SUNLAND NORTH DIVISION 17 OWNERS ASSOCIATION
Quarterly Newsletter –August 2016
Email: sunlandnorth@gmail.com
website: www.sunlandnorthownersassociation.com
Mailing Address: P.O. Box 1655, Sequim, WA 98382
NOTICE
The 2016 Sunland Division 17 Owners Association Annual Meeting and Board of Directors Election is scheduled for Wednesday, September 14th, 2016, 1:30 p.m. – 3:30 p.m. Location: Sunland Golf & Country Club Ballroom
Your Vote is Important!
President’s Message – Gene Ross (Volunteer)
An Important Trio
If the designated purpose of our Association is “to protect the value of the property for the owners,” then we must acknowledge the vital importance of three interdependent Division 17 functions manned by volunteers: Exterior Maintenance, Landscape Maintenance, and the Architectural Control Committee.
The Exterior Maintenance Coordinator, Richard Helmenstine, is the one we owners have turned to with more than 120 requests to solve our maintenance problems during the 2015-2016 Association year, matters ranging from “rear fence gate needs caulking” to 65 split rail fence posts needing replacement. Owners need to remember that Richard has 30 days to reply to a request submitted on the required proper form. Have patience if you’ve made a request for Richard to deal with roof moss. He treated the roof of 11 units in June, with 21 more units on the waiting list. That is during the time he is monitoring the repainting 18 more units, making a total of 50 completed. Protecting the value of the property is his priority. He has the assistance volunteer Jim Follis and hired tradespeople.
Valerie Holland, Landscape Coordinator, and assistant Michael McKenna must see to the health and appearance of everything that grows in all of the Association’s common area, from the many welcoming acres of lawn and trees to plantings adjacent to every unit. She, too, must respond to written requests for attention to significant problems and frequently attend to minor matters like that pop-up sprinkler that’s still standing up late in the day. Recently she saw to the bids and the removal of two large and troublesome trees and invading roots in the greenbelt between Mt. Baker Drive and Woodcock Road. The work of Parsinen Landscaping is valued. From one owner: We just came back from a few days away . . . everything had been pruned. It looks great and much cleaned up! Many thanks to you and your crew!!!!”
The Architectural Control Committee (Barbara Ross, Chairman, and members Cindy Rhodes and Gerry Busch) makes certain that any proposed exterior addition to a property follows the building standards and the quality of appearance codes of the committee and expectations of the community. They, too, act to protect the value of the property. Their commitment to quality is apparent in each of the 23 proposed projects they managed in 2015-2016. One applicant wrote, “I want to thank you for expediting our requests. With your help, and the help of the other committee members, you made the process speedy and quite enjoyable.”
The Association is being well served by these volunteers who care about Division 17.
Richard Helmenstine Retiring
The Board was sorry to receive a resignation letter last month from Richard Helmenstine, our resourceful Exterior Maintenance Coordinator for the past six years. He will be on duty on our behalf until September 30, 2016.
It’s hard to find just the right words to describe the range of problems he’s solved and projects he’s completed. We can see some numbers—like 891 work orders successfully completed, the dozens of mold-free roofs, the newly-painted units, the split-rail fence restored. It’s also the way he goes about his business that attracts other unit owners to volunteer to work on such projects as the fence.
Eldon Dennis, former Landscape Coordinator, can tell you about the side of Richard not always visible:
“Living next door to Dick and Susan is one of those special gifts that one can be thankful for in so many ways. During the past six years I’ve enjoyed many, many conversations with Dick about the projects and issues he’s worked on in our behalf. Behind the visible physical results, there are hours and hours of research Dick has conducted to find the best and most cost effective way to maintain our buildings. The same is true of his efforts to locate and vet qualified and competent contractors to perform the larger projects and to monitor their performance. He’s spent many hours maintaining a detailed data base of each maintenance project, tracking the projects and contractors in order to make certain the work is properly completed and that contractor invoices are submitted and contractors are payed in a timely manner. In addition to all of this volunteer effort, he’s personally performed a great many of the maintenance jobs himself at zero labor cost to owners. I doubt most owners have any idea of how much money Dick has saved this Association over the past six years, but from my perspective it’s a considerable amount. Our neighborhood has been truly blessed by Dick’s competence, integrity and generosity and his efforts will be greatly missed.” Eldon Dennis
Treasurer’s Report – Jim Jones (Volunteer)
The Division 17 June 2016 Expense Report has been posted on the Sunland North web-site. Expenses for the first half of 2016 were $102,754 which was $4,300 below our 2016 YTD Budget due primarily to lower than expected expenses for minor maintenance. At the end of June we had $230,166 in our Reserve Accounts plus $85,369 in Operating Funds in our First Federal Checking and Money Market accounts. In July $15,000 was transferred from our Operating Funds at First Federal to our Money Market Account at Sound Community Bank. A second transfer is planned for late October to complete our transfer of a total of $29,000 to our Reserve Fund as planned in our 2016 Budget. In August one of our two Certificates of Deposit will mature (approximately $20,600), and will likely be rolled over to another CD depending on CD interest rates at the time.
