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PONDEROSA COMMUNITY CLUB
BOARD OF DIRECTORS MEETING
NOVEMBER 10, 2007
This document is also on: www.ponderosacommunityclub.org
The meeting was called to order by President Bill Griffin at 10:30 a.m. Others present were Melanie Green, Jim Lawson, Gina Wilkins and Association Manager Bob Melson. Bill noted this was Charles Schoop’s second absence this calendar year.
Bill announced that. in compliance with by-laws articles 9.1, 4.3,and 7.1 the trustees met on Friday November 9, 2007 and filled the two board vacancies by appointment. And the election of officers was held: President, Bill Griffin; Vice President, Charles Shoop; Maintenance and Operations, Jim Lawson; Treasurer, Melanie Green and Secretary, Gina Wilkins.
Bill offered his thanks and appreciation to Melanie Green and Gina Wilkins. For the first time in Ponderosa history, they had obtained written resumes and held personal interviews in filling our recent Board vacancies, a policy this Board intends to continue.
NEW PLAN FOR THE BOARD
This Board supports the position of full time Association Manager. If this idea fails it will be because the idea is flawed, not because of lack of support. Because the Association Manager is responsible for the day-to-day operations, the Board’s role will change dramatically.
PROCEDURAL GUIDELINES
The board will be making informed discussions by performing homework on issues prior to each meeting. We will practice delayed voting by discussing issues at one meeting, then voting on the issue at a subsequent meeting. We will practice consensus rather than majority rule in order to include mediation and compromise and protect the rights of the minority. When a consensus cannot be reached, majority vote will rule. We will adopt procedures to keep the membership informed (note some details below), and will return our meetings to true Board meetings, while still allowing member input during the discussions.
SECRETARY
Minutes of the October 13, 2007 were read and approved. In order to make information more quickly available, Bill asked the Secretary to, in the future complete a rough draft of the Minutes within a week of the meeting and to e-mail this to all Board Members. Within three days of receipt of this e-mail draft, Board members are to e-mail their approval or recommended changes to the President. The President will then e-mail the approval changes to the Secretary, who will prepare the approved copy and e-mail it to the Board, the Association Manager, the Ponderosa web site and the Needler Editor. Print copies will be posted at the Clubhouse and made available at the office. Minutes will no longer be read at meetings.
A member asked if this procedure complied with Robert’s Rules? (ED NOTE BY THE PRESIDENT: “If the minutes have been duplicated and circulated to the members before the meeting (a desirable procedure), they need not be read at the meeting.”) Since we are dealing with a Board meeting and the Minutes will have been circulated and approved by the “members” (of the Board), we are in compliance.
TREASURER’S REPORT
For the first ten months of 2007, the expenses are 83.33% of the total amount budgeted and the Maintenance reserve fund is at $12,141.26. (Please refer to the October 31, 2007 financial report.)
In order to make information available more quickly, Bill asked that, in the future, as soon as the books close at month-end, that the Treasurer e-mail the financial report to the Board, the Association Manager, the website and the Needler Editor. Print copies will be posted at the Clubhouse and available at the office.
Bill requested that the current month’s expenses be added as the first column of the financial report. If Quick Books can create a month-end Cash Flow report, Bill requested it to be prepared month-by-month retroactive to January, 2007. This will help us develop a big picture of the year’s expenditures. If this is not possible, Melanie is to e-mail or call Bill.
ASSOCIATION MANAGER (See attachment)
In order to make information available more quickly, Bill asked the Association Manager, in the future, to follow the email procedure outlined above for the Treasurer’s Report.
As homework for the next meeting, Bob was asked to provide his impression of the health of the Ponderosa’s infrastructure: that is, what are the two most expensive projects to undertake, when he anticipates they will hit us and their probable cost. His best guess, not objective, supported data. He was asked to provide this as soon as it is ready via email to the Board, web site, the Needler Editor, and to post it at the clubhouse.
MAINTENANCE AND OPERATION
Jim Lawson reported that the Maintenances Supervisor, Paul Johansen, passed the water certification test. The certification is filed at the office.
BUILDING AND GROUNDS
Nancy Melson, Chairperson, reported that the grounds are cleaned up, pine needles raked and black plastic has been put in the crawl space under the Clubhouse. Picnic tables will be moved over by the office for the winter.
Some work will be completed on the Clubhouse interior fireplace before the end of the year.
Three people commented just this week on how nice the grounds look, and how much they have enjoyed the playground this year.
Thank you for your support of our community and the work we have completed this year.
SOCIAL COMMITTEE
There are a lot of end of year activities coming up and we hope everyone will join in.
Nov. 17 – Plain Lazy Quilters – everyone is invited to come and bring their craft projects to work on.
Nov. 24 (Sat. After Thanksgiving) our annual Decorating of the Clubhouse at 2:00 pm – after the decorating is done we will have refreshments.
Dec. 5 – Plain Lazy Quilters 9:00 am to 9:00 pm
Dec. 8 – Christmas Potluck Dinner at 6:00 pm and the awards for the Holiday will be awarded.
Dec.29 – Family Movie at the Clubhouse at 7:00 pm.
New Years Eve Party – contact Melanie Green if you can help.
GREENBELT TRAILS
Judy Toenyan reported that an industrial chipper is set up at the logging slash pile by the water tank on Primitive Park for two days for clean up. The Fire Dept. and Ponderosa Caretaker with equipment has volunteered their services and they are seeking members’ assistance.
COMMUNICATION
It is the Board’s mission to keep the membership informed. We are building an email data base in order to notify the members when such things as Board Minutes and important reports haves been posted on the website (www.ponderosacommunityclub.org). When urgent matters arise we will post additional notices at the mailbox kiosks.
Bill invited the membership to telephone him at 206-542-8257. If the phone call is long distance he will call the member right back on his dime.
OLD BUSINESS
Pam Nicklas inquired if the recent ballot was valid. After an explanation of the procedure by Bob Melson and Jim Lawson it was the consensus of the Board that the ballot was valid.
A member raised the question about MOSQUITO SPRAYING. Bill said that two motions had been passed in previous meetings that seem to be in conflict. One was that we had what appeared to be a self appointed committee; the second motion was to put the issue before the membership as a special assessment and to make it a line item budget matter. This conflict needed to be reviewed by the Board.
(EDITORIAL NOTE BY THE PRESIDENT:Subsequent to the meeting it was discovered that the ad hoc mosquito committee had turned its research in to Melanie Green expecting her to write the report. According to our By-Laws this dissolved that committee. DeMaris Bartlett was asked to serve as the committee chair; she agreed and was appointed.
NEW BUSINESS
Mary Bunnry asked that the Board post the meeting agendas on the Ponderosa website. This will be done. It will also be posted at the Clubhouse bulletin board, with printed copies at the office.
The President assigned the Board the following homework in preparation for the December meeting:
Do the research and thinking necessary to discuss
* What does a Board do?
* What should the Board’s relationship be with the Association Manager?
* In other words, Who Are We?
Motion was made and passed (unanimously) for Bill to purchase Robert’s Rules Revised in Brief for no more than $15.00, including shipping.
Meeting was adjourned at 12:05 p.m.
Gina Wilkins
Secretary
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Leavenworth, WA 98826