HomeMy WebLinkAbout2011-10-18 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL
WORK SESSION AGENDA FQ10
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
1:00 P.M., OCTOBER 18, 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.
ITEM /TOPIC: VLMD - SEPARATE MEETING
Vail Local Marketing District 2012 Budget Resolution No. 1, Series 2011
(15 min.)
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with amendments
VLMD Resolution No. 1, Series 2011
BACKGROUND: On September 9, Town Council sitting as the VLMD Board
reviewed the 2012 Operating Plan and Budget. No changes have been made
since that time.
STAFF RECOMMENDATION: Approve or approve with amendments VLMD
Resolution No. 1, Series 2011
2. ITEM /TOPIC: DRB /PEC Update (15 Min.)
PRESENTER(S): Warren Campbell
3. ITEM /TOPIC: 2012 Budget Discussion (30 min.)
PRESENTER(S): Kathleen Halloran
4
ACTION REQUESTED OF COUNCIL: Discussion of budget and previous Council
questions in preparation of the evening meeting first reading of the budget
ordinance.
BACKGROUND: Provided in cover memo to budget packet.
STAFF RECOMMENDATION: Review and discuss questions regarding the 2012
budget in preparation for the evening meeting.
ITEM /TOPIC: Information Update and Attachments (placeholder):
1) Lionshead Welcome Center Community Space: Request for Proposals
(RFP), included in Council's packet is a proposed RFP for the third level
10/18/2011
community space in the Lionshead Parking Structure. Please provide staff
with any input or direction as it relates to this RFP. Staff would like to
proceed with release of this RFP as soon as Friday, October 21, 2011;
2) VEAC Minutes for October 11, 2011;
3) August 2011 All Store Same Store Sales Report;
4) Summer Parking Wrap Up; and
5) Lift Tax Letter from VRI and memo. (15 min.)
PRESENTER(S): Various
5. ITEM /TOPIC: Discussion of the draft CDOT lease for 2011 -2012 ski season
and the town's on going agreement to make improvements to the frontage
road to allow parking per the Council's direction. (20 min)
PRESENTER(S): Greg Hall
ACTION REQUESTED OF COUNCIL: Provide feedback and direction for staff to
finalize and execute the lease.
BACKGROUND: The town and CDOT, for the past two years, have had lease
agreements to allow any parking on the frontage roads which are owned by CDOT.
The past lease required that the town and CDOT develop a plan to allow continued
use of the frontage roads if specific improvements are completed. The Council
reviewed the improvements at the September 15, 2011 meeting. The draft lease
provides the documentaiton of the plan.
STAFF RECOMMENDATION: There are some specific items which need to be
further discussed with CDOT and the staff is looking for direction on these items as
outlined in the cover memo.
6. ITEM /TOPIC: The purpose of this worksession is to provide answers to
some of the more commonly asked questions regarding historic
preservation /landmark designation and receive direction from the Vail Town
Council on whether the Town staff should pursue a public process with the
community to discuss preserving and protecting historic structures and
landmarks in Vail Village and implementing any regulatory tools that may be
necessary to carry out the Town's development objectives. (30 Minutes)
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: Should Town staff pursue a public process
with the community to discuss preserving and protecting historic structures and
landmarks in Vail Village and implementing any regulatory tools that may be
necessary to carry out the Town's development objectives?
BACKGROUND: On February 18, 2009, the Vail Town Council adopted
Resolution No. 23, Series of 2008, a resolution that provided for certain updates to
the Vail Village Master Plan. One of the more significant updates to the plan was
the addition of an objective recognizing the "historic" importance of architecture,
structures, landmarks, plazas and features with the goal of preserving the existing
character of Vail Village. Staff is prepared to move forward with action on this
issue to instructed to do so by the Vail Town Council.
STAFF RECOMMENDATION: The Community Development Department
10/18/2011
recommends the Vail Town Council instructs Town staff to puruse a public process
aimed at addressing the issue of historic preservation and landmark designation in
Vail Village, pursuant to the recommendations of the Vail Village Master Plan
updated by the Vail Town Council in February of 2009. Staff believes that the
most appropriate time to address this issue as when development pressures are
low and when a more proactive approach to addressing the issue can be taken by
the community. Addressing the issue proactively and in advance of increased
development pressures ensures that when development activity increases, the
expectations are clearly articulated and can be consistently applied.
7. ITEM /TOPIC: Matters from Mayor and Council (15 min.)
8. ITEM /TOPIC: Executive Session, pursuant to: 1) C. R. S. §24- 6- 402(4)(a)(b)
(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property
interests; to receive legal advice on specific legal questions; and to
determine positions, develop a strategy and instruct negotiators, Regarding:
Discussion concerning negotiations regarding Timber Ridge
Redevelopment , Ever Vail Development Agreement; 2) C.R.S. §24 -6 -402
(4)(b) - to receive legal advice on specific legal questions; 3) C.R.S. §24-6 -
402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or
sale of property interests; to receive legal advice on specific legal
questions; and to determine positions, develop a strategy and instruct
negotiators Regarding: Lionshead Subway. (60 min. )
PRESENTER(S): Matt Mire
9. ITEM /TOPIC: Adjournment (4:20 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, NOVEMBER 1, 2011 IN THE VAIL TOWN COUNCIL
CHAMBERS
FUTURE AGENDA ITEMS:
November 1 - Vail Reinvestment Authority (VRA) SEPARATE MEETING
FOR 2012 Budget Resolution - Kathleen - 30 min.
November 1, 2011 Work session:
Commercial Ski Storage Discussion only - 60 min - Rachel
November 1, 2011 Evening meeting:
Second Reading of Town Manager Budget - Kathleen - 30 min.
Ord 22 - Commercial Ski Storage - 1st reading - Rachel - 30 min.
Consent Agenda: 1) October meeting minutes; 2) CDOT Lease /Resolution
Ord 23 - Public Parking on Private Property - 1st reading - Bill G - 15 min.
Red Sandstone Elementary School Request to Proceed through
Process /Partial Exterior Refinish - Nov. 1 - evening - 30 min.
Dates /TBD:
Swearing of of new Town Council members and appointment of new Mayor
-WS -11/15
10/18/2011
First Reading of Mill Levy certification ordinance - Kathleen - 30 min. -
Evening - 11/15
DRB View Corridor Tree Policy - George - Evening - 30 min. - 11/15
Second Reading of Mill Levy certification ordinance - Kathleen - 10 min.
Evening - Dec. 6
First Reading of Supplemental #3 - Kathleen - 30 min. - Evening - Dec. 6
Peer Resort Sharing Discussion - Staff /Council - 45 min. - Dec. 6
CSE funding recommendation - Kelli - 30 min. Evening - Dec. 6
CSE /VLMDAC vacancy appointment interviews - Kelli /Pam - WS - 30 min. -
Dec. 6
CSE /VLMDAC vacancy appointments - Kelli /Pam - WS - 10 min. - Dec. 6
Second Reading of Supplemental #3 - Kathleen - 10 min. - Evening - Dec.
20
Recognition of Mike Kloser - Mark Miller - Evening - TBD - 10 min.
Strategic Parking Plan - Greg Hall - 60 min. - TBD
Comcast Discussion - Ron Braden /Matt Mire 60 min. - TBD
NWCCOG Brief Discussion from Pam Caskie, Ex. Dir. - 10 min. or TBD
Mutual Aid Agreement - Mark Miller - Consent Agenda - TBD
GID Resolution and Discussion - Stan /Matt - TBD (Separate Meeting)
10/18/2011
TOM OF vn' i0>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 2011
ITEM /TOPIC: VLMD - SEPARATE MEETING
Vail Local Marketing District 2012 Budget Resolution No. 1, Series 2011
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with amendments VLMD
Resolution No. 1, Series 2011
BACKGROUND: On September 9, Town Council sitting as the VLMD Board reviewed the
2012 Operating Plan and Budget. No changes have been made since that time.
STAFF RECOMMENDATION: Approve or approve with amendments VLMD Resolution No.
1, Series 2011
ATTACHMENTS:
VLMD Agenda
2012 VLMD budget
10/18/2011
VAIL LOCAL MARKETING DISTRICT
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
AGENDA
1:00 P.M., TUESDAY, OCTOBER 18, 2011
NOTE: Times of items are approximate, subject to change and cannot be
relied upon to determine at what time Commissioners will consider
an item.
ITEM /TOPIC: 2012 Vail Local Marketing District (VLMD) Budget Resolution No. 1, Series 2011
(30 min.)
Presenters: Kelli McDonald, Economic Development Manager and Adam Sutner, Vail Local
Marketing District Advisory Council (VLMDAC)
On September 9, 2011, the Town Council sitting as the VLMD board approved the 2012 VLMD
Operating Plan. There have been no changes since that time.
Staff requests approval or approval with amendments to VLMD Resolution No. 1, Series 2011
ATTACHMENTS:
VLMD 2012 Cover Memo
VLMD Proposed Budget
Resolution No. 1, 2011
10/18/2011
MEMORANDUM
TO: Vail Local Marketing District
FROM: Kathleen Halloran and Kelli McDonald
SUBJECT: Vail Local Marketing District 2012 Budget
DATE: October 18, 2011
1. BACKGROUND
The mission of the Vail Local Marketing District (VLMD) is to market and promote Vail to
attract overnight guests primarily during the May — October time frame, creating
economic vitality by increasing both the visitor base and lodging sales tax revenues.
Results to date (May 1 — August 31, 2011) show an increase in event attendance,
lodging occupancy and sales tax collected over the summer of 2011 and compared to
other mountain resorts measured.
On September 9, 2011 the Town Council sitting as the VLMD Board approved the
2012 VLMD Operating Plan. There have been no changes since that time. The
marketing objectives outlined in the plan were:
• Maintain /build brand strength — continue to build long term brand awareness
that drives short term sales and position Vail as a world - class, year -round
destination brand
• Solidify growth gains from FY11
• Increase volume — optimize mix
• Invigorate key destination markets
• Solidify Mexico
• Improve /maintain guest satisfaction scores
• Improve summer position to the industry leader in digital presence
• Introduce concept of Vail's 50th Anniversary
2. BUDGET DETAIL
Revenue from lodging tax collections are estimated at $2,000,000 for 2012, flat with the
2011 forecast and a 2.3% increase from 2010. The assumptions used for this projection
are consistent with the town's expected sales tax revenue for 2012. Regarding
expenditures for 2012, the attached budget proposal includes $2,166,225 for 2012
programs, with $100,000 allocated for the Quiznos Pro Challenge Bike Race and
another $100,000 allocated for new iconic event marketing. With these proposed
expenditures, the ending fund balance of $691,788 represents approximately 35% of
annual revenues (Council's directive is a minimum fund balance of 25 %).
1
10/18/2011
1 -2 -1
As outlined in the operating plan which was approved by Council on September 9, the
following shifts were made from the 2011 budget to the 2012 budget to address recent
successes and international opportunities:
• Destination budget increased by 16% to $515,000 for a greater international
effort and key destination markets presence, specifically increasing promotions in
Latin American countries.
• Professional fees reduced 20% for a total savings of $80,000.
• Front Range budget stayed in tact to maintain presence and share of voice.
Efforts will focus more on tactical offers built around lodging and events to drive
overnight stays.
• Groups and Meetings budget increased 24% to focus on recruiting additional
participatory sports groups and programs which create economic vitality and
overnight visitation.
• PR budget decreased 24% but will continue to maintain a prominent presence
regionally, nationally and internationally, with a savings of $24,000.
• Photo /video budget decreased by $48,000 since new assets were added in
2011.
• Research budget increased by $25,425 to include a brand study in summer,
piggybacking on winter study
• Web site budget decreased 40% to reflect updates only since the new site
platform migration was complete in 2011, for a savings of $20,000
• Branding budget increased 66% to enhance the brand platform and assets for an
additional $30,000.
• Council directed $100,000 to be allocated to the USA Pro Cycling Challenge in
2011 and the same amount is included in 2012.
• Another $100,000 is allocated for marketing new iconic events to be recruited by
the VLMDAC.
The budgetary changes reflect the goal of shifting dollars to attract more overnight
destination guests to Vail through additional outreach and programs in 2012.
3. ACTION REQUESTED OF VAIL LOCAL MARKETING DISTRICT
Staff recommends that the Vail Local Marketing District approve Resolution No. 1,
Series 2011 approving the submitted budget and appropriating $2,166,225 for marketing
related expenditures beginning on the first day of January, 2012 and ending on the 31s'
day of December, 2012.
ATTACHMENTS
VLMD 2012 Budget
VLMD Resolution No. 1, Series 2011
2
10/18/2011
1 -2 -2
Vail Local Marketing District
Draft 2012 Operating Plan
Income
310 Lodging Tax
399 Interest Income
Total Income
Expense
6301 - Destination
6302. Front Range
6303. Groups and Meetings
6304. Public Relations Expenses
6306 Photography
6307. Research
6308. Web Site
6310. Admin Miscellaneous
6315. Email Marketing
6320 . Branding
6400 Contingency
7000. Professional Fees
7001. Legal and Accounting
7003. Advertising Agent Fees
7007. Marketing Coordination- VVP /TOV
7008. PR - Professional Fees
7010. Strategic Advisory Fees
7011 - Partnership Fees
7015 Ft Range Promotion Fees
7016 Strategic Alliance Fees & Trvl
Total 7011 - Partnership Fees
7013 - Concierge Program
Total 7000 - Professional Fees
9000 - Special Event Funding
9000.01 Pro- Cycling Challenge
9000.02 New Iconic Event Marketing
Total 9000 - Special Events
Total Expense
Net Income
Beginning Fund Balance
Ending Fund Balance
%age Fund Balance (25% required)
2010
2011
2011
2012
Actual
Budget
Forecast
Proposed
1.954.713
1.745.000
2.000.000
2.000.000
1.084
1 .2 00
1 .2
00
1 .2 00
1.955.797
1.746.200
2.001.200
2.001.200
180.008
445.650
398.000
515.000
256.947
347.000
342.000
356.000
274.482
330.000
330.000
410.000
100.300
101.300
87.000
77.000
167.850
108.000
108.000
60.000
43.500
45.800
45.800
71.225
75.000
50.000
50.000
30.000
6.430
7.500
7.500
7.500
20.545
24.500
24.500
24.500
95.000
45.000
45.000
75.000
-
-
29.450
25.000
20.000
20.000
20.000
20.000
55.000
50.000
50.000
50.000
125.000
125.000
125.000
125.000
100.000
100.000
90.000
90.000
20.000
20.000
20.000
-
50.000
40.000
40.000
30.000
42.500
40.000
87.500
-
92.500
80.000
127.500
30.000
40.800
-
-
-
453.300
395.000
432.500
315.000
100.000
100.000
100.000
100.000
-
100,000
100,000
200,000
1.673.363
1.999.750
1.999.750
2.166.225
282,434
(253,550)
1,450
(165,025)
572.929
855.363
855.363
856.813
855,363
601,813
856,813
691,788
44%
34%
43%
35%
10/18/2011
1 -2 -3
RESOLUTION NO. 1, SERIES 2011
VAIL LOCAL MARKETING DISTRICT
A RESOLUTION ADOPTING A BUDGET AND MAKING APPROPRIATIONS
TO PAY THE COSTS, EXPENSES AND LIABILITIES OF THE VAIL LOCAL
MARKETING DISTRICT, FOR ITS FISCAL YEAR JANUARY 1, 2012
THROUGH DECEMBER 31, 2012.
WHEREAS, the Vail Local Marketing District board received and approved the
operating plan and budget for the fiscal year 2012 on September 9, 2011; and
WHEREAS, in accordance with CRS section 29 -1 -106 a notice of budget hearing
has been published; and
WHEREAS, notice of this public hearing to consider the adoption of the proposed
Vail Local Marketing District budget was published in the VAIL DAILY on the
11th day of October, 2011; and
NOW THEREFORE, LET IT BE RESOLVED by the Vail Local Marketing
District of Vail, Colorado, as follows:
The Vail Local Marketing District Board adopts the submitted budget and
appropriates $2,166,225 marketing related expenditures beginning on the first day
of January, 2012, and ending on the 31St day of December, 2012.
Attested: Signed:
Susie Tjossem, Secretary Dick Cleveland, Chairman
10/18/2011
1 -2 -4
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 2011
ITEM /TOPIC: DRB /PEC Update
PRESENTER(S): Warren Campbell
ATTACHMENTS:
October 5, 2011 DRB Meeting Results
October 10, 2011 PEC Meeting Results
10/18/2011
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MEMBERS PRESENT
Brian Gillette
Tom DuBois
Pete Dunning
Libby Maio
Rollie Kjesbo
PROJECT ORIENTATION
DESIGN REVIEW BOARD AGENDA
PUBLIC MEETING
October 5, 2011
Council Chambers
75 S. Frontage Road - Vail, Colorado, 81657
MEMBERS ABSENT
None
SITE VISITS
1. Wilderness Wonders /Carrie Fell- 141 East Meadow Drive
2. Altair Vail- 4192 Spruce Way
3. Frey Residence- 2605 Davos Trail
4. Bigsby Residence- 1180 Casolar Drive
MAIN AGENDA
Shirt Off My Back DRB110366 / 15 minutes
Final review of a sign (business ID)
286 Bridge Street/ Part of Lots C &D, Block 5A, Vail Village Filing 1
Applicant: Jeff Selby
ACTION: Tabled to October 19, 2011
MOTION: Maio SECOND: Gillette VOTE: 5-0-0
2. Wilderness Wonders DRB110464 / 5 minutes
Final review of a sign (awning)
141 East Meadow Drive Unit 205 (Solaris) /Lot P, Block 5, Vail Village Filing 1
Applicant: Wilderness Wonders, represented by Tony Newlin
ACTION: Approved
MOTION: DuBois SECOND: Kjesbo VOTE: 5 -0 -0
3. Carrie Fell DRB110489 / 5 minutes
Final review of a sign (awning)
141 East Meadow Drive Unit 209 (Solaris) /Lot P, Block 5, Vail Village Filing 1
Applicant: Carrie Fell, represented by Michael Suman
ACTION: Approved
MOTION: DuBois SECOND: Gillette VOTE: 5 -0 -0
4. Altair Vail DRB110376 / 15 minutes
Final review of a minor exterior alteration (siding)
4192 Spruce Way /Lots 4 -5, Block 9, Bighorn Subdivision 3d Addition
Applicant: Altair Vail Condominium Association, represented by Mark Scully
ACTION: Approved
MOTION: Kjesbo SECOND: DuBois VOTE: 5 -0 -0
Page 1
10/18/2011
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1:30pm
3:00pm
Bill /Rachel
Rachel
Rachel
Warren
5. Frey Residence DRB110475 / 10 minutes Rachel
Final review of a minor exterior alteration (retaining wall, stairs, landscaping)
2605 Davos Trail /Lot 23, Block B, Vail Ridge
Applicant: George & Heidi Frey, represented by Scott Bingel
ACTION: Approved with condition(s)
MOTION: Gillette SECOND: DuBois VOTE: 5 -0 -0
CONDITION(S):
1. The applicant shall replace the subject retaining wall with moss rock boulders that match the
colors of the existing driveway retaining walls and shall be angular shapes, not round
boulders.
