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Home My WebLink About2012-03-06 Agenda and Support Documentation Town Council Evening Session VAIL TOWN COUNCIL EVENING SESSION AGENDA FQ IV OF VA10 VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 3:45 P.M., MARCH 6, 2012 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. 1. ITEM/TOPIC: Naming of the LionsHead Welcome Center Community Space, Setting Policy and Direction for Management of the LionsHead Welcome Center Community Space, Including Free and Discounted Use. (30 min. ) PRESENTER(S): Pam Brandmeyer 2. ITEM/TOPIC: Resolution No. 12, Series 2012, a resolution amending the 2012 Budget for the Vail Local Marketing District (5 min.) PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Resolution No. 12, Series 2012 BACKGROUND: Please see attached documentation STAFF RECOMMENDATION: Approve or approve with amendments Resolution No. 12, Series 2012 3. ITEM/TOPIC: Resolution No. 13, Series of 2012, a resolution allowing for an administrative extension to the lapse of approval for certain approved development plans approvals, and setting forth details in regard thereto. (20 min) PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: The Vail Town Council shall approve, approve with modifications, or deny Resolution No. 13, Series of 2012. BACKGROUND: On February 16, 2010 the Vail Town Council adopted Resolution No. 6, Series of 2012 which allowed for the administrative approval of an eighteen (18) month extension to the approved development plans for four projects. The administrative approvals for these projects expire in the Spring/Summer of 2012. STAFF RECOMMENDATION: The Community Development Department recommends the Vail Town Council approves Resolution No. 13, Series of 3/6/2012 2012, as read. 4. ITEM/TOPIC: Lionshead Plazas Streetscape Update (15 minutes) PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Provide staff with direction regarding the Concert Hall Plaza Boiler Room and extending streetscape along East Lionshead Circle BACKGROUND: The Lionshead East Mall and Concert Hall Plazas Streetscape Improvement Project is budgeted for this year and is currently out to bid for construction. Two design issues came up during the final design process. The first is that the contemplated boiler enclosure for Concert Hall Plaza was not accepted by the Design Review Board as a stand alone building, and the most practical location to relocate it to is at the base of the Pedestrian Bridge stairs. The Second is that there has been a significant increase in shuttle van use along East Lionshead Circle; in order to accommodate the number of shuttle vans staff recommends extended heated walk and a shuttle van pull-off lane along East lionshead Circle. Both recommendations would require an increase to the Project budget. STAFF RECOMMENDATION: Approve the new boiler location and additional streetscape improvements. 5. ITEM/TOPIC: Council Dinner Break (65 min.) 6. ITEM/TOPIC: Citizen Participation (15 min.) 7. ITEM/TOPIC: Consent Agenda: 1) Approval of February 7 and 21 meeting minutes 2) EHU Exchange (5 min.) 8. ITEM/TOPIC: Town Manager Report: Finance System Update - Judy Camp (5 min. ) PRESENTER(S): Stan Zemler 9. ITEM/TOPIC: Ordinance No. 5, Series of 2012 An Ordinance Amending Section 3-3-2 ("Appointment of Board Members"), and Section 3-3-3, ("Membership; Terms"), Vail Town Code, Relating to Eligibility and Terms of Members of the Arts Board, and Setting Forth Details in Regard Thereto. (5 min.) PRESENTER(S): Molly Eppard ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Ordinance No. 5, Series of 2012. BACKGROUND: Pursuant to a recommendation from the Town of Vail Arts Board (the "Board"), the Council desires to amend the terms of the Art Board ordinance to reduce the Board's members, to clarify Board member requirements, and to eliminate required participation from persons serving on other Town boards. 3/6/2012 STAFF RECOMMENDATION: Approve, approve with modifications, or deny Ordinance No. 5, Series of 2012. 10. ITEM/TOPIC: Ordinance No. 2, Series of 2012, an ordinance amending Chapter 12-6, Residential Districts, Vail Town Code, pursuant to Section 12- 3-7, Amendment, Vail Town Code, to establish a new zone district, Vail Village Townhouse (VVT) District, and setting forth details in regard thereto; and Resolution No. 7, Series of 2012, amending Chapter VII, Vail Village Sub-Areas, East Gore Creek Sub-Area (#6), Vail Village Master Plan, pursuant to Chapter VIII, Implementation and Amendment, Vail Village Master Plan, to include recommendations related to a new Vail Village Townhouse (VVT) District, and setting forth details in regard thereto. (PEC110040, PEC110041) (5 min) PRESENTER(S): Bill Gibson, Community Development Department ACTION REQUESTED OF COUNCIL: The Community Development Department request that the Vail Town Council tables the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to its March 20, 2012, public hearing. BACKGROUND: On November 14, 2011, Planning and Environmental Commission forwarded a recommendation of approval, with modifications, to the Vail Town Council for the proposed Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012. On March 6, 2012, the Vail Town Council tabled the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to its March 6, 2012, public hearing for further deliberation. STAFF RECOMMENDATION: The Community Development Department recommends the Vail Town Council tables the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to its March 20, 2012, public hearing. 11. ITEM/TOPIC: First reading of Ordinance No. 4, Series of 2012, an ordinance authorizing the sale of a portion of the real property located at 75 South Frontage Road, Vail, Colorado, (the "Town Hall Property") to Vail MOB, LLC, for the purchase price of$5 million, and setting forth details in regard thereto. (20 minutes) PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Approve, approve with modifications or deny Ordinance No. 4, Series of 2012 on first reading. BACKGROUND: The Town of Vail, in cooperation with the Vail Valley Medical Center and the Steadman Clinic, wishes to redevelop a portion of the Town's property located at 75 South Frontage Road. To do so, the ToV, VVMC and SC signed a memorandum of understanding, which in part, acknowledges the sale of a portion of Town property to VVMC and SC for$5 million. The purchase price was established based upon a value of use appraisal completed for the property. Pursuant to the terms of the purchase and sale agreement, the title to the property shall not occur until such time as a building permit for the new medical office building is ready for issuance and a construction loan guaranteeing the construction of the building is secured 3/6/2012 and ready for funding. STAFF RECOMMENDATION: Town staff recommends the Vail Town Council approves Ordinance No. 4, Series of 2012 on first reading, as read. 12. ITEM/TOPIC: Presentation of the Town of Vail Municipal Office Design and Construction Document Project Selection Committee's recommendation for the award of a design and construction document contract. (20 minutes) PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Does the Vail Town Council authorize the Town Manager to negotiate and enter into a professional services contract with OZ Architecture, in a form approved by the Town Attorney, to design and prepare the construction documents for the new municipal offices of Town of Vail, located at 75 South Frontage Road, pursuant to the scope of services outlined in the Request for Proposals, dated February 1, 2012, and as maybe amended to reflect the recommendation(s) of the Selection Committee? BACKGROUND: On February 1, 2012, the Town of Vail released a request for proposals for professional design services in an open process to solicit responses for design and construction document preparation services. On February 17, 2012, the Town of Vail received nine responses to the request for proposals. Following a detailed review and analysis of the responses, three design teams were selected to move forward and participate in an on-site interview process. On February 23, 2012, the selection committee held on-site interviews. Three design teams were interviewed and evaluated based upon the following criteria: Extensive design experience with similar municipal office facilities. Demonstrated ability to perform in the Town's entitlement process. Ability to advance sustainable design and energy efficiency strategies. Completion of similar projects with similar challenges, solutions, and coordination. Availability to complete the project on budget and on time. A proven track record of collaboration with multiple stakeholders and teams. A competitive fee for the project. Local preference provided the team is qualified and competitive. STAFF RECOMMENDATION: The selection committee recommends the Vail Town Council awards the municipal site design and construction document project to the team lead by OZ Architecture. 13. ITEM/TOPIC: Presentation of the Town of Vail Municipal Office Project Management Selection Committee's recommendation for the award of a project management contract. (20 minutes) PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Does the Vail Town Council authorize the Town Manager to negotiate and enter into a professional 3/6/2012 services contract with CP Vail, in a form approved by the Town Attorney, to provide project management for the development of new municipal offices for the Town of Vail, located at 75 South Frontage Road, pursuant to the scope of services outlined in the Request for Proposals, dated February 15, 2012 reflecting the recommendation of the Selection Committee? BACKGROUND: On February 15, 2012, the Town of Vail released a request for proposals for professional project management services in an open process to solicit responses. On February 24, 2012, the Town of Vail received eleven responses to the request for proposals. Following a detailed review and analysis of the responses, five project management teams were selected to move forward and participate in an on-site interview process. On February 28, 2012, the selection committee held on-site interviews. Five teams were interviewed and evaluated based upon the following criteria: *Extensive project management experience with similar municipal office facilities. *Demonstrated ability to perform in the Town's entitlement process. *Ability to achieve the goals/milestones identified for the project. *Understanding of the project and what is required to get the job done. *Completion of similar projects with similar challenges, solutions, and coordination. *Staff availability to complete the project on budget and on time. *Ability to develop and maintain professional relationships through effective communication. *A proven track record of collaboration with multiple stakeholders and teams. *A competitive professional fee based upon the scope and quality of the work required. *Demonstrated ability to make progress on multiple tasks in a dynamic and ever-changing process. *Local preference provided the teams are qualified and competitive. STAFF RECOMMENDATION: The selection committee recommends the Vail Town Council awards the professional services contract for project management to CP Vail. Mr. John Bills, Managing Principal, will be responsible for the project from an overall standpoint. Mr. Chris Penney, Senior Project Manager, will be responsible for the preconstruction process and the lead during construction. Mr. Bryan Carruthers Managing Principal, will be responsible for quality control to ensure the project is exceeding the Town's and Community's expectations. 14. ITEM/TOPIC: Second reading of Ordinance No. 1, Series of 2012, an ordinance approving a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, for a rezoning from Ski Base Recreation District to Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto (PEC110067). (15 min.) PRESENTER(S): Rachel Dimond, Tom Braun ACTION REQUESTED OF COUNCIL: The Vail Town Council shall approve, approve with modifications, or deny Ordinance No. 1, Series of 2012, upon second reading. 3/6/2012 BACKGROUND: On January 30, 2012, the Planning and Environmental Commission held a public hearing on the proposed rezoning of the Ski and Snowboard Club Vail property from Ski Base Recreation District to Ski Base Recreation 2 District and has forwarded a recommendation of approval for the amendment to the Vail Town Council by a vote of 4-2-1 (Rediker, Pierce opposed, Cartin recused). On February 21, 2012, the Vail Town Council approved Ordinance No. 1, Series of 2012, upon first reading (5-0-1, Donovan recused), based on the review of the criteria and compliance with the findings outlined in the January 30, 2012 memorandum to the Planning and Environmental Commission, and the evidence and testimony presented. 15. ITEM/TOPIC: The Town council is requested to provide staff with specific direction relative to the Ford Park Improvement Program to be included in the Updated Ford Park Management Plan. (60 min.) PRESENTER(S): Tom Braun, Braun and Associates ACTION REQUESTED OF COUNCIL: Please see attached Memo STAFF RECOMMENDATION: Please see Attached Memo 16. ITEM/TOPIC: Adjournment (8:50 p.m.) 3/6/2012 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Naming of the LionsHead Welcome Center Community Space, Setting Policy and Direction for Management of the LionsHead Welcome Center Community Space, Including Free and Discounted Use. PRESENTER(S): Pam Brandmeyer ATTACHMENTS: Lionshead Welcome Center Memorandum Lionshead Welcome Center Proposal 3/6/2012 0 TOWN OF VAIL ) Memorandum To: Town Council From: Pam Brandmeyer Date: March 6, 2012 Subject: Naming of the LionsHead Welcome Center Community Space. The LionsHead Welcome Center Community Space needs an identifying name that will honor the space, as well as provide marketing opportunities for its use, be it rental, discounted or free. I. BACKGROUND: NAMING OF THE LIONSHEAD WELCOME CENTER COMMUNITY SPACE. The LionsHead Welcome Center Community Space needs an identifying name that will honor the space, as well as provide marketing opportunities for its use, be it rental, discounted or free. In a sampling of conference room or gathering spaces at local hotels and lodges, current names showed considerable use of trees and flora, e.g., Spruce Room, Aspen Room, Columbine Room, etc., as well as rooms/spaces named after ski runs/lifts, e.g., Born Free Room, Blue Sky Room, Sun Up Room , First Chair Room. STAFF RECOMMENDATION: After eliminating what could be conflicts with existing spaces, staff recommends one of the following names: - LionsHead Tower Room - Renaissance Room - The Loft in LionsHead - The Loft - The LionsHead Room II. BACKGROUND: SETTING POLICY AND DIRECTION FOR MANAGEMENT OF THE LIONSHEAD WELCOME CENTER COMMUNITY SPACE, INCLUDING RENTAL, DISCOUNTED AND FREE USE. On October 18, 2011, Council was presented with a proposed Request for Proposals (RFP) for operation and management of the LionsHead Welcome Center Community Space. On November 7, the submittal date for this RFP, one proposer responded: Donovan Pavilion Management, Inc. In discussing this proposal and next steps toward direction and management for this space. Staff suggests Council look a two tiers of use for current town-owned space: FREE USE - Vail Town Council Chambers - Conference Rooms in the Municipal Building, Community Development, Public Works and the Police Department 3/6/2012 1 - I - I - Library Community Room - No public park reservation is required with the exception of Ford Park, where a "user fee" is not charged, only permits (e.g., tent permit) FEE BASED SPACES (which can also be free, discounted or regular rate) - Donovan Pavilion - Betty Ford Alpine Gardens (lower bench of Ford Park) - Upper Bench of Ford Park athletic fields (VRD) - LionsHead Welcome Center Community Space At the time of submittal, Donovan Pavilion Management, Inc., based its proposal on "actual" use at the Donovan Pavilion. The Welcome Center RFP, in following suit with the RFP for the Donovan Pavilion, had also stated under"Programming and Operating Assumptions," the "town desires the LH Welcome Center Community Space become revenue-generating/breakeven public facility while still being available to local citizens and local non-profit groups at an affordable and reasonable cost." While this has proven effective with the Donovan Pavilion, based on the first-round requests for use, it is Staff's belief this facility will be managed differently from Donovan. Staff is suggesting Council consider a "mini-enterprise" zone, comprised of the Donovan Pavilion, whose revenues totaled $91,000 in 2011 (net expenses), and the LH Welcome Center Community Space, which may see more free and discounted use, thus using the excess revenues from Donovan to offset the overall costs to the town. It is also Staff's belief that with the proper introduction to the community and through marketing efforts, the Welcome Center Community Space will also generate revenue through bridal events, receptions, community meetings and celebrations, corporate meetings and so on. Donovan Pavilion Management, Inc., estimates a base rate of around $275 for a two hour block Monday through Thursday to cover regular expenses of set up/tear down, cleaning and staff. III. STAFF RECOMMENDATION: Request Council's direction for guidance on rental policy and free and discounted use. Staff recommends a comparison to surrounding property conference center/gathering space rental rates for Council consideration on March 20. Town of Vail Page 2 3/6/2012 1 - 1 -2 LlonShead Welcome Center Community Space A proposal to provide event management services and facility operation. A Donovan Pavilion Management,Inc. Laurie Asmussen, Owner (970)376-3756 November 7, 2011 3/6/2012 1 -2- 1 ................................................ ............................................................................................................................................................................................................................................................................... 'EXECUTIVE SUMMARY To provide professional facility event management services to the Town of Vail in the Lionshead Welcome Center Community Space. The primary, but not exclusive, focus encompasses: Customer Service Professional Event Management Sound Financial Management •.*• Maximum Profit Potential ❖ Multi-purpose use by balancing scheduled activities between Private and Community events 3/6/2012 1 -2-2 ffiS r sa*8 Donovan Pavilion Management, Inc. has a professional staff of five who will assist clients by performing the following duties: • Provide prompt,friendly response to booking inquiries offering availability of dates at the LH Welcome Center Community space for booking • Utilizing cross-selling opportunities between both the LH Welcome Center Community space and the Donovan Pavilion for individual events • Preparing and initializing contracts • Collecting fees and documenting client payment schedules • Maintain regular communication, both via phone, in person and via e-mail, with clients regarding their upcoming event • Conducting facility site tours for potential clients • Greeting clients and guests on event days • Coordinating all supplies and catering deliveries for LH Welcome Center Community space events • Coordinating all event security schedules and conducting on-the-spot cleaning and snow removal duties during event hours • Providing 24-hour on-call service for all clients • Creating and scheduling Pavilion marketing including placement of advertising in industry publications; creation and editing of sales materials, and placement of photos and information on the Pavilion website according to the Town of Vail operating budget lr-ft- siml One Meat Donovan Pavilion Management, Inc. will use a similar model of marketing to attract clients to the Lionshead Welcome Center Community Space. Our team will develop a cross-selling plan to let potential clients know the Lionshead Welcome Center Community Space is open for business and is an option for their event. Our team will specifically target time periods when the Donovan Pavilion experiences high use, such as weekend dates during the summer months. 3/6/2012 1 -2-3 All inquiries for both facilities will be fielded from our office at the Donovan Pavilion, where our staff will: • Schedule and conduct site tours • Maintain a master calendar of events and inquiries for future uses • Be on-site for every event,assisting clients with event set-up,audio-visual and catering needs • Work together to ensure the Lionshead Welcome Center Community Space is recommended to clients for complimenting events(i.e.wedding booked at Donovan, recommend LH Welcome Center Community space for rehearsal dinner) �SUN Rentim Mualemat_ Donovan Pavilion Management, Inc. will use a similar model of reporting to the Town of Vail, by preparing a monthly analysis of usage and remittance of usage fees. Sales tax will also be remitted on a monthly basis. Professional accounting and bookkeeping firms are in place to establish Lionshead Welcome Center Community Space reports, mirroring the reporting methods for the Donovan Pavilion usage. . Ma■>�i Donovan Pavilion Management, Inc. proposes establishment of a facility usage plan and tiered rate structure for potential usage by Standard, Eagle County resident and Vail resident proposed rates. In addition, usage time should be outlined for each rate category to maximize revenues. Structure rates based on daytime use, evening function, weekday vs. weekend use per category. Standard rates are designed to offset the resident discount usage. It is recommended a Discounted and Complimentary Use Policy is in place prior to facility opening. Community groups wishing to use the Lionshead Welcome Center Community Space at a Discounted or Complimentary basis will be evaluated by a team of individuals including a Town of Vail staff member and the Donovan Pavilion Management, Inc. to ensure revenue- producing events are not displaced by the potential usage. Each request for use will be evaluated on an individual basis. 3/6/2012 1 -2-4 ...�Itt-�drp.�ae,®s�........................................................................... The marketing plan for the Lionshead Welcome Center Community Space will focus on obtaining a balanced use between Standard Rate events such as corporate events/meetings, Private Social events(wedding rehearsal dinners, small weddings, family reunions, etc.) and Private Resident (both Eagle County and Vail) social functions. We anticipate Community use of the Lionshead Welcome Center Community Space to be approximately 30%of the total number of hosted events. a G t t k 3 i f 1 { 1 3/6/2012 1 -2-5 t r ` | MARKETING PLAN | The Donovan Pavilion team will provide professional operational, e*entmnanagennent sales/marketing/PR for the Lionshgad Community Space as contractors for the Town of Vail. The primary, but not exclusive,focus encompasses: � Manage the operation of the Pavilion as a very upscale,yet comfortable,venue w Selling the Lionshead Welcome Center Community Space as a multi-use facility for Vail Residents, Eagle County residents and visitors/guests tm the area w Promoting the Limnshead Welcome Center Community Space as the perfect space for on ' intimate gathering * Promoting the Lionshead Welcome Center Community Space for a wide variety of events such as: Corporate social gatherings Business Training sessions JO� Rehearsal dinners Club meetings � )0, Theme parties � Memorial services Small Corporate breakout session s/nneetinga , Religious gatherings \ � l0- Non-profit gatherings ` * Promoting the LH Community Space as an enticement sales tool for Hotel sales � Managers as an off-property function space centrally located with fantastic ` views ofVail Mountain ~ Maintain open communication between the Town of Vail staff and Vail Recreation ` District personnel to keep the LH Community Space operating as a for-profit venture ` � Mission Statement The Uonshead Welcome Center Community Space shall serve as multi-use community gathering place, attracting a variety mf uses including meetings, seminars, private � and public social gatherings, and special government meetings. ` ` . i � 3/6/20]2 | l2o |` Goals&Objectives • Establish awareness of the Lionshead Community Space as an alternative gathering place for leisure and corporate groups visiting the Vail Valley. • Establish attractive rates for the renting of the facility in order to entice usage. • Focus on seasonal group rentals to establish base clientele working toward a year-round strategy. • Manage the facility in a professional manner including: • Focus on superior customer service • Established procedures for management and facility clients • Accurate record-keeping of all event activity in the Pavilion • Maintenance of a clean and safe environment for guests • Timely reporting to Town of Vail on facility usage and management issues • Utilize research to adjust operational plan according to economic climate of the Vail Valley and surrounding areas. Segment Strategy The Lionshead Community Space is Vail's newest gathering place, adding to the Town of Vail's inventory of additional community amenities. In a resort community where corporate and leisure groups are consistently seeking new venues for their functions, the Lionshead Community Space offers a unique alternative. Our strategy for targeting clients for this new amenity is to turn to our relationships within our industry located in Vail and the surrounding areas. Examples of our industry partners include: ••• Wedding Planners ❖ Tourism professionals ❖ Non-profit professionals and managers ❖ Hotel General Managers and sales managers ❖ Destination management company sales managers •'• Vail Resorts, Inc. sales managers ❖ Denver Convention &Visitors Bureau ❖ Existing Donovan Pavilion clients By meeting with the above individuals and working alongside them, we will increase our sales force in the marketplace. 3/6/2012 1 -2-7 Initial Action Plan January 2012 -Establish the Lionshead Community Center brand identity and logo -Develop collateral material including facility brochure, rate card,floor plan specification sheet, letterhead, business cards, web site design and implementation -Determine product positioning statement and identify target audiences -Develop, implement and monitor an ad campaign -Introduce the new Lionshead Community Space to existing Donovan Pavilion clients through referrals for specific or possible usage dates -Create, implement and monitor a strategic public relations plan -Host Open Houses to unveil the new space to the Community; coordinating Grand - Opening events with the Vail Recreation District -Invite various hotel sales teams within the Vail area to tour the facility. Create an on- going effort to ensure as many people see the new space as possible Marketing Plan initial anticipated cost: $15,000 3/6/2012 1 -2-8 .................................-.................................................................................................................................................................................................................................................................................................. BUSINESS PRO-FORMA Facility Business Pro-Forma The following is an overview of anticipated expenses and revenues. Based on a conservative start-up of a new venue, encompassing a three-year term,these figures are assumptions based on the information provided for the proposal. Facility Pricing and Anticipated Usage • We propose a facility usage program by structuring the usage fees by Standard, Eagle County based and Vail resident proposed rates. • Usage time should be outlined in order to maximize revenues (i.e. daytime meeting, evening function). • It is recommended that a Discounted and Complimentary Usage Policy be in place prior to facility opening also to maximize revenues • Focus on Social events, Corporate events/meetings/seminars, small wedding events, social functions Proposed Facility Rates: Peak Season Winter: January 1—April 15,2012 Summer: May 21—October 14, 2012 November 19—December 31,2012 Off-Peak Season Spring: April 16-May 20,2012 Fall: October 15—November 18, 2012 Standard EC Rate Vail Resident Rate Peak Season, Monday-Thursday (6 hours) $1,200 $1,080 $840 Peak Season, Friday-Sunday(8 hours) $1,500 $1,350 $1,050 Standard EC Rate Vail Resident Rate Off-Peak Season, Monday-Thursday(6 hours) $700 $640 $520 Off-Peak Season, Friday-Sunday (8 hours) $850 $775 $625 Projected Uses: Year One Standard EC Rate Vail Resident Peak Season,Monday-Thursday 44 @$1,200=$52,800 15 @$1,080=$16,200 6 @$840=$5,040 Peak Season,Friday-Sunday 20 @$1,500=$30,000 10 @$1,350=$13,500 10@$1,050=$10,500 Total Revenues $82,800 $29,700 $15,540 Standard EC Rate Vail Resident Off-Peak Season,Monday-Thursday 12 @$700=$8,400 2 @$640=$1,280 4 @$520=$2,080 Off-Peak Season,Friday-Sunday 10 @$850= $8,500 1 @$775= 775 1 @$625= 625 Total Revenues $16,900 $2,055 $2,705 Total Revenue from Paid Clients: $149,700 3/6/2012 1 -2-9 Complimentary/Discounted Use Projections: Qtr 1 Qtr 2 Qtr 3 Qtr 4 Discounted Use 13 19 9 9 =50 Complimentary Use 4 11 4 4 =23 73 Management Company Revenues vs. Expenses: Revenues: Year 1* Revenues from Paid Clients (128 events) $149,700 Revenues from Discounted Use Events (50 events) 12,500 Town of Vail Management Fee 50,000 Town of Vail/Commissions paid 15,205 Town of Vail Operating Fund 25.000 Total: $252,405 Expenses: Year 1 TOV Reimbursement Usage Fee $ 50,000 TOV Operations Budget (Provided by TOV) $ 25,000 Management Fee 50,000 Commission on Paid Clients 15,205 Staffing on Paid Events 35,840 Staffing on Discounted/Complimentary Use Events 10,220 Cleaning 30,000 Marketing Plan—initial implementation (Website, logo creation, marketing materials) 15,000 Total: $231,265 Net Revenue: $ 21,140 *We propose negotiation of Years 2 and 3 if chosen as the Management company. 3/6/2012 1 -2- 10 The following is an overview of our proposal. Given the conservative Business Pro- Forma for the facility and the nature of the current economy,we propose the following considerations: ❖ Consider a three-tier fee structure to encompass a Vail resident rate, an Eagle County resident rate and a Standard rate. We believe there are many viable businesses and individuals who are included in our target market that would have an interest in renting the facility. ❖ We request an initial three-year commitment to perform the Management services outlined in the proposal with a Base Management Fee plus a commission structure: Base Management Fee: $50,000 Plus the following Commission Structure: 5%for gross revenue over$35,000 8%for gross revenue over$45,000 12%for gross revenue over$55,000 15%for gross revenue over$65,000 ❖ We request a re-negotiation of the Management fee beginning year three of the contract ❖ We propose to negotiate an Annual Management Fee for the above services. We welcome discussion in this area if chosen to proceed as a finalist ❖ We request the Town of Vail consider inclusion of three staff parking passes in the Management Agreement for access to the building 24 hours a day .................................................._..............................................._................................................................................................................................................................................................._...................... ...... :SUMMARY Donovan Pavilion Management, Inc. believes it is the best entity to manage the new Lionshead Welcome Center Community Space. Currently in its ninth year, Donovan Pavilion Management, Inc. is in the best position to offer operational recommendations on how best to maximize revenue and balance the use between Community and Private use. 3/6/2012 1 -2- 11 .. . . . . ...... ....................................................................................................................................................................-........................................................................................................................_ :REFERENCES Laurie Mullen,Owner West Vail Liquor Mart (970)3376-5639 Rob LeVine,General Manager The Antler's at Vail (970)331-9594 Diana Donovan Donovan Pavilion Oversight Committee member (970)476-2789 3/6/2012 1 -2- 12 ...................................................................... . ............................................................................................................................................................................................................................ BACKGROUND INFORMATION LAURIE ASMUSSEN PO Box 115 Eagle, CO 81631 (970)376-3756 (970)328-5681 fax SIMMMY Over 22 years of experience in special event management including media relations, budgeting, advertising and marketing plans, event coordination, sponsorship recruitment,resort promotion, database management, and implementation of public, corporate and fundraising events. NISTSRr 2003—Present Owner, Donovan Pavilion Management,Inc. Established property Management Company to promote, book and manage events at the Donovan Pavilion, a multi-use events facility in Vail. The facility hosts approximately 120 special events per year including weddings, social functions, corporate events and non-profit functions. 2000-2002 Communications Coordinator,Eagle County School District s Served under the School District Superintendent on a part-time basis. Duties included writing press releases, advertising coordination with school principals, administrative and District staff,promotion of District throughout Eagle County. 1999-Present Owner,Eagle Valley Events,Inc. Established private event Production Company based in Eagle County with the goal of promoting and producing public events throughout the area. ! Events produced and/or served as sub-contractor on include: a i • Vail Holidaze for Highline Sports& Entertainment • Eagle County Fair&Rodeo for Eagle County • Strawberry Days Festival for Glenwood Springs Chamber • Ride the Rockies local coordination for Vail Valley Partnership • Eagle Cinco de Mayo Festival for NRC Broadcasting • Vail Arts Festival • Vail America Days for Town of Vail • Holidays in Vail for Town of Vail • Vail Italian Festival • Eagle Ranch Home Tour and various community events • Oktoberfest for Vail Valley Chamber&Tourism Bureau • Community Musical Chairs for Vail Valley Charitable Fund 3/6/2012 1 -2- 13 e • Edwards Harvest Festival, Cinco de Mayo for Edwards Business Association • Vail Valley Jet Center Plane Fun event for Vail Valley Jet Center • Charity Chocolate Classic • Taste of Vail—assist with volunteer recruitment and scheduling • Eagle County Fair& Rodeo grand opening of new arena for Eagle County Government • Carpenter's Ball for Eagle County Habitat for Humanity • Greeley Independence Stampede—sponsorship coordinator • Colorado State Fair—rodeo press liaison 1994-1999 Event Manager, Eagle County Government Primarily responsible for production and promotion of annual County Fair and professional rodeo, as well as coordination of in-house employee events. Responsibilities included: • Development of sponsorship programs and recruitment of event sponsors • Development of marketing and advertising plans, media relations plans and the creation of event logo • Recruitment, training and management of 80 event volunteers • Preparation and management of annual budget • Coordination and negotiation of all contract personnel as it relates to event (rodeo and fair personnel, entertainment,exhibits and vendors) • Produced the rodeo series for the 1999 World Alpine Ski Championships in Vail's Dobson Ice Arena t i x 1992-1994 Sales Manager, The Charter at Beaver Creek Responsible for outside sales for resort condominium property. Responsibilities included: • Sales calls by phone and in-person targeting corporate clients across the United States • Prospecting potential clients,booking appointments, and preparing proposals and presentations to potential clients • Coordination of group activities in and around area • Served as on-site representative to clients 1990-1992 Recreation Supervisor, Vail Recreation District Responsible for the development,coordination,implementation,budget management, and evaluation of special events and marketing division of public recreation district. • Responsible for event management of the following events: Vail Winter Carnival, ice skating and gymnastics shows, Champion International 3/6/2012 1 -2- 14 4 3 } Whitewater Series, Memorial Day celebration and rubber duck race, sporting events, and Vail America Days. • Developed a comprehensive corporate sponsorship program for all events. • Development of marketing and advertising plans for programs, media relations plans and the development of new district logo, and signage plan for district facilities. 