Loading...
HomeMy WebLinkAbout2002-03-19 Support Documentation Town Council Evening SessionTOWN COUNCIL EVENING MEETING TUESDAY, MARCH 19, 2002 7:00 P.M. TOV COUNCIL CHAMBERS NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. 1. CITIZEN PARTICIPATION. (5 min.) 2. DRB/PEC/AIPP Appointments. (10 min.) 3. ITEM/TOPIC: VRI Front Door Discussion. (1 hr 15 min) Charlie Penwell 4. Greg Hall ITEM/TOPIC: Village Streetscape discussion regarding coordinated project with Eagle River Water Sanitation District Waterline replacement project. (1 hour) • Scope and Phases • Heating discussion • Funding Options • Next Steps ACTION REQUESTED OF COUNCIL: Provide staffwith direction on next steps. BACKGROUND RATIONALE: The Eagle River Water and Sanitation District has requested to replace existing aging and undersized lines throughout portions of Vail Village First filling. The Town has interest to participate in certain projects in conjunction with the district. The project will need to be defined and budgeted. STAFF RECOMMENDATION: We will prepare a RFP for the public process, design development and financing of project scope based on the direction of the Town Council to pursue a joint project with the ERWSD. Approve a budget for the design of the project. 5 . ITEM/TOPIC: Russ Forrest Resolution #2: Request to modify the rockfall hazard maps to show approved mitigation for the Booth Falls Townhomes located at 3094 Booth Falls Court/Lot 1, Block 2, Vail Village 12th Filing. (10 min.) ACTION REQUESTED OF COUNCIL: Approve or deny resolution #2 BACKGROUND RATIONALE: The Booth Falls Homeowners Association is requesting that the Town of Vail amend its hazard maps to show that approved mitigation exists for the high severity rockfall hazard area that exists on this property . The Association completed the construction of a rockfall mitigation wall in November of 2001. This wall was designed to mitigate the high severity rockfall hazard present on the site. An engineer and the Colorado Geological Survey has concluded that the wall will effectively protect the property from reasonably foreseeable rockfall hazards. On March 11th, the Planning and Environmental Commission reviewed the request and recommended approval ofthe mitigation with the condition that a qualified engineer provide a recommendation prior to the Council hearing on what annual maintenance should occur with the mitigation. A letter from the Colorado Geological Survey was prepared to address this issue and is included with the memo. Resolution #2, Series of 2002, Booth Falls Townhomes Rock Mitigation. 6. Matt Mire Bob McLaurin ITEM/TOPIC: Ordinance #7, Series of 2002, first reading, AN ORDINANCE ADOPTING THE TOWN OF VAIL COMMISSIONON SPECIAL EVENTS (CSE) AND GUIDELINES; ESTABLISHING A COMMISSION FOR THE PROCESS OF REVIEWING PROPOSED PUBLIC SPECIAL EVENTS FOR THE TOWN OF VAIL; AND SETTING FORTH DETAILS IN REGARD THERETO. (30 MIN.) BACKGROUND RATIONALE: Two ordinances are being presented with regard to the Commission on Special Events. One is staff produced and deals with the skeletal construction of this commission, thus allowing for operational policy to be formulated with more latitude and as Council more clearly defines the Commission's role. Staff has also included a second ordinance that includes more specifics in regard to the special events manager and policy objectives than is ordinarily included in these organizational ordinances. It has been Council's direction to move forward as expediently as possible to formulate the conditions under which this Commission will operate. Staff will be ready to make any modifications to the ordinance between the work session and evening meeting on Tuesday. 7. ITEM/TOPIC: Approval of Intergovernmental Agreement re: Los Amigos. (15 min.) 8. Town Manager's Report. (5 minutes) 9. Adjournment (10:30 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, APRIL 2, 2002, BEGINNING AT 2:00 P.M. IN THE TOV COUNCIL CHAMBERS. THE NEXT VAIL TOWN COUNCIL REGULAR EVENING MEETING WILL BE ON TUESDAY, APRIL 2, 2002, BEGINNING AT 7:00 P.M. IN TOV COUNCIL CHAMBERS THE NEXT VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BE ON TUESDAY, APRIL 16, 2002, BEGINNING AT 2:00 P.M. IN THE TOV COUNCIL CHAMBERS. THE NEXT VAIL TOWN COUNCIL REGULAR EVENING MEETING WILL BE ON TUESDAY, APRIL 16, 2002, BEGINNING AT 7:00 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. Sponsors Eagle ValleyAlliancefor Sustainability Eagle Valley hand Trust Environmental Protection Agency Gore Range Natural Science School Snowboard Outreach Society The Antlers at Vail Partnership Professionals for Social Responsibility Shaping the Future of the Eagle Valley R f I ._ 0 ~ -~ tnc~E ~ ,- ~~~, . ~ ~~~ ~ PowarAs Avon ~ ~ ~ r ~~ - f poW ~"'va~i 1 Mlmum~,, . , 1~ ~~ ey, ~ _,~7 ~ Gilman ~! •~~ RedCl.~. c„, ~ While Arver ~~ ~~ r~~a~~r„a~~ ~r.~. ~~ -~ . .~ ~" ~ . A short course for decision makers and opinion leaders in economic prosperity, social equity, and environmental health of the Eagle Valley. Underwritten by: The Environmental Protection Agency Region VII Change ha~ipens. Sometimes for the good, some- timesnot. hike the old tale of the blind men describ- ing anelephant, our view of issues is often skewed by our individual responsibilities and experiences. The Short Course is designed specifically to broaden, and deepen, your understanding of the multiple growth- relatedissues our valley. We believe this program will help you make better long-term decisions within your town, community, and neighborhood. We also know that it will provide an excellent forum for all of us to find alignment in common issues and promote new partnerships for collaborative solutions. We have designed an eight class course that explores economic, social, and environmental interdependen- cies,Each class has been designed to blend insight from leaders in community development with experts in the field, Every 2 hours class will feature a formal presentation followed by a facilitated discussion. CLASS TOPICS Livable Eagle Valley: Creating a strong econ• omy and a great place to live. This introductory session will present successful ways communities are strengthening their economies while supporting the community and restoring quality oflife-prosperity within smart growth limits -through supporting local businesses, resources productivity, investing in biolog- icalsystems, and systems thinking. Also, it will outline a sustainable approach to community governance. Presenter: Michael Kinsley, Director of Economic Renewal with the Rocky Mountain Institute Date: May 9, 2002 / 5,30 p.m. - 8 p.m. Location: The Antlers at Vail Planning and Zoning 101: Understanding the rules of the road. How does the planning process work? This session combines strategic thinking with "nuts and bolts" planning. Discussion will present models and incentives far change -what works and what doesn't; urban renewal and urban development; and some land planning basics. Presenter(s): Charlie Unseld, Director, office of Smart Growth, Colorado Department of Local Affairs. Date: May 23, 2002 / 4 p.m, - 6 p.m. hocation: VVCTB Conference Room (Avon) Creating and Sustaining Economic Prosperity in 21s~ Century Colorado. This session explores the advantages and disadvantages of retaining and recruit- ingbusinesses in a rural resort community. While our va~ey has some very unique assets and challenges there are important lessons to be learned from how other communities have sought to achieve a positive balance. Presenter(s): Chris Gibbons, Director of Business/ Industry Affairs, City of Littleton, and Denise Naegle, Director of Community Development, City of Littleton Date: June 6, 2002 / 4 p.m. - 6 p.m. hocation: VVCTB Conference Room (Avon) Creating Social Equity in a Rural Resort Community. Gated communities vs. trailer parks, Millionaires vs. minimum wage earners. There is a dark side to growth that noforward-thinking com- munitycan afford to overlook, Inevitably all decisions related to planning and growth management effect the social infrastructure. This session looks at the so- cialservices, health care access, and quality education issues that are critical to sustaining a vibrant, healthy, and safe living environment for all our citizens, Presenter(s); Kathleen Porinash, Director, Eagle County Health and Human Services; Shelley Moltz, Executive Director, Valley Wide Partnership; representative from afaith-based institution; repre- sentativefrom Rural Resorts