Ponderosa Community Club
BOARD MEETING MINUTES
October 9, 2010 10:30 a.m. – at the Clubhouse
Board Members Attending:
- Ann Ashford – President
- Daryn Wilbur – Vice President
- Jeanne Whitlow – Operations Director
- Steve Geho – Treasurer – via Phone Conference
- Claudia Kuniholm – Secretary
- Mary Cox – Association Manager
The meeting was called to order at 10:40. 7 general members were present at the meeting with one member leaving early and the last member arriving at 12:05pm. At close of meeting 4 general members remained.
10:41 a.m. Approval of Prior Board Meeting Minutes – The minutes of the September meeting were approved as written – all approved. Moved and seconded – Jeanne and Daryn.
Executive Session Report & Voting as Required
- Executive Session was held on the last Wednesday of September to discuss budget proposals for wage/payroll packages. Real Estate issues were tabled. Motion to approve payroll packages as proposed by Director of Operations and Ponderosa Community Manager and as discussed at Executive Session be approved. Moved by Daryn, seconded by Steve. 2 approved – Steve and Anne, 2 nays – Jeanne and Claudia, 1 abstained - Daryn. Discussion followed. Motion made to approve the total amount of payroll budget of $146,000 and Association Manager $51,689 for 2011 – Motion by Claudia, seconded Steve, 3 approved (Claudia, Jeanne, Steve), 2 nays (Daryn and Anne). The amounts approved are not an increase over 2010.
10:50 a.m. TREASURER REPORT
In relation to the budget we are on track with expenses:
75% of year has passed
CD Status: $63,221 – one CD expires in October that needs to roll over for another year – Capital Reserve Fund CD – could be used for water project if needed. Daryn asked about possibly rolling over to a longer term CD to take advantage of higher interest rates. Motion made to renew December CD for 5 years and October CD for 2 years. Motion by Steve/Jeanne – all approved.
68% of budget year to date has been spent
77% legal budget spent on liens, etc.
96% insurance – this is an annual fee
67% salary of salary budget has been spent
50% for water and M&O set aside in bank accounts
Chimney repair postponed for 6-8 years, after inspection, repairs would only be cosmetic, so Building and Grounds will not need to spend total funds budgeted for 2010.
Moved to accept treasurer’s report – Claudia, second by Jeanne
- Accounts Receivable Status – A/r balance has one large item contained in it. Steve asked that we discuss this in our next Executive Session.
- Mary asked for permission to file a lien at 90 days if person that has not responded to repeated requests, Motion to approve, Daryn/Jeanne, all approved. All water shut off letters sent were to homeowners that were behind and all paid. Mary following up on one other property that needs additional collection efforts. This may include a need to proceed with foreclosure.
- M&O - $2500 additional needed from the M&O Reserve account for M&O Water budget line to complete funding for Booster Pump, cost was higher was than expected. Moved by Steve, Jeanne seconded all approved.
- 2011 Budget Discussion – Budgeted income now includes misc income such Clubhouse rentals, water hook-up fees, fines and interest income. Steve suggested adding an a/r line for dues from a prior period as a separate line item – board as a whole agreed to leaving all dues in the dues line regardless of fiscal year that dues originated in. Steve is tracking all changes. New clubhouse windows will not be needed at this time so Building & Grounds budget reducing proposal for 2011 is $5200 for this line item. M&O budget increasing slightly due to increased fuel and road maintenance expenses. Contingency labor line had been to cover catastrophes that might occur within the Ponderosa that would require extra help/professional services – examples unexpected natural disasters, legal, real estate issues. Recommendation is to remove this line and that we manage through our M&O Reserve Account. Legal and Liens line item – This was for the review of bylaws and operating procedures. Attorney says that getting a budgeted estimate is difficult at this point in time since we don’t know how great the changes will be. One estimate was between $1500 to $5000 for legal fees associated with this project. Reduce line item to $12000. from $25000. as was budgeted in prior year. Income less dues would be $9300, expenses $344,189. Additional $7380 to fund Maintenance Reserve, Capital Improvement Reserve would be $33489. Considering all proposed budget items dues for 2011 would be estimated $603.
