Ponderosa Community Club
BOARD MEETING MINUTES
January 7, 2012 10:30 a.m. – at the Clubhouse
Board Members Attending:
- Jeanne Whitlow – President
- Vern Little – Vice President
- Daryn Wilbur – Operations Director, attended via conference call for voting portion of the meeting.
- Stan Morgan – Treasurer
- Mary Cox – Association Manager
Claudia Kuniholm had an excused absence.
Mary Cox was appointed to record the minutes.
General Members Attending: Members – 4
The meeting was called to order at 10:35.
10:36 a.m. Salute the Flags
10:40 a.m. Agenda Review – Jeanne noted that the Board does not usually meet in January, but that Mary had requested this meeting to address some time sensitive water project issues. The focus of the meeting limited to those issues. At the February Board Meeting, we will resume with the usual review of Minutes and Treasurer’s Report.
10:50am Water Project Update
- Credit Card Service Fees – At the last Board meeting, it appeared we did not qualify to charge service fees. Since then, we have contacted another company, called Official Payments, which provides services for governments and municipalities. We qualify for them to handle our credit card payments and the service fees with no legal issues. Official Payments will need a few months to implement PCC on their system.
The service fees go to Official Payments, not to PCC.
- Motion: Vern, Stan second: Implement credit card fee usage for second half dues through Official Payments which will charge a convenience fee of 2.75% to the members who use the service. Motion passed 4-0.
- Letter to members regarding the Ponderosa water valve on their properties.
- There are over 100 properties in this situation.
- The letter requests members sign a license agreement to allow PCC to perform work on their property, at PCC’s cost.
- New water valve will be located in the PCC road right of way.
- Letter will include the license agreement and a copy of the engineering plans for the property.
- Discussion was held on restoration of property after work. The intent is for the member’s property to be restored to original condition. If there has been encroachment (with landscaping, fences, etc...) onto the Ponderosa road right of way, those changes will not be restored. The right of way will be restored to its native condition.
- At least 10 years ago, the Board adopted a rule that all homeowners were to have their own water shut off valves. This will be included in the letter.
- Motion: Vern, Stan second: Approve license agreement cover letter as written to be mailed to the affected approximately 100 members for the water mains replacement project. Motion passed 4-0.
- License Agreement giving Ponderosa the right to do work on a member’s property – to be included with letter to members, discussed above.
- Board discussed the agreement which was prepared by the Ponderosa attorney.
- If the condition of the homeowner’s water line is so poor that we cannot connect to it, then installation will stop, the member will be notified, and the member must fix their water line at their cost.
- Motion: Stan, Vern second: Approve License Agreement as submitted to be included with the cover letter. The Association Manager is directed and empowered to sign on behalf of the Ponderosa. Motion passed 4-0.
- Fiber Update – The fiber network is owned and operated by the Chelan County PUD.
- Last year, Chelan County decided to stop the “build out” of their fiber network because the costs were too high.
- They will still install fiber to homes that have overhead power at the street, but they won’t dig new trenches to install fiber in those areas where the power is underground and not in conduit (called “direct bury.”)
- This means that homeowners in Thoroughbred, Bronco, Upper and Lower Bridle, Spur, the unpaved portion of Camp 12 Road, and Riata can’t get high speed fiber, unless they pay for it themselves.
- We’ve requested the Chelan County PUD fiber engineer and the electrical engineer review our plans to assess the feasibility of the following options:
- Installing the fiber in the same trenches as the water main, or
- If they want to replace the direct bury electrical lines in PCC, then they could install fiber conduit at the same time in their trenches.
- This would occur after the water construction but before the roads are paved.
- We’ve also requested cost information from the PUD for both options.
- The water project loan could not fund this improvement, as it is not in the scope of work.
- Funding would need to come from PUD, individual members who are affected, and/or the PCC general fund.
- Paving the Roads
- Discussion and review of plan for paving roads. Roads will only be paved if there is enough money remaining after the water project construction is complete. Paving is planned for 2013.
- Camp 12 Road is owned and maintained by Chelan County. It is paved except for 0.3 miles at the south end of the road. Members reported this was paved in the 1970’s, but a logging operation occurred which damaged the road and it was not restored by Chelan County.
- Members have requested that PCC work with Chelan County to request paving of the 0.3 miles of Camp 12 road that is currently unpaved.
- In 2010, Mary made this request to the Chelan County Engineer.
- The Board asked Mary to pursue with Chelan County in the spring.
11:30 a.m. ADJOURN – Moved to adjourn to Executive Session (Vern, Stan). All approved.
11:45 a.m.RECONVENED – Real estate issue regarding the water project was discussed. Voting was not required.
11:47 a.m. Motion to adjourn, Stan, Vern. Meeting adjourned.