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HomeMy WebLinkAbout2001-01-23 Support Documentation Town Council Work Session W FUND AMOUNT General Fund 24,663,170 Capital Projects Fund 9,320,440 Real Estate Transfer Tax Fund 6,317,433 Vail Marketing Fund 295,200 Debt Service Fund 2,319,824 Heavy Equipment Fund 2,199,372 Health Insurance Fund 2,232,900 Dispatch Services Fund 1,798,522 Total 49,146,861 3. The Town Council hereby adopts the full and complete Budget and Financial Plan for the 2006 fiscal year for the Town of Vail, Colorado, which are incorporated by reference herein and made part hereof, and copies of said public records shall be made available to the public in the Municipal Building of the Town. This Ordinance shall take effect five (5) days after publication following the final passage hereof. 4. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. 5. The Town Council hereby finds, determines, and declares that this ordinance is necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants thereof. 6. The repeal or the repeal and reenactment of any provision of the Municipal Code of the Town of Vail as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceedings as commenced under or by virtue of the provision repealed or repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. 7. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not Ordinance No. 22, Series of 2005 REVISED 5:00 P.M.. JAN. 19.2001 VAIL TOWN COUNCIL WORK SESSION TUESDAY, JANUARY 23, 2001 NOTE: Time of items is approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. 11:30 A.M. VAIL VILLAGE WALK-ABOUT MEET AT RED LION, 304 BRIDGE STREET BUFFET LUNCH 11:30 A. M. -1:45 P.M. 2:00 P.M. VAIL COUNCIL CHAMBERS 1. Environmental Partnership Discussion with Vail Resorts, Inc. Patrick Hamel (30 mins.) ITEM/TOPIC: Overview of Town of Vail and Vail Resorts Environmental Programs and a look at possible partnerships between the programs. ACTION REQUESTED OF COUNCIL: Provide direction on environmental programs and partnerships. BACKGROUND RATIONALE: The Town of Vail and Vail Resorts have many environmental programs that are similar to one another. We believe that by partnering on many of these programs we can send a stronger message to the public on what our environmental programs encompass. The Town has recently been working with Vail Resorts on pine beetle mitigation and noxious weed abatement. Since both the Town and Vail Resorts have recycling and Green Star Programs, we feel that we should be partnering in these areas as well as other environmental areas that have not been addressed by either group. RECOMMENDATION: Town staff believes that we should work in conjunction with Vail Resorts to help one another communicate a strong environmental message to the public. 2. Community Facilities - Vail Center Update. (15 mins.) Russ Forrest 3. PEC/DRB Reports (10 mins.) George Ruther 4. Special Events Process (30 mins.) Pam Brandmeyer BACKGROUND RATIONALE: In September, Council listed Special Events as a 6 month critical strategy. On November 8th, a four hour meeting was held including event producers from throughout the valley, members of the business community, staff, and a facilitator to outline special events goals/outcomes, issues, hurdles, venues, and more. From this initial meeting, subcommittees were formed. The Permit Group has been meeting weekly since that time, w/the following outcomes. STAFF RECOMMENDATION: Receive direction from Council regarding banners, amplified sound, community events vs. on-mountain events, and vendor selection. COUNCIL DECISIONS (will require modification of existing ordinance) 1) Banners - Quantity - Placement 2) Amplified Sound - Standards - Placement - Duration 3) Community Events vs. On-Mountain Events - Current definition ("Any fair, show or exhibit of arts, crafts or similar handiwork, any sports event, educational, recreational event, or cultural activity") precludes marketing/advertising of on- mountain events COUNCIL DIRECTION REQUIRED: 1) What type vendors are good for Vail? - No competing w/existing licensed TOV businesses - Manufactured goods must sell through an existing licensed TOV business (e.g., Bolle sells through Eyepieces, TEVA sells through Gore Range Mountainworks, etc.) - Hand crafted items are differentiated differently SUBCOMMITTEE WORK IN PROGRESS; 1) Comprehensive "object placement" map (this will lump all objects into one group, be they cars, tents, canopies, displays, etc.) to define all approved spaces 2) Security standards based on location, type of event, # of attendees 3) Venue clarification based on time of year, # of attendees, type of event, jurisdiction (TOV, VRI, FS, private property) 4) Health department guidelines for food, trash, portapotties 5) Police department guidelines for security/ hiring of off duty officers, personnel 6) Temporary tent submittal requirements 7) One-stop permitting process/cover sheet identifying all aspects of event registration 8) Establishing "line of credit" for multiple event promoters/annual billing 5. Wayfinding Update (20 mins.) Suzanne Silverthorn Greg Hall ACTION REQUESTED OF COUNCIL: None. BACKGROUND: On Feb. 3, 2000, Council voted to authorize up to $500,000 in the capital fund, $10,000 in the general fund and $48,000 in the Real Estate Transfer Tax fund toward the first phase of a comprehensive wayfinding program to improve Vail's street and pedestrian directional signs. In addition, Vail Resorts has pledged $75,000. Phase- one includes 360 pedestrian signs to be placed at 90 locations throughout Ford Park, Golden Peak, Vail Village, LionsHead and Cascade Village; 100-plus interior directional signs within the Vail Village and LionsHead parking structures; 30 skier drop-off regulatory signs to be placed throughout Golden Peak, Vail Village and LionsHead; new bus stop signs for the 17 in-town stops; 16 pedestrian maps to be placed in Vail Village and LionsHead; and 2 corporate limit signs and new Frontage Road parking and information signs. Prior to fabrication of the aluminum signs, staff discovered and is investigating converting the program to a new fiberglass embedded technology which will improve the durability of the signs. The town's wayfinding consultant, Jeff Corbin of Corbin Design in Traverse City, MI, visited the fabrication plant last week and has prepared a revised production schedule which will be presented during a staff update at the Jan. 23 work session. Also to be presented is a progress report on trail signs; regulatory signs; 1-70 signs; neighborhood street and entry signs; neighborhood park identification signs; and a merchant directory concept. Yet to be funded is the Corbin Design recommendation for Vail gateway signs at each of Vail's three interchanges as well as a freeway monument along 1-70. 6. Vail Valley Exchange Student Presentation - (15 min.) Jane Nam Jessica Gleich 7. Review Council Critical Strategies. (15 mins.) 8. Information Update. (10 mins.) 9. Council Reports. (10 mins.) 10. Other. (10 mins.) 11. Executive Session: 1) Personnel Matters 2) Land Acquisition (1 hr.) 12. Adjournment. (5:45 P.M.) NOTE UPCOMING MEETING START TIMES BELOW: (ALL TIMES ARE APPROXIMATE AND SUBJECT TO CHANGE) THE NEXT VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BE ON TUESDAY, 2106101, BEGINNING AT 2:00 P.M. IN TOV COUNCIL CHAMBERS. THE NEXT VAIL TOWN COUNCIL REGULAR EVENING MEETING WILL BE ON TUESDAY, 2/06101, BEGINNING AT 7:00 P.M. IN TOV COUNCIL Sign language interpretation available upon request with 24-hour notification. Please call 479-2332 voice or 479-2356 TDD for information. a VAIL TOWN COUNCIL WORK SESSION TUESDAY, JANUARY 23, 2001 NOTE: Time of items is approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. 11:30 A.M. VAIL VILLAGE WALK-ABOUT MEET AT RED LION, 304 BRIDGE STREET BUFFET LUNCH 11:30 A.M. -1:45 P.M. 2:00 P.M. VAIL COUNCIL CHAMBERS 1. Environmental Partnership Discussion with Vail Resorts, Inc. Patrick Hamel (30 mins.) ITEMITOPIC: Overview of Town of Vail and Vail Resorts Environmental Programs and a look at possible partnerships between the programs. ACTION REQUESTED OF COUNCIL: Provide direction on environmental programs and partnerships. BACKGROUND RATIONALE: The Town of Vail and Vail Resorts have many environmental programs that are similar to one another. We believe that by partnering on many of these programs we can send a stronger message to the public on what our environmental programs encompass. The Town has recently been working with Vail Resorts on pine beetle mitigation and noxious weed abatement. Since both the Town and Vail Resorts have recycling and Green Star Programs, we feel that we should be partnering in these areas as well as other environmental areas that have not been addressed by either group. RECOMMENDATION: Town staff believes that we should work in conjunction with Vail Resorts to help one another communicate a strong environmental message to the public. 2. Community Facilities - Vail Center Update. (15 mins.) Russ Forrest f f 3. PEC/DRB Reports (10 mins.) George Ruther 4. Special Events Process (30 mins.) Pam Brandmeyer 5. Wayfinding Update (20 mins.) Suzanne Silverthorn Greg Hall ACTION REQUESTED OF COUNCIL: None. BACKGROUND: On Feb. 3, 2000, Council voted to authorize up to $500,000 in the capital fund, $10,000 in the general fund and $48,000 in the Real Estate Transfer Tax fund toward the first phase of a comprehensive wayfinding program to improve Vail's street and pedestrian directional signs. In addition, Vail Resorts has pledged $75,000. Phase- one includes 360 pedestrian signs to be placed at 90 locations throughout Ford Park, Golden Peak, Vail Village, LionsHead and Cascade Village; 100-plus interior directional signs within the Vail Village and LionsHead parking structures; 30 skier drop-off regulatory signs to be placed throughout Golden Peak, Vail Village and LionsHead; new bus stop signs for the 17 in-town stops; 16 pedestrian maps to be placed in Vail Village and LionsHead; and 2 corporate limit signs and new Frontage Road parking and information signs. Prior to fabrication of the aluminum signs, staff discovered and is investigating converting the program to a new fiberglass embedded technology which will improve the durability of the signs. The town's wayfinding consultant, Jeff Corbin of Corbin Design in Traverse City, MI, visited the fabrication plant last week and has prepared a revised production schedule which will be presented during a staff update at the Jan. 23 work session. Also to be presented is a progress report on trail signs; regulatory signs; 1-70 signs; neighborhood street and entry signs; neighborhood park identification signs; and a merchant directory concept. Yet to be funded is the Corbin Design recommendation for Vail gateway signs at each of Vail's three interchanges as well as a freeway monument along 1-70. 