Note: While Washington State health officials are permitting meetings, it is recommended that unvaccinated folks avoid such meetings, and everyone should wear a mask and socially distance when in such gatherings to protect others. Clallam County is once again in the High Risk category for COVID-19 infections. https://www.clallam.net/coronavirus/
Monthly Board Meeting of Sunland Division 17 Owners Association
May 11, 2022, 2:30 p.m. – 4:30 p.m.
The Gathering Place, 135 Fairway Drive
Call to Order
President Gerry Hatler called the meeting to order at 2:30 p.m.
Verification of Quorum
All Board members were present.
Review and approval of minutes
Minutes of the April 13, 2022, Board meeting were approved as submitted. Secretary Lawrence Charters expressed thanks to Barbara Brooner for her excellent notes during his absence last month.
Presentation: Sunland Water District
Sunland Water District Manager Brian Scott, aided by District employees Sheldon Garner and Rocky Burbank, made a presentation on what the water district does and how it goes about doing some of those functions. Sunland Water District (SWD) supplies safe drinking water to homes and related services in Sunland. The district also takes wastes from homes for processing in their waste treatment plant. SWD’s responsibilities stop at the water meter; everything beyond the meter is the responsibility of the homeowner.
The Sunland North neighborhood is very complex; the irrigation system is poorly documented and the layout is chaotic, and the water supply to residences is sometimes a mystery beyond the water meter. Water loss a short time ago was around 30-39%; the state says an acceptable loss is 10% or less. After a significant effort to track leaks, water loss is currently around 19%.
Water loss is carefully documented. The district meters water sent out to a given area, and meters installed on homes tell how much was delivered. When the volume sent out exceeds what was delivered, there is a leak somewhere. New meters were installed roughly three years ago. These new meters can be read with a wand, and measured essentially in real-time. SWD contacts owners when they detect suspected water leaks.
Backflow preventers are installed throughout the system to prevent irrigation water and external pollutants from entering the drinking supply. The state requires testing of backflow devices every year. This is complex because every irrigation system, and every residence, needs to be tested, and there is some ambiguity about how many backflow prevent devices there are due to a lack of detailed irrigation mapping.
In addition to homes and the irrigation system, SWD must also cover water to prime fire hydrants.
Each residence has a water meter. SWD would like to use these meters for billing, but Sunland North cannot currently separate irrigation water from residential water use.
Sunland Water District’s water is not chlorinated or fluoridated; nothing is added to the well by the district.
Brian repeatedly emphasized that the district has been working closely with the Board to work on issues, such as breaks, backflow preventer testing, and other issues. The presentation was well received by the Board and members present.
Old Business
Moss abatement contract
Mike Johnson, Member-at-Large, received an estimate on the moss abatement proposal just as the meeting started; he had not had time to study it, and wanted to spend some time with it before sending it on to the board. Mike had also been contacted by two more companies discussing roof moss cleaning.
One owner thanked Mike for “getting on my gutter problem” very quickly. Mike noted that he tries to react as quickly as possible when notified of gutter problems.
Arborist contract
Vice President Shirley Legg received an estimate from an arborist for surveying and mapping trees in Sunland North. The original plan was to look at trees in the natural habitat area that might be a problem, but the estimate also covered a few trees around residences that are too large or too close and present safety and maintenance concerns. The arborist estimated it would be around $5,200 for the assessment and mapping. This action was prompted by our insurance company following a recent damage claim in a November 2021 storm. The Board voted to accept the estimate, and Shirley will coordinate with the arborist for the work.
Concrete repair contract
Mike Johnson noted there are problems with concrete around six homes. He received a bid for $10,792.29 to make needed repairs. Reserve funds have been set aside for concrete repairs, and the Board voted to approve the work.
Governing Documents Committee
Secretary Lawrence Charters noted that the Governing Documents Committee has been dormant for many months, stymied by the retirement of two different lawyers who were retained to help. Despite not having the assistance of a law firm, the Committee will reconvene in the near future as outdated language and processes, and resulting ambiguities, in our documents continue to pose challenges.