6. Bigsby Residence DRB110478 / 15 minutes Rachel
Final review of a minor exterior alteration (paint)
1180 Casolar Drive Unit B /Lot 7B, Casolar Phase I, Resub of Lots A -8 & A -9, Block A, Lion's Ridge
Subdivision
Applicant: Nancy A. Bigsby
ACTION: Tabled to October 19, 2011
MOTION: Gillette SECOND: DuBois VOTE: 5-0-0
7. Town of Vail DRB110187 / 15 minutes
Conceptual review of a minor exterior alteration (streetscape)
75 South Frontage Road (East Lionshead Circle) /Unplatted
Applicant: Town of Vail, represented by Todd Oppenheimer
ACTION: Conceptual, no action
8. Town of Vail DRB110188 / 15 minutes
Conceptual review of a minor exterior alteration (streetscape)
75 South Frontage Road (Concert Hall Plaza) /Unplatted
Applicant: Town of Vail, represented by Todd Oppenheimer
ACTION: Conceptual, no action
STAFF APPROVALS
Jasper /Piper Residence B11 -0337
Final review of a minor exterior alteration (re -roof)
3245 Katsos Ranch Road /Lot 8, Block 1, Vail Village Filing 12
Applicant: Harry Jasper & Duane Piper, represented by Front Range Seamless Gutters
Maritz Residence B11 -0340
Final review of a minor exterior alteration (re -roof)
1100 Hornsilver Circle /Lot 7, Block 1, Vail Village Filing 8
Applicant: Jennifer & Philip Maritz, represented by TCC Contractors
Elway's DRB110359
Final review of a sign (business identification)
174 East Gore Creek Drive (Lodge at Vail) /Lots A -C, Block 5C, Vail Village Filing 1
Applicant: Elway's, represented by Graham Frank
Beneducci Residence DRB110390
Final review of a minor exterior alteration (retaining wall)
425 Forest Road /Lots 4 & 6, Block 2, Vail Village Filing 3
Applicant: Lisa Sivanich, represented by Gary Cox
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10/18/2011
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Bill/Warren
Bill/Warren
Shelley
Lynne
Rachel
M
Parkhurst Residence DRB110397 Rachel
Final review of an addition (enclose deck)
645 North Frontage Road West, Unit 33C/Tract C, Vail Potato Patch Filing 2
Applicant: Greg and Samantha Parkhurst, represented by Robert Boymer
Eldorado Realty DRB110411 Rachel
Final review of an addition (dining room)
1476 Westhaven Drive, Unit 3 (Coldstream Condominiums) /Lot 53, Glen Lyon Subdivision
Applicant: Eldorado Realty, represented by Robert Koelbel
Davidson Residence DRB110417 Bill
Final review of changes to approved plans (deck)
1881 Lions Ridge Loop (Vail Point Townhouses) /Lot 1, Block 3, Lion's Ridge Filing 3
Applicant: Philip Davidson, represented by Ted Simonett
Off -Piste Investments DRB110423 Bill
Final review of a minor exterior alteration (sliding door)
4695 Vail Racquet Club Drive Unit 10 -8 (Vail Racquet Club) /Unplatted
Applicant: Nick Steenson
Reid/Woods Duplex DRB110425 Warren
Final review of a minor exterior alteration (walkway, deck, closet)
5037 Ute Lane /Lot 32, Vail Meadows Filing 1
Applicant: Mike Reid & Peter Woods
Picking Residence DRB110426 Warren
Final review of a minor exterior alteration (deck)
1839 Meadow Ridge Road Unit C /Lots 13 & 14, Buffehr Creek Subdivision
Applicant: Howard M. and Adelle C. Picking III, represented by David Gregory
Gordon Residence DRB110427 Rachel
Final review of a minor exterior alteration (window, deck, guardrails)
483 Gore Creek Drive Unit 5B (Texas Townhomes) /Lot 513, Vail Village Filing 4
Applicant: Lorie Gordon, represented by Seth Bossung
Santisi Residence DRB110428 Rachel
Final review of an addition
2655 Larkspur Lane /Lot 4, Block 2, Vail Intermountain
Applicant: Susan Santisi, represented by John Martin, Architect
The Golden Bear DRB110429 Rachel
Final review of changes to approved plans (windows)
183 Gore Creek Drive (Sitzmark) /Lot A, Block 513, Vail Village Filing 1
Applicant: Golden Bear, represented by Mark Donaldson
Gore Range Ltd. DRB110431 Warren
Final review of changes to approved plans (columns, doors)
600 Vail Valley Drive Unit A418 (Northwoods) /Unplatted
Applicant: Gore Range Ltd., represented by Nedbo Construction
The Golden Bear DRB110432 Rachel
Final review of a sign (business identification)
183 Gore Creek Drive (Sitzmark) /Lot A, Block 513, Vail Village Filing 1
Applicant: The Golden Bear, represented by Victor Mark Donaldson
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10/18/2011
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1359 Greenhill Court LLC DRB110435
Final review of a minor exterior alteration (deck/hot tub)
1359 Greenhill Court/Lot 18, Glen Lyon Subdivision
Applicant: 1359 Greenhill Court LLC, represented by Jeffery Spanel
Beneducci Trust DRB110437
Final review of a minor exterior alteration (landscaping)
425 Forest Road /Lots 4 & 6, Block 2, Vail Village Filing 3
Applicant: Beneducci Trust, represented by Gary Cox
STM, LLC DRB110438
Final review of minor exterior alteration (landscaping)
1452 Buffehr Creek Road /Lot 1, Cliffside
Applicant: STM LLC, represented by Ric Fields
Westwind at Vail DRB110439
Final review of minor exterior alteration (fire pit)
548 S Frontage Rd W/Westwinds subdivision
Applicant: Westwind at Vail Condominium Association, represented by Jeff Jacobs
Lodge at Vail DRB110440
Final review of minor exterior alteration (window)
174 Gore Creek Drive /Lot A, B, C, Block 5, Vail Village Filing 1
Applicant: Lodge Apartment Condominium Association, represented by SRE Builders
Manrico Cashmere DRB110443
Final review of a sign (business identification)
141 East Meadow Drive (Solaris) /Lot P, Block 5D, Vail Village Filing 1
Applicant: Manrico Cashmere, represented by Michael Suman Architect
Fuller Residence DRB110444
Final review of a minor exterior alteration (flue)
4301 Columbine Drive Unit B /Lot 1, Block 7, Bighorn Subdivision Td Addition
Applicant: Fuller Trust, represented by Meadow Mountain Plumbing & Heating
Dunning Residence DRB110445
Final review of a minor exterior alteration (landscaping)
1461 Greenhill Court/Lot 7, Glen Lyon Subdivision
Applicant: Pete Dunning
Erickson Residence DRB110447
Final review of a minor exterior alteration (landscaping)
1139 Sandstone Drive /Lot Al, Lion's Ridge Filing 1
Applicant: Indian Creek Townhome Association, represented by Nedbo
Staab Residence DRB110448
Final review of a minor exterior alteration (stairs)
1616 Buffehr Creek Road Unit B16 /Valley Condominiums
Applicant: Peter Staab, represented by Scott Hardmeyer
Brillembourg Residence DRB110449
Final review of minor exterior alteration (roof overhang)
600 Vail Valley Drive Unit E309 (Northwoods) /Unplatted
Applicant: Clarawood LLC, represented by Patrick Pinnell
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10/18/2011
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Warren
nlll
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Rachel
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Warren
Warren
Warren
Warren
Reimers Residence DRB110450
Final review of minor exterior alteration (doors)
3090 Booth Creek Road /Lot 8, Block 3, Vail Village Filing 11
Applicant: Art Reimers, represented by Debbie Gowi
Ford Park DRB110451
Final review of a minor exterior alteration (lighting)
841 Vail Valley Drive /Unplatted
Applicant: Town of Vail, represented by Todd Oppenheimer
Vail Golfcourse Townhomes DRB110452
Final review of a minor exterior alteration (retaining wall)
1738 Golf Lane /Lot 1, Sunburst Filing 3
Applicant: Vail Golfcourse Townhomes Association, represented by Jay Nobrega
McGrath / Kirwin Residence DRB110453
Final review of a minor exterior alteration (re -roof)
4816 Juniper Lane /Lot 1, Block 5, Bighorn Subdivision 5th Addition
Applicant: Bruce McGrath & Patricia Kirwin, represented by Tim Martinez
Milmo Residence
Final review of a minor exterior alteration (landscaping)
996 Ptarmigan Road /Lot 2, Block 4, Vail Village Filing 7
Applicant: Thomas Milmo, represented by Beck Building Company
Hadley Residence DRB110457
Final review of a minor exterior alteration (landscaping)
1127 Vail Valley Drive /Lot 11, Block 6, Vail Village Filing 7
Applicant: Philip Hadley, represented by A Cut Above Forestry
Crow Residence DRB110458
Final review of a minor exterior alteration (deck)
1250 Ptarmigan Road /Lot 3, Block 8, Vail Village Filing 7
Applicant: Trammel Crow, represented by Jeff Kissane
Rosenbach Residence DRB110461
Final review of a minor exterior alteration (landscaping)
107 Rockledge Road /Lot 7, Block 7, Vail Village Filing 1
Applicant: Gary & Susan Rosenbach, represented by Kathy Aalto
Village Center DRB110462
Final review of a minor exterior alteration (landscaping)
122 East Meadow Drive /Lot K, Block 5E, Vail Village Filing 1
Applicant: Village Center HOA, represented by Steven Tarrant
Lionshead Welcome Center DRB110463
Final review of changes to approved plans (photovoltaic panels)
390 South Frontage Road /Lot 1, Block 2, Vail Lionshead Filing 1
Applicant: Town of Vail, represented by Tom Kassmel
Enchanted Mesa Exempt Corp DRB110465
Final review of a minor exterior alteration (windows, venting)
68 East Meadow Drive Unit 301 /1-ot O, Block 5D, Vail Village Filing 1, Village Inn Plaza
Applicant: Enchanted Mesa Exempt Corp, represented by Nedbo Construction
Page 5
10/18/2011
2 -1 -5
nlll
Warren
Warren
Warren
M
Tom
Warren
Warren
Tom
Warren
Rachel
McDonald Residence DRB110467
Final review of a minor exterior alteration (re -roof)
1775 West Gore Creek Drive /Lot 8, Vail Village Filing 2
Applicant: Stephen T. McDonald, represented by Tiley Roofing
Fallridge Condominium Association DRB110469
Final review of a sign (subdivision entrance)
1650 Fallridge Road /Lot 2, Sunburst Filing 3
Applicant: Fallridge Condominium Association represented by Marta Cadmus
Martin Residence DRB110470
Final review of minor exterior alteration (windows, doors, a/c unit)
1310 Westhaven Drive Unit R4 /Cascade Village
Applicant: Neuseld Inc, represented by Debbie Gowie
Town of Vail DRB110471
Final review of a minor exterior alteration (streambank)
292 West Meadow Drive /Vail Lionshead Filing 2
Applicant: Town of Vail, represented by Tom Kassmel
Giovanny Alexander DRB110472
Final review of a sign (business identification)
183 Gore Creek Drive /Lot A, Block 513, Vail Village Filing 1
Applicant: Giovanny Alexander, represented by Alex Dominguez
Zuckerman Residence DRB110473
Final review of a minor exterior alteration (re -roof)
2943 Bellflower Drive /Lot 4, Block 6, Vail Intermountain Development Subdivision
Applicant: Alan B. Zuckerman, represented by Grabau Roofing
De Felice Residence DRB110474
Final review of minor exterior alteration (vent)
5040 Main Gore Drive Unit C2 /Unplatted
Applicant: Laura De Felice, represented by Sean Richie
Vail Happenings Signs DRB110476
Final review of a minor exterior alteration (sign removal)
Slifer Plaza, The Children's Fountain and the East Lionshead Circle bus stop
Applicant: Town of Vail, represented by Sybill Navas
Cero S. E. DRB110479
Final review of a minor exterior alteration (lighting)
610 West Lionshead Circle Unit 704 /1-ot 1, Block 1, Vail Lionshead Filing 3
Applicant: Cero S.E., represented by William T Turner
Guren Residence DRB110477
Final review of a minor exterior alteration (window)
950 Red Sandstone Road Unit 36 /Potato Patch Club Condominiums
Applicant: Samuel B. and Nancy Guren, represented by Carroll Tyler
Suszynski Residence DRB110466
Final review of changes to approved plans (deck, window, dormer)
1481 Aspen Grove /Lot 1, Block 2, Lion's Ridge Filing 4
Applicant: Conrad Suszynski, represented by Jeff Manley
Page 6
10/18/2011
2 -1 -6
Warren
Rachel
Rachel
Warren
Rachel
Rachel
Rachel
Rachel
Rachel
Rachel
Rachel
Aspen Court Pedestrian Bridge DRB110482
Final review of changes to approved plans (fence, landscaping)
75 South Frontage Road /Unplatted
Applicant: Town of Vail, represented by Todd Oppenheimer
Rachel
The applications and information about the proposals are available for public inspection during regular office
hours in the project planner's office, located at the Town of Vail Community Development Department, 75
South Frontage Road. Please call 479 -2138 for information.
Sign language interpretation available upon request with 24 hour notification. Please call 479 -2356,
Telephone for the Hearing Impaired, for information.
Page 7
10/18/2011
2 -1 -7
PLANNING AND ENVIRONMENTAL COMMISSION
October 10, 2011
�. 1:OOpm
TOWN OF VAlI, '
TOWN COUNCIL CHAMBERS / PUBLIC WELCOME
75 S. Frontage Road - Vail, Colorado, 81657
MEMBERS PRESENT
Henry Pratt
Luke Cartin
John Rediker
MEMBERS ABSENT
Bill Pierce
Michael Kurz
Tyler Schneidman
Pam Hopkins
Chairman Pratt opened the meeting and declared that a quorum was not present to conduct a public
hearing. No actions were taken on any items.
20 minutes
1. A request for the review of variances from Section 12 -6D -6, Setbacks, Section 12 -6D -8, Density
Control, and Section 12 -6D -9, Site Coverage, Vail Town Code, pursuant to Chapter 12 -17,
Variances, Vail Town Code, to allow for the construction of a garage within the side setback in
excess of the allowable gross residential floor area and site coverage, located at 2586 Davos
Trail /Lot 4, Block E, Vail das Schone Filing 1, and setting forth details in regard thereto.
(PEC110053)
Applicant: William R. Aylesworth, represented by Steve Francis
Planner: Bill Gibson
ACTION:
MOTION: SECOND: VOTE:
60 minutes
2. A request for a recommendation to the Vail Town Council for prescribed regulation amendments
to Title 12, Zoning Regulations, Vail Town Code, pursuant to Section 12 -3 -7, Amendment, Vail
Town Code, to amend the regulation of indoor and outdoor ski storage, and setting forth details
in regard thereto. (PEC110054)
Applicant: Town of Vail
Planner: Rachel Dimond
ACTION:
MOTION: SECOND: VOTE:
60 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:
MOTION: SECOND: VOTE:
5 minutes
4. A request for a recommendation to the Vail Town Council for prescribed regulations
amendments, pursuant to Section 11 -3 -3, Prescribed Regulations Amendment, Vail Town Code,
to Sections 11 -7 -15, Public Parking and Loading Signs for Private Property, Vail Town Code,
Pa e 1
ions oil
2 -2 -1
and 11 -7 -16, Informational and Directional Sign for Public Parking on Private Property, Vail Town
Code, and setting forth details in regard thereto. (PEC110021)
Applicant: Town of Vail
Planner: Bill Gibson
ACTION: Table to October 24, 2011
MOTION: SECOND: VOTE:
5. Approval of September 26, 2011 minutes
MOTION: SECOND: VOTE:
6. Information Update
7. Adjournment
MOTION: SECOND: VOTE:
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 October 7, 2011, in the Vail Daily.
Pa e 2
10 /1 Oil
2 -2 -2
rawH of vn' i0>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 2011
ITEM /TOPIC: 2012 Budget Discussion
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Discussion of budget and previous Council questions
in preparation of the evening meeting first reading of the budget ordinance.
BACKGROUND: Provided in cover memo to budget packet.
STAFF RECOMMENDATION: Review and discuss questions regarding the 2012 budget in
preparation for the evening meeting.
ATTACHMENTS:
2012 Budget
10/18/2011
5
TOWN OF VAIL
Memorandum
TO: Vail Town Council
FROM: Finance Department
DATE: October 12, 2011
SUBJECT: 2012 Proposed Budget — Ordinance 21
I. SUMMARY
The first reading of Ordinance 21 on October 4th was tabled pending additional discussion.
Approval of this reading requires a super- majority vote of Council due to the proposed split of
sales tax revenue between the General Fund and the Capital Projects Fund (61/39).
II. DISCUSSION
Based on feedback from Council during the prior meeting, the following changes have been
made to the 2012 budget proposal:
Capital Projects Fund:
• Council requested removing $150,000 from the 2012 capital budget for the demolition
and re- purposing of the LionsHead Information Booth pending future discussions.
• Staff reduced Facilities Capital Maintenance for 2012 by $150,000. Several
repairs /replacement items were removed based on the assumption that future projects
will continue to move forward such as the Library and Main Vail Fire Station remodels.
Please see Attachment A for detailed expenditures within this item.
In addition, the following are responses relating to Council's questions during the October
4th meeting:
General Fund:
This budget proposal currently includes Council contributions (including Commission on
Special Events) with slightly less funding than prior years. If Council chooses to
increase funding for non - profit organizations or special events, staff recommends one-
time allocations for the following: $25K to Bravo! for their 25th anniversary celebration;
$20K to the Colorado Ski Museum for Vail's 50th exhibits; $25K to the Vail Valley
Foundation for a final year of Street Beat concerts; $25K to the CSE allocated to the Vail
Symposium; and $20K to Betty Ford Alpine Gardens to finish repairs of the main water
feature. These increases would use $95,000 of the $142,000 operating surplus currently
reflected in the General Fund for 2012, along with $20,000 from the RETT Fund.
Staff recommends a placeholder for the Vail's 501h Anniversary at $250,000 funded from
reserves, with a detailed proposal from the Vail 501h committee to be presented to
Council during a future meeting.
Workers' Compensation expense increase from 2010 to 2011 (20 %) is the result of a
few incidents with high severity (severity is judged by the amount of time off of work).
The incidents don't necessarily reflect poorly on the town's safety record. For example,
10/18/201 1
3 -1 -1
a police officer on duty was assaulted and injured. Overall, the town's "experience mod ",
a factor used in calculating premiums, went up from 0.7 to 0.8. Anything less than 1.0 is
considered excellent however we still experienced an increase in premium cost.
Capital Projects Fund:
• Within the Capital and RETT budgets, staff has highlighted (in yellow) projects that have
been identified in recent Council meetings but do not have detailed plans as yet. While
the 2012 budget provides a placeholder, these projects are not considered approved
projects until Council reviews individual proposals. Some of the projects highlighted
include the Vail Village Information Booth renovation, the Library remodel, the Guest
Services Enhancement project, Sundial Plaza, etc.
• Council requested supporting documentation regarding the town's capital maintenance
schedule, which is the basis for the long -term capital plan to maintain facilities. Please
see Attachment B for the introduction memo for the capital maintenance study
performed by Borne Engineering dated 1/19/2009. The study recommended various
levels of funding over a 20 -year period starting in 2009. Attachment C shows the
estimated spending as recommended by Borne. Due to the economic climate, the town
started to defer capital projects and maintenance in 2009. The fully - detailed study done
by Borne is available upon request for your review; it was not included here due to
volume.
Town of Vail Page 2
I0i18i201 I
3 -I -2
Attachment A
Capital Budget - Project Detail
2012
2013
2014
2015
2016
Project Name:
Facilities
$ 815,000
$ 545,000
$ 705,000
$ 520,000
$ 368,600
Project Code:
CMT005
Project Manager:
John Gallegos
Community Development
building
Stucco patching / painting (10 yrs)
Window repair (10 yrs)
2,448
Door replacement
6,000
Roof - damage only
Roof replacement (2020)
Interior walls and ceilings (6 yrs)
13,500
Interior flooring (13 yrs)
16,500
Kitchen update incl. appliances (2018)
Restrooms - remodel
8,500
Boilers (2) (2023)
Air handling unit relacement (2023)
Furnace (2023) and expansion tank (2024)
Hot water heater (2020)
Fire Station I (East Vail)
Stucco patching / painting (10 yrs)
Wood siding clean & paint (5 yrs) ; Replace 2017 8,225
Window repair (10 yrs)
Door replacement 6,000
Overhead garage doors 7,500
Wood decks - rebuild
Facility interior: carpet (15 yrs)
Facility interior: paint (7 yrs)
Hot water heater (2025)
Compressor - replacement 3,125
Radiant Heat tube replacement (2022)
Exhaust extraction system replacement (2017)
Generator replacement (2027)
Fire Station 11 (Main Vail)
Stucco patching / painting (10 yrs)
Wood siding clean & paint (5 yrs) ; Replace 2017
7,990
Wood siding replacement
Window repair (10 yrs)
Door replacement
Overhead garage doors
12,500
Sloped roof replacement
Gutters, Downspouts and Heat Trace
Facility interior: carpet (15 yrs)
Facility interior: the floor
Facility interior: paint (7 yrs)
Hot water heater
1,875
Radiant Heat tube replacement (2022)
Exhaust extraction system replacement (2023)
Generator replacement (2028)
Fire Station III (West Vail)
35,000
Library
Wood siding clean & paint (5 yrs) 23,700
Window repair (10 yrs) 5,100
Door replacement (2018)
Metal reoofing (2020)
Skylights mtce ; replacement 2022 4,300
Facility interior: carpet (12 yrs)
Kitchen (2018)
Restrooms (2) 17
Boiler (1) replacement (2025)
Expansion tank for boiler 3,100
Hot water heater (17 yrs)
Air Handling unit (2023)
Air compressor (2021)
Fire panel (2026)
Security system 27,500
10/18/2011
3 -1 -3
Capital Budget - Project Detail
Project Name: Facilities
Stucco patching / painting (10 yrs)
Wood siding (6 yrs)
Stone Veneer (10 yrs)
Windows and doors.(10 yrs)
Rebuild balconies
Roof (2017)
Gutters and downspouts (2017)
Subsurface concrete parking repairs (8 yrs)
Interior walls and ceilings (1 yr)
Interior flooring (13 yrs)
Kitchens (2) one in 2015; second in 2017
Locker rooms and restrooms (16 yrs)
Boiler replacement (5)
Re -tube Boilers (5) (10 yrs)
Circulation pumps (3 yrs)
Expansion tanks (4)
Hot water heaters (2) (17 yrs)
Air Handling units (2)
Interior Cooling units (4) (2017)
Parking garage heaters (5)
Rooftop units (7) (2023)
Exterior Air conditioning units (2) (2027)
Electrical equipment (switch panels) (9) (2026)
Fire panel
Elevator drive and controls
Elevator cab remodel
Public Works Administration
Damaged sections of heated walkways (8 yrs)
Wood siding clean & paint (5 yrs)
Window repair (10 yrs)
Roof (2026)
Facility interior: carpet (15 yrs) (2018)
Facility interior: paint (10 yrs)
Kitchen update incl. appliances
Restrooms (2) (15 yrs)
Boiler replacement
Circulation pump (13 yrs)
Expansion tank (2018)
Hot water heater replacement
Public Works Shop and Bus Barn
Heated concrete slabs - minor mtce (3 yrs)
Heated concrete slabs - replace damage (7 yrs)
Wood siding clean & paint (5 yrs)
Wood siding 25% replacement (5 yrs) (2021)
Window repair (2020)
Doors: cyclically repl. Locks, weather stipping (3 yrs
Metal door repair (5 yrs)
Window replacement (25% every 5 yrs)
Overhead garage door 11' (replace section 25 %) (4
Overhead garage door 22' (replace section 25 %) (4
Steel doors ( replace section 25 %) (7 yrs)
Roofing (replace portion 30 %)
Restrooms remodel
Locker rooms (2018)
Boiler replacement
Expansion tank replacement (2018)
Circulation pumps (3) (5 yrs)
Hot water heater replacement
Furnace replacement (2 of 9 total)
Radiant Heat tube replacement (5 yrs): Bay
Radiant Heat tube replacement (5 yrs): Bus barn (21
Compressors (2018)
Vehicle service lift replacement (2)
Vehicle paint booth - replace air cleaning unit
Exhaust extraction system replacement
Fuel level monitor system replacement
Attachment A
2012
2013
2014
2015
2016
$ 815,000
$ 545,000
$ 705,000
$ 520,000
$ 368,600
73,190
7,638
7,920
35,100
12,000
48,000
11,660
11,893
12,131
12,374
126,000
8,000
42,500
11,250
25,000
5,626
12,500
1,500
152,000
165,000
3 -1 -4
43,750
10,000
2,188
10,810
7,344
5,512
5,000
8,500
10,000
J 2,750
1,250
11,500
82.250
I
23.625
16,376
18,750
18,750
52,500
24,750
20,000
3,125
62,813
Attachment A
Capital Budget - Project Detail
2012
2013
2014
2015
2016
Project Name:
Facilities
$ 815,000
$ 545,000
$ 705,000
$ 520,000
$ 368,600
Project Code:
CMT005
Project Manager:
John Gallegos
Water recycle unit replacement (2017)
Bus Wash Equipment
45,000
Fire panel (2021)
Snowmelt Boilers
Lift Stations
Annual Maintenance /repairs
75,000
75,000
75,000
75,000
75,000
Ford Park
80,000
Vail Valley Drive
80,000
80,000
Ski Museum
Facility interior: carpet (2018)
Restroom 6,250
Hot water heater replacement (18 yrs)
Air conditioning unit (2022)
Vail Village Info Center
Heated concrete slabs - replace damage (7 yrs)
Stucco patching / painting (10 yrs)
43,914
Stone Veneer (6 yrs)
1,500
Windows and doors.(10 yrs)
Restroom (15 yrs)
Facility interior: tile repair (10 yrs)
4,375
Facility interior: paint (6 yrs)
Buzzard Park
Stucco patching / painting (10 yrs) (2018)
Wood siding repairs (5 yrs) 25,615
Window repair (10 yrs) 8,640
Doors: cyclically repl. Locks, weather stipping (3 yrs) 4,375
Railings maintenance (5 yrs) 1,800
Railings replacement (2018)
Stairways and landings: wash and seal (4 yrs) 2,490 2,988
Roof (2023)
Gutters, downspouts and heat trace (2023)
Washers and dryers replacement 8,750
Boiler replacement 25,000
Expansion tanks (2018)
Circulation pump replacement (7 yrs) 1,500
Transit Offices
Heated concrete slabs - replace damage (7 yrs)
3,188
Stucco patching / painting (10 yrs)
47,292
Stone Veneer (6 yrs)
1,250
Windows and doors.(10 yrs)
6,192
Skylights maintenance (10 yrs)
24,960
Skylights replacement 25% (7 yrs) (2018)
Facility interior: carpet (13 yrs)
18,350
Facility interior: tile repair (10 yrs)
1,500
Facility interior: paint (6 yrs)
20,140
Restrooms and locker rooms (15 yrs)
105,000
General maintenance (unexpected) approx. $51K per bldg
70,000
70,000
70,000
70,000
70,000
10/18/2011
3 -1 -5
January 19, 2009
Town of Vail Facilities
1289 Elkhorn Drive
Vail, Colorado 81657
Re: Town of Vail Facilities, Vail, Colorado
Property Condition Assessment — Project No. 08080 -954
GINEBRINW
Performance Reborn.
Dear Town of Vail Representatives:
Thank you for the opportunity to provide professional evaluation services to the Town of
Vail. It has been nothing short of pleasure working with facility management. We commend
you for making the effort to evaluate and plan for the Town's facilities future expenditures.
Facility Summary
The facilities included in this assessment report are as follows:
• Buzzard Park Housing; located at 1329 Elkhom Drive, consists of one 13,500 square
foot building housing 24 rental units. This complex has central heat and domestic
hot water systems, a sloped roof, and asphalt parking areas. The town is responsible
for the exterior and interior of the units including the interior walls, floors, ceilings,
windows, and doors. It was constructed in 1996.
• Donovan Park Pavilion; located at 1600 South Frontage Road, consists of one
building used for special events. The building has an HVAC system, domestic hot
water system, sloped roofing, a large meeting space, full commercial kitchen, two
restrooms and a snow melt system. It was constructed in 2003.
• Community Development Building; located at 111 South Frontage Road, consists of
one 7,000 square foot building housing town office spaces. The building has central
domestic heat and water systems, sloped and low sloped built -up -roof systems, and
asphalt parking areas. The building was constructed in 1967 and was converted to
the Community Development Building from the post office in 1990.
• Municipal Building and Police Department; located at 75 Frontage Road West,
consists of one single story 11,425 square foot building with at least a third of it has
a basement, housing the town offices and the city council chambers. The building
has several boilers, electric heating units, a low sloped built -up -roof and asphalt
parking areas. The building was constructed in the 1960's. In addition, the Police
Department is a one story structure and has several boilers for space and domestic
water heat. The building also utilizes roof -top units for air temperature control. This
addition was constructed in 1992.
• Fire Station No. 1; located at 4116 Columbine Drive, consists of one 2 -story building
housing vehicle bays and fire personnel quarters. The building is 7,150 square feet
1130 WEsT 124TH AVENUE Sung 100 WESTMINSTER, COLORADO 80234
TEL 303/4261731 FAX 303/4261732
BDRN 66NG.COM
-I -6
Town of Vail Facilities
aropedy Cod n Assessment _
and has central heating and domestic water systems, sloped roofing and asphalt
parking areas. The building was constructed in 1980.
Fire Station No. 2, located at 42 West Meadow Drive, consists of one 2 -story building
housing vehicle hp and d m mceater , building 0
and has central heating ems sloped roofing and asphalt
parking areas. The building was constructed in 1971.
• Town Ubrary; located at 292 West Meadow Drive, consists of one 17,400 square
foot building. The building has central heat and domestic water systems, office
space, low sloped membrane roof systems and sod roof systems of over membrane.
There are 4 employee housing bedrooms in the basement of the library. The
building was constructed in 1985.
Uonshead Parking Structure; located at 395 South Frontage Road West, consists of a
3 level 1,150 parking space structure that was constructed In 1980.