6. Vail Valley Exchange Student Presentation - (15 min.) Jane Nam Jessica Gleich 7. Review Council Critical Strategies. (15 mins.) 8. Information Update. (10 mins.) 9. Council Reports. (10 mins.) 10. Other. (10 mins.) 11. Executive Session: 1) Personnel Matters 2) Land Acquisition (1 hr.) 12. Adjournment. (5:45 P.M.) NOTE UPCOMING MEETING START TIMES BELOW: (ALL TIMES ARE APPROXIMATE AND SUBJECT TO CHANGE) THE NEXT VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BE ON TUESDAY, 2/06/01, BEGINNING AT 2:00 P.M. IN TOV COUNCIL CHAMBERS. THE NEXT VAIL TOWN COUNCIL REGULAR EVENING MEETING WILL BE ON TUESDAY, 2106/01, BEGINNING AT 7:00 P.M. IN TOV COUNCIL Sign language interpretation available upon request with 24-hour notification. Please call 479-2332 voice or 479-2356 TDD for information. COUNCIL FOLLOW-UP TOPIC QUESTIONS FOLLOWUP 2001 11/15/00 ACCESSORY BUILDING IN RUSSELL/GEORGEITODD 0.: The VRD needs a FORD PARK building to house athletic equipment/supplies. Although the Ford Park Management Plan calls for no "above DIANA DONOVAN ground" buildings, VRD has noted the construction of the Alpine Garden's "tool shed." What are the parameters for approval and construction of buildings in the park? Maintenance shack by Manor Vail Bridge is an abomination. 9/19100 CREATION OF MAYOR'S LUDWIG: Determine whether a Mayor's Advisory Waiting for direction from Council. ADVISORY GROUP Group might be the appropriate forum to move forward through the community outcomes`re: youth concerns SYBILL NAVAS (e.g., Fourth of July, New Year's Eve, etc.) as confirmed through the White River Institute's most recent graduating class's sponsorship of the county- wide forum on alcohol/substance abuse. 1) FRAUDULENT USE OF COLORADO GREG M.: VRI and Vail Police enforcement of an The case in question was not an innocent mistake. A 49 year old CARD innocent mistake in the use of another's Colorado Card woman from Atlanta was using her brother-in-law's ski pass when she Diana Donovan (e.g., handcuffing, fingerprinting, booking, etc.) was was caught in the lift line. She lied and said that she and her husband questioned. both had ski passes and she must have grabbed her husband's by mistake. VA employees determined that she did not have a ski pass, was not the wife of the pass holder and called VPD. The woman gave the police officer a false name, address and telephone number. She was arrested and transported to the Vail PD for fingerprinting for identification purposes. This conduct is clearly illegal under Vail Municipal Code 6-313-2 D "Deceptive Use of Ski Facilities". Chief January 19, 2001, Page 1 COUNCIL FOLLOW-UP TOPIC QUESTIONS FOLLOWUP 2001 Morrison has reviewed this case and the arrest of this person was appropriate. 2) DRAINAGE SYSTEMS FOR HEATED GREG H./GARY GOODELL: The town should be more Greg talked with Diana and we do have a standard of a 4 ft. drainage DRIVEWAYS stringent in its enforcement of drainage systems for pan adjacent to the road on all driveways. Diana Donovan heated driveways, noting a comment made last week by Bill Jensen of VRI, re: icy conditions on Forest Road caused by water runoff from heated driveways. January 19, 2001, Page 2 PLANNING AND ENVIRONMENTAL COMMISSION PUBLIC MEETING RESULTS Monday, January 22, 2001 PROJECT ORIENTATION / - Community Development Dept. PUBLIC WELCOME 12:00 pm MEMBERS PRESENT MEMBERS ABSENT Galen Aasland Brian Doyon Chas Bernhardt John Schoffield Diane Golden Doug Cahill Site Visits : 1:00 pm 1. Hilb residence - 1552 Matterhorn Circle 2. Dore residence - 100 Vail Road 3. East and West Meadow Drive Streetscape Driver: George ~NOTE: If the PEC hearing extends until 6:00 p.m., the board may break for dinner from 6:00 - 6:30 p.m. Public Hearing - Town Council Chambers 2:00 pm 1. A request for a variance from Title 14, Vail Town Code, to allow for 4' and 6' walls within the front setback, located at 100 Vail Road/Lot 35, Block 7, Vail Village 1" Filing. Applicant: Bill Dore Planner: George Ruther MOTION: Doug Cahill SECOND: Diane Golden VOTE: 4-0 DENIED 2. A request for a minor subdivision, to allow for the division of an unplatted tract of land into two lots, and a request for a rezoning from Residential Cluster Zone District to Single-Family Residential Zone District, located at 1552 Matterhorn Circle/SW % of Section 12, Township 5 South, Range 81/ West of the 6th Principle Meridian. Applicant: Dave Hilb Planner: Bill Gibson MOTION: Chas Bernhardt SECOND: Diane Golden VOTE: 3-1 Galen opposed APPROVED - MINOR SUBDIVISION MOTION: Chas Bernhardt SECOND: Diane Golden VOTE: 3-1 Galen opposed APPROVED - REZONING TOWN OF YAIL 1 3. A request for a minor subdivision, to allow for interior conversions within the Forest Glen Subdivision, located at 4301-4480 Glen Falls Lane/Lots 1-14, Forest Glen. Applicant: Nancy Snyder Planner: Allison Ochs MOTION: Doug Cahill SECOND: Chas Bernhardt VOTER-0 APPROVED WITH 2 CONDITIONS: 1. That the applicant files the amended final plat of forest Glen Subdivision within one year of the Planning and Environmental Commission's approval. The amended final plat must be signed by all property owners within Forest Glen as identified by the Eagle County Assessor. It is the applicant's responsibility to collect all signatures. No applications for interior conversions will be accepted by the Department of Community Development until the plat has been filed with the Eagle County Clerk and Recorder's Office. 2. That the applicant correct the lot sizes for lots 4 and 5 prior to the submission of the mylar for the Amended Final Plat for Forest Glen Subdivision. 4. A request for a recommendation to the Town Council on proposed amendments to Title 12, Town of Vail Code (Zoning), to allow for the creation of the "Housing Zone District." Applicant: Town of Vail Planner: Allison Ochs MOTION: Diane Golden SECOND: Doug Cahill VOTE: 4-0 RECOMMENDATION OF APPROVAL TO TOWN COUNCIL 5. A request for a worksession to discuss opportunities for improvements to the East and West Meadow Drive Streetscape. Applicant: Town of Vail Planner: George Ruther WORKSESSION - NO VOTE 6. A request for a final review of a proposed special development district to allow for the construction of a new conference facility/hotel; and a final review of conditional use permits to allow for the construction of fractional fee units and Type III employee housing units at 13 Vail Road / Lots A, B, C, Block 2, Vail Village Filing 2. Applicant: Doramar Hotels, represented by the Daymer Corporation Planner: Brent Wilson TABLED UNTIL FEBRUARY 12, 2001 7. Approval of January 8, 2000 minutes 8. Information Update The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479-2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479-2356, Telephone for the Hearing Impaired, for information. 2 DESIGN REVIEW BOARD AGENDA Wednesday, January 17, 2001 3:00 P.M. PUBLIC MEETING RESULTS PROJECT ORIENTATION I NO LUNCH - Community Development Department 1:30 pm MEMBERS PRESENT MEMBERS ABSENT Clark Brittain Bill Pierce Hans Woldrich Andy Blumetti Melissa Greenauer SITE VISITS 2:00 pm 1. East & West Meadow Drive Driver: Georqe PUBLIC HEARING - TOWN COUNCIL CHAMBERS 3:00 pm t 1. Beaver Dam residence - Conceptual review of a new single-family residence. Bill 363 Beaver Dam Road / Lot 2, Block 3, Vail Village 3`d Filing. Applicant: Fritzlen Pierce Architects CONCEPTUAL - NO VOTE 2. Beaver Dam residence - Conceptual review of a new single-family residence. Bill 383 Beaver Dam Road / Lot 3, Block 3, Vail Village 3`d Filing. Applicant: Fritzlen Pierce Architects CONCEPTUAL - NO VOTE 3. East & West Meadow Dr. - A worksession to discuss streetscape improvements, George East and West Meadow Drive. Applicant: Town of Vail WORKSESSION - NO VOTE Staff ADDrovals Fabiano residence - Addition (250 sq. ft.). Allison 283 Beaver Dam Road/Lot 40, Block 7, Vail Village 1St Filing. Applicant: Fabiano Family Trust. TOWNof 12r Koenig residence - Crawl space addition. Brent 392 Beaver Dam Circle/Lot 4, Block 3, Vail Village 3`d Filing. Applicant: Beaver Dam Road LLC Alpine Bank - Wall sign. Bill 141 E. Meadow Drive/Lot P, Block 5D, Vail Village 1st Filing. Applicant: Trevina LP Zyman residence - 6' Deck addition. Bill 82 W. Meadow Drive/Lot 1, Vail Village 2"d Filing. Applicant: Sylvia Rebeca Zyman Gramm residence - Door removal/addition of 2 windows. Bill 303 Gore Creek Drive/Lot 9, Vail Rowhouse. Applicant: Walter Patrick Gramm Kandell residence - New door. Judy 4259 Nugget Lane/Lot 2, Bighorn Estates. Applicant: Robert L. Kandell The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479-2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479- 2356,Telephone for the Hearing Impaired, for information. 2 PLANNING AND ENVIRONMENTAL COMMISSION PUBLIC MEETING SCHEDULE Monday, January 22, 2001 PROJECT ORIENTATION / - Community Development Dept. PUBLIC WELCOME 12:00 pm MEMBERS PRESENT MEMBERS ABSENT Site Visits : 1:00 pm 1. Hilb residence - 1552 Matterhorn Circle 2. Dore' residence -100 Vail Road 3. East and West Meadow Drive Streetscape Driver: George 11*1D NOTE: If the PEC hearing extends until 6:00 p.m., the board may break for dinner from 6:00 - 6:30 p.m. Public Hearinq - Town Council Chambers 2:00 pm 1. A request for a variance from Title 14, Vail Town Code, to allow for 4' and 6' walls' within the front setback, located at 100 Vail Road/Lot 35, Block 7, Vail Village 1st Filing. Applicant: Bill Dore Planner: George Ruther 2. A request for a minor subdivision, to allow for the division of an unplatted tract of land into two lots, and a request for a rezoning from Residential Cluster Zone District to Single-Family Residential Zone District, located at 1552 Matterhorn Circle/SW % of Section 12, Township 5 South, Range 81/ West of the 6th Principle Meridian. Applicant: Dave Hilb Planner: Bill Gibson 3. A request for a minor subdivision, to allow for interior conversions within the Forest Glen Subdivision, located at 4301-4480 Glen Falls Lane/Lots 1-14, Forest Glen. Applicant: Nancy Snyder Planner: Allison Ochs 4. A request for a recommendation to the Town Council on proposed amendments to Title 12, Town of Vail Code (Zoning), to allow for the creation of the "Housing Zone District." Applicant: Town of Vail Planner: Allison Ochs /1 1 TOWN OF YAIL 5. A request for a worksession to discuss opportunities for improvements to the East and West Meadow Drive Streetscape. Applicant: Town of Vail Planner: George Ruther 6. A request for a final review of a proposed special development district to allow for the construction of a new conference facility/hotel; and a final review of conditional use permits to allow for the construction of fractional fee units and Type III employee housing units at 13 Vail Road / Lots A, B, C, Block 2, Vail Village Filing 2. Applicant: Doramar Hotels, represented by the Daymer Corporation Planner: Brent Wilson TABLED UNTIL FEBRUARY 12, 2001 7. Approval of January 8, 2000 minutes 8. Information Update The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479-2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479-2356, Telephone for the Hearing Impaired, for