March 2018 Board Minutes

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, March 14, 2018

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

 Call to Order

The March meeting of the Sunland Division 17 Owners Association Board of Directors was called to order by President Gary Fortmann at 2:30 p.m. and confirmed a quorum with all members of the board present: Gary Fortmann (president) John Lewis (vice president), Jim Jones (treasurer), David Walp (secretary) and Mike Johnson (member-at- large). There were 25 homeowners plus 5 board members in attendance.

Review/Approval of Board meeting Minutes

The draft February 14, 2018 board meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.

Old Business

  1. Insurance: Earthquake Coverage – Lindsay Busch reported to the board that there was no point to doing just a survey about earthquake insurance. Lindsay proposed a vote be taken of the owners regarding desirability for adding earthquake rider to current insurance using the Insurance Committee presentation as the case for an affirmative vote. Further proposed the Board of directors create a budget item (reserve type item) to accumulate funds to pay deductibles or damages that are not covered by insurance; to wit less than the deductible(s).

Question was posed as to liability by the board of directors for lack of earthquake insurance or loss due to the lack. Answer – the board of directors is not responsible or liable.

Motion was made by Gary Fortmann that a special HOA meeting about earthquake insurance be planned and scheduled with the purpose of having insurance experts and technical experts provide guidance and discuss issues regarding earthquake insurance, deductibles and limits of liability.

Motion seconded by David Walp and unanimously approved by the Board of Directors.

  1. Rules & Regulations Amendment – Fee for making requested copies of records of the Association. The proposed amendment language prepared by Cindy Rhodes was distributed to the owners for review and comment. No comments were received by the start of this board meeting. Jim Jones proposed that the verbiage prepared and distributed be approved by the board of directors and incorporated into the rules and regulations. Motion was seconded by David Walp and unanimously approved by the Board of This amendment becomes effective immediately upon signing by the board members.
  2. Determination on Door Paint – Architecture Committee proposes that the cost for door paint be absorbed by the HOA not charged to the individual owner if the color choice is different than the trim color. This would not be retroactive to previous years. Additional color choices for trim, siding and door colors not within the color pallet already offered (3 color schematic) will still be charged to the owner(s). Motion made by Jim Jones, seconded by Mike Johnson and unanimously approved by the Board of Directors.

New Business

  1. Professional services Quote from Urban Forestry – There are four options proposed by Peninsula Urban Forestry, LLC in response to a request for information and pricing from Landscape Coordinator. PUF envisioned four separate projects, which together or individually will constitute a comprehensive Tree Management Plan for the North Sunland community.

Concept 1: Create Tree Maintenance Guidelines for Division 17 at a cost of $2,000-$4,000 Concept 2: Right Tree in the Right Place guidelines at a cost of $1,000
Concept 3: Guidelines for Managing Construction Around Large Trees at a cost of $1,500-$2,000
Concept 4: CC&R Development for Board and Community at a cost of $2,200-$3,600

After some discussion about the content and intent of the four concepts, Jim Jones made a motion to have Mike Johnson solicit a proposal from Peninsula Urban Forestry, LLC to implement Concept 1 to include time estimates and costs. John Lewis seconded the motion and it was unanimously approved by the Board of Directors.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

  1. President – Gary Fortmann reported that the board members with the able leadership of John Lewis have done all that is within our purview to initiate the restoration of the units at 191 and 201 Cascadia Loop. The onus for continuing the restoration process is now on the owners whose signatures are required to begin the construction permit approval process by Clallam County. Approvals for permit applications have not been received up to the time of this board meeting.
  2. Secretary- (David Walp) If anyone has any updated owner information forms please forward to me so I can add them to the master hardcopy file.

It is time to reserve the venue for the annual meeting in September David Walp proposed that the board reserve the SG&CC Ballroom as has been done in the past. D. Walp will coordinate deposit cost with the SG&CC office administrator. Further, arrange for getting a check from the treasurer for the agreed amount and executing the venue use contract with SG&CC for 12 Sep 2018.

Please support our community – consider volunteering to be a candidate for the committee coordinator/chair positions for the Developed Landscape Committee or the Exterior Maintenance Committee.

  1. Treasurer – (Jim Jones) The January expense report has been posted on the
      • Monthly Operating Expense Report: The February, 2018 Expense report, which was distributed to you electronically, shows our total expenses for the month were $12,219 which is $2,388 less than Budget due to timing of legal fees and less minor maintenance than planned because of the weather. As shown in a separate document I sent to you, Operating expenses in February included $2,270 due to fire related expenses. At the end of February our Operating Funds totaled $123,571, and our Reserve Funds totaled $287,734.
    • Fire Trust Fund: As shown in the Fire Trust Fund Summary report, we earned $106.05 in bank interest during February. At the end of the month the Fire Trust Fund balance was $528,891.81.
    • Correspondence: I sent a letter of introduction to one new owner since our last Board
  1. Vice president – (John Lewis, also Ext Maint Coordinator) John Lewis updated the board on the status of the fire restoration contract. No response has been received from the owners at 191/201 Cascadia Loop regarding authorization of building permits. Our HOA liability attorney is continuing to correspond with responses to the owner’s attorney A question from neighbor owners was raised regarding individual owner recourse to get the 191/201 owners to sign the authorizing documents. The board is unable to advise on this question. The Board of Directors is not able to determine when the restoration project will be completed. Question from another owner (not 191/201) asked if there was a time limit to how long the 191/201 owners have to respond to the request for approvals. Answer: There is no statutory limit to how long they can take.

