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2011-04-19 Agenda and Support Documentation Town Council Work Session
VAIL TOWN COUNCIL WORK SESSION AGENDA " fil TOW VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 12:00 P.M., APRIL 19, 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: West Vail Fire Station Flag Raising Ceremony and Lunch (60 min.) 2. ITEM /TOPIC: DRB /PEC Update (15 min.) PRESENTER(S): Warren Campbell 3. ITEM /TOPIC: Five -year strategic capital plan update (30 min.) PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Review the attached five -year strategic capital plan and provide direction to staff regarding any changes to the prioritization of unfunded capital projects. BACKGROUND: Council approved a strategic capital plan May, 2010. This update includes final year -end results for 2010, capital items supplemented in 2011 and the original list of unfunded projects. STAFF RECOMMENDATION: Review and discuss the attached five -year strategic capital plan. Provide updates to the prioritization of unfunded capital projects, if any. 4. ITEM /TOPIC: Facility Wide Energy Conservation Project. Staff, along with the Governor's Energy Office and Johnson Controls, Inc. will provide an update on the facility -wide energy audit program and recommended energy conservation projects in a performance contracting scenario. (45 min) PRESENTER(S): Johnson Controls, Inc., Governor's Energy Office, Greg Hall, Kristen Bertuglia ACTION REQUESTED OF COUNCIL: Staff requests that the Vail Town Council participate in the discussion and ask any pertinent questions. BACKGROUND: In June, 2009, Staff issued a Request for Proprosals for an energy services company to assess all Town -owned facilities and associated energy consumption as one system within the community, and to create a detailed energy efficiency implementation plan to guide the Town in selecting priority upgrades to individual building systems. In addition to systems upgrades, the Town required that the energy efficiency implementation plan include 4/19/2011 innovative technology, renewable energy, and advanced sustainability and design principles that significantly decrease the Town's overall carbon emission and improve building operation and efficiency. The overarching goal of the project was to provide a payback of 15 years and signficantly contribute to the Town's goal of reducing carbon emissions by 20 %. The assessment included the following scope of work: Mechanical Systems: Heating, ventilating and cooling (HVAC) systems, energy management and control systems, domestic hot water systems, distribution systems, etc. Plants: Distribution systems, cogeneration systems. Lighting Systems. Indoor and outdoor lighting systems, lighting controls, day - lighting strategies. Building envelope systems: Windows, insulation, weatherization, etc. Specialty Systems: kitchen equipment, pool systems, renewable energy systems. Water and Sewage Systems: automatic controls, low -flow faucet aerators, low -flow toilets, cooling tower modifications, and irrigation system controls or modifications. The final project has been vetted by Town staff and has reached the goal of practial energy efficiency and renewable solutions that when combined as a "bundle" of projects, provide a payback of just under 15 years and a 17% reduction in carbon emissions for the project sites. STAFF RECOMMENDATION: Staff will follow up on outstanding issues and questions and return to the Vail Town Council in May, 2011. 5. ITEM /TOPIC: Information Update and Attachments: 1) Investment Update 2) Library Amnesty Memorandum 3) Contract for TOV Visitor Information Center Operations and Timeline for Decision - Making on Programming Components and Locations 4) Betty Ford Alpine Gardens attachment 5) VEAC Meeting Minutes of April 12, 2011 6) Vail Pedicab Update 7) Prioritized Areas of Focus Work Plan (15 min.) PRESENTER(S): Various 6. ITEM /TOPIC: Matters from Mayor and Council (15 min.) PRESENTER(S): Mayor and Council Members 7. ITEM /TOPIC: 1) 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, Regarding: Lionshead Parking Garage Welcome Center; Potential Town Property Acquisition; and Timber Ridge Redevelopment; 2) C.R.S. §24- 6- 402(4)(b) - to receive legal advice on specific legal questions; Regarding: Conference Center Funds Ballot Language. (60 min.) PRESENTER(S): Matt Mire 8. ITEM /TOPIC: Adjournment (4:00 p.m.) CONFERENCE CENTER FUNDS OPEN HOUSE TOWN OFFICES, 75 SOUTH FRONTAGE ROAD, VAIL, CO. 4/19/2011 FROM 4:00 P.M. TO 6:00 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, MAY 3, 2011 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: May 3, 2011 Work Session: TOV Guest Services Enhancement Initiative update & review of scope of services to program New Lionshead Welcome Center and to improve townwide pedestrian and vehicular signage - Suzanne - 45 min. Strategic Parking Plan Discussion & Parking Inventory Update - 05/03/11 - Greg H - 30 min. - WS Joint Avon Council/Vail Council Lunch Meeting with potential discussion items: 1 -70 Transportation; Economic Development; and Comcast Negotiations - WS - 60 min. - 05/03/11 Information Updates and Attachments: Newspaper Boxes - Rachel May 3, 2011 Evening Session: Ever Vail Applications - George - 90 min. Consent Agenda: 1) Approval of April meeting minutes 2) Res. No. 9, 2011; Vail PD IGA Operating Agreement for West Vail Community Gardens - Kristen B - 15 min. - May 3 - ES EHU Exchange Program - George /Nina - 05/03/11 - 60 min. Chamonix Commons - George /Nina - 05/03/11 - 30 min. Commercial Linkage and Inclusionary Zoning Fee -in -Lieu Adoption - Nina - 5 min - ES -05/03/11 WTH - Ord 15, 2010 - - Bill Gibson - 30 min. - ES - 5/3/11 WTH Res. 23, 2010 - Bill Gibson - 5 min - ES - 5/3/11 Parking Signs - George - 20 min. - ES - 05/03/11 May 17, Work Session: Discussion on Pilot Program to replace What's Happening Signs with Digital Technology - Suzanne - 30 min. Interviews for Liquor Board and Housing Authority members May 17, Evening: Appointment of Liquor Board and Housing Authority members - 5 min. June 7, Work Session: Review of proposed access improvements to Vail Village Visitor Center (Construction of vehicle pull -off to support enhanced guest services - Suzanne /Greg H - 20 min. June 7, Evening: June 21, Work Session: June 21, Evening: Other Dates TBD: Local Purchasing Preferences - Judy C - 30 min Capital Projects Plan Review - Greg H. - 30 min. Joint Eagle County /Council Dinner meeting with potential discussion items: - 60 min. 4/19/2011 Benefits Review - J.P. - 30 min. - to be discussed in budget process Update current Council Goals /2011 Strategic Plan - Stan - WS - 30 min. Red Sandstone Playground Update - Greg - 15 min. - WS Electronic Signs Policy Discussion - George - TBD - ES Resolution on Parking - TOV summer/VRI winter - Greg - 30 min - WS /ES Historic /Landmark Preservation Discussion - July 2011 - George - 30 min - WS Recognition of Nancy Ricci /Eagle County - Stan Joint meeting w /County Commissioners - Dinner - Stan 4/19/2011 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 19, 2011 ITEM /TOPIC: West Vail Fire Station Flag Raising Ceremony and Lunch 4/19/2011 ITL1 oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 19, 2011 ITEM /TOPIC: DRB /PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: April 6, 2011 DRB Meeting Results April 11, 2011 PEC Meeting Results 4/19/2011 DESIGN REVIEW BOARD AGENDA PUBLIC MEETING O April 6, 2011 Council Chambers � L 75 S. Frontage Road W. - Vail, Colorado, 81657 PROJECT ORIENTATION 1:30pm MEMBERS PRESENT MEMBERS ABSENT Tom DuBois Pete Dunning Brian Gillette Rollie Kjesbo Libby Maio SITE VISITS 1. Bathgate Residence — 1543 Matterhorn Circle 2. Lapin Residence — 232 West Meadow Drive PUBLIC HEARING — TOWN COUNCIL CHAMBERS 3:00pm 1. Bathgate Residence DRB1 10054 / 15 minutes Bill Final review of an addition (basement, bedroom, dining, deck) 1543 Matterhorn Circle Unit 7(Parkside Villas) /Unplatted Applicant: Margaret Bathgate, represented by Beth Levine ACTION: Approved with condition(s) MOTION: DuBois SECOND: Kjesbo VOTE: 5 -0 -0 CONDITION(S): 1. The applicant shall eliminate the two proposed upper story trapezoidal windows on the east elevation. 2. Lapin Residence DRB1 10065 / 20 minutes Bill Conceptual review of new construction (duplex) 232 West Meadow Drive /Lot 7, Vail Village Filing 2 Applicant: Mery Lapin, represented by Hans Berglund ACTION: Conceptual, no vote 3. Solaris DRB1 10076 / 15 minutes Warren Final review of a minor exterior alteration (boulders) 141 East Meadow Drive /Lot P, Block 5D, Vail Village Filing 1 Applicant: Town of Vail ACTION: Approved MOTION: DuBois SECOND: Kjesbo VOTE: 5 -0 -0 4. Lionshead Transit Welcome Center DRB1 10070 / 15 minutes Warren Final review of changes to approved plans 395 E Lionshead Circle /Vail Lionshead Filing 1 Applicant: Town of Vail, represented by Tom Kassmel ACTION: Tabled to April 20, 2011 MOTION: DuBois SECOND: Kjesbo VOTE: 5 -0 -0 Page 1 4/19/2011 2 -1 -1 STAFF APPROVALS Lacher Residence DRB110028 Rachel Final 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 Archer Residence DRB110014 Rachel Final review of addition (entry, bedroom) 4223 Spruce Way, Unit B /Lot 14B, Block 9, Bighorn 3 rd Addition Applicant: Heidi Archer, represented by Bernie Weber Forest Road Trust DRB110037 Rachel Final review of an addition (master bedroom) 224 Forest Road /Lot 11 -B, Block 7, Vail Village Filing 1 Applicant: Forest Road Trust, represented by Kathy Langenwalter Camelot Townhomes DRB110042 Rachel Final review of changes to approved plans (retaining wall finishes) 2801 Basingdale Boulevard /Lot 2, Block 8, Vail Intermountain Applicant: Camelot Townhomes, represented by Burke Harrington Elsie Hamilton Trust DRB110043 Warren Final review of minor exterior alteration (windows) 960 Red Sandstone Road /Lion's Ridge Filing 1 Applicant: Elsie Hamilton Trust, represented by Jay Nobrega Woo Restaurant DRB110045 Rachel Final review of changes to approved plans (access platform) 68 E Meadow Drive Unit 602 /1-ot O, Block 5D, Vail Village Filing 1 Applicant: Jonathon Staufer, represented by John G. Martin First Chair DRB110046 Warren Final review of a sign application (building identification) 600 West Lionshead Circle/Lott, Block 1, Vail Lionshead Filing 3 Applicant: Vail Resorts, represented by Kyle Griffith Posh Salon and Boutique DRB110047 Warren Final review of a sign application (business identification) 728 West Lionshead Circle /Lot 2, West Day Subdivision Applicant: Posh Salon and Boutique, represented by Mona Lisa Gabriel Residence DRB110050 Rachel Final review of an addition (enclose deck) 100 East Meadow Drive Unit 305 (Vail Village Plaza Condo) /Lot O, Block 5D, Vail Village Filing 1 Applicant: Patricia Gabriel, represented by Pure Design Studio Stevens Residence DRB110051 Bill Final review of a minor exterior alteration (windows, doors, vents) 950 Red Sandstone Road Unit 10 (Potato Patch Club)/ Applicant: John Stevens, represented by Larry Barnes Page 2 4/19/2011 2 -1 -2 Vucich Residence DRB110052 Warren Final review of a minor exterior alteration (deck) 4957 Juniper Lane /Lot 3 -2, Block 4, Bighorn Subdivision 5 Addition Applicant: Karen Vucich, represented by Tom Vucich Platt Residence DRB110056 Warren Final review of a minor exterior alteration (glass doors) 4605 Meadow Drive, Building 4, Unit 17(Vail Racquet Club) /Unplatted Applicant: Mike & Allison Platt, represented by Ed Turnbull Zeltman Residence DRB110057 Warren Final review of a minor exterior alteration (chimney chase) 1779 Sierra Trail /Lot 18, Vail Village West Filing 1 Applicant: Robert Zeltman Parpolcondor Residence DRB110058 Warren Final review of a minor exterior alteration (handrail, doors) 600 Vail Valley Drive Unit A105 (Northwoods) /Unplatted Applicant: Marybeth Walker Chilton Residence DRB110060 Bill Final review of a minor exterior alteration (a /c compressor) 164 Gore Creek Drive Unit 477 (Lodge Tower) /Lots A, B, C, Block 5C, Vail Village Filing 1 Applicant: John & Shirley Chilton, represented by Mike Cavataio Pockross Residence DR13110064 Warren Final review of a minor exterior alteration (window) 2672 Cortina Lane /Lot 8, Block B, Vail Ridge Applicant: Keith & Miriam Pockross, represented by Bruce Hasbrouck Eagle River Water and Sanitation District DRB110066 Warren Final review of a minor exterior alteration (well -house venting) Town of Vail property and rights -of- way /Unplatted Applicant: Eagle River Water & Sanitation District, represented by John Cahill Byers Residence DRB110067 Bill Final review of an addition (bedroom) 352 Beaver Dam Circle /Lot 5, Block 3, Vail Village Filing 3 Applicant: Byers Family Trust, represented by Suman Architects Steane Residence DRB110068 Warren Final review of a minor exterior alteration (landscaping) 1864B Glacier Court/Lot 26, Block 2, Lions Ridge Filing 3 Applicant: James Steane, represented by Bruce Wichmann 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 4/19/2011 2 -1 -3 PLANNING AND ENVIRONMENTAL COMMISSION April 11, 2011 TOWN OF 1:OOpm VAIL TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 Members Present Members Absent Bill Pierce Henry Pratt Pam Hopkins Luke Cartin Tyler Schneidman John Rediker Michael Kurz SWEARING -IN — Lorelei Donaldson, Town Clerk 10 minutes Appointment of Chairman ACTION: Pierce appointed as chairman MOTION: Kurz SECOND: Cartin VOTE: 7 -0 -0 Appointment of Chairman Pro -Tem ACTION: Pratt appointed as vice chairman MOTION: Pierce SECOND: Rediker VOTE: 7 -0 -0 CHAMONIX HOUSING VIDEO — Nina Timm, TOV Housing Coordinator 15 minutes 30 minutes 1. A request for a recommendation to the Vail Town Council for prescribed regulation amendments, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to amend Chapter 12 -13 -5, Employee Housing Deed Restriction Exchange Program, Vail Town Code, to establish additional exchange methods within the Employee Housing Unit Exchange Program, and setting forth details in regard thereto. (PEC110018) Applicant: Town of Vail, represented by the Vail Local Housing Authority Planner: Nina Timm /Rachel Dimond ACTION: Tabled to April 25, 2011 MOTION: Kurz SECOND: Pratt VOTE: 7 -0 -0 Rachel Friede made a presentation per the Staff memorandum. She focused on the background of the current regulations, their implementation, and the proposed amendments. Nina Timm stated that the Town currently had about one -third of the desired deed restricted housing goal. Commissioner Kurz inquired about the number of deed restricted units in Town that are not occupied. Nina Timm explained that approximately 50 units are currently not occupied. Galen Aasland, resident of Vail with a deed restricted unit, went through the adopting ordinances and the history of deed restricted employee housing in the Town Code. He stated that he did not believe his unit was an EHU and therefore this ordinance should not apply to his unit. Pa 4/19/2V 1 4/ 19/2011 2 -2 -1 Nina Timm explained that the 31 units identified as having a deed restriction, similar to Mr. Aasland's, are not required to participate in the regulations and this program may benefit them if the owners choose to participate. Steve Lindstrom, resident and member of the Vail Local Housing Authority, stated that the goal was to get employee housing units occupied. He felt that the proposed regulations would help to create a program to allow for options to relocate an EHU and result in greater occupancy. Craig Cohn, resident of Vail with an EHU, provided an example of his deed restricted unit at the top of Buffehr Creek Road, which is 1.1 miles to the closest bus stop. He felt that his EHU was not the greatest employee housing due to the location and its small size. He said he could get a mortgage on a suitable and compliant unit somewhere else in Town which might be more conducive to employee housing. By increasing size pursuant to the exchange program he would go from housing one employee to likely housing two employees. Peter Knobel, resident of Vail and owner of many EHUs, suggested that there should be a program by which multiple people could work together to transfer excess square footage from a replacement unit to those who struggle to find a unit which exactly matches the required replacement amount. Commissioner Pierce inquired into a scenario where by most units would be purchased in multi- unit complexes and what would be the impacts to the development if there were multiple EHUs on a property. Nina Timm responded that many multi - family projects contain at least one EHU and did not believe there would be a negative effect. Peter Knobel stated that his Solaris development owned 22 EHUs throughout Town and he did not experience any difficulties. Commissioner Kurz inquired as to how we measure the employee housing goal for the Town by people, beds, or square footage. Nina Timm explained it is measured by people. Commissioner Pierce inquired as to the logic behind keeping the current exchange program, since no one would give a unit to the Town. Commissioner Pratt asked whether initial approvals for EHUs and extra GRFA provided for the EHU was in essence purchasing zoning? Nina Timm and Rachel Friede explained that the structure resulting on a lot after the removal of the deed restriction must comply with zoning. It is not legal to create a non - conformity through the removal of your on -site EHU. Commissioner Pratt suggested that the memorandum identified approximately 44 properties as potentially able to utilize the program. Commissioner Pratt stated he does not like the 100% pay -in -lieu option as it appears you are buying zoning and does not achieve the goal of obtaining housing. The Town should not use the fee -in -lieu funds for projects which the town is already going to construct such as Chamonix. Page 2 4/19 /2011 2 -2 -2 Commissioner Rediker agreed with Commissioner Pratt's comment about 100% fee -in -lieu and he thought there was merit to an EHU square footage bank. He asked did staff consider this? Nina Timm explained that with the program as proposed you could hit the requirement on the mark because of the fee -in -lieu and no bank would be necessary. Commissioner Cartin inquired about the transfer of an EHU from a property and the results of selling the initial home. He asked whether the deed restriction would remain tied to the existing structure. He also disagreed with the 100% fee -in -lieu as it would result in concentrated EHUs in medium and high density projects. It would result in less dispersal of units and he felt dispersal was good. He was also concerned about increasing competition for the most affordable free - market units in Vail with this program. Rachel Friede explained the goal of having a variety of unit types so people can live their life in Vail. Nina Timm reminded the Commission that the there were approximately +/- 44 units which might take advantage of the program. Peter Knobel restated that the bank is a necessary tool and maybe it is time limited so that it does not have to be tracked over time. Commissioner Kurz believed the amendments accomplish the goal of exchange properties and the idea of a bank appeals to him. Commissioner Pratt did not believe a bank served the Town's goal of reducing staff costs to administer a program. He suggested a leeway of plus or minus 10% of the required square feet for the replacement unit. Commissioner Pierce stated he is not in favor of providing leeway to the amount being replaced if you over provide you get a thank you not a bank for the surplus square feet. The PEC tabled the item with a request that Staff come back with proposed amendments addressing the 31 units similar to Mr. Aasland's, 100% pay in lieu, an option that includes the ability to bank excess square feet, a proposal to allow for leeway on square feet for the proposed EHU and a recommendation from the Vail Local Housing Authority. 