June 2018 Board Minutes – Sunland North

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, June 13, 2018

Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room

Call to Order

The June meeting of the Sunland Division 17 Owners Association Board of Directors was called to order by Vice-President John Lewis at 2:30 p.m. and confirmed a quorum with three members of the board John Lewis (vice president), Jim Jones (treasurer), David Walp (secretary) and Mike Johnson (member- at- large, excused) Gary Fortmann (president excused:). There were 24 homeowners plus 5 board members in attendance.

Review/Approval of Board meeting Minutes

The draft May 8, 2018 board meeting minutes were unanimously accepted. Secretary was directed to post the final minutes.

Old Business

Raccoon Damage- A status of the raccoon damage and repair progress was requested of Kevin Estes representing Estes Builders. Kevin reported that 11 of the units all being the same model were discovered to have the issue of access to the attic via the decorative columns. Mr Estes committed to repairing these properties at his companies’ cost, further agreeing to cover the costs for owners who have already paid to have the problem Estes Builders will schedule the repair work, contact individual owners regarding actions being taken and report back to the board of directors on progress and actions taken.
2019 Budget development – Jim Jones reported that the draft budget development was nearing readiness for review by the board. Jim requested that a work session be scheduled and notice of date and time be emailed to the owners per the A tentative date of 27 June 2018 at 10:00 am was set.
110/120 irrigation issue – John Lewis reported that progress on the issues at 110/120 has occurred as well as at other properties. Trouble shooting, clearing lines, repairs/replacement of sprinkler heads has been completed and systems are back on line.
Insurance information release – BOD members concur with secretary issuing the notice as prepared via email and US Post office.
Tabled motion to share cost of Mt Baker landscaping. The motion to share in cost up to $1,000 for landscaping the berm in the ‘island’ at Mt Baker Drive was recalled. Continued discussion of the issue brought to light that owner Kimball Shelley would like the work to start regardless of the outcome of the board vote on this Jim Jones made a motion to bring the tabled motion to a vote and the motion was seconded by John Lewis. The motion was defeated with 2 board members voting against the motion and 1 voting for the motion. As a result, no funding share was approved. Estes builders indicated that they would continue to discuss less costly designs with affected owners and would continue landscaping the berm according to building schedules.

New Business

Architectural Control Committee report on SLOA ACC – Susan Hamman reported that a Memorandum of Understanding between SLOA and Division 17 has been signed by both owner associations and the agreed procedures and process is now a new policy.
Board of Director Vacancies – the question of what happens if there are not a minimum of three directors for a quorum was raised. Per the Washington state statues, the association goes into receivership. This means that association business would be managed and conducted by state government office. John Lewis volunteered to stand for re-election to ensure a minimum of three directors. Fritz Field and Susan Hamman (election nomination committee) indicated that John is the only person to volunteer to be nominated for the 2018-2020 open Nominations are due by the close of the July 2018 BOD meeting.
Owner Survey – Board requires input from the owners to help determine what things should be implemented with the available resources.
1. There is a need to determine the priorities for the
2. What are the things that prevent owner participation
3. What can we as a board do to help the community better understand the CC&Rs and Rules and Bylaws.

Barbara Brooner volunteered to take the lead in creating the survey. Lawrence Charters volunteered help develop the survey. The board will provide guidance and input to assist the team in preparing the survey.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

President – (Gary Fortmann) excused, nothing to report
Secretary- (David Walp) If anyone has any updated owner information forms please forward to me so I can add them to the master hardcopy file.

Our community continues to grow with 126 units of the planned 139 units occupied. There are seven homes for sale/under construction in the Mount Baker area which leaves only six more units to complete build-out of the final phase in our development. Estes plans to start clearing/construction on lot 67, units 270/280 in mid June.

