Current Board Minutes
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 May are listed below.
- Responded to phone calls, emails, letters, and served office visitors.
- Posted financial reports and other pertinent information on bulletin boards.
- Worked with our ombudsman on complaints from homeowners.
- Nancy Melson trained Chelcie and me on the pool card system. Chelcie did a review of the open cards to ensure only current members in good standing had valid pool cards.
- Chelcie installed and did training on the website management program, Dreamweaver, as part of our project with Rose Ann McRoberts, the Ponderosa website manager. Chelcie will be learning basic website maintenance.
Riata Rainstorm Damage
- On May 1, we met with the developers and Ponderosa representatives. We discussed the situation, however, no agreements were reached. We will continue discussions to reach resolution.
- The Department of Natural Resources is requiring a plan from the developers to prevent future flooding. The plan is to be done by mid-July. I requested the Ponderosa engineer have a chance to review the plan, and the DNR has agreed.
- The Department of Ecology informed me they are requiring a plan from the developers. They will keep me informed.
- The repair the upper portion of Riata will begin when we have agreement with the developers on work to be done and timing of repair.
- This issue will be covered at each board meeting until it is resolved.
Maintaining Water System, Roads, Pool and Facilities
- Some Riata homeowners have questioned the March policy decision not to snowplow upper Riata Road for safety reasons. We are looking at potential alternatives.
Our maintenance team was busy preparing for spring:
- Helped with the Fire Dept Burn Day on May 16.
- Repaired or replaced multiple water service valves.
- Responded to numerous homeowner requests to turn on/off water so that broken pipes could be repaired.
- Prepared and opened the swimming pool on May 23. The pool is open from 10am-10pm every day except it’s closed on Tuesdays. Rick Chappell will be helping with the pool maintenance and security again this summer.
- Prepared the grounds for summer use and installed new playground equipment.
- Our security company, Moon Security, repaired two of our Clubhouse/pool video cameras and ensured the rest of our security system is functioning well.
- Continued work with the Cascadia Conservation District on the possibility of obtaining funding and/or onsite help to revegetate the riverbank to prevent erosion. Call the office if you want to participate.
Water System Projects
- Work continues with Bill Schmidt on implementation of the Emergency Water System. Implementation is planned for this summer.
- The next step in the water mains replacement project is determining how to fund the project. Jeanne Whitlow is researching what monies may be available from different government sources.
- We have decided it would be prudent to have the Department of Health increase the total number of “water service connections” assigned to the Ponderosa from 581 to 595. This should cover any future expansion of water services. The project will consist of collecting data for Bill Schmidt to analyze and submit to the DOH. The data collection is required for 2-3 years before the increase will granted.
- Bob and Nancy Melson are overseeing the painting of the exterior of the Clubhouse. Painting will occur the week of June 15.
- Our maintenance team began doing the prep work: pressure washing, scraping, and sanding.
- The Clubhouse windows will be washed after painting is complete.
- Processed homeowner dues and deposited in Cashmere Valley Bank.
- April financial reports were sent for posting on the website.
- Chelcie completed the final step of the annual financial review – updating Quickbooks as specified by LeMaster & Daniel accounting firm.
- Review and analyzed financials with Ponderosa President.
- Ensured compliance with bylaws for assessment funds
- The Capital Improvement Reserve is fully funded for 2009.
- Moved $100 water assessment per lot to the Water Improvement account.
- The 10% Maintenance and Operations Reserve is fully funded at $34,043.
- The 2008 Capital Improvement Reserve was overfunded by $5735. The money was transferred back to the M&O Account.
- Chelcie documented the accounts payable process.
Past Due Homeowner’s Dues
- Contacted homeowners with past due accounts to arrange for payment.
- Proceeded, at the direction of the board, with one foreclosure.
- Chelan County owns a Ponderosa lot and has not paid the assessments. They have committed to auction the property by about July 1, 2009.
Support to the Board of Directors
- Prepared for and participated in the annual meeting on May 24.
- Prepared for and participated in the May board meeting.
- Provided documentation and information to the board, as needed
- For real estate issues – worked on two property line issues
- Financial reports and issues
- On a weekly basis, reviewed issues and activities with the Director of Maintenance and Operations.