Note: Washington State’s Stay Home-Stay Healthy directive places limits on all but very small gatherings. Sunland North’s normal meeting place, The Gathering Place, can only accommodate a fraction of the normal attendance at our Board meetings and still meet social distancing guidelines. SLOA, which operates The Gathering Place, has elected to keep the facility closed at this time.
The Sunland North June 10 meeting was conducted virtually, via Zoom. In order to reduce the logistical challenges of running a meeting and running a meeting virtually, Committee leads provided their Board liaisons with all material they wished to report in electronic form. The committee leads also presented information via the virtual meeting.
Owner comment: owners wishing to offer comments on Board business were encouraged write to sunlandnorth@gmail.com, or fill out the comment form at https://sunlandnorthownersassociation.com/contact-us/ . There was also an opportunity for comment at the end of the meeting as well.
Sunland Division 17 Owners Association
June 10, 2020, 2:30 p.m. – 4:30 p.m.
In accord with the Washington State Stay Home-Stay Healthy initiative, this meeting was held virtually via Zoom. The weblink for the meeting was sent via email on June 8.
Call to Order
President Gary Fortmann called the meeting to order at 2:30
Verification of Quorum
All Board members were present.
Review and approval of minutes
May 13, 2020 meeting minutes approved as amended.
Old Business
Newspaper boxes
The Board reviewed a prior decision to remove newspaper boxes from mailbox posts. Many if not most of the boxes are broken or no longer in use. A written notice will be placed in the newspaper boxes, and if the owner of the box does not contact the Board requesting that the box be left in place, the Board will remove the box. Notice will also be placed in the next newsletter.
Committee vacancies
A letter was distributed to all Division 17 homes, asking for volunteers to serve on the Board and on Sunland North committees. There has been no response to a call for candidates for the Board of Directors. Several members volunteered for committees. A list of volunteers for committees will be sent to committee heads.
The Board agreed to send out a message explicitly to recruit Board members.
Long-range planning workshop June 15
Secretary Lawrence Charters will host a long-range planning workshop on June 15, via Zoom video conference. The topic: developed landscaping. This will be a non-decisional meeting for members to inform the Board of where they see landscaping in three to five years.
The Board requested that the meeting be moved to another date if the meeting conflicts with the monthly SLOA Board meeting.
New Business
Announcement of annual member meeting
Lawrence Charters announced that the Annual Member Meeting will be September 9, at the Golf Club. There is a high probability that we will not be able to host a meeting for all members and meet state restrictions on in-person meetings to combat the pandemic. A video conference, open to all members, will substitute, if necessary. Because of the uncertainty, Lawrence is planning on a mail-in ballot for Board elections and budget approval.
Appointment of Nominating Committee
There is currently no one to head the Nominating Committee. Mike Johnson volunteered to work on the problem.
Proposed content of annual meeting packet
Lawrence reported that the member packet for the meeting should be similar to last year. There will be an announcement of the meeting time and place, absentee ballot and election forms, proxy designation, bios of candidates, proposed 2021 association budget, budget comments, explanation of financial audit versus financial review, and contact form, for updating contact information.
Appointment of election inspectors
The Board appointed Judy Field and Ellen Valway as election inspectors.
Financial review
Treasurer Susan Hamman reported that the CPA has finished their 2019 financial review. The review will be available by the July Board meeting.
Review of Reserve Study
The Reserve study was completed in May and posted on the Division 17 website,
See the treasurer’s comments, below.
Budget development for 2021
Susan requested a work session to draft a budget for 2021. The Board set a meeting date of June 17 to work on the budget.
Officer, Committee and Coordinator Reports
President Update — Gary Fortmann
Gary and Vice President John Lewis are working on turning over items relating to the Cascadia Loop fire restoration.
Secretary Update — Lawrence Charters
No report.
Treasurer Update — Susan Hamman
Monthly Expense Report: The preliminary May monthly expense report shows our total operating expenses for the month were $20,099, which brings our total year to date expenses to $163,718.
Fire Trust Fund: A payment was made to Belfor Property Restoration on May 7, 2020, in the amount of $207,600.39.
Reserve Study and Financial Review: The Association Reserve 2021 study was completed in May, after an on-site visit of the Association Reserves’ project manager. The study is posted on the web. The 2018 full reserve study had the HOA funded at 16.6% for reserves. The 2021 full reserve study has the HOA funded at 24.4%, which still puts the association in the high-risk category for special assessments. The “Do It Yourself” study done the prior two years did not include gutters and downspouts, which probably contributed to the HOA staying in the high-risk category. The study predicts that starting in January 2021, the reserves will be at $420,000, which means that $37,195 needs to be added to our current balance. The financial review has been completed by the outside reviewer, but the report has not been received by the Association.
Budget planning for 2021 is underway, with board and committee chairs in process of submitting their estimates for the coming year. A working session will be held by the board to develop the 2021 budget.
Third quarter assessments are due on or before July 1.
Vice President — John Lewis
As far as the contractor is concerned, the 191/201 Cascadia Loop restoration is finished. The punch list is completed. The Clallam County final inspection is completed and signed off. The units are cleared for occupancy. The final payment to the restoration contractor will be made this week. Warranty papers will be transferred this week.
Board Member at Large — Mike Johnson
Exterior home inspections will start this Friday. Sunland North has been divided into seven zones, and groups of volunteers will be assigned to zones with a list of things to inspect.
Architectural Control Committee — Richard Helmensteine
Richard reports: the only update for ACC is an addition for a sunscreen on one unit. The request is currently in the system awaiting SLOA approval.
Insurance Committee — Donna Carson
No report. Donna has requested insurance documents from CAU in response to a records request.
Developed Landscape — Gerry Hatler / Eric Mahnerd
Eric reports that with the warmer weather everything is starting to grow. Here’s a quick update:
- The broadleaf spraying is complete
- The grass fertilizer is being applied and should be finished this week
- Trimming of fast-growing plants and bushes will begin at the end of this month
- Sprinkler systems are being monitored and timing updated as needed
Due to the added expenses last year, mulching was postponed until 2021. Barring any unforeseen circumstances, we are planning to mulch the subdivision in January and February. Several homeowners have taken it upon themselves to mulch their yards. That’s fine as long as you use the standard type mulch that is the same color as the mulch used throughout the subdivision. Please let him know if you have any questions.
As a reminder, if you have a problem or concern regarding your landscape please do not contact the landscaper or his crew. Instead, contact Developed Landscaping for resolution. Keep in mind that the committee gets several requests a week so be patient. Also, remember that our contractor is extremely busy and there may be a delay before he can get to you.
Exterior Maintenance and Inspection — Gerry Busch
Significant maintenance has occurred over the past month. The handyman has been able to complete 15 items from the to-do list, with 11 left. Most of the urgent tasks have been addressed.
Mike Johnson added that a contractor will come out, locate and fill a sinkhole caused by a leak in the irrigation system.
Open Space — Tom Hamman
Susan reported another mowing will occur in mid to late June.
Communications and Outreach — Kay Hatler
No report, but a newsletter is scheduled for early July.
Sunland Water District Update — Al Frank
Al reports that the SWD Office is now back open with its regular hours of 9:00-1:00 M-F. Also a reminder for quarterly payers the next payment of $322.00 is due July 1.
Homeowner Comment Period
The Board was asked about the future of the natural habitat area, the plan for bark restoration, and the status of the Estes Homes advertising signs.
Adjournment
President Gary Fortmann adjourned the meeting at 3:56 p.m.