Colorado West Mental Health Building; located at 395 East Uonshead Circle (in the
Uonshead Parking Structure) consists of offices and baseboard heating. It was
constructed in 1979.
Uonshead Auxiliary Building, located at the Uonshead Parking Structure, consist of
one 1,506 square foot building with central space, restrooms and HVAC system.
Uonshead Information Center consists of a deck wood siding, central space and
furnace. It was constructed around 1980.
Public Works Administration Building; located at 1309 Elkhorn Drive, consists of one
5,075 square foot bestic her that de Public
elt syoffices. he building building
central space,
remodeled in 1996.
Public Works Shop and Bus Barn; located at 1289 Elkhorn Drive, consists of one two -
story 33,250 square foot facility. The building has offices on the upper level, central
domestic water and space heat systems, low sloped built -up and membrane roof
systems, 20 vehicle bays, vehicle wash equipment, a body shop, paint booth,
carpentry shop, sign shop, electrical shop, landscape shop and several other vehicle
maintenance stations. It was constructed in 1980.
Vail Village Parking Structure; located at 241 East Meadow Drive consists of a four
level 1,350 parking space structure. The west side was constructed in 1979 and the
east side was constructed in 1990.
• Vail Village Transportation Center; approximately 4,000 square feet, located at 241
East Meadow Drive at the parking structure with office space and the bus terminal
building. It was constructed in 1980.
• Vail Village Information Center is a single story building, approximately 3,000 square
feet, located at 251 South Frontage Road East, adjacent to the Vail Village parking
structure. It was constructed in 1990.
Colorado Ski Museum is located on the 3rd level of the Vail Village Transportation
Center. The building is two stories in height and has small heat and water systems.
It was constructed in 1980.
Bomengineering 10/18/2011 Page 2
3 -1 -7
08080 -954
A.
a
Property condition Assessment
Approach
Bornengineering has been commissioned to prepare a property condition assessment with
Physical Needs Analysis for the site and building components for the above mentioned
facilities. The purpose of the assessment was to review the site, architectural, structural and
mechanical systems to determine existing conditions and to identify and provide cost
estimates for the required physical needs of the systems over the term of the analysis.
These pbysical needs are repairs, replacements and significant maintenance items which will
most likely be needed over the next 20 years (term).
Observations
Bornengineering's team of specialists, accompanied by facility management staff, visited the
subject property to visually observe the site and building components. We reviewed a
sample of the components which typically Included the following:
• Grading and Drainage
• Flatwork
• Landscaping and Appurtenances
• Facade
• Roofing
• interior
• Mechanical
The sampling of these components was adequate to determine, with confidence, the
condition and cost estimates with acceptable accuracy. The current facilities management
team provided some maintenance, repair and replacement information.
Assessment Criteria
The following Property Condition Report was assembled and describes the components
observed and comments on our opinion of the components' condition. The assessment
included review and analysis of the major maintenance, repair or replacement tasks
associated with the above mentioned components which normally involve significant
expense or outside contracting.
The assessment was performed in alignment with The Fannie Mae DUSTM Physical Needs
Assessment Guidelines as well as the ASTM E 2018 -01 Standard Guide for Property
Condition Assessments and incorporated applicable building codes, manufacturer's
Installation requirements, and ASHRAE standards.
Expected Useful Life
The Expected Useful Life was taken from the table provided in the Fannie Mae DUSTM
Physical Needs Assessment Guidelines. We included an Expected Useful Life number for the
various components. If we concluded that an estimate is inappropriate, we made necessary
adjustments.
Bomengineering 10/ 18 /?a9l 3
3 -1 -8
08080 -954
Town of Vail FadNes
pmpeft cnnditlon Anent
Age
We included the actual Age of the component whenever possible. If the actual age was
unknown, an estimate is provided.
Effective Useful We
We Included an Effective Useful Life of the components In their "a Is" Icon i�u�d o used to We
standard components with standard maintenance, the Expected
determine Effective Useful Life by deducting the Age from the Expected Useful Life. A
component with unusually high original quality or maintenance could have a longer life, or
Vice versa. Bornengineering applied professional judgment in making a determination of
Effective Remaining Useful Life.
Action
If any action to the component Is required — whether it is immediate or over the term of the
assessment — the Action is noted with a general recommended work description, cost
estimate and the associated timing.
Quantity
For items requiring action, the evaluator will note a quantity estimate, with the applicable
unit of measure entered.
Cost Estimates
Cost estimates will be determined ft from bids received, historical costs
provided, from unit co obtained m rj� of mila size and scope or from
estimating guides (RS Means, Walkers Builders Estimators Reference Book, and Dodge Unit
Cost Guide).
Physical Needs Over Term
The actions for the r a facility components expenditure
financial software p ogrm _hp roduced a set of 20 year projections which
includes the following information:
1. A summary page with general information about the facility.
2. Inflation factor applied to all future expenditures.
3. The annual contribution to the fund.
4. A 20 -year projection graph that displays the capital contributions, balance
and future estimated expenditures with inflation.
S. A summary report detailing the estimated expenditures assigned to the
individual facility components.
6. An annual breakdown of the projections over the 20 -year period in a calendar
format.
7. A monthly breakdown of the capital expenditure analysis over the 20 year
term.
Bomengineedng 10/18/2011
Page 4 08080 -954
3 -1 -9
Property condition Assessment
Town of Vail Facilities
The projections assume an inflation factor; typically, the value is around five percent, which
reflects the average annual construction cost Increase over the past 20 years. We
recommend an annual update if there are any significant changes in the condition of the
facility. Every three to five years, a thorough review of all these items should be conducted.
Assumptions
The costing for the major maintenance, repair or replacement tasks associated with the
above mentioned components was assembled with the assumption that the work would be
completed by a general contractor from the public labor pool. The actions assigned to the
components reflect work that would repair, maintain or replace with like components. The
costs provided herein do not include design or administrative fees or any other fees /taxes.
Exclusions
Items not Included In this evaluation are:
• Other facilities not specifically mentioned In this report.
• All site and building systems not specifically mentioned In the "approach" section
of this report.
• Invasive or destructive testing of the site and building components.
• Environmental related Items.
• Components with work that has estimated costs below the reserve component
threshold amount, typically $1,000.
• Long lasting Items with estimated economic lives exceeding 30 years, such as
sanitary sewers or building structural components.
• Normal monthly operating items, i.e., utilities, cleaning and landscape
maintenance, etc.
The assessment was based on Bornengineering's professional opinion of the physical
condition of the improvements and the effective remaining life of those improvements as of
the date of the observation. The actual performance of the individual components may vary
from a reasonably expected standard and will be affected by circumstances which occur
after the date of this evaluation. The report Is not Intended to identify minor, inexpensive
repairs.
Disclaimer
This. Property Condition Assessment was prepared for Town of Vail Facilities. The
Information contained within this document has been assembled in conjunction with the
client and is intended to assist the client with its financial planning. A Reserve Specialist or
Reserve Technician has performed visual site observations of the project to identify major
repair, maintenance and replacement items. These observations are non - invasive in nature
and do not include any testing, verification of the original intent of the designer, or
compliance with industry standards. Bornengineering does not guarantee, either explicitly or
implied, that all repair and replacement items have been identified, the accuracy of the
probable costs or the product lives associated with these items.
Bomen ineerin
8 9 10/18/201�1e 5 08080 -954
3 -1 -10
Property Condition Asmment Town of Vall Fadilties
In rovildin the opinions of probable construction costs, the client understands that M
P 9
Bornengineedng has no control over costs or the price of labor, equipment or materials, or
over the contractor's method of pricing, and that the opinions of probable construction costs
provided herein are made on the basis of Bornengineering's qualifications and experience.
Bornengineering makes no warranty, expressed or implied, as to the accuracy of such
opinions as compared to bid or actual costs.
All comments made are based on conditions seen at the time of this visual observation. We
do not accept any responsibility for unknown or unknowable conditions within the existing
site or structures.
If you have any questions regarding this report, please do not hesitate to contact our office.
Sincerely,
Bomengineering
Ltd R4.t�rt,Jl ut�,
Catherine Hawkins
Reserve Study Project Manager
Site and Building Evaluation Group
Bomengineering 10/18/2011 Page 6 08080 -954
3 -1 -11
,44adl
Final Capital Expenditure Analysis
Reserve Summary - -
Project Information
Project Name
Town of Vail Facilities
Property Management Company
Town of Vail
Phone: 970 -479 -2170
Fax:
General information
Study year: 2008
Fiscal month: January
Funding Information
Initial balance:
$.00
Planned account funding increase:
0%
Projected interest rate earned:
0%
Inflation rate for projected expenditures:
5%
Tax rate on interest earned:
0%
Average loan rate on borrowed monies:
0%
AsSesement Schedule
Bomengineering
10/18/2011
3 -1 -12
Type of Property
Town Facilities
Number of Units
1
Age of Complex
30 Years
Year Annual Total
contribution
Town of Vail Facilities
Average Average
Monthly Monthly
con
contribution contribution
Per Member
2018
2020
$86_9,77_2.63
$341,481.09
$721481.05
$28,456.76
Average
Year
Annual Total
Average
Monthly
Monthly
$76,727.47
contribution
contribution
contribution
21,269,704.00
2026
,419,478.00
1,387,395.0_0
$1,981,147.00
$105,808.67_
$ 118,289.83
$115,616.25
embe
Per Member
Per
2009 T
$977,413.13
$81,451.09
$81,451.09
2010
$542,678.81
_
$45,22323
$45,22323
2011
$825,962.63
$68,83022
$68,830.22
2012
$812,398.19
$51,033.02
$51,033.02
20_13
$321,647.00
$26,8_03.92
$26,80_3.92
2014_
$636_,235.31
$53,019.61
$53,019.61_
2015
_
$37,748.53
_
$37,748.531
2016
_ _$452_,982.31
$521,277.81 -
— $43,439.82
$43,438.82
2017
$1,319,893.00
$109,991.08
$109,991.08
2018
$998,740.63
$83,228.39
$83,228.39
Bomengineering
10/18/2011
3 -1 -12
Type of Property
Town Facilities
Number of Units
1
Age of Complex
30 Years
Year Annual Total
contribution
Town of Vail Facilities
Average Average
Monthly Monthly
con
contribution contribution
Per Member
2018
2020
$86_9,77_2.63
$341,481.09
$721481.05
$28,456.76
$72,481.05_
$28,456.76
2021
$920,728.63
$76,727.47
$76,727.47
2022 $926,373.63
$77,197.80
$77,197.80
21,269,704.00
2026
,419,478.00
1,387,395.0_0
$1,981,147.00
$105,808.67_
$ 118,289.83
$115,616.25
_$105,808.67_
$118,289.83
__$115,616.25
$165,095.58
$165,095.58
2027
$890,021.19
$74,168.43
$74,168.43
2028
$483,976.19
$40,331.35
$40,331.35
Page 152
08080 -954
0
TOWN
2012 BUDGET
First Reading of
Ordinance No. 21, Series 2011
October 18, 2011
10,18,2011
3 - l - 13
Town of Vail
Proposed 2012 Budget
Table of Contents
2012 Budget Highlights 1
Major Revenue Analysis 10
Summary of Changes in Personnel 11
Ten -Year Summary of Budgeted Positions by Department 12
Employee Benefits Summary 14
This report shows the list of employee benefits by percentage and costs.
General Fund Revenue and Expenditures 15
This schedule shows the major revenue and expenditures by category
in the General Fund
Summary of Operating Expense 17
This schedule shows all operating expenditures, no matter what Fund they are
paid from
Contributions and Special Events
Capital Projects Fund Revenue and Expenditures 29
This schedule shows revenue by type and expenditures by project in the Capital
Projects Fund for 2010, 2011 and proposed 2012.
Real Estate Transfer Tax Fund Revenue and Expenditures 32
This schedule shows revenue by type and expenditures by project in the RETT
Fund for 2010, 2011 and proposed 2012.
Marketing Fund Revenue and Expenditures
34
Debt Services Fund Revenue and Expenditures 35
Heavy Equipment Fund Revenue and Expenditures 36
Dispatch Services Fund Revenue and Expenditures 37
Conference Center Fund Revenue and Expenditures 38
Health Insurance Fund Revenue and Expenditures 39
10/18/201 1
3- 1 - 14
TOWN OF VAIL
2012 BUDGET PROPOSAL
GENERAL AND RELATED FUNDS
The Town of Vail 2012 budget proposal presented in this document reflects the town's
vision to be the premier mountain resort community in a fiscally responsible manner.
The 2012 draft budget proposal also reflects a renewed focus on guest services and
public amenities including several high profile special events. This follows Vail's Billion
Dollar Renewal which included investments from both developers and the town with new
buildings, streetscape enhancements, landscaped medians, public art, and loading and
delivery facilities.
The "Renewal" continues to generate additional sales and real estate transfer tax
(RETT), helping the town weather recent economic instability. Looking back over the
last five years, sales tax collections were $16.5 million in 2005, and peaked at $19.6
million in 2008. By 2010, as the town felt the impact of the national recession, sales tax
dropped to $17.7 million. RETT collections in 2005 totaled $6.2 million compared to
$7.0 million in 2010, with a peak of $9.1 million in 2008. Redevelopment also prompted
Town Council to establish the Vail Reinvestment Authority (VRA), a tax - increment
financing district in LionsHead. Since its creation in 2006, the VRA has generated nearly
$5.3 million in property tax collections and provided a funding mechanism for capital
improvements within the district (such as the LionsHead Transit and Welcome Centers)
with bonds ($11.9 million) that will be repaid by those incremental taxes.
Even with increases to revenue, the town is challenged to operate within annual revenue
streams while providing world -class service, maintaining new amenities and supporting
the local economy by way of event funding, marketing, and other Council contributions.
For example, snowmelt, loading and delivery shared costs, repair and maintenance of
new buildings, added landscape and pathways have resulted in approximately $860,000
in annual operating costs. Funding for iconic and special events has increased 75 %, or
$673,600 since 2005, not including the $293,280 in annual in -kind services provided for
events and non - profits. The in -kind services and general support to special events in
2011 has stretched town staff to the limit and while the attached proposal includes
similar levels of support in 2012, any additional events generate additional need for
personnel, volunteer hosts, publicity and other costs. Also, upcoming commitments to
large events cannot be absorbed within the town's annual operations. Specifically, the
town's support for the World Alpine Ski Championships, the Nation's event at Golden
Peak, the Pro - Cycling Challenge and Vail's 501h Anniversary celebration are proposed
for funding from General Fund reserves.
Town departments have met the challenge of increased costs for new amenities and
events by reducing headcount, converting positions to contract services (town attorney
and a majority of custodial services), managing vacant staff positions and making
significant cuts in other areas such as professional development, general supplies and
equipment, and internal /external programs. These efforts save the town $2.1 million
annually.
1
10/18/201 1
3 - l - 15
REVENUE
The town's 2012 budget is funded by a projected $51.0 million net revenue budget.
Net revenues exclude inter -fund charges and transfers. 2012 projected revenues are
10% less than 2011 amended and a 12% decrease from 2010. (See page 10 for Major
Revenue Analysis). The below chart identifies the various sources of town revenue:
Chargesfo-
Se-vices
3%
Transportation
Centers
9%
In Lei Bove[ n[rie[
Revenue
J /o
Licenses on(
Permits
3%
2012 Net Revenue Projection:
$51.0M
Earnings on
Transfer frorr VRA Investments
Rent, Fines & 6% r 1% Sales Tax
Misce laneous J n,
Real Estate Transfer Franchise Fees 1% - -
Tax 9%
7%
and
Tax
Sales Tax will produce approximately 35% of annual revenue for 2012. The $17.8
million of sales tax projected is flat with the current 2011 budget and a less than 1%
increase from 2010.
Real Estate Transfer Tax collections of $3.8 million represent 7% of total annual
revenues. Since 2004, we have separated RETT revenue into two categories:
collections from major redevelopment projects (such as the Four Seasons, Ritz Carlton
Residences, Solaris, etc.) and "base" collections, which represent all other real estate
transactions. This separation allows for more accurate trending. "Base" collections are
projected 20% less than 2010, and collections from major redevelopment are budgeted
at a decrease of 61% from 2010 assuming minimal re- sales.
Property and Ownership Tax of $4.2 million will generate 8% of total revenues for 2012.
Newly redeveloped properties helped to offset a 32% decrease in base property values,
for an overall reduction of only 17 %. The current base mil levy is 4.69 and constitutes
10% of the average taxpayer's property tax bill. The property tax projection is based on
the August 11 report received from the county assessor.
Parking revenue from the transportation centers is projected at $4.4 million for 2012, or
9% of total revenues. This projection is flat with 2011, and a 12% decrease from 2010.
2
10/18/201 1
3 - L - 16
Intergovernmental revenue includes federal and state grants, county sales tax, county
road and bridge tax, highway users' tax, cigarette tax and E911 Authority Board. For
2012, this revenue source represents $2.7 million, or 5% of total revenues for the town.
While the majority of these funds are from taxes, they also include federal grants of
$65,000 for fire fighters from the SAFER grant, and $89,000 for a police officer from the
COPS grant.
Ski Lift Tax and Franchise Fees total $3.5 million and $1.1 million, respectively for 2012,
representing 9% of the total annual revenue.
The town will continue to receive reimbursement from the Vail Reinvestment Authority
for expenditures directly relating to capital projects within the tax increment district. In
2012, the town expects to be reimbursed a total of $7.1 million for those projects. More
detail on these projects is included below under Capital Projects Fund expenditures.
EXPENDITURES
The town's expenditure budget for 2012 is $53.9 million excluding inter -fund transfers
and charges. This is a 31.1% decrease from the 2011 amended budget, mainly due to
large capital projects currently underway in 2011 that will most likely continue into 2012
such as energy enhancements, neighborhood road and bridge replacement, the
LionsHead Welcome Center and the LionsHead Transit Center. Included in this amount
are capital projects that will be reimbursed from the Vail Reinvestment Authority (see
Capital Projects section below).
Sixty -four percent of the expenditures are to provide municipal services and thirty -six
percent to fund capital improvements including debt service.
Where the Money Goes
2012 Proposed Expenditures $53.2M
Debt Service
Capital 4 1,A
Improvements
32%
Municipal
Services
64%
Within municipal services, 66% of spending is related to staffing costs. These costs
include salary expense, overtime, and benefits such as health insurance, disability
coverage, worker's compensation, pension, life insurance, unemployment and Medicare.
3
1 0/18/201 1
3- 1 - 17
The town's operations are supported by 284 full time equivalent (FTE) positions in 2012,
down from 300 at the beginning of 2009. Of these, 213.7 are full -time regular
employees. Since 2009, the total FTE count has been reduced by 15.7 without
compromising service levels. Of the total, a net of 9.8 full -time benefited positions and
10.0 fixed term /externally funded positions have been reduced, offset by an increase of
4.1 in seasonal positions. 2012 headcount changes include the return of two seasonal
Forest Health crew members and the reduction of 3 full -time positions, with those
services now contracted out (Town Attorney and 2 custodian positions). Other additions
include a .48 summer seasonal position for the streets department, .25 for one intern in
Community Development (over a three month span) and .5 to continue the construction
inspector assigned to large capital projects. Please refer to page 11 for a detailed
explanation of FTE changes, and page 12 for a 10 year history of the town's FTE count.
Employee benefits are projected at $5.7 million, representing 36.3% of base salary
expense for 2012 (please refer to page 14 for a breakout of employee benefits). The
largest single component of benefit cost is health insurance at 47 %, followed by pension
contributions at 36 %.
Pension
36%
Work
Comper
Benefits Costs
Wellness 2012 $5.7M
Medicare r Benefit
4% / 3%
insurance
Health
Insurance
47%
e, Disability,
and
employment
Insurance
4% 6%
Health claims are a significant portion of employee benefits costs and have been
trending at an annual increase of 10% per year for the last several years. Staff is
managing rising costs by sharing a portion of these expenses with employees through
changes to health plan design (for example, increases to employee -paid deductibles, co-
pays and out of pocket maximums). Employee monthly premiums will also increase.
The town plans to use $135,000 of Health Insurance Fund reserves (these reserves
grow from annual contributions by both employees and the town, with most of the
current growth occurring between 2001 and 2008). The reserves are intended to protect
the town from excessive claim activity (unanticipated) in one year, and current reserves
adequately provide this protection. See page 38 for a detailed fund statement for the
Health Insurance Fund.
While the above narrative summarized the overall proposed town financial outlook for
2012, the following provides an explanation of budgetary assumptions for each fund:
4
10/18/201 1
3 - l - l8
GENERALFUND
The General Fund supports the town's basic municipal operations. The attached
General Fund proposed budget for these operations has a surplus of $142,104, which
does not include commitments to large special events such as the World Alpine Ski
Championships, Pro - Cycling Challenge or Vail's 501h Anniversary Celebration. With
current assumptions of $950,000 being spent on these events in 2012, the resulting fund
balance will total $20.2 million at the end of 2012, representing 69% of annual revenues.
35% was the Council directive in prior years as the minimum fund balance during
redevelopment.
REVENUE - $29,280,569
The General Fund's primary source of revenue is sales tax followed by parking, property
and ownership tax, and lift tax.
Sales Tax - $10,859,000
In this budget proposal, 61% of the town's 4% general sales tax is allocated to the
General Fund. The remaining 39% is allocated to the Capital Projects Fund. While this
split is the same percentage used on average over the last 10 years for budget
purposes, the actual share of revenue has averaged 53/47 since 2001 and 51/49 since
2004. The "split" percentages change when sales tax collections do better than
expected (excess revenue goes directly to the Capital Projects Fund) and the above
averages include the impact of transfers of fund balance from the General Fund to the
Capital Projects Fund. Since 2001, $10.1 million has been transferred into the Capital
Projects Fund for both specific projects and to increase capital reserves.
Due to the proposed 61/39 split, approval of this budget will require an affirmative vote
by five out of seven Council members (a super majority) because less than 50% of the
sales tax revenue is going to the Capital Projects Fund. This is based on the town
charter from 1973 when Council intended to earmark 50% of sales tax collections for
capital projects, real estate acquisition and related debt service. Since that time, several
revenue sources have been added to enhance the town's ability to fund capital projects
such as Real Estate Transfer Tax, Construction Use Tax, the Vail Reinvestment
Authority, Employee Housing Fee -in -Lieu and federal grants.
While staff is recommending a 61/39 split of sales tax collections, we will continue to
implement the policy of allocating any revenues in excess of the original budget to the
Capital Projects Fund, as has been done in years past.
2012 sales tax revenue is projected to be flat with the current 2011 budget, and a
less than 1.0% increase from 2010. Actual collections in 2011 are currently
exceeding budget by 6.43 %.
Property Tax, Parking Revenue, Ski Lift Tax and Franchise Fees budgetary
assumptions were discussed above, in the Revenue section.
Licenses and Permit Fees - $955,000
The largest component of licenses and permits is construction permit fees, which
includes building, mechanical, plumbing, and electrical permits. The 2012 budget for
construction permits is projected with "base" transactions flat with 2011 budget, and no
activity anticipated from major redevelopment.
5
10/18/201 1
3 - l - 19
EXPENDITURES - $29,138,465
As a service organization, the majority of spending relates to staffing. For 2012, this
represents $18.3 million or 63% of total expenditures which includes benefits and a 3%
proposed merit increase based on employee performance.
Benefits of $4.6 million are a slight reduction from 2010. As a percentage of salary,
benefit expenditures for 2012 are proposed at 40.4% of full -time salaries and 8.9% for
seasonal, resulting in a total of 36.3% overall. Please refer to page 14 for a detailed
breakout of employee benefits, with comparisons to prior years.
Departmental spending of $6.2 million (also labeled as "All Other Operating" in the
General Fund statement) is 1.5% less than 2011 amended budget despite an increase in
services and the addition of new facilities. These additions include new operational
expenditures such as increased snowmelt from streetscape near Solaris and the new
transit area, and utilities for new facilities including the West Vail Fire Station and
LionsHead Transit Center. There are also savings from planned energy enhancement
projects totaling nearly $120,000 in 2012. Other items such as cinders are budgeted at
an average snowfall.
Although we've received over $3.3 million of requested Council contributions (pages 18-
27), this budget document includes $1.26 million (a slight decrease from 2011) for
inclusion in the annual operating expenditures for the town. Additional contributions to
the 2015 Word Alpine Ski Championships ($250K per year for 5 years), the 2015
Nations Event at Golden Peak ($375K per year for 4 years), the Pro - cycling Challenge
($175K per year for 5 years with $100K funded by the VLMD) as well as the 501h
Anniversary celebration are proposed to be funded from General Fund reserves
because they cannot be absorbed within the annual budget allocations.