information. ¢ Community Development Department Published January 19, 2001 in the Vail Trail 2 UZ l d3• o l ~c S access=success corbin 22 January 2001 Suzanne Silverthorn Town of Vail Vail, Colorado Suzanne, it now appears that all the signs that have been authorized for fabrication by the Town of Vail will arrive in Vail throughout the month of March ready for installation. The first signs to arrive (no later than March 2) will be all the directional signs for the parking structures and the Skier Drop-off signs. The Bus Stop map elements will arrive no later than March 9. The remainder of the signs should arrive no later than the end of the month: - the Pedestrian Maps; - the large Parking Structure entrance signs (pending a final decision within the next week regarding how the LED technology will be controlled for each sign); - the Pedestrian Directional signs (arrows) and their brackets; - the Town Limit signs to be installed along 1-70; and - the roadside Traffic Directional signs to be installed along the Frontage Roads. Three other sign types approved by the Town Council are nearing design completion and are being readied for fabrication: - the Ford Park Identification signs, which will be completed in time for the dedication of the Amphitheater, are being reviewed with the Foundation; - the Trail Markers and Directional Signs are close to having your final approval for both the design and location/messaging; and -the many regulatory signs have now been fully documented on-site and are being designed for your final review. -/r I Jeffry corbin, President 109 East Front Street 304 Traverse City, MI 49684 231 947.1236 231 947.1477 fax mail@corbindesign.com W W W.corbindesign.com Special Events Meeting Notes From Thursday, 11/09 Attending the meeting were the following: Joe Blair - VVTCB Joel Heath - VVTCB Nancy Kern - VVTCB Lorelei Donaldson - TOV Pam Brandmeyer - TOV Gary Boris - Montauk Pam Schaeffer - The Golden Bear Chris Shuck - Mountain Max Dan Conway - Vail Resorts Jason Lafferty - Vail Resorts Scott McCormick - Highline Sports Dana Del Bosco - Resort - Entertainment Kurt Kriea - Vail Valley Foundation Jim Applegate - TOV Police The objective of this meeting was to identify the hurdles facing the event producers and the Town of Vail staff. In addition, the group was charged with identifying potential venues and types of events appropriate for venues. Finally, the meeting participants addressed the ways that this group can simplify the Special Events process. Goals for bringing Special Events to Vail: * Economic Development * Sense of Community * Brand Vail * Build Longevity * Provide Diversity for Visitors * Recurring Events * FUN TOP ISSUES ¦ Special Events Permit and Process ¦ Coordination and Communication with Merchants, Lodges, Restaurants, and Homeowners. Pre- and Post-Event ¦ Consistency in Regulations, Implementation and Consequences ¦ Vendor/ Sponsor Criteria and Guidelines ¦ Town of Vail Workload and Regulations ¦ Community Support for Mission Statement for Special Events. Event Master Plan - General Agreement on What's Good for the Community. ¦ Venues ¦ Special Events Coordination Specific Hurdles Discussed Relating to the Top Issues: Need to define signage placement standards 0r Need to define car placement standards vC Need to define stage placement and duration ?X Determine amplified and unamplified sound standards, placement and duration N - Determine solutions for parking tractor trailers 0{ Consequences for violations of standards need to be consistent v~ K~ i Sti Inappropriate for police to writctickets for special event issues Currently the standards are the same for special events as they are for every other day. Need to reassess so special circumstances of events are taken into account Everyone in the community needs to be on the same page. We need to agree on goals - why are special events taking place? Never going to please everyone. Need to get input from opposition. Don't forget proponent input. Remember that opposition is frequently in the minority. Need to incorporate the new Vail Chamber and Business Association into the ik Special Events Committee Event producers should market their efforts and the value of what they are bringing to Vail -4 Need policy for vendors/ sponsors, what vendors are good for Vail and what t vendors can sell, can we establish a "fair" price point? Need to inform merchants about who is coming and what is happening. Get input from merchants Need a process to establish dialogue with the merchants On mountain events are not allowed special events privileges, this is a problem ??r -4 Establish guidelines for incorporating multiple events on the same weekend/ time, t~ including signage, etc. Need regular meetings with everyone Town of Vail staff is overloaded, need more people or designated Special Events Coordinator Need to streamline the process and permit J( Need ground rules for everyone that are applied consistently Police and security should have a minimal role in special events Restaurants and lodges should have input - forum to evaluate both good and bad Need better definition of which venues to use for what type of events t~ ~P-pK PERMIT • Need cover sheet - identify type of event, list fees, question whether the''' event meet criteria of mission statement • Car placement ~C • Banners Jr • Line of credit lC • FLEXIBILITY - to handle last minute changes, allow creativity • Town of Vail permit should be comprehensive, all fees and paperworktiltr tCouethheert including iinng building and police, etc. • LA. at ides for tents - • Doesn't feel that Town of Vail staff are helpful • Put Special Events Permit on computer/ internet for easier access, don't have to hand write or type separately, completed permits could be 144-t reviewed by merchants in advance of event • Establish map of object placement (tents, canopies, stages, cars, etc.) or Include merchants in process, define timeframe - how long would it take to move • Fire department doesn't see things as temporary v • Establish better method for contacting all involved parties - put ideas in a checklist and include with the permit How?: Big, ugly sign Merchant Assn. Meetings Web site Newspaper Door to door • Need guidelines/ regulations for trash removal, san-o-lets, and security uC • Public works - Need their support, help with guidelines, Could Event Vk, Producers ask for help and pay for services? • Could Event Producers hire off-duty police? • Can Event Producers use TOV resources - either a person who has expertise to direct activities or someone who can perform specific functions? Producers are willing to pay for services. • Define venue boundaries UA PM UUA,, Or~ ~iQi* &4P • Define hours of operation for venues including set up, function and amplified sound. • TOV needs as much advance notice of events and details as possible U • Look at Special Events Coordinator position • TOV and process need to be friendly for outside producers VENUES POSSIBLE CRITERIA FOR DETERMINING APPROPRIATE VENUE FOR EVENTS: ? Time frame - time of year and time of day Length/ duration of event ? Type of entertainment ? Number of people expected, Demographic of crowd ? What is served, i.e. liquor VENUE ISSUES: ¦ Need guidelines for price list: Who sells/ concessions, % of sales ¦ Define boundaries ¦ List the players with each venue • Supplier form, recommended suppliers ¦ Venue capacity guidelines ¦ IGA - TOV, VRD, USFS, Eagle County, State of Colorado, Vail Resorts SPECIFIC VENUES Gold Peak - Boundaries: above Chair 12 Liquor License: Vail Resorts Concessions: Vail Resorts Capacity: Approval Through: Bill Jensen? Cara TOL'Council talk to tail Resorts to establish guidelines? Ford Park, lower bench - Boundaries: Liquor License: Special Events or Modified Liq. Lic. Concessions: same Capacity: bleachers - 7500 Approval Through: TOV, VRD, Betty Ford Alpine Gardens, Vail Valley Foundation Ford Park Amphitheater - Liquor License: VVF Concessions: VVF Ford Park Amphitheater, contd. Capacity: 2500-3200 plus lawn Approval Through: Vail Valley Foundation, Betty Ford Alpine Gardens Ford Park upper bench - Liquor License: Special Events or Modified Liquor License Concessions: Contractor through VRD Capacity: Approval Through: VRD, parking - TOV Need Bond for potential field repair Ford Park soccer field - Same as above Vista Bahn - Liquor License and Concessions: Go through Eagle County, Vail Resorts and Forest Service Capacity: 4000 Approval Through: Eagle County, Town of Vail, State of Colorado, US Forest Service - IGA Could we do "service charge " or some type of tax for events at this location? Need agreement from frail Chamher and Business Assn. that TO6'still 11,ants to have events there. Mid Vail/ Eagle's Nest - Liquor License and Concessions: Vail Resorts Capacity: Approval Through: Vail Resorts, Eagle County, US Forest Service Confirm moratorium is lifted on events on USFS Iand Check on abilih? to close USFS land for private events Bridge St./ Seibert Circle Liquor License: Town of Vail, Special Events Permit Concessions: Capacity: 200 - 1500 Approval Through: TOV, Check with Mrs. Hill Polt'er is in the rocks Checkpoint Charlie/ Gorsuch - Liquor License: TOV, Special Events Permit Concessions: Capacity: 3 500 Approval Through: TOV Children's Fountain - Liquor License: TOV, Special Events Permit Children's Fountain, contd. Concessions: Capacity:500 Approval Through: TOV Not conducive to concert stage - should be small Dobson Ice Arena Liquor License and Concessions: VRD Capacity: 1000 - 2500 Approval Through: VRD, Jim Heber Sundial Plaza/ Mall, Lionshead - Liquor License: TOV Concessions: Capacity: 3500 Approval Through: TOV, Need Public Works for snow removal Gondola/ Trail's End - Liquor License and Concessions: Vail Resorts Capacity: 1500 inside Approval Through: Vail Resorts `Vest Day Lot - Liquor License and Concessions: Vail Resorts Capacity: 5500 - 6500 Approval Through: Vail Resorts Other Possible Venues in Town of Vail area- Gore Creek Promenade International Bridge Slifer Plaza/ Covered Bridge Crossroads - Oscar Tang Top of Parking Structure - Vail and Lionshead Earl Eaton Plaza Wall St. Vail Village Inn Plaza - Prado Piney Ranch Big Horn Park - only 14 parking spaces Steven's Park - only 14 parking spaces Red Sandstone School 4 PERMIT GROUP Kurt Krieg(or someone from VVF) Joe Blair *Nancy Kern *Dana Del Bosco Chris Shuck Jason Lafferty *Scott McCormick *Lorelei Donaldson *Pam Brandmeyer Representative from Police Dept. tlw_ Representative from Public Works Representative from Community Development Representative from Vail Chamber and Business Association Representative from Vail Recreation District • * indicates primary group to develop 1St draft • Proposal to Town Council by 12/12 COORDINATION AND COMMUNICATION WITH VCBA Pam Schaeffer will head up effort to establish sub-group from Vail Chamber and Business Association to meet with members of the Permit Group in January 2001 to make recommendations regarding