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Ponderosa Community Club
Annual Members Meeting Minutes
May 29, 2011 10:00 a.m. – at the Clubhouse
*Members “in good standing” invited
Board Members Attending:
- Ann Ashford – President
- Daryn Wilbur – Vice President
- Jeanne Whitlow – Operations Director
- Steve Geho – Treasurer - Absent
- Claudia Kuniholm – Secretary
- Mary Cox – Association Manager
46 Members present
10:00 a.m. Welcome statement from Ponderosa Board
Pledge of Allegiance
Introduction of Board and employees
10:05 a.m. Review of Agenda and Meeting Rule
10:15 a.m. Review of Accomplishments and Projects for 2011
- Budget – The Board worked hard to trim the budget for this year. Over the past three years the dues have been kept fairly steady as a result of careful planning and spending. Great news was received. We have been notified that we are approved for a loan from the State Revolving Drinking Water Fund for the Water Project.
- Last Year’s Survey Results - Last year’s survey came back with many positive comments. There was some discussion about lower dues, paving all of the roads, dust control (Ken and Henry came up with a new system that saves us about $3k per year), speeding, but speed bump issue was voted down. The Board considers all of the opinions of the members and is still looking into options for all of the concerns that were raised.
- Operations – all roads, equipment, etc are maintained in the Ponderosa by the Ponderosa. Security is now on site for the three holiday weekends. Some drainage issues have been addressed and more need to be addressed as we look toward the future. Some roads were chip sealed and fire hydrants were installed near the playground.
- Bear Issues – Jeanne Whitlow has done research on the bear issues in the Ponderosa. Handouts were provided that outline possible solutions. Waste Management will empty the Bear Proof can – samples included in handout. If the can is large and weighs more than 65 lbs it will not be emptied. Pictures and instructions of bear proof enclosures were distributed as well.
- Communication – Everyone is very satisfied with the Needler and the rest of the communication is very much appreciated. This includes the website and the communication from the office via email.
- Physical/Capital Improvements – New sports court has been installed, sprinkler has been installed. The shop facility was out of compliance according to state regulations. All improvements that were required to be in compliance have been completed. Emergency pumping project has been completed, so now water can still be provided during a power outage.
- Fire Department – Commissioners were introduced. Fire Chief, Mick Lamar discussed burn permits and the fire season that is upcoming. It is expected that the worst of the season will be in September and October this year. He suggested that everyone remove any sources of fuel for a fire like pine needles, extra wood, garbage, etc. For vacationers, it is important that cabins be left as fire proof as possible. If you have certain treasures that are valuable to you, be sure to store them appropriately. The water project will provide a much better, safer environment. Average about 30 calls a year. Egress was discussed; Chief Lamar has been trying to find a second way out and has been talking to different government agencies about possibilities. Camp 12 Road is not an option at this time. The department is looking for additional volunteers.
- Financial Review – Annual review by Greg Brault of LarsonAllen has been completed and is available in the office for your review.
- Drain Field – required change of parking arrangement to accommodate the drain field.
- Committee Reports & Other Updates
- Buildings & Grounds Committee – Nancy Melson, Chair – Sports Court, Ball Field, Sand added to playground, horse shoe pit, new tetherball, playground raked and cleaned, small Rubbermaid storage unit to store all equipment. Bob Melson was able to save us quite a bit of money through his connections and volunteered countless hours. The clubhouse has also been redone – new flooring, lights, new sink and vanity, book exchange, installed a new sink and faucet, new area rugs, coffee tables, updates to care takers home. Many projects still needing to be done. Please contact Nancy if you would like to assist with projects even if you don’t care to be a committee member, any assistance is appreciated. Many of the projects were done at ½ cost because of the work that Henry and Ken put into them – going above and beyond the jobs that they were hired for.
- Fire Auxiliary – Judy Drexler – Chair – thanks to Marlene Glover for her years of service. $1200 was collected at the Burn Day. Thanks to all who contributed. New Community phone books available now, several fund raisers are going on that buy boots, jackets, etc for the fireman. The quilters have donated 3 quilts to be raffled off. Assistance needed in August for the rest area. Please contact Judy if you need help.
- Watershed Committee – Doug Pendleton, Chair – This committee evolved from the former Greenbelt Committee. Doug has been working with his committee to find out what we resources we have and how we could preserve them. A grant was received from the Salmon Fund. Experts have been in and have accessed our shorelines and have put together a document that outlines some steps that we can take to restore our shorelines. Plants are available if homeowners along the river are interested. Riparian area goes 200 feet back from the river so plants may be available to others living within the 200 foot requirement. Please contact Jennifer Goodrich if you are interested. Sign-up sheets are available in the office for her visit in June if you are interested in learning more. Copies of the report are available in the office for those interested. Jennifer took our trail maps and upgraded them. Maps are available on the website and in the office. Many miles of trails are available for your use. The greenbelts were also discussed and the committee is in the process of doing a forestry conservation plan. Greenbelts have been divided into 11 different divisions, a draft report has been issued, but the study is still in the works at this time. The final report will become available soon and when it is a copy will be available for those interested. Committee met a month ago to put together some activities including river rafting trips, accessing trails, etc. Sign-up sheets are available for helping committee even if you don’t have time to be a full-time committee member. Bill Whitlow and Tom Bartlett have agreed to be co vice-chairs to assist Doug with all of the on-going efforts of this committee.
