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HomeMy WebLinkAbout1988-01-19 Support Documentation Town Council Work Session~~ * Reminder: News Conference begins at 2:30 p.m. in the Council Chambers. UAIL TOWN COUNCIL WORK SESSION TUESDAY, JANUARY 19, 1988 12:00 p.m. AGENDA 1. Film Presentation on Vail's History 2. Discussion of Cemetery Committee Report on Site Selection 3. Discussion of Marketing RFP's and Referendum Issues 4. News Conference on Marketing of Vail 5. Discussion of Sign Improvement Program 6. Discussion of Village Delivery Truck Restrictions Experiment 7. Discussion of July 4, 1988 Lacrosse Tournament 8. Discussion of Resolution No. 4, Series of 1988., a resolution establishing Town of Uail policy regarding the funding of street improvements. 9. Information Update 10. Other * Reminder: News Conference begins at 2:30 p.m. in the Council Chambers. VAIL TOWN COUNCIL WORK SESSION TUESDAY, JANUARY 19, 1988 12:00 p.m. EXPANDED AGENDA 12:00 1. Film Presentation on Vail's History Roger Brown Dick Hauserman Background Rationale: Roger Brown requested time to show his film to Council and discuss finances. Roger Brown and Dick Hauserman will be requesting the $15,000 committed by the Council without a hard matching requirement from UA and UVF. 1:15 2. Discussion of Cemetery Committee Report on Site Selection Rick Pylman Action Requested of Council: Listen to a brief review of the report and recommendations. A full public presentation will follow at the Evening Meeting. Background Rationale: The Cemetery Committee and Peter Jamar and Associates has completed the site selection report. 1:45 3. Discussion of Marketing RFP's and Referendum Issues Marketing Committee Action Requested of Council: Discuss the marketing RFP with the Marketing Committee, modify if necessary, and approve. Also discuss any referendum issues which may arise from the public. Background Rationale: The Marketing Committee has developed an RFP for soliciting proposals from marketing organizations. Discussion on the RFP contents and process will occur between the Council and the Marketing Committee. 2:30 4. News Conference on Marketing of Vail Action Requested of Council: Open the meeting for questions from the news media, first on marketing and referendum issues, then anything else they want to discuss. Background Rationale: The Marketing Committee requested this be placed after their presentation and discussion with Council so the current issues will be more clear. 3:00 5. Discussion of Sign Improvement Program Stan Berryman Action Requested of Council: Discuss proposed program with consultants. Background Rationale: The Town retained the consultant team of Shapins, Moss; BRW Engineering; and Ampersand Studios to formulate a comprehensive, public Signage Improvement Program for the Town. Input was received from the public at two meetings in August. The Parking/Transportation Task Force acted as the steering committee for the project and approved the final report in November. The consultants will make a presentation at the Work Session and receive public comment at the Evening Meeting. 3:30 6. Discussion of Village Delivery Truck Restrictions Experiment Stan Berryman Ken Hughey Action Requested of Council: Discuss restrictions experiment and decide to continue or discontinue the program. Background Rationale: Delivery (GUW) have been restricted from the central Village Core during 10:30 a.m. and 2:00 p.m. - 5:00 staff has received no negative restrictions seem to be serving truck - pedestrian conflicts. trucks over 10,000 lbs. utilizing loading zones in the hours of 8:30 a.m. - p.m. since Nov. 25. The public comments and the their purpose to minimize Staff Recommendation: Continue restrictions throughout the remainder of the ski season. 3:45 7. Discussion of July 4, 1988 Lacrosse Tournament Ron Phillips Action Requested of Council: Discuss Lacrosse Tournament issues and give staff direction on whether or not to continue the tournament on the 4th of July weekend. Background Rationale: See enclosed memorandum from Ron Phillips. 4:00 8. Discussion of Resolution No. 4, Series of 1988, establishing Steve Barwick a new method for funding street improvements within the Town Action Requested of Council: Review the resolution and plans for presentation of a change in street improvement funding. Provide direction to staff as may be appropriate. Background Rationale: The resolution before Council involves a commitment by the Council to use Town funds to pay off $475,000 of principal on the West Vail Street Improvement District and to raise an additional $914,000 in annual property taxes in the years 1989-1992 for the purpose of funding the street improvement program. Current plans for funding street improvements through special districts would be eliminated. This resolution is on the agenda for action at the Evening Meeting. 