Ponderosa Community Club
BOARD MEETING MINUTES
April 9, 2016 at the Ponderosa Clubhouse
Board Members Attending:
- Daryn Wilbur – President
- Ken Paauw – Vice President
- Shannon Stithem – Treasurer
- Tim Abel - Secretary
- Brad Ulrich – Association Manager
Board members Absent: Doug Barga – Director of Operations.
General Members Attending: 5 members (Three of which are nominees)
8:00 a.m. Approval of Prior Board Meeting Minutes – Motioned by Daryn, moved by Ken, seconded by Shannon, all approved.
8:02 a.m. Treasurer’s Report – Shannon reported we are doing well on dues but a little over budget in the M&O due to the winter conditions. She reported the budget will most likely rebound now that winter is past. Daryn motioned to accept, Ken seconded, all approved.
8:05 a.m. Old Business
Our maintenance crew went around the Ponderosa and inventoried all the road signs that were not reflective, arriving at 50 signs that need replacing. Brad will look into the cost per sign before any action is taken.
- Water Loan Payment Update
Brad reported he has looked into wiring the Ponderosa’s annual water loan payment instead of mailing. He reported this will cost an additional $20 per annual transfer but would eliminate all the risks that come with snail mail. Shannon reported that some banks may choose to overlook this fee for certain customers if requested.
- Saddle Street Property Update
Brad reported we cannot use electronic signatures in the effort to get the Saddle property converted from ‘Buildable Lot’ to ‘Greenbelt’ status. Ideas were floated as to how we should go about getting the 50%+1 simple majority of membership approval required to move forward with this money-saving proposal: Sign-up sheet at annual membership meeting next month (BE SURE TO ATTEND!)? Posting a clipboard in the office? An additional sheet added to the ballot mail-outs? None of the suggestions, individually, will get us the signatures we need based on past history. Even collectively, this seems to be a reach but Daryn felt the ballot mail-outs seemed to be the best place to start.
- Committee Reports
- Buildings & Grounds: No report
- Watershed : Recently applied for DNR cost-sharing funds for the trail systems. Doug is asking for $700 additional dollars in the Watershed budget to cover the cost of clean-up. Concerns were raised as to the repetitious nature of these requests. The Board was pretty much assured this would be the end of all the greenbelt clean-ups. It was also requested that Doug have 15 minutes at the next Board Meeting to present the final trail map plan for approval. Daryn entertained a motion to allocate an additional $700 requested by Doug to finish up the greenbelt clean-up. Ken moved, Shannon seconded.
- Social Committee: Easter festivities were well-attended (40-50 kids). More game nights coming!
- Nominees: All four nominees were present for the meeting: Michael Chamness, Andy Chikos, Ken Paauw, and Louis Kimmel
8:29 a.m. New Business
Rear brake got hung up on the drive over the pass. Wound up needing to transport the truck on flatbed to the Ponderosa, which had been part of the original conversation, anyway. The Board will have Les Schwab come out and give estimate for repair. In the meantime, our maintenance guys will check the dimensions of the bed frames to see if we can swap out the bed from the old truck.
No ballot measures were presented.
- Update on Study of Other Private Community Models
Still gathering information for presentation to membership at annual meeting.
9:02 a.m. Members Open Floor Questions
- Association Manager Report Highlights
- Need to purchase a ditch-cleaning bucket for the backhoe in order to clean out the roadside ditches along the Ponderosa roads.
- New barbecue purchased for clubhouse.
- Road sweeping will occur as soon as the rental company receives the new sweeper units. The vacuuming option was revisited. Benefits would be less dust and cleaner ditches. Disadvantages would be the additional $250.00 tab. With the new chip-sealed roads it seemed best to sweep this year, clean out the ditches and vacuum the roads next year.
- The cost of the Spur Street sinkhole is still to be determined. Money should be in the budget for this repair.
- Ken and Geno attended Water Operator Workshop at the end of March to maintain their certification and education on the water system management.
9:03 a.m. Executive session
9:45 a.m. Reconvene From Executive Session
9:46 a.m. Adjourn July Board Meeting