HomeMy WebLinkAbout2001-03-13 Support Documentation Town Council Work Session
VAIL TOWN COUNCIL
WORK SESSION
TUESDAY, March 13, 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.
COUNCIL RETREAT
COUNCIL LUNCH
COUNCIL CHAMBERS
12:45 P.M.
COUNCIL WORK SESSION
Michael McNally
VAIL COUNCIL CHAMBERS
1:00 P.M.
COUNCIL: Please brina vour binder with vour mission.
strateaies. and oroaress information.
1. Revisit Team Commitment. (1 hour)
2. Review of Organizational and Development for the Town of Vail
Overall. (45 min.)
BREAK (15 minutes)
3. Revisit Council Strategies and Accomplishments since the first
Council Retreat. (1 1/2 hours)
4. Recap Town of Vail - Vail Resorts Inc. Retreat. (45 min.)
5. Battle Mountain High School Men's Ski Team - Colorado State
Championships Proclamation. (5 min.)
6. Adjournment. (5:20 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, 3/20101, BEGINNING AT 2:00 P.M. IN TOV COUNCIL
CHAMBERS.
THE NEXT VAIL TOWN COUNCIL REGULAR EVENING MEETING
WILL BE ON TUESDAY, 3/20/01, BEGINNING AT 7:00 P.M. IN TOV COUNCIL
THE NEXT VAIL TOWN COUNCIL REGULAR WORK SESSION
WILL BE ON TUESDAY, 3/27/01, BEGINNING AT 2:00 P.M. IN TOV COUNCIL
CHAMBERS.
Sign language interpretation available upon request with 24-hour notification.
Please call 479-2332 voice or 479-2356 TDD for information.
MEMORANDUM
TO: Vail Town Council
FROM: Bob McLaurin, Town Manager
DATE: March 8, 2001
RE: ORGANIZATIONAL DEVELOPMENT UPDATE
We have scheduled an hour at the Council Retreat next Tuesday to review and discuss
the Town's organizational improvement efforts. As part of this discussion, we will be
reviewing the use of the Denison Survey instrument which measures an organization's
"culture," including: customer focus, organizational direction, communication, team
effectiveness, capability development, etc. At this session the Council will also have an
opportunity to review the specific results of this instrument across this organization over
the last 3 years within all Town of Vail departments, including the Vail Police
Department.
The purpose of this memo is to provide an overview of the town's organizational
development philosophy and to increase Council's understanding of this important
internal process.
The Town of Vail organization exists to provide high quality, cost effective services for
full time and part time residents and guests. We use organizational improvement
strategies and tactics to help increase our effectiveness in providing these services and
to ultimately achieve our mission. "Organizational development" is a general term that
involves improving the organizational culture and overall climate within an organization.
Organizational culture is usually defined as common standards and practices within the
organization that either serve or hinder the results sought at the departmental and
individual levels.
While there are many tactics, programs and strategies to address organizational
performance and to improve an organization's overall culture, the Town of Vail's
organizational development efforts to date are based on the two fundamental concepts
of personal choice and personal responsibility. Personal choice simply recognizes that
we all have choices about things we do, the way we feel about issues; and how we
respond to them. Personal responsibility means that everv employee is responsible for
the success of this organization.
An important component of the Town's organizational culture is our internal organization
vision and values. While the Council has an identified mission, vision and values which
articulate policy direction and strategic intent, the TOV internal organizational values
were developed approximately 7 years ago and are policy neutral. In other words,
these values can be used to support any policy direction chosen by the elected officials.
We attempt to use these value statements as guiding principles in the day-to-day
conduct of our individual jobs. We also use them as a framework to discuss difficult
internal issues. These values generally speak to how we treat our customers and how
we treat one another. Within the context of the larger frame, we use a number of tactics
and techniques to improve organizational performance. Among these are the Denison
Culture Survey, 360 Degree performance evaluations, and the Stephen Covey Jr.
Seven Habits Program. Each of these bring specific information to individuals which
provide them the opportunity to improve their individual work situation.
On Tuesday, Michael McNally will review with you the fundamental concepts included in
the Denison instrument. At that time, I will be available to answer any questions you
have about the Denison results for any of the TOV departments.
were developed approximately 7 years ago and are policy neutral. In other words,
these values can be used to support any policy direction chosen by the elected officials.
For your information, I have attached to this memo a copy of this document.
