GLACIER VIEW MEADOWS ROAD AND RECREATION ASSOCIATION WATER & SEWER ASSOCIATION JOINT MEETING MINUTES August 20, 2014

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1 GLACIER VIEW MEADOWS ROAD AND RECREATION ASSOCIATION WATER & SEWER ASSOCIATION JOINT MEETING MINUTES August 20, 2014 ATTENDANCE: Water and Sewer (W&S) Jim Petrie President (absent) Ed Baron Vice-President Ron Ames Treasurer Ginny Blanz Secretary David Birks Director Road and Recreation (R&R) Linda Adams President Don Herman Vice-President A.J. Shilling Treasurer Dan Barbour Secretary Jere Wallack Director STAFF: Steve Horsmon - Manager Mary Keller Secretary CALL TO ORDER: Linda Adams, President, Road & Recreation Board, called the Joint Meeting to order at 3:02 p.m. All were present except Jim Petrie, who was excused and a quorum was established. AMEND AGENDA: No Amendments REVIEW MEETING MINUTES DATED: May 21, Linda Adams, President, Road & Recreation moved to accept the May 21, 2014 minutes as written. Unanimousmotion passed. Note: Jere Wallack, Dan Barbour, Ron Ames and David Birks are newly elected Board members and were not present at the May meeting. TREASURER S REPORT: Water & Sewer Association Ed Baron, Vice President, Water and Sewer Association, presented the report. Water & Sewer completed the 10 th month or 83% of the fiscal year. Consolidated total income is at 100% and consolidated total expenses are at 85%, total transfers to Capital are $42,000. Road & Recreation Association AJ Shilling, Treasurer, Road & Recreation Association, presented the report for the Road & Recreation Association. Road and Recreation completed the 1st month or 8.3 % of the fiscal year. Total general income is at 96 %, total expenditures are at 9.98%, trash budgeted income is at 88% and trash expense is at 10.2%.

2 MANAGER S REPORT: Steve Horsmon, G.V.M. Manager, presented the Manager s report: (Inserted below) General Office, Personnel, and Budget Updates A. See past due collections summary at the end of this report. B. Alison Pettofrezo (CPA) will be starting the Agreed Upon Procedures financial review this in September. Due to Water & Sewer billing and preparation time, we could not be ready in August as planned. Her proposal was approved by the board and she has been given the signed engagement forms. C. This month s educational article is about Executive Sessions and the rule governing them. Road and Recreation Association A. Completed road grading on Iron Mtn, Mt. Champion, Mt. Harvard, Mt. Moriah, Arikaree, Montcalm, Eiger, Meadow Mtn, Mt. Audubon, Open Meadow, and Bald Mtn. B. New recycled asphalt has been applied to sections of Bald Mtn. Dr., Culebra Dr., Mt Fisher Ct., and Montcalm Dr. Upcoming applications will be on Iron Mtn. Dr., and a number of courts needing attention in bad spots. C. Community work day was a big success with 17 volunteers. Lots of painting and cleaning got done. Many thanks to the Glacier Gals for making it fun and nutritious! D. Completed mowing 4 large greenbelts to help the grass health, weed control, and fire prevention. Planning to mow the Gate 3 greenbelt again this month. Water & Sewer Association A. The 12 th Filing water system is showing erratic usage on the high side. We have been doing pressure tests to isolate possible leaks. We also plan to install a master outgoing flow meter from the storage tanks. We need a meter to be able to see the flow patterns over 24 hrs. and to monitor usage without relying solely on well pumping numbers. B. Jim Petrie, Ed Baron and our operations team met with water engineer, Boyd Hanzon, to review his work on the evaporation pond design proposal and cost estimate. We looked at the possible site locations and talked about construction details. There are still lots on unknown variables. We need to get some more water tests done on the nature of the discharge from Ion Exchange. C. Ralph Goble set up a meeting with a lightning mitigation expert from Boulder to evaluate our water treatment plant protection systems. There were many proposals made that may improve our risk of losing communication components in lightning storms. The biggest finding is that our ground rods need to be improved significantly to allow voltage surges to dissipate more quickly to ground. The proposed grounding system uses internal salts, is buried horizontally, and starts around $800. We would need at least two of these, one for the 12 th Filing storage tanks and one for the 7 th Filing storage tank.

