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HomeMy WebLinkAbout2010-09-21 Agenda and Support Documentation Town Council Evening Session VAIL TOWN COUNCIL EVENING SESSION AGENDA TM 1 1/a VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 6:00 P.M., SEPTEMBER 21, 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. 1. ITEM /TOPIC: Citizen Participation (15 min.) PRESENTER(S): Public 2. ITEM /TOPIC: Town Manager Report (10 min. ) PRESENTER(S): Stan Zemler 3. ITEM /TOPIC: Resolution No. 21, Series of 2010, a Resolution Expressing Support for Congressional Wilderness Designation of Seven Separate Areas on Public Lands Surrounding or Nearby the Town of Vail. (5 min.) PRESENTER(S): Matt Mire ACTION REQUESTED OF COUNCIL: To table, modify or deny Resolution No. 21, Series of 2010. BACKGROUND: On August 3, 2010, resolution advocate Susie Kinkade presented to the Town Council (the "Council) a resolution to support seven separate areas on public lands surrounding or nearby the Town of Vail. The Council tabled this resolution to September 21, 2010. STAFF RECOMMENDATION: To table, modify or deny Resolution No. 21, Series of 2010 4. ITEM /TOPIC: 2010/2011 Winter Parking Plan (60 min) PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Approve the Winter 2010 -2011 parking plan BACKGROUND: Each year the council approves the winter parking policy objectives, parking rates, parking pass prices and use rules, outlying parking areas as well as operational changes for the upcoming season. STAFF RECOMMENDATION: Approve or apporve with modifications, the winter 2010 -2011 parking plan 9/21/2010 5. ITEM /TOPIC: Strategic Parking Plan Action Steps Presentation (45 min. ) PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Approve, approve with modifications the recommendations, action steps, and next steps of the plan components provided BACKGROUND: The Town Council strategic goal was to address long term parking. The town has an agreement with the Colorado Department of Transportation to provide a parking plan by September 30, 2010. Over the past year the council has reviewed presentations on parking demand and supply and possible solutions regarding additional parking options. The staff has worked with CDOT on possible terms on the continued use of the Frontage Roads. The Town Council at the September 7 meeting articulated the direction on the Frontage Road use, as well as an approach to cost sharing to be discussed with our parking partners to implement the plan. This set the groundwork for a recommendation, action steps and next steps to complete a plan. STAFF RECOMMENDATION: Approve, approve with modifications the recommendations, action steps and next steps to prepare a completed plan. 6. ITEM /TOPIC: Frontage Road Partial Ownership Transaction Direction and CDOT required plan submittal (30 min.) PRESENTER(S): Greg Hall Stan Zemler ACTION REQUESTED OF COUNCIL: Discuss and provide direction on the terms of the partial ownership transaction the town will entertain with CDOT regarding the south frontage road. BACKGROUND: The Town of Vail per previous agreement with the Colorado Department of Transportaion is required to provide a plan of action regarding use of the frontage roads for parking. The Town Council directed the frontage road will be used in various fashions to meet both permanment parking and temporaty parking in Vail. STAFF RECOMMENDATION: Direct the Town Manager to send a letter outlining the Town's intent with regard to partial ownership trasnaction of the South frontage road from the Town Shops to the south west vail roundabout and the terms of such negogiation. This letter will satisfey the CDOT requirement regarding a plan presentation as outlined in the previous agreement with CDOT. 7. ITEM /TOPIC: Lionshead Transit Center Update (45 min.) PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Provide direction to staff to proceed thru the entitlement process and design development for the preferred option. 9/21/2010 BACKGROUND: On August 17th, the Lionshead Transit Center design team presented three design options for the Lionshead Transit Welcome Center based on previous Council input. The discussions regarding the three options indicated the 2 -story option was the preferred option and the desire to add the Amenity Space was mixed without having additional information on its function and economic viability. At the September 7th Council worksession Council asked staff to come back with additional information on the following issues, prior to making a final recommendation; - Management costs of the Amenity Space -Final layout of the VRD space with VRD consensus - Clarification on design issues; possible warming kitchen, enclosed vestibule space for bathrooms, Amenity space storage. -How the library remodel might interact with this space STAFF RECOMMENDATION: Staff recommends proceeding thru Design Development and Entitlements with the 2 story option with the additional amenity space, based on its efficient design and program layout, compliance to the Lionshead Master Plan, and the ability to provide needed flexible community space at a relatively low incremental cost per square foot in a prime location; albeit with the risk of some operations subsidy, but with the potential to operate in the black depending on management and use. 8. ITEM /TOPIC: Discussion and direction concerning capital projects which are candidates to be funded with tax increment financing (TIF). (30 minutes) PRESENTER(S): Judy Camp; Greg Hall ACTION REQUESTED OF COUNCIL: Provide direction to staff regarding projects and costs to include in the upcoming TIF bonds. BACKGROUND: On August 17, the Town Council, acting as the Vail Reinvestment Authority, directed staff to begin work on TIF bonds to be issued in October. Specific costs eligible for TIF financing were discussed in work session on September 7, at which time Council requested an evening meeting to discuss the projects in more detail. Staff is proceeding to work with our advisers to prepare documents subject to Council's direction regarding projects. Authorization to issue the bonds will be by resolution of the Vail Reinvestment Authority on October 5. To prepare for that resolution, staff needs concerning projects and costs to include in to bond offering. STAFF RECOMMENDATION: Staff recommends including $13,525,000 of LionsHead area redevelopment projects in the upcoming bond financing for the specific projects identified in the attached memo. 9. ITEM /TOPIC: Adjournment at 10:00 p.m. 9/21/2010 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: Citizen Participation PRESENTER(S): Public 9/21/2010 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: Town Manager Report PRESENTER(S): Stan Zemler 9/21/2010 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: Resolution No. 21, Series of 2010, a Resolution Expressing Support for Congressional Wilderness Designation of Seven Separate Areas on Public Lands Surrounding or Nearby the Town of Vail. PRESENTER(S): Matt Mire ACTION REQUESTED OF COUNCIL: To table, modify or deny Resolution No. 21, Series of 2010. BACKGROUND: On August 3, 2010, resolution advocate Susie Kinkade presented to the Town Council (the "Council) a resolution to support seven separate areas on public lands surrounding or nearby the Town of Vail. The Council tabled this resolution to September 21, 2010. STAFF RECOMMENDATION: To table, modify or deny Resolution No. 21, Series of 2010 ATTACHMENTS: Resolution No. 21, Series of 2010 92 i 2010 RESOLUTION NO. 21 SERIES OF 2010 A RESOLUTION EXPRESSING SUPPORT FOR CONGRESSIONAL WILDERNESS DESIGNATION OF SEVEN SEPARATE AREAS ON PUBLIC LANDS SURROUNDING OR NEARBY THE TOWN OF VAIL. WHEREAS the Town of Vail is located in the heart of Colorado's mountains and is surrounded by vast and untrammeled natural beauty, and; WHEREAS Vail's world class resort status and economic viability depend on maintaining unsurpassed landscapes, impeccable water and air quality, places of solace and quietude, as well as places to recreate in every manner including skiing and snowboarding, hunting and fishing, hiking and camping, and; WHEREAS the public and private lands around Vail that support such values are under increasing pressure due to population growth and growing recreational interest, and; WHEREAS Congressional designation of public lands as wilderness protects vital habitat and helps ensure that land and water resources not be degraded by human activity but instead be conserved for present and future generations and; WHEREAS no public lands in Eagle County have been designated as wilderness since 1980, and; WHEREAS there is currently a proposal before Congress to designate as wilderness portions of the White River National Forest and surrounding Bureau of Land Management areas in Eagle County, including several in the vicinity of Vail. NOW, THEREFORE, BE IT RESOLVED that in order to leave a balanced public lands legacy to future generations and as a showcase of our stewardship today, the Town Council of the Town of Vail, Colorado: 1. Hereby states its support for nearby proposed wilderness areas, which are expansions to the existing Eagle's Nest and Holy Cross Wilderness Areas in the vicinity of the Town, specifically Spraddle Creek, Freeman Creek, Corral Creek, Elliot Ridge, Homestake and No Name; 2. Urges Colorado's congressional delegation to enact laws so as to grant wilderness designation for the above named areas in as timely a fashion as possible. INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 21 st day of September, 2010. Dick Cleveland, Mayor of the Town of Vail, Colorado ATTEST: Lorelei Donaldson, Town Clerk Resolution 21, Series of 2010 9/21 /2010 3 -1 -I IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: 2010/2011 Winter Parking Plan PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Approve the Winter 2010 -2011 parking plan BACKGROUND: Each year the council approves the winter parking policy objectives, parking rates, parking pass prices and use rules, outlying parking areas as well as operational changes for the upcoming season. STAFF RECOMMENDATION: Approve or apporve with modifications, the winter 2010 -2011 parking plan ATTACHMENTS: Parking plan presentation 092110 Parking plan communication plan 2009 -2010 parking informantin Town Council memo 989310 Parking plan memo 9/21/2010 q v Vail Parking Plan Winter 2010 -2011 Vail Town Council September 21, 2010 1121 /2010 4 -] -1 �I Vail Parking Plan Winter 2010 -2011 Parking Goals Limit overflow parking on the s South Frontage Road to 15 days per winter season Provide sufficient close in parking spaces on all but peak overflow days for our guests, who drive our economic engine 921 _'OIU 4_,_1 �1 Vail Parking Plan Winter 2010 -2011 Parking Plan Policy Objectives Service to Core Markets Customers and guests of commercial villages Skiers Employees Manage the Yield Simplify the Product Design Program so it is Revenue Neutral I ncrease Safety 9314010 4 _,_3 Vail Parking Plan Winter 2010 -2011 Parking Plan Guidelines - Strongly encourage the use of transit - Recover transit enhancement costs through parking - Parking cost increases will be borne by parking - Encourage turnover of shopper parking spaces - Encourage carpool i ng/van pool - Pass prices reflect a relative value received based on the daily rate (i.e. season cost is based on 22 weeks at daily rate or discounted daily rate) - Strictly enforce parking violations 921 2010 } -1 -4 �v Vail Parking Plan Winter 2010 -2011 CLOSE -IN PARKING Entries Between 3 AM 3 PM Vail Village & Lionshead Structures 2,500 spaces Hourly Parking Pay Upon Exit Proposed Rates Fees Are Good 7 Days A Week 0 to 2 hrs Free 2 to 3 h rs $15 3 to 4 hrs $20 4 to 24 hrs $25 All Day cap 921_'010 4 _,_; �1 Vail Parking Plan Winter 2010 -2011 CLOSE -IN PARKING Entries Between 3 PM and 3AM Vail Village & Lionshead Structures 2,500 spaces Hourly Parking Pay Upon Exit Proposed Rates Fees Are Good 7 Days A Week 0 to 2 hrs Free 2+ $3 Parking Pass provides free entry in the evening 921_'010 3 -1 -6 �I Vail Parking Plan Winter 2010 -2011 ShopperNalue Lot 40 short term spaces Vail Village top level 25 short term spaces Lionshead south mid level 0 min - 2 hr Free 2 hr + Parking Ticket 160 spaces Vail Village 75 spaces Lionshead 0 to 2 hrs Free 2 to 3 hrs $15 3 to 4 hrs $20 4 to 24 hrs $25 All Day cap Evening 0 to 2 hrs Free 2+ $3 921_'010 4 -I -7 �I Vail Parking Plan Winter 2010 -2011 Value Card Non Peak Peak Evening Eagle Eagle Eagle Vail County Vail County Vail County Discount % 50% 40% 20% 12% Discount % 50% 40% Time Full Rate Discounted Rate Time Full Rate Discounted Rate 0. -2 0 0 0 0 0 0. -2 0 0 0 2. -3 $15.00 $7.50 $9.00 $12.00 $13.20 2+ $3 $1.50 $1.80 3.4 $20.00 $10.00 $12.00 $16.00 $17.60 4+ $25.00 $12.50 $15.00 $20.00 $22.00 9 1 rzo ni 4 -I -S �I Vail Parking Plan Winter 2010 -2011 Parking Passes Gold Pass $ 3,250 Silver Pass $ 1 Blue Pass $ 1 Employee Passes Green Pass $ 500 Pink Pass $ 150 Frontage Road Placard $ 100 921 _'OIU 4_,_9 �v Vail Parking Plan Winter 2010 -2011 Free Parking Areas Spaces last year Spaces this year Trail heads • North Trail 6 6 • East Vail Interchange 18 15 • Red Sandstone 0 3 • Buffehr Creek 0 3 • Spraddle Creek 12 6 • Booth Creek* 14 3 • Bighorn Creek* 6 3 • Pitkin* 10 3 • End of Bighorn Road* 20 5 *Note not all spaces were occupied last winter 1111010 3 -1 -10 �I Vail Parking Plan Winter 2010 -2011 Free Parking Areas cont. Spaces last year Spaces this year Parks • Red Sandstone 18 15 • Donovan 120 120 • Stephens 0 0 • Bighorn* 15 0 • Buffehr Creek 0 0 North Frontage Road • West of west Vail Roundabout 100 100 • Safeway 70 70 Nordic Center 65 45 Municipal Building 45 45 Wendy's 75 0 Total 594* 462 *Note not all spaces were occupied last winter v 11 1010 a -1 -n �1 Vail Parking Plan Winter 2010 -2011 Operational Issues Upgrade to allow Value pass to access the whole garage $ 22,000 Additional complete self serve exit lane Lionshead $ 28,000 Total $ 50,000 4.'212010 4 -i -12 �1 Vail Parking Plan Winter 2010 -2011 Information Technology Enhancements Real Time parking information capabilities $ 15,000 Village structure interior parking level real time information $175- 250,000 Total $ 190-265,000 921 _'OIU 4 -i -i3 q q Vail Parking Plan Winter 2010 -2011 Approve ➢ Goals and Policies Daily Rate Structure Shopper Parking Parking Pass Value Pass Outlying Free Areas Fund Operational Issues Fund information technology enhancements 9212010 4_, _,4 �v Vail Parking Plan Winter 2010 -2011 Work remaining - Secure CDOT permission for Frontage Road use 921 1 010 4 _,_I; TOWN OF VAIL PUBLIC PARKING COMMUNICATIONS PLAN Winter 2010 -11 Situation Analysis Increasingly, parking has become the town's greatest challenge. For better or worse, the credibility of public parking in Vail is shaped by public opinion. Results from the 2010 Town of Vail community survey concluded that public parking demands attention by the town. Respondents want to see more options, better communicated information (signage and advisory systems) and a review of prices. Guests, meanwhile, are demanding more predictability. While the Town Council works to create a long -term plan for additional parking inventory, implementation of a comprehensive and proactive communications plan for the 2010 -11 winter season provides opportunities to shape public opinion about parking options, ease of parking, pricing, simplicity of operations and immediate availability. Desired Outcomes of Communications • Increase utilization of existing public parking spaces (free /paid /season pass). • Customer access to real -time parking information (on site and virtual) to instill predictability and credibility of available parking. • An understanding by locals and guests of Vail's public parking options, locations, pricing, etc., for informed transportation decision - making. • Leverage partnerships with Vail Resorts for direct communications to pass holders including general information and future incentives. • Leverage partnerships with business community for increased awareness and understanding. • Incentives for carpooling and vanpooling. • Ease in wayfinding to access alternative parking options (skier drop off, valet parking, private parking, transit). • Be ready to adapt to changing needs and circumstances (policies, communications, etc.). Target Audiences • Customers and Guests of Commercial Villages • Destination • Day Guest • Vail Resident • Eagle County Resident • Skiers /Boarders • Destination • Front Range /Day • Local (Vail Resident /Eagle County /Employee) • Employee • Vail Village • LionsHead • Outlying Objectives • Increase utilization of top deck of Vail Village parking structure in comparison with the 2009 -10 season. Specifically, provide sufficient close -in parking spaces on all but peak overflow days for our guests who drive our economic engine. 