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HomeMy WebLinkAbout2002-12-17 Support Documentation Town Council Evening SessionAMENDED AGENDA TOWN COUNCIL EVENING MEETING TUESDAY, December 17, 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. ITEM/TOPIC: Citizen Participation. (5 min.) 2. ITEM/TOPIC: Presentation of TOV Youth Award Winners. Sybill Navas (15 min.) Youth Recognition Award Winners: Alexandra Dulude -Vail Mountain School Maggie Sheahan -Battle Mountain High School Youth Ambassador Award Winners: Duncan Robinson -Vail Mountain School Alexandra Dulude -Vail Mountain School 3. ITEM/TOPIC: Art in Public Places. (15 min.) Leslie Pickling -Art contest winners. - Art stencil for. deer migration fence Mayor Kurtz to present awards and congragulate teachers Wendy Satsky and Michelle Gurnee. BACKGROUND RATIONALE: The Art in Public Places Program has sponsored an art contest and asked local schools to participate. Vail Mountain School and Minturn Middle School students submitted art work which will be reproduced on disposable trash cans used at special events in 2003. Winners: Carla Marquez Carder Lamb Honorable Mention: Levi Vasquez Adrianna Alterman Kym Salazar Jordan L'Heureuz Andreas Apostol Jesi Fox Renee Fresquez Ross Mondragon Moises Hernandez Myranda Swedlund Edgar Puebla F : mcaster/agenda/tcmeeU2002/121702 Kaitin Zdechlik Aubree Tietbohl Whitney Berry Morgan Irons Forrest McKinney Kjell Ellefson Devon Ferguson STAFF RECOMMENDATION: Approve the project. 4. ITEM/TOPIC: Ellefson Park ACTION REQUESTED OF COUNCIL: Direct AIPP to proceed with the commission. BACKGROUND RATIONALE: The Art in Public Places Program would like to commission local artist, Kathryn Wheeler, to carve a commemorative plaque and decorative artwork into the picnic pavilion at Ellefson Park. Ellefson Park was named after Lyndon Ellefson at the request of local residents who remember him fondly. AIPP was asked to help create a tribute to a Vail resident who made a contribution to athletics and his community. The wood carving depicts mountains, trees and birds along with the motto Carpe Diem which was used often by Lyndon. A carving into a beam states his name, date of birth and death and mentions the United States Mountain Running Team, which he established. The cost of the artwork is $8500. Funding has been budgeted. STAFF RECOMMENDATION: Approve the project. 5. ITEM/TOPIC: Next Steps for Appointments to the Bob McLaurin Conference Center Oversight Committee. (30 min.) Russ Forrest BACKGROUND RATIONALE: Council has received 26 indications of interest to serve in the categories of Lodging, Retail/business and At-large. Direct staff as to how to proceed in selecting the 6 appointments, e.g. scheduling interviews, accepting letters with qualifications, etc. 6. ITEM/TOPIC: Consideration/Approval of Request for Bob McLaurin Proposals (RFP's) for Conference Center. (30 min.) Russ Forrest Greg Hall 7. ITEM/TOPIC: Approval of Ford Park Managed Parking for Pam Brandmeyer 2003 Summer. (10 min.) 8. Matt Mire ITEMITOPIC: Ordinance 32, 2"d reading, An Ordinance Adopting a Public Accommodation Tax; Providing Amendments to the Town's Sales Tax Code; and Setting Forth Details in Regard Thereto. (30 min.) ACTION REQUESTED OF COUNCIL: Approve/ Approve with conditions. BACKGROUND RATIONALE: On November 5, 2002 the voters F: mcaster/agenda/tcmeet/2002/121702 of the Town approved the levy of a lodging tax of 1.5% and an increase in the Town sales Tax rate from 4% to 4.5% in order to finance a conference center. This ordinance implements that mandate. STAFF RECOMMENDATION: Approve/ Approve with conditions 9. ITEM/TOPIC: Ordinance #33, Series of 2002, second Judy Camp reading, second supplemental appropriation to the 2002 Budget. (5 min.) ACTION REQUESTED BY COUNCIL: Approve 2nd reading of Ordinance #33. BACKGROUND RATIONALE: Certain events have occurred in 2002 subsequent to the adoption of the 2003 budget which require budget adjustments and approval of appropriations by Council. STAFF RECOMMENDATION: Approve 2nd reading of Ordinance #33. 10. Judy Camp ITEM/TOPIC: Ordinance #34, Series of 2002, 2nd reading, an ordinance providing for the levy, assessment and collection of town ad valorem property taxes due for the 2002 tax year and payable in the 2003 fiscal year. (5 min.) ACTION REQUESTED OF COUNCIL: Approve 2nd reading of Ordinance #34. BACKGROUND RATIONALE: Mill levy assessments must be certified to the County for collection annually; this ordinance authorizes certification. STAFF RECOMMENDATION:. Approve 2nd reading of Ordinance #34. 11. Town Manager's Report. (5 min.). 12. Adjournment. (9:30 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, JANUARY 7, 2003, BEGINNING AT 2:00 P.M. IN THE TOV COUNCIL CHAMBERS. THE NEXT VAIL TOWN COUNCIL REGULAR EVENING MEETING WILL BE ON TUESDAY, JANUARY 7, 2003, 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. F: mcaster/age nd a/tcmeet/2002/121702 AGENDA TOWN COUNCIL EVENING MEETING TUESDAY, December 17, 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. ITEM/TOPIC: Citizen Participation. (5 min.) 2. ITEM/TOPIC: Presentation of TOV Youth Award Winners. Sybill Navas (15 min.) 3. ITEM/TOPIC: Art in Public Places. (15 min.) Leslie Pickling -Art contest winners. - Art stencil for deer migration fence 4. ITEM/TOPIC: Next Steps for Appointments to the Bob McLaurin Conference Center Oversight Committee. (30 min.) Russ Forrest BACKGROUND RATIONALE: Council has received 26 indications of interest to serve in the categories of Lodging, Retail/business and At-large. Direct staff as to how to proceed in selecting the 6 appointments, e.g. scheduling interviews, accepting letters with qualifications, etc. 5. ITEM/TOPIC: Consideration/Approval of Request for Bob McLaurin Proposals (RFP's) for Conference Center. (30 min.) Russ Forrest Greg Hall 6. ITEM/TOPIC: Approval of Ford Park Managed Parking for Pam Brandmeyer 2003 Summer. (10 min.) 7. Matt Mire ITEM/TOPIC: Ordinance 32, 2"d reading, An Ordinance Adopting a Public Accommodation Tax; Providing Amendments to the Town's Sales Tax Code; and Setting Forth Details in Regard Thereto. (30 min.) ACTION REQUESTED OF COUNCIL: Approve/ Approve with conditions. BACKGROUND RATIONALE: On November 5, 2002 the voters of the Town approved the levy of a lodging tax of 1.5% and an increase in the Town sales Tax rate from 4% to 4.5% in order to finance a conference center. This ordinance implements that mandate. STAFF RECOMMENDATION: Approve/ Approve with conditions g. ITEM/TOPIC: Ordinance #33, Series of 2002, second Judy Camp reading, second supplemental appropriation to the 2002 Budget. (5 min.) F: mcaster/agenda/tcmeet/2002/121702 ACTION REQUESTED BY COUNCIL: Approve 2nd reading of Ordinance #33. BACKGROUND RATIONALE: Certain events have occurred in 2002 subsequent to the adoption of the 2003 budget which require budget adjustments and approval of appropriations by Council. STAFF RECOMMENDATION: Approve 2nd reading of Ordinance #33. 9. Judy Camp ITEM/TOPIC: Ordinance #34, Series of 2002, 2nd reading, an ordinance providing for the levy, assessment and collection of town ad valorem property taxes due for the 2002 tax year and payable in the 2003 fiscal year. (5 min.) ACTION REQUESTED OF COUNCIL: Approve 2nd reading of Ordinance #34. BACKGROUND RATIONALE: Mill levy assessments must be certified to the County for collection annually; this ordinance authorizes certification. STAFF RECOMMENDATION: Approve 2nd reading of Ordinance #34. g. Town Manager's Report. (5 min.) 10. Adjournment. (9:30 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, JANUARY 7, 2003, BEGINNING AT 2:00 P.M. IN THE TOV COUNCIL CHAMBERS. THE NEXT VAIL TOWN COUNCIL REGULAR EVENING MEETING WILL BE ON TUESDAY, JANUARY 7, 2003, 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. F: mcaster/agenda/tcmeeU2002/121702 ChoCeNet/ Il~r~~9®~CARE '"" ,Health Plans, Inc. ~~- ~~ ...positively ienpac[ing the delivery Qf health care services MEMORANDUM TO: VAIL TOWN COUNCIL FROM: PAM BRANDMEYER DATE: 11 DEC02 RE: APPLICANTS FOR THE CONFERENCE CENTER OVERSIGHT COMMITTEE (CCOC) Names received by 5:00 P.M. Wednesday, December 11, 2002, for your consideration on the CCOC include: LODGING (select two) NAME VAIL CONNECTION VAIL RESIDENT 1. Dave Pease Marrriott GM no 2. Stan Cope Lodge Tower/Vail Mountain Lodge GM no 3. Ben Christianson Vail Spa Reservations/Front Desk Concierge yes Manager 4. Chris Caepa Mountain Haus Marketing Director no 5. Richard tenBraak Manor Vail Director of Marketing no RETAIL/BUSINESS (2) 1. Tom Mullin West Vail Liquor Mart no 2. Steve Kaufman Sanctuary/Tap Room yes 3. Merv Lapin Vail Securities yes 4. Jim Morter Morter Architects yes 5. Tom DuBois Fritzlen/Pierce Architects yes 6. Todd Rymer Culinary Arts Director/CMC yes 7. Joyce Wood EVW&SD Customer Service Manager no 8. Frank Johnson WCTB yes 9. David Ferguson Venture Partner of Weston Presidio yes 10. David McNutt CMC yes AT LARGE (2) 1. Ross Boyle Consulting no 2. John Moore Entrepreneur ,yt~.5 3. Mark Gordon VRI Communications yes Q 4. Dr. George Mizner Resident yes 5. John Scofield Continental Pilot/PEC Member Through Spring '03 yes 6. Montine Hensel Ritz Carlton yes 7. Kathleen Halloran WCTB Comptroller no 8. Steve Pope Vail Daily no 9. Scott Proper Assistant VP/WestStar Bank yes 10. Rick Scalpello Resident yes 11. Tom Gorman Resident yes VAIL RESORTS INC. (1) VRI will designate their appointee at a later date. Several of these applicants would qualify under a couple designations so please feel free to consider them in different categories. CC: \\Vail\data\mbestWTfORNEY\Memo 2002\december 17 agenda.doc To: Vail Town Council From: Bob McLaurin & Russ Forrest Date: December 17, 2002 Subject: Conference Center RFP and Next Steps PURPOSE The purpose of this discussion is to receive direction from the Town Council on the attached RFP. At the December 3rd Town Council Meeting, staff was directed to create a design, build, operate request for proposals. In addition, the Town Council directed staff to create an owners representative request for proposals that would provide design and construction services along with consultation on operational planning for the conference facility. Attached is a design, build, operate request for proposals (RFP) and an owners representative RFP for your review. Council also debated the value of having a developer as part of the team. Staff recommends obtaining a developer for the reasons mentioned below. However, if the Town Council would like to not have a developer as part of the design build team then that could be easily eliminated from the RFP. 2. DECISION POINTS The Vail Town Council will be asked to make critical decisions as the conference center is designed and then constructed. The conference center task force would make recommendations to the Town Council at the following decision points: A. Approval of a business and operational plan for the conference center: This step would involve further refining the market analysis and developing a detailed operational budget and marketing plan. The Task Force will assist in the development of the business and operational plan. The Town Council will approve of this plan. B. Preliminary Design: Prior to submitting an application to the Town of Vail, the Task Force will work with the developer and the community on an appropriate design. The Town Council will need to approve of the design prior to an application being submitted to the Town for approval C. Guaranteed Maximum Price: The Task Force will work with the developer in developing a set of construction specifications and a guaranteed maximum price. The Task Force will make a recommendation on whether to accept the design specification and the guaranteed maximum price (GMP). The Town Council will have final approval authority to approve the construction specifications and the GMP. D. Authorization to award a construction contract. The Town Council will decide whether to authorize the Town Manager to execute a development management agreement to complete construction drawings, initiate construction drawings, and hire an operator. 