4:15 9. Information Update 4:20 10. Other -2- f' T0: Ron Phillips FROM: Community Development Department DATE: January 15, 1988 RE: Vail Marketing Committee Task Force Attached you will find the Committee's formal draft of the RFP for the Vail Marketing Plan. The Committee will be presenting this RFP, along with other recommendations concerning the marketing of Vail, to the Council at Tuesday's work session. (Final Draft) " A REQUEST FOR PROPOSAL TOWN OF VAIL COMPREHENSIVE MARKETING PLAN Prepared by the Vail Marketing Advisory Committee for the Vail Town Council January 14, 1988 I. INTRODUCTION The Town Council of the Town of Vail, Colorado has held numerous public meetings to determine what municipal projects the public wishes the Town to financially support. The increased marketing of tourism by the Town was the number one goal of the members of the general public who attended these meetings. In response to this stated desire, the Town Council has passed an ordinance that changes the structure of the business license fee in Vail to raise additional funds in a fair and equitable manner for the purpose of additional marketing. The Town Council wishes to implement a comprehensive marketing plan over the next three years, the goal of which is to identify and promote an image that ositions Vail as a superlative all-season resort for quality conscious destination visitors. -- By way of background, in its twenty-five year history Vail has established itself as one of the world's finest ski resorts and, in general, business conditions during the peak of ski season are good. In early 1989, Vail will further enhance its reputation when it hosts the 1989 World Alpine Ski Championships, an event that will draw international attention. However, in the face of increased competition from other ski destinations, and given a projection that the growth rate in numbers of skiers will slow in the coming years, some marketing activity on behalf of winter Vail is considered desirable. The consensus within the community is that the greatest oppor- tunity for true growth through marketing is for summer Vail. There are a number of attributes to summer Vail, including a calendar of special events, that can be communicated to potential visitors. As a separate exercise, the Town Council is conducting market research that will define Vail as a "product," assimilate all available existing research data, identify required data that is missing, define the top feeder markets--both present and potential--in terms of geographics and demographics, and establish benchmarks for measurement. The Town Council is soliciting proposals from qualified agencies and/or organizations for the two major components of the marketing plan described above: - Advertising - Public Relations The Town is most interested in proposals from firms whose potential relationship with Vail will not create conflicts of interest stemming from a firm's involvement in competitive resort communities. Each component is to be bid and priced separately, as described in Section 4, although interested bidders may submit proposals for both components of the plan. Please note that a multi-year relationship is desired with the successful bidder. The initial budget, as described in Section 3, is limited to the calendar/fiscal year ending December 31, 1988. -2- II. SCOPE OF WORK Advertisin The successful bidder will be expected to analyze the market research data supplied by the Town of Vail and, based upon this data: - Plan and execute a comprehensive advertising campaign, including creative development and media schedule, focusing on target markets - Develop a coordinated creative identity program to be used in all elements of the overall marketing campaign Public Relations The successful bidder will be expected to analyse the market research data supplied by the Town of Vail and, based upon this data, plan and execute a complete public relations campaign, the minimum requirements of which include: - Preparation of a media list that focuses on target markets - Design, assembly and distribution of a press kit - Development of an on-going basis of newsworthy releases and comprehensive calendars of events for publication in targeted media - Recommendation of events and activities that generate favorable publicity and address the overall goal of the marketing plan - Liaison and coordination with other organizations in Vail (i.e., Vail Valley Foundation, Vail Associates, etc.) on events and activities -3- III. BUDGET AND SCHEDULE Budget The maximum budget for the advertising and public relations activities outlined under Scope of Work for 1988 (calendar year) is approximately $600,000. A requirement within the Town Ordinance authorizing this use of funds is that no more than 15% may be used for administrative overhead. A heavy emphasis is expected on summer Vail. The Town Council, in conjunction with an advisory committee, will review all proposals received and will select the best mix for allocating this budget between the two components of the plan. Schedule A Bidders' Conference will be held on February 1, 1988 at 2:00 PM at the Westin Hotel, Vail, Colorado. This conference will provide the sole opportunity for bidders to question representatives of the Town and the Marketing Advisory Committee concerning this RFP. All prospective bidders should attend. All proposals will be due on February 22, 1988. The selection process will be complete by March 15, 1988. Upon awarding of the successful bid(s), the market research data as previously described will be turned over to the successful bidder(s). Thereafter: The advertisin activities as outlined in the Scope of Work must commence on May 1, 1988 and end on December 31, 1988. The public relations activities as outlined in the Scope of Work must commence on May 1, 1988 and end on December 31, 1988. -4- IV. PROPOSAL INSTRUCTIONS Submittal of Proposals Eight copies of the proposal should be submitted and proposals shall be addressed to: Mr. Tom Braun Department of Community Development Town of Vail 75 South Frontage Road Vail, Colorado 81657 Proposals must be received at the Town of Vail Community Development-office by 5:00 P.M. on Monday, February 22, 1988. Format In submitting proposals, bidders are to be aware that the Town of Vail strongly considers the