Board Meeting
March 24, 2025
Transcript
Describer:
Here is the agenda for this event:
Board Meeting Agenda
Monday, March 24th, 2025, at 6:00 p.m.
7404 Yorkshire Drive, Castle Pines, CO 80108
I. Welcome. Call meeting to order. Pledge of Allegiance.
II. Roll call. Determination of quorum. Disclosure of potential conflicts.
III. Public comment period. (Three-minute maximum per person).
IV. Consent Agenda: The items listed below are a group of items to be acted on with a single motion, second and vote by the Board to expedite the handling of limited routine matters. The Board has previously received information on these matters and/or discussed them at a prior study session. Any board member may move an item from the consent agenda to the meeting agenda at this time.
A. Consider approving the February 19th, 2025, Work Session Minutes.
B. Consider approving the February 24th, 2025, Board Meeting Minutes.
C. Consider approving the January 27th, 2025, Board Meeting Minutes.
D. Consider moving Study Sessions to the Monday prior to the Regular Board Meeting to be held at 5:30pm, 7404 Yorkshire Drive.
E. Ratify claims for payment including check numbers 29090 – 29109 and electronic payments issued from February 15th, 2025 to March 14th,
2025 totaling $916,762.85
F. Consider: Amended Resolution Requiring 100% Renewable Water for new inclusions.
G. Consider approving contracts/proposals presented at the March 19th ,
2025 Work Session:
• Sigler Communications
• Layne Proposal for Well A2 Proposed Motion: I move to approve the items as presented in the consent agenda dated March 24th, 2025.
V. Consider approving March 24th, 2025, board meeting agenda.
VI. New employee introduction. Jenifer Fieber, Kimberly Moore
VII. Communication Director’s report.
VIII. Finance Director's report.
A. Update on finance and accounting transition.
B. General fund activity.
IX. Legal Counsel's report.
X. District Manager’s report.
A. Monarch Waterline Phase 2.
B. Well A3 failure
C. Certified Public Manager Program.
XI. Director’s Matters.
XII. Adjourn.
Describer:
The video starts on graphic with a white background and forest green letters which says “Castle Pines North Metro District Board Meeting March 24, 2025”. The meeting opens on a shot of all board members present.
Board President Jason Blackaert:
Good evening and welcome to the Castle Pines North Metro district board meeting. Today is Monday, March 24th at approximately 6 p.m.. We will call the meeting to order and start with the Pledge of Allegiance. Please.
Describer:
The board members and the audience rise from their seats and recite the Pledge of Allegiance, as the camera pans from left to right from the board to management staff to the audience and back to the board. When they are done, they sit down again.
All:
I pledge allegiance to the flag of the United States of America and to the Republic for which it stands. One nation under God, indivisible, with liberty and justice for all.
Describer:
Here is who is present. From the Left on screen is James Mulvey, Jason Blackaert, Jana Kroll Lean Enquist and Tara Radloff is present via a zoom call on a video monitor on the right corner of the board table between Leah and Nathan Travis. To his left is Paul Polito, Legal Counsel and to his left if Eric Harris, Finance Director.
Jason:
All right. Thank you. All right, we'll do a roll call. Jim. Present. No conflicts. Tara. Present. No conflicts. Jana. Present. No conflicts. Leah. Present. No conflicts. And I'm Jason.
I am Present. No conflicts. We will move on now to the public comment period. The public comment period. Excuse me.
the public comment period is assigned to share your thoughts and concerns with the district, but it is not an interactive discussion. If you'd like to give a public comment, please sign up on the clipboard at the back of the room. Or, if you're attending virtually, type your name and address in the chat feature to be placed in the queue.
Do we have any way signed up? I Steve with feel go up and give us your name and address. Please.
Sorry, Steve. Mic. Thank you.
Describer: Steve rises from the audience and comes to the podium.
Steve Dawes, Castle Pines Resident:
50. 30 zero three Jasper. Point. Circle. I explain several years ago, the first time I stood up here was that I was a retired attorney and had represented municipalities for many years in litigation, and I went to a hundred or more board meetings. And there was always in every municipality, one person who was a gadfly.
But to all of the town hall meetings and raise their hand and just ranted and raved, I tried hard not to be that gadfly. And I don't mean to take up too much of your time by showing up every time and making some comments, but I don't represent anybody anymore. I don't give legal advice anymore, but when I see something that seems to me to be useful to the board, you know, I feel like I have an obligation to at least bring it to your attention.
So that's only the reason why I do that as my wife and I have said many times, we're on your side and we appreciate the fact that you give up your time voluntarily for that big paycheck to be on this board and do this hard work. So last week I got up and last month I got up and said, I want to talk to you about contracts.
