Approved:

Rough Draft: 01/25/00

 

 

 

GLACIER VIEW MEADOWS

WATER & SEWER ASSOCIATION

MEETING JANUARY 25, 2000

 

 

 

ATTENDANCE:         Ralph Goble – President                      Max Beavers - Vice-President

             Justin Franz - Asst. Director

                       

ABSENT:                    Dan Smedra - Treasurer                      Jerry Ryan - Asst. Treasurer/Director                   

STAFF:                        Grant Parker - Manager                       Dorothy Anders - Secretary     

 

                                    (7) Property Owners

 

Ralph Goble called the meeting to order at 6:59PM.

 

MINUTES:   Max Beavers moved to accept the minutes for the December 4, 1999 meeting. Justin Franz seconded the motion. Motion carried.

 

TREASURER'S REPORT: (See Attached) Currently, we have received $197,412.41 in revenues year to date with operating expenses at $35,612.48 year to date. Ralph questioned the “open” category in the expense chart of accounts and asked Grant to research and explain the category.  Max Beavers moved to accept the Income & Expense statement ending December 31, 1999. Justin Franz seconded the motion. Motion carried.  Don Weixelman is now current on all of his accounts with both associations. Cottonwood Hollow did receive the new Delinquency Policy and did respond with a letter to both of the Boards’ Presidents. The need for Cottonwood Hollow to install a water meter is essential at this time, not only is it the law but it would help us to determine their exact water usage. Grant was advised to send a letter with language pertaining to the necessesity of installation of a water meter and the authority we have regarding to our water augmentation plan.

 

PROJECT STATUS REVIEW

 

VECTRA BANK LOAN APPLICATION/SIA FUNDS (Attached): Vectra Bank would like to see bids from sub-contractors before we proceed with the loan. Also discussed were the closing fees in regards to the statement of good faith in lending clause. Max Beavers moved take funds, which are co-mingled in the capital account and create a separate bank account for the SIA monies. Justin Franz seconded it. Motion carried. 

 

FILING 12 / STORAGE TANK ISSUES: (See Attached) The interior seams need to be recoated along with possible additional support of the tanks. This may require partial uncovering and cross bracing. We need to continue to measure the top and the bottom of the tanks in order to record the movement of the tanks, if there is any. The safety of the water has been established, there are no VOC’s in our water, and there is no need for a letter of warning to the residents. Also discussed were the warranty provisions for these tanks and what the warranty actually includes.

 

COMMUNITY SYSTEM INSPECTION / TESTING: (See Attached) The Association received a letter from the State of Colorado requiring comprehensive source water testing of wells in the 9^th and 12^th Filing, this testing could possibly cost the Association $2000.00 per well. This level of testing is not feasible for a community system well with four homes on it. Discussed were the possibilities of running composite tests for the wells or possibly deeding the well to the homeowners in Filing 9, that are using the water.   

 

MANAGEMENT ACTION ITEMS: (See Attached) Grant reviewed each action item that pertained to the Water & Sewer Association.

 

CORRESPONDENCE: (See Attached) Snow/Petrak have requested permission to install a septic/leach field and not be part of the cluster sewer system in the 12^th filing. Max Beavers moved to send a letter of agreement to let the Snow/Petrak’s build a septic system provided it is approved by Larimer County first and secondly they will connect to our cluster sewer system when it becomes available. Justin Franz seconded it. Motion carried.  Ralph spoke with Tim Simpson and it was Ralph’s understanding that on three separate occasions Mr. Simpson had been made aware of the Plant Improvement Fee increase and failed to take advantage of the prepayment deadline.  Max Beavers moved we deny his request for a partial refund concerning the Plant Improvement Fee. Justin Franz seconded it. Motion carried. 

 

OLD BUSINESS

 

EMPLOYEE BENEFITS REVIEW / SALARY UPDATE:  Will be discussed in executive session.

Max Beaver moved that the Christmas bonus be increased from $50.00 to $75.00 for each employee. Justin Franz seconded it. Motion carried.

 

COMPUTER SYSTEM UPDATE:  We are still on schedule with our computer transition; we will be ordering our software from Yardi the first part of February and February 28^th will be a training day for the administrative staff.

 

NEW BUSINESS

 

VENABLES-KYRKE INSURANCE CLAIM: Grant Parker and Max Beavers met with our insurance adjuster and it was recommended to us to have Ms. Venables-Kyrke homeowners insurance handle the claim. Prior to this Grant Parker was instructed to offer Mark Ahart a cash settlement of $600.00, which was rejected by Mr. Ahart. Max Beavers moved to send a letter to Ms. Venables-Kyrke informing her that her caretaker rejected a cash settlement and advise her to submit a claim to her  homeowners insurance handle her loss. Justin Franz seconded it. Motion carried.

 

REVIEW WATER LEASE RENEWALS / DISCUSSION OF LEASE RIGHTS: The Board reviewed up coming water leases. Red Feather Highlands requested a lease of one acre-foot per year with a possible increase next year. Bill Watkins also requested a renewal of his 1/3 acre-foot for a cost of $110.00.  There was discussion for a minimum filing fee of $50.00.  Max Beavers moved we contact Red Feathers Highland and accept his request for a water lease at our current prices. Justin Franz seconded it. Motion carried. Justin Franz motioned to renew Watkins water lease. Max Beavers seconded it. Motion carried.

 

 

 

DISCUSSION OF FILING12 FEES:  Grant requested that the Board review the fees in the 12^th filing. Ralph suggested a cost breakdown of the deep bury, testing, and use of a grinding wheel instead of blasting. One and a half years ago the user fee for the 12^th filing (water only) was set at $240.00, this project would be deep buried and there would be no cost for heat tape. We will need a system for tracking our maintenance crew’s time in the 12^th filing in order to formulate an accurate cost breakdown.

 

APPROVAL OF 99-00 ASSOCIATION INSURANCE COVERAGE: (See Attached) Grant proposed that the Association increase the General Liability limit from 1 million dollars per occurrence each year, by adding an umbrella of an additional 1 million dollars. Max Beavers moved to accept an additional million dollars worth of insurance per year, contingent upon the agreement with the Road & Recreation Association. Justin Franz seconded it. Motion carried. Grant also discussed the possibility of purchasing earthquake insurance and fidelity bonding. The Board asked Grant to research what earthquake insurance would and would not cover, in addition to the cost of both earthquake and fidelity bonding.

 

DISCUSSION OF “AFTER-HOURS” COMMUNITY SYSTEMS EMERGENCY PROCEDURES: At this time, we have a need to institute a system that would alleviate the homeowners from going without emergency service on our community systems. It was suggested for the Manager to utilize the remote access code on the answering machine. Another possibility is a pager for emergency personnel only.

 

Meeting Adjourned at 8:57 PM.

 

Respectfully Submitted,

 

 

 

Dorothy Anders, Secretary