The 2017 Do-It-Yourself Reserve Study was completed in June and has been posted on our web-site. The results indicated that at the end of 2016 our Reserve Fund will be 31% funded, and the recommended contribution to Reserves in 2017 is $115,200.
The proposed 2017 Budget was approved by the Board at the July 13 Board Meeting. As you will see in your Annual Meeting voters’ packet, the proposed 2017 Budget totals $271,200 which is an increase of $23,425, or 9.5%, compared to our 2016 Budget. The primary reasons for the increase are due to adding mulch to all beds in 2017 (3-year cycle) at an estimated cost of $18,000, having an on-site inspection by a Reserve Study professional as required by state law (every three years) which increases the cost of our Reserve Study by $2,300, and increasing our contribution to our Reserve Fund to $33,500, and increase of $4,500. With this increase our total contribution to Reserves (including painting) will be $80,100 which is less than the recommended contribution from our Reserve Study. It is our intention to continue increasing our contribution to Reserves each year until we get on track with the reserve Study recommendation. To support this proposed Budget the annual assessment for each unit (based on 113 units) will be $2,400 ($600 per quarter) which is an increase of 7.5% compared to 2016.
As I write this article, our annual CPA Financial Review is underway by Duane Wolfe from Burwell & Wolfe of Port Angeles.
Secretary’s Report – Tom Steffen (Volunteer)
I write to thank you for allowing me to serve on the Board of Directors. I have genuinely enjoyed my experience, one filled with learning about the inner workings of an HOA. I am particularly thankful for the extraordinary assistance I’ve received from Barbara Brooner, Susan Hamman, and Judy Field. Jules and I love living in Division 17 and look forward to seeing you out and about our lovely community. Sydney, our Goldendoodle, also loves living here and will always accept a treat; however, all he really needs is a smile and a wave from you. I bid new and current members every good wish and the same for all neighbors and friends in Sunland North. Tom Steffen, Secretary, 2015-2016.
Member at Large – Jim Hammond (Volunteer)
Two projects are under review and planning for Sunland 17: 1) The replacement of current mailboxes with either individual lockable mailboxes or cluster mounted lockable mailboxes strategically located throughout the Sunland 17 area. Cost estimates are as follows: Option A: Standard un-lockable mailboxes (same as we currently have), $7,000. Option B: Standard lockable boxes, $13,800. Option C: Adding newspaper boxes to lockable mailboxes: $4,000.
Option D: Nine (9) lockable cluster mailboxes, $18,000. 2) The replacement of current security lighting fixtures located in front of each home with new LED lamps and lighting heads: $18,000. Cost estimates for materials and installation are being reviewed and under consideration.
Both projects involve items that are in the common area and are considered updates or maintenance to existing assets. As such, they are expensed as maintenance items in the future operating Sunland North Division 17 budget.
Insurance Committee – Lindsay Busch (Volunteer)
Division 17’s insurance policy with Community Association Underwriters (CAU) was successfully renewed on May 1, 2016. Financially strong and operationally well regarded in the insurance industry, CAU specializes in the insurance needs of homeowners’ associations such as ours.
Division 17’s “Certificate of Insurance” and a two page unit owners insurance fact sheet are located under “Owner Information” on the division’s website: www.sunlandnorthownersassociation.com. Division 17’s policy is called an “all in” policy, meaning that units are covered by the association’s policy, at guaranteed replacement cost. If you take your unit upside down and shake out the contents, what falls out is your responsibility to insure. You will need to contact your personal insurance agent to obtain a condominium owner’s policy (HO-6) to pick up coverage for your personal property, furniture, and additional living expenses (in the event your unit is uninhabitable due to a covered claim) and personal liability.
