Note: Washington State’s Stay Home-Stay Healthy directive places limits on all but very small gatherings. The Sunland North January 11, 2021 Board meeting was held virtually, via Zoom.
Monthly Board Meeting of Sunland Division 17 Owners Association
January 13, 2021, 2:30 p.m. – 4:30 p.m.
Call to Order
President Susan Hamman called the meeting to order at 2:30 p.m.
Verification of Quorum
All Board members were present: President Susan Hamman, Vice President Dianne Bresnahan, Treasurer Betty Gwaltney, Secretary Lawrence Charters, and Board Member-At-Large Mike Johnson.
Review and approval of minutes
The December 2020 board minutes were approved as submitted.
Old Business
ACC Memorandum of Record for SLOA
Susan Hamman submitted a revised Memorandum of Record to SLOA. The memorandum is intended to speed approval of Architecture Control Committee requests by sending completed actions to SLOA as records of actions taken, rather than requests for approval. The revised memorandum takes into account the slightly different scope of SLOA ACC activities, and is an amendment to a memorandum of May 2018. The Board approved sending the memorandum to SLOA for their review at their next meeting.
New Business
Sunland North Records Retention Schedule
Susan Hamman and Barbara Broomer submitted a Sunland North Records Retention Schedule. Sunland North, as a corporate entity, generates records, and the paper copies alone have now filled two filing cabinets at the SLOA office, with an overflow in the homes of various board members and committee members. The policy establishes a schedule outlining how long records should be retained, what records can be discarded, and when the records can be discarded.
The Board approved sending the policy to our lawyer for review.
Revision of Expense/Reimbursement Form
Treasurer Betty Gwaltney submitted a revised Expense Approval/Reimbursement Request form for Board and Committee members, for recording corporate expenses. This revision was prompted by how our accountant tracks expenses, and includes a few other minor revisions. The Board approved the revised form.
Governing Documents Committee
Susan requested that the Board reconvene a governing documents committee. The committee would review our current governing documents, noting where they need to be updated or revised, and submit their work to the Board for review. Some updates might be done by the Board, while other changes may require a vote of the Division 17 members. The Board approved reconvening the committee, with Barbara Brooner, John Lewis, and Kathy Gross as members with Lawrence Charters serving as chair.
Susan Hamman left to attend a call. Dianne Bresnahan took over chairing the meeting.
Domestic waterline maintenance
A water line leak was reported in one home, but after an extensive investigation, it was not clear where the leak was. Eventually, the landscape irrigation system was ruled out as a source, and it now appears the leak is where the waterline enters the residence. Our documents state residence waterlines are the responsibility of the owner. Exterior maintenance will approach the owner of the unit and state that, due to inconsistencies in governing documents, Sunland North will offer to split the cost of repair with the owner.
Officer, Committee, and Coordinator Reports
President Update — Susan Hamman
Nothing to report.
Secretary Update — Lawrence Charters
Lawrence reported that the various documents included in the Welcome package for new owners have been revised for 2021 and thanked everyone who read them over and suggested revisions.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary December monthly expense report shows our total operating expenses for the month were $12,213, which brings our total year to date expenses to $275,078 vs the year-to-date Budget of $284,700. This is under budget by $9,622, but due to a delay in a monthly invoice for the Landscaping contract ($10,305) which will be paid in January, the actual 2021 expenses would be $285,383 – or just $683 over budget.
Bank account management: Moved $10,000 from First Federal Checking to Spruce Money Market, Moved $90,000 from First Federal Money Market to Sound Community Money Market Reserve Account for a total Reserve Account contribution of $100,000 for 2020.
Betty presented two slides at the meeting to better illustrate 2020 expenditures. The first shows expenditures by month, demonstrating the huge expense bump represented by the purchase of the association group insurance policy.
The second graph shows expenditures by type of expense.
President Susan Hamman returned briefly to complete the discussion on water line maintenance and left the meeting again at 3:19. Dianne Bresnahan continued to chair the meeting.
Vice President — Dianne Bresnahan
Dianne mentioned that a homeowner had asked about a neighborhood directory. Lawrence confirm the Board had directed that a directory be distributed at the October 2020 Board meeting, but several factors made this difficult to complete. He expects to distribute a directory soon.
Board Member at Large — Mike Johnson
Mike had a discussion with one homeowner who wanted to attach an oversized satellite dish to their home, despite Sunland North rules that limit the size of a satellite dish and prohibit their attachment to the home. He noted that some homeowners have not taken the time to review the HOA rules and regulations.
He also mentioned a recurring problem with motorhomes parked in driveways for extended periods of time, contrary to SLOA and Sunland North rules.
Architectural Control Committee — Richard Helmenstine
Richard reported that pretty much everything is closed out for 2020, with just a couple of projects carried over into 2021. It is winter, and fairly quiet.
Insurance Committee — JoAnne Estes
JoAnne sent in a note that there is no activity to report.
Developed Landscape — Gerry Hatler / Eric Mahnerd
No report.
Exterior Maintenance and Inspection — Michael VanDiver
Michael said two different contractors came out to look at our roofs and provide bids for moss abatement and follow-on maintenance. Removing moss from concrete tiles is a two to three-part process, and is not inexpensive. Once roofs are back in shape, ongoing maintenance is required. He doesn’t have bids yet, but will report back when he does.
He reported one has has a small leak in a skylight. Another unit will need gutter repair after a tree fell and damaged the gutter.
Natural Habitat — Sarah Miller
Sarah wrote in: “Thank you to the four volunteers who have signed up for watering the native plants once the winter rains end. With four of us rotating this assignment, we should each only have to water the plants about once a month if we give them a good soaking. This will ensure they are watered weekly. I’m happy to take more volunteers if anyone else is interested. To sign up, contact sarah0458@gmail.com or (206) 947-1347.”
Communications and Outreach — Dianne Bresnahan
Dianne reported that the January newsletter had been sent out to all residents. She thanked everyone involved in creating it.
Sunland Water District Update — Al Frank
Al was not available, but Lawrence noted the District is still operating under COVID-19 restrictions. There has been some confusion about the 2021 fees, but they are posted on both the Sunland North site (under “Fees”) and on the District website, https://sunlandwater.com/rates/
Homeowner Comment Period
Betty thanked everyone for their help in the Christmas Parade, as either a parade participant or as a parade watcher.
Adjournment
Dianne adjourned the meeting at 3:34 p.m.