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HomeMy WebLinkAbout2010-04-06 Agenda and Support Documentation Town Council Work Session VAIL TOWN COUNCIL WORK SESSION AGENDA +` TM W Via' VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 11:30 A.M., APRIL 6, 2010 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. 1. ITEM /TOPIC: Greenport Presentation. (30 min.) PRESENTER(S): Vince Cook 2. ITEM /TOPIC: Lunch. (15 min.) 3. ITEM /TOPIC: Site Visit. Public Facilities for Capital Improvement Prioritization (Mill Creek Circle, etc.), Ritz Carlton. (90 min.) 4. ITEM /TOPIC: DRB /PEC Update. a. Timber Ridge Update. (15 min.) PRESENTER(S): Warren Campbell 5. ITEM /TOPIC: Capital Projects Discussion. (30 min.) PRESENTER(S): Judy Camp ACTION REQUESTED OF COUNCIL: Ask questions and make comments on staff's response to your questions from March 16th. BACKGROUND: On March 16th, Council discussed capital projects currently included in the five -year projections for the Capital Projects and Real Estate Transfer Tax Funds. At that time, Council had specific questions on several projects. Staff has responded to those questions and will use Council's further comments in drafting a proposed revised five -year plan for April 20. STAFF RECOMMENDATION: None - discussion and comments only. 6. ITEM /TOPIC: Follow up discussion to the Vail Town Council and Planning and Environmental Commission Joint Meeting to discuss environmental and employee housing policy direction and action items. (20 min.) PRESENTER(S): Nina Timm / Kristen Bertuglia \n 4/6/2010 \n ACTION REQUESTED OF COUNCIL: 1. Confirm Staff direction based upon Town Council and the PEC discussion at the joint work session. 2. Confirm the proposed action items and proposed time line. 3. Add additional action items Town Council would like Staff to investigate at this time. BACKGROUND: On February 22, 2010, the Vail Town Council and the Planning and Environmental Commission held a joint work session to discuss direction on environmental policy in the Town of Vail. There was limited discussion around the Environmental Sustainability Strategic Plan six adopted goals and actions over the past year surrounding the following topic areas: waste diversion, energy and green building, ecosystem health, social and economic development, public education and transportation. There was also limited discussion around the goal of providing deed restricted housing for at least 30% of Vail's workforce. The discussion focused on what types of employee housing the Town should be focusing its efforts on. STAFF RECOMMENDATION: Staff recommends that the Vail Town Council direct Staff to move forward with the environmental and employee housing work plans according to the adopted Employee Housing and Environmental Strategic Plans, with the proposed changes in the environmental work plan included. 7. ITEM /TOPIC: EPS Economic Fiscal Report Update. (15 min.) PRESENTER(S): Andy Knudtsen 8. ITEM /TOPIC: Matters from Mayor & Council. (20 min.) PRESENTER(S): Town Council 9. ITEM /TOPIC: Information Update. Attachment Only: -- Recycling Update --2009 Employee Housing Unit Compliance Update -- Letter of request from Vail Resorts ( "VR ") to temporarily suspend the pedestrian /bicycle access easement recorded in the Eagle County Clerk and Recorders office, Document number 200732792 from June 2 - June 6 2010, 8:00 am - 9:00 pm for liquor license purposes for the Teva Mountain Games. The Town Manager is intending to grant VR's request unless Council directs him differently. - -South Frontage Road Lane Striping (15 min.) PRESENTER(S): Pam Brandmeyer 10. ITEM /TOPIC: Executive Session, pursuant to: 1) C. R. S. §24- 6- 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Ever Vail Metro District(s); 2) C.R.S. §24- 6- 402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests to receive legal \n 4/6/2010 \n advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Timber Ridge Redevelopment; 3) C.R.S. § 24- 6- 402(4)(b) - to receive legal advice on specific legal questions; Re: pending and threatened litigation; and 4) C.R.S. §24- 6- 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: West Vail Fire Station. (60 min.) PRESENTER(S): Matt Mire 11. ITEM /TOPIC: Adjournment. (4:40 p.m.) NOTE UPCOMING MEETING START TIMES BELOW: (ALL TIMES ARE APPROXIMATE AND SUBJECT OT CHANGE) THE NEXT VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT TBD, TUESDAY, APRIL 20, IN THE VAIL TOWN COUNCIL CHAMBERS. FUTURE AGENDA ITEMS: Ord.3, Res. 5 / Solar Panels - May 4 Ralf Garrison Update - May 18 Joint TOV & VRD Work Session - May 18 Lighting Master Plan - June Community Survey Results - June 1 Annual Audit Report - June 1 Comprehensive Parking Strategy - June 1 DRB Public Notification - June 1 Commercial Ski Storage - June 15 VLMD Tactical Plan - June 15 Conference Center Concepts Update - June 15 ANTICIPATED 04.20.10 ITEMS Employee Housing Fee -in -Lieu EverVail Economic Study Capital Priorities Town Owned Housing Update EverVail Metro District Information Presentation Hidden Gems Wildnerness Campaign Dobson Ice Arena Roof (site visit) Parking Regulations Appointment of Housing and Liquor Board Vacancies Open Use and Display of Marijuana IGA b/n Municipalities in Eagle County / Re: Law Enforcement Arrabelle at Vail Square Valet Appeal EPS Final Report \n 4/6/2010 \n \n 46 " 2 010n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Greenport Presentation. PRESENTER(S): Vince Cook \n 4/6/2010 \n DOTSERO JT, WOLCOTT 9, PANELIZED CONSTRUCTION AND FUTURR TRANBRVINAGFA " I COO-RAIL BIUP PRI AREA RF.NVRR V.' LOGISTICS CENTER F _ •RML GELIVERNO BUILUINOLIAORMAIERMLB { "1170171 waRb •"i'•t': MI �NTERBTA're "II BF EAULE RIVEN COVIITRUCTAIN TO LFRO�STANOAROB I r. +A88EVOLVU1 ONEeIIIEOHNULWVMArfRiALerOMCONSIRUONYI EAGLE COUNTY ° "°" "A " "°RA "n °^° WEST EDWARDS �tE, '� �RAU.oEI.IVEiIEU PANE LB AND BUILDING MATERIALS TO VILUOE SIrp,S AIRPORT —�� n L l.VII "� r MS nFUTURS TRANSIT TERMINAL { / •• I • FUTURE TRANSIT VI L ' BOO RAIL tliCw fiC0•RAR STOP I , FL /._,r / u.F1aIlwArfiE'' 1 !_...• ,......� -�, . AVON dal 0MNSR TERMINAL =0 RAIL STOP VAIL -k PHEBtl BUVkU FROM IV1R J la I I fJ BIATIUNE ANOFARNANORIOE I. J / I.. ( A } NJl I rUTURC LISHT MIL ORTMA CONNECTION f GY 1 PSUM EAGLE EDWARDS DOTSERO Al. 101U {OPRNL STOP ' FUTURE TRANSIT VILLAGE. FCO MIT, STOP I SUS SERVICE I'UTGnE "An -ham+ f f' ,,,, •�w -1 Atli ' �,, EAGLE VAIL/ L BATTLE MOUNTAIN "• "' lU'rURR TRANSIT LA08{ _I, •_ �, MINT URN Il: l ` 4 ••• ^• IHANB VIUAuE A ECO L WUI` - RED CLIFF i 1 , ,�,� �UPGRADR ECO.AIJB RFRVICF IY�'I Fa w; l LEADVILLE& (LAKE COUNTY) � Ai" ♦^ .FUTUR{ TPANSITVILLAOE �" I X .FL7TllI I CONNPGTION CURRFwr FCO.RUB SERVICE Project GreenPort ...o Green Development Corridor >> >CONNECTING >> >>>Tourism PROPOSED TRANSIT PLAN (1 Ileviii m I Uy: Urmnpnn Sumninnhlu C'Fmmnnitio Cory —tiara: Vlncu Calk . •.0 t UIIMUIIE FAN�EUIIE The Green Port Initiative for a New Eagle County Program GreenlPork Partidpants Ra -BUS Development Corridor Private Sector - Public Sector Partnership an Economic Development Corridor • NN ECTIN G >>>Workforc: e< <<Business >>>Tourismi ❑ GreenPort Organizatlon: Private Sector-Public Sector Greer>portOr�q_rt/zatlot� M(ss(.ot) Partnership • Devolop•MalntalnMaster Plan Design and Specification Goals withiihased Implementation Regional Govornment(s) Sponsorship, towns and Eajjle Counly Organize Participants 1. Lgop" Rur T n,., 91, $yRt,Qm, with to- Stations... is an gcanomlc /nsbfer - Project Management:'rhe Q roonPort Suug Com t ae — R L. Obtai anslbllity Studies - Union Pacific Track Lpase•Vpgrada with Major Capitol Prrry:asal for Fed Stimulus funds (Colorado 5016) Obtain Groats Sot Contract /Quality Standard. /$'pats • Initial Focus an Five Stations with Phased Addition of A+ and Green Bus Integration • Project Scope of - Board of Directors (roof Towns, Communities, County and Suite Award EPC Contrictsnnd 2. 7+"Gree Wo rkforce Vl ll naos with z2o& (snimatad) units Bull to LEED °Certification $650 inll/lon to Provide Guidelines Transfer Uoblllty Phased (Start 2010 w /1.2); Local* at Rail for Wohforca Mobility; Improved Transit Safely Job Creatlon JoU performance Contracts for Qunllty and ❑ Mission and Goals Established to Advance Public Good Parformvuo- - Daslgnod as Communities with ldt•Ouality AfFardahlllty and Lower Cost Replac elnellY Leading Edge "Green" Initiatives Rural/Rerylonal ❑ Scope of Program Requires Grants and Fed Stimulus Funds Focus. - Fodoral Government - AURA "American Recover and lle-inveslmenl Act" for Stimulus Prngrout Giants lot lob 3a. BlusprintJor Green Creation Diesel particulate Fatoo initially Frml Cell Hyhnds long,wge Ecosystem - Federal Government Agencies — 001',001, HUD, DOE, USDA, EPA (EPA SutartW;ry Trmtspbrl Tochnology) 3h, LEEQ*' DnslgLi_fAtSmafSHomaEngrgyCgnaeryntlan CarGoaFootprlfl[ will) Senators Bennett and Udall " Panallsed Construction" for Lower Cost and Higher Quality Enargy Efficiency Optimization State of Colorado for Job O'ertion, Economic Development, Workforce Housing, Clean Cnergy Initiatives and 7nntraltred Logistics" innovations for Lower cost Construction - Green. Education Programs 3c. AI(g rnatiyo an Clair e • Ti adoolf Studios of Sol ar-Wind.Gsolharm al Sources Aurngedranan+l *tai +mart Gnd otst ibuGnn rechnoloales Development • r ... an Economic 3d. Greo Fducgtlgp P[Ogrenl with a Cooperenvo ms and Untanrsny Prograur 1 2 Ili 1. iy I' 4 '1 Adra " Sit da is aLt1 =�S {r1 i Colorado Railcx All New Gass Domicil Aere"DMtl ' -,, ... .. - P 3 Pme�ncd ForThc aka :IvtQ Forx•a 07 (win 6Cf1 Hcrte puns Oclroit Dicsds 1Yilh to th Hy�zdjnollMC lrsm fissions Mms Th�FRAs ticaeStCFR Part 21.8 Speclfcallom The GreenPort Initiative for a New Eagle County Rail -Bus Development Corridor REQUEST to TOWN of VAIL to Support and Join GreenPort Private - Public Partnership BRIEFING SUPPLEMENT and HANDOUT Gr eenPo rt M es_ Spge ✓ UPDATE AND PROGRESS MILESTONES a "WHY Not TRY ?" ✓ OUTLINE OF Potential BENEFITS -Town of Vail ■ "WE Should TRY" ■ "WE Did TRY and the ✓ SAMPLE " Resolution of Support" (Town of Minturn signed Resolution) PUBLIC is SERVED" 1 1 UPDATE and PROGRESS MILESTONE Report to Vail Town Council 4.6.10 The GreenPort -Eagle County ECONOMIC DEVELOPMENT CORRIDOR Initiative (started 11109) I. Obtain Local Government - TOWN - COMMUNITY Support with Council /Board RESOLUTIONS a) APPROVAL from 4 Towns- Communities with Public /Unanimous Vote " Resolution to Support" b) Town of Eagle 1 st Information Hearing Positive 3/23; Formal Vote 4/25 after New Trustee Election c) Town of Gypsum Formal Vote Scheduled 4/13; Continue to Inform /Brief Other Metro Districts & HOA's d) County Commissioners Undecided; FORMAL Meeting VOTE REQUEST Scheduled 4119 2. Complete Local Government "Resolutions of Support" by End April a) Form New "Public- Private GreenPort Consortium" and Board of Governors by 2Q b) Define Intra- Government Agreements (IGA) with (Delegation of Authorities) (Reserved Powers)...... 3- Obtain State Government Backing for The GreenPort Initiative a) Formal Support Request AFTER Local Government Support Received b) Two Bi- Partisan State Representative Leaders ON -BOARD c) CDOT Chief has REVIEWED and will schedule Inter - Departmental Hearings d) Chief Office of State Economic Development has REVIEWED and is scheduling Governor Office Hearings e) US Department of Agriculture - Western Region has REVIEWED and has Provided Grant Guidance 4- Formal Solicitation of Federal Government Support for Grants and Stimulus Funding a) DOT Solicitation AFTER CDOT Recommendation b) DOE Solicitation AFTER Governor Office of Energy Recommendation c) DOE -NREL (National Renewable Energy Lab) has REVIEWED and Committed Support d) HUD Solicitation through Urban Land Institute SPONSORSORSHIP for Sustainable Community Development e) ...through Sen. Bennett Office, participating in State Council of Governments HUD Grant Coordination Effort 5- Start Union Pacific Discussions for Track Lease - Selection of Upgrade Sub - Contractors -SHORT HAUL OPERATOR a) UPRR Management Chain CONTACTED and Awaiting Scheduling AFTER Local Government/CDOT Support b) UPRR Western Regional Public Affairs Contacted /Guidance Received c) Qualified Track Upgrade Contractor ASSESSMENT RECEIVED d) Nomination of Qualified Short Haul Operators OBTAINED e) Option for UPRR Board of Directors Contact OBTAINED 6- Colorado Public- Private Corp. Formed -The GreenPort Sustainable Communities Corp. 501c3 a) Private Funding +$ 200,000+ to date and Continued Commitment through 2Q 2010 b) National Strategic Partner ON- BOARD -- Wilcox Professional Services Inc. for Engineering /Grant Proposals * 7- REQUEST ToV " Resolution to Support GreenPort VISION, GOALS and PUBLIC - PRIVATE PARTNERSHIP GreenPort BENEFITS - Discussion Topics for Town of Vail Council ❑ POTENTIAL Benefits to Vail Valley -Eagle County Future Economic Vitalization ❑ POTENTIAL Benefits to Vail Town with GreenPort Rail Extension and /or Express Bus System Potential Benefits Enhance "Ever Vail" Initiative OPPORTUNITY for REDUCE PARKING CAPACITY BUILDOUT for Day Workforce OPPORTUNITY for ADDITIONAL, TARGETED WORKFORCE HOUSING VILLAGE Nearby in Eagle -Vail with Avon +Vail +Eagle -Vail Joint Venture OPPORTUNITY for INCREASED VAIL TOWN RETAIL Visits from Down Valley OPPORTUNITY for INCREASED VAIL Restaurant - Entertainment Visits from Down Valley DIRECT GreenPort TRAIN EXTENSION to VAIL with integration into future DOWD JUNCTION TUNNEL PROJECT; Initial Phase - Express Bus from Last Rail Station (Eagle -Vail or Minturn) 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Lunch. \n 4/6/2010 \n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Site Visit. Public Facilities for Capital Improvement Prioritization (Mill Creek Circle, etc.), Ritz Carlton. \n 4/6/2010 \n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: DRB /PEC Update. a. Timber Ridge Update. PRESENTER(S): Warren Campbell ATTACHMENTS: March 17, 2010 DRB Meeting Results March 22, 2010 PEC Meeting Results Timber Ridge Cover Memorandum Timber Ridge PEC Memorandum Timber Ridge Attachment B Timber Ridge Attachment C Timber Ridge Attachment D Timber Ridge Attachment E \n 4/6/2010 \n DESIGN REVIEW BOARD AGENDA PUBLIC MEETING *ViAL Ma rch 17, 2010 TOWN Council Chambers 75 S. Frontage Road - Vail, Colorado, 81657 PROJECT ORIENTATION 1:30pm MEMBERS PRESENT MEMBERS ABSENT Mike Dantas Tom DuBois Pete Dunning Brian Gillette Libby Plante SITE VISITS 2:00pm 1. Castro /Allen Residences — 925 Fairway Drive 2. Mountain Haus — 292 East Meadow Drive 3. Village Inn Plaza— 100 East Meadow Drive 4. Gorman Residence — 980 Vail View Drive, Unit A105 PUBLIC HEARING — TOWN COUNCIL CHAMBERS 3:00pm 1. Castro Residence DRB100038 / 15 minutes Bill Conceptual review of new construction (duplex) 925 Fairway Drive, East/Lot 1, Vail Village Filing 10 Applicant: Manual Castro, represented by Michael Sanner ACTION: Conceptual, No Vote 2. Allen Residence DRB100039 / 15 minutes Bill Conceptual review of new construction (duplex) 925 Fairway Drive, West/Lot 1, Vail Village Filing 10 Applicant: Larry Allen, represented by Berglund Architects ACTION: Conceptual, No Vote 3. Gorman Residence DRB100045 / 15 minutes Bill Final review of a minor exterior modification (deck) 980 Vail View Drive, Unit A105 (Brooktree) /Lot , Block D, Lions Ridge Filing 1 Applicant: Neal Gorman ACTION: Approved MOTION: DuBois SECOND: Gillette VOTE: 4 -1 -0 (Plante opposed) \n Page 1 4/6/2010 \n 4 -1 -1 \n 4. Village Inn Plaza DRB100046 / 10 minutes Rachel Final review of a minor exterior alteration (accessible walkway, ramp) 100 East Meadow Drive /Lot O, Block 5D, Vail Village Filing 1 Applicant: Staufer Commercial ACTION: Approved with a condition MOTION: Plante SECOND: Gillette VOTE: 5 -0 -0 CONDITION: 1. The applicant shall replace the wood timber retaining wall with a boulder retaining wall to match those be constructed in conjunction with the accessible path. 5. Mountain Haus DRB100050 / 10 minutes Rachel Conceptual review of a minor exterior alteration (re- paint) 292 East Meadow Drive /Lot 5, Part of Tract B, Vail Village Filing 1 Applicant: KH Webb Architects ACTION: Conceptual, No Vote STAFF APPROVALS North Day Lot Replacement Parking DRB090542 Warren Final review of a minor exterior alteration (parking lot) 934 South Frontage Road /Unplatted Applicant: Vail Corporation, represented by Mauriello Planning Group Angelo Residence DRB100028 Bill Final review of changes to approved plans (exterior modifications) 352 East Meadow Drive, Unit 303 /Part of Tract B, Vail Village Filing 1 Applicant: John & Judith Angelo, represented by Mauriello Planning Group Dyroff Residence DRB100029 Bill Final review of changes to approved plans (landscaping) 1451 Buffehr Creek road /Lot 6, Cliffside Subdivision Applicant: Matt Dyroff, represented by Nick Mayers Hovey Residence DRB100031 Bill Final review of a minor exterior alteration (deck, hot tub) 1339 Westhaven Circle /Lot 23, Glen Lyon Applicant: Nancy Hovey, represented by Peel /Langenwalter Architects Ritz - Carlton Residences DRB100041 Warren Final review of a sign application (sign program) 728 West Lionshead Circle /Lot 2, West Day Subdivision Applicant: Ritz - Carlton Residences, represented by Vail Resorts Tulgan Residence DRB100042 Bill Final review of a minor exterior alteration (windows) 4800 Meadow Drive, Unit 1(River Bend) /Unplatted Applicant: Allen Tulgan \n Page 2 4/6/2010 \n 4 -1 -2 \n Town of Vail DRB100043 Warren Final review of a minor exterior alteration (landscaping) 900 Block South Frontage Road West, Town of Vail Right -of -Way Applicant: Holy Cross Energy Logan Residence DRB100044 Bill Final review of a minor exterior alteration (deck, stucco) 815 Potato Patch Drive /Lot 2, Block 1, Vail Potato Patch Applicant: Mark and Connie Miller Gartner Residence DRB100047 Bill Final review of changes to approved plans (roof) 1179 Sandstone Road /Lot 3, Block 1, Lions Ridge Subdivision Applicant: David Gartner, represented by Beck Building Company Myhren Residence DRB100048 Bill Final review of changes to approved plans (roof) 760 Potato Patch Drive /Lot 5, Block 2, Vail Potato Patch Applicant: Victoria Myhren, represented by Suman Architects Futernick Residence DRB100049 Rachel Final review of a minor exterior alteration (roof) 930 Fairway Drive /Lot 7, Vail Village Filing 10 Applicant: Cohen Construction The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479 -2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479 -2356, Telephone for the Hearing Impaired, for information. \n Page 3 4/6/2010 \n 4 -1 -3 \n PLANNING AND ENVIRONMENTAL COMMISSION March 22, 2010 1:OOpm '�(1WN OOFiff� TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Luke Cartin Rollie Kjesbo Michael Kurz Sarah Paladino Bill Pierce Tyler Scheidman David Viele Site Visits: 1. Timber Ridge Village Apartments — 1280 North Frontage Road 180 minutes 1. A request for a final review of an Approved Development Plan, pursuant to Section 12- 61 -11, Development Plan Required, Housing Zone District, to allow for the redevelopment of an approximate five (5) acre portion of the Timber Ridge Village Apartments, with up to 352 new deed - restricted employee housing units, located at 1280 North Frontage Road /Lots 1 -5, Block C, Lions Ridge Subdivision Filing 1, and setting forth details in regard thereto. (PEC090038) Applicant: Vail Timber Ridge, LLC Planner: George Ruther ACTION: Approved with conditions MOTION: Kurz SECOND: Cartin VOTE: 4 -3 -0 ( Kjesbo, Paladino, Pierce opposed) CONDITION(S): 1. Any approvals granted by the Town of Vail Planning & Environmental Commission (PEC) shall only be effective upon the approval date of each of the three development application requests. Should one or more of the development applications be denied or fail to be approved, then none of the applications are approved and the proposal is denied in its entirety. 2. The Developer shall submit a revised set of drawings to the Town of Vail Community Development Department for review and approval depicting the rockfall mitigation fence along the south side of Lions Ridge Loop within the property boundaries of Lot 2, Timber Ridge Subdivision. The mitigation fence shall be designed and constructed in accordance with the regulations prescribed in Chapter 12 -21, Hazard Regulations, of the Town of Vail Zoning Regulations. The revised set of drawings must fully comply with the applicable regulations of the Town of Vail prior to the issuance of any building permit for the Project. 3. The Developer shall submit a detailed waste removal management and operations plan specifically describing how waste and recycling will be accommodated and managed on the site. The plan shall be submitted to the Community Development Department for review and approval prior to the issuance of a building permit for the Project. 4. The Developer shall submit an executed deed restriction for Lot 2, Timber Ridge Subdivision, approved by the Town of Vail, demonstrating compliance with Chapter \n Page 1 4/6/2010 \n 4 -2 -1 \n 12 -61, Housing District, and Chapter 12 -13, Employee Housing, Zoning Regulations of the Town Vail, prior to the issuance of a building permit for the Project. The deed restriction shall be noted on the Final Plat prior to recording the Final Plat with the Eagle County Clerk & Recorder's Office. The deed restriction shall be recorded with the Eagle County Clerk & Recorder's Office prior to the issuance of any Certificate of Occupancy on Lot 2, Timber Ridge Subdivision. 5. The Developer shall submit a revised architectural site plan and landscape plan to the Town of Vail Community Development Department for review and approval depicting a reconfigured fire lane /pedestrian path alignment which relocates trees from above the location of the water and sewer lines, narrows the width of the fire lane /pedestrian path to 14 feet maximum in the spaces between the fire staging areas, delineates the pedestrian portion of the path from the bicycle portion and provide physical improvements that discourages vehicles from entering onto the fire lane /pedestrian path. The revised plans shall fully comply with applicable regulations of the Town of Vail prior to the application for a building permit. 6. The Developer shall submit a construction staging plan to the Town of Vail Community Development Department for review and approval which addresses such matters as materials staging, construction parking plan, construction and occupancy phasing, temporary access, construction schedule, temporary utilities, traffic control, emergency access, etc. The Developer shall demonstrate full compliance with the applicable regulations of the Town of Vail prior to the issuance of a building permit for the Project. 7. The Developer shall record a revocable right of way permit for any and all private property improvements located with the Town of Vail right of way. Said permit shall be recorded with the Eagle County Clerk & Recorder's Office prior to the issuance of a building permit for the Project. 8. The Developer shall submit a Shoring and Excavation Plan to the Town of Vail Community Development Department for review and approval, which addresses such matters as excavation phasing, engineered shoring plans, detailed profiles and cross - sections, existing utilities, materials storage, permanent and temporary easements, etc. The Developer shall demonstrate full compliance with the applicable regulations of the Town of Vail prior to the issuance of a building permit for the Project. 9. The Developer shall submit revised plans to the Town of Vail Community Development Department demonstrating compliance with the list of issues identified in the memorandum to George Ruther, Director of Community Development, from Tom Kassmel, Town Engineer, dated March 16, 2010 and attached for reference (Attachment E). Said plans shall be submitted for review and approval and fully comply with all applicable regulations of the Town of Vail, pursuant to the date specified with the memorandum. George Ruther gave a detailed presentation on the number and types of units being proposed and the elements of the site plan. He further discussed the associated variance and subdivision applications. He discussed the height of the structure, the requested parking requirement reduction, landscape area, site coverage, etc. Commissioner Paladino asked for a comparable structure which has elements at 100 feet in height. Solaris was identified as being 99.9 feet in height above the plaza and the Ritz - Carlton tower which is approximately 112 feet in height. \n Page 2 4/6/2010 \n 4 -2 -2 \n Commissioner Pierce inquired as to the number of parking spaces present at Timber Ridge currently. George Ruther stated that there are approximately 300 parking spaces at Timber Ridge today. Commissioner Pierce asked for an explanation of the table found on page 12 of the memorandum which highlights the employee housing problem as identified by the Town. George Ruther and Nina Timm explained the difference and the origin of the information found in the tables on pages 2 and 12 of the staff memorandum. It was highlighted that the table on page 2 was representing the entirety of Timber Ridge and the table on page 12 was highlighting the portion of the project which was being redeveloped which amounted to 102 units. Commissioner Viele inquired with regard to the 30% goal and how many employees we are attempting to house. George Ruther explained that the goal was to house 30% of the work force in the deed restricted employee housing. It was understood that more than 30% would be in Town as there are employees who will be living in free market housing. Commissioner Kjesbo summarized that the proposal roughly doubled the employees housed on the site. Nina Timm confirmed that the project was indeed doubling the density of employees housed on the site. Rick Pylman, representing the applicant, gave a presentation highlighting the multiple public hearings and meetings held with regard to the Timber Ridge redevelopment. Mr. Pylman made himself available for questions. Jeff Winston gave a presentation utilizing a 3 -D digital model to depict the proposed project. He highlighted the articulation of the structure, height, retaining walls, and the rock fall mitigation fence along Lions Ridge Loop. Commissioner Pierce inquired as to the definition of "cross -over aisle" width. Tom Kassmel, Town Engineer, utilized the digital model to clarify the cross -over aisle width as depicted on the top deck of the proposed parking structure. Steve Lindstrom, representing the Vail Local Housing Authority, reiterated that the Authority has consistently advocated the proposed type of housing. He cautioned against stating during the current economic climate that we should allow the free market to take care of the problem, or to say that we do not need the number of seasonal workers we have had in the past. He believes this location is ideal for a bold solution to the identified housing need. Kaye Ferry, resident, believes the proposal is exciting for the community and what is currently on the site is embarrassing. She cautioned against falling into a lull due to the current state of the economy. She highlighted the cuts in Eagle County Transit that have affected service this year. She stated that Council has told us the program and the location for the solution to the employee housing problem so she believes the time for debating bulk, mass, and height, do not need to be debated. She encouraged the Commission to approve the project. \n Page 3 4/6/2010 \n 4 -2 -3 \n Jim Lamont, Vail Village Homeowner's Association, wanted to bring attention to the elephant in the room. He stated that the elephant was the policy direction given by Council which did not have