Ponderosa Community Club
BOARD MEETING MINUTES
APRIL 8th, 2017 at the Ponderosa Clubhouse
Board Members Attending:
Ken Paauw - President
Shannon Stithem - Treasurer
Louis Kimmel – Director Of Operations
Tim Abel - Secretary
Jillana – Acting Association Manager
Doug Barga – Vice President (excused)
General Members Attending: 8 + the Tree-faller
8:00 a.m. Approval of Prior Board Meeting Minutes – Going through the major changes in staffing, there were no hard copies of the previous (March 11th, 2017) Board Meeting minutes to review. Ken asked that approval for the previous minutes be deferred. Also, this meeting was not recorded. We were unable to locate the recorder but are sure things should be back to normal by May’s Board Meeting.
It was announced to the members that, on March 27th of last month, Brad Ulrich, Association Manager, was let go. Further details will be presented in the ‘OLD BUSINESS’ portion of this meeting.
8:05 a.m. Treasurer’s Report – Shannon reported with 25% of the budget year behind us we are on track at 19% of our budget. She broke it down further, saying payroll is sitting right at target while all other budget items are running lower than expected. Shannon also reported that, with the payment program winding down, she and Jillana will be scrubbing the list of members who are currently on payment plans in order to get a better fix on the real numbers still owed by these members. There was nothing new to report on liens and foreclosures. Shannon also suggested that the board update Ponderosa files with Wells Fargo Bank, removing past board members from the list of certified signees while adding new. Ken motioned to approve the Treasurer’s report. Tim moved, Louis seconded, all approved.
8:15 a.m. OLD BUSINESS
- PONDEROSA STAFFING UPDATE – Ken updated the members in attendance of the recent personnel changes. He reported Geno Alejo (grounds/maintenance) was let go on March 14th for a series of performance issues. Ken then reported on Association Manager, Brad Ulrich’s termination on March 28th, citing managerial issues. He called for a new structure of accountability.
- WATERSHED COMMITTEE – Chair, Doug Pendleton updated the status of the plan to remove hazard trees along the roadways in the Ponderosa. These would be trees which, in an emergency, like wildfire, carry the potential to fall and block evacuation routes, some dead, some dying and some needing thinning. These are trees that are on Ponderosa easements and not privately owned. The two areas of concern are the trees at the intersection of Palomino and Camp 12 with another four trees in the Ponderosa greenbelt near the irrigation canal which pose a threat to nearby structures. He introduced Connor Craig, the man that will be in charge of the project. Doug reported he has obtained a $1500 grant to help fund the project, which is estimated to cost just under $3500. He adds that the Buildings & Grounds Committee has offered $1962 from their budget to cover the remaining cost of the project, as this is more a B&G issue than Watershed. Doug mentioned that the fallen trees may be offered up as firewood while the smaller limbs and whatnot will be chipped for the enhancement of the trail system. It was suggested that any members which may be affected by the project be notified before it begins. The job was estimated to take two or three weekdays, at worst, and be completed by this time next month.
On another note, Doug reported the new trail signs (YOU ARE HERE) are on budget and slated to be installed this summer.
- SOCIAL COMMITTEE – reported the latest game night was a hit with three full tables of gamers. It was also reported that the committee has replenished the paper products in the clubhouse. As for future events: April 15th is the Easter Egg hunt with a gathering after. And there will be a Chili Feed on May 27th over the Memorial Day Weekend.
- BUILDINGS AND GROUNDS – No report.
- PONDEROSA EASEMENT UPDATE–.As was reported in the last Board Meeting Minutes, the plan to swap out this easement for trail access into Plain has become a bit murkier. The property owner in violation of this easement is looking into buying the neighboring piece of property, mainly for a buffer to his current property. But only by acquiring the property can he meet our requirements, which is granting the Ponderosa the land to complete a trail that will allow a person to hop onto any trail in the Ponderosa and follow it, completely off-road, all the way to the safe, straight stretch of Camp 12 leading into Plain. This is still in the works so, stay tuned.
- LOWER BRIDAL DRAINAGE UPDATE– Greg Selstead, long-time Ponderosa member, presented a six-page proposal to the Board with the objective of developing long-term solution to address snow storage and storm water runoff on lower Bridal, complete with chronology of events over the past seven years and including photographs, plats and recommendations. He was planning to meet with estimators to get ideas of what a project like this might run. The Board tabled the proposal until further information could be presented.
9:00 a.m. NEW BUSINESS
- IDENTIFY TOPICS FOR MID-MONTH EXECUTIVE SESSION – Hirings and firings.
- STRATEGIC PLANNING COMMITTEE – No report and meeting TBA, but one member mentioned that it is imperative the Ponderosa do whatever it takes to get the decommissioned section of the Camp 12 road reopened as a second egress route in the event of wildfire.
- ASSOCIATION MANAGER REPORT – No report.
9:15 a.m. OPEN FLOOR
A member brought up changing the budget year from calendar to something closer to business. He also asked for greater membership involvement in the budget planning.
9:20 a.m. Adjourn to Executive Session. Ken entertained motion to adjourn to Executive Session. Shannon moved, Louis seconded, meeting adjourned.
11:10 a.m. Reconvene from Executive Session – No voting required.
11:15 a.m. Adjourn August Board Meeting – Ken entertained a motion to adjourn. Tim moved, Louis seconded, motion carried.