3. Value of a Developer The Town Council discussed the merits of using a developer or not. There appeared to be interest in having a team where the developer and contractor where one and the same. Staff would recommend that a developer is used in a complex development such as the conference center. This is an expensive complex project that requires daily attention. Specifically the benefits of a developer include: • The Developer is responsible for day to day management of the design, operational planning, and then eventually the construction of the project. Without a developer, the Town would need to assume daily operational control and management of the project. • The developer will help maintain a balance of needs between the cost of construction, design quality, and operational considerations. • The Developer assumes the risk of cost overrun with the design of the project. If the project takes more meetings with the DRB and PEC than expected, the developer will assume the risk of additional design costs. However, it should be noted that if the Town directs the Developer . (outside of the development review process) to change the program which would potentially change the design the Town could be exposed to additional design costs depending on how a contract is written with the design build team. • A developer who is also the contractor will be more likely to establish a maximum guaranteed price sooner versus a design build team without a developer. Without a developer, the Town would may need to pay for construction drawings before receiving a GMP. A developer with a contractor on their team may be willing to commit to a GMP at design development. • The Developer will take care of the details of ensuring that fixtures, furnishings, equipment, and operational supplies are addressed appropriately in the project. • A developer could negotiate room block agreements with hotels to ensure the operational effectiveness of the conference center. • The Developer working with the operator can be asked to assume some risk of operational shortfalls if there is also reward for operational profits. • A developer involved in the project will most likely result in the soonest possible completion of the project since time is money for the developer. The potential negative aspects of asking for a developer as part of the design build team include: • The Town will pay a fee for development services. This fee would range from 2.5 - 5% of the total project cost. • The Town would loose some control of the project since the Town would be involved at agreed to decision points and not making decisions on a daily basis in the design and development of the project. The Town would determine the broad operational and design objectives of the project and the Developer would determine the best way to achieve those objectives. In evaluating the complexity of this project, Staff believes that asking for a developer to share and assume to the extent possible the financial risk of construction of the facility is desirable when compared to the cost of hiring a developer. 4. NEXT STEPS After receiving direction from the Town Council on the attached RFPs, staff would propose issuing both RFPs simultaneously. The selection process would occur first for the owner's representative services. The goal would be to bring on the owners representative prior to selecting the design, build, operate team. Staff would also recommend that the Town execute a contract with Vail Resorts to acquire the conference center land prior to entering into a contract with a design, build, operate team. Request for Proposals Design, Build, Operate, and Maintain the Town of Vail's Conference Facility December 17, 2002 INTRODUCTION In November, 2002 the voters of the Town of Vail approved a dedicated revenue source to facilitate in the development of a world class Conference Center. A four-acre site has been given to the Town of Vail for the creation of the new Conference Center. It is a prime location, adjacent to the core of the Lionshead Village. It is anticipated that the new Conference Center will be a financially sound development that will boost year- round visits to the Town of Vail. The Town of Vail envisions aworld-class, sustainably designed conference center with no less than two (2) connected, 20,000 square foot ballrooms, associated breakout rooms, commercial kitchen facilities, and office spaces. This site for this conference center is located at 862 South Frontage Road West in Vail, Colorado. The Town envisions three phases for the development of the Conference Center. The initial phase will involve the creation of a business and operational plan for the conference center. The second phase would include creating a design that meets the financial goals of this RFP and the development regulations of the Town of Vail. Additionally, a Guaranteed Maximum Price contract for construction will be required. The third phase of the work will include construction of the Conference Center, operating, and maintaining the facility. 2. GOALS A. To provide a Conference Center that will allow groups of up to 3000 people to have events in the facility. B. A financially sound Conference Center that operates without any monetary subsidies. C. A Conference Center achieving the highest possible design and environmental standards in all aspects of the facility including its operation and maintenance. D. A requirement will be minimum LEEDs certification. E. A design maximizing the site utilization without compromising the above requirements. F. Design and construction of the facility that minimizes the long-term cost of operation and maintenance, while adhering to the high standards expected in Vail. G. All aspects of the Conference Center should be ready for use by November, 2005. The cost of accelerating the opening of the facility should be shown as an additional line item cost. 3. THE PROJECT A) Aworld-class, sustainably designed conference center with no less than two (2) connected 20,000 s.f. ballrooms; associated breakout rooms, commercial kitchen facilities, and office spaces. B) Site is a 4.0 acre parcel of land owned by the TOV situated on the south side of I-70 west of exit 176 and north of the frontage road. Site address is 862 South Frontage Road, Vail, Colorado. C) All parking requirements must be met on-site. D) Site is surrounded by multiple utility, state and local right-of-way easements. E) Wet and dry utilities are available onsite. F) There are existing buildings that need to be demolished. G) The Vail Town Council has indicated a willingness to consider creative land agreements for the conference center. It should be noted at the outset, the Town will not sell the property. It is anticipated that along-term land lease or management agreement will be the mechanism by which the land will be made available to the selected developer. H. Contact Sean Koenig, Town of Vail GIS specialist, at 970-479-2139 for digital mapping and topographic information of the site. 4. SCOPE OF SERVICE It is anticipated that there will be three phases to this project. Each phase would need to be completed to the Town's satisfaction prior to moving forward with the next phase. Phase one includes the following responsibilities: • Updating a market analysis for the Conference Center, • Completion of a business and operational plan for Conference Center, • Confirm programming for the facility, and • Develop master project budget. Phase two of the project will include: • Design of the Conference Center, - Anticipate public meetings and input • Town of Vail development review approval of the Center, and • A guaranteed maximum price for the construction of the Center. Phase three will include: A contract with to complete construction drawings, Construction of the facility, and Operation of the Conference Center. 2 A. Actions in Phase I and II include: Phase I: 1. Provide a detailed business plan, including all elements of the project's financial cost and revenue, sources and uses, program requirements, proposed marketing plan, proposed booking policy, and projected changes in these budgets over time. This plan will include, but not be limited to: ^ Reverification of the market analysis prepared for the Conference Center to ensure the market demand for the proposed program. ^ A complete financing plan for the project, including preconstruction, construction and operation. ^ Provide a proposed land lease structure for the property that does not anticipate transfer of ownership of the land from the Town of Vail. ^ Provide apre-opening, operation, and maintenance plan and budget for the Conference Center covering a minimum of twenty (20) years, with a clear understanding the project will provide aself-sustaining, financially viable Conference Center. ^ Develop a marketing plan and budget for the Conference Center. ^ Develop a hotel room block agreement with Vail hotel properties to ensure the operational success of the Conference Center. ^ Develop a plan to mitigate the Town of Vail's exposure to operating cost over runs. ^ Determine the best site layout congruent with the Town of Vail's aesthetic and environmental goals. • Conducting industry focus groups and incorporating the results into the project. • In conjunction with the TOV, decide what conference center program will provide the best benefit to the Town of Vail, and still be economically viable. 