HomeMy WebLinkAbout2005-01-04 Support Documentation Town Council Work SessionI
TOWN COUNCIL
WORK SESSION AGENDA
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, C0~81657
12:30 A.M., TUESDAY, JANUARY 4, 2005
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. Bill Gibson ITEMITOPIC: Site Visit. Red Sandstone School/Gymnastics
Center. (30 min.)
2. George Ruther ITEMITOPIC: PEC/DRB Update. (10 min.)
3. Lorelei Donaldson ITEM/TOPIC: Commission on Special Events (CSE) Interviews.
(30 min.)
ACTION REQUESTED OF COUNCIL:
Appoint six applicants to the CSE; three members shall be
appointed for a one year term (through December, 2005) and
three members shall be appointed for two year terms each
(through December, 2006.
BACKGROUND RATIONALE:
Beginning January, 2005, the CSE shall consist of seven (7)
members to be appointed at large. Applicants must be residents
of the Town of Vail, own real property within the Town of Vail, own
a business in the Town of Vail, or be employed within the Town of
Vail.
The terms of three new members shall be for one year and the
terms for the other three new members shall be for two years.
The terms end on December 31, 2005 and December 31, 2006,
respectively. Thereafter, the Town Council shall annually appoint
CSE members to two-year terms every January.
Members of the CSE shall serve at the will of the Town Council.
The CSE shall support the Town Council's goals and objectives
and makes decisions in alignment with the Town Council's
marketing direction. The mission of the CSE is to support street
entertainment and special events for vitality, year-round fun,
sense of community and increased quality of experience for
guests and residents. The Functions and/or duties of CSE shall
include, but are not limited to: hiring and overseeing a director
and/or staff, as well as event producers and/or promoters;
creating, funding and seeking special events for the Town of Vail;
evaluating event applications and event success; submitting an
annual budget for operations and events; coordinating the
community calendar for special events; seeking out additional
funding for special events through sponsorships and donations;
evaluating and executing contracts for special events; and all
other functions as directed by the Town Council.
There are currently six vacancies CSE. The Town received nine
(9) applications for the vacancies. Four applicants are incumbent
members of the CSE (noted by asterisks below). The Council
needs to interview each applicant at the work session and then
appointment five applicants to the CSE at the evening meeting.
The applicants are as follows:
Ian Anderson*
Dave Chapin'`
Todd Gerhke
Mark Gordon
Lynnette Miscio
Steve Rosenthal'`
Joe Joyce
Richard tenBraak*
Heather Trub
I have also enclosed an attendance summary for the CSE for your
review.
RECOMMENDATION:
Appoint a total of six members to the CSE, 3 members for one
year terms and 3 members for two year terms each.
4. Pam Brandmeyer ITEMITOPIC: Review and approval to direct the Town Manager
Matt Mire to sign an Intergovernmental Agreement (IGA) between the Eagle
County School District (RE50J), Vail Recreation District (VRD),
and the Town of Vail (TOV) for the management and operation of
the Vail Gymnastics Center. (15 min.)
BACKGROUND RATIONALE: The VRD is prepared to start
classes on January 17, 2005, and an IGA has been prepared as it
affects VRD, RE50J, and the TOV. At this point although the
document has been shared with attorneys for both districts and
other personnel, as well as the town's insurance provider, CIRSA,
the town has received no feedback on the conditions outlined
within the IGA. Therefore, staff is looking for Council direction
regarding the content of the document. Assuming there is general
conceptual agreement from Council and assuming there are no
major issues from the other entities, staff is requesting Council
direct the Town Manager to sign this IGA with the VRD and
RE50J.
5. George Ruther ITEM/TOPIC: Informational presentation on the Town's adopted
processes for the establishment of a Special Development District.
(30 min.)
ACTION REQUESTED OF COUNCIL:
Listen to a brief presentation and engage in a discussion on the
topic.
BACKGROUND RATIONALE:
At the request of the Vail Town Council, the Community
Development Department has prepared a brief presentation on the
adopted processes for the establishment of a Special
Development District (SDD) in the Town of Vail. The purpose of
the presentation is to inform the Town Council and other
interested parties on the processes adopted by the Town of Vail
and outlined in the Town's. Municipal Code, for the establishment
of a Special Development District. The presentation will include
information on the purpose of Special Development Districts, the
review procedures for the establishment of a Special Development
District, regulatory requirements of a Special Development
District, and a summary of the Town's 37 established Special
Development Districts.
BACKGROUND RATIONALE:
At the request of the Vail Town Council, the Community
Development Department has prepared a brief presentation on
the adopted processes for the establishment of a Special
Development District (SDD) in the Town of Vail. The purpose of
the presentation is to inform the Town Council and other
interested parties on the processes adopted by the Town of Vail
and outlined in the Town's Municipal Code, for the establishment
of a Special Development District. The presentation will include
information on the purpose of Special Development Districts, the
review procedures for the establishment of a Special Development
District, regulatory requirements of a Special Development
District, and a summary of the Town's 37 established Special
Development Districts.
6. Bill Gibson ITEM/TOPIC: Request to proceed through the development review
process with a proposal to construct aschool/community garden on
Town of Vail property. (15 min.)
ACTION REQUESTED OF COUNCIL:
Approve, approve with modifications, or deny the applicant's request
to proceed through the development review process.
BACKGROUND RATIONALE:
It is the desire of Kate Cocchiarella, Kay Graybill, and Kathleen
Stephanoff to construct aschool/community garden located at the
Red Sandstone Elementary School (610 North Frontage Road West /
a portion of Tract C, Vail Potato Patch) adjacent to the existing
.~
playground and soccer field. This property is owned by the Town of
Vail and zoned Outdoor Recreation district. The proposed garden can
be allowed with the Planning and Environmental Commission's
approval of a conditional use permit fora "public parks and active
public outdoor recreation areas and uses, excluding buildings". The
Town Council serves the role of "property owner" for all Town of Vail
owned property. As the property owner, the Town Council must
consent to the applicants proceeding through the Town's development
review process.
STAFF RECOMMENDATION:
Should the Town Council support the concept of this proposal, the
Community Development Department recommends that the Town
Council approve this request to proceed through the development
review process. Please note that an approval of this request does
not constitute an explicit approval of the proposed improvements;
it only authorizes the applicants to proceed through the Town's
development review process.
8. ITEMITOPIC: Information Update. (10 min.)
9. TEMITOPIC: Matters from Mayor & Council. (10 min.)
10. ITEM/TOPIC: Executive Session. Personnel Matters. Pursuant
to C.R.S. 24-6-402 (4)(f)(i). (60 min.)
11. ITEM/TOPIC: Adjournment. (4:00 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 BEGIN AT 12 NOON, TUESDAY, JANUARY 18, 2005 IN THE VAIL TOWN
COUNCIL CHAMBERS.
Sign language interpretation available upon request with 24-hour notification. Please
call 479-2106 voice or 479-2356 TDD for information.
(f~ !:
1U7itw
MEMORANDUM
TO: Town Council
FROM: Lorelei Donaldson
DATE: December 29, 2004
SUBJECT: Appointment of Commission on Special Events Applicants
Beginning January, 2005, the CSE shall consist of seven (7) members to be appointed at large.
There are currently six vacancies on the CSE. Applicants must be.residents of the Town of Vail,
own real property within the Town of Vail, own a business in the Town of Vail, or be employed
within the Town of Vail.
The terms of three new members shall be for one year and the terms for the other three new
members shall be for two years. The terms end on December 31, 2005 and December 31,
2006, respectively. Thereafter, the Town Council shall annually appoint CSE members to two-
yearterms every January.
Members of the CSE shall serve at the will of the Town Council. The CSE shall support the
Town Council's goals and objectives and makes decisions in alignment with the Town Council's
marketing direction. The mission of the CSE is to support street entertainment and special
events for vitality, year-round fun, sense of community and increased quality of experience for
guests and residents. The Functions and/or duties of CSE shall include, but are not limited to:
hiring and overseeing a director and/or staff, as well as event producers and/or promoters;
creating, funding and seeking special events for the Town of Vail; evaluating event applications
and event success; submitting an annual budget for operations and events; coordinating the
community calendar for special events; seeking out additional funding for special events through
sponsorships and donations; evaluating and executing contracts for special events; and all other
functions as directed by the Town Council.
