Ponderosa Community Club Association Manager Report
by Mary Cox
We welcome your suggestions and ideas for improvements. Our major activities are listed below.
- Responded to homeowner’s calls, emails, and office visits regarding fire permits, weather conditions, fire rules: burning yard waste, campfires, and burning trash; the water system upgrade project, 2012 dues and water assessment, clubhouse rentals, fences & covenants, trespassing & tree cutting, clubhouse social events, fiber for internet, PCC plat maps, and referrals for tree fellers and soils testing companies.
- Ballots were mailed to all members in good standing to fill the May 26 open Board of Trustee position, and for the June 9 water project funding issue.
- Prepared for the Annual Member’s Meeting held Saturday, May 26. Arranged for a security guard for Memorial Day weekend.
- Chelcie sent out New Member Packets, as needed.
- Henry Ohrazda resigned his maintenance position in May. Henry made many contributions to the Ponderosa and we wish him the best in his new endeavors! We are advertising for Henry’s replacement.
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 water project construction bids were opened on May 8.
- The contract was awarded to the “responsible” low bidder, KRCI of Wenatchee, on May 15.
- A pre-construction meeting was held on May 22 with RH2, KRCI, and PCC.
- Construction will begin June 11. KRCI has created a construction schedule which is available on the website, bulletin board, and at the office. A list of FAQ’s is also available.
- Required permits:
- The cultural review by Dept of Health (DOH) was approved on May 15.
- The permits from Chelan County Public Works for work along Camp 12 Road were approved on June 6.
- 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 County Commissioners signed the Agreement in 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!
- Archaeological Monitoring – Required during construction along Saddle Road by DOH.
- Sent a “Monitoring Plan” for Saddle to the State of Washington for approval.
- We advertised for qualified archaeological firms in April. The Board interviewed firms on May 11 and selected the firm of Plateau Archaeological Investigations on May 17.
- The DOH is requiring archaeological monitoring for the construction along Saddle Road because there was an archaeological site found and recorded in 1962 somewhere in the Saddle Road area.
- Logging: Approximately 100 trees will be removed; 70 of which are along Camp 12 Road.
- In May, Ken and Henry removed the trees in the upper Bridle cul de sac. Ken will remove trees on lower Bridle cul de sac.
- Talked with Chelan County PUD about cutting trees near the power lines. There are a few unhealthy trees which will be removed by the PUD at no cost to PCC.
- The remainder will be removed by KRCI.
- We may need to reimburse Chelan County for the value of the trees along Camp 12 Road. Attended a County Commissioners meeting to discuss the trees and request a waiver of payments. In May, we were required to have the trees cruised to determine their value.
- Contract Administration and Financial Management
- Signed contract with KRCI and ensured all required contract forms were in order.
- Provided all required contracts, forms, and documentation to the State of Washington.
- Provided detailed cost and financial information to the Board for their analysis on options for adequately funding the water project.
- Chelcie is videotaping the PCC water service valves on each lot, so that we can ensure the member’s property is restored properly after the construction.
Water System Maintenance and Operations
- Each year, the State of Washington requires we create and publish to the membership a Water Quality Report. The 2011 report is now available.
- Completed weekly reviews of the water system.
- Conducted monthly water quality tests and reported the results to DOH.
Swimming Pool and Building and Grounds
- Opened the pool for the season on May 26. The pool monitor was on duty for the Memorial Day weekend.
- In preparation for opening we cleaned and repaired (as needed) the pool pumps, filter system, propane heater, large pool, wading pool, pool deck, safety equipment, and bathrooms.
- The annual service was performed on the heat pumps.
- Turned on the emergency pool phone, which automatically dials 911.
- Reviewed and replaced pool safety signage, as needed and as required by Health District.
- Tested the security video system. It records activity in the pool and Clubhouse area 24 x 7.
- Inspected the clubhouse septic tank and determined it doesn’t need to be pumped until 2013.
- Cleaned the clubhouse for social events and rental groups.
- In May, we filled potholes with gravel and graded out the cul de sacs, as needed.
- Dust control will begin in June, if it stops raining! The rain washes away the dust control.
- Met with Doug Pendleton to discuss the schedule and impact of the FireWise fuels reduction project.
- Requested a schedule from the Bonneville Power Administration for the vegetation management which will occur this summer under the power lines.
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.
- On May 1, Clifton Larson Allen conducted an agreed upon procedure (i.e., audit) at the Ponderosa. Stan and the Board reviewed the results. The audit report was available at the Annual Member’s Meeting. Extra copies are available at the office.
- The annual Financial Review from CliftonLarsonAllen was prepared for the Annual Member’s Meeting. Extra copies are available at the office.
- The federal tax return was prepared by CliftonLarsonAllen, signed by Stan, and submitted to the IRS. We did not pay any income tax.
- Reviewed our insurance coverage with Daryn and our insurance agent.
- Sent past due notices and water shutoff notices to delinquent members.
- Agreed to payment plans upon request by homeowners, in accordance with the Operating Procedures and Bylaws.
- Turned off water to three (3) properties for delinquent dues.
Support to the Board of Directors and Committees
- Prepared for and attended the Board Meetings in May.
- Attended the Board conference calls and Special Meetings on May 1, May 15 and May 17.
- Provided documentation and information to the Board, as needed:
- For real estate issues – worked on four (4) issues.
- Updated Daryn Wilbur, Director of Operations, on a weekly basis.