Communities; and repre- sentative from the local school district, Date; June 27, 2002 / 4 p.m. - 6 p.m. hocation, WCTB Conference Room (Avon) The Value of Our Natural Resources. Our re- gionisnatural resources have economic value both in terms of recreation and aesthetics, Are these resourc- esdoomed inthe path of growth? Or can we preserve them through smart, conscientious planning? This session will focus on strategies to shape growth in ways that will protect the natural resources that define the character of our region. Presenter(s): Bill Heicher, Division of Wildlife; Bill Andree, Division ofWildhfe; CindyCohagen, Eagle Valley hand Trust; representative from the United States Forest Service; and representative from the Bureau of hand Management, Date: July 11, 2002 / 4 p.m. - 6 p.m. Location: WCTB Conference Room (Avon) A Practical Discussion on Watershed Protection. Water: we depend on it, yet tend to take it for grant- ed. Inreality, this life-force of our region is a scarce commodity, subject to overuse and abuse. This ses- sionprovides amulti-tiered view of water topics from the impact of local growth on water quality and wet- landspreservation, to the macro view of the long-term issues oftrans-diversion of western slope water. Presenter(s): David Schaller, US EPA Region 8; rep- resentativefrom Denver Water Board (Waterwise Landscaping); representative from a local water dis- trict orwater commission. Date: July 25, 2002 / 4 p.m. - 6 p.m. Location: WCTB Conference Room (Avon) Healthy Business, Healthy Building: Making Green while being Green. Increasingly, planners and developers are seeing green. This session will focus on new technologies and common-sense solu- tionsthat are combining to make new construction both cost-competitive and environmentally-sensitive. Presenters will discuss how their companies integrate environmental practices and care for community into their overall business strategy Presenter(s): John Gitchell, Environmental Manager, Vail Resorts; Adam Palmer, Executive Director, Eagle Valley Alliance for Sustainability; Harry Frampton, President, East West Partners; and David Tiran, also with East-West Partners, Date: August 8, 2002 / 4 p.m. - 6 p,m, Location: WCTB Conference Room (Avon) "If I only knew then what I know now." Experience is the best teacher, This session gives participants the opportunity to learn what worksoand what doesn't--from the experiences of other commu- nityplanners and leaders. Presenters will discuss strat- egiesthat have made a significant difference to their community's well-being, what has driven that success, how their community government has supported them and what they could or would do differently, if they had the chance to do it over. Presenter(s): TBA Date: August 22, 2002 / 4 p.m. - 6 p.m. hocation: WCTB Conference Roam (Avon) FIELD STUDY If a picture is worth a thousand words, the value of first-hand experience is incalculable. These optional field sessions will bring to life many of the issues discussed during the forums. Here you can judge for yourself how close classroom theory is to reality. Issues Facing Ranchers. Held at the ranch of Former Eagle County Commissioner Bud Gates. Discussion will be led by Mr. Gates and former Routt County Commissioner Jay Fetcher, Observations from the Sky. A Flight Over Eagle County to View Growth Impacts and Discover Smart Development, (Fee applies) Community Outreach Event. The Hispanic com- munity is asignificant contributor to our valley's economic and cultural life. A community event will be planned to provide new insight and deeper under- standing onour common bonds and unique differ- ences. Water, Follow the path from collection, storage, treatment, delivery, and finally waste management. ABOUT THE SHORT COURSE ORGANIZERS The Partnership is a collective group of Eagle County residents who represent government, human services, environmental preservation, and businesses. The Partnership believes that Eagle County has a very unique opportunity to combine intellectual, financial, and natural resources to shape an enduring legacy of quality of Gfe. The Short Course has been designed with the belief that if leaders of government, non- profitorganizations, and key community members are better informed on a wide range of interlocking growth issues, then they will be able to make more informed decisions, and find meaningful opportuni- ties towork more effectively with each other. REGISTRATION Limited to 3S Participants Name Company/Organization Mailing Address, City, State, Zip Daytime phone # E-mail Cost: $100 for the complete course Please send your registration and make your check payable to; Eagle Valley Alliance for Sustainabilitp PO Box 4923 Vail, CO 81658 FOR MORE INPORMATION: Adam Palmer Eagle Valley Alliance for Sustainability (970) 479-2440 E-mail: apalmer@ci.vail,co,us BALLOT ART IN PUBLIC PLACES - (VOTE FOR 3) STERLING BRADBROOK TRACY MORRISON GORDON KYLE WEBB* C ~ ~ ~~~ ~ ~~~ 5~~~ DESIGN REVIEW BOARD - (VOTE FOR 3i STERLING BRADBROOK CLARK BRITTAIN* MARGARET GARVEY ROGERS ,~ HANS WOLDRICH* PLANNING AND ENVIRONMENTAL COMMISSION - (VOTE FOR 4) STERLING BRADBROOK BRIAN DOYON* THOMAS DUBOIS _~ KIRK HANSEN GARY HARTMAN '~ GEORGE LAMB ERICKSON SHIRLEY* ROLAND KJESBO *MEMBERS SEEKING REAPPOINTMENT BALLOT ART IN PUBLIC PLACES - (VOTE FOR 3) STERLING BRADBROOK ~~ TRACY MORRISON GORDON KYLE WEBB* DESIGN REVIEW BOARD - (VOTE FOR 3) STERLING BRADBROOK ~_ CLARK BRITTAIN* ~~ MARGARET GARVEY ROGERS ~~ HANS WOLDRICH* PLANNING AND ENVIRONMENTAL COMMISSION - (VOTE FOR 4) STERLING BRADBROOK BRIAN DOYON* THOMAS DUBOIS KIRK HANSEN GARY HARTMAN GEORGE LAMB * ERICKSON SHIRLEY ~_ ROLAND KJESBO ---~ *MEMBERS SEEKING REAPPOINTMENT G~~~ BALLOT ART IN PUBLIC PLACES - (VOTE FOR 3 STERLING BRADBROOK TRACY MORRISON GORDON KYLE WEBB* V /~F g~~ ~{9 y~~){ ~ .....~. W.-.-----'"""." DESIGN REVIEW BOARD - (VOTE FOR 3 STERLING BRADBROOK ,~` V * CLARK BRITTAIN ~` MARGARET GARVEY ROGERS * HANS WOLDRICH PLANNING AND ENVIRONMENTAL COMMISSION - (VOTE FOR 4) STERLING BRADBROOK BRIAN DOYON* THOMAS DUBOIS KIRK HANSEN GARY HARTMAN GEORGE LAMB ERICKSON SHIRLEY* ROLAND KJESBO ~`~: *MEMBERS S EEKING REAPPOINTMENT BALLOT ART !N PUBLIC PLACES - (VOTE FOR 3) STERLING BRADBROOK ~_ TRACY MORRISON GORDON ~_ KYLE WEBB* ~~ ~ r ~FP~ ~~rr~ DESIGN REVIEW BOARD - (VOTE FOR 3) STERLING BRADBROOK ~_ CLARK BRITTAIN* ~_ MARGARET GARVEY ROGERS _~ HANS WOLDRICH* PLANNING AND ENVIRONMENTAL COMMISSION - (VOTE FOR 4) STERLING BRADBROOK BRIAN DOYON* THOMAS DUBOIS KIRK HANSEN GARY HARTMAN GEORGE LAMB ERIGKSON SHIRLEY* ~_ ROLAND KJESBO *MEMBERS SEEKING REAPPOINTMENT BALLOT ART IN PUBLIC PLACES - (VOTE FOR 3) STERLING BRADBROOK / TRACY MORRISON GORDON ~` KYLE WEBB* w~~~tc~~ v--r- J-~r-~ ~as o~- DESIGN REVIEW BOARD - (VOTE FOR 3) STERLING BRADBROOK CLARK BRITTAIN* ~_ MARGARET GARVEY ROGERS ~! HANS WOLDRICH* PLANNING AND ENVIRONMENTAL COMMISSION - (VOTE FOR 4) STERLING BRADBROOK BRIAN DOYON* THOMAS DUBOIS KIRK HANSEN ~_ GARY HARTMAN v GEORGE LAMB ~! ERICKSON SHIRLEY* _j,~_ ROLAND KJESBO *MEMBERS SEEKING REAPPOINTMENT BALLOT ART IN PUBLIC PLACES - (VOTE FOR 3) STERLING BRADBROOK TRACY MORRISON GORDON _~ KYLE WEBB* DESIGN REVIEW BOARD - (VOTE FOR 3) STERLING BRADBROOK CLARK BRITTAIN* MARGARET GARVEY ROGERS ~, HANS WOLDRICH* PLANNING AND ENVIRONMENTAL COMMISSION - (VOTE FOR 4) STERLING BRADBROOK BRIAN DOYON* THOMAS DUBOIS KIRK HANSEN GARY HARTMAN GEORGE LAMB ERICKSON SHIRLEY* ROLAND KJESBO *MEMBERS SEEKING REAPPOINTMENT BALLOT ART IN__ PUBLIC PLACES - (VOTE FOR 3 ~~ STERLING BRADBROOK _ C TRACY MORRISON GORDON ~C KYLE WEBB* S ~c~l ~~~ ~~s o~! DESIGN REVIEW BOARD - VOTE FOR 3 _~ x STERLING BRADBROOK CLARK BRITTAIN* MARGARET GARVEY ROGERS HANS WOLDRICH* PLANNING AND ENVIRONMENTAL COMMISSION - (VOTE FOR 4) STERLING BRADBROOK BRIAN DOYON* THOMAS DUBOIS KIRK HANSEN GARY HARTMAN GEORGE LAMB ERICKSON SHIRLEY* OLAND KJESBO *MEMBERS SEEKING REAPPOINTMENT TOi~1 OF ~:-~IL (% Depa*'.m~ ~t ~.= P~ ~lic Wrrks & Transportation 1.09 ~Iki:on: ~r::e Yail. L vlcYa~_ ~ ~ - 9 "~~-= -9-= I Fir: > "G- '-y- ~~ F,c T~: Ecb McLaurin, Vail Town Council F~~m Greg Hall Director of Public Works and Transportation R=: Vail Village Streetscape and Heating Cae `larch '4. 