HomeMy WebLinkAbout2011-05-03 Agenda and Support Documentation Town Council Work Session VAIL TOWN COUNCIL
WORK SESSION AGENDA TOPJ OF VA
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
11:00 A.M., MAY 3, 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: Conference Center Fund Reallocation Ballot Strategy
Discussion with Campaign Strategist David Cunningham, Founder of
Summit Information Services (45 min.)
PRESENTER(S): David Cunningham
ACTION REQUESTED OF COUNCIL: Provide direction to staff as needed.
BACKGROUND: David Cunningham of Summit Information Services has
successfully designed and implemented political strategies and marketing efforts
for over 20 years, including the successful passage in 2002 of the 1.5 percent
lodging tax and .5 percent sales tax for construction of a conference center in Vail.
Cunningham will be available to answer questions about successful ballot
campaigns as well as consideration of a potential survey that could be undertaken
by the town to test a series of ballot approaches with Vail's electorate.
STAFF RECOMMENDATION: Provide direction to staff as needed.
2. ITEM /TOPIC: DRB /PEC Update (15 min)
PRESENTER(S): Warren Campbell
3. ITEM /TOPIC: Joint Town of Vail /Town of Avon Discussion and Lunch:
1) U.S. Pro Cycling Challenge
2) Rushworks A/V Equipment, Town of Vail, Avon and Channel 5
3) Economic Development
4) Potential Affordable Housing efforts
5) Regional /Three Mile Land Use Planning Update
6) Regional Water Quality Programs Update
7) 1 -70 Transportation
8) 2015 Championships; possibly a topic for future luncheon (60 min.)
4.
ITEM /TOPIC: Town of Vail Guest Services Enhancement Initiative Update
and Review of Phase 1 Scope of Services to Program New Lionshead
Transit Welcome Center and to Inventory and Provide Recommendations
5/3/2011
on Town of Vail Signage. (45 min.)
PRESENTER(S): Henry Beer and Janet Martin
ACTION REQUESTED OF COUNCIL: The Town Council is being asked to
participate in the Guest Service Enhancement Initiative update by providing
comments and suggestions and to give direction to staff to proceed with Phase I of
the enhancement initiative to: 1) program the guest service space in the
Lionshead Transit Welcome Center; and 2) develop a companion plan to update
the Town of Vail wayfinding system for vehicles and pedestrians.
BACKGROUND: The purpose of this session is to review the status of the Town
of Vail Guest Service Enhancement Initiative, including an overview of initial
concepts proposed by the town's consulting team represented by
CommArts /Stantec. While discussions continue on the possible use of Conference
Center Funds for expansion of the visitor center in Vail Village, an immediate and
simultaneous focus of the Guest Service Enhancement Initiative is the opportunity
to program the new Lionshead Transit Welcome Center in a way that begins to set
the tone for the entire guest experience. This includes exhibits, technology content,
hours of operation, etc. Visibility and pedestrian /vehicular access to the new
Welcome Center will also be critical components, as well as determining the future
role of the current Lionshead Visitor Center located on the frontage road. A review
of the scope of work proposed by the staff and CommArts for Phase I of the Guest
Service Enhancement Initiative is included in the discussion.
5. ITEM /TOPIC: Overview of the 2010 -2011 winter parking season (15 min)
PRESENTER(S): Greg Hall
ACTION REQUESTED OF COUNCIL: Provide feedback as necessary
BACKGROUND: Annually the staff provides a summary of the parking statistics
for the previous season. The 2010 -2011 season was identified as a season in
transition, due to many which were happening in the commuinty and operational
changes put in place for the 2010 -2011 season.
6. ITEM /TOPIC: Draft Strategic Plan and Summer Parking Operations (45
minutes)
PRESENTER(S): Stan Zemler Greg Hall
ACTION REQUESTED OF COUNCIL: Discuss draft strategic parking plan and
summer operations strategy. Provide staff with comments and direction.
BACKGROUND: The draft strategic parking plan provides a framework to achieve
the objectives of no more than 15 days of south frontage road parking in the winter
and no more than three days of south frontage road parking in the summer as
presented in the Vail Master Transportation Plan and Vaill 20/20 and reaffirmed by
council on September 7, 2010. The summer parking operations proposal provides
a plan for 2011 summer parking.
STAFF RECOMMENDATION: Provided in attached documents
7. ITEM /TOPIC: Information Update and Attachments:
1) Red Sandstone Playground memo
5/3/2011
2) March 2011 Sales Tax memo
3) Flooding Information Update
4) Tree Removal in front of Dobson Ice Arena
(15 min.)
8. ITEM /TOPIC: Matters from Mayor and Council (15 min.)
9. ITEM /TOPIC: Executive Session, pursuant to: 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, Re:
Lionshead Welcome Center; potential Town real property
transfer /acquisition; Timber Ridge rock fall mitigation. (45 min.)
PRESENTER(S): Matt Mire
10. ITEM /TOPIC: Adjournment (4:00 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 17 2011 IN THE VAIL TOWN COUNCIL CHAMBERS
FUTURE AGENDA ITEMS:
May 17, 2011 Work Session:
EHU Exchange Program - George /Nina - 60 min.
Chamonix Commons - George /Nina - 30 min.
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, 2011 Evening:
Axelrod Request to Proceed - George Ruther - 15 min.
Appointment of Liquor Board and Housing Authority members - 5 min.
June 7, 2011 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, 2011 Evening:
WTH - Ord 15, 2010 - - Bill Gibson - 30 min.
WTH Res. 23, 2010 - Bill Gibson - 5 min
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.
Benefits Review - J.P. - 30 min. - to be discussed in budget process
5/3/2011
Update current Council Goals /2011 Strategic Plan - Stan - WS - 30 min.
Electronic Signs Policy Discussion - George - TBD
Resolution on Parking - TOV summer/VRI winter - Greg - 30 min
Historic /Landmark Preservation Discussion - July 2011 - George - 30 min
Recognition of Nancy Ricci /Eagle County - Stan
5/3/2011
}
TOWN OF VAQ'
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Conference Center Fund Reallocation Ballot Strategy Discussion with
Campaign Strategist David Cunningham, Founder of Summit Information Services
PRESENTER(S): David Cunningham
ACTION REQUESTED OF COUNCIL: Provide direction to staff as needed.
BACKGROUND: David Cunningham of Summit Information Services has successfully
designed and implemented political strategies and marketing efforts for over 20 years,
including the successful passage in 2002 of the 1.5 percent lodging tax and .5 percent sales
tax for construction of a conference center in Vail. Cunningham will be available to answer
questions about successful ballot campaigns as well as consideration of a potential survey that
could be undertaken by the town to test a series of ballot approaches with Vail's electorate.
STAFF RECOMMENDATION: Provide direction to staff as needed.
ATTACHMENTS:
Cunningham Bio
�,_ 2011
David Cunningham
David Cunningham founded Summit Information Services in 1992. David has successfully designed and
implemented political strategies and marketing efforts for over twenty years. His initiatives span federal,
state, regional and local issues for a wide array of companies, candidate campaigns, and non - profit
organizations. He works with Fortune 100 and 500 companies, the auto, timber, ski, healthcare, shipping
and mining industries, which include commercial, travel, and resort development organizations. His
expertise covers government affairs, public relations, marketing /communications, and strategic
planning.
David provides clients with access, knowledge, and strategies to ensure his clients' objectives are met by
decision - making groups and individuals. He has extensive personal and professional contacts throughout
Colorado, including relationships with state and federal elected officials and their staffs, as well as, with
county commissioners, municipal officials, and planning commissions. His company also maintains
strong relationships with major and local media markets including print, radio and TV.
David also co- founded EIS Solutions with former Colorado State Senator Tom Glass. EIS Solutions works
with clients to build coalitions and gain project approvals from state and federal agencies. They
currently have offices in Denver, CO, Grand Junction, CO and Pittsburg, PA.
�i_3 2011
I I I
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TOWN OF VA10
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: DRB /PEC Update
PRESENTER(S): Warren Campbell
ATTACHMENTS:
April 20, 2011 DRB Meeting Results
April 25, 2011 PEC Meeting Results
5/3/2011
DESIGN REVIEW BOARD AGENDA
PUBLIC MEETING
O April 20, 2011
Council Chambers
n L ► 75 S. Frontage Road - Vail, Colorado, 81657
PROJECT ORIENTATION 1:OOpm
Swearing -in New Members — Lorelei Donaldson
DRB Legal Training — Matt Mire, Town Attorney
MEMBERS PRESENT MEMBERS ABSENT
Tom DuBois None
Pete Dunning
Brian Gillette
Rollie Kjesbo
Libby Maio
SITE VISITS
1. Village Inn Plaza — 100 East Meadow Drive
2. Sonnenalp — 20 Vail Road
3. Nagle Residence - 1455 Greenhill Drive
4. Hilb Residence - 2644 Larkspur Lane
MAIN AGENDA — TOWN COUNCIL CHAMBERS 3:OOpm
Elect Dunning as Chairman
MOTION: Kjesbo SECOND: DuBois VOTE: 5 -0 -0
Elect DuBois as Vice Chairman
MOTION: Kjesbo SECOND: Maoi VOTE: 5 -0 -0
1. Village Inn Plaza DRB110093 / 10 minutes Bill
Final review of a minor exterior alteration (re -roof)
100 East Meadow Drive /Lot O, Block 5D, Vail Village Filing 1
Applicant: Village Inn Plaza, represented by Scott Cunningham
ACTION: Approved with conditions
MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0
CONDITION(S):
1. The applicant shall install the flashing on the vertical building elements to match the other
phases of the Vail Village Inn (i.e. remove the existing stucco, install the flashing, and re -cover
with new stucco).
2. The applicant shall engineer the snow retention in accordance with the Town's adopted
building codes.
3. The applicant shall install a DaVinci roofing shake to match the color blend installed on the
other phases of the Vail Village Inn (i.e. autumn blend).
2. Landmark DRB110079 / 5 minutes Bill
Final review of changes to approved plans (landscaping)
610 W Lionshead Circle /Lot 1, Block 1, Vail Lionshead Filing 3
Applicant: Landmark Condominium Association, represented by Bill Pierce
ACTION: Tabled to May 4, 2011
MOTION: Maio SECOND: Kjesbo VOTE: 5 -0 -0
5/3/2011 Page 1
2 -1 -I
3. Nagle Residence DRB110073 / 15 minutes Bill
Final review of an addition (bedroom and kitchen)
1455 Greenhill Court/Lot 4, Glen Lyon Subdivision
Applicant: Tim Nagle, represented by John Martin
ACTION: Approved with conditions
MOTION: Gillette SECOND: Maio VOTE: 5 -0 -0
CONDITION(S):
1. All wood siding elements shall be one color (085 Teak).
2. All stucco siding shall be one color (SW Lambskin).
3. All exterior material changes shall transition at an inside building corner.
4. Hilb Residence DRB110072 / 15 minutes Bill
Final review of new construction (single family residence)
2644 Larkspur Lane /Lot 5, Block 1, Vail Intermountain
Applicant: David Hilb, represented by John Martin
ACTION: Approved with conditions
MOTION: Gillette SECOND: Kjesbo VOTE: 5 -0 -0
CONDITION(S):
1. The applicant shall install the stone veneer at the front entry to return to the inside building
corner.
2. The applicant shall install an entry stair hand rail that is bronze in color.
3. The applicant shall paint /stain the soffit to match the horizontal wood siding color.
5. Lionshead Transit Welcome Center DRB110070 / 15 minutes Warren /Rachel
Final review of changes to approved plans
395 E Lionshead Circle/Vail Lionshead Filing 1
Applicant: Town of Vail, represented by Tom Kassmel
ACTION: Approved
MOTION: Maio SECOND: Kjesbo VOTE: 5 -0 -0
6. Sonnenalp Hotel DRB110103 / 15 minutes Rachel
Final review of an addition (kitchen, trash enclosure)
20 Vail Road /Lot 1, Sonnenalp Subdivision
Applicant: Sonnenalp Hotel, represented by Sidney Schultz
ACTION: Approved with conditions
MOTION: Gillette SECOND: DuBois VOTE: 4 -0 -1 ( Kjesbo recused)
CONDITION(S):
1. The applicant shall install swing doors with red gray stripes to match the existing building
shutters at the Sonnenalp.
2. The applicant shall install doors that swing into the right -of -way that are only permitted to be
open when the trash truck is present. The applicant must close all doors when the trash truck is
not present.
3. The applicant shall install an insert into the proposed light fixtures in order to be fully cut off
and in compliance with the Outdoor Lighting regulations.
4. The applicant shall not permit parking on the southwest corner of the property at any time
except for use by the waste hauler as noted on the plans.
