|
PONDEROSA COMMUNITY CLUB
BOARD OF DIRECTORS MEETING
August 18, 2007
PRESENT: President, Charles Shoop; Vice President, Vicki Haugstad; Treasurer, Melanie Green; Secretary, Gina Wilkins; Maintenance and Operations, Alan Hendrickson; Association Manager, Bob Melson.
Minutes of the July 14, 2007, meeting were read by the secretary, Gina. Minute changes to include the title of Webb Accountancy Corporation PS, correct the date change for the August meeting to the 18th, and to correct the address for Melynda Kennedy to 21618 Primitive Park Road.
Gina pointed out a contradiction in the minutes regarding the status of water “on or off” to Thoroughbred Lane. Charles stated that he allowed the water on for a cement pour, and in consulting with a Chelan Fire District Four Commissioner, it was decided to leave the water hooked up because of potential for fires with the use of electrical equipment for construction.
ASSOCIATION MANAGER’S REPORT:
Bob Melson reports on a development in process by Mike Yaskus on the hill above the Ponderosa where Mr. Yaskus purchased Lot 6, in block 6 of Division 5. He has excavated an easement road through a Ponderosa platted lot to include some of his property, and registered it with Chelan County. Mr. Yaskus has changed the Ponderosa plotted lot to include some of his property and registered it with the County. He has excavated roads on the hillside and has multiple lots posted with “for sale” signs.
Bob Melson consulted with our water engineer, Bill Schmidt, regarding the potential damaging effects from water run off caused from this development. Mr. Schmidt suggests that we consult the Chelan County Planning and Public Works, obtain their records, possibly have a survey (as our water line is located on the perimeters), and possibly seek legal advice if necessary. Al Hendrickson as asked to research this issue and report his findings to the Board.
Bob reports that he is kept busy with the Ponderosa daily activities. Nancy has completed a Quick Books course, and with the use of a thumb drive obtained from Webb Accountancy Corporation PS, can access some of the Ponderosa records. The Melsons are currently notifying members of their past due accounts. There are 26 property owners who are delinquent with their payments. Approximately five of the same members are repeat offenders, and the Board was asked how to handle these accounts.
Bob reports that he works with the Maintenance supervisor and Caretaker on a daily basis, and assists with setting priorities on all their functions. Bob stated that our two employees are good mechanics and have been able to perform necessary equipment repairs.
Bob reports that he is in the process of developing the 2008 budget for the operating of the Ponderosa office and for an Association Manager’s salary.
Bob stated that the Ponderosa’s attorney, Jeffery Davis, requested a declaration from him and Reida Wegman regarding the Ponderosa’s action taken with Jeff Meyers. The attorney is coming over from the Seattle area at his own expense to represent us at a hearing next month to determine the fate of the Ponderosa’s $6,700.00 being held in the court because of a challenge presented by Mr. Meyers. He feels quite confident that we will receive our money back.
Bob reports that he has been the clearing house for the Thoroughbred issues, as we owe it to our community to keep on top of what is going on up there. Bob commends Al for meeting with the property owners on Thoroughbred Lane, and basically he alluded to the fact that the owners feels that they have been duped both by the County and Mr. Yaskus, but they are willing to pay to make this right and get their development approved by the Ponderosa. They want to have water hooked up and have the roads acceptable for the Ponderosa to maintain. Al sent an email to them stating that they will be responsible for any consulting fees incurred.
SECRETARY:
Letters were read from Paul Johansen, Maintenance Supervisor, and Tony Vierra, Caretaker, documenting the finding of Ponderosa checks numbered 4472, 4473, 4474, 4475 and 4502 in Rick McKenzie’s, abandoned white Blazer, and that the checks were placed in lock-up in the Ponderosa office. The Association Manager, Bob Melson, and the Chelan County Sheriff’s Department were notified. Bob reports that these are old, unused checks, and that the checks were changed when Webb took over the financials and new checks were made to accommodate Quick Books. The discovered old checks would have required two Board Members’ signatures. The bank has been alerted and they indicate that they have not noted any foul play.
A rough draft of the results of the Board’s workshop for an Association Manager’s job description has been typed and presented to all Board Members and to Bob Melson for review.
