GLACIER VIEW MEADOWS

ROAD AND RECREATION ASSOCIATION

MARCH 30TH, 2002

 

 

 Approved on 5/18/02

 

PRESENT:

Merle Niehaus-President

Gary Stanton-Treasurer

Chuck Huddleson-Secretary

Gus Eykholt-Director

 

ABSENT:

Marilyn Buhrman-Director

 

STAFF:

Kent J. Christen

 

CALL TO ORDER:

Merle Niehaus called to order.  Quorum established.

 

AMEND AGENDA:

      Delete 9F (collection of delinquent dues), add public notification; rules governing the conduct of R&R Board meetings.

      President Merle Niehaus stated that in response to directives within the recent Management Audit, and to keep in compliance with the new By-laws,  all future meetings will be conducted according to Goldberg’s Rules of Order:

Key Points

 

Simple Themes:

 

  1. Only board members are entitled to participate in conducting board business.  A time is provided for the unit owners to speak their minds, but that open forum is limited and is not an open debate.  Once the open forum is closed, only board members may speak.  (There are exceptions to this rule.)
  2. The board itself is firmly in control and each member must have equal opportunity to speak in turn.
  3. Procedures should be kept to a minimum, but if consensus is not possible a vote must be taken.  The Chair should decide most every procedural aspect, with the right of any member to appeal any decision.
  4. Board deliberations should be free and open.  Each item of business that comes before the board is to be handled in turn, but there are no limits to the number of motions that can be addressed at the same time on the same subject.

 

Rules of Order:

The agenda belongs to the board – the board can modify the agenda as it pleases by a majority vote or by consensus.

 

The minutes of the previous meeting need not be read aloud.  The board must vote to accept them before they can be official.

 

Minutes should state each motion precisely and must identify the board members voting in favor, against and abstaining (as well as whether or not the motion carried).

 

Minutes need not reflect comments made except in those instances when the board desires to make a specific record.

 

Formal voting on the minutes is only necessary where it appears to the Chair that there is a disagreement.

 

Reports:

 

Public questions allowed after committee reports.

 

30 minute time limit on public input, 3 minute maximum each speaker, must be recognized by the chair.

 

Joint business addressed only at joint meetings unless determined to be an emergency.

 

There are three basic motions for each item of business:

  1. A motion to adopt a specific action by the board.
  2. A motion to table the item to another meeting.
  3. A motion to remove an item from consideration.

 

The board should address only one item of business at a time, but there is no limit to how many motions may be made relative to that item.

 

Procedural Motions:

 

Only the original mover can modify or withdraw a motion.  Other board members can make new motions, but cannot amend a motion on the floor.

 

A motion to end discussion and proceed with a vote is not a true motion.  It is just a request to move on with the vote.  The Chair can accept or refuse the request.

 

Any board member may make a motion to suspend the rules including the reasons why the board should modify the rules or procedures in an individual case.

 

A procedural motion that has the support of all board members need not be put to a vote.

 

There are no Questions of Privilege or Points of Order.  All procedural questions are merged into the Appeal Decision of the Chair.

 

No person other than a Board member can make a motion.

 

Discipline and Order:

 

The Chair can declare a board member out of order.  The member has the right of appeal.

The Board then votes in the appeal.  If it is determined to remove a board member, the vote must receive a 2/3 majority.

If a unit member becomes out of order, the Chair can have him/her removed, or adjourn the meeting.

 

General:

 

The board has the authority to amend the rules of order.

 

REVIEW MINUTES DATED FEBRUARY 23RD, 2002:

      Merle Niehaus stated that the minutes be accepted as written by consensus.

 

TREASURER’S REPORT:

      Gary Stanton submitted Treasurer’s Report for February 2002.  All finances were within acceptable limits.  Treasurer’s Report accepted as written.

 

MANAGER’S REPORT:

1)      Larimer County Planning is requiring a full application to convert the old maintenance building into commercial usage.  Application is in progress, nothing done to date is affected, additional requirements are the installation of a emergency fire exit, fire rock installed on the shop side, and miscellaneous other items.  Goal to be open for business for annual in June.

2)      The slash pile has been moved to filing 12, tract B.  Take gate 1 to top of hill, turn right on Many Thunders Drive, follow flags south.  Please windrow slash from west to east.

3)      The Nominating Committee has to date 2 candidates for Water & Sewer Board, 3 candidates for Road & Recreation Board.  Final report to be presented at the Joint Meeting April 20th, 2002.

4)      Please note fee increase for A.R.C. applications, $150.00 a home, $100.00 for a separate garage / addition, and $35.00 for shed / fence / deck, ect.  Committee consensus was initial consultation, plan review, and compliance monitoring are requiring office / staff hours far in excess of the old fee structure.

5)      Please note that G.V.M. Fire Department has teamed with Larimer County to implement major firebreaks within the subdivision.  This would entail widening of existing roads, Iron Mtn. Drive, Eiger Road, Guardian Peak, ect..  Tree’s will be removed within the right of way, slash chipped on the spot, wood bucked and stacked for public removal.  The end goal is to stop major burns progressing from the west.  The plan is scheduled to implement this summer 2002.

