GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
WATER AND SEWER ASSOCIATION
JOINT MEETING MINUTES
January 17, 2007

ATTENDANCE:

Water and Sewer Road and Recreation
Jerry Ryan - President Robert Naftzger - President
Randy Mae -Vice-President Linda Adams –Vice-President
Jim Petrie - Treasurer Rick Snow – Treasurer
Frank Winter - Secretary Jack Carroll – Secretary (absent)
Albert Samuelson - Director Diana Lustick – Director

STAFF:

Steve Horsmon-Manager
Mary Keller- Secretary

CALL TO ORDER:

Bob Naftzger - President, Road & Recreation Association, called the meeting to order at 3:00 p.m. All were present except for Jack Carroll who was excused. A quorum was established.

AMEND AGENDA:

No amendments

REVIEW MEETING MINUTES DATED November 11, 2006:

The Board accepted the minutes as written by consensus.

TREASURERS REPORT:(See Office for enclosed as it was not furnished with these minutes)

W&S – Jim Petrie discussed the carry forward funds. Further discussion tabled to individual meeting.

R&R – See Manager’s report

MANAGERS REPORT: Steve Horsmon, G.V.M. Manager, presented the manager’s report.

General Office and Budget Updates:

  1. Filing 12, Lots 203/209 have completed the process of "Default Judgment and Decree of Foreclosure." The public sale to the highest bidder is scheduled for January 23, 2007 at 10am at the Larimer County Sheriff’s Office. Our legal counsel will attend this sale with us. I will plan to bid on these properties on behalf of GVM. There is a possibility that an adjacent lot owner will also bid on them. It is preferable to allow another buyer to win the bidding as long as the price satisfies our minimum requirements for the lien. The current total including late fees, attorney fees, and other costs is $15,663.00.
  2. Renewed the GVM Directors and Officers Liability Insurance policy with St. Paul Travelers.
  3. Board member educational information is provided regarding recent court rulings.

Road and Recreation Association

  1. After 6 months into the budget, we are running 5.5% under budget. However, this does not reflect that we have used 100% of our $10,500 contingency funds for snow removal and does not reflect upcoming expenses in January for rental equipment and GVM grader repairs. With these expenses, the actual road maintenance line item budget is at approximately 78% for 2006-2007. See December summary of snow removal expenses for discussion under New Business. We will need to examine the budget for possible adjustments later in this budget year. The entire staff worked tirelessly for days during this process and I want to acknowledge their dedication and hard work during the whole time.
  2. Gate 6 mailbox cover is completed except for staining.

Water & Sewer Association

  1. Repaired major water leak caused by damaged curb stop (by contractor) on Humboldt Dr. during snow removal.
  2. We need to schedule a Water & Sewer board meeting to discuss year end financials and how to allocate carry forward. Summary sheets are provided for board member pre-view.
  3. New well and water treatment project in 4th Filing is formally approved by the State Health Dept. As built photos sent to Gerry Lamb, Engineer to allow him to send certification letter to the state.
  4. Stantec Engineering has submitted the PEL application for the design phase of the wastewater treatment facility. This application is for sub-surface, ground discharge only.
  5. Lynn Johnson passed the exam for Small Water System Operator certification.
  6. Water shut-off notices are pending for a few residents who have not paid in 90 days.

Staff Recognition

The Boards publicly expressed thanks to the entire staff for the tireless efforts they have exhibited in what seems to be endless days and nights of winter storms. It was noted that staff members have worked extremely hard both in the field and office for the safety and well being of all Glacier View Residents.

APPLICABLE COMMITTEE REPORTS

  1. No Joint Committee Reports. None

It was noted that Ginny Blanz has been appointed president of the Glacier Gals.

OLD BUSINESS

  1. Proposal for cutting Christmas trees: The Christmas tree cutting/thinning project was a success in that 25 trees were picked up by residents. We will consider continuing this project next year.

NEW BUSINESS:

  1. Winter Storm Operations and Budget review: The manager presented an operations and budget review report to the Boards.

We have used 100% of our $10,500 contingency funds for snow removal. Our December 2006 thru January 7, 2007 snow removal costs as follows:

Wages = $7,969.79 Fuel = $1,242.16 Contract snow removal = $18,712.50 Rental equipment = $12,000.00. Total $39,924.45 is over and above what was budgeted for snow removal. This does not reflect upcoming expenses in January for rental equipment and GVM grader repairs. With these expenses, the actual road maintenance line item budget is at approximately 78% for 2006- 2007. Steve also gave the Board a cost summery of vehicle and heavy equipment repairs that are a result of heavy snow removal use. We will need to examine the budget for possible adjustments later in this budget year.

Today we are not using any contractors but they are on standby. The manager asked the Boards for their opinion or advice on what to do tonight. The wind is blowing and roads are drifting in behind the plows. Should we use hired contractors to keep the roads open? Or should we let the storm run its course and start snow removal efforts in the am? Bob Naftzger motioned that in order to get the members home safely at night and commuters out in the morning keep the roads open and use contractors where needed. Jerry Ryan second. Unanimous- motion passed.

PUBLIC INPUT:

Steve explained that the procedure for snow removal is first open the roads, then go back and widen the roads. We have two roads that continually drift and there is another escape route so the decision was made to keep these roads closed until the wind stops and there is sufficient time to open them properly.

Bob Isaacson asked that if we choose to let a road remain closed due to drifting please notify the fire department.

Members asked about snow fences. The manager and board agreed to look at procurement and placement of fences this summer. Bob Naftzger suggested looking into the possibility of planting a live fence in some areas.

Adjourned 4:00 p.m.