GLACIER VIEW MEADOWS
WATER AND SEWER ASSOCIATION
November 19, 2008

ATTENDANCE:

Frank Winter - President

Jim Petrie – Treasurer
Jerry Wood - Secretary (absent)
Tom Willard - Director

STAFF:

Steve Horsmon
Mary Keller
Gary Ellerman

CALL TO ORDER:

Frank Winter, President, called the meeting to order at 3:00 p.m. All were present except Jerry Wood. A quorum was established.

REVIEW AGENDA:

Under New Business 8a: After appointment of interim board member, add re-appointment of board member positions.

APPROVAL OF PREVIOUS MINUTES DATED:

 October 15, 2008 Frank Winter moved to approve the minutes as written. Unanimous-motion passed

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 first month of the fiscal year.  The Community System budget account 002 is a little high. This is mostly due to labor for the waste water treatment plant. We plan to re-coop some of the payroll expense from the money budgeted for the treatment plant at the end of the project.  The Board reviewed the Treasurer’s report no objections were noted.

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

General Office and Budget Updates:
  1. Deanna has filed 17 new liens against delinquent GVM properties for a total of 27.  Six properties are in collections.
  2. Mary has collected about 80% of the 2007 GVM meter readings.  Most of the remaining properties are either vacant or part-time homes which have not responded.  A smaller percentage is full-time properties which have not yet paid dues and submitted meter readings.
  3. The employee holiday bonus of $250 ($125 per Association) and extra holiday approved in 2006 is planned again for this year pending board agreement.  The “Benefits” line item in both budgets has funds to support this.
  4. I received some Employee Handbook examples from Jerry Wood.  Working on a new rough draft using one of the examples as a template.  We need to add a section about medical leave and return-to-work policies.  This became evident as Gary and I discussed his possible surgery.
  5. Fire Station #2 lease expires in 2012, but a 3 yr. notice is required if we do not plan to renew it.  GVM can make good use of this building.  I recommend giving notice to not renew the lease by this July, 2009.
    6.  
  6. In past meetings, we have discussed remodel vs. rebuild ideas for the GVM main office.  The office is badly in need of new carpet and windows.  A possible log porch cover could be planned for next year.  I’d like the board to think about the options for a January new business discussion.
Water & Sewer Association
  1. State health department engineer has given verbal approval on the final wastewater plant design, but still needs a variance plan approval for providing an “emergency buffer”.  We plan to provide information showing the existing tank at the site has excess capacity in case of a temporary plant shutdown.  The access road and tank excavation are complete.  A crane company has been selected and Larimer County is issuing a P.O.  Tank delivery date will likely be the first week of December.
  2. Verified all community system heat tapes are currently working and wired new heat tapes into time clocks.  We normally turn the heat tapes on after Thanksgiving.
  3. Over 25 residents have had their septic tanks pumped since October 1.  The rebate program seems to be motivating people to get this done which is good news.
  4. Ordered new booster pump approved in the last meeting.  I verified that the pump has an 18 month warranty which starts upon receipt.  We will plan to install it right away in parallel with the existing pump and alternate usage.

APPLICABLE COMMITTEE REPORTS:

No reports given

OLD BUSINESS: None

NEW BUSINESS:

  1. Appointment of Tom Bizzell as interim board member. As a result of filling the vacancy, present board member positions have to be re-appointed.

     Tom Willard moved to formalize the September decision to appoint Frank Winter President of the Water and Sewer Association. Unanimous-motion passed.

     Frank Winter moved to appoint Tom Bizzell as an interim board member and to serve as Director. Unanimous-motion passed.

    Frank Winter moved to appoint Jerry Wood as Vice President. Unanimous-motion passed.

    Frank Winter moved to appoint Tom Willard as Secretary. Unanimous-motion passed.

    Jim Petrie will retain the position of Treasurer.

  2. Discuss 002 account capital funds and 2009 project options.  Manager, Steve Horsmon, explained that there is $58,000.00 left in capital.  The Board discussed community water system upgrades to prevent water loss.  Fifty Eight Thousand Dollars is enough to make repairs but will not go very far for projects.  The weak link right now is at the 7th filing holding tank.  Presently, if we have a major water leak left undetected, the holding tank will be drained of all water.  This is a major problem because the 7th filing storage tank houses water for the 4th7th and 8th filings. The manager proposed installing an emergency shut off valve and deep burying 300’ feet of new water line. Steve estimated that parts, material, labor with no blasting will cost $9,000.  If we have to blast it will be an additional $38.00 to $40.00 a foot. 

    In the near future the board should also consider replacing and deep burying the water and sewer lines on Maroon Bells.  Gary Ellerman estimated that parts, material and labor will run $70,000 to $80,000.  The Board suggested that the staff get an actual estimate of what parts and material will cost.  Further discussion tabled to the January meeting.

PUBLIC INPUT:

None

Frank Winter moved to adjourn at 3:40 pm. Unanimous-motion passed

The Water and Sewer Board turned the floor over to the Road & Recreation Board.