And I noticed that in the minutes, for that meeting, it says that I spoke on, quote, notice requirements for termination processes, end quote. I think that's a bit of an understatement, because what I actually talked about was the district's processes for how you enter into contracts and what you do with them. I referred to a lack of recourse, for example, on the construction design problems on the water line under monarch.
I referred you to the lack of a signed contract on the CRS agreement and pointed out the termination provisions, and pointed out the need for, ongoing contract for operations management and other issues that you deal with. And it occurs to me that if there are any problems with entering into contracts, although you have staff and counsel advising you, ultimately the buck stops with you.
And if you don't have accurate records of the kind of contracts you need, then I don't think that it does a service to the district. So I handed out a publication from the special District Insurance pool recommendations for drafting contracts, and I, pointed out that among the issues that were raised in that publication was that indemnification clauses against the municipality, such as the one that's in the Lane Enterprises contract that's in your packet, were not favored and may not be enforceable.
And I also handed out a memo from counsel's office that explained the problems with these indemnification. so I did more than just talk about termination processes, and my comments were not directed to talk about termination per se, but to bring these matters to your attention, because my view is that your obligation is to read through these contracts thoroughly and make sure that they, meet the requirements that you have, even though you do get advice from counsel and, staff.
So I guess I would request that the minutes be amended to, reflect what I actually talked about last month. And I saw in the packet on Wednesdays study session and today, the independent contractor agreement drafted by counsel, which I think is, a great thing to do and, shows substantial initiative on the part of counsel. you may want to consider adding to that contract that the contractor is responsible for procuring and keeping insurance, liability insurance, property damage, worker's compensation insurance.
It's not in that draft at the present time. And if you look at that memo from the Special District Association, paragraph G actually makes that recommendation. it's not hard to do because any competent contractor would carry that insurance anyways. In fact, when you do your home improvement projects, you probably ask if they have those insurance and many contractors just keep a copy of it in their truck.
So having that paragraph in the contract and attaching a certificate of insurance, confirming the obligation to not only purchase but maintain through the course of the project that type of insurance. I think, would serve the district well in some instances. you know, you may allow, staff of counsel to consider whether or not a contractor should get builder's risk coverage, whether the contract is sufficiently large enough that some type of performance and materials bonds need to be issued as well.
and I think attachment to the contract of that certificate insurance is useful. let me tell you why. You know, last week you did or last Wednesday you discussed the well, failure to and, staff said that there was a I think in response to this question, was there any recourse that I and see had some duties under that deal to provide computer programing for?
However that worked, I wasn't real clear on it. so, you know, when council gets the assignment to look into whether or not there is some recourse against the contractor having a complete copy of the contract with attachments, insurance is critical. And I can tell you from 30 some years of experience, when a client doesn't give that to you, it makes the job infinitely more difficult.
So I would think that those kinds of, attachments to the contract would be useful. in addition, the contract provides for the contractor to indemnify the district, if, the district has to assume the defense of any claims and then the district could recoup its reasonable expenses. in the litigation game, reasonable expenses is, an ambiguous term.
The but typically is used in my experience as attorney fees, costs, and expenses. Because attorney fees and costs are terms of art and costs are dictated by statute. So I would think you would want to add that to the indemnification clause as well. And that's all I have. Thanks very much.
Describer: Steve leave the podium and is seated.
Jason:
Thanks, Steve. All right. Anybody else set up to speak?
No. Hearing none. We'll go ahead and close out the public comment period, and we'll move on to agenda item number four, the consent agenda agenda.
Board Member Leah Enquist:
Sorry, Jason. Really quickly. thank you for your feedback. Appreciate it. I don't consider you a gadfly, and I really welcome, feedback and involvement. With that said, I know Paul, last time Steve spoke, you provided just some like a response slash input in the following meeting notes, if it's appropriate in this case, is that something that you can do again?
Legal Counsel Paul Polito, Esq.:
certainly. Yeah. you know, I'm happy to respond to some of that right now. I think he makes some good points, for this specific contract, we didn't include language. regarding the insurance. It didn't quite fit with this contract, but for future independent contractor agreements. I completely agree. You know, I think we should have that insurance language.
It's something I've ready to add and and honestly intended on adding in future ones. so we're we're on the same page there. and I appreciate that comment. As to the comment on adding, attorney's fees to costs, I'm all for clarifying, provisions within agreements. So I think it's a good point. I'm happy to add that. Yep.
Jason:
Great. Thank you. All right. item number four. we have a motion here. So anybody want to make it?
Board Member Jana Krell:
I'll handle this one. Hold on. I'm processing. Just so I move to approve the items as presented in the consent agenda dated March 24th, 2025. including Steve's revision to the meeting notes, meeting minutes. Would that be appropriate?
Paul:
Off Mic. Off Camera. Ah yes that would be appropriate.
