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HomeMy WebLinkAbout2010-10-05 Agenda and Support Documentation Town Council Work Session VAIL TOWN COUNCIL WORK SESSION AGENDA TM Ova VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 12:30 P.M., OCTOBER 5, 2010 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. 1. ITEM /TOPIC: Solaris Site Visit (20 min.) PRESENTER(S): Warren Campbell 2. ITEM /TOPIC: Site visit to VTRC regarding lighting (20 min.) PRESENTER(S): Greg Hall and Kristen Bertuglia 3. ITEM /TOPIC: Commission on Special Events (CSE) vacancy appointment. (60 min.) PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: Appoint one member to the CSE for the balance of the term of two months. 4. ITEM /TOPIC: PEC /DRB Update (15 min. ) PRESENTER(S): Warren Campbell 5. ITEM /TOPIC: Town of Vail Guest Services Enhancement Initiative (15 min.) PRESENTER(S): Suzanne Silverthorn, Kelli McDonald, Greg Hall, Stan Zemler ACTION REQUESTED OF COUNCIL: The Vail Town Council is asked to concur with the Vail Guest Services Enhancement Initiative as a preliminary step and to provide input on the areas of focus outlined in Section II of the memo. The areas of focus will then be incorporated into a draft RFQ /P which will be presented to the Town Council for final review and approval at the Oct. 19 work session. BACKGROUND: As a follow up to the Sept. 7 presentation on the concepts for the highest and best use of the conference center funds, staff has begun to identify a process to advance the Guest Services Enhancement Initiative. The idea involves a comprehensive effort to expand the quality and completeness of the guest experience in Vail, in summer and winter. Initial areas of focus of this effort 10/5/2010 are proposed to include: new technology solutions; necessary resources and manpower; elimination of duplication of services; addition of complementary services; best -of -breed internal and external training programs; solutions for information dissemination to guests before and at arrival to include wayfinding; analysis of guest patterns and volume at information centers, parking structures, buses and activity centers; infrastructure inventory of information center locations and recommendations relative to enhanced guest experience, capital and operational costs; comprehensive competitive analysis; and consistent metrics for measurement of success.There is recognition that this effort will require outside assistance as staff does not have the capacity to complete this project in- house. Further, staff recommends identifying a firm or firms with truly exceptional vision and experience to fully address the opportunity that presents itself. In light of this goal, staff proposes to develop a Request for Qualifications and Proposal (RFQ /P) that will encourage interest and participation from a wide range of applicants, national and perhaps international. With Council's direction, the goal would be to have a consultant team on board conducting this initiative during the 2011 winter season. STAFF RECOMMENDATION: Provide direction to staff as requested. 6. ITEM /TOPIC: Chamonix Commons - Civil Engineering and Phasing Plan (30 Minutes) PRESENTER(S): Nina Timm, George Ruther ACTION REQUESTED OF COUNCIL: Provide Staff with direction on the proposed modifications to the site plan, including access off of Chamonix Lane, a density of either 14 or 16 units per acre, and the proposed phasing plan. BACKGROUND: On January 6, 2009, the Town of Vail adopted the Chamonix Master Plan. The plan calls for the construction of the new West Vail Fire Station and 58 employee housing units. In April, 2010, Town Council appropriated $50,000 to engage a civil engineer to prepare a phasing plan for the construction of the utilities and infrastructure. Staff has engaged Martin & Martin, Civil Engineers, and Peel /Langenwalter Architects to help layout the most efficient site plan and develop a phasing plan for the construction of the employee housing units. If Town Council endorses the proposed direction, Martin & Martin will prepare construction drawings for the civil engineering. STAFF RECOMMENDATION: The Community Development Department recommends that the Vail Town Council affirms the proposed modifications as presented and instructs staff to proceed with the completion of the construction drawings for the civil engineering as proposed in Option B. 7. ITEM /TOPIC: Capital Road Reconstruction Plan Review (30 min.) PRESENTER(S): Tom Kassmel Greg Hall ACTION REQUESTED OF COUNCIL: Review Capital Road Reconstruction options and provide direction to staff BACKGROUND: The Town of Vail currently maintains 32 miles of paved roads, of which all but -5 miles have been reconstructed since 1987. Currently the only town roads that have not been reconstructed since 1987 include portions of Vail Valley Drive and East Vail (in general all roads east of exit 180, with some ioi5izoio exceptions). Prior to the start of the neighborhood reconstruction projects in 1987, road disrepair was the number one neighborhood problem, as indicated by the 1989 and 1990 citizen surveys. Since that time -25 miles of roads have been reconstructed and a more diligent maintenance and preventative maintenance program has been established thru both physical maintenance activities and policy directives. The reconstruction and maintenance efforts can be recognized by the trend of the citizen survey input. Since the late 80's staff has taken the direction to reconstruct all town roads in a timely manner based on need, Pavement Condition Indexes, and subgrade conditions; with the overall goal being to have all town roads designed and reconstructed based on current engineering standards in order provide a design life of at least 50 years. STAFF RECOMMENDATION: Review options presented and provide staff with direction. 8. ITEM /TOPIC: Information Update: (15 min.) *VLMDAC update re: summer market share metrics *Vail's 50th Anniversary *Vail Tread Safe Campaign *Library Radio Frequency ID and Hours Update *Vail Recreation District Golf Club Master Plan Open House *Flower Program (15 min.) PRESENTER(S): Pam Brandmeyer 9. ITEM /TOPIC: Matters from Mayor and Council (15 min.) ACTION REQUESTED OF COUNCIL: Matters from Mayor and Council 10. ITEM /TOPIC: Adjournment. (4:10 p.m.) NOTE UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) THE NEXT VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, OCTOBER 19, 2010 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Building Permit and Contractor Registrations - Oct 19 - WS - Martin & Bill - 15 min. Commercial Ski Storage - Oct 19 - WS - Rachel /George - 30 min.? Timber Ridge Rockfall Mitigation - Oct 19 - WS - George - 30 min. Building Code Amendments - Oct 19 - WS - Martin /Bill - 30 min. Sustainable Zoning Code -Oct 19 - WS - Martin /Kristin - 30 min. Intermountain Bike /Pedestrian Lanes - Oct 19 - WS - Gregg B - 30 min. Benefits Discussion - Oct 19 - WS - JP - 45 min. 10i5iz010 Consent Agenda - Sept. Minutes - Oct 19 - Evening - 5 min. Winter Parking Plan 2010/2011 - Oct 19 - Evening - Greg H - 15 min. Blu's Request to Proceed Through Process - Oct 19 - Evening - George - 15 min. Comcast Franchise Agreement renewal - Oct 19 - Evening - Ron /Matt /Janet - 30 min. Request to go thru Development Review Process Mery Lapin - Oct 19 - Evening - Rachel Dimond - 20 minutes Loading & Delivery East Meadow Drive Site Visit - Nov 2 - WS - George /Suzanne /Steve W - 20 min. Loading & Delivery East Meadow Drive Discussion - Nov 2 - WS - George /Suzanne /Steve W. - 30 min. Parking Policy Zoning Regulations - Nov 2 - WS - George /Bill 30 min. PEIS Comments to CDOT - Nov 2 - Evening - Greg - 30 min. Energy Audit Upgrades - Nov 2 - Evening - Greg /Kristin - 30 min. EPS Economic & Fiscal Impact Study /EverVail - Nov 2 - Evening - George - 60 min. Bonus Pool Update - Nov 16 - WS - JP - 10 min Local Purchasing Preferences - TBD - WS - Judy - 30 min. Solaris Parking Sign - TBD - WS /E - George - 30 min. Recognition of Gerald Gallegos - TBD - Dick Cleveland - Evening - 5 min. Parking on Ford Park fields - TBD WS /E - 30 min Resolution on Parking - TOV summer/VRI winter -TBD - Greg - 30 min Recognition of Howard and Cathy Stone/Vail Jazz Foundation - TBD - Dick Cleveland - Evening - 5 min. loisizoio IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Solaris Site Visit PRESENTER(S): Warren Campbell 10/5/2010 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Site visit to VTRC regarding lighting PRESENTER(S): Greg Hall and Kristen Bertuglia 10/5/2010 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Commission on Special Events (CSE) vacancy appointment. PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: Appoint one member to the CSE for the balance of the term of two months. ATTACHMENTS: CSE Memo and Letters of Interest 10/5/2010 �Q E T IiM� MEMORANDUM T4: Town Council FROM: Lorelei Donaldson DATE: October 5, 2010 SUBJECT. Appointment of Commission on Special Events Applicant There is currently one vacancy on the CSE. Applicants must be residents of the Town of Vail, own real property within the Town of Vail, own a business in the Town of Vail, or be employed within the Town of Vail. The term of the new member shall be to fill the vacancy left by Heather Trub and the term ends December 31, 2010. Heather Trub resigned because she moved out of town. Members of the CSE shall serve at the will of the Town Council. The CSE shall support the Town Council's goals and objectives and makes decisions in alignment with the Town Council's marketing direction. The mission of the CSE is to support street entertainment and special events for vitality, year -round fun, sense of community and increased quality of experience for guests and residents. The Functions and/or duties of CSE shall include, but are not limited to: hiring and overseeing a director and/or staff, as well as event producers and/or promoters; creating, funding and seeking special events for the Town of Vail; evaluating event applications and event success; submitting an annual budget for operations and events; coordinating the community calendar for special events; seeking out additional funding for special events through sponsorships and donations; evaluating and executing contracts for special events; and all other functions as directed by the Town Council. The Town received twelve (12) applications for the vacancy. Staff requests the Town Council interview each applicant at the work session and then appointment one applicant to the CSE at the evening meeting. The applicants are as follows: Jill Alfond Denise Cheng Elizabeth Chicoine Dennis Foley Ramsey Flower Marie Gordon Mary Isom 10/5/2010 3 -1 -1 Amanda Jensen Beth Pappas Jason Peters Bob Ruder Tom Winter The appointed C5E member will complete Ms. Trub's term which ends December 31, 2010. At that time, the applicant will need to re -apply for a new term with any other applicants that may apply in December. 10/5/2010 3 -1 -2 Lorelei Donaldson From: Jill Landman Alfond <jillalfond @mac.com> Sent Wednesday, September 08, 2010 10:25 AM To: Lorelei Donaldson Subject: CSE Hear Lorelei, I am writing to let you know of my interest in the available position of the Commission for Special Events. As an18 -year resident of the Vail Valley and a Vail homeowner, I have great interest in keeping the Town of Vail vital and I feel that special events keep Vail at the forefront among its competitors. Vail's economic success is important to us all and keeping new visitors coming into town will keep our business refreshed and successful, I have worked in the special events business in several applications for over 15 years and feel that I would add a knowledgable voice to the important work done by this commission. I am happy to answer any specific questions you may have. Thank you. Kind regards, Jill Alfond i 10/5/2010 3 -1 -3 September 21, 2010 Dear Town of Vail. I am interested in applying for the community position available in the Commission of Special Events within the Town of Vail. Over the last 6 years, I have been attending many of Vail's community events as a tourist and second home owner and officially moved to Val] 2 112 years ago. I have been involved with marketing and promoting events as well as executing events over the last 13 years. My career has included a position as the Marketing Director of the San Diego Sports Arena promoting concerts including Neil Diamond, Cher. and Bette Midler; family shows including, Stars on Ice. Harlem Globetrotters and Ringling Bros. Circus, and the San Diego Gulls professional ice hockey team. While at the Sports Arena, we promoted and produced our own concerts and I also worked closely with outside promoters, artists' management, production crews and the show's marketing and media managers. I also had the opportunity to work f'or a movie studio as the Chairwoman of the Media Council at Universal Studios and worked closely with every Senior VP of Marketing in sourcing media and marketing services. I was responsible for chairing quarterly meetings and conferences to discuss company wide marketing initiatives and responsible for executing the negotiation of these multi - million dollar projects. Currently, I am the Advertising Manager at Plum TV and market Vail events to the consumers and tourists via television and online. I work with the promoters in scheduling interviews, producing partner pieces, listings in calendar event segments, creating online web pages and email newsletters with the BBQ Bonanza. farmer's Market, Vail Soul l=est. 11oiidays in Vail, South ofthe Border, Ocktoberfest, Vail Antique festival and more. In addition to my position at Plum TV, I volunteer at Red Ribbon and SOS to be more involved with the Vail community. I have always been drawn to challenges and feel that I am the ideal candidate for this position with unique experiences in promoting events, concerts, advertising and marketing. I am interested in being more involved in my community and see the value in attracting more visitors to Vail to increase revenues for local business owners. I am a Vail enthusiast and love participating and attending most of the events every week including the concerts, festivals and sporting events. My enthusiasm, leadership experience, creativity, strong interpersonal and communication skills make me a valuable asset to the Commission on Special Events. I truly love living in Vail and what it has to offer in terms of all the culture, dining experiences, special events. sports and outdoor activities. It would be a pleasure and honor to promote and encourage others to visit such a wonderful town, village and mountain. Thank you in advance for your consideration and I look forward to hearing from you. If you have any additional questions, please contact me at 970.688.0200. Sincerely, Denise Cheng 4061 Bighorn Road, 412F Vail, CO 81657 970 -476 -9600 (work) 10/5/2010 3 -1 -4 Lorelei Donaldson From: Elizabeth Chicoine <echicoine @centurytel.net> Sent: Sunday, September 05, 2010 9:48 PM To: Lorelei Donaldson Subject: Letter of Interest, VSE Attachments: Special Events Town of Vail.doc Dear Ms. Donaldson, Please see the attached letter -of- interest for the Special Events Committee Applicant. I would be fulfilling a childhood dream to work for the Town of Vail. From back in the seventies when my parents drove us from Iowa to Vail each Christmas for our Special Event (family Christmas) a deep bond to the magical town called Vail was born. It would be an honor to represent Vail in all special events, as "special" is truly what I think of to define Vail. Kindly, Elizabeth Chicoine Master of Arts in Teaching, The Colorado College, 89' Bachelor of Arts History, The Colorado College, 88' Post Office Box 3417 Eagle, CO 89631 echicoine _centurytel. net 970 - 471 -2389 t 10/5/2010 3 -1 -5 Dear ibis. Donaldson 9 -05 -10 Serving as a community member for a mid -term vacancy for the Vail Commission on Special Events seems a perfect match for the Town of Vail and my commitment to celebrating and sharing our wonderful town with guests and locals. First, let me be up -front in hoping that the job requirements of working within the Town of Vail can be met. I do su bstitut e teach for Eagle County Schools currently, which sends me from Vail to Gypsum to teach our local students. I have added lied Sandstone in Vail to my available schools profile for Eagle County Schools, and also worked at Red Sandstone for 9 years as a third grade teacher. I do hope that being employed by the county yet teaching within the town of Vail limits includes me within the applicant requirements. I will give back to this volunteer position well beyond its expectations and will be truly honored to be on the Special Events Committee. With the upcoming 2015 World Alpine Ski Championship being hosted in Beaver Creek, our resorts and towns are looking for devoted local people to serve as volunteers dedicated to sharing our unique venues with the world. Much more is offered in addition to skiing, and the vacationers looking for special events, and reasons to visit Vail are further coming and with strong leadership by the town, visitors will be abundant. Our two children attend Vail Mountain School, and my husband and I own Pinyon Builders, which works primarily in Vail doing remodeling. We live in Eby Creek, and my husband is a Sergeant for the Town of Eagle. I am member of the formerly called Vail Medical Center Foundation Community Board of Trustees, currently reconvening, and have been an enthusiastic ambassador of keeping our hospital within the Town of Vail limits. The duty of being on CSE would be a welcomed challenge and special honor for me. Please consider this Ietter of interest during your selection process. I look forward to volunteering and working diligently on all special event matters on behalf of our wonderful town, nestled in the Gore Range Mountains. My husband's wedding ring was purchased from a jeweler within the town, and it was called the Gore Range Ring. He looks at it and is reminded of our love of Vail daily. Respectfully for being considered for this opportunity, Elizabeth Chicoine echicoine centurytel.iiet 970- 471 -23139 1o/5/2o10 3 -1 -6 Lorelei Donaldson From: Dennis Foley <foley @vail.net> Sent: Tuesday, September 07, 2010 11:41 AM To: Lorelei Donaldson Subject: Re: Vail Commision on Special Events I live at 770 Stonecreek Dr. Eagle -Vail (Avon) Co.81620. I receive mail at P.O.2514 Vai1.Co.81658 . My cell 4 is 1- 970 -331 -1033. My home # is 1 -970- 949 -0482 Thanks Lorelei , Dennis - - - -- Original Message - - - -- From: Lorelei Donaldson To: 'Dennis Foley' Sent: Tuesday, September 07, 2010 8:45 AM Subject: RE: Vail Commision on Special Events Dennis. I have received your email. Please submit your physical address and phone number so I can verify the background information required and so that I can contact you when the appointment time has been solidified. Thanks for your interest! I.orelei From: Dennis Foley Imailto:foleyOlvail.net] �e, Sent: Monday, September 06. 