Note: Washington State’s Stay Home-Stay Healthy directive places limits on all but very small gatherings. The Sunland North April 14, 2021 Board meeting was held virtually, via Zoom.
Monthly Board Meeting of Sunland Division 17 Owners Association
April 14, 2021, 2:30 p.m. – 4:30 p.m.
Call to Order
Meeting called to order 2:30
Verification of Quorum
All Board members present.
Review and approval of minutes
March 10, 2021, and April 6, 2021, Board meeting minutes were approved as submitted.
Old Business
Sequim-Dungeness and Woodcock Road roundabout
There was little additional information from the county. Board members expressed concern about moving the traffic circle further into Sunland North property. There was a question about the ability of Division 17 to sell property from the common area under our covenants and bylaws.
Governing Documents Committee
The committee sent in some questions to a law firm that specializes in planned unit development law, but have not received a response. The questions revolve around what changes we can make in our governing documents.
Roof moss remediation
Treasurer Betty Gwaltney reviewed possible sources of funding for the moss remediation. Michael Vandiver discussed several possible paths to adjust the scope of the work, but they would not make a significant reduction in cost.
President Susan Hamman suggested we table the discussion until after paying our insurance bill, and looking at our finances at that time. Betty: moved that we authorize up to $25,000 now in order to get on the contractor’s schedule, with the topic to be reviewed again no later than May 15. Motion passed.
New Business
Water pooling on roadways
Gerry Busch noted that pools of water form in front of several mailboxes when it rains. One neighbor fell when such a pool iced over. Some low spots were patched by the county in the past, but not all, and this didn’t solve problem. Some owners have dug trenches near the low spots to try and drain water from the road into the drainage trenches, with mixed results.
At the time the county took the roads over, minimal repairs were done by the developer in advance, and minimal repairs and improvements were made by the county. Very little has been done since.
The county will be contacted, as the roads are their property.
Reserve study for 2022
The complete 2022 Reserve Study will be posted on the website. The executive summary was reviewed in the meeting.
It was suggested that Sunland North adopt a more strategic approach to reserves, picking a target of where we want to be, and what contributions we should make to get to that point.
Betty moved that an ad hoc Financial Advisory Committee be set up to do strategic planning for developing reserve funding targets. The Communications Committee will draft up a recruitment letter.
Earthquake insurance
In discussing the insurance renewal with the insurance broker, earthquake insurance was brought up. It is expensive, and there are many constraints on coverage. Susan asked at the meeting if we wanted to poll members on their interest in pursuing earthquake insurance. The resulting discussion did not seem to suggest much interest.
Budget planning
Board members and chairs: please project what you will need for a budget for 2022 budget. Look at projected expenses, contracts, etc. The budget process will begin May 1.
Officer, Committee, and Coordinator Reports
President Update — Susan Hamman
Nothing to add.
Secretary Update — Lawrence Charters
Nothing to add.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary April 2021 monthly expense report shows our total operating expenses for the month were $14,047, which brings our total year-to-date expenses to $61,960. This is $6,364 over budget year to date, due to a delayed payment for the landscape contract from December 2020.
Reserve expenses totaled $9,740 for the mulch project in March.
No new owner letters were sent out. There were five or six escrow inquiries for prospective sales.
Vice President — Dianne Bresnahan
Nothing to add.
Board Member at Large — Mike Johnson
After about $4,000 in expenses and lots of volunteer effort, Mike discovered the source of a water leak for one unit. There was an improper (non-code) water line installation that resulted in a constant flow of water underground. The high water usage was initially identified by the water district, but it took several months of work by Sunland North to identify the cause.
Architectural Control Committee — Richard Helmenstine
There have been ACC requests so far this year. The newest request: one unit wants to put in a front courtyard and a fence around the back patio. The other projects are minor.
Richard would like to have an open call or some other method to explain to residents “how to” do things with ACC.
Insurance Committee — JoAnne Estes
Nothing to add.
Developed Landscape — Gerry Hatler / Eric Mahnerd
The mulching project is nearing completion with only one or two properties left to be done. The final (of three) invoices for the project will be delivered upon completion. A recap of the cost of the total project will be provided at the next Board meeting.
It appears that weekly mowing has begun. Edging will be done every third week.
Irrigation systems will be turned on in early May. The exact date will be weather-dependent. Any necessary repairs will be done at that time.
Eric Mahnerd will be assuming landscape committee responsibilities shortly after his scheduled return May 2.
Exterior Maintenance and Inspection — Michael VanDiver
Getting ready to do exterior maintenance inspections of Sunland North. We are waiting for a break in the weather to do some small painting and touch-up work with gutters.
Natural Habitat — Sarah Miller
No submission. Mike commented that volunteers removed at least seven loads of debris from the tree line on Woodcock Road.
Communications and Outreach — Dianne Bresnahan
We received some nice compliments on the April newsletter.
Sunland Water District Update — Al Frank
The water district changed its meeting schedule until after the Sunland North board meeting, meaning Al has nothing to report.
Homeowner Comment Period
There were no owner comments.
Adjournment
Meeting adjourned at 4:04 p.m.