5 minutes 2. A report to the Planning and Environmental Commission on the administrator's approval of an amendment to an existing conditional use permit, pursuant to Section 12- 16 -10, Amendment Procedures, Vail Town Code, to allow for changes to a private outdoor recreation facilities, as a primary use, in the Lionshead Mixed Use 1 District, located at 560 East Lionshead Circle /Lot 2, Vail Lionshead 6 Filing, and setting forth details in regard thereto. (PEC110019) Applicant: Vail Corporation, represented by Jeff Babb Planner: Rachel Dimond Commissioner Kurz inquired into how the bike path bisecting the golf course was addressed from the previous discussion. Rachel Friede described the Design Review requirement for signage for bicyclists and the painting of a crosswalk across the bike path. The Commissioners expressed their support for the administrative approval. Page 3 4/19 /2011 2 -2 -3 5 minutes 3. A request for a recommendation to the Vail Town Council, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, for a prescribed regulations amendment to create Chapter 12 -26, Exactions and Dedications, Vail Town Code, to allow for the creation of regulations for mitigation of development impacts, and setting forth details in regard thereto. (PEC100050) Applicant: Town of Vail Planner: George Ruther / Rachel Dimond ACTION: Table to April 25, 2011 MOTION: Pratt SECOND: Kurz VOTE: 7 -0 -0 5 minutes 4. A request for a final recommendation to the Vail Town Council for prescribed regulations amendments to Title 12, Zoning Regulations and Title 14, Development Standards, Vail Town Code, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to provide regulations that will implement sustainable building and planning standards, and setting forth details in regard thereto. (PEC090028) Applicant: Town of Vail Planner: Rachel Friede ACTION: Table to April 25, 2011 MOTION: Pratt SECOND: Kurz VOTE: 7 -0 -0 5 minutes 5. A request for review of a variance from Section 12 -6D -6, Setbacks, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for the construction of a garage in the front and side setback, located at 2568 Arosa Drive/ Lot 4, Block C, Vail Das Schone Filing 1, and setting forth details in regard thereto. (PEC110017). Applicant: Sterling Resources TT, LLC Planner: Rachel Dimond ACTION: Withdrawn 5 minutes 6. A request for a recommendation to the Vail Town Council for a prescribed regulation amendment, pursuant to Section 11 -3 -3, Prescribed Regulations Amendment, Vail Town Code, to amend Section 11 -7 -15, Public Parking and Loading Signs for Private Property, to allow signs for public parking on private property, and setting forth details in regard thereto. (PEC100056) Applicant: Solaris Property Owner, represented by Michael Suman Planner: Bill Gibson ACTION: Withdrawn 5 minutes 7. A request for an amendment to an Approved Development Plan, pursuant to Section 12- 61 -11, Development Plan Required, Housing Zone District, Vail Town Code, to allow for revisions to the required landscape plan and geologic hazard mitigation plan for the redevelopment of the easternmost 5.24 acres of the Timber Ridge Village Apartments; and a request for the review of a variance, from Section 14 -5 -1, Minimum Standards, Parking Lot and Parking Structure Design Standards for All Uses, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for a crossover drive aisle width of less than thirty -feet (30') within the required parking structure, located at 1280 North Frontage Road /Lots 1 -5, Block C, Lions Ridge Subdivision Filing 1,and setting forth details in regard thereto. (PEC100018 /PEC100019) Applicant: Vail Timber Ridge L.L.C. Planner: George Ruther ACTION: Withdrawn 60 minutes 8. A request for a recommendation to the Vail Town Council on a proposed major amendment to Special Development District No. 4, Cascade Village, pursuant to Article 12 -9A, Special Development District, Vail Town Code, to allow for an increase in gross residential floor area and Page 4 4/19 /2011 2 -2 -4 site coverage, and a reduction of the side setback, located at 1476 Westhaven Drive /Lot 53, Glen Lyon Subdivision, and setting forth details in regard thereto. (PEC110014) Applicant: Coldstream Homeowners Condominiums, represented by Tom Braun Planner: Warren Campbell ACTION: Withdrawn 9. Approval of March 14, 2011 minutes MOTION: Kurz SECOND: Rediker VOTE: 6 -0 -1 (Pratt obstained) 10. Information Update Commissioner Kurz inquired as to the Ever Vail process which is currently underway with Town Council. George Ruther explained that the Town Council is reviewing the five applications that the Commission took action upon. It is unlikely that they will return to the Commission. A significant revision may cause an application to return to the Commission. George Ruther provided an update on the issuance of Temporary Certificates of Occupancy for the fire station and First Chair. 11. Adjournment MOTION: Kurz SECOND: Hopkins VOTE: 7 -0 -0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Please call (970) 479 -2138 for additional information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published April 8, 2011, in the Vail Daily. Page 5 4/19 /2011 2 -2 -5 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 19, 2011 ITEM /TOPIC: Five -year strategic capital plan update PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Review the attached five -year strategic capital plan and provide direction to staff regarding any changes to the prioritization of unfunded capital projects. BACKGROUND: Council approved a strategic capital plan May, 2010. This update includes final year -end results for 2010, capital items supplemented in 2011 and the original list of unfunded projects. STAFF RECOMMENDATION: Review and discuss the attached five -year strategic capital plan. Provide updates to the prioritization of unfunded capital projects, if any. ATTACHMENTS: Strategic Cap plan 4/19/2011 MEMORANDUM To: Town Council From: Stan Zemler Judy Camp Kathleen Halloran Date: April 14, 2011 Subject: Five -Year Strategic Capital Plan Update Last year at this time, Council approved a five -year strategic capital plan which included a list of unfunded projects with three levels of priority. Attached is the original list of unfunded items, along with updated five -year projections for the Capital Projects Fund, the Real Estate Transfer Tax Fund and Vail Reinvestment Authority Fund. 4/19/2011 3 -I -1 Note: Costs are preliminary estimates Eligible for funding from Capital Projects VRA RETT Fund Priority I Guest Services Enhancements 850,000 Recent estimates: Phase 1 $1.2 - $1.7M; Phase 2 and 3 = $1.7M (Not including Wayfinding) Library Remodel +1 475,000 Now included in 5 -year VRA budget Parking Expansion - LionsHead $18.1 M - $36.2M I Parking Expansion - Charter Bus Lot V 900,000 Now included in 5 -year VRA budget Parking Expansion - Ford Park : Structure" $30.01M - $54.OM `Council did not support Parking Expansion - Ford Park : Surface $9.74M-$18.5M Includes field work Parking Expansion - North Frontage Road 1,239,000 Various areas Parking Expansion - South Frontage Road 9,511,000 5,461,844 Includes parking from Cascade to PW Shops Simba Run Underpass Feasibility Study 400,000 $200K CDOTgrant awarded for 2013 Energy Audit Enhancements $ TED $ TED $ TBD Recent estimates total up to $3.31M Chamonix Site Development - Housing $ TED Recent estimate: $1 AM: Could be phased 1st phase approx. $880K) Main Vail Station - major remodel 975,000 Removed from funded list 5/4/10 Priority II East Vail Fire Station Remodel 775,000 N. Frontage Rd -East Vail 2,100,000 Turn lanes, bike paths, etc based on town's master plan Frontage Road - Ford Park 5,635,000 Turn lanes, bike paths, etc based on town's master plan N. Frontage Rd - West Vail 7,513,000 Turn lanes, bike paths, etc based on town's master plan Frontage Rd - LionsHead 7.484,000 From Evergreen to EverVail Main Vail Round -about Major Reconstruction 3,600,000 West Vail Round -about Major Reconstruction 1,000,000 Golf Course Clubhouse 7,000,000 ` VRD would contribute $1 M; another $1.5M is already bugdeted m RETT; $3.9M proposed use from Conference Center Funds LionsHead Park 800,000 Previous estimate; Still researching appropriate location LionsHead Information Center Renovation 550,000 Does not add spaces, but brings remainder of structure up to standards of LionsHead Parking Structure Enhancements 3,500,000 new transit center and current codes; enhances guest experience; includes heated stairways on east side Concert Hall Plaza (West Portal) +1 750,000 Now included in 5 -year VRA budget Replace air handling system and improve air flow; paint, replace carpet, Muni Bldg HVAC replace & minor renovations 2,400,000 replace ceilings, etc. which may be damaged in construction; move people tem oranl Priority III Simba Run Underpass 19.500.000 East LionsHead Circle (East Portal) v 2,075,000 Now included in 5 -year VRA budget Town Shop Improvements 9,225,000 Municipal Building - complete remodel $ TED Newly- identified projects: Flood repairs and improvements Costs estimated at $1.45 million Road and rockfall mitigation improvements at Timber Ridge Costs estimated between $1.45 and 1.75 million; pending redevelopment Funding Resource Options: Projected Fund Balance over next five years): 14,326,359 8,826,618 10,538,323 Funding Available from Vail Resorts for Additional Parking 4,300,000 Federal Funding $ TED 4/19/2011 -2- 3-1-2 TOWN OF VAIL 2011 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Amended Actual Forecast 2010 2010 2011 F 2012 2013 2014 2015 Project Information Revenue Total Sales Tax Revenue: $16,600,000 $17,676,115 $ 16,900,000 $ 17,700,000 $ 18,054,000 $ 18,415,080 $ 18,783,382 2012 flat with 2010 actual; 2% per year thereafter Sales Tax Split between General Fund 61/39 & Capital Fund 56/44 61139 61/39 61/39 61/39 61/39 Sales Tax- Capital Projects Fund $ 6,474,000 $ 7,712,020 $ 6,590,000 $ 6,903,000 $ 7,041,000 $ 7,181,880 $ 7,325,382 Use Tax 1,050,000 1,103,119 500,000 515,000 530,400 546,000 562,400 No ma projects assumed; 3% annual increase after 2011 Federal Grant Revenue 5,028,500 3,576,818 2,828,000 - 1,024,800 - 2011: $1.4M remain for Transit center,$828K for bridge reconstruction, $BOOK buses; 2014:2 neighborhood bridges Lease Revenue 184,500 183,170 184,500 184,500 184,500 189,135 189,135 Per Vail Commons commercial and residential leases Employee Housin Fee -In -Lieu 100,000 106,764 Project Reimbursement 1,455,100 1,507,522 550,000 - - _ - 2011: Estimated Work settlement to be used for capital repairs /maintenance of streetsca a avers CGOLre a ment 5,000 Resale of Arosa duplex 816,000 816,541 Resale of Arosa duplex constructed by the town Earnings on Investments and Other 18,000 88,465 135,000 98,000 100,000 91,650 148,350 2011 - 2015 at 1.5% Total Revenue 15,126,100 15,099,419 10,787,500 7,700,500 7,855,900 9,033,465 8,225,267 Expenditures Maintain Town Assets Bus Shelters 27,000 1,046 27,900 30,000 30,000 30,000 30,000 2011 - 2015 various repairs including deck topping replacement, expansion joint Parking Structures 486,000 246,985 504,000 690,000 860,000 920,000 915,000 repairs, ventilation, HVAC, plumbing and other structural repairs; Starting in 2010 there is an offset from VRA (see transfer near bottom of sheet) 2011 $130K for energy audit work, $20K final bill on PW garage doors, $25K for Facilities Capital Maintenance 1,073,000 231,246 625,000 890,000 705,000 650,000 810,000 contribution to Vail Village Inn loading and delivery improvements; 2012: $135K repairs to PW Admin and $105K repairs to Municipal building, $80K Main Vail Fire Stn electrical and other repairs Building Remodels 67,000 74,000 On-going minor remodels of various Town facilities: Removed $54Kfrom 2011 Library Roof Replacement 400,000 390,615 102,840 - - _ Added 5/4/10 due to deteriorating condition and inability to continue to fix: transferred $40OK from 2014 facilifies capital Main Vail Station Roof Replacement - - 250,000 - - _ Added roof replacement 5/4/10; station remodel previously included in 5 -year plan removed (now on unfunded list) Need to gut plumbing; electrical wiring; roofing, etc.; asbestos and mold remediation; 4 Creekside Housing Improvements 110,582 110,581 160,000 385,000 - - units were completed in 2010; plan to do 4 more in 2011; in 2012, complete remaining 4 units and replace exterior siding, stairs and decks 2012: $50K furniture replacement; 2015: $400K to change ventilation & improve noise Donovan Park Pavilion - - - 50,000 - - 720,000 and $270K to replace heating /air system was pushed to 2015 during previous capital discussions: $50K furniture replacement Vail Village Inn Condo Roof (TOV 17,000 17,000 17,000 - - - - Capital assessment from owners' association for space owned by town Portion) Street Light Improvements 67,500 67,496 67,500 50,000 50,000 50,000 50,000 New street lights and to refurbish residential lighting On -going maintenance to roads and bridges including asphalt overlays, patching and repairs; 2012 - 2014 were previously updated for recent bid prices (savings of $925K); Capital Street Maintenance 730,000 270,321 1,153,500 1,000,000 1,170,000 915,000 1,220,000 Assumes that we do not see a dramatic increase from current prices and that reconstruction of neighborhood roads and bridges occurs (without reconstruction, maintenance costs will increase) Flood Incident repairs 9,040 992 8,048 Fire Truck Replacement - - - 590,000 - 620,900 - 2012 replace pumper truck from 1994: 2014 replace pumper truck from 1999 Audio Visual 33,879 1,883 41,996 10,000 10,000 10,000 10,000 2011: Council mixer board and cameras for recording meetings; 2012 & beyond: $10K per year for replacement of cameras and recorders (assume 1 each per year) Document Imaging 130,592 115,956 130,636 30,000 30,000 30,000 30,000 Annual maintenance, licensing and contract position thru 2011; later years annual software licensing Software Licensing 37,000 18,323 33,640 33,640 33,640 33,640 15,000 Upgrade Microsoft products on all equipment: renew licenses in future Hardware Purchases 93,000 95,158 0 48,000 48,000 50,000 50,000 Scheduled rotation of PCs, printers and servers 3 -1 -3 -3- TOWN OF VAIL 2011 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Amended Actual Forecast 2010 2010 2011 F 2012 2013 2014 2015 Project Information Data Center (Computer Rooms) 15,000 7,117 15,000 15,000 15,000 15,000 15,000 Based on annual replacement schedule of security and power systems for 3 computer rooms Website and e- commerce 12,000 39,000 29,000 31,000 12,000 12,000 Internet security & application interfaces; website redevelopment Comm Dev ArcG IS System 25,700 3,472 16,000 Web access to town GIS information (similar to County's website GIS product) Fiber Optics in Buildings 21,000 24,375 17,000 23,000 18,000 21,000 15,000 Cabling / Network Infrastructure: to repair, maintain & upgrade Network upgrades 30,000 34,693 21,000 35,000 60,000 40,000 30,000 Computer networks stems - replacement cycle ever 3 -5 years Phone System Replacement 35,000 Replace 15 -year old phone system Financial System Replacement - - - - 350,000 - - Replace 15 -year old financial system; continued support to current system questionable; better technology Computer Aided Dispatch (CAD) / RMS 70,000 69,204 57,000 59,000 61,000 50,000 50,000 County -wide "Computer Aided Dispatch /Records Mgmt System' ; includes patrol car Project laptops and software used to push information to TON and other agencies Intergraph software upgrade 80,000 TOV portion of upgrade to computer -aided dispatch system Live Scan Interface 28,500 14,250 14,250 Funded by grant above; Links our Live Scan software to other agencies Total Maintenance 3,416,793 1,720,713 3,446,310 4,002,640 3,538,640 3,447,540 4,046,000 Enhancement of Town Assets Comm Dev Interactive Permit software 225,000 - 225,000 - - - - Replacement of Permit Plus software; allows for web access by customers New Fire Truck 570,000 316,083 253,917 New fire truck for additional station Library Self -Check System 90,000 83,673 Funded by library grants West Meadow Drive 83,189 19,555 Completion of projects under contract Future work may include newspaper boxes, Checkpoint Charlie, Covered Bridge, VVD Village Streetscape 767,389 594,961 172,429 - - - - walk, etc. Per Council 7/7/09, defer $300K to 2010 for covered bridge heat and VVD heated walk Neighborhood Road Reconstruction 429,469 195,055 2,038,701 4,325,000 4,300,000 4,250,000 - Overhaul residential streets: 2010 -2011 Mill Creek and Vail Valley Drive reconstruction and 2012 -2015 East Vail roads Matterhorn Bridge reconstruction moved to 2011 due to CDOT fiscal year and Neighborhood Bridge Reconstruction 150,000 4,118 1,185,882 - - 1,860,000 requirements; Partial funding from federal grant; Moved Nugget Lane and Bridge Rd bridges from 2015 to 2014 to coincide with federal grants Parking Entry System / Equipment 78,000 75,123 - - - Metered lots:. equipment obsolete and not servicable by vendor; Time sensitive for installation prior to next parking season Radio Equipment replacement (pub. - 48,000 - 693,000 Replacement of 2008 radios for PW, Fire, PD works, pub. safet _ Hybrid Bus Battery Replacement 55,000 385,000 Scheduled replacement: 1 in 2012; 7 in 2014; Estimated life of 6 years Replace Buses 2,283,214 3,486,614 2011: 6 regular buses and 2 Hybrid buses Timber Ridge Legal /Zoning 66,080 65,243 50,000 - - - - Consultants, legal, etc. related to potential redevlopment project Manor Vail Street Plan 83,800 - 83,800 - - - Expenditure related to impact fee paid by Manor Vail development; Keep funds in bugdet due to developer agreement Total Enhancements 4,826,141 1,353,811 7,506,343 4,428,000 4,300,000 6,495,000 693,000 New Assets LionsHead Transit Center (VRA) 5,500,000 4,410,909 1,089,091 - - _ Continuation of the project; $5.0 million from Federal grant; remainder funded by Vail Reinvestment Authority (see Transfers below) Welcome Center (VRA) 469,681 358,294 7,241,706 - _ _ Continuation of the project; Funded by the Vail Reinvestment Authority (see Transfers below) Surface Parking Addition (VRA) 65,000 2,521 962,479 - _ _ - Continuation ofthe project; Funded by the Vail Reinvestment Authority (see Transfers below) East LionsHead Portal (VRA) - - 200,000 2,075,000 - _ Design work approved by Council Feb 1 st; Originally budgeted