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HomeMy WebLinkAbout2011-03-15 Agenda and Support Documentation Town Council Work Session VAIL TOWN COUNCIL WORK SESSION AGENDA "fi TOW VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 11:00 A.M., MARCH 15, 2011 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: An overview of the Lionshead Mixed Use 2 Zone District; Special Development Districts; the development review process and the five development review applications intended to facilitate the Ever Vail project. Lionshead Redevelopment Master Plan (Resolution No. 6, Series of 2011 A request for a recommendation to the Vail Town Council for an amendment to the Lionshead Redevelopment Master Plan, pursuant to Section 2.8, Adoption and Amendment of the Master Plan, Lionshead Redevelopment Master Plan, to amend the detailed plan recommendations for West Lionshead (Ever Vail), and setting forth details in regard thereto. (PEC 110002) Major Subdivision: A request for a review of a preliminary plan for a major subdivision, pursuant to Chapter 13 -3, Major Subdivision, Vail Town Code, to allow for the creation of two lots for the redevelopment of the properties known as Ever Vail (West Lionshead), located at 862, 923 934 953 1000 and 1031 South Frontage Road West, and the South Frontage Road West right -of- way/unplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080062) Rezoning (Ordinance No. 7, Series of 2011 A request for a recommendation to the Vail Town Council for a zone district boundary amendment, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to allow for a establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision located generally at 862, 923 934 953 1000, and 1031 South Frontage Road, and the South Frontage Road rig ht -of- way /unplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080061) Special Development District Amendment (Ordinance No. 8, Series of 3/15/2011 2011): A request for a recommendation to the Vail Town Council for a major amendment to Special Development District No. 4, Cascade Village, pursuant to Section 12- 9A -10, Amendment Procedures, Vail Town Code, to allow for the removal of Development Area D (Glen Lyon Office Building) from Special Development District No. 4, Cascade Village, and for a zone district boundary amendment, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to include the subject property in the Lionshead Mixed Use 2 District, located at 1000 South Frontage Road West /Lot 54, Glen Lyon Subdivison, and setting forth details in regard thereto. (PEC090036) Title 12, Zoning Regulations, Vail Town Code, Amendment ( Ordinance No. 9, Series of 2011): A request for a final recommendation to the Vail Town Council for prescribed regulation amendments, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to amend Section 12- 10 -19, Core Areas Identified, Vail Town Code, to amend the core area parking maps to include "Ever Vail" (West Lionshead) within the "Commercial Core" designation, and setting forth details in regard thereto. (PEC080065) (60 min.) PRESENTER(S): George Ruther, Warren Campbell BACKGROUND: Lionshead Redevelopment Master Plan: On January 24, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for proposed amendments tot he Lionshead Redevelopment Master Plan, by a vote of 3 -1 -2 (Rediker opposed, Viele and Cartin recused). Major Subdivision: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, on the preliminary plan for the major subdivision to establish Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5 -0 -2 ( Viele and Cartin recused). Rezoning: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a zone district boundary amendment to establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5 -0 -2 ( Viele and Cartin recused). Special Development District Amendment: On January 24, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a major amendment to Special Development District (SDD) No. 4, Cascade Village, to remove the Glen Lyon Office Building from the SDD in order for it to be incorporated into the Ever Vail Subdivision, by a vote of 4 -0 -2 ( Viele and Cartin recused). Title 12, Zoning Regulations, Vail Town Code, Amendment: On January 11, 2010, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a prescribed regulations amendment to Section 12- 10 -19, Core Areas Identified, Vail Town Code, by a vote of 4 -0 -2 ( Viele and Cartin recused). 3/15/2011 2. ITEM /TOPIC: DRB /PEC Update (15 min) PRESENTER(S): Warren Campbell 3. ITEM /TOPIC: Council Lunch Break (30 min.) 4. ITEM /TOPIC: Interview applicants for the Art in Public Places (AIPP), Design Review Board (DRB) and Planning and Environmental Commission (PEC) vacant positions at the Town Council work session. (90 min.) PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: The Council needs to interview each applicant at the work session and then appoint three members to the AIPP for three year terms; two members to the DRB for two year terms and three members to the PEC for two year terms at the evening meeting. Please note that Susan Frampton, if reappointed, can serve only two of the three year term on the Al PP due to term limits. BACKGROUND: The town received ten letters of interest for the open positions on the AIPP, DRB and PEC as follows (incumbent board members are asterisked): AIPP: Cookie Flaum* Susan Frampton* (can only serve 2 years out of the 3 year term) Allison Krausen Kathy Langenwalter* DRB: Tom DuBois* Andrew Forstl Brian Gillette* PEC: Luke Cartin* Pam Hopkins Michael Kurz* STAFF RECOMMENDATION: Please interview each applicant at the work session and appoint three members to the AIPP; two members to the DRB; and three members to the PEC at the evening meeting. 5. ITEM /TOPIC: Vail's 50 Anniversary Plans Update (20 min.) PRESENTER(S): Adam Sutner, Vail Mountain Marketing and Kelli McDonald, TOV Staff ACTION REQUESTED OF COUNCIL: Staff requests that Council listen to the presentation, ask questions and provide feedback. BACKGROUND: Planning is well underway for Vail's 50th Anniversary celebration which will include a weeklong kickoff in December 2012 and other ongoing activities throughout the year of the 50th in 2012 and 2013. Vail's opening 3/15/2011 on December 15, 1962, was a time of aspiration, determination and commitment by those who came together to see their dream come alive. The 50th celebration will not only pay tribute to Vail's founders, but will also reach out to the five decades of skiers, employees, resident and others who are forever connected to this special place. The celebration is being organized by Vail Resorts, the Town of Vail and the community. Update: Adam Sutner and Kelli McDonald will present the mission statement, goals, planning timeline and projects to Council, which are provided in detail in the attached document. 6. ITEM /TOPIC: Information Update and Attachments: 1) VEAC March 8, 2011 Meeting Minutes; 2) Update on Joint Meeting with CSE/VLMDAC; 3) Town of Vail Clean Up Day, Friday, May 6, 2011; and 4) 1 -70 Clean Up Day, May 14, 2011 5) 2010 Visitor Center Recap (15 min.) 7. ITEM /TOPIC: Matters from Mayor and Council (15 min.) 8. ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: 2015 World Championships; 2) C.R.S. §24- 6- 402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Discussion concerning negotiations regarding Timber Ridge development and Ever Vail development and Lionshead Welcome Center development; 3) C.R.S. §24- 6-402(4)(b) - to receive legal advice on specific legal questions; Regarding: Real Estate Transfer Tax Appeal and Conference Center funds. (60 min.) PRESENTER(S): Matt Mire 9. ITEM /TOPIC: Adjournment (4:05 p.m.) NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) --------------- - - - - -- THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, APRIL 5, 2011 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Work Session for April 5, 2011: Cirsa Training - Tami Tanoue /Matt - 60 min. Conference Center Fund Update - Stan - 45 min. CSE/VLMDAC Proposal Discussion - Kelli - 30 min. Evening Meeting for April 5, 2011: EHU Exchange Program - George /Nina - 30 min. Chamonix Commons - George /Nina - 60 min. Operating Agreement for West Vail Community Gardens - Kristen B - 30 m in. 3/15/2011 Ord. No. 5, Solar Panels - Rachel D /Kristen B. - 30 min. Lionshead Welcome Center Bids - Greg Hall - 15 min. Other Dates TBD: Strategic Parking Plan Discussion - 30 min. - WS - 4/19/11 Flood Assessment discussion - 30 min. - WS - 4/19/11 Energy Audit Update - Kristin B /Greg H - 30 min. - ES Newspaper Boxes - Todd O /Matt - 30 min. -ES Use of Loading Bays by Service Vehicles - 30 min. - WS Red Sandstone Playground Update - Greg - 15 min. - WS - April 5 ? Ford Park 2011 Managed Parking Rate Change discussion - Pam /Greg - 15 m in. Local Purchasing Preferences - Judy - 30 min. - WS - April 5 ? Electronic Signs Policy Discussion - George - TBD - ES Resolution on Parking - TOV summer/VRI winter -TBD - Greg - 30 min - WS /ES Century Tel WiFi Discussion - TBD - Ron /Matt - 30 min. - ES Update current Council Goals /2011 Strategic Plan - Stan - 30 min. Historic /Landmark Preservation Discussion - July 2011/TBD - George - 30 min - WS Recognition of Nancy Ricci /Eagle County - Stan - TBD 3/15/2011 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: An overview of the Lionshead Mixed Use 2 Zone District; Special Development Districts; the development review process and the five development review applications intended to facilitate the Ever Vail project. Lionshead Redevelopment Master Plan (Resolution No. 6, Series of 2011 A request for a recommendation to the Vail Town Council for an amendment to the Lionshead Redevelopment Master Plan, pursuant to Section 2.8, Adoption and Amendment of the Master Plan, Lionshead Redevelopment Master Plan, to amend the detailed plan recommendations for West Lionshead (Ever Vail), and setting forth details in regard thereto. (PEC 110002) Major Subdivision: A request for a review of a preliminary plan for a major subdivision, pursuant to Chapter 13 -3, Major Subdivision, Vail Town Code, to allow for the creation of two lots for the redevelopment of the properties known as Ever Vail (West Lionshead), located at 862, 923, 934, 953, 1000 and 1031 South Frontage Road West, and the South Frontage Road West right -of- way/unplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080062) Rezoning (Ordinance No. 7, Series of 2011y A request for a recommendation to the Vail Town Council for a zone district boundary amendment, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to allow for a establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision located generally at 862, 923, 934, 953, 1000, and 1031 South Frontage Road, and the South Frontage Road right -of- way /unplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080061) Special Development District Amendment (Ordinance No. 8, Series of l y. A request for a recommendation to the Vail Town Council for a major amendment to Special Development District No. 4, Cascade Village, pursuant to Section 12- 9A -10, Amendment Procedures, Vail Town Code, to allow for the removal of Development Area D (Glen Lyon Office Building) from Special Development District No. 4, Cascade Village, and for a zone district boundary amendment, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to include the subject property in the Lionshead Mixed Use 2 District, located at 1000 South Frontage Road West /Lot 54, Glen Lyon Subdivison, and setting forth details in regard thereto. (PEC090036) Title 12, Zoning Regulations, Vail Town Code, Amendment ( Ordinance No. 9, Series of 2011Y A request for a final recommendation to the Vail Town Council for prescribed regulation amendments, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to amend Section 12- 10-19, Core Areas Identified, Vail Town Code, to amend the core area parking maps to include "Ever Vail" (West Lionshead) within the "Commercial Core" designation, and setting forth details in regard thereto. (PEC080065) 3/15/2011 PRESENTER(S): George Ruther, Warren Campbell BACKGROUND: Lionshead Redevelopment Master Plan: On January 24, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for proposed amendments tot he Lionshead Redevelopment Master Plan, by a vote of 3 -1 -2 (Rediker opposed, Viele and Cartin recused). Major Subdivision: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, on the preliminary plan for the major subdivision to establish Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5 -0 -2 ( Viele and Cartin recused). Rezoning: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a zone district boundary amendment to establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5 -0 -2 ( Viele and Cartin recused). Special Development District Amendment: On January 24, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a major amendment to Special Development District (SDD) No. 4, Cascade Village, to remove the Glen Lyon Office Building from the SDD in order for it to be incorporated into the Ever Vail Subdivision, by a vote of 4 -0 -2 ( Viele and Cartin recused). Title 12, Zoning Regulations, Vail Town Code, Amendment: On January 11, 2010, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a prescribed regulations amendment to Section 12- 10 -19, Core Areas Identified, Vail Town Code, by a vote of 4 -0 -2 ( Viele and Cartin recused). ATTACHMENTS: Town Council Memorandum from Staff Dated March 15, 2011 Staff Comments on EPS Report 3/15/2011 MEMORANDUM TO: Vail Town Council FROM: Community Development Department DATE: March 15, 2011 SUBJECT: Follow up to Town Council questions from the March 1, 2011 work session on the Lionshead Redevelopment Master Plan I. QUESTIONS How many net new hotel rooms have been created within the Lionshead Redevelopment Master Plan Study Area since the adoption of the Plan? Since the adoption of the Lionshead Redevelopment Master Plan 36 net new hotel rooms have been built within the master plan study area. All 36 new rooms are located within the Arrabelle Hotel. How many accommodation units and lock -offs (attached accommodation units) were approved within the Arrabelle Hotel? The Arrabelle Hotel contains a total of 36 accommodation units and 49 attached accommodation units. Of the 49 lock -offs how many are actively marketed in the rental program and what is the annualized occupancy rate of these units? According to representatives from the Arrabelle Hotel, approximately 50% or 25 of the lock -off units in the Arrabelle are actively marketed within the rental program. The annual occupancy rate was not available at the time this memorandum was written. What does the Lionshead Redevelopment Master Plan recommend regarding "live beds "? To address the importance of "live beds" the Town Council adopted Resolution No. 4, Series of 2006 which established the following language: Policy Objective 2.3.3 - Stronger Economic Base Through Increased Live Beds In order to enhance