1 9/21/2010 4 -2 -1 • Improve overall public opinion about public parking in Vail as measured by social media, anecdotal feedback from core constituencies, intercept surveys, etc. • Increase number of passengers per vehicle via carpool and vanpool incentives. • Increase parking yield via pricing packages. • During peak days, fill parking structure spaces to available capacity prior to overflow parking on the South Frontage Road; limit overflow parking to 15 days or less. • Increase sales tax collections during winter season. Key Messages • Convenient, close -in parking is readily available in Vail. Options include the publicly- operated garages in Vail Village and Lionshead, privately- operated garages at Solaris and Cascade Village, valet parking at Golden Peak and the newly located skier drop -off spaces in Lionshead. • Free, short -term and discounted apres ski parking is readily available in Vail. The first 2 hours are free in the Vail Village and Lionshead structures, while the cost to park after 3 p.m. is $3. • There are more than 400 free outlying parking spaces in Vail with connections to bus service. Visit the town's web site to view a map of the skier and employee parking spaces, including daily availability and eligibility. • New technology is being used this season that will provide real -time information on parking availability. This information will be conveyed on -site via variable message signs and via social media. • Watch for announcements on carpool /vanpool incentives via social media. • Discounted season parking passes for locals are available for as little as $1 a day. While prices vary, the town's parking staff can help identify a season parking pass that best meets your needs. • The South Frontage Road will be used for overflow parking only after the Vail Village and Lionshead parking structures fill. Expect to see cars on the North Frontage Road throughout the season. This section of the road is used for permit parking and free skier parking. • Powder days attract snow riders from far and wide. Overflow parking on the South Frontage Road will be a given on a powder day. • Don't forget about Vail Transit and /or ECO as an additional transportation option. Tools • Web (vailgov.com, vail.com, m.vail.com, Go170.com) • Text technology • Season parking pass flyer • Newspaperads • Radio ads • Television • Email blasts (TOV, VRI, VCBA, etc.) • Social Media (Facebook, Twitter) • On -site signs (variable message, sandwich board) • Parking hosts, visitor information center staff, community hosts Budget 2 9/21/2010 4 -2 -2 • Use of existing funds from Town of Vail Community Information Office and Parking/Transportation 3 9/21/2010 4 -2 -3 A) w n n ^ ca m ^ m y a O < g- m < - u o < 0 EA U' W E [7 E w a '9 (D o m m 0 v . 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Presented at the July 6, 2010 council meeting were the results of the 2009 -2010 ski season along with the prior year policies. As concluded at past parking discussions, this coming winter season will be a season of transition due to the many dynamic changes regarding the parking supply and demand, to include fewer construction workers, additional private options at the new developments and a projected gradual economic recovery. SUMMARY OF EVENING SESSION ITEM Staff will present to the Council recommendations for parking operations for the upcoming winter season which will include the following: • Parking policy goals, objectives and guidelines • General rate structure • Pass programs • Changes for 2010 • Public Discussion • Additional information gathering needed for council direction and decision PARKING PLAN POLICY GOALS, OBJECTIVES AND GUIDELINES Parking Plan Goals Limit overflow parking on the south frontage road to 15 days per winter season Provide close in sufficient parking spaces on all but the peak overflow days for our guests, who drive our economic engine Parking Plan Policy Objectives Service to Core Markets Customers and guests of commercial villages Skiers Employees Manage the Yield 9/21/2010 4 -4 -1 Simplify the Product Design Program so it is Revenue Neutral Increase Safety In addition, the following guidelines are considered: o Strongly encourage the use of transit o Recover transit enhancement costs through parking o Parking cost increases will be borne by parking o Encourage turnover of shopper parking spaces o Have the rate of the shopper parking track slightly higher to rates in the structure encouraging a last to fill scenario o Encourage carpool ing /vanpools o Pass prices reflect a relative value received based on the daily rate (i.e. season cost is based on 22 weeks at daily rate or discounted daily rate) o Strictly enforce parking violations Based on the data of the customer intercept surveys and intent of meeting the goals set, staff feels the current policies have served the Town Council well. As we move into the future, continued dependence on efficient mass transportation, an aggressive management philosophy of the available parking spaces, providing a variety of parking options based on convenience and price, and providing clear messaging on the alternatives and services available is important. The Town of Vail has a very complicated parking management system that uses the policy goals, objectives, and guidelines each year to frame a parking program. We use various metrics such as overall skier visits, number of transactions, availability of spaces, number of structure fills, overflows and extent of the overflow, customer satisfaction surveys by Vail Resorts, as well as our intercept surveys to manage our programs. It is our observation that the result of the program this last season continued to be successful. This was accomplished without a significant decline in the overall parking satisfaction scores or number of parking guests. Vail has a parking problem, but to some extent it has a perception of having a more significant parking problem to the local resident (2.5 on a scale of 5) than the general parking guest (3.5 on a scale of 5) based on the three metrics used to evaluate parking satisfaction levels which are the citizen survey, the weekly Vail Resorts maze customer satisfaction scores, and the town parking intercept surveys. An aggressive management strategy does come with its issues, and the most notable is price. The customer satisfaction rating on this is lower, which was to be expected. It is easy to lower prices to make people happy, but it will induce driving demand which defeats the goals of the parking plan. The daily parking rate structure is designed to specifically drive business with the • Free 1 '/z hour period • Daily charge capped at 4 hours, the longer you stay the charge doesn't increase • Free after three program 9/21/2010 4 -4 -2 Our busiest parking transaction days, are days we do not fill and overflow, but we are able to create turnover in spaces which accommodates the most guests. The variety of passes and programs derive specifically from the daily rate and the benefits of the passes and are interrelated to the daily rate and each other. These passes allow us to control use by demographic, location and peak and non peak periods. Once the rate structure is set for the season, the pass prices are correlated to the rate structure with a diminishing value to the diminishing benefits of the pass. The pass and value cards are the ways we recognize different demographics of the three parking user groups. This is an integrated way to move parking users around to free spaces up for our guests. PARKING FOCUS FOR THE UPCOMING SEASON It is recommended that the majority of the operations of the past season remain for the coming season. This recommendation is supported by Vail Resorts Mountain Operations and includes maintaining the current rate structure and pass prices. Areas needing attention and concern are: • This season is a transition season on many levels. There will be a reduction in construction workers and an increase in employees due to the three major projects anticipated to be completed at or shortly after the beginning of ski season. The recession of the past two years has had some impact on the ski industry. If the economy continues to improve even slightly; we don't know the full impact on our parking users. A normal snow year will have impacts as well. Therefore, it is recommended to resist wholesale changes as we may offset many of the gains we have been able to achieve over the years. It is also hard to determine the cause and effects or any sort of metric from the data due to introducing many new variables in the mix. This becomes critical as we continue to define and evaluate the appropriate goals and triggers for future capital parking expansion. • The value lots. Changing these lots to allow entrance by all and providing the previous rate structure and times allows: o A 30 min free period, a 2 1/2 hour shopper rate, and an all day rate for use in non - designated shopper (short term) spaces. o Allow Eagle County residents /property owners and employees the ability to purchase the value passes. o Maintain the Sunday off -peak rate for pass holders in the value lots. o Use will be maximized on peak days to ensure the spaces are full. It will allow users who desire a certain portal the ability to get in and the opportunity to get as many cars in the structures prior to overflowing onto the frontage roads. o Eliminate the $65 automatic rate and go back to enforcing only the cars that exceed the time limits in the designated short -term spaces with tickets and fines. o Evaluate a third rate for a value pass holder that corresponds to the 2 hour period of the lots. This would encourage use by this customer demographic group to use the lot more than just for all day use. 9/21/2010 4 -4 -3 • West Vail and Middle Creek frontage road parking. Have CDOT allow this parking to remain as part of our plan. Once we know it is allowed, discuss the merits of peak and non -peak use of the spaces and determine how it will be used and monitored. • Trail head and park parking. All trailheads and parks should have a portion if not all of their spaces designated for a 3 hour parking period. • Golf Course Parking Lot. This is an unadvertised parking option. The lot is self- managed by the Vail Nordic Center Staff. We will work with them to ensure the Nordic Center needs are met first. At a minimum reduce the amount of spaces to be used, investigate the possibility of having a Nordic Center paid pass to use the excess spaces. • One pass we continue to discuss is the pink pass with the intent that it should at least equal the cost of an ECO bus pass which last year was $300 or $ 2 /day verses the current parking cost of $1 /day. We understand this is a sensitive issue, but it goes against encouraging use of alternative transportation modes. • Finalize any changes to Lionshead operations based on the new west in west out entrance on the first level. Issues the council identified • Trail heads, parks and Vail Nordic Center - addressed above. Last year during peak periods there were 594 spaces available in unmanaged lots. The changes above with the loss of the Wendy's lot will reduce this number to around 422 spaces. This frees up spaces for the recreational facilities. The use of free spaces by the construction community will be greatly reduced allowing for this change to have little affect on the parking landscape. • Economic Drivers- Having demand match the available supply and provide incentives to drive business. This first will be accomplished by communicating the availability of the Eagle County value pass for this season. The second is that Sunday is a non- peak day for the value pass user group. In addition, we can devise marketing schemes that target specific markets and have a tracking system to gage success. We are investigating various ways to reach specific audiences while ensuring we don't have an easy system to exploit by the user and a system we are able to contain audit control and assess revenue impacts on the accounting side. A system may also be used to gain additional data bases and demographics of user groups that may be helpful in the future to quickly respond to changing market conditions. Examples of the products are coupons or e= coupons for early season, mid week or late season use when we know demand is down. Specific target markets could be down valley and Summit County hotel concierges, various ski pass holders, and value pass holders. We are not recommending an across the board reduction of rates during these times, as this generally brings in less revenue and is very hard to validate any increase in business or customer response to the change. Based on past experience, it confuses and irritates guests on why one day the rate was one price and the next a different one. It further complicates the evaluation and diminishes the value of parking pass products which are bought based on assumed daily rates. 9/21/2010 4 -4 -4 • Shopper and Value lots- addressed above • Better communication and execution to send clear seamless messages to our users. Adopting a program early allows more lead time and coordination with our many partners. A town wide focus on parking management execution by all departments involved with its success is critical and will be committed too. We will investigate use of some of the more recent technologies to relay information to users as well. • A business validation system. This was briefly discussed at the Vail Economic Advisory Committee with minimal support for the idea. We will continue to determine if there are ways to integrate it if desired by the business community. STAFF RECOMMENDATION • Adopt the parking plan as it was last season with the operational changes to the value /shopper lots presented and direct staff to provide tweaks, incentives and promotions to specific user groups during non -peak times which will be presented to council in September. 9/21/2010 4 -4 -5 MEMORANDUM TO: Vail Town Council FROM: Public Works and Transportation Staff SUBJECT: Parking Plan for 2010 -2011 ski season DATE: September 21, 2010 BACKGROUND Town Council annually adopts parking management policies in conjunction with adopting each upcoming winter parking operation plan. Presented at the July 6, 2010 council meeting were the results of the 2009 -2010 ski season along with the prior year policies. As concluded at past parking discussions, this coming winter season will be a season of transition due to the many dynamic changes regarding the parking supply and demand, to include fewer construction workers, additional private options at the new developments and a projected gradual economic recovery. Staff presented on August 3, 2010 the recommendations for the upcoming winter season. Council provided their input on the presentation and staff returned on September 7 to provide additional information. During this meeting specific direction was provided to the staff to bring back changes to the operation plan. SUMMARY OF EVENING SESSION ITEM Staff will present and recommend Council approval of proposed parking operations for the upcoming winter season based on revisions identified on September 7. Approval will include: • Parking policy goals, objectives and guidelines • General rate structure • Pass programs • Changes for 2010 • Additional Funding to modify the operating system • Additional Funding to enhance inforamtion technology t In addition, information will be presented and council feedback will be sought on: • Technological upgrades to enhance the guest experience • Winter Parking communication plan RESPONSE TO TOWN COUNCIL AND PUBLIC INPUT Town Council directed staff to modify the parking operation plan to incorporate the following: • Implement a 2 hour free parking period to be offset by a $ 3 after 3 PM fee. • All lots should operate on the same rate schedule. • Value passes calculated on a percentage discount of the drive up rate. • Value passes should be able to access all areas of the garage. 9/21/2010 4 -5 -1 • All other parking passes will be good for free entry after 3 pm. • 7 day a week parking on the frontage road at Safeway if it can be secured. • Trailheads will be signed with a mix of all day spaces and 3 hour spaces. OPERATIONAL PLAN ISSUES A revised parking plan is included in the attached presentation incorporating council's direction. We will continue to have short term spots signed where they have exited in the past for consistency sake. This includes 40 on the top level of the Village structure and 25 on the south mid level of the lionshead structure. In order to have value passes operate throughout the garage it will cost $ 20- 25,000 dollars to modify the equipment. The old value lots are 100% self serve lots on exit. We have one completely self serve exit lane at the Village structure. We have periods in the evening when only one booth attendant is on shift per structure. In order to better assist guests on exiting without adding staff, one additional self serve station at Lionshead is strongly recommended. The cost of this would be $28,000. A further guest enhancement would to add another two self serve lanes - one at each structure for $56,000. Summary of costs Necessary Improvements Value pass access $ 20,000- 25,000 Automated Exit Lionshead $28,000 Total $50,000 Operational Enhancement Improvements One additional automated exit Vail Village $ 28,000 One additional automated exit Lionshead $28,000 Total $ 56,000 Total $ 106,000 Staff recommends funding the necessary improvements for $50,000. INFORMATION TECHNOLOGY UPGRADES Real Time Information Capability We have received pricing on three upgrades to better communicate with our guests on parking status. The first is to export real time parking status to be used by ourselves and our partners. This converts the data in a way that web pages, text services, and new generation variable message signs can use it. The cost of this upgrade is $ 15,000 including the town instituting the use of a text service to provide real time information by texting to an established number. The information would be loaded to our web site as well as picked up by Vail Resorts for use in mobile web applications as well as other social media. 