a basis for zoning, bulk, and mass, which are the purview of the Commission and Design Review Board. He requested Greg Hall, Public Works Director, show him where the pedestrian bridge would be located for this project. Greg Hall spoke to the question regarding a pedestrian bridge and the challenges of landing the bridge on the south side of the interstate. Jim Lamont continued by inquiring as to the possible engineering solutions such as landing the pedestrian bridge on the Cascade parking structure. Greg Hall answered the questions. Jim Lamont inquired with a technical question regarding why the rock fall mitigation fence was extend along the extent of the proposed parking structure. George Ruther responded that the regulations are intended to protect persons and property from dangers related to geologic hazards. Jim Lamont believed there may be an approach which better addresses the aesthetics. He suggested that Lions Ridge Loop be abandoned and a trench put in its place. He inquired as to what services /neighborhoods would be affected. Greg Hall highlighted the Lions Ridge Loop bus route and emergency access. Jim Lamont inquired as to the availability of ridership data for that bus route should it be affected or abandoned. He continued by highlighting concerns over the arrival of the leadership at a goal of 30% to address employee housing and the lack of review to determine where the density should go to address the concern. He highlighted a concern about the visual impact of the fire lane running the length of the project and other methods to allow for fire fighting opportunities. He called for a third party independent body to review the proposed plans for compliance with the fire code. Why can't a fire be fought from the Frontage Road? We cannot continue to warehouse our most valuable resource which are the employees which come to work here to provide the serves and lifestyles we are accustom too. Commissioner Pierce stated that the cross -over aisle width and the rock fall mitigation are significant issues that we do not have certainty that as to how they will function. How tall is the clear plate of the parking structure? Rick Pylman stated that the clear was TT. Commissioner Kjesbo stated that TT was fairly standard if not on the high end for garage clearance. Commissioner Pierce stated another concern regarding the snow removal from the top deck of the parking structure. He continued by asking if the project was ready for a final action at today's hearing with all the conditions given that some of the conditions are potentially deal breakers if the applicant can address them. George Ruther stated that in conversations between staff and the applicant that the conditions will allow for proper functioning of the project. He highlighted rock fall mitigation, snow removal, and landscaping as issues which have been and will be continued to be addressed. \n Page 4 4/6/2010 \n 4 -2 -4 \n Commissioner Viele stated that he believes the rock fall mitigation needs to occur on site and he believes that he is comfortable with the project so long as additional review is provided for elements such as the rock fall mitigation. He feels that the policy has been set and he does not believe it is possible to put the program identified on the site. He will be supporting the project. Commissioner Cartin was concerned with regard to the representation of landscaping on the plans as half of what is shown will not be installed. He agreed with Commissioner Viele statements. Commissioner Kjesbo stated the densities of the North Trail Townhomes, Middle Creek, and this proposal. He felt that instead of placing multiple properties into open space designation that some should have been set aside for employee housing of lower densities. He will not be able to support the proposal. Commissioner Kurz stated his desire to have a vibrant community and address the needs of the Town's Master Plans. He will be supporting the application. Commissioner Paladino agreed with Commissioner Kjesbo and did not feel the project was appropriately designed. Commissioner Schneidman stated he believes that given the need for employee housing and the responses of the applicant that he will be supporting the project. Commissioner Pierce identified that the need exists and that this is an appropriate site, however, the lack of availability to plant landscaping between the project and the Frontage Road of any significant. He believes the need to provide employee housing should be spread across the entirety of the 10 acre site. 10 minutes 2. A request for a final review of a variance from Section 14 -6 -7, Retaining Walls, to allow for the construction of retaining walls in excess of six (6') feet in height, located at 1280 North Frontage Road /Lots 1 -5, Block C, Lions Ridge Subdivision Filing 1,and setting forth details in regard thereto (PEC100001) Applicant: Vail Timber Ridge, LLC Planner: George Ruther ACTION: Approved with condition(s) MOTION: Kurz SECOND: Viele VOTE: 6 -1 -0 ( Kjesbo opposed) The discussion regarding this application occurred in conjunction with the conversation about the development plan above. The conditions applied with the motion are the same as those applied to the development plan motion above. 10 minutes 3. A request for final review of a final plat, pursuant to Chapter 13 -3, Major Subdivision, Vail Town Code, to allow for a re- subdivision of the Timber Ridge site, located 1280 North Frontage Road /Lots 1 -5, Block C, Lions Ridge Subdivision Filing 1, and setting forth details in regard thereto. (PEC100005) Applicant: Vail Timber Ridge, LLC Planner: George Ruther ACTION: Recommendation of approval to the Vail Town Council MOTION: Kurz SECOND: Viele VOTE: 7 -0 -0 \n Page 5 4/6/2010 \n 4 -2 -5 \n The discussion regarding this application occurred in conjunction with the conversation about the development plan above. The conditions applied with the motion are the same as those applied to the development plan motion above 30 minutes 4. A request for the review of a conditional use permit, pursuant to Section 12 -9C -3, Conditional Uses, Vail Town Code, to allow for the construction of public buildings and grounds (fire station), and a request for the review of a variance from Section 14 -6 -7, Retaining Walls, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for retaining walls exceeding six feet (6') in exposed wall face height, located at 2399 North Frontage Road West/Parcel A, Resub of Tract D, Vail Das Schone Filing 1, and 2310 Chamonix Road /Parcel B, Resub of Tract D, Vail Das Schone Filing 1, and setting forth details in regard thereto. (PEC100007, PEC100008) Applicant: Town of Vail, represented by Belford Watkins Group and VAg, Inc. Planner: Bill Gibson Conditional Use Permit Application ACTION: Approved with condition(s) MOTION: Kjesbo SECOND: Kurz VOTE: 7 -0 -0 1. This conditional use permit approval is contingent upon the applicant obtaining Town of Vail approval of the associated retaining wall height variance application. 2. This conditional use permit approval is contingent upon the applicant obtaining Town of Vail approval of the associated design review new construction application. 3. The applicant must obtain CDOT approval of a Notice to Proceed set of plans prior to constructing the new access points. 4. Prior to the start of construction, the applicant must obtain a Town of Vail Public Way permit and comply with the Public Works General Conditions for construction. 5. Prior to the issuance of a temporary or final certificate of occupancy, the applicant must execute an amended final plat to establish all necessary permanent easements. 6. Prior to the issuance of a temporary or final certificate of occupancy, the applicant must obtain Town of Vail Public Works Department approval of a Revocable Right -of- Way Permit for all improvements in the street right -of -way. Variance Application ACTION: Approved with condition(s) MOTION: Kjesbo SECOND: Paladino VOTE: 7 -0 -0 1. The retaining walls shall not exceed 7 feet in exposed wall face height. Bill Gibson gave a presentation per the staff memorandum. He highlighted the site plan elements including setbacks, landscaping, parking, and access. He further highlight that the structure was two stories, but due to the inverse gable roof the bulk, mass, and height was at the edges of the structure verse the center of the structure measuring over 40 feet in height. Commissioner Viele clarified that he recused from a previous vote due to his company being considered for construction of the station. Since those hearings, his company is no longer in the running and he felt he could be unbiased in reviewing the project but he would recuse himself if the applicant desired him to do so. \n Page 6 4/6/2010 \n 4 -2 -6 \n Anne Gunion, of VAg, representing the applicant, gave a presentation on the proposal. She highlighted a concern raised by the Town Council at their last hearing with regard to reducing the amount of landscaping at the front of the project to allow it to be more visible and have less water usage and maintenance need into the future. Pedro Campos, of VAg, representing the applicant gave a presentation on the landscaping plan. Anne Gunion continued with her presentation highlighting the roof plan and the heights of various elements. Commissioner Kurz clarified that the proposed inverse gable roof form provides rain and snow run -off benefits compared to a traditional gable roof form. Anne Gunion stated that due to the desire to capture the daylighting and because of the double sided drive through bays, they wanted to drain water from the roof to a single point. The proposed deign significantly reduces the amount of snow melt and snow guards needed on the structure. There was no public comment. The Commissioners expressed their support for the project and stated that the proposal complied with the review criteria. 60 minutes 5. A request for a recommendation to the Vail Town Council for an amendment to the Lionshead Redevelopment Master Plan, pursuant to Section 2.8, Adoption and Amendment of the Master Plan, Lionshead Redevelopment Master Plan, to amend the recommendations for transportation improvements in Lionshead (generally located at the Lionshead Parking Structure and the Concert Hall Plaza bus stop) and setting forth details in regard thereto. (PEC100009) Applicant: Town of Vail, represented by Braun Associates Planner: Warren Campbell ACTION: Tabled to April 12, 2010 MOTION: Viele SECOND: Paladino VOTE: 7 -0 -0 Warren Campbell gave a presentation per the staff memorandum. Tom Braun, Braun Associates, representing the applicant, presented an introduction to the proposed transportation improvement recommendations. He summarized the background of this project, the transportation improvement alternatives considered, the preferred option recommendations, the next steps in the review process, and anticipated phasing schedule. Commissioner Kurz asked how the future transit need projections related to the potential Ever Vail project. Tom Braun described how the transit projections addressed Ever Vail. Lou Bieker, 4240 Architects, representing the applicant, presented an overview of the qualitative design elements of the proposed master plan amendments. He described the building programming, aesthetic design themes, and architectural concepts associated with the future redevelopment of the Lionshead Parking Structure auxiliary building and information booth. Commissioner Kurz stated that he was glad to see the progress of the project to date. He asked about access to the future visitor center and how the transit projections address Ever Vail. He is curious to see the recommendations for the Concert Hall Plaza improvements. \n Page 7 4/6/2010 \n 4 -2 -7 \n Tom Kassmel, Town Engineer, described the short and long term phases of the improvements based upon future development projects. Commissioner Cartin asked for clarifications about the impacts to town bus routes under the proposal. There was no public comment. The Commission took a 20 minute break for dinner. 30 minutes 6. A request for a work session on a major exterior alteration, pursuant to Section 12 -71 -7, Exterior Alterations or Modifications, Vail Town Code, to allow for the redevelopment of the area known as "Ever Vail' (West Lionshead), with multiple mixed -use structures including but not limited to, multiple - family dwelling units, fractional fee units, accommodation units, employee housing units, office, and commercial /retail uses, located at 862, 923, 934, 953, and 1031 South Frontage Road West, and the South Frontage Road West rig ht-of-way/U nplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080064) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Tabled to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 Commissioners Cartin and Viele recused themselves due to conflicts of interest. Warren Campbell gave a presentation which highlighted that this was a step towards understanding the building heights, setbacks, and the interactions between the structures. Dominic Mauriello, Mauriello Planning Group, representing the applicant, gave a presentation highlighting the proposed transit center and its ability to be reconfigured to adapt to future transit needs. Greg Hall, Public Works Director, stated that the future growth of charter buses visiting Vail was his greatest wild card to anticipate. Warren Campbell stated that a concern of Staff is the elimination of the softscape landscaping in front of the transit facility along the Frontage Road in order to locate parallel bus spaces along the road. Dominic Mauriello continued his presentation by discussing the provisions of the Lionshead Redevelopment Master Plan requirements for building heights and the site specific height requirements. Commissioner Kurz stated he was favorable to the little niche spaces throughout the project. He suggested designing them to include improvements that attract people, such as benches. Commissioner Paladino departed at 7:10. Commissioner Schneidman was favorable to the spaces throughout the plan and their accessibility to the pedestrian. \n Page 8 4/6/2010 \n 4 -2 -8 \n Commissioner Kjesbo thanked the Vail Resorts team for doing great presentations over the years. Dominic Mauriello stated that in the coming meetings the phasing will be discussed in detail as they are trying to design a project which may be developed over the next 15 years. 5 minutes 7. A request for final review of conditional use permits, pursuant to Section 12 -71 -5, Conditional Uses: Generally (On All Levels Of A Building Or Outside Of A Building), Vail Town Code, to allow for the development of a public or private parking lot (parking structure); a vehicle maintenance, service, repair, storage, and fueling facility; a ski lift and tow (gondola), within "Ever Vail' (West Lionshead), located at 862, 923, 934, 953, and 1031 South Frontage Road West, and the South Frontage Road West rig ht-of-way/U nplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080063) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Table to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 5 minutes 8. A request for a final recommendation to the Vail Town Council for a zone district boundary amendment, pursuant to 12 -3 -7, Amendment, Vail Town Code, to allow for a rezoning of properties from Arterial Business District and unzoned South Frontage Road West right -of -way which is not zoned to Lionshead Mixed Use -2, properties known as "Ever Vail' (West Lionshead), located at 953 and 1031 South Frontage Road West and South Frontage Road West right -of -way, (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080061) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Table to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 5 minutes 9. A request for a final review of a variance from 12- 71 -14, Site Coverage, Vail Town Code, pursuant to Chapter 12 -17, Variances, to allow for additional site coverage below grade, within "Ever Vail" (West Lionshead), located at 934 (BP Site), 953 (Vail Professional Building), 1031 (Cascade Crossing) S. Frontage Road / Unplatted; 862 (VR Maintenance Shop) and 923 (Holy Cross Lot) S. Frontage Road / Tracts A and B, S. Frontage Road Subdivision; 1000 (Glen Lyon Office Building) S. Frontage Road / Lot 54, Glen Lyon Subdivision (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC090035) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Table to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 \n Page 9 4/6/2010 \n 4 -2 -9 \n 5 minutes 10. A request for a final recommendation to the Vail Town Council for a proposed major amendment to Special Development District No. 4, Cascade Village, pursuant to Article 12 -9A, Special Development District, Vail Town Code, to allow for the removal of the Glen Lyon Commercial Site, Development Area D, (Glen Lyon Office Building) from the District for incorporation into the properties known as "Ever Vail' (West Lionshead), located at 1000 S. Frontage Road West/Lot 54 Glen Lyon Subdivision, and setting forth details in regard thereto. (PEC090036) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Table to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 5 minutes 11. A request for a final recommendation to the Vail Town Council for prescribed regulations amendments to Title 12, Zoning Regulations and Title 14, Development Standards, Vail Town Code, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to provide regulations that will implement sustainable building and planning standards, and setting forth details in regard thereto. (PEC090028) Applicant: Town of Vail Planner: Rachel Friede ACTION: Table to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 5 minutes 12. A request for a work session to discuss prescribed regulations amendments, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to Title 12, Zoning Regulations, Vail Town Code, and setting forth details in regard thereto. (PEC090017) Applicant: Town of Vail Planner: Rachel Friede ACTION: Table to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 5 minutes 13. A request for a final recommendation for the adoption of the Frontage Road Lighting Master Plan, an element of the Vail Transportation Master Plan, and setting forth details in regard thereto. (PEC090014) Applicant: Town of Vail, represented by Tom Kassmel Planner: Bill Gibson ACTION: Table to April 12, 2010 MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 5 minutes 14. A request for a final review of a conditional use permit, pursuant to Section 12 -9C -3, Conditional Uses, Vail Town Code, to allow for the construction of public buildings and grounds (West Vail fire station), located at 2399 North Frontage Road /Parcel A, Resub of Tract D, Vail Das Schone Filing 1, and setting forth details in regard thereto. (PEC090019) Applicant: Town of Vail Planner: Bill Gibson ACTION: Withdrawn 15. Approval of March 8, 2010 minutes MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 16. Information Update The Commissioners and Staff thanked Rollie for his years of service. \n Page 10 4/6/2010 \n 4- 2 -10 \n 17. Adjournment MOTION: Kjesbo SECOND: Kurz VOTE: 4 -0 -0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Please call (970) 479 -2138 for additional information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published March 19, 2010, in the Vail Daily. \n Page 11 4/6/2010 \n 4- 2 -11 \n MEMORANDUM TO: Vail Town Council FROM: Community Development Department DATE: April 6, 2010 SUBJECT: Timber Ridge Village Apartments Redevelopment Update I. Update On Monday, March 22, 2010, the Town of Vail Planning & Environmental Commission (PEC) held a public hearing for the final review of the requests to redevelop the eastern one -half (5.24 acres) of the Timber Ridge Village Apartments, located at 1280 North Frontage Road. The requests were submitted to the Town of Vail by Vail Timber Ridge, L.L.C. (Developer). Upon review of the requests, the PEC voted to approve the Developer's proposed development plan and wall height variance requests and to forward a recommendation of approval of the proposed final plat to the Vail Town Council. The PEC's approvals included nine conditions of approval. A copy of the staff memorandum to the PEC, dated March 22, 2010, along with a copy of the draft meeting minutes have been included for reference. The nine conditions of approval are outlined on page 19, Section X, Staff Recommendation, and Attachment E, of the staff memorandum. The conditions of approval are intended to facilitate the redevelopment of Timber Ridge Village Apartments and to outline the expectations of the Town and Developer. II. Next Steps Pursuant to the conditions of approval, the Developer is scheduled to appear before the Town of Vail Planning & Environmental Commission on Monday, April 26 to present a revised landscape plan and site plan. Among other obligations, the revised site plan must include the proposed rockfall mitigation measures proposed for the project. At this time, the town staff is working with the Developer on the building permit application review process. Staff and the Developer have been coordinating submittal materials and clarifying building and fire code requirements. A substantial amount of time and resources are required to complete the building permit application review process. III. Town Council Actions The Zoning Regulations of the Town of Vail prescribes the procedures evaluating a decision of the Planning & Environmental Commission. Pursuant to Administration and Enforcement, Chapter 3, Zoning Regulations of the Town of Vail, in part, \n 1 4/6/2010 \n 4 -3 -1 \n "The town council may also call up a decision of the planning and environmental commission.... by a majority vote of those town council members present. " Should a majority of the town council members present vote to "call up" the decision of the PEC on the redevelopment of Timber Ridge, the "call up" will be heard at the May 4, 2010, evening meeting or at a special meeting of the Vail Town Council. In the event the decision is called up, the call up shall stay all permit activity and any proceedings in furtherance of the permit application. \n 2 4/6/2010 \n 4 -3 -2 \n MEMORANDUM TO: Town of Vail Planning and Environmental Commission FROM: Community Development Department DATE: March 22, 2010 SUBJECT: A request for a review of a Development Plan, pursuant to section 12- 61 -11, Development Plan Required, Housing Zone District, Vail Town Code to allow for the redevelopment of a five (5) acre portion of the Timber Ridge Village Apartments, with up to 359 new deed - restricted employee housing units; and a request for a review of a preliminary plan and final plat, pursuant to Chapter 13 -3, Major Subdivision, Vail Town Code, to allow for a resubdivision of Lions Ridge Subdivision, Filing No. 1, Block C, A resubdivision of Lots C1, 2, 3, 4 & 5; and a review of a variance from Section 14 -6 -7, Retaining Walls, Vail Town Code, to allow for the construction of retaining walls in excess of six (6) feet in height, located at 1280 North Frontage Road/ Lots C1 -05, Lions Ridge Subdivision, Filing No.1, and setting forth details in regard thereto. ( PEC090038 )(PEC100005)(PEC100001) Applicant: Vail Timber Ridge, LLC and the Town of Vail Municipal Corporation Planner: George Ruther I. SUMMARY The applicant, Vail Timber Ridge, LLC and the Town of Vail Municipal Corporation, represented by Rick Pylman, of Pylman & Associates, are requesting a review of three development applications intended to facilitate the redevelopment of the easternmost 5.24 acres of Timber Ridge Village Apartments. The proposal would remove nine existing apartment buildings containing 102 apartment units, and replaces them with three new attached apartment buildings containing 352 deed restricted housing units, a five -story tall, 520 space parking garage and a resident's clubhouse According to the Official Zoning Map of the Town of Vail, Lots C1 -5 of the Lions Ridge Subdivision are zoned Housing (H) District. As such, all future development on the site shall comply with the applicable provisions of the Housing District development standards and processes. A complete zoning analysis for the project is outlined in Section V of this memorandum. Based upon staff's analysis of the criteria for review for the proposed project, as outlined in Sections VII - IX of this memorandum, the staff is recommending that the Planning & Environmental Commission: • approves, with conditions, the applicant's request to establish a Development Plan for the redevelopment of the easternmost 5.24 acres of the Timber Ridge Village Apartments site, • approves the request for the retaining wall height variance, and; • forwards a recommendation of approval, with modifications, of the request for a preliminary plan and final plat of the Lions Ridge Subdivision. 1 \n 4/6/2010 \n 4 -4 -1 \n II. DESCRIPTION OF THE REQUESTS Development Plan The applicants are proposing to redevelop the easternmost 5.24 acres of the Timber Ridge Village Apartments development site and construct a new five -story tall building extending approximately 800 feet along the North Frontage Road (Attachment A — Vicinity Map). The new building will contain up to 352 new employee housing units capable of housing between 760 -930 employees. According to the proposed development plan, the 352 new residential units will be a mix of 6% or 22 studio units, 39% or 138 one bedroom units and 55% or 192 two bedroom units. The western half of the site (96 apartments) will remain operational throughout the redevelopment construction process. A new five -level enclosed, parking garage will be constructed on the site along with improved public transit facilities to meet the minimum parking and transportation needs of the residents of the development. A 5,760 square foot clubhouse will be constructed within the West building. The clubhouse includes exercise areas, offices, a cyber cafe, a club room and business /conference room space. A written narrative from the applicants, entitled " Timber Ridge Development Plan Application " , date stamped March 11, 2010, describing the development application requests is attached for reference (Attachment B). A reduced copy of the proposed plan is attached for reference (Attachment C). Proposed Eastern Portion Redevelopment Total Range of Average # of % of Square Feet Number of Number of Employees Employees Units Unit Mix of Units Bedrooms Bedrooms / Unit Housed 22 6% 393 s . ft. Studio 22 1.15 - 1.35 25-30 530-650 138 39% s . ft. One 138 1.5-2.0 207-276 786-931 192 55% s . ft. Two 384 2.75-3.25 528-624 352 100% 544 760-930 * source — Vail Town Code and the Town of Vail Employee Housing Strategic Plan Retaining Wall Height Variance The applicants are requesting a retaining wall height variance to facilitate redevelopment on the Timber Ridge Village Apartments site (the "Development Site "). Presently, more than fifty feet (50') of grade change occurs north /south across the site. Given the topography of the site and the residential uses permitted, a significant amount of the slope retention is required to accommodate development on the site. As proposed, the retaining walls will be up to 12 feet in height behind the buildings and along the northerly edge of the development site. Pursuant to Section 14 -6 -7, Retaining Walls, the maximum height of retaining walls shall not exceed six feet (6') in height. 