August 2018 Board Minutes

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, August 08, 2018

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

Call to Order

The August meeting of the Sunland Division 17 Owners Association Board of Directors was called to order by President Gary Fortmann at 2:30 p.m. and confirmed a quorum with four members of the board Gary Fortmann (president), John Lewis (vice president), Jim Jones (treasurer) and David Walp (secretary). Mike Johnson (member-at- large) was excused. There were 33 homeowners plus 4 board members in attendance.

Review/Approval of Board meeting Minutes

The draft June 13, 2018 board meeting minutes were unanimously accepted as amended. Secretary was directed to post the final minutes.

Old Business

New Insurance Committee Coordinator – Susan Hamman announced that Donna Carson has agreed to be the Insurance committee Coordinator. The Board of Directors unanimously approved Donna as the new Coordinator effective October 1^st, 2018
Vacant BOD Position recruitment – Floor nominations are open until the end of this board
Financial Review – Jim Jones reported that the accountant has not provided the financial report as yet but still plans to deliver it soon. Jim expects to have the document by early next week.
Annual Meeting Documents – David Walp reviewed the document status and indicated that the final document drafts were provided to board members in soft copy for review. Comments or corrections requested will be added to the drafts and the updated documents will be used to create copies for the annual meeting Cindy Rhodes and Ilse Long volunteered to assist stuffing the distribution envelops for mailing.

New Business

Special Assessment – Jim Jones discussed the need for a special assessment of $140 due to unbudgeted 2018 cost for insurance and legal services. All unit owners, as of 11:59 PM Sep 30, 2018 will be assessed the $140 with payments due on or before December 15, Jim Jones made a motion for this assessment to be described in the Annual Meeting Distribution and included as a ballot item in the Annual Meeting elections. The motion was seconded by John Lewis and unanimously approved by the board of directors.
CD Reinvestment – Jim Jones discussed the maturing CD at Sound Bank and proposed rolling the current CD plus accrued interest into a CD at the current rate of 2.25%. John Lewis seconded the motion and the board of directors unanimously approved the proposed motion. Jim Jones will execute the new CD when the current CD matures this month.
Replacement Fence Posts- Fritz Field requested that he be authorized by the board to procure additional fences posts to augment the ones in inventory to replace rotten or otherwise deteriorated existing fence posts. As part of the procurement, enough extra posts will be procured to ensure 5-6 posts are kept in inventory. The board approved the purchase by Fritz and reimbursement for the purchase.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

President – (Gary Fortmann) Gary explained that there is no information to share from the hearing three weeks ago. The hearing was held on 13 July and we are waiting for a ruling fro the judge.
Secretary- (David Walp) Our community continues to grow with 130 units of the planned 139 units closed/occupied. One resale and 3 new build units closed this past month. There are 5 new homes for sale and pending and four homes for sale/under construction in the Mount Baker area which leaves only four more units to complete build-out of the final phase in our development.

Status	Address	Year Built	Sold Price Closing Date	#Beds Ba	Sq Ft	Price	Owner
For Sale	80 Mendel Dr	2005	$	2 2	1744	$394,950	Craig Baker
Closed	20 Mount Baker Dr	2012	$ 7/20/2018	3 3	2037	$474,000	D. Mendieta
Closed	191 Mount Baker Dr	2017	$ 7/18/2018	2 2			Mike Oliver
For Sale	181 Mount Baker Dr	2017	$	2 2	1897	$415,000	Estes
For Sale	241 Mount Baker Dr	2017	$	2 2	1897	$415,000	Charles Briggs
Closed	250 Mount Baker Dr	2017	$ 8/8/2018	3 3	2264	$469,900	Speelman
Closed	261 Mount Baker Dr	2017	$ 8/6/2018	2 2			Edmondson
For Sale	271 Mount Baker Dr	2017	$	2 2			Estes
Pending	280 Mount Baker Dr	2018	1/15/2019	2 2			Estes
For Sale	290 Mount Baker Dr	2018	$	2 2			Estes

I have completed draft versions of the documents for the annual meeting for review by the board.

Please support our community – consider volunteering to be a candidate for the committee coordinator/chair positions for the Exterior Maintenance Committee.

Treasurer – (Jim Jones) July Treasurer report
- Monthly Expense Report: The preliminary July, 2018 Expense report shows our total expenses for the month were $37,922 which brings our YTD total expenses to $200,900. Operating Expenses are $11,546 higher than Budget due primarily to our 2018/2019 insurance premium and landscaping contractor expenses both being higher than planned which are partially offset by lower than planned minor maintenance expenses. At the end of July our Operating Funds totaled $77,270, and our Reserve Funds totaled $289,349.
- Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $164.73 in bank interest during At the end of the month the Fire Trust Fund balance was $528,968. 3. 2017 Financial Review: I provided Duane Wolfe with information he needed concerning the Fire Trust Fund so that he could determine how to handle this issue in a note as part of our Financial Review report.
- Correspondence: I sent letters of introduction to three new owners since our July meeting. I also sent seven late payment letters to those owners who were more than 30 days late in paying their quarterly assessment. I received a response from Mike Langley, SWD, which I copied you, regarding my June 30 letter concerning irrigation water fees in Division 17. I have followed up with an email to Mike with questions about his letter.
Vice president – (John Lewis,) nothing to report
Member at Large – (Mike Johnson) Mike Johnson
Insurance Committee – (Susan Hamman for Lindsay Busch) 2 new buildings (4 units) have been added to the policy.
Architecture Control Committee – (Susan Hamman) Susan reported that 3 new hand rails and 2 new project requests for skirting around deck and wind breaks on Cascadia Susan requested a paragraph be included in the Annual Meeting Distribution reminding unit owners about the new Architectural Control process.
Developed Landscape – (Valerie Holland) Nothing new to
Exterior Maintenance & Inspection – (TBD) There is still a need for a coordinator. John Lewis reports that there have been increased irrigation system issues and that this is one of the subjests that he hopes the Exterior Maintenance committee can put on the future planning meeting agendas.
Greenbelt – (Tom Steffen) Tom Hamman reports that he, Alan Morris and Ken Niblett have divided up the greenbelt areas for poison hemlock mitigation.
Newsletter – (Kay Hatler) nothing to
Welcome Committee – (Artie O’Kelly) no
Website – (Barbara Brooner) Barbara requested guidance on getting the website host to pursue adding encryptions with a cost of $85 for security The board directed that the she should coordinate with the host provider to add the certificates and bill us for the cost as part of the monthly service cost. Barbara and Lawrence report that they are ready to bring the survey back to the board for review. The board suggested holding until after the Annual Meeting.
Sunland Water District – (Ken Niblett) Ken reported that
- there is a need for the irrigation system back flow valves to be tested annually based on rules issued by the state. The question is whether the testing is a unit owner issue or an Association issue. Ken wants the board to address the issue so that there is compliance. John Lewis indicated that Ken should do some checking with SWD regarding the criticality of this issue. Further research as to how, when to implement testing needs to be The board believes this is an association issue since the irrigation system is a identified a an association responsibility in Division 17 Rules and Regulations Revision #2, December 1, 2015, Appendix A.