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 was held via Zoom. Zoom supports audio via telephone dial-in and audio-video via computer, tablet, or smartphone.
Monthly Board Meeting of Sunland Division 17 Owners Association
March 9, 2022, 2:30 p.m. – 4:30 p.m.
Call to Order
President Gerry Hatler called the meeting to order at 2:30 p.m.
Verification of Quorum
All Board members were present.
Review and approval of minutes
The February 9, 2022, minutes were approved as submitted.
Old Business
Arborist survey of trees
Vice President Shirley Legg has contacted several arborists but not received responses from most of them. Most seem to want to get a contract to manage the trees, while the current requirement is to survey the trees in the natural habitat and see if any of them present a danger to life or property.
Landscaping contract
Gerry is requesting an RFP (Request for Proposal) from landscaping firms. Most local landscapers do not have the capacity to handle Sunland North; only two local firms seem to have the capacity. Sunland North will probably pursue a one-year contract, given the volatility of labor and materials expenses.
Chair of Exterior Maintenance
Mike Johnson, Member-at-Large and already acting Chair of Architectual Control, volunteered to take on the Exterior Maintenance chair on a temporary basis. We are still looking for a volunteer to take this on, as Mike is more than busy with other tasks. John Lewis suggested he and Mike get together to look over records and meet with new handyman contractor.
Chair of Architectural Control
John Wilson volunteered to serve on the ACC committee, but no one has volunteered to be chair.
SLOA request for natural habitat access to repair Sunland Golf and Country Club flooding
David Walp, in his capacity as SLOA President, contacted Gerry about the Golf and Country Club flooding issue. Apparently the flooding involved SLOA as well. Gerry said we needed more information.
Volunteer letter
A letter was mailed out to all members on March 1, asking members to volunteer to staff our committees.
New Business
2022 Painting Contract
Mike Johnson reported the colors have been selected by the homeowners for the units selected for painting in 2022. We have an estimate from the contractor on the cost of painting. The proposed price is $22,412.80, which is $912 over budget.
It was disclosed that one of the two buildings slated for repainting had been repainted by the developer in 2016 and therefore did not need repainting at this time; this was not reflected in Sunland North records. There was a suggestion that the contract approval be tabled until the April meeting to provide an opportunity to revise the proposed contract with an alternative building. The discussion continued and emphasized that it is important to get on the contractor’s summer painting schedule. It was moved that the Board give a conditional approval for the contract and the contractor would be provided an alternate building for repainting and, if necessary, revise his contract price. The motion for conditional approval was passed.
Open new accounts at Pentagon Federal Credit Union, and CommunityWide Federal Credit Union
Gerry and Treasurer Betty Gwaltney looked for better rates of returns on Certificate of Deposits than possible with our current banks, and Pentagon Federal Credit Union, and CommunityWide Federal Credit Union gave better rates, in some cases, ten times our current rates. The Board passed a resolution authorizing Betty to open checking accounts at the two credit unions, in order to qualify as institutional members, and then purchase CDs. Sunland North will open CDs in six month increments at both credit unions to maximize interest while still qualifying for NCUA (National Credit Union Administration) insurance coverage.
Concerns about pets (dogs off leashes, wandering cats)
Secretary Lawrence Charters has received over a dozen phone calls and email messages from members with concerns about unleashed dogs and wandering cats. In the ensuring discussion, Board members and others noted that our members seem to be aware of the rules, and one member even walks a cat on a leash. It was speculated that the cats in question might be feral, and the unleased dogs might belong to either visitors or driving range users. Gerry said he would include a message in the next newsletter on animal control, noting that it applies to residents and guests. It was also noted that new members may not be aware that cats cannot be outside without a leash.
Officer, Committee and Coordinator Reports
President Update — Gerry Hatler
Gerry and Lawrence signed a survey report of the easement for the Sequim Prairie Tri-irrigation Association, documenting where their easement for the underground pipe is buried in our natural habitat area. The easement survey is posted on our website.
