Ponderosa Community Club
BOARD MEETING MINUTES
February 14, 2015 at the Ponderosa Clubhouse
Board Members Attending:
- Daryn Wilbur- President
- Kevin Sweeney – Secretary
- John McRoberts – Vice President
- Doug Barga – Director of Operations
- Shannon Stithem – Treasurer
- Mary Cox – Association Manager (Outgoing)
- Brad Ulrich – Association Manager (Incoming)
The meeting was called to order by Daryn at 10:35 a.m.
Daryn Wilbur presided over the meeting. Daryn asked to start off with the lottery drawing for the Ponderosa owned property (25831 Camp 12 Road) and asked Mary Cox to read off all the names entered in the hat for the drawing. Daryn drew the name from the hat – Jennifer Vierling was the lucky lottery winner of the property. Mary and Jennifer went over to the office to finalize the transaction. Daryn asked for a motion to sell the lot at 25831 Camp 12 Road to Jennifer Vierling for $14,336. John moved, Kevin seconded – all approved. Motion carries.
10:45 a.m. Approval of Prior Board Meeting Minutes
The Board held a special Executive Board meeting on January 14, 2015. Daryn asked for a motion to approve the removal of Mary Cox as a signer on the bank accounts and safety deposit box and add Brad Ulrich. John moved, Kevin seconded – all approved. Motion carries.
Discussed the RH2 law suit. Daryn asked for a motion to approve hiring Mark Lawless. Cost is not to exceed $10,000 and will be funded from the 2002 Water Loan funds. Mark will provide our attorney Nicole with a report that will be used for future legal proceedings. Doug moved, Shannon seconded – all approved. Motion carries.
Daryn asked for a motion to approve the prior month’s Board meeting minutes. John moved, Kevin seconded – all approved. Motion carries.
10:55 a.m. Treasurer’s Report
Shannon reviewed the budgets and past due reports and everything is on track. John motioned to accept to Treasurer's report, Doug second, the motion carried.
A member asked why the Chip Seal account information was no longer on the monthly financial report. Daryn explained that in past experience (i.e.: the Water Project) bidders were looking at how much loan money we were given from the State when determining their bid. We want people to put the Chip Seal bid together based on the job, not how much money we have in our bank account. Members are welcome to go in to the office if they’d like information regarding that account.
Another member asked about requesting the remaining loan funds for the Water Project. Answer-we are waiting until the end of our four year term to request the remaining balance of the loan, because the loan will close out. When the loan closes out, our first initial loan payment will be due. By waiting to close out the loan, we push out that first initial payment, which gives us more time to accumulate water assessment funds and interest, which will help us pay off the loan.
11:10 a.m. Old Business
Greenbelt Clean Up– Doug Pendleton was not present to report for the committee but John McRoberts believes he was looking for volunteers to help with the cleanup effort. Please contact the office if you would like to get in touch with Doug. Two members raised a concern over the burn piles on the power lines and near Thoroughbred that have not been taken care of yet – could be a serious fire hazard if not taken care of.
A member asked how we did with the sale of the timber. This information is provided in detail on the monthly financial report.
Technology Committee – Daryn has been asked to appoint an ad hoc Technology committee to a) update our website and b) explore other ideas for using advanced technology to benefit our community. Daryn is looking for volunteers for the committee. Shannon Stithem is liaison for the committee.
Nominations Committee – One Board position will be opening up this year. Mary and/or Brad will put out a group email to find candidates and generate interest in filling this position.
RH2 Dispute Committee – In light of Mary Cox leaving, our attorney has advised us to set up an ad hoc committee to track, follow and report progress on the dispute to the Board. Vern Little will be part of that committee (he was a Board member during the Water Project) and so will Mary Cox. Mary is leaving but she will be part of this ad hoc committee. Daryn will be the liaison to the Board.
Merger of CCFD4 and CCFD9 – The lease for Fire Department #4 needs to be modified to reflect the new merger/name. Mary presented a proposed new lease to the Board and members. The new proposed lease will be presented to Chief Mick Lamar for his review and approval. This item should be finalized by the next Board meeting so a motion can be made.
11:30 a.m. New Business
Mary proposes a mid-month Executive session for the last week of February to discuss the Chip Sealing/Paving project.
2015 Board Meeting Schedule – The Board proposes making the Board meeting time to 8:30 a.m. Daryn asked to be excused from the May 9 th, June 13 th and August 8 th Board meetings, mostly work related. After reviewing the Bylaws and Operating Procedures, it was noted that the members would have to vote on the new Board meeting time. This change in time will be added to the May ballot so members can vote on it.
Ponderosa Owned Lots, Tax Classifications – Brad is reviewing the county’s tax classification for Ponderosa owned lots (i.e.: greenbelts, etc.). Brad wants to make sure these properties are taxed properly.
Association Manager's Report:
Water Testing – Well #3 report. Contractor has taken samples. It will take three weeks to get data back. Once we have data, we will be able to make some decisions.
Paving Project – Discussion about drainage, driveways and ditches. These items need to be discussed and decided upon. There is a lot of work to be done, but plan is to go out to bid in May so we can possibly get started in July.
Social Committee – John McRoberts, reports that the head of the Social Committee, Marisha Robinson is stepping down. Daryn is asking if the Ponderosa can find a volunteer replacement. Mary proposes sending out an email looking for a new Social Committee chair person, and then asks if Gina Wilkins and Lorelie Olsen would be temporary co-chair persons of the Social Committee. The Board thanks Marisha for volunteering her time.
Sale of the F250 – The F250 is the backup snow plow and needs to be retired (it is dead). It needs to be replaced. .
Yukon –Mechanics inform us that it would take more money to repair the Yukon than is worth. Mary recommends replacing both the F250 and the Yukon for one back up snow plow/truck. Daryn recommends letting go of the two old vehicles (the F250 and the Yukon) and replacing with one new(er) vehicle that would be a good back up snow plow. Purchasing a new vehicle would require the vote of the membership. Daryn proposes a motion to dispose of the F250. John moved, Kevin seconded – all approved. Motion carries.
Mary informs the membership that her last day will be February 28, 2015.
February 28 at 2:00 will be Mary’s going away celebration – in the clubhouse.
12:00 p.m. General Membership Questions
Member question – do you have in your schedule to re-paint the water tower? Mary said bid was $20,000 to repaint. Mary explained we decided to paint ourselves, we couldn’t find the exact same paint color, and the original paint has faded – Ponderosa was able to repaint for approximately $8,000.
CD’s – Is the Ponderosa opening up another CD? Yes, we are opening another CD at Spokane Valley Credit Union (this is for funding the water project loan payment).
Ditching –will you be ditching both sides of all the roads. Daryn said as needed per the Engineer.
12:10 p.m. Adjourn to Executive Session
Daryn asks for a motion to adjourn to Executive Session.