proposal content and completeness to be most important. Clear and effective presentations are preferred, with elaborate, decorative or extraneous materials strongly discouraged. The proposal shall be submitted in an 8-1/2" x 11" format with foldouts from this basic size utilized as necessary. The cover shall clearly contain the project title and the bidder's name. As a supplement to written responses to this RFP, relevant material presented in video format (VHS) will be considered by the Town. Bid proposals shall be prepared using the following format in order to facilitate evaluation: Letter of Transmittal Part 1: Project Organization Part 2: Project Work Plan Part 3: Project Staffing Part 4: Experience Record/Examples of Previous Work Part 5: Budget/Cost Proposal Part 6: Appendices Each part should be clearly defined for easy reference. Please note: Separate bids are required for each of the two components: Advertising Public Relations -5- Letter of Transmittal The letter of transmittal is to be addressed to Tom Braun, Department of Community Development, and contain a brief summary of the key points of the proposal. The letter of transmittal should be limited to one or two pages and must include: o An identification of the firms involved in the proposal and which firm is proposed as the prime consultant. o A statement that the proposal will remain in effect for 30 days after receipt by the Town of Vail. Part I. Pro'ect Organization This part of the proposal should contain a concise description of how the proposer intends to organize its approach to the project. The prime consultant is to be identified as well as all other participating firms, whether in joint venture or as subconsultants. The role each firm is to play in accomplishing the identified work program must be explained. Key personnel to be assigned to the project by all firms must be identified, including a brief description of their role in the study. Part 2. Project Work Plan In this part, the consultant is requested to outline methodology for the performance of the tasks identified in this RFP. The work plan should provide a narrative description of the method of implementing the work task, a preliminary schedule/flow chart, as well as any substantive projects that are applicable to the study described in this RFP. Consultant is encouraged to offer recommendations to the Town of Vail's request, providing that they meet the goals of the study . Throughout this part, the consultant must clearly illustrate the generalized approach to the project, and exhibit a clear understanding of the program. Part 3: Pro'ect Staffin This part shall identify key personnel who are anticipated to be assigned to the project, for both the prime consultant as well as any proposed subconsultants. Each person listed must also be identified further through use of an individual resume. Each resume form must be complete and concise, featuring experience which is most directly relevant to the task responsibility which the individual will be assigned. Resumes should be limited to two pages per person. -6- Part 4: Experience Record This part should contain a brief history of the firm and the types of work accomplished, an indication of current staff size, a comprehensive list of present clients, a description of these projects, and the location of the office of the firm. This information is to be provided on each firm submitting as part of the proposal. A complete, concise and accurate description of each firm's experience which is relevant to this project should be cited. Particular emphasis should be placed on current or pending assignments. The information provided should be oriented toward a demonstration that each firm or team of firms has had the appropriate experience to undertake the intended work program. The prime consultant is to provide information which demonstrates the proposer's expertise in complex projects. A list of clients should be provided. This list should include the name and telephone number of an appropriate contact person for each client reference. Again, the Town is interested in the past experience of personnel the firm will assign too the project. Firms should not submit past experience based on individuals either not with the firm or not assigned to the study. Part 5: Bud et/Cost Pro osal The proposer should provide a summary of costs for all services and materials anticipated to be incurred within the study. A summary table should be provided which indicates, for each task, the person-days assumed (broken down by Senior Professional, Professional and Technical Staff categories) and the dollar amount involved. Materials, travel land other costs should also be summarized in this table. The consultant should review the work task and provide the Town with a statement as to the appropriateness and adequacy of the budget identified in this RFP. Part 6: Appendices Information considered by the proposer to be pertinent to this project which was not specifically solicited in Parts 1 through 5 may be placed in an appendix. The proposer is reminded that this is not an invitation to submit voluminous amounts of extraneous material. -7- V. GENERAL CONDITIONS Limitation and Award This RFP does not commit the Town of Vail to award a contract, nor to pay any costs incurred in the preparation and submission of proposals in anticipation of a contract. The Town of Vail reserves the right to accept or reject any or all proposals received as the result of this request, to negotiate with all qualified sources, or to cancel all or part of this RFP. As described later