SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Organizational Meeting
Wednesday, November 2, 2016
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
Homeowner Forum
There were 14 Homeowners in attendance.
Call to Order
The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order by Board President, Gary Fortmann, at 2:30 PM.
Roll call and Quorum
Board president confirmed that a quorum was present with four members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), and Jim Hammond member-at-large. Jim Voorheis (vice-president) was absent.
Review/Approval of Board meeting Minutes
David Walp, secretary, recommended approval of the draft meeting minutes from October 12, 2016. The draft meeting minutes were accepted as presented. Secretary was directed to provide website coordinator the final minutes for posting.
Old Business
1. Board President, Gary Fortmann, asked if there was any response to the letter to the homeowner at 201 Cascadia Loop. Secretary, David Walp responded that the return receipt card was picked up by the accountant and no further response was received. Secretary to add work to Base Camp tracking for trellis removal and repair as part of the agreement in the letter.
2. Street Light ongoing discussion: Jim Hammond, Member at Large reported that there were 95 street lights of which 5 have had the globes replaced with some number that may need to be replaced in the near future. It was noted that the light at 31 Mt. BakerDrive was burned out and would need to be replaced. The project to replace all existing street lights with new LED fixtures would cost an estimated $18,000 of which $4,000 is labor. Until board decides on the plan for replacement of all fixtures, single failures will need to be addressed as maintenance actions via Base Camp.
3. Mailbox replacement project: Jim Hammond, Member at Large reported on a survey of the existing street side mailboxes. Some of the boxes have been replaced (5 noted), several have been repainted and the repainting seems to be holding up. None of the support posts appeared to be problematic. Three options going forward were discussed: repaint boxes as they are noted to be in need using the Base Camp maintenance process; replace existing boxes with lockable boxes; or replace all streetside mailboxes with mail box clusters similar to those on Mt. Baker Drive. Jim Hammond noted that if the cluster box option was selected, the association homeowners would need to approve the project and the funding required. Additionally, the Sequim Postmaster and the local carrier(s) would need to approve the design and implementation plan before implementation could occur. The board decided to table the mailbox project and not take any action at this meeting.
4. Revised Welcome letter submitted for review by Barb Gruner, Welcoming Committee, at the October 12 board meeting was unanimously approved for use.
New Business
1. Common Area Maintenance going forward: Gary Fortmann, Board President, proposed that the board meet with Richard Helmenstine to discuss having him continue to work with the Exterior Maintenance Committee to train a person or persons (To Be Determined) to learn the role of Exterior Maintenance Coordinator. Further, an additional person would be identified to learn the role of administrator for Base Camp that includes inputting maintenance action requests, projects and plans. This person would also track progress of open work actions and provide inputs to the coordinator for board meeting reports. Board unanimously concurred with the plan with status/progress to be provided at next meeting.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
• Secretary – The return receipt from the letter for closing out the architectural and landscaping violation actions with Mr. and Mrs. Colburn at 201 Cascadia Loop has been received with no further correspondence in return. I am submitting a work order to have the broken trellis removed.
Our community continues to grow with 114 units occupied. Real Estate activity since September 1, 2016:
Currently active listings in Sunland North:
80 Cascadia Loop $289,000.00
150 Mount Baker $360,900
161 Mount Baker $389,000
Currently Under Contract (seller has accepted an offer).
241 Cascadia Loop (asking price) $297,500
91 Mount Baker (asking price) $360,500
Units sold/closed/occupied since September 1, 2016
81 Mount Baker $360,900 closed 09/09
160 Cascadia Loop $299,900 closed 09/16
280 Blakely $276,000 closed 09/27
311 Blakely $288,000 closed 09/28
321 Blakely $320,000.00 closed 10/06
One updated owner contact information form has been received this month.
• Treasurer – Jim Jones provided written monthly financial summary for October that was accepted as written.
• Member at Large – Jim Hammond reported on the research and estimates he has collected for two major projects under consideration: maintenance and repair of mailboxes and street lighting.
• Architecture Control Committee – Barbara Ross reported that there was one new request received and approved since the last board meeting. A volunteer request to work with the Architecture Control Committee was submitted by Ken Dvorak
• Insurance Committee – Lindsay Busch was not present and there was no report.
• Developed Landscape – Valerie Holland noted that she had received proposal from the landscape contractor for the renewal of the contract for 2017. The proposal presented contains a 2% cost increase over the current contract. The proposal was submitted to the board for review.
• Exterior Maintenance & Inspection – Richard Helmenstine reported that all painting scheduled for 2016 is complete. Moss control is an ongoing effort. Doug Hale has volunteered to serve on a team of volunteers who will continue the work of management and inspection.
• Welcome Committee – Barbara Gruner reported that 5 visits have been made this month, 3 on Blakely Boulevard and 2 on Mount Baker Drive. The committee is waiting for the new owners to get settled. A Revised Welcome letter submitted for the board to review by Barb Gruner, Welcoming Committee, at the October 12 board meeting was unanimously approved for use.
• Website – Nothing to report.
• Newsletter – Susan Hamman will continue as our newsletter coordinator. Please provide inputs for the December newsletter NLT 23 November.
• Sunland Water District – Gary Fortmann reported that the Water District monthly meeting was scheduled for November 9, 2016.
Homeowner Forum/Comments
No further comments from the homeowners present.
ADJOURNED AT 3:45 PM, by consensus.