February 2018 Board Minutes

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, February 14, 2018

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

Call to Order

The February 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 all members of the board present: Gary Fortmann (president) John Lewis (vice president), Jim Jones (treasurer), David Walp (secretary) and Mike Johnson (member-at- large). There were 20 homeowners plus 5 board members in attendance.

Review/Approval of Board meeting Minutes

The draft January 10, 2018 board meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.

Old Business

1. Estes builders/landscaping – Mike Johnson reported on the meeting with builder Estes, Estes contracted landscaper, Mt Baker residents, Developed landscape Coordinator and himself was held on 12 January 2018. large trees can be shaped but require a landscaper experienced with this type of pruning. Estes is having landscaper only plant perennials. As a side note, there is a product called Plant Skydd that is effective ibn keeping deer from eating shrubs and other plants. Estes provided a template/schedule/list of plants that the landscaper can select from for planting in the Mt Baker new builds. Estes is making progress on correcting and implementing the changes agreed during the meeting(s). Mike Johnson suggested that the Developed Landscape committee contact a Master Gardener to get assistance with pruning and shaping existing plantings in Division 17. Elaine Brown and Mike Snyder were mentioned as possible helpful sources. The summary of the January meeting referenced herein follow.

Notes from meeting with Estes Builders January 12, 2016

Attendees: Kevin Estes – Estes Builders, Mike Lyckman- Estes Builders, Sean (Olmstead Landscaping) – Estes Builders, Michael Johnson – Division 17 Member at Large, Valerie Holland – Landscape Liaison and Coordinator, Ken Niblett- Resident Mt. Baker area Elaine Brown – Resident Mt. Baker area

Status following discussion of concerns

1. Continued cooperation between Estes Builders and Division 17
2. Access to rear of new homes discussed, EB agreed to maintain access for our landscape
3. Plant trees 18 feet from
   1. EB landscape contractor suggested that recently planted trees could be maintained at whatever height our landscape contractor was instructed to maintain them by HOA.
   2. A project suggestion: Obtain an arborist to provide proper method to HOA requested
4. EB consider pruning large, older trees at 130/140 Baker EB was non-committal in regards to this request.
5. Requested that EB refrain from planting perennials, not Also asked that EB not plant varieties of plants the deer love to eat.
   1. EB landscape contractor stated that he was not planting annuals.

6. HOA representative requested EB coordinate installation of sprinklers with plants (ex: 291/281 Mt. Baker) Estes Builders is aware of the need to coordinate sprinkler and landscape build. Committed to correcting concerns at 291/281 Mt. Baker.
7. HOA representative discussed proper placement of bark around new EB pointed out that bark was not blocking vents
8. HOA representative discussed mole EB advised that county road authority easement exists
   1. EB and HOA representative discussed the placement of a ‘pre-emergent’ on the bare ground before placing rock, which was agreed to by EB.
9. Suggest by HOA representative that early discussions with the Division 17 Board of Directors would assist Estes Builders planning and procurement of material for landscaping.

2. 1. EB was not willing to pay for a formal design for
   2. EB will provide a template for plant varieties proposed for future build outs. A question arose regarding type of grass seed planted in common areas outside of rail Grass in this area has been disturbed by construction activities and EB agreed to replant using ‘Perennial Rye’ seed.
3. Insurance: Earthquake Coverage – Lindsay Busch (Insurance Committee Coordinator) provided updated input regarding earthquake coverage. Because of the cost impacts to the budget, 75 % of the owners need to approve the increase as a special assessment. All owners share equally in any loss. The insurance would pay out covered losses, less a deductible of 10% per building The premium for adding the earthquake rider would be estimated at $40,000 (approx $325 per unit based on current 123 owners). John Lewis proposed that the Insurance committee sponsor a working session (to be scheduled by the BOD) to have the underwriter explain the earthquake coverage options and costs. As a pre-meeting information/education for owners, request that the insurance committee update the package used 3 years ago for distribution to owners. There was an insert in the Gazette and the PDN recently detailing earthquake preparation actions that residents can implement

New Business

1. Expenses for making requested copies – Jim Jones proposed the following change to the Division 17 Rules and Regulations paragraph 22.

In Division 17 Rules & Regulations replace the following in Paragraph 22: Division17,

“…at their expense via a written request delivered to the Board at PO Box 1655, Sequim, WA 98382.”, with the following: “… at a charge of $0.25 per page via written request delivered to the Board at PO Box 1655, Sequim, WA 98382. The fee for copies will be payable to Sunland Division 17 Owners Association and will then be distributed to the person(s) who provided the copies. Note that two-sided documents are considered to be two copies when copies are made of both sides.”

