SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Meeting
August 10, 2016
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
Approved
Homeowner Forum
There were 17 homeowners in attendance.
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
The chair confirmed a quorum was present, with four members of the board present: Tom Steffen (secretary), Jim Jones (treasurer), and Gene Ross (president), and Jim Hammond (Member-at-Large One).
Review of Meeting Procedures
Gene Ross reviewed the role of owners as observers at the board’s monthly business meetings, as required by law and also as encouraged by the board itself. Depending on time available, the chair will acknowledge comments and questions. Owners are encouraged to take the opportunity between meetings to contact the board with any questions or concerns they might have; board members’ contact information is provided on the Division 17 website.
Review and Approval of Minutes
The minutes from the July 17, 2016 meeting, distributed to board members in advance, were approved with no changes.
Old Business
1. Nominating Report and Nominations from the Floor
David Jelin submitted his name as a candidate for election to the Board of Directors. Thenomination was accepted and his biographical information will be included in thedocuments for the Annual Meeting.
2.2016-2017 Preliminary Annual Budget
The preliminary Annual Budget, approved for vote of the owners at the July 17 meeting,will be included in the documents for action at the Annual Meeting.
3.Insurance Deductible Amendment (CC&Rs)
The proposed revision was read aloud (18.3 Insurance Deductible). MOTION: Jim Jonesmoved acceptance of the revised document to be included in the Annual Meeting documentsfor vote of the owners. The motion was seconded by Tom Steffen and approved.
4.Approval of Elections Forms, Process, and Annual Meeting Documents
5.The Board looked at each of the documents gathered and updated for the current electioncycle by Susan Hamman, Cindy Rhodes, and Barbara Brooner. MOTION: Jim Hammondmoved acceptance of the documents to be included in the Annual Meeting documents forvote of the owners. The motion was seconded by Jim Jones and approved.
6.Adoption of Rules and Regulations Amendments (postponed at July 17 meeting)
7.After review of Appendix A (Maintenance), the Board postponed action pending thereview by the incoming Board of Directors. The Board discussed Appendix B(Landscaping). MOTION: Tom Steffen moved acceptance of the amendments in Appendix B (Landscaping). The motion was seconded by Jim Jones and approved. Special thanks were offered for the work of Eldon Dennis and Richard Helmenstine.
8. Recommendations on Resolution of Landscaping Violations at 201 Cascadia Loop Gene updated the Board on the latest onsite visits and communication with owners and representatives of Div 17. MOTION: Jim Hammond moved that the documents already gathered be sent to the owners of 201 Cascadia Loop, accompanied with a letter outlining next steps. The motion was seconded by Jim Jones and approved.
9. Preliminary mail box and street lighting study (postponed at July 17 meeting)
Jim Hammond reported that the replacement of the current mailboxes with standard un-lockable boxes is estimated at $7,000, with standard lockable boxes at $13,800 (add a newspaper box for $4,000). Cluster boxes (lockable) is estimated at $18,000. Jim also reported on the replacement costs of existing street lights with new LED lamps and new lighting heads. Estimated total cost is $18,000. Additional information will be shared in the September newsletter.
NEW BUSINESS
1. Fee Structure for Obtaining Copies of Association Records
Discussion and decision was postponed.
2. Resignation of Maintenance Coordinator
Gene reported that after considerable thought and consideration of all the factors surrounding the responsibilities required to adequately facilitate the tasks necessary to keep up with the maintenance of the division, Richard Helmenstine has announced that effective September 30, 2016, he will no longer be able to serve as the maintenance coordinator. He will be available to help train individuals who will serve in this capacity. The Board acknowledged his wish to resign effective September 30.
OFFICER, COMMITTEE AND COORDINATOR REPORTS
1. President – Gene Ross referred to the outstanding devotion of Richard Helmenstine. The Board applauded his dedication and years of service.
2. Secretary – Tom Steffen updated the Board on the two pending sales on Mt. Baker and two units pending on Blakely. Special thanks for Susan Hamman, Cindy Rhodes, Barbara Brooner and Gene Ross for meeting to finalize documents for the Annual Meeting. Reminder was given for the Annual Meeting: September 14 at 1:30 PM in the Ball Room of the Club House. The newly elected Board of Directors will meet on Thursday, 15 September at 1:30 PM in the conference room of the Gathering Place.
3. Treasurer – Jim Jones reported (see attached) that the June 2016 Expense Report has been finalized and posted to the website. He reviewed the monthly expense report for July 2016. The draft of the expense report (see attached) shows expenses of $9,206 (month) and $111,960 expended YTD (under YTD budget by $6,988). On July 29, 2016 a transfer of $25,000 was made from First Fed checking to the Money Market account. On July 21, 2016, a $15,000 transfer was made from First Fed checking to Reserve Funds account in the Sound Community Bank eMoney Market Account. Total Operating Funds – $108,594 and total Reserve Fund Accounts – $245,273. In the last month, he has written one letter of introduction and completed a mortgage company questionnaire. (report filed with minutes)
4. Board Member at Large #1 – vacancy
5. Board Member at Large #2 – See above information shared regarding mail boxes and lighting.
6. Insurance Committee (Lindsay Busch) – No report.
7. Architecture/Exterior Changes (Barbara Ross) – Approvals have been granted to projects at 110 and 120 Cascadia Loop. Valerie Holland was informed that the homeowner will
remove existing front yard plants and remove/replace any sprinklers at their cost. An answer of “No” was given to a realtor who, on behalf of a prospective client, inquired into adding a rental apartment above the garage. Concerning a project approved at 111 Mt. Baker, work will not progress until a concrete contractor is found. (report filed with minutes)
8. Developed Landscape (Valerie Holland) – No report.
9. Exterior Maintenance & Inspection (Richard Helmenstine) – Exterior painting on Cascadia and Blakely is making good progress in spite of wind conditions; should conclude this year’s round by last week of August. Trim painting on Mt Baker units continues. The work on the split-rail fencing is complete. Special thanks was given to John Meyer, Alan Estes, and Fritz Field for their volunteer labor in completing the work.
10. Greenbelt (Tom Steffen): A third and hopefully final mowing will begin August 29.
11. Newsletter (Susan Hamman): August newsletter will be mailed no later than August 25.
12. Welcome Committee (Barbara Gruner): One visit was made during the past month to welcome new residents at 381 Blakely Blvd. Contact information was received from new owners at 451 Blakely, and a welcome visit will be scheduled in mid-August.
13. Sunland Water District (Gary Fortmann): No report.
HOMEOWNER COMMENT PERIOD: Fritz Field reported that the painting of the driving range building is underway.
ADJOURNED: The meeting was adjourned at 4:31 PM.
Prepared by Tom Steffen, Secretary