9/21/2010 4 -5 -2 Staff recommends funding this for $ 15,000. The town's current variable message signs are an older generation and will not be able to receive the messages. The two new portable variable message sign trailers to be delivered prior to ski season will be compatible. The permanent sign at the Solaris median will be compatible as well, but will not be installed by this ski season. All future signs will be the newer platform. The current signs would need to be manually changed, but the operator would have access to real time data verses currently waiting for confirmation. This would be an upgrade in our internal communications process. Stand Alone External Variable Message Signs The town could, if locations can be secured, install two decorative variable message signs for $125,000. These signs do not meet CDOT standards. It may be more practical to install the variable message signs we have submitted to CDOT for approval than to attempt to get a non - standard sign approved and installed in the short term. Staff does not recommend proceeding with this option unless we are significantly delayed developing our roadway variable message sign program. Internal Parking Garage Space Availability Signs by Level The next upgrade would to be to install a system that provides real time information within the garage as to the number of spaces available by level. This service ensures guests are directed to available spaces verses driving in search of the few remaining spaces as we fill. It ensures cars are directed to the hard -to -fill places in both garages in winter and summer. Also as the garage begins to open after being full, directing new arrivals to where spaces have opened up will ease the frustration of circling the garage for those random spots throughout. The cost of these improvements are in the range of $300,000 — 500,000 depending on the final configuration and layout of the controls and signs. The garages themselves do not lend themselves well to this type of system due to the circulation patterns and short circuit possibilities as well as to the length or size of the levels, but would be a big improvement over what exists today. This system could be operational by the holidays. Staff recommends, modifications to the Village garage to be implemented this year. This allows the busiest garage to benefit the most, both winter and summer. It also allows us to test the system with half the investment risk, and it eases the cost of implementation over two years. The cost is in the $175,000- 250,000 dollar range. Automated pay on Foot Technology The last technology upgrade was providing pay on foot stations at the pedestrian entrances /exits to the garages. These systems are becoming much more prevalent in the operation of parking structures. The transaction takes place on foot verses waiting for transactions in your car. Exiting is streamlined due to the ability to express exit. The cost per pay station is $ 65,000 in addition to communication and electrical power requirements. The number of exits and surge in exiting we see requires an investment of close to $1,000,000. The overall experience is a reduction in guest service provided today, but could overtime pay for itself in reduced staff time. Staff does not recommend implementing a totally automated garage, but would be interested in conjunction with the Lionshead Welcome Center Project designing in the ability to provide up to 2 -4 pay stations to ease exit congestion overtime. 9/21/2010 4 -5 -3 Staff information technology recommendation summary: Current Expenditures 2010 Changes to allow real time information to be pushed out $ 15,000 Interior real time level signing for the Village Garage $ 175,000- 250,000 Future Expenditures in 2011 Interior real time level signing for the Lionshead Garage $ 175,000- 250,000 Install two pay on foot stations as part of Welcome Center $ 200,000 As in years past paying for the cost of improvements has been borne by increasing revenues to cover the costs as outlined in the adopted policies. Staff is still committed to provide a summer parking revenue analysis for council in the future. This can begin to offset costs associated with capital expenditures necessary to improve the guest experience as well as assisting in funding long term capital improvements. Communication Plan The communication plan is a critical element in providing locals and guests with information to make informed decisions. A comprehensive plan is required to provide the best and broadest messaging. The communication plan is attached for your review. ATTACHMENT August 3, 2010 council packet regarding Winter 2010 -2011 season recommendations. STAFF RECOMMENDATION • Adopt the parking plan which incorporates town council direction provided September 7. • Fund the following operational improvements Value pass access $ 20,000- 25,000 Automated Exit Lionshead $ 28,000 Total $50,000 • Fund the following technology enhancements in 2010 Changes to allow real time information to be pushed out $ 15,000 Interior real time level signing for the Village Garage $ 175,000- 250,000 Total $ 190,000- 265,000 • Direct staff to work with our partners to provide promotions and other business drivers to specific user groups during non -peak times 9/21/2010 4 -5 -4 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: Strategic Parking Plan Action Steps Presentation PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Approve, approve with modifications the recommendations, action steps, and next steps of the plan components provided BACKGROUND: The Town Council strategic goal was to address long term parking. The town has an agreement with the Colorado Department of Transportation to provide a parking plan by September 30, 2010. Over the past year the council has reviewed presentations on parking demand and supply and possible solutions regarding additional parking options. The staff has worked with CDOT on possible terms on the continued use of the Frontage Roads. The Town Council at the September 7 meeting articulated the direction on the Frontage Road use, as well as an approach to cost sharing to be discussed with our parking partners to implement the plan. This set the groundwork for a recommendation, action steps and next steps to complete a plan. STAFF RECOMMENDATION: Approve, approve with modifications the recommendations, action steps and next steps to prepare a completed plan. ATTACHMENTS: PArking Action Steps memo Parking plan action steps presentation 9/21/2010 MEMORANDUM TO: Town Council FROM: Greg Hall Stan Zemler DATE: September 21, 2010 SUBJECT: Strategic Parking Plan Recommended Action Steps BACKGROUND Over the past year the town staff has undertaken an analysis to determine where the next phase of parking development might occur. The options that were studied included structured parking at Ford Park, additional structured parking at the existing LionsHead Parking Structure as well as surface parking at Ford Park and along the North and South Frontage Roads. An analysis of all town -wide parking data was conducted as well. The June 1st memo is attached for reference of previous work to date. In the fall of 2009, the TOV entered into an agreement with Colorado Department of Transportation (CDOT) and the Federal Highway Administration (FHWA) for continuing the use of the Frontage Roads for overflow parking. As part of this agreement, the TOV committed to provide a plan by the end of September 2010 concerning parking on the Frontage Roads going forward. ITEMS ADDRESSED SINCE JUNE 1st TOWN COUNCIL MEETING CDOT Need to address a parking plan by September 30, 2010 per the lease agreement of last year • The Town Council discussion on September 7th indicated the desire to use the frontage road in different capacities. This includes the: • North Frontage Road for permanent parking • South Frontage Road for 15 winter and 3 summer days of overflow parking • Possible improvements at Ford Park that incorporates use of the frontage road • These uses cannot be accomplished without a long term agreement with CDOT and FHWA. It would be the town's intent to send a letter to CDOT outlying terms of a partial frontage road ownership exchange if the town's terms can be met. CDOT has indicated this should satisfy their terms of a plan since it addresses how the town will deal with frontage road parking in the future. 9/21/2010 5 -1 -1 Ford Park/Golf Course The Town of Vail and Vail Recreation District subcommittee met and determined that moving the tennis courts to the Golf Clubhouse site was not in the VRD's best interest as it relates to site constraints which affect the overall golfing experience. Ford Park Phase Approach Staff has developed one more scenario of Ford Park which is an intermediate step addressing some additional parking at the park while keeping many of the existing park functions in place. It requires rework of the fields to allow circulation around the fields during events. This provides two fields end -to -end, one of the outcomes previously identified during the Ford Park master plan work. Other goals of the master plan, such as improved accessible access to the amphitheater and Alpine Garden, and a better sense of arrival, are not addressed and /or cannot be addressed until tennis is relocated to free up additional space. Frontage Road and Overflow Discussion On September 7, 2010 the Vail Town Council articulated the basis of the town's strategy to address its long term parking needs. This included reaffirmation of the stated goals in the Master Transportation Plan of 15 days of winter overflow parking and 3 days of summer overflow parking. Use of the South Frontage Road for overflow parking was acceptable, however, limits, locations, and possible improvements and cause (planned /non - planned) still need to be determined and discussed with the partners. Use of the North Frontage Road to meet a portion of the parking demand solution is acceptable. In future years, this parking could be supplemented or replaced by down valley (Dowd Junction and beyond) park -n- rides. Structured parking (organized and consolidated) is the preferred method to solve parking beyond the 15 days of overflow. An agreement with parking partners (Vail Resorts, business community, the town, and summer users) on a proportionate funding scheme is to be reached no later than August 30, 2011. If a failure to reach an agreement by the deadline happens, the town will enforce the 15 day and 3 day parking standard beginning with the 2010 -2011 winter seasons. Related Issues Use of the South Frontage Road for overflow parking is within the CDOT and FHWA right of way. Parking on the North Frontage Road is as well. Eventual use parameters and ownership, compensation agreements will need to be secured from CDOT. There is an additional cost to the Town of Vail to secure and maintain these roadways in perpetuity. These costs will also need to be recognized by our funding partners. 9/21/2010 5 -1 -2 Funding to pay for parking solutions will be discussed with the project partners, but includes parking revenue, and enhanced parking revenue, RETT at Ford Park, capital dollars, bond proceeds, $ 4,300,000 and $725,000 the town has secured from Vail Resorts, Tax Increment financing in Lionshead, Private developed parking (Ever Vail, LH Parking Structure) exchange of parking requirements (moving a portion of public parking requirement from Ever Vail to another location) private funding participation, other fund raising mechanisms. CURRENT DEMAND Previous presentations had identified 734 spaces outside of managed lots on the 15 busiest day last season. These cars are in unmanaged parking lots such as parks, trailheads, at the municipal building, on the frontage road in West Vail, and as well as overflow parking along the South Frontage Road. Outlying lots and the North Frontage Road around the 15 busiest day are between 70 -80 % occupied. In addition, Donovan Park was only available 70 % of the time that the town was in a South Frontage Road overflow situation. This leaves a deficit range of 360 -475 spaces to make up, depending on the availability of Donovan Park. The 15 busiest day resulted in 389 cars on the south Frontage Road last year, which correlates to the above range as well. Previous study documents detail the need for 400 spaces currently and eventually up to 1,000 spaces to meet future long -term demand. BASIS FOR A FINAL STRATEGIC PARKING PLAN As prepared, the strategic parking plan will be a flexible document. It will provide locations where 1,000 spaces can be accommodated over the long term. The document will provide the first two steps or phases needed to meet a portion of the initial demand. It will provide a framework to establish partnerships and priorities in meeting future demand. It lays out where the future demand can be met. Implementation of future phases will be dependent on the demand, how well the demand is managed, and impacts resulting on not having adequate parking supply on days beyond 15 days winter and 3 days summer. Future phases should look at taking advantage of opportunities as they arise to maximize the potential gain in parking as well as share in the costs of providing parking. Management and Inducements A small 3 -6 % swing in demand in the overall system based solely on demand management can result in a 100 -200 car swing in demand on peak days. Historical marketing efforts can affect a greater change in demand as well and this is why marketing was specifically addressed in the 1996 agreement with Vail Resorts. The assumptions for future demand projections are based on an aggressive travel demand management strategy being followed. 9/21/2010 5 -1 -3 SUGGESTED ACTIONS • Request CDOT begin negotiations to have the town take over the South Frontage Road from Vail Valley Drive east (Town Shop) to the West Vail South Roundabout. Obtain ownership of South Frontage Road if the town's terms of ownership can be met by CDOT. • Develop improvements to the following areas to address parking deficits: North Frontage Road Formalize these areas and manage appropriately. There is little increase in additional parking, but using these areas for the longer term reduces the need to create replacement spaces in other areas of town. The cost for improvements, such as guard rail protection from the interstate and wider paved shoulders, is approximately $ 1.4 million. Charter Bus Stop Convert this lot into a car only lot with access from the Lionshead Structure. This is an increase of 60 spaces for $ 900,000. Ford Park First Phase The town staff refined a Ford Park Plan into two phases. Phase one includes improvements to the fields that establish the end -to -end scenario, restrooms, and frontage road parking improvements. Additional improvements in the park which address issues identified in the master plan process such as sense of entry, improved access to the amphitheater, Alpine Gardens, and overall organization of park functions are identified to be accomplished during phase two implementation. This is an increase of 139 spaces for $ 9.3 million. • Discuss with parking partners the parking agreements needed to bring resolution to this process. This may include further prioritization of these improvements, taking into account: • Financial plans outlining upfront costs, funding and cost sharing, operating costs, and future revenue scenarios • Public input • Refined project scope • Design entitlement process • Implementation phasing of the project • Continue to monitor the data The North Frontage Road, Charter Bus Lot, and Ford Park Phase One projects net out about 200 additional spaces. However, as discussed earlier, the demand is in transition as construction is completed and the employment demands shift to completed projects. In addition, Solaris will be operating this next year with an additional 80 public spaces. Changes made to the winter parking operations will increase usage of underutilized spaces within the two existing garages. More normal weather and a recovering economy will also affect the demand. 9/21/2010 5 -1 -4 • Based on continued demand and results of the first phase of improvements, measure results and determine need to implement the next phase. • Possible next phases: • Lionshead Parking Structure (existing building) - 200 spaces for $22 M • Ford Park Phase II Master Plan improvements. Moves tennis to 12 hole or other location, adds 140 spaces to the park, and if a new Nordic Center is built, frees up 65 spaces at the existing clubhouse - 200 total available spaces for $9.0 M • Lionshead east end addition - 370 -450 new spaces - $33 -36 M • Ever Vail - 400 spaces paid by the developer • Some combination of the above scenarios • Other NEXT STEPS • Direct Town Manager to send a letter to CDOT outlining the intent of our parking plan and the terms of partial frontage road ownership transaction. • Inform parking partners of the intent of the plan and the 15/3 day overflow and parking agreement timeframe. • Complete the Ford Park master planning process, using a phased approach, with the Frontage Road plans being in the first phase. • Design the improvements for the Charter Bus Lot. • Continue the review of the Ever Vail development in the entitlement process • Amend the Ford Park Master plan if needed. • Document the work and recommendations into a final Parking Master Plan and describe the strategic actions steps of the plan. • Public input will be sought and evaluated during the Ford Park and Parking Master Plan adoption process. 