Ponderosa Community Club Association Manager Report
by Mary Cox
May through Mid-June, 2013
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 rules, the storm damage, cleaning up from the storm, bear sightings, weather conditions, 2013 dues and water assessment, dead trees, water vaults, pool cards, and referrals for companies which remove brush and cut down trees.
- Prepared for the Annual Member’s Meeting held Saturday, May 25. Arranged for a security guard for Memorial Day weekend.
- Thank you to the members who volunteered to help at the Annual Meeting by doing registration and by counting ballots: Sharyl Nelson, Shannon Stithem, Dodd Carter, Damaris Bartlett, and Linda Coleman!
- There have been several new members in May & June. Chelcie sent out New Member Packets, as needed.
- Bears have been seen in the Ponderosa. Be sure to remove all food sources. Do not put out your garbage until Monday morning. This is a safety issue!
Roads & Equipment
- Please drive cautiously and slowly on our roads -- they are still under construction from the water project. Paving is planned for July.
- In late May, applied dust control to all gravel roads plus Colt and Palamino. Dust control will be reapplied as needed.
- Chipped some of the storm debris collected from the roadways. Burned the remaining. Had the ash and stumps hauled away.
- Repaired two broken components on the backhoe.
- Removed studded tires from the pickups.
Water System Upgrade to New DOH Regulations and Fire Protection
- Restoring the paved roads to their original condition prior to the water project construction.
- Worked with PCC member engineers who volunteered to help prepare the bid specifications, contract documents, and plans.
- The Board reviewed and approved the plans.
- Plans were reviewed and approved by the State of WA.
- Received cost estimates from construction management companies. Selected Forsgren Associates in Wenatchee. They also assisted in creating the technical bid specifications.
- Published the Advertisement for Bid in the Wenatchee World, PCC website, and plan centers throughout Washington.
- Bids will be opened on June 19 with contract award on June 21.
- Paving is to occur in July.
- A water project financial audit was conducted by the accounting firm of CliftonLarsonAllen in early May. They will provide a report within 90 days to PCC and to the DOH.
- At the direction of the Board, created a draft policy document regarding the repayment of the 2011 water project loan payment process and schedule. The Board reviewed at the June Board Meeting, suggested changes, and a revised document will be reviewed at the July Board Meeting.
- KRCI will make repairs to Camp 12 Road, as required by Chelan County. We are awaiting the final requirements from the County. The work is to be done in July. After that, the County will make the final inspection of Camp 12 Road and sign off.
- RH2 began work on the hydraulic analysis, which involves the fire hydrants. Provided water usage information to RH2. They will be on-site at PCC in mid-June and will complete their work by the end of June.
- Chelcie prepared an A-19 reimbursement voucher package for the State of WA.
- Painted the fire hydrant bollards.
- Provided documentation and support to our attorneys for mediation with KRCI, which occurred June 3 in Seattle. Attended the mediation with the Board of Trustees and RH2 Engineering.
- A Special Board Meeting was held on June 3 to vote on a settlement. The minutes are posted on the PCC website.
- Added gravel to roadways/driveways which were dug up during construction and had settled over the winter.
- Some settling has occurred around some of the water vaults. KRCI will be adding dirt around those vaults in June or July.
- Peformed water system “locates” when requested via the “call before you dig” service.
- Geno attended a three day training class on managing water systems.
- Accessed the water vaults to turn water on/off, as needed, for homeowners.
- Conducted monthly water quality tests and reported the results to DOH. All tests were satisfactory.
- Rotated well usage between our six wells. Well field B was brought online in June.
- Repaired transmitters damaged in a power outage in mid-June.
- Provided water availability and other water system information for homeowners, as needed.
Buildings & Grounds
- The clubhouse septic tanks were pumped.
- A pump in the caretaker’s septic system failed and Ken replaced it. The caretaker’s house septic tank was also pumped.
- The Buildings & Grounds Committee has provided sports equipment – it’s available at the office for members to use.
- Performed regular maintenance on the grounds – irrigating, raking, fertilizing, and mowing the grass.
- Cleaned the clubhouse for social events and rental groups.
- Worked on greenbelt storm cleanup and thinning implementation with Doug Pendleton, Watershed Committee Chair.
- Provided tools and information to the trails subcommittee for building a new trail.
- Opened the pool for the season on May 25. 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.
- Each day, we clean and perform maintenance on the pool.
Financial Reporting and Management
- Each month, Chelcie and Mary complete and post the monthly financial reports; make federal tax payments and transfer funds to specific accounts as the Bylaws require; and review the Ponderosa financial reports with the PCC Board of Trustees Treasurer, Stan Morgan.
- Worked with our accountants, CliftonLarsonAllen to finalize the annual Financial Review report. It was provided at the Annual Member’s Meeting on May 25. Copies are available in 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.
- Analyzed the 2014 property evaluations from the Chelan County Assessor and were pleased the Ponderosa property values decreased slightly, which will lower our property taxes.
- Chelcie prepared the second half invoices and mailed them in early June. Payments are due by July 15.
- Researched and identified, where possible, the lending institutions which have foreclosed on properties. We are corresponding with those institutions for payment of delinquent dues.
- Prepared two lien releases.
Support to the Board of Directors and Committees
- Prepared for and attended Board Meetings on May 11, June 3, and June 8.
- Prepared for and attended the Annual Member’s Meeting on May 25.
- Provided documentation and information to the Board, as needed:
- For real estate issues – worked on three (3) issues.
- For two security issues on Memorial Day weekend.
- Updated Vern Little, Director of Operations, on a regular basis.
- Attended the Paving the Gravel Roads Committee meeting on May 4.
- Received two member complaints and provided the information to the Ombudsman.
- Provided articles to the Pine Needler.
- In May and June, the office internet was down all day on three separate occasions. Worked with Northwest Internet and a local consultant to isolate and resolve the problem.