GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
January 21, 2009

ROLL CALL:

Rick Snow – President
Linda Adams – Vice-President
Mike McKay – Treasurer (absent)
Jack Carroll – Secretary
Jere Wallack – Director (absent)

STAFF:

Steve Horsmon
Mary Keller

CALL TO ORDER:

Rick Snow, President, called the meeting to order at 3:25 p.m. All were present except Mike McKay and Jere Wallack who have an excused absence. A quorum was established.

REVIEW AGENDA:

No amendments

APPROVAL OF MINUTES DATED: November 19, 2008

Rick Snow moved to approve the minutes as written. Unanimous-motion passed

TREASURER’S REPORT: (Please see the Office for attached/enclosed as none were provided with these minutes)

Rick Snow presented a synopsis of the financials for the Road and Recreation Association. Road and Recreation completed the sixth month or 50% of f the fiscal year. Because of the road base materials used for road improvement projects early in the fiscal year as the year progresses, the Operating Road Maintenance Expense percentage will continue to go down. The Board reviewed the Treasurer’s report no objections were noted.

MANAGER’S REPORT: Steve Horsmon presented the Manager’s Report

General Office and Budget Updates:
  1. Completed new drafts of Employee Manual, Benefits Summary, and Safety Requirements. Board subcommittee to review these items at the 1/20/09 subcommittee meeting. Held a review meeting with employees to get feedback. New suggestions were added to the latest draft. Final approval must be done by Joint Board vote.
  2. Collection of prior year dues (past due amounts) is running well ahead of budget with only one large write-off as a result of a Treasurer’s Deed sale.
  3. We will need to review those properties not reporting meter readings for last year and assess fines as needed.
  4. We have requested a quotation from Carpet Direct for new commercial carpet in the office. Quotation will be presented to the board for review when it is complete.
    Road and Recreation Association
  1. Received more design input from Ginny Blanz on the GVM gate sign proposal. Getting new quotes from the Signs First (low bidder on the first round).
  2. Very little snow plowing activity has helped to keep our winter maintenance expenses down so far this year.
  3. Rebuilt the skids on the Road Boss attachment by welding new steel and hard-coat to it.
  4. Waiting for Larimer County to complete final road naming so new maps can be updated and ordered. On the subject of carpet for the upstairs office: The carpet upstairs is approximately 15 years old and is showing it’s age. After discussion the Board agreed by consensus that the carpet should be replaced at a cost of up to $2,000.00. The cost is to be split 50/50 between each Association.

COMMITTEE REPORTS:

Architectural Review Committee (A.R.C): Jerry Blanz, Chairman, presented the report for the ARC. Jerry stated that applications for building are down right now. He also stated that the present ARC members are a good team who are enthusiastic who have a goal of improving the image of the ARC. The committee will start by reviewing the ARC rules and regulations. Jerry also plans on visiting properties that have a building deposit on file. If building is completed and the property is clear of construction trash, the deposit will be refunded.

Glacier Gals: Ginny Blanz, President, presented the report for the Glacier Gals. The Glacier Gals will hold an organizational meeting on January 27th. Ginny also discussed recycling efforts and that aluminum earnings have dropped again this month Glacier Gals were getting .55/lb then .35/lb now .25/lb. Ginny encouraged the membership to continue to recycle.

OLD BUSINESS:

  1. Gate sign project review: The Board reviewed 12 snow capped mountain background designs and decided on version five. The next step will be to decide what size of log to mount the signs on i.e., one 12’ half log 20" diameter or two 12’ half logs 10" diameter. The Board publicly thanked Ginny Blanz for her work on the designs.

NEW BUSINESS:

  1. Slash Pile Proposal: The Board reviewed a proposal from a private contractor to grind/chip the slash pile. The contractor proposed three options: 1) Mobile grinding leaving product on site @ $250.00/hour. 2) Mobile grinding, they haul product off ground materials @$180.00/hour. 3) Mobile grinding product left on site at $150/hour the contractor would market as much of the material as possible and haul as needed. The Board discussed the options and decided not to accept the proposal at this time.
  2. Road & Recreation billing process and membership cards: Mary Keller, GVM Secretary, asked the board to consider changing the present policy, of mailing membership cards upon receiving membership dues. Mary explained that if the staff sends the membership cards along with billing, the association will save envelopes, clerical time and up to $400.00 in postage. After discussion, the board agreed that sending membership cards along with the billing makes sense economically. There will need to be wording changes on the letter that goes with the billing to state the passes are to be used by members in good standing. Linda Adams moved to change the present membership card policy to the proposed policy. The staff will include the membership cards along with the Road & Recreation billing. Unanimous-motion passed.

PUBLIC INPUT:

A member voiced two concerns about a non-horse property owner’s request to be re-designated as a horse lot. The first concern was the Boards decision to allow the property owner to only send letters of request to the four adjacent property owners. The second concern the member voiced is the fact that there is a temporary round pen on the non-horse property lot. The member feels as with Larimer County procedures all property owners with in 500’ of the property should be sent the same letter and be given the opportunity to give input. The board explained to the member that a site visit was made to the property and since the property owner reconsolidated his non-horse property with a horse property the board might agree with the proposal of re designating the reconsolidated lot as a horse property (see October 15, 2008 minutes) however, certain condition have to be met. During the site visit, the Board told the property owner that first he should send a letter of intention to all adjacent property owners explaining the proposal. Unanimous approval must be obtained. Then, all property owners within the 500’ will be notified by a letter written by the GVM manager and be given the opportunity to offer an opinion. Also during the site visit, the property owner asked if it was acceptable to use his portable round pen. The Board agreed to allow the member to keep the round pen during the re-designation process as long as the horses only visit.

Rick Snow moved to adjourn at 4:45am. Unanimous-motion passed

The Employee Handbook Sub-committee met immediately after the Road & Recreation meeting.