The Town received nine (9) applications for the vacancies. Four applicants are incumbent
members of the CSE (noted by asterisks below). The Council needs to interview each applicant
at the work session and then appointment six applicants to the CSE at the evening meeting.
The applicants are as follows:
Ian ,4nderson*
Dave Chapin'`
Todd Gerhke
Mark Gordon
Lynnette Miscio
Steve Rosenthal*
Joe Joyce
Richard tenBraak*
Heather Trub
I have also enclosed an attendance summary for the CSE for your review.
The Town Council needs to appoint a total of six members to the CSE, 3 members for one year
terms and 3 members for two year terms each.
December 29, 2004
Vail Town Council
75 South Frontage Road
Vail, Colorado 81657
Dear Council Members:
Well, in a little more than a year this is myfourth letter to you regarding the Commission on Special
Events. The first letter was to apply for the two-month remainder of a vacated CSE seat, the second
was to apply for afull-term seat and the third was to resign because of issues with the CSE ordinance.
I applaud your decision at the Dec. 7 council meeting to revise the CSE ordinance and allow community
members with experience and vested interest in special events to serve.
So, I am writing this letter to once again express my interest in serving on the Town of Vail Commission
on Special Events.
To review my qualifications, as Director of Communications for the Vail Valley Chamber & Tourism
Bureau (WCTB) for the past six years, I have gained an intimate knowledge of the event process
including planning, promotion and execution. From the Mountain Games to Vail America Days, from
Big Wheel to Oktoberfest, I have worked or volunteered for the bulk of Vail's major events. With this
experience, I have learned to recognize the elements of successful events.
I believe that a multitude of profitable and diverse events are a key component to the future success of
Vail. I believe the CSE can improve its capabilities in two specifics areas; coordinating and
communicating with the local business community, and integration with the marketing efforts of the Vail
Local Marketing District (LMD). If a fundamental objective of the CSE is to support events that entice
visitors to spend more money in Vail, the CSE needs to more effectively engage the business
community in event planning and execution. Secondly, there is still a need for greater integration
between the CSE and the LMD so their strategies can be more concurrent and complementary.
As an employee of the WCTB, I have close relationships with countless merchants in the Vail business
community. I can be a strong liaison between the CSE and local businesses. In addition, I have
worked closely with the Vail Local Marketing District for five years and can help to create greater
symmetry between Vail's events and Vail's marketing efforts.
I have lived in the Vail Valley for almost nine years and I have a vested interest in the future of our
community. I have extensive event experience and a strong commitment to the success of Vail.
Please consider me for a position on the Town of Vail Commission on Special Events.
Respectfully,
Ian Anderson
Director of Communications
Vail Valley Chamber $ Tourism Bureau
To Whom it may concern,
I am applying for the open position on the C.S.E. board. I have. been
involved with this board since its inception and currently serve as
chairperson. I believe this board has been a great benefit for the town and
would welcome the opportunity to serve again. I appreciate your
consideration and look forward to the personal interview on Jan. 4`h
Dave hapin
Lorelei Donaldson -VLMDAC &CSE ~,_ - ^ - _ ____ _____ ~~Page 1 _
From: "Todd Gehrke" <todd@rockymtncon.com>
To: <Ionaldson@vailgov.com>
Date: 12/13/2004 9:14:58 AM
Subject: VLMDAC &CSE
Good morning Lorelei,
I am writing to express an interest in both the Vail Local Marketing
District Advisory Council and the Commission on Special Events. I would
love to participate in both councils and help in any way I can. I currently
am the Director of Sales and Marketing for Rocky Mountain Connections
throughout the Vail Valley. We are a Destination Management Company that
specializes in group logistics and special events. RMC works throughout the
Valley directly with Hotels and bringing in corporate business and
association groups. My input and group knowledge would be very positive in
helping to strengthen business in the shoulder seasons.
RMC also works very hard to create Special Events in the Vail Valley that
are "over the top" and exceed the expectations of every guest.. I feel that
my understanding of such events and operations background would be very
beneficial as well. I am a resident of Vail and am very involved in current
organizations and town issues. Thanks so much for your time and I look
forward to participating.
Todd Gehrke
Sales Manager
Vail, Beaver Creek,& Bachelor Gulch
Rocky Mountain Connections .
970.766.0040-P
970:766.0060-F
<mailto:todd@rockymtncon.com> todd@rockymtncon.com
<http://www.rockymtncon.com> www.rockymtncon.com
mark e gordon
176$ alpine drive #~ ~, co 81657
97(}-47'9-2984 • rrru~kgoc<ion cl, oo.com
December 28, 2004
Vail Town Council
Attn.: Lorelei Donaldson, Town Clerk
75 S. Frontage Road
Vail, CO 81657
I am writing this letter to express my interest in becoming a member of the Town
of Vail's Commission on Special Events (CSE). As a full-time resident and
homeowner in Vail I feel it is my responsibility to help improve the quality of life
for my fellow residents, business owners and our guests. The CSE has the
unique ability to have a direct and timely impact on all of these constituents.
My professional background prepares me for this important position. I have a
decade of producing and directing business videos and live presentations. I
have also worked quite extensively in the Meeting/Conference Industry and I'm
aware of what it takes to produce a successful event. I have been a consultant
for live music venues and I've also been a lighting and sound technician for
bands and clubs.
Recreationally I always try to take advantage of the wonderful events put on in
the Town of Vail. While attending these events I discuss with my fellow
attendees what other types of events they would like to see in Vail. They have
given me many ideas and I look forward to working with the CSE and event
producers to expand the palette of Vail's events.
Thank you for your consideration. I look forward to further discussing how I can
contribute to the CSE.
Sincerely,
~.
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Mark Gordon
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& Homemade Ice Cream
To: Vail Town Council
C/O Lorelei Donaldson, Town Clerk
At: Town of Vail
75 South Frontage Rd.
Vail, CO 81657
From: Joseph Joyce
At: 1715-W Geneva Dr.
Vail, CO 81657
RE: Commission on Special Events
12/10/2004
Vail Town Council
I would like to submit my name for a position on the commission on special events. I feel my
back round of 30 years in the restaurant and hospitality business, {including 12 here in
the town of Vail }will give valuable insight into the selection, procurement and execution of
special events.
I am the current owner of the Vail Village Popcorn Wagon and Joe's Famous Deli
as well I am a home owner within the Town of Vail.
Sincerely,
Jo ph P. Joyce
I~rfo~~1~rLR€so~r
SUITES • CONDOMINIUMS • CONFERENCE CENTER • SPA
October 1, 2004
Town Clerk, Town of Vail
Attn: Lorelei Donaldson
75 South Frontage Road
Vail, Colorado 81657
RE: Commission on Special Events
Dear Mrs. Donaldson:
It is my understanding that the seat I presently hold on the board of the Commission on
Special Events is do to expire in December 2004.
It has been my pleasure to serve the Vail community this past year and a half. While we
have made great inroads in event selection, the permitting processing and coordinating
with other town entities, we still have more work to do.
At this time I would like to express my interest, and please consider this letter as my
application for reappointment to the Commission on Special Events board.
As a degreed hospitality professional, I feel that I add the needed diversity while
representing the desires of the hotel properties of Vail.
Thank you in advance to you and the Town of Vail Council member's for your time and
consideration.
