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
November 9, 2013 10:30 a.m. – at the Clubhouse

Board Members Attending:

  • Daryn Wilbur – President
  • Stan Morgan – Treasurer
  • Vern Little – Director of Operations
  • Bill Ham – Secretary
  • Mary Cox – Association Manager

Absent: John McRoberts – Vice President

General Members Attending: 7

The meeting was called to order by Daryn at 10:30 a.m.

10:30 a.m. Pledge of Allegiance to the USA Flag

10:32 a.m. Approval of Prior Board Meeting Minutes – Daryn asked for a motion to accept the previous month’s October 12 Board meeting minutes. (No Executive Session was scheduled this past month.) Stan moved and Vern seconded – All Approved.

10:33 a.m. Treasurer’s Report - Stan

Under overall budget as measured by % of year expired.

Income :

  • Collected $2,500 during October from dues and clubhouse rental.

Expenses :

  • Pool shutdown expenses, winterizing and purchased new propane heater and heat pump to replace failed units.
  • M&O Roads expenses for grading on Riata.

Water Replacement Project :

  • Inspection expenses $600 Forsgren. Construction management/inspection for road paving project nearly complete and expect to be completed under budget.

Dedicated Funds :

  • Will get $9,449 back from State for reimbursement of road paving. Remaining 5% from State will get back at close of project October 2015.

Month End Cash :

  • CD matures December 22 and shopping for new CD possibilities. Note: Leavenworth Bank of America will be changing to Washington Federal on December 8.

Past Due Summary :

  • Two members are not meeting their payment plan. Have threatened to shut off water. They have agreed to pay by next Friday, November 15.
  • Bankruptcy granted November 2011. Have been notified that we will be paid $2,000 by end of month.
  • Fannie Mae foreclosed on property April 2013. Have been notified we will be paid $956 that is due. Check is in the mail.
  • Continuing process on property foreclosure on undeveloped property.
  • Collected $2,000 on outstanding dues owed this past month.

Transaction Detail Report :

  • Checked and reviewed report, everything is in order.

Daryn asked for a motion to accept the Treasurer’s report. Vern moved, Bill seconded – All Approved.

10:40 a.m. Old Business – Committee Reports

Three Year Strategic Plan –

  • Mary reporting for committee. Two meetings have been held and third and final meeting scheduled for December 7 has been postponed until January 2014. The Committee will make a report to the Board following that meeting.

Buildings and Grounds –

  • Pool closed and nothing new to report.

Social Committee –

  • Decorating today at the clubhouse for the holiday season.

Watershed –

  • Daryn reported on commercial thinning of our forest project. Daryn met with logger, our forester Richard Schellhaas, Doug Pendleton – Committee Chair and Mary to finalize contract wording. Daryn and Mary addressed concerns on any roads needing repairs after the project is complete that logger contractor would see to any repairs/grading as required. Daryn asked for a motion to approve and sign the proposed logging contract. Vern moved and Stan seconded - All Approved.

Water Project Update –

  • Mary reported road paving remaining items and punch list completed. Total expenses were $201,564 and budget was $200,000. Daryn asked for a motion for the Board to approve $1,564 expense to cover the additional expenses. Vern moved, Bill seconded – All Approved.

10:50 a.m. New Business

  • No Executive mid-month session required.
  • Manager’s report, need snow on the ground to start first logging/thinning operations.
  • 2014 dues statements can go out early (i.e. end of November or first week of December) and two payment options available, February 15 for first half and July 15 for second half due dates.
  • Well #4 needs check valve replaced. Parts and labor estimated at approximately $1,500 and water sample analysis for any iron bacteria. Daryn asked for a motion to approve a $1,500 expense from M&O Reserves to complete necessary repairs to Well #4. Bill moved and Stan seconded – All Approved.
  • Needler deadline is next Tuesday. Ballot results and President’s comments will be in next issue. Needler staff doing a great job – thanks.
  • Storm drainage issues will be an agenda item for December meeting. Membership is encouraged to attend.
  • RH2 Engineering (design and construction management of water project) dispute with settlement expenses paid to KRCI. Board considering options to recoup those expenses.

A five minute recess occurred at 11:08 a.m. due to a visit by a young bull moose just outside the clubhouse windows.

11:10 a.m. Members Open Floor Questions

  • Daryn explained our projected proceeds from logging/thinning of forest. Gross dollar is 40% of logs over 7” diameter. Additional thinning/clean up expenses if required will be paid from this fund but overall it should be profitable to Ponderosa. We also will apply for a DNR 50/50 expense rebate from the State to minimize 50% of our costs to thin/manage forest lands.
  • Several questions/comments on culvert/bar ditches issues. Further discussions will occur at December 14 Board meeting.
  • A note to membership not to dump yard/clean up waste into the greenbelt areas.

11:22 a.m. Ballot Issue Results

 

 

Yes

No

Issue #1

Approve 2014 Budget

220

36

Issue #2

Waiving 2014 Audit

205

56

Issue #3

$17/Year Increase to Water Assessment and an expenditure of up to $63,000 from Capital Improvement Reserve fund for the water project loan repayment fund

193

68

Issue #4

Paving Remaining Gravel Roads

160

101

Option 1

One Year Assessment ($510 per lot)

48

 

Option 2

Two Year Assessment ($240 per lot for 2 years)

156

 

A special thank you to the Ballot Counting committee. Ballot counters were Pam Nicklas, Sharyl Nelson, Bobbie Olson, Shannon Stithem.

11:30 a.m. Adjourn to Executive Session

11:58 a.m. Reconvene From Executive Session

  • Daryn asked for a motion to enter into an agreement with Nicole Hay for legal services concerning our dispute with RH2. Vern moved, Stan seconded – All Approved

12:00 p.m. Adjourn – Vern proposed to adjourn the meeting. Stan seconded – All Approved. Meeting adjourned.

 

 

 

 

 


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21100 Cayuse Leavenworth, WA 98826 secretary@ponderosacommunityclub.org
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