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, January 21, 2019, 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 (via teleconference) Craig Sundquist Also present were: Jeff Coufal, Jacob Gabel, LeAnna Gonzales, Phil Hunt, Sue Mantz, Jason LeTellier; District Staff; Chuck Carpenter and Jack Reutzel, District Counsel, Fairfield and Woods, PC. Potential Conflict of Interest Disclosures District Counsel Carpenter stated that no conflicts were identified. Approval of the Agenda Director Sundquist made a motion to approve the agenda, seconded by Director Munday. The Board unanimously approved the agenda, as presented. General District Matters Mr. Coufal reported there are 2 main components of focus. The District is moving forward to fill the Administrator position and Ms. Frainier has requested a meeting with Mr. Coufal and Ms. Mantz. Supervisors will conduct merit reviews during the next couple of weeks. Guest Introductions / Comments from the Community Mr. Chuck Carpenter introduced Mr. Jack Reutzel of Fairfield and Woods, P.C. who has been assigned to be the District s legal counsel. Mr. Reutzel has been practicing law for 30 years. He has his Master s degree in City Planning, has represented landowners, and has been special counsel for municipalities and has served on various metro district boards during his career. He currently serves as president of the Littleton Public Schools School Board. Mr. Coufal introduced Mr. Glendon Barrett and Mr. Taylor Goetz of IMEG, who will present later in the meeting. 1

2 Safety Report Mr. Hunt reported staff has been focusing on driving in the snow and training new employees on handling long bed trucks. Action Items Approve the Minutes from the December 10, 2018, Regular Board Meeting Director Sundquist made a motion to approve the minutes from the December 10, 2018, Regular Board Meeting, seconded by Director Huser. A few minor changes were noted. A vote was called and the motion passed unanimously. Approve the second set of November 2018 Payables Director Huser made a motion to ratify the second set of November 2018 payables, seconded by Director Sundquist. Staff met with Director Gschwendtner to review payables and a few manual checks, totaling $202, Ms. Mantz reviewed and answered questions regarding invoices from the following vendors: Burns, Figa and Will P.C., Core & Main L.P., Excalibur Machines & Sheet Metal Inc., Marker Geospatial, and Sedalia Landfill. A vote was called and the Board unanimously approved payment for the second set of November 2018 expenses in the following amounts: General Fund $86,718.17, Enterprise Fund $111, and manual checks $4, Approve the December 2018 Payables Director Huser made a motion to approve the December 2018 payables, seconded by Director Sundquist. Staff met with Director Gschwendtner to review payables, and manual checks, totaling $287, Ms. Mantz reviewed and answered questions regarding invoices from the following vendors: Andraos Construction, DLT Solutions, Mountain States Employers Council, Excalibur Machine & Sheet Metal Inc., Finish Master, Great American Electric, JNJ Pipeline, Just Think It Creative Marketing Solutions, Mainline Hydro, PCWRA, and Traffic Control West. We will have one additional payable check run for December and they will be presented next month. We anticipate an additional $75K in expense for the General Fund and an additional $5,400 in expense for the Enterprise Fund. Ms. Mantz presented the preliminary financial statement through December The General Fund shows a positive variance of $1.1M over budget, due to capital projects being moved to The Enterprise Fund shows a positive variance of $2.3M over budget, due to capital projects being moved to 2019 and additional water revenue of $641K received in A vote was called and the Board unanimously approved payment for the December 2018 expenses in the following amounts: General Fund $115,532.66, Enterprise Fund $131, and manual checks $40, Ratify Approval of the Interceptor Sewer Pipeline Preliminary Design - Director Sundquist made a motion to ratify the Interceptor Sewer Pipeline Preliminary Design, seconded by Director Huser. Mr. Gabel reported the application and fees had been submitted to the Colorado Department of Health and Environment (CDPHE). The next steps are to complete the Subsurface Utility Engineering (SUE), geotechnical soil testing, and design. Phase 1 of the IMEG 2

