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Home My WebLink About2023-08-29 TROC Agenda Timber Ridge Operating CommitteeAgenda Tuesday, August 29, 2023 8:30AM –9:30AM Zoom Virtual Meeting 75 South Frontage RoadWest, Vail, CO 81657 Members: Russell Forrest, Town Manager Kathleen Halloran, Deputy Town Manager Greg Hall, Public Works Director John King, Facilities Manager George Ruther, Housing Director Carlie Smith, Finance Director Corum Property Management:Staff: Erica Weston –Regional Portfolio ManagerMissy Johnson, Housing Coordinator JocelynGarcia–Property ManagerMartha Anderson, Housing Coordinator Agenda: 1.Call to Order 2.Approval of Minutes a.April 25, 2023 b.June 27, 2023 c.July 27, 2023 3.Timber RidgeLottery Feedback/Alternate Ideas 4.Adjournment The next scheduled meeting of the Timber Ridge Operating Committeeis September 26, 2023. Timber RidgeOperating CommitteeResults Tuesday, April 25, 2023 8:30AM-9:30AM Zoom Virtual Meeting 75 South Frontage RoadWest, Vail, CO 81657 MembersPresent:Members Absent: George Ruther, Housing DirectorKathleen Halloran, Deputy Town Manager Carlie Smith, Finance DirectorRussell Forrest, Town Manager Greg Hall, Public Works Director John King, Facilities Manager Corum Property Management: Erica Weston –Regional Portfolio Manager JocelynGarcia–Property Manager Staff: Martha Anderson, Housing Coordinator Missy Johnson, Housing Coordinator A quorum of the Timber RidgeOperating Committee with all members being present, except Kathleen Halloran and Russell Forrest. The meeting was called to order at 8:32 a.m. Approval of Minutes from February 28, 2023–no comments or changes. Motion: George Ruther Second: Carlie Smith Vote: 3-0-0 Approval of Minutes from March 30, 2023–no comments or changes. Motion: Carlie Smith Second:John King Vote: 3-0-0 Resident Communication–Redevelopment and Leasing Options at Residences at Main Vail. The committee referenced the email that went to Timber Ridge renters on Monday, April th 24was referenced during the meeting and discussed additional communication recommendations and The discounted rent was intendedto benefitthe Timber Ridgeresidentsand subleasing is not allowed. The leasing preference to existing residents at Timber Ridge (TR) applies to Residences at Main Vail (RMV)for 2-bedroom, 1-bath residences. As long as an existing Timber Ridge resident continues to have a lease under the three- year term, everyone on the lease benefits. Should the original Timber Ridge tenant leave, the discounted rate would not be honored at renewal time. In this case, the separate addendum would need to be created at the initial signing of the lease so all tenants are aware and in agreement. If a local Timber Ridge resident calls and has not received this email, the direction is to contact Jocelyn to request the communication. King suggested and the committee agrees to look to Corum to add the information to the Timber Ridge website. Ruther inquired to the committee regarding the 31 available residences and the first come first served basis. Conversation ensued around the concept and mechanics about the first come first served process. Ruther will follow-up with the Residences at Main Vail team to determine the list of documentation needed for an applicant’s complete application. The Committee agreed no further business to discuss. Motion made to adjourn. Meeting adjourned at 8:58 a.m. Motion: John King Second: Carlie Smith Vote: 4-0-0 Next Meeting – May 30, 2023 Respectfully submitted. Missy Johnson, Housing Coordinator Timber Ridge Operating CommitteeResults Tuesday, June 27, 2023 8:30AM –9:30AM Zoom Virtual Meeting 75 South Frontage Road West, Vail, CO 81657 MembersPresent:Members Absent: Kathleen Halloran, Deputy Town Manager Russell Forrest, Town Manager Carlie Smith, Finance Director George Ruther, Housing Director John King, Facilities ManagerGreg Hall, Public Works Director Corum Property Management: JocelynGarcia–Property Manager Staff: Missy Johnson, Housing Coordinator Martha Anderson, Housing Coordinator 1. Call to Order at 8:34 a.m. 2. Update on RMV Units Leased by Current Residents of Timber Ridge Jocelynreached out to Triumph Mountain Properties seeking a list of applicant names that are finalized for use for Timber Ridge residents The Vail Resorts master lease is up for renewal and the group is looking at the possibility of master