SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Monthly Meeting
Wednesday, Jun 14, 2017
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
Homeowner Forum/Comment Period
There were 17 Homeowners plus 5 board members in attendance. No issues or concerns were raised.
Call to Order
The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order by Board Chair at 2:30 PM and confirmed a quorum with five members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), John Lewis member-at-large, and Jim Hammond member-at-large.
Review/Approval of Board meeting Minutes
David Walp, secretary, recommended approval of the draft meeting minutes from May 10, 2017. Jim Jones moved for acceptance and Jim Hammond seconded the motion. The draft meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.
Old Business
- RV Lot west/south tree cutting – Board President Gary Fortmann reported that coordination meeting with SLOA, Div 7 and Div 11 was further postponed due to a family conflict with one of the other division It is the board’s intent to continue monitoring future action by SLOA regarding this issue.
- Annual Meeting Planning – Poolside room at Sunland Golf & Country Club reserved for 12 September as Secretary reported completing a first review and initial revisions of the documents for the annual meeting. Copies of reviewed documents will be sent electronically to the board members for review/comment.
- Text update of By-Laws – Cindy Rhodes proposed that the text in the By-Laws setting the annual meeting as 2nd Tuesday in September be revised to annual meeting to be held in September of each year. Jim Jones made a motion to have the text amended second by Jim Hammond and the board unanimously approved.
- Independent Financial Review – Jim Jones reported that the contract for the review by Berwell and Wolfe was executed and the report will be delivered to him by the end of July.
New Business
- Budget – Jim Jones reported that he is working on the 2018 budget and would like to have a working session with the board to review the draft. The working session is scheduled for 29 June 2017 at 11:00 am in the SLOA conference room.
- 1st Federal CD Special – Jim Jones reported that there is a Certificate of Deposit available at 1st Federal that has no early withdrawal penalty after the first 7 days and suggested that $50,000 of the cash reserves in the money market account be used to open the CD. Jim Jones made a motion to open the CD seconded by Jim Hammond and approved by the board.
- 1st Fed Invest Account – Jim Jones suggested that the board consider using a 1st Federal Investment Account to purchase country wide Certificates of Deposit to create a CD ladder for investing reserve funds. John Lewis had some questions and concerns about INFINEX (the investment account CD processor program) and volunteered to research further before the board decides. John requested questions and concerns by other board members be forwarded to him to use during his Board agreed to defer any decision pending results of the research.
- Governing Documents issues – Cindy Rhodes will capture all policies identified from her research through the minutes into a list to be posted on the website, hardcopy to archives and all board members. Jim Jones made a motion to have the action completed, second by Jim Hammond and approved by the board unanimously.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
President –Nominating committee reported that there one of the candidates up for election in September has rescinded their candidacy. President encourages people to give consideration to running for the board as a civic duty.
Secretary – I have received new or updated owner information from one owner this past month. If anyone has any owner information forms please forward to me so I can add them to the master hardcopy file.
Our community continues to grow with 115 units of the planned 139 units occupied or in the sale process. Lot 50 units 121 and 131, Lot 51, units 141 and 151, lot 58, units 281 and 291 and lot 64, units 130 and 140 on Mt Baker Drive are well along in construction.
Sunland North Real Estate activity since May 10, 2017:
Status Address Year Built Sold Price Owner Sold To
For Sale 201 Cascadia Loop 2006 Colburn
Sold 391 Blakely Blvd. 2002 Hutchinson
Closed 200 Cascadia Loop 2006 $349,500 Victor/Farmer Terry Overall & Karen Hansen (rental)
Closed 60 Cascadia Loop 2004 $345,000 Melear Rita Dubord
It is my understanding that the For Sale By Owner on Cascadia Loop has either sold or is under contract, however I have no details.
Six of the eight units under construction on Mount Baker Drive have been sold.
Treasurer – Jim Jones provided written monthly financial summary for May that was accepted as written. Corrections were made to the preliminary Apr report The monthly financial status reports are also posted to the Div 17 Website.
$10,000 was moved into the 1st Federal checking account from the money market account for to maintain the appropriate level of funds of ongoing expenses. Money from maturing CD in Sound Community Bank was moved to the e-money account pending investment in new reserve fund instruments.
Onsite Reserve Study was conducted and questions were answered by Jim Jones. Going forward, the bank account numbers will not appear on the financial reports.
Updates have been made to the reports posted on the web site. Jim Jones made a motion to limit posted financial documents, Agendas and board meeting minutes to a rolling 12 months to reduce the web page size, Dave Walp seconded the motion and the board unanimously approved the change. Barb Brooner was asked to work with Sue Forde to effect the changes.
Member at Large #1 – John Lewis nothing to report
Member at Large #2 – Jim Hammond reports the test fixture visual effects were better on the shorter lamp poles found at 30 Mount Baker Drive but still not aesthetically pleasing. Jim Hammond is researching a different fixture that is larger than the test fixture.
Insurance Committee – Lindsay Busch Reported that the on-line insurance certificate was updated to reflect new coverage.
Architecture Control Committee – Barbara Ross reported 20/30 Mendel Drive, 40/50/60 Mendel Drive were approved for paint color changes. 41/51 Mendel Drive have requested a change to the Trim color. Barbara requested that the board consider enforcing a deadline for paint color change requests. Cindy Rhodes, John Lewis and Barbara ross will draft an SOP fro pint color changes for the Board to approve at the July meeting. The proposed Exterior paint Color form was deferred to July.
Issue with propane tank being outside of screening fence – secretary sent letter to owner to move tank inside of screening or propose plan for new fencing/screening.
Developed Landscape –Valerie Holland questioned who is responsible for replacing, moving, or removing mature and overgrown landscaping. Board stated that that is an issue to be managed by the Developed landscaping coordinator and the board. Developed Landscape coordinator is requested to process out of cycle and routine requests for landscape changes. Completion actions to be handled by landscape contractor as out of scope activity based on a tendered bid or by another bidder if landscaper is unable to manage the requested work. Work that is outside of the spending limits established for landscaping require board review.
Landscaper in Mount Baker area in new build initial landscape installation is planting annuals versus perennials. Gary Fortmann and Valerie Holland meet with Estes regarding the plantings and a complaint about mulch stains on existing home properties by new build landscaper.
Exterior Maintenance & Inspection – John Lewis The moss treatment and gutter cleaning program for 26 roofs now by 3 Crowns started the last week of May have not been completed. Some were deferred due to equipment breakdowns and will be completed when the equipment is again operational. Gutter cleaning will be done later this summer or fall after dead moss washes off the roofs (subject to weather conditions). Regular maintenance contractor is working off the list of maintenance requestsincluding paint touch up, fence repairs and rotting fascia boards.
Painting contractor is ready to start the first three buildingsand work will be scheduled weather and environmental conditions permitting.
Underground electrical and roofing repairs require a different contractor and funding than regular maintenance.
Greenbelt –Tom Steffen (Jim Rossi) reported that the second mowing was completed around 1-3 June.
Newsletter – Susan Hamman reported that the hardcopies were mailed and secretary indicated that the electronic version will be emailed June 15.
Welcome Committee – Barbra Gruner nothing to report.
Website – Barbara Brooner nothing to report.
Sunland Water District – Gary Fortmann reported that the water district is gathering data this year for use in setting meter rates. The Water District Office is moving to the new location on Woodcock road by the end of June this year.
Homeowner Forum/Comments
There were comments on raccoon trapping concerns, newspaper tubes versus removal and mailbox replacement.
ADJOURNED AT 4:25 PM, by consensus.
Submitted by David Walp, Secretary of the Board of Directors