January 23, 2019 Minutes

A regular meeting of the Board of Directors of the Arrowhead Metropolitan District, Eagle County, Colorado, was held on January 23, 2019, 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:

  • Bob Shafer
  • Thomas Svoboda
  • Vincent Riggio
  • Tom Howard
  • Bill Roe (upon appointment)

Also in attendance were:

  • Jerry Hensel, Director of Resort Operations, Vail Resorts
  • Ken Marchetti, Marchetti & Weaver, LLC (left at 4:30 pm)
  • Beth Johnston, Marchetti & Weaver, LLC, recording secretary (via telephone)
  • Dan Gallagher, President of Arrowhead Vail Association
  • Paul Gorbold, Sr. Manager Guest Transportation, Vail Resorts
  • Geoff Dreyer, Upper Eagle Regional Water Authority

Call To Order

The Regular Meeting of the Board of Directors of Arrowhead Metropolitan District was called to order by Director Shafer on January 23, 2019, at 3:30 p.m. noting a quorum was present. No conflicts of interest were disclosed.

Consideration Of Agenda

There were no changes to the agenda.

Public Input

There was no public input.

Minutes

The Board reviewed the minutes included in the Board packet and, after review, by motion duly made and seconded, it was unanimously

RESOLVED to approve the November 28, 2018, Regular Meeting minutes as presented.

24-hour Posting Resolution

Mr. Marchetti reviewed the meeting posting notice resolution and explained the resolution was required by state statute each year. Following discussion, and upon motion duly made and seconded, it was unanimously

RESOLVED to approve the Resolution Regarding Posting Notices for Meetings designating the 24-hour posting location as the Country Club of the Rockies.

Accounts Payable

The Board reviewed the Accounts Payable list included in the packet. Ms. Johnston reported that the report included December and January invoices and that no additional invoices had been received since the report was distributed in the packet. Following discussion, and by motion duly made and seconded, it was unanimously

RESOLVED to approve the updated accounts payable list as presented.

Appointment of Director

Director Shafer introduced Mr. Roe and reported that his resume had been distributed to the Board prior to the meeting. Mr. Roe gave a review of his background and his interest in filling the District board seat vacated by Mr. Rosen. Director Shafer announced that Robert Warner also expressed interest in filling the vacant Board seat and that Mr. Warner’s letter of interest was circulated to the Board. Director Shafer reported that he and Mr. Warner had a phone conversation prior to the meeting about the board position, Mr. Warner’s interest and his background. Ms. Johnston noted that both candidates were eligible to sit on the Board. General discussion followed and upon motion duly made and seconded, it was unanimously

RESOLVED to appoint Mr. William Roe to fill the vacancy on the Arrowhead Metropolitan District Board of Directors.

Director Shafer, President of the Board of the Arrowhead Metropolitan District, administered the Oath of Office to Director Roe. Director Roe joined the meeting as an acting Director. Following further discussion, and upon motion duly made and seconded, it was unanimously

RESOLVED to elect Director Roe to the office of Assistant Secretary & Assistant Treasurer.

Parking and Roads

Mr. Hensel reviewed the parking report included in the board packet reviewing the numbers and explaining the significance. Directors Shafer and Howard requested more information on security staff procedures in regard to the parking lot and enforcement and general discussion continued on parking policies, overnight parking, and enforcement options. Mr. Hensel said he would work with his staff and that there were no complaints to date from any residents or owners.

Mr. Hensel reported that the cloud subscription that was included with the speed signs expired at the beginning of January 2019 and the renewal was included in packet along with a report on the benefits of the subscription. Discussion followed on the need for the subscription, possible revenue opportunities to offset the subscription cost, and other options for accessing the data provided by the signs. The Board requested that Mr. Hensel research manual download options and report his findings at the next meeting.

Director Riggio requested additional information on plowing policies. Mr. Hensel reported that they were in the process of changing plowing of the main Arrowhead roads, including Cresta Road, from after 7:00 am to no later than 6:15 am. General discussion on plowing procedures, policies and solutions to address iced over roads continued with the Board requesting an update from Mr. Hensel at the next meeting.

