Sunland Division 17 Owners Association
May 8, 2019 2:30 p.m. – 4:30 p.m.
The Gathering Place
Call to Order
President Gary Fortmann called the meeting to order at 2:28 because it was sunny outside.
Verification of Quorum
All board members were present.
Approval of Minutes
Minutes of the April 10, 2019 meeting were approved as submitted.
Old Business
Governance Documents Committee
This item was tabled until more preparatory work can be done.
New Business
Annual Meeting and Election Date
The annual meeting date has been set for September 11, which follows the pattern of the second Wednesday of the month. A nominating committee needs to be formed, rooms reserved, and a number of other steps taken in preparation. Secretary Lawrence Charters confessed that he was not familiar with the mechanics, but will seek out aid from those who have done this in the past.
Reserve Study
Treasurer Jim Jones stated that every three years, the Board has an outside professional review our reserve fund, and see if it meets our need. In the off years, Division 17 does a self-study, using a custom piece of software designed for the task. He requested the Board authorize purchase of the software, and he would undertake the self-study. The Board agreed.
Unpaid Special Assessment
Jim Jones noted that, as of May 1, one unit had still not paid the special assessment due last December, and also needed to pay the corresponding late fee, despite letters detailing their obligations. Payment was made May 6, but did not include the late payment. He will send another letter requesting the late payment.
Officer, Committee and Coordinator Reports
President Update — Gary Fortmann
No report.
Secretary Update — Lawrence Charters
No report.
Treasurer Update — Jim Jones
Monthly Expense Report: The preliminary April, 2019 Expense report shows our Total Expenses for the month were $97,830 which includes $73,302 for the annual insurance premium plus $2,355 from Reserves for concrete repair. Total Expenses for the first four months of 2019 were $153,566 which is $2,947 over Budget. The unplanned purchase of an Injunction Bond ($5,350) and higher than planned legal fees more than offset the lower than planned cost for Sunland Water District irrigation water and minor maintenance. We anticipate that the cost for acquiring the bond will be reimbursed once we file a claim with CAU. At the end of April the Operating Fund balance was $112,668 and the Reserve Fund balance totaled $93,901, which excludes the $250,000 of Reserves used for the cash collateral for the bond.
Fire Trust Fund: Although the restoration of 191 and 201 Cascadia Loop is underway, there were no expenses drawn from the Fire Trust Fund in April. During April the Fire Trust Fund earned $180.07 in interest which resulted in a month-end balance of $511,506.
2018 Financial Review: We have signed a letter of engagement with Olympic Tax & Business Consulting agreeing that they will perform the review of our 2018 financial statements. President Gary Fortmann and Vice President John Lewis will assist in the financial review.
Correspondence: Late payment letters were sent to five owners who had not made their 2nd quarter assessment payment by May 1. As it turned out, two of those payments were delayed in being delivered so those late payment fees were waived.
Vice President Update — John Lewis
No report.
Board Member at Large Update — Mike Johnson
No report.
Insurance Committee Update — Donna Carson
Jim Jones reported CAU will be conducting a loss control inspection in May. He added that one unit had a flooding problem during the winter resulting in significant damage. A $26,000 claim was submitted to CAU, and a $21,000 check was received.
Architectural Control Committee Update — Susan Hamman
Gary Hatler reported the most significant item is repainting of units. All color selections have been completed. Exterior maintenance is now working through list of units to be painted.
Developed Landscape Update — Gerry Hatler / Eric Mahnerd
Gary Hatler stated a sprinkler head check (looking for damage) had been completed. Sprinklers are scheduled for dark hours. One owner turned off sprinkler system for unknown reason; owners are asked not to do that. There are still outstanding sprinkler problems in Mt. Baker. Mowing started a month ago. Weekly mowing will generally be on Friday, with edging every third week. Eric Mahnerd will assume chair for spring and summer.
Exterior Maintenance and Inspection Update — Doug Hale
Mike Johnson reported the annual moss treatment was completed in early May.
Open Space Update — Tom Hamman
Gary Hatler noted that the open space (greenbelt) was mowed.
Communications and Outreach Update — Leah Prince for Kay Hatler
The committee had its first official meeting last week. The purpose of the committee is to keep residents informed of issues that affect us all and will include communicating to new residents about living in our HOA community, through the Quarterly Newsletter, the Sunland North Website, and other general information.
The Welcome Packet will be sent out to the board and all committee chairs for review and possible updating.
If there is anyone interested in becoming involved with the Welcome team, please let Leah or Kay know. It would be nice to have someone who lives on Mount Baker join in visits, since we have several new homes in that neighborhood.
One welcome visit was completed since the last Board meeting, and three more are scheduled for this month.
As part of the Welcome team visits, volunteer forms are delivered. If committees have any particular needs, please tell us.
We are also looking for a Website Editor to work with Lawrence on the Website. The only technical requirement is a computer and an Internet connection. Training will be provided; the requirements are modest.
The next Quarterly Newsletter will be published at the end of June.
Sunland Water District Update — Al Frank
No report.
Homeowner Comment Period
Thanks were offered for the contract security company for alerting one unit that the garage door was open.
There were several comments and questions on the Cascadia Loop restoration, asking about the progress and about legal costs associated with the restoration process.
Adjournment
Meeting adjourned 3:07 p.m.