GLACIER VIEW MEADOWS

ROAD AND RECREATION ASSOCIATION

WATER AND SEWER ASSOCIATION

JOINT MEETING MINUTES

February 16, 2005

ATTENDANCE:

Water and Sewer Road and Recreation

Jerry Ryan-President (excused) Bob Naftzger - President

Lynn Johnson - Vice-President Betsy Hackman -Vice-President

Eugene Watt-Treasurer Jim Doran -Treasurer (excused)

Frank Winter-Secretary (excused) Tom Hackman – Secretary

Al Samuelson - Director Larry Peterson - Director

STAFF:

Steve Horsmon-Manager

Gary Ellerman-Chief of Operations

CALL TO ORDER:

Bob Naftzger called the meeting to order at 6:35 p.m. All were present except for Jerry Ryan, Frank Winter and Jim Doran who were excused.

AMEND AGENDA:

New Business H: To read: Water and Sewer Charter for Augmentation Committee

I: To read: Safe Deposit Box Audit

REVIEW MEETING MINUTES DATED October 20, 2004: Minutes approved by consensus.

TREASURERS REPORT:

Tabled to individual meetings.

MANAGERS REPORT:

General Office and Budget Updates:

  1. Documented employee schedules and deadlines for all office business, including: Accounting/Payroll, ARC, Board Meetings, Budget, Insurance Renewal, Staff Schedule,

    2. Water Testing, and Glacier Viewpoint.

  2. Documented new procedure and form for approval/disapproval of $250 ARC Refunds. Chief of Operations and ARC Member must both perform site visit and issue approvals or corrective actions.
  3. Began responding to open 2004 complaints by sending letters to violating properties.
  4. Notable Unplanned Expenses in February:
    1. Upgrade water system - $850 new chlorinator in Upper 8th and corrosion control system in the 12th (W&S)
    2. Montcalm safety berm - $700 for road base (to be re-used this summer) (R&R)
    3. Gate 8 Parking area - $450 for road base (R&R)
  5. Began updating signature authorizations for bank accounts. Will discuss on agenda later.
  6. Discussed idea community BBQ on June 24, 2005 (4pm-7pm) to encourage attendance at the Annual Meeting. Glacier Gals contacted to see if we can join forces. Ralph Goble will donate cooking services for meat. Boards will cover cost of meat. Recommend no alcohol provided – BYOB only. Will report final plan next month.

Road and Recreation Association - Old Business:

    1. Fanjoy Property F9-L33; current status

      2. Gary E. and I performed a site visit on 2/2/05. The site is still in disrepair with styrofoam concrete forms partially assembled and scattered. Lumber, rebar, and other rubbish make the lot very dangerous and unsightly. Reviewed history of Association office and board actions. Fanjoys have not responded to any requests for actions on the violations or for payment of their past due accounts. Informed attorney’s office of our desire to legally enter the property to initiate clean up and salvage operations within 60 days. To be further discussed in Executive Session.

    2. Course of action for trees in the ditches and maintenance thereof. (See draft Viewpoint letter)

      3. Chief of Operations Viewpoint letter explains the process of giving notice to residents who want to save trees in the ditches along their property. Transplanting instructions and material (burlap) will be provided at the Office at our expense.

    3. Fire Station No. 2 Lease status/issues

Reviewed lease document. Current copy on file expires in June, 2012. Met with Fire Chief, Greg Niswender to discuss this and other topics. Summary follows:
      1. Current lease is in affect for 7 more years. Greg and I agreed that we can work out a space sharing plan for some of our equipment as the need arises. It is possible that the Fire Dept. may be able to end the lease much sooner as they make additional room in the new fire house.
      2. Greg requested we do not compact the slash pile to allow it to burn quickly (within one day). He will support our efforts to enforce dumping policies to eliminate illegal items.
      3. I agreed that GVM is interested in maintaining our current Greenbelt Thinning agreement.
      4. I agreed that GVM will continue to work with the Fire Dept. on dry hydrant installations and can offer some excavation assistance.
      5. We will continue to share the fuel tanks and monitoring of the fuel levels.
    1. GVM Inc. – R.L.U.P. for Saddle Creek Ranch (See letter dated 2-10-05 from Don Weixelman)

Gary Ellerman, Ray Andress, and I met with Don Weixelman (GVM, Inc.) and Jim Reidhead (Larimer County R.L.U.P. Administrator) on 1-27-05 to informally review plans and status. Don W. showed us the general layout of the subdivision, location of proposed new roads, location of the easement request for a new road, and the location for possible construction of new lake. We discussed the R.L.U.P. statute for well useage on the 7 lots – all of which are under 35 acres.

