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 April are listed below.
- Responded to homeowners’ questions and comments about dead trees, trespassing, greenbelts, gravel road maintenance, new water services, tree trimming, noxious weeds, and dogs running loose and unsupervised.
- Chelcie has completed the process of becoming a notary.
- Created the homeowner survey and mailed to each homeowner with your ballot. Please take time to complete the survey and return it – Thank you!
Buildings & Grounds Improvements
- We’ve raked and cleaned up the playground and installed two new benches: one at the volleyball area and on by the baseball field. These benches were purchased a few years ago and were in storage.
- 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
- Replaced four water service valves which were leaking. Thank you to those who called us to report water leaks!
- Water system passed the annual VOC1 water test – (Volatile Organic Compounds).
- One of our two booster pump motors for the water system has failed. We can run on one pump, but we need another for backup. We are investigating alternatives including repairing the current motor or buying a new motor. Our engineer, Bill Schmidt, is re-evaluating the booster pump requirements and will make a pump motor recommendation. Estimated costs are between $5000 - $9000.
- In the meantime, we have tested the propane-powered emergency water pumping system and it is available as backup. (The propane system was developed to pump water if the electricity is out – particularly during a wildfire.)
- Felled and removed three hazardous dead trees.
- In May, we will be working on our gravel roads, grading and adding gravel as needed. We’ll also have the swimming pool open for Memorial Day weekend!
May Ballot Measure – Maintenance Shop Safety Upgrade
- The Washington State Department of Labor & Industries visited us on a “consulting basis” and informed us we must make changes for employee safety to be in compliance with Washington State law. Failure to make the changes could result in significant monetary fines. The specific safety needs include the following:
- The Maintenance shop consists of three major areas: a heated workshop, three open bays for vehicles, and an enclosed, unheated storage area. We need safety improvements for improved lighting, sanitation and hygiene facilities, materials to reduce fire hazards and some general safety equipment.
- Currently, the lighting in all three areas needs improvement. For example, in the winter, we need better lighting in the bays where our employees prepare the snowplows nearly every morning before light and also often after dark.
- Currently, there is no bathroom in the shop – the closest one is in the Clubhouse. Adding a small bathroom would consist of an eyewash station, sink, toilet and emergency shower. We will install a septic tank and small drain field. Our employees work with corrosives, irritants, and strong chemicals which necessitate both emergency and everyday washing facilities. The Clubhouse does not have emergency washing facilities and we don’t want to track potentially dangerous substances from the shop into the Clubhouse bathroom.
- Currently, the heated workshop has exposed lumber walls, which are a fire hazard for sparks from welding and grinding. Sheetrock will be installed on the walls to reduce fire danger and to improve energy-efficiency.
- Safety equipment will be purchased as required.
- The Board of Trustees has directed actions be taken to bring us into compliance with Washington law and has authorized funding from the Maintenance & Operations (M&O) Reserve Account for this project.
- NOTE: Funding from the M&O Reserve Account impacts annual dues and reduces our ability to fund other unforeseen projects (e.g., fixing the booster pump motor described above.) However, the safety upgrades are improvements which are eligible for funding from the Capital Improvement Reserve, which DOES NOT increase annual dues.
- If the ballot measure is approved, we will transfer funds from the Capital Improvement Reserve to M&O Reserve Account for reimbursement of expenses.
Financial Reporting & Management
- Completed & posted March 2010 financial reports & made federal tax payments.
- Worked with our accountant as he prepares our 2009 annual financial review and tax return. This will be complete in May and is available to any member.
- Contacted homeowners with past due accounts to arrange for payment.
- The Board is considering our options with one foreclosure.
Support to the Board of Directors and Committees
- The Ponderosa Board of Trustees and Fire District #4 Commissioners agreed to extend the lease for Fire District #4 for 25 years.
- Finalized the May ballot and mailed over 500 to all homeowners in good standing.
- Mailed 112 Owner Acknowledgement Forms regarding the Ponderosa Articles and Bylaws. This is the Title Research project the Board has been working on for several months.
- Wrote articles for the April Needler and helped mail then newsletter.
- Worked with the Watershed Committee on a number of initiatives.
- Provided documentation and information to the Board, as needed:
- For real estate issues – worked on three (3) issues.
- On a weekly basis, review status with Director of Operations.