2002 T`a Cagle River and Water and Sanitation District neeeds to replace waterlines t~~:;~c~out Vail Village and the Town wishes to participate in a joint project C~ Feon:ary ~, 2002, at the Vail Town Council meeting, there was a desire from the ca:,;asicn that the Town of Vail should pursue steetscaping those portions of Vail V ace associated with the Eagle River and Water Sanitation District waterline re~iac~ment oroject. Specifically, these areas are Bridge Street, Gore Creek Drive from C`ec<~cint Charlie to Mill Creek, and Hanson Ranch Road from Bridge Street to Hens;,n Ranch Chute. As shown on the attached map. Tie Hanson Ranch Road project was bid out last week and we have a meeting on F~dav March 15.2002 to discuss the results with the district and will report on Tuesday t•e sates Of ;hat portion of the project. -e retaining portions are scheduled for 2003 and beyond if necessary. Village Streetscape Tie village core streets of Bridge Street, Gore Creek Drive and Hanson Ranch road are cart cf the Tcwn's Streetscape Master Plan, which the Town has envisioned enhancing tf^e pavement treatments, providing additional landscaping and seating areas, reworking kev F~azas and focal points throughout the village. In addition, the Town has looked at tFe pcssibility of heating #hese streets once the streetscape. is completed. To date, the Town nas implemented bits and pieces of the streetscape master plan in cooperation w~h cevelopments, to include Seibert Circle, Kindel Park, Gore Creek Promenade and S':fer ?laza. The current streetscape project budgeted is Meadow Drive. Costs Fcr budget purposes, the cost to provide the streetscape in the Village is $75/SF (square food. 'his assumes following the recommendations as outlined in the streetscape master. plan, of enhanced landscaping, pavers throughout the entire Village araa and specialty pavement treatments at the focal points. ~~ RECYCLED PAPER t The costs below are inclusive of all design, construction management, and contingencies. The costs are very conservative as they were developed with conversations with contractors on how to approach the project from a cost standpoint. The cost of landscaping, planters, electrical and the net increase to enhance the pavement from an asphalt road to the overall paver treatment could be considered the true streetscaping costs. This cost is $ 55/SF of the $75SF. The remaining $20/SF is the cost to rebuild the roadway. The district would contribute approximately $5/SF, while at the same time saving their constituents $5/SF, if a joint project were undertaken. The cost of heat is estimated at $ 50/SF. Area of streetscape design development RFP see attached map The area the district is affecting, Bridge and Gore: 30,200 SF The area of Wall Street and the Children's fountain: 17,250 SF The area of Gore Creek promenade: 7,950 SF Check point Charlie to the International Bridge: 9,700 SF Hanson Ranch Road, Hanson Ranch Chute, Gore Creek Drive: 17,900 SF Total to include in the design development RFP 83,000 SF Funding If the Town were to provide the full cost of streetscape and heating, it approaches $ 10 million dollars in cost. To date, It has not been decidedon how to pay for the entire village streetscape project. This does include areas in addition to the streets mentioned above. Previous financing of streetscape has included, (as in the early 80's with the Lionshead Mall, Special Improvement Districts). Special assessments through improvement districts, or business improvement districts that could be combined with other functions, or downtown development authorities are ways to share the cost of the improvements on an equal share method with the private property owners. The affected parties on{y vote on Special Districts. Should RETT funds be reallocated to allow their use for streetscape improvements? Should the town pay 100% of the cost through an ever dwindling capital improvement budget? In addition, there are multiple election questions which could be undertaken to ask voters for bonding capabilities and revenue, specific to the project or overall as will be discussed at the afternoon work session. Phasing Currently, our recommendation is to design the entire village core area with regards to design development and phase the construction documents and improvements into smaller projects in conjunction with the waterline projects. Heating Enclosed is a graphical depiction of the pro and cons of heating. To justify on a benefit/cost analysis the pros must be equal to the initial capital cost. The cost to operate is similar to the Town's snow removal cost savings, however the cost of cleaning (Vail Standards level of effort) goes up by almost the cost of snow removal savings. Next Steps . Issue an RFP to develop the design development of the Village Streetscape plan based on the Streetscape Master Plan. Provide for extensive input of affected property and business owners in the plan development. • Assume heat at this point for purposes of the proposal and will decide in the near future if there will be heat or not • Begin with the assumptions of the streetscape master plan of pavers everywhere and specialty treatment at the focal points • Engage the public property owners and business owners in design scenarios of varying street edge and pavement treatments • Integrate landscape treatments, and street furniture, such as; benches, newspaper boxes, ski and bike racks for year round placement • Look at areas for new public restrooms near the international bridge or integrated with the Swiss Haus redevelopment • Explore the moving of Checkpoint Charlie the entrance of the Lodge at Vail per the Streetscape Master Plan • Integrate an infrastructure backbone conduit system for irrigation of future hanging baskets on light poles, specialty lighting, sound system, special event staging areas with the necessary power requirements • Look at a rework of the children's fountain plaza and fountain area. • Integrate water into Seibert Circle • Incorporate Public Art Once the design development is complete and has been approved by the various boards and Town Council. Work with the Eagle River Water and Sanitation District and the business community can communicate on the appropriate phasing and constructiblity. The constructiblity will be verified with the construction community. The estimated budget for the design development is 4-6 % of the overall project cost. The addition of heat greatly affects this cost. Throughout the process, the costs and funding will be verified for the entire project and each phase. The cost of the construction documents is 6-8 % of the overall project cost. Develop construction documents for each phase. Construct the phases as planned. Vail Village Streetscape Design Development Plan ~ f~ , o ~ ~~ ~ ~~ ~ o ° O C n O 1 al maaat raoai ,tp~ aKr O M IOOa[ IIaI1M >p~I1111~R ~ooL aiwaa D r \ ~ A taoai twa~ ~~~ .. -~ a~ ~ ._ ~ "r ~ a~ aaaa~ ^ aa~ 3 aaaa~ O ^ aa~ N O O ~ ,. N KEY: O Skeelscapa RFP E83;,0,0000 of fL~jf6lL.GA Water Dlstrkl Work 35,350 sf INTERGOVERNMENTAL AGREEMENT This AGEEMENT is made and entered into this day of March, 2002, by and between the Town of Vail, Colorado, a municipal corporation in Eagle County, Colorado and Eagle County, Colorado, WHEREAS, Article XIV, Section 18 of the Colorado State Constitution and 29-1- 203, C.R.S. authorize the Town of Vail and Eagle County to contract to provide any function, service, or facility lawfully authorized to each Government; and .WHEREAS, Los Amigos is located in the Town of Vail, immediately adjacent to Eagle County; and WHEREAS, the parties hereto desire to work in cooperation with respect to the local alcoholic beverage licensing and regulation of any modification of the licensed premise of Los Amigos on to the land in Eagle County. NOW, THEREFORE, in consideration of the mutual promises contained herein and for other good and valuable consideration, the receipt, adequacy and sufficiency of which is hereby acknowledged by both parties, the governmental units hereby covenant, and agree as follows: COVENANTS AND AGREEMENTS 1. Eagle County does hereby grant to the Town of Vail the exclusive jurisdiction to issue, regulate and control a modification of the licensed premise at Los Amigos pursuant to the Vail Town Code and the Colorado Liquor and Beer Codes. 2. The Town of Vail agrees to notify Eagle County of any public hearing that will be scheduled regarding the modification of the premise of Los Amigos. 3. Eagle County residents shall have standing at all public hearings conducted by the Town of Vail Local Licensing Authority regarding the modification of the premise of Los Amigos. 