January 2018 Board Minutes

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, January10, 2018

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 Vice-President John Lewis at 2:30 p.m. and confirmed a quorum with four members of the board present:, John Lewis (vice president), Jim Jones (treasurer), David Walp (secretary) and Mike Johnson (member-at- large). Absent was Gary Fortmann (president). There were 13 homeowners plus 4 board members in attendance.

Review/Approval of Board meeting Minutes

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

Old Business

  1. Estes builders/landscaping – Mike Johnson confirms that the meeting with builder Estes, Estes contracted landscaper, Mt Baker residents Developed landscape Coordinator and himself will be held on 12 January 2018.
  2. 1st Quarter Newsletter – Kay Hattler reports that is scheduled for release 12 January 2018

New Business

  1. Paint Color: Board decision on how many Colors -– John Lewis, Exterior Maintenance Coordinator, indicated that the Architecture Committee will be notifying owners, whose units will be painted this year, about the rules, process and the cost for additional/nonstandard color painting. The plan is to have the Architectural Committee meet with owners to ensure the color scheme selection is communicated before the painting contractor starts work on the unit. In addition, the committee will be working to ensure the owner is understands any cost they may incur due to non-standard color
  2. Board Review and Approve changes to the Exterior Paint Change Color Request form – John Lewis made a motion that the new form be approved and that the existing policy for painting for phases 1-5 be continued, the motion was seconded by Jim Jones and unanimously approved. MT Baker (phase 6) Unit Color schemes were noted to be more complicated than phases 1-5 The board discussed the differences and questioned the possible cost differences for painting of the phase 6 Kevin Estes (Estes Builder) offered to provide data on the cost schedules for initial painting of the new units for the board’s reference in planning future repainting. Also noted is the need for a phase 6 Exterior Paint Color Change Request form by the end of 2018.
  3. Approval of Welcome Committee chairperson – The board unanimously approved Artie O’Kelly as the new chair person replacing Barbara Gruner. The board thanked Barbara for her leadership and excellent work over the last three years. Ron O’Kelly was accepted as a volunteer to work on the Welcome Committee.
  4. 2018 Assessment Invoice Mailings – Jim Jones discussed concerns from some owners that the invoices received do not include the owner Up until now, the invoices have not included owner names, are for owner reference and do not need to be returned with payment. In the future, the board indicated that the minimum requirements for invoices should be met.
  5. Insurance: Earthquake Coverage – Board requests that the Insurance committed research availability and cost per unit for coverage and if there is some kind of coverage for insuring the deductible and report back.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

  1. President – (Information reported from email and conversations with Gary Fortmann who was absent) First Federal Bank has entered into the Fire Restoration for 191 Cascadia Loop as an active party as the mortgage holder. Owners Colburn and Berger have issued a notice of intent to file a complaint against the board that may result in a As of this meeting, no complaint has been filed. The association insurance company, QBE has assigned GORDON REES SCULLY MANSUKHANI, LLP (http://www.grsm.com) to defend the HOA and the board against the claims being made by the Bergers and the Colburns.
  2. Secretary- (David Walp) Our community continues to grow, with 122 units of the planned 139 units occupied. 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 broke ground in December. There are 3 unsold lots left. 31 Mendel Drive is under contract.
  3. Treasurer – (Jim Jones) The December expense report has been posted on the website.
      1. Monthly Operating Expense Report: The November, 2017 Preliminary Expense Report that was presented at our December Board meeting was finalized and posted to our website. The December, 2017 Expense report, which was distributed to you electronically, shows our total expenses for the month were $10,262. As a result our total expenses for the full year were $279,748 which is $42,048 higher than our 2017 Expense Budget. Our expenses are over Budget by $6,725 due to fire related expenses. We also had higher than planned expenses for the mulching project, irrigation water fees, roof moss removal program, other minor maintenance, and the 2017 painting program. Because our expenses were higher than Budget, we only had enough funds to transfer $25,000 to Reserves in December which is $8,500 less than the planned $33,500. As a result, we exceeded our total 2017 Budget of $271,200 by $33,548. Adding ten new units during the year versus the 2017 plan (123 versus 113) contributed to higher than planned expenses, but also provided additional assessment income to cover the higher than planned expenses. At the end of December our Operating Funds totaled $19,478, and our Reserve Funds totaled $287,135.
      2. Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $117.34 in bank interest during At the end of the month the Fire Trust Fund balance was $528,668.38.
      3. Correspondence: A letter of introduction was sent 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. Contractor is currently running six weeks behind schedule. Delays have been caused due to the permit process and resources. A meeting with all parties with a legal interest in the restoration process is planned for 23 January 2018 to discuss plans and progress to date and start the restoration work.
  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) No report.
  7. Architecture Control Committee – (Susan Hamman) Susan reported that there were no new requests since December 2017
  8. Developed Landscape – (Valerie Holland) Continuing to work with Mike Johnson re: Mt Baker landscaping Valerie indicated that she will resign from the committee effective the end of February 2018.
  9. Exterior Maintenance & Inspection – (John Lewis) John delayed the new painting schedule list to the BOD until February. The contractor is surveying and developing pricing. 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. Homes in the division are aging, so we are seeing a new “trend” of roof leaks since September 2017. Roof repair costs have been incurred and seem to be increasing. The repair/roofing contractor is working with unit owners to effect repairs. John announced that he is stepping down a chair of the Exterior Maintenance Committee effective the end of February 2018 although he will continue as an active committee
  10. Greenbelt – (Tom Steffen) Nothing to report.
  11. Newsletter – (Kay Hatler) The newsletter will be mailed on 12 January.
  12. Welcome Committee – (Barbra Gruner) not present. Artie O’Kelly will be taking over from Barb who will be providing training and support through February.
  13. Website – (Barbara Brooner) No report
  14. Sunland Water District – Gary was sworn in as a commissioner for the Sunland Water District. We still need a volunteer to represent the division at the monthly meeting: every third Tuesday at 9:00 m.

Homeowner Forum/Comments

John asked that this portion of the meeting be confined to comments only – no questions. Comments regarding the possible suit against the board and Association; Comments about earthquake coverage.

ADJOURNED AT 3:37 PM, by consensus.

Submitted by David Walp, Secretary of the Board of Directors

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