9/21/2010 5 -1 -5 q q Vail Strategic Parking Plan Action Steps Vail Town Council September 21, 2010 9r_ v2oi a 5 -z -1 O N Parking — WHAT ARE THE ISSUES? • Parking demand exceeds supply goals - 15 days in winter - 3 days in summer • Provide CDOT a parking plan at the end of September • Peak parking creates - Overall guest experience issues with availability and convenience near desired destination - Safety concerns - Vail appears full • Solutions need to serve Core markets - Vail Village, Lionshead Village and Ford Park Customers - Skiers - Employees • Permanent solutions are expensive 931 3010 Parking Demand Curve of unmanaged spaces Total number of cars in town ungated lots including all frontage roads 1200 1000 — 15 TH BUSIEST (DESIGN DAY) 2010 734 cars 800 ° 600 — 2009-2010 a 2008 -2009 E z z 400 200 0 1 6 11 16 21 26 31 36 41 46 51 56 61 66 71 76 81 86 91 96 101 106 111 116 121 Day rank 9/21/2010 5 -2 -3 Parking Need Changes in the supply and demand This coming ski season Supply changes • Gain Solaris /No Wendy's • Gain Holy Cross Lot /No North Day Lot Supply management changes • Better utilization of existing structured spaces Demand changes • Gain employees from three big projects • Fewer construction employees Net result approximately 50 - 100 more spaces this coming winter on peak days This next year is a transition year 4.'21 2010 -2 -4 Parking Need • 400 spaces now to get back to 15 days • Some additional increment to adjust for variances in demand and immediate growth • Eventually a total of 1000 spaces long term (20 plus years) to allow for growth and flexibility with future parking needs 4212010 5 -'_ -5 PARKING THE DATA SAYS.... • 2:1 residents want to access Vail through Vail Village • 55 % of parker intercept surveyed want to access Vail through Vail Village • Winter and summer special events occur in Vail Village • Vail Village structure fills twice as much as Lionshead • We overflow based on demand from the east more so than demand from the west • Provide parking choices to the customer, allowing demand to spread out based on customer preferences 921_'010 Parking The lay of the land ors o o .,u+ P °� o P � aoAn A r.�• a' b4 'C a 1 ,.. n� nAtaf% �"{ f cs r 'Vail ParkinglRetaiflAcceas Distribution 6 a - 9/21/2010 5 -2 -7 PARKING - The Criteria... • A net increase of at least • Location to customer 400 spaces desires, needs, and • Best upfront and purposes and weighed operating costs accordingly to guest • Best potential revenue demographics gain /least loss • What else is impacted & • Scalability & Phasing does the domino effect? soluton create a • Solves other existing • How much of the outcome problem do we control & not • Economic viability control? improved • What are the long-term • Other uses benefit from an impacts to town finances — investment in this location income /expenses and long -term capital loss opportunities • Good money after bad — a 921 1010 bandaid solution? in Parking Solution Objective Net new parking 400 spaces Low cost per space to town ME& Improves the guest experience Use of multiple funding sources 9/21/2010 5 -2 -9 MM M Ford Park Structured Solutions Eastern Solution 554 net new spaces at a cost of $ 54.0 million Center Solution 498 net new spaces at a cost of $ 30 -38.1 million Western solution 411 net new spaces at a cost of $45.6 million 4.'212010 5 -2 -10 Ford Park Surface Solutions These solutions ranged from - 369 net new spaces for $ 18.5 million - 286 net new spaces for $ 18.3 million - 278 net new spaces for $ 18.2 million - 183 net new spaces for $ 17.2 million - 139 net new spaces for $ 9.5 million 921 _'OIU 1 -70 LUE 7'A" a im N ANGLED PARALLEL , , PA RNING 12 " -0" PARKING c4f 12 " , IO' 0" 3' -0' CAR CAR a 0" S-0 PROMENADE BIKE LANE LANE BIKE WALK L A NE LANE HELGi ' - 1D' 0 " 8 - .0" ! WALK BUFFER � yny a., yXw i I Syt� t� lip :t1 W A L 46 SP `- - PA�KIN - - - - -- �R" -�-• = - _ l - - --_dU3 DNCTP•aFF PARKING 199SPACES Rou - -- 84 SPACES RESTROOM r ' TENNIS ��1ll E COURTS TENNIS ullfl �511U"r COURTS EP�7(1, 1'l,q .rGROU71 " _ COURTS - "8k11LD GARDENS P _ - -- ANPR{pA ESTIMATED COST PARKING SUMMARY Total: $9,700,000 100 spaces in park (10.9 million w/ artificial turf) 239 on frontage road ¢ as f 339 total spaces Cost per space: $28,600 (includes associated park improvements) option 5 - keep tennis in the park + improved bus drop off Phase One 9'21 20 10 I _ 12 1 -70 LUE 7'A" a im N ANGLE[) PARALLEL , , PA RNING 12 " -0" PARKING c4f 12 " , IO' 0" 3' -I)" CAR CAR a 0" S-0 PROMENADE BIKE LANE LANE BIKE WALK L A NE LANE HELGi - 1D' 0 " 8 - .0" ! WALK BUFFER yryy a., yXw nnin _i� SMALL ROUNDABOUT PROMENADE - R RETAINING WALL OVERLOOK .1 AND STAIRS P 28 SPACES _ ROUNDABOU INTERSTA P gg - -- - -- TE70 ROUNDABOL 3d 5P - . PARJI1n_4� ACES I' FRONTAGE ROAD V - - - JJJ L. 75 C MULTI- FIELDS % F S7PSE 2" SPACES AL AREA ti FOOTPRINT- _ P LAN _ 1 D ROP GPOf lkO __ __ 1 RESTROOMS ELEVATORS GA.RD&4S STAIRS - FORD ESTIMATED COST: PARKING SUMMARY AMPHITHEATER Total: $9,000,000 339 spaces Phase One 144 spaces Phase Two \ 483 total spaces Cost Per Space: $45,000 (includes associated park & frontage road �. improvements and moving tennis) option 5 - tennis relocated, master plan improvements complete 9/21/2010 5 -2 -13 q % Lionshead Structured Solutions Addition to existing structure - 200 net new spaces for $ 18.1 -22.5 million - 388 net new spaces for $ 38.5 million New addition to the east - 370 net new spaces for $ 28.2 -32.7 million - 450 net new spaces for $ 36.2 million 921 _'OIU 3 -1} Lionshead Charter Bus Lot Solutions Convert the Charter Bus Lot into a parking lot - 60 net new spaces for $ 900,000 4.'212010 ?_,5 a m North Frontage Road Solutions Arosa to Chamonix Lane - 53 spaces for $ 282,000 Chamonix Lane to West Vail Roundabout - 75 spaces for $ 516,000 or - 131 spaces for $ 930, 000 West Vail Roundabout to Zermatt lane - 68 spaces on south side for $ 250,000 - 31 spaces on the north side for $ 500,000 Middle Creek - 52 spaces for $ 191,000 4.'212010 j_2_,0 in South Frontage Road Solutions All the roadway sections combined Vail Cascade to town shop entrance - 376 spaces for $ 13.1 million 4.'21 2010 5 -2 -17 q % Eve rVa i I 400 proposed public parking spaces This alternative will be evaluated during the current entitlement process 4.'21 2010 -2 -1R OPTION #1 Ford Park Surface Pros: Cons: • Most spaces for $ spent • Location winter • Creates more net parking immediately • Will need frequent shuttle schedule • Location — "summer" and "winter • Requires relocation of tennis facilities special events" • Less revenue than a full parking • Can use RETT dollars garage • Some $$ currently budgeted • May encourage /increase traffic • Fits Ford Park Master plan intent (no • Option uses CDOT property, which new structures) will come with issues • Preserves future opportunities at Ford • Changes snow removal priorities Park as well as Lionshead • Construction impacts could be contained within off - seasons • Could begin in April, 2011 • Lower operating costs • Better return on investment • Could be a guest amenity dropping guests near the lifts 1111010 _ -19 OPTION #2 Lionshead Parking Structure Expansion Pros: Cons: • Adds to Vail standard for skier • Winter Only — adds more of the same parking (turning cars to where they don't want • Able to use TIF $$$ to be) • No CDOT issues involved • Impacts future uses • Ability to set up a reserve of parking • Construction impacts are greater — at Lionshead for future use loss of summer parking and early • Pushes guest through retail portal winter parking for one season • High operational costs • Building over 30 year old structure that has 30 years left • EverVail comes into play • High construction costs • Return on investment is poor 4.'21 2010 2 -20 OPTION #3 West Vail Frontage Roads Pros: Cons: • Could be built in first • No return on investment unless town • Demonstrates progress to resolve CDOT charges or sells a seasonal pass issues • Impacts bus service • Net parking increases • Adds even more "free" parking which • Makes existing spaces safer which impacts parking revenue increases guest experience • Location — Convenience — Predictability • Buys time- allows Town to see impacts from (first come /first serve) the completion of construction /development • Uses CDOT property for our solutions projects • Gives a "truck stop" look appearance • Smaller investment now • Lose parking during pass closures to • Use 7 days /week overflow truck parking • Potentially frees up traffic out of Main Vail • Re- prioritizes snow removal operations and improve 1 -70 interchange operations • School bus stop & skier stop shared — • Allowed under Federal guidelines increases this use 7 days a week vs non • Known user patterns schooldays • W. Vail merchants like additional customers 4.'21 2010 2 -2I q q September 7 Council Strategic Direction • Overflow parking will be limited to 15 winter days and 3 summer days • Overflow will be allowed to take place on the South Frontage Road • The North Frontage Road is acceptable for providing parking • Structured (Organized or Consolidated) parking solutions are the preferred long term solution • Agreements with parking partners on funding responsibility of proportionate shares of the cost of providing solutions 921 _'OIU 4 % Recommendation Frontage Roads West Vail and Middle Creek Arosa to Chamonix Lane • 53 spaces for $ 282,000 Chamonix Lane to West Vail Roundabout • 75 spaces for $ 516,000 West Vail Roundabout to Zermatt Lane • 68 spaces on south side for $ 250,000 Middle Creek • 52 spaces for $ 191,000 Lionshead Charter Bus Lot • 60 net new spaces for $ 900,000 Ford Park Phase One plan • 139 net new spaces for $ 9.5 million 921 ; 1 010 _ -33 Recommendation Recommend Actions provides • Summer and winter parking • Improvements to Ford Park • Adds or formalizes up to 447 spaces for $ 11.6 million • Could be a mix of revenue and non revenue spaces • Less operational costs to the town • Flexibility, preserves sites for future uses • EverVail to be reviewed on its on merits • Preserves 317 overflow spaces close in • Concentrates frontage road parking away from village entrances • Meets Council Direction of September 7 • Financially achievable and could be started prior to funding agreements with partners 4.'212010 2 -24 Next Steps • Direct Town Manager to send a letter to CDOT outlining the intent of our parking plan and the terms of partial frontage road ownership transaction. • Inform parking partners of the intent of the plan and the 15/3 day overflow and parking agreement timeframe. • Complete the Ford Park master planning process, using a phased approach, with the Frontage Road plans being in the first phase. • Design the improvements for the Charter Bus Lot. • Continue the review of the EverVail development in the entitlement process. • Amend the Ford Park Master plan if needed. • Document the work and recommendations into a final Parking Master Plan and describe the strategic actions steps of the plan. • Public input will be sought and evaluated during the Ford Park and Parking Master Plan adoption process. 9212010 2 -2, 94 - 10 _e I C� zf�oh Lorelei Donaldson From: Arthur A. Abplanalp, Jr. <art.abplanalp @earthlink.net> Sent: Wednesday, September 08, 2010 2:48 PM To: Council Dist List Subject: Vail Parking Issues Members of the Council: Earlier this year, after what I believe was your last community meeting at Donovan Park, I circulated to several members of the Council a suggestion regarding parking rates which dealt with three issues which were covered at that meeting: (a) concern regarding traffic challenges for skiers traveling from and back to the Front Range; (b) getting skiers to remain in Vail to patronize restaurants and other businesses; and (c) the effective use of the parking structures. My suggestion was, in summary form, as follows: "Establishing a parking rate structure which would reduce (by some undetermined amount) the parking rate from the full -day rate if a vehicle did not depart a parking structure until after a specified hour (perhaps 4pm, Spm, or 6pm) which would be late enough to take the vehicle out of east -bound traffic at the height of the rush back to the Denver area." This seemed, to me, to address all three concerns noted above. To the extent it was effective - (a) the traffic returning to Denver would be lessened and the skiers would, at a later hour, have a better "closing experience" on their Vail trip, because they would be making the return trip at a speed close to 65mph rather than in a moving parking lot, traveling (if at all) at 1 Omph; (b) skiers remaining in Vail after lift closing would be likely to do something other than sit in their cars, whether eating, shopping, or doing something else (all likely to involve leaving money in Vail); and (c) parking assets would be used at a time when there generally is adequate space available. In attending the last two meetings related to the parking fee structure, I have heard no discussion of this alternative. At the meeting on the 31st of August, the Mayor seemed to suggest that I attend the meeting last night, which I did. Although I thought that the suggested alternative might come up for discussion, and that I might lend something to that discussion, that did not occur, and I did not feel comfortable taking the initiative to run it up the flagpole to see whether anyone saluted. You have enough challenges without someone unexpectedly bringing up an entirely new 1 approach, and I had no desire to see the flagpole as well as the flag blown away. Still, if there was /is some feeling that the suggestion should be brought up for discussion at any point in time, then I would be willing to do that, although it's a relatively late hour in the process. Beyond the analysis offered above, the real motivation for this approach may be the possibility that, upon returning to their homes, our skiers might think "That was a great day, a great meal, and not a bad two -hour drive home" rather than "Why did I ever take on a trip that kept me on the road for four hours to travel 100 miles. I'll never take that on again until and unless there's a zipper lane!" For the record, I have no interest in this matter other than the desire to see at least two problems resolved (i.e., traffic problems discouraging people from coming to Vail and people leaving Vail without spending money). I represent no one in connection with this matter, although there's no question that some of my clients in the business community could be benefited by the problem and resolution falling under the "(b)" headings above. Respectfully, Art Abplanalp 2 Lorelei Donaldson From: Jim Kearney <jldkearney @gmail.com> Sent: Thursday, September 16, 2010 11:02 AM To: Jim Kearney Cc: Council Dist List; Glendenning Lauren; Antonius Jeff, Ellish #10 Warren; Lazarus VP #12 Stu; Inglis Judy; Katz & Olivier #14 Steve; O'Hara Tom & Laura; Kearney Judy @gmail; White Ken; Steane Jim Marilyn; White Kathy Subject: Re: Proposal to charge for TOV parking after 3 pm BTW, The article in today's VD has the statement that the $115,000 in lost parking revenue due to the 'free' extra 1/2 hour would be made up through increased sales tax. "Economic Advisory Council members said the difference would be made up through more sales tax revenues though, because people would stay in town longer and likely spend more money. That sounds pretty amazing. To completely make up the $115,000 through increased sales tax, sales would have to be an extra $16,000 per day due to that extra 1/2 hour. ($115,000 / 4% is $2,875,000 in additional sales. $2,875 / 6 months / 30 days = $15,972 per day in incremental sales due to that extra 1/2 hour. Is that really reasonable? - - -- Jim Kearney On Sep 16, 2010, at 11:57 AM, Jim Kearney wrote: Folks, The proposal currently being debated to charge $3 for parking after 3 would virtually eliminate m coming into Y g town to do my errands, have dinner, and shop - I'd go elsewhere most of the time. Additionally, I wouldn't find the 'free' extra 1/2 hr (the extension from 1 1/2 hrs to 2) useful. Regards, Jim Kearney 1 to Lorelei Donaldson From: Carol Pizer <carolpizer @gmail.com> Sent: Friday, September 17, 2010 6:44 AM To: Council Dist List Subject: parking To the town council members re: charging 3$ after 3 pm in the parking structure. My husband and I live in west vail for six months during the winter season. We do not eat lunch in the village as we are up at the top of the mt. skiing about 100 days. But, we do frequent the village after 4 pm eating dinner several times a week, going to the library, talks at the ski museum or just enjoying the village. Charging us money for six months seems like we will bear the brunt of the "lunch bunch" people. Perhaps we will just go downvalley and shop or eat! Hopefully the council gives this more thought and not make the locals pay for the vacationers. thank you. Carol and arnie pizer i q - t 0 Lorelei Donaldson From: hmitche1101 @comcast.net Sent: Saturday, September 18, 2010 4:07 PM To: Council Dist List Subject: >3PM Parking Totally disagree with the proposal to charge people e for parking after 3PM. It will drive e eo le away i n 9 p p 9 p p a p J p p Y the evenings, especially those who paid $25 to park during the day. It will be hurtful to businesses. Several of my out of town friends have ask why Vail is so unfriendly to visitors. Not a question you want to be asked. Have you lost your collective minds? Henry Mitchell 4580 Vail Racquet Club Dr. Vail, CO i �rl e Lorelei Donaldson From: shinji @centurytel.net Sent: Saturday, September 18, 2010 7:12 PM To: Council Dist List Subject: Parking disccussion on Sept. 21 Dear town council, I thought an idea for a long -term strategies, but no knowing who actually owned a few spaces should consider for winter parking for locals as well as winter travelers especially g when it is in high demand. I have seen many cars parked on frontage road and it seems getting worse each year. My idea is to open up spaces that are not utilized during winter time. These including base ball field by Ford park area and soccor field by North Star condo area. I believe it is possible to make a small bridge over Gore Creek to access Golden Peak for skiers and snowboarders from base ball field and or more bus /shuttle services. Also, this area access for fees, so you should consider the cost of redoing fields when winter season is over, which I believe very doable. This solution will help eliminating cars parked on frontage road, which help for everyone's safety and a little closer to mountain if visitors choose to walk towards to the mountain. Also this will help if and when ever Lionshead parking will be redone. Otherwise, we don't have any area to park and more nightmare for locals as well as visitors and I believe more nightmare it is, less people will travel to Vail and find another area that have a parking and convenience for more time on the mountain. Also one note on witner parking rates for 2010 -2011. 