SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Meeting
June 8, 2016
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
Approved
Homeowner Forum
There were nine homeowners in attendance. One owner spoke during the 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
All four members of the board were present. In attendance were Tom Steffen (secretary), Jim Jones (treasurer), Gene Ross (president) and Jim Hammond (Member.at.Large One).
Review and Approval of Minutes
The minutes from the May 11, 2016 meeting, distributed to board members in advance, were approved with no changes.
Review of Meeting Procedures
Gene Ross reviewed the proper way to participate in the open meetings of the Board of Directors.
Old Business
- Reserve Study
Jim Jones shared a thorough update (see attached in Treasurer’s Comments). Special thanks to Kevin Estes, Rick Gross and Dick Helmenstein for assisting in collecting data and figures. After sharing his findings related to roofs, siding, our cycle of painting, maintenance of mails boxes, and light poles, he is requesting we use a 2.3% inflation rate for the reserve study. A fuller report is forthcoming.
2. Semi.Annual Walk-through for Exterior Maintenance Actions
Richard Helmenstein reported that the inspection is complete. No major findings require action by the Board.
3. 2016-17 Budget Planning and Development
Jim Jones reported that the process for developing the preliminary budget for 2017 is underway and forthcoming within a week or so.
4. Preliminary Mail box and Street Lighting Study
Jim Hammond reported on his early finding and research (see attached report). About 50% of our lights have been changed with various types of lamps which is why there is a variance of colors showing now. One strategy would be to retrofit all existing globe heads with LED type heads which would provide a better downlight display and help to eliminate the somewhat offensive overhead din and increase power savings. Could maintain existing poles so no replacement poles required. Regarding mail boxes, options include leaving as is with no change. replace the existing boxes with similar boxes either lockable or unlockable. replace all boxes with cluster mounted lockable boxes (eight cluster boxes located throughout Blakely, Mendel and Cascade Loop. Further study is required to develop a plan. Cost estimates will be available for the next Board meeting.
5. Split-rail Fence Planning Review
Jim Jones summarized the points he made in a recent email to members of the Board (see attached). His calculations suggest that keeping the split-rail fencing that Div 17 currently has in good repair would be less than 1% of our budget (estimated range of $1K to $2.5K or $9 to $22 per year/per unit, based on 113 units). Looking at various factors and options expressed in the survey, he prefers that we retain the fencing and pay for repairs out of our annual operating budget.
MOTION: Jim Jones moved that we retain the fencing and pay for repairs out of our annual operating budget. The motion was seconded Jim Hammond and approved.
NEW BUSINESS
- Nominating Committee Appointments
Susan Hamman volunteered to recruit Fritz Field to serve on the nominating committee.
2. Financial Review
Jim Jones reported that DeWayne Wolf will begin the review within two week.
3. Election Forms/Process for Annual Meeting
Tom Steffen will work with Susan Hamman and Judy Field to locate appropriate materials and prepare for the upcoming Annual Meeting, scheduled for Wednesday, 14 September, beginning at 1:30 PM in the banquet room of the Club House. The organizational meeting for the new Board of Directors will be held on Thursday, 15 September from 1:30.3:30 PM. Location to be determined.
OFFICER,COMMITTEE AND COORDINATOR REPORTS
- President – Gene Ross reported on an overgrowth problem at 201 Cascadia and the ongoing clearing and removal of debris from Division 11’s slope.
2. Secretary – Tom Steffen shared that several units are for sale: three pending and two by owner. He has taken forms to new owners to collect data for our master listing of owners and emergency contact information.
3. Treasurer – Jim Jones reported (see attached report) that the April 2016 Expense Report has been finalized and posted to the website. He reviewed the monthly expense report for May 2016. The draft of the expense report (see attached) shows expenses of $12,768 (month) and $91,822 expended YTD (under YTD budget by $2,715). Total Operating Funds – $96,980 and total Reserve Fund Accounts .$230,059. He reported correspondence with three unit owners for late payment and completed surveys for two mortgage companies for unit owners applying for refinancing.
4. Board Member at Large #1 – vacancy
5. Board Member at Large #2 – Jim Hammond. No additional report beyond the area light and mail box report.
6. Insurance Committee (Lindsay Busch) – Lindsay submitted a report indicating that reviewing new insurances policies is a work in progress and will be completed within two weeks. The committee understands that some owners want to revisit the issue of earthquake insurance, but it believes it is premature to look for earthquake coverage until it is determined how Div 17 would raise the deductible (10%).
7. Architecture/Exterior Changes (Barbara Ross) – Barbara reported that approval has been granted for a color change for units 30 and 40 Cascadia Loop. Screen doors have been approved for 51 Mendel and 20 and 61 Mt. Baker. A metal railing has been approved for 210 Cascadia Loop. Barbara publically thanked Cindy Rhodes for the extensive assistance she has given in creating a directory for all of Div 17 exterior colors.
8. Developed Landscape (Valerie Holland) – Valerie updated the Board on recent jobs completed. A couple of dead trees and a large shrub will have to be removed. There is a problem of vines growing up and over fencing at 201 Cascadia.
9. Exterior Maintenance & Inspection (Richard Helmenstine) – Richard reported scheduled trim painting will begin in July. Power washing (for units scheduled for complete painting) will begin next week. all owners have been notified. Target date for painting is 20 June. Moss control will soon begin, applied by volunteers.
10. Greenbelt (Tom Steffen): Tom reported two mowings have been completed.
11. Newsletter (Susan Hamman): Next newsletter is scheduled for August.
12. Welcome Committee (Barbara Gruner): Barbara and her helpers have welcomed two new residents at 111 Mt Baker and 340 Blakely. Barbara believes that an orientation gathering (especially for new owners), an idea offered by Susan Hamman, would be a great thing to do.
13. Sunland Water District (Gary Fortmann): Gary reported that the Water District Board meets the second Tuesday of each month.
HOMEOWNER COMMENT PERIOD: No prepared comments were shared.
ADJOURNED: The meeting was adjourned at 4:30 PM.
Prepared by TomSteffen, Secretary