the vitality and viability of Vail, renewal and redevelopment in Lionshead must promote improved occupancy rates and the creation of additional bed base ( "live beds" or "warm beds') through new lodging products. Live beds and warm beds are best described as residential or lodging rooms or units that are designed for occupancy by visitors, guests, individuals, or families on a short term rental basis. In order to improve occupancy rates and create additional bed base in Lionshead, applications for new development and redevelopment projects which include a residential component shall provide live beds in the form of accommodation units, fractional fee club units, lodge dwelling units, timeshare units, attached accommodation units (i.e, lock -off units), or dwelling units which are included in a voluntary rental management program and available for short term rental. Further, it is the expressed 1 3/15/2011 1 -I -I goal of this Plan that in addition to creating additional bed base through new lodging products, there shall be no net loss of existing live beds within the Lionshead Redevelopment Master Plan study area. Chapter 4 Recommendations - Overall Study Area 4.13 Live Beds The maintenance, preservation, and enhancement of the live bed base are critical to the future success of Lionshead and as such, special emphasis should be placed on increasing the number of live beds in Lionshead as the area undergoes redevelopment. The Lionshead area currently contains a large percentage of the Town's overall lodging bed base. The bed base in Lionshead's consists of a variety of residential and lodging products including hotels, condominiums, timeshares and hybrids of all three. The vast majority of live beds in Lionshead are not accommodation units in hotels, but instead, in dwelling units in residential condominiums such as the Vail 21, Treetops, Antlers Lodge, Lion Square Lodge, Lifthouse Lodge, Landmark Tower and Townhomes, Lionshead Arcade, and Montaneros, all of which have some form of rental /property management program that encourages short term rental of dwelling units when the owners are not in residence. It has been the experience in Lionshead that condominium projects which include a voluntary rental management program have occupancy rates which exceed the occupancy rate of hotel products, and therefore tend to provide more live beds and produce more lodging tax revenues to the Town. Applications for new development or redevelopment which maintain, preserve, and enhance the live bed base in Lionshead have a significantly greater chance of approval in the development review process than those which do not 4.13.1 Live Bed Definition Pursuant to Policy Objective 2.3.3, live beds (and warm beds) are defined as residential or lodging rooms or units that are designed for occupancy by visitors, guests, individuals, or families, on a short term rental basis. A live bed may include the following residential products: accommodation units, fractional fee club units, lodge dwelling units, timeshare units, attached accommodation units (i.e., lock -off units), and dwelling units which are included in a voluntary rental management program and available for short term rental. 4.13.2 Location of Live Beds Live beds should be located in Lionshead pursuant to the Lionshead Mixed Use 1 and 2 zone districts. All properties within Lionshead, when developing or redeveloping and providing new residential or lodging products, should provide live beds as defined herein. 4.13.3 Hotel -types of Services and Amenities To aid in the furtherance of Policy Objective 2.3.3 of the Plan, the creation of additional live beds should include hotel -types of services and amenities. Such services and amenities may include, but not be limited to, the operation of a front desk, registration /reservation capabilities, recreational amenities, guest drop -off, on -site management, etc. These types of services and amenities in multiple family residential dwellings will increase the likelihood that the dwelling units will 2 3/15/2011 1 -1 -2 be made available for short term occupancy and help to promote improved occupancy rates. 4.13.4 Review of New Development and Redevelopment Projects The Planning and Environmental Commission shall consider the policies and direction given by this Plan with respect to live beds when reviewing new development and redevelopment projects in Lionshead. Applications for new development or redevelopment shall maintain the live bed base in Lionshead. Applications for new development and redevelopment which enhance the live bed base have a significantly greater chance of approval in the development review process than those which do not. A proposal's adherence to the policies contained in the adopted master plan will be one of the factors analyzed by staff, the Planning and Environmental Commission (PEC), the Design Review Board (DRB), and the Town Council (as applicable) in determining whether to approve or disapprove the specific proposal. The Ever Vail Fiscal & Economic Impact Report references the relative importance of accommodation units to the success of Lionshead. However, the Lionshead Redevelopment Master Plan in Section 2.3.3 recommends a myriad of new lodging product types. Please explain the rationale of these two documents. The Ever Vail Fiscal and Economic Impact Report identifies the positive economic impacts that accommodation units (hotel rooms) have on the tax revenue side of the equation and vitality of a village. The report also identifies the need to strongly encourage and incentivize owners of condominium product to participate in rental programs. Both the Report and the Master Plan speak to methods to achieve warm beds (condo units in rental programs). The Master Plan recommends that methods need to be explored to turn cold beds into warm beds. Both documents identify that live beds are preferred to cold or warm beds, but additionally recognize that the reality is that a mixture of units types is necessary to address the varying needs of our guests and visitors and suggestion multiple goals and policies of the community to pursue. How much net new commercial /retail square footage has been created within the Lionshead Redevelopment Master Plan Study Area since the adoption of the Plan? Approximately 54,628 square feet of net new commercial /retail area has been constructed and /or approved within Lionshead Master Plan Study Area since the adoption of the Plan. What lodges /hotels have conference facilities in the Town? Please include the square footage and group size capacity of each of the facilities. There are at least fourteen properties within the Town of Vail which offer meeting /conference facilities. According to industry professionals, a standard of 10 square feet of meeting space is required per meeting attendee (10 sq.ft/attendee). The maximum number of attendees that a facility can accommodate is based upon the single largest meeting space each facility has to offer. The largest single meeting room in Town is at the Vail Marriott. Their Grand Ballroom is 8,286 sq. ft. in size and can hold up to 1,000 attendees in a theater -style layout, 550 attendees in a schoolroom -style layout, and 750 attendees in a banquet -style layout. 3 3/15/2011 1 -I -3 The largest meeting room at the Vail Cascade is 5,940 square feet and accommodates a maximum of 750 attendees in a theater -style layout. Property Meeting Area (s.f.) Meeting Rooms ( #) Antlers at Vail 4,587 7 Apex Holiday Inn 2,700 1 Arrabelle at Vail Square 9,494 7 Evergreen Lodge 4,000 7 Four Seasons Resort 8,150 4 LionSquare Lodge 5,700 5 Lodge at Vail 6,000 4 Manor Vail Lodge 11,285 9 Sonnenalp Resort 4,820 6 Tivoli Lodge 850 1 Vail Cascade 45,000 19 Vail Marriott 21,000 21 The Sebastian 7,000 12 Vail Racquet Club 1,100 1 Is there a group size that can not be accommodated in Vail, and if so, what size of a facilities is needed to accommodate the group? Meeting group sizes in excess of 1,000 attendees can not be easily accommodated in Vail. To accommodate larger groups, a single room in excess of 10,000 square feet is likely needed. What do the Lionshead Redevelopment Master Plan and Vail Transportation Master Plan Update recommend regarding the need for additional public parking in Town? The Lionshead Redevelopment Master Plan was amended to recommend a ski lift and 400 public parking spaces in the West Lionshead area. The final determination on the number of public parking spaces was based on the Vail Transportation Master Plan Update. The Vail Transportation Master Plan Update recommends 1,000 additional public parking spaces town -wide. Of the 1,000 additional spaces, up to 400 parking spaces are to be in West Lionshead; 300 parking spaces in the Lionshead Parking Structure as part of the proposed redevelopment project plan; and 300 parking spaces in Ford Park. The Vail Transportation Master Plan Update states a public parking study is needed to verify the appropriateness of these locations and the appropriate number of additional public parking spaces prior to any implementation. The Town is currently in the process of creating a strategic parking plan. The plan is scheduled for completion by August of 2011. 4 3/15/2011 1 -1 -4 How many additional public parking spaces have been added to Lionshead Study Area since the adoption of the Plan? No additional public parking spaces have been added to the Lionshead Study Area since the adoption of the Plan. What is the unused capacity of the Eagle River Water and Sanitation District treatment plant? The available capacity information was not available at the time this memorandum was written. What is the website address of where the Lionshead Redevelopment Master Plan maps can be located online? The Lionshead Redevelopment Master Plan, the attached maps, and the Appendices are located at https: / /www.vailgov.com under the Town Services tab, Community Development, Planning Department. What does the Lionshead Redevelopment Master Plan recommend regarding no net loss of existing office space square footage? Section 5.17.1, South Frontage Road Improvements and Vehicular Access, with the West Lionshead (Ever Vail) detailed plan recommendations states the following: "Notwithstanding these difjerent Frontage Road scenarios, there should he an increase of existing office square footage and "no net loss" of retail square footage as a result of the redevelol)ment of these parcels. " Is there an ability to require a net increase of office space square footage in the Lionshead Redevelopment Master Plan Study Area? Yes. Section 5.17 West Lionshead detailed recommendations identifies a desire to "increase" the existing office square footage within the West Lionshead area. Please provide a comparative copy of the Official Zoning Map of the Town of Vail comparing the zoning in place prior to the adoption of the Lionshead Mixed Use 1 & 2 districts to what exists today. Map C of the Lionshead Redevelopment Master Plan depicts the Official Zoning Map of the Town of Vail at the time of the adoption of the Master Plan. The majority of the property in the study area was previously zoned Commercial Core 2 district and High Density Multiple - Family district. The Vail Resorts Maintenance Yard, the Holy Cross Lot, and the former BP gas station property was previously zoned Arterial Business District to Lionshead Mixed Use 2 district allowing for light industrial land uses. 5 3/15/2011 1 -1 -5 MEMORANDUM TO: Vail Town Council FROM: George Ruther, Community Development Department Judy Camp, Finance Department Mark Miller, Fire Department Dwight Henninger, Police Department Greg Hall, Public Works & Transportation Department SUBJECT: Ever Vail Fiscal Impact and Economic Analysis Report DATE: March 15, 2011 I. PURPOSE The Vail Town Council has asked if the department directors were sure they could provide the necessary municipal services for the costs Economic & Planning Systems (EPS) included in the Ever Vail Fiscal Impact and Economic Analysis Report based upon the projected revenues. The purpose of this memorandum is to provide a written response to the Town Council's question. II. BACKGROUND Economic & Planning Systems has completed a fiscal and economic analysis report of the proposed Ever Vail project and presented their findings to the Vail Town Council. The analysis was completed at the direction of the Vail Town Council in response to an Ever Vail Economic Report submitted by Vail Resorts Development Company and presented to the Town Council. The purpose of the analysis was to review the conclusions of the Ever Vail Economic Report and to assess the projected fiscal and economic impacts of the proposed Ever Vail development applications. III. CONCLUSIONS The Ever Vail Fiscal Impact and Economic Analysis Report, dated January 13, 2011, addresses the projected costs of providing Town services to the project compared to the projected revenues generated by the project upon completion and stabilization. The fiscal impact analysis of the Report accounts for a range of funds including the General Fund, the Capital Fund, the Real Estate Transfer Tax Fund, the Marketing Fund and Urban Renewal Authority Fund. The following impacts are projected for the town departments as outlined in Tables 1 — 12 of the Report: Municipal Services (Administration /Community Development) • FTE's - 1.0 administrative support Public Safety (Police /Fire) • FTE's — 2.0 (1 police officer /1 firefighter) Public Works & Transportation (Streets Maintenance /Transit /Facilities Maintenance) 1 3/15/2011 1 -2 -1 • FTE's — 2.5 (bus drivers) IV. STAFF RESPONSE The Ever Vail fiscal impact analysis enables the Town of Vail to estimate the difference between the costs of the providing municipal services for the proposed Ever Vail project and the taxes, user fees, permit fees, and other revenues that may be collected as a result of the project. It is important to emphasize that the fiscal impact analysis is based upon project projections and assumptions as they are viewed today and only one of the many important issues that the Town should consider when evaluating the project. The Town of Vail would be wise to update the fiscal impact analysis as financial conditions change or if the proposed project is amended throughout the development review or construction processes to ensure the project Council asked the department directors to comment on the EPS revenue and cost projections in terms of a town budget. There are differences in the two applications that should be noted. The EPS revenue projections are specific to the Ever Vail project and based on assumptions and conclusions reached by EPS from their research and understanding of how the project will operate. The cost projections contained in the analysis are based on assumptions and conclusions prepared by EPS with input from Town Staff. Town of Vail revenue budgets are prepared on a more global basis using historical averages and conservative assumptions, which would lead to lower projections than the project specific assumptions. The difference in budget philosophy and assumptions used in the EPS analysis of the Ever Vail project does not alter the conclusion that the Ever Vail project will have a moderate impact on the town's finances. Although the town takes a more conservative approach for budget purposes than EPS uses for project specific analysis, the conclusion that Ever Vail would have a moderate impact on the town's finances is valid. 