Note: Washington State’s Stay Home-Stay Healthy directive places limits on all but very small gatherings. The May 12, 2021, Board meeting was held virtually, via Zoom.
Monthly Board Meeting of Sunland Division 17 Owners Association
June 9, 2021, 2:30 p.m. – 4:30 p.m.
Call to Order
President Susan Hamman called the meeting to order at 2:30 pm.
Verification of Quorum
All Board members present except Mike Johnson, who called in from his car later in the meeting.
Review and approval of May 12, May 27, 2021, Board meeting minutes
The May 12 and May 27 Board meeting minutes were approved as submitted.
Old Business
Sequim-Dungeness and Woodcock Road roundabout
Linda Capps, an appraiser with Clallam County Public Works, explained her methodology and sources for the appraisal of Sunland North property taken for the roundabout. She noted that because the project uses county resources and state and federal funds, she was required to seek the best value for all concerned parties.
After Capps left the meeting, the Board discussed the county offer and voted to accept it, with a stipulation that the county would also plant six trees of 5-6 feet height in compensation for the loss of the mature trees at the corner of Sequim-Dungeness and Woodcock. The Board thanked John Lewis for his help in working out valuation issues for Division 17.
Governing Documents Committee
The committee is currently in a holding pattern. Several questions about what could and could not be reasonably modified in our governing documents were sent to a law firm retained for such advice, but the law firm has not responded to calls or emails.
Board recruitment
Two candidates have been recruited to run for the 2021-2023 Board terms that begin in October.
Annual Meeting
At the May 12 Board meeting, the Board voted to hold the annual meeting virtually in September. Changes in state guidance, as well as action by the SLOA Board governing use of The Gathering Room, prompted a reconsideration of this decision. The Board voted to hold the meeting in person, assuming such meetings are allowed at that time.
Kathy Gross and Eileen Farley will serve as election inspectors, and JoAnn Sahs-Cavin and Shirley Legg volunteered to register members at the annual meeting. Shirley Legg will have no role in the election as she will be a Board candidate.
New Business
Gravel replacement in Mt. Baker
Two units wanted stones on pathways replaced, but these do not seem to be covered by the HOA. Eric Mahnerd gave a rough estimate that it would cost $2000-3000 to “redress” walkways and shoulders in the Mt. Baker neighborhood.
The Board discussed the issue, and decided to table it pending further investigation.
Officer, Committee and Coordinator Reports
President Update — Susan Hamman
Nothing further to report.
Secretary Update — Lawrence Charters
Lawrence expressed some concerns about Sunland North website technical issues. The site uses outdated technology, and it is difficult to fix the problems in situ without running the risk of “breaking” the site. The Board moved to authorize setting up a prototyping site to investigate possible solutions.
The Board asked about the state of member contact information, given the high rate of unit sales this past year. Lawrence reported that, out of 139 units, Sunland North has outdated or uncertain information about 27 units. The Communications Committee is helping to update the contact database.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary May 2021 monthly expense report shows our total operating expenses for the month were $13,969, which brings our total year-to-date expenses to $174,773. This is $4,201 under budget year-to-date.
New owner letters: Letters were sent to three new owners in May.
Recommendations from Ad HOC Finance Committee
Implement periodic (at least every 3 years) roof (sample of 5 tile and composite) inspections by experts to report on estimated useful life and estimated cost of replacement.
Evaluate components included on the Reserve Study calculations and remove those that can be addressed with maintenance, extend useful life, etc. Suggest deleting Siding, Windows, Gutters, Mailbox Enclosure. May need to add irrigation system as a component to be budgeted.
Incorporate outcome of the evaluation of which components to include in Reserve Study for FY 2023.
Develop inspection and ongoing maintenance programs for privacy fences and light poles, irrigation system, etc.
Based on revised Reserve requirement study – including repainting cycle length — recommend Board authorize ongoing Finance/Reserve Committee to set a target Reserve balance goal for 2031 and set growth plan.
The group is drafting a budget for 2022.
Vice President — Dianne Bresnahan
Nothing further to report.
Board Member at Large — Mike Johnson
Nothing further to report.
Architectural Control Committee — Richard Helmenstine
No report.
Insurance Committee — chair vacant
Susan Hamman noted that the new Certificate of Insurance is available on the website.
Developed Landscape — Eric Mahnerd / Gerry Hatler
All the fertilization is complete. The landscaper asked that you do not add more fertilizer.
Some computer units on sprinkler units had dead batteries. New batteries have been purchased and are being installed. The current schedule is set to two sprinkles per week, and this will expand to three sprinkles per week as it gets drier.
Eric said he will be resigning as landscaping chair as of October.
Exterior Maintenance and Inspection — Michael VanDiver
No report. Exterior maintenance is doing a review of the entire development.
Natural Habitat — Sarah Miller
No report. Another mowing of the green space will be due soon.
Communications and Outreach — Dianne Bresnahan
The Welcoming Committee is busy greeting new owners.
Sunland Water District Update — Al Frank
The Sunland Water District is still following COVID-19 protocols.
Homeowner Comment Period
There was an extensive discussion of the SLOA Deer Committee, reported to be considering “culling” the local deer population. No one at the meeting favored such a culling, and it appears the SLOA Board has not endorsed such a decision.
Division 7 has invited Sunland North to participate in their July 4 parade.
The felled timber on the slope at the end of the driving range is supposed to be cleaned up in the next few weeks.
Adjournment
The meeting was adjourned at 4:15 p.m.