Sunland Division 17 Owners Association
Board of Director’s Meeting March 6, 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. No one spoke.
Call to Order:
The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 10:01 AM by President Cindy Rhodes.
Roll Call and Quorum:
The chair confirmed a quorum with all four members present: Cindy Rhodes, President; Susan Hamman, Treasurer; Judy Field, Secretary; David Jelin, Member at Large.
Review and Approval of minutes:
The draft minutes had been distributed earlier, and were included in the board packet. There were no corrections.
Motion made by David Jelin to approve the minutes as submitted. The motion was seconded and passed.
President’s Report: President Cindy Rhodes addressed the following topics:
–By consensus, the Board agreed to skip the April Board meeting. The next regular Board meeting will be on May 6, 2014. The transition of Cindy Rhodes as Board President to Susan Hamman as Board President will occur on April 15, 2014. On that date, Cindy Rhodes will assume the duties of Board Treasurer.
–The Annual Meeting date was moved from September 2, 2014 to September 9, 2104, so it would not interfere with Labor Day travel plans of some of the homeowners. The Secretary will reserve the Pool Room at Sunland Golf Club for September 9.
–The Board approved the transfer of funds to the Reserve Account. Approximately $14,000 will be deposited now and another $14,000 (approximately) will be deposited later in the year for a total deposit of $24, 248.
–The roads in Division 17 are now under control of the County. The Board received two notices regarding Blakely Boulevard, up the hill to Hilltop:
-That road would NOT be plowed during the first few days of a snowstorm;
-Warning signs printed with “Warning: Slippery Surface” will be posted at the top and at the bottom of the hill until the summer of 2015, at which time the road will be resurfaced to roughen the existing asphalt.
–SLOA Board Meeting: David Jelin attended the SLOA Board meeting on January 14 and submitted a written report to the Board. Judy Field attended the meeting on February 18, 2014 and submitted a written report to the Board. The item garnering the most discussion involved the swimming pool. It continues to require large financial resources for general maintenance and compliance with the ADA (Americans with Disabilities Act). Because three Board members were absent, any decisions were tabled until the March meeting. On a positive note, the spa is now operating.
Committee Reports:
- Secretary Report: Judy Field reported that Division 17 has seventeen rentals, two occupied units for sale and 4 unoccupied units for sale. There is a new owner at 20 Mendel Drive: Mary O’Neill.
- Treasurer’s Report: Susan Hamman announced that Division 17 has paid $362 to the IRS in taxes. Document fees are considered income; therefore they are taxed. 2014 County property taxes totaled $7.42. Currently, there is approximately $124,057 in our checking account; $178,356 in the Reserve Fund for a total account balance of $302,413. At Large member David Jelin will work on policy and procedures for delinquent accounts and will coordinate with the Governing Documents Committee. As of this date, there are no overdue assessment accounts.
- At Large Member: David Jelin submitted detailed written reports to the Board on the January and February Sunland Water District meetings. Highlights include:
–Solid waste removal from the lagoon is on schedule for April There should be no impact on traffic and no additional noise. If residents have concerns, contact the Sunland Water district.
–Estimated cost of the water meter setters is between $250and $600. Division 17 residents should figure about $400 per unit.
–Water use over the last 10 years (2002-2012) has decreased on average from 367 gallons per day to 256 gallons per day.
- Developed Landscape: Liaison Eldon Dennis reported that the bark application should be completed today. The new type of bark did not provide as great of coverage as was estimated (based on the type used in the past), so the total cost will be significantly higher. However, the labor costs will remain the same and the supplier will give us a discount on the price of the additional needed bark.
It was noted that 70% of the homes on Blakely Boulevard have flower beds right up against the units. Down the line, this will cause problems so those homes will need to have gravel barriers added between the flower beds and the units before the next bark application in 2015.
The home on 241 Mount Baker Drive needs to have two trees removed and replaced. This will require the use of a backhoe.
There is a possibility that our Division will have to hire an outside contractor if standing water/drainage issues continue.
- Exterior Maintenance: Coordinator Richard Helmenstine announced that the Spring inspection of all units will commence in April. Maintenance issues postponed because of inclement weather will also be addressed in April. Painting bids have been received and the Lopez Painting bid has been accepted.
Motion made by David Jelin to accept the bid from Lopez Painting up to $42,000 and to give Richard Helmenstine the authority to approve up to 5% more if needed. The motion was seconded and passed.
David Jelin raised the issue of attachments to exterior walls and trim but full discussion was curtailed by the President because the Architectural Committee had not been consulted and was not present to address comments and suggestions.
- Governing Documents: Gene Ross has submitted the proposed Amendments to the CC&R’s to the Board. The Board approved proposed changes will be placed on the website so the owners with internet access can read them and prepare to vote in May 2014. Those without access will have all the information mailed to them via the Post Office.
Motion made by Susan Hamman to accept the recommendations as presented. The motion was seconded and passed.
The Rules and Regulations are an extension of the CC&R’s; they are the enforcement part of our documents. The committee will continue to meet with the Chairs, Liaisons, and Coordinators to further define the rules and regulations.
- Greenbelt: Tim Paschal is looking into alternative treatments for thistles. He will find a couple of patches and experiment over the next few months.
Motion made by Judy Field to authorize the funds to purchase a back sprayer and any appropriate protective equipment needed by the Greenbelt Coordinator. The motion was seconded and passed.
Old Business
- President Cindy Rhodes will confer with resident Barbara Brooner to discuss her recommended changes to the Welcome letter.
- Richard Helmenstine and David Jelin will continue to engage the County on Traffic/Pedestrian Safety issues within Division 17.
Susan Hamman will coordinate the signage regarding dogs being leashed.
New Business:
- Discussion of the 2015 Reserve Study was tabled until the May meeting.
- 2015 Budget Development will be addressed at the next Board meeting.
Motion made by Judy Field to adjourn the meeting. It was seconded and passed.
The meeting was adjourned at 12:15 PM.
Submitted by Judy Field Secretary