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 November are listed below.
- We are delighted to welcome Henry Ohrazda to our Ponderosa Maintenance Team. Henry and Ken Severance will maintain all our Ponderosa assets: Roads, water system, Clubhouse, swimming pool, grounds, equipment, and buildings. Henry has many years of experience operating large equipment, building roads, installing septic systems and water systems, maintenance and repair of heavy equipment, as well as construction skills. Henry has a CDL (Commercial Drivers License).
- Ken Severance has earned certification as a Water Distribution Manager (WDM) by the Department of Health. As such, he is designated by the DOH as the person responsible for our water quality. Congratulations!
- Every month, we send out a short email with current information such as new items on the website, reminders of social events, and other fun items. If you think you are on the PCC email list, but you are not receiving these emails, please let us know! We are working with Northwest Internet to solve this problem which a few members have experienced. Please send an email to firstname.lastname@example.org if you aren’t getting our emails.
- The Social Committee hosted a fun spaghetti feed on November 21st and decorated the Clubhouse for the holidays. It looks great!
- Responded to four homeowner complaints (two on snowplowing), and answered a number of questions, including the ballot and budget issues.
- Nancy and Bob Melson worked with the Buildings and Grounds Committee to select new lights in the Clubhouse. They were installed in early November and look great! Thanks to Bob and Nancy who managed the project and the electricians.
- Researched adding wireless internet and a phone line in the Clubhouse – installation is scheduled for early December. These will be extensions of our current utilities, so will not increase our monthly costs. There will be installation charges.
Riata Rainstorm Damage
- The developer is offering partial reimbursement of the costs we incurred to repair damage to Riata Road. The Board should receive a written offer in early December.
- Chelan County is considering putting a NOCA restriction on the property which would prevent building permits to be issued for 6-7 years.
Maintaining Water System, Roads, Pool and Facilities
- November was the month of broken water mains and leaking valves! We repaired one water main leak on Stirrup and two on Riata. We also repaired leaking water distribution valves on Saddle and at the corner of Colt & Stirrup.
- We had our first snow in November which required snowplowing. Since then, the snowfall has not been significant, but we are sanding the roads when they’re icy.
- The water pump failed in the backhoe. We replaced it.
- Began the annual service on all our equipment: backhoe, Ford F250 pickup, Yukon, and dump truck.
- Continued the work of cutting down and removing dead trees in the Greenbelts.
- Completed work on the lower Corral and Saddle project: adding ditches on either side of about 150’ of Corral where it intersects Saddle, grading that part of Corral, as well as Saddle, adding some culverts, and cleaning out existing ditches.
- Cleaned and maintained the Clubhouse and grounds on a weekly basis.
Water System Projects
- We are ready for the final inspection on the emergency water system pumping at the Booster Pump station. We are also ready for the final inspection of the propane installation at Well Field #1. The installation of the pumping equipment at well field #1 should be complete this winter.
- This month, we were required to conduct two water surveys for the project to increase the total number of “water service connections” assigned to the Ponderosa from 581 to 595.
- October financial reports were created and posted.
- Federal tax payment was made on-time.
- Created a new month-end report for the Treasurer.
- Reviewed the 2010 budget for the ballot.
- Analyzed and projected expenses for the remainder of 2009.
- At the Board’s direction, completed paperwork giving the Association Manager signature authority for writing checks.
- Researched and found that our insurance coverage replaces the need for Fidelity Bonds (as required in the Bylaws.) We are covered up to $500,000.
- Notified the Treasurer of two CD’s that are maturing in early December.
Past Due Homeowner’s Dues
- Contacted homeowners with past due accounts to arrange for payment.
- Recommended to the Board to file five liens on past due accounts.
- Recommended the Board increase to $500 the fee to past due accounts when a lien is filed.
- The Board is considering our options with one foreclosure.
Support to the Board of Directors
- Prepared for and participated in the November Board Meeting.
- Copied the ballots and mailed them to the membership on time per the bylaws.
- 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.
- For adherence to easement specifications – worked on one (1) issue.
- For title research/bylaws project
- Financial reports and issues
- On a weekly basis, reviewed issues and activities with the Director of Maintenance and Operations.