Video of kudos submitted by Sunland North owners, shown at the 2022 annual member meeting. With the exception of one short clip, there is no sound. If you click on the link that says “Watch on YouTube,” you can see a much larger version of the video.
Each slide lasts 10 seconds. Individuals mentioned: Alan Morris, Barbara Brooner, Barbara Ross, Barry Burns, Betty Gwaltney, Carol Paine, Dave Welp, Dean Daugherty, Dick Helmenstine, Division 17 Board Members, Doug Hale, Eldon Dennis, Eric Mahnerd, Fritz Field, George Bannon, Gerry Hatler, Ilse Long, Jan Dennis, Jay Daugherty, John Mayer, Kathleen Charters, Kathy Gross, Kathy Mahnerd, Kjell Stoknes, Lawrence Charters, Michael Bresnahan, Michael Paine, Mike Johnson, Neighbors who pitched in (to battle escallonia), Neighbors who put up holiday lights, Patti Paul, Susan Daugherty, Susan Hamman, Terry Grier, Tom Hamman, Tom Steffen, Valarie Fratus, Valarie Grier.
PDF version of the slideshow (not including one video clip) 3.8 megabytes
2022 Sunland Division 17 Annual Member Meeting Minutes
September 14, 2022
The meeting was held at the Sunland Golf Club Ballroom, 109 Hilltop Drive, Sequim, WA
Homeowner Forum
The time is divided among those signed up to speak There were no speakers.
Call to Order
President Gerry Hatler called the meeting to order at 3 p.m.
Verification of Quorum
Secretary Lawrence Charters stated the Election Inspectors reported the quorum requirements for the annual meeting were met; 85 owners registered via mail or in person.
Purpose of the meeting
Gerry stated the purpose of the annual meeting is to give members an opportunity to bring up issues not addressed by other means, to elect new Board members, to ratify the budget, and meet other statutory requirements.
Approval of Agenda
The agenda was approved.
Approval of August 10, 2022, meeting minutes
The minutes were approved as submitted.
Old Business
Reserve Study Results.
Division 17’s reserve study for 2023 was completed and returned to the association. The study purpose is to project capital expenditures over the next 30 years. The study then looks at risks, expenses, and other factors, and evaluates how well the association reserves can meet the expected demands. To be fully funded, Division 17’s reserve should be $2.8 million; the reserve currently is roughly $600 thousand. Members expressed concerns about underfunding in light of inflation, concerns about stretching painting schedule too far, concern about labor shortages delaying painting and maintenance.
Financial Review Results
All of the data for the financial review was submitted some time ago, and was due in June. Division 17 has still not received the results, but verbally we have been told we are properly following accounting practices. A member asked when the association last had a full audit; to the best of our knowledge, Division 17 has not had a full audit.
New Business
New Items
There were no new items beyond Annual Meeting activities
Introduction of 2021-2022 Directors and 2022-2024 candidates
Gerry introduced the current Board members and their duties. Candidates for election were introduced; Warren Husman was not present.
Officer, Committee, and Coordinator Reports
President’s Report — Gerry Hatler
Gerry thanked Board members for their attention to their duties. He mentioned problems caused by contractor labor shortages, inflation, and materials shortages. Mike Johnson is leaving the Board. Thanked Tom Steffan. Thanked other committee chairs.
Gerry noted that we continue to have a higher than average turnover in ownerships, and with such turnover, we have a corresponding need for new volunteers, particularly for help with exterior maintenance and landscaping. He also asked if anyone with web experience would like to serve as a backup webmaster for the association.
Among the 2022 accomplishments and events: a tree survey was completed, complete with maps of identified problem trees and recommendations for care or removal. Gerry noted the association had an insurance claim as a result of damage caused by a tree during a windstorm. The association also has a new contractor for landscaping maintenance. The Sunland North sign at the Woodcock entrance was replaced after damage (the old sign disintegrated). The new sign is a good front face for the community.
Gerry cited as one accomplishment the move of association reserve accounts to certificates of deposit, instead of money market accounts. It took months of work to find CDs that offered a high enough rate of return to lessen problems brought about by inflation.
Getting labor for projects was a challenge, as the labor market has changed significantly. People are not seeking jobs at the low end of the pay scale, or not looking for the type of work that is readily available.
One new problem: the state of Washington wants every irrigation system to test all its backflow preventers annually. The state has never checked to see if such tests were done, and because of the number of backflow preventers and the cost of inspection, Sunland North has never had the devices tested. The state has become more insistent, and such testing is not currently budgeted. Sunland North is currently mapping the irrigation system in preparation for future testing.
Secretary — Lawrence Charters
Lawrence requested his report be moved to the end of the agenda.