entire project in 2012; Funded by the Vail Reinvestment Authority West LionsHead Portal (VRA) - - 75,000 750,000 Design work approved by Council Feb 1st; Originally budgeted entire project in 2012; Funded by the Vail Reinvestment Authority Library Remodel (VRA) 475,000 Funded by the Vail Reinvestment Authority (see Transfers below) West Vail Fire Station 5,30Q000 3,296,382 2,003,618 Construction of West Vail Fire Station Arosa Drive - Duplex for Employee 297,466 297,393 - - - - - Development project for deed- restricted housing Housin Buy-down Program 552,118 552,118 ICady forward program funding 4/19/2011 3 -1 -4 4 - TOWN OF VAIL 2011 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Amended Actual Forecast 2010 2010 2011 F 2012 2013 2014 2015 Project Information Buy -down Program Funded by Pay -in- 186,000 - 217,803 _ _ _ _ Carry forward current balance of program funding: Housing funded directly by Pay -in- Lieu Lieu fees collected from developers Vatlable Message Signs /Way- Finding 2010: Solacs $93.6K and Main Vail off ramps;'2011: $180K for Main Vail off ramps; Improvements 193,653 23,381 100,000 100,000 130,000 - - 2012: Four Seasons /Middle Creek; 2013: EverVail; 2014: $65K each for Ford Park and Vail Parking structure — Reduced by $250K in 2011 1 -70 Noise 383,180 5,040 378,140 - - _ _ Construction of and East Vail berm would be phased; $751 K accumulated amount and annual $250K budget removed 5/4/10 Chamonix Area Planning 50,000 38,944 92,600 - _ _ $80K for water /utility infrastructure done during construction of W Vail Fire Station; $12.6K final amount due to Martin & Martin Traffic Impact Fee study 21,645 - - - - - - Delayed; if additional work needed later, staff will come back to Council at that time Total New Assets: 13,018,743 8,432,864 13,387,555 2,925,000 130,000 Total Capital before Financing 21,261,677 11,507,388 24,340,208 11,355,640 7,968,640 9,942,540 4,739,000 Debt Service and Financing Debt Service on Outstanding Bonds 2,273,959 2,273,957 2,279,572 2,088,346 Annual debt service; Bonds will be paid oft by 2013 Timber Ride Debt Service Guarantee 925,000 925,000 Annual debt service guarantee - requirement of TR debt 2011: Welcome Center construction ($6.8M), Surface Parking $900K, Library Transfer from Vail Reinvestment Authonty (1,194,681) (1,070,365) (9,020,319) (3,190,000) (310,000) (340,000) (350,000) renovation $475K and LH Pkg mile $315K; 2012: LH Portal improvements $1.1 M, LH Pkg mtc $365K; 2013: $2.5M complete LH Portal and LH Pkg rate $310K; 2014 mtc $340K; 2015: mtc $350K Transfer from General Fund (3,749,000) (3,742,673) - - - _ $3,659,000 transfer of GF fund balance for West Vail Fire station; $83,673 transfer from Library grants to cover new self check system Total Debt Service and Financing: (1,744,722) (2,539,081) (5,815,747) (1,101,654) (310,000) (340,000) (350,000) Total Expenditures 19,516,955 8,968,307 18,524,461 10,253,986 7,658,640 9,602,540 4,389,000 Revenue Over (Under) Expenditures (4,390,855) 6,131,112 (7,736,961) (2,553,486) 197,260 (569,075) 3,836,267 Beginning Fund Balance 11,233,206 11,233,206 17,364,318 9,627,357 7,073,871 7,271,131 6,702,056 Ending Fund Balance 6,842,351 17,364,318 9,627,357 7,073,871 7,271,131 6,702,056 10,538,323 - Promissory note due from Childrens' Garden of Leaning included in ending fund balance - not spendable 15,000 10,000 5,000 4/19/2011 3 -1 -5 -5- TOWN OF VAIL 2011 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Amended Actual Amended 2010 2010 2011 2012 2013 2014 2015 Revenue Base sales 20% less than 5 -yr average pre - redevelopment: Over next 5 -yr period, major Real Estate Transfer Tax $ 6,083,000 $ 6,950,701 $ 4,670,000 $ 3,968,000 $ 3,361,500 $ 3,361,500 $ 3,361,500 redevelopment sales assume only 2/3 of units sell at 80% of list for Four Seasons, Ritz and Solaris; then only 2 resales per year thereafter for all major redevelopment projects Federal Grants 17,000 13,100 Golf Course Lease 122,000 126,768 124,400 126,888 129,426 132,014 134,655 Annual lease paymentfrom Vail Recreation District 2% annual increase - deposited to "Recreation Enhancement Account" (accompanying expenditure listed below) VRD repayment for promissory note 257,000 1,028,000 Full re- payment in 2010 Intergovenmental Revenue 32,324 33,427 181,000 20,000 20,000 20,000 20,000 2011:$161 K GOCO grant for Red Sandstone playground; $20K Lottery proceeds; 2012 -2015 Lottery proceeds Project Reimbursements 81,000 72,902 40,000 2011 Recycling reimb from Eagle Ct Recreation Amenity Fees 10,000 39,181 M000 10,000 10,000 10,000 10,000 Earnings on Investments and Other 46,402 123,383 15,879 101,800 104,800 106,200 89,200 2012 -15 1.5% Total Revenue 6,648,726 8,387,462 5,041,279 4,226,688 3,625,726 3,629,714 3,615,355 Expenditures Maintain Town Assets Annual Park and Landscape Maintenance 1,333,114 1,199,069 1,317,340 1,356,860 1,397,566 1,439,493 1,482,678 Ongoing path, park and open space maintenance, project mgmt Management Fee to General Fund (5 %) 304,150 347,534 233,500 198,400 168,075 168,075 168,075 5% of RETT Collections - fee remitted to the General Fund for administration Rec. Path Capital Maint 156,324 119,241 141,177 115,399 126,782 88,804 80,443 Capital maintenance of the town's recreation path system; Afl $37K in 2011 for rec path at Red Sandstone school /pedestrian overpass and R.S. park Regular maintenance for tree health within the town (spraying, removing, new trees): Tree Maintenance 127,843 57,331 85,000 65,000 65,000 65,000 65,000 scale spraying on town -owned property at approx. $120 per tree Flood Incident repairs 272,200 269,167 Forest Health Management 265,000 206,183 145,000 150,000 150,000 150,000 150,000 Pine beetle mitigation in conjunction w / forest service; 2011 -2015: Reduced manager to part-time and reduced seasonal positions from 6 to 4 Street Furniture Replacement 22,500 22,472 22,500 25,000 25,000 25,000 25,000 Annual replacement or capital repairs, includes bike racks Park/ Playground Capital Maintenance 115,000 94,609 111 81,000 80,900 84,872 82,500 Repair & maintenance of playgrounds, restrooms, etc.: 2011: Big Horn park spillway Bald Mountain Ftg Rd / Underpass Project 200,000 5,100 394,900 - - - Reconstruction of retaining wall that supports bike path through the underpass and widening for future bike path shoulders. Glen Lyon Bridge - - - - - 150,000 Re- decking of recreation path bridge; too large a project to include in annual rec path ca hal maintenance Alpine Garden Support 65,620 55,620 65,620 67,589 69,616 71,705 73,856 Re- appropriate $1 OK to extend an off -cycle grant if BFAG raises $90K in donations (they have currently reached $73,000) Black Gore Creek Sand Mitigation 90,000 55,478 65,600 50,000 50,000 50,000 50,000 2011 additional $15,600 for the Eagle River Watershed Council for additional water q uality monitoring: Annual support of water quality programs Public Art - Operating 85,157 94,072 89,371 92,052 94,814 97,658 98,720 AIPP salary and operating expenses Environmental Sustainability 378,160 253,234 319,350 250,000 250,000 250,000 250,000 Environmenal Sustainability programs; 2011 includes an additional $20K for regional water quality improvement plan and $8.8K for Governor's Energy Office rebates Total Maintenance 3,415,068 2,779,110 2,991,249 2,451,300 2,477,753 2,490,607 2,676,271 Enhancement of Town Assets Timber Ridge- BUtfehr Creek Rd separation 15,000 4,123 - - - - To finish path from TimberRidge to Roost: offset by Federal Grant of approx. $150K Ste hen's Park Stream Repairs 66,000 63,241 2,759 Rebuilding of streamside area due to erosion; partially funded by federal grant 4/19/2011 6- 3-1-6 TOWN OF VAIL 2011 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Amended Actual Amended 2010 2010 2011 2012 2013 2014 2015 Trailhead Development/ Improvement 24,000 50,000 Improve trailheads: Continued need through 2012 (one trail per ear) ADA Compliance w/ VRD 25,000 533 10,000 10,000 10,000 10,000 10,000 Shared costs with VRD - ADA access at recreational facilities;new ADA regulations go into effect 2011 Greenhouse 5,000 1,576 - - - - - 2010 to finish greenhouse irrigation in spring 4 miles of bike lanes (6 foot shoulders) to be added prior to CDOT overlay project; first Frontage Road Bike Lanes/Trails 119,268 29,610 2,364,658 1,150,000 - _ _ priority is Blue Cow Chute to East Vail; path from Vail Mtn School to E Vail exit; 2009 for design ($50K) and survey work ($100K); construction was budgeted in 2010:, now pushed to 2011 and 2012. Ford Park Master Plan 328,017 145,093 2,332,924 - - - - Implementing a portion of master plan, which may include Ford Park parking options Main Vail Roundabout pavement apron - - - 130,000 - _ $130K concrete apron to protect the grass from cars /trucks on the edge of the roundabout - delayed from 2010 to 2012 as of 9/15/09 Ford Park Improvements - - 200,000 - - - - Ford Park pathwork, restrooms and other improvements Seibert Circle 17,774 16,459 - - - - - To complete project Water supply infrastructure; Ong plan to include in water bills, but interest rate now 5%, Raw Water / Irrigation Control 366,493 - 366,493 - - - - so paying up front instead of financing; ERWSD working on bringing system up to consistent operation prior to bill being paid Kayak Take -out 10,000 - 10,000 - - - Kayak take -out area along stream (part of One Willow Bridge development agreement and must be accounted for separately) Stream Tract Encroachment Survey 14,081 14,081 Survey along Gore Creek Red Sandstone Playground GOCO Grant - - 161,000 Pass through GOCO grant proceeds to school district for Red Sandstone playground Reconstruction of playground per safety plan; 20 years old; in -house design currently Red Sandstone Park - Per Safety plan 464,000 - 464,000 - - - - underway and staff working on a plan to deal with parking and ADA requirements. Recent acquisition of parking parcel - staff will present park options at future meeting Ford Park Safety Improvements - - - - - 304,000 Ford Park playground completed in 2000; pushed improvements to 2015 Booth Creek Playground 15,000 385,250 Design in 2011; deferred construction until 2012 Booth Creek Park redevelopment 50,000 1,340,000 Design in 2011: deferred construction until 2012 Donovan Park 304,000 2015 safety improvements to playground / park Ford Park Soccer Field Parking Lot - - - - - 400,000 Porous pavement for reconstruction of this lot; Delayed from 2010 to 2015 b/c overlay done in 2009 Public Art - General program / art 221,816 24,040 285,997 80,000 80,000 80,000 85,000 To purchase sculptures, artwork, art programs and events; remainder is re- appropriated each year to accumulate enough funds Public Art - Morales relocation 164,728 44,036 215,692 Relocation of the Morales artwork Public Art - Winterfest 63,446 38,394 51,600 Annual Winterfest event: approximate cost of $25K per year; rely on donations Guest Enhancements 100,000 Planning and design only:, implementation plan still on unfunded list Landscape Medians 190,311 3,256 40,000 - - - Frontage road medians alongside redevelopment projects;$40K in 2011 to modify landscaping in front of the Sebastian to reduce water usage and ongoing maintenance Open Space Land Acquisition 350,250 350,261 Red Sandstone playground parking area Total Enhancements 2,421,184 720,622 6,708,204 3,145,250 90,000 90,000 1 VRD- Managed Facility Projects Recreation Enhancement Account 242,000 - 377,900 126,888 129,426 132,014 134,655 Reserve account for golf course improvements - funded by annual lease revenue Golf Course Irrigation 22,000 23,405 - - - - 2010: to complete irrigation project (50% share with VRD) 4/19/2011 - 3-1-7 TOWN OF VAIL 2011 BUDGET SUMMARY OF REVENUE, EXPENDfTURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Amended Actual Amended 2010 2010 2011 2012 2013 2014 2015 Golt Clubhouse 562,450 23,349 1,292,288 11,862 14,799 8,553 9,451 Clubhouse renovation including clubhouse roof replacement,HVAG, boilers, stucco and trim work, and parking lot asphalt 2010/2011: Improvements to golf course: 7th tee box retaining wall, 11th and 17th hole Golf Course - Other 575,100 200,799 374,301 2,912 3,591 79,278 - bridges improvements to maintenance building including stucco, wood trim and soffits:. 2014 asphalt driving and parking area Dobson Ice Arena 240,000 58,843 309,316 58,796 2,784 11,580 84,577 2011 includes $10,000 for electrical panel upgrade; $120K for louver system upgrade; $25K for refurbishment of wood exterior: $26,157 for landscape plan Ford Park /Tennis Center Improvements 290,986 84,656 433,753 343,128 2,214 9,816 55,205 2011 to refurbish Ford Park tennis courts; 2012 outbuilding improvements Athletic Fields 2,278 12,483 3,011 2014 asphalt overlay of parking lot Youth Services 25,000 25,000 Furnaces (wait until 2011 due to potential Welcome Center project) Gymnastics Center 25,000 25,000 1,582 Cooling system Nature Center 10,000 4,471 5,529 8,517 7,177 2012 wood open rail fencing; 2015 wood siding and trim Total VRD- Managed Facility Projects 1,992,536 395,523 2,843,087 553,685 155,092 253,724 294,076 New Assets Public Restrooms 670,000 Restrooms at W. Meadow Drive & Vail Road; Pushed from '09 to'11 Total New Assets: 670,000 Total Expenditures 7,828,788 3,895,255 13,212,540 6,150,235 2,722,845 2,834,331 4,073,347 Revenue Over (Under) Expenditures (1,180,062) 4,492,207 (8,171,261) (1,923,547) 902,881 795,383 (457,992) Beginning Fund Balance 13,188,947 13,188,947 17,681,154 9,509,893 7,586,346 8,489,228 9,284,611 Ending Fund Balance $ 12 $ 17 681,154 $ 9,509 893 $ 7 $ 8 $ 9,284,611 $ 8,826 618 4/19/2011 3 -1 -8 VAIL REINVESTMENT AUTHORITY Summary of Revenue, Expenditures and Changes in Fund Balance 2010 2010 Forecast Amended Actual 2011 2012 2013 2014 2015 Revenue Property Tax - LionsHead TIF $ 2,056,000 $ 1,993,365 $ 3,612,000 $ 3,360,000 $ 3,360,000 $ 3,529,000 $ 3,529,000 Property Tax - Vail Square Metro Districts 376,000 376,864 476,647 381.000 381,000 400,000 400,000 Federal Subsidy for Build America Bonds - - 190,463 173,343 173,343 173,343 173,343 Project Reimbursement Earnings on Investments 10,000 3,971 50,000 35,000 38,000 48,000 58,000 Total Revenue 2,442,000 2,374,200 4,329,110 3,949,343 3,952,343 4,150,343 4,160,343 Operating Expenditures Professional Fees 25,000 - 25,000 25,000 25,000 25,000 25,000 Management Fee 41,120 39,906 72,240 67,200 67.200 70,580 70,580 Treasurer's Fee - LionsHead TIF 61,680 59,807 108,360 100,800 100,800 105,870 105,870 Treasurer's Fee -Vail Square Metro Districts 11,280 11,306 14,299 11,430 11,430 12,000 12,000 Vail Square Metro District Pass Through 364,720 365,558 462,348 369,570 369,570 388,000 388,000 Total Operating 503,800 476,577 682,247 574,000 574,000 601,450 601,450 Capital Outlay LopnsHead Frontage Road Improvements 4,170 1,859 Total Capital Outlay 4,170 1,859 - - - - - Debt Service Principal 250,000 445,000 460,000 475,000 490,000 Interest 676,676 618,778 605,203 591,178 577,928 Fiscal Agent fees 2,200 2,200 2,200 2,200 2,200 Bond Issuance costs 250,000 236,893 Total Debt Service 250,000 236,893 928,876 1,065,978 1,067,403 1,068,378 1,070,128 Total Expenditures 757,970 715,329 1,611,123 1,639,978 1,641,403 1,669,828 1,671,578 Other Financing Sources (Uses) Debt Proceeds 12,000,000 12,003,427 Transfer Out - Capital Projects Fund LionsHead Transit Center (500,000) (673.500) LionsHead Welcome Center 469,681 358.000 (7,330,319) Surface Parking at Charter Bus Lot (65,000) (2,500) (900,000) - - - - Library Remodel - - (475.000) - - - - East LionsHead Portal (VRA) (2,075,000) West LionsHead Portal (VRA) (750,000) LionsHead Parking Structure Capital Maintenance (160,000) (36,365) (315,000) (365,000) (310,000) (340,000) (350,000) Total Other Financing Sources (Uses) 10,805,319 10,933,062 (9,020,319) (3,190,000) (310,000) (340,000) (350,000) Net Change in Fund Balance 12,489,349 12,591,933 (6,302,332) (880,635) 2,000,940 2,140,515 2,138,765 Beginning Fund Balance 2,637,173 2,637,173 15,229,106 8,926,774 8,046,139 10,047,079 12,187,594 Ending Fund Balance $ 15,126,522 $ 15,229,106 $ 8,926,774 $ 8,046,139 $ 10,047,079 $ 12,187,594 $ 14,326,359 4/19/2011 9.. 3 -1 -9 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 19, 2011 ITEM /TOPIC: Facility Wide Energy Conservation Project. Staff, along with the Governor's Energy Office and Johnson Controls, Inc. will provide an update on the facility -wide energy audit program and recommended energy conservation projects in a performance contracting scenario. PRESENTER(S): Johnson Controls, Inc., Governor's Energy Office, Greg Hall, Kristen Bertuglia ACTION REQUESTED OF COUNCIL: Staff requests that the Vail Town Council participate in the discussion and ask any pertinent questions. BACKGROUND: In June, 2009, Staff issued a Request for Proprosals for an energy services company to assess all Town -owned facilities and associated energy consumption as one system within the community, and to create a detailed energy efficiency implementation plan to guide the Town in selecting priority upgrades to individual building systems. In addition to systems upgrades, the Town required that the energy efficiency implementation plan include innovative technology, renewable energy, and advanced sustainability and design principles that significantly decrease the Town's overall carbon emission and improve building operation and efficiency. The overarching goal of the project was to provide a payback of 15 years and signficantly contribute to the Town's goal of reducing carbon emissions by 20 %. The assessment included the following scope of work: Mechanical Systems: Heating, ventilating and cooling (HVAC) systems, energy management and control systems, domestic hot water systems, distribution systems, etc. Plants: Distribution systems, cogeneration systems. Lighting Systems. Indoor and outdoor lighting systems, lighting controls, day - lighting strategies. Building envelope systems: Windows, insulation, weatherization, etc. Specialty Systems: kitchen equipment, pool systems, renewable energy systems. Water and Sewage Systems: automatic controls, low -flow faucet aerators, low -flow toilets, cooling tower modifications, and irrigation system controls or modifications. The final project has been vetted by Town staff and has reached the goal of practial energy efficiency and renewable solutions that when combined as a "bundle" of projects, provide a payback of just under 15 years and a 17% reduction in carbon emissions for the project sites. STAFF RECOMMENDATION: Staff will follow up on outstanding issues and questions and return to the Vail Town Council in May, 2011. ATTACHMENTS: Memo- Facility Wide Energy Conservation Project Facility Wide Energy Conservation Project Presentation 4/19/2011 MEMORANDUM TO: Vail Town Council FROM: Community Development and Public Works Departments DATE: April 19, 2011 RE: Facility Wide Energy Conservation Project Update I. PURPOSE The purpose of this memo is to provide background information for the presentation of the overview of the results of the Town of Vail Facility Wide Energy Conservation Project. II. BACKGROUND December, 2010 the Town contracted with Johnson Controls Inc., an Energy Services Company (ESCO), to perform energy audits on all Town -owned facilities and to create a detailed energy efficiency implementation plan, or "performance contract" to guide the Town in selecting priority upgrades to individual building systems. In addition to systems upgrades, the Town required that the energy efficiency implementation plan included innovative technology, renewable energy, and advanced sustainability and design principles that significantly decrease the Town's overall carbon emissions and improve building operation and efficiency. Sustainability Town of Vail 2006 According to the Town's Environmental Sustainability Global Warming Pollution Strategic Plan adopted January 2009, "The Town of Vail by Sector aims to serve as a nationally recognized leader in sustainability through a commitment to community partnerships and balanced stewardship of human, financial and environmental resources in policy and daily operations. A7�_ In effort to achieve this standard, the Strategic Plan Miscellaneous Buildings includes the goal of reducing overall community energy 939 tons of X8 . 