Of the Board of Directors
Eagle-Vail Metropolitan District
April 16, 2007
A Regular Meeting of the Board of Directors of the Eagle-Vail Metropolitan District, Eagle County, Colorado, was held on April 16, 2007, at 5:00p.m. at The Eagle-Vail Pavilion, 538 Eagle Road, Eagle-Vail, Eagle County, Colorado, in accordance with the applicable statutes of the State of Colorado.
Attendance The following Directors were present and acting:
§ Tom Allender
§ Bob Finlay
§ Cindy Gilbert
§ John Nichols
Director Mielke was absent and excused.
Also in attendance were:
· Kim Ahmad, Operations Manager
· Tamara Milagres, Administrative Assistant
· Ben Welsh, Golf Professional
· Steve Barber, Superintendent
· Ken Marchetti, District Accountant
· Jim Collins, Esq.
· Jeff Layman, EVPOA
· Paul Hields, EVPOA
· Bruce Beckwith, EVPOA
· Kim Bell Williams, EVPOA
· Amy Phillips, Eagle-Vail Resident
· Diane Luppens, Eagle-Vail Resident
· Carl Luppens, Eagle-Vail Resident
· Margo Hields, Eagle-Vail Resident
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 April 16, 2007, at 5:00 p.m. noting a quorum was present.
Minutes The Board reviewed the minutes of the March 15, 2007 Regular meeting, March 29, 2007 Work Session and April 5, 2007 Special meeting. Minor changes were made to the Regular meeting minutes. By Motion duly made and seconded, it was unanimously
RESOLVED to approve the minutes of the March 15, 2007 Regular meeting with changes and to approve the minutes of the March 29, 2007 Work session and April 5, 2007 Special meeting.
Changes to
the Agenda Chairman Nichols requested any changes to the original agenda. Director Gilbert requested an Executive Session after Financial Report to discuss personnel matters.
Staff
Reports -Golf- Chairman Nichols questioned Mr. Welsh as to how it went on the first day of opening the Pro Shop and the Driving Range. Mr. Welsh answered that he has been getting a lot of calls, in comparison with past experience. Mr. Welsh is positive that the Golf Course will gain more interest through out this season. Director Finlay questioned Mr. Welsh how much is the Golf Pass. Mr. Welsh answered that combined costs, including individual Golf Pass and Cart Pass, comes to $1,500.00 for an Eagle Vail resident annual pass.
Director Gilbert mentioned an interest in certain clarifications pertaining to the Food & Beverage paragraph in Mr. Welsh’s report. Mr. Welsh explained that Joanna Levin worked for the past two seasons. Ms. Levin managed the Hole 11 Snack House under the supervision of Mr. Windell. Mr. Welsh and Ms. Ahmad met with Ms. Levin to clarify details about job responsibilities. Mr. Welsh further explained the hours of operation and the food and beverage offerings planned for the season.
Mr. Welsh updated the Board on his conversations and e-mails with the Westin project in Avon. Mr. Welsh will attempt to get a meeting with the General Manager when that individual is hired.
Mr. Welsh informed the Board that there have been minor problems with the driving range coin machine but he is hopeful that the problems have been corrected.
Mr. Welsh announced that Beaver Creek, Red Sky and potentially the Sonnenalp will be joining Vail Valley Golf. Mr. Welsh said that it is a great benefit overall.
-Maintenance- Director Allender questioned Mr. Barber as to the reason that the maintenance cost for the month of April was higher in comparison with any other months or even those of last year. Mr. Barber informed that a in calculating the budget Mr. Barber missed the fact that there were three pay periods in March.
Director Allender questioned Mr. Barber about the head gate at Dowd Junction. Mr. Barber explained that the work would not begin until after the spring runoff.
-Operations- Director Finlay suggested that Ms. Ahmad give an update about moving the District irrigation pipes that go through the River Run Apartments. Ms. Ahmad explained that currently she is working with Alpine Engineering. Mr. Milgram, the owner of River Run Apartments, is working with Eagle Valley Engineering. Director Finlay asked Ms. Ahmad if there is a legal easement. Ms. Ahmad answered that Mr. Milgram believes that there is no easement. Ms. Ahmad explained that the District’s attorneys and engineers are taking care of the situation and has no doubt that the District will not be moving the irrigation pipe.
