March 2016 Board Minutes – Sunland North

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Meeting March 9, 2016

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

Approved

Homeowner Forum

There were seven homeowners in attendance. One owner signed in to speak and asked about the progress on replacing mail boxes.

Call to Order

The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order at 2:30 by Gene Ross, President of the Board.

Roll Call and Quorum

Three out of the four members of the board were present. In attendance were Tom Steffen (secretary), Jim Jones (treasurer), and Gene Ross (president). Absent was Jill Hummel (Member-at-Large One).

Review and Approval of Minutes

The minutes from the February 10, 2016 meeting, distributed to board members in advance, were approved with no changes.

Review of Meeting Procedures

Gene Ross reviewed the proper way to participate in the open meetings of the Board of Directors.

Old Business

1. Architectural Control Committee Bylaw Amendment

Gene Ross facilitated a discussion concerning a request that a member of the Board of Directors serve in a liaison role to assist the work of the Architectural Control Committee. The board considered the proposed additions to the Bylaws, Article V, Section 13 (Pg. 10).
MOTION: Jim Jones moved that additional revisions should be made to the proposed language for the purposes of clarifying the role of the liaison. The motion was seconded and approved.

2. Attorney Review of Proposed R&R Appendix A; Member Correspondence

Jim Jones updated the board on the attorney review. Div 17 has already been billed for the consultation ($687.50).

3. Insurance Committee Recommendations; Procedures for Deductibles

Lindsay Busch shared an overview of the options the committee researched (see attached report)and fielded questions from the board and owners.MOTION: Jim Jones moved that Div 17 owners be given a summary of the research and options in order to select (by ballot) their preferences. The motion was seconded and approved.

4. Split-rail Fence Review

Gene Ross reviewed the findings of the informal survey.
MOTION: Jim Jones moved that action be postponed until the May meeting of the board to allow time for additional research into the cost of replacing the fence. The motion was seconded and approved.

5. SLOA/Div 17 County Road Issue Strategy Meeting

Fritz Field reported on the SLOA meeting (16 February) he and Jim Follis attended (see attached). A traffic counter has been installed on Woodcock Road.

NEW BUSINESS

1. Board Member Resignation/Vacancy

The board discussed the need to fill the vacancy of Member-at-Large Two. A request for nominations will be sent via email to the owners.

2. On-street Parking; R&R Amendment

Gene facilitated a discussion about cars being parked on lawns and the potential damage to our irrigation system. He offered a draft to the current language in “Rules and Regulations, Section II, 1. Parking” that “all four tires remain on the blacktop.” (see attached) MOTION: Jim Jones moved adoption of the proposed addition. The motion was seconded and approved.

OFFICER, COMMITTEE AND COORDINATOR REPORTS

1. President – Gene Ross reported on two new requests from Div 11 for tree clean-up and removal. However, work has temporarily halted for the time being. Gene will meet with Cynthia (Div 11 representative) to clarify which trees are in question.

2. Secretary – Tom Steffen expressed thanks to Judy Field for serving as the February recorder of the minutes. The Owner’s List Document has been updated and distributed (for Board use only). No units are officially on the market at this time. (see attached)

3. Treasurer – Jim Jones reviewed the monthly expense report for February 2016. (see attached). He updated the board on the actual expenses for January ($8,365). At the end of February the Operating Funds totaled $123,374 and the Reserves totaled $229,727. Jim updated that board on recent late payment letters; the 2015 tax return now completed, and re-registration of Basecamp Owner (due to Richard Edes’ resignation).

4. Board Member at Large #1 – Jill Hummel was not present. Gene shared her report. (see attached)

5. Insurance Committee (Lindsay Busch): See “Old Business #3 – Insurance Committee Recommendations; Procedures for Deductibles.

6. Architecture/Exterior Changes (Barbara Ross): Barbara reported that a request for a gate from the owner of 250 Cascadia has been approved, and the owners of the triplex unit (address?) have reached a satisfactory decision on the exterior color (to be painted Summer 2016).

7. Developed Landscape (Valerie Holland): Valerie reported that a shrub has been replaced at 380 Blakely; a shrub replaced at 30 Cascadia; and a cottonwood tree behind 71 Mt. Baker needs to be removed. Owners of the 250 unit is investigating a natural (tree-lined) fence; this is under discussion with the adjoining neighbor. (see attached report)

8. Exterior Maintenance & Inspection (Richard Helmenstine): Richard reported that the spring inspections will begin soon. Moss treatment options are still being researched.

9. Greenbelt (Tom Steffen): Tom reported that Tom Hamman has been removing poison hemlock as it is discovered. The first mowing of 2016 will likely be scheduled mid to late April.

10. Newsletter (Renee Jones): Gene reported for Renee that plans for the April newsletter are underway. (see attached report)

11. Welcome Committee (Barbara Gruner): Barbara and her helpers made three visits: 380 and 400 Blakely and 81 Mendel.