2. Develop a site and floor plan based on the business plan and create a master project budget and schedule. 3. Receive approval from the Town of Vail on the recommended program, floor plans, operational plan, construction and operational budget. Phase II 3 4. Maximize the appeal of the facility to conference planning industry and local community. This effort will include, but not be limited to: • Preparing and implementing a community communication plan • Encouragement of local participation, stakeholder meetings, advertisements in local newspapers, open house meetings, etc., and incorporating the results into the project. • TOV Council work sessions, TOV Council formal presentations during sessions, PEC and DRB meetings, and other approval agency reviews, with incorporation of input received into the project. • Frequent meetings with a conference center task force that includes representation from the Vail Town Council ,Lodging representatives, business community, community at large, and Vail Resorts. 3. Minimum LEEDs certification will be required, with additional consideration given to silver certification or above levels. 4. Provide a master, plan, site layout, program and design for the project that addresses the different needs of each user and stakeholder group. 5. Parking and traffic studies completed by a consultant mutually acceptable to the TOV and the developer will be prepared, used and distributed to stakeholders for review and comment. 6. Preparation of a site survey, geotechnical and other testing reports, utility location verification, topographical information, environmental assessments: Phase One (will be required) and Phase Two (may be required), demolition and utility relocation plans, and other site investigations as may be necessary. 7. The developer will create and maintain a detailed project budget including all project development costs, and capital repair and replacement costs for the first 20 years of the operation of the facility. 8. Receive Vail Town Council approval on the design and estimated cost prior to submitting an application for to the appropriate Town of Vail reviewing boards (Design Review Board and Planning and Environmental Commission). 9. Obtaining all required approvals required by Town of Vail's zoning and design regulations. This includes, but is not limited to: ^ Obtaining a Land Use Plan Amendment. ^ Obtaining Subdivision approvals. ^ Obtaining conditional use permits and major exterior alteration approval. ^ Obtaining Design Review Board approval. ^ Applying for and receiving a Building Permit. 4 ^ Complying with PEC and DRB requirements. ^ Meeting the Town of Vail Code requirements. • (re: http://www.vailgov.com) (Some of the above approvals can be done concurrently.) 10. A Guaranteed Maximum Price (GMP) contract for construction from a contractor~or multiple contractors in a form, with a level of detail and commitments from firms wholly acceptable to the TOV. The Developer shall also demonstrate how they would financially guarantee a GMP. Phase II (Separate Contract would be negotiated for the following services after phases I and II are complete) 11. Completion of construction drawings. 12. Execute a development management agreement. 13. Initiate construction of the facility. 14. Pre opening actions including marketing, staffing, FFE, and operating supplies. 5. THE CANDIDATE'S QUALIFICATIONS Please provide a comprehensive qualification statement for the proposed Developer, including but not limited to the following information: A. Structure of the organization, principals, number of offices, and number of employees in each office, identified by category (e.g. real estate, finance, construction, administrative, etc.) Prepare two project lists: Relevant to this Specific Protect, with size and type of project, location, dollar volume, date completed, and owner, municipality, GC, and design team contact information; Overall Projects Completed showing size and type of project, location and dollar volume. B) Resumes of individuals in the developer's organization assigned to this project, showing standard curriculum vitae information. C) An organizational plan containing the following information: • Master project organizational chart, showing all team members and their relationship to one another. 5 • Roles and responsibilities narrative, identifying the specific duties of each team member, as well as those expected of the TOV. • Time commitments by individual team member, separated by preconstruction, construction, pre-opening, and operations phases. • List of services to be provided in-house by the developer • List of services to be provided in-house by the contractor • List of services to be subcontracted by the above entities, and firms providing these services, if chosen at time of submittal. • List of services and deliverables to be provided by TOV or others not included in the fees proposed. D) An income statement for the current year to date, and full prior year. • This information should be prepared by an outside firm, preferably a CPA, and shou-d adhere to generally accepted accounting practice. • If your firm has multiple offices, please provide this information for both the office from which your firm will be providing the bulk of the services for this project, and the firm as a whole. E) Provide any other information the TOV should know before entering into an agreement of this magnitude with your firm not readily apparent, including but not limited to the following: • Upcoming changes in ownership structure, organization or stock ownership. • Any and all claims, legal actions, bankruptcy proceedings, or other actions (either filed or imminent) where the candidate's organization, and affiliate, wholly owned subsidiary, or principal is named. • Impending legislation or regulatory action with significant consequences for the income stream of the candidate. F) For information on the proposed general contractor, please use AIA Document A305, Contractor's Pre-Qualification Statement-1986 Edition, to respond as follows: ^ Present all the information requested, following the instructions provided. ^ Under Article 4, Section 4.3, please also include the aggregate bonding capacity for your firm by quarter from January of 1990 to the present. ^ In response to Article 5, please provide all the information requested, including: ^ An income statement for the current year to date, and full prior year. ^ This information should be prepared by an outside firm, preferably a CPA, and should adhere to generally accepted accounting practice. 6 ^ If your firm has multiple offices, please provide this information for both the office from which your firm will be providing the bulk of the services for this project, and the firm as a whole. • Current resume of individuals involved. • List of projects completed by this individual, together with owner and general contractor contact person and phone number for each project shown. • Minimum number of hours per week this individual will be specifically dedicated to this project during the design process. • Minimum number of hours per week this individual will be specifically dedicated to this project during the construction process. • Other projects for which this individual is currently scheduled to participate ' through 2004. G) Provide the qualifications of the proposed design team, as follows: Current resume of individuals involved in the design team • List of projects completed by design team members and a phone number for each project shown. • Minimum number of hours per week design team members will be specifically dedicated to this project during the design process. • Minimum number of hours per week design team members will be specifically dedicated to this project during the construction process. • Other projects for which individuals are currently scheduled to participate through 2004. • An overview of the firm including but not limited to time in business, number of licensed architects on staff, technical personnel on staff, and administrative support personnel. • A list of relevant projects completed together with contact information for Owner and General Contractor. • An income statement for the current year to date, and full prior year, (if different from the above firm). • This information should be prepared by an outside firm, preferably a CPA, and should adhere to generally accepted accounting practice. • If your firm has multiple offices, please provide this information for both the office from which your firm will be providing the bulk of the services for this project, and the firm as a whole. H) Provide the qualifications of the proposed operations and management team, as follows: 7 • An overview of the firm including but not limited to time in business, number of property management personnel on staff, accounting personnel on staff, and administrative support personnel. • Current resume. • List of projects managed by team members, together with owner and phone number for each project shown. • Minimum number of hours per week team members will be specifically dedicated to this project during the operations phase. • Other projects for which team members are currently scheduled to manage after 2004. • A list of current properties managed together with contact information for Owner and General Contractor. • An income statement for the current year to date, and full prior year (if different from the above firm). This information should be prepared by an outside firm, preferably a CPA, and should adhere to generally accepted accounting practice. • If your firm has multiple offices, please provide this information for both the office from which your firm will be providing the bulk of the services for this project, and the firm as a whole. • In the event different firms are suggested for the conference center operations\management and parking structure operations\ management, provide the above information for both. 6. DESIGN, SUBMITTALS, FEES AND INSURANCE A. Provide your firms proposed program for the project showing each building, together with its associated spaces, and each spaces' net assignable and gross square footage. B. In the program above, please carefully identify the amenities proposed to be provided on-site for conference attendee use. C. Provide a proposed site plan showing the footprints off all structures, together with their dimensions and square footages. This site plan should also show proposed grades and number of parking spaces provided. D. Two conceptual elevations should be provided of each building. E. Two rendered isometrics should be provided, showing pedestrian site lines and view corridors. 