December 2017 Board Minutes

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, December 1, 2017

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

Call to Order

The regular meeting of the SunLand Division 17 Owners Association Board of Directors was called to order by Board Chair Gary Fortmann at 2:27 p.m. and confirmed a quorum with four members of the board present: Gary Fortmann (president), Jim Jones (treasurer), John Lewis (vice president), and Mike Johnson (member-at- large). Absent was David Walp (secretary). There were 27 homeowners plus 4 board members in attendance.

Review/Approval of Board meeting Minutes

The draft November, 2017 board meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.

Old Business

1. RV Lot/Arbor Vitae trimming – Mike Johnson attended the SLOA Board meeting in November to raise the question about There was discussion about the topic. The SLOA Board president said they would “begin at Ground Zero” with this issue. It was recommended Mike “keep watching” to see if there is any activity.
2. Estes builder landscaping – Mike Johnson reported that he had been watching landscaping activity in the area. His opinion is that they are not following through on directions but there is not much we can do short of legal measures, and for the time we should live with what they are doing. Kevin from Estes reported that the landscapers are ‘doing their best’. Kevin believes there is a communication issue here with the maintenance company. Gary asked Valerie to mark off the fence area so that we can ensure the mowers will have enough room to maneuver through. Mike J offered to help.
3. Funding for Gravel Path Next to 150 Mt Baker Drive – Estes smoothed the berm on the west side of the RV Park (at no cost to us), but it was too muddy to lay the The gravel will cost $600. Motion carried to approve the cost of the gravel.

New Business

1. 2018 Developed Landscape maintenance Contract – There will be a cost increase in 2018; from $59.17/unit to $62.12 per unit per month (about a 3% increase). Motion carried to approve the cost of the Landscape maintenance for 2018, and the contract was given to Gary for signature.
2. Records Management – Eight boxes of records were transferred from Susan’s garage to the permanent file All records had to be transferred from binders to folders in order to fit into the file cabinets. During the process, Susan identified items that, by law, can be destroyed, but nothing will be destroyed at this time. The committee is creating a records retention policy for the district.
3. 2018 Assessment Invoice Mailings – the accountant will mail assessment invoices on 12/1/17. Each owner will be assessed $642 per quarter ($2558 per year). Included with the invoice will be a summary of the 2018 budget. Payment will be due January 1, 2018.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

1. President – (Gary Fortmann) Nothing additional to report.
2. Secretary- (David Walp) Artie Stone O’Kelly reported on behalf of David Walp – Our community grows, with 122 units of the planned 139 units Lot 50 units 121 and lot 62, units 100 and 110 on Mt Baker Drive are well along in construction. Lot 66 Units 250 and 260 have started construction; Lot 60 broke ground in November, and Lot 53 will break ground in December. Two units on Mendel Drive are for sale; someone is moving into one of them; 71 Cascadia Loop is for lease, and there is moving activity at that address.
3. Treasurer – (Jim Jones) The October expense report has been posted on the website. The preliminary November report shows that we spent $12,259., and $259.476 in the past eleven months; we are $39,201 over budget. Jim made a motion to move up to $20K from the operating fund to the Reserve fund by the end of the Motion approved. All assessments from homeowners have been received. 
   1. Monthly Operating Expense Report: The October, 2017 Preliminary Expense Report that was presented at our November Board meeting was finalized and posted to our website. The Preliminary November, 2017 Expense report, which was distributed to you electronically, shows our total expenses for the month were $12,259. This brings our total expenses for the first eleven months of 2017 to $269,476 which is $39,201 higher than our YTD Total As shown in a separate document I sent to you, our Operating Expenses are over Budget by $6,712 due to fire related expenses. We also have higher than planned YTD expenses for the mulching project, irrigation water fees, roof moss removal program and other minor maintenance, and the 2017 painting program. At the end of November our Operating Funds Account totaled $55,653 which includes $30,000 in our First Federal Money Market Account. Our Reserve Funds Accounts totaled $261,844.

2. Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $116.55 in bank interest during November, and an October bank fee of $5 was reversed in At the end of the month the Fire Trust Fund balance was $528,551.04.
3. Correspondence: I sent a letter of introduction to one new owner since our last Board meeting. I also mailed two late payment letters which resulted in both owners paying their 4^th quarter assessment in November.
4. Vice president – (John Lewis, also Ext Maint Coordinator) John updated the board on the status of the fire restoration contract. Contractor is currently running six weeks behind schedule, and only began demo Delays have been caused due to the permit process and resources. But a continuous work process is promised as of this date.
5. Member at Large #2 – (Mike Johnson) Mike reported that the moss inspection is 24 units are in need of moss abatement. Additionally, he has been working to change some street lamps.
6. Insurance Committee – (Lindsay Busch) Lindsay recommends we keep our current insurance company (CAU); she sees no need to search for a new one. We should expect an increase in premiums next year, as insurance everywhere is going up due to forest fires, flooding, Lindsay then commented on earthquake insurance: some people would like to re-visit the issue of quake insurance, but he premium is $35,000 per year (about $350/unit/year). In order to get quake insurance, 70% of home owners must vote for it. There is no tsunami insurance.

7. Architecture Control Committee – (Susan Hamman) Susan reported that there were 17 requests this year (fences, storm doors, etc)
8. Developed Landscape – (Valerie Holland) Valerie reportsthe new landscaping contract ready for board approval and Continuing to work with Mike Johnson re; Mt Baker landscaping issues.
9. Exterior Maintenance & Inspection – (John Lewis) The new cycle of repainting will begin in the new year. John will present the list to the BOD in January. Homes in the division are aging, so we are seeing more maintenance problems such as dry rot on fascias, as well as a new “trend” of roof leaks; gutter leaks continue to be an issue. John asked that people recommend less expensive ways to manage high-cost maintenance, such as enclosures around heat pumps and propane He asks the architecture committee to consider ideas, as it seems to be in their realm.
10. Greenbelt – (Tom Steffen) Nothing to report.
11. Newsletter – (Kay Hatler) The newsletter will be mailed after the new year
12. Welcome Committee – (Barbra Gruner) not present.
13. Website – (Barbara Brooner) Barb reported that some links have been updated; she distributed a list of committee heads/responsibilities to the Board; she requested a list of 2018 BOD meeting dates from Dave Walp
14. Sunland Water District – Gary asked for a volunteer to attend the monthly water district meeting: every third Tuesday at 9:00 a.m. No one volunteered

Homeowner Forum/Comments

Gary asked that this portion of the meeting be confined to comments only – no questions. One resident requested that earthquake insurance be reconsidered. A discussion regarding if our homes are earthquake-ready.

ADJOURNED AT 3:50 PM, by consensus.

Submitted by David Walp, Secretary of the Board of Directors