Ponderosa Community Club
SPECIAL MEMBER’S MEETING MINUTES
August 31, 2013 9:00 a.m. – at the Clubhouse
Board Members Attending:
- Daryn Wilbur – President
- John McRoberts – Vice President
- Stan Morgan – Treasurer
- Bill Ham – Secretary
- Mary Cox – Association Manager
Absent: Vern Little, Director of Operations (Excused Absence)
General Members Attending: 73
The meeting was called to order at 9:05 a.m.
9:05 a.m. Pledge of Allegiance to the USA Flag
9:06 a.m. Daryn presented the details of the water project from start of planning to current date. Highlights were specific to items outlined in the letter dated August 2, 2013 to the general members updating this information and calling for a special meeting. The Board felt it was necessary to get the member’s input on steps necessary to fund the $212,000 settlement. Daryn and Mary presented the 4 possible funding options.
- Option 1: Sue RH2 to recoup $363,000 – no guarantee of court ordered outcome
- Estimated legal fees of $122,000 requires $214/lot assessment in 2014
- Legal fees most likely exceed $122,000, thus requiring more assessments
- Lawsuit probably last 1-2 years or longer
- Option 2: Increase current assessment of $299 by $17 to $316 per lot per year for life of loan (2035) AND use $63,000 from Capital Improvement Reserve
- Retains $20,000 in Cap Imp Res. and Reserve gets funded by by $17,000/year to build back up.
- Option 3: One year special assessment of $342 per lot per year
- No change in $299 water assessment (current)
- Still uses $63,000 from Cap Imp Res
- Option 4: Same as option #3, except split the $342 over two years at $171 per lot per year
Over 1 hour of presentation and questions and answers for the general membership on this water project budget shortfall of $212,000. A vote by show of hands was conducted and the results are as follows:
- Option 1 – 4 votes
- Option 2 – 63 votes
- Option 3 – 2 votes
- Option 4 – 4 votes
- Option 2 was favored by an overwhelming majority and the Board will take this advisement of the membership going forward.
10:15 a.m. Jesse Perrault, Chairman of the paving the remaining original gravel roads committee, made a presentation on the benefits and costs associated to contract out the paving of all remaining gravel roads in the Ponderosa.
A question and answer period followed his presentation and the committee presented the cost/funding options available to the membership.
Estimate of chip sealing (i.e. paving) costs is based on like costs from repaving the current paved roads after the water project was completed .
- 275,000 square feet to be paved (216,000 square feet currently paved)
- $13,400 Mobilization
- $12,000 Traffic Control
- $31,000 Road prep: Grading, shaping, rolling
- $36,750 Adding 2450 tons of 5/8 minus gravel for 2” top course, grading, compacting (gravel $15/ton)
- $157,170 Chip Seal (CSR-2P) ($0.56 per sq ft)
- $3600 Paving around water system valve risers in road
- $33,000 Allowance for change/contingency (12%)
- $21,231 Sales tax
- $15,000 Consulting, Engineering, Construction Inspection
- $323,167 Total Cost
- - $65,600 Less Capital Road Paving Fund (4 years current balance)
- $257,567 TOTAL COST TO BE FUNDED
- $452 PER LOT COST would be via a 1 year assessment or a 2 year assessment of $226 per lot.
Chip sealing would occur after the full funding was collected. Costs dependent on price of oil (up or down) and the proximity to liquid asphalt distribution point.
A vote of the membership by show of hands was conducted and the results are as follows:
- Not Paving – 4 votes
- $452 / 1 year assessment – 63 votes
- $226 / 2 year assessment – 6 votes
- A one year assessment of an estimated $452/lot option was favored by an overwhelming majority and the Board will take advisement of the membership going forward.
The Board thanked the membership for their valued input and especially their patience and understanding of the entire water project difficulties encountered the past two years.
10:40 a.m. – Meeting Adjourned. Daryn asked for a motion to adjourn. Stan proposed and John seconded. All approved.