CALL TO ORDER:

Bob Naftzger called the meeting to order at approximately 7:00 p.m. All were present except for Betsy Hackman and Tom Hackman who were excused.

AMEND AGENDA: None

REVIEW MEETING MINUTES DATED January 19, 2005: Minutes approved as written by consensus.

TREASURERS REPORT: (See enclosed)

Jim Doran presented the treasurers report. The report was approved by consensus.

MANAGERS REPORT:

1. Completed R&R budget study and Manager’s 2004-2005 Financial Summary (attached). R&R Budget Committee Meetings in progress and going well. W&S budget study nearly completed.
2. Completed signature authority change over for bank accounts and safe deposit box. Opened new business account at Wells Fargo to replace old consumer account. W&S safe deposit box audit not completed due to delay in setting up new authorizations. Will complete this audit this month.
3. Glacier Viewpoint published on time with lots of positive feedback from residents. First "Highly Valued Volunteer" appreciation award given to the editor – Phyllis Field.
4. Received some positive results from letters to unimproved properties with ARC violations.
5. Numerous site visits and ARC deposit refund inspections. Many properties do not quality for refunds upon first inspection.
6. Revived previous policy (initiated by Kent C.) requiring all contractors to check in with office before starting work on specific projects. Utility locates and contractor liability insurance is required. Applies to both GVM projects and homeowner projects. See attached letter. Manager is requesting joint board consensus on the policy. R&R BOARD AGREED BY CONSENSUS TO THE PROPOSED LETTER AND AUTHORIZED THE DISTRIBUTION TO CONTRACTORS.
7. Scheduled Operations staff and myself for one day workshop for Colorado Professionals in Onsite Wastewater (CPOW) on March 25 – all day in Golden. Total cost is $160 plus mileage.
8. Cross training continued. Mary and I will learn how to process payroll and checks with Deanna next payroll cycle. Steve ran route with Jerry to understand the chlorination and phosphate monitoring systems. Jerry and Steve visited Evergreen Labs in Denver to review new testing requirements and costs for Radio Chemistry. Gary took Steve out on the grader to understand grading process and issues.
9. No major unplanned expenses in the last month.

1. Culvert repairs/cleaning proposal by Gary Ellerman
2. After cost analysis and comparison to Crystal Lakes fees, Manager requests joint board approval to increase both R&R and W&S Title Company transfer fees to $75 and $85 respectively. Currently $25 and $35. R&R BOARD AGREED BY CONSENSUS TO THE TRANSFER FEE INCREASE.
3. Researched current Qwest service arrangement. Discovered we are over-paying for 3 lines and Sprint long distance. Current monthly charges are $131. Should be $99 for the same service according to Qwest. Also, Qwest has better long distance plan at 5 cents/minute in and out-of-state with a max. of $20. Qwest DSL service is available at the office for $38/month with the first two months at $15. DSL is required for the office to effectively download security software updates and State Health Department forms from the internet. We would like to install a "Courtesy Desk" for residents with an existing computer and offer DSL access for anyone needing to use it. No additional cost to do this. Manager is requesting Joint Board approval to set up new phone plan for ~$137/month. This would keep all current lines, add DSL for the office, and change long distance plan to Qwest. R&R BOARD AGREED BY CONSENSUS TO NEW PHONE PLAN, DSL SERVICE, AND QWEST WEB HOSTING SERVICE. THE OFFICE SHALL INSTITUTE A SIGN-IN SHEET FOR USE OF THE PUBLIC COMPUTER AND INTERNET CONNECTION. MANAGER TO CONTACT THE RED FEATHER LIBRARY TO LEARN ABOUT OTHER SECURITY TECHNIQUES USED AT THEIR FACILITY AND POSSIBLY IMPLEMENT AT THE GVM OFFICE.
4. Need to address ongoing issue of non-household trash being placed in and around the compactor. This has been discussed before. I wish to experiment with a roll-off dumpster to be installed next to the compactor, but separated by a fence we would build. We would charge volume based fees similar to the county landfill. Fees would have to pay for dumpster and staff costs to manage it. Gallegos Sanitation will provide roll-off dumpster for a $75 set up fee and $375 to pick up whenever it is full. No rental charges would apply to GVM. Approximate fence cost will be $200. Fence can be removed and material reused if experiment fails. Failure will defined as resident misuse of the dumpster, failure to pay fees, or excessive staff work load. Manager requests R&R Board approval to perform a 3 month experiment with this plan. . R&R BOARD AGREED BY CONSENSUS TO STARTING THIS PROJECT. IF SUCCESSFUL, WE MAY CONTINUE OFFERING THE SERVICE THROUGH THE SUMMER.
5. Property and home at Filing 12, Lot 27 is under foreclosure and scheduled for auction on March 25. Auction company is aware of the Association lien and has requested some relief on late fees. Current past due amounts for R&R are $1,907.31 and $12,504.69 for W&S. Total combined late fees are nearly $1000. Manager is requesting Joint Board approval to negotiate a 50% to 75% reduction of the late fees in order to work in good faith to collect the bulk of the past due amounts. R&R BOARD AGREED BY CONSENSUS TO ALLOW MANAGER TO OFFER 50% TO 75% REDUCTION OF LATE FEES ON THIS PROPERTY IN RETURN FOR FULL SETTLEMENT OF REMAINING MONEY OWED.