The proposed motion was seconded by D. Walp and unanimously approved by the board. Cindy Rhodes was directed by the board to process the changes and provide the updated

2. Painting Contract Award – John Lewis made a motion to approve awarding the painting contract in the amount of $43,089 to Oscar Painting for painting of phase 1-5 unit structures scheduled in 2018. the motion was seconded by Jones and unanimously approved by the board. John Lewis suggested having OCSAR Painting prepare estimates for painting Division 17 Mount Baker Drive phase 6 structures. The board agreed that John should request the estimates from the contractor.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

1. President – Gary Fortmann reported that the board members with the able leadership of John Lewis have done all that is within our purview to initiate the restoration of the units at 191 and 201 Cascadia Loop. On 25 January, the board president and John Lewis met with all the principals involved to provide the plans and permit applications to the owners and discuss the next step(s) in the restoration process. The onus for continuing the restoration process is now on the owners whose signatures are required to begin the construction permit approval process by Clallam County.
2. Secretary- (David Walp) If anyone has any updated owner information forms please forward to me so I can add them to the master hardcopy file. Our community continues to grow with 123 units of the planned 139 units There are ten homes for sale/under construction in the Mount Baker area which leaves only six 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
Closed	41 Mendel Drive	2005             $350,000	2 Feb 2018            2       2      2039      $355,000	Charters

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

3. Treasurer – (Jim Jones) The January expense report has been posted on the
   1. 1. Monthly Operating Expense Report: The January, 2018 Expense report, which was distributed to you electronically, shows our total expenses for the month were $18,545 which is $1,401 less than Budget due to timing of legal fees and the number of irrigation only water meters being charged a fee were less than planned. As shown in a separate document I sent to you, Operating expenses in January included $2,743 due to fire related expenses. At the end of January our Operating Funds totaled $123,014, and our Reserve Funds totaled $287,442. The January report will be posted to our website following your acceptance of the report.

1. 2. Funds Transfer: Following receipt of the first quarter assessment payments, I transferred $100,000 of Operating Funds from our First Federal checking account to our Money Market account on January 18, 2018.

1. 3. Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $117.38 in bank interest during January. At the end of the month the Fire Trust Fund balance was $528,785.76.

1. 4. Correspondence: I sent a letter of introduction to one new owner since our last Board meeting.

4. Vice president – (John Lewis, also Ext Maint Coordinator) John updated the board on the status of the fire restoration contract. The board is awaiting the 191/201 owner construction permit approval since the 25 January 2018 meeting. Currently, we are looking at a mid-summer completion date if the approvals are signed this week. Delay at this point is a function of the owners not authorizing the permit requests and start of work.
5. Member at Large #2 – (Mike Johnson) Mike wil be asking for volunteers to start the semi-annual inspections. He plans to start with asking the people who assisted last year.
6. Insurance Committee – (Lindsay Busch) Proposed that the earthquake information package from 3 years ago be updated and then sent out to all owners. Suggestion that the committee and the board sponsor a working meeting to have the insurance agent answer questions about options and costs for owners.
7. Architecture Control Committee – (Susan Hamman) Susan reported that there were 2 new requests since January 2018; a hand rail installation (approved) and installation of an electrical inlet for connecting an emergency generator (in process).
8. Developed Landscape – (Valerie Holland) Previously covered, nothing else to add. We are still looking for a volunteer to come forward to take on the role of Committee Coordinator.
9. Exterior Maintenance & Inspection – (John Lewis) Tom Hamman has mitigated some instances of poison Hemlock in the common area, thank you Tom. John delayed proposed that the budget item for procuring a shed to replace the maintenance trailer be deferred until a later time. Additionally, it was proposed to paint the trailer and relocate it closer to the tree(s) to move it out of view of nearby homes. The list of homes that will have moss treatment has been developed for 2018. Three Crowns is preparing to start this work and has offered to continue through 2018 at the same pricing as last year. Mike Johnson will be soliciting volunteers for John announced that he is continuing as chair of the Exterior Maintenance Committee on a month to month basis pending another volunteer stepping forward.
10. Greenbelt – (Tom Steffen) Tom was unable to attend due to other commitments His report was read into the minutes by D. Walp.

The meadows/green space is resting during these days of winter. I have not made a recent inspection of anything. Will begin to have a look around in March. An owner recently contacted me and requested that I ask Estes Builders the following questions:

1. 1. Did Estes Builders request permission (of the HOA) to use the common areas (to access Estes’ properties)?
   2. Will Estes Builders remove all the mud and piles of dirt?
   3. Will Estes Builders be responsible for restoring our open spaces back to their previous condition?

I spoke with Kevin Estes earlier today. Below you will find his answers:

1. 1. From the beginning, Estes Builders entered/exited the common areas on a limited/as- needed basis through the years building sites were being developed. As a result, a formal request has not been submitted to the Board of Directors. Estes Builders pledges to continue its practice to do its best to limit driving equipment and vehicles in the common areas.
   2. Mud and piles of dirt will be removed.
   3. Estes Builders will make every reasonable attempt to restore the open spaces (to prior condition).

11. Newsletter – (Kay Hatler) Nothing reported.

12. Welcome Committee – (Atrie O’Kelly) There are 2 visits scheduled in February.

13. Website – (Barbara Brooner) Barbara reported on maintenance activities including updating forms and committee chair/coordinator list, posted quarterly newsletter, changed link to SLOA CC&R and removed outdated information that has been replaced or or invalidated.

14. Sunland Water District – Ken Niblett has started attending Water District meetings. Ken has agreed to represent the division at the monthly meeting: every third Tuesday at 9:00 a.m. Ken and Gary (commissioner) reported that the water outage recently occurred because a tre limb fell on the pump control/power panel which shut down the backup Damage was repaired and disruption was minimized.

Homeowner Forum/Comments

Comments about earthquake coverage; SLOA survey of height restriction violation in Mt Baker area; and new Food/Beverage manager/Head Chef and new golf pro have been hired by SG&CC

ADJOURNED AT 4:20 PM, by consensus.

Submitted by David Walp, Secretary of the Board of Directors