- Social Committee – Marisha Robinson – Chair – This committee puts together many fun social events throughout the year including the 4th of July parade, ice cream social, movie nights, etc. Please come and join in these community events.
- Election & Nominating Committee – Many thanks to those that checked people in, counted votes and got people interested enough to run for openings. Tim Olson chaired the Nominating Committee and was able to get more nominees that there were spots on the Board for the first time in many years.
Rentals – There seems to be a continued concern about rentals. In the past, the Board adopted that a member has a right a right to rent their property, as long as it abides by the law, as a result some guidelines were put into place. For clarification please note the Rules and Regulations and Guidelines which are all available on the website.
- Title Research and Owners Acknowledgement – 122 homeowners were notified if the title was not clear. Attorney reviewed all deeds, those that were considered cloudy were contacted. There are only 4 property owners that still have issues.
- Greenbelt Encroachments. – Over the years sheds and other items have been built or placed on the greenbelts. Over the past year the board along with help from Mary, have been contacting members about encroachment issues to try to get our greenbelts back.
- Bylaws & Operating Procedures Update –Vern Little - Chair No modifications have been made to the existing by-laws since the mid 90’s. Over 130 man hours have been contributed to the revision/update effort to date. A draft has been presented to the board. Changes were made to accurately reflect how the Ponderosa was currently being run, including all the staff changes, giving the board more authority where necessary. Committee names were updated, wording was streamlined, coordinated by-laws with operating procedures. Vern went over many suggestions that the committee made with the draft that was submitted to the board. There is still some give and take that needs to happen between the committee and the board before a final document will be sent out for a vote.
- Rules & Regulations Review – The board has come to the conclusion that perhaps a fine structure that might need to be initiated to deal with some of the concerns that have been raised by members like illegal fires, damage to Ponderosa property, illegal tree removal, etc. The board is in the process of reviewing this now. Daryn appealed to members to be responsible on their own actions so that no fines will need to be issued.
- Water System Upgrade for Fire Protection – Mary provided a hand out that outlined the water system upgrade. Current water mains are inadequate to fight fires in the Ponderosa, the Department of Health requires that water service meters be installed on each water service by January 2017 and finally the system is very old and we have lots of leaks. Approx 23% of water is being wasted through leaks which last year was more than 5 million gallons. Bill Schmidt was hired to be the engineer of the project. 19 different projects had been identified. Since these have been identified 17 of the 19 projects have been addressed. Now we need to deal with the final two – the water project and the meter system. The Ponderosa has been tentatively awarded a funding option at 1.5% for 20 years for up to $3.5 million. We only need to borrow what we need. Bill Schmidt has submitted initial report to the state and that has been approved. Camp 12 and Riata Road are considered Phase 1. The DOH loan requires environmental and cultural review. Next steps are as follows:
- Create communication plan for membership
- Work with DOH on financials
- Create project plan
- Membership vote to approve an assessment for the project
- Sign loan with DOH
- Phase 1 – Complete detailed engineering design and obtain DOH approval
DOH requires water efficiency goals be submitted by July 1. Goals will be discussed at the next board meeting on June 11, 2011. The $3.5 million is a line of credit and if we don’t use it all we won’t have to pay it all so adjusted dues are not available at this time. The board is looking at different options and once those options are available they will be presented to the membership.
11:28 a.m. Ballot Results – Daryn read the Code of Conduct to the Membership
Introduction of New Board Members
Vern Little and Stan Morgan were voted in as new members of the Board
Vern Little – 139
Stan Morgan – 83
Richard Bronson - 50
Mick Mitchell – 40
Ken Paauw – 63
Write In – Bob Holloway - 1
Modification to the Bylaws passed 200 for and 6 against
11:35 a.m. Member’s Open Floor Questions & Comments
Rentals of the clubhouse include the deck
Regarding suggested changes to By-Laws. The annual meeting had been changed to 1:00pm before and that did not work so well. Rebuttal was that some church members could not attend. It was also suggested that the meeting be changed to Saturday instead of Sunday.
Best board meeting in years with thanks to all committee members and board members
Siren necessity? Chief Lamar said that there some changes coming, but we live in a dead zone since cell phone coverage is not that good here. There are some improvements in the works. The siren is sent out from a service in Wenatchee. Evacuation signals will be posted on the website, the Needler, etc.
Fire evacuation route – If the road is blocked, the fire service will provide specific instructions on how to evacuate. It will require cooperation from everyone should a fire occur. There may be practice evacuations in the future. Currently Camp 12 Road is no longer an option for evacuation. It was suggested that a contact be made to the DNR again to see about having the road reopened.
Family members are allowed to use the pool without property owners present
Fertilizer, if used will be used organic in nature if used on the ball field.
11:50 a.m. New Board Members – Vern and Stan each said a few words.
11:51 a.m. ADJOURNED
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Leavenworth, WA 98826