1 work in Vail Village and our customers, who are mainly locals will affect very much so if you are charging $3 after 3 PM. Many of our customers may not have a parking pass, which reduce our business and eventually cost us more money. On that note, for a local, it may be an idea for a validation stamp if they are using Vail Village business upto 1 and a half hours or so. If you have any questions regards to above, you can contact me at anytime. I thought more ideas in your hands will help out the best decision for Town of Vail, locals and Vail tourists. Thank you for your time. Shinji Tsuji 1 VOL U� << R r F r Lorelei Donaldson From: margaretmarythomas @gmail.com on behalf of Margaret Thomas < margaretmarythomas @yahoo.com> Sent: Tuesday, September 21, 2010 7:03 AM To: Council Dist List Subject: Vail Parking comment for Sept 21 Meeting Thank you for sharing the news story on Twitter. My husband, Greg, and I have been on and off full time and part time residents in Eagle county over the past 28 years. Now living in Edwards and commuting to Denver for professional work, our story and plea to the Town of Vail is typical. We want to make sure you know there is a large community of residents who are in the same position and are NOT being covered by your parking policies: We are neither rich nor poor. We share a passion for Vail Mountain and the Vail /Eagle River Valley and merely want to enjoy its amenities. We have worked hard to be in a situation that allows us to do this. We have purchased a home there in order to avoid the I -70 nightmare. In the past we have sold the ski passes in exchange for family ski passes. We are now grateful Epic Pass holders. Vail Resorts has accommodated us and others like us because they know we are the backbone of the skier visits and ambassadors for the valley and the sport of skiing. Why is the Town of Vail 'holding us hostage' over parking? There is no economical solution to parking for people like us. Last year we boycotted paid parking altogether and suffered through the inconvenience of scrambling for an offsite parking spot (such as the golf course parking) then busing in. Or better yet, we would just ski at Beaver Creek. When people ask us about Vail, our typical answer is "There is no comparison, except when it comes to parking." When considering your parking offerings this fall, please remember there are thousands of passionate ambassadors in the community who expect an equitable solution. Please consider the following: Provide more reasonable discounts to Eagle County property owners. Perhaps offer a pack of 10 $15 coupons. Maximize free offsite parking with adequate bus schedules Increase free parking to 2 hours (shoppers can't even get lunch in 1.5 hours) Keep after 3 parking free Margaret Thomas margaretmarythomas(c yahoo.com Website and Blogs: www.margaretmarythomas.com Linkedln: http: / /www.linkedin .com /in/margaretmarythomas 303.324.9278 (USA Mountain Time cell phone) Please consider the environment before printing this email 1 4.e� -KV Lorelei Donaldson From: Thomas R Du Bois <trdubois @att.net> Sent: Tuesday, September 21, 2010 9:40 AM To: Council Dist List; Council Dist List Subject: parking Good morning Town Council, Unfortunately, I will not be able to attend this evening's Council meeting, however, as a Town of Vail resident and citizen, I would like to take this time to express my strong opposition to eliminating the "Free After 3:00 " p arkin g policy the winter. I feel that any gains in revenue by extending the amount of free time during the day (I am actually OK with leaving the current policy of the first 90 minutes free as is) would be negated many times over by the lack of revenue that would be realized during the evening hours. It would be, in my opinion, just another reason for people to continue to migrate down valley and feel it would generate ill will and make the Town an inhospitable place to visit. I think we run the risk of the Town closing up shop once the sun sets. Perhaps there might be a way for Village merchants to have discounted parking validation program? Thank you for your time and service... Thomas R Du Bois 1 'OWN ffVAM . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: Frontage Road Partial Ownership Transaction Direction and CDOT required plan submittal PRESENTER(S): Greg Hall Stan Zemler ACTION REQUESTED OF COUNCIL: Discuss and provide direction on the terms of the partial ownership transaction the town will entertain with CDOT regarding the south frontage road. BACKGROUND: The Town of Vail per previous agreement with the Colorado Department of Transportaion is required to provide a plan of action regarding use of the frontage roads for parking. The Town Council directed the frontage road will be used in various fashions to meet both permanment parking and temporaty parking in Vail. STAFF RECOMMENDATION: Direct the Town Manager to send a letter outlining the Town's intent with regard to partial ownership trasnaction of the South frontage road from the Town Shops to the south west vail roundabout and the terms of such negogiation. This letter will satisfey the CDOT requirement regarding a plan presentation as outlined in the previous agreement with CDOT. ATTACHMENTS: CDOT Memorandum Frontage Rd Summary of Costs 9/21/2010 TO: Vail Town Council FROM: Stan Zemler Matt Mire Greg Hall DATE: September 21, 2010 SUBJECT: Discussions with CDOT concerning Frontage Roads. BACKGROUND In the fall of 2009 the TOV entered into an agreement with Colorado Department of Transportation (CDOT) and Federal Highways Administration (FHWA) for continuing the use of the Frontage Roads for overflow parking. As part of this agreement, the TOV committed to provide a plan by the end of September 2010 concerning parking on the Frontage Roads going forward. Over the past several months, Town Staff and CDOT representatives have engaged in a series of meetings to determine how best to move forward. The Town Council on September 7, 2010 identified the desire to use portions of the frontage roads for parking solutions as well as use the frontage roads during overflow situations of 15 days in the winter and 3 days in the summer. TOWN'S INTEREST In order to secure the frontage road use, over the long haul, the following is recommended for Council's consideration: A letter should be transmitted to CDOT and FHWA that indicates the following: 1. The TOV is interested is taking over ownership and responsibility of a portion of the 11 miles of the Frontage Roads in Vail. This area of road roughly consists of the section of road, from the entrance of the public works facility to the West Vail round -about or south side of the North Frontage Road which is parallel to the interstate in West Vail totaling approximately 3.85 miles. 2. If the TOV agrees to do this, CDOT will: 1.) Commit to a repaving of the entire 11 miles of the Frontage Road, within the next three years; and 2.) CDOT will make a one time payment of $1.75 million to the TOV to help defray the costs of on -going maintenance; and 3.) Any proceeds from future realignments and resulting property sales will be the TOV's; and 4.) CDOT agrees that over the next two years, the town will be allowed to provide parking on the South Frontage Road for overflow parking; and 5.) CDOT will allow parking on the North Frontage Road from the City Market driveway to the bus stop on the west end of the North 9/21/2010 6 -1 -1 Frontage Road and Middle Creek area. We are recommending this so the town can maintain control over the area of roadway that most impacts the town's on -going operations. MAINTENANCE COSTS AND INTANGIBLE BENEFITS The attached spreadsheet provides a summary of different maintenance scenarios. The maintenance costs were analyzed to determine the dollar value required in the bank today to meet the maintenance scenario outlined. The chart assumes the full 11.24 miles as a comparison to CDOT's method of analysis. The town's costs would be prorated depending on the final ownership transaction. The initial dollar value varies depending on the timeframe and the extent of the maintenance work evaluated. There are other intangible benefits of taking over the road. The largest is not providing parking for the overflow and North Frontage Road cars. Parking estimates of providing structured spaces is around $ 90,000 per space. Others benefits are control and the ability to follow town standards, regarding signs, construction methods, required improvements and use of the right - of -way where it currently impacts our property, such as Ford Park. STAFF RECOMMENDATION Direct the Town Manager to send a letter to the Colorado Department of Transportation prior to September 30, 2010, expressing interest in partial ownership transaction of the South Frontage Road outlining the town's terms as presented above or as modified. 9/21/2010 6 -1 -2 High End Cost 100 % Mid Range Cost 85 % Low end Cost 70 % Two reconstruction cycles (100 % reconstruct) 83.2 M 72.4 M 59.7 M Long Term 126 years Two reconstruction cycles (50 % reconstruct /50% Overlay) 68.8 M 60.3 M 49.6 M Two reconstruciton cycles ( 100 %overlays) 54.5 M 48.2 M 39.6 M One reconstruction cycles (100 % reconstruct) 48.4 M 42.2 M 34.7 M Med Term 63 years One reconstruction cycles (50 % reconstruct /50% Overlay) 41.4 M 36.3 M 29.8 M One reconstruciton cycles ( 100 %overlays) 32.9 M 29.0 M 23.9 M Shorter Term 42 years Two overlay cycles 22.4 M 19.7 M 16.3 M Short Term 21 years One overlay cycle 11.8 M 10A M 8.6 M 20 year cycle 20 year cycle No Overlay CDOT method 8.7M 7.7M 6.4M CDOT 20 year cost of maintance $ 290,000 CDOTOverlay Estimnate $ 4,300,000 TOV Cost Estimates Maintenance Annual $ 400,000 Crack Seal Every 2 -3 years Non chip or overlay $ 75,000 Chip Seal Every 7 years non overlay year $ 786,000 Overlay Every 21 years non reconstruct $ 3,315,000 Reconstruction Every 63 years $ 27,000,000 TOV roads rank a Pavement Condition Index (PCI) of 85 on a scale of 1 -100 CDOT Frontage Roads rank a PCI of 74 on a scale of 1 -100 9/21/2010 6 -2 -1 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: Lionshead Transit Center Update PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Provide direction to staff to proceed thru the entitlement process and design development for the preferred option. BACKGROUND: On August 17th, the Lionshead Transit Center design team presented three design options for the Lionshead Transit Welcome Center based on previous Council input. The discussions regarding the three options indicated the 2 -story option was the preferred option and the desire to add the Amenity Space was mixed without having additional information on its function and economic viability. At the September 7th Council worksession Council asked staff to come back with additional information on the following issues, prior to making a final recommendation; - Management costs of the Amenity Space -Final layout of the VRD space with VRD consensus - Clarification on design issues; possible warming kitchen, enclosed vestibule space for bathrooms, Amenity space storage. -How the library remodel might interact with this space STAFF RECOMMENDATION: Staff recommends proceeding thru Design Development and Entitlements with the 2 story option with the additional amenity space, based on its efficient design and program layout, compliance to the Lionshead Master Plan, and the ability to provide needed flexible community space at a relatively low incremental cost per square foot in a prime location; albeit with the risk of some operations subsidy, but with the potential to operate in the black depending on management and use. ATTACHMENTS: Presentation Memo 9/21/2010 LIONSHEAD TRANSIT WELCOME CENTER September 21, 2010 Project Progress and Current Design Status r oil ,. 7 -1 -1 LIONSHEAD TRANSIT WELCOME CENTER Review Preferred Options: 2 Story 2 Story with Amenity Space (Hybrid) Clarifications: Operating and Management Costs of Amenity Space VRDSpace Design Input Clarifications Kitchen, Vestibule, Storage Library Remodel Implications 9 7 -1 -2 Part 02 e Main Staff • [E) LHPG Entrance into ■ VRD from LHPG • ■ • Main Visltor • Entrance into He H: • n AeAwrww Info Center from ■ vur cwcuuoaw ■ s omacai ♦ LHPG ❑ ❑ ❑ ❑ ❑ .� —� eor ewro SMAS • i -a v,n sloxwcE CEM7'ER 1 aa ,.,yR, - vAT�o ll�l 07 _ wonli wi 8oµ If )D µy '— v4* MC_ LAwrnwc p d - — .r ♦ 0 AREA _ vyBLK tPC�t XS � NriMlL � ❑ .= J � � LI � YENS fled. access Ej 1 from lowest level LHPG Goals: Consolidate Expanded Program (8,060 sq. ft) on 2 Levels All Public Functions Located on Ground Floor Shift Focus of Program Functions to North /South orientation - Towards the Mountain Ground Floor - Plan Diagrams Provide a Prominent Retail Frontage /Shift Focus of Info. Center Option 01 - 2 Story to be More Integrated with Great Room 9/z 1,20 10 7 -1 -3 Part 02 I •. ■ Main Visitor ■ Entrance into ped. access ■ ■ VRD from LHPG from middle ■ • level LHPG ■ r � ■ � ❑ aHO N1RY FOM M MFNS 15586, OFFICE OFFICE p;rtICFFEN Y1A1N5 F'A'. -f HOPI { "' F EUWA IANOING VIFU 14MAGINAl6]N SFAFIONI 1 I OFF is { 1 8RG8 ❑FCk BREA YRO 1 I (GMP FCOf�1Ml OFFYC[ 1 I VIEWS TO MOUNTAIN Goals. Consolidate all VRD Space on 1 Level Establish a Flexible and Open Floor Plan for P ossible Change in Future Use .� Locate Service Spaces (Kitchen, Storage, Second Floor =Plan Diagrams Toilets, Etc.) along North Side - Preserve Option 01 — 2 Story Views Along South Side 13 9/21/2010 7 -1 -4 Part 02 ■ ■ ped.access • from middle ■ ■ I.,.l LHPG ■ ■ ■ • P n n n I --------------------------------------------------------------------------------------------- IOU EINAMI kA..- fAfNS ------------------------------------------------------------------------------------------------- j VIEWS TO MOUNTAIN Goals. Provide Anchor Building Massing OrientedtoMall - Close to Pedestrian Flow Provide Gateway lPortal View to Ski Hill From Elevator PI Carding Third Floor - Plan Diagrams Reduce Mass & Bulk of Building to the East with Pitched Option 01 - 2 Story Roof 14 921,2010 7 - I - 5 SIM dW a 7 -1 -6 Part 02 • Main Staff ■ fEI LEIFG Entrance into ■ VRD from LHPG ■ ■ ■ Main Visitor • ■ Entrance into He Lic ■ was 719C U�1104 Info Center from Islenw'cq LHPG • 411 41 0 11 ------- - - - - -- — IRANSe I' I" 7 i'UGACE RW AMIAWIIY "-'-" SfMS 'io' VRp . MQMtNS i Raw i" \' �j llrvnlo� oo • . 4P INFO ®0 � pFN1FN [h'S � ❑ ® � � � n 4 Ped.access from lowest level LHPG Goals: Consolidate All Programs Within 2 Levels Creates Significant Great Room Focused around Internal Fireplace P1 f Locates Info Center in a Prominent Location / Retail is Engaged Ground Floor - Plan Diagrams Within Great Room Experience Option 03 - Hybrid 9 21,2010 z� 7 -1 -7 Part 02 •. • Main Visitor ■ Entrance into ■ ■ G p��d..