A discussion of irrigation backflow regulators was postponed until May, when the Sunland Water District manager will attend the Board meeting.
Gerry noted he will not be at the April meeting.
Secretary Update — Lawrence Charters
A commercial security package was added to our website, following a sharp increase in web attacks from Russia and several allied countries. Lawrence paid for a two-year subscription, as it offered a discount and the problem probably won’t abate in the near future; with tax, it came to just under $200 for two years.
Lawrence will not be available for April 13 meeting. He asked for a volunteer to take notes at the meeting. Babara Brooner volunteered to take notes.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary February 2022 monthly expense report shows our total operating expenses for the month were $13,487 which brings our total year to date operating expenses to $38,402. This is $2,395 under budget year to date.
Total Funds on hand:
Operating Accounts $ 225,662
Reserve Accounts $ 616,895
TOTAL $ 842,557
All first quarter assessments have been paid in full
New Owner Letters: two letters were sent in February. Two or three other units are up for sale.
Vice President — Shirley Legg
Nothing more to report.
Board Member at Large — Mike Johnson
Nothing additional to report.
Architectural Control Committee — Mike Johnson (Acting)
There have been four requests for fences, and one was approved. Mike encouraged owners to read our rules and in particular the ACC application process (https://sunlandnorthownersassociation.com/homeowners-forms/sunland-north-exterior-maintenance-request/). There was also a request for a greenhouse for one unit, which was denied.
Insurance Committee — Susan Hamman
During last November’s windstorm, part of a tree from the natural habitat area damaged a trailer in the SLOA RV storage area. The trailer was totaled, and the owner’s insurance paid the claim. Sunland North’s insurer, CAU, will reimburse the owner’s insurance company for the damage. CAU has sent Sunland North a notice of conditional renewal of our insurance, to start May 1. We were notified to expect at least a 10% increase in renewal costs.
Developed Landscape — Tom Steffen
Since Tom’s February report, there has been little activity relating to landscaping: Tom remains in regular contact with the staff of the current landscaping company. The company owner remains optimistic about selling his landscaping business and the possibility of his crew continuing to work for the new owner.
This year’s winter pruning has been completed.
Tom had conversations with two owners. One was concerned about a tree limb that fell, and one was with a new owner who asked for a second pruning and the removal of a dying bush.
Tom was contacted by the office of the Water District and informed of water usage registered in the irrigation system at a location in the Mt. Baker area. He asked that that irrigation water be shut off at the meter (which only Water District staff can do).
Despite the recent snow, it is encouraging to see the early signs of spring poking up through the soil. Longer and brighter days are coming!
Exterior Maintenance and Inspection — John Lewis
Regarding roof leaks following the last snowfall, repairs for damage have been completed. Work on replacing some substandard roof vents (not really related to the snow but discovered during the inspections) and all other storm-related damage has been completed.
John recommended we work with our handyman contractor to set up a schedule for work to be done this summer.
John Lewis is retiring as chair at the end of March.
Natural Habitat — Sarah Miller
Poison Hemlock Control: the weather is warming enough that we will soon begin spraying for poison hemlock plants in the Natural Habitat Areas. You might see red flags showing up in the grass, these are marking poison hemlock plants for future spraying.
Call for Volunteers: our saplings near the new roundabout will need regular watering beginning in April and running through September. Please consider committing to a month of regular watering of these future trees. They will soon provide a sight and sound barrier, plus they will beautify our lovely surroundings and provide habitat for wildlife. We will provide the watering hose to make the job easy. Please contact me at 206-947-1347 or sarah0458@gmail.com to volunteer for this important job.
Wildlife: be on the lookout for the first fawns of the year, as well as the birds building nests around our neighborhood.
Communications and Outreach — Kathy Gross
No report.
Sunland Water District Update — Tom Hamman
Tom said there was nothing of consequence for Sunland North from the last Water District Board meeting.
Homeowner Comment Period
No homeowner comments were offered.
Adjournment
Gerry adjourned the meeting at 3:34 p.m.