MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CASTLE PINES METROPOLITAN DISTRICT

Transcription

1 MINUTES OF A REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE CASTLE PINES METROPOLITAN DISTRICT Held: Monday, November 19, 2018, 7:30 a.m., at 5880 Country Club Dr., Castle Rock, Colorado A regular meeting of the Board of Directors of the Castle Pines Metropolitan District, Douglas County, Colorado, was called and held as shown above and in accordance with the applicable statutes of the state of Colorado, with the following Directors, constituting a quorum, present and acting: Bill Calhoun via teleconference Joe Gschwendtner Rick Huser Dick Munday Craig Sundquist Also present were: Jeff Coufal, Jacob Gabel, LeAnna Gonzales, Phil Hunt, Sue Mantz; District Staff; Lori Strand, District Counsel, Fairfield and Woods, PC. Potential Conflict of Interest Disclosures District Counsel Strand stated that none of the Directors reported a conflict of interest as to matters on the agenda so no disclosures were filed with the Secretary of State s Office. Approval of the Agenda Director Sundquist made a motion to approve the agenda as presented, seconded by Director Gschwendtner. The Board unanimously approved the agenda. General District Matters Director Munday shared that he has taken more interest in Castle Pines North Metro District and how they hold their board meetings. He will be attending their meeting this evening. Mr. Coufal updated the board that Ms. Frainier is recovering well and working on a date to return to work. Mr. Hunt shared that Mr. Jason LeTellier recently has a sudden passing of a family member. Guest Introductions / Comments from the Community Director Munday welcomed Ben Johnson with Black & Veatch, presented to the Board its proposal to prepare the Strategic Business Surface Water Plan for the District; Mr. Tom Simms, homeowner and President of Chateau Ridge Homes Association and CJ Kirst with 1

2 McKay Productions, discussed the Refuge project. Safety Report Mr. Hunt reported that the monthly Grainger training continues, he had a tailgate meeting with field staff and discussed the importance of making sure that the on-call staff is resting properly during snow removal. ACTION ITEMS Approve the Contract with Black and Veatch for the Strategic Business Surface Water Plan Director Huser made a motion to approve the contract with Black and Veatch to prepare the Strategic Business Surface Water Plan, seconded by Director Sundquist. Director Calhoun and Mr. Coufal met with Mr. Ben Johnson to develop a scope of work with Black and Veatch that builds off the work that Tetra Tech had done. Mr. Johnson has prepared a scope of work as discussed with Mr. Coufal and Director Calhoun and it is included in the packet. Mr. Johnson is spending more time looking at risks of water supply alternatives, long-term risks for sustainability, scheduling risks (with other water entities/neighbors). Start by broadening the scope, considering all alternatives. Second, create a dashboard with triggers based on demands, production, treatment, and population. Using a level 4 cost estimates will help in comparing alternatives and then costs developed for budgeting. The alternatives that rise to the top would then be considered for capital costs. Director Calhoun asked if there will be a cash flow analysis, and Mr. Johnson replied in the affirmative. Director Calhoun hasn t seen Ms. Strand s mark-up of the contract yet. Ms. Strand stated that the contract in the packet is the original and she will be redlining. Director Calhoun asked if there was any contingency in the pricing, and Mr. Johnson replied that there is a 5% contingency. A vote was called and the motion to approve the contract, subject to Ms. Strand s and Mr. Calhoun s approval, passed unanimously. Approve the Minutes from the September 18, 2018, Special Board Meeting Director Munday made a motion to table the minutes from the September 2018, Special Board Meeting, seconded by Director Sundquist. The minutes need additional clarification and revision and will be brought back to the board. Approve the Minutes from the September 26, 2018, Regular Board Meeting Director Sundquist made a motion to approve the minutes from the September 26, 2018, Regular Board Meeting, seconded by Director Gschwendtner. A vote was called and the motion passed unanimously. Approve the Minutes from the October 24, 2018, Regular Board Meeting Director Sundquist made a motion to approve the minutes from the October 24, 2018, Regular Board Meeting, seconded by Director Munday. A vote was called and the motion passed unanimously. Approve the Minutes from the November 8, 2018, Special Board Meeting Director Sundquist made a motion to approve the minutes from the November 8, 2018, Special Board Meeting, seconded by Director Munday. 2

