Due to scheduling conflicts, the June 8 Sunland North Board meeting was moved to Thursday, June 16, and due to a lack of available rooms, the meeting was held virtually via Zoom.
Monthly Board Meeting of Sunland Division 17 Owners Association
Thursday, June 16, 2022, 2:30 p.m., held virtually via Zoom.
Call to Order
President Gerry Hatler called the meeting to order at 2:30 p.m.
Verification of Quorum
All Board members were present.
Review and approval of minutes
Minutes of the May 11, 2022, meeting were approved as submitted
Old Business
Moss abatement contract
Michael Paine reported we have moved to Northwest Gutter as a contractor, which is less expensive than Johnny Tsunami, our contractor from last year. Moss abatement treatment for this year will be just under $3800. Gutter cleaning, at the end of summer, will be $5450.
A question from the floor: would it be possible to install gutter covers to reduce the need to cleaning gutters?
Mike Johnson said they tested gutter covers a few years ago. The gutter covers do reduce the amount of debris, but create ice and other debris dams that can cause gutters to overflow and damage roofs, requiring attention and maintenance, in addition to installation costs.
The moss abatement treatment can be covered under existing External Maintenance funding, but the gutter cleaning is above the committee spending limit. The Board approved the $5446.70 for gutter cleaning contract.
Committee vacancies
Gerry suggested that we approach past Architectural Control Committee chairs to see if they are free to relieve Mike Johnson of this additional role. Susan Hamman said past chairs have been approached and declined, or they are overloaded with other concerns.
Financial Review
Treasurer Betty Gwaltney submitted the contract and required documents to Olympic Tax Service for a review of our finances. We have not yet received a report.
Nominating Committee
Gerry spoke with Ellen Valaway and Diane Bresnahan, and they agreed to serve on the nominating committee, with Susan Hamman serving as an advisor.
Mailboxes
Mike Johnson contacted a company that sells an outdoor mail kiosk. The estimate was around $55,000 just for the mailboxes for a kiosk. Mike thought the total cost of mailboxes, shelter, pad, etc., might be $100,000. The Board tabled this item.
New Business
IRS Form 1099s for contractors
The IRS contacted Sunland North about the need to submit Form 1099s for contractors employed by Sunland. Betty is pursuing the topic, and will work with our bookkeeper.
Annual Meeting packet information
Lawrence Charters noted that the last two elections have been vote by mail, and worked well. In fact, it was easier for the election inspectors to handle the ballots, as they were easier to tabulate. For that reason, and continuing uncertainties surrounding the ongoing pandemic, he recommended that Sunland North’s annual meeting ballot be handled by mail. The Board agreed.
Lawrence also noted our current contact form asks for owner information. In considering the Surfside condo collapse in Florida, and many wildfire and storm-related disasters elsewhere, he suggested that the contact sheet be modified to ask for the names of all regular occupants of the home, not just owners, and specify that the emergency contact should not be a resident of the home. The Board agreed.
Backflow testing
Gerry said Sunland Water District sent out an email stating that backflow testing was required annually. This prompted several owners to ask who was responsible for backflow testing.
A couple of years ago John Lewis mapped out backflow devices in Sunland North, except Mt. Baker, which leaves the HOA with an incomplete map of the backflow device locations. Additionally, the backflow devices are not associated with individual units, meaning they are probably an HOA responsibility.
FHA approval for funding purchases
Gerry was contacted by a mortgage broker handling refinancing for a homeowner. The broker said Sunland North’s FHA (Federal Housing Administration) blanket loan approval had expired two years ago. This blanket approval was sought by the original developer to make it easier to sell their homes. Betty noted that there is a cost (for the HOA) as well as possible bylaws changes required if Sunland North were to pursue a blanket approval renewal.
The Board decided not to renew, as FHA loan approvals can be pursued by individual owners if necessary.
Records Disposition Authorization
The Records Custodian, Susan Hamman, requested disposition authorization to dispose of a stack of records that had exceeded their retention. The Board approved the records disposition authorization, and Secretary Lawrence Charters signed the authorization approval.
Officer, Committee, and Coordinator Reports
President Update — Gerry Hatler
Gerry reported that Eric Mahnerd looked at several sign designs. A sign contractor gave us an estimate of $800-1000 for a new sign. It will be several feet higher than the original, mounted on a crossbar between the two pillars.
