Current Board Minutes
Ponderosa Community Club Association Manager Report
by Mary Cox
Your suggestions and ideas for improvement are welcome – please call or email me. Our major activities for January are listed below.
- Responded to homeowners’ questions and comments about snowplowing, sledding, trespassing, and a range of other issues.
- The Social Committee sponsored a lunch event on January 9th – the schedule of other events can be found on our website.
- The Greenbelt Committee met and discussed plans for 2010. See The Needler for details and next meeting date.
- Implemented the new process for The Needler distribution.
- · Homeowners who are on our email distribution list will be notified when The Needler is available online and will not be sent paper copies.
- If you want to receive a paper copy of The Needler, please notify us and we will send you a copy of the current issue, as well as add you to the “paper” distribution list for future issues.
- Thanks to the Buildings & Grounds Committee members Nancy and Bob Melson who selected new blinds for the Clubhouse – they look very nice and will provide shade from the afternoon sun.
- The Committee also replaced the range in the Clubhouse. The oven in the old range was malfunctioning and it wasn’t worth the cost to repair.
- Installed ceiling trim to cover the transition between the sheetrock walls and wood ceiling.
Maintaining Water System, Roads, Pool and Facilities
- Our main activity in winter is snowplowing and sanding. Fyi: our snowplowing policy is on the website at http://www.ponderosacommunityclub.org/rulespolicies/snowplowingpolicy.htm
- Repaired (welded) two major cracks in the big snowplow.
- Fabricated (welded) two new support points on the small snowplow because the originals were failing.
- Repaired two bed sander problems with the shaft and the clutch.
- Repaired the dump truck which had numerous problems with wiring, lights, and the mirrors.
- Repaired tire chains on the dump truck.
- Reviewed the water seepage on Bridle. This is from a spring rather than a water leak. When the snow melts and conditions allow, we’ll make changes to contain the runoff and route it into a ditch.
- The new F350 pickup had a design flaw in the air intake system which caused the air filter to fill with snow. A new design was implemented under warranty.
- Repaired the yard lighting in the shop/sand shed area.
- Began work on replacing the kitchen cabinets in the Caretaker house which was approved by the members in December.
- Cleaned and maintained the Clubhouse on a weekly basis.
- Inspected and recharged the fire extinguishers in all buildings.
Riata Rainstorm Damage
- The developer has offered partial reimbursement of the costs we incurred to repair damage to Riata Road. The Board has reviewed and we are in further discussion with the developer.
Water System Projects
- Purchased a GPS and began recording locations of our water valves and hydrants. This will help us find the valves when they’re covered with snow. The GPS is a tool we can use for future water upgrades, as well.
- This month, we conducted one water surveys for the project to increase the total number of “water service connections” assigned to the Ponderosa from 581 to 595.
- Finalized the 2009 accounts and posted year-end financial reports.
- Completed all year-end tax reports, including 1099’s & W-2’s.
- Completed quarterly payroll reports and made federal tax payment.
- At the direction of the Board, created a separate account at Cashmere Valley Bank for the M&O Reserve Fund. This fund is 10% of the M&O Budget ($35,859 for 2010.)
- Arranged for our annual Financial Review with LeMaster Daniels. They will have the review complete before the Annual Member’s Meeting in May.
- Spoke with the Chelan County Treasurer again about 25701 Bridle. This lot is owned by Chelan County. The Treasurer said he will auction it by March 12.
- Mailed the invoices for 2010 homeowner’s dues. Payments for the first half are due on February 15th.
- Contacted homeowners with past due accounts to arrange for payment.
- At the direction of the Board, filed five liens on past due accounts, including the $500 lien fee approved by the Board.
- The Board is considering our options with one foreclosure.
Support to the Board of Directors
- Provided input to the Bylaws Review Committee.
- Worked with the Board Secretary to complete the Annual Report to the Washington Secretary of State.
- Continued the process of reviewing old files in the office and discarding unneeded documentation.
- Provided documentation and information to the board, as needed:
- For real estate issues – worked on one (1) issue.
- Financial reports and issues
- On a weekly basis, reviewed issues and activities with the Director of Maintenance and Operations.