July 2013 Newsletter – Sunland North

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Quarterly Newsletter – July 2013

Email: sunlandnorth@gmail.com
Mailing Address: P.O. Box 1655, Sequim, WA 98382
Website: sunlandnorthownersassociation.com

President’s Message

In our first year as an active homeowner-managed association, we have accomplished a lot: hired a part-time administrator, revised Division 17 bylaws, developed a new Sunland North website, published a quarterly newsletter, and opened board meetings to all owners. We also posted board minutes and other documents on our website, developed a comprehensive budget plan, and mobilized volunteer owners.

These volunteers are crucial in our efforts to keep costs under control.

Nevertheless, we still have much to do. We are updating our reserve study, as well as our governing documents (such as CC&Rs) to bring them into compliance with state law and our needs as a homeowner-managed association. And, of course, we must also keep up with the day-to-day: mowing the grass, maintaining our home exteriors, and paying the bills.

Accompanying this newsletter is an election packet, which asks you to decide on the following topics in time for our August annual meeting:

Elect members to the board of directors
Approve or disapprove the proposed 2014 operating budget
Determine whether to do a CPA review or full financial audit of our financial records
Review and comment on the revised bylaws (available on Sunland North website)

We have worked to control costs while also protecting the value of our community. To maintain that value, we propose the first assessment increase in three years (5.4%; $8.00/mo or $96/yr) to cover three essential activities: (1) administrative and accounting services; (2) open-space management; and (3) mulching areas around our homes. Approval of our 2014 budget with the new $1872 annual assessment will ensure that all homes are mulched in 2014 and on a three-year rotation thereafter.

Please feel free to call me at 681-3163 if you have questions about the budget. (Note that I will be out of town 21 July–1 August, so call before or after that trip.)

The vitality and beauty of our community is obvious to all of us, but they can be sustained only with continued support of volunteers. Please let us know about your special talents and interests and how you would like to help.

Jim Karr, President, Sunland Division 17 Owners Association; Email: sunlandnorth@gmail.com

Reminder

SunLand Pet/Dog Restraint and Fines (Revised in January 2013): Dogs must be walked on a leash or otherwise restrained when outside, including while in the owner’s yard. (Electronic fencing does not meet the rule’s criteria.) Owners not following these guidelines can be fined $100 upon the first offense – no warnings are required. Fines rise significantly if another pet or person is injured by an unrestrained pet.

Treasurer’s Report – Lee Cox

As of June 30, 2013, the Association had approximately $168,000 in its collective Reserve Funds and $50,000 in its checking account for routine operating expenses. The proposed 2014 Budget (covering Jan-Dec 2014) is shown on the last page of this newsletter.

Secretary’s Report – Cindy Rhodes

Effective July 28th, the Washington State Legislature requires each Homeowner Association (HOA) to keep a WRITTEN RECORD of each owner’s consent to receive documents via electronic transmission. To comply with this new law, an Owner Contact Information Update form is included in the election documents packet attached to this newsletter. A pre-addressed envelope is also enclosed for owners to return the forms to the Association for recording and filing.

Architectural Control Committee Report – Cindy Meek

Currently there are no exterior change proposals under consideration. We would like to remind all owners that any exterior change to your unit must be submitted in writing to the Association for approval prior to any work beginning. “Change” means any exterior modification, including the addition or modification of fences, gates, or porch rails and modifications to patio surfaces. If you have questions, please contact me via email: meekcyn@gmail.com
You will find the Exterior Change Proposal Checklist under the “Forms” button on Division 17’s website: sunlandnorthownersassociation.com. Please send the completed checklist and paperwork by mail to: Sunland Division 17 Owners Association, P.O. Box 1655, Sequim, WA, 98382. Requests will be reviewed and responded to within 30 days of receipt.

Landscape Report – Eldon Dennis

What Are the Landscaper’s Duties? As a result of some recent inquiries about what is and is not the responsibility of our landscape contractor, some clarification is in order as to what our “landscaping fee” actually covers. The Association hires a contractor to maintain the landscaping originally provided by the developer. This includes mowing of the lawns; weeding flower beds and lawns by use of herbicides; a fall trimming of bushes and shrubs; applying fertilizer as needed; operating and setting of our sprinkler systems; edging along flowerbeds, concrete walks, and driveways; and the cleaning of dead leaves etc. from flowerbeds in late fall. The fee does not cover maintenance of owner-planted vegetation.
Owners, not our landscape contractor, are responsible for all plants put in place by the owner. The original landscape plants were selected by the developer because they have fairly limited maintenance requirements (for example, rhododendrons), whereas something like a rose is more demanding of time and attention and will, therefore, not be maintained by the contractor. We are not paying for a landscaper to provide individual service to each and every owner who desires to have different plants; rearrangement of existing plants; or the planting of colorful flowers such as poppies, peonies, daisies, etc. However, if one of the original plants (put in place by the developer) should die, the Association and the contractor will attempt to replace it with the same type of plant or one of the owner’s choice, assuming it is not one that requires extra maintenance. If needed, the replacement process is usually done in the fall.
Landscaping Bark: One other landscaping item that has generated a good deal of inquiries is the question of “Are we going to get bark this year?” Due to budget constraints, the answer from the Association’s Board is “Not this year, but bark will be in the Association’s budget for next year if it is approved at the August Annual Meeting.” Plans are to have bark applied to all properties next year and then start a rotating program to apply bark every three years in the future.

