Sunland Division 17 Owners Association
March 13, 2019 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, Secretary Lawrence Charters, and Member-at-Large Mike Johnson. Treasurer Jim Jones was absent with an illness.
Approval of Minutes
Minutes of February 13, 2019 meeting were approved as submitted.
Old Business
Adoption of Amendment 5 to Division 17 Bylaws
In order to bring Sunland Division 17’s Bylaws into compliance with newly enacted Washington State law, revisions were drafted by Cindy Rhodes, and presented at the February Board meeting. As Cindy could not attend the meeting, Susan Hamman reviewed the amendments, and stated that, after opening up the amendments for owner comment following the meeting, no changes were proposed. The Board formally approved the amended bylaws and signed the amendment.
Irrigation system leaks
Mike Johnson, after reviewing evidence provided by Sunland Water District, stated he agrees there are four irrigation water leaks in Division 17. Three leaks are in Mt. Baker, and one is on Mendel. At this time, the cost to repair the leaks is not known.
New Business
Division 17 long range planning
Mike Johnson asked the board to approve a series of workshops to explore long range planning in Division 17. The Board agreed, and invited Division 17 members to attend the first workshop scheduled for March 20, 1 p.m. The topic: How to better utilize Sunland North’s open space.
Communications Committee
Lawrence Charters, after reviewing some of his experiences as a new resident, plus information collected from the January owner survey, concluded there were opportunities for improved communication in Sunland North. He proposed a formal Communications Committee, which would incorporate functions now handled separately by the newsletter editor, the website coordinator, and the unofficial Welcome Committee. The Board requested a written statement of roles and duties of the committee for the next Board meeting.
Units to be painted in 2019
Susan Hamman stated letters went out to the twelve units that will be painted in 2019. There is an issue about the number of colors allowed per unit, as some of our documentation doesn’t match how units were originally constructed and painted. The Board sense was that units during the 2019 painting period have a three color option: siding, trim, and door. If a unit wants to retain a fourth color from the original paint job, then they must pay for the paint for that fourth color.
Garage doors
Mike Johnson noted some confusion regarding garage doors and mechanisms. Some of the Division’s documentation states that these are common elements to be maintained by the HOA. This is mentioned in the Rules and Regulations, but also listed as the homeowners responsibility. The Board will examine the issue and possibly redraft the rule.
Officer, Committee and Coordinator Reports
President Update — Gary Fortmann
Construction started approximately a week ago on the Cascadia Loop restoration. Floor framing for 191 is done; wall framing and flooring are the next step. Just before the Board meeting started, the Board received a new 40 page motion from the litigants, contents unknown.
Secretary Update — Lawrence Charters
Nothing to report.
Treasurer Update — Jim Jones
Gary Fortmann introduced the Treasurer’s written report:
Monthly Expense Report: The preliminary February, 2019 Expense report shows our total Operating Expenses for the month were $17,003 which brings the total for the first two months to $39,079, which is $437 over Budget. The cost of acquiring the Injunction Bond ($5,350) more than offset the lower than planned Sunland Water District irrigation water fees. We anticipate that the cost for acquiring the bond will be reimbursed once we file a claim with CAU. At the end of February the Operating Fund balance was $167,653, and following the transfer of $250,000 of Reserves to serve as collateral for the Injunction Bond (described in item 3 below), our Reserve Fund balance totaled $93,458.
Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $167.85 in bank interest during February bringing our Fire Trust Fund balance to $511,139 at the end of February.
Injunction Bond: As approved by the Board at our February 13, 2019 Board meeting, $25,000 was immediately transferred from the Operating Fund to Reserves. This money would normally have been transferred to Reserves at the end of 2018, but was held in Operating Funds for the purpose of acquiring the $250,000 bond that Judge Melly had ordered Division 17 to provide. On February 14 $55,000 was transferred from Reserves at First Federal to First Security. Our certificate of deposit at First Security Bank was cashed in early which provided net proceeds of $50,787.73 after an early withdrawal penalty of $375.89. $250,000 from Reserves at First Security Bank were then sent via wire transfer to the account established by the Injunction Bond Company (wire transfer fee of $20 from Reserves). This was all accomplished before the daily 2 pm wire transfer deadline on February 14. A check payable to Insurance Services Group in the amount of $5,350 was given to Donna Carson so that she could deliver it to the local agent by the end of the business day on February 14, 2019.
Correspondence: Since our last Board meeting letters of welcome were mailed to three new owners and one late payment letter for the 2018 Special Assessment.
Vice President — John Lewis
John volunteered to work on a review and possible revision of SLOA CC&Rs. Committee met once, and is in the process of reviewing original CC&Rs with current CC&Rs, and showing the differences. Based on the study, an attorney will review the differences to see if they are compliant with current law and practice.
Board Member at Large — Mike Johnson
Nothing to report.
Insurance Committee — Donna Carson
Insurance broker wants to see our current budget and assessments to see that there are controls in place to prevent embezzlement, and other financial safeguards. Renewal quotes due by April 10.
Architectural Control Committee — Susan Hamman
There are two pending applications for fencing. The committee is still working on one fence that was built without approval and does not meet Sunland North specifications.
Developed Landscape — Gerry Hatler / Eric Mahnerd
Gerry Hatler reported that dormant pruning is done. Weather permitting, mowing and edging will begin. Pre-emergent weed application, and moss control (landscape) will start soon. Several owners offered kudos for the pruning job.
Exterior Maintenance and Inspection — Doug Hale
Only one reported roof leak as a result of the unusually heavy snowfall. There is one problem with a street lamp, and one downspout was disconnected. Exterior maintenance inspections will start up with good weather.
Open Space — Tom Hamman
The division still has some problem areas with poison hemlock, which the county requires the association eradicate. On Monday, a crew of volunteers from Sunland North trimmed the privacy barrier around the RV lot. This involved roughly 180 feet of trimming. Two truckloads of debris were removed. It was suggested that SLOA increase RV rentals to cover such maintenance in the future.
Newsletter — Kay Hatler
No report.
Welcome Committee — Leah Prince
Five new owner visits were conducted, with four more scheduled.
Website Coordinator — Lawrence Charters
More work needs to be done, but finding things on the Sunland North website is now much easier, and the site displays properly on smartphones, tablets, and computers.
Sunland Water District Update — Al Frank
No report.
Homeowner Comment Period
There were a number of questions about the bond for required to cover restoration work on Cascadia Loop, why it costs so much, and do we get the money back. In response to a question on HOA legal fees thus far., the answer was: roughly $35,000.
Adjournment
The meeting was adjourned at 3:32 p.m.