Secretary Update — Lawrence Charters
Lawrence is working on some technical changes to the website to increase site security in light of increased threats since February, mostly triggered by the invasion of Ukraine. He is also pursuing some adjustments to make it easier for future webmasters to maintain the site.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The final May 2022 monthly expense report shows our total operating expenses for the month were $ 14,612, which brings our total year-to-date operating expenses to $143,216. This is $13,271 under budget year-to-date.
Total Funds on hand:
Operating Accounts: $ 168,045
Reserve Accounts: $ 617,247
TOTAL: $ 785,292
The certificate of deposit investment authorized at the March Board meeting is still in process. We are awaiting an EIN letter from IRS (due in June).
New owner letters in May: three.
Our financial review is in process; all required information has been submitted.
Our reserve study is also in process; we are readying materials to submit to Association Reserves for review.
The 2023 budget draft is in review by Committee leads and Board members.
All second-quarter assessments have been paid and are up to date.
Vice President — Shirley Legg
We have contracted with an arborist to review our trees for safety issues and tree health. Because of labor shortages, the review work will probably be done in phases as they have time. We hope to have a report to us in 30 days.
Clallam County is providing several trees as part of the roundabout project, and wants to know where and when we want to receive them. The Board said this fall would be ideal, and we will accept the county’s offer to deliver and plant the trees.
The landscape planning committee is continuing to work on long-term plans for Sunland North landscaping.
Board Member at Large — Mike Johnson
Concrete repairs — mostly to patios — will take place starting next Monday.
Mike noted that planting of trees in natural habitat area would need to reserve space between trees for the mower. We also need to make sure utilities are contacted before planting, and make sure the trees are clear of the buried irrigation district’s line.
Architectural Control Committee — Mike Johnson, acting
A request to move a gas vent for a fireplace was approved.
Insurance Committee — Susan Hamman
Susan expressed her hope the weather will not take down any more trees. She estimates there may be an 8% increase in our insurance premium next year.
Developed Landscape — Tom Steffen
Tom reports that our landscaping contractor is fully functioning, maintaining our developed landscaping. The contractor has more than met Tom’s expectations and hopes. He speaks or texts with a member of the crew throughout the week. The rain we have been getting has made it difficult to mow on set days; the crew has worked a few Saturdays and Sundays to keep on a schedule.
In the last few weeks:
- Arranged for four stumps to be professionally removed; Tom removed two stumps (bushes) himself.
- Arranged for a broken irrigation pipe and valve to be professionally repaired.
- Removed dead or diseased bushes and planted new ones.
- Adjusted five irrigation control boxes; added two extensions; and adjusted at least 10 sprinkler heads. The landscaping contractor replaced three heads.
- Scheduled the first restoration and rehabilitation project; a dozen plants will be removed by the landscaper by the end of June, and Tom will form a volunteer crew to replant and apply fresh mulch.
- Re-seeded large patches of lawn that were mistakenly killed by Round-Up.
- Irrigation systems were activated the first few days of June.
From what we can tell, the escallonia hedges (around utility boxes) show signs of new life. Tom has been in conversation with the landscaper and others concerning a strategy of trimming down the dead portions. There is simply no easy way to do this, but we are working on a solution.
Tom receives up to four emails per week regarding landscaping issues.
Exterior Maintenance and Inspection — Mike Paine
Our contractor is working on the maintenance backlog. The contractor initially said he would do 200 hours of work, but gave us a schedule for only 100 hours. We are working on alternatives to take care of backlogged work.
Cool, wet weather is slowing down painting.
Natural Habitat — Sarah Miller
No report.
Communications and Outreach — Kathy Gross
Lawrence requested that Board members and committee members prepare items for the July newsletter. Submissions are due June 27.
Sunland Water District Update — Tom Hamman
No report.
Homeowner Comment Period
John Lewis noted that roundabout traffic seems to be exceeding the 25 mph speed limit. Cars speeding out of the roundabout are traveling at high speed when they get to the Sunland North entrance on Blakely. John suggested we trim back trees to improve site visibility.
Division 7 is doing a 4th of July parade. They have invited Sunland North to come up and enjoy.
The board and volunteers thanked new owners who came to the new owner gathering. There was lots of good discussion and camaraderie.
Adjournment
Gerry adjourned the meeting at 3:41 p.m.