7. Adjournment:
MOTION: Gillette SECOND: Maio VOTE: 4 -0 -0
STAFF APPROVALS
Livingstone Residence DRB100471 Bill
Final review of a minor exterior alteration (retaining wall, windows)
5/3/2011 Page 2
2 -1 -2
2458 Garmisch Drive /Lot 2, Block G, Vail das Schone Filing 2
Applicant: Scott Livingstone, represented by Kevin Boyd
Duffy DG DRB100634 Rachel
Final review of minor exterior alteration (deck)
3944 Bighorn Road, West Unit/Lot 7, Gore Creek Park
Applicant: Duffy DG, represented by Laura Christman
Lionshead Miniature Golf DRB110053 Rachel
Final review of changes to approved plans
560 East Lionshead Circle /Lot 2, Lionshead Filing 6
Applicant: Vail Corporation, represented by Jeff Babb
Sushi Oka Hibachi DRB110059 Rachel
Final review of a sign (business identification)
68 East Meadow Drive (Village Inn Plaza) /Lot O, Block 5D, Vail Village Filing 1
Applicant: Sushi Oka Hibachi, represented by Rick Woo
Rojas Residence DRB110063 Bill
Final review of a minor exterior alteration (patio door)
68 East Meadow Drive Unit 101 (Village Inn Plaza) /Lot O, Block 5D, Vail Village Filing 1
Applicant: Carlos Rojas, represented by Russell Gies
Snow Fox Condos DRB110069 Bill
Final review of changes to approved plans (windows)
1030 Lionsridge Loop /Lot E1, Block B, Lion's Ridge Filing 1
Applicant: Snow Fox Condo Association, represented by Danny Swertfeger
Smith Residence DRB110075 Warren
Final review of minor exterior alteration (windows, vents)
1776 W Gore Creek Drive /Lot 29, Vail Village West Filing 1
Applicant: Horace Smith, represented by Sarah Wyscarver
Esrey Residence DRB110078 Warren
Final review of minor exterior alteration (re -roof)
1314 Spraddle Creek Road /Lot 15, Spraddle Creek Estates Subdivision
Applicant: Bill and Julie Esrey, represented by Forrest Watson
Welles Residence DRB110080 Warren
Final review of minor exterior alteration (re -roof)
1815 W Gore Creek Drive, A & B /Lot 30, Block 7, Vail Village Filing 1
Applicant: 155 Company, represented by Terry Bond of Beck Building Co.
Cronin Residence DRB110081 Warren
Final review of minor exterior alteration (chimney)
787 Potato Patch Drive /Lot 23E, Block 1, Vail Potato Patch
Applicant: Elizabeth Cronin, represented by J.P. Sunderland
Reiss Residence DRB110082 Rachel
Final review of minor exterior alteration (landscaping)
63 Willow Place, Unit 3 /1-ot 1, Block 6, Vail Village Filing 1
Applicant: Rick & Bonnie Reiss, represented by KH Webb Architects
Mountain Haus DRB110083 Warren
Final review of minor exterior alteration (roof ladders)
5/3/2011 Page 3
2 -1 -3
292 E Meadow Drive /Part of Tract B, Block 5, Vail Village Filing 1
Applicant: Mountain Haus Condominium Association, represented by Steve Hawkins
Wagner Residence DRB110089 Rachel
Final review of an addition (deck enclosure)
100 East Meadow Drive Unit 14 (Vail Village Plaza Condominiums) /Lot O, Block 5D, Vail Village Filing 1
Applicant: Karin & Hubert Wagner, represented by Pure Design Studio
VVI LLC DRB110091 Rachel
Final review of an addition (deck enclosure)
100 East Meadow Drive Unit 13 (Vail Village Plaza Condominiums) /Lot O, Block 5D, Vail Village Filing 1
Applicant: VVI LLC, represented by Pure Design Studio
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.
5/3/2011 Page 4
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0 PLANNING AND ENVIRONMENTAL COMMISSION
April 25, 2011
TOWN OF VAI) 1:OOpm
TOWN COUNCIL CHAMBERS / PUBLIC WELCOME
75 S. Frontage Road - Vail, Colorado, 81657
MEMBERS PRESENT MEMBERS ABSENT
Luke Cartin
Pam Hopkins
Michael Kurz
Bill Pierce
Henry Pratt
John Rediker
Tyler Schneidman
30 minutes
1. 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: Recommendation of approval
MOTION: Kurz SECOND: Rediker VOTE: 6 -0 -1 (Hopkins abstained)
Rachel Dimond made a presentation per the Staff memorandum.
Matt Mire, Town Attorney, further explained the proposed regulation amendments and was available for
questions.
Commissioner Pierce clarified which zone districts already include similar enabling regulations today.
Commissioner Kurz clarified that the proposed language allows the Town to impose a fee, but does not
require the Town to impose fees. He is concerned not only about costs to the Town, but also costs being
prohibitive to developers. He does not believe public art is generally a local government concern, but it
may be a legitimate concern on large scale projects.
Matt Mire noted that the Town only has studies addressing fees for housing, transportation, and fire. For
the town to impose a fee in the future for other impacts, the Town would need to produce additional
studies.
Commissioner Kurz noted that fees such as traffic are quantitative, but he is concerned about qualitative
issues such as public art or impacts to schools.
Matt Mire reiterated that these amendments still only allow fees for housing, transportation, and fire, unless
new studies are done.
Commissioner Rediker noted that he does not believe a definition of infrastructure or a list of infrastructure
types of impacts needs to be defined in the proposed ordinance.
Commissioner Pratt asked what property taxes are used for in the Town of Vail. He asked if increased
property taxes from redevelopment mitigated impacts such as fire.
Commissioner Pratt asked if some zone districts should be exempt from future exactions. He also noted
that there is no exemption for redevelopment built within the standards of the existing zone districts.
Page 1
5/3/2011
2 -2 -1
Rachel Dimond noted that this regulation would then only be applicable to special development districts.
Commissioner Pratt noted that the Town granted additional density with one hand, but took away rights
with the other hand.
Commissioner Pierce agreed with Commissioner Pratt's points about redevelopment.
Matt Mire noted that a primary intent of the proposed text protects the Commissioners and Council
Members to work within the scope of their office.
Commissioner Cartin noted concern about granting authority to apply exactions to all districts.
Commissioner Kurz recommended residential districts be exempt.
Rachel Dimond clarified that the proposed text grants authority, but does require exactions to be imposed.
Commissioner Hopkins asked about impacts from residential development on wetlands, steep lots, or
projects that heat their driveways. She also asked about impacts to water quality.
Commissioner Pratt noted concern about allowing the Council or PEC the authority to establish future
impact fees. He is concerned about developers being required to pay for the studies associated with
exactions.
Commissioner Rediker asked for clarification about the timing of exaction studies.
Commissioner Pratt believes the authorities granted and requirements for a study are too open ended. He
believes enabling legislation needs limits.
Commissioner Kurz noted that a proportional connection must be made between the impact and the fee.
Commissioner Pierce identified removing unpredictability from the development review process as a goal
of these regulations. He noted that the specific fee formulas will be developed in the future.
Commissioner Kurz is concerned about the exposure to the Commissioners by the Town Attorney. He
noted that seven Commissioners need to determine if there is a proportional connection.
Commissioner Pierce noted the need for a more standardized exaction process.
Commissioner Kurz believes it will be difficult for a standard that applies to every project scenario, and
each project needs to go through the review process.
Commissioner Rediker noted that the proposed findings are fairly specific when creating a new exaction.
Commissioner Cartin asked about excluding residential districts.
Commissioner Kurz noted that he generally agrees, but is concerned about tying the Town's hands in the
future.
Rachel Dimond clarified that the proposed ordinance does limit the authority to specific zone districts.
Commissioner Pratt noted that this provision addresses some of his concerns.
Page 2
5/3/2011
2 -2 -2
30 minutes
2. 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: Recommendation of approval with modifications
MOTION: Kurz SECOND: Cartin VOTE: 6 -1 -0 (Pratt opposed)
MODIFICATION:
1. The definition of Exchange Employee Housing Unit shall reflect the inclusion of deed restricted
dwelling units.
Rachel Dimond made a presentation per the Staff memorandum.
Nina Timm, Housing Coordinator, further explained the proposed amendments. She identified that the
Housing Authority's recommendation is the text as proposed in the Staff memorandum.
Commissioner Cartin noted that the Town's master plans recommend having EHUs in the Village and
Lionshead core areas. He asked if this proposal would be contrary to those recommendations.
Rachel Dimond noted that some units may move out of the core areas, but Inclusionary Zoning and
Commercial Linkage will provide more units in the future.
Nina Timm identified that the goal of this ordinance is to replace non - occupied EHUs with occupied EHUs.
Commissioner Cartin quoted sections of the Lionshead Redevelopment Master Plan and the Vail Village
Master Plan. He questioned if this contrary to these goals. He agrees that for a single family scenario
owners should have options to eliminate an EHU.
Nina Timm clarified that required housing such as First Chair, Inclusionary Zoning, and Commercial
Linkage EHUs are not eligible for this project.
Commissioner Pierce clarified that other regulations ensure that EHUs will be in the core areas even if this
amendment were to be approved.
Peter Knobel, Real Estate Developer, noted that many owners with EHUs have housekeepers in the units,
so no new employees are housed with EHUs. He also stated that with a mitigation bank, the onus is on the
developer to track surplus housing.
Steve Lindstrom, Vail Local Housing Authority, described the Housing Authority's recommendations. He
specifically addressed the Town's need and ability to use funds and supported a pay -in -lieu option. He
noted that units currently owned by locals will continue to be purchased by second home owners in years
to come. The Authority recommends keeping the process as simple as possible for the owner to
understand and for the Town to administer. If an EHU is only occupied on paper, there is no need to have
the restrictions.
Galen Aasland, homeowner, requested that the Commission modifies the memorandum to reflect the
difference between his deed restricted unit and other EHUs.
Commissioner Rediker asked for clarification about the changes from the last public hearing. He asked
why the staff does not support an EHU bank for these units.
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5/3/2011
2 -2 -3
Nina Timm identified the need for simplicity since these are not required EHUs such as Inclusionary Zoning
or Commercial Linkage. She noted that the proposed exchange will be at the discretion of the EHU owner.
Commissioner Pratt asked if the exchange rates skew the affordability of EHUs if smaller units are
exchanged for larger EHUs.
Nina Timm noted that the livability of units (adequate size) is as much a concern as affordability.
5 minutes
3. 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 Dimond
ACTION: Table to June 13, 2011
MOTION: Kurz SECOND: Pratt VOTE: 7 -0 -0
4. Approval of April 11, 2011 minutes
ACTION: Approved
MOTION: Kurz SECOND: Cartin VOTE: 7 -0 -0
5. Information Update
6. Adjournment
MOTION: Pratt SECOND: Cartin 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 22, 2011 in the Vail Daily.
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TOWN OF VA1 0
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Joint Town of Vail /Town of Avon Discussion and Lunch:
1) U.S. Pro Cycling Challenge
2) Rushworks A/V Equipment, Town of Vail, Avon and Channel 5
3) Economic Development
4) Potential Affordable Housing efforts
5) Regional /Three Mile Land Use Planning Update
6) Regional Water Quality Programs Update
7) I -70 Transportation
8) 2015 Championships; possibly a topic for future luncheon
5/3/2011
}
TOWN OF VAQ
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Town of Vail Guest Services Enhancement Initiative Update and Review of
Phase 1 Scope of Services to Program New Lionshead Transit Welcome Center and to
Inventory and Provide Recommendations on Town of Vail Signage.
PRESENTER(S): Henry Beer and Janet Martin
ACTION REQUESTED OF COUNCIL: The Town Council is being asked to participate in the
Guest Service Enhancement Initiative update by providing comments and suggestions and to
give direction to staff to proceed with Phase I of the enhancement initiative to: 1) program the
guest service space in the Lionshead Transit Welcome Center; and 2) develop a companion
plan to update the Town of Vail wayfinding system for vehicles and pedestrians.
BACKGROUND: The purpose of this session is to review the status of the Town of Vail Guest
Service Enhancement Initiative, including an overview of initial concepts proposed by the
town's consulting team represented by CommArts /Stantec. While discussions continue on the
possible use of Conference Center Funds for expansion of the visitor center in Vail Village, an
immediate and simultaneous focus of the Guest Service Enhancement Initiative is the
opportunity to program the new Lionshead Transit Welcome Center in a way that begins to set
the tone for the entire guest experience. This includes exhibits, technology content, hours of
operation, etc. Visibility and pedestrian /vehicular access to the new Welcome Center will also
be critical components, as well as determining the future role of the current Lionshead Visitor
Center located on the frontage road. A review of the scope of work proposed by the staff and
CommArts for Phase I of the Guest Service Enhancement Initiative is included in the
discussion.