Undeveloped Common Space Report – Tim Paschal

Throughout the spring, Division 17, under the oversight of the Clallam County Weed Control Board, has engaged in a program of spraying and mowing to eradicate poison hemlock and control Canada and bull thistles in the undeveloped common space (meadows/open fields) within the Division. At this time, the poison hemlock seems to be under control and spot spraying of the thistles continues. Both the commercial and spot spraying efforts used 2-4D as the weed control agent mixed with water. As of 30 June, 340 gallons have been applied. Normally, residents in the units near the spraying are notified in advance and spot-treated areas are flagged until re-entry is appropriate.
For the remainder of the growing season, we expect to continue to spot spray the thistles to limit seed set this year. There will be periodic mowing to control seedling growth and a late fall spraying of hemlock areas, coupled with two or more mowings this summer and fall. Mowing will help prevent the hemlock and thistle from going to seed. Next year, the poison hemlock will most likely return, hopefully in a smaller amount, but just as dispersed. The thistles will also return. County officials indicate that our program needs to continue for three to five years to be successful.
Blackberry patches growing in Division 17’s meadow/open fields are also sprayed since thistles grow inside the blackberry bushes. Although the spray being used (2-4D) is allowed to be used on food-crop land, it is best if your family and pets, as well as visitors and their pets, avoid the blackberry areas in the meadow/open field areas this season.

Exterior Maintenance & Inspection Report- Dick Helmenstine

Owner’s should use the Exterior Maintenance Request Form located on Division 17’s website to report all exterior maintenance issues and problems: http://sunlandnorthownersassociation.com
Thirteen units (shown below) are scheduled for trim painting during 2013. Owners will be asked to remove anything attached to or against the outside walls or fencing near the trim area so the contracted painters can complete their assignments quickly and safely.

41, 51, 61, 70, 71, 80, 81 Mendel Drive and 70, 80, 90, 100, 110, 120 Cascadia Loop

Several units within the Association have required fence repair. Most of the repairs have been completed, the rotting boards and toppers replaced, and the repaired areas repainted, if needed.
Thirteen split rail fence posts are broken or damaged. They will be replaced later this year.

Governing Documents Review Report – Gene Ross

When the committee began its review of the current Association Bylaws in early January, it became clear that nearly the entire document required major revision or total re-writing. The existing Bylaws were outdated and had many important topics omitted. They also did not comply fully with newly adopted Washington State Homeowner Association (HOA) statutes and laws. In addition, the Bylaws were not consistent with Division 17’s CC&Rs or SLOA’s Bylaws and CC&Rs. The original Bylaws focused primarily on the importance and interests of the Developer’s “corporation” and its trustees, rather than on the Association and its members.
The committee (which has met weekly since January) conducted a detailed review and performed a well-researched, patient, and careful editing and re-writing of the original ByLaws. The new document was completed in June and was reviewed by an attorney who had no substantive changes. The proposed Bylaws were approved at the July 2, 2013 Board meeting.
The committee now moves on to address the CC&Rs which, due to the transition to owner versus developer Association management, will require considerable research and major revision and re- writing. The committee’s purpose is to assure the Board and Association members that the governing documents meet legal standards, fulfill the needs of the Association, and limit the Association’s exposure against any future legal actions.

DIVISION 17 ANNUAL MEETING & ELECTION

The Annual Meeting and Election will be held on Tuesday, August 6th at 1 PM in the SunLand Golf & Country Club Poolside Room. In addition to the normal annual meeting and election activities, the Association’s insurance carrier, Community Association Underwriters (CAU), will present a short explanation on each unit’s coverage, follwed by a Q&A session. The Board encourages owners to attend this important and informative meeting.

The three primary items to be voted on as part of this year’s election are:

Ratification (approval) of the Board’s Proposed 2014 Budget
Determination of whether Division 17’s financial records will undergo a CPA financial review or a full CPA audit
Election of the Association’s Board of Directors (5 vacancies)

Detailed information on each of these topics is displayed on the following pages. Please take time to review this important infomation prior to casting your vote.

