Monthly Board Meeting of Sunland Division 17 Owners Association
October 13, 2021, 2:30 p.m. – 4:30 p.m., at The Gathering Place, 135 Fairway Drive
Note: While Washington State health officials are permitting such meetings, please note it is recommended that unvaccinated folks avoid such meetings, and everyone should wear a mask when in such gatherings to protect others. Clallam County is currently seeing a High rate of COVID-19 infections. https://www.clallam.net/coronavirus/
Call to Order
President Gerry Hatler called the meeting to order at 2:31 p.m.
Verification of Quorum
The President, Vice President, and Secretary were present.
Appointment to vacant Board positions
Vice President Dianne Bresnahan resigned, effective the close of the September 2021 annual meeting. At the organizational meeting following the annual meeting, the incoming Board asked Mike Johnson if he would agree to be appointed to fulfill the remaining year of Dianne’s term, and Mike agreed.
A motion to formally approve Mike’s appointment to fulfill the remainder of the term, and continue in his role as Member-At-Large, was approved unanimously.
Review and approval of minutes
The September 8, 2021, Annual Meeting minutes were approved as submitted.
Old Business
Sequim-Dungeness and Woodcock Road roundabout
While the Board has not had any formal contact with the county, utility companies are busy at the intersection making repairs to the cable cabinet (damaged in a recent collision) and busy putting in new utility poles and cables.
A question from the floor asked if there would be utility outages. If there were, members would be notified by the relevant utility (phone, power), not by Sunland North. Sunland North has not been made aware of any planned outages.
New Business
Committee Vacancies
The Board confirmed the following chairs to Division 17 committees:
- Architectural Control Committee – Jim Rozanski
- Exterior Maintenance Committee – John Lewis
- Insurance – Susan Hamman
- Landscaping – Tom Steffan
- Sunland Water District Observer – Tom Hamman
Gerry made the following Board assignments to serve as Committee liaisons:
- Landscape and Natural Habitat – Vice President Shirley Legg
- Communications and Outreach – Secretary Lawrence Charters
- Insurance – Treasurer Betty Gwaltney
- Exterior Maintenance and Architectural Control – Member-at-Large Mike Johnson
Deer Committee Proposed Actions
During the Sunland North planning workshop on the natural habitat area in 2019, members stated that they do not want changes in the natural habitat area. The recently released SLOA plan for deer lists several options with respect to dealing with deer, one of them includes culling of deer. Members expressed concern that the Sunland North natural habitat would be used for trapping and culling.
The Board moved, seconded, and approved the following motion:
“The BOD of Division 17, under the authority of Bylaw Article 5, section 10.a. prohibits the trapping and / or killing of deer within the common areas of Division 17.”
Gerry will send SLOA a letter informing them of this action.
Officer, Committee, and Coordinator Reports
President Update — Gerry Hatler
Gerry noted there have been a high number of changes in membership, with a large number leaving the area and others moving in. This has resulted in a shortage of volunteers necessary to help maintain Sunland North. Gerry plans to distribute a letter requesting volunteers.
Gerry also noted problems with our irrigation system. Parts of it are old and falling apart, or are much newer but constructed with low-quality parts and are also falling apart. The system needs constant maintenance. Gerry is looking into mapping the irrigation system (the original developer either did not map it or did not share the maps with the association) and also looking into installing a separate water system for irrigation, replacing the current system that shares water with residences. Depending on what we find, we may wish to completely replace the irrigation system.
Gerry also brought up the idea of cluster mailboxes for Sunland North. The Mt. Baker area currently has a cluster mailbox, and creating cluster mailboxes for the rest of Sunland North was considered a few years ago before other concerns took priority. The current individual mailboxes are on posts that are falling apart, and the mailboxes themselves are in poor shape and a continuing maintenance problem. Cluster mailboxes would be more secure, make it easier for the Postal Service to deliver mail, and reduce maintenance problems.
Gerry also stressed the need to detach hoses from hose bibbs. Attached hoses can cause damage not only to the exterior of the property, which is an Association concern, but also causes internal damage that must be borne by the member.
A question from the floor asked if we could have hybrid meetings, as many of our members are uncomfortable attending in-person meetings, either because of current pandemic concerns or due to other health or scheduling issues. SLOA tried a hybrid meeting for their September annual meeting, but the remote option was audio-only, and the sound quality was often unintelligible. The Board will investigate what resources are available.
A question from the floor asked about a membership directory. Secretary Lawrence Charters said he had intended to release a directory in September, but there have been so many changes to the membership that he didn’t think he had sufficiently current and accurate information. He is working on getting up-to-date information.