3 D. All required actions for the Wastewater Treatment Plant state inspection have been completed and are closed. ROAD & RECREATION COLLECTION REPORT: End of July 2014 Previous year comparison: Dues Billed: $339, Dues Billed: $338,450 Amount Collected: -287,157 Amount Collected: -296,281 85% $ 52,343 88% $ 42,169 Total Amounts Past Due: Total Amounts Past Due: July 31, 2013: $91,514 July 31, 2014: $77,253 Aug 31, 2013: $79,191 Sept 30, 2013: $69,816 Oct. 31, 2013: $67,911 Nov. 30, 2013: $55,137 Dec. 31, 2013: $53,520 Jan. 31, 2014: $48,581 Feb. 28, 2014: $46,646 Mar. 31, 2014: $39,749 Apr. 30, 2014: $36,989 May 31, 2014: $35,366 June 30, 2014: $31,588 Doubtful Accounts: (On payment plans or turned over to attorney.)

4 WATER & SEWER COLLECTION REPORT: End of July 2014 Previous year comparison: Dues Billed: $117, Dues Billed: $118,233 Amount Collected: 98% -114,835 Amount Collected: 98% -115,522 $ 2, CS 002 Fees: $153, CS 002 Fees: $152,490 Amount Collected: 90% -137,616 Amount Collected: 88% -141,839 $ 15, CS 003 Fees: $30, CS 003 Fees: $ 32,084 Amount Collected: 95% - 28,849 Amount Collected: 96% $-30,830 $ 1, : $19,378 Total Dues & Fees to be collected: Total Amounts Due: Total Amounts Due: Oct. 31, 20112: $157,211 Oct. 31, 2013: $157,081 Nov. 30, 2012: $134,145 Nov. 30, 2013: $132,531 Dec. 31, 2012: $121,868 Dec. 31, 2013: $104,155 Jan. 31, 2013: $104,155 Jan. 31, 2014: $102,662 Feb. 28, 2013: $ 91,093 Feb. 28, 2014: $ 87,855 Mar. 31, 2013: $ 80,355 Mar. 31, 2014: $ 70,263 Apr. 30, 2013: $ 70,595 Apr. 30, 2014: $ 65,156 May 31, 2013: $ 61,925 May 31, 2014: $ 53,320 June 30, 2013: $ 48,990 June 30, 2014: $ 42,588 July 31, 2013: $ 40,962 July 31, 2014: $ 31,938 Aug. 31, 2013: $ 33,479 Sept. 30, 2013: $ 28,623 Doubtful Accounts: (On payment plans or turned over to attorney.)

5 OLD BUSINESS: A. Options and Opinions on the washboard road presentation from the July 16th meeting. Collin Klepfer presented a report on a product made of playground material (much like rubber mulch) that he believes will reduce the washboard effect on GVM roads. Collin asked the board (at his cost) to allow his company to use this product on a test area in Glacier View Meadows. The boards voiced concerns about engineering, road maintenance, EPA guidelines and cost. After careful consideration the Boards decided to decline this opportunity. Jere Wallack, Road and Recreation, moved to send a letter of decline to Mr. Klepfer, thanking him for his time. David Birks, Water & Sewer 2 nd. Unanimous-Motion Passed. NEW BUSINESS: A. New Board Member Orientation 1. Clarify roles and responsibilities 2. Goldberg s Rules of Order 3. Executive Sessions Rules 4. Meeting attendance 5. Code of Conduct - Signature Orientation packets and Board books were given to the newly elected Board of Directors. Refresher packets were given to the rest of the Board. Steve Horsmon, asked the Directors to review the By-laws and come back with questions and/or concerns. The Directors that were in attendance reviewed the Board of Directors code of Conduct and signed the agreement page. PUBLIC INPUT: A.J. Shilling suggested everyone attend the Fire District Board meeting held on the 3 rd Monday of the month at 4:00 pm and take an active interest in the financial status of the District. The Fire District will hold an open house on September 1 st. Stop by after the Pancake Breakfast to meet Glacier View firefighters, learn about the equipment & vehicles, see the helicopter and meet the attending crew members. A Board member suggested putting the Board of Directors Code of Conduct on our web site. The manager agreed to do so. There are several new property owners in Glacier View Meadows (57 transfers since January 2014). There were suggestions on ways to meet and educate new residents. I.E., have a greeter at the recycling and trash area, have a list of mentors who would help new members become familiar with Glacier View Meadows, set up a Meet the Glacier View Manager Day. Linda Adams, moved to 4:04 pm. Unanimous-motion passed.