2010 7:13 PM To: t.orelei Donaldson Subject: Vail Commision on Special Events Sept.6,2010 1 would formally like to submit my name as an applicant for the the mid -term vacancy on the Vail Commision on Special Events. have been in the valley for 27 years and have been a buisness owner in Vail since 1997. Sincerely, Dennis Foley Bart & Yeti's 1 10/5/2010 3 -1 -7 Lorelei Donaldson From: Ramsey Flower <ramsey @bigrealestate.net> Sent: Wednesday, September 08, 2010 3:15 PM To: Lorelei Donaldson Subject: hi-- specail events board application To: Vail Town Council and Ms Donaldson, From: Ramsey Flower Dear Council Members, I would like to apply for a position on the special events board. I have lived in vail full time for 17 years. I have had a successful real estate brokerage company called Buyer's Investment Group for 13 years in the valley. Before that I was in CA and worked for various manufacturers of computer equipment in regional sales management jobs. I graduated from The University of Denver with a degree in business, and a concentration in marketing I can reached at 970- 331 -3799 and ramse (dbi realestate.net. Thank you for your Consideration, E. Ramsey Flower 1335 Westhaven Dr Vail, CO 81657 1 10/5/2010 3 -1 -8 September 21, 2010 Vail Town Council: I am writing to express my interest in serving on the Town of Vail's Commission on Special Events (CSE). I spent nearly a year on the CSE in 2004/2005. The CS at the time worked hard to make it easier for Event Producers to put on events in Vail. We also tried to fill out the Event Calendar with not just popular events, but events that matched the mission statement. I have always looked at Vail events as economic development as well as making Vail a better place to live and visit. I was the Town Council representative to the VLMDAC from 2007 through 2009. My inside knowledge of both organizations will help advance the Town Council's goal of continued coordination between the two entities. I look forward to meeting with you on October 5th to further discuss my qualifications and your expectations. Thanks for your consideration, Mark Gordon 970 - 331 -5821 markgo rdonvail @yah oo.co m 10/5/2010 3 -1 -9 Mary Isom P.O. Box 3104 Avon, CO 81620 (970)331 -9505 vailisom@gmail.com September 21, 2010 Vail Town Council Attn: Lorelei Donaldson Town Clerk Sent via email Re: Vail Commission on Special Events Dear Vail Town Council, I am writing to apply for the open position on the Vail Commission on Special Events. I believe that I meet the residency criteria because I am employed as a realtor at Sonnenalp Real Estate in Vail. Technically I work at Sonnenalp as an independent contractor, but 1 believe this would satisfy the residency requirement. I am interested in serving on this Board because I think that special events play an enormous role in drawing people into Vail, and contributing to the success and revenue of our town. Both the town and private businesses benefit from the many great existing special events here. I think there is also the opportunity to bring in new events that would be beneficial as well. AIthough I do not have a specific background in special events I think that my background as an attorney and realtor would be helpful to the commission in negotiating contracts and working with qualified people to form a strong special events team. My husband is also one of the owners of Bart & Yeti's in Lionshead and I know how important the special events arc for local businesses. 1 also know many business owners and managers in Vail and I think it is important to hear from them about what special events they would like to see here. Since there is not a specific application for this position I'm not sure what general information you are looking for. I've lived in Eagle County since 1980, and we currently live in Avon. As 1 said above, I work as a realtor at Sonnenalp Real Estate and I also have my own law practice where I focus primarily on condo association work, real estate and business. In the lust I was a board member for The Youth Foundation, and I am interested in a volunteer position such as this since I am not currently serving on any board, I think contributing through volunteer work is an important part of our community and I took forward with talking to you further about this position. 'Thank you for considering me for this role. Sincerely, / U lmary � PHONE: (97W 845 -8845 C. F,(.[.' (9701331.96150 • FAX 1845131 244 94765 • V- ►+SAIL isoadrvailla5v.com 10/5/2010 3 -1 -10 Amanda Jensen 900 Poplar Street Leadville, CO 80461 Home: 719 -486 -7397 Work: 970 -476 -4403 To Whom It May Concern: I have been a member of the community for nearly 14 years and cherish the beauty of the Town and the people populating it. I feel deeply that I would be an asset as a member of the Commission of Special Events as I have am interested in seeing successful events in the Town of Vail for locals and tourists alike. I provide advertising for several Vail Valley businesses and have the experience and knowledge of what is needed to draw large corporate sponsors to our small valley. I have been behind the scenes of several events and know by sight what works and what doesn't. I work for Lourdes Ferzacca & La Tour Restaurant, thus am involved in planning some of the town events. I get paid an hourly wage that does not vary based on the success of any given event. It does however give me intimate knowledge of the inner workings of events held within the Town of Vail. I am easy to work with and well liked. I am told that I have an amazing work ethic. I have the drive that guarantees I give my all to anything put before me. By involving myself in multiple volunteer positions I have developed an innate sense of what it takes to motivate people to work hard towards a greater good. If I am accepted as a member of the CSE I will bring real experience to the table and help make processes successful, fair, smooth and profitable. Thank you for the consideration. C: AA11m rely, da J ensen 10/5/2010 3 -1 -11 September 20` 201 0 Town Council Members Amanda Jensen has shown interest in being in a part of the CSE and I believe she would be a great asset. She has all the talent and experience to make educated decisions on events in the town of Vail Amanda Jensen has a high recommendation from me and it would be a pleasure to have her work with our team on any of our events, she is a great asset to our companies. If you have any questions please feel free to call me (970)376.1858 Lourdes Ferzacca _ tourdesferzacca@yahoo.com Vail Chamber (President) Ferzacca Management La Tour Restaurant ZaccaZa Restaurant 10/5/2010 3 -1 -12 F E R Z A C C A Management IMM9.. A RED SAUCE ioinT R(.- StAUr [11t F3 To whom it may concern: I am writing this letter to inform you about a colleague and friend, Amanda Jensen. I have known her for 4 years during our employment with Ferzacca Management. In my position I rely heavily on Amanda's ability to complete projects in a timely manner and under extreme conditions. Her attention to detail is unparallel as she plans top notch events as well as creating full strategic marketing campaigns. As a company our demands and time constraints can be over whelming and frustrating. Amanda has a coot and collective approach that's allows her to accomplish the tasks on her plate and the tasks that appear suddenly. An example of her ability to think on the fly occurred last May during prom season. Business was projected to slow down for our casual concept ZaccaZal. Amanda came up with the idea of creating a marketing campaign to capture high school students going to prom. Not only did she create a marketing campaign that was a huge success; but, she created a full event that included a red carpet, paparazzi, photos, and great food specials. With this event she also displayed her operational expertise by gathering volunteers to help make the event memorable and a successful event. Not only was the event a huge success but we have seen an increase in business from the student and parents of the students that attended the event. I believe that Amanda would make a great addition to the Vail Event Board. This reciprocal relationship will help her grow professionally as well as excel the duality of the events executed by the event. Sincerely, Cody J. Kennedy Director of Operations p. 970.748.4848 c. 702.283.3122 ZaccaZa! 0 10 1 Fawcett Road I Suite 100 1 Avon. Colorado 81620 970.748.4848 La Tour 122 E. Meadow Drive 1 #jJ () Village, Colorado 81657 970.476.4403 3 -I -13 AL VCBA 241 South Frontage Road East Suite 2 • Vail • Colorado 81657 September 16, 2001 Sybiil Navas Committee on Special Events Coordinator Town of Vail 75 South Frontage Road West Vail Colorado 81657 Dear Sybili: Amanda Jensen mentioned to me that she is interested and is actively pursuing a position on the Committee on Special Events board. Having worked directly with Amanda, and if given the opportunity I would gladly work with her again, I would like to suggest that you and the Town of Vail Council give strong consideration to Amanda as a candidate for the Committee on Special Events. Amanda insightfulness and ability to see and understand the big picture, along with her event production and restaurant background was instrumental in the success of this years past events that the Vail Chamber & Business Association produced in conjunction with Ferzacca Management. It's for this same reason that I recommend Amanda. Thank you for giving Amanda Jenson consideration for the Committee on Special Events. Sincerely Richard tenBraak, Executive Director Vail Chamber & Business Assocaition [T] 970477.0075 • [F] 970 47 7 0079 [W] wwwva,lcharT)ber.orq Craig Conn icni cl s F er rarca • Vikt::Dass • liner: Noiari •Full Suar.iz • Susie i Jusse.11 • Joe Walke- • kor• Paul Wit,re 3 -1 -14 Colorado's Landscaping Company 85 Nottingham Ranch Road P.O. Box 6694 Avon, CO 81620 9.17.2010 To Whom h May Concern: My name is Deane Carberry and I am the CEO and President of'Cok)rado's landscaping Company, We have been in business in the valley since 2(X )3. I have had the pleasure of working with Amanda Jensen on various sales and marketing campaigns that she has put together for us. I wanted to compose this reference letter for Amanda due to her great work ethic, commitment to detail, and affable nature. Amanda's work ethic is wonderful. Even while she was putting together marketing and sales programs for us she was continuously balancing at least two other jobs. She managed to serve us wonderfully while also keeping her other commitments satisfied. The postcard marketing program that she developed for us was tremendous. We still have clients remark on how wonderful the postcards look. She personalized the card that she created for us and it still has lasting impressions to everyone that sees it. Amanda's greatly affable nature also bears comment. It is always a pleasure interacting with Amanda and working with heron projects. Even if she is juggling four different projects she manages tcf gi%re great concentration to her work at hand and does it all with a smile on her face. Amanda's is all around a great person to have on your team and is a compliment to any organ iaat ion she may work with. I f you have any further questions or would like to discuss anything with me 1 can be reached on my cell phone at 970 - X01 - (X)93. Thank you very much for your time. have a wonderful day. q re ly.e arberry & Presidentl 10/5/2010 3 -I -15 410.845.SSY5 910.845.8430 fax 1' 1. 1•: ti 1 N Beth Jahnigen Pappas Peeples Ink PR, Ltd. Senior Client Services Manager 12 Vail Rd., Suite 400, Vail, Colo., 81657 970 - 471 -5352 September 21, 2010 Vail Town Council, Attn. Lorelei Donaldson, Town} Clerk 75 S. Frontage Road, Vail, Colo., 81657 Dear Vail Town Council, Please accept my letter of interest and qualifications for appointment to the Town of Vail Commission on Special Events (CSE). As an employee within the Town of Vail for the past several years, I have seen firsthand the positive economic and cultural benefits that well- planned and executed special events have on the business community, residents, visitors and town as a whole. Having worked at the Vail Recreation District (VRD) for two years as a Sports Coordinator and Mountain Bike Race Series Director, I have personally planned and executed a number of special events within the Town and worked closely with Sybill Navas and other members of the community to ensure successful, community - enhancing events. Additionally, I played an active role in the Town's participatory sports recruiting initiative, collaborating with the Vail Valley Partnership to identify brand - enhancing and economically beneficial events and tournaments to bring to Vail. As a result, I am familiar with the Town's permit process and the CSE's event strategy and budget allocation philosophy. With more than ten years of event planning, resort communications and marketing experience, I'm confident in my ability to deliver valuable input, ideas and results as a member of the CSE. I received my bachelor's degree in journalism and a business minor from the University of Colorado, Boulder. I began my career working for Mountain Sports Media (publisher of SKI and SKIING Magazines) as the Promotion Coordinator where I gained extensive knowledge in event strategy, planning and execution, along with media relations, communications and marketing. As Public Relations Coordinator, then Marketing & Events Manager at Copper Mountain Resort from 2001 to 2005, 1 was involved in all aspects of the marketing department including public relations efforts, strategic planning and budgeting, planning and executing events, creating marketing materials and more. After that, I worked at Factory Design Labs, a Denver -based advertising agency, as the Public Relations and E- Marketing Manager for a number of outdoor and lifestyle clients, before returning to the area in 2007. After two years at the VRD, I recently accepted a position at the Vail -based PR firm, Peeples Ink, as a Senior Client Services Manager. 10/5/2010 3 -1 -16 , ' "I f'.n, 1 i� 970.345.8525 970.845.8434 fax J% 1' 1. F: ti 1 N Ae As a Colorado native and an employee and active member of the Vail community, I firmly believe Vail is an amazing place not only to live, work and play, but also to visit. I enjoy all that Vail has to offer and look forward in continuing to share it with our residents and visitors alike. I feel my professional and personal experience gives me a unique perspective that would complement the existing CSE board and help enhance the strategic direction of events in Vail. I would be honored to be a member of the CSE and I thank you for your consideration. Sincerely, Beth Ja ' n Pappas Sr. Client Services Manager Peeples Ink PR, Ltd. Vail, CO 10/5/2010 3 -1 -17 Beth Jahnigen Pappasrpage 2 program; assisting in the development and maintenance of youth - focused website; working with sponsorship team and outside partners to ensure brand- enhancing alliances and promotional opportunities; creating kid- specific trail map; creating and moderating a resort -wide youth advisory team; managing Copper's Freeride Team; planning and coordinating photo shoots to ensure national media coverage resulting in over $670,000 in advertising equivalency in 2004. Events — Developed, attracted and executed brand - enforcing events at Copper. Responsible for facilitating village and on- mountain event components; creating event - specific advertising and collateral to drive participation and attendance; acting as a liaison between marketing and other intra -resort departments, and event organizers; grew Copper's end -of- season spring event (Sensation) over a three year period from a one - weekend event attended by 500 people to a three- weekend festival with an attendance of over 15,000 people and increasing the resort's overall revenue contribution by 204% from 2002 to 2003 and 94% from 2003 to 2004; assisted in a successful bid for the nationally televised 2005 Gravity Games. Communications Coordinator - Copper Mountain Resort June 2001 —October 2003 Supported Copper Mountain's organizational objectives by ensuring consumer awareness of the resort through public relations efforts. These included development and implementation of annual PR plan designed to complement long and short -term marketing plans; generating positive media attention by regularly communicating with local, regional, national and international media; facilitating media visits and planning FAM trips; planning and coordinating publicity "stunts"; writing and distributing press releases; producing a biannual media kit; implementation of an extensive video distribution system and managing crisis communications when necessary. Marketing/Promotion Coordinator - Mountain Sports Media November 2000 — June 2001 Boulder, Colorado Responsible for logistical and on -site aspects of promotional programs for three nationally distributed skiing publications (Ski Magazine, Skiing Magazine and Freeze Magazine). Managed on -site staff for promotional programs on behalf of national advertisers, placed local print and radio advertising for events, planned marketing/promotional strategies for cross- marketed events, as well as served as a liaison between clients, event management companies and host resorts. Supported sales development efforts including integrated marketing programs and new sponsorship opportunities. Pertinent Experience Ski Press Magazine Monthly Columnist — Mountain Girl Fall 2003 — January 2010 Freelance Journalism/Copywriting — Feature articles in Ski Press Magazine (3 -pan series on the X Games) Winter 2003104 Feature articles in Copper Mountain Magazine 2003, 2001 Copywriting for new product packaging 2006 Brochure copywriting for Zephyr Mountain Lodge and Winter Park Ski School Winter 2003 Copywriting for The Complete Guide to Frisco Winter 2005 Extensive work and travel in Asia - Pacific Region September 1999 — November 2000 Australia, New Zealand, Fiji, Thailand Cambodia, and Singapore Education University of Colorado, Boulder 1995-1999 Bachelor of Science, School of Journalism and Mass Communication — Advertising Minor — Business Administration Other Activities K2 Skis' T:9 Women's Regional Alliance 2007, 2008 ©anskin Triathlon Competitor 2002, 2003, 2004, 2005, 2006 Summit Mountain Challenge Mountain Bike Series — Competitor - Beginner Women — 1 " Place Overall Summer 2003 - Sport Women — 7' Place Overall Summer 2004 10/5/2010 3 -1 -18 Like nothing on earth. September 20, 2010 Vail Town Council: It is with great pleasure that I am writing to recommend Beth Pappas be appointed to the Commission on Special Events (CSE). As a friend and colleague of Beth, I believe she is highly qualified to be a member of the CSE. Her knowledge of event planning and promotion from her past experience in Public Relations at Copper Mountain to her present work with the Vail Recreation District will be a valuable asset to the CSE. I have full confidence that she will be an active participant on the committee and in the community while bringing new insight to the town of Vail's event strategy. It is without reservation that I recommend her to you. If you have any questions, please do not hesitate to contact me at 754 -3032 or krichardsonCcD-vailresorts.com Sincerely, L_ Katie Richardson Marketing Manager, Vail Mountain 10/5/2010 3 -1 -19 "` NU VAIL RECREATION D I S T R I C T 700 S. Frontage Road East Vail, Colorado 81657 970.479 2279 September 20, 2010 f 970.479.2197 www.voilrec.com Vail Town Council: I am writing to recommend Beth Pappas be appointed to the Commission on Special Events (CSE), As a previous employee of the Vail Recreation District W. calf Ctua {VRD}, I believe she is highly qualified to be a member of the CSE. During her 1778 Vail Volley Drive employment with the VRD, Beth was responsible for event planning and 479.2260 f 479.2355 management of VRD events, including the mountain bike and running races, Vail Kids Adventure Race and many other projects. She has background C MAINTENANCE knowledge of the town's event permitting process and efforts of CSE to 1278 Voil Valley Drive appropriately fund events that will create vitality in Vail for our visitors and 479.2262 guests. f 479.3451 Beth will be an active participant and tremendous asset to the CSE and i PARK MANJTENANCE recommend her to you without reservation. If you have any questions, please 700 S. Fronloge Road East 479.2457 do not hesitate to contact me at 479 -2461 or mortizCcD-vailrec.com f 479 2197 Sincerely, 1AA T NNIS CENTER A 700 5. Frontage Road East 479.2294 f 479.2197 }OHN A. DoesoN ARENA Mike Ortiz 321 Lionsheod Circle Executive Director 479 2271 Vail Recreation District 1479.2267 VAR YOUM SERVICES 395 E Lionshead C'ircfe 479.2292 f 479.2835 Wt NATURE CENTER 841 Vail Valley Drive 479.2291 f 479.3459 VAIL GyMNAsncs 545 N. Frontage Road West 479.2287 f 479.2286 AMT & YOMM SPORTS 700 S. Frontage Road East 479.2280 f 479 2281 Or visit us on the web al. www.voilrec. corn 10/5/2010 3 -1 -20 AiO vala vary PRRT11ER5HIP Town of Vail 75 S. Frontage Road Vail, CO 81657 Vail Town Council Members, It is with great pleasure that I offer this recommendation for Beth Pappas to serve