2 \n 4/6/2010 \n 4 -4 -2 \n Final Plat The applicants are requesting review of a major subdivision application to create a new final plat of the Development Site. The purpose of the final plat is to facilitate redevelopment of the property by creating two new lots, the necessary easements and allow for the future transfer of ownership of the property. As proposed, Lots C1 -5, Block C, Lions Ridge Subdivision, Filing No. 1 would be resubdivided to create Lots 1 & 2 of the new Timber Ridge Subdivision. Upon creation Lot 1 would be approximately 4.840 acres (210, 830 sq. ft.) in size and Lot 2 would be approximately 5.242 acres (228,342 sq. ft.) square feet in size. According to the land use summary noted on the proposed final plat, the total size of the major subdivision shall be approximately 10.082 acres. A reduced copy of the proposed final plat is attached for reference (Attachment D). III. BACKGROUND The Town of Vail acquired Timber Ridge Village Apartments in 2003 for $20 million to preserve the deed restricted employee housing designation on the property. Constructed in 1981, Timber Ridge is Vail's largest deed - restricted employee housing complex, currently consisting of 198 rental apartment units on ten acres. Each of the existing units is 745 sq. ft. in size with two bedrooms and one bathroom. Presently, the eastern portion of the Timber Ridge Village Apartments provides housing to more than 408 persons (four occupants per unit X 102 units). Existing Timber Ridge Village Apartments Total Number Number Average # of % of Square Feet of of Employees Employees Units Unit Mix of Units Bedrooms Bedrooms / Unit Housed 198 1 100% 1 745 sq. ft. 1 2 1 396 1 4.0 1 792 IV. APPLICABLE PLANNING DOCUMENTS Vail Town Code Housing (H) Zone District 12 -61 -1: PURPOSE: The housing district is intended to provide adequate sites for employee housing which, because of the nature and characteristics of employee housing, cannot be adequately regulated by the development standards prescribed for other residential zoning districts. Itis necessary in this district to provide development standards specifically prescribed for each development proposal or project to achieve the purposes prescribed in section 12 -1 -2 of this title and to provide for the public welfare. Certain nonresidential uses are allowed as conditional uses, which are intended to be incidental and secondary to the residential uses of the district. The housing district is intended to ensure that employee housing permitted in the district is appropriately located and designed to meet the needs of residents of Vail, to harmonize with surrounding uses, and to ensure adequate light, air, open spaces, and other amenities appropriate to the allowed types of uses. 3 \n 4/6/2010 \n 4 -4 -3 \n 12 -61-8: PARKING AND LOADING: Off street parking shall be provided in accordance with chapter 10 of this title. No parking or loading area shall be located within any required setback area. At the discretion of the planning and environmental commission, variations to the parking standards outlined in chapter 10 of this title maybe approved during the review of a development plan subject to a parking management plan. The parking management plan shall be approved by the planning and environmental commission and shall provide for a reduction in the Parking requirements based on a demonstrated need for fewer parking spaces than chapter 10 of this title would require. For example, a demonstrated need for a reduction in the required parking could include: A. Proximity or availability of alternative modes of transportation including, but not limited to, public transit or shuttle services. B. A limitation placed in the deed restrictions limiting the number of cars for each unit. C. A demonstrated permanent program including, but not limited to, rideshare programs, carshare programs, shuttle service, or staggered work shifts. 12- 61 -10: OTHER DEVELOPMENT STANDARDS: A. Prescribed By Planning And Environmental Commission: In the H district, development standards in each of the following categories shall be as proposed by the applicant, as prescribed by the planning and environmental commission, and as adopted on the approved development plan: 1. Lot area and site dimensions. 2. Building height. 3. Density control (including gross residential floor area). 12 -17 -1: PURPOSE, VARIANCES: A. Reasons For Seeking Variance: In order to prevent or to lessen such practical difficulties and unnecessary physical hardships inconsistent with the objectives of this title as would result from strict or literal interpretation and enforcement, variances from certain regulations may be granted. A practical difficulty or unnecessary physical hardship may result from the size, shape, ordimensions of a site or the location of existing structures thereon; from topographic orphysical conditions on the site or in the immediate vicinity; or from other physical limitations, street locations or conditions in the immediate vicinity. Cost or inconvenience to the Applicant of strict or literal compliance with a regulation shall not be a reason for granting a variance. V. ZONING ANALYSIS Address: 1280 North Frontage Road Legal Description: Lots C1 -05, Lions Ridge Filing No. 1 Zoning: Housing District Land Use Plan Designation: Medium Density Residential Current Land Use: Medium Density Residential Dwellings Lot Size: 5.24 acres/ 228,254 square feet Geologically Sensitive Areas: High Severity Rockfall Development Standard Required Proposed Min. Lot Area: determined by PEC 228,254 sq.ft.(5.24 acres) 4 \n 4/6/2010 \n 4 -4 -4 \n Density Control: determined by PEC 67.17 d.u. /ac. (352 d.u.) Min. Setbacks: Front: 20' (north) 25' (north) Sides: 20' (east) 20' (east) 20' (west) 50' (west) Rear: 20' (south) 54' (south) Max. Building Height: determined by PEC 100' (tower element) 79' (building) Max. GRFA: determined by PEC 252,628 sq. ft. Max. Site Coverage: 55% unless at least 75% 97,448 sq. ft. (43 %) of parking is covered and approved by the PEC Min. Landscape Area: 68,476 sq. ft. (30 %) 68,736 sq. ft. (30 %) Min. Parking: Per Chapter 10 (693 spaces), 520 spaces min. or a max. 25% reduction (520 spaces) approved by the PEC based upon the Parking Management Plan provided VI. SURROUNDING LAND USES AND ZONING Current Land Use Zoning Land Use Designation North: Residential Two - Family Primary/Secondary Low Density Residential South: Interstate 70 ROW Not Zoned Not Designated East: Residential High Density Multiple Family High Density Residential Residential West: US Postal Service High Density Multiple Family High Density Residential Residential VII. CRITERIA AND FINDINGS, DEVELOPMENT PLAN The review criteria and findings for evaluation for the review and consideration of a development plan are prescribed in Section 12 -61 -13 of the Zoning Regulations. According to Section 12- 61 -13, the following criteria shall be used as the principal means for evaluating a proposed development plan. It shall be the burden of the applicant to demonstrate that the proposed development plan complies with all applicable design criteria. A list of the applicable design criteria are outlined in Section IV of this memorandum. 12- 61 -13: DEVELOPMENT STANDARDS /CRITERIA FOR EVALUATION: The following criteria shall be used as the principal means for evaluating a proposed development plan. It shall be the burden of the applicant to demonstrate that the proposed development plan complies with all applicable design criteria. 5 \n 4/6/2010 \n 4 -4 -5 \n A. Building design with respect to architecture, character, scale, massing and orientation is compatible with the site, adjacent properties and the surrounding neighborhood. Architecture The proposed redevelopment project is intended to be an assemblage of four new residential buildings wrapping three sides of a new above -grade parking garage. As designed, there are an East, West, Center and Parking Garage buildings. The four buildings are physically connected to one another in an east to west alignment extending approximately 800 feet along the length of the building envelope. The residential buildings will have sloping roof gable and hip roof forms with pitches of up to 7:12 and a mix of stone, stucco and cementious wood siding on the exterior. Additional design accents such as wooden shutters, south facing exterior decks and balconies and exposed wood beams and structural bracing are included on the proposed buildings. The applicants are scheduled for a public hearing before the Town of Vail Design Review Board on Wednesday, April 7, 2010. Staff believes the architecture of the proposed buildings is compatible with the site, adjacent properties and the surrounding neighborhood. Character The buildings have been designed as an assemblage of four individual buildings connected to one another. The east and west buildings are similar in design and form. Each building is designed with double - loaded corridors for internal circulation and contains south facing exterior courtyards for access to the buildings and passive outdoor recreation. These two buildings have been designed to be up to five stories in height. The third, or "center", building utilizes a single - loaded corridor for internal access and is also five stories tall. The "center" building provides the front facade intended to screen the view of the parking garage. As designed, the "center" building creates a townhouse appearance along the North Frontage Road. The fourth and final building is the enclosed parking garage. The parking garage contains the required off - street parking spaces for the development, a resident's storage area, and access to trash and recycling facilities. The parking garage is accessed directly from the North Frontage Road. The style of the three residential buildings can be characterized as maintaining an alpine form of design. Sloping roof forms, hip and gable roof ends, steeply pitching tower elements and a mixture of stone, stucco and wood make up the exterior building materials. The color palette selected for the building is an assortment of light and dark earth -tone colors. Architectural elements such as wooden decks, exposed beam ends, decorative bracing and covered main entrances have been incorporated to accentuate the character of the buildings. Scale and Massing The scale of the proposed buildings is large when compared in context with surrounding uses and structures. There is little doubt that the proposed building will be one of the larger buildings constructed in the Town of Vail. The applicants have attempted to mask the scale and mass of the building by providing vertical articulation to the roof line and building mass. For example, the easternmost portions of the building have been lowered in height to more 6 \n 4/6/2010 \n 4 -4 -6 \n directly relate to the existing scale and massing of the Savoy Villas Condominiums residential units on the neighboring property. Additionally, the visual scale and massing of the parking garage was reduced by filling in and flattening out the grades on the north side of the parking garage. This change in grading substantially reduces the long, extensive linear mass of the parking garage and buries nearly 80% of the parking garage below grade. Staff believes the scale and massing of the proposed buildings is compatible with the site, adjacent properties and the surrounding neighborhood. Orientation The four new buildings are sited predominately on an east to west orientation and generally parallel with the North Frontage Road and Lions Ridge Loop. The orientation of the buildings is driven primarily by the shape and configuration of the platted development site. Four south facing exterior courtyards have been proposed along the south edge of the buildings. The four courtyards are designed to provide useable outdoor passive recreation areas forthe residents of the buildings. According to the sun /shade analysis, the courtyards will receive varying amounts of direct sunlight throughout the year. A five story tall enclosed parking garage has been oriented in the center portion of the site and screened on three sides by proposed buildings. The north side of the garage has been substantially buried below grade to screen the structure from the view of the public. Staff believes the orientation of the proposed buildings is compatible with the site, adjacent properties and the surrounding neighborhood. B. Buildings, improvements, uses and activities are designed and located to produce a functional development plan responsive to the site, the surrounding neighborhood and uses, and the community as a whole. Responsiveness to the site The buildings and improvements have been designed to be responsive to the site. Nearly all of the activity associated with the site occurs along the south - facing edge of the development site. Both pedestrian and vehicle access to the buildings is taken from the south side. The buildings have been as far as practical to the south so as to minimize the amount of encroachment into the steeply sloping north hillside. To that end, however, the applicants are also seeking approval of a retaining wall height variance in order to facilitate development on the site. Responsiveness to the surrounding neighborhood and uses Several revisions were made to the original proposal in order to increase the responsiveness of the building and uses to the surrounding neighborhood. For instance, the mass of the easternmost portion of the buildings was reduced to better relate to the mass and orientation of the existing Savoy Villas Condominiums. In addition, the westernmost end of the building was redesigned to lower the finish floor elevation to more closely match that of the existing North Frontage Road and pedestrian path. As a result, a significant amount of retaining walls were eliminated and substantial number of pedestrian stairs were removed. One important opportunity for improving compatibility with adjacent uses was not pursued however. The proposed building continues to maintain an entrance /exit on the east end building. This entrance /exit, while convenient, has the potential to negatively impact the use and enjoyment of the residential property to the east. Given the high volume of traffic this entrance will likely see, it might be better suited for another location. If this entrance /exit 7 \n 4/6/2010 \n 4 -4 -7 \n were simply relocated to the other side of the hallway, the potential for any negative impacts would be significantly reduced and the resident's use of the courtyard likely enhanced. Staff recommends the applicants reconsider the location of the entrance /exit. Responsiveness to the Community The Timber Ridge Village Apartments redevelopment is in direct response to an identified community need. Through the adoption of the Town of Vail Employee Housing Strategic Plan the need for employee housing was quantified and a goal for the community was set. In response to this need, the Town has actively pursued the redevelopment of the site. Given the central location of the site to the identified job centers, its proximity to public transit facilities, and its ability to accommodate a significant amount of infill development, this redevelopment site is well- suited for a project of this scope and size. C. Open space and landscaping are both functional and aesthetic, are designed to preserve and enhance the natural features of the site, maximize opportunities for access and use by the public, provide adequate buffering between the proposed uses and surrounding properties, and, when possible, are integrated with existing open space and recreation areas. Functionality and Aesthetics The landscape plan needs further revision and attention. A well- designed and implemented landscape plan has the opportunity to bring numerous improvements and enhancements to the overall project, both functionally and aesthetically. First, the sizes of trees should be increased to be more reflective of the scale and mass of the buildings. Five story tall buildings and a predominance of 6' — 8' tall spruce trees are not compatible. A greater variety of tree sizes should be incorporated to better integrate the buildings into the context of the neighborhood. A significant landscape screen is needed along Lions Ridge Loop to again mask the scale of the building and provide greater visual interest to both persons passing by the site as well as the residents living in the units on north side of the buildings. By and large, there is effectively no landscape on the north side of the building. Greater consideration should be given to the planting plan. In many areas native aspen trees are used in a very linear, street tree form which is foreign to their more natural appearance. Instead, a more random and organic planting plan should be pursued to ensure the development fits into the mountain environment that is Vail. Attention should be given to where trees and planting are placed to optimize their aesthetic and environmental value to the overall development. All of the trees proposed along the south side of the fire lane /pedestrian path should be relocated on the site to avoid conflicts with the buried water and sewer lines. The area is more conducive to shrubs, perennial beds and turf. As such, the area could also be better utilized for much needed snow storage areas. Special attention needs to be directed towards maintaining safe sight distance triangles at driveway entrances. Staff recommends that the applicants readdress the proposed landscape plan to ensure it complies with the above - described criteria. As presently proposed, the plan fails to comply with these criteria. The applicant should be required to submit a revised landscape plan for review. 8 \n 4/6/2010 \n 4 -4 -8 \n D. A pedestrian and vehicular circulation system is designed to provide safe, efficient and aesthetically pleasing circulation to the site and throughout the development. Safe, Efficient and Aesthetically Pleasing Circulation System Timber Ridge Village Apartments are located along the North Frontage Road. The North Frontage Road provides direct vehicular and pedestrian access to the site. A secondary form of pedestrian access is available to the site from Lions Ridge Loop. A series of pedestrian sidewalks and a shared fire lane /pedestrian path provides pedestrian circulation on the site. Vehicles will access the site in two locations; one at the main entrance to the parking garage and a second, at the west end of the building nearest the public transit stop. An enhanced public transit stop is proposed to be constructed to accommodate the anticipated significant increase in bus ridership. The public transit stop is designed to accommodate up to four buses at any given time (two east bound /two west bound). Special consideration should be given to the impact that this development may have on the Town's ability to provide convenient and efficient public transit services. More than 100 riders have been witnessed waiting at the transit stop during peak periods of the day and year. It should be reasonably assumed that these types of number will continue or increase. I -70 imposes a significant barrier to pedestrian movements north /south across the valley. To date, the Town has studied opportunities for constructing a pedestrian bridge over I -70 linking the development site to the south side of I -70. In studying the opportunities the Town has concluded that finding a location to land the south end of the bridge remains one of the greatest barriers to constructing the improvements as there is little to no area of public right of way. The improvements would have to be located on private property. Snow Storage Four levels of the parking garage are enclosed and protected from the weather. The top deck of the garage, however, is exposed to the elements. As such, snowwill accumulate on the top during the winter months. As presently designed, no accommodations for snow storage or snow removal is provided. Staff recommends the applicants revise the proposed plans ensuring that adequate snow storage and snow removal is addressed. The current proposal does not comply with the Town's adopted regulations. Cross Over Aisle Width Title 14, Development Standards, of the Vail Town Code, in part, prescribe minimum design standards for parking garages. According to Title 14, the minimum width of a cross over aisle in a parking structure is thirty feet (30'). The purpose of this standard is to ensure adequate clearances for the flow and circulation of traffic. An inadequate flow and circulation of traffic results in decreased levels of service and functionality. As presently designed, the parking garage has twenty -four foot (24') wide cross over aisles. Staff recommends the applicants submit written documentation from a qualified traffic consultant documenting the difference in level of service and functionality between the designed aisle width and the required width. This information will be used to evaluate whether the designed aisle width is acceptable. E. Environmental impacts resulting from the proposal have been identified in the project's environmental impact report, if not waived, and all necessary mitigating measures are implemented as a part of the proposed development plan. Environmental Impact Report 9 \n 4/6/2010 \n 4 -4 -9 \n An environmental impact report was prepared for the Timber Ridge redevelopment project in accordance with the applicable provisions of the Zoning Regulations of the Town of Vail and submitted to the Town of Vail Community Development Department for review and consideration. Chapter 5, Cumulative & Long -term Effects & Irreversible Environmental Changes, of the report entitled, "ENVIRONMENTAL IMPACT REPORT, Timber Ridge Redevelopment Project" dated January, 2010, prepared by Western Ecological Resources, Inc, of Boulder, Colorado, concludes the following: 5.1 Hydrology 5.1.1 Surface Water The proposed redevelopment of the eastern portion of Timber Ridge would have no cumulative, long -term effect or irreversible environmental change on the surface water hydrology of the project site. 5.1.2 Ground Water The proposed development would have a slight, cumulative long -term effect or irreversible environmental change on the ground water hydrology of the project site due to dewatering of building foundations via underdrains. 5.2 Atmosphere The slight increase in hydrocarbon pollutants generated by the development and associated vehicular traffic represents a cumulative and long term effect. However, Kimley- Horn's traffic analysis concludes that redevelopment of Timber Ridge would have an overall effect of reducing traffic within Vail because employees would reside closer to their workplace. The majority of residents in Timber Ridge utilize public transportation. 5.3 Geology & Hazards The long -term risks presented by the rockfall hazard could be mitigated by any of the four conceptual options presented in HP Geotech's 2009 Geologic Site Assessment and Preliminary Rockfall Risk and Mitigation Study. After the feasibility analysis and preliminary cost estimates are completed, an option can be selected and further studies would be needed to develop more precise design specifications. 5.4 Soils Because this is a redevelopment project, it would not result in any new cumulative or long- term impacts to the native soil. As described in the Geotechnical Study completed by HP Geotech, the site is overlain by fill material from the initial development. 5.5 Vegetation Resources The proposed project would create only a negligible long -term change in the plant community as areas of ornamental vegetation are impacted and replaced with similar ornamental vegetation. 5.6 Wildlife Resources The proposed redevelopment would not have any significant long -term impacts or irreversible environmental changes on wildlife resources. The site is already a high- density residential development, and there will be no change in land use or vegetation resources. 10 \n 4/6/2010 \n 4- 4 -10 \n 5.7 Noise Noise generated by the proposed development and associated vehicular traffic would create a slight cumulative and long -term environmental change, however given the proximity of the Interstate -70 corridor, this change will be negligible. 5.8 Visual Resources Redevelopment of the eastern portion of Timber Ridge would create an irreversible change on the visual resources of the area. However, this would be a positive impact because the aging buildings would be replaced with newer, updated buildings with an aesthetically pleasing architectural style that compliments other developments within the Town of Vail (Figure 11). 5.9 Land Use The proposed project would not result in changes to the land use as one high- density residential development will be replaced with a similar high- density residential development. 5.10 Circulation & Transportation Long -term traffic estimates included in Kimley- Horn's Traffic Impact Study (2010) assume the entire Timber Ridge site is re- developed to include 700 units by 2025. Their analysis estimates the development would generate 77 new vehicle trips during the peak morning hour and 142 new vehicle trips during the peak afternoon hour of the peak winter ski season. Likewise there would be 337 new person trips during the peak morning hour and 424 new person trips during the peak afternoon hour on the public transportation system. Kimley- Horn reports that the full build -out may have a significant impact on the Town of Vail's public transit system and states that additional busses may be needed to accommodate this use. 5.11 Population The redeveloped apartment buildings will support a larger population, an increase estimated between 352 and 522 employees. This represents a cumulative and permanent increase in the population of the Town. F. Compliance with the Vail comprehensive plan and other applicable plans. A component of the Vail Comprehensive Plan is the Employee Housing Strategic Plan that was adopted in September, 2008. The Plan outlines action steps forthe Town to achieve its deed restricted employee housing goal: "To ensure there is deed restricted housing for at least 30% of Vail's workforce within the Town of Vail." Two objectives the Plan identifies is Vail's need to "keep up" with new deed restricted employee housing demand as it is created and the need to "catch up" with existing deed restricted employee housing deficiencies. The Town adopted Commercial Linkage and Inclusionary Zoning requirements for new development to ensure the amount of deed restricted employee housing keeps up with increasing employee demand. The Plan recognizes the Town has the unique obligation of catching up with existing deficiencies. The proposed redevelopment of the easternmost portion of Timber Ridge is the most significant opportunity the Town has to address existing deed restricted employee housing deficits. The following figures illustrate the challenge Vail faces in meeting its goal: 11 \n 4/6/2010 \n 4- 4 -11 \n Vail's Deed Restricted Housing Gap Existing Jobs 9,100 6,100 Employees (emp. = more than 1 job) 30% of Vail's Employees 1,830 Employees EHUS 663 Units -1,094 Beds (avg. 1.65 emps /unit) Existing Deed Restricted Gap 736 Beds New Employee Beds Arosa Drive Duplex 3.3 New Beds on average %2 Timber Ridge Redevelopment 439 New Beds on average First Chair 42 New Beds Chamonix Neighborhood 92.4 New Beds on average Remaining Deed Restricted Gap To Achieve the Goal 159.3 New Deed Restricted Beds VIII. CRITERIA AND FINDINGS, VARIANCE Before acting on a variance application, the planning and environmental commission shall consider the following factors with respect to the requested variance: 1. The relationship of the requested variance to other existing or potential uses and structures in the vicinity. Staff Response - The proposed variance request allowing for retaining wall heights to exceed the maximum six feet of exposed wall face will have little to no negative impact on the existing or potential uses in the vicinity. The site is bordered by public road rights -of -way on the north and south, the United States Post Office to the west, and a large- scale, multi- family development to the east. The visual impact of the proposed retaining wall will be largely shielded by the proposed buildings. The retaining wall will be most visible on the west end of the development site, adjacent to the remaining portion of the Timber Ridge development. The proposed wall is designed as to minimize any negative impact it may have on the future redevelopment of the western portion of Timber Ridge Village Apartments. As designed, the exterior surface of the retaining walls is intended to be colored shot - crete. A shot -crete surface is prohibited by the Town's adopted design standards and guidelines. An alternate exterior surface material shall be required prior to final design approval. 