Sunland Division 17 Owners Association
December 5, 2018 2:30 p.m
The Gathering Place
Call to Order
President Gary Fortmann called the meeting to order at 2:30 p.m.
Verification of Quorum
Present were President Gary Fortmann, Vice President John Lewis, Treasurer Jim Jones, Secretary Lawrence Charters, and Member-at-Large Mike Johnson.
Approval of Minutes
Minutes of the October 10, 2018 meeting were approved as presented.
Minutes of the November 7, 2018 meeting were approved as presented.
Old Business
Ad hoc committee on CC&Rs
The ad hoc committee is analyzing RCW (Revised Code of Washington) 64.90 as basis of the Division 17 Covenants, Conditions and Restrictions (CC&Rs) versus staying with RCW 64.38. Gary Fortmann, at the request of the Board, brought up this issue at the last SLOA meeting. He reports that SLOA is not ready to consider the issue.
Jim Jones, as chair of the ad hoc committee, reported on the progress made by the committee. The committee has had one meeting, and is reviewing the text of the law.
Owner survey
An online survey of Sunland North owners has been created. To test it, the survey will be sent out in the next week to board and committee leads.
New Business
Landscape maintenance contract.
Michael Johnson presented a draft landscape maintenance contract for 2019. Because of time constraints, the Board voted to review the contract, and vote on approval electronically. If confirmed, the President will sign the contract before the end of 2018.
Year-end transfers to Reserve Fund
Jim Jones reported that, due to increased expenses, year-end transfers to the Reserve Fund will be less than originally planned.
Responsibilities of owners who are renting their units.
John Lewis reported that a landlord, in the process of moving from one renter to another, had their home pressure washed. The landlord’s contractor also pressure washed the roof and in the process damaged the tile on the adjoining unit. The cost of repair to the roof will be billed back to the landlord.
Lewis proposed that we compile a complete list of rental units, and send landlords a reminder letter of their responsibilities under CC&Rs. Landlords also should be reminded of the fines for violating these rules. SLOA does have a committee chair responsible for coordinating rental units.
Jim Jones proposed that a letter be sent reminding this particular landlord of the violation, and the need to pay the repair invoice promptly.
Officer, Committee and Coordinator Reports
President Update
Gary Fortmann reported that this Friday (Dec. 7) a motion on allowing a construction permit to restore the property on Cascadia Loop is being considered by the judge.
Secretary Update
Lawrence Charters reviewed present and proposed improvements to the Sunland North website, in coordination with other communications activities.
Treasurer Update
Jim Jones provided the following report:
Monthly Expense Report: The preliminary November 2018 Expense report shows our total expenses for the month were $10,821 which brings our year to date total expenses to $278,889. Operating Expenses are $19,690 higher than Budget due primarily to our 2018/2019 insurance, landscaping, and legal expenses all being higher than planned which is partially offset by lower than planned minor maintenance expenses. At the end of November our Operating Funds totaled $72,183, and our Reserve Funds totaled $290,794.
Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $147.90 in bank interest during November. At the end of the month the Fire Trust Fund balance was $510,647.
Correspondence: Jones sent letters of introduction to two new owners since our last Board meeting.
New Business: Year-end transfers to Reserve Fund
During the first 11 months of the year we have transferred $53,827 to the Reserve Fund to cover the expense of the 2018 painting program and concrete repairs to a patio. Our Budget for transfers to Reserves for the full year is $105,000. At the end of November, we had $82,183 in Operating Funds. Our anticipated Operating expenses in December will be approximately $12,000, and our anticipated income from the unpaid special assessments (42) is approximately $5,880. Therefore, our Operating Fund will be at approximately $76,000 by year end. It has been our policy to maintain our Checking account (Operating Fund) at approximately $20,000. Transferring the excess Operating Funds ($56,000) to Reserve Funds will result in total transfers to the Reserve Fund for the year of $109,827 which will be approximately $4,800 over Budget.
The treasurer requested the Board’s approval that we end the year with approximately $20,000 in our Checking account by transferring excess Operating Funds to our Reserve Funds.The Board approved this request.
Vice President
John Lewis introduced Doug Hale as the new exterior maintenance chair.
Board Member at Large
Mike Johnson briefly mentioned some exterior maintenance issues, and thanked Doug Hale for volunteering as exterior maintenance chair.
Insurance Committee
Donna Carson reported that the insurance committee needs better communication with insurance in case of a claim. The current claim was muddied a bit because both the insurance company and the board had legal representation, and sometimes communication was less than clear. It was a struggle to keep the adjusters, attorneys, and the Board coordinated.
Architectural Control Committee
Susan Hamman reported that there was another pest issue, but otherwise no recent issues.
Developed Landscape
No report.
Exterior Maintenance and Inspection
Michael Johns reported the moss control inspection is completed, and appropriate measures will be taken.
Open Space
Tom Steffen reported on the ongoing issue with poison hemlock. The association may need additional volunteers to help to deal with the problem when it gets warmer and growth resumes.
There was a discussion of who owns the irrigation ditch across the open space.
Susan Hamman reported on the issues of trees bordering the RV park. She talked to SLOA about the trees on the west and south sides, as SLOA owns the RV park but the trees were planted by SLOA on what is now Division 17 property. In addition to encroaching on the perimeter fence, the trees are dropping debris on RVs.
The trees were planted in 1980 to screen the RV park from homes on the top of the hill. The trees are healthy, the trees are growing, etc. Who will pay to trim them? At present, they do not present any problems to Division 17. Susan suggested trimming costs should be shouldered by the RV park.
Susan also mentioned trees behind Cascadia Loop. Many of the trees on the slope are owned by Division 17. Three white pines may need attention. There was considerable discussion about properly line divisions and location of trees, as the upper parts of the slope are owned by another division. At the moment, no trees are coming down.
Newsletter
No report.
Welcome Committee
No report.
Website Coordinator
Lawrence Charters had nothing to add beyond what was offered in the Secretary’s report.
Sunland Water District Update
A volunteer is needed. The Water District meeting is the second Tuesday of every month, 9 a.m., at the Water District.
Homeowner Comment Period
There were questions on what will happen to owners who don’t pay the 2018 special assessment on time.
There was a discussion about accidents at the intersection of Woodcock and the Sequim-Dungeness highway. A roundabout at intersection is funded, with engineering work in 2019 and construction in 2020.
Adjournment
The meeting was adjourned at 3:53 pm