8 F. Indicate your firm's familiarity with .the LEEDs certification process, and the level of LEEDs certification your firm anticipates for its design. G. Provide a narrative of your approach to design/build construction. What will be your responsibilities as a design/builder? How do you propose to design to a fixed budget? What is a change order to a design/build contract? How will you integrate the efforts of your design/build team into the overall project? H. Provide a list of sheets by title and specification sections typically provided at: Schematic Design, Design Development and Construction Documents. Provide the cost for the design firm's professional fees and reimbursable using the attached worksheet, as well as an hourly rate table for design personnel to be used for additional services. Are the fees and reimbursables referenced above included in the costs your firm is providing to the owner in the construction cost estimate requested below? J. Provide the limits per occurrence and annually for the, proposed design firm's professional liability insurance, as well as the premium associated with this specific job. Is this premium included in the costs your firm is providing to the owner in the construction cost estimate requested below? 8. OWNER'S BUDGET Please provide an Owner's budget for the project, showing responsibility, applicability and cost (if applicable) for each line item provided. This should specifically include any and all development and project management costs. • Leave no line item un-addressed in the responsibility or applicable category. • The total amount provided as the developer's responsibility should be the maximum amount required to complete the project as a first cost. Provide a narrative detailing how you will provide timely, accurate budget updates throughout the preconstruction period. How will costs be monitored during the construction period? 9. CONSTRUCTION COST ESTIMATE The construction cost estimating process used by the selected developer is one of the essential elements of this project. In this context, please respond as follows: A. Provide a detailed construction cost estimate prepared from the conceptual design created, noting the following: 9 o Provide a detailed itemization of direct job expense and overhead & profit for the project using the soft cost worksheet provided. o This construction cost estimate should be provided in the Construction Specifications Institute's MasterSpec format, subtotaling to their subsections. B. Please provide a detailed, specific narrative identifying the proposed scope of work included and excluded from the construction cost provided. C. Please clearly identify separate line items for any and all penalties to this project's cost for its location (e.g. travel time, subsistence, parking, lodging, material storage inefficiencies, etc.). D. Provide a narrative detailing how you will provide timely, accurate budget updates throughout the preconstruction period. How will costs be monitored during the construction period? 10. Scheduling The time constraints imposed by the Owner may dictate the schedule for construction. The ability to accurately predict, test and correct the appropriate project duration is another essential element of this project. In this context, please respond as follows: • Please provide a detailed CPM construction schedule for the design and construction portion of the project, based the documents provided and the construction cost estimate prepared by your firm. ^ What level of personnel commitment to scheduling does your firm provide during construction? Please be specific, ,indicating number of project-specific hours to be dedicated per week. Indicate whether these personnel hours will be provided on- site, in the home office, or a combination of both. ^ List the project scheduling software and hardware used by your team to prepare its schedules. How long has your firm used each of these software packages? What version is currently being used? 11. Maintenance and Operations • Provide an example of a written maintenance and operations plan your firm has used on a similar project. • Provide an operations budget for this project showing detailed costs, revenue and net by month and year over the 20 year requirement. • Maintenance and Operations plan should incorporate the costs of financing, profit, and all other cash flow for the project. • Proposal showing negative cash flow or tax subsidies will not be entertained. 10 All other things being equal, proposals containing the lowest conference user fees will be viewed more favorably then those with higher costs of use. 12. 13. • State how the owner's risk of an operational budget deficit can be reduced or eliminated. Schedule: RFP issued: December 20, 2002 Proposal and cost estimate submittal deadline February 3, 2003 Interviews February 13 &14th, 2003 Selection February 19, 2003 General Conditions A. Limitations and Award: This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred in the preparation and submission of qualifications in anticipation of a contract. The Town of Vail reserves the right to accept or reject all or any submittal received as a result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. After a priority listing of the final firms is established, the Town of Vail will negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and will be initiated with the second most qualified firm and, likewise, with the remaining firms. B. Selection: Initial evaluation will be based upon the qualifications of the applicant. The Town of Vail reserves the right to not interview, and to make final consultant selection based upon the qualification statements and cost estimate. C. Equal Employment Opportunity: The selected consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. D. Contract Phasing: Proposed tasks within this document may be eliminated by the Town of Vail at any time (i.e., depending on progress in Phase I, Phase II could be delayed or eliminated). Development of construction drawings and project management should be budgeted separately, as contracts for this work may be issued as a separate contract. 11 Request for Proposals Owners Representative for the Design, Build, and Operation of the Town of Vail's Conference Facility December 17, 2002 1. INTRODUCTION In November, 2002 the voters of the Town of Vail approved a dedicated revenue source to facilitate in the development of a world class Conference Center. A four-acre site has been given to the Town of Vail for the creation of the new Conference Center. It is a prime location, adjacent to the core of the Lionshead Village. It is anticipated that the new Conference Center will be a financially sound development that will boost year- round visits to the Town of Vail. The Town of Vail envisions aworld-class, sustainably designed conference center that is desired with no less than two (2) connected, 20,000 s.f. ballrooms; associated breakout rooms, commercial kitchen facilities, and office spaces. This site for this conference center is located at 862 South Frontage Rd West. The Town envisions three phases for the development of the Conference Center. The initial phase will involve the creation of a business and operational plan for the conference center. The second phase would include creating. a design that meets the financial goals of this RFP and the development regulations of the Town of Vail. Additionally, a Guaranteed Maximum Price contract for construction will be required. The third phase of the work will include construction of the Conference Center, operating, and maintaining the facility. This RFP is intended to solicit proposals for owner's representative that have expertise in both the management and operation of conference facilities and managing design build projects. Proposals that integrate teams with expertise in both project management and conference center operation would be welcomed. 2. GOALS A. To provide a Conference Center that will allow groups of up to 3000 people to have events in the facility. B. A financially sound Conference Center that operates without any monetary subsidies. C. A Conference Center achieving the highest possible design and environmental standards in all aspects of the facility, its operation and maintenance. D. A requirement will be minimum LEEDs certification. e. d E. A design maximizing the site utilization without compromising the above requirements. F. Design and construction of the facility that minimizes the long-term cost of operation and maintenance, while adhering to the high standards expected in Vail. G. All aspects of the Conference Center should be ready for use by November, 2005. The cost of accelerating the opening of the facility should be shown as an additional line item cost. 3. THE PROJECT A) Aworld-class, sustainably designed conference center is desired with no less than two (2) connected 20,000 s.f. ballrooms, associated breakout rooms, commercial kitchen facilities, and office spaces. B) Site is a 4.0 acre parcel of land owned by the TOV situated on the south side of I-70 west of exit 176 and north of the frontage road. Site address is 862 South Frontage Road, Vail, Colorado. C) Site is surrounded by multiple utility, state and local right-of-way easements. D) Wet and dry utilities are available onsite. E) There are existing buildings that need to be demolished. F) The Town of Vail has a dedicated Lodging and Sales Tax to pay for the construction of this facility. G) The Town of Vail has indicated a willingness to consider creative land agreements for the conference center. This might include subsidizing all or part of the development, and\or by providing land at little or no cost. It should be noted at the outset the TOV will not sell the subject property. ` Rather the TOV proposes to use long-term (e.g. 20, 30 or 99 year) development and\or maintenance agreements as the mechanism by which land will be made available to the selected developer. You will note that the terms of the lease have not been specified, and are subject to negotiation. 4. SCOPE OF SERVICE A. Pre Construction 1. Using its experience on similar projects, assist the TOV and with selecting a design build, operate team and negotiating their contract, and integrating their staff into the process. 