Ponderosa Community Club
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Ponderosa Community Club
BOARD MEETING MINUTES
August 11, 2012 10:30 a.m. – at the Clubhouse 

Board Members Attending:

  • Daryn Wilbur – President
  • John McRoberts – Vice President
  • Vern Little – M&O Director
  • Stan Morgan – Treasurer
  • Secretary position is open at this time.
  • Mary Cox – Association Manager. Mary was assigned to record meeting minutes.

General Members Attending: 8

 The meeting was called to order at 10:33 a.m.

10:33 a.m. Pledge of Allegiance to the USA Flag

10:34 a.m. Approval of Prior Board Meeting Minutes – The minutes of the Board Meetings from July 14 were approved. Stan/John moved and seconded, all approved.

Executive Session Report & Voting as Required

No Executive Session was held since the last meeting.

10:35 a.m. TREASURER’S REPORT

In relation to the budget we are on track with expenses: 58% of the year has passed. YTD expenses are at 52%.

Special Notice to the Following :

  • A/R status update: Homeowners Dues – From July report, we have collected ~$3000 in past due revenue.
  • Insurance coverage was increased on the dump truck. The additional cost will put us $96 over budget – we have not yet paid the invoice. Stan moved that $96.00 be moved from the M&O Reserve Fund to Insurance to cover this. Motion seconded by John. All approved.
  • Water Project: In July, the first payment to KRCI was made: ~$818,700
    • The water meters were purchased and paid for exactly on budget.
    • There is a 5% retainage bond for payments to KRCI.
  • Stan noted the Emergency Pumping project will be $750 over the $2500 budget listed in the Specifically Dedicated Funds report. Next month’s report will reflect a budget of $3250.
  • At the end of October, a CD will be due at Cashmere Valley Bank.

 Monthly Summary :

M&O Maintenance Account Balance -$160,256.83

M&O Reserve Account Balance - $ 34,031.22

Water Fund Account Balance - $311,041.44

Capital Improvement Account Balance - $216,246.98

Motion: Vern/John moved and seconded to accept Treasurer’s Report – All approved.

 10:41 a.m. New Board Member

Daryn reported that he spoke to a member 6-8 weeks ago who agreed to fill the position. He will follow-up with her to confirm if she is interested. Daryn asked for other volunteers as back-ups.

10:44 a.m. Committee Reports

Watershed Committee – Doug Pendleton, Chair presented his report.

  • Watershed Fair to be held Saturday, August 25 from 9am – 3pm.
  • Forest Stewardship Plan – On track. Logging will occur in the winter. The timing of the logging will depend on logging prices at the time. The logging won’t occur until wood prices are high enough to fund all the work and expenses – it may not occur this year.
    • Options for dealing with the slash will be evaluated. This will be covered financially in the contract.
  • DNR Grant - Fire Break along Camp 12 Road and clean up of some greenbelts.
  • Fire Wise – Homeowners can apply to FireWise to have fuel reduction on their property. Bruce Merighi will be the lead on FireWise for the Ponderosa. There will be more information at the Watershed Fair, and Doug will have an article in the Needler in the future. There are two parts: The first is the Ponderosa becoming a FireWise Community, and the second is that individuals have an opportunity to have their private property made safer via FireWise.
  • Trails – The Watershed Committee is exploring the possibility of expanding our trails. There is USFS property adjacent to the Ponderosa which may be able to be utilized.
  • River side park – The Committee is researching what is possible, given County regulations.
  • Mapping of Special Plants in the greenbelts – Pam Nicklas is leading the effort. Marking of plants is complete.

Social Committee – No report at this time.

Buildings and Grounds Committee – No report at this time.

11:00 a.m. Road Paving Initiative

John has added more information to the website forum and has created the communications to members. Next step is to send communications to members via the Needler, bulletin board, and via email. Members can volunteer by contacting the office.

11:05 a.m. Three Year Strategic Planning

John has added more information to the website forum and has created the communications to members. Next step is to send communications to members via the Needler, bulletin board, and via email. Members can volunteer by contacting the office.

 11:10 a.m. Water Project Update

  • Financials
    • KRCI has not worked overtime since we notified them we would charge them overtime for the construction engineer’s time starting July 16.
    • RH2 has been working very hard with long hours – their goal is to be on budget by the end. They are over expenses for this point in the project.
    • We may be under budget on Archaeological monitoring: They spent ~ 2 weeks on site rather than 3 weeks. We will know when the report is complete and we get the invoice.
  • Claims from KRCI – no recommendation yet.
    • At this point the Board thinks it s KRCI’s responsibility to locate water utilities. The Board feels the contract was clear and it was stated at bidder’s meeting.
    • Mary will keep the Board informed.
  • Schedule
    • Water mains – New schedule has slipped 2 weeks. It is “best case” but may not be realistic because we haven’t had “best case” experiences.
    • KRCI expects to bring more workers to the project.
    • Individual water services – Appear least 3 weeks behind. Some of the streets they missed are not scheduled yet.
    • We noted that clean up extends beyond October 9.
    • It appears KRCI needs to add more crews. This may require another inspector. Ken is already dedicated – Geno will be 60-75% dedicated.
    • Decision made to write a letter to KRCI regarding the schedule:
      • Concerned about their ability to fulfill their obligations under the contract. If they cannot complete by Oct. 9, and there are liquidated damages. Daryn will draft the letter.
      • The trees along Camp 12 Road need to be removed before the DNR Agreement (LTA) for the Stewardship Plan can proceed. This will be discussed at the next water project status meeting.
      • The Board is concerned about the brush along Camp 12 Road as a fire danger.
  • Mike – Roads. When the water lines are installed, the KRCI road finish crew will grade, gravel, and compact the roads.
    • Road repair costs – repairing paving plus repairing gravel roads. An estimate is needed. Mary will review with RH2 and provide a report. The engineer’s estimated that a 5 foot wide area of paved roadway would be destroyed on each street. It turns out to be more than that – in some cases much more.
  • Annual service contract for Sensus Meters
    • The AutoRead Software cost ~$8000. It provides several basic reports. We can also export data to Excel. We think our reporting needs will be met. This has been purchased as part of the water meter line item.
    • Cost of annual service: $1750.
    • $3700 to repurchase software if we don’t have a support contract.
    • Ferguson says the Sensus requires the purchase of annual software support OR purchase of $4000 of training. I told Ferguson that was not in our contract. If we don’t purchase either, Ferguson will need to handle that with Sensus, not PCC.
    • Board decided not to purchase support at this time. We can purchase in the future, if needed.
    • Mary is to ask Sensus: if we have to buy a new handheld reader, will it require a new version of the software?
  • Locate Service – We are investigating how PCC can provide water utility locates. This would be part of the 1-800-LOCATE service.
  • Issues: There are three issues to discuss in executive session.

