Division 17 Board Meeting – July 12, 2023
Board Attendees: President Gerry Hatler, Vice President Lawrence Charters, Treasurer Betty Gwaltney, Member-at-Large Warren Husman. Quorum established. Absent: Secretary Shirley Legg (Susan Hamman taking minutes in Shirley’s absence).
Meeting called to order by President Gerry Hatler at 2:30 p.m. Twelve owners in attendance. Gerry asked for approval of agenda, Lawrence motioned for approval, seconded by Warren.
June minutes were not available due to Shirley’s absence; they will be approved at the August meeting.
Old Business:
- Most of the back flow preventers (BFPs) have been identified except for those on Mt. Baker, which will be done by August. Many are untestable, due to improper installation or because they are rusted/frozen in open position. Most of the BFPs that have been tested have failed, and they have been reported as required to Sunland Water District (SWD). A few have been certified and reported to SWD. The remaining BFPs will be assessed and either rebuilt or replaced, depending on an analysis of the cost. Brett Romano is preparing a spreadsheet and narrative for the Board that will allow us to create a comprehensive plan.
- The board is engaging legal counsel to review the governing documents. Legal counsel engagement signatures will be completed in August.
- Field mowing contract – Jim Rossi hasn’t forwarded a contract as of yet to be reviewed by the board.
New Business:
- Recommendations for investments; Betty Gwaltney. See detail below in Treasurer’s report.
- Another set of records is ready for disposition, per the records retention schedule. Disposition notice already forwarded to the board. Lawrence moved to approve the disposition, Warren seconded it, the board approved.
- Annual meeting; there are 2 vacancies on upcoming board, Gerry Hatler and Mark Anderson have agreed to run for the two vacant positions.
- Annual meeting packet: Lawrence said the packet needed a cover letter, containing instructions to the unit owners. With that correction, Betty moved to approve, Warren seconded it, approved by Board.
Officer Reports:
President: Gerry asked for an update on the water valve situation on 151 Cascadia. The water burst under the driveway in the early a.m. hours. Sunland Water District came and spent all day correcting the problem. The water valve had evidently been leaking for a while before it burst (leakage unknown to SWD and Division 17). Gerry wants SWD to come in and compact the earth underneath the driveway (slab jack) so it doesn’t create a problem in the future.
Vice President: Lawrence stated that the website moved to a new provider with just a 14-hour night shutdown. It will save the division money in the long run. The previous provider locked us out of the site several times. The new provider should be much easier to maintain in the future. The cost the first year is $65; next year, possibly $130 for one year.
Lawrence stated there have been repeated requests to stream the monthly board meetings. Lawrence will try to set up a streaming meeting in August; Gerry said the August meeting will be held at the Sunland Golf Ballroom so people can ask questions about the proposed 2024 budget (which they will receive in their annual meeting package).
Treasurer: Treasurer’s report:
1) Monthly Expense Report: a. Operating expenses $19,485 and total year to date operating expenses to $196,759. This is $ $44,929 UNDER budget year to date for Operational expenses. b. Interest income YTD: $7,138
2) Total Funds on hand: Operating Accounts $ 184,087. Reserve Accounts $700,578.81 TOTAL $ 884,666
3) CD’s and Investments: a. Cashed out CD at Sound Com Bank 2 months early ($100,956.12) and purchased new CD 11 month at 5.27% yield at Sound Com Bank. Matures 05/16/2024 b. Recommendations for investments: i. Opening checking account at US Bank with $1000 from First Federal MM ii. Purchasing new CD at US Bank (19 months at $4.95% APY) by moving $100,000 from 1 st Security Savings account iii. Moving $75,000 from First Federal MM (Operating fund account) to US Bank Elite Money Market account at 4.50% (Reserve Account). Gerry moved to accept these changes, Lawrence seconded it, board approved.
4) Financial Review: Betty asked the board to ratify the decision to engage Olympic Tax Service for the annual financial review, estimated cost $3,800. Gerry moved to ratify the proposal for the annual financial review with Olympic Tax Services, Lawrence seconded, the Board approved.
Betty asked that the 2024 budget be approved, Lawrence moved that it be approved, Warren seconded it, the Board approved.
Member-at-Large: No report other than the above backflow preventer issues and the 151 Cascadia water valve burst.
Architectural Committee: No report.
Insurance: There will be a four-division CAU insurance meeting on August 14th, 2023 at 1:00 p.m. in the Sunland Golf Course ballroom. Diana Kaspar, the insurance representative for all four divisions, will give a presentation on CAU’s insurance to the unit owners. A notice will be sent out to Division 17 unit owners at the end of the month about this meeting.
Developed Landscape: No report from chair. SWD said there was no water meter in one location; it had to be dug out to find out that there was no meter. A second issue has to do with a tree root growing into a water line; the tree will have to be removed.
External Maintenance: Painting has started on the second building (one of two buildings being painted this year). Touch up painting is being done on the first building. Sublime Painting, the current contractor, has not shown up when expected. Mike Johnson is obtaining paint bids for next year.
Maintenance has been concentrating on issues that may damage homes; fence repairs are a lower priority at the moment. Mike has sent out inquiries about obtaining an emergency number for unit owners to call when things like roof leaks occur. He has not heard back from any of his initial attempts. Lawrence will look into robotic telephone services. In the recent rains, there were three roof leaks; roofer Carl Allen inspected the roofs but has not yet returned to fix them.
Fritz Field and John Meyer along with two others will inspect split rail fence posts for replacements (within next two weeks).
Natural Habitat: No mowing contract proposal from Jim Rossi yet
Welcome Committee: Sue Purdy is unable to continue in that capacity; looking for a volunteer to replace her. She recently met with two new unit owners. The Division 17 July newsletter was issued last week.
Additional info: The treasurer position will take over responsibility of updating the unit owner directory from the secretary.
Owner comment period. Gerry adjourned the meeting at 3:23 p.m.