GLACIER VIEW MEADOWS
WATER AND SEWER ASSOCIATION
MEETING MINUTES
March 16, 2005

CALL TO ORDER:

Jerry Ryan called the meeting to order at 6:35 p.m. All were present except for Frank Winter who was excused.

AMEND AGENDA: No amendments

REVIEW MEETING MINUTES DATED January 19, 2005: Minutes were approved by consensus with changes to attendance to include Gene Watt who was actually in attendance at that meeting.

TREASURERS REPORT:

Gene Watt presented a Consolidated Financial Report for the month (attached). Gene reported that current income and expenses were right in line for this point of the fiscal year. There were no other comments or input.

MANAGERS REPORT:

1. Completed R&R budget study and Manager’s 2004-2005 Financial Summary (attached). R&R Budget Committee Meetings in progress and going well. W&S budget study nearly completed.
2. Completed signature authority change over for bank accounts and safe deposit box. Opened new business account at Wells Fargo to replace old consumer account. W&S safe deposit box audit not completed due to delay in setting up new authorizations. Will complete this audit this month.
3. Glacier Viewpoint published on time with lots of positive feedback from residents. First "Highly Valued Volunteer" appreciation award given to the editor – Phyllis Field.
4. Received some positive results from letters to unimproved properties with ARC violations.
5. Numerous site visits and ARC deposit refund inspections. Many properties do not quality for refunds upon first inspection.
6. Revived previous policy (initiated by Kent C.) requiring all contractors to check in with office before starting work on specific projects. Utility locates and contractor liability insurance is required. Applies to both GVM projects and homeowner projects. See attached letter. Manager is requesting joint board consensus on the policy. W&S BOARD AGREED BY CONSENSUS TO THE PROPOSED LETTER AND AUTHORIZED THE DISTRIBUTION TO CONTRACTORS.
7. Scheduled Operations staff and myself for one day workshop for Colorado Professionals in Onsite Wastewater (CPOW) on March 25 – all day in Golden. Total cost is $160 plus mileage.
8. Cross training continued. Mary and I will learn how to process payroll and checks with Deanna next payroll cycle. Steve ran route with Jerry to understand the chlorination and phosphate monitoring systems. Jerry and Steve visited Evergreen Labs in Denver to review new testing requirements and costs for Radio Chemistry. Gary took Steve out on the grader to understand grading process and issues.
9. No major unplanned expenses in the last month.

1. Culvert repairs/cleaning proposal by Gary Ellerman
2. After cost analysis and comparison to Crystal Lakes fees, Manager requests joint board approval to increase both R&R and W&S Title Company transfer fees to $75 and $85 respectively. Currently $25 and $35. W&S BOARD AGREED BY CONSENSUS TO THE TRANSFER FEE INCREASE.
3. Researched current Qwest service arrangement. Discovered we are over-paying for 3 lines and Sprint long distance. Current monthly charges are $131. Should be $99 for the same service according to Qwest. Also, Qwest has better long distance plan at 5 cents/minute in and out-of-state with a max. of $20. Qwest DSL service is available at the office for $38/month with the first two months at $15. DSL is required for the office to effectively download security software updates and State Health Department forms from the internet. We would like to install a "Courtesy Desk" for residents with an existing computer and offer DSL access for anyone needing to use it. No additional cost to do this. Manager is requesting Joint Board approval to set up new phone plan for ~$137/month. This would keep all current lines, add DSL for the office, and change long distance plan to Qwest. W&S BOARD AGREED BY CONSENSUS TO NEW PHONE PLAN, DSL SERVICE, AND QWEST WEB HOSTING SERVICE.
4. Need to address ongoing issue of non-household trash being placed in and around the compactor. This has been discussed before. I wish to experiment with a roll-off dumpster to be installed next to the compactor, but separated by a fence we would build. We would charge volume based fees similar to the county landfill. Fees would have to pay for dumpster and staff costs to manage it. Gallegos Sanitation will provide roll-off dumpster for a $75 set up fee and $375 to pick up whenever it is full. No rental charges would apply to GVM. Approximate fence cost will be $200. Fence can be removed and material reused if experiment fails. Failure will defined as resident misuse of the dumpster, failure to pay fees, or excessive staff work load. Manager requests R&R Board approval to perform a 3 month experiment with this plan.
5. Property and home at Filing 12, Lot 27 is under foreclosure and scheduled for auction on March 25. Auction company is aware of the Association lien and has requested some relief on late fees. Current past due amounts for R&R are $1,907.31 and $12,504.69 for W&S. Total combined late fees are nearly $1000. Manager is requesting Joint Board approval to negotiate a 50% to 75% reduction of the late fees in order to work in good faith to collect the bulk of the past due amounts. W&S BOARD AGREED BY CONSENSUS TO ALLOW MANAGER TO OFFER 50% TO 75% REDUCTION OF LATE FEES ON THIS PROPERTY IN RETURN FOR FULL SETTLEMENT OF REMAINING MONEY OWED.

