GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
WATER AND SEWER ASSOCIATION
JOINT MEETING MINUTES
February 18, 2009

ATTENDANCE:

STAFF:

CALL TO ORDER:

AMEND AGENDA:

REVIEW MEETING MINUTES DATED: September 17, 2008:

TREASURERS REPORT:

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

General Office and Budget Updates:

1. Completed final drafts of Employee Manual, Benefits Summary, and Safety Requirements. Board subcommittee gave inputs and approved the new revisions at the 1/20/09 subcommittee meeting. New revisions have been provided to all Board members for review and approval during the 2/18/09 Joint Board meeting. A separate business item is on the 2/18/09 meeting agenda regarding the Medical Flexible Spending Allowance benefit.
2. It is time to assemble the 2009-2010 Budget Committees for budget preparation. We will contact past volunteers and schedule meetings beginning in March.
3. Office carpet has been ordered and entryway flooring has been installed within the $2000 budget limit approved at the last meeting.
4. Gary Ellerman gave notice of employment termination on February 6, 2009 with his last day scheduled to be 2/13/09. Strategies for replacing the position will be discussed during the Executive Session personnel discussion at the 2/18/09 board meeting.

Road and Recreation Association

1. Received another prototype gate entry sign based on new design input from Ginny Blanz. Once final material choices are made, I wish to order two full sized GATE 8 prototypes. All 22 half-logs have been purchased.
2. Scheduled Memorial Day lake stocking with a new fish broker. Fly Water, Inc. will match prices from last year and claim to have better fish. They have also offered to perform a lake assessment on Riddle Lake. For $800, they will provide an engineering and biological assessment of the lake to look into the water level issues and overall fish habitat. Their written report will include recommendations for improvements. With board consensus, I would like to have this assessment performed using funds from the fishing budget.
3. Scheduled the 2009 Hazardous Material Clean-Up Day with Larimer County for Sat., August 15, 2009. It will be held here again at the GVM maintenance building and will be open to all Livermore/Red Feather residents.
4. The GVMVFD successfully burned the 12^th Filing slash pile. The new location is open inside Gate 3. The 12^th Filing location will be cleaned up and reseeded before spring.
   
   On the subject of item A: Resident, Roger Appledorn, is a retiree of 3-M. Roger pulled strings and donated enough 3-M reflective tape to complete the Gate sign #’s. Tom Willard, Secretary, Water & Sewer volunteered to draft a letter of Thanks to be given to Roger.
   
   On the subject of item B: The boards agreed by consensus to pay Fly Water, Inc. $800.00 to perform an assessment of the water level issue and habitat at Riddle, Crellin and Batterson Lakes.

Water & Sewer Association

1. The wastewater treatment plant control building has been redesigned and has been submitted for engineering approval. Plans will be sent out for concrete bids when plans are ready. Three-phase power to be installed at the site by PVREA in early March – final pole location has been chosen. Final Engineering Plans are still not approved by the State. Therefore, my project schedule is not yet complete.
2. Ralph Goble is moving the control boxes and installing the 3-position switch in the Crellin booster station to accommodate the new pump installation. Cost to be approximately $500.
3. Ongoing issues with the 3^rd Filing sewer main line on Big Horn Mtn. Ct. We have excavated the line in 3 locations and are using our new sewer cleaning system (on our steam pressure washer) to remove frozen sections. We are adding fill and installing clean-outs for future use if needed. There is only one resident on this line.
4. Well #1 in the 12^th Filing seems to have failed. Either the pump or wiring to the pump is bad. Scheduled Waynes Pump Svc. to pull the pump for analysis. This could require an expensive pump replacement. (~$3500)

APPLICABLE COMMITTEE REPORTS:

1. Employee Handbook and Benefits Subcommittee: Linda Adams led the discussion for the committee. The boards publicly thanked the committee and the manager for the time and effort put into this project. The Board reviewed and discussed the Employee Handbook contents as well as the new revisions.