FINANCE/TREAUSRER’S REPORT:
Treasurer Melanie Green asked the Association Manager, Bob Melson, to explain the budget report from our account (see attached Expenses-Actual as % of Budget and Financial reports). It is noted that we are over budget amounts estimated in the areas of M & O General and in Legal & Liens. Bob noted that the previous Board had utilized 62% of the M & O budget in the first two months of 2007. Bob stated that it is difficult to determine where to list some of the general M & O and Equipment Maintenance expenses, and that he needs to transfer some expenses out of M & O into the equipment maintenance expenses.
There is still the $6,700.00 against Legal & Liens tied up in court.
In reviewing the check ledger, President Charles questioned payments made to a Bob Bevington. It was explained that Mr. Bevington worked for the Ponderosa during the two month interval between the previous caretaker and the hiring of Tony Vierra, and that he is no longer an employee.
Melanie reminded the Board and the Committees that the 2008 Budgets are due by the end of August. They will be reviewed by the Board at the Labor Day / September meeting.
Member Dick Nicklas inquired about the payment status for PCC insurance coverage. Bob stated that there is a balance amount of approximately $2000.00 due in November for 2007, and that the 2008 premium is billed in December of 2007 for the 2008 coverage; payment is due January, 2008. Bob consulted with the insurance agency regarding our rates for 2008, and state that our budget amount of $14,500.00 is sufficient.
MAINTENANCE REPORT:
Al reports that he met with the Thoroughbred Lane property owners regarding the status of their water hookups and the condition of their road. He reports that it is the intent of the Board to follow the law suit agreement. The water and road has to meet stated standards before they are to be accepted and provided for the PCC. The property owners were informed that we would assist them in solving the issues; however, it appears to be between them and their developer. Another meeting has been scheduled for August 23, 2007, to include property owners, road engineering company, Chelan Public Works Direct, Chelan County Fire Marshal, Ponderosa Board, Leavenworth Properties, Mike Yaskus and Pat Green, and road work contractors. Al and our Chelan County Fire District Commissioner, Terry Glover, plan to attend.
COMMITTEE REPORTS:
GREENBELT
Nancy Melson reports for Judy Toenyan. The new trail located at the reader board has been completed, with a bridge built by John Sager and Dean Wilkins. The committee is open for suggestions for a name for the trail. They are considering “Pine Tree Ridge” unless there are objections or other suggestions. There are plans to install a park bench on the trail overlooking the Wenatchee River. Currently there are no new work parties scheduled.
BUILDING AND GROUNDS
Report attached.
FINANCE
Melanie reports that they are working on the 2008 budget.
ROADS
No report.
WATER
No report.
SOCIAL
50 people attended the outdoor movie. Another movie is scheduled for September 2nd. Today is the PCC Picnic/Potluck.
Their budget is ready to be submitted to the treasurer.
OLD BUSINESS:
Andy Campbell met with the Board following the July Board meeting. He is requesting a change in our contract easement agreement through the PCC Greenbelt. Gina Wilkins made the motion to deny his request; Vick seconded the motion, and all Board members voted to deny his request. President Charles is to notify Mr. Campbell of our decision.
Webb Accountancy Corp PS is consistently late with our monthly budget reports. The agreement between Jack Bartleson and Webb Accountancy was that we would have reports before our meetings. We are receiving reports approximately one to two hours before the meetings. The reports are being emailed to the Treasurer’s home email address on Whidbey Island when she is present in the Ponderosa. The Association Manager and Board find it difficult to work with the reports on such short notice. Bob stated that he will request again that the reports be in by the Wednesday before the meetings.
Melanie suggests that the financial books be brought back to the Ponderosa for the Association Manager to manage. Bob read documentation that we have a one year contract dated 12-12-06 with Webb Accountancy Corp for them to reconcile our 2005 and 2006 books at a fee of $1800.00 a month.
Vicki stated that we need to get our priorities in order and that we need to have a contracted Association Manager skilled in QuickBooks before we take back our financial accounting tasks. The plan is to budget for an Association Manager in 2008, obtain membership voting support per paper ballots, then contract with an Association Manager skilled in QuickBooks. The Board agreed that once this is accomplished we can terminate Webb Accountancy’s services.
The Board asked the Association Manger, Bob Melson, what the status is on the Yukon that we are currently leasing for $200.00 a month. Bob reported that he spoke with the previous Board members, Jim Lawson, Jack Bartleson and Judy Toenyan, and their signed agreement and intent was to lease/purchase the SUV, then put the $4200.00 in the 2008 budget for membership ballot vote, and pay the remaining balance on January 14, 2008. The reason for purchasing was so that the new Maintenance person would have a vehicle for conducting Ponderosa business. Gina, Al and Charles do not feel that this is the appropriate vehicle for the Ponderosa needs. Melanie suggested that Paul check with a dealership on the trade in value of the Yukon to possibly replace it with a pickup truck that could be used also for snow removal.
