Wednesday, March 8, 2017

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

Homeowner Forum/Comment Period

There were 24 Homeowners plus 4 board members in attendance. The following topics were discussed during the homeowner comment period: Telephone area code overlay, irrigation connections, Pet Violation and Kudos to landscaper for pruning and mulch.

Call to Order

The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order by Board Chair at 2:30 PM and confirmed a quorum with four members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), and Jim Hammond member-at-large.

Review/Approval of Board meeting Minutes

David Walp, secretary, recommended approval of the draft meeting minutes from February 8, 2017. Jim Jones moved for acceptance and Jim Hammond seconded the motion. The draft meeting minutes were unanimously accepted as presented. Secretary was directed to provide website coordinator the final minutes for posting.

Old Business

Financial Limits of Authority – The draft text for the changes to the Division 17 Bylaws was amended to add exceptions requiring contracts to be approved by the Board of Directors, budget overages to be approved by the Board of Directors and change the section name to Financial Management. Jim Jones made a motion for approval of the amended changes, seconded by Gary Fortmann and unanimously approved by the Board of Directors.,
Ad Hoc Committee fo Develop Proposed Long Term Strategy for Managing Reserves – Jim Jones reported that the first meeting had taken place with initial ideas being gathered and further research underway. Further developments will be discussed at future board meetings.
RV Lot west/south tree cutting – Secretary, Dave Walp, summarized the discussions that occurred during the RV Lot meeting between SLOA Board Members and Division 17 The secretary was the only Division 17 board member in attendance.
- Fir Tree Trimming – SLOA intends to trim branches overhanging the RV Lot south facing fence that are on Division 17 property. Representatives concurred with pruning and cleaning up of deadfall in and under SLOA requested that the under growth be cleared and Division 17 Representatives indicated we would take that up at our board meeting.
- SLOA identified three options for the arbor vitae that were included in their solicitations to tree trimming services. Option 1, clear cut the arbor vitae, Option 2, trim the arbor vitae on the side between the fence and the trees from the ground level to just above the barbed wire on top of the fence, and Option 3, trim the arbor vitae on the side between the fence and the trees from the ground level to just above the barbed wire on top of the fence and top the arborvitae at the fence
- Representatives rejected option 1, agree that Option 2 was acceptable with caveat that the amount of foliage removed was consistent with good practice identified by an arborist and Option 3 was not a preferred option as described but was grudgingly acceptable if foliage removed similar to option 2 and if the topping was limited to 16 feet above the ground. In any case, Division 17 wants to get copies of the solicitation and vendor bids to verify the plans are as discussed at the meeting. Additionally, Division 17 requires that a representative verify the work being performed conforms to the agreement discussed for Option 2 or 3 with caveats.
- SLOA offered a quid pro quo during discussions to trim the arborvitae to Division 17 liking if we allowed unlimited access to the slope between Divisions 7, 11 and 17. Division 17 representatives objected and said that we would only allow on a case by case basis with appropriate due process and following SLOA and Division 17 rules and regulations.
- Notes from the RV Lot meeting were circulated to the other Division 17 meeting attendees for review and comment. These notes in letter form will to be shared with SLOA.

Nominations for open board position – Secretary indicated that there was one nomination for John Lewis to become a Member-at-Large to the board. There were no additional nominations from the owners in attendance. David Walp made a motion to accept the nomination, seconded by Jim Hammond and unanimously approved by the board. John Lewis the new Member-at-Large for the Board of Directors to serve the remainder of the two year term for the vacated position effective March 8, 2017.
Division 17 Standard/Policy for anchoring propane tanks to the building – The board determined that a policy working session would be scheduled at the convenience of the board in the 2 weeks.

New Business

Pet Violation – Secretary apologized for not notifying the owner that the violation would be on the agenda before the meeting. Board agreed to notify owners in violation of action to be taken at the board in advance of the board Name and address of owner in violation will not be published in the agenda.
Response to letter from Colburn’s Lawyer – A meeting has been set on March 9, 2017 with the Division 17 Lawyer to review the letter from the Colburn’s lawyer
2017 Painting Program – John Lewis, Exterior maintenance Coordinator, detailed the 2017 painting program. Due to the total amount for the proposed units being painted exceeding the budgeted amount, the units 241/251 Mount Baker Drive were deferred until a future time. John Lewis indicated that He has the license, bonding and insurance information for the painting vendor, Oscar Lopez painting Jim Jones made a motion to approve the contract with the deferral of the units at 241/251 Mount Baker Drive, seconded by Jim Hammond and unanimously approved by the board. The following units were identified as the 2017 units to be painted:
- 20/30 Mendel Drive
- 21/31 Mednel Drive
- 40/50/60 Mendel Drive
- 41/51 Mendel Drive
- 70/80 Cascadia Loop
- 270/280 Cascadia Loop
- 290/300 Cascadia Loop
- 310/320 Cascadia Loop
- 241/251 Mount Baker Drive (deferred to future)
Moss Treatment contract approval – John Lewis proposed that Dave’s Moss Away the low bidder of two bids received be contracted to treat the moss on 40 units including cleaning the gutters for a cost of $8,000 during 2017. The moss removal would continue on a three year cycle to treat all units in Division 17. Jim Jones made a motion to approve the contract with funding from operation funds, seconded by Jim Hammond and approved unanimously by the Board of Directors.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

President – Nothing additional to report.

