GLACIER VIEW MEADOWS
WATER AND SEWER ASSOCIATION
March 18, 2009

ATTENDANCE:

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

STAFF:

Steve Horsmon

CALL TO ORDER:

Frank Winter, President, called the meeting to order at 3:01 p.m. All were present and a quorum was established.

REVIEW AGENDA:

The manager asked to add New Business item, 8b. "12th Filing Water Storage Tank Inspection". It was added to the agenda.

APPROVAL OF PREVIOUS MINUTES DATED: January 21, 2009

Tom Willard moved to approve the minutes dated January 21, 2009 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 42% of the fiscal year. All three Water & Sewer budget accounts are running slightly under budget and are in control. The Board reviewed the Treasurer’s report and no objections were noted.

MANAGER’S REPORT: Steve Horsmon, GVM Manager, presented the report.

General Office and Budget Updates:
  1. The 2009 GVM Employee Manual revisions were approved are in effect.
  2. Candidates for the Operations Team Leader position are being interviewed and a decision will be made this month. Candidates are given the new Employee Manual and Benefits summary for review prior to their interviews.
  3. Deanna completed the budget study reports for this year’s budget committees. The 2009-2010 Budget Committees held their first meeting on 3/13 an 3/14. We plan to wrap up the meetings by the end of March so they can present their recommendations at the April 15 board meetings.
  4. Road & Recreation Budget Committee Members: Linda Petrie (chair), Sue Olson, Charles Maybury, Bob Naftzger, Mike McKay (treasurer)

    Water & Sewer Budget Committee Members: Cal Bruxvoort (chair), Richard Couillard, Jerry Tucker, Jim Petrie (treasurer)

  5. Office carpet and laminate flooring was installed and all systems restored in two days – within the $2000 budget.
Water & Sewer Association
  1. Final Engineering Plans for the wastewater treatment plant ARE APPROVED by the State. The control building foundation engineering has been completed and sent out by Larimer County for bids – deadline is 3/25/09. A building permit is in process. Three-phase power has been installed at the site by PVREA. The disconnect box and temporary power pole has been installed by Ralph Goble. We have 3 bids for the leach field excavation and have ordered all the plumbing material needed for this project. Leach field construction is our priority and should be complete by mid-April.
  2. Jerry and Lynn completed the Crellin Booster back-up pump installation with a manual switch-over capability. See photograph for a better view of the set up.
  3. Still having ongoing issues with the 3rd Filing sewer main line on Big Horn Mtn. Ct. The 4" portion of the line is frozen solid due to a back-up of wastewater near the community tank. Our new line steamer system works well, but is very slow when cutting through 4" of ice. The main line was excavated and repaired again. The final fix will likely require adding considerable fill over the shallow portion of the main line to keep it from freezing.
  4. The pump motor (installed 1995) in Well #1 in the 12th Filing failed. Wayne’s Pump Svc. pulled the pump, replaced the entire assembly, and disinfected the well. Total cost to the 12th Filing capital account was $1,336 -much less than the $3,500 estimate I gave in February.

On the subject of candidates for the Operations Team Leader position, the Manager announced that interviews had been completed for two candidates out of the 9 applicants. The Presidents of each board and all GVM staff members participated in the interviews and a final candidate was chosen. Brian Schaneman was chosen and will receive a written offer of employment on 3/20/09. All other candidates have been informed of the decision. Brian’s strengths included solid experience on heavy equipment, utility construction, water treatment, and project management.

On the subject of Budget Committee meetings, the next, and possibly final, meetings will be held on 3/20/09 (Water & Sewer) and 3/21/09 (Road & Recreation).

APPLICABLE COMMITTEE REPORTS:

None

OLD BUSINESS: None

  1. Discussion of wastewater project budget and schedule:
    Now that we have received Final Approval from the state, the manager has prepared a project schedule with reasonable dates. The schedule includes material order dates, contractor bidding information, and cost tracking.
  2. Horse property consolidation (Fox – Filing 11, Lot 1):

    After sending notification letters, we received only two responses from property owners within a 500 ft. radius. One owner had no objections and the other requested the board to place some restrictions on the location of future horse related structures. After extensive discussion, the board agreed that if final approval is granted, the Architectural Review Committee (ARC) should be instructed to carefully review any future applications for horse related structures and their location on Filing 11, Lot 1. The ARC should consider the history of the consolidation and the concerns of neighboring properties. However, the board did want to place a standing, special restriction on the property.

    Tom Willard made the following motion:

    If final approval is granted for the consolidation, the documented board motion to approve it and the possibility of location restrictions on horse related must be recorded against the property at Larimer County at the expense of the current owner – Kelly Fox. This would ensure that future owners of the property would be properly notified of the history and issues surrounding the approval of the consolidation. The remaining steps on the consolidation process include asking Larimer County to change the property number to Filing 11, Lot 38A. Also, the Division of Water Resources will need to approve a "Change in Use" on the existing well permit to allow the watering of two horses.

    Unanimous-motion passed

NEW BUSINESS:

  1. Discussion of date for the Glacier View Meadows Annual Meeting:

    The board agreed that June 20, 2009 would be the best date. Water and Sewer President Frank Winter may not be able to attend on this date, however, there were more conflicts on 6/27/09. Frank Winter moved to set the Annual Meeting date for 6/20/09. Unanimous-motion passed

  2. The manager explained that the two 30,000 gallon water storage tanks in the 12th Filing have not been professionally inspected since 1999 when they were installed. Since the tanks had some coating problems and were repaired in 1999, it would be prudent to hire a professional company to due a detailed inspection. One estimate from Liquid Engineering is $3,110.00 for sediment cleaning, inspection, and final assessment including video. The board agreed that the inspection should be done. The manager is instructed to get two more quotations. The Water & Sewer Budget Committee will be asked to evaluate this expense in the 2009-2010 budget for the 12th Filing account – 003.

PUBLIC INPUT:

A resident asked both boards of directors to consider manure management policies on horse properties as none exists in the GVM governing documents. The concerns are mainly around ground water contamination. The resident also shared information about new Larimer County rules being considered on horse boarding. It was suggested that GVM consider their position and possible rule changes for property owners who have horse lots and board horses belonging to others.

Frank Winter moved to adjourn at 4:00 pm. Unanimous-motion passed

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