March 27, 2019 Minutes

A regular meeting of the Board of Directors of the Arrowhead Metropolitan District, Eagle County, Colorado, was held on March 27, 2019, at 3:30 p.m., at the offices of Marchetti & Weaver, LLC, 28 Second Street, Suite 211, 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 (via telephone)
  • Tom Howard
  • Bill Roe (via telephone)

Also in attendance were:

  • Jerry Hensel, Director of Resort Operations, Vail Resorts
  • Ken Marchetti, Marchetti & Weaver, LLC
  • Beth Johnston, Marchetti & Weaver, LLC, recording secretary
  • Diane Loosbrock, representative for Arrowhead Vail Association
  • Geoff Dreyer, Upper Eagle Regional Water Authority representative

Call To Order

The Regular Meeting of the Board of Directors of Arrowhead Metropolitan District was called to order by Director Shafer on March 27, 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.

Encroachment Agreement

Mr. Hensel reported that he met with the landscaper for the Wilson’s and reviewed the items addressed in the easement agreement. Discussion on the encroachment agreement continued with Mr. Hensel confirming that all items were set back sufficiently from the road to allow proper snow removal. Following discussion, and by motion duly made and seconded, it was unanimously

RESOLVED to approve the Encroachment License Agreement for 56 Riverbend Ct, Unit A as submitted.

Minutes

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

RESOLVED to approve the February 27, 2019, Regular Meeting minutes as presented.

Accounts Payable

Director Shafer reviewed the Accounts Payable list included in the packet and reviewed the accounts payable process for the Board. Following discussion, and by motion duly made and seconded, it was unanimously

RESOLVED to approve the updated accounts payable list as presented.

Arrowhead at Vail Update

Director Shafer introduced Ms. Loosbrock to the Board. Ms. Loosbrock reported the following activity for the Arrowhead at Vail Association:

  1. A lighting study consultant was engaged and is working with Mr. Hensel to identify areas for improvement. Mr. Hensel gave a report of progress so far explaining that the District would be responsible for any changes or improvements to the Parking Lot lights and the streetlights on Cresta Road. The Board requested that a District representative join the Lighting Committee and Director Riggio volunteered.
  2. AVA is waiting for the proposal from the short-term rental compliance vendor.
  3. AVA is working to enhance transportation within the Arrowhead community by contracting to use the District buses for various summer events with AVA reimbursing the District for all costs of the buses use. Once the dates are finalized, a proposal will be presented to the District.
  4. The Public Service Committee is discussing enforcement and compliance with DRC rules for parking and potential fines.

Director Shafer presented the Strategic Planning Committee reports and Tasks included in the packet and stated that the Committee was soliciting feedback. General discussion continued and Director Riggio agreed to attend the committee meetings to represent the District.

Transportation Report

Mr. Hensel reviewed the transportation report included in the board packet reporting that ridership for the Vail Bus had increased significantly since AVA started sending out reminders. Ridership of the intervillage shuttles was down from last year and Mr. Hensel supposed that more people were skiing back and forth between Arrowhead and other mountain areas due to the good snow on the mountains. The Board discussed feedback received on the bus service so far this season and noted that positive, if any, feedback was received.

Mr. Hensel reported that the app was getting more use however it was still limited in Arrowhead due to spotty cell service. General discussion continued on the cell service in Arrowhead. Mr. Hensel reported that Verizon has increased coverage on the current cell towers and will be coming out to scout other possible areas to add pods and towers to further increase coverage. Discussion continued on possibly adding a tower to the water tank at the top of Arrowhead.

Parking and Roads

Mr. Hensel reviewed the parking lot report noting that less cars were being parked since they were more closely following the parking lot agreement and reserving spaces so Arrowhead owners and residents would not be turned away. General discussion continued on enforcement of overnight parking restrictions.

Discussion turned to staffing and use of plow trucks. The Board discussed requests received for new sidewalks since Arrowhead was originally planned as a pedestrian community. General discussion continued on the potential cost to build and then maintain any sidewalk improvements with a general consensus that no District money should be spent.

Mr. Hensel reported that the roads were being cleared and sweeping was anticipated for the spring.

Financial Statements

Mr. Marchetti reviewed the Financial statements included in the packet noting that very few variances were recorded so far. Mr. Hensel introduced the new bus proposal and Ms. Johnston confirmed that the proposal and letter was distributed via email and via hardcopy to participants at the meeting. Mr. Hensel confirmed that the new bus would replace one of the older buses and that the new bus was the same as the other Arrowhead busses except it had an upgraded chassis. Mr. Hensel confirmed that $60,000 was budgeted for the bus purchase. The Board reviewed the letter accepting the proposal and Director Shafer signed the letter as presented.

Consumer Data Privacy Policy

Mr. Marchetti reviewed the Consumer Data Privacy Policy Resolution included in the board packet explaining that a state statute required Districts to adopt a policy to handle private data. Following discussion, and by motion duly made and seconded, it was unanimously

RESOLVED to approve the Resolution Adopting A Customer Data Privacy Policy.

UERWA

Mr. Dreyer addressed the water tank maintenance plan reporting that a communication was sent out last week and they were finalizing the phase 1 scope of the project. Mr. Dreyer explained that irrigation could not start in the spring until phase 1 of the project is completed on May 28. Mr. Hensel reported that the tank was currently empty and work could start as soon as possible. Discussion continued on confusion with the communication sent out and the potential for phase 1 to take longer than anticipated. Director Shafer inquired if the District was responsible for sending notification of the tank maintenance to Arrowhead residents and Mr. Hensel confirmed that ERW&S was taking care of all communications.

Mr. Dreyer then reviewed the minutes of the Authority included in the packet expounding on the Quarterly Financial Report, The Drought Contingency Planning, Legislative Update, and the Settlement with the Traer Creek Resort Properties.

Action List

The Board reviewed the Action item list contained in the board packet. Discussion on the progress of the action items was had and the Board requested Mr. Hensel present options for the speed sign data, Ms. Johnston to review moving up the Bond refunding due to the recent drop in interest rates, and that the guardrail stain be moved to 2020 with a 4-year stain cycle.

Director Shafer reviewed the new section of the Action list titled Future Meeting Discussion Topics explaining that it was to assist with meeting efficiency by allocating certain topics to future meetings.

Future Meetings

The Board cancelled the April regular meeting and confirmed the next regular meeting would be May29, 2019, starting at 3:30 p.m.

Executive Session

By motion duly made and seconded it was unanimously

RESOLVED to enter into executive session at 5:17 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 6:08 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 27th day of March, 2019.

Respectfully submitted,

Beth Johnston
Secretary for the Meeting