on the Commission on Special Events on behalf of the Town of Vail. I have personally known and worked with Beth in a variety of endeavors for over 15 years and highly recommend her for the open position on the Commission on Special Events. Beth has a strong background in marketing, public relations and event production through her work experience at Copper Mountain and the Vail Recreation District. Beth also has a deep understanding of the logistical & procedural requirements to host a special event within the Town of Vail. In addition to her marketing, public relations and event management experience, Beth will bring fresh perspective to the CSE. I have found her to be hard working, professional and understanding of how to work with (and on) a volunteer board. The marketing & public relations experience is a great skill set for a CSE board member and her experience running events such as the VRD Mountain Bike Series is a wonderful additional benefit. In closing, I encourage the Vail Town Council to select Beth Pappas to the CSE. Please do not hesitate to contact me with any questions you may have. Thank you Chris Romer Executive Director Vail Valley Partnership (970) 477 -4016 cromer@visitvailvalley.com 0.0. Box 1130 Yai[, CO 81659 rat FawrOt Road Suite 24 Ryon to 8162Q 10/5/2010 OFf;re u►wW. ursitvailvalley.com 3 3 -1 -21 t Beth Jahnigen Pappas 7134 Ryan Gulch Rd. Silverthorne, CO 80498 bethjahnigen@comeast. net 970.471.5352 Summary of Qualifications • Ten years of professional experience in public relations, marketing, advertising, communications, media relations, events, promotions and publishing. • Accomplished in handling multiple projects from inception to completion within deadlines and budgets. • Excellent writing, communication, interpersonal and project management skills. Professional Experience Senior Account Service Manager — Peeples Ink PR, Ltd. September 2010 — Present Vail, Colorado Responsible for development and implementation of strategic communication plans for clients in both the public and private sector on a yearly basis. Crafts a variety of communications documents including client briefs, new business proposals, news releases, media pitches, media alerts, industry /trend/competitive analyses, research reports, key messages/talking points, electronic press kits, presentations, etc. Creates and maintains relationships with local, regional and national media: long- lead/short -lead consumer publications, online outlets and broadcast media as well as plans, coordinates and hosts onsite and in- market media events. MTB Race Director /Sports Coordinator — Vail Recreation District April 2009 — September 2010 Vail, Colorado Race Director for the Vail Beaver Creek Mountain Bike Race Series. Responsibilities include all planning and execution of the series including sponsorship acquisition, advertising, permitting, onsite logistics and community liaison. During the two -year period, adult participation increased 38% and youth participation increased 114 %. Sponsorship revenue also increased 89% over 2009. Additional duties include planning and overseeing adult and youth sports camps and leagues as well as special events including the inaugural 2010 Vail Kids Adventure Race. Freelance Marketing & Public Relations Consultant May 2007 - Present Marketing and public relations strategy and execution, copywriting, media outreach and representation on behalf of clients including Optic NervelMountain Shades, Inc; Public Relations & E- Marketing Manager — Factory Design Labs November 2005 — May 2007 Denver, Colorado Responsible for all public relations and digital marketing communication for Factory Design Labs and select clients including Brine, Palmer Snowboards, Optic Nerve Sunglasses and Boa Technology. Directly responsible for all PR and E Marketing activities for each account, including strategic planning and execution; content development and creative direction of collateral production; establishing and maintaining relationships with key journalists on behalf of the agency and my clients; media list building and maintenance; copy writing and distribution of HTML newsletters and press release, tracking and measurement. Also involved in new business development, presentations and creation of strategic alliances. Marketing & Events Manager — intrawest Colorado October 2003 — October 2005 Copper Mountain, Colorado Advertising — Supported organizational objectives by creating and implementing strategic marketing plans to hit sales, visitation and guest satisfaction goals for Front Range, Destination Day /Local and Onsite segments of Copper's target markets, This includes buying print, radio and television media; working with design team and agency on creative execution and copywriting; creating paint -of -sale collateral to support Summit County Sales Team; producing onsite collateral including a resort guide, village map and Copper Mountain Magazine. Youth Marketing - Created and implemented progressive, layered marketing campaign targeted at the 13 - 24 year old demographic. Components included assisting in the branding of Copper's Park & Pipe program; creating youth - focused national ad campaign; implementing a Front Range guerilla/shop 10/5/2010 3 -1 -22 Lorelei Donaldson From: Jason Peters <jason @360imc.com> Sent: Tuesday, September 21, 2010 2:03 PM To: Lorelei Donaldson Subject: Re: CSE opening My adress is 5017 M. Gore Dr unit 1 Vail, Co 81657 720.838.8418 Yes my location is out of the Village Store. I also have a desk at the Tivoli. Thanks, Jason Sent from my iPhone On Sep 21, 2010, at 1:40 PM, Lorelei Donaldson < LDonaldson @vaileov.com wrote: > Jason, pie ase send me your physical address and a phone number where > I can reach you. Which Gorsuch retail do you work at...is it in Vail? > - - - -- Original Message---- - > From: Jason Peters [mailto:jason @360imc.com] > Sent: Tuesday, September 21, 2010 1:40 PM > To: Lorelei Donaldson > Subject: CSE opening a > Lorelei, > My name is Jason Peters, Rich TenBraak contacted me this morning about > the opening for the CSE. Sybill told me to get in touch with you, the > problem is I have been traveling all day and do not have acess to my > computer to send you a resume. I am very interested in becoming a > member of the group. I live in East Vail and work for Gorsuch. > Recently I was the marketing manager for the VCBA and several years > before that I held a similar position with the Vail Valley Foundation. > Currently I have been working with Buddy Lazier on his racing > sponsorships. I have been active with many events in Vail and feel > that my experience would be an asset to the CSE. I would like to be > considered for the opening. > Thank you, > Jason Peters 10i5i201b 3 -1 -23 Robert W. (Bob) Ruder 2415 Bald Mountain Road Vail, Colorado 81557 To the Vail Town Council, Please accept this letter as my application for the vacancy on the Commission on Special Events. I am a full time and life time resident of the Town of Vail and the Gore Creek Valley. I raised two children, Trent & Blair, in Vail. For 25 or 30 years I was a building contractor in Vail as well as a Property Manager in the East Vail area. I retired from both about 3 years ago and since have worked part time at the Vail and Lionshead Info. Booths as well as being a part time Independent Realtor with the Vail Board of Realtors. Over the past 40 years I sat on several public boards. My first board was Gore Valley Water District in the 70's. For the next 2 plus decades I worked to consolidate the 5 water districts in the valley into one, then to merge the water and san. district. During that period the board also secured our water rights for the Town of Vail and snow making on Vail Mountain. In the late 60 I was a volunteer fireman in Vail and stayed with the Fire District as a board member and was the president of the board when we merged the fire district into the Town of Vail. I sat on the Vail Recreation District board for 8 years and served as board chairman for several years. With time to serve again I have my eye on the Special Events Committee. It is apparent when you live here how important special events are to our community. They can be large events like the Teva games or small half day events like car shows. They all bring people to our town and often during the off season when our shops, restaurants, and lodges have availability. I think we need to continue to work on our Summer business and I believe that special events play an important part. I always find myself in the Village and Lionshead during the many events and know that I would like to be a part of that planning. Regards, 10,5,2010 3 -1 -24 Robert W. (Bob) Ruder 2415 Bald Mountain Road Vail, Colorado 81657 H. 970- 476 -0609 C. 970- 390 -0609 bo bruderi ii% a i l rcr_ \ ahoo.coili FAMILY Trent Ruder Blair Ruder WORK: Ruder & Associates Real estate Broker Vail, Colorado Vail Info Center Inc Vail & Lionshead Information Booths Vail, Colorado PAST SERVICE Over 2 decades on the local Water & Sanitation Districts Gore Valley Water District Bighorn Water District Vail Water District Vail Water & Sanitation District Vail Town Council Vail Recreation District Vail Fire District. 10/5/2010 3 -1 -25 September 20, 2010 Lorelei Donaldson Town Clerk 75 S. Frontage Road Vail, CO 81657 Dear Lorelie: I am writing to express my interest in the vacated seat on the Town of Vail's Commission on Special Events. I've been a property owner and resident of Vail since 1989. As a journalist who has extensively covered the ski industry and the resort environment for both national and international titles, I have an intimate understanding of the unique opportunities that resort towns have to host world -class events for residents and visitors alike. I also have a lengthy personal history of producing and promoting complex events. These include creating and executing Colorado's First big- mountain freeride series held from 2000 to 2001 at Berthoud Pass ski area and from 2002 to 2004 at Snowmass Ski Resort. In this role I oversaw marketing, promotions, media relations, event safety and venue security as well as sponsorships. in 2004 l created and still organize the largest skiing event in New Mexico. The New Mexico Extreme Freeriding Championships at Taos hosts over 100 athletes From across North America as well as countries From Austria to japan, and attracts more than 1000 spectators on the championship day. I developed the concept for this event and as founder and Chief of Race, work closely with Taos' senior staff to manage all Facets of the event From logistics to media relations to event safety to sponsorships. Finally, as a former member of Freeskier Magazine's editorial staff, l ran that title's ski testing From 2004 to 2007, overseeing venue selection, sponsorships, athletes, and the production of Freeskier's 200 page Buyer's Guide for Freeskier's annual ski test week. Currently I work with several action sports brands on marketing, communications and events in a consultant role, including Avon based Liberty Skis, for whom 1 create targeted media and marketing events. I would appreciate it if you and the members of the Commission on Special Events consider me for the vacancy. Please Find attached a copy of this letter as well as a copy of my current resume. Regards Tom Winter 4049 B Lupine Vail, CO 81657 303 - 525 -7767 10/5/2010 3 -1 -26 Tom Winter 4094 B Lupine Dr. Vail, Co 81657 tom @tomwintermedia.com tomwintermedia.com 2009 - Present Managing Partner - The Carve Collective • Founding member of creative group providing design and event management services to clients in the snowsports industries. • Oversees a[1 sales, marketing and public relations for the group. • Develops and executes new business strategies. • Assists with client deliverables, from build out of trade show booths to print creative. • Current clients include Kastle Skis, Neve, Sweaters with a Twist. 2003 -2009 Freeskier Magazine - Senior Editor, Managing Editor, Editor at Large • A variety of senior positions held at the brand. • Oversaw the total redesign of the magazine as Managing Editor. • Assisted with the total redesign and relaunch of freeskierxurn including the conceptual development of Freeskier TV, the video component of the site. • Extensive creation of content for both the print and web components of the brand including over 250 stories, photos and videos for the digital portal of the brand from 2007 - 2009. • Budget management and staff management. • Assisted sales staff in developing relationships across the industry to maximize brand revenues. • Edited both freelance and staff contributions, • Oversaw production schedules and coordinated printing of title. • Managed Freeskier's big - mountain ski test. • Developed and edited concept issues including Buyer's Guide, Photo Annual and travel issue. 2006- 2009 Saminfo.com (Ski Area Management Magazine) - Correspondent • Primary content creator for saminfo.rom. • Developed feature story content for the site, obtained photography= and other visual content and oversaw day -to -day news coverage of the ski industry. • Assisted with web strategy and development of digital media platform. • Produced additional content for the print outlet including renta[ buyer's guide, feature and news stories. 1998 -2001 Apex Magazine - Publisher • Oversaw all aspects of brand development, budget and finance control, marketing, management of content and management of distribution. • Edited title, coordinated freelance and staff contributions. • Spearheaded launch of apexmag.com, oversaw all aspects of site development from content to hosting. • Managed advertising sales and client relationships. 1999 -2001 GravityGames.com/Gravity Magazine - Senior Editor • Responsibilities included all facets of management and creation of digital content for GravityGames.com from freelancer contributions to staff writing. • Managed live feeds and real time coverage of the Gravity Games via the Grav4Games.com portal during events. 10/5/2010 3 -1 -27 - Editor, Gravity Magazine. A one -off creation to support NBC's summer and winter gravity games, this title had a print run of over 100,000. Duties included all facets of editorial production, photo editing, coordination of freelancers, budget control, etc. Editorial Positions (continued) 19%-1999 Freeze Magazine - Managing Editor, Editor at Large • Assisted with founding and launch of Freeze Magazine. • Managed all aspects of editorial department including budgets, staffing, freelance contributors, etc. • Development of freeze.com, the magazine's web portal. • Wrote and photographed stories for both print and digital components of the brand. 1996-1998 Vertical Magazine - Managing Editor • Responsibilities included ail facets of editing, photo editing, budget management, coordination of freelance contributors, etc. for a full color, nationally distributed quarterly focusing on action sports with a circulation of approximately 20,000 copies per issue. Consulting and Event Production 2008 - Present Liberty Skis - Marketing and Public Relations • point person for all Liberty Ski marketing and public relations efforts. • Copywriting for all print marketing materials from advertisements to catalogs. • Staff photographer for brand. • Graphics and design for brand including 2008 and 2009 national advertising campaigns, promotional materials and more. - Developed and executed media relations strategy that has resulted in more than $100k worth of organic, authentic media coverage of brand since 2008. 2004 - Present New Mexico Extreme Freeride Champs, Taos, NM - Chief of Race • Created New Mexico's largest skiing event, hosted at Taos. • Oversees public relations, media credentials, venues, event safety, judging, sponsorships and athlete relationships with the assistance of Taos' ski area staff. • Manages digital content creation including the development of live event feeds via the intemet and breaking news coverage from event. ■ This three -day big- mountain skiing event is the largest skiing competition in New Mexico, attracting more than 144 athletes from around the globe each year. 2003- 2004 Vail Resorts - Parkology • Created Parkology for the Beaver Creek Ski School, an innovative program for young snowboarders and skiers that emphasizes terrain park riding and fun competition while also teaching park protocol and safety. ■ Parkology named "Best Freestyle Terrain Safety Program" by the National Ski Area Association in 2006. 2000 -2004 Colorado Freeride Series and Championships - Chief of Race 10/5/2010 3 -1 -28 • Founder of this event, which was first held at Berthoud Pass and later moved to Aspen due to the closure of Berthoud. • (h•ersaw all venues, event safety, judges and athlete relationships, sponsorship and media relationships for event. • This event was the first extreme skiing and snowboarding series in North America, attracting over 2000 spectators per rear and regularly selling out available entry spaces (120 competitors x 3 events). 1998 Nissan Automotive - X -Terra • Assisted The Designorv, Nisson's creative agency of record, with building authentic branding and promotional materials for the launch of Nissan's X- Terra SUV. Freelance Positions 1994 -2003 Powder Magazine - Senior Contributor (freelance) • Freelance feature writer and photographer for one of North America's top skiing publications. Also contributed product reviews, special travel sections and regional news coverage to the title. 1995-1999 Bike Magazine - Contributing Editor (freelance) • Feature writing, news coverage, product reviews and photography for Bike. Freelance Clients Fast and present freelance clients include the following magazines, newspapers and businesses: Fa11Line Magazine (UK), Document Magazine (U K), Skier Magazine (Canada), Xtreme Magazine (Australia), Ski Magazine (US), Skiing Magazine (US), frequency Magazine (US), Hocked on the Outdoors (US), 5280 Magazine (US), The I.os Angeles Times, The Denver Post, The Vail Daily, The Outdoor Industry Association, Ovo Helmets, Cloudveil Clothing, Fate Clothing, Valdez. Helicopter Skiing, Vail Resorts, The Aspen Skiing Company, Eldora Ski Resort and Colorado Ski Country USA. Education 2007 - Certificate of Completion (Final Cut Pro), Art Institute of Colorado 1989 - Graduate Studies, Cultural History, University of York, England 1987 - B.A., l listory, University of Puget Sound, Tacoma, Washington Awards (photo) 2010 - Hirsch Award for Photography, National Association of Snowsports Journalists 2005 - Second, Lifestyle, Colorado Ski Country USA Durrance Awards 2003 - Finalist, Water /ice, 2003 Teva Mountain Games A portfolio of published work is available for review upon request. 10/5/2010 3 -1 -29 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: PEC /DRB Update PRESENTER(S): Warren Campbell ATTACHMENTS: September 15, 2010 DRB Meeting Results September 27, 2010 PEC Meeting Results 10/5/2010 DESIGN REVIEW BOARD AGENDA PUBLIC MEETING September 15, 2010 T�#W OV�Ajl Council Ch ambers 41fr1Y 75 S. Frontage Road - Vail, Colorado, 81657 PROJECT ORIENTATION 1:00pm MEMBERS PRESENT MEMBERS ABSENT Tom DuBois Pete Dunning Brian Gillette Rollie Kjesbo Libby Plante SITE VISITS 1. Vail Golf Course — 1778 Vail Valley Drive 2. Lodge Tower — 200 Vail Road 3. Four Seasons Concierge — 227 Wall Street 4. Solaris — 141 East Meadow Drive 5. Alphorn — 121 West Meadow Drive 6. Helm Residence — 2317 Garmisch Drive 7. Reiss Residence — 1784 Matterhorn Circle PUBLIC HEARING — TOWN COUNCIL CHAMBERS 3:00pm 1. Lodge Tower DRB100399 / 5 minutes Bill Final review of a sign application (business identification) 200 Vail Road /Lots ABC, Block 5C, Vail Village Filing 1 Applicant: Lodge South Association, represented by Mike Cavataio ACTION: Tabled to October 6, 2010 MOTION: Gillette SECOND: Kjesbo VOTE: 5 -0 -0 2. Vail Recreation District DRB100366 / 15 minutes Bill Final review of new construction (lightning shelters) 1778 Vail Valley Drive /Unplatted & Tract E, Vail Village Filing 7 Applicant: Vail Recreation District, represented by Scott O'Connell ACTION: Approved MOTION: Kjesbo SECOND: Plante VOTE: 3 -2 -0 (Dunning & Gillette opposed) CONDITION(S): 1. The applicant shall construct the lightning shelter walls with stucco to a height of 48 inches and board -on -board wood siding above. 