Board Voting All Speak:
yes. No. Okay. I second. All right. Having a motion and having a second. It will go to vote. Jim. Hi, Tera. I. Jana, I will approve and I approve as well. So we have passed the the agendas for and the the minutes. We'll talk. no, we need to do the March 24th agenda next. So I'll make a motion to consider approving the March 24th, 2025 board meeting agenda.
Board Voting All Speak:
I'll second. Having a second. We'll go to vote Jim I, Tara I Jenna approve. Leah. Approve. I approve as well. The 2025 board meeting agenda is passed. We've got, item number six here.
Jason:
Nathan, a new employee. Introduction. Jennifer and Kimberly,
District Manager Nathan Travis:
step on up, guys. Good evening. Hello? Yeah. Yes. Jennifer and Kimberly. Kimberly just recently joined us, and they are replacing Jackie's position.
Describer:
Jennifer and Kimberly rises from the audience and comes to the podium.
So they'll be up front. they're splitting the time there, but I promised I would make them come down here and introduce themselves to you. And plus, I think it's kind of funny. So here they are.
Jennifer Fieber and Kimberly Moore:
Cheerfully. Here we are.
Jason:
Thank you for coming tonight.
Jana:
Off Camera. Did you buy them dinner?
Jennifer Fieber and Kimberly Moore:
Laughing...no
Nathan:
We did a welcome lunch.
Jana:
Off-Camera. Welcome, guys. Thank you so much for. So glad to have you.
Leah:
Nice to meet you.
Describer: Jennifer and Kimberly return to their seats.
Jason:
Thank you very much. We'll go ahead and close out item number six. And we'll move on to item number seven, the communications director's report. Hi, Bailey.
Describer: Bailey comes to the podium.
Communications Director Bailey Budnik:
Good evening. just to start off, do we have any topics that we'd like to dive into?
Jason:
I think just an overview will be fine.
Bailey:
Awesome. So we started with just the overall marketing metrics. And then, as you know, with the election, the election was canceled due to no more than the number of seats, open with applicants for.
Bailey:
So we communicated that on social media in the March email newsletter. And then also in the connection and, and just educating kind of the residents on their process or, you know, maybe if they missed one of the communications leading up to the election explaining the process and why that happened the way it did. with that as well, we started focusing on the conservation programs, especially with Resource Central.
So focusing on the lawn replacement program, garden in a box slowed the flow and the water wise seminars. this season as well, we will have, yard signs that we created end of summer last year for any members now to pick up that join any of those programs. So just spreading community awareness, with that and that was yeah, distributed through the, March email newsletter, social media billing insert and then the connection ad, along with the conservation programs, we started to formalize the water schedule.
that is now updated on the website. And, it will be in the future on social media in the April newsletter and then connection atom billing, insert. we had no Doppler public notifications for this time period and then just following. So the connection ad, March billing insert, and then accompanying graphics as well.
Jason:
Nathan, these yard signs. That's something that the board should put in their yard as well too, for, for promotional purposes.
Nathan:
The way I can grab one for you guys, for the meeting, the way they're set up is mostly for people that have completed the program or are participating in them. so we can kind of use them as some demonstration points.
but, I mean, we've got enough if you guys want to throw them up in the yard, we certainly can leave that up to you. I'll leave that up to the individual board members whether they want to do that or not. We'll just. I'll just install them when you guys are.
Bailey:
Jokingly. Wake up one morning and.
Jason:
Okay. Anybody have any questions for Bailey? Hearing none. I think we can go ahead and close out this report. Thank you. Bailey.
Describer:
Bailey leaves the podium.
Jason:
All right. We will move on now to the finance director's report. Good evening.
Financial Director Eric Harris:
Good evening. Board. I have several items just to update you on. I have a pretty extensive pack. And what I realized in reviewing this packet, we have a lot of items. I'm going to add page numbers to everything in the future so that we can cause, do a reference to those page numbers.
in general, what I would like to say is we're, working through our final transition items from CRS Colorado. so what in summary, that means is, I will, you know, remove this from the packet, and then you will, I won't give deference to any sort of transitionary period going forward. all those items are with me and Molly.
So I just want you to know that we're following through on those items. as stated in the prior work session, we're working, through the changes and the reporting and bill pay cycles. I understand that was discussed at this last work session and what that will allow us to do is be able to get our financial report out sooner and work with Nathan so that we could potentially get that packet out sooner to the board for review.
and with the incorporation of that works, work session presentation that we have. So I know in the future, Nathan, I have discussed about potentially moving that work session up. So it's not such a compressed period, but we're discussing.
Nathan:
Said something unintelligible.
Eric:
Oh, wonderful. Thank you. we've also been coordinating with, Paul and Kim District Council, just the need to bring forth a budget amendment for your consideration at the.