in this RFP (Consultant Evaluation), the Town of Vail may identify a limited number of firms who will be requested to present an oral briefing of their proposal. After a priority listing of the final firms is established, the Town of Vail will negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and be initiated with the second most qualified firm and likewise, the remaining .firms. Validity Period and Authority The proposal shall be considered valid for a period of at least 30 days, and contain a statement to that effect. The proposal shall contain the name, title, address and telephone number of an individual or individuals with authority to bind the company, who may be contacted during the period of evaluating the proposal. Equal Employment O ortunity The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated equally during employment, without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to, the following: employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. -8- VI. SELECTION CRITERIA Proposals received that conform to the proposal instructions outlined in the RFP will be evaluated by a Committee appointed by the Town Council. The Committee will make a recommendation to the Council for the Council's selection. An initial evaluation will take place during the week of February 22, 1988. Further evaluation, as described below, will take place in late February and early March, 1988. The successful bidder will be notified between March 8 nd March 16, 1988. The outline below provides a list of the criteria and scoring system which will be used in the evaluation of the proposals submitted to accomplish the work defined in this RFP. General Compliance with the RFP - 5 points - Format - Content Project Work Plan - 40 points - Creative approach - Demonstration of understanding of the community and of the goals of the campaign - Work flow diagram and demonstration of ability to effectively comply with schedule - Appropriate methodology for the project work tasks Project Organization and Staffing - 20 points - Completeness and qualifications of the project team - Clarification of management structure and accountability - Appropriateness of the project organization to the project - Commitment to project by key staff Experience Record - 20 points - Relevant experience of each firm - Experience of personnel assigned in similar projects - Random client references Budget/Cost Pro osal - 15 points - Stated ability to complete project within schedule and budget Total - 100 points -9- INTERVIEWS In addition to the may be evaluated on conducted by an eval limited to two hours presentation (about extensive question a scheduled at a later expenses will be the written proposal, the highest rated firms their performance in an oral interview uation committee. The interview will be or less, and will consist of a 1/2 hour) by the candidate, plus an nd answer period. Interviews will be date. All travel and out of pocket responsibility of the candidate. The Town of Vail reserves the right to select a consultant based upon evaluation of written proposals only. -10- . ~' Y NEWS RELEASE MARKETING COMMITTEE BEGINS WORK The newly formed Marketing Committee has begun its work on behalf of the Town of Vail. Committee members appinted by the Town Council include Beth Slifer of Slifer Designs; Tom Boselli, a Vail retailer; Mark Smith of East West Partners; Jan Strauch of Overland & Express Travel; Dan Telleen of Karats; Jim Gibson, a retired marketing executive of the 3M Company; and Michael Sansbury, General Manager of the Westin Hotel. The Committee was formed following the passage of an ordinance restructuring the Town's business license fee to raise additional funds for the purpose of marketing tourism. At an organizational meeting on December 22, 1987, the Committee agreed on its mission, which consists of four major elements. These are: 1. To develop Requests for Proposals (RFP's) for the Town Council's approval. These will be sent to qualified organizations for the preparation and implementation of a comprehensive marketing plan for the Town for 1988. 2. To review all proposals received and to make recom- mendations to the Town Council on the awarding of the con- tracts. 3. To act in an advisory capacity to the successful bidders. 4. To evaluate the first year's results and report on their effectiveness to the Town Council. The Committee also agreed that the overall goal of the marketing campaign should be "to identify and promote an image that positions Vail as a superlative, all-season resort for the quality-conscious destination visitor. In a subsequent work session held on December 30, 1987, the Committee agreed that the three key elements of the marketing campaign would be market research, advertising and public relations. The research activities identified as being essential to a successful campaign include the definition of the product (i.e. what is Vail); the assimilation of existing market research data; the definition of the top markets, both present and potential in terms of geographics and demo- graphics; and, most importantly, the establishment of bench- marks that can be used to measure the effectiveness of the campaign. r. f' '~ News Release January 5, 1988 Page 2 In future working sessions, the Committee expects to define the requirements for advertising and public relations which are considered the creative elements of the campaign. In addition, the Committee will define for inclusion in the RFP's the budget and schedule, the proposal instructions, the general conditions and the selection criteria. The