431 tons ofCO2 13 71% consumption over the 2006 baseline by 20% by 2020, objectives 1 and 3, respectively, state: "Track and reduce Town of Vail municipal and community energy use and greenhouse gas emissions ", and "Implement energy efficiency and conservation measures for Town facilities ". Figure 1 Buildings are the largest source (71%) of the Town's energy consumption and greenhouse gas emissions (Figure 1), contributing over 8,400 tons of CO into the atmosphere in 2006 (GHG emissions as of 2009 were 9,497 for the facilities included in this project). Therefore, an energy conservation project that addresses all building systems as one project is the most efficient and effective way to approach energy efficiency and sustainability on a municipal level. For example, an immediately obvious, or "low- hanging fruit" option to upgrade to a facility might be to switch all track lighting to energy efficiency bulbs. While this may be true, by looking at the whole building system 1 4/19/2011 4 -1 -1 as one project and addressing it as such, we may find that when we reduce the lighting load, the cooling requirements of the building are reduced, and that solar shades may be a good option to decrease the cooling load. We may also find that computers are on 24- 7 and that ventilation requirements for healthy air are not met. While assessing the roof we may find that missing insulation could be adding to the heating requirement and due to the south - facing orientation, a solar thermal system could reduce the hot water needs significantly. While the lighting provides an immediate payback, we achieve greater, more savings and long -term sustainability through an integrated approach, described in more detail below. Performance Contracting Energy Performance Contracting (EPC) is a turnkey service sometimes compared to design /build construction contracting which provides customers with a comprehensive set of energy efficiency, renewable energy and distributed generation measures accompanied with guarantees that the savings produced by a project will be sufficient to finance the full or partial cost of the project. A typical EPC project is delivered by an ESCO and consists of the following elements: • Turnkey Service The ESCO provides all of the services required to design and implement a comprehensive project at the customer facility, from the initial energy audit through long -term Monitoring and Verification (M &V) of project savings (Vail's project is proposed to be measured and verified at years 1 -3, and again at years 6 and 8 to ensure savings over the term, while balancing the cost of the M &V). • Comprehensive Measures The ESCO tailors a comprehensive set of measures to fit the needs of a particular facility, which can include facility improvements such as energy efficiency upgrades, renewable energy (solar, wind, and geothermal sources), water conservation, and materials and operations. • Project financing The ESCO may arrange for long -term project financing that is provided by a third -party financing company. Financing is typically in the form of an operating lease or municipal lease. Staff proposes the Vail project is self - financed. • Project Savings Guarantee: The ESCO provides a financial guarantee on the energy savings achieved through the implementation of the energy conservation measures, which are measured and verified using industry standard protocols. Projects are designed so that the savings produced by the project are sufficient to cover the cost of project financing for the life of the project. If for some reason savings are not achieved, the ESCO will pay the Town the difference. As part of this process, the Town also worked with the Governor's Energy Office (GEO) Performance Contracting Program, through which the Town signed an MOU with the GEO agreeing to the following: • Select an ESCO from GEO's current pre - qualified list, using a secondary selection process that fulfills The Town's procurement policies. • Assign members to the facility project team including operations, maintenance, financial and upper management personnel • Ensure appropriate personnel attend project development meetings • Provide access and escort to buildings under reasonable conditions 2 4/19/2011 4 -1 -2 • Provide information as needed for the feasibility study, the Technical Energy Audit, Measurement and Verification, and other project development activities • Work with ESCO to develop /refine project parameters • Review /approve ESCO proposals, designs, and reports • Ensure recommendations of the GEO EPC Program during reviews are addressed • Make payments for ESCO services per contract terms • Make arrangements for project financing • Provide project management In return, the GEO agreed to the following responsibilities: • Help the Town develop and initiate a performance contracting project • Facilitate the performance contracting process, to help ensure commitments are met by both the Town and the ESCO • Provide technical guidance to the Town, attending on -site meetings between the Town and ESCO • Help develop the GEO EPC Program Standard Technical Energy Audit and Energy Performance contracts with Town amendments as needed, for each project • Review audits, proposals, calculations, contracts, and measurement and verification reports • Monitor project implementation • Identify solutions to mediate any conflicts between the Town and ESCO Project Objectives Maintaining high levels of service while operating in an energy efficient manner is a challenge for resort communities with traditional energy sources and current systems. Therefore, the project objectives were to: • Use the energy audit information to identify and prioritize projects that resulted in the most environmental impact and cost savings, and apply the accumulated annual savings toward additional projects. • Produce an energy efficiency implementation plan that significantly contributed to the Town goal of a 20% energy and emissions reduction, and provided a payback period of 15 years. • Ensure that implemented projects allow the Town to provide a standard for similar resort communities. Project Scope All Town -owned facilities were initially included in the scope of the project. The following broad range of systems included: • Mechanical Heating, ventilating and cooling (HVAC) systems, energy management and control systems, domestic hot water systems, distribution systems, etc. • Plants Distribution systems, co- generation (heat and power) systems. • Lighting Indoor and outdoor lighting systems, lighting controls, day - lighting strategies. 3 4/19/2011 4 -1 -3 • Building Envelope Windows, insulation, weatherization, etc. Specialty Systems: kitchen equipment, renewable energy systems. • Water and Sewage: Automatic controls, low -flow faucet aerators, low -flow toilets, and irrigation system controls or modifications. III. PROJECT DETAILS Over the past 14 months, Johnson Controls has worked with a Staff team consisting of the Town's Public Works Director, Environmental Sustainability Coordinator, Facilities Manager, Fleet Manager, and Vail Recreation District Facilities Manager to complete an energy audit on 41 buildings, of which 37 are included in the recommended project scope (Figure 1). Each building was visited by the JCI engineering team multiple times to install data loggers to track energy use, interview employees, assess the building envelope (gaps where air infiltration may occur) and analyze equipment. From that assessment, a phase 1 recommended project list was developed and vetted by Town staff. Projects were assessed based on the following criteria: • Helped achieve environmental impact and carbon emissions goals • Utilized the best, proven, and most appropriate available technology • Reasonable to maintain, or reduced labor and maintenance time • Within the whole project scope, provided a reasonable return on investment During the detailed energy audit phase, JCI's engineers carefully evaluated each building, and a specialist studied potential energy efficiency improvements. For example, lighting audits and designs were performed by lighting engineers. Likewise, heating and cooling system improvements were studied and engineered by mechanical engineers. During the audit phase, energy conservation measures (ECMs) were selected from a longer list of all potential energy saving improvements that could be made in a particular building. Economically viable ECMs (those that can pay for themselves) were selected. The implementation cost was determined through a bidding process and the potential energy cost savings were then calculated for viable projects through a combination of modeling and past usage data. This project is a co- authored solution developed by the Town and Johnson Controls with oversight by the Governors Energy Office. The benefit of performance contracting reduces the risk to the Town of implementing energy conservation projects. The savings estimates are very conservative and the facility improvements from the project positively benefits Vail both financially and environmentally. Town Staff along with the Town Manager and Finance Director have also participated in a series of project workshops that included Project Measurement and Verification, Project Savings, Energy Baseline Analysis and Financials, to fully understand the costs and benefits of each facility improvement measure, payback, and environmental impact (water, greenhouse gas emissions, natural gas and electricity). Performance Contracting — The Process of "Bundling" Energy conservation measures that do not stand on their own on the basis of reasonable return on investment alone, (leaving all other aspects such as environmental sustainability aside) were included in the whole project, or "bundle" as long as the payback of the entire project was within 15 years. These ECMs were selected because they brought some greater benefit to the town or resolved a particular comfort issue. 4 4/19/2011 4 -1 -4 Replacement of old equipment with new high -tech equipment or renewable energy projects that eventually produce free energy but have longer payback times, are examples of this strategy. In these cases, the project as a whole must have been self - funding to include any longer payback items. By utilizing this strategy, we are able to avoid the trap of only addressing energy conservation items that are considered "low - hanging fruit ", only to never be able to justify projects with longer paybacks that achieve long -term sustainability and piece - mealing upgrades to systems, costing the Town more in the long term. For example, another ski resort in the region began the process of upgrading facilities several years ago, taking advantage of low- hanging fruit items. The community has recently finished an energy audit and project list similar to Vail's, and the recommended measures now include renewable energy such as waste -heat recovery and high - dollar value controls and lighting. In order to make this project financeable and pay back in 23 years, the community is now investing nearly $1 million to buy down the cost of the project. It is the intent of this project to ensure that the Town keeps payback periods within equipment lifetimes, so we may continue to leverage savings to increase sustainability in the future. 5 4/19/2011 4 -1 -5 Project Overview: Figure 3 illustrates the energy improvement measures identified for the facilities included in the final pr o osal. Freeing X X X X X X eerdnsers a X Ircuda X Wil Das.Sctxr X X (ore Pow, X Mail E Lacs. X Mricipal Widpell3il6 X X eerrknsers 03-U* relocate Baseboard X Fea Fblice X Ibui Pav I - X X Library X X Rblicvtft Rft X X R"icVttrksc" X lies Bam X X X Rre Fri X X eerdnsers RE i X Paridngand TrargmrtaUcn Carters Mail Villaga Cdr :; X CblaracbViml X X X LimsFbadC X X Vail Village Irfarn elan Carter & SId Rsa m X X VFD Ioe -bid Solar X X X Shades Golf O rse 9ibc r, X Terris Carter X ofimFstic X X %A1ms1Qhw uu ci~ re -jet burgers SnowM3#t err X Figure 3. Energy Conservation Project — Included Facilities and Measures. Note that several buildings are in discussions for remodel projects, such as the golf course club house, and will not be included in the project if the energy projects in these facilities are longer than the expected remodel time frame. In addition, projects such as the Creekside Apartments are already scheduled and budgeted for remodeling and will include energy efficiency improvements but are therefore excluded from this project. 6 4/19/2011 4 -1 -6 Utility Costs, Savings, and Environmental Impact for Audited Facilities By bundling the projects as proposed, the Town will achieve significant savings in electricity in particular, nearly $100,000 per year achieving over a 24% reduction in cost and 30% in carbon emissions. Percent Unit Savings per Fu Type Baseline Post Retrofit Utility (UnitsNr) (UnitsNr) SavingsAlksNro�) Electrical Energy (kWh /Yr) 7,141,561 5,468,323 _ 1,673,239 23% Electrical Demand (kW /Yr) 14,105 12,14 1,958 14% Natural Gas Therms /Yr 831, 950 _ 793,53 i 38,4 5% W ater Sewer kGal /Yr) 15,822 13,017 2,8 18% $301,089 $ WElectricalner kWh $/Yr $396,719 95,630 24% Electrical Demand kW $/Yr $90,953 $78,149 $12,8 14 % Natural Gas (Therms $/Yr) $473,424 $446,57 $26,850 6 % Water Sewer $ /Yr� $127,129 $105,62 $21,503 17 % To tals ($ /Yr) $ _ $ 931 , 43 8 $ 14% notes: baseline utility costs exclude fixed fees. All -in 2010 utility spend = $1,130,665. cost savings are based upon the baseline (2010) utility rates '.' Savings (TonV j fi 1 Electrical Energy Emissions 4,124 2,891 1,233 30% Natural Gas Emissions 5,343 5,167 176 3% Total ($ /Yr) 9,467 _ 8,058 1,409 15% Figure 3. Utility Baseline and Savings Analysis. Over $160,000 in utility savings alone from the identified energy conservation measures will be returned to the following funds as follows: Facility Savings Percentage of Total Savings VRD $16,857 10.5% TRAHC $12,636 7.8% RETT $938 0.6% General Fund $130,818 81.1% Cost and Payback Period • Total project cost: $3,294,408 o Includes project management, engineering and measurement and verification: funded through energy and operational savings. • Rebates: $43,695 from various agencies have been confirmed. • Payback period: 14.6 years (See Figure 4 for cash flow analysis) 7 4/19/2011 4 -1 -7 Project Project Operational Implementation Utility Savings g. Rebate Yea r Price Savings YE Year 0 $ 3,294,408 $ - $ - $ $ (3,294,408) Year $ - $ 161,249 $ 19,834 43,695 $ 224,778 (3,069,630) Year $ $ 165,891 $ 25,522 $ $ 191,412 (2,878,217) Year $ $ 170,671 $ 26,287 $ $ 196,959 (2,681,259) Year $ $ 175,595 $ 25,752 $ $ 201,347 (2,479,912) Year $ $ 180,667 $ 25,161 $ $ 205,828 (2,274,084) Year $ $ 185,890 $ 23,051 $ $ 208,941 (2,065,143) Year $ $ 191,271 $ 20,791 $ $ 212,062 (1,853,081) Year $ $ 196,813 $ 19,865 $ $ 216,678 (1,636,403) Year $ $ 202,521 $ 18,865 $ $ 221,386 (1,415,017) Year 10 $ $ 208,401 $ 17,788 $ $ 226,188 (1,188,829) Year 11 $ $ 214,456 $ 16,628 $ $ 231,084 (957,744) Year 12 $ $ 220,694 $ 17,065 $ $ 237,758 (719,986) Year 13 $ $ 227,118 $ 17,513 $ $ 244,631 (475,355) Year 14 $ $ 233,736 $ 17,972 $ $ 251,708 (223,647) Year 15 $ $ 240,552 $ 18,443 $ $ 223,647 35,348 Sum of Escalation Years $ 3,294,408 $ 35,348 Figure 4. 15 year Cash Flow Analysis: Project payback = 14.6 years, the point at which projects are paid for and full energy savings are realized. Guaranteed savings are determined based on a combination of modeling and past usage. Note: a conservative 3% escalation (typical escalation is between 3 -5 %) in all energy utility costs has been applied. A "guarantee factor" is included for all projects. For example, if lighting in the parking garages are expected to be on 24 -7 without manual control, that project would be guaranteed at about 95 %, because the ESCO is certain of the savings, whereas thermostats and controls may be overridden by staff, so they may be guaranteed at 80 %. Therefore, actual savings will more than likely be higher than the guaranteed amount. Possible Project Funding All projects qualify for funding from the capital or general fund account balances, however some projects qualify for specific funds. A possible funding scenario follows: $3,294,408 Total Project Cost • Capital Projects /General Fund Reserve: $2,172,000 • VRA Authority (TIF): $973,000 • RETT: $40,000 • Timber Ridge Affordable Housing Project: $110,000 Total = 3,295,000 In addition to the $3.2 million project, $57,000 for two solar PV projects have been designed and bid at the Transit and Welcome Centers. This investment comes with $12,000 worth of rebates and are also eligible for the TI fund. 8 4/19/2011 4 -1 -8 By including many equipment replacements in the project, future maintenance /replacements over the next 15 years will not be required, and capital budgets may be reduced. Staff estimates that the following reductions may be made over the 15 year term: • Capital: $770,000 • TIF: $260,000 • RETT: $20,000 Total: $1,050,000 Local Contracting Policy All sub - contractors for the project have been vetted and selected through a competitive bid process in which local contractors were to be included. The two major components of the project are mechanical and electrical and local contractors were selected for both trades. IV. NEXT STEPS Staff will follow up on outstanding issues and questions and return to the Vail Town Council in May, 2011. V. ATTACHMENTS Attachment A — JCI Energy Project Case Studies 9 4/19/2011 4 -1 -9 ATTACHMENT A CASE STUDIES Johnson Controls proudly presents three (3) our most relevant and recent projects that started with being selected to provide a Technical Energy Audit (TEA) through development to providing Energy Performance Contracting Services. Our projects represent a holistic facility improvement project. The high performing equipment and other facility improvements are coordinated, installed and commissioned by a single project management team to ensure cohesiveness and 100% satisfaction with the facility investment. Furthermore, the customer controlled contingency budget protects against unforeseen change orders, adding to customized and turn -key experience of an energy performance contract. The Federal Correctional Institution (FCI) Englewood Chose Johnson Controls to implement a $6 million critical and comprehensive few quick facts about Johnson Controls: facility upgrades, using guaranteed energy savings financed through an energy performance contract. 