1988-1990 Marketing Assistant, Vail Associates,Inc./Hyatt Hotels Served as administrative assistant in Denver and Beaver Creek offices for marketing division of Vail Associates and sales department for Hyatt Regency Beaver Creek. • Responsible for facilitating corporate group meetings for regional sales managers • Outside sales on Front Range for Hyatt Beaver Creek • Coordinated Front Range sales efforts for Colorado Card and season pass sales program ER�cAn�N 1985 Bachelor of Arts in Business Administration and Recreation, Western State College rRRFESSIRNAt AFFiL1ArnNS Vail Valley Partnership Member since 2001 Eagle Valley Chamber of Commerce Member since 2000 Colorado Festival & Events Association Member since 19941 Served on Board of Directors 1994-2001 International Festivals& Events Association Member since 1994 International Association of Fairs and Expositions Member since 1999 YOLIKEER AMLIATIRIS IN EAGLE eNNNTV Founding member of Board of Directors, EVHS Foundation 2010 present Buddy Werner League Board member 2000-2008 3/6/2012 1 -2- 15 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Resolution No. 12, Series 2012, a resolution amending the 2012 Budget for the Vail Local Marketing District PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Resolution No. 12, Series 2012 BACKGROUND: Please see attached documentation STAFF RECOMMENDATION: Approve or approve with amendments Resolution No. 12, Series 2012 ATTACHMENTS: VLMD 1st Supp 3/6/2012 MEMORANDUM TO: Town Council FROM: Vail Local Marketing District SUBJECT: Vail Local Marketing District 2012 Budget Supplemental Request DATE: March 6, 2012 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 for Summer 2011 were at record levels and showed an increase in event attendance, lodging occupancy and sales tax collected over the summer of 2010 and compared to other mountain resorts measured. On October 18, 2011 the Town Council approved the 2012 VLMD Operating Plan. 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 At the time the 2012 budget was approved, revenue from lodging tax collections was estimated at $2,000,000 for 2012, flat with the 2011 forecast and a 2.3% increase from 2010. Actual collections for 2011 of $2,145,988 were 7.2% higher than forecasted. This increase in revenue along with nearly $70,000 in expense savings resulted in a fund balance totaling $1,071,727 or 50% of annual revenues. Council's directive is a minimum fund balance of 25%. While the existing 2012 budget will utilize $165,025 of this fund balance, the VLMDAC is requesting another $150,000 for expenditures as outlined in detail in the following section. This would leave an ending fund balance of $756,702 for 2012, or 38% of annual revenues. In addition, the VLMDAC is requesting a re-allocation of currently budgeted expenditures totaling $105,000. The USA Pro Cycling Challenge contribution 1 3/6/2012 2- 1 - I of $100,000 along with $5,000 previously earmarked for marketing iconic events would be used toward strategic goals as outlined below. The VLMDAC also requests using $10,000 toward the `Living at Your Peak" Vail Symposium event within the current Iconic Event Marketing budget. A total of $265,000 is recommended to be allocated, given the following criteria: Consider the goals that the Vail Town Council has recently developed relative to marketing, focusing on the following areas: • Embracing an international focus in our destination strategy—flights, events, marketing • Recruiting quality group business • Being proactive in our event sponsorships • Advancing health and well-being • Improving the quality of the resort experience • Ensuring we are on the cutting edge of technology The VLMDAC is recommending the incremental $150,000 and reallocated $115,000 be distributed as outlined below and explained in more detail in the accompanying presentation: Enhanced Video Efforts $65,000 Regional Digital Efforts $58,000 Additional Mexico Programs $50,000 Increased Front Range TV $20,000 PR Expanded Efforts $15,000 Family Fun Fair $12,500 Living at Your Peak Marketing $10,000 National Sales Fam Trip $ 5,000 Summer Hiking Map $ 5,000 Contingency $24,500 TOTAL $265,000 3. ACTION REQUESTED OF TOWN COUNCIL Vail Local Marketing District recommends the Town Council approve Resolution 12, Series 2012 detailing the supplemental and reallocated budgets and appropriating $150,000 for additional marketing related expenditures ending on the 31St day of December, 2012. ATTACHMENTS VLMD Proposed 2012 Budget Resolution 12, Series 2012 2 3/6/2012 2- 1 -2 Vail Local Marketing District 1st Supplemental 2012 2011 2011 Variance 2012 1st 2012 Budget Actual Fav/(Unfav) Budget Supplemental Proposed Income 310 Lodging Tax 1.745.000 2.145.988 400.988 2.000.000 2.000.000 399 Interest Income 1.200 857 (343) 1.200 1.200 Total Income 1.746.200 2.146.845 400.645 2.001.200 - 2.001.200 Expense 6301 - Destination 445.650 370.627 75.023 515.000 163.000 678.000 6302. Front Range 347.000 342.395 4.605 356.000 20.000 376.000 6303. Groups and Meetings 330.000 318.241 11.759 410.000 17.500 427.500 6304. Public Relations Expenses 101.300 79.453 21.847 77.000 15.000 92.000 6306. Photography 108.000 107.861 139 60.000 15.000 75.000 6307. Research 45.800 73.800 (28.000) 71.225 71.225 6308.Web Site 50.000 49.885 115 30.000 30.000 6310. Admin Miscellaneous 7.500 3.492 4.008 7.500 7.500 6315. Email Marketing 24.500 24.407 93 24.500 24.500 6320. Branding 45.000 44.600 400 75.000 75.000 6400. Contingency - - - 25.000 24.500 49.500 7000. Professional Fees 7001 . Legal and Accounting 20.000 20.000 20.000 20.000 7003. Advertising Agent Fees 50.000 50.000 50.000 50.000 7007. Marketing Coordination-VVP/TOV 125.000 125.000 - 125.000 125.000 7008. PR-Professional Fees 100.000 90.000 10.000 90.000 90.000 7010. Strategic Advisory Fees 20.000 - 20.000 - - 7011 - Partnership Fees 7015 Ft Range Promotion Fees 40.000 40.000 - 30.000 30.000 7016 Strategic Alliance Fees&Trvl 40.000 82.221 (42.221) - - Total 7011 - Partnership Fees 80.000 122.221 (42.221) 30.000 30.000 7013- Concierge Program - - - Total 7000- Professional Fees 395.000 407.221 (12.221) 315.000 315.000 9000- Special Event Funding 9000.01 Pro-Cycling Challenge 100.000 100.000 100.000 (100.000) - 9000.02 New Iconic Event Marketing - 8.500 (8.500) 100.000 (5.000) 95.000 Total 9000-Special Events 100,000 108,500 (8.500) 200,000 (105,000) 95,000 Total Expense 1.999.750 1.930.481 69.269 2.166.225 150.000 2.316.225 Net Income (253,550) 216,364 469,914 (165,025) (315,025) Beginning Fund Balance 855.363 855.363 1.071.727 1.071.727 Ending Fund Balance 601,813 1,071,727 906,702 756,702 %age Fund Balance(25%required) 34% 50% 45% 38% 3/6/2012 2- 1 -3 .1.- y:q,: .ae.�Y a, ,.p :{..;.b., .°cd,"hy..a, ,F° €, i£" I '}^. 3;� :.zS.1. i ��rt� r �j«��JWi a_.n dn• .,•� fir' TOWN OF VAIL ECONOMIC DEVELOPMENT MISSION OF THE VAIL LOCAL MARKETING DISTRICT ADVISORY COUNCIL The mission of the 9-member Vail Local Marketing District Advisory Council 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. MISSION OF THE VAIL ECONOMIC ADVISORY COUNCIL The Vail Economic Advisory Council is a 22-member advi- sory committee whose purpose is to advise the Town Council, Town Manager and the com- munity on economic issues that will sustain,enhance and diversify the town's economy. MISSION OF THE COMMISSION ON SPECIAL EVENTS The mission of the 7-member Vail Commission on Special events(CSE) is to support and assess a diverse collection of special events,both large and small,which promote Vail's vitality,sense of community,and increase the quality of the experience for guests and residents year-round. RESOLUTION NO. 12 SERIES OF 2012 A RESOLUTION APPROVING AN AMENDED OPERATING PLAN AND BUDGET OF THE VAIL LOCAL MARKETING DISTRICT, FOR ITS FISCAL YEAR JANUARY 1, 2012 THROUGH DECEMBER 31, 2012 WHEREAS, the Town of Vail (the "Town"), in the County of Eagle and State of Colorado is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Town Charter(the "Charter"); and WHEREAS, the members of the Town Council of the Town (the "Council") have been duly elected and qualified; and WHEREAS, C.R.S. §29-25-110 requires the Council's annual approval of the operating plan the Vail Local Marketing District(the "VLMD"). NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Council approves the operating plan and budget of the VLMD for marketing related expenditures beginning on the first day of January, 2012, and ending on the 31" day of December, 2012. Section 2. This Resolution shall take effect immediately upon its passage. INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 6 1 day of March, 2012. Andrew P. Daly, Town Mayor Attested: Lorelei Donaldson, Town Clerk Resolution No. 12, Series of 2012 3/6/2012 2- 1-4 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Resolution No. 13, Series of 2012, a resolution allowing for an administrative extension to the lapse of approval for certain approved development plans approvals, and setting forth details in regard thereto. PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: The Vail Town Council shall approve, approve with modifications, or deny Resolution No. 13, Series of 2012. BACKGROUND: On February 16, 2010 the Vail Town Council adopted Resolution No. 6, Series of 2012 which allowed for the administrative approval of an eighteen (18) month extension to the approved development plans for four projects. The administrative approvals for these projects expire in the Spring/Summer of 2012. STAFF RECOMMENDATION: The Community Development Department recommends the Vail Town Council approves Resolution No. 13, Series of 2012, as read. ATTACHMENTS: Memoradum to the Town Council Resolution No. 13, Series of 2012 3/6/2012 TOWN OF VAIL ' Memorandum TO: Vail Town Council FROM: Community Development Department DATE: March 6, 2012 SUBJECT: Resolution No. 13, Series of 2012, a resolution allowing for an administrative extension to the lapse of approval for certain approved development plans approvals, and setting forth details in regard thereto. Planner: George Ruther I. DESCRIPTION OF REQUEST The purpose of this agenda item is to present a resolution for consideration to extend the approvals for four existing development review approvals which are set to expire this spring/summer. The four approvals are: • Cascade Residences (SDD amendment) • Cornerstone Residences (SDD amendment) • Strata (approved development plan) • Timberline Roost Lodge (approved development plan) • Staff has drafted a resolution which extends the development plan approvals for the four projects to June 1, 2015. • The resolution requires that the Construction and Building Materials Use Tax be applied to projects which do not have a building permit issued by June 1, 2014. II. TOWN COUNCIL ACTION The Vail Town Council shall approve, approve with modifications, or deny Resolution No. 13, Series of 2012. 1. Does the Vail Town Council wish to grant an additional administrative extension to the approved development plan approvals? 2. If so, does the Vail Town Council approve of the resolution as drafted? 3/6/2012 3- I - I III. BACKGROUND • In the Fall of 2009 representatives of four projects with approved development plans approached the Town requesting an action by which their approved development plan approvals expirations could be extended. • These four projects were reviewed and approved by the Town of Vail prior to the effective date of the ordinances adopting the Construction and Building Materials Use Tax, the Zoning Regulations requiring that at least 50% of the employee housing obligation of the project be provided on site, and the 2009 International Building Codes (IBC). • On February 16, 2010 the Vail Town Council adopted Resolution No. 6, Series of 2010 allowing for the administrative extension of the approval of development plans. • The extended approvals are set to expire. IV. RECOMMENDATION The Community Development Department recommends that the Vail Town Council approves Resolution No. 13, Series of 2012. Should the Vail Town Council choose to approve Resolution No. 13, Series of 2012, staff recommends the following finding be made: "The Vail Town Council finds that this Resolution furthers the development objectives of the Town and is in the best interest of the Town as it promotes the coordinated and harmonious development of the Town of Vail." V. ATTACHMENTS A. Resolution No.13, Series of 2012 Town of Vail Page 2 3/6/2012 3- I -2 RESOLUTION NO. 13 Series of 2012 A RESOLUTION OF THE TOWN OF VAIL ALLOWING FOR AN ADMINISTRATIVE EXTENSION TO THE LAPSE OF APPROVAL FOR CERTAIN APPROVED DEVELOPMENT PLANS APPROVALS; AND SETTING FORTH DETAILS IN REGARDS THERETO. WHEREAS, the current state of the economy and the present circumstances within world financial markets continues to make the ability to obtain construction financing difficult, impractical, or nearly impossible, and; WHEREAS, there are four specific development projects with development review application approvals from the Town of Vail which are impacted by the continued state of the economy and unable to diligently pursue construction due, in part, to the present circumstances within world financial markets; and. WHEREAS, the Vail Town Code establishes an approval period for development review application approvals; and WHEREAS, approval of an Approved Development Plan for a major exterior alteration application remains effective for a period of two years and the approval of an Approved Development Plan for a special development district remains effective for three years, pursuant to the applicable provisions of the Vail Town Code; and WHEREAS, the Vail Town Council finds that an additional extension to the term and effect of the approval period should be administratively granted provided the project continues to adhere to certain terms and conditions as prescribed by the Vail Town Council; and WHEREAS, it is in the best interest of the Town and its citizens to grant an administrative extension to the approval period of certain projects to avoid unnecessarily requiring the projects to go through the review process again, as it will result in additional costs and timely delays; and WHEREAS, the Vail Town Council finds that this Resolution furthers the development objectives of the Town and is in the best interest of the Town as it promotes the coordinated and harmonious development of the Town of Vail. 3/6/2012 3-2- 1 NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO: 1. Projects Effected by this Resolution • Cascade Residences (SDD #4 /PEC07-0058) • Cornerstone Residences (SDD #4 /PEC07-0055) • Strata (PEC08-0028/PEC08-0030) • Timberline Roost Lodge (PEC05-0080/PEC06- 0012/PEC06-0083) 2. Terms and Effect of Extensions a. Upon written request to the Director of Community Development an extension will be granted until June 1, 2015. Projects which have an issued building permit on or before June 1, 2014, shall not be assessed the Construction and Building Materials Use Tax. After June 1, 2014, the Construction and Building Material Use Tax shall apply. b. The extension shall be valid only for the approved development plan approval that was originally granted by the Town of Vail. C. Any request for a change to a approved development plan which requires review by the Planning & Environmental Commission, and that is subsequently approved, shall cause the extension and its effects to be voided. d. Any approved development plan which has not yet been reviewed or issued a building permit shall fully comply with the applicable provisions of the Town of Vail adopted International Building Codes, as may be amended from time to time. e. All building permit application, plan review and inspection fees necessary for the review of the project shall be collected. f. The granting of the extension shall be by administrative action. g. The grant of the extension provided in this resolution shall not be used as a precedent for the grant of any other requested extension, it is specifically intended to apply only in the present circumstances and to the projects listed in this resolution. 3/6/2012 3-2-2 3. Effective Date of the Resolution This Resolution shall be effective immediately upon adoption. INTRODUCED, READ, APPROVED AND ADOPTED this 6th day of March, 2012. Andrew P. Daly, Mayor ATTEST: Lorelei Donaldson, Town Clerk 3/6/2012 3-2-3 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Lionshead Plazas Streetscape Update PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Provide staff with direction regarding the Concert Hall Plaza Boiler Room and extending streetscape along East Lionshead Circle BACKGROUND: The Lionshead East Mall and Concert Hall Plazas Streetscape Improvement Project is budgeted for this year and is currently out to bid for construction. Two design issues came up during the final design process. The first is that the contemplated boiler enclosure for Concert Hall Plaza was not accepted by the Design Review Board as a stand alone building, and the most practical location to relocate it to is at the base of the Pedestrian Bridge stairs. The Second is that there has been a significant increase in shuttle van use along East Lionshead Circle; in order to accommodate the number of shuttle vans staff recommends extended heated walk and a shuttle van pull-off lane along East lionshead Circle. Both recommendations would require an increase to the Project budget. STAFF RECOMMENDATION: Approve the new boiler location and additional streetscape improvements. ATTACHMENTS: Memo ELC-Sketch ELHC-Plaza CHP Plan CHP DRB Submittal CHP-Pedestrian Stair Boiler 3/6/2012 0 TOWN OF VAIL ) Memorandum To: Town Council From: Public Works Date: March 6, 2012 Subject: Lionshead Streetscape Project Update I. BACKGROUND The East Lionshead Circle Bus Stop (ELHC) and Concert Hall Plaza (CHP) Streetscape Project is currently out to bid, with anticipated Award on March 20th; with construction this spring and fall. During the final design process two issues arose. 1. Concert Hall Plaza boiler room enclosure location 2. East Lionshead Circle shuttle capacity II. CONCERT HALL PLAZA The budgeted design concept for the boiler enclosure for CHP was to be a simple above ground building. During the design development phase the boiler building was presented to the DRB for approval. The Design Review Board would not approve a separate stand-alone building (see attachment for design concept). Alternative options were looked into, including; 1. Obtain approval for boiler installation or use of existing capacity in both the Landmark building and CHP building 2. Install a below grade boiler vault in CHP 3. Install a partially below grade boiler enclosure at the base of the pedestrian overpass stairs Alternative 1 was determined to be not feasible. There was no excess capacity at the Landmark or CHP buildings and leasing space to install a boiler in CHP would lock the Town into a long term leasing situation in a building that has the potential to be redeveloped in the future. Alternative 2 was determined to be not feasible. There was not a practical location to install a large below grade vault that did not significantly conflict with existing utilities. Alternative 3 was determined to be the preferred alternative. Installing a boiler enclosure partially below grade on Town property adjacent to the pedestrian overpass 3/6/2012 4- 1 - I was determined to be the best option. However to accomplish this, the lower portion of the stairs coming from the pedestrian bridge would have to be removed and replaced. If we were to remove and replace a portion of the stairs, it would be in the Town's best interest to heat the stairs entirely and alleviate the snow removal burden and the accompanying potential liability. As a part of the Bid Documents, we have requested the Contractors price this preferred Alternative 3 as an alternate. Staff will present the the Base bids and alternates for approval on March 20tH III. EAST LIONSHEAD CIRCLE Upon completion of the Lionshead Welcome Center project, it is evident that the status of accommodations for the numerous shuttle/concierge/taxi's that use East Lionshead Circle are inadequate. The intent of the Welcome Center project was to accommodate approximately the same amount of shuttle traffic (3-4) as the previous condition had and not improve capacity. However both the previous and current condition are not adequate for the number of shuttles that currently use this space simultaneously at peak morning and afternoon times. The issue has been compounded over the past few years with the introduction of new high end hotels which have added shuttle and concierge vehicles for their guests. Currently it is not uncommon to see 8 to 12 hotel shuttle type vehicles along East Lionshead Circle at one time. In addition the approved streetscape project to be completed this year will eliminate the loading and delivery zone at the entrance to the Lionshead mall, and will require all loading and delivery to occur from the Arrabelle loading/delivery garage or in other private loading areas for specific developments; with the exception of courier services (USPS, Fed EX, UPS, etc...) which will be directed to the shuttle zone area for use at non-peak times. The improvements to the East Lionshead Circle Bus Stop Plaza will improve pedestrian safety in this area; however will not accommodate any additional shuttles. Shuttles will continue to have to be strung out along East Lionshead Circle, along with an undesirable drop-off/pick-up guest experience. In order to improve this experience and provide better accommodations for shuttles, staff suggests constructing streetscape improvements along East Lionshead Circle. The improvements would provide accommodations for up to 8 shuttles at one time, with overflow ability for additional shuttles. The improvements would be a continuous improvement from the Welcome Center heated walk/waiting area to provide a seamless experience. Two options could be considered; 1. East Lionshead Circle-Welcome Center to Dobson 2. East Lionshead Cirlce-Shuttle Area Only Option 1 would include improvements along the entire length of East Lionshead Circle including; a heated paver walk connecting the Welcome Center and Dobson Ice Area chute along the south and north side of the road, and providing an additional shuttle Town of Vail Page 2 3/6/2012 4- 1 -2 drop-off/pick-up lane that can accommodate up to 8 shuttles at one time. The estimated cost for this option is $750,000. Option 2 limits the improvements along East Lionshead Circle to just the improvements for the shuttle area and does not provide the heated connection to Dobson. The estimated cost for this alternative is $225,000. Either one of these improvements could be designed over the next couple of months and be constructed this fall prior to next winters ski season. At this same time, the Police Department is engaging the Hotels and shuttle services to assist in the coordination of these services, and create policies with regards to use of the shuttle areas town wide. By developing policies and providing the above improvements, staff believes we will be able to better serve the shuttle services and enhance the guest experience. IV. Staff Recommendations Staff recommends reviewing the Concert Hall Plaza boiler enclosure and stair replacement bids on March 20th and supplement the budget for the project accordingly at that time. In addition, staff recommends directing the staff to proceed with design of the East Lionshead Circle Improvements and adjust the TIF budget during the supplemental to accommodate a fall project. 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EL TION DRAIN A" / PROPERTY LIB, �i y I � I TEL _ K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Council Dinner Break 3/6/2012 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Citizen Participation 3/6/2012 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Consent Agenda: 1) Approval of February 7 and 21 meeting minutes 2) EHU Exchange ATTACHMENTS: February 7, 2012 Meeting Minutes February 21, 2012 Minutes EHU Exchange 3/6/2012 Vail Town Council Meeting Minutes Tuesday, February 7, 2012 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Andrew P. Daly. Members present: Andrew P. Daly, Mayor Kerry Donovan Kevin Foley Ludwig Kurz Greg Moffet Margaret Rogers Susie Tjossem Staff members: Stan Zemler, Town Manager Matt Mire, Town Attorney Pam Brandmeyer, Assistant Town Manager The first item on the agenda was Ordinance No. 1, Series of 2012, an ordinance approving a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, for a rezoning from Ski Base Recreation District to Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto. Daly stated this agenda item was moved up to the beginning of the meeting as it has a lot of community interest and the applicant sent a letter requesting this item be tabled to the February 21, 2012, public hearing. Daly said since the Republican Caucus was also being held this evening, he moved the item up from being heard eighth on the agenda to the first item to be heard so people could get to their meeting. Moffet made a motion to table first reading of Ordinance No. 1, Series of 2012, to the February 21, 2012, public hearing and the motion was seconded by Tjossem. A vote was taken and the motion passed unanimously, 7-0. The second item on the agenda was Citizen Participation. Dominic Mauriello stated he was representing three clients: Timberline/Roost Lodge, the Cascade Residences and Strata Vail project. His clients are asking for an item to be added to a future Council meeting to consider a request to extend deadlines for their approved projects as the deadlines to build are expiring. Rogers asked when the expirations for the projects were occurring. Mauriello stated some of them begin to expire five months from now. Mauriello said the clients would like to request extensions from three to six years. Daly said staff will add it to a future agenda. The third item on the agenda was the Consent Agenda. The consent agenda items included the following: Town Council Meeting Minutes of February 7, 2012 Page 1 3/6/2012 7- 1 - I 1) Resolution No. 8, 2012; Subway Agreement- Matt Mire 2) Resolution No. 9, 2012; Intergovernmental Agreement (IGA) - Bald Mountain Berm/Eagle River Water and Sanitation District (ERWSD); 3) Resolution No. 10, 2012; IGA - Underground Electric/ERWSD; 4) Resolution No. 11, 2012 IGA Amendment- Matterhorn Bridge Replacement/Colorado Department of Transportation (CDOT); and 5) Employee Housing Unit (EHU) Exchange Approval - Nina Timm. Donovan wants a summary report to be attached under consent agendas. Kim Newbury, a representative of the Vail Local Housing Authority (VLHA) said the VLHA discussed the need to change the current policy on bundling exchanges and that the ordinance doesn't currently allow. Moffet made a motion to remove the Employee Housing Unit Exchange (Item #5) from the consent agenda and Donovan seconded the motion. A vote was taken and the motion passed unanimously, 7-0. Moffet made a motion to approve the consent agenda, Resolution Nos. 8, 9, 10 and 11, Series of 2012, and the motion was seconded by Donovan. Foley said he would be voting against approving the consent agenda due to Resolution No. 8, the Subway agreement because the town was paying too much. A vote was taken and the motion passed, 6-1. Foley opposed. Further discussion ensued on the EHU exchange. Nina Timm, Vail Housing Coordinator, explained the exchange and why the applicants wanted to bundle the exchanges. She said there are two different exchanges. She said the exchange on 252 West Meadow Drive is totally separate. Tjossem made a motion to approve the 252 West Meadow Drive EHU exchange and the motion was seconded by Moffet. A vote was taken and the motion passed, 7-0. Timm explained the bundling was done to exchange the non-or-under-performing EHU's and to provide more achievable, performing EHU's. Further discussion ensued as to the square footage exchange and town policies regarding this topic. Moffet made a motion to table the portion of the item regarding bundling of EHU's and the motion was seconded by Foley. Timm asked that the EHU bundling be tabled to the next meeting on February 21, 2012. Rogers said if a delay is causing harm to the applicants she doesn't want to delay the vote. Dominic Mauriello, representing the applicants, said it would create a burden as some of the owners have set other things in motion, i.e.; closings that will be impacted if this item is tabled. He requested the Council move forward with the vote. He said the bundling concept works as the town will get more square footage for exchanges than is currently required. A vote was taken and the motion was tabled, 5-2, Tjossem and Rogers opposed. The fourth item on the agenda was Proclamation No. 2, Series of 2012, "One Book, One Valley." Daly read the proclamation into the record. Town Council Meeting Minutes of February 7, 2012 Page 2 3/6/2012 7- 1 -2 Lori Barnes, Town Librarian, stated this was a valley-wide reading program initiative called One Book, One Valley which was sponsored and supported by the towns of Vail, Avon, Minturn and Eagle. This will encourage literacy and the shared enjoyment of reading throughout Eagle County. She said the author of"Doc" will be coming to Eagle County in March. Daly thanked Barnes and said she worked with all the Eagle County libraries to get this project off the ground. Moffet made a motion to approve Proclamation No. 2, 2012, and the motion was seconded by Rogers. A vote was taken and the motion passed, 7-0. The fifth item on the agenda was the Town Manager's Report Stan Zemler, Town Manager, reviewed the current status of the Vail Transportation Center (VTC) and the Shuttle/Taxi/Limousine Services. Council had asked staff to take a look at the use of the limousine (limos) and shuttle/taxi services at the VTC. He said he took an objective look at this issue and did a site visit to the VTC. He said limos play an important role in our transportation services to guests. He said there are thirteen limousine services in Vail that can be used in lieu of taxicabs. There is a great distinction between the two services. Under the Public Utility Commission (PUC) rules and regulations, there are distinct differences in the way each service is licensed and operated. Limos are supposed to be driven by a reservation system in which someone calls ahead prior to the ride. He said there has clearly been conflict between the limo drivers and the competition. It is the town's job to help regulate this particular service. A number of issues have been raised over the past year. There are temporary parking spots to the east of the VTC and there have been nine different spaces designated in the evening for limos. He said one of the requests was to allow for larger limos to be on the top deck in the east area near the information center and they didn't fit well in the designated spaces. There are two opportunities for limos to go to the north and east side of the VTC. Since parking is free after three, there is also parking available inside the gates of the top of the VTC. The town has done a pretty good job finding space for the limo services. The town doesn't have the land to have more spaces allocated for the larger limos. Zemler addressed the issue that Levine raised regarding the guests locating the limos. He said since a reservation has to be made, it's reasonable that the limo company would tell their guests where to go to find the limos. There is also signage to direct people to the limos as well. Over the past year, the town has done a lot to try to help this situation. The sign with the limo companies on it was removed as it didn't have all the information for all the various limo companies. Zemler stated the sign should not go back up as people make a reservation for limo services. Limo companies can give their ridership directions on where to get picked up. Another issue is the conflict between the taxi companies and the limo companies at night. He asked Council if the town should have staff up there to mediate and use town resources or charge for utilization of those spaces. He said there is conflict due to differences of opinion on the rules and regulations between different businesses. The town has done a lot to make this circumstance work and provide opportunities for buses, taxis and limo services to work in a very congested location. Town Council Meeting Minutes of February 7, 2012 Page 3 3/6/2012 7- 1 -3 Daly asked if the town has given the guests enough information to easily have a choice on transportation options from the guest perspective. Zemler said it's not perfect, but over the past year, the town has done a lot to help alleviate the issues. He said the conflict timeframe that covers the issue they are talking about is less than 10% of the time and are the hyper periods of time when there are big crowds during the season. Jonathan Levine, Hummers of Vail limousine owner, said a lot of what Zemler stated was true. He had handed out material to each Council member laying out his concerns. He said it's his company that parks in the parking structure "free after three" spaces as the limousines are oversized and have found ways around the rules that have been laid out by the Police Chief. He stated the police department has issued three citations to his drivers regarding where the vehicles were parked by the Information Center. He said he doesn't want to have to train and educate people on where to get a ride in his limos. He also said he doesn't always have a reservation for each of his rides. He went through different signs he created that he wanted to use and scenarios of where to move the taxis so he could pickup guests at the Information Center. Mike Cacioppo said it was clear to him that Council or the Police Chief have no desire to solve this problem. He was happy to see some positive movement on this issue. He said this is a health, safety and welfare issue. Daly asked Cacioppo if he had some solutions. Cacioppo said he did. He said some of what Zemler said was a good start but needs more work. He didn't like the removal of the signs with the limo telephone numbers on it. He said it was absurd that there was a PUC law that doesn't allow for someone to pick a limo or a cab when they need transportation services. It was good that Zemler took the initiative to go out and review the