We're targeting this next board meeting to do so as well. And what that is related to is to the creation of a general fund for 2024, so that we have the ability to run property taxes through that general fund. Although there's a transfer that occurs to the enterprise fund, it's our understanding that we do need to have that fund.
to and a Tabor reserve as well. So what you'll see is amendment for 2024, an amendment for 2025. Nothing happens to the numbers overall. It's just to create those necessary appropriations so that that will be coming forth. And I'll be working with Paul on that. I would also like just to give you a brief overview of the financials.
so what you'll see on this packet right here, which is a statement of revenues and expenditures. What you'll see that this is on a budgetary basis.
Describer:
Budget page appears. It's title is Enterprise Fund Activity, here is an overview of this document;
Enterprise Fund Activity
Billed water usage in the month of January 2025 was 20,222,000 gallons, a 0.00% increase from water
usage in January 2024.
On the document there is a table called "Total Billable Usage (Gallons)" for 2022 to 2024 and for January of 2025. It is a cumulative summary of each year for 2022 it starts at 20 gallons and grows to 657.7M gallons, for 2023 it starts at 24.4M and grows to 498.7M gallons and, for 2024 it starts at 20.2M and grows to 640.6M gallons and for 2025 January starts at 20.2M gallons with no additional information for this year.
The Document continues after the table:
Water services revenues (volumetric charges) for January 2025 were $127,394. Wastewater services revenues (volumetric charges) for the same period were $144,236. Wastewater service charges are assessed and set based upon the winter usage for individual account holders.
The following table summarizes year-to-date accounts receivable and revenues activity:
One the document is another table called "YTD Accounts Receivable and Revenues (unaudited). It starts at the end of January 2024 to the end of January 2025 with a YTD total of $8,963,707 in revenues and $8,948,845 in payments and adjustments.
Eric:
And what that means, in the short term, this is when invoices are sent and expenses are incurred, kind of like a full accrual approach to financial statements. But what that also means is all your capital expenses runs through your budget.
So every dollar essentially that the district would eventually for that pay in the form of accounts payable and every dollar that the district would eventually receive will be running through these financials. And that what is what makes up our overall budget? what you have on the first couple of pages is your general fund, and you'll see those proposals that we have out there as far as our actuals that are rolling through our general fund right now, the CTF fund.
Describer:
Nathan begins to scroll through pages but they are not readable. These pages are included with the meeting Agenda packet found here: https://cpnmd.specialdistrict....
Eric:
And what you'll see is the expenses are greater than what was incurred in our budget for this year. So we need to adopt a budget for those. And then you have your enterprise funds along with a combined statement as well. so that's that's when you're reviewing these financial statements. You know, the district has of course, accounts payable and accounts receivable, the that is collectively accounted for in these statements, these aren't simple cash basis statements.
When we receive money or when we pay money, they're full, you know, essentially full accrual statements with capital expenditures running through your, profit and loss statement, if you will. So I just want to kind of give you that overview, and then I'll give a similar overview when we produce what we call full GAAP in the accounting world, generally accepted accounting principles, financial statements here in about two months for the first quarter, that's where you'll have your statement of net position.
That's what you'll have. your full accrual statements as well as these type of statements as well. So I just wanted to give that, brief overview on that. there are some notable, variances I just want to make you aware of for 20, 25, year to date. And these are forward January through January 31st. I noted those in my report.
but there's a couple things. For example, we are the district is receiving, royalty revenue as well. we didn't budget for that, but that's something. We have a mineral lease in place, so we'll start, of course. See, those monthly cash flows come forward to the district. we are also contemplating a farm lease as well for that, for the farm up north.
Describer:
Nathan shows the CPNMD Property Tax Reconciliation for 2025. Again it is very small and not zoomed in, please find this document in the board packet here: https://cpnmd.specialdistrict....
Eric:
So you'll see that revenue come in and will be accounted for in a future budget as well. there are, I would call, our property liability experience has been incurred. what typically happens with that is the district pays that in December, late November, early December of each year, and it's counted as a prepaid expense.
A couple of years ago, that got off. So what you'll see in the prior year, you'll see $0 incurred in the budget. But we trued that up for this year. And what that means is reclassified it for for 2025. And it will be counted as a prepaid expense on the district's balance sheet at year end. There's a couple other things like that at that, as occurred.
We're making making sure that we get in the correct rhythm. And we're accounting for that in our upcoming budget for, gosh, now 2026. the district also paid its operating assessments for, the Chatfield Reservoir Mitigation Company. Those came in quite a bit higher than what was anticipated. And you'll see those numbers reflected in my memo as well.
typically, several years ago, when I would do the budgeting for the district, we could get a hold of the draft budget or call to the company, and they would give our assessments for that, to forecast that we typically know that in about the November timeframe. So we should get that right going forward as well. So that was roughly I think it was about $100,000 that was budgeted.