Funding for the Commission on Special Events (CSE) is also included in the Council
contribution requests. The CSE has asked for $1,061,800 for 2012, a 27% increase
over the prior year. The increase is directly related to the addition of two new events:
Teva Winter Games at $75,000 and a three -day event over Memorial Day for $150,000.
The attached draft budget does not include these two new requests per Council's
feedback to stay flat from prior year (similar to departmental budgets) on September
20th.
Heavy Equipment Operating charges increased 8% compared to 2011 due to fuel prices.
Costs are charged back to departments based on their use of the vehicles and
equipment. Replacement charges are proposed flat with 2011 budget and are based on
a long -term replacement plan for town vehicles.
Dispatch Services charges total $575,706 for 2012 based on a three -year average
usage by the town (33.7% of total 911 call volume). The 2012 charges are a 7%
increase from 2011 attributable to an increase in call volume.
6
10/18/201 1
3 -1 -20
CAPITAL PROJECTS FUND
REVENUE - $7,711,660
Sales tax is a primary revenue source for capital projects. For 2012, $6,941,000 or 39%
of the town's projected sales tax revenue is allocated to the Capital Projects Fund.
Use Tax collections are budgeted at $515,000, 3% higher than the 2011 original budget.
2011 collections currently exceed the budgeted amount however this includes some
activity from large projects. No major projects are assumed for 2012.
EXPENDITURES - $15,075,374
$7.1 million of the above will be reimbursed by the Vail Reinvestment Authority (VRA)
for capital projects within the LionsHead TIF District such as the East LionsHead Portal
($2.1 M), the West LionsHead Portal ($750,000), the Library remodel ($1.6M), a
renovation of the Sundial Plaza and surrounding area ($850,000), partial funding of the
Guest Services Enhancement project ($500,000), CDOT- required parking within the TIF
District area ($480,000), and completion of the LionsHead Welcome Center ($304,700).
The VRA is also reimbursing the town for the annual capital maintenance of the
LionsHead parking structure ($365,000). The town is utilizing the Capital Projects Fund
to track these projects because the town's financial systems are better suited than the
VRA's to provide internal controls over projects of this size and to facilitate recording the
capital assets on the town's books. The money allocated to these capital projects tie
directly to the proposed budget for the VRA.
In addition to the last debt service payment totaling $2.1 million, noteworthy projects for
2012 include:
• Annual capital maintenance of town facilities, parking structures and streets
totaling $2.9M
• Guest Service Enhancement project ($1.1 M), with $500,000 to be reimbursed by
VRA
• Renovation of Vail Village Information Center interior space, including new guest
services consistent with LionsHead Transit and Welcome Center programming
($1.1 M). In addition, a new pull -off lane at the VV Info Center is proposed at
$250,000
• CDOT- required parking in LionsHead and a guardrail in West Vail on the North
Frontage Road is proposed at a total cost of $630,000, offset by VRA
reimbursement of $480,000
• Business Systems replacement ($175,000), which may include a new financial
accounting system over a two year period
The Capital Projects fund is projected to have a fund balance of $7.4M at the end of
2012, not including unfunded projects.
7
10/18/201 1
3 -1 -21
REAL ESTATE TRANSFER TAX (RETT) FUND
REVENUE - $4,074,888
The primary revenue source for this fund is the 1% real estate transfer tax, accounting
for $3,835,000 in projected revenue for 2012. Base transactions are budgeted at a 20%
decrease from 2010. Collections from major redevelopment are budgeted at a decrease
of 61 % from 2010 assuming minimal re- sales.
EXPENDITURES - $5,653,946
Use of the RETT Fund is restricted by ordinance to parks, recreation, open space, and
environmental sustainability. RETT currently provides funding for both operating and
capital expenditures within those categories. Total operating expense of $2.5M for 2012
includes:
• Annual Park and Landscape maintenance ($1.4M)
• Environmental Sustainability programs ($250,000)
• Continuation of Forest Health projects ($195,000)
• Management of AIPP programs ($92,700)
• Betty Ford Alpine Garden annual support ($55,620)
• Eagle River Watershed Council support for Black Gore Creek projects ($50,000)
Noteworthy capital projects for 2012 include:
• Flood incident major repairs and prevention measures to culverts and drainage
infrastructure ($1.1 M)
• Stream bank mitigation planning ($200,000)
• Frontage Road bike lanes ($1.2M)
• Improvements to VRD- managed assets totaling $660,384. Significant projects
include improvements to the Ford Park tennis court repairs
The RETT fund is projected to have a fund balance of $7.6 million by the end of 2012.
VAIL MARKETING FUND
Business license fees provide the revenue for this fund, which is restricted to marketing
Vail. Revenue is expected to be flat with 2011. Expenditures for marketing through the
Commission on Special Events (CSE) are also budgeted flat at $280,000, with an
additional $20,000 allocated to the Vail Jazz Festival.
DEBT SERVICE FUND
This fund is used to manage principal and interest on the town's outstanding debt.
Funds are transferred from the Capital Projects Fund to meet annual debt service
requirements and to cover the next upcoming principal and interest payments on the
2002B and 2008 bonds. All debt will be repaid by the end of 2012.
8
10/18/2011
3 -1 -22
HEAVY EQUIPMENT FUND
This is an internal services fund that manages the maintenance and repair of town
vehicles and equipment and the purchase of replacement vehicles other than buses and
fire trucks. Costs are charged back to departments based on their use of the vehicles
and equipment. Fuel prices are the reason for a 15% increase in operating costs from
the current 2011 budget.
DISPATCH SERVICES FUND
This is an enterprise fund, e.g., more than half of its revenue is from sources outside of
the town, managing emergency communications for all of Eagle County. The E911
Board currently funds seven dispatcher positions, two supervisor positions and a
systems engineer. In 2012, there is a 7% increase in the town's fees based on a three -
year average of call volume, of which Vail Police and Vail Fire total 33.7 %.
CONFERENCE CENTER FUND
This fund was established in 2003 to account for a 1.5% public accommodations tax and
a .5% sales tax imposed by election for the purpose of building and operating a
conference center in the town. These taxes were rescinded by election in November of
2005. A ballot question will be posed to voters this November asking to use the
accumulated $9.4 million for three capital projects. If this question passes, Council will
be asked to revisit the budget for this fund to include the proposed projects.
HEALTH INSURANCE FUND
This internal services fund manages the costs of providing health and short -term
disability insurance to employees. Net costs are charged to departments as employee
benefits. Since the town is self- insured on these items, a sufficient fund balance is
maintained to absorb extraordinary claims experience. Claims over $75,000 per person
are covered by an indemnity "stop loss" insurance product. Although increasing
healthcare costs are shared with employees, staff has recommended use of $135,000 of
fund balance to help offset the anticipated increase in medical claims for 2012. This
Fund is projected to have a fund balance of $714,119 by the end of 2012.
9
10/18/201 1
3 -1 -23
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Town of Vail 2012 Budget
Summary of Changes in Personnel
From 2011 Original Budget to 2012 Budget
2012
Changes Comments
Full -time Regular Positions
Facilities: Custodians (2.00) Vacancies - work contracted out
Town Attorney (1.00) Contracted out
(3.00)
Seasonal Positions
Forest Health 1.00 Bring crew back to original level of 6 (reduced to 4 for 2011)
Community Development 0.25 Intern for 3 months
Public Works Streets 0.48 Special events support, recycling /composting
Public Works 0.50 Construction inspector
2.23
Total Changes to FTE Count: (0.77)
11
10/18/2011
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Short -term Disability Insurance
Wellness Benefit
Sworn Officer Death and Disability Insurance
Subtotal Fee Based
Payroll Based
Pension Contribution
Medicare
Workers' Compensation Insurance
Unemployment Compensation Insurance
Subtotal Payroll Based
Total Full -Time Benefits
Part -Time and Seasonal Employees
Fee Based
Wellness
Wellness - Boards & Commissions
Mini -Med Program
Payroll Based
Pension Contribution
Medicare
Workers' Compensation Insurance
Unemployment Compensation Insurance
Subtotal Payroll Based
Total Part -Time and Seasonal Benefits
Total Benefits - All Employees
Town of Vail
Employee Benefits
2009
15.4%
2010
15.6%
2011
15.26%
2012
14.83%
Actual
°% Salary
Actual
% Salary
Budget
% Salary
Proposed
% Salary
2,515,558
18.8%
2,525,000
19.1%
2,530,000
18.73%
2,700,000
19.78%
214,665
1.6%
213,525
1.6%
86,000
0.64%
74,000
0.54%
2,442,896
18.3%
2,414,082
18.3%
55,000
0.41%
53,000
0.39%
72,000
0.53%
74,000
0.54%
25,000
0.2%
25,400
0.2%
32,000
0.24%
25,000
0.18%
94,352
0.7%
144,794
1.1 %
95,000
0.70%
95,000
0.70%
65,629
0.5%
68,336
0.5%
68,500
0.51%
72,000
0.53%
2,915,204
21.8%
2,977,055
22.5%
2,938,500
21.75%
3,093,000
22.66%
2,059,169
15.4%
2,059,475
15.6%
2,061,484
15.26%
2,024,625
14.83%
172,959
1.3%
168,269
1.3%
180,861
1.34%
182,938
1.34%
182,241
1.4%
158,471
1.2%
192,500
1.43%
191,400
1.40%
28,527
0.2%
27,867
0.2%
27,000
0.20%
27,300
0.20%
2,442,896
18.3%
2,414,082
18.3%
2,461,845
18.23%
2,426,264
17.77%
5,358,100 40.1% 5,391,137 40.8% 5,400,345 39.98% 5,519,264 40.43%
72,199
3.8%
117,746
6.1%
75,000
3.89%
8,100
0.4%
9,100
0.5%
9,100
0.47%
4,199
0.2%
3,375
0.2%
6,000
0.31%
75,000 3.68%
9,100 0.45%
6,000 0.29%
30,115
1.6%
28,989
1.5%
28,910
1.50%
30,586
1.50%
27,899
1.5%
27,788
1.4%
27,946
1.45%
29,566
1.45%
26,153
1.4%
22,973
1.2%
27,500
1.43%
27,716
1.36%
4,094
0.2%
4,040
0.2%
3,855
0.20%
4,078
0.20%
88,261
4.7%
83,790
4.3%
88,210
4.58%
91,946
4.51%
172,759 8.9% 214,011 11.1% 178,310 9.25% 182,046 8.93%
5,530,859 36.1% 5,605,148 37.0% 5,578,655 36.14% 5,701,310 36.34%
14
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TOWN OF VAIL 2012 BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
GENERALFUND
Revenue
Local Taxes:
Sales Tax Split b/t Gen'I Fund & Capital Fund
Sales Tax
Property and Ownership
Ski Lift Tax
Franchise Fees, Penalties, and Other Taxes
Licenses & Permits
Intergovernmental Revenue
Transportation Centers
Charges for Services
Fines & Forfeitures
Earnings on Investments
Rental Revenue
Miscellaneous and Project Reimbursements
Total Revenue
Expenditures by Type:
Municipal Services:
Town Officials
Administrative Services & Risk Management
Community Development & Housing
Police
Police Communications
Fire
Public Works & Streets
Transportation & Parking
Facilities
Library
Economic Development
Total Operating Expenditures
Revenue Over (Under) Expenditures
2015 World Alpine Ski Championships
Pro - cycling event
2015 Nation's Event
Vail's 50th Anniversary
Transfer to Capital Projects Fund
Revenue Net of Transfers & New Programs
Beginning Fund Balance
Ending Fund Balance
EHOP balance included in ending fund balance -
not spendable
2010 2011 2011 2012
Actual Budget Amended Proposed
$ 17,676,115 $ 16,900,000 $ 17,800,000 $ 17,800,000
57/43 61/39 61/39 61/39
$ 10,143,624 $ 10,310,000 $ 10,859,000 $ 10,859,000
4,951,386
5,055,000
5,055,000
4,232,000
3,357,717
3,193,000
3,193,000
3,492,000
1,040,425
1,087,402
1,087,402
1,112,753
1,387,337
732,200
732,200
955,000
1,929,121
1,524,065
1,525,365
1,911,250
5,037,042
4,911,500
4,411,500
4,425,000
875,627
702,963
810,963
774,850
271,561
305,000
305,000
325,000
1 19, 049
194,000
194,000
1 16, 900
862,151
869,816
869,816
869,816
386,271
161,658
280,607
207,000
30,361,311
29,046,604
29,323,853
29,280,569
1,162,640
1,295,860
1,409,304
1,453,334
3,043,095
3,306,565
3,383,559
3,467,195
1,722,407
1,644,765
1,683,918
1,581,504
4,280,070
4,591,150
4,669,043
4,591,423
522,213
537,827
537,827
575,706
2,817,132
2,981,136
2,988,292
3,078,507
3,530,332
3,553,226
3,572,503
3,674,733
4,495,643
4,661,727
4,782,738
4,889,032
3,315,796
3,733,319
3,733,319
3,551,345
794,879
800,580
801,571
816,751
1,471,156
1,458,255
1,475,157
1,458, 935
27,155,363
28,564,410
29,037,231
29,138,465
3,205,948 482,194 286,622 142,104
(250,000) (250,000)
(75,000) (75,000) (75,000)
(375,000)
(250,000)
(3,742,673) - (1,845,800)
(536,725) 407,194 (1,884,178) (807,896)
23,423,417 20,340,414 22,886,692 21,002,514
$ 22,886,692 $ 20,747,608 $ 21,002,514 $ 20,194,618
$ 690,000 $ 690,000 $ 690,000 $ 690,000
10/ 18/201161
3 -1 -30
Expenditures by Type:
Operating Expenses paid for by General Fund:
Town Officials
Administrative Services & Risk Management
Community Development & Housing
Police
Police Communications
Fire
Public Works & Streets
Transportation & Parking
Facilities
Library
Economic Development
Information Center
Council Contributions
Commission on Special Events
Large event commitments: 2015s, Pro Cycling, Vail's 50th
Total paid by General Fund:
Operating Expenses paid for by Marketing Fund:
Commission on Special Events
Operating Expenses paid for by RETT:
Annual Park and Landscape Maintenance
Tree Maintenance
Rec. Path Capital Maint
Park / Playground Capital Maintenance
Street Furniture
Public Art - operating expenses
Alpine Garden Support
Black Gore Creek Sand Mitigation
Forest Health
Environmental Sustainability
Total paid by RETT:
Total Operating Expenditures
Summary of Operating Expenditures
2011 2011
2010 Original Amended 2012
Actual Budget Budget Budget
1,162,640
1,295,860
1,409,304
1,453,334
3,043,095
3,306,565
3,383,559
3,467,195
1,722,407
1,644,765
1,683,918
1,581,504
4,280,070
4,591,150
4,669,043
4,591,423
522,213
537,827
537,827
575,706
2,817,132
2,981,136
2,988,292
3,078,507
3,530,332
3,553,226
3,572,503
3,674,733
4,495,643
4,661,727
4,782,738
4,889,032
3,315,796
3,733,319
3,733,319
3,551,345
794,879
800,580
801,571
816,751
166,792
173,112
173,112
179,025
201,221
202,990
202,990
218,133
478,013
472,275
489,177
444,635
625,130
609,878
609,878
617,143
75,000
325,000
950,000
27,155,363
28,639,410
29,362,231
30,088,466
280,000
300,000
300,000
300,000
1,198,869
1,317,340
1,317,340
1,350,140
57,331
65,000
85,000
65,000
119,241
104,094
141,177
93,395
94,609
90,000
114,841
85,000
22,472
22,500
22,500
25,000
94,072
89,371
89,371
92,657
55,620
55,620
65,620
55,620
55,477
50,000
65,600
50,000
206,183
145,000
145,000
195,000
253,434
250,000
319,350
250,000
2,157,308
2,188,925
2,365,799
2,261,812
29,592,671 31,128,335 32,028,030 32,650,278
10/18/2014_
3 -1 -31
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2012 Contributions
Please see the attached spreadsheet to coincide with the following background and
recommendations.
ECONOMIC
A. Bravo! Colorado
BACKGROUND INFORMATION: Bravo! Vail Valley Music Festival is requesting a total of
$200,000: $80,000 each for the Philadelphia Orchestra and the New York Philharmonic — Vail
Residency programs. Bravo! is also requesting $15,000 for the Music Matters Education and
Outreach Program, and $25,000 for the 25th Anniversary programs. An in -kind contribution is
requested for 50 parking spaces per concert on the Upper Bench lot plus the 15 Ford Park spaces
they traditionally receive.
STAFF RECOMMENDATION: Staff recommends funding at a total of $167,500, allocated to the
following: $75,000 for each residency program and $17,500 for the 25th anniversary celebration
concerts. Staff shifted funding of the Music Matters Education ($7,500 in 2011) over to the 25th
anniversary, and overall this is an increase of funding of $10,000 from prior year. Staff is supporting
the 25th anniversary celebration because it includes two special anniversary concert performances
with acclaimed violinist and musical director Nadja Salerno- Sonnenberg and her 18 -piece chamber
orchestra travelling from California. One of the special concerts features Ms.Salerno- Sonnenberg
and the other features Bravo's Artistic Director, pianist Anne - McDermott. Historically, the Town of
Vail has contributed funding to the New York Philharmonic and the Philadelphia Orchestra Tier 1
programs. The cultural benefit to the Town of Vail and the tourist attraction of this event are major
factors in staff's recommendation for funding.
B. Bravo! Family Concert (National Repertory Orchestra)
BACKGROUND INFORMATION: The Orchestra is requesting $2,000 to offset travel expenses
associated with their annual concert in Vail. Each season, they perform a free family concert at the
Ford Amphitheatre in conjunction with Bravo!.
STAFF RECOMMENDATION: Staff recommends funding at $1,000 (same as the 2011
contribution) based on the cultural benefit to the town and the potential increase in drive traffic from
the Summit area.
C. Vail Farmer's Market
BACKGROUND INFORMATION: Vail Farmer's Market is requesting $5,000 of in -kind value to
cover the cost of services provided by the Town of Vail during the events, and $5,000 cash to cover
the cost of traffic control. The Commission on Special Events (CSE) funded $44,000 toward the
Farmer's Market in 2011.
STAFF RECOMMENDATION: Staff recommends funding in -kind of $4,500 (same level as 2011)
which will be included in the town's operating budget. Staff recommends consolidating the cash
request with the funding provided by the CSE, as was done for 2010 and 2011.
10/18/2(� 4
3 -1 -34
D. Vail Jazz Foundation
BACKGROUND INFORMATION: The Vail Jazz Foundation is requesting $60,000 to fund all 25
performances presented in Vail over the course of the summer, including the Jazz at Vail Square
concert series (9 concerts) from July through Labor Day weekend, the Vail Jazz Party during Labor
Day weekend (7 sessions), and 9 free summer concerts at Solaris at the Vail Farmers' Market. The
Vail Jazz Foundation commits to raising $30,000 of matching funds to continue to upgrade the
market series.
STAFF RECOMMENDATION: Staff recommends the same funding as 2011 at $50,600 (which was
an increase of 65% from 2010), with $20,000 of that coming from the Marketing Fund (business
license revenue). While this music festival continues to grow and has become an iconic event, the
town's budget cannot support an increase in funding.
E. Colorado Ski Museum
BACKGROUND INFORMATION: The museum is requesting cash of $75,000 for general operating
costs and in -kind of $9,000 (rent subsidy), 2 gold parking passes, 2 blue parking passes, 4 hours
per month of IT support and complimentary use of the LionsHead Welcome Center's community
room.
STAFF RECOMMENDATION: Staff recommends funding the in -kind request for subsidized rent
($9,000) and a cash contribution of $42,000 (for a total contribution of $51,000). This is flat with
2011. The town's IT staff is stretched very thin and cannot accommodate the request for IT support.
Programming for the LionsHead Welcome Center has not been finalized as yet, so it is difficult to
commit complimentary use. Two blue passes are given to the museum as a part of their lease for
the facility. The budget cannot support the new request for an additional four parking passes.
F. Vail Valley Foundation (VVF)
BACKGROUND INFORMATION: The Foundation is requesting $103,150 of cash funding and
$26,300 of in -kind for entertainment programs and winter events. (Street Beat; Vail International
Dance Festival and Hot Summer Nights, Birds of Prey, and the American Ski Classic). In addition,
the VVF is requesting $175,000 cash and $25,000 of in -kind funding for the US Pro - cycling
Challenge. There are two requests relating to the 2015 World Alpine Ski Championships: $250,000
annual commitment (2nd of 5 year commitment) for the overall championships and $375,000 annual
commitment (1 St of 4 year commitment) for the Nations Team Event to be held at Golden Peak.
STAFF RECOMMENDATION: Staff recommends funding the in -kind requests for the special
events, although limits the Birds of Prey in -kind to $10,000 ($13,000 requested), and those costs
will be built into the town's 2012 operating budget. Staff also recommends cash funding at the
same level as 2011: $25,650 toward Street Beat; $45,000 to the Vail International Dance
Festival; $24,525 toward Hot Summer Nights, and $5,000 for the American Ski Classic for a total
of $100,175. Staff supports the UCI 2.1 Pro - Cycling event, the 2015 World Alpine
Championships and the Nations Team Event and recommends funding $100,000 from the Vail
Local Marketing District for the Pro - cycling Challenge, contingent upon a concert at the Ford
Amphitheater. The remaining funds will need to come from the General Fund reserves, as the
town's annual operating budget cannot absorb that level of expense.
10/18/2( 1
3 -I -35
G. Vail Chamber & Business Association (VCBA)
BACKGROUND INFORMATION: The VCBA is requesting $20,000 to expand the Premier
Impressions Program to six -weeks in duration to encompass both winter (December- March) and
summer seasons (July /August). The new programming assumes 300 $50 Vail- branded gift cards
would be awarded, and to contain costs the end of season awards reception would be eliminated.
STAFF RECOMMENDATION: While the intent of the Premier Impressions coincides with Council
goals, staff is concerned about the future of this program and acknowledges there are other
programs addressing the same goals. Only 105 gift cards were awarded in 2011, with much of the
cash funding going toward the end of the season party. The Premier Impressions proposed 2012
budget plans for 300 gift cards, increased advertising and promotional efforts, and increased
management fees. Staff is also concerned with the Chamber's financial stability upon review of their
balance sheet and limited representation within the business community (approximately 25% of Vail
businesses). In addition, the Vail Valley Partnership provides a program on a fee basis that meets a
similar guest services objective for Vail businesses and both the Town of Vail and Vail Resorts
sponsor rewards programs for employees exhibiting excellent customer service.
H. Vail Symposium
BACKGROUND INFORMATION: The Vail Symposium is requesting $75,000 to help fund both a
winter series and summer seminar. The winter series will include four speakers. The summer
seminar consists of a new, three -day event called "The Vail Summit on Health and Wellness" to
include approximately 18 speakers covering four thematic field such as sports medicine and fitness,
the business of medicine, women's health issues and alternative medicine.
STAFF RECOMMENDATION: Staff recommends funding of $25,000 along with marketing support
from the Vail Local Marketing District contingent upon a detailed list of confirmed speakers and
matching grants for the remaining $50,000. The Symposium receives $4,500 annually from the
Town of Vail Library for the Adventure Speaker series.
I. Vail's 501h Anniversary
BACKGROUND INFORMATION: Highline Sports & Entertainment has been selected to produce an
18 -month marketing, PR and event activation program to celebrate and promote Vail's 501h
Anniversary. The cross - community team planning this celebration is requesting $500,000 from the
Town of Vail to contribute to the $3.8 million in estimated costs.
STAFF RECOMMENDATION: As the town's annual operating budget cannot absorb this amount of
expense, staff recommends funding $250,000 out of General Fund reserves until a more firm plan
for the celebration is developed. This includes $30,000 for the Pioneer Days event and $20,000 in
Colorado Ski Museum activities. As a solid plan develops, we may recommend additional funding at
that time.
J. Commission on Special Events (CSE)
BACKGROUND INFORMATION: The CSE is requesting funding for various events, totaling
$1,061,800: $836,800 for existing events, $150,000 for a new three -day outdoor adventure style
event during Memorial Day weekend and $75,000 for the Teva Winter Games (February 9 -12).
10/18/2�
3 -I -36
STAFF RECOMMENDATION: Staff recommends the $836,800 funding, flat with prior year as
directed to all town departmental budgets. This includes $45,000 for the World Climbing event
during the Mountain Games. It may be premature to recommend funding for the new event at
$150,000 (there are no existing events funded at this level), and staff recommends funding the Teva
Winter Games out of the current annual CSE budget. An additional $54,117 of staffing & related
expense is currently included in the town's 2012 operating budget. The entire CSE budget is part of
the Economic Development Department of the town
K. Taste of Vail Lamb and Apres Cook -off
BACKGROUND INFORMATION: The Taste of Vail is requesting in -kind services for the Lamb
Cook -off for trash and recycling services.