situation. He requested the sign be put back up with all the limos and taxi numbers on it so guests and locals have a choice of who to contact. He suggested that space be made available for taxis since limos and vans have a spot at the Information Center on the VTC. The sixth item on the agenda was the vacancy appointment to the Vail Local Licensing Authority (VLLA). There was one qualified applicant, Michael Hannigan, who was interviewed at the work session earlier in the day. The appointment fills a vacancy left by a member, Cody Kennedy, who moved out of town and the term of the appointment ends May 31, 2012. Donovan made a motion to appoint Michael Hannigan to the VLLA and the motion was seconded by Moffet. A vote was taken and the motion passed unanimously, 7-0. Foley thanked Cody Kennedy for his service on this board. The seventh item on the agenda was a Council update and request for comments on the revised Ford Park Illustrative Plan in preparation for submittal to the Planning and Environmental Commission (PEC). Todd Oppenheimer, Public Works Landscape Architect, presented an updated plan for Ford Park to Council. He is asking for Council's initial comments to the plan. He said this was a two part approval process. The first part is a Ford Park Management Plan update and then a concurrent development plan submittal for items that are considered to be funded. They will be going to the Planning and Environmental Commission (PEC) on February 27, 2012, for Town Council Meeting Minutes of February 7, 2012 Page 4 3/6/2012 7- 1 -4 additional comments from that board. There was a public open house earlier this evening to get public comments. There was a productive stakeholders meeting earlier in the day with members from the Vail Valley Foundation (VVF), Vail Recreation District (VRD), Betty Ford Alpine Gardens (BFAG), Bravo and town staff where the plan was reviewed in detail. The challenge is to balance the structured uses of the park with the natural aspects of the park, including the views, open space and Gore Creek. Staff will be back to Council on March 20, 2012, for a more formal request for approval on this project. Oppenheimer reviewed the power point presentation with Council. He said there was a two day workshop on Jan 8 and 9 with all stakeholders and members of the public to come to a consensus of what should be considered in Ford Park: operationally, aesthetically and functionally, etc. Daly asked how the new plans tie into the 1997 Ford Park Management Plan. Oppenheimer said a lot of things they are talking about were part of the 1997 plan and some of the items have been accomplished (i.e., the route across Manor Vail into the park is now ADA compliant, the route from Vail Valley Drive from the Nature Center into the park is also ADA compliant and the sidewalk from the west parking lot is a paved sidewalk and ends at the Vail Transportation Center. Daly asked what the inconsistencies are from the 1997 plan. Oppenheimer said the main inconsistency is the Welcome Center for the Betty Ford Alpine Garden. In 1997, the location for a garden center was contemplated at the soccer field and since then the BFAG board has moved away from that idea. Daly requested the 1997 plans be e-mailed to the Council so they can review them. Moffet asked the size of the soccer fields. Oppenheimer said they are collegiate lacrosse size fields. Mike Ortiz, VRD Director, said the two fields are 115 feet x 75 feet, which satisfies any level of soccer or lacrosse games, except Olympic size. Jana McKenzie, AECom, said Phase I of the plan is what they want to turn into a development plan. The main components are the fields, placing emphasis on making a nice, attractive entrance, and addressing the drop-off area. She said the team wants to resolve those issues and Betty Ford Way is a key component. The desire was to limit vehicle access to the lower bench. The circulation spine on the Frontage Road is key and will have a better entry for the BFAG Welcome Center. There is a separate path to the lower bench and amphitheater and connects to Betty Ford Way on the lower bench. She reviewed more aspects of the Ford Park plan with Council. Daly asked about a monument at the entry area. Donovan wants to see a low profile of the concession stand on the east side of the VRD fields so it doesn't interfere with the Gore Range views. Jack Zehren, with Zehren and Associates, reviewed the amphitheater portion of the park. He said Jim Morter, with Morter Architects, who is the original Amphitheater architect, is on the design team. He said as the amphitheater has grown over the years, and in the workshop they discussed how they can make the experience better. They discussed how to transition from one part of the park to another, improve the lawn seating, the will-call and ticket area improvements, the east entry area into the amphitheater, an overlook for smaller receptions, expanded restrooms at the east end and the main entry, architectural improvements to enhance Town Council Meeting Minutes of February 7, 2012 Page 5 3/6/2012 7- 1 -5 the space and how to address the service and delivery area. Zehren went into more detail of the smaller reception area for functions that don't require the use of the whole amphitheater. Donovan is concerned they are taking away part of a used public space by moving it into a private area for the amphitheater. Oppenheimer said the space they are talking about is in the leased space of the amphitheater already. Zehren said to alleviate the need for trucks to go down to the lower bench, they are reconfiguring the area to have a turning space for the service vehicles. He also said they were working on creating a series of terraces to alleviate the problem of people sliding down the hill. Donovan said the travel areas on the lawn seating need to be looked at closely as there are so many people weaving through the crowds and they step on other people's blankets. Zehren said they are looking at what is the right balance of this issue. Tjossem asked if more trees were being planted to help with the sound issue between the amphitheater and the softball fields. Zehren said the experts said trees don't really help alleviate this problem. They are trying to balance out the visual aesthetics and the sound issues. Daly asked about the television screens in the amphitheater. Zehren said the idea is to locate them in the existing structure at a height for those in the amphitheater. They haven't gotten too much into the details and they will have to evaluate what works. Additional review of the power point presentation was discussed including Betty Ford Way, access points, the Ford family tributes, Morales sculpture, lower bench lawn, restroom relocation, enhancement of the playground, and use of the basketball court as a bike corral during major bike events, etc. Foley asked about the grading on the east side down to the amphitheater. Zehren said their goal is to be 7%. Widening the path to accommodate the service vehicles and turnaround will also be recommended. Donovan said they need to be cognizant that building a large structure will take away from the Nature Center experience. Rogers asked about the deletion of ADA parking on the lower bench and how moving ADA guests down to the lower bench would be accomplished. Oppenheimer said this is part of future operational items to review that came out of the workshop. He said currently there are a lot of vehicles that go down into the lower bench. Some are accessing the ADA parking, dropping things off at the garden gift shop or the amphitheater. He said there are a lot of people who have the combination of the gate to get down to the lower bench. The idea to move the ADA spaces was a derivative of what the amphitheater is already doing. They use a golf cart system instead of using the vehicle access to the lower bench. He stated this change has operational costs associated with it. One suggestion is to expand the internal shuttle system and use a `trolley system. The idea is to expand the services through the summer months and run about ten hours a day. When the total costs are added up, it doesn't seem like a lot of money. The town makes a contribution to all the stakeholders and it wouldn't be out of the question to fund this system with the money already being used to fund Ford Park user groups. He also discussed Betty Ford Way, the central spine entry, the BFAG center building which would be no larger than 2,000 square feet Town Council Meeting Minutes of February 7, 2012 Page 6 3/6/2012 7- 1 -6 and would be a permanent home for the garden offices, and streetscape improvements near Gore Creek. Tjossem asked if they are looking into using Ford Park in the winter and having it be more a year' round experience and have a snow shoe trail in winter instead of just a four month amenity. Oppenheimer said they haven't looked at that at this time but it's a great idea. Donovan said the Gore Creek stream health is of great concern to the Council. There is still vegetation needed in this area and this is a predominant way to improve stream health. Oppenheimer said they have the same concerns. Donovan said they need to be careful about putting this concept into the plans as it may be an assumed approval by the public. Oppenheimer said they are trying to incorporate and expand the temporary art program into the park. They are also trying to expand the garden feel throughout the park by adding more garden areas to the park. Programming for lower bench restrooms and athletic field restroom upgrades and additional maintenance requirements are being reviewed. He said the operational design directives will focus on enhancing and expanding the transit services to the park; the "trolley system" to restrict vehicle access to the lower bench; the lower bench turf area is sacred ground; and an inter-agency management plan on how to manage the park. Tom Braun, Braun Associates, said his job was to work with all the stakeholders and bring the project through the entitlement process. He said they will be proposing an amendment to the Ford Park Management Plan. He said most of the things can fit into the current master plan but the BFAG Center doesn't, so they will be proposing an amendment to add this to the master plan. He went through the schedule for getting this project through the development review process during the next few months. Daly said a few things were not discussed. He said there needs to be a comprehensive master plan update including the VRD offices, tennis support, as well as concerts on the upper east parking lot. He asked what the support is for usage long term and for increased use utilizing existing facilities of the park with convenient transportation. Moffet asked to be briefed at another time on the parking and shuttle system from last summer. He feels parking is highly problematic. Moffet asked how many parking spaces will be used for the helipad at the east parking lot. Zemler said the helipad eliminates three or four spaces temporarily. Daly gave an overview of Council concerns: pathways in the grass seating in the amphitheater; dealing with acoustics between the amphitheater and athletic fields; the size of the television monitors and how they are going to look; dealing with ADA access into the lower part of the park; winter uses; and signage on the northern entry. Council wants to see the inter-agency management agreement and costs and who will be covering what costs. Donovan said she has a list of concerns that include adding public input as a stakeholder at the stakeholder's meetings. She said this is a public use and the public needs to be part of the master planning process. She has a concern of the long term financial plan of the BFAG and Town Council Meeting Minutes of February 7, 2012 Page 7 3/6/2012 7- 1 -7 the addition of a BFAG center as a year' round presence. She wants to make sure the BFAG is viable in the future before adding a permanent garden center to the park. Additional concerns included: on the conceptual drawing it looked like the bus shelter was removed from the drop off; the covered terrace is one too many buildings for an open space park; an additional pavilion may have additional interaction conflicts with other uses. She asked to have existing plans of the park with overlays of proposed changes, particularly in the east part of the park and front entry way. She said there were good ideas as well: the western bathrooms embedded into the hill are great, a Ford tribute is wonderful; and the redesign of the ticket office area is a creative solution. Foley said this is a park and he is sorry to hear of more buildings being built in the park. The buildings should be integrated into the berms and have as few of them as possible. He would like to see some buffer to lower the noise between uses. Tjossem said she is also concerned about the number of buildings. She said they had talked about integrating uses into fewer buildings and now everyone wants his/her own building. She wants to see less, as there are too many functions trying to be satisfied with too many buildings. She asked if the common park area of the lower bench being sacred ground meant that no tents would be allowed for special events and other uses. Oppenheimer said sacred ground meant that no permanent modifications or structures would be on that area. There will still be opportunities to have tents in that area. Tjossem said a lot of recreation folks think they are being pushed out of the park during the amphitheater special events. She said the bus transportation last year was a great first step. The town needs to ramp up the education of the bus service to the park so that all the users in the park know it's just not for amphitheater events but for all park users. Harry Frampton, board member of the VVF, said trying to alleviate the noise is a huge issue. Buffering the noise between the VRD events and the amphitheater uses is hard to do. The VVF hired good sound consultants who said there is no good solution. There are major noise problems between the 6pm and 8pm time slot for Bravo events. Highway noise is also an issue. There is no good sound solution. Moffet said it is inevitable that parking will be on the soccer fields for the 2015 Championships. He said the design team needs to factor that in when planning for irrigation. He stated the VRD events need a drop-off for their events as well. Oppenheimer said there is a passenger drop-off at the bus drop-off area. Daly asked if there was any public comment. There was no public comment on this item. The eighth item on the agenda was the contract award for the Vail Golf and Nordic Center Architectural Design contract award. Greg Hall, Public Works Director, said there is a recommendation to award the architectural design services for this project. He said the selection committee was made up of four members of the Vail Recreation District (VRD) sub-committee, the VRD staff, Town of Vail staff and Jack Hunn, who assisted in the selection process. They received twelve submittals from local firms, who also had local sub-consultants. The short listing was a difficult process. He said some of the major considerations were if the firms were committed to the remodel and budget; if they Town Council Meeting Minutes of February 7, 2012 Page 8 3/6/2012 7- 1 -8 had previous mountain construction experience; who had experience with designing golf and Nordic facilities; and the design costs. The sub-committee's recommendation was to go with Zehren and Associates with design costs of$273,000. This is a premium of $30,000 more than the next bidder. He said Pierce Architects was in second place. Zehren and Associates has the experience as they have designed three or four golf and Nordic centers. Rogers said she has a problem with the recommendation as she has a desire to use local vendors when possible. She said supporting people living and working in Vail is important and is the right thing to do. She would rather the project award go to Pierce Architects as they have their offices in Vail and their bid is lower. She asked if there are specialized courses that are so unique that it would require an outside architect. There would have to be a good reason for her to approve this recommendation. Moffet said Council spent a fair amount of time on how to create economic vitality and one way is to support local businesses, particularly if they are the low bid. He is perplexed on why the sub-committee picked Zehren versus Pierce. Foley said he was on the committee to pick the architect. He said the committee is greatly appreciative of all the work Pierce has done. It was very clear the Zehren design was a step above. It was a unanimous decision from the subcommittee. They would work with the town to value engineer the project. Rogers said just because they've done it doesn't mean they are better as it isn't as technical as building a fire house. Daly said Zehren has put together a team that had more expertise and a better presentation. Tjossem said it was awkward for her as she was ill that day and wasn't there. Her preference has always been to hire local. However, it would be difficult to interject her opinion when she didn't sit through six hours of presentations. She has to trust the subcommittee's recommendation. Hall said Pierce Architects was bringing in an out-of-state golf architect to help his team. He said some golf club houses are designed wrong and don't function well. It doesn't mean that Pierce's design was not adequate as they used an outside golf architect to help them. Pierce offered a 15% discount on their fees, which makes the cost differential more noticeable. Both finalists had other consultants that helped give them a head start in the process. Zehren's team has two members that worked with the town two years ago on another clubhouse proposal. Pierce had a head start by working on the design prior to the RFP process. Both firms were able to meet the deadlines. However, the deciding factor came down to experience versus fees. Hall said the town will have a better value for their money with Zehren. There are more hours included with Zehren's proposal. Kurz said he has worked with Zehren and Associates on a number of projects and feels they have the knowledge and expertise to build a golf and Nordic center not only as a golf and Nordic center but as a place where other uses can be pursued by the town in the future. Their expertise is something that will be very productive for the town. Bill Pierce, Pierce Architects, stated he recognized his team doesn't have a lot of experience with golf course clubhouses. That's why they teamed with a firm in Atlanta that does golf course club houses around the world. They also didn't have expertise in commercial kitchens so they also engaged Laurie Assmussen, who runs Donovan Pavilion, to help look at all the aspects of a pavilion for circulation, views and other issues that needed to be addressed. The fees Town Council Meeting Minutes of February 7, 2012 Page 9 3/6/2012 7- 1 -9 included all the consultants' time. He said this is really a renovation project, not a new build and is one of his team's specialties. Moffet asked where Pierce's office was located. Pierce said about 100 yards from the golf course club house. Zehren said he expressed his team's interest in the project and the other architects and consultants were in the audience with him. He feels they are part of the community as they have been engaged in the Vail community for many years. The melding together of the different disciplines to do a seamless kind of design is how they approached the project. Function and presentation; including the technical aspects, needed the right team members. This is a project they will put a lot of importance on. He said they have extensive remodeling experience including Manor Vail, which was one of the most difficult remodels they have ever done, where a building was put on top of an existing structure. They would like the opportunity to work with the town. Foley made a motion to authorize the Town Manager to enter into a contract for architectural design services with Zehren Associates for$273,000 for the Vail Golf and Nordic Center project and the motion was seconded by Kurz. Rogers is voting against this motion as the town is a government and there is a responsibility of the town to hire a local low bidder. She feels the price difference is significant. Moffet agrees with Rogers. Daly said he has great personal respect for both principals involved. It's important to have an experienced architect. He said the Council needs to support the vote of the selection committee. Donovan said this was a difficult decision, but will vote for Zehren as they had public support in the community and she can't go against the recommendation of the selection committee. A vote was taken and the motion passed, 5-2 with Rogers and Moffet opposed. The ninth item on the agenda was a request to continue the Ever Vail major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the February 21, 2012, public hearing by the applicant. Moffet made a motion to table the Ever Vail major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011, continued to the February 21, 2012, public hearing and the motion was seconded by Foley. A vote was taken and the motion passed unanimously, 7-0. The tenth item on the agenda was adjournment. As there was no further business, Foley made a motion to adjourn and the motion was seconded by Donovan. A vote was taken and the motion passed unanimously, 7-0. The meeting adjourned at 8:52 p.m. Town Council Meeting Minutes of February 7, 2012 Page 10 3/6/2012 7- 1 - 10 Respectfully Submitted, Andrew P. Daly, Mayor Attest: Lorelei Donaldson, Town Clerk Town Council Meeting Minutes of February 7, 2012 Page 11 3/6/2012 7- 1- 11 Vail Town Council Meeting Minutes Tuesday, February 21, 2012 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Andrew P. Daly. Members present: Andrew P. Daly, Mayor Kerry Donovan Kevin Foley Ludwig Kurz Margaret Rogers Susie Tjossem Members Absent: Greg Moffet Staff members: Stan Zemler, Town Manager Matt Mire, Town Attorney The first item on the agenda was Citizen Participation. Dick Neal, resident, stated he believes the Council and town staff have the best interest of the town at heart on the Municipal site project but he thinks the process that the project is going through is not in the best interest. He said not having a long range development plan from the hospital prior to the project being approved is backwards. He wants to see a development plan showing where the helipad will be permanently placed is important and the community needs to see it now. Neal said having the helipad on the hospital roof is where it belongs but that idea will bring out the NIMBY's (not in my back yard). He suggested the medical center move to the Timber Ridge site. And he suggested the town offices be moved out to the town's Public Works facility. He would like to see the town municipal site be redeveloped for commercial uses that would bring in more tax revenues into the town. Rich Brown, a general contractor in the Eagle Council area, said he has been here for over 40 years. He said there are known carbon monoxide problems at the Vail Trails Chalets. He has spent 200 hours of his time trying to get the town building department to address this problem over the past two years or so. In 2009, he told Mike McGee, Assistant Fire Chief, about the illegal and dangerous projects that were done without permits being pulled. McGee inspected and found legitimate concerns at the Vail Trails Chalets and in November of 2009, notified the owners that they had to change the venting of all boilers and water heaters. The plan was to be submitted to the town within 30 days. The plans need to be produced and stamped by a professional engineer, licensed and registered in Colorado. In the spring of 2010, the boilers and water heaters were installed without a professional engineer or design. Brown said Building Inspector Martin Haeberle approved the inspection of this project. Brown employed a mechanical engineer to get the town to address his concern that this was not done properly. Matt Mire, town attorney, stated the responses to Brown's concerns are of public record for the timeframe he is addressing. Town Council Meeting Minutes of February 21, 2012 Page 1 3/6/2012 7-2- 1 Jonathan Levine, owner of Hummers of Vail, handed out an email between Dwight Henninger, Police Chief, and himself. He said he will continue to come to council meetings until he meets with someone from the town to resolve the issues on the limousine and taxis at the Vail Transportation Center (VTC). He said this is a safety issue, not about the regulations of the taxis and limousines. He said he had contacted the Public Utility Commission (PUC), which regulates the transportation rules for limousines and taxis. A representative of the PUC was at the VTC last weekend and did an inspection. Levine said the companies in violation were severely fined. Daly said the town manager has committed to put up two signs and the town will monitor late night evening activities. Council has decided to take no further action until next fall. Levine asked if litigation was his only way to solve this issue. Daly said Levine needs to do whatever he feels is his right. Daly reiterated this issue would not be discussed further until next fall. Stan Zemler, town manager, said the email sent from Henninger was at his direction, as Henninger is his employee. Zemler asked Henninger not to spend more time on this issue. Levine said he would be back in front of Council in two weeks with the PUC report from last weekend. Michael Cacioppo said he wanted to know the process to call an election to overturn any Council decision on the municipal site project. He wants this project to go to the voters to allow the sale of any town property. Daly stated the Council has to agree to an election. Rogers pointed out that Cacioppo is not a resident of Vail. Daly asked if four Councilmembers wanted to direct this issue to the town attorney. There wasn't any support from the Councilmembers to direct the town attorney to move forward on this topic. Daly said the initiative and referendum process is part of Colorado law and any citizen can research and access the information himself. Cacioppo said the other issue he wanted to discuss was the limousine and taxi issue at the VTC. He went to the VTC to review how folks could access the limousines. He said the pickup area for the limousine service was in a terrible place. The second item on the agenda was the approval of the Consent Agenda. The consent agenda included the request to approve the meeting minutes of January 3 and 17, 2012. Foley made a motion to approve the consent agenda with a correction on the January 17th meeting to correct a typo, and the motion was seconded by Rogers. A vote was taken and the motion passed unanimously, 6-0. The third item on the agenda was the Town Manager Report. Town Council Meeting Minutes of February 21, 2012 Page 2 3/6/2012 7-2-2 Greg Hall, Public Works Director, updated the Council on the Variable Message Signs (VMS) in town. He said the VMS have passed their useful life. Staff will continue to pursue replacements as is or through the Guest Enhancement and Wayfinding process through upgrades. He said software in the two signs at the VTC are not supported and will be turned off. Daly thanked the staff for getting as much use as possible out of the VMS. The fourth item on the agenda was a discussion and request to proceed through the design review process for a Public Safety Radio Tower. Dwight Henninger, Police Chief, requested the Council, acting as the property owner, to approve the use of town land for the proposed location of a new public safety radio tower located in the northeast corner of the police department building and authorize the application to move through the design review process. Henninger said in September 2011, the Vail and Eagle County public safety agencies migrated from the County 800 MHz analog radio system to the State of Colorado digital 800 MHz radio system. They joined the state system to save dollars throughout the County. The changeover resulted in a significant decrease in radio operational capabilities within the densely built-up areas of Vail Village and Lionshead. The system technicians had expected a minimal decrease in service but in-building coverage issues are much more severe than anticipated and have prompted concern for public safety personnel responding to incidents in core area buildings where up to a 48% reduction occurs. The experts have told staff the most effective solution to rectify this situation would be to add a radio repeater site in the Main Vail area and replace the current radio tower. Henninger asked the Council to authorize the proposal to proceed through the design review process to have this tower built. Several user agencies participate in this system. The communication center is at the same corner and will reduce the cost of the system. This is the best proposal for short and long term goals. Foley asked how much will this system cost. Henninger said this will not cost the town anything at this time. The funding will come from the county capital fund. The bids they are reviewing for the tower are currently less than $50,000. They still need to look at the costs for equipment needs and replacement. Kurz made a motion to have the public safety radio tower request proceed through the design review process and the motion was seconded by Donovan. Michael Cacioppo asked if this system will do anything for cellular service in Vail Village and Lionshead. Daly said at the last council meeting the town attorney was directed to work with Crown Castle to get an agreement with them for cellular service to increase the capacity and be ready by next November to dramatically improve the service. Henninger said the public safety radio tower sites are separate from the public cellular sites. A vote was taken and the motion passed unanimously, 6-0. Town Council Meeting Minutes of February 21, 2012 Page 3 3/6/2012 7-2-3 The fifth item on the agenda was the release of four deed restrictions from existing employee housing units, in accordance with Section 12-13-5, Employee Housing Unit (EHU) Exchange Program, of the Vail town code. Nina Timm, Housing Coordinator, requested Council authorize the Town Manager to execute the release of four deed restrictions at Crossview at Vail/1460 Buffehr Creek Road, Lot 10, Dauphinais Moseley Subdivision, Lot 6, Block 1, Gore Creek Subdivision/5114 Grouse Lane and Lot 5, Block 7, Vail Village First Filing/126 Forest Road in exchange for the deed restriction of four new units at Vail das Schone, Condominium A-24/2111 N. Frontage Road, Unit A-24, Vail Wilderness Townhouses, Unit 1/2700, Larkspur Court No. 1, Vail Wilderness Townhouses, Unit 1/2700 Larkspur Court No. 3 and Meadow Creek Condominiums L-3/2510 Kinnickinick L-3 in the Town of Vail. Timm said on February 7, the Council requested the proposed EHU Exchange be tabled to the February 21 Council meeting to provide the Council time to discuss the proposed EHU Exchanges to release four EHU's. In exchange they would deed restrict another four EHU's in Vail. She said the current square footage was a total of 6,532 square feet. The proposed new EHU units were a total of 6,622 square feet. She the square footage doesn't line up exactly with three units complying and one would not. She said the town wouldn't get as much square footage if each of the units came in separately. Timm said when they adopted the changes to the code last August, the staff didn't contemplate bundling. She said the town attorney has stated these exchanges comply with the town code as written. Timm stated at the January 24 Vail Local Housing Authority (VLHA) meeting, they didn't approve the bundling as the VLHA wanted a policy change and clear direction from the Council. The VLHA believed the bundling was a form of mitigation banking. The town code states no future credits will be given. The exchange units are providing an additional 90 square feet and there will be no credit given. The VLHA asked if Council believes bundling is appropriate and if the exchange is complying with the town code, they need Council policy direction and clarification to not change the code. Timm said staff is recommending approval of the four exchanges as proposed. Daly asked Timm to clarify that staff is recommending the Council make a policy change and not change the code. Timm said they shouldn't be amending the town code if they are complying with the fundamental regulations. Staff doesn't think they should be amending the town code. Tjossem asked if the town considers the number of pillows in the exchange. Timm said this is strictly a square footage program and doesn't consider the number of pillows. The new square footage of the units is much larger than the current EHU's so the number of bedrooms is larger and there are more pillows. Tjossem said it is the responsibility of people interested in the bundling exchanges to bring those exchanges forward. It is not staff's responsibility. Timm said staff would verify the existing EHU continues to comply with zoning and that the proposed EHU also complies with zoning. Donovan asked about the new deed restrictions and the exchange rates. She asked if the four units were unenforceable units. Timm said they are relatively new deed restrictions so staff Town Council Meeting Minutes of February 21, 2012 Page 4 3/6/2012 7-2-4 needs to verify that the units are occupied. Donovan said she can no longer support these exchanges in general, as her understanding is this would apply to mother-in-law units or units that they couldn't enforce to comply with the deed restrictions. She feels they are pulling EHU product out of the market that fulfills an important niche in the community. She said they are taking away smaller, entry level units that younger professionals could buy as a permanent residence. She said this is an unintended consequence. Dominic Mauriello, Mauriello Planning Group, stated all his clients appreciated taking part in this process and they have been in the process since November 2011. Mauriello said none of these current EHU's are ever to be sold separately and were only occupied by renters. He stated the new exchange properties could be rented or sold. Tjossem clarified that Donovan was concerned that the ownership of free market units would be reduced for younger folks to buy. They would have deed restricted units on the market instead. Donovan agreed. Steve Lindstrom, a board member of the VLHA, said the changes in the EHU exchange program have been more effective. It has created a mechanism for more owners to take advantage of the exchange and to help get larger units into the occupancy pool. The VLHA realized some would be owned and some would be rented. The VLHA wants as many units as possible to be occupied. The VLHA struggled with the language in the code as sharing of credits was not contemplated the first go around. He asked the Council to give the VLHA clear direction for consideration of future projects. Daly asked Lindstrom what the disadvantages of bundling were. Lindstrom said he didn't know if there was a disadvantage. He said the program was originally "use it or lose it." But now it's just use it. They are getting usable units that are occupied. The VLHA doesn't have a comment on the criteria but they want clear, known policy direction and want clarification on the shift of the credits. Rogers made a motion to authorize the town manager to execute the release