SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Monthly Meeting
Wednesday, May 10, 2017
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
Homeowner Forum/Comment Period
There were 22 Homeowners plus 5 board members in attendance. The following topics were discussed during the homeowner comment period: Propane tanks-HVAC anchoring, Drone use.
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 five members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), John Lewis member-at-large, and Jim Hammond member-at-large.
Review/Approval of Board meeting Minutes
David Walp, secretary, recommended approval of the draft meeting minutes from April 12, 2017. Gary Fortmann moved for acceptance and Jim Hammond seconded the motion. The draft meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.
Old Business
- RV Lot west/south tree cutting – Board President Gary Fortmann reported that there was no activity regarding pruning the fir trees and arbor vitae since the March SLOA meeting. It is the board’s intent to continue monitoring future action by SLOA regarding this issue. Gary Fortmann plans to set a meeting with SLOA and Div 7 and Div 11. Sue Hamman was requested to attend the meeting with the other board members.
- Division 17 Maintenance Trailer/storage status – John Lewis presented a report and proposed two locations for future location of a storage shed pending review and approval by owners. Board concurred with keeping the storage trailer in its current location pending resolution of the storage shed proposal.
- Annual Meeting Planning – Poolside room at Sunland Golf & Country Club has been reserved tentatively for 12 September. Board concurred with that date and directed secretary to arrange a contract for that date.
- Reserve Study Application – Jim Jones recommended that the proposal from Association Reserves LLC for $2070 for a one year onsite analysis and review with self directed two year follow-ups be executed. Jim Jones will be the initial contact with John Lewis providing onsite support to the inspector until Jim returns from vacation on may 26. John Lewis made a motion to have Jim Jones execute the contract seconded by Jim Hammond and unanimously approved by the board.
- Long Term Strategy For Managing Reserves – Board was polled as to the need for a policy or to just go with the status quo. Board all agreed that a strategy be codified in a policy was preferred. Jim Jones reviewed the proposed strategy and proposed that it be accepted as policy. The draft policy will be prepared and presented at the June BOD meeting for approval as an amendment to the By-laws by cindy Rhodes.
- Policy Study – A discussion regarding where to collect and maintain board policies for easy access by the board and Susan Hamman, Cindy Rhodes and Judy Field identified three types of policies; operational, regulatory and financial policies. All three variations were gleaned from board meeting minutes since the Board of Directors took over running the HOA from Estes Corporation. Cindy Rhodes and Jim Jones will work on creating a Policy Appendix cross referenced to the CCRs, by-laws and Rules and Regulations as well as to the subcommittee that may oversee or approve actions required by the policy.
New Business
- Independent Financial Review – Jim Jones will work with the current contractor to execute the Financial Review and report results back to future Board meeting.
- Budget – Jim Jones reported that he is starting work on the 2018 budget and would like to have inputs from committees that require budget resources to be allocated for the 2018 fiscal year.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
President – Thank you to the Insurance Committee for job well done in getting the insurance renewal completed. Construction dirt offered by Estes Corporation is not needed and they should dispose of excess material. Nominating committee reported that there are candidates for all seats up for election in September.
Secretary – I have received new or updated owner information from two owners this past month. If anyone has any owner information forms please forward to me so I can add them to the master hardcopy file.
I have received new or updated owner information from two owners this past month. If anyone has any owner information forms please forward to me so I can add them to the master hardcopy file.
Our community continues to grow with 115 units of the planned 139 units occupied or in the sale process. Lot 50 units 121 and 131, 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 April 12, 2017:
Current active listings in Sunland North:
70 Cascadia Loop FSBO
201 Cascadia Loop Active $349, 000
Currently Under Contract (seller has accepted an offer).
40 Cascadia Loop Under Contract
60 Cascadia Loop Under Contract (scheduled for Closing 19 May) 180 Cascadia Loop Under Contract
200 Cascadia Loop Under Contract
Units sold/closed/occupied since April 2017
161 Mount Baker Closed 241 Cascadia Loop Closed
Treasurer – Jim Jones provided written monthly financial summary for May that was accepted as written. The monthly financial status reports are also posted to the Div 17 Website.
Member at Large #1 – John Lewis posed the question as to the usage and usefulness of the BaseCamp software data base. He indicated that it is not very searchable and is a proprietary database. John believes that moving to an MS EXCEL spreadsheet or an MS ACCESS Database would be more useful.
Member at Large #2 – Jim Hammond and John Lewis installed one of the proposed replacement light fixtures as a test for applicability and visual effects first on one of the existing lamp poles along Blakely Boulevard and then on one of the lamp poles on Mount Baker Drive. Visual effects are better on the shorter lamp poles found on Mount Baker Drive. The budget estimate for purchase and installation of 95 units is $18,000.
Insurance Committee – Lindsay Busch still waiting CAU bill for 2018 along with the policy, certification and declaration page to post to the website and for hardcopy records. The documents are expected before the end of May.
Architecture Control Committee – Barbara Ross reported 5 requests for architectural changes were approved; New gate for 30 Mendel Drive, new paint color for 20/21 Mendel Drive, Privacy fence for 90 Cascadia loop, decorative plaque mounting to hardiplank siding at 60 Cascadia Loop and Solar tube installation at 70 Mendel Drive (waiting for contractor information). Issue with propane tank being outside of screening fence – secretary to draft letter to owner to move tank inside of screening or propose plan for new fencing/screening.
Developed Landscape –Valerie Holland wants to remind owners to continue to clean up after pets and to park with all vehicle wheels on the street or driveway.
Exterior Maintenance & Inspection – John Lewis The moss treatment and gutter cleaning program now by 3 Crowns will start the 1st 3 buildings the last week of May subject to weather conditions. The cost may require a larger budget to complete.
There are some rotting fascia boards due to leaking gutters will need to be addressed along with broken roof tiles at unit on Mendel Drive.
Greenbelt –Tom Steffen Jim Rossi, the mower, will attempt the second mowing around 1-3 June depending on conditions. Tom Hamman is doing spot remediation for poison hemlock infestations discovered in the green space.
Newsletter – Susan Hamman will be sending out the notice for the next version of the Newsletter.
Welcome Committee – Barbra Gruner reports one welcome visit was made to new residents at 161 Mount Baker Dr.
Website – Barbara Brooner not present but wished to remind owners that the Div 17 board posts their meeting agenda, approved meeting minutes and financial status reports on the Website each month.
Sunland Water District – Gary Fortmann reported that next meeting is Tuesday next week. The water filter survey was to gather data on number of residents using filters and softeners. Filtration is not required but a softener could be beneficial if people think the water is hard.
Homeowner Forum/Comments
There were comments on raccoon trapping concerns, newspaper tubes versus removal and mailbox replacement.
ADJOURNED AT 4:25 PM, by consensus.
Submitted by David Walp, Secretary of the Board of Directors