SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Monthly Meeting
Wednesday, January 11, 2017
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
Homeowner Forum/Comment Period
There were 21 Homeowners in attendance. The following topics were discussed during the homeowner comment period: Trash pick-up day – trash blowing around and water/irrigation leak issues.
Call to Order
The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order by Board Chair at 2:30 PM and confirmed a quorum with four members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), and Jim Hammond member-at-large. Jim Voorheis (vice-president) was absent.
Review/Approval of Board meeting Minutes
David Walp, secretary, recommended approval of the draft meeting minutes from December 7, 2016. The draft meeting minutes were accepted as presented. Secretary was directed to provide website coordinator the final minutes for posting.
Old Business
- Exterior Maintenance Coordinator: Board President, Gary Fortmann, noted that John Lewis had accepted the role of Exterior Maintenance Coordinator as well as the terms and conditions discussed between John and the board. John Lewis introduced himself and noted a self imposed 6 month probation period. At the end of 6 months, John requested the board conduct a performance evaluation. John inquired what the limits/restrictions are for maintenance and materials expenditures without getting board approval. Cindy Rhodes commented that under previous coordinator there was no limit for contracted repairs and a $500 or $750 limit for miscellaneous. The Board can approve overspending the Budget by withdrawing Reserve Funds as necessary to cover the non-budgeted expenses. Only when there is a need for a Special Assessment of the members do we need to request a vote of the membership.
John stated that the new operating mode would be for more maintenance/repairs to be contracted versus having the coordinator personally do some ofthe work. Some work could continue to be performed by volunteers who are qualified to perform the work. As a result, the Exterior Maintenance function may require larger budgets in future years. Outstanding actions are to acquire as built drawings for water and irrigation installations from Estes (builder of record) and need to prepare a plan for establishing a storage/work area for maintenance materials. Gary Fortmann and the board passed a resolution recognizing Richard Helmenstine for his years of service to the community as Exterior Maintenance Coordinator. Web site coordinator was asked to update the contact information for the Exterior Maintenance Coordinator on the Division 17 website.
- 201 Cascadia Loop: Trellis has been removed and holes repaired. A letter from Colburns was received and an executive meeting was scheduled for January 9, 2017 to discuss the issues raised by the letter.
- Pet violation reports: The secretary drafted a warning letter for the violations reported against resident/owner at 150 Cascadia Loop. The letter was approved by the board members and mailed to the owner. Additionally, an email/mailing about the pet policy, rules and fines for violations presented to the board was approved to be sent reminding all owners and renters of the responsibilities they agreed to when joining the community.
New Business
- Division 17 maintenance trailer: The Division 17 Exterior maintenance trailer needs to get new license tabs. Board voted unanimously that the Exterior Maintenance Coordinator should get the new tabs and submit the expenses to the treasurer for reimbursement. The Secretary was directed to send a letter to SLOA for a temporary variance for the trailer to stay in the RV lot pending the acquisition of the license tabs. Further, the Exterior Maintenance Coordinator was requested to research and plan for acquiring and installing a storage/work facility on Division 17 property. Possible location suggested was near the Mail boxes on Mt. Baker Drive.
- Irrigation Meter invoices: Treasurer reported receiving 14 invoices for meters in Division 17 from the Sunland Water Each invoice was for $390 totaling $5460 in unanticipated and unbudgeted costs. After discussion on the issues and options, the treasurer made a motion that the unexpended money from the 2016 budget be allocated to cover the invoices. The board approved the motion unanimously.
