SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Director’s Meeting December 1, 2015
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
Approved 13 January 2016
Homeowner Forum: Ten (10) observers attended the meeting (see attached attendance sheet). Two individuals shared information concerning the upcoming Christmas Party (10 December) and a request the Board continue to pursue with the County Commissioner the need for a round-a-bout at the intersection of Sequim-Dungeness/Woodcock intersection.
Call to Order: The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 2:35 PM by president Richard Edes.
Roll Call and Quorum: The president confirmed a quorum with five (5) members present: Richard Edes (president), Jim Jones (treasurer) Tom Steffen (secretary), Jill Hummel (board member-at-large), and Gene Ross (board member-at-large).
Review and Approval of Minutes: The draft minutes had been distributed electronically for the November 3, 2016 meeting. MOTION: Tom Steffen moved approval of the minutes; the motion was seconded by Jill Hummel and unanimously approved.
Old Business
- Exterior Maintenance/Items Covered and Not Covered.
MOTION: Jim Jones moved that (a) due to the concerns raised, and (b) the need for our attorney to review our proposed amendments to the Rules and Regulations to ensure they are in compliance with our governing documents, and (c) until we learn more about the revisions SLOA may be making to its governing documents, that we table adoption of these changes until our January meeting; the motion was seconded by Gene Ross and unanimously approved.
2. Landscape Maintenance Guidelines.
MOTION: Jim Jones moved that (a) due to the concerns raised, and (b) the need for our attorney to review our proposed amendments to the Rules and Regulations to ensure they are in compliance with our governing documents, and (c) until we learn more about the revisions SLOA may be making to its governing documents, we table adoption of these changes until our January meeting; the motion was seconded by Gene Ross and unanimously approved.
3. Insurance Committee Report on Responsibility/Liability on Snow Removal. Lindsay Busch distributed a one-page document with a cover memorandum (see attached). She referenced articles the committee has read and conversation with ourCAU (insurance company) representative. The Insurance Committee recommends that wording be added to Div 17 documents that clarifies that snow removal (around the immediate walks and driveways per unit) is the responsibility of unit owners.MOTION: Jill Hummel moved that wording, clarifying that snow removal (around each unit) is the responsibility of unit owners, be added to Div 17 documents; the motion was seconded by Gene Ross and unanimously approved. Gene Ross agreed to facilitate the revisions to the appropriate document(s).
New Business:
1. Ad Hoc Committee Report on Architectural Control Committee. MOTION: Gene Ross moved that the Board’s action of tabling items “1 and 2” under “Old Business” (see above) renders discussion unnecessary; the motion was seconded by Jill Hummel and unanimously approved.
2. Architectural Control Committee. MOTION: Gene Ross moved that the Board’s action of tabling items “1 and 2” under “Old Business” (see above) renders discussion unnecessary; the motion was seconded by Jill Hummel and unanimously approved.
Committee Reports:
1. President Update – Richard Edes indicated that he has received comments from neighbors who are concerned about the appearance of the split-rail fencing. He will form an ad hoc committee in January to work on resolving this issue.
2. Secretary Update – Tom Steffen distributed a report (see attached). Jill Hummel agreed to send reminders and the newsletter to residents who prefer receiving correspondence via postal mail, a task assigned to the secretary in the past.
3. Treasurer Update – Jim Jones distributed via email the Monthly Expense Report and a two-page document entitled “Treasurer’s Comments” (see attached). He updated the progress made with residents who were behind in their payment of assessments.
MOTION: Jim Jones moved that a reminder of assessments be sent to residents (via email, postal mail, and newsletter); the motion was seconded by Jill Hummel and unanimously approved. Jim Jones will send Tom Steffen the wording for the reminder.
MOTION: Jim Jones moved that $125,000 be withdrawn from First Federal Bank and placed in an E-Money Maker Account with Sound Community Bank; the motion was seconded by Jill Hummel and unanimously approved.
MOTION: Jim Jones moved that approximately $40,000 be transferred from the Operating Fund, leaving at least $20,000 in the Checking account for Operating Reserves; the motion was seconded by Tom Steffen and unanimously approved. Jim Jones will check on the advisability of using First Federal Money Market Account to hold both Reserves and Operating Funds; he will report to the board at its January meeting.
4. Member-At-Large One Update – Jill Hummel distributed a report (see attached) and commented on information she received at a recent SLOA meeting; the event with Commissioners Jim MacIntire and Mark Ozias; information about research into having a cell tower in Sunland; and installing video cameras in the RV storage area.
5. Member-At-Large One Update – Gene Ross shared that he had responded via email to a resident who inquired into matters pertaining to Div 17’s Rules and Regulations and the CC&Rs.
6. Insurance Committee Update – Lindsay Busch shared general comments concerning the annual renewal date (May 1) and that the committee will continue to inquire into rates for earthquake and flood insurance.
7. Architecture/Exterior Changes Update – Barbara Ross was unable to attend but submitted her report to Tom Steffen, which he read (see attached). Negotiations continue in the selecting of an acceptable color for a unit scheduled to be painted in the spring.
8. Developed Landscape Update – Valerie Holland reported that the 2016 lawn maintenance contract will be the same amount as the 2015 contract. Work around units on Mendel has been completed.
9. Exterior Maintenance & Inspection Update – Richard Helmenstine indicated that there was nothing to report.
10. Greenbelt Update – Tom Steffen reported that cleanup on the slope (southeast boundary of Div 17) by a neighboring division has concluded.
11. Newsletter Update – Renee Jones reported that the next edition of the newsletter will be mailed in early February.
12. Welcome Committee Update – Barbara Gruner reported that the committee has made numerous attempts at scheduling times with new residents.
13. Sunland Water District Update – Gary Fortmann reported that all new meters will be paid for out of the District’s reserves. Test readings will begin in 2017. We should plan on receiving consumption invoices in 2018.
Homeowner Comment Period: None of the owners present offered comments.
Announcements: Upcoming Board Meeting: Wednesday, January 13, 2016 at 2:30 PM.
Adjournment:
MOTION was made by Gene Ross to adjourn; it was seconded and approved. The meeting concluded at 4:27 PM.
Prepared by: Tom Steffen, Secretary (2015-16)