of the EHU's as submitted as it is consistent with the code and criteria, and with the appropriate findings on page three of the memorandum. The motion was seconded by Kurz. A vote was taken and the motion passed 5-1, with Donovan opposed. The sixth item on the agenda was a request for Units 303/306 and Units 402/403 to proceed through the development review process with a proposal to construct and maintain private improvements (bay windows and deck) on the Town of Vail owned Hanson Ranch Road and Chute Road rights-of-way, generally located adjacent to the Mill Creek Court Building at 302 Hanson Ranch Road, and setting forth details in regard thereto. Warren Campbell, Chief Planner, stated the Mill Creek Court Building was constructed in 1965 and the building footprint is less than one foot off the property in multiple locations. There are existing bay windows and decks located within the adjacent right-of-ways. These existing encroachments are located above circulation areas for the first floor commercial and landscaping and do not negatively affect the use of the rights-of-way for traffic circulation. He said Units 303/306 exterior deck extension and bay window will encroach into the town's right- of-way. In Units 402/403 the bay window would also be in the town's right-of-way. He reviewed the memorandum with Council including the survey. He said most decks and windows already Town Council Meeting Minutes of February 21, 2012 Page 5 3/6/2012 7-2-5 in place are encroaching into the right-of-way above street level and these encroachments wouldn't affect the walkways either. He said the town's development review process requires all applications to have the authorization of the property owner. Since the subject private improvements are located on Town of Vail owned property, the applicant must obtain the Council's authorization, as property owner, before proceeding with the applications. Kurz asked if any of the encroachments are on ground level. Campbell said no. Daly asked if they had their homeowner's association approval. Campbell said the applicants have the homeowner's association approval. Sid Shultz, GPSL Architects, the applicant's representative, stated Campbell explained the project well. He said these improvements would help improve the building. The "Troy" sign would be relocated to the end of the deck. Tjossem asked when the other bay window was installed. Schultz said it was done in 1988. He said the new bay windows are close to what is presently there. Daly asked if the windows proposed are larger or smaller than what is already there. Schultz said the bay window was seven feet wide and the flankers were three feet. Kurz made a motion to proceed through the development review process as submitted and the motion was seconded by Rogers. A vote was taken and the motion passed, 5-1, Donovan opposed. The seventh item on the agenda was the first reading of Ordinance No. 1, Series of 2012, an ordinance approving a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, for a rezoning from Ski Base Recreation District to Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part B of Tract B, Vail Village Filing 7, and setting forth details in regard thereto. Donovan recused herself from this item even though she doesn't have a conflict of interest by definition but is intimately involved with this organization and does not think she could hear this item without being biased. Rachel Dimond, Planner, reviewed the power point and memorandum with the Council. She said on January 30, 2012, the Planning and Environmental Commission (PEC) held a public hearing on a proposed rezoning of the Ski and Snowboard Club Vail (SSCV) from Ski Base Recreation District to Ski Base Recreation 2 District and has forwarded a recommendation of approval for the amendment to the Council by a vote of 4-2-1 (Rediker, Pierce opposed, Cartin recused). On February 7, 2012, the Council continued the first reading of Ordinance No. 1, Series of 2012, to the February 21, 2012, public hearing. She went through the basics of the process with Council. Rogers asked if any residential units could be developed on this site now. Dimond stated no residential units could be on the SSCV site now as the Golden Peak Lodge property has all the residential units that were allowed on their site. As a result, Ski Club Vail wants to redevelop and rezone their property, not related to the VRI site at Golden Peak. The applicant approached staff to get guidance on what processes were appropriate to move through the development process. Dimond said rezoning doesn't always have the development plan Town Council Meeting Minutes of February 21, 2012 Page 6 3/6/2012 7-2-6 included at the time of rezoning. She reviewed the differences between the Ski Base Recreation District zoning and the Ski Base Recreation 2 District zoning. The property is currently legally nonconforming and with the rezoning they would become a legally conforming lot size. She said the proposal is in line with the development criteria and the master plan. Any other issues, including traffic issues, will be addressed in the future during the development plan review process. Rogers asked why Rediker and Pierce opposed the rezoning. Dimond said Rediker stated he couldn't adequately review the criteria without a development plan. Pierce wanted to see a development plan as well. Tjossem said if the zoning is changed, the applicant will still need to go through the development process and have impact studies done. The zoning is completely separate from the development plan. Daly asked under the current town code, in a situation like this, can the town make a choice to require a development plan as part of the zoning process or after the zoning process. Dimond said it doesn't require the applicant get approvals of the zoning and development plan simultaneously. Daly asked Ruther what the general process has been to require a development plan prior to a zoning change. Ruther said it depends on the size of the development. He said Mountain Plaza came in with thirteen applications. This project is smaller than most. There are a number of factors and it depends on whether the change in zoning affects the development plan. They need to know what is allowed by the zoning district. Rogers clarified that the applicant needs to have the zoning in place so they can comply with the zoning before the development process is done. Daly stated the town received a lot of emails and letters from citizens that were concerned with traffic issues near SSCV and Golden Peak. He said the traffic issue is not going to be resolved by SSCV alone, but will have to be addressed by SSCV, Vail Resorts (VRI) and the town. Ruther said in Sub-Area 10 in the Vail Village Master Plan, regardless of zoning on this property, one of the criteria is compliance with the Vail Village Master Plan. It obligates the owners to evaluate impacts during the development review process. Tjossem asked if the SSCV has any leverage to get VRI to help solve the traffic issues. She said Council should get the partners together and figure out the traffic issues and mitigation of traffic in this area between the town, VRI and SSCV. Ruther said at the PEC meeting it was evident that everyone is aware the master plan needs to have a traffic plan. Ruther said this is a bigger issue to tackle than just for SSCV. He said regarding mitigation of development impacts, SSCV would only be obligated to address their traffic impacts, which is a small portion of the traffic issues in this area. Rezoning the property as suggested by PEC would help direct SSCV to move forward and help mitigate the traffic concerns collectively in the process. Daly said the operational plan obligates VRI to join in the conversation to help mitigate the traffic issues. Rogers wants to know why a development plan is not part of this process. She said this is a critical location. She is uncomfortable with this process. She said if the development plan is approved, it doesn't matter what the zoning is. If they do like the development plan, the Town Council Meeting Minutes of February 21, 2012 Page 7 3/6/2012 7-2-7 zoning will be changed to accommodate it. She wants to see a development plan now as this is an important project for the town, community and neighborhood. Tjossem said changing the zoning would force the issue of addressing the traffic issues prior to the development plan. By rezoning, it forces all partners to come together to fix it. SSCV is being forced to spend money on a development plan that may or may not ever be approved if the traffic plan is not approved. Why put the burden on the SSCV at this time. Rogers asked if that is true. Ruther said there is an operation and management plan for Golden Peak ski area. There is enough information forcing this issue to be addressed. Rogers asked if rezoning triggers any process that would require the traffic problem be addressed or would a development plan trigger a need to address the traffic concerns. Ruther said that neither rezoning nor a development plan will force the traffic issue to be addressed prior to the SSCV redevelopment. Tjossem asked why the operation and management plan isn't being enforced. Ruther stated the rezoning will trigger impacts and elevate this to the forefront. Daly said if this rezoning isn't approved, there is a much greater risk that SSCV does not redevelop their property and thus doesn't tee up a discussion on the traffic issues. Additional discussion ensued. Tom Braun, with Braun Associates, and representing SSCV, said whatever happens to this project, the SSCV is willing to participate in traffic discussions and solutions. He said the quirks and nuances in the zoning, without knowing what the zoning is, is a risky operation for a building design. Aldo Radumus, Executive Director of SSCV for ten years, said they began with less than 100 competitors and 15 staff in the 80's. Now they have more employees than they had kids back in the 80's and have 500 kids in club. Growth of the organization has grown as same rate that the population of the county has. Several initiatives have been done with the club house over the years, including a pass through lane. Currently they have completed the first phase of an early training environment at Golden Peak and provide the opportunity for early season training. They also draw teams to Vail to train in November. Over 60 teams have come from around the world to participate. He reviewed several initiatives the SSCV has done and what they want to do in the future. He said the coaching staff, academics and training have all come before redevelopment of the SSCV club house. Daly asked if moving the academy down to Minturn has changed traffic patterns. Radumus said the daily schedule has eliminated one half of the pick up and drop off traffic during the week. There is no change to the traffic on weekends. Tiffany Overston, the Chief Financial Officer of the SSCV, said the SSCV has locker space for less than 15% of the kids (60 out of 500). She reviewed how the SSCV has grown, and that the facility does not accommodate the current needs of the club. She said the SSCV has many positive impacts to the community. Braun said the space is terribly undersized and not adequate at all. They would like to redefine the building program: the lobby entry, assembly room, locker space, modest administrative area and the coach space. The applicant wants structured parking as well as two condominium units Town Council Meeting Minutes of February 21, 2012 Page 8 3/6/2012 7-2-8 on the upper floor. He discussed his memorandum in more detail with the Council. This request allows for a new zone district to help stage the next steps of the development process. Braun said there were common themes in the letters received from the community which included the traffic issues and wanting to see a development plan. He said the SSCV facility is located at the base of the largest ski area in the country. There is going to be congestion. They want to be part of the solution. He said changing the zoning is a first step in the process. He referenced the letter from the Vail Village Homeowners Association stating the review process, in practice, requires a development review plan. He said the PEC did not act arbitrarily. He stated several projects were done in the past without a development plan prior to the project being approved. He said some of the comments were misstated. He said he went through past project files and said Timber Ridge, the Evergreen Lodge, Vail International and the Sonnenalp are some projects that were rezoned and reviewed without a development plan. He said approving the rezoning is not a right of the club to be redeveloped. It allows for an opening for the SSCV to see what can be redeveloped on the site. He asked the Council for consideration to approve this rezoning. Jim Lamont, representing the Vail Village Homeowners Association, asked to have the development standards read into the record for this zone district as well as different uses. Dimond reiterated the uses and the differences for this zone district into the record. Ruther said a comparison table and a PEC memorandum describing the development standards for this zone district. Lamont also wanted to have the development standards read into the record. Dimond said these standards are in the memorandum that was submitted. She read the standards into the record for the public. Additional discussion ensued. Lamont said VRI had a comprehensive plan in place that has not been enforced. Daly said the Council is not going to address the Golden Peak comprehensive plan that VRI did at the evening meeting as it didn't apply to the SSCV application. Daly said the project is trying to go through the process and is in diligent hands for review. It will be reviewed to meet the needs and requirements of the applicant and community. Michael Cacioppo questioned who owned the land that SSCV is on. Daly said Golden Peak is on land owned by VRI. Braun said the SSCV owns their property. Stephanie Willitsey, a Vail Trails East owner, and said she is concerned about children crossing Vail Valley Drive to go to Golden Peak due to the traffic issues. Diane Mulligan, manager of Rams Horn Condominiums, reiterated their concerns regarding traffic and the safety of pedestrians. She is concerned there is a master plan in place but it is not being enforced. Kaye Ferry read the letter she sent to Council prior to the meeting stating the traffic is a dangerous problem and safety is a concern. There is too much traffic as it is. Bob McCleary, general manager of Manor Vail Lodge, said traffic needs to be addressed. Not knowing the conceptual idea of what the building will be in height and scale and how it comes together are concerns for the Manor Vail owners, as are pedestrian and traffic impacts. They want to see a development plan of what that building might look like and how high it would be. Town Council Meeting Minutes of February 21, 2012 Page 9 3/6/2012 7-2-9 David Viele, board member of SSCV, discussed what the vision of the SSCV is and said the development plan would be costly. The SSCV doesn't want to spend the money for the development plan if they don't have to right now. The SSCV is interested in helping to solve issues in the neighborhood. Jim Lamont, representing the Vail Village Homeowners Association (VVHA) said they want to see the SSCV redeveloped and have a successful program to promote ski and snowboard racing. The community loves the SSCV racers. The VVHA's primary concern is to do the project right. If other people have to put money into the project, then that should be done. Kurz made a motion to approve first reading of Ordinance No. 1, Series of 2012, and Foley seconded the motion. Further discussion ensued. Tjossem said she is voting in favor as it is the only way to get the community together to solve the traffic problem and get this process going. Rogers said she is in favor of SSCV redevelopment as the current facility is very inadequate. She said there will be a lot of opportunities for the community, neighbors, PEC and the Council to have input. Daly said significant issues have been raised. All who utilize Golden Peak will be involved. Kurz made a motion to amend his motion to approve first reading of Ordinance No. 1, Series of 2012, with the addition of the findings in the staff memorandum and the amended motion was seconded by Foley. A vote was taken and the motion passed, 5-0-1, Donovan recused. A five minute break was taken at 8:38 p.m. The eighth item on the agenda was the first reading of Ordinance No. 2, Series of 2012, an ordinance amending Chapter 12-6, Residential Districts, Vail Town Code, pursuant to Section 12- 3-7, Amendment, Vail Town Code, to establish a new zone district, Vail Village Townhouse (VVT) District, and setting forth details in regard thereto; and Resolution No. 7, Series of 2012, amending Chapter VII, Vail Village Sub-Areas, East Gore Creek Sub-Area (#6), Vail Village Master Plan, pursuant to Chapter VIII, Implementation and Amendment, Vail Village Master Plan, to include recommendations related to a new Vail Village Townhouse (VVT) District, and setting forth details in regard thereto. Bill Gibson, Planner, said the discussion was to introduce the proposed new VVT. Final action on the proposed ordinance and resolution will be requested at a future public hearing. This ordinance is a new one this year as the application from last year was withdrawn. He said all properties were platted as townhouse properties, currently zoned High Density Multi- Family (HDMF). The existing townhouses have a lot of nonconforming issues. A work session will be held to reintroduce this project to Council. Most units are nonconforming. The other nuance is there are two types of plats for this property. Some units have been condominiumized and others are individual development sites. Units 1-6 and 7-14 are different from each other. There are a lot of inequities and inequalities to this project. Gibson said the three goals for proposing the new zone district are: streamline the development review process by establishing a new zone district to specifically address townhouse properties, which reduces legal non-conformities and the need for future variances; create incentives for Town Council Meeting Minutes of February 21, 2012 Page 10 3/6/2012 7-2- 10 redevelopment of existing townhouse properties; and preserve the existing residential character of the townhouse properties and the neighborhood. He discussed the changes from the current zoning of HDMF to VVT and discussed the design guidelines. Rogers asked what the difference was from last year's application. Gibson said the difference is that there are design guidelines this time. He said parking is a big part of this application. Rogers asked if getting the parking off the street and into the buildings would mean the units would have to be built taller. Gibson said PEC discussed this possibility but that requirement would change the appearance of the neighborhood. Donovan asked if there was discussion on privatizing the street. Gibson said that is a very complicated issue. He said that would have to be a separate plan review process. Gibson said the guidelines address uniformity and consistency. The building owners need to pick one or the other, either to be different or similar to each other. There needs to be a consistent theme to the buildings. Architectural themes are a perception of units from bottom to top. The goal is to perceive the units as a row house development even if it isn't. He said there is no consistency to these units. A demolition/rebuild is not feasible for most of these owners. Each existing unit allows for an additional 250 square feet. He said in 2004, the gross residential floor area (GRFA) was changed again. He reviewed the purpose of the zone district, development standard changes from HDMF to VVT district and townhouse design guidelines. Gibson asked Council for feedback on this application. He asked the Council to table the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to its March 6, 2012, public hearing for further deliberation. Daly asked the staff to do the computations between existing and proposed GRFA. Gibson said staff did an as-built condition analysis and proposed development analysis. Further discussion ensued. Tjossem made a motion to table the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to the March 6, 2012, public hearing and the motion was seconded by Foley. Dominic Mauriello, on behalf of Mr. Galvin, one of the applicants, said the current ordinance is more restrictive and there are four additional options that wouldn't make an impact to those walking by the project. He said most of the lots are around 4,000 square feet. The Vail Trail's East and Vail Trail's West units are on a larger piece of ground. He encouraged the Council to take a look at his handout that shows additional options that could be considered. Models were brought in for the Vail Row Houses as they are now and what it might look like under new regulations. Rogers asked that the models be brought back to the next meeting. Jim Butterworth, one of the owners at Vail Trail's East and Vice President of the homeowners association, said he agrees with Mauriello about insuring access to parking where they park today. He said it would be difficult to redevelop if the properties are under the current zoning Town Council Meeting Minutes of February 21, 2012 Page 11 3/6/2012 7-2- 11 and can't build because they are legally non-conforming. He said the issue of parking is a separate discussion. John Dunn, representing the Bridgewater's, one of the unit owners, stated they have been part of this process since 2009 and are the only objectors to this rezoning as they are protecting their interests. Jim Lamont asked about the building envelope, GRFA, bulk and mass and design standards. Gibson said up until 2004, GRFA directed how big the bulk and mass were. A vote was taken and the motion passed, unanimously, 6-0. The ninth item on the agenda was a request to continue the Ever Vail major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the March 20, 2012, public hearing by the applicant. Donovan made a motion to table the Ever Vail major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011, continued to the March 20, 2012, public hearing and the motion was seconded by Foley. A vote was taken and the motion passed unanimously, 6-0. The tenth item on the agenda was adjournment. As there was no further business, Tjossem made a motion to adjourn and the motion was seconded by Donovan. A vote was taken and the motion passed unanimously, 6-0. The meeting adjourned at 9:46 p.m. Respectfully Submitted, Andrew P. Daly, Mayor Attest: Lorelei Donaldson, Town Clerk Town Council Meeting Minutes of February 21, 2012 Page 12 3/6/2012 7-2- 12 TOWN OF VA!t � Memorandum To: Vail Town Council From: Community Development Department Date: March 6, 2012 Subject: 12-13-5: Employee Housing Unit Exchange Program — A request authorizing the Town Manager to execute a release of a deed restriction from an existing employee housing unit I. HOUSING AUTHORITY RECOMMENDATION The Vail Local Housing Authority unanimously recommends the Vail Town Council approve the proposed exchange of an employee housing unit located at Lot 1, Block 4, Vail Village Third Filing/387 Beaver Dam Circle, in exchange for new deed restricted employee housing at Bighorn Terrace Unit No. 22/4237 Columbine Drive (1 ,500 square feet) and a fee in lieu payment of $1,443.90 (6 square feet x $240.65). II. STAFF RECOMMENDATION The Community Development Department recommends the Vail Town Council approve the proposed exchange of an employee housing unit located at Lot 1 , Block 4, Vail Village Third Filing/387 Beaver Dam Circle, in exchange for new deed restricted employee housing at Bighorn Terrace Unit No. 22/4237 Columbine Drive (1 ,500 square feet) and a fee in lieu payment of $1 ,443.90 (6 square feet x $240.65). Staff recommends the following motion be made: "The Vail Town Council authorizes the Town Manager to execute a deed restriction release and approves the request for an exchange of employee housing units, pursuant to Section 12-13-5, Employee Housing Unit Exchange Program, Vail Town Code, to allow for the release of an employee housing unit deed restriction at Lot 1, Block 4, Vail Village Third Filing, in exchange for new deed restricted employee housing at Bighorn Terrace Unit No. 2214237 Columbine Drive (1,500 square feet) and a fee in lieu payment of$1,443.90 (6 square feet x $240.65), and setting forth details in regard thereto." III. ATTACHMENT A. Staff Memorandum dated February 28, 2012 3/6/2012 7-3- 1 0 )TOWN OF VAIL � Memorandum TO: Vail Local Housing Authority FROM: Community Development Department DATE: February 28, 2012 SUBJECT: A request for a recommendation to the Vail Town Council for the release of a deed restriction from an existing employee housing unit located at Lot 1 , Block 4 Vail Village Third Filing/387 Beaver Dam Circle in exchange for the placement of an employee housing deed restriction on another dwelling unit located at Bighorn Terrace Unit No. 22/4237 Columbine Drive and a fee in lieu payment of $1 ,443.90 (6 square feet x $240.65), pursuant to Section 12-13-5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town Code, and setting forth details in regard thereto. Applicant: HCH Organization LLC represented by Led Gardner Housing Coordinator: Nina Timm I. DESCRIPTION OF REQUEST The applicants, HCH Organization LLC, are proposing to exchange a deed restriction from an existing employee housing unit located at 387 Beaver Dam Circle in exchange for the placement of an employee housing deed restriction on another dwelling unit located at 4237 Columbine Drive and a fee in lieu payment of $1 ,443.90. II. REVIEW CRITERIA Before acting on an employee housing deed restriction exchange application, the Vail Local Housing Authority and Vail Town Council shall consider the following criteria with respect to the application: 1. The proximity and accessibility of the proposed EHU(s) to the commercial job core and public transportation; and This proposed EHU is located 4237 Columbine Drive, which is located in East Vail and has good proximity to Town of Vail bus stops and to the commercial job core. The East Vail location also adds to the distribution of EHUs throughout Vail. Therefore, Staff believes the proposed EHU conforms to this criterion. Town of Vail 3/6/2012 7-3-2 2. The size of the proposed EHU(s) in relation to the minimum employee housing unit sizes established for commercial linkage mitigation in Section 12-23-3 of this title; and The proposed EHU is a two-bedroom, two and one-half bathroom unit in 1,500 square feet. This is in excess of the two-bedroom minimum unit size of 788 square feet. Therefore, the Proposed EHU complies with the applicable requirements. 3. The effect of any homeowners' association dues or maintenance fees imposed upon the proposed EHU(s) on the affordability of the proposed unit for an employee; and There are no homeowners' association dues or maintenance fees with this half duplex and there are no common amenities to maintain. Therefore, Staff finds the proposed EHU conforms to this criterion. 4. The correlation between any homeowners' association fees imposed upon the proposed EHU(s) and the services and amenities provided by the homeowners' association; and There are no homeowners' association dues or maintenance fees with this half duplex and there are no common amenities to maintain. Therefore, Staff finds the proposed EHU conforms to this criterion. 5. The extent to which the exchange is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail comprehensive plan and is compatible with the development objectives of the town; and The proposed EHU has proximity to public transportation and the commercial job core. Therefore, the exchange is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail comprehensive plan and is compatible with the development objectives of the town. 6. The extent to which the exchange presents a harmonious, convenient, workable relationship among land uses consistent with municipal development objectives; and The proposed EHU is currently vacantly, but has previously been occupied by local employees. The exchange will continue the harmonious, convenient, workable relationship among land uses consistent with municipal objectives. 7. The extent to which the exchange provides for the growth of an orderly viable community and serves the best interests of the community as a whole. Staff believes the proposed exchange complies with the applicable requirements of the Town's zoning regulations, and is therefore consistent with this criterion. Town of Vail Page 2 3/6/2012 7-3-3 III. RECOMMENDATION The Community Development Department recommends the Vail Local Housing Authority forwards a recommendation of approval to the Vail Town Council for the proposed employee housing unit deed restriction exchange based upon a review of the criteria and findings as outlined in this memorandum and the evidence and testimony presented. Should the Vail Local Housing Authority choose to forward a recommendation of approval for this employee housing unit deed restriction exchange, the Community Development Department recommends the Authority pass the following motion: "The Vail Local Housing Authority forwards a recommendation of approval to the Vail Town Council for the release of a deed restriction from an existing employee housing unit located at Lot 1, Block 4, Vail Village Third Filing/387 Beaver Dam Circle, in exchange for the placement of an employee housing deed restriction on another dwelling unit located at Bighorn Terrace Unit No. 2214237 Columbine Drive and a fee in lieu payment of $1,443.90, pursuant to Section 12-13-5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town Code, and setting forth details in regard thereto." Should the Vail Local Housing Authority choose to forward a recommendation of approval for this employee housing unit deed restriction exchange, the Community Development Department recommends the Authority make the following findings: "Based upon the review of the criteria outlined in Section 11 of the February 281 2012, staff memorandum and the evidence and testimony presented, the Vail Local Housing Authority finds: 1. The application meets the general requirements of subsection D of Section 12- 13-5, Vail Town Code; 2. The application is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail Comprehensive Plan and is compatible with the development objectives of the town; 3. The application furthers the general and specific purposes of the zoning regulations, Section 12-1-2, Vail Town Code, and the employee housing regulations of Section 12-13-1, Vail Town Code; and, 4. The application promotes the health, safety, morals, and general welfare of the town and promotes the coordinated and harmonious development of the town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality." Town of Vail Page 3 3/6/2012 7-3-4 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Town Manager Report: Finance System Update - Judy Camp PRESENTER(S): Stan Zemler ATTACHMENTS: Finance System Update memo 3/6/2012 0 TOWN OF VAIL ) Memorandum To: Stan Zem ler From: Ron Braden and Judy Camp Date: February 29, 2012 Subject: Finance System I. EXECUTIVE SUMMARY This memo requests your approval to move forward with implementation of a financial system to replace all components of the existing HTE system and add new features for e-commerce, time and attendance tracking. This project was included in the capital plan for 2012 and 2013. However, with the redevelopment of the municipal site and the temporary relocation of employees and equipment planned for May 1, 2013, staff believes the project should be accelerated for completion before the move. II. BUSINESS CASE The existing HTE financial system was implemented fifteen years ago and runs on an IBM AS 400 mainframe computer. Both the software and hardware are outdated technology and in need of upgrades if we are to continue to use them. The cost of the AS 400 upgrade alone is estimated at $40,000. The AS 400 is also located in the municipal building, which will be destroyed next spring, so continued use of the system would require an upgrade to the system in order for it to be used. A better solution is to pursue a financial system that runs on an updated platform that can be accessed from any location, and easily interfaced with. Since implementation of the HTE system in 1997, many advances have been made to government accounting software. Some of these, such as a purchasing card module, have been incorporated into our existing system. Others, including the ability to accept on-line payments, automated time tracking, and enhanced reporting are now available through the SunGard/HTE suite of products and/or other vendors. On-line payment capability is an important feature for customer service in all areas, but particularly for sales tax collections and community development permit fee payments. Automated time tracking will improve our ability to show compliance with the Fair Labor Standards Act (FLSA), the Department of Labor and other government regulations as well as improve project reporting as it relates to labor costs. With our current system, we do not have in-house capability to modify the reports written fifteen years ago or to develop new reports. Vendor-modified reports can be expensive and may not meet our time 3/6/2012 8- 1 - I requirements. Enhanced reporting will enable us to respond more quickly and accurately to special requests for information and to provide better analysis of budgets and actual results. The IT Steering Committee has identified the financial system as a top priority for 2012, along with the web site redevelopment, which is essential for the e-commerce portion of the finance system. At this point in time, we do not have an estimate of the system cost. The capital budget included $225,000 in 2011 and $175,000 in 2012 for business systems, although none of the funds planned for 2011 were spent. Of this amount, $17,000 is needed to upgrade the system used by Community Development to track building permits. Therefore, we are requesting re-appropriation of the 2011 funds in the first supplemental appropriation of 2012 with $208,000 added to the 2012 budget of $175,000 for a total of $383,000 for the new financial system and $17,000 designated for the building permit system upgrade. We will further refine the project budget as we explore systems options. III. PROJECT PLAN AND STAFFING Mike Richards, a consultant with Resolution Development and Consulting, and Kathleen Halloran, Manager of Budgets and Financial Planning, have been selected as Project Managers with Mike taking the lead from the information technology and project planning perspective and Kathleen providing an organizational and accounting/finance perspective. They will organize a small core project team and seek additional participation from key users for specific functions. The project will have an accelerated timeline because of the need to complete implementation prior to the temporary relocation of staff and demolition of the municipal building. Other timing considerations include workload and availability of staff and external reporting requirements. For example, the accounting department is better able to take on implementation during the summer than at year-end when the books are being closed and audited. Also, payroll tax reporting is required on a quarterly basis, so implementation of a payroll module needs to coincide with the beginning of a quarter. If during the discovery process we determine that an upgrade of our existing SunGard/HTE suite of products will not meet all of our needs, we plan to do a limited request for information (RFI) to two or three targeted vendors rather than a more lengthy request for proposals (RFP) which seek responses from an unlimited number of vendors and generally takes six to eight weeks to complete. We will be seeking the best of those vendors to provide a governmental finance system with the following minimum components: operates on a SQL based virtual platform; includes all the features we currently have (general ledger with fund accounting, sales tax, payroll, accounts payable, and accounts receivable); plus e-commerce for on-line payments; time and attendance tracking; and improved reporting capabilities. The vendor will also need to be able to meet our aggressive timeline. Additional enhancements we would like to see include a better budget module and applicant tracking. We are limiting our Town of Vail Page 2 3/6/2012 8- 1 -2 scope to finance and human resources modules, not attempting to provide a full enterprise system with land planning, building permits, dispatch services, utility billing, and other modules which may be available and/or were considered when we implemented the H.T.E. system. Also to both facilitate the accelerated implementation and to minimize ongoing maintenance, we will be seeking a system in which the minimum requirements are integrated within the system, i.e., not external modules requiring programming to interface with the main system, and user-friendly reporting that does not require a special skill set to write or modify reports. Implementation of the financial system comes at a time when the organization is already involved in many projects including the temporary relocation of staff; planning and development of the new municipal building; several construction projects; website redevelopment; changes to our health care plan; etc. All of these projects will stretch the same staff needed to work on the financial system. Although it is early in the planning process to be specific about additional resources, we anticipate the need for 0.5 FTE for one year to assist in the budgeting and reporting area while Kathleen redirects her efforts to the project plus additional hours and/or overtime for other finance department personnel. As we get further into the implementation, we may have the need for additional consulting but expect this to be minimal. We request permission to go forward with the 0.5 FTE as a fixed term employee at this time. The anticipated cost for this resource is approximately $28,000. Town of Vail Page 3 3/6/2012 8- 1 -3 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Ordinance No. 5, Series of 2012 An Ordinance Amending Section 3-3-2 ("Appointment of Board Members"), and Section 3-3-3, ("Membership; Terms"), Vail Town Code, Relating to Eligibility and Terms of Members of the Arts Board, and Setting Forth Details in Regard Thereto. PRESENTER(S): Molly Eppard ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Ordinance No. 5, Series of 2012. BACKGROUND: Pursuant to a recommendation from the Town of Vail Arts Board (the "Board"), the Council desires to amend the terms of the Art Board ordinance to reduce the Board's members, to clarify Board member requirements, and to eliminate required participation from persons serving on other Town boards. STAFF RECOMMENDATION: Approve, approve with modifications, or deny Ordinance No. 5, Series of 2012. ATTACHMENTS: Ordinance No. 5, Series of 2012 3/6/2012 ORDINANCE NO. 5 SERIES OF 2012 AN ORDINANCE AMENDING SECTION 3-3-2 ("APPOINTMENT OF BOARD MEMBERS"), AND SECTION 3-3-3, ("MEMBERSHIP; TERMS"), VAIL TOWN CODE, RELATING TO ELIGIBILITY AND TERMS OF MEMBERS OF THE ARTS BOARD, AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, the Town of Vail (the "Town"), in the County of Eagle and State of Colorado is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Town Charter (the "Charter"); WHEREAS, the members of the Town Council of the Town (the "Council") have been duly elected and qualified; WHEREAS, pursuant to a recommendation from the Town of Vail Arts Board (the "Board"), the Council desires to amend the terms of the Art Board ordinance to reduce the Board's members, to clarify Board member requirements, and to eliminate required participation from persons serving on other Town boards; and WHEREAS, the Council has determined that the passage of this ordinance preserves the public property, health, welfare, peace and safety of the Town of Vail, and the amendments set forth in this ordinance are in the best interest of the Town, its guests and its inhabitants. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. Section 3-3-2, Vail Town Code, is hereby amended as follows: (Text that is to be deleted is str+sken. Text that is to be added is bold). The Town Council hereby appoints the Vail Arts Board composed of nine (9) °I° 1) members who shall act in accordance with the Charter, this Chapter, the direction of the Town Council, the ordinances of the Town and shall be appointed and serve as provided in this Chapter. Section 2. Section 3-3-3, Vail Town Code, is hereby amended as follows: (Text that is to be deleted is str+sken. Text that is to be added is bold). The Arts Board shall consist of nine (9) °I° 1) members appointed by the Town ouncil. rsh-aII innl61de eight (9) m embersZt IaFge, ee�o Te en rQ,iprilm emher-,-g eno_ D-Anninn and =RV„ir�nnm eg�tal-GGImm�i ss+On m e1M_he1F -nr nno Design Revio;ni Rn�rr! mrrtprnhpr. In addition, the Arts Board may consist of honorary advisory members who shall not have the power to vote on issues which come before the Board. The number and term of such advisory members shall be at the discretion of the Town Council. All members of the Arts Board shall be individuals who have demonstrated interest or expertise in architecture, art criticism, art education, art history, foreign arts, graphic arts, interior design, landscape architecture, Town planning, or other art- and design-related fields, or who have demonstrated a strong interest in the visual arts and civic improvement. All members shall either be residents of the Town, or own property within Ordinance No. ,Series of 2012 1 3/6/2012 9- 1 - I the Town. The terms of the eight (8) members at large of the Arts Board shall be two (2) three (3) years on an overlapping basis and shall expire on March 31 of the year of termination. Section 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 effect 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. Section 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. Section 6. The amendment of any provision of the Town Code 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 proceeding as commenced under or by virtue of the provision amended. The amendment of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. Section 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 ON FIRST READING this 6th day of March, 2012 and a public hearing for second reading of this Ordinance set for the 20th day of March, 2012, at 6:00 P.M. in the Council Chambers of the Vail Municipal Building, Vail, Colorado. Andrew P. Daly, Mayor ATTEST: Lorelei Donaldson, Town Clerk Ordinance No. ,Series of 2012 2 3/6/2012 9- 1 -2 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Ordinance No. 2, Series of 2012, an ordinance amending Chapter 12-6, Residential Districts, Vail Town Code, pursuant to Section 12-3-7, Amendment, Vail Town Code, to establish a new zone district, Vail Village Townhouse (VVT) District, and setting forth details in regard thereto; and Resolution No. 7, Series of 2012, amending Chapter VII, Vail Village Sub-Areas, East Gore Creek Sub-Area (#6), Vail Village Master Plan, pursuant to Chapter VIII, Implementation and Amendment, Vail Village Master Plan, to include recommendations related to a new Vail Village Townhouse (VVT) District, and setting forth details in regard thereto. (PEC110040, PEC110041) PRESENTER(S): Bill Gibson, Community Development Department ACTION REQUESTED OF COUNCIL: The Community Development Department request that the Vail Town Council tables the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to its March 20, 2012, public hearing. BACKGROUND: On November 14, 2011, Planning and Environmental Commission forwarded a recommendation of approval, with modifications, to the Vail Town Council for the proposed Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012. On March 6, 2012, the Vail Town Council tabled the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to its March 6, 2012, public hearing for further deliberation. STAFF RECOMMENDATION: The Community Development Department recommends the Vail Town Council tables the first reading of Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, to its March 20, 2012, public hearing. 3/6/2012 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: First reading of Ordinance No. 4, Series of 2012, an ordinance authorizing the sale of a portion of the real property located at 75 South Frontage Road, Vail, Colorado, (the "Town Hall Property") to Vail MOB, LLC, for the purchase price of$5 million, and setting forth details in regard thereto. PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Approve, approve with modifications or deny Ordinance No. 4, Series of 2012 on first reading. BACKGROUND: The Town of Vail, in cooperation with the Vail Valley Medical Center and the Steadman Clinic, wishes to redevelop a portion of the Town's property located at 75 South Frontage Road. To do so, the ToV, VVMC and SC signed a memorandum of understanding, which in part, acknowledges the sale of a portion of Town property to VVMC and SC for$5 million. The purchase price was established based upon a value of use appraisal completed for the property. Pursuant to the terms of the purchase and sale agreement, the title to the property shall not occur until such time as a building permit for the new medical office building is ready for issuance and a construction loan guaranteeing the construction of the building is secured and ready for funding. STAFF RECOMMENDATION: Town staff recommends the Vail Town Council approves Ordinance No. 4, Series of 2012 on first reading, as read. ATTACHMENTS: Ordinance No. 4, Series of 2012 3/6/2012 ORDINANCE NO. 4 SERIES 2012 AN ORDINANCE AUTHORIZING THE SALE OF A PORTION OF THE REAL PROPERTY LOCATED AT 75 SOUTH FRONTAGE ROAD, VAIL, COLORADO (THE "TOWN HALL PROPERTY") TO VAIL MOB, LLC FOR THE PURCHASE PRICE OF $5 MILLION, AND SETTING FORTH DETAILS IN REGARD THERETO WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town"), is a home rule municipal corporation duly organized and existing under laws of the State of Colorado and the Vail Town Charter; WHEREAS, the Town Council finds and determines that the sale of a portion of the real property located at 75 South Frontage Road, Vail, Colorado, consisting of 0.566 acres located on the western half of the site, as generally described in Exhibit A, attached hereto and incorporated herein by this reference, and which will be more particularly set forth in a purchase and sale agreement, to Vail MOB, LLC, will enable beneficial redevelopment of the site to include private improvements and a new Town Hall; WHEREAS, the Town Council commissioned both a real estate appraisal of the portion of real property to be sold and a study to consider the economic impact on the Town of the redevelopment of the adjoining real property; WHEREAS, based on the real estate appraisal and two economic impact studies, the Town Council finds and determines that the purchase price of $5 million for the purchase of a portion of the real property located at 75 South Frontage Road, Vail, Colorado, is fair and equitable; WHEREAS, the Town Council finds and determines that the sale of a portion of the real property located at 75 South Frontage Road, Vail, Colorado to Vail MOB, LLC for the purchase price of $5 million is in the best interest of the public health, safety and welfare; and WHEREAS, Section 4.8 of the Vail Town Charter requires that the Town Council authorize the sale of real property by ordinance. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1 . Pursuant to Section 4.8 of the Vail Town Charter, the Town Council hereby authorizes the sale of a portion of the real property located at 75 South Frontage Road, Vail, Colorado, as generally described in Exhibit A attached hereto and incorporated herein by this reference, to Vail MOB, LLC, for the purchase price of $5 million, in accordance with the terms of a purchase and sale agreement to be negotiated by Town staff and thereafter approved by resolution of the Town Council. 3/6/20121 11 - I - I Section 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect 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. Section 3. 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. Section 4. The amendment of any provision of the Town Code 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 proceeding as commenced under or by virtue of the provision amended. The amendment of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. Section 5. 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 ON FIRST READING this 6th day of March, 2012 and a public hearing for second reading of this Ordinance set for the 20th day of March, 2012, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. Andy Daly, Mayor ATTEST: Lorelei Donaldson, Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 20th day of March, 2012. Andy Daly, Mayor ATTEST: Lorelei Donaldson, Town Clerk 3/6/20 122 11 - 1 -2 Area to be ---------------- - I i i k • M` r------------- I 0 EXHIBIT "A" PROPOSED SCHEMATIC VS. EXISTING ORDINANCE NO 4 , 5r=f21ES OF 2012 MARCH 6, 2012 3/6/2012 11 -1-3 F-i 0s vo 0 . • 11111H J i EXHIBIT "A" PROPOSED SCHEMATIC VS. EXISTING ORDINANCE NO 4 , 5r=f21ES OF 2012 MARCH 6, 2012 3/6/2012 11 -1-3 F-i 0s vo 0 . • K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Presentation of the Town of Vail Municipal Office Design and Construction Document Project Selection Committee's recommendation for the award of a design and construction document contract. PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Does the Vail Town Council authorize the Town Manager to negotiate and enter into a professional services contract with OZ Architecture, in a form approved by the Town Attorney, to design and prepare the construction documents for the new municipal offices of Town of Vail, located at 75 South Frontage Road, pursuant to the scope of services outlined in the Request for Proposals, dated February 1, 2012, and as maybe amended to reflect the recommendation(s) of the Selection Committee? BACKGROUND: On February 1, 2012, the Town of Vail released a request for proposals for professional design services in an open process to solicit responses for design and construction document preparation services. On February 17, 2012, the Town of Vail received nine responses to the request for proposals. Following a detailed review and analysis of the responses, three design teams were selected to move forward and participate in an on-site interview process. On February 23, 2012, the selection committee held on-site interviews. Three design teams were interviewed and evaluated based upon the following criteria: Extensive design experience with similar municipal office facilities. Demonstrated ability to perform in the Town's entitlement process. Ability to advance sustainable design and energy efficiency strategies. Completion of similar projects with similar challenges, solutions, and coordination. Availability to complete the project on budget and on time. A proven track record of collaboration with multiple stakeholders and teams. A competitive fee for the project. Local preference provided the team is qualified and competitive. STAFF RECOMMENDATION: The selection committee recommends the Vail Town Council awards the municipal site design and construction document project to the team lead by OZ Architecture. ATTACHMENTS: Memorandum to Town Council 3/6/2012 TOWN OF VAILt Memorandum TO: Vail Town Council FROM: Town of Vail Municipal Office Design and Construction Document Project Selection Committee DATE: March 6, 2012 SUBJECT: Award of Design and Construction Document Project Contract I. PURPOSE The purpose of this memorandum is to present the Town of Vail Municipal Office Design and Construction Document Project Selection Committee's recommendation for the award of a design and construction document contract. The Vail Town Council is being asked to award a professional services contract to the design team lead by OZ Architecture of Boulder, Colorado. II. ACTION REQUESTED The Vail Town Council is being asked to award the design and construction document contract for the redevelopment of the Town's municipal site and municipal office building. Does the Vail Town Council authorize the Town Manager to negotiate and enter into a professional services contract with OZ Architecture, in a form approved by the Town Attorney, to design and prepare the construction documents for the new municipal offices of Town of Vail, located at 75 South Frontage Road, pursuant to the scope of services outlined in the Request for Proposals, dated February 1, 2012, and as maybe amended to reflect the recommendation(s) of the Selection Committee? III. BACKGROUND On February 1, 2012, the Town of Vail released a request for proposals for professional design services in an open process to solicit responses for design and construction document preparation services. On February 17, 2012, the Town of Vail received nine responses to the request for proposals. Following a detailed review and analysis of the responses, three design teams were selected to move forward and participate in an on-site interview process. On February 23, 2012, the selection committee held on-site interviews. Three design teams were interviewed and evaluated based upon the following criteria: • Extensive design experience with similar municipal office facilities. • Demonstrated ability to perform in the Town's entitlement process. • Demonstrated ability to advance sustainable design and energy efficiency strategies. • Successful completion of similar projects with similar challenges, solutions, and coordination. 3/6/2012 12- 1 - I • Availability to complete the project on budget and on time. • A proven track record of collaboration with multiple stakeholders and teams. • A competitive fee for the project. • Local preference provided the team is qualified and competitive. IV. SELECTION COMMITTEE RECOMMENDATION The selection committee recommends the Vail Town Council awards the municipal site design and construction document project to the team lead by OZ Architecture. Eduardo IHanes, AIA, Principal, Will Hentschel, LEED AP, Associate Principal & Project Manager, and Susan Kohuth, ASID, LEED AP, Lead Interior Designer are the key personnel assigned to the Town's project. The committee recommended OZ Architecture for the following reasons: 1. The team has extensive municipal office design experience and demonstrated an extensive knowledge and well established system for office space programming and layout. 2. The team demonstrated their abilities to design buildings and facilities in mountain environments and showed they have the depth and availability of staff and team members to complete the project on a tight time schedule. 3. The team demonstrated a thorough understanding of the project and maintains the necessary knowledge of the complexities associated with the project. 4. The team of architects, sub-consultants and design professionals are uniquely qualified to complete the project as they have previously designed and managed difficult projects in the Town's development review process. 5. The team has proposed a competitive fee of$506,125. This fee presently excludes landscape architecture as the selection committee believes it is best to competitively bid this scope of service with the medical office building design team. Estimated reimbursable expenses of$31,500 are excluded. Further, the Committee recommends the scope of services be amended to exclude landscape architecture design services at this time. These services should be closely coordinated with the design team hired for the medical office building and retained at a later date. 2 3/6/2012 12- 1 -2 February I5,20I2,re vised March 1,2012 D2 Architecture-Town of Vail Muncipal Building Fee. Architecture civil Landscape Structural MEP" CodeOnsultent•' Fire Protection Design" Total Sch ematic 0 eslgn Core/Shell&TI $25,650 $5,208 $9,114 S559 $1,488 $42,019 Garage,Parking and She $15,750 $2,100 TBD $3,192 $5,586 $314 $912 $27,854 Design Care/Shell&TI $34,200 $6,510 $11,269 5745 $1,984 $54,748 Garage,Parking ;21,000 $1,599 TBD 53,990 $6,907 $1,216 $38,931 onstrucuon Documents(ine&d and Rewarc) Care/Shell&TI $59,850 $9,114 $16,142 $1,490 $3,472 $90,066 Garage,Parking and Site $36,750 $5,300 TBD $5,585 $9,893 $836 $2,128 $60,493 Construction Administration Ccre.Shell&TI --':00 $5,268 $6,566 $524 $^_,976 555.5?3 Garage,Parking and Site 55,625 TBD $3,192 $4,024 ;3:4 $1,824 51,511,79 - 5_7515 50 541000 $69,500 55,200 $16400 5416,225 Law Voltage f Technology Systems $28,900 Coordinate with Emsting Systems,Stnlctured Cobihng,AV,Security Entitlements 15 meetings,I PEC,101?6 Application(Estimated hourly,not to exceed $51,000 Reimbursbales $22,080 $1,052 SI M $2,520 $3,420 5444 5960 $31,556 (estimated,bNed per below scheduhe) MEP,Fire Protection have been revised since the February 15,2012 Issue.See Note Below In can-trans wrth the DeveloperofWdim!Oyre 9urlding to the west and the Parking Garage directly below the M-op.!Bwldrng,rt"teed that rt k in OR purires bat interest to write as many common desrgn consultaras as possible-lfMe OZled team rs awarded the Design and Cmrstrxbon DacumentfAdmrnisiratkm of Me Munkr par 8nvrding,together with the Town of Ywr, we wilf worn wr[h the Adjacent Developer&Design Team to determine the best consultants for theproject.Please note that for this darbffwtkn memo and the update below,we wilt had the fee and scope of our orrginafrmsu ltarttteamr exceptlandsrnpe-We have omitted this based on Mefarthrwnrng Inossibn.Fired Cansuftamtemmfees will need io be emended to the cammurfthe amountis notdetermrnedpnarto coraart execution-We mtirWte that Me-MimnsultaFloo cations wd!orcuroaorobout UPo h¢r oast. M our ongrtwl proposal,our MEP consultant included feefcv the design cf Frye Alarm and Frye Ptntectw systems as we!!as coordbration with the Town of Va+r Fire AepartrneM to be performed by e cud-cansu![ant.We also included this Fie Alatm and Fire Protection snipe in our proposal under our code cumftont.For cfad�rcatiort,wehawprMdedan upda tedfeeworksheet Mar removes Foe Protection fmm the ME?fee and the Cade Co-trantfee.This results in a breakout line item for Fire A farm and Fire Protertm System Design. 3 3/6/2012 12- 1-3 TOWN OF VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Presentation of the Town of Vail Municipal Office Project Management Selection Committee's recommendation for the award of a project management contract. PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Does the Vail Town Council authorize the Town Manager to negotiate and enter into a professional services contract with CP Vail, in a form approved by the Town Attorney, to provide project management for the development of new municipal offices for the Town of Vail, located at 75 South Frontage Road, pursuant to the scope of services outlined in the Request for Proposals, dated February 15, 2012 reflecting the recommendation of the Selection Committee? BACKGROUND: On February 15, 2012, the Town of Vail released a request for proposals for professional project management services in an open process to solicit responses. On February 24, 2012, the Town of Vail received eleven responses to the request for proposals. Following a detailed review and analysis of the responses, five project management teams were selected to move forward and participate in an on-site interview process. On February 28, 2012, the selection committee held on-site interviews. Five teams were interviewed and evaluated based upon the following criteria: *Extensive project management experience with similar municipal office facilities. *Demonstrated ability to perform in the Town's entitlement process. *Ability to achieve the goals/milestones identified for the project. *Understanding of the project and what is required to get the job done. *Completion of similar projects with similar challenges, solutions, and coordination. *Staff availability to complete the project on budget and on time. *Ability to develop and maintain professional relationships through effective communication. *A proven track record of collaboration with multiple stakeholders and teams. *A competitive professional fee based upon the scope and quality of the work required. *Demonstrated ability to make progress on multiple tasks in a dynamic and ever-changing process. *Local preference provided the teams are qualified and competitive. STAFF RECOMMENDATION: The selection committee recommends the Vail Town Council awards the professional services contract for project management to CP Vail. Mr. John Bills, Managing Principal, will be responsible for the project from an overall standpoint. Mr. Chris Penney, Senior Project Manager, will be responsible for the preconstruction process and the lead during construction. Mr. Bryan Carruthers Managing Principal, will be responsible for quality control to ensure the project is exceeding the Town's and Community's expectations. ATTACHMENTS: Memorandum to the Town Council 3/6/2012 TOWN OF VAILt Memorandum TO: Vail Town Council FROM: Town of Vail Municipal Office Project Management Selection Committee DATE: March 6, 2012 SUBJECT: Award of Project Management Contract I. PURPOSE The purpose of this memorandum is present the Town of Vail Municipal Office Project Management Selection Committee's recommendation for the award of a project management contract. The Vail Town Council is being asked to award the project management contract to CP Vail of Denver, Colorado. II. ACTION REQUESTED The Vail Town Council is being asked to award the project management contract for the redevelopment of the Town's municipal site. Does the Vail Town Council authorize the Town Manager to negotiate and enter into a professional services contract with CP Vail, in a form approved by the Town Attorney, to provide project management for the development of new municipal offices for the Town of Vail, located at 75 South Frontage Road, pursuant to the scope of services outlined in the Request for Proposals, dated February 15, 2012 reflecting the recommendation of the Selection Committee? III. BACKGROUND On February 15, 2012, the Town of Vail released a request for proposals for professional project management services in an open process to solicit responses. On February 24, 2012, the Town of Vail received eleven responses to the request for proposals. Following a detailed review and analysis of the responses, five project management teams were selected to move forward and participate in an on-site interview process. On February 28, 2012, the selection committee held on-site interviews. Five teams were interviewed and evaluated based upon the following criteria: • Extensive project management experience with similar municipal office facilities. • Demonstrated ability to perform in the Town's entitlement process. • Ability to achieve the goals/milestones identified for the project. • Understanding of the project and what is required to get the job done. • Successful completion of similar projects with similar challenges, solutions, and coordination. • Staff availability to complete the project on budget and on time. 3/6/2012 13 - 1 - I • Exceptional ability to develop and maintain professional relationships through effective communication. • A proven track record of collaboration with multiple stakeholders and teams. • A competitive professional fee based upon the scope and quality of the work required. • Demonstrated ability to make progress on multiple tasks in a dynamic and ever- changing process. • Local preference provided the teams are qualified and competitive IV. SELECTION COMMITTEE RECOMMENDATION The selection committee recommends the Vail Town Council awards the professional services contract for project management to CP Vail. Mr. John Bills, Managing Principal, will be responsible for the project from an overall standpoint. Mr. Chris Penney, Senior Project Manager, will be responsible for the preconstruction process and the lead during construction. Mr. Bryan Carruthers Managing Principal, will be responsible for quality control to ensure the project is exceeding the Town's and Community's expectations. The committee recommends CP Vail for the following reasons: • Extensive municipal project management experience. • Experience managing projects for the Town of Vail and in the Vail Valley • Demonstrated abilities to design buildings and facilities in mountain environments. • Availability of staff and team members to complete projects on a tight schedule. • Thorough understanding of the project and in depth knowledge of the complexities associated with the project. • Well assembled team of project management professionals appropriately allocated throughout the duration of the project. • A competitive fee of$235,032 total or $68.80/hour average (see attached) • Demonstrated ability to manage difficult projects in the Town's development review process. • Exceptional ability to develop and maintain professional relationships through effective communication. 2 3/6/2012 13 - I -2 CP Vail,LLC Fee Worksheet Town of Vail Municipal Building Avg. Hours Average Duration Fee/ Total Fee/ Phase&Role /Wk Weeks Per [months] Total Hours Rate[$/Hr] Month Phase Month Design&Entitlements Principal 12 433 13 675 $80 $4,157 $54,038 Principal/Quality Control 2 433 13 113 $0 $0 $0 Senior Project Manager 0 4.33 13 0 $70 $0 $0 Subtotal 14 788 $4,157 $54,038 Staff Relocation Principal 4 433 2 35 $80 $1,386 $2,771 Principal/Quality Control 1 433 2 9 $0 $0 $0 Senior Project Manager 32 4.33 2 277 $70 $9,699 $19,398 Subtotal 37 320 $11,085 $22,170 Construction Principal 4 4.33 19 329 S30 $1,386 $26,326 Principal/Quality Control 1 4.33 19 82 $0 $0 $0 Senior Project Manager 20 4.33 19 1,645 $70 $6,062 $115,178 Subtotal 25 2,057 $7,448 $141,504 Move-In/Close-out Principal 4 4,33 2 35 $80 $1,386 $2,771 Principal/Quality Control 1 433 2 9 $0 $0 $0 Senior Project Manager 24 4.33 2 208 $70 $7,274 $14,549 Subtotal 29 251 $8,660 $17,320 Total 3,416 $235,032 Average Rate Per Hour 68.80 3 3/6/2012 13- 1-3 TOWN OF VAIL Town of Vail Municipal Site Redevelopment Town of Vail — Vail Valley Medical Center — Steadman Clinic — Steadman Philippon Research Institute Ott h ♦ A r jr 1 I j .7. Redevelopment of the Town of Vail municipal site will include construction of a new medical office building on the west side and a new municipal building on the east side. A skyway will be built over South Frontage Road to access the medical center across the street. The police department wing farthest to the east will be connected to the new municipal building and will be remodeled to match. The site will include 200 underground parking spaces for the two buildings. Frequently Asked Questions March 6, 2012 Who is proposing this development? The town of Vail is partnering with Vail Valley Medical Center, Steadman Clinic and Steadman Philippon Research Institute on redevelopment of the western 2 13rds of the town's municipal site located at 75 South Frontage Road. What will the new development include? First, there are two components to the development. It will include a new 56,500 square foot medical office building that will provide a new home for the Steadman Clinic, Steadman Philippon Research Institute and Howard Head Sports Medicine. Relocation of these medical services will allow Vail Valley Medical Center to grow and meet expanding patient needs. The development will also provide the town of Vail with a new 2 1,000 square foot Municipal Building that will improve customer service, create efficiencies and enhance the use of technology. The police department and E-911 Emergency Center will remain in-place but get a face lift as part of the development. The new buildings will share +/- 220 on-site parking spaces, approximately 200 of which will be underground. Additionally, there will be a skyway connection from the new medical office building to Vail Valley Medical Center and South Frontage Road improvements from the Main Vail Roundabout to Middle Creek. When is this project scheduled to happen? The schedule anticipates ground breaking on the new buildings in April 2013 with construction lasting 20 months. This will allow move-in to the new buildings in January 2015 in time for the 2015 World Alpine Ski Championships. Where will the municipal offices be located during construction? Some 50 to 60 municipal employees will likely be relocated to other town owned buildings during the 20-month construction period. You may find additional town employees working in a remodeled Main Vail Fire Station and an office space on the garden level of the Vail Village Inn, Phase V Building. With a fundamental goal to provide seamless customer service during the transition, the town is committed to a relocation plan that will be convenient and accessible to its customers. What is the long-term plan for Vail Valley Medical Center's Vail Campus? As a result of the partnership with the town of Vail and the Steadman Clinic, Vail Valley Medical Center is making a long-term commitment to remaining in Vail. In January 2012, Vail Valley Medical Center released a Request for Proposals for professional services to aid in developing a Master Facilities Plan for the Vail Campus. Included within the proposed plan are the goals to remove emergency vehicle traffic from West Meadow Drive, accommodate improved on-site loading and delivery and relocating the main entrance to Vail Valley Medical Center to the South Frontage Road. It has also been discussed that collaboration with the Evergreen Lodge will be included, to improve the physical planning of the neighborhood. Page 12 Where will the heli-pad go during construction? Why does the heli-pad need to move? Who will pay to relocate the heli-pad? During construction, the heli-pad will be temporarily relocated to Ford Park until Vail Valley Medical Center has completed its Master Facilities Plan for the Vail Campus, which will identify a permanent location. All costs associated with the temporary relocation of the heli-pad to Ford Park will be paid for by Vail Valley Medical Center. All future costs to move the hell-pad to its permanent location will also be paid for by Vail Valley Medical Center. How long has the town been considering this redevelopment? The town has been studying the redevelopment possibilities in a partnership with Vail Valley Medical Center, the Steadman Clinic and the Steadman Philippon Research Institute since May, 2011. A Memorandum of Understanding (MOU) was approved by the Vail Town Council on January 17, 2012, following a two-part feasibility analysis completed by Triumph Development for the town, Vail Valley Medical Center and Steadman Clinic. What is the current cost estimate for the town of Vail's new Municipal Building? The new Municipal Building is estimated to cost$15 million. Included within the cost is the new building, frontage road and off-site improvements, and the new below grade parking garage. The