Committee vacancies
Mike Johnson is currently acting as the chair of both the Architectural Control Committee and the Exterior Maintenance Committee. While he is still seeking a chair for the ACC, Mike nominated Mike Paine to be chair of Exterior Maintenance, and the Board agreed. The Board is still seeking a chair for the Architectural Control Committee.
New Business
Capital budget for durable improvements
Gerry discussed the need for a capital budget for durable improvements to Sunland North. The discussion was prompted by a request for cluster mailboxes for all homes not in Mt. Baker. John Lewis said he looked at this a couple of years ago, and determined it was not practical. Gerry suggested we need to update our research, and suggested an ad hoc committee could look at the issue. Mike said he had spare mailboxes of the current design if needed. It was suggested the Board survey the potentially affected residents, check on USPS requirements, and look at alternative mailboxes.
Gerry also brought up the need for capital budgeting for landscaping and tree health. The association is not currently reserving funds for removal and replacement of dead bushes, tree removal, etc. Gerry asked Shirley to look into creating an ad hoc group to look at this.
Another issue is gravel. In Mt. Baker, gravel is used along the roadway to line the ditches for runoff, and in several places, the gravel has eroded over time. Is this an owner issue, county issue (if on county right of way), or HOA issue? This may also be a capital budgeting concern.
Association PO box and continuity concerns
Lawrence brought up a recent issue with our post office box. The post office box was rented several years ago, and the contract form was never updated to reflect changes in Board officers or changes in the bookkeeper. This caused a problem when an important insurance packet required a signature before it could be released, and neither our current bookkeeper nor any current Board officer was authorized to receive it.
Lawrence updated the contract with the post office, and has also started a listing of other dependencies and events that may not be obvious but require the attention of the Board or various committees.
Annual Meeting date and locale
After a brief discussion, the Board approved September 14, 2022, for the annual Member Meeting. Lawrence will see if the Sunland Golf and Country Club Ballroom is available as a meeting space.
Budget Planning for 2023
Treasurer Betty Gwaltney will be sending out information on the current budget, and asking chairs to respond on what they anticipate for 2023.
Financial Review proposal
Betty will be sending out information on the annual financial review proposal for final approval at the next meeting.
Officer, Committee, and Coordinator Reports
President Update — Gerry Hatler
Our new landscaping contractor is currently engaged in mowing. The contract was revised to cover three years, rather than one year. The Board voted in favor of the contract revision.
At one point, Sunland Owners Association (SLOA) requested use of Sunland North’s natural habitat to help with drainage issues afflicting the golf course. Gerry reported that recent discussions indicated use of our space is no longer being considered.
Gerry mentioned that the county, as part of the roundabout construction process, promised Sunland North six trees to replace trees removed for the roundabout. The county is currently working on landscaping and painting, which will complete the roundabout work.
Gerry noted that the entrance sign off Woodcock is being obscured by bushes, and a couple of tiles have fallen off. He is getting estimates to change the sign and move it up higher on the platform, or repair what we have. As a guess, this may cost $1000, but no formal estimates have been submitted.
Secretary Update — Lawrence Charters
Lawrence mentioned recent problems with the post office (covered under new business) prompted him to document a list of dependencies. Dependencies are those irritating little details that prevent work on larger projects, such as: not being able to retrieve association mail because the association hadn’t updated the list of people authorized to fetch it.
Starting with a list prepared years ago when the owners assumed control from the original developer, Lawrence is working on a list of items that need to be periodically checked and updated, such as our website, policies, bank accounts, etc. All Board and Committee members are encouraged to weigh in with additions to the Actions and Recurring Events Calendar.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary April 2022 monthly expense report shows our total operating expenses for the month were $25,341 which brings our total year-to-date operating expenses to $78,144 This is $86,767 under budget year to date. Note: our insurance premium was paid in May, and this is not reflected in the April report.