4. The relevant neighborhood for purposes of issuance, revocation and suspension of a modified premise for Los Amigos pursuant to Section 12-47-301, C.R.S. as expressly agreed. to by the parties, shall be the Town of Vail 5. During any special events in which Los Amigos alcohol premise is modified to extend on to land in Eagle County, the Town of Vail Police Department will be notified to provide primary law enforcement functions. 6. This Agreement shall become effective when it has been duly executed on behalf of both of the parties hereto. The term of this Agreement shall be one (1) year from said effective date, and this Agreement shall be automatically renewed for • • ~ additional one (1) year terms unless terminated by written notice by either party. Such notice of termination shall be given not less than one hundred eighty (180) days prior to the effective date of termination, unless otherwise agreed by the parties. 8. This Agreement maybe amended only by written document or proof by the formal authority of the governing bodies of each of the parties hereto. IN WITNESS WHREOF, the parties hereto have caused this Agreement to be executed the day and year first above written. TOWN OF VAIL, COLORADO COLORADO By: Robert W. McLaurin, Town Manager EAGLE COUNTY, sy: ~ . Michael L. Gallag r Chairman ATTEST By: Lorelei Donaldson, Town Clerk ~- ~~. fro ~, ~~. .~ w ~ ~ ~ ~ the Boa d of County '~.~ sinners MEMORANDUM TO: Vail Town Council FROM: Bob McLaurin, Town Manager RE: Town Manager's Report DATE: March 19, 2002 Fire Department Personnel As you may recall, in the FY2002 Budget two additional fire fighters were added to the budget this would bring the authorized strength to 18 FTE's. Because of the economic uncertainty, 9-11, etc. we did not add these positions at the beginning of the fiscal year. During the budget discussions, we agreed to assess how the 2001-2002 ski season developed and then decide on these positions. We are well into the 2002 fiscal year and I have reviewed the revenue collections year-to-date and feel confident that we are going to meet the revenue forecast in the budget. It is my intention to authorize these positions and fill them on a full time basis. The effective date of this personnel action would be April 1, 2002. Please note that Chief Gulick has employed two fire fighters on a temporary basis, using funds from other line items within the department. Therefore, this action would effectively make these "temporary personnel" permanent FTE's. TOV Community Survey Preparations are currently underway to field astatistically-valid telephone survey to measure satisfaction levels of municipal services within the Town of Vail. These ratings are used annually by the Town Council and town staff to evaluate TOV's effectiveness and overall performance. A draft of the survey is attached. If you have an interest in probing a public policy issue, please contact me as soon as possible for consideration. We intend to field the survey March 22 through April 7 and will target approximately 400 households (300 full-time residents; 100 part-time residents). Public service announcements will be used to raise awareness and to encourage participation. RRC Associates will coordinate the project at a cost not to exceed $12,000. The balance of the resident survey budget, $16,000, will be available to probe a series of open-ended questions via the Internet and/or a telephone poll should additional public policy issues surface during the year. UPCOMING ITEMS: April 2, 2002, Work Session Ord. #4, Rezoning Criteria, 1St reading Ord. #5, Amending SDD #35, 1St reading Ord. #6, Off-Site Advertising, 1St reading Eagle Co. Health Service District Mill Levy Increase Black Gore Creek Sediment Update Strategic Planning: Housing • TimberRidge (cannot lose and must add to) • Middlecreek Transfer current inventory of town-owned, deed restricted, to Housing authority (with the exception of Buzzard Park and Creekside Apartments) April 2, 2002 -Evening Meeting Days of Remembrance Proclamation Intermountain Connection Ord. #4, Rezoning Criteria, 1St reading Ord. #5, Amending SDD #35, 1St reading Ord. #6, Off-Site Advertising, 1St reading Ord. #7, Commission on Special Events, 2nd reading April 16, 2002 -Work Session Strategic Planning: -Parking • 500-600 new spaces should be the responsibility of VRI • New spaces should be developed in conjunction w/LionsHead redevelopment • Develop "shopper's" parking plan Memorial Park/Cemetery Discussion April 16, 2002 -Evening Meeting Bravo! Vail Valley Music Festival Request for Funding Ord. #4, Rezoning Criteria, 2nd reading Ord. #5, Amending SDD #35, 2nd reading Ord. #6, Off-Site Advertising, 2nd reading May 7, 2002, Work Session Strategic Planning:.- Community Facilities • Discuss town's role and prioritize May 21, 2002, Work Session Strategic Planning: - I-70 impact: the biggest issue over which we have the least control: concentrate on what we CAN control. • Short term vs. long term • Monorail June 4, 2002, Work Session Strategic Planning: Keep a close eye on private and redevelopment projects. June 18, 2002, Work Session Strategic Planning: Continue development of relationships not only with VRI but w/other constituency groups. • Set up meeting(s) Town of Vail Community Survey 2002 Time Begin _:_ AM or PM DATE CONDUCTED: LIST: [ ~ Resident (]Absentee ~eaFr PHONE# Hello, this is with . We are conducting the. annual Town of Vail Community Survey by telephone this year. The Town Survey is part of an ongoing effort to improve Town services and communications, and you have been selected at random to participate in this important program. All of your responses will remain strictly confidential and be reported only together with other responses. Do you have a few minutes to answer some questions? (1F NO), Is there a more convenient time that 1 might call back, or is there another adult member of your household that might be available to complete-the survey? Thank you for participating. FIRST, A FEW QUESTIONS ABOUT TOWN OF VAIL GOVERNMENT... 1. Over the past year, how would you rate the responsiveness of the following groups? Has their responsiveness gotten worse, stayed the same, or gotten better? Current Town Council Planning and Environmental Commission (also known as the PEC) Design Review Board (a.k.a. as the DRB) ;',rt in Public Places Board (a.k.a. as AIPP) own of Vail staff GOTTEN STAYED THE GETTING WORSE SAME BETTER DK 1 Z 3 x 1 2 3 x 1 2 3 x 1 2 3 x 1 2 3 x 2. Over the past two years, has the responsiveness of Town government improved, gotten worse or stayed the same? [ ]Improved [ J Gotten worse [ J Stayed the same [ ] Dan't know/no opinion 3. How satisfied are you with town administration services? Use a scale from 1 to 5 where 1 means "not at all satisfied" and 5 means "very satisfied" to rate each of the following items. General administration (managers office, finance department, clerk's office, staff) Information dissemination (meeting notices, project updates, newsletters, etc.) Municipal Court NOT AT ALL VERY SATISFIED SATISFIED DK 1 2 3 4 5 x 1 2 3 4 5 x 1 2 3 4 5 x 4. What do you believe are the two biggest issues, in order of priority, facing the Town of Vail? The Community Development Department provides planning, design review, environmental health, and building inspection services. 5. Have you used the Community Development Department with the past 12 months? [ ]Yes [) No [SKIP TO Q. _.~ 6. Please rate your satisfaction with the following aspects of the Community Development Department. Use the same 1 to 5 scale as before. NOT AT ALL VERY SATISFIED SATISFIED DK Overall service and efficiency 1 2 3 4 5 x Courtesy and attitude 1 2 3 4 5 x Building permit review and inspections 1 2 3 4 5 x The Public Works Department provides maintenance of public areas including parks, roads and streets. 