August 2, 2012
10:00 a.m.
Sunland Golf & Country Club, 109 Hilltop Drive, Sequim
Minutes of the 2012 Sunland Division 17 Owners Association Annual Meeting (approved Nov 19, 2012)
Kris Osborn called the 2012 Annual Meeting of the Sunland Division 17 Owners Association to order at 10:15 a.m. Members present were Lee Cox and Kris Osborn. There were approximately 23 Owners present.
Kris Osborn announced that as of January 1, 2012, accounting and administration duties of the Association are handled by Patricia Mitts, outside of Estes Builders. Any requests of the Association may be submitted in writing to sunlandnorth@gmail.com or by mail to P.O. Box 1655 in Sequim. Kris Osborn requested Owners to refrain from directing any requests to the Estes Builders’ office.
Lee Cox provided a landscaping update. Discussed the recent mowing and spraying of the open space to eradicate poison hemlock found in Sunland Division 17.
Kris Osborn gave an update on the progress of dedicating the roads in Sunland Division 17 Owners Association. Kevin Estes has been in contact and meeting with Clallam County Road Department officials and are working towards agreement of items required to be completed by the Developer in order for the county to take control.
Kris Osborn discussed the Department of Ecology’s impending enforcement of water meter installation on each individual home/unit in Sunland. There is no new action with regard to the Sunland Water District plan to comply with the Ecology requirement for water meter installation at all units of the Association by the year 2016. Owners should still plan for and budget for the approximate $350 cost for their individual meter. The Board is in the process of obtaining cost quotations for locating water lines and shut off valves, labor of installation and inspection. Cost of installation of splitter installation per unit is at the expense of the unit owner. All costs for splitter installation on irrigation connections are the expense of Sunland Division 17 Owners Association.
Kris Osborn announced that the Declarant Transition date will be September 30, 2012. The upcoming election held in September 2012 will be for all three Board positions to coincide with the Declarant Transfer. The 2012 elected board members resulting from the September election will then vote for a Board Member to serve as President. She proposed an amendment to the bylaws to stagger and lengthen board member terms to two years. Owners proposed to further amend the bylaws changing the number of Board members from three to five members. A subcommittee consisting of owners Eldon Dennis, Gene Ross, and Bob Rhodes will ask the community for input and submit proposed amendment to Kris Osborn by September 1, 2012.
Kevin Estes called the 2012 Board Meeting of the Sunland Division 17 Owners Association to order at 11:00 a.m. Members present were Kevin Estes, Lee Cox, and Kris Osborn.
Kevin Estes announced that he would remain after the meeting to answer any questions that Owners might have.
Kevin Estes confirmed a quorum.
A motion was made, seconded, and passed to approve the minutes from the 2011 Annual Meeting.
Kevin Estes advised that the transfer of the roads in the Association is experiencing delay, however repairs and maintenance of the roads is targeted to start as early as the fall of 2012 or spring 2013 dependant on weather and paving season. Kevin Estes invited owners to attend the next meeting with the Clallam County Road Department officials. Eldon Dennis volunteered his assistance.
Kevin Estes informed all owners that a new $100 fee will be assessed for any title transfer requests to offset the cost of administration. This fee is paid by the buyer at escrow.
Exterior Maintenance Committee Chairperson, Richard Helmenstine, gave an update of in-process and up-coming exterior maintenance items including pressure washing and roof treatments, repaints and concrete repairs scheduled for 2012. Owners expressed concern regarding trees that were cut and left in the open space on the South side of Sunland North by an upper Sunland Division and it was suggested that a notice be sent to the Division responsible to remove the trees and debris.
Kevin Estes presented the Members Report and number of Members, found in the official records at 103. A financial review of the year 2012 YTD Financial Statements and proposed Estimated Operating Budget 2012 was discussed. A motion was made, seconded, and passed to approve the Financial Report for 2012 with no change in the quarterly assessment amount of $444.00.
Kevin Estes lauded the volunteer efforts of Lee Cox, Kris Osborn and Richard Helmenstine.
No other items came before the Board.
The meeting adjourned at 11:49 a.m.