Ponderosa Community Club
BOARD MEETING MINUTES
April 14, 2012 10:30 a.m. – at the Clubhouse
Board Members Attending:
- Jeanne Whitlow – President
- Vern Little – Vice President – Excused Absence
- Daryn Wilbur – Operations Director
- Stan Morgan – Treasurer
- Claudia Kuniholm – Secretary
- Mary Cox – Association Manager
General Members Attending - 9
The meeting was called to order at 10:30.
10:30 a.m. Salute the Flags
10:32 a.m. Approval of Prior Board Meeting Minutes – The minutes for the March Board meeting were approved as written – all approved. Moved and seconded – Daryn/Stan, approved.
Executive Session Report & Voting as Required
No Executive Sessions items required a vote.
10:33 a.m. TREASURER’S REPORT
In relation to the budget we are on track with expenses:
25% of year has passed. YTD expenses are at 18%.
Special Notice to the Following :
A/r status update: Homeowners Dues – Thru the end of March $206,056.59 in Homeowners Dues were collected which is ahead of where we were last year by $4500. Total revenue collected year to date is $206,804.10. 22 owners are past due, for 2012 which totals about $23k, water shut off notices will be sent to these home owners. We do have some folks that are on payment plans.
M&O General is a bit higher than expected because of plow repair and fuel.
Received $182,478.10 against our loan from the state through the end of March.
Backhoe came in under budget. The old backhoe sold for more than expected, and with initial maintenance complete we will still be under budget.
Monthly Summary :
M&O Maintenance Account Balance - $167,385.93
M&O Reserve Account Balance - $34,182.21
Water Fund Account Balance - $339,389.49, with an outstanding loan balance of $244,528.92, during the month of March $66,130.27 was spent on the Water Mains Project.
Capital Improvement Account Balance - $215,103.72.
Audit & Financial Review Update:
This is the 7 th year and our by-laws require an audit. Our CPA firm will come to the Ponderosa and will complete this process for us. The office has already been putting together the necessary documents. The goal is to have the audit complete by the May board meeting so that the final documents will be ready for the Annual Member’s Meeting. As part of this process a review of the current procedures will be done.
Motion to accept the Treasurers Report as presented - Daryn/Claudia – all approved
10:45 a.m. Meet Board Candidates
Mick Mitchell – Has lived in the Ponderosa as a full-time member for one year. He would like to be involved in the board more.
John McRoberts – Member since 1995, has served on many committees over the years. John is planning to spend more time in the Ponderosa in the coming years.
Claudia’s resignation was announced. Mick has stated that he would be willing to fill in for the remaining one year term. Daryn moved that we accept Claudia’s resignation and that Mick Mitchell fill in for the remainder of the term. Stan seconded. All approved.
10:55 a.m. OLD BUSINESS
Committee Reports - Watershed Committee – The DNR and Schellhaas Forestry discussed a possible grant for the creation of a possible fire buffer. If we qualify, there would be no expense to the Ponderosa. More information will be available next month.
Finalize Ballot – John McRoberts – will be the only member running for office. Claudia/Daryn moved that John McRoberts will be on the ballot as the only member running for office. All approved.
Process for 3 Year Strategic Plan – Jeanne proposed that 3 Year Strategic Plan meetings will be held prior to the next two board meetings. Daryn suggested that we might want to create a survey to send to the members. It was also suggested that maybe it would be best to wait until the new board is put into place to begin the process since there is only one month left for the current board. Decision was made to start Strategic Planning at the June Board Meeting when the new Board is in place.
Latecomer’s Fee Resolution – Daryn reviewed the status of what could be done with the attorney. A Capital Improvement Charge Resolution was written and is attached. A motion to accept the “Capital Improvement Charge for Water Mains Replacement and Water Meters Project” was made after Daryn read the resolution to all members present. Daryn/Stan moved, all approved. This will be included in the ballot as a way of notice to all members.
Fines for Illegal Fire Update – The meeting with the fire department went well. Mick Lamar has agreed to put together a document that is agreeable to the fire department. Once that has been done then the board will review. This is being tabled at this time and will be added to the May agenda.
