Sunland Division 17 Owners Association
August 14, 2019, 2:30 p.m. – 4:30 p.m
The Gathering Place, 135 Fairway Drive
Call to Order
President Gary Fortmann called the meeting to order at 2:30 p.m.
Verification of Quorum
Board members Gary Fortmann, John Lewis, and Jim Jones were present and the quorum was met.
Approval of Minutes
The July 10, 2019 minutes were approved as submitted.
Old Business
Board recruitment – Nominations from the floor
No new nominations were brought to the floor. John Lewis moved that nominations be closed. Jim seconded the motion. Motion passed.
Governance Documents Committee
Secretary will offer a report in September.
Discussion of 2020 Reserve Study
Roof replacements are the major cost of the HOA. Jim Jones recommended that a cost analysis be performed of the tile roofs to see if composite roofs replacements would be less expensive because the tile roofs are very labor-intensive. The reserve study will be posted on the website.
Discussion of 2018 Financial Review
Jim Jones presented the financial review that was completed at the end of June. No recommendations were made from our CPA to change our way of doing business. A board member asked if we can have a loss carryforward for the fires at 191/201. Jim Jones said he will find out.
New Business
Clallam Conservation District Proposed Irrigation Project
A federal mandate requires that there will no longer be open irrigation ditches. Therefore, changes are being proposed for the irrigation ditch that runs through Sunland North open space. The proposal includes replacing the existing pipe and moving the pipe underground. We need to see if there is an easement or if the district needs to request an easement from Division 17. Also, the owners of the irrigation system need to be contacted. There are several issues involved and we will need to make some decisions once the easement issues are determined.
Officer, Committee and Coordinator Reports
Architectural Control Committee — Susan Hamman
The ACC committee had only two requests this last month. With the closing sale of 31 Mount Baker Susan received several requests from the realtor to be completed by the HOA. Most of these requests were not the responsibility of the HOA but needed to be completed by the homeowner. Susan recommended that Real Estate Agents be advised that furnace repairs, light bulb replacement, and general home repair items are not the responsibility of the HOA.
President Update — Gary Fortmann
No report.
Secretary Update — Lawrence Charters
Secretary Lawrence Charters was absent, out of the area.
Treasurer Update — Jim Jones
Monthly Expense Report: The preliminary July 2019 Expense report shows our total expenses for the month were $19,042 which brings our total expenses for the first seven months to $215,945 which is $18,232 less than Budget. The delayed timing of the 2019 painting program resulted in actual expenses being $25,000 less than Budget, but Operating expenses were $8,200 over Budget. The unplanned purchase of the Injunction Bond ($5,350) and the higher than planned legal fees have more than offset the lower than planned cost for Sunland Water District irrigation water and minor maintenance. At the end of July, the Operating Fund balance was $120,388 and the Reserve Fund balance totaled $94,416 which excludes the $250,000 from Reserves used for the cash collateral for the bond.
Fire Trust Fund: A progress payment of $105,135 was made to Belfor on July 1 and a second progress payment of $107,014 was made on July 3. The Fire Trust Fund earned $162.76 in interest so at the end of July the Fire Trust Fund balance was $299,885.
2018 Financial Review: Olympic Tax and Business Consulting completed the 2018 Financial Review on June 30, 2019. The report had no findings of concern or recommendations.
Correspondence: Late payment letters were sent to four owners because their third-quarter assessment payments were more than 30 days late.
Vice President — John Lewis
John provided an update on the Cascadia 191/201 refurbishing project. The tile roofs are complete, and the plumbing is underway. The HVAC and electrical will be next. Some painting will need to be done on the exterior in the next week or two. The grass should come back once the water is turned back on. Geoff and his crew will need to take a look at the exterior to see what is required.
Developed Landscape — Eric Mahnerd
The sprinkler head issues have been numerous this spring and summer. The painters have broken some of them and inferior sprinkler valves have caused problems. Geoff and his crew are starting their pruning process.
Open Space — Tom Hamman
The September mowing will be the last one of the season and will probably be done during the first week of September. The poisonous weeds are being kept down.
Communications and Outreach — Kay Hatler
Three welcome visits were made by Leah Prince during this last month.
Sunland Water District Update — Al Frank
The water district mailed out information to our homeowners but basically, we can disregard this information at this time.
Homeowner Comment Period
Fritz Field and Gerry Busch requested an official list of the homeowners so they can check off the ballots as they receive them.
Adjournment
The meeting was adjourned at 3:05 p.m.