GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
WATER AND SEWER ASSOCIATION
JOINT MEETING MINUTES
May 18, 2005

ATTENDANCE:
Water and Sewer Road and Recreation
Jerry Ryan - President Bob Naftzger - President
Lynn Johnson - Vice-President Jim Doran - Treasurer
Eugene Watt-Treasurer (excused) Larry Peterson - Director
Frank Winter-Secretary Lucille Schmitt - Temporary appointment
Al Samuelson - Director Roger Shea - Temporary appointment

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

CALL TO ORDER:
Bob Naftzger called the meeting to order at 6:25 p.m. All were present except for Gene Watt who has an excused absence.

AMEND AGENDA:
Accepted as written.

REVIEW MEETING MINUTES DATED February 16, 2005: Minutes approved by consensus.

TREASURERS REPORT:

Tabled to individual meetings.

MANAGERS REPORT: The Manager presented the below report.

General Office and Budget Updates:

  1. Annual meeting announcement and Viewpoint newsletter completed on time. By-Law amendment information and proxy ballots included. Many thanks to our editor, Phyllis Field.
  2. Gus Eykholt chaired the Nomination Committee and was successful in forming a committee who added 3 new nominees to run for each Board.
  3. Began enforcement of contractor pre-notification and insurance policy. Going well with most contractors complying without issue.
  4. Completed 8 property transfers with past dues/fees collected above the planned budget amount!
  5. Completed Norton Anti-virus installation on 3 computers.
  6. Ordered new roll-off dumpster for June 1 delivery to start 90-day trial.
  7. Ordered new road signs to add speed limit signs at each gate, parking signs at Gate 1 and 8, and sharp curve warnings.
  8. Ordered fish stocking for week of May 23 for all 3 lakes.
  9. Began the search for truck replacement. Planning to add new plow and tool bed. Capital Cost ~$24K which is in the Replacement Vehicle budget.
  10. No major unplanned expenses in the last month.

Road and Recreation Association - Old Business:

  1. Possible road base material investigation done in the 12th Filing.
  2. Recreation area plans reviewed and revised by Recreation Committee members. New playground equipment to arrive by May 29. Plan to install before Annual Meeting. Need to review additional insurance quotations with R&R board.
  3. Attended community meeting with County and Don Weixelman to discuss Saddle Creek Ranch RLUP. Continued discussion of possible membership in R&R association. Need to address some outstanding questions.

Water & Sewer Association - Old Business:

  1. 12th Filing well connection project underway. Blasting complete. Excavation for water line to start on May 17. Delayed due to weather and excess moisture. Gary Ellerman will provide current project status.

B. Community System deep bury project estimates are in process.
    1. Cistern Tank line at Mt. McKenna Ct.
    2. Mt Harvard and Windom Ct.

C. Invoice for $3100 sent to Don Weixelman for 12th Filing Sewer tap. County has given approval

D. W&S Safe Deposit Box audited. Certificate was present for 75 shares of Mtn. and Plains water.

Road and Recreation Association - New Business:

  1. Began discussions with outside collection agency for grossly overdue accounts. I propose to start working with this company on our top 5 accounts needing attention. The agency collects only if payments are made and collects 33% as a fee. This activity is important because it allows us to collect money which may be lost in the event of property foreclosure or personal bankruptcy. Manager is requesting a joint board consensus to begin this effort.

Water and Sewer Association - New Business:

  1. Received high uranium test results from the upper and lower 8th Filing wells. Discussed with State and they requested us to get results completed from 3 other labs to make sure that there is not a contamination or measurement error causing the readings to be high. Possible treatment system installation (e.g. Ion Exchange) may be required.

End of Managers Report

APPLICABLE COMMITTEE REPORTS
    1. A.R.C. (meeting minutes enclosed): Bob Issacson presented the ARC Report: There were three ARC applications submitted of those 2 were approved and 1 disapproved.
    2. Ecology: (see enclosed) Harry Corwin presented the Ecology report, he gave an update for May i.e., trial maintenance, weeds and the garden. Harry also informed the Membership of the upcoming Ecology meeting on June 2.
    3. Records and Information: None given
    4. Glacier Gals: None given
    5. Recreation/Trails/Fishing/Nominating (Nominating meeting minutes enclosed)

OLD BUSINESS: See manager Report

    1. Recreation area plan status and insurance quotation: The Board agreed by consensus to get swing set insurance. Further discussion tabled to next individual R&R Board meeting.
    2. Board Member Code of Conduct signing ceremony: Board members that were in attendance signed the Code of Conduct.
    3. Recognition Award for Steve Koeckeritz discussion: The Boards agreed by consensus to present Steve with a plaque of appreciation at the Annual meeting.

d. 12-234 Sewer tap request by Don Weixelman: Invoice for $3100 sent to Don for 12th Filing Sewer tap. County has given approval (Water & Sewer)

Safe Deposit Box Audit: Certificate was present for 75 shares of Mountain and Plains water. (Water & Sewer)

NEW BUSINESS: See Manager Report

a. Annual Meeting announcement and preparations: The manager discussed the View point and contents concerning the annual meeting. 1) There was discussion concerning the problems of getting 3 candidates to run for the Boards. 2) By-Law question: What does "assigning rights" mean? Can non members be "assigned" to vote or run for the Board. 3) Jerry Ryan raised the issue: Does a Board candidate have to be on the Deed of Trust to be eligible to run.

It was recommended that a Board member next year be allowed to serve one more year.

b. Overdue account management and use of collection services: After discussion

Bob Naftzger made a motion to authorize the GVM Manager to issue letters to the top 20 overdue accounts (based on dollar value owed). Notifying the property owners they have until June 15, 2005 to bring overdue accounts current or GVM will be turn the account over to a collection agency. Unanimous-motion passed.

    1. Water test results in the lower and upper 8th filing wells: The Manager will send letter to the upper 8th filing community system members. (water & sewer)

d. Gary Ellerman proposed deep bury of the 8th filing Leach Field. Further discussion tabled to individual W&S meeting.

PUBLIC INPUT:

Ginny Doft discussed Glacier Gals and upcoming events: Pancake Breakfast being held on Memorial Day. Jenny also reminded the Membership of the June 11th workday.

Meeting Adjourned at 7:30 p.m.