6)      Note that on or about April 15th, 2002 mailings will be sent to the G.V.M. Red Feather Lakes area.  This is a survey to assess the potential need for a Clinic in the area.  Please respond so the results are statistically accurate.

7)      Please note Budget recommendations, I invite discussion on the allocation of residual Special Assessment Funds (see enclosed list of courts still to complete) for continuing improvement of roads and courts defaulted on by the original developer.  Note:  The $33,297.00 from the S.I.A. has been respectfully requested as designated for 12th filing improvements only.

8)      I have asked the Glacier Gals for additional funding (we are over budget on building expansion) to finish the fire barn.  The estimate to meet Larimer County requirements is an additional $1,200.00.

 

COMMITTEE REPORTS:

      Ecology:  Harry Corwin submitted the Ecology (enclosed) report for March 2002.  Main items of interest were Larimer County noxious weed control laws will be enforced within G.V.M..  Individual property owners will be notified by mail if a problem exists, if no action is taken after a second notification the county will either mow and / or spray and assess the cost upon the property.

      The Association is responsible only for roads bordering the Greenbelts themselves, and any G.V.M. roads bordered on both sides by National Forest.

      Mountain Pine Beetle infection is down, the contract for yearly roadside surveys with Larimer County might not be necessary in the future.

 

      Glacier Gals:  The Pancake Breakfast is Monday May 27th, Memorial Day.  The club is offering property address signs (reflective) for $12.50 each, information is available at the office.  All proceeds are used for charitable / community functions.

 

      Recreation:  Trails for 2002 are all marked, signed, and maps are available at both trial heads and the G.V.M. office.  The Bluebird houses are installed and the birds are back for the season.  The next recreation meeting is April 11th at 12:00p.m. at the G.V.M. office building.  The State of Colorado Forest Service will give a presentation on Forest Awareness on that date.

 

      Fishing:  The committee intends to patrol and enforce the new fishing regulations this season, violators can be warned, fined, fishing privileges revoked, and,  if not a resident, charged with criminal trespass.

 

      A.R.C.:   Joe Anders presented the Board with the revised A.R.C. Charter.  The Board suggested some minor wording modifications, and requested that the charter address the committee’s methods and responsibility of compliance monitoring, enforcement procedures for non-compliance, and procedures for the levy of fines.  The current By-laws are not distinct as to the powers of the A.R.C. under the R&R Board.  The Charter needs to clarify the committee’s authority.

      Gus Eykholt moved to approved the A.R.C.’s recommended application fee as proposed, $150.00 for a house, $100.00 garage, $35.00 shed, fence, deck, ect.  Unanimous.

OLD BUSINESS:

      The Fire Barn #2 lease (enclosed) is proposed at a 10 year term, the G.V.M. Fire Department assumes all maintenance costs associated with the facility, G.V. retains control of the attached recreational facilities, and if the building is destroyed by nature or other, G.V.M. reserves the right not to rebuild.

      Chuck Huddleson moved to approve lease as submitted on Fire Station #2.  Unanimous.

 

NEW BUSINESS:

      The budget was presented by the Chair Mike Schutte (enclosed).  Discussion was held on the need for a dues cap increase for fiscal year 2003-2004.

      The proposed necessary budget for 02-03 is sufficient to run the association but does not allow for any emergencies.

      Items of note: An increased level of capital equipment replacement; the establishment of a Capital Recreation Fund for future projects; a recommendation to fund the purchase of a Water Truck for road maintenance; combine the functions of bookkeeper/office manager; promote Alinea Coy to the same; research the feasibility of purchasing the trash compactor; and reallocate a projected residual carry forward of Special Assessment Funds for F.Y. 03-04 to additional road and court improvements.

      The Board formally thanked Mike Schutte, Bob Naftzger, and Dianne Morison for their hard work, and took the proposed budget under consideration.

 

VIEWPOINT:

      President Merle Niehaus thanked the committee for their hard work and the excellent report submitted with recommendations on change relating to format and frequency of publication.

      Iris Slack read a brief appeal to the board addressing the immediate need for an editor.  Merle Niehaus stated the issue is Joint business and will be addressed at the April meeting.

      Gus Eykholt stated he is opposed to a paid position for the editor, the editor should have control of content, the manager needs input, the issue should be a public, not a company publication, and the editor should be a resident, not an outside professional.

      Chuck Huddleson moved to table the notice of appeal and complaint form to the next Joint Meeting on April 20th, 9:00a.m.

 

LITIGATION REPORT:

      Chuck Huddleson stated the Grant Parker Litigation has been settled out of court for $35,000.00.  He stated this was a business decision only, recommended by the insurance company.  G.V.M. did not pay one dime in the settlement.  He also stated this is standard in the industry and is referred to as a nuisance settlement.  G.V.M. admits to no fault in the matter.

 

      The Board thanked Robin Phillips for the doughnuts brought for breakfast.

      Meeting adjourned.