GLACIER VIEW MEADOWS
WATER AND SEWER ASSOCIATION
January 21, 2009

ATTENDANCE:

Frank Winter - President
Jerry Wood - Vice-President
Jim Petrie – Treasurer
Tom Willard - Secretary
Tom Bizzell - Director

STAFF:

Steve Horsmon
Mary Keller

CALL TO ORDER:

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

REVIEW AGENDA:

No Amendments

APPROVAL OF PREVIOUS MINUTES DATED: November 19, 2008

Frank Winter moved to approve the minutes dated November 19, 2008 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 25% of the fiscal year. As discussed in November, the Community System budget account 002 is a little high 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. Completed new drafts of Employee Manual, Benefits Summary, and Safety Requirements. Board subcommittee to review these items at the 1/20/09 subcommittee meeting. Held a review meeting with employees to get feedback. New suggestions were added to the latest draft. Final approval must be done by Joint Board vote.
  2. Collection of prior year dues (past due amounts) is running well ahead of budget with only one large write-off as a result of a Treasurer’s Deed sale.
  3. We will need to review those properties not reporting meter readings for last year and assess fines as needed.
  4. We have requested a quotation from Carpet Direct for new commercial carpet in the office. Quotation will be presented to the board for review when it is complete.
Water & Sewer Association:
  1. Wastewater treatment tank has been delivered, set, and backfilled. Still waiting for final plan review and approval by the state health department engineer. Stantec is just now finishing the final plans. Control building is being redesigned to reduce costs. Details to be discussed under New Business on the W&S agenda.
  2. Received new back-up booster pump approved in October. This first arrived with the wrong type motor and had to be returned and rebuilt. We still plan to install it right away in parallel with the existing pump and alternate usage.
  3. Minimal freezing issues for the last two months and all heat tapes are working at this time. Identified a few septic systems not working or with broken lines. Assisted residents in getting those repaired quickly.
  4. Received the 2009 water testing schedule from the state health department. They approve our request for reduced testing and costs will decrease for this year and part of next. This will be accounted for during budget committee meetings in March.

On the subject of carpet for the upstairs office: The carpet upstairs is approximately 15 years old and is showing it’s age. After discussion the Board agreed by consensus that the carpet should be replaced at a cost of up to $2,000.00. The cost is to be split 50/50 between each Association.

APPLICABLE COMMITTEE REPORTS:

None

OLD BUSINESS: None

NEW BUSINESS:

A. Discussion of wastewater project budget update and schedule:

We received permission from the State health department to set the wastewater treatment tank. The State engineer has not yet approved the final design, but it is expected to be complete soon. We are within the budget and should be able to bill back payroll expense at the end of the project. After all expenses are accounted for we are running $10,000 under budget.

PUBLIC INPUT:

None

Frank Winter moved to adjourn at 3:29 pm. Unanimous-motion passed

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

The Employee Handbook Sub-committee will meet immediately after the Road & Recreation meeting.