Lawrence Charters, Author at Sunland North

Sunland North April 2022 Board Agenda

Note: While Washington State health officials are permitting meetings, please note it is recommended that unvaccinated folks avoid such meetings, and everyone should wear a mask when in such gatherings to protect others. Clallam County is currently seeing a moderate to high rate of COVID-19 infections. https://www.clallam.net/coronavirus/

Monthly Board Meeting of Sunland Division 17 Owners Association

Wednesday, April 13, 2022, 2:30 p.m. – 4:30 p.m., at The Gathering Place, 135 Fairway Drive

2:30 Call to Order; Verification of Quorum

2:40 Review and approval of March 9 and March 29, 2022, Board meeting minutes

2:45 Old Business

Arborist survey of trees in natural habitat area

New chair of Architectural Control Committee

New chair of External Maintenance

3:00 New Business

Moss Abatement work for 2022

Do-it-yourself reserve study

4:00 Officer, Committee and Coordinator Reports

President Update — Gerry Hatler

Secretary Update — Lawrence Charters

Treasurer Update — Betty Gwaltney

Vice President — Shirley Legg

Board Member at Large — Mike Johnson

Architectural Control Committee — Mike Johnson, acting

Insurance Committee — Susan Hamman

Developed Landscape — Tom Steffen

Exterior Maintenance and Inspection — Mike Johnson, acting

Natural Habitat — Sarah Miller

Communications and Outreach — Kathy Gross

Sunland Water District Update — Tom Hamman

4:20 Homeowner Comment Period

If possible, please submit comments electronically, in advance.

4:30 Adjournment

Sunland North March 29, 2022 Board Meeting Agenda

A copy of this agenda may be found here: https://sunlandnorthownersassociation.com/ownerinfo/agendas-minutes/march-2022-board-agenda-insurance/

Note: this will be an abbreviated Board meeting. There will be no routine committee reports, and only two agenda items on time-sensitive topics. This will be a virtual meeting via Zoom. A link to the meeting follows the agenda.

March 29, 2022, 2:30 p.m. — 3 p.m.

Board Meeting Agenda

This will be an abbreviated meeting to review and approve two time-sensitive matters. The usual agenda will be suspended.

2:30 Call to Order; Verification of Quorum

2:35 Old Business

Review and approval of HOA 2022-2023 insurance policy proposal

Review and approval of landscaping contract

Homeowner Comment Period

If possible, please submit comments electronically, in advance.

3:00 Adjournment

A link to the meeting was sent via email to registered members.

Sunland North March 9, 2022 Board Meeting Agenda

Clallam County currently has an extremely high COVID-19 infection rate, on a per-capita basis. Key volunteers and members have requested that the Board meeting be held virtually. Accordingly, the Sunland North Board meeting will be held via Zoom. Zoom supports audio via telephone dial-in and audio-video via computer, tablet, or smartphone.

A copy of this agenda can be found at the bottom of this message, and also on the web at https://sunlandnorthownersassociation.com/ownerinfo/agendas-minutes/march-2022-board-agenda/

Sunland North members are invited to a scheduled Zoom meeting.

Sunland Division 17 Board of Directors Meeting, March 9, 2:30 p.m.

[Zoom link has been emailed to members]

March 22 Board Agenda

2:30 Call to Order; Verification of Quorum

2:40 Review and approval of February 9, 2022, Board meeting minutes

2:45 Old Business

Arborist survey of trees
Landscaping contract
Chair of Exterior Maintenance
Chair of Architectural Control
SLOA request for natural habitat access to repair Sunland Golf and Country Club flooding

3:00 New Business

2022 Painting Contract
Open new accounts at Pentagon Federal Credit Uniion, and CommunityWide Federal Credit Union
Concerns about pets (dogs off leashes, wandering cats)

4:00 Officer, Committee and Coordinator Reports

President Update — Gerry Hatler

Secretary Update — Lawrence Charters

Treasurer Update — Betty Gwaltney

Vice President — Shirley Legg

Board Member at Large — Mike Johnson

Architectural Control Committee — Jim Rozanski

Insurance Committee — Susan Hamman

Developed Landscape — Tom Steffen

Exterior Maintenance and Inspection — John Lewis

Natural Habitat — Sarah Miller

Communications and Outreach — Kathy Gross

Sunland Water District Update — Tom Hamman

4:20 Homeowner Comment Period

If possible, please submit comments electronically, in advance.