7. Rate your satisfaction with Public Works services in the Town of Vail: NOT AT ALL SATISFIED VERY SATISFIED DK Snow removal on Town of Vail roads Snow removal on Frontage Road 1 Road and street maintenance by the Town of Vail Overall park maintenance Appearance and condition of town-owned buildings Friendliness and courteous attitude of 1 2 1 1 1 2 3 2 2 2 3 4 3 3 3 4 5 4 4 4 5 x 5 5 5 x x x x Public Works employees Cleanliness of pedestrian villages 1 1 2 2 3 3 4 4 5 5 x x 8. Have you utilized Fire Services within the past 12 months? [ ]Yes (j No [SKIP TO Q. _V~ 9. Please rate your satisfaction with the following aspects of F ire Services in the Town of Vail. NOT AT ALL VERY SATISFIED SATISFIED DK Fire response time/arrival on scene Emergency medical services Courtesy and attitude Your confidence in the ability of the Vail Fire Department 1 1 1 1 2 2 2 2 3 3 3 3 4 4 4 4 5 5 5 5 x x x x 10. Please rate your satisfaction with the following aspects of Police Services in the Town of Vail. NOT AT ALL VERY SATISFIED SATISFIED DK Overall feeling of safety and security 1 2 3 4 5 x Visibility of police foot/vehicle patrol 1 2 3 4 5 x Friendliness and approachability of 1 2 3 4 5 x Vaif police department employees Overall quality of service 1 2 3 4 5 x Overall fairness of police employees 1 2 3 4 5 x 11. Have you had contact with animal control within the past 12 months? [ ]Yes [ ] No [SKIP TO Q. , 12. Please rate your satisfaction with animal control services. NOT AT ALL VERY SATISFIED SATISFI D DK Response time to complaints 1 2 3 4 5 x Overall quality of service 1 2 3 4 5 x z 13. Are patrols for leash law violations too little, just right, Too ,lust Too don't or too much? LITTLE RIGHT MUCH know 1 2 3 x 14. Have you used the TOV bus system within the past 12 months? [ j Yes [ j No (SKIP TO Q. ~ 15. Please rate your satisfaction with bus service. NOT AT ALL VERY SATISFIED SATISFIED OK Frequency of In-town shuttle 1 2 3 4 5 x Frequency of outlying service 1 2 3 4 5 x Bus driver courtesy 1 2 3 4 5 x Dependability of bus service 1 2 3 4 5 x Cleanliness of buses 1 2 3 4 5 x 16. Please rate your satisfaction with public parking services in Vail. NOT AT ALL VERY SATISFIED SATISFIED DK Booth attendant courtesy 1 2 3 4 5 x Speed of transaction at staffed exit booths 1 2 3 4 5 x Speed of transaction at automatic exit booths 1 2 3 4 5 x Overall parking fees/pricing structure 1 2 3 4 5 x 17. Do you hold a library card in the Town of Vail? [ ]Yes [ ] No 18. Have you visited, called or e-mailed the library within the past 12 months? [ ]Yes [ ] No 19. Please rate your satisfaction with the following Vail library services and facilities. NOT AT ALL VERY SATISFIED SATISFIED DKiNO Material checkout 1 2 3 4 5 x Fiction and non-fiction books 1 2 3 4 5 x Magazines and newspapers 1 2 3 4 5 x Youth materials 1 2 3 4 5 x Youth programs 1 2 3 4 5 x Z0. Over the past two years has the sense of community within the Town improved, gotten worse or stayed the same? [ j Improved [ ]Gotten worse (]Stayed the same [ ]Don't know/no opinion 3 Please provide the following demographic information. Please remember that all responses remain strictly confidential and are reported only in group format 21. Where is your residence within the Town of Vail located? coding: ) 01) [ j East Vail 02) [ j Booth Falls and Bald Mountain Road areas 03) [ j Booth Creek/Aspen Lane 04) [ ] Golf Course 05) [ j Vail Ullage 06) [ ] Lionshead 07) [ ] Potato Patch, Sandstone os)• [ j Buffehr Creek, Lionsridge, the Valley 09) [ ] Vail Commons/Safeway area 10) [ ] West Vail (north of I-70) 11) [ ] Matterhorn, Glen Lyon 12) [ ] Intermountain 13) [ j Not a resident of the Town of Vail (Don't read list - if not on list write in here for 22. Do you own or rent your residence? [ ]Own (]Rent [ j Other (specify) 23. How long have you lived within the Town of Vail (or owned property if anon-resident)? [ ]Less than 1 year [ ] 1-5 years [ ] 6-15 years (j More than 15 years 24. Do you have computer access to the World Wide Web? [ J Yes [ ] No 25. Which of the following best describes you? (]Non-resident owner ofbusiness/comm. property [SKIP NEXT QUESTION] [ ]Year-round resident (12 months/year) [ ]Seasonal resident (IF RESIDENT) Do you own or operate a business within the Town of Vait? [ ]Yes [ ] No 26. Are you a registered voter in Vail? [ ]Yes [jNo 27. Which of these categories best describes your marital status? [ ]Single, no children [ j Couple, no children (]Household with children [ jEmpty-nester, children no longer at home Do you have any additional comments or suggestions for Town of Vail government? ., r MINUTES REGULAR MEETING VAIL PARK AND RECREATION DISTRICT d/b/a VAIL RECREATION DISTRICT BOARD OF DIRECTORS 9:00 A. M. Tuesday, February 12, 2002 Vail Golf Club House, Seasons at the Green Restaurant 1778 Vail Valley Drive MEMBERS PRESENT Hermann Staufer, Ross Davis, Nancy Stevens, Tom Saalfeld MEMBERS ABSENT Chris Moffet STAFF PRESENT Piet Pieters, Bob Trautz, Jim Heber, Randy Houseman, Wendy Cheff, Diane Johnson, Jean McGuey, Mike Ortiz, Jim Myers, Jim Sanders, Lisa Isom OTHERS PRESENT Dan Wieland, Kathryn Middleton, Patsy Batchelder, Diana Cecala, Tom Steinberg, Paul Carson CALL TO ORDER The meeting was called to order at 9:00 a.m. by Hermann Staufer. Chris Moffet's absence was excused. PUBLIC INPUT OF ITEMS NOT ON THE AGENDA None APPROVAL OF MINUTES Hermann asked for approval of the January 8"' and 22°a Board Meeting minutes. Nancy moved to approve with no changes, Tom seconded. Approved unanimously. PURINA INCREDIBLE DOG CHALLENGE Piet introduced Paul Carson who gave an overview of the event scheduled for March I~` and 2°d at the Vail Golf Course. The top ten sled dog teams in the country wiI1 be doing skijoring, sled racing and a Frisbee challenge. The Frisbee challenge will be open to locals for tryouts on Friday. There will also be an avalanche rescue competition at Copper Mountain. The TNT network will air the show at 4:30 p.m. on November 2°d. Have appeared on Leno and Letterman shows and on Good Morning America in the past. This is the only winter event this year. Vail will be given high visibility on the TV show and Paul is also getting footage from Vail Resorts. The timing is excellent for tourism next winter. Will be doing local promotion for the event also. Tom asked about the impact on the Nordic community. Noted that people will object to allowing dogs for this event, but we have told people for years not to bring dogs. Asked Paul for enough people to look after the course and reset the track after. Dan asked if the Nordic track would be completely shut down and Paul said that they would not be using all of the trails. Kathryn said that the greatest impact was on the flat beginner area, and asked that a different track be set for beginners on these two days. Hermann asked Piet to work out a compromise that would not inconvenience the skiers too much. The expected number of spectators is somewhere around 500 for a frst time event, and the bulk of these would be local families and dog lovers. Promotion will invite people to take the shuttle instead of driving. Ross instructed staff to go ahead and make necessary adjustments to make the event work. Approved unanimously. EAGLE VALLEY CITIZENS FOR OPEN SPACE Diana Cecala stated the mission of the group to be to preserve the remaining land parcels as open space. Their plan is to create a Special District to go on the November ballot, and they need to get the consent of all districts with overlapping recreation powers. Open space is land that would be accessible to the public for light recreation such as hiking and biking, protects wildlife habitat, and has scenic beauty. They have met with the Public Land Trust in Denver and the Eagle Valley Land Trust. Both gave direction to create a Special District. A survey has indicated a 66% support for the concept, including supporting funding. The percentage is higher in Vail and lower in the west end of the valley. They have registered as a special committee, retained an attorney and mapped out broad guidelines and a budget for legal fees and campaign expenses. The preferred option is to create a Special District, an independent entity. Would prefer not to put the initiative into the hands of the Eagle County Commissioners. This route also gives them the flexibility to raise more money. Ross explained that the VRD had tried to create a county wide recreation district, but that the Home Rule jurisdictions of Vail and Avon precluded that possibility. To create a Special District, it is only necessary to get the consent of the governing body, not of the electorate. Stated that he believes there will be an objection to the tax. Hermann suggested the country real estate transfer tax, but Tom Steinberg said that was not possible. Tom Saalfeld said that he supports the initiative, but thinks it is perhaps 15 years too late. Asked if the parcels could be identified, but Diana said they could not, that the decisions on the parcels would ultimately rest with the BOD of the Special District, but the emphasis would be on acquiring key sites that allow access to public lands. Hermann