SUNLAND DIVISION 17 OWNERS ASSOCIATION
Quarterly Newsletter – October 2013
Email: sunlandnorth@gmail.com
Mailing Address: P.O. Box 1655, Sequim, WA 98382
Website: sunlandnorthownersassociation.com
President’s Message
As we begin our second year, our homeowner-managed association can celebrate the substantial progress made during the past year. The Board of Directors and numerous volunteers have worked long and hard to establish standard operating procedures and open lines of communications with homeowners. Our board meetings are always open to attendance and comments from homeowners.
Revised bylaws, a comprehensive website, regular newsletters, minutes of board meetings, and a detailed budget plan provide opportuntities for all to monitor the vitality of our association. For the first time in 2014, our annual budget will exceed $200,000. Fifty-three percent goes to landscape and open space maintenance, 22% to insurance, 13% to reserves, and 8% for maintenance of our homes. The remaining 4% is largely administrative and accounting costs.
Our efforts to control poison hemlock and thistle led by Tim Paschal went beyond our expectations. Persistence in that effort for a few more years is essential to long-term success. Gene Ross and his governing documents committee continue their revision of our governing documents (e.g., CC&Rs). Landscape and exterior maintenance needs arise almost daily and require vigilance under the leadership of Eldon Dennis and Richard Helmenstine.
State law requires homeowner associations to complete comprehensive reserve studies.; we intend to undertake a detailed reserve study in 2015. Bark mulch has not been applied for several years so we plan to mulch throughout Division 17 next year.
Division 17 board members and many other volunteers work to protect and improve the quality of life in our community and to be mindful of the need to control costs. We welcome suggestions for both new initiatives as well as for ways to save money to improve our community in a cost efficient manner.
Finally, I extend a warm welcome to new members of our community. I look forward to meeting all of you.
And to all Sunland North homeowners, please let us know about your special talents and interests. In nine months we will again be seeking volunteers to run for positions on the Board of Directors. Please consider volunteering!
Jim Karr, President, Sunland Division 17 Owners Association; e-mail: sunlandnorth@gmail.com
********NEIGHBORHOOD ALERT********
There has been a recent spate of burglaries in the RV parking lot, Division 17, and in Sunland. Division 17 owners and renters should take extra precautions to make sure that cars are placed in garages (when possible) or locked when outside. Avoid leaving valuable property in parked vehicles overnight, even when locked. Garage door openers in vehicles provide access to your home. Condo doors, windows, and property should be locked and properly secured. If you see suspicious behavior in the community, call 911 or the Clallam County Sheriff’s office (417-2459) immediately.
Vice President’s Report – Susan Hamman
- Inventoried the contents of five boxes of Association records and provided inventory to the Board members. Have begun to research the records requirements and retention requirements for the Association’s records.
- Assembling the October newsletter to go out to homeowners.
Treasurer’s Report – Cindy Rhodes
SUNLAND DIVISION 17 OWNERS ASSOCIATION
Financial Status as of 15 Sept 2013
NOTE: A detailed description of the Association’s Operating Expenses Status and the Reserve Fund Contributions (in chart format) was distributed to all attendees at the September Division 17 Board meeting. For a copy of the charts, contact Cindy Rhodes, Division 17 Treasurer, Phone 683-5388, or Email Cindy at CLRhodes2@olypen.com
DIVISION 17 – FINANCIAL ACCOUNTS
| Checking Account | $ 52,081 | First Federal S&L |
| Reserve Fund Accounts (4 Accts) | $167,996 | First Federal S&L (2 Reserve Fund Accts) |
| Money Market Savings Acct = $109,854 (0.25% APY) | ||
| 12-Month Cert of Deposit (CD) = $18,142 (0.20% APY, matures 26 Sept 2013) | ||
| Sound Community Bank(2 Reserve Fund Accts) | ||
| 17-Month CD = $20,000 (0.89% APY); purchased 21 Aug 2013 | ||
| 9-Month CD = $20,000 (1.01% APY); purchased 15 Sep 2013 | ||
| TOTAL ALL FINANCIAL ACCOUNTS | $220,077 |
2013 OPERATING EXPENSES STATUS (107 Completed Units) Period Covered: 1 January – 31 August 2013
| 2103 Approved
Budget |
Expended
(Spent) |
Variance: ( ) =
exceeds budget plan |
% of
Budget |
Comments | |
| Admin, Accounting & Taxes | $ 1,284 | $ 4,295 | ($ 3,011) | 334% | Shortfall anticipated; 2012 Budget did not include funds for
admin & accounting support |
| Insurance | $ 39,804 | $ 41,300 | ($ 1,496) | 104% | Increase due to rise in annual insurance premium costs |
| Developed Landscape &
Greenbelt Areas |
$ 97,584 | $ 57,809 | $ 39,775 | 59% | Anticipated to be within budget at year-end. |
| Routine Repair & Maint | $ 23, 112 | $ 15,126 | $ 7,986 | 65% | Anticipated to be within budget at year-end. Major expenses
were repair of unit fencing/caps & repainting of unit trim. |
| OPERATING FUND TOTALS | $161,784 | $118,529 | $43,255 | 73% | Expenses are anticipated to be within budget at year-end. |
OVERDUE ASSESSMENTS: 2 Units Total of Past due Payments: $ 948 (30 days= $444; 90 Days= $504 – Includes late fees)
TOTAL RESERVE FUND CONTRIBUTIONS (From Owner Assessments) & ALLOCATION – Projected Through December 2013
| Repair & Replacement Reserves | $ 208,750 |
| Water Setter Reserves | $ 7,030 |
| TOTAL | $ 215,780 |
Don’t forget- Beginning in January 2014, the Division 17 Owners Association Annual Assessment will increase by $96 per year from $1776 to $1872. For those owners that pay quarterly, the new assessment amount will increase from $444 to $468 per quarter.