Typically, these policies have limits on coverage for fine arts and jewelry, so your insurance agent can advise you on covering these items.
Landscape Coordinator – Valerie Holland (Volunteer)
The landscape all around the Division is looking very nice. Thanks so much for helping to make a big difference and something for each of us to enjoy. A reminder that if you or a guest is parking on the street, all tires must be on the road. Many sprinkler heads are located near the road and we don’t want to destroy any of those. When wet weather makes its appearance (and it will!), those tracks that are created or not easily erased from the adjoining lawn. Thanks for your care!
Architectural Control Committee Report – Barbara Ross (Volunteer)
In June the Architectural Control Committee approved the following: 1) 120 Cascadia Loop: a concrete courtyard, 2) 111 Mt. Baker Drive: a 9’ extension to an existing concrete patio pending notification of the contractor, a 6’ high, 18’ long cedar privacy fence to be installed by the homeowner, and an 8’ X 8’ rock pad with a 4X4 wood boundary for a hot tub which must conform to Clallam County and Washington State codes. Pending approval is for a wrought iron gate and stair rail awaiting contractor information and drawings. The homeowners know that lawn and/or sprinkler removal are at their cost.
In July, the committee also received a request from 211 Mt. Baker Drive to add a concrete block border on the outside of a gravel path. No approval was needed as it was not a permanent change to the unit. The homeowner was advised that they could proceed with their project.
110 Cascadia Loop was approved for a concrete courtyard and privacy fence to match the one at 120 Cascadia Loop. The homeowners know that sprinkler removal/replacement is at their cost. A storm/screen door was also approved. Pending approval is a front gate awaiting information, drawings, and contractor.
Also the committee presented a new form for paint color change for the board to approve. Gerry Busch explained the need for a new form at the July Board meeting.
Exterior Maintenance & Inspection Report – Richard Helmenstine (Volunteer)
This has been a crazy summer. Painting throughout division 17 has been postponed on several occasions due to weather related issues. Hopefully all this will be behind us and they can continue to complete the scheduled units in a timely manner. Thank all of those affected for your patience. I know it is difficult to try and live a normal life when your home is covered with tarps, plastic and masking tape.
The painting of trim in the Mt Baker area is going much slower than expected as well due to the numerous challenges of the architecture and the different color schemes associated with this phase of the division.
Moss treatments with Wet and Forget have been completed on 16 units to date and will continue throughout the year. Keep in mind the weather has a major impact on this application.
The perimeter fence is undergoing renovation with the removal of 65 rotted fence posts. All posts have been identified by a red spray marking paint. There is a team of volunteers including Fritz Field along with John Meyer and Allen Estes. Our hats are off to all of you for your hard work in completing this task. (Note: this major task was completed in July).
Various maintenance projects are ongoing: replacing rotted fences, fence tops, tilted fences, cleaning gutters, repairing leaking gutters and many other little items that seem to crop up over time.
We continue to make progress with many of the repairs throughout the division and would like to encourage anyone who sees the need for maintenance to submit a maintenance request form or point it out to a member of the board or one of the volunteers. Your input is always welcome and suggestions for various solutions are greatly appreciated.
Welcome Committee – Barbara Gruner (Volunteer)
Since the last newsletter, eight welcome visits have been made to welcomed new owners and provide information regarding living in Division 17. A big “thank you!” to the following people who volunteer their time to welcome new residents to the community in June and July: Jann Hale, Nancy Follis, Sandra Ristow, and Barbara Brooner. Your participation is greatly appreciated!
Coordinator of the Resident’s phone list (social) – Gerry and Kay Hatler (Volunteers)
Gerry and Kay Hatler maintain the resident’s phone list (social). Please inform them of any corrections or changes to the list (phone #, e-mail address change, etc.). You may email them at kay.hatler@gmail.com or phone at (253) 951-8405.
SAVE THE DATE – December 8, 2016
Division 17’s annual Holiday party is scheduled for December 8, 2016 at the Seven Cedars Casino. If you haven’t attended one of these events, it is a wonderful time to celebrate the holiday season and get to know your neighbors. More information will be forthcoming in the fall.
To all Division 17’s new residents, welcome to the community! There is a ton of information about our community on our division website: www.sunlandnorthownersassociation.com Many of your questions can be answered by reviewing the website information. And, of course, there are always volunteer opportunities for you in the community! Welcome!
Susan Hamman SusanRainsHamman@gmail.com Newsletter Editor 2016 – 2017