2. This approval is contingent upon the applicant obtaining Planning and Environmental Commission approval of a conditional use permit for the lightning shelter. Pa g e 1 10/5/2010 4-1-1 3. De Corato DRB100424 / 10 minutes Bill Final review of a sign (business identification) 141 East Meadow Drive (Solaris) /Lot P, Block 5D, Vail Village Filing 1 Applicant: Giuseppe De Corato, represented by Michal Suman Architects ACTION: Approved MOTION: Gillette SECOND: Kjesbo VOTE: 5 -0 -0 4. Alphorn DRB100446 / 10 minutes Bill Final review of a minor exterior alteration (railings) 121 West Meadow Drive /Lot D2, Vail Village Filing 2 Applicant: Alphorn Home Owners Association, represented by NETT Designs ACTION: Approved MOTION: DuBois SECOND: Gillette VOTE: 5 -0 -0 CONDITION: 1. The applicant shall paint the soffit of the building to match the new deck railing color. 5. Four Seasons Concierge DRB100416 / 15 minutes Bill Final review of a minor exterior alteration (stairs, ramp) 227 Wall Street / Lot C, Block 5C, Vail Village Filing 1 Applicant: HB Development Co., TJ Brink ACTION: Tabled to October 6, 2010 MOTION: Gillette SECOND: DuBois VOTE: 5 -0 -0 6. Reiss Residence DRB100442 / 15 minutes Warren Final review of a minor exterior alteration (fence) 1784 Matterhorn Circle /Lot 3, Vail Village West Filing 2 Applicant: Helmut Reiss, represented by Walter Ammann ACTION: Tabled to October 20, 2010 MOTION: Gillette SECOND: DuBois VOTE: 5 -0 -0 7. Helm Residence DRB100430 / 15 minutes Rachel Final review of a minor exterior alteration (landscaping) 2317 Garmisch Drive /Lot 20, Block H, Vail das Schone Filing 2 Applicant: Fonya & Neil Helm, represented by Samura and Associates ACTION: Approved with condition(s) MOTION: Gillette SECOND: Plante VOTE: 5 -0 -0 CONDITIONS: 1. The applicant shall grind the existing stumps down to a maximum of one inch above grade. 2. The applicant shall install a drip irrigation system for a minimum of two years after tree installation. 8. Matt Inden Photography DRB100443 / 10 minutes Rachel Final review of a sign (business identification) 531 Lionshead Circle, Unit 14 ( Lionshead Arcade) /Part of Lot 3, Block 1, Vail Lionshead Filing 1 Applicant: Matt Inden ACTION: Approved with condition(s) MOTION: DuBois SECOND: Kjesbo VOTE: 5-0-0 CONDITION: 1. The applicant shall utilize naturally textured synthetic material with Staff providing final approval of material. Page 2 10/5/2010 4-1-2 9. Solaris DRB100375 / 20 minutes Warren Final review of changes to approved plans (boulders) 141 East Meadow Drive /Lot P, Block 5D, Vail Village Filing 1 Applicant: Solaris Property Owner, represented by Suman Architects ACTION: Approved with condition(s) MOTION: Gillette SECOND: Kjesbo VOTE: 5 -0 -0 CONDITION: 1. The applicant shall obtain a Right -of -Way Permit to perform the work in the Town's right -of- way prior to beginning work. 2. The applicant shall complete a Revocable Right -of -Way permit with the Public Works Department no later than three days after the completion of the boulder installation. 10. Ribiero Residence DRB100252 / 10 minutes Rachel Final review of a minor exterior alteration (trash enclosure) 1479 Aspen Grove Lane /Lot 2, Lions Ridge Filing 4 Applicant: Pedro Ribiero ACTION: Tabled to October 6, 2010 MOTION: Gillette SECOND: Kjesbo VOTE: 5 -0 -0 STAFF APPROVALS Erik Stahl DRB090618 Rachel Final review of a sign application (business identification) 616 West Lionshead Circle, Unit 206(Concert Hall Plaza) /Vail Lionshead Filing 4 Applicant: Erik Stahl Allen Residence DRB100340 Bill Final review of changes to approved plans (windows) 965 Fairway Drive /Lot 1, Vail Village Filing 10 Applicant: Larry & Lori Allen, represented by Berglund Architects Sullivan Residence DRB100390 Warren Final review of a minor exterior alteration (roof, skylights, deck) 2645 Larkspur Lane /Lot 3, Block 2, Vail Intermountain Applicant: Sheila Sullivan McCluer Residence DRB100395 Warren Final review of a minor exterior alteration (landscaping) 1090 Vail View Drive, Unit 14 (Telemark Townhomes) /Lot B1, Block B, Lions Ridge Filing 1 Applicant: Frank McCluer Stevinson Residence DRB100396 Warren Final review of an addition (storage closet) 4800 Meadow Drive, Unit #3 (Riverbend) /Unplatted Applicant: Paul Stevinson, represented by Julie Spinnato Kemp Residence DRB100401 Rachel Final review of changes to approved plans (deck railings) 1379 Westhaven Circle /Lot 2, Glen Lyon Subdivision Applicant: Gwathmey Pratt Shultz & Lindholm Pa e 3 10i5iz0i� 4 -1 -3 Rams Horn DRB100402 Warren Final review of changes to approved plans (chimney shrouds) 416 Vail Valley Drive /Lot A, Block 3, Vail Village Filing 5 Applicant: Rams Horn Condominium Association, represented by Fritzlen Pierce Johnson Residence DRB100403 Rachel Final review of a minor exterior alteration (landscaping) 375 Mill Creek Circle /Lot 17, Block 1, Vail Village Filing 1 Applicant: Elizabeth Johnson, represented by Neils Lunceford Lyons Residence DRB100404 Rachel Final review of an addition (dining room) 4415 Bighorn Road, Unit 1 (Victorians at Vail) /Lot 2, Block 3, Bighorn Subdivision T Addition Applicant: Gary Lyons Caldwell Residence DRB100406 Warren Final review of a minor exterior alteration (re- paint) 5074 Main Gore Drive /Lot 5, Vail Meadows Filing 1 Applicant: W. Paul Caldwell Becker Appointment Trust Residence DRB100409 Warren Final review of a minor exterior alteration (landscaping) 4026 Lupine Drive /Lot 13, Bighorn Subdivision Applicant: Becker Appointment Trust, represented by A Cut Above Forestry DeRoulet Residence DRB100411 Warren Final review of a minor exterior alteration (re -roof) 1042 Eagles Nest Circle /Lot 2, Block 1, Vail Village Filing 8 Applicant: Daniel DeRoulet, represented by Bauer Home Improvement Angelovich Residence DRB100413 Rachel Final review of changes to approved plans (landscaping) 725 Forest Road /Lot 6, Block 2, Vail Village Filing 6 Applicant: Michael Angelovich, represented by Beth Levine Deevy Residence DRB100417 Warren Final review of a minor exterior alteration (landscaping) 736 Forest Road /Lot 11, Block 1, Vail Village Filing 6 Applicant: Brian Deevy, represented by BCL Tree Services Kruszewski Residence DRB100420 Bill Final review of changes to approved plans (stone veneer) 1575 Aspen Ridge Road /Lot 4, Block 4, Lion's Ridge Filing 1 Applicant: Ron Kruszewski, represented by Bryan Johnson Parris Residence DRB100421 Warren Final review of a minor exterior alteration (re -roof) 298 Rockledge Road /Lot 16, Block 7, Vail Village Filing 1 Applicant: Will Parris, represented by Mike Reed Pa e 4 10/5/2016 4 -1 -4 Allen /Vestal Residence DRB100425 Warren Final review of a minor exterior alteration (re -roof) 4394 Streamside Circle /Lot 9, Bighorn Subdivision 4 th Addition Applicant: Charles & Amy Allen, Don & Becky Vestal, represented by Randun's Siding Sandstone 70 DRB100426 Warren Final review of a minor exterior alteration (windows) 905 Red Sandstone Drive /Unplatted Applicant: Sandstone 70 Owners Association, represented by Dan McNeill Kneser Residence DRB100427 Tom Final review of a minor exterior alteration (landscaping) 4173 Spruce Way, Unit B /Lot 11 B, Block 9, Bighorn Subdivision 3 d Addition Applicant: James & Sally Kneser, represented by A Cut Above Forestry Gorsuch Residence DRB100428 Warren Final review of a minor exterior alteration (landscaping) 1193 Cabin Circle /Lot 4, Block 2, Vail Valley Filing 1 Applicant: David Gorsuch Sandstone 70 DRB100429 Warren Final review of a minor exterior alteration (repaint, decks) 905 Red Sandstone Drive /Unplatted Applicant: Sandstone 70 Owners Association, represented by Dan McNeill Worth Homes DRB100431 Bill Final review of a sign (business identification) 141 East Meadow Drive /Lot P, Block 5D, Vail Village Filing 1 Applicant: Worth Home, represented by Craig Cohn Mitchell Residence DRB100432 Rachel Final review of a minor exterior alteration (re -roof) 1799 Sierra Trail /Lot 17, Vail Village West Filing 1 Applicant: Gloria Mitchell, represented by Robinson Mitchell & Associates Highum Residence DRB100433 Rachel Final review of a minor exterior alteration (re -roof) 1773 Lion's Ridge Loop /Lot 1, Block 3, Lion's Ridge Filing 2 Applicant: Jana Highum & Gary Keogh, represented by Arapahoe Roofing Spurway Residence DRB100434 Warren Final review of a minor exterior alteration (landscaping) 5166 Gore Circle /Lot 4, Block 2, Bighorn Subdivision 5 th Addition Applicant: Richard Spurway Spurway Residence DRB100435 Bill Final review of a minor exterior alteration (gutter) 5166 Gore Circle /Lot 4, Block 2, Bighorn Subdivision 5 th Addition Applicant: Richard Spurway Pa-- 5 10/5/201 4 -1 -5 Montaneros DRB100436 Bill Final review of a minor exterior alteration (roof) 641 West Lionshead Circle /Lot 8, Block 1, Vail Lionshead Filing 3 Applicant: Montaneros HOA, represented by Carrie Henderson Northwoods Condominium Association DRB100437 Tom Final review of a minor exterior alteration (landscaping) 600 Vail Valley Drive /Unplatted Applicant: Northwoods Condominium Association, represented by A Cut Above Forestry Red Sandstone Creek DRB100444 Rachel Final review of a minor exterior alteration (re -roof) 955 Red Sandstone Road /Lot D, Lion's Ridge Filing 1 Applicant: Red Sandstone Creek Association, represented by Michelle Rampelt Pollack Residence DRB100445 Rachel Final review of a minor exterior alteration (windows) 4031 Bighorn Road, Unit 91 (Pitkin Creek Park) /Unplatted Applicant: Susan Pollack The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479 -2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479 -2356, Telephone for the Hearing Impaired, for information. Page 6 10/5/2010 4-1-6 PLANNING AND ENVIRONMENTAL COMMISSION MEETING RESULTS September 27, 2010 at 1:00pm nWN0FYAli+ TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT David Viele Tyler Schneidman John Rediker Bill Pierce Luke Cartin Henry Pratt Michael Kurz 30 minutes 1. A request for the review of a conditional use permit pursuant to Section 12 -9C -3, Conditional Uses, Vail Town Code, to allow for the construction of active outdoor recreation areas, facilities, and uses (lightning shelter), generally located at the #3 green of the Vail Golf Course /Tract E, Vail Village Filing 7; and setting forth details in regard thereto. (PEC100044) Applicant: Vail Recreation District, represented by Scott O'Connell Planner: Bill Gibson ACTION: Approved MOTION: Kurz SECOND: Cartin VOTE: 3 -1 -1 ( Viele opposed, Pratt recused) Henry Pratt recused himself due to a conflict of interest. Bill Gibson made a presentation per the Staff memorandum. Scott O'Connell of the Vail Recreation District made a brief presentation regarding the project and noted that the efforts the VRD has made to work with the adjacent homeowners including the proposed removal of the shelters walls. Commissioner Kurz asked O'Connell how the proposed lightning shelter locations were selected and noted that similar shelters are common at many golf courses. O'Connell responded that lightening is a significant concern for guest safety and as a result, lightening shelters are an important improvement to the course. He noted that several alternative locations were considered for the lightning shelter. Mike Ortiz, Executive Director of the VRD, added that there are over 25,000 rounds of golf are annually played at the Vail Golf Course and lightening shelters would improve player safety. The VRD will be proposing additional future lighting shelter sites based upon the recommendation of the golf course architect. Commissioner Rediker asked if architectural changes based upon neighbor concerns would result in changes to the size of the shelter. O'Connell responded that the shelters would be reduced in size from 18'x18' to 16'x16'. Commissioner Cartin asked if there are utilities, lighting and other aspects to the shelters. O'Connell responded that there are no utilities or lights associated with the structure. Pa e 1 10/5/210 4 -2 -1 Ned Gwathmey, representing adjacent property owners Johnson and McIntyre, stated that the proposed shelter will be visible and closely located to the neighbor's homes. He noted that the proposed shelter will create an attractive nuisance that could be used for other purposes than shelter from lightning. They requested that the VRD pursue an alternate location such as one closer to the Hole #3 tee box or elsewhere. Bill McIntyre, neighbor on Hornsilver Circle, stated that he has lived in this location for a long time and has a great relationship with the VRD. He stated the shelter will create a nuisance due to its proximity to his house and to the road. He said alternative locations including the tee box at Hole #3 or on the other side of the road at Hole #4 would be more appropriate. He stated he is not against the concept of lightning shelters, but hopes for a better location. Jim Weir, of Sherman and Howard, LLC, is a representative of the Mclntyres and the Johnsons. He stated that the shelter should be located in a place that minimizes impacts to neighbors. Ned Gwathmey stated that he lives on the Arrowhead Golf Course at the Country Club of the Rockies. He said lightening shelters at that course are far from homes. He then distributed an email from Scott O'Connell outlining changes to the shelter design. Commissioner Kurz asked Scott O'Connell about the potential nuisance issue at other shelters and this shelter. O'Connell responded that he met with the Vail Police to discuss potential issues with this type of shelter. He stated that Vail Police although Vail Police do not have current issues with criminal behavior in this area, they would monitor the proposed shelter, Commissioner Rediker asked what considerations were given to move the structure to other locations, such as the Hole #3 hole tee box or Hole #4. O'Connell stated that there were three alternate locations that were studied. He said that placing the structure near the tee boxes would eliminate much needed tee box area. He said other areas did not provide ADA access without adding new elements such as ramps. He also stated the VRD looked at the area west of the #3 tee box, but this area was eliminated as an option since the shelter would not be apparent to passing golfers. Locations at #4 were eliminated because potential locations since the structure would be in the range of play. He stated that there are more homeowners impacted with structure at Hole #4. He stated that guest safety is the number one concern of the VRD. Commissioner Rediker asked if opening up the structure would reduce effectiveness of the shelter for guests. O'Connell responded that while guests might get rained on, they would be protected from lightening with an open shelter. Commissioner Viele asked where other shelters were located. He stated that there could be other locations further from the road that would better protect people while not attracting kids. He suggested a location near Hole #8. O'Connell responded that any location on Hole #8 would be in play and would disrupt the ease of golfing on the adjacent holes. Ortiz added that the average age of Vail Golf Course golfers is 55 and easy access and ADA compliance are important. Pa e 2 10/5/210 4 -2 -2 Commissioner Viele asked what percent of golfers are driving carts. Ortiz responded that approximately 40% of golfers are driving carts. Ned Gwathmey added that the proposed lightning shelter could be moved to a different hole. Ortiz responded that the key to a useful lightning shelter is visibility for golfers. He said kids who are partying are going to go where they are not visible and not in this shelter near the road. Commissioner Kurz commented that he understands the concerns of the neighbors, but any improper activities could quickly be resolved with a single phone call to the VRD or police. He noted that the VRD had done great due diligence on this proposal. 20 minutes 2. A request for review of a variance from Section 12 -6F -6, Setbacks, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for an addition within the side setback, located at 1817 Meadow Ridge Road, Unit 6 /Lot 21, Buffehr Creek Subdivision, and setting forth details in regard thereto. (PEC100040) Applicant: Robert Boymer Planner: Rachel Friede ACTION: Tabled to October 11, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 30 minutes 3. A report to the Planning and Environmental Commission on an administrative determination, pursuant to 12- 3 -3(A), Administrative Actions, Vail Town Code, regarding the ability of a property owner to establish a development site comprised of multiple lots of record, portions of a lot of record, a combination of lots of record or portions thereof, or a parcel of land described by metes and bounds, without the review of a subdivision pursuant to the provisions of Title 13, Subdivision Regulations, Vail Town Code. Applicant: Town of Vail Planner: Warren Campbell ACTION: MOTION: SECOND: VOTE: Warren Campbell made a presentation per the Staff memorandum. Mery Lapin stated that he does not want to replat the property so that it is easy for the heirs to his estate to build two new homes on the properties instead of having to subdivide the properties in the future. The proposed configuration of the duplex would allow one half of the duplex to remain while another structure could be built on the other lot with both complying with setbacks. Warren Campbell stated that the proposal has not been reviewed by the Design Review Board. Mr. Lapin added that the project would remove minimal trees. Commissioner Rediker stated his concern that this type of approval of combining platted lots into a development site does not take into account the future impacts. He asked if Staff or the Town Attorney have looked into long -term impacts. Warren Campbell stated that staff has looked at long term impacts and the Town Attorney has participated in these discussions. He said the main concern of staff is how this potentially Pa e 3 10/5/210 4 -2 -3 changes the neighborhood. He said the Design Review Board could use the criteria to deny a structure of this size due to any negative effects on the neighborhood. Commissioner Pratt asked how setbacks could be ignored from a zoning perspective as the structure would cross a shared platted property line. Warren Campbell noted that in some cases, development sites have been established to create setbacks on the perimeter of the combined properties. Commissioner Viele stated that the applicant would be giving up a lot of development potential and this could offset the setback requirement. Warren Campbell stated that a variance would be difficult to support due to a lack of hardship. Commissioner Pratt asked what mechanism allows the Town to vacate the setbacks. Warren Campbell stated that the conglomeration of parcels is administrative and establishes the new "development site ". Commissioner Pratt asked if this allows staff to supersede a platted property line. Commissioner Kurz stated that this process would allow property owners to create their own development sites. He asked if this is strong enough of a process to allow combining lots. Commissioner Rediker stated his concern regarding creating de facto legislation through this determination. Mery Lapin said he wanted to keep the property line for estate planning purposes and to keep the two lots. Commissioner Cartin asked if this type of determination could be limited to a certain district or overall lot size. Warren Campbell stated that any type of limitation to this determination should be codified by creation of new regulations. Commissioner Pratt stated that he doesn't have anything against the proposed design or concept, but he couldn't justify the elimination of setbacks. Commissioner Kurz stated that there are holes in the Vail Town Code that perhaps should be addressed for procedural purposes. Mery Lapin stated that he loses development potential by combining the lots. Commissioner Kurz stated that reduction in GRFA is positive. Warren Campbell stated that there are two options- call up the administrative determination or confirm staff's administrative determination. Commissioner Rediker asked if the PEC could approve a variance versus a blanket approval of creation of development sites. Pa e 4 10/5/210 4 -2 -4 Warren Campbell asked Matthew Mire, Town Attorney, if lot lines could be reinstated after a structure would be removed. Matt Mire, Esq. responded that a resubdivision would need to occur, although he said other attorneys could have another opinion. Commissioner Pratt asked what mechanism allows the vacation of setbacks. Warren Campbell stated that all other examples have plat notes that state a development site has been established. Matt Mire, Esq. added that a combination of properties could occur by a property owner to create a site. Warren Campbell said that if the PEC wants to discuss this to a greater degree, the item needs to be called up. Commissioner Rediker asked what finding #1 in the memorandum means. Matt Mire added that this process to combine lots for the purpose of creating a development site are within the regulations of Titles 12 and 13. The Planning and Environmental Commission choose to affirm staff's administrative determination. 