cost estimate is based on schematic design and pre-construction cost estimates. How many square feet are the town's municipal offices today? The town of Vail Municipal offices are currently about 16,000 square feet. The offices are home to the town's administration, court, community development, finance, human resources, information technology and town council chambers. Why does the town need 21,000 square feet in its new building? The program for the new building has not yet been finalized. That important step will occur over the next several months as designs are prepared and presented for review. Based on current projections, roughly 18,000 square feet of net useable space is needed in the new building. Factoring in things such as stairways, circulation, mechanical rooms, restrooms, and etc. 21,000 square feet is needed. Who is Vail MOB, LLC? Vail MOB, LLC is a partnership between Vail Valley Medical Center and Steadman Clinic that will be formed to purchase the land from the town of Vail for the new medical office building. What is Vail MOB, LLC's role in the development? Vail MOB, LLC will own the land under the new medical office building throughout construction. They will contract with Triumph Development to construct the new medical office building, skyway to Vail Valley Medical Center, parking garage and associated off-site improvements. Page 13 Upon completion, Vail MOB, LLC partners (Vail Valley Medical Center and Steadman Clinic) will continue to own the land and the medical office building. What steps are needed to formalize the development? There are many steps needed to formalize the development at this point. The most immediate step is for the Vail Town Council to consider an ordinance authorizing the sale of the land. This step requires two readings of an ordinance which are presently scheduled to occur on March 6 and March 20. A second set of steps is to finalize the development agreement. Topics to be addressed in the agreement are outlined in the January 17, 2012, Memorandum of Understanding. The details of these topics will be enumerated as additional design development is completed. For instance, the Memorandum of Understanding acknowledges that each party will contribute its pro-rata share for the cost to construct the parking garage but the design needs to be finalized. Additionally, mitigation of off- site impacts as a result of the development can not be determined until the design has been finalized and the plans have been approved. Further, the subdivision line will not been platted until the design is more fully developed. The development agreement, once completed, will be presented to the Vail Town Council for review and approval. It has already been agreed the costs for the heli-pad relocation and the skyway will be paid by Vail Valley Medical Center. Is the town selling its land? Yes. The Vail Town Council will consider an ordinance to sell +/- 0.556-acres for$5 million to Vail Valley Medical Center and Steadman Clinic on March 6. The sale of the land is contingent upon Vail Valley Medical Center and the Steadman Clinic securing financing and the issuance of a building permit by the town of Vail. Why is the town selling its land and not leasing it? The Vail Town Council has agreed to sell the land to increase the viability and success of the development. Selling the land improves the ability of Vail Valley Medical Center and Steadman Clinic to finance the new medical office building. How was the purchase price for the land determined? In August 2011, the Vail Town Council completed a real estate appraisal for the westernmost 2 13rds of the town's municipal site. As comparable properties and uses are non-existent in the town of Vail, a value of use method was used to arrive at a range of value for the land. Based on the size of the two new buildings and the current projected lease rate of office space in Vail, a value range of$7.8 - $8.9 million was assigned. Presuming the new town offices will occupy roughly 26% of the new square footage on the site and the new medical office building will occupy the remaining 76% of the square footage, an adjusted value for the medical office land use is identified at $5.9 to $6.8 million. Due to the demonstrated economic benefits of Vail Valley Medical Center, Steadman Clinic, Steadman Philippon Research Institute and Howard Head Sports Medicine, the Page 14 Vail Town Council has agreed to sell a portion of the land for$5 million to facilitate construction of the new medical office building in Vail. The Vail Town Council believes the potential for continued and expanded economic growth associated with the new medical office building off-set the established purchase price of the land. How is the town paying for its new Municipal Building? The Vail Town Council plans to use the $5 million from the sale of a portion of the land and the remaining $10 million may be paid in cash from the town's reserve funds and/or the town may issue Certificates of Participation. Certificates of Participation provide funding for construction using the building as collateral and annual lease payments to repay certificate holders. Certificates of Participation are a common method used by governments to pay for new government facilities. At the end of 2012, the Vail Town Council will make a decision to either use reserve funds and/or Certificates of Participation based on the status of capital project commitments the town of Vail has made. If the town is taking on debt, why isn't it holding an election pursuant to TABOR? The Vail Town Council has chosen not to incur any debt for the new Municipal Building. The town currently has the ability to meet its Town Charter reserve obligations and pay cash or issue Certificates of Participation for the new building. Since the Vail Town Council has decided to pay cash or issue Certificates of Participation there is not a requirement for an election to incur any debt. Are there any benefits to the town getting involved with private businesses? The redevelopment is seen as a major economic stimulus for the community. Most communities across the country work with and compete for private businesses to help sustain and grow their local economy. According to analysis from BBC Research & Consulting, Vail Valley Medical Center generates approximately$5.8 million in annual spending in Vail from employees, hospital purchases, patients and their families. The Steadman Clinic generates over 92,000 local visitor nights each year from surgery patients and their families, based on the international demographics of the patients. The surgeries performed by the Steadman Clinic also continuously generate customers for Vail Valley Surgery Center, Howard Head Sports Medicine and Vail Valley Medical Center, which supports over 600 local jobs. Local spending by Steadman Clinic and Steadman Philippon Research Institute employees, patients and their families is estimated at $25.4 million per year. This spending supports all local businesses, restaurants and hotels, making Vail's and Eagle County's economy stronger. Why does the town need a new Municipal Building now? Based on two different economic impact analyses that were completed and which aided in the town's decision-making process, the town believes the new medical office building will broaden Vail's economic base and will help sustain the community through ups and downs. Page 15 What is the role of the Vail Valley Medical Center in the development? The Vail Valley Medical Center is a major player in the development as they will pay nearly$24 million toward the medical office building cost and own approximately 46% of the building. Office space owned by Vail Valley Medical Center will be leased to the Howard Head Sports Medicine and the Steadman Philippon Research Institute. Vail Valley Medical Center has been looking for opportunities to expand services at their Vail Campus. This opportunity allows them to expand their services in Vail, while maintaining a valuable relationship with the Steadman Clinic, Steadman Philippon Research Institute and Howard Head Sports Medicine. Once the Steadman Clinic, Steadman Philippon Research Institute and Howard Head Sports Medicine offices are relocated, more than 35,000 square feet of existing space is available for Vail Valley Medical Center re-use. What is the role of the Steadman Clinic in the development? Since it began in 1988, the Steadman Clinic has seen its patient numbers increase each year. Today, the Steadman Clinic has 11 affiliated physicians, 23 administrative staff, and 52 clinical support staff and serves approximately 10,500 patients each year. The continued growth of the Steadman Clinic is testament to its reputation and skill. Further growth is impeded by a lack of additional space at Vail Valley Medical Center. Without further office space opportunities in Vail, the Steadman Clinic will find office space elsewhere. This would be a significant loss of annual revenue to Vail Valley Medical Center and the Vail community. How is the hospital group structured? What role do the doctors at-large have in the development? Vail Valley Medical Center and the Steadman Clinic have formed a joint venture to develop the new medical office building. The doctors affiliated with Vail Valley Medical Center do not have a role in the development of the medical office building. The medical office building is being financed by Vail Valley Medical Center and the Steadman Clinic. Upon completion, Vail Valley Medical Center and the Steadman Clinic will have invested more than $51 million for expanded medical facilities in Vail. What financial obligations are being made by the town of Vail? The town of Vail has committed to the sale of a portion of its land, construction costs for the new Municipal Building and the construction costs for its pro-rata share of the parking structure and off-site improvements. The town will also incur expenses to temporarily relocate some 50— 60 employees during the 20-month construction. The town's projected total financial obligation is set at $15 million. What financial obligations are being made by the Vail Valley Medical Center? The Vail Valley Medical Center has committed to a joint venture with the Steadman Clinic to develop the new medical office building. Vail Valley Medical Center and the Steadman Clinic will own the building. The Vail Valley Medical Center's projected total financial obligation is approximately $24 million for the new medical office building. Page 16 What assurance does the town have the Steadman Clinic and/or Steadman Philippon Research Institute will not leave Vail and this project in a few years? If they can or do leave, what additional economic exposure does the town have? The town of Vail will not own any portion of the new medical office building; therefore the town has no ongoing financial risk related to the medical office building. Will there be a deed restriction on the land the town of Vail is selling? No. A deed restriction on the land is not currently contemplated by the town of Vail, Vail Valley Medical Center or Steadman Clinic. The town will maintain control of the land's use through zoning regulations. The land's zoning designation will remain General Use (GU) and the only approved use will be a medical office building and the town's municipal office building. In the future a rezoning of the property could be requested and would need to be considered by the town. Will there be a deed restriction on the use or ownership of the medical office building? No. The Vail Town Council is not expecting a deed restriction to be placed on future use or ownership of the medical office building. What financial exposure does the town have if the medical office building development is discontinued? The town of Vail will not own any portion of the new medical office building; therefore the town has no ongoing financial risk related to the medical office building. Pursuant to anticipated terms of the purchase and sale agreement, a completion bond is required by and between the parties to ensure completion of the development. The agreement provides that project financing, completion bonds and building permits shall be in place simultaneous with the sale of the land. Is the Evergreen Lodge, located between Vail Valley Medical Center and the Municipal Complex, included in the development? No. The Evergreen Lodge is privately owned. There is no obligation for an adjacent property owner to participate in their neighbor's development plan. Vail Valley Medical Center has, however, initiated a facilities master planning process which will no doubt include the input and participation of not only the Evergreen Lodge owners, but also the owners of all property adjacent to the medical center. For additional information please contact George Ruther at gruther(b-vailgov.com Page 18 i - What financial obligations are being made by the Steadman Clinic and the Steadman Philippon Research Institute? The Steadman Clinic has committed to a joint venture with Vail Valley Medical Center for the new medical office building. The Steadman Philippon Research Institute is currently anticipated to be a lessee in the new medical office building. The Steadman Clinic's projected total financial obligation is approximately $27 million for the new medical office building. This financial commitment will begin when the Steadman Clinic purchases their share of the land and puts up a substantial deposit in order to begin construction on the project. How much will Vail Valley Medical Center own and how much with the Steadman Clinic own of the new medical office building? The Vail Valley Medical Center will own approximately 46% of the new medical office building and the Steadman Clinic will own the remaining 54%. This is based on their pro-rata share of the cost of the new building. What is the relationship between Vail Valley Medical Center and the Howard Head Sports Medicine? Howard Head Sports Medicine currently leases its space from Vail Valley Medical Center. Following the medical office building construction, Howard Head will continue to lease space from the Vail Valley Medical Center in the new medical office building. New space is being specifically designed to meet the needs and growth requirements of Howard Head Sports Medicine. What is the relationship between the Steadman Clinic and Steadman Philippon Research Institute? Steadman Philippon Research Institute currently leases space from Vail Valley Medical Center. When the new medical office building is complete, Steadman Philippon Research Institute will continue to lease space from Vail Valley Medical Center. The Steadman Philippon Research Institute is an independent, tax exempt (IRS code 501 (c) (3)) charitable organization, employing scientists, researchers, fellows, visiting scholars and interns. Steadman Philippon Research Institute and the Steadman Clinic have a business relationship. Their relationship exists to further the mission statements of the Steadman Clinic and the Steadman Philippon Research Institute which are to perform "evidence based orthopaedic sports medicine and to keep people active." Is this a joint venture or a partnership between all of the parties? No. There is no joint venture or partnership with the town of Vail for the redevelopment. The town of Vail has committed to selling a portion of its land and simultaneously constructing a new Municipal Building. No formal partnership exists between the town of Vail and any of the other parties. Page 17 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: Second reading of Ordinance No. 1, Series of 2012, an ordinance approving a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, for a rezoning from Ski Base Recreation District to Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto (PEC110067). PRESENTER(S): Rachel Dimond, Tom Braun ACTION REQUESTED OF COUNCIL: The Vail Town Council shall approve, approve with modifications, or deny Ordinance No. 1, Series of 2012, upon second reading. BACKGROUND: On January 30, 2012, the Planning and Environmental Commission held a public hearing on the proposed rezoning of the Ski and Snowboard Club Vail property from Ski Base Recreation District to Ski Base Recreation 2 District and has forwarded a recommendation of approval for the amendment to the Vail Town Council by a vote of 4-2-1 (Rediker, Pierce opposed, Cartin recused). On February 21, 2012, the Vail Town Council approved Ordinance No. 1, Series of 2012, upon first reading (5-0-1, Donovan recused), based on the review of the criteria and compliance with the findings outlined in the January 30, 2012 memorandum to the Planning and Environmental Commission, and the evidence and testimony presented. ATTACHMENTS: Ord. No 1, Series of 2012 Memo 030612 Ord. No 1, Series of 2012 second reading 030612 PEC Memo 3/6/2012 TOWN OF VAIL ' Memorandum TO: Vail Town Council FROM: Community Development Department DATE: March 6, 2012 SUBJECT: Second reading of Ordinance No. 1, Series of 2012, an ordinance approving a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, for a rezoning from Ski Base Recreation District to Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto (PEC110067). Applicant: Ski and Snowboard Club Vail, represented by Tom Braun Planner: Rachel Dimond I. SUMMARY The applicant, Ski and Snowboard Club Vail, is requesting a rezoning of the subject property, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, from the Ski Base Recreation District to the Ski Base Recreation 2 District. On February 21, 2012, the Vail Town Council approved Ordinance No. 1, Series of 2012, upon first reading (5-0-1, Donovan recused), based on the review of the criteria and compliance with the findings outlined in the January 30, 2012 memorandum to the Planning and Environmental Commission, and the evidence and testimony presented. Staff requests the Vail Town Council answer the following question: • Does the Town Council agree that Ski and Snowboard Club Vail should be rezoned to the Ski Base Recreation 2 District? Upon answering the question above, the Vail Town Council should approve, approve with recommendations, or deny Ordinance No. 1, Series of 2012, upon second reading. II. PLANNING AND ENVIRONMENTAL COMMISSION RECOMMENDATION On January 30, 2012, the Planning and Environmental Commission recommended the Vail Town Council approve Ordinance No. 1, Series of 2012, upon first reading, with a vote of 4-2-1 (Rediker, Pierce opposed; Cartin recused). This recommendation was based upon the review of the criteria outlined in the January 30, 2012 memorandum to 3/6/2012 14- 1 - I the Planning and Environmental Commission, and the evidence and testimony presented. III. ACTION REQUESTED OF THE TOWN COUNCIL Should the Vail Town Council choose to approve Ordinance No. 1, Series of 2012, upon second reading, the Community Development Department recommends the Council passes the following motion: "The Vail Town Council approves Ordinance No. 1, Series Of 2012, an ordinance approving a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, for a rezoning from Ski Base Recreation District to Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto." Should the Vail Town Council choose to approve Ordinance No. 1, Series of 2012, the Community Development Department recommends the Council makes the following findings: "Based upon the review of the criteria outlined in the January 30, 2012 memorandum to the Planning and Environmental Commission, and the evidence and testimony presented, the Vail Town Council finds. 1. That the amendments are consistent with the adopted goals, objectives and policies outlined in the Vail comprehensive plan and compatible with the development objectives of the town. 2. That the amendments are compatible with and suitable to adjacent uses and appropriate for the surrounding areas. 3. That the amendments promote the health, safety, morals, and general welfare of the town and promote the coordinated and harmonious development of the town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality." IV. ATTACHMENTS A. Ordinance No. 1, Series of 2012 B. PEC memorandum dated January 30, 2012 Town of Vail Page 2 3/6/2012 14- 1 -2 ORDINANCE NO. 1 SERIES OF 2012 AN ORDINANCE APPROVING A ZONE DISTRICT BOUNDARY AMENDMENT, PURSUANT TO SECTION 12-3-7, AMENDMENT, VAIL TOWN CODE, FOR A REZONING FROM SKI BASE RECREATION DISTRICT TO SKI BASE RECREATION 2 DISTRICT, LOCATED AT 598 VAIL VALLEY DRIVE/PART OF TRACT B, VAIL VILLAGE FILING 7, AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, zone district boundaries may be amended pursuant to the provisions of Section 12-3-7, Amendment, Vail Town Code; and WHEREAS, the subject property was annexed into the Town of Vail as part of the original Town boundaries on August 26, 1966 and was zoned Agriculture and Open Space District; and WHEREAS, the subject property was rezoned to Ski Base Recreation District from the Agriculture and Open Space District on February 15, 2000, to facilitate redevelopment as part of the larger Golden Peak development site; and WHEREAS, redevelopment of the subject property anticipated in 2000 never occurred; and WHEREAS, the subject property owner would like to redevelop the subject property and is requesting a rezoning to facilitate said redevelopment separate from the Golden Peak development site; and WHEREAS, on January 30, 2012, the Town of Vail Planning and Environmental Commission held a public hearing on a proposed rezoning from Ski Base Recreation District to Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and has forwarded a recommendation of approval for the amendment to the Vail Town Council by a vote of 4-2-1 (Pratt, Rediker opposed, Cartin recused); and WHEREAS, the Town of Vail Planning and Environmental Commission and the Vail Town Council finds that the amendments are consistent with the adopted goals, objectives and policies outlined in the Vail comprehensive plan and compatible with the development objectives of the town; and WHEREAS, the Town of Vail Planning and Environmental Commission and the Vail Town Council finds that the amendments are compatible with and suitable to adjacent uses and appropriate for the surrounding areas; and WHEREAS, the Town of Vail Planning and Environmental Commission and the Vail Town Council finds that the amendments promote the health, safety, morals, and general welfare of the town and promote the coordinated and harmonious development of the town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. This ordinance adopts the following zone district boundary amendment: Ordinance No. 1,Series of 2012 1 3/6/2012 14-2- 1 A rezoning from the Ski Base Recreation District to the Ski Base Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, as further described in Exhibit A of this ordinance. This zone district boundary amendment shall be effective upon the adoption of this ordinance. Section 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect 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. Section 3. 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. Section 4. The amendment of any provision of the Town Code 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 proceeding as commenced under or by virtue of the provision amended. The amendment of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. Section 5. 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 ON FIRST READING this 21St day of February, 2012 and a public hearing for second reading of this Ordinance set for the 6th day of March, 2012, at 6:00 P.M. in the Council Chambers of the Vail Municipal Building, Vail, Colorado. Andrew P. Daly, Mayor ATTEST: Lorelei Donaldson, Town Clerk INTRODUCED, READ, ADOPTED AND ENACTED ON SECOND READING AND ORDERED PUBLISHED IN FULL this 6th day of March, 2012. Andrew P. Daly, Mayor ATTEST: Lorelei Donaldson, Town Clerk Ordinance No. 1,Series of 2012 2 3/6/2012 14-2-2 w N N � N W Exhibit A Vail Village Filing Part of Tract B (598 Vail Valley Drive - Ski Clut E) 300 Last ified Km Feet Mod .Jarwary i 6.2012 fOYI➢Of VAIL' Ordinance No. 1, Series of 2012 TOWN OF VAIL Memorandum TO: Planning and Environmental Commission FROM: Community Development Department DATE: January 30, 2012 SUBJECT: A request for a recommendation to the Vail Town Council for a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, to allow for a rezoning from Ski Base/Recreation District to Ski Base/Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto. (PEC110067) Applicant: Ski and Snowboard Club Vail, represented by Tom Braun Planner: Rachel Dimond I. SUMMARY The applicant, Ski and Snowboard Club Vail (SSCV), is requesting a zone district boundary amendment to rezone the SSCV property, located at 598 Vail Valley Drive, from Ski Base/Recreation District to Ski Base/Recreation 2 District. Based upon Staff's review of the criteria outlined in Section VII of this memorandum and the evidence and testimony presented, the Community Development Department recommends the Planning and Environmental Commission forwards a recommendation of approval of the request, subject to the findings noted in Section IX of this memorandum. II. DESCRIPTION OF REQUEST The purpose of this request is to rezone the Ski and Snowboard Club Vail (SSCV) facility from the Ski Base Recreation (SBR) District to the Ski Base Recreation 2 (SBR2) District. A vicinity map (Attachment A), a zone district amendment map (Attachment B), the applicant's request (Attachment C), letters from neighbors (Attachment D) and the Golden Peak Operational Management Plan (Attachment E) are attached for review. Upon approval of a rezoning, the applicant will submit a development plan that includes details on site plan, height and all other development parameters. The Vail Town Code does not require development plans to be viewed concurrently with rezoning applications. If rezoned, all impacts of redevelopment of the site will be reviewed and addressed with the development plan, pursuant to 12-8E-17, Mitigation of Development 3/6/2012 14-3- 1 Impacts, Vail Town Code. Generally, development plans and rezoning requests are heard together for larger projects or when part of a larger development. III. BACKGROUND SSCV was founded in 1962 as a ski and snowboard youth development program. The existing SSCV structure was constructed in 1976 after the Planning and Environmental Commission approved a conditional use permit for a structure in the Agriculture and Open Space District. At the time, the PEC did not require any parking, stating that "additional parking in this location is not appropriate." At the time, Ski Club Vail served 75 users. On March 24, 1986, the PEC granted a front setback variance to allow a drop off area that also encroached into the Vail Valley Drive street right-of-way. The proposal also included the addition of the second floor of the club facility. At the time, Ski Club Vail leased parking spaces from the Rams-Horn Condominium Association to alleviate the on-site parking shortage. In January, 1998, the Town of Vail, Vail Associates and Ski Club Vail drafted a memorandum of understanding (MOU) regarding parking management for the Golden Peak Ski Base area facilities. Under this MOU, the Town Manager agreed to discuss Ski Club Vail's parking situation with the Town Council. At their October 13, 1998 hearing, the Vail Town Council directed Ski Club Vail personnel to submit an application to fix the parking and drop-off issues on site. In November 1999, the PEC approved a variance request for expanded parking and drop-off in the right-of-way in anticipation of an approved development plan. On December 13, 1999, the PEC recommended approval to the Vail Town Council for a rezoning of the property to the SBR District from the Agriculture and Open Space District. Contingent upon the rezoning, the PEC also approved a development plan and a conditional use permit for a "quasi-public club." The proposed redevelopment scheme included a 24,000 square foot commercial building for use by SSCV that included encroachments onto the adjacent Vail Resorts property, with half of the building located on Vail Resorts property. The development plan added SSCV to the Golden Peak development site. Figure 1 shows the proposed site plan as part of the approved development plan. On February 15, 2000, the Vail Town Council adopted Ordinance No. 2, Series of 2000, which rezoned the subject property from the Agriculture and Open Space District to the Ski Base/ Recreation District. The SSCV building was legally nonconforming in this district, and did not have the ability to expand under its existing zoning. According to the Staff memorandum dated February 1 , 2000, "due to the encroachment onto Vail Associates'property, it is necessary to apply a consistent zoning among the parcels." A rezoning was implemented in anticipation of a redevelopment that never occurred. Town of Vail Page 2 3/6/2012 14-3-2 •� m..A.nr wn..mnr.r.rr. •` \ i rC .a w - 1'.W I Oyu I. ♦fMnrl.�1 YI> ti ... XEV `'``4 f.• nikM 41.0E ��Iuxrw:ieaa4ra rM 11 .. �.. raur'<nro!u4mlu11 ! }-I lull M.cWl.lV4 ttl M.ffM.Pn � ,{ ` ( ! Fi11fsEASn.:u r[rtrur � �� ' kun:w Aero.mer n{.e.veo •M. nnw Ni...li• n+H.M rr SKI CLUB VAIL SCHEMATIC SITE PLAN VAIL,COLORAbO Figure 1: Ski Club Vail proposed site plan from 1999 SSCV now serves over 500 members in a variety of alpine racing, free-skiing, freestyle, Nordic and snowboarding programs. The Club is a 501(c)3 non-profit charitable organization. The club would like to redevelop the club facility, which is too small for current programming. According to the applicant's request in Attachment C, "The need to expand and update these facilities is acute. Creating a club facility that will be commensurate with its training facilities on Vail Mountain is the driving factor behind this redevelopment proposal." SSCV envisions a 16,000 square foot club facility with an entry/lobby area, a community room, lockers and other space for athletes in the Club's various programs, administration and coach's space, conditioning/training space and storage. Structured parking is planned in the lowest level of the building. In order to finance the project during this economic downturn, the club anticipates the inclusion of dwelling units on the site as part of any future development plan. The subject property was rezoned to the SBR District and had an approved development plan, as part of the larger Tract B development site. The language in the SBR District is very specific to the Golden Peak Lodge, and does not accommodate the stand alone development of the SSCV facility as a mixed use building. Upon initial discussion with the Town of Vail Staff regarding redevelopment scenarios, there were numerous options discussed regarding potential process routes SSCV could take to achieve a redevelopment scenario: Town of Vail Page 3 3/6/2012 14-3-3 • Amend the SBR District to include mixed use club facility as a land use (still non- conforming minimum lot size) • Special Development District (underlying zone district dictates allowable land uses) • Create a new zone district (results in an additional ski base area zone district) • Rezone the property to an existing zone district (SBR2 District meets the applicant's needs of the proposed redevelopment) After reviewing the issues related to each option, the Town Staff and the applicant agreed that rezoning to the SBR2 District would be the best option to peruse the redevelopment goals of the SSCV. IV. APPLICABLE PLANNING DOCUMENTS Staff believes that following provisions of the Vail Land Use Plan, the Vail Village Master Plan and the Vail Town Code are relevant to the review of this proposal: Vail Land Use Plan (in part) Chapter 11 - Land Use Plan Goals/Policies (in part) 1. General Growth/Development 1.1 Vail should continue to grow in a controlled environment, maintaining a balance between residential, commercial and recreational uses to serve both the visitor and the permanent resident. 1.3 The quality of development should be maintained and upgraded whenever possible. 1.12 Vail should accommodate most of the additional growth in existing developed areas (infill areas). 2. Skier/Tourist Concerns 2.2 The ski area owner, the business community and the Town leaders should work together to improve facilities for day skiers. Chapter VI— Proposed Land Use (in part) SB Ski Base: Ski base areas are designated at the main mountain portals found within the Town. Uses and activities for these areas are intended to encourage a safe, convenient and aesthetically-pleasing transition between the ski mountain and surrounding land use categories. The range of uses and activities appropriate in the Ski Base (SB) land use category may include skier and resort services, ski lifts, ski trails, base facilities, public restrooms, ticket sales, clubs, public plazas, open spaces, parking and loading/delivery facilities, and residential, retail, and restaurant uses. Town of Vail Page 4 3/6/2012 14-3-4 Vail Village Master Plan (in part) GOAL #1 ENCOURAGE HIGH QUALITY, REDEVELOPMENT WHILE PRESERVING UNIQUE ARCHITECTURAL SCALE OF THE VILLAGE IN ORDER TO SUSTAIN ITS SENSE OF COMMUNITY AND IDENTITY. Objective 1 .2: Encourage the upgrading and redevelopment of residential and commercial facilities. Policy 1 .2.1 : Additional development may be allowed as identified by the Action Plan and as is consistent with the Vail Village Master Plan and Urban Design Guide Plan. Policy 1 .4.2: The Town may grant flexibility in the interpretation and implementation of its regulations and design guidelines to help protect and maintain the existing character of Vail Village. GOAL #2 TO FOSTER A STRONG TOURIST INDUSTRY AND PROMOTE YEAR- AROUND ECONOMIC HEALTH AND VIABILITY FOR THE VILLAGE AND FOR THE COMMUNITY AS A WHOLE. Objective 2.1 : Recognize the variety of land uses found in the 11 sub-areas throughout the Village and allow for development that is compatible with these established land use patterns. Objective 2.2: Recognize the importance of Vail Village as a mixed use center of activities for our guests, visitors and residents. Objective 2.3: Increase the number of residential units available for short term overnight accommodations. Policy 2.3.1 : The development of short term accommodation units is strongly encouraged. Residential units that are developed above existing density levels are required to be designed or managed in a manner that makes them available for short term overnight rental. Objective 2.4: Encourage the development of a variety of new commercial activity where compatible with existing land uses. Policy 2.4.1 : Commercial infill development consistent with established horizontal zoning regulations shall be encouraged to provide activity generators, accessible greenspaces, public plazas, and streetscape improvements to the pedestrian network throughout the Village. Objective 2.5: Encourage the continued upgrading, renovation and maintenance of existing lodging and commercial facilities to better serve the needs of our guests. Town of Vail Page 5 3/6/2012 14-3-5 Policy 2.5.1 : Recreation amenities, common areas, meeting facilities and other amenities shall be preserved and enhanced as a part of any redevelopment of lodging properties. LAND USE PLAN: There is a well-defined overall pattern of land use throughout the Village that establishes one of its more pleasant characteristics. The greatest variety and intensity of uses are found within the Village Core Area and along the pedestrian ways of East Meadow Drive. The mixed use character of these areas make significant contributions to the vitality of the pedestrian experience in the Village. Land uses surrounding these areas are predominantly residential with a mixture of lodging, condominium, and low density residential development. Other land use designations in the Village include heavy service, public facility/parking, and ski base/recreation. Ski Base/Recreation: Located at the base of Vail Mountain in the Golden Peak area and immediately adjacent to Vail Village, this designation is intended to provide for the facilities and services inherent to the operation of a ski area. Uses and activities for these areas are intended to encourage a safe, convenient, and aesthetically-pleasing transition between the ski mountain and surrounding land use categories. The range of uses and activities appropriate in the Ski Base/Recreation land use category may include skier and resort services, ski lifts, ski trails, base facilities, public restrooms, ticket sales, clubs, public plazas, outdoor cultural/art events and sports venue, open spaces, parking and loading/delivery facilities, and residential, retail, and restaurant uses. GOLDEN PEAK SKI BASE SUB-AREA (#10) . .