�ccess VRD fro- LHP � ■ from middle ■ ■ r level I HPG • ■ ■ ■ ■ ■ ♦ • ♦ * AL ♦ LCIYT Ofi1CF � ORIR KrrCF1EN ,.alF•5 WnuING {IMKINAiIQ1V SIAlIL#N) i \ fliE lfE tc[mcuxt I I I I orricE I I VIEWS TO MOUNTAIN � � Goals: Consolidate all VRO Space on ] Level /Provide Small Outside 1 Deck Establish a Flexible and Open Floor Plan for Possible Change in Future Use Second Floor - Plan diagrams Locate all Service Spaces (Kitchen, Storage, Toilets, Etc.) along Option 03 e Hyb North Side - Preserve 'Views Along South Side 9/2 1/2010 7 -1 -8 Part 02 Li I 0 � T r � svur5 ar; L gf+.ffin[ n CVENiIbu'STR SAKL FP xJMElf A!][MQI ��' GROEN L4N � VIEWS VIEWS TO MOUNTAIN VIEWS Goals: WIEWS Lift the Roof and "Capture" the Volume with a Light Enclosure and Rooftop Deck/ Garden Provide a Flexible Space to Allow for a Variety of Program Uses Focus the Found Space Towards Significant Views Third Floor - Plan diagrams Engage with Nature by Providing Indoor /Outdoor Connections {option 03 e Hybrid 30 9/21/2010 7 -1 -9 I! oft f 7 -1 -10 Management Proposal Comparison Donovan Pavilion VRD Total Yearly Expense: $105,000* Joint Agreement with TOV Projected Revenue: $108,000 Share Subsidy /Revenue Emphasis on operating in the Black Emphasis on Community program Paid Private Events: 128 Programmed 7 days a week with Paid Discounted Events: 23 community type events Complimentary Events: 50 Private events included as scheduled Synergy: Donovan Pavilion Synergy: VRD Programming Overflow *Excludes First Year Marketing Expense of $15,000. 7 -1 -II Amenity Space Need Community Space Library Community room is used approximately 25 times per month VRD's goal would be to fill space 7 days a week with community events /program DPM indicates there would be a need for 150 private events Other potential user groups as presented in at last the 917 Council Worksession Wr 9'N,'2010' 7 -1 -12 Amenity Space - Potential User Groups Potential Users Similar Venues Golf Clubhouse - no charge Bravo! Vail Valley Music for Ben Krueger room. Festival Happy Grill available for Users who find Donovan food /beverage purchase. Pavilion too large (non- Vail Library - no charge for profits, youth groups, boards) community room. Vail Valley Medical Center Vail Council (training, receptions, Chambers /Conference seminars) Rooms - no charge Senior citizen events Hotel meeting rooms - range Rehearsal space for from $0 if food /beverage is performance groups purchased to $250 -$600 Sports team award banquets (dependent amount of food) Community group meetings Donovan Pavilion - non - Town of Vail profits /community groups internal /community meetings charged $250 -$350 (cleaning AIPP exhibits & events only). Up to $4,000 for 8 hours on a ski season peak weekend. 7 -1 -13 VRD SPACE Revisions to function best for VRD Imagination Station: Reduce to 900 SF Envisions this being open to the public and not staffed More durable type exhibits Camp ECO Fun: Increase size to 1250 SF to provide better space for programmed activities Remove one office 7 -1 -14 I I I I I I - _ (E) LHPf3 EFORALE E QUIPM N ' H IE7 QUIPMEN T HC C 9FFICE SPA[E ELEVATOR ____ 9 MACHINE ROOM FIRE CONT STORAGE RO TRANSIT —IRS PATIO FIRE RO RE7 �� WOMENS UP S 5 � ROOM AMEN TT ' 4 0 ' � \ H�o ELEVATO H OO Li f'IRASRI �. IAN PUBOC L L_ OCKERS bC A REA CL INFO 0 - \ ENTER 0 U \ / U MENS i i f i l gg S E B ,B 32 HYBRID , FLOOR PLAN -LEVEL 1 ol - N VAIL, O NRHEA TRANSIT CENTER DATE No SEPTEMBER 14, 2010 4240 enlnno -- I I I I I I � I I ET MRV FROM D LEVEL LANDING LORBT OFFICE OMEN MECH. KITCHEN FCU'S E CO . STAIRS f BOILERS ELEVATOR -� LANDING VRD VRD IMAGINATION STATION 0 CAMPECOFUN - (PUROCSPACE PAINTING ROOFTOP MECH OFFICE OFFICE STORAGE) I E B ,B ffi HYBRID , FLOOR PLAN -LEVEL 2 02 w�A'nON VAIL, O NRHEADTRANS CENTER oTE NU SEPTEMBER 14, 2010 4240 en_�n_o�o -- 7 -1 -16 Design Options Warming Kitchen /Back Door Connection Wash Sinks Hand Sink Prep Tables Ice Bin Space for warming ovens Vestibule Enclosed connection to restrooms Storage Confirmed room for 12 rectangular tables, 120 chairs, minimal janitorial supplies. 9 7 -1 -17 i I I I I I i I I I I I I I I I D STAIR 11 L AN_ GENERAL OS STORAGE EVATOR F 1-ING C, % J' EVENT /OtHIRIT _ SPACE WO N ROOFTOP TERRACE P P RAR LJ q b E B ,B 32 HYBRID , VAL FLOOR PLAN - LEVEL 3 0 3 WcA N VAIL, CO NSHEAOTRANSRCENTER oTE No SEPTEMBER 14, 2010 4'240 en_�n_o�o -- � -i -Is i I I I I I 250 SF catering 265 SF vestibule Access to support [$32 K], [$20 K] Level3 of LHPC with equipment 1 �1 \\ NI 1 E - G TER NG AIR LAN. VESTIBUO: E ;� PANTRY F ORAG E TUM OS r i STORAGE E LI VA OR r iAry OIrvG �l- EVENTMHIBIT SPACE 1400 SF ROR wOMEH -� TER�,� PREPS � flAR LLLJJJ pass thru to rooftop terrace gg S E B ,B 32 HYBRID , FLOOR PLAN - LEVEL 3 0 4 WcAn ry VAIL, ONSHEAOTRANSRCENTER —E rvo SEPTEMBER 14, 2010 4'240 en_�n_no -- 7 -I -19 Library Remodel Library Community Space Many of the functions are run and organized by Library personnel. This would not work well geographically. Currently well used 10 -39 times per month this past Jan thru Sept Averages about 25 times per month Shifting these uses to Lionshead would use schedule time that is being contemplated by the current two possible operation partners. Operation and management costs of this space is part of the Library budget. This cost would need to be shifted into a LHTC community space budget. Losing the Community space and sharing the Lionshead Transit Center space would not serve the Library well 7 -1 -20 DESIGN AND CONSTRUCTION SCHEDULE 7 -1 -21 Z Lionshead Transit and Welcome Center - Overall Design and Construction Schedule o. E O u O O O O N O O O O O O O O v M 10 M c LO u, O N O O N O C7 OD O C7 O O O O �� O Transit and Welcome Center Programming/ Concept Design Schematic Developement Phase - 2 w Design Development Phase $w Construction Documents Phase �w Bid & Award 6.5 w 36W 9W 9/21/2010 7 -1 -22 Entitlements Schedule - Lionshead Transit and Welcome Center 0 0 0 0 0 0 0 0 00000000 N N N N N N N N N N n O Ln N co L� CD \ \ \ \ \ \ CD Project Entitlements /Approvals Schedule g x 0 0 0 N PEC / DRB / TC Approvals TC Concept Selection ------------------------------------- - - - - -i PEC Submittal PEC Worksession - Project Introduction DRB Worksession - Project Introduction DRB Submittal PEC Meeting /Approval Town Council - Final Review PEC Meeting - second meeting if necessary DRB Meeting /Approval DRB Meeting - second meeting if necessary 9/21/2010 7 -1 -23 MEMORANDUM TO: Town Council FROM: Town Staff DATE: September 21S 2010 SUBJECT: Lionshead Transit Welcome Center Design Update I. BACKGROUND The Town of Vail and the Vail Reinvestment Authority are in the process of completing Design Development (DD) and Entitlements for the Lionshead Transit Welcome Center Project in response to past planning efforts. The VRA has contracted with the 4240 Architecture Team to complete this design. Since the kick -off with public and stakeholder group charettes on May 20, 2009, the design team has completed the following: • Final Design and Start of Construction on Phase I of the Lionshead Transit Improvements (Construction Contract Awarded 8 -3 -10) • Lionshead Transit Welcome Center programming - consensus on a 8000 SF Building (6- 15 -10) • Lionshead Transit Welcome Center - Preferred 2 Story option, additional info needed for Amenity Space (8- 17 -10) • Lionshead Transit Welcome Center - Additional information for the Amenity Space still needed (9 -7 -10) The purpose of the evening session is to present additional findings based on the questions that Council asked at the previous session regarding the Hybrid option and the Amenity Space. Attached is a presentation document prepared by 4240 and Staff to provide the requested additional information. Progress of the project since the kick -off in May 2009 has been tracked on the Town of Vail website at http: / /www.vailgov.com /transitcenter . All formal documentation, memos and presentations are available there for your review. II. SUMMARY On August 17 the design team presented three design options for the Lionshead Transit Welcome Center based on previous Council input. The Design team presented a 2 and 3 story option with a third hybrid option that takes advantage of relatively inexpensive additional space by "popping" the roof on the two story option to create a flexible community space. Each option remained within the budget estimates presented at the June 15 meeting, with the 2 story being the least expensive at -$6.4M and the 3 story and hybrid options being $7.2M and -$7.OM respectively. The 2 and 3 story options presented the suggested program of 8000 square feet, where the hybrid option adds an additional 1400 square feet of interior space and -900 square feet of rooftop patio /garden space. The reason this 9/21 /2010 7 -2 -1 additional space was presented is to provide an option for needed community space at a relatively low incremental cost per square foot in a prime location. The discussions regarding the three options indicated the 2 -story option was the preferred option and the desire to add the Amenity Space was mixed without having additional information on its function and economic viability. At the September 7 th Council worksession Council asked staff to come back with additional information on the following issues, prior to making a final recommendation; • Management costs of the Amenity Space • Final layout of the VRD space with VRD consensus • Clarification on design issues; possible warming kitchen, enclosed vestibule space for bathrooms, Amenity space storage. • How the library remodel might interact with this space III. ADDITIONAL INFORMATION • FUNCTIONAL USE AND OPERATIONAL COSTS OF AMENITY SPACE The Design Team along with staff provided some functional layouts of the Amenity space to correspond with potential uses that range from an art exhibit to a lecture series to a small catered event. The Town's facility management department provided a yearly general operational and maintenance costs based on the amenity space program in the amount of $22,000. This cost does not include management or event clean -up costs. In order to understand these costs the Vail Recreation District (VRD) and Laurie Asmussen with Donovan Pavilion Management (DPM) were asked to provide management proposals, each of which are attached. Both management proposals provide synergies with the proposed amenity space, and show a need for the space from community event and a private event oriented space. VRD's management of the space would allow for seamless VRD community event programming within the space along with the coordination of private events. In this proposal the emphasis is on community programming versus private events. The VRD envisions this space to be programmed 7 days a week with community events alongside with some private events. The goal would be to keep the lights on with continuous programs. The proposal assumes a cooperative agreement between the Town and the VRD to share in the subsidy or revenue of the space. Based on the emphasis of the community event type program it should be reasonably expected that this would require a subsidy. No specific costs were provided by VRD but in comparison Gypsum and Eagle run similar size community spaces, charge anywhere from $25 -$100 per hour, depending on whether it is a non - profit, or for profit event, with no apparent subsidy. DPM's management of the space emphasizes the use of private events and keeping the space revenue neutral or in the black. DPM assumes the ability to book 128 private full price events per year, 23 discounted events, and approximately 50 complimentary community type events (about 1 per week). The goal would be to keep the space operating in the black, similar to Donavan Pavilion but on a smaller scale. 9/21 /2010 7 -2 -2 The final determination of how this space is used and managed will need to be finalized with further negotiations, but based on the two proposals there seems to be a need for both types of uses, community and private. At one end, based on DPM's proposal this space can operate in the black as long as the emphasis is on private events. This proposal assumes a total operating cost of $110,000 per year (includes general operations @ $22,000), with an estimated revenue of $110,000 per year. On the other end, by coordinating with the VRD, this space can be programmed with the emphasis on community events. This may require some subsidy. To provide some understanding of possible subsidy, we can look at the DPM proposal. It currently operates in the black with 50 complimentary community type uses, if that number was increased to 200 complimentary uses, it may show an operation loss of $30,000, thus requiring a subsidy. However, this assumption assumes a DPM staff member at each complimentary event, this cost may be able to be offset by having a VRD staff member present at VRD programming, thus reducing the subsidy to $10,000. Based on these two proposals there seems to be an anticipated need for both private and community event space. A facility run in accordance with DPM's proposal could possibly run in the black, though a facility with a community space emphasis as proposed thru VRD would likely require a subsidy. A balanced goal between community subsidized time and private for profit time would need to be determined prior to entering into a management agreement. Staff is aware of the current discussions regarding Community Space in an expanded Vail Village Information Center. At this time it is felt this programming would be complimentary to the Lionshead Welcome Center Community Space. • VRD SPACE & LAYOUT The design team and the VRD met with regards to the final layout of the programmed VRD space on the second floor of the proposed building. The resulting changes are shown within the attached presentation and are supported by both the design team and the VRD. • DESIGN ISSUES Council provided the design team with some design input regarding the possibility of a warming kitchen, an enclosed area to accommodate the bathroom to amenity space connection, and the evaluation of the proposed storage to confirm its capacity for chairs and tables. Based on conceptual square foot pricing the following costs would be additionally incurred for these additional uses; - Warming Kitchen w/ Backdoor Connection: $32,000 - Vestibule between amenity space and bathrooms: $20,000 A cost and footprint is shown for the warming /prep kitchen for comparison purposes. The warming kitchen is anticipated to be a 250 SF room containing wash sinks, hand sink, prep tables, ice bin, and space to allow caterers to bring in warming ovens or any other necessary equipment. A connection is shown to provide easy backdoor access to the warming kitchen so all back of house food and equipment does not have to be rolled thru the event space. 9/21/2010 7 -2 -3 The vestibule is shown to maintain interior space from the event space to the restrooms, and a storage room is shown that accommodates 12 rectangular tables and 120 chairs as well as necessary janitorial equipment. • LIBRARY USE After discussion with Town staff and the library, it has been determined that the community space offered at the library is a necessary amenity to have immediately adjacent to the library and staffed by library personnel. The programming that occurs in the library community room is often closely related to the library functions and organized by library personnel. A remodel that expands the library functions and shares the community room at the Lionshead Transit Welcome Center would not serve the needs of the library well. Attached is a summary of the current usage of the library community room. The community room is well used and booked an average of 25 times per month (based on reservations Jan thru Sept 2010). A more detailed usage chart by month is attached. IV. SCHEDULE CONSIDERATIONS As the Town moves forward with the Lionshead Transit Welcome Center, an understanding of the time constraints should be understood with regard to the ability to construct this proposed project. If the Town chooses to move forward with this project a forgone conclusion is that it must be constructed in one year between the end of ski season in April and the beginning of ski season in November, as it impacts the main portal to Lionshead. With this timeline the construction season in 2011 is fast approaching. In order to meet a 2011 start and completion the project will have to have construction documents complete and the project available for bid by February 2011. This requires all entitlements (PEC &DRB) to be complete by mid - November 2010. To meet this tight timeframe, direction on the 2 story or 2 story with amenity space will likely need to be given at this Council meeting. In addition, it will require the current design team (4240) to continue with final design and construction documents after the design development documents and entitlements are approved. We will not have the additional time to put out a separate RFP for Final Design and Construction Documents, select a new design team, and potentially bring a new design team up to speed. If the Town determines additional time is needed for clarifications on the current concept or for an RPF process, it should be anticipated that this project may need to be delayed one year and constructed in 2012. However, regardless of the direction, the team will work as expeditiously as possible to provide a window of opportunity to construct these improvements in 2011. At this time it may be beneficial to continue to move towards the 2011 construction season, as construction pricing is very advantageous to an owner at this time, it would final out the FTA grant funding by the end of 2011, and it would satisfy the ADA requirement with the installation of elevators for the parking structure in a more timely fashion. 