Ponderosa Community Club
BOARD MEETING MINUTES
MARCH 12 th, 2016 at the Ponderosa Office
Board Members Attending:
- Daryn Wilbur – President
- Ken Paauw – Vice President
- Doug Barga – Director Of Operations
- Shannon Stithem – Treasurer
- Tim Abel - Secretary
- Brad Ulrich – Association Manager
General Members Attending: 7
8:00 a.m. Approval of Prior Board Meeting Minutes – Daryn entertained motion to approve February board meeting minutes. Ken moved, Shannon seconded, all approved.
Executive Session Report - No action taken in Mid-Month Executive Session
8:05 a.m. Treasurer’s Report – Just under 70 members are behind payment of dues. 2 members are more delinquent than others. A water shut-off notice has been filed on one of these owners. A shut-off notice will be filed on the other owner this Friday (3-18).
Budget is on track. M&O is a bit over budget due to the harsh winter. Property taxes appear to be over budget but Shannon reports this is merely due to the way the budget is structured.
Also noted, the repairs on the front end of the white truck have yet to be reflected in the budget.
Daryn requested the printout of the Capitol Improvements Account Balance show the different categories in which the funds are allocated to provide greater transparency for Ponderosa membership.
The Board motioned to move $158K from the Wells Fargo checking account and place it in a savings account to garner whatever interest we can accrue before the first payment of the water loan comes due October 1 st.
Daryn motioned to accept the Treasurer’s Report. Doug moved, Ken seconded, all approved.
8:19 a.m. Old Business – Committee Reports
- Watershed Committee – Currently working on trails master plan. All members are encouraged to attend and give input.
- Social Committee – Announced 7 events this year and the continuation of Game Night every 2 nd Tuesday of each month with some weekend dates for you weekenders. Stay tuned…
- Update on Saddle Street Property – The Board continues to consider its options regarding the conversion of this property from a saleable lot to greenbelt property. Additional requirements have complicated the process, mainly the condition that we get the signatures of 50%+1 of all membership, or roughly 280 members to set this in motion.
- Street Signage Inventory Update – Following up on last month’s request to have maintenance inventory what street signs needed replacing, adding, upgrading… The report came back we are in good shape. However several Board members reported their findings vastly different. Daryn asked for a more comprehensive inventory.
- Review Updated Water Loan Repayment Plan – Numbers looked much better but the board still requested more concise numbers regarding the first payment due October 1 st.
- Community Association Dues Comparison Update – Study not quite complete
9:00 a.m. New Business
- Identify topics for mid-month Executive Session – No topics.
- Meet The Board Candidates – Brad passed out informational sheets on two potential Board candidates. The Board took a moment to read them over.
- Road Sweeper Service– A brief discussion was had in regard to sweeping the streets next month. Ordinarily we rent a small sweeper for the weekend and run the thing over all the paved roads, kicking up clouds of dust while pushing the debris into our roadside ditches which creates even more problems. Daryn suggested we might want to look at an outside service which can vacuum up the debris, thus preventing these problems. The initial difference of cost would be about $400 more. Several potential problems were subsequently discussed. It was mentioned that the job should take longer than normal this year, no matter which direction we choose being that there are now more paved/chip-sealed roads to sweep. It was also mentioned that some of the newly graveled roads might not be cured and ready for an aggressive cleaning just yet. The matter was tabled for discussion next year, after all the road projects have been completed and the roads have been seasoned. A cost analysis will be performed in the interim.
- Association Manager Report Highlights – Nothing to report
9:28 a.m. Open Floor – A member who lives on Primitive Park asked why his portion of that road is not being paved. He understood it would be part of the chip sealing project. The board assured him the chip sealing ballot measure did not, and could not include that stretch of road due to Primitive Park being a County road and not private. The member agreed to take this up with the County.
A member recommended adding a section to the monthly financial statements so that the RH2 expenses are recorded.
10:08 a.m. Executive session – No action taken
10:38 a.m. Adjourn March Board Meeting – Seconded. Carried.