Committee expects to have the RFP's presented to the Town Council by January 19, 1988. MEMORANDUM T0: Town Council FROM: Ron Phillips DATE: January 15, 1988 SUBJECT: July 4th Lacrosse Tournament Attached to this memorandum are written comments received from Town of Vail Departments and the Raintree Inn concerning Fourth of July activities.. Some of these comments go into considerable depth and are provided for your information. Most Fourth of July activities and events went quite well in 1987, but there still are a number of questions concerning the Lacrosse tournament. Nineteen-eighty- seven was the ninth year that the Lacrosse tournament has been in Vail growing from four teams originally to sixteen men's teams, four women's teams and four master teams at present. The tournament brings an estimated 600 participants and 3,000 spectators to Vail. The Vail Lacrosse tournament is considered to be the most prestigious tournament in the United States and is the forerunner to the World Cup each year. Because of the size of the tournament and travelling time required by many of the teams who come from the East Coast, a three day holiday weekend is preferred, as many players have to leave their regular jobs to attend the tournament and a holiday weekend requires less time taken from the work week. Jim Soran, the tournament organizer, has polled the teams in the past to see if another weekend during the summer would be acceptable other than the Fourth of July, and they have overwhelmingly said no. It is felt by many of those involved that the Lacrosse tournament itself is a desirable activity, but it brings to Vail a following of young people from the Denver area, many of whom do not act in particularly desirable ways. You will notice from the attached letters and memorandums that the Police Department and others involved with youth activities or lodging feel that the Lacrosse tournament is not desirable as the people attending and participating are driving families and older guests away. The Police Department feels that the Lacrosse tournament on the Fourth of July weekend provides an untenable mix of people that might not occur if the tournament were held on another weekend. The Recreation Department feels strongly that the Lacrosse tournament should continue as it is their opinion that moving the Lacrosse tournament does not guarantee that the high school age students will not appear in Vail. Quoting Pat Dodson's memorandum, "My feeling is they will be here regardless. Having the Lacrosse tournament provides entertainment during the day for young people. If the Memorandum - Town Council January 15, 1988 Page 2 tournament was not here, I wonder if there would be more partying going on in the Town and condos causing more damage and destruction. We should look long and hard before we ask the Lacrosse players to move to another weekend, knowing it could lead to the demise of the tournament. Can Vail afford to lose any special event, regardless when it is being offered. The Recreation Department has worked long and hard on developing the Lacrosse tournament and watched it grow from crowds of 100 in the initial years to crowds into the thousands. If it can be moved without hurting the quality or forcing the tournament from Vail, I am for it. However, if the tournament needs to happen on the Fourth, I recommend the Town support the decision and look for~ways to handle the crowd and problems." As you can see, the issue is not an easy one. It is very difficult to know just what the effects of the Lacrosse tournament are on the Town during the Fourth of Juiy weekend without having a Fourth of July without the tournament present. But that would probably guarantee that the tournament would be moved to another mountain resort location and the tournament would be lost for Vail. Staff would appreciate the Council discussing the issue and giving us direction for the upcoming Fourth of July as the tournament organizers need to know now whether they will be returning to Vail or not. RVP/bsc Attachments c ~ ~~ ~ ~~ CACQC~SE ~O~ ~p~~ _ _._ ___ ___~____.__.__..___..____ ___ . _._~.-___-_ _ ___ m _~om~s__..~~ S ____._ . __ - - _------_ _.....~______ ---_ -__ ~ /..QDrn ~ __ -__._.__ ~ /~q~Tb2 ~~ ~ ~ . _ _- __..__~__._ _. _.-- --~_____ _ ..__ _ _ ..___ .. _~.STim ~~D _ ___ !4-%T~v,~~ic.~~ _ % __ _ __~ ov ~ _._ _ ~J~9-~~D~~ ~ ODD _Juua,q _. _, .___ ~~•• - ~-- ____ __------- - ~__..___ _. aoo _ ~~e~c?~o~__..__ __ ,. - ~g ~ d ~ ~ , __ - ~~c ~~ c~,v~~~,n,J . _.~_ _._ __.__ _. _ _ l ~'v Gc%~`So~~ _ _ ~~ L~ l ~ m e.~ _..__--- _ _. _ _ _ ~r / _ _ /~~ _ ~~J~s __._ _. _---_ _ _ _ __._ _______ /en.~ % s to /D __ /~e-°f' ~c' _ _ _ _ _ //// ___ __ _ _7`40 __ ~ !!~9-t, ~ 7Z- . _ _CL! ON S l'1 BSI v . - f TO: RON PHILLIPS FROM: Q PAT DODSON •J DATE: AUGUST 21, 1987 SUBJECT: JULY 4 ASSESSMENT The following are observations and comments from the recreational staff: 1. Not enough garbage cans at Lacrosse areas.. Every year .this seems to be lacking. Need at least 12 containers at Ford Park and 12 at the Athletic field. If there is a special event they need to be supplemented by cardboard containers. 2.. Port-a-johns. Need to be placed at various locations throughout the town during the weekend. People just cannot find public rest rooms. We need to address rest rooms in the village master plan. 3. Meeting in February, March and June with the police department, town clerk, public works and others involved, helped to minimize several problems encountered in previous years. It also prepared every one for this years event. 