3 Approve the October 2018 Payables Director Gschwendtner made a motion to approve the October 2018 payables, seconded by Director Sundquist. Staff met with Director Gschwendtner to review payables including payroll and manual checks, totaling $623, Ms. Mantz reviewed and answered questions regarding the following invoices from the following vendors: All the Way Construction, Armstrong Sweeping, Backflow Tech, Brannan Sand & Gravel, Castle Pines Urgent Care, Fairfield and Woods, P.C., Gades Sales, Herns Enterprises, Martin Marietta, Sedalia Landfill, Trout Raley Montano Witwer & Freeman P.C., and Visual Environments. Ms. Mantz noted that the manual checks have two months of expenses for Health Benefits. Director Gschwendtner requested that we receive more details on the Jehn bills. Director Calhoun asked if Mr. Scott Clark could come to a meeting and report on the bulleted items listed in his work summary. Mr. Coufal said that Mr. Clark would be invited to attend the board meeting once a quarter to give an update. We will set aside one hour during the February 2019 meeting. A vote was called and the Board unanimously approved payment for the October 2018 expenses in the following amounts: General Fund $294,118.02, Enterprise Fund $279, and manual checks $49, Staff did not present a Revenue & Expenditure Report this month. Committee Updates Liaison to PCWRA Director Munday had no update. CPHA Liaison Director Sundquist - Castle Pines Homes Association Update Director Sundquist reported that Gate 4 is now open. Beautification & Enhancement Committee Director Gschwendtner said the Beautification Committee met on November 7 th and handed out the agenda from the meeting. It listed 18 areas needing improvement in the Village. They worked on new ideas and updates. Comments from the community have been that the Village looks as good as they have ever seen. Director Munday suggested that committee consider discussing the possible Village fencing issue. Amended & Restated Service Plan Committee Director Munday said we have put money in the budget to update or revise the Service Plan in A large part is updating it to legal standards and we would need a workshop to review and consider new items; Ms. Strand agreed. Long Range Planning Liaison Long Range Water Master Plan Director Calhoun had no additional report. Ad Hoc Committee - Director Gschwendtner had no report. Contracts Committee Director Calhoun Director Calhoun had a memo handed out regarding his different viewpoints of the purpose and the use of contracts. Director Calhoun said the District should look at what has been done in the past, what is currently happening and 3

4 establish processes, policies, and procedures for contracts. He also stated that we should develop templates that are user-friendly. Director Calhoun also supports in-depth reviews at the end of projects to evaluate what was done well and areas for improvement. Water Conservation Committee Director Gschwendtner handed out an overview of the Water Conservation Committee, and the items discussed at their October 24 & November 6 th meetings. The committee discussed that the best way to help the sub-associations is to offer the District s services and offer a free annual technical evaluation of their irrigable areas. Director Gschwendtner stated that additional funds were earmarked in the District s 2019 budget for smart controllers and conservation rebates. Director Sundquist mentioned that the next couple months will be used to develop a plan. RECESS DISCUSSION ITEMS Confirm Monday, December 10, 2018, Board Meeting at 7:30 a.m. - The Board confirmed the Monday, December 10, 2018, Board Meeting at 7:30 a.m. Director Sundquist requested to change the March 2019 meeting to March 20 th. Discuss the 2019 Draft Budget Ms. Mantz reviewed the draft budget, stating that some line items are still in draft form. There was discussion regarding new projects in the non-capital cap, the Orofino concrete road replacement. Certain panels near the circles in the subassociation will be removed and replaced. Mr. Hunt stated that the High-Density Bond treatment in 2019 will complete the collector roads. By 2020 we could spend $500,000/year and maintain the roads at a rating of 94, our current overall rating is Ms. Mantz noted that this draft assumes that the District will receive the revenue for the Wastewater Treatment Service in 2018, as well as the purchase of the Land for the Storage Tank and Sand Storage area. Proposed 2019 Organizational / Staff Goals Mr. Coufal presented a list of Organization & Staff goals for Director Sundquist commented that the 2019 project goals are critical projects for the District, those being the stormwater plan and getting into compliance, continuing to working on unaccountable water, staff training, and I&I program. Director Munday commented that the District should also add a near-term assessment of the organizational needs. Staff Reports Operation s Report Mr. Gabel reported that his research on the interceptor sewer line is progressing, and he is currently waiting on a dollar amount for the 2019 budget from Global Underground. He also met with the Town of Castle Rock last week and they mentioned an alternate option, run a parallel line to be used in conjunction with the existing line. Mr. Gabel is going to set up a meeting with Jeanie Stevens from the TOC to get some advice on the process. It has the potential to be less expensive than pipe bursting and would not require that we submit to the State. 4