STAFF RECOMMENDATION: Staff recommends funding this in -kind request for event visitors only
(food vendors must provide their own trash cans), with an estimated at a cost of $2,500. The Taste
of Vail received $20,000 of cash funding from the CSE in 2011.
L. Eagle Valley Land Trust
BACKGROUND INFORMATION: The Eagle Valley Land Trust is requesting either 2 blue parking
passes or $2,000 cash contribution to help fund the stewardship of four open space parcels within
the town.
STAFF RECOMMENDATION: Because the annual site visit occurs during the summer, staff
does not recommend funding either the cash or parking pass.
M. Eagle County Loan Fund (ECLF) / Home Buyer Assistance
BACKGROUND INFORMATION: The ECLF is requesting $5,000 in funding to be used for down
payment assistance loans. These loans are available for employees within Eagle County to
purchase deed restricted units.
STAFF RECOMMENDATION: The ECLF received $5,000 from the Vail Local Housing Authority in
2009 and $15,000 in 2010. Staff recommends that the ECLF continue working with the Vail Local
Housing Authority as a more appropriate resource for those funds.
EDUCATIONAL
N. Eagle Valley Childcare (EVC)
BACKGROUND INFORMATION: The EVC has requested $48,000 of funding for 2012 to subsidize
Town of Vail childcare.
STAFF RECOMMENDATION: Because the town is a founding partner, staff recommends funding
$45,000 (same amount as 2011). This childcare provider is an important service used by town
employees.
10/18/2�
3 -I -37
O. Summit Films: Vail 501h DVD "In the Spirit of the Founders"
BACKGROUND INFORMATION: Summit Films is requesting the final installment of $10,000, from
a three -year request ($15,000 has already been funded by the town). These funds are being used
for the production of a two hour DVD set documenting the first fifty years of Vail. To date
approximately $195,000 has been committed to this project from other donors, including a $150,000
commitment from Vail Resorts.
STAFF RECOMMENDATION: Staff recommends funding $10,000 for 2012. Because the town
could not commit funds beyond the current fiscal year, staff required Summit Films to apply for
annual funding for each year. This endeavor is the first of several celebrations that the town intends
to participate in for Vail's 501h anniversary and we look forward to the results of this project.
P. Bright Future Foundation
BACKGROUND INFORMATION: The Bright Future Foundation is requesting $4,000 to help fund a
county- specific training summit in Vail, with an estimated 100 attendees. The summit is designed to
enhance multidisciplinary responses to crimes involving domestic violence and sexual assault.
STAFF RECOMMENDATION: While this is a valuable program, staff does not feel this is an
appropriate use of taxpayer funds. This organization already receives some funding from property
taxes collected within Vail.
Q. Reach Out and Read Colorado
BACKGROUND INFORMATION: Reach Out and Read is requesting $2,500 of funding to support
their programming and purchase of books. During wellness visits, pediatricians work with low -
income parents of children aged 6 months to 5 years and stresses to the parents the importance of
reading in the home prior to kindergarten. A book is given to the child at each visit to encourage
home learning.
STAFF RECOMMENDATION: While this is a valuable program, staff does not feel this is an
appropriate use of taxpayer funds. The Vail Library has established children's programming for local
families.
R. Early Childhood Partners
BACKGROUND INFORMATION: Early Childhood Partners is requesting $8,250 to fund a 12 -week
"Incredible Years Parenting Class" to be held in Vail, which provides the tools to help parents build a
more positive relationship with their children, develop more effective discipline and help kids grow
and learn at their highest potential.
STAFF RECOMMENDATION: While this is a valuable program, staff does not feel this is an
appropriate use of taxpayer funds.
10/1 8/2� i
3 -I -38
RECREATIONAL
S. Ski & Snowboard Club of Vail
BACKGROUND INFORMATION: The Ski & Snowboard Club of Vail has requested in -kind funding
of $5,285 for 4 days of ice for their annual Ski & Snowboard Swap event to be held at the end of
October, 2012.
STAFF RECOMMENDATION: Staff recommends funding this in -kind request for two days (out of
four requested) with appropriate approval and coordination with the Vail Recreation District. The Ski
& Snowboard Club will be responsible for hard costs for use of the Dobson Arena such as set -up,
tear -down, cleaning and utilities. Two days are recommended at this time because the town is
currently recruiting participatory sporting events and may need to use some of our allocated days to
offset costs for those groups. However, if there are enough available days remaining prior to this
event, staff recommends providing the full amount of days (days will be released by August 1, 2012).
T. Vail Valley Medical Center Volunteer Corps (VVMC)
BACKGROUND INFORMATION: The VVMC is requesting in -kind funding for 300 parking vouchers
for the Spring Fashion Show & Luncheon event on Friday, March 30, 2012.
STAFF RECOMMENDATION: This request has always been granted, however with the day of the
event on a Friday in March, staff is very concerned that even if coupons are given out, the event
participants may not even find a parking space. In addition, the potential impact to parking revenue
is much greater on a Friday than on a different weekday, or a date in April. If the VVMC can
reschedule this event, staff would be willing to accommodate this request.
U. Vail Junior Hockey Association
BACKGROUND INFORMATION: The Vail Junior Hockey Assn. is requesting $15,391 in -kind
funding including $11,891 for 9 days of ice (3 weekends during November, 2012) and $3,500 for use
of the Donovan Pavilion in the spring of 2012 for an End of Hockey Season Gathering for
volunteers, sponsors, parents, and players. In addition, they are requesting free or reduced parking
in the LionsHead Parking Structure for the 3rd weekend of the tournament (scheduled for November
16 -18).
STAFF RECOMMENDATION: Staff recommends providing 5 days of ice time (out of 9 requested),
subject to approval and coordination with the Vail Recreation District for the ice time. Staff
recommends waiving the fee for Donovan Pavilion, contingent upon approval and coordination with
the Donovan Management Company regarding availability. However, the Hockey Assn. will be
responsible for hard costs for use of the Dobson Arena and Donovan Pavilion such as set -up, tear -
down, cleaning and utilities. The reduced days relate to the town's need for ice time as mentioned
in item "S ". However, if there are enough available days remaining prior to this event, staff
recommends providing the full amount of days. The parking request is estimated at a cost of
$8,625. Staff does not recommend funding this request as the budget cannot support an increase
from the prior year's contribution.
10/ 18/20
3 -I -39
V. Skating Club of Vail
BACKGROUND INFORMATION: The Skating Club of Vail has requested in -kind funding of
$11,891 for 9 days of ice for two separate competitions (31 st Annual Vail Invitational Championships
and the 91" Annual Vail Mountain Fun Skating Competition) July 11 -15, 2012 and the Holiday Ice
Shows in late December, 2012).
STAFF RECOMMENDATION: Staff recommends providing 5 days of ice time (out of 9 requested)
subject to approval and coordination with the Vail Recreation District. The Skating Club will be
responsible for hard costs for use of the Dobson Arena such as set -up, tear -down, cleaning and
utilities. The reduced days relate to the town's need for ice time as mentioned in item "S ". However,
if there are enough available days remaining prior to this event, staff recommends providing the full
amount of days (days will be released by August 1 ")
W. Special Olympics
BACKGROUND INFORMATION: The Special Olympics is requesting in -kind funding of $1,050 for
a total of 42 parking vouchers for volunteers who train the athletes on Sundays spanning January
through the end of the season.
STAFF RECOMMENDATION: Staff recommends funding this in -kind request, for the LionsHead
parking structure only, with one -time entry /exit coupons (total of 42).
X. Vail Valley Athlete Commission (see backup for item F)
BACKGROUND INFORMATION: The Athlete Commission is requesting a $6,000 cash contribution
to support local athletes. The athletes are also funded by the Vail Valley Foundation and Vail
Resorts.
STAFF RECOMMENDATION: Staff recommends funding this request at $6,000 (flat with 2009,
2010 and 2011) in support of our athletes and for the international exposure for the Town of Vail.
Y. Foresight Ski Guides
BACKGROUND INFORMATION: Foresight Ski Guides is requesting three parking passes for the
Vail Village parking structure for January — April 2012 and November /December 2012. Foresight
provides parking to volunteer guides, half of which drive from Denver. Local guides usually take
public transportation and /or carpool. Foresight provides challenging recreation opportunities to
visually impaired participants and guides, including the Colorado School for the Blind and soldiers
blinded in Iraq and Afghanistan.
STAFF RECOMMENDATION: Staff recommends providing two blue passes, restricted to the
LionsHead parking structure, as was approved in 2010 and 2011. The budget cannot sustain an
increased parking request.
Z. SOS Outreach
BACKGROUND INFORMATION: SOS Outreach is requesting 35 parking vouchers to be used by
program coordinators hauling gear to and from the mountain for the winter skiing and snowboarding
programs for underserved youth.
10/18/2(�Y
3 -1 -40
STAFF RECOMMENDATION: While this is a valuable program, the town's operating budget
cannot sustain an increased parking request.
AA. Vail Sports Commission (VSC)
BACKGROUND INFORMATION: Vail Sports Commission is requesting $47,500 to help fund men's
and women's hockey tournaments, golf tournaments, a Master's Nordic racing event, the
recruitment of the NHL Officials Convention, recruitment of a NCAA hockey event and recruitment of
NCAA Soccer High Altitude Training; $12,000 of the amount requested would be used for
administrative expense, and $6,500 for direct marketing expenses.
STAFF RECOMMENDATION: Staff recommends that the Sports Commission approach the CSE
for the hockey, golf and Nordic events, and approach the Vail Local Marketing District (VLMD)
Advisory Council to review the merit of funding the recruitment of NHL Officials Convention to
determine if it fits within the group business segment. The VLMD also funds the recruitment of
participatory sports through the Vail Valley Partnership.
ARRANGEMENTS & AGREEMENTS
AB. Vail Valley Community TV / Channel 5
BACKGROUND INFORMATION: Channel 5 is requesting a portion of the franchise fee the Town of
Vail receives annually from Comcast. In 2011 this amount was budgeted at $70,000. Channel 5 is
also requesting another $10,000 for capital improvements.
STAFF RECOMMENDATION: Staff recommends funding the franchise fee at 30 %, estimated at
$70,000. Staff recommends funding $4,000 of the $10,000 requested within the 2011 capital
budget for the streaming video of Council meetings.
REAL ESTATE TRANSFER TAX FUND
AC. Betty Ford Alpine Gardens
BACKGROUND INFORMATION: The Alpine Garden Foundation is requesting funding of $100,000
for general operating, education programs and conservation expenses. They are also requesting
$20,000 to complete the repairs needed to the main water feature and two designated spaces in the
Ford Park parking lot. The Garden hosts thousands of visitors per year and has achieved World -
premier status as a high altitude garden.
STAFF RECOMMENDATION: Staff recommends funding operating expenses at $55,620, flat with
2011 funding. The Gardens will be provided Ford Park spaces for summer as in prior years. It may
be premature to allocate funds for capital improvements pending the outcome of the Conference
Center ballot question, as the Gardens may benefit from a new entry should voters approve the use
of funds.
10/ 1 8/2(� i
3 -1 -41
AD. Eagle River Watershed
BACKGROUND INFORMATION: The Eagle River Watershed is requesting $77,500 of funding. Of
this request, $25,000 relates to the maintenance and monitoring of the Black Gore Creek, $20,000
for the Gore Creek Water Quality Improvement Plan, $15,500 for general operating support, $7,500
of public outreach /information, $7,500 for collaborative action monitoring with other local
municipalities and $2,000 for Clean Up events.
STAFF RECOMMENDATION: Staff recommends funding of $50,000, flat with 2011. This includes
$10,000 (20 %) for general operations, $20,000 for the Water Quality Improvement Plan, and
$20,000 for both sediment - source monitoring and bio- monitoring of the Gore / Black Gore Creek.
AE. Eagle Valley Alliance for Sustainability
BACKGROUND INFORMATION: The Alliance is requesting $10,000 to help fund and promote
various environmental programs that benefit the Town of Vail, including the community garden in
West Vail, recycling outreach and education, the annual E -Waste event and energy
events /programs.
STAFF RECOMMENDATION: Staff does not recommend funding this request because the town
has an environmental sustainability budget which has supported the community garden, recycling
outreach and education and energy programs.
3 -1 -42
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TOWN OF VAIL 2012 BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
VAIL MARKETING FUND
10/18/2011
-34-
3-1-48
2010
2011
2011
2012
Actual
Budget
Amended
Proposed Comments
Revenue
Business Licenses
$ 314,452
$ 317,000
$ 332,000
$ 332,000
Earnings on Investments
1,083
-
-
3,000
Total Revenue
315,535
317,000
332,000
335,000
Expenditures
Commission on Special Events / Grants
268,000
300,000
300,000
300,000
Collection Fee - General Fund
15,723
16,100
17,100
17,100 Fee paid to General Fund
Total Expenditures
283,723
316,100
317,100
317,100
Revenue Over (Under) Expenditures
17,900
31,812
900
14,900
Beginning Fund Balance
106,359
127,759
106,359
121,259
Ending Fund Balance
$ 139,159
$ 138,171
$ 128,659
$ 121,259
10/18/2011
-34-
3-1-48
TOWN OF VAIL 2012 BUDGET
SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE
DEBT SERVICE FUND
Other Financing Sources (Uses)
Proceeds of Refunding Bonds
Payments to Refunded Bonds Escrow
Total Other Financing Sources (Uses)
Beginning Fund Balance 189,428 194,282 194,173
Ending Fund Balance $ 194,282 $ 194,173 $ 1,244
10/18/201 1
-35-
3-1-49
2010
2011
2012
Actual
Forecast
Proposed Comments
Revenue
Transfer from Capital Projects Fund
$ 2,273,957
$ 2,279,572
$ 2,088,346
Earnings on Investments and Other
4,728
5,000
-
Total Revenue
2,278,685
2,284,572
2,088,346
Expenditures
Principal
2,035,000
2,115,000
2,195,000 Final year of debt service payments
Interest Expense
238,331
165,681
82,275
Fiscal Agent Fees
500
4,000
4,000
Refunding Bonds Issuance Costs
Total Expenditures
2,273,831
2,284,681
2,281,275
Revenue Over (Under) Expenditures
(192,929)
4,854
(109)
Other Financing Sources (Uses)
Proceeds of Refunding Bonds
Payments to Refunded Bonds Escrow
Total Other Financing Sources (Uses)
Beginning Fund Balance 189,428 194,282 194,173
Ending Fund Balance $ 194,282 $ 194,173 $ 1,244
10/18/201 1
-35-
3-1-49
TOWN OF VAIL 2012 BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
HEAVY EQUIPMENT FUND
Revenue
Town of Vail Interagency Charge
Insurance Reimbursements & Other
Earnings on Investments
Equipment Sales and Trade -ins
Total Revenue
Expenditures
Salaries & Benefits
Operating, Maintenance & Contracts
Capital Outlay
Total Expenditures
2010 2011 2011 2012
Actual Budget Amended Proposed Comments
$ 2,789,389
$ 2,694,081
$ 2,694,081
$ 2,892,362 Based on fuel increase
46,372
-
-
10,159
10,324
10,324
10,324
121,734
203,550
203,550
65,500 Relates to replacement schedule
2,967,654
2,907,955
2,907,955
2,968,186
941,579 960,739 960,739
1,175,656 1,225,190 1,225,190
941,615 1,007,872 1,148,288
3,058,850 3,193,801 3,334,217
996,016
1,412,095 Based on fuel increase and parts pricing
389,144 Based on replacement schedule
2,797,255
Revenue Over (Under) Expenditures
(91,196)
(285,846)
(426,262)
170,931
Beginning Fund Balance
2,343,601
2,064,852
2,252,405
1,826,143
Ending Fund Balance
$ 2,252,405 $
1,779,006
$ 1,826,143 $
1,997,074
10/18/2011
-36-
3-1-50
TOWN OF VAIL 2012 BUDGET
SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE
DISPATCH SERVICES FUND
10/18/2011
-37-
3-1-51
2011
2010
Original
2011
2012
Actual
Budget
Amended
Proposed Comments
Revenue
E911 Board Revenue
$ 750,440
743,656
743,656
742,256
Interagency Charges
1,158,151
1,214,925
1,214,925
1,177,061
Town of Vail Interagency Charge
520,411
537,827
537,827
575,706 7% increase to TOV based on call volume
Earnings on Investments
6,735
7,500
7,500
7,500
Federal Grant
-
-
-
-
Other
15,741
-
-
Total Revenue
2,451,478
2,503,908
2,503,908
2,502,523
Expenditures
Salaries & Benefits
1,702,928
1,849,958
1,849,958
1,881,204
Operating, Maintenance & Contracts
463,094
519,006
519,006
514,001
Capital Outlay
43,571
800,000
870,000
50,000 2011: voice logger system
Total Expenditures
2,209,593
3,168,964
3,238,964
2,445,205
Revenue Over (Under) Expenditures
57,318
241,885
(665,056)
(735,056)
Beginning Fund Balance
1,290,681
1,245,538
1,532,566
1,819,594
Ending Fund Balance
$ 1,876,912
$ 1,532,566
$ 580,482
$ 797,510
10/18/2011
-37-
3-1-51
TOWN OF VAIL 2012 BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
CONFERENCE CENTER FUND
2010 2011 2012
Actual Budget Proposed Comments
Revenue
Earnings on Investments 40,350 46,800 46,800
Total Revenue 40,350 46,800 46,800
Expenditures - General Government
Marketing Expense
Management Fee
General Supplies and meetings
Capital Outlay
Debt Service
Total Expenditures
Revenue Over (Under) Expenditures
Beginning Fund Balance
Ending Fund Balance
40,350 46,800 46,800
9,324,654 9,365,004 9,411,804
$9,365,004 $ 9,411,804 $ 9,458,604
10/18/2011
3 -1 -52
May change based on outcome
of ballot question
TOWN OF VAIL 2012 BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
HEALTH INSURANCE FUND
Revenue
Town of Vail Interagency Charge - Premiums
Employee Contributions
Insurer Proceeds
Earnings on Investments
Total Revenue
Expenditures
Health Inusrance Premiums
Claims Paid
Short -term Disability Pay
Professional Fees
Total Expenditures
Revenue Over (Under) Expenditures
Beginning Fund Balance
Ending Fund Balance
2010 2011 2012
Actual Forecast Proposed Comments
$ 2,540,066
$ 2,565,000
$ 2,725,000
6% increase to departments
353,022
410,000
435,000
6% increase to employees
680,429
270,000
500,000
Reimbursement for individual claims over
3,701,496
3,405,000
3,805,000
$75,000
5,934
10,000
10,000
3,579,451
3,255,000
3,670,000
367,094
360,000
430,000 Increase due to stop loss policy change
3,278,644
2,990,000
3,330,000 Conservative estimate of activity
35,758
35,000
25,000
20,000
20,000
20,000
3,701,496
3,405,000
3,805,000
(122,045) (150,000) (135,000)
1,121,164 999,119 849,119
$ 999,119 $ 849,119 $ 714,119
10/18/2011
-39-
3 -I -53
ORDINANCE NO. 21
SERIES OF 2011
ANNUAL APPROPRIATION ORDINANCE: ADOPTING A BUDGET AND FINANCIAL
PLAN AND MAKING APPROPRIATIONS TO PAY THE COSTS, EXPENSES, AND
LIABILITIES OF THE TOWN OF VAIL, COLORADO, FOR ITS FISCAL YEAR
JANUARY 1, 2012 THROUGH DECEMBER 31, 2012
WHEREAS, in accordance with Article IX of the Charter of the Town of Vail,
Colorado, the Town Manager prepared and submitted to the Town Council a proposed
long -range capital program for the Town and a proposed budget and financial plan for all
Town funds and activities for the fiscal year; and
WHEREAS, it is necessary for the Town Council to adopt a budget and financial
plan for the 2012 fiscal year, to make appropriations for the amounts specified in the
budget; and
NOW, THEREFORE, be it ordained by the Town Council of the Town of Vail,
Colorado, that:
1. The procedures prescribed in Article IX of the Charter of the Town of Vail,
Colorado, for the enactment hereof, have been fulfilled.
2. Pursuant to Article IX of the Charter, the Town Council hereby makes the
following annual appropriations for the Town of Vail, Colorado, for its fiscal year
beginning on the first day of January, 2012, and ending on the 31" day of December,
2012:
FUND
AMOUNT
General Fund
30,088,465
Capital Projects Fund
15,075,374
Real Estate Transfer Tax Fund
5,653,946
Vail Marketing Fund
317,100
Debt Service Fund
2,281,275
Heavy Equipment Fund
2,797,255
Health Insurance Fund
3,805,000
Dispatch Services Fund
2,445,205
Total
62,463,620
Less Interfund Transfers
(8,576,542)
=Net Budget
53,887,078
Ordinance No. 21, Series of 2011
10/18/2011
3 -1 -54
3. The Town Council hereby adopts the full and complete Budget and Financial
Plan for the 2012 fiscal year for the Town of Vail, Colorado, which are incorporated by
reference herein and made part hereof, and copies of said public records shall be made
available to the public in the Municipal Building of the Town. This Ordinance shall take
effect five (5) days after publication following the final passage hereof.
4. If any part, section, subsection, sentence, clause or phrase of this ordinance is
for any reason held to be invalid, such decision shall not affect the validity of the
remaining portions of this ordinance; and the Town Council hereby declares it would
have passed this ordinance, and each part, section, subsection, sentence, clause or
phrase thereof, regardless of the fact that any one or more parts, sections, subsections,
sentences, clauses or phrases be declared invalid.
5. The Town Council hereby finds, determines, and declares that this ordinance is
necessary and proper for the health, safety, and welfare of the Town of Vail and the
inhabitants thereof.
6. The repeal or the repeal and reenactment of any provision of the Municipal Code
of the Town of Vail as provided in this ordinance shall not affect any right which has
accrued, any duty imposed, any violation that occurred prior to the effective date hereof,
any prosecution commenced, nor any other action or proceedings as commenced under
or by virtue of the provision repealed or repealed and reenacted. The repeal of any
provision hereby shall not revive any provision or any ordinance previously repealed or
superseded unless expressly stated herein.
7. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent
herewith are repealed to the extent only of such inconsistency. This repealer shall not
be construed to revise any bylaw, order, resolution, or ordinance, or part thereof,
theretofore repealed.
INTRODUCED, READ ON FIRST READING, APPROVED AND ORDERED
PUBLISHED ONCE IN FULL, this 18th day of October, 2011. A public hearing shall be
held hereon on the 1 st day of November, 2011, at 6:00 pm at the regular meeting of the
Town Council of the Town of Vail, Colorado, in the Municipal Building of the Town.
Dick Cleveland, Mayor
ATTEST:
Lorelei Donaldson, Town Clerk
Ordinance No. 21, Series of 2011
10/18/2011
3 -1 -55
TOM OF vn' i0>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 2011
ITEM /TOPIC: Information Update and Attachments (placeholder):
1) Lionshead Welcome Center Community Space: Request for Proposals (RFP), included in
Council's packet is a proposed RFP for the third level community space in the Lionshead
Parking Structure. Please provide staff with any input or direction as it relates to this RFP.
Staff would like to proceed with release of this RFP as soon as Friday, October 21, 2011;
2) VEAC Minutes for October 11, 2011;
3) August 2011 All Store Same Store Sales Report;
4) Summer Parking Wrap Up; and
5) Lift Tax Letter from VRI and memo.
PRESENTER(S): Various
ATTACHMENTS:
LH Welcome Center Community Space
VEAC Minutes 081111
Vail All Same Store
Summer Managed Parking
Lift Tax VRI Letter
Lift Tax Memo
10/18/2011
REQUEST FOR PROPOSALS
Management and Operating
Contractor
for
Community Facilities
REQUESTED BY
TOWN OF VAIL
Lionshead Welcome Center Community Space
(LH Welcome Center Community Space)
75 SOUTH FRONTAGE ROAD
VAI L, CO 81657
October 12, 2011
>
10/18/2011
4 -1 -I
Request for Proposals
Management and Operating Contractor for Community Facilities
October 12, 2011
The Town of Vail desires to contract the services of an individual, company or
partnership (The Contractor) for the management, operation and marketing of the
LH Welcome Center Community Space located at 395 East Lionshead Circle,
Vail Colorado. Generally, the responsibilities of this position will include the
development of a business and marketing plan for the facility, bookings and
reservations, programming and non - capital building maintenance. An additional
and optional service for liquor sales will be considered by the Town for inclusion
in this contract. Specific duties and obligations are listed below.
