Ponderosa Community Club
Our Mission: The Ponderosa Community Club's mission is to create and maintain a safe and welcoming community which enhances recreational and residential living through active membership participation, visionary leadership, and commitment to sustainability and harmony with the natural environment.


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Ponderosa Community Club
Board Meeting Minutes
October 13, 2012 09:05 a.m. – at the Clubhouse

Board Members Attending:

  • Daryn Wilbur – President
  • John McRoberts – Vice President
  • Vern Little – M&O Director (absent)
  • Stan Morgan – Treasurer
  • Michele Carter – Secretary
  • Mary Cox – Association Manager

General Members Attending: 8

The meeting was called to order at 10:02 a.m.

10:32 a.m. Pledge of Allegiance to the USA Flag

10:33 a.m. Approval of Prior Board Meeting Minutes -

Daryn motions to accept - John/Stan moved and seconded, all approved

10:34 a.m. Approval of KRCI first claims of recommendation of our engineer -

Daryn motions to accept – John/Stan moved and seconded, all approved

10:36 a.m. Treasures’ Report - Stan

  • Monthly Income Statement – we’ve spent 67% of the budget
  • Accounting fees, property taxes and insurance have been paid in full
  • Water project we’ve used 68% of our 2.5 million dollar loan
  • Culture review is completed we used $2,800 – budgeted was for $3,900
  • Past due summary – collected $8,000 from last month
  • Month end cash a CD matures at the end of the month - we are a little over our $250,000 FDIC insurance – going to move $65,000 in the CD to ING direct to a savings account – pays more than the current four year CD

Daryn motions to accept - John/Stan moved and seconded, all approved

Question from member: When are we going to be audited? Audit done on 2011 budget – RCW – supposed to have an annual audit – our bylaws require it every seven years. We are going to ask our members to wave the annual budget audit via through a ballet. Exclude water project.

10:46 a.m. Old Business

  • Finalizing our 2013 budget –
  • Water shed – Doug – submitted to John – budget will be $4,000 for the water shed committee

11:09 a.m. – Building and Ground Committee - Nancy

  • Nancy request to have the budget left alone – plus the care taker’s house - $4,200.00 budget (decreased M& O budget to reflect Building and Ground Committee needs)

11:30 a.m. – Social Committee –

  • John and Marisha never connected for a detailed discussion of the social committee budget. John said to use the budget suggested by the board since the social committee would not be responsible for things removed from the budget.

11:34 a.m. – agree that we stay at dues $615.00 for yearly dues

11:35 a.m. – Question from member: Water system – inspecting the tank? Sanitary survey?

Mary: Sanitary survey is the department of health responsibility to review the water system every three years – this is a $913.00 fee for us. We passed with flying colors!

The reservoirs have to be AWWA standards. Cleaned and inspected every three to five years. The last inspection was September 2008. A diver goes into our reservoirs (fully suited up, he and his equipment is disinfected prior to entering reservoirs). This inspection cost around $5,000. He inspects and repairs the inside of the reservoirs. The reservoirs are in great shaped except for the bottom of the reservoirs, 4 to 6 inches has corrosion – needs on going repair. Diver is preparing a bid to repair this corrosion. He suggested getting this done next year. Cost approximately $7,000 to $10,000 for repair work.

11:39 a.m. -2013 Budget - Daryn motions to accept 2013 budget – John/Stan moved and seconded, all approved

Road paving initiative – John

11:40 a.m. – Road Committee - Jesse Perrault

  • Jesse and John are looking into different budgets to pull $200,000 to $225,000 to get by 2014.
  • Suggests chip seal 275,000 sq feet– suggests getting quotes – new paving of roads that haven’t been paved in the past.
  • KRCI will NOT pave the roads that have been paved. That will go out to bid next spring. They will only repair the sections of Camp 12 Rd. as per the County’s requirements.
  • John would like to be part of the Road Committee (bylaws issue maybe) – board members are checking

11:51a.m. – Three years Strategic plan – John

  • No action since there is only one committee member - give it another month – to take a look at this plan

11:51 a.m. – Finalize December Ballot – Mary suggest to come back to this -

11:52 a.m. – New Business –

Easement Request 22703 Saddle – Jim and John Simpson - $345.92 and change. 9’x10’ area – Board grants the easement and split the repair costs Daryn motions to accept - John/Stan moved and seconded, all approved – motions for the split of the cost and Michele, Stan 2nds motion – motions for the easement passes

12:15 p.m. – Ballot issues –

  1. Approve 2013 budget –
  2. Approve Waiving the Annual Audit – Pam is going to write a pro statement on this ballot
  3. Approve Allocation and Expenditure 50% Gravel Roads – (will not increase members’ dues)

Daryn motions to accept - John/Stan moved and seconded, all approved

12:38 p.m. – Old Business

  • Water Project Update - Mary
    • Construction Management by RH2. The current contract with RH2 assumed the project would end on October 9, however since KRCI is behind schedule, the new project completion date is estimated to be November 15. We need to continue to have Mike Pleasants, RH2 engineer, onsite to do construction inspection and management through the end of the project.
    • Stan makes a motion to allocate an additional $25,000 (not to exceed amount) to RH2’s construction management/inspection contract. Mary is to amend the contract with RH2. Stan, John McRoberts second, all approved.
  • Home owner on Saddle not happy of location water vault –
  • Should vaults be insulated? Geno and Mary think they have a solution. Looking into this.

12:40 p.m. - Identify topics – Daryn

  • We approved the budget, ballot and easement issue
  • Need mid-month Session – Monday October 29 th, 2012 7:30pm

12:43 p.m. - Association Highlights - Mary

  • Water issue much better – occasional failure – if more fail to chlorinate water systems – extra flushing is going on
  • Draft of water vaults and valves – homer owners should not access vaults – do not plow over the top of these vaults – vaults will be marked – some vaults are in the driveway – plow around

12:55 p.m. - Daryn entertaining motions new rule and operations procedures snowplowing prohibited Stan motions John 2 nd – all agree

1:00p.m. - Members open floor –

  • Camp 12 Road – county responsibility
  • Need foot path along Camp 12 Road
  • Concern license golf carts

1:05 p.m. - Motion executive session

1:05 p.m. – Meeting Adjourn

 

 

 

 


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