Approved:

Rough Draft: 7/29/00

 

GLACIER VIEW MEADOWS

WATER & SEWER ASSOCIATION

MEETING JULY 18, 2000

 

ATTENDANCE:            Justin Franz – President                         Alinea Coy – Treasurer

Jerry Ryan - Vice-President                        Jerry Eubanks-Director            

                                    Keith Weeks - Secretary         

 

STAFF:            Kent Christen – Manager                        Dorothy Anders - Secretary            

(39) Property Owners

 

Justin Franz called the meeting to order at 7:02 P.M.

MINUTES:  The Board reviewed the minutes from the June 16, 2000.  The Board requested changes be made to the minutes: change containments to contaminates. Keith Weeks moved to approve the minutes as amended per discussion. Jerry Ryan seconded the motion. Motion carried.

 

REVIEW FROM TREASURER ON PROGRESS OF FINANCIALS: The Treasurer has been able to confirm balances from October 1999 to December 1999 while updating errors made regarding splitting expenses out with Road & Recreation and the Community System. Alinea Coy has been working with Peachtree and has had no problems she made only one change to the payroll tax tables for January 2000, doing this enabled Peachtree to function properly. Additionally, Kelly Curtis and Alinea Coy did all needed updates to ensure Peachtree was Y2K compliant. The estimated time of completion to verify financials up to March is one more week. There was an outstanding, missing invoice to R-N-R Supply for $147.50 the items charged to this account were not for GVM. The invoice was paid on July 13, 2000. There was discussion to place more restrictions on all of our in-house charge accounts. We were late in paying Federal taxes and will be required to pay an $800.00 penalty, this is the second time this has happened and we should not expect to have the IRS waive this penalty again. There was further discussion regarding combining a Forensic Audit and Review Engagement, Dan Smedra provided the Board with a generic bid letter. Keith Weeks moved that the Manager would send bid letters for a Financial Audit Jerry Ryan seconded. Motion carried. No one believes there is any money missing but an audit might be a good idea at this time. 

 

WATER & SEWER BUDGET COMMITTEE:  The Board President nominated the Treasurer, Alinea Coy as the Chairperson for the upcoming Budget Committee, other committee members include, Gene Johnson, Jerry Eubanks (Board Director), Kelly Curtis and Deanna Hayden.

 

PROGRESS STATUS REPORT: 

12th Filing Deep Bury: Currently 62 hundred feet are in the ground. Kent Christen, Manager GVM requested that the Board make a motion to approve a field change order from galvanized to brass fittings and nipples to extend the life of the work. Jerry Ryan moved that the Board approve a field change order of using brass nipples and fittings instead of galvanized nipples and fittings. Keith Weeks seconded the motion. Motion carried.  Further compaction tests will be left to the Manager’s discretion.  After a great deal of discussion it was decided to dead-end the line at Sheep Mountain and install a 2” valve, if we have a blow off valve we will be able to maintain circulation of the system by filing up the water truck from this location, due to easements and time constraints a loop would not be feasible and the current plans would destroy Lot 96. Jerry Eubanks moved that a 2” valve be installed at the end of Sheep Mountain Ct. Jerry Ryan seconded the motion. Motion carried.

 

12th Filing Vectra Bank Loan: Kelly Curtis reported on the status of the Vectra Bank Loan for the 12th Filing, the process was started spring of 99 and supposedly was in place December 1999, this was not the case some of the stipulations required by the bank were not met. Kelly Curtis was able to meet the previous stipulations and produce documentation for Vectra Bank stating that collateral properties were deeded to GVM and stated a court case number. Keith Weeks moved that we accept the loan from Vectra Bank with the current terms as stated. Jerry Ryan seconded the motion. Motion carried.   There was a discussion on when the Plant Improvement Fee for the 12th filing would become due and payable Keith Weeks moved that we send out a letter with the approximate completion date of the water line and all fees are due in 60 days. Jerry Ryan seconded the motion. Motion carried.  All other requests will be handled on an individual basis.

 

12th Filing Tanks – M&M:  The current board was brought up to speed regarding the history of the tanks in the 12th filing. Justin Franz has made three attempts to contact Sid Martindale of M&M Tanks. Mr. Martindale did admit to various individuals that the tanks were not coated correctly, that he needs to fix them, and that he would sand blast them down to bright metal, prime the paint, repair the lap seam and give GVM a new five-year warranty. All of this work was to have begun the end of June, but it hasn’t. Jerry Eubanks moved that Kent call Sid Martindale with M&M Tanks and give him a deadline of two weeks, otherwise we contact the attorney. Jerry Ryan seconded the motion. Motion carried.  Motion amended to include two-week time frame.