11:03 a.m. NEW BUSINESS
Association Manager Report Highlights – Annual floor maintenance project for the clubhouse will be completed at the beginning of the month. Windows will be washed. The roads are being swept now that the snow is melting. A home owner on Corral made a lot line adjustment with an adjoining home owner. Two complaints against a home owner are being followed up on by the Ombudsman. The broken axle on the F250 is being replaced by Ken and Henry. A used one was found at a junk yard. The expense should be less than $1,000. Mary is lining up the security for Memorial Day.
Review and Finalize Chelan County Franchise Agreement – This is the standard operating procedure between cities and counties. In this instance we are viewed as a city. The Ponderosa has added them as an additional insured and is working through the other requirements that are necessary. We also need to get a bond for the water project construction as part of this Franchise Agreement. The bond value is $68k. Mary is still researching the cost of the bond. Prices seem to vary between 3% and 7%. The percentage is based on things like how good our financials are. Daryn moved that we enter into the Franchise Agreement with Chelan County and purchase the bond for $68k as required the county. Claudia seconded, all approved.
Insurance Policy Review – Daryn will represent the board and will review the document and will report back at the May meeting.
Identify Topics for mid-month Executive Session – In case a meeting needs to be held, the meeting will be held on May 1 at 7:30pm.
Water Project Update - See below for details.
Water Project – Financial Breakdown – Reports will be provided on a monthly basis and will be posted to the web. Daryn moved that we accept the loan ineligible budget line items as presented. Daryn/Stan. All approved. Mary will tweak the rest of the reports that she has put together to clarify a couple of line items.
Water Meters – Ferguson Waterworks submitted a bid for $164,564.95. Sensus metering system was the preferred metering system that was chosen. This bid was 8% less than what had been anticipated as the cost for this part of the project (i.e., engineer’s estimate.) Member on the floor stated that these meters have worked wonderfully in the city that he works in. They are highly rated. Daryn, moved that we accept the bid that we received from Ferguson Waterworks and that we enter into a contract with them. Stan seconded All approved.
WaterProject Archaeologist – Approval to execute the process to obtain an archaeologist as required for the archaeological monitoring during construction on Saddle Road. Daryn/Stan. All approved.
Water Project Construction Bidding - Motion to approve the bid packets (including contract documents and plans) as presented, the bid process schedule, and to advertise for bids. – Daryn/Stan – All approved.
Water Project – Engage an engineering firm for construction management and construction inspection
The contract from RH2 is for $106,079, which is what they told us at the interview. Daryn moved that we proceed with the construction management and construction inspection contract with RH2 with the not to exceed clause totaling $106,079 for one person. Claudia. All approved.
- Discussion occurred that if the construction company we select tries to cut corners and needs constant monitoring, then a second inspector will be needed.
Member’s Open Floor Questions & Comments – Question about the kinds of complaints that the ombudsman deals with.
12:27 p.m. ADJOURN – Moved to adjourn to Executive Session. Daryn/Claudia. All approved.
12:38 p.m.RECONVENED – No voting was required. Motion to adjourn, Daryn/Stan. Meeting adjourned.
Water System Upgrade to New DOH Regulations and Fire Protection
As of April 12, 2012 by Mary Cox
- The schedule is to award a contract on May 12, begin construction by May 30 and complete the work in 4 months. A construction schedule will be published after a contractor is selected.
- Required permits not yet completed :
- Good news! We just received the environmental review (SEPA) approval.
- There are 30 conditions. They are standard for this type of project.
- There was one surprise: we thought there was one 30 day waiting period before we can begin construction, but it turns out there is
- A 21 day waiting period for appeals to the hearing examiner’s decision then
- The decision is sent to the Dept of Ecology. They have up to 30 days to file the decision. Then
- There is a 30 day wait period.
