Ponderosa Community Club
BOARD MEETING MINUTES
December 11, 2010 10:30 a.m. – at the Clubhouse
Board Members Attending:
- Ann Ashford – President – via Phone Conference
- Daryn Wilbur – Vice President
- Jeanne Whitlow – Operations Director
- Steve Geho – Treasurer – via Phone Conference
- Claudia Kuniholm – Secretary
- Mary Cox – Association Manager
The meeting was called to order at 10:36. 12 general members were present at the meeting as well as Bill Schmidt.
10:35 a.m. Approval of Prior Board Meeting Minutes – The minutes of the November meeting were approved as written – all approved. Moved and seconded – Jeanne, Daryn.
Members letter to the board – This was moved to the front of the meeting to accommodate the Morgan’s travel schedule. Mr. Morgan explained the history of the purchase of the property dating back to 1966. At that time the survey was incorrect, and his father could not build a cabin because of the errors made by the surveyors. As a result his father was given another lot by the surveyor to rectify the situation. A cabin was then built on both lots 19/20 because of the way the lots are laid out. Chelan County has approved the lot line adjustment between 19 & 20. It is now one lot according to Chelan County records. The Morgan’s would like consideration given to their situation and would like the Ponderosa to also combine the two lots into one lot. Daryn let the Morgan’s know that the board will be doing additional research on this situation.
Executive Session Report & Voting as Required
- Discussion regarding real estate issues was held. Specific issues were addressed based on a per homeowner basis. Letters have been sent to these affected homeowners notifying them about the concerns and deadlines given to rectify them.
- 25204 Saddle – tree damage penalty for the accidental damage. $365 fine/penalty. Moved that we the fine be accessed and that notification of such be sent to the owners of this property. Steve/Daryn. All approved, motion passes.
10:45 a.m. TREASURER REPORT
In relation to the budget we are on track with expenses:
92% of year has passed
CD Status: Maturing on the 19th will be rolling over this month,
A/r status update: $9449 in old a/r that remains outstanding. Progress has been made on delinquent accounts; there is still one that might need foreclosure – to be discussed in executive session.
- 86% of budget year to date has been spent
- 95% of legal budget spent on liens, etc.
- 98% of insurance budget has been spent – this is an annual fee
- 83% of salary budget has been spent
- $51k under budget year to date.
- Just over $698k for water and M&O set aside in bank accounts
Moved to accept treasurer’s report –, Daryn second by Claudia, all approved
11:15 a.m. OLD BUSINESS
- Watershed Committee updates – Postponed until next board meeting
- PCC Water Distribution Project & Funding Updates – Bill Schmidt – has been involved in the Ponderosa for the past 28 years. Process review:
- Computer Model and Survey, Field Stage 1 – both starting at the same time. Field Survey has been completed for the first 3 priority levels (1, 2, 3 & 7). Next step are the lay out sheets, a couple of easement questions have been uncovered. Markers will be put in the field. Surveyors work should be done around March 1 if all goes as planned. If issues arise it could take longer – maybe into fall. Computer Model is 2/3 completed and includes the entire Ponderosa. Specific details are still being ironed out. Department of Health approval is only being sought to the first 1/3 of the project. Construction is slated to begin in September of 2011 if everything stays on track. At this point the hang up will be funding. Rough estimate of timing for the first 1/3 of the project has been presented. Estimate of completion of project for the first 1/3 of project (Primitive Park Road – Phase 1, 2, 3, & 7) is July 2012 if no unforeseen issues come up.
- Funding – If we self fund, we have enough money in the bank to complete the first phase. Water District idea would require us to become a legal entity which includes water commissioners that are elected, etc. Would require about 1 year to become one. Administration costs would increase by 100%. Many more legal hurdles to need to be overcome. Total expected in today’s dollars were $3.8m. Includes consideration for timing. Took out new pavement and the 1, 2, 3 & 7 phase which would have been completed at this point thus leaving a balance $1.59m that would be needed. This would be about $3300 per lot which would be about $400 per lot for 10 years in today’s dollars. Assessment would start in 2012. This is without any inflation factors considered. Need to accumulate cash at about $200k per year to keep this going. This is one option only. Another option is to compete the surveying and engineering now and then present project to contractors with the understanding that the project will spread over multiple years. Something else to consider is to double the estimated water dues per year to accelerate the project and possibly realize some additional cost savings. Another thought would be to offer members the opportunity to pay the entire project up front.
Bill Schmidt asked for input from the board on estimated change in usage of land as divided out permanent residents, vacation residents, recreational residents and undeveloped lots. He provided historical information. Jeanne will contact local chamber of commerce or other source to see what the development over the next 5-7 years might be.
