Ponderosa Community Club Association Manager Report
by Mary Cox
We welcome your suggestions and ideas for improvements. Our major activities for March are listed below.
- Responded to homeowner’s calls, emails, and office visits regarding water leaks, snowplowing & sanding, greenbelt questions, annual dues, clubhouse rentals, and the snow/weather conditions.
- Chelcie, our office manager, is a notary and can notarize documents at no charge. Please call the office (509) 763-0320 for an appointment.
- Please remember to notify us if you change your contact information: address, email address, or phone. Thanks!
- March was an interesting weather month! At the very end of February, we received about 18” of snow, and then in continued to snow for almost 2 weeks. It seemed like it was almost Spring, and then we were thrown back into the middle of winter! We were busy snowplowing and sanding the roads. Then, it warmed up and started raining. The last 2 weeks of March we had two severe rainstorms which produced significant runoff, but we avoided any major road damage. The snow is melting fast – mostly just snowpiles along the edges of the roads.
- In April, we’ll sweep the roads.
- Made repairs to equipment:
- Completed a computer upgrade and minor repair to the clutch, both under warranty.
- Repairs made to the F350 snowplow.
- A propane delivery truck got stuck in a driveway on Colt Road. During the towing out process, Colt Road was damaged. The road will be repaired when temperatures allow (probably June) at the propane company’s expense.
- Ken attended the annual technical water operator’s conference to learn about the latest DOH requirements, tools, and products. This fulfills the DOH continuing education requirement.
- Thank you to the members who notified us of a water leak on Appaloosa and one on Saddle! We shut off the water and notified the homeowner on Appaloosa. We repaired the water distribution valve on Saddle.
- We shut off the water briefly on Camp 12 Road for a water leak.
- We shut off the water on lower Saddle to resolve a water issue.
- Water Mains Replacement Project.
- The three main reasons for this project are as follows:
- We need larger mains to provide adequate fire flow for the Fire Department.
- The Dept of Health now requires water service meters to be installed on each service by January, 2017.
- We need to reduce the amount of water wasted due to water main leaks. Ken and Bill conducted tests in October to try and determine the amount of water leakage from our water mains. The exact amount cannot be determined, however they estimate 23% of our total water usage in 2010 was due to water main leaks. This amounts to 5.4 million gallons per year. This water system was originally installed in the 1960’s. We repair leaks whenever we find them, but many show no signs because they are buried deep underground.
- We are awaiting approval of Bill Schmidt’s overall design and Project Report from the Department of Health.
- Bill continues work on the detailed design engineering. When complete, this will be submitted to DOH for review and approval.
- Copies of the report and maps are available in the office for members to review.
- By June 1, we will be notified by DOH if our loan application for State DWSRF funds (1.5% interest) was approved.
- We have begun work to obtain easements, as needed. The original utility easements expired when the covenants expired in the 1980’s.
- My water project update to the Board.
- Conduct weekly review of water system.
- Conduct monthly water quality tests and report results to DOH.
Buildings & Grounds
- Thanks to Lois Pendleton (Pendleton Design) who has donated her time to design and help implement a solution for the Clubhouse parking lot area that is blocked off to protect the Clubhouse septic drain field. Planning began in March and we hope to finish in April.
- Thanks to Gina and Dean Wilkins who donated a kitchen sink to the Clubhouse. We installed the sink and a new faucet, as the old faucet was leaking.
- Cleaned and prepared the clubhouse for the various social groups and rentals.
- Made minor roof repairs to the Caretaker’s House and to the shop.
Financial Reporting and Management
- Chelcie assembled and prepared all of the information needed by our accounting firm, Larson Allen, for their preparation of our income tax return and financial review. The financial review will be complete by the May Members’ Meeting.
- Completed & posted February financial reports.
- Made federal tax payments and transferred funds to specific accounts as the Bylaws require.
- Contacted and sent letters to homeowners who are 45 days past due.
- Set up payment plans upon request by homeowners, in accordance with the Operating Procedures and Bylaws.
Support to the Board of Directors, Committees, and Others
- Prepared for and attended the March 12 Board Meeting.
- Provided documentation and information to the Board, as needed:
- For real estate issues – worked on seven (7) issues.
- We worked with Chelan County to get them to sell their lot at 25701 Camp 12 Road. It is for sale with a minimum bid of $10,000.
- Provided information for the Watershed Committee for completion of the Riparian Assessment.
- Attended the Bylaws Committee meeting on March 5. Provided information and acted as scribe for the committee.
- Provided information to Mick Lamar as a follow-up to our meeting in February.
- Provided information, as needed, to the Nominating Committee Chair in support of their efforts to identify members willing to run for the Board of Trustees in May.
- On a weekly basis, review status with Director of Operations.