MINUTES
SUNLAND DIVISION 17 OWNERS ASSOCIATION
Board of Directors Meeting
Wednesday, October 12, 2016
Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room
**Approved November 2, 2016**
Homeowner Forum
There were 17 Homeowners in attendance.
Cindy Rhodes reported that a tree on the slope between Division 7 and Division 17 fell during the last storm. Inspection shows the tree was partially sawn/cut which aided the wind to bring the tree down. There is no way to determine who cut the tree. Cindy requested the board grant permission for someone cut up the tree into smaller pieces so it will decompose faster. The board concurred with the cutting action.
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 a quorum with four members of the board present: Gary Fortmann (president), David Walp (secretary), Jim Voorheis (vice-president), and Jim Hammond member-at-large. Jim Jones (treasurer) was absent.
Review/Approval of Board meeting Minutes
David Walp, secretary, recommended approval of the draft meeting minutes from September 14, 2016. The draft meeting minutes as posted on the Division 17 website were accepted as posted. Secretary was directed to provide website coordinator the final minutes for posting.
Old Business
1. Recommendations on resolution of landscape violations at 201 Cascadia Loop
Board President, Gary Fortmann, discussed the ongoing situation at 201 CascadiaLoop and made motion to have the Division 17 HOA pay to have the broken trellis on the garage wall removed and the mounting holes patched and painted as required. Further, the secretary was directed as part of the motion to prepare a letter to the homeowner explaining the board actions for review and approval by the board of directors. The motion was seconded by Jim Hammond and the board unanimously approved the motion.
A second motion was made to drop further action against other violations regarding the tree overhang of the inside rear fencing and the overgrowth of the vine along the inside of the rear fence as the homeowner had done sufficient to mitigate the concerns presented in the violation. The board continues to reserve its future prerogatives to trim/prune tree and vine overgrowth to protect the fence and building structures from damage, should the need arise.
New Business
1. Barb Gruner, welcoming committee, provided the board with a revised Welcome letter. Board members to review and provide comments prior to the next scheduled board meeting on November 2, 2016.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
- Secretary – No Secretary report available from new secretary David Walp, report deferred until November board meeting. Update on the reported units sold since September 2016 will also be provided in November. Two units are currently active and four closed since the last report.
- Treasurer – Jim Jones provided written monthly financial summary for September that was accepted as written pending Jim’s report at the November board meeting.
- 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. Details were shared in the latest newsletter.
- Architecture Control Committee – Barbara Ross reported that there were no new requests received since the annual meeting.
- Insurance Committee – Lindsay Busch was not present and there was no report.
- Developed Landscape – Valerie Holland was not present and there was no report.
- Exterior Maintenance & Inspection – Richard Helmenstine reported that one house on Mt. Baker has trim painting to 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 2 visits have been made this month. There are 5 visits pending, 3 on Blakely Boulevard and 2 on Mount Baker Drive. The committee is waiting for the new owners to get settled.
- Website – Nothing reported..
- Newsletter – Susan Hamman will continue as our newsletter coordinator.
- Sunland Water District – Gary Fortmann reported that the Water District monthly meeting was held October 12, 2016.
Homeowner Forum/Comments
Cindy Rhodes will email softcopies of the updated CC&R’s and By Laws to the board who can then download and print hard copies for their binders. The softcopy updates will also be sent to the website coordinator for publishing.
A question was raised concerning the ability to paint the existing mailboxes on Cascadia Loop, Mendel and Blakely. It was noted that acrylic paint will stick to the boxes should anyone want to paint the box. A discussion ensued regarding feasibility for repairing the existing posts and boxes vice jumping into replacing with group boxes as a cost saving strategy. Boxes are available at the Co-Op and repairs are usually simple to implement…to be continued.
Cindy Rhodes and Richard Helmenstine offered to help the new members of the board get accounts on the BaseCamp project software and provide training as needed. Since Richard is retiring, someone else (TBD) needs to take over the administrator role.
A discussion about the proposed roundabout at the intersection of Woodcock Road and Sequim Dungeness Road informed attendees that there are upcoming County Commission meetings related to funding.
ADJOURNED AT 3:25 PM, by consensus.
Submitted by Dave Walp, Board Secretary