ATTACHMENTS:
Guest Service Enhancement Memorandum
Attachment A Overview of Initial Concepts for TOV Guest Enhancement Initiative
Attachment B Vail Welcome Center Concept
Attachment C Scope of Services, Re: Lionshead Transit Welcome Center Programming
Attachment D Scope of Services, Re: TOV Signage Inventory and Recommendations
Attachment E CommArts Firm Description, Related Projects, Client Lists
5/3/2011
0
TOWN OF VAIL
Memorandum
TO: Vail Town Council
FROM: Suzanne Silverthorn, Community Information Officer
DATE: May 3, 2011
SUBJECT: Town of Vail Guest Service Enhancement Initiative Update and Review of
Phase 1 Scope of Services to Program New Lionshead Transit Welcome Center
and to Inventory and Provide Recommendations on Town of Vail Signage
I. SUMMARY
The purpose of this agenda item is to review the status of the Town of Vail Guest
Service Enhancement Initiative, including an overview of initial concepts proposed by
the town's consulting team represented by CommArts /Stantec. While discussions
continue on the possible use of Conference Center Funds for expansion of the visitor
center in Vail Village, an immediate and simultaneous focus of the Guest Service
Enhancement Initiative is the opportunity to program the new Lionshead Transit
Welcome Center in a way that begins to set the tone for the entire guest experience.
This includes exhibits, technology content, hours of operation, etc. Visibility and
pedestrian /vehicular access to the new Welcome Center will also be critical
components, as well as the future role of the existing Lionshead Visitor Center located
on the frontage road. A review of the scope of work proposed by the staff and
CommArts for Phase I of the Guest Service Enhancement Initiative is included in the
discussion.
II. BACKGROUND
In 2010 the Vail Town Council identified improved guest service as a top priority to
complement the completion of Vail's renaissance. A guest service focus can provide a
major area of differentiation for Vail in an increasingly competitive marketplace, both
national and international. It also provides the potential for improved market share and
brand loyalty in both summer and winter. To that end, a far - reaching and
comprehensive effort to expand the quality and integration of services to enhance the
guest experience in all seasons was initiated by the town. A competitive process to
solicit proposals from resort experts from across the country was announced in October
2010 and resulted in 8 submittals. The proposals were reviewed by an advisory panel
with representation from the Town Council (Kerry Donovan and Susie Tjossem), town
staff (Suzanne Silverthorn, Ron Braden, Greg Hall, Kelli McDonald, John Power and
Todd Oppenheimer) and Vail Resorts (Jeff Babb and Adam Sutner). Following
interviews with four finalists, the advisory panel selected the team of
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CommArts /ClarityGroup /BBC Research & Consulting in January 2011 to assist the town
with the following areas of focus:
• Guidance in the evaluation, selection and implementation of technology and
communications services to address guest needs in advance of, during and
after their visits.
• Physical improvements to potentially include signage and other wayfinding
systems, information centers, parking enhancements and vehicular drop -off
improvements, etc.
• Human resources management including best practices in guest service
training, communications, and resource /manpower needs to support the
identified systems and programs.
• Improve ability for information center staff and other areas of guest contact to
increase economic impacts by connecting guests with comprehensive info on
lodging, retail, dining and activities — at their fingertips.
• An ability to provide guidance on the economic return on enhanced guest
services including initial estimates of cost /benefit as well as measures of
results over time.
After selection of the CommArts team in January, a meeting was convened with the
advisory panel in February to discuss preliminary outcomes and measurements for the
Guest Service Enhancement Initiative. The CommArts team was then tasked to develop
a descriptive overview of initial concepts for the initiative with recommendations for
phased actions and implementation as funding allows. In preparing the concept
overview (see Attachment A), CommArts was also asked to identify potential alignment
in its recommendations with criteria established for use of the Conference Center
Funding. The alignment is represented in the Vail Welcome Center concept (see
Attachment B). Note. Development of the concepts contained in the two attachments
was funded by a $7, 000 supplemental appropriation to the budget approved by the
Town Council.
III. GUEST SERVICE ENHANCEMENT PHASE I
Following preparation of the initial concepts by CommArts as outlined above, staff
recommends authorization of a Phase I work plan to address two elements:
1. Program the guest service space in the Lionshead Transit Welcome Center to
include recommendations for the future role of the existing Lionshead Visitor
Center on the Frontage Road.
2. Develop a companion plan to update the Town of Vail signage /wayfinding
system for vehicles and pedestrians.
With construction of the Lionshead Transit Welcome Center underway and completion
scheduled for mid - December of this year, there is an immediate need to work with the
business community to determine how the 400 square foot visitor information space will
Town of Vail Page 2
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4 -1 -2
be programmed. Choices will need to be made regarding content, scale, emphasis, etc.
The operational status of the existing visitor center also needs to be included in the
discussions. Additionally, a wayfinding system to direct vehicles and pedestrians to the
new building will be essential in its operational success. Wayfinding updates throughout
the town are also needed to incorporate additional public amenities, including parking
and restrooms, which have been added as a result of the recent redevelopment.
A scope of work for the Lionshead Transit Welcome Center programming is included as
Attachment C, as well as a scope of work for an inventory and related recommendations
to update the Town of Vail wayfinding system in Attachment D. There is currently
$75,000 budgeted within the Capital Projects Fund for Guest Services Enhancement
planning. Now that the program is more clearly defined, the Finance department
recommends budgeting a portion of those dollars into General Fund operating for
proper accounting. Specifically, it is recommended that the $27,000 for the Lionshead
Transit Welcome Center programming phase be paid out of the General Fund. This
budgetary change will be presented to Council with the next supplemental in June. In
addition, the Finance department recommends consideration of a supplemental
appropriation in the Vail Reinvestment Authority budget for the design
development/fabrication coordination phase of this work totaling approximately $38,000.
Lastly, the $10,000 estimate for the Town of Vail signage work is recommended to be
funded from the existing 2011 Capital Projects Fund with implementation costs to be
presented during the 2012 budget process.
IV. ACTION REQUESTED OF COUNCIL
The Town Council is being asked to participate in the Guest Service Enhancement
Initiative update by providing comments and suggestions and to give direction to staff to
proceed with Phase I of the enhancement initiative to: 1) program the guest service
space in the Lionshead Transit Welcome Center; and 2) develop a companion plan to
update the Town of Vail wayfinding system for vehicles and pedestrians.
V. ATTACHMENTS
A. Overview of Initial Concepts for Town of Vail Guest Enhancement Initiative
B. Vail Welcome Center Concept
C. Scope of Services, Re: Lionshead Transit Welcome Center Programming
D. Scope of Services, Re: Town of Vail Signage Inventory and
Recommendations
E. CommArts Firm Description, Related Projects, Client List
Town of Vail Page 3
5/3/2011
4 -1 -3
Stantec
commarts
March 16, 2011
TOWN OF VAIL GUEST ENHANCEMENT EXPERIENCE INITIATIVE
Statement of Purpose
Initial concepts for a Guest Enhancement Experience Initiative have been generated by the
CommArts /Stantec team for the Town of Vail. The creative effort culminated in a work session
with representatives from the Town of Vail and Vail Resorts on February 1, 2011 and the
generation of this outline of anticipated benefits and order -of- magnitude costs. The Guest
Experience Initiative presents the opportunity for creating a Master Vision for the overall
visitor /guest experience in Vail that can be implemented in budgeted phases, with a specific
focus on the new Visitor's Centers in Lionshead and Vail Village. Appropriate to Vail's world -class
status, a mix of aspirational and practical improvements will be considered, with an eye toward
the approaching milestones of the Fiftieth Anniversary of Vail (2012) and the World Alpine Ski
Championships in 2015 when Vail will receive increased international attention and media
exposure.
Why Now?
Vail's economic foundation is the value visitors place on spending time here. Every time a guest
chooses to pull off the highway, travel on a ski vacation, or buy a second home, they are
expressing judgment on the Vail experience. Thus far, Vail's offer has been very well received.
By many measures, Vail is the most successful resort in the Rocky Mountains and Vail has
weathered the economic downturn better than most of its competition. Visitor surveys suggest
a high degree of brand loyalty and very high levels of satisfaction with the Vail experience. If Vail
has a weakness, it is in the reaction of some new visitors who find the town confusing and
unwelcoming.
This proposal suggests that the Vail community should consider, as one of its post Renaissance
initiatives, a renewal and reinvestment in the service experiences that ultimately connect the
visitor and the community. Regardless of the direction of the broader economy, or whether the
community is riding an economic rebound or fighting for market share, the kinds of investments
suggested here can improve the Vail experience for all guests and further set Vail apart from its
competition.
The economic justification for this program is straight forward — a more accessible community
and a differentiated town experience will reinforce the most basic visitor characteristics that
establish community prosperity:
• Increased visitation in all seasons
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• Extended visitor stays
• Improved press
• Better word -of -mouth
A better informed and comfortable visitor will mean:
• Increased hospitality, retail, food and beverage revenues
• Increased attendance /revenue at events and special programs
• Increased guest loyalty
Over the past decade, the Vail community, including the town, the resort and a host of private
businesses and developers, has expanded, refined and improved Vail's offerings. Vail
undoubtedly has the largest, newest and most diverse portfolio of visitor attractions and
amenities in the Rocky Mountain West. The service investments suggested here represents the
so twore that supports the myriad of hardware investments that this town and resort have
collectively built over the past 50 years.
The Guest /Visitor Interaction
In order to better understand the complete visitor experience, the CommArts /Stantec team
generated the attached diagram (Exhibit A), which illustrates all the touch points where the
guest interacts with the Town of Vail and Vail Resorts. (It's important to remember thatmost
guests do not make a distinction between the two entities —it's all Vail to them).
There are two significant initiatives that are imbedded in the attached GUEST /VISITOR
INTERACTION TRAJECTORY diagram:
• The need to improve and coordinate the marketing and outreach efforts of all entities
that are in service to the guest experience; improve the actual, physical experience and
better coordinate the "communications portal" that opens the door to the guest
experience.
• A robust and comprehensive data gathering /mining strategy for the purpose of creating
information -rich guest profiles. We must make concrete the notion of our various
guest /visitor groups -how their needs differ and where they are shared. These profiles are
a critical building block in all subsequent guest initiative investments.
Ideas for Guest Enhancement
A description of some of the major elements shown on the Guest /Visitor Interaction Trajectory
Diagram is included below:
1) VAIL WELCOME CENTERS, "STOPS" & LOUNGES
Locations: Vail Village and Lionshead
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Ease of access, visibility, attractiveness, great staff and compelling content are critical
considerations. These are truly welcoming hubs that embody the best qualities of Vail
and exceed guest expectations. Beyond providing information, these centers can
function as a gathering place for beginning the Vail Adventure.
The Vail Village and Lionshead Visitor Centers are envisioned as highly visible and
accessible beacons for visitors and community alike. They will showcase the energy,
content and flexibility of multi -media technology, and will be staffed with trained,
knowledgeable and enthusiastic "ambassadors ". It is anticipated these locations will be
centers for gaining all types of information — lodging, parking, dining, retail and
recreation —and will reduce some of the "barriers of entry" to the Vail Experience. They
will be designed to be both high tech and high touch. Facilities include sparkling clean
bathrooms, large maps, a comfortable lounge area, refreshments, information,
brochures and one -on -one concierge advice and guidance, as determined by available
space - Vail's past, present and future can be showcased with a goal of presenting visual
information in both digital and analog forms. The Vail Village Welcome Center could also
share space with the Colorado Ski Museum, or feature Vail- centered exhibits from the
museum.
The programming of this space will be of utmost importance, and will need to optimize
content that already exists and can be repurposed for different kinds of media
interaction. The Visitor Centers may also serve as community meeting spaces that
residents can use as well for evening meetings.
The Welcome Centers will be able to provide specific, focused information —Where To,
How To, When To? What's Happening Today? Information can be Personalized,
Customized, Incentivized. For instance, incentive offers could be made to visitors or
guests... "If you keep a journal or blog and share it with us at the end of your trip we
will..." The incentive could take the form of special offers /discounts, with the added
benefit of a strong, qualitative connection to the customer. We want to turn these
guests into a Vail "Expert ". The object is to convert guests at the beginning of the visit
into Mavens and Experts. We want to demonstrate our interest in them, their hopes,
dreams and experiences. And, we want to reward them for sharing them with us.
Potentially, there is also the opportunity to install adjunct Mobile Welcome Centers that
may be located in interim available locations adjacent to key Park n'Rides along the I -70
corridor. These could be distinctive, temporary structures or cool Air - Stream trailers/
modified RV's that carry the Vail welcome message in form and tone.
Another idea is to create Vail Visitor Lounges at the DIA and Eagle Airports. Again, these
are extensions of the Welcome Center idea, but reach the visitor at an even earlier stage
in their journey.
2) VAIL "GET IT TOGETHER" CONFERENCE
Create a fun, "quick" conference series for everyone in Vail that in any way intersects
the guest or visitor to celebrate the importance of the guest in Vail's future. Speakers,
courses, podcasts, training, workshops, role playing etc, would be part of this
curriculum. This is where we create the Ask A Stranger program...