The town acknowledges it does not possess the background and /or knowledge
to describe the full range of services required to manage, operate and market a
facility of this nature. The duties and obligations listed herein are to be
considered a general guide for the full scope of services being requested. As
part of the submitted response to this Request for Proposal, the Contractor will
provide a validation of working assumptions. The town desires to resolve
conflicting goals and refine service parameters. Primary contact with the Town of
Vail shall be Pam Brandmeyer, Assistant Town Manager, 75 South Frontage
Road, Vail, CO 81657; 970.479.2113; pbrandmeyer @vailgov.com.
Project Program
The LH Welcome Center Community Space is intended to function as a multi -use
community gathering space. The facility will be used for presentations, speakers
and seminars; private parties, weddings, receptions and memorials; social,
school and club meetings and activities; special town government meetings and
events; neighborhood meetings and events; and non - specialized recreational
activities.
Other included facilities consist of amenities within existing established public
parks.
Description of facilities:
1300+ SF LH Welcome Center Community Space
a. Main level — includes all access -only spaces
i. Restrooms
ii. Janitor Closet
iii. IT Closet
iv. Coat Closet
v. Bar Storage
vi. Entry Vestibule
2
10/18/2011
4 -1 -2
vii. Outdoor Balcony and Terrace 500 SF
viii. Table and Chairs Storage off open deck area
b. Small Catering Pantry
i. Equipment provided by town
1. Ice maker - TBD
2. Coffee maker — may be supplied by distributor /coffee
supplier - TBD
3. 3 compartment sink
4. Stainless steal countertop
5. Hand sink
Furnishings and equipment provided by Town of Vail
1. Sufficient stacking chairs and folding tables to
accommodate the indoor seating capacities listed
below.
2. Podium
c. Seating capacity
i. Indoor table seating capacity 80
ii. Indoor conference seating capacity 120 -140
iii. Cocktail party /standing capacity 150
d. Covered Parking adjacent to Community Space in the Lionshead
Parking structure will be on a first come, first served basis. Paid parking for
events, when needed, will not be compt.
Programming and Operating Assumptions
The town desires the LH Welcome Center Community Space become a revenue -
generating /breakeven public facility while still being available to local citizens and
local non - profit groups at an affordable and reasonable cost. Generally, the town
believes the revenue generated during peak weekend and holiday hours can
offset the low -cost availability of the facility during the week.
Compensation:
Contractor compensation for services provided will be based on a portion of
Gross Revenue. The town desires the Contractor to be profitable. The town
anticipates its own annual operating costs to be approximately $75,000 annually.
This cost includes snow removal, maintenance of building systems, property
insurance, cleaning, and replacement of basic furnishings, fixtures, equipment,
and utilities. Generally the town anticipates receiving percentages from various
revenue sources such as equipment and space rentals, etc., and to share in a
portion of gross revenues.
Respondent to propose a business model outlining his /her fixed costs and
required management fee, incorporating coverage of the town's costs,
anticipated variable costs and revenue projections for consideration by the town.
Facility Use Rates:
The following rate information is provided as a guide to identify the town's goals
and intent. The Contractor will be required to establish and submit an annual
3
10/18/2011
4 -1 -3
rate schedule for approval by the town. Miscellaneous fees, furnishings and
equipment included, and deposits are to be determined.
The rate schedule should include the following suggested rates:
1. Special events — Free events, subject to availability. Town sponsored
events cannot displace other scheduled events. Reservations are first -
come, first served. The Contractor cannot give community space away.
2. Vail resident discount — residents, property owners, and dues and fees
based Vail nonprofits (50% discount)
3. Peak rate schedule — Memorial Day weekend — September 30 and
November 16 — one week past close of Vail Mountain. A mandatory
damage deposit for all events will be collected.
Samples of potential uses:
a. Event /Full Block (8 hrs.)
b. Event /Partial Block (4 hrs.)
c. Week Days
d. Weekends (Fri., Sat., Sun.)
e. Morning vs. Afternoon
4. If liquor is served, additional fees will apply.
5. Off -peak rate schedule — Oct 1 — Nov 15 and Close of Mountain —
Thursday before Memorial Day. Must follow Town of Vail Complimentary
Discounted Use Policy (Attachment A)
a. Samples of potential uses:
i. Event /Full Block
ii. Event /Partial Block
iii. Week Days
iv. Weekends (Fri., Sat., Sun
v. Morning vs. Afternoon
Description of Scope of Work
The selected contractor will be able to clearly demonstrate the ability to provide
the following services in a professional and competent manner. The intent of the
town is to enter into a three year contract with an option to renew.
Duties and Obligations:
1. Business Plan:
a. Long term document submitted at the initiation of the contract.
b. Establishes how the operation will be managed.
c. Plan includes:
i. Executive summary
ii. Company summary, if applicable
iii. Services
iv. Market analysis summary
v. Strategy and implementation summary
vi. Management summary
vii. Financial plan including projections for breaking even and
realizing profit.
viii. Rate schedule to be approved by Council.
4
10/18/2011
4 -1 -4
2. Marketing Plan:
a. Annually submitted document, consistent with business plan.
b. Monthly sales report submittal required.
c. Plan includes:
i. Marketplace analysis
ii. Target customers
iii. Goals
iv. Strategies and tactics
v. Budget
3. Programming:
a. Establish and communicate policies and procedures to users and
oversee the compliance of same.
b. Scheduling, reservations /bookings, rental contracts for community
space Includes check -in, check -out, set -up, monitoring, inspections
and deposits.
c. Management personnel will be on site for every event.
4. Building maintenance
a. Contractor's responsibility
i. Janitorial, window cleaning, floor mats, carpet and floor
cleaning /maintenance, trash removal service.
ii. Restroom and pantry supplies.
iii. Minor building maintenance (lamping, interior finish touch up,
annual /semi - annual based on overall use, etc)
b. Town Responsibilities:
i. Major interior building maintenance (electrical, mechanical,
repainting, refurbishing and remodeling) will be provided by
the town.
ii. Exterior building maintenance, snow removal and landscape
maintenance will be provided by the town.
5. Operator shall be able to provide insurance coverage and indemnification
in amounts required by the Town of Vail including, but not limited to:
a. Indemnification
b. Insurance
c. Comprehensive General Liability and Automobile Liability
d. Worker's compensation
e. Taxes, Licenses, Liens and Fees
Form of Submittal
Respondents are requested to submit the following information.
1. Narrative letter of interest and intent identifying individuals, business and
partnerships responding to this Request for Proposals.
2. Summary Business Plan.
3. Summary Marketing Plan.
4. Statement of all services included in the proposal.
5. Financial Plan included cost, revenue and profit projections.
5
10/18/2011
4 -1 -5
6. Background information, resumes and experience of all individuals,
businesses and partnership included in the proposal.
7. A minimum of 3 professional references with phone and mail contact
information.
Proposals submitted shall be in an 8 1/2" x 11" format. The primary respondent
with contact information shall be identified on the front cover of the submittal.
Submittal of Qualifications
Address all submittals (12 sets) to the attention of:
Town of Vail
Attn: Pam Brandmeyer
75 South Frontage Road
Vail, CO 81657
Address all questions regarding this RFP to:
Pam Brandmeyer
Assistant Town Manager
Town of Vail
75 South Frontage Road
Vail, CO 81657
Phone: (970) 479 -2113
Fax: (970) 479 -2157
Email: pbrandmeyer @vailgov.com
The deadline for submittals is November 7, 2011 at noon. A selection
committee of a sitting Town Council member, a community member and
town staff will then review all submittals and schedule interviews. The final
selection of the Contractor will be made following the
interview /presentation. The following target dates constitute the
anticipated schedule for the selection.
Oct. 21, 2011 Release RFP
Nov. 7, 2011 (NOON) Proposal responses due
Nov. 14, 2011 Interviews scheduled (week of)
Dec. 6, 2011 Town Council approval of LH Welcome Center
Community Space selection or authorization to
proceed with contract negotiations.
The town anticipates occupancy of the LH Welcome Center Community Space
no later than January 2012.
General Conditions
1. Limitations and Award: This RFP does not commit the Town of Vail to award
or contract, nor to pay any costs incurred in the preparation and submission
6
10/18/2011
4 -1 -6
of qualifications in anticipation of a contract. The Town of Vail reserves the
right to accept or reject all or any submittal received as a result of this
request, to negotiate with all qualified sources or to cancel all or part of the
RFP. After a priority listing of the final firms is established, the Town of Vail
will negotiate a contract with the first priority firm. If negotiations cannot be
successfully completed with the first priority firm, negotiations could be
formally terminated and will be initiated with the second most qualified firm if
desired.
2. Selection: Initial evaluation will be based upon the qualifications of the
applicant. The Town of Vail reserves the right to not interview, and to make
final consultant selection based upon the proposal submittals.
3. Equal Employment Opportunity: The respondent will not discriminate against
any employee or applicant for employment because of race, color, religion,
sex or national origin.
End of Request for Proposals
10/18/2011
4 -1 -7
ATTACHMENT A
DISCOUNTED USE CATEGORIES
FOR USE ON MONDAY THROUGH THURSDAY
Eliaibilitv for Discounted Use will be based on the followina criteria:
1) Is the sponsoring organization physically based in Vail? ( +)
2) Does the sponsoring organization collect dues for membership in their
organization? ( -)
3) Does the sponsoring organization exist on contributions only? ( +)
4) Is the sponsoring organization a civic or social services organization? ( +)
5) Will the sponsoring organization charge a fee for admission to the
function? ( -)
6) Is the function a regular meeting ( -) or a special event ( +)?
7) Is the function "civic" in nature? ( +)
8) Is a more appropriate space available? ( -)
9) Direct Vail benefit? ( +)
10) Meet Council mission? ( +)
11) If fundraiser, the benefiting organization must be present. ( +)
VAI L- BASED:
DISCOUNTED USE 50% OFF PRICE Dues /fee -based
Vail Public Schools
(Except where budget exists)
(BMHS, VSSA, RSES)
TOV- sponsored events for the public
(i.e. speaker series, presentations, meetings
$250 FEE
$300 SECURITY DEPOSIT READ
VCBA
VVP
Vail Ski & Snowboard Club
Vail Mountain School
Children's Garden of Learning
Vail Symposium
Vail /Eagle Junior Hockey Club
Vail Jazz Foundation
Vail Mountain Search & Rescue
Eagle Valley Alliance for Sustainability
VV Rotary Club
Religious Organizations
Vail -based Events
(i.e. Vail Gay Ski Week, Bravo! Music
Festival, etc.)
EAGLE COUNTY -BASED
50% OFF PRICE Donation -based
The Youth Foundation
Snowboard Outreach Society
Walking Mountains
The Literacy Project
Resource Center
Salvation Army
8
10/18/2011
4 -1 -8
25% OFF PRICE Dues /fee based
Ducks Unlimited
Friends of the Dance
Elk Foundation
Trout Unlimited
Food Resource Center
Humane Society
Eagle Valley Community Fund
Habitat for Humanity
Vail Valley Community Fund
PAGE 2 — COMP. USE POLICY
EAGLE COUNTY -BASED
50% OFF PRICE Donation -based (cont.)
Meet the Wilderness
Eagle River Watershed Council
Eagle County School District
Stone Creek Charter
Freedom Park
Eagle Valley High School (EVHS)
Vail Academy
St. Claire's
Vail Christian High School
GOVERNMENTAL AGENCIES
Should be quoted with regard to office location (i.e., Vail, Eagle County location).
Exception to policy approved through TOV Asst. Town Manager's office only.
BEREAVEMENT RATES
Vail residents — Complimentary use if individual resided in Town of Vail for five
consecutive years; based on availability
Eagle County residents — 50% off Eagle County resident rate
Independent fundraising initiatives for imminent terminal diagnosis /patients who
are residents: 5 -yr Vail resident; case -by -case basis; M -Th only: $250 /sec. dep.
BOOKING PERIOD
All groups will be allowed to book the Pavilion at a discounted rate 30 days prior
to the function date.
TOWN COUNCIL COMPLIMENTARY DAYS
Council will be allotted 10 complimentary days during Peak dates, and 20
complimentary days during non -Peak dates. Organizations not meeting the
above criteria will be brought to Town Council for approval.
COMMITTEE REVIEW
The TOV Pavilion committee will review each request for reduced usage on a
case -by -case basis.
COMPLIMENTARY /REDUCED USE FEES
9
10/18/2011
4 -1 -9
Groups receiving complimentary or discounted use of the facility will receive a
written rental agreement with the following information listed:
Facility fee: $250.00
Security deposit: $300.00 (Refundable)
Tax exempt status
All alcohol security fees and guidelines will apply for events with alcoholic
beverages
All other groups qualifying for reduced use will receive a written rental agreement
Identifying a 50% or 25% discount off the seasonal fee for such use. This
applies for Monday- Sunday usage of the Pavilion.
>0
10/18/2011
4 -1 -10
Vail Economic Advisory Council (VEAC)
October 11, 2011
MEETING NOTES
• VEAC Members Present:
Rayla Kundolf; Greg Moffet; Rob LeVine; Pam Stenmark; Michael Kurz; Matt Morgan; Brian
Nolan; Steve Kaufman; Bob McNichols; Bob Boselli; Kristin Kenney Williams (for Chris Jarnot)
• Others Present:
Jim Lamont; Chris Romer; Dick Cleveland; Mike Glass; Ludwig Kurz; Robin Litt
• TOV Staff Present:
Town Manager Stan Zemler; Finance Director Judy Camp; Economic Development Manager Kelli
McDonald
• Citizen Group Meeting Announcement:
Dick Cleveland announced the formation of a citizen's group in favor of the Conference Center
Funds ballot initiative. The first meeting is scheduled for Wednesday, October 12 at 7:00 a.m. at
the Vail Chophouse. Interested citizens are encouraged to attend.
• Vail Group Sales Update:
Chris Romer of the Vail Valley Partnership gave an update on group sales efforts on behalf of
Vail. The goal is to effectively sell Vail as a groups and meetings destination. Strategies are to
increase presence in Denver, Chicago and Dallas; explore opportunities in Atlanta, Florida and
Minneapolis; increase opportunities for continuing medical education conferences and
participatory sports and events and continue successful in- market customer events and
travel /tradeshow schedules. Colorado represents 2/3 of the groups and meetings business in Vail
with the remaining 1/3 split between Midwest, West and Northeast regions. The type of business
is split fairly evenly between Associations, Corporations, Sports & Events and CME & SMERF.
Results to date are relatively flat with the previous 2 years. There are investigative reporters from
Channel 4 & 7 inquiring about recent conferences held in Vail by Colorado Health and Human
Services and Colorado Municipal League. These two organizations along with the trade industry
groups will handle the inquiries. Romer discussed the valley -wide effort to recruit sporting events.
VEAC members asked Romer to better communicate groups coming to town in spring and fall so
stores and restaurants can remain open and offer a better guest experience. The 45 -day
occupancy report provides daily occupancy data as well for this purpose. The committee agreed
that the USA Pro Cycling Challenge was a boost to Vail in terms of brand exposure and residual
effects and long -term economic impact. They would like to see the event continue to have the
Time Trial stage in Vail and to consider additional ancillary events to keep people in town longer
and for more overnight stays.
Neighboring Business Reports:
VEAC members reported that businesses they spoke with in town had a good summer and are
anticipating another strong winter season. Specifically, Lionshead retail shops and restaurants
reported very good business; Bridge Street retail was slightly up and Solaris business was very
good; Solaris retailers have noticed more customers in late evening now that Matsuhisa is open;
Meadow Drive restaurants and retail shops reported business up and felt that Four Seasons and
the Sebastian /Frost changed the customer mix and that events brought business in. Gore Creek
retailers and restaurants reported very good summer results and attribute it to the redevelopment
and more international guests this summer from South America, Mexico and Australia. Lionshead
lodges had a good summer and felt that the Four Seasons helped overall lodging. Members felt
that Fridays were busier this year as well. They recommended a more consistent schedule for
Street Beat in 2012. The Town Manager reported that Council is considering not funding the
event next year. Staff recommended a flat budget for 2012 Council Contributions to events but
10/18/2011
4 -2 -1
many events are lobbying Council for additional funding. He also reported that the 2012 budget
did not pass first reading on October 4 and will be revisited on October 18.
Town Manager Report:
Zemler reported that Vail Valley Medical Center and Steadman /Philippon Clinic and Foundation
are in discussions with the town on a joint development project on the current municipal site.
Steadman /Philippon is a significant economic generator to the Town of Vail. An item will be on
the October 18 Council agenda regarding discussion of $100,000 for additional studies on the
project. Funding for the project would likely be certificates of participation (C.O.P.'s), a type of
bond using the facility as collateral and not requiring a TABOR election. Moffet asked what 1 mill
on a $1 million home would cost the homeowner. Camp responded approximately $80 annually.
However, she added, a new mill levy would not be needed to fund the potential project since the
Town of Vail will be debt free in 2012. Timber Ridge secured HUD financing with conditions that
affect the original agreement. The town is working on a concept over the next several weeks to
redevelop the eastern half of the property and sell the western half to present to Council. In 2012
Timber Ridge will likely show a negative cash flow. The Lionshead Welcome Center will be
complete by the end of the year and has community space on the third floor of 1,500 square feet.
The Library will receive a $2 million phased remodel that will be reflected in the 2012 capital
budget to be approved at the next two Council meetings. If the conference center fund ballot
issue passes in the November 8 election this will create additional capital projects for the town.
The Council will vote on October 18 on the adoption of a new master plan which would affect the
Ever Vail proposed development. Rob LeVine reported that the Lion Square Lodge east building
remodel will begin soon and that the Antlers owners agreed to an additional remodel. He
indicated the new properties have raised the bar.
Financial Reports:
Camp reported sales tax collections for the month of August at $1.3 million are up 11.3% vs.
2010 attributed to a month full of events as well as a somewhat improving economy, completion
of Vail's Renewal and good weather. Lodging showed the largest increase at 27% including the
impact of new properties — Four Seasons, Ritz Carlton Residences and Solaris. The Food and
Beverage category was up for the month by 13.3% and Retail was up 8.2 %. Overall, August
collections are the second highest in history, following a record July. For the summer season to
date (May — August) sales tax collections are up 13% vs. last year, but not quite back to pre -
recession levels reached in 2008. Bob Boselli requested a report on the impact of the new stores
in redeveloped properties for retail and restaurant categories.
• Lodging Report:
McDonald reviewed the MTRiP reports showing September 2011 occupancy was up 3.3% with
Average Daily Rate up .3% over 2010. October is pacing behind last year at this time by 16.5 %,
but November, December and January are pacing ahead. She reminded the group that these
reports are posted on the Economic Development Office web page of www.vailgov.com
• Citizen Input:
None
• Other Business:
Kundolf informed the committee of an event at Masters Gallery Friday evening from 5:00 — 9:00
p.m. to benefit the Red Ribbon Project.
• Next Meeting:
The next meeting is scheduled for Tuesday, November 8 at The Antlers.
10/18/2011
4 -2 -2
Town of Vail - Sales Summary
Summer 2011, as of 8131111
This monthly Sales Tax Collection Summary provides both graphic and brief supporting narrative summaries of
sales tax collections in the Town of Vail. It is prepared monthly by town staff in conjunction with MTRIP, and is
intended to provide summary information for town management, Town Council, the Vail Economic Advisory
Council (VEAL), and Vail Local Marketing District Advisory Council (VLMDAC).
1. Series One is an "All Store" series of sales tax collections from all businesses. The report series is best used
to evaluate total sales activity for the current season, compared to last season, and is broken down by both
geographic and business segments.
2. Series Two is a "Same Store" fixed set of select businesses (see table below), using gross sales revenue, and
is best used to compare the performance of a fixed set of established businesses.
3. Series Three is a Comparison of Set One and Set Two, and can be used to compare and contrast the initial
two sets. Comparisons between the two are based on percentage change year over year, thereby mitigating
the fact that Series One-All Store is based on sales tax collections and Series Two —Same Store is based on gross
sales.
All Report sets are further broken down by Geographical subset and by Business Segment. Reports compare
current season -to -date results against the previous season, where "Summer" is November — April, and Non -
Summer is May — October.
Note: For purposes of the Series Two "Same Store" comparison, the following businesses are included in their
respective sets:
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRIP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail Ecok6kiPb6velopment Manager ( 970. 479.2454, kmcdonald @vailgov.com).
4 -3 -1
LODGING
RETAIL
RESTAURANT
VAIL VILLAGE
Austria Haus
American Ski Exchange
Blu's
Gasthoff Gramshammer
Blitz
La Tour
Lodge at Vail
Colorado Footwear
Red Lion
Mountain Haus
Golden Bear
Russell's
Sonnenalp
Gorsuch
Sweet Basil
Vail Mountain Lodge
Roxy
Vendettas
LIONSHEAD
Antlers
Charlie's T- Shirts
Bart & Yeti's
Destination Resorts
Double Diamond
Billy's
Lift House
Lions Head Jewelers
Garfinkel's
Lion Square
Swedish Clog Cabin
Les Delices De France
Marriott
Vail Ski Bike Tech
Moe's
Montaneros
Vail T -Shirt
Montauk
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRIP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail Ecok6kiPb6velopment Manager ( 970. 479.2454, kmcdonald @vailgov.com).
4 -3 -1
Series 1:
Town of Vail - Sales Summary
Summer 2011, as of 8131111
ALL STORE report for Summer 2011 (May 11 thru Oct 11)
ACTUALS BY MONTH
"All Store" Sales Tax Collections
Summer 2011 vs. Summer 2010
$380,000 VV Retail VV Lodges VV Restaurants LH Retail LH Lodges LH Restaurants
$330.000 — — — — — — — — — — — — — — — — — — — — — an e 0$Ch
+S— r- er2010
$280.000 — — — — — — — — — — — — — — — — - - -- fSur- r- er2011 — — — — —
$230.000 — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — —
°
$180,000 – –– – – –– –– ––
$130,000 —— — — — —— — —— —
— — — — — — — — — — — — — — — — — — — — — —
y 580.000 — — — — — — — — — —
530,000 —— —— —— — — — — —#
- 520,000 •/ o-o- +_
M J J A M J J A M J J A M J J A M J J A M J J A
Month
(Year-over -year % change shown above month labels)
50%
U 40'
~ J_
U 10e:
a o%
60%
ro 40%
20%
d o °r
-20%
n -40%
-s0%
SEASON -TO -DATE CHANGE
"All Store" Sales Tax Collections
Summer 2011 vs. Summer 2010
Retail Lodges
MONTHLY CHANGE
All Store" Sales Tax Collections
s�rmmo.)All — s—mor)ntn
Restaurants
VV Retail VV Lodges VV LH Retail LH Lodges LH
Restaurants Restaurants
May, June, July and August 2011 sales tax
collections were up in all sector /location groups,
except for declines for LH restaurants in all months
except July.
Summer total sales tax collections to date (thru
August) are UP for:
• VV retail
• LH retail
• VV lodges
• LH Lodges
• VV restaurants
Summer total sales tax collections to date are
DOWN for:
• LH restaurants
August sales tax collections were UP for:
• VV retail
• VV lodges
• VV restaurants
• LH retail
• LH lodges
Au ust sales tax collections were DOWN for:
• LH restaurants
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRiP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail Ecokbkii`b6velopment Manager ( 970. 479.2454, kmcdonald @vailgov.com).
4 -3 -2
M May
Jun
Jul
o
Aug
.Summer Total
VV Retail VV Lodges VV LH Retail LH Lodges LH
Restaurants Restaurants
May, June, July and August 2011 sales tax
collections were up in all sector /location groups,
except for declines for LH restaurants in all months
except July.
Summer total sales tax collections to date (thru
August) are UP for:
• VV retail
• LH retail
• VV lodges
• LH Lodges
• VV restaurants
Summer total sales tax collections to date are
DOWN for:
• LH restaurants
August sales tax collections were UP for:
• VV retail
• VV lodges
• VV restaurants
• LH retail
• LH lodges
Au ust sales tax collections were DOWN for:
• LH restaurants
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRiP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail Ecokbkii`b6velopment Manager ( 970. 479.2454, kmcdonald @vailgov.com).
4 -3 -2
Series 2:
Town of Vail - Sales Summary
Summer 2011, as of 8131111
SAME STORE report for Summer 2011 (May 11 thru Oct 11)
52,900.000 VV Retail
O $Change
52.400.000 +Summer 2010 — — —
— —————————————
— Summer2011
— — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — — —
ACTUALS BY MONTH
"Same Store" Gross Sales
Summer 2011 vs. Summer 2010
ui-
„ S1,900.000
0 51.400.000
E
!' S900.000
$400,000
VVILH Combined
Vail Village
11 Lion,head
- $100,000
M J J A
M J J A
M J J A M J J A
M J J A
M J J A
Month
(Year- over
-year % change shown above month
labels)
No
20`
E 1'''
Pn
a 10`,5
U 5 °'0
W
I=
20%
1oi
0%
v -10%
n -20%
SEASON -TO -DATE CHANGE
"Same Store" Gross Sales
Summer 2011 vs. Summer 2010
Retail Lodges Restaurants
MONTHLY CHANGE
'Same Stare' Grass Sales
Summer 2011 vs. Summer 2010
VV Retail VV Lodges VV LH Retail LH Lodges LH
Restaurants Restaurants
"Same store" gross sales were mixed in August,
after being largely up in July and June, and mixed in
May.