3 proposal is necessary for the CDPHE and Chatfield Watershed Authority. CDPHE fees are paid and approval is expected to take between 3 to 6 months. Mr. Carpenter expects there will be documentation that will need to be signed by both CPMD and CPNMD detailing levels of participation. According to a document provided by CPMD, CPNMD owned 75% of the line and CPMD owned 25%. CPMD can continue to pursue the application with CDPHE and the CWA Agency because the interceptor sewer line is located within the District easement. The Board consensus is it needs to be a priority to get something in writing from CPNMD acknowledging their responsibilities and commitments regarding the interceptor line. CPNMD has long term maintenance and financial responsibilities and commitments which include the upsizing of the line. Mr. Barrett reported while phase one is being reviewed by CDPHE, work on the final design could be done. Mr. Carpenter was comfortable submitting the application to CDPHE, and delaying the construction until the CPNMD issue is resolved. Mr. Reutzel will have a contract ready in the next 10 days that includes milestones defined for payment. There was a motion to approve Phase 1 of the IMEG Interceptor Project Engineering Services Proposal, not to exceed $39,950, which includes the Preliminary Design work through the CDPHE Site Application and to provide a contract for the board to review at the February 2019 board meeting. In response to Director Calhoun s request, IMEG confirmed that each task estimate is a stand along not-to-exceed costs. A vote was called and the motion passed unanimously, as amended. Consider Approval of the Water Storage Tank Engineering Services - Director Sundquist made a motion to approve the Water Storage Tank Engineering Services as presented by Mr. Glendon Barrett, seconded by Director Huser. Mr. Barrett reported that some minor structural modifications to the tank are necessary because of the lateral loads created by the slope at the new location. About 10% redesign cost for the water storage tank. Upon completion of the Sub-surface Utility Engineering (SUE) the Civil Engineering will ensue. A significant amount of stormwater design to direct the flows between the two tanks will be necessary. The construction phase services are in line with what had originally been proposed in This project will take 1 year to complete and these numbers will reflect significant involvement of experts in constructing these tanks essential to meet design criteria to achieve the longevity expected. To move the project forward Mr. Barrett recommended approval of the Sub-surface Utility Engineering because that takes 4-6 weeks to complete. Director Sundquist made a motion to modify the original motion to approve an amount not to exceed $27,500 for Sub-surface Utility Engineering, seconded by Director Gschwendtner. This motion to amend passed unanimously. A vote was called and the motion to approve only the $27,500 for the Sub-surface Utility Engineering (SUE) portion of the Water Tank Engineering Services, passed unanimously. Staff was requested to bring a contract with the rest of the services to the February board meeting. Consider Approval of the 2019 CIP Roadway Project Engineering Support Services - Director Gschwendtner made a motion to approve the 2019 CIP Roadway Project Engineering Support Services as presented by Mr. Glendon Barrett, seconded by Director Huser. Mr. Coufal stated that this document is for the CIP roadway projects that we need to put out to bid and feels that this needs to be handled similarly to the sewer interceptor line. 3

4 Director Munday asked if we used an engineer for last years CIP project. Mr. Coufal responded that we did not. Staff s goal is to make sure that the project is the following the proper process. Staff and our engineers work together to ensure that we have successful projects and if there are areas of concern that it is brought to the board. Mr. Carpenter asked about the CIP contracts that we have used in the past. Mr. Coufal said we are using the CIP contract that we have always had, but the difference is the process with mill and overlay and crack sealing. We now have multiple processes and products that more complex. This leads us to the need for an engineer to help ensure these processes are done properly. Mr. Coufal confirmed that there will be a contract with the engineer and also another contract(s) with the contractors doing the work. A vote was called and the motion to approve the 2019 CIP Roadway Project Engineering Support Services in an amount not to exceed $125,000, contingent on contracts being submitted to the board for approval, passed unanimously. Consider Approval of the 2019 Engagement with Fairfield & Woods, PC, for District Legal Services This item was moved to Executive Session for discussion. Consider Approval to Designate the District s Newspaper of General Circulation - Director Sundquist made a motion to Designation of the District s Newspaper of General Circulation, seconded by Director Huser. Ms. Mantz reported that the District s newspaper of general circulation is the Douglas County NewsPress. In the event the paper of general circulation can t be used, the Denver Post will be used instead. A vote was called and the motion passed unanimously. Consider Approval of Purchasing Two 2019 GMC Pick-Up Trucks (per 2019 Budget) Director Sundquist made a motion to approve the purchase of two 2019 GMC pick-up trucks (per 2019 budget) from Weld County Garage for a net cost of $35,987, seconded by Director Gschwendtner. Mr. Hunt reported that this year the budget includes two replacement pickup trucks with a full up-fit that includes plows, strobe lights, bed liners, and two-way radios. The District has a fleet replacement policy to replace vehicles every five years or 100,000 miles. Mr. Hunt reported that the District is replacing a 2013 GMC 2500 HD gasoline truck and a 2013 GMC 2500 HD diesel truck. Both of these trucks meet the age and mileage requirements for the policy. Mr. Hunt conducted a bid comparison between Weld County Garage, Johnson Auto Plaza, and Southwest Motors. After review of the bids and trade-in values, the bid from Weld County Garage meets all the District s specifications and was the most competitive at $35,987 (base $75,987 minus the trade in of $40,000) for both trucks. A vote was called and the motion passed unanimously. Consider Approval of Purchasing a Vacuum Trailer Replacement Director Huser made a motion to approve the purchase of a replacement Vacuum Trailer (per 2019 budget), seconded by Director Sundquist. Mr. Hunt reported our current Vacuum Trailer is 25+ years old, and many components have been replaced. This is a critical piece of equipment for the District. We are enrolled in MAPO which is a government bid pricing group which allows for large discounts below retail. Two quotes were received, with the lowest quote from Vermeer for $46,098. This item was budgeted at $48,000. The old vacuum trailer will be sent to auction after the new purchase. 4