permit and permit process. VENDORS/ SPONSORS Kim - VVTCB Kurt Krieg - VVF James Deighan or Herb - Highline Jason Lafferty - Vail Resorts George Ruther - TOV Will meet by the middle of January to develop recommendations for guidelines. TOWN OF VAIL WORKLOAD AND REGULATIONS Lorelei Pam Representative from Public Works Representative from Community Development Representative from Fire Department Should we include someone that does not work at TOV? Will meet in January to discuss issues as identified COMMUNITY SUPPORT GROUP Kurt - VVF Joel - VVTCB Garv - VCBA Wolfgang - Lodging? Bill Jensen, Brian McCartney, Chris Jarnot - Vail Resorts? Sybil - TOV Council Will meet in January to discuss strategy in getting community support for special events VENUES Jason - Vail Resorts Chris Shuck Pam - TOV Joe - VVTCB Piet - VRD Will meet in January to discuss venue issues and better define boundaries, capacity; etc. SPECIAL EVENTS GROUP Original group will meet on Thursday, January 25 from 10:00am - 12:00pm to follow up on progress made and discuss next steps. M TOWN OF VAIL Town Council Critical Strategies Action Plan September 2000- November 2001 Council Status Next Council Point of Contact/ Action Timeline Date Lead Employee Community Alignment & Partnerships ¦ Set CouncilNRI 14 month Distribution of meeting notes 4/10/01 Suzanne Silverthorn retreat and action steps matrix available week of Jan. 15. ¦ Begin report out to community at "Peer 14 month Community meetings held Suzanne Silverthorn Resort' meeting Meeting schedule for 2001 TBD to be scheduled ¦ Redefine TOVNRI CouncilNRI to clarify Task Task Force 14 month Force role as outlined in TBD Ludwig Kurz Managed Growth Agreement; then develop appointment process. ¦ Define desired outcomes by Process to be designed as Bob McLaurin creating a vivid 14 month next step in constituent TBD Suzanne Silverthorn description for 2005, partnership efforts. Russell Forest 2010, 2015, 2020 Morter Architects working to ¦ Consolidate 14 month identify possible locations. TBD Pam Brandmeyer Information Booths This project is unfunded. ¦ Work w/ Merchants Update to Council on 1/23 to define approval 6 month 01123 Pam Brandmeyer procedures for Flow chart graphically special events defining process being prepared f:dheads.matrix r Council Status Next Council Point of Contact/ Action Timeline Date Lead Employee 1-70 Noise Abatement 14 month . Noise map complete and Greg Hall ¦ Identify Options being reviewed 01/15 Russ Forrest ¦ Identify Funding . Presentation of contour map and potential mitigation locations along 02/06 with mitigation options Investigate federal delegation • Pursue reduction of speed limit • Recruit federal agency support (HUD.EPA) Model preferred 03/06 mitigation options and determine feasibility and costs of modeled results • Determine which non- physical options are 03/01 available and pursue these options with the CDOT • Coordinate with CDOT 04/01 on installation of additional sand berms in East Vail area Identify noise mitigation 11/02 in the 1-70 PEIS and have noise projects prioritized Determine to what extent TBD the TOV is willing to fund Town Council noise mitigation 2 Council Status Next Council Point of Contact/ Action Timeline Date Lead Employee Maintain natural environment and town ¦ Maintenance infrastructure ¦ Water Quality ¦ Foster stewardship ¦ Solid Waste On going Everyone & partnership 6 & 14 months ¦ Noxious Weed ¦ Achieve Disney standards ¦ Clean Pedestrian Areas ¦ Reinstitute "Adopt-a- Path/Street' ¦ Well lit, clean parking structures ¦ Village Parking 14 month Structural engineering Nina Timm Structure (retail) report. states $2-4 million to 02/13 Greg Hall stabilize beam Council to get public feedback on commercial space built by TOV. TBD Town Council ¦ Review Uniform Gary Goodell Building Code and 14 month Presentation to Council on Mike McGee Fire Code 12/12. Staff preparing 03/6 Tom Moorhead appeals procedure. Greg Morrison ¦ Parking Pay in Lieu 6 month Staff is preparing ordinance setting higher fees for residential uses and lower (if 2/6/01 Brent Wilson any) for commercial uses. ¦ Community 6 &14 Concept paper presented to Review design Facilities Hub Site month Council on 12/12. Council contract, budget Russ Forrest developed wish list on 12/19 and square footage on 02/06 3 Council Status Next Council Point of Contact/ Action Timeline Date Lead Employee Special Events ¦ Brief Council from a first-time promoter's 6 month A "flowchart" which & neighbor's graphically illustrates 1/23/01 Pam Brandmeyer perspective procedures being prepared. ¦ Solicit input from 6 month Meeting held 11/09 event organizers Subcommittees assigned ¦ Identify additional 6 month Currently available. venues venues identified and occupancy 01/01 Mike Vaughan load to be determined for each site Wayfinding Greg Hall ¦ Approve drawings Substantially complete Suzanne Silverthorn ¦ Install upon arrival 6 month TOV's design consultant is 01/23/01 Greg Hall meeting with the fabricators Suzanne Silverthorn Jan. 10 to look at ways to speed up production. A site visit will take place Jan. 22. ¦ Trail identifiers 04101 installed by 4/15/01 ¦ Lionshead Public 6 & 14 Staff is evaluating revenue TBD Russ Forrest Financing month potential and legal issues, Bob McLaurin required improvements and Steve Thompson costs associated with these Tom Moorhead improvements. Also monitoring Broomfield case. 4 r Council Status Next Council Point of Contact/ Action Timeline Date Lead Employee ¦ Donovan Park 6 & 14 ¦ Pavilion design under February 2001 George Ruther month way (Review architecture) ¦ Phase I site development package out to bid Todd O TBD • Execute project financing ($3 million) Steve Thompson ¦ Property owner plans on Nina Timm ¦ Ruins 14 month reapplying for the same Tom Moorhead development approval Russ Forrest that expired (1/9/01). February 2001 ¦ Town has expressed intention to purchase property for affordable housing. Will consider re-establishment of Housing Authority to move forward with project. ¦ Berry Creek 14 month Mayor & Sybil to meet w/ Nina Timm developer & Commissioners 02113101 Tom Moorhead to review site plan Russ Forrest ¦ Buy down program Staff will begin looking for 3 When suitable (3 bedroom units 14 month bedroom units immediately. unit is found Nina Timm for families) Tom Moorhead Meet w/ Commissioners Meeting with Commissioners ¦ Employee 6 month scheduled for 02/13/00 February 2001 Russ Forrest Generation Capital Projects Nina Timm 5 y i Council Status Next Council Point of Contact/ Action Timeline Date Lead Employee Timber Ridge 6 month Ordinance drafted. Initial February 2009 Allison Ochs review by PEC and Council Tom Moorhead ¦ Housing Zone complete. PEC reviewed on District 6 month 1/8/01 and requested one more review on 1/22. Identify impacts of Telluride Tom Moorhead housing decision ¦ Decide on fire Bob and John Gulick to station locations and 6 month prepare memo summarizing 02/01 Bob McLaurin staffing. and framing issues. John Gulick ¦ Discuss impact fee Hire consultant to do study 04/01 study proposal ¦ Red Sandstone . Preliminary design Todd O Field 14 month complete Tom K TBD ¦ Preliminary Cost Todd O estimates complete Tom K ¦ Staff to meet with School District on 1/29 Bob McLaurin Todd O. In-town Transportation • Staff has investigated the ¦ Review alternatives 6 months smart bus stop 2/01 Greg Hall to replace in town technology and is Mike Rose shuttle meeting with the vendor to determine feasibility ¦ Explore possible 14 month and cost implications funding partners . Staff has contacted Mike Rose (demo project) various custom muffler Greg Hall manufacturers and will get proposals on "quiet " muffler technology . GPS implementation Mike Rose underway Greg Hall 6 r Summary of Completed Actions ¦ Mission, Vision and Values Statement Posted in Council Chambers • Notification of Town's intent to strengthen partnership with Vail Resorts ¦ Establishment of schedule for monthly Council "walkabouts"; two walkabouts held. • Affordable Housing Zone District drafted; reviewed by PEC & Town Council ¦ Donovan Park Agreement for design services complete. ¦ Donovan Park zone Change 2"d reading for Council approval 12/19 ¦ Vail Center 501(c)(3) formed ¦ 16t Community meeting held • 2nd Community meeting held ¦ TOV/VRI Retreat held ¦ Completion of special event "shadowing" by Greg Moffet Unfunded Capital Projects ¦ Ruins Housing Project ¦ West Vail Lodge ¦ Information Center ¦ Lionshead Public Improvements ¦ Vail Center Improvements ¦ 1-70 Noise Abatement ¦ Gymnastics Facility ¦ Gore Creek Sediment Clean Up 7 I-4VIL ED Gregory M. Amsden J L 2702 Larkspur Court Vail, Colorado 81657 January 12, 2001 Town Council Open Lands Committee C/o Town of Vail Community Development Dept. 75 South Frontage Road Vail, CO. 81657 RE: Proposal to Purchase Lots 1-4, Vail Meadows Filing 2 Dear Council and Committee Members: I am writing you as owner of Lot 4, Block 1, Gore Creek Subdivision (5166 Black Gore Drive) and as representative for Robert A. Rymer. Mr. Rymer has contracted to purchase the above referenced lots in the Vail Meadows Filing 2 (East Vail). Lots 1 and 2 (21,763 sq.ft.) are under contract for $130,000 and Lots 3 and 4 (26,560 sq.ft.) are under contract for $90,000. The Seller on Lots 3 and 4 has agreed to lower his price to $50,000 in the event the Town of Vail acquires these lots for open space. All four lots are scheduled to close on April 4, 2001. Mr. Rymer has two alternatives he is considering. First, he wants give the Town of Vail the option to purchase these lots (by assigning his contract rights to the Town of Vail with no price increase). The Town of Vail would have to co....it to the following actions: 1. Purchase all four lots through an assignment of the original purchase contracts (copies of which shall be provided to the Town of Vail). 2. Reimburse Mr. Rymer for any documented surveying and planning costs. 3. Change the current Agriculture/Open Space zoning to Natural Area Preservation. 4. Deed restrict all of Vail Meadows Filing 2 Subdivision to prevent gny residential development or structural improvements from being constructed on said parcel. All four lots are listed as priority acquisition sites in the Town of Vail Open Lands Plan. The Town of Vail acquired Lots 5 through 12, Vail Meadows Filing 2 in 1992 and subsequently overlaid Natural Area Preservation zoning ("NAP") on these sites. The purchase of Lots 1-4, Vail Meadows by the Town of Vail represents a very strategic and beneficial opportunity for the Town of Vail, property owners in Vail, and visitors to our valley. 1. These lots are surrounded by Town of Vail owned, NAP lands that abut National Forest Lands on the east and south. The lots are located at the confluence of Gore Creek and Black Gore Creek with L..F,.essive views of Bald Mountain. 