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HomeMy WebLinkAboutPEC120036 REVISED MANAGEMENT & OPERATIONS PLAN w/corrected images_received 110712 Vail Golf Course Club House Management and Operations Plan DRAFT October 2012 Vail Golf Course Club House Management and Operations Plan Page 1 Purpose and Intent of Document The Vail Golf Course Club House Management and Operations Plan (the Plan) was prepared by the Vail Recreation District (VRD) and the Town of Vail to address the management and operation of the remodeled Vail Golf Course Club House and Nordic Center. The Plan is an element of the Conditional Use Permit (CUP) application that has been submitted to the Town, the purpose of which is to facilitate the remodeling of the Club House. Upon approval of the CUP the commitments and obligations outlined in the Plan will be binding on the operators of the Club House. For the last 40 years the Vail Golf Club and Nordic Center has successfully operated the Club House hosting numerous social events and public functions without a formal management and operations plan. It is the intention of this Plan to document how the Club House will be operated with specific measures intended to minimize the impacts of the Club House on the immediate neighborhood and in doing so provide the community with a clear understanding of how the Club House will operate. Vail Golf Course Club House Management and Operations Plan Page 2 Vail Golf Course Club House The Clubhouse includes the following primary uses: Golf Pro Shop Nordic Center Support Offices Golfer Grille and deck Banquet Room/Banquet Patio/Banquet Lawn Lockers/Restrooms/Circulation/Storage Cart Barn The total gross floor area of the building is approximately 21,841 SF. The project site plan and main level floor plan are found below. These plans are provided as a point of reference as they identify specific uses and or features of the Club House that are referenced in this Plan. Vail Golf Course Club House Management and Operations Plan Page 3 Proposed Management and Operations Plan This section outlines how various elements of the Club House will be managed and operated. A. Golfer Grille and Patio The Golfer Grille will be located on the second level and north side of the Club House. The Grille will have an enclosed seating area for approximately 40 persons and outdoor seating for approximately another 25 persons. This space is primarily intended to serve the golfer, however depending on demand the Golfer Grille may also operate in non-golf seasons or may be operated to complement the Nordic Center. Vail Golf Course Club House Management and Operations Plan Page 4 B. Banquet Room, Banquet Patio and Banquet Lawn The Banquet Room will be made available to the public as a space for both private functions and for community-oriented activities. Examples of how the room may be used include, but are not limited to banquets, parties, receptions, weddings, lectures, fund-raisers, business meetings and other similar functions. The Banquet Patio and Banquet Lawn provide outdoor spaces that can be used in conjunction with the Banquet Room. The maximum number of attendees for functions at the Banquet Room will vary depending upon the type of function and seating arrangement (i.e. table seating, theater seating, etc); however in no instances shall the use of the Banquet Room exceed 200 attendees. C. Tents The temporary placement of tents within the CUP Area shall not be permitted unless specifically approved via the Town of Vail Special Events permit process or the CUP process. D. Golf Cart Access and Flow The golf cart access and flow is being positioned to the north side of the Club House so that golfers and patrons of the Banquet Room are not in conflict. Cart pick up will occur at the northwest side of the building. Golf cart drop off will occur on the northeast side of the Club House. The intent is to provide a seamless experience for the golfer and for other users of the Club House. E. Parking and Parking Management A Parking Management Plan shall be implemented in order to adequately provide for the parking demands of the Club House and specifically the Banquet Room. The underlying goal of the Parking Management Plan will be to ensure that the parking needs associated with the Banquet Room are provided within the golf course parking lot in a manner that does not result in parking on Sunburst Drive. 124 spaces are provided within the Club House parking lot (this includes four spaces in the “drive-through lane). These spaces provide parking in conformance with the Vail Town Code and are considered adequate to meet the typical daily needs of the Golf Course and the Nordic Center. During non-peak periods of the Golf Course and Nordic Center (non-peak periods include both the spring/fall golf seasons and late afternoon and evening hours for both the Golf Course and Nordic Center) the existing parking lot is of sufficient size to accommodate the parking demands of the Banquet Room. At other times during the golf and nordic seasons the Vail Golf Course Club House Management and Operations Plan Page 5 use of the Banquet Room may necessitate the implementation of one or more measures intended to manage parking needs to ensure that parking does not occur on Sunburst Drive. The VRD will determine the specific parking management measures to be implemented based on the time of year, time of day and the number of participants expected to be utilizing the Banquet Room. In addition, consideration will also be given to other events that may be occurring at the Golf Course or Nordic Center. Collectively, the measures to be implemented will constitute the Parking Management Plan for that event. Elements of the Parking Management Plan may include, but not be limited to: Scheduling - VRD will schedule the use of the Banquet Room so as to not coincide with major events or during periods of peak use of the Golf Course and Nordic Center. Employee Parking – approximately 15 parking spaces can be made available for Banquet Room parking by requiring Golf Course and Banquet Room employees to park off site (at either the Town of Vail Public Works shops or the Golf Course Maintenance Facility). Parking lot attendant – the parking lot may be managed by an attendant prior to and during events at the Banquet Room in order to