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 March are listed below.
- Responded to homeowners’ questions and comments about snowplowing, dead trees, water leaks, speeding, and malicious mischief.
- Chelcie is finishing the process of becoming a notary.
- Responded to homeowners’ requests to turn off/on Ponderosa water valves.
Buildings & Grounds Improvements
- We have new deck furniture for the clubhouse: a table for four, chairs, and a table umbrella. This will make it easier to eat outside while visiting the pool area.
- The clubhouse windows have been washed and look good for spring!
- Installed new kitchen cabinets in the caretaker’s house.
- NOTE: We’re making some changes to the Clubhouse parking area to prevent driving on our septic tanks and drainfield.
Maintaining Water System, Roads, Pool and Facilities
- Last spring, we had two Clubhouse septic tanks pumped, and then we had problems with the system throughout the summer. This month, we discovered the problem, and we think it’s fixed.
- Henry got the septic plans from the Chelan-Douglas Health District and we were surprised to learn there was a third septic tank: 1250 gallon capacity installed in 1985 which we weren’t aware of. There are a total of three tanks: a small transfer tank on the swimming pool level, and near the Clubhouse front door are a small septic tank and the 1250 gallon septic tank.
- We dug up the 1250 gallon tank – its lids were overgrown with tree roots and there were massive root balls in the tank. We had the tank pumped and roots removed. Going forward, every 2 years the tanks will be pumped.
- There is a possibility the drainfield is also overgrown with tree roots -- we’ll monitor the system this year. If we have problems, we may need to replace the drainfield in 2011.
- We also discovered the pump in the transfer tank is a sump pump rather than a septic tank pump. We will be requesting a capital expenditure on the May ballot to purchase the right pump.
- Swept the roads, removing the winter sand. We were able complete the work in 50% less time than last year, which will save us money on rental fees for the sweeper.
- Ken and Henry attended a DOH sponsored water training conference in Wenatchee. They learned the latest techniques and best practices. As a result, we are improving our water system processes in the areas of documentation, operations, and planning.
- With winter over, we removed the studded tires, plows, and sanders from our vehicles and prepared them for summer use.
- Removed six dead trees in the Pinto right-of-way.
- We’re considering installing removable speed bumps. These would probably be funded from the Capital Reserve Fund, and therefore would be an issue on the May ballot.
- We’re investigating making safety improvements to the shop such as better lighting, sheetrock, and adding a bathroom. These would be funded from the Capital Reserve Fund, and will be on the May ballot.
- This spring, we will be working on our gravel roads, and will grade them as needed.
Riata Rainstorm Damage
- The developer and the Ponderosa Board have reached an agreement. The developer will be reimbursing the Ponderosa $5602 of the $8403 costs we incurred repairing the road. We will receive payment in April.
Water System Projects
- Worked continued with Bill Schmidt on the emergency pumping system.
- This month, we conducted one water survey for the project to increase the total number of “water service connections” assigned to the Ponderosa from 581 to 595.
Financial Reporting & Management
- Completed and posted the February 2010 financial reports.
- Completed federal tax payment.
- Completed transfers from the M&O account to the Water Capital accounts, as required by the Bylaws and Operating Procedures.
- Thanks to all who have made payments!
- The Board approved the Water Shut Off policy for properties with delinquent accounts. The policy was reviewed by our attorney and takes effect on April 20. This complete policy is in the April Needler.
- Mailed approximately 50 past due statements, with the Water Shut Off Policy, to homeowners who have not paid the 2010 dues.
- The Board is considering our options with one foreclosure.
Support to the Board of Directors and Committees
- Prepared an agreement for the Ponderosa to extend the lease for Fire District #4 and reviewed the agreement with a Fire Commissioner.
- Provided information for and attended Watershed Committee meeting.
- Continued the process of reviewing old files in the office and discarding unneeded documentation.
- Provided documentation and information to the board, as needed:
- Preparation for May ballot issues
- For real estate issues – worked on three (3) issues.
- Financial reports and issues.
- On a weekly basis, review status with Director of Operations.