END OF MANAGER’S REPORT

ARC: Ray Andress discussed the ARC committee progress on updating its rules and forms. They are still meeting twice a month. He discussed the changes to the ARC Deposit Refund procedure. Bob Naftzger discussed the question of chain link fence approvals and whether or not there is any such thing as "appropriate" chain link. Ray Andress said they will discuss that at future meetings. Another discussion was held regarding the cutting of trees. Current R&R rules state that the office shall be notified when trees are to be cut. The question was raised regarding approvals for diseased trees and should that be a requirement. No decision was made. Bob Naftzger requested the ARC to make recommendations for rule amendments to the ARC rules for future R&R board meeting consideration.

FISHING: Ray Andress discussed the fishing derby activity this year and said they will be spending $100 again this year on derby prizes. They will also be seeking donations from area stores for participant gifts.

GLACIER GALS: Ginny Doft (co-chair) presented information on their activities. The Glacier Gals have given the Assoc. $250 for food expenses for the June 24 BBQ prior to the annual meeting. They recommend that we ask guests to bring salads and desserts to share. They will be having their regular bake sale that weekend and will not be able to lend any people to help during the June 24 BBQ. Bob Naftzger said the Glacier Gals can use part of the tent that is planned to be present that weekend. Work day will be June 11, 2005. The Glacier Gals will offer their painting services for the main GVM sign at gate #8. With the Operations staff help in sandblasting and priming the wood, this project should be done by the annual meeting on June 25, 2005.

ECOLOGY COMMITTEE: (Enclosed) Harry Corwin spoke on behalf of the ecology committee. He said they plan to continue maintaining the demo garden and the new driveway garden. They will continue maintaining and supporting the "educational aspect" of the Crelin Nature Trail and the Glacier Viewpoint educational articles. They are requesting a $400 operating budget from the R&R board. No formal approval was given. They attended the County weed control meeting. New computer mapping programs are showing large weed growth. They recommended that GVM continues the Larimer County contract for greenbelt mowing and spraying.

RECORDS AND INFORMATION: Ray Andress recommended that GVM register the URL of "Glacierviewmeadows.com" for a new web address. Then we could have individual email accounts for

Staff members (eg. manager@glacierviewmeadows.com) This would also eliminate the cumbersome EZLINK address and costs. With Qwest DSL and web hosting package, we could do this with minimal cost.

The Manager discussed the lack of progress from the (currently inactive) Recreation Committee on a proposal for improved recreation facilities near the community building. The concrete pad/recreation area project has not yet had a proposal made. The manager proposed that the office and operations staff submit a proposal and cost estimate to the Board and any participating recreation committee members for review and input. This proposal can be the starting point of a phased in projects for recreation improvements. The R&R board agreed by consensus to allow the Manager and staff to complete and submit a proposal for consideration.

The Chief of Operations discussed a new method for cleaning association owned culverts. He met with a company who demonstrated a wet jet cleaning system which does not require removal of the culvert. This could be cheaper and easier than the standard method of culvert removal, cleaning, and reinstallation. He requested permission to try up to 8 culverts at $75/culvert to test the new system. If successful, this service could also be offered to resident driveway culverts at a charge much lower than the previously estimated $180 stated in the last Glacier Viewpoint.

Harry Corwin thanked the Operations staff for a great job on the new snow plowing procedures.

VOTE FOR EXECUTIVE SESSION

Unanimous vote, meeting adjourned to executive session @ 8:15 PM MST

EXECUTIVE SESSION MINUTES

1) Discussion was held regarding annual performance review and pay adjustment for Maintenance I employee. Board boards agreed by consensus to give employee $1 per hour raise effective for the current pay period.

2) Discussed a proposal by the Manager for the Boards to adopt a "Board Member Code of Conduct". Sample code of conduct was included. Both boards agreed by consensus to adopt the code as written and to present it to the community at the annual meeting and sign it publicly. It was also agreed by consensus that all candidates running for Board positions must state their commitment to this Code Of Conduct. This code of conduct will be formally added to the Master Book of Association policies, procedures, and forms.