We attempt to use these value statements as guiding principles in the day-to-day
conduct of our individual jobs. We also use them as a framework to discuss difficult
internal issues. These values generally speak to how we treat our customers and how
we treat one another. Within the context of the larger frame, we use a number of tactics
and techniques to improve organizational performance. Among these are the Denison
Culture Survey, 360 Degree performance evaluations, and the Stephen Covey Jr.
Seven Habits Program. Each of these bring specific information to individuals which
provide them the opportunity to improve their individual work situation.
On Tuesday, Michael McNally will review with you the fundamental concepts included in
the Denison instrument. At that time, I will be available to answer any questions you
have about the Denison results for any of the TOV departments.
Attachment
MEMORANDUM
TO: Vail Town Council
FROM: Bob McLaurin, Town Manager
DATE: March 8, 2001
RE: ORGANIZATIONAL DEVELOPMENT UPDATE
We have scheduled an hour at the Council Retreat next Tuesday to review and discuss
the Town's organizational improvement efforts. As part of this discussion, we will be
reviewing the use of the Denison Survey instrument which measures an organization's
"culture," including: customer focus, organizational direction, communication, team
effectiveness, capability development, etc. At this session the Council will also have an
opportunity to review the specific results of this instrument across this organization over
the last 3 years within all Town of Vail departments, including the Vail Police
Department.
The purpose of this memo is to provide an overview of the town's organizational
development philosophy and to increase Council's understanding of this important
internal process.
The Town of Vail organization exists to provide high quality, cost effective services for
full time and part time residents and guests. We use organizational improvement
strategies and tactics to help increase our effectiveness in providing these services and
to ultimately achieve our mission. "Organizational development" is a general term that
involves improving the organizational culture and overall climate within an organization.
Organizational culture is usually defined as common standards and practices within the
organization that either serve or hinder the results sought at the departmental and
individual levels.
While there are many tactics, programs and strategies to address organizational
performance and to improve an organization's overall culture, the Town of Vail's
organizational development efforts to date are based on the two fundamental concepts
of personal choice and personal responsibility. Personal choice simply recognizes that
we all have choices about things we do, the way we feel about issues; and how we
respond to them. Personal responsibility means that everv employee is responsible for
the success of this organization.
An important component of the Town's organizational culture is our internal organization
vision and values. While the Council has an identified mission, vision and values which
articulate policy direction and strategic intent, the TOV internal organizational values
r
D
were developed approximately 7 years ago and are policy neutral. In other words,
these values can be used to support any policy direction chosen by the elected officials.
For your information, I have attached to this memo a copy of this document.
We attempt to use these value statements as guiding principles in the day-to-day
conduct of our individual jobs. We also use them as a framework to discuss difficult
internal issues. These values generally speak to how we treat our customers and how
we treat one another. Within the context of the larger frame, we use a number of tactics
and techniques to improve organizational performance. Among these are the Denison
Culture Survey, 360 Degree performance evaluations, and the Stephen Covey Jr.
Seven Habits Program. Each of these bring specific information to individuals which
provide them the opportunity to improve their individual work situation.
On Tuesday, Michael McNally will review with you the fundamental concepts included in
the Denison instrument. At that time, I will be available to answer any questions you
have about the Denison results for any of the TOV departments.
Attachment
• A
TOWN OF VAIL
Our Vision
We serve Vail's future by providing high quality, cost effective services
today. We value each individual's role in achieve results which are fiscally,
environmentally and socially sound.
Respect trust and excellence guide our efforts.
Our Values
WE
? Respect the individual
? Recognize effort and achievement
? Communicate openly and honestly
? Encourage innovation and risk taking
? Commit to excellence in all we do
? Use teamwork to achieve results
? Manage our resources to serve the community of today and the future
? Each take ownership for Vail's future
TOWN OF VAILIVAIL RESORTS
Partnership Strategies
2001 Action Plan
Next Review TOV-VRI Contacts
Action Timeline Status Date
THE VAIL CENTER
¦ Apply and exhaust Staff working with VR on Russell Forrest
TOV-VRI how they could help finance Porter Wharton, III
partnership and new parking and potentially
resources to offset the $14 million cost for
maintain momentum parking in the Vail Center
toward successful financial plan.
public-private
financing of The Vail
Center to serve as
catalyst for Vail's
renaissance.