Summer total "same store" gross sales to date are
UP for all location /sector groups, i.e.:
• VV retail
• LH retail
• VV lodges
• LH lodges
• VV restaurants
• LH restaurants
August "same store" gross sales were UP for:
• VV lodges
• VV restaurants
• LH retail
• LH restaurants
August "same store" gross sales were DOWN for:
• VV retail
• LH lodges
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRiP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail EcokbkiPb6velopment Manager ( 970. 479.2454, kmcdonaldkmcdonald @vailgov.com).
4 -3 -3
VVILH Combined
Vail Village
11 Lion,head
Retail Lodges Restaurants
MONTHLY CHANGE
'Same Stare' Grass Sales
Summer 2011 vs. Summer 2010
VV Retail VV Lodges VV LH Retail LH Lodges LH
Restaurants Restaurants
"Same store" gross sales were mixed in August,
after being largely up in July and June, and mixed in
May.
Summer total "same store" gross sales to date are
UP for all location /sector groups, i.e.:
• VV retail
• LH retail
• VV lodges
• LH lodges
• VV restaurants
• LH restaurants
August "same store" gross sales were UP for:
• VV lodges
• VV restaurants
• LH retail
• LH restaurants
August "same store" gross sales were DOWN for:
• VV retail
• LH lodges
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRiP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail EcokbkiPb6velopment Manager ( 970. 479.2454, kmcdonaldkmcdonald @vailgov.com).
4 -3 -3
Town of Vail - Sales Summary
Summer 2011, as of 8131111
Series 3: COMPARISON: ALL STORE VS SAMES STORE for Summer 2011 (May 11 thru Oct 11)
SEASON -TO -DATE CHANGE
This summer to date, "same store" is outpacing "all
.'All Store" vs. "Same Store"
Summer2011 vs. Summer2010
store" for:
60 Retail Lodges Restaurants
• LH retail
• LH restaurants
60
' °%
By contrast, "same store" is trailing "all store" for:
F
• VV reta i I
2 0%
• VV lodges
- 0%
• LH lodges
-20%
i
• VV restaurants
.q0%
:ALLSTORE:Surn- 2011todate
SAME STORE: Summer 2011 to date
£0%
VV-LH VV LH VV +LH VV LH VV +LH VV LH
MONTHLY CHANGE: w+ LH COMBINED
"All Store" vs. "Same Store"
Summer 2011 vs. Summer 2010
Monthly detail — VV+ LH combined:
Retail Lodging Restaurants
• Retail: "Same store" trailed "all store" in May,
60%
60%
June and August, but outpaced "all store" in July.
• Lodging: "Same store" trailed "all store" in May,
June, July and August.
a
40%
\
IT 2 °%
• Restaurants: "Same store" trailed "all store" in
- °`
May, June, July and August.
U
Y
-20%
40%
:ALL STORE:% Change, 2011 vs. 2010
SAME STORE: %Change, 2011 vs. 2010
60%
M J J A Tot. M J J A Tot. M J J A Tot.
MONTHLY CHANGE: VAIL VILLAGE
"All Store" vs. "Same Store"
Summer 2011 vs. Summer 2010
Monthly detail — VV:
60% Vail Village Retail Vail Village Lodging Vail Village Restaurants
• Retail: "Same store" trailed "all store" in May,
$
June August, but "all in July.
60%
and outpaced store"
• Lodging: "Same store" trailed "all store" in May,
2
40%
June, July and August.
2 0%
• Restaurants: "Same store" trailed "all store" in
- °%
May, June, July and August.
-20%
-00%
Q0 ALL STORE: % Change, 2011 vs. 2010
MSAME STORE: % Change, 2011 vs. 2010
-60%
M J J A Tot. M J J A Tot. M J J A Tot.
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRiP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail Eco ib ZO velopment Manager ( 970. 479.2454, kmcdonald @vailgov.com).
-+
8c,
ICI
2c,
ICI
GC,.
Town of Vail - Sales Summary
Summer 2011, as of 8131111
MONTHLY CHANGE:LIONSHEAD
"All Store" vs. "Same Store"
Summer 2011 vs. Summer 2010
Lionshead Retail Lionshead Lodging Lionshead Restaurants
ezI F6 Ul —I
FALL sTORP. %cnznge,2 - 2020 w q \
�snmesroRe. °iochango,zon�s.zom
4
M J J A Tot. M J J A Tot. M J J A Tot.
Monthly detail — LH:
• Retail: "Same store" outpaced "all store" in May,
June, July and August.
• Lodging: "Same store" trailed "all store" in May,
July and August, but outpaced "all store" in June.
• Restaurants: "Same store" outpaced "all store"
in May, June, July and August.
The report is produced by the Town of Vail Economic Development Office, with data provided by the Town of Vail
Finance Department, and is prepared by MTRiP, the Mountain Travel Research Program. For further information,
please contact: Kelli McDonald, Town of Vail Ecok6ii ii`b6velopment Manager ( 970. 479.2454, kmcdonald @vailgov.com).
4 -3 -5
TOWN OF
5
VAIL
Memorandum
TO: Vail Town Council
FROM: Public Works Department
DATE: October 18, 2011
SUBJECT: Summer special event managed parking
I. SUMMARY
The Vail Town Council at the June 6, 2011 meeting directed staff to manage summer
parking similar to winter parking polices. The policy utilizes all available public spaces
before overflow parking is released on the South Frontage Road. In addition, bus service
was to be provided to shuttle guests to and from the special events. The purpose of this
memo is to provide a recap of the policy and implementation.
BACKGROUND
In 2010, the town experienced 34 overflow days on the frontage road when only one of
the structures filled. In reviewing the data there were many days where additional
parking was available; however, it was not used. A managed parking plan was put in
place with input from the various stakeholders and town staff, and the town council
supplemented the budget to implement the plan. The plan consisted of information
distribution, increased security and enforcement, and transit enhancements to provide
express shuttles between venues and parking. A working group met every week and
adjusted the calendar to ensure all events were covered and to keep pace with change s
throughout the summer. The goals were to provide a seamless experience to the guests,
determine the overall acceptance of park and bus to events, as well as determine the
demand for summer parking.
III. RESULTS
Below are comparisons for 2010 and 2011. In addition included is the winter 2010 -2011
season. In 2010 the gates were working properly. In addition, there was heavy use by
construction workers as construction was winding down on all the major projects as well
as the hospital had shut its parking garage down for 2 -3 weeks in July. July 4th was the
only major parking day. In 2011 we had two large days, July 4t" and the Pro Challenge.
We did have mechanical problems with one counter in Lionshead which affects the
numbers.
Statistics
Total days
Summer 5/28 -9/30
Village transactions
2010
2011
2010 -2011 winter
119
119
158
251,197
237,420
343,396
Lionshead transactions 185,565 136,735 179,971
10/18/2011
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Total transactions 436,762
374,155
523,367
2010
2011
2010- 2011winter
Average Transactions /day
3670
3144
3373
Village Structure Filled Days
N/A
18
16
South Frontage Road Days
34
10
7
Total number of S Frontage Road Cars
4853
3725
1675
Average Number of S Frontage Road Cars*
143
373
239
Maximum Number of S Frontage Road Cars
940
1037
393
Parking Number of Managed Days
N/A
66
Ford Park Parking Number of Paid Days
38
42
N/A
Ford Park Parking Number of Cars
8236
9208
N/A
In 2009 we had a total of 20 frontage road days and -- -cars on the road.
Transit
It was estimated that we would have 54 managed days during 2011 summer. We
actually had 66 managed days. We estimated we would run 1300 hours of service actual
was 1759 hours of service. The service consisted of three buses being staged at Ford
Park, Vail Village and Lionshead. This provided no less than a 5 minute wait for the next
bus at any stop. For next year due to the program not being put in place until 6/14 we
will have another 5 days of service. A total of 30,815 passengers were carried on the
express bus service.
The security was provided by a private company and enforcement by the Vail Police
Department; 42 warnings and 138 citations were issued
Information TechnologV
Use of the Vail Resorts mobile application was provided to provide the status of the
varies lots.. In addition, a micro website www.vailevetnparking.com was introduced and
included a daily, weekly and monthly calendar indicating managed parking days.
Budget to expenses
It was estimated the program could cost as much as $ 162,000. The town was able to
deliver the program for $ 101,000. The significant savings was in using little overtime
due to a large contingent of bus drivers available for part time work in addition to parking
Town of Vail
10/18/201 1
4 -4 -2
Page 2
personal. This may not always be the case in the future. We were not able to provide
guest service hosts on a consistent basis. If hosts are wanted they may need to be paid
as well. This cost is in addition to the current $249,000 we currently allocate to summer
parking.
We had difficulty providing adequate supervision on the parking side. In the summer we
operate with two supervisors. They were stretched extremely thin as some of the
managed parking lasted for nearly 16 hours on repetitive days while staffing was
required seven days a week for normal parking operations. To successfully continue the
program in the future we need to address shortfalls in our technical support. In the winter
we operate with 2 parking equipment technicians. In the summer we rely on support
from Denver on a contract basis. The reliance on the parking equipment to accurately
determine lot counts and provide real time parking information is critical to our success.
Town of Vail Page 3 10/ 18/2011
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Town of Vail Page 4
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Town of Vail Page 5
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VAIL R whaSOR"111"S
EXTitIkC3M INARY RE'S - OWTS o- E%,CEP9'SCNAL XPERILkLs-u
July 25, 2011
Vail Town Council
Town of Vail
75 South Frontage Road
Vail, CO 81657
RE: Calculation of Vail Mountain Lift Revenue for Town of Vail 4% Assessment
Dear Town Council Members,
This letter is in response to your inquiry of how the 4% lift ticket assessment is calculated
with respect to the variety of Vail Resorts lift access products currently available in the
marketplace including our season pass programs. Additionally, the process as explained
below is consistent with the process as documented in a letter to the Vail Town Council
dated June 26, 2003 from Bill Jensen.
Vail Resorts pays the Town of Vail a 4% assessment on all lift revenue generated on Vail
Mountain including window ticket sales, internet sales, season pass sales (including
revenue from the Epic, Epic 7, Colorado, Merchant Passes and various other pass
products as further described below) as well as winter and summer sight - seeing rides.
Revenue is recognized at the base of the mountain through our ticket scanning system. It
is the policy of Vail Resorts that no individual may obtain access to the mountain without
a valid ticket or pass product that is scanned at the base of the mountain. Every
individual accessing Vail Mountain is scanned including employees, outside vendors,
contractors and US Forest Service personnel. This policy is strictly enforced which
ensures that the scanning process captures data on virtually every individual accessing
any of our mountains. As each scan takes place, revenue recognition occurs based on the
bar code or a RFID chip read on the product presented whether it is a paper lift ticket,
season pass, employee /dependent pass or a Peaks Card with a direct -to -lift component
attached to the bar code. The revenue recognized by the scanning equipment is the
revenue that is associated with that particular lift access product. For example, a single
day lift ticket sold at the ticket window would generate revenue recognition at the price
the ticket was purchased at the window. A multi -day lift ticket would generate revenue
recognized at the fractional component of the product purchased (i.e. daily revenue
recognition would be calculated based on a three -, four- or five -clay ticket purchase price
divided by the number of valid days for that product).
10/18/2011
4 -5 -1
In the case of season passes which include the Epic Pass, Epic 7, Colorado Pass and other
pass products, season pass revenue recognition occurs when the pass is presented on each
day of use. Because Vail Resorts season passes include multi -resort access, the revenue
associated with each pass usage is credited to the resort where the pass is scanned. At the
start of every season, Vail Resorts estimates the number of days of use each type of pass
product will incur based on season pass usage history. As the season progresses, pass
usage is monitored and adjustments are calculated based on actual usage by mountain.
At the end of the season, final calculations are made based on total season pass usage by
product category. Season pass revenue is calculated for each resort where pass usage
occurred and adjustments are made within the general ledger to ensure that our financials
properly mirror these calculations. These final adjustments are made in the month of
April after the ski season ends. Generally, this "breakage calculation" represents
approximately 2% of Vail Mountain's total lift revenue but does increase April lift
revenue for the Town of Vail's assessment calculation.
As a publicly traded company, Vail Resorts is subject to quarterly and annual reporting
requirements to the Securities and Exchange Commission. Vail Resorts' annual financial
statements are audited by PriceWaterhouseCoopers, LLP (PwC), an internationally
recognized independent accounting firm. Vail Resorts has received clean audit opinions
from PwC including conclusions that Vail Resorts' internal controls over financial
reporting are operating effectively. Additionally, the US Forest Service {USFS) conducts
periodic audits (generally every three years with the last audit being completed in April
2009) which include but are not limited to determining if Vail Resorts accurately reported
sales by ski area. These examinations are conducted in accordance with the GAO
Government Auditing Standards. The audits conducted by the USFS have resulted in no
material adjustments.
Vail Resorts has one of the most sophisticated lift access (ticketing and season pass)
systems in the world. The philosophy of a multi- resort lift ticket or season pass has been
beneficial from a marketing standpoint for Vail Resorts in a very competitive ski resort
environment. This continues to further benefit the Town of Vail through overall
increased skier visits and revenue. We are confident that the allocation of all revenues is
consistent and appropriate based on individual products and their relative price and usage
across all of our mountain properties.
If I can be of further assistance, please feel free to contact me directly at 303 -404 -1930.
Best 49P4�_�e
Mark Schoppet
Senior Vice President
Controller and Chief Accounting Officer
10/18/2011
4 -5 -2
MEMORANDUM
To: Town Council
From: Judy Camp
Date: March 31, 2011
Subject: Lift Tax
History
The lift tax was first imposed by ordinance in 1966 as an occupation and business tax on places
of business operating a ski lift or ski tow. This was the same time a similar 2% occupation and
business tax was imposed on lodges, restaurants, liquor stores and retailers.
In May of 1992, the name of the tax was changed to Ski Area Lift Ticket Admissions Tax and
the rate increased to 4 %. A May 22, 1992, letter from Vail Associates (VA) acknowledged the
existing 2% tax and a voluntary 2% payment being made by the resort at that time. VA
supported the increase in the tax to 4% based on their understanding the tax would support
transportation systems. The ordinance enacting the tax, however, does not restrict the use of
funds collected from the tax or reference transportation in any way.
In 2003, with changes to the various lift access products made available by Vail Resorts, the
town requested clarification concerning how the proper amount due the town was calculated.
The attached memo from Bill Jensen outlines the process in effect at that time. Chris Jarnot
has confirmed Vail Resorts' "practice of recognizing revenue for lift tickets and season passes
has not changed fundamentally from what Bill described in his 2003 letter. Obviously, prices
and products have changed, and we have continued to adjust our estimates of how many days
different passes will be used based on what has actually occurred over time. We continue to
true -up within the year based on what usage actually occurs so that Vail —and each of our
resorts — recognizes it's accurate share of the overall pass revenue for passes used at the
resort."
Revenue
Annual revenue from the lift tax reached a record high of $3,357,717 in 2010, an increase over
the past five years of 21% from $2,777,698 recorded in 2005. Lift tax is consistently among the
town's top five revenue sources, with sales tax, real estate transfer tax, parking and property tax
ranking higher.
Audit
The town has never conducted a formal audit of lift tax collections, although by ordinance, we
have the right to do so. As with sales tax, we rely on the taxpayer to be reporting accurately
and question a tax return if it does not look reasonable. Audits are generally reserved for
situations in which we have reason to believe the reporting and payments are incorrect or we
are not comfortable with responses to questions of reasonability. Staff has no reason to believe
the lift tax payments are not correct. However, with lift tax at $3.4 million, the fifth largest
revenue source for the town representing 6% of total revenue, it may be considered prudent to
conduct a lift tax audit.
If an audit is pursued, staff recommends using an outside audit agency, Revenue Recovery
Group, who are experts in tax audits and have conducted successful audits for us in the past.
Their process is first to do an initial review or "discovery" to determine if they believe there is a
basis to recover additional tax. The discovery period is five hours billed at $135 per hour or a
total of $675 plus any out -of- pocket expenses. Following discovery, if the town decides to go
1 0/18/201 1
4 -6 -1
forward with a full audit, we are billed for the actual number of hours worked at $135 per hour
plus out -of- pocket expenses. Although it is impossible to know at this time how long the audit
may take and whether there will be significant out -of- pocket costs, staff does not expect this
audit would cost any more than our most recent sales tax audit which was completed at a cost
of approximately $9,200.
2
10/18/2011
4 -6 -2
rawH of vn' i0>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 2011
ITEM /TOPIC: Discussion of the draft CDOT lease for 2011 -2012 ski season and the town's
on going agreement to make improvements to the frontage road to allow parking per the
Council's direction.
PRESENTER(S): Greg Hall
ACTION REQUESTED OF COUNCIL: Provide feedback and direction for staff to finalize and
execute the lease.
BACKGROUND: The town and CDOT, for the past two years, have had lease agreements to
allow any parking on the frontage roads which are owned by CDOT. The past lease required
that the town and CDOT develop a plan to allow continued use of the frontage roads if specific
improvements are completed. The Council reviewed the improvements at the September 15,
2011 meeting. The draft lease provides the documentaiton of the plan.
STAFF RECOMMENDATION: There are some specific items which need to be further
discussed with CDOT and the staff is looking for direction on these items as outlined in the
cover memo.
ATTACHMENTS:
CDOT Draft Lease 101811
2011 -2012 Parking Lease Draft 092611
Frontage Road Parking Plan
10/18/2011
5
TOWN OF VAIL
Memorandum
TO: Vail Town Council
FROM: Public Works Department
DATE: October 18, 2011
SUBJECT: Draft CDOT frontage road lease
I. SUMMARY
The Town of Vail and CDOT will enter into a lease which lays out the expectations of each party
regarding frontage road parking. Attached for review is the draft lease. The staff is requesting
direction on the lease prior to execution of the lease.
II. BACKGROUND
The town and CDOT for the past two years have had lease agreements to allow any parking on
the frontage roads which are owned by CDOT. The past lease required that the Town and
CDOT develop a plan to allow continued use of the frontage roads if specific improvements are
completed. The town council reviewed the plan and improvements at the September 15, 2011
meeting. The lease will document implementation of the plan.
III. DISCUSSION
Specific items which staff has identified in the lease which will need to be addressed before the
Town Manager executes the lease are the following:
Section Number 2 TERM
The lease at this time only addresses winter parking and is silent to summer parking, we will
stay with this format.
Section Number 19 NO NEW PERMANENT STUCTURES OR IMPROVEMNTS
The lease should state CDOT will not unreasonably hold approval of the improvements
proposed by the Town if they meet the standards established and approved by CDOT and
FHWA .
Section Number 21 DEFAULT
It may be beneficial if the town makes the improvements and if CDOT in the future defaults in
continuing the lease the town is reimbursed the cost of the improvements
10/18/201 1
5 -1 -1
Section Number 23 ADDITIONAL PROVISIONS
(a)the provision that adequate protections to pedestrians from moving vehicles will not be in
place until the improvements are completed and this lease contemplates use of the frontage
roads prior to these provision are in place it seems to be a contradiction
(b) ii the completion date should read November 1 to allow no work during the summer months
(b)iii
Restriping coordinated with CDOT's annual striping of the frontage roads
(b)vii
This work was proposed for 2014 if it is to be constructed
(c)
This item should be changed to read parking will be allowed for the frequency allowed for in the
parking improvement standards ass dictated by frequency of use. In addition the town should
have the ability to approach CDOT in the future and provide the necessary improvements to
change the status of the parking frequency of use.
(d)
A three year lease is unacceptable for securing parking based on the improvements provided.
There had been discussions with regard to the use of the annual lease payment be made
available for transportation improvements on the frontage roads. We would like to see this
added to the lease.
IV. ATTACHMENTS
A Draft lease
B Draft plan and maps
Town of Vail Page 2
I0i18i201 I
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Town of Vail Page 3
1oilgiaoll
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Town of Vail Page 4
1oilgiaoll
5 -1 -4
PROPERTY MGMT.NO.
NO: PROJECT 170-2(7) 183
LOCATION: 1 -70 frontage roads within the
limits of the Town of Vail.
LEASE AGREEMENT
(Vacant Land)
Rev.3 /06
Page 1 of 9
10/18/201 1
5 -2 -1
and all other direct costs, charges and expenses of any kind whatsoever respecting the Premises shall be
borne by Lessee and not by the Lessor so that the rental return to Lessor shall not be reduced, offset or
diminished directly or indirectly by any cost or charge. Lessee shall maintain the Premises in good repair
and in tenable condition free of trash and debris during the term of this Lease. Lessor shall have the right
to enter the Premises at any time for the purpose of making necessary inspections.
8. LEASE ASSIGNMENT. Lessee shall not assign this Lease and shall not sublet the demised
Premises without specific written permission of the Lessor and will not permit the use of said Premises to
anyone, other than Lessee, its agents or employees, without the prior written consent of Lessor, except
as is hereby authorized pursuant to Sections 23(b) and 23(c) below.
9. APPLICABLE LAW. The laws of the State of Colorado and rules and regulations issued pursuant
thereto shall be applied in the interpretation, execution and enforcement of this Lease. Any provision of
this Lease, whether or not incorporated herein by reference, which provides for arbitration by any extra-
judicial body or person or which is otherwise in conflict with said laws, rules and regulations shall be
considered null and void. Nothing contained in any provision incorporated herein by reference which
purports to negate this or any other special provision in whole or in part shall be valid or enforceable or
available in any action at law whether by way of compliant, defense or otherwise. Any provision rendered
null and void by the operation of this provision will not invalidate the remainder of this Lease to the extent
that this agreement is capable of execution.
10. CANCELLATION. Both parties understand that at any time before the scheduled expiration of
the term of this Lease, Lessor has the right to cancel the lease without liability by giving Lessee
30 -day written notice of its intention to cancel the Lease. The notice shall be hand delivered, posted on
the Premises, or sent to the Lessee, at the address of the Lessee contained herein by Certified Mail,
return receipt requested. This Lease may also be canceled by the Lessee by giving the Lessor 30 -day
written notice of its intent to do so.
11. COMPLETE AGREEMENT. This Lease, including all exhibits, supersedes any and all prior
written or oral agreements and there are no covenants, conditions or agreements between the parties
except as set forth herein. No prior or contemporaneous addition, deletion, or other amendment hereto
shall have any force or affect whatsoever unless embodied herein in writing. No subsequent novation,
renewal, addition, deletion or other amendment hereto shall have any force or effect unless embodied in
a written contract executed and approved pursuant to the State Fiscal Rules.
12. CAPTIONS, CONSTRUCTION, AND LEASE EFFECT. The captions and headings used in this
Lease are for identification only, and shall be disregarded in any construction of the lease provisions. All
of the terms of this Lease shall inure to the benefit of and be binding upon the respective heirs,
successors, and assigns of both the Lessor and the Lessee. If any provision of this Lease shall be
determined to be invalid, illegal, or without force by a court of law or rendered so by legislative act then
the remaining provisions of this Lease shall remain in full force and effect.
Rev.3 /06
Page 2 of 9
10/18/2011
5 -2 -2
13. NO BENEFICIAL INTEREST. The signatories aver that to their knowledge, no state employee
has any personal or beneficial interest whatsoever in the service or property described herein.
14. NO VIOLATION OF LAW. The Lessee shall not commit, nor permit the commission of, any act or
thing, which shall be a violation of any ordinance of the municipality, City, County, or of any law of the
State of Colorado or the United States. The Lessee shall not use the Premises for any manner, which
shall constitute a nuisance or public annoyance. The signatories hereto aver that they are familiar with
18 -8 -301, et seq., (Bribery and Corrupt Influences) and 18 -8 -401, et seq., (Abuse of Public Office),
C.R.S., as amended, and that no violation of such provisions is present. The signatories aver that to their
knowledge, no state employee has any personal or beneficial interest whatsoever in the service or
property described herein.
15. NOTICE. Any notice required or permitted by this Lease may be delivered in person or sent by
registered or certified mail, return receipt requested, to the party at the address as hereinafter provided,
and if sent by mail it shall be effective when posted in the U.S. Mail Depository with sufficient postage
attached thereto:
LESSOR:
Colo. Dept. of Transportation
Attn: Property Management Manager
15285 S. Golden Rd., Bldg. 47
Golden, Colorado 80401 at
LESSEE:
Town of Vail
Attn: Town Manager
75 South Frontage Road
Vail, Colorado 81657
Notice of change of address shall be treated as any other notice. The Lessee warrants that the address
listed above is the Lessee's current mailing address and that the Lessee will notify the Lessor in writing of
any changes in that address within ten (10) days of such change.
