DRAFT

Sunland Division 17 Owners Association
June 10, 2026, 2:30 p.m.
The Gathering Place, 135 Fairway Drive

Call to Order, Verification of Quorum

The meeting was called to order by President Susan Hamman at 2:30 pm. All Board members were present.

Approval of Agenda

Tom Steffen, Member-at-Large, moved acceptance of the agenda as modified, and Vice President Mark seconded the motion. The motion was approved.

Review and Approval of May Meeting Minutes

Treasurer Betty Gwaltney moved to accept the May minutes. Tom seconded the motion, and the minutes were approved.

Old Business

Blakely Roof Sag – Board

Susan stated that the Association received two engineering assessments from the owners on the reported problem. The HOA has its contracted structural engineering report and is waiting for the CAU contracted engineering report.

Reserve Study – Betty Gwaltney

This year, the Association had an on-site reserve study. The final report has been received, and an executive report will be posted on the website. Betty noted the report shows the Reserve is funded at 44%, the highest it has ever been. Betty explained how reserves are used, and how funding of the reserve is calculated, and briefly explained some changes to how operating funds and reserve funds were classified.

New Business

Appoint Nominating Committee – 3 Upcoming Board Vacancies

Susan reported that three Board positions are up for election in October. The Association needs a nominating committee to recruit new candidates for the Board. There was discussion of the need, but no volunteers stepped forward from the audience. The Board will review the owner list and begin contacting owners to see if they would serve their community as a candidate for a Board position.

Election forms, timeline, and process – Lawrence Charters

A number of documents need to be drafted for the annual Association election and meeting packet. These documents will be presented to the Board for review in July. Susan requested that a copy of the certificate of insurance, plus a cover letter on insurance, be added.

Unit Owner Concern – Fences and Patio Extensions

An owner sent the Board a letter expressing concerns about privacy fences and patio extensions on “limited common areas” around member units. Delivery of the letter was delayed by the Postal Service, and the Board will discuss this at a future meeting.

Insurance claim

Susan stated that we had another flooding incident in a unit in Sunland North. We don’t know the current status of the flooding, as a third-party contractor is involved. We are trying to avoid filing an insurance claim as it would be the third claim this year.

This prompted an extensive discussion with members on various issues concerning insurance and liability, particularly incidents involving water issues within a home.

Volunteer coordinator

Mark talked about having a volunteer coordinator to build up a cadre of volunteers from within the community. It was suggested that we educate members on the benefits of community involvement from the time they first move into the neighborhood.

Officer Reports

President Update – Susan Hamman

Susan made note of the SLOA meeting tomorrow and of recent resignations of SLOA Board members.

Vice President – Mark Anderson

Nothing further to add.

Secretary Update – Lawrence Charters

Lawrence reminded everyone that the next newsletter is due to be released on July 1. He requested that Board members and Committee chairs submit their newsletter contributions to the editor (information@sunlandnorth.org) by June 25.

Treasurer Update – Betty Gwaltney

 Monthly Expense Report:

May 2026 Operating expenses: $150,989 YTD $ 269855 UNDER budget $19,230

Interest income YTD: $ 13,752

Total Funds on hand May 30, 2026:

Operating Accounts $274,382

Reserve Accounts $1,151656 (85% in CDs)

TOTAL $  $1,426,038

Reserve Study –Onsite Update completed 

Reserve fund: 44.4% Funded*

Risk of Special Assessment: Medium

Recommendation – budget to within 70%-100%

Comments

• Projected $$ based on estimated “remaining useful life” – not necessarily actual anticipated expenses. Example:
  • Privacy Fence – estimated life at “0”
  • Light pole remaining useful life is “0”; however, we do not anticipate the need for total replacement in the foreseeable future
  • Irrigation System repairs useful life is “0.” Repairs are budgeted as operational expense
  • Refurbish Trees – comes from operational expense
  • Bark/Mulch – currently in Reserve expense, but recommended to move to operational expense.

• CD Management

• Kitsap CD 12m 0004 Matures 11/25/26
  • 12 Month Jumbo Certificate
  • First Security CD will mature on June 26. Needs to be renewed.
• Sec of State Annual report:  Filed 05/12/2026
• 2027 Budget Planning – Process to begin late June.
• New owner letters– 4 sent in May

Member-at-Large – Tom Steffen

No additional comments.

Committee Reports

Architectural Control – Rob Crombie

Nothing to report.

Insurance – Susan Hamman

Nothing more to report.

Developed Landscape – Tom Steffen

Irrigation—

All systems have been activated. Checks, repairs, and replacements of parts and boxes are routinely done by the landscaping crew or Sanford Irrigation.  Owners should continue to report irrigation issues by submitting a maintenance request form via the Landscaping portal available on the Division 17 website.

Summer pruning—

Our crew is busy responding to special requests for summer pruning.  Owners should request specific pruning concerns by submitting a maintenance request form via the Landscaping portal available on the Division 17 website.

Preparing for Painting—

Once Tom receives the list of buildings to be painted, he will share it with our landscape contractor and ask that they check to see that no bushes or trees will interfere with access for the painters.

This prompted a discussion with members who had questions about pruning.

Exterior Maintenance – Mark Anderson, Acting Chair

30 pending projects (9 received in May). 16 completed projects in May.

House Painting & Paint Touch Up

6 buildings are scheduled to be painted this year. Oscar Lopez’s bid has been accepted; painting is scheduled. Several projects are underway to prepare the buildings for painting.

1 pending project for touch-up painting on recently installed flashing on a garage on Cascadia Loop, the contractor has been assigned.

Privacy Fences

8 pending projects, the contractor has been assigned.

Roof Issues

4 pending projects, the contractor has been assigned.

0 completed projects.

Rain Gutters & Fascia Repair

4 pending maintenance requests for leaking rain gutters and fascia repair, contractor assigned.

9 completed gutter and/or fascia repairs and/or cleaning.

Chimney Chases

2 pending projects on Cascadia Loop, assigned to 360 Builders.

0 completed projects.

Concrete Repairs

4 pending projects. 1 assigned to contractor, 3 pending coordination of landscaping and exterior maintenance.

3 completed projects.

Exterior Maintenance Miscellaneous

7 projects pending. 5 assigned to the contractor, 2 new pending further investigation.

4 completed projects.

Natural Habitat – Sarah Miller

No report. The natural habitat area is currently being mowed.

Welcome Committee – Ilsa Long

No report.

Communications and Outreach – Kathy Gross

Nothing additional to report.

Owner Comment Period

There were several compliments on how well the volunteers helped new owners.

Question about the process for negotiating the association insurance policy and what modifications can be made to ensure insurability. This was followed by a discussion on how the Board communicates any changes to the policy to the homeowners.

Adjournment

Tom moved, and Mark seconded a motion to adjourn. Susan adjourned the meeting at 3:52 pm.