2. Attend regular meetings with the project team, and provide recommendations to the TOV as appropriate to assist in making timely decisions, control costs, drive the schedule, as well as manage TOV expectations and risk. e. d. 2 3. Review and critique the business and operational plan prepared by the design, build, operate team. This would include a report that would state -how the developer is or is not reducing the Town's risk of an operational budget deficit. This step includes participating in meetings related to the business plan. 4. Establish processes for and be proactive with informing the TOV's multiple stakeholders of project status, as well as assist with coordination and dissemination of input from these stakeholders. 5. Review meeting minutes (prepared by others) from all pre-construction meetings prior to distribution. 6. A constructability review by the Owner's Representative will be required at some point between design development and final construction documents. Evaluation of the drawings will include: 7. The focus of this effort will be on quality of the documents, and change order prevention. 8. A report will be prepared by the Owner's Representative outlining ambiguities, costly specifications, expensive detailing, required addenda, etc. for TOV and project team review. Specifically, the owner's representative shall determine if the developer is optimizing the balance of cost of the project, quality of the facility, and future maintenance costs of the facility. The report will be sorted into architectural, structural, mechanical, electrical and civil sections for ease of design team distribution, and will be used as a quality assurance checklist tool at the next issuance of documents. B. Services Required during Construction 1. Monitoring and Reporting: The Owner's Representative will attend weekly meetings with the project team to monitor project goals, including but not limited to quality, schedule and cost. Results of this monitoring will be made available weekly to the TOV staff, and formally reported to TOV Council once per month. 2. Construction Observation: Tour the jobsite with or without the Architect and/or general contractor, devoting at a minimum 10 hours per week two - three times per week at the project site for this observation. Take note of any workmanship that is below quality standards or that does not conform to contract documents or specifications. Submit written narrative of each observation to include recommended courses of action if the construction contract requirements are not being fulfilled. e. d. 3 Change Order Cost and Schedule Impact Review and Validation: Owner's Representative will provide analyses of Change Orders presented by the general contractor, reviewing them for detail of information provided, compliance with industry standards, and accuracy of pricing. 4. Pay Application Analyses: The Owner's Representative will take the supporting information provided by the general contractor and verify its mathematical and contractual correctness, as well as verifying the status of the completion of the project in relation to these items. Review the job-cost- coded labor reports for any contractor self-performed work for reasonableness and compliance with industry standards. 5. Punch List Review: Work closely with the TOV, Architect and general contractor to develop the final punch list, which will result in the production of a schedule for completion of each of these items. Work with the TOV, general contractor and Architect to develop a weekly program to validate the implementation of the punch list schedule. 6. Warranty Follow-up: Perform a minimum of two (2) warranty inspections with Owner's maintenance personnel. Provide written reports to all involved. Follow up to ensure warranty items are complete to Owner's satisfaction. 5. THE CANDIDATE'S QUALIFICATIONS Please provide the following information about the employees your firm proposes for this project. Senior Project Member: Current resume the Owner's Representative team leader. Include a list of projects completed by this individual. Key qualifications that make this individual an ideal "fit" for the TOV and this project. Support Staff Members assigned to this project: • Current resume for support members. • Roles and responsibilities for each team member Provide an organizational chart showing the proposed staffing of this project by your firm, and the relationship to the TOV, developer, design team and contracting team. Provide the qualifications of the proposed operations and management expertise on the team, as follows: An overview of the firm including but not limited to time in business, number of property management personnel on staff, accounting personnel on staff, and administrative support personnel. e. d. 4 • Current resume that outlines experience related to preparing business plans for conference facilities and operating conference facilities. • Provide an example of a written maintenance and operations plan your firm has used on a similar project. • List of projects managed by this individual, together with owner and phone number for each project shown. • Minimum number of. hours per week this individual will be specifically dedicated to this project during the first phase of the design build scope of work (See Attachment A). • A list of current properties managed. 6 7 Proposal Submittal A. Provide your firm's anticipated fee to perform the services described herein. B. Show a basis for calculating this fee, including anticipated staff time, by hours per week, devoted to this project, broken out by individual. C. Separately, show all associated reimbursable costs for providing these services (e.g. office space, phone, travel, reproduction, etc.). D. Provide itemized list and your proposed cost (either lump sum or hourly rate) for optional services that may be of benefit to the TOV but are not identified in the Scope of Work of this RFP. E. Provide the hourly rate schedule for individuals proposed in this project to be used if the TOV wished to increase the scope or frequency of services. Schedule: RFP issued: December 20, 2002 Proposal and cost estimate submittal deadline January 17, 2003 Interviews January 23, 2003 Selection February 3, 2003 8. General Conditions A. Limitations and Award: This RFP does not commit the Town of Vail to award or contract, nor to pay any costs incurred in the preparation and submission of qualifications in anticipation of a contract.. The Town of Vail reserves the right to accept or reject all or any submittal received as a result of this request, to negotiate e. d. 5 with all qualified sources, or to cancel all or part of the RFP. After a priority listing of the final firms is established, the Town of Vail will negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and will be initiated with the second most qualified firm and, likewise, with the remaining firms. B. Selection: Initial evaluation will be based upon the qualifications of the applicant. The Town of Vail reserves the right to not interview, and to make final consultant selection based upon the qualification statements and cost estimate. C. Equal Employment Opportunity: The selected consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. D. Contract Phasing: Proposed tasks within this document may be eliminated by the Town of Vail at any time (i.e., depending on progress in Phase I, Phase II could be delayed or eliminated). Development of construction drawings and project management should be budgeted separately, as contracts for this work may be issued as a separate contract. e. d. 6 Attachment A Scope of Work for the Design Build RFP e. TOWN OF PAIL ~% 75 South Frontage Road Vail, Colorado 81657 970-479-2100 Fax.• 970-479-2157 www. ci. vail.co. us MEMORANDUM TO: Ry Southard, Vail Alpine Garden Foundation; Jeanne Reid and Julie Johannes, Bravo! Vail Valley Music; Mike Ortiz, Jim Sanders, Piet Pieters, Vail Recreation District; Kurt Krieg, Chris Emmer, Jennifer Mason, Arte Davies, Vail Valley Foundation; Deb Warren, Mountain Valet; Joe Blair, Untraditional Marketing; Rick Chastain, Vail Valley Chamber & Tourism Bureau; Larry Pardee, Charlie Turnbull,Leonard Sandoval, Leslie Fickling, Joe Kochera, Greg Hall, Pam Brandmeyer, Steve Wright, Joe Russell, PD Sargeants Group, PD Communications Group, Suzanne Silverthorne, Jamie Wilson, Mike Rose, Joyce Rihanek, Penny Harpe, Lori Aker; Fred Morrison, Eagle County Ambulance District; Johann Drolshagen, Jim Lamont, and Harry Gray FROM: Lorelei Donaldson, Town, Clerk RE: Updated 2003 Ford Park Managed Parking Calendar DATE: December 12, 2002 I have enclosed an updated Final Draft of the 2003 Managed Parking Calendar Schedule for Ford Park to be presented to the Town Council at their December 17, 2002 meeting. Please continue to keep me informed of any changes or additions throughout the coming months, so I can add them to the calendar and have the most up to date information to distribute if and when necessary. Please email the changes to me at ldonaldsonnci.vail.co.us. Thank you for your continued cooperation and support! ~s~ RECYCLEDPAPER ~, 2003 Paid Parking Dates at Ford Park May 31 Saturday 7:00 a.m.-7:00 p.m., Managed Parking Only, VMS & PD (with West Lot drop off for managers and umpires on ly for girls softball) June 10 Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD (tentative) June l 7 Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD June 24 Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD June 27 Friday 4:00 p.m.-8:00 p.m. Paid Parking, VMD & PD June 28 Saturday 4:00 p.m.-8:00 p.m. Paid Parking, VMD & PD June 29 Sunday 4:00 p.m.-8:00 p.m. Pai d Parking, VMD & PD July Ol Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 02 Wednesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 03 Thursday 7:00 a.m.-7:00 p.m. Paid Parking, VMS & PD July 04 Friday 7:00 a.m.-7:00 p.m. Paid Parking, VMS & PD July OS Saturday 7:00 a.m.-7:00 p.m. Paid Parking, VMS & PD July 06 Sunday 7:00 a.m.