GLACIER VIEW MEADOWS
WATER AND SEWER ASSOCIATION
April 16, 2008

ATTENDANCE:

Randy Mae - President
Frank Winter - Vice-President
Jim Petrie – Treasurer
Jerry Wood - Secretary
Albert Samuelson - Director

STAFF:

Steve Horsmon
Gary Ellerman
Mary Keller

CALL TO ORDER:

Randy Mae, President, called the meeting to order at 3:00 p.m. All were present and a quorum was established.

REVIEW AGENDA:

Add item 11: Adjourn into Executive Session

APPROVAL OF PREVIOUS MINUTES DATED:

January 16, 2008, minutes were reviewed and accepted as written by consensus.

TREASURER’S REPORT: (Please see the Office for attached/enclosed as none were provided with these minutes)

Jim Petrie presented the treasurer’s report for the Water and Sewer Association (see attached). Water and Sewer completed the sixth month of the fiscal year with no significant deviations from the budget.

MANAGER’S REPORT: Steve Horsmon presented the Manager’s Report

APPLICABLE COMMITTEE REPORTS:

General Office and Budget Updates:
  1. GVM has been sent to a Collection Agency regarding the disputed 2003 insurance premium increase with Linden, Bartels, and Noe Agency. I am working with our legal counsel and the agency to reach resolution. A 3-year statute of limitations for debt collection may apply to this case which may resolve the whole dispute.
  2. Gary has completed the master list of projects and schedule for May-September. This is included in your handouts. Please review the list and let us know if you have any questions or concerns during the April 16th meeting.
  3. Educational articles are provided on the topics of "Common Mistakes Boards Make at Annual Meetings", "Board Meetings: Tips for Becoming More Productive", and an article about the Manager’s role at board meetings.

Water & Sewer Association

  1. More water outages occurred on the community water and sewer system in April. See letter which was sent to all Community System residents about these problems. The 4th, 7th, and 8th Filings have been affected by these problems and we had a total water loss of about 50,000 gallons. The April 11th
  2. Ralph Goble has completed 2 out of the 3 projects (discussed last month) which prevent excess water loss in the 4th Filing System. Capital costs so far have been $2,639. The 3rd project is on the agenda for board review
  3. The Wastewater treatment plant purchase specification for the Fluidyne plant has been completed and reviewed. Larimer County is the "Owner" and GVM is the "Installer" for the purposes of all purchases made against the LID loan. Assessment hearing at Larimer County is set for May 12, 2008.
  4. First quarter water tests completed with no violations of contaminant levels. The 9th Filing Gross Alpha test came in high, but is not yet a violation until a 4 quarter average can be calculated. We initiated discussion with the State health department about the possibility of assigning this well back to the 4 properties served by it. If expensive treatment is required, the owners may prefer the option to treat the water at their home less expensively.
  5. We received 3 ARC applications for homes in the 12th Filing which are served by the community leach field. They will all be part-time homes, but this may cause an increase in daily flows to nearly reach the 2000 gallon/day limit. This means that the need for wastewater treatment may come sooner than predicted. GVM may need to consider a formal notification to property owners and/or a moratorium on additional building on that system.

COMMITTEE REPORTS

  1. Nominating Committee: Linda Carroll, Chair, reported for the committee: Linda stated that there are Three (3) Openings on the Water & Sewer Board. Al Samuelson, Director, has chosen not to run for the W&S Board this year. Randy Mae and Frank Winter will run for another term and residents, Tom Willard and Paul Block have volunteered to run for the W&S Board.
  2. Budget Committee Report: Jim Petrie, presented the budget report for the committee (See Attached)2008-2009 Budget Committee Members are Cal Bruxvoort – Chair, Jerry Tucker, Tom Bizzell, Jim Petrie – GVM W&S Treasurer
    Recommendations:

    Water & Sewer Budget Account 001 - Management

    No dues increase recommended for 08-09 fiscal year. Dues should remain at $144/yr for improved lots and $72/yr for unimproved lots.

    With a current balance of $131,781 in capital, no additional contribution to the 08-09 capital reserve funds is recommended.

    Recommend adding a new benefit to Water and Sewer members. Since the Association no longer provides a lower cost septic pumping service, members could be offered a $100 rebate after having their system pumped by outside contractors. This rebate would be allowed only once in a 3-year period. Estimating 20 to 30 tanks pumped a year, this would add an expense of $2000 - $3000 to the "001" budget.

    Water & Sewer Budget Account 002 – 3rd, 4th, 7th, 8th, 9th Filing Community Systems

    Water and Sewer fee increases are necessary due to increasing operating costs for the Wastewater Treatment Facility (~$19,000/yr). Even with the proposed increases, only small contributions to capital are possible to help fund continued corridor replacement projects. A 10% increase in 08-09 will provide the ability to contribute a recommended $10,000 toward capital reserves. Additional 10% increases in rates will also be required in 2009- 2010 and 2010-2011. These increases are needed to continue funding the wastewater treatment expenses and water system upgrades, including corridor replacement projects (deep bury). Even with these increases, only $5000 contributions to capital are possible in 2010 and 2011.