Sincerely,
Richard tenBraak
Director of Marketing, Manor Vail Resort
595 East Vail Valley Drive
Vail, Colorado 81658
Phone: (970) 476-5000
Fax: (970) 476-0802
E-mail: rtenbraak(a~manorvail.com
970-476-5000 • 800-950-NAIL • 970-476-4982 Fax • 970-476-0802 GROUP SALTS FAX • www.manorvail.com
S9S E. NAIL VALLEY DRIV@, NAIL, COLORADO 81657
PREMIER RESORTS
.~.6.., yo., 6./,.y
December 29, 2004
Dear Members of the Vail Town Council:
My name is Heather Trub and I am writing to express my interest in a position serving on the
Town of Vail, Commission on Special Events. I am currently the Production Manager for Rocky
Mountain Media, publishers of VaiUBeaver Creek Magazine and Rocky Mountain Golf
Magazine; therefore, I am very in tune with our area's special events and activities. I am
confident that my presence on the Commission would lend a great sense of connection to the
events as they unfold from week-to-week, month-to-month and season-to-season.
My time spent in the Roaring Fork Valley and now the Vail Valley has allowed me to grasp a
clear vision of what a mountain community both requires and desires in the way of promotional
events as well as their competitive nature.
My experience in .special events has allowed me the opportunity to plan, coordinate and produce
events for Verizon Wireless, Daimler Chrysler, Jose Cuervo, Corona Beer and Modelo Especial.
These were, but not limited to; live, televised events in large and small markets, including; New
York, Miami, Los Angeles, Las Vegas and venues throughout Mexico.
I am confident in my ability to visualize and forecast budgetary issues to ensure the success of an
event, allowing for the maximum return on investment. My experience will compliment both the
members of the Commission of Special Events, as well as the promoters and producers that
currently contribute to these events.
Lastly,.I would. like. to be a member_of the -Commission on Special Events so that I can contribute-
my time and experience to help promote Vail and to become more involved in the community I
call home. I have attached a resume with relevant experience to the Commission. Thank you for
your consideration.
Sincerely,
Heather Trub
160 West Beaver Creek Blvd., Suite C-102 P.O. Box 1397 Avon, CO 81620
Phone:970-476-6600 Fax:970-845-0069
Heather M. Trub
2958 S. Frontage Road Unit B-1, Vail, CO 81657
Phone: 970.309.5205, email: hmt(a~vail.net
RELEVANT EXPERIENCE
Rocky Mountain Media, LLC
Publishers of Vail Beaver Creek Magazine & Rocky Mountain Golf
08.2004 -Present Production Manager Avon, CO
- Monitor the cohesive flow of all departments including Graphics, Production,
Editorial and Data Entry.
- Manage sales .team on all marketing and promotional campaigns to expose
company in local and national markets.
- Work in conjunction with internal departments to create and enforce all
production schedules and to ensure all projects are complete within the
specified time frames.
- Act as primary liaison between Rocky Mountain Media and all clients, as well
as vendors, outside agencies and prospective clients.
- Manage all project budgets & events to promote the publications locally &
nationally.
David Marlow Studios
08.2003108.2004 Advertising Director Aspen, CO
- Organized and produced special event promotions and public relation efforts to
aid in the overall development of individual accounts:
- Managed all marketing and business development.
- Coordinated all advertising jobs including full production of photo shoots,
commercials and direct mail campaigns.
- Approved and enforced all project budgets and schedules:
- Responsible for the direct interaction and project execution with all outside
vendors.
- Planned and facilitated all marketing plans and project budgets for clients in
local, regional and national markets.
--- .
Global lice
05 2002/08.2003 Production Manager San Antonio, TX
- Managed and monitored the general workflaw of Production and Traffic for the
San Antonio office for leading accounts including DaimlerChrysler, Verizon
Wireless, Jose Cuervo, IRS, Blue Cross Blue Shield, Corona Extra, Modelo
Especial & others.
- Worked in conjunction with general market agencies to produce public relations
and multi-cultural marketing campaigns in the United States, Latin and Central
America.
- Organized, researched and produced special event promotions to aid in the
overall development of individual accounts.
- Produced all advertising campaigns including full production of photo shoots,
special events and commercials.
- Developed and enforced all production budgets and production schedules.
AD Ideas, Inc.
09 1999/05 2002 Associate Production Director San Antonio, TX
- Managed business development team on all marketing and promotional
campaigns to expose company in local and national markets.
- Acted as primary Liaison between AD Ideas and all clients, as well as vendors,
independent publishers and prospective clients.
Brann RMG
06 1997/081999 Traffic Manager Richmond, VA
- Executed the successful completion of all phases within marketing campaigns
for company's largest clients, Liberty Mutual Insurance, Hanes and Reebok.
- Additional client base includes Southwestern Bell Corporation, Southern New
England Telephone Company, Cellular One, Capitol One, Hanes and Reebok.
CSE MEETING ATTENDANCE RECO RD: 2002/2003
-
_ __ _
~ ~ ) -, ,
- - ---
NAME:I
j - ---
Devon{
Alvarez -
Dave
Chapin~ i
Bill
Jewitt; __I
Stevej
Rosenthal Rick
Scalpello Packy
Walker Richard
tenBraak Stephen
Connelly _
~
Ian And_erson_
___,___
Appointed: June-02 _
June_02i June-02 , June-02 June-02' June-02 April-03 _
~ NNovember-03 November-03
_ At=large ~ -? ~
TERM:
____ ~ Retail)
6/02-12/03]
~ Restaurant'
6/02-12/04
Council Rep Retail
6/02-12/04,
j At large/
6/02-12/031 Lodging
6/02-12/04 Lodging'
4/03-12/04 At-Large Retatl
12/03-12/05 At large 12/03-
_ 12/05
~ CURRENT
I I
STATUS: RESIGNED Chairman Chairman RESIGNED RESIGNED
I
_ ~ __ 08/03I 12/03-12/04+ 7/02-10/031 CURRENT _ 09/03 02/03 CURRENT CURRENT CURRENT
MEETING DATES: _
,
--
~
- _
X _ _
-Jul-02
9 r X ~ X X X X
_
_
~
13-Aug-02 X
~ X X X X X _l _
_
__
__ _ 10-Sep=02 j _
_
A I X __
' X X X )
~ _A ~
_ 24-Sep-02 _ A j X X X X X
15-Oct-02 _ X__
~ X~ X ~ X X X I
__
__ 29-Oct-02
~ X ~ X X X I X X I
_ 13-Nov-02
~ 14-Nov-02 A_
A ~ ;
X j X
X~ X-_-
I
-A ~--X_
X ~ X
X _ ~_
__
14-Nov-02, w/VMAC _
A _,
X
X _~ _
X ~
- _
X I
_ X
_ _ __
_ ___
___ 10-Dec-02-~ X ~ ~X_ X ~ X
~ X A I _ _
_ 17-Dec-02 i ___ X 1 X X X X X _
~
an-03
21-J j X ~ A X X j X ~ X I
_
_
18~Feb-0
3 A
~ ~ ' X ~_ A X_ X I, RESIGNED _
_ _________
_
_
18-Mar-031 __
X X
) jX X ~ X ) _
___ __
__ 15-Apr-03 _ _
_
X____ _
X X _
X~ X X ~ _ _
16-Jun-03 ~
X X I X X X X_
_ 19-Aug-0~3
26-Aug-03 _
A
; A~ X _
X 1 X
~ X _
A~
X __
X
X ; L^A
I X
,_
_
__ _ 21-Oct-0~3 R ESIGNED I X __ X_ X i RESIGNED X _
_ __ 18-Nov-03
2-Dec-03 I
__ _
)
~ X
~ X NOT RE-
ELECTED
X_~
X
I
X
X~
I X
X~
X _
__X
16-Dec-03 _
1 X ~ X _
i i , X i X 1 X
CSE i~iEE°~INO A DEN®ANCE RECORD: 2004
~ ~ ~
-
~J ----
NAME:I Dave
Ch
in Steve Richard) Stephen
] R
nth
l) t
B
k' C
ll ' Ian
A
d
ap ose
a
en
raa
onne
y
~- n
erson
Appointed:; Jun-02 ~ Jun-02 Apr-03
Nov-03 Nov-03
---- !
