Sunland Division 17 Owners Association
January 8, 2020, 2:30 p.m. – 4:30 p.m.
Call to Order
President Gary Fortmann called the meeting to order at 2:30.
Verification of Quorum
All board members were present.
Approval Minutes
December 11, 2019, Board minutes were approved as submitted.
Old Business
Long-range planning for Sunland North
Secretary Lawrence Charters talked about the need for long-range planning to ensure that Association responsibilities, finances, and community consensus on needs are as closely matched as possible. The Communications and Outreach Committee will send out invitations to talk about landscaping, external maintenance, problematic trees, noxious plants, contingency management, and other possible topics. First topic: landscaping.
2020 Landscape Maintenance contract
The landscaping contract was approved last month, but at a cost above the budgeted amount. This, in turn, will make it difficult to meet planned contributions to the reserve fund. Subsequent discussion on how to reconcile competing interests included delaying mulching and looking at other options to mulching.
The Board voted 4-1 to hold off mulching for one year.
New Business
Removal of a traffic hazard
The cottonwood tree at the intersection of Blakely Blvd. and Mt. Baker Dr. has caused damage to the walking path leading to upper Sunland. It also is a traffic hazard, encroaches on the county’s road easement and limiting visibility.
After discussion, the Board had no objection to the removal of the tree and directed the Secretary to send a letter to the county stating as much.
2020 Mulching
This agenda item was made moot by the prior discussion on the landscaping contract.
Officer, Committee and Coordinator Reports
President Update — Gary Fortmann
No report.
Secretary Update — Lawrence Charters
No report.
Treasurer Update — Susan Hamman
Monthly Expense Report: The preliminary December 2019 monthly expense report shows our total operating expenses for the month were $24,072, which brings our total year to date expenses to $307,605. This is $34,405 over the budget year to date, due to legal fees. At the end of December, $34,000 was deposited in Reserves, $25,000 less than the projected amount of $59,000. Total expenses for the year were $391,755, $8,355 higher than budgeted.
At the end of December, the Operating Fund balance was $14,833 and the Reserve Fund balance totaled $381,148.
Fire Trust Fund: There was no activity in the fire trust fund in December. The fund earned $2.88 in interest in the month of December. The Fire Trust Fund balance at the end of December was $19,216.26.
Susan noted the FDIC standard deposit insurance coverage limit is $250,000. Susan outlined some possibilities on how we could split funds between banks to remain under the limit. The Board agreed this was an appropriate action.
Vice President — John Lewis
John praised Doug Hale’s efforts to rehabilitate the walking path on Blakely, noting that it will take continued volunteer effort by our residents to both hold down expenses and ensure that Sunland North is maintained at the levels of care we have come to expect.
Reconstruction work on Cascadia Loop is still continuing. The tentative final inspection date is January 31, subject to weather, labor availability and other factors.
Board Member at Large — Mike Johnson
The irrigation piping project is scheduled to be finished in March, with Sunland North’s section the last part of the project. Mike will meet with the county and irrigation district to address some concerns raised at the meeting.
Architectural Control Committee — Richard Helmensteine
There was one request for adding a fence and removal of sod for one unit.
Insurance Committee — Donna Carson
An article on insurance will be in the January newsletter.
Developed Landscape — Gerry Hatler / Eric Mahnerd
Gerry stated that dormant season pruning has begun, and should be completed by the end of January. Mulching was scheduled for February but has been postponed (see above, Old Business). Mowing will be on an as-needed basis.
Exterior Maintenance and Inspection — Doug Hale
Doug reported that aside from a couple of gutter leaks there was not much activity.
Open Space — Tom Hamman
No report.
Communications and Outreach — Kay Hatler
Requests were sent out to the Board and Committee chairs to review and update items for the Welcome Packet and website. The January newsletter is completed and will be sent out via email and posted on the website. Leah Prince has several welcome visits scheduled with new residents.
Sunland Water District Update — Al Frank
Al sent a message to the Secretary suggesting he shouldn’t serve as our observer since he has been elected as a water district commissioner. The Board sees no conflict with Al acting as the Sunland North observer.
Homeowner Comment Period
Long-term planning: the county says the round-about at Sequim-Dungeness and Woodcock will be put in during the next year or so. There were some questions about right-of-way for the round-about, and how much Sunland North property might be consumed by the round-about.
During the holiday break, the utility boxes at the intersection of Sequim-Dungeness and Woodcock were vandalized with graffiti. The utilities will be contacted to repaint the boxes.
Bark: it was suggested we use good quality bark for mulching, as the major expense is labor.
Adjournment
The President adjourned the meeting at 3:35 pm.