4. This year we attempted to control alcohol at Ford Park on Saturday and Sunday during the Lacrosse tournament. Without a policeman on the site to back up the volunteers and staff it is almost impossible. 5. The indoor location at Golden Peak restaurant for the lacrosse venders worked well. There were a few illegal venders, but the police stopped them early which helped to minimize their appearance. 6. All main games were held at Ford Park vs. athletic field. Ford can handle more parking and has rest room facilities. Many games were scheduled in Avon which took some pressure off the two Vail fields. 7. If the Town forces the Lacrosse tournament into another weekend we will need to notify the teams, organizations, volunteers, venders etc. immediately on any date change so they can plan ahead. It should be noted that a questionnaire was sent out in 1986 asking if the tournament date was changed what teams could participate and what problems would it cause for the tournament. The feeling was it would eventually lead to the demise of the tournament and they would have to seek another location. Participants are mostly collage students and some schools do not get out until early June and others return in August. For that reason and the fact there is only one three day weekend (holiday next to weekend) between these months, locks in that weekend for the Lacrosse tournament. 8. The dance in Lionshead was not successful. All we did was irritate many people in Lionshead. I recommend any dances be held by the Vista Bahn where there is very little interference with the residents. 9. The idea of dances on the Fourth of July to attract people back into the area was good. Before the fire works started the area was filled. Once the fireworks were over there was a mad rush to-.the center of town by the younger group followed by the parents and children trying to exit to the transportation center. Throughout the night the younger crowd would move from the village core to the dancing area (Vista Bahn) and at any one time there would be between 200 and 500 people standing around or dancing. The Vista Bahn dance was more successful than the Lionhead dance. I would be encouraged to continue this event at the Vista Bahn location. 10. Drinking in the core areas. Reduced because of the strong show of police. It was handled strictly, but tactfully. All the people that were arrested, should have been. There were many under age children in Vail on the fourth. 11. The amount of trash seemed to be less than in previous years. This is due to public works effort. on cleaning up before and during. 12. I don't feel as strong as some people about the Lacrosse tournament not happening on the .fourth. Moving the Lacrosse does not guarantee the high school age students will not appear in Vail. My feeling is they will be here regardless. Having the Lacrosse tournament provides entertainment during the day for young people. If the tournament was not here, I wonder if there would be more partying going on in the Town and in condos causing more damage and destruction. We should look long and hard before we ask the lacrosse players to move to another weekend, knowing it could lead to the demise of the tournament. Can Vail afford to lose any special event, regardless when it is being offered. The rec. dept. has worked long and hard on developing the lacrosse tournament and watched it grow from crowds of 100 in the initial years, to crowds into the thousands. If it can be moved without hurting the quality or forcing the tournament from Vail, I am for it. However, if the tournament needs to happen on the fourth, I recommend the Town support the decision and look for ways to handle the crowd and problems. oBSIIZVA~zor~s AND orrs As a caimnittee, we felt the concept of a street dance and an outdoor concert would provide enough enticement to lure the younger people off of Bridge Street. For the most part, we were not successful in drawing the numbers. We felt the cost effectiveness of the Street dance was very attractive and perhaps a different location, closer to Bridge Street might be a future option, like Sibert Circle. In as much as the street dance could be a future option the idea of an outdoor concert was not entirely dismissed. The carrmiittee felt that if a big name band was to perform this might be the key to relocating the young people. However, because the cost of this event would be quite large, the committee felt the town might want to give a promoter a cash incentive and have an outside organization handle the-event. All in all, the committee could not foresee any change in the rnm~ber of young people on Bridge Street during this holiday. Our options seem to be to continue modifying our programs to entice the young people away from Bridge Street. thereby using these events as stepping stones to something different. Or, coping with the large number of young people and containing the situation by increasing police coverage during the holiday. The young people who participated in the events appeared to have a great time especially in the Lionshead Mall. The Special event committee was made up of the following agencies: Sheriff Department, a Comm~znity repress ntative, the Tawas Clerk, Vail Resort Association, U.S. Sports, Brad Quayle Productions, Town of Vail Police Department and Recreation Department. f ~ ~ v r. "Sometimes 'x' amount of effort does not always equal 'x' amount of results, no matter now well prepared one is". This seemed to be the credo by which the Youth Services corrnnittee for the 4th of July holiday stood by. It was the goal of the Town of Vail to provide a