30 minutes 4. A request for a recommendation to the Vail Town Council on prescribed regulation amendments to Title 11, Sign Regulations, Vail Town Code, pursuant to Section 11 -3 -3, Prescribed Regulations Amendment, Vail Town Code, to establish regulations for ski yard base area signage, and setting forth details in regard thereto. (PEC100041) Applicant: Town of Vail Planner: Rachel Friede ACTION: Recommendation of approval MOTION: Kurz SECOND: Pratt VOTE: 4 -0 -1 (Carlin recused) Commissioner Cartin recused himself due to a conflict of interest. Rachel Friede made a presentation per the staff memorandum. Commissioner Kurz stated that what was being proposed was appropriate for the ski yards. Commissioner Rediker inquired as to seasonal and restaurant advertising in the ski yard. Commissioners Viele and Pratt expressed their support. 5 minutes 5. A request for the review of a conditional use permit, pursuant to Section 12 -9C -3, Conditional Uses, Vail Town Code, for a public building and grounds, to allow for the construction of a new structure to replace the Lionshead Parking Structure Auxiliary Building to provide guest related facilities, located at 395 South Frontage Road West/Lot 1, Block 2, Vail Lionshead First Filing, Lot 3, A Resubdivision of Lot 1, Block 1, Vail Lionshead Second Filing, and East Lionshead Circle rights -of -way, and setting forth details in regard thereto. (PEC100042) Applicant: Town of Vail, represented by Tom Braun Page 5 1015/2 4 -2 -5 Planner: Warren Campbell ACTION: Tabled to October 11, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes 6. A request for final review of conditional use permits, pursuant to Section 12 -71 -5, Conditional Uses: Generally (On All Levels Of A Building Or Outside Of A Building), Vail Town Code, to allow for the development of a public or private parking lot (parking structure); a vehicle maintenance, service, repair, storage, and fueling facility; a ski lift and tow (gondola), within "Ever Vail' (West Lionshead), located at 862, 923, 934, 953, and 1031 South Frontage Road West, and the South Frontage Road West rig ht-of-way/U nplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080063) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Tabled to November 8, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes 7. A request for a final recommendation to the Vail Town Council for a zone district boundary amendment, pursuant to 12 -3 -7, Amendment, Vail Town Code, to allow for a rezoning of properties from Arterial Business District and unzoned South Frontage Road West right -of -way which is not zoned to Lionshead Mixed Use -2, properties known as "Ever Vail' (West Lionshead), located at 953 and 1031 South Frontage Road West and South Frontage Road West right -of -way, (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080061) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Tabled to November 8, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes 8. A request for a final review of a variance from 12- 71 -14, Site Coverage, Vail Town Code, pursuant to Chapter 12 -17, Variances, to allow for additional site coverage below grade, within "Ever Vail" (West Lionshead), located at 934 (BP Site), 953 (Vail Professional Building), 1031 (Cascade Crossing) S. Frontage Road / Unplatted; 862 (VR Maintenance Shop) and 923 (Holy Cross Lot) S. Frontage Road / Tracts A and B, S. Frontage Road Subdivision; 1000 (Glen Lyon Office Building) S. Frontage Road / Lot 54, Glen Lyon Subdivision (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC090035) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Tabled to November 8, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes 9. A request for a final recommendation to the Vail Town Council for a proposed major amendment to Special Development District No. 4, Cascade Village, pursuant to Article 12 -9A, Special Development District, Vail Town Code, to allow for the removal of the Glen Lyon Commercial Site, Development Area D, (Glen Lyon Office Building) from the District for incorporation into the properties known as "Ever Vail' (West Lionshead), located at 1000 S. Frontage Road West/Lot 54 Glen Lyon Subdivision, and setting forth details in regard thereto. (PEC090036) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Tabled to November 8, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes Pa e 6 10/5/210 4 -2 -6 10. A request for a work session on a major exterior alteration, pursuant to Section 12 -71 -7, Exterior Alterations or Modifications, Vail Town Code, to allow for the redevelopment of the area known as "Ever Vail" (West Lionshead), with multiple mixed -use structures including but not limited to, multiple - family dwelling units, fractional fee units, accommodation units, employee housing units, office, and commercial /retail uses, located at 862, 923, 934, 953, and 1031 South Frontage Road West, and the South Frontage Road West rig ht-of-way/U n platted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080064) Applicant: Vail Resorts, represented by Mauriello Planning Group, LLC Planner: Warren Campbell ACTION: Tabled to November 8, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes 11. A request for an amendment to an Approved Development Plan, pursuant to Section 12- 61 -11, Development Plan Required, Housing Zone District, Vail Town Code, to allow for revisions to the required landscape plan and geologic hazard mitigation plan for the redevelopment of the easternmost 5.24 acres of the Timber Ridge Village Apartments; and a request for the review of a variance, from Section 14 -5 -1, Minimum Standards, Parking Lot and Parking Structure Design Standards for All Uses, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for a crossover drive aisle width of less than thirty -feet (30') within the required parking structure, located at 1280 North Frontage Road /Lots 1 -5, Block C, Lions Ridge Subdivision Filing 1,and setting forth details in regard thereto. (PEC100018 /PEC100019) Applicant: Vail Timber Ridge L.L.C. Planner: George Ruther ACTION: Tabled to November 8, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes 12. A request for a final recommendation to the Vail Town Council for prescribed regulations amendments to Title 12, Zoning Regulations and Title 14, Development Standards, Vail Town Code, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to provide regulations that will implement sustainable building and planning standards, and setting forth details in regard thereto. (PEC090028) Applicant: Town of Vail Planner: Rachel Friede ACTION: Tabled to November 22, 2010 MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 5 minutes 13. A request for the review of a conditional use permit pursuant to Section 12 -6H -3, Conditional Uses, Vail Town Code, to allow for a private parking structure (the seasonal leasing of existing private parking spaces), located at 434 South Frontage Road (Lunar Vail) /Lot 1, Resubdivision of a part of Tract D, Vail Village 5 th Filing, and setting forth details in regard thereto. (PEC100043) Applicant: Vail Mountain View Residences on Gore Creek, represented by Jack Hunn Planner: Bill Gibson ACTION: Withdrawn 14. Approval of September 13, 2010 minutes MOTION: Kurz SECOND: Pratt VOTE: 5 -0 -0 15. Information Update 16. Adjournment MOTION: Kurz SECOND: Pratt VOTE: 4 -0 -0 Pa e 7 10/5/210 4 -2 -7 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Please call (970) 479 -2138 for additional information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published September 24, 2010, in the Vail Daily. Pa e 8 10/5/210 4 -2 -8 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Town of Vail Guest Services Enhancement Initiative PRESENTER(S): Suzanne Silverthorn, Kelli McDonald, Greg Hall, Stan Zemler ACTION REQUESTED OF COUNCIL: The Vail Town Council is asked to concur with the Vail Guest Services Enhancement Initiative as a preliminary step and to provide input on the areas of focus outlined in Section II of the memo. The areas of focus will then be incorporated into a draft RFQ /P which will be presented to the Town Council for final review and approval at the Oct. 19 work session. BACKGROUND: As a follow up to the Sept. 7 presentation on the concepts for the highest and best use of the conference center funds, staff has begun to identify a process to advance the Guest Services Enhancement Initiative. The idea involves a comprehensive effort to expand the quality and completeness of the guest experience in Vail, in summer and winter. Initial areas of focus of this effort are proposed to include: new technology solutions; necessary resources and manpower; elimination of duplication of services; addition of complementary services; best -of -breed internal and external training programs; solutions for information dissemination to guests before and at arrival to include wayfinding; analysis of guest patterns and volume at information centers, parking structures, buses and activity centers; infrastructure inventory of information center locations and recommendations relative to enhanced guest experience, capital and operational costs; comprehensive competitive analysis; and consistent metrics for measurement of success.There is recognition that this effort will require outside assistance as staff does not have the capacity to complete this project in- house. Further, staff recommends identifying a firm or firms with truly exceptional vision and experience to fully address the opportunity that presents itself. In light of this goal, staff proposes to develop a Request for Qualifications and Proposal (RFQ /P) that will encourage interest and participation from a wide range of applicants, national and perhaps international. With Council's direction, the goal would be to have a consultant team on board conducting this initiative during the 2011 winter season. STAFF RECOMMENDATION: Provide direction to staff as requested. ATTACHMENTS: TOV Guest Services Enhancement Initiative Memo, 10 -5 -10 MEMORANDUM TO: Town Council FROM: Suzanne Silverthorn, Kelli McDonald, Greg Hall, Stan Zemler DATE: October 5, 2010 SUBJECT: Town of Vail Guest Services Enhancement Initiative I. BACKGROUND As a follow up to the Sept. 7 presentation on the themes and concepts for the highest and best use of the conference center funds, staff has begun to identify a process to advance the Vail Guest Services Enhancement Initiative as presented previously. This memo provides an overview of some initial thoughts generated during the information - gathering conducted earlier and additional input from staff. We will be seeking Town Council direction on this project over the course of the next few weeks as part of the conference center fund reallocation feasibility stage, which has identified "town wide signage /information /guest enhancement system" as one of five themes recommended for additional exploration. Considerations in support of the Vail Guest Services Enhancement Initiative identified previously are summarized as follows: Demonstrated Need The need and opportunity for a major initiative to address guest satisfaction is well- founded. The Vail Town Council identified it as one of the important programs that it wanted to address this year. Further, input obtained from the Vail Community Survey in early 2010 showed strong support from both full -time and seasonal residents for improved guest service. Guest service can provide a major area of differentiation for Vail in an increasingly competitive marketplace, both national and international. Why now? As Vail's bed base and community expansion are completed and new infrastructure comes online, there is an opportunity to tie the entire Vail experience together, including the built and natural environment, programs and activities, and guest service elements, in a manner that is unique among resort communities. This will provide competitive advantage over time and it will also allow Vail to capitalize on some upcoming opportunities. Upcoming Milestones Vail has several major "milestone" events that will occur in future years. These include the 2012 50 Anniversary of Vail and the 2015 World Alpine Ski Championships. Together, these events will spotlight Vail to the world and will provide added challenges and opportunities to demonstrate the best in guest experience and service. Leveraging Funds The recent discussions concerning the reallocation of the conference center funds presents an additional dimension to the opportunity that exists today. Based on recent discussions, these funds could be targeted toward creating capital assets that would improve the economic condition of the town. Amenities 1 10/5/2010 5 -1 -I and physical improvements that provide an improved experience for guests and residents will further the sustainable economic goals of the town. In effect, the conference center funds present a unique opportunity to follow through on, and leverage, some of the ideas that have been developed but until now have lacked a focus and clear purpose as well as funding. II. WHAT IS PROPOSED The idea that is being pursued involves an ambitious and comprehensive effort to expand the quality and completeness of the guest experience in Vail, in summer and in winter. The idea is to offer a seamless, high quality experience to all who visit Vail. An initial goal for the Guest Service Enhancement Initiative could be stated to be: A uniformly positive experience for all who come in contact with Vail, whether they visit, live or work in Vail. Further, we aspire to provide positive experiences and impressions for those who intend to visit or simply have a perception of Vail based on information they read and hear. Need for Outside Professional Assistance There is a recognition that this effort will require outside assistance; we do not have the capacity to complete this project through staff resources. Further, we believe that it is appropriate to identify a firm or firms with truly exceptional vision and experience in order to fully address the opportunity that presents itself. In light of this goal, we propose to develop a Request for Qualifications and Proposal (RFQ /P) that will encourage interest and participation from a wide range of applicants, national and perhaps international. The nature of the project, including significant upside opportunity for Vail if we succeed in meeting our goals, suggests that we reach out with an ambitious effort to identify "best of breed" providers of services. We believe that an RFQ /P process will provide the best partner(s) for the town, similar to the success we had in selecting a partner for redevelopment of Timber Ridge. As proposed, we are suggesting that the process will require some proactive efforts by the town to define our objectives, needs, resources and prior efforts in advance of soliciting the RFQ /P. By spending some initial time on gathering this information, we believe that we will create the groundwork that will be both efficient and productive in meeting our objectives. What are we looking for through the RFQ /P process An initial effort to describe some of the aspects of the proposed effort has identified specific types of services that would be solicited. The list combines a mixture of technology, human resources management, physical improvements (signs and wayfinding) and costing, all integrated to provide the best possible guest experiences. We believe that the needs are somewhat unusual in that we are looking for a variety of different services that are not all typically provided by a single organization. In other words, our RFQ /P anticipates that we may be dealing with teams of consultants that have come together to propose on our project. Initial Areas of Focus • New technology solutions, • Necessary resources and manpower, 2 10/5/2010 5 -1 -2 • Elimination of duplication of services, • Addition of complementary services, • Best -of -breed internal and external training programs, • Solutions for information dissemination to guests before and at arrival, to include wayfinding, • Analysis of guest patterns and volume at information centers, parking structures, buses, activities centers, etc., • Infrastructure inventory of information center locations, etc., and recommendations relative to enhanced guest experience, • Capital and operational costs, • Comprehensive competitive analysis, and • Consistent metrics for measurement of success. III. BUDGET Our estimate for completing the scope of services identified above is $200,000 to $250,000. This estimate is based, in part, on costs associated with our previous wayfinding program which was developed in 1999. Those costs included $143,000 for program development and $415,000 for sign fabrication with in -house installation. The 2009 streetscape budget includes $50,000 that was to be used to fund phase - one of a stand -alone update to our wayfinding plan with a recommendation for $100,000 in the 2011 RETT budget that was to complete the planning for wayfinding. However, given the expanded scope of this project, staff requests consideration of an additional $100,000 in the 2011 capital budget to complete the integrated planning for a comprehensive approach and its multiple disciplines in the enhancement of Vail's guest services. While the proposed RFQ /P process will be used to further define the resources needed for implementation of the Guest Services Enhancement Initiative, the conference center reallocation working group's initial recommendation of $1 million appears to be a reasonable target given previous expenses associated with wayfinding. IV. TIME FRAMES With Council's direction, we propose to move toward initiating the RFQ /P process in the next several weeks. The goal would be to have a consultant team on board, conducting this initiative over the 2011 winter season. One of our goals would be to ensure that, to the extent needed, observations of guest services by the consultant team would occur during the peak winter periods. We are proposing that this effort will take approximately five to six months from initiation to completion. Our goal would be to have results available to Council to coincide with a special election for reallocation of the conference center funds in March or April, 2011. V. ACTION REQUESTED OF COUNCIL The Vail Town Council is asked to concur with the Vail Guest Services Enhancement Initiative as a preliminary step and to provide input on the areas of focus outlined in section 11 of this memo. The areas of focus will then be incorporated into a draft 3 10/5/2010 5 -1 -3 RFQ /P which will be presented to the Town Council for final review and approval at the Oct. 19 work session. VI. ATTACHMENT Vail Town Council Memo, 9 -7 -10 4 10/5/2010 5 -1 -4 TT" N0��AIL VAIL TOWN COUNCIL AGENDA MEMO TO: Town Council FROM: Kent Logan DATE: September 7, 2010 SUBJECT: Update on Conference Center Funds Background The