I Restaurant ~ ~ Af-targe
Retail
Lod
in
! R
t
il ~
At l
TERM:
j 6/02-12/04 .
g
g
e
a
1 6/02-12/04f 4/03-12/041 12/03-12/05 arge
12/03-12/05
___
STATUS: CURRENT ' ': RESIGNED
Chairman
--+-- CURRENTf CURRENT CURRENT
-~- 10/12/04
MEETING DATES: ~ I
- i ~
, _-~
_
20-Jane _ x T x~ x~ x~ x
__ 17-Feb] ______xl
~ x' x~ x,
~ x
16-Mar! x absent
x __ absent
-
z _ x
20-Apr; x
- ~
xl excusedi
, x
- 18-May] _ xl
22-J_unT x, x~ x~ -- x
x, x~ absent ~J x
_ x
27-Jul) x!
24-Aug _ x,
_ _28-Seppp~ x x. x! x
x~ x xl
z~ x~ xx
- x
x
x
VLMDAC/CSE 14-Oct ~ x xj ~
x! x
20-Oct i x~ x, x~ x
-- _- 26-Oct _ x
_ _ 23-Novi- ~ _ xi x~ k:
xl xj x
28-Decd Meetin Cancelled.
P
FIRST DRAFT 12/30/04
JOINT USE AGREEMENT BETWEEN THE TOWN OF VAIL, EAGLE
COUNTY SCHOOL DISTRICT RE-50J AND VAIL RECREATION DISTRICT
FOR THE VAIL GYMNASTICS CENTER
1. PARTIES. The parties to this Agreement are the TOWN OF VAII,, a
Colorado municipal corporation (Town); EAGLE COUNTY SCHOOL DISTRICT
RE-SOJ (School District); and VAIL PARKS AND RECREATION DISTRICT d.b.a.
VAIL RECREATION DISTRICT (VRD), a Colorado quasi-municipal corporation
(Recreation District). The Town and the Recreation District may, from time to time, be
collectively referred to as TOV/VRD.
2. RECITALS AND PURPOSE. This Agreement is for the construction and
use of a 8,742 square foot gymnastics center, owned by the Town of Vail, and located at
545 N. Frontage Road, a portion of Lot 8A, Block 2, VaiUPotato Patch. The gymnastic
center will be constructed adjacent and to the east of the Red Sandstone Elementary
School (School). The main level, at 5,570 square feet, has an entry foyer/reception desk,
administrative offices, restroom/changing rooms, and a 1,200 squaze foot multi-purpose
room to be used for dance, yoga, martial arts, and other activities. The upper level will
be the gymnastics area. The primary intent of the center is to provide gymnastic training
for residents of Eagle County, while also providing additional recreational uses for the
elementary school and the community at large. Accordingly, in consideration of the
mutual promises set forth in this Agreement, the parties covenant and agree to the terms
and conditions set forth in the following paragraphs.
3. TERM. This Agreement shall become effective retroactive to June 1, 2004
upon its execution by tiie parties' authorized representatives; thereafter, this Agreement
shall remain in full force and effect through December 31, 2015. This Agreement will
automatically renew for successive 10-year terms unless any party shall give written
notice at least one yeaz in advance of its intention to terminate this Agreement.
4. AREAS INVOLVED. A graphic representation of the gymnastics center is
attached as EXHIBIT A. Upon completion of construction, the Town will cause a metes
and bounds survey of the "as built" gymnastics center to be prepazed and such survey will
be attached to this Agreement_as EXHIBIT_A-1. ___. __ _ _ _ _ _.
4.1 School DistrictJVail Recreation District Joint Use. Subject to the
terms of this Agreement, the following areas/rooms located within the Vail
Gymnastics Center shall be used jointly by the above parties: main level multi-
purpose room, restroom/changing areas, upper level gymnastics area.
4.2 Exclusive Use. The following areas are to be used exclusively by the
Recreation District: the main reception work area, administrative offices, and all
storage closets/areas located in the building.
4.3 The Recreation District will maintain control over the building.
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FIRST DRAFT 12/30/04 `
4.4 Parking Lot. The parking spaces will be designated as follows:
a• The spaces directly in front (to the immediate south) of the Vail
Gymnastics Center will be signed as Vail Gymnastic Center Parking only at all
times. The northwest space in this row will be designated handicap and will be
jointly used by the Vail Gymnastic Center and Red Sandstone Elementary School.
b• The spaces across from the Vail G
be signed School Staff Parking Monday - Frida Oamcs 5 ~~ t m(faGsouth) will
Saturday - Sunday 7:00 am - 5:00 pm. y, ~ ymnastics,
c. The middle bench parking will be signed School Staff Parking
Monday -Friday, 7:OOam - S:OOpm.
d• The lower parking spaces adjacent to the N. Frontage Road, will be
signed SchooUGymnastic Center Parking, Monday -Friday, 7:OOam - S:OOpm.
5. CONST1tUCTION. The Town is responsible for obtaining all necessary Town
of Vail permits for the approval and construction of the Vail Gymnastics Center. The
Town will oversee and manage construction of the Vail G
contracts let to outside construction companies for construction of the VaileG including
Center. The Town will pay all capital costs of design and construction. The Town will
be reimbursed as follows: Eagle River Water & Sewer $380,000; Vail Resorts $250,000;
Eagle County School District $150;000 (building) $65,000 (parking lot improvements).
The Vail Recreation District will commit $400,000, to be paid in ten (10) equal annual
installments of $40,000, which is due and payable the first day of each calendar year.
Additionally, the Vail Recreation District will contribute .$500/month from revenues
collected, beginning January 1, 2005, to a capital maintenance fund to help offset the cost
of major repairs in the future. This fund will be administered by the Town of Vail.
6. SCHEDULING, The parties agree that the following provisions shall govern
scheduling of activities within the Gymnastics Center:
6.1 The School District shall. use. the multi-purpose room and/or the-- - -
gymnastics area, while school is in session, Manday through Friday, 11:30am -
1:30pm. Before using the gymnastics area and associated equipment, authorized
School District employees must attend a mandatory training sessian with the Vail
Recreation District on proper use and care of the equipment and building.
6.2 For safety reasons, the School District must adhere to a 10:1
studendteacher ratio when using the facilities at the Vail Gymnastics Center.
6.3 The VRD Gymnastics Manager is in charge of scheduling the use of the
ti`ai1 Gyp-nnastics renter.
FIltST DRAFT 12/30/04
6.4 The principal will notify the Vail Recreation District at least fifteen days
in advance of a special school activity. The VRD Gymnastics Manager will make
every effort to accommodate the request, without disrupting previously scheduled
VRD programs and events.
6.5 The parties agree to use activity calendars to identify and coordinate all
special programming and to develop a communications system to ensure all
parties are kept promptly advised of scheduled events.
6.6 Subject to the provisions of this Agreement, the parties agree to consult in
good faith concerning scheduling disputes. In the event the parties are not able to
resolve such disputes among themselves, they agree to submit any unresolved
disputes to mediation pursuant to paragraph 13 below.
7. MAINTENANCE RESPONSIBILITY. The Vail Recreation District shall be
principally responsible for taking good care of the Vail Gymnastics Center and the
fixtures and improvements therein including without limitation, doors, windows, heating
systems, plumbing, pipes, electrical, painting, flooring, hardware, elevator, and at its sole
cost and expense, perform maintenance and repairs, restorations, or replacements as and
when needed to preserve them in good working order and first class condition. The
Recreation District's obligation for repair and maintenance shall include all interior,
exterior, nonstrsctural, ordinary and extraordinary, and unforeseen and foreseen repair.
7.1 The Recreation District is responsible for custodial services to maintain
the cleanliness and appearance of the Vail Gymnastic Center.
7.2 ~ The Recreation District is responsible for maintenance for all shrubs, trees,
and landscaping associated with the Vail Gymnastic Center. The irrigation lines
shall be maintained by Recreation District employees and annually winterized.
7.3 The Town will remove snow from the parking spaces, the ramp walkway
and upper playground area, the lower sidewalk adjacent to the Frontage Road, and
the access road to the School and the Gymnastics Center on a priority basis in
order to ensure these areas are cleared at least one-half hour prior to the time the
first school bus is scheduled to arrive. The Recreation District will remove snow
from the sidewalk and stairs in front of the Gymnastics Center. The School's
custodial and maintenance staff will be responsible for removal of snow in all
other locations.