 

OLD BUSINESS

DAN SMEDRA STATEMENT ON ACCOUNT:  (See Attached) Dan addressed various allegations made by the ad hoc Budget Committee and answered questions from the membership. Justin Franz did state that the current Board would stand behind Dan Smedra the past Treasurer of the Water & Sewer Board.

 

12TH FILING WELL – KELLY CURTIS: For some reason the two wells in the 12th Filing have become confused with one another. Kelley is currently in the process of untangling this situation; this needs to be accomplished prior to the supplemental well going on line. GVM will be required to notify the property owners of the test results and any levels that are not with in the state guidelines. Kelly will continue to work on the 12th Filing well issues.  Keith Weeks moved that the Water & Sewer Association would keep Kelly Curtis on a consultant basis as long as she is willing. Jerry Eubanks moved to second the motion. Motion carried.

 

COMPUTER SYSTEM UPDATE: (See Attached) Peggy Bahus reported on the Yardi system once again stating that the Peachtree database had been severely damaged by the Y2K problem and should not be used for any reason, she produced a letter from CRT a private computer contractor. Peggy is currently believes figures from 1/2000 to 3/31/2000 calculated from Peachtree should be checked manually for correct calculations. Peggy no longer wants to be involved with the Yardi computer system.

 

NEW BUSINESS

CASE WEBER-SMYTH/ WATER REQUEST:  Mrs. Weber-Smyth withdrew her request for water shares from the GVMW&S Association.

 

A/C IN OFFICE: Keith Weeks moved to pay for one-half of the A/C in the office. Jerry Eubanks seconded the motion. Motion carried.

 

REVERSE CHANGE IN FISCAL YEAR OF ASSOCIATION: The previous Board had changed the fiscal year of the Water and Sewer Association to coincide with the Road and Recreation fiscal year of July 1 to June 30. After discussion it was agreed that it would be better for the Association to retain the original fiscal year of October 1 to September 30. Keith Weeks moved to retain the fiscal year for the Water and Sewer Association of October 1 to September 30. Alinea Coy seconded the motion. Motion carried.

 

BY-LAW CHANGES: Keith Weeks presented various By-law changes, discussion followed regarding the need to bring clarification to the By-laws as a whole.  Keith Weeks moved that the By-law 9.1.A be changed to read, “Increase the capital reserve account” adding the word capital. Justin Franz seconded the motion. Motion carried.

 

ESTABLISH MAINTENANCE OF MEETING TAPES: Keith Weeks moved to maintain tapes of Board meetings for a period of 3 years. Jerry Eubanks seconded the motion. Motion carried.

 

ETHICS MANUAL REVIEWED:  There was discussion regarding rules and regulations for the staff and Board of Directors, there are references in the Master Declaration.

 

LETTER MAILED TO BOARD MEMBERS:  (See Attached) Mimi Pearson stated her intention was to pull this group back together and she would be open to the idea of becoming part of the Rules and Regulations committee, at this time she differed the meeting over to Iris Slack. Iris presented her letter to the Board voicing her concern with the adjournment of the Annual Meeting; the meeting was differed back to Mimi Pearson. It was suggested that a parliamentarian facilitate the meetings, to ensure correct procedures and adhere to Robert’s Rules of Order - when they apply. Marcella Johnson voiced her displeasure with the entire Board and staff, she stated she wanted to go on record that she has every “intention of filing a class action lawsuit”. Justin assured the membership the Annual Board Meeting was conducted and adjourned after consultation with the GVM attorney. There was a discussion to have a Special Meeting where trails and By-laws could be discussed along with innovative ways of better communication, it was pointed out all of these issues will be brought up at the Joint Meeting. One item re-visited was the membership’s desire for methods of better communication. Kelly Curtis had set up our website, in addition to maintaining the site this has been the responsibility of the manager. Our website has not been updated in the last year, therefore this source of communication has not been utilized to its optimum potential during the past year. Questions were asked of the Board as to what situations surrounded the termination of the previous manager. The Board furnished answers to many of the questions asked.

 

Jerry Eubanks moved that the meeting be adjourned. Keith Weeks seconded it. Motion carried.  

 

 Adjourned at 11:32 PM.

Respectfully Submitted,

Dorothy Anders, Secretary