Notes: Washington State’s Stay Home-Stay Healthy directive has essentially prohibited gatherings except those persons normally resident in a given home. Associated directives also state that agencies and associations can meet for “necessary and routine matters” without including the public, as long as the meeting agenda and decisions are made public.
In accord with the Washington State Stay Home-Stay Healthy directive, the regularly scheduled Division 17 Sunland North Board of Directors meeting for May 13 was held but was limited to Board members only, without regular members or Committee leads. This meeting covered subjects that were time-sensitive or had fixed deadlines.
Sunland Division 17 Owners Association
May 13, 2020, 2:30 p.m. – 4:30 p.m.
In accord with the Washington State Stay Home-Stay Healthy, this meeting will be limited to Board members, only, without regular members or Committee leads.
Call to Order
President Gary Fortmann called the meeting to order at 2:35.
Verification of Quorum
All Board members were present.
Approval of minutes
Minutes of April 8, 2020 meeting approved as amended.
Old Business
Exterior maintenance contracted services
This item deferred until Exterior Maintenance Committee report.
New Business
Board recruitment letter
Treasurer Susan Hamman proposed sending out a letter to all Division 17 members as a means of getting candidates for vacating positions on the Board. Three of the five Board members’ terms expire in September. The Board agreed to send out a letter.
Committee vacancies: Exterior maintenance, Insurance review
Secretary Lawrence Charters noted that several committees are short-staffed, mentioning specifically the Exterior Maintenance and Insurance Review Committees. In order to keep assessments down, Sunland North requires a pool of working volunteers. The Board will look into increasing the pool of volunteers.
Officer, Committee and Coordinator Reports
President Update — Gary Fortmann
No report.
Secretary Update — Lawrence Charters
Former Board President Cindy Rhodes sent a note saying “hi” to the Board and says she misses the water and wildlife.
The next long-term planning workshop will focus on landscaping. For a variety of reasons, it will be hosted using Zoom, open to all of Sunland North.
Treasurer Update — Susan Hamman
Monthly Expense Report: The preliminary April monthly expense report shows our total operating expenses for the month were $95,459, which brings our total year to date expenses to $143,619. The CAU insurance policy was renewed at a cost of $79,153.
Fire Trust Fund: The final CAU insurance payment for the fire incurred at 191/201 Cascadia was received on April 14, 2020, in the amount of $404,984.21.
IRS: Robin Reese filed the HOA’s 2019 tax return, along with a check of $1,363 owed to the IRS.
Reserve Study and Financial Review: The Association Reserve study began this month, with the on-site visit of the Association Reserves’ project manager. Olympic Tax and Business Consulting have been contracted to begin the 2019 financial review.
Two welcome letters were sent to new owners at 221 and 231 Mt. Baker Drive.
A correction: at the April Board meeting, Susan reported that the new insurance policy was within budget. But several items were billed separately, and the final total was $49 over budget.
Two homes were sent welcome letters. One home remains in the hands of the developer.
Susan is working on budget development for 2021.
Vice President — John Lewis
John is trying to wind up all contracts associated with the Cascadia Loop fire. Most of the work is tracking down and completing warranty certificates, and similar related paperwork.
The language in the Division 17 Rules and Regulations regarding landscaping inside of privacy fences needs to be clarified, as it is a source of confusion.
Board Member at Large — Mike Johnson
A plume cryptomeria in the back of one home needs to be removed before it destroys the fence. This problem is not unique to this one home, as bushes in other locations present problems to both fences and homes.
Architectural Control Committee — Richard Helmensteine
One unit had solar tubes installed. Another request from this same homeowner was for a storm/screen door addition. For the two houses to be painted this year, one has a color change and the other requested to remain the same. This information was passed on to Exterior Maintenance. All other work orders are awaiting final inspection from the ACC.
Insurance Committee — Donna Carson
A letter was sent to all homeowners notifying them of the insurance renewal and how to obtain an insurance certificate.