7.4 The Recreation District and the School's custodial and maintenance staff
will be responsible for litter, trash, and general clean-up on the School and
Gymnastics Center grounds., The Recreation District will be responsible for trash
removal services at the Gymnastics Center.
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FIRST DRAFT 12/30/04 4`
7.5 On an annual basis, the Recreation District will hire an outside,
qualified company to inspect and test the fire suppression systems, to include
alarms, smoke detectors, sprinklers, and fire extinguishers. A copy of the
inspection reports will be sent to the Town of Vail Facility Manager.
7.6 Om an annual basis, the Recreation District will hire an outside, qualified
company to inspect and service the building's heating systems and associated
components to ensure proper working condition. A copy of the work performed
will be sent to the Town of Vail Facility Manager.
7.7 The Recreation District shall annually inspect and test the backflow
prevention devices and provide documentation to the Facility Mgr.
7.8 The Recreation District will obtain a service maintenance agreement from
an outside, qualified elevator company, to continually service and inspect the
building's elevator and system components.
7.9 On an annual basis, the Facility Manager and a representative from
Colorado Intergovernmental Risk Agency (CIRSA) or the Town's current
insurance carrier will perform a thorough inspection of all interior and exterior
components associated with the Vail Gymnastics Center. The Facility Manager
will provide the Recreation District with a written report of the inspection, and if
applicable, a listing of required maintenance necessary or desirable for the safety, , ,
i?rprovement, or preservation of the premises. The work is to be scheduled and
funded by the Recreation District within thirty (30) days of receipt of report.
7.10 The Recreation District shall make no major alterations or additions to the
Gymnastics Center without the Town's prior written consent. All such work shall
be performed in a good and workmanlike manner and all alterations and/or
~,_,..
additions upon the premises shall, upon termination of this Agreement unless
otherwise agreed at the time the Town's consent is obtained or unless the Town
requests. removal, thereof,. become. the. property of the Town. The- Recreation
District may make minor improvements to the Gymnastics Center in order to
better serve the citizens and guests without written approval.
8. FUTURE IMPROVEMENTS. The Town shall be responsible for all capital
improvements including replacement of structural and non-structural components such as
would be depreciable pursuant to the federal tax rules and regulations. The capital
maintenance fund outlined in paragraph five shall be used for this purpose. The Town
shall not be responsible for the replacement of any equipment or building components
damaged by the willful acts or negligence of the District.
9. UTILITIES. The Recreation District shall pay all charges for gas, electricity,
light, heat, power, cable, telephone, or other communications services used, rendered, or
4
FIRST DRAFT 12/30/04
supplied upon or in connection with said premises, and shall indemnify the Town against
any liability or damages on account of such charges. All utility accounts set up for
construction purposes will be transferred to the Recreation District upon issuance of the
Temporary Certificate of Occupancy for the Gymnastics Center.
10. LIABILITY MATTERS. The following subparagraphs relate to activities of
the parties pursuant to the terms of this Agreement:
10.1 The School District, and its officers, directors, agents and employees shall
not be deemed to assume any liability for the intentional or negligent acts, errors
or omissions of the Town or the Recreation District or any of their officers,
directors, agents and employees. Likewise, the Town and the Recreation District,
and their officers, directors, agents and employees shall not be deemed to assume
any liability for any intentional or negligent acts, errors or omissions of the
School District, or its officers, directors, agents or employees.
10.2 The School District agrees to indemnify, defend, and hold harmless, to the
extent permitted by law, the Town and the Recreation District and their respective
officers, directors, agents and employees of and from any and all losses, costs,
damages, injuries, liabilities, claims, liens, demands, actions, and causes of action
whatsoever arising out of or related to the School District's intentional or
negligent acts, errors, or omissions, or that of the School District's officers,
directors, agents and employees, whether contractual or otherwise. Likewise, the
Town and the Recreation District agree to indemnify, defend, and hold harmless,
to the extent permitted by law, the School District and its officers, directors,
agents and employees of and from any and all losses, costs, damages, injuries,
liabilities, claims, liens, demands, actions, and causes of action whatsoever arising
out of or related to the Town's or the Recreation District's intentional or negligent
acts, errors, or omissions, or that of their officers, directors; agents and
employees, whether contractual or otherwise.
11: INSURANCE. The School District, the Recreation District, and the Town
shall each provide its own public liability, and errors and omissions insurance policies
sufficient. to--ensure-against liability;-claims; and demands- or any other potential liability
arising under this Agreement. Further, the School District, the Recreation District, and
the Town shall each name, subject to the approval of the other parties' insurance carriers,
the other parties as additional insureds under such insurance policies to the extent of any
potential liability arising under this Agreement and, upon reasonable written request,
shall furnish evidence of the same to the other respective party. In any event, each party
respectively shall procure and maintain the minimum in insurance coverages Iisted
below.
11.1 Worker's Compensation insurance to cover obligations imposed by
applicable laws for any employee engaged in the performance of work under this
Agreement.
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FIRST DRAFT 12/30/04 ~'
11.2 General Liability insurance with minimum combined single limits of
$1,000,000 for each occurrence and $2,000,000 in the aggregate. The policy shall
be applicable to all premises and operations. and. shall include coverage for bodily
injury, broad form property damage, personal injury, blanket contractual,
products, and completed operations.
11.3 The School District shall provide property damage as it deems necessary
11.4 Failure of any party to this Agreement to maintain policies providing the
required coverages shall constitute a material breach of this Agreement, upon
which the non-breaching party or parties may immediately terminate this
Agreement.
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All coverages shall be continuously maintained to cover all liability claims, demands, and
obligations assumed by the parties hereto. In the case of any claims-made policy, the
necessary retroactive dates and extended reporting periods shall be pros;ured to maintain
such continuous coverage.
12. CONSULTATION. The parties acknowledge that, over the term of this
Agreement, issues may arise concerning implementation of this Agreement which the
parties have not now contemplated. Recognizing that a high degree of cooperation
between the parties is necessary and desirable, the parties agree to consult with each other
from time to time concerning implementation of this Agreement and fizrther agree that
their respective representatives will meet to conduct such consultation upon ten days
written request given by one party to the other parties. In addition, each party shall, from
time to time, designate in writing that party's contact person for all matters involving the
administration of this Agreement.
13. DISPUTE RESOLUTION. If, following the consultation required above and
good faith efforts on the part of all parties to resolve any disputes regazding the
Agreement, a dispute still,exists, the,parties agree, to submit such dispute to non-binding
mediation. If the parties fail to reach a settlement of their dispute within 30 days after the
earliest date upon which one of the parties has notified the other party of its desire to
attempt _ to resolve the__dispute, then the dispute shall- be promptly- submitted- to-non=
binding mediation by a single mediator provided by the Judicial Arbiter Group (JAG) of
Denver, Colorado, any successor of JAG, or any similar .mediation provider who can
furnish a former judge to conduct such mediation if JAG or JAG's successor is no longer
in existence. If, following such mediation, the parties dispute still exists, the parties shall
have the right to pursue any other remedies under Colorado Law.
14. ASSIGNMENT. This Agreement shall not be assigned or delegated except
with the prior written consent of the parties.
15. RESPONSIBILITY FOR DAMAGES. The Town and the School District
shall be responsible for any damage done to the Gymnastics Center or its facilities during
usage of the facilities by the Town and the School District. Repairs or replacements shall
FIRST DRAFT 12/30/04
be paid for by the Town and the School District as approved by the Town, the Recreation
District and the School District.
.. _ _.
16. DAMAGE TO OR DESTRUCTION OF PREMISES. If any of the premises
are damaged by fire, gradual decay from natural causes, or any other cause so that they
may not be used for the purpose for which they were intended and the repair or
replacement of such premises shall require substantial cost, the Town may elect not to
repair such damage and this Agreement shall' automatically terminate.as it relates to said
damaged or destroyed premises effective as of the giving of notice by the Town of such
election. Upon the Town electing not to repair such damage, the District shall have the
option of making the necessary repairs or replacements of the damaged premises at their
expense and this Agreement shall then remain in affect.
