Ponderosa Community Club
Board Meeting Minutes
October 11 2014 10:30 a.m. - at the Clubhouse
Board Members Attending:
- Daryn Wilbur – President
- John McRoberts – Vice President
- Doug Barga – Director of Operations
- Shannon Stithem – Treasurer
- Mary Cox – Association Manager
General Members Attending: 2
10:31 a.m. Meeting was called to order – Daryn
10:32 a.m. Approval of Prior Board Meeting Minutes
Daryn asked for a motion to approve the previous month’s September 13, 2014 Board meeting minutes. Doug moved, Shannon seconded – all approved. Motion carried.
10:33 a.m. Treasurer’s Report
Shannon reports we are on track with 75 % of the year completed and 74 % of expense budget spent. All past dues payment plans are on track. Daryn asked for a motion to approve the Treasurer’s report. Doug moved; Shannon seconded. All approved – motion carried.
10:35 a.m. Old Business – Committee Reports
10:35 am Watershed Committee – Doug Pendleton
Dusty is working on units 1 & 2, subcontracting to Shawn. The Ponderosa will receive 40% of the sale of logs greater than 7 inches in diameter from this area. The Ponderosa needs the sale of these logs to help pay for the cleanup. Shawn has not been able to start his work yet. Trees marked with blue tape will stay. Staff is waiting for Dusty to move his trailer parked by the fire pile.
10:43 am Social Committee
10:43 am Building & Grounds - Mary Reported
A new sign has been installed just past Thoroughbred on the right.
10:44 am Update – Ditches & Driveways- Mary Reported
Arabian is finished as well as Stirrup going to Arabian. The culvert has been placed under Pinto. Stirrup between Palamino and Colt will be next. With Mary gone next week and the rains coming, there will probably be delays to the Ditches & Culverts project. Therefore, staff will be working the next ten days on winter preparation for roads (vehicles, supplies, etc.). Relative to winter road preparation, the Ponderosa is replacing the large dump truck snowplow with one which Daryn referred to Mary. It is a new Washington state reject (new and good but did not meet state specs) which we got a good deal on.
Pam Nicklas reported that the road slopes in the opposite direction of water flow in their cul-de-sac. Mary said that prior to paving the gravel roads next year, the road paving company would grade and shape the cul-de-sacs. Daryn mentioned that we would be discussing some capital improvements relevant to the roads.
10:53 am Finalize 2015 budget
A discussion of an office bathroom revolved around the drain field, expected cost of $10,000 – $12,000, capital improvement, may be included in a future budget.
While Mary was retrieving some budget documentation from the office, Dick Nicholas asked a question about how some water project expenses were being reported in the accounting system. Some discussion followed as to the best method to use.
The committee budgets were deemed okay.
A discussion of an increase in the budget ensued. Well #3 is the biggest budget line item increase. Fixing it will cost about $21,600 and $1400 for parts. M & O Water was increased by $3000 to cover contingencies which seem to always occur. Someone mentioned that the dues at Kahler Glen are $200 per month and that Chiwawa Pines dues are about the same as the Ponderosa’s but that is only for water. Budgets from previous years were reviewed:
2011 – $816
2012 – $900
2013 – $914
2014 – $1180
2015 – $1216
The biggest increases in budget in the previous years have been due to the water system and the roads.
Daryn called for a vote on the budget. Doug moved that the budget be accepted, Shannon seconded, and all approved.
There was a post-vote discussion of why the Ponderosa uses part-time workers for some jobs. Mary pointed out that some of the jobs only require unskilled labor and that we save money by hiring lower pay rate part-time workers rather than using staff for these jobs. It was recognized that we could lower the budget if members would volunteer to do some of these unskilled labor jobs.
11:38 am Finalize Ballot
There was a lengthy discussion of Ballot Issue #3 (Authorize the Board to spend up to $XX,XXX from the Capital Improvement Reserve Fund to make drainage improvements). The discussion centered on whether the authorization should be for spending up to $48,000 or $40,000. The worry is reducing the capital improvement fund too much; it would have to be replaced soon. The contractors have estimated $48,000 to do the job. If we only use $40,000 for the job, we would have to reduce the scope of the work, possibly jeopardizing the roads sometime in the future. The road paving committee did not and could not anticipate drainage problems caused by the water system and the paving. It was finally decided that preventing future road problems was more important than preserving the current reserve and that we would just have to bite the bullet and replace that reserve in the next few years’ budgets.
Daryn called for a motion to accept the 2015 Ballot Issue #3 requesting authorization to spend up to $48,000 from the Capital Improvement Reserve Fund for drainage improvements to gravel roads prior to chip sealing, John moved and Doug seconded. Motion passed unanimously. There followed a brief discussion on wording to make the issue clearer. It was decided that a draft explanation would be wordsmithed and approved by the board via email.
Daryn called for a motion to accept the 2015 Ballot, John moved and Doug seconded, all approved.
11:38 am Opening for Board Secretary Update
There is no volunteer yet. Daryn asked Mary to send out an email on the subject.
12:06 p.m. New Business
12:06 p.m. Topics for midmonth executive session
Executive session was scheduled for 6 PM on Wednesday, October 29.
12:10 p.m. Proposal for Greenbelt Cleanup November 8 & 9
The Watershed Committee proposed that the Ponderosa members be allowed to help clean up the Greenbelts by removing specified fallen trees for firewood from designated areas. After an animated discussion the board approved the proposal provided the following conditions be met:
- the project be managed by the Watershed Committee
- participation be limited to Ponderosa members only
- members must sign up ahead of time to participate
- members must sign up for a specific timeslot between 8 AM and 5 PM
- the sign-up sheet be at the office (to include items like name, phone number, timeslot, signature etc.)
- that liability waiver language be included on the sign-up sheet
- all sites must be monitored, including periodic checking of non-included sites
- included sites are Bluebell and area #4
- driving directions through the Greenbelt be provided
- weather conditions permitting
- October 24 announcement via email and website
12:52 p.m. Discuss establishing two committees: Technology and Organization Restructure
John proposed establishing two committees to pursue implementing a variety of suggestions in the strategic plan previously adopted by the board. The first, Technology, would deal with monitoring and proposing the use of current and emerging technologies to better manage and operate the Ponderosa as well as provide services for individual members. The second, Organization Restructure, would deal with evaluating and proposing current and future committee functions and structures to better serve the needs and wishes of participating committee members and those of the serviced community as well as studying how to cope with the increasing demands on staff time. (The functions of some committees have changed over time and “restructuring” may simply mean renaming a committee to better reflect what it currently does.)
The board approved the preparation of a more detailed proposal for each of the committees to be presented at the next or subsequent board meetings.
12:52 p.m. Members Open Floor Questions
Member discussion occurred where appropriate on topics as reported above. Also, Pam Nicklas identified a road issue on Camp 12 Road by the reader board where there is no shoulder and many drivers run off the road. She proposed that the board send a letter to the county. When asked, she volunteered to write the letter.
12:35 p.m. Adjourn to Executive Session
Daryn asked for a motion to adjourn to Executive session. John moved, Shannon seconded – all approved.
1:02 p.m. Reconvene From Executive Session
No voting required.
1:03 p.m. Adjourn
Daryn asked for a motion to adjourn the Board meeting. John moved, Doug seconded, all approved. Meeting adjourned.