Secretary Update — Lawrence Charters
Lawrence said the Governing Documents Committee is resuming work, after a pause during the summer, and stated that the committee revised one document this year, the Practices and Procedures document, https://sunlandnorthownersassociation.com/governing-documents/sunland-division-17-policies/
Work on the Covenants, Conditions, and Restrictions (CC&Rs) was halted as the committee waited for legal guidance. The original law firm selected was unresponsive, and the committee requested the Board’s approval for seeking assistance from a lawyer recommended by Division 7. The Board authorized the committee to engage with the new legal counsel to ensure revised documents meet legal requirements.
Susan Hamman thanked Division 7 for their very useful help. Division 7 is a condo association rather than a PUD (Planned Unit Development), but their work in revising their CC&Rs is very similar to the work needed in Sunland North.
Lawrence discussed updates to the Sunland North website, reflecting the annual election and changes to officer and committee positions. He requested anyone from the Board or membership that sees something out of date please contact him. The site currently has over 150 pages and over 700 documents.
Lawrence also is looking for help from the Board and Committee chairs on updates to the Welcome Packet and Committee service request forms. These materials are often the first introduction to Sunland North by new members, and should be as current as possible.
Lawrence offered to do one-on-one or group tutorials for Officers and Committees on use of the Sunland North website, sunlandnorth.org email services, and online forms.
Treasurer Update — Betty Gwaltney
Monthly Expense Report: The preliminary September 2021 monthly expense report shows our total operating expenses for the month were $20,204, which brings our total year-to-date expenses to $262,152. This is $2983 over budget year-to-date. Note $2750 paid for Financial Review.
Total Funds on hand:
Operating Accounts $ 105,305
Reserve Accounts $ 526,359
TOTAL $ 631,664
No new owner letters were issued in September.
Vice President — Shirley Legg
Nothing to report.
Board Member at Large — Mike Johnson
Mike spoke about the benefits of volunteering. He says it doesn’t require any particular level of expertise, but it is a great way to meet people and see what they need.
Mike announced he is retiring from climbing ladders, and also from the role of fixing security lamps, and will be contracting with an electrician for the task.
Architectural Control Committee — Jim Rozanski
The chair was vacant until the meeting.
One request did come in to install a doggy door. This will be investigated, as Sunland has a policy that all pets must be on leashes outside the home.
There was also a request to install a propane tank. The work was done before the request was received. This will be discussed with the owner.
Insurance Committee — Susan Hamman
Nothing to report. Echoing something Gerry noted earlier, Susan noted a case in Sunland North where a backed-up hose, blocked by ice buildup, resulted in $24,000 in damages.
Developed Landscape — Tom Steffen
Tom sent in a report, noting he had met with Eric Mahnerd, starting in mid-August, to discuss the Developed Landscaping needs, and records kept by the committee. Since the annual meeting, Tom:
- Contacted the primary businesses and agents Sunland North contracts with to assist with landscaping matters.
- Met personally on a weekly basis with the supervisor of our chief landscaping contractor.
- Purchased a 5’ x 8’ utility trailer to assist in the work of Developed Landscaping that he wishes to donate to the association. The Board will research this issue.
- Sent an email to owners regarding matters relating to irrigation, pruning, fall mowing challenges, leaves, and final application of fertilizer.
- Made five unit visits to discuss issues.
- Received emails from two owners who will be putting out Christmas lighting on bushes and have requested their units not receive pruning on specific bushes.
- Received business license and proof of liability insurance for a contractor employed by a unit owner to do custom landscaping.
If you have concerns or need assistance with landscaping issues, please contact Tom at landscaping@sunlandnorth.org.
Exterior Maintenance and Inspection — John Lewis
The chair was vacant until the meeting.
Mike Johnson reported that we finished completing moss treatment of units in most need of attention; the next level units will be addressed next year.
With respect to concrete, we are moving forward with repairs at about eight homes. Looking at repair needs of two patios.
Skylights are an area of some discussion. The association will repair around flashing if the skylights are leaking. CC&Rs indicate that they need not be repaired if they are discolored.
John Lewis agreed CC&Rs are somewhat ambiguous about repair if they are not leaking.
Natural Habitat — Sarah Miller
No report.
Communications and Outreach — Kathy Gross
Ellen Valway said she will contact new people as part of the welcome team.
Sunland Water District Update — Tom Hamman
Tom Hamman volunteered to serve as the Sunland Water District observer. Al Frank, our previous observer, is running for District Commissioner.
Homeowner Comment Period
If possible, please submit comments electronically, in advance.
Jann Hale encouraged everyone to attend the next SLOA meeting and represent Sunland North’s views on the deer committee report and recommendations.
Adjournment
Gerry adjourned the meeting at 3:36 p.m.