17. SURRENDER OF PREMISES. Upon the expiration or other termination of
this Agreement, the Recreation District shall promptly quit and surrender to the Town the
premises in good order and first class condition, ordinary wear excepted.
1$. COMPLIANCE WITH ALL LAWS AND REGULATIONS. The parties
agree not to use or permit the premises to be used for any purpose or in any fashion
prohibited by the laws of the United States, or the State of Colorado, or the ordinances or
regulations of the Town including the Town's no smoking ordinance, Ordinance No. 11,
Series of 1988.
19. SECURITY. The Town and the School District shall have full responsibility for
securing the Gymnastics Center upon completion of each sessions usage.. The Recreation
District's Gymnastics Manager will be responsible for issuing keys to Town and School
District supervisors.
20. NOTICES. Any notice required or permitted by this Agreement shall be in
writing and shall be deemed to have been sufficiently given for all purposes if sent by
certified or registered mail,. postage, acid fees prepaid, addressed to• the party to whom
such notice is intended to be given at the address set forth on the signature page below, or
at such other address as has been previously furnished in writing to the other party or
parties._ Such notice shall be deemed to have been given when deposited in the U.S.1VIai1
21. EXHIBITS. All exhibits referred to in this Agreement are, by reference,
incorporated in this Agreement for all purposes.
22. PARAGRAPH CAPTIONS. The captions of the paragraphs are set forth
only for convenience and reference, and are not intended in any way to define, limit, or
describe the scope or intent of this Agreement.
23.. ADDITIONAL DOCUMENTS OR ACTION. The pai~ies agree to executz
any additional documents and to take any additional action necessary to carry out this
Agreement.
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FIRST DRAFT 12/30/04
24. INTEGRATION AND AMENDMENT. This Agreement represents the entire
agreement between the parties and there are no oral or collateral agreements or
understandings. This Agreement may be amended only by an instrument in writing
signed by the parties.
25. DEFAULT AND TERMINATION. All terms and conditions of this
Agreement are considered material. In the event that any of the parties default in the
performance of any of the covenants or agreements to be kept, done, or performed by and
under the requirements of this Agreement, anon-defaulting party shall give the defaulting
party 20 days written notice of such default and if the defaulting party fails, neglects, or
refuses for a period of more than 20 days thereafter to make good or perform the default,
the non-defaulting party without further notice may, in addition to any other remedies
available to it, terminate all rights and privileges granted in this Agreement and the
Agreement shall be of no further force or effect. Notwithstanding the foregoing, should
the Recreation District default in the performance of any of the covenants or agreements
to be kept, done, or performed by and under the requirements of this Agreement while the
Recreation Management Agreement is in effect between the Recreation District and the
Town, the Town shall be given notice of the default simultaneously with the Recreation
District. Should the Recreation District fail to cure the default within the 20 days so
provided, the Town shall be given written notice of such failure by the School District
and the Town shall have 10 days from the date of such notice to cure the default. If the
Town fails, neglects, or refuses for a period of more than 10 days thereafter to make good
or perform the default, the School District without notice, may, in addition to any other
remedies available to it, terminate all rights and privileges granted in this Agreement and
this Agreement shall be of no further force or effect. If anon-defaulting party elects to
treat this Agreement as being in full force and effect, such non-defaulting party shall have
the right to an action for specific performance or damages or both.
26. WAIVER OF BREACH. The, waiver by any party to -this Agreement of a '
breach of any term or provision of this Agreement shall not operate or be construed as a
waiver of any subsequent breach by any party.
27. BINDING EFFECT. This Agreement shall ensure to the ,benefit of, and be
binding upon, the parties, and their respective legal representatives, successors, and
assigns; provided, however, that nothing in this paragraph shall be construed to permit
the assignment of this Agreement except as otherwise specifically authorized in this
Agreement.
28. GOVERNING LAW. This Agreement shall be governed by the laws of
Colorado.
29. SEVERABILITY. If any provision of this Agreement is declared by a court of
competent jurisdiction to be invalid, void or unenforceable, such provision shall be
deemed to be severable, and all other provisions of this Agreement shall remain fully
i
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FI1tST DRAFT 12/30/04
enforceable, and this Agreement shall be interpreted in all respects as if such provision
were omitted.
30. AUTHORITY TO ENTER AGREEMENT. The parties have represented
to each other that each possesses the legal authority to enter into this Agreement. In the
event that a court of competent jurisdiction determines that any of the parties did not
possess the legal authority to enter into this Agreement, then this Agreement shall be
considered null and void as of the date of such determination.
31. THIRD PARTY ACTIONS. This Agreement shall not be deemed to
confer or to grant to any third party any right to claim damages or bring a legal action of
claim against any party to this Agreement because of any breach hereof or because of any
covenant, condition or provision contained in this Agreement.
32. DATED. 2005 effective June 1, 2004.
EAGLE COUNTY SCHOOL DISTRICT RE50J,
A Colorado public school district
BY
President, Board of Education
P.O. Box 740
Eagle, CO 81631
970-328-6321
970-328-1024 (fax)
- .r.,, .~. ATTEST: . .
Secretary
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F]RST DRAFT 12/30/04 ~`'
TOWN OF VAIL, a Colorado municipal corporation
BY
Town Manager
75 S. Frontage Rd.
Vail, CO 81657
970-479-2107
970-479-2157 (fax)
ATTEST:
Town Clerk
VAIL PARKS AND RECREATION DISTRICT
a Colorado quasi-governmental corporation
_ BY
Executive Director
700 S. Frontage Rd. E.
_ _ _ _Vail, CO 81657 _ _ _
970-479-2279
970-479-2.197 (fax)
ATTEST:
Secretary
10
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MEMORANDUM
TO: Town Council
FROM: Community Development Department
DATE: January 4, 2005
SUBJECT: A request to proceed through the Town of Vail development review
process for the proposed construction of a community garden on Town of
Vail property, located at the Red Sandstone Elementary School, 610
North Frontage Road West / a portion of Tract C, Vail Potato Patch.
Applicant: Kate Cocchiarella, Kay Graybill, and Kathleen Stephanoff
Planner: Bill Gibson
SUBJECT PROPERTY
The subject property is the Red Sandstone Elementary School, 610 North Frontage
Road West / a portion of Tract C, Vail Potato Patch. The property is zoned Outdoor
Recreation District.
II. BACKGROUND AND DESCRIPTION OF THE REQUEST
It is the desire of the applicants to construct a community garden located at the Red
Sandstone Elementary School (610 North Frontage Road West / a portion of Tract C, Vail
Potato Patch). The Town Council serves the role of "property owner" for all Town of Vail
owned property. As the property owner, the Town Council must consent to the applicants
proceeding through the Town's development review process. The applicants' letter of
request has been attached for reference.
III. STAFF RECOMMENDATION
Should the Town Council support the concept of this proposal, the Community
Development Department recommends that the Town Council approve this request to
proceed through the development review process. Please note that an approval of this
request does not constitute an explicit approval of the proposed improvements; it only
authorizes the applicants to proceed through the Town's development review process.
IV. ATTACHMENTS
Attachment A: Applicants' letter of request
Attachment B: Site photos
Attachment: A
E.A.R.T.H.
Red Sandstone School Community Garden Project
Dear Vail Town Council Members,
We would like to request a place on the Town Council agenda in
order to propose the creation of a School Community Garden located
west of Red Sandstone School. The garden would be located on Town of
Vail land and we would like permission from the council as the land
owner to proceed with the Design and Review process to see if the project
is feasible. Thank you for your time and consideration.
Sincerely,
' ~ C ~ J ° G'
Kate Cocchiarella
Kay Graybill,
Kathleen Stephanoff
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4
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E.A.R.T.H. -Environmental Awareness Reaches The Home
Our mission is to help sustain a culture honoring diversity,
celebrating community and respecting our fragile earth and all its
beings.
