Actions and Recurring Events Calendar

Sunland North Board and Committees

Updated May 2022

Overdue assessments reviewed by the treasurer (monthly) and follow-up actions initiated (per ByLaws, CC&Rs).
Overdue assessment notices are issued by the accountant (quarterly).
Owner and tenant lists and contact info updated and provided to the Board, and accountant (March, July, November).
Board and committee members provide documents to the association archivist for historical records (as actions occur).
SLOA notified of owner, tenant, and Board changes (as actions occur).
Date of CD renewal maturity and renewal checked monthly.
Financial reconciliation completed and signed monthly (accountant provides documents)
Web review (monthly).

Landscaping proposal and agreement submitted for Board review and adoption.
Mulching agreement reviewed and approved (every 3 years).
Unit painting contractor proposals submitted to Board for selection and units to be painted determined (roughly 8 buildings per year).
Board and committee members turn over files from the prior year to the archivist for safekeeping.

Determine the amount to be transferred from checking to reserve fund account total reserve contribution in approved budget.
Income tax forms prepared, and payment is submitted by the accountant.
Mulching begins.

Next year’s budget planning and development Initiated.
Annual CAU insurance premium review and renewal.
Update and submit via “registered agent” (bookkeeper) required non-profit annual report to Washington Secretary of State (due May 31).
Reserve study – discuss potential vendors and Cost; determine if a do-it-yourself or full on-site visit is needed; establish reserve study component listing and timeframes for replacement or repair of major items.
Semi-annual walk-through for Exterior Maintenance actions
Contact and schedule for independent financial review Initiated on prior-year accounts and records (review to be completed no later than July).

Submit reserve study application with check to Association Reserves (Bellevue).
Annual Meeting and Election date determined.
Post a new Certificate of Insurance on the website and notify homeowners of its availability.

Nominating Committee appointed for September Election.
Election forms, election timeline and process, and Annual Meeting documents reviewed and updated or created.
Prepare and submit items for July (third quarter) newsletter.

Biographies of candidates for Election completed and presented.
Election timeline and procedures and Annual Meeting agenda reviewed and approved by Board.
Notice of Annual Owner Meeting and Election packets mailed (14-60 day advance meeting notice required). Annual Meeting and Election documents include:
- voting forms,
- candidate biographies,
- financial review and reserve study overviews,
- proposed next year’s budget,
- governing documents revisions requiring owners approval,
- explanation of the difference between audit and financial review, etc.
Final coordination with meeting host regarding Election and Annual Meeting room and furniture configuration, AV support.
Election inspectors provided guidelines and tallying documents
Board transition begins: all Board members, Committee Chairs and Coordinators review the year’s work and prepare their files for required turnover and archiving; review and revise their job descriptions as necessary; assemble materials that will be helpful to the next person who takes that position, and begin preparing a year-end report to the membership to be presented as part of the September annual meeting.

Board and Committee chairs prepare year-end reports for Annual Meeting.
Election and Annual Meeting conducted; includes verbal presentation of annual financial report results and reserve study overview.
Voting results are announced and new Board members are recognized.
Budget (including associated Annual Assessment) presented to Board for adoption if ratified by Owners at Annual Meeting
At Annual Meeting, the date for Organizational Meeting is announced and owners notified (meeting to be held within seven days following the election).
Officers determined by new Board at Organizational Meeting
Committee members appointed or re-appointed; including Election Inspectors for next year’s annual meeting.
Board transition:
- Changes to financial accounts;
- BaseCamp subscribers updated;
- CAU Insurance notified of new officers;
- Website updated;
- SLOA notified of new officers;
- Documents, e-mail accounts, and electronic files transferred to new Board members and new Committee chairs;
- Divisions 11 and 7 Boards and Sunland View Estates Board notified [what is Sunland View Estates?];
- Bookkeeper notified of new officers;
- Bank account signees updated (President, Secretary, Treasurer).
- Smart Vault access updated for Treasurer.
Incoming Board members and Board members changing positions meet with predecessors for orientation to position requirements and ongoing actions.
Prepare and submit items for October (third quarter) newsletter.

New board reviews forms, letters, policies, and governing documents for concerns and potential changes.
Updated forms, letters, and policies are posted on the website.
Secretary updates contact list at Post Office for post office box.
Semi-annual walk-trough for Exterior Maintenance actions

Treasurer and Secretary Provide to Accountant for Annual Assessment Mailings: Updated Owner List, Adopted Budget Breakout by Cost Center, New FY Assessment Amounts; Division 17 Return Address Labels (Check to see if accountant needs pre-printed mailing labels with owners’ names)

Heavy Pruning of Common Area Plants Begins
Gathering Place Room Recurring Reservation Submitted on 1 Dec – Secretary
Treasurer Coordinates with Accountant – Annual Assessment Invoices Mailed no later than December 15.
Post Office Box Rental Payment Issued by Accountant
Prepare and submit items for January (first quarter) newsletter.

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