¦ On a simultaneous
front, continue to Staff is currently exploring Bob McLaurin
address current temporary parking solutions Bill Jensen
deficiencies in areas (i.e landing mats)
such as affordable
housing, parking Council has identified
and infrastructure. Mountain Bell site and Ruins
as targets for next projects
¦ 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.
Next Review TOV-VRI Contacts
Action Timeline Status Date
EMPLOYEE HOUSING
AND GENERATION
¦ Explore creation of . A Housing Zone District
seasonal housing on has been completed. Russell Forrest
the Mountain Bell . Staff has met with ABC Jack Lewis
site north of the and Learning Tree and
Main Vail we are developing a cost
roundabout, with no for rebuilding a new
net loss in the school.
amount of quality . Focus groups are planed
day care within the to occur in the next 3
town's boundaries. weeks.
• Goal setting meeting will
occur before the end of
the ski season.
¦ Explore community
housing • Staff has met several Nina Timm
partnerships times with Jack Lewis to Russ Forrest
between TOV and look at other creative Tom Moorhead
VRI for creative housing ideas on VR Jack Lewis
financing property in Lionshead,
opportunities. the Waste Water
Treatment Plant, Timber
Ridge, and the Ruins,
INFRASTRUCTURE
IMPROVEMENTS/
COMMUNITY
ENHANCEMENTS
¦ Explore creation of a Spatially staff has begun
"great room" for day looking at opportunities Bob McLaurin
skiers utilizing the with Lionshead parking Bill Jensen
berm areas of the structure and at the east
Vail Village and/or entrance to Lionhead.
Lionshead parking
structures.
2
Next Review TOV-VRI Contacts
Action Timeline Status Date
¦ Implement Greg Hall
streetscape Porter Wharton, I I I
beautification
improvements in
commercial core
areas.
¦ Inventory deficient Ludwig Kurz
properties and/or . Council walks in both Bill Jensen
need to "fix up" Lionshead and the
through a walk- Village have identified
around process. specific improvements
and have resulted in
communciation with
private owners.
¦ Investigate * Parking pay-in-lieu for
alternative ways commerial properties has Russell Forrest
(carrots & sticks) to essentially been eliminated. 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
3
Next Review TOV-VRI Contacts
Action Timeline Status Date
¦ Work with Eagle Tom Moorhead
County to develop * Staff met with Eagle County Russell Forrest
standard employee on 3/8 to identify next steps. Vail Town Council
generation policies Porter Wharton, I I I
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.
¦ Evaluate
recommendations VR is working on several Russell Forrest
for development of redevelopment plans on the Porter Wharton, I I I
the VRI-owned North Day lot. Staff is
North Day lot as looking forward to reviewing
presented in the these plans.
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.
4
Next Review TOV-VRI Contacts
Action Timeline Status Date
¦ Evaluate parking Staff has identified several Greg Hall
utilization in private private lots that have Bill Jensen
lots during peak capacity during the
weekends and weekends. Specifically staff
develop an incentive has talked with the Hospital
program to offer and they are very receptive
unused spaces for to this idea.
employee parkinq.
¦ Provide incentives, The Town is exploring Bob McLaurin
such as food incentives for carpooling to Bill Jensen
discounts, etc. to reduce parking demand.
employees who park Ideas are also being
in outlying lots. discussed with VRIs
environmental team.
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, III
Vail on a funding list
for transportation
demonstration
projects
• Install global Greg Hall
positions systems at NEXT Bus system has been
bus stops so users installed on In town buses
can track the status and system is being
of oncoming buses. calibrated.
TASK FORCE
¦ Environmental Russell Forrest
projects Meeting planned with Town John Gitchell
Council on 3/20 to discuss
¦ Sharinq VRI's "Intent specific partnership ideas. Bob McLaurin
5
Next Review TOV-VRI Contacts
Action Timeline Status Date
to Return" guest Council has already Bill Jensen
service measures endorsed several projects to
work on with VR. Bob McLaurin
¦ Integrated guest Bill Jensen
service training
Suzanne Silverthorn
¦ Multi-faceted Ongoing Porter Wharton, III
community
communication
February 01
Premier Impressions Guest
Service Program and Vail
Renaissance
¦ Joint efforts on Ongoing communications program Suzanne Silverthorn
market research and underway. Vail Center Robin Litt
public opinion Message Team developing
measurements communications plan.