A proposal for
E.A.R.T.H. Red Sandstone Community Garden
The garden would be an academic resource. Curriculum will be
developed that will allow the standards taught in the classroom to have
real life application. Reading, writing, math, science, and social studies
can all be taught and reinforced through a garden based curriculum.
Gardens that have been established in other locations have shown
improvement in student achievement.
A community garden at Red Sandstone Elementary School would be
beneficial in many ways, it would:
^ foster environmental stewardship in our young citizens
^ promote awareness of where our food comes from and of the link
between a healthy environment and a healthy body
^ increase community interconnectedness by sharing a common
resource
^ establish an innovative educational tool that would increase student
achievement
^ teach a sense of place through the growing of native plants and
establishing a deep connection to our mountain environment
The children.would participate in many activities; such as: ~ ~ ,
^ preparing soil and learning about necessary soil nutrients
^ planting, tending, and harvesting crops
^ preparing meals and learning about nutrition
^ composting scraps
This experience exposes children to food production, ecology and
nutrition. It also fosters an appreciation of meaningful work and fresh,
natural food.
This garden would be available to many programs already in existence,
for example:
Vail Recreation District Summer Youth Program, Gore Range Natural
Science School, Vail Nature Center, Home School F,a~milies, Eagle County
School District Schools
START UP COSTS
1) proposal costs- architect and engineer - _ .
2) building materials -railings, fencing and gates, soil, compost, rocks,
lumber
3) labor
4) tools
5) irrigation
6) sheds
7) curriculum development
$50,000
YEARLY /ONGOING COSTS
1) maintenance
2) fertilizer
3) seeds and tools
4) water
5) insurance
6) irrigation repair and parts ($50 /year max)
7) educational materials /copies and books
$1,000 per year -insurance not factored in
FUNDING -project would ber~self- funding ~ ~ ~ ~ ~ '~` ~
1) fund raisers
2) grants
3) RSES PTA -for ongoing maintenance
4) user fees from organizations using garden ~
5) in kind donations j
6) volunteers
DESIGN AND CODE ISSUSES
1) sheds
a) door height
b) head height
c) entrances
d) size
2) retaining walls
a) height
b) grade behind
c) materials -cap with cedar or redwood
d) railings
3) paths
a) materials -soil pep and wood chip base
4) fencing
a) height
b) materials
5) grade of beds
6) stair versus step heights
TECHNICAL CONCERNS
1) ownership of land
2) ownership of garden
3) relationship with VRD, TOV, RE50J
4) plans -level of engineering needed, ADA issues
5) irrigation
a) water rights
b) who pays, how to establish billing amounts
5) insurance -liability responsibility
6) maintenance guideline
7) user guideline
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CURRICULUM
This is a very superficial listing of areas that could be addressed through
a garden based curriculum. A detailed curriculum outline will be
developed once the planning of construction phase is well under way.
1) literacy -reading directions, writing manuals, writing up findings
2) math -graphing, predictions, calculating areas and quantities
3) science -life cycles, soil chemistry, ecosystems
4) social studies -history of area -farming and ranching, homesteaders
A garden based curriculum incorporates visual and tactile learning
experiences. It will follow expeditionary learning philosophy, which has
been shown to increase student performance, especially with students
who traditional methods typically fail to reach. Student performance
would improve and. the personal significance of the lessons would be
enhanced.
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VAIL LOCAL MARKETING DISTRICT
4:00 P.M., TUESDAY, JANUARY 4, 2005
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
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. ITEMITOPIC: Longwood's Study Presentation. (30 min.)
2• ITEM/TOPIC: Adjournment (4:30 P.M.)
Sign language interpretation available upon request with 24-hour notification. Please
call 479-2106 voice or 479-2356 TDD for information.
Think Summer. Think Vail.
Vail Marketing Advisory Council
presentation to:
I/ai/ Loca/Marketing Dist~ct
January 4, 2005
~~~
Think Summer. Think Vail.
a 2004 creative, developed by Hill ~ Company, is
more direct and Vail-specific
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Think Summer. Think Vail.
Billboard (Denver)
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Think Summer. Think Vail.
Billboard (Denver)
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Think Summer. Think Vail.
Cross Sell for Bus & Airport Ad
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Think Summer. Think Vail.
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Think Summer. Think Vail.
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Think Summer. Think Vail.
Email Promotion - Oktoberfest
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Website Homepage
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Think Summer. Think Vail.
Profile of the Vail Summer Visitor
The primary sources of visitors are as follows:
- Colorado (Denver, Colorado Springs 8~ Boulder),
- Texas
- (_alifnrnia
- Mid West -Missouri, Kansas & Illinois
- New Mexico, Georgia, Minnesota
- Northeast -New York & Pennsylvania
c~ This visitors themselves are most likely seeking
escape to the cooler, peaceful mountains and to
come and enjo all of the various outdoor activities
(soft adventure, cultural venues and family-
bonding (family being couples or husbands and
wives with children).
~-
Think Summer. Think Vail.
Profile of the Vail Summer Visitor
(cont.)
Huaience s primary age range is 3~-b4. i nis
audience is well educated, white collar and has an
annual HHI of $100,000 or more a year.
Vail also attracts group clientele for both the
corporate and event segments.
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8
Think Summer. Think Vail.
Summer Messaging
o Vail message must reflect the soul of the vil
Underlying tone is "upscale without being uptight"
C~ "Think Summer. Think Vail."
a Vail has an intangible appeal that combines
reputation and reality to be a "must visit"
destination
~~
Think Summer. Think Vail.
Travel Motivators -What's Important
in Getting on the Destination Wish List
Exciting
Adult Atmosphere
Family Destination
Worry Free
Unique
Sightseeing
_ Popular
Climate
Sports & Recreation
Luxurious
Affordable
~, -~
I Importanca_ ~~
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Relative Importance i•
®<.
9
Think Summer. Think Vail.
Most Important Individual
Dimensions
1. Must see destination
3. An exciting place
4. Good place to relax
5. Good for adults
6. Good for couples
7. A real adventure
8. Warm, friendly atmosphere
9. Good for families
10.Great social atmosphere
®.~
Think Summer. Think Vail.
Closing the Sale
Affordable_ ~ - _ _
Entertainment (= ~i
pique
Sightseeing F
Exciting ~`~~`~~
Popular
Adult Atmosphere
Family Destination _
Climate ~~ }mportanrP
Worry Free ~-- '
Sports & Recreation ''
Relative Importance
~'s
10
Think Summer. Think Vail.
Vail's Image vs.
Competitors -Front Range
adult atmosphere ~ - i 'B
--Famiip-Bestirtatio ~ 5 4z
Worry Free ~ ~
Unique
Sightseeing 4°
5;~
Popular ~ 'a
Entertainmen
Climate ' ~ '°
Sports & Recreation 7 53
49
76
Luxurious
Affordable 3,
D 20 40 6D 80 1
Percent Who Strongly Agree
~ Vail Competitors
`Includes Aspen, Jackson Hole, Phcenix/Scottsdale, Steamboat Springs, Lake Tahoe and Lake Placd
Think Summer. Think Vail.
Vail's Image vs.
Competitors -Destination
Exciting <9
Adult Atmosphere
ity--Bestinatio ~ 38
Worry Free 4qZ
Unique '~
Sightseeing 4345
Popular
Entertainmen __ ~~ 3z
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Climate 46
Sports & Recreation «_ .. _
Luxurious ; . , 53J
Affordable ,9
0 20 4D 60 BO 100
Percent Who Strongly Agree
Vail Competitors
'Includes Aspen, Jackson Hole, Phcenix/Scottsdale, Steamboat Springs, Lake Tahce and Lake Placid
11
Think Summer. Think Vail.
Areas of Weakness Which Can
Be Improved -Front Range
Interesting architecture ~~ y ~ :~ ~ s,}"
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Excellent shopping -`~ -~
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-ZO -io o ~o
' Difference in Percent Who Strongly Agree
Think Summer. Think Vail.
Areas of Weakness Which Can
Be Improved -Destination
An exciting place
Excellent hunting.