�/.' V t• � ` i ti' TttiR13 � I � _ `s y-t� �� 5 -' rI 5 SSWRiS. I �'i � � •s � �.;�-� ��-�-° 4.. ' •`.;� "-EAST :G�R�� `-�- . CREEK � . Y -4Z � V4L 6[I OL4Y_ GOLDEN PEAK � r• �r'1 k # -�` � —fir \�1 3 �-_ •:0 The Golden Peak Ski Base Sub-Area has traditionally served as a recreational activity center throughout the year. The Golden Peak Ski Base facility provides one of four access portals to Vail Mountain during the winter months, and accommodates a number Town of Vail Page 6 3/6/2012 14-3-6 of the Town's recreation programs during the summer. In 1983, Vail Associates received approval for the redevelopment of this facility and in 1988, completed the Children's Ski Center. The further redevelopment of this area will serve to reinforce its role as a major ski base and recreational activity center for the entire community. Development or redevelopment of this sub-area will attract additional traffic and population into this area and may have significant impacts upon portions of Sub-Areas 6 and 7. 34 34 3 .. y �? 2.3 - 2-3 1-2 27 3 F� —• �' r � ��. - G_`1 \\ I�/jam i� ��J'. 1 CONCEPTUAL BUILDING L�GEND - °` �� `� i( '.c -� ', HEIGHT PLAN + � "C 'b),i�.VILLAGE PLAN 3.4 I,wxlmura we1cE oe ifulnlnc RECxT iR sroRlES i et�ing��y Is da11Mtl as 8 rBBt Oi nPgnt ' 0 \ nalgnt rea c om y% w�l ee Eetasm'rad q,�dnlag, Varied loot noynts �a! R rnitin fAgB speelted A deaind la ncE WiNi� , 1' DENOTES EX16-OR-ED BUIU__- O OT OtF Tp"ME fpvUECTWL BNIUIu 9fagalG LEaIOSES A1�19 CF SIMMA if-Jdli ^ �- '-r��-� Title 12, Zoninq Re_pulations, Vail Town Code (in part) Chapter 12-1: Title, Purpose And Applicability 12-1-2: Purpose: A. General: These regulations are enacted for the purpose of promoting the health, safety, morals, and general welfare of the town, and to promote the coordinated and harmonious development of the town in a manner that will conserve and enhance its natural environment and its established character as a resort and residential community of high quality. B. Specific: These regulations are intended to achieve the following more specific purposes: 1. To provide for adequate light, air, sanitation, drainage, and public facilities. Town of Vail Page 7 3/6/2012 14-3-7 2. To secure safety from fire, panic, flood, avalanche, accumulation of snow, and other dangerous conditions. 3. To promote safe and efficient pedestrian and vehicular traffic circulation and to lessen congestion in the streets. 4. To promote adequate and appropriately located off street parking and loading facilities. 5. To conserve and maintain established community qualities and economic values. 6. To encourage a harmonious, convenient, workable relationship among land uses, consistent with municipal development objectives. 7. To prevent excessive population densities and overcrowding of the land with structures. 8. To safeguard and enhance the appearance of the town. 9. To conserve and protect wildlife, streams, woods, hillsides, and other desirable natural features. 10. To assure adequate open space, recreation opportunities, and other amenities and facilities conducive to desired living quarters. 11. To otherwise provide for the growth of an orderly and viable community. Article 12-8D. Ski Base/Recreation (SBR) District 12-8D-1: Purpose: The ski base/recreation district is intended to provide for the base facilities necessary to operate the ski mountain and to allow multi-family residential dwellings as a secondary use if certain criteria are met. In addition, summer recreational uses and facilities are encouraged to achieve multiseasonal use of some of the facilities and provide for efficient use of the facilities. 12-8D-2: Permitted Uses: A. Within Main Lodge: The following uses shall be permitted within the main base lodge building in the ski base/recreation district: Basket rental. Injury prevention and rehabilitation facilities for owners' use. Lift ticket sales. Meeting rooms for owner use and community oriented organizations. Restaurant/bar/snack bar/candy sales. Ski lockers/employee locker rooms. Ski repair, rental, sales and accessories. Ski school and ski patrol facilities. Special community events. Summer seasonal recreational, cultural and educational programs and offices. Tennis pro shop. B. Retail And Meeting Room Space Limitation: a. Retail sales space in the first two (2) floors shall be limited to a maximum of fifteen percent (15%) of the nonresidential gross square footage of the main base lodge building. Under this section "retail"shall be defined as tennis pro shop, candy sales, ski repair/rental sales, accessories and clothing, basket rental, ski lockers and storage for the public. Town of Vail Page 8 3/6/2012 14-3-8 b. Meeting rooms shall be limited to a maximum of ten percent (10%) of the nonresidential gross square footage of the main building. C. Dwelling Units: Multi-family dwelling units within the main base lodge building if the following requirements are met: 1. The dwelling units shall be a secondary use within the main base lodge building if they meet the following criteria: a. No residential use on ground level. b. Visual impacts such as surface parking for the dwelling units shall be minimized by providing at least forty percent (40%) of the required parking within the main base lodge building or in an attached parking structure. c. The maximum gross residential floor area (GRFA) devoted to dwelling units shall not exceed thirty percent (30%) of the total gross square footage of the main base lodge building. 2. Before acting on multi-family dwelling units, the planning and environmental commission shall consider the following factors in regard thereto: a. Relationship and impacts of the use on development objectives of the town. b. Effect of the use on light and air, distribution of population, transportation facilities, utilities, schools, parks, and recreational facilities, and other public facilities and public facilities needs. c. Effect upon traffic, with particular reference to congestion, automotive and pedestrian safety and convenience, traffic flow and control, access, maneuverability, and removal of snow from the streets and parking area. d. Effect upon the character of the area in which the proposed use is to be located, including the scale and bulk of the proposed use in relation to surrounding uses. 3. The planning and environmental commission shall make the findings set forth in subsection 12-16-6B of this title before permitting multi-family units within the main base lodge building. D. Children's Ski School Building: Permitted uses within the children's ski school building: Children's ski school services and programs. Community events and programs. Summer recreational, cultural and educational programs. Year round childcare and children's ski school and appurtenant recreational facilities and programs. E. Outside Of Lodge: The following uses shall be permitted outside the main base lodge and children's ski school buildings as shown on the approved development plan zoned ski base/recreation district: Bus and skier drop off. Food and beverage service. Indoor and outdoor ski storage. Mountain storage buildings. Private unstructured parking. Public parks, tennis and volleyball courts, and playing fields, playgrounds. Ski racing facilities. Town of Vail Page 9 3/6/2012 14-3-9 Ski school activities. Ski trails, slopes and lifts. Snowmaking facilities. Special community events. Water treatment and storage facilities buildings. F. Employee Housing Units: Employee housing units, as further regulated by chapter 13 of this title. 12-8D-3: CONDITIONAL USES: The following conditional uses shall be permitted in the ski base/recreation district, subject to the issuance of a conditional use permit in accordance with the provisions of chapter 16 of this title: Addition or expansion of storage buildings for mountain equipment. Additions or expansions of public or private parking structures or spaces. Bed and breakfasts, as further regulated by section 12-14-18 of this title. Child daycare center. Communications antennas and appurtenant equipment. Food and beverage cart vending. Public, private or quasi-public clubs. Recreation room/minor arcade. Redevelopment of public parks, playgrounds. Redevelopment of ski lifts and tows. Redevelopment of ski racing facilities. Redevelopment of water storage extraction and treatment facilities. Seasonal structures to accommodate athletic, cultural, or educational activities. Summer outdoor storage for mountain equipment. Summer seasonal community offices and programs. 12-8D-4: ACCESSORY USES: The following accessory uses shall be permitted in the ski base/recreation district: Accessory uses customarily incidental to permitted and conditional uses and necessary for the operation thereof. Home occupations, subject to the issuance of a home occupation permit in accordance with the provisions of section 12-14-12 of this title. 12-8D-5: LOCATION OF BUSINESS ACTIVITY: All offices and retail sales conducted in the ski base/recreation district shall be operated and conducted entirely within a building except for approved special events and food and beverage vending. 12-8D-6: DEVELOPMENT PLAN REQUIRED: A. Compatibility With Intent: To ensure the unified development, the protection of the natural environment, the compatibility with the surrounding area and to assure that development in the ski base/recreation district will meet the intent of the zone district, a development plan shall be required. Town of Vail Page 10 3/6/2012 14-3- 10 B. Plan Process And Procedures: The proposed development plan shall be in accordance with section 12-8D-7 of this article and shall be submitted by the developer to the administrator, who shall refer it to the planning and environmental commission, which shall consider the plan at a regularly scheduled meeting. A report of the planning and environmental commission stating its findings and recommendations shall be transmitted to the town council for approval in accordance with the applicable provisions of section 12-16-6 of this title. C. Plan As Guide: The approved development plan shall be used as the principal guide for all development within the ski base/recreation district. D. Amendment Process: Amendments to the approved development plan will be considered in accordance with the provisions of section 12-9A-10 of this title. E. DRB Approval Required: The development plan and any subsequent amendments thereto shall require the approval of the design review board in accordance with the applicable provisions of chapter 11 of this title prior to the commencement of site preparation. 12-8D-7: DEVELOPMENT PLAN CONTENTS: The administrator shall establish the submittal requirements for a development plan application. A complete list of the submittal requirements shall be maintained by the administrator and filed in the department of community development. Certain submittal requirements may be waived and/or modified by the administrator and/or the reviewing body if it is demonstrated by the applicant that the information and materials required are not relevant to the proposed development or applicable to the planning documents that comprise the Vail comprehensive plan. The administrator and/or the reviewing body may require the submission of additional plans, drawings, specifications, samples and other materials if deemed necessary to properly evaluate the proposal. 12-8D-8: DEVELOPMENT STANDARDS/CRITERIA FOR EVALUATION: The following criteria shall be used as the principal means for evaluating a proposed development plan. It shall be the burden of the applicant to demonstrate that the proposed development plan complies with all applicable design criteria. A. Building design with respect to architecture, character, scale, massing and orientation is compatible with the site, adjacent properties and the surrounding neighborhood. B. Buildings, improvements, uses and activities are designed and located to produce a functional development plan responsive to the site, the surrounding neighborhood and uses, and the community as a whole. C. Open space and landscaping are both functional and aesthetic, are designed to preserve and enhance the natural features of the site, maximize opportunities for access and use by the public, provide adequate buffering between the proposed uses and surrounding properties, and, when possible, are integrated with existing open space and recreation areas. Town of Vail Page 11 3/6/2012 14-3- 11 D. A pedestrian and vehicular circulation system is designed to provide safe, efficient and aesthetically pleasing circulation to the site and throughout the development. E. Environmental impacts resulting from the proposal have been identified in the project's environmental impact report, if not waived, and all necessary mitigating measures are implemented as a part of the proposed development plan. F. Compliance with the Vail comprehensive plan and other applicable plans. 12-8D-9: LOT AREA: The minimum lot or site area shall be forty (40) acres of site area, at least one acre of which shall be buildable area. 12-8D-10: SETBACKS: In the ski base/recreation district, front, side, rear and stream setbacks shall be as indicated on the approved development plan. 12-8D-11: HEIGHT: Up to sixty percent (60%) of the building (building coverage area) may be built to a height of thirty five feet (35'), or less. No more than forty percent (40%) of the building (building coverage area) may be higher than thirty five feet (35'), but not higher than forty feet (40). Towers, spires, cupolas, chimneys, flagpoles, and similar architectural features not usable as gross residential floor area may extend above the height limit a distance of not more than twenty five percent (25%) of the height limit nor more than fifteen feet (15). 12-8D-12: DENSITY CONTROL: Total density shall not exceed one dwelling unit per eight (8) acres of site area. A dwelling unit in a multiple-family building may include one attached accommodation unit no larger than one-third (113) of the total floor area of the dwelling 12-8D-13: SITE COVERAGE: Site coverage shall be as shown on the approved development plan. 12-8D-14: LANDSCAPING AND SITE DEVELOPMENT. Landscaping requirements shall be as shown on the approved development plan. All areas within the area(s) of disturbance in the landscape plan not occupied by building, ground level decks or patios, or parking shall be landscaped. 12-8D-15: PARKING PLAN AND PROGRAM: Parking plan and management program shall be as shown on and described in the approved development plan. ARTICLE 12-8E. SKI BASE/RECREATION 2 (SBR2) DISTRICT 12-8E-1: PURPOSE: The ski base/recreation 2 district is intended to provide sites for facilities, activities and uses necessary for and appurtenant to the operation of a ski mountain. A variety of other facilities, uses and activities, including, but not limited to, residential, public and semipublic uses and special community events typically associated with a vibrant resort community are also permitted within the zone district. The ski base/recreation 2 district is intended to ensure adequate light, air, open space Town of Vail Page 12 3/6/2012 14-3- 12 and other amenities appropriate to permitted and conditional uses throughout the zone district. In order to achieve this objective and to ensure compatibility with adjacent land uses, all permitted uses, development and activity within the zone district shall be subject to approval of a comprehensive development plan in accordance with the provisions of this article. Furthermore, due to the likelihood of this district being located at the base of Vail Mountain, and upon some of the most critical and important lands to the future success and resort character of the town, development within this district shall be evaluated based upon its ability to meet the specific purposes of this title and to provide "compelling public benefits which further the public interests"that go beyond any economic benefits to the landowner. 12-8E-2: PERMITTED USES: The following uses shall be permitted within the ski base/recreation 2 district: Eating and drinking establishments including the following: Bakeries and delicatessens with food service, restricted to preparation of products specifically for sale on the premises. Cocktail lounges and bars. Coffee shop. Fountains and sandwich shops. Restaurants. Employee housing units, as further regulated by chapter 13 of this title. Lodges. Private or public off street loading facilities. Private or public off street vehicle parking structures. Public parks and outdoor recreation facilities. Residential uses including the following: Accommodation units. Multi-family residential dwelling units. Single-family residential dwelling units. Two-family residential dwelling units. Ski base oriented uses including the following: Commercial ski storage on the basement or garden level of a building. Retail stores and establishments. Ski lifts and tows. Ski patrol facilities. Ski racing facilities. Ski school facilities. Ski trails. Skier and guest services including, but not limited to, uses such as basket rental, lockers, ski repair, ski rental, lift ticket sales, public restrooms, information/activity desk. Snowmaking facilities. Special community events, including, but not limited to, ski races, festivals, concerts, and recreational, cultural and educational programs and associated improvements/facilities, subject to the issuance of a special events license. 12-8E-3: CONDITIONAL USES: The following conditional uses shall be permitted in the ski base/recreation 2 district, subject to the issuance of a conditional use permit in accordance with the provisions of Town of Vail Page 13 3/6/2012 14-3- 13 chapter 16 of this title: Brewpubs. Communications antennas and appurtenant equipment. Fractional fee units. Outdoor dining decks and patios. Private and public clubs. Public utility and public service uses. Additional uses determined to be similar to conditional or permitted uses described in this chapter, in accordance with the provisions of section 12-3-4 of this title. 12-8E-4: ACCESSORY USES: The following accessory uses shall be permitted in the ski base/recreation 2 district: Accessory uses customarily incidental to permitted and conditional uses and necessary for the operation thereof. Ski patrol offices. Ski school offices, sales, and activities. Skier and guest service employee offices, locker rooms, and meeting rooms. Swimming pools, patios or other recreation facilities customarily incidental to permitted uses. 12-8E-5: LOCATION OF BUSINESS ACTIVITY: A. Limitations; Exception: All offices, retail sales, and commercial ski storage conducted in the ski base/recreation 2 (SBR2) district shall be operated and conducted entirely within a building, except for approved special community events, outdoor display of goods, and outdoor restaurant seating. B. Outdoor Displays: The area to be used for outdoor display must be located directly in front of the establishment displaying the goods and entirely upon the establishment's own property. Sidewalks, building entrances and exits, driveways and streets shall not be obstructed by outdoor display. 12-8E-6: DEVELOPMENT PLAN: A. Development Plan Required: Prior to site preparation, building construction, or other improvements to land within the ski base/recreation 2 district, there shall be an approved development plan for said district or portion thereof. An approved development plan shall be the principal document in guiding the development, uses and activities of land within the zone district. A development plan shall be approved by the planning and environmental commission. Development standards including setbacks, site coverage, landscaping, density (GRFA) and parking shall be determined by the planning and environmental commission as part of the approved development plan. This determination is to be made based on the proposed development plan's compliance with the design criteria outlined in section 12-8E-9 of this article. B. Application: An application for approval of a development plan may be filed by any owner of property within the ski base/recreation 2 district or his/her agent or authorized representative. The application shall be made on a form provided by the department of community development and shall include a legal description of the property, a list of names and mailing addresses of all adjacent property owners and written consent of owners of all property to be included in the development plan, or Town of Vail Page 14 3/6/2012 14-3- 14 their agents or authorized representatives. The application shall be accompanied by submittal requirements outlined in subsection 12-8E-8A of this article and a development plan as outlined in subsection C of this section. C. Contents: The development plan shall be comprised of materials submitted in accordance with subsection 12-8E-8A of this article. The development plan shall contain all relevant material and information necessary to establish the parameters within which land in the district may be developed. The development plan may consist of, but not be limited to, the approved site plan, floor plans, building sections and elevations, vicinity plan, off street parking/loading plan, off site improvements plan, preliminary open space/landscape plan, densities and permitted, conditional and accessory uses. 12-8E-7: DEVELOPMENT REVIEW PROCEDURES: A. Preapplication Conference: Prior to submittal of a formal application for a development plan, the applicant shall hold a preapplication conference with the department of community development. The purpose of this meeting shall be to discuss the goals of the proposed development plan, the relationship of the proposal to applicable elements of the Vail comprehensive plan, and the review procedure that will be followed for the application. B. PEC Conducts Final Review: The final review of a proposed development plan shall be by the planning and environmental commission at either a regularly scheduled meeting or a special meeting. Prior to this meeting, and at the discretion of the administrator, a work session may be held with the applicant, staff and the planning and environmental commission to discuss the development plan. A report of the department of community development staffs findings and recommendations shall be presented at a public hearing before the planning and environmental commission. The planning and environmental commission shall review the development plan in accordance with the provisions of section 12-8E-9 of this article. 12-8E-8: SUBMITTAL REQUIREMENTS: A. Information And Materials Required: The administrator shall establish the submittal requirements for an approved development plan application. Certain submittal requirements may be waived or modified by the administrator or the planning and environmental commission if it is demonstrated by the applicant that the information and materials required are not relevant to the proposed development or applicable to the Vail comprehensive plan. A complete list of the submittal requirements shall be maintained by the administrator and filed in the department of community development. 12-8E-9: DESIGN CRITERIA: The following design criteria shall be used as the principal criteria in evaluating the merits of a proposed development plan. It shall be the burden of the applicant to prove by a preponderance of the evidence that the submittal material and the proposed development plan comply with each of the following standards, or demonstrate that one or more of them is not applicable, or that a practical solution consistent with the public interest has been achieved: Town of Vail Page 15 3/6/2012 14-3- 15 A. Compatibility: Design compatibility and sensitivity to the immediate environment, neighborhood and adjacent properties relative to architectural design, scale, bulk, building height, buffer zones, identity, character, visual integrity and orientation. B. Relationship: Uses, activity and density which provide a compatible, efficient and workable relationship with surrounding uses and activity. C. Parking And Loading: Compliance with parking and loading requirements as outlined in chapter 10 of this title. D. Comprehensive Plan: Conformity with the Vail comprehensive plan, town policies and urban design plans. E. Natural And/Or Geologic Hazard: Identification and mitigation of natural and/or geologic hazards that affect the property on which the development plan is proposed. F. Design Features: Site plan, building design and location and open space provisions designed to produce a functional development responsive and sensitive to natural features, vegetation and overall aesthetic quality of the community. G. Traffic: A circulation system designed for both vehicles and pedestrians addressing on and off site traffic circulation. H. Landscaping: Functional and aesthetic landscaping and open space in order to optimize and preserve natural features, recreation, views and function. 1. Workable Plan: Phasing plan or subdivision plan that will maintain a workable, functional and efficient relationship throughout the development of the development plan. J. Annexed Lands: Conformity with the terms of an annexation agreement and demonstration of a compelling public benefit which furthers the public interest. 12-8E-10: LOT AREA: The minimum lot or site area shall be ten thousand (10,000) square feet of buildable site area. 12-8E-11: SETBACKS: In the ski base/recreation 2 district, front, side and rear setbacks shall be as indicated on the approved development plan. 12-8E-12: HEIGHT. In the ski base/recreation 2 district buildings shall range in height from zero feet (0) to forty three feet (43) and be indicated on the approved development plan. All development shall comply with the building height guidelines found in the Vail village master plan conceptual building height plan. In no instance, however, shall the maximum building height exceed forty three feet (43'). 12-8E-13: DENSITY CONTROL (DWELLING UNITS PER ACRE/GRFA): Total density shall not exceed eight (8) dwelling units per acre of buildable site area. The total Town of Vail Page 16 3/6/2012 14-3- 16 allowable gross residential floor area (GRFA) shall be as indicated on the approved development plan. 12-8E-14: SITE COVERAGE: In the ski base/recreation 2 district, site coverage shall be as indicated on the approved development plan. 12-8E-15: LANDSCAPING AND SITE DEVELOPMENT: In the ski base/recreation 2 district, landscaping requirements shall be as indicated on the approved development plan. 12-8E-16: PARKING/LOADING PLAN AND PROGRAM: Off street parking and loading shall be provided in accordance with chapter 10 of this title. At least ninety five percent (95%) of the required parking shall be located within the main building or buildings, and as approved by the planning and environmental commission in review of the development plan. The off street parking and loading plan shall be indicated on and described in the approved development plan. 12-8E-17: MITIGATION OF DEVELOPMENT IMPACTS: Property owners/developers shall also be responsible for mitigating direct impacts of their development on public infrastructure and in all cases mitigation shall bear a reasonable relation to the development impacts. Impacts may be determined based on reports prepared by qualified consultants. The extent of mitigation and public amenity improvements shall be balanced with the goals of redevelopment and will be determined by the planning and environmental commission in review of development projects and conditional use permits. Substantial off site impacts may include, but are not limited to, the following: deed restricted employee housing, roadway improvements, pedestrian walkway improvements, loading/delivery, streetscape improvements, stream tract/bank improvements, public art improvements, parking, and similar improvements. The intent of this section is to only require mitigation for large scale redevelopment/development projects which produce substantial off site impacts. 12-8E-18: AMENDMENT PROCEDURES: A. Minor Amendments: 1. "Minor amendments"are modifications to building plans, site or landscape plans that do not alter the basic intent and character of the approved development plan, and are consistent with the design criteria of this article. Minor amendments may include, but not be limited to, variations of not more than five feet (5) to approved setbacks and/or building footprints; changes to landscape or site plans that do not adversely impact pedestrian or vehicular circulation throughout the development site; or changes to gross floor area of not more than five percent (5%) of the approved square footage of residential floor area or retail, office, common areas and other nonresidential floor area. 2. Minor amendments consistent with the design criteria outlined in section 12-8E-9 of this article may be approved by the department of community development. All minor amendments shall be indicated on a completely revised development plan. Approved changes shall be noted, signed, dated and filed by the department of community development. Town of Vail Page 17 3/6/2012 14-3- 17 3. Notification of a proposed minor amendment, and a report of staff action of said request, shall be provided to all property owners within or adjacent to the zone district that may be affected by the amendment. Affected properties shall be as determined by the department of community development. Notifications shall be postmarked no later than five (5) days following staff action on the amendment request and shall include a brief statement describing the amendment and the time and date of when the planning and environmental commission will be informed of the administrative action. In all cases the report to the planning and environmental commission shall be made within twenty (20) days from the date of the staff's decision on the requested amendment. 4. Appeals of staff decisions may be filed by adjacent property owners, owners of property within the zone district, the applicant, planning and environmental commission members or members of the town council as outlined in section 12-3-3 of this title. B. Major Amendments: 1. "Major amendments"are any proposal to change uses; increases to residential floor area greater than five percent (5%) of the approved square footage; increases to retail, office, or common floor area greater than five percent (5%) of the approved square footage; increases or decreases to the number of dwelling, accommodation, or fractional fee club units; any request to modify, enlarge or expand the boundary of an approved development plan and any amendment to the approved development plan that is not a minor amendment as determined by the administrator and defined in this article. 2. Requests for major amendments to an approved development plan shall be evaluated based upon the degree of deviation of the amendment from the basic intent and character of the approved development plan and reviewed in accordance with the procedures described in section 12-8E-7 of this article. All major amendments shall be indicated on a completely revised development plan. Approved changes shall be noted, signed, dated and filed by the department of community development. 3. Owners of all property requesting the amendment, or their agents or authorized representatives, shall sign the application. Notification of the proposed amendment shall be made to owners of all property adjacent to the property requesting the proposed amendment, owners of all property adjacent to the zone district, and owners of all property within the zone district that may be affected by the proposed amendment (as determined by the department of community development). Notification procedures shall be as outlined in subsection 12-3-6C of this title. 12-8E-19: TIME REQUIREMENTS: A. Start Of Construction; Completion: The developer must begin initial construction of the development plan within three (3) years from the time of its final approval, and continue diligently toward the completion of the project. If the development plan is to be developed in phases, the developer must begin construction of subsequent phases within one year of the completion of the previous phase. B. Approval Voided: If the developer does not begin and diligently work toward the completion of the development plan or any stage of the development plan within the time limits imposed by the preceding subsection, the approval of said development plan shall be void. The planning and environmental commission shall review the Town of Vail Page 18 3/6/2012 14-3- 18 development plan upon submittal of an application to reestablish the development plan following the procedures outlined in section 12-8E-7 of this article. V. SITE ANALYSIS Existing Zoning: Ski Base/Recreation District Proposed Zoning: Ski Base/Recreation 2 District Existing Land Use Designation: Ski Base Proposed Land Use Designation: Ski Base (no change) Mapped Geological Hazards: None Lot Area: Approximately 0.265 acres/ 11 ,543 square feet Development Standard Ski Base/Recreation Ski Base/Recreation 2 District District Minimum Lot Size 40 acres with 10,000 square feet of 1 acre buildable area buildable area Minimum Setbacks Per the approved Per the approved development plan development plan Maximum Height 60% max 35 feet 43 feet and per the Vail 40% max 40 feet Village Master Plan Maximum Dwelling 1 DU/ 8 acres 8 DU/ acre units/acre (2 DU on subject property) GRFA 30% of gross floor area Per the approved in lodge development plan Site coverage Per the approved Per the approved development plan development plan Minimum Landscaping Per the approved Per the approved development plan, all development plan; 95% disturbed areas without of required parking shall structure, parking or be within the building patios must be landscaped Required Parking Per parking and In accordance with management plan Chapter 12-10 Development Review PEC review of PEC review of Process I development plan I development plan VI. SURROUNDING LAND USES AND ZONING Existing Use Zone District Land Use Designation North: Mixed Use Residential Cluster Village Master Plan South: Recreational Ski Base/Recreation Ski Base West: Recreational Ski Base/Recreation Ski Base East: Recreational Ski Base/Recreation Ski Base Town of Vail Page 19 3/6/2012 14-3- 19 VII. ZONE DISTRICT BOUNDARY AMENDMENT CRITERIA Before acting on a zone district boundary amendment application, the Planning and Environmental Commission shall consider the following factors with respect to this proposal: 1. The extent to which the zone district amendment is consistent with all the applicable elements of the adopted goals, objectives and policies outlined in the Vail comprehensive plan and is compatible with the development objectives of the town. Staff believes a rezoning of the subject property to the SBR2 District is consistent with all applicable elements of the adopted goals, objectives and policies outlined in the Vail Comprehensive Plan and Section IV of this memorandum. The SBR2 District will allow for a coordinated and predictable development review process and will allow for the development vision anticipated by the Club. • Vail Land Use Plan: This zone district boundary amendment meets the goals and objectives of the Vail Land Use Plan, including: o Goal 1 .1 , which states that "Vail should continue to grow in a controlled environment, maintaining a balance between residential, commercial and recreational uses to serve both the visitor and the permanent resident." • Vail Village Master Plan: The applicable goals, objectives and policies of the Vail Village Master Plan will be met by rezoning to SBR2 District, including: • Objective 1.2, which states that the Town should "encourage the upgrading and redevelopment of residential and commercial facilities." • Objective 2.2, which calls for recognition of "the importance of Vail Village as a mixed use center of activities for our guests, visitors and residents." • Objective 2.3, which states the Town should "increase the number of residential units available for short term overnight accommodations." Should dwelling units be approved on the subject property as part of a development plan once SBR2 zoning is in place, these dwelling units will most likely not be occupied by full-time residents, and thus, could become available for short-term rental. Therefore, Staff believes the applicant's proposal meets this review criterion. 