Of the Board of Directors
Eagle-Vail Metropolitan District
May 30, 2007
A Special Meeting of the Board of Directors of the Eagle-Vail Metropolitan District, Eagle County, Colorado, was held on May 30, 2007, at 8:00 a.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:
§ Tom Allender
§ Bob Finlay
§ Cindy Gilbert
§ Bruce Mielke
§ John Nichols
.
Also in attendance were:
· Kim Ahmad, Operations Manager
· Tamara Milagres, Administrative Assistant
· Ben Welsh, Golf Professional
· Ken Marchetti, District Accountant
Call to The Regular Special Meeting of the Board of Directors of the Eagle-Vail Metropolitan
Order District was called to order by Chairperson Nichols on May 30, 2007, at 8:05 a.m. noting a quorum was present.
Mil Levy Chairman Nichols started a conversation about what was discussed during the May 21st Eagle-Vail Property Owners Association (EVPOA) meeting. Chairman Nichols was present at the meeting, as well as Ms. Ahmad and Mr. Marchetti. Chairman Nichols explained that the EVPOA would like to know what is the District’s master plan for the Mil Levy ballot issue, with that informaiton the District can expect the EVPOA’s support at the November Elections.
Director Gilbert mentioned that during the last meeting that the District had with the EVPOA the District Board of Directors explained the critical situation with the age of the buildings, swimming pool renovation, the operating deficit and the District’s need for money to keep the facilities up.
Ms. Ahmad remembered from past meetings the discussion about how difficult is to ask people for money without an exact plan, because the community will ask what the funds are for; what are the plans.
Director Finlay mentioned that the District has the Survey Results that tell what to do, and the next step will be setting up a plan with the projects and cost
Director Allender said that the District can do a graphic of a conceptual plan because the District has expertise in house and with the current staff in house. Director Allender explained that the District needs a new Clubhouse, a pool and better Tennis courts. A new Clubhouse because it is fallowing down and the Clubhouse is in the wrong place. Director Allender said that if the District has outlined a plan, the District will have directions to go and ask for the money. Director Allender showed his own conceptual plan for what the facilities can look like with the future change and shared it with the Directors.
Director Gilbert suggested to contract the second phase with Greenplay, pay them the $36,000.00 and get three of the conceptual plans, and that Greenplay can do evaluations after they present the plans to the community. Director Allender mentioned that Greenplay usually works for parks and the District is a country club. Director Gilbert said that it would be her preference to choose Greenplay to do this process because time is short and Greenplay already knows the community. Director Allender suggested to schedule a meeting with Greenplay this week to show case what the District needs.
Mr. Marchetti said that the Board of Directors should present to the community details of Eagle-Vail’s Plan, because the community needs to participate, that way the community will buy the plan; if the community is not included in this project, it won’t work; the District won’t succeed. Mr. Marchetti suggested to proceed with this process in a professional manner.
Director Allender explained his drawing with the conceptual plan, and the idea is to bring the Clubhouse to the bottom of the hill, having two Tennis Courts, the pool and a cart barn. Director Allender mentioned that the drawing contains what the community needs according to the survey. The Board of Directors agreed. Director Allender suggested to show the drawing to Greenplay and tell them this is what the District is planning and to make sure that those facilities stay open for the community. Director Allender also mentioned that on the drawing, the District will keep all the facilities in one spot: that is what will make the restaurant work: a community center.
Director Finlay asked if the District will have enough money. Mr. Marchetti said that the District needs to do more analyzing and a financial plan needs to be done to dictate the cost of each facilities maintenance, repair or construction.
The Board of Directors started a discussion about the upcoming Elections and Mil Levy question. The Board of Directors agreed to use Greenplay to speak with the community about the Mil Levy question and the Master Plan. Chairman Nichols suggested Director Allender and Director Mielke to meet with Greenplay and talk about the three options of the community set up.
Ms. Ahmad was directed to schedule a meeting with Chris Dropinski, who is a senior principal with Greenplay, with Director Allender, Director Mielke and herself to discuss Master Planning.
Golf
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Mr. Welsh started a discussion about the yardage booklets on the golf carts. Mr. Welsh said that work is currently in progress with Best Approach Yardage Company, and Mr. Welsh has received a special proposal to include yardage booklets for the carts and handheld booklets to sell in the golf shop. Mr. Welsh explained that basically the Golf Course would pay $65.00 per cart (total of 70 carts) and the books are guaranteed for 18 months. Mr. Welsh mentioned that booklets on the golf carts are more cost effective to the Golf Course then to try to do a GPS electrical, besides being better looking then the old books made by another company. Mr. Welsh showed to the Board of Directors the new books. Mr. Welsh said that this is a huge deal and Mr. Welsh would like to hear the Board’s opinion.
