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PONDEROSA COMMUNITY CLUB
BOARD OF DIRECTORS MEETING
OCTOBER 13, 2007
PRESENT: President; Charles Shoop, Vice President, Vicki Haugstad; Treasurer, Melanie Green; Maintenance and Operations, Alan Hendrickson; Secretary, Gina Wilkins.
Approximately fifty property owners were present at this meeting because of the resignation of the Association Manager.
SECRETARY: Read the minutes of the September 8, 2007 meeting. The minutes were approved as read.
MAINTENANCE AND OPERATIONS: Alan Hendrickson stated “Not a whole lot to report. I’ve pretty much been stonewalled from the get go in here and due to a recent illness I am turning in my letter of resignation to the president”.
It will be the duty of the Board to appoint a replacement.
SOCIAL COMMITTEE
The September “Quilt til you wilt” day went very well. Activities included sewing crafts, quilting and scrap booking. “Quilt Til You Wilt” days are scheduled for October 27th and November 17th. November 24th is scheduled for Christmas decorating of the clubhouses.
BUILDING AND GROUNDS –Nancy Melson, Chairperson
There is little to report this month. Our only concers in terms of the play ground is that teenagers seem to be loitering in the evening hours (after the park is officially closed). There has been minimal damage to picnic tables, etc. and they seem to delight in littering. If members see questionable (or any) activity in the evening in the coming months, please call Tony or the Chelan County Sheriff if appropriate.
Some work will be done on fireplace and stovepipe in the caretaker’s home and on the clubhouse fireplace and chimney before the end of the year; this was included in the Building and Grounds budget for 2007.
FINANCE: Melanie Green
Expenses-Actual as % of budget was passed out to members in attendance. Seventy five percent of the budget has been spent. Under legal and lien, $6,700.00 will be credited to this account from the Meyer case settlement. See attached financial report.
Melanie states that the M & O budget is down to $300.00 and that Paul estimates over $3,000.00 needed to repair the snow plow equipment and backhoe. Both the plows on the pickup and dump truck are broken from the previous caretaker’s abuse. There is money in the Maintenance reserve fund that has to be approved by the Board to be used for repairs. Melanie made a motion that we allow enough money to be used from the M & O reserve to repair both the pickup and dump truck for snow removal and repair the backhoe brakes, Gina seconded the motion, all voted in favor.
Melanie announced that the Lee Masters and Daniels financial review for 2005 and 2006 is available for review.
Melanie announced that the Budget and Finance Committee consisting of: the Committee Chair, Jim Lawson; Association Manager, Bob Melson; Maintenance Supervisor, Paul Johansen; and Treasurer, Melanie Green, presented their budget proposal to the Board on September 29, 2007. Melanie made the motion that the Board accept this proposal. Gina seconded the motion. Discussion: Vickie pointed out that she does not feel that we need both an association manager and an office manager; she feels that this is a one person job. Two other budgets were proposed by the president which did not include an
association manager position; in his budgets the only salary proposed was for an office manager at $20,160.00 and a decrease in the employee salaries.
Gina inquired about Charlie’s job description for this position when the Board had already established a job description for an Association Manager. She also inquired as to the resident’s intent with a decrease in the employee’s salaries.
The Finance Chairman, Jim Lawson, pointed out that the Board is on a time line to decide on a budget at this meeting so that the budget can be mailed out to the members for a vote in time to have established a budget for 2008.
The motion on the floor to accept the financial committee budget was approved by two Board members (Melanie and Gina) and disapproved by Vicki. Per Robert’s Rules of Order, the president only votes in case of a tie; therefore, the motion passed.
RESIGNATION OF THE ASSOCIATION MANAGER
With over fifty members present and concerned about Bob Melson’s resignation, the President opened the meeting for members’ comments. The view of the members, which appeared to be unanimous, was that Bob Melson and his crew had been doing a wonderful job and that the Board should attempt to hire him back as Association Manager if he was willing to accept the job back. Members stated that the Ponderosa has never been better managed since there has been an Association Manager present to supervise the daily operations. Members stated that they appreciate the employees’ work skills and attitudes, and that the Board should pay these employees a fair wage. The Board unanimously approved a motion to rehire Bob Melson; the President made the offer and Bob Melson accepted it because of the passage of the prior motion on the 2008 budget which, in his opinion, adequately funded an Association Manager.
MOSQUITO SPRAYING
Melanie stated that she has received a letter requesting mosquito spraying, and has had many verbal requests for spraying. Discussion: Central Washington Helicopter charges $6,600.00 per spray to cover the Ponderosa acreage. Members present indicated that they want to be better informed before voting on this issue-- MSDS on chemicals, alternative approaches and education materials to include an expert speaker on the issue. Melanie moved to place mosquito spraying up for a vote as a special assessment in 2008 and to be included as a line item in future budgets. Vicki seconded the motion; two voted for (Melanie and Vicki) and one opposed (Gina).
GREENBELT COMMITTEE
Judy Toenyan reports that she and the Fire Chief are working on renting a large capacity chipper this fall to work on the loggers’ slash pile on Primitive Park. A future date will be posted for this project; volunteers will be very much appreciated.
OLD BUSINESS
Charles reports that he has sent an e-mail out to the property owners on Thoroughbred Lane to inform them that the water will be turned off on October 15th 2007. Charles and Fire Commissioner, Terry Glover feel that the fire danger is low enough now, and there is not the threat of fires.
Charles reported that the water and road in this area of the development have not yet met the engineered specifications for the Ponderosa to accept, provide water and maintain the road.
Gina made the motion that the water on Thoroughbred Lane be shut off permanently on October 15, 2007 until our water engineer has approved its installation. The motion was seconded and passed.
LEGAL
The Judge ruled in the Ponderosa’s favor to return $6,700.00 to the Ponderosa as the final settlement in the Meyer case.
ANIMAL CONTROL
Owners in violation ( i.e. not present with their dog and not under voice control) will initially be given a “warning citation” followed by a fine, then a double fine, then a court appearance. The above requires that two adults sign a complaint and or take pictures and report to Animal Control.
WATER CERTIFICATION
Paul Johansen has taken his water certification test; results are expected in four weeks.
NEW BUSINESS
Gina made a motion to purchase e-mail service at the Ponderosa Office, the motion was seconded and approved.
Cascadia Conservation District, Michael Nichals, has requested a meeting with the Board regarding a Fire Protection Plan that he and Fire Chief, Bruce Merighi, have designed to make the forest surrounding the northeast boarders of the Ponderosa more fire safe. Gina suggested that we schedule a meeting on a Friday or Monday and publicize it for all members to also attend. The Association Manager will be asked to schedule this meeting.
LOT 12 ON SPUR
This lot is owned by the Ponderosa and has an ingress/egress easement through it to a four lot development outside the plotted Ponderosa in exchange for an easement for the Ponderosa upper water tank which was originally located on private property. There has been an inquiry and offer to purchase this lot from one of the property owners outside the Ponderosa. Melanie made a motion that we not sell the lot; motion was seconded. Discussion: If sold, that would add four parties given member privileges, and there would not be a place to store plowed snow on that cul-de-sac.
Motion passed.
NEW DEVELOPMENT NORTHEAST OF THE PONDEROSA
Gina made a motion that the Association Manager follow Mr. Schmidt’s advice and research the developers’ plans for the development in process on the north east boundaries of the plotted Ponderosa. Vicki seconded the motion; motion passed.
Vicki made a motion to adjourn the meeting, which was seconded and passed.
Respectfully submitted,
Gina Wilkins, Secretary
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Leavenworth, WA 98826