2 3/15/2011 1 -2 -2 ITL1 oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: DRB /PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: March 2, 2011 DRB Meeting Results March 14, 2011 PEC Meeting Results 3/15/2011 DESIGN REVIEW BOARD AGENDA PUBLIC MEETING OY�Al' March 2, 2011 tfwlSlkT Council Chambers !�f'f 75 S. Frontage Road - Vail, Colorado, 81657 PROJECT ORIENTATION 1:30pm MEMBERS PRESENT MEMBERS ABSENT Tom DuBois Libby Plante Pete Dunning Brian Gillette Rollie Kjesbo SITE VISITS 1. Gabriel Residence — 100 East Meadow Drive 2. Black Stallion Holdings / Lacher Residences — 400 East Meadow Drive 3. Reusswig Residence — 2985 Booth Creek Drive 4. Vail International — 300 East Lionshead Circle PUBLIC HEARING — TOWN COUNCIL CHAMBERS 3:00pm 1. Black Stallion Holdings Residence DRB1 10025 / 15 minutes Bill /Warren Final review of an addition (enclose deck) 400 East Meadow Drive, Unit 7 (Tyrolean Condominiums) /Part of Tract B, Block 5, Vail Village Filing 1 Applicant: Black Stallion Holdings, represented by Pierce Architects ACTION: Approved with conditions MOTION: Gillette SECOND: Plante VOTE: 4- 0- 1(Kjesbo recused) CONDITION(S): 1. The applicant shall revise the design of the new dormer to include a clipped hip roof form and an arc on the top of the windows to respect the existing architecture. Revised plans shall be submitted to Staff for review and approval prior to submitting a building permit. 2. Lacher Residence DRB1 10028 / 10 minutes Rachel Conceptual review of an addition (enclose deck) 400 Meadow Drive, Unit 4 (Tyrolean Condominiums) /Part of Tract B, Block 5, Vail Village Filing 1 Applicant: Judith & Michael Lacher, represented by Pierce Architects ACTION: Conceptual, no action 3. Reusswig Residence DRB110026 / 15 minutes Rachel Final review of an addition (living space, garage) 2985 Booth Creek Drive /Lot 4, Block 6, Vail Village Filing 11 Applicant: Pete & Emy Reusswig, represented by K.H. Webb Architects ACTION: Approved with conditions MOTION: DuBois SECOND: Plante VOTE: 4 -0 -1 ( Kjesbo recused) CONDITION(S): 1. The applicant shall not construct a hammerhead element in the driveway of the west unit if any trees must be removed for construction. The plans submitted in conjunction with the building permit shall identify protection for trees adjacent to the hammerhead element. 2. The applicant shall utilize wood siding from the ground to the soffit on the three sides of the garage on the north elevation. This shall be depicted on the plans submitted in conjunction with the building permit. Page 1 3/15/2011 2 -1 -1 4. Lionshead Transit Welcome CenterDRB110033 / 15 Minutes Warren Final review of change to approved plans (roof) 395 East Lionshead Circle /Lot 1, Block 2, Vail Lionshead Filing 1 Applicant: Town of Vail, represented by Tom Kassmel ACTION: Approved MOTION: DuBois SECOND: Gillette VOTE: 5 -0 -0 5. Gabriel Residence DRB1 10038 / 15 Minutes Rachel Conceptual review (deck enclosure) 100 East Meadow Drive /Lot O, Block 5D, Vail Village Filing 1 Applicant: Patricia Gabriel /represented by Millie Aldrich ACTION: Conceptual review, no action 6. Vail International DRB110030 / 15 Minutes Warren Final review of a minor exterior alteration (railings) 300 East Lionshead Circle /Lot 4, Block 1, Vail Lionshead Filing 2 Applicant: Vail International Owners Association, represented by Saundra Spaeh ACTION: Approved with conditions MOTION: DuBois SECOND: Gillette VOTE: 5-0-0 CONDITION(S): 1. The applicant shall paint the new soffit to match the existing building facade color (off - white) prior to requesting final planning inspections. STAFF APPROVALS Milmo Residence DRB110006 Bill Final review of changes to approved plans (landscaping) 996 Ptarmigan Road /Lot 2, Block 4, Vail Village Filing 7 Applicant: Mr. Milmo, represented by Brian Lantzy Gros Residence DRB110011 Bill Final review of changes to approved plans (deck) 1350 Sandstone Drive, Unit 6 /Lot G3, Lions Ridge Filing 2 Applicant: Joel & Jane Gros, represented by Michael Hazard Milmo Residence DRB110019 Bill Final review of changes to approved plans (structural) 996 Ptarmigan Road /Lot 2, Block 4, Vail Village Filing 7 Applicant: Ptarmigan Vail LLC, represented by Michael Suman of Suman Architects Brandess Building DRB110021 Rachel Final review of minor exterior alteration (antennas) 2077 North Frontage Road West /Lot 39, Buffehr Creek Applicant: Jayne Brandess, represented by Jeff Keith Snow Fox Condo Association DR13110027 Bill Final review of change to approved plans (extension of approval) 1030 Lionsridge Loop /Block B, Lion's Ridge Filing 1 Applicant: Snow Fox Condominium Association, represented by John Mabin Mountain Valet DRB110029 Warren Final review of a sign (free standing) 458 Vail Valley Drive (Golden Peak) /Tract F, Vail Village Filing 5 Applicant: Mountain Valet, represented by Deb Warren Page 2 3/15/2011 2 -1 -2 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 3 3/15/2011 2 -1 -3 PLANNING AND ENVIRONMENTAL COMMISSION March 14, 2011 1:OOpm T��T' OF VAQ, ' TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 The March 14, 2011 PEC meeting had not taken place by the time the Town Council packets were distributed. Results from this meeting will be e- mailed to all Town Council members the morning of the March 15, 2011 Council meeting as well as copies printed for distribution to Council and audience members. Pa 1 3115/2l7l 1 2 -2 -1 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: Council Lunch Break 3/15/2011 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: Interview applicants for the Art in Public Places (AIPP), Design Review Board (DRB) and Planning and Environmental Commission (PEC) vacant positions at the Town Council work session. PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: The Council needs to interview each applicant at the work session and then appoint three members to the AIPP for three year terms; two members to the DRB for two year terms and three members to the PEC for two year terms at the evening meeting. Please note that Susan Frampton, if reappointed, can serve only two of the three year term on the AIPP due to term limits. BACKGROUND: The town received ten letters of interest for the open positions on the AIPP, DRB and PEC as follows (incumbent board members are asterisked): AIPP: Cookie Flaum* Susan Frampton* (can only serve 2 years out of the 3 year term) Allison Krausen Kathy Langenwalter* DRB: Tom DuBois* Andrew Forstl Brian Gillette* PEC: Luke Cartin* Pam Hopkins Michael Kurz* STAFF RECOMMENDATION: Please interview each applicant at the work session and appoint three members to the AIPP; two members to the DRB; and three members to the PEC at the evening meeting. ATTACHMENTS: Memo and Attachments for AIPP, DRB and PEC appointments 031511 3/15/2011 MEMORANDUM TO: Town Council FROM: Lorelei Donaldson DATE: March 15, 2011 SUBJECT: Appointments to the Art in Public Places (AIPP), Design Review Board (DRB) and Planning and Environmental Commission (PEC) There are currently three (3) vacancies on the AIPP, two (2) vacancies on the DRB; and three (3) vacancies on the PEC. The Council needs to interview the applicants at the work session and then make the appropriate appointments to the board at the evening meeting. AIPP: The Town received one (4) applications for the AIPP vacancies. The Council shall interview these applicants at the work session and then appoint three applicants to the AIPP at the evening meeting. Incumbents have an asterisk by their name. The applicants are: Cookie Flaum* Susan Frampton* Allison Krausen Kathy Langenwalter* (Please note Susan Frampton may only serve an additional 2 year term out of a 3 -year appointment.) I have enclosed an attendance summary for your review and use. DRB: The Town received three (3) applications for the DRB vacancies. The Council shall interview these applicants at the work session and then appoint two applicants to the DRB at the evening meeting. Incumbents have an asterisk by their name. The applicants are: Tom Du Bois* Andrew Forstl Brian Gillette* I have enclosed an attendance summary for your review and use. PEC: The Town received three (3) applications for the PEC vacancies. The Council shall interview each applicant at the work session and then appoint three applicants to the PEC at the evening meeting. Incumbents have an asterisk by their name. The applicants are as follows: 3/15/2011 4 -1 -1 i i i i i i Luke Cartin* Pam Hopkins Michael Kurz* I have enclosed an attendance summary for your review and use. RECOMMENDATION: Appoint a total of three members to the AIPP, two members to the DRB and three members to the PEC. 3/15/2011 4 -1 -2 i i i I 3/15/2011 4 -1 -3 i i Lorelei Donaldson I From: Cookie Flaum <cflaum @slifer.net> Sent: Tuesday, March 01, 20112:37 PM To: Lorelei Donaldson f Cc: Moll E and Molly PP Subject: Letter of Interest AIPP Board i i I February 28, 2011 i Town of Vail Town Council 75 South Frontage Rd W Vail CO 81 657 Dear Members, I � I am currently n the AIPP Board and m resent term is ending. I would like to continue for Y m g another term, if approved. The AIPP Board has helped to bring some amazing pieces of art to Vail. I have heard on several occasions from visitors how much they enjoy the art and how impressed they are of the recognized artists in both our temporary and permanent collection. The Town Council in its requirement for developers to include art in their projects was a brilliant idea. In doing so, the town has evolved into not only a world class ski resort but also into a town that appreciates and recognizes the arts. Today people from all over the world enjoy our art in both the winter and summer. Their comments are only positive. The AIPP Board has several projects in the works that I would like to see through, if approved. Thank you for your time in considering me. Yours truly, Cookie Flaum 3/15/2011 4 -1 -4 I f I Lorelei Donaldson From: Susan Frampton <sframpton @ewpartners.com> Sent: Sunday, February 27, 20115:57 PM To: Lorelei Donaldson Subject: AIPP board application i I would very much like to serve one more term of two years on the Art in Public Places Board. During the six years that I have been a part of this organization I have seen it grow in its contributions to the town of Vail. I believe that AIPP plays a strong role in assuring that our community remains a wonderful place for both guests and residents. Art is a critical component of a successful streetscape and is often more important than the buildings alone. Hiring Molly Eppard as director of Art in Public Places was definitely a step in the right direction. We have so many exciting projects that we are working on and I would love to see some of them completed. Thank you so much for considering my application. Susan Frampton Sent from iPad 1 3/15/2011 4 -1 -5 Allison S Krausen 710 West Lionshead Circle, Suite A* Vail, Colorado 81607 Phone: 9704712803 • E -Mail: allison @khwebb.com February 24. 2011 l l Lorelei Donaldson "Town Clerk c 1 Town of Vail 75 South Frontage Road Vail, Colorado 81657 Dear NIs_ Donaldson. The purpose of this letter is to convey my sincere interest in joining the Art in Public Places (AIPP) Board. Together with my husband, Kyle Webb, I am a Town of Vail property owner who believes that quality works of art located throughout our Town enhance the public environment for residents and visitors alike. Cultural capital is critical to our community's j excellence and it would be my goal to utilize my educational, professional, and non - profit leadership experience as a member of the AIPP Board. I graduated cum laude from Princeton University with a Bachelor of Arts in East Asian Studies and a certificate in Dance. As part of my undergraduate coursework, I took studio courses in painting and architecture, and lecture courses in art history and film. My thesis work focused on contemporary Chinese multi -media installation art, and I spent a considerable amount of time traveling throughout the United States, Mainland China, and Hong Kong interviewing living artists about their art and its relationship to their government and community. From that research, I determined that the future of art in China was critically tied to the Chinese people's ability to form a philanthropic community to replace the government's diminishing support for the arts. And as an American, I dedicated myself to participating in and working to sustain my own country's culture of philanthropy. a Though technically not - for - profit, in order to be sustainable, cultural organizations must operate in accordance with basic business principals. Having worked in Community Banking in lending and workouts with Millennium Bank and Colorado Capital Bank, I have financial skills to contribute to the AIPP Board and the ability to utilize a business lens for making decisions. Furthermore, I have existing personal and working relationships with local developers, which could be helpful in fulfilling the AIPP Board's goal to have public art integrated into new developments. This would involve an education as to how cultural capital supports and improves property values through the quality of experience it provides. Since moving to the Vail Valley, I have participated as a member of the Bravo! Vail Valley Music Festival's Bach on the g 4 Rocks Board and served on the Executive Committee of the Board of the Vail Symposium as Treasurer. Both roles I chose based on my belief that the cultural programs each organization produces add to the richness and sophistication of our community in ways that match the excellence of our resort amenities and experience. Similarly, the AIPP collection, installations, and programs should continue to create an aesthetic experience that balances our spectacular landscape. An avid art collector who enjoys living with art in my home, I also appreciate living with art in my uonnnunity. Combined with this personal passion, I hope to have an opportunity to leverage my background, skills, and experience to preserve and improve the TovN n of Vail's Art in Public Places Program as a member of the Board. Thank you for your consideration. Sincerely, Allison S. Krausen 3/15/2011 4 -1 -6 a r peel /langenwalter architects, I.I.c. david m. peel, a.i.a. kathy langenwalter 2588 arosa drive p.o. box 1202 I vail, co 81658 970 - 476 -4506 970 - 476 -4572 fax i February 23, 2011 i G f Vail Town Council Members Town of Vail 75 South Frontage Road