41 2010 marks our 125th anniversary in the building controls industry. The installed Solar Water Heating System generates a renewable resource 0 we're the largest ESCO in North America that feeds into the Domestic Hot Water (DHW) system. holding a 22.5% share of the performance contracting market — more The City of Lafayette selected Johnson controls to fulfill a $1.2 million 10 year than twice that of our nearest contract that saves the City just shy of $100k per in annual savings. The savings were realized through upgraded lighting, mechanical motors, and 0 We are actively managing 25 projects in correctional facilities with $285 million controls, plus the addition of solar thermal and solar photovoltaic systems. in outstanding guarantees. The City of Grand Junctior was guaranteed $74,000 per year in annual 0 Our project team proposed for this savings through a Johnson Controls Energy Performance Contract. Through project has hundreds of years of collective experience in performance the installation of new mechanical systems, lighting upgrades, building contracting for government facilities. envelope improvements and solar thermal and solar photovoltaic systems. 41 We were named 2010 ENERGY STAR Grand Junction also successfully utilized the SEEC staff behavioral training Partner of the Year. modules. • City of Lafayette Lafayette, CO Project Identification City of Lafayette Contact Curt Cheesman Municipal facilities Information Facility Management (303) 665 -0469 Project Type Performance Contract Project Size 9 buildings; 134,000 sq. ft. Project Dollar Amount $1,200,000 Source of Third party financed. Funding Johnson Controls worked with the City to secure Project Annual Savings $105,000 project funding. Project Dates Audit: 2007 Contract 10 -year term. Construction: 3/08 -12/08 Terms Project Personnel Jonathan McEntire, PDE Project Completed on schedule. 10 4/19/2011 4 -1 -10 Robert Phillips, PM Schedule List of Improvements • Traffic lighting retrofits • HVAC system retrofits and • Building automation and controls replacements sequence optimization • Variable frequency drives and • Building envelope improvements high efficiency motors • Solar PV and solar thermal • Lighting upgrades c;IFY o Grand junction cc -- COLORADO City of Grand Junction Grand Junction, Colorado Project Identification City of Grand Junction Contact Jim Stavast Information Director of Facilities (970) 244 -1569 Project Type Performance Contract Project Size 39 buildings 340,935 sq. ft. Project Dollar Amount $2,046,342 Source of Third party financed. Funding Johnson Controls worked with the City to secure Project Annual Savings $74,000 project funding. Project Dates Audit: 03/08 -03/09 Contract 15 -year term. Construction: 04/09 -02/10 Terms Project Personnel Erin Ells, PDE Project Completed on schedule Craig Plomondon, PM Schedule List of Improvements • Building Controls • Lighting and Plumbing retrofits • High Efficiency Boilers • Solar PV & Solar Thermal 11 4/19/2011 4 -1 -11 N ORIBACHI Qnuru THE LUXURY OF LED w wmm== � 1 Gerald R. Ford Parking Garage Beaver Creek, C4 Customer Case Study World Famous Ski Resort Turns to Qnuru for LED Parking Garage Lighting Retrofit • A world famous ski resort whose marketing motto exclaims, "Ain't Exactly Roughing It," Beaver Creek and its glamorous neighbor, Vail Resort, are as intent on implementing en- n4R vironmental sustainability programs as they are adept at providing vacation fun. Both resort towns aggressively recycle, make use of the latest water conservation technologies About Beaver Creek and are converting their bus fleets to hybrid Beaver Creek is an international four- electric diesel vehicles to help spare the frag- season destination complete with 25 ile mountain air. ski lifts, 1,800 acres of skiable terrain, two Robert Trent Jones designed golf The area's hospitality providers are also courses, and miles of hiking and river lending their support to lowering the area's rafting. In 2010, Beaver Creek and carbon footprint. The Beaver Creek Lodge, a Vail Resorts were selected by the In- 4 -star luxury eco- resort, recently imple- ternational Ski Federation to host the mented a wind power system to generate the 2015 World Alpine Ski Champion- electricity needed to power its facilities. And ships for the 3 time. From heads of Vail Valley's proposed Ever Vail will be the i state to heads of households, Beaver largest LEED - certified resort project in North Creek is a place that people visit to America, complete with nature- sensitive leave the world behind and enjoy pri- roofs covered with soil and planted with local vacy and an intimate mountain setting. grasses to reduce solar heat retention, insu- late the buildings and aid in drainage. Website Beaver Creek Resort http: / /www.beavercreek.com In 2010, Mirage Electric ap- proached Qnuru about retrofit - Beaver Creek Parking Garage ting Beaver Creek's Gerald R. LED Lighting Retrofit Project Ford Hall parking garage with • 180 188 watt high pressure so- LED lighting. Named in honor dium fixtures retrofitted with 27 of the 38 president who re- watt Qnuru Vector Ribera LED tired to the resort town, the bulbs. two- level, underground park- * 81 % reduction in lighting energy ing facility operates its lights consumption. 240 in order to provide park- * Embedded intelligent processor ing for the neighboring Park capabilities provide for compli- Hyatt Beaver Creek Resort, as mentary control systems. well as the large influx of day • No maintenance for 5 -years with skiers and summer visitors. Noribachi- backed warranty. Qnuru r Mirage and laced g Q � Qnuru 27 Watt LED Replacement of • Up to 100,000 hours rated life. 180 high pressure sodium Former 188 Watt High Pressure Sodium Bulbs • Qualifies for LEED credits. bulbs which consumed 188 watts of energy with Qnuru's Vector Ribera 27 watt LED retrofit bulbs. "Because reusing and recycling resources is an important part of the area's sustainability focus, we wanted to retrofit the existing luminaires rather than trash them," (cont.) Page 1 of 2 12 4/19/2011 4 -1 -12 N ORIBACHI Qnuru THE LUXURY OF LED Gerald R. For Parking Garag Customer Case Study Beaver Creek, About Qnuru commented Steve Wickum, Master Electrician and Qnuru, a division of Noribachi, is a solid head of Mirage Electric. state lighting technology innovator. Our As a result of the LED lighting retrofit, the parking intelligent lighting solutions deliver un- garage's lighting energy cost dropped by 81% and paralleled light quality while reducing long -term maintenance expenses will virtually grid dependency to positively impact disappear due to the longevity of LED technology your bottom line. We design and manu- and Qnuru's 5 -year product warranty. But equally facture brilliant lighting solutions, includ- important as the operating cost savings was the ing Vector high wattage LED retrofit dramatically improvement in the lighting quality. solutions for the commercial and indus- The garage's former high pressure sodium bulbs trial markets; Prism low wattage LED cast a hazy yellow -hued light that was univelcom- bulbs for homes and offices; the Matrix ing and confining. In contrast, the LED retrofit product line of LED -based luminaires; bulbs from Qnuru emit daylight - quality white light and the Helix family of solar - powered that is far cheerier and more secure for the garage's LED luminaires. Qnuru products are ETL guests. "LED lighting transformed the ambience Certified to UL and CSA Standards and of that underground space from night to day," designed, assembled and tested in the U.S. For more information about how we commented Wickum. can take your lighting light years ahead, Finally, Wickum selected Qnuru's lights because 81% Energy Savings with LED visit www.gnuru.com. of the ability to combine them with control sys- Lighting Retrofit; 5 -Year tems such as motion sensors and photoelectric con- Warranty Contact: trols to further reduce energy. "I wanted the op- • Toll -Free: 877 -553 -2810 tion to s -,itch the lights off during the dead of night and turn them back on if a guest were • Main: 505- 341 -2809 to arrive unexpectedly, which is not possible with high pressure sodium bulbs -,vhich take • www.gnuru.com too long to warm up to full illumination. One of the incredible benefits of LED lights is • www.noribachi.com they turn on instantaneously." "Being responsible with taxpayer's dollars was the primary motivation for switching to LED lighting," remarked Wickum. "But Beaver Creek was also excited by the opportunity nuru use less fossil -fuel generated energy in the process of saving money. The Rocky Moun- tams are among the most beautiful natural wonders of the world and everyone who lives THE LUXURY 0 F LED here appreciates the responsibility we have to protect this environment for future genera- tions of residents and va- cationers. With LED lighting and Qnuru's high quality retrofit solutions, i g h t n g Y we were able to take an- other step towards reduc- facts ing greenhouse gas emis- LEO Product Partner sions and being fman- W` cially responsible citi- tERrE.f" ` zens. Ada VARK - SKY , ��Plu � SSOCI a K Y !ti/ C- s asoc�snoN /sre Beaver Creek Resort Area Page 2 of 2 Qnuru Products are ETL Certified to UL and CSA Standards 4/19/2011 4 -1 -13 Town of Vail Facility Wide Energy Conservation Project Presenters: Johnson Controls Inc. • Dennis Hazlett, Local Government Account Executive • Erin Ells, Energy Solutions Development Engineer • Chris Schulken, Regional Vice President, Energy Solutions Governor's Energy Office • Dan Richardson Town of Vail Staff April 19, Vail Town Council • • 4 -2 -1 Vail Goals "The Town of Vail shall serve as a nationally recognized leader in sustainablity through a commitment to community partnerships and balanced stewardship of human, financial and environmental resources in policy and daily operations." 2009 Policy Statement, Town of Vail Environmental Sustainability Strategic Plan • • 010 C %C,O 4 -2 -2 Background • 2006: Energy Action Plan focussed on lowering overall energy usage • 2009: Adopted Environmental Sustainability Strategic Plan establishing the goal of reducing energy and carbon emissions by 20% by 2020 • Baseline: 11,863 tons of CO2 • 2009: Selected Energy Services Company - Johnson Controls Inc. to perform an Investment Grade Energy Audit and develop a project focused on lowering energy usage and operational costs. • 2010: Engaged the Colorado Governor's Energy Office (GEO) to oversee the process. 4/19/2011 4 -2 -3 Energy Performance Contracting ...Process through which energy efficiency and capital improvements are funded (fully or partially) by the energy and maintenance cost savings generated by the improvements themselves when the cost savings are financed over a period of time. :00 RECHARGE C A" Energy Office 4F COLORADO rechargecolorado. - - - - - - - - - - C 4/19/2011 4 -2 -4 Energy Performance Contracting • Guaranteed cost savings pay for the project • Projects are often financed, with the goal of annual cost savings meeting or exceeding annual cost to repay the loan. • On -going guidance /support from GEO Standardized Process /Procedures /Contract Documents • Up to 25 -year term depending on equipment lifetime • Typical finance term between 12 and 15 years. • Endorsed and encouraged by state legislature & Governor 1.800.462.0184 rechargecolorado.com Energy Office C4F C 0 LORADO 4!] 9!201 4 -2 -5 Colorado Cities and Towns using Energy Performance Contracting • Arvada • Durango • Grand Junction • Pueblo • Aspen • Englewood • Lafayette • Rifle • Boulder • Florence • Littleton • Salida • Breckenridge • Fort Collins • Longmont • Silverthorne • Carbondale • Fowler • Manitou Springs • Steamboat Springs • Commerce City • Frisco • Meeker • Westminster • Cortez • Glenwood S. • Montrose • Windsor • Crested Butte • Golden 1.800.462.0184 RR GE .. .. -•.. a i rzo u 4 -e Schedule of Events Past Present • • Audit Facilities, Present to • ' • Design, Bid & Council • Hold Workshops -. - • 4WTkIIFI 2011 • ~� Omm y Pr 0 /1 Aso/ ��L9 vvo�� 4/0 � Zeg � o 0 C 4/19/2011 4 -2 -7 Johnson Controls Goal Impact • Power of Bundling • Turn Key (Engineering & Design, • Your Bundle & Your Guests Project Management, Measurement, • Show You the Money Verification, & Financial Guarentee 2020 • Improved Guest Touchpoints 011 4 -2 -5 The Power of Bundling "Joining multiple improvement s to gain maximum benefits" "Leverage savings across multiple "Gain the savings and efficiency from the measures to achieve greatest impact." measures as soon as possible." Boiler Controls Re -Jet Fire Pits Solar Thermal Windows System (40) Digital Pipe & Attic Thermostats Insulation TOWN OZV (2) Building Audited 41 Facilities (3,078) Automation Project includes 37 Facilities Lighting Systems Fixtures Weather (780) Plumbing Retrofits Photo Voltaic We We in System Stripping IceMax System 4/19/2011 4 -2 -9 Budget and Capital Management— ACHIEVING TOWN GOALS GOAL IMPACT • Reduce Energy Costs • $161,249, Annual Energy Savings • Reduce Operation & Maintenance (0 & M) Costs • $19,834, 0 & M Savings • Invest in Facilities • $43,695, Utility Rebates (one • Payback period of 15 years or less time) 2020 i Utilize Energy Performance Contracting to Achieve Our Goals $3,294,408 Facility Investment Project Funded by Guaranteed Savings in less than 15 years 4 -2 -10 Enjoying the full savings 40 Enjoy the full savings El LI • Energy Savings Measures funded o� through guaranteed savings. o a � �.� ,°ek Q e Q 4/19/2011 4 -2 -11 Guest Relations — ACHIEVING TOWN GOALS Goal Impact -"Think Big in Aspiring to be the • Enhance Arrival and Departure World Standard for How Guests Touchpoints with Improved Parking are Welcomed and Cared for" Experience State of the Town, 2011 • Improved Color, Amount & i�= 2020 Distribution of Garage Lighting A 1Cl survey of 100 guests in the A 91% of guests believe more light Vail Village Parking Garage would improve the garage determined: / experience. 79% of guests believe it is important 82% of female guests for Vail to strive to be more energy "sometimes" do not feel safe in eff icient. the garage* (as opposed to "always" or "never "). a 4 -2 -12 AMP Current Lighting New Lighting Improvement • • • • • • Under Fixture 8 -16 15-18 12.5% -87.5% Between Fixtures 2 -5 7-10 200% - 250% Against the Wall 0.5-1.3 2-5 280%— 300% Foot - candles = Units of light measurement 4/19/2011 4 -2 -13 Sacramento State University, HPS to LED Before - High Pressure Sodium (HPS) After - LED (Light Emitting Diode) (same fixtures as LionsHead current lighting) 4/19/2011 4 -2 -14 City of Austin, TX — Parking Structure Before — T8 Fluorescent After — LED (Light Emitting Diode) 4/19/2011 4 -2 -15 Positive Finanicial Impact —ACHIEVING TOWN GOALS Town Goals Impact • Lower Operating Budget • Deliver a Guaranteed Facility • $3,294,408 facility improvement project that is funded from our Improvement Project that self funds operations budget in 14.6 years. in less that 15 years 2020 Annual Gas Expenditure: Total Annual Utility $475,588 Expenditure: $1,130,665 Annual Electric Annual Water & ` �MA Expenditure: Sewer �L& $510,595 Expenditure: �` �© $152,976 4 -2 -16 Positive Environmental Impact— ACHIEVING TOWN GOALS GOAL IMPACT • Reduce Carbon Emmssions by 20% Reduction of 1,409 tons of CO2/ • Reduce Energy Usage o 17% CO emissions reductions • Reduce Water Usage on 37 project facilities • Reduce Waste o 12% CO emissions reductions 2020 overall "The State of Our Environment greatly affects the Town's Economy" - Vail Environmental Sustainability Strategic Plan, 2009 + w 1,409 tons of CO Emissions is Equivalent to: This Project Will Save: • 49,400 barrels of oil consumed • 79,695 Therms of natural gas • 3,800 autos • 1,679,545 kWh of electricit ` ,• Energy to power 1,900 homes for 1 year • 2,851,000 Gallons of water The amount captured in 4,800 acres of pine forest 4/19/2011 4 -2 -17 Overall Project Benefits • Opportunity for Environmental Leadership • $161,249, Annual Energy Savings • $19,834, 0 & M Savings • $43,695, Utility Rebates • Reduction of 1,409 Tons of CO • Enhanced lighting in Parking Garages — Improved Guest Experience ' 1 4/19/2011 4 -2 -18 Project Pieces Funding Eligibility $3,294,408 Total Project Cost • Capital Projects /General Fund Reserve: $2,172,000 • VRA Authority (TIF): $973,000 • RETT: $40,000 • Timber Ridge Affordable Housing Project: $110,000 400e Total = 3,295,000 4/19/2011 4 -2 -19 Discussion and Next Steps • Questions • Next Steps — Finalize Project and Return to Vail Town Council in May — If approved, contract phase to begin construction Summer, 2011 Thank You 4/19/2011 4 -2 -20 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 19, 2011 ITEM /TOPIC: Information Update and Attachments: 1) Investment Update 2) Library Amnesty Memorandum 3) Contract for TOV Visitor Information Center Operations and Timeline for Decision - Making on Programming Components and Locations 4) Betty Ford Alpine Gardens attachment 5) VEAC Meeting Minutes of April 12, 2011 6) Vail Pedicab Update 7) Prioritized Areas of Focus Work Plan PRESENTER(S): Various ATTACHMENTS: Investment Update Library Amnesty Contract Extension Memorandum Betty Ford Alpine Gardens Attachment VEAC Meeting Minutes Pedicab Update 041911 Council Goal Prioritization 4/19/2011 MEMORANDUM To: Town Council From: Stan Zemler, Judy Camp, Kathleen Halloran Date: April 14, 2011 Subject: Investments On March 15, following the presentation of the year -end investment report, Councilman Daly directed staff to invest more of the town's pooled cash in certificates of deposit and report back on April 19 Immediately following the meeting, we contacted the three local banks where we have existing relationships. 1 st Bank offered 2.5% annual return on a five -year premier time account and we placed $1 million in that account. We were not successful with the other two banks. The maximum offered by one bank was only 1 % on a five -year investment and the other bank could only offer certificates of deposit to public entities whose operating accounts were with them. Our next step was to contact Piper Jaffray who identified two new issues available for April delivery — a 5 -year Freddie Mac with a 2.5% coupon yielding 2.66% callable 10/14/2011 and a 4 -year Fannie Mae with a 2.0% coupon yielding 2.04% not callable until 4/13/2012. We purchased $1.0 million of each. Finally, we had a $500,000 bond paying 1 % called and were able to replace it with another 4 -year Freddie Mac paying 2.55% with a 4/20/2012 call. On March 30 we held our annual review with Joe Veranth, our portfolio manager from Dana Investments. Dana has historically been the best performing part of our portfolio with a total return on the $2.7 million managed by Dana of 2.06% for 2010. By increasing our total investment with Dana to $5 million, we are able to reduce the management fee on the entire amount invested by 5 basis points (from .40% to .35 %) as well as take advantage of higher returns offered on the longer -term investments managed by Dana. We are in the process of updating our contract and will move an additional $2.7 million into this investment when the contract is complete. 