Ponderosa Community Club Association Manager Report
by Mary Cox
We welcome your suggestions and ideas for improvements. Our major activities for April are listed below.
- Responded to homeowner’s calls, emails, and office visits regarding the fire permits, weather conditions, water system upgrade project, 2012 dues and water assessment, referrals for plumbers, plat maps, and social events.
- Ballots were mailed to all members in good standing. Ballots will be counted at the May 26 Annual Member’s Meeting.
- Chelcie sent out New Member Packets, as needed.
- Burn Pile Postponed Until 2013
- The community burn pile will not be held this year because the location used for the burn pile is needed to store pipe and a construction trailer for the water project. The burn pile will be held next year. This decision was made by the Ponderosa Board of Trustees and Fire District #4 Commissioners.
- Member’s Annual Meeting & Fire Department Chili Feed
- The Member’s Annual Meeting will be held on Saturday, May 26 th at 10am in the Clubhouse. All members are encouraged to attend and be involved in your community.
- Directly following the meeting, the Fire Department Auxiliary will be holding a chili feed and bake sale at the Fire Department. This is one of two annual FD fundraising events, so please attend and support the Fire Department.
- The streets were swept – we rent a sweeper for 2 days to do this work.
- The rain storms and snowmelt resulted in runoff – we monitored the ditches and roads to minimize flooding. We pumped away the water covering Stirrup Road near Arabian.
- Henry and Ken replaced the axle on the old F250 with a used axle from the junkyard.
Water System Upgrade to New DOH Regulations and Fire Protection (details of dollar amounts and other specifics can be found in the Board Meeting Minutes.)
- The service meter contract was awarded on April 14.
- The water project construction invitation for bids began advertising on April 17.
- A pre-bid contractor walk-thru at the Ponderosa was held on April 25.
- Bid opening is May 8.
- Contract award may occur on May 12.
- The schedule is to begin construction in late May and complete the work in 4 months. A construction schedule will be published after a contractor is selected.
- Required permits :
- Environmental review – Chelan County approved on April 10.
- The cultural review by Dept of Health (DOH) is scheduled to be approved on May 11.
- Note: We cannot begin construction until the cultural review is complete.
- The permits from Chelan County Public Works for work along Camp 12 Road are in process.
- The Board approved a Franchise Agreement with Chelan County Public Works. This is required for the work along Camp 12 Road, and is in addition to the other permits required by Public Works. PCC was required to purchase a bond as part of the agreement. The Chelan County Commissioners are scheduled to review and approve the agreement by mid-May.
- A stormwater construction plan notification for Dept of Ecology was submitted in March. The contractor will complete the stormwater permit.
- Working on members’ property : We are relocating approximately 160 PCC water service valves which are currently located on members’ properties. The valves should be within the PCC road right-of-way. We sent ~160 letters and license agreements to members requesting access to work on their property. Thank you to all who have signed the agreements! If you have not yet signed, please do so right away or call me with any questions: 509-763-0320.
- Financials and contract administration: Board reviewed the new, additional financial reports and directed they be published to the membership. Reports are on the website and bulletin boards.
- The Board approved RH2 as the engineering firm to provide construction management and construction inspection.
- All easements are complete. Thank you to those members who have granted easements to PCC!
- Archaeological Monitoring – Required during construction along Saddle Road by DOH.
- We advertised for qualified archaeological firms in April. The Board is scheduled to interview firms on May 11 and select a firm on May 12.
- Fiber: Information on the Chelan County PUD’s plans for expansion can be found on their website at http://www.chelanpud.org/FiberPlan.html As part of the water project, we will install pvc carrier pipe in Camp 12 Road crossings to make it easier and less costly to install fiber optic cable in the future.
- Paving of Roads: If there is enough money remaining after all the water project construction is complete, then paving of Ponderosa roads would occur in 2013. On Camp 12 Road, Chelan County requires that any construction in their paved road is to be repaired per their specifications. Additionally, in the coming months, we will contact Chelan County Public Works in an attempt to persuade Chelan County to pave the 0.3 miles of Camp 12 Road which is currently unpaved.
- Tested and reviewed operation of the new booster pump motor.
- Completed weekly review of the water system.
- Conducted monthly water quality tests and reported the results to DOH.
Buildings, Grounds & Pool
- Prepared the park and grounds for summer.
- Raked the lawns, playgrounds, and park area (and removed the resulting mountain of pine needles.)
- Fertilized and seeded the lawns, including the new ballfield.
- Began preparing the swimming pool for its opening on May 26.
- Windows were washed in the clubhouse.
- Fire extinguishers were checked and recharged.
- Made minor repairs in the clubhouse.
- Cleaned the clubhouse for social events and rental group.
- Worked with Doug Pendleton, committee chair, on planning for fire-wise thinning activities planned for later this year.
- Received notice from the Bonneville Power Administration that they will be conducting “vegetation management” under the power lines along Camp 12 Road sometime this summer or fall. I will publish more information as it becomes available.
Financial Reporting and Management
- Completed & posted March financial reports.
- Dues may now be paid by credit card or debit card. Chelcie worked with a company called Official Payments to set up and test the process.
- Worked with our accounting firm, Clifton Larson Allen, as they prepare our income tax return and financial review. The financial review will be complete by the May Member’s Meeting.
- Property taxes for the first half of 2012 were reviewed and paid.
- Made federal tax payments and transferred funds to specific accounts as the Bylaws require.
- Reviewed the Ponderosa financial reports with the Treasurer, Stan Morgan. This is done each month.
- On May 1, Clifton Larson Allen conducted an agreed upon procedure (i.e., audit) at the Ponderosa. Chelcie provided documentation of all our financial processes and reports. The audit report will be completed by the May Member’s Meeting. Thanks to member Pam Nicklas, a retired accountant, who volunteered her time to help on May 1 with Clifton Larson Allen!
- The office computer, which was purchased in early 2005, developed a serious hardware problem. We replaced it with a new desktop computer from Costco.
- Sent water shutoff notices to delinquent members.
- Agreed to payment plans upon request by homeowners, in accordance with the Operating Procedures and Bylaws.
Support to the Board of Directors and Committees
- Prepared for and attended the Board Meeting on April 14.
- Attended the Board conference call on May 1.
- Provided documentation and information to the Board, as needed:
- For real estate issues – worked on three (3) issues.
- Worked with the Ombudsman on two complaints along Saddle Road.
- Updated Daryn WiIbur, Director of Operations, on a weekly basis.
- Worked with Jeanne Whitlow and Chelcie to finalize the ballot package for mailing to members.