   Tom Willard, Secretary, Water & Sewer, suggested that Appendix A. be amended to include the Comp. time versus overtime policy. Overtime is paid only to non-exempt (hourly) employees at 1.5 times the normal hourly rate for every hour beyond 40 hours worked during a work week. Overtime will also be paid for any mandatory time worked over 12 hours per day. Compensatory time (Comp time) is available to exempt (salaried) employees only. When work time exceeds 40 hours, compensatory time is available roughly on an "hour for hour" basis.

   Rick Snow, President, Road & Recreation, suggested that the language in certain parts of the handbook be "beefed up".
   
   Part 1 What is this Handbook: second paragraph replace with the following: This Handbook is not an express or implied contract of employment.
   
   Part 3 Key policies: 1. At-Will employment add a new sentence at the end of the paragraph to say Employment with GVM is voluntary and for no specified period of time.
   
   19. Email, Internet, Computers & Confidentiality first sentence replace with: As GVM provides you access to computers and the Internet it may legally monitor your e-mails; however, under normal circumstances, GVM will not snoop in your email or track your internet usage.
   
   Signature line replace with: I have read, have been provided the opportunity to question management about the contents of, understand, and will comply with the GVM values and policies stated in this Handbook.
   
   Linda Adams-Vice-President, Road & Recreation asked the manager if employees are required to follow safety polices. The manager stated that he and the staff are making an effort to be safety conscious and will enforce the safetypolices. The Boards also discussed and accepted the Benefit revisions.

OLD BUSINESS:

1. Horse property Designation Status – Filing 11, Lot 1. Kelly Fox has received unanimous, written approval, from property owners that border his property. The manager presented a proposed notification letter to the board to be sent to all property owners within 500ft. of the proposed lot. After these owners have had a chance to give input, Kelly must approach The Colorado Div. of Water Resources. They must approve a "change in use" permit application to allow the additional water use, acknowledging that the intent of the court decree is not violated. Since supplemental covenants for each GVM Filing state which lots are horse properties, Larimer County would have to consider changing the Lot #.

NEW BUSINESS:

1. Joint Board Discussion and vote on New Employee Handbook and Benefit revisions. See above: Applicable Committee Reports.

Tom Willard moved to accept the Handbook with corrections as noted. Unanimous - motion passed.

2. Board discussion of Medical Flexible Spending Allowance benefit level:

Presently G.V.M. employees receive $234.00/month (established in 2000) to cover medical and related insurance costs. Steve Horsmon, GVM Manager, presented the board with employee benefit packages being offered in the area. Steve also presented several quotes from health insurance companies. After comparing the GVM benefit with the actual cost of medical insurance the Board stated that the employee benefit has not kept in time with inflation. After in depth discussion Rick Snow, President, Road & Recreation, recommended that the budget committee look at a target of $500.00/employee benefit. The benefit would be available only to full-time employees who provide evidence that they are covered by a medical insurance policy.

The Boards agreed by consensus that they would direct the budget committees to look at the proposed medical benefit increase and get back to the boards with their recommendations.

3. Alpaca Report: Bob Naftzger reported that a mountain lion got into the Alpaca pen and killed all four. Bob also stated that he is in the process of looking for replacement Alpacas and will build a protective shelter for them.

   Linda Adams, Vice-President, Road & Recreation, informed the board that she recently spoke with Jim Jackson, 35-year veteran warden for this region with theDivision of Wildlife. Jim stated that the same mountain lion subsequently killed goats in a nearby subdivision and that once they have the experience of easy hunting for small, confined prey they become much more of a menace to all domestic animals. Because of the kills, the mountain lion and her 4-5 month old kitten were baited, trapped, and destroyed by the Division of Wildlife. Linda observed that this experience supports the wisdom of our covenants prohibiting small farm animals as they are likely to attract native predators.

   Note: The Alpaca were not within GVM boundaries.

PUBLIC INPUT: None