GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
WATER AND SEWER ASSOCIATION
JOINT MEETING MINUTES
January 18, 2006

ATTENDANCE:
Water and Sewer Road and Recreation
Jerry Ryan - President (absent) Robert Naftzger - President
Lynn Johnson - Vice-President (absent) Larry Peterson - Vice-President (absent)
Jim Petrie - Treasurer Jim Doran Treasurer
Frank Winter - Secretary Linda Adams - Secretary
Albert Samuelson - Director Jack Carroll - Director

STAFF:
Steve Horsmon-Manager
Gary Ellerman-Chief of Operations

CALL TO ORDER:
Bob Naftzger - President, Road & Recreation Association, called the meeting to order at 6:00 p.m. All were present except for Jerry Ryan, Lynn Johnson and Larry Peterson who were excused. A quorum was established.


AMEND AGENDA:

No amendments needed

REVIEW MEETING MINUTES DATED May 18, 2005: Linda Adams, Secretary Road & Recreation Association, requested the following changes: change "physical" to "fiscal" under Treasurer’s report. Correct spelling of from Laplata to LaPlata. Remove one of the two references to the Rules Committee board motions. The Board accepted the corrected minutes by consensus.

TREASURERS REPORT:

Jim Petrie presented the treasurer’s report for the Water and Sewer Association (see attached). Water and Sewer is in the third month of the fiscal year with no significant deviations from budget.

Jim Doran presented the treasurer’s report for the Road and Recreation Association (see attached). Road and Recreation is in the sixth month of the fiscal year with no significant deviations from budget

MANAGERS REPORT: Steve Horsmon, G.V.M. Manager, presented the below report.

General Office and Budget Updates:

  1. Current R&R revenue is at 97% of projected income. W&S revenue (001) is at 93% of total projected income. Continuing collections activity.
  2. Manager wishes to pursue foreclosure proceedings on 4 lots in the 12th Filing – all owned by the same member. Total dues/fees owed to both Associations are approximately $8,800. No current liens on the properties.
  3. Working on a $2,972.00 dispute with Linden Insurance agency from 2003. Follow up audit by the underwriter was flawed (in my opinion). Agency is threatening small claims court action. Responding with back up data and letter to contest audit findings.
  4. Met with 2006 Rules Committee to address issues from last audit and new areas to evaluate. To resolve the lack of a GVM Hiring Policy, I drafted one for Joint Board review and approval. See enclosed draft policy.
  5. Met with legal counsel on newly passed Senate Bill 100 regarding HOA laws in Colorado. Seven specific policies and procedures are required by this law. Legal counsel has prepared 7 generic policies which we can purchase for $750. They will require minor tweaking for GVM. I recommend that GVM purchase these and split the cost 50/50 between the two Associations.
  6. The GVM staff would like to honor a long-time community volunteer by naming the new playing field after him. If approved, a new wooden sign would be made and installed in his honor.
  7. Requesting that the Joint Board consider moving regular monthly board meetings to regular work hours. This will allow the Secretary to attend for minute taking and cut down on extra staff hours.

Road and Recreation Association

  1. ARC violations continue to be tracked and monitored using new spreadsheet. See latest update included in package.
  2. Gary has prepared a proposed 2006 plan for road grading. Requesting R&R board review and approval during New Business discussions. See enclosed plan.

Water & Sewer Association

  1. Unplanned Water and System corridor expense of $6000 to repair failing heat tape on Mt. Massive Dr. Still within budget of $10,000 for this line item.
  2. Negotiated a change in our 2006 Water Monitoring Schedule with the State. They moved Synthetic Organic Compound and Volatile Organic Compound tests to 2007 which eliminates a $7,200 expense in this fiscal year.
  3. Pump house telemetry project is mostly completed. Ralph Goble is monitoring from home and working on a remaining software problem causing system failures. Plan to install monitor in the office by February.
  4. Moving forward with new well in the 4th Filing to address Upper 8th Filing uranium issues. Received preliminary approval from State that this solution would meet approval later in the process.
  5. 2005 Water Augmentation depletion report prepared and filed with Water Commissioner on time.

Using actual reported readings for 90% of the properties and estimates for the remaining, GVM reported ~15,000,000 gallons or 46 acre feet. This amount is half of the reported usage in 2003-2004 and is only 30% of the total allowed usage per the individual well permits. The 2004-2005 report should be considered a more accurate accounting of actual consumption.

