April 2025 Board Minutes

DRAFT

April 9, 2025 Board Meeting

Sunland Division 17 Owner Association
April 9, 2025, 2:30 p.m.
The Gathering Place, 135 Fairway Drive

Call to Order, Verification of Quorum

President Gerry Hatler called the meeting to order at 2:30 p.m. The quorum was established by the board member attendance of Gerry Hatler, Mark Anderson, Beverly (Sunny) Stern, Betty Gwaltney, and Susan Hamman

Approval of Agenda

Gerry asked for a motion to approve the meeting’s agenda, Betty so moved, seconded by Mark, and all approved.

Review and Approval of March Meeting Minutes

Gerry asked for the approval of the March board meeting minutes, Mark so moved, seconded by Betty, and all approved.

Old Business

Concrete Repairs – Mike Johnson

Gerry reported that Ground Works, the concrete repair company is on-site in Division 17 doing required repairs to identified concrete problems.

Draft Minutes – Post or Not to Post on Website – Board

Gerry suggests that once the Board has an opportunity to review the draft board minutes (period of 5 – 7 days), then the draft can be posted on the website. This will be done no later than 10 days past the board meeting. Additionally, the minutes should limit identifiers such as addresses to reduce spam attacks. The Board agreed.

New Business

Proposed by-law changes: 1) Unit Owner Comments, 2) Approval – Betty Gwaltney

Betty did not receive any unit owner comments after posting the proposed bylaw revisions after the last meeting. The changes involve 1) late assessment notices going from the fee of $10 to $25 a month and 2) resale certificates going from $100 to $250 (change of ownership). There is a lot of work involved in issuing a resale certificate. Late Assessment notices must now include language from the new WA state HOA law called “Notice of Delinquency for Past Due Assessments.” Gerry asked for a motion to approve the bylaw revisions, Betty so moved, seconded by Sunny, and all approved.

DIY Reserve Study Proposals – $499 – Betty Gwaltney

Betty received the Association Reserves quote for this year’s “Do It Yourself” reserve study, in the amount of $499. Gerry asked for a motion to approve the quote, Susan so moved, seconded by Mark, and all approved.

CAU Insurance Renewal – 2025 – 2026 – Susan Hamman

The CAU insurance renewal for 2025 – 2026 came in just a few hours before the board meeting. The CAU premium and ancillary policies (volunteer accident, excess liability, and excess crime) increased by 11% for a total premium of $116,861. The insurance budgeted amount was $115,000, so the overage is $1,861.

The insurance committee will meet and review the policy to make sure all is in order. Gerry asked for a motion to accept the quote and approve the insurance renewal, Betty so moved, seconded by Mark, and all approved.

Officer Reports

President Update – Gerry Hatler

Nothing further to add.

Vice President Update – Mark Anderson

Mark continues to work on reviewing the fence situation for his report to the board.

Secretary Update – Susan Hamman

Nothing further to add.

Treasurer Update – Betty Gwaltney

Monthly Expense Report: March 2025

- Operating expenses: $23,672 YTD $80,247 Over budget $2,259
- Interest income $4,061 YTD: $8,554

Total Funds on hand:

- Operating Accounts $ 300,689
- Reserve Accounts $ 970,441 (84% in CDs)
- TOTAL $ 1,271,130

Maturing CD’s

- First Fed Operations -3 months at 2.71% matures on May 2^nd. Betty recommends a renewal for 3 months at 2.71%. Gerry asked for a motion to approve the renewal, Mark so moved, seconded by Sunny, and all approved.

Invoice Approval

- An invoice came in from Superior Services Window Cleaning for moss treatment in the amount of $8,302.47. Gerry asked for a motion to approve the payment, Betty so moved, seconded by Sunny, and all approved.

New Owner Letter sent in March – 1

Member-at-Large – Beverly (Sunny) Stern

Mt. Baker trees that need to be trimmed have not been trimmed yet due to weather. There were two reports of water build up on driveways on Cascade and on Mt. Baker after heavy rains; these reports are being investigated.

Committee Reports

Architectural Control – Barbara Ross

Mark gave Barbara’s report. All the 2025 paint colors have been chosen by the unit owners; this information has been submitted to Mike Johnson, External Maintenance.

The following ACC requests have been reviewed and approved during the past month: 1) new front door on Blakely, 2) installation of a temporary VA health ramp, a handrail on the back of the unit, and front porch rails on a Cascadia unit, 3) a storm door and a stainless-steel grab bar at the entry of another Cascadia unit.

Insurance – Susan Hamman

Nothing further to report.

Developed Landscape – Tom Steffen

The landscapers have started spring mowing.

Exterior Maintenance – Mike Johnson

No report.

Natural Habitat – Sarah Miller

The debris piles along the Woodcock tree line were removed, thanks to several volunteers and Paul West and crew. The branches under those trees had accumulated for several years, so this effort has definitely improved our fire safety situation. Sarah extends many thanks to the Dennises, who moved a pile of debris that were missed in the cleanup effort.

Sarah requested assistance and training from the Clallam County Noxious Weed Inspector. Sam(antha) Fischbein will be at Sunland North on Monday, April 21^st, to provide training on herbicide mixing. She’s recommended some alternate herbicides that might better control Division 17’s poison hemlock infestation. Sarah’s invited those who’ve been volunteering for this duty to attend; more details will be sent soon. Sarah will need to spend some money to purchase additional sprayers and other supplies to modify our process. KillsAll chemical being used is $8/gallon; the new chemical ends up being 39 cents a gallon since it can be diffused further than KillsAll. The new chemical is $150/gallon and new sprayers will need to be purchased. Expenditures are within the Natural Habitat budget.

There is a work party scheduled for April 21st to clean up the area behind the Mt. Baker postal kiosk. Plan to meet at 10 a.m. at the kiosk. Bring winged weeders, square point shovels, and kneeling pads if you have them.

Sarah will contact Jim Rossi in the next couple weeks to get on his schedule for field mowing starting in early May.

Welcome Committee – Kay Hatler

Nothing to report.

Communications and Outreach – Kathy Gross and Lawrence Charters

Several people sent their thanks for the excellent April newsletter. Lawrence is looking into additional security for the website since foreign attacks continue to increase.