pointed out that the VRD stands for all recreation, golf, tennis, running races, etc. What does this Special District stand for? Diana replied that there are 2 some political issues, and they do not want to compete with any existing recreation districts. The lands they are looking at are currently not accessible to the public. Ross stated that he supports the program, but it will be an uphill battle on Nation. Hermann recommended spelling out what it will mean to commercial properties. Ross said that they should clearly set themselves apart from the recreation districts, and be a district with a distinct purpose and agenda. EMPLOYEE PENSION PLAN - SIXTH AMENDMENT Bob described the amendment as a housekeeping measure, just making the plan more flexible, and removing some additional limits, and is governed by law. Ross asked if it was on a parallel course with the Town, and Bob said it was. Ross moved to adopt the Sixth Amendment of the Employee Pension Plan as written. Nancy seconded. Approved unanimously. TAX ANTICIPATION NOTE -RESOLUTION Bob presented the resolution and Hermann questioned if this had not already been approved. Bob said that the Board gave permission the last time, but this is the resolution as written by Collins. It is a safety net for cash flow purposes from January to June, as the tax money usually comes in May. The resolution is for one year only. Ross moved for approval of the District's Tax Anticipation Note, Series 2002, in the aggregate principal amount of three hundred thousand dollars ($300,000). Tom Saalfeld seconded, approved unanimously. BOARD MEMBER INPUT Nancy asked for a report on the meeting with Bob McLaurin and the Mayor. Hermann responded that it was a good meeting, and they gave the Town details of the VRD request and have not heard back. He believes that the Town realizes that the items listed are their (the Town's) responsibility. Piet added that he is expecting a response after their retreat, and also reported that he had not heard anything on the Ice Dome lawsuit. Also reported that Faith Bleez has sold the Dobson concessions interest to Matt Ivy and his wife, and believes they will be an excellent concessionaire. Change will be effective April 1 S` Tom Saalfeld asked about the fight at Dobson. Nancy said that a child got a penalty and the parents were outspoken, resulting in a police officer asking them to leave. Jim Heber said it was not a major issue. Tom Saalfeld disagreed, saying it was a serious incident and he wants to know what rink procedures are in situations such as this. Piet responded that there is a "no tolerance" policy in effect. Police patrol these games and staff calls them in right away. Jim Heber added that staff is instructed not to react with the public in these situations, but to call 911 right away. 3 Nancy registered congratulations to Vail Resorts for their new master plan for Lionshead. It will allow the Town and VRD to increase the amenities that we can provide. ADJOURNMENT Ross moved to adjourn at 10:30 a.m., and go into Executive Session to discuss personnel matters. Tom seconded. Approved unanimously, public meeting adjourned. ,, _.~ ~~ _T 9 ~ / . E ,°' ~ / Ross Davis, Jr.,, secretary ~ Jeari McGuey, Administrative Assistant j/02 BODl2-12-02 minutes.doc 4 ~I MINUTES WORK SESSION MEETING VAIL PARK AND RECREATION DISTRICT d/b/a VAIL RECREATION DISTRICT BOARD OF DIRECTORS 9:00 A. M. Tuesday, February 26, 2002 Vail Golf Clubhouse, Seasons at the Green Restaurant 1778 Vail Valley Drive MEMBERS PRESENT Hermann Staufer, Ross Davis, Tom Saalfeld, Nancy Stevens MEMBERS ABSENT Chris Moffet STAFF PRESENT Piet Pieters, Bob Trautz, Jean McGuey, Tom Gaylord, Diane Johnson, Wendy Cheff, Lisa Isom, Randy Houseman, Mike Ortiz, Jim Sanders, Jim Myers and Jim Heber TOV MEMBERS PRESENT None OTHERS PRESENT Nino Licciardi CALL TO ORDER Hermann Staufer called the meeting to order at 9:05 a.m. Chris Moffet's absence was excused. THREE YEAR PLAN PRESENTATIONS Piet explained that the plans were created by him and the staff, with some outside input. The plans do not include any facilities and are as conservative as possible. Sports/Mike Ortiz Mike discussed the importance of the softball fields as an amenity to the town. Special Events bring people to town, would like to make the surface more playable. Gymnastics needs a place to go. Maloit Park needs improvements. There are currently three youth leagues -basketball, soccer and youth baseball. In adult sports, the mountain bike race series is a very big deal, and went well for the first year. Also adding a running race over Memorial Weekend that will be televised. Reduced staff by one each in Sports and Gymnastics. This plan focuses on working with Eagle County schools and Berry Creek to develop more athletic fields, to expand the bike series (which is one of the biggest town race series in the nation), to expand the tennis center building so as to both control traffic to administration and make a more pleasant facility for players. The plans already exist and the cost to do in glass would be $90 - $100,000. A foundation would not be necessary. Ross said that he agreed about the fields. Stripping and resodding with drainage and new soils would run about $250,000. Asked Mike which would be most important, and Mike said that redoing the fields was priority. Ross asked about applying for RETT funds and Tom Saalfeld asked about downtime. If the fields were started in the fall, they would sit over winter and be available for use the following spring. The new Red Sandstone feld may possibly be ready for use in September 2002 for youth programs. Jim Sanders will f maintain this summer. Donovan Park will not be ready until the summer of 2003. Maloit Park has been improved with irrigation, but would be better with lights. Possible avenues for funding are the school district and the town of Minturn. Hermann asked if Mike would be interested in taking over the Lacrosse Tournament when it becomes available. Mike replied that he would, but doesn't have staff at present. Piet pointed out that this tournament has the biggest economic impact of all summer events. Youth Services -Diane Johnson Diane reported that the Youth Services programs are pretty stable. Camp Eco Fun, in cooperation with the Nature Center, is expected to grow. The Skate. Park is always an estimate. Nancy asked about the impact of the Eagle Vail skate park and Diane responded that it is a different type of experience, sees that as an opportunity for Eagle-Vail kids to skate more. Tom asked who consulted on the park, and Diane responded that she consulted with an individual from Colorado Springs, and also has local input. Originally there was a lot of volunteer enthusiasm for putting up and taking down the park, but that has waned. Has a different crew now, and installation will cost more. It's still a great bargain, but is a lot less than optimal. Has given up hope of having a permanent facility any time in the near future. Nancy then asked about the climbing wall, and Diane responded that they have plans for one at the Red Sandstone gym. It would allow more classes, better affordability and would also be available to adults. Moving ahead with the plans depends on cash flow. Hermann asked if Red Sandstone School would share cost, and Diane said that was a possibility. Again in response to a question from Nancy, Diane said that good progress has been made on computer upgrades, but things get outdated quickly and, again, it is a cost issue. Ross congratulated Diane on running the best and largest child care facility in the county, in spite of facilities limitations and budget cuts. Diane thanked him, but noted that they are missing the entertainment cross-over factor. Even the existing facility needs new carpeting and furniture. Hermann instructed Bob to find $5,000 for these items. Piet added that staff always comes to the Board for approval of capital expenditure requests. Diane stated that they can't charge a whole lot more, and have been holding the Line on expenses. Are on the last year of the Camp Vail lease. Some programs are over capacity, 55% of current enrollment is Vail taxpayers. Outdoors -Tom Gaylord Tom's plan takes a very conservative approach, making relatively small changes. Will continue to expand children's programs, as these are growing steadily. Wants to add back one-half person over the next two years to cover times for snowshoe tours. Marketing will emphasize groups -corporations, clubs, VVTCB, large resort facilities such as the Lodge at Vail and Cascade Hotel. The Marketing Department has been very helpful in this effort. 