leasing to Vail Resorts for the 2023-2024 winter season. Chris Brunjes (the property manager) reached out regarding additional parking spaces. Once the information is available, Kathleen will reach out to Beth Howardwith availability and determine next steps. Comments from Timber Ridge applicantsinclude primarily non-Timber Ridge applicants or current Timber Ridge renters that missed the first window. The comments were not about the process of leases at RMV but people seeking more information regarding the next opportunity for leasing. Halloran suggests deferring to Ruther regarding any discounts to Timber Ridge tenants who missed the initial application window, but that the group believes Timber Ridge residents would still receive priority. Conversation ensued around the logistics around a lottery process and collaboration with Connolly and team at Triumph Mountain Properties. RMV operating community may be worth a conversation and Halloran will look into the next steps. 3. Update on Units Becoming Available at Timber Ridge There is not an update regarding rental units available but Jocelyn provided a building update. Building O is the primary problem building in bathrooms including bathtubs, drywall, painting. Garcia mentioned to Erika that the water bill increased from $500 to $4000, 300 gallons of water during the month of May. The leak was not found and Eagle River Water and Sanitation has not been able to check the meters. Later, there was a large visible leak with flooding in upstairs and downstairs laundry rooms and into the shared Vail Resorts/Timber Ridge workshop. The laundry rooms are operable but a mess. Garcia will keep Smith with any cost estimates. King recommended an Eagle Vail leak detection company who can look for underground leaks. He will provide contact information. The Committee agreed no further business to discuss. Meeting adjourned at 8:55 AM. Next Meeting – July 25, 2023. Respectfully submitted. Missy Johnson, Housing Coordinator Timber Ridge Operating CommitteeResults Thursday, July 27, 2023 9:00AM –9:30AM Zoom Virtual Meeting 75 South Frontage Road West, Vail, CO 81657 MembersPresent:Members Absent: Kathleen Halloran, Deputy Town Manager Russell Forrest, Town Manager Carlie Smith, Finance Director George Ruther, Housing Director John King, Facilities Manager Greg Hall, Public Works Director CorumProperty Management: JocelynGarcia–Property Manager Staff: Martha Anderson, Housing Coordinator 1.Call to Orderat 9:06 a.m. 2.Approval of Minutes–moved to next meeting a.April 25, 2023 b.June 27, 2023 3.Update on Vail Resorts Master Lease a.Kathleen updated briefly but the master lease has not yet been re-signed. 4.Update on Expected Vacancies from Residents Moving to RMV a.Jocelyn has received (4) notices to vacatebut based on the list that Mike provided (28) Timber Ridge residents planning to move to Residences at Main Vail th b.They have until Sept 10-25to provide their notice to vacate, at which point there will be a final list c.Rent was prorated for September and the group will expedite the return of deposits as much as possible, within the first few weeks of moving out d.Jocelyn has another call with Mike Connolly with RMV; e.Some renters are preferring to pay the full month of Septemberand receive reimbursement if they move out early; which pay be a solution to determining the final move in date for RMV so it has a pro-ration on either side f. Kathleen will seek an update from Mike Connolly and send it to the group g. As soon as people move out from Timber Ridge, the Town of Vail has interest in seeing some of the residences in case there is any work to be done; i. Anticipate carpet replacement, paint, caulking in bathrooms and possibly replacing appliances 5. Update on Repairs from Laundry Room Flooding a. Repairs have begun and the laundry room has been dry-walled and waiting on texture and paint b. Jocelyn has provided images and information for the insurance claim to Michael c. Repair cost was estimated as of now, $8,000 but the plumbing vendor $898, so it is approximately $10,000 right now, which has been submitted to Michael d. June water bill in June was $9,000 The Committee agreed no further business to discuss. Motion: King Second: Hall Vote: 4-0-0 Meeting adjourned at 9:20 a.m. Next Meeting – August 29, 2023. Respectfully submitted. Missy Johnson, Housing Coordinator