October 2017 Board Minutes

SUNLAND DIVISION 17 OWNERS ASSOCIATION

Board of Directors Monthly Meeting

Wednesday, October 11, 2017

Location: Sunland’s “The Gathering Place,” Ground Floor Meeting Room

Homeowner Forum/Comment Period

There were 30 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 September 12, 2017 Annual meeting and September 27, 2017 special board meeting. The draft meeting minutes were unanimously accepted as presented. Secretary was directed to post the final minutes.

Old Business

1. Ratification of legal counsel services – Gary Fortmann discussed ratifying the decision for hiring Curtis Johnson, attorney, to provide legal advice, guidance and representation to the BOD and HOA for restoration activities and decisions 191/201 Cascadia Loop.
2. Ratification of Committee Coordinators and liaisons to the BOD – Dave Walp reviewed the names of committee chairs and The updated list is included as an attachment to these minutes.

New Business

1. Motion to have BOD members rotate turns as representative at the SLOA meetings each month – David Walp made a motion to have the BOD members take turns according to aschedule. D. Walp agreed to prepare a schedule for BOD members to review and sign on to. John Lewis seconded the motion that was unanimously approved.
2. Establish a ad hoc committee to manage the fire restoration contract – John Lewis made a motion that the BOD establish an ad hoc committee to oversee and manage restoration of 191/201 Cascadia Loop consisting of a project manager and two members at large from the HOA at large. Jim Jones seconded the motion which was unanimously approved. John Lewis made an appeal to the HOA for volunteers to serve on the committee especially anyone with construction contracting experience.
3. File storage in file room at 135 Fairway Drive – David Walp suggested the board concur with the acquisition of a file cabinet to be located in the File Room at 135 Fairway Drive. Administrative action to support consolidating the HOA archived records in the cabinet(s) that is acquired. John Lewis suggested that the cabinet(s) be fire proof. Second hand may be available, D. Walp to research availability of used cabinets.
4. Office space at 135 Fairway Drive during the restoration period – Suggestion that the office space formerly used by the Water District be temporarily rented by the HOA/BOD to support the activities for restoration of 191/201 Cascadia Loop. The board consensus is that the rate being offered by SLOA ($350) is more than the board can support. If a reduced rate can be negotiated to use the space until a lease agreement between SLOA and its new tenant, then the board may be interested. D, Walp to discuss with SLOA and provide feedback to BOD members.

OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES

1. President –Special Thank you to Lindsay Busch and Susan Hamman for their work on the Insurance committee.
2. Secretary – David Walp provided the following report

If anyone has any owner information forms please forward to me so I can add them to the master hardcopy file.

Artie O’Kelly-Stone and Ronald O’Kelly new members of our community have volunteered to be on several committees.

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.

Sunland North Real Estate activity since September 12, 2017:

 

Status	Address	Year Built	Sold Price	Closing Date	#Beds Ba	Sq Ft	Price	Owner
Closed	140 Mount Baker Drive	2017	$363829	8/16/2017	2      2	1897	$363,829	Starz-Brown
For Rent	71 Cascadia Loop	2017	$	8/16/2017	2      2	1897	$1,450	Caley

 

1 new construction units closed with new residents in the properties or in the process of moving in

2 new units pending completion and closing before the end of 2017

2 new units pending completion and closing in 2018

6 new units starting construction for closing in 2018

3. Treasurer – Jim Jones provided written monthly financial summary for September that was accepted as The monthly financial status reports are also posted to the Div 17 Website. Jim reported that we are over budget by $35,369 due to mulch costs, moss project costs, H2O-irrigation costs and minor maintenance costs exceeding projections.
4. Vice president – John Lewis (also Ext Maint Coord) Restoration contract was signed with Belfor, Inc to do the restoration for 191 and 201 Cascadia Loop. Belfor reports that they have started work on planning documents and getting the required permit requests prepared for submission. Belfor expects to be on site next week for preliminary work. Mount Baker Drive 20/30 light pole is back in service after repairs from the accident damage in summer.. Cost of maintaining the wood screens around HVAC and propane tanks is increasing. Need to take a look at long term planning for upkeep, or replacing the screens. Looking for architectural committee and owners replacement ideas. Gutter leaks are becoming more of an issue causing fascia and trim boards to rot. Looking for suggestions for sealing the leaks to prevent the need for costly repairs. Roofs that were treated for moss have had gutters cleaned. There is still dead moss on the roofs even though the moss has been treated. It is normal for dead moss to continue to blow off, wash off or otherwise find its way into gutters.
5. Member at Large #2 – Mike Johnson is looking for volunteers to help do roof inspections. He plans to hold training session on 28 October. Those interested in helping please contact Mike.
6. Insurance Committee – Lindsay Busch has interceded on behalf of the Colburns to get certified certificates>
7. 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.
8. Developed Landscape –Valerie Holland ed Mike Johnson for assistance. Working with Estes to correct the planting of annuals versus perennials for the Mt Baker new
9. Exterior Maintenance & Inspection – John Lewis provided report as part of vice- president report.
10. Greenbelt –Tom Steffen had nothing to report.
11. Newsletter – Kay Hatler not in attendance.
12. Welcome Committee – Barbra Gruner made 2 visits in September and two are scheduled in October.
13. Website – Barbara Brooner not in attendance.
14. Sunland Water District – Gary Fortmann reported that the water district will not be increasing rates for 2018.

Homeowner Forum/Comments

There were comments on sprinkler issues and PUD has informed SLOA that if transformers are surrounded by plantings, PUD will cut away overgrowth when they need to access their transformers. They indicated they are entitled to 10 foot of clearspace around the transformers.

ADJOURNED AT 3:40 PM, by consensus.

Submitted by David Walp, Secretary of the Board of Directors