2 Has been fortunate in quality of staff over the last couple of years, but needs to find ways to fund projects. Wants to start a capital campaign to raise $100,000 for a cover for the amphitheater at the Nature Center and $30,000 to expand the front of the building to free up space. Hermann pointed out that corporate groups plan a long time ahead, and Tom responded that they are getting information to them as soon as they know they are coming to town. Can offer packages and charge enough to carry the cost. Tom Saalfeld asked about grants and sponsorship. Tom replied that they are still working on the 501(C)3 status. Bob said that the application would be completed by spring. Hermann asked about cooperating with the Alpine Gardens, and Tom said they have some plans for sharing volunteers, and are making inroads in that area. Nancy asked about missing signs (for the Nature Center) around the Gardens and Tom said that there will be new signs at the bridge. Also noted that he is planning a small operation in town on busy days. Nancy asked about having Channel 5 do a tour of the Nature Center, and Tom answered that they are currently on TV promoting summer, along with golf. Piet added that he had attended a seminar on the grants cycle, and does not want to compete against the Town's application for a grant to make the north entrance of Ford Park the main entrance. Administration -Bob Trautz Administration primarily supports staff, provides the Board and public financial information. Staff is good, systems are good. This year, budget is approximately $600,000 and includes items such as legal fees, auditing and insurances. Is looking forward to on-line registration, and hoping to put this in place next year or the year after. This is a big ticket item. Nancy noted that Sports, Youth Services, Administration, all say "work with down valley programs", asked for explanation. Piet replied that nothing is going on as far as getting county-wide unification, but each department works with other entities so as not to compete with each other. On March 12~` there is a meeting with the Commissioners on this subject. Tom Saalfeld pointed out that Cordillera has snowshoe and hiking programs, and both Singletree and Arrowhead have recreational programs. Piet added that Beny Creek 5`h might well change the whole VRD structure around. Ross said that computer and financial reporting systems have been clarified, and presentation of the budget is much better than eight years ago. There is a clear picture, even if we don't like it. Tom Saalfeld added that he is impressed with the organization and leadership. Hermann added that the staff and the skills are there, the work that needs to be done will take a lot of time. Marketing -Wendy Cheff The biggest item in the Marketing Department this year is the in-house production of the summer brochure. It has been a big undertaking and the end result is expected in the office on Friday. (Note - 6,000 brochures were mailed on 3/7). Also doing design work on brochures, posters and rack cards for the Running Races, Youth Services/Camp Vail, Nature Center, and Golf Course. Going forward with unifying design themes, working to partner with other entities, marketing more aggressively for Golf, and pursuing grants and sponsorship (has met with an individual to do planning). The website registration is on hold due to monetary issues, but forms can be downloaded 3 and this does help. Also have included a reply card in the summer magazine that allows people to make inquiries. Ross complimented Wendy on the good job on the website and brochures. Parks Department -aim Sanders A lot of items for this department have already been mentioned. Red Sandstone field will be the first on line and there will be no increase in staff for this coming season. Improved irrigation by the school district may increase mowing needs. Berry Creek 5"' fields might have some downtime. Has secured all fields needed for summer. Hermann asked what Jim did for down valley fields. Jim replied that they set up and maintain 7 locations throughout the valley: - Maloit Park -Little League, possibly more events now - Eagle-Vail -Baseball and soccer, line the fields - Avon -Baseball field, paint, chalk and drag - Edwards -Baseball field by school,. soccer feld - Singletree -Chip Ramsey Park - Vail Mountain School -overflow on events - Ford Park -Athletic and soccer fields - Future -Red Sandstone & Donovan Park Tom Saalfeld asked about seasonal staff. Jim reported that most come back year to year. Tom then asked about the concession and rest rooms at Ford Park. Jim replied that storage is needed, but the Town has denied any structural changes in the park. Wants to revamp to include storage and to make the facility more pleasant. Tom suggested something by the right field fence, and Jim again said that he would like to do this, but that also has been denied. Would be happy with storage in one place or the other. Storage facilities are now at Maloit Park, and have to trailer equipment wherever they go. Again, in response to Tom's question, Jim said that only Donovan Park would require additional outside labor. Golf Operations -Randy Houseman Randy outlined his three main focus areas of focus for Golf Operations: - Manage fiscal operations -raise revenues, manage costs - Train staffto improve customer service - Improve physical buildings and golf course Facilities conditions: - The driving range has a poor landing area, needs to be reirrigated and resurfaced, is the first thing seen . - The building exterior is in need of repair. - Steps worn, rock wall falling apart. - Landscaping needed. - Interior systems (plumbing, heating) are in constant need of repair. - Cart Barn needs additional space - Restaurant area needs interior design work, could improve physical conditions. 4 League play has been restructured and is now under the umbrella of the Vail Golf Course. There will be three leagues -Men, Women and Seniors as before., but will be headed up by Randy and the Pro staff. There will also be the adult golf clinics and junior golf events as before. Staff is unchanged, budgetary control and operations are good. Staff training will be beefed up, simplified green fee rate structure and pass programs have been implemented with good feedback. To increase revenues, has expanded the marketing program, and Wendy and Lisa have created new collateral pieces. Will also be doing a newsletter to improve communication with local golfers. Thinks demand will slowly grow back to previous levels. Economy has been weak, but hopes to pick up in the third quarter. Capital is frozen, but hoping for a strong season and a go-ahead on some projects in the fall. Philosophy shift is to balance resort and local play to maintain fiscal responsibility. Wi11 continue to improve on the product and services with cost management, keeping salaries and benefits in check, maximizing revenue opportunities and adjusting spending to changing situations. In 2003 will search for funds for new facilities, and to maintain the course. In 2004 will continue to search for funds, but must begin to build a new club house and start on course upgrades. Ross congratulated Randy on his knowledge and professional approach to the issues, hopefully it will bring the golf operations into the 215` century. Nancy said that the goal of the Board has been 50-50 locals vs. guest play, and she wants to maintain that policy. Randy confirmed that it would be maintained on a seasonal basis. Hermann congratulated Randy on taking steps to respond to new competition.. Tom Saalfeld asked when the rock wall could be repaired, and the cost. Randy replied that it would depend on May and June revenue, could be done in months that have higher revenue and would cost from $10 - $20,000. Tom said that it was more than he thought, but it is necessary to maintain what we have. Nancy asked when season passes would go on sale, and Randy said that would be mid-April to early May. Hermann asked about communicating the pass changes, and Randy said he would send another letter in the spring, and the newsletter would reiterate the plans. Ross asked if landscaping, the entranceway work, and the parking lot were Town responsibilities, and Piet said that they were. Golf Maintenance -Jim Myers Jim stated that there will be some small changes in his three-year plan. Base staffing will now only be day and weekend crews. They will not have a night crew this summer. Nancy inquired how this would affect things, and Jim replied that golfers will see maintenance workers on course during the day. Faixways will not be mowed asoften -three days a week instead of four. This is not an abnormal situation at other courses. It offers benefits to golfers, but is not a big issue. The decision is driven because of funding levels. 