9/21/2010 7 -2 -4 V. STAFF RECOMMENDATIONS If Council agrees, staff recommends proceeding thru Design Development and Entitlements with the 2 story option with the additional amenity space, based on its efficient design and program layout, compliance to the Lionshead Master Plan, and the ability to provide needed flexible community space at a relatively low incremental cost per square foot in a prime location; albeit with the risk of some operations subsidy, but with the potential to operate in the black depending on management and use. VI. ATTACHEMENTS A. AMENITY SPACE USAGE ( Previously submitted for 9 -7 worksession) B. Donovan Pavilion Management Proposal C. VRD Management Proposal D. General Operations and Maintenance Costs (As submitted previously) E. Library Scheduled Use Monthly Charts F. Presentation 9/21/2010 7 -2 -5 AMENTITY SPACE USAGE For the August 17 Council meeting, staff contacted several local organizations regarding potential interest in utilizing the proposed space of 1,500 square feet indoors and 900 square feet of outdoor garden /patio space on top of the Lionshead Welcome Center: Responses for potential use were: • Bravo! Vail Valley Music Festival for rehearsals, meeting space, educational programs and exhibition space. • Donovan Pavilion potential users who found that space too large include youth group membership meetings, boards and small groups, non - profit groups. • Vail Valley Medical Center for meetings, seminars, training and receptions. • Event planners for senior citizens for exercise classes and recreational purposes, e.g. card games, local performance groups for rehearsal space, awards banquets, non - profit and community groups meeting space. • Art in Public Places for exhibition space and artists workshops. • Town of Vail for internal meetings and small community meetings. Council requested staff supply additional information at the September 7 meeting for potential use of the facility by user groups to include how the space would be utilized and how often and how much the users would be willing to pay. Potential users were sent examples of several possible set ups to consider. Council also requested charges for similar space at other venues in Vail. Costs for similar space at other venues in Vail: • Golf Clubhouse — There is no charge for the use of the Ben Krueger room space. Happy Valley Grill is available if users wish to purchase food and beverage. • Vail Public Library — there is no charge for the community room space • Council Chambers and Conference Rooms at Town of Vail buildings — there is no charge for these spaces • Hotel meeting rooms — charges range from zero if food and beverage is purchased to $250 - $600 depending on amount of food and beverage purchased. • Donovan Pavilion — charges range between $250 - $350 for cleaning only for non - profit and community groups, depending on group size and assuming group does its own set up /tear down up to $4,000 for 8 hours on a peak weekend, between November and April. Responses for use are listed below: • Donovan Pavilion receives approximately 12 — 15 requests per year for events that cannot book at the Pavilion due to size or conflicts. Requests continue for discounted use from non - profits; boards; small groups; coaches meetings and youth groups. 9/21 /2010 7 -2 -6 • Bravo! Vail Valley Music Festival would use for rehearsal space; meeting space; educational programs; exhibition space and receptions. They would provide set up /tear down and would be willing to pay $125 cleaning fee. • Vail Valley Medical Center would likely use the facility several times a month for staff meetings; volunteer meetings; physician and clinical staff conferences /training sessions; demonstrations of new technology and devices and community meetings as an alternative to outside facilities they now book due to space shortage at the VVMC. • Town of Vail booked meetings include local Home Owners Associations; Commission on Special Events monthly; Art In Public Places monthly; Vail Local Marketing District Advisory Council monthly; Vail Economic Advisory Council monthly; Vail Chamber & Business Association monthly; County Commissioners special requests for meetings; Eagle River Watershed Council; Ski and Snowboard Museum annual meeting; Vail International Hockey organizational meeting; Census training; Regional 911 training; Building Code class; Colorado Mountain Club; Hospitality /ICS training; State Legislators Community /Town Hall meetings; American Water Works Association; Rocky Mountain MS Center; Eagle County Election Judge training and more. Town of Vail also hosts town - sponsored meetings at the Donovan Pavilion because of the larger space which could be place in this proposed space above the Lionshead Welcome Center including NWCOG; Vail Symposium Adventure Speaker series, Governor's Office for official /public bill signings; CDOT and State Patrol general meetings; Eagle County Sustainability group meeting and more. • Other organizations indicated they were not in a position to provide more specific utilization information at this time. • VAIL RECREATION DISTRICTS PROGRAM AND USAGE Vail Recreation District's use of the current Lionshead Auxiliary Building space has evolved from teen center to various youth programs that have been designed to meet the increased need /desire for family activities for locals and visitors alike. When interest in teen programming decreased, VRD re- purposed the 14'x 100' teen center into Imagination Station, which offers low cost ($5 /child 2 -12 & free for adults /infants) and engaging play stations /activities for toddlers through pre- teens. Visitor demographics and numbers closely reflect traffic in town where ski season and summer months see the highest number of visitors and out -of- valley use. Local families take advantage of the youth programs, especially when school is not in session. Last year, 3,049 people visited Imagination Station with 1,928 of those visits happening during ski season. The summer season saw 1,009 visits with the remainder during the shoulder seasons. At a glance through random surveys, 64% of the users are from the Vail Valley, 13% are from within Colorado, 18% are out -of- state, and 5% are international. Imagination Station is open 6 days /week during the ski season, five days /week during the summer and off - season (reduced hours). Up until 2010, VRD's Camp Eco was based in the Lionshead Youth Activity Room. VRD moved their Pre Kamp Vail from Red Sandstone and Camp Eco from the Lionshead Youth Activity Room to the Golden Peak Children's Center. Keep in mind this arrangement with Vail Resorts is for the summer months only. The space is now used to host a variety of early childhood programs throughout the year which include a half -day pre - school "Discovery Bunch ", engaging 9/21 /2010 7 -2 -7 parenting sessions, and children's art and cooking classes. The youth activity room is designed to be adaptable for a wide variety of children activities. As VRD has discussed replacing this space, their determination is that a flexible youth space adjacent to a flexible multi -age space is the best approach. A "student- union" scenario that can accommodate youth /family programming while providing the 20/30 - something crowd with alternatives to the typical apres ski /bar scene would help fulfill the community wishes as voiced in the Town's 2020 discussions. 9/21/2010 7 -2 -8 Proposal to provide Management Services for Lionshead Transit Welcome Center Amenity Space September 13, 2010 Objective To provide professional facility management services to the Town of Vail at the Lionshead Transit Welcome Center Amenity Space focusing on: • Customer Service • Professional Event Management • Sound Financial Management • Maximum Profit Potential by balancing scheduled activities between Private and Community Potential Need for Space/Potential Paid User Groups • Wedding groups under 100 people • Wedding groups not able to use Donovan Pavilion due to scheduling conflicts • Catered events—rehearsal dinners, social functions, family reunions • Organized groups and clubs both adult and youth • Church congregations /committee meetings • Adult recreational groups Customer Service • Event Staffing /Information Requests /Site Tours handled with current sales staff • Cross- selling opportunities with current clients • Prompt, friendly response to booking inquiries Professional Event Management • Master calendar of events carefully examining patterns in community use and potential for maximizing profit through private bookings • Event staff person on -site for every event assisting with set -up, audio - visual needs, monitoring of site during event, providing assistance to clients Financial Management Plan • Monthly reporting to Town of Vail detailing site usage and remittance of usage fees • Sales tax on the Amenity Room will be remitted on a monthly basis • Professional accounting and bookkeeping firms are already in place preparing similar reports. The LH Amenity Room would have separate reporting but the same professional staff recording usage on a daily basis Maximum Profit Potential • Work with all clients regarding site usage to balance use between user groups • Standard use rates are designed to offset costs of Community Discounted and Complimentary use • Focus on Corporate and Community meetings Sales and Marketing • Creation of Marketing Plan will be presented to the Town of Vail for final approval before implementing. A sales kit, room diagrams, facility benefits, rate card and potential uses will be included 9/21/2010 7 -2 -9 • Coordination with Town of Vail staff for logo design, website creation and supporting marketing materials for implementation into all sales materials and physical signage • Current and potential clients will be identified and contacted for preview and possible future bookings Facility Business Pro -Forma The following is an overview of anticipated expenses and revenues. Based on a conservative start-up of a new venue, encompassing a three -year term, these figures are assumptions based on the information provided for the proposal. Facility Pricing and Anticipated Usage • We propose a facility usage program by structuring the usage fees by Standard, Eagle County based and Vail resident proposed rates. • Usage time should be outlined in order to maximize revenues (i.e. daytime meeting, evening function). • It is recommended that a Discounted and Complimentary Usage Policy be in place prior to facility opening also to maximize revenues • Focus on Corporate events /meetings, small wedding events, social functions Proposed Facility Rates: Peak Season Winter: January 1 — April 10, 2011 Summer: May 11 — October 16, 2011 November 21 — December 31, 2011 Off -Peak Season Spring: April 11 - May 10, 2011 Fall: October 17 — November 20, 2011 Standard EC Rate Vail Resident Rate Peak Season, Monday- Thursday $900 $810 $540 Peak Season, Friday- Sunday $950 $855 $570 Standard EC Rate Vail Resident Rate Off -Peak Season, Monday - Thursday $400 $360 $250 Off -Peak Season, Friday- Sunday $450 $405 $275 Projected Uses: Year One Standard EC Rate Vail Resident Peak Season, Monday- Thursday 44 @$900 = $39,600 15 @$810 = $12,150 6 @$540 = $3,240 Peak Season, Friday- Sunday 20$950 = $19,000 10$855 = $ 8,550 10$570= $5,700 Total Revenues 558,600 520,700 58,940 Standard EC Rate Vail Resident Off -Peak Season, Monday- Thursday 12 @$400 = $4,800 2 @$360 = $ 720 4 @$250 = $1,000 Off-Peak Season, Friday - Sunday 3 @$450= $1,350 1 @$405 = $ 405 1 @$275 = $ 275 Total Revenues $6,150 $1,125 $1,275 Total Revenue from Paid Clients: 596,790 Complimentary/Discounted Use Projections: Qtr 1 Qtr 2 Qtr 3 Qtr 4 Discounted Use 4 11 4 4 =23 Complimentary Use 13 19 9 9 =50 9/21/2010 7 -2 -10 Revenues: Year 1 Year 2* Year 3* Revenues from Paid Clients (128 events) $96,790 101,630 106,712 Revenues from Discounted Use Events (23 events) 11,520 11,520 11,520 Total: $108,310 113,150 118,232 * 5% annual increase Expenses: Year 1 Year 2 Year 3 TOV Operations Budget (Provided by TOV) $ 21,950 23,048 24,200 Management Fee 35,000 35,000 35,000 Commission on Paid Clients 14,519 15,245 16,007 Staffing on Paid Events 16,475 16,969 17,478 Staffing on Discounted /Complimentary Use Events 8,500 8,500 8,500 Facility cleaning on Paid Events 5,933 5,933 5,933 Facility cleaning on Discounted /Comp Use Events 2,967 2,967 2,967 Marketing Plan- initial implementation (Website, logo creation, marketing materials) 15,000 - -- - -- Total: $120,344 107,662 110,085 Sales Tax Revenue to Town of Vail $ 4,332 4,526 4,729 Proposed Management Structure Donovan Pavilion Management, Inc. proposes the following scenario (to be negotiated at a future date) for facility management: Management Fee Plus a commission schedule Plus reimbursement on Staff Costs (Based on projections) Office time Sales calls /site tours On -site staff costs Commission structure based on user fees according to the following schedule: 5% for gross revenue of $35,000- $45,000 8% for gross revenue of $45,000- $55,000 12% for gross revenue of $55,000- $65,000 15% for gross revenue over $65,000 Respectfully Submitted: Laurie Asmussen, Donovan Pavilion Management, Inc. September 13, 2010 9/21/2010 7 -2 -11 Lionshead Welcome Center 3 rd Floor Community Amenity In light of the need for a quick turn - around, the Vail Recreation District believes it makes sense to outline an agreement instead of trying to write a budget to manage this space. The Vail Recreation District will manage bookings, clean and manage the quality of contract cleaners, change the set -up to accommodate different user groups. Most importantly, the VRD will provide community programming. The VRD envisions providing adult programming such as yoga, pilates; bridge, mah Jong; ball -room dancing, square dancing. The VRD would book as many additional events as possible to augment (intermittently supplant) these community programs. These would include Ski Race pre -event VIP receptions, Bravo! "meet the conductor" or "meet the soloist" receptions, Dance Festival "Tango with the dancers" events, etc. The Vail Recreation District is undergoing a 10% budget cut in 2011 followed by an additional 10% cut predicted for 2012. In light of this economic reality, it is difficult for the VRD to commit to an additional subsidy to manage the Community Amenity. The Vail Recreation District proposes the following agreement: The Town of Vail accepts the annual cost of utilities, cleaning, general maintenance and inspections currently estimated at $21,000 (per John Gallegos). The Town of Vail and the Vail Recreation would share the subsidy or share the net revenue based on the following schedule: Year 1: TOV 100% VRD 0% Year 2: TOV 90% VRD 10% Year 3: TOV 80% VRD 20% Year 4 and ongoing: TOV 75% VRD 25% If the Vail Recreation District subsidizes the space for $10,000 for 2 consecutive years (i.e. the space operates at an annual deficit of $40,000 for two consecutive years), the VRD will come to the Town of Vail to discuss options for programming the space moving forward. The Vail Recreation District may be able to continue to carry this subsidy, the Town of Vail may choose to increase its subsidy, or the Town may choose to open the management contract to bids from other organizations. 