Describer:
The CPNMD Disbursements Summary for 2/15/25 to 3/14/25 Presented for Approval is shown.
The Total for Checks presented for Review is $877,444.22
The Total for Electronic payments presented for Review is $39,318.63
For a grand total of $916,762.85 presented for approval by the board.
Eric:
I think it came in at 160,000 or so. That was right. Nathan. so just a couple things like that. The district budgeted for renewable water investment revenue. We no longer have that fee. So just you'll see those items reflected in the financial statements going forward. So just wanted to make you aware of that. a couple important wins.
the district was fully able to update its rates, and I have its bill sent out in early February. I know we're sitting here in March, but that's a pretty big process that was handled by, CRS Carla, Colorado and Susan. So I just hats off to both of them for getting that process done. And so it's a lot of work to get through.
and then I noted several important projects that we're working on with Nathan District Council in my report as well. So, I definitely recommend, if you have any questions on those, please feel free to ask us about them. and then we're also looking forward to just doing some smaller presentations for you in upcoming work sessions of some topics that may have concern you.
So please, again, like I mentioned several times before, just let us know if you'd like to discuss anything. Are there any questions?
Jason:
Great. Thank you. To support. Have any questions?
Board Member James Mulvey:
Question. Maybe. Comment. before we started, you kind of indicated you're going to, do some additional presentations and I assume that's what you're just referring to.
Eric:
Yes. Correct.
Jim:
Okay. So I didn't know if you wanted to talk about that or let it go until you're more ready with it.
Jim:
certainly. if I may reference this there there's a schedule that we presented in the work session last week. some of those topics. I'm going to solicit Paul to help me on, as well.
Describer:
Here is what is being shown on the screen from the board packet:
Anticipated Upcoming Schedule (subject to change)
March 31, 2025 – Projected Completion of Transition Process from CRS Colorado
April 23, 2025 – Board Work Session; Financial Topic – Cash Management and Investments
April 28, 2025 – Board Meeting – Hearing to Amend the 2024 Budget for General Fund and
Conservation Trust Fund Activity, February 2025 Statements of Revenues and Expenditures with
Budgets
May 21, 2025 – Board Work Session; Financial Topic – Mill Levies, Assessed Valuation and §§ 29-
1-1701 to -1705, C.R.S. Implications / Qualified Property Tax Revenue
May 6, 2025 – Regular Election (Canceled)
May 26, 2025 – Audit Fieldwork Starts
May 27, 2025 – Board Meeting; March 2025 Quarterly Financial Statements Including Annual
Projections of Revenues and Expenditures
Eric:
but the first one we will talk about is just, cash management investments. What is the district's cash policy? What are what are we abiding by? What are we doing on a daily basis or weekly basis to make sure the district has adequate working capital needs? And then what? How are we managing? Or how is the district managing its funds as well for our long, on the short term, what are the investment policies?
What solutions are provided for us to do that? So I'll go a little bit more in depth of how that money is invested as well. So that's that's the next topic. the topic in May is going to be a pretty substantial topic. especially as, what came down from, state assembly, impacts for how your mill levy is calculated as well.
What's, what's authorized under your service plan. What goes into that calculation and how is it going to change? it may not change too much from this district's perspective, but there's certainly some items that this board could consider and call for a ballot issue on in the future. if there is a need to match any, changes and, how the assessment rate going to be, assessed against the properties.
So just a couple things like that, and then we'll get into systems. There's these may change and ebb and flow throughout the year. we have some pretty neat things that. Nathan, I have been talking about, how we can upgrade our accounts payable process. How does that work with our financial controls policy? things of that nature.
so those might go hand in hand with some, some potential proposals for your consideration, but we'll just look, look forward to that in the future.
Jason:
Nathan, could we get a meeting maker with all these, schedules sent out to the board so they can go on our calendars and we can see what, what's coming up?
Nathan:
Yeah. The only reason that I haven't done that yet is I was waiting for you guys to approve the change for the, study session date. So that was part of the consent agenda tonight. So I'll send that out, as well as get an updated schedule on the website for everyone.
Jason:
Great. Thank you.
Anybody else have any questions for? None. Okay. We will go ahead and close out the finance director's report, and we will move on to the legal counsel's report.
Paul:
Okay. Well, I don't have any action items for the board today. That was all done through the consent agenda. But, I have, you do have my legal report. if you have any questions on it, I'm happy to answer it. do you have an update? from the last work session, there was there was some discussion of, whether constitute an open meeting, if you if you share comments, you know, in relation to, the district manager review, there are no exceptions that that apply to it.
Describer:
Off Mic. Jana Krell reacting saying, "It would?"