2. The degree to which relief from the strict or literal interpretation and enforcement of a specified regulation is necessary to achieve compatibility and uniformity of treatment among sites in the vicinity, orto attain the objectives of this title without grant of special privilege. Staff Response - Staff believes there is a need to grant relief from the strict or literal interpretation and enforcement of the retaining wall exposed face height regulation. The site was previously developed in a manner which has currently resulted in retaining wall heights 12 \n 4/6/2010 \n 4- 4 -12 \n that are in excess of the current Zoning Regulation requirements. With the physical configuration of the site being narrowest from north to south and the location of a 40 -foot utility easement running east -west across the street frontage of the property, the development is confined to an even more limited building envelope by which to comply with the retaining wall exposed face height requirements. There has only been a small number of exposed wall face height variances granted within the Town of Vail. To date, they have been granted to mostly residential zoned properties on steep slopes. As the Code requirements regulating the exposed wall face height are an outcome of a more recent desired aesthetic preference of the community, previous developments did not have to comply with this regulation. One positive outcome of granting a variance will be the ability to create a more suitable surface for landscaping to be planted along Lions Ridge Loop on the north side of the building. 3. The effect of the requested variance on light and air, distribution of population, transportation and traffic facilities, public facilities and utilities, and public safety. Staff Response - Staff believes that the requested retaining wall exposed face height variance will have minimal, if any, negative effects on the elements identified in the above criterion. The space between the proposed structure and the retaining wall will be properly illuminated to address any public safety issues or concerns. The request for a variance from the maximum retaining wall height standards prescribed in Section 14 -6 -7 of the Zoning Regulations of the Town of Vail has minimal, if any, impacts on the above - described criteria. IX. CRITERIA AND FINDINGS, FINAL PLAT Chapter 3, Major Subdivision, Title 13 Subdivision Regulations, of the Vail Town Code prescribes the review criteria for a request for a major subdivision. Pursuant to Section 13- 3-6, Final Plat, Vail Town Code, the criteria for reviewing the final plat shall be as contained in Section 13 -4 -2 of the Subdivision Regulations. According to Section 13 -4 -2C, Review and Action on Plat, "The Planning and Environmental Commission shall review the plat and associated materials and shall approve, approve with modifications or disapprove the plat within twenty one (2 1) days of the first public hearing on the major subdivision or the major subdivision will be deemed approved. A longer time period for rendering a decision may be granted subject to mutual agreement between the Planning and Environmental Commission and subdivider". The burden of proof shall rest with the applicant to demonstrate that the application is in compliance with the intent and purposes of this Chapter, the Zoning Ordinance and other pertinent regulations that the Planning and Environmental Commission deems applicable. Due consideration shall be given to the recommendations made by public agencies, utility companies and other agencies consulted under subsection 13 -3 -3C above. The purpose of the final plat is to facilitate redevelopment of the site by creating two new lots and the necessary easements and allow for the future transfer of ownership of the property. As proposed, Lots C1 -5, Block C, Lions Ridge Subdivision, Filing No. 1 would be resubdivided to create Lots 1 & 2 of the new Timber Ridge Subdivision. Upon creation Lot 1 would be approximately 4.840 acres (210,830 sq. ft.) in size and Lot 2 would be 13 \n 4/6/2010 \n 4- 4 -13 \n approximately 5.242 acres (228,342 sq. ft.) square feet in size. A reduced copy of the proposed final plat has been attached for reference (Attachment D). According to Section 13 -3 -4, Commission Review of Application; Criteria, Vail Town Code, "The burden of proof shall rest with the applicant to show that the application is in compliance with the intent and purposes of the Chapter, Zoning Ordinance and other pertinent regulations that the Planning and Environmental Commission deems applicable. Due consideration shall be given to the recommendations made by public agencies, utility companies and other agencies consulted under subsection 13 -3 -3C above. The Planning and Environmental Commission shall review the application and consider its appropriateness in regard to Town policies relating to subdivision control, densities proposed, regulations, ordinances and resolutions and other applicable documents, environmental integrity and compatibility with surrounding land uses and other applicable documents, effects on the aesthetics of the Town." One of the basic premises of subdivision regulations is that minimum standards for the creation of a new lot must be met. This project will be reviewed under the Major Subdivision Criteria, pursuant to Section 13 -3 -4, Subdivision Regulations, Vail Town Code. 1. The extent to which the proposed subdivision is consistent with all the applicable elements of the adopted goals, objectives and policies outlined in the Vail comprehensive plan and is compatible with the development objectives of the town; and Staff Response - The Vail Land Use Plan identifies the property proposed for subdivision with this application as High Density Residential and states, in part, the following: "The housing in this category would typically consist of multi - floored structures with densities exceeding 15 dwelling units per buildable acre." Further, the site was acquired by the Town of Vail in 2003 with the expressed purpose of preserving deed - restricted employee housing within the Town of Vail. The sole purpose of this subdivision request is to facilitate the redevelopment of a portion of the site for future deed restricted employee housing. Staff believes the proposed major subdivision is in compliance with this criterion. 2. The extent to which the proposed subdivision complies with all of the standards of this title, as well as, but not limited to, title 12, "Zoning Regulations ", of this code, and other pertinent regulations that the planning and environmental commission deems applicable; and Staff Response - The land included in this major subdivision proposal is zoned Housing District. The purpose of the Housing District is: "The housing district is intended to provide adequate sites for employee housing which, because of the nature and characteristics of employee housing, cannot be adequately regulated by the development standards prescribed for other residential zoning districts. It is necessary in this district 14 \n 4/6/2010 \n 4- 4 -14 \n to provide development standards specifically prescribed for each development proposal or project to achieve the purposes prescribed in section 12 -1 -2 of this title and to provide for the public welfare. Certain nonresidential uses are allowed as conditional uses, which are intended to be incidental and secondary to the residential uses of the district. The housing district is intended to ensure that employee housing permitted in the district is appropriately located and designed to meet the needs of residents of Vail, to harmonize with surrounding uses, and to ensure adequate light, air, open spaces, and other amenities appropriate to the allowed types of uses. " Further, the proposed final plat has been reviewed for compliance with the applicable provisions of Title 13, Subdivision Regulations. Upon review, it has been determined that the proposed plat, with minor administrative corrections, complies with the requirements of the Vail Town Code. Staff believes the proposed major subdivision is in compliance with this criterion 3. The extent to which the proposed subdivision presents a harmonious, convenient, workable relationship among land uses consistent with municipal development objectives; and Staff Response — The expressed purpose of the major subdivision application is to facilitate the redevelopment of Timber Ridge Village Apartments. Once subdivided, the easternmost 5.24 acres of the development site shall be redeveloped in keeping with the municipal development objectives of providing deed - restricted employee housing within the Town of Vail. Staff believes the proposed major subdivision is in compliance with this criterion. 4. The extent of the effects on the future development of the surrounding area; and Staff Response — As the proposed subdivision is in compliance with the applicable provisions of Title 13, Subdivision Regulations, future development in the areas surrounding the Timber Ridge Village Apartments will have little, if any, negative effects. Staff believes the proposed major subdivision is in compliance with this criterion. 5. The extent to which the proposed subdivision is located and designed to avoid creating spatial patterns that cause inefficiencies in the delivery of public services, or require duplication or premature extension of public facilities, or result in a "leapfrog" pattern of development; and Staff Response — The proposed subdivision is a resubdivision of five existing platted lots. As such, no extension to public utilities is required. While extensions are not required, upgrades and expansion of the existing services are required. Pursuant to the proposed development plan, the applicants are required to obtain roughly $90,000 worth of additional water rights for the property. The applicants are currently working with representatives from the Eagle River Water and Sanitation District (the "District ") to execute a written agreement guaranteeing the District's ability to serve the Development Site. All other public utility companies have provided written sign -offs to the Town of Vail verifying their ability to serve the Development Site. 15 \n 4/6/2010 \n 4- 4 -15 \n Staff believes the proposed major subdivision is in compliance with this criterion. 6. The extent to which the utility lines are sized to serve the planned ultimate population of the service area to avoid future land disruption to upgrade undersized lines; and Staff Response — All of the public utility providers supplying services to the subdivision and the Development Site were consulted and signed off on the ability to serve the Development Site. Final confirmation from the District is pending. Residential and fire flow calculations were analyzed and the appropriate upgrades to the water supply system have been identified on the proposed development plans. Staff believes the proposed major subdivision is in compliance with this criterion. 7. The extent to which the proposed subdivision provides for the growth of an orderly viable community and serves the best interests of the community as a whole; and Staff Response — Timber Ridge Village Apartments were acquired by the Town of Vail for the expressed purpose maintaining deed restricted employee housing. To that end, the development site was recently rezoned to the Housing District. The sole purpose of the Housing District is to provide development standards to facilitate the development of deed restricted employee housing. The proposed major subdivision application is intended to facilitate the redevelopment of the easternmost 5.24 acres of Timber Ridge Village Apartments. If approved, the future redevelopment provides deed - restricted housing for up to 930 employees. Pursuant to the Town of Vail Employee Housing Strategic Plan "The Town of Vail (community) recognizes the need for housing as infrastructure the promotes community, reduces transit needs and keeps more employees living in town and will provide enough deed - restricted housing for at least 30% of the workforce through policies, regulations, and publicly initiated development." Staff believes the proposed major subdivision is in compliance with this criterion. 8. The extent to which the proposed subdivision results in adverse or beneficial impacts on the natural environment, including, but not limited to, waterquality, air quality, noise, vegetation, riparian corridors, hillsides and other desirable natural features; and Staff Response - The proposed major subdivision will have minimal, if any, adverse impacts on the natural environment. This area has already been legally platted and subsequently developed. If approved, the subdivision merely re- subdivides five existing lots into two new lots. Staff believes the proposed major subdivision is in compliance with this criterion. 9. Such other factors and criteria as the commission and /or council deem applicable to the proposed subdivision. X. STAFF RECOMMENDATION Development Plan 16 \n 4/6/2010 \n 4- 4 -16 \n The Community Development Department recommends the Town of Vail Planning & Environmental Commission, approves with conditions and modifications, the applicants' request to establish a Development Plan, pursuant to section 12- 61 -11, Development Plan Required, Housing Zone District, Vail Town Code, allowing for the redevelopment of an approximate five (5) acre portion of Timber Ridge Village Apartments, with up to 352 new deed - restricted employee housing units. Staff's recommendation is based upon the review of the criteria and findings outlined in Section VII of this memorandum and the evidence and testimony presented before the Commission. Further, staff recommends the approval of the Development Plan carries with it the conditions of approval described in Section X of this memorandum. Staff's recommendation is based upon the review of the criteria in Section VIII of this memorandum and the evidence and testimony presented before the Commission. Should the Town of Vail Planning and Environmental Commission choose to approve the development plan with conditions and modifications, the Community Development Department recommends the Commission makes the following findings, 1. "Proposed building setbacks provide necessary separation between buildings and riparian areas, geologically sensitive areas and other environmentally sensitive areas. 2. Proposed building setbacks provide adequate availability of light, air and open space. 3. Proposed building setbacks provide a compatible relationship with buildings and uses on adjacent properties. 4. Proposed building setbacks result in creative design solutions or other public benefits that could not otherwise be achieved by conformance with prescribed setback standards. 5. Building design with respect to architecture, character, scale, massing and orientation is compatible with the site, adjacent properties and the surrounding neighborhood. 6. Buildings, improvements, uses and activities are designed and located to produce a functional development plan responsive to the site, the surrounding neighborhood and uses, and the community as a whole. 7. Open space and landscaping are both functional and aesthetic, are designed to preserve and enhance the natural features of the site, maximize opportunities for access and use by the public, provide adequate buffering between the proposed uses and surrounding properties, and when possible, are integrated with existing open space and recreation areas. 8. A pedestrian and vehicular circulation system is designed to provide safe, efficient and aesthetically pleasing circulation to the site and throughout the development. 9. Environmental impacts resulting from the proposal have been identified in the project's environmental impact report, if not waived, and all necessary mitigating measures are implemented as a part of the proposed development plan. 17 \n 4/6/2010 \n 4- 4 -17 \n 10. Compliance with the Vail comprehensive plan and other applicable plans." Retaining Wall Height Variance The Community Development Department recommends the Town of Vail Planning & Environmental Commission approves the applicants' request for a retaining wall height variance allowing for retaining walls to be constructed on the site which exceed six feet (6) in height. Staff's recommendation is based upon the evaluation of the criteria and findings outlined in Section VIII of this memorandum and the evidence and testimony presented before the Commission. Should the Town of Vail Planning and Environmental Commission choose to approve the retaining wall height variance request, the Community Development Department recommends the Commission makes the following findings: 1. "That the granting of the variance will not constitute a grant of special privilege inconsistent with the limitations on other properties classified in the same zone district. 2. That the granting of the variance will not be detrimental to the public health, safety, or welfare, or materially injurious to properties or improvements in the vicinity. 3. That the variance is warranted for one or more of the following reasons: a. The strict orliteral interpretation and enforcement of the specified regulation would result in practical difficulty or unnecessary physical hardship inconsistent with the objectives of this title." Final Plat The Community Development Department recommends the Town of Vail Planning & Environmental Commission forwards a recommend of approval with conditions and modifications of the applicants' request of a major subdivision creating Lots 1 & 2, Timber Ridge Subdivision. Staff's recommendation of approval is based upon the review of the criteria and findings outlined in section IX of this memorandum and the evidence and testimony presented before the Commission. Further, staff recommends the approval of the Final Plat carries with it the conditions of approval described in Section X of this memorandum. Should the Town of Vail Planning and Environmental Commission choose to forward a recommend of approval with conditions and modifications of the major subdivision request, the Community Development Department recommends the Commission makes the following findings, "Upon review of the request for a major subdivision creating Lots 1 & 2, Timber Ridge Subdivision, the Planning and Environmental Commission finds: 1. That the subdivision is consistent with the adopted goals, objectives and policies outlined in the Vail comprehensive plan and compatible with the development objectives of the town. 18 \n 4/6/2010 \n 4- 4 -18 \n 2. That the subdivision is compatible with and suitable to adjacent uses and appropriate for the surrounding areas. 3. That the subdivision promotes the health, safety, morals, and general welfare of the town and promotes the coordinated and harmonious development of the town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality. " Conditions of Approval For purposes of the following conditions of approval, the term "Developer" shall mean Vail Timber Ridge, LLC or its successors, the term "Town" shall mean Town of Vail and the term "Project" shall mean the development plan for the redevelopment of the easternmost portion of Timber Ridge Village Apartments. 1. Any approvals granted by the Town of Vail Planning & Environmental Commission (PEC) shall only be effective upon the approval date of each of the three development application requests. Should one or more of the development applications be denied or fail to be approved, then none of the applications are approved and the proposal is denied in its entirety. 2. The Developer shall submit a revised set of drawings to the Town of Vail Community Development Department for review and approval depicting the rockfall mitigation fence along the south side of Lions Ridge Loop within the property boundaries of Lot 2, Timber Ridge Subdivision. The mitigation fence shall be designed and constructed in accordance with the regulations prescribed in Chapter 12 -21, Hazard Regulations, of the Town of Vail Zoning Regulations. The revised set of drawings must fully comply with the applicable regulations of the Town of Vail prior to the issuance of any building permit for the Project. 3. The Developer shall submit a detailed waste removal management and operations plan specifically describing how waste and recycling will be accommodated and managed on the site. The plan shall be submitted to the Community Development Department for review and approval prior to the issuance of a building permit for the Project. 4. The Developer shall submit an executed deed restriction for Lot 2, Timber Ridge Subdivision, approved by the Town of Vail, demonstrating compliance with Chapter 12- 61, Housing District, and Chapter 12 -13, Employee Housing, Zoning Regulations of the Town Vail, prior to the issuance of a building permit for the Project. The deed restriction shall be noted on the Final Plat prior to recording the Final Plat with the Eagle County Clerk & Recorder's Office. The deed restriction shall be recorded with the Eagle County Clerk & Recorder's Office prior to the issuance of any Certificate of Occupancy on Lot 2, Timber Ridge Subdivision. 5. The Developer shall submit a revised architectural site plan and landscape plan to the Town of Vail Community Development Department for review and approval depicting a reconfigured fire lane /pedestrian path alignment which relocates trees from above the location of the water and sewer lines, narrows the width of the fire lane /pedestrian path to 14 feet maximum in the spaces between the fire staging areas, delineates the pedestrian portion of the path from the bicycle portion and provide physical 19 \n 4/6/2010 \n 4- 4 -19 \n improvements that discourages vehicles from entering onto the fire lane /pedestrian path. The revised plans shall fully comply with applicable regulations of the Town of Vail prior to the application for a building permit. 6. The Developer shall submit a construction staging plan to the Town of Vail Community Development Department for review and approval which addresses such matters as materials staging, construction parking plan, construction and occupancy phasing, temporary access, construction schedule, temporary utilities, traffic control, emergency access, etc. The Developer shall demonstrate full compliance with the applicable regulations of the Town of Vail prior to the issuance of a building permit for the Project. 7. The Developer shall record a revocable right of way permit for any and all private property improvements located with the Town of Vail right of way. Said permit shall be recorded with the Eagle County Clerk & Recorder's Office prior to the issuance of a building permit for the Project. 8. The Developer shall submit a Shoring and Excavation Plan to the Town of Vail Community Development Department for review and approval, which addresses such matters as excavation phasing, engineered shoring plans, detailed profiles and cross - sections, existing utilities, materials storage, permanent and temporary easements, etc. The Developer shall demonstrate full compliance with the applicable regulations of the Town of Vail prior to the issuance of a building permit for the Project. 9. The Developer shall submit revised plans to the Town of Vail Community Development Department demonstrating compliance with the list of issues identified in the memorandum to George Ruther, Director of Community Development, from Tom Kassmel, Town Engineer, dated March 16, 2010 and attached for reference (Attachment E). Said plans shall be submitted for review and approval and fully comply with all applicable regulations of the Town of Vail, pursuant to the date specified with the memorandum. IX. ATTACHMENTS A. Vicinity Map B. Timber Ridge Development Plan Application date stamped March 11, 2010 C. Development Plan Set, date stamped March 11, 2010 D. Proposed Final Plat (Timber Ridge Subdivision), date stamped February 11, 2010 E. Memorandum to George Ruther, Director of Community Development, from Tom Kassmel, Town Engineer, dated March 16, 2010. 20 \n 4/6/2010 \n 4- 4 -20 \n Attachment A: Vicinity Map A AM y A o Y IN , y�,�S', ,a P 4 � 7 s y�y r it !AJ %; Lk Ln CO y J LLo Ga a �- 0 � w k 21 \n 4/6/2010 \n 4- 4 -21 \n TIM D EVELOPMENT APP LICATION JANUARY , ice •� . W � �i ' ECE VE 2 010 MAR 11 201 TOWN OF VAIL 4/6 /201 2 0 10 Timber Ridge Develop TIMBER RIDGE DEVELOPMENT PLAN Applican t Vail Timber Ridge LLC 7700 C.F. Jordan Drive El Paso, Texas Project Architect Humphreys and Partners Architects 5339 Alpha Road Suite 300 Dallas, Texas Consulting Architect Victor Mark Donaldson Architects 48 E. Beaver Creek Boulevard # 207 Avon, Colorado Civil Engineer Alpine Engineering, Inc. PO Box 97 Edwards, Colorado Land Planning Pytman & Associates, Inc. 137 Main Street, C107W Edwards, Colorado \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 2 \n 2 TABLE OF CONTENTS 1.0 Introduction 1 1.1 Summary of Request 1 2.0 Existing Conditions 1 2.1 Timber Ridge History 1 3.0 Proposed Plan 2 3.1 Project Description 2 3.2 Utilities 3 3.3 Detailed Zoning Analysis 3 4.0 Housing District Criteria for Evaluation 7 5.0 Summary 11 \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 3 \n 3 1.0 Introduction 1.1 Summary of Request The purpose of this application is to provide information relative to a request for Development Plan approval for the proposed re- development of 5.24 acres of the existing Timber Ridge apartments. Timber Ridge is located at 1280 North Frontage Road. The legal description for the property is Lots 1 thorough 5, a resubdivision of Lion's Ridge Subdivision Block C, Town of Vail, CO. The Town of Vail Zoning map designates Timber Ridge as Housing District (H). Development within the Housing District must receive Development Plan approval in accordance with the parameters and review criteria described in Chapter 12.61 of the Vail Municipal Code. This application contains the information required by Chapter 12.61 of the Vail Municipal Code to review and approve this application. 