Vail, CO 81657 Attn: Lorelei Donaldson Dear Council Members; I am currently a member of the Art in Public Places Board and would like to continue serving on this board for another term. The board is looking forward to the relocation of the Moroles sculpture this year as well as many other interesting and challenging projects in the future. I would appreciate the opportunity to see these through as a board member. Thank you for your consideration. Yours truly, Kathy Langenwalter 3/15/2011 x 4 -1 -7 ffi Art in Public Places Board Attendance Date Doe Browning Cookie Flaum Susan Frampton Pam Hopkins Kathy Langenwalter Jennifer Mason Monica Mattingly Bill Rey 4/5/2010 No quorum for this meeting 5/3/2010 Absent Absent Absent 6/7/2010 Absent 7/12/2010 No quorum for this meeting 8/2/2010 Absent Absent 9/13/2010 Absent Absent Absent 10/4/2010 Absent Absent Absent 11/1/2010 Absent 12/6/2010 1/3/2011 Absent Absent Absent Absent 2/7/2011 Absent Absent 3/7/2011 Absent 3/15/2011 4 -1 -8 c I i i i i I i I i i l 3/15/2011 4 -1 -9 February 28, 2011 Thomas R Du Bois Town Council Town of Vail 75 S. Frontage Road Vail, CO 81657 Dear Town Council, I would like to be considered for re- appointment to another tem on the Design Review Board. I have been a resident of Vail for nearly 11 years and am a licensed architect, owning and managing my own architectural firm for the past 8 years, with offices in East Vail. I have found my first two terms on the Design Review Board to be very exciting and rewarding and feel my experience has been very beneficial to the Town in preserving, maintaining and enhancing the quality of the built environment in accordance with the goals of the Town of Vail's ordinances in f 4 general and the various Design Review Guidelines in particular. j I would very much like to continue on with the current Design Review Board members as we have j developed a very good rapport with one another and even though we may offer a diversity of opinion, we all share in the same vision for the Town. i i Thank you for your consideration. � Sincerely, Thomas R. Du Bois PO Box 4118 tell- 970477 -1969 Vad, CO 81658 ttdubois@attnet 3/15/2011 4 -1 -10 i � I i Andrew Forstl I 2714 Larkspur Lane s I Vail, CO 81657 February 25, 2011 I { i r Town of Vail c/o Vail Town Council 75 S. Frontage Road W. i Vail Co. 81657 Dear Vail Town Council, I am writing to express my sincere interest in applying for any openings that may exist on the Vail Design and Review Board. After meeting with the Board and shadowing their duties, I feel that I would be a valuable asset, contributing to the good of our community. Growing up as the son of an architect, my interest in design and building began at a young age. I have worked in the real estate, construction and design community for the past eight years and feel that I have a good understanding of Vail's design standards. I am fully committed to raising my young family here in Vail and would like to keep our community as charming and vibrant as it was in the early 1980's when I first fell in love with the town. I feel that we will be facing many challenges in the years to come. We will need to strike a balance between the original reasons for our town's success while paying attention to future trends. I look forward to the next step and would greatly appreciate the opportunity to serve our community! Please call me if you need anything. Sincerely, Andrew Forstl 3/15/2011 4 -1 -11 ANDREW R. FORSTL 2714 Larkspur Lane, Vail CO 81657 (w) 970476 -2121 (c) 303 -507 -3560 corporateedge @msn.com Employment THE DAVOS GROUP PARTNER/ BROKER Vail, CO January 2003 - Present ` Founded and operated a boutique residential real estate firm in the Vail Valley Assisted buyers and sellers in the real estate process from conception to completion, drafting contracts and negotiating terms and conditions Achieved success at all levels of sales, from first -time home buyer to the multi - million dollar investor Worked closely with banks/lenders to ensure clients' needs were met Worked with Town Planning and Zoning departments and architects to advise clients on design and feasibility of development opportunities Developed several rental properties in the Vail Valley, negotiating leases and terms for clients STRATTON FLATS LLC SALES AND MARKETING MANAGER Gypsum, CO May 2007- August 2010 Managed all sales and marketing efforts for Stratton Flats, an Eagle County affordable housing project Worked with the Town of Gypsum during the entitlement process Worked with developer and county to design and build Met with county commissioners and director of housing on a monthly basis during the design process Managed clients from contract inception to closing of home CORPORATE EDGE EXECUTIVE RECRUITING FOUNDER / OWNER/ RECRUITER Morrison, CO September 1996 - 2003 Recruited executive sales and engineering candidates for national telecommunications and IT companies Placed candidates at all levels from Account Executive to Vice President using direct cold calling tactics Worked directly with Senior Sales Executives to build first national sales team for Qwest Communications Work directly with Worked ec th senior management as a "hired fill ed to Y g � specialty positions Negotiated salaries and options for all candidates MFS INTELENET COMPANIES ACCOUNT MANAGER Denver, CO April 1996 - August 1996 Outside sales to medium and large businesses Provided consolidated local and long distance services Created programs for efficient communications management Established one point of contact for all of client's communication needs Focused on the legal market 3/15/2011 4 -1 -12 QWEST COMMUNICATIONS ACCOUNT EXECUTIVE Denver, CO February 1995 - April 1996 Focused on large business accounts Created networking systems for all telecommunications needs Provided on -site training for senior management Developed long -term sales management goals Cultivated and expanded client database Focused on the legal market Account Executive of the Year 1995 MVP for three consecutive months MCI TELECOMMUNICATIONS CORPORATION ACCOUNT EXECUTIVE Denver, CO January 1993 - January 1995 [9/93 - 1/95] Outside sales to large businesses Created programs individually tailored for each client Established and maintained long -term business relationships Provided estimates, scheduling, billing, budgets Managed junior sales representatives Attended MCI - sponsored training se minars and sales programs { TERRITORY SALES REPRESENTATIVE [1/93 - 8/93] Outside sales to small businesses Created programs for small businesses and operations Learned operations /management procedures of small businesses Established/updated /service /grew accounts Monthly workshops and sales seminars Achieved 150% sales quota for 5 consecutive months [4/93 - 8/93] I Education Colorado State University, Fort Collins, CO j December 1991 Bachelor of Arts, Business Economics Concentrations in Finance and Business Economics Minor in History i University College at Dublin, Dublin, Ireland Fall 1988 European Finance and Economics, Irish history and culture Certifications/Memberships State of Colorado Real Estate License (01/03) Vail Board of Realtors (01/03 to Present) Interests Skiing, Mountain Biking, Travel, Music and Family References available upon request 3/15/2011 4 -1 -13 GILLETTE i.LC CONSTRUCTION February 4, 2011 Lorelei Donaldson Vail Town Clerk 75 South Frontage Road Vail, Colorado 81657 I RE: DRB and PEC appointment term expirations ( Dear Lorelei Donaldson: I am writing to express my interest in retaining my seat on the Design Review Board. I have been a board member since May 2, 2007. Please find a brief description of my experience below: BRIAN GILLETTE graduated from the University of Colorado at Boulder with a Bachelor of Science degree in Business Administration in 1994. Gillette started with George Shaeffer Construction Company in 1995 as a carpenter. Quickly advancing to the position of site superintendent, Brian constructed a number of homes throughout the valley. Many close relationships with subcontractors and vendors were developed over these years. Gillette was serving in the capacity of both site superintendent and project manager by 2003, responsible for the buyout, budget management, scheduling, and quality control of each project. Gillette was chosen to head Shaeffer's preconstruction service efforts in 2003. He was responsible for their marketing, initial client contact and contract negotiation. Gillette worked closely with the various architects on estimating, value engineering, and job cost accounting. Additionally, Brian supervised staffing, information technology, insurance procurement, and other duties relating to Shaeffer's operations. Gillette left George Shaeffer in November 2006 to start Gillette Construction and is currently engaged in the construction of single family residences within the Town of Vail. Brian lives with his family in Vail, Colorado. I appreciate the Council's consideration. Sincerely, GILLETTE LLC 0— ?3 4 l A§t Brian Gillette Voice: (970) 390 -7981 brian_giiiene @gIDetteik.com cc: Warren Campbell POST OFFICE BOX 5821 970.390.7981 VAIL, COLORADO 81658 gillettellc.com 3/15/2011 4 -1 -14 Design Review Board Attendance, 2007 Meeting Date Attendee Pete Dunning Rollie K'esbo Tom DuBois Brian Gillette Libby Plante April 7, 2010 X X X X X April 21, 2010 X X X X X May 5, 2010 X X Absent X X May 19, 2010 X X X X X June 2, 2010 X X X X Absent June 16, 2010 Absent X X X departed 4:15 July 7, 2010 X X X X X July 21, 2010 Absent X X X X August 4, 2010 Absent X X X X August 18, 2010 Absent X X X X September 1, 2010 X X X X X September 15, 2010 X X X X X October 6, 2010 X X X X X October 20, 2010 X X X X X November 3, 2010 X X X X X November 17, 2010 X X X Absent X December 1, 2010 X X X X X December 15, 2010 X X X X X January 5, 2011 X X X X Absent January 19, 2011 X X X X X February 2, 2011 X X X X X February 16, 2011 X X X X X March 2, 2011 X X X X X March 16, 2011 Total Attended 19 23 22 22 20 Total Absent 4 0 1 1 2 Total Early Departure 0 0 0 0 1 C:1 Usersl ldonaldson\AppDatalLocalVMicrosoft \WindowslTemporary Internet Files \Content.Outlook\TSRG038L1DRB Attendance Table 10.xls 3/15,2011 4 -1 -15 i I i I 3/15/2011 4 -1 -16 i Luke Cartin 2782 Kinnickinnick Rd. Vail, Colorado 81657 r I February 25, 2011 I j To the Vail Town Council: I am expressing my interest in renewing my position on the Planning and Environmental Commission. I believe my input during my role as a PEC Commissioner has been beneficial for the town. I have been fair and transparent with my decisions, and I have recused myself on any potential conflicts of interest. I have used both my professional and personal experiences to help guide with environmental decisions. I have enjoyed serving m town and hope t be g Y P 0 reappointed. Please feel free to address any questions, comments or concerns to me via email ( lcartin (&yahoo.com or call me on my cell phone (970- 331 - 9804). It has been an honor serving on the PEC, and I hope to be reappointed. Thank you for your consideration, Luke Cartin 3/15/2011 4 -1 -17 09/02/2011 01:27 FAX 970 476 7491 SNOWDON AND HOPKINS ARCH 10 002 Snowdon and Hopkins 1 A rchitects, R C. s r 4 f f t March 1. 1 -011 i Lorelei Donaldson Vail Town Clerk 75 tiOUth I'rOnta e Rtmd Vili1, (,0101 - aclo 81657 t , It L•: PF Application Ucar LOrelci, l t I'le�.lse accept this leper as Illy appllcatl0n to apply t,_)r a position On lllc PLC Beard. I have worked as s farmer with SnOwd(m and Hupkin Architects for the last thirty- I'01.11 yours. thn' uiliee was located in the Village !Or twenty -five year~. I was 01) the PFC Iron( 1985 to 1989 and I at ;:un CUrrt:lltly on the AIM' Boar(.I, of which I am term limited early next year. My rcytnlle: is inClUdcd with tllis letter. I wa, involved it) the Vail's Master Phllltlin�, and ant interested in becoming involve(.1 with next staigcs of VaiI'S Re- develuprllcnl. I llttve lived in town for the List i4 years, raised my I.ullily and hs)d a SUCCCSSf1l1 arChileChlral practice. My heart Is itl Vnll and I ktlOw plat I cOUld colltribute it) the Future of Vail. I have etljuyed working On the All'I' Board for the last seven years and scout( [lit: Inc craw Ill [lie nunther Of prujC C0111111el.0d MCI• the last live years. We have ;also seen growth ill the :ull)ua! hudgC1 U11d the number (if potential proJects lur the willing few years. I have ell learning more about art and seu111tt1re and the new artists as we select (boil for new projects and sites. I wOUld ctljoy Corltinuin� to work with the Town ul' Vail as a member (fl-thc ITC' 1)0;1'(1 :ul(l hope to Scc even 11101'e SUCCCSSful renovation of (lie k1wtl. I'hank you f0r y0111' Consideration. �i Pamela W. I lopkins, AIA. LIED Al Snowdon and I IOpkins Architects, P.C. l 3/15/2011 PU liox 3340 • Vail, Culurailu 81658 4 6 - I I'Mon(:: 970- 476 -2201 rax: 970 - 476 - 7/11.91 Snow op A rchitects, i Pamela W. Hopkins, AIA, LEED AP Registered Architect, State of Colorado (61165) LEED Accredited Professional k Education Bachelor of Architecture, University of Colorado n Professional Experience i Partner in charge, Snowdon and Hopkins Architects, PC Eagle County's Continuum of Care Retirement Community 2011 Interior Renovation of Town of Vail Public Library, 2011 LEED Certified Silver Residence, Cordillera Ranch, 2010 Game Creek Club interior renovation, Vail Village location, 2010 Exterior Renovation of Diamond Building, Riverwalk, Edwards, 2009 Addition to the Gilpin County Public Library, 2009 1,000 sq.ft. Addition to the Eagle Public Library, 2008; 8,500 sq.ft.; construction did not proceed FirstBank of Vail and FirstBank of Avon; 2007 and 2009 Exterior and landscaping P� 9 Inn at Beaver Creek redevelopment, 2006 50,000 sq.ft., construction did not proceed Ski Club Vail redevelopment, Vail, Colorado, 2000 35,000 sq.ft. base of Vail Mountain, construction did not proceed Pinedale Public Library, Wyoming, 1998 (Consultant Architect) Consulted during design phase for Carney Architects Eagle Public Library, Eagle, Colorado, 1997 15,000 sq.ft. new library Avon Public Library, Avon, Colorado, 1995 15,000 sq.ft. new library Vail Mountain School Library Addition, Vail, Colorado, 1995 3,000 sq.ft. renovation and addition Vail Police Department and Municipal Complex, Vail, Colorado, 1994 (Consultant to Roth Sheppard Architects) Gilpin County Public Library, Colorado, 1995 5,000 sq.ft. new library Emerald Acres Office Complex, Avon, Colorado, 1995 45,000 sq.ft. eight building campus Garden of the Gods Hotel and Condominium, Vail, Colorado 30,000 sq.ft. renovation and addition Eugene Field Public Library, Denver, Colorado, 1993 t , (Consultant Architect) Consulted during design phase and interior layout for Roth Sheppard Architects 3/15/ PO Box 3340 • Vail, Colorado 81658 0 Phone: 970 - 476 -2201 • Fax: 970 - 476 -7491 4 -1 -19 3 Inn at Beaver Creek, Beaver Creek, Colorado i 55,000 sq.ft. Hotel at base of ski mountain I Flagstaff Public