5 r Jim is almost complete with tee renovations, and will be done by 2004. In 2002, proposes doing 14 forward tees, lining ponds, renovate some bridges and plant trees between 12 and 16. Also needs to purchase another mower to keep ahead of the golfers. Greens mowers are nine years old and a replacement program needs to be started. Also needs a larger rough unit. In 2003, will continue tee box and bridge renovations, buy collar mowers and a turf vehicle. In 2004, will finish last of tee boxes and bridges, replace some equipment, and hopefully get a chemical building. Because there is no storage building, it is not Possible to keep product on hand. At the end of 2004, wants to be back to the level of the 2001 budget. In response to a question from Ross, Bob said that rotating and replacing equipment on a regular basis comes out of the capital budget, not the operations budget, and has been running $100 - $150,000 a year, and it is necessary to keep at this level. Jim commented that snow pack on the greens looks good, and he is about 45 days away from shoveling the greens. Tom asked Jim to work with Randy on tree placement, as placement can affect play. Jim confirmed that Piet, Randy and everyone would be involved. Piet added that they were mostly concerned with safety when placing trees. Tom then asked about sketches for bridge renovations, and Jim said this expense was stopped last fall. Drawings are probably with the engineers. Dobson Arena -Jim Heber Jim stated that Dobson's mission is unchanged from previous plans. Users are coming from down valley, almost all hockey players. This is a good thing because it brings people to town. The facility remodel is working really well, and users are comfortable with the space. The building has been enhanced by the remodel, but there are issues with the mechanical systems, and the boiler will probably need to be replaced in 3-5 years. Lost one full time maintenance worker, or 40 hours a week of maintenance time. Cleaning is a big issue, especially in winter. Having the bubble is a strength, but it needs a permanent home. Taking it up and down every year will shorten the life of the bubble. Asked the Board to locate a permanent site. The concession lease runs for two more years, and while Jim would like to take it back, there are lots of opportunities for people to take it over. Big groups come to Dobson for events and exhibition space. 6 Goals for 2003 are: Find a permanent site for the Dome Work out plans to meet future competition. Financials reflect keeping the Dome, allows for continuing Special Events. Goals for 2005 are: Capital for a new boiler BOARD INPUT Nancy asked for an update on the meetings with Bob McLaurin and Ludy Kurz. Hermann replied that the meeting was scheduled this week. Hermann thanked Nino for attending and said that he hoped today's presentations would show that there is more than meets the eye -that the VRD stands for much more than golf and tennis, and that we really affect the lives of citizens and guests. It is important that the public knows the complexity of the District, and that candidates take the time to learn about all of the different aspects. Thanked Nino, Nancy and Ross for running for election. ADJOURNMENT Ross motioned to adjourn at 10:30 a.m., Tom seconded. Tom motioned to go to Executive Session to discuss personnel issues, and Nancy seconded. Approved unanimously. _. , } ,~ ~ '.~ Ross iSavis, Jr., Secretary Jean McGu ,Administrative Assistant ., ,- `` j/02 BOD2-26-02 minutes.doc 7 Vail Recreation D I S T R I C T Bob McLauren Town Manager; Town of Vail 700 s. Frontage Road East 75 South Frontage Road East Vail, Colorado 81657 Vail, CO 81658 March 18, 2002 970.479.2279 f 970:479.2197 www.vailreccom Re: Dobson Renovation Reimbursement VAIL GOLF CLUB 1778 Vail Vallev Drive 479.2260 f 479.2355 Dear BOb, GOLF MAINTENANCE 1278 Vail Valley Drive 479.2262 f 479.3451 PARK MAINTENANCE 700 S. Frontage Road East 479.2457 f 479,2281 VAIL TENNIS CENTER 700 S. Frontage Road East 479.2294 f 479.2281 JOHN A. DOBSON ARENA 321 Lionshead Circle 479.2271 f 479.2267 VAIL YOUTH SERVICES 395 E. Lionshead Circle 479.2292 f 479.2835. VAIL NATURE CENTER Vail Valley Drive .479.2291 f 479.3459 MARKETING 700 S. Frontage Road East 479.2446 f479.2197 ADULT & YOUTH SPORTS 700 S. Frontage Road East 479.2280 f 479.2281 www.sportsstandings.com In accordance with the current Town of Vail (TOV; Town) and Vail Park and Recreation District (VRD; District) Lease (The Lease) dated December 21, 1993 the VRD respectfully requests reimbursement of various capital costs associated with the Dobson additions and renovations project of 2001.. Specifically, section 3.B.v. of The Lease states, "The repair,.maintenance, and replacement of the refrigeration system for the ice surface in the Dobson Ice Arena shall be the sole responsibility and cost of the District." Further, "The Town shall be responsible for all capital improvements including replacement.. of structural and non-structural components such as would be depreciable pursuant to the federal tax rules and regulations." I have provided a cost breakdown (Exhibit A) detailing the Four (4) primary components of this project. Irr summary they are; Ice Replacement, $.870,080.00; Site work, $634,650.00; Additions and Renovations, $1,994,502.00; and ARRUP Work, $89,950.- Based on the above referenced lease language the VRD is seeking reimbursement for the Site work and Additions and Renovations components of the project (TOV has paid for ARRUP) which totals $2,629:,152.00. As you maybe aware the VRD issued- Series. 2002 Enterprise Revenue Notes totaling $3,445,000.00 to fund this project. The term of these notes is 20 years I would offer a 20- year payback from the town, which could be applied towards the annual debt service requirements of the VRD. The particulars Or aisit us on the web at: www.vailrec.com .Vail Recreation D I S T R I C T could be worked out using an Intergovernmental Agreement or some other binding agreement, as both entities deem adequate. 700 S. Frontage Road East vai1, Colorado 81657 We are anxious to move forward and are available to 970.479.2279 discuss any issue at your convenience. f 970.479.2197 www.vailrec.com -_--~.,, Re °`~; VAIL GOLF CLUB 1778 Vail Valley Drive r 479.2260 f 479.2355 RO ert C. TTaUtZ Chief Financial Officer DOLE 1VIAINTENANCE Vail Recreation District 1278 Vail Valley Drive 479.2262 f 479.3451 Ce: Plet PleterS .PARK MAINTENANCE Enclosure. 700 S. Frontage Road East 479.2457 f 479.2281 VAIL TENNIS CENTER 700 S. Frontage Road East 479.2294 f 479.2281 .JOHN A. DOBSON ARENA _ 321 Lionshead Circle 479.2271 f 479.2267 VAIL YOUTH SERVICES - 395 E: Lionshead Circle 479.2292. f 479.2835 VAIL NATURE CENTER Vail Valley Drive 479.2291 f 479.3459 MARKETING 700 S. Frontage Road East 479.2446 f 479.2197 ADULT Rt YOUTH SPORTS ` 700 S. Frontage Road East 479.2280 f 479.2281 wwwaportsstandings.com Or visit us on the web at: www.vailreccom DOBSON ARENA ADDITIONS AND RENOVATION COST BREAKDOWN Design Construction Total Project Component Fee Fee Fee Ice Replacement $ 17,980 Refrigeration $ 366,500 Boards $ 106,000 Demo and Installation $ 325,000 General Conditions & Fee ~ 54 h~~ ice sub-total $ 17,980 Sitework $ 28,850 Demo, Drainage Paving, Curbs & Retaining Walls Pedestrian Bridge Irrigation, Landscape, & Lighting General Conditions & Fee Sitework sub-total $ 28,850 Additions and Renovations $ 241,370 Excavation, Foundations, Flatwork Pre-Cast, Structural Steel, Concrete Block Roofing, Zinc, & Exterior Building Locker Rooms, Office, Conf Room, Electrical General Conditions & Fee additions & renovations sub-total Arrup Work General Conditions & Fee arrup sub-total Total Project Cost $ 241,370 $ 852,100 $ 870,080 $ 225,000 $ 152,000 $ 28,000 $ 115,000 $ 235,000 $ 250,000 $ 255,000 $ 725,232 $ 237,900 $ 605,800 $ 634,650 $ 1,703,132 $ 78,250 $ 11,700 $ 89,950 $ 1,944,502 $ 89,950 $ 288,200 $ 3,250,982 $ 3,539,182 Exhibit A