Minutes of the Regular Meeting Of the Board of Directors Arrowhead Metropolitan District October 24, 2018
A regular meeting of the Board of Directors of the Arrowhead Metropolitan District, Eagle County, Colorado, was held on October 24, 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.
The following Directors were present and acting:
- Bob Shafer
- Thomas Svoboda
- Vincent Riggio
- Tom Howard (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
- Geoff Dryer, Upper Eagle River Water & Sanitation District (arrived 4:45 p.m.)
- George Coleman, President of Arrowhead Vail Association
- Bill Roe, owner 107 Windermere Cir (via telephone)
- Terry Scanlon, owner 135 Windermere Dr (arrived 3:45 pm)
- Paul Gorbold, Sr. Manager Guest Transportation, Vail Resorts
Call To Order
The Regular Meeting of the Board of Directors of Arrowhead Metropolitan District was called to order by Director Shafer on October 24, 2018, 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.
Director Shafer introduced Mr. Roe as a potential Board member to fill the seat vacated by Director Rosen’s resignation.
Arrowhead at Vail Update
Ms. Johnston verified that the Arrowhead at Vail Association Report provided by Mr. Coleman had been distributed to Board members via email and hard copy at the meeting. Mr. Coleman briefly reviewed the report and asked if there were any questions. General discussion of a possible increase to the RETA was had with Mr. Coleman stating the AVA Board was just beginning to discuss the change. Director Shafer gave background on the Inter-Community Council meeting and encouraged the Board to review the update provided by Mr. Coleman since the District was including funds in 2019 budget.
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 September 26, 2018 Regular Meeting minutes as presented.
Transportation Rate Breakdown
Directors Shafer and Howard reviewed the background of the request for a detailed breakdown of the transportation hourly rate used for the seasonal Vail Resorts Transportation agreements. Mr. Gorbold reviewed the Memo included in the Board packet explaining the per hour breakdown and that the detailed services were included in Exhibit A of the Transportation Agreement. There was general discussion of the charges that feed into the rate and how Vail Resorts reached its final per hour rate for the Agreements.
Transportation Agreements For 2018/19
Mr. Gorbold opened the discussion on the proposed Arrowhead shuttle 2018-2019 transportation service agreement noting that there were estimates for both an 8:00 a.m. start and a 7:30 a.m. start. The Board discussed the agreements, reviewing the service dates and benefits of the earlier bus start time. There was also discussion on running the shuttle until 11:30 p.m. on weekend evenings or partnering with another evening shuttle service, with Mr. Hensel noting that he had already approached Arrowhead Property Management and was waiting to hear back. Following discussion, and upon motion duly made and seconded, it was unanimously
RESOLVED to approve the Arrowhead Shuttle 2018/2019 Transportation Agreement with a shuttle start time of 7:30 a.m.
Director Shafer opened discussion on the Beaver Creek Shuttle and Mr. Gorbold reviewed the detail of the Intervillage Transportation Agreement. Following discussion of service dates, and upon motion duly made and seconded, it was unanimously
RESOLVED to approve the 2018/2019 Intervillage Transportation System Agreement.
The Board reviewed the Accounts Payable list included in the Board packet and, following discussion, and by motion duly made and seconded, it was unanimously
RESOLVED to approve the accounts payable list as presented.
Director Shafer gave background on the special sales tax election and Ms. Johnston reviewed the election calendar noting that ballots had been mailed on October 15. Mr. Marchetti distributed a letter received from the State of Colorado announcing significant changes to how the state would collect sales tax effective December 1, 2018. Mr. Scanlon opened discussion on the District’s communication with residents and owners on what items Arrowhead sales tax would be applicable, if the ballot measure passed. General discussion followed on the newly adopted sales tax collection rules and the District’s communications about the Arrowhead sales tax. The Board requested a legal opinion given the new information and its effects on the Arrowhead sales tax, if the measure passed.
Sales Book & Financial Statements
The Board reviewed the sales book included in the packet. Mr. Marchetti reviewed the financial statements included in the packet. Discussion was had on overall increases to expenses and refinancing the remaining bonds.
Mr. Marchetti stated the meeting had been published as the public hearing to adopt the 2019 Budget. Mr. Marchetti reviewed the proposed 2019 budget for the District. The Board requested that the sales tax revenue for 2019 be removed and the transportation amounts be adjusted following the discussions earlier in the meeting. There being no further input, the budget hearing was closed. Upon motion duly made and seconded, it was unanimously
RESOLVED to approve the Resolutions to Adopt the 2019 Budget as presented with removal of the sales tax revenue, adjustments to the transportation lines, and to other minor adjustments that may occur; and
FURTHER RESOLVED to approve the Resolution to Set the Mill Levy at 18.50 with 10.074 mills for operations and 8.426 mills for debt service; and
FURTHER RESOLVED to approve the Resolution to Appropriate Sums of Money for spending in 2019.
Mr. Dreyer reviewed the September minutes of the Upper Eagle River Water Authority included in the Board packet. Mr. Dreyer announced a joint informational meeting open to the public to address the comprehensive overview of the western, southern, and Mexico water basins and to discuss future water issues, encouraging someone from the District to attend.
Mr. Hensel reported that the mill and overlay of the McCoy entry and seams was completed to satisfaction and came in under budget.
Mr. Hensel informed the Board about a new incident log report to be completed by security staff to increase accountability and follow up on complaints. The report would be included with the monthly AVA reports. Mr. Hensel also reported that staff was receiving training to improve the service level within the community.
The Board reviewed the current action log, noting most items were closed.
The Board confirmed the next regular meeting would be November 28, 2018 starting at 3:30 p.m. The Board reviewed the 2019 proposed meeting calendar and requested that the October meeting be moved to the fifth Wednesday of the month. After discussion and upon motion duly made and seconded, it was unanimously
RESOLVED to approve the 2019 meeting calendar as presented with the October 23 meeting moved to October 30, 2019.
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 24th day of October 2018.
Secretary for the Meeting