Library, Flagstaff, Arizona, 1987 E 35,000 sq.ft. new library Vail Public Library, Vail, Colorado, 1983 r 15,000 sq.ft. new library 65+ Custom Residences Associations American Institute of Architects Member, U.S. Green Building Council Eagle County Sustainability Advisory Board, 2011 Town of Vail Sustainability Advisory Committee, 2011 I Member, Town of Vail Waste Diversion & Recycling Advisory Committee, 2009 Member, Vail's Arts in Public Places Commission, 2004 -2012 Member, Planning and Environmental Commission, Town of Vail, 1985 -1989 Board of Trustees, Vail Mountain School, 1986 -2000 Member, Design Committee, Performance and Conference Center, Vail, CO Jury and Awards 1987 Jury, Biennial AIA/ALA National Design Competition 1985 AIA/ALA Award of Excellence - Vail Library 1984 AIA Western Mountain Region Award of Merit - Vail Library Publications The Vail Library, Solar Age, September 1985 The Vail Library, Process: Architecture (98), Passive and Low Energy Architecture, September 1991 i. City of Flagstaff /Coconino County Public Library, Arizona Libraries, September, 1987 City of Flagstaff /Coconino County Public Library, Architecture, October, 1988 Public Libraries, Travel Treasures of the West, Martin B. Rabkin, North American Press, November 1993 Professional Development Harvard University Executive Program — Public Libraries —1995; Harvard University Executive Program — Public Libraries — 2005 Papers authored. Sustainable Architecture and Green Design yy ' Y W F 3/15/2011 !, 4- 1 -20 i f I Lorelei Donaldson From: Michael Kurz <mkurz@kurzstrategic.com> Sent: Friday, February 25, 20119:59 AM To: Lorelei Donaldson Cc: Warren Campbell; George Ruther Subject: PEC Hey Lorelei - Please accept this correspondence as an indication of my desire to serve another term on the PEC. Over the past four years, I think I've made a significant contribution to the commission and the town's development and planning efforts and believe that I can continue to do so. Have a great day. Mk h" Kurz NIARCE E-40 Tnx3„ Boot 1944, %W.00 SIGN wo."03115 .Cd1N 1Y W M.klNtl�bMQkS.f:O!111 1 3/15/2011 4 -1 -21 PEC 2009 Attendance Table Meeting Date Bill Pierce David Viele Sarah Paladino Michael Kurz Henry Pratt Tyler Schneidman Luke Cartin John Rediker April 12, 2010 X X X X X Absent X n/a April 26, 2010 X Absent X X X X X n/a May 10, 2010 X X Absent X Absent X Absent n/a May 24, 2010 X X X X X Absent X n/a June 14, 2010 X departed 2:15 departed 2:15 X Absent arrived 1:08 departed 2:15 n/a June 28, 2010 Absent X Absent X X X X n/a departed after recusing from item #1, other July 12, 2010 X X Absent X items were tabled X X n/a July 26, 2010 X X Absent X X X X n/a Removed August 9, 2010 X X fromPEC X X Absent X n/a August 23, 2010 X Arrived 1:10 n/a X X X X n/a September 13, 2010 X Absent n/a X X X departed 2:10 X September 27, 2010 Absent X n/a X X Absent X X October 11, 2010 X X n/a Absent X X X X October 25, 2010 X X n/a X X arrived 1:03 Absent Absent November 8, 2010 X X n/a X Absent Absent X X November 22, 2010 X X n/a X Absent X X X December 13, 2010 X X n/a X X X X X December 27, 2010 Holiday Holiday n/a Holiday Holiday H ofiday Holiday Holida January 10, 2011 X X n/a X X X X X January 24, 2011 X X n/a Absent X X X X February 14, 2011 X X n/a X X Absent X X February 28, 2011 X X n/a X X X X X March 14, 2011 n/a March 28, 2011 n/a TOTAL ATTENDED 19 19 4 19 17 15 17 10 TOTAL ABSENT 2 2 4 2 4 6 2 1 TOTAL EARLY DEPARTURES 1 0 1 1 0 1 0 2 0 TOTAL LATE ARRIVAL 1 0 1 0 0 0 2 0 0 C:1 Usersl ldonaldsonl AppDatalLocallMicrosoftlWin Internet Files lContent.OutlooklTSRGO38L1PEC Attendance Table 10.xlsx 4 -1 -22 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: Vail's 50 Anniversary Plans Update PRESENTER(S): Adam Sutner, Vail Mountain Marketing and KeIIi McDonald, TOV Staff ACTION REQUESTED OF COUNCIL: Staff requests that Council listen to the presentation, ask questions and provide feedback. BACKGROUND: Planning is well underway for Vail's 50th Anniversary celebration which will include a weeklong kickoff in December 2012 and other ongoing activities throughout the year of the 50th in 2012 and 2013. Vail's opening on December 15, 1962, was a time of aspiration, determination and commitment by those who came together to see their dream come alive. The 50th celebration will not only pay tribute to Vail's founders, but will also reach out to the five decades of skiers, employees, resident and others who are forever connected to this special place. The celebration is being organized by Vail Resorts, the Town of Vail and the community. Update: Adam Sutner and KeIIi McDonald will present the mission statement, goals, planning timeline and projects to Council, which are provided in detail in the attached document. ATTACHMENTS: Vail 50th Anniversary Memorandum 031511 50th Town of Vail 3/15/2011 MEMORANDUM TO: Town Council FROM: Adam Sutner, Vail Mountain Marketing and Kelli McDonald, Town Staff SUBJECT: Vail's 50 Anniversary Plans Update DATE: March 15, 2011 1. BACKGROUND ON VAIL'S 50 ANNIVERSARY Planning is well underway for Vail's 50 Anniversary celebration which will include a weeklong kickoff in December 2012 and other ongoing activities throughout the year of the 50 in 2012 and 2013. Vail's opening on December 15, 1962, was a time of aspiration, determination and commitment by those who came together to see their dream come alive. The 50 celebration will not only pay tribute to Vail's founders but will also reach out to the five decades of skiers, employees, residents and others who are forever connected to this special place. The celebration is being organized by Vail Resorts, the Town of Vail and the community. 2. UPDATE Adam Sutner and Kelli McDonald will present the mission statement, goals, planning timeline and projects to Council, which are provided in detail in the attached document. 3. ACTION REQUESTED OF COUNCIL Staff recommends that Council listen to the presentation, ask questions and provide feedback. ATTACHMENTS 50 TOV Council presentation 1 3/15/2011 5 -I -I Vail 50thAnniversary TOV Council Update 15 March, 2011 MwN oFV� 3/15n011 L1 ke nothing on earth. Mission Statement Vail Mountain opened for business on December 15, 1962. The mountain and town will be partnering in a celebration of the 50th anniversary on December 15, 2012. The notion of Vail's founding 50 years ago came out of the vision inherent in the spirit of Vail's founders. This represents the current day expression of Vail, and remains an important underpinning of today's powerful Vail brand for both summer and winter. Vail's legacy will be presented in a manner such that it is protected and fostered for future generations to come. A bold, but not arrogant statement of Vail's leadership — culturally, physically and emotionally. The 50th Anniversary celebration will be shared by guests; current and past, historical figures, town and mountain personnel, merchants, as well as the extended Vail Community and its stakeholders. TOWN OFVAAI 315,2011 VAIN Like nothing on earth. 5 -2 -2 Vail Brand Positioning Winter Summer For passionate and dedicated skiers, Vail For passionate mountain travelers and Mountain is the preferred ski resort for outdoor adventurers, Vail in summer is the whom skiing represents an elemental preferred destination for those whom the expression of personal achievement and mountains represent an elemental personal challenge, whether it's the expression of physical, emotional and singularity of man against nature, or the cultural vitality. Esprit d' Corps of belonging to an elite club. Because of mother nature's generosity, Because of mother nature's generosity in coupled with the unique passion inherent in snow and terrain, coupled with the vision the spirit of Vail's founders, and the modern inherent in the spirit of Vail's founders, day community commitment to excellence and the modern day commitment to in all aspects, Vail can credibly lay claim to excellence in all aspects of operation, Vail being an experience like nothing on earth. can credibly lay claim to being an experience like nothing on earth. Tagline: Vail Like nothing on earth Tagline: Vail Like nothing on earth aw ��v� p' 3,15,2011 VAII Like nothing on earth. 5 -2 -3 Cross Community Working Team • Adam Sutner — Vail • Katie Richardson — Vail • Steven Long — Vail • Bobby Murphy - Vail • Kelli McDonald — TOV • Suzanne Silverthorn — TOV • Susie Tjossem — Vail Town Council /CO Ski Museum • Erica Lloyd — CO Ski Museum • Shelley Woodworth — VVF • Jim Kercher — Community • Kerry Donovan — Vail Town Council • Roger Cotton Brown TOWN OFV 3/15/2011 AAI� VAII Like nothing on earth. 5 -2 -4 Preliminary Goals & Objectives • Capture the spirit of Vail's founding — Purpose, narrative, history, idea — Boldness, innovation, emotion — Homecoming • Celebrate and Honor in an Authentic Manner — Mark Anniversary in an authentic, weighty, non - commercial way representing across generations and audiences • Founders • Guests Past and Present • Employees Past and Present • Residents • New prospects • Reaffirmation of values inherent in the Spirit of Vail — Boldness — Overcoming barriers — Creativity — Courage — Risk Taking — Entrepreneurship • Establish an oeuvre for Vail such that it is protected and fostered for future generations to come. A bold, but not arrogant statement of Vail's leadership — culturally, physically and emotionally • Brand enhancement • Increased visitation ..... sales tax, occupancy, etc. TOWN OFPA , l 11 VAII Like nothing on earth. Scope Explored To Date Overall Scope Lateral Thinking Objectives Partners Production Support Budget Timing Planning Spectrum Process 3/15/2011 TRW OF v� ' VAI Like nothing on earth. 5.2.6 Vail 50thAnniversary — Conceptual Framework Steadily Building 50 Presence /Buz Jan 2012 July 2012 Dec 2012 Pre - Launch Re -visit pre - launch Debut Mark/Logc tease Anniversary Celebration 7 day event building on Existing SnowDaze structure Ongoing season-long com onent Jan 2013 April 2013 July 2013 Dec 2013 July 4th Anniversary Spring Back to Vail Celebration/ Anniversary Reprise Themed Parade Ongoing season -long component (pavilion) i % 15 2 11 Legacy Piece 5 -2 -7 Projects in Motion • 50th Anniversary Documentary Film - Jointly Funded by Vail Mtn and TOV • Commissioned Books • Photographic Archive Project - Vail Photo department • 50th Anniversary Planning Team & Process • Budget Development TRW OF V 3/15/2011 AAI� VAII Like nothing on earth. 5 -2 -8 Ideas Under Consideration • Gala • Bands, Music, Entertainment • 50 Anniversary Pavilion • Parade including past mayors • Past /Present Olympian involvement • Vintage Fashion Show • Vintage Parties • Historic Skiing Demonstrations • 10th mountain involvement — 10 Mountain experience • Reprise of "Great Race" • Art in Public Places involvement — Legacy Piece • Historic Poster — retail • "Throwback" Helly Hansen Uniforms • "Vintage Vail" retail clothing collection • Historic focus to on mountain tours • Vintage snow -cat display • Vintage photograph display — Sent by guests — Archival photos • Aprbs Ski — movies on the snow "the Slope" • Reprise of Donovan's Copper Bar • Children's Zone TOWN OFV p' I 2011 VAII Like nothing on earth. _9 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: Information Update and Attachments: 1) VEAC March 8, 2011 Meeting Minutes; 2) Update on Joint Meeting with CSE /VLMDAC; 3) Town of Vail Clean Up Day, Friday, May 6, 2011; and 4) 1 -70 Clean Up Day, May 14, 2011 5) 2010 Visitor Center Recap ATTACHMENTS: VEAC 030811 Meeting Minutes Update on Joint Meeting CSE /VLMDAC Visitor Center2010 Recap 3/15/2011 Vail Economic Advisory Council (VEAC) March 8, 2011 MEETING NOTES • VEAC Members Present: Andy Daly; Mark Gordon; Steve Kaufman; Rayla Kundolf; Michael Kurz; Rob Levine; Greg Moffet; Matt Morgan; Laurie Mullen; Joe McHugh; Kim Newbury; Brian Nolan; Mike Ortiz; Brett Schoenfield; Pam Stenmark; Mia Vlaar • Other Present: Kathy Chandler Henry; Don Cohen; Chris Romer; Jim Lamont; Rich tenBraak; Adam Sutner • TOV Staff Present: Town Manager Stan Zemler; Finance Director Judy Camp; Economic Development Manager Kelli McDonald; VEAC Secretary Tammy Nagel • Regional Economic Development Planning: Governor Hickenlooper requested that each county develop and /or update its economic development plan upon receiving current input from every aspect of the county to include local citizens, businesses, civic groups, municipalities and other interested parties. The goal is to have the counties' economic development plans rolled up into 14 regional economic development plans, which collectively will be rolled up into a statewide economic development plan. Don Cohen, Eagle County Economic Council and Chris Romer, Vail Valley Partnership are working with each town and municipality in Eagle County to create an Eagle County Economic Development Plan hoping to provide this plan in the first of May. Cohen remarked the Economic Indicators in Vail are primarily based on sales tax where down valley is based on property taxes. Michael Kurz inquired about funding and how to have other communities invest into this plan, stating that funding is essential in developing a realistic plan. Cohen stated that at this time there is no funding, but acknowledges that a large part of State funding comes from tourism. Greg Moffet suggested focusing on international tourism explaining that with more international flights into the airport it could help the economy year round. Rob LeVine encouraged communities to develop programs that are not weather dependent in Spring and Fall. Adam Sutner with Vail Resorts mentioned an opportunity to develop summer camps geared towards attracting international guests and feels there is a huge opportunity for summer tourism with Mexico. It was mentioned that all recreation boards, schools, and towns need to work together to facilitate larger sporting events and other revenue generating events that will benefit all communities by utilizing all the sporting fields and recreation buildings. Affordable housing, transportation and education also need to be a part of the long -term economic plan to assist in bringing new businesses to the Valley. Don and Chris reviewed the Eagle County Economic Development Plan Survey which is located on the town website at www.vail-gov.com Kelli McDonald will provide the VEAC with Don and Chris's email addresses for members to provide suggestions directly to them. • Financial Reports: Financial Director Judy Camp presented the State of the Town Report, which was provided in the packets and highlighted the revenue collections for 2010. Although the town has a ways to go to get back to the 2008 sales tax level, Camp felt that we are on our way by showing a sales tax increase of 4.5% compared to 2009. 