August 2021 Board Minutes

Monthly Board Meeting of Sunland Division 17 Owners Association

August 11, 2021, 2:30 p.m. – 4:30 p.m., at The Gathering Place, 135 Fairway Drive

Note: While Washington State health officials are permitting such meetings, please note it is recommended that unvaccinated folks avoid such meetings, and everyone should still wear a mask when in such gatherings to protect others.

Call to Order

Vice President Dianne Bresnahan called the meeting to order at 2:30 p.m.

Verification of Quorum

All Board members were present except for President Susan Hamman.

Review and approval of minutes

The July 14, Board minutes were approved as submitted.

Old Business

Sequim-Dungeness and Woodcock Road roundabout

Dianne passed on a message from Susan that, while we’ve asked the county for an update on the Sequim Dungeness-Woodcock Road roundabout construction, we’ve had no response from the county. Additional survey stakes have been planted, but we’ve seen no other activity.

Developed Landscaping contract

In July the Board reviewed the rising costs for landscaping labor and materials, and the stresses these costs put on our existing landscaping contractor. The Landscaping Committee was unable to find a landscaping contractor better positioned to serve Division 17 than our current contractor. The Landscaping Committee requested a contract addendum that would, effective July 1, 2021, provide a 10% increase for landscaping, raising the contracted price from $9,930.16 per month to $10,923.18, not including tax. The Board approved the amendment to the contract.

Eric Mahnerd and Gerry Hatler, co-chairs of Developed Landscaping, are resigning in September. The committee is looking for a new chair.

Finally, we are having problems with sprinkler heads and controllers, but making progress on fixing the problems. The landscaper is presently starting on summer pruning.

New Business

Nominations from the floor for Board of Directors

Dianne called for nominations from the floor for the Board of Directors election in September. There were no nominations.

Officer, Committee, and Coordinator Reports

President Update — Susan Hamman

Absent.

Secretary Update — Lawrence Charters

Division 17 is legally required to maintain current contact information for all owners. We have been unable to collect contact forms for: 250 Blakely, 391 Blakely, 420 Blakely, 80 Cascadia, 20 Mendel, 81 Mendel, 90 Mt. Baker, 150 Mt. Baker, and 250 Mt. Baker. The Communications and Outreach Committee has provided much-needed help in tracking down missing information, but owner assistance in compiling this information would be greatly appreciated.

Lawrence noted that we need at least one more volunteer to help at the September Annual Meeting for the registration desk. Michael Johnson volunteered Valarie Fratus.

Lawrence reported significant interest in the SLOA Deer Committee report and survey. SLOA (and individual Sunland members) have filed several complaints with the Washington Department of Fish and Wildlife about deer, mostly concerning deer eating plants. There will be a meeting with the Dept. of Fish and Wildlife at the Sunland Golf and Country Club on August 18, and a SLOA special meeting on Sept. 13 to discuss deer.

Several members expressed concern about transparency in the process and urged attendance at these meetings.

In response to a question, Lawrence stated that the Division 17 email mailing list is only used for Board business, and is not used for social or commercial purposes. Member addresses are sent out as blind cc (bcc) and not revealed to recipients. Various promotions for the Sunland Golf and Country Club and such did not come from Division 17.

Treasurer Update — Betty Gwaltney

Monthly Expense Report: The preliminary July 2021 monthly expense report shows our total operating expenses for the month were $12,810, which brings our total year-to-date expenses to $226,314. This is $6,506 over budget year to date.

New owner letters: one new owner letter was sent in June.

Quarterly Assessments: As of August 5, five owners have not paid their third-quarter assessments. Letters have been sent to those owners.

Financial Review: Completed for 2020 Fiscal Year. No issues were identified. The CPA reviewed our processes but hasn’t submitted a report.

Association Reserves, which does reserve studies, has sent out information on reserve recommendations in light of the Florida condo collapse. Expect insurance costs to go up due to the condo collapse and liabilities, wildfires, storms, etc.

Vice President — Dianne Bresnahan

Nothing to report.

Board Member at Large — Mike Johnson

Nothing to report, but Mike mentioned that trees planted along Woodcock are doing well.

Architectural Control Committee — Richard Helmenstine

Two homes are looking to put in a rear deck in place of the concrete patio. They are proposing to use Trex Decking, which is a synthetic decking that resists weathering.

Insurance Committee — chair vacant

No report.

Developed Landscape — Eric Mahnerd / Gerry Hatler

Report submitted as part of Old Business.

Exterior Maintenance and Inspection — Michael VanDiver

Mike Johnson and Michael VanDiver went throughout the neighborhood earlier this year and created a maintenance list of things to fix. Michael then solicited contractors but has problems getting them. Issues: they are already booked, or not licensed and bonded, or don’t want to work on small tasks. He has found a paint contractor who will be doing minor paint touchups.

Another contractor is waiting on bonding and licensing issues, and then will be available for handyman repairs. Several homes have flashing issues on roofs and tile problems, and Michael is working with a contractor to fix these. A broken window, caused by lawn services, is in process with a window company.

The roofing company is coming out tomorrow to check on all the various skylight issues, tile issues, and flashing issues. Michael is also meeting with a cement contractor and a painter to take care of those issues. Each has had to reschedule to get to us. Getting sub-contractors here has been a challenge.

Natural Habitat — Sarah Miller