9/21/2010 7 -2- 12 VAI L UONSF EADTRANSPORTAl1ON CENTER OPERATION COSTS COST PER YEAR Amenity Space Event Area 1400sf Patio Deck 900sf Upper Restrooms on occasion Costs Utilities Gas Building $ 2,000.00 Snowmelt $ 1,800.00 Electricity $ 1,000.00 Water $ 500.00 Cleaning Regular Scheduled $ 10,000.00 Deep Cleanings to include Wi i ndows $ 2,500.00 Extra Restroom Cl eani ngs $ 500.00 General Maintenance $ 1,500.00 Mechanical, Electrical, Plumbing, Elevator, Structural, Landscape Snow removal $ 550.00 Inspections Fi re spri nkler, alarm, $ 350.00 Furnishi ngs $ 750.00 Equipment Replacement $ 500.00 AMENITY SPACE TOTAL $ 21,950.00 Average Cost perveek: $ 422.12 9/21/2010 7 -2 -13 Community Room Usage for 2010 Januar Average Event Amount Attendance (per event) Artist Exhibitions 2 n/a Artist Receptions 0 n/a Brownie Troop 2 16 Government & Political Meetings 1 25 Homeowners Association 2 12 Meetings Library - Adult Music Programs 1 50 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 1 40 Library - Friends of TOVPL 0 Library - Meetings 0 Library - School Group Visits 4 24 Non - profit Meetings 1 25 Classes & Seminars 4 5 TOV - Police Department 1 12 TOV - Public Works 0 TOV - Supervisory Academy 0 TOV -TIPS Classes 1 12 9/21/2010 7 -2- 14 Februar Average Event Amount Attendance (per event) Artist Exhibitions 2 n/a Artist Receptions 1 12 Brownie Troop 2 16 Classes & Seminars 4 5 Government & Political Meetings 0 Homeowners Association 0 0 Meetings Library - Adult Music Programs 0 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 1 12 Library - Children's Programs 1 40 Library - Friends of TOVPL 0 Library - Meetings 0 Library - School Group Visits 1 24 Non - profit Meetings 1 15 TOV - Police Department 0 0 TOV - Public Works 0 TOV - Supervisory Academy 0 TOV -TIPS Classes 1 12 9/21/2010 7-2- 15 March Average Event Amount Attendance (per event) Artist Exhibitions 2 n/a Artist Receptions 1 20 Brownie Troop 1 16 Classes & Seminars 4 5 Government & Political Meetings 6 30 Homeowners Association 1 10 Meetings Library - Adult Music Programs 1 50 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 4 40 Library - Friends of TOVPL 0 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 0 TOV - Police Department 1 25 TOV - Public Works 0 TOV - Supervisory Academy 0 TOV - TIPS Classes 0 9 21 2010 7 -2- 10 April Event Amount Attendees Artist Exhibitions 2 n/a Artist Receptions 0 Brownie Troop 1 16 Classes & Seminars 5 5 Government & Political Meetings 13 30 Homeowners Association 0 Meetings Library - Adult Music Programs Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 1 12 Library - Friends of TOVPL 0 Library - Meetings 2 7 Library - Children's Programs 3 40 Library - School Group Visits 0 Non - profit Meetings 2 20 TOV - Police Department 0 TOV - Public Works 3 8 TOV - Supervisory Academy 1 40 TOV -TIPS Classes 0 9/21/2010 7 -2- 17 May Event Amount Attendees Artist Exhibitions 2 n/a Artist Receptions 0 Brownie Troop 1 16 Government & Political Meetings 21 10 Homeowners Association 0 Meetings Library - Adult Music Programs 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 5 25 Library - Friends of TOVPL 0 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 1 15 Classes & Seminars 4 5 TOV - Police Department 0 TOV - Public Works 4 8 TOV - Supervisory Academy 0 TOV -TIPS Classes 0 9/21/2010 7-2- 18 June Event Amount Attendees Artist Exhibitions 1 n/a Artist Receptions 1 25 Brownie Troop 0 Classes & Seminars 0 Government & Political Meetings 10 10 Homeowners Association 2 15 Meetings Library - Adult Music Programs 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 4 50 Library - Friends of TOVPL 1 10 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 6 20 TOV - Police Department 1 12 TOV - Public Works 4 8 TOV - Supervisory Academy 0 TOV - TIPS Classes 1 12 9/21/2010 7 -2- 19 July Event Amount Attendees Artist Exhibitions 1 n/a Artist Receptions 1 18 Brownie Troop 0 Classes & Seminars 0 Government & Political Meetings 0 Homeowners Association 0 Meetings Library - Adult Music Programs 2 50 Library - Book Discussion Group 1 12 Library - Book Sale 11 500+ Library - Book Talks 0 Library - Children's Programs 12 50 Library - Friends of TOVPL 1 10 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 0 TOV - Police Department 0 TOV - Public Works 0 TOV - Supervisory Academy 0 TOV -TIPS Classes 0 9/21/2010 7 -2 -20 August Event Amount Attendees Artist Exhibitions 2 n/a Artist Receptions 0 Brownie Troop 0 Classes & Seminars 0 Government & Political Meetings 0 Homeowners Association 1 20 Meetings Library - Adult Music Programs 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 3 50 Library - Friends of TOVPL 0 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 1 15 TOV - Police Department 0 TOV - Public Works 0 TOV - Supervisory Academy 1 40 TOV -TIPS Classes 1 12 9/21/2010 7 -2 -21 September* Event Amount Attendees Artist Exhibitions 2 n/a Artist Receptions 0 Brownie Troop 1 16 Classes & Seminars 4 12 Government & Political Meetings 1 15 Homeowners Association 3 20 Meetings Library - Adult Music Programs 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 2 12 Library - Children's Programs 1 25 Library - Friends of TOVPL 1 10 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 1 15 TOV - Police Department 1 45 TOV - Public Works 4 8 TOV - Supervisory Academy 2 40 TOV - TIPS Classes 1 12 9/21/2010 7 -2 -22 October* Event Amount Attendees Artist Exhibitions 2 n/a Artist Receptions 0 Brownie Troop 0 Classes & Seminars 4 4 Government & Political Meetings 0 Homeowners Association 0 Meetings Library - Adult Music Programs 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 2 50 Library - Friends of TOVPL 1 10 Library - Meetings 1 40 Library - School Group Visits 0 Non - profit Meetings 1 25 TOV - Police Department 0 TOV - Public Works 4 8 TOV - Supervisory Academy 1 40 TOV -TIPS Classes 0 9/21/2010 7 -2 -23 November* Event Amount Attendees Artist Exhibitions 2 n/a Artist Receptions 0 Brownie Troop 1 1 Classes & Seminars 3 4 Government & Political Meetings 0 Homeowners Association 0 Meetings Library - Adult Music Programs 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 0 Library - Friends of TOVPL 1 10 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 0 TOV - Police Department 0 TOV - Public Works 2 8 TOV - Supervisory Academy 1 40 TOV -TIPS Classes 1 12 9/21/2010 7 -2 -24 December* Event Amount Attendees Artist Exhibitions 2 n/a Artist Receptions 0 Brownie Troop 1 1 Classes & Seminars 3 4 Government & Political Meetings 0 Homeowners Association 0 Meetings Library - Adult Music Programs 0 Library - Book Discussion Group 1 12 Library - Book Sale 0 Library - Book Talks 0 Library - Children's Programs 0 Library - Friends of TOVPL 1 10 Library - Meetings 0 Library - School Group Visits 0 Non - profit Meetings 0 TOV - Police Department 0 TOV - Public Works 2 8 TOV - Supervisory Academy 1 40 TOV -TIPS Classes 1 12 *These months contain projected numbers based on current the Community Room schedule. Please note the following: • The numbers above do not include requests that are turned away due to scheduling conflicts. • During the winter season, the library and various other groups schedule events after 3pm in order to take advantage of the free parking offered in Vail's parking structures as the library has no public parking. Many of these events are longer than 2 hours. 9/21/2010 7 -2 -2s VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 21, 2010 ITEM /TOPIC: Discussion and direction concerning capital projects which are candidates to be funded with tax increment financing (TIF). PRESENTER(S): Judy Camp; Greg Hall ACTION REQUESTED OF COUNCIL: Provide direction to staff regarding projects and costs to include in the upcoming TIF bonds. BACKGROUND: On August 17, the Town Council, acting as the Vail Reinvestment Authority, directed staff to begin work on TIF bonds to be issued in October. Specific costs eligible for TIF financing were discussed in work session on September 7, at which time Council requested an evening meeting to discuss the projects in more detail. Staff is proceeding to work with our advisers to prepare documents subject to Council's direction regarding projects. Authorization to issue the bonds will be by resolution of the Vail Reinvestment Authority on October 5. To prepare for that resolution, staff needs concerning projects and costs to include in to bond offering. STAFF RECOMMENDATION: Staff recommends including $13,525,000 of LionsHead area redevelopment projects in the upcoming bond financing for the specific projects identified in the attached memo. ATTACHMENTS: 2010 TIF Bond Memo East Portal Picture Concet Hall Plaza Picture Library Remodel Memo 921 2 I MEMORANDUM To: Town Council From: Stan Zemler, Greg Hall, Judy Camp Date: September 16, 2010 Subject: 2010 Tax Increment Financing Bonds On August 17 meeting in your capacity as the Vail Reinvestment Authority (VRA), you directed staff to begin to prepare for issuance of tax increment financing (TIF) bonds subject to your approval of the specific projects to be funded. Projects identified by staff as of August 17 included the LionsHead Transit Center; LionsHead Welcome Center; LionsHead Portal Improvements; and Library Remodel. Total costs of these projects were estimated at $17.3 million, with $5.0 million of funding available from federal grants and net project costs for bonding of $12.3 million. On September 7, staff returned with additional information on parking opportunities throughout the town and identified parking opportunities eligible for TIF funding. Subsequent discussion of the strategic parking plan later that evening leads staff to recommend excluding significant parking expansion from this bond issue. It should also be noted the original urban renewal plan did not include a parking component. This memo presents a coordinated plan for LionsHead public facilities improvements which meet the TIF district objectives of eliminating and /or preventing blight and bringing public improvements up to the standards set by new private development in the area. Priority I projects are those staff believes should be included in the current bond issue for a total of $13,525,000 of project costs. Priority II projects are recommended for future consideration to round out the redevelopment of LionsHead. All projects included in the initial TIF bond are, of course, subject to Council's final approval as to detail design, construction, and cost. Inclusion in the bond funding does not authorize spending on these projects until they are appropriated in the town's budget and standard processes for awarding contracts are followed. I. PRIORITY PROJECTS FOR CURRENT TIF BONDS LionsHead Transit and Welcome Center - $7.8 million The first phase of this project (transit center) with a cost of $5.5 million is approved and underway. The second phase (welcome center) with a projected cost of $7.3 million will be discussed earlier on the agenda next Tuesday. Both projects are part of a federal transit grant of $5 million with a net cost estimated at $7.8 million. Staff recommends including both phases in the TIF bonding, with the cost of the welcome center to be adjusted, if necessary, based on the outcome of Tuesday's discussion on this item. East LionsHead Portal Improvements - $3.6 million This portion of the development plan provides an eastern entryway to LionsHead with streetscape and a bus stop and provides a connection to Vail Village. The attached diagram presented to Council on August 17 shows what the area could look like. $3.6 million has previously been included in the five -year capital plan for the east portal for this element. West LionsHead Portal /Concert Hall Plaza - $750,000 This portion of the development plan, previously classified as priority II on the town -wide unfunded list, provides an entryway to LionsHead from the west as depicted in the attached diagram presented to Council on January 19, 2010. 1 9/21 /2010 8 -1 -I Main Floor Library Remodel — $475,000 A project to remodel the main floor of the Vail Public Library has previously been classified as Priority I on the town -wide unfunded list. As requested by Council, the attached memo details the potential for a phased library remodel beginning with the main floor recommended for inclusion in the 2010 TIF bonds. Phase Two shown in the memo includes conversion of the lower level to staff offices; addition of an elevator and enclosed stairway on the south side; and additional technology lab in the current staff area. The lower level project, as well as a potential $300,000 mechanical systems upgrade, could be considered in the future. Charter Bus Lot Surface Parking - $900,000 Sixty spaces, along with a retaining wall and parking entrance modifications could be constructed for an estimated $900,000; or $15,000 per space. This is one of the least expensive solutions per parking space we have looked at to date. H. PROJECTS FOR FUTURE CONSIDERATION East LionsHead Circle Streetscape - $1.2 million Completes final connection between LionsHead and Vail Village - section in front of structure from LionsHead entry to Dobson Arena; priority III on unfunded list. LionsHead Mall - $350,000 Completes pedestrian connection to condos, restaurants, North Day Lot and pedestrian overpass; includes walkways, stairways and railings. LionsHead Park - $900,000 Planned as a RETT expenditure, but is also eligible for TIF funding. Staff does not recommend bonding for this project at this time due to uncertainties of a location for the park. LionsHead Master Plan Frontage Road Improvements - $7,484,000 Upgraded overflow parking, medians, and bike lanes; improves safety; does not add permanent parking. This project should not be considered until ownership of the frontage road is considered. III. CONCLUSION Proceeding with a TIF bond issue for $13,525,000 of project funding at this time addresses several priority projects and completes a phase of the LionsHead redevelopment to bring the town's assets up to the standard set by new private development. Beginning these projects now allows for completion before the 2015 World Championships, when Vail will be on stage. Staff requests direction from Council to include the priority projects shown above in the 2010 TIF bonds. With this direction, staff will return to Council, sitting as the Vail Reinvestment Authority on October 5 to authorize the issuance of TIF bonds. 2 9/21/2010 8 -1 -2 • • r / i �� 6 ' Ikf 1 4 but- 'ot lb aL �� fi y + y. � ► �� �_ � _,.,"fit � ., -' - - V .. tom f a-J Q N - Qj V J u� LLJ O l V `: z � � - 0 N J 73 L aj QJ a' 3 t a, ° > � I Ln > r . L W CD 7 0 CD C (6 J J L iV1 ° JyJ 7 cn O M 8 -3 -1 TO: Town Council FROM: Lori A. Barnes, Town Librarian DATE: September 14, 2010 SUBJECT: Redesign of Town of Vail Public Library INTRODUCTION The Town of Vail Public Library (TOVPL) is a 27 year old facility that is prepared to embark upon a multi -year redesign, in phases, of the existing footprint of the building. We wish to ensure that the library will continue to meet the needs of our guests for years to come. Ours is an award - winning building with a unique architectural character which provides the Town with a variety of amenities and future opportunities. The original building design has many sustainable design and "green" building features. The library provides high quality programs and services at all times and it is a strong, constant thread in the community's tapestry. The only "agenda" a library ever has is to enrich the lives of the public and equip them with the information they need. It is vital that we take good care of this town facility so that it may better serve the variety of patrons who utilize it each and every day. Increased usage of the library, in addition to identified needs /deficiencies in the library's existing lighting and HVAC systems, led us to seek the assistance of our original architect, Pam Hopkins from Snowdon & Hopkins, P.C. She helped us work on prioritizing possible design and construction options and processes. Cost saving strategies, revenue generating opportunities, and increased space utilization were also discussed. A variety of audits of the building's various systems (lighting, mechanical, roof) indicated that the energy use in the Library (and associated operating costs) far exceed current standards. Existing Mechanical and Electrical Conditions: Utility Audit Overview by Holy Cross Electric indicated that building glazing and insulation /infiltration should be improved. This audit also outlined the need for a more efficient electric lighting system and noted the current lack of controls. Mechanical Audit by ME Engineers (5 -1 -09) outlined significant opportunities for improving the mechanical systems. Adding mechanical controls is a top priority. The electric Lighting Audit by David Nelson & Associates, LLC (5 -1 -09) shows that the current interior connected lighting load in the Library is approximately 4.1 watt per square foot which is over three times the allowable lighting load limit of the current standard. None of the individual spaces within the library meet the current standards. The proposed redesign has no provision for an additional level as this would be cost - prohibitive and it is our feeling that there is so much value and potential already in our existing space (footprint), including the lower level once the employee housing is relocated, the Community Room, the atrium and the library proper. Roof replacement is currently underway. In our two -phase plan we are first looking to achieve improvements which will have the most direct impact for our customers. Most importantly, we must improve the lighting while maintaining the existing wood ceiling. New shelving is necessary. A new one - service desk model will blend well with our forthcoming RFID & self -check technology which is slated for late Autumn of 2010. There is also a need for new types of program spaces as the library continues to grow as a community resource. The current trend in new technologies and media types will provide a higher quality environment. 9/21/2010 8 -4 -1 Any work performed will have an environmental focus that supports the Town's current sustainability initiatives. Current USGBC LEED for Existing Buildings Operation and Maintenance standards will be used as a guideline. PHASING OF RE- DESIGN Phase One - $ 475,000 to include: New stacks & shelving - $ 125,000 Millwork & furnishings (including membership desk, stand -up PACs, new /longer Circulation Desk) - $100,000 New carpet (includes demo & removal of old carpet) - $ 50,000 Improved /enhanced lighting (adding baseline mechanical and lighting controls and replacing the most inefficient light fixtures to save energy and improve indoor environmental quality) - $ 200,000 Phase Two — $ 1,189,00o to include: Conversion of lower level area to staff offices /technical services operations - $ 296,000 Elevator and enclosed stair on south side - $ 614,000 Additional technology & training lab implemented in current staff office area - $ 279,000 SUMMARY: Construction cost - $ 1,189.000 Soft costs & owner contingency - $ 360,000 Total: $1,549,000 Improving mechanical system upgrades - $ 300,000 9/21/2010 8 -4 -2