2.0 Existing Conditions 2.1 The history of Timber Ridge Timber Ridge was constructed in 1981 and remains the largest employee housing complex in the Town of Vail. The ten -acre site includes 198 two bedroom, one bath rental units in 16 buildings. Each unit is 745 square feet in size. The Town of Vail purchased Timber Ridge for $20 million in July of 2003. In 2005 the town issued a Request for Proposals (RFP) for a redevelopment of the property. Corum Real Estate Group was selected through this RFP process but mutually acceptable terms were not successfully negotiated. In July of 2007, anticipating a redevelopment of the property, the Town rezoned Timber Ridge to the Housing (H) District. In 2007 the town received an unsolicited redevelopment proposal from Open/Hillwood that was related to ongoing negotiations regarding redevelopment of the Lionshead Parking Structure. The discussions regarding Timber Ridge were terminated in March 2008. In December of 2008 the Town issued a new Request for Proposals seeking interested and qualified development teams to redevelop approximately one half of the property. This process led to the selection of the Vail Timber Ridge LLC \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 4 \n 1 team. A development agreement between the Town of Vail and Vail Timber Ridge LLC was entered into in October of 2009. The development agreement stipulates a redevelopment of the eastern half of the ten acre site and requires Vail Timber Ridge LLC to deliver 359 EHU's capable of housing a total of 570 beds. 3.0 Proposed Plan 3.1 Project Description The Vail Timber Ridge LLC team has a tremendous amount of residential housing construction experience. The members of the Vail Timber Ridge LLC team have been involved in the construction of over 70,000 units of residential, student and military family housing across the country. The VTR LLC team has taken the town's goals of creating a significant employee housing project on the Timber Ridge site to heart and have worked diligently to meet the town's density goals while designing a very livable and attractive building. The proposed design for Timber Ridge includes 352 apartments, 540 parking spaces and a 4,689 square foot resident's clubhouse. The building form is defined by the long rectangular shape of the site and is centered on the five story 522 space - parking garage. The garage entrance is approximately mid -point of the proposed building and the garage footprint is a relatively efficient 120' x 267' layout. The ground level of the garage will include trash facilities, bike storage, a mailroom and a large area of individual storage units. Each successive level of the garage will include trash disposal facilities and bicycle storage. The ground level and next three levels of parking are fully enclosed. The garage ramps up to an open air 5` level of parking. The 352 apartments are arranged in three separate but connected buildings. The separation of the buildings allows a complete wrap of three sides of the parking garage and also allows the buildings to step with the vertical grade changes of the site. The east building is a double loaded corridor courtyard design. The building ranges from three to five story elements as it wraps around the courtyards and extends on an east -west axis to abut the parking garage. The center building consists of a five story element of apartments running along \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 5 \n 2 the 270 feet of the front farade of the garage. The rooflines and roof pitch of these units varies to create a townhouse type of appearance to this front elevation. An enclosed hallway between the parking garage and the units provides access to each apartment on each level. The west building is a similar courtyard double loaded design as the east building. Extending from the garage the building continues on an east west axis with two prominent courtyards in a five story form. While the site constraints and building program shape the overall building form, great care has been to introduce horizontal and vertical design elements that break down the building mass and scale and provide visual interest. A variety of rooflines and roof pitches, varied window placements and a variety of materials all add to the overall design concept. 3.2 Utilities Water and sanitary sewer mains are located adjacent to or on the site and appear to be adequate to serve the proposed buildings. Alpine Engineering, Inc. is the project civil engineer and will work closely with town staff and the utility service providers to ensure appropriate utility connections are designed and implemented. Natural gas, electric, television and telephone services are all available at the site. 3.3 Detailed Zoning Analysis The Housing District is intended primarily to provide for employee housing development opportunities. Due to the nature and varying characteristics of employee housing a housing oriented zone district was specifically developed and adopted into the Vail Land Use Code. The stated intent of the Housing District is to ensure that employee housing is appropriately located and designed to meet the needs of residents of Vail, to harmonize with surrounding uses, and to ensure adequate light, air and open spaces. A. Permitted Uses The only use proposed by the application is Employee Housing Units, which is a Permitted Use in this zone district. The other uses on site, parking and a 4,689 square foot clubhouse are support uses to the primary permitted use. The clubhouse will serve residents of the Timber Ridge complex and will not be open to outside memberships. \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 6 \n 3 B. Conditional Uses There are no conditional uses proposed by this application. C. Setbacks The required setback is the Housing District is twenty feet (20') from the perimeter of the zone district. The proposed plan meets and exceeds this setback requirement. D. Site Coverage The Housing District allows for maximum site coverage of fifty -five percent (55 %) of the total site area. At the discretion of the Planning Commission this site coverage maximum may be increased if seventy five percent (75 %) of the required parking spaces are underground or enclosed. Although the proposed Timber Ridge development plan meets this parking goal, there is no request to increase the maximum allowable site coverage. The site coverage of the proposed plan is 94,100 square feet, which measures to forty one percent (41 %) of the 5.24 -acre site. E. Landscaping and Site Development The Housing District requires at least thirty percent (30 %) of the total site area to be landscaped. The proposed plan includes a landscape area measured at 72,372 square feet, which equals thirty one percent (31 %) of the site area. F. Parking and Loading The Housing District, in recognition of the unique nature and characteristics of employee housing, allows for, at the discretion of the planning and environmental commission, a reduction in the parking requirements outlined in Chapter 10 of the Vail Land Use Code. This reduction is based on a demonstrated need for fewer parking spaces than required by Town Code. The applicant fully understands that Timber Ridge must be a fully functional project and that the parking must work for the residents. The design of the project includes a parking count that the applicant believes will more than adequately meet the needs of the residents. \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 7 \n 4 The design of the parking at Timber Ridge, with 540 total parking spaces provided, 522 of these within the parking garage, allows for efficient management of access control. All cars will be registered with the management company and provided with an authorization sticker. Garage access will be controlled by a key card or similar control system. This will ensure that parking is made available for residents and will eliminate "poaching" of parking by outside users. The parking standards of the Town Code are, by nature, a generalist set of standards. Within the Village and LionsHead core areas parking is set at 1.4 spaces per residential unit. All areas of town outside of these core areas fall under Parking Schedule B. The parking requirement under Parking Schedule B for multiple family units is 1.5 spaces per each unit under 500 square feet and 2 spaces per unit for units between 500 and 2000 square feet. This standard is applied across the board, regardless of whether the units are in a triplex or in a 150 unit complex, is irrespective of location, proximity to transit or walkability to community services, and applies to units that may be seasonally occupied, used as full -time residences, used as vacation rentals or as second homes. The Housing Zone District was written in a manner that understands that these generalist standards may not be particularly applicable and allows for variations in these standards. As this is a site that is designed for local worker rental housing we can assume that most tenants will work within the Town of Vail geographic footprint. And it should be fair to assume that some tenants will be seasonal, some annual and some may live there for longer. But we can also assume that it is unlikely that a tenant will live there for the long term. It is unlikely that a child will enter pre- school and graduate from high school while living at Timber Ridge. Tenants on a short term basis (even a few years) may have little need for multiple car ownership. Timber Ridge is located within 9/10 of a mile from a grocery store, a hardware store, a sporting goods store, other retail shops, restaurants and bars. Timber Ridge is also located within 8/10 of a mile from the Lions Head I -70 Overpass, which provides access to all of Lions Head. These distances are well within comfortable walking distance for a fit and active population. Timber Ridge is a Transit Oriented Development (TOD). There is an existing bus stop at Timber Ridge and the proposed design includes an improved bus stop area that will allow for additional buses to serve Timber Ridge. The Town of Vail and ECO Transit bus systems both serve Timber Ridge. Timber Ridge residents can easily access any and all services within the Town of Vail, (social, medical, educational, government, employment, shopping, recreation) and via the ECO Transit system may utilize transit to visit down valley locations. A key tenet of Transit Oriented Development is high density and a reduction in \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 8 \n 5 parking demand. Walkability and TOD are considered key factors to sustainable development. A speaker at a recent Rocky Mountain Land Use Institute land use /sustainability conference stated " In Europe land use and transportation planning strives to house and transport people. In America we strive to house people and their cars and strive to transport their cars." Timber Ridge is an example of a project that by virtue of its location, its target resident demographic and the high quality Town of Vail transit system, can fully function with a reduced parking standard. If we are to create sustainable, transit oriented development we must, as a society, discourage automobile use and encourage and enable walkability and transit opportunities. This is not inconsistent with recent Town of Vail policies to encourage local residents to use alternatives to peak season parking use of the Village and LionsHead Parking Structures. Town of Vail bus ridership has been experiencing significant growth, perhaps as a result of these parking policies. The parking requirement for Timber Ridge is detailed in Parking Schedule B of the Vail Town Code. Parking Schedule B requires 1.5 parking spaces for residential units of less than 500 square feet and 2 parking spaces for units between 500 and 2,000 square feet in size. The parking requirements for the 352 units are as follows: 22 units (less than 500 square feet) x 1.5 spaces per unit = 33 spaces. 330 units (between 500 — 2,000 square feet) x 2 spaces per unit = 660 spaces This totals a parking requirement of 693 spaces. The proposed plan includes 522 parking spaces in the garage and 18 surface spaces for a total of 540 spaces. This equates to an average of 1.53 parking spaces per unit. The applicant is requesting a reduction in the parking standards of approximately 22 %. G. Other Development Standards In the Housing District the development standards of lot area and site dimensions, building height and density control shall be as proposed by the applicant, as prescribed by the planning environmental commission. A. Lot area and site dimensions This application proposes redevelopment of a part of Lot 2 and all of Lot 3, 4 and 5, a subdivision of Lion's Ridge Subdivision Block C. This entails 5.24 acres of the approximately 10 -acre Timber Ridge site. \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 9 \n 6 The site is 885 feet in length along the North Frontage Road and is 233 feet deep at its east end and approximately 300 feet deep at the western boundary. A lot line adjustment to Lot 2 will be completed prior to construction on the site. B. Building Height The proposed building includes 3,4 and 5 story elements and steps vertically with the side grade on both the east -west and north -south axes. The highest ridgeline measures at 76 feet, 9.5 inches above grade with several architectural projections extending above this height. The rear five story element measures at 70 feet, 10.5 inches above grade. C. Density Control In October of 2009 Timber Ridge LLC and the Town of Vail entered into a development agreement that outlines the parameters of the proposed redevelopment of the 5.24 -acre portion of Timber Ridge. This agreement stipulates a density of 359 Employee Housing Units capable of housing 570 beds. Minor changes in building massing and height have resulted in a minor density reduction to this number. The density proposed by this application is 352 Employee Housing Units. 4.0 Housing District Criteria for Evaluation The Housing District describes six criteria that shall be used by the staff and planning and environmental commission as the principal means for evaluating a proposed development plan. Those criteria and the applicant's response to each follows below: A. Building design with respect to architecture, character, scale, massing and orientation is compatible with the site, adjacent properties and surrounding neighborhood. Applicant's response: The 10 -acre Timber Ridge site is located between the North Frontage Road and Lion's Ridge Loop in West Vail, with all site access via North Frontage Road. This stretch of the North Frontage Road is, in general, home to the largest concentration of large buildings in the West Vail \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 10 \n 7 region. East of Timber Ridge is the relatively large Vail Run and Simba Run buildings. Immediately west of these buildings, adjacent to the east boundary of the proposed redevelopment parcel is the smaller scale Savoy Villas. West of Timber Ridge is the US Post Office facility, the site of the recently approved Roost Lodge redevelopment and the large scale Vail Commons, City Market, Safeway and West Vail Mall Buildings. Timber Ridge has several attributes that make the site appropriate for high- density housing. Direct access off the North Frontage Road removes any traffic impact from secondary streets and smaller scale residential neighborhoods. This same attribute allows for extremely efficient and high intensity transit service. The site is centrally located to allow reasonable walking distance to both Lionshead and the West Vail commercial district. The hillside behind Lions Ridge Loop is too steep to allow development so there are no immediate neighbors to the north and no view impacts to any other residential properties. Savoy Villas, located just east of Timber Ridge is oriented toward views to the south, over I -70 and to the southeast towards Vail Mountain. Timber Ridge is one of the very few sites in town available for high - density employee housing that can take advantage of these attributes. The building architecture has been carefully designed to reflect the characteristics of the general historic and current trends of mountain design. In addition the building incorporates multiple design elements that mitigate the mass and length of the building. The courtyard design allows for significant interplay of the horizontal elevation of the street frontage while completely eliminating the visual impact of a 522 car parking garage. The varied building heights of the courtyard elements and the varied aspect, pitch and style of roof elements create the appearance of smaller building forms. Timber Ridge LLC believes the proposed design is an appropriate and positive expression of the desired density is fully compatible with the site, adjacent properties and the surrounding neighborhood. B. Buildings, improvements, uses and activities are designed and \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4-5- 11 \n 8 located to produce a functional development plan responsive to the site, the surrounding neighborhood and uses, and the community as a whole. The proposed Timber Ridge plan provides buildings and improvements that have been specifically designed to produce a functional development plan. The significant amount of required parking has been hidden from public view yet is a functional and convenient facility for the residents. Unit access and pedestrian circulation is primarily within the enclosed building. Unit floor plans are efficient and livable. Laundry facilities are included within each unit. A nearly 5,000 square foot clubhouse provides a very functional and attractive amenity for the residents. The site itself, as discussed elsewhere in this application, may be the best available high density residential employee housing opportunity in the Town of Vail. Frontage Road and transit stop improvements are responsive to the site and the neighborhood. The building massing on the east end is meant to be responsive to the only residential neighbor. C. Open space and landscaping are both functional and aesthetic, are designed to preserve and enhance the natural features of the site, maximize opportunities for access and use by the public, provide adequate buffering between the proposed uses and surrounding properties, and when possible, are integrated with existing open space and recreation areas. The 10 -acre Timber Ridge site is currently home to 198 two- bedroom apartment units in 16 buildings, with extensive surface parking and site retaining walls. The proposed redevelopment site of 5.24 acres includes 106 of those existing units. The existing development has already impacted the original natural features of this site. The proposed plan does maximize opportunities for access and use by the resident public by the design of the courtyard spaces. The courtyard design performs the dual function of providing a significant break in the front fagade of the building and also, in response to this criterion, provides a location for functional and aesthetic public spaces. The courtyards have varied landscape design themes that include a plaza for intimate public gathering spots, barbecue and fire pit areas and outdoor spas. The work session format with the planning and environmental commission, along with staff input, has resulted in revisions to the project that are extremely beneficial to the landscape design. Previous plans included a 24 -foot wide driveway with parallel parking \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 12 \n 9 spaces all along the front of the building. This resulted in a significant width of asphalt and a difficult landscape design problem. The current plans have reduced this large expanse of asphalt to a 20 foot wide combined bike path and emergency vehicle access lane. This change in vehicular circulation had opened up more area available for landscape planting and results in a much improved landscape design. The grading at the north elevation of the building has also been revised. The back wall of the parking garage will now serve as part of the retaining wall system. This allows the entire back wall of the parking garage to be filled to the road grade. A level landscape area now exists between the garage and Lion's Ridge Loop and significant landscape planting has been incorporated into the plans. This eliminates the unsightly rear wall of the garage and creates a 270 foot long landscape island that will serve to visually separate the east and west wings of the building. Overall the landscape design represents a tremendous improvement over existing conditions and provides a very functional and meaningful open space and landscape design. A A pedestrian and vehicular circulation system designed to provide safe, efficient and aesthetically pleasing circulation to the site and throughout the development. Timber Ridge is located along the North Frontage Road and the town bicycle and pedestrian path has been designed to pass through the site on Timber Ridge property. The bike path through the site is designed as a 20 -foot wide path that will also serve as an emergency vehicle access. Sidewalks along the building provide access to all entryways and connect to the bike path and to the adjacent bus stop. Vehicular access and circulation is direct and efficient. The North Frontage Road will be improved with acceleration and deceleration turn lanes at the primary vehicular access to the parking garage. Cars will enter the site and directly access the centrally located parking garage. A second vehicular access is shared with the bus stop and provides access to the remainder of the existing Timber Ridge units and to IS surface parking spaces that will serve short term, business office and drop off needs. E. Environmental impacts resulting from the proposal have been identified in the project's environmental impact report, if not waived, and all necessary mitigating measures are \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 - 13 \n 10 implemented as a part of the proposed development plan. A full environmental impact report has been completed for the proposed project and evaluated as a part of the design process. The recommend mitigation measures include improvements to the North Frontage Road to allow for appropriate turning movements and several alternative rockfall mitigation options. The applicant and the Town of Vail will work together towards the final design and implementation of these mitigation measures. F. Compliance with the Vail comprehensive plan and other application plans. The Timber Ridge site has been the largest employee- housing complex in Vail since its construction in 1981. The Vail Comprehensive Plan and all of the other applicable long range planning documents and guiding documents recognize this land use as appropriate in this location. A necessary criterion for the 2007 re- zoning of the property to the Housing District was compliance with the Vail Comprehensive Plan and all other applicable plans. This positive re- zoning action serves as affirmation that the proposed land use is in compliance with the Vail Comprehensive Plan. This application for redevelopment of approximately half of the existing Timber Ridge complex does not represent a change in land use, but is a change in the physical arrangement and intensity of that existing land use. As such, this application remains in full compliance with all applicable Town of Vail comprehensive planning documents. 5.0 Summary The Town of Vail has determined, through the 2008 Employee Housing Strategic Plan, that the policy of the Town of Vail will be `"To ensure there is deed restricted housing for at least 30% of Vail's workforce within the Town of Vail. This goal will be met by policies and actions that (1) ensure new development keeps up with this goal , and (2) development projects sponsored by or in partnership with the Town to "catch up" to meet this 30% goal. The Town has initiated several actions. The buy down program has added five units and the Arosa Drive duplex will provide a great ownership opportunity to two local families. \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 -14\n 1 1 But to really make progress in the "catch up" arena a development of significant density is necessary. The Timber Ridge site has the physical and. locational attributes to allow for this site to be the best opportunity for the Town of Vail to create a significant increase in deed restricted beds within the community. Vail Timber Ridge LLC believes that we have addressed the program request of the Vail Town Council with a building and site design that is appropriate to the location and the neighborhood and meets all of the criteria required for Housing District Development Plan approval. This proposed redevelopment of a portion of Timber Ridge will provide a tremendous community benefit. \n 4/6/2010 \n 2010 Timber Ridge Development Plan 4 - 5 -15\n 12 SHEETINDU ARCHITECTURAL VAIL TIMBER RIDGE 4 1280 NORTH FRONTAGE ROAD VAIL COLORADO, 81657 LEGAL DESCRIPTION: TS 3 THROUGH 5 AND A PART OF LOT 2, A RESUDGMSION OF LION'S RIDGE E ED OF THE 6TH 'N. TOWN OF VAIL, -E EONI-, -0. ==-M� T R CHARACTER ELEVATION - LOCATION MAP MEN ME ----- MEN- �-P� OWNER: ARCHITECT' VAIL TIMBER RIDGE, Ll-C. 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YICINI "I'Y MAP �1ogs v in 4lae�w$ar� R•�,� :om, ,a..a�re mw,.o. va. e.. m•. ��.. .. iecen ease � FEB 010 Gore Range 11 67f oeA For? b 'Au DRAFT �o 5 N_ Yn5 'Z TI�1 C. .'L1�D e4a8® Vb'$GF41� �I�s�hFJ�'P� - 7 :c nrro o `..n 4/6/2010 \n !attachment D FINAL PLAT TIMBER RIDGE SUBDIVISION / SAVOY LAS CONDOMINIUMS A RESUBDIV1510N OF LIONS RIDGE SUBDIVISION BLOCK C, A RE51-JBDIV1510N OF LOTS 1, 2, 3, 4 4 5, (REC No — 1D5) - OWN Of VAIL, COUNTY OF EAGLE, STATE OF COLORADO - S37'09'31 "E — 233.28' _ RADIUS = iJJ1.95' sx..rzx or xx: v - DELTA 11'54'12" xr ARC - TANGENT = 184.72' CHORD 357.46' v. <\ - RD — N53'35 w E 46 OR y U e LOT 2 O / ..x y � /✓ / oa x �Sl II�- a w ad y µE.:n`oW ® m 31953 - - �SwJi � ✓r -. � �,wK 5835 W � ... m rt PARCEL B. NON'S RIDGE SD80IVISION - FIUNG No. 2 (REC. No. 121219) ng Survey ng v ' G R - \nl 4/6/2010 \n 4 -7 -2 \n - . IMO! *VAIL Department of Public Works & Transportation 1309 Elkhorn Drive Vail, CO 81657 970-479-2158 Fax: 970-479-2166 www.vailgov.com MEMO To: George Ruther, Director of Community Development From: Tom Kassniel, Town Engineer Re: PEC Review of Timber Ridge Redevelopment Date: 3/16/10 The Town of Vail Public Works Department received the revised PEC Timber Ridge Redevelopment plans and response letter on 3/11/10. Based on these revised plans and responses, the following list of issues shall be conditions of approval. Each of these issues shall be resolved by the Developer. The Developer shall submit revised plans to the Town of Vail Community Development Department for review and approval prior to issuance of a Building Permit or as further noted within. Conditions of Amiroval: 1. Transit Area; a. Show a pedestrian connection along the north side of the transit loop (w/ stairs as needed) to a crosswalk across the west drive entrance to south of the club entrance. 2. West Entrance Area/Parking; a. The drive lane shall be shifted south after the curve as it enters the east existing housing to maintain the existing parking on the north side of the drive aisle b. Relocate the ADA parking as discussed on 3/15/10. No parking shall occur within the Transit Area and Transit intersections. 3. Fire Lane/Ped Path Areas; a. The Fire lane/ped path connection to the entrance drive shall feel pedestrianized, yet accommodate emergency vehicles and maintenance vehicles. The fire lane shall be modified as per the discussion on 3/15/10 and the conceptual sketch as provided on 3117/10. Final approval may require additional changes when a more detail plan is provided. 4. Engineered analysis on the existing condition of the gabion walls to remain will be required, details on how to connect to existing gabion walls and how to build walls beneath the existing gabion walls will be required, as well as construction shoring plans showing no impact to the adjacent properties. S. Frontage Road; \n 4/6/2010 \n Attachment: E 4-8-1\n a. A CDOT access permit approval will be required prior to approval. b. Full CDOT frontage Rd design plans will be required as a part of this project c. A full width overlay will be required as a part of this project for the limits of the Frontage Rd improvements. d. Tapers and Decel lengths shall match Traffic study recommendations. e. Frontage Rd. shoulder widening shall occur to the south to the extent possible. 