Sunland Division 17 Owners Association
May 10, 2023
Call to Order
President Gerry Hatler called the meeting to order at 2:32 p.m.
Verification of Board Quorum
All Board Members Present
Review and approval of April Board Minutes
The minutes were approved as presented.
Old Business
Backflow Valves Update
There are approximately 69 valves to be checked. It was proposed that there should be a 3-year plan to accomplish this task. The Board was unanimous in wanting this accomplished within 1-year. The approximate cost is thought to be around $42 per valve. This expense is not in the current budget and is considered an operational cost and therefore not considered to be paid from reserve funds. President Gerry proposed that Warren Husman contact Brett Romano with DC Backflow Service for an estimate. Betty Gwaltney made a motion to approve, seconded by Lawrence Charters, and approved by the Board. Warren is to keep the Board apprised of his progress.
Legal Counsel Update
A decision was made to move forward with retaining Apex Law. Lawrence moved to do so, Betty Gwaltney seconded, and Board approved to move ahead. Shirley Legg will notify Apex and request a draft of the Scope of Work for Board review.
Records Retention Policy
Susan Hamman reported that Revision 1 has been provided to the Board for review and that 8 or 9 boxes have been properly disposed. Further attention needs to be given to clean up, duplicate copies, training, and possible move to electronic records. Lawrence Charters made a motion to adopt revised retention policy. Betty Gwaltney seconded, Board Approved.
Conditional Use Permit
Barb Brooner will conduct further research regarding the Conditional Use Permit re: development in natural habitat and the Estes and Sunland Associates agreement.
Onsite Reserve Study
Betty Gwaltney, Mike Johnson, Gerry Halter, and Lawrence will comprise an ad hoc committee to review findings of the final report.
New Business
CD Maturity
Six-month CD at Sound Bank Matures on May 22. $100,000. Discussion regarding investment strategy to get the best rate and advantages of longer-term maturity (18-36 months). Board authorized President G Hatler and Treasurer B Gwaltney to re-invest the proceeds from the CD into a longer-term CD at best rate from local banks with formal ratification at June Board mtg.
Officer Reports
President Update
Warren Husman, Gerry Hatler, and Kay Hatler assisted with obtaining input for the SLOA Survey. 27 Sunland North homeowners responded electronically.
The entry flower bed is being attended by Kay Hatler with the planting of seasonal flowers.
Vice President Update
Lawrence Charters reported that a commercial sign removal from the natural habitat is under Division 17’s responsibility, not SLOA.
Secretary Update – none
Treasurer Update
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- Monthly Expense Report:
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- Preliminary operating expenses $93,899 and total year to date operating expenses to $158,109. This is $ $23,711 UNDER budget year to date for Operational expenses.
- Note – Insurance premium paid in April $92,292
- Interest income YTD: $4,534.12
- Total Funds on hand:
Operating Accounts $ 282,445
Reserve Accounts $698,931
TOTAL $ 982,376
Member-at-Large Update – None
Committee Reports
Architectural Control – None
Insurance Committee
Susan Hamman -The Division 17 policy has been renewed. The Certificate of Insurance is on the website for access by owners. A specific address can be requested.
External Maintenance
Mike Johnson – scheduled painting to begin the end of May. Inspection of 15 units, another list of needs to be provided. A handyman has been hired. Mike commented on the importance of owners checking dryer vents for clogs.
Developed Landscape
Tom Steffen reports the lawns are looking good. Scheduled mowing and edging are Wednesday and Thursday. The sprinkler system is being serviced and several heads are being replaced. May 15 is the estimated date for all sprinkler systems to be up and running. Some of the escallonia hedges are again suffering winter damage. As last year a wait and see approach will be taken to see if they regenerate.
Natural Habitat
Sarah Miller – the first field mowing is in process. Efforts are underway to keep Hemlock growth under control. Thanks to Tom Hamman, Alan Morris, Barb Brooner and Gerry Hatler for assisting in this endeavor. Volunteers are still needed for watering the young trees in the around about area.
Welcome Committee
Sue Purdy advises the Board that she will continue as Chair of the Welcome Committee until Fall at which time she will resign due to her travel schedule.