2. The extent to which the zone district amendment is suitable with the existing and potential land uses on the site and existing and potential surrounding land uses as set out in the town's adopted planning documents. The rezoning of the subject property to the SBR2 District will be in line with the recommendations for the designation of Ski Base in the Vail Land Use Plan, and the Vail Village Master Plan's Golden Peak subarea #10. The Vail Land Use Plan Ski Base designation of the subject property states that "uses and activities for these areas are intended to encourage a safe, convenient and aesthetically-pleasing transition between the ski mountain and surrounding land use categories. The range of uses and activities appropriate in the Ski Base (SB) land use category may include skier and resort Town of Vail Page 20 3/6/2012 14-3-20 services, base facilities, public restrooms, clubs, parking and loading/delivery facilities, and residential..." This is directly in line with the SSVC rezoning request and their vision to redevelop with a mix of uses not achievable in the SBR District. Staff finds the proposed rezoning also meets the recommendations of the Vail Village Master Plan's Golden Peak subarea #10, which states that "the further redevelopment of this area will serve to reinforce its role as a major ski base and recreational activity center for the entire community." Therefore, Staff believes this proposal meets this review criterion. 3. The extent to which the zone district amendment presents a harmonious, convenient, workable relationship among land uses consistent with municipal development objectives. Staff believes the rezoning of the subject property to the SBR2 District will allow for more harmonious, convenient and workable development of the subject property by providing a more harmonious and workable zone district. This is due to the broader nature of the SBR2 District versus the prescriptive and restrictive nature of the Ski Base Recreation District, which was established to facilitate the development of Golden Peak without any consideration of the SSCV property. Further, the proposed zone district is very similar in purpose to the existing zone district, as both purpose statements ultimately result in the shared outcome of ski base land uses and structures that interact with the adjacent ski mountain. There are many issues that need to be addressed with the development plan application that are not addressed through a rezoning application. In some cases, impacts of development must be mitigated, as outlined in Section 12-8E-17, Mitigation of Development Impacts. The impacts that will be addressed during the development plan review include deed restricted employee housing, roadway improvements, traffic mitigation, pedestrian walkway improvements, loading/delivery, streetscape improvement, parking, landscaping, public art, and similar issues. There is also a Golden Peak Operational Management Plan (see Attachment E) that will need to be updated to further address traffic impacts, parking, and loading and delivery. The Vail Town Code does not require development plans to be viewed concurrently with rezoning applications, and Staff believes these impacts will be adequately addressed with the development plan. Therefore, Staff believes the applicant's proposal meets this review criterion. 4. The extent to which the zone district amendment provides for the growth of an orderly viable community and does not constitute spot zoning as the amendment serves the best interests of the community as a whole. Staff finds the proposed rezoning of the subject property to SBR2 District will help facilitate the redevelopment of an aging building that needs to be updated. This will provide for the growth of an orderly viable community, and does not constitute spot Town of Vail Page 21 3/6/2012 14-3-21 zoning as the amendment serves the best interests of the community as a whole by facilitating the redevelopment of this aging property and complying with the Vail Comprehensive Plan. Land use decisions in various courts have determined that if the amendment serves the best interests of the community as a whole, the rezoning is not spot zoning. Further, the SBR2 District is only one parcel away from the subject property and the districts are compatible because of the similarities in their purpose statements. Therefore, Staff believes the proposal meets this review criterion. 5. The extent to which the zone district amendment results in adverse or beneficial impacts on the natural environment, including, but not limited to, water quality, air quality, noise, vegetation, riparian corridors, hillsides and other desirable natural features. Staff finds the proposed rezoning of the subject property to SBR2 from Ski Base Recreation will not adversely impact the natural environment, including, but not limited to, water quality, air quality, noise, vegetation, riparian corridors, hillsides and other desirable natural features, as the difference in allowable bulk and mass between the already development property and a potential redevelopment scenario is marginal, and the site is small enough and removed enough from the hillside that none of the above elements will be adversely impacted. Further, when specific details are provided in the development plan, these elements will be reviewed again during the development plan review. Therefore, Staff believes the proposal meets this review criterion. 6. The extent to which the zone district amendment is cons istent with the purpose statement of the proposed zone district. Staff finds the proposed rezoning of the subject property is consistent with the purpose statement of the proposed zone district. The purpose statement of the SBR2 District states: "the District is intended to provide sites for facilities, activities and uses necessary for and appurtenant to the operation of a ski mountain. A variety of other facilities, uses and activities, including, but not limited to, residential..and semipublic uses .. associated with a vibrant resort community are also permitted within the zone district. Furthermore, due to the likelihood of this district being located at the base of Vail Mountain, and upon some of the most critical and important lands to the future success and resort character of the town, development within this district shall be evaluated based upon its ability to meet the specific purposes of this title and to provide "compelling public benefits which further the public interests"that go beyond any economic benefits to the landowner." The SSCV facility rezoning and subsequent redevelopment furthers the purpose of the zone district by providing a semipublic use that works in conjunction with Vail Mountain Town of Vail Page 22 3/6/2012 14-3-22 to provide world-class ski and snowboard development programs that provide a public benefit. The permitted residential land uses that are anticipated to finance the project are also consistent with the purpose statement's inclusion of residential uses. Therefore, Staff believes the proposal meets this review criterion. 7. The extent to which the zone district amendment demonstrates how conditions have changed since the zoning designation of the subject property was adopted and is no longer appropriate. When the subject property was rezoned to the Ski Base Recreation District, it was rezoned to facilitate redevelopment of the subject property with encroachments onto the adjacent Vail Mountain property. In order to allow the development site to encompass all of Tract B, including Golden Peak, a consistent zoning needed to apply to the entire development site that shared one development plan. The current strategy of SSCV is to redevelop within the confines of their own property, and with a separate development plan and development potential from Vail Mountain and Golden Peak. As a result, they are legally non-conforming in terms of lot size, and thus, have difficulty in redeveloping the property. The proposed rezoning allows for the development of dwelling units, which could be integral to financing, as was the case in most of the redevelopment projects that occurred during Vail's "Billion Dollar Renewal." Therefore, Staff believes the proposal meets this review criterion. 8. Such other factors and criteria as the commission and/or council deem applicable to the proposed rezoning. VIII. RECOMMENDATION The Community Development Department recommends the Planning and Environmental Commission forwards a recommendation of approval to the Vail Town Council for a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, to allow for a rezoning from Ski Base/Recreation District to Ski Base/Recreation 2 District, located at 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto. This recommendation is based upon the review of the criteria outlined in Section VII of this memorandum and the evidence and testimony presented. Should the Planning and Environmental Commission choose to recommend approval of this request, the Community Development Department recommends the Commission passes the following motion: "The Planning and Environmental Commission forwards a recommendation of approval to the Vail Town Council for a zone district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, to allow for a rezoning from Ski Base/Recreation District to Ski Base/Recreation 2 District, located at Town of Vail Page 23 3/6/2012 14-3-23 598 Vail Valley Drive/part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto." Should the Planning and Environmental Commission choose to recommend approval of this request, the Community Development Department recommends the Commission makes the following findings: "Based upon the review of the criteria outlined in Section VII of the Staff memorandum to the Planning and Environmental Commission dated January 30, 2012, and the evidence and testimony presented, the Planning and Environmental Commission finds: 1. That the amendments are consistent with the adopted goals, objectives and policies outlined in the Vail comprehensive plan and compatible with the development objectives of the town. 2. That the amendments are compatible with and suitable to adjacent uses and appropriate for the surrounding areas. 3. That the amendments promote the health, safety, morals, and general welfare of the town and promote the coordinated and harmonious development of the town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality." IX. ATTACHMENTS A. Vicinity Map B. Proposed Zoning Map Amendment C. Applicant's request D. Letters from neighbors E. Golden Peak Operational Management Plan Town of Vail Page 24 3/6/2012 14-3-24 Attachment A Vail Village Filing 7 Part of Tract B (598 Vail Valley Drive - Ski Club Vail) Feet mamm,bceeea,e,e.wnmicisreon.uaedrswa�,eueeenro�nerdwr em.mere,.neewaeec�.wemu�eneamerbue�n�o-mb�me«�nenxe�. 0 25 50 75 150 Last Mo Ved.,wary 16.2092 YON OF MAIL' 14-3-25 Attachment B Vail Village Filing 7 Part of Tract B (598 Vail Valley Drive - Ski Clut Feet 0 150 300 3/6/2012 14-3-26 micmnavmc cn.ream-ire rovemvaicisrcamuce mnrc mco acuucaarpwAyvcw,,,Nn rnarermmuse a o—Nervedme rxya1 ewc �mm AI wM—n.rem. web�. Last Modified January 16,2012 IOWA U YA AaWB RAUN Ass OC IATES, INC. LAND PLANNING&COMMUNITY DEVELOPMENT December 27, 2011 Mr. Warren Campbell Department of Community Development Town of Vail 75 South Frontage Road Vail, CO 81632 RE: Proposed Rc-zoning of SSCV Clubhouse Site Dear Warren: Attached you will find an application to re-zone the Ski and Snowboard Club Vail property from Ski Base/Recreation to Ski Base/Recreation 2. Material provided herein includes: 1. Written description of the request, 2. Diagrams graphically depicting the area to be re-zoned 3. Application form 4. Filing fee I think you will find the material submitted to be very consistent with what we have discussed over the past few weeks. Thank you for your time and efforts to date. Please do not hesitate to contact me with any questions you may have. I look forward to working with you on this exciting project. Regards, Thomas A. Braun CC: Aldo Radamus Phil Hoversten David Viele Glen Davis Opal Building • 225 Main Street • Suite G-002 • Edwards, Colorado • 81632 970-926-7575 • 970-926-7576 fax • www.braunassociates.com 3/6/2012 14-3-27 SKI Al D SI OWBOARD CLUB VAIL Re-zoning Request, December 27, 2011 The purpose of this report is to provide background information and rationale for the proposed re-zoning of the Ski and Snowboard Club Vail (the Club, or SSCV)property located within the Golden Peak neighborhood of Vail. This request is to re-zone the subject property from Ski Base/Recreation to Ski Base/Recreation 2. The purpose of the re-zoning is to establish zoning on the property that could facilitate the redevelopment of existing Club facilities. The following information is provided below: • a brief summary of SSCV, a description of existing club facilities and goals for and need for upgrading Club facilities, • an assessment of re-zoning alternatives and the rationale for the proposed re-zoning, and • a statement regarding how the proposed re-zoning is consistent with applicable review criteria. This application is submitted by and on behalf of Ski and Snowboard Club Vail. Due to the projects proximity to Vail Mountain the Club will be coordinating with Vail Resorts (and with other neighbors) on any future redevelopment plans for their property. However, this project is not a Vail Resorts or Vail Resorts Development Company project. Ski and Snowboard Club Vail Founded in 1962, the mission of the Club is to provide youth the opportunity for character growth and excellence through athletics. The Club is widely recognized as one of the premier ski and snowboard clubs in the Country and is highly respected throughout the Valley as a leader in youth development. Ski and Snowboard Club Vail serves over 500 members in a variety of alpine racing, free-skiing, freestyle, Nordic and snowboarding programs. The Club is a 501(c)3 non-profit charitable organization. Originally a small club dedicated to ski racing, SSCV has evolved into one of our community's largest organizations dedicated to serving our youth. In doing so the influence of the Club has grown to cover a wide range of topics, all making significant contributions to our community. The Kids The Club has had amazing success in developing snow-sport athletes who have gone on to excel on an international stage. The most recognizable among these is of course Lindsey Vonn, but not to be overlooked are the achievements of Toby Dawson, Chris Del Bosco, Sarah Schleper and many others. Over the course of the past two years four athletes have been named to the U.S. Ski Team, notable among them are two local, "home grown" athletes born and raised here in Eagle County. 3/6/2012 14-3-28 Athletic achievements are an important goal, however the underlying purpose of the Club in serving our youth is to use athletics to instill the "3 C's" of courage, character and commitment, to help kids development life lessons that will help them in the years to come. The Community The Club utilizes its staff and athletes to volunteer in a variety of community events throughout the year. Most notable among these is the Birds of Prey at Beaver Creek. Each year the Club provides on average 4,000 hours of volunteer help to this event. The presence of Club volunteers is also found at the Community Fund Rummage Sale, the Copper Triangle and other community events. The Academy In the fall of 2007 Ski and Snowboard Club Vail partnered with the Eagle County School District to establish the Vail Ski and Snowboard Academy. The Academy is a fully accredited and certified public school with the goal of providing its students with a rigorous academic curriculum while supporting a world class training and competition schedule. From 31 students in its first year, the Academy grown to 141 students in 2011. While most students are from Eagle County, this past year a total of 17 families re-located to Eagle County in order for there kids to attend the Academy. The economic impact of these new families is significant. Economic Impact The Club's programs and visitors drawn to Vail are instrumental in generating significant economic activity for the community. Foremost among these is the early season training at Golden Peak. Snowmaking improvements made a few years ago have made Golden Peak a prime location for early season race training. This past year, for a five week period 20 ski clubs, 10 colleges and 20 national ski teams came to Vail to train. This resulted in the Club issuing approximately 7,600 tickets to visitors who on average spent a week in Vail. This resulting in literally millions of dollars spent on lodging, meals and shopping. By way of example, Manor Vail alone had 2,200 "group nights" during this period, at a time of year when the facility is typically very quiet. Throughout the winter the Club hosts a number of races and other events. This year 42 race days are planned and most of them are multi-day events. This year Vail will host a Junior Olympic event for 13 and 14 year olds that will involve 160 athletes, coaches and families over an eight day period. The economic impact of this and other events is quite considerable. Existing Club Facilities The Club currently operates from a building located at the base of Vail Mountain at Golden Peak that is approximately 6,000 square feet in size. This building was originally constructed in the 3/6/2012 14-3-29 mid-70's and a second floor was added in the mid-80's. At that time the Club was serving just over 100 athletes. With a current membership of over 500 athletes the space constraints within the existing facility are severe and the building is certainly showing its age. The need to expand and update these facilities is acute. Creating a club facility that will be commensurate with its training facilities on Vail Mountain is the driving factor behind this redevelopment proposal. Goals of the Club Re-development The goal of the Club is to re-develop their building to provide the space and facilities necessary to serve its membership—be they five year olds in the Future Stars program or world class athletes competing in Olympic or World Cup events. Conceptual plans for the building envision approximately 16,000SF of Club space that would include an entry/lobby area, a community room, lockers and other space for athletes in the Club's various programs, administration and coach's space, conditioning/training space and storage. Structured parking is planned in the lowest level of the building. As a non-profit organization financing a building of this size is extremely challenging. The "economic engine" for the redevelopment would be two for-sale residential condominiums on the upper floors of the building. Additional information on existing club facilities, the need for the project and specifics on the proposed re-development would be provided as an element of the Development Plan to be provided in subsequent steps in the Town's development review process. The Problem Statement—Existing Zoning The property is .265 acres in size and is currently zoned Ski Base/Recreation. This zone district was created in the early 80's and was written with the specific intention of facilitating the re- development of the Golden Peak Base Lodge. The degree of specificity with which the zone district was written(in order to facilitate the base lodge redevelopment) is extreme. For example, allowable GRFA is based on a percentage of the square footage of the "base lodge". As such GRFA ratio cannot reasonably be applied to the Club's parcel (or any other parcel for that matter). Another complication is that the minimum lot size in the Ski Base/Recreation District is 40 acres, making the SSCV parcel a non-conforming lot. In summary, the Ski Base/Recreation zoning currently applied to the Club's parcel does not provide a "workable process" for the review of redevelopment plans for the Club's land. 3/6/2012 14-3-30 The problem statement, or question is - what zoning and development review process is most appropriate for this project. Alternative Review Processes There would appear to be four possible zoning alternatives for how this project could be handled. The goals of this review process would be two-fold—to provide a process that would allow SSCV to propose a building consistent with its redevelopment goals and to provide the Town with the tools necessary to review the proposal. The following summarizes each of these. 1. Amend the Ski Base/Recreation Zone District In theory the "problematic" sections of the Ski Base/Recreation district could be amended such that the zone district could be used on other properties. However, given the specificity with which this zone district was written relative to the Golden Peak Base Lodge, any amendments would create other complications and could raise questions relative to the larger, +/-40 acre Ski Base/Recreation parcel. Amending this district is not considered a viable alternative. 2. SDD Overlay An SDD could provide a zoning process for the Club to propose their redevelopment plans and an SDD would also provide the town with the tools to review the proposal. However, an SDD is an overlay district and the underlying zone district would still come into play, i.e. the inherent complications with the Ski Base/Recreation District would remain a problem. An SDD is not considered a viable alternative. 3. Create a new zone district A new zone district could be drafted and applied to the SSCV property. However, drafting a new zone district is an extensive effort and begs the questions—how many different zone districts does the town really need and as an alternative is there an existing zone district that could "work"? 4. Re-zone with existing zone district In 2006 the Town established the Ski Base/Recreation 2 (SB/R2) district in order to facilitate the development of Vail's Front Door. The underlying purpose of the Ski Base/Recreation 2 district is to "provide sites for facilities, activities and uses necessary for and appurtenant to the operation of a ski mountain". A ski and snowboard club would certainly seem to be consistent with this purpose. Proposed Zoning Amendment 3/6/2012 14-3-31 While the Ski Base/Recreation 2 district was created to facilitate the development of Vail's Front Door, this zone district was not written with the same degree of specific attention to one building (Golden Peak Base Lodge) as was done with the Ski Base/Recreation District. As such, the land uses, development standards and review procedures outlined in SB/R2 could reasonably be applied to other properties. From a technical standpoint the permitted and conditional uses, allowable densities and other development standards would all "work" for the project envisioned by the Club. Any development approval is subject to the Town's review and approval of a development plan so the town would have the tools necessary to ensure the project is consistent with Town goals. The SB/R 2 zone district is a viable alternative for the Club to use in pursuing their redevelopment plans and the zone district amendment is to apply SB/R2 to the SSCV property. The proposed amendment is in many ways a housekeeping item necessary to correct the complications created by the specificity with which the SB/R2 district was written. Consider the following comparisons: • Density (8 units per acre) is the same in both districts, • Most development standards are the same in both districts, • Allowable land uses (oriented toward ski mountain/base area uses) are very similar in both districts, and • The requirement for a Development Plan and the review processes arc very similar in both districts. Diagrams depicting the subject property are found on the following two pages. 3/6/2012 14-3-32 Rezoning Request w w N w N Ski and $nowboard Club Vail Context Map Town of Vail,Colorado Si j1�k ti on ,&2011 Criteria for Reviewing the Proposed Re-zoning Reg ucst In accordance with the Town Code, the following factors are to be considered by the PEC and Town Council with respect to the requested zone district amendment. (1) The extent to which the zone district amendment is consistent with all the applicable elements of the adopted goals, objectives and policies outlined in the Vail comprehensive plan and is compatible with the development objectives of the town; and The property has been zoned Ski Base/Recreation since 2000. This zone district was deemed to be consistent with "all applicable elements of the goals, objectives and policies of the Vail Comprehensive Plan"when the property was originally zoned SB/R and it is reasonable to assume that the SB/R zoning remains consistent with these goals, policies and objectives. As described in earlier sections of this report,rezoning to Ski Base/Recreation 2 will not significantly change the underlying purpose of the zone district, the allowable uses, density provisions, review processes or the majority of development standards. For these reasons it is reasonable to conclude the proposed zone district amendment is consistent with the Town's comprehensive plan. The Vail Village Master Plan and the Vail Land Use Plan are the two most relevant master plan documents to consider relative to the proposed re-zoning. Each of these documents includes a wide array of goals, objectives and policies along with other elements to be considered in reviewing a re-zoning proposal. The following is a brief summary of these two plans: Vail Village Master Plan(adopted 1990, updated 2006 and 2009) The SSCV club facility is located just outside of the boundary of the Vail Village Plan boundary and as such is also located outside the Land Use Plan and other Illustrative Plans found in the document. For example, the subject property is located immediately outside the Ski Base Recreation land use category which reads: Ski Base/Recreation: Located at the base of Vail Mountain in the Golden Peak area and immediately adjacent to Vail Village, this designation is intended to provide for the facilities and services inherent to the operation of a ski area. Uses and activities for these areas are intended to encourage a safe, convenient, and aesthetically-pleasing transition between the ski mountain and surrounding land use categories. The range of uses and activities appropriate in the Ski Base/Recreation land use category may include skier and resort services, ski lifts, ski trails, base facilities,public restrooms, ticket sales, clubs,public plazas, outdoor cultural/art events and sports venue, open spaces, parking and loading/delivery facilities, and residential,retail, and restaurant uses. Given the subject property was zoned Ski Base/Recreation prior to the adoption of the VVMP, it is a reasonable assumption to consider this land use category relative to the proposed re-zoning. 3/6/2012 14-3-35 A major element of the VVMP is the "Action Plan". The Action Plan provides graphic and narrative descriptions of opportunities, constraints and other considerations relative to future land uses for ten unique "sub areas" throughout the Village area. These sub area concepts are intended to provide "advisory guidelines for future land use decisions to be used by the Planning and Environmental Commission and the Town Council. The Action Plan for the "Golden Peak Sub Area" does include the SSCV property. This element of the Plan states: The Golden Peak Ski Base Sub-Area has traditionally served as a recreational activity center throughout the year. The Golden Peak Ski Base facility provides one of four access portals to Vail Mountain during the winter months, and accommodates a number of the Town's recreation programs during the summer. In 1983, Vail Associates received approval for the redevelopment of this facility and in 1988, completed the Children's Ski Center. The further redevelopment of this area will serve to reinforce its role as a major ski base and recreational activity center for the entire community. Development or redevelopment of this sub-area will attract additional traffic and population into this area and may have significant impacts upon portions of Sub-Areas 6 and 7. This element of the VVMP would clearly support the proposed zoning for the SSCV property. Vail Land Use Plan (adopted 1986, updated 2009) The most pertinent goal from this Plan is 1.3 —"the quality of development should be maintained and upgraded whenever possible". The underlying purpose of this request is to establish a "workable"zoning and development review process that will allow the Club to propose the upgrading of existing facilities. The subject property is designated "SB Ski Base" on the Land Use Map. This category is described as: Ski base areas are designated at the main mountain portals found within the Town. Uses and activities for these areas are intended to encourage a safe, convenient and aesthetically pleasing transition between the ski mountain and surrounding land use categories. The range of uses and activities appropriate in the Ski Base (SB) land use category may include skier and resort services, ski lifts, ski trails, base facilities,public restrooms, ticket sales, clubs,public plazas, open spaces, parking and loading/delivery facilities, and residential, retail, and restaurant uses. The proposed re-zoning to Ski Base/Recreation 2 is consistent with this land use category. (2) The extent to which the zone district amendment is suitable with the existing and potential land uses on the site and existing and potential surrounding land uses as set out in the town's adopted planning documents; and 3/6/2012 14-3-36 The proposed zoning is suitable for both the existing use of the subject property and the potential future use of the property, and both existing and future uses are compatible with surrounding land uses. This finding is clearly evident when considering the very minor changes in proposed zoning when compared to the properties existing zoning. Potential future uses are also consistent with the town's adopted master plans. (3) The extent to which the zone district amendment presents a harmonious, convenient, workable relationship among land uses consistent with municipal development objectives; and The existing Ski Base/Recreation zoning has been in place on the property for many years. Based on the fact that the Town zoned the property Ski Base/Recreation in 2000, one can reasonably assume the existing zoning was deemed to provide a"harmonious, convenient, workable relationship among land uses". Given the fact that proposed zoning to Ski Base/Recreation 2 would result in very few material changes as compared to the existing zoning, it is concluded that the proposed re-zoning is consistent with this criteria. Purpose of district is to ensure compatibility and that compatibility is ensured by requirement of development plan review as requisite of any development. (4) The extent to which the zone district amendment provides for the growth of an orderly viable community and does not constitute spot zoning as the amendment serves the best interests of the community as a whole; and One of the stated purposes of the SB/R 2 district is ". . . to ensure compatibility with adjacent land uses, all permitted uses, development and activity within the zone district shall be subject to approval of a comprehensive development plan in accordance with the provisions of this article". The requirement for all development within the SB/R 2 district to obtain approval of a development plan would inherently provide a system to ensure "orderly growth of our community". "Spot zoning"is generally considered applying zoning to a single (often small-sized)property without consideration the community's broader context. By the same token, courts have upheld re-zoning of single properties (regardless of size) if the re-zoning is consistent with a communities land use objectives and relevant community plans. Given the proposed re-zonings conformance with applicable community plans, this request would not be considered"spot zoning". (5) The extent to which the zone district amendment results in adverse or beneficial impacts on the natural environment, including, but not limited to,water quality, air quality, noise, vegetation, riparian corridors, hillsides and other desirable natural features; and The proposed re-zoning would not result in an adverse impact on any of the considerations listed above. 3/6/2012 14-3-37 (6) The extent to which the zone district amendment is consistent with the purpose statement of the proposed zone district; and The stated purpose of the Ski Base/Recreation 2 district is: The Ski Base/Recreation 2 district is intended to provide sites for facilities, activities and uses necessary for and appurtenant to the operation of a ski mountain. A variety of other facilities, uses and activities, including, but not limited to,residential,public and semipublic uses and special community events typically associated with a vibrant resort community are also permitted within the zone district. The ski base/recreation 2 district is intended to ensure adequate light, air, open space and other amenities appropriate to permitted and conditional uses throughout the zone district. In order to achieve this objective and to ensure compatibility with adjacent land uses, all permitted uses, development and activity within the zone district shall be subject to approval of a comprehensive development plan in accordance with the provisions of this article. Furthermore, due to the likelihood of this district being located at the base of Vail Mountain, and upon some of the most critical and important lands to the future success and resort character of the town, development within this district shall be evaluated based upon its ability to meet the specific purposes of this title and to provide "compelling public benefits which further the public interests" that go beyond any economic benefits to the landowner. (