    The committee also recommends that residents be allowed to pay over 12 months instead of the current 10 month plan. This will reduce the monthly payment in the first year from $78.00/mo to $71.50/mo – not including annual Water and Sewer dues. (Note: These monthly payments do not reflect the annual dues ($72/$144) normally included in the monthly payment)

    Water & Sewer Budget Account 003 – 12th Filing Community System

    Water and Sewer fee increases are necessary due to increasing operating and maintenance costs for the Water Treatment and Leach Field facilities. The budget also needs to support increased capital savings for anticipated upgrade of the wastewater treatment facility (leach field) in the next few years. The committee recommends rate increases on all Improved and Unimproved lot classifications. These 08-09 increases range from 10% to 34%. The increases will provide a positive carry-forward into 2009-2010 and will bring the 12th Filing water and sewer rates to the current fee level of the other community system residents. Additional 10% increases in rates will also be required in 2009-2010 and 2010-2011 to maintain a positive budget carry-forward and will allow a small build up of capital reserves.

OLD BUSINESS:

  1. Board Review and approval of GVM Water/Wastewater Specifications. To prevent water outages on the community water and sewer system, the Manager asked the Board to review and approve the current Water/Wastewater specifications. The manager stated that these specifications should be mandatory for any property connecting to the Community Water & Sewer System. Randy Mae moved to approve the GVM Water/Wastewater Specifications. These specifications will be mandatory for any property connecting to the Community Water and or Sewer System. Unanimous – motion passed

NEW BUSINESS:

Water & Sewer Budget Committee budget proposals

  1. Review and discuss budget committee report and recommendations (see above committee report).

    Water & Sewer Budget Account 001 –

    Randy Mae moved to accept the budget proposals and recommendations as presented.

    No dues increase recommended for 08-09 fiscal year. Dues should remain at $144/yr for improved lots and $72/yr for unimproved lots. Since the Association no longer provides a lower cost septic pumping service, members will be offered a $100 rebate after having their system pumped by outside contractors. This rebate would be allowed only once in a 3-year period Unanimous-motion passed (See office policy)

    Water & Sewer Budget Account 002 – 3rd, 4th, 7th, 8th, 9th Filing Community Systems

    Randy Mae moved to accept the budget proposals and recommendations as presented. 4th, 7th, 8th, 9th – 10% increase, 3rd filing increase on sewer fees to match other community system rates. Improved rate increases from $146.00 to $364.00/year. Unimproved rate increase from $31.00 to $182.00/year. The committee also recommends that residents be allowed to pay over 12 months instead of the current 10 month plan. Unanimous - motion passed

    The following rates are recommended:

    Annual Fees Current 2008-2009
    Improved Lot W&S $780.00 $858.00
    (Mo.rate over 12 mos) $65.00/mo $71.50/mo
    Unimproved Lot W&S $390.00 $429.00
    Improved Lot (3rd Filing sewer only) $146.00 $364.00
    Unimproved Lot (3rd Filing sewer only) $ 31.00 $182.00

    (3rd Filing sewer only)

    Water & Sewer Budget Account 003 – 12th Filing Community System

    Randy Mae moved to accept the budget proposals and recommendations as presented. Unanimous-motion passed

    Annual Fees Current 2008-2009
    Improved Lot (water only) $423.00 $495.00
    (Monthly rate over 12 mos.) $35.25/mo $41.25/mo
    Improved Lot (sewer only) $330.00 $363.00
    (Monthly rate over 12 mos.) $27.50/mo $30.25/mo
    Unimp. Lot (water only) $211.50 $247.00
    Unimp. Lot (sewer only) $132.00 $182.00

  2. Discuss community water system control upgrades to prevent water loss:

    Ralph Goble has completed 2 out of the 3 projects which prevent excess water loss in the 4th Filing System. Ralph presented the Board a proposal to complete the 3rd project. This system will sequence the pump operation and eliminate most of the well house booster cycling and system hammer. Freewave radio link 4th filing well house with the 7th filing tank and office for tank level control and tank fill sequencing. Install sure cross radio link between 4th well house and 4th booster station. Install pressure transducer in distribution line for system pressure monitoring. The total cost including material and labor total $6,484.00. Frank Winter moved to approve the water system control upgrade. Unanimous-motion passed

  3. Review and discuss summer project list and schedule: Gary Ellerman proposed replacing and deep burying the water and sewer lines on Pyramid Court. Gary estimated that parts, material, labor and blasting will cost $7,400 Frank Winter motioned to approve the replacement and the deep bury of the water and sewer lines on Pyramid Ct.
  4. Discuss water and sewer member at F9-L98 membership dues and user fees.

    At the 03/17/04 W&S Board meeting the following motion was made:

    Jerry Ryan moved that due to the shared use of corridor facilities on filing 9, lot 98 the Association would waive user fees only until such time as improvements are made to ensure no direct expense to the property owner. Unanimous - motion passed

    Randy Mae moved to rescind the 03/17/04 motion regarding the property at F9-L98. The manager was directed to notify the property owner that as of October 01, 2008 they will be required to resume paying user fees. The manager will also discuss other options for reimbursement for electric costs related to heat tape. Unanimous-motion passed

PUBLIC INPUT:

Jim Petrie, Water & Sewer Treasurer, explained that the Shared purchase of the replacement Backhoe Motion made on January 16th should be changed to reflect the actual expenditure of the backhoe to the Road & Recreation Association will be $40,000. This is due to the fact that the old backhoe was purchased by the Water & Sewer Association. Any funds received for that backhoe should be returned to the Water & Sewer Association. Randy Mae moved to re-word the 01/16/08 motion to reflect the actual Road & Recreation shared part of the expenditure for the new backhoe is $40,000. The $14,000 received for the old backhoe should be returned to the Water & Sewer Association account 002. Unanimous-motion passed

Adjourned at 5:20 pm

Adjourn into Executive Session – Personnel Discussion