Ponderosa Community Club
Board Meeting Minutes
September 13, 2014 10:30 a.m. - at the Clubhouse
Board Members Attending:
- Daryn Wilbur – President
- John McRoberts – Vice President
- Doug Barga – Director of Operations
- Shannon Stithem – Treasurer
- Bill Ham – Secretary
- Mary Cox – Association Manager
General Members Attending: 9
10:30 a.m. Meeting was called to order – Daryn
10:31 a.m. Approval of Prior Board Meeting Minutes
Daryn asked for a motion to approve the previous month’s August 9, 2014 Board meeting minutes. No Executive session was scheduled for month of August. John moved, Shannon seconded – all approved. Motion carried.
On Wednesday, August 27, 2014, the board unanimously approved lifting the Ponderosa burn ban to allow campfires and charcoal BBQ’s beginning Friday, August 29. The vote was taken by email in order to implement the change prior to the Labor Day weekend.
10:32 a.m. Treasurer’s Report
Shannon reports over all on track with 67 % year expired and at 67 % of budget expenses. All past dues payment plans are on track. Renewed one lien and sent four notices for water shut off. Daryn asked for a motion to approve the Treasurer’s report. John moved; Doug seconded. All approved – motion carried.
10:35 a.m. Old Business – Committee Reports
Social/Clubhouse Usage Rules – John McRoberts
Discussion of the clubhouse rules centered on rentals of the clubhouse to anyone using it for profit. Consensus was that only members could rent the clubhouse, that they must be in attendance at the event for which they rented it, and that they were responsible for the condition of the clubhouse. It was also decided that a group of members could combine their resources to hire a speaker, leader, etc. for their event(s) for a fixed fee (not a per attendee fee). In this latter case, the event must be considered public and open to all Ponderosa members and advertised as such.
Storage of materials by Ponderosa social groups in the clubhouse was also discussed. It was decided that the status quo would be maintained for now as long as no problems developed. Allowing additional groups to store materials on Ponderosa property will be addressed on a case-by-case basis.
Doug moved that this would be the Ponderosa policy, John seconded, and all approved. Daryn asked Mary to write up the policy based on her notes. Policy is attached.
Ditches and Driveways Update - Mary Reported
Installation is going as planned. Arabian is finished. Palomino and part of Stirrup are in process. Pinto and new catch basins are next. There was a discussion of paving repairs to Pinto and other streets. Decision was made to pave Pinto approach and make other paving repairs in 2015 as part of paving the gravel roads.
11:20 p.m. New Business
Topics for mid-month executive session
No mid-month Executive session is required or scheduled at this time.
Secretary resigns from Board
Bill Ham submitted his resignation to the board citing “for my current health and quality of life concerns”. John McRoberts assumed secretary duties for the meeting.
2015 Budget Discussion/Committee Reports
Budget and Grounds Committee – Lorelie Olson and Gina Wilkins
The remaining budget for 2014 will pay for the new Ponderosa sign. The committee members are thinking of renaming the committee to better reflect what it now does.
The proposed 2015 budget is for maintaining grounds and replacing missing or broken equipment. Highlights from the proposed budget includes hiring out the weeding and planting as current members are finding it more difficult to do so; regrading and replanting the rockery in the sloped area east of the pool fence; replace four or five of the broken lounge chairs at the pool; and replace the office floor with new vinyl. The proposed budget totals $3000.
Watershed Committee – Doug Pendleton
- Bartholomew logging will be finishing cleanup of logs. Elite logging will start by October 1. Doug stressed to them that this really needs to be done. Lupine and Vine Maple trails have been restored. All other trails have not yet been restored and members should use caution if they enter the greenbelts.
Highlights of the proposed budget include: reduction in Watershed Fair cost; continuing forest thinning and cleanup, trails restoration (does not include budget for thinning trees in the park area); signage for “Plants of the Ponderosa” and the Community Firewise Project. The proposed budget totals $3500.
Social Committee – John McRoberts for Marisha Robinson
Proposed budget is the same as the 2014 budget, $1625.
Pine Needler – Daryn
Proposed budget is for postage and printing, $1300.
Maintenance & Operations Budget – Mary
Mary walked the board through a line by line detailed discussion of this budget, highlighting areas with significant budget differences and potential problems that might need addressing next year. Most areas of the proposed budget remained essentially the same as last year, a few went down significantly, but one, M & O Water, went up significantly. This is due to the fact that Well #3 has experienced decreased production. The problem has been identified as a buildup of iron bacteria (non-harmful to human) clogging up the openings. Testing and power washing with chemicals are required to fix the problem. This will get rid of the bacteria and sand, leaving larger rocks to increase flow. The alternative may be to drill another well at a cost of $20,000+ if we could get a permit. As Mary gets more information, these numbers may change by next meeting. Whether or not these conditions exist in other wells has not been determined.
Prior to chip sealing the gravel roads in 2015, a “ditches and driveways” capital improvement project will address drainage along the gravel roads, which will include the installation of culverts and creating bar ditches. Cost estimates have been requested from multiple excavation companies. This will be a ballot measure as member approval is required for the expenditure of capital improvement funds.
Association Manager Report Highlights
No Association manager report was given due to time constraints.
12:52 p.m. Members Open Floor Questions
Member discussion occurred where appropriate on topics as reported above.
12:57 p.m. Adjourn to Executive Session
Daryn asked for a motion to adjourn to Executive session. John moved, Shannon seconded – all approved.
1:48 p.m. Reconvene From Executive Session
No voting required. Daryn appointed an ad hoc committee.
1:50 p.m. Adjourn
Daryn asked for a motion to adjourn the Board meeting. John moved, Doug seconded, all approved. Meeting adjourned.
Ponderosa Clubhouse Usage Policy
(An Addendum to Clubhouse Rules)
Adopted September 13, 2014
The clubhouse may not be rented or used by members, non-members, groups, clubs, or associations (whether non-profit or for-profit) for the purpose of generating revenue.
The clubhouse may be rented by members only.
Member-initiated groups or clubs may use the clubhouse as a “community social event”, without a rental fee, if the event is open to all Ponderosa members and is announced to the membership. At least one Ponderosa member must be present at the event.
If the group or club wishes to hire a presenter/teacher/speaker for the group event, they may do so with the following additional conditions:
- The presenter agrees to charge a flat fee, regardless of the number of attendees.
- The sponsoring group or club pays the fee.
- Advertising to non-Ponderosa members is prohibited.
- Non-members may attend if they are guests of a member who is present at the event.
- These events may not be scheduled on weekends, holidays, or on dates/times that are already established by other groups.