SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Meeting May 11, 2016
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
Approved
Homeowner Forum
There were fourteen homeowners in attendance. Two owners spoke during the comment period.
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
Four of the five members of the board were present. In attendance were Jim Jones (Treasurer), Gene Ross (President), Jill Hummel (Member-at-Large-One), Jim Hammond (Member-at-Large-Two). Tom Steffen (Secretary) was absent.
Review and Approval of Minutes
The minutes of the April 13, 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
- Reserve Study
With Board approval Jim Jones sent a check to Association Reserves for a Do-It-Yourself ReserveStudy, which he has received and is reviewing the instructions. This is the second year of a Do-It-Yourself study, but in 2017 we will be required by state law to do an on-site inspection ReserveStudy. Cindy Rhodes and Richard Helmenstine agreed to help Jim with the Study.
2. Attorney review of Proposed R&R Appendix A Amendment etc.
Gene Ross reviewed the attorney’s conclusion after his review of our governing documents that several items on our list of owner responsibility for the proposed amendment to our R&Rs were not consistent with our CC&Rs. One example is snow removal, which is an Association responsibility. Gene indicated that he would get with Richard Helmenstine to revise the proposed list.
3. Rules and Regulations violation and notice
Gene sent a certified letter to an owner who had a confrontation with a landscape employee explaining that it was against the rules to discuss problems with employees, it needs to go through the board. The owner refused to pick up the letter from the post office. It was decided to drop the issue since the owner has sold his house and will be moving.
4. Semi-annual walk-through for Exterior Maintenance action
This is underway. One question was if an owner can have an open fire. He also has a stack of wood beside his house. Gene is going to check into the R&R’s for both Division 17 and SLOA.
5. Architectural Control Committee Liaison
Since Jill is moving Jim Hammond volunteered for the position. A motion was made, seconded, and passed.
New Business
1. Replacement for Member-at-Large-One
It was decided to wait until the elections in September. Motion was made, seconded and passed.
2. The 2017 Budget is being prepared and is on schedule.
3. The Annual Meeting is scheduled for Wednesday, September 14 from 1:30 to 3:30 at Sunland’s Club House. There was a $75 deposit for the room.
4. There is a sign-up sheet for anyone interested in being on the nomination committee beginning in June.
5. News Letter Editor vacancy
Renee Jones is moving and a replacement editor of the newsletter was voted on. Susan Hamman was elected by the Board to complete Renee’s term.
Officer, Committee and Coordinator Reports
1. President – Gene Ross reported that the removal of slash by Division 11. The several piles of slash stacked next to the greenbelt will be run through a chipper and hauled away.
2. Secretary – Tom Steffen was absent.
3. Treasurer – Jim Jones reported that the March, 2016 Expense Report was finalized and posted to our website in April. The only change from the March “Draft” report reviewed at our last Board meeting was a revision to the Checking account balance after we received the month-end bank statement. The April, 2016 “Draft” report which was distributed to you electronically shows total expenses for the month were $54,504 which includes the insurance premium of $45,130 that was paid in late April rather than early May. He transferred $10,000 of Operating Funds from our First Federal Money Market account to our Checking account to ensure that we have sufficient funds in checking to cover our insurance payment. Our YTD expenses are $78,706 which is significantly higher than our Budget due primarily to our early insurance payment. In addition minor maintenance expenses are running less than last year. We ended the month with $150,814 in Operating Funds (the insurance check had not cleared our account) and $229,949 in Reserve Funds. With new construction underway Jim recalculated the greenbelt mowing expense portion to be paid by Estes for our Accountant, Robin Reese, which is now down to 17%. Jim recently reviewed our Bylaws regarding Reserve Studies, and in my reading, Jim found the following statement in section VIII.2: “At no point shall any operating or reserve funds be co-mingled.” As you may recall, the Board gave me approval late last year to move a portion of our Operating Funds from our First Federal Checking to our Money Market account until needed in our Checking account in order to earn a little interest on those funds. Jim indicated that he would maintain an “accounting” wall to keep the Operating Funds separate from the Reserve Funds that are in that account. Even though he is maintaining an “accounting” wall in the Money Market account, Jim was concerned that people in the accounting profession might view this as co-mingling since we have both Operating Funds and Reserve Funds in the same account. As a result, Jim asked our Accountant, Robin Reese, her opinion on the issue. After a brief discussion she indicated that she did not feel that we were in violation of our Bylaw. Jim will also consult with Duane Wolfe, who will be conducting our Financial Review next month, to get his opinion as well. Jim will keep you informed.
4. Board Member-at-Large-One – Jill Hummel reported that they had sold their house and were moving. She thanked the board for a beautiful bouquet of flowers they had given her and for making her short term on the board a pleasant one.
5. Board-Member at Large Two – Jim Hammond did not have a report since he is so new to the board.
6. Insurance Committee – Lindsey Busch stated the insurance policy premium has been paid. (See attached)
7. Architecture/Exterior Changes – Barbara Ross stated that the color changes on a couple of the units had been approved.
8. Developed Landscape – Valerie Holland stated that on May 19th the cottonwood tree would be removed for safety reasons. Also a smaller spruce tree will also be removed. The will begin working at 8:30 am. Gene will write up a notice for the neighbors that will be affected.
9. Exterior Maintenance & Inspection – Richard Helmenstine reported that he wanted to form a committee to look into group mailboxes, where and when to put them in. They also need to look into the cost of replacing the street lights throughout the division. It was moved and seconded that Jim Hammond would chair that committee. Kevin Estes agreed to find out some prices. Richard also said the inspection of all units was 40% done, the main problem seemed to be some dry rot on trim. He was also asked about moss control on the roofs of many of the units. There is also one patio and driveway that needs to be replaced.
10. Greenbelt – Tom Hamman reported that hemlock was once again growing around the perimeter of Division 17 and needed to be tended too. Due to the warm weather it is already time to mow the field for the second time.
11. Welcome Committee – Barbara Gruner was absent.
12. Sunland Water District – Gary Fortmann stated that the meeting scheduled had be postponed so he didn’t have a report.
Homeowners Comment Period
Susan Hamman wanted to know if the lawn from removing the trees was going to be replaced by the tree removal company. Valerie said it would.
Adjourned: The meeting was adjourned at 3:35 PM
Prepared by
Jill Hummel, Member-at-Large-One