Paul:
it would constitute an open meeting. So it would so you would have to if you wanted to have a discussion about it, I would recommend doing it in an executive session. yeah. Unfortunately, when you're looking at the exceptions, you know, for open meetings, laws, it's really for logistics. If you're scheduling a meeting, you're allowed to do that.
But once you get into substance, you it's an open meeting. Yeah.
Jason:
Leah, what's our calendar on that topic?
Leah:
Yes, I did have a few follow up questions. So at a high level at the end of this month, we want to make sure that all the board members have, filled out that form. so that's basically the annual review for Nathan.
Describer:
Lean is looking at slides on her own computer, they are not available on the projector.
Leah:
And so I'm, I'm the admin on that. So I'm the only one who can see those responses. let me pull up. The, you pull up the slides so that I am not working from memory. Okay. Yeah. So the end of March, we need to we need to collectively complete, the assessment, and then, the next step is early April.
It says the responsible. It was either the president or a responsible board member. I don't think we ever clarified which option we wanted to go with. So I just have been defaulting to you as the president. so, Jason, you would then, You would then, like, take all of our feedback and have it kind of like, consolidate it.
So I'm assuming I would be able to share it with Jason.
Paul:
Yes. That's fine. Okay. It's not three or more members at that point. so that's what I figured.
Leah:
Okay. So I'll add you as an admin. So you'll automatically be able to see all of our responses. And then you can consolidate, kind of early April. And then the next immediate step would be, for the April special meeting.
So like a study session, but a special meeting, we would go into executive session. And I think that's when we could.
Paul:
Well, we wouldn't be able to. Oh, I'm sorry. Special meeting. Not the work session then. Yes.
Describer:
Jason speaking off mic and off camera to James.
Leah:
Yes. Yeah. And then we would be able to, go into executive session and potentially share that feedback. So the rest of the group, has insight into that.
And then the other thing that we had is, you know, set new set goals for the, the next year, collectively, review compensation, and any like contract amendments. I mean, there's more, but those are like the two immediate steps. Does that help? Yeah, yeah. Okay, so just to validate, I can share the form.
Paul:
Yes you can.
Leah:
And then how would it work for Nathan's self-assessment?
Paul:
You can submit it to all of you. That's fine. That doesn't constitute a meeting. He's allowed to disseminate information to to you all. And you all are allowed to disseminate information to each other, you know, in one email. It just can't be a conversation.
Leah:
Oh, okay. So then a few things, Nathan, if I added, did you share his self-assessment with everyone?
Describer:
Off mic. Jana says yes.
Leah:
Okay. In the future, I could if you fill it out in the form, I could add the board as admins and then we would automatically be able to see. so then why can't we all see each other's responses like if we're not having a conversation about it, like in the form, it would just be visibility.
Paul:
I thought it was going to be somewhat of a back and forth within it.
This is just a okay, basically just, you know, it would it would basically document.
Describer:
Nathan responds to Paul.
Leah:
Yeah. So it's like it's a form. And then we would all put in our responses. And then anyone who has access to the form can view the responses. There's no way to collaborate in the actual.
Paul:
Yeah. You're not. Yeah. You're not having a conversation.
That would yeah that's fine actually that you could do. So okay. Yeah. If it's just that. That's okay. Just, just avoid you know, the back and forth,
Leah:
okay?
Jana:
Yeah. No, I think that sounds right. As long as we're just sharing.
Leah:
Yeah. Because, again, the way it works is, like anyone who's an admin of the form, they would be able to, like, see the responses either in the admin view of the former, you can like export them to a spreadsheet.
But there's it's like logged.
Paul:
So in that context I think that's fine I think I just misunderstood but but yeah that would be fine.
Leah:
Okay. So then so I'll just add everybody as admins and everybody can see everything.
Board Member Tera Radloff:
Okay. So just to clarify Paul that's view only. And then there's you know, but we wouldn't be able to discuss even one on one any of the things that we see there until we would have a notice you can just
Nathan:
but you could.
So, so if Jana posts her feedback comment to that forum and then Leah and you discuss it, you now have a conversation between three board members.
Jason:
Off mic. It's not a conversation.
Paul:
Well, I would I would avoid yeah. Any sort of back and forth that could involve three people. you know, let's.
Tera:
Yeah. I mean, that's it sounds innocent, but it's I mean, it sounds problematic to me.
I think it's better if we if whatever it is that we want to discuss with each other and the comments wherever, maybe we show it in the executive session. But to avoid any potential, even appearances of a conflict, I just mean I don't think we should be.
Paul:
I completely agree, I think if you keep it limited to putting the comments on the shared, you know, on the shared people, this the shared file, you know, if you want to have a one on one conversation aside that that's not an open meeting and it takes three or more, but, you know, to Tara's point, I wouldn't necessarily start an email back and forth and you
may include somebody else and it can get messy. And I would just avoid that and even for the appearance of it.