5 Mr. Gable will also be working on traffic mitigation along the Country Club Pkwy corridor. The speed range through that corridor is mph. Mr. Gabel is looking at different options for speed mitigation such as a center median, island or chicanes which are structures on the outside edges of the road. Mr. Gabel continues to work on the I&I study. He has deployed one itracker and he needs 7 days of data before he can review. Director Sundquist inquired about the reported diesel spill at the Golf Club and Mr. Hunt reported that Jason LeTellier responded to the call, as well as the fire department, and all applicable entities were notified. Mr. Hunt shared that Mr. Mark Larson from the Homes Association had asked the District to assist in the removal of the walking bridge over the drainage swale behind the Caldwell Banker building, as it had been condemned and could no longer be used. The District removed the bridge. Director Calhoun asked if the TOC had sent the District a term sheet on the reservoir transfer. Mr. Coufal responded that they have not and that the Board would discuss this later in the meeting. Administration Report - Ms. Mantz had no additional information to report. Water Conservation Water Usage Report Ms. Mantz reported the District is running over budget for the year. Director Munday asked what is urban commercial. Staff explained that it is the commercial area at Happy Canyon Road and Santa Fe. Director Munday also asked how much water Cherokee Ranch has used and questioned that it is much higher than was originally agreed. Mr. Coufal agreed and stated that Cherokee Ranch has a leak somewhere. Attorney s Report Ms. Strand reported that Mr. Jack Vickers executed the intergovernmental agreement for wastewater service and the purchase agreement for the sand storage and water tank sites. They are ready for the District s execution. Mr. Carpenter and Ms. Sickles at Fairfield and Woods are working on title review for the sand storage and water tank sites. Mr. Vickers and Mr. Coufal and discussing the possibility of an earlier closing date. Ms. Strand recommended that title review be completed prior to closing. Ms. Strand confirmed that per the Board s direction in October, Mr. Coufal conferred with the other members of PCWRA and Ms. Strand conferred with Mr. Farrington, PCWRA s attorney, to ensure their support of the IGA. The IGA was modified (as discussed at the October board meeting) to clarify that invoicing would comments upon installation of the meter and commencement of flow. A nonsubstantive modification was also made to a recital to address Mr. Farrington s request that it be made more clear that the IGA is a service commitment as allowed under the Establishing Agreement. Executive Session At 9:55 a.m., Director Munday made a motion to go into Executive Session pursuant to CRS (4)(a) and (e) for the purposes of discussion of the Country Club water issues. The motion was seconded by Director Gschwendtner and passed unanimously. Legal Counsel, Mr. 5

6 Coufal, and Ms. Mantz were invited to remain. All others left the meeting. The Executive Session concluded at 10:30 a.m. Back on open session There being no further business to come before the Board, and upon motion duly made, seconded and unanimously carried, the Board recessed the regular meeting at 10:35 a.m. The Board of Directors approved the foregoing minutes on the 10th of December The preceding constitutes a true and correct copy of the minutes of the above-referenced meeting. /s/ Jeff Coufal Co-Secretary 6