2011 is off to a good start showing an 8% increase from last January. The preliminary figures show a 13 -15% increase in the retail, lodging and food and beverage categories. There was discussion concerning what April sales taxes will look like since Easter is later this ski season and how some Mexican and South American guests are visiting now rather than around the March S. 2011 VEAC Minutes 3/15/2011 6 -1 -1 Easter holiday. It was noted that the town was seeing an increase in these guests. It was suggested that business owners engage these guests for feedback on what planned summer events or activities would be of interest that would encourage them to return in the summer; for example having the Mexico City Ballet perform at Bravo! • Lodging Occupancy Reports: Economic Development Manager Kelli McDonald presented the lodging occupancy report, which was provided in their packets. The 45- day advance view showed the lodging occupancy was pacing ahead from last year. • Town Manager Update: Town Manager Stan Zemler informed the VEAC members that the Conference Center funds reallocation will be discussed at the April 5 th Town Council meeting. Prior to going to the town voters in a possible 2011 special election in August or in a November election there are legal questions that will need to be answered, direction from the Council and community discussions. Zemler mentioned that Town Council will be receiving a packet outlining a budget and the efforts that will be needed to have two races be held in Vail for the 2015 World Championships. • Citizen Input: There was no citizen input. • Other Business: No other business • Next Meeting: April 12, 8:00 — 10:00 a.m., The Antlers Lodge, Caribou /Pronghorn Room March S. 2011 VEAC Minutes 3/15/2011 6 -1 -2 A I U OF VAS CSE & VLMDAC WORKING SESSION THURSDAY, JANUARY 20 10:00 AM — NOON LION SQUARE LODGE/ GORE CREEK MEETING ROOM Background: Council members directed a discussion between the VLMDAC and CSE facilitated by Town Manager Stan Zemler with the outcome of increasing efficiency and effectiveness of the two groups working in closer alignment. Working Premise: Increase the effectiveness of marketing and special event expenditures from the Town of Vail's tax dollars in order to better drive destination business to support events that enhance the Vail brand internationally, nationally, regionally and locally. Mission Statements: Vail Local Marketing District The mission of the Vail Local Marketing District (VLMD) is to market and promote Vail to attract overnight guests primarily during the May — October time frame, creating economic vitality by increasing both the visitor base and sales tax revenues. Commission on Special Events The mission of the Commission on Special Events (CSE) is to support and assess a diverse collection of special events, both large and small, which promote Vail's economic vitality, sense of community and increase the quality of the experience for guests and residents year- round. Current Structure: THE VLMDAC and CSE organizations function independently. Members of both are appointed by the Town Council and serve 2 -year terms. VLMDAC has 9 members and CSE has 7 members. Information and feedback is shared between the two groups at the monthly meetings including research, marketing and strategic plans, event calendars and economic reports for lodging occupancy and sales tax. TOV staff members in the Economic Development Office attend monthly meetings of both groups. In addition, the two groups have joint meetings twice yearly in an effort to synchronize special event funding with the marketing and branding strategies. 75 S. Frontage Road, Vail, CO 81657 p. (866) 650 -9020 (970) 479 -2100 www.vailgov.com 3/15/2011 Concerns Raised by Council Members • Integration of the two groups is not adequate under the current structure • Destination events do not currently receive an adequate percentage of the funding • Events need to be reviewed and graded in the context of the ability of the event to drive the economy as well as alignment with marketing and branding strategies • Funded events need to have the potential to grow into long term signature events • Mission statements and philosophies of the two groups differ • Structure a model that mirrors other organizations with proven success in using events to drive economic prosperity including the Beaver Creek Resort Association, Vail Resorts and the US Ski and Snowboard Association Discussion Items Who participated? • CSE • VLMDAC • VEAC • Community Members • Town Staff What do we want to accomplish? • Functionality • Collective collaboration • Teamwork & collaboration • Together but separate • Working together • Raise bar working together but remaining separate • Efficient working among both groups • Alignment • Bring more large events and streamline the process • Have the Vail economy flourish as a result of the combined efforts What's working? • Funding is intact for events and marketing currently • Aligning events with the brand and target demographics • Refined marketing strategy: fitness & wellness /outdoor recreation/culture • Community is flexible /nimble • CSE changed rating criteria to give more importance to destination events • Integration with Vail Mountain • Iconic events are well integrated into the marketing plan • Vail brand is integrated year -round • Summer calendar is full • Communication about events has improved through marketing and information efforts 75 S. Frontage Road, Vail, CO 81657 p. (866) 650 -9020 (970) 479 -2100 www.vailgov.com 3/15/2011 • Data supports that current efforts are working • CSE requests exceed available funding • VLMDAC now solicits events and programs What could be better? • Integration not adequate • Destination events not adequately funded • Events need to drive economy • Events need to have the potential to grow • Missions of CSE and VLMDAC differ • Need to follow successful event models • Summer calendar is full — but with best events? • VLMDAC /CSE/ERC /VEAL need to be in closer alignment • Communications could be better • Need dedicated funding mechanism for events • Align events better with brand and demographics • Marketing strategy should become the focus of the criteria for event funding • More nimbleness between VLMDAC and CSE • Consolidation opportunity through further alignment of strategy and execution • Look at Vail Mountain events structure as a model • Use an RFP process to solicit events • Consolidate the $1.3 million in spending on events via strategic evaluation • CSE does not solicit events • Need more iconic events and fewer ambient events • Need events with more sponsorship dollars • CSE and VLMDAC need joint strategic vision Possible Scenarios: 1. VLMDAC partners with CSE • Strategy and implementation • Monthly interaction • VLMDAC provides guidance for investment of event funding allocation • Formalized alignment Pros • System works for current VLMD partners and vendors • Sybill as interface • Formalized structure to ensure flexibility /nimbleness Cons • Bureaucracy increases • No direct Council reporting for CSE • Still a passive review process 75 S. Frontage Road, Vail, CO 81657 p. (866) 650 -9020 (970) 479 -2100 www.vailgov.com 3/15/2011 2. Single person/entity responsible for recruiting events, strategic alliances and sponsors through a contract or as a TOV FTE and the CSE is disbanded. Pros • Focused effort • Works in other resort communities • Proactive vs. reactive Cons • Hasn't worked in recent history in Vail Next Steps • Follow up meeting with Beth Slifer on January 20, 2011 — Notes attached • Discussion at CSE meeting on March 2, 2011 — Minutes attached • CSE special meeting on March 16, 2011 to develop proposal for joint meeting with VLMDAC on March 17, 2011 • CSE / VLMDAC joint meeting on March 17, 2011 to develop proposal for further strategic alliance to present to Town Council • Present proposal to Town Council at April 5 or 19, 2011 Work Session 75 S. Frontage Road, Vail, CO 81657 p. (866) 650 -9020 (970) 479 -2100 www.vailgov.com 3/15/2011 Input from Beth Slifer regarding CSE /VLMDAC Collaboration January 20, 2011 Lion Square Lodge Kelli McDonald and Sybill Navas in attendance Strategies: 1. Develop a joint plan /strategy to be endorsed and approved by Council 2. Develop an allocation strategy from that plan 3. Develop a strategy for the CSE RFP process including criteria for evaluation based on strategic direction 4. VLMDAC & CSE have similar purposes and could operate on parallel tracks 5. Formalize strategic alignment between VLMDAC & CSE — meet together more often and meet with Council more often Longerterm: 1. Sponsorship dollars for funding mechanism for special events 2. Sales tax increase as permanent funding mechanism for special events 3. TOV costs need to be incorporated in costs for special events 4. What is vision for next 5 - 10 years for special events Tactics: Develop an annual plan: 1. Event Review: a. Holidays b. Where are weaknesses c. Where are strengths d. Where are Opportunities 2. Develop Intercept Study plan 3. Allocations Strategy Development: a. Seasonal Events: i. Winter ii. Summer iii. Holidays (July 4, New Year's Eve) b. Categories of the "3 Legged Stool" i. Recreation ii. Arts /Culture: arts, culinary, intellect iii. Fitness and Wellness c. Street Vitality (vs. Destination events) 4. Define RFP's to attract 1 -3 new, pilot events for 2012 or 2013. 3/15/2011 6 -2 -5 VLMDAC Meeting Minutes Lions Square Lodge January 20, 2011 8:30- 10:00a m VLMDAC Members Present Susie Tjossem (Vail Town Council); Beth Slifer, Chair (Slifer Designs); John Dawsey, Treasurer (CME); Adam Sutner (Vail Resorts); Pete Hayda (RockResorts); Mia Vlaar (Vail Jazz Foundation); Skip Thurnauer Absent Jamie Gunion (Vail Recreation District); Also Present Kelli McDonald (Town of Vail); Kathleen Halloran (Town of Vail); Chris Romer (Vail Valley Partnership); Jennifer Weintraub (Vail Valley Partnership); Rich tenBraak (VCBA); Susie Kincaid; Meggen Kirkham (SITE Marketing); Sybill Navas (CSE); Suzanne Silverthorn (Town of Vail); Scott Gustlin (RTP); Amy Parliament (RTP); Pam Brandmeyer (Town of Vail), Mike Ortiz VRD); Meredith Richards (Bravo!); Molly Eppard (AIPP); Wendy Zentz (Lion Square Lodge); Matt Morgan (Sweet Basil); Dr. Jack Eck( VVMQ Greg Moffet (Tiga Advertising and VEAQ Michael Kurz (Kurz Strategic and VEAQ Pam Stenmark (VEAL); Judy Camp (Town of Vail); Joyce Gettleman; Steve Rosenthal (Colorado Footwear and VEAQ Stan Zemler (Town of Vail); Brian Nolan (Chophouse and VEAQ Sarah Franke (Chophouse); Cali Adkisson (CSE); Rayla Kundolf (CSE); Amanda Jensen (CSE); Robert McKown (CSE) Via Phone: Ilene Rapkin (I Openers); Kristin Yantis (MYPR); Dan Gallagher (Booyah!); Laurie Mullen (West Vail Liquor Mart; VLMDAC; CSE); Carl Colby(CSE) The meeting was called to order at 8:44. Pam Brandmeyer swore in Adam Sutner, Skip Thurnauer, Beth Slifer and Mia Vlaar as official VLMD members. I. December Financials: Kathleen Halloran. Awaiting December lodging tax collections, but it's looking good. $100,000 over budget. $50- 60,000 in savings, so will be replenishing the fund balance. Partners were asked to develop strategies now for additional spend if funds are available in 2011. II. Approval of Minutes from the December 16 VLMDAC meeting: Upon motion duly made and seconded, it was unanimously resolved to approve the meeting minutes of December 16, 2010 as presented. Motioned /Susie Tjossem. Seconded /John Dawsey. Passed unanimously. III. Group Sales Update, VVP. a. For the 2010 year, group sales are 5% up in revenue and room nights in Vail. 2011 is pacing significantly ahead, so things are looking positive for the upcoming year. Kim Brussow was just added as the new sales manager to cover eastern US. The mix of business coming to Vail has changed; corporate business is bouncing back, but with 3/15/2011 6 -2 -6 smaller programs. There is continued momentum on non - traditional group programs. Association business is smaller, more regional and local. Hinton and Grusuch are no longer working with VVP group sales. IV. Cross Sell Update, Site: a. There are already summer ads running in year -round publications for Bravo! and Vail International Dance Festival. Have inclusions for ads in spring to get people thinking about summer in Vail. New partnerships and promotional efforts in magazines including Runners World, Bicycling Magazine and other publications to start in April. We are excited to have the ads start running sooner than we thought to get the message out. PR efforts are working closely with Liz Biebl at VR to cross promote with incoming journalists throughout the winter. Currently updating all old information online so that the summer site is fresh. Want to have a promotional lodging message on the online site starting now for summer. Have summer event ads running in the newspaper at peak times to start promoting to the winter guests. b. The big lodging properties have an extensive cross sell program that they already do on their own and therefore wouldn't want a generic summer promotional piece. Each property would prefer to have their own customized piece and they are doing a great job already. Will not produce a generic cross sell piece for lodging properties. c. There is an opportunity to own a video screen in the Eagle County Airport near the baggage claim. $16- 18,000 for the screen and production costs to make the video. There is a static board in the airport that has old Vail summer pictures. Gabe Shalley is working to update that board with newer images with some summer branding that wouldn't be a cost to VLMD. Don't have a final answer on what will be on that board, if it's summer only messaging or other messaging along with summer branding. d. Meggen thinks that there are compelling ways to use our money to attract the Mexican market. Pete Hayda- Spent time with a big Mexican wholesaler and think that there's lots of potential for the Mexican market in the summer, particularly due to Canadian visas being more difficult to get. Adam Sutner -The summer market is ready to grow, we just need to help push it over. Commercial advertising is effective for the Mexican market, but word of mouth is the most effective. We have to influence the movers and shakers and their children (20- 30's), who travel separately. Efforts to attract the Mexican market will be rewarded. It wouldn't take much to create Spanish speaking camps /programs for kids. This would also spread the messaging that we are working to connect with them. i. Want to produce a Spanish promotional piece that reaches out to the Mexican market on activities and events that are of interest to them. John Dawsey- there are Mexican families who have moved to Vail and the schools because of safety. Is there a way to reach them without infringing on their privacy? 