4:30 Adjournment

Notice of Amendments to Bylaws and Rules and Regulations

In December, Sunland Division 17 was required to change its accounting service after our bookkeeper gave notice that they were getting out of the business of providing services to homeowners associations. This forced Sunland North to seek out a new accounting service immediately. It also required the Board, at the January meeting, to make two amendments to Bylaws. One additional, unrelated amendment was made to the Rules and Regulations.

Sunland Division 17 has the same process for amendment of Bylaws and of Rules and Regulations. In either case, the Board of Directors, at a regular Board meeting, proposes and votes on an amendment. The proposed amendment is then submitted to the membership (owners) for review, and at the next regular Board meeting, the membership can make comments and ask questions about the proposed amendment before the Board votes on ratification of the amendment.

As our former bookkeeper’s office address was also our registered office address, this required a Bylaws amendment:

Amendment to Bylaws, Article I, Section 2, Offices: changed from the address of our former bookkeeper to our current CPA. (Change is noted in red on the website): https://sunlandnorthownersassociation.com/governing-documents/sunland-division-17-bylaws/

Our former bookkeeper also co-signed checks. Our current CPA does not recommend this practice, so the Bylaws were amended to require two Board signatures:

Amendment to Bylaws, Article VII, Section 4, Financial Management. In the past, this read as “Withdrawal of monies from the accounts shall be only by checks co-signed by both the Association accountant and the Association President or Treasurer, or a person officially authorized by the Board.” The amendment reads, “Withdrawal of monies from the accounts shall be only by checks co-signed by two Board members, one of whom must be the Association President or Treasurer.” (Change is noted in red on our website): https://sunlandnorthownersassociation.com/governing-documents/sunland-division-17-bylaws/

Finally, our Rules and Regulations were amended to show a corporate email address for general submissions to the Sunland North Board of Directors:

Amendment to Section II, Part 10, to change a generic email address to a sunlandnorth.org corporate address. (Change is noted in red on the website): https://sunlandnorthownersassociation.com/governing-documents/sunland-division-17-rules-and-regulations/.

Please send any questions or comments you may have about these amendments to the Board Secretary, secretary@sunlandnorth.org, or attend the February Board meeting. The February 9, 2022 Board meeting will be online via phone, smartphone, tablet or computer using Zoom; a link will be mailed out before the meeting, with the February agenda.

Lawrence Charters, Secretary
Sunland Division 17 Owners Association

Sunland North meetings, website

January 14, 2022

This message has two announcements. First, the February 2022 Board meeting will be held virtually via Zoom. We have had a number of members express concerns about meeting in person, especially given the county’s very high rate of virus transmission and strained health services. Accordingly, the February 9 in-person Board meeting will be moved to Zoom (and telephone), with the Zoom link and agenda sent out a few days before the meeting.

Second: the Sunland North website will undergo maintenance, including a visual redesign, this Saturday. If all goes well, the majority of the work should be completed over several hours, with nips and tucks taking place over subsequent days. If things go badly, it will take longer. The work is designed to overcome security and integrity issues with the software that runs the site, and constraints on how things appear. In other words, this is a non-trivial change.

Below are two images, one of https://sunlandnorthownersassociation.com today and one of how it should look post-maintenance. The content should be the same, but the navigation is consolidated in a vertical menu on the right, images will be a bit larger, and it should be much more secure and work much better on smartphones and tablets.

Today:

Sunland North website - original — Sunland North website – original

Post weekend:

Sunland North website - 2022 revision — Sunland North website – 2022 revision

If you have any questions about either the Board meetings or the website, please feel free to write secretary@sunlandnorth.org

Storm cleanup Monday, January 17

January 13, 2022

A reminder for potential volunteers who would like to participate in the branch cleanup happening next Monday, January 17. Meet at Blakely & Woodcock Road at 10 am with gloves, chainsaws, pruning saws, and other implements of destruction to help load up storm debris for transport to Cascade Bark. I think the weather may have scared everyone; there’s still lots of room for more volunteers!