Exploring possibility of
¦ Peer resort and adding wayfinding, loading Ludwig Kurz
warm weather resort and delivery and heated Bill Jensen
trips by community streets topics to on-mountain
delegations survey
Bob McLaurin
¦ International Bill Jensen
recruiting
¦ Long-range capital Bob McLaurin
planning Bill Jensen
¦ Community Ludwig Kurz
gathering events Bill Jensen
¦ Legislative lobbying Bob McLaurin
Porter Wharton III
6
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Question and Issues
March 6`" Town Council Meeting
Operational Questions:
1. How will we assure that the community can use this facility?
2. Describe more fully the benefits and salaries of the full time employees?
3. The current operating plan has a very conservative estimate for additional
sales tax generation. Is there a range and what is the upper limit of that
range?
4. How does the Town maintain control of Vail Center?
Capital and Financing Issues :
1. Break out the cost of the ice rink versus the additional cost incurred by
building over the ice rink.
2. Determine the anticipated maintenance and repair cost of the existing
Lionshead Parking structure so that we can compare the costs of a new
structure
3. Determine what VR's financial commitment will be to this project.
4. Determine value of condominiums and FFUs.
5. Lobby space seems too big.
6. Two Council members expressed concern over the use of RETT dollars for
recreational uses.
7. Some concerned that parking used for private fund raising needs to be
available for the public when not used by donor.
8. Determine housing demand and how to accommodate for hat demand.
Proposed Next Steps:
1. March 20 or 27`V: Answer Questions
2. March 20`" or 27`"? : Council direction/motion to approve the program
and budget that will be used as the basis for instructions to the design
team
3. March 27th :Design Visioning exercise
4. 1 st Week of April : Design Team meets in Vail to start the development of a
preferred design
5. April 19 & 20t": Design Team reports out on 1" draft design
6. May: Revise plans
7. June: Report out on 2nd iteration in June.
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PROCLAMATION NO. 1
(j~•. ~ ~e•,_ 45,1
SERIES OF 2001
• ~i
A PROCLAMATION TO RECOGNIZE THE EFFORTS OF BA t I LE MOUNTAIN,
HIGH SCHOOL MEN'S ALPINE AND NORDIC SKI TEAMS IN ACHIEVING THE
STATE CHAMPIONSHIPS FOR THE YEAR 2001.
- WHEREAS, three state champions; and
WHEREAS, seven all-state skiers; and
~wtit: ,~v,J
WHEREAS, through the combined efforts of this team endeavor, Battle Mountain High School Men's Ski Team has won the coveted title of Men's Combined fd
„r _ Alpine and Nordic State High School Championships.
1
~ f ~ ~i=rte ~1
NOW, THEREFORE, the Vail Town Council is honored to recognize this
championship effort and the highest calibre skiing proficiency in the State of Colorado.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
rll
TOWN OF VAIL, COLORADO:
•1
ADOPTED THIS 13TH DAY OF MARCH, 2001. ,
.
1 41
TOWN OF VAIL, COLORADO L+;"
P 1 ~N
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Ludwig Kurz, Mayor=s;;
''sH
ATTEST: :~s17
Lorelei Donaldson, Town Clerk fxy
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COUNCIL FOLLOW-UP
TOPIC QUESTIONS FOLLOWUP
2001
1/23/01 PEDESTRIAN BRIDGE (TO THE GREG H.: The load capacity continues to be an issue; Staff is currently getting an updated engineer's rating which is
EAST OF THE INTERNATIONAL BRIDGE) is it time to remove the bridge altogether, continue to expected to take a couple months.
monitor and control "load", or take steps to buoy up the
foundation/support?
1/23/01 NOTIFY PROPERTY OWNERS RUSSELL/GREG M.: Of the following need of repair-
The Club-the corner of the building near the entrance
has crumbling plaster. Bob will discuss with property owners.
Clark's Market - dried out wreaths on wall.
2/6/01 SKI STORAGE SIGN RUSS: There is a large ski storage sign on the steps to Allison Ochs and George Ruther met with Joe Macy Thursday A.M.
the Kaltenberg Brewery for the lower ski storage. Is (3/8/01) and the appropriate enforcement will follow.
KEVIN FOLEY this legal?
2/13/01 VVTCB'S 2002 WINTER GUIDE PAM: Left a voicemail for Kelly Layton Wednesday, Kelly Layton called 3/2/01 to report she'd made a presentation to the
2/14, in re: to whether this is a duplication of a subcommittee for the Vail Chamber and Business Association
SYBILL NAVAS fulfillment piece that could be coordinated w/the Vail (VCBA) and felt the reception was positive to work toward
Chamber and Business Association's "The Guide." consolidation of the Guide and the VVTCB's piece. The VCBA
subcommittee will now schedule another more detailed meeting, at
which time the two groups will continue to work through the issues.