Good place to relax
Warm, friendly atmosphere
Lots to see and do
Good vacation packages
Areal adventure.
Unique vacation experience
Excellent shoooino
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Difference in Percent Who Strongly Agree
12
Think Summer. Think Vail.
Introduction
THE VLMD HAS MADE SUBSTANTIAL
PROGRESS OVER 2003:
a Much higher awareness of the Vail Summer
brand
a Improving the Vail image in our target markets
v More people said they intended to visit Vail in
the future. Up 63% in Front Range, up 145%
in Dallas.
Campaign continued to produce actual visits
from the Front Range this summer
~~
Think Summer. Think Vail.
2004 Preliminary Research Insights -
Longwoods International
' 2004 Campaign Successes:
v Increased campaign awareness in both Front Range 8~
Dallas
a Increased Vail's position as an appealing summer vacation
destination
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13
Think Summer. Think Vail.
Awareness of
Campaign By Market
i oo,~
49% 59% 61%
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2001 2003 2004
Front Range
8% 25% 36%
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2001 2003 2004
Destination
'Markets varied by year
Think Summer. Think Vail.
Preliminary. Research Insights
1. More people planned to visit Vail as a direct
result of the campaign:
Intention to visit Vail up 63% in Front Range
to 252,000 intended trips
Intention to visit Vail up 145% in Dallas to
228,000 intended trips
o s
14
Think Summer. Think Vail.
Preliminary Research Insights
(Cont.)
2. The decision to refine and focus marketing in
Front Range and Dallas coupled with
integration between VLMD, PRIMA and Fly
Summer Vail campaigns in 2004 clearly
worked.
3. Frequent messaging is critical to obtaining
long-term and short term visits from all markets.
®~
Think Summer. Think Vail.
Intended Overnight Trips to Vail Due to
Advertising - 2003 vs. 2004
2003 2004
Front Front
Ran a Destination` Range
Intend a trip...
This winter 110,000 -
Next summer - 54,000
Following year 45.000 39,000
Destination`
135,000 45,000
117,000 66,000
- 117.000
Total 155,000 93,000 252,000 228,000
` Up 63% Up 145%
`Markets varied by year
15
Think Summer. Think Vail.
Actual Visits During Campaign Due
to Advertising
2001 2003 2004 % Change
Front Range
Overnight - 73,000 73,600 0.8%
Day - 65,000 80,500 19%
Total - 138,000 154,100 10%
,.
Think Summer. Think Vail.
Return on 2004 Front Range
Campaign Budget
Front Range Trips Due to Campaign
2003
138,000
2004
154,100
Front Range Campaign Spending $373,000 $520,000
Incremental Visitor Spending Generated $24.9 million $26.9 million
Town of Vail $15.5 million $16.7 million
Other Vail Valley $9.4 million $10.2 million
Taxes Generated on Visitor Spending $1.24 million $1.33 million
Town of Vail $0.77 million $0.63 million
Other Vail Valley $0.39 million $0.50 million
Vail's Short-term' ROI in Spending per Ad $ $41.55 $32
Vail's Short-term` ROI in Taxes" per Ad $ $2.06 $1.59
'During campaign period
"Taxes on visitor spending returned to Town of Vail and Local Marketing Distrid
16
Think Summer. Think Vail.
In addition to advertising, 2004
VLMD efforts included:
1. Public Relations 5. Website
2. Group Sales 6. Partnerships
3. Direct Mail 7. Fulfillment
4. Email 8. Reservations
Think Summer. Think Vail.
2004 VLMD Highlighted Results
1. Public Relations `~~'1\~E CGt1~Tt~1
Feature stories in high profile publications such as: -. !iU`VGARI'
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17
Think Summer. Think Vail.
2004 VLMD Highlighted Results
2. Group Sales
2003 2004 Change from 2003
Group Leads 236 263 ? 27
Groups Booked 103 129 T 26
Revenue Booked $825,503 $842,584 ? $17,045
Revenue Actual $363,488 $1,246,714 ? $883,226
Room Nights Booked 4,515 5,305 ? 790
Room Nights Actual 2,650 8,095 ? 5,445
Think Summer. Think Vail.
2004 VLMD Highlighted Results
Direct Mail ROI for properties participating was reported at
8 to 1
4. Email
Email leads rose to 4,702 from 1,016 in 2003
5
18
Think Summer. Think Vail.
2004 VLMD Highlighted Results
Visits down 8.9%
Changed URL to better reflect brand:
Hrww.thinkvail.com
r~ Reallocated funds away from Search Engine Optimization
to lead generation efforts
6. Dallas Symphony Orchestra Partnership
24,000 patrons sent direct mail piece. Sold $45,429 worth
of packages that the LMD can track
Think Summer. Think Vail.
Total Summer Sales Tax Collections 2004
Month 2003 2004* % Change
from 2003
May $428,919 $411,291 -5.07%
June $742,755 $731,808 -2.46%
July $1,075,532 $1,128,000 3.83%
August $1,029,446 $992,381 -4.56%
September $679,208 $755,172 10.08%
October $509,134 $507,356 -0.3%
May -Oct. $4,467,849 $4,525,674" 1.3%
"2004 collections not finalized b/c of delinquent collections
19
Think Summer. Think Vail.
Lodging. Sales Tax Collections Summer 2004
Month 2003 2004" % Change
from 2003
May $44,050 $48,157 9.32%
June $146,898 $151,257 2.97%
July $225,380 $247,906 9.99%
August $218,399 $212,351 -2.77%
September $114,046 $122,597 7.50%
October $67,917 $72,727 7.08%
May -Oct $816,690 $863,366`' 5.72%
*2004 collections not finalized b/c of delinquent collections
Think Summer. Think Vail.
Results from 2004 Campaign
Provide Guidance for 2005
s.
Zo
Think Summer. Think Vail.
Strengths and Challenges
The segment of visitors with a Household Income of
$100K plus represents the largest number actual
visits within the Front Range and Dallas markets
t~ Positioning and messaging to Front Range and
Destination are similar
Need to select target markets we can afford
a More heads in beds is our goal
Y~ P
Think Summer. Think Vail.
Strengths and Challenges
WE RECOGNIZE THAT:
Our message is resonating
a We are generating short-term incremental visits
We are building equity -Elevating Destination
Appeal
21
Think Summer. Think Vail.
2005 Objective
The overriding challenge for 2005 will once
again be how to increase awareness and actual
visits with a limited budget of $1.5 million.
~ ~~
Think Summer. Think Vail.
2005 Strategies
1. Continue to position Vail Summer as "the ideal
headquarters for an upscale Rocky Mountain
summer vacation experience"
2. Stay Focused
Front Range
Dallas
New York (through Public Relations)
Group Sales
~ Winter Cross-Sell
0
`.
22
Think Summer. Think Vail.
2005 Strategies
3. Build on collaborative successes -Dallas
Symphony Orchestra, PRIMA, Fly Vail Summer,
lodging packages
4. Explore partnerships and direct marketing (email
and snail mail) efforts for cost-effective ways of
reaching affluent travelers in Dallas and Front
Range
~/ ~ ~,.
Think Summer. Think Vail.
2005 Budget Allocation
....,_ .._.....~...._.. ..~.. .._
E v~.~. ...
2004 _........_._~ ...._.
; 2005:
Group $406,100 $383,750
#-k~a ng &00
Cross-Sell $112,700 $108,150
Dallas $401,900 $406,300
National $135,550 $128,700
Local $26,000 $22,800
! Total _ $1,571,000 # $1,547,300**
"At the suggestion of the TOV finance department, we reduced the
2005 total budget to match anticipated collection levels.
s ,
23
Think Summer. Think Vail.
Summary
POSITIVE
a Vail Summer message is resonating with our
target audiences and improving our image
~ Campaign is generating awareness and
increasing target audience intent to visit
a Campaign is producing actual visits - up 10%
over 2003
fl
Think Summer. Think Vail.
Summary
NEEDS IMPROVEMENT
o We need more collaborative packages and
programs to convert intended visits to actual visits
s
24