direct users to appropriate parking areas and ensure proper implementation of the Parking Management Plan. Valet parking – approximately 30 additional parking spaces can be created utilizing a valet parking program. Shuttles – utilizing shuttle vans or buses to transport users of the Banquet Room from local hotels and/or from the Vail Transportation Center or other locations. The Parking Management Plan to be implemented (if any) and the costs associated to implement such measures will be documented in the rental agreement with the user of the Banquet Room. In such cases where a Parking Management Plan is required the rental agreement may also include a parking compliance deposit. This deposit will be held by the VRD and refunded following successful adherence to the Parking Management Plan. In conjunction with any rental of the Banquet Room the VRD will notify the Town of Vail in a timely manner of the date, time and number of participants of the rental and the Parking Management Plan to be implemented. In the event that the Parking Management Plan has not been successful in preventing parking on Sunburst Drive the Town will Vail Golf Course Club House Management and Operations Plan Page 6 meet with the VRD to understand the circumstances of why the management measures were not successful. The Town of Vail may, at its sole discretion, exercise review/approval authority over Parking Management Plans. The Vail Town Council may meet with the VRD to review operations of the Banquet Room and specifically the performance of the Parking Management Plans. The parking of cars along Sunburst Drive is prohibited, provided however, that the Town of Vail may grant exceptions and allow parking along Sunburst Drive for unique circumstances. Such exceptions may be granted only after review and approval of a permit by the Town of Vail. In such cases road side parking will be managed and controlled by the VRD. No overnight parking will be allowed within the parking lot except for Town or VRD vehicles as may be required from time to time. The parking lot will not be used for golf cart storage. F. Lighting Exterior lighting shall conform to all applicable Town ordinances. Unless necessary for safety or security reasons or as required by building or other codes, all exterior lights will be turned off within one hour after the conclusion of an event at the Banquet Room or one-half hour after the time the Club House closes. Window glass treatments and/or curtains may be used to shield lighting from the interior of the Club House. G. Noise and Amplified Sound All uses and all activities within the Club House, including the Banquet Room, Banquet Patio and Banquet Lawn shall conform to the Town of Vail Noise Ordinance. Ambient music is permitted on the Banquet Patio and the deck of the Golfer Grill. Temporary outdoor amplification of sound on the Banquet Patio or Banquet Lawn is permitted in accordance with the following parameters: 1) amplification for a person speaking to a group or officiating a wedding, ceremony or similar activity, 2) amplification for live music performed during a wedding, ceremony or similar activity, and 3) no amplification of any kind shall occur after 8:00 p.m. Vail Golf Course Club House Management and Operations Plan Page 7 The Banquet Room will be air conditioned so that the windows can be closed to minimize noise from within these areas. All windows of the Banquet Room will be closed at any time amplified music occurs after 8:00 p.m. All users of the Club House will be informed that the Club House is located on a municipal public golf course and within a residential neighborhood and will be required to agree to respect the quiet enjoyment of the neighboring properties in any rental agreement. Appropriate penalties will be put in place by the VRD to ensure groups understand the conditions under which they are using the Club House. Penalties will be clearly provided for in rental agreements and may include revoking a compliance deposit for violating this section. The VRD or catering company will have appropriate staff present to enforce any violations of the rental agreement during the operation of the Banquet Room. H. Hours of Operation Hours of operation for the Club House shall correspond to the normal hours of use for the Golf Course and Nordic Center. Hours of operations for the Banquet Room shall be from 8:00 am to 12:00 am.; provided, however, that exceptions to these hours may be made for holidays (i.e. New Years Eve) and other special events. In such cases the VRD calendar of events shall specifically indicate the hours of the event. In no cases shall use of the Banquet Patio or Banquet Room Lawn by an event be permitted past 10:00 pm. I. Use of Old 18th Green The “old” 18th green shall be used as a practice and teaching green for putting, chipping and golf-related instruction. J. Parking Lot Snow Storage Snow storage for the Club House parking lot will be located at the south end of the parking lot. As deemed necessary by the Department of Public Works, during the course of the winter snow stored in the parking lot may be removed and trucked to a remote location. K. Neighbor Notification and Liaison The VRD will post a calendar of events on its website in order to keep the neighborhood informed of activities at the Club House, including use of the Banquet Room. Notice of events shall include a description of the event, the anticipated number of participants and the hours of the event. Vail Golf Course Club House Management and Operations Plan Page 8 The VRD will designate a neighborhood liaison as a point of contact for neighbors who have questions or concerns about the management and operation of the Club House. The Town of Vail and the VRD may meet to review the management of the Club House, to discuss any issues that may have arisen and to discuss potential changes to the management and operation of the Club House. This meeting shall be open to the public. L. Approval Process and Amendments to this Plan This Plan is approved by the Town of Vail Planning and Environmental Commission as an element of the CUP for the remodel of the Vail Golf Course Club House. Amendments to this Plan shall be reviewed and approved in accordance with Chapter 16, Conditional Use Permits, of Title 12 Zoning Regulations, of the Vail Town Code.