SUNLAND DIVISION 17 OWNERS ASSOCIATION
Annual Meeting
Monday, September 14, 2015 2:15 PM
Location: Sunland Golf and Country Club, Poolside Room
**Approved**
Homeowner Forum: Per established Board procedure, the meeting began with an open Homeowners Forum. Two people spoke; 56 people were in attendance.
Call to Order: The Annual Meeting of the Sunland Division 17 Owners Association Board of Directors was called to order at 2:30 PM by President Susan Hamman.
Roll Call and Quorum: The chair confirmed a quorum with five members present: Susan Hamman, President; Judy Field, Secretary; Terry Main, Treasurer; David Jelin, Member at Large One; Tom Steffen, Member at Large Two.
MOTION: Judy Field moved to approve the Agenda as presented. The motion was seconded and approved.
1. Introduction of 2014-2015 Board members and 2015-2016 Board candidates: the 2014-2015 Board members are listed above. Susan Hamman, Judy Field, and David Jelin have completed their terms and are going off the Board. The 2015 Board candidates are: Richard Edes, Jill Hummel and Jim Jones. Newly elected Board members will join Tom Steffen and Terry Main, who each have one year remaining of their terms.
2. The purpose of the Annual meeting is to:
A. Satisfy the general requirement for an annual meeting in September, as set forth in Division 17 Bylaws
B. Review and approve the minutes from the August 2015 Board meeting
C. Elect three (3) directors to the Board
D. Approve a budget for calendar year 2016
E. Vote for a full financial audit or a financial review of the Association’s accounts
F. Appoint two (2) inspectors of elections for 2016
G. Conduct any other business that may properly be addressed at the meeting
Susan Hamman announced that the deadline for casting ballot will be at 3:00 PM.
Review and Approval of minutes: The draft minutes from the August 2015 meeting had been distributed earlier.
MOTION: Terry Main moved to approve the minutes as presented. The motion was seconded and approved.
New Business:
- Jerry Busch and Eileen Farley have agreed to serve as election inspectors for 2015-2016.
MOTION: David Jelin moved to approve the selection of Jerry Busch and Eileen Farley as election inspectors for 2015-2016. The motion was seconded and approved.
2. Financial review: Treasurer Terry Main announced that the financial review of the Association’s accounts had been completed by Duane Wolfe, CPA. He offered no corrections.
3. Reserve Study: Terry Main reported that we had raised our reserve contribution from 11% to 17% this year. Currently, there is no plan in place to raise our contribution a certain percentage each year, but Terry stated that creating such a plan is something the next Board might consider.
4. 2016 Budget: There is no assessment increase in the 2016 budget but it is probable that assessments will increase next year. Terry recommends that we continue to explore ways to cut our operating expenses.President’s Report:
1. Community Volunteers 2015-2016: Here is the list of volunteer committees, coordinators and liaisons for the 2015-2016 Board year:
A. Architecture Control Committee: Barbara Ross, Chair; members are Cindy Rhodes and Gerry Busch
B. Exterior Maintenance Committee: Richard Helmenstine, Coordinator; members are Jim Follis and Terry Hummel
C. Grievance Committee: As yet unnamed Board member is chair; members are Judy Field and Gary Fortman
D. Inspectors of Elections 2016: Eileen Farley and Gerry Busch are co-chairs
E. Insurance Review Committee: Lindsay Busch, chair; members are Susan Hamman and Karen Rosenberger
F. Landscaping Services Committee: Valerie Holland, Liaison; assistants yet to be named
G. Newsletter: Renee Jones, Coordinator
H. Nominating Committee: N/A until June 2016
I. Open Space/Meadow: Tom Steffen, Coordinator; members are John Meyer, Tom Hamman, Susan Hamman, and Gerry Busch
J. Water Board Liaison: Gary Fortman
MOTION: Judy Field moved to add these names to the Association’s Records. The motion was seconded and approved.
2. 2014-2015 Review: Susan thanked the volunteers from this year and those who have stepped forward for next year. They save our Association untold costs that we would otherwise have to pay for those services. We are still a young Association, just now entering our fourth year. We have many issues before us, but as we continue to work together, our Association only grows stronger.