4/19/2011 5 -I -I National Library Week means Amnesty at Town of Vail Public Library For the third year the Town of Vail Public Library is offering a "fine free month" that will kick -off during National Library Week April 10 -16. In an effort to recover overdue library materials the library is offering a "fine free" month. Imagine the frustration of a patron who desperately needs a particular book to complete a project, or the patron who has been eagerly awaiting the return of a popular dvd. However, week after week she or he discovers the desired item is checked out and actually overdue. To remove at least one of the barriers to returning overdue library materials, Town of Vail Public Library borrowers are encouraged to return their overdue library materials without penalty or fine during an amnesty to be held from April 10 -30. Materials returned to either the library or the book drop must be in good condition but no questions will be asked nor fines assessed. The purpose of the amnesty is to promote the return of needed library materials and to promote increased use of the library. The amnesty does not include overdue fines still on record from previously returned materials. While some materials are simply lost, a great many are still in the hands of the patrons who checked them out. With a "no questions asked" amnesty period, the embarrassment and fear of paying large fines as obstacles to the return of long- overdue materials will be removed. For more information on the library's amnesty program, please call 970 - 479 -2187. 4/19/2011 5 -2 -1 MEMORANDUM TO: Vail Town Council FROM: Stan Zemler DATE: 4 -19 -11 SUBJECT: Contract for Town of Vail Visitor Information Center Operations and Timeline for Decision - Making on Programming Components and Locations I. BACKGROUND The current contract for operation of the Vail Information Centers by the third party operator, Vail Info Inc., expires on September 30, 2011. The contract amount is $198,290. Vail Info Inc. has been operating the Vail Information Centers since October 1, 2005 following a competitive bid process in which the contractor was given a three -year term to operate the centers ending September 30, 2008 to be reviewed and renewed each year upon satisfactory performance. In 2008, Vail Info Inc. was awarded a second three -year contract by the Vail Town Council following a favorable performance review. The terms of the current contract will expire in the fall. II. STAFF RECOMMENDATION Given the continued favorable performance of Vail Info Inc., staff recommends offering an extension of the contract for a one -year period with an expiration date of September 30, 2012. This extension would allow the town to bring closure to several outstanding questions related to the centers' ongoing operations: • Construction, completion and opening of the Lionshead Transit Welcome Center. • Disposition of the existing Lionshead visitor center location. • Implementation of the guest service enhancement initiative Phase 1 high touch, high tech components. • The role and expansion of the Community Host Red Jacket program. • Improved vehicular access /visibility to Vail Village Visitor Center. A draft calendar is attached showing the proposed decision - making sequence and timetable as it relates to the Visitor Information Centers. This timetable has been scheduled as an agenda item on May 3 to coincide with a presentation on the Town of Vail Guest Service Enhancement Initiative and a discussion and review of recommended Phase I projects: 1) program the new Lionshead Transit Welcome Center; and 2) update townwide pedestrian and vehicular signage. Staff anticipates returning to the Town Council in April 2012 to determine if a competitive bid process for operation of the town's guest services programs should be undertaken or if Council prefers additional contract extensions with Vail Info Inc. 4/19/2011 5 -3 -1 An alternative to staff's recommendation is to authorize a new, three -year contract with Vail Info Inc. to begin October 1, 2011, or to initiate a competitive bid process this spring with selection to occur by August 2011 with an effective date of October 1, 2011. III. COUNCIL DIRECTION Unless Council prefers one of the alternate options, staff will pursue a one -year contract with Vail Info Inc., and will schedule the additional guest service discussion items for the May 3 meeting. IV. ATTACHMENT A. Visitor Information Center Decision - Making Timeline 4/19/2011 5 -3 -2 VISITOR INFORMATION CENTER DECISION- MAKING TIMELINE Date Lionshead Vail Village April 5 Contract authorized to build LH Transit Welcome Center. April 19 Council reviews staff memorandum with recommendation to authorize negotiation of a one -year contract for operation of the Visitor Centers by Vail Info Inc. ending Sept. 30, 2012. This contract would include funding to staff the new Lionshead Transit Welcome Center at a level TBD as well as coordination of the winter and summer Community Host programs. April /June Decision on status of VV Welcome Center expansion ballot concept. May 3 CommArts presents overview of Guest Service Enhancement Initiative with specific detail given to proposed Phase I scope of services /work plan to program the visitor center space within the LH Transit Welcome Center and a proposed scope of work to improve townwide pedestrian and vehicular signage. Request Council authorization to proceed with a planning contract with CommArts for this work. Available funding comes from 2011 guest service enhancement funds. May 17 Council reviews request to install prototype installation of digital What's Happening signs at the 3 locations (Slifer Square, Childrens' Fountain and LH bus stop). Estimated funding of $20 to $25K from 2011 guest service enhancement funds. May /July LH Welcome Center programming components are developed, costs identified as well as an operational staffing schedule. Includes recommendations on future use of existing LH center on frontage road. Council to give staff direction on future use of frontage road visitor center 1 4/19/2011 5 -3 -3 VISITOR INFORMATION CENTER DECISION- MAKING TIMELINE location and /or release of capital expenditures to repair building. June 7 Council considers recommendation for vehicle pull -off construction to improve access to Vail Village Visitor Center, estimated at $225,000 with addition to 2nd supplemental, if approved. Project would be constructed in September /October. July /Aug CommArts presents report on Phase I funding recommendations for Guest Services Enhancement Initiative to include townwide pedestrian and vehicular signage and programming for visitor centers for 2012 budget consideration. (Could be dependent on ballot outcome). July /Aug Council reviews and gives direction regarding recommended programming and staffing for LH Welcome Center and associated costs. Funding /budgeting direction is given. Discussion also includes options on future use of existing LH center on frontage road. Aug 16 Finalize operational contract with Vail Info Inc. to begin October 1, 2011. Aug 23 Potential special election for Conference Center funds. Adjust decision - making calendar as needed. Nov/ Dec Installation of interior fixtures for LH Welcome Center. 2 4/19/2011 5 -3 -4 VISITOR INFORMATION CENTER DECISION- MAKING TIMELINE Dec. 15 LH Transit Welcome Center opens and is staffed by Vail Info Inc. Measurements are in place to monitor visitor activity, vehicle access, etc. Frontage road LH location also closely monitored, depending on use. 2012 Feb /March Initial report -out to Council on visitor stats, observations regarding programming adjustments, etc. Review of status of LH location, if needed. April /May Determine status of operational contract beyond Sept. 30, 2012. Will there be an RFP process or continue with Vail Info Inc.? June /July 2n report -out to Council on visitor stats, observations regarding programming adjustments, access, etc. July CommArts presents report on Phase II funding recommendations for Guest Service Enhancement Initiative as part of budget process. August Select Visitor Center operator and negotiate contract to begin October 1, 2012. Sept /Oct Close the loop on any outstanding issues. 3 4/19/2011 5 -3 -5 VISITOR INFORMATION CENTER DECISION - MAKING TIMELINE 2013 Winter Continued monitoring and refinement as needed. Summer Continued monitoring and refinement as needed. CommArts presents report on Phase III funding recommendations for Guest Service Enhancement Initiative as part of budget process. 4 4/19/2011 5 -3 -6 Betty Ford Alpine Gardens Making a Substantial Impact on Visitation to Ford Park and to Vail The Vail Valley Foundation's economic assessment of its proposed "Ford Park Gardens" project clearly shows the noteworthy current economic impact in Vail of people who visit Betty Ford Alpine Gardens (BFAG) a nearly $11 million annual impact was associated with guests visiting the Gardens. Assuming a 25% increase in visitation to BFAG after possible lower bench improvements to Ford Park, the Garden's economic impact on visitor spending would be an additional $2.7 million per year. [Above information from "Ford Gardens Economic Assessment ": A. Current impact of BFAG visitation and importance for Vail visitation, pages 6 and 7 along with tables 2 and 5. B. Future impact of lower bench improvements to Ford Park, pages 9 to 11 along with tables 8 and 9.1 The Gardens is a 501(c)(3) nonprofit organization for which operations and programs are funded entirely through the generosity of donors, including the Town of Vail. Conserving plants of the American West, this botanical garden's mission is to inspire passion for plants in high- altitude communities through beautification, conservation, education and research activities. Over the last twenty -five years, Betty Ford Alpine Gardens has won various awards and international recognition. For example, the Gardens was prominently featured in the May, 2010, Horticulture Magazine for the Gardens of Excellence Award it received from the magazine and the American Public Gardens Association. "This award was created to recognize some of the most wonderful gardens in North America," said Dan Stark, Executive Director of the American Public Gardens Association. "Betty Ford Alpine Gardens' joining such an elite group of public gardens says a lot about their hard work creating, maintaining and growing a truly wonderful botanic garden in such a trying environment." Additionally, the North American Plant Collections Consortium (NAPCC), a network of botanical gardens which takes "official responsibility" for collecting and preserving specific plant groups and the genetic resources they represent, has designated Betty Ford Alpine Gardens as the North American continent's first site for an official Alpine Plant Collection. This is an indication of the merit of the Gardens' work with high altitude plants. This botanical garden as an organization is established to: • Collect, preserve, cultivate, display, and educate people about the wide variety of herbaceous plants, trees, and shrubs well suited to growing at higher altitudes similar to those of the Colorado Rocky Mountains • Develop a unique living specialty collection of high altitude plants in dramatic gardens to support education and research and further the conservation of plants from the world's highest places • Operate the world's highest botanical garden, Betty Ford Alpine Gardens • Accumulate data on the growth, habits, adaptability, and needs of plants in the collection • Provide a wide ranging educational program utilizing the Gardens' collections, plant data base, library, photographic collection, publications, guided tours, seminars, workshops, and classes • Introduce new plants suitable for higher altitude cultivation and encourage their use by demonstrating their habits and growth requirements • Encourage more gardens and plantings in the Vail Valley and environs and to beautify the region's planted landscape • Help make the Vail Valley widely known and often visited for its summer flowers 4/19/2011 5 -4 -1 • Be a force for the conservation of higher altitude plant species, especially those which are rare or endangered Betty Ford herself has noted, "We are the foremost authority on high - altitude plants in natural and cultivated landscapes in the Rocky Mountains. At 8,200 feet, our gardens are the highest botanic garden in the United States, which provides an unparalleled laboratory to observe and preserve over 3,000 high - altitude plant species from the Rocky Mountains as well as other mountain regions in the world." Education is a BFAG priority. Notebook pages in each garden teach horticultural and environmental subjects as does a program of lectures and workshops. During the winter, Gardens staff runs education programs in a local elementary school. On and off for at least 15 years the Gardens has sought permission to build a visitor and education center in or near the BFAG location in Ford Park. No further structures were to be allowed in the Park, so nothing has come of these efforts. Should that situation change with the Vail Valley Foundation's suggested upgrades for the Park, Betty Ford Alpine Gardens would suggest the following for consideration: • A visitor and education center for BFAG • Further development and enhancement of the existing BFAG walk along Gore Creek between the Schoolhouse and the Manor Vail Bridge • BFAG responsibility for the design and maintenance of new garden areas in Ford Park which might be put in associated with the Vail Valley Foundation's proposed Park changes • Improved access, particularly from the upper bench, to Betty Ford Alpine Gardens and the Gerald R. Ford Amphitheater as well as to the Nature Center • Improved parking for all of the Ford Park uses We do feel that the term "Ford Park Gardens" for the Ford Park lower bench rejuvenation is inappropriate due to the confusion it will engender with the already well established Betty Ford Alpine Gardens name. The Vail Valley Foundation has been aware of this concern for some time. Betty Ford Alpine Gardens needs to be a full developmental and operational partner, along with other Ford Park entities, with the Vail Valley Foundation for needed visitor improvements to the Park so as to substantially improve the over all visitor experience there and so as to draw more visitors to engage in the variety of activities offered there. Beyond its garden in Ford Park, visitation to which could be substantially enhanced by more of the types of summer programs which it currently runs, BFAG has the potential, given appropriate resources, to develop, either by itself or in association with other Vail entities, a much broader program of garden/plant related activities with the potential to enhance Vail visitation even more. Offerings like high country wildflower experiences, photography and art oriented mountain and valley visits to particularly interesting scenic plant locations could easily draw more visitors and help further establish Vail as a particularly exciting destination. Betty Ford Alpine Gardens is ready to work with the Town of Vail, the Vail Valley Foundation, and all other appropriate groups to establish activities to draw the active participation of both residents and visitors making the Vail community unique in the Colorado mountains. This is but an initial communication to the Vail Town Council regarding possible Ford Park improvements designed to not only to enhance the visitor experience in the Park but particularly to increase over all visitation to the Park and to Vail. Betty Ford Alpine Gardens looks forward to further discussions with the Council and the Town staff working together with the Vail Valley Foundation and other Ford Park entities in furtherance of these aims. 4/19/2011 5 -4 -2 C N L m z � se zu i li � i hU a� zoo Pq w � I rg v.. �� p, J Y.. ,j � ,r ���/ J r� rt 1� I CD F QW a �� tai 4/19/2011 5 -4 -3 --w o I ri cz to z � + i 1 I .