- Worst case is June 30 for construction to start, best case is June 1. Reality will probably be somewhere in between. Good news: the wait period only applies to Saddle – so we can go ahead with all the other construction on schedule. I sent a message to RH2 confirming we’ll start Saddle when the waiting period is over – and for concurrence that this won’t be a problem
- The cultural review by Dept of Health (DOH) approval is planned for mid-May: hoping for approval on May 11, just prior to the next Board Meeting. We are currently in the 30 day public comment period which ends May 10. We cannot award a contract until the cultural review is complete.
- DOH is requiring us to have an archaeologist on-site to monitor construction along Saddle, because there was a pre-historic site recorded in 1962 somewhere along the Wenatchee River near Saddle. Construction along Saddle is estimated at about 15 days.
- Cost estimate is $7500.
- We have advertised for statements of qualifications for archaeologists – responses are due at 4pm on April 26.
- We will use the same process we used for selecting the construction mgmt & inspection firm.
- Chelan County Public Works
- RH2 is getting the permits from Chelan County Public Works for work along Camp 12 Road and should be completed in April. They need to get permission to take the logs cut in the right of way
- Revised Schedule
- PCC Board Meeting 4/14
- Approval of contract bid package (plans, specs) and bid schedule
- Review and approve Chelan County Franchise Agreement
- Review and approval of RH2 contract for construction management and inspection
- Award a contract for service meters
- Approve search for an archaeologist using our “professional services” process.
- Approve resolution for Capital Improvement Charge
- RH2 Advertisement for bid 4/17
- RH2/PCC Pre-bid contractor walk-thru 4/25 at 11am
- PCC Archaeologist responses due 4/26 at 4pm
- RH2 Chelan County permits acquired by 4/30
- RH2/PCC Bid Opening 5/8 at 2pm in the Clubhouse
- RH2 will fully analyze the responses, check references, and recommend a contractor for award of contract.
- Cultural Review Complete by May 11
- PCC Board Meeting review responses, RH2 recommendation, and award contract 5/12
- Select an archaeologist to do monitoring and approve a contract.
- RH2 Notice of Award 5/14
- RH2/PCC Pre-construction meeting 5/21
- DOH Notice to proceed 5/29
- Construction 120 days 5/30 – 9/30
- License Agreements & Easements
- On final review of the plans, we realized there were 12 more lots which we would need to access. So, we sent out 12 more agreements, bringing the total to 152. There are 18 still to be signed and received before construction begins.
- Logging : Ken and Henry have marked the trees to be removed. There is one logger with a feller-buncher who is interested in cutting the trees, which will be part of the construction contractor's responsibility. RH2 needs to get approval from the County.
- RH2 has determined not all the stumps will need to be removed – this will save us money. We’ll require the contractor to only remove the stumps that are in the way of water main installation.
- Riata Road improvements & fill: We are still awaiting one signature. It is not anticipated that this will be a difficulty.
- Financials and contract administration: Chelcie submitted and received our second reimbursement. I sent the Board a separate email on financial matters.
- Fiber: Chelan County PUD made a big effort to get public input on the options they are considering for expanding their fiber network throughout Chelan County. I sent input in support of the continued expansion to the Ponderosa. The PUD’s position as of April 10 is at http://www.chelanpud.org/10556.html The PUD Commissioners are scheduled to make a decision on April 16. If they decide to continue the expansion, my guess is that it will take many months before they have a plan and policies on how to proceed with the expansion.
- We are installing empty conduit, for future fiber cable, in the Camp 12 Road crossings as part of the water project.
- Credit Card Payments
- Chelcie has worked with Official Payments to get this set up and tested. We’ll make an announcement in the June Needler and on the June invoices for 2 nd half dues.
- Communication to Members
- The next Needler will come out in early June, so that we can include lots of information about the water project, including the construction schedule.
- Review of status will be done at the Annual Member’s Meeting.
- RH2 should be able to put the 100% plans and specs on the website.
- Explore, with Chelan County Public Works, the possibility of paving the dirt portion of Camp 12 Road.
- Further research is needed with the Department of Commerce to understand our options for getting the roads paved, since it must go out to bid and are prohibited from paving the roads ourselves.