3/15/2011 6 -2 -7 ii. Beth- Motion to print a Mexican promotional piece. Motion /Mia Vlaar. Seconded /Susie Tjossem. Passed unanimously. V. Strategic Alliances Update, Site /Reach /I Openers a. Site: Diva Half Marathon is close to finalizing the details for August. Originally had September dates, but due to the Primal Challenge in September, they were able to move the date to August 2011. Goal is to have 4,000 people for the Diva Half Marathon who stay for 2 -3 days on average. Ready to start promoting this big event throughout the other race and running series. Carmichael Training Systems is moving forward, but still need to find commercial space so there can be continuous programs and have a headquarters for the summer. This program took a lot of work with only a few participants the first year, and now this is a growing and sustainable program. Susie - Don't always have to report the amount of attendees for a pilot program in its first year. Amateur Bike Race producer really wants to bring his program to Vail. We need to look at the Town's support and infrastructure. Need to take road closures for these events into consideration, especially if events are on back to back weekends. Rodale Magazine "In Pursuit" travel packages are going to be a great long term relationship now that all of the details have been confirmed. This is a great package with lodging, events (i.e. Vail Jazz Fest), activities, high end restaurants, etc. b. I Openers, Ilene Rapkin: 2 full pages of ads in Runner's World and Bicycling magazine with $5 million impressions to promote this package along with 2 email promotions to their targeted readers. Organic Gardening package in talks to help promote sustainability in Vail. Working on growing partnerships and putting together a variety of targeted packages. Women's Empowerment Weekend during Vail Restaurant Month "Health and Wellness week ", as they would go well hand in hand for marketing efforts. This program is new and being launched by Susie Kincaid. 50 -70 women for physical, emotional and wellbeing program. Will be meeting with the group next week to talk about support they can receive from VLMD. VI. PR Update, Malen Yantis. a. One of the key initiatives is to update the media center and include social media. Journalists will be able to share information more easily. Can now integrate digital aspects, including pictures and videos, into all press releases. Want to upgrade videos that will be tagged. 4 subsets under "news" for the PR center to provide the media with a way to filter content. This will allow for easier searching for the media. Have Booyah! help tag various articles and pictures to help with SEO search. Continuing to update content and pictures on the site. Mia- Is "culture" the right word to use for search terms? People might not search that way, maybe search by "arts "? Other than that, the site looks great, but let's find a better word to use. 3/15/2011 6 -2 -8 b. NY media events scheduled for week of February 14 with a two luncheons and a happy hour. Working for smaller, more targeted and personal interactions with the journalists. c. Consolidating media monitoring agencies. VII. SEO Update, Booyah! a. Focusing a 3 tier approach: technical, content and trust. Working with RTP on the technical side to make sure there is a smooth platform transition of the Vail summer website. Monitoring rankings and search terms. Looking at best practices to benchmark the current site for the transition. Provide SEC) insight once timelines are established. Have identified the best keywords, including 66 keywords tracked for Vail.com and 63 keywords for the summer Vail website. Mapped keywords to specific keywords on the website. Have already submitted page titles and collaborated with Vail Mountain Marketing. Actively building 3 rd party links for lodging and vacation packages. Writing unique content for link building activities. Comprehensive SEO software tool available for all partners to help track traffic and measures the site. Mia- You are focusing on lodging first, which is great, but when will you start looking at other restaurants, activities, etc. Can look at prioritizing terms for activities, restaurants and events now. VIII. Joint Meeting with CSE a. A significant amount of dollars are spent on special events by the Town of Vail. Not indicating current model is broken, but want to make it better. In 2010 Vail has done very well compared to our competitors. We can see competition from other mountain communities, including Telluride and Whistler and we need to be prepared and keep a leadership position. Today is just a starting point, are we doing the best we can with the dollars that we have? b. What do we want to accomplish? i. Functionality ii. Collective collaboration iii. Teamwork and collaboration iv. Together but separate v. Working together vi. Raise bar working together but remaining separate vii. Efficient working among both groups viii. Alignment 3/15/2011 6 -2 -9 ix. Bring more large events and streamline the process x. Have the Vail economy flourish as a result of the combined efforts c. What could be better? i. Integration of the 2 groups (CSE and VLMDAC) isn't adequate ii. Destination events aren't receiving the funding they need. Need dedicated funding for events iii. Events need to drive economy iv. Events need to have potential to grow. v. The mission of CSE and VLMD differ, VLMDAC /CSE /VEAC /ERC in closer alignment vi. Need to follow successful event models vii. Communication between the groups viii. Align events with brand and demographics ix. Marketing strategy becomes criteria for event funding x. Nimbleness between VLMDAC and CSE. xi. Consolidation opportunity through further alignment of strategy and execution xii. Look at Vail Mountain structure as a model. xiii. Use an RFP process to solicit events. xiv. CSE does not solicit events. We can't wait for people to come and apply for events. xv. Consolidate $1.3 million spending on events via strategic evaluation. xvi. More iconic events. They cost a lot of money, so need to figure out how to fund it on a much high level. xvii. Need more events with sponsorship dollars xviii. CSE and VLMDAC need joint strategic vision 3/15/2011 6 -2- 10 d. What's working? i. Iconic events are well integrated into the marketing plan for spring /summer /fall. (Bravo, Dance, Teva, etc). ii. Vail summer and winter brands have been integrated year round so it's one brand. iii. Summer calendar is really full and there are a lot of great events, though this can sometimes be a negative. iv. Communication has improved through marketing messages and other avenues. V. Funding is in place to support events and marketing efforts. vi. Refined marketing strategy: fitness /wellness, outdoor recreation, culture vii. Community is flexible and nimble viii. CSE changed criteria to give more importance to destination ix. Great integration with Vail Mountain x. Data supports what we are doing is working. A. CSE requests exceed available funding xii. VLMDAC now solicits events and programs e. Beth Slifer - VLMD spends money to recruit events to Vail, but we don't spend money on the events. There are some events, i.e. Carmichael Training program, that have started very small and have grown in their 2 nd year. CSE doesn't pursue this strategy, the process is to issue an RFP for events to request funding, but not within a defined strategic direction. Brain Nolan- CSE is part of the animation part of the events to bring life to the villages. Susie Tjossem- As other groups over the years have aligned, we need to better align these two groups. f. Strategy: i. Scenario 1: VLMDAC partners with CSE. Strategy and implementation with monthly interaction and formalized alignment. 1. Pros: This system is already in place with the VLMD current vendors. VLMD changes strategic direction based on recommendations from our vendors. Sybill as the interface between the groups and to attend 3/15/2011 6 -2- 11 VLMDAC and report back to CSE. Formalized structure to ensure flexibility /nimbleness. 2. Cons: Bureaucracy increases. No direct Council reporting for CSE. Overlap of attendees in groups and already know what's going on. Still a passive review process ii. Scenario #2: Single person /entity is responsible to recruit events, strategic alliances and sponsorship dollars through contract or Town of Vail FTE and disband the CSE 1. Pros: Focused efforts. This model works in other communities. Proactive vs. reactive 2. Cons: Hasn't worked in recent history for Vail. IX. Adjournment. Motion to accept adjournment. Motioned /Susie Tjossem. Seconded /Mia Vlaar. Passed unanimously. Meeting was adjourned at12:03pm. X. Upcoming meetings: a. February 17, 2011. Antlers Lodge. 3/15/2011 6 -2- 12 *VATLTOWN COAMISSION ON SPECIAL EVENTS MINUTES: Town of Vail: Commission on Special Events Meeting Vail Town Council Chambers Wednesday, March 2, 2011 0 9:00 a.m. CSE Members Present: Jenn Bruno, Chairman Cali Adkisson Bobby Bank Carl Colby Amanda Jensen Rayla Kundolf Bob McKown TOV Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Director Tammy Nagel, CSE Secretary Others Present: Jeff Brausch and Missy Johnson, Highline Sports and Entertainment Laurie Asmussen, Eagle Valley Events Jaime Gunion & Chad Young, VRD Chris Romer, Vail Valley Partnership Adam Sutner, Vail Mountain Marketing Dwight Henninger, Vail Chief of Police CSE Chair, Jenn Bruno, called the meeting to order at 9:00 a.m. Administrative Items: • Motion to approve the Minutes of the meeting of February 2, 2011, as presented. M /S /P: Kundolf /Jensen /Unanimous Coordinator Report: • Financial Report and Contract Status: Navas reviewed the 2011 financial report and contract status explaining that all contracts have gone out for all funded events, most have been returned and partial payments made, except for the Kick -It 3v3 Soccer Tournament. Team Championships International is requesting to change the dates to last weekend in July on CSE /Meeting Minutes March 2, 2011 Page 3 of 3 3/15/2011 6 -2- 13 account of conflicts with soccer schedules in the Denver area. Navas stated that the last weekend in July was a better date to use Ford Park from the Town of Vail's perspective as well, because there would be fewer conflicting events and no major bike rides passing by the park. Joel Rabinowitz, with VRD Sports, has juggled the Ford Park schedule to accommodate the Kick -It Tournament from July 29 -31. ➢ Motion was made to approve the date change. M /S /P: Kundolf /McKown /Unanimous • Minutes of the January 20 joint meeting between the VLMDAC and the CSE. McDonald stated that the council meeting agendas are very full at this time and since the CSE /VLMDAC collaboration item is not time sensitive, she requested that CSE and the VLMDAC craft a recommendation regarding a proposed collaboration which they would jointly present for the Town Council's consideration at their the April 5, 2011 Town Council meeting. Banks expressed his concern that the CSE does not have another meeting prior to the April 5 Town Council meeting. Banks also requested that the VLMDAC be asked to provide a written review of the event calendar, specifying where the areas of weakness are. ➢ Motion to present the final 2011 CSE event allocation budget to Vail Resorts and the VLMDAC, formally asking each organization to provide for a written critique identifying the weaknesses and strengths of the proposed event calendar. M /S /P: Banks /Adkisson /Unanimous. McDonald suggested an informal meeting with two board members from each organization, including two representatives from Vail Resorts, to meet and discuss the strengths and weakness of the 2012 CSE event calendar. Kundolf stated, "We need to be prepared when we go into council." After some discussion, Bruno suggested that a Special CSE meeting on Wednesday, March 16 @ 8:30 a.m. be called in order to provide time for the CSE to review their own calendar of events for strengths, weaknesses and opportunities, and to determine their own recommendation for discussion at the VLMDAC meeting on March 17; with a goal of preparing a recommendation that both groups could agree upon for consideration by the Town Council on April 5. Review Proposed Holiday Event Schedule and Determine Funding Allocations for the Holiday Events: At the CSE on February 2, 2011, Bruno directed the holiday event producers to meet and brainstorm on how they might work together to promote what is best for the CSE /Meeting Minutes March 2, 2011 Page 3 of 3 3/15/2011 6 -2- 14 town and how they could benefit from each other and return to the March meeting with ideas and suggestions. Adam Sutner, representing Vail Mountain Marketing, spoke about the marketing challenges of 2010, and noted that even though Christmas fell on a Saturday, the data reflects higher tax receipts, skier visits were up and lodging was also up. Sutner explained the national marketing concept developed for 2011, "Destination December," highlighting the color blue to represent "Snow Daze" and red, to represent "Holidaze." Sutner spoke about the vision of "giving people a reason to choose Vail over all other options." Jeff Brausch with Highline Sports and Entertainment described a program of more interactive events for families throughout both villages, ice shows, family concerts, having a permanent place for Santa at the Children's Fountain for photo opportunities, story nights, etc. Laurie Asmussen with Eagle Valley Events stated the tree lighting this year will be at the Solaris Pavilion giving a feeling of a smaller NY Rockefeller Center atmosphere and that this event would kick off Holidaze on December 17, when more of our guests would be in Town. The events the community and guests have enjoyed in the past would still be part of the promotion. Combining Holidays in Vail under the umbrella of Vail Holidaze would provide a much greater leveraging of the Town's investment. Dwight Henninger, Chief of the Vail Police, spoke about the 1 St Night event on New Year's Eve and the purpose behind this event, which is to provide something for families to do together to celebrate the New Year. He indicated that moving it up to Eagle's Nest might not foster that type of atmosphere in the villages, and that it would make it easier for people to drop the kid's off there, and then go do something else. Brausch stated that this event would still be part of the Holidaze. Chad Young with Vail Recreation District said they would still like to produce the 4 weekly Santa's Workshops leading up to the Christmas holiday, and stated that it does not matter whether the funding would come to them directly or through Highline as part of the larger allocation. Colby asked if other sponsors will be increasing their contributions to the event and whether the "economies of scale are real ?" Brausch replied that the sponsorship contributions will absolutely increase by combining all the holiday events making Holidaze bigger and better. Asmussen added that currently the CSE has funded 100% of Holidays in Vail, and that combining the events would only provide for a significant leveraging of the Town's event monies. Brausch stated that the Town's contribution in the combined program would be 7 -10% of the total event budgets. Banks asked that the budget reflect a 