Secretary – Currently working with SLOA to update and coordinate owner database information. I have received one new or updated owner information form this past month. If anyone has any please forward to me so I can add them to the master hardcopy file.

Our community continues to grow. Lot 51, units 141 and 151, lot 58, units 281 and 291 and 64, units 130 and 140 on Mt Baker Drive are well along in construction. Real Estate activity since February 8, 2017:

Current active listings in Sunland North:

180 Cascadia Loop $348,500 back on the market

Currently Under Contract (seller has accepted an offer).

371 Blakely Boulevard (asking price) $257,500

241 Cascadia Loop (asking price) $299,500

161 Mount Baker pending

Units sold/closed/occupied since Jan, 2017

280 Blakely Boulevard

80 Cascadia Loop (John and Linda Anderson)

60 Mendel Drive David and Patti Paul

150 Mount Baker (Kimball & Marilyn Shelley)

Treasurer – Jim Jones provided written monthly financial summary for February that was accepted as written. The monthly financial status reports are also posted to the Div 17 Website.

Member at Large #1 – John Lewis appointed to the board to serve the remaining term for Jim Voorhies who resigned.

Member at Large #2 – All lighting standards (poles) in the area, except those on Mount Baker Drive, have been reviewed and asdide from mismatched lighting from different lamp types are all in working order. Mismatches can be corrected when fixtures are replaced with LED lamps and a different fixture is in place. An updated cost estimate for the Division 17 Area Lighting project materials and labor will be presented at the April Board Meeting.

A review of all existing mailboxes reveals no major concerns with operability of the mailboxes. The primary concern is the existing mailboxes are weather faded and newspaper boxes of differing color are mounted irregularly. Five options for mailboxes were presented with the costs for materials and labor of each Mailbox project option.

Both options need to be approved or deferred by the Board of Directors to allow for inclusion in the budgeting process going forward.

Insurance Committee – Lindsay Busch reported that the committee is working on the renewal quote based on expiring values, as we don’t expect any more units to be completed before May 1, 2017. Preliminary estimate for earthquake insurance is $25,000 to add for the 2^nd year of the CAU coverage cycle. Adding Tsunami coverage would increase the estimate to $35,000. The insurance committee does not recommend adding the earthquake or tsunami coverage due to the high cost of premium and deductibles. If the board of directors wishes to add earthquake and or tsunami coverage for the 2018- 2020 period based on the current number of homeowners there would need to be 67 yes votes to increase the assessments for the coverage. Jim Jones made a motion seconded by Gary Fortmann to not request earthquake and or tsunami coverage for the 2017-2018 period. The board of directors unanimously approved the motion to not seek the additional coverage.

Architecture Control Committee –Barbara Ross reported on 2 new Exterior Change Request approvals for a new fence and a top railing for an existing fence.

Developed Landscape – Valerie Holland observed that people are cutting corners entering and exiting driveways and parking on the edges of lawns increasing the potential for damage to irrigation system components and damaging lawns. A request was made to have the secretary issue an announcement to owners and residents to be aware of the situation and to remind people to park and have guests park entirely on the street, pavement or in driveways. Mulching is in final phase. Recommend that mulching be completed 1/3^rd of beds per year vice all at once to better spread costs.

Exterior Maintenance & Inspection –john lewis and the six volunteers will be begin to conduct semi-annual inspections (3 teams of 2 members) in April. Eldon Dennis will conduct a training session for inspectors on April 18, 2017. Seasonal maintenance activities are continuing. Options for a storage shed/facility to replace the Division 17 trailer are still being researched. Board suggested that John compile a list of volunteer abilities for maintenance based on training an experience as a reference. Owners are requested to coordinate with John before contracting with vendors to perform exterior skylight cleaning.

Greenbelt– Tom Steffen reports requesting documentation of license and insurance proof from Jim Rossi, the gentleman who moves the greenbelt/meadows for Div 17. He will photocopy and submit once 2017 documents are mailed to him.

I asked Jim if he plans on being available to Div 17 this year. He enthusiastically replied “yes.” He has mowed for Div 17 from the beginning when Estes owned the division. He indicated that his relationship with Div 17 is one of the best of the many he maintains.

He thoroughly enjoys working for us.

Newsletter – Nothing to report.

Welcome Committee – Barbra Gruner reported making visits to 150 Mount Baker, 280 Blakely Boulevard,160 Cascadia Loop and 60 and 80 Mendel Drive.

Website – Barbara Brooner was not in attendance and did nort report on website activities.

Sunland Water District – Gary Fortmann reported that next meeting is Tuesday next week and wished to award “kudos” to the District Water Commissioner for performance of job managing the Sunland Water and Sewer district.

Homeowner Forum/Comments

There were further comments on Propane tank anchoring and keeping blackberry bushes along the RV south facing fence.

ADJOURNED AT 4:32 PM, by consensus.

Submitted by David Walp, Secretary of the Board of Directors

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