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3) CREATE AVAIL COMMUNICATIONS PORTAL
A web - based, seamless, comprehensive and frictionless way to get all the information
one needs to ensure the optimal Vail visit. The tagline could be "Avail Yourself... ". One
thought is the site is useable for free for a certain level of access, and with a charge to
retain a virtual on -line personal guide, planner and concierge. By inputting all your
metrics (which TOV then captures) we can direct you to customized itineraries and
content.
This network /portal may involve the creation of custom software, apps, redesign of
interactivity, setting up new data sorting and analysis, engagement of web intelligence
services, etc. It will be important to understand what tools are currently available, what
can be modified, and what needs to be created. Costs of this communications portal
architecture would be distributed among participants
4) WAYFINDING, SPECIAL EVENT GRAPHICS, PAGEANTRY & INFO HOTSPOTS
In order to fulfill the requirement to better inform the guest at point of arrival, an
ancillary wayfinding system must be designed and implemented that complements
elements that are already in place. A comprehensive inventory of signage elements will
need to be accomplished, and the important points of information and orientation need
to be highlighted. A hierarchy of signage and wayfinding additions will be phased in
over time. Key components would include new digital interactive directories and new
posting kiosks for accessing qualitative and quantitative information.
Pageantry elements that can herald special events should be deployed along the
Frontage Road and visible from I -70 are important tools for attracting impulse visitation.
Working with CDOT, the pedestrian bridge may be another opportunity to create more
presence for Vail on I -70.
Electronic information posts and "old school" kiosks strategically placed in the Village
can - provide another layer of more spontaneous, informal communication related to
local events. These strategic info posts also add a more lively and ad hoc quality to what
can become an over - managed and therefore artificial public realm. This is a balance
between instant, updateable information and hand - crafted messages.
5) TRANSIT STOP ENHANCEMENTS /BUS CARD PROGRAM
As our guests rely on the in -town transit services, this is an important touch point.
Additional information, wayfinding and RF enabled or tag readers will be a part of the
program. This could include listening posts and instant audio tours, such as Broadcastr.
Using this technology, we could record Vail stories, and peg them to specific locations.
Intensified use of the interior bus card program could also promote and encourage
attendance at special events or new venues. This is essentially an ad campaign that
exposes and educates the visitor to all the experience and wayfinding resources that are
now at their disposal.
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6) R.A.K. PROGRAM
The Random Acts of Kindness program encompasses ideas like Operation Squeegee —or
small, unexpected things that enhance the arrival and departure experience for the
Guest and make it memorable. Other Random Acts of Kindness could include:
*Serving refreshments – coffee, hot chocolate, cider, water, cookies, etc.
*Comp lift tickets
*A smile and a compliment
*A coupon for a beer at Pepi's /Red Lion
*Lunch on the mountain
*Retail /restaurant promotions
*Ski locker usage
*Vail Swag
7) SPONSORSHIP /CO- BRANDING OPPORTUNITIES
The singularity of Vail, its brand and its appeal to an attractive, affluent catchment,
makes it a prime candidate for sponsorship and co- branding opportunities. Many of the
outline initiatives are critical to enhancing the guest experience and may be costly, both
in terms of initial investment and with regard to on -going maintenance.
Using the long - standing Volvo Partnership with the Town of Vail as a model, we believe
that there are additional brands who would very much want to affiliate themselves with
Vail, the Welcome Centers or the environmental graphics program, all of which are
excellent venues where a brand or sponsor co- presence could be integrated with the
functional and aesthetic requirements of these components.
OPINION OF PROBABLE COSTS
A spreadsheet detailing the "Hardware vs Software" potential costs of this program is attached.
The spreadsheet details three phases of design and implementation:
Phase I – 2011 -2013
Phase 11 – 2013 – 2015
Phase 11 – 2015 – 2017
At the current conceptual level it is difficult to accurately allocate all of the specific costs for the
physical components of the Guest Enhancement Program. Estimating the recommendations
related to a consolidated web presence, data mining, information aggregation, fiber optics
communication lines and the like are similarly challenging. This will be a joint venture among all
those who have a stake in a functional, user - friendly and information rich environment. It is
assumed that the costs for this initiative will be divided equitably among the
stakeholder /participants.
These preliminary cost figures below do not constitute estimates or bids, and are put forward as
an opinion of costs based on previous experience. Note: Neither Stantec /CommArts nor BBC
Research guarantees or in any way warrants the accuracy of these figures.
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Conclusion
The Town of Vail Guest Enhancement Experience Initiative offers an opportunity to reach Vail's
guests in new, improved and unexpected ways— taking advantage of the significant changes in
technology, upgrading the pedestrian wayfinding environment, and most of all, creating
Welcome Centers that listen to, and anticipate their every need. This is what is expected by the
Vail aficionado, and what is demanded by the world traveler. It is a chance to re- imagine the
Vail dream for the next 50 years.
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Town of Vail Guest Enhancement Experience Initiative - Preliminary Estimates
Phase I 2011 -2013
Preliminary Estimates
Hard Costs
Vail Village Welcome
Center
Exhibitry, Lighting,
Furniture, 1,350,000
Accessories, Display Technology
(Interactive Term inals /Flatscreens)
Fiber Optics Communication Line Upgrades
and Equipment for
Lionshead 82,000
Fiber Optics Communication Line Upgrades 66,000
and Equipment for Vail Village
Total Hard Costs - Phase 1 1,498,000
SoftCosts
Design /Programming for LH and VV 175,000
Total Soft Costs - Phase 1 175,000
TOTAL ESTIMATED COSTS - PHASE 1 1.673.000
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Phase II 2013 -2015
Hard Costs Preliminary Estimates
Banners /Pageantry at Vail Entry /1 -70 72,000
assumes use of existing stanchions
Signage /Wayfinding 325,000
4 interactive directories
new wayfinding system
Transit Stop
Enhancements 50
Mobile Welcome RV /Airstream (1) 250,000
Bus Cards /Media 50,000
RAK Program 25,000
Total Hard Costs - Phase II 772,000
Soft
Costs
Banner Design
2 sets - winter & summer 15,000
Bus Card Program Design 15,000
Signage /RV /Transit Design 85,000
Design /Coord. For Phase II Elements 50,000
Total Soft Costs - Phase II 165,000
TOTAL ESTIMATED COSTS - PHASE II 937,000
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Phase III 2015 -2017
Preliminary Estimates
Hard Costs
Mobile Welcome RV /Airstream (1) 250,000
Signage /Wayfinding 225,000
Bus Cards /Media 50,000
RAK Program 25,000
Total Hardware - Phase III 550,000
Soft
Costs
Signage Design 50,000
Design /Coord. For Phase III Elements 50,000
Total Software - Phase III 100,000
TOTAL EST. COSTS - PHASE III 650,000
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VAIL WELCOME CENTER
Town of Vail Guest Enhancement Experience Initiative
A remodel, expansion and reprogramming of the current Visitor Information Center in
Vail Village is the centerpiece of the Town of Vail's new Guest Service Enhancement
Initiative which involves a series of post Renaissance improvements that will build upon
the Vail experience to set Vail apart from its competition. The Welcome Center is
included in a master vision developed by CommArts, a team of experts hired by the town
in collaboration with Vail Resorts. The Welcome Center facility and its state of the art
programming represent the first phase of a multi - phased initiative to coincide with Vail's
50 anniversary and the 2015 World Alpine Ski Championships. The estimated cost of
the Vail Welcome Center expansion and improved programming is $4.8 million.
As proposed, the Vail Welcome Center expansion would add nearly 3,000 square feet to
the center's existing footprint of 1,500 square feet on the top deck of the Vail Village
Transportation Center to accommodate the full presence of visitor services offered by
the Town of Vail, Vail Resorts, U.S. Forest Service and other partners. This full- service
clearinghouse isn't currently available to Vail's guests and results in the inability for
those new to Vail to receive information in a comprehensive, one -stop shop format. This
approach allows the guest to spend less time planning and more time doing. A super
enhanced communications program would be a component of the enlarged Welcome
Center, while the soon to be constructed transit welcome center in LionsHead would
serve as a satellite.
The Vail Welcome Center would function as a "Home Page" for the built environment, or
portal that uses a combination of technology, personal assistance, exhibits and
interactive multimedia displays to enhance the visitor experience by providing immediate
access to the many offerings and activities available. The character of the Welcome
Center building and the content would communicate the history and traditions of the
town as well as characterizing life in Vail as an intellectual, active and evolving
adventure. The intent is to generate enthusiasm and anticipation for what the resort
offers and to better integrate the presence of the adjoining Colorado Ski & Snowboard
Museum into the overall guest experience.
The existing Visitor Information Centers in Vail Village and LionsHead engage
approximately 81,500 guests and directly generate about 1,000 new room - nights worth
$225,000 per year. Of equal importance, the Visitor Centers send guests into the
community more knowledgeable about what Vail has to offer, and better equipped to
uncover the lodging, restaurants, retail or personal experiences they hope to find.
Generating well informed, comfortable and relaxed visitors is one of the center's primary
goals.
The new Welcome Center could do this even more effectively. It would be the first
opportunity to engage new guests and tangibly express Vail's "brand." The building's
access, design, interiors, content, technology and information must set a World Class
standard. The spirit of the experience would be similar to visitor centers operated by the
National Park Service, including the new Old Faithful Visitor Center in Yellowstone,
which reaches out to visitors using a variety of contemporary communication media.
Prominent restroom facilities and space for visitor presentations are envisioned in the
Vail facility. In addition, the existing two -story tower would be refaced in glass around the
existing structural frame to serve as a beacon to draw visitors to the Welcome Center.
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A more visible, functional and attractive Welcome Center as conceived by GPSL
Architects, which has provided some complimentary design services, will be more
effective in drawing visitors off the highway as well as providing services and facilities to
day visitors and overnight guests who are already in Vail. BBC Research & Consulting
estimates that a new Welcome Center could increase current center use by 50 percent
and would generate net new lodging and associated retail sales of over $590,000 per
year.
The Welcome Center presents the town with the opportunity to engage and delight the
first time visitor. Infrequent or spontaneous guests can also become fully informed as to
the variety, quality and depth of experiences the town offers. The economic justification
is a differentiated resort experience that will reinforce the most basic visitor
characteristics that establish community prosperity with increased visitation in all
seasons and extended visitor stays.
Welcome Center Visitor and Community Benefits:
The proposed Welcome Center expansion would meet the Conference Center
Reallocation review criteria established by the Town Council in the following manner:
Potential to increase occupancy
• Increased visibility from Interstate 70 to draw visitors into town and better serve
existing guests.
• Visitation to facility increases by 50 percent with corresponding increases in
lodging and retail sales.
Potential for sales tax growth as a result of the investment
• BBC analysis anticipates $590,000 of net new annual economic benefit and
$23,600 of annual town sales tax receipts.
• The Colorado Ski and Snowboard Museum is a year -round tourist attraction with
100,000 (and growing) annual visitors. Having connectivity and increased
visibility for the museum in the expanded facility will result in an increase in
Culture /Heritage Tourism. For example, in one year, direct and indirect
expenditures by heritage tourists in Colorado reached $3.1 billion according to
Longwoods International and the Colorado Tourism Organization.
Ability to enhance the experience for those who live, work and play in Vail
• More inviting and richer point of arrival for Vail Village with views into the Village
and Vail Mountain.
• New short term parking pull -out on Frontage Road for access to facility
without need to find and enter Vail parking structure.
• High Tech /High Touch Welcome Center with multimedia and conventional
displays showing the diversity of Vail activities year- round.
• One stop for information, directions and reservations via informed personnel,
kiosks and concierge services promoting Vail lodging, restaurants, retail
opportunities and activities.
• Flexible gallery space suitable for event registration, small presentations,
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receptions, special events, etc.
• Accessible and well appointed public family restrooms.
• Increased floor area with gallery space focusing on Vail's heritage, culture and
founders. The museum's growing number of participants in its tours, presentation
and field trips is proof of its importance to the community as both an education
and entertainment venue.
• Internal elevator connection to Colorado Ski and Snowboard Museum provides
improved circulation and integration (this was in the original building plan).
There could be future opportunities to expand and /or enhance the amenity
• The proposed project does not limit the ability for future expansion or
enhancement. A possible expansion to the south is feasible, although parking
circulation would be impacted.
Project can be realistically accomplished, including financial feasibility and can
meet such requirements as zoning and parking, etc.
• Expansion of existing town facility allows for efficient construction, project
management and decision making under current zoning with PEC review.
Parking requirements could be waived with appropriate management plan.
• Financially feasible due to return on investment.
• Minimize costs of construction by modifying the existing structure.
• 3x the size of the existing building, all on one level, means more room for kiosks,
displays, exhibitions, etc.
• Accessible location with no impact on parking or pedestrian movement
• Architecture and interior content draw from Vail's heritage while looking forward
in modern, compelling ways.
