April 25, 2018 Minutes

A regular meeting of the Board of Directors of the Arrowhead Metropolitan District, Eagle County, Colorado, was held on April 25, 2018, at 3:30 p.m., at the offices of Marchetti & Weaver, LLC, 28 Second Street, Suite 213, Edwards, Eagle County, Colorado, in accordance with the applicable statutes of the State of Colorado.

Attendance

The following Directors were present and acting:

  • Dick Bourret (via phone)
  • Bob Rosen
  • Bob Shafer (via phone)
  • Thomas Svoboda

The following Director was absent and excused:

  • Chris Matlon

Also in attendance were:

  • Jerry Hensel, Director of Resort Operations, Vail Resorts
  • Ken Marchetti, Marchetti & Weaver, LLC
  • Beth Johnston, Marchetti & Weaver, LLC, recording secretary
  • George Coleman, President of Arrowhead at Vail Association
  • Geoff Dryer, Upper Eagle River Water & Sanitation District (arrived 4:30 p.m.)
  • Amy Schweig, Eagle River Water & Sanitation District
  • Maureen Mulcahy, Eagle River Water & Sanitation District
  • Dillon Drexler, Eagle River Water & Sanitation District

Call To Order

The Regular Meeting of the Board of Directors of Arrowhead Metropolitan District was called to order by Director Shafer on April 25, 2018, at 3:33 p.m. noting a quorum was present. 

Consideration of Changes to the Agenda

There were no changes to the agenda.

Water Efficiency Plan Presentation

Ms. Mulcahy and Ms. Schweig presented the Draft Regional Water Efficiency Plan produced jointly by the Eagle River Water and Sanitation District (ERWSD) and the Upper Eagle Regional Water Authority (UERWA).  The presentation provided an overview of the who the ERWSD and UERWA serves and the background for the Water Efficiency Plan.  Ms. Mulcahy and Ms. Schweig reviewed water efficiency tools tailored to the Arrowhead community, including free irrigation system consultations for owners, and the Plan timeline, requesting comments and questions from the Board.  Ms. Mulcahy stated that the final draft was anticipated to be released in July. 

AVA

George Coleman distributed a written summary Arrowhead at Vail Association Report and then gave a verbal report regarding activity at the Arrowhead at Vail Association:

  • The Design Guideline Update was on schedule for completion by early summer.
  • The newsletter is ready for publication and will be sent out at the end of the week.  They are waiting for an article from the District.
  • The District is being represented by Bob Shafer and Tom Svoboda on the Intercommunity Council.
  • The Strategic Planning Committee and the District have agreed on a site for the proposed AVA pool and the SPC thanks the District for their participation in the process. 
  • The Short Term Rental subcommittee will be meeting in 2 weeks.
  • The events and activities for the summer have been scheduled.
  • A proposal to run a bus from Arrowhead to Bravo this summer has been submitted for the District to review.

HB 18-1181 Update

Mr. Marchetti gave background on Colorado House Bill 18-1181 Non-Resident Electors and Special Districts and summarized the Bill stating that the provisions of the Bill are not mandatory but if a District would like to avail itself of the new provisions it will have to opt in.  The Bill allows non-resident (out of state) owners to vote for Board members but it does not allow then to serve on the Board in a voting capacity or to vote on tax or debt increases.  But the Bill does allow out of state owners to serve on the Board in a non-voting capacity.  General discussion followed with Mr. Marchetti stating that the bill passed the House as written and the Senate with minor changes and was expected to be signed by the Governor. 

Minutes

The Board reviewed the minutes of the March 28, 2018 regular meeting and by motion duly made and seconded, it was unanimously

RESOLVED to approve the March 28, 2018 Regular Meeting minutes with minor corrections for typographical errors as presented.

Accounts Payable

The Board reviewed the accounts payable list included in the packet and after discussion, and by motion duly made and seconded, it was unanimously

RESOLVED to approve the accounts payable list.