11:40 a.m. New Business - 2013 Budget

Stan presented the spreadsheet format for the 2013 budget. The main focus this year is lowering the dues, but that will remain to be seen as we see specific numbers in future meetings. Stan recommended “bottom up” budgeting for the committees (i.e., zero-based budgeting) in an effort to reduce expenses. Daryn recommended removing the “maintenance” expenses from the Buildings & Grounds budget to the M&O General Budget. The 2013 Buildings & Grounds budget would be improvements and/or special repairs.

First set of numbers should be ready for the Sept 1 Board meeting. Budget will be finalized at the October Board meeting. It will be sent to the members in early November.

We use Costco Health Insurance. Stan will review other programs for 2013 to compare benefits and costs.

A member discussed Article 27 of the Bylaws which relates to Reserve Studies of Reserve Funds. Discussion was held on a methodology to plan for replacing capital items 5 – 10 – 15 years into the future.

Noon -- Needler Articles

Discussion was held on the articles to be written by the Board and Assn Mgr for the upcoming Needler.

Next Board Meeting is Saturday, September 1 starting at 9am. This is being held in place of the September 8 meeting.

12:05 p.m. An Executive Session phone conference is scheduled for Thursday, August 23 at 7:30pm. Possible items to be discussed are real estate issues and water project claims. If we don’t need it, it will be cancelled. Mary will set up the meeting via a free service.

12:07 p.m. Association Manager Report Highlights

  • Bonneville Power Administration (BPA) will be cutting brush under the power lines in their easement areas – probably end of August.
    • They’ll let Mary know nearer to arrival.
    • Terry Drexler has given permission for access to lower greenbelt through his property. Thank you, Terry.
    • Pam Nicklas from the Watershed Committee has volunteered to be their contact. Thank you, Pam. The most important area to monitor is along the riverbank – it is critical to maintain vegetation to minimize erosion.
  • Real estate issue: fire pit on Bridle. They have sold their property and didn’t inform the new owner of the issue. I’ve met the new owner and explained. We intend to meet this summer to review onsite.
  • DOH Sanitary Survey on August 28. This was required every 5 years, now it will be every 3 years (cost is approximately $900.)
  • New requirement from DOH: for those who borrow money from the government, an Investment Grade Efficiency Audit is required – to apply energy efficiency to water systems. This is new, and we’re still learning about it. More info at the next meeting.
  • New complaint received regarding aggressive dogs out of their yard – sent to ombudsman. There have been numerous verbal complaints of dogs running loose lately. If members feel threatened they should call the sheriff at 911.
  • Real estate issue – request to cut down trees and do some fill on our property. To be discussed in Executive Session.

12:18 p.m. Watershed Committee New Business

John McRoberts made the following Motion: I move that the Ponderosa Community Club, through the leadership and budget of the Watershed Committee, participate in the Adopt-a-River program.

Discussion: The Ponderosa would float the river once per year to pick up trash, and may have educational activities. This is on a best effort basis.

Stan seconded the motion. Motion passed 4-0.

John McRoberts made the following Motion: I move that the Ponderosa Community Club, through the leadership and budget of the Watershed Committee, participate in the Community FireWise Program.

Stan seconded the motion. Motion passed 4-0.

John reported the Ponderosa has no rules on behavior related to removing garbage so we don’t attract bears -- the topic is "Wildlife Safety and Protection.” There are safety concerns. Enforcement is an issue. Many members are regularly leaving their garbage out and it is attracting bears. The DFW stated PCC members are doing a poor job keeping garbage (i.e., food) inaccessible to bears. The DFW has the ability to issue citations to those leaving garbage out because it is inadvertently feeding bears. The Watershed Committee (Doug Pendleton) will do some research and make a proposal to the Board at a future meeting.

12:30 p.m. Member questions

A member noted that some members are encroaching onto the Ponderosa road right of way, which is 60 feet wide. This has come to light with the survey done as part of the water project. Discussion was held.

12:35 p.m. Daryn asked for an executive session to discuss five real estate issues. Motion: Move to executive session – (Stan/John, all approved.)

1:02 p.m. Meeting reconvened. No voting was necessary from the executive session.

1:03 p.m. ADJOURN – Motion to adjourn. (John/Stan. All approved.)

 

 

 


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