2. There is a roadway easement in place that would allow for a pedestrian bridge (similar to the bridge in place at Stephen's Park in Intermountain) to be constructed. This creek crossing would allow residents in East Vail (especially children) to access the beautiful forests just beyond these lots. This "walk-to" access point could be utilized year round by local residents as well as visitors. 3. The neighborhood residents have shown opposition to any residential development on these sites in the past, The goodwill gained by a well publicized, public purchase of these lots by the Town of Vail would be substantial. Lots 1-4, Vail Meadows Filing 2 comprise 1.11 acres. Under the current purchase contracts, the value of the total acquisition is $180,000 if the Town of Vail elects to pursue the purchase under the terms presented in this letter. There are very few sites (especially properties which offer public use benefits) available to purchase within the Town of Vail at this price. The second alternative is a rezoning of the 1.1 acre parcel to one primary-secondary lot (by vacating the existing lot lines). Mr. Rymer has hired the planning firm of Braun & Associates to proceed with a rezoning application, and a complete application is nearing the submittal stage. Mr. Rymer has requested that the Town of Vail respond in an expeditious manner as the rezoning process becomes progressively more expensive as the meetings (and site studies) progress. If you have any additional questions, feel free to contact me at 476-8610, or Dominic Mauriello of Braun and Associates at 926-7575. Thank you for your time and consideration in this matter. Sin ely, ry sden 7 9 5188 5197 .L 8 TRACT A sloe 1-4 517? 5 51e7 SA HEATHERWOOD TUB 15 1-5 5135 175 5197 6 17 76 5137 3185 86 HE~ VAtL j D~ tk 5 ~ \ 5 76 2 3 -5156 5206 ....a ~,:.._~..:M. 5146 2 5206 B 7 01 5114 5122 8 3 5128 5207 8 a 5112 g 5201 5134 5 9 $200 5,136 6 ~~?2z 5210 10 V i! 5142 r 5211 !1 5211 146 11 $2131 12 ATT 5154 4t 15 13 5164 5184 14 5174 16 12 5194 5215 AV ED 1T 18 5195 5166 Town Boundary \ 1457 \ J E,A 'A2S 50]1 5053 50]4 ] a 5 5 8 1 \ \ rA :031 U SO33 2 To91 5195 111 016 4046 .945 79 r Q 4r 5419 $091 1121 5 A461 \ ,~~•5 U 5157 ] 0 \ r' 50.19 t 1? 076 '9°1 OR NORTH sl•5 1s 5031 sar G u ?T99 16 2 5157 .all 4 S 5 9"",L 1056 5119 .910 .917 ` MA3E9 5139 2 A ~ ,swo sue GORE 1191 ,~wy{ D 12 4 1439 u ~ 1-4 U 5999 .16f 41 5 •49]1 L'J M7 • tl ?rs S1° AD 5 5,94 n n CEDAR PO1NT TOWNHOUSES FILING 2 to $Oae1 o-1 H $ BONISI m stl7 059 l.J 7 r" 5 070 057 4917 2 1 S501n 7 5159 2q~ o 2 ~ 9 vwcE3.H 1792 y 4977 1 1°90 3119 0 ~Z. 1ST 9 4907 W 467f • 3 F 6164 .aa0 ® 15a1 lp sm 51,4 4 5,91 079 r K ?9w la s9/9 a. - ~ 6 CEDAR POINT TOWNHOUSES FILING 1 ~L 1 1121 ° 3 0697• s 0f6 9 5994 % 10 5194 7 9 018 00 09s m 2 9123 14 Stq St9T s 5121 1125 L 12 9 •922 As ? 6127 is 7NAGTA 1199 .999 ii 40 O 1914 . 9 5114 .441 ? a499 4900 W 0 9114 u N 0a 11 p T C 5133 3171 5 tt A13a 4es2 s1, 3e S DIVt ION 4 ,1 1.5 5147 GA HgATyE,RWOOD TOWNHOUSES B{ H BD S1ON AD ON r' 5024 g 2 5135 +ls 5191 ,s 1113 5115 $199 12 g ° q Ile 092 15 .919 1.294 1 5113 5107 sAT 5195 99f 0 13 4609 4 HER F VAIL solo If 2 082 so 4 1 IN a9tt 20 _ ° ?s7 e 4949 s _ - . _ . ~5 6 5914 25 is q¢ 2 3 s1w sm 3 1 S1 1149 - - 34 .w_ - Ttoa 2 USFS xis• p 0 50o0 V X94 5112 6122 5101 3299 33 413 5 silt Saul 41 5041 Sa04 901• g 5112 f 4 6 s13. 51°7 OL M/ 9 =l1 `a 2 411• 5 29 S97s 5136' $ 5209 1 31 lCO 3104 ° g~ F~ ? , 9 Address p 5=7 Tai 3292 $219 30 'y 5142 VAI EAD W r 7 9]36 / 27 10 9929 77 5211 5211 51.4 26 2s 1°53 V LM O S 5°33 1 11 ~ 24 F1L1N „ 5:+1~. 'A13 513• },,,999 i -1 SKp4V^JNOE U'2 13 IS `III909 111~4~ 20 5154 519. 73 51ss t4 3902 21 $174 / 032 6142 19 DRAFT TOWN OF VAILNAIL RESORTS Partnership Strategies 2001 Action Plan Next Review TOV-VRI Contacts Action Timeline Status Date THE VAIL CENTER 1 ¦ Apply and exhaust Russell Forrest TOV-VRI Porter Wharton, I I I partnership and resources to maintain momentum toward successful public-private financing of The Vail Center to serve as catalyst for Vail's renaissance. ¦ On a simultaneous front, continue to Bob McLaurin address current Bill Jensen deficiencies in areas such as affordable housing, parking and infrastructure. ¦ Explore the Bob McLaurin possibility of relocating the town's municipal offices and/or Main Vail fire station, then selling the sites to help finance The Vail Center project. DRAFT Next Review TOV-VRI Contacts Action Timeline Status Date EMPLOYEE HOUSING AND GENERATION ¦ Explore creation of seasonal housing on Russell Forrest the Mountain Bell Jack Lewis site north of the Main Vail roundabout, with no net loss in the amount of quality day care within the town's boundaries. ¦ Explore community housing Tom Moorhead partnerships Jack Lewis between TOV and VRI for creative financing opportunities. INFRASTRUCTURE IMPROVEMENTS/ COMMUNITY ENHANCEMENTS ¦ Explore creation of a "great room" for day Bob McLaurin skiers utilizing the Bill Jensen berm areas of the Vail Village and/or Lionshead parking structures. ¦ Implement Greg Hall streetscape Porter Wharton, III beautification improvements in commercial core areas. 2 DRAFT Next Review TOV-VRI Contacts Action Timeline Status Date ¦ Inventory deficient Ludwig Kurz properties and/or Bill Jensen need to "fix up" through a walk around process. ¦ Investigate alternative ways Russell Forrest (carrots & sticks) to Bob McLaurin influence Charlie Penwill development/re- development, including possible elimination of parking-pay-in-lieu, creation of tax credits, as well as other creative legislation and/or regulations by the town to create desired results. LIONSHEAD REDEVELOPMENT ¦ Work with Eagle Tom Moorhead County to develop Russell Forrest standard employee Vail Town Council generation policies Porter Wharton, III throughout the county and the municipalities requiring a percentage of employee housing units to be created based on the number of new employees generated by a development or redevelopment. 3 DRAFT Next Review TOV-VRI Contacts Action Timeline Status Date ¦ Evaluate recommendations Russell Forrest for development of Porter Wharton, III the VRI-owned North Day lot as presented in the Lionshead Redevelopment Master Plan and determine action steps and a timetable. PARKING ¦ Create a volunteer program to assist Bob McLaurin with guest-friendly Robin Litt traffic control and parking management during peak times. ¦ Evaluate parking Greg Hall utilization in private Bill Jensen lots during peak weekends and develop an incentive program to offer unused spaces for employee parking. ¦ Provide incentives, Bob McLaurin such as food Bill Jensen discounts, etc. to employees who park in outlying lots. 4 DRAFT Next Review TOV-VRI Contacts Action Timeline Status Date TRANSPORTATION ¦ Explore new rubber Greg Hall tire technology to address current noise, smell and capacity issues. ¦ Lobby the federal Greg Hall government to place Porter Wharton, I I I Vail on a funding list for transportation demonstration projects. ¦ Install global Greg Hall positioning systems (GPS) at bus stops so users can track the status of oncoming buses. DRAFT Next Review TOV-VRI Contacts Action Timeline Status Date OTHER OPPORTUNITIES ¦ Environmental Russell Forrest projects John Gitchell ¦ Sharing VRI's "Intent Bob McLaurin to Return" guest Bill Jensen service measures ¦ Integrated guest Bob McLaurin service training Bill Jensen ¦ Multi-faceted Suzanne Silverthorn community Porter Wharton, I I I communication • Joint efforts on Suzanne Silverthorn market research and Robin Litt public opinion measurements • Peer resort and warm weather resort Ludwig Kurz trips by community Bill Jensen delegations ¦ International recruiting Bob McLaurin Bill Jensen ¦ Long-range capital planning Bob McLaurin ¦ Community Bill Jensen gathering events Ludwig Kurz ¦ Legislative lobbying Bill Jensen Bob McLaurin Porter Wharton III 6 "Al t~:r , -y Lt t..,>,s <f . <p'. •4, f ,3 F . r ~ , f : i G..> .K:.e„~ r t "p4 c, k4? i. :a +~i;, (,.c• c i aV ~D' ti t,-~ f~ t1 1y s .:'1s7• ;~~~''~i.'~"t:~.. 5~._i.., .~.9~;N~,.:~ [ i._4y r..~~~.~: '~,~t. ~;,~~'~}t~,~d ~ ~ "~.-„~-~;'-~_4;s. t~^. ~~krj'9t,"r=2~G,R 1 ~r'~_p~ ~--t` ~ i r•TMB~w w.~ ~i t~^ f"~'~") `x t r~ r w A~ k * ~ 'I,OVNICI PUBLIC RETREAT Nry L~ T Y 1 ~,H_) 2.t January 3 & 4, 2001 Manor Vail Lodge - Vail Colorado i ` t Facilitated by t y~"t 1 (ix Michael McNally & Caroline Fisher, PhD Fisher Consulting Group a a i Q ~ f 4 ~r T ~A r , _fp , IV' 11 0 _ i • ~s g Ala* Defined .went Outcomes { D esign the optimal partnership between k .F«a, a k TOV and VRI - r Information sharing and creating k increased understandin on both sides g Development of a ' oint Vail leadership F t a ` P strategy s `F ~f a MM~ J i t ji, Y r ~ L:Y 7 k .I..3U~}fi - - ~ , xkp,- j ION Discussion l opics E t,; iw Yr' The following topics were identified during pre-event participant interviews as key issues for discussion during the two days: r t, F • Infrastructure improvements & community F t - enhancements (excluding Lionshead a • Lionshead redevelopment, including North Day Lot r C J • Vail Center/Hub Site 4 • Transportation solutions r 9 s l'(Y b f ~ r y a • Parking t x • Em ptoyee housing & generation 1 raw :a t' r Mii fir; { P i r {,`~r a +ya4i _ 0^Y, Yom.. ~ °1 a !t Additional ijiscussion Items The following issues were identified in pre-event interviews as important to cover during the two days, although secondaj y to the items on the previous page: a • VRI Corporate office location` i r # • VA on-mountain economic contributions E t • Loading and delivery • Mountain access and snowcatsj. t , • Merchant partnerships a . • Vail's #1 status y r ` r • Managed growth agreement r r • Vail Chamber update F • Seibert Circle D, i AT } kLt 71 t. ,y ti. t J. A"_r ,4r } 1~5fr _ [ , t. iii ' .f4'` +'l tii. 7, •a Y: l: h+' ir.,$=t`.4. °E. .1;+.; 4• lF 6;^ ,fin,'. '..,.y1^ , , i... ?;i.,.,':`., ~~'J"•t.g't 4'+,....f~,`-...C. 4;•..4,F3,~."..'-JS..s-4~:.'.tf1'"rlf`. •1~-•ri 77 Roles of Participants Y ~ ..q r`'N 44 (as defined by members in the room r .r: r~ • Actively participate tlw;. { t ~ 1 ~ Be honest J • Listen with intent to hear- listen for intent of = k message r1,. r~ • Establish - commonality of interest • Be open-minded and open to possibility • Create possibility r ~k ~o• s • Focus on action.. at team and individual levels N~ 1 x r ar rv..':: ~ " 4~t~ . + 'c" °i ! ,,f r yt{, 4. ~ rt . ~ :1 °~J t ti' ~ li, , b ,»ri • ~L' Y-•' -;r a -5 ~Cxn+~ ,l ~ ~5;.. r..,e•~.1~. ~ ~ e~,~ c~U> , f}rr' 7.~ :~~:v. K,.~} tr. 1~.1 i,~- f kiFq ~_~tE.~~ FH ~~~~r~.'~ r_ ~ ~t, <,~~~`j ~~d. ti.`F,~, .r ~,3`!~`, t. ~?~~i~,(~'-~ ~1~~*~,.~'~ze+~~.~~~~~.,,~~,~.t #~~~.:-~`•''.~-t~..~ 3~., „~.,fi R; ! y Partnership What it is NOT , 4 t r£e (as by presented participants) • Not rivalry • Not always equality •A R, f n • Not coercion' 3~;;x" • Not a vehicle for deferring difficult decisions • Not about assumptions WS, 4 11 t } • Not static (will constantly change) • Does not define entire relationship `a l,j i F~~ 4?.' -1 - ~ ~ >.•7 ey~ [ t :.p ~ r Fr f A f ~ i iYY I=' + Hi'7.I7'4)Y.,•!r~ r>wf • i • 41 Y' - it ~',~':~''~rcy ,.,•Y d,.