50% increase in the funding for the New Year's Eve fireworks, and remarked on the importance of keeping 1 st Night in CSE /Meeting Minutes March 2, 2011 Page 3 of 3 3/15/2011 6 -2- 15 LionsHead. Bruno requested to have a heated tent for this event and suggested that sponsorship be sought for that purpose. ➢ Motion to allocate the remaining $128,000 in the CSE's event funding budget to Highline Sports and Entertainment for the purpose of supporting both Snow Daze and an expanded Holidaze in Vail, as presented, and including working with the VRD Youth Services to include the 4 Santa's Workshops as part of the programming. M /S /P: Banks /Kundolf /Unanimous Review Event Calendar: Identify Strengths and /or Weaknesses and Potential Opportunities for New Events: ➢ Motion to move this agenda item to the Special meeting on March 16, 2011 M /S /P: Kundolf /Jensen / /Unanimous* *McKown left the meeting at 10:40 a.m. Identify Events for 2010 Summer Intercept Surveys: Chris Romer with Vail Valley Partnerships gave a recap of the current summer calendar of events that receive public funding, provided sample survey template as well as a list of proposed event "candidates" for the Intercept Survey, which will be conducted by the Vail Resorts team. Romer explained that the VLMDAC will be funding the survey, at the direction of the Town Council. Romer was asked why the Film Festival, as well as the other winter events, were not part of this survey, and he replied that Vail Resorts s their own events, which include Snow Daze, Holidaze in Vail, CarniVail and Spring Back to Vail, but does not have the staff to survey the independent winter events. Colby and Banks asked about the cost of a combined survey for all events throughout the year including the winter events, as well as incorporating the data from the iconic events that provide their own surveys. Romer stated that he would ask whether this would be feasible. = Format for Event Recaps: Following brief discussion, the CSE agreed to direct Navas to communicate to the event producers the following: 1. Presentations for events receiving less than $40,000 will be strictly limited to five minutes. An additional 10 minutes may be allotted for questions and answers. CSE /Meeting Minutes March 2, 2011 Page 3 of 3 3/15/2011 6 -2- 16 2. Presentations for events receiving more than $40,000 will be strictly limited to 10 minutes. An additional 10 minutes may be allotted for questions and answers. 3. All pertinent material shall be submitted electronically, not later than 5:00 p.m. on the Wednesday prior to the meeting, or the item will be removed from the agenda. 4. The recap must address, as succinctly as possible, each of the items listed on the Event Recap Guidelines, as well as a complete outline of all marketing efforts. 5. Any recap that is not accompanied by an actual budget will not be considered complete. The budget shall show all sponsorship revenues, and including a differentiation between monetary and in -kind. 6. Do not use a PowerPoint presentation to reiterate materials that have been submitted. Assume that the CSE members have read the material. Bruno requested Navas to communicate that she would be strict with the time lines for both the submittals and the presentations. Presentation of a Proposal to Sell Special Event Sponsorships for Publicly Funded Town of Vail Events: Jensen and Adkisson gave a PowerPoint proposal which encouraged the CSE to develop a marketing program that would utilize social networking to assist with "shaping the community's events to be attractive to sponsors" as a first step towards packaging the Town's Special Events to potential national sponsors. The Board discussed what their roles were and if that would not result in a conflict of interest. Colby remarked that the CSE members need to retain their ability to evaluate the special events in an unbiased manner and that there role is that of judges, who must retain a completely objective position. Town Attorney, Matt Mire, said that there possibly could be a conflict depending on the relationship with a sponsor and that before the Board embarks on a program to seek sponsorships or move towards "social networking" the Board should go to Council for their approval. Mire also expressed his concern as to the inappropriateness of board members presenting to the other board members from "the other side of the table." ➢ Motion to table the discussion of developing an RFP process for the purpose of developing the "social media" program until after the June CSE meeting, when the 1 St event recaps will be presented. M /S /P; Jensen /Adkisson /2 -2 ** Motion Failed, with Jensen and Adkisson voting in favor, Kundolf and Bank voting in opposition. * *Colby left the meeting at 11:15 a.m. and Bruno abstained. CSE /Meeting Minutes March 2, 2011 Page 3 of 3 3/15/2011 6 -2- 17 New Business: No new business was discussed. ➢ Motion to Adjourn @ 11:50 a.m. M /S /P: Kundolf /Bank /Unanimous ** Special CSE Meeting: Wednesday, March 16 0 8:30 a.m. Vail Town Council Chambers Next Regular CSE Meeting: Wednesday, April 6, 2011 0a 9:00 a.m. Vail Town Council Chambers CSE /Meeting Minutes March 2, 2011 Page 3 of 3 3/15/2011 6 -2- 18 Bobby Bank 3/1/2011 Vail Info, Inc. Suzanne Silverthorn Community Information Officer Town of Vail Hi Suzanne: We are pleased to present an update of our activities at the Vail Visitor Information Centers since Vail Info, Inc. took over the management in 2005. Please feel free to share this information with the Vail Town Council, Visitor Center Selection Committee, or anyone else who would be interested in this update. All of the following information is available daily at the Village Information Center as part of the open book policy we have maintained since we began. Since November 1, 2005 we have had 407,744 guests visit the Information Centers with the Village Center hosting 226,881 and 180,863 visiting the Lionshead Center. Winter (November through April), originally had been generally busier in the Village while summer (May through October), was generally busier at Lionshead. This is no longer the case. The Village is now busier during both seasons. This change has occurred over the last two years. The Centers have been open 29,954 hours, 15,011 at the Village and 14,943 at Lionshead. As one would expect the busiest days have generally been Friday, Saturday, and Sunday. The type of information sought by our guest usually involves "what should I do or see, and how do I get there ?" This has not changed over the last 5 years. We have had 39 employees over the last five years, all giving their all, and receiving many Town of Vail and Vail Chamber & Business Association recognition awards for exemplary guest service. We have booked a total of $1,179,926.08 representing 5,025 overnight stays in Vail lodges during this time. Bookings out of the Information Center have been slightly up over the past 2 years ($145,055 in 2009 vs. $155,246 in 2010) while the number of guests we have had visit has been relatively flat (70,354 in 2009 vs. 70,280 in 2010). The lodges have been inputting noticeably fewer inventories into our reservation system which we believe is due to the increase in business. The amount of commission free revenue that has been kept by the lodges as a result of the Vail Town Council's no- commissions policy totals $176,988.91. Since taking over in the fall of 2005, we have continually tried to improve the aesthetics of the Information Centers. We have installed new signs, TV's, furniture, and brochure racks, and the TOV carpenters have been very helpful with painting and upkeep of the Centers. Unfortunately, the age of the fixtures is beginning to show, and the Formica cabinets at the Vail Center are in need of replacement. The Lionshead Center also has many issues mostly related to the age of the structure. Constant pest infestation and loss of heat would be our biggest issues. Again, TOV staff has been very helpful fixing these issues as they arise. In addition to the Visitor Information Services, such as information and lodging reservations, Vail Info, Inc. has been proud to be able to also work with the TOV to: • Coordinate the TOV Community Host Program. • Offer information services after hours, from 5 to10:30 p.m. during Vail Pass 3/15/2011 6 -3 -1 closures. • Help the parking structure staff with guest ticket disputes, dead battery jump starts and the "get out of jail free" program. Display and sell TOV art to benefit Art in Public Places. Help out during special events, such as being the Media Outlet during the TEVA Mountain games. • Sell Vail Recreation District event tickets. • We have also assisted the finance department in the collection of brochure and magazine display fees, approximately $38,800 during our five year operations, directly offsetting the cost of running the booths. I have included a summary of 2010 Fast Facts and Information Center Tasks for further information. In conclusion I would like to thank you for the opportunity to handle the operations of the Visitor Information Centers over the last five years and look forward to continuing on for another term should you see fit. Sincerely, Bobby Bank Vail Info, Inc. Enc. 3/15/2011 6 -3 -2 Vail Visitor Information Centers Fast Facts 2010 Recap Total Hours of Operation: 5,745 hours Vail Village 2,879 Lionshead 2,866 Note: Difference in hours is attributed to expanded hours in Vail Village during the 170 closures and some building maintenance at the Lionshead location. Total Number of Visitors: 70,280 guests Vail Village 42,999 Lionshead 27,281 Note: Vail Village location is used more heavily. It used to change to Lionshead in the summer but that has changed over the last two years. The 2010 visitation numbers, 70,280 guests, are slightly down (74 guests) from 2009 (70,354). Purpose of Visit to Information Centers • 90% of the guests to the visitor centers are asking questions to orientate themselves to the town. Directions to skiing, lodging, parking, where the shopping districts are etc ... AND Bathrooms. • 10% are asking for specific business recommendations or for help with lodging. Most Frequently Asked Questions • Where are the restrooms? • Where do I park? • Where is my lodge? • What should I do or see? • Where should I go? There are no differences between questions posed in the Village vs. Lionshead. Information Service Expectations Not Met by Current Conditions • Lack of restrooms within - near facility for employees or guests in Lionshead. Total Number of Lodging Bookings: 829 bookings of $155,246 • Commission free revenue returned to the lodges as a result of no- commission policy by Town Council: $23,287. Note: The number of bookings is down slightly from 2009, (843 bookings) however the total dollar amount booked is up by more than $10,000 compared to 2009 ($145,055). Vail Pass Closure Assistance: Upon notification from Vail PD dispatch the Vail Visitor Information Center stays open, or reopens to help support Vail PD until 10:30 p.m. or the reopening of Vail Pass. Number of activity referrals: Approximately 7.5% of our guests are referred to a specific business or restaurants. Number of phone calls handled: Phone calls have only been tracked along with in person visits. 3/15/2011 6 -3 -3 Number of mailings: Mailings had been done by request using the Vail Chamber fulfillment process. However, the future of this seems to be up in the air as the chamber's collateral has been discontinued due to lack of advertising revenue. With the town's approval, we are now using the VVP 365 publication as a fulfillment piece for potential guests who are asking for materials to be mailed to them. Maps and brochures are mailed upon request. Use of Technology • Free Internet station and high speed wireless for guests in the Vail Village. • Extranet TOV last minute reservation system. • Hourly Tweets from Vail Village and Lionshead with suggested activities, dining, retail options. • Language translation. Information Center Tasks The following is a summary of what Vail Info, Inc. sees as its responsibilities: • Greet all guests promptly & pleasantly. • Give orientation to the Town of Vail. • Give oral /visual "lay of the land" through use of maps, etc. • Find out what guest expectations are (i.e. what are they hoping to do) and make suggestions based on their goals and objectives. • Provide directions. • Assist with reservations (hotel rooms, restaurants, rafting, Jeep tours, horseback riding, airport shuttles, taxis, etc. • Regular contact with Vail lodges collecting collateral and giving instruction for extranet reservation system. • Maintain and collect supply of info (maps, brochures, magazines) for guests and residents. • Accumulate /maintain data on specials in the various restaurants /businesses in TOV. • Twice yearly collection of Retail Business hours (every retail location is visited). • Coordination of monthly lodging tours for our staff to keep current with changes /renovations of Vail lodges. • Help for stranded motorists. • Help brides & family reunions with material for "guest bags." • Provide info to the public on happenings in Vail through Twitter, etc. • Provide Internet access to TOV guests. • Keep up -to -date on road conditions and advise guests of any potential trouble spots. • Assist guests with parking (advise when garages full, explain parking situation, provide information on the "free" parking areas). • For "in the future" lodging requests: Find out guests needs /wants Contact a variety of hotels meeting criteria and e -mail info containing Hotel Name Hotel Info Location Website Rates for dates of the guests stay Contact info E -mail, phone • Take care of phone /e -mail requests for information. 3/15/2011 6 -3 -4 • Additional "Services ": Wheelchair Temporary luggage storage Automobile battery charger Internet access Temporary repository for Lost & Found Simple souvenirs - Magnets, postcards, etc. • At times, sell tickets to special events at Dobson, etc. • Coordinate the Vail Host Program. • Above all, be up to date on events (current & future) in TOV. • Info Booth employees are, as one business owner has said, the Ambassadors of Vail. 3/15/2011 6 -3 -5 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: Matters from Mayor and Council 3/15/2011 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 15, 2011 ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: 2015 World Championships; 2) C.R.S. §24- 6- 402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Discussion concerning negotiations regarding Timber Ridge development and Ever Vail development and Lionshead Welcome Center development; 3) C.R.S. §24 -6- 402(4) (b) - to receive legal advice on specific legal questions; Regarding: Real Estate Transfer Tax Appeal and Conference Center funds. PRESENTER(S): Matt Mire ATTACHMENTS: Confidential Subway Proposal Confidential List of Items DIA RETT Confidential Memorandum 2006 Conference Center Funds 3/15/2011