CANDIDATES FOR DIVISION 17 BOARD OF DIRECTORS

Judy Field 290 Cascadia Loop

My husband, Fritz, and I moved here from Seattle just three years ago (as of June 23rd). We found all the best qualities here in Division 17 and, for that reason, I am placing my name in nomination for the Board.

I am a retired registered nurse with a background in Home Health Care and Hospice Care. I consider myself to be fair-minded, kind, and a good listener. Because I love it here, I believe it is important for each of us to serve and do our part to move our community forward.

Jim Karr 190 Cascadia Loop

Elena and I purchased our first home in Sunland North in 2004 (Blakely Blvd) and moved full time to Sunland in 2006 (Cascadia Loop) from our home of 15 years in Seattle where I was a professor at the University of Washington. In addition to serving as a professor at several other universities (Purdue, Illinois, Virginia Tech), I also served as deputy director at a bureau of the Smithsonian Institution, the Smithsonian Tropical Research Institute (STRI) in Balboa, Panama. My duties at STRI were diverse, including oversight of the several million dollar annual budget and a full time staff of 130. Sequim and the Sunland community attracted us because of the beauty of the surroundings and the local climate.

I have had the honor of serving as president of the Sunland North (Sunland Division 17) Board for the past year. During this year we have made the transition to a board that is owner-controlled. If you vote for me in this election, I will continue to work with other members of the board and the Sunland North community to protect our property values and to serve the community as I have the past year.

Susan Hamman 61 Mount Baker Drive

I would like to volunteer for the Board of Division 17. Tom and I bought our home in Sunland North four years ago this September. After living in the same place for 23 years, it was a big step to move to this community. The community was so welcoming and so inviting to live in that we’ve never looked back.

We think this is the absolute best place to live and understand for it to be so requires involvement from its residents.

My career was in information and records management. I worked in Alaska as an independent consultant, as Records Manager for the University of Washington, Records Manager for Boeing, and as a computer risk analyst for Computer Forensics. I hope that my organizational skills can be put to use for the community.

Cindy Rhodes 210 Cascadia Loop

I would like to continue my service as a part of the Division 17 Board. I believe I have the experience, abilities, patience, and skills needed. My husband, Bob, and I have lived in Sunland North since early 2005. In addition to serving on the Div. 17 Board as secretary during 2013, I have also worked with Association boards in California and Michigan-so I am aware of the range of problems/issues Board members face.

During my 30+ years as a federal employee, I held administrative, technical, and senior management positions. I researched/developed regulations, policies, and procedures; created and executed budgets; and performed cost /operational analyses to pinpoint problems, save money, and streamline organizations. I have an undergraduate degree in English/Psychology and an MBA.

My reason for serving on the Board does not include a “hidden agenda.” I want to help ensure that Division 17 remains a pleasant place to live. I am a hard worker, creative, organized, and not afraid of challenges. I hope you will consider me for a position on the Board.

FINANCIAL REVIEW OR A FINANCIAL AUDIT?

What is the difference between a financial review and an audit?

A financial review requires the CPA auditor to personally question Association (or management company) staff in order to verify the financial records of the Association. In the case of Division 17, the CPA would question the contracted accounting firm staff and Board members involved in financial transactions and contracts.

In a financial review, the CPA is not required to obtain independent corroboration of the Association Board and staff’s discussions/presentations. In contrast, in an audit, the CPA auditor must obtain independent evidence to verify the statements and financial information provided by the Association’s staff and Board members. In addition to the difference in detail and thoroughness of the inspection, a full CPA audit can cost hundreds or thousands of dollars more than a CPA financial review depending on the size of the Association.

Washington State statutes governing Homeowner Associations and the Division 17’s governing documents require an annual independent audit. However, they also allow the Association to have a financial review conducted instead of a full audit, if so voted by the owners. (This generally applies to smaller Associations without numerous employees or significant budgets, like Sunland North).

Sunland Division 17 Owners Association Current Financial Account Status, June 30, 2013

CD#1 #0230	$19,886,65
CD#2 #0049	18,126,53
CD#3 #1846	17,189.60
Checking	50,067.40
Reserve Money Market	112,633.03
Total all accounts	$217,903.21

Sunland Division 17 Owners Association Estimated Operating Budget for 2014

107 completed units

Annual		Annual per unit	Monthly	Monthly per Unit
Administration and Accounting	$ 6,420.00	$ 60.00	$ 535.00	$ 5.00
Insurance	43,656.00	408.00	3,638.00	34.00
Developed Landscape	98,868.00	924.00	8,239.00	77.00
Undeveloped Landscape	7,704.00	72.00	642.00	6.00
Repairs and Maintenance	15,408.00	144.00	1,284.00	12.00
Water Meter	2,568.00	24.00	214.00	2.00
Reserves: Replacement and Repairs	25,680.00	240.00	2,140.00	20.00
TOTAL	$200,304.00	$1,872.00	$16,692.00	$156.00

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