Sunland North Board and Committees
Updated May 2022
Routine recurring administrative actions:
- 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 is notified of owner, tenant, and Board changes (as actions occur).
- Date of certificate of deposit renewal maturity is checked monthly.
- Financial reconciliation completed and signed monthly (accountant provides documents)
- Web review (monthly).
January
- Landscaping proposal and agreement submitted for Board review and adoption.
- Mulching agreement reviewed and approved (every 3 years).
- Unit painting contractor proposals are submitted to the Board for selection, and units to be painted are determined (roughly 8 buildings per year).
- Board and committee members turn over files from the prior year to the archivist for safekeeping.
February
- Determine the amount to be transferred from the checking to the reserve fund account total reserve contribution in the approved budget.
- Income tax forms are prepared, and the payment is submitted by the accountant.
- Mulching begins.
March
- Annual Base Camp (project management software) agreement renewed.
- Room reserved for Annual Owners Meeting – deposit may be required.
- Property tax payment issued by the accountant.
- Input for the annual reserve study.
- Prepare and submit items for the April (second quarter) newsletter.
April
- 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 audit initiated on prior-year accounts and records (review to be completed no later than August).
May
- Submit a reserve study application with a 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.
June
- Nominating Committee appointed for October Election.
- Election forms, election timeline and process, and Annual Meeting documents reviewed and updated or created.
- Prepare and submit items for the July (third quarter) newsletter.
July
- Election timeline and procedures, and Annual Meeting agenda reviewed and approved by the Board.
- Election forms, election timeline and process, and Annual Meeting documents reviewed and updated or created.
August
- Biographies of candidates for the Election should be completed and presented.
- Election forms and documents submitted for Board review and approval.
- The proposed annual budget is presented to the Board for review and approval.
- Annual independent financial audit results are presented to the Board.
- Reserve study results presented to the 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 audit and reserve study overviews,
- proposed next year’s budget,
- governing documents revisions requiring owners’ approval,
September
- Final coordination with the meeting host regarding the 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 October annual meeting.
- Prepare and submit items for the October (third quarter) newsletter.
October
- Board and Committee chairs prepare year-end reports for the 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 the Annual Meeting, the date for the Organizational Meeting is announced and owners notified (meeting to be held within seven days following the election).
- Officers determined by the new Board at the 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;
- Email sent out to all members notifying them of the composition of the current Board.
- 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 the Sunland View Estates Board are notified
- 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 their predecessors for an orientation to the position requirements and ongoing actions.
- The 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 the contact list at the Post Office for the post office box.
- Semi-annual walk-through for Exterior Maintenance actions
November
- Treasurer and Secretary provide updated owner list, adopted budget breakdown by cost center, new fiscal year assessment amounts, and Division 17 return address labels to the accountant for annual assessment mailings.
December
- Heavy pruning of common area plants begins
- Gathering Place room recurring reservation submitted to SLOA by December 1 by the Secretary
- Treasurer coordinates with accountant – Annual Assessment invoices mailed no later than December 15.
- Post Office Box rental payment issued by the Accountant
- Prepare and submit items for the January (first quarter) newsletter.