Sunland Division 17 Owners Association
Board of Director’s Meeting June 3, 2014
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
Homeowner Forum:
Per established Board procedure, the meeting began with an open Homeowners Forum. One person spoke.
Call to Order:
The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 10:10 AM by President Susan Hamman.
Roll Call and Quorum:
The chair confirmed a quorum with all four members present: Susan Hamman, President; Cindy Rhodes, Treasurer; Judy Field, Secretary; David Jelin, Member at Large.
Review and Approval of Minutes:
The draft minutes had been emailed to the Board earlier. . There were no further corrections.
Motion: Cindy Rhodes moved to approve the Minutes as submitted. It was seconded and the motion passed.
President’s Report: President Susan Hamman addressed the following topics:
–Survey between Division 17 and Division 11: President Hamman has contacted Division 11 and SLOA, asking them to participate in the land survey. She has received a bid of $1800, which includes the survey, setting monuments, staking and flagging. Each participant would pay one third ($600) of the total cost. SLOA has responded that they will participate; Division 11 will discuss it but would prefer to wait until 2015, which fits their budgetary concerns.
–President Hamman will send the following notice to Bob Willis, Vice-President of the SLOA Board: “The Division 17 CC&R vote results will be posted on our website.”
Committee Reports:
- Secretary: Judy Field reported that currently there are four units for sale, with two recently sold. This is a busy time of the year, so many notices have been sent to our homeowners and many more will be coming, especially with our election in September. All these notices can be annoying to some, but better communication is our goal.
–SLOA Board Meeting, May 20: There were only a couple of their agenda items which directly impact Division 17: the swimming pool expenses continue to escalate, with the addition of a new heat pump ($7500) and new gutters on the shower building ($800); the security patrol will now physically contact homeowners who leave their garage doors open at night and they might post warning signs on windshields to remind drivers of the $25 fine for street parking.
- Treasurer: Cindy Rhodes provided a financial update:
–We have incurred some extra expenses with the mulching agreement payment in April and the Reserve Study payment in May.
–The budget does not reflect the $41,000 for the painting of 8 buildings.
–There are no overdue assessments.
–The External Review of the 2013 records will be performed by Duane Wolff, CPA sometime in the next month.
–The Reserve Study will be conducted on Thursday, June 5 and a report issued to us by the end of June (hopefully).
–A reminder notice that the second installment of the Division 17 assessments are due July 1, 2014 will be sent later this month.
–Currently, we have $72,493 in our checking account and $192,495 in our Reserve accounts for a grand total of $264,988.
- At Large Member: David Jelin reported on the Sunland Water District:
–There is another push to install water setters and meters to meet the 2017 deadline.
–Discussions are ongoing regarding the borrowing of our Greenbelt as an alternative field for wasting Class A water.
- Developed Landscape: Eldon Dennis had submitted a written report to the Board at an earlier date, outlining his concerns about Division 17’s aging irrigation system. He stated that he had no idea of the cost of updating our system so he requested that the Board contact Sanford Irrigation sometime in the Fall and ask for a “guesstimate” to update the system for just one building, which would give us a starting point to work with.
- Exterior Maintenance: Richard Helmenstine announced that the power washing of some of the units has begun and the actual painting should start sometime in the next 7-10 days. Homeowners will receive an e-mail, listing the units due for trim painting and/or full painting. It has come to his attention that cracks are appearing of some of the roofs and there is a concern that these cracks are caused by building inspectors walking on the roofs when a home is up for sale. The inspectors do not belong on the roof and homeowners should be notified as such. He recommended that the Board investigate how to get this notice to owners, realtors and building inspectors, reminding them that the roofs belong to the Association and an outside inspection is unnecessary.
- Governing Documents:
Gene Ross asked that Board accept the Rules and Regulations as submitted by the Governing Documents Committee.
Motion: Judy Field moved to accept the augmented R&R’s as presented by the Governing Documents Committee. It was seconded and passed.
Schedule of Fees and Fines: Under Item #6 (Violation of Renter’s Rule), the fine should be listed as $200 not $500. This item needs an amendment to correct the amount. David Jelin raised the possibility that the section labeled “Purpose” should be rewritten so the wording is more friendly, less punitive but at the same time, more specific.
- Greenbelt: Tim Paschal submitted a written report:
–Herbicidal vinegar is working very well to treat the thistle.
–There are still a few spots of poisonous Hemlock.
–The mowing contractor is now personally insured; mowing should occur in late May or early June.
Old Business:
–Traffic and Pedestrian Safety: Fritz Field, Richard Helmenstine and Eldon Dennis will draw up a petition for homeowners to sign. This petition will be presented to the County Commissioners for Roads and requests that they:
- Erect a sharp curve sign (15 mph) where you enter Division 17 from Woodstock…. and before the turn at the Driving Range, both directions.
- Add stripes at the bottom of the hill where the path intersects Blakely and again where the path intersects Blakely at the Driving Range.
–Radar Speed Signs: Jim Hammond, Division 17 resident and SLOA Board member, made a presentation asking the Board to consider the purchase of Traffix Logic radar speed signs. These signs use solar power and batteries and cost $3000 each. The County Commissioners have indicated they are willing to install the posts for these signs at no cost to our Division. There was some discussion that SLOA might purchase the signs but that was not definitive. The Board did not make a final decision about such a purchase at this time.
–Budget Development and Owner Assessment Determination: Treasure Cindy Rhodes reported that our Reserve Funds are being depleted and discussed four potential budget options/alternatives. Rather than make a decision now as to how to fill that gap, David Jelin suggested we wait until the Reserve Study is completed so we can bring validated numbers to the homeowners at the Annual Meeting. David Jelin requested that the Board get a more detailed accounting of what services the Landscaper provides outside of his contract. That would give us a clearer idea of his actual costs.
The Board accepted the recommendation that we wait for the completion of the Reserve Fund Study, review it, and present it to the owners in September at the Annual meeting for their vote.
New Business:
–CC&R Adoption Process: Election Inspectors Dave Froula and Terry Main reported that 79 ballots have been received, all voting for the approval of the amended CC&R’s.
Motion: Cindy Rhodes moved to extend the voting period until June 15, 2014. It was seconded and passed.
The Board will send reminder notices to encourage more homeowners to cast their ballots.
–2014 Election: Nominating Committee members Renee Jones and Barbara Ross will soon begin calling to solicit volunteers to run for the two open positions on the Board.
Adjournment:
Motion: David Jelin moved to adjourn the meeting. It was seconded and passed.
The meeting was adjourned at 12:25 pm.
Respectfully submitted,
Judy Field Secretary.