~ . ~ ~r S 3n Partnership What it IS M (as presented by participants) • Commitment • Follow-through --"walk the + 1 r : • Joint common interest talk" ti T • Willingness to take risk • Respect ; L , ; • Compromise • Understanding of appropriate 4 } ~ E • Communication active/passive roles } • Creation o greater • Shared/common, good/whole/productivity responsibility synergy' • Clarity of roles, responsibilities and • Interdependence accountabilities • Support of one another 'r' • Common goals and • Checking assumptions outcomes t ~ rn x c j ~1f 1 t r ~z A x ATM.. i W- t_ ~y' ..i~6 .d l&~:i • , , a } r;4.&51"94A r rr.r r z . , 64 ` r W y ' Expectations of Each Other round-rules for g partnershi P r E 1,. 4 i • - Honest and timely communication • Creation of common vision ;z • Understanding and acknowledging • Leadership & fortitude in service of ` r xk A w limitations our goals F, r • -Appreciate the other's • Bring TOV and the community into "positions/come from" parity with the mountain • Reach consensus on issues and • Recognition that sometimes the { j4 prioritize accordingly (including solution lies beyond with ' roles, etc.) creativity, innovation, joint - '4, V W" T ~d} • Creation of shared measurements responsibility, etc. r'`t and targets 4 r lop, r r A • "VRI has a stronger ability to _ <k J Y lead," (financially, be the financial catalyst) E x w ~S f 1 Mr C 6 7[tih~,~h}ir V -2 K, 1e 't • • • -p ~y M #4ry# • {~i'd.,Ie,'+t: 7... fF When Expectations Aren't Met (what should we do? ~M..: • (Make sure we) Discuss the undiscussable... (discussing Y~ tr.4 the difficult issues that are sometimes easier to ignore) t Mgr S.~ F~'{. ~'S: ~fh • Hold ourselves and each other accountable • Disagree in a constructive way. • Go to "the source" • Agree to disagree... and move on y j • Be clear when its time to re-negotiate agreements (re- } negotiation can't be unilateral) x ai^ ~ t • Be clear on long-term impacts of agreements/roles r t l~' " ~nTt ._wfrrlwr.. S f L'1Ni r ~ :is, r t.'?:~ i2~.._, ti.'. "..~,.,C t~,...r ..~kt: , .~,y r~...:r. i' ;,r :~o ~ 7i. F a a k ,mot'.. it ,F;' 'Y, a.r " w 1.7F-:.,. '1•i:; y :.tom j: i4 r . tf { r - ^sT t•.t.. :.,..~.E ..'..w t...,t. HJ -.~,a, t' ,,,yam } p -i ,..,v.. '~4 . ..1...1 x.'k ~...ri.W'r. . gg i 3. •:r- ::7'. .,9•' w `•t r...rl iU~~ l; • . r.. a:..r.+'j,[T••:.rvr~:q-- ~n'~"CF.~if1~4;'T-t~'i -G2,. ~{4'-F+rir'~~~~:lr'1,-`ak r fit ~ `~:'~~C~ ~t rf.•j '^g.• E J~`~ 3 . k ter Cautions or Concerns about Our "Partnership" F~ (from both TOV and VRI • Apprehension about the town getting "too • Fortitude on the part of the elected officials -the pressures t a t '4r~?w close" to VA..."sleeping with the enemy" will be enormous • React to speal grous • Expectations have not been delivered on both Theselt mes w Ihtest theeSartnershi between VRI and sides it's not just about "what we can get p p TOV (commitments, etc.) ` • • "Beating up on VA" • Maintaining balance between responsiveness and • We don't have the luxury of time - will the responsibility town be able to bring the community along • Educating community on full benefits of any given fast enough? initiative - generate groundswell of community support s " kf 4r' • The belief that VRI has not carried its load • Moving beyond consensus - recognizing that there will ' always be opposition relative to what it takes from the . J ` „ • Can we carry on dynamic and open discussion with each k i community other? Be honest -really Unfairness in past agreements - F . • • The belief that any problem can be solved and any goal can r ~ f .c • The "process" at times can overwhelm the be achieved if VRI provides y f • progress and create paralysis The perception in the community that VRI has "unfair' advantage" Grappling with the fact we cant do • Lack of responsibility by multiple everything what will our priorities be? constituencies/stakeholders for the success of our • The belief that "The Vail Center" will. solve community - our full community needs to take a role ` everything • Lake of understanding of what VRI "can" and "can't" do - _ ` r ' • Bringing the community along - how to take given the nature of the business " the temperature, motivate the silent majority I - vs. reacting to the minority r.. t.~,,~`~ r-+..~.._ .t s~ ~~.:~~~~~.~`~.~-'~•i t E ~ p i: ~r. t r~`,'t~'{;~' r h,,--. 3Y~rt{^y~id~,i~rZ`~`j J 4 V ` y t N tu.. a Or : c. l ? µ1'. 'ry .r:i r . y v`IZ. ;V (i~ t i ~t r tb~yd~t p'' F> } f. .~aG-# Mpmw, 14,' k 10 ice Vail Center k (priority #1, as voted by group) t r Jiy ? ACTION ITEMS VERBATIM NOTES x Fr • Apply and exhaust TOV-VRI So important to renaissance/future of Vail resources should be directed there now, if stopped K' partnership and resources to maintain { J then momentum would be hard to recapture; momentum toward successful public- Take care of deficit issues first_(housing and parking) L. private financing of The Vail Center to then we know how much money we have to work [p{ ,S ? #M1 ' serve as catalyst for Vail's renaissance. with 4 ie and all need to be t r We have On a simultaneous front, continue to • addressed simultaneously ~t t address current deficiencies in areas Move TOV offices and fire station and selling land to L such as affordable housing, parking and finance this project • Address issues concerning long term operation,' 'r infrastructure. } maintenance, depreciation of project A i t- Explore the possibility of relocating the . Set Vail priorities: revitalize village core, revitalize i town's municipal offices and/or Main Lionshead, Vail Center • Public support for the Vail Center remains to be seen ` Vail fire station, then selling the sites to -40 fi • There is fear of going forward with the above this help finance The Vail Center project. priority without addressing "back of the house" issues housing and parking ' r z • Vail Center defines Vail for the next generation and a 3 maximum risk probably should be taken fi • Town should be lead on this project and we need to r ter, be clear how it all fits together/system view/long ow term t aeS s`p~~ i4r 7 t£} `rl.. 7 Y r ? t.: _ t } + e?;4i, acre! • • • . Topic: Employee Housing and Generation r„ (priority #1, as voted by group) f } f i t}l ;k ` ACTION ITEMS VERBATIM NOTES 4i .,r fr PII{{i., • Housing on mountain bell site should be T Explore creation of seasonal ' implemented NOW-- communication, in the housing on the Mountain Bell site 1' ~ face of an inevitable lawsuit, etc. r, north of the Main Vail roundabout f 43 TOV should partner with VRI for creative r: with no net loss in the amount of financing approaches e quality day care currently provided • VRI should help with Mt. Bell campaign f r: on the site and within the town's Resolve day care issue at Mt. Bell - to support H `go ahead' with housing boundaries. - 41111 7, • Reopen exploration of HUD Wirth site e --j Explore community housing{ 4 fj • Make sure there is no net loss of housing in partnerships between TOV and Lionshead ~ VRI for creative financing Get caretaker units occupied 'Aw y1 .E approaches. • TOV should ask for VA support in inclusionary'z 1-± zoning ordinance Can TOV require funding for acquiring land for housing? (TOV should be in the housing J W business either directly or indirectly through rf housing authority) , • • If TOV can make land available then private ' sector can step in with housing F K- :t%. - .ia < »r ,5 rk:,.;r• rr G-: '-!Y~:•7 .h .r J s .1 t':..: f Yf •"v . " ° i , [..._:x r _..fF, ,~,_f T '7' 6z 1 s r 'E:iT;,rir r ,q. f ,.,..-a}~. _4 ' ,w i, s.,.K a4 v1•,"!N-t, d'kL. .,a:y;y s~,"'.. '.3 ;.bs re 4i-, r ..:..,rr... t xs: Irv P~t I •p:, -r sL` vl. 4 s i as 7.1 z g Topic: Infrastructure Improvements/Enhancements (priority #2, as voted by group) ~~tt ACTION ITEMS VERBATIM NOTES Y 'k • Do inventory of deficient - and/or need to "fix up" walk }t ` properties s~'"° "W • Explore creation of a nreat roomn for day around process) skiers utilizing the bC«11 sites on the southeast , Look into alternative ways carrots & sticks to influence development : sides of the Vail Village and/or Lionshead and redevelopment - including doing away with pay-in-lieu, allowing S . t< businesses to put money into redevelopment L . parking structures. y ; • Way-finding phase II, (gateways four way monument) Im lement streetsca e beautification 1~ h • Creative legislation/regulations by town to create results we are looking t, t_ ; improvements in commercial core areas. for w 'k • Initiating improvements from private sector - what about a statutory Inventory deficient properties and/or need to obligation? { i "fix up" through a walk-around process. Great room/lodge ti a, ^ • Investigate alternative ways (carrots & sticks) • Generally TOV responsibility - looking for VRI's tacit support` • Concern with aging infrastructure - both public and private to influence development/redevelopment, Snow melt Bridge Street -core safety issues t' including possible elimination of parking-pay- Apply balance between future improvements for community and ;9 in-lieu, creation of tax credits, as well as other importance for resort creative legislation and/or regulations by the Apply intent-to-return criteria ? . town to create desired results. Street-scape improvements Sit r • Often new regulatory obligations must relate to "nuisance" standard - tough to place on mature community, might enact at time of r 7~r improvement • Biggest "ban for thebuck" might be communication with property owner and carrot approach" and peer pressure • Tax credits? ~h • Create regulation that limits amount of time that a store front can, remain empty .t~f, • Research North Day lot possibilities y +~`i'' .Fy Vii;-~q;t r 14 k Mm'jl'~,. J~ :;,3..t. ~qi f r 7•:" "4,'t.{k7t , ':F pf t fi% n. R e 4 009 "u Topic: Lionshead Redevelopment k (priority #3, as voted by grou., r. .r t: ark K: c ACTION ITEMS VERBATIM NOTES tf 4~ i Work with Eagle County to • Create a lodge/great room develop standard employee experience -especially as generation. policies throughout the importance of front range county and the municipalities - experience grows in years to come requiring a percentage of employee • County and TOV inclusionary housing units to be created based r{7t zoning for employees and housing on the number of new employees ~4~ • North Day lot! 4 generated by a development or • No net loss of housing or parking redevelopment. t _ Continuation of successful Evaluate recommendations for • ' development of the VRI-owned partnership to date needed ` North Day lot as presented in the • Resolution on view corridor issue .y Lionshead Redevelopment Master Plan - and determine action steps j, j. ?Yz p and a timetable. i '{FT ` - fry .p15i qR L-~ , Ft' . 1 •:r c.l`t;p~ci ''7°° Gd `.fir ~,r.- ~,3 'f{ iF';. ^_riE. > f ,a ,nl }.v )F.; ,~s* .;~~,t ~1c`r _ r}?• r Iti4~' 1 ;~,~4~ ~i,,r.;'4 t I I 7 .4 W'l?~Ri~Yl~f~. t,• r-'~. 7 ~ ~ ~5j~~~~I- 1~.