SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Director’s Meeting July 8, 2015
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
**Approved**
Homeowner Forum: The board scheduled an open Homeowners Forum. Seventeen observers attended the meeting, no one spoke.
Call to Order: The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 2:32 PM by President Susan Hamman.
Roll Call and Quorum: The chair confirmed a quorum with all members present: Susan Hamman (President), Judy Field (Secretary), Terry Main (Treasurer), Member at Large One (David Jelin), Member at Large Two (Tom Steffen). The agenda was reviewed and approved as written.
Review and Approval of Minutes: The draft minutes had been distributed earlier. David Jelin pointed out one correction.
MOTION: Judy Field moved to accept the minutes with one correction. The motion was seconded and approved.
Old Business:
1. Traffic Signage – Fritz Field
Fritz reported that the County appears to be stalling on the placing of signage which Division 17 had requested: a YIELD sign at the intersection of Mt. Baker/Blakely, and a CAUTION- SHARP TURN -15 MPH sign before the curve on Blakely turning right and before the curve on Blakely turning left. He suggested that a small contingent of residents appear at a County Commissioners meeting in the future to plead our case.
2. Reserve Study – Terry Main
Terry has sent details to the Association Reserve Company. Their report should be delivered to us shortly.
3. Financial Review Update – Terry Main
Terry has contacted Duane Wolff, CPA, of Wolffe and Associates, asking him to perform
a financial review. The result of the review will be available at the August meeting.
4. Nominating Committee – Fritz field
Fritz announced that there are four candidates running for the Board: Craig Baker, Richard Edes, Jill Hummel, and Jim Jones.
A. Committee Chairs/Volunteers
Volunteers are still needed to fill upcoming Committee Chair vacancies. Two volunteers have stepped forward to chair different committees: Barbara Ross (Architecture/Exterior Changes) and Valerie Holland (Developed Landscape).
5. Storage Facility/ Estes Trailer Donation – David Jelin and Terry Main
Terry announced that Kevin Estes is donating a small (13 foot) trailer to Division 17. The paperwork and title transfer should be completed by August 1. 2015. It will be located in the
RV Park in a space donated by Terry and Mike Main. The cost will be approximately $100-$150 per year.
MOTION: Judy Field moved to accept Kevin Estes’ donation of a trailer to be used as a storage facility. The motion was seconded and approved.
New Business:
1. Property Management Group – Susan Hamman – Information Only
Susan had a phone conversation with Laura Harris and Anita Padilla from the Property Management Group located on Bainbridge Island.
A. The main services they provide:
take care of all financial and administrative needs of the Association, including invoicing, drafting of a budget for Board review, reserve study, annual evaluation of insurance, routine and major maintenance scheduling, landscape contractor, preparations for the Annual meeting, etc..
B. With an Association of our size, it would work out to be approximately $27-$30 more per month based on 139 lots. They base it on the entire community, not just on the developed/sold units.
Property Management Group also does ad hoc consulting for Associations not using their full array of services.
2. Annual Meeting – Judy Field
MOTION: Judy Field moved to approve the date, time and place of our Annual Meeting.
It will be held on Monday, September 14, 2015 from 2:30 PM to 4:30 PM in the Pool Room of Sunland Golf Club. The move was seconded and approved.
Officer, Committee Chair, and Coordinator Reports:
1. President – Susan Hamman
Susan reminded residents that ALL our insurance information, governing documents, lists of committees, etc. is available on our website: sunlandnorthownersassociation.com. Of late, we are receiving many inquiries from realtors regarding this information.
2. Secretary – Judy Field
Judy reported that there are eight total units for sale: four unoccupied units on Mt. Baker, two occupied on Blakely, two on Cascadia Loop, and one for lease. Presently there are twelve units rented.
A. Election packets will be mailed in August. At this time, the ballot will include: a slate of nominees; approval of a financial review as opposed to a full audit; approval of the 2015-2016 budget; and a new owner contact form.
B. The new owner contact form will include space for emergency contact names and phone numbers. Also, at this time we will include renters’ information: name, phone number and emergency contact data.