If you have questions, please write to information@sunlandnorth.org

Sarah Miller

Natural Habitat Committee Chair

Sunland North Owner Directory

January 12, 2022

Attached please find the Sunland North Owner Directory. It is in order by street address, on the assumption that it is easy to do a document search to find someone named “Smith” but not nearly as easy to find the name of the person who lives across the street.

Sunland Division 17 is required by law to keep a current listing of the names, addresses, phone numbers, and other contact and emergency contact information of our residents. This need was tragically reinforced last year with the collapse of the condominium in Florida last year, and the numerous wildfire, flood, tornado and other disasters, most of which resulted in great uncertainty as to the identity of residents at any given time. For these and other reasons, please keep us informed of the names of all residents, phone numbers, mailing addresses, and emergency contact information. If you drop your landline telephone, or change the number on your mobile phone, or get a new email address, or change your emergency contact information, please inform us via the Owner Contact Form on the Forms section of our website,

https://sunlandnorthownersassociation.com/wp-content/uploads/2020/12/sunland-division-17-owner-contact-info-202012.pdf

This directory will have errors, as some information will be out of date. Please use the contact form linked above to send us corrections.

Finally, please note that this information is confidential, and should not be shared with non-residents, or used for any purpose other than neighborly and Sunland North official business.

[If you are a Sunland North owner and did not get a copy of the directory, please write to secretary@sunlandnorth.org]

January 2022 Board Agenda

January 10, 2022

Monthly Board Meeting of Sunland Division 17 Owners Association

January 12, 2022, 2:30 p.m. – 4:30 p.m., at The Gathering Place, 135 Fairway Drive

Note: While Washington State health officials are permitting such meetings, please note it is recommended that unvaccinated folks avoid such meetings, and everyone should wear a mask when in such gatherings to protect others. Clallam County is currently seeing a Very High rate of COVID-19 infections. https://www.clallam.net/coronavirus/

2:30 Call to Order; Verification of Quorum

2:40 Review and approval of December 8, 2021, Board meeting minutes

2:45 Old Business

Speed reporting signs (President)

Confirm Rules and Regulations changes in copying fee of association documents (Section II, Part 22; Board vote) (Secretary)

3:00 New Business

Sunland North Practices and Procedures update for mailing address (see Legal) (Board vote required) (Secretary)

Sunland North Bylaws change for bookkeeper, street address (Article I; Board vote, notify members, discuss and ratify in February) (Secretary)

Sunland North Bylaws change for financial management (Article VII, Section 4; Board vote, notify members, discuss and ratify in February) (Secretary)

Change email address in Rules and Regulations for general submissions (Section II, Part 10; (Board vote, notify members, discuss and ratify in February)

Change street address with Washington State Secretary of State (Treasurer)

Survey of trees in natural area by arborist (Insurance)

Records disposal (Secretary)

Shortage of volunteers (President)

Irrigation back-flow inspections (Landscaping)

4:00 Officer, Committee and Coordinator Reports

President Update — Gerry Hatler

Secretary Update — Lawrence Charters

Website design update

Treasurer Update — Betty Gwaltney

Vice President — Shirley Legg

Board Member at Large — Mike Johnson

Architectural Control Committee — Mike Johnson (acting)

Insurance Committee — Susan Hamman

Developed Landscape — Tom Steffen

Exterior Maintenance and Inspection — John Lewis

Natural Habitat — Sarah Miller

Communications and Outreach — Kathy Gross

Sunland Water District Update — Tom Hamman

4:20 Homeowner Comment Period

If possible, please submit comments electronically, in advance.

4:30 Adjournment

Roof and gutter leaks

January 3, 2022

Unfortunately, but as expected, the recent snow, freezing temp and now the thaw have resulted in a number of roof leaks, gutter leaks and gutter overflows (including my own gutters.) I have contacted the recommended roofing contractor and I am attempting to get us on a priority schedule to deal with the roof leaks. Gutter leaks will require better weather conditions but they are on the list for repair. Some of the gutters were blocked with ice and hopefully as the ice melts the overflows will cease.

John Lewis, Exterior Maintenance

maintenance@sunlandnorth.org