Officer, Committee and Coordinator Reports:
1. Secretary: Judy Field reported that looking back to August 5, 2014, we have had eighteen (18) units sell through August of 2015; currently, three (3) units are under contract and 10 are rental properties.
2. Treasurer: Terry Main announced that we are approximately $6,000 over budget, due to adding all the water setters to the operating budget, and concrete repair work on 2 properties. However, we have saved $2,000 in mowing costs and lowered fees for our accountant which together almost offset the expenses.
MOTION: David Jelin moved to accept the budget as presented by our Treasurer. It was seconded and approved.
3. Board Member at Large # One: David Jelin reported on the Sunland Water District. The sewage pond’s 30 year accumulation was safely removed, the one pond replaced by two smaller ponds. All the Division 17’s new water meters have been installed; meters paid for out of excessive reserves. The residential base consumption rate has yet to be determined. Billing by consumption is
currently not required by the State. If so required, the SWD will set the rates and it is unlikely the current residential costs will decrease.
3:00 PM. Susan announced that balloting is closed.
4. Board Member at Large # Two: Tom Steffen thanked Tim and Barbara Paschal for their devotion to the parcels of land which surround us. The work unique to the time period August to November includes targeting the thistles with bleach spray and a report to Cathy Lucero, a member of the Clallam County Noxious Weed Control Board.
5. Architecture (Exterior Changes) Committee: Cindy Meek reported that a total of ten (10) items were approved this year.
6. Insurance Committee: Chair Lindsay Busch reported that Susan Stead, a principal with Parker, Smith and Feek, Insurance Brokers, reviewed our CC&R’s and Bylaws, and validated our choice of CAU as our insurance carrier for this year.
7. Developed Landscape Committee: Eldon Dennis submitted a written report, with the highlights noted below:
A. Shrubs adjacent to buildings were given aggressive pruning this year to get them away from building surfaces.
B. A considerable number of pop up sprinklers were replaced this year and three different irrigation computers failed and had to be replaced.
C. A total of fourteen (14) trees were removed within the Division because they were either planted too close to a building or they were planted too close together and dying.
D. Our drought and warm weather made lawn care a challenge.
E. We reached an agreement with Estes Builders about the type, location and density of plants at newly constructed units. In addition, they have agreed t provide an “as built” diagram and photos of newly installed irrigation systems.
F. Exterior Maintenance Committee: Richard Helmenstine provided a summary of the work done since the last annual meeting in September, 2014:
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- 8 buildings (16 units) were completely repainted
- 2 building (4 units) had exterior trim painted..1 building (3 units) still scheduled
- 211 work orders were completed; 30 remain as work in progress
- 15 buildings scheduled for moss treatment
- 1 patio replacement
- extensive investigation to determine where water in garage was coming from
- installed 5 traffic signs in Division 17
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G. Newsletter: Renee Jones recommended that the next newsletter be sent in November instead of October because of the new Board members
H. Welcoming Committee: Barbara Gruner reported that 13 visits were made this year
I. Website: Barbara Bruner (webmaster) reminded those attending that all the pertinent information about our Division can be found on our website (sunlandnorthownersassociation.com). She asked for suggestions and/or feedback from users.
The voting results are as follows: the newly elected Board members are Richard Edes, Jill Hummel and Jim Jones.
The Division 17 HOA members approved the proposed 2016 Budget as presented: 61 Yes/4 No. (Note: This vote total satisfies the quorum for the annual meeting which requires having at least 34% of the total voting power represented, i.e. at least 48 votes out of 139.)
The Division 17 HOA members voted in favor of a financial review (62 votes) rather than an audit (2 votes).
Board Actions:
Because the next two items were passed by the voters, action was taken to formally adopt them:
MOTION: David Jelin moved to adopt the 2016 Budget. The motion was seconded and approved.
MOTION: Judy Field moved to adopt a financial review of the Association’s accounts. The motion was seconded and approved.
Final Homeowner Question and Answer Session: two (2) people spoke.
New Board Organizational Meeting will be held on Tuesday, September 15, 2015 at 10:00 AM in the upstairs room at the Gathering Place. This is open for any resident to attend.
Adjournment:
MOTION: Judy Field moved to adjourn the meeting. It was seconded and approved.
The meeting adjourned at 3:47 PM.
Respectfully submitted,
Judy Field, Secretary