6. A bus stop shall be designed and constructed on Lions Ridge Loop in a location determined by the Town. 7. Drainage; a. Provide a Drainage Report for review and approval. 8. A preliminary lighting plan layout has been provided show lighting type, fixtures, power source, dimension spacing. The lighting shall match the Frontage Road Lighting Master Plan. 9. Building; a. The Environmental report indicates that the population of this new development will be —552-570 individuals housed in 352 units as compared to —424 in 106 individuals housed in 106 units today. The existing calculation is based on 106 2 bedroom units with 4 persons per unit. What is the developed population based on? The current 352 unit count contains 544 bedrooms, at 2 persons per bedroom, the resulting population would be 1088 individuals. Please provide a substantiated clearer analysis of anticipated housed people on site. b. Show typical dimensions for parking spaces/drive lanes etc... These will have to meet Town code. All exposed surface spaces are 9x19 and garaged/covered are 9x18. Cross-over aisles shall be 30' unless a variance is approved. c. Show snow storage areas for the top deck of the parking structure. d. The proposed short-term parking spaces on the first floor of the garage shall be managed and signed as such. 10. Traffic Study; a. The Traffic study will need to be updated, once the final program in the development is determined. b. Note on the Traffic Generation Summary that the 171 units is based on occupancy not capacity. c. The traffic engineer will need to include in the traffic report a section on the adequacy of the short-term parking spaces. 11. The development will require a public art component. 12. Please add Utility Signature block and have all utilities providers sign acknowledging their acceptance of the utility design. 13. A CDOT access permit shall be approved prior to Civil Plan and Building Permit submittal, and a CDOT Notice to Proceed set of plans shall be approved prior to approval of Building Permit. 14. A CDFIBE Permit and all applicable ALOE permits (i.e. Dewatering) shall be submitted prior to construction. 15.1f temporary and/or permanent dewatering is anticipated during construction, a dewatering soils analysis will be required by a qualified licensed engineer analyzing the impact to adjacent properties(i.e. settlement) 16. Provide full civil construction drawings complying to Town of Vail standards prior to building permit submittal. \n 4/6/2010 \n 4 -8 -2 \n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Capital Projects Discussion. PRESENTER(S): Judy Camp ACTION REQUESTED OF COUNCIL: Ask questions and make comments on staffs response to your questions from March 16th. BACKGROUND: On March 16th, Council discussed capital projects currently included in the five -year projections for the Capital Projects and Real Estate Transfer Tax Funds. At that time, Council had specific questions on several projects. Staff has responded to those questions and will use Council's further comments in drafting a proposed revised five -year plan for April 20. STAFF RECOMMENDATION: None - discussion and comments only. ATTACHMENTS: Long -term Strategic Capital Plan \n 4/6/2010 \n MEMORANDUM To: Town Council From: Stan Zemler Department Head Project Managers Date: April 1, 2010 Subject: Long -term Strategic Capital Plan Background This memo and the attachments are in response to questions raised by Council in your March 16 meeting during discussion of the 5 -year capital plan. Responses have been supplied by the project managers and are intended to provide additional background and information prior to a review of capital priorities planned for April 20 We have arranged the projects according to the categories we discussed at your last meeting — maintain, enhance and new assets. Please note we have not included every project in the current five -year plan but have focused on the questions we heard at your last meeting. I. MAINTAIN TOWN ASSETS Facilities and Parking Structure Maintenance Project Manager: John Gallegos Introduction This memo is meant to explain the process we use to arrive at budget numbers for the capital maintenance of our facilities. First of all I would like to say that facility maintenance budgeting is not an exact science, especially when working with old buildings. There are too many variables to consider when it comes to assessing when repairs and replacements are warranted. However, with historical data and the help of various condition assessments and experiences, we can make accurate evaluations and know when to take action. Approach We use several approaches in performing required facility maintenance. First, we have maintenance items that we know we have to work on yearly. Parking structure expansion joints are a good example of this. Second, components and systems wear out. When they do, they need to be repaired or replaced. At that point, we look to see if there are better options to improve the situation. A consideration would be energy efficiency. Thirdly, we know that equipment and systems have expected useful lives and we will go ahead and replace when that time period is reached, again looking to improve the situation. However, if we determine that we can get some more life out of a component, we will wait, even if it means having to re- budget it. Finally, we listen to what our customers want. We have and do make changes based on what our facilities users want. We are frugal with the taxpayer's money and will not spend it unnecessarily. Assessment Criteria We have condition assessments done on our facilities on a continuing basis. The most recent assessments on our town buildings and VRD- managed recreational facilities were done by Borne Engineering in 2008 -2009. We have our parking structures structurally inspected every 5 years, usually by J. R. Harris and Company, Structural Engineers. \n - 1 - 4/6/2010 \n 5 -1 -1 \n The LionsHead parking structure survey was just completed last month. We also use various mechanical, electrical, structural, architectural and construction companies to provide us with information on single facilities or projects. Finally our own employees are a very good source of information. Good property condition assessments will not only provide information on existing conditions but also the age and the expected useful life for components. They recommend any maintenance needed to have our assets reach their expected lives. They will also provide cost estimates and time frames for getting the work done. The only aspect of assessments that we have found to be lacking is their ability to assess a building's functionality. Is a building still providing what the occupants require to perform efficiently and comfortably? We gather all this information and prioritize projects based on public safety, need, requests and cost. We also have several facilities that have surpassed their expected useful lives and cannot be considered "world class." It is only due to our employee's diligent maintenance efforts that they are still functioning. Facilities Maintenance 2010 Amended Budget $1,073,000 Five -Year Detail Attached Project Manager: John Gallegos • Community Development — the building houses offices. The building is 7,000 square feet and contains central heat and domestic water systems, fire systems, electric heating units, built -up asphalt roof and paved parking areas. The building was constructed in 1971 and the construction type would indicate that it was meant to last approximately 40 years. It is past that now. Heating system, windows and lighting have been replaced. • Donovan Park Pavilion — this building is used for events. The building is 6,000 square feet and contains a heating and air conditioning system, a warming kitchen, domestic hot water system, two restrooms, metal and asphalt shingle roof, paved parking and a snowmelt system. It was constructed in 2003 and remains as built. There are continuing issues with heating, ventilating and air conditioning (HVAC) air re- circulating systems. The current five -year plan includes a separate line item for Donovan Pavilion with $400,000 in 2012 to change ventilation and $220,000 in 2013 to replace the heating and air conditioning system • Fire Station I (East Vail) —this 2 -story building is used for vehicle storage and fire personnel quarters. The building is 7,150 square feet and contains central heating, a domestic hot water system and paved parking. It was constructed in 1976 and has undergone several remodels. The boiler, windows and the roof have been replaced. Major renovation of the East Vail station is not currently included in the five -year plan, but could potentially provide affordable housing options and reduce annual operating costs (utilities), etc. Latest estimate $775,000. \n -2- 4/6/2010 \n 5 - 1 - 2 \n • Fire Station II (Main Vail) - consists of one 2 -story building used for vehicle storage, administrative offices and fire personnel quarters. The building is 7,500 square feet and contains central heating, a domestic hot water system and paved parking. It was constructed in 1971 and has undergone several remodels. The construction type would indicate that it was meant to last approximately 35 years. It is past that now. The boiler has been replaced. A $975,000 renovation of this building is included in the current five -year plan in 2012. This fits focus criteria set by Council, including: affordable housing (renovation would include a 2 -3 bedroom apartment for TOV employees); public restrooms /info center; frees 4 -5 public parking spaces in the Village; reduce on- going operational costs (utilities) significantly, by updating old, inefficient heating, insulation, and roofing systems. Current annual operating costs for this station are extraordinary, with continual roof (leaking) and utility problems. • Library — the building houses library space, offices and a community room. The building is 17,400 square feet and contains central heat and domestic water systems. It has a flat sod and a membrane roof. There are five bedrooms for employee housing in the basement. It was constructed in 1983 and has had the boiler and membrane portion of the roof replaced. A repair to the sod roof was attempted, but it is still leaking. Leaks, mold and other roof problems are a continuing occurrence. A planned roof replacement, currently estimated at $420,000, was deferred and is not included in the current five -year projection as the roof repair attempted to remedy the problem. The replacement will need to be considered sooner rather than later. The Library is also a candidate for energy audit projects discussed below. • Municipal Building — the building is attached to the Police Department to the east but is really a separate building with separate operating systems. The building is 11,425 square feet and houses the council chambers and offices. The building has central heating, electrical heating, domestic water system and paved parking. The building was constructed in 1971 and has undergone several remodels and additions. Construction would indicate that it was meant to last about 40 years. The boiler, windows and roofing have been replaced since construction. • Police Department - the 31,325 square feet consist of office space, a dispatch center, training areas, locker rooms, jail, emergency generator and parking garage. Air temperature control is provided with eight roof top units and three boilers. The building was constructed in 1992 and is little changed. • Public Works Complex — this includes the administration building, fueling stations, vehicle wash, bus storage barn, body shop, welding shop, mechanic's shop, electrical shop, sign shop, street's equipment storage, carpenter's shop, landscape bay and greenhouse. The shop area is 33,250 square feet. The administration building is 5,750 square feet and the greenhouse is 3,250 square feet. The shop complex was constructed in 1979 and has undergone several remodels and additions, including a new greenhouse in 2009. \n -3 - 4/6/2010 \n 5 -1 -3 \n Energy Audits As part of the town's environmental sustainability program, Johnson Controls, Inc. (JCI) is currently completing a town -wide energy audit. Separate energy audits have also been conducted of the library and parking structure lighting. Some maintenance projects were deferred during 2009 pending the results of the town -wide energy audit and other capital decisions. In the first supplemental appropriation of 2010, Council re- appropriated $600,000 to address deferred maintenance issues following study and prioritization of needed improvements The priority of energy audit work items will be a bundled list of projects in all Town of Vail facilities and be based on a return on investment (ROI) of the initial capital investment. Staff plans to be in front of the council within 90 days with the bundled project scenarios. Other communities base some projects on criteria beyond ROI and invest because they value it as the environmental right thing to do. Parking Structure Maintenance 2010 Amended Budget $486,000 Five -Year Detail Attached Project Manager: John Gallegos • LionsHead Transportation Center — this includes the auxiliary building, Colorado West and the information center. The parking structure contains 378,828 square feet in three levels. It was constructed in 1980 and has 1,150 parking spaces. • Vail Village Transportation Center — includes the Colorado Ski Museum, information center and the terminal building. The parking structure contains 596,044 square feet in four levels or approximately fourteen acres. It has 1,350 parking spaces. The original phase of construction was in 1979 with the eastern half added in 1990. There have been several remodels done there. This is also where the street snowmelt boilers are located. Capital Street Maintenance 2010 Amended Budget $730,000 Five -Year Detail Attached Project Manager: Tom Kassmel Council requested a site visit to see an example of a street which has recently been reconstructed and one that is in need of reconstruction. A site visit to Mill Creek Circle is scheduled for Tuesday in response to that request. The Town of Vail currently maintains 32 miles of paved roads, of which all but about 7 miles have been reconstructed since 1988. Currently the only town roads that have not been reconstructed since 1988 include: Mill Creek Circle, portions of Vail Valley Drive, and East Vail (in general all roads east of exit 180, with some exceptions). Prior to the start of the neighborhood reconstruction projects in 1988, road disrepair was the number one neighborhood problem, as indicated by the 1989 and 1990 citizen surveys. Since that time 25 miles of roads have been reconstructed and a more diligent maintenance and preventative maintenance program has been established through both physical \n -4- 4/6/2010 \n 5 -1 -4 \n maintenance activities and policy directives. The reconstruction and maintenance efforts can be recognized by the trend of the citizen survey input shown on the attached graph. Pavement Inspections /Ratings In the mid- 1990's the town began inspecting road conditions and in 2001 we began tracking the conditions based on the industry standard inspection criteria developed by the US Army Corps of Engineers (ACOE). Since that time the town has completed four town -wide inspections of our existing pavement infrastructure. This data is used to better understand pavement condition and assist staff in determining where maintenance dollars are best spent to extend the life of each pavement section. The ratings for the town's roads are shown in the tables attached, each showing all four inspection year's Overall Condition Index (OCI), also know as Pavement Condition Index (PCI); the first being sorted by the first year's inspection (2001) and the second sorted by the latest inspection (2009). Also attached are graphs which show the OCI trends for the overall town, overall OCI town trends by zone, and overall detailed OCI ratings by zone with a list of corresponding major maintenance activities for that period. As depicted on the tables and graphs, the town's maintenance program has brought the town's roads up from an average rating of about 70 in 2001 to an average rating of about 85 in 2009. It is the town's goal to maintain the majority of our roads in a "satisfactory" to "good" level rating, between 70 -100 (see standard PCI rating scale below). We currently have 80% of our roads at that level today. This success is largely due to the investments made in asphalt overlays over the past 4 years. Without such investments it is estimated that we would currently only have 25% within a satisfactory level. The following graph shows the generally accepted pavement deterioration curve. The time to failure is relative to the traffic loading, environment, and original design and construction. As the graph depicts, pavements deteriorate extremely fast once they drop below the "Fair" category and maintenance and rehabilitation costs increase substantially. This is why it is importation to continuously complete preventative maintenance on all pavements rated as "fair" to "good ". \n -5 - 4/6/2010 \n 5 -1 -5 \n Standard P I rating scale 1 I�Q Satisfactory four 70 Rehabilitation ES Poor Fair Here Sic nIflcant Crop in Condition $4 to dition Will Cost 5 25 Here Small °I0 of Pavement Life Q T itl'I! e The ACOE has developed a rating system that is based on 15 distresses that can be seen in a pavement, ranging from weathering to alligator cracking to potholes. The OCI or PCI is developed based on an algorithm of the amount of distress, multiplied by the severity of the distress and the type of distress. Different distress is weighted based upon its structural or ride quality impacts. A structural type distress will reduce a rating more significantly than a ride quality type distress. For example, a road that is completely alligator cracking will rate significantly lower than one that is completely weathered. This is because alligator cracking indicates pavement /structural failure and weathering is an environmental distress that affects the wearing surface only. The latter may be remediated with a surface seal whereas the alligator cracking must be fixed by total reconstruction /full depth patching. * " High severity Alligator WIN Cracking \n -6- 4/6/2010 \n 5 -1 -6 \n Medium Severity Weathering Many of the roads that the town has not reconstructed (i.e., East Vail pre - overlays) exhibit excessive alligator cracking indicating pavement /structural failure, a distress that can only be covered up for a short time with a "band aid" overlay. A permanent fix requires reconstruction. These particular roads are —34 years old, but were not "properly" constructed originally. They existed as gravel roads until 1976 when they were paved over as a result of the opportunity when Vail Pass was constructed. Maintenance Goals Our maintenance goal is to maintain "satisfactory" levels on the majority of our roads and provide adequate preventative maintenance for all roads reconstructed after 1988 in order to extend their design life to or beyond 50 years. Those roads never reconstructed or reconstructed prior to 1988 (those mentioned above), generally already have deteriorating pavements and /or sub grades and have been maintained with "band aids" to keep them in satisfactory condition until an opportunity /budget to reconstruct them is available. These "band aids" are not expected to last as long as preventative maintenance treatments placed on reconstructed roads. For example, the asphalt overlays placed in East Vail over the past 3 years are expected to last in satisfactory condition for —5 to 8 years instead of a typical 15 to 20 years when placed over a reconstructed /new road. This is because of the poor condition that the pavement was in prior to the overlay, which speeds up deterioration of any new surface treatment. Road Reconstruction This year we plan on reconstructing Mill Creek Circle in conjunction with an ERWSD waterline and sewer project. Mill Creek Circle has not been reconstructed since its original construction in 1967. Vail Valley Drive was expected to be reconstructed along with Mill Creek Circle, however its reconstruction has been postponed to some time in the future to be determined. The East Vail road reconstruction projects have been most recently pushed out to 2012 and 2013 in the 5 -year capital plan. Road reconstruction not only provides a new road and structural sub -grade to start from, it also provides needed drainage improvements and safety enhancements, that help extend the life of the roads and provide a safer environment for vehicular and pedestrian traffic. Drainage improvements are a critical component to extending the service life of any pavement structure. Any introduction of water into the pavement structure (which includes the surface material and up to 4' below the surface) via surface penetration (cracks, voids, etc ) or subsurface migration through groundwater, shallow ditches, or surface water running too close to the pavement edge, often causes premature \n -7- 4/6/2010 \n 5 -1 -7 \n pavement failure. These failures are generally structural failures due to shifting /consolidating soils from groundwater flow and expansion /contraction of moist soils due to the typical freeze -thaw cycles, which are severe in our climate. Drainage can be kept away from the pavement structure by various means: adequate cross -slope within the paved surface to shed water to the side of the road; gutters or roadside ditches to carry water away into an adequate storm sewer system; or subsurface permeable drain systems to capture groundwater and carry it away from the pavement substructure. By providing these types of drainage improvements, along with adequate structural sub -grade and pavement, a roadway should last a minimum of 50 years or significantly longer as long as adequate preventative maintenance is provided. Maintenance Treatments The combined effects of traffic loading and the environment will cause every pavement, no matter how well- designed /constructed, to deteriorate over time. Maintenance and rehabilitation are what we use to slow down or reset this deterioration process. Maintenance actions, such as crack sealing, surface /slurry seals and patching help slow the rate of deterioration by identifying and addressing specific pavement deficiencies that contribute to overall deterioration. Rehabilitation is the act of repairing portions of an existing pavement to reset the deterioration process generally done by milling and asphalt overlaying an existing deteriorating pavement. The general maintenance schedule the town budgets to is as follows: • Crack Seal: On an as- needed basis and generally every 2 to 3 years town wide. • Asphalt patching: On an as- needed basis for emergency and routine repairs. • Surface /Slurry Seals: Generally on a schedule of every 5 -7 years. • Asphalt Overlays: Generally on a schedule of about every 15 -20 years for newly constructed roads and —10 years for pavements older than 20 to 30 years. Crack seal products are used to fill individual pavement cracks to prevent entry of water or other non - compressible substances such as sand, dirt, rocks or weeds. Crack sealant is typically used on early stage longitudinal cracks, transverse cracks, reflection cracks and block cracks. Crack filler material is typically some form of rubberized asphalt or sand slurry. Before applying crack sealant, cracks need to be routed out and cleaned. Crack sealing is best done in moderate temperatures (spring or fall) and is most effective if performed immediately after cracks develop. Patches are a common method of treating an area of localized distress. Patches can be either full -depth where they extend from the pavement surface to the sub -grade or partial where they do not extend through the full depth of existing pavement. Full -depth patches are necessary where the entire depth of pavement is distressed. Often times, the underlying base, sub -base or sub -grade material is the root cause and will also need repair. Partial depth patches are used for pavement distresses like raveling, rutting, de- lamination and cracking where the depth of crack does not extend through the entire pavement depth. Patching material can be just about any HMA or cold mix asphalt material as well as certain types of slurries. Typically some form of HMA is used for permanent patches, while cold mix is often used for temporary emergency repairs. \n -8- 4/6/2010 \n 5 -1 -8 \n Slurry seal is a homogenous mixture of emulsified asphalt, water, well - graded fine aggregate and mineral filler that has a creamy fluid -like appearance when applied and is used to (1) treat existing pavement that exhibits moderate to severe raveling due to aging or (2) to improve skid resistance. A slurry seal contains aggregate and can thus correct minor surface defects in a variably textured surface - filling cracks and voids, sealing weather - tight, and providing color and texture delineation in a single pass (ISSA, 2001 b). Non - structural overlays do not involve extensive structural design and generally contribute little, if anything, to a pavement's structural capacity. Non - structural overlays are generally thin surface overlays on the order of 1.0 in. to 2.0 in. that are used to replace an existing wearing surface and restore a deteriorating pavement surface, improve ride quality, correct minor surface defects, improve safety characteristics such as skid resistance and drainage, enhance appearance, reduce road -tire noise. Structural Overlays are designed to add structural support to the existing pavement. Because of this, they are structurally designed and are thicker than non - structural overlays. We have also attached a document prepared by the Colorado Asphalt Paving Association which discusses street maintenance and the consequences of deferring maintenance. Audio Visual 2010 Amended Budget $33,879 Project Manager: Ron Braden This project encompasses all of our Bosch (51) and Mobile Vision (12) cameras in the patrol cars as well as the A/V in the chambers. In the first supplemental appropriation of 2010, Council re- appropriated just over $25K of funds not spent in 2009 to be used in the council chambers. The plan is to have an intergovernmental agreement (IGA) with the Town of Avon to share a portable console that Channel 5 will use to record the council meetings. TV 5 will then stream the meetings to the web as they are now. Technical aspects of the project have been agreed among TV5, Avon and Vail. The 2010 budget would be used to install four permanent cameras into the chambers and make some upgrades to the audio system so that the system could be used for both TV 5 and other meeting bodies that only need an audio recording. Document Imaging and Records Management 2010 Amended Budget $130,592 Project Manager: Ron Braden What is the background and rationale for document imaging? In 2006, the Town had come to a breaking point. We had to do something with our stored paper documents. They were simply taking up too much valuable space, were a fire hazard and had become impossible to manage. We had the choice of shipping the documents to a certified storage facility, building an on -site storage facility at our public works location or go electronic. The option of storing our documents at an external site \n -9- 4/6/2010 \n 5 -1 -9 \n was extremely expensive, did not solve any of our search and retrieval issues, nor did it