Sunland Division 17 Owners Association
Board of Director’s Meeting November 5, 2013
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Rom
**Approved December 3, 2013**
Homeowner Forum:
Per established Board procedure, the meeting began with an open Homeowners’ Forum. One person spoke.
Call to Order:
The regular meeting of Sunland Division 17 Owners Association was called to order at 9:03 A.M. by President Jim Karr.
Roll Call and Quorum:
The chair confirmed a quorum with four Board members present: President Jim Karr, Vice-President Susan Hamman, Treasurer Cindy Rhodes, and Secretary Judy Field.
Review and Approval of Minutes:
Draft minutes from the regular Board meeting of October 1 had been circulated to the Board in advance. There were no corrections.
Motion: Judy Field moved to approve the minutes as written. The motion was seconded and approved.
President’s Report: Jim Karr addressed the following topics:
-Jim and his wife are preparing to move out of Division 17. He will submit a formal resignation when he is notified of the closing of the sale of his home.
-He has spoken to the Board regarding his resignation and possible changes to the Board as a result. (See New Business)
-During the past month, President Jim Karr asked homeowner David Jelin to consider an appointment to the Board. The chair read a short work history submitted by David, who was unable to attend because of a family medical emergency.
Motion: Cindy Rhodes made a motion that the Board accept the appointment of David Jelin as a new member of the Board. The motion was seconded and approved.
Committee Reports
- Vice-President’s Report: No report at this time.
- Treasurer’s Report: Cindy Rhodes made the following announcements:
-She has updated the Reimbursement form
-As of October 31, 2013 we have $59,856 in our checking account and $178,050 in our Reserve Fund.
-One owner is in arrears. An overdue notice was sent to the owner by our accountant.
- Secretary’s Report: Judy Field reported that the owner/resident list has been updated. Presently, there is one occupied unit for sale and 15 rentals. Every owner will receive the Contact sheet in their Welcome packet which will save time and duplication of effort.
- Developed Landscape: Eldon Dennis reported that Renee Jones would continue as his assistant. Because of owners’ concerns, he has spoken to the Landscaping crew about mowing wet lawns and driving the mowers too fast. Major plant pruning will occur when the plants go dormant, probably in January or February 2014. Four homes had plants or trees removed, replaced or trimmed. (See Standing Water and Drainage under Old Business)
- Exterior Change: Chair Cindy Meek reported one request was submitted and approved.
- Exterior Maintenance: Richard Helmenstine reported the Fall inspection has been completed. He repeated his request to the Board/ Governing Documents Committee for clarification of what is the Association’s responsibility and what is the homeowner’s responsibility when it comes to fences, plantings, etc. (See minutes of October 1, 2013 under Committee Reports).
- Greenbelt Landscape: Tim Paschal submitted a written report. There are no considerations for Board action at this time.
- Governing Documents: Gene Ross thanked his committee for their exceptional work. They hope to be finished with the CC&R’s by the first quarter of 2014.
- Welcome Committee: Barbara Brooner reported for Renee Jones. Their next meeting is December 9 and they are in the process creating a packet of information to be presented to each new homeowner.
Old Business
- The next Regular meeting will be December 3, 2014 at 9:00 A.M. in the Gathering Place.
- Update on Division 7 Tree Removal: Two multiple trunk trees were removed from the hillslope on Division 7 property. Thus far, tree removal has been carefully accomplished, although damage to the underbrush was noted.
- Revised Table of Committees and Coordinators: This is a tentative list of committees, chairs, coordinators and liaisons. The status of the Welcoming Committee (should it be a Board Committee? is it social or not?) has yet to be determined.
- Standing Water and Drainage: The Board received a notice from Richard Helmenstine regarding drainage issues within Division 17. Homeowners John and Renee Jones sent a letter specifically requesting Board action on a severe water/drainage issue between their home (280 Cascadia Loop) and their neighbor at 290 Cascadia Loop.
The Board agreed by consensus that this issue needs prompt attention; that Sanford Irrigation is a reliable and cost effective way to identify the problem, define a solution, and provide an estimate to resolve the problem. The Board agreed that the President could act to make a decision without taking it to the full Board and Richard Helmenstine and Eldon Dennis could be involved in any discussion of whatever is learned from the preliminary Sanford Irrigation investigation. Homeowner Fritz Field will make the initial phone contact with Sanford Irrigation.
New Business
- The chair will attend a meeting today at 3:00 P.M. to discuss hillslope issues and SLOA tree removal policy. He will issue a written report to the Board.
- Officer Reorganization after the Resignation of Jim Karr in November: President Jim Karr removed himself while the Board discussed this issue. After comments from Board members, they agreed to changes and realignments of the officers.
Motion: Judy Field moved that at the time of Jim Karr’s official resignation, the alignment of the Board will be as follows:
-Cindy Rhodes (current Treasurer) will serve as President from November 7, 2013 through March 2014. Susan Hamman (current Vice-President) will assume the duties of Treasurer during that time.
-Susan Hamman will assume the duties of President on April 1, 2014. Cindy Rhodes will return to the position of Treasurer at that time.
-Judy Field will remain as Secretary.
-David Jelin (newly appointed Board member) will serve as Board member-at-large.
The motion was seconded and approved.
The meeting adjourned at 10:28 A.M.
Motion: Cindy Rhodes moved to adjourn the meeting. The motion was seconded and approved.
Submitted by Judy Field, Secretary