Total Funds on hand:
Operating Accounts $ 266,530
Reserve Accounts $ 617,128
TOTAL $ 883,658
CD’s investment authorized from March Board meeting: investments are still pending as we struggle with required document submittal.
Second-quarter assessments are coming in; four are past due.
Vice President — Shirley Legg
Nothing further to report.
Board Member at Large — Mike Johnson
Nothing further to report.
Architectural Control Committee — Mike Johnson, acting
The only new request is to extend a patio deck.
Insurance Committee — Susan Hamman
Susan emailed her report: The association’s insurance with Community Association Underwriters (CAU) was successfully renewed for 2022-2023. The new Certificate of Insurance can be found on the Sunland North website. In addition, an electronic notice was sent to unit owners who agreed to receive HOA notices via e-mail; hard copies were mailed to the few who do not use e-mail.
The main policy came in at $87,538. Volunteer insurance was $300. We are still waiting for the Commercial Excess Liability invoice, but it should be in the range of $1,845, so the total insurance renewal is slightly less than $90,000.
Developed Landscape — Tom Steffen
Tom reported that things are going really well with the new landscaping firm. He talks to the crew a couple of times a week. The irrigation systems were checked by the prior landscaper; sprinkler heads have been checked and are working. Some of the backflow preventers have been buried by moles, and Tom has had a difficult time removing the dirt to restore access to the preventers.
A couple of leaks were found in Mt. Baker’s irrigation system.
A lot of bushes screening the utility boxes were lost due to weather. These bushes are difficult to cut out, and can’t be yanked out because of their root systems and possible damage to electrical lines.
Tom is investigating stump removal, and problems caused by root intrusion into walkways, patios, and driveways. He is also investigating complaints of dead or dying bushes around residences.
Exterior Maintenance and Inspection — Mike Johnson, acting
Mike mentioned Tom Steffen’s investigation of backflow preventers, and the general lack of confidence in existing maps of the irrigation system in general.
Natural Habitat — Sarah Miller
Sarah emailed her report: The question of the day is ‘when will the grass get mowed in the natural habitat?’ We are beginning to see fawns now on their spindly little legs. And our tall grass will be mowed starting this Friday, the 13th. Jim Rossi is very familiar with our area and keeps an eye out for the fawns that the mama deer like to leave hidden in the grass.
Please report any poison hemlock that shows up in the natural habitat so we can eradicate it before it blooms.
Volunteers Needed: volunteers are still needed to water our baby trees during July and September.
Volunteers are also needed to do trash cleanup along Sequim-Dungeness Way and along Woodcock Road on Monday, June 6. Meet at Woodcock and Blakely at 10 am. Trash bags will be provided, please bring gloves. If you have a high-visibility vest, please wear it. We will have a standing volunteer day for trash cleanup on the first Monday of each month.
Contact me via information@sunlandnorth.org or 206-947-1347 to volunteer for either opportunity, or to dispose of the collected garbage if you have any room in your trash can.
Communications and Outreach — Kathy Gross
Kathy emailed her report: In April, we had 194 visitors to the Sunland North Website via Google search (and hundreds more through other means). Since the board meeting in April, we have had five residents send requests to the information@sunlandnorth.org account.
Betty added a note about an unofficial social event: on June 9, the Thursday after the next Board meeting, there will be a Sunland North event at the beach cabana, located at the corner of Serpentine Avenue and Jamestown Road. Invitations will be sent to new residents, Board members and committee members that can attend will, and other residents.
Sunland Water District Update — Tom Hamman
No report.
Homeowner Comment Period
One owner asked if they could remove newspaper boxes, now that they are no longer used by the newspaper companies. Mike Johnson said yes, owners are free to remove them, or they can contact External Maintenance to have them removed.
Lawrence noted that he will out area for the June Board meeting, and asked if someone might volunteer to take notes for the meeting.
Adjournment
The meeting was adjourned at 4:01 p.m.