• All functions easily accessible to the elderly, families with strollers and the
handicapped.
Ability to leverage other funding sources
• Possible corporate sponsorship opportunities for facility construction and /or
programming.
• Capital and construction grant could be applied through the Gates or El Pomar
Foundation to cover some of the museum components.
Measurable return on investment
• Generates net annual new Vail business revenues of over $590,000 per year.
Plan for ongoing operational costs to be funded
• Estimated $46,500 in additional annual maintenance and utility costs ($4,500
elevator maintenance, $12,000 utilities, $30,000 cleaning), currently unfunded.
• Staffing of Welcome Center is currently budgeted as an ongoing expense.
• Possible staffing efficiencies could be gained due to integration of Colorado Ski &
Snowboard Museum.
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Vail Welcome Center Preliminary Budget Estimates
Hard Costs
4,500 sf. @ 450 psf 2,025,000
3,000 sf. Welcome Center
1,500 sf. Presentation /Multimedia theater space,
120 person capacity
Exhibitry, lighting, furniture, accessories, 1,350,000
display technology (interactive, term inals /flatscreens)
Vehicle Pull -out 200,000*
Modifications to frontage road exit tower, air intake towers, 150,000*
trash enclosure
Fiber optics communication line upgrade /communications 53,000
equipment
Total Hard Costs 3,777,800
Soft Costs
Design Fees 190,000
Design /Programming for "Home Page" portal 150,000
Vail Network/Communications portal 13,000
Construction management (6 %) 227,000
Total Soft Costs 730,000
Subtotal Hard & Soft costs 4,358,000
Contingency (10% of total) 435,800
Total Estimated Costs 4,793,800
Proposed conference center fund funding: $3.5 million with $1.3 million unfunded
($566,000 possibly from capital project funds)
*Candidates for funding within the Town of Vail Capital Projects Budget
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C@ commarts
April 27, 2011
Ms. Suzanne Silverthorn
Community Information Officer
Town Manager's Office
Town of Vail
75 S. Frontage Road
Vail, CO 81657
Re: Lionshead Transit Welcome Center Programming Phase
Dear Suzanne,
Pursuant to our conversations about the Lionshead Transit Welcome Center programming phase, we
have prepared a proposal outlining our understanding of the scope and process approach. This work
follows on the heels of the March Guest Enhancement Initiative outline and will be based on the
approved January, 2011 architectural concept package produced by 4240 Architects.
The newly constructed Lionshead Welcome Center will play an important part in setting the tone for the
entire Vail guest experience. We would anticipate that the "kit of parts" (identification, edited
technology content, flatscreens, maps, exhibits, furnishings, etc.) developed for Lionshead could also
be used in the Vail Village Welcome Center, and modified as appropriate. Our assumptions for the
Mission, Purpose, Outcomes and participative Design Process are listed below.
Mission
• Create a hospitable, comfortable and welcoming facility for visitors
• Provide comprehensive, useful and current activity ideas and information for the first -time and
returning visitor
• Visitor should leave with a clear understanding of all that is available to see and do in Vail
• Enhance the financial and economic benefit to the town gained from having an information
center that can electronically connect the visitor to lodging, restaurants, shops and activities and
assist with bookings— shortening the decision /action loop.
Purpose
• Extend the visitors' "dwell time" in the community, which will in turn support local businesses,
cultural and civic events
• Promote Vail as an exciting, fun, user friendly destination with lots of compelling choices
• Deliver the promise of a world -class resort experience — effortless, satisfying and memorable
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Desired Outcomes
• Here are some of the quotes we'd like to hear at the completion of the project:
"1 had no idea there's so much to do and see right here in Vail —let's stay another day."
"Now 1 know all about Vail."
"Everyone seems so helpful and friendly."
"Let's head over to the Welcome Center and plan our day."
"1 could really get used to the way this place feels —Vail is better than ever."
"Sales tax revenues are up 10% over last year."
Scope Outline
The Town of Vail as Client occupies the lead role in determining the focus, subject matter and
prioritization of the content for all the elements that will comprise the presentation materials in the
Lionshead Transit Welcome Center.
Further, it is assumed that prior to beginning programming and design, the content will have been
vetted with and approved by all appropriate stakeholders. Pursuant to that and in an attempt to clarify
what CommArts might expect from the Client, we are providing this Process Outline to assist the Client's
representative in initiating the work that will need to be carried out prior to beginning the design effort.
1.0 PROGRAMMING PHASE
1. Identify the Client -side Contact Person
This estimate assumes that Suzanne Silverthorn will serve as our primary Client contact, and will
act as the clearinghouse for content, questions, additional information and scheduling. Janet
Martin will serve as the day -to -day contact for the CommArts team. Henry Beer will be the
Design Principal.
2. Identify or Appoint a Stakeholder /Participant Advisory Group
There are a large number of "voices" that will need to be heard in the initial stages of the effort.
We would suggest creating a small (4 -6 person) Welcome Center Advisory Group representing
the various interests /categories of services to ensure efficient and clear communication and
decision - making. We have assumed that Suzanne Silverthorn will assemble this group of
representative stakeholders.
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3. Define and Delineate Content /Geographic Boundaries /Location
Answer these questions:
* What editorial /exhibit content currently exists? Who owns it? How accessible is it?
What are the content formats?
* What is the geographic "reach" of the content? How far out from town will the content
and exhibits extend? Is this primarily Lionshead /Town of Vail?
* What is the current and future status /role of the existing Lionshead Visitor Center on
the Frontage Road? How do we handle interim /construction status? Do we have
satellite locations — with different messages? How can we be most efficient with our
messages /guest outreach?
We will also want to meet with Ron Braden to begin coordination and alignment of the existing
technology platform, planned upgrades and available content. This estimate assumes that
CommArts will utilize and edit existing TOV /VLMDAC /VRD /VR materials to create the storyline.
4. Visitor Research/ Visitor Profiles
The facility's content can be best targeted with an accurate understanding of who will be
walking through the doors of the Lionshead Transit Welcome Center. The work that the Town of
Vail and our group have done to date begins to inform the process, with the addition of an on-
site meeting with Bobby Bank and current Visitor Center staff. Their perceptions /observations
will be essential in understanding what refinements in message, content and amenities are
desired. It would be prudent to review this material and ratify the relative ranking of
importance related to our guest /visitor demographic, geographic, activities and interests
profiles.
5. Define and Delineate Areas of Content Focus
Choices need to be made regarding which in -town attractions and activities, cultural,
environmental, retail, hospitality, etc. will be included. The Advisory
Group and the Town will be charged with making these determinations, in coordination with the
current and future role of the existing Lionshead Visitor Center on the Frontage Road.
A caution here will be "information overload." If the intent is to create a restful and clear place
to catch one's breath and puzzle through options, we need to guard against walking into a room
crammed with competing information from every corner.
This content then must be prioritized in order for the design team to begin thinking about scale,
adjacencies, emphasis and location.
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6. Proiect Initiation Session
CommArts would attend a plenary session in Vail to discuss and initiate all of the items above
the purpose of which is to answer any additional questions, discuss other possible requirements
and generally assist the client in organizing their efforts. This would, as a matter of course,
include some brainstorming about the techniques, material and design strategies that could be
brought into service to achieve the desired outcome.
Following this session CommArts would summarize the conclusions and decisions, submit them
for approval made in the meeting and initiate the programming design effort.
7. Design Programming for Lionshead Transit Welcome Center
Based on the input received above, CommArts /Stantec will prepare a programming and
planning diagram and conceptual design ideas for all the welcome center activities and functions
housed at the Lionshead facility. This effort includes one meeting in Vail to present the
programmatic elements and receive Client input and feedback for the next phase of work.
2.0 DESIGN DEVELOPMENT /IMPLEMENTATION PHASE
At the completion of the programming phase, the client will have an understanding of the uses
for the space and ideas for presenting information —be it dynamic or static, variable media,
interpretive /informational panels, photographs, exhibits, visitor protocol, maps, reservation
hotlines, brochures, etc. Programming will also yield a very broad range of potential preliminary
cost allowances. At the end of Programming, Client will be able to determine which items will
be selected for design development. Design development may include such items as content
coordination and editing, interior design, graphic design, signage design and coordination with
client and vendors to ensure that entire scheme works to deliver the desired message to guest.
Specific design development and implementation tasks will be spelled out at the end of the
programming phase for client review and approval. Estimates for this phase are provided for
conceptual budget planning purposes only.
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Fee Estimate
1.0 Programming Phase
Professional Fixed Fee Estimate $26,175
Reimbursable Expense Allowance 825
Total Fixed Fee Estimate for Programming 27 000
2.0 Design Development /Fabrication Coordination
Professional Fee Allowance $30,000 - $35,000
Fixed Fee Estimate can be provided at the
Completion of Programming Phase
Reimbursable Expense Allowance $2,500 - $3,000
Total Allowance for DD /Coordination 932,500 - 538.000
Please note that fabrication and printing costs are not included in this proposal, and will be negotiated
directly by client, without markup.
Proposed Schedule
Date Task Responsibility
Week of May 9 Identify Stakeholder Advisory Group SS /JM
Week of May 16 Meet with Ron Braden, Bobby Bank, Greg Hall SS /JM
Week of June 6 Convene Advisory Group for Brainstorming/
Desired Outcomes Session in Vail TOV /CommArts
Week of June 13 Submit written notes from session for
Comment and approval JM /CommArts
Week of June 20 Approval of Programming Outline /Priorities SS /TOV /Advisory Group
Week of June 20 —
July 11 Programming Design Phase CommArts
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Week of July 18 Meeting to Present Programming Phase
To Advisory Group TOV /AG /CommArts
Week of July 25 Refinements to Programming Package CommArts
Week of August 1 Meeting to Discuss Elements to be
Developed /Next Steps SS /JM
August /September Design Development /Design Intent Drawings CommArts
October /November Bidding /Fabrication /Production CommArts
December 1 -15 Installation — Complete by 12/15/11 Various
Total Estimated Time for Programming is twelve (12) weeks, which is generous and includes allowances
for holidays and vacation time during the summer which makes scheduling meetings a little more
challenging. If needed, CommArts can compress this schedule further.
Suzanne, we look forward to working with you on this project, and appreciate the opportunity to submit
this proposal. Please call me with any questions you may have.
Sincerely,
Janet Martin
Principal
\J M
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C@P) commarts
April 27, 2011
Ms. Suzanne Silverthorn
Community Information Officer
Town Manager's Office
Town of Vail
75 S. Frontage Road
Vail, CO 81657
Re: Town of Vail Signage Inventory /Recommendations Study
Dear Suzanne,
As a part of the Guest Service Enhancement Initiative, we have been asked to submit an estimate for an
initial inventory and recommendations study of the Town of Vail signage and wayfinding programs. We
would propose the following approach:
1) CommArts team would meet with Suzanne Silverthorne, Greg Hall and others as appropriate to
understand their evaluation of "hot spots" for information /navigation improvement, (what
works /what doesn't) as well as spend a full -day in Vail /Lionshead to walk the town, photograph
the existing conditions and produce a rough location map. Prior to this meeting, the team will
familiarize themselves with the previous study prepared by Corbin Design in the late '90's.
2) As part of the on -site evaluation, the CommArts team will also identify signs /conditions which
are confusing, redundant, "inappropriate" with the Vail brand, not applicable, of poor quality,
placement or design and recommend signs for removal and elimination. The idea is to
streamline the system and remove the visual clutter that accrues over time.
3) This assignment is geared toward recommending improvements and enhancements to the
existing signage program, and looking for opportunities to phase in new methods of
communicating with the visitor.
4) Based on this full -day on -site evaluation, CommArts team will produce an initial
recommendations report outlining ideas and opportunities to improve and enrich the
wayfinding experience for the Vail visitor. Areas of focus will include a re- enactment of the first -
time visitor encounter and focus on:
• 1 -70 Signage
• Vail /Lionshead Entrance Signage
• Parking on Frontage Road
• Parking Garage Identification /Variable Messaging
• Primary Identification Signs
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• Town Directional /Wayfinding
• Bus Stops
• Directories /Maps — static and dynamic
• Informational Signage
• Rules and Regulation Signs
• Interpretive Signing
5) This report will utilize photographs of existing signage areas, and we will draw directly on these
photographs to show opportunities for improvement and ideas for new signage and wayfinding.
6) CommArts will present this visual /narrative report to the Town of Vail for their comment and
review. This report will form the beginning foundation for a phased signage /wayfinding
improvement program, with an eye toward the milestones of the 50 Anniversary of Vail and
the 2015 World Alpine Ski Championships. Client will receive 3 hard copies of the report, and a
CD for additional printing needs.
7) Please note that at the end of this inventory /recommendations phase, CommArts team will
prepare a complete fixed fee estimate for services which will address schematic design, design
development and implementation phases. Once the design team has a sense of the
number /type of elements that will be carried forward, we will be able to provide you with broad
range fabrication estimates for planning purposes.
