SUNLAND NORTH DIVISION 17 OWNERS ASSOCIATION
Quarterly Newsletter –March 2017
Email: sunlandnorth@gmail.com
website: www.sunlandnorthownersassociation.com
Mailing Address: P.O. Box 1655, Sequim, WA 98382
NOTICES
***Division 17’s Monthly Board Meetings are held the second Wednesday of each month at the Gathering Place, 135 Fairway Drive. The next three upcoming meetings in 2017 are scheduled for March 8th, April 12th, and May 10th***
New Residents: Please review Division 17’s Homeowners Association Governing Documents (CC&R’s, By-laws, and Rules and Regulations) available on Sunland North’s website www.sunlandnorthownersassociation.com
President’s Report – Gary Fortmann (Volunteer)
No changes or additions from last quarter’s report.
Treasurer’s Report – Jim Jones (Volunteer)
Division 17 ended 2016 with total expenses for the year at $218,775 which was $6,610 less than our budget. This was due primarily to minor maintenance and repair expenses being less than in 2015. We also transferred $29,000 to our Reserve Funds as planned. Because our expenses were below plan and revenue was higher than expected due to finishing 2016 with 115 units compared to our assumption of 111, we ended 2016 with a surplus of approximately $15,000 in Operating Funds. This
$15,o00 was over our normal checking account minimum balance of $20,000. Normally, I would have recommended to the Board that we transfer the surplus to Reserves. Instead, I recommended that we retain the $15,000 in Operating Funds to help cover those expenses that we know are going to exceed our 2017 Budget. Specifically, the Sunland Water District is billing Division 17 for 14 irrigation water connections that have not been billed in the past and were not budgeted for 2017 at a total cost of $5,460. In addition, our lowest bid for mulching the beds this year (3-year cycle) is just over $22,000 compared to our budget of $18,000. The Landscape Contractor increased his rates by 2% for 2017 which is an increase of about $1,700 (note: the contractor’s first increase in two years). As a result, we ended 2016 with $35,022 in Operating Funds and $259,752 in Reserve Funds. The year- end total balance was $98,869 at First Federal and $195,925 at Sound Community Bank. The December 2016 Expense Report is available on the Sunland North website.
At the February 8th Board meeting the Board approved a motion to amend the Bylaws to incorporate “Limits of Authority” which provides specific limits on the amount a Committee Chairperson or an individual Board member can approve when submitting invoices for payment. The specific amounts were approved by the Board which will now be followed by a vote on the proposed amendment of the Bylaws. Members of Division 17 will be informed of the proposed amendment before it is approved by the Board, which should be completed at the April Board meeting.
Also at the February 8 Board meeting, the Board approved the formation of an Ad Hoc committee to investigate various alternatives for Division 17 to manage the Reserve Funds over the long term. I will lead the committee that includes Cheryl Gray, Gerry Hatler, John Lewis, Pamela Reynolds, and Cindy Rhodes. We hope to complete our investigation within 2 – 3 months, at which time we will make a recommendation to the Board for their consideration of a long term strategy for managing Division 17’s Reserve Fund.
Secretary’s Report – David Walp (Volunteer)
Your volunteer board really does appreciate your input as we execute our duties, representing all our interests as home owners. Feel free to join us at the monthly meetings to observe our efforts on behalf of the owner community.
Remember to send me any initial “Information Sheet” or updates/changes to the Information Sheet that you completed for the Association roster (phone numbers, emergency contacts, etc.). All information is kept secure and not shared outside of official and very limited Division 17 business. My e-mail address is sunlandnorthsecretary@gmail.com.
Our community continues to be a very desirable place to live. Four homes have sold since the beginning of the year, 161 Mount Baker Drive, 180 Cascadia Loop, 60 Mendel Drive and 371 Blakely Boulevard. There is currently one existing unit for sale at 241 Cascadia Loop and one existing unit for lease/rent at 280 Blakely Boulevard. There are six new units being constructed on Mount Baker Drive.
Member at Large’s Report- Jim Hammond (Volunteer)
No changes or additions from last quarter’s report.
Insurance Committee’s Report – Lindsay Busch (Volunteer)
The Insurance Committee met on February 2nd. Among the topics discussed were Community Association Underwriter’s (CAU) response to the question about insuring the association’s utility trailer, which is parked in the RV park. Newly enforced SLOA regulations for vehicles in the RV park require proof of insurance and vehicle licensing and registration. CAU stated that as a stationary vehicle, the utility trailer was covered under our current policy and did not need further insurance. The committee is also undertaking the annual review and renewal process for the association’s insurance. 115 units will be insured when the policy is renewed; three new buildings (six units) will come under the policy by the end of the year.
Landscape Coordinator’s Report – Valerie Holland (Volunteer)
Substantial pruning was done on trees and shrubs in Division 17 during the dormant season. This is the year for new bark; the landscapers started laying the bark February 21st. It will probably take about three weeks for total installation around Division 17 (weather dependent). Our landscape contractor will examine the irrigation system this spring and make repairs and replacements as needed. If you know of a sprinkler head or leak that is in need of repair, please contact me.
We’ve seen an uptick of tire tracks on the grass around the division. Please take care when turning off the main road and into a driveway; don’t “cut it short” and run over the grass next to the driveway or the road. Many sprinkler heads and irrigation systems are located near the driveways and roads; we don’t want to damage any of those by cars running over them. They are expensive to repair.
Architectural Control Committee’s Report – Barbara Ross (Volunteer)
The Architectural Control Committee has approved a new screen door to replace the old one at 40 Mendel Drive. Also, for 40 Mendel, an inquiry into a wrought iron railing for the front porch has not materialized into an Exterior Change Request as of yet.
We have been asked for, and gave, a recommendation for a contractor to build a fence at 60 Mendel Drive, which is under contract. The buyer understands that no approval can be given until close of escrow.
An attempt to get the contractor name, license number and insurance or bond for the gate built at 241 Cascadia Loop wasn’t successful. The homeowners have since moved after living here a short time so there will be no further attempts. Note: Any changes to the exterior of a unit (gates, fences, storm doors, screen doors, etc.) must go through the Architectural Committee for approval prior to any work being performed.
A request for a replacement gate at 311 Blakely has been approved.
Exterior Maintenance & Inspection’s Report – John Lewis (Volunteer)
Since this is my first report, it may be appropriate to introduce myself. We (Anita and I) moved to Sequim in October of 2016 and in December I accepted the job of volunteer coordinator for Exterior Maintenance. Since then I have being on a very steep learning curve with the terrific help of our previous coordinator, Richard Helmenstine, to whom we owe a major thanks for his many years of volunteer service.
Richard’s personal efforts contributed a great deal to maintaining a high standard while keeping cost down. I hope to be able to continue his example but I will need a lot of help. As I told the Board I am not in a position to do much, if any, physical work myself and will need to rely more on contractors and volunteer committee members. At the present time at least six residents have offered to help and their first task will be the spring exterior inspections. Having six volunteers will allow us to divide the work into three teams, with each team doing about 20 inspections, thereby not over working any one person. I have also met with some of our regular contractors and hopefully I will be able to continue the working relationship Richard developed.
A preliminary list for exterior painting and moss treatment was developed as part of the 2017 budget. As the weather conditions become suitable for the contractor to work, unit owners will be notified of the approximate time they can expect the work to be done. Please remember that a great deal of flexibility is required when scheduling, due to variable weather conditions, and owners’ cooperation will be helpful and appreciated.
As I write this report (on a sunny Monday) the contractor who does most of our routine maintenance has started on his list of caulking, sealing leaky gutters, etc. He will be working through his to-do list as weather permits. So if you see someone walking around with a caulking gun, say hello.
In the meanwhile I have been asked to help on some other issues and will report the outcomes in future reports.
Welcome Committee’s Report – Barbara Gruner (Volunteer)
During the past three months, the Welcome Committee has made 3 visits to new residents to provide information packets and answer questions regarding living in Division 17. Thanks to Jann Hale and Nancy Follis for joining me in welcoming our new neighbors!
The Welcome Committee is looking for additional volunteers who would like to participate in welcoming new residents to our community. If interested, please contact Barb Gruner for more information at barbgruner@gmail.com or 477-4346. This is a great committee to be part of if you enjoy meeting and sharing your experiences with newcomers!
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.
Sunland North (Division 17) Website
Sunland North’s website, www.sunlandnorthownersassociation.com, contains a wealth of information about your community. Owner information, governing documents, board agendas and minutes, frequently asked questions, meeting notices, and contact information are just a sampling of what you will find on the website. Check us out!
SusanRainsHamman@gmail.com Newsletter Editor 2016 – 2017