~ N~•, t~. F.. , 1~~1 I ~i tel... / 11 0 ic : Parking p f t ;M. -141 fy`t,'rY (priority #4, as voted by group) 1 F 1 f a r~ t ` ACTION ITEMS VERBATIM NOTES cchh 0 y + } • 0 Create volunteer program to assist with traffic control and parking - treat the { Create a volunteer program to town like a "parking lot" during peak times (efficiencies, staff, volunteers, etc.) ' l s }ir (address related liability and workers comp issues) assist with guest-friendly traffic . Look at parking utilization in private lots during peak weekends , L { r ' ` • Provide incentives (food discounts etc.) for employees to park in outlying lots { control and parking management • Look at VMS, Water District, VVMC & City Market parking lots (municipal' ; during peak times. lot, Red Sandstone, etc. perhaps these address employee parking needs in f 1 s particular) n • Evaluate parking utilization in • Continue management of demand on existing spaces t es)mployees to park outside of ers of spaces plus ould offer ski passes as ncento get r private lots during peak weekends • structures (VRI c r p g p Possible outlying structure for employees (perhaps free parking) and develop an incentive program Provide choices for employees, guests, and down valley locals ' • One way traffic on Vail Valley Drive until noon on Sat/Sun a to offer unused spaces for winter . Buying marginally profitable commercial space and partnering to develop U14 l„• parking ; f rt >i N, seasonal employee parking. . Creates stem for Colorado Cards applied to Y parking F 7,i • Combine 10 day ski pass and 10 day parking pass into one option, and other " hi • Provide incentives, such as food creative options for combining ski/parking passes = yield management • Continue using VMS signs to notify drivers of traffic and parking status i 7. discounts etc. to employees who . Add exits to Lionshead/retrofit park in outlying lots, • Coordinate with Ski Club Vail, Devo etc. on race days +x . Communicate "tips for parking on weekends" (mailings, press releases, cards etc. to mailing lists, Colorado card and pass holders etc.) n ~r k; • Parking structure at Ford Park or soccer field (underground) r • Add a "plate" to Vail Village or Lionshead • Continue pursuing creative options at Gold Peak • Create incentives for skiers to stay longer in Lionshead - not leave structure at m peak time. r f lor eta a i • WW' 4r~ y~ ,C 1 r`r 1c..ti., :Ca, nF.,...,Y~i~:_1~: TI d o ic . Transportation Solutions E.r g . (priority #5, as voted by group) ACTION ITEMS VERBATIM NOTES` p Find solutions in rubber tire areas - and clean up associated Explore new rubber tire technology technologies to address current noise smell and use our political connections to get on funding lists for - demonstration projects { > s capacity issues. • GPS at bus. stops/on busses, customer care issues ..3 • Build more climbing lanes ~t rti~, • Lobby the federal government to j • Safety issues related to highway { a • Continue to investigate CIFGA place Vail on a funding list for t • Legislation for trucks for right lanes on Fri.-Sun (ilmplement ; rcy transportation demonstration some sort of legislation to affect truck traffic in peak periods) • Continue working on truck impact issues on I-70 projects. r • Continue talking with the county re: park & rides, carpools, r Install global positioning systems vanpools • Investigate transportation solution between Gold Peak and (GPS) at bus stops so users can Lionshead on mountain side, south of village (perhaps an express bus between GP and LH would solve issue) a , track the status of oncoming buses. • Reconsider Blue Pass restrictions • Lift through town to move people between portals (horizontal lift) r Take leadership stand around new technologies, future thinking, y y innovative solutions Underground I-70 Y 1,K14_ NY + * M 4 I u Pol r`e',ni.'...... • • • Community & resort 1Henefits : fg Other Ideas and Needs y{ FI OF-4. • Replacing Bridge Street/safety in the core ` _ ~,,ft j a ' • Signs to information booths t t :fir ' y Y • Ice rinkt1; . t~k• Completion of recreation pathY=, ION r { Y s E ~~t ti s~ 4 m t ~ ry{ Aw, ? J~ ty t V MOW, 0", Ow,*44 r13 ;"Fw' i .S t. 1r{Y•,r.i' •C N;,. ;u x~ ~tv r '1, 4A_ V ; t 1 } ~ ~ .y Additional Partnering Opportunities r- w ,~r t • Environmental projects • ` Sharing VRI's "intent to return" guest service measures • Integrated guest service training yr' • Multi-faceted community communication %i~++ ft#~ • Joint efforts on market research and public opinion measurements 3 `t Peer resort and wa, ni weather resort trips by community delegations Ems' • Task Force ` ? • International recruiting i3 • Long-range capital planning • Community gathering events r • Legislative lobbying ft . s tty(!e.~ A- i r . ff f4<. ~W . , M a= , WNW NOW a w-. }?t ~'9 .~>"R 7 . 'T~ z. ~~v , ~~F Ilry~Y q~ t C M4 Fy-iwn'uaE~• f Joint Partnership Strategies *e (for going forward) l i Meeting's • Set large group meetings within a time frame (all participants here) r~ ~~'x r,;x • Call sub-group meetings as necessary • Working sub-groups report back to larger groups • Large group - half day quarterly at first, then every 6 months r • April 10, 2001 2:00 - 6:00 p.m. " • Intent of these meetings is to touch base; hold accountable; give updates; review l` progress and problems t~ 7 a • Eve 6 months - awa /full dad. rY Y Y • Everyone at the table today should participate' k • Agenda: co-created between Ludi (TOV) and Bill (VRI) r • Create a system to track content follow through: tracking mechanisms on "to-do's" ' • Format the same as critical strategies tracking `E ? • Ludi to serve as Chair MIR • Internal communications - Suzanne, Robin and Bob to create document/tool for low actions and tracking t 47 .y.• ~y7 ; -G 't ;:,i t ' L ,.:bsi ' .4: z wdi?Y''.-.t'a °,.NiT~";i j S M11, - , . ' d-J -:".,`r::~' Ti4"1 _1 -h t •cr" 1 ; 1. MEMORANDUM To: Vail Town Council From: Suzanne Silverthorn, Community Information Office Ron Braden, Information Technology Manager Date: 1-19-01 Re: Paperless Packet Research 1. BACKGROUND On 10-3-00, the Vail Town Council directed staff to research the concept of "paperless packets" in which printed copies of agendas, background information and other packet materials are replaced by an electronic system. Council members pointed to Vail's mission statement which stresses an environmental focus in expressing interest in the possibility. As it stands today, individual Council packets can be quite thick, consuming hundreds of sheets of paper each year. In November, the Town of Vail placed a query in a national government communicator's newsletter asking those familiar with paperless projects to comment on their successes and/or failures. 2. FINDINGS The national query resulted in responses from numerous cities, many in the same state of research as the Town of Vail. However, we did hear examples from 7 cities, which provided the following suggestions and insights: Longview, Washington Tamara Larson, (360) 577-3321 Executive Secretary • "We began offering electronic agendas about 5 years ago. We provide our Council members with portable laptops, with which they can access the Internet from home and download the agenda to their desktop. They bring their laptops to the Council meeting and work from that information on their laptops instead of a paper agenda. The City Manager takes notes on the PDF agenda from his computer using Acrobat Exchange and that is printed out as our follow-up, which notes who needs to do what before the next meeting. The rest of the Council and department heads use Acrobat Reader, allowing anyone to use our agenda. The majority of our department heads also have laptops, which they bring to Council meetings and use in the same way as Council. In our Council meeting room, the bench includes a plug-in for each Council member so the laptops don't have to run on batteries, and includes a network plug- in, in case of computer malfunction during the meeting. To prepare the paperless agenda, I convert word files to PDF, and in that program set bookmarks and links before posting it on the Internet. Our agenda is posted on the Web site 2 or 3 days prior to the council meeting, depending upon how long it takes me to complete the process. Our address is www.ci.lonaview.wa.us and you should be able to navigate to the agendas. We also place the summarized agenda sheets in the back of the room for the public to pick up (these are 2-5 pages and do not include the backup paperwork). We have been very satisfied with our process and occasionally receive comments from the public that indicate that they are also satisfied with this method of 1 z accessing our agenda information. I believe our Council appreciates the convenience of this method of distribution much more than the delivery of a paper agenda, and they like having the laptops so they can e-mail each other also." College Station, Texas Linda S. Piwonka, (979) 764-3446 Office of Technology and Information Services • "We have had paperless packets in place on our Web site for approximately 1 year. You asked for pros and cons. Under the cons, because College Station's packets include all the detail Council receives in their packet, including maps and images, the departmental staff had to be trained in preparing this information electronically. This added some time to the process. On the pro side, the public really likes having this information available. We've had several compliments from the citizens. Also on the pro side, this same information is also available on the city's Intranet site, so staff can access this data and even conduct searches for information on past meetings. You can view the packet at our city site www.ci.college-station.tx.us. When you get to the site, select City Council and you will be taken to the page where you can click for Council agendas and minutes. From that screen you can select the year, and date that you wish to view. Anywhere the item is highlighted in blue there will be another level of detail if you select the item. This will bring up all of the back up for each item. We generally have an agenda, a cover sheet for each item which is a summary of each item. At the bottom of the cover sheet, if there are attachments you can select the attachment and you will see them also. The next phase of our project will include providing Council with laptops. Council currently receives a paper copy to bring to the meeting. After this year, we will burn the packet onto a CD and they will bring this with their laptop to the Council meeting. We are not suggesting they download this information over the Internet, because our packets are too large." Lenexa, Kansas David Bryant, (913) 477-7500 City Clerk's Office • "The City Council has been conducting its meetings utilizing laptop computers since January 1998. We use Word document files and save them in HTML, then we create a hyperlink to our Web site at www.ci.lenexa.ks.us. In creating an electronic packet, our goal was to utilize state-of-the-art hardware and software to deliver the material to citizens and the governing body. The City Council downloads the packet from our city