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
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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
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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