Exhibit E to Vail Resorts Operations Agreement

Mr. Hensel reviewed the Exhibit E to the Vail Resorts Operations Agreement explaining that it covers a percentage of his work vehicle costs. Mr. Hensel confirmed that the reimbursement amount was included in the Operations Agreement with Arrowhead for the past several years however the special Agreed Upon Procedures audit revealed that the Exhibit was missing. Discussion on the Exhibit continued with questions on the CPI increase and how the amounts were calculated. Mr. Hensel said the breakdown included with the Exhibit in the packet was a summary and he would provide a detailed schedule with actual costs for the next meeting.

Transportation Report

Mr. Gorbold reviewed the transportation report included in the Board packet explaining that the on-demand rides are up and inter-village rides are down most likely due to Arrowhead lift opening later in the season last year. Mr. Gorbold reviewed the requests for the 7:30 am shuttle start noting there was a demand for the service and recommended that the service be continued throughout the remainder of this season.

Mr. Gorbold reviewed that on-demand app usage was lower in Arrowhead than other communities due to unforeseen dead zones in the cellular service causing negative impacts to the guest experience and effecting accuracy of shuttle arrival time updates. Mr. Gorbold reported that they have been doing cell phone signal testing to find a solution. General discussion ensued on cell service issues within Arrowhead and possible solutions and options to improve service overall. The Board requested to continue discussion of this issue at the next meeting.

Operations Report

Mr. Hensel reported that Eagle River Water and Sanitation District (ERW&S) will be doing a reconditioning of the water tank in Arrowhead and will be limiting irrigation water availability in May and October. No restrictions will be made to residential domestic (in door) water usage.

Arrowhead at Vail Update

Mr. Gallagher introduced himself as the new president of the Arrowhead at Vail Association and reported the following:

  1. Committee process with AVA have around 110 people on 8 or 9 committees with new chairmen of the committees.  Dan will provide details of committees as soon as it is finalized.
  2. They put money in for a “gate study” with $20,000 budgeted to look at new technology.  Public safety committee (Coby Kenney, replacement for Jim Clancy) is looking at this
  3. Short term rental regulations, working on policy, need to send proposed policy to community before it can be adopted by the Board.  They are getting a bid from the company that Beaver Creek and Bachelor Gulch uses to monitor short term rentals.
  4. Lighting Study – looking at areas that may not be safe and also looking at lighting aesthetics.  Considering LED technology as they are evaluating this.
  5. Econ Development – Bob S will report on this later in the meeting.
  6. Chad Hollingsworth, a new AVA board member, has experience in short digital communications as opposed to the current eight-page newsletter and was working to produce a more consolidated, readable newsletter.

Economic Development Update

Director Shafer presented the Agreement to Develop Marketing, Communications, and Community Building Strategy prepared by District counsel noting that the Board approved the expense with the budget. After review and discussion, and upon motion duly made and seconded, it was unanimously

RESOLVED to approve the Agreement with Arrowhead at Vail Association as presented.

Financial Statements

Director Shafer and Mr. Marchetti reviewed the financial statements noting the District ended 2018 favorably and added to the fund balance. General discussion on specific line items on the financial statements and or year-end ensued.

Action Log

The Board reviewed the current action log. Mr. Hensel reported that the tennis area lighting was installed and snow was being removed as needed from the area.

Future Meetings

The Board confirmed the next regular meeting would be February 27, 2019, starting at 3:30 p.m.

UERWA

Mr. Dryer reviewed the November and December minutes included in the packet expanding on the Drought Contingency Planning, CDOT West Vail Pass Project Open House, and on-going discussions on possible consolidation of ERWSD and UERWA.

Executive Session

By motion duly made and seconded it was unanimously

RESOLVED to enter into executive session at 5:30 p.m. pursuant to C.R.S. §24-6-402(4)(e), 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 6:00 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 23th day of January, 2019.

Respectfully submitted,

Beth Johnston

Secretary for the Meeting