INK law
16. HOLDING OVER. Lessee shall not occupy or use the Premises, nor allow any other party to
occupy or use the Premises, after the expiration or sooner termination of this Lease. Lessee shall not
become a Holdover Lessee or month -to -month tenant upon expiration or earlier termination of this Lease.
17. CHIEF ENGINEER'S APPROVAL. This Lease shall not be deemed valid until it has been
approved by the Chief Engineer of the Colorado Department of Transportation and by the Lessee.
18. HAZARDOUS MATERIALS. The Lessee agrees to defend, indemnify and hold harmless the
Lessor and any employees, agents, contractors, and officials of the Lessor against any and all damages,
claims, liability, loss, fines or expenses, including attorney's fees and litigation costs, related to the
presence, disposal, release or clean -up of any contaminants, hazardous materials or pollutants on, over,
under, from or affecting the property subject to this Lease, which contaminants or hazardous materials
the Lessee or its employees, agents, contractors, officials or sub - lessees have caused to be located,
disposed, or released on the Premises. Lessee shall also be responsible for all damages, claims and
liability to the soil, water, vegetation, buildings or personal property located thereon as well as any
personal injury or property damage related to such contaminants or hazardous materials.
19. NO NEW PERMANENT STRUCTURES OR IMPROVEMENTS. No new permanent structures or
improvements of any kind shall be erected or moved upon the Premises by Lessee without the express
written prior permission of Lessor. Any such structure or improvement erected or moved upon the
Premises without the express written consent of Lessor may be immediately removed by Lessor at the
expense of Lessee. Further, any structures, improvements or items of any kind remaining on the
Premises at the termination of the Lease will be considered abandoned by Lessee and may be
immediately removed by Lessor at Lessee's expense.
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20. BINDING AGREEMENT. This Lease shall be binding upon and inure to the benefit of the
partners, heirs, executors, administrators, and successors of the respective parties hereto.
21. DEFAULT. If: (1) Lessee shall fail to pay any rent or other sum payable hereunder for a period of
10 days after the same is due; (2) Lessee shall fail to observe, keep or perform any of the other terms,
agreements or conditions contained herein or in regulations to be observed or performed by Lessee and
such default continues for a period of 30 days after notice by Lessor; (3) This Lease or any interest of
Lessee hereunder shall be levied upon by any attachment or execution, then any such event shall
constitute an event of default by Lessee. Upon the occurrence of any event of default by Lessee
hereunder, Lessor may, at its option and without any further notice or demand, in addition to any other
rights and remedies given hereunder or by law, do any of the following:
(a) Lessor shall have the right, so long as such default continues, to give notice of termination to
Lessee. On the date specified in such notice (which shall not be less than 3 days after the giving of such
notice) this Lease shall terminate.
(b) In the event of any such termination of this Lease, Lessor may then or at any time thereafter,
re -enter the Premises and remove therefrom all persons and property and again repossess and enjoy the
Premises, without prejudice to any other remedies that Lessor may have by reason of Lessee's default or
of such termination.
(c) The amount of damages which Lessor may recover in event of such termination shall include,
without limitation, (1) the amount at the time of award of unpaid rental earned and other sums owed by
Lessee to Lessor hereunder, as of the time of termination, together with interest thereon as provided in
this Lease, (2) all legal expenses and other related costs incurred by Lessor following Lessee's default
including reasonable attorneys' fees incurred in collecting any amount owed hereunder (3) any damages
to the Premises beyond its present condition.
(d) Upon Lessee's failure to remove its personal property from the Premises after the expiration
of the term of this Lease, Lessor may in its sole discretion, without notice to or demand upon Lessee,
remove, sell or dispose of any and all personal property located on the Premises. Lessee waives all
claims for damages that may be caused by Lessor's removal of property as herein provided.
22. INSURANCE. (Revised 2006 per State Controller Requirements)
(a) The Lessee shall obtain and maintain, at all times during the duration of this Lease,
insurance in the kinds and amounts detailed below. The Lessee shall require any Contractor working for
Lessee on the Premises to obtain like coverage. The following insurance requirements must be in effect
during the entire term of the Lease. Lessee shall, at its sole cost and expense, obtain insurance on its
inventory, equipment and all other personal property located on the Premises against loss resulting from
fire, theft or other casualty.
(b) Workers' Compensation Insurance as required by State statute, and Employer's Liability
Insurance covering all employees acting within the course and scope of their employment and work on
the activities authorized by this Lease in Paragraph 4.
(c) Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93
or equivalent, covering Premises operations, fire damage, independent Consultants, blanket contractual
liability, personal injury, and advertising liability with minimum limits as follows:
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$1,000,000 each occurrence;
2. $2,000,000 general aggregate;
3. $50,000 any one fire.
If any aggregate limit is reduced below, $1,000,000 because of claims made or paid, the Lessee,
or as applicable, its Contractor, shall immediately obtain additional insurance to restore the full
aggregate limit and furnish to CDOT a certificate or other document satisfactory to CDOT
showing compliance with this provision.
AM
(d) If any operations are anticipated that might in any way result in the creation of a pollution
exposure, Lessee shall also provide Pollution Legal Liability Insurance with minimum limits of liability of
$1,000,000 Each Claim and $1,000,000 Annual Aggregate. CDOT shall be named as an Additional
Insured to the Pollution Legal Liability policy. The Policy shall be written on a Claims Made form, with an
extended reporting period of at least two year following finalization of the Lease.
(e) Umbrella or Excess Liability Insurance with minimum limits of $1,000,000. This policy
shall become primary (drop down) in the event the primary Liability Policy limits are impaired or
exhausted. The Policy shall be written on an Occurrence form and shall be following form of the primary.
The following form Excess Liability shall include CDOT as an Additional Insured. ME
(f) CDOT shall be named as Additional Insured on the Commercial General Liability
Insurance policy. Coverage required by the Lease will be primary over any insurance or self- insurance
program carried by the State of Colorado.
(g) The Insurance shall include provisions preventing cancellation or non - renewal without at
least 30 days prior notice to CDOT by certified mail to the address contained in this document.
(h) The insurance policies related to the Lease shall include clauses stating that each carrier
will waive all rights of recovery, under subrogation or otherwise, against CDOT, its agencies, institutions,
organizations, officers, agents, employees and volunteers.
(i) All policies evidencing the insurance coverage required hereunder shall be issued by
insurance companies satisfactory to CDOT.
(j) In order for this lease to be executed, the Lessee, or as applicable, its Contractor, shall
provide certificates showing insurance coverage required by this Lease to CDOT prior to the execution of
this lease. No later than 30 days prior to the expiration date of any such coverage, the Lessee or
Contractor shall deliver to the Notice Address of CDOT certificates of insurance evidencing renewals
thereof. At any time during the term of this Lease, CDOT may request in writing, and the Lessee or
Contractor shall thereupon within 10 days supply to CDOT, evidence satisfactory to CDOT of compliance
with the provisions of this section. Insurance coverage must be in effect or this lease is in default.
(k) Notwithstanding subsection (a.) of this section, if the Lessee is a "public entity" within the
meaning of the Colorado Governmental Immunity Act CRS 24 -10 -101, et sea., as amended ( "Act'), the
Lessee shall at all times during the term of this Lease maintain only such liability insurance, by
commercial policy or self- insurance, as is necessary to meet its liabilities under the Act. Upon request by
CDOT, the Lessee shall show proof of such insurance satisfactory to CDOT. Public entity Lessees are
not required to name CDOT as an Additional Insured.
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(1) If the Lessee engages a Contractor to act independently from the Lessee on the Premises,
that Contractor shall be required to provide an endorsement naming CDOT as an Additional Insured on
their Commercial General Liability, and Umbrella or Excess Liability policies.
23. ADDITIONAL PROVISIONS.
(a) No parking shall be allowed in any area within the 1 -70 clear zone. Additionally, no parking
shall be allowed in any area that lacks sufficient shoulder width to allow a parked vehicle to
be located completely out of any adjacent travel lane and which does not provide adequate
protections to pedestrians from moving vehicles.
(b) Lessor and Lessee have been collaborating to develop and implement improvements to the
frontage roads at standards which are acceptable to both CDOT and FHWA to provide safe
operations for motorists and pedestrians. As a result, Lessor and Lessee agree that
Lessee's use of the Premises during this lease term or any future lease shall be contingent
upon Lessee, at no cost or expense to Lessor, completing the improvements described and
within the timeframes described in this Section and depicted on Exhibit "B" attached hereto
and incorporated herein by reference.
i. Widening the north shoulder of the South Frontage Road from mileposts 176.3 to
177.0, together with the installation of curb and gutter from mileposts 176.5 to 177.0,
all in accordance with the plans and specifications related to CDOT Special Use
Permit #311046 -S. This work, labeled VAIL VALLEY DR — EAST FORD PARK on
Exhibit "B ", shall be completed on or before January 1, 2012.
vi. Installing parking lane improvements to the north frontage road from approximate
milepost 173.5 to approximate milepost 173.82. This work, labeled SAFEWAY /CITY
MARKET PARKING LANE IMPROVEMENTS on Exhibit "B ", shall be completed on or
before September 1, 2013.
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vii. Installing parking lane improvements to the north frontage road from approximate
milepost 172.98 to approximate milepost 173.32. This work, labeled WEST VAIL
NORTH PARKING LANE IMPROVEMENTS on Exhibit "B ", shall be completed on or
before September 1, 2013.
viii. Installing parking lane improvements to the north frontage road from approximate
milepost 175.80 to approximate milepost 176.05. This work, labeled MIDDLE CREEK
on Exhibit "B ", shall be completed on or before September 1, 2014.
ix. Installing parking lane improvements along the north side of the south frontage road
from approximate milepost 174.43 to approximate milepost 174.72 and along the
south side of the south frontage road from approximate milepost 174.48 to
approximate milepost 174.53. This work, labeled CASCADE on Exhibit "B ", shall be
completed on or before September 1, 2014.
(c) The parties agree that, in the event any of the improvements described in Section 23(b)
above are deleted by mutual agreement between the parties, parking adjacent to the deleted
areas will be prohibited and will not be included in future lease agreements.
(d) In the event Lessee completes the installation of improvements described in Section 23(b) to
the satisfaction of Lessor and FHWA and within the time described for each improvement,
Lessee shall have an option to lease the premises for public parking for one (1) successive
three (3) year term, subject to the terms and conditions to be negotiated by the parties prior
to the commencement of said three (3) year term.
(e) Lessee may issue a maximum of three - hundred (300) permits to parking patrons to allow
parking during the term of this Lease. Vail may charge fees for said permits subject to the
terms and conditions stated in Section 23(f) below; provided, however, that the issuance of
such permits shall be made without any type of discrimination prohibited by the laws of the
United States of America and /or the State of Colorado. Permit holders are not to be
considered as sub - lessees under this Lease Agreement; no condition or restriction imposed
or created by Lessee with respect to the issuance of such permits shall serve to lessen, sever
or assign the duties, obligations, covenants, pledges and promises of Lessee as contained in
this Lease. In the event this Lease is terminated prior to its expiration and Lessor retakes
possession of the Premises, Lessor shall have no duty, obligation or liability with respect to
the holder of any permit whose priviledges to utilize the parking permits are fundamentally
revoked as a result of such Lease termination; all such liabilities shall remain with Lessee.
(f) Lessee shall keep an accurate accounting of the actual fees it has collected for permits
issued pursuant to Section 23(e) above. Lessee pledges to give Lessor a certified copy of
such accounting within ten (10) days following the expiration or earlier termination of this
Lease. In the event the sums collected by Lessee exceed $20,000, Lessee shall pay all such
sums in excess of $20,000 to Lessor; said sums shall be due and payable by Lessee within
thirty (30) days following the expiration or earlier termination of this Lease.
(g) Lessee shall promptly notify CDOT each time Lessee's off - street parking facilities have
exceeded capacity, thus causing overflow parking into the South Frontage Road right -of -way.
Said notices shall include the date that overflow parking occurred.
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(h) Lessee shall not use the Premises nor allow any other party to use the Premises for any
purpose not specifically authorized by this Lease nor for any purpose prohibited by the State
of Colorado and /or the FHWA.
(i) Lessee shall not allow, nor cause to be allowed, parking within any clear zone area for 1 -70.
Lessee shall, at no cost or expense to Lessor, cause any vehicle parked within any clear
zone area to be immediately towed.
over, under, through, across or adjacent to the Premises.
(1) This Lease shall not be deemed valid unless it has been approved by the FHWA.
imembb,
IN WITNESS WHEREOF, the parties hereto have executed this lease agreement on the day and year
first above written.
,Mbh, X LE SEE:
STATE OF
COUNTY(
By
(Name)
Federal Tax Identification Number
The foregoing instrument was subscribed and sworn to before me this _ day of
by as of the Town of Vail.
Witness my hand and official seal.
My commission expires
Address:
Page 8of9
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Notary Public
Rev.3 /06
ATTEST:
Bernhardt K. Rasmussen,
Chief Clerk
LESSOR:
COLORADO DEPARTMENT OF
TRANSPORTATION
TIMOTHY J. HARRIS, P.E.
Chief Engineer
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TOM OF vn' i0>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 2011
ITEM /TOPIC: The purpose of this worksession is to provide answers to some of the more
commonly asked questions regarding historic preservation /landmark designation and receive
direction from the Vail Town Council on whether the Town staff should pursue a public process
with the community to discuss preserving and protecting historic structures and landmarks in
Vail Village and implementing any regulatory tools that may be necessary to carry out the
Town's development objectives.
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: Should Town staff pursue a public process with the
community to discuss preserving and protecting historic structures and landmarks in Vail
Village and implementing any regulatory tools that may be necessary to carry out the Town's
development objectives?
BACKGROUND: On February 18, 2009, the Vail Town Council adopted Resolution No. 23,
Series of 2008, a resolution that provided for certain updates to the Vail Village Master
Plan. One of the more significant updates to the plan was the addition of an objective
recognizing the "historic" importance of architecture, structures, landmarks, plazas and
features with the goal of preserving the existing character of Vail Village. Staff is prepared to
move forward with action on this issue to instructed to do so by the Vail Town Council.
STAFF RECOMMENDATION: The Community Development Department recommends the
Vail Town Council instructs Town staff to puruse a public process aimed at addressing the
issue of historic preservation and landmark designation in Vail Village, pursuant to the
recommendations of the Vail Village Master Plan updated by the Vail Town Council in
February of 2009. Staff believes that the most appropriate time to address this issue as when
development pressures are low and when a more proactive approach to addressing the issue
can be taken by the community. Addressing the issue proactively and in advance of increased
development pressures ensures that when development activity increases, the expectations
are clearly articulated and can be consistently applied.
ATTACHMENTS:
Town Council Memorandum
10/18/2011
TOWN OF
0) VAIL'
Memorandum
TO: Vail Town Council
FROM: Community Development Department
DATE: October 18, 2011
SUBJECT: Vail Village Historic Preservation /Landmark Designation Discussion
I. PURPOSE
The purpose of this worksession is to provide answers to some of the more commonly
asked questions regarding historic preservation /landmark designation and receive
direction from the Vail Town Council on whether the Town staff should pursue a public
process with the community to discuss preserving and protecting historic structures and
landmarks in Vail Village and implementing any regulatory tools that may be necessary
to carry out the Town's development objectives.
II. BACKGROUND
On February 18, 2009, the Vail Town Council adopted Resolution No. 23, Series of
2008, a resolution that provided for certain updates to the Vail Village Master Plan. One
of the more significant updates to the plan was the addition of an objective recognizing
the "historic" importance of architecture, structures, landmarks, plazas and features with
the goal of preserving the existing character of Vail Village. In addition, one new policy
statement was added to the plan to further the newly stated objective. The policy
statement was developed to guide the Town's decision - making in achieving each of the
stated objectives, whether it be through the review of private sector development
proposals or in implementing capital improvement projects. Finally, action steps were
suggested as immediate follow -up actions necessary to implement the goals of this
Plan.
To that end, the Vail Village Master Plan was updated to include the following language:
GOAL #1 ENCOURAGE HIGH QUALITY, REDEVELOPMENT WHILE
PRESERVING UNIQUE ARCHITECTURAL SCALE OF THE VILLAGE IN
ORDER TO SUSTAIN ITS SENSE OF COMMUNITY AND IDENTITY.
1.4 Objective: (in part)
Recognize the "historic" importance of the architecture, structures,
landmarks, plazas and features in preserving the character of Vail Village.
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1.4.1 Policy:
The historical importance of structures, landmarks, plazas and
other similar features shall be taken into consideration in the
development review process.
1.4.2 Policy:
The town should grant flexibility in the interpretation and
implementation of its regulations and design guidelines to help
protect and maintain the existing character of Vail Village.
1.4.3 Policy:
Identification of "historic" importance shall not be used as the sole
means of preventing or prohibiting development in Vail Village.
GOAL #1 Action Steps: (in part)
6. Compile a list and develop a map identifying the location of potential structures,
landmarks, plazas and other similar features that may be of historical importance.
III. WHAT IS THE GOAL OF HISTORIC PRESERVATION?
According to the National Trust for Historic Preservation,
"Historic preservation is often defined as the process of identifying,
protecting, and enhancing buildings, and objects of historical and cultural
significance. This process embraces many phases including the survey
and evaluation of historical, architectural, and cultural resources in an
area, the development of planning and legal measures to protect these
resources, the identification of public and private funding sources
applicable to preservation projects, the design for the restoration,
rehabilitation and /or adaptive use of historic structures, and the ongoing
maintenance of these resources."
Threats from redevelopment and the resulting loss of historical, architectural and
cultural resources of a community is one of the greatest forces behind promoting
historic preservation.
IV. HOW ARE HISTORIC PRESERVATION PROGRAMS IMPLEMENTED?
Historic preservation programs can be implemented on the national, state, or local
levels of government. For example, the United States federal government designates
historic districts through the United States Department of the Interior under the auspices
of the National Park Service. Federally designated historic districts are listed on the
National Register of Historic Places. On the local level, local historic districts are
generally administered by the municipal government under the auspices of an
appointed board or commission. Historic preservation programs administered by
municipal government offer the most legal protection for historic properties as most land
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use decisions are made at the local level. Many historic preservation programs are
implemented through the creation of a local historic district.
V. WHAT IS A LOCAL HISTORIC DISTRICT?
A historic district is often described as a group of buildings or structures in an area that
have been designated by a governing entity as having a historical, architectural, and /or
cultural significance. Buildings or structures in a historic district are usually divided in to
one of two categories; contributing and non - contributing. There is no limitation on the
size of a district. It can be as small as one or two buildings, or as large as multiple
acres and encompass a significant area of a town.
VI. HOW IS A LOCAL HISTORIC DISTRIC CREATED?
Local historic districts are created on the local level by ordinance, which falls under the
jurisdiction of the Town Council. Local historic districts are often formed upon
recommendation by an appointed commission (ie, PEC) to the Town Council
encouraging the districts creation. The Town Council may approve the district as
proposed, approve the district with modifications, or reject the commission's
recommendation. Local historic districts are often created by local government to
protect and preserve existing buildings and structures because they:
• has special character or historic, cultural or aesthetic value or interest;
• represents one or more periods, styles or types of historic architecture;
and
• visually stand apart as a unique area of the town.
VII. WHY MIGHT PROPERTY OWNERS RESIST HISTORIC
PRESERVATION DESIGNATION?
Some private property owners have resisted having their properties designated as
historic buildings or objects of historical significance. Private property owners may
resist historic preservation designation for the following reasons:
• Increase in regulation in the development review process
• Creates an additional layer of development review
• Decrease in property values due to limitations on development
• Perception that government is "overreaching" in its use of its police powers
VIII. DOES INCLUSION IN A HISTORIC DISTRICT RESTRICT THE USE OF THE
PROPERTY?
No. Historic preservation designation does not involve the use of the property.
Instead, it deals only with the appearance of the buildings or structures within the
district. The adopted land use regulations continue to apply and address the use of the
property.
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IX. DOES INCLUSION IN A HISTORIC PRESERVATION PREVENT CHANGES
TO THE PROPERTY?
Historic preservation designation does not prevent a property owner from making
changes to their property, nor does it require them to restore or even fix up their
property. Instead, designation ensures that alterations, additions, or demolitions are in
keeping with the character of the area. The design review process is used to make
determinations on preservation of character of the area.
X. DOES THE TOWN OF VAIL CURRENTLY HAVE MEASURES IN PLACE FOR
HISTIORIC PRESERVATION?
Yes and no. Several of the Town's adopted master plans speak to the importance of
preserving and protecting community character. This master plan language is
reinforced in the Town's adopted land use regulations and design review guidelines.
For example, community character and compatibly with the surrounding built
environment are two criteria which can be found in the adopted regulations. That being
said, however, presently no language exists which speaks directly to preserving and
protecting existing building or structures that have been determined to have significance
to the character of the community.
XI. WHAT ARE THE POSSIBLE COMMUNITY BENEFITS OF CREATING A
LOCAL HISTORIC DISTRICT?
The preservation, protection and enhancement of an area like Vail Village, one
that is aesthetically cohesive and already well promoted can be a great asset to
the community. The retention of Vail Village, as an historic area, as a way to
attract visitor dollars, makes good economic sense. The protection of a local
historic district, aimed at preserving community character, has proven to be
effective in enhancing and improving business retention and recruitment
potential.
XII. WHAT IS THE TOWN'S GOAL
BUILDINGS AND OBJECTS
SIGNIFICANCE IN VAIL VILLAGE?
FOR PROTECTING AND ENHANCING
OF HISTORICAL AND CULTURAL
As outlined in Section II of this memorandum, Goal #1 of the Vail Village Master Plan is
to,
"encourage high quality, redevelopment while preserving unique
architectural scale of the village in order to sustain its sense of community
and identity."
Additionally, Policy 1.4.1 states,
Town of Vail Page 4
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"The historical importance of structures, landmarks, plazas and other
similar features shall be taken into consideration in the development
review process."
The goal as presently drafted only speaks to the scale (bulk and mass) of the built
environment and does not address historical, architectural or cultural significance.
Further, the policy statement indicates that factors shall be taken into consideration in
the development review process yet no specifics exist for how the factors shall be
considered. These are but two issues that will need to be addressed as the
development of a proposed program for historic preservation moves forward.
XIII. NEXT STEPS
If the Vail Town Council determines that the Town staff should pursue a public process
with the community to discuss preserving and protecting historic structures and
landmarks in Vail Village and implementing any regulatory tools that may be necessary
to carry out the Town's development objectives, staff recommends that the following
next steps be taken:
• Prepare an RFP for planning and legal services to assist in the
development of a proposed historic preservation program.
• Formulate a budget for the creation of a proposed program for Town Council
review and approval.
• Develop a clear and concise goal for the proposed program which
includes a descriptive statement describing the problem the proposed
program is intending to address.
• Establish a Vail Village Citizen's Advisory Committee to participate in the
development of a proposed program. The committee would likely consist
of residential and commercial property owners, business owners,
merchants, economic development interests, architects, developers, real
estate professionals, and other potentially affected parties. The role of the
committee would be advisory in nature.
• Compile a list and develop a map identifying the location of potential
structures, landmarks, plazas and other similar features that may be of
historical importance.
• Develop a list of potential program implementation tools, including pros
and cons of each, for further review and consideration.
• Establish a mutually acceptable schedule for development and creation of
a proposed program for further consideration by the Vail Town Council.
The schedule for completion shall take into consideration Vail's 50th
Anniversary.
XIV. ACTION REQUESTED OF THE TOWN COUNCIL?
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Should Town staff pursue a public process with the community to discuss
preserving and protecting historic structures and landmarks in Vail Village and
implementing any regulatory tools that may be necessary to carry out the Town's
development objectives?
Town of Vail Page 6
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6 -1 -6
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 2011
ITEM /TOPIC: Matters from Mayor and Council
10/18/2011
rawH of vn' i[ ">
TOM OF vn' i0>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 18, 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, Regarding: Discussion concerning negotiations regarding Timber Ridge
Redevelopment, Ever Vail Development Agreement; 2) C.R.S. §24- 6- 402(4)(b) - to receive
legal advice on specific legal questions; 3) C.R.S. §24- 6- 402(4)(a)(b)(e) - to discuss the
purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on
specific legal questions; and to determine positions, develop a strategy and instruct
negotiators Regarding: Lionshead Subway.
PRESENTER(S): Matt Mire
10/18/2011