SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Director’s Meeting October 14, 2015
Location: Sunland’s “The Gathering Place” Ground Floor Meeting Room
**Approved**
Homeowner Forum: Fourteen observers attended the meeting (see attached attendance sheet). Jim Follis shared an update on the ongoing conversation with county officials regarding the Sequim-Dungeness – Woodcock intersection.
Call to Order: The regular meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 2:30 PM by president Richard Edes.
Roll Call and Quorum: The chair confirmed a quorum with all four members present: Richard Edes (president), Jim Jones (treasurer), 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 14 Annual Meeting and the September 30 Organizational Meeting. There was two corrections and one amendment made. MOTION: Jim Jones to approve the minutes as corrected and amended; the motion was seconded by Tom Steffen and approved. The draft minutes for the September 15 Organizational Meeting has been sent electronically to the Board and will be acted on at the November 3 meeting of the Board.
Old Business:
1. Two nominations from the floor were made. Eldon Dennis nominated Gene Ross(submitted an overview of Gene’s experiences and credentials). Bob Rhodes nominated himself (sent an overview of his experiences and credentials electronically to the Board).
2. Appointment of chairperson of Grievance Committee. MOTION: Jim Jones moved that Tom Steffen be appointed to serve as chair; the motion was seconded by Jill Hummel and approved.
New Business:
- “Exterior Maintenance/Items Cover and Not Covered” drafted by RichardHelmenstine. MOTION: Jim Jones moved that we accept the draft document, study it, and consult with members of Architectural Committee and others, so that at the November 3 Board Meeting our governing document(s) can be amended to bring into alignment; the motion was seconded by Jill Hummel and approved.
2. “Landscape Maintenance Guidelines” drafted by Eldon Dennis. MOTION: TomSteffen moved that we accept the draft document, study it, and consult with members of Architectural Committee and others, so that at the November 3 board meeting our governing document(s) can be amended to bring into alignment; the motion was seconded by Jill Hummel and approved.
3. Change to Bylaw Requirement for President (to be a member of the Board for one year) drafted by Gene Ross. MOTION: Jim Jones moved that we accept Gene’srecommendation to delete the following clause from 5. 5a – “Who has served at least one year as board member.” The motion was seconded by Tom Steffen and approved.
Committee Reports:
1. President Update – Richard Edes shared general comments.
2. Secretary Update – Tom Steffen shared the names of four new owners. See attached.
3. Treasure Update – Jim Jones submitted the Monthly Budget/Cost Report (as of September 30) in draft form. Jim will sort out a discrepancy of $75.08 and report at the November 3 meeting of the Board. See attached.
4. Member-At-Large One Update – Jill Hummel shared general comments.
5. Insurance Committee Update – Lindsay Busch sent the Board her regrets for being unable to attend the meeting.
6. Architecture/Exterior Changes Update – Barbara Ross shared information about requests from the owners of 160 Mt. Baker, 150 Cascadia, and 340 Blakely. Requests for a new fence, skirt below deck, a front door, and gate have been approved by the committee. Several comments were shared by various individuals about the need for the Board to add statements in the governing documents that clarifies liability and responsibility for additions and upgrades to units by new owners. MOTION: Tom Steffen moved that a small group be formed to research how best the Board should proceed. The small group will be comprised of Gene and Barb Ross, Cindy Rhodes, Richard Helmenstine, and Eldon Dennis. The motion was seconded by Jim Jones and approved.
7. Developed Landscape Update – Valerie Holland shared information about tree roots being too close to a few utility boxes. Mike Main transferred the mole traps to Allen Estes. Mike McKenna (10 Cascadia Loop) volunteered and was appointed by the Board to receive “mole capture” training and will replace Mike Main in these duties for the Association.
8. Exterior Maintenance & Inspection Update – Richard Helmenstine shared a number of updates. He submitted a schedule for the next 18 units to be painted (spring/summer 2016 – 471/481 and 431/441/451 Blakely; 10/20, 30/40, 50/60, 51/61/71, and 330/340 Cascadia; and 20/30 Mendel). He also suggested that hoses be disconnect from water bibs for winter.
9. Greenbelt Update – Tom Steffen did not share a report.
10. Newsletter Update – Renee Jones indicated that the Division 17 newsletter will be postponed until November. In late October, she will solicit information from all Board Members and Committee Chairs to include in the next newsletter.
11. Welcome Committee Update – Barbara Gruner reported that three welcome visits were made during September. Two residents have requested that such visits be delayed until late October.
12. Sunland Water District Update – Gary Fortmann reported that he attended the last district meeting. No rate increase is predicted for 2016.
Homeowner Comment Period: None of the owners present offered comments.
Announcements: Upcoming Board Meetings: November 3, 2015 at 2:30 PM and December 1, 2015 at 2:30 PM.
Adjournment:
MOTION was made by Tom Steffen to adjourn; it was seconded and approved. The meeting concluded at 4:32 PM.
Prepared by: Tom Steffen, Secretary (2015-16)