Ponderosa Community Club
BOARD MEETING MINUTES
June 13, 2015 at the Ponderosa Office
Board Members Attending:
- Ken Paauw – Vice President
- Doug Barga – Director of Operations
- Shannon Stithem – Treasurer
- Tim Abel – Acting Secretary
- Brad Ulrich – Association Manager
Board members Absent: President Daryn Wilbur.
Ken Paauw presided over the meeting. Tim Abel was appointed to take minutes because the Secretary position has not yet been filled.
General Members Attending: 0
The meeting was called to order by Ken at 8:00 a.m.
8:02 a.m. Ponderosa Board of Directors Code of Conduct Document presented
to and signed by new board member, Tim Abel.
8:07 a.m. Approval of Prior Board Meeting Minutes – Ken asked for a motion to approve the previous month’s (May’s) Board meeting minutes. Doug moved, Shannon seconded – all approved. Motion carried.
8:12 a.m. Treasurer’s Report - Shannon reports M&O budget in the red due to Well #3 repairs. This well issue would be discussed later in the meeting. The Pine Needler is slightly over budget due to recent ballot mailing. It is expected to even out by the end of the year. The Office Board budget is over budget due to the recent hiring of Brad. This is expected to fall back into the black by the end of the year. We are on track with dues despite one account unpaid and six liens out of the 585 accounts. Ken asked for a motion to accept the Treasurer’s report. Doug moved, Tim seconded. All approved – motion carried.
8:22 a.m. Old Business – Committee Reports
- Paving Gravel Roads Ditches and Driveways
Invitation for bids is expected to go out late June or early July. Brad reported that garbage trucks turning around in cul-de-sacs are chewing up the chip sealing.
Brad reported treatment of well #3 is completed and the pump was found to be worn out. Pump was installed in ’98. Brad reports we have received three bids for replacing the pump and motor. The five other well heads located in the Ponderosa are currently operational but their condition is unknown.
No committees present to report.
The Board was given nine photographs of current greenbelt violations. It was suggested that these violations be dealt with on a face-to-face basis rather than by written communication as words are easy to ‘misinterpret’. Shannon reported that several members associated with these violations are planning to attend the next (July) board meeting and we should table this issue until that time.
8:55 a.m. New Business
Rules and Enforcement – Several reports of violations: riding without helmets, noise, speeding, trashing of the river. The board weighed where the responsibility for enforcement of the laws should lie. After discussion it was decided a security patrol was not the answer as they are not qualified to enforce the laws and, in the end, it takes the county Sheriff to lay down the law. Ponderosa bylaws follow county laws as to all these issues but Ken warns if we, as individuals, don’t push back, the problems will continue to multiply and our quality of life will be impacted.
Buildings and Grounds – Slash piles located under the power lines need to be removed. They are fire hazards and dangerous. Several bids were received and it was decided to let a local contractor haul the slash away. Brad also noted that this may not cost the Ponderosa membership a penny should the DNR reimburse the project. Doug made the motion we go with the contractor. Shannon seconded. Motion carried unanimously.
Well Pump and Motor for Well #3 – Brad recommended we take $15,000 from the $36,620 in the M&O Reserve Fund to cover the cost of replacing the pump and motor for well #3. Doug made the motion to have ‘up to $15,000’ removed from the M&O Reserves and moved into the M&O Water Budget to cover this project. Tim seconded the motion. Motion carried unanimously.
There appeared no reason to set a mid-month executive session date/time.
9:15 a.m. Members Open Floor Questions
No members present.
- Association Manager Report Highlights
- Brad updated the report that the Ponderosa is bidding on a diesel truck located in Colorado through a government web site.
9:30 a.m. Adjourn June Board Meeting
- It was brought to the attention of the board that Ken Paauw, Doug Barga and Tim Abel will not be able to attend the next (July) Board Meeting. It was suggested that the meeting go on as scheduled but without a vote as a quorum on any issue could not be reached. Doug asked for a motion to adjourn, Shannon seconded – all approved.