~ LLJ z 94 W J_ �TSV z o L h - a z ; i 4/19/2011 5 -4 -4 A10 II Monday, December 20, 2010 THE VAIL DAILY 970.949.0555 vaildaily.com Vail g ardens win p restig i ous designation Bett Ford Alpine i n e tems in the world at a time of extreme cli- Y p mate change," said Nicola Ripley, who over - sees plant collection and research projects Gardens se I ected as as the gardens' director of horticulture. "In the world of botanical gardens and native Alpine Plant plant conservation, it's all about curation. This is a stamp of approval for our curation ,y Collection of and documentation methods, and it veri- fies that we meet national standards." Colorado With designation as the Alpine Plant Col- lection of Colorado also comes recognition \ Daily staff report by the national horticultural community, as , � I - , J NEWSROM,VAILDAILv.COM well as membership to the consortium, a i network of botanical gardens that takes offi- �+ VAIL — Americas highest botanical gar- cial responsibility for collecting and pre- . den is now responsible, officially, for pre- serving specific plant groups and the genet- serving Americas highest native flora. is resources they represent. Member collet - The North American Plant Collections tions may focus on anyplant group, large or Consortium, a branch of the American Pub- small, and can include plants that are rare or lic Gardens Association, has awarded Betty endangered in the wild or grow in areas with Ford Alpine Gardens official designation as difficult or restricted access, exhibit disease the Alpine Plant Collection of Colorado. and pest resistance, are adaptable to a range "We're proud to be the first and only pub- of environmental conditions and have sig- lic garden to receive this prestigious desig- nificant ornamental or historical value. nation," said Deane Hall, president of Bet- "Your organization stands among apres BETTY FORD ALPINE GARDENS I Special to the Dally ty Ford Alpine Gardens' Board of Trustees. tigious group of gardens and arboreta that Dan Stark, executive director of the American Public Gardens Association, awards "The entire community should be equally have committed themselves to the conser- designation as the official Alpine Plant Collection of Colorado to Betty Ford Alpine proud to be home to such an important col- vation and care of specific plant collections Gardens Executive Director Ann Kurronen, center, and Horticultural Director Nicola lection. Being a member of the NAPCC curated at the highest professional level," Ripley. The designation includes membership in the North American Plant Collections builds upon Betty Ford Alpine Gardens' said consortium Manager Pamela Allen- Consortium, a network of botanical gardens that takes official responsibility for collecting credibility and, in turn, brings worldwide stein in her acceptance letter to the gar- and preserving specific plant groups and the genetic resources they represent. attention to Vail." dens. "Participation in the NAPCC indi- Betty Ford Alpine Gardens, in Vail's Ford cates that you are willing to make your col- propagation methods for each plant; and ronmental challenge anddoingit at a location Park at 8,250 feet above sea level, is the lection available for increased distribution monitoring many of the collection's threat- where the problem of climate change is like - highest botanical garden in the United and research and that you promote public ened alpine plants in the wild. lyto be most acute —the high - alpine regions States — and perhaps the world — provid- awareness of conservation issues." Ed Guerrant, conservation director for — and doing that work very well," Guerrant ing free access to an estimated 100,000 vis- The designation comes after a rigorous The Berry Botanic Garden in Portland, Ore. said. "The gardens are uniquelysuitedtohold itors annually. Conserving plants of the application process in which Ripley had to — and a director of Botanic Gardens Con - the NAPCC collection of Colorado alpine American West, its mission is to inspire pas- state short-term goals for propagating, ver- servation International — travelled to Vail plants, with respect to climate, existing collec- sion for plants in high - altitude communi- ifying, digitally photographing and manag- to inspect the gardens and oversee the Lions and staff expertise' ties through beautification, conservation, ing records for the gardens' entire collet- application review process. He said he was Betty Ford Alpine Gardens is a nonprofit education and research programs. tion of native alpine plants. Long -term impressed with the work Ripley and her organization, and operations and programs "The gardens is far more than a place to goals include growing the collection to staff are doing to conserve Colorado's most are funded entirely through the generosity see pretty flowers. It's also is a unique include more f#�I (fg14 9Iado's 300 native threatened plant species. of donors. For more information, call 970 - research center, a botanical laboratory of alpine plant species; developing a wild seed "Betty Ford Alpine Gardensis doing impor- 476 -0103, ext. 3, or visit www.bettyford sorts for one of the most vulnerable ecosys- collection prograin ,4rsIkellasa database of tant work on a tremendously important envi- alpinegardens.org. 1 07ticu t u� .. Gardenin American S 1e Cottage Gardening Heat - Resistant j with Natives foliage Plants Plus Non- Invasive Ivies Simple Pest ,.n Stoppers V Garde veggies luntee MAY 2010 NOATM AG. COAI . o t ut-i- ..a-in by NAN SINTON Photographs - Ourfesy of 4 AR r Ti 1 tr - y $ t � , w I I I I P sr _ I — _ q M -A �' - 7 0 Aim i,�� 'A y�� 1 the Ueny Ford JMpine Carrtens arc a F."" he Bett7' Ford Alpine Cjar in Vad, Colorado, is the winner of the al Gcrald Ft- Fnrd Park i vain, ColollIdo, 200 A xAard for Garden Excellence, given joinl7y' by the Ameriixn The gardens' seasnn iq frn115 _SnnwaI(!h Public Cacardcns Association a nd Hur?r cuhum. At an allittlde of S200 to snowfall and admission i-� (me- Visit feet, the Betty Ford Alpino Gar touts, itself treuylordalpinrgardcn s - nrg for more as the wnrl d': shithestbotani�:g ardiman d% ]i{.1wcuscsoulstwidin�collertinn tntmaiien of alpine and 17a h- aEl ittlr e p 1mits r(lrvn For ec }aaservaLit�n, rtiu�atic)n anri public enrich -mo >It, IN-lore than 100,000 visitors a year en)o ' the impem.iblr- pre_tmud gardens and discover ran and familiar trca_surew thriving in the br ilfiant light (if this mountain mvirtrnmem- An cxLensive program for chil- dren acid progrums in hurticuhuraf therapy broaden the ga rdenq' mission. "Each w"k provides a diff mat. more frLaufflul picture," sa Mrs I ;or _ who contiitttes herlwig - Ltrm inLurest in Lhe g arden- 4/19/2011 5 -4 -7 . +' r, Y T 4 }_ en- rooted An aw�rd"vvmining gard t . i h al titude - W---V A "I fi • fi i. P . t 4 y _ - �N re, , t � ' , f n �, e { �� , ..�„ � � cif • � S M A *Gnors a' Or } Ply z 4 6t oil 771 Fir Afo lip o , �Y4 yy. , • I a h` r - P l F, 'I 'Yr`� ,�, ♦ 'r3 eT " • C i I I � - Y wr k UPPCMite; 111C tMluunt:ritt Iurennial rirtfc:n is a magnet for vi_ -sitnrg (Ilruughovt tine seasons wlth RLi glorious coror and painctc Of Ilnwcrs iliustraiinal the many ClIWUL: plants that thrive at hif3li ;7ltitiLdes� Abuvc left= The &jjjnun- caanrc rl flc wcm of Lewd. ya 1uvr.or1yr greet vii lxDrs. Above right; The pale Wt,tw, of than MO PUPPY (Papimer 1'tfrranense) gra the glrtten in late Juale. Bc!- Irnw; U u It s gdrow Superbly in thel Jardcn, incJlarlillIj 111s hlnzin orengc Fuse Illy [4 dl.wn riufbrle -fe rn]. I q' V 1 C J r' S m h4r4mag.ro�ri 55 5 -4- 10 A world of pl ants and gardens, mountain landscapes and vistas, a place where people are Nvelcome as are integral part of the circle of life. ' . +=tom`` g- TTR•`!'f� .. • L PIN G AR_DLN To inspire a pasmon for plants in high altirudt i. comrnunitics through beaurification, con- servatiIon, education, and research pro rims. To be reeopized as the forcmost authority- on high altitude plants in naturgl and cultivated 9andscapc -s in the Rock • Mountain region and sinsilar environments. ..r AdL " - Bette Ford Alpine Gardens z o Be • The most boatiti Ul and accUr vJ sr,nuDer aarac6on M ncc- C "niorado hi�lf csursrr�, ] ,7 r { ' 1 1:�dn in a coordinaivd r parLilc d �:ducarion prog ain Bett F Ma ine +3aI£�115 f J1ri � }aCt �,� ttwra�rl:tl�l Iivin irt :a�l�ra4f�'s m3t rf7tl irs C!]TY93uxTitacv, Lac are Egl4 Counny':; and the Colorado high cowirry'w rr�hlic rd ens. To tlie 1 1 ,d C7{) pcaple that , isir are each dear, - The "gn eo" resourct: for ccologlcal lands, ji g and vre are a place o b aucy. �ar�� nir�� in #+�rm�tt tx,�. Howner take a dos" look and you'llfi that uw • A recognizod lea&-r in mount pl.knr .13)d Enhance OUr con rnky's sra.rw -e ,aiid contribLit - Q tD civ re p, -id.c. • Rcgul fly pLibliz]lyd as :w hclrti.ttlt�rrt] alerl�c}rar�. Educate people of all ages aL ttc high aleirude plains which, alon+� rirh snow and tnoun�ains, are. the grearest arrracrion ' I�ecn�Trs , ed as the [hest ±tam�nes. i *t,]unr.ecr np�,nrtaar,iij and valoed assets within our rgional landscape. Ln Nagle Counts'. N -,cork ro s'estGre habitats and cons4rve endiu -gored peci��. An c5 �icatinn why >i vahi to rho fecal cc�rnr. imiry srimti].trs•s #dn ;rnti;tl suppc }m * Reach rout ro Young people. and provide a safe and inspiring place ro learn. • Positivelt impair the heal econo ny throiggh offering tourists a unique and L -ver- changing botanic gardens display qP 'Wh16 pre motes return visits`, and encourage local 667erns or :Ind businesses co heauti6! the ir lawns, porches and j% � � t Acort! ronrs with attractive iiicligenotrs pLnrs4 �'�:' A MALL Serti-� as ,r4w,arils of the heritage and ltiisrory of plxrcs. • :e llabcararr a nth far -Tone all crag the wcirld to condtict - ]1clrtYCttltrara] reseftnh. * . ah-en and nurrure an of inirt• for• the beauty of the — — natural wo rld, �''• -yam How You Can Support Beta* Ford spine Gat - Trrdav and Into the Future We are tnrly a public garden because we exist thanks ro the continued flnWICIA Support from prikatc cb iral?lc donaLlon5, a�. Our f ii1: —N mtl;c it passible for pe plc ro connect w th nature And Each oth r. kkuy Ford line Giard=% is formed of f1mvers, trees waterfalls. _ S-Ionr. path s, lI.& and shadiy4f ro crcare a place of enharirtnnt and ston+er. Pco le contribute ro the C;it,l4ns be atiise rhov vk-ant co maL- a diffcrenrc in the qualirti of life for t { Those In our local community, as i4kll as rhose who from afar. t V " Y L.il citable Going Iietn; l =t3tx :line {iarectw i a l ` 3 nd7ii pxratG[ 43anizat %can. because we provide adiniss,ion ro dw Cia:' e ns fire o il' charge, our y= primary source of ftu comsr ro from indi6dual patrons. Thy "It takes d noble � � Gardens wrlccrrrc.s annual con[rilxurions as vLvU as firrariciil gifr,; person to plan a inade to our end+n4'm -n[ Fund and Su CainaMp Foot, Flies, tl � Awe? or twee tba2t u Betty Ford Alpine Gardens Endowment will one d4 pfo- dt beauty to tho The Bett{ Ford Alpine C'sa"nis Endowme is an indeprndcn>: , enrity cr�ared rep bn a gnmvin financial porrfulio Frofn tivhith tW i)afi�. one tJ ()r never Ft2[ €t. pro eedS :ire uLWd ro Rind riumcrous'Cia3rdon:s acri6rir and programs, The cndownaent is ni=- mod by ir, mvn Board of Trwsts rs and an invesrnaoni advisor, _ Betey Ford Alpine Giard Sustainable hats Plan "k IndikiduaLs who beliesc in the raI'tic of our high aldcude b oranic arelits can ensure thae it till eontiraut eta floiiiisFt [hrutth '•'. .. suprain�d inp Incl uding BCC For T � � :1�1�3rne ��ar+�ens in l-�>irr. estate planning through bque and orlicr planned gifts wiI promore a financial securin fol [lie i�lAk q so t1r,�t all it ho eneer irs karrs tvilE cnjir} „ I [ti hCa:41S'ti" for YCt1 C4 e€lffi With scveraE forms of writable t rusr-s ; gifts of Life 'insurance•, dcrn to can L rppurt the Cxai Bias n {-m and in the future. and may realize significant Fax and es[a[e benefits. - I .err racer firfrrrrjrarion abvc ,- &tr4ab[c nreq epors, please vvfaca [ Ann Kjjrmrrrer., F- vo,xi-vr Dirracr ar 9 c-emic►r 4. O N T .. " a fi .. , IRV f °.. At 8,280 fcm Beta° Ford ,alpine Gardens is the higlicst bounic g.irdcns in tltc co untr� poss the world. Our gm c'rti Batts are open frce uo all who tmwr. Scrtifing 100,000 4Pi�jt�r ench year, oiir focus is to inwpire a ra','AI TI for pl an ts in lei _gh AUEUdc cc3mmunitics thwL h beautification, cOnSerVatuo educ ation, aM r car PrOlITUms, Btrt Ford Alpine Gar crss i_ a u w - -rid rful pLice, 1s ivcr c -,is the pcu l who corne EC) Visit LLs, l'i'e are i cu ltural and bo or ani7ation that leas ;ion wthing to delight, amaze wid cc ucLit4 peop1L of all. rages. f 183 Gore C:ri �k Driv V- )ilP C olor; do S 1 PINE NE 970A76.0103 G ARDEN - crt 1 ° ter - � . 1 f�ir�cC�ai�lrt�s.�� Vail Economic Advisory Council (VEAC) April 12, 2011 MEETING NOTES • VEAC Members Present: Alan Kosloff, Rayla Kundolf; Greg Moffet; Rob Levine; Laurie Mullen; Joe McHugh; Pam Stenmark; Steve Rosenthal; Michael Kurz; Mike Ortiz; Dick Cleveland; Kristin Williams; Mark Gordon; Mia Vlaar, Bob Boselli; Brett Schoenfield; Steve Kaufman; Matt Morgan • Others Present: Jim Lamont; Chris Romer; Kristin Yantis; Meggen Kirkham, Michael Cacioppo • TOV Staff Present: Town Manager Stan Zemler; Finance Director Judy Camp; Economic Development Manager Kelli McDonald; Legal Assistant Tammy Nagel • Conference Center Funds Update: Town Manager Stan Zemler presented the conference center fund status report describing how the $9.4 million fund could be used to update the golf course club house with an addition of an events pavilion, Ford Park playing fields expansion and an extension of the Vail Village Welcome Center. Mike Ortiz, with the Vail Recreation District explained how wedding events are being turned away because the facilities throughout Vail are already booked for 2011 and the venues are now booking for 2012. The pavilion addition to the clubhouse could be used for wedding events. Mia Vlaar agreed there is a demand for a pavilion and would be a multiple use facility. Zemler reported how the expansion of the upper bench playing fields at Ford Park would provide "heads in beds" and would retain the market we currently have and stay competitive. Rayla Kundolf spoke on behalf of the Special Events board saying promoters of events express a need for one more playing field and she agreed these events do bring "heads in beds ". Zemler spoke about the renovation of the Vail Village Welcome Center would give a place for an 1 -70 traveler to stop. The renovation would include new restrooms, a space for Vail heritage exhibits with an interior connection to the Colorado Ski & Snowboard Museum. Guests would have a full- service clearing house to book activities, lodging and other resort services. Zemler reported the Vail Valley Foundation presented the Town Council an idea for a $10 million renovation of the Ford Park Amphitheater and the surrounding park at the April 5'" meeting asking the town to split the cost. The renovation would modernize the facility by upgrading the access, new seating arrangement, large screens, outside non - heated pavilion, updated bathrooms and utilizing the bike path. The proposal was passed around for the committee to review and Zemler said that it would be posted on the Town's web site later this week. Brett Schoenfield said Council should switch out the Welcome Center extension for the Ford Park Amphitheater renovation. This way the funds would go towards updating facilities on the east side of town that would draw multiple uses such as recreation and meeting pavilions. Schoenfield estimated fifty rooms get lost from turning away weddings in each instance. Michael Kurz said the Council should consider having only one cohesive project on the ballot rather then several. Rosenthal disagreed and said more choices would give a better chance for the ballot issue to pass. Kundolf said the idea behind the conference center was to create more "heads in beds" and the projects that are presented to the voters have to do this. Greg Moffet agreed and said to consider a question for each project: "Will it help grow the market and increase revenue ? ". Michael Cacioppo said the ballot question should have language saying "shall the $9.4 million be spent on one or two projects that create heads in beds versus refunding it ". Mark Gordon agreed and went on to say the project chosen should go with the original intent behind the tax. Gordon didn't want to see ballot language that is written poorly and confuses the voter. Zemler explained that the town only gets one opportunity — either the ballot succeeds or doesn't succeed. Matt Morgan said the Council should focus on a project that will pass. Joe McHugh said the March 8, 2011 VEAC Minutcs 4/19/2011 5 -5 -1 current ballot language that was presented to Council will fail. Kristin Williams stated there should be a survey on the ballot language and was also concerned about not having enough voters participate in a special election in August and that there would be more people voting in November. Dick Cleveland shared at the public input at the April 5 Council meeting it was indicated more people are in town in August. Kundolf wants to see more campaigning and said that more information needs to be provided to the voters so they understand the question and won't get confused. Vlaar was concerned the voters will harken back because the original intent for that money was for a conference center. Rosenthal asked if there could be one election in August with ballot language asking if the $9.4 million should be spent on a project or given back and then have another ballot question in November listing the top 3 projects. McDonald said due to time constraints she would put this topic back on the next meeting agenda and will invite the town attorney to that meeting to answer legal questions. Vail Local Marketing District Update: Meggen Kirkham with Site Marketing and Kristin Yantis with Malen Yanits PR presented VLMD Summer Events /Partnership Marketing and PR 2011 strategies. Kirkham gave the committee members each a flash drive with information regarding the Vail Brand Guidelines, the Primary Logo and PR Best Practices and other information. Kirkham explained by using the same language and standards, guests who come to Vail to visit the town and the mountain will feel more like one. Kirkham said a group went to Mexico in February and is scheduled to go again in May to meet with tour operators promoting the Vail Spring, Summer and Fall events and programs created just for this market. Kirkham went on to say how Reach Advisors and I- Openers have made huge efforts to bring programs to Vail for the spring, summer and fall months. Yantis shared how the team is getting the word out to the public about what is happening in Vail by using social networking such as Facebook and tweeting. Boselli asked when the event calendar will be distributed. Kirkham was hoping to have the calendar out in the next couple of weeks. Financial Reports: Financial Director Judy Camp presented the revenue highlights from February 2011, which was provided in the committee packets. Camp stated that sales tax was up 8 %. • Lodging Occupancy Reports: Economic Development Manager Kelli McDonald presented the lodging occupancy report to the committee, which was provided in their packets. McDonald stated that it's a challenging lodging occupancy in April due to a late Easter and not from a lack of marketing. Rosenthal stated Sunday was the lowest day of the week for his sales and with Sunday traffic so bad how lodging could use that situation to market an additional overnight stay. Rob Levine shared that hotels were marketing a third night stay for free. McDonald mentioned that Street Beat was moved to Thursday to increase Friday and Saturday stay overs. • Citizen Input: None • Other Business: None • Next Meeting: May 10, 2011 8:00 — 10:00 a.m. in the Caribou /Pronghorn Room at The Antlers Lodge. March 8, 2011 VEAC Minutes 4/19/2011 5 -5 -2 VAIL PEDICAB COMPANY UPDATE Staff has interviewed two companies who have proposals for pedicab service in both villages. Vail Pedicab Company, a company with 6 years of proven and accident -free service in Austin, TX, is the chosen vendor. Staff is preparing the appropriate license agreement and the vendor is proposing to be operational for this upcoming weekend's Springback to Vail event (April 15 th ) The term is one year, expiring April 12, 2012. 5 -6 -1 *in' 7M Of PRIORITIZED AREAS OF FOCUS Date: April 19, 2011 To: Vail Town Council From: Stan Zemler, Town Manager Subject: 2011 Work Plan Priorities as ranked by the Vail Town Council. 1. Budget & Capital Management A. Identify and rank capital needs for the next five years and adopt by May 1, 2010. On May 4, 2010, staff presented recommendations to Council for a balanced five -year capital plan, which Council accepted. Changes to the plan included funding LionsHead structure improvements from TIF; removing funds for the housing buy -down program and the 1 -70 noise mitigation program until specific projects are identified; and delaying neighborhood road programs. No changes were proposed for capital projects funded with RETT dollars. A significant list of unfunded capital projects was also presented. Update scheduled for April 19, 2011. B. Continued focus on sustainable operating budget, reduce operating costs and identify appropriate staffing levels. Consider new funding opportunities. 