h~~Y environment for the lan3e number of young people that migrate to Vail for the Independence day holiday. In the past, these young people have been intoxicated, unruly and destructive. The Town of Vail allocated $11,000 to this conm~ittee to provide the entertainment. The committee planned two events for the holiday weekend, a street dance in L~ionshead Mall on Jul 3 and an outdoor concert located at the base of the Vista Bann. The street dance in the Lionshead Mall was disc jockeyed by two local disc jockeys from KVMI', this was a complimentary service. the dance included games and contests, whereby the yaung people could win an array of prizes donated by local merchants. The grand prize given away at the end of the night was a mountain bike. The attendance was between 200-300. The critique of this event by those in attendance was very favorable. The co~unittee felt this event was very cost effective, approximately $ was spent to put on the event. However, the loudness was an issue which caused many of the lodges to complain. It was also felt, although the physical structure of Lionshead Mall was very conducive to a street dance, the location was still too far away form the Bridge Street crowd to travel. One committee member alluded to the idea of "righting the flow of water" to make the Bridge Street crowd move to Lionshead. The ittee was very pleased with the conurnuzity response to these events. Many merchants donated gifts for prizes. Getting volunteers for these events was excellent with approximately 35 people volunteering each night to chaperone. The Coke Company of Glenwood Springs provided free soft drinks for both nights. The big event on July 4 was a concert by the Deaver based, "Chris Daniels Band". We felt this was the best group we could obtain .for the event providing the amount of money we could spend. As on the 3rd of July, we gave away a mountain bike and approximately $500 in prizes. Initially, the crowd was very large (the pre-fireworks crowd) but as the night progressed, the crowd dwindled and also became more of an older crowd. The 4th of July was the biggest learning experience for the committee. The sound, staging, lighting and tenting were not the high quality that was anticipated. Although the finished product did not suffer, we will approach these areas with more caution the second time around. The approximate ntunbers for this event were between 300-400. The Vista Bann area was not conducive to dancing and same felt this was a problem. Others also mentioned if an admission charge was not assessed, it is more likely people will come and go during the event. One thing that has yet to be mentioned was the idea of selling some sort of memorabilia for the weekend. The coarnnittee felt selling boxer shorts would add to the weekend atmosphere and offset the project. However, this was not the case and our losses were very significant. I~F~ tawo a uai y box 186 . vail, Colorado 81657 . 303.476-5671 To: Ron Phillips From: Buck Allen Re: July 4th Weekend Date: August 24, 1987 Dear Ron: Pursuant to your request the following are suggestions for the next Fourth of July Holiday: 1. More public rest rooms be provided for the visitors. The current permanent facilities cannot handle the number of visitors. Temporary facilities located by the Vista Bahn would be helpful. 2. Hold an advertising campaign in the major front range college newspapers advising the students about the open container enforcement and the standard of conduct expected of them. I have several ideas on the type of theme to be used. 3. Start writing open container violations earlier in the holiday period. 4. Place signs at the 4 way stops, the Interstate exits, the entrances and exits of the parking structures with the message "Open Container Law Strictly Enforced". These signs should be removable and could be used over the Christmas Holiday, the President's Birthday Weekend and the Fourth of July. If you have any further questions on these suggestions please don't hesitate to contact me. Yours truly, V 1.cc.t.~L ~Q~.Q~. Buck Allen lowo 0 75 south frontage road vail, Colorado 81657 (303)476-7000 department of public works/transportation MF,MnRANT)TTM T0: Ron Phillips FROM: Stan Berryman DATE: August 17, 1987 RE: 4th of July - 1987 The 4th of July went very smoothly this year for our Department. We do offer a few comments and suggestions: Comments: 1. Parade much better without gaps. 2. No need for parade ropes and concrete-bottom poles. The parade moved smoothly without barriers. If the Police Department feels some barricades are needed at a few isolated locations, we suggest they contact John Gallegos to construct some "elongated wooden sawhorses" that can be set up and broken down quickly. We have seen these used by other Police Departments. 3. The trash dumpsters rented by the Rotary, Teen Center and Recreation Department helped to consolidate the trash problem. We suggest that even a larger size "roll-off" dumpster be rented for Ford Park be~.ause of the extremely large amount generated by Ford Park activities. 