Leah:
But to clarify, I can still add everyone as admins just for view only.
Paul:
That's right.
Leah:
I'm gonna do that now. So I don't forget.
Nathan:
So Paul, question for you on this one too. And this goes to why I originally didn't use the form, should I, would it be better for us if we do have a, like, kind of a basic district, Google account that we use, would it be better to move everything over to the Google account and give everybody access?
The reason I didn't want to put it in the form is because it's under a non district account, and so I didn't want to open an account up to four or or a request.
Paul:
So just in the context of your view it would be open on a Google Drive. Whatever documents are applicable your view would be on a Google drive.
Everybody can see it is that the idea?
Nathan:
Or that it's just hosted by not the yeah.
Leah:
Right now the form is created and hosted through my, my Google Drive. and that's a good call. Nathan. I had been thinking about that as well too. If if, I mean, we could set up a district. Google space and and then what I could do is just move the form over to the district, Google Workspace, and delete it on my person.
Paul:
That's that's fine.
Jana:
Off Camera. Yes.
Leah:
Yes. Thank you. I was going to do that like anyways. And then I forgot about it.
Paul:
I think that's prudent. No I mean it's a good plan. I would recommend doing it. Okay. Should be on the district's drive.
Leah:
Yeah. Yeah. Perfect. So do we have one or do you want me to create one?
Nathan:
First off like that, I'll run it through or it'll let them set it up.
Leah:
Okay? Just let me know when it's set up and open it up.
Nathan:
We have a Google account, but we haven't augmented that to like the full workspace functionality.
Leah:
Okay.
Jason:
So we also have Microsoft Office 365. We do so I don't know what our licensing is if we have just exchange only license or if we have,
Nathan:
We're, we're basically licensed for the staff members that we have.
it would be a matter of adding additional. So I it's I'd have to go look and see what permissions and licenses we have set up for your individual accounts.
Jason:
Yeah, because we could throw up a SharePoint. Yeah. Site.
Leah:
Or the other thing is I could create a Microsoft form and we could host that on. our office 365.
So anyways you guys you guys let me know what you want to do
Nathan:
okay.
Jana:
Off mic. Recreate I mean it's not too.
Leah:
Yeah. Just let me know what makes sense.
Paul:
I've been good today. anyways, getting back to the legal report, if anybody does have any questions on it, I'm happy to answer them.
Jason:
All right. Great. Do we have any other questions? Yes. Hearing none. I guess we'll go ahead and close out the legal counsel's report. Thank you.
Paul:
Thank you.
Jason:
And we will move on to the district manager's report.
Nathan.
Describer:
The District Manager's report appears on screen but it is unrelated to what Nathan is speaking about at this time.
Nathan:
All right. Good evening, guys. just a few things I wanted to cover, directly on the agenda. So the first one that I've got is the monarch water line phase two. So the this is the second portion of the monarch projects. This runs from, what does that for? Garden drive north to Windsor Berry. the district portion of that is going to stop at, Buffalo Trail.
Describer:
Nathan scrolls to the Letter of consent from the City of Castle Pines. The text can be found in the Agenda packet found here: https://cpnmd.specialdistrict....
Nathan:
So the city is going to be taking that to council tomorrow night for approval. They asked me for a letter which is included in the packet. basically letter of consent. So we discussed this with Kennedy Jenks went through, looked at all of the different construction schedules, the pricing schedules, the financing, all of that stuff. Everything was in line.
we had a couple comments that they were able to, to match. and so we're ready to move forward with that pending council approval. So the, total cost to Castle Pines Dark Metro District is right at about is anticipated to be $1.2 million. assuming there aren't any change orders, which is directly in line with the budgeted amount.
So the the entire contracts included in the schedule schedules included in here. But that's basically, all of schedule B, which incorporates the waterline work if I can figure out where that is. so that's all of schedule B, and then 30% of schedule A up to the Buffalo Trail intersection. So we're paying for a third of the roadway up to where the waterline scope stops.
Describer:
On scree is the Elite Surface Infrastructure Schedule in the agenda packet found here: https://cpnmd.specialdistrict....
Nathan:
From that point forward north, the city will pay for 100% of the roadway, where there isn't any additional waterline work. it's all right in line with our budget. they're currently looking to get, shovel in the ground early June, and, I don't know, the total project outlay or the total project schedule. but the target is to get it substantially complete before school starts.
there is one additional where we're looking at following the issues that we had, over by clear drive, about a month ago now, with the same section of waterline that we had, the issue that caused the boil water notice, I have been working with Kennedy Jenks. We've got a pretty rough plan on how we could address that issue and just make sure that it doesn't happen again.
So one of the things that we're considering and this would, this would come to the board, is actually creating a schedule C and, direct contract with the city specifically to complete that work while they're out here. The biggest advantage to that is going to be one they'll they'll honor the schedule. They'll honor the cost breakdown that we have in this.