The R.L.U.P. provides for special designation of approved lots to have domestic wells. However, the responsibility for reading meters and reporting useage is not defined. Don W. believes that the lots should be GVM W&S members. We also discussed the possible inclusion of these residents in the R&R Association as well as development impact fees paid by lot owners. Lastly, we discussed the applicability of GVM ARC Guidelines. Don W. wants to set up his own ARC for this subdivision with guidelines on building type and home size more restrictive than current GVM guidelines.

Recommendations at this point:
    1. General subdivision layout looks acceptable, however, there are questions about Lot #7 which is split by Mt. Moriah Rd. We do recommend that R&R board members review this situation.
    2. Easement request for new road entrance near current entrance to slash pile should not be a problem and we do recommend granting easement. R&R board to decide whether to charge.
    3. We do not recommend participation in building or financing of new lake ($35K). Too many impact questions and additional maintenance and supervision required. Fire board may require water storage during R.L.U.P. review/approval.
    4. We do recommend that new lot owners of the subdivision be required to join R&R Assoc. This will cover additional maintenance on current roads and other R&R benefits (eg. Fishing)
    5. We do not recommend that the R&R Assoc. be responsible for maintaining approx. ¼ mile of new road.
    6. We do not recommend that the R&R Assoc. allow new lot owners/residents to participate in the GVM trash service as special members.
    7. We do not recommend that new lot owners of the subdivision be required to join GVM W&S Assoc. It is not clear that the GVM Augmentation Plan and requirements for metering, reading, and reporting apply. Working with State Engineer’s office and will report findings. County does not have a ruling.
    8. We do recommend to allow GVM, Inc. (Don W.) to have ARC control and authority if documented guidelines are more restrictive than current Glacier View guidelines.
    9. We do recommend R&R Assoc. impose impact fees to both the developer and new lot owners.

Developer impact fee proposed to be $5000 to cover road construction and infrastructure impact. Lot owner impact fee proposed to be $1000 per lot before construction to cover construction impact.

Water & Sewer Association - Old Business:

    1. Two Tap Fees 12-138

      2. 1. Letter sent on 2-11-05 as directed in last Board meeting.

    2. Water Hauling for the 12th Filing Storage Tanks – Status of New Well Permits

      3. 1. Water hauling from 4th Filing well continues. Expect receipt of new well permits by March 1

      and drilling to begin by March 15, 2005.

    3. Possible use of Weixelman 12th Filing well, lot 223. Discussions discontinued.
    1. Well is permitted as residential only. Reclassification for our legal use would take time. Also, there has already been a formal, legal objection filed by residents within 600’ of well in 2002.

We should focus our time and money on getting the new wells drilled and operational.

2. Need direction from W&S board on other proposals by Don W. in letter dated 2-11-05. (provided)

Road and Recreation Assoc. – New Business

    1. Commercial property R&R fees; complaint (See Letter to Landis Clark)
    2. Forest Service Road Use Permit for "Lonetree Fuels Reduction Project".
    3. Slash Pile violations and proposed controls. Request change to R&R Rules to provide for $150 fine.
    4. Proposal for Exemplary Volunteer rewards – Allow purchase of $30 Gift Certificates to be awarded at Manager’s discretion. Total funds requested - $300.

      5. Water & Sewer Assoc. – New Business

    5. Septic Violations and Actions at Filing 8, Lot 58 (See letter dated 2-9-05)
    6. Water Quality Control Inspection by Co. Dept. of Public Health
      1. A few minor issues noted. Need to take actions to organize records for inspection, correct

Chlorinating system in the Upper 8th system, and begin complying with new State Drinking Water Monitoring Plan Template.
    1. Water Meter Reading Status (see Meter Reading Charts provided)

1. Remaining 21% of meters not reading spread across all Filings. February priority will be put on Community System meters in the 12th Filing.