We are prepared to begin this work immediately with your authorization, and have programmed
approximately 4 -5 weeks for the completion of this study.
Fixed Fee Estimate $9,500
Reimbursable Expense Allowance 500
Total Estimate $10,000
Suzanne, we look forward to working with you and your team to provide fresh, innovative and useable
ideas for the next generation of wayfinding in Vail. Please call if you have questions or need additional
information.
Sincerely,
Janet Martin
Principal
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Stantec
commarts
Firm Description
Effective August 2010, the employees of CommArts joined Stantec, a professional consulting
services firm operating out of over 150 locations in North America. CommArts will now be part
of Stantec, specializing in Visioning, Brands and Experiences (ViBE).
The newly formed team of Stantec /CommArts are experts in assisting our clients in creating
user - focused and market driven consumer and visitor experiences. Our areas of expertise are:
environmental graphic design and wayfinding programs, placemaking including streetscape
design and public spaces, environmental branding, interpretive programs, interiors, graphic
design, naming and branding as well as print and web -based marketing materials.
Our multidisciplinary two and three - dimensional solutions provide clients with a clear,
competitive business advantage. Stantec /CommArts work can facilitate concept approvals,
entitlements, marketing, public relations and financing.
The Boulder, Colorado office is headed by the Design Principals, Richard Foy and Henry Beer
both of whom began their design careers at The Office of Charles and Ray Eames. The office's
Managing Principal is Janet Martin. Stantec /CommArts is composed of 25 design professionals
and support staff with backgrounds and education in management, environmental and graphic
design, architecture, planning and interior design. The office is located at 1112 Pearl Street,
Boulder, Colorado.
Exemplary projects include Tokyo Midtown, Tokyo; Staples Center, Los Angeles; 02 Dome,
London; Yas Island, Abu Dhabi; Park Meadows, Denver; Bugis Junction, Singapore; Spyder
Skiwear, Houston Uptown District, Houston; JFK International Airport Terminal 4; the Pearl
Street Mall, Prudential Center, Boston, and numerous projects in the Vail Valley spanning over
twenty -five years. As a firm working nationally and internationally, careful attention is paid to
the distinguishing market characteristics that lead to unique and memorable solutions.
Stantec /CommArts' projects have been recognized with awards from the Urban Land Institute,
the Department of Housing and Urban Development and the International Council of Shopping
Centers, which in 2008, awarded the Tokyo Midtown project with both the SADI Award and Asia
Award. The firm's branding and marketing programs have been honored by the New York Art
Directors and The Art Directors Clubs of Denver, Houston and Los Angeles and have been
published in Print and Communication Arts magazines. Over 160 million square feet and
thousands of graphic programs have successfully served generations worldwide in shaping a
more socially, economically and environmentally sustainable world.
5/3/2011
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0 —
StantK
Co commarts
Following is a representation
of recent and on -going
Streetscape, Environmental
Graphics & Wayfinding
Projects
Alfalfa's Market Boulder, CO Miami International Airport, Miami, Florida
3 Creek Ranch, Jackson, WY NBC Universal Studios, Los Angeles,
A10 Mall, Berlin, Germany 02 /London Live, London, England
AL Raha Beach, Abu Dhabi, UAE Park Meadows Mall, Centennial, CO
Arrabelle, Vail, CO Park Place Mercedes, Houston, TX
ARTIC Pearl Street Mall, Boulder, CO
Aurora Town Center, Aurora, CO Prudential Center, Boston, MA
BeaverCreek Resort, Beaver Creek, CO Queen's Center, Queens, NY
Berlin Live, Berlin, Germany Safeco Field, Seattle, WA
Bugis Junction, Singapore San Francisco Centre, San Francisco, CA
Burjuman Centre, Dubai, UAE San Jose Airport, San Jose, CA
Carillon Point, Kirkland, WA Southglenn, Denver, CO
Cherry Creek North BID Southlands, Denver, CO
City of Anaheim Streetscape, Anaheim, CA Sprint World Headquarters, Overland Park, KS
City of Winnipeg, Manitoba Staples Center, Los Angeles, CA
Commerce Square, Philadelphia, PA St. Julien Hotel, Boulder, CO
Crystal City, Washington, DC St Louis Union Station, St. Louis, MO
DC City Center, Washington DC Stonypoint, Richmond, Virginia
Denver Health Target Corporation Design Standards
Denver Museum of Natural History, The Westminster Promenade, Westminster, Colorado
Denver, CO Twenty -Ninth Street District, Boulder, CO
Denver Performing Arts Center, Denver, Uptown Houston District, Houston, Texas
CO University of Colorado at Boulder Research Park, CO
Denver Tech Center, Denver, CO Yas Island, Abu Dhabi, UAE
Denver Union Terminal
Designopolis, Cairo, Eqypt
Downtown Boulder Mall, Boulder,
Colorado
Fidenza Village, Fidenza, Italy
Interlocken, Broomfield, Colorado
Inverness, Centennial, CO
JFK International Airport Terminal 4, New
York, NY
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0 —
5tantec
Co commarts
Client List Alberta Development Joseph Freed & Associates
Aldar Properties PJSC Koelbel & Company
Alfalfa's Market KSL Development Corporation
Amstar Properties Majestic Companies
AMC Theaters LCOR /NY
Animal Arts The Macerich Companies
Anschutz Entertainment Group McWhinney Development
Beacon Properties Merrill Companies
Black Hills Surgery Center Meraas Development
Booth Creek Group Miami Airport Authority
Boulder Community Hospital Miller Weingarten
Brand Central Merrill Companies, LLC
City of Aurora, Colorado New Urban West, Inc.
City of Colorado Springs, Colorado The Nichols Partnership
City of Boulder, Colorado Nikken Sekkei, Ltd.
City of Denver, Colorado Northstar at Tahoe
City of Westminster, Colorado Park Place Mercedes
City of Winnipeg, Manitoba Port Authority of New York & New
CBL Properties Jersey
Charles E. Smith Companies ProLogis
Chautauqua Association Publix Super Markets, Inc.
Cherry Creek North BID San Jose Airport
The Coca -Cola Company Schiphol USA, Inc.
The Cortex Company Seattle Mariners Corporation
Colorado Historical Society Silverstein Properties
Colorado Ski Museum Simon Property Group
Crescent Real Estate Equities Skidmore Owings &Merrill
Denver Art Museum Sprint
Denver Health St. Joe Land Company
Denver Performing Arts Center St. Julien Hotel
Denver Natural History Museum Steiner Properties
Designopolis Target Corporation
East West Partners Tesla Motors
First Western Trust Bank The Taubman Company
Forest City Enterprises Thomas Properties Group
Fresh Produce Sportswear Town of Vail
Gart Properties Trammel Crow
Gerald Hines Interests Turn berry Associates
General Growth Properties University of Colorado
Greater Toronto Airport Authority University Hospital Denver
Harris County Improvement District Vail Resorts, Inc.
Holland and Hart Vail Valley Foundation
Hotel Teatro Vail Valley Medical Center
Howard Hughes Corporation Value Retail
HMS Host Washington University
Hugo Boss Westcor
Interlocken Western Disposal
Inverness Westfield Corporation
JFK International Airport 5/3/2011 Williams and Dame Development
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K �
TOWN OF VA1 0
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Overview of the 2010 -2011 winter parking season
PRESENTER(S): Greg Hall
ACTION REQUESTED OF COUNCIL: Provide feedback as necessary
BACKGROUND: Annually the staff provides a summary of the parking statistics for the
previous season. The 2010 -2011 season was identified as a season in transition, due to many
which were happening in the commuinty and operational changes put in place for the 2010-
2011 season.
ATTACHMENTS:
Winter parking Statistics through the years
Winter 2010 -2011 Parking Overview
51/3, 20
Aft -h—A Parking Slats 2010 -2011
'.." MU - 21 M A - 7 1 12211111 211111- 211211- 211111211211 217111" 2-2-1 2-1—M-111
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unary
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I :.I III — 17. 172 17. 2 111 121 2-111 211 212 211111 211111- 211211- 211111211 217111- 211211 1 M,
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121 11 111 211 2 " 121 27' 211
121 2" 1 211
27' 212
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1/3 301 I
i -I - I
Memorandum
TO: Vail Town Council
FROM: Public Works
DATE: May 3, 2011
SUBJECT: 2010 -2011 Winter Parking Overview
I. SUMMARY
The Town annually provides an overview of the previous winter season.
Background
The town stated the 2010 -2011 season would be a transitional season with regard to less
construction workers in town, new operational policies regarding rates and passes as well as
operation of new parking supply both public and private.
Winter Statistics
2007 -2008 2008 -2009 2009 -2010 2010 -2011
Village transactions 284,159 288,307 325,308 343,396
Lionshead transactions 186,054 79,028 187,045 179,971
Total transactions 470,213 467,335 512,353 523,367
Village Structure Filled Days 73 50 38 16
South Frontage Road Days 48 24 21 7
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2007 -2008 2008 -2009 2009 -2010 2010 -2011
Total number of S Frontage Road Cars 14,672 8,518 7875 1675
Average Number of S Frontage Road Cars* 319 355 380 239
Maximum Number of S Frontage Road Cars 1070 715 702 393
Number Cars in other Public Parking,
Wendy's, Donavan, W Front Rd etc.* DK 30,988 38,741 37,934
15 busiest S Frontage Road Day 365 284 289 N/A
15 busiest All Unmanaged Day DK 610 734 352
Skier Visits 1.57 M 1.622 M 1.599 M TBD
*Not all days are included in this data (2008/2009 109 days, 2009/2010 123 days, and
2010/2011133 days)
Attachemnt A spreadsheet provides greater detail of historical parking statistics.
Season Overview
Given the record snow for the season and increased lift tax numbers it would be expected once
the final skier numbers are released they would be above last years.
The town was able to operate all the public spaces in the garage available to all users this last
season(no value lots). This allowed full utilization of the public spaces on peak days. We had
estimated during the 2010 -2011 season we would see 200 less cars per day during the week
and 100 cars per day during the weekend due to construction. In addition, we acknowledged
the addition of 80 spaces in Solaris. Solaris operated with more of their 300 spaces going to
public parking than just the 80. The result on days the Village filled there were 300 cars in
Solaris. Some of the cars were for Solaris business with the majority using the garage as a public
garage. There was also increased use of Middle Creek and 7 day a week use of Safeway. Adding
to the supply was the other private lots operating last season. Vail Resorts were within 40
spaces of the no net loss policy because of the north day lot construction, and this coming
season will be 21 spaces above the net parking spaces.
2010 -2011 Revenue /Use Overviews
Passes
Pink and Value passes were the pass of choice with drop in popularity in the higher priced pass
products. This is due to the good value of the lower priced passes and private competition and
choices for the higher priced passes.
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Daily revenue
Revenue was down mainly due to less construction workers and with Solaris being another
choice for users. In addition, using a significant sample, the percentage of users in the initial
free period increased from 34% (0 -11/2 hour) to 49.9 % (0 -2 hour) of all transactions, and finally
increased use of value passes from both Vail and down valley locals are in a separate revenue
and transaction tally and therefore decreasing the numbers above.
Customer Satisfaction Scores.
The aggregated season score for 2010 -2011 was 3.60 this is up from 2009 -2010 of 3.54.
IV. ATTACHMENTS
A. Parking statistics through the years
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K �
TOWN OF VA110
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Draft Strategic Plan and Summer Parking Operations
PRESENTER(S): Stan Zemler Greg Hall
ACTION REQUESTED OF COUNCIL: Discuss draft strategic parking plan and summer
operations strategy. Provide staff with comments and direction.
BACKGROUND: The draft strategic parking plan provides a framework to achieve the
objectives of no more than 15 days of south frontage road parking in the winter and no more
than three days of south frontage road parking in the summer as presented in the Vail Master
Transportation Plan and Vaill 20/20 and reaffirmed by council on September 7, 2010. The
summer parking operations proposal provides a plan for 2011 summer parking.
STAFF RECOMMENDATION: Provided in attached documents
ATTACHMENTS:
Memo
Draft Strategic Parking Plan
Summer Parking Operations
5/3/2011
0
TOWN OF VAIL
Memorandum
TO: Vail Town Council
FROM: Town Manager and Public Works Director
DATE: May 3, 2011
SUBJECT: Draft Strategic Parking Plan and Summer Parking Operations
I. SUMMARY
Attached for your review and discussion is a proposed strategic parking plan
incorporating your direction from September, 2010 regarding winter parking. In
addition, this plan addresses summer parking per your earlier discussion on that topic.
September 7, 2010 Council parking agreement and direction
• Reaffirmation of the stated goals in the Master Transportation Plan
0 15 days of winter overflow parking
0 3 days of summer overflow parking
• Use of the South Frontage Road for overflow parking was acceptable; however,
limits, locations, and possible improvements and cause (planned /non - planned)
still need to be determined and discussed with the partners.