The Board of Directors agreed to buy the new booklets for the golf carts and to sell them at the Golf Shop, and the money will be taken out of the regular budget.
Golf Views
Magazine Mr. Welsh informed to the Board of Directors the advertising opportunity that has been brought to the Golf Course by the Windfire Group, which is our Marketing Contractor. Mr. Welsh said that the magazine called Golf Views runs out of Denver and the magazine is well known. Mr. Welsh said that the deal is that the Golf Course would have 3 ads in 3 periodicals plus a cover (each add is a full page) and the total comes to $3,000.00. . Following a full explanation and by Motion duly made and seconded, it was unanimously
RESOLVED to approve the usage of $3,000.00 from Discretionary funds for advertisement with the Golf Views Magazine, full page color ad in 3 editions plus a cover.
Borne
Engineering The Board of Directors started a discussion about the pipe from the head gate to the District. Ms. Ahmad explained that the pipe needs to be totally dry in order to run the camera down through. Ms. Ahmad said that Borne Engineering is more then happy to take a look and evaluate the area.
Ms. Ahmad said that she spoke with Mr. Porzak at the Water Authority meeting regarding catastrophic failure, which is a possibility, and could result in the involvement of CDOT and Eagle County.
Director Gilbert suggested to have someone come here and give us a more a definitive opinion about this situation. Director Finlay suggested Ms. Ahmad call Justin Foy from Borge Engineering and see what they can do for us. Ms. Ahmad will talk with Mr. Foy about what Borne Engineering is planning to do for $6,200.00.
EVPOA
DRC
Swim Pass Ms. Ahmad asked for the Board of Directors opinion / or approval to insure Swim Family Pass for the six Board Members from the Design Review Committee. The Board of Directors approved.
Holland
Pond Ms. Ahmad informed to the Board of Directors that several Eagle-Vail Residents have been complaining about Holland Pond’s critical situation. Ms. Ahmad said that the Pond is filled with silt and the community would like to have the pond cleaned. The Board suggested to put this issue in the Master Plan.
Pavilion
Lower Level
Bathrooms Ms. Ahmad informed to the Board of Directors that the bathrooms located on the lower level of the Pavilion are for the use of the park. Ms. Ahmad said that Ms. Milagres is in charge of opening the bathrooms in the morning and closing the bathrooms when Ms. Milagres leaves. Ms. Ahmad and Ms. Milagres also determined to leave the bathrooms open for the Memorial holiday weekend, but now vandals have graffitied the walls. Ms. Ahmad asked for direction from the Board. The Board of Directors agreed to keep the bathrooms closed during the night and a portable toilet will be available on the weekends and after hours.
Cottonwood
Drive Trees Ms. Ahmad said that today Ms. Ahmad and Mr. Carlson will walk down to Cottonwood Drive to check on the trees, because Mr. Carlson will contract a company to cut the necessary trees and Mr. Carlson wants to check the area to know what the contractor needs to do.
Ms. Ahmad mentioned that previous communications with the residents at Cottonwood Drive made them aware of the situation. If the residents want to keep their trees, the Board of Directors suggested Ms. Ahmad prepare a Liability Agreement that it is not the District’s responsibility if the trees fall into their houses. The Board of Directors suggested Ms. Ahmad write another letter and if the residents do not respond, the District will cut the trees for safety issues, and there is no plan for landscaping.
Communication
Ms. Ahmad informed the Board that the Eagle Vail Property Owners Association (EVPOA) is feeling out of the loop. To give more information and keep the communication between the District, EVPOA and the residents, Ms. Ahmad will be in charge of writing an e-mail every Friday regarding what has happened lately and Ms. Milagres will be in charge of sending the note to the database. Ms. Ahmad said that a long meeting took place with Mr. Mallett and there was discussion about the next newsletter, which is usually in September, but the EVPOA will hold it for October, that way the District can devote it to the Election.
The Board of Directors started a discussion about how the newsletter was in the past, right now the District needs better communication, and maybe the District can contribute along with the EVPOA to share the price of the newsletter and have more info from he District.
Director Finlay suggested to send the Friday updates to the District database and to the EVPOA database.
Adjournment There being no further business to come before the Board at this time, by Motion duly
made and seconded, it was unanimously at 10:05 a.m.
RESOLVED to adjourn the Special Meeting of the Eagle-Vail Metropolitan District Board of Directors on Wednesday, May 30, 2007.
Respectfully submitted,
Secretary for the Meeting
Statements contained herein are a summary representation of discussions that occurred during the May 30, 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.