Emergency Pumping – parts to complete repair are expected shortly.
Telemetry – to be installed next week to protect from power surges.
Motion made to table all remaining agenda items by Steve, no seconds, Motion tabled. Steve will need to leave the meeting at 1:30 today.
List of potential fines for members – Jeanne asked that all board members read all the information provided to the board and then be ready to discuss in February.
11:30am NEW BUSINESS GENERAL
- Identify Topics for mid-month Executive Session – Follow-up on real estate issues in progress will be held on the 19th of January at 7pm. Jeanne will notify board if issues have been resolved.
12:00 p.m. OPERATIONS
Association Managers Report Highlights – Mary has been called to jury duty starting Monday.
Title Project & Real Estate issues to be discussed in Executive Session
- Shop Safety Upgrade Project update – Sheet rocking is complete, electrical work to be completed this week and then the plumber will complete plumbing work.
12:00 p.m. If Time Permits:
- Member’s Open Floor Questions & Comments
- By-laws committee question – Vern is planning to have a meeting after the first of the year with his committee
- Watershed committee – When is the next meeting? Mary had spoken to Doug, most members could not attend, meeting time has not been defined at this time.
12:01 noon ADJOURN Moved by Steve/seconded by Jeanne, all approved
Executive Session – Real Estate Issues
DECEMBER 11, 2010 BALLOT RESULTS (3 invalid ballot results received)
Results notes below as Yes/No/Abstain
Ballot Issue #1: Approve 2011 Budget – (Included in this mailing) $616 per lot.
Approve Proposed 2011 Budget for period beginning January 1 and ending December 31, 2011. Please remember that the proposed budget assessment does not include the proposed annual water assessment of $200.00, which if passed will make the total annual dues $816 per lot for 2011.
RESULTS: 233/36/1 Passed
Ballot Issue #2: Approve a one year water system improvement assessment of $200 per lot.
The funds from this assessment will be dedicated for the purpose of upgrading the water mains distribution system to comply with County and State Department of Health Regulations and to upgrade fire protection by providing full fire flow. As the final total cost of the water mains distribution project is determined, a new assessment will be proposed to the members.
RESULTS: 185/85 Passed
Ballot Issue #3: Upgrade Ponderosa ball field with a new underground sprinkler system, topsoil and grass
Is the Board authorized to spend $4,900 of the existing Capital Improvement Reserve Fund to upgrade the existing Ponderosa ball field?
RESULTS: 145/124/1 Passed
Ballot Issue #4: Addition of removable speed cushions to reduce speeding - $5000 Capital Improvement
Is the Board authorized to spend $5000.00 of the existing Capital Improvement Reserve Fund to install removable speed cushions?
RESULTS: 118/151/1 Failed
Ballot Issue #5: Amendment to the October, 2009 Bylaws of the Ponderosa Community Club, Inc.
(Strike-overs eliminate existing Bylaws language and bold print indicates new Bylaws language).
This proposal amends the October, 2009 Bylaws of the Ponderosa Community Club, Inc., formerly known as the Primitive Park Community Club, Inc., and also known as Ponderosa Estates.
24. DISSOLUTION OF THE CORPORATION
24.1 Sale of Property and Easements. Upon the dissolution of the Corporation, the Corporation property shall be sold according to law and the proceeds divided ratably among the real estate lots within Ponderosa Estates, subject to outstanding debts owed the corporation. In that event, community realty abutting on the river shall be sold subject to preservation of adequate permanent easements granting public access to the river.
24.1 In the event of dissolution of this corporation, or in the event it shall cease to carry out the objectives and purposes herein set forth, all business, property, and assets of the corporation shall go and be distributed to one or more nonprofit corporations or public bodies as may be selected by the board of directors of this corporation and approved by at least 75 percent of the users or members to be used for, and devoted to, the purpose of a community facility project or other purpose to serve the public welfare of the community. In no event shall any of the assets or property, in the event of dissolution thereof, go or be distributed to members, directors, stockholders, or others having financial or managerial interest in the corporation either for the reimbursement of any sum subscribed, donated or contributed by such members or for any other purposes, provided that nothing herein shall prohibit the corporation from paying its just debts.
This change will make our Bylaws conform to the requirements of the United States Department of Agriculture/Rural Development (USDA RD) which lends money for water projects. Our Bylaws need to change for us to be able to apply for funding for the water mains replacement project. The Board thinks this change will have little effect on the Ponderosa because the chance of dissolution of this corporation is extremely remote. The Board recommends approval of the amendment.
RESULTS: 236/28/6 Passed
Ballot Issue #6: Shall the Ponderosa enact the following rule: No member shall be allowed to advertise Ponderosa amenities to non-members.
RESULTS: 157/106/7 Passed