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PONDEROSA COMMUNITY CLUB
BOARD
MEETING MINUTES
MARCH 12, 2005
Meeting Called to Order: President
John Fulmer called the meeting to order at 8:10 am. Board Members
present were Jim Harrison, Bill Allison, Roy Daggett and Sharyl
Nelson. The Minutes were read and accepted.
President’s Report: John reported that
he was going to get the guy in Leavenworth to come out and put
up the “towing” signs but he is on vacation. He received
information from Arne Arneson that he has reached an agreement
with Brad Burke to plant trees etc. on his lot. Reported accepted.
Vice President’s Report:
We have had several people who have voiced
their unhappiness concerning the mosquito spraying but we have
to go with what was voted for by the membership. Jim raised the
question of how are we going to decide when it is necessary to
do the spraying. We were going to go along with Chiwawa Pines
and spray at the same time for a cost saving measure. He will
check to see how they decide when to do the spraying. A question
was asked about notifying people when the spraying will be done.
Notices will be put everywhere possible, reader board, web site
etc. (continued below)
Audit Report: Teresa Martinez, CPA from LeMaster
and Daniels Wenatchee office was introduced. She performed our
required 7-year audit. The other 6 years we have a review. A
copy of the audit report was provided. It was an unqualified
report which means it is a clean report. They had no issues arise
that would lead them to believe that the financial statements
were not fairly presented. No audit findings but did find a few
minor procedures that would warrant some changes. There were
no disagreements between the auditor and the Board. Reminder
that FDIC is $100,000 and we have over that when you include
our water account. We might want to consider not keeping more
than that in one bank if we are not going to be using the money
in the near future. Our expenses were consistent with other years.
They look at internal controls and see if there are any suggestions
they could make. Do something to indicate that all documents
related to one bill, invoice, purchase order reflect that it
has been paid such as using a hole punch. The financial report
that we provide each month made it difficult to start the audit.
Teresa highly recommends that we get a software program that
will aid in preparing a more informational and accurate report
to us. QuickBooks was suggested as a very good program to get
and very user friendly. Our policy is to require two signatures
on all checks but we need to have that printed on the check so
the bank does not let them go thru without the second signature.
Continuation of VP report – Jim will find out what Chiwawa
Pines does regarding when to decide to spray for mosquitoes.
He checked on the lot that the County owns. The County is in
the process of setting up a sale of that lot. Jim wanted to put
something in the Needler regarding the CC and R’s that
cover Division I for people to look at to see if we want to proceed
for getting the rest of the division’s covered. We are
covered by County Codes. It appears that the County does not
enforce the codes like we would like and possibly having CC and
R’s would give us the authority to enforce Covenants. We
will ask for a informational vote at the Annual Meeting and in
the meantime put something in the Needler. Report accepted.
Director of Operations: Roy reported that there
is an upfront cost of $7756 for our Water Improvement Loan. The
Engineer is getting the plans drawn up and should be able to
have it out for bid sometime in May. We have a few niches in
our funding that have to be resolved. The $22,000 we got from
Chelan County expires June 9 so we have to get that involved
before then. If everything goes the way it should be it should
be functional by Oct. with the new wells. Two bids will go out,
one for a well digging and one for a general contractor who will
do the rest. Roy said he is going to be very upfront with the
costs and have the information posted on the bulletin board.
Everyone should be able to see where we are with the spending.
He has met with the Roads Committee and they brought him up to
date with their plans. We have a project with the County to put
up 2 10 foot gates and the County will pay for the materials
and we will provide the labor. Riata and Spur road improvements
plans are being formalized. Roy has spoken with the Hendrickson’s
on Shetland and have found out that the road is on their property
by quite a few feet. In the past the Ponderosa cut trees from
their property to help in the snow plowing so in exchange they
would like the wood from the tree removal that we have to do
to get the road where it is supposed to be. We will have to take
down power lines and remove trees and get it surveyed. It is
a maintenance improvement project. He is getting the numbers
together as to what it will cost. If we are not able to do it
this year we want to make sure we get it in the budget for next
year. Paul is going to get the deck sanded and repainted by our
Annual Meeting and he is going to do some work on ditching. Paul
has swept the sand off the roads. There is not much he can do
during the thaw. Report accepted.
Treasurer’s Report: Bill reported the
income for the month and disbursements and we have separated
out the mosquito, water and forestry accounts and there are separate
reports available for them. The two people who we have had their
water shut off for non payment of dues have paid some on their
accounts and are in the process of setting up a payment plan.
Report accepted.
Secretary’s Report: Sharyl read a letter
from John McRoberts, Managing Editor of the Needler. The Needler
staff had a few items that they wanted to communicate to the
Board. The Needler will try and have one of their staff at each
of the Board meetings to report what went on or use the minutes
if they can’t be there. They are going to continue to pursue
the possibility of having advertising in the Needler and Peter
Smith has agreed to do this. They want to publish the 2004 annual
financial statement and need a copy and also need an agenda for
the Annual Meeting. Report accepted.
Committee Reports:
Social Committee: The Quilting Day in March
has been cancelled. There is approximately $200 in the kitty
for Social Activities. No one has stepped forward to head the
Committee or volunteer to do an activity.
Nominating Committee: Gina Wilkins was appointed Nominating
Chair. She reported that she contacted 30 some people and about ½ said
no and 1/3 did not return her call and 3 were considering and
2 would if we changed the time of the meeting. Discussion: The
By-Laws say the meeting day and time so in order to change then
we would need a vote of the membership to make the change. It
would give the Board flexibility of the hour of the meeting but
not the day. It was thought that more people would attend the
meetings if they were at a later time. The Board decided that
they would put the change up to a vote of the membership and
it would go out in the current ballot.
Old Business: A question was asked about the mosquito spraying,
do we vote on it every year? The answer was yes, it will be in
the vote at the end of the year when we vote for the Annual Budget.
New Business: Fire Dept. – Fire Permits available at the
Fire Station 10:00-12:00 each Sat. starting March 19 th. The
phone books will be available soon and if you have something
you want to get in there, get it to Larry Eriksen asap.
Respectfully submitted,
Sharyl Nelson, Secretary
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Leavenworth, WA 98826