Of the Board of Directors
Eagle-Vail Metropolitan District
February 15, 2007
A Regular Meeting of the Board of Directors of the Eagle-Vail Metropolitan District, Eagle County, Colorado, was held on February 15, 2007, at 8:00a.m. at The Clubhouse, 431 Eagle Drive, Eagle-Vail, Eagle County, Colorado, in accordance with the applicable statutes of the State of Colorado.
Attendance The following Directors were present and acting:
§ Bob Finlay
§ Cindy Gilbert
§ Bruce Mielke
§ John Nichols
Director Allender was absent and excused.
Also in attendance were:
· Kim Ahmad, Operations Manager
· Tamara Milagres, Administrative Assistant
· Ben Welsh, Golf Professional
· Randy Maddux, Parks Supervisor
· Steve Barber, Superintendent
· Ed Mallot, EVPOA
· Ken Marchetti, District Accountant
· Jim Collins, Esq.
Call to The Regular Meeting of the Board of Directors of the Eagle-Vail Metropolitan
Order District was called to order by Chairman Nichols on February 15, 2007, at 8:00 a.m. noting a quorum was present.
Minutes The Board reviewed the minutes of the January 17, 2007 Regular meeting and EVMD Work Session of the January 23,2007. By Motion duly made and seconded, it was unanimously
RESOLVED to approve the minutes of the January 18, 2007 Regular
Meeting and the Work Session of the January 23,2007 as
presented.
Changes to
the Agenda Chairman Nichols requested any changes to the agenda, there being none the original agenda continued.
Public
Input Chairman Nichols called for public input, there being none, Mr. Maddux began his report.
Staff
Reports Parks – Mr. Maddux began his report with an update on the projects he has been working on. Mr. Maddux mentioned that the winter activities and maintenance are progressing on schedule. Mr. Maddux will start hiring new employees by the end of March and beginning of April.
Director Gilbert questioned Mr. Maddux about extending of the fence at West Park for safety issues regarding winter sledding. Director Mielke believes that further fencing may be problematic. Mr. Maddux and Ms. Ahmad agreed to look deeper into the issues and will bring their decision to the Board in April.
Maintenance- Mr. Barber informed the Board that the snow removal from the greens has begun. Mr. Barber is pleased with the condition of the greens and has found no snow mold or other disease thus far.
Mr. Barber updated the Board on the Master Plan for the golf course. Mr. Barber brought the large golf course map for review. Director Mielke questioned the property lease from Mr. Nottingham and if the property may be available for purchase. Mr. Marchetti explained the Nottingham lease to the Board members and further mentioned that each year the District notifies Mr. Nottingham of its desire to purchase the property.
Chairman Nichols suggested outlining the District boundaries for future reference. Ms. Ahmad mentioned there is a detailed map at Mr. Marchetti’s office clearly showing the inclusions and exclusions that have been made to the District. Ms. Ahmad can have extra copies of that map made and will keep one on file in the District.
Golf- Director Gilbert informed Mr. Welsh that the District website needed updates. Mr. Welsh and Ms. Ahmad have spoken with a new computer technician who will soon be making the corrections to the site. Chairman Nichols suggested the date of March 07th as the completion of updating for the website.
Mr. Welsh updated the Board on the First Tee program, the recent conference in Florida and Vail Valley Golf. Director Gilbert asked if Golf Vail Valley had good results last season and if Mr. Welsh is planning to renew the commitment. Mr. Welsh answered that yes, the Eagle-Vail Golf Course has already renewed the commitment with Vail Valley Tourism Bureau for Vail Valley Golf.
Director Gilbert requested an update on GPS systems for the upcoming season. Mr. Welsh has made arrangements for a cart mounted GPS unit that could either be rented or purchased through the Pro Shop.