Treasurer — Betty Gwaltney
Betty expressed appreciation for owners promptly paying their assessments. There are no delinquencies.
Monthly Expense Report: The Preliminary August 2022 monthly expense report shows our total operating expenses for the month were $ 22,693 which brings our total year to date operating expenses to $247,857. This is $11,860 under budget year-to-date.
Total Funds on hand:
Operating Accounts $ 168,669
Reserve Accounts $ 617,768
TOTAL $ 786,437
Certificates of Deposit – Betty proposed moving $125,000 from First Fed Spruce Money Market account to Kitsap Credit Union in Port Townsend to purchase a 17-month CD @ 2.25% APY. Members asked questions about better yield through other financial institutions, within the constraints of our legal limitations as a non-profit association. Motion passed.
Members had questions about the under budget figure. The under budget figure is fairly high in part due to inability to find a painting contractor for annual exterior painting.
Vice President — Shirley Legg
No report.
Board Member at Large — Michael Johnson
Mike called this an “interesting year;” at one time Mike was chair of two major committees plus serving as the Board member-at-large. He noted that Sunland North has about a dozen companies that we work with in the area; many of the companies are now charging much higher prices for costs than in the past. Roofing, gutter maintenance, moss treatment, landscaping, concrete work, etc., all cost more than in past years.
Mike mentioned the important volunteer help that has helped decrease some expenses during the year. He mentioned in particular the work on the perimeter split-rail fencing, outside security lighting, privacy fencing maintenance.
Architectural Control Committee — Eric Mahnerd
Eric reviewed what ACC does, and how ACC reviews and approves changes. Eric mentioned that the ACC is thinking about changes to the review process for privacy fences and patio changes.
Eric also asked for volunteers to help maintain the area around the front entrance.
Insurance Review — Susan Hamman
2021 – 2022 saw one insurance claim on Division 17’s policy after a tree in its greenspace fell and totaled a trailer in the adjacent Sunland RV parking lot. Community Association Underwriters (CAU) paid the claim.
The Sunland Division 17 Owners Association Insurance policy with CAU was renewed for the time period May 1, 2022 – April 30, 2023. You may access a copy of the Certificate of Insurance for your files on the Division 17 website at:
https://sunlandnorthownersassociation.com/ownerinfo/insurance/
If you need your unit-specific certificate, complete the CAU online request form at www.cauinsure.com/certrequest . This provides all of the information CAU’s certificate department needs to create and send the certificate to you.
The units are insured at guaranteed replacement cost, with a $5000 deductible per incident.
There is a two-page fact sheet which summarizes both information concerning the association’s master policy and the type of insurance that a unit owner will need to purchase on their own for personal property, additional living expenses should your unit be uninhabitable, and personal liability.
Earthquake and flood insurance are not covered under the Division 17 master insurance policy.
If you have any questions regarding this insurance or claims, please send an email to information@sunlandnorth.org.
Developed Landscape Coordinator — Tom Steffen
Tom thanked members for his opportunity to serve.
Tom completed his first year as Landscape Coordinator, and stated he enjoyed working with others to care for our plants, lawns, trees and irrigation systems.
With the retirement of Geoff and Terra Parsinen, the Board of Directors in May signed a contract with Paul West, who operates under the name “Cutting Edge Landscaping.” Tom enjoyed getting to know Paul, and was particularly grateful that Jake Parsinen was designated the lead crew member for Division 17.
Tom reported the following:
- Plant and tree removal
- Over fifty plants/bushes were removed (diseased, dead, or unwanted).
- Ten trees were cut down or transplanted (danger to buildings).
- Five stumps were removed.
- Demolition and Renewal Project
Cutting Edge removed diseased and destructive plants/bushes and one tree on the front side of a building on Blakely Blvd. A group of volunteers planted new bushes and applied mulch.
- Irrigation
- Over forty sprinkler heads were replaced by volunteers.
- Sanford Irrigation made seven visits to address more difficult issues.
- Control centers/boxes are adjusted on a weekly basis (for a number of reasons).
- Damaged Escallonia Hedges
- All 26 locations of damaged hedges have been pruned by volunteers.
- Summer Pruning is approximately 75 % completed.
- The accidental killing of various areas of our lawns will be repaired and reseeded beginning in October.
- Lavender pruning will start today.
Tom expressed his appreciation of the support he has received from the Board of Directors.
Exterior Maintenance Coordinator — Michael Johnson
Mike’s report was part of his Member-at-Large report, shown above.
Natural Habitat — Sarah Miller
Natural habitat is a cyclical job. Mowing, watering border plants, eradication of poison hemlock, gathering debris and hauling it off, all are cyclical chores. Sarah appreciates all the volunteers to help out. Walkers taking bags to pick up litter and other volunteers do their part to make things better.
