SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Meeting
July 17, 2016
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
Approved
Homeowner Forum
There were 16 homeowners in attendance. There were no comments shared during the opening comment period.
Call to Order
The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order at 2:30 by Gene Ross, President of the Board.
Roll Call and Quorum
Three of the four members of the board were present. In attendance were Tom Steffen (secretary), Jim Jones (treasurer), and Gene Ross (president). Absent: Jim Hammond (Member-at-Large One).
Review of Meeting Procedures
Gene Ross reviewed the proper way to participate in the open meetings of the Board of Directors.
Review and Approval of Minutes
The minutes from the June 8, 2016 meeting, distributed to board members in advance, were approved with no changes.
Old Business
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Reserve Fund Report
Jim Jones reported that our 2016 Budget includes $29,000 going to our Reserve Fund. In late July after we have deposited the 3rd quarter assessment payments, I plan to transfer$15,000 from our First Federal Checking Account to our eMoney Market Account at Sound Community Bank. Jim will transfer the remaining $14,000 that was budgeted in late October after we deposit our 4th quarter assessment payments.
2. 2016-2917 Preliminary Annual Budget
Jim Jones presented the 2017 Preliminary Budget (see attached). The grand total, including Reserve Fund Contributions, is $271, 200 (annual cost per unit is $2,400). MOTION: TomSteffen moved acceptance of the preliminary budget for submission for vote of the owners.The motion was seconded by Jim Jones and approved.
3. Election Materials and Process and Annual Meeting
Tom Steffen reported that Susan Hamman, Barbara Brooner, and Cindy Rhodes have started the process of collecting data and documents for revision and inclusion in the packets that will be mailed immediately following the August 10 meeting of the Board of Directors. At least two members of the Board and other volunteers will gather for a working meeting on August 5 at 1:30 PM in the Conference Room of the Gathering Place for preparing documents for the packets. This meeting is open to all owners.
4. Adoption of Rules and Regulations Amendments
The work of revising the maintenance and landscaping (Appendix A and Appendix B)documents continues. MOTION: Jim Jones moved to defer acceptance of the documents until the August meeting. The motion was seconded by Tom Steffen and approved.
5. Nominations Committee Report
Susan Hamman reported that four individuals have been recruited for the three openings on the Board of Directors. Thanks to Susan and Fritz Field for securing four well-qualified individuals to serve in this important capacity.
6. Update on Split-Rail Fence Maintenance
Fritz Field reported that 65 portions of the fence need replaced. Jim Jones offered a special thank you to the crew of three volunteers who are installing the new parts.
NEW BUSINESS
1. Annual Independent Financial Report
Jim Jones reported has been in contact with Robin Reece and Mr. Wolf, who will provide this year’s annual review. The review will be complete by August 15.
2. Resolution of Landscape Violations at 201 Cascadia Loop
Gene reported on the latest correspondence from the owners and recent attempts to address the various landscaping issues. MOTION: Jim Jones moved that an additional attempt be made in a face-to-face meeting with the owners and representatives from Div 17 to resolve the issues. If this attempt fails, a letter will be sent to the owners, which will outline the consequences of the violations. The motion was seconded by Tom Steffen and approved.
OFFICER, COMMITTEE AND COORDINATOR REPORTS
1. President – Gene Ross reported on the meeting goals for forming the August meeting agenda.
2. Secretary – Tom Steffen reported that four new units on Mt. Baker are coming online (one sale pending); three units for sale on Blakely; one on Cascadia and one on Mendel; one for lease on Mendel. Two upcoming meetings were highlighted: August 5 working meeting to prep for Annual Meeting, which is scheduled for September 14 at 1:30 PM in the Ball Room of the Club House. (see attached)
3. Treasurer – Jim Jones reported (see attached) that the May 2016 Expense Report has been finalized and posted to the website. He reviewed the monthly expense report for June 2016. The draft of the expense report (see attached) shows expenses of $10,931 (month) and $102,753 expended YTD (under YTD budget by $4,301). On June 15, 2016 a transfer of $10,000 was made from Operating Funds (First Fed Money Market) to Checking Account. Total Operating Funds – $83,369 and total Reserve Fund Accounts – $230,166. In the last month, he has written six letters of introduction to six new owners.
4. Board Member at Large #1 – vacancy
5. Board Member at Large #2 – Jim Hammond was absent but submitted a report (see attached) on his ongoing research into street light and mailbox repairs and replacement.
6. Insurance Committee (Lindsay Busch) – Lindsay reported (see attached report) the new insurance policies have been reviewed and are complete. The CAU risk management survey is forthcoming. She has received two requests from owners for copies of our HOA insurance policy. MOTION: Jim Jones moved to authorize the Div 17 Insurance Committee Chairperson (currently Lindsay Busch) to obtain an electronic copy of the HOA Package Policy to share with owners upon request. The motion was seconded by Tom Steffen and approved.
7. Architecture/Exterior Changes (Barbara Ross) – Barbara reported (see attached report) that approvals have been granted for concrete courtyards, a rock pad and wood boundary, and pending approval for a wrought iron gate and stair rail. Special thanks were given to Gerry Busch who helped create a new form for requesting paint color changes (see attached).
8. Developed Landscape (Valerie Holland) – Valerie updated the Board on recent jobs completed (cotton wood removed on Mt. Baker, and replacement of broken irrigation boxes). She reported that shrubs need to be replaced at 110/120 Cascadia. MOTION: Jim Jones moved to spend up to $250 for this project. The motion was seconded by Tom Steffen and approved.
9. Exterior Maintenance & Inspection (Richard Helmenstine) – Richard reported that the exterior painting crew is on site at Blakely Blvd and trim painting will be underway on Mt. Baker. Gutter cleaning and moss treatment continue.
10. Greenbelt (Tom Steffen): A third mowing will be needed in a month or so.
11. Newsletter (Susan Hamman): August 1 is the deadline for articles to be submitted.
12. Welcome Committee (Barbara Gruner): Barbara and her helpers made six visits in the last month; two more to be scheduled.
13. Sunland Water District (Gary Fortmann): Gary reported on the installation of six new connections and the reason for the Public Water District to be housed in a separate building from Sunland HOA.
HOMEOWNER COMMENT PERIOD
Fritz Field reported that little progress is being made toward the addressing the dangerous intersection of Sequim Dungeness and Woodcock. He also reported that the building at the driving range is scheduled to be painted.
ADJOURNED: The meeting was adjourned at 4:37 PM.
Prepared by Tom Steffen, Secretary