server on their laptops using DSI. We provided in-house training for our Council so they would feel comfortable with the system. The paperless process is a time saver for our staff, as we no longer need to make multiple copies for distribution. We now provide 4 back-up paper copies during the meeting in case of emergency. We like the results and would recommend it to other municipalities." South Sioux City, Nebraska Lance Hedquist, (402)-494-7517 City Administrator • "We're one of the smaller paperless packet participants with a population of 12,000. However, we've been working on technology improvements since 1993 when we were the first city in the U.S. to require employees to be computer literate. We have a technology mind-set, so it wasn't difficult to make the transition about a year ago. Paperless has worked well for us, eliminating 180,000 paper copies per year. It saves staff time and is good for the environment and helps us get our information out I to the public in a timely manner. Now the local school district is following our lead. Our agendas can be found at www.sscdc.net." Galesburg, Illinois Gary Goddard, ggoddard@ci.galesburg.il.us City Manager • "By logging on to www.ci.aalesbura.il.us, residents can access water rates, recreational activities and community development information, as well as one of the most popular areas, complete electronic council agenda packets. The local news media is especially appreciative of the e-packets. The e-packet also works in conjunction with live cable broadcasts of council meetings. Residents can have the same packet as the mayor and council before them while watching the meeting." Windsor, Connecticut Enita Jubrey, (860) 285-1809 Assistant to the Town Manager • "We made a rather feeble attempt at creating paperless packets about a year ago. It is a great idea, but we ran into stumbling blocks with the following: 1) external attachments/back-up materials for the agenda which are not "in-house" documents could not be transmitted electronically; 2) one member of council does not have a computer at home; 3) the agenda is also sent to approximately 20 to 25 other individuals, many of whom do not have computer access." Grand Junction, Colorado Stephanie Nie, (970) 244-1511 City Clerk • "Grand Junction was one of 14 cities across the country to participate in a demonstration project sponsored by the Innovation Groups. We used a product called "soft books" and we encountered many bugs in the system with this technology. At the time, Council members were getting a hard copy of the packet, plus an electronic version. It's hard to wean people off the paper. We've installed new equipment in the Council Chambers so there may be a bigger push for paperless packets in the future. Our advice to Vail is not to invest in the system unless you have total commitment and interest from all involved." Innovation Groups Shawn, (813) 622-8484 Soft Book Demonstration Coordinator • Advice: Use a Web-based format with templates; stay away from soft books as they have limitations; be careful as scanning can get expensive and sometimes doesn't look good; don't convert unless you can get everyone on the same format; be mindful of small monitors; changing the way people read is hard; conversions take time and money; know your Sunshine (open meetings) laws. 3. EQUIPMENT NEEDED TO LAUNCH PAPERLESS SYSTEM IN VAIL 7 Pentium based Windows 98 SE laptops with 56k modems, 15-inch active matrix screens, applicable software. 7 Docking stations with network interface cards for laptops. 1 Lexmark Optra T612N laser printer for council chambers. 0 1 Cisco FastHub 400. I • Cabling, network jacks, surge protectors. Total Equipment Cost = $ 42,000" *This cost does not include the $30,000 estimate to modify the Council Chamber work area to accept the laptops and docking stations, which brings the total estimate to $98,000. Placing the laptops on top of the work area is not advisable (due to exposed cables and obstruction of Council's ability to retain eye contact with the public and the television cameras), so the work area would need to be modified to allow the laptops to be mounted into the workspace. 4. RESOURCES Council agenda packet examples: www.ci.lonaview.wa.us www.ci.colleae-station.tx.us www.ci.lenexa.ks.us www.sscdc.net www.ci.aalesburo.il.us www.colievville.com 5. CONCLUSIONS Moving to a web-based paperless Council packet for the Town of Vail is costly, yet technically feasible with a one-time equipment investment of approximately $42,000; an estimated $6,000 in ongoing annual maintenance; $20,000 in Intranet/Extranet development fees; plus $30,000 in construction costs to modify the Council Chamber work area to accept the new equipment, bringing the total investment to $98,000. Staffs recommendation to implement the system would be similar to what other organizations have used. We would place the Council packet on both the Town of Vail's Intranet and Extranet sites so the public and Council could access the information at any time, as well as download it to their computers in a PDF format. Having the information available on our Intranet site would allow Council members to access the information even if they did not download the file to their laptop. A printer would also be available in the event that a packet (or portion of the packet) needed to be printed, either for Council or public use. Notes would continue to be recorded onto a laptop and would then be posted (in a PDF format) onto our Intranet site for Council review and referral. This system also assumes that Council members already have access to an Internet account. If not, this would need to be provided as well. Staffs confidence is high in providing a near flawless system. The town spends approximately $4,000 per year on copier paper, which could be reduced with a paperless packet scenario. But more importantly, to be completely successful with a move to paperless requires a high level of support and commitment by those involved: the Council, staff and members of the public. Without such commitment, similar efforts across the country have failed. Here too, the research also discovered other communities that are enthusiastically supportive of their new systems. Now that the initial research has been completed, this topic requires additional thought, discussion and direction from the Vail Town Council as it weighs actual costs ($98,000 total) and associated benefits (mission alignment, Council/citizen access and convenience). This project is currently unfunded. 1-19-01; 8:42AM;E.C. COMMISSIONERS Vail, Town of ;9703287207 # 1/ 4 s s - OFFICE OF THE BOARD OF COMMISSIONERS' (970) 328-8605 FAX (970) 328-7207 TD (970) 32 797 TOM C. STONE Err ~ t7ail..iQp1 (9:54AM) MICHAEL L.GALLAGHER http: //www.eagle-county.com ARN M. MENCONI EAGLE COUNTY, COLORADO AGENDA BOARD OF COUN 1( COMMISSIONERS REGULAR MEETING DAY JANUARY 22, 2001 1. 8:30 - 9:30 WORK SESSION - ATTORNEY'S UPDATE BOCC Conference Room James R. Fritze, County Attorney 2. 9:30 -10:30 WORK SESSION - WEEKLY UPDATE Garden Level Classroom Jack W. Ingstad, County Administrator 10:30 BREAK 11:00 ON THE RECORD Eagle County Room PLEDGE OF ALLEGIANCE 3• CONSENT AGENDA Items of a routine and non-controversial nature are placed on the consent agenda to allow the Board of County Commissioners to spend its time and energy on more Important Items on a lengthy agenda. Any Commissioner may request that an item be "REMOVED" from the consent agenda and considered separately. Any member of the public may "REQUEST any Item be "REMOVED" from the consent agenda. A. APPROVAL OF BILL PAYING FOR THE WEEK OF JANUARY 22, 2009 (SUBJECT TO REVIEW BY THE COUNTY ADMINISTRATOR) Julie Snyder-Eaton, Finance Department B. APPROVAL OF PAYROLL FOR JANUARY 25, 2001 (SUBJECT TO REVIEW BY THE COUNTY ADMINISTRATOR) Julie Snyder-Eaton, Finance Department Eagle County Building, 500 Broadway, P.O. Box 850, Eagle, Colorado 8163 1-0850 1-19-01; 8:42AM;E.C. COMMISSIONERS Vail, Town of ;9703287207 # 4 C. INTERGOVERNMENTAL AGREEMENT AMONG CHAFEE, EAGLE, LAKE, PARK, PITKIN AND SUMMIT COUNTIES TO FORM A REGIONAL EMERGENCY MEDICAL AND TRAUMA ADVISORY COUNCIL TO BE KNOWN AS THE CENTRAL MOUNTAINS RETAC, AND DISSOLVING THE CENTRAL MOUNTAINS AREA TRAUMA ADVISORY COUNCIL AND THE ROARING FORK ATAC Robert Loeffler, County Attorney D. RESOLUTION CONFERRING POWER OF ATTORNEY UPON ATTORNEY'S OFFICE TO DRAW ON LETTER OF CREDIT NO. 423 IN THE AMOUNT OF $260.00, FOR THE ACCOUNT OF MICHAEL AND PATRICIA BIGGS t County Attorney's Office designee E. RESOLUTION CONFERRING POWER OF ATTORNEY UPON ATTORNEY'S OFFICE TO DRAW ON LETTER OF CREDIT NO. SLCDDEN00462 IN THE AMOUNT OF $692,798.00 FOR THE ACCOUNT OF THE VAIL CORPORATION (RED SKY RANCH) County Attorney's Office designee F. RESOLUTION CONFERRING POWER OF ATTORNEY UPON ATTORNEY'S OFFICE TO DRAW ON LETTER OF CREDIT NO. SLCDDEN00463 IN THE AMOUNT OF $436,108.00 FOR THE ACCOUNT OF THE VAIL CORPORATION (RED SKY RANCH - RECLAMATION) County Attorney's Office designee G. RESOLUTION CONFERRING POWER OF ATTORNEY UPON ATTORNEY'S OFFICE TO DRAW ON Lt i i ER OF CREDIT NO. S407407 IN THE AMOUNT OF $63,387.00 FOR THE ACCOUNT OF FOX RUN MEADOWS LLLP County Attorney's Office designee 2 1-19-01; 8:42AM;E.C. COMMISSIONERS Vail, Town of ;9703287207 # 4 H. AGREEMENT REGARDING PROVISION OF GEOTECHNICAL ENGINEERING STUDIES FOR MT. SOPRIS TREE FARM AND GENERAL NEEDS Rich Cunningham, Facilities Management 1. INTERGOVERNMENTAL AGREEMENT BETWEEN THE COUNTY OF EAGLE, STATE OF COLORADO AND TOWN OF RED CLIFF FOR ANIMAL CONTROL SERVICES Rusty Williams, Animal Control J. IGA COUNTY OF EAGLE AND TOWN OF RED CLIFF FOR ROAD MAINTENANCE SERVICES Brad Higgins, Road & Bridge Director K. AGREEMENT WITH ASISTENCIA PARA LATINOS FOR TANF/CHILD WELFARE SERVICES Kathleen Forinash, Health & Human Services L. CONTRACT BETWEEN THE COLORADO DEPARTMENT OF PUBLIC HEALTH AND ENVIRONMENT AND EAGLE COUNTY BOARD OF COMMISSIONERS Kathleen Forinash, Health & Human Services M. AGREEMENT BETWEEN EAGLE COUNTY HEALTH & HUMAN SERVICES AND JOSE BANUELOS FOR TANFICHILD WELFARE SERVICES Kathleen Forinash, Health & Human Services 4. PLAT AND RESOLUTION SIGNING Matt Gennett, Community Development 5. OTHER A. FINAL SETTLEMENT - COLORADO PROJECT CONTROL - FOR RENOVATION OF PILOT FACILITY AT EAGLE COUNTY REGIONAL AIRPORT Jim Elwood, Airport 3 1-19-01; 8:42AM;E.C. COMMISSIOPNFW~- Vail, Town of ;9703287207 # 4/ 4 B. CONSIDER BIDS FOR OFFICIAL COUNTY NEWSPAPER Jack Ingstad, Administration I 12:00 -1:30 LUNCH 6. 1:30 JAIL INSPECTION THE NEXT MEETING OF THE EAGLE COUNTY COMMISSIONERS WILL BE HELD ON JANUARY 30, 2001 ALL MEETINGS WILL BE HELD IN THE EAGLE COUNTY BUILDING - 500 BROADWAY, EAGLE- OR OTHERWISE NOTED. THIS AGENDA IS PROVIDED FOR INFORMATIONAL PURPOSES ONLY - ALL TIMES ARE APPROXIMATE. THE BOARD WHILE IN SESSION MAY CONSIDER OTHER ITEMS THAT ARE BROUGHT BEFORE IT. SCHEDULED ITEMS WILL BE CONTINUED TO THE NEXT DAY IF THE BOARD IS UNABLE TO COMPLETE ITS AGENDA AS SCHEDULED. 4