Sunland Division 17 Owners Association
November 13, 2019, 2:30 p.m. – 4:30 p.m.
The Gathering Place, 135 Fairway Drive
Call to Order
The President called the meeting to order at 2:32 pm.
Verification of Quorum
All Board members were present.
Approval of Minutes
The October 9, 2019, Board minutes were approved as submitted.
Old Business
Clallam Conservation District irrigation project update
Mike Johnson reported the project is no longer “proposed,” as the conservation district’s contractor has deposited miles of pipe, and parked heavy equipment, shipping containers, and piles of rock on our green space at the corner of Sequim-Dungeness and Woodcock. They did not ask for permission.
Noting that they were cutting down trees on the other side of the highway and burning them, we asked if they had a permit to burn; they did not. They intend to take down some trees growing in the ditch on Sunland North property, as otherwise, the tree roots would damage the pipe. The ditch apparently was “moved” slightly by the original developer of Sunland North, which has added some complexities.
Work on our section will occur later. As far as we know, they will not dig up Blakely, nor will they encroach on the RV park. Both of those sections will use the existing culvert. The conservation district’s plan includes returning things to their natural state, which should include removing rock laid down by the contractor to create an access ramp from their staging area to Woodcock road.
Clallam Conservation District is managing the project; the irrigation ditch is owned by Sequim-Dungeness Tri-Area Irrigation Association.
2020 Landscape Maintenance contract
A draft landscape maintenance contract was offered by Parsinen Landscape Maintenance, Inc. The total proposed cost exceeds our 2020 budget for landscaping. Mike Johnson recommended we go with a two-year contract, in order to better anticipate costs in the future.
There was a discussion on why the contract proposal was so much higher than in the past. There were a number of factors, starting with the fact that Mt. Baker landscaping is more of a challenge to maintain because of the variety and type of plants placed by the developer, and access between units is more constrained. These changes require more labor and effort, and labor costs have increased with changes in law and regulations.
If accepted, the proposed contract would be $13,000+ over budget. While it appears that landscaping costs went up dramatically over several years, this does not take into account that the Mt. Baker area added several new buildings over the past five years to complete construction on phase 6 of the development. Assessments, which include landscaping costs, are being paid by those new units.
Some of the Board were looking to reduce the cost of the proposal, and Mike will go back and ask if we can get a five percent discount for the first year if accepted for two years.
New Business
Website content, electronic communication
Lawrence Charters reported that over the year most pages on the website were revamped, and the underlying web server software and database were updated. One particular piece of software used to create the site has been eliminated from the site except for a set of exceptions. This piece of software was used to create two different sets of Treasurer’s Report pages, which have been directly updated by the website contractor. This piece of technology has corrupted the site half a dozen times this past year, and Lawrence wants to revamp the pages and eliminate the software entirely.
However, a community member pointed out a motion from the June 14, 2017 Board meeting. As part of the Treasurer’s report:
Jim Jones made a motion to limit posted financial documents, Agendas and board meeting minutes to a rolling 12 months to reduce the web page size, Dave Walp seconded the motion and the board unanimously approved the change. Barb Brooner was asked to work with Sue Forde to effect the changes.
This decision resulted in two sets of Treasurer’s Report pages (one for the current year and another for past years), and two sets of agendas and minutes, all of them built using this obsolete piece of software. Lawrence requested that this Board decision be revoked, as it would be easier to maintain the site if all Treasurer’s reports and all agendas and were maintained chronologically, and without the use of obsolete software.
The Board agreed to revoke the June 14, 2017 motion.
Lawrence brought up another matter. One member has requested, through formal letters and personal petition, that agendas, notices of maintenance, and generally all communications to the general membership be sent via postal mail. Except for the annual meeting materials, and the By-Laws amendments of earlier in the year, Lawrence has not used postal mail due to cost and level of effort. It took an entire team of volunteers to write, duplicate, assemble and mail out the annual meeting materials, at a cost of several hundred dollars. Sending out just the monthly Board agenda would cost on average $2.00 per unit, or over $3,000.
The Board agreed to continue the current practice of mailing out only required correspondence, as mandated in the By-Laws, and rely on website updates and electronic mail for routine matters.
Officer, Committee and Coordinator Reports
President Update — Gary Fortmann
No report.
Secretary Update — Lawrence Charters
No report.
Treasurer Update — Susan Hamman
Monthly Expense Report: The preliminary October 2019 monthly expense report shows our total expenses for the month were $67,968, which brings our total expenses for the first nine months to $323,144. The payment for this year’s painting was made in October in the amount of $45,582, which was $2,382 over budget. We are still $20,711 over budget year to date, due to the higher than planned legal fees.
Fourth-quarter assessments were due on October 1st. There are eight overdue accounts, plus four accounts that have no paid late charges on previous assessments. At the end of October, the Operating Fund balance was $83,568 and the Reserve Fund balance totaled $345,516.
Fire Trust Fund: There were two payments made to Belfor from the Fire Trust Fund in October. One payment was in the amount of $87,113.73 and the other was in the amount of $94,357.50. The Key Bank account for the Fire Trust Fund was closed and the balance transferred to Sound Bank to consolidate the remaining funds. The Fund earned $80.31 in interest in the month of October. The Fire Trust Fund balance at the end of October was $118,804.65.
One welcome letter was sent to new homeowners on Mt. Baker Dr.
Vice President — John Lewis
The Cascadia Loop restoration project is moving forward. All structural work is finished and signed off by the county inspectors. Interior drywall is in place and inspected. Taping and painting are up next.
Board Member at Large — Mike Johnson
It is important that security lighting is in good repair in front of every home. Notify exterior maintenance if the security lamppost needs repair or the light needs replacement. The moss abatement project is ongoing.
Owners who have enclosed their landscaping assume responsibility for maintaining their trees and plants and need to trim vegetation to ensure that it does not encroach on unit exterior walls, drains, and other infrastructure.
Architectural Control Committee — Richard Helmensteine
Susan Hamman, speaking for Richard, reported that not much is happening, which is normal for the season.
Insurance Committee — Donna Carson
No report.
Developed Landscape — Gerry Hatler / Eric Mahnerd
No report.
Exterior Maintenance and Inspection — Doug Hale
Exterior maintenance is working on gutters and moss treatment. In an effort to make maintenance easier to manage, the committee is trying to work out a comprehensive plan for gutters, moss treatment, and painting.
Open Space — Tom Hamman
Tom has had some questions about making the green space into a farming field. Division 17 is surrounded by 33 acres of open space. The area is owned by the association and is regulated under SLOA greenbelt rule #12 and further augmented under Division 17’s rule #12. These rules do not allow any use of such space other than for the enjoyment of the community. Activities such as growing hay or raising farm animals are not permitted. The 33 acres are mowed two or three times each year for fire prevention and weed control.
An idea was put forward at the November Board meeting to recognize this area as a natural habitat. A new description would reflect the variety of birds, plants, and animals that reside in the 33 acres. Specific information about the various species of wildlife could be posted on its website, including photos taken by unit owners.
No decision was made by the board, but the idea received a positive response by attending members. More information will be in the January newsletter.
Communications and Outreach — Kay Hatler
No report.
Sunland Water District Update — Al Frank
The Sunland Water District performed a replacement of a wastewater lift station, in one day.
Homeowner Comment Period
Following up on Tom’s suggestion for promoting the green space as a natural habitat, it was suggested we conduct an inventory of bird species.
Adjournment
The President adjourned the meeting at 3:36 pm.