SUNLAND DIVISION 17 OWNERS ASSOCIATION
Annual Meeting and September meeting of the Board of Director
September 14, 2016 1:30 PM
Location: Ball Room, Sunland’s Club House
HOMEOWNER FORUM
There were 45 homeowners in attendance.
CALL TO ORDER
The annual meeting of the Sunland Division 17 Owners Association was called to order at 2:30 by Gene Ross, President of the Board.
ROLL CALL, QUORUM, AND APPROVAL OF AGENDA
The chair confirmed a quorum of the board was present: Tom Steffen (Secretary), Jim Jones (Treasurer), and Gene Ross (President), and Jim Hammond (Member-at-Large). MOTION: Tom Steffen moved that the agenda prepared for the annual meeting serve as its agenda. The motion was seconded by Jim Jones and approved.
REVIEW OF MEETING PROCEDUES
Gene Ross reviewed the purpose of the annual meeting and the role of owners as observers at annual and monthly meetings, as required by law and also as encouraged by the board itself. Depending on time available, the chair will acknowledge comments and questions.
REVIEW AND APPROVAL OF MINUTES
The minutes from the August 10, 2016 board meeting, distributed to board members in advance, were approved with no changes.
PROPOSED 2017 BUDGET AND PRESENTATION OF DRAFT AUGUST EXPENSE REPORT
Jim Jones commented on the 2017 proposed budget (mailed to owners in advance) and the draft August expense report (distributed at annual meeting). Total expenses for August – $56,483. Year to date total – $170,443, which is $10,451 less than the YTD budget primarily due to fewer maintenance expenses (filed with minutes).
INTRODUCTION OF 2015-16 DIRECTORS AND 2016-17 CANDIDATES
Gene thanked the current Board of Directors for its service and introduced the candidates who submitted their names for consideration for next year’s Board. He read from a statement of Jim Karr, concerning the hallmark of a volunteer Board of Directors.
BALLOT CASTING CONCLUDED AT 2:00 PM (announced by the chair)
NEW BUSINESS
1. Appointment of 2016-17 Election Inspectors – postponed.
2.2016 Reserve Study – Jim Jones distributed a document entitled “3-Minute Executive Summary,” which included (side two) a summary of factors pertaining the 2016 ReserveStudy (filed with minutes).
3. Scheduling Executive Sessions – Gene explained the purpose of executive sessions as contained in the governing documents. MOTION: Jim Jones moved that the newly-appointed board meet in a closed executive session, day and time to be determined at its organizational meeting. The motion was seconded by Jim Hammond and approved.
OLD BUSINESS
Approval of Rules and Regulations Amendment (Appendix A, Exterior Maintenance) MOTION: Jim Hammond moved approval of “Appendix A, Exterior Maintenance,” for inclusion in our governing documents. The motion was seconded by Jim Jones and approved
PRESIDENT’S REPORT
Gene concluded his report with a special thank you for John Meyer, Alan Estes, and Fritz Field for their volunteer labor in completing the split-rail fence project.
OFFICER, COMMITTEE, AND COORDINATOR 2015-16 SUMMARIES
1. Secretary – Tom Steffen reported that 18 units have been sold (since September 15, 2015), units built between 2001 and 2016. Four units are currently active and four currently under contract. Receipted expenditures for stamps, cards, labels, copies, and annual fee for The Gathering Place will be turned into the treasurers. A special thank you was extended to Susan Hamman, Cindy Rhodes, and Barbara Brooner, along with Jann Hale, Kay Hatler, and Tom Hamman, for the hours and effort given to insure a successful annual meeting (filed with minutes).
2. Treasurer – Jim Jones reported that we are now at 115 Units (with the closing of the sale of 81 Mount Baker Drive). He reported on the Financial Review and the recommendations submitted by Mr. Wolfe, a CPA. He had made a similar recommendation two years earlier, and the Board of Directors at that time decided that it wasn’t worth the extra cost and time. MOTION: Jim Jones moved the we continue our past practice (in keeping with the previous Board) to mail the annual invoices on December 15, in order to minimize the time we would be holding checks before depositing them in January, and to ignore Mr. Wolfe’s recommendation to have our Accountant make the year-end adjustments to our receivables, which would be reversed on January 1. The motion was seconded by Jim Hammond and approved.
3. 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.
4. Architecture Control Committee – Barbara Ross reported that it received 31 change requests, of which 29 were approved and two denied. Barbara has agreed to remain as chairperson.
5. Insurance Committee – Lindsay Busch reported that Div 17 is in the second of a three year cycle with CAU. We have added insurance coverage for volunteers and a $5 million general liability umbrella at minimal expense. No significant rate increase for 2017. Lindsay agreed to remain as Chairperson.
6. Developed Landscape – Valerie Holland concluded her report by agreeing to continue as Coordinator.
7. Exterior Maintenance & Inspection – Richard Helmenstine reported that this year’s exterior painting has been completed (five duplexes and two triplexes); one house on Mt. Baker has trim painting to complete. Moss control is an ongoing effort. Richard will not continue as Coordinator. Doug Hale has volunteered to serve on a team of volunteers (yet to be named) who will continue the work of management and inspection. Richard received a standing ovation for his years of dedicated service.
8. Welcome Committee – Barbara Gruner reported that 18 visits have been made this year. Barbara agreed to remain as Chairperson.
9. Website – Susan Hamman reported for Barbara Brooner and highlighted the various features of our website.
10. Newsletter – Susan Hamman will continue as our newsletter coordinator.
11. Sunland Water District – Gary Fortmann reported that bids on the new construction of the Water District building are forthcoming.
VOTING RESULTS
Gene read the results of this year’s elections:
Quorum Present: 45 present + 22 Absentee Attendance for Quorum = 67 in attendance CC&R Amendment – Approved 93/9
2017 Budget – Approved 95/6
Financial Records Review – Approved 97/6
Elected to the Board of Directors – Dave Walp, Jim Voorheis, and Gary Fortmann. Special thanks to Gerry Busch and Eileen Farley, this year’s election inspectors.
BOARD ACTIONS MOTION:
MOTION: Jim Jones moved approval of the election of three Directors: Dave Walp, Jim Voorheis, and Gary Fortmann. The motion was seconded by Jim Hammond and approved.
MOTION: Jim Jones moved approval of the owners’ vote to review the financial records and transactions. The motion was seconded by Tom Steffen and approved.
MOTION: Tom Steffen moved approval of the owners’ vote to amend the CC&Rs. The motion was seconded by Jim Hammond and approved.
HOMEOWNER FORUM
Announcements: Annual Holiday Party has been scheduled for December 8, 2016.
A Clallam County budget hearing (with implications for a possible round-a-bout at Woodcock and Sequim Dungeness Roads) will be scheduled for late September or early October. Details forthcoming.
ADJOURNED: The meeting was adjourned at 3:23 PM.
Prepared by
Tom Steffen, Secretary