comply with our security or records retention policies. Furthermore, we would have had to hire (or pay for) an individual to manage these documents at the external site. Retrieving a single document under this scenario would have taken days or weeks. Conversely, to build a permanent certified on -site storage facility at our Public Works location would have cost more than half a million dollars, and we would still need to hire someone to manage the facility and the documents. So, the decision to go electronic was an easy one. From experience, we knew that trying to implement a large scale records management project could only be successful if we hired a full time Records Manager. We were fortunate enough to contract Mike Wolfe with over 30 years of experience in this field including serving as the Records Administrator at one of the largest law firms in Denver for sixteen years. After evaluating many different software platforms, we implemented a Department of Defense certified system by LaserFiche in 2007 at a cost of $55k. How Does Document Imaging Support the Council's Areas of Focus? Electronic records management supports the Council's focus area of Environmental Sustainability and the Vail 2020 vision for the future: "Vail is an environmental leader and a sustainable community." The following example shows how document imaging contributes to each of the goals articulated in the Environmental Sustainability Strategic Plan. Many paper -based business processes can consume as much as one ton of paper annually. A conservative number calculates that the process of manufacturing a single ton of paper consumes three tons of wood, more than 19,075 gallons of water and generates 2,278 pounds of solid waste. The carbon footprint for the production of one ton of paper is 1,102 pounds of carbon dioxide (CO a greenhouse gas that contributes to global climate change. This footprint does not include transportation of the finished product to the consumer or the recycling and disposal of production waste. When these elements are added along with logging and transportation to the mill, the estimated carbon footprint for one ton of finished dry paper exceeds 10,000 pounds of CO • Goal #1 Solid Waste Stream Reduction and Recycling "To reduce the amount of TOV landfill contributions by 10% within 5 years and 25% within 10 years." By improving processes to use less paper electronic records can help meet this goal. One ton of paper saved is 2,278 pounds of solid waste that does not go to the landfill. • Goal # 2 Energy Efficiency "Reduce the Town of Vail municipal and community energy use by 20% by 2020." Reduced paper consumption reduces the town's contribution to greenhouse gas emissions by reducing transportation, processing and resource consumption. • Goal # 3 Ecosystem Health "Ensure that the natural environment, specifically air and water quality are maintained or improved." \n - 10- 4/6/2010 \n 5 -1 -10 \n Each ton of paper saved reduces sulfur dioxide emissions by up to 30 pounds and reduces particulates by 12 pounds per year. • Goal # 4 Sustainable Economic and Social Development "Lead programmatic efforts to promote sustainable and profitable business practices." The town's document imaging and records management system will save thousands of dollars per year in paper, and sets an example for sustainable business practices for the community and other governments. Why scan legacy records - is it less expensive to send offsite than to scan? In this day and age, given the reduced cost of scanners and software, it is not less expensive to store paper off -site than to scan and store electronically. Furthermore, we are imaging legacy records with permanent retention periods to eliminate the need for long term (paper) storage costs. We are also scanning records with high retrieval rates to lower retrieval costs. A staff member sitting at his or her desk can retrieve and deliver or e -mail a response rather than making a note, retrieving a paper file or making a copy and mailing the response. The use of electronic records to respond to inquiries saves staff time, reflects a leadership position and provides good customer service. What is the return on investment (R.O.I.) (direct and in- direct)? According to a recent Coopers & Lybrand study, companies spend: $20 in labor to file a document; $120 in labor to find a misfiled document; and $220 to reproduce a lost document. The average document gets copied 19 times. A January 2005 Knowledge /Office Worker Study found that in a paper environment 37% of office workers time is spent creating, revising and accessing documents and 54% of their time (over 30 minutes out of every hour), is spent looking for information. Half the time they do not find what they needed. In other words 27% of the work day (over 16 minutes of every hour) was ineffective and costly. One reason organizations do not readily see these costs associated with their paper record process is the fragmented ownership of the end to end process. Each department that touches the process focuses on its needs and the overall process produces redundancy as documents are created, copied, printed, e- mailed, faxed, etc. each copy requiring its own handling and filing operation. If a document can be imaged, filed electronically and provided electronically to office staff and other users that need it, we have saved staff time and ultimately tax dollars. On a daily basis, the Town Clerk, Town Attorney's Office and Community Development staff members respond to internal and external requests. If the documents are in Laserfiche, they can be rapidly retrieved and e- mailed. Over the past year there have been countless requests for records where staff has been able to respond in minutes by producing the electronic record(s) in Laserfiche rather than the one or two weeks that it had taken previously in the paper record environment. Finally, we now have public access for the records via WebLink and have converted space used to store old records into usable office space, which is hard to even put a price on in Vail these days. What have we accomplished thus far? • Laserfiche has 66 active users, not including our public safety users. \n - 11 - 4/6/2010 \n 5 -1 -11 \n • Laserfiche contains 57,386 electronic documents totaling 906,318 imaged pages. • We have imaged and then recycled 364 boxes of legacy records. • Destroyed /recycled 683 boxes of records and duplicate materials (364 boxes of long term retention or permanent records have been scanned and recycled while 319 boxes of duplicate records found while processing the scanned boxes were recycled). • We have begun to change work processes in the Community Development, Public Works, Special Events, Human Resources, Sales Tax and Business Licenses, and the Fire Department that have (and will continue to) reduce the volume of paper produced. • Developed and implemented user guidelines, procedures and training tools to assist users. • Established retention dates based on Colorado Municipal Retention Schedule for the records in Laserfiche. • Established the foundation with the state archives that allows the town to destroy paper copies of records once they are scanned, quality checked and loaded into Laserfiche. • Implemented an electronic Council agenda package. • Created office /work space in Community Development and Human Resource departments. What does the future hold? The LaserFiche system has become a cornerstone within our organization. We have all come to depend on it and it needs to be maintained. These records span the entire organization and are the responsibility of all departments. We have built the building and it now needs to be kept up. The records are not going away and will only continue to grow. We originally budgeted for a full time contracted Records Manager through FY 2011. Even as the initial project winds down, these records need to be managed. We will continue to have on -going maintenance costs and I still believe that we need to have a Records Manager on a permanent part time (20 hours per week) basis in order for the program to be successful. 800 MHz Radio System No funds currently in the five -year plan Project Manager: Dwight Henninger The Eagle County 800 MHz analog radio system was originally installed in 1996 with the last major software revision installed in 2000. Currently the system consists of a single Motorola Smart -Zone Controller serving twelve (12) communications tower sites and approximately 1300 subscriber units. Motorola has declared the "end -of- service" for its Smart -Zone 3.x platform in December 2011 making our system obsolete and potentially un- maintainable after December 2011. Five sites currently owned and maintained as part of the county system provide co- located access to the State of Colorado Digital Trunked Radio System (DTRS). A \n - 12- 4/6/2010 \n 5 -1 -12 \n significant number of subscriber (in -car and handheld) radios in the county have been upgraded and are capable of functioning on both the county system and the DTRS. Eagle County is moving from a strategic phase into project planning to migrate from the county owned system to the State DTRS with a goal of project completion by October 31, 2012. The project plan includes prioritizing the upgrade of the 7 county -owned non - DTRS sites as well as a significant infrastructure upgrade at the Vail Public Safety Communication Center. Joe Ribeiro and I have been involved in the planning of this upgrade which is being spearheaded by Barry Smith, Eagle County Emergency Manager. We have presented information and had discussions with the other radio user agencies, Vail Town Counci, and the Board of County Commissioners. The overall (preliminary) project cost projection is $1.6 million. The county has yet to identify a viable funding source for this project. In a "worst- case" scenario, the user agencies may be expected to fund the entire $1.6 million project. In this case, the town's share (based upon our maintenance funding model) is 21% or $336,000. The following table projects the annual maintenance costs to the Town of Vail for the radio system based upon our existing funding model assuming 5% inflationary increase per year. At present, the State DTRS has not established a maintenance funding model. The town should anticipate that some (or all) of the projected fees will apply to maintaining the DTRS. However, it is very difficult to predict the magnitude of impact if /when the DTRS establishes a maintenance fund. Also included in the spreadsheet is a recommended life cycle planning fund for the town's subscriber units assuming an average span of 8 years. A life cycle plan will satisfy the need for replacing aging and damaged units without requiring a significant [one -time] replacement of all units which cost the town approximately $500,000 in 2008 when they were last replaced. Radio System Annual Maintenance Fee Units 2010 2011 2012 2013 2014 Police 62 $43,370 $45,539 $47,815 $50,206 $52,717 Fire 57 $22,404 $23,524 $24,700 $25,935 $27,232 Public Works 107 $55,083 $57,837 $60,729 $63,765 $66,954 Sub -Total $122,867 $128,911 $135,257 $141,920 $148,916 Life Cycle planning fund 28 $92,400 $97,020 $101,871 $106,965 $112,313 8 years@ $3300 /unit TOTAL $213,257 $223,920 $235,116 $246,872 $259,215 \n - 13 - 4/6/2010 \n 5 -1 -13 \n II. ENHANCE TOWN ASSETS Neighborhood Road Reconstruction 2012 Amended Budget $1,279,469 Five -year detail attached Project Manager: Tom Kassmel See write -up above under Capital Street Maintenance. Neighborhood Bridge Reconstruction 2012 Amended Budget $150,000 Project Manager: Tom Kassmel See write -up above under Capital Street Maintenance. Community Development Interactive Software 2010 Amended Budget $225,000 Project Manager: George Ruther The Community Development Department has maintained a planning application and building permit application software system since 1995. The windows driven software system is utilized to track the review, permitting and inspection processes associated with the applications. According to historical figures, the Department processes and tracks more than 1,000 planning applications and building permit applications annually. The application software system has not been updated since the early 2000's. At that time, the system's software was updated to the windows driven application utilized today. The purpose of the interactive software system upgrade is to increase customer service, improve efficiencies, expand capabilities, improve communication and coordination and better utilize significantly improved technologies. For instance, the windows driven system presently utilized has very limited web -based compatibilities. The new software will allow the Department to improve our communication with customers by making planning and building permit application status information available via the internet. It will allow for the Department to shift from a paper laden plan review process to a digital plan review process where plans are reviewed electronically and information is shared instantaneously with the applicant. The software also allows for inspectors to complete more record keeping and data tracking in the field verses having to return to the office to complete paperwork. Now is the time to implement a new software system. The slow down in development and construction activity provides the staff time that is needed to convert data, train and transition to a new system. Periods of high levels of activity are not the time to attempt to undertake this important task. \n - 14- 4/6/2010 \n 5 -1 -14 \n Capital Budget - Project Detail 2009 Actual 2010 Amended 2011 2012 2013 2014 Project Name: Facilities $ 263,423 $ 1,073,000 $ 450,000 $ 1,290,000 $ 705,000 $ 1,005,000 Project Code: CMT005 Project Manager: John Gallegos Description of project: Detailed items within this project include the following: Re- appropriation for Energy Audit Projects 600,000 Community Development building HVAC and Plumbing 2,000 15,000 10000 10000 10000 Interior Finishes & Floors 4,000 15,000 15,000 20,000 20,000 15,000 Electrical and Lighting 10,000 10,000 Fire Systems 5,000 25,000 Exterior 25,000 Roof Repairs / Replacement 10,000 5,000 Structural Repairs Fire Station I (East Vail) HVAC and Plumbing 4,000 10,000 5,000 5,000 10,000 10,000 Interior Finishes and Floors 5,000 10,000 20,000 20,000 10,000 Electrical and Lighting 65,000 5,000 5,000 15,000 10,000 5,000 Fire Systems Exterior Roof Repairs / Replacement Garage Door Replacement 10,000 10,000 Structural Repairs 5,000 5,000 Rebuild Decks 25,000 Fire Station II (Main Vail) HVAC and Plumbing 4,000 10,000 10,000 10,000 15,000 10,000 Interior Finishes and Floors 5,000 15,000 15,000 10,000 Electrical and Lighting 5,000 25,000 15,000 35,000 Fire Systems 10,000 10,000 5,000 Exterior 9,000 15,000 Roof Repairs / Replacement 10,000 Garage Doors 5,000 10,000 10,000 15,000 Structural Repairs 10,000 10,000 5000 Library HVAC and Plumbing 2,000 85,000 10,000 10,000 10,000 Interior Finishes and Floors 40,000 20,000 15,000 15,000 10,000 Electrical and Lighting 4,000 15,000 15,000 10000 Fire Systems 25,000 10,000 40,000 10,000 5,000 Security System Exterior Roof Replacement 400,000 400,000 Structural Repairs 5,000 Add Elevator Municipal Building HVAC and Plumbing 5,000 15,000 15,000 35,000 20,000 10,000 Interior Finishes and Floors 5,000 30,000 15,000 15,000 20,000 15,000 Electrical and Lighting 15,000 15,000 15,000 10,000 Fire Systems 25,000 10,000 5,000 Security Systems 5,000 25,000 Exterior 15,000 15,000 Roof Repairs / Replacement 5,000 Structural Repairs 10,000 15,000 10,000 Police Department HVAC and Plumbing 6,000 20,000 20,000 25,000 30,000 10,000 Interior Finishes and Floors 4,000 15,000 15,000 15,000 20,000 10,000 Replace Carpeting 2,000 Electrical and Lighting 25,000 15,000 \n 4/6/2010 \n 15 5- 1 -15 \n Capital Budget - Project Detail 2009 Actual 2010 Amended 2011 2012 2013 2014 Fire Systems 15,000 Security Systems Exterior 30,000 Roof Repairs / Replacement Structural Repairs 5,000 15,000 Rebuild Balconies 35,000 Garage Door 10,000 Elevator 5,000 5,000 5,000 Public Works Administration HVAC and Plumbing 15,000 15,000 20,000 105,000 5,000 Interior Finishes 8,000 15,000 10,000 20,000 10,000 Replace Carpeting 60,000 5,000 Electrical and Lighting 25,000 10,000 10,000 Fire Systems 20,000 5,000 Exterior 5,000 10,000 Roof Repairs / Replacement 2,000 30,000 5,000 Structural Repairs 10,000 Public Works Shop HVAC and Plumbing 20,000 20,000 35,000 Replace Heating - Body Shop, Welding 60,000 Interior Finishes and Floors 5,000 10,000 10,000 Electrical and Lighting 5,000 75,000 10,000 Fire Systems Exterior 4,000 20,000 75,000 10,000 Roof Repairs / Replacement 75,000 20,000 Structural Repairs 15,000 Garage Doors 20,000 25,000 45,000 20,000 20,000 Bus Barn and Wash HVAC and Plumbing 5,000 25,000 25,000 45,000 10,000 5,000 Replace boiler 65,000 Replace in -floor heat 125,000 Interior Finishes and Floors 10,000 5,000 Electrical and Lighting 20,000 20,000 10,000 Fire Systems 10,000 Exterior 5,000 5,000 Roof Repairs / Replacement Structural Repairs 20,000 10,000 Garage Doors 25,000 25,000 15,000 20,000 10,000 Wash Equipment Replacement 1,500 180,000 Lift Stations Ford Park 80,000 Vail Valley Drive 80,000 \n 4/6/2010 \n 16 5 -1 -16 \n Capital Budget - Project Detail 2009 Actual 2010 2011 2012 2013 2014 Project Name: Parking Structure Mtce $ 353,030 $ 486,000 $ 819,000 $ 1,055,000 $ 860,000 $ 920,000 Project Code: CMT007 Project Manager: John Gallegos Description of project: Vail Transportation Center Concrete and Caulking Repairs 50,000 50,000 30,000 30,000 30,000 Equipment Replacement 45,000 5,000 25,000 30,000 25,000 30,000 Expansion Joint Replacement 12,000 40,000 50,000 45,000 60,000 70,000 Hot Water Heater 20,000 Deck Sealing 20,000 40,000 10,000 10000 Deck Topping Replacement 10000 20,000 60,000 75,000 60000 Elevators 80,000 5000 5,000 10,000 10,000 10000 Ventilation System Repairs 30,000 30,000 65,000 35,000 35,000 Flooring 5,000 5,000 10,000 10,000 10,000 25,000 Fire System Replacement 25,000 25,000 50,000 25,000 25,000 Electrical and Lighting 31,000 40,000 55,000 55,000 55,000 Painting and Rust Control 15,000 35,000 35,000 50,000 50,000 50,000 Paint Stripes 35,000 15,000 15,000 15,000 15,000 15,000 HVAC and Plumbing 10,000 10,000 30,000 30,000 30,000 50,000 Interior Finishes 10,000 35,000 15,000 15,000 15,000 Locker Replacement 20,000 Roofs, Walls, Doors 5,000 15,000 15,000 10,000 15,000 Security 15,000 5,000 10,000 15,000 5,000 5,000 Structural Inspection 19,000 Structural Repairs 60,000 30,000 20,000 Automatic Doors - Terminal Bld. Terminal Building 3,000 5,000 10,000 Windows 5,000 5,000 5,000 5,000 5,000 Vail Information Center 5,000 10,000 30,000 15,000 15,000 Ski Museum 10,000 25,000 25,000 15,000 15,000 Terminal Building 10,000 15,000 25,000 15,000 15,000 Parking Booths 5,000 10,000 10,000 10,000 10,000 Lionshead Transportation Center Expansion Joint Replacement 20,000 40,000 35,000 25,000 40,000 Concrete Repairs 25,000 25,000 25,000 20,000 25,000 25,000 Equipment replacement 15,000 15,000 45,000 30000 30,000 Fire system Replacement 5,000 5,000 5,000 10,000 10,000 Flooring Electrical and Lighting 10,000 30,000 20,000 50,000 30,000 40,000 Deck Sealing 5,000 5,000 5,000 10,000 Deck Topping Replacement 40,000 70,000 70,000 100000 Interior Finishes 25,000 5,000 5,000 10,000 Painting and Cleaning 30,000 30,000 50,000 25,000 25,000 Stripe painting 10,000 10,000 10,000 10,000 15,000 15,000 Roofs, Walls, Doors 5,000 20,000 15,000 10,000 Structural Inspection Structural Repairs 18,000 60,000 40,000 40,000 40,000 Snowmelt Stairs Colorado West 5,000 5,000 5,000 10,000 10,000 10,000 Lionshead Auxiliary Building 5,000 7,500 Roof Paint Lionshead Info. Center 5,000 7,500 Roof, Siding Parking Booths 5,000 5,000 5,000 5,000 5,000 5,000 \n 4/6/2010 \n 17 5 -1 -17 \n Capital Budget - Project Detail 2009 Actual 2010 Amended 2011 2012 2013 2014 Project Name: Capital Street Mtce $ 1,335,959 $ 730,000 $ 1,153,500 $ 1,033,000 $ 1,207,000 $ 952,000 Project Code: CMT004 Project Manager: Tom Kassmel Charlie Turnbull Description of project: Streetscape repair 30,000 31,500 33,075 34,729 Pavement Inspection 13,250 - 16,538 - 18,233 - Data Collection /Intern 8,400 8,820 9,261 9,724 10,210 Stripping 27,111 21,000 22,050 23,153 24,310 25,526 Crack Seal 5,250 93,713 5,788 6,078 6,381 Aspahlt Patching 99,425 52,500 82,688 86,822 60,775 95,721 Concrete Repair 4,462 36,750 55,125 57,881 42,543 63,814 Guardrail Repair 7,603 10,500 38,588 11,576 12,155 44,670 Surface Seal 138,626 - 96,400 250,000 375,000 425,000 Asphalt Mill & Overlay 751,971 - 500,000 - 400,000 - Drainage Improvement 263,627 476,750 82,688 405,169 91,163 95,721 Storm Water Management 21,000 22,050 23,153 24,310 25,526 Bridge Improvement - 31,500 - 34,729 - 38,288 Sub Total 1,306,074 663,650 1,048, 939,032 1,097,366 865,586 Contingency (- 10 %) /Misc. 30,885 66,350 104,842 93,968 109,634 86,414 TOTAL $ 1,336,959.00 $ 730,000.00 $ 1,153 $ 1,033 $ 1,207,000.00 $ 952,000.00 Pavement Inspection Bi- Annual Surface Pavement Inspection of all the Town Roads. This allows us to montior and evaluate road conditions. Data Collection/Intern Collect and update GPS data inventory(Draiange, Street Lights, Signs, etc ) Stripping Stripe all of the Town roads Crack Seal Seal cracks within all of the town roads. Townwide every 5 years. Spot sealing every year. Aspahlt Patching Full depth and skin asphalt patches as needed throughout the town. Concrete Repair Concrete repair thorughout the town. Guardrail Repair Guardrail repair throughout the town. Surface Seal Slurry and Chip seals on town roads as part of the towns pavement maintenance program. Asphalt Mill & Overlay Asphalt mill and overlays on town roads as part of the Town's pavement maintenance program Drainage Improvement Drainage Improvement projects throughout the town. Storm Water Management Maintenance of Storm Sewer System, contract cleaning, water quality improvement programs. Bridge Improvement Minor Bridge improvements as identified in the biannual bridge inspection reports. Contingency Unforseen Capital Street Maintanence issues that come up throughout the year \n 4/6/2010 \n 18 5 -1 -18 \n Capital Budget - Project Detail 2009 Actual 2010 Amended 2011 2012 2013 2014 Project Name: Neighborhood Road Reconsti $ 20,531 $ 1,279,469 $ 1,800,000 $ 5,800,000 $ 7,300,000 $ - Project Code: CSR007 Project Manager: Tom Kassmel Description of project: Vail Valley Drive Reconstruction Design Construction Mill Creek Circle Reconstruction Design 20,531 Construction 1,279,469 1,800,000 East Vail Road Reconstruction Phase I (Columbine, Spruce Way /Drive, Streamside East/West, Nugget Glen Lyon, Willow Ct) Design 225,000 Construction 5,225,000 East Vail Road Reconstruction Phase II (Meadow Drive /Lane, Juniper, Main Gore Drive /Circle,. Ute Ln, Black Bear, Black Gore, Snowshoe, Grouse Ln.) Design 350,000 Construction 7,300,000 \n 4/6/2010 \n 19 5 -1 -19 \n Capital Budget - Project Detail 2009 Actual 201O Amended 2011 2012 2013 2014 Project Name: Neighborhood Bridge Reconstr. $ $ 150,000 $ 1,050,000 $ 1,650,000 $ - $ - Project Code: CSR008 Project Manager: Tom Kassmel Description of project: Matterhorn Bridge Reconstruction - Design 150,000 Construction "offset by $800K in grant revenue - 950,000 Nugget Lane Bridge Reconstruction Design 100,000 Construction 1 1,650,000 \n 4/6/2010 \n 20 5 - 1 - 20 \n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Follow up discussion to the Vail Town Council and Planning and Environmental Commission Joint Meeting to discuss environmental and employee housing policy direction and action items. PRESENTER(S): Nina Timm / Kristen Bertuglia ACTION REQUESTED OF COUNCIL: 1. Confirm Staff direction based upon Town Council and the PEC discussion at the joint work session. 2. Confirm the proposed action items and proposed time line. 3. Add additional action items Town Council would like Staff to investigate at this time. BACKGROUND: On February 22, 2010, the Vail Town Council and the Planning and Environmental Commission held a joint work session to discuss direction on environmental policy in the Town of Vail. There was limited discussion around the Environmental Sustainability Strategic Plan six adopted goals and actions over the past year surrounding the following topic areas: waste diversion, energy and green building, ecosystem health, social and economic development, public education and transportation. There was also limited discussion around the goal of providing deed restricted housing for at least 30% of Vail's workforce. The discussion focused on what types of employee housing the Town should be focusing its efforts on. STAFF RECOMMENDATION: Staff recommends that the Vail Town Council direct Staff to move forward with the environmental and employee housing work plans according to the adopted Employee Housing and Environmental Strategic Plans, with the proposed changes in the environmental work plan included. ATTACHMENTS: Joint Work Session Follow Up Memo- Environmental Housing Follow -Up \n 4/6/2010 \n MEMORANDUM TO: Vail Town Council FROM: Community Development Department DATE: April 6, 2010 SUBJECT: Follow -Up from the February 22, 2010 Joint Planning and Environmental Commission and Town Council Work Session I. INTRODUCTION On February 22, 2010, the Vail Town Council and the Planning and Environmental Commission held a joint work session to discuss direction on environmental policy in the Town of Vail. There was limited discussion around the Environmental Sustainability Strategic Plan six adopted goals and actions over the past year surrounding the following topic areas: waste diversion, energy and green building, ecosystem health, social and economic development, public education and transportation. Key Observations and Suggestions by Commissioners and Council Members General Comments • Twenty or thirty years ago, environmental emphasis would have been on preservation, but now this is not the case. • Focus on the sense of community. • Focus on visibility and the guest experience related to the environment. Regulations • Keep in mind that regulations can be costly. • Ensure there is a balance — do not overly burden one group (i.e. do not ignore the largest groups when implementing environmental programs - multi - family and tourism). • Avoid unintended consequences of regulations, particularly related to construction setbacks from wetlands. This can restrict development and hurt business. • Avoid "legislating behavior" and instead, use "real world solutions." • Continue to strengthen partnerships with the U.S. Forest Service and other partner agencies. • Be careful to avoid unintended consequences and "pipe dreams ". It is critical to make being green "easy" for guests, as in "all -off' light switches in hotel rooms. • It is important to remember that things (economics) sometimes "trump" the environment. • Review existing town regulations to remove barriers to sustainable practices. • Be proactive and get the green regulations ready to go, rather than being reactive. Strategic Plan • Emphasis on green space is overlooked. \n 4/6/2010 \n 1 6 -1 -1 \n • Avoid targeting residential recycling, and instead, focus on commercial programs and where might be the "biggest bang for the buck." • Avoid percentage goals, or translate goals into pounds of trash diverted, for example. • Avoid being too strict in construction waste recycling requirements due to space constraints on most job sites in Vail. • Use incentives, and "carrot" rather than "stick" approach to encourage compliance with green initiatives. • Pay -as- you -throw is too complicated, particularly when guests are on vacation. • Pay -as- you -throw "penalizes families ". • The Town should have requirements for recycling and recycling space designation for multi - family units. • Proposed landscaping regulations as part of the Sustainable Building Initiative "are not fair'. • Shorter terms goals are key, particularly related to energy. Additional suggestions • The Town should create a CFL recycling program. • The Town should take a leadership role in water conservation and assist in getting the information out. • The Town should assist the business community in recycling cardboard and glass. • The Town should investigate lighting, particularly in Dobson Ice Arena (lighting upgrade completed 2008) and the Village parking garage. • In the case of the Timber Ridge redevelopment, the Town should "walk the walk ". Recycling program should be established before construction. • It is not the role of Town government to monitor Gore Creek for water quality purposes. The Town should be careful about how RiverWatch water quality information is used. Overall, there were general comments that the Vail Town Council is serious about environmental stewardship and that more attention should be paid to environmental goals in decisions that both the Planning and Environmental Commission and Town Council make. II. PROPOSED ACTION STEPS Based upon the focus of the joint work session discussion, Staff will propose the following changes to the environmental sustainability work plan: • Adopt short term energy goals in addition to the long term adopted energy and carbon dioxide emission goals. 