Ponderosa Community Club
BOARD MEETING MINUTES
November 12, 2011 10:30 a.m. – at the Clubhouse
Board Members Attending:
- Jeanne Whitlow – President
- Vern Little – Vice President
- Daryn Wilbur – Operations Director
- Stan Morgan – Treasurer
- Claudia Kuniholm – Secretary
- Mary Cox – Association Manager
General Members Attending: Members - 7
The meeting was called to order at 10:30.
10:31 a.m. Salute the Flags
10:35 a.m. Approval of Prior Board Meeting Minutes – The minutes of the October Board meeting were approved as written – all approved. Moved and seconded – Vern, Stan, approved.
Executive Session Report & Voting as Required
No Executive Sessions items required a vote.
10:35 a.m. TREASURER’S REPORT
In relation to the budget we are on track with expenses:
83% of year has passed. YTD expenses are at 81%
Special Notice to the Following :
A/R status update: Homeowners Dues – Currently 99% of the budgeted amount has been collected, with an additional $3556.17 collected in October. Only one homeowner is not keeping up with the payment plan. 3 homeowners have not paid their 2 nd ½ of the dues but it is expected that they will be paid by year end.
Legal & Liens – Will still need an additional $1700 to meet our expenses for the year. Stan moved that we transfer an additional $1700 from M&O Reserve to this account. The additional expense relates mostly to the new by-laws project. Stan/Claudia – all approved
M & O Roads – looks like it will be under budget this year.
M & O Water – Daryn moved that $1000 be transferred from M&O Reserve to M&O Water. This is needed for booster pump impellor repair that was discovered upon routine maintenance. Daryn/Vern – all approved.
Building and Grounds – Nancy Melson has requested that $170 be moved from M&O Reserve into Building and Grounds for unexpected furnace repairs. Daryn/Stan – all approved. Discussion followed about possibly considering that maintenance costs be moved out of this budget.
Monthly Summary :
M&O Maintenance Account Balance - $112,862.65
M&O Reserve Account Balance - $30,585.43
Water Fund Account Balance - $335,601.86, with an outstanding loan balance of $244,528.92, during the month of October $33,766.95 was spent on the Water Mains Project.
Capital Improvement Account Balance - $216,384.76 with $193.18 having been spent during the month of October for the Ball Field Upgrade Project.
10:45 a.m. OLD BUSINESS
Water Project Update – RH2 has sent 30% draft plan this week. Ken will review the engineer’s drawings and will bring back any concerns that might be discovered. Special attention will be given to cul de sacs. Homeowners will also be given the opportunity to review. Next meeting with RH2 will be on November 21. Once they have been revised and finalized, then they will be made available for review. Once that occurs a deadline will also be noted for responses. There are still some easements that are needed. 12 homeowners are involved and are positive in their response. RH2’s expense is a bit larger than first expected because of Bill’s withdrawal from the project. $42,989 amendment has been submitted by RH2. The total contract is now $304,683. The contract is a T & M agreement with a not to exceed clause. Motion made to authorize the amendment to the contract. Claudia/Daryn. All approved.
Discussion about payment for the dues or assessment expense via credit card in certain ways was considered. Mary will be doing some additional research and will report back. Another topic was whether or not homeowners should be allowed to pay for the entire water assessment up front and if so how would that occur. Motion was made that the PCC will allow payment of the full amount due at any time on an annual basis. Daryn/Stan, all approved.
Additional shoreline reviews, etc. are scheduled to be completed on Tuesday. The cultural review is still up for discussion and exact outcome is still to be determined.
11:30 a.m. NEW BUSINESS
Identify Topics for Mid-month Executive Session – Nothing anticipated at this time. If something that does come up then a call will be scheduled.
Snowplowing on Upper Riata – Mary brought the concern of homeowners of 5 lots on Upper Riata. Homeowners stated that years ago this area had been plowed. Additional research will be done and will be reported back. This area is not on Ponderosa property.
Update of Forest Stewardship Plan with Doug Pendleton – Shellhaas Forestry (SF) is expecting that nothing would really be done until fall of 2013 so that it would not interfere with the water project. Any commercial thinning that would be done would result in income to the Ponderosa. Before fall of 2013 there is brush clean up can be done by volunteers, education of the members, etc. Daryn moved that we enter into a contract with SF to complete the Long Term Forest Practices application. When completed and approved the fee will be $750 which has been budgeted for in 2012.
5 Year Strategic Plan - Tabled until next month.
11:37 a.m. OPERATIONS
Association Manager’s Report –
Another home is in foreclosure in the Ponderosa. Chelan County notified Mary of this action.
Plow and sander are ready to go as snow arrives.
11:40 a.m. If Time Permits -
Member’s Open Floor Questions & Comments – Member voiced concern over the by-laws changes as it relates to the section of the by-laws as it relates to the short term rentals in section 1.45.
12:12 p.m. ADJOURN – Moved to adjourn to Executive Session. Claudia/Daryn. All approved.
12:42 p.m.RECONVENED – Motion to adjourn, Stan/Vern. Meeting adjourned.