• Use of the North Frontage Road to meet a portion of the parking demand solution
is acceptable. In future years, this parking could be supplemented or replaced by
down valley (Dowd Junction and beyond) park -n- rides.
• Structured parking (organized and consolidated) is the preferred method to solve
parking beyond the 15 days of overflow. Improvements at Ford Park that
incorporate use of the frontage road would be considered organized parking.
• An agreement with parking partners (Vail Resorts, business community, the
town, and summer users) on a proportionate funding scheme is to be reached no
later than August 31, 2011.
• Failure to reach an agreement by the deadline means the town will enforce the
15 day and 3 day parking standard beginning with the 2011 -2012 winter
seasons. Vail Resort is to be responsible mainly for winter parking improvements
and the town for summer improvements.
• Use of the South Frontage Road for overflow parking is within the CDOT and
FHWA right of way. Parking on the North Frontage Road is as well. Eventual use
parameters and ownership, compensation agreements will need to be secured
from CDOT. There is an additional cost to the Town of Vail to secure and
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6 -1 -I
maintain these roadways in perpetuity. These costs will also need to be
recognized by our funding partners.
• Funding to pay for parking solutions will be discussed with the project partners,
but includes:
• parking revenue
• enhanced parking revenue,
• RETT at Ford Park
• capital dollars
• bond proceeds
• $ 4,300,000 and $725,000 the town has secured from Vail Resorts
• Tax Increment Financing in Lionshead
• private developed parking (Ever Vail, LH Parking Structure)
• exchange of parking requirements (moving a portion of public parking
requirement from Ever Vail to another location)
• private funding participation
• other funding mechanisms
II. ACTION REQUESTED OF COUNCIL
Discuss attached draft strategic plan. Provide staff with comments and direction. Also,
review the attached summer parking operations strategy and provide feedback.
III. NEXT STEPS
A. Staff revises draft strategic parking plan and summer operations strategy based
on today's direction and returns to Council on May 17
B. Staff provides update of CDOT discussions on May 17
IV. ATTACHMENTS
A. Draft Strategic Parking Plan
B. Summer Parking Operations
Town of Vail Page 2
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Vail Town Council Attachment A
TOWN OF VAIL
Draft Strategic Parking Plan
For Discussion May 3, 2011
OBJECTIVES
(From Vail Master Transportation Plan adopted by Vail Town Council in 2009 and Vail 20/20
Strategic Action Plan adopted by Vail Town Council November 6, 2007)
• Maintain the supply of parking where all demand is met except up to a maximum of 15
days of winter and three days of summer when parking demand exceeds supply in the
short term
• Meet future parking needs of approximately 1,000 spaces by developing parking supply
that is conveniently located to destinations
GOALS
I. Winter — Provide sufficient parking inventory to limit south frontage road overflow parking
to fifteen days
II. Summer — Provide sufficient parking inventory and management strategies to limit south
frontage overflow parking to three days
STRATEGIES
A. Maximize use of existing public and private facilities and roadway agreements
B. Provide new parking spaces incrementally; implement low cost options first
C. Engage our partners CDOT, Vail Resorts, and the business community with Vail Resorts
sharing responsibility for winter parking issues
D. Creatively use funding from sources other than the Capital Projects Fund wherever
possible
I. WINTER GOAL— Maximum fifteen days overflow parking
A. Strategy — Maximize use of existing public and private facilities and roadway
agreements for 2011/2012 ski season
Action Items
1. Update availability of public and private parking expected to be available for
2011/2012
2. Identify any changes and or upgrades recommended to maintain inventory as
needed
3. Evaluate costs and identify funding
4. Implement changes as approved
5. Review annually
B. Strategy - Provide new parking spaces incrementally; implement low cost
solutions first
Action Items
1. Provide 60 new spaces at charter bus lot for 2011/2012 ski season — Design work in
process
2. Construct 70 to 140 permanent spaces on south frontage road near Ford Park for
2012/2013 ski season
3. Complete north frontage road improvements to provide permanent parking for
2012/2013 ski season
4. EverVail project contributes 400 spaces (timing unknown)
1
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6 -2 -1
5. Monitor and determine when spaces are needed long term (5 to 25 years)
C. Strategy - Engage our partners CDOT, Vail Resorts, and the business community
with Vail Resorts sharing responsibility for winter parking issues
Action Items
1. Develop roadway improvement plan with CDOT
a) Obtain agreement on standards required by CDOT to continue frontage road
parking without taking over the frontage roads
b) South frontage road
(1) Evaluate cost of improvements, if any, needed to continue south frontage
road parking for up to 15 days
(2) Identify funding sources (see below)
(3) Reach agreement with CDOT to continue south frontage road parking up to
fifteen days for 2011/2012 ski season
(4) Make agreed upon improvements for 2011/2012 ski season
c) North frontage road
(1) Evaluate costs to meet CDOT requirements to continue north frontage road
parking permanently
(2) Identify funding source (see below)
(3) Reach agreement with CDOT to make north frontage road parking permanent
in existing locations by 2012/2013 ski season and maintain existing
conditions fro 2011/2012 season
(4) Make improvements for 2012/2013 ski season
d) Take over portions of the frontage road from CDOT as needed
2. Develop a financial partnership with Vail Resorts to include the following
considerations
a) Vail Resorts continues to pay for agreement with CDOT (currently $20,000) to
allow 15 days of frontage road parking for as long as the agreement remains in
effect
b) Vail Resorts contribution to north and /or south frontage road improvements
required by CDOT
c) Agreement upon use of Vail Resorts $4.3 million commitment to incremental
parking
d) Other projects identified
D. Strategy — Use funding other than Capital Projects Fund wherever possible
Action Items
1. Vail Resorts financial partnership described above
2. LionsHead Tax Increment Financing (TIF)
a) Charter bus lot —$900,000 already available from TIF bonds for 60 new spaces
b) Additional funding possible for frontage road improvements in LionsHead
c) Additional funding possible for structured parking in LionsHead
II. SUMMER GOAL — Maximum three days on south frontage road
A. Strategy — Maximize use of existing public and private facilities and roadway
agreements
Action Items
1. Develop a summer parking management plan utilizing all available parking
a) Fill both structures before allowing frontage road parking regardless of where
events are held
b) Use north frontage road parking on weekends and big event days as needed
c) Increase shuttle service throughout town
d) Develop an education and real time communication and enforcement plan
2
5/3/2011
6 -2 -2
2. Evaluate costs and identify funding
3. Implement and enforce approved plan for summer 2011
B. Strategy - Provide new parking spaces incrementally to meet short- and long -term
goals; implement low cost solutions first
Action Items
1. Construct 70 to 140 permanent spaces on south frontage road near Ford Park for
summer 2012
C. Strategy - Engage our partners
Action Items
1. CDOT
a) Take over sections of the frontage road as necessary to meet parking goals
2. Vail Resorts
a) Partner on funding frontage road spaces near Ford Park since these spaces
provide winter skier parking as well as summer parking
D. Strategy — Use funding other than Capital Projects Fund wherever possible
Action Items
1. Use Vail Resorts funding for permanent spaces near Ford Park which will benefit
skier parking as well as summer parking
2. Use Real Estate Transfer Tax Fund for low cost permanent surface spaces near Ford
Park
3
5/3/2011
6 -2 -3
Vail Town Council Attachment B
Summer parking operations
Summer of 2010 resulted in 33 days of frontage road parking, however there were only 6 days where
both structures filled and some of these days were a result of the hospital lot closing down. There were
three days of overflow parking if the operation policy was no south frontage overflow parking until
garages filled. This was specifically Teva and 4 th of July.
The current council summer parking policy as adopted is provided below. In order to meet the 3 days
the policy will need to change. The change will also need to have an aggressive communication plan as
well as dedicated transit shuttles and increased parking operations. In addition, there will need to be
increased enforcement.
On scheduled Ford Park managed parking days, TEVA Games, Pro Challenge Bike Race, Octoberfest, as
well as Farmer Market Days shuttle service between Lionshead and Vail Village and Ford Park will need
to be run. At this point we have conservatively estimated 65 days of operations. In addition, the
operation of the variable message signs will need to be updated in real time, the garages will need to be
monitored with hosts with the addition of dedicated enforcement patrols on the frontage roads to move
cars along until the overflow situation is reached.
Prior to the events an aggressive communication plan with all the event promoters and their patrons
will need to be in place. Real time communication will need to be conveyed as the situation changes
from a filled parking garage/ lot to when overflow parking is allowed. This along with enforcement will
be the most challenging aspect of the plan as patrons who do not receive the message or ignore the
message will be put out when they arrive at their destination and are told to go to elsewhere.
This plan comes with a cost to operate. Provided below is an estimate which is a little conservative;
however, it could be slightly less once operation plans are matched to the special events schedules.
New signs at all venues and parking to provide directions to the shuttles -$ 5000 - $10,000
Parking Operation personal - $35,000
Transit operations 8 min —5 min shuttle service - $52,000 - $78,000
Communication Plan and Ads -$15,000
Sub Total - $107,000- 138,000
Enforcement -TBD
If this is the direction the council wants to proceed we can refine the operation costs.
1
5/3/2011
6 -3 -1
In addition, if more information is desired on parking use patterns regarding length of stay, time of entry
or exit etc., we would need to load the parking machines with tickets and have everyone pull a ticket
upon entry and place the ticket back in the exit gates upon exit. This is possible with no charge for the
transaction. The cost of providing tickets would be $ 10,000.
If assistance or hosting was desirable during the day this could be provided at an additional cost.
Previous Council Policy
Frontage Road Summer Parking Clarified
7/13/2010
The Town of Vail is attempting to add some predictability to its managed parking programs this summer,
including use of the South Frontage Road for free overflow parking. The town has established three
scenarios when parking will be permitted on the Frontage Road to accommodate the many special
events occurring throughout the season as follows:
Parking for Events at Ford Park
During events taking place at Ford Park, $5 close -in parking at Ford Park will be filled first, then free
parking at the Vail Village parking structure. Once the Vail Village parking structure is full, free Frontage
Road parking west of Blue Cow Chute will be available. The free in -town shuttle will be extended to the
soccer field for transportation to and from the event. The town has identified more than 46 peak days
during the summer when multiple events will be taking place at Ford Park with close -in paid parking
available.
Parking for Site - Specific Event in Vail Village, LionsHead, Cascade Village, Etc.
During events taking place at a particular site other than Ford Park, such as the Vail Farmers' Market,
the closest parking structure will be filled first with free parking, then free overflow parking will be
permitted on the Frontage Road. The free in -town shuttle will service the areas, but will be re- routed to
portions of the Frontage Road as dictated by the event. In addition to the Vail Farmers' Market, other
events requiring this managed parking scenario include the La Sportiva 10k Trail Running race, and
Colorado Grand: Finish Line and Concours.
Parking for Multiple Activities in Vail Village & LionsHead, Peak Visitation Anticipated
During events when both villages have activities underway and when peak visitation is anticipated, such
as the Fourth of July, both parking free structures will be filled first, then free overflow parking will be
permitted on the Frontage Road. Free buses will service temporary stops east of Ford Park as traffic
demands. In addition to the July Fourth holiday, the town will implement this managed parking scenario
for Vail Oktoberfest, the Vail Automotive Classic, and the LionsHead Oktoberfest.
2
5/3/2011
6 -3 -2
Vail Parking and Transit Manager Mike Rose says the three parking scenarios are intended to meet the
town's goals to maximize guest attendance at events, minimize the distance a guest must travel to an
event, provide adequate transportation to and from an event, ensure that parking and the pedestrian
experience are done in the safest manner possible, and most of all, to maximize the guest's experience.
Variable message signs and parking hosts will be used to convey information about the parking
scenarios, according to Rose.
Vail hosts over 300 events and activities each year, including local favorites such as the Vail America
Days celebration, Teva Mountain Games, Hot Summer Nights, Bravo! Vail Valley Music Festival, Vail
Dance Festival, Oktoberfest and numerous sporting events.
3
5/3/2011
6 -3 -3
K �
TOWN OF VA1 0
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Information Update and Attachments:
1) Red Sandstone Playground memo
2) March 2011 Sales Tax memo
3) Flooding Information Update
4) Tree Removal in front of Dobson Ice Arena
ATTACHMENTS:
Red Sandstone Playground memo 050311
March 2011 Sales Tax memo
March Sales Tax Table
TOV ERWSD Flood Information
Dobson Tree Removal Letter 050311
5/3/2011
MEMORANDUM
TO: Town Council
FROM: Department of Public Works
DATE: May 3, 2011
SUBJECT: Red Sandstone Park /Playground Renovation
I. Background and History
The Town of Vail Playground Safety and Improvement Plan was adopted by the Vail Town
Council in March of 2002. The goals of the plan include updating aging equipment and
ensuring that the town's play areas are compliant with current playground safety guidelines.