End of Manager’s Report

Discussion of Manager’s report as follows:

General Office and Budget updates:

On the subject of item B: Manager wishes to pursue foreclosure proceedings on 4 lots in the 12th Filing – After in depth discussion the Joint Board agreed by consensus to start foreclosure proceedings against one member.

On the subject of item F: The GVM staff would like to honor a long-time community volunteer by naming the new playing field after him. The Joint Board agreed that this is a well-deserved recognition. However, the resident was uncomfortable with having the playing field named after him stating there were others more deserving with longer service, and asked that more consideration be given to them.

On the subject of item G: Requesting that the Joint Board consider moving regular monthly meetings to regular work hours - The Joint Board agreed to move regular monthly meetings to 3:00 p.m. on the third Wednesday of the month. Steve will call absent board members and committee chairs to verify there is not a problem with the time change. Steve also stated that meeting time changes will be posted on bulletin boards.

 

APPLICABLE COMMITTEE REPORTS
  • ARC: No representative

    • The manager handed out the updated spreadsheet that tracks and monitors ARC violations.

  • Ecology Committee:

    • Manager passed along invitation from Judd Adams, to please attend the North Fork Weed Coop Annual Meeting and Potluck on Wednesday, February 8th, 2006 at the Livermore Community Hall at 6:00 p.m. Agenda, speakers and further details are posted on www.northforkweedcoop.org   Linda Adams noted that organizing property owners’ associations to engage in weed management will be a priority for 2006 and GVM could become a model for the area.

  • Nominating Committee:

    • 1. Chairperson Appointment for 2006 Gus Eykholt spoke for the committee and nominated Linda Carroll to chair the nominating committee, on which he would continue to serve if desired. Jim Doran moved to appoint Linda Carroll as chairperson of the 2006 Nominating Committee. Bob Naftzger seconded it. Unanimous- motion passed.
    2. Correcting candidate term discrepancy (see below motion)
    Gus also noted that staggered terms of board members are out of sync which could make it difficult for the nominating committee to find enough qualified candidates in the year each board has three vacancies. As per Gus’s suggestion Jim Doran moved that we address this issue by having the board chairs flip a coin to determine which board gets a one-year term and then the third highest vote getter for that board be elected to a one year term. Unanimous-motion passed

  • Rules Committee:

    • No report given. (Manager presented a proposed Hiring Policy to address a prior year Rules Committee finding) The draft policy on hiring was approved and signed by all in attendance at the end of meeting.

    OLD BUSINESS:

    a. Upper 8th Filing Uranium Actions and New 4th filing Well Status: (see manager’s report)

    b. Pump house telemetry upgrade project status: (see manager’s report)

    NEW BUSINESS:

    a. 8th Filing Leach Field: Manager discussed recent leakage in this leach field and discussions with Larimer County to address the problem. Jim Musselwhite authorized any needed repairs without county approval, but said a permit is required for any additional overflow fields. Discussed long term plan for waste treatment plant and discussion with Larimer county’s Ed Schemm on applying for an available $10,000.00 planning grant.

    b. Road Grading Schedule for 2006: (see manager’s report) Grading Schedule enclosed. Gary proposed 2006 plan for road grading. After discussion regarding the schedule and difficulties grading in dry weather, The Board approved the 2006 schedule by consensus.

    Some members expressed concern about the deep ditches on each side of La Plata and the apparent narrowing of the road. Steve indicated the road may appear narrower because of the steepness of the ditches. We do not want to scare or intimidate residents with bordering rocks and ditches. An onsite inspection is to be done later in the week to address any further actions.

    c. Senate Bill 100 – Adoption of new Policies and Procedures: (see manager’s report) The Joint Board agreed by consensus to share the $750.00 expense 50/50 for the generic procedures. Manager to draft modification of the generic procedures to fit GVM, then submit to Boards for formal approval. Target date to complete is 02/15/06.


    d. Easement request: Tabled to next meeting pending input from realtor requesting the easement

    .

    PUBLIC INPUT:

    a. There was discussion concerning the fact that the incomplete shed at Filing 2, Lot 50 had all the exterior siding installed. Steve noted that this met the 1/15/05 corrective action deadline.

    b. Jack Carroll mentioned an abandoned vehicle on La Plata and Steve said he would send a letter.

    c. Manager passed out educational leaflets to the Board members from the Community Association Management Insider newsletter. Steve stated a flyer from the newsletter will be given to each Board member at future meetings.

    Adjourned 7:20 p.m.