John reported on the February SLOA Meeting specifically the Building Height issue for Mt Baker units. The issue is between the SLOA and Estes Builder. A motion to fine Estes was tabled by SLOA board. The SLOA Architecture Chairman who was pushing this issue resigned from the committee and SLOA board. According to the CC&Rs Estes was required to submit plans for the buildings in Division 17 phase 6. This was not done and was not really required by SLOA. Estes Builder contends that there was an agreement with SLOA when Sunland North began its development (SLOA Approval of the master plan at that time).

  1. Member at Large #2 – (Mike Johnson) Mike reported on poison hemlock infestations Tom Hamman has been successfully treating. A big THANK YOU for Tom. Rob Croombie may have found a resolution to the irrigation issues being worked in coordination with landscaper… more to Inspection teams to start exterior inspections on March 17.
  2. Insurance Committee – (Lindsay Busch) Gary Fortmann thanked Lindsay for the Insurance Committee efforts regarding the earthquake insurance Lindsay reported that the committee will be reviewing the premium renewal when it is received from CAU and report at next months board meeting.
  3. Architecture Control Committee – (Susan Hamman) Susan reported that there were 2 new requests since February 2018; installation of an electrical inlet for connecting an emergency generator and installation of a low deck. The committee has coordinated paint colors with owners whose units will be painted this year and several have provided color choices to the When all color choices pending are received, Susan will provide information to John Lewis to share with painting contractor. All changes are being put into BaseCamp. BaseCamp software is being renewed as a month to month subscription.
  4. Developed Landscape – (Mike Johnson acting) Previously covered, nothing else to We are still looking for a volunteer to come forward to take on the role of Committee Coordinator.
  5. Exterior Maintenance & Inspection – (John Lewis)
    • Spring exterior inspections: these are not mandatory but are conducted to ensure that unit exteriors are evaluated for damage or things that need repair. A big Thank You to the community volunteers who assist in these inspections.
    • Budget issues: There are four designated budget items that need to be
      • Add units 231/241 Cascadia Loop to this year’s painting This will increase the painting budget by $2430
      • Moss control project no changes
      • Maintenance trailer conversion to shed – change item to discretionary, keep trailer,(perhaps paint) and move to new location closer to large tree south of current location in Put down gravel bed to control weed growth (estimated cost $500). Return $1,000 of budget to general fund to defer some of cost for adding painting from #1 above.
      • Concrete slab projects on the books include: new slab for patio to be completed with budgeted funds, temporary repair for driveway to be completed using budgeted funding, complete repair cost for driveway to be added to 2019 budget.

Jim Jones made a motion to include 231/241 Cascadia Loop to this years painting contract and make adjustments to changes proposed for trailer and concrete projects. Gary Fortmann seconded the motion which was then unanimously approved.

  1. Greenbelt – (Tom Steffen) Tom was unable to attend due to other commitments. Nothing to report.
  2. Newsletter – (Kay Hatler) Nothing reported.
  3. Welcome Committee – (Atrie O’Kelly) 41 Mendel owner may be in residence. Artie needs information with which to contact to setup welcome visit. Suggested by Gary Fortmann to contact water district for telephone number.
  4. Website – (Barbara Brooner) Barbara reported on maintenance activities including :
    1. Removed the special “Fire” page, at the board’s direction;
    2. On the “Forms” page, replaced the “Paint Color Change Request” form with a February 2018 update;
    3. Updated Div 17 Monthly Financial Info and Board Meeting Minutes; and
    4. Created an archive copy of the Div 17 Website by burning an image of each page, and each separate linked document, as of March 3, 2018, onto a CD given to Susan Hamman for the Div 17 Archives.
  5. Sunland Water District – (Ken Niblett) Ken reported that Water District purchased a new ‘sludge truck’; repaired reservoir #2; fire hydrant on Mt Baker will be relocated; One Call Notification system will be online soon; meter reading to gather usage data has begun. 2nd Quarter payments are due 1 April 2018.

Homeowner Forum/Comments

Comments about: separating Div 17 home use from irrigation and installing separate meters; Approval to display Garden Show sign; solicitation policy; landscaper.

ADJOURNED AT 4:19 PM, by consensus.

Submitted by David Walp, Secretary of the Board of Directors

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