GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
WATER AND SEWER ASSOCIATION
JOINT MEETING MINUTES
March 24, 2010

ATTENDANCE:

STAFF:

CALL TO ORDER:

AMEND AGENDA:

REVIEW MEETING MINUTES DATED: October 21, 2009:

TREASURERS REPORT:

Road and Recreation:  Mike McKay – Treasurer,    presented the treasurer’s report for the Road & Recreation Association (see attached). Road & Recreation completed the 8^th month of the fiscal year with no out of the ordinary issues to discuss.

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

General Office, Personnel, and Budget Updates:

1. The new GVM maps are printed and ready!  Mary sent new maps to all advertisers with our thanks.
2. The Road & Recreation Budget Committee meetings are complete.  Linda Petrie will present recommendations at the April Board Meeting.  Water and Sewer Budget Committee has met twice and Cal Bruxvoort will also present in April.  Thanks to Dee for getting the budget studies done in time for these meetings.
3. Jerry Rogers has returned to work on a 20-hour per week part-time basis until his next medical evaluation date of 3/31/10.  Jerry has indicated that he would be interested in staying part-time through the summer of 2010.  This time will be spent performing Water and Sewer Operator duties.  I plan to use the unused portion of the Road and Recreation wages for more part-time grading work and maintenance help.
4. We have included new educational articles in your package this month on Financial Reserves and Reserve Studies.  In general, GVM complies with our governing documents, Colorado Law, and guidelines for annual contributions from the operating budgets.  However, a formal reserve study may be something we should consider.

Road and Recreation Association

1. Last snowfall on 3/19 was plowed completely in 8 hours.  A fast melt will cause a lot of run-off damage.  We’ll need to begin road grading as soon as things dry out a little.
2. Received the lumber package for the Gate 3 mailbox cover.  Will start as soon as weather permits.  Had to rebuild the posthole auger with new u-joints in preparation.
3. Replaced the front left axle on the 2000 GMC due to CV joint boot damage.  Lynn completed this job for the cost of the parts only.  Also completed oil changes on all plow trucks this month.
4. Fuel line on the road grader failed and we replaced it after getting a new one made.  This took the grader out of service during the week of 3/16.
5. Judd Adams, Ecology Committee Chairman, suggested that keeping the Slash Pile in the same location instead of rotating it every year makes since ecologically.  Judd also stated that the property owners of the two homes that are directly affected by the presence of the slash pile have no objection to the location being permanent.

Water & Sewer Association

1. Completed a revised draft for the GVM Community System Water Shut-Off procedure.  This will be reviewed and discussed during New Business in today’s meeting.
2. Maroon Bells trenching project, new water and sewer installation and backfill completed in 3.5 days!  Project went very well.  Final tap and manhole connections will be made this summer.  We need to decide if this type of deep bury can be applied to other remaining sections in the future.
3. A frozen sewer main in the 12^th Filing community system was finally thawed.  We need to re-excavate this summer to determine cause of freezing.
4. A 12^th Filing water main froze at the end of Bobcat Mtn. Ct. This is the end of the line leading to a vacant home.  Brian, Lynn, and Jerry were able to expose the line (5 ft. deep!) and use our hot water pressure washer to thaw the line.  This foreclosed home may be under contract soon.
5. The 2000 Dodge has had an ABS (anti-lock brake system) failure.  The expense of repair could be considerable.  I’d like the board to consider the possibility of trading repair services for past due community system payments.  This would apply to 50% of the repair cost since R&R would pay for the other 50%. After discussion the board agreed by consensus to accept trading repair services for past due community system payments.    

APPLICABLE COMMITTEE REPORTS:

      A.  None

OLD BUSINESS:

1. Community System Service Shut-Off Procedure:
   
   The board revisited Procedure #111401, Suspension of water service.  The manager presented a final draft of the updated policy. The board discussed the present policy and changed item 3. Any community system account which becomes (6) months delinquent shall receive a 30-day notification for suspension of water and/or services “(6) months changed to (3) months”.
   
   The Board added an additional provision that includes the current billing policy, in that if the water is shut off due to non payment, the member will be required to continue paying full service fees. Tom Willard, Secretary, Water & Sewer, moved to approve the revisedCommunity System Service Shut-Off Procedure #111401 with corrections as noted. Unanimous-motion passed.

NEW BUSINESS:

1. Employee Handbook Update per May, 2003 Board motion:  “Ralph Goble moved to instate prorated benefits, vacation, and holiday pay for part-time employees after five years of tenure.  Part-time is stated as less than 32 hours, full time 32 hours or more average scheduled per week.  The percentage of compensation prorated by the hours worked per week”.  The Board agreed by consensus that they did not want to change or rescind the motion and directed the manger to add the motion to the handbook.   
2. Annual Meeting agenda – Special Guest Speaker
   Gary Meyers, Poudre Valley REA, Energy Specialist, volunteered to discuss tips for conserving energy and helping our environment. The Board agreed that energy conservation is a topic that the membership would be interested in.  The manager will invite Mr. Meyers to be our guest speaker. 
3. Standing Committee members serving on a Board - Conflict of interest.  Tom Willard pointed out that the Secretary on the Road & Recreation Board also chairs the W&S Budget committee.  He also pointed out that the Director on the Road & Recreation Board serves on the ARC committee.  Tom was concerned that this could be a conflict of interest as the committees report to the Boards.  The Board discussed the issue in great detail.  It was decided that since the Water & Sewer Budget Chairman did not serve on the Water & Sewer Board that it should not be considered a conflict of interest.  The boards also decided that volunteering on the ARC should not be considered a conflict of interest. If the ARC brought an item to the board for a vote the director would abstain from voting.  The board also discussed the shortage of volunteers and discussed ways to get more community involvement.
4. Tom Willard notified the board that he would not seek re-election for a board position next term. Tom accepted a position in Fort Collins and will not be able to attend the required meetings.

PUBLIC INPUT:

Jim Petrie moved to Adjourn into Executive Session 3:56pm.

Joint Executive Session - Personnel discussion