C. The Board will hold a working session in late July to discuss the information to be included in the election packet and begin developing an Agenda for the Annual meeting.
MOTION: Susan Hamman moved to hold the working session on July 29, 2015 at 2:30 PM at a site to be determined. It was seconded and approved.
The working session is considered an open meeting and residents will be notified two weeks prior.
3. Treasurer – Terry Main
Terry stated that we are slightly over budget since all the water setters have been installed earlier than expected. We are on track to meet all of our obligations. She is waiting for Robin Reese’s final June end report before posting the June financials to the website. She reminded all Committee chairs to submit any budget changes to her.
4. Board Member at Large One – David Jelin
The Sunland Water District is asking residents to voluntarily reduce water usage during this extremely dry summer. Work on the water treatment pond is ongoing.
5. Board Member at Large Two – Tom Steffen
No report.
6. Governing Documents –Gene Ross
Gene submitted the draft of a single amendment to our CC&R’s. Susan read the draft:
18.3 Insurance Deductible. The deductible is the amount which the insured is liable for paying on each submitted claim for damages, loss, injury, etc., before a claim is adjusted and paid by the insurance company. The deductible will be expressed either as a specified dollar amount or a percentage of the coverage amount. The deductible payment shall be paid by the unit owner directly to the Division 17 Owners Association, as will any proceeds from the Association’s insurance claim, with the Board acting as trustee with authority as described in subsection 18.2 (b) of these declarations.
Voting on this amendment was tabled for the incoming Board to review before sending it out to the community for a vote. Gene recommended the Board vote to disband the Governing Documents Committee and thanked the members for their service.
MOTION: Tom Steffen moved to disband the Governing Documents Committee at this time (July 8, 2015). If the committee re-convenes next year, a new Chairperson and new members will be required.
Susan announced that we most likely will need advice from a Real Estate attorney to give us definitive answers to some unanswered questions, which is why we are tabling a vote on the draft amendment.
7. Insurance – Lindsay Busch
Lindsay reported that the committee is trying to nail down any remaining ambiguities. It is recommended that the committee use an insurance expert to work with them on a yearly basis.
Parker, Smith and Feek Insurance Brokers have committed to review all of Division 17’s insurance documents and provide guidance. Susan Stead (from Parker, Smith and Feek) will speak at our August meeting. Questions have been submitted to her in advance.
8. Architecture/Exterior Changes – Cindy Meek
No report
9. Developed Landscape – Eldon Dennis
Eldon reported that one sprinkler system controller has been replaced and more will need to be replaced in the future. This item is already in the budget, allowing for five or six replacements per year at a total cost of $250 per replacement.
There is a water pressure issue between 110 and 120 Cascadia Loop. The sprinklers don’t provide enough coverage. This is an irrigation issue, not a household water issue. Sunland Water District has been notified and Sanford Irrigation will investigate the problem.
10. Exterior Maintenance – Richard Helmenstine
Painting for this year is 75% complete; trim painting will be applied to some units on Cascadia Loop. The patio replacement at 381 Blakely is scheduled for July 20, 2015.
Regarding the Reserve Study: Richard and his committee still need a definitive answer to the question: “what is covered by the Association and what is the owner’s responsibility?” He requested volunteers to research this topic and draft a report.
11. Greenbelt – Tim Paschal
Dry weather and lack of rain means only one more mowing this year. Most of the seedling plantings have died; it’s recommended to try again in the fall. The new chain which was just replaced (at the rear of the RV Park) has been stolen so it will be replaced again.
Tim is stepping down as Greenbelt Chair and Tom Steffen has volunteered to take on this job. Tom Hamman and John Meyer will assist him.
12. Newsletter – Renee Jones
The July edition has been mailed
13. Welcome Committee – Barbara Gruner
One visit to new owners Roxanne and Dale Newland was made. Barbara Paschal has stepped down as co-chair of the committee.
Homeowner Comment: none made.
Adjournment:
MOTION: Tom Steffen moved to adjourn the meeting. It was seconded and approved.
The meeting was adjourned at 3:32 PM
Respectfully submitted,
Judy Field
Secretary