-7:00 pm Paid Parking, VMS & PD July 08 Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 09 Wednesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 11 Friday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 12 Saturday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 13 Sunday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 15 Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 18 Friday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 19 Saturday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 20 Sunday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 22 Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 23 Wednesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 25 Friday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 26 Saturday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD July 29 Tuesday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD August 1 Friday 7:00 am-7:00 pm Pa id Parking, VMS & PD August 2 Saturday 7:00 am-7:00 pm Pa id Parking, VMS & PD August 3 Sunday 7:00 am-7:00 pm Pa id Parking, VMS & PD August 7 Thursday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD August 8 Friday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD August 9 Saturday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD August 10 Sunday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD Additional tentative Parking Dates: August 15 Friday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD August 16 Saturday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD or August 22 Friday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD August 23 Saturday 4:00 p.m.-8:00 p.m. Paid Parking, VMS & PD (Possible Food & Wine Festival) August 29 Friday 7:00 a.m.-7:00 p.m. Paid Parking, VMS & PD August 30 Saturday 7:00 a.m.-7:00 p.m. Paid Parking, VMS & PD August 31 Sunday 7:00 a.m.- 7:00 p.m. Paid Parking, VMS & PD September 1 Monday 7:00 a.m.- 7:00 p.m. Paid Parking, VMS & PD (Possible Chimera Circus or other event) 2003 FORD PARK SCHEDULE AY MAY MONDAY TUESDAY ~ WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY URE CENTER: 1 VAGF -Guided Tours 2 3 VAIL NATURE CENTER: VAIL NAT TOV: Town ofVail VRD: Vail Recreation District dates ? BEAVER POND TOUR through the Gardens FP: Ford Park WILDFLOWER WALK Mon & Wed, dates? every Monday, Thursday AF: Athletic Field daily from 1-2pm STARLIGHT & Saturday @ 10:30 am LBFP: Lower Bench of Ford Park MORNING BIRD WALK ADVENTURE throughout the summer VMS: Variable Message Sign Fri, Sat & Sun, from 9-10 Wed, from 7:30 - 9 pm, BFAG: Betty Ford Alpine Gardens am, dates? dates? BRAVO GRFA: Gerald R. Ford Amphitheater WF: Vail Valley Foundation PD: Police Dept MVR: Manor Vail Resort 8 9 10 4 5 6 7 m b 6-8 15 VRD: AF Vail Ru 16 VRD: AF Pe i Soccer 8-8 1 12 13 vRD:AF Vail Rugby 8-8pm 14 VRD:AF Pepi Soccer 6.8pm . g y p p p 11 m b 6-B 22 VRD: AF Vail Ru 23 VRD: AF Pepi Soccer 6.8p 24 19 20 VRD: AF Vail Rugby 6.8pm 21 VRD: AF Pepi Soccer 6-8pm g y p 18 BFAGlLBFP ~ MVR: 1-4pm CooperlPetty Wedding? Manor Vail m b 6.8 29 VRD: AF Vail Ru 30 GRFA: BMHS Graduation 31 GRFA: BMHS Graduation 26 27 VRD:AF Vail Rugby 6.8pm 28 VRD: AF Pepi Soccer 8-8pm g y p AM 25 VRD:FP Adult SB 5:30.7,30pm VRD: FP Adult SB 5:30.7:30pm VRD: FP Adult SB 5:30-7:30pm Rehearsal 10 VRD: Af Pepi Soccer 8-8pm 12:30 PM VRD: AF Vail Rugby 6.8pm VRD: FP Adult SB 5:30-7:30pm VRD: FP Boulder Girls Softball lam - 5pm Paid Parking OR west lot drop- off pass for managers and umpires F:ltwnclerklwpfileslFORDPARK1200312003 Ford Park Schedule-Cai •~dacdo:: 1 updated 12.12.02 2003 FORD PARK SCHEDULE JUNE JUNE THURSDAY FRIDAY SATURDAY _ SUNDAY MONDAY TUESDAY WEDNESDAY 30 7 30 4 5 VRD:FP Adult SB 5:30-7:30p 6 VRD:FP Adult SB 5.30.7:30p 7 VRD;AF Vail Rugby 1.5pm 1 VP~D: AF Pepi Soccer 12.4pm VRD:FP Boulder Girls Softball 2 VRD:FP Adult SB 5:30-7:30p 3 VRD:FP Adult SB 5:30-7:30p VRD:AF Vail Rugby 6.8pm . : p VRD:FP Adult SB 5: VRD: AF Pepi Soccer 8-Bpm VRD:AF Vail Rugby 6-Bpm VRD: AF Pepi Soccer 6-Bpm GRFA -Untraditional Marketing? 7 30 SB 5 30 l 12VRD 13 14 GRFA: H ld f A l d li 8 VRD: AF Pepi Soccer 12.4pm 9 VRD:FP Adult SB 5:30.7:30p 1 O GRFA: hold for Amy Phillips 476.6565 Destination Services VRD:FPAdult SB 5:30-7:30pm 11 vRD:FP Adult SB 5:30.7:30p VRD: AF Pepi Soccer 6.8pm : p : . t :FP Adu VRD:AF Vail Rugby 6-8pm VRD:FP Adult SB 5:30.7:30pm o or n y o "Elevations" LBFP & MVR: McGowan- Bates Wedding 3-6pm VRD:AF Vail Rugby 6.8pm Paid Parkin 4-8 PM tentative lt SB 5 30 7 30 Ad 19vRD 20VRD:FP Ad lt SB 5 7 30 30 21 vRD:AF V il R 1 b 5 15 VRD:AF Lacrosse Childrens Sam-4pm 16VRD:FP Adult SB 5:30.7:30p VRD:AFB FP Lacrosse 17 GRFA: Hot Summer Nights VRD:FP Adult SB 5:30-7:30pm VRD:AF Vail Rugby 6.8pm VRD:AF& FP Lacrosse 18VRD:FP Adult SB 5:30.7:30p VRD: AF Pepi Soccer 8-8pm - : p u : :FP VRD:AF Vail Rugby 6-8pm u : : - p VRD: AF Pepi Soccer 6.8pm a ug - y pm VRD:FP W Tennis Champs GRFA: Wedding Patrice Shea at 5:00 pm Paid Parking 4.8 PM 7 30 SB 5 30 d l 26VRD 27 GRFA RPO C rt 6 28 GRFA: RPO C 8 22VRD: AF Pepi Soccer 12.4p VRD:AFa£ FP Lacrosse Childrens Sam-4pm 23VRD:FP Adult SB 5:30-7:30p VRD:AF& FP Lacrosse Childrens Sam-4pm 24 GRFA: Hot Summer Nights VRD:FP Adult SB 5.30.7:30pm VRD:AF Vail Rugby 6.8pm VRD:AF& FP Lacrosse 25VRD:FP Adult SB 5:30-7:30p VRD: AF Pepi Soccer 6.8pm VRD:AF& FP Lacrosse Childrens Bam~pm : p : . u t ;FP A VRD:AF Vail Rugby 6-8pm : once pm VRD:FP Adult SB 5:30.7:30pm VRD: AF Pepi Soccer 6.8pm oncert pm VRD:AF Vail Rugby 1.5p VRD;FP Lacrosse Shootout 8am•dark (Masters) Childrens Bam-4pm Paid Parking 4-8 PM Paid Parking 4-8 PM Paid Parking 4.8 PM 29 GRFA: RPO Pops Concert 30VRD:FP AduItSB 5:3D-7:30p 6pm VRD:FP Lacross Shootout B~tp VRD: AF Pepi Soccer 12-4pm VRD:FP Lacrosse Shootout Bam-dark (Masters) Paid Parking 4-8 PM F:ItwnclerklwpfileslFORDPARK1200312003 Ford Park Schedule -Calendar.doc updated 12.12.02 2003 FORD PARK SCHEDULE JULY JULY DNESDAY THURSDAY FRIDAY SATURDAY SUNDAY MONDAY TUESDAY WE 3 VRD 4 GRFA: RPO C t 5 VRD F 1 GRFA: Hot Summer Nights 2 GRFA: RPO Concert 6pm :FP Elite Lacrosse oncer : P Elite Lacrosse VRD:FP Lacrosse Shootout VRD:FP Lacrosse Setup VRD:AF Elite Lacrosse 3 or 6pm VRD:FP Elite Lacrosse VRD:AF Elite Lacrosse VRD:AF Vail Rugby 6.8pm VRD: AF Pepi Soccer 6-8pm BFAG: SandovallReeves wedding 70 ppl 4.5 pm spark in VRD:AF Elite Lacrosse Paid Parking 4.8 PM Paid Parking 4.8 PM west Iot77) Paid Parking lam•7pm Paid Parking lam-7pm Paid Parking lam-7pm rt 11 DSO C 10 GRFA 11 GRFA: DSO C rt 6 12 GRFA: DSO C 6 GRFA: DSO Concert 6pm 7 VRD:FP Adult SB 5:30.7:30p 8 GRFA: Hot Summer Nights 9 GRFA: DSO Concert 6pm am once : once pm oncert 8pm VRD:FP Adult SB 5:30-7:30p VRD:FP Adult SB 5,30-7:30p VRD:FP Adult SB 5:30.7:30p VRD:FP Adult SB 5:30-7:30p VRD:AF Vail Rugby 1.5pm VRD:FP Elite Lacrosse VRD:AF Vail Rugby 6.8pm VRD: AF Pepi Soccer 8-8pm VRD:AF Youth Vail Rugby6-8pm VRD: AF Pepi Soccer 6.8pm VRD:AF Elite Lacrosse BFAG: NupenlCorner Paid Parking 4.8 PM Paid Parking 4-B PM wedding 60 ppl 3-6 pm Paid Parking 4.8 PM Paid Parking lam-7pm Paid Parking 4.8 PM lt SB 5 30 7 30 FP Ad 17VRD 18 GRFA: NYP C rt 6 19 GRFA NYP C 14VRD:FP Adult SB 5:30-7:30p 15 GRFA: Hot Summer Nights 16VRD;FP Adult SB 5:30.7:30p : - : p u : once pm : oncert 6pm 13 GRFA: DSO Concert 6pm VRD:FP Adult SB 5:30-7:30p VRD: AF Pepi Soccer 6.8pm VRD:AF Vail Rugby 6-Spm VRD:FP Adult SB 5:30.7:30p VRD:AF Vail Rugby 1.5pm VRD:AF Pepi Soccer 12~p VRD:AF Vail Rugby 6-8pm VRD: AF Pepi Soccer 8-8pm VRD;FP Rocky Mtn coed SB Paid Parking 4.8 PM Paid Parking 4.8 PM Paid Parking 4-8 PM Paid Parking 4-8 PM il Lib V Z A 25 GRFA: NYP C rt 6 26 GRFA 21 GRFA: Vail Library 22 GRFA: Hot Summer Nights 23 GRFA: NYP Concert 6pm rary a once pm : NYP Concert 6pm 20 GRFA; NYP Concert 6pm rehearsal VRD:FP Adult SB 5:30-7:30 VRD:FP Adult SB 5:30.7:30p erforman e p VRD:FP Adult SB 5:30-7:30p VRD:AF Vail Invite Soccer VRD:AF Pepi Soccer 12~p VRD:FP Adult SB 5:30-7,30p VRD:AF Vail Rugby 6-8pm p VRD: AF Pepi Soccer 8-8pm VRD:FP Adult SB 5:30.7:30p VRD: AF Pepi Soccer 6-Bpm BFAG: StensonlEscoria VRD:FP Rocky Mtn co-ed SB 9- VRD:AF Vail Rugby 6.8pm wedding 130 ppl 3-4 pm 5pm Paid Parking 4-8 PM Paid Parking 4.8 PM Paid Parking 4.8 PM Paid Parking 4.8 PM Paid Parking 4.6 PM l h 31 GRFA: VIDF 27 GRFA: Vail Library 28 GRFA: VIDF load in 29 GRFA: HotSummer Nights 30 GRFA: VIDF rehearsal re earsa Performance 7pm VRD:FP Adult SB 5:30-7:30p VRD:FP Adult SB 5:30-7:30p VRD:FP Adult SB 5:30-7:30p 6 8 VRD:FP Adult SB 5:30.7:30p m b 6.8 VRD:AF Vail Ru VRD:AF Vail Invite Soccer VRD:AF Vail Rugby 6.8pm . pm VRD: AF Pepi Soccer y p g LBFP:WF Dance Gala Paid Parking 4-8 PM 2003 Tent Setup 8am- 6pm F:ItwnclerklwpfileslFORDPARK1200312003 Ford Park Schedule - Calendar.doc updated 12.12.02 2003 FORD PARK SCHEDULE AUGUST AUGUST SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 GRFA v DF 2 GRFA --- : I : vIDF VRD:FP 7-7pm VRD:FP7-7pm Triple Crown Soccer Triple Crown Soccer VRD:AF Triple Crown Soccer URD:AF Triple Crown Soccer LBFP:WF Dance Gala LBFP:WF Dance Gala 2003 6 pm-12 midnight 2003 Tent Tear Down 8- Paid Parking lam•7pm 12noon Paid Parking lam-7pm RFA 7 8 GRFA VIDF D 9 GRFA 3 GRFA: VIDF -rehearsal 4 GRFA: VIDF• rehearsal 5~ GRFA: VIDF= rehearsal s GRFA: VIDF• rehearsal : VIDF-Dance G ; • ance : VIDF-Dance VRD:FP Triple Crown Soccer VRD:FP Adult SB 5:30-7:30p VRD:FP Adult SB 5:30-7:30p VRD:FP Adult SB 5:30.7:30p VRD:FP Adult SB 5:30-7:30p VRD:FP Adult SB 5:30.7:30p VRD:AF Vail Rugby 1.5pm VRD:AF Vail Rugby 6.8pm VRD: AF Pepi Soccer 6.8pm VRD:AF Vail Rugby 6.8pm VRD: AF Pepi Soccer 8-8pm VRD:FP CO Clay Champs VRD:AF Triple Crown Soccer VRD:FP CO Clay Champs BFAGILBFP:Shapiro/sterrett Paid Parking lam-7pm LBFP & MVR: MOdI wedding 200 ppl on lawnlcanaav Paid Parking 4.8 PM Weddin , 2-6 m g p z-a pm BFAG: FlemingNllasson Paid Parking 4.8 PM wedding 150 pp1,11:45a-12:45pm Paid Parkin 4.8 PM 0 30 14vRD 15vRD F Ad l SB 3 16 vRD 1 O GRFA; VIDF Dance 7:30pm 11 VRD:FP Adult SB 5:30-7:30p 1'2VRD:FP Adult SB 5:30.7:30p 13vRD:FP Adult SB 5:30-7:30p :FP Adult SB 5:3 -7: p : P u t 5: 0.7:30p :AF Vail Rugby 1-5pm VRD:AF Vail Rugby 6.8pm VRD: AF Pepi Soccer 6.8pm VRD:AF Vail Rugby 6-8pm VRD: AF Pepi Soccer 6-8pm VRD:FP CO Clay Champs VRD: AF Pepi Soccer 12.4pm VRDILBFPIGRFA Vail VRDILBFPIGRFA Vail BFAG: RicelConley Food & Wine Festival?? Food & Wine Festival?? wedding 125 ppl 1-4pm 8115-8117??Tentative 8115-8117??Tentative Paid Parking 4-8 PM Tentative Paid Parking Tentative Paid Parking 7 SB 5 30 30 21 vRD 22 VRD: AF P i S 6 23 VRD 17 GRFA: Hold Vail Music Fair 18vRD:FP Adult SB 5:30-7:30p 1!9VRD:FP Adult SB 5:30-7:30p 2OVRD:FP Adult SB 5:30.7,30p : :FP Adult : . p ep occer - 8 :AF Vail Rugby 1-5pm TOV: Rescue Rangers VRD:FP Youth Soccer 3.5pm VRD:AF Vail Rugby 6.8pm VRD: AF Pepi Soccer 8-8pm VRD:FP Youth Soccer 3.5pm VRD:AF Vail Rugby 6.8pm VRD:FP Youth Soccer 3-5pm pm VRDILBFPIGRFA Vail VRDILBFPIGRFA Vail VRD: AF Pepi Soccer 12.4pm VRD:FP Youth Soccer 3-5pm Food & Wine Festival?? Food & Wine Festival?? 