balance available for reallocation from the conference center funds is $9.3 million at the end of 2009. On April 6, 2010 Council approved the following: Goal Utilize the funds to increase overall economic vitality in the Town of Vail. Key Assumption The $9.3 million conference center funds should be used for capital assets, either new or enhanced existing facilities, providing a long -term benefit to the Town of Vail. Considerations The following considerations will be used for evaluation of concepts brought forward as potential uses for the conference center funds: • Drive increased lodging occupancy • Drive sales tax growth as a result of the investment • Enhance the experience for those who live, work and play in Vail • Project can be realistically accomplished, including financial feasibility and can meet such requirements as zoning, parking, sustainability, etc. • Understand impacts on neighborhoods • Ability to leverage funding sources available • Measurable return on investment • Plan for ongoing operational costs 5 10/5/2010 5 -1 -5 Process Council directed the Town Manager to form a working group to solicit ideas and input and develop and evaluate concepts for the highest and best use of the conference center funds. Instead, Kent Logan, along with Susie Tjossem, Kerry Donovan, Stan Zemler and Kelli McDonald met with individuals and groups over the past 90 days. 2010 Community Survey Results The question was posed in the recent community survey of what was the best course of action determining the use of the conference center funds. Results were: • 50% - Move at a moderate pace, taking time to study and evaluate the choices • 18% - Move as quickly as possible — a ballot issue on this topic is overdue • 32% - Move at a slow pace — there is no hurry; having the money in hand preserves opportunities The follow up question was which is the best choice for expenditure of the funds. Results were: • 53% - Use the money to build something • 29% -Save the money for yet- undetermined needs • 14% - Other • 4% - Use the money for marketing or support programs to enhance our economy Who Did We Talk To? Harry Frampton Bill Jensen Rob Katz Ceil Folz Andy Norris Beth Slifer Doris Kirchner George Gillette Representatives from the Lodging Community Vail Economic Advisory Council What Did We Hear? Vail has a lot going for it, but every world -class resort must continue to reinvent itself. No big idea came forth for a new, dedicated purpose building that could make a significant impact. Rather, we heard that Vail should build on its strengths and take advantage of the opportunities and physical assets that seem to serve the most constituents and meet the original goal for the fund reallocation direction from Council of increasing the overall economic vitality in the Town of Vail within the parameters of the $9.3 million. Seek to leverage the $9.3 million by working on joint projects with partners who bring additional capital investment and /or organizational /management capability to the table. Any stimulus to economic activity will result from a series of well thought out incremental steps that over time will have a positive impact. 6 10/5/2010 5 -1 -6 The concepts we heard most often included: • Upgrade existing facilities, finalize the Renaissance, strengthen our core • There does not appear to be any compelling need /purpose to construct a "new dedicated purpose building" and the land at the eastern end of the Lionshead parking structure is too valuable to be considered as a viable redevelopment project at this time with no joint development partner likely to step forward in this environment • A multi - purpose facility to serve recreational activities for groups, families, individuals and camps is needed • Flexible spaces for groups, banquets, weddings, entertainment, exhibits, art displays, small meetings, community meetings and lectures are needed • We have the "activity assets ", we need to leverage them. What we lack is a "central clearing house" that is easily accessible for our guests to use. Vail is lacking the software and programming. Recommendation for Highest and Best Use of $9.3 Million The physical assets identified as having the most potential to achieve the goals of upgrading existing facilities, completing the Renaissance and putting the "finishing touches" on the town are listed below: • Remodel Golf Clubhouse with the addition of an events pavilion - $3.5 million • Remodel and expansion of Vail Village Welcome Center to include community space - $2.0 million • Town wide signage /information /guest enhancement system - $1.0 million • Expansion and renovation of Dobson arena to allow for more expanded uses - $2.0 million • Ford Park expansion of fields to create an additional field and extend the season - $1.0 million The following page recommends filters through which to view the proposed concepts, as well pros and cons for these facilities /assets and others brought forward in the process. The proposed 5 projects should be further studied over the next 60 days to determine the viability of the projects moving forward. 10/5/2010 5 -1 -7 Potential Facilities and Assets Pros and Cons Considerations How does the project serve the community? Who is served? Why is project viable? Will project support what exists or attract new uses? Does project fill a real gap? Uses Recreational Cultural Social Meetings Fitness/Wellness Events Evaluation Criteria Increase lodging occupancy Increase sales tax Cost to build /operate Location Infrastructure Enhances experience Catalyst Impacts Parking Disruption Compatibility of uses Quality of experience Golf Club House and Pavilion Pros Existing facility underutilized and upgraded Partnership opportunity Creates new functional spaces Already serves golf and Nordic community Potential use for weddings, social groups, senior activities, small meetings, non - profits and sports groups Enhances experience Venue /view Space to expand Opportunity to expand use from seasonal to more year -round s loisizoio 5 -1 -s Cons Clear purpose? Costs — who pays and what do you get Disruption of operation Parking Location — distance from town Could be seen as a repackage of golf club house remodel Possible competition with Donovan and other wedding venues Conclusion Statement: Working with the VRD, this facility could be remodeled and upgraded with the addition of an events pavilion. Do the homework on the software before launching a hardware project. Review the existing schemes from the 2008 renovation discussion. Then determine if further evaluation is necessary to identify what this concept actually includes and what physical plant is required. Cost Range $3.5 million Vail Village Information and Welcome Center Pros Location Visibly iconic and accessible for 170 traffic Institution of civic pride Parking Potential to increase sales tax New facility for community use Clear purpose Partnership opportunities with Colorado Ski Museum Enhances experience Unique differentiation from other resorts for family focus Cons Ongoing operational questions — who pays, programs, manages Cost May not increase occupancy Parking during peak times 9 10/5/2010 5 -1 -9 Conclusion Statement: This fills the gap of a central clearing house for activity and heritage assets that Vail has to offer in summer and winter to leverage and package. In addition, it offers a community gathering place. It will be essential to have sophisticated, effective interactive software applications and programs to deliver a world -class guest experience integrated with the Lionshead Welcome Center and the signage /information system upgrade in the Town of Vail. Cost Range $2.0 million Town Wide Signage /Information /Guest Enhancement System Pros Enhances guest experience Enhances ease of access /parking and reaffirms Vail as a pedestrian village Strengthens Vail's reputation as a world -class ski destination Integrates face -to -face guest relations with state -of -the art technology Eliminates duplication of effort and creates distribution efficiencies Leverages partnerships with Vail Resorts, Colorado Department of Transportation, U.S. Forest Service, Business Community, Re: compatibility of uses Establishes multi - language capabilities to build upon Vail's international brand /European character and improve quality of the experience Location neutral, provides equity in servicing entire resort Ability to measure impact, Re: guest satisfaction Minimal disruption Cons Indirect link to economic benefits (increased lodging occupancy, increased sales tax) Costs associated with continual technology advances Ongoing replacement and maintenance costs Conclusion Statement The Town of Vail is in need of a new wayfinding /information /guest enhancement system that will be used to integrate the numerous infrastructure and portal improvements that have occurred since Vail's renewal. The current wayfinding system was implemented more than a decade ago. Since then, many of the 300 directional and information signs have been removed to accommodate the most recent construction. With the advances of technology, the town is now poised to overhaul its current wayfinding /information system with a state of the art system that uses multiple platforms to convey road, weather, parking, Vail Mountain updates, special event information and other forms of information to our guests. This effort requires the development of a strategic plan to identify: new technology solutions; necessary resources and manpower; analysis of visitor patterns and volume at information centers, parking structures, buses, activities Zo 10/5/2010 5 -1 -10 centers, etc.; consistent metrics for measurement of success; an infrastructure inventory of visitor center locations and recommendations relative to enhanced guest experience; capital and operational costs; and a comprehensive competitive analysis. Implementation of such a plan would take Vail's competitive position to new heights. Cost Range $1.0 million Dobson Arena Renovation and Expansion Pros Location — bus stop, retail, hospital adjacency Potential to increase lodging occupancy Potential to increase sales tax Partnership opportunities e.g. VRD, pro hockey, VVMC Additional community space Potential venue for additional special events TIF district financing Cons Ongoing operational questions — who pays, who programs, who manages Disruption of operation Parking Lacks clear purpose May be perceived as repackaging conference center Conclusion Statement: Evaluate an expansion /renovation of Dobson Arena as an improved venue for special events and gatherings, extending across the athletic, entertainment, medical and cultural spectrums. Before a commitment is made, however, evaluation needs to done with respect to current usage patterns and what additional programming can be expected. Cost Range $2.0 million 11 10/5/2010 5 -1 -11 Ford Park Expansion of Fields Pros Existing facility improves Artificial surface expands season More events Additional field Clear purpose Enhances experience Existing demand May increase lodging occupancy May increase sales tax Investment in capital asset Managed and operated by VRD Partnership with VRD Cons Parking Location Impacts — noise? No indoor usage — cultural groups, meetings, etc. Seasonal Disruption to operations Conclusion Statement: Expansion of Ford Park fields would create an opportunity for additional uses with another field as well as lengthen the season for use. Partner with the VRD for programming and operations. Further review of existing schemes is recommended. Cost Range $1.0 million CIVIC Building at Cascade Hotel Pros Existing facility Small impacts Theatre Little disruption Currently unused Local business benefit Potential for private partnership Clear purpose 12 10/5/2010 5 -1 -12 Cons Would need to purchase and renovate facility Parking currently inadequate and complicated to solve Location Unclear who project serves Who operates and maintains How are costs covered? May not be multi -use May not increase occupancy Not in TIF district for financing Zoning may be an issue Conclusion Statement: This option appears to be better served by private enterprise purchasing and programming the venue as a community and non - profit asset primarily serving the cultural community, but also with the opportunity to serve as a conference facility for VVMC and Steadman Clinic. Cost Range Unknown Charter Bus Lot Pros New year -round multi -use space Partnership with VR - $4.3 million parking TIF district financing Good location Fills a hole between Lionshead and Vail Village Supports events, cultural groups, meetings Potential to increase lodging occupancy Potential to increase sales tax Cons Parking requirement Unclear purpose Unknown cost Who operates and manages? Not existing facility — review process Could be perceived as repackaging of conference center Deed restriction How is it programmed? Who does it serve? Conclusion Statement 13 10/5/2010 5 -1 -13 This piece of land is too valuable to be considered a viable redevelopment project at this time in light of the fact that no compelling use is apparent and no joint development partner is likely to step forward in this environment. Cost Range Unknown VVMC /TOV Partnership Pros Steadman Clinic is a destination in itself Expand existing facilities VVMC is already an asset to the community and guests Improvements would benefit real estate prices VVMC would remain Vail centric TOV would gain new municipal facilities Have a wellness /fitness focus that aligns with TOV Could create state of the art meeting facilities and AV component TIF financing could be used Cons Long -term project Cost Parking requirements Housing requirements May not significantly increase occupancy Conclusion Statement This is an option that should be pursued but does not fit the evaluation criteria of the conference center fund reallocation. Cost Range Unknown Why Now? Think about the $9.3 million Conference Center Fund as the centerpiece of a coordinated economic stimulation plan for the 2010 — 2015 period, culminating in the 2012 50 Anniversary celebration and the 2015 World Championships, rather than an isolated spending decision. Momentum from the $2 billion renewal should be continued in an effort to improve our position in the ski resort rankings. The approach should be one of an integrated, thoughtful decision - making process that provides a mosaic to support the economic infrastructure of the town and fits within the context of the town's overall plans. With the 14 10/5/2010 5 -1 -14 current decrease in construction costs the Town of Vail would be able to further leverage the $9.3 million at this time. Election Scheduling A ballot question for reallocation of the conference center funds can be conducted either as a special election or as part of the regular municipal election as established by the Vail Town Council. The two options have been reviewed and verified by the town attorney. Since a November TABOR election is not required, a special election in early 2011 could be considered to allow sufficient time to meet with stakeholders, develop the project list and ballot question. Special Election • A special election is permissible because the election would not be governed by Article X, Section 20 of the Colorado Constitution, otherwise known as the Taxpayer's Bill of Rights (TABOR). C.R. S. 31 -10 -108. Special elections shall be held on any Tuesday designated by ordinance or resolution of the governing body. No special election shall be held within the ninety days preceding a regular election. No special election shall be called within thirty days before the date thereof, nor shall any special election be held within the thirty -two days before or after the date of a primary, general, or congressional vacancy election. A special election may be held at the same time and place as a primary, congressional vacancy, or general election as a coordinated election pursuant to section 1 -7 -116 C. R. S., or may be conducted at the same time as a mail ballot election pursuant to article 7 5 of title ', C. R. S. Special elections shall be conducted as nearly as practicable in the same manner as regular elections Under this scenario, the town clerk's office would request a three -month timetable to prepare for a special election (required notices, ballot preparations, etc.) Given the information - gathering process outlined above, a special election scenario for 2010 would be difficult to achieve. • The last special election conducted by the town was in July 2006 regarding the Crossroads /Solaris redevelopment. The election cost was $10,254. (Note: funding for the election and any information - gathering costs need to come from the General Fund operating budget; Conference Center Fund money may not be used for this or any purpose without an election.) • In 2011, the next special election could be scheduled on any Tuesday meeting the criteria listed above. 15 10/5/2010 5 -1 -15 Action Requested of Council Mr. Logan is seeking direction from Council, including: • Feedback on recommended project list for utilization of the $9.3 million conference center funds • Direction to further refine uses and costs on proposed projects within next 60 days • Direction to move forward with stakeholder meetings to gather community input • Designated date to return to Council with feedback from stakeholders • Proposed date for a special election Attachments Sample facility schematics 16 10/5/2010 5 -I -16 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Chamonix Commons - Civil Engineering and Phasing Plan PRESENTER(S): Nina Timm, George Ruther ACTION REQUESTED OF COUNCIL: Provide Staff with direction on the proposed modifications to the site plan, including access off of Chamonix Lane, a density of either 14 or 16 units per acre, and the proposed phasing plan. BACKGROUND: On January 6, 2009, the Town of Vail adopted the Chamonix Master Plan. The plan calls for the construction of the new West Vail Fire Station and 58 employee housing units. In April, 2010, Town Council appropriated $50,000 to engage a civil engineer to prepare a phasing plan for the construction of the utilities and infrastructure. Staff has engaged Martin & Martin, Civil Engineers, and Peel /Langenwalter Architects to help layout the most efficient site plan and develop a phasing plan for the construction of the employee housing units. If Town Council endorses the proposed direction, Martin & Martin will prepare construction drawings for the civil engineering. STAFF RECOMMENDATION: The Community Development Department recommends that the Vail Town Council affirms the proposed modifications as presented and instructs staff to proceed with the completion of the construction drawings for the civil engineering as proposed in Option B. ATTACHMENTS: Town Council Memorandum Attachment A Attachment B Attachment C Attachment D 101 -0io MEMORANDUM TO: Vail Town Council FROM: Community Development Department DATE: October 5, 2010 SUBJECT: Chamonix Commons Employee Housing Update I. PURPOSE The purpose of this work session is to: 1. Update the Vail Town Council on the progress of Chamonix Commons employee housing project 2. Present two site plan options for review and consideration 3. Review the modifications proposed to the Chamonix Master Plan 4. Present preliminary construction cost estimates for the first phase (utility and infrastructure) of the Chamonix Commons employee housing project 5. Receive direction from the Town Council on several key design and phasing questions II. BACKGROUND In April 2010, the Vail Town Council authorized the expenditure of $50,000 to complete 100% civil engineering drawings, prepare a construction phasing plan and develop construction cost estimates for the first phase (utility and infrastructure) of development. The Town of Vail hired Martin /Martin, consulting engineers, to prepare the civil engineering drawings, develop a construction phasing plan and provide construction cost estimates. Peel /Langenwalter Architects were also hired to assist in the review of the drawings and plans from an architectural stand point only to