MARCH 2023 Board Meeting Minutes
SUNLAND NORTH DIVISION 17 OWNERS ASSOCIATION
March 8, 2023
2:30 p.m. Call to Order and Verification of Quorum 2:33 p.m.
Approval of Agenda – Moved, Seconded, and Approved by Board with minor edit.
Review and Approval of February, Board Minutes – Betty moved to approve, Lawrence seconded, Board unanimously approved.
OLD BUSINESS
Back Flow Valves Update – maybe next month. Weather is hampering progress.
Legal Counsel Search Update – the Board met with two law firms who have HOA practice areas. The Board will follow up with due diligence and will ask for the scope of work to be clearly defined as well as references.
Welcome Packet Update – Shirley Legg and Susan Hamman provided final draft copies to the Board for review.
Record Retention Update – Project is still ongoing. Work group meeting scheduled for March 10, record retention policy re: electronic as opposed to paper, training of committees, working with shared drive, tasks all in progress.
Gutter cleaning and moss (added as edit to the Agenda) – Mike Johnson request for funds. Gerry Hatler raised question of re-treating the two roofs that were not adequately treated the first-time raising concern that more roofs will likely need retreatment. The new bid will include making sure it is done right the next time. Motion was made by Gerry, seconded by Lawrence Charters and approved by the Board to provide the funding.
NEW BUSINESS
HOA Post Office Box – it came to the attention of the Board that Lawrence Charters is the Owner of the HOA’s P.O. box. As such, Lawrence is the only person authorized to retrieve certified mailings and conduct other restricted-type business with the P.O. regarding the HOA’s box. President Gerry Hatler put forth a motion to make sure that there are other Board members who can conduct such business proposing the “owner” be changed to Betty Gwaltney, Treasurer with the existing President, Vice President and Secretary also having authority to retrieve mail and packages etc. from the counter. Lawrence Charters moved to approve, seconded by Shirley Legg, and approved by the Board.
Common Area Trees – Shirley Legg called to the attention of the Board that based on the recent tree condition survey conducted by Peninsula Environmental Group, it would be in the HOA’s best interest to be proactive in an approach to managing the trees that have been noted as “possible concerns” and determine if any action needs to be taken to mitigate possible damage should one fall. After a brief discussion it was determined this is within the scope of Tom Steffen, landscape committee chair, and Sarah Miller, natural habitat committee chair responsibility, with Lawrence Charters overseeing the project. Both Tom and Sarah will be provided with a copy of the survey report.
OFFICER REPORTS
President Update Gerry Hatler did not attend the meet and greet held by SLOA for all HOA presidents, but did hear from a participant that it was well worth the while. The plan is that these meetings will be held on a regular basis to share information and foster positive relationships. Gerry reported notes of interest discussed regarding possibly building a playground by the tennis courts and a dog park.
Vice President Lawrence Charters reported corrupted code on the website which he is still investigating. He remarked that complaints from owners are not being addressed and suggested that an upcoming newsletter include an article outlining the differences in responsibilities between the Sunland North and SLOA HOAs. He also proposed articles on driving behavior within Sunland North and identifying committee responsibilities.
Secretary Update Shirley Legg – none
Treasurer Update Betty Gwaltney
- Monthly Expense Report:
- Preliminary Feb total year to date operating expenses to $14,960. This is $15,239 UNDER budget year to date for Operational expenses.
- Note – Maintenance performed in Feb will be expensed in March.
- Interest income YTD: $2162
- Preliminary Feb total year to date operating expenses to $14,960. This is $15,239 UNDER budget year to date for Operational expenses.
- Total Funds on hand:
Operating Accounts $ 247,659
Reserve Accounts $ 696,384
TOTAL $ 944,043
Member-at-Large Warren Husman – None
Committee Reports
Architectural Control – – None
Insurance – Susan Hamman – May 10 is renewal deadline for Insurance.
Developed Landscape– Tom Steffen – None
Exterior Maintenance – Three Crowns beginning work on gutters/roofs. Painting schedule is on track with 6-7 buildings per year through 2034. The Board requested projection of possible projects coming up.
Natural Habitat – Susan Miller – None
Communications and Outreach – Quarterly newsletter the end of March
Owner Comment
Barbara Brooner re: county assessor letter inquiry as to whether the CCRs are looked at in relation to assessments. Short answer: follow up conversation with person who does land values. Obtain something in writing as to methodology of assessments.
Adjourned 3:42 p.m.