8122-8124?? Tentative 8122-8124??Tentative Tenkative Paid Parking Tentative Paid Parkin il R b 6 8 28 vRD 29 GRFA H ld V il J P 3O GRFA i Soccer 12-4p 24vRD: AF Pe 25vRD:FP Adult SB 5:30.7:30p 26VRD:FP Adult SB 5:30.7:30p 27vRD:FP Adult SB 5:30.7:30p :AF Va ug y . pm : o a au est Ch i ti Ri h d 479 6146 : Hold Vail Jaa Fest Ch i i p VRD:FP Youth Soccer 3.5pm VRD:AF Vail Rugby 8-8pm VRD:FP Youth Soccer 3-5pm VRD:FP Youth Soccer 3.5pm r s ne c ar s . VRD: AF Pepi Soccer 8-8pm r st ne Richards 479-6146 VRD:FP Chimera Circus7? VRD:FP Youth Soccer 3.5pm VRD: AF Pepi Soccer 8-8pm VRD:FP Chimera Circus4? Tentative Paid Parking lam-fpm Tentative Paid Parking lam•7pm 31 GRFA: Hold Vail JaII Fest Christine Richards 479.6146 VRD:AF Vail Rugby 1.5pm VRD:FP Chimera Circus Tentative Paid Parking lam•7pm F:ltwnclerklwpfileslFORDPARKl200312003 Ford Park Schedule - Calendardoc updated 12.12.02 2003 FORD PARK SCHEDULE ,SEPTEMBER SEPTEMBER SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 1 GRFA: Hold Vail Jazz Fest 2 VRD:FP Youth Soccer 3-5pm 3 VRD:FP Youth Soccer 3.5pm 4 VRD:FP Youth Soccer 3.5pm 5 6 Christine Richards 479-6146 VRD:FP Adult SB 5:30.7:30p VRD:FP Adult SB 5:30.7:30p VRD:FP Chimera Circus?~ Tentative Paid Parking lam-7pm 7 8 vRD:FP Youth Soccer 3-5p 9 VRD:FP Youth Soccer 3.5pm 1 O VRD:FP Youth Soccer 3.5p 11 vRD:FP Youth Soccer 3-5p 12 13 VRD:AF Vail Rugby 1.5pm VRD:FP Adult SB 5:30-7:30p VRD:AF Vail Rugby 6.8pm VRD:FP Adult SB 5:30.7:30p VRD:AF Vail Rugby 6•Bpm VRD:FP Adult SB 5:30-7:30p 14 15 vRD:FP Youth Soccer 3-5p 16 VRD:FP Youth Soccer 3.5p 17 vRD:FP Youth Soccer 3-5p 18 VRD:FP Youth Soccer 3.5p 19 GRFA: Hold for Joe Blair 20 VRD:AF Vail Rugby 1.5pm VRD:FP Adult SB 5:30.7:30p VRD:AF Vail Rugby 6-Bpm VRD:FP Adult SB 5:30.7,30p VRD:AF Vail Rugby 6-Spm VRD:FP Adult SB 5:30.7:30p 21 22 vRD:FP Youth Soccer 3.5p 23 vRD:FP Youth Soccer 3.5p 24 VRD:FP Youth Soccer 3.5p 25 VRD:FP Youth Soccer 3-5p 26 GRFA: Hold for Jce Blair 27 VRD:FP Adult SB 5:30.7:30p VRD:AF Vail Rugby 6•Spm VRD:FP Adult SB 5:30.7:30p VRD:AF Vail Rugby 6.8pm VRD:FP Adult SB 5:30.7:30p 28 29 vRD:FP Youth Soccer 3.5p 30 vRD:FP Youth Soccer 3-5p VRD:FP Adult SB 5:30.7:30p VRD:AF Vail Rugby 6-8pm VRD:FP Adult SB 5:30.7;30p F:ltwnclerklwpfileslFORDPARK1200312003 Ford Park Schedule - Calendar.doc D updated 12.12.02 'i, E M D~ 1C ,: TOWN COUNCIL AGENDA REQUEST (Request form must be given to the Secretary to the Town Manager by 4:00 p.m. Wednesdays.) MEETING DATE: (Prepare a separate Agenda Request for each agenda item. If the agenda item will be discussed at both a Work Session and an Evening Meeting, be certain to check both boxes in this section and indicate time needed during each meeting.) Work Session Evening Meeting Site Visit TIME NEEDED TIME NEEDED 5 minutes TIME NEEDED WILL THERE BE A PRESENTATION ON THIS AGENDA ITEM BY NON-TOV STAFF? _X_ NO. _ _ YES. Specifics: WILL THE PRESENTATION OF THIS AGENDA ITEM REQUIRE ANY SPECIAL EQUIPMENT, i.e. overhead projector, etc.? X_ NO. YES. Specifics: WILL THERE BE MATERIAL TO BE INCLUDED IN COUNCIL PACKET FOR THIS ITEM? _ _ NO. X_ YES. If yes, is the material also for public distribution? X Yes. No. ITEM/TOPIC: ACTION REQUESTED OF COUNCIL BACKGROUND RATIONALE STAFF RECOMMENDATION Second reading of Ordinance #33 -Supplemental Appropriation #2 of 2002 Approve second reading of Ordinance # 33 Certain events have occurred in 2002 subsequent to the adoption of the 2002 budget which require budget adjustments and approval of appropriations by Council. Approve second reading of Ordinance # 33 ployee~i nature/Department ORDINANCE NO. 33 SERIES OF 2002 AN ORDINANCE MAKING SUPPLEMENTAL APPROPRIATIONS TO THE TOWN OF VAIL GENERAL FUND, CAPITAL PROJECTS FUND, HEALTH INSURANCE FUND, AND THE REAL ESTATE TRANSFER TAX FUND OF THE 2002 BUDGET FOR THE TOWN OF VAIL, COLORADO; AND AUTHORIZING THE EXPENDITURES OF SAID APPROPRIATIONS AS SET FORTH HEREIN; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, contingencies have arisen during the fiscal year 2002 which could not have been reasonably foreseen or anticipated by the Town Council at the time it enacted Ordinance No. 30, Series of 2001, adopting the 2002 Budget and Financial Plan for the Town of Vail, Colorado; and, WHEREAS, the Town Manager has certified to the Town Council that sufficient funds are available to discharge the appropriations referred to herein, not otherwise reflected in the Budget, in accordance with Section 9.10(a) of the Charter of the Town of Vail; and, WHEREAS, in order to accomplish the foregoing, the Town Council finds that it should make certain supplemental appropriations and budget adjustments as set forth herein. NOW, THEREFORE, BE IT ORDAINED, BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO that: Pursuant to Section 9.10(a) of the Charter of the Town of Vail, Colorado, the Town Council hereby makes the following supplemental appropriations and budget adjustments for the 2002 Budget and Financial Plan for the Town of Vail, Colorado, and authorizes the expenditure of said appropriations as follows: General Fund 390,070 Capital Projects Fund 365,000 Real Estate Transfer Tax Fund 233,339 Health Insurance Fund <73,114> Total 915,295 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Ordinance 33, Series of 2002 3. The Town Council hereby finds, determines, and declares that this ordinance is necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants thereof. 4. The repeal or the repeal and reenactment of any provision of the Municipal Code of the Town of Vail as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceedings as commenced under or by virtue of the provision repealed or repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. 5. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent. herewith are repealed to the extend only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 3rd day of December, 2002, and a public hearing shall be held on this Ordinance on the 17th day of December, 2002, at 7:00 p.m. in the Council Chambers of the Vail Municipal Building, Vail, Colorado. Ludwig Kurz, Mayor ATTEST: Lorelei Donaldson, Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED BY TITLE ONLY this 17th day of December, 2002. Ludwig Kurz, Mayor ATTEST: Lorelei Donaldson, Town Clerk Ordinance 33, Series of 2002 TOWN COUNCIL AGENDA REQUEST (Request form must be given to the Secretary to the Town Manager by 4:00 p.m. Wednesdays.) MEETING DATE: (Prepare a separate Agenda Request for each agenda item. If the agenda item will be discussed at both a Work Session and an Evening Meeting, be certain to check both boxes in this section and indicate time needed during each meeting.) Work Session Evening Meeting Site Visit TIME NEEDED TIME NEEDED _5 minutes, TIME NEEDED WILL THERE BE A PRESENTATION ON THIS AGENDA ITEM BY NON-TOV STAFF? X NO. _ _ YES. Specifics: WILL THE PRESENTATION OF THIS AGENDA ITEM REQUIRE ANY SPECIAL EQUIPMENT, i.e. overhead projector, etc.? X_ N O. YES'. Specifics: WILL THERE BE MATERIAL TO BE INCLUDED IN COUNCIL PACKET FOR THIS ITEM? _ _ NO. , X_ YES. If yes, is the material also for public distribution? X Yes. No. ITEM/TOPIC: First reading of Ordinance #34 -Mill levy certification ACTION REQUESTED OF COUNCIL: Approve first reading of Ordinance # 34 BACKGROUND RATIONALE: Mill levy assessments must be certified to the County for collection annually; this ordinance authorizes certification STAFF RECOMMENDATION Approve first reading of Ordinance # 34 ployee Signature/Departure MEMORANDUM TO: Town Council FROM: Judy Camp Finance Director DATE: December 5, 2002 SUBJECT: Ordinance No. 34 -Property Taxes We have received the amended certification of values from the Eagle County Assessor for the town's 2002 property tax (to be collected in 2003). The final assessed valuation and the tax abatement have both changed from the certification provided in August. The changes are reflected in the attached ordinance for your approval at second reading on December 17th.. The total impact is an increase of $12,777 in the total amount of property tax payable in 2003. ' ORDINANCE N0.34 SERIES OF 2002 AN ORDINANCE PROVIDING FOR THE LEVY ASSESSMENT AND COLLECTION OF TOWN AD VALOREM PROPERTY TAXES DUE FOR THE 2002 TAX YEAR AND PAYABLE IN THE 2003 FISCAL YEAR. WHEREAS, it is necessary for the Town Council to provide for the levy, assessment and collection of Town ad valorem property taxes due for the 2002 year and payable in the 2003 fiscal year. NOW, THEREFORE, be it ordained by the Town Council of the Town of Vail, Colorado, that: For the purpose of defraying part of the operating and capital expenses of the Town of Vail, Colorado, during its 2003 fiscal year, the Town Council hereby levies a property tax of 4.717 mills upon each dollar of the total assessed valuation of $566,840,900 for the 2002 tax year of all taxable property within the Town, which will result in a gross tax levy of $2,673,789, calculated as follows: Base mill levy 4.690 $2,658,484 Abatement levy .027 15,305 Total mill levy 4.717 $2,673,789 Said assessment shall be duly made by the County of Eagle, State of Colorado, as directed by the Colorado Revised Statutes (1973 as amended), and as otherwise required by law. 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. 3. The Town Council hereby finds, determines, and declares that this ordinance is necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants thereof. Ordinance 34. Series of 2002 4. The repeal or the repeal and reenactment of any provision of the Municipal Code of the Town of Vail as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceedings as commenced under or by virtue of the provision repealed or repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of~such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ ON FIRST READING, APPROVED AND ORDERED PUBLISHED ONCE IN FULL, this 3rd day of December, 2002. A public hearing shall be held hereon on the 17th day of December, 2002, at the regular meeting of the Town Council of the Town of Vail, Colorado, in the Municipal Building of the Town. Ludwig Kurz, Mayor ATTEST: Lorelei Donaldson, Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED ONCE IN FULL this 17''' day of December, 2002. ATTEST: Lorelei Donaldson, Town Clerk Ludwig Kurz, Mayor Ordinance 34, Series of 2002 2 MEMORANDUM TO: Vail Town Council FROM: Bob McLaurin, Town Manager RE: Town Manager's Report DATE: December 17, 2002 I-70 Video Project With cost-sharing commitments now in place from the Colorado Department of Transportation ($165,000) and Vail Resorts ($10,000), I have authorized the Town of Vail's participation in the I-70 video project. Installation of the system, which includes the addition of 3 cameras atop Vail Pass and associated hardware, is scheduled to be completed in the next few weeks. The video will be operational on or before Jan. 1 on cable television (channel 19) in Vail and the Town of Vail web site. Our