Developed Landscape — Gerry Hatler / Eric Mahnerd
In the past two weeks, there were three reports of broken sprinklers or main water valves leaking. The newest section of Sunland North has some poor quality sprinkler equipment and installation.
Exterior Maintenance and Inspection — Gerry Busch
As of Tuesday, May 12, the external maintenance had 21 pending items, compared to 16 last month. Some of the “new” items were submitted with notes that they were the second or third request for attention, even though they had not been logged on the to-do list. Seven items have been completed since the last report. Completed items include two privacy fence projects for one unit, and several gutter repairs at the triplex scheduled for painting this summer. A roof leak was promptly attended to by a roofing contractor. The other completed items required only parts or minor actions that Mike Johnson or Gerry Busch were able to do without hired labor.
Mike and Gerry did an inspection of four noted concrete repair items. None of these items were found to measure more than the half-inch displacement criteria set out in the Rules and Regulations. These items were left on the to-do list to prompt periodic reviews. One patio crack “repaired” last year was done in a manner that actually made the crack more visible and unsightly than before. Gerry had suggestions for how the repair could be redone, based on experience with a similar problem. More extensive patio repairs could be quite expensive, ranging into the thousands of dollars for even a small patio.
Clallam County is still in Phase 1 of the Stay Home, Stay Healthy initiative. This means that only construction projects started before the order can be worked by contractors. New construction projects will not begin until Clallam County moves to Phase 2. As a result, maintenance issues continue to pile up.
Sunland North is working with two handymen for maintenance needs above and beyond what volunteers can perform. Essentially, a handyman’s business consists of one guy and a truck. Gerry noted that, as Division 17 is completely built out, the handyman model of business may not be the best model for moving forward. He suggested the Board might consider getting a contractor crew to take care of the most critical repairs (existing rot and deterioration), and leave the less urgent repairs for the handymen.
Gerry still does not have a key for the RV lot man-gate to get to our storage shed.
There are a number of problems with mailboxes. Outside of Mt. Baker, each home has an individual mailbox, and these are mounted on posts that are often in poor repair. Newspaper boxes attached to the posts look ratty. If you have a newspaper box and are not using it, please remove it.
President Gary Fortmann moved that we get rid of all newspaper boxes. Motion passed. The newspaper companies will be notified of this action.
Open Space — Tom Hamman
The first mowing of the season was completed on May 3. The contractor mentioned that the next mowing would likely be the first or second weekend of June (at the rate the grass has been growing).
An inspector for the Clallam County Noxious Weed Department called to find out the status of the HOA’s poison hemlock control program. Tom reported that we have four people who go out every ten days to spray any new growth of hemlock. The inspector mentioned that mowing was really helpful to keep the hemlock from spreading. He appeared satisfied with our efforts.
The Himalayan blackberries on the south side of the RV park are being cut down by one volunteer. The plan is to cut the blackberries from the west edge of the property back to the east side of the perimeter wooden fence. If the blackberries are taken out beyond that area, a work party will be scheduled later this year. The plan is to replace the invasive blackberries with Nootka Rose and snowberry bushes (native plants and good for the habitat). The new plantings will eventually provide a privacy barrier and will enhance the habitat area.
The tree fostering program was a success, but there are still a few that can be fostered.
Communications and Outreach — Kay Hatler
Please be sure to continue checking on neighbors as our Stay Home, Stay Safe adventure continues! The Welcome Committee has been dropping off Welcome Packets of information to new residents since we are unable to make in-person home visits to our new neighbors.
Sunland Water District Update — Al Frank
For the Sunland Water District please note that the SWD Office closure dates have been extended to May 31 to keep in sync with the governor’s stay home stay safe proclamation.
Homeowner Comment Period
Two homeowners wanted to know why we are not hosting meetings using Zoom or some other video conferencing service. Zoom would allow us to have residents follow proceedings on mute, without interfering with Board processes. During the homeowner comment period, they could also either speak or submit comments via chat.
Adjournment
Meeting adjourned at 3:55.