ATTENDANCE:

STAFF:

CALL TO ORDER:

REVIEW AGENDA:

APPROVAL OF PREVIOUS MINUTES DATED: Dated November 18, 2009 and August 19, 2009 

TREASURER’S REPORT:

MANAGER’S REPORT:

General Office, Personnel, and Budget Updates:

1. Renewed Directors & Officers and Automobile insurance policies with minor premium increase.
2. Jerry Rogers has had voluntary shoulder surgery and is out at least until 2/17/10.  His paid time off will be exhausted this week and I plan to keep him on full-time status (unpaid) until his 2/16/10 doctor appointment.  I would like to maintain his health benefit during this period.  He is still our legal Operator in Responsible Charge for the Community Systems.  We need to compensate him for the responsibility until he returns to work.  I propose a monthly rate of $500 to be effective until 2/17/10.  At this time, Jerry will know if he can work part-time, full-time, or will need to resign.  Our staffing is fine for now and we have other part-time employee options if needed for snow plowing, etc.  This is to be discussed under Water & Sewer Assoc. “New Business”.
3. The new GVM map design is complete and we have sold nearly all advertising spots.  We have a deadline of 1/23/10 to receive ad artwork and payment.  Printing of 3000 copies is planned by the end of this month.  With ad revenue applied, it looks like the price per map will need to be about $1.50 to recover our costs.
4. We need to start looking for Budget Committee volunteers for March.  Please mention this to any interested GVM friends and neighbors.
5. We have included new educational articles in your package this month on Collection Policies, HOA Financial Crisis Management, and Renewable Energy.

Water & Sewer Association

1. Received our final inspection and Certificate of Occupancy for the Wastewater Treatment Plant building.  We also received the contract for Wastewater Operations from Ramey Environmental.  This is to be discussed under Water & Sewer “Old Business”.  The plant continues to run well and we are addressing minor problems in Nitrogen testing compliance.
2. We finally located and repaired a significant community system water leak in the 4^th Filing on 1/15/10.  This leak had been noticed (via daily consumption readings) since early December and had been getting worse.  After a series of isolation tests, hiring a professional leak detector, and waiting for decent weather, we found the leak on Green Mtn. Dr.   It took 4 days of digging the frost to find it.  A 2” PVC line had split and was losing at least 10,000 gallons per day.  The line was repaired and a new isolation valve was installed for future repairs/upgrades.
3. The annual GVM Water Augmentation Report was filed on time in December.  Total GVM consumption showed a slight increase from 2008.
4. The F350 water truck needed significant front end repair due to worn out steering knuckles.  Beck’s Auto found used parts for this.  A new radiator, u-joint, and wheel bearings were also needed.  Total cost split between the two Associations was almost $1700.  The truck is running and steering just fine now.

OLD BUSINESS:

1. Wastewater treatment plant update (See managers report):  For Board review enclosed in the board packet is the contract for Wastewater Operations from Ramey Environmental.   The board agreed they need time to review the contract and if there are objections they will be listed under new business at the next meeting.

NEW BUSINESS:

1. Easement Vacation Request – Filing 7, consolidated lots 43A & 45 now 43B: 

               The property owners submitted an application to the planning department asking for an Easement vacation of the right of way on just the part of Shavano Ct. from the property line to the west end of the road.  That leaves 90 feet of Shavano Ct. in tact.  The owners are also going to leave the utility easement in place for GVM. Steve Horsmon stated that the proposal will not adversely affect GVM.  After discussion the board agreed that a condition of board approval will depend on Larimer County approval. The board will sign the vacation request when it is provided.

2. Jerry Rogers ORC compensation (see manager’s report):  Jerry is our legal Operator in Responsible Charge for the Community Systems. The manager asked the board to compensate him for the responsibility until he returns to work. Steve proposed a monthly rate of $500 to be effective until 2/17/10. Jim Petrie moved to compensate Jerry Rogers as the Operator in Responsible Charge for the Community Systems and as a consultant at the rate of $500.00 for a period of 30 days. Unanimous-motion passed.
3. Community System Service Shut-Off Procedure: The Board revisited Procedure   #111401, Suspension of water service.  The present policy allows the community system fee to become six months delinquent before taking action to collect fees. It is recommended that the policy be updated to today’s standards.  Any community system account which becomes three (3) months delinquent shall receive a 30-day notification for suspension of water and/or sewer services.  The letter shall be mailed via 1^st Class mail or registered mail.  Any response from  the member shall be evaluated by the manager to determine which of the following actions may be warranted: 
   1. Implementation of the suspension
   2. A 30 day delay in the suspension
   3. Presentation to the board for a determination

         The Board will study the proposed policy. Further discussion tabled to next meeting.

PUBLIC INPUT:

Frank Winter moved to adjourn at 3:49 pm. Unanimous-motion passed