one-time capital investment from the town is $33,941, which will come from the Town Manager's contingency budget. During our last discussion, Council's direction was to obtain funding partners and to review our ability to sustain the operation on its own. I am pleased to report that with the help of our partner, Alpine Vista, we've developed acost-recovery plan that will not only pay for the monthly T-1 lines, but over time, will recover our initial capital investment. This revenue will be returned to the town through the sale of business sponsorship packages on Channel 19 (similar to the interior bus advertising contract with TIGA). Alpine Vista is also investing $15,000 in up-front costs to provide real-time weather capability as part of the system. I have attached a conservative business plan showing revenue and expense projections for the next 24 months and am comfortable with this public-private partnership approach. Once on line, this service will provide our residents and guests with important public safety tools that can be used to make informed travel decisions along the I-70 corridor. Vail Resorts Lionshead Development Submittal Vail Resorts has indicated it intends application to the Town of Vail Community Development Department in January of 2003 for their proposed development on Forest Road; West Day Lot, North Day Lot, and the Gondola &Sunbird sites. A major element of the core site submittal (Gondola &Sunbird) will be the redevelopment of the Lionshead streetscape. Vail Resorts is prepared to pay for the schematic design of the streetscape plan and an appropriate portion of the construction of the streetscape. However, we believe some additional design parameters need to be developed before they can effectively move forward in the development review process. Specifically, the following issues need to be addressed: 1. The Master Plan identifies "build to" lines for setbacks. Staff believes we should define these boundaries more precisely to ensure adequate emergency access, maintenance, and light and air. 2. The Master Plan identifies a public plaza north of the Sunbird Building. The Town should develop some additional parameters and instructions for designing and developing these spaces to ensure that they address the community's needs. 3. Provide additional instructions and guidelines for the streetscape design. Since Vail Resorts is prepared to move forward with the design of the Lionshead streetscape, we intend to engage a design consultant to: 1. Facilitate a public process to develop guidelines for the three above mentioned issues. This process would be brief, involving several public meetings over the next two months with Lionshead property owners and merchants. These meetings would be combined with information on Vail Resorts plans for redevelopment and discussing public improvements in Lionshead. 2. A product of these meeting would be the creation of a matrix similar to the Village streetscape process. It would also involve additional instructions and illustrations to provide guidance to Vail Resorts in moving forward with their design of the core project. It would also provide guidance for the Town in reviewing their applications for the "core" site. 3. The design consultants would act like other design consultants (Winston and Associates) in reviewing the development submittal to ensure compliance with the Lionshead Master Plan. We will be using Sherry Dorward and Wink Associates (who are working on the Village streetscape Project) for these consulting services. The maximum fee would be $60,000 for facilitating the public meetings and completing the tasks mentioned above. Vail Resorts has offered to pay for 50% of that design cost. The Town has money budgeted in the FY 2002 to fund our portion of these costs. We need to act on this issue immediately in order to meet with Lionshead homeowners over the Christmas holidays. The Town Council will approve the design matrix and instructions developed by the design team. The Council would also need to approve of the improvements proposed by Vail Resorts as part of the development review process. Please let me know if you have questions or need additional information on this matter. Revenue Discussion Follow UP Attached to this report, you will find a proposed schedule to address questions and areas of concern raised at your December 3~d work session. UPCOMING ITEMS: Work Session, January 7, 2003 Review Resolution #16, Series of 2002, adopting the Capital Project Fund 5 Year Budget Countywide Open Space Tax Discussion of Real Estate Transfer Tax (RETT) Evening Meeting, January 7, 2003 TOWN OF VAIL Office of the Town Manager 75 South Frontage Road Yail, Colorado 81657 970-479-2105/Faz 970-479-2157 Attached to this report, you will find a proposed schedule to address questions and areas of concern raised at your December 3rd work session. Tuesday, December 17, 2002 - Review the Summary of Major Changes in Operating Expenses, 2002 Budget to 2003 Pro- posal Tuesday, January 7 2003 Work Session (1-1/2 to 2 hours) - Review Resolution #16, Series of 2002, adopting the Capital Project Fund 5 Year Budget - Discussion of: 1) How much $ do we need? 2) What is our objective? 3) Should Council revise this resolution to more accurately reflect the town's needs for 2003 and the out years? 4) Property Tax election for November'03 - Countywide Open Space Tax 1) Total anticipated to be collected countwide = 2) Vail's contribution = 3) Request to county for reimbursement for Vail's acquisition of open space within the town 4) Request to county to assume responsibility for construction and maintenance of the town's trail's system - Discussion of Real Estate Transfer Tax (RETT) 1) Update on current efforts to change statewide legislation 2) Consideration of reallocation of RETT - If you change the use are you modifying the current tax or creating a new tax? 3) Consideration of RETT 5 Year Budget Tuesday January 21 2003 Work Session (1-1/2 to 2 hours) - Discussion of base compensation 1) What is the market? Who do we track? Why? 2) In the 80's and early 90's, Vail was a "premiere" payer 3) In the middle 90's, we adopted a policy of being a "competitive" payer, "matching" the market. - Executive Session -Personnel Matters (30 min.) Tuesday February 4, 2003 Work Session (1-1/2 to 2 hours) - Continued Revenue Discussion 1) Discussion of Resolution #16, 2002, 5 Year Capital Projects Budget 2) Follow up discussion re: RETT and the Countywide Open Space Tax 3) Discussion of a November'03 ballot issue to authorize a Use Tax 4) Discussion of an increase in the Lift Tax 5) Discussion of examples of jurisdiction cost-sharing delivery of emergency services outside the town's boundaries, i.e., Vail Pass, Dowd Junction (emergency response). Reimburse- ~~~ RECYCLED PAPER TM PROPOSED REVENUE/BUDGET DISCUSSION CALENDAR ment from the county/state could fund a third fire company. Tuesday, February 18, 2003 Work Session (1-1/2 to 2 hours) - Benefit Design 1) Do we track the same market as for base compensation? Why? 2) The town is currently a "competitive" payer Other items to be scheduled for discussion based on completion of the above items include: - A dedicated funding source in place for LionsHead redevelopment and the Front Door Project - Explore an incentive program and town lease renewal process that would keep storefronts occupied -Fee (no election required) vs. Tax (election required) - Determine on-going operational and capital costs that will be needed to support existing service levels into the future - Evaluate the potential for additional staff cuts and/or other efficiencies that could be imple- mented w/o impacting existing levels of service (bus schedules; on-call vans rather than established bus routes, etc.) - Village Streetscape/special district or other cost-sharing scenario - Greg's proposal to rebate a portion of the property tax based on retail volumes ChoiCeNet/II~r~~sZCARE "`~" Health Plans, Inc. ~~~ ~~ ...positively impacting the delivery of health care services CONFIDENTIAL PRELIMINARY INCOME AND EXPENSE PROJECTIONS FOR FIRST TWO YEARS OF I-70 VIDEO/VUEATHER SERVICE OPERATION CAPITAL INVESTMENTS TO BE RECOVERED Town of Vail: Alpine Vista Productions: $ 33,941 $15,000 (weather data facility) Any spares, service enhancements are to be pre-agreed with TOV. ANNUAL EXPENSES Year 1 -total expenses $ 47,400 Per month $1,800 3 each T-1 lines (may be less, exact costs tbd) $1,600 minimum two days maintenance per month $ 500 license fee for weather software/data $ 150 lightning stroke data for 4 months of the year Year 2 -total expenses $ 46,200 Per month $1,200 2 each T-1 lines (may be less, exact costs tbd) $1,600 minimum two days maintenance per month $1,000 license fee for weather software/data $ 150 lightning stroke data for 4 months of the year INCOME Income from sponsorships is based on estimated worst-case scenario. Quarters shown do not coincide with TOV's and were selected for seasonal overlap to optimize sponsorship revenue. Q1 = Feb-Apr Q2 =May-Jul Q3 = Aug-Oct Q4 = Nov-Jan Year 1 - $ 39,000 Quarter 1 Quarter 2 Quarter 3 Quarter 4 $ 9,000 $ 6,000 $ 9,000 $ 15,000 Year 2 - $ 63,000 Quarter 1 Quarter 2 Quarter 3 Quarter 4 $15,000 $ 9,000 $15,000 $ 24,000 Expect capital investment recovery to start late in Year 2 subject to any approved enhancements, such as additional camera locations or information services. x e: Cayw~ Tuesday December 10, 2002 Ms. Pam Brandmeyer Town of Vail 75 South Frontage Road Vail, CO 81657 Dear Pam: This past weekend we enjoyed an incredible few days of World Cup competition and festivities, and we'd like to thank you once again for your generous support. We sincerely hope that you and/or your guests had a wonderful time. Under Colorado blue skies the US Ski Team put in their best showing since Kitzubehel 1972 by placing three Americans in the Top 10 of the Men's Downhill and two top fifteen finishes in the Super-G. It certainly was as an exciting and successful event, as the Birds of Prey is irrefutably one of the most challenging Downhill/Super G courses in World Cup racing. Thanks again for your commitment to World Cup skiing and to the programs and projects of the Vail Valley Foundation. We look forward to seeing you at the 2003 Birds of Prey World Cup as well as the 2003 American Ski Classic in March and The Vail Valley Foundation's newest snowboard event The Session, taking place at Golden Peak on Vail Mountain January 16 - 18, 2003. Sincerely, ?~C~ Paul Chadwick Director of Corporate Marketing Claire Tha,.., Coordinator of Corporate Marketing .,~- ~, VAIL RESORTS" cis" srinar ~ ® ~ U~S