SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Director’s Meeting November 3, 2015
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
**Approved at 1 Dec meeting**
Homeowner Forum: Twelve (12) observers attended the meeting (see attached attendance sheet). Two individuals shared information concerning property values established by county assessor.
Call to Order: The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 2:37 PM by president Richard Edes.
Roll Call and Quorum: The chair confirmed a quorum with three members present: Richard Edes (president), Tom Steffen (secretary), and Jill Hummel (board member-at-large).
Review and Approval of Minutes: The draft minutes had been distributed electronically for the following two meetings: September 15 Organizational Meeting and October 14 meeting. MOTION: Tom Steffen moved approval of the minutes of September 15 and October 14; the motion was seconded by Jill Hummel and approved.
Old Business:
1. Election of Member-at-Large (two). Board members voted by secret ballot. Gene Ross – two (2) votes; Bob Rhodes – one (1) vote. Both individuals were thanked for their desire to serve. Gene Ross joined the Board members at the front table.
2. Exterior Maintenance Items Covered/Not Covered draft was submitted by Ad Hoc Committee, coordinated by Cindy Rhodes. One (1) document and a cover memorandum were presented. Cindy shared comments and fielded questions. Richard Helmenstine, Exterior Maintenance Coordinator, shared comments and answered questions. The following process will be followed: (a) Board will reflect on the analysis and recommendations of the Ad Hoc Committee; (b) the draft documents will be sent to all residents; (c) Board will vote at its next meeting (1 December); (d) Gene Ross will recruit a minimum of three (3) individuals to prepare draft revisions to the Governing Documents to be voted on at the January meeting of the Board.
3. Landscape Maintenance Guidelines draft was submitted by Ad Hoc Committee, coordinated by Cindy Rhodes. One (1) document and a cover memorandum were presented. Cindy shared comments and fielded questions. Valerie Holland, Landscape Coordinator and Eldon Dennis (former Landscape Coordinator) shared comments and answered questions. The following process will be followed: (a)Board will reflect on the analysis and recommendations of the Ad Hoc Committee;(b)the draft documents will be sent to all residents; (c) Board will vote at the December 1, 2015 meeting; (d) Gene Ross will recruit a minimum of three (3)individuals to prepare draft revisions to the Governing Documents to be voted on at the January meeting of the Board.
New Business:
1.Report of Ad Hoc Committee to clarify liability and responsibilities (see #s 2 and 3 above).
2. Appoint Board Member-at-Large or Liaison to attend SLOA Meetings. Jill Hummel volunteered to serve in this capacity. MOTION: Tom Steffen moved that Jill serve as Div 17’s representative to SLOA Board Meetings; the motion was seconded by Richard Edes and approved.
Committee Reports:
1. President Update – Richard Edes shared general comments and stressed the importance of attending the November 12 meeting with Clallam County Commissioner Jim McEntire.
2. Secretary Update – Tom Steffen shared the names of one new owners at 340 Blakely. An updated list of Div 17 Volunteer Committee, Coordinators and Liaisons will be sent to all residents. See attached report
3. Treasure Update – Via email, Jim Jones submitted the Monthly Budget/Cost Report (as of October 31) in draft form to Board members (copies were available to observers) and a narrative report, which was read aloud by the Secretary of the Board. See attached.
4. Member-At-Large One Update – Jill Hummel shared general comments.
5. Insurance Committee Update – Lindsay Busch was unable to attend. Susan Hamman made general comments. The Board recommended that the Committee check on liability issues concerning sidewalks and driveways.
6. Architecture/Exterior Changes Update – Barbara Ross shared information about a request from residents of the triplex at Blakely and Cascadia that a darker color for their units. Negotiations continue but choices will be limited to the color pallet of the homes in Div. 17 (excluding those on Mt. Baker). The Board will be asked to approve the final color selection.
7. Developed Landscape Update – Valerie Holland shared information concerning an estimate for root removal (300/310 Cascadia). Investigation and analysis continue. A cottonwood tree near 51 Mt. Baker was discussed.
8. Exterior Maintenance & Inspection Update – Richard Helmenstine shared that the fall inspections have been completed and findings have been entered into Base Camp. 33 posts (of split rail fencing) are rotted or broken. Opinions were expressed concerning the value of split rail fencing.
9. Greenbelt Update – Tom Steffen did not share a report.
10. Newsletter Update – Renee Jones shared comments about the draft November edition that was sent via email to the Board. She requested revisions be submitted to her ASAP. Secretary of the Board will distribute the Newsletter.
11. Welcome Committee Update – Barbara Gruner was unable to attend.
12. Sunland Water District Update – Gary Fortmann will attend next week’s District meeting.
Homeowner Comment Period: None of the owners present offered comments.
Announcements: Upcoming Board Meeting: December 1, 2015 at 2:30 PM.
Adjournment:
MOTION was made by Gene Ross to adjourn; it was seconded and approved. The meeting concluded at 4:34 PM.
Prepared by: Tom Steffen, Secretary (2015-16)