Minutes – Special Board Meeting – July 15, 2014

Sunland Division 17 Owners Association

Special Board of Director’s Meeting July 15, 2014

Location: 290 Cascadia Loop Sequim, WA.

**Approved**

The Special meeting of the Sunland Board of Directors was called to order at 2:15 PM by President Susan Hamman. Residents of Division 17 had been notified 14 days prior to the meeting. Four Board members attended: President Susan Hamman, Treasurer Cindy Rhodes, Secretary Judy Field, and Member at Large David Jelin; a quorum was present.

There were no previous minutes; no observers were present.

The purpose of the meeting was to:

  1. Create a timeline as a guide for the Board and Election Inspectors to follow, starting with the deadline for submission of documents to be included in the Election packet (August 5) and ending with the date of the newly elected Board Organization Meeting in September to be held within 7 days of the Annual Meeting (September 9).
  2. Review the information included in the 2013 election packet.
  3. Determine what information should be included in the 2014 election packet.
  4. Draft an agenda for the Annual Meeting.

The Board determined that the 2014 election packet will include:

  1. A cover sheet, announcing the date, time, and place of the Annual Meeting
  2. A letter from the President
  3. An Absentee Attendance Proxy Form to establish a quorum (required for Annual Meetings)
  4. An Absentee Voting Proxy Form for owners who wish to appoint someone to vote In their stead
  5. Short Biographies of the candidates running in the election
  6. A description and explanation of the five (5) proposed amendments to the CC&Rs
  7. An election form (ballot) listing candidates and issues to be voted on
  8. An explanation of the difference between a Financial Review and a Financial Audit
  9. The proposed 2015 Association operating budget approved by the Board at the August Meeting, plus a chart displaying the projected 2015 annual owners’ assessment
  10. A pre-addressed (non-stamped) envelope addressed to Division 17 marked with “ATTN: Election Inspectors” for the owners to return the ballots/forms.
  11. A chart comparing Division 17 Proposed Assessments with other SLOA Divisions; History of Division 17 Assessment increases
  12. A chart showing the impact to reserves if the assessment is not increased (Reserve Fund Shortfall)

Note: Multiple items may be placed on one page to save paper/postage costs.

The Agenda for the Annual Meeting requires further study so it was not finalized at this time.

Judy Field made a motion to adjourn the meeting. It was seconded and passed.

The meeting was adjourned at 4:00 PM.

Submitted by,

Judy Field, Secretary

Page Views: 401