Ponderosa Community Club
BOARD MEETING MINUTES
March 14, 2015 at the Ponderosa Clubhouse
Board Members Attending:
- Daryn Wilbur- President
- John McRoberts – Vice President
- Shannon Stithem – Treasurer
- Brad Ulrich – Association Manager
Board members Absent: Secretary Kevin Sweeney.
Daryn Wilbur presided over the meeting. Doug was appointed to take minutes because Kevin Sweeney was absent from the meeting.
General Members Attending: 1
The meeting was called to order by Daryn at 10:35 a.m.
10:40 a.m. Approval of Prior Board Meeting Minutes – Daryn
Daryn asked for a motion to approve the previous month’s February 14th Board meeting minutes. No Executive session was scheduled for month of February. Doug moved, Shannon seconded – all approved. Motion carries.
Discussed the condition of well 3 which has a high level of sludge and debris. Brad presented a Sludge/Debris Analysis from Design Water technologies on well 3, it presented different levels of contamination by various particles and bacteria. This can be caused by an improper seal, crack well, or a hole in the casing, Design Water Technologies will do further analysis to determine the cause of the condition of well 3. The other wells are not affected, the report is available at the office.
10:43 a.m. Treasurer’s Report
On schedule with 15% percent of the budget spent. Sixty properties are behind payment schedule and this is better than last year 90. CD is fully funded at 2.02%. Doug suggested providing more detail on how the sale of lot 31 was allocated to the budget. John asked when we were planning to go out for bid on the chip sealing project, the consensus is to go out to bid soon so that we are on the top of the contractor's schedule. John motioned to accept to Treasurer's report, Doug second, the motion carried.
10:48 a.m. Old Business – Committee Reports
Fire Lease Agreement – the Fire Department okayed the name change in the lease agreement name to Lake Wenatchee Fire and Rescue. John motioned to accept, Doug second, the motioned carried.
Paving gravel roads, ditches and driveways , Brad gave a recommendation that the ditches and driveways be part of the chip sealing project. This puts the responsibility onto the contractor and not Ponderosa, Daryn entertained a motion to accept the ditches and driveways to be part of the road chip sealing project. John moved and Shannon second, the motion carried.
Brad brought the issue of correcting any known issues in current chip sealed roads, it was decided this will be a separate line item in the bid and we will see if there is enough money in the budget to cover these expenses. With the new road pavement project Ponderous will cover the first 20 feet of culverts in owner’s driveways, anything beyond 20 feet the home owner must cover the additional covert cost.
Discussed Forsgren Associates proposal to assist the Ponderosa Community with review and preparation of bidding documents, onsite survey of existing grades, and onsite observation during construction to verify construction methods. A detail proposal will be available at the office. Proposal for contractor bids will go out in May (if possible earlier) and advertised locally. Daryn entertained a motion to accept Forsgren proposal for chip sealing project management, John moved and Doug second, motioned carried.
Technology Committee – this is a work in progress, currently three people have volunteered to be part of the committee. Shannon is the board liaison and John and Rose Ann also want to be notified of committee schedule. There was discussion about cleaning up the current website before transition to any possible new website and password protection implementation.
There have been no volunteers for social committee, and what can be done to get interest of combine responsibilities of the committees. Brad will re-mail for open positions in various volunteer groups. Brad will research the bylaws to determine if some committees can be combined.
Buildings and Grounds – Doug Pendleton requested 5 minutes at May’s board meeting and at the annual meeting to discuss Firewise. Brush cleanup and chipping will be starting March 15 th, Doug P will need to keep track of expenses so they are within the budget.
Work will start on the new caretaker's windows when weather improves. Backhoe brakes will need to be replaced sometime in the future.
The F250 no longer works and Brad will see if he can find someone to purchase the unit, if not then look to scrap the truck. Yukon needs the transfer case repair among other repairs which exceeds the value of the truck. A discussion started on what to do in the future for replacement of this vehicle. A member offered to purchase the Yukon for $800, Daryn entertained a motion to sell the Yukon once a replacement vehicle was found. Doug motion Shannon second the motioned carried.
Yukon replacement was brought up and the board authorized up to $2,000 from M&O general in addition to the sold value of the Yukon for its replacement. Daryn entertained a motion, Shannon motioned and John second, the motioned carried.
May Ballots - In April finalize the ballot with nominees running for the open board position. Remove from the bylaws the board meeting time and move it into the operating procedures, and potential for capital improvement for purchase to replace the F250. Opened board positions: A total of 3 candidates have applied for the open board position.
11:35 a.m. New Business :
Association Manager's report:
Assessment of lot on Saddle The consultant indicated that a small part of the lot is build-able with a septic system, and driveway. This assessment was an attempt to reduced tax liability. The board determined that it was too difficult and risky to get the lot reassessed. It was determined to keep the lot classified as is or reclassified as Greenbelt. Brad will look into Greenbelt classification.
RH2 Report - RH2 report indicated that the top of the fire hydrants must be painted a stated color to indicate water volume.
Hand-held water units – hand held water meter readers have indicate some issues with private properties and those owners have been notified of excessive water usage and their water supply has been turned off. The hand-held units do not automatically download the acquired information into the computer and currently this must be done manually; this requires additional time (2-3 hours) and the process would be much quicker if the information was downloading automatically. Currently the units are out of warranty but Brad will work with their Tech Support to see if the issue can get resolved.
Missing MXU - Daryn mentioned a lot on lower Rita has a missing MXU and that Brad should take a look.
Hydraulic Analysis - Brad reported that the hydraulic analysis is now complete.
12:15 p.m Adjourn Daryn as for a motion to adjourn the board meeting. John moved and Doug Seconded. The motion carried and the meeting adjourned.