Sunland Division 17 Owners Association
Board of Director’s Meeting August 5, 2014
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
**Approved**
Homeowner Forum:
Per established Board procedure, the meeting began with an open Homeowners Forum. One person spoke. There were 16 observers present.
Call to Order:
The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 10:05 PM by President Susan Hamman.
Roll Call and Quorum:
The chair confirmed a quorum with three members present: Susan Hamman, President; Cindy Rhodes, Treasurer; Judy Field, Secretary, David Jelin, Member at Large, was absent.
Review and Approval of Minutes:
The draft minutes had been distributed earlier, and were included in the Board packet. There were no further corrections.
Motion: Cindy Rhodes moved to approve the Minutes from the July 1, 2014 Regular Board Meeting as submitted. The motion was seconded and passed.
Motion: Judy Field moved to approve the Minutes from the July 15, 2014 Special Board Meeting as presented. The motion was seconded and passed.
Old Business:
Traffic and Pedestrian Safety: Fritz Field submitted a written report which was read by Richard Helmentstine. Mr. Tyler Ross of the Clallam County Roads Department met with four residents and Randy Skogland from SLOA. He listened to their concerns about road safety and stated that the County would consider adopting most of their recommendations.
New Business:
- 2014 Election: Appointment of new Election Inspector
Motion: Cindy Rhodes moved that the Board appoint Renee Jones as an Election Inspector, with her term expiring immediately after the Annual Meeting on September 9, 2014. The motion was seconded and passed.
- Reserve Study Update: Treasurer Cindy Rhodes explained that one component not included in the recent Reserve Study is the repair/replacement costs of the irrigation pipes found throughout Division 17. Liaison Eldon Dennis (Landscaping Services) agreed to contact Sanford Irrigation, asking them to send out a representative to examine the pipes and present an estimate of the repair/replacement costs.
- 2015 Operating Budget and Assessment Increase: Treasurer Cindy Rhodes provided handouts to the Board and observers. The handouts included:
- A fact sheet comparing Division 17’s annual assessment rate to other Sunland divisions with attached units.
- Reserve Fund Status: 2015-2020 projected shortfall with no assessment increase.
- 2015 Sunland North proposed budget options indicating possible assessment increases: a $20 monthly increase; a $25 monthly increase; a $30 monthly increase.
Cindy presented financial reasons for a proposed assessment increase. Several people in the audience concurred with the need to raise the assessment $30 more a month.
Motion: Judy Field moved that the Board approve a proposed assessment increase of $30 a month for a new annual assessment of $2232. The motion was seconded and passed.
- Approval of Division 17 Rules and Regulations and Schedule of Fines:
Motion: Judy Field moved to adopt the R&R’s and the Schedule of Fines as presented by the Governing Documents Committee with the proviso that one typo be corrected. The motion was seconded and passed.
President’s Report:
- June SLOA meeting: items of interest to Division 17 included:
– add parking to the small park next to the pool
– change the lighting at the RV park to save money and consider installing an electronic fence and touch keypad at the entrance
– ADA chair lift will be installed at the pool and ADA improvements made to the restrooms
- Division 17 and Division 11 slope survey and their planned maintenance. The survey found the Division 11 owns the slope all the way down to the meadow. Their maintenance will be postponed until September because of the high fire danger in August. Susan will request that Division 11 remit one third (1/3) of the cost of the survey. Division 17 will allow limited vehicle access along the edge of the meadow by Division 11 so they can perform their slope maintenance.
Committee Reports:
- Secretary Update: Judy Field announced that 2014 Election packets will be mailed on Monday, August 11. Any questions about the issues contained in the packet can be directed to any Board member.
- Treasurer/Financial Update: Treasurer Cindy Rhodes reported that RCW 64-38.045 requires HOAs to have an audit or financial records review performed annually *. The 2013 Financial Records Review for Division 17 was conducted by Burwell & Wolfe, CPAs of Port Angeles. No negative findings were reported. In conjunction with the recent review, the auditor made two internal control process recommendations:
-The Treasurer should review, sign and date the monthly bank reconciliation report.
Motion: Cindy Rhodes made the motion that the Board accept and implement the auditor’s recommendation. The motion was seconded and passed.
-The Division 17 accountant should list any pre-paid assessments as a negative balance and reclassify the pre-payments as a current liability on the yearend report.
Motion: Cindy Rhodes made the motion that the Board reject this recommendation as it is not required by Washington State and would result in extra work and cost. Thus, no change in our current procedures should be made. The motion was seconded and passed.
*As part of the annual election process, voters will have the opportunity to choose either a Financial Review or a Financial Audit for the 2014 records.
Financial Status as of July 31, 2014: we have $94,276 in our checking account and $152,650 total in our Reserve accounts for a total of $246,926. There are four overdue assessments and reminder letters will be sent.
- Board Member at Large: David Jelin was absent but it was reported that two residents have had their water setters installed. It took just a couple of days and cost approximately $360. No decrease in water flow or water pressure has been noted.
- Developed Landscape: Liaison Eldon Dennis reported that sprinkler heads continue to need replacing. David Jelin has volunteered to take on the job of mole tracker.
- Exterior Maintenance: Coordinator Richard Helmenstine announced that unit painting for 2014 should be completed in a few days. He mentioned a couple of concerns: 1). If a resident is not at home, the painters will not paint the front door, meaning the owner must have the painter return at the owners’ expense. 2.) If an owner has a question about the color of the house paint, they are to contact the Architectural Committee. Richard said that he had received many positive comments about Lopez Painting.
- Governing Documents Committee: Chair Gene Ross announced that his Ad Hoc Committee has completed their job and the Documents should serve the Board well for years to come. Their task took eighteen months and contains 142,422 words and 1632 paragraphs.
Motion: Cindy Rhodes made a motion that, providing the CC&R amendments are approved at the Annual Meeting, the Governing Documents Committee will be abolished as of October 1, 2014. It was seconded and passed.
- Greenbelt: Coordinator Tim Paschal was absent but sent a written report. The final mowing of the Greenbelt should take place the week of August 18. Spraying for thistle has ended for this year. Dirt piled along the southern Mt. Baker berm will soon be spread to ease the angle where the berm meets the Greenbelt.
- Welcoming Committee: Chair Renee Jones announced that the annual Christmas party at the Casino will be held on Thursday, December 11, 2014.
Adjournment:
MOTION: Judy Field moved that the meeting be adjourned. The motion was seconded and passed.
The meeting was adjourned at 12:14 PM.
Submitted by,
Judy Field, Secretary