Ponderosa Community Club
BOARD MEETING MINUTES
June 11, 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 – absent
- Mary Cox – Association Manager
General Members Attending: 2 Members
The meeting was called to order at 10:31.
10:31 a.m. Salute the Flags
10:32 a.m. Introduction of New Board
10:33 a.m. Approval of Prior Board Meeting Minutes – The minutes of the May meeting were approved as written – all approved. Moved and seconded – Vern, Daryn
Executive Session Report & Voting as Required
Several real estate issues were discussed, none required a vote.
10:45 a.m. TREASURER REPORT
In relation to the budget we are on track with expenses:
42% of year has passed.
CD Status: Nothing has changed. No CD’s are maturing at this time.
A/R status update: Approx $9k tied up in 4 liens that have been filed with 3 more liens being filed on June 17 if payment arrangements have not been made. Mary had to turn off another member’s water. Fees for filing liens are assessed against the property. Several members are on payment plans and are on-track.
Special Notice to the following:
Building & Grounds – Unexpected repairs on caretakers septic, also some other repairs had to be made this past month, this accounts for the overage on this line based on year to date.
Property taxes – This line item will be overspent by about $500 dollars at year end because some of our taxes have increased this year.
Insurance – Annual fee
Homeowners Dues – More than ½ of dues of collected with balance due in July.
36% of budget year to date has been spent
49% of legal budget spent on liens, etc.
95% of insurance budget has been spent – this is an annual fee
37% of salary budget has been spent
M&O Maintenance Account Balance - $153,496.63
M&O Reserve Account Balance - $33,620.22
Water Fund Account Balance - $408,987.46, with an outstanding loan balance of $271,003.91, during the month of May $4,797.52 was spent towards the water mains project.
Capital Improvement Account Balance - $215,565.96. During the month of May $1569.60 was spent toward the ball field upgrade.
Moved to accept treasurer’s report – Moved by Vern, second by Daryn, all approved
Standard for Signatures on Bank accounts – The signature cards need to get updated. Discussion of history of signors was held. Remove former officers’ signatures names from all bank accounts. Motion was made: Standard of signers will be as follows for all Ponderosa Community Club bank accounts: President, Treasurer, and Association Manager will be approved signors on all bank accounts, Daryn moved/Stan seconded, all approved.
Motion was made to raise the capitalization limit from $250 to $1000. Vern/Jeanne. All approved.
10:38 a.m. OLD BUSINESS
Transfer from M&O Reserve Fund - Motion to allocate $480. from the M&O Reserve Fund for unexpected maintenance items on septic system for caretaker’s septic. This expense will be removed from the Building & Grounds budget - Daryn/Stan. All approved.
11:50am NEW BUSINESS
By-Laws & Operating Procedures Proposed Changes Timeline – The board’s goal is to send out with the proposed new By-Laws with ballot in the fall. The board needs to have the review completed by the end of the August board meeting. By July’s meeting comments or questions by the board should be raised and resolved so that by August 15 the proposed By-Laws can be sent to the attorney for review. Discussion about general feedback from the annual meeting was discussed. It was suggested that some items be specifically voted on by the membership. Advertising the “Use of Ponderosa Amenities to Non-Members” – The attorney has proposed some changes to the By-Laws to address the concerns that have been raised about this. It was suggested that we might consider putting the proposed By-Laws on the web once the attorney has reviewed them so that the membership can have a chance to review before they are sent out for approval.
Fines Discussion Timeline – During the August meeting these will be reviewed and discussed so that they can be submitted to the attorney at the same time as the By-Laws for review and input. Discussion of what had occurred to date and what the purpose of the fines was held.