5 A vote was called and the motion passed unanimously to purchase a Vacuum Trailer from Vermeer for $46,098. Consider Approval of Bid for Well A4R Drive - Director Huser made a motion to approve the Bid for the Well A4R Drive (per 2019 budget), seconded by Director Sundquist. Mr. LeTellier reported this is a VFD replacement and a budgeted item. This is the last Toshiba and the Toshibas are obsolete and we are not able to get parts anymore. We put it out to bid and received three bids from Hydro Resource, Timberline Electric & Layne Christensen Company. Layne did not meet the requirements and our recommendation is that we approve the lowest qualified bidder. Director Sundquist asked why there is such a difference in pricing. Mr. LeTellier explained that Hydro Resources bid on a different type of drive. Director Gschwendtner inquired as to why the budget was twice as much. Mr. LeTellier responded that we based the budget on a similar drive that we had replaced, but the A4R motor is smaller. Mr. Coufal asked that we approve this contract which is the same contract we used 3 years ago. Director Munday asked the status on Wells A8. It has been published in the DC NewsPress and is out to bid. A vote was called and the motion to approve the bid from Timberline Electric Control Corp for $107,105 passed unanimously. Committee Updates Liaison to PCWRA Director Huser said the PCWRA meeting is tomorrow, and the PCWRA Manager s Report was included in the board packet. Director Huser also shared that the expansion project is underway and the Districts share amount has decreased. He also reported that Wes Martin had promoted Kirby Clark to the Assistant Authority Manager. There is a meeting to review the Establishing Agreement on February 8 th. The District s concern is 8.02, and we have made some adjustments to the agreement and Director Huser will review. Mr. Coufal is waiting for the TOC s response to our changes. Mr. Jim Worley is assuming the Chairman position for the year. Mr. Martin contacted Mr. Coufal about cleaning out one of their filters bays since they were using potable water from one of the fire hydrants. CPHA Liaison Compensation Committee No report. Beautification & Enhancement Committee Director Huser reported that the Beautification Committee had met last week and they will continue working on various issues. Amended & Restated Service Plan Committee No report. Long Range Planning Liaison No report. Ad Hoc Committee No report. Contracts Committee No report. Water Conservation Committee No report. RECESS Confirm Wednesday, February 27, 2019, Board Meeting at 7:30 a.m. The Board confirmed the February 27 th Board Meeting at 7:30 a.m. Director Sundquist will Chair the 5

6 February and March meetings, in Director Munday s absence. There was a discussion about holding a Joint Boards Meeting with the CPHA Board in May Staff Reports Operation s Report Mr. Hunt reported that three large detention ponds will be cleaned out and brought up to design standards in These ponds were budgeted for this repair in Staff will try to complete all of this work in-house, has started on this project. Mr. Gable shared that he has reviewed the last 6 years of what we are taking out of our wells and trending shows that production will continue to increase into the year Mr. Gable said staff will need to keep an eye on it and work on conservation efforts. Mr. Coufal shared that Cherokee Ranch has leaks in the lower and upper portions of their system. The supply currently has been turned off while they make repairs and they will notify us when they are needing it turned back on to refill their tank. Administration Report Ms. Mantz reported the District had the closing for the Water Tank and Sand Storage land purchase, as well as, the sale of Extraterritorial Wastewater Treatment Service on January 3, The District paid $500,000 for the land purchase and received $1.5 million for the sale of the wastewater treatment service. Mr. Coufal shared that the Upper Meadows had brought their preliminary plat to the DRC and there is a possibility of development this year. Mr. Coufal said he and Ms. Mantz will need to review the tap agreement. Mr. Coufal said he will re-circulate the Country Club water agreement to board members and gather responses. Attorney s Report Mr. Carpenter had nothing to report Executive Session At 9:53 a.m., Director Sundquist made a motion to go into Executive Session pursuant to CRS (4)(a) and (e) for the purposes of conferring with legal counsel regarding the Country Club water issues, CPNMD negotiations, and Fairfield & Woods contract. The motion was seconded by Director Huser and passed unanimously. Legal Counsel, Mr. Coufal, and Ms. Mantz were invited to remain. All others left the meeting. At 10:45 a.m., Legal Counsel, Mr. Coufal, and Ms. Mantz were excused from the session. The Executive Session concluded at 11:05 a.m. Back in Open Session Consider Approval of the 2019 Engagement with Fairfield & Woods, PC, for District Legal Services Director Gschwendtner made a motion to approve the 2019 Engagement Letter with Fairfield & Woods, PC, seconded by Director Huser. A vote was called and the motion passed unanimously. 6

7 Adjourn 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 11:30 a.m. The Board of Directors approved the foregoing minutes on the 27 th of February The preceding constitutes a true and correct copy of the minutes of the above-referenced meeting. Co-Secretary 7