ensure that the proposed plans would allow for the future residential development of the site. III. CHAMONIX MASTER PLAN The Chamonix Master Plan prescribes a number of specific development parameters and design features for the site. As a result of the work completed to date, several of the parameters and design features have been modified. Most, however, remain unchanged. The following development parameters or design features were modified: • Five duplex units have been added along Chamonix Lane; • Access to the five duplexes is now off of Chamonix Lane; • The amount of green space on the property has been increased; • An outdoor common /recreation area has been added; • The amount of underground utilities has been reduced; 1 10/5/2010 6 -1 -I • A significant amount of site grading and retaining walls have been eliminated; and • The linear distance and total square footage of asphalt roadway has been reduced significantly. The following development parameters or design features remain unchanged: • Residential density remains at 14 -16 dwelling units per acre; • Primary vehicular access off of Chamonix Road is maintained; • The new sidewalk along Chamonix Lane remains; • Only one story of building height would extend above Chamonix Lane; and • Dwelling unit mix remains primarily two and three bedroom units. The proposed modifications have the effect of reducing the total site work costs, creating a plan that provides for phasing and consequently allows the Town to develop more affordable housing units, results in a more livable neighborhood, and improves the overall quality of the project. IV. ESTIMATED INFRASTRUCTURE COSTS Martin /Martin estimates the cost to construct the proposed utility and infrastructure site plan to be approximately $848,193.13 plus $75,900 that has already been incurred to extend the water line through the fire station site. A copy of the Engineer's Opinion of Probable Cost is attached for reference (Attachment D). The estimated costs include sanitary services to the duplex units as the intent is to serve these units via a common main line within the buffer strip between the duplex and 8 -plex units. There is not a line item for the domestic water services to the duplex units. Staff anticipates that cost will need to be absorbed into the cost of the construction of each duplex unit. V. DIRECTION REQUESTED In order to move the project forward to completion, Town Council direction is required. Answers to the following questions are needed: 1. The Chamonix Master Plan presently limits vehicular access to the site from Chamonix Road. As currently laid out, vehicular access to the five duplex units is off of Chamonix Lane. Should staff continue to pursuing accessing the duplexes from Chamonix Lane? 2. The Chamonix Master Plan contemplates residential density on the site of approximately 16 dwelling units per acre. Two site plan options have been developed. Option A proposes 16 dwelling units per acre and Option B proposes 14 dwelling units per acre. Both options include five duplex buildings (10 du's). While Option B provides fewer units it results in more useable open space and landscape area on the site. Option A provides for a greater number of units thus the potential for an overall lower land cost per unit. The construction of the two options can be phased over time. Vehicular access is identical regardless of the two options is selected. The Engineer's Opinion of Probable Cost is based upon 2 10/5/2010 6 -1 -2 the assumptions depicted in Option A. It is contemplated the probable cost would decrease insignificantly if Option B were constructed. With these and other considerations in mind, which of the two options should staff pursue in the development of the final utility construction drawings for the site? 3. In order to minimize market risk and maximize flexibility in the development of the project, a phasing plan for the site is being developed. In developing the phasing plan several factors are being considered. Factors being considered include market demand, market absorption rates, partnering opportunities, risk tolerance, economies of scale, etc. Some level of utility and site work is required to be completed prior to the start of any residential development on the site. Given the economies of scale and realities of construction practices it is contemplated that all of the utility work will be completed in one phase regardless of the number of units being constructed at the time. Earthwork, sidewalks and the roadway construction however, could be phased with the development of the multiple family residential units provided all building and zoning code requirements are fully met upon the completion of each phase. All subsequent phases would involve the residential units. Initial estimates project the total cost to construct the utilities and earthwork to be between $750,000 and $1 million dollars. Funding for this project has not been appropriated. Please provide staff with direction on what steps, if any, the staff should pursue in constructing the first phase of the project. For instance, upon completion of the utility construction drawings, should staff prepare and issue a request for proposals for the installation of the road and utilities and /or prepare and issue a request for proposals for the design and construction of one or more duplex units? VI. STAFF RECOMMENDATION The Community Development Department recommends that the Vail Town Council affirms the proposed modifications as presented and instructs staff to proceed with the completion of the construction drawings for the civil engineering as proposed in Option B. VII. ATTACHMENTS A. Option A 16 dwelling units per acre B. Option B 14 dwelling units per acre C. Cross section of the proposed site plan D. Engineer's Opinion of Probable Cost, dated September 27, 2010 E. Preferred site plan from the Chamonix Master Plan 3 10/5/2010 6 -1 -3 1 IfI . Z g 8 i � \ ,' '/!'fns ._� �✓' % / � `��� A ,. 'S -- S l <� ioT Or lo 4f LIP n i ENGINEER'S OPINION OF PROBABLE COST .40� MARTIN /MARTIN CONSULTING ENGINEERS Project: Chamonix Date: 27- Sep -10 Location: West Vail Job No.: 22023.c.01 Subject: Roadway and Utility Cost Estimate Prep. By: JAW Client: Town of Vail Ckd. By: JCM Note: Any opinions of price, probable project costs or construction costs rendered by MARTIN /MARTIN represent its best judgment and are furnished for general guidance. MARTIN /MARTIN makes no warranty of guarantee, either expressed or implied as to the accuracy of such opinions as compared to bid or actual cost. Item No. Item Description Units Quantity Unit Price Item Cost 1 Mobilization LS 1 $ 5,200.00 $ 5,200.00 2 Traffic Control LS 1 $ 7,500.00 $ 7,500.00 3 Clearing/Grubbing Clearing/Grubbing LS 1 $ 11,000.00 $ 11,000.00 4 Earthwork: On -site CY 8182 $ 2.00 $ 16,364.00 Export excess (if necessary) CY 5290 $ 7.00 $ 37,030.00 5 8" Asphalt Roadway w/ Curb & Gutter LF 620 $ 135.00 $ 83,700.00 6 8" Asphalt Parking LF 223 $ 106.00 $ 23,638.00 7 18 " -24" Storm Sewer LF 400 $ 115.00 $ 46,000.00 8 Curb Inlets EA 3 $ 4,800.00 $ 14,400.00 9 8" Sanitary Sewer Main LF 700 $ 180.00 $ 126,000.00 10 6" Sanitary Sewer Services LF 250 $ 165.00 $ 41,250.00 11 8" Water Main LF 400 $ 175.00 $ 70,000.00 12 Fire Hydrant Assembly EA 2 $ 8,100.00 $ 16,200.00 13 Utility Manholes EA 4 $ 5,400.00 $ 21,600.00 14 Public Sidewalks Chamonix Road LF 545 $ 25.00 $ 13,625.00 15 Public Sidewalks (Chamonix Lane) LF 1010 $ 25.00 $ 25,250.00 Const/Contractor Soft Costs LS 15% $83,813.55 $ 83,813.55 Remarks: Cost of Items: $ 642,570.55 20% Contingencies: $ 128,514.11 Cost estimate does not include site ammenities (i.e. Subtotal: $ 771,084.66 interior walks /trails, landscape, erosion control) 10% Const. Survey /Observation: $ 77,108.47 Total Cost: $ 848,193.13 10/j 2010 6 -4 -1 run date: 9/29/2010 3:20 PM Page 1 of 1 ENGINEER'S OPINION OF PROBABLE COST .40� MARTIN /MARTIN CONSULTING ENGINEERS Project: Chamonix Date: 27- Sep -10 Location: West Vail Job No.: 22023.c.01 Subject: Roadway and Utility Cost Estimate Prep. By: JAW Client: Town of Vail Ckd. By: JCM Note: Any opinions of price, probable project costs or construction costs rendered by MARTIN /MARTIN represent its best judgment and are furnished for general guidance. MARTIN /MARTIN makes no warranty of guarantee, either expressed or implied as to the accuracy of such opinions as compared to bid or actual cost. Item No. Item Description Units Quantity Unit Price Item Cost 1 Mobilization LS 1 $ 5,200.00 $ 5,200.00 2 Traffic Control LS 1 $ 7,500.00 $ 7,500.00 3 Clearing/Grubbing Clearing/Grubbing LS 1 $ 11,000.00 $ 11,000.00 4 Earthwork: On -site CY 8182 $ 2.00 $ 16,364.00 Export excess (if necessary) CY 5290 $ 7.00 $ 37,030.00 5 8" Asphalt Roadway w/ Curb & Gutter LF 620 $ 135.00 $ 83,700.00 6 8" Asphalt Parking LF 223 $ 106.00 $ 23,638.00 7 18 " -24" Storm Sewer LF 400 $ 115.00 $ 46,000.00 8 Curb Inlets EA 3 $ 4,800.00 $ 14,400.00 9 8" Sanitary Sewer Main LF 700 $ 180.00 $ 126,000.00 10 6" Sanitary Sewer Services LF 250 $ 165.00 $ 41,250.00 11 8" Water Main LF 400 $ 175.00 $ 70,000.00 12 Fire Hydrant Assembly EA 2 $ 8,100.00 $ 16,200.00 13 Utility Manholes EA 4 $ 5,400.00 $ 21,600.00 14 Public Sidewalks Chamonix Road LF 545 $ 25.00 $ 13,625.00 15 Public Sidewalks (Chamonix Lane) LF 1010 $ 25.00 $ 25,250.00 Const/Contractor Soft Costs LS 15% $83,813.55 $ 83,813.55 Remarks: Cost of Items: $ 642,570.55 20% Contingencies: $ 128,514.11 Cost estimate does not include site ammenities (i.e. Subtotal: $ 771,084.66 interior walks /trails, landscape, erosion control) 10% Const. Survey /Observation: $ 77,108.47 Total Cost: $ 848,193.13 10/5 2010 6 -5 -I run date: 9/29/2010 3:20 PM Page 1 of 1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Capital Road Reconstruction Plan Review PRESENTER(S): Tom Kassmel Greg Hall ACTION REQUESTED OF COUNCIL: Review Capital Road Reconstruction options and provide direction to staff BACKGROUND: The Town of Vail currently maintains 32 miles of paved roads, of which all but -5 miles have been reconstructed since 1987. Currently the only town roads that have not been reconstructed since 1987 include portions of Vail Valley Drive and East Vail (in general all roads east of exit 180, with some exceptions). Prior to the start of the neighborhood reconstruction projects in 1987, road disrepair was the number one neighborhood problem, as indicated by the 1989 and 1990 citizen surveys. Since that time -25 miles of roads have been reconstructed and a more diligent maintenance and preventative maintenance program has been established thru both physical maintenance activities and policy directives. The reconstruction and maintenance efforts can be recognized by the trend of the citizen survey input. Since the late 80's staff has taken the direction to reconstruct all town roads in a timely manner based on need, Pavement Condition Indexes, and subgrade conditions; with the overall goal being to have all town roads designed and reconstructed based on current engineering standards in order provide a design life of at least 50 years. STAFF RECOMMENDATION: Review options presented and provide staff with direction. ATTACHMENTS: Memo MEMORANDUM TO: Town Council FROM: Public Works Department DATE: October 5, 2010 SUBJECT: Capital Street Reconstruction The Town of Vail currently maintains 32 miles of paved roads, of which all but -5 miles have been reconstructed since 1987. Currently the only town roads that have not been reconstructed since 1987 include portions of Vail Valley Drive and East Vail (in general all roads east of exit 180, with some exceptions). The East Vail roads were originally paved in 1976 through a special improvement district. These roads have been compromised over time due to significant utility road cuts and inadequate drainage facilities. In 1987, at that time, the town envisioned a 10 year program for road reconstruction to bring all roads up to engineered standards. In addition, the town implemented ordinances to avoid excessive utility cuts once roads were reconstructed. Prior to the start of the neighborhood reconstruction projects in 1987, road disrepair was the number one neighborhood problem, as indicated by the 1989 and 1990 citizen surveys. Since that time -25 miles of roads have been reconstructed and a more diligent maintenance and preventative maintenance program has been established thru both physical maintenance activities and policy directives. The reconstruction and maintenance efforts can be recognized by the trend of the citizen survey input. (Please refer to Council Memo on Preventive Maintenance dated 4 -6 -10 for more information) Since the late 80's staff has taken the direction to reconstruct all town roads in a timely manner based on need, Pavement Condition Indexes, and subgrade conditions; with the overall goal being to have all town roads designed and reconstructed based on current engineering standards in order provide a design life of at least 50 years. It is now our understanding, Council would like to revisit this direction and be provided options for the remaining roads that have still not been reconstructed. Road Reconstruction This year the town is reconstructing Mill Creek Circle in conjunction with an ERWSD waterline and sewer project. Mill Creek Circle has not been reconstructed since its original construction in 1967. Vail Valley Drive was expected to be reconstructed along with Mill Creek Circle however its reconstruction has been postponed to 2011. The East Vail road reconstruction projects have been most recently pushed out to 2012, 2013, and 2014, and are shown in the 5 year budget. Road reconstruction not only provides a new road and structural subgrade to start from, it also provides needed drainage improvements and safety enhancements, that help extend the life of the roads and provide a safer environment for vehicular and pedestrian traffic. Drainage improvements are a critical component to extending the service life of any pavement structure. Any introduction of water into the pavement structure (which includes the surface material and up to 4' below the surface) via surface penetration (cracks, voids, etc... ) or subsurface migration thru groundwater, shallow ditches, or surface water running too close to the pavement edge, often causes premature pavement failure. These failures are generally structural failures due to 10/5/2010 7-1 -1 shifting /consolidating soils from groundwater flow and expansion /contraction of moist soils due to the typical freeze -thaw cycles, which are severe in our climate. Drainage can be kept away from the pavement structure by various means; adequate cross -slope within the paved surface to shed water to the side of the road, gutters or roadside ditches to carry water away into an adequate storm sewer system, or subsurface permeable drain systems to capture groundwater and carry it away from the pavement substructure. By providing these types of drainage improvements, along with adequate structural subgrade and pavement, a roadway should last a minimum of 50 years or significantly longer as long as adequate preventative maintenance is provided. By designating a town road project a coordinated, comprehensive utility planning effort is required per Town Ordinance, if a utility is unable to commit to required upgrades, they must wait out a moratorium on street cuts for a newly reconstructed road. Road Reconstruction Options 1. Road Reconstruction as planned: The current plan is to complete the remaining 5 miles of roadway by 2013. The 5 year budget currently shows $1.8 million in 2011 $4.3 million in 2012, 2013 and 2014. This would complete the Road Reconstruction process that began 23 years ago, and put the Town in preventative maintenance mode for at least the next 30 years. After further analysis of the length of road remaining and the unit prices for road reconstruction that we have recently been receiving, staff believes the original total budget number of -$14.7 million could be reduced to -$11 million, if action is taken quickly to take advantage of the current economic bidding climate. These projects will implement the town ordinance regarding utility coordination and moratorium. 2. Joint Road Reconstruction: The town may choose to potentially delay road reconstruction and complete the 5 miles of roadway over time in conjunction with possible future ERWSD projects. Allowing for a joint utility coordination approach, which dictates the road reconstruction, rather than the enforcement of an ordinance dictating the utility upgrades. ERWSD currently has a Water distribution master plan that requires improvements to -1.3 miles of the East Vail roads. Timed appropriately the town could see a 25% savings on construction costs with a shared joint project on these roads, assuming a 2 year construction period. ERWSD is also planning on completing an assessment of the sanitary sewers in East Vail which may show the need to upgrade additional facilities, and possibly increase the potential for Joint projects. This approach would take advantage of cost sharing, minimize the potential for delay of water or sewer main reconstruction in newly constructed roads due to 5 year moratorium, and most likely disperse these reconstruction projects over a longer period of time, spreading the -$10 million (todays dollars) in costs over the next 5 to 10 years. Deferring projects over this time period requires the assumption for inflation which can vary greatly. For budgeting purposes we could anticipate up to 5% per year of inflation over the 10 years. (-$5 -$6 million in inflation and cost escalation over the next 10 years). 