GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
WATER AND SEWER ASSOCIATION
JOINT MEETING MINUTES
March 19, 2008

ATTENDANCE:

STAFF:

CALL TO ORDER:

AMEND AGENDA:

REVIEW MEETING MINUTES DATED: February 20, 2008:

TREASURERS REPORT:

.Jim Petrie reviewed the consolidated budget report. Accounts 002 and 003 were discussed regarding the over-budget status under operation expenses. Steve explained that there have been higher than normal repairs in the 4th and Lower 8th Filings. Also, corridor supplies have been higher than usual. We expect to stay within the total budget between now and September. Frank Winter asked why the Administrative expenses were so low and under budget. Steve explained that large insurance premiums will become due later in the budget year which will be reflect in the Administrative expenses.

Road and Recreation – Option to table until next meeting: Tabled

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

General Office and Budget Updates:

1. Budget Committees for Water & Sewer and Road & Rec. have met twice.Final budget proposals are being prepared for a presentation to both boards at the April 16^th meeting.Thanks to Deanna and to all the volunteers for their work on these budgets.
2. Mary got the March newsletter completed and mailed out on time. We will have a firm deadline of May 5^th for the Annual Meeting newsletter to be sure it is mailed in time. Still investigating possibility of providing newsletters by email or website. Current file type is “MS Publisher” which should be changed for viewing purposes.
3. Linda Carroll has generously volunteered to chair the Nominating Committee again this year. This will be discussed under Committee Reports.
4. Educational article is provided on the topics of Board Fiduciary Responsibility and Colorado legislation related to “Energy Generation Devices”.

Road and Recreation Association

1. Very little road work has been possible due to frozen ground and Water & Sewer emergencies. The Road Boss was used with temporary results on Gates 1, 3, and 6. Gary plans to remove the grader chains and begin some limited grading as moisture and continued thawing occurs.
2. 12^th Filing slash pile still open – waiting for enough snowfall for GVMVFD to burn it. The 2008 location will be at the greenbelt inside Gate 3.

Water & Sewer Association

1. More freeze related repairs were made on the community water and sewer system in February/March:

   Thanks to Gary, Jerry, and Lynn for spending a lot of off-hours responding to these emergencies.

   1. Lower 8^th Filing, Quandary Ct. Excavated and repaired broken sewer line on lot 22 and relocated taps with upgraded PEP pipe. Relocated taps for lot 27 with upgraded PEP pipe. Excavated and repaired 2” sewer main serving lot 28. Also excavated and thawed service line for lot 28. We still have at least 3 known breaks in the main sewer line that need to be fixed as soon as ground thaw permits. Manhole plumbing needs to be rebuilt and additional 18”- 24” road depth needs to be added to help prevent future freezing. We are working on getting 3 homes to install sewer pumps to help in keeping water moving in large volume through these lines.
   2. Spent almost 48 man-hours locating and repairing a leak on a resident’s water service line on Maroon Bells Cir., 7^th Filing. This leak occurred on a Sunday and drained the 7^th Filing 22,000 gallon cistern. The wells and booster pump continued to try to fill the tank until we were notified of the water outage that lasted 2 days. Water loss is estimated to be at least 30,000 gallons. Located leak on Monday, 3/4/06, and repaired broken plastic fitting with brass fittings. Total cost including personnel time was about $1400. Resident was charged $290 for actual repair time and materials and phone line repair. Refilling the cistern took 2 days including hauling water from 12^th Filing. Gary set up meeting with Ralph Goble to design and install safeguards for future problems involving system leaks.
      
      A) Automatic signal from float switch to turn off booster pump if tank level drops below normal. (COMPLETE)
      
      B) Prevent 7^th Filing cistern water loss using an automatic signal to close cistern tank valve (QUOTE IN PROCESS)
      
      C) Prevent 4^th and 8^th Filing water loss by automatically turning off system booster based on excessive hourly usage. (RALPH IS COLLECTING DATA TO DETERMINE USEAGE)

2. The Wastewater LID received formal loan approval from the Colorado Water and Power Authority on 3/7/08.Two conditions on the loan: 1) The assessment resolution must be formally passed at a hearing by the CountyCommissioners before funds can be made available. This should happen in April. 2)All prepayments (those who choose to pay a lump-sum) to the loan must be paid to the loan as they are received.
3. The SIA approved our request to pay for 12^th Filing water tests required to qualify Well #3 for the next 4 quarters. Quarterly cost will be approximately $1800 for all tests.This will protect the 12^th Filing budget for this year.

Steve also showed photos of some of the frozen pipe repairs performed at Quandary Ct. Gary Ellerman presented a “show and tell” explaining the differences in plumbing materials used in the past and what the Association is using now. The cause of the large water leak experienced this winter was also discussed. The Water and Sewer board was asked if they would formally approve the Water and Sewer System Specification Requirements which requires the use of higher quality plastic piping and brass fittings for service lines. They will review the specifications before next meeting (April 16) and address it under new business.

APPLICABLE COMMITTEE REPORTS:

Nominating Committee – Linda Carroll discussed her progress on getting new volunteers to run for open board positions at the June meeting of the membership.

Linda Adams presented information from the Glacier Gals meetings.

OLD BUSINESS: None

NEW BUSINESS:

1. Select date for June Annual Meeting of the MembershipSaturday, 6/28/08Unanimous, motion passed
2. Discuss any possible ballot initiatives for May Viewpoint.No initiatives are planned.The board discussed the possibility of creating some informal surveys for members to fill out at the meeting.>No decision was made.
3. Discuss addition of horse property as a result of horse lot consolidations.

The Joint Boards discussed a potential buyer’s request to change the designation of a lot to a “horse property” based on the fact that 160 lots are allowed by the court decree. Some lot consolidations of other horse properties have left some designations “available”. The boards agreed that there is a possibility they might agree with such a proposal, however, the following conditions would have to be met:

1.A site visit of the property would have to be done by the boards and formal approval granted.

2.A unanimous written approval of all property owners within 500ft. or bordering the proposed lot must be obtained and presented to the boards.

3.The Colorado Div. of Water Resources 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.

4.Since supplemental covenants for each GVM Filing state which lots are horse properties, the boards must consider whether this would constitute a change in the Master Declaration.

Adjourn – 4:27