Operations – Ms. Ahmad informed the Board about the Property Owners Association (POA) meeting that attended with Chairman Nichols on the 5th of February. Ms. Ahmad reported that the POA was willing to contribute $3,000 for the upkeep of the pedestrian path on an annual basis. Ms. Ahmad also mailed to POA the prices for 2007. Chairman Nichols along with the other Board members suggested that Ms. Ahmad re-approach the POA Board for further payment to cover the 2006 costs of maintaining the path.
Ms. Ahmad explained the plan for re-keying the Clubhouse after many years of misplaced keys. Director Mielke suggested different types of security to re-key the Club House, unfortunately the system that Director Mielke was referring to is too expensive. Ms. Ahmad said that for the total of 29 doors the cost is approximately $500.
Ms. Ahmad mentioned that there have been two interviews with a professional couple interested to run the Mulligans Restaurant. Ms. Ahmad will keep the Board updated as communications continue.
Ms. Ahmad also explained the research that has been done on the building assessments. A draft of those finding was distributed to the Board members
POA
Meeting Chairman Nichols started a discussion on the results from the POA meeting on the 5th of February. Director Nichols explained that the POA would first like to see a mil levy increase and only an HOA increased assessment if there were no other solution. Director Nichols reported on a phone conversation he had with a Town of Avon representative. Director Nichols asked that we consider all questions and prepare answers prior to the POA annual meeting.
Ms. Ahmad was directed to prepare handout documents for the annual meeting for golf, swim, tennis and the financial situation.
Ms. Ahmad suggested an extra meeting later in March or April, in the late afternoon or evening as Director Gilbert had suggested at an earlier meeting. Questions and answers could be continued at such a meeting. The Board agreed to a joint meeting with the POA on Monday March 5th to speak with their Board regarding the presentation.
Chairman Nichols suggested putting Ms. Ahmad’s presentation on power point for a stronger visual presentation.
Legal Ms. Ahmad and Mr. Collins addressed the not fully resolved issue of additional water
rights or cash-in-lieu from The Gates Project (previously known as Chateau St. Claire).
Following discussion and a review of all of the extenuating circumstances and factors, by motion duly made and seconded, it was unanimously.
RESOLVED to consider the water rights issue at The Gates Project as concluded; and that Eagle-Vail would require no further payment.
Executive
Session The Board entered into Executive Session at 10:25 am pursuant to 24-6-402(4)(b) Conference with the District’s Attorney for the purpose of receiving legal advice on a specific legal question.
Public
Session The Board returned to public session at 10:55 am and upon return began the financial report.
Financials Mr. Marchetti began his financial report with a written review of the 2006 year end report. Mr. Marchetti the turned the Boards attention to the components of the fund balances.
Director Finlay suggested that the District should try to book more reservations for the Pavilion. Ms. Ahmad said that in 2006 the Pavilion total rental was high and for 2007 the budget is realistic with the expected numbers.
Regarding truck traffic on Highway 6 Chairman Nichols said the loads were light at this point however road damage must be monitored. Director Mielke will draft a letter regarding the Districts concerns to C-DOT and possibly open a dialog with Senator Taylor.
Payables The Board reviewed the January 19, 2007 and February 1, 2007 Accounts Payable and Payroll. By Motion duly made and seconded, it was unanimous.
RESOLVED to ratify approval of the January 19, 2007 and February 1, 2007 payroll and payable
Adjournment There being no further business to come before the Board at this time, by Motion duly
made and seconded, it was unanimous at 11:15 am.
RESOLVED to adjourn the Regular Meeting of the Eagle-Vail Metropolitan District Board of Directors on Thursday, February 15, 2007.
Respectfully submitted,
Secretary for the Meeting
Statements contained herein are a summary representation of discussions that occurred during the February 15, 2007 meeting, unless otherwise stated or specified, and are not meant to include verbatim dialogues that occurred. In addition, statements made by individual Board members included herein do not necessarily reflect the position or opinion of the Eagle-Vail Metropolitan District or the Board as a whole.