3. Structural Overlays and Spot Reconstruction /Drainage Repairs as Needed: 10/5/2010 7 -1 -2 The town may choose to not complete the last 5 miles of the road reconstruction on the remaining roads and take the approach of asphalt structural overlays and spot road reconstruction as needed. This approach requires overlays on a more frequent basis, and only road reconstruction and drainage improvements on an as needed basis. This would show cost savings in the short term, by not investing large sums into road reconstruction now, however over the long term may not prove to be beneficial to the towns road system as a whole. This approach ultimately piece meals the reconstruction of our roads in short segments at different times. Subjecting each road to multiple construction periods, and no continuity of pavement condition, since a single road may have segments reconstructed over a 50 year period instead of at one time. We also would not gain the benefits of true road reconstruction as stated above, regarding drainage and subgrade improvements. It also limits the ability to effectively cost share with ERWSD as their replacement projects typically extend further lengths than spot structurally patching 50' to 100' lengths of road. Typical joint projects are packaged to be able to complete approximately 3000' to 4000' during one construction season. Cost Benefit Analysis In order to complete a relative cost scale analysis, the following assumptions have been made for an analysis period over 125 years; Option 1: -Road reconstruction averaging every 50 years per street. - Preventative maintenance overlays averaging every 15 years per street Option 2: -Same assumptions as Option I - Assumed a saving of approximately 25% in road reconstruction costs due to joint ERWSD projects, as seen on recent projects. Option 3: -No Full Road Reconstruction -Spot reconstruct streets averaging 10% of streets over 10 years - Structural asphalt overlays averaging every 10 years per street Based on these assumptions, Option 3 seems to be the most expensive over the 125 years, Option 1 showing a cost savings of -10 %, and Option 2 shows a cost savings of 25 %. Recommendation Based on this most recent analysis, town staff recommends moving forward with Option 2, Joint Road Reconstruction projects, but along a similar time schedule as currently outlined in the 5 year budget. Staff recommends working with ERWSD on a more comprehensive reconstruction plan to be implemented over the next 2 to 5 years, pending full understanding of ERWSD replacement needs. This will require ERWSD to complete their assessment of their sanitary sewer system next year, and for the Town 10/5/2010 7-1 -3 and ERWSD to come to consensus on the most efficient timeframe to reconstruct these road and facility improvements. This may result in a cost savings of 25% in construction bids due to cost share, and an additional 15% to 25% savings if the competitive bidding climate remains similar to this past year. The 2 -5 year time schedule would allow for all ERWSD joint projects to be completed, as well as the reconstruction of the remaining roads that are determined to not need utility improvements and will only require road reconstruction. Savings do not account for any potential inflation and general cost escalation (-5% per year), which will fluctuate from year to year. 101 -oio 7-1 -4 TOWN IT VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Information Update: (15 min.) *VLMDAC update re: summer market share metrics *Vail's 50th Anniversary *Vail Tread Safe Campaign *Library Radio Frequency ID and Hours Update *Vail Recreation District Golf Club Master Plan Open House *Flower Program PRESENTER(S): Pam Brandmeyer ATTACHMENTS: VLMDAC Update on Summer Market Share Metrics Marketshare Chart VLMDAC Memo Vail 50th Anniversary Council Memo on Tread Safe Campaign Library Information Update VRD Master Plan Open House Flower Program 10/5/2010 Occupancy Rate 201012011 Season as of Aug 31, 2010 Historic and Forecast Data Vail vs All Individual Mtn Destinations & All Destination Aggregate 80% OVail DOther Individual Destinations --All Destination Aggregate 70 v v a 60 54 50 e N 45% c 40% 40% CL v O 30 28% 26% �\ 20 a_4% 17% 12% v 13o 10% o% as ' 5%, 0% Mar -10 Apr -10 May -10 Jun -10 Jul -10 Aug -10 Sep -10 Oct -10 Nov -10 Dec -10 Jan -11 Feb -11 On the Books Historic On the Books — - months total 10/5/2010 Copyright (c) 2009 MTRiP LLC 8 - - All Rights Reserved Vail is first in safes tax increase over 2009 for June & July: Mountain Town Sales Tax Change, June - July, 2009 -10 Crested Butte 5nowmass Glenwood Vail Steamboat Breckenridge Aspen Winter Park - 5.00% 0.00% 5.00% 10.00% 15.00% Source: Mountain Communities Sales Tax Report, July 2010 10/5/2010 a -2 -1 MEMORANDUM TO: Town Council FROM: Vail Local Marketing District Advisory Council SUBJECT: Vail Market Share data DATE: October 5, 2010 The Town Council had requested clarification and further definition of market share gains made by Vail. The Vail Local Marketing District Advisory Council tracks market share based on both lodging occupancies (as tracked by the Mountain Travel Research Project) and based on mountain community sales tax collections. 1. MARKET SHARE BASED ON LODGING OCCUPANCIES Market share gains based on MTRiPS destination comparison reports: • Vail exceeded the industry average for occupancy rate in 2010 for June, July & August and is pacing ahead for September & October • Vail was in the top four for occupancy in 2010 for June, July & August and is forecast to reach the top 4/5 for September & October Note: MTRiPS occupancy report data includes the following destinations: Aspen, Beaver Creek, Breckenridge, Central Summit County, Copper Mountain, Keystone, North Lake Tahoe, Park City, Snowmass, Telluride and Winter Park 2. MARKET SHARE BASED ON SALES TAX COLLECTIONS Based on mountain town sales tax collections: Vail is leading in sales tax increase for 2010 compared to 2009 for the months of June and July Note: Mountain town sales tax collections include Winter Park, Aspen, Breckenridge, Steamboat Springs, Glenwood, Snowmass & Crested Butte ATTACHMENTS Vail Destination Comparison report August 31, 2010 Mountain Sales Tax Reports as of July, 2010 1 10/5/2010 8 -3 -I MEMORANDUM TO: Town Council FROM: Adam Sutner, Vail Mountain Marketing and Kelli McDonald, Town Staff SUBJECT: Vail's 50 Anniversary Plans DATE: October 5, 2010 1. BACKGROUND ON VAIL'S 50 ANNIVERSARY Vail Mountain opened for business on December 15, 1962 and the mountain and town will be celebrating the 50 anniversary on December 15, 2012. The notion of Vail's founding 50 years ago that came out of the vision of the original founders represents the spirit of Vail that is an important underpinning of today's powerful Vail brand. 2. PLANNING TIMELINE Planning will involve a two year cycle, beginning November 2010 for one year and development and execution commencing December 2011 with the culmination of a celebration in December 2012. Elements include: • Formation of a small working team to include Vail Mountain, Town of Vail and Community members with the first meeting scheduled early November 2010 to begin planning marketing efforts, public relations messaging and events /activities surrounding the 50 Anniversary celebration • Production of a 50 Anniversary film by Roger Brown which is currently in development • Production of a coffee table book is in development • Development of a mark /logo /slogan will be proposed to begin use during the 2011 /2012 ski season and beyond • Snow Daze celebration in 2012 will be expanded and repurposed to include additional activities and events leading up to December 12 • An international component will be added to launch the 50 anniversary celebration as a lead up to the 2015 World Championships 3. NEXT STEPS Regular updates will be presented to Town Council as information is available. 1 10/5/2010 H -4 -1 Council Answers on the Tread Safe Campaign The Tread Safe Campaign originated as a result of the spring meeting with CDOT, Colorado State Patrol and Vail PD, to review Vail Pass closures and incidents. The consensus of the group was that we had made significant progress with the truckers for possession of chains and chaining up when required. A primary concern brought up at the meeting was the magnitude of accidents on Vail Pass. It was agreed that speeding and careless driving were the main collision factors, and the secondary factor being the poor condition of passenger car tires. Truckers and their associations have criticized law enforcement for not aggressively pursuing the condition of passenger cars, which they feel are a primary reason for the crashes on I -70. As a preventive measure, the Vail Police Department and Colorado State Patrol wanted to address the root causes of the crashes, as opposed to reacting to accidents by taking reports, issuing tickets and handling pass closures. For these reasons, the Tread Safe Campaign was created. The Eagle County Sheriff's Office is considering the program, and the Avon Police Department has already joined. The purpose of this program is to educate the driving community on the importance of having good tires on L p ist n W Tire! their vehicles as the winter season approaches. Law enforcement has partnered with the local tire distributors to offer a coupon that offers discounts on I ° tires ranging from 10% to $40 off the cost of new tires. Officers will be distributing these coupons during : September and October instead of issuing tickets for bald tires. We will start with voluntary vehicle safety checks in grocery store parking lots and at the police departments. There have already been a number of citizens that have stopped by for an inspection and been very happy about the service. Then we may do safety checkpoints on local streets but not on I -70, to provide additional awareness as winter approaches, still giving out the coupons and not tickets. Traffic injuries are one the leading causes of hospital related admissions according the Eagle County Department of Public Health Community Health Survey. It is our goal to help reduce these injuries. The program was reviewed by the Eagle County Immigrant Advisory Committee and the Eagle County Public Health Department who were both supportive of the program. Please see the program media release on the next two pages. The success of this program will be measured by the number of coupons redeemed at tire stores and a more active inspection of tire quality during traffic crash investigations this winter. The underlying goal of this campaign is a proactive effort to improve safety for the citizens of Eagle County by positively encouraging good decision making. If you have any additional questions, please feel free to contact me at 479 -2218. Dwight Henninger 10/5/2010 8 -5 -1 y C 'ffxxYY General News V 7iYAk Public Safety Agencies Sponsor Tire Tread Campaign to Prepare Drivers for Winter Conditions FOR IMMEDIATE RELEASE September 13, 2010 Contact: Rafael Caballero, (970) 479 -2200 Vail Police Officer Capt. Rich Duran, (970) 945 -6198 Colorado State Patrol Robert L. Ticer, (970) 748 4040 Avon Police Chief (Vail)— Beginning this week and continuing through Oct. 31, tire tread inspections will be taking place throughout Eagle County to help motorists determine if their tires are safe for winter driving. In particular, representatives from the Vail and Avon police departments and the Colorado State Patrol will be conducting vehicle safety checks. A safety check will consist of an inspection of a vehicle's lights, windshield wipers and tires. Inspectors will concentrate on the overall condition of a vehicle's tires. If a vehicle needs new tires, coupons will be distributed for discounts from participating tire stores in Eagle County. The Tread Safe Campaign is being initiated by Vail Police Officer Rafael Caballero, who says the goal of the campaign is to have proper tires and winter equipment on vehicles to help reduce accidents during the winter months and year- round. "Throughout the years, we've had accidents in Eagle County where the primary cause of the accident was lack of tire tread depth and condition of the tires," says Caballero. The accidents ranged from minor fender benders to accidents resulting in death. Motor vehicles in Colorado are required to have a tire tread depth of more than 2/32" measured in any two tread grooves at three locations equally spaced around the circumference of the tire. During the 10/5/2010 8 -5 -2 checkpoints, officers will use a tire tread depth meter to determine if the tires are safe. Once the vehicle safety checks have been completed, the agencies will be checking tire treads on vehicles throughout the season. At that point, motorists with low tire tread depth could receive a citation for improper equipment on their vehicle, according to Caballero. "We're hoping to raise awareness through these checkpoints and to let motorists know of the danger of having unsafe tires. It could save a life." Motorists may also stop by the Vail and Avon police departments at any time to get their tires checked by officers. For more information, contact Officer Caballero at 479 -2200. Our mailing address is: Town of Vail 75 S. Frontage Road, Vail, CO 81657 Toll Free: (866) 650 -9020 1 (970) 479 -2100 R • • • be at part sto • Integra Auto Center 375 Lindberg Dr, Gypsum, CO - (970)328 10%offupto$75 • - .... •. /4 • Hwy . •. - • - (970)476 $40 offlabor * Meadow Creek Discount Tire d 13N Hwy 6 & 2 Eagle CO - (970)9 I` on Nokian Tires and SY * M eadow • • in Discount Tires 41199 H • : 24 Eagl ( 970 ) 949 , 40 11 $40 off a set of 4 tires • V ail Discount Tires 1 1000 Hwy . .. -- • - ( 970)949 - 5800 $40 off a set of 4 tires • V ail Garage ( West • il Conoco 215 S. F r ontage '• VadC0 - ( 970 ) 479 -1213 1 0% off a set of 4 tires • West Vail Shell 2313 N. Frontage Rd, VadCO - (970)476-3394 $4 off on a set of 4 tires depending on model Let's ha�re a safe Back side of coupon 10/5/2010 8 -5 -3 10/5/2010 8 -5 -4 To: Town Council From: Lori A. Barnes, Town Librarian Date: September 29, 2010 Subject: Radio Frequency ID (RFID) & Self -check implementation at Town of Vail Public Library The Town of Vail Public Library (TOVPL) is implementing Radio Frequency ID (RFID) & Self -check @ the library this autumn. All materials in our collection must be tagged with new RFID tags that will allow them to be circulated using the new self -check kiosk & staff stations. The power of RFID is that it allows multiple items to be checked out simultaneously. Library staff have been working on the tagging of materials while maintaining normal hours of business for the past several weeks. However, this is a huge undertaking and we require some "downtime" in order to complete the tagging. In addition, "downtime" is needed to allow time for the necessary electrical & networking tasks to be completed as well as the installation of equipment (hardware, software, etc.) Consequently, the library will have adjusted hours in October as follows: The week of October 11 (Monday through Friday) we will have a delayed opening of 3:00 pm each day. The week of October 18 (Monday through Wednesday) we will be closed. (Thursday through Friday) we will have a delayed opening of 3:00 pm each day. I encourage you all to stop by and see the new self -check kiosk in operation after October 22 It is a very exciting advancement for the library and will be a great customer service improvement for our patrons. 10/5/2010 8 -6 -1 Pam Brandmeyer From: Vail Recreation District <jgunion @vailrec.ccsend.com> on behalf of Vail Recreation District <aplain @vailrec.com> Sent: Wednesday, September 29, 2010 11:30 AM To: Pam Brandmeyer Subject: Open House Oct. 4 to Review Draft Vail Golf Club Master Plan FOR IMMEDIATE RELEASE September 29, 2410 Contact_ Steve Sarro, 970 -479 -2262 Mike Ortiz, 970- 479 -2461 Vail Golf Club Superintendent VRD Executive Director COMMUNITY INPUT SOUGHT ON CONCEPTUAL VAIL GOLF CLUB MASTER PLAN Vail Recreation District to Host Public Viewing of Draft Vail Golf Club Master Plan Oct. 7 (Vail)-An open house will take place on Thursday, Oct. 7 at the Vail Golf Club to provide information on a draft Vail Golf Club Master Plan being created by the Vail Recreation District (VRD). The preliminary master plan includes a variety of enhancements to the course including rebuilding tee boxes, sand traps and other golf course features, minor revisions to select greens and fairways and environmental enhancements to adjacent wetlands. A presentation of the plan will begin at 6 p.m. and anyone interested in learning more about the master plan is encouraged to attend. The VRD has been working with Kevin Atkinson, of Phelps- Atkinson Golf Course Design out of Evergreen, Colo., to create the master plan. Refreshments will be served and VRD staff and Atkison will be on hand to answer questions. According to Vail Golf Club Superintendent Steve Sarro, there is no timeline for approval and completion of the master plan, but once approved by the VRD board and Vail Town Council, the plan will serve as a guide to improve the course and its older features. "We're not looking to change the course, but seeking a plan to improve the over layout and playability," said Sarro. "We're in initial planning stages and as we move forward well continue to seek public input on the master plan." Currently, improvements are underway at the Vail Golf Club and include rebuilding of the upper tees 10/5/2J) 10 s -7 -1 or back tees on hole seven, replacement of the bridges located on holes 11 and 17 and building new weather shelters on holes three and 11. Weather permitting, work will last through November and include a variety of impacts to play at the golf course with the entire course scheduled for a single -day closure on Oct. 4. Most recently, the VR❑ and Town of Vail completed an Irrigation renovation on the course, plus improvements to tee box three. For more information, call 5arro at 970- 479 -2262 or follow Vail Golf Club work on his blog by clicking here E Forward e mail A Email Marketing ray This email was sent to pbrandmeyer @vailgov.com by aplain @.Kailrec.com . Update Profile /Email Address I Instant removal with SafeUnsub i Privacy Policy Vail Recreation District 1 700 South Frontage Road, East I Vail I CO i 81657 10/5/2010 8 -7 -2 MEMORANDUM To: Stan Zemler From: Public Works Staff Date: September 30, 2010 Rep: Flower Program The operation of the town's flowerbed program is a complicated process that has evolved over the past twenty years into a successful program. There are two primary components of the program: 1) The selection of flower varieties and 2) Maintenance crew workload /schedules. Flower varieties are selected according to hardiness at Vail's elevation, color, bloom time, texture, size, and planting time. While some varieties of flowers can be planted early before the last frost of spring, most varieties are planted after the danger of frost has passed. Correspondingly, there are varieties that will not survive after the first frost of fall and others that will sustain until a hard, killing, frost occurs. In order to have the beautiful color and texture combinations of flowers that we have, staff carefully selects varieties that work within our parameters defined above. A conscious and deliberate effort is made to have different varieties and color combinations in each flowerbed every year. Varying planting times is important in scheduling the maintenance crew activities in the flower bed program. The flower crew is staffed with mostly seasonal workers. Labor regulations require the reasonableness that seasonal workers have a break between seasons to justify the seasonal status. Twenty -five percent of the Town's current work force is seasonal. Loosing the ability to staff seasonally is a significant threat to the Town's successful business model in controlling employment costs. The Town staffs the winter season at .46 FTE and the summer season at .48 FTE. This allows .06 FTE or a little over 120 hours which is broken down into a one (1) week break and one (2) week break during the year between seasons. This allows twenty -five (25) weeks of work during the summer season. During the twenty -five (25) week period, the annual flower beds must be cleaned of winter debris, prepared for planting, planted, maintained weekly (fertilized, weeded, and deadheaded), then removed /prepared for the winter hiatus. Additionally, there are other activities that occur in the fall, which include maintaining perennial beds, planting fill -in perennials, planting spring bulbs, and covering beds for protection from winter debris. Flowers are removed from the beds after they have been damaged by frost and have become unsightly. The removal needs to begin early enough to complete all the other required activities prior to the end of the twenty -five (25) week seasonal schedule. 1 10/5/2010 8 -8 -1 To successfully meet a deadline of all flowers planted before the 4 th of July, town crews need to begin approximately the first week of May. Twenty -Five (25) weeks ends the season the middle of October. Starting later and planting hardier plants would require a significant change in work load as the planting season takes five (5) solid weeks in an overtime mode. This doesn't factor into account a wet spring or late frost, which has been the case for many Junes. The workload after frost, which also affects both annuals and perennials, takes three (3) solid weeks. Having all the plants freeze late and at the same time would cause a significant change in the work force size to handle the workload, or beds would go weeks in a frost /dead appearance until crews could attend to them. Because there is approximately five (5) weeks in the spring and three (3) weeks in the fall between more frost tolerant plants and less frost tolerant plants, using all hardier frost - tolerant plants significantly reduces the variety of plants and the spectacular show of the Town's current flower program. It would also either increase the crew size by 5 -6 workers or extend the season to allow no seasonal break which jeopardizes the town's ability to have a seasonal workforce. Both are costly alternatives. Providing a second planting to introduce species that survive frost (mums etc.) is another work program, which we are not staffed for as well as not funded for the additional plant material cost. 2 10/5/2010 8 -8 -2 IL 'OWN ff VA, . VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 5, 2010 ITEM /TOPIC: Matters from Mayor and Council ACTION REQUESTED OF COUNCIL: Matters from Mayor and Council 10/5/2010