Director Gilbert questioned Ms. Ahmad if any Parks contract has been signed. Ms. Ahmad answered that interviews have been in progress. Ms. Ahmad stated that costs will not exceed the 2007 budget. Director Gilbert would like know what this individual will do for the District and to see what has been specifically contracted. Ms. Ahmad said that the new contractor will be responsible for spring clean up, power raking, organization, areolation, weekly control, weekly mowing, dog pick ups, etc. Director Gilbert asked what would be done about the parks maintenance. Ms. Ahmad said that the playgrounds would be monitored closely for safety reasons. Director Gilbert asked about the length of the contract. Ms. Ahmad answered that the contractor will be with the District until mid October of 2007 when the irrigation is blown out. Regarding trashcans, Ms. Ahmad informed that the parks have heavy stone containers, but with plastic lid. Ms. Ahmad is researching Bear Saver, which is a company that sells bear proof trash cans. Ms. Ahmad will do research as to how much those trashcans cost, how many the District can afford this year, especially in priority places. Ms. Ahmad said that it will be possible to keep the District within the budget and set a up a plan on changing all the trash cans for coming years. Ms. Ahmad also stated that the skate park will be demolished by the new Parks contractor soon. Ms. Ahmad suggested to the Board members that if they see any problems at the parks, to please contact the office and it will be taken care of immediately.
Ms. Ahmad asked for the Board’s approval to do advertisements again with TV 8 “Outdoor Report”. Ms. Ahmad and Mr. Welsh reviewed the clip and it is current, but TV 8 is able to make any changes, if the District desires. By Motion duly made and seconded, it was unanimously
RESOLVED to approve the usage of $2,250.00 from Discretionary funds for advertising with TV 8 channel.
Financials
Mr. Marchetti started the Financials section referring to the first page of the Financials Section, the summary. Mr. Marchetti said that there is not much activity because it is still early in the year. Basically, the summary shows numbers from the beginning of the 2007 year until the current month of March. Over the weekend, Mr. Marchetti e-mailed out a report that has a longer historic projection. Mr. Marchetti explained that the summary is the big picture in nature, not containing perfectly detailed information. The summary has the Mil Levy rate history the ten mill extension version for operations, Basically, is contains property taxes, golf items and non-golf items, shows the debt service, taxes until the end of 09 and operating expenses for capital. It also shows where the funding has been coming from for the last 5 years or so to cover the debt.
Director Finlay said that basically, the Financial Report shows that everything that we have been doing is a loss. Nothing makes money on operations with exception of the Pavilion. Mr. Marchetti said that our operations are intended to be more for a service for the community then to make profits. Director Finlay said that the recreation used to make money for many years. Ms. Ahmad said that in the past years, the Golf Course sustained not only itself, but all the other facilities as well. Unfortunately the District is at a point where the golf course cannot sustain itself and can no longer sustain the other recreation services.
Payables The Board reviewed the March 16, March 30, and April 13, 2007 Accounts Payable and Payroll. By Motion duly made and seconded, it was unanimously.
RESOLVED to approve the March 16, March 30, and April 13, 2007 Accounts Payable and Payroll.
Executive
Session The Board entered into Executive Session at 5:40 p.m. pursuant to 24-6-402(4) (f) C.R.S.
to discuss personnel matters.
Public
Session The Board returned to public session at 6:00 p.m. and upon return the Eagle-Vail Property Association (EVPOA) Board joined the meeting.
Ms. Phillips started a discussion about the survey, and gave the telephone number of Northwest Council of Government to Ms. Ahmad. Ms. Phillips explained that Northwest Council of Government is one of the government agencies with whom Eagle County and all the towns have hired to do their surveys. Ms. Phillips said that now that Northwest Council of Government has been doing the survey, they can give the District more information especially about Eagle County.
EVPOA
Eagle-Vail Property Owners Association Board members joined the District meeting. Mr. Marchetti handed the Summary Page containing historical information from 2001 to current projects until 2013 and discussed the District Financials.
The two Boards discussed the following matters, golf course costs past and
present, other facility revenues, marketing, price comparisons, management
companies, other options for land rather than golf, long term security vs. stop gap measures, the current mil levy and the November election.
Adjournment There being no further business to come before the Board at this time, by Motion duly
made and seconded, it was unanimously at 8:15 p.m.
RESOLVED to adjourn the Regular Meeting of the Eagle-Vail Metropolitan District Board of Directors on Monday, April 16, 2007.
Respectfully submitted,
Secretary for the Meeting
Statements contained herein are a summary representation of discussions that occurred during the April 16, 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.