2/20/01 SKI PASS RESTRICTIONS ON BOB/SUZANNE: How can ski pass restrictions be The Managed Growth Agreement speaks to the number of skiers on
PRESIDENT'S WEEKEND designed during peak periods to strike a balance in the the mountain and defines the SAOT number.
community?
SYBILL NAVAS
2/20/01 LIONSHEAD VIEW CORRIDOR #2 RUSS: When does this return to Council? George will draft a memo for the 3/13/01 packet (to be available
3/9/01) which will suggest a re-surveying of the corridor at Council
DIANA DONOVAN direction.
2/20/01 PARKING REGULATIONS FOR GREG H./MIKE ROSE: A note of concern is the Last fall it was discussed as to whether all passes should be reserv
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March 13, 2001 - Page 1
COUNCIL FOLLOW-UP
TOPIC QUESTIONS FOLLOWUP J
2001 J
2001-2002 perceived "subsidized" parking rates for down valley ed for Vail residents, property owners, or Vail business employees
residents (from a Vail local). OR whether they should be left available to all Eagle County
DIANA DONOVAN residents. Council's decision was to keep them available county-
wide.
2/27/01 NATURE CENTER ON STREET GREG H./GREG M.: The Nature Center is interested in Staff does not believe it is a good idea to park on the street and will
PARKING creating 6-8 parking spaces along Vail Valley Drive to explore other possibilities with the VRD.
accommodate both employees and guests.
DIANA DONOVAN
2/27/01 VRD REQUEST TO EXTEND GREG H./MIKE ROSE: The VRD is requesting the in-
IN-TOWN SHUTTLE town shuttle be extended to the soccer field turnaround.
DIANA DONOVAN
2/27/01 ICE DOME TO BOOTH CREEK GREG H./RUSS: Explore possibility of moving ice
TENNIS COURTS dome to the location of the Booth Creek tennis courts
for an interim year-round location.
SYBILL NAVAS
2/27/01 LANDING MATS AT FORD PARK GREG H./LARRY PARDEE: Prepare preliminary This information will be provided at the April 10th joint planning
information re: feasibility of purchasing landing mats to session with VRI.
CHUCK OGILBY support up to 700 parking spaces at Ford Park for
Council's next VRI retreat scheduled April 10, 2001.
Also, extend length of that meeting to Noon (from 2:00
P.M. previously) to 6:00 P.M.
2/27/01 DOUBLE PARKING IN PARKING GREG M.: Are we vigorously enforcing the double The Police Department is enforcing this to the best of our ability.
STRUCTURE parking violations in the parking structures? Should the
signs at the entries be even stronger than they are
SYBILL NAVAS currently worded?
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March 13, 2001 - Page 2
COUNCIL FOLLOW-UP
TOPIC QUESTIONS FOLLOWUP
2001
2/27/01 HOME DAY CARE RUSS/GEORGE: An accusation has been made by
daycare providers that Vail's regulations impede the
SYBILL NAVAS ability to provide home daycare in Vail.
3/7/01 ALL FEMALE HOCKEY TEAM BOB/PAM: Contact Vail Recreation District and Vail The VRD Board of Directors establishes policy for regulating ice time.
GINNY CROWLEY Junior Hockey to attempt to accommodate a pre-
existing earlier scheduling to a 6:30 P.M. start time.
3/7/01 LEW MESKIMEN REQUESTS GREG H./LARRY PARDEE: Explore creation of a There is already a composting area at the county landfill for wood
LEW MESKIMEN "community compost pile" for the collection of grass products.
clippings and tree trimmings.
GREG H./MIKE ROSE: Consider the placement of a Staff believes placement of the suggested "courtesy" sign would only
courtesy sign in the parking structures suggesting draw attention to lone females, thus providing a further security risk.
particular parking spaces, such as near the exits, be
reserved for women drivers to provide for their safety
and convenience.
317/01 DONOVAN PARK QUESTIONS RUSS: Answer questions as to: size/expense of Russ has already scheduled this meeting with Tom.
TOM STEINBERG pavilion and location of park's parking area.
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March 13, 2001 - Page 3