5/1/2010 • Continue to work with private trash hauling companies to promote volume based, "save as you recycle ", incentive programs to promote waste diversion, and shift focus away from regulation (Pay as you throw). Program rollout 5/5/2010 • Translate percentage goals into volumes where applicable. 5/1/2010 • Monitor and track progress through environmental indicators identified in the Environmental Sustainability Strategic Plan. Ongoing \n 4/6/2010 \n 2 6 -1 -2 \n The following projects based on the joint work session feedback and the existing environmental work plan will be completed in the near term: A. Improve recycling opportunities for commercial business and homeowners. Residential Work with local trash haulers to implement a voluntary "save as you recycle" volume -based trash program, and promote recycling opportunities, along with increased education. • Complete program design, marketing, order educational materials. 4/15/10 • Roll out program. 5/15/10 • Visible articles /ad in local paper around recycling education by 5/1/10. • Multi- family residential volume based trash /recycling pilot o Grant pending —implementation 7/2010 • Citizens' Recycling Committee o Results /recommendations submitted to Council 4/2010 • USDA Tri- County Waste Diversion Grant (Survey of visitors /residents) o Complete August/2010, will provide guest feedback on convenience, knowledge and desires related to TOV recycling. • Explore additional community drop -off locations recycling locations and funding sources. Through Spring 2010 • Re -bid existing Town of Vail community drop off center services. 5/1/10 Commercial Implement the Town of Vail Business Recycling Grant Program — savings from 2009 recycling haul trees to go into fund to support business recycling infrastructure (e.g. shared cardboard bailer, remodel of trash area to support recycling hauls, etc.) RFP to be issued (pending Council supplemental approval) 4/1/2010. B. Town of Vail Should Lead by Example The environmental team continues to ensure that the organization adheres to environmentally sustainable policies within the Town — green purchasing, recycling, paper reduction, composting, no idling, supporting and implementing renewable energy projects, green building codes, LEED certified construction projects, ongoing employee and public environmental education). The employee environmental focus group also continues to work on ensuring that sustainability is a part of organizational culture. 1. Expand upon existing policies to adopt a set of sustainable business standards and practices within the Town organization, and develop a method of accountability for fulfillment. Spring- Summer 2010. 2. Town waste reduction — expansion of Public Works compost pile into 3 separate processes. Summer 2010 3. Ensure Town code does not conflict with sustainable efforts. \n 4/6/2010 \n 3 6 -1 -3 \n a. Solar panel regulations were the major identified barrier — Second reading of updated regulation before Council 5/4/10. 4. Town (5/15/10), highway (5/1/10) and River Cleanup (Fall /10), E -waste (5/14/10) Events held annually. C. Implement Energy Efficiency Efforts 1. Town facility -wide audit complete as of 3/10/2010. Preliminary facilities upgrade project selection to begin 3/17; presentation to Council expected 5/2010. 2. Town fuel reduction 5% goal exceeded by over 3 %, continue to add more fuel efficient vehicles to fleet. a. Evaluate additional fuel tank for biodiesel (part of transportation audit by Rocky Mountain Institute, complete 6/2010). III. ACTION REQUESTED OF TOWN COUNCIL 1. Confirm Staff direction based upon Town Council and the Planning and Environmental Commission discussion at the joint work session. 2. Confirm and /or prioritize the proposed action items. 3. Add additional action items Town Council would like Staff to investigate at this time. \n 4/6/2010 \n 4 6 -1 -4 \n MEMORANDUM TO: Vail Town Council FROM: Community Development Department DATE: April 6, 2010 SUBJECT: Follow -Up from the February 22, 2010 Joint Planning and Environmental Commission and Town Council Work Session I. INTRODUCTION On February 22, 2010, the Vail Town Council and the Planning and Environmental Commission held a joint work session to discuss direction on Employee Housing policy in the Town of Vail. Key observations and suggestions by Commissioners and Council Members: General Comments • Focus on keeping families in Vail • If this is a public problem there should be a public funding source dedicated to the solutions • Focus on the long -term • Look forward • Keep employees in Vail — too much down valley competition for them • Make employee housing information readily available to all employees • Understand the financial impacts of publicly subsidized rentals on free - market rental rates Regulations • Ensure enforcement of current requirements • Burden of regulations is placed on development • Single- family and duplex residences generate jobs Strategic Plan • Is 30% deed restricted the right goal? • How was the goal established? • Does it have to be deed restricted? • What is the right balance of deed restricted employee housing types? (e.g., rental, for -sale, one - bedrooms, three - bedrooms, etc.) Overall, there was consensus the Town of Vail should provide additional deed restricted employee housing opportunities in Vail as it adds to the economic vitality of Vail, improves customer service, and reduces the need for more public transportation and parking. \n 4/6/2010 \n 6 -2 -1 \n II. PROPOSED ACTION STEPS Based upon the focus of the joint work session discussion, Staff recommends the following development projects be moved forward by the Town Council: • Chamonix Neighborhood Development (up to 58 dwelling units) • Request for Bids from civil engineering firms for utilities and site work will be issued with the soils investigation results when they are complete • Soils Investigation has been ordered • A Request for Bids for civil engineering firms has been prepared and will be issued by April 9, 2010 • Utilize the Vail Local Housing Authority as an agent for the Town - following the Arosa Drive Duplex model • Utilities and site work could begin in conjunction with the fire station construction • Construction costs are currently favorable for this development • Red Sandstone Residences (up to 4 home sites) • Potentially cost neutral to the Town based upon the Arosa Drive construction costs model • Utilize the Vail Local Housing Authority as an agent for the Town - following the Arosa Drive Duplex model • Construction costs are currently favorable for this development ■ Based upon acquisition and zoning being completed in May, 2010 • Explore opportunities on Town owned property ■ Develop inventory and development potential by June, 2010 • Partnership with Eagle River Water & Sanitation District on lots they own in Intermountain and lots the Town owns in East Vail ■ Develop partnership parameters by September, 2010 • Develop partnership relationships with the Eagle County School District and the Vail Valley Medical Center. Both entities have expressed a desire to participate in deed restricted employee housing opportunities in Vail. ■ Develop partnership parameters as each new EHU development is identified • Proposed amendments to the Employee Housing Unit Exchange Program • The Program has been available for over one -year and has not been utilized • Work with the Vail Local Housing Authority to develop recommendations • Propose amendments that increase the viability of the Program and increase the number of owner - occupied deed restricted units in Vail \n 2 4/6/2010 \n 6 -2 -2 \n ■ Bring proposed amendments to the Planning and Environmental Commission in June, 2010 • Establish development incentives for EHU Construction with the Vail Local Housing Authority ■ Implement with the Town Zoning Code amendments in September, 2010 • Evaluate the fee -in -lieu calculation methodology for Commercial Linkage and Inclusionary Zoning after fours years of calculations ■ Begin in May, 2010, following annual fee -in -lieu adoption so any amendments are made prior to the 2011 fee -in -lieu adoption • Develop goals for the redevelopment of the western portion of Timber Ridge ■ Begin in May, 2010 • Purchase additional Buy Down Units in Vail ■ As opportunities present themselves during the year • Develop plans for an additional phase of units at Buzzard Park ■ Identify Town needs with internal Housing Committee and adopt a plan by June, 2010 III. ACTION REQUESTED OF TOWN COUNCIL 1. Confirm Staff took away the correct direction based upon what Town Council and the Planning and Environmental Commission discussed at the joint work session. 2. Confirm the proposed action items are the action items Town Council would like Staff to be working on at this time. 3. Add additional action items Town Council would like Staff to investigate at this time. \n 3 4/6/2010 \n 6 -2 -3 \n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: EPS Economic Fiscal Report Update. PRESENTER(S): Andy Knudtsen \n 4/6/2010 \n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Matters from Mayor & Council. PRESENTER(S): Town Council \n 4/6/2010 \n 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Information Update. Attachment Only: -- Recycling Update --2009 Employee Housing Unit Compliance Update -- Letter of request from Vail Resorts ( "VR ") to temporarily suspend the pedestrian /bicycle access easement recorded in the Eagle County Clerk and Recorders office, Document number 200732792 from June 2 - June 6 2010, 8:00 am - 9:00 pm for liquor license purposes for the Teva Mountain Games. The Town Manager is intending to grant VR's request unless Council directs him differently. - -South Frontage Road Lane Striping PRESENTER(S): Pam Brandmeyer ATTACHMENTS: EW Enforcement VR Request Letter South Frontage Road Striping \n 4/6/2010 \n MEMORANDUM TO: Vail Town Council FROM: Community Development Department DATE: April 6, 2010 SUBJECT: Employee Housing Unit 2009 Annual Enforcement I. INTRODUCTION In January, 2010, the Town of Vail Community Development Department sent out three hundred and twenty -three (323) affidavits to deed restricted employee housing unit (EHU) owners in the Town of Vail. There are six hundred and sixty - three (663) deed restricted EHUs in Vail, but annual affidavits are not sent to Timber Ridge Village Apartments or Middle Creek Village Apartments. Since the affidavits have been mailed, the Community Development Department has received back two hundred and eighty -two (282) completed affidavits, an eighty - seven percent (87 %) response rate, to date. This is up from seventy -six percent (76 %) on March 2, 2010. Compliance with the terms of each unit owner's deed restriction is the goal of the Community Development Department. II. EHUS ESTABLISHED PRIOR TO 1992 There are thirty -five (35) EHUs in this category. The deed restrictions recorded prior to 1994 do not require owners to rent their EHU or provide the Town any information regarding the use of the EHU. Annually the Town still requests information from these owners. To date, the Town has received affidavits back from twelve (12) of the owners. Based upon the information received, ten (10) of the EHUs were occupied by a total of twelve (12) employees. As these owners are not required to rent their EHU or provide the Town any information regarding the use of the EHU no further requests for information will be sent to these owners until next January. This information is unchanged from the March 2, 2010 memorandum. III. EHUS ESTABLISHED FROM 1992 TO ORDINANCE NO. 14, SERIES OF 1994 There are twenty -two (22) EHUs in this category. The deed restrictions recorded during this time period do not require owners to rent their EHU, but the deed restrictions do require an annual form be submitted to the Town verifying if and how the EHU was occupied in the previous year. To date, the Town has received affidavits back from seventeen (17) of the owners. Based upon the information received, twelve (12) of the EHUs were occupied by a total of fourteen (14) employees. \n 4/6/2010 \n 9 -1 -1 \n Five (5) owners have not responded following the reminder notice. Staff will follow -up with an additional letter encouraging these owners to make their EHUs available for rent to local employees. IV. EHUS ESTABLISHED FROM 1994 TO ORDINANCE NO. 5, SERIES OF 2002 There are one hundred and seventy -seven (177) EHUs in this category. The deed restrictions recorded during this time period require owners to have the EHU occupied by a full -time, year -round employee of an Eagle County business. Additionally, the deed restriction requires the owner to submit an annual affidavit to the Town verifying how the EHU was occupied in the previous year. To date, the Town has received affidavits back from one hundred and sixty -eight (168) owners. Based upon the information received, all of the EHUs were occupied by a total of two hundred and thirty -eight (238) employees. The nine (9) owners who have not yet responded have received summonses to appear in the Town of Vail Municipal Court for failure to submit their required annual affidavit. V. EHUS ESTABLISHED AFTER ORDINANCE NO. 5, SERIES OF 2002 There are eighty -nine (89) EHUs in this category. The deed restrictions recorded after Ordinance No. 5, Series of 2002, require owners to have the EHU occupied by a full -time year -round employee of an Eagle County Business at least seven (7) months every calendar year. Deed restrictions recorded after Ordinance Nos. 7 and 8, Series of 2007, require owners to have the EHU occupied by a full -time year -round employee of an Eagle County business twelve (12) months each year. Additionally, the deed restrictions require the owner to submit an annual affidavit to the Town verifying how the EHU was occupied in the previous year. To date, the Town has received affidavits back from eighty -six (86) owners. Based upon the information received, eighty -six (86) of the EHUs were occupied by a total of one hundred and twenty -three (123) employees. The three (3) owners who have not yet responded have received summonses to appear in the Town of Vail Municipal Court for failure to submit their required annual affidavit. VI. FOLLOW UP Twelve (12) owners of EHUs were issued summonses to appear in the Town of Vail Municipal Court for failure to submit their required annual affidavit. Court dates for these 12 owners will be either June 3, 2010, or June 10, 2010. The Community Development Department will provide Town Council with an update following the court proceedings. \n 4/6/2010 \n 9 -1 -2 \n VAILRESORTS EXPERIENCE OF A LIFETIME March 22, 2010 Town Council Town of Vail 75 South Frontage Road Vail, Colorado 81657 RE: 2010 Teva Mountain Games Ladies and Gentlemen: On behalf of The Vail Corporation and of Vail Resorts Development Company, the sole member of The Chalets at the Lodge at Vail, LLC (together, the "Grantors' I am authorizing the use and alteration of the easement as granted by the Grantors to the Town of Vail in that Pedestrian/ Bicycle Access Easement recorded in the Eagle County Clerk & Recorders office December 17, 2007, Document number 200732792 (the "Easement', in order to modify the Express Lift liquor licensed premises and optional premises 1 -4 for the Teva Mountain Games to be held June 2 thru June 6, 2010 between the hours of 8:00 a.m. and 9:00 p.m. each day. I also request that the Town of Vail authorize and agree to the use of the Easement for said Teva Mountain Games to be held June 2 thru June 6, 2010 between the hours of 8:00 a.m. and 9:00 p.m. each day. Thank you in advance for your consideration. Sinc y, 6 Mark Schoppet Vice President, Controller and CAO The Vail Corporation and of Vail Resorts Development Company, the sole member of The Chalets at the Lodge at Vail, LLC 3901nterlocken Crescent Broomfield, CO 80021 303 -404 -1800 \n 4/6/2010 \n 9 -2 -1 \n VAILRESORTS FXPFRIENCE OF A LIFETIME VIA OVERNIGHT MAIL March 23, 2010 Ms. Lorelei Donaldson Town of Vail 75 South Frontage Road Vail, Colorado 81657 RE: The Express Lift, License # 04- 40911 -0004 Modification of Premises for 2010 Teva Mountain Games Dear Lorelei The following document are enclosed for the modification of the Express Lift liquor licensed premises and optional premises 1 -4 for the Teva Mountain Games to be held June 2 thru June 6, 2010 between the hours of 8:00 a.m. and 9:00 p.m. each day. Letter from both The Vail Corporation and Vail Resorts Development Company as the sole member of The Chalets at the Lodge at Vail, LLC authorizing the use of the pedestrian easement specifically for the Teva Mountain Games and requesting that the Town of Vail agree to the use of the easement for the Teva Mountain. Form DR 8442 Application for Temporary Modification to include the easements in the premises for the Teva Mountain Games to be held June 2 thru June 6, 2010 between the hours of 8:00 a.m. and 9:00 p.m. each day (original and one copy). Form DR 8442 Application for Modification to exclude the easements from the premises after the Teva Mountain Games June 6, 2010 at 9:00 p.m. (original and one copy). Our check for $100.00 to the Town of Vail for the two modifications and our check for $450.00 to the Colorado Department of Revenue ($300.00 for the temporary modification for the Games and $150.00 for the modification after the Games). Letter requesting the Optional Premises be turned on. I will also send the letter to the State of Colorado via fax. Thank you for ur Sincer assistance with this. As always, please call me if you have questions or concerns. , ay uthrie S or Corporate as enclosures cc: Mike Friery Jeff Babb 3901nterlocken Crescent Broomfield, CO 80021 \n Direct 303 - 404 -1903 4/6/2010 \n 9 -2 -2 \n _ � o it _. - 4 71000 S.11VA uj F u� •� tt¢ttttt�ttttt>lt Ij$ W off+ CL t o allil I I! 111 j gill, 11.1111 U. + O W u. p cli Q O W --3 � ■.� �' ♦ = V N (n Z L O W ��• r V) U (6 (.o E � O a FEZ- � � ¢�. � , 4`a 1 0 - - lam_ - -- - ^-_•�--- -_'�` - -- O M Fu U > _ o_ ! C �co Q > N Q - 1 cr ,, •'• �y�' �. � _ � yam`__`• f. arJ W E LJJ ! F� � \n 4/6/2010 \n - 9 -2 -3 \n g v � N00a S — , ,aes L :rsa � 1 : uo F� �f q ■ ■ o a s ii~ CCC ACC rC CCCC CCrC C C! qz F Od F e K 1 � � �o t } } }i�al; ,1 11� l �;�� .� j tlaiy .l,� t���1!} _ •� a e9 # } }#nl +lai }tfl���li f r! # #fi };lfidiiftf.ft ills, e f } �3�Y1�i 111 } 'i�l� � +���i� N �' aI f !!,!}111111 �lAM.1 Ifllinhlilt 1a}l111A al l; 1 a) " J e� \ I. -• C i ek _ ..... o p� �s • a a c a e a z= a r a_ c r a > a z n / CL (-( y Y`1 w v a En N N 0 LL > O O A A N 00 Q ��� / • `` \ N Q r . \\ lk \� \\ 8 ` •o, 1 1 ,., �I' � \ \ \A \\ V A` ���' VG A �A \ \�A \��A \�: \n : \ 201 9 -2 -4 \n MEMORANDUM TO: Town Council FROM: Department of Public Works DATE: April 6, 2010 SUBJECT: South Frontage Road Lane Striping in Intermountain I. The Project Vail has always been proactive when looking for ways to improve recreational and bicycle facilities. One project that has been discussed in recent years is the realignment of roadway striping along the South Frontage Road west of the West Vail roundabout to be more favorable to bicycle and pedestrian traffic. The 10- foot -wide shoulder along the south side of the road is used by bikers, joggers and pedestrians as a neighborhood recreational facility as well as a connection from Intermountain to West Vail. In addition, the shoulder serves as part of the Gore Valley Trail, connecting Vail with the down - valley communities of Eagle County. II. Lane Configurations Each year, ECO Trails surveys users of Eagle County's recreation path system. One of the concerns mentioned annually is the relative safety of the single -side recreation path along this stretch of road. The configuration requires that west -bound bikers ride against vehicular traffic, with only a white stripe delineating the lane. Standard bicycle and roadway facility guidelines recommend several alternatives to the existing scenario including protective barriers and raised walkways. However, the simplest solution is to restripe the road with a widened shoulder on each side as opposed to the existing single -side configuration. This provides protection for cyclists as well as pedestrians. And, with proper signage and a protected crossing point west of the roundabout, recreational riders who may not be familiar with cycling etiquette will find themselves in a safer situation. The reconfiguration would result in the following: • A widened shoulder on the north side of the road. Where curb and gutter exists, the lane would be 4 to 5' wide plus the 2' width of the gutter. Where there is no curb and gutter, the lane would be a minimum of 6' wide. • A shoulder on the south side that is a minimum of 6'. Between Stephens Park and Kinnickinnick Rd East, the shoulder would be up to 9' wide to accommodate local pedestrian traffic to and from the park. • The travel lanes would be narrowed from 12' to 11 '/z' wide. The narrowed lanes would still meet lane -width standards. • CDOT recommends a minimum of 4' shoulders for use as a bicycle facility. The new configuration would exceed that recommendation in all locations. • Please see the attached plans and cross sections for additional information \n 4/6/2010 \n 9 -3 -1 \n III. Budget Considerations ECO Trails will be awarding grants to local communities for repair and safety modification work on April 26th with grants awarded up to a 75% / 25% match. Barring Council concerns, Staff will plan to submit an application for the grant to pay for the majority of this project. The project is anticipated to cost under $20,000 to remove the existing striping and add new signs. CDOT will be striping the road in mid -June as part of their annual maintenance to the Frontage Roads and can stripe the new configuration at that time at no additional cost to the town. Depending on the award of an ECO Trails Grant, the project would cost the town between $5- 10,000 funded through the 2010 Recreation Path Maintenance budget. If the town is not awarded a grant, the project will be prioritized with other Recreation Path Maintenance projects and could be performed as the budget allows. IV. CDOT Approval Because the work will occur on a CDOT maintained roadway, the project must receive CDOT approval. At this time, the town has received initial approval at the local level, with final approval pending at the regional level in Grand Junction. The initial reaction at the regional level was positive. V. Project Schedule April 21, 2010 ECO Grant Application due April 26 Grants Awarded late April Remove existing striping and lay out new configuration early May Restripe the road by CDOT VI. Attachments 1) Plan 2) Cross Sections VII. Staff Recommendation If Council has any questions or concerns with this plan, Staff can be available for the April 20th Council meeting to provide additional information. If there are no concerns, Staff will proceed with the application for the ECO Grant. If the Grant is awarded, and pending CDOT approval, the project will proceed according to the above schedule. \n 4/6/2010 \n 9 -3 -2 \n TYPICAL EXISTING NORTH SIDE ROADWAY SECTION SOUTH SIDE EXISTING GUARDRAIL EXISTING CURB 12' 12' AND GUTTER IN 10 -12' IN SOME LOCATIONS TRAVEL TRAVEL SHOULDER SOME LOCATIONS LANE LANE MINIMUM EXISTING WIDTH = 34.5' z NOTES: MAXIMUM EXISTING WIDTH = 39' • ROADWAY LENGTH - 5800 LF • VEHICLE TRAVEL LANE WIDTH - 11.5 FEET Lu • SOUTH BIKE LANE /SHOULER - 6' MIN UP TO 9' o • NORTH BIKE LANE /SHOULDER: p o • WITH CURB /GUTTER - 4 TO 5' (PLUS 2' GUTTER) � • WITHOUT CURB /GUTTER - 6' MINIMUM c"'7 w ¢ rn z z 4 -5' 11 112' 11 1/2' 6' MIN. u BIKE TRAVEL TRAVEL BIKE LANE LANE LANE LANE O 0 Z J F U z a D F NORTH SIDE SOUTH SIDE 0 PROPOSED SECTION A Lu WITH CURB AND GUARDRAIL F z J_ 6' MIN. 11 1/2' 11 1/2' 6' MIN. BIKE TRAVEL TRAVEL BIKE LANE LANE LANE LANE IN MANY LOCATIONS THE �a SOUTH SHOULDER WILL 1K BE WIDER THAN 6' NORTH SIDE SOUTH SIDE s,o PROPOSED SECTION B RMT° °' NO CURB OR G ARDRAIL \n S -1 n 1J� 4 -5' BIKE.LANE W/ CURB /GUTTER PROPOSED6 "WHITE EDGE LINE EXISTING CENTERLINE NOTE: EXISTING 10' BIKE LANE � a 11.5' TRAVEL LANE CHANGES SIDES AT THIS PROPOSED DOUBLE YELLOW CENTERLINE EXISTING 10' 11.5'TRAVEL LANE �2 -Wqy BIKE LANE INTERSECTION. SAFETY HAZARD ILL REALIGNMEN 6' MIN BIKE LANE - CORRECT THIS SAFETY HAZARD. a Y - -- _ `PROPOSED6 EDGE LINE - - - -- ____ „' PROPOSED 6 EDGE LINE XIXE LANE p t, r - t 1..�"vr BIKE PAiX `u � ENDS ❑ a � '� A � _ 4 6'BIKE LANE W/O CURB /GUTTER - - - -- - _ - -- - _. a cn 11.5' TRAVEL LANE - -- 1 - -' --- 70 EAST BOUND - O 11.5'TRAVEL LANE �` 6' MIN BIKE LANE DASHED LINE INDICATES EDGE - --- (9' HERE) OF 6' BIKE LANE EXTRA WIDTH LLI PROVIDES NEIGHBORHOOD ACCESS TO PARK WITHOUT - - - - - - -_ CROSSING THE ROAD. � - _____ - -___ Lam. 1i•A -.� _ _ __- __ - - - A LL STEP D 6 -� U-) Z a 4 -5' BIKE LANE WI CURB /GUTTER , Z F _?!1 #P.5 TRAVEL LANE W 11.5 TRAVEL LAN EXISTING CURB AND GUTTER "" 6' MIN BIKE L E EXISTING CENTERLINE -` • 70 EAST BOON Z � (10' RE) - - ,. PROPOSED 6" WHITE EDGE y - EXISTING 10' -' --'- - 'PROP �ISED" DOUBLE YELLOW CENTERLINE •6 - - -' PROPOSED 6" WHITE EDGE LINE 2 -WAY BIKE LANE O - - - - -- Lu DASHED LINE IN DICATE'EDGE ANE. EXTRA WIDTH BIKELWIDTH PROVIDES NEIGHBORHOOD . z ACCESSTO PARK WITHOUT 4' �Tr J CROSSING THE ROAD STEPHENS PARK " e ly' �•i, +�i . �i' i Y ' . ': - - 1 O 4 -6 BIKE LANE BIxE uuE W/ CURB /GUTTER i - - -- - 11.5' TRAVEL LANE 11.5' TRAVEf.,J_ANE - - - - b _, - - EXIT 173 6' MIN BIKE LANE SED 6 WHITE EDGE LINE .. y �- PROPOSED DOUBLE YELLOW CENTERLINE PROP POI BUS STOP WEST VAIL UySWALK M1 START OF 6'BIKE LANE — TO BUS STOP �' I - GB G s B } RROPOSED,6x WHITE EDGE LINE . �•'. ��l _ p f .. i • y U 1-x._ t. s _ 'tR�� 4 6.10 t ' If ' 4 /6;l0C��'� * . :.' L -1 'OWN OF VAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 6, 2010 ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Ever Vail Metro District(s); 2) C.R.S. §24- 6- 402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Timber Ridge Redevelopment; 3) C.R.S. § 24- 6- 402(4)(b) - to receive legal advice on specific legal questions; Re: pending and threatened litigation; and 4) C.R.S. §24-6 - 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: West Vail Fire Station. PRESENTER(S): Matt Mire \n 4/6/2010 \n