheduled for painting in 2020. The contracts cover one Cascadia Loop triplex and a Mt. Baker duplex. The Board approved a motion to award the contracts.

Moss abatement for 2020

The Board reviewed a moss abatement contract and approved a motion to award the contract.

Reserve study direction

Treasurer Susan Hamman expressed concern that recent reserve studies have been based on a foundation of assumptions that need to be reexamined. For example, the majority of homes in Sunland North have concrete tile roofs, which are expensive to replace, and expensive to repair. While the life expectancy of such roofs is in the 50 to 70-year range, reserves may not be sufficient to cover such an expense, at current rates of accrual.

The Board agreed on a need to review the foundational assumptions, but this will take time and consultation with the Sunland North community. The long-range planning workshops, once they can be restarted, should provide useful insights. For the current year, the Board agreed to continue with the existing reserve study contract, using existing assumptions.

Financial review decision

Susan Hamman discussed the requirements for an annual financial review, and noted she was pleased with the firm that conducted last year’s review, and recommended we continue to use the firm. The Board approved the motion.

Insurance renewal decision

Susan Hamman, on behalf of the Insurance Committee, discussed the renewal of Sunland North’s insurance policy with Community Association Underwriters. There was extensive discussion over what the HOA might do in the future to mitigate insurance costs, but she recommended acceptance of the policy for 2020-2021, which was within the budgeted amount. The Board approved the motion.

Officer, Committee and Coordinator Reports

President Update — Gary Fortmann

No report beyond items noted above.

Secretary Update — Lawrence Charters

The Communications and Outreach Committee sent out the spring newsletter. Welcome visits are currently on hold. The Board asked about an issue regarding Internet domain names, and Lawrence said he would follow up.

Treasurer Update — Susan Hamman

Monthly Expense Report: The preliminary March monthly expense report shows our total operating expenses for the month were $12, 816 which brings our total year to date expenses to $48,160. No accounts were in arrears as of the first quarter. An e-mail reminder notice was sent to unit owners about the second quarter assessment being due April 1, 2020.

Fire Trust Fund: A payment was made to Belfor on March 24 in the amount of $10,000. The fund earned $2.34 in interest in the month of March. The Fire Trust Fund balance at the end of March was $9,224.17.

The last Estes building came into the HOA officially in March with the sale of 231 Mt. Baker. 221 Mt. Baker is pending sale. The building was added to the CAU insurance policy.

Vice President — John Lewis

No report beyond items noted above.

Board Member at Large — Mike Johnson

Mike asked members to foster a tree. He was given a number of trees by Clallam Conservation District for planting along the border of the area churned up by the irrigation project. The plants are in pots, and Mike would like members to “foster a tree” until the trees can be planted in the green space.

There was a short discussion on the proposal to change the name of the Open Space Committee to Natural Habitat Committee. The motion passed.

Mike noted three large trees in Mt. Baker need to be removed before they become a threat to homes. The trees are in a confined space between homes and will only grow larger. The Board agreed, pending agreement by the unit owners.

Architectural Control Committee — Richard Helmensteine

Richard sent in an electronic report of recent requests, including: a request for rear porch step replacement with wider steps; a request to extend a patio with a fence, gate, and artificial turf in the rear of the unit; a request to install pavers over existing cracked patio and replace rear gate; a request to replace existing steps with smaller steps and add a safety rail; a request to install solar tubes.

Homeowners of units scheduled for painting should select any color changes and submit them using to the Architectural Control Committee. If there are questions, please contact Richard as the ACC chair is here to help.

Insurance Committee — Donna Carson

No report, beyond renewal of insurance as noted above under New Business.

Developed Landscape — Gerry Hatler / Eric Mahnerd

Due to the state’s restriction on work activities, landscaping is proceeding slowly. Owners are asked to have patience.

Exterior Maintenance and Inspection — Gerry Busch

Gerry submitted an electronic summary of work. Sunland North brought on a handyman, referred by Doug Hale. The handyman is licensed, bonded, and insured, and was used by Doug when he was active in real estate. At the direction of the board, his first project was repair of some front fence posts on Cascadia. He repaired the tops of both posts and did some additional caulking that was marked by the homeowner. Before he could complete the painting, the state’s stop work order put a halt to the project, as he is covered by the restrictions on non-essential construction. Our plan is to have the handyman work on projects roughly one day a week, once work restrictions are lifted.

Gerry and Mike Johnson did a walk-around and visual inspection of roofs due for moss removal and gutter cleaning. A prioritized list was created and submitted to a contractor for bid.

As of April 6, the Committee To-Do list has three issues of concrete repair and 14 issues of exterior maintenance. Nearly all of those exterior issues are leaking gutters and various degrees of rot as a result. After restrictions are lifted, the handyman’s first task will be to address leaking gutters on the triplex unit that will be repainted this year.

Gerry noted his role in the annual painting process has not been explained, and he is awaiting further instruction.

Gerry reminded the Board that he is acting as a temporary committee chair, and the Board will need to find a new, permanent committee chair by the annual meeting.

Natural Habitat Committee — Tom Hamman

Volunteers are starting to spray for poison hemlock, designated by the county as a noxious weed that landowners must control.

There have been a number of complaints about pet waste: all pet waste must be picked up. This doesn’t apply just to homeowner lawns; this applies to all Division 17 property.

One particular owner was mentioned as a repeat violator of the policies on pet noise and pet waste. A letter will be sent to the owner by the President, referencing fines for such violations.

Communications and Outreach — Kay Hatler

As noted above, the spring newsletter was distributed and is available on the website.

Sunland Water District Update — Al Frank

Al Frank ask that the Sunland Water District message of April 3 to customers be used in lieu of his report:

In keeping with the proclamation issued by the Governor of the State of Washington on April 2, 2020, the closure of our office shall remain in effect until 11:59 pm May 4, 2020. At that time, we will re-evaluate whether this closure will continue or the office can open safely to the public. We will update this notice at that time.

If you have a water emergency or have questions, call our office for the emergency number or leave a voicemail, 360-683-3905. We are monitoring our voicemail and one of our employees will return your message. Our emergency numbers can also be found on our website (https://sunlandwater.com) under “Contacts.”

Our office staff is working from home and will answer your email and voice messages as quickly as possible.

If you’d need to make your 2nd quarter payment of $322.00, please mail your check or money order payment to SunLand Water District, 5762 Woodcock Road, Sequim, WA 98382. Payments are being collected daily and will be deposited on a weekly basis. We are unable to accept cash payments at this time.