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 the storm damage, cleaning up from the storm, fire rules, weather conditions, 2013 dues and water assessment, water vaults, and referrals for local carpenters and for companies which remove brush, and cut down trees.
- Alert! We have received reports of stolen gas and one report of vandalism (on Camp 12 Road.) Please report all suspicious activity to the Chelan County Sheriff.
Roads & Equipment
- March was the transition month from winter to spring. We had a few snowstorms, but no significant snow. Sanded the roads, as needed.
- In between snowstorms, Ken and Geno worked on cleaning up the storm debris in the Ponderosa right-of-way. This work will continue as time allows, given the priority of cleaning the paved roads in preparation for repairs.
- Ken and Geno also filled lots of potholes with gravel.
- In late March, we rented a sweeper and swept the paved roads, however, the sweeper was not able to clean the areas where the gravel was 2” - 3” deep.
- Ken and Geno will be using high pressure water to complete the cleaning, but it is a slow process.
- Had the transmission repaired in the Yukon.
- The steep hillside on the Lariat cul de sac was dug up during the water project for installation of a new water main. The area needs to be reseeded and protected to prevent significant erosion. Thanks to Lois Pendleton for her help in researching and implementing a solution! We are in the process of purchasing materials.
Water System Upgrade to New DOH Regulations and Fire Protection
- Restoring the paved roads to their original condition prior to the water project construction.
- In addition to working on cleaning the roads, PCC staff met with an engineer and reviewed the project. Received cost estimate from the engineer for planning, bid specification, and managing the bid process.
- Discussed drainage problem areas to be addressed prior to paving.
- Contacted paving companies which do chip seal. Met with and reviewed the project onsite.
- Discussed contract and bid requirements with the State of WA.
- Met with PCC member and engineer, Greg Selstead, who volunteered to provide specification information and advice. Thank you, Greg!
- Reviewed the project with PCC member and engineer, Jesse Perrault. Thank you, Jesse!
- Worked with the State of WA Department of Commerce and our accountant to gain agreement on the scope of the audit covering the water project 2012 financials.
- Began the process of gathering the information required by the accountant.
- Onsite audit will occur in May.
- Reviewed and edited the draft as-built drawings from RH2 Engineering. RH2 will provide the final drawings in April.
- Worked with the State of WA Department of Commerce on the 2011 loan payment rules and schedule.
- Met with an accountant in Wenatchee to review 2011 water loan amortization and repayment schedule.
- Completed the paperwork for termination of the required stormwater permit. The State has confirmed termination.
- Began the process for Chelan County’s final inspection and signoff on the roadwork done by KRCI on Camp 12 Road.
- Received reimbursement from our insurance company for phase 2 of the repairs to the lightning damage from the fall of 2012. Began the final phase of repairs: the flow meters for wellfield B, which should be completed in April.
- Accessed the water vaults to turn water on/off, as needed, for homeowners.
- Conducted monthly water quality tests and reported the results to DOH.
- Provided water availability and other water system information for homeowners, as needed.
Buildings & Grounds
- Cleaned the clubhouse for social events and rental groups.
- Met with members who are renting the clubhouse for special events.
- Worked on greenbelt storm cleanup implementation with Doug Pendleton, Watershed Committee Chair.
- Walked through two greenbelts with Doug, marked sensitive areas, and planned access routes for Altel’s Tree Service to do the slash cutting and chipping.
- Worked with Doug and the Board in the expansion of the scope of the cleanup to include thinning of small trees and brush in two greenbelts.
- Received bids for the thinning.
- Completed the paperwork for DNR’s cost-sharing program, which is providing partial funding for the project.
- Attended a kickoff and planning meeting with Doug, Altel’s Tree Service, and Richard Schellhaas (PCC’s forester) for the storm clean up and thinning work.
- Work must be completed prior to June 30.
- At Doug’s request, reviewed the Community Wildfire Protection Plan and provided Plans to the Board for their discussion at the April 13 Board Meeting.
Financial Reporting and Management
- Each month, we complete and post the monthly financial reports; we make federal tax payments and transfer funds to specific accounts as the Bylaws require; and we review the Ponderosa financial reports with the PCC Board of Trustees Treasurer, Stan Morgan.
- Provided all required information to our accountant (CliftonLarsonAllen) for the annual financial review.
- The Financial Review report will be available at the Annual Member’s Meeting on May 25.
- Sent past due letters to all homeowners 45 days in arrears.
Support to the Board of Directors and Committees
- Prepared for and attended Board Meetings on March 9 and March 19.
- Updated Vern Little, Director of Operations, on a regular basis.
- Provided information to the Nominations Committee, as needed.