SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Meeting April 13, 2016
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
Approved
Homeowner Forum
There were sixteen homeowners in attendance. Two owners spoke during the comment period.
Call to Order
The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order at 2:30 by Gene Ross, President of the Board.
Roll Call and Quorum
Three out of the four members of the board were present. In attendance were Tom Steffen (secretary), Jim Jones (treasurer), and Gene Ross (president). Absent was Jill Hummel (Member-at-Large One).
Review and Approval of Minutes
The minutes from the March 9, 2016 meeting, distributed to board members in advance, were approved with no changes.
Review of Meeting Procedures
Gene Ross reviewed the proper way to participate in the open meetings of the Board of Directors.
Old Business
1. Attorney review of proposed R&R Appendix A amendment
Following his review our Attorney, Alan Millet, informed us that our CC&Rs clearly state that the Association is responsible for the maintenance of the exterior of the buildings and common areas, except for windows, skylights, and deck surfaces. As a result, the Board will have to reconsider the items listed in the proposed Appendix of the R&R to ensure they are consistent with the CC&Rs.
2. Insurance Committee recommendations
Lindsay Busch led a discussion on the committee’s findings and recommendations (see attached document, dated 8 April, 2016).MOTION: Jim Jones moved that the board accept the committee’s recommendations (to add umbrella coverage and volunteer accident coverage; delete two endorsements; pass on earthquake insurance; renew with CAU for premium of $46,255). The motion was seconded and approved.
3. Architectural Control Committee Bylaw Amendment
Gene Ross presented a second draft of a revision to Bylaws, Article V, Section 13 (Pg. 10) that outlines the role and function of a liaison (member of the Board of Directors) that willwork of the Architectural Control Committee (see attached).
MOTION: Jim Jones moved acceptance of the revisions. The motion was seconded and approved.
4. Sunland Division 11 Greenbelt access requests
Gene reported on various conversations with a representative of Div. 11 concerning the individual Div. 11 has used to clear and clean areas adjacent to our greenbelt. Gene will consult with a SLOA representative concerning two requests (from Div. 11) for additional cutting on the slope.
5. Plan for accumulating sufficient Reserves (for repairs/replacements)
Jim Jones shared a summary of his analysis of the current amount of Reserves and encouraged the Board to continue to monitor the health and sustainability of our Reserves.
6. County Road Department action
No update or action to report.
NEW BUSINESS
1. Appointment of Board Member at Large Two
The individuals were nominated (David Jelin and Jim Hammond). The Board voted by ballot. Jim Hammond was elected. He will complete the term (expires September 2017) of an individual who resigned.
2. Violation of the Rules and Regulations
Gene updated the Board on events and correspondence relating to an owner’s inappropriate conversation with an employee of Parsinen Landscape Maintenance, Inc. MOTION: Tom Steffen moved that the owner in question be sent a letter (under the signature of the President), reminding the owner of the no direct contact rule (spelled out in Rules and Regulations, Section 10: Landscaping). The motion was seconded and approved.
3. 2016-2017 Budget planning and Development/Reserve Study/Independent Fin. Review
Jim Jones reported that the budget building process will begin shortly.
OFFICER, COMMITTEE AND COORDINATOR REPORTS
1. President – Gene Ross reported that two important Rules and Regulations sections will be reprinted in the May Newsletter, one on the need to prevent parking on our lawns and the second about the proper action to take if a landscape problem arises..
2. Secretary – Tom Steffen shared that 120 Cascadia has sold and 340 Blakely is listed as “under contract.” Owners of 340 Cascadia (Carson/Pursley) have submitted contact information. The Annual Meeting is schedule for 6 September but may be changed to 14 September.
3. Treasurer – Jim Jones reviewed the monthly expense report for February 2016 will soon be finalized and submitted. The draft of the expense report for March 2016 (see attached) shows expenses of $7,801 (month) and $24,208 (quarter), which is $1,776 less than YTD budget. At the end of the first quarter there is $123,374 in Operating Funds and $229,858 in Reserves. Contact has been made to schedule the 2015 Financial Review (likely completed in June or July). Additional comments were made about the need to enhance the Reserves.
4. Board Member at Large #1 – Jill Hummel was not present. Barbara Brooner shared the report (see attached).
5. Insurance Committee (Lindsay Busch) – No additional comments (see “Old Business #2).
6. Architecture/Exterior Changes (Barbara Ross) – Barbara reported that approval has been granted for a gate at 250 Cascadia Loop; a paint color change at the Triplex at 431, 441 & 451 Blakely; and a paint color change at 20 Cascadia Loop.
7. Developed Landscape (Valerie Holland) – Valerie presented three bids for work to be done near 300/310 Cascadia and 250 Blakely and 71 Mt. Baker (see attached). MOTION: Jim Jones moved that the work be awarded to Town and Country Tree Experts for the bid of $2,150. The motion was seconded and approved.
8. Exterior Maintenance & Inspection (Richard Helmenstine) – Richard reported that “Wet and Forget,” a moss elimination product, has been purchased and will be applied on roofs.
9. Greenbelt (Tom Steffen): Tom reported that the first mowing of 2016 began today.
10. Newsletter (Renee Jones): Renee asked for articles to be submitted to her ASAP.
11. Welcome Committee (Barbara Gruner): Barbara and her helpers have welcomed two new residents: the Hatlers and Carson/Pursley.
12. Sunland Water District (Gary Fortmann): Gary reported that the meeting of the Water District Board has been postponed.
HOMEOWNER COMMENT PERIOD: A few comments were made concerning adding mulch or gravel next to wood fences to help eliminate mowing difficulties.
ADJOURNED: The meeting was adjourned at 4:23 PM.
Prepared by Tom Steffen, Secretary