SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, August 9, 2017

Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room

Homeowner Forum/Comment Period

There were 56 Homeowners plus 4 board members in attendance. Issues discussed Fire at 191/201 Cascadia Loop, Fire hydrant pressure, fast growing shrubbery pruning, and communications to owners regarding fire.

Call to Order

The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order by Board Chair at 2:30 PM and confirmed a quorum with four members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), and John Lewis member-at-large.

Review/Approval of Board meeting Minutes

David Walp, secretary, recommended approval of the draft meeting minutes from July 12, 2017. The draft meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.

Old Business

1. Annual Meeting Planning – Draft document package reviewed by board and approved for mailing to all association Plan is to get copies of annual meeting and election packages made and then stuff and mail packages by Friday 11 August 2017.
2. Resignation of Member at Large: Jim Hammond submitted his resignation from the Board of Directors which was accepted by the board.
3. Nominations for Board of Directors Positions –There are two candidates for the two Board of Directors openings for 2018-2020. Nominations from the floor for the two open positions on the board were called for and as no additional nominations were offered, the nomination period was closed.
4. Financial Review 2016 — Jim Jones presented a summary of the 2016 Financial Review Mr. Wolfe had just completed, and that had he reported that he did not find need for any recommendations and commented that our accountant had addressed his recommendation from last year’s Financial Review.
5. 2018 Budget – The draft budget annual assesssment was revised from $2400 to $2568 for the year 2018. The upward revision was based on:
   1. Increased bookkeeping/accounting cost of $500, from $2300 to $2800;
   2. Increased legal fee budget $9,000 from $1,000 to $10,000;
   3. Increased reserve fund contribution $11,000 from $29,000 to $40,000. This is to catch up on shortage identified in the 2017 reserve study.

New Business

1. Ratification of Restoration Management Company (RMC) contract – John Lewis made a motion to ratify the contract issued to RMC for fire debris removal, site stabilization and securing the fire site at 191/201 Cascadia Loop. Motion seconded by Jim Jones and unanimously approved by the board.
2. Establish a trust fund to manage fire insurance payout funds – Jim Jones moved that we use Sound Community Bank as the primary institution for setting up a Fire Trust Fund for 191/201 Cascadia Loop by depositing up to $250,000 of the insurance settlement in a checking account and money market account, and that for any insurance funds in excess of $250,000 we use Kitsap Bank as the secondary institution by opening a checking and money market account with the signers on all of these accounts to be consistent with our Bylaws (i.e., President, Treasurer, and Accountant). Motion was seconded by John Lewis and unanimously approved by Board.
3. Mount Baker Island landscape between North units and south units – Estes responded that they are not going to plant the area like front or back yards. Per the agreement between Estes and Div 17, Estes was to provide a plan of what would be planted in the area where the berm is for review. Estes stated that they thought the agreement was rescinded but Div 17’s position is that the agreement is still in effect. Estes still plans on planting “natural” plantings on the berm. Estes should provide a plan showing details for the plantings. Valerie should plan to meet with Estes to discuss the planned plantings. Gray Fortmann will attend in support if needed.
4. Missing 3^rd quarter assessment payments – Between 10 and14 payments have not been received or processed to date. According to the accountant, after review and search through the records, there are 10 payments still not accounted for. After discussion, Jim Jones noted that the owners whose payments are missing would be contacted to send replacement payment checks and place stop payment orders with their bank/Credit Union. Jim Jones made a motion to authorize payment for owners to be reimbursed for stop payment charges that may be imposed by their banks. Motion seconded by G. Fortmann and unanimously approved by the board.
5. Motion to convene an executive session – Gary Fortmann offered a motion to convene an executive session immediately following the Aug Board meeting to consider communications with legal counsel, Motion was seconded by Lewis and unanimously approved by the board.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

President –President encourages people to give consideration to running for the board as a civic duty.

Secretary – If anyone has any owner information forms please forward to me so I can add them to the master hardcopy file.

Our community continues to grow with 118 units of the planned 139 units occupied or in the sale process. Lot 50 units 121 and 131, Lot 51, unit 141, lot 58, units 281 and 291 and lot 64, units 130 and 140 on Mt Baker Drive are well along in construction.

Sunland North Real Estate activity since July 14, 2017:

Status	Address	Year Built	Sold Price	Closing Date #Beds Ba	Sq Ft	Price	Owner
Under Contract	251Mount Baker Dr.	2015		3 2		$389,900	Payne
Closed	141 Mount Baker Dr.	2017		3 2		$348,000	Hutchinson

Treasurer – Jim Jones provided written monthly financial summary for July that was accepted as written. Corrections were made to the preliminary June report. The monthly financial status reports are also posted to the Div 17 Website.

Member at Large #1 – John Lewis (also Ext Maint Coord) Painting projects are wrapping up and final invoices has been received and forwarded to the accountant. Owners owing for door painting following color changes need to remit payments. Insurance payment for repairs to Mount Baker Drive 20/30 light pole is still pending. Regular maintenance contractor is working off the list of maintenance requests including paint touch up, fence repairs and rotting fascia boards.

Member at Large #2 – vacant

Insurance Committee – Lindsay Busch reported that the on-line insurance certificate was updated to reflect new coverage. Div 17 has received a copy of the current policy from CAU. Coverage for 291 closes on 17 July and 281 is scheduled for closing in Aug 2017.

Architecture Control Committee – Barbara Ross reported no new requests. A new Architecture Committee Coordinator is needed effective 1 October. Barbara Ross will be available to assist the new Coordinator in coming up to speed.

Developed Landscape –Valerie Holland is proposing to replace irrigation systems components for 391 Blakely Blvd., 21 Mendel Dr. and 120 Cascadia Loop. Valerie is soliciting bids from Sanford (current vendor) and from Quality Landscaping.

Exterior Maintenance & Inspection – John Lewis provided report as part of Member at large #2 report.

Greenbelt –Tom Steffen (Jim Rossi) Expect one more mowing sometime in early September. Looking for volunteers to help with longer term weed control plan.

Newsletter – Susan Hamman next issue will be published after the annual meeting in September.

Welcome Committee – Barbara Gruner made three visits in July with three more scheduled within the next two weeks.

Website – Barbara Brooner reports posting revised by laws and that website usage has been increasing.

Sunland Water District – Gary Fortmann reported that the water district has moved into their new office on Woodcock Road. Division 17 will be the test case for gathering data this year for use in setting meter rates for all of Sunland.

Homeowner Forum/Comments

There were comments on Wireless fire/smoke alarms and automated reporting, irrigation system not reaching all areas, and satisfaction with the painting .

ADJOURNED AT 4:20 PM, by consensus.

Submitted by David Walp, Secretary of the Board of Directors