2011 budget process, by September 30, 2010. The Town Manager's budget was passed by Council in November, with a surplus of $407,194 in the General Fund. "All other" operating costs were reduced by 8.8% compared to prior year's budget, and headcount was reduced by 6.8 fulltime and 2 seasonal positions. The addition of two seasonal fire residents and increased shifts resulted in a net decrease of 4.3 FTEs. Staff will continue to analyze opportunities to contract for services where appropriate, such as the recently- approved change in the town attorney's position and library janitorial staff. The 2012 budget process will continue the focus on a sustainable operating budget. 1 4/19/2011 5 -7 -1 C. Identify operating costs "embedded" in the RETT Fund, and include those in general operating expenses. To be identified in 2011 budget process and completed by September 30, 2010. Complete September 7, 2010. Presented to Council along with 5 -year outlook for all major funds on October 19, 2010. D. Review the EverVail fiscal impact analysis which addresses the costs of providing Town services to the project, compared to the revenues generated by the project. Done. See Economic Development Section A2 for further details. Complete March 2011. Please see 3. Economic Development A2 for more detail. 2. Parking and Transportation A. Develop a strategy for opportunities for new parking, complete Ford Park study, LionsHead parking structure study and resolve Frontage Road issues with CDOT. Strategic parking plan adopted by June, 1, 2010. Strategic Parking plan with recommendations was presented to council on June 1, 2010. Additional steps identified at that time to further the plan were: • Recreation Subcommittee recommendation on tennis • CDOT/FHWA meeting • Update on Revenue and Operating Costs • Funding Opportunities • User Group and Public Outreach • Phasing opportunities • Decision on what parking components are in the Long term Master Plan and then what are the recommended phases The Town Council in September of 2010 decided the following actions • Frontage Road parking would be allowed for 15 days of winter overflow and 3 days of summer overflow per the goal in the Transportation Master Plan • Continue to refine the Ford Park Frontage Road Plan to solve parking at Ford Park • Work with CDOT and FHWA to resolve use of frontage roads as determined by the Town • Develop plans for conversion of the Charter Bus Lot to be used for car parking • Further develop both short term and long term plans and funding and agreement with all partners by August 31, 2011. 4/19/2011 5 -7 -2 Since September: A Lease agreement with CDOT was executed with a deadline of August 31, 2011, to understand the issues with town ownership of the frontage roads and town use of the frontage roads in the future. A series of meetings have taken place on a regular schedule to advance the many actions necessary to meet the August 31 deadline. The conclusions of this work will shape the final parking decisions. The Ford Park Plan was refined to ensure that it works with the park and the recreation amentias. This plan was presented to the recreation sub committee. The plan was presented to the Town Council in February. Next steps of this plan going forward are: • Obtain input from CDOT and FHWA on the use of the frontage roads for the park parking • Contact Vail Resorts on the Town's desire to use $4.3 million for construction of the improvements • Vail Recreation will provide a report on the economic impacts with regard to improvements to the recreation fields • Work with the user groups and the Vail Valley Foundation on a coordinated plan for all of Ford Park • Refine the design and provide costs for some options regarding costs of the project • After addressing the items above and continue to move the project forward, an amendment to the Ford Park Master will be necessary as well as complete design and phasing plan to make the improvements Begin the Ever Vail entitlement review process Monitor the parking this coming winter to determine future trends and needs Decide long term the number of spaces for EverVail. Decide if the West Vail parking can stay under an agreement with CDOT long term work with Eagle County and down valley communities to expand park and ride opportunites. Parking Strategic Plan to Council May 3, 2011. B. Develop parking project for implementation by 2011. Town Council agreed to expand the Charter Bus lot to provide 65 additional spaces. Tax increment bonds were sold in late 2010 of which $ 900,000 was allocated for the Charter Bus Lot project. A request for proposal was issued and 11 proposals were received for the design of the project. A short list of 3 proposers has been made. Design and approvals will proceed with a scheduled summer bid for a fall of 2011 construction timeframe. C. Work with Eagle County and other municipalities to develop long term strategy for ECO transit, including park and ride locations. Complete by December 31, 2010. 4/19/2011 5 -7 -3 A Transit Advisory Group is meeting every couple of weeks to work on the issues. The town of Vail participates in this group. Eagle County Economic Advisory Council staff is taking the lead with oversight from the managers and mayors group. The transit advisory group had a series of meetings regarding ECO with a goal for completion by December of 2010. After an initial report out, the group was not convened to complete the work. We continue to work with Eagle County and the other municipalites regarding funding for transit improvements. The intermountaion transportation regional planning commission recommended funding a request for Lake County from their CDOT transit Faster funds for a park and ride in Leadville. ECO has hired a consultant to study its routes and develop a business plan. Will report back to Council in the third quarter. 3. Economic Development A. Identify opportunities for projects that can increase our economic diversity. 1. Inventory assets that support economic activity and determine gaps - August 31, 2010. This is an unfunded project. A copy of the October 2008 study was provided at the July 20, 2010 meeting for Council review and further direction. At the February 17, 2011 Vail Local Marketing District Advisory Council meeting direction was given to update and expand the October 2008 study with completion scheduled for May 2011. 2. Review the economic impact study for Ever Vail as it relates to the impact on other sectors of the Vail economy and how these impacts can be mitigated. On iviai — 1 1 and 15, 2011, the Community Development Department, along with representatives from Economic and Planning Systems presented the conclusions of the Ever Vail Fiscal Impact and Economic Impact Report. According to the Report, the Town of Vail can anticpate a positive economic and fiscal impact as a result of the proposed Ever Vail development project. A copy of the Final Report, dated January 13, 2011, is available for review in the Town of Vail Community Development Department. 3. Participate in the West Vail master planning with the goal of increasing economic vitality. This is an unfunded project. A copy of the draft West Vail master plan will be presented to the Town Council during the third quarter of 2011. B. More discussion on possible utilization of $9.4 million conference center funds. 1. VLMDAC to present concepts at the March 16, 2010 Town Council evening session. 4 4/19/2011 5 -7 -4 Complete. The conclusion presented to Council was to pair marketing efforts with improving and expanding existing facilities to meet the goals of a vibrant, year -round economy. 2. Schedule a discussion with Town Council at the April 6, 2010 work session. Complete. Council directed that the goal of the funds should be to increase overall economic vitality in the town of Vail and used for capital assets, either new or enhanced existing facilities while providing for a long -term benefit for the town. Considerations were also outlined for evaluation of concepts brought forward as potential uses for the funds. 3. Kent Logan to facilitate a process to identify highest and best uses of conference center funds based on Council direction from April 6. Interviews were conducted Summer 2010 with a cross section of community members and first presented to Council at the September 7, 2010 meeting. The concepts directed for review by the Council at the September 21 meeting included Golf Course Clubhouse addition and renovation; Vail Village Welcome Center addition and remodel, Town wide sign age /in forma tion /guest enhancement system; Ford Park Fields expansion and Dobson Arena addition and expansion. Council directed staff to remove Dobson Arena project at the December 7 meeting because the project did not meet the goal of increasing economic vitality. At the April 5, 2011 meeting Council directed Staff to hold community meetings to gather input on the proposed projects and to add the Ford Park Gardens upgrade project to the list. Updates are scheduled for May 3 and May 17 meetings on project feedback, ballot language and election date. C. Identify projects and support with funding to enhance the guest experience for ski season 2010 -2011. 1. Coordinate efforts between Information Centers and Community Host Program. Complete May 2010. 2. Create weekly event and activity information piece via email for distribution to front line staff and community. Complete May 2010. "This Week in Vail" was added to home page of vail. com website during summer 2010. There are currently 254 subscibers to the weekly email service. 3. Develop Vail Product 101 training package for guest service staff including Information Centers, Community Hosts and all front line TOV staff. 5 4/19/2011 5 -7 -5 Next steps include agreeing on increasing volunteer red coat staffing in order to cover more days and other special events. Unfunded. 4. Initiate a far - reaching and comprehensive effort to expand the quality and integration of services to enhance the guest experience in all seasons. The idea is to offer a seamless, consistent and memorable Vail experience that results in enhanced innovation and measurable differentiation between Vail and other resorts in the guest services arena. Followirlu i i /P process in which 8 proposals were reviewed, CommArts was selected in January 2011 to lead the initiative. Intial work is underway. D. Identify possible additional sources of funds for marketing and events during the 2011 budget process. 1. Review answers to community survey that relate to this topic. Complete July 1, 2010. (Please see Community Survey Follow Up Action Items.) E. Look for new opportunities to bring destination guests to Vail. 1. Host a community business meeting with Vail Mountain Marketing to present strategies to attract destination guests year -round and solicit feedback for new ideas. Complete April 8, 2010. Ski season 2010/11 and Summer 2011 integrated efforts with Tour Operators, Wholesalers and Media to penetrate the international Mexico market for destination guests. 2. Create set of programs around the passions at the intersection of outdoor sports /recreation + fitness /wellness to position Vail as the world - class destination for pursuing these passions and recruit brand partners in these areas for leverage - beginning June 30, 2010, through 2012. Ongoing. Summer 2010: Chris Carmichael and Ellen Miller. Summer 2011: Chris Carmichael, Ellen Miller, Tanya Miller, Jenny Potter and Cornelia Holden, Jeff Galloway, Divas Half Marathon, Tour of Vail, USA Pro Cycling Challenge, Rodale Books Golf Promotion, Runners World /Bicycling Magazine Promotions. 3.Promote a world -class year -round brand through Vail Mountain Marketing, Commission on Special Events and Vail Local Marketing District. Foster collaborative efforts aimed at attracting more destination guests regionally, 6 4/19/2011 5 -7 -6 nationally and internationally - schedule a work session with VLMD, and VLMDAC on June 15, 2010. Complete. Multiple joint meetings have been held in first quarter 2011. A proposal was then presented to Council by VLMDAC and CSE members at the April 5 work session for further collaboration and strategic alignment between the two groups. Ski season 2010111 and Summer 2011 marketing efforts have integrated messages and face -to -face meetings to Tou, Operators, Wholesalers and Media to penetrate the Mexico market for destination guests. F. Grow sales tax revenue at one percent (1 %) above inflation. 1. Implement identified strategies and monitor performance monthly. Ongoing. 2010 sales tax revenue grew 4.5% over 2009. Inflation was 1.6% based on the Consumer Price Index for 2010. 4. Affordable Housing A. Continue efforts to redevelop Timber Ridge. In April of 2010, the Town of Vail Planning and Environmental Commission and Design Review Board granted conditional approvals of the development applications. The Town is presently negotiating land acquisition with the Residences at Briar Patch Association to accommodate the construction of high severity rockfall hazard mitigation. B. A civil engineering firm has been selected to prepare a complete set of civil engineering drawings, proposed phasing plan and initial cost estimates for utility and infrastructure construction. This work is scheduled to be complete September 30, 2010. Martin /Martin Civil Engineering was hired to complete a set of civil drawings, proposed phasing plan and prepare initial cost estimates for utility and infrastructure construction on the Chamonix site. The work has been completed and presented to the Town Council. In response, Town Council instructed staff to prepare an updated market study and return to Town Council for any further instruction. On May 3, 2011, staff will return to the Town Council with the updated market study, a massing model and the previously present Martin /Martin work. B. Track progress of affordable goals and report to Town Council on October 5, 2010. Done D. Implementation of Vail Resorts employee housing project (First Chair) on North Day Lot in May of 2010. 7 4/19/2011 5 -7 -7 Construction is presently underway per the Core Site Development Agreement. The project has been completed by Vail Resorts Development Company per the Core Site Agreement. The $12.5 million performance bond has been released. A certificate of occupancy has been issued for the project. 5. Environmental Stewardship A. Improve recycling opportunities for commercial business and homeowners. Residential 1. Work with local trash haulers to implement a voluntary "save as you recycle" volume -based trash program, and promote recycling opportunities, along with increased education. Program will be rolled out in May of 2010. Waste Management (WM) has had some delays in implementing this program on the corporate level; however they are still pursuing a pricing and marketing structure for the Vail market. Staff is also working with WM to implement a "Recycle Rewards" program to encourage curbside recycling, Summer, 2010. 2. Multi- family residential volume based trash /recycling pilot program. Grant pending — implementation July 20, 2010. Grant announcement made July 1 St that this proposal was not awarded funding for this cycle. Staff is pursuing other avenues to conduct a multi - family survey and pilot recycling program for the 2010 winter season. 3. Citizens' Recycling Committee. Results /recommendations to be submitted to Council on April 20, 2010. Complete. Staff is now working with waste haulers and communications experts to improve recycling education in the Eagle Valley through website upgrades, public service announcements, recycling guides, zero waste events and drop off center signage, to be complete fall, 2010. 4. USDA Tri- County Waste Diversion Grant (Survey of visitors /residents). Estimated to be complete in August 2010. Provided will be guest feedback on convenience, knowledge and desires related to recycling in town. Commercial 8 4/19/2011 5 -7 -8 1. Business Recycling Grant Program — Support business recycling infrastructure (e.g. shared cardboard bailer, remodel of trash area to support recycling hauls, etc.) RFP to be issued if appropriate, following a summer survey of recycling practices, cardboard recycling participation, 2010. B. Lead by example 1. Green purchasing, recycling, paper reduction, composting, no idling, supporting and implementing renewable energy projects, green building codes, LEED certified construction projects, ongoing employee and public environmental education. This is an ongoing effort. C. Town code does not support sustainable efforts. 1. Solar panel regulations to be brought before Council by April 20, 2010. Resolution No. 5 and Ordinance No. 3, Series 2010, passed on May 4, 2010 that encourage the installation of solar energy devices, designed and placed in a manner compatible and architecturally integrated into the overall design of the building. Solar energy devices may be installed within the required setbacks on existing structures if the structure is legally nonconforming or permitted to encroach into the setback. Solar energy devices shall not be included in calculation of building height. No portion of any solar energy device shall project more than eight (8) feet from the roof plane or fagade to which the panel is attached. Solar energy devices shall not extend more than one (1) foot higher than the existing adjacent ridgeline on pitched roofs only. Solar energy devices shall not be installed within two (2) feet of a roof ridge or roof eave. Solar energy device framing, brackets and associated equipment shall be painted black or a color that matches adjacent building surfaces at the discretion of the Design Review Board. Solar panel ordinance modifications set for review 4.19.11 Ordinance No. 5, Series of 2011. 2. Review development standards for environmental sustainability. After direction from the Town Council, staff is working on reviewing the latest green building codes — the International Green Construction Code and the National Green Building Standard for applicability as well as incentives for implementation in the Town of Vail. Staff will present a recommendation for adoption to the Town Council in January, 2011. 9 4/19/2011 5 -7 -9 D. Implement energy efficient efforts. Town facilities audit to be completed in spring of 2010. Fast -track energy audits and project proposals complete on priority buildings (library, parking garages, bus barn and shops, Dobson Ice Arena). Staff is currently determining the final scope for each building upgrade, construction to begin in late August, 2010. Staff will present results, recommendations, and financing options to the Vail Town Council in August, 2010. Staff is also pursuing grant funding for a portion of the energy efficiency projects. 10 4/19/2011 5 -7- 10 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 19, 2011 ITEM /TOPIC: Matters from Mayor and Council PRESENTER(S): Mayor and Council Members 4/19/2011 ITL1 Oil VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 19, 2011 ITEM /TOPIC: 1) 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, Regarding: Lionshead Parking Garage Welcome Center; Potential Town Property Acquisition; and Timber Ridge Redevelopment; 2) C.R.S. §24- 6- 402(4)(b) - to receive legal advice on specific legal questions; Regarding: Conference Center Funds Ballot Language. PRESENTER(S): Matt Mire 4/19/2011