And then we have a it will it also might additionally serve as a mobilization fee. So the way that it worked last time is the water come guys came in after a certain amount of roadway had been torn out. And they replaced water line up to the point of the roadway, and then the water guys kind of have to leave and then re mobilize and come back out.
What we'd like to do is while they continued on the roadway demolition, move the water crew down south to do work around council plans Parkway and Monarch and then do some additional work.
Jana:
What pieces this again Nathan?
Nathan:
This this would be so the the additional work wouldn't be included in this.
Jana:
No I would then what are we calling FcPS.
Nathan:
What are the low. Gotcha. It would be the substantial substantially the work would take place in the intersection of Castle Pines Parkway and Monarch and then moving south. So this is really just replacing isolation valves that we that have been failing and adding some additional
Jana:
I follow. So it's a clean up from the the valve issue from the boil.
Nathan:
Yeah. It would fix about the isolation issues we had with the boil notice and with the, irrigation.
Jana:
And did the contractor, they did agree to hold the unit pricing.
Nathan:
They did.
Jana:
And they did agree to waive Moab. We'll see.
Nathan:
It depends that that's that's more of a phasing issue.
Jana:
So it depends on if they're on site or.
Yeah okay okay. Good deal.
Nathan:
All right. next on my list I, we got, well, a three failure. I just wanted to touch base on this. I did send out a notification to the board that we had a another. Well, failed to start during the startup process from the well vault rehab project. So I did sign the contract to have Lane come out and begin the inspection process on that one.
and I will let you guys know what their recommendations are. Kennedy Jenks is on board. They're aware, I can't remember what the what the cost was to pull everything out of the ground off the top of my head, but it's if I can scroll back up.
I might be included in here. But anyway, I sent that. I sent that information. You guys, I just wanted to let you know that it's on our radar. and we'll let you know what the what the cause of the failure was, ultimately.
Jana:
And just so I don't mix these up, the email that you sent is for a-three.
Nathan:
the mo there. Yeah.
Jana:
The recent one, the recent email. Yeah, yeah. That And so all for A3 and that had pricing in it I remember. So the okay I see A3
Nathan:
and A3 is located actually inside of the village. So it's south of the water treatment plant, kind of halfway in between our treatment plant and the clubhouse on top of the hill. The village.
and then the
Jana:
do we need to approve and the A3 work?
Nathan:
Not for the, the inspection work was done under the, emergency provision
Jana:
Got it.
Nathan:
to make kind of district function. And so the the expenditure request will come to you guys. Once it gets to that point when we know we need to do with it.
Yep. And so this is one and this is one of the ones that we're having our, principal Electric is the, I'm sorry, principal Letcher electric Mountain Peaks and Kennedy Jenks are going to be evaluating the programing on all of our drives and soft starts. So this is one that's already going to be included in that.
But we'll make sure that it wasn't the same failure cause.
Jana:
And are we approving a two today.
Nathan:
All right. Yep. You already did. We just in the consent agenda.
Jana:
Got it.
Jim:
question. When you get through evaluating these failures, are we going to get a summary report or some detail
Nathan:
for each one of them? Yep.
Jim:
Okay. Thank you.
Nathan:
All right. the only other thing I had on the agenda is I just wanted to, I think most of you guys are aware from my self review that I was that I had applied for a certified public manager program at University of Colorado. I was accepted so that those classes will start in May. there a weekend every other every other month for about a year or so, and then a capstone capstone project.
So I am looking forward to going through that.
Jason:
Is that water? Is that I directed that water use or..
Nathan:
It's not specifically for water or wastewater. It's for, it's more of like overall general management practices for people that are that exist in the public space. So it covers special districts, towns, cities, all of those different areas.
Leah:
Is is the cost assuming there's a cost as the cost for that come out of the district budget?
Nathan:
Yeah, it would under the training license stuff. The entire program cost is $5,000 I think.
Leah:
Okay.
Jason:
All right. See anybody have any questions for Nathan? Hearing none. We'll go ahead and close out the just, district manager's report and we'll open up, item number 11. Directors matters. Does anybody have a matter that they'd like to bring to our attention?
Leah:
I sent an email to Nathan, but, I was not able to add the rest of the board, as admins to that form, because you don't have access to that Google Workspace. I'm wondering if it's because of our CP, you know, Castle Pines North Metro district.org. because usually personal emails is not a problem. so anyways, I just emailed Nathan and I think again, the options would be our own Google Workspace, move it over or leverage office. You know our our office and I can create a Microsoft form.
Jason:
All right. That sounds good. Hearing none. The hearing no more matters. We will go ahead and close out item number 11 and we will adjourn the meeting. Thank you.