GLACIER VIEW MEADOWS
ROAD AND RECREATION ASSOCIATION
WATER AND SEWER ASSOCIATION
JOINT MEETING MINUTES
May 19, 2010

ATTENDANCE:

STAFF:

CALL TO ORDER:

AMEND AGENDA:No amendments

REVIEW MEETING MINUTES DATED: March 24, 2010:

TREASURERS REPORT:

 Water and Sewer:  Jim Petrie – Treasurer, presented a synopsis of all 3 Water and Sewer accounts (see attached). Water and Sewer completed the 7^th month or 58 percent of the fiscal year.  All line items are within budget.   

Road and Recreation:  Steve Horsmon – GVM Manager, summarized the treasurer’s report for the Road & Recreation Association (see attached). Road & Recreation completed the 10^th month or 83.3 percent of the fiscal year. The budget is in good shape. Steve noted that the operating maintenance budget is 10% under budget and the allocated budget will be spent on road base in June.   

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

General Office, Personnel, and Budget Updates:

1. Scheduled the Association accounting practices audit with Rickards Long & Rulon CPA’s for August 17, 2010.  Deanna is working on writing procedures for our key processes.
2. The May newsletter and the Annual Meeting announcement was completed and mailed during the week of May 10th.
3. Road and Recreation budget is looking good.  Final road base purchases in June will total about $17,000.  Vehicle repair expenses have been lower than budget which has helped out.  Water and Sewer accounts are also doing well at halfway through their budget year.
4. We have included new educational articles in your package this month on avoiding liquor liability at community events and on granting membership list requests.

Road and Recreation Association

1. Steve Johnson (part-time road grader) began his season with us on May 7.  He spent two days cleaning up roads and snow plowing damage in the 9^th, 10^th, and 11^th Filings.
2. Completed many new road signs and installed new posts.  Ongoing project as time allows.
3. The crew did a great job on the last big snowstorm and the plows are hopefully put away for the summer.  Expecting heavy, wet snow, we contracted with John Beckett again for the 12^th Filing.  We started at 6am and had the roads cleared by 3pm that day
4. Began removing pine beetle infested trees on GVM greenbelts.  We’re working with many private property owners to have them address infestations on their properties.  Many have taken positive action already.  There will be many trees which will not be removed before the beetle fly in July.
5. Completed a number of vehicle repairs and oil changes.
6. Ordered a new pre-hung, pre-painted door for the office.  Need to straighten a crooked wall before installation.  Plan to schedule this for a Monday to avoid “people traffic”.  Still plan to get window replacement quotes this summer.
7. The seasonal roll-off dumpster is back in service.
8. Built tire chain rack to organize all chains for all vehicles.
9. Met with weed spraying contractor to discuss timing and plans for spring spraying.  Last years Canada Thistle patches are looking very good with little evidence (so far) of new growth.

Water & Sewer Association

1. Due to weather, we have not started the final connections on the Maroon Bells deep bury.  We hope to start in the last week of May.
2. Spoke with Temple Construction about our decision on the Green Mtn. Dr. north proposal.  I will review with them the possibility of a late summer project on Mt. Massive Dr.
3. The wastewater treatment plant still has not yet met all test requirements for nitrogen removal.  We’ve purchased our own nitrate test kit.  Ramey Environmental plans to send an operator to our plant once per week until we get the results needed.  This will cost about $150 per visit.
4. We successfully serviced the back-up generator at the 4^th Filing pumphouse, installed a new battery, and it is running fine.  Built new handles to allow one person to move it.

APPLICABLE COMMITTEE REPORTS:

1. Architectural Review Committee (A.R.C):  Jerry Blanz, Chair, submitted the draft proposal of the re-write of the ARC Rules and Regulations to the Road & Recreation Board.  Board members will discuss the proposal at the next Road & Recreation meeting.

OLD BUSINESS:

1.  None

NEW BUSINESS:

1. Proposal to implement merchant credit card capability for discretionary office use.  The manager told the boards after investigating he found that the costs involved in accepting payments by credit card is cost prohibitive for the Association.  However there are instances that the Association could benefit from accepting credit card payments from individuals that are several months in arrears.  There is an online service called Easy Payment Now that is a low cost option for the Association.  If employees use discretionary judgment and accept credit card payments from those who are in arrears it could be beneficial to everyone. With Easy Payment Now there is no monthly commitment or recurring monthly charges. There is a 2.90% per transaction fee and a charge back fee of $25.00 (if the payee disputes payment or cancels credit card).  There is also an inactive fee of $25.00 for any 90 rolling days with no activity.  The Board discussed the pros and cons of credit card use and the fairness of accepting payments from a limited amount of members. The Board agreed that the cost is prohibitive to allow ALL members to pay dues via credit card, but if accepted on a selective basis it will benefit the membership. Tom Bizzell, Director, Water & Sewer Association, moved to implement allowing discretionary payments via credit card for a trial period of one year.  In May of 2011 the board will revisit the policy. Linda Adams, Vice-President, Road & Recreation, 2^ndUnanimous-motion passed    

PUBLIC INPUT:

Tom Willard, Secretary, Water & Sewer Association, stated that he learned a lot about how the community works during his tenure. Tom thanked the Joint Board members and the public for working with him during his two year term.

Linda Adams moved to adjourn 3:59pm.