NEW BUSINESS
CORRESPONDENCE:
Jordan Givens (25616 Camp 12 Road) submitted a letter requesting that the PCC pay his insurance deductible on a water damage claim caused from a broken water main. Upon researching the situation, it is unknown who damaged the Ponderosa stand pipe. We know that it was not damaged by a PCC employee, and our Water Insurance Policy only covers our actions/damages; therefore they refuse payment. Gina made the motion to write Mr. Givens a letter stating that the Board acted promptly in making the necessary repairs, and that the PCC employees did not damage the pipe; we consulted our insurance agent and they refuse coverage, as the Ponderosa was not at fault. Therefore, we do not feel responsible for his deductible insurance policy. Melanie seconded the motion; all Board members voted in favor of non payment. Gina was asked to notify Mr. Givens of our decision.
Charles received a letter/email from Dodd Carter seeking the Ponderosa’s assistance with a drainage problem associated with the greenbelt area under the Bonneville Power lines. Bob was asked to have the Maintenance Supervisor work with Mr. Carter and report back to the Board.
Chuck stated that he received an email from Jim Nicholas, who is interested in purchasing a lot in the Ponderosa, and he requests that a map be sent to him electronically. Bob stated that we do not have that capability, but he can fax him a map, and suggested that in the future we scan in some good maps for use. Mr. Nicholas also requested information on the PCC Strategic Plan. Currently there is not a Strategic Committee. The By-Laws state that the president is responsible for appointing a five to seven member Strategic Committee. Member Dick Nicklas stated that the last Strategic Plan was written at the time of the last By-Law revision, approximately seven years ago.
Melanie stated that she and Jim Lawson (chair of the Finance Committee) are working on a five year budget plan.
Charles reports having received an email from Judy Toenyan inquiring about who was managing the Ponderosa business/activities while the Association Manager was on vacation and inquiring if her dues payment had been received. Bob stated that the Caretakers were present in the office, handled pool cards, phone calls and answered member questions. The mail was held at the post office, and upon the Manager’s return the checks were taken to Webb Accountancy. Bob Melson also read and responded to Ponderosa emails and had frequent phone contact with Paul Johansen while he was away.
Vicki inquired about any plans to tend to all the dead trees in the Ponderosa. She has noted over 22 dead trees on only two of the roads. The Boards suggests that the Caretakers survey the situation and determine which trees are on the Ponderosa right of way, and which are on private property. It was suggested that the Board write letters to the property owners and address the issue in the next Pine Needler Newsletter. The Ponderosa will be responsible for removal of trees on the greenbelts and roadways.
The issue of junk email was addressed. An alarming amount of junk email is being sent to the President and Association Manager. All the Ponderosa Board and Association Manager’s email comes through our website, managed by the McRoberts. Most of the members’ email is scanned as junk and is not recognizable. It was suggested that members be asked to utilize the subject line. A notice is to go out to the membership in the next newsletter. It was decided that it is okay not to open the junk mail to avoid a virus.
MEMBERSHIP INPUT:
Jerry Penningrock stated that he has been a property owner for 35 years, and has never attended a Board meeting until today. He questions the Newsletter budget, and suggests that the newsletter be sent out by email to decrease the cost. He was informed that we have been working on compiling a membership email list. It is the Association Manager’s plan to request email addresses at the time of the next membership billing. It was suggested that a notice requesting email addresses also be included in the next Pine Needler Newsletter. Bob Melson stated that it takes approximately two years to compile a list.
Jerry was informed that the Newsletter and Board Meeting Minutes are on the Ponderosa website at www.ponderosacommunityclub.org
Jerry also inquired as to what has happened to the old Shepard’s cabin that was located on the greenbelt by the sled hill. He was informed that it has been left to deteriorate over the years, and that we are not sure what still exists of it.
President Charles Shoop read a letter from Hester and Monte Temples requesting that we plan in the 2008 budget for mosquito spraying. They volunteered to serve on a committee to assist in determining the cost of this service. The Board was informed by Sharyl Nelson that all previous mosquito research is available in the office.
The meeting was adjourned by the President.
Respectfully,
Gina Wilkins, Secretary
|
Leavenworth, WA 98826