Ponderosa Community Club
BOARD MEETING MINUTES
September 10, 2011 10:30 a.m. – at the Clubhouse
Board Members Attending:
- Jeanne Whitlow – President
- Vern Little – Vice President
- Daryn Wilbur – Operations Director - absent
- Stan Morgan – Treasurer
- Claudia Kuniholm – Secretary
- Mary Cox – Association Manager
General Members Attending: 7 Members (Including Ballot Counters)
The meeting was called to order at 10:34.
10:34 a.m. Salute the Flags
10:35 a.m. Approval of Prior Board Meeting Minutes – The minutes of the August Board meeting and Special Emergency Board Meeting were approved as written – all approved. Moved and seconded – Stan, Vern
Special Emergency Board Meeting – Vern, Stan, All approved.
Executive Session Report & Voting as Required
August 20, August 24, & September 10, 2011 Executive Sessions were held, there was 1 item that required a vote. Motion to approve the payroll package as presented and proposed by the Operations Director. Claudia, Vern, All approved.
10:35 a.m. TREASURER’S REPORT
In relation to the budget we are on track with expenses:
67% of year has passed. YTD expenses are at 66%
CD Status: Nothing has changed. No CD’s are maturing at this time.
A/R status update : Past due status – 13 homeowners are past due at this point, Mary is in continual dialogue with these families. The 45 day past due letters will go out next week. One lien was filed and another is pending. Past due has decreased by $1600 since the end of July.
Special Notice to the Following :
Homeowners Dues – Currently a bit past due, but by year end we plan to be a bit ahead because we will not need to use the entire bad debt amount of 2.5%
M&O Water – Includes painting of water reservoirs & lightening strike repairs.
Insurance – One time annual fee.
Accounting Fees – includes annual accounting review and tax return services, will end up under budget at year end.
Property Taxes – Includes increase of property taxes – board approved the use of $472.64 from the M&O Reserve fund for this additional expense.
Monthly Summary :
M&O Maintenance Account Balance - $162,849,71
M&O Reserve Account Balance - $32,755.33
Water Fund Account Balance - $428,253.58, with an outstanding loan balance of $271,003.91, during the month of August $12,001.55 was spent on the Water Mains Project
Capital Improvement Account Balance - $216,035.01 with no dollars having been spent during the month of August.
Wells Fargo Water Project Account - Stan has confirmed with the banks that all correspondence will be sent to the Ponderosa office only. A new bank account will need to be set up for the water project is approved. Cashmere Bank can’t do it because it would exceed the FDIC insurance. Stan moved that the Ponderosa set up a new account at Wells Fargo for all the new water loan transactions as required by the state. Stan/Vern, All approved.
Bank Accounts Status – We have 3 accounts that are over the FDIC limit of $250k. The balances change and it is expected that the balances will come down to the approved limit before year end. We will review again at the end of the year or in January to see if any action needs to be taken.
Moved to accept treasurer’s report – Moved by Claudia, second by Vern, all approved
11:30 a.m. OLD BUSINESS
By-Laws Review – Discussion was held to review the changes that the attorney had suggested to the questions that were presented by the board.
11:50 a.m. NEW BUSINESS
Ballot Results –
Ballot #1 233/69 = Water Project Passed
Ballot #2 165/137 = Roads/Repaving Passed
302 total votes received, no invalid ballots were received
11:55 a.m. OLD BUSINESS (continued)
Operating Procedures Review – Discussion was held to review the changes that the attorney had suggested to the questions that were presented by the board.
Water Project Update – The resolution for the water project was read, see attachment is adopted as follows: A Water Special Assessment shall be assessed against each member in accordance with the Bylaws of Ponderosa Community Club, Inc., in the amount of $285.00 per lot annually, commencing on January 1, 2012, and each year thereafter through 2035. Vern moved/Stan seconded, All approved.
Ingram’s provided and recorded the easement.
Mary has received some bids on the cultural review. The companies Mary contacted two companies that were recommended by RH2. Motion made to pursue the cultural review allowing Mary the authority to proceed with the cultural review, but not to exceed $5000. Vern/Claudia, All approved.
Mary met with RH2 and Bill Schmidt. Bill will complete the Phase I part of the project and will submit his work directly to RH2. Specifics have been identified as to what part of the project that Bill Schmidt will do and what portion RH2 will do.
Motion to approve that Chelcie will take over the Water Project contract administration with compensation as proposed by the Vice President, Vern Little. Jeanne/Stan. All approved.
Budget Discussion – Review of proposed budget. Committee budget proposals will be finalized in the coming weeks.
Identify Topics for mid-month Executive Session – Not needed at this time, but will if needed at mid-month, Jeanne will notify the board.
Association Manager’s Report – The pool remained open a week longer than usual because of the hot weather. Pool will close on Sept 11.
12:57 p.m. ADJOURN