New trees planted by county should be coming in October.
Communications and Outreach — Lawrence Charters
Lawrence noted that he will be moving the website to a different hosting provider this fall, and if he does it right, you shouldn’t even notice. He also stressed the importance of being on the electronic mail mailing list, as it saves the association thousands of dollars every year over postal mail.
2022 Sunland North Kudos
(Note: these awards were unofficial, and not supported with HOA fees or resources)
Lawrence put up a web survey this summer where HOA members could submit the names of neighbors who had made exceptional contributions to Sunland North during the year. Nominations were received for:
Alan Morris, Barbara Brooner, Barbara Ross, Barry Burns, Betty Gwaltney, Carol Paine, Dave Welp, Dean Daugherty, Dick Helmenstine, Division 17 Board Members, Doug Hale, Eldon Dennis, Eric Mahnerd, Fritz Field, George Bannon, Gerry Hatler, Ilse Long, Jan Dennis, Jay Daugherty, John Meyer, Kathleen Charters, Kathy Gross, Kathy Mahnerd, Kjell Stoknes, Lawrence Charters, Michael Bresnahan, Michael Paine, Mike Johnson, Neighbors who pitched in (to battle escallonia), Neighbors who put up holiday lights, Patti Paul, Susan Daugherty, Susan Hamman, Terry Grier, Tom Hamman, Tom Steffen, Valarie Fratus, and Valarie Grier.
You can see the specific nominations in the video at the start of these minutes.
Lawrence then awarded a custom-designed lapel pin (because so many of our neighbors wear suits with lapels) to the following:
- Gerry Hatler – President, first responder in times of chaos
- Shirley Legg – Vice President, wrangler of the tree survey
- Betty Gwaltney — Treasurer, finances guardian, receipts and bills puzzle solver
- Tom Steffen, hero landscaping coordinator (Tom also got the most nominations)
- Michael Johnson, hero emergency problem solver (Mike came in second for nominations)
- Susan Hamman, insurance coordinator, association archivist, advisor, leader of the dog mafia, wildlife photographer
- Barbara Brooner, proofreader, idea generator, corporate memory, photographer
- Kathy Gross, newsletter editor, reader of information@sunlandnorth.org, problem triage specialist
- Eric and Kathy Mahnerd, for maintaining the Woodcock Road entrance flowers and bushes, and rehabilitating the Sunland North sign, as well as lots of other volunteer work.
Voting Results
Number in attendance, either in person or via quorum form: 87 (47 required)
2023 Budget: 88 accept, 3 reject (automatically ratified unless rejected by 51% of membership)
Financial Records Review or Audit: Records Review: 89; Full financial audit: 9
Candidates for Board of Directors (require 51% of votes cast)
Warren Husman: 92
Betty Gwaltney: 95
Lawrence Charters: 94
Write in: 0
Board Actions
Adoption of 2023 Budget (if passed by owners)
The Board unanimously approved adoption of the budget.
Adoption of Financial Review or Audit
The Board unanimously approved a Financial Review for next year.
Homeowner Forum
Several members asked: do we want to replace lavender, when lavender plants die? It is very maintenance intensive.
The Board decided a couple years ago that if lavender needs to be replaced, it will not be replaced with lavender.
Eric Mahnerd strongly encouraged everyone not to climb ladders, and not put up their own holiday lights. This was endorsed by several others.
Question about what the HOA will do with respect to earthquakes and tsunamis? The HOA does not address this, as the insurance is prohibitive.
A member suggested the Board look at what other plants (beyond lavender) might pose exceptional maintenance burdens.
Adjournment
Meeting adjourned at 4:36.
New Board Organizational Meeting
The outgoing 2021-2022 Board met with members of the incoming 2022-2023 Board on September 21. Mike Johnson and Warren Husman were not present. Board President Hatler met with Husman after the meeting and briefed him on the Board assignments.
The Board elected officers from among their members:
- Gerry Hatler was continued as President.
- Lawrence Charters assumed the position of Vice President. He will serve as Board liaison for the Developed Landscaping Committee and Natural Habitat Committee, and chair of the Grievance Committee. He will continue the additional duties as manager of the sunlandnorth.org communications accounts and the sunlandnorthownersassociation.com website.
- Shirley Legg assumed the position of Secretary. She will also serve as the Board liaison for the Communication and Outreach Committee.
- Betty Gwaltney was continued as Treasurer. She will also serve as the Board liaison for the Insurance Committee.
- Warren Husman was elected as Member-At-Large. He will also serve as the Board liaison for the Unit Exterior Maintenance Committee and the Architectural Control Committee.
These positions will be reviewed and receive a formal vote by the Board at the next scheduled Board meeting on Wednesday, October 12.