1. Water meter reading project is still underway and only about 70% completed. All homeowners in the 12^th, 7^th, 6^th, and 5^th Filings have either been contacted in person, left messages, or we have discovered disconnected numbers. About 15 homes so far have no phone or disconnected numbers. I plan to shut the water off at these properties who are community system users. If they are occupied, then we will be able to get a hold of the resident. Our contractor still needs to complete work in the other filings.
2. We have instituted a new policy of requiring all new meters issued to be installed with a remote

1. 12^th Filing well permits are finally approved and in hand. Gary has completed bid proposals and contractor agreements and requirements. Bidding is in process. Blasting for pad grading and drilling rig access is complete for both wells. Waiting for Ingram Drilling to arrive at any time. Project cost estimate (attached) shows worst case costs of $189,000 for total project. Were working on these numbers with contractors and REA to minimize this cost. Final project completion date scheduled for end of July ’05.
2. March 3, 2005 SIA meeting summary.

1. SIA committee did not commit to reimbursement for our water hauling charges or truck tires. They approved only the $970 well permit expense. Requested we provide more detail on actual water hauling expenses.

2. Discussed Weixelman well proposals. They requested copy of Petrak/Snow complaint as it

relates to the 600’ rule. We need to discuss possible reclassification requirements with the State Engineer.

3. SIA agrees that drilling 2 wells is top priority.

4. SIA wants GVM to consider raising user fees in the 12^th to help pay for improvements unique to the 12^th filing system.

5. Next meeting is April 7, 2005

3. Upper 8^th leach field has been resurveyed and submitted to ARG engineering for design. This system needs to be completed this summer. Design will be for maximum Community Sewer volume in this area. Project plan and cost estimate is in process. This will likely be done in-house with some limited contractor assistance. Completion date will be at the end of the August.

END OF MANAGER’S REPORT

OLD BUSINESS: See Manager’s Report

Steve Horsmon reported on meter reading and meter installation efforts. Project is about 70% complete with many residents cooperating on water readings and meter installations. For those properties who can not be contacted by phone, we have left notices at their properties. When possible, we have disabled their water service until we are contacted by the resident. At this time, water service will be restored and they will have 30 days to comply with the reading and/or meter installation requirement.

NEW BUSINESS: See Manager’s Report

Discussion was held regarding the 12^th Filing well drilling and distribution project and cost estimate. Gary Ellerman presented a worst case cost scenario. The Board requested to be updated on actual costs as the project continues. The remaining SIA money for this project will be mostly consumed. Estimated total cost is $189,000.

The Manager gave a summary of the SIA meeting on March 3, 2005. Discussed SIA reluctance to reimburse GVM for water hauling expenses without more details on actual expenses. Steve Horsmon took the action to provide this to the SIA. Only 5 SIA lots remain for a total value of $84,700. Further discussion was held about the possibility of raising user fees in the 12^th filing to cover the increased expenses of providing service. No decision was made.

Discussion was held regarding the costs of water testing and the new requirements for Uranium and Ra226/228 testing in all 5 community systems. These costs are about $750 per quarter. "Compositing" the samples was discussed to reduce costs, but the Board decided that we should not risk this method as the lower limit for passing is reduced to 1/5^th of the normal limit.

The Manager stated that the Safe Deposit Box audit could not be completed as it took longer than expected to get all required signatures to change access authority. This will be done next month.

PUBLIC INPUT:

None

VOTE FOR EXECUTIVE SESSION

Unanimous vote, meeting adjourned to executive session @ 7:50 PM MST (after R&R board meeting)

EXECUTIVE SESSION MINUTES

1) Discussion was held regarding annual performance review and pay adjustment for Maintenance I employee. Board boards agreed by consensus to give employee $1 per hour raise effective for the current pay period.

2) Discussed a proposal by the Manager for the Boards to adopt a "Board Member Code of Conduct". Sample code of conduct was included. Both boards agreed by consensus to adopt the code as written and to present it to the community at the annual meeting and sign it publicly. It was also agreed by consensus that all candidates running for Board positions must state their commitment to this Code Of Conduct. This code of conduct will be formally added to the Master Book of Association policies, procedures, and forms.

Meeting Adjourned at approximately 7:00 p.m.