Sunland Division 17 Owners Association
Board of Director’s Meeting May 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. One person spoke.
Call to Order:
The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 10:04 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 distributed earlier, and were included in the Board packet. There were no further corrections.
Motion: Judy Field moved to approve the Minutes as submitted. It was seconded and the motion passed.
President’s Report: President Susan Hamman addressed the following topics:
- She extended a whole hearted thank you to Cindy Rhodes for accepting the position of Board President for the first 6 months following Jim Karr’s resignation.
- SLOA Board Meeting of April 15, 2014
These items could impact Division 17:
Security: the Board will study the effectiveness of the current company providing patrols through Sunland.
Traffic Concerns: should Division 17 have YIELD signs made for key intersections in our Division?
Swimming Pool: It continues to require repairs and updating. It now needs resurfacing. Is the Board required to install a lift as approved by the ADA? Reminder: All Sunland homeowners contribute to the maintenance of the swimming pool.
- CC&R’s. Voting will take place during the month of May, 2014. Both regular and e-mail voting will occur. In order to ratify the amended portions of the CC&R’s, 60% of Division 17 homeowners must approve. Terry Main and Dave Froula will count the returns and certify the result.
Committee Reports:
- Secretary Report: Judy Field reported that currently there are five occupied units and one unoccupied unit for sale. The Secretary will send out the voting material this week, including a SASE for those receiving ballots via regular mail.
- Treasurer’s Report: Cindy Rhodes announced that as of April 30, 2014, Division 17 has $72,640 in our checking account and $192,433 in our Reserve Fund for a total of $265,072. Sometime between October and December 2014, the new Board Treasurer will add $14,248 to the Reserve Fund.
- At Large Member: David Jelin attended the Sunland Water District Meeting. He said most of the material discussed can be found in the SLOA Newsletter. He announced that he and Eldon Dennis will move forward by discussing the possibility and details of Sunland Water District using our Greenbelt as an alternative spray field for wasting their Class A water. Class A water is one grade below potable water. It is safe for animal consumption but not for human consumption. The consensus at this time is to consider this on a one year trial basis. The committee will report to the Board at a later date.
- Architectural/Exterior Changes: Three requests have been received, accepted and completed.
- Developed Landscape: Liaison Eldon Dennis reported:
-Parsinen Landscaping is on top of spraying for dandelions, which are plentiful this year. An extra spraying will probably be needed.
-Parsinen Landscaping divides our Division into thirds for mowing; they ask homeowners to be patient. The area under and outside of the fences isn’t in their contract, but they mow it anyway.
-The Developed Landscape Committee will send out informative e-mails more often, as they result in more positive responses.
-Regarding the treatment for caterpillars: applying insecticide is NOT in the Landscaper’s contract.
-Wasp nests should be removed by homeowners.
-Sprinklers have been turned on.
- Exterior Maintenance and Inspection: Coordinator Richard Helmenstine covered the following topics:
-The annual inspection has been done and entered into Basecamp. These projects will be ongoing during the summer.
-Paint colors have been chosen. Homeowners will receive a couple of weeks notice before power washing will commence.
-The committee has received notice that birds are nesting in some of the roof tiles. There is not much that can be done about that. They often nest in mailboxes too.
-The process for replacing mailbox posts should begin now.
-A special notice to all homeowners regarding satellite dishes should be sent out. (Maybe consider placing this in the next Newsletter). If the dish is not in use, the homeowner is responsible for removing the dish, disposing of it, and repairing the holes left in the area where the dish was located.
-One homeowner has damage to the fascia in the front of her unit and it is her responsibility to repair it. David Jelin will draft a letter and send it to the homeowner.
-Sinking concrete is becoming an issue at some of the older units. This should be brought to the Committee’s attention because safety is the main concern.
- Governing Documents: Chair Gene Ross addressed the Board with these issues:
-The CC&R’s with the proposed amendments will be sent to all homeowners in Division 17 so they can vote.
-There is no firm guidance regarding how to adopt the proposed Rules and Regulations. After discussion, the Board agreed that their approval would be sufficient so long as the document is first made available to the membership on line.
-In order to advise the committee on the R&R sections not yet completed, the Board was requested to:
- Read the Preamble (Background) to see what should be retained and what should be deleted.
- Read the current SLOA Rules and Regulations (found in the binder/directory and in the handout today), paying special attention to the areas in blue ink which reflect our interests /concerns.
- Read the schedule of fines and violations.
Motion: The committee recommended that the Board accept the draft Rules and Regulations at this meeting for adoption at the June meeting. David Jelin so moved, and the motion was seconded and passed. The Secretary will post all that information on the website so homeowners can review it and bring any questions to a Board member.
- USC/Greenbelt: Coordinator Tim Paschal submitted a written report, which stated the following:
–Poison Hemlock seems to under control and the Scotch Broom has been pulled up.
–The first mowing of the field has been completed; the next mowing will probably occur in June.
–If the Sunland Water District does use our Greenbelt area as an alternative spray field for Wasting their Class A water, they would in turn pay for the mowing.
- Welcome Committee: Chair Renee Jones reported that the next Newsletter will be sent out in July. An updated Welcome Letter for new homeowners can be found on the Sunland North website. The Division 17 Holiday party will be held at the Casino on December 11, 2014. A flyer will be sent closer to the date.
Old Business:
- Traffic and Pedestrian Safety: It was recommended that Fritz Field, Eldon Dennis and Richard Helmenstine appear at the next County Commissioners meeting and present their case for added signage in Division 17. They would be given three minutes to speak and having a signed petition from our homeowners would give their case greater weight.
- Pet Leash There are two new signs and they have been posted.
New business:
- 2015 Reserve Study (to be completed in 2014):
Motion: David Jelin moved to accept the Full Reserve Study with Site Visit and Eight Week Turnaround proposed by the Associate Reserves Company at a cost of $2690. The motion was seconded and passed.
- 2015 Budget Development: Board members are asked to study the Operating Budget Planning Sheet and respond to Cindy Rhodes with any new recommendations by May 20, 2014.
- Nominating Committee: President Susan Hamman announced that Renee Jones and Barbara Ross have volunteered to chair the Nominating Committee.
Motion: Judy Field moved to adjourn the meeting. It was seconded and passed. The meeting was adjourned at 12:08 PM.
Prepared by Judy Field, Secretary