August 11, 2009
10:00 a.m.
Sunland Golf & Country Club, 109 Hilltop Drive, Sequim
Approved August 3, 2010
Minutes of the 2009 Sunland Division 17 Owners Association Annual Meeting
Kevin Estes called the 2009 Annual Meeting of the Sunland Division 17 Owners Association (Association) to order at 10:00 a.m. Members present were Kevin Estes, Lee Cox and Kris Osborn. Also present was Jo Anne Estes. Kevin Estes announced that he would remain after the meeting to answer any questions that Owners might have.
Kevin Estes confirmed a quorum.
New business was discussed:
A motion was made, seconded, and passed to approve the minutes from the 2008 Annual Meeting.
Insurance Matters: Jo Anne Estes discussed the renewal insurance policy for the Association which was effective May 1, 2009. The entire structure is covered and bodily injury and property damage are $1,000,000 per Occurrence. The deductible remains at $5,000. The policy provides coverage at Full Replacement Value thus eliminating the need to estimate full replacement value of the Units per Section 18.1 (a). The Board confirmed the annual insurance review and appraisal by a representative of the insurance carrier writing the master policy. The policy renewed with a guaranteed three year rate for the renewal years 2009, 2010 and 2011.
The Board is not considering any changes to the current landscape service provider but is obtaining one quote. Lee Cox, as Landscape Liaison for the Association, advised that he believes the current landscape provider is doing a great job.
The Board considered a change to the Association By-Laws to allow electronic notification to Members of Special Meetings and Annual Meetings if a Member elects this method. A motion was made, seconded, and passed to conduct a vote of all Members to allow this change with a majority vote in favor.
Kevin Estes announced that written nominations via mail or email are being accepted until August 21, 2009 for the annual elected seat on the Board of Directors.
Kevin Estes presented the Members Report and number of Members, found in the official records at 97. A financial review of the year 2008 and YTD 2009 was presented to Members. As approved at the 20008 Annual Meeting, a reserve study was prepared by Association Reserves of Federal Way, Washington and indicates the Association reserves are financially sound. The Board of Directors will further review the study in the next quarter to determine any change in the current assessment and to prepare the 2010 Association budget.
Kevin Estes presented additional information including the quarterly newsletter being sent by email and US mail; the need to disconnect exterior water hoses from the hose-bib each October; a planned checklist for Owners submitting requests for exterior changes or additions and a proactive schedule to be put in place for exterior painting and maintenance. If the need exists, an Architectural Committee may be formed at the direction of the Board of Directors. Kevin Estes also confirmed only two permitted uses for the open space area around the Association: a golf course or permanent open space.
The meeting adjourned at 11:30 a.m.