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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Association Manager


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Ponderosa Community
December 12, 2009 Board Meeting

Meeting called to order 10:38am at the Ponderosa ClubhouseVice President Ann Ashford - Acting President presiding
Secretary Peter Smith recorder of minutes
Board Members Attending: Peter Smith, Steve Geho, Jeanne Whitlow,
Ann Ashford, Claudia Kuniholm
Mary Cox, Association Manager attending

Ann Ashford announces the addition of Claudia Kuniholm to the board of trustees.

Outcome of Executive Session held on Nov 14th.
The board has authorized the Assoc Mgr to pursue 5 liens at $500 for each filing.
Approved via unanimous vote

The board will communicate via letter with property owner at 23106 Saddle with regard to ROW on Ponderosa property.
Motion made to accept proposed communication and plan of action
Motion seconded
Motion unanimously approved

Recap of October 10th meeting regarding Short Team Rentals.
Ann provides handout of points raised at the October meeting.
Secretary restates the existing position of the board: Currently the Board has no agenda or long-term plan to eliminate renters from the Ponderosa.
Treasurer provides his personal reflections regarding the points raised at the October members meeting regarding Short term Rentals.
Director of Operations offers her personal reflection regarding the points raised at the October members meeting regarding Short term Rentals. Jeanne asks that each board member to research the specific topics she has provided. Reports to be made in Feb board meeting.

Published Board Minutes: a clarification is made as to the timeline for published board minutes. The goal is to have Board Minutes published within 10 business days of the board meeting.

Ballot Results:
·         Ballot Issue #1:  2010 Budget –           Yes 223, No 49. 
·         Ballot Issue #2:  Replace existing basketball court with new cement
            Sports Court                                        Yes 161, No 114.
·         Ballot Issue #3:  Replace kitchen cabinets and living room windows in the   Ponderosa Caretaker’s house             Yes 208, No 64.

 Treasurer’s Report:
92% of year expired and 94% of budget.
A few line items have exceeded budget:
Legal & Liens 115%
M&O Water 105%
M&O Roads 109%
Assoc Mgr 108%
Treasurer provides estimated income & expense report for remainder of the year.
An additional $3500 is needed for M&O Water due to 4 water main breaks which have occurred.
An additional $3500 is needed for M&O Roads to purchase additional gravel due to water main breaks.

Motion: Motion made to authorize Assoc. Mgr to spend additional $7000 from M&O Reserve to cover these additional items.
Motion Seconded
Motion unanimously approved.

Funds from expiring CD’s transferred to Water funding account to maximize interest return and allow for better liquidity.

Past Due A/R report submitted to board with a total of $27,149
End Report

Bylaws Committee: Doug Pendleton has agreed to chair a Bylaws committee to review our existing Bylaws. Gina Wilkins has also agreed to serve on the committee.  John Cross has indicated he would be interested in servicing on the committee as well.

New Item: Doug Pendleton would like the Ponderosa Community Club to consider protecting and maintaining “adopting” the Wenatchee River within the Ponderosa.
The board asks Doug to provide a brief bullet-point overview of the scope of the proposed program.

Secretary’s Report:
Foreclosure: Regarding 4 lots on Camp 12 rd: After review with legal counsel the Ponderosa will not pursue the release of property. The board will continue to research all options regarding this situation up to and including foreclosure.

Title Research:  Research has determined that 174 lots are under review with regard to ties to Bylaws, Articles of Incorporation, & financial responsibilities. Next communication and or steps specific to this project will be taken in March of 2010.

A timeline to complete this project has yet to be determined but will be revisited as additional information becomes available.

The Needler: we haven't had anyone volunteer to lead the Needler. There is concern that some type of communication needs to continue to the membership as opposed to the full Needler which will not be produced until new leadership comes forward. The board and Assoc Mgr will  research an alternative mailing for the Needler which may include basic Ponderosa information and announcements.
End Report

Operations Director’s Report:
Assoc. Mgr reports Riata road improvements have been completed.
Collections efforts regarding the Riata mud slide and the responsible parties continue. The responsible parties have offered a settlement of $5800.00 of the $8400.00. The board will consider the settlement and confer with legal counsel.

Motion made to continue discussion in executive session.
Motion seconded
Motion unanimously approved

Henry Ohrazda  has joined our Ponderosa Maintenance team. We received 41 resumes and Henry was chosen due to his qualifications.
Ken Severance has received his water quality certification as part of the Ponderosa’s long-term maintenance plan.
Insurance & Bonding clarification: Our existing insurance covers “crime coverage” which serves as Fidelity Bonding up to a $500,000 limit
The Ponderosa Fire Dept. has asked that the Community install a new fire hydrant at the corner of Porter & Stetson at the estimated cost of $ 800-$1000 in the spring of 2010

Motion made to install new hydrant
Motion seconded
Motion unanimously approved

In addition, the board may want to consider additional fire signage in the upcoming fire season.

Meeting adjourned to Executive Session 12:05pm
Outcome of Executive Session:
After further discussion, no actions we’re taken in Executive Session.




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Ponderosa Community Club
21100 Cayuse Leavenworth, WA 98826 secretary@ponderosacommunityclub.org
Washington State, USA

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