Capital Projects –
Speed Bumps - $5000.
Ball Field - $4000 – includes irrigation, top soil, and everything else needed to make this happen. Bob Melson will gather details to present.
- Water Assessment Dues – Expired in 2010, so consideration is being given to renew at this time for the coming year with the net effect and goal to keep the total dues with the water assessment the same in 2011. The dollars collected would go towards the Water Improvement Project. Mary reviewed proposal of change to by-laws by Rose Running for USDA funding of project. The bank suggested that we could consider being our own water district. Pros and cons to both of these options. Motion made to propose by-laws change that would be required for USDA loan to membership for a vote. Steve/Jeanne moved, all approved. Motion made to propose Water Assessment of $200 for 2011 only with ½ of Water Assessment payment due with first payment of dues and second ½ Water Assessment of payment due with second payment of dues. Motion by Claudia/Daryn, all approved.
Daryn will work with Mary to get the ballot put together in time.
12:30 p.m. OLD BUSINESS
- Title Research Project Status and next steps – 15 members still outstanding, water shut off notices may be sent to homeowners. Authorization granted to Mary to do so.
- Moved that we accept the Owners Guest Guidelines as presented to be implemented as stated no later than January 1, 2011. Moved by Steve/Daryn. Item 7 for Garbage Service to be placed and removed within 24 hours of Garbage/Recycle pick up. All approved
- Motion made that members have the right to rent their private property without association interference as he/she chooses either to rent or not to rent as long as within Washington State requirements and Chelan County restrictions – Jeanne/Daryn, all approved, motion carries.
- Motion made that no members shall advertise Ponderosa amenities to non members. Jeanne/Claudia. Discussion followed. Jeanne approved, Steve and Anne denied, Claudia and Daryn abstained. Motion revised to add this to the ballot for membership vote in December. Daryn/Claudia, all approved.
- Attorney familiar with Ponderosa business is moving to a new firm. Recommendation to stay with current attorney. Motion made to stay with current attorney and move to office that attorney is moving to. Daryn/Jeanne. All approved.
12:35 p.m. NEW BUSINESS
- Bylaws committee update – Motion made to appoint Vern Little as by-laws committee chair. Daryn/Jeanne. All approved
- Fines tabled until next month.
- Fire Department Fines and other Fines – Daryn reported that Fire Dept was not in a position to issue fines.
- Executive Session scheduled for Wednesday Oct 27. Mary will join us to discuss real estate issues.
12:55 p.m. OPERATIONS
Association Managers Report Highlights
- Watershed Committee – there is an application form that needs signing – Mary authorized to sign.
- Homeowner issues – dogs, advertising, illegal issues. Mary has spoken to each person involved. She was successful with the homeowner advertising the Ponderosa pool.
- Homeowner with abandoned car partially on Ponderosa property will be removed from Ponderosa property
- Real Estate issues – One member was fined and fine was upheld, Mary notified homeowner of such
- Encroachment issues – Mary is addressing concerns as she speaks to individual homeowners on their particular homeowners. Mary and Jeanne will put together an article for the Needler.
- Trees removal very near the greenbelt - – a couple of trees were removed. Mary will meet with homeowner to review property line location.
- Water project – work has begun. Bill is meeting with surveyor. Surveyor will bill at an hourly rate. Included is a not to exceed price. Mary provided information that she has been gathering about water use to Bill. Bill has reviewed data. Mary will meet with Bill to get estimated price for entire project as far as the engineering portion is concerned along with a timeline for completion of engineering
1:04 pm Member’s Open Floor Questions & Comments
No questions at this time
1:05 pm ADJOURN