4. Continue to publicize the existing shuttle bus route for people wanting to go to the Ford Amphitheater. Cars were parked east of the Pulis Bridge on the South Frontage Road necessitating a very long and dangerous walk to the Amphitheater. At this same time, there were 300-400 parking spaces available in the Lionshead Parking Structure. It would have been much quicker and safer for these people to have. parked at Lionshead, and taken the shuttle bus to Manor Vail, and a short walk down to the Amphitheater! SB/slh _ 1'j J ~t ,~ G ~ ~1UL 8 19®~' aint~ee ...:. ~ .7n n~ ~. VA I L "Formerly Best Western lnn at West Vail" July 7, 1987 Mr. Ron Phillips Town of Vail 75 S. Frontage Rd. Vail, CO 81657 Dear Ron, Thankfully we all survived the 4th of July for another year! During our staff meeting this morning we discussed a couple of things we would like the Town of Vail to consider for next year. First, more bus coverage to G?est Vail~mid-day service as well as extended hours in the evening. All. of our guests over the weekend drove to Vail and then all drove into town to try to find a place to park and added to the conjestion. Secondly, no LaCrosse tournament. The people attending and participating are only driving our families and older guests away. We had some guests who said they would never return to Vail over the 4th of July. Since I will be out of town for the next few weeks I wanted to voice my concern and offer my suggestions. Keep everything in order while I'm gone!. Sin erely, Be, We Prn Raintree Inn - Vail // ~~~ Sylvia ount General nager SB/s 2211 N. 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Ass we da ~i.ke ~a say wh~.t g.iv~,ng ~someane ~h.e "bu~~,ne~~s," Jaanne, "bed-ten..eate khan neve~t,." Sa ~o rycoceed. . 1. Teenagetus have ~alzen ave~c the Tawn as Vai,2 dutu.ng .t4ce Ju.~y 4~h ha.P.%day. fhe.in ma~a~.ve attendance ~.n the .Town os Va.i~C ne.ithen. enhanced the atmaa~he~ce and maod we w.ush .ta exude ~a aun v,%d,ttotts ~a Va.%2, but ~,n Sack, evafze~s a negat,%ve and .tGvicea~eru:ng e.2ement wh.r.,c.h .us entitce~y .ina~rycoryc.iate Uan a Sam.t,ey-ne~2ated vaca~.i,on amb.c.ance. 2 , 1 waned Bugg e~s~ ~ha~ ALL a~tiv.cte~ wFu:ch ~,n any way wau.ed ~senve a~ an enticement an c~,tth.acti.on ~a ~eeyvs be nemaved Sn.am ~h.tJs ha.e,%day achedu.ei,rtg, .i. e., the Lachaa~5e ~aunnament, ~s~cee~ dance, etc. 3. A dugge~ian Snam a membetc os the tceta.i.~ cammun.ity .t~s a~ Sa.P.~ow.a: NURD-IZE &c.i.dge and Gane dwu.ng each as the evenings during the ho.ei,day peniad, ~,. e. , m.in-unum 7:00 P. M. ~a m.idn-igh~ (ah .P.a~en1 . sy nand-.ize, and .c,a nab mearLt denagcrtalciey bud more ass an app decn,iptian, the ~sugge~%on -us ~o have Tyno.~ean dancen~s, d.inge~, acand.uzn ~za yen. , and ~s a S o~rth, a.eb o s whd.c h wau.ed ptcoduc e an atrn ass ph en e un-2%Fzeey -ta ~.~eaae the been wan.2d. Ad .ta ~spec~i.s.ic ~ugge~c;av~s ~ha~ n.e.Pate ~a ~Gt,tJS yeatc'~s ~.eanned d-t~cee~ dances/activ.iti.e~: 1, vbv.iou~s.~y, the baxen. aa~.e Se.P.~ chant as even aun .2owe~ ~5a2e ~n.o1 ec~.iaws . The deuce Son any p.eanned "meman.a.b-tei.a." ~sa2e dae nod ex.i~s~. T~tene .us no manfzet! 2, The .eigh~ing San xhe dance area .c.rt L.ian.dhead cua~s pen.sect; ~11.e V-c.d~a. Kahn .2aca~i.an cou.ed have abed can~.iden.ab.ey mane/better. dig 11,ti.,ng ~ on the actua.~ dance cvicea. 3. Adequate numbers as vo.2u.nteen~s Son ~he~se event were on hand. I.t nema.i.n,a unceean whether, ~-S ~h.e en.awd~s had a~peaned, ~h.e~e rum b era wau.ed have been d cls s.icient ~o wan.d a b b tic oub.~e and ~a be r s ~~ • MEMO-JUANNI: MATTIO/JULY 4TH YOUTH ACTIVITIES RFVT~GI JULY 21, 1987 PAGE TGIO du~~.2emen-ta.2 hee.p ~a ~h.e pa.ei,ce. 4. The pna-ac~.ve ~~ance when eauc2y an by the Va.i.2 Pa.~%ce De~an.~mer~t ways ab~a.eute2y essect.%ve .cn cav~ta~,n.i.ng and ean~c.o.P~,c:vig the c~.awd~s .in the V.c,Q,~ag e area. My ab~ehvatiarus an.e quite obv,~aua~.y co.~aned by what I pe~cee~.ve ~a be an uwsucce!s~Uu.~ evevit, uvusucee~~su~. a3 .c~ ne,eate~, .ta the bnaad aud~.enee we wetee hora.i.ng ~a a~,ticae~. I see. the Fii,dd wha crt~ended e-i~thelc an bath evens had a gaad -time - .Lhe .ewc.e as the maunta~.n b.iFze way gnea~ - bud avetca.P.~., we did nab and eou~.d nod cake the ga~helc.i,ng son wGiich .th~,a wa6 ~.ea.nned. And ~hcrt'a a d-i~sappa~ir~tmen~! P.~eaae gave me a ea.P.e ~-s you have quea~i.aws abau~ my ~summa~i,an. Aga.i.n., .ct way, a ~.~eaaevice ~o wonf~ w,cth ouch an er~thu~s.i,a~s-tie, cao~efc.a~,ive and we,~-e-.intenti.aned eomm.it~ee. My apa.~ag~.eb fan g et~i.ng .thv~ m.i.~~~.ve ~a you a a .2.ate! cc: Ran Phi.~.i,p~s RESOLUTION N0. 4 Series of 1988 A RESOLUTION ESTABLISHING TOWN OF VAIL POLICY REGARDING THE FUNDING OF STREET IMPROVEMENTS WHEREAS, Vail streets are in need of major improvements due to a lack of proper street construction during original installation; and WHEREAS, the Town of Vail has deferred major street improvements for a number of years; and WHEREAS, continued deferment of major street improvements is undesirable due to functional and financial considerations; and WHEREAS, the Vail Town Council deems the use of special improvements districts to fund major street improvements to be undesirable. NOW, THEREFORE, be it resolved by the Town Council of the Town of Vail; Colorado, that the following policies are adopted: 1. On April 1, 1988, the Town of Vail will call $475,000 of outstanding bonds issued by the West Vail Local Improvement District No. 1. These bonds will be redeemed out of the existing Capital Improvement Program fund balance. 2. Improvement districts will not be utilized to complete the Five Year Street Improvement Plan. 3. The mill levy for the Town of Vail shall be increased to a level sufficient to raise an additional $914,000 in annual property taxes for the collection years 1989-1992 only. The revenues generated by said mill levy shall be earmarked for funding a portion of the Town's street improvement plan. 4. This Resolution shall take effect immediately upon its passage. INTRODUCED, READ, APPROVED AND ADOPTED this 19th day of January, 1988. Kent R. Rose, Mayor ATTEST: Pamela A. Brandmeyer, Town Clerk