Note: Washington State’s Stay Home-Stay Healthy directive places limits on all but very small gatherings. The Sunland North February 10, 2021 Board meeting was held virtually, via Zoom.
Monthly Board Meeting of Sunland Division 17 Owners Association
February 10, 2021, 2:30 p.m. – 4:30 p.m.
Call to Order
Meeting called to order at 2:30.
Verification of Quorum
Vice President Dianne Bresnahan was absent. All other Board members present.
Review and approval of minutes
January 13, 2021, Board meeting minutes were approved as submitted.
Old Business
Records Retention Schedule
President Susan Hamman planned to have the proposed Division 17 records retention schedule reviewed by our lawyer, but discovered he retired. After some discussion, the Board decided a legal review is not necessary because the records retention schedule meets applicable Washington State and federal records retention requirements.
Domestic waterline Maintenance
Mike Johnson determined a mysterious water line issue with one unit is probably two separate issues. One: how to pay for the problem. Two: what, exactly, is the problem. A gas leak test was not performed, though one was planned. Mike dug in a suspect spot as defined by a sound check; no problem was found. The water district has replaced the water meter in case this was a problem with the meter. The exterior maintenance committee is now exploring what to do next.
Roof moss remediation
Michael Vandiver reported several bidders have come out to look at both tile roof and asphalt roofs to assess the roof moss remediation. Our initial contractor quit halfway through the season. We need to complete work previously planned as well as come up with a plan for controlling moss going forward. Michael will review roofs, and rate them according to the severity of the moss problem and need for attention.
New Business
Sequim-Dungeness and Woodcock Road roundabout
Mike Johnson and John Lewis discussed the proposed traffic roundabout at Sequim-Dungeness and Woodcock Road. Construction is slated and budgeted for 2021. The center of the roundabout will shift the center of the intersection to the southeast, and require the purchase of land from the Sunland North natural habitat.
Officer, Committee, and Coordinator Reports
President Update — Susan Hamman
Susan reported a “noticeable uptick of dog poop,” both on homeowner lawns and in common areas. The area around the driving range, in particular, is a problem. Pet owners with unleashed pets, and owners who do not clean up after their pets, will be fined, by either SLOA or Division 17.
What happened behind the driving range: trees behind the driving range belong to the Sunland Golf Club. There were lots of white pines and deciduous trees on the slope, so the Golf Club removed them. Further work may take place next week, and they may bring in a chipper to deal with the debris. Large chunks may also be left in place.
The property manager for a unit on Cascadia that is rented out said the place was overrun by rats. Rats chewed through water pipes, which caused problems with the insulation in the unit. Rats then intruded on the neighbor unit, and chewed through pipes, causing extensive damage. Pest control is an owner’s responsibility, and pest damage is not covered by the HOA insurance policy. Extermination of vermin is also not covered by HOA insurance, nor is plumbing.
The rats came in through the dryer vent and water shutoff valves. In the process of surveying the damage, it was also discovered the units had a combined sewer outlet.
Secretary Update — Lawrence Charters
The Governing Documents Committee is meeting weekly to review Sunland North’s governing documents with several goals in mind: bring the documents in line with current law and court rulings; identify gaps and ambiguities uncovered over the years and propose remedies; and in as much as possible, make the documents more accessible to owners.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary January monthly expense report shows our total operating expenses for the month were $25,009 which brings our total year to date expenses to $25,009 vs year-to-date budget of $24988 – Over budget by $21- primarily due to equipment rental for tree planting in the greenbelt ($579).
Bank account management: Moved $150,000 from First Federal Checking to First Federal Business Money Market after deposit from assessment payments.
Assessments: As of February 3, six owners have not paid the first quarter assessment ($742). One owner is also overdue for fourth-quarter 2020 Assessment.
New Owners: New owner letter sent to owners of 430 Blakely Blvd
Vice President — Dianne Bresnahan
Not present.
Board Member at Large — Mike Johnson
Nothing to report.
Architectural Control Committee — Richard Helmenstine
Received one request for a rolling screen. Two buildings are scheduled for painting in 2021; the owners have been contacted.
Sunland North’s memorandum of agreement on simplifying the ACC review process was approved by the SLOA Board in January.
Insurance Committee — JoAnne Estes
We have begun the Association insurance policy renewal process by submitting preliminary information including financial reports to the CAU underwriters. We expect a renewal proposal in the next few weeks.
The new year is a good time for Owners to review other personal insurance policy’s that each of us might have in place such as auto insurance, life insurance, and personal property insurance.
Developed Landscape — Gerry Hatler / Eric Mahnerd
Gerry reported the dormant season pruning has been completed. Application of mulch has begun.
Gerry suggested that Exterior Maintenance might wish to take on going door-to-door and checking to see that hoses are disconnected for cold weather.
Susan thanked Gerry for quick response to damage caused by a fallen tree in a recent windstorm.
Exterior Maintenance and Inspection — Michael VanDiver
Michael reported that, other than moss issues, there was a gutter cleanup problem.
Natural Habitat — Sarah Miller
Sarah sent in a report: “We have several volunteers scheduled to clean up the windfall dead branches in the natural area bordering Woodcock Road on Monday, February 15. Thanks to all who have volunteered!”
Communications and Outreach — Dianne Bresnahan
No report.
Sunland Water District Update — Al Frank
No changes since the last report.
Homeowner Comment Period
There was a question over what could be done about speed control, as there seems to be an increasing number of incidents. One suggestion was to put in stop signs on both ends of Cascadia Loop.
With regard to the rat issue: if yearly inspections are recommended, it might be helpful to collect names of people who wanted crawl spaces inspected and contract as a group.
Adjournment
The meeting was adjourned at 3:41 p.m.