Sunland Division 17 Owners Association
June 12, 2019 2:30 p.m. – 4:30 p.m.
The Gathering Place, 135 Fairway Drive
Call to Order
President Gary Fortmann called the meeting to order at 2:30 p.m.
Verification of Quorum
All board members were present.
Approval of Minutes
Minutes of the of May 8, 2019 meeting approved as submitted.
Old Business
Governance Documents Committee
The job description for Governing Documents Coordinator and associated procedures are being reviewed.
2020 Reserve Study
The reserve study is being done with the assistance of a software package, and there have been some software issues. The study is still in process.
Annual Meeting and Election Date
The Annual Meeting will be September 11, 2019, at the Ballroom of the Sunland Golf and Country Club. Susan Hamman and Fritz Field are serving as the election nominations committee, soliciting candidates. The Board will review all annual meeting and election materials available at July Board meeting.
New Business
First Federal CD
A certificate of deposit at First Federal will mature on Friday, June 14. Treasurer recommended rolling over CD to a new 13 month CD. Board approved recommendation.
Proposed 2020 Budget
Treasurer announced a work session for June 26, 9 am, in SLOA conference room to work on the 2020 Association budget.
Ken Larson (SunLand Owners Association) presentation
Ken Larson, SLOA President, offered an informal presentation on SLOA office operations and CC&R updates. Early in the year, the new SLOA board did an internal audit of operations. Several issues were discovered, and the business manager was relieved. For some time, Ken and other volunteers ran the office, and decided the workload required more than a single person. SLOA has since hired both a new business manager and an assistant.
SLOA is working through issues uncovered, some dating back several years. SLOA Board is using a study done a couple years ago of SLOA operations, and is using that report to institute changes.
Ken has spent time briefing the new staff on how CC&Rs work, subdivisions work, and other intricacies.
Some other changes were more to infrastructure: all the door handles in the office were changed (old ones were out of code). New keys and locks were issued for all doors. Staff and volunteers are working with new accounting software, and and either creating or updating manuals for both accounting and office procedures.
Two court cases involving HOAs are of interest: in one case, the courts essentially found that CC&Rs are contracts between the association and members and future members. As such, you can’t change the CC&Rs without essentially unanimous approval. SLOA is currently reviewing current CC&Rs and see if they are in line with original 1971 CC&Rs, and to see if they were properly amended. SLOA will also look to see if the By-Laws were amended to account for necessary changes for operation of SLOA.
Last year, Washington passed new law covering HOAs. SLOA is looking to see if the CC&Rs are compatible with new law, which does contain some elements that are new, but still required for all HOAs.
Ken has asked the SLOA Board to consider the idea of hiring a manager for SLOA that would be available to sub-associations, such as Division 17. He is also looking into SLOA hiring a maintenance person. Would this be an advantage over the current system of volunteers and addressing complex needs case-by-case with contractors? Ken would like a working group — that included sub-divisions — to examine these ideas, and other ideas, to improve SLOA.
Officer, Committee and Coordinator Reports
President Update — Gary Fortmann
Noxious weed control from Callam County contacted us to ensure we control poison hemlock and other undesirable vegetation.
Secretary Update — Lawrence Charters
Updates to the underlying infrastructure of the website continue.
Treasurer Update — Jim Jones
Monthly Expense Report: The preliminary May, 2019 Expense report shows total expenses for the month were $23,422 which includes $2,213 from Reserves for concrete repairs. Total expenses for the first five months of 2019 were $177,040 which is $5,190 over Budget. The need to purchase an Injunction Bond ($5,350) and the higher than planned legal fees have more than offset the lower than planned cost for Sunland Water District irrigation water and minor maintenance. At the end of May the Operating Fund balance was $116,551 and our Reserve Fund balance totaled $94,092 which excludes the $250,000 from Reserves used for the cash collateral for the bond.
Fire Trust Fund: Although the restoration of 191/201 Cascadia is underway, there have been no expenses drawn from the Fire Trust Fund. During May the Fire Trust Fund earned $186.18 in interest which resulted in a month-end balance of $511,691.
Water Damage at 150 Mount Baker Drive: Division 17 received $21,786.20 from CAU in early May for this water damage claim. All the funds have been dispersed for the restoration along with funds from the owners and their insurance company to complete the project in May.
2018 Financial Review: Met with Sherry Lacey, who is performing the review for Olympic Tax and Business Consulting, to answer several pages of questions. She is targeting completion of the review by the end of June.
Correspondence: A late payment letter was addressed to executor of one unit regarding their plans for paying the quarterly assessment for April and future quarterly payments. Email messages were also sent to two owners regarding outstanding late payment fees.
Vice President — John Lewis
Roofing materials have been delivered for the Cascadia Loop restoration.
Board Member at Large — Mike Johnson
Mike reported he has received some new irrigation controllers for installation. He is awaiting information on where they should be installed.
Insurance Committee — Donna Carson
Donna reported that CAU will have a representative at the September 11 meeting talking about what is covered by insurance.
Architectural Control Committee — Susan Hamman
Susan reported that, as summer has arrived, people are asking for screen doors and other things. Division 11 did most of the work on the hillside cleanup; they need one more day in July. Division 7 is still planning to deal with some problem trees..
Developed Landscape — Gerry Hatler / Eric Mahnerd
Eric has received several requests for replacement or adjustment of sprinklers, as well as requests for work on trees and bushes. Eric has concerns about future expenses for trees that are overly large or at end of life. Mulch treatment is coming up. Greenspace mowing is currently in progress.
Exterior Maintenance and Inspection — Doug Hale
Doug noted his team is in the middle of performing exterior inspections.
Open Space — Tom Hamman
Ton noted his team is still working on poison hemlock, which requires constant effort. They are also looking at a possilble issue with thistles.
Communications and Outreach — Leah Prince for Kay Hatler
The communications team has continued to make updates to the welcome packet, and performed one welcome visit since the last meeting. Kay is soliciting contributions for the June newsletter.
Sunland Water District Update — Al Frank
Al reported that there is no news specific to Division 17. The water district is operating within budget.
Homeowner Comment Period
Doug Hale had a question about CAU [insurance carrier] payment for water damage to one home. Division 17 Rules and Regulations say interior damage the responsibility of the homeowner, but the current insurance policy covered the damage. The insurance committee will look at the issue, but the initial impression is that this was just an anomaly.
Dave Welp mentioned that the SLOA outdoor pool opens on Sunday, June 16. A caterer will provide food throughout the summer (hotdogs, etc.).
The Sunland Community Picnic is tentatively set for Saturday August 24. No additional details available.
December 4, 2019, is the date for the Sunland North Christmas Party. No additional details at this time.
The county will hold a meeting June 17 on a proposed roundabout at the intersection of Sequim Dungeness Way and Woodcock Road. The meeting will also cover requested changes to the section of Evans Road that intersects with Sequim Dungeness Way and possible changes to Medsker Road.
Residents should note that the bridge across the Dungeness River on Woodcock Road will be shutting down for summer in order to do maintenance on the bridge.
Adjournment
Adjourned at 3:56 p.m.