To date, eight of the town's ten play areas are compliant with the guidelines. Red Sandstone
Park and Booth Creek Park are the remaining play areas still requiring renovation.
Vail is unique among municipalities in that most of the town's playgrounds have been custom
designed and custom built. This concept dates back to the original Pirateship Park, estimated
to have been constructed in the early 1970's. Also unique to Vail is that an artist has been
included as a part of the design team for each playground renovation to help develop a design
concept, beginning with the renovation of the Ford Park play area in 2000. This practice has
led to such favorites as the windmill at Donovan Park, the stone ptarmigans at Ford Park and
the Pirateship in Vail Village, among others.
The commitment to developing distinctive and whimsical play areas not only attracts local
visitors and entertains Vail's guests, but has drawn international recognition, generating calls
for information from as far as Barcelona and Sydney.
II. Red Sandstone Park
Red Sandstone Park has seen two renovations in its roughly thirty five -year history. The park
was first constructed in the mid- 1970's, renovated in 1988, with minor changes again around
1993. In addition to the playground, the park includes a restroom, volleyball court, passive turf
areas and several picnic tables. The town recently purchased the adjacent parking lot parcel,
ensuring that the park will contain its own parking in perpetuity. The park is centrally located
in Vail, and accessible from the Red Sandstone neighborhood, Lionshead and the North
Recreation Path, and is highly visible from the North Frontage Road and Interstate 70.
The existing playground is constructed on several terraces separated by piles of boulders and
custom wooden "totems" that act as retaining walls. Equipment includes two age -based play
structures, an arch climber, a merry -go- round, swings and the structure for tire swings,
although the tires were removed several years ago at the request of the town's insurance
company for safety reasons.
There are numerous reasons requiring the renovation of Red Sandstone Park. The existing
structures are more than twenty -three years old. While structurally sound, they do not comply
with many of the current standards. The large structure has little or no play value and is rarely
used and most of the other equipment in the play area fails to meet minimum playground
safety guidelines. Other significant issues related with the existing playground include non-
compliant surfacing that requires weekly maintenance and the absence of ADA compliant
access to the play area or restroom.
5/3/2011
7 -1 -1
The proposed design for the playground renovation will provide full ADA accessibility, ensure
that all equipment meets current guidelines, upgrade the parking lot to town parking standards
and help to alleviate pressure on other busy parks by providing another exciting and unique
play area for Vail's residents and guests.
III. Proposed Playground Concept
The concept for the playground renovation was developed by local artist /architect Karl
Krueger, who was selected by the Art in Public Place Board in 2008 to be part of the design
team. Karl is also the artist behind the successful polar bear sculptures installed as part of
Vail's Winterfest program. The concept for Red Sandstone Park is fairly simple. Tall human
figures, constructed of wood, seemingly manipulate shapes such as boxes and spools. The
shapes function as the children's play structures with the figures acting as structural elements
as well as being full participants in the play experience. Photos of the playground model are
attached.
Other notable features of the proposed renovation include:
• The play area for 2 -5 year olds is relocated to the northwest part of the playground, away
from the road and bike path. The picnic table area moves towards the front, providing
easy access, close to the parking lot.
• Some features and elements of the existing area remain in place or are reused including
the custom totems, boulders and the circular retaining wall in the upper level
• The overall size of the play area is reduced. This eliminates the cost associated with
significant grading and retaining walls and eases lawn maintenance.
• The parking lot will be reconstructed to meet TOV parking standards including reduced
slopes and adequate drive aisle widths. This also provides the required ADA access and
improves the park entry for the same cost as providing ADA compliant ramps into the park.
The number of spaces (11) could be increased if desired, but is not required.
• The route to /through the playground will comply with ADA access requirements by:
1) lowering the parking lot to the same elevation as the restroom and providing a
walkway from the parking lot to the playground level
2) installing ADA compliant playground surfacing
3) providing an elevated walkway from the parking lot /restroom level onto the play
structure. This will provide Vail's only play area that provides wheelchair access
onto a play structure. It is easily accomplished by using the natural grade changes in
the park at little additional cost..
• The proposed play structures will include both custom and purchased play components
and will create numerous spaces and routes to explore that provide challenging and
exciting play opportunities - one of the key elements to designing successful play areas.
• Most other aspects of the park will remain unchanged including the volleyball area and the
single picnic tables. Grading work will occur adjacent to the playground and new
landscaping will be added in several areas.
IV. Available Funding /Budget
The 2011 budget for the Red Sandstone Park Renovation is $ 464,000.
Engineering /Design $ 15,000
Parking Lot $ 75,000
Park Site Work $ 125,000
Play Equipment $ 180,000
Utility Relocation $ 25,000
Construction Administration $ 4,000
Contingency $ 40,000
Project Estimated Total $ 464,000
5/3/2011
7 -1 -2
V. Estimated Project Schedule
At this time, work continues to complete the final design and to begin construction drawings.
A contractor has been retained to assist with cost estimates, and structural engineering work
is ongoing. The design concept has received approval from the Art in Public Place Board, and
staff will proceed through the design review process with the Design Review Board and the
Planning and Environmental Commission as appropriate. Staff anticipates completing the
construction drawings by early June with completion of the project as follows:
• Design /Bid Documents June 24
• Bid Opening July 18
• Town Council Contract Approval August 3
• Construction Kickoff late August
• Final Project Completion spring 2012
VI. Conclusion
The proposed design is consistent with the town's recent playground renovations and
addresses the numerous compliance issues associated with the existing park, playground and
parking lot within the approved project budget. The completion of this distinctive and creative
playground design will be a pleasing addition to Vail's playground tradition.
5/3/2011
7 -1 -3
Existinq Conditions
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Existing Conditions
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Above: View to the north showing existing boulder piles, arch climber and 5 -12 year structure.
Note the tire swing structures without tire swings.
Below: View to the south with 2 -5 year structure, merry -go -round and swings. Existing pea
gravel surface to be replaced and swing area shown below to be converted into picnic area.
5/3/2011
7 -1 -5
Existing Conditions
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Below: Existing custom wood totems to be reused in a new location
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Ell
MEMORANDUM
April 27, 2011
To: Vail Town Council
Stan Zem ler
Pam Brandmeyer
Judy Camp
From: Sally Lorton
Re: March Sales Tax
On the reverse side please find the latest sales tax worksheet. I estimate
Vail will collect another $60,000.00 in March sales tax to bring March collections
to $3,135,065.00. If so, we will be up 17.5% or $467,179.00 from budget and up
16.8% or $450,061.00 from March 2010. The ski season (November — March)
would be up 12.3% or $1,358,618.00
March Lift Tax is up 11.5% or $91,035.00 from March 2010. Lift Tax for
the ski season (November — March) is up 11.7% or $328,855.00 from 09/10.
5/3/2011
7 -2 -I
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LL. Fi Q Q fA O Z D t—
Vail Town Council Vail Tank 4 overflow; Sandy Lane flooding incident
May 3, 2011 Page 1
MEMORANDUM
TO: Vail Town Council
FROM: Todd Fessenden, Water Division Manager
Eagle River Water & Sanitation District
DATE: April 20, 2011
RE: Councilman Daly's request re flooding incident on Sandy Lane
1. SUMMARY
A water storage tank, "Vail Tank 4," located in the Potato Patch neighborhood, overflowed at 4 a.m. on
Saturday, February 5, 2011. A home located on Sandy Lane was affected by the overflow. At the April 5,
2011, Vail Town Council meeting, Councilman Daly requested that the Eagle River Water & Sanitation
District provide a report on what measures exist to protect properties and what has been done to
prevent similar incidents from happening in the future.
2. BACKGROUND
The Water Division oversees 17 wells, 5 surface water treatment plants, 50 pump stations, 47 water
tanks, 4 public water systems, Black Lakes 1 and 2, and Eagle Park Reservoir. The District is focused on
minimizing water storage tank overflows, from both a property damage and lost water perspective. The
following measures are in place to reduce the possibility of any overflow in the District's system:
• A state -of- the -art, server -based computerized control system, which has triple redundancy using
seven servers.
• A secure system using the latest industry standards to protect against threats — as water system
security gained a higher level of focus after 9/11— and employ a team of expert consultants.
• Consistent investment in system upgrades. This year alone we added four new servers, replaced
our centralized radio system, and added two additional alarming systems.
• Back up alarm systems to ensure notification if remote radio signal sites fail to communicate.
• A computer based "high" level alarm in each tank, as well as a mechanical float switch in case
the level sensor is out of calibration.
• 24 hour a day staff monitoring of the water system , including remote system access via a secure
connection, and a call down procedure as follows:
• On Call Operator
• Back up On Call Operator
• On Call Supervisor
• Water Division Manager
• A quadruple redundant alarming system that uses pagers, cell phones, landlines, and email.
• District phone answered 24 hours a day by an employee or an answering service.
The frequency of tank overflows has been greatly reduced in the past seven years. Protocols and
operational settings for the tanks are in place to minimize potential overflows without compromising
firefighting supplies or water quality. We have added technical staff positions to increase responsiveness
5/3/2011
7 -4 -1
Vail Town Council Vail Tank 4 overflow; Sandy Lane flooding incident
May 3, 2011 Page 2
and reduce turnaround time when systems fail. Overflows are not common, but as with most complex
mechanical and technical systems, failures do occasionally occur.
The February 5 overflow at Vail Tank 4 happened while an extremely complicated conversion was
occurring with our controls system, which ultimately delayed notification to staff. Ironically, a relatively
new pager also failed to function during this event. The contractor corrected the glitches associated with
the conversion and other corrective remedies were in place within hours and days of the event.
3. NEXT STEPS
The District is currently seeking to build additional water storage capacity in the Potato Patch area to
provide critical fire protection storage to the Vail area. If we are successful in obtaining property through
the Eagle Valley Land Exchange, we will evaluate the possibility of joining the overflow of Vail Tank 4
with an increased capacity overflow of the new tank so that it can be drained towards the west away
from the Potato Patch area.
Due to the age of the Potato Patch water infrastructure, there are upgrades the District would like to
effect in the area. If the Town is interested in pursuing upgrades to its storm drains in this area the
District would be interested in taking the opportunity to make some piping upgrades in the
development as well. Linking these two projects together could address two issues while minimizing the
length of the disruption to the neighborhood.
Please feel free to contact me at 970 - 477 -5471 with any additional questions or concerns.
5/3/2011
7 -4 -2
A Cut Above Forestry
A GornFany
Tree Care and Forestry Consulting
Mr. Charlie Turnbull
Vail Public Works
1309 Elkhorn Dr,
Vail, CO 81657
April 25, 2011
Dear Mr. Turnbull,
After our visit to the forked Colorado spruce tree located at the Dobson Arena I concur that the
tree should be removed to reduce risk to persons and property.
The tree is a forked Colorado spruce (Picea pungens) 75 feet in height. The southern fork is 21.5
Inches in diameter and the northern fork is 27 inches in diameter, The tree forks at
approximately 3 Feet above the root collar. Since the tree is forked below 4.5 feet they will be
referred to as two trees for the purpose of this report.
The trees in question are located in the turn around island
between Dobson Arena and the Vail Library. This area is a on a
primary bus route and is commonly used by people visiting the
library, Dobson Arena and pedestrians taking strolls through
' town. Several picnic table and benches are scattered around
the area which encourage people to gather near the tree.
4 0 The trees are within striking distance of the library and Dotson
Arena.
rah
F '•
5/3/2011
7 -5 -1
A gap is present between the adjoined trunks (See below photo). Both you and Todd
Oppenheimer told me that you have observed the crack at the fork getting larger. Further
evidence that the trees are splitting at the fork is a branch stub showing signs of rubbing is
visible (See photo below).
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Using an increment bore,
I extracted a 14 -inch deep core on the west
side of the southern fork to inspect for stem
rot. Two small pockets of incipient rot are
present. Although this amount of rot is insignificant to the structural integrity of the tree a
serious structural concern is the gap in the narrow crotch between the two trunks. When two
trees grow close to each other, as these trees have, a narrow crotch develops. As the trees
continue to grow the trees start to push apart. Root development is restricted between the
trees leaving little to no support on the inside of the crotch. Over time, wind and gravity work
to spread the trees apart leaving them susceptible to failure at the attachment point.
In my professional opinion, these trees should be removed at the earliest possible convenience.
Please contact me with any questions at 970 - 453 -9154.
Sincerely,
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Rick Herwehe
Certified Arborist PRM -2195
5/3/2011
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TOWN OF VA1 0
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Matters from Mayor and Council
5/3/2011
TOWN OF VAQ
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 3, 2011
ITEM /TOPIC: Executive Session, pursuant to: 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, Re: Lionshead Welcome Center; potential Town real property transfer /acquisition;
Timber Ridge rock fall mitigation.
PRESENTER(S): Matt Mire
5/3/2011