Financial Statements

Director Shafer and Mr. Marchetti reviewed the financial statements included in the Board packet.  Mr. Hensel noted that the District has been updating the bus fleet and the new busses were expected to last a few years longer than the current buses.  Mr. Marchetti noted that proceeds from a sales tax approved by the voters in a November election could start collection in July of the following year.  Director Shafer requested that the capital plan be prepared for review at the May meeting.

Sales Tax

Director Shafer reviewed the Arrowhead sales tax planning information included in the packet.  Director Shafer asked the Board to provide additional ideas and let him know if they thought anything was missing.  The Board asked Mr. Hensel to determine the total number of rental units, the average number of days rented per year and an average daily rate to update the sales tax projection estimate.  Director Shafer requested a special meeting and sales tax planning work session be held on Wednesday June 13 starting at 2:00 p.m.  Mr. Coleman said he would start educating the AVA Board on the need for a sales tax.

Road Safety

Mr. Hensel reviewed the speed report included in the packet stating that it showed the new speed signs were effective in getting people to slow down.

Transportation Report

Mr. Hensel reviewed the Transportation report included in the packet stating that these are the final ridership numbers for the 2017-2018 winter season.  Overall, shuttle rider numbers were slightly increased from last season except for the Vail bus which was significantly decreased from the previous season most likely due to the poor early season snow conditions.  The Board discussed the Vail bus usage and agreed it was a good amenity for Arrowhead residents, despite the poor ridership numbers for the 2017-2018 season. 

Operations Report

Mr. Hensel reported that the proposals for the new bus had been received and it was determined to go with the same vendor as last year.  The new maintenance truck was in production and expected to be delivered in the next couple months. 

Mr. Hensel updated the Board on the Cresta Road light project reporting that all of the non-working light bulbs had been replaced but most were still not working.  The next step is to determine if the poles are receiving electricity and determine why the lights are not coming on.  Since the lights are owner responsibility, this work requires owner approval to access the light fixtures, poles, and electric panels.  General discussion ensued and the Board directed Mr. Hensel to provide cost estimates for installing additional light poles on Cresta Road that would be owned and maintained by the District.

Mr. Hensel reported that there was an additional year of warranty on the Cresta Road paving project pushing the warranty period out to May 29, 2019.  Mr. Hensel will be meeting with Alpine Engineering to review the condition of Upper Cresta Rd and determine the remaining life of the road and maintenance options.  Mr. Hensel reported that the parking lot would be seal coated and striped prior to Memorial Day. 

Mr. Hensel relayed to Mr. Watson the Board’s decision on the request for an additional crosswalk and sidewalk as discussed at the March meeting.  Mr. Watson responded that the tennis courts and path were not shoveled in the winter and that the path the Board recommended they use was not properly lit. The Board directed Mr. Hensel to review the area and determine if lighting needed to be added and additional snow removal was required for the path. 

Mr. Hensel told the Board that a 10-year capital plan would be prepared for the May meeting.   

UERWA

Mr. Dreyer reviewed the minutes of the Upper Eagle River Water Authority included in the Board packet discussing in detail the Snowpack Condition and State Publication of Well Sites items.

Action Log

The Board reviewed the current action log.

Future Meetings

The Board confirmed the next meeting would be held May 30, 2018 starting at 3:30 p.m.  Director Shafer requested a sales tax work session be scheduled for June 13 starting at 2:00 p.m.

Executive Session

By motion duly made and seconded it was unanimously

RESOLVED to enter into executive session at 5:00 p.m. pursuant to C.R.S. §24-6-402(4)(e), for the purpose of determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and instructing negotiators.

The board adjourned from executive session at 5:08 p.m.

Adjournment

There being no further business to come before the Board, by motion duly made and seconded, it was unanimously

RESOLVED to adjourn the Regular Meeting of the Arrowhead Metropolitan District Board of Directors this 25th day of April 2018.

Respectfully submitted,

Beth Johnston
Secretary for the Meeting