Note: Washington State’s Stay Home-Stay Healthy directive places limits on all but very small gatherings. The Sunland North March 10, 2021 Board meeting was held virtually, via Zoom.
Monthly Board Meeting of Sunland Division 17 Owners Association
March 10, 2021, 2:30 p.m. – 4:30 p.m.
Call to Order
President Susan Hamman called the meeting to order at 2:30 p.m.
Verification of Quorum
All Board members present.
Review and approval of minutes
February 10, 2021, Board meeting minutes were approved as submitted.
Old Business
Sequim-Dungeness and Woodcock Road roundabout
No additional information beyond what was discussed in February. Susan contacted the county, and was told there were some design revisions, but no details were provided.
Governing Documents Committee
A Records Retention Schedule was discussed at the February Board meeting, but not formally adopted. Secretary Lawrence Charters moved that the Records Retention Schedule be adopted, and the Board agreed. The schedule has been posted in the Governing Documents section of the Association website.
Susan Hamman described the progress made by the committee in identifying problems in our existing governing documents, but noted the Committee is unsure what can be changed in our CC&Rs (Covenants, Conditions, and Restrictions), Bylaws, Articles of Incorporation, etc. The Committee is looking for legal expertise, and found a law firm in Poulsbo with expertise in Homeowner Association (HOA) law. The Board approved engagement with the firm.
Lawrence identified one set of documentation, titled “Sunland North Policies,” which was entirely under the Board’s control to revise. This document was updated, and at the Committee’s suggestion, renamed “Sunland North Practices and Procedures.” The Board approved both the revisions and renaming.
Roof moss remediation
Michael Vandiver reviewed recent history with trying to control roof moss, and the need to seek out a new contractor. He identified a vendor with expertise in the field, but the anticipated cost is well in excess of budgeted costs. The Board tabled the discussion for one month to research reserve funding issues before proceeding further.
New Business
Gutter cleaning bids
A contractor has installed gutter guards on two buildings, and work will soon begin on a third. The contractor will work on gutters for non-moss-related buildings.
Fence repairs
There are at least 15 spots in the split-rail perimeter fence that need help. It is unclear what committee should work on the issue; the fencing is cosmetic, and not part of Exterior Maintenance, nor is it Landscaping, nor is it Natural Habitat. For the time being, Exterior Maintenance will act as a coordinator. Next year, fence repairs may need a budget, and the perimeter fencing may be moved under Natural Habitat.
2021 building painting
Two buildings are scheduled for painting in 2021. Consultation for painting colors is currently under review by owners. The Board approved a bid for the work, to be paid by budgeted amount from the reserve.
Officer, Committee, and Coordinator Reports
President Update — Susan Hamman
Noting to report.
Secretary Update — Lawrence Charters
Sunlandnorth.org email accounts have been set up for ACC (architecture@sunlandnorth.org), Exterior Maintenance (maintenance@sunlandnorth.org), and Developed Landscaping (landscaping@sunlandnorth.org). Lawrence offered to hold Zoom sessions, either jointly or one-to-one, on how to use the accounts to best advantage.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary March 2021 monthly expense report shows our total operating expenses for the month were $22,904, which brings our total year-to-date expenses to $47,913. This is $8,357 over budget year to date, due to delayed payment for landscape contract from Dec. Reserve expenses totaled $7,846 for the Mulch project in Feb.
Account Summary: Transferred $30,000 from First Federal Money Market account to First Federal Checking Account. Transferred $20,000 from Sound Money Market (Reserve Account) to Sound Checking (Reserve Account) to cover invoices for Mulch project.
New Owner letter: New owner letter sent to owners on Cascadia Loop. A couple of other letters are pending.
Betty reports that a small group is working on the annual reserve study.
Vice President — Dianne Bresnahan
Kathy Gross will be sending out a request to Board members and Committee chairs for material for the April newsletter.
Board Member at Large — Mike Johnson
One unit in Mt. Baker has an ongoing, mystery water leak. Mike did some gopher work (digging holes) but could not find the source of the leak. It would cost $8-10,000 to run a new water line in from the street.
Architectural Control Committee — Richard Helmenstine
There was a request for a sunshade on Mt. Baker. Aside from that, there is no other current activity.
Insurance Committee — JoAnne Estes
JoAnne sent in the following report:
“The Association insurance policy renewal proposal is expected this month. Our policy renews May 1.
“The CAU Agency representative, Dianna Kaspar, explains the renewal timeline below. I asked for the renewal in advance of our April 14 Board meeting, and I will coordinate a meeting of the Insurance Committee as soon as the renewal proposal is in hand.
“We receive the renewal proposals from our underwriters approximately 30 or so days prior to the renewal. So, I would anticipate seeing it towards the end of March/early April.”
Developed Landscape — Gerry Hatler / Eric Mahnerd
Gary submitted the following report:
“Dormant season pruning is complete. One dormant season (as-needed basis) grass mowing and edging were done. Regular grass mowing is anticipated to begin shortly after the mulching project is complete.
“The mulching project is approximately 2/3 complete. The only area left to be finished is the Mount Baker Loop. To date, the project which was bid on a time and materials basis has come in under estimates. A final accounting will be provided after the last invoice has been presented.”
Exterior Maintenance and Inspection — Michael VanDiver
There have been some minor gutter clogging issues. One owner sold their home and then requested repairs be made before the new owner arrives. External maintenance will await a request by the new owner.
Natural Habitat — Sarah Miller
Another cleanup session is scheduled for next Monday. Several truckloads of storm debris and other debris have been removed from along the edge of Woodcock Road.
There was a discussion of “the mess” on the slope behind the golf driving range. As this property belongs to the country club, there is little Sunland North can do beyond express displeasure.
Communications and Outreach — Dianne Bresnahan
Sue Purdy made two Welcome Committee visits with new owners, one on Blakely Blvd. and one on Cascadia Loop.
Sunland Water District Update — Al Frank
Al Frank reports that there are no changes: COVID-19 tests have come back negative, and the office is still operating under pandemic protocols.
Homeowner Comment Period
Several folks mentioned there are “neat” drone photos on Zillow of homes in Sunland North.
Adjournment
Meeting adjourned at 4:09 pm.