END OF MANAGERS REPORT

OLD BUSINESS:

Road and Recreation Association - See Managers Report

Donald Weixelman responded to Managers report, asking for reconsideration of road maintenance and clarification of water issues. Bob Naftzger requested arrangement for site visit to proposed subdivision.

Water and Sewer Association – See Managers Report

NEW BUSINESS:

Road and Recreation Association - See Managers Report

Commercial property R&R fees Cottonwood Hollow – tabled to next Board meeting

Forest Service Road Use Permit for Lonetree fuels report: The Board by consensus agreed to allow access with stipulations outlined by the GVM Manager.

Steve Horsmon proposed a $150.00 fine to slash pile offenders and a $24.00 reward for information leading to the apprehension of said offenders.

Bob Naftzger moved to implement the slash pile fine/reward structure $150.00 fine to slash pile offenders and a $25.00 reward for information leading to the apprehension of said offenders.

Unanimous- motion passed.

Steve proposed to both Boards an award system for Exemplary Volunteer rewards: Bob Naftzger moved to approve request for $300.00 in funds to be split R&R 50% W&S 50% and distributed at Managers discretion in the form of (10) $30.00 gift certificates to be distributed to individual in the community showing outstanding efforts of volunteerism. Unanimous-motion passed.

The Manager asked both Boards to sign documents for updating signature authorizations for bank accounts. The Boards agreed by consensus to do so.

Water and Sewer Association – See Managers Report

Eugene Watt presented a proposal to form a Special Committee to be named AG Committee. The purpose of this special committee is to perform the research necessary to make recommendations to the Water and Sewer Board regarding the GVM plan of Augmentation, well permits, and community water distribution systems. The committee will serve at the discretion of the Board and will be active only when presented with a request by the Board for research recommendation. The committee will be staffed with ratified members of the GVM Augmentation Area who have background and experience with the GVM Plan of Augmentation, Colorado Water Regulations, rules relating to well permits, or the operation and maintenance of water distribution systems. Additional members of the committee may include other water professionals, who are willing to donate their time and efforts to the requested research.

Lynn Johnson moved to accept the proposal to form the AG committee Board. The purpose of this committee is to perform the research necessary to make recommendations to the Water and Sewer Board regarding the GVM plan of Augmentation, well permits, and community water distribution systems Unanimous-motion passed.

Gene Watt requested an audit of the Safe Deposit box, using the procedures set in place for an audit.

The Board by consensus agreed that the audit of Safe deposit box audit will occur on or before February 21, 2005.

The Board by consensus agreed the 2005 Annual Meeting to be held June 25th, 2005 at 9:00am.

PUBLIC INPUT

James Slewitzke requested clean up of the old slash pile. Suggestions included burial of stumps, using track equipped vehicles to avoid tire damage.

Tom Hackman requested an update of progress on ATV registration. Bob Naftzger estimated approximately 20 ATV’s have been registered. (Verified that 47 ATV’s have been registered as of 2/17/05)

VOTE FOR EXECUTIVE SESSION

Unanimous vote, meeting adjourned to executive session @ 7:25 PM MST

EXECUTIVE SESSION MINUTES

1) Discussion was held regarding Job description changes in wording.

2) Fanjoy property legal actions discussed the Board approved by consensus that we are taking the proper legal action.

3) Discussed Management Actions Items outstanding: Steve Horsmon took the action to follow up and implement document approval and control of Association Policies and Procedures

4) Bob Naftzger took action to continue monitoring the Motions to ensure accuracy.

Regular meeting re-convened at 8:35 PM MST

During executive session discussion was held regarding Job description changes in wording. Bob Naftzger moved to accept the Job Descriptions as presented, with changes to line item 3, and 4 of the Manager job description portion. Unanimous-motion passed.

Meeting Adjourned at 8:37 p.m.