- 60 Cascadia Loop Door Repair: A medical emergency at the address occurred requiring the emergency service responders to request owner to approve the front door to be forced. John Lewis requested the board make a ruling regarding responsibility for the cost of repairs or replacement of the door. Due to the circumstances surrounding the incident, the Board of Directors declared the cost to be the responsibility of the owner. The secretary was directed to draft a letter to the owner/daughter (POA) informing the owner of the decision for the board president to sign
- 31 Mendel Drive and 411 Blakely Boulevard Sprinkler and Driveway Repairs: Owners/residents reported that broken irrigation system pipes at theses locations resulted in significant water outflows (estimated 5400 gals and 4000 + gals respectively). Delays in reporting and locating the shutoff valves contributed to the driveways being undermined. Owner volunteered to provide document with valv locations to the new Exterior Maintenance coordinator to minimize delays and wastage in future events. John Lewis and Valerie Holland will work together to contact the irrigation contractor previously employed and get plans, estimates and schedules for repairs.
- Irrigation Service forward Planning: John Lewis and Valerie Holland will collaborate to identify Irrigation Service providers to solicit bids and plans for emergency and routine A selected service provider will then be placed on retainer for future services. A budget plan will be developed to support 2018 budget developmetn.
- Division 11 slope tree work: Division 11 plans to have trees on the shared slope pruned and dead fall Gary Fortmann will contact Division 11 to coordinate tree work.
- SLOA Board Meeting Representative: Jim Hammond accepted the boards request to represent the Division 17 board at the SLOA board meetings.
- Web site suggestions: The web site coordinator discussed proposed changes to the current web site including a news crawler, adding photos of current board members and adding a password controlled member only photo gallery of Division 17 Jim Jones made a motion to approve was seconded by Dave Walp and unanimously approved.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
Secretary – No new or updated owner information forms were received this past month. If anyone has any please forward to me so I can add them to the master hardcopy file.
Lot 51, units 141 and 151 and lot 58, units 281 and 291 will be starting construction soon. Real Estate activity since December 2016:
Currently active listings in Sunland North 180 Cascadia Loop $348,500
161 Mount Baker $389,000 60 Mendel Drive
Currently Under Contract (seller has accepted an offer) or closed 80 Cascadia Loop
150 Mount Baker
Treasurer – Jim Jones provided written monthly financial summary for December that was accepted as written. The monthly financial status reports are also posted to the Div 17 Website.
Member at Large – Nothing to report
Architecture Control Committee –Barbara Ross reported on the Exterior Change Request for 41 Mt. Baker Drive. Board listened to the report on the proposed change from the Architecture Control Committee. The owner signed that they agree to the conditions. Confirmed that the request was approved for 41 Mt. Baker Drive. Finally, the committee reported on methods for propane tank anchoring. Committee requested to draft policy statement for board review with assist from John Lewis and David Jelin.
Insurance Committee – Lindsay Busch was not present and there was no report.
Developed Landscape – Signed contract received from Parsinen Landscaping for board counter signature. Contract did not include safety vest clause. Board asked for contract to be annotated and resigned by all parties. 2017 Mulching: the Landscape Coordinator reported getting one bid for having the tri-annual mulching completed. Additional bids will be solicited and all bids will need to provide bond and license
Exterior Maintenance & Inspection – Gary will be Exterior Maintenance Coordinator single point of contact.
Greenbelt– Nothing to report
Newsletter– Nothing to report
Welcome Committee –One visit conducted and one to schedule.
Website – Barbara Brooner reported December updates made to the Div 17 Website (2017 SLOA, Div 17 and SWD fees, etc.), and summarized three enhancements developed as an experiment and approved by the board earlier in the meeting (“What’s New” scroll, “Featured Photos” page, and incorporation of board member photos). She said in December the site experienced 179 individual sessions, of which 124 originated from Washington State IPs, with 100 sessions from Sequim IPs specifically. Of those Sequim-originated sessions, one-third were from new visitors during that month and the other two-thirds were repeat visits during the month. Viewers averaged 6.4 pages per session, with average session duration of 3 1/2 minutes.
Sunland Water District – Gary Fortmann reported that he attended the Water District monthly meeting for December 2016.
Homeowner Forum/Comments
There were further comments on Propane tank anchoring and Valerie Holland was identified as the point of contact for sprinkler/irrigation leak shutoff.
ADJOURNED AT 4:25 PM, by consensus.
Submitted by David Walp, Secretary of the Board of Directors