Note: Washington State’s Stay Home-Stay Healthy directive places limits on all but very small gatherings. The May 12, 2021, Board meeting was held virtually, via Zoom.
Monthly Board Meeting of Sunland Division 17 Owners Association
May 12, 2021, 2:30 p.m. – 4:30 p.m.
Call to order
President Susan Hamman called the meeting to order at 2:30 pm.
Verification of Quorum
Mike Johnson was absent at the start of the meeting, but did join later. All other Board members were present.
Review and approval of minutes
April 14, 2021, Board minutes approved as submitted.
Old Business
Sequim-Dungeness and Woodcock Road roundabout
The County revised its plans for the roundabout, shifting the center of the traffic circle to the south and east. The County sent in the revised plans to the state, and the state has yet to respond. No more information is available at present.
Governing Documents Committee
The committee is working on the governing documents using an iterative process, starting on the CC&Rs. The first step was to draft some questions, sent to a law firm specializing in HOA law, for legal guidance on what could, and could not, be changed. We received a brief response that said, essentially, we could revise subjects already covered in the CC&Rs, as long as we didn’t make the CC&Rs more restrictive.
Roof moss remediation
We are on schedule to begin moss remediation, starting June 10. A message will be sent out to owners before work begins, telling them that the work is being done and suggesting what they can do to prepare (essentially, remove items from patios and around outer walls). There were concerns expressed about the treatment process and if it will have an effect on landscaping.
Insurance certificate
Our insurance policy was renewed, running from May 1, 2021, through May 1, 2022, and the new insurance certificate was posted on the website.
New Business
Board recruitment
Two board positions are opening in September. These are two-year terms, and the association is actively recruiting members to run for the Board.
Nominating Committee
The Board requested volunteers for the Board nominating committee. Betty Gwaltney and Dianne Bresnahan will help with the nominating committee.
Annual meeting Date, Format
The annual member meeting is currently set for September 8, 2021, at Sunland Golf and Country Club Ballroom. After discussion, the Board felt a virtual meeting via Zoom would best serve our member’s health concerns, and least likely to be disrupted by pandemic protocols.
Officer, Committee and Coordinator Reports
President Update — Susan Hamman
Nothing further to add.
Secretary Update — Lawrence Charters
There has been a serious uptick in hacking attempts on the Sunland North website. These have been unsuccessful, but the volume of attacks prompted some additional security measures, and additional automated monitoring.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary May 2021 monthly expense report shows our total operating expenses for the month were $97,084, which brings our total year-to-date expenses to $159,044. This is $404 over budget year to date. There was a major jump in expenses due to the annual insurance fee ($81417). Reserve expenses totaled $12,748 for the mulch project in April ($6,667 under accumulated Reserve funds for the project).
Bank Account Activity: Transferred $40,000 from First Federal Money Market to First Federal Checking to cover Insurance premium. Transferred $20,000 from Reserve accounts at Sound Community Bank Money Market to Sound Checking to cover mulch expenses.
Second Quarter Assessments: there four overdue assessments; three reminder letters were sent, and the fourth owner is in the process of selling so the assessment will be reconciled at closing.
New owner letters: one new letter was sent in April.
Ad Hoc Finance Committee: The Committee is continuing to review Reserve Study recommendations and factors to consider for Reserve funding strategy.
Vice President — Dianne Bresnahan
Nothing to report. Kathy Gross is doing great work on drafting some correspondence and Sue Purdy did one welcome visit.
Board Member at Large — Mike Johnson
Nothing to report. Mike used his time to tell attendees that being on the board was a great opportunity for personal enrichment, and getting to know your neighbors.
Architectural Control Committee — Richard Helmenstine
There is one project underway on Cascadia Loop. Richard also asked that, if you have questions about paint colors, please contact him.
Insurance Committee — JoAnne Estes
JoAnne Estes is resigning from the committee, and selling her home. Susan Hamman and Kathleen Charters will be continuing on the committee.
Developed Landscape —Eric Mahnerd
Eric reported that the day he left Arizona, the temperature was 98, and tomorrow it is forecast to be 101. Fertilizing will be starting in the next two weeks. Landscaping is currently sprinkling for broadleaf. It is also time for the usual spring adjustments to the sprinklers.
Exterior Maintenance and Inspection — Michael VanDiver
External maintenance will be going around for annual inspection for maintenance items, looking at every unit building, roof, driveway, etc.
Natural Habitat — Sarah Miller
The first mowing of the Natural Habitat finished about ten days ago. With the shorter grass, we should be able to see the new fawns soon.
The small trees we planted last fall are being watered by volunteers, who have signed up for a month of watering. Thanks to the volunteers, and to the Dennises and Purdys who have made the job easier.
Volunteers are continuing to inspect the fields and spray for Poison Hemlock when it is found. As with any plant, this is best controlled before it goes to seed.
Communications and Outreach — Dianne Bresnahan
Nothing additional to report other than what was mentioned in her Vice President report.
Sunland Water District Update — Al Frank
Mike Johnson mentioned that Sunland Water District was a huge help in tracking down water leak at one unit.
Homeowner Comment Period
There were no additional homeowner comments.
Adjournment
Meeting adjourned at 3:36 p.m.