Status Address	Year Built	Sold Price Closing Date	#Beds	Ba	Sq Ft	Price	Owner
FSBO 80 Mount Bake Dr	2005	$	2	2	1744	$395,000	Craig Baker
Pending 20 Mount Baker Dr	2012	$	3	3	2037	$474,000	Allen Estes
Pending 150 Cascadia Loop	2006	$	2	2	2040	$375,000	Schlect Trust
Pending 221 Mount Baker Dr	2017	$ 7/20/2018	2	2	1834		Estes builder
Pending 331 Mount Baker Dr	2017	$ 6/25/2018	2	2	1633		Estes builder

I have started reviewing and revising the documents for the annual meeting for review at the July board meeting.

Please support our community – consider volunteering to be a candidate for the committee coordinator/chair positions for the Exterior Maintenance Committee or the Insurance committee.

3. Treasurer – (Jim Jones) March Treasurer report

- Monthly Operating Expense Report: The May, 2018 Expense report shows our total Operating expenses for the month were $79,730 which includes $66,394 for our 2018/2019 insurance premium payment. We also spent $2,370 from Reserves as the final payment for the patio concrete repairs. As a result, our total expenses in May were $82,101. Our total YTD expenses were $136,401 which is $9,922 over Budget due to the higher than planned insurance premium and developed landscaping and concrete repair expenses. These were partially offset by lower than planned minor maintenance and legal expenses. At the end of May our Operating Funds totaled $81,603, and our Reserve Funds totaled $288,721.
- First Federal CD: As approved by the Board at our April Board meeting, on May 14 I reinvested the proceeds from our maturing CD ($50,505.82) into a 13-month CD which has a yield that is adjusted monthly based on T-bill yields.
- Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $155.41 in bank interest during May. At the end of the month the Fire Trust Fund balance was $528,644.
- Reserve Study: The Reserve Study is underway, and I expect to have it completed prior to our July Board meeting.
- Financial Review: Duane Wolfe, who has conducted our recent Financial Reviews, has agreed to perform the Financial Review of our 2017 financial I had hoped that he would be underway with the Review by this, but my several email inquiries have not been effective. I have made it clear that we need his report by our August Board meeting which he complied with last year.
- Mowing Cost Sharing: Based on 127 units in Division 17, Estes’ share of the greenbelt mowing expense was recalculated to be 8.6%.
- Correspondence: I sent one letter of introduction to a new owner since our May

4. Vice president – (John Lewis,) nothing to report

5. Member at Large – (Mike Johnson) excused nothing to report

6. Insurance Committee – (Lindsay Busch) absent, nothing to report.

7. Architecture Control Committee – (Susan Hamman) Susan reported that requests for replacement of an existing arbor/trellis was approved.

8. Developed Landscape – (Valerie Holland) Jann Hale resigned from the position of co -chair for Mt Baker Drive area. Valerie raised the issue of replacing 1/3 of bark each year versus all at once. The board asked for input on who and when and stated that there were additional concerns with adding bark going forward that need to be addressed.

9. Exterior Maintenance & Inspection – (TBD) John Lewis as a member of the Exterior maintenance committee recognized Eric Manherd for painting the Sunland North entrance sign and Eric Manherd and Doug Hale for repainting the Mt Baker Mail box shelter. John also said that records from 2018 so far indicate that maintenance requests have been less that There have been a spate of roof leak issues the could increase in the coming years as the roofs age

10. Greenbelt – (Tom Steffen) Tom Hamman reports that the second mowing will be done this Poison hemlock eradication is ongoing as infestation patches are discovered.

11. Newsletter – (Kay Hatler) The next edition will be issued in July, please provide inputs by 2 July.

12. Welcome Committee – (Atrie O’Kelly) Artie reported 1 visit completed and several planned.

13. Website – (Barbara Brooner) Barbara reported that maintenance actions were completed. Our website host indicates that there is a need to update the site to include encryption. This could require additional efforts and cost.

14. Sunland Water District – (Ken Niblett) Ken reported that

- Sunland Water District is testing in upper Sunland 13 June.’s
- ONE CALL is available and requires owner to opt in for notifications
- third quarter payments due 1 July 2018
- 4th reading was completed to augment the database
- Discovered leaks have been repaired.
- There is the possibility of an increase from $291 to $232 for 2019
- Meeting between Mike at SWD and Div 17 regarding irrigation versus household consumption needs to be scheduled.