Sunland Division 17 Owners Association
October 9, 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, Susan Hamman, Michael Johnson and Lawrence Charters were present.
Approval of Minutes
The minutes of the September 11, 2019, annual meeting were approved as amended.
Old Business
Clallam Conservation District proposed irrigation project update
John Lewis said that he has handed off the project to Mike Johnson. In response to a question, Mike noted that the project is not confined to Sunland North; the irrigation ditch starts just north of Olympic Highway, moves down Evans, crosses Sequim-Dungeness, and then eastward down Woodcock, crossing farmland and the Sunland North greenbelt along the way.
New Business
Landscape maintenance contract
Mike Johnson is working with Eric Mahnerd and the contractor on a contract for 2020. A projected price increase is fairly significant, and Mike suggested the Board put the contract out for bid. The Board agreed.
Selection of Architectural Control Committee chair
Susan Hamman nominated Richard Helmenstine as the new chair for the Architecture Control Committee. The Board approved the appointment.
Selection of Grievance Committee chair (needs to be a board member)
Gary Fortmann volunteered to serve as chair. The Board approved the appointment.
Selection of SLOA observer (needs to be a board member)
Gary will go to October, Susan November, John December, Mike January
Selection of Inspectors of Elections
Tabled until June.
Time, date of Board meeting
The Board decided to keep the meeting time and schedule as is.
Officer, Committee and Coordinator Reports
Architectural Control Committee — Richard Helmenstine
There are two outstanding requests yet to be finished (railings) and one a problem with a mailbox. Robert praised the very thorough records turnover from Susan Hamman.
President Update — Gary Fortmann
The court suit with the Colburns and Bergers has been settled. The injunction bond has been returned and redeposited in the Sunland North reserve fund. Another court hearing is scheduled for Friday, requesting reimbursement of Sunland North’s legal fees.
Secretary Update — Lawrence Charters
The Developed Landscaping and Exterior Maintenance Committees need maintenance requests in written form, and are discouraging requests without such documentation. The committees requested online forms on the Sunland North website, in addition to the written and PDF (Acrobat) forms. After some development and testing, the forms are now live:
Landscape Maintenance Request form: https://sunlandnorthownersassociation.com/homeowners-forms/landscape-maintenance-request/
Exterior Maintenance Request form: https://sunlandnorthownersassociation.com/homeowners-forms/sunland-north-exterior-maintenance-request/
Treasurer Update — Susan Hamman
Monthly Expense Report: The preliminary September 2019 monthly expense report shows our total expenses for the month were $13,341, which brings our total expenses for the first nine months to $250,598. The 2019 painting program was delayed, which was the primary reason that our actual expenses were $59,761 less than the budget projection. The invoice for the painting is in process for payment in October. However, we are still $11,871 over budget year to date, due to higher than planned legal fees.
The injunction bond of $250,000 was returned to the Division 17 Reserves by court order. This was deposited by wire transfer into the Reserve account on 9/26/19.
At the end of September, the Operating Fund balance was $93,586 and the Reserve Fund balance totaled $344,751.
Fire Trust Fund: There were no expenses from the Fire Trust Fund in September. The Fund earned $142.83 in interest so, at the end of September, the Fire Trust Fund balance was $300,195.57. Two transfers in the total amount of $181,471.23 were made in late September from the money market account to checking to pay two Belfor invoices.
First Federal Ridgetop Money Market: While at First Federal signing signature cards, Division 17 was offered (and accepted) a new interest rate on the money market account of 0.75%. The only requirement was a minimum balance of $10,000 to open the account. Since the Reserves are in that account, the minimum balance was more than met.
Treasurer duties: were transferred from Jim Jones to Susan Hamman following the September 11, 2019, Annual Meeting and Election. All signature transfers have taken place at the bank and Jim is providing on-going training for me as I transition into the Treasurer position.
Susan reminded everyone that the 4th quarter assessments are due.
Two thank-yous were sent in, thanking the board for their work.
Vice President — John Lewis
Regarding the restoration project, John stated that essentially all exterior work has been completed. All basic utilities have been roughed in, tested, and signed off by the county inspectors. Insulation and drywalling will start soon. Essentially, all remaining work is interior finishing.
Board Member at Large — Mike Johnson
The landscape contracting for 2020 will go out for bid. Two trees need to be trimmed or removed. Mike noted that there are other trees that need assessment and possible attention.
Insurance Committee — Donna Carson
No report.
Developed Landscape — Gerry Hatler / Eric Mahnerd
No report.
Exterior Maintenance and Inspection — Doug Hale
Mike Johnson said he will encourage Doug to look into a moss inspection.
Open Space — Tom Hamman
Tom said there was nothing to report, noting that rain does wonders.
There was a suggestion from the floor that we examine again the possibility of haying the open space. Mike Johnson and Tom Hamman will look into this.
Communications and Outreach — Kay Hatler
The quarterly newsletter went out early this week.
Sunland Water District Update — Al Frank
The water district had a presentation by the League of Women Voters on the Dungeness Valley watershed. According to all reports, it was very informative, and owners are encouraged to see it if it is offered again. The water district will have a 3% fee increase next year, which amounts to around $37 per unit. This is independent of the Division 17 irrigation bill.
One more thing
Gary Fortmann offered “one last item,” saying SLOA has asked about a modification to the RV park. No details are available at this point.
Homeowner Comment Period
There was a question about landscape bark renewal next year: is this part of the landscape contract? Answer: no, bark renewal is a separate effort, and the cost comes out of the reserve fund.
Adjournment
Gary Fortmann adjourned the meeting at 3:06 p.m.