Water Use Efficiency Goals – Mary reviewed the goals for how PCC will comply with the goals that are set forth. Details are attached. This is based on requirements that are outlined by the state. Comments from the floor were received. The Board adopted the following:
PCC’s goal will be to reduce water usage per Equivalent Residential Unit (ERU):
- By the end of 2017;
- From a maximum daily demand (MDD) of 960 gallons per day per ERU, which is the empirical data provided by the WSDOH Design Manual;
- To no more than a MDD of 774 gallons per day per ERU, which is based upon current Water Rights limitations that the Ponderosa Community Club intends to operate within.
- Note: the Ponderosa Community Club is not currently exceeding its water rights, however, if the present per service consumption were to continue and be extended to vacant lots as they are developed; and as vacation residences are converted to permanent residences; water rights limits would be eventually be exceeded.
Supplementary Measures PCC will Implement:
- Publish Usage Data to Encourage Efficiency
PCC will publish water usage data by service to the PCC membership, so that peer pressure will result in efficiency. The data will be published within 6 months after all meters are installed, which will occur by January, 2017, and could occur as early as 2015.
- Implement a Rate Structure to Encourage Efficiency if Goals are Not Achieved
If Measure #1 does not result in the needed usage reductions to meet our efficiency goals after 1 year of publishing usage data, then the Board of Trustees will implement a rate structure for members to pay for water usage. Members will be made aware of this plan.
- Customer Leak Education Detection (Indoor Leak Repair)
Educate members to identify and repair leaks in and around their homes. This will be implemented after service meters are installed (after 2015 and not later than 2017.)
- Provide Water Consumption Statements to Members Which Show Consumption History
PCC will provide consumption history on water consumption statements or with the usage data described in Measure #1. The timetable will coincide with the timetables for Measures #1 and #2, as appropriate.
- Place Water Saving Educational Materials on the PCC Website
PCC will implement a new link on their website for water saving educational materials for indoor residential use and outdoor use. This will be done in 2012.
Vern moved that we approve the WEU goals as noted above, Stan seconded. All approved.
A follow-up meeting with Bill Schmidt will be scheduled for the future for further discussion and clarification with the membership to answer any questions. There was also some discussion about the possibility of setting up a committee to assist with this. If a committee was assigned to assist with the water project, the members would need to be willing to serve on the committee through the end of the project which is estimated at 5 years.
Timeline for Water Project – The state has stated that the goal is to have the lending documents signed by October. This will need to go to the membership before October. Information packet and meeting information will be sent to the membership in July for their input. Bill Schmidt would then come in for a meeting on August 13 at 1:00 pm, immediately after the board meeting and then a ballot would be sent out to the members for approval with a deadline for response by early September. Funding options need to be outlined by the July board meeting. Mary will put together some options and will then run the options by the accountant to make sure that they would work. These will then be presented to the board.
5 Year Strategic Plan – Tabled until July meeting.
Mid-Month Executive Session – Discussion of real estate and legal issues if needed, scheduled for June 29 at 7:30 if needed.
11:30 a.m. OPERATIONS
- Association Managers Report Highlights – Homeowner has expressed concern to Mary about closing of trail at 23101 Saddle due to safety concerns. Real estate issues and a fines issue to be discussed at the Executive Session.
- Chelan County is making another attempt to sell the lot that they have. An auction will be scheduled after the public notice period expires.
11:55 a.m. COMMENTS FROM THE FLOOR
Member asked for contact information of membership, this is available through the new Ponderosa phone books. The office does not give this information out.
12:00 p.m. Board meeting suspended for Executive Session discussion. Moved by Daryn, seconded by Vern
1:06 p.m. Board meeting reconvened.
1:06 p.m. Several items required action from the Executive Session. These included:
Move to create a Water Project Manager Position to oversee project through at least the large portion of the water project at $60 per hour, move that we hire Mary Cox to fill that position – Daryn/Vern – all approved.
Motion to send letter to responsible parties in regards to rules violation – Local juvenile has violated Ponderosa rules. – Daryn/Stan – all approved
Motion to have a letter reviewed by attorney to property owner in regards to ongoing property issues that this member is concerned with. – Daryn/Stan – all approved.
1:08 p.m. ADJOURN