Minutes of the Regular Meeting Of the Board of Directors Arrowhead Metropolitan District July 22, 2015
A Regular Meeting of the Board of Directors of the Arrowhead Metropolitan District, Eagle County, Colorado, was held on July 22, 2015, 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.
The following Directors were present and acting:
- Dick Bourret
- Geoff Dreyer
- Bob Rosen
- Chris Matlon
The following Directors were absent and excused:
- Bob Shafer
Also in attendance were:
- Rick Bross, Arrowhead at Vail Association
- Chris Lubbers, Transportation
- Tim Baker, Operations
- Jerry Hensel, Operations (via phone)
- Ken Marchetti, Marchetti & Weaver, LLC
- Matt Jones, Marchetti & Weaver, LLC
Call To Order
The Regular Meeting of the Board of Directors of Arrowhead Metropolitan District was called to order by Chairman Matlon on July 22, 2015, at 3:30 p.m. noting a quorum was present.
Consideration of Changes To the Agenda
The Board reviewed the minutes of the June 24, 2015 Regular Meeting.
After discussion and by motion duly made and seconded it was unanimously
RESOLVED to approve the June 24, 2015 Regular Meeting as presented
The Board reviewed the accounts payable list that was included in the Board pack.
After discussion and by motion duly made and seconded it was unanimously
RESOLVED to approve payment of the items on the accounts payable list with the removal of the bank transfer.
Mr. Marchetti presented the June 30, 2015 financial statements. Mr. Marchetti reported that there were no new changes to the forecast. The Board briefly discussed the road overlays and would like to start updating the 2016 preliminary budget with all capital items so that ending fund balances can be reviewed and it can be determined whether the mill levy should be increased. The Board has requested an updated long range financial plan with all the known updates to be reviewed at the August meeting
The Board briefly reviewed the balance sheet and revenues and expenses for the month. The Board had no further questions.
2016 Road Overlays
Mr. Hensel reported that he had Marcin Engineering update the long term capital improvement plan estimate which was included in the Board pack. The Board discussed the road overlay projects scheduled for 2016, 2017 and 2018. The Board discussed cost savings and economies of scale if all the projects were put together. Mr. Hensel stated that the savings for including all the projects at one time should be in the 10-15%. After a detailed discussion the Board has decided to move all the projects scheduled for 2017 and 2018 in to 2016. Mr. Jones will update the preliminary budget to reflect the schedule in the Board pack.
Vail Ski Bus
Mr. Lubbers joined the meeting to review several items with the planned Vail Ski bus. Mr. Lubbers reported on several problem areas with the current planned service as it has been described. Some of the issues / questions were as follows:
- The current reservation service only takes addresses and not names.
- Enforcement regarding reservations by drivers would not be part of their job description.
- If owners are turned down because the shuttle is full they could get upset.
- How long in advance can someone make reservations?
After discussion with the Board, Mr. Baker and Mr. Lubbers it was determined that AVA security could take reservations for the bus service and be at the bus when they pick up to confirm rider reservations. Homeowners will be able to make reservations 48 hours prior to the shuttle day. The current schedule will be to pick up at the roundabout in the Arrowhead Village at 8:00am and 9:30am to go to Vail and drop off at Lionshead Village and Golden Peak. The afternoon return shuttle will pick up from Lionshead Village and Golden Peak at 2:30pm and 4:00pm. Homeowners on the 8:00am shuttle will be required to return on the 2:30pm shuttle and the 9:30am departure shuttle will be required to return on the 4:00pm shuttle. The service will run on Wednesdays for 13 weeks starting on January 6th. Mr. Jones will work with AVA to have the Vail bus service posted in the fall newsletter.
Mr. Lubbers reported that the bus drivers will record ridership numbers. The Vail service will be included in the transportation bus schedule that Mr. Lubbers prepares as backup for the District’s 2016 budget.
Mr. Hensel reported that the snowmaking project is moving along quickly. Most of the work at the bottom of the mountain is complete and almost all the pipe staging has been moved out of the parking lot on to the Mountain. As the project continues to move up from the Arrowhead base the parking lot staging area will be needed less. The current timeline is to have all the pipes and equipment out of the Arrowhead Parking lot no late than mid-August.
Once the equipment has been removed the Board asked that the parking lot get a seal coat and striping by October.
The Board briefly discussed reviewing the District’s contract with the current engineer and their pricing. The Board would like to have a representative from Alpine Engineering come to the next meeting to review their rates and confirm that the current engineer’s rates are still competitive.
Arrowhead Parking Spaces
Mr. Hensel reported that maps of the parking lot were included in the board pack for review. The current parking lot contains 248 parking spaces with parking spots varying in width between 8’ and 9’. In the updated engineers map the Board could restripe the parking lot making all parking spots 8.5’ to add an additional 14 spots for a total of 262. The Board reviewed the engineer’s map and the drive isles. These additional 14 spots would be considered Arrowhead resident only parking spots. The Board asked Director Rosen to draft a letter agreement to Country Club of the Rockies notifying them of the change. Director Rosen will also draft a letter to Vail Resorts notifying them of the changes to the parking lot and acknowledging that the change does not affect the 246 free parking spots required for the Parking Agreement, Lease and Easement.
The Board requested that Mr. Hensel bring a sample of the “Arrowhead Owner Parking Only” signage to the August meeting for review.
Mr. Hensel reported that the parking lot seal coat and striping will be completed by the end of October.
Mr. Jones will work with AVA to get information on the Arrowhead owner only parking spots included in the fall newsletter.
Arrowhead Playground & Adventure Trail
Mr. Hensel reported that new playground equipment is all installed and that the toddler and teen trail are nearing completion. The next large section of trail should be completed by late August. Most of the equipment on the trails has been installed and the playground fill is being spread. The Board requested that Mr. Hensel get contractor pricing to add one or possibly two restrooms in the playground area. The Board has committed to splitting the restroom cost with AVA but would like to get an actual price to determine what that amount would be.
Mr. Jones reported that he has been in contact with Cynthia Bell in order to set up a website for Arrowhead Metropolitan District and Arrowhead at Vail Association so both websites are similar and have the same feel. Mr. Jones will report back as more progress is made.
Edwards Community Authority
Mr. Marchetti gave a brief report regarding activity at Edwards Community Authority including:
- What is the purpose of ECA? Does it make sense to continue?
- Should the sales tax increase be implemented through Edwards Metropolitan District to fund the Spur Road Phase 2 rather than through an overlapping district?
- Upcoming public meeting for Community input on Edwards Spur Road Phase 2 is to be held on August 27th.
Director Dreyer gave a brief report regarding activity at the Upper Eagle Regional Water Authority including:
- The Traer Creek Tank issue has gone to a forensic engineer to determine fault for the failure of the tank.
- A recent Supreme Court case ruling that backs that the Forest Service cannot claim water rights for water coming from forest service land.
- The updated Authority Agreement has been completed.
The Board reviewed the current action log.
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 22nd day of July, 2015.
Secretary for the Meeting