SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Monthly Meeting
Wednesday, November 1, 2017
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
Homeowner Forum/Comment Period
There were 22 homeowners plus 5 board members in attendance.
Call to Order
The regular meeting of the Sunland Division 17 Owners Association board of directors was called to order by Board Chair at 2:30 PM and confirmed a quorum with five members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Jones (treasurer), John Lewis vice-president and Mike Johnson member-at-large.
Review/Approval of Board meeting Minutes
David Walp, secretary, recommended approval of the draft meeting minutes from October, 2017 board meeting. The draft meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.
Old Business
- Fire Restoration Status – John Lewis provided the following status Owner questions submitted to the board yesterday will have responses provided during the owner comment period.
This report is a summary of the status of the Fire Restoration Project.
On advice from our legal counsel, several specific details are not included in this report butt will be addressed in a communication from our attorney to the homeowners attorney.
The guaranteed replacement cost settlement amount is $725,098 less the deductible of $5,000. Additional amounts will be paid for the cost of such items as permitting and design fees, and items like landscape repairs.
The initial Actual Cash Value (ACV) payment included the cost of initial cleanup and demolition and expenses relating to unit 231 was $681,108. The balance of the settlement will be paid upon final completion of all restoration work.
As recorded in the minutes of the September 27, 2017 special board meeting , the restoration contract was awarded to BELFOR USA Group.
AS OF TODAY THE CONTRACTOR reports the following progress:
DEMO PERMIT
Belfor is ready to submit for the permit but needs the letter form the homeowners authorizing the HOA to work on their units and for the HOA to in turn authorized Belfor to do the work as the contractor of record.
BUILDING PERMIT DOCUMENTATION
Belfor has lined up all of the necessary sub-trades for the work. They have retained the structural engineer to perform the inspection after demo is completed and to prepare the necessary structural drawings.
- Estes builder landscaping – Gary Fortmann reported that he discussed the landscaping situation regarding issues in the Baker area with Kevin Estes at length. Kevin agreed to schedule a meeting with Valerie Holland and Gary Fortmann along with impacted parties to work out solutions to the issues. Tree removal issue raised last week by M. Lyckman required quick action to remove the trees adjacent to 261 Mt Baker Drive. Removal coordinated with the owner at 261 Mt Baker. Jim Jones provided draft letter to M. Lyckman regarding the issue and resolutions agreed to by Estes, M. Lyckman and owner.
New Business
- RV lot arbor vitae trimming – Mike Johnson communicated with Mike Galway (new SLOA RV Lot coordinator) regarding SLOA plans. Mike Galway agreed to coordinate plans and future RV lot arbor vitae actions with div 17.
- Water District Communications – Div 17 board requested that the Gary Fortmann convey our owner dissatisfaction with the communications process that was executed by the Water District management and administration related to the water main breaks. Many owners were unaware of the problem and impacts until well after the event. Suggested that future communications be handled to address customer concerns using multiple methods to ensure awareness in a timely manner.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
- President – Nothing new to report.
- Secretary (David Walp) Updated owner listing for board members, accountant and committee coordinators is available. The file cabinet donated for storage of archived and current documents is in place ready for use in the file storage room adjacent to the SLOA office. If anyone has any owner information forms please forward to me so I can add them to the master hardcopy file. Our community continues to grow with 121 units of the planned 139 units occupied or in the sale process. Lot 50 units 121 and 131, and lot 62, unit 100 and 110 on Mt Baker Drive, are well along in construction; Lot 66 Unit 250 and 260 have started construction; Lot 60 and Lot 53 will break ground in November and December.
Sunland North Real Estate activity since October 11, 2017:
| Status | Address | Year Built | Sold Price | Closing Date #Beds | Ba | Sq Ft | Price | Owner |
| For Sale | 31 Mendel Drive | 2005 | $ | 2 | 2 | 2039 | $340,000 | Secondi |
| For Sale | 41 Mendel Drive | 2005 | $ | 2 | 2 | 2039 | $355,000 | Jelin |
| For Rent | 71 Cascadia Loop | 2017 | $ | 2 | 2 | 1897 | $1,450 | Caley |
Real Estate Activity Summary for October 11, 2017 through November 1, 2017: 2 new units (121 and 131 Mt Baker Drive) pending completion/available for closing by the end of 2017
2 new units (100 and 110 Mt Baker Drive) pending completion and closing in 2018 8 new units starting construction for closing in 2018
3. Treasurer – Jim Jones provided written monthly financial summary for September that was accepted as written.
- Monthly Operating Expense Report: The September, 2017 Preliminary Expense Report that was presented at our September Board meeting was finalized and posted to our website. The Preliminary October, 2017 Expense report, which was distributed to you electronically, shows our total expenses for the month were $11,822. This brings our total expenses for the first ten months of 2017 to $257,217 which is $34,395 higher than our YTD Total As shown in a separate document I sent to you, our Operating Expenses are over Budget by $2,857 due to fire related expenses. We also have higher than planned YTD expenses for the mulching project, irrigation water fees, roof moss removal program and other minor maintenance, and the 2017 painting program. At the end of October our Operating Funds Account totaled $58,508 that includes $35,000 in our First Federal Money Market Account. Our Reserve Funds Accounts totaled $261,559.
- Fire Trust Fund: As shown in the Fire Trust Fund Summary report, an invoice was paid to RMC for $1,417.87, and we earned $130.72 in bank interest during At the end of the month, the Fire Trust Fund balance was $528,429.49.
- Correspondence: A letter of introduction was sent to one new owner since our last Board meeting. Also, a letter with a copy of an email attempting to scam money from Division 17 was mailed to the Sheriff’s Department in case this meets their criteria for pursuing the scammer. There has not been a response to my letter.
4. Vice president – John Lewis (also Ext Maint Coordinator) Roof moss inspectons are 60% complete. When inspections are completed the team will be working to prioritize which roofs will be treated in 2018.
- Member at Large #2 – Mike Johnson working with exterior maintenance teams to complete roof inspections
- Insurance Committee – Lindsay Busch There is nothing to report this month.
- Architecture Control Committee – Susan Hamman reported two hot tub installations and a solar tube installation were approved. There is one new request in process. Susan and Barbara Brooner are working on a document retention plan. The draft plan will be issued for review soon.
- Developed Landscape –Valerie Holland Working with Estes to correct the planting of annuals versus perennials for the Mt Baker new homes.
- Exterior Maintenance & Inspection – (John Lewis) provided report as part of Vice- president report.
- Greenbelt –Tom Steffen had nothing to report.
- Newsletter – Kay Hatler not in attendance.
- Welcome Committee – Barbra Gruner made 2 visits in October.
- Website – (Barbara Brooner) As usual, the association’s monthly expense report, board meeting agenda, and board meeting minutes were posted by board members directly to the website. The Treasurer also added to the Financial Page a new link for Fire Trust Fund Summary Reports. The downloadable list of board appointments to Division 17’s twelve standing committee and coordinator positions was updated following confirmation at the Oct 11 board meeting, and the posted CC&Rs were updated to correct a typographical error.
- Sunland Water District – Gary Fortmann reported that the water district will not be increasing rates for 2018.
Homeowner Forum/Comments
Homeowner questions regarding fire were addressed
ADJOURNED AT 3:40 PM, by consensus.
Submitted by David Walp, Secretary of the Board of Directors