Secretary’s Report – Judy Field
- There are 107 completed units in Division 17, with 15 I recently resent contact forms to those owners who did not respond to the July 2013 mailing. These forms are now required by state statute and our homeowners association must keep them on file. If you have received a new mailing, please fill it out, sign the form and return it to me.
Architectural Control Committee Report – Cindy Meek
- We would like to remind all owners that any exterior change to your unit must be submitted in writing to the Division 17 Association for approval prior to any work beginning. “Change” means any exterior modification, including the addition or modification of fences, gates, storm doors, 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 and Renee Jones
- As Eldon recovers from surgery, Renee Jones will handle any landscape issue. If a landscape issue arises during the month of October, call Renee Jones 582-9683 or e-mail at rjnjjwa@yahoo.com. As a reminder, all requests for adding or removing plants or landscape items in the common areas or in unfenced yards must be submitted in writing and approved by the Landscape Committee before action is taken.
Undeveloped Common Space (UCS) Report – Tim Paschal
- I inspected the UCS on Wednesday, August 28, I found approximately 20 Poison Hemlock plants which I pulled up by hand. All of these plants, although widely separated from each other, were on the berms along Sequim-Dungeness to the west and along the south boundary east and west of the Driving Range and the berm along Blakely Blvd.
- With the exception of the southeast boundary, on the property of Division 11, the Thistles in the UCS are currently under control. Thanks to the help of the “Thistle Snippers” over 90% of this year’s seed was removed from Division 17. Most of the immature thistle exists on the It will likely fail to come to bloom given that we are at the end-stage of this year’s growing season.
- A few, very few, owners have discarded cuttings, brush and waste vegetables in the Unlike the cuttings, which will decompose over the winter, the brush will not and is unsightly (I removed it). The vegetable waste invites rodents.
Exterior Maintenance & Inspection Report- Dick Helmenstine
- The fall exterior home inspection will take place during the month of October.
Governing Documents Review Report – Gene Ross
- The Governing Documents committee continues to meet on Thursdays to develop the CC&R’s.
TEN THINGS EVERY HOA RESIDENT SHOULD KNOW!
From: “Guide to Understanding Homeowners Associations” – HOA-USA
- Know the Rules – Understand and comply with the restrictive covenants, by-laws, and other rules and regulations.
- Know that you must pay your assessments on time.
- Do not ignore communications from your homeowner association, especially notices that may regard outstanding assessments, rule violations, or fines. The board has the responsibility to govern fairly and consistently in the interests of all members, which includes placing liens or foreclosing for nonpayment of assessments and fines. Don’t let a minor fine escalate to the point that the association board must turn the matter over to an attorney. A fifty dollar fine can easily lead to five hundred dollars or even five thousand dollars.
- You must maintain your property according to the governing documents and rules.
- Know that an Architectural Review Application and approval is generally required before making improvements. This typically includes sheds, fences, above ground pools, playground equipment and much more. This may also include paint colors, door styles, landscaping and mailboxes.
- Know that your association has certain responsibilities to the membership including compliance with federal and state laws, fiduciary responsibility by board members, elections, meeting notices, meetings, due process and much more as defined in the covenants and by-laws.
- Stay informed and participate in the business of your homeowner association by reading the meeting minutes, attending the annual meeting, understanding the budget, and volunteering to serve on a committee or the board.
- Maintain a current address with your homeowner This is critical if you are a member of a homeowner association but do not live in the community. Examples include rental property, second homes, investment property, and homes used by children in college or retired parents.
- Know that if your home is rental property or occupied by others, the tenants/occupants should understand that they must also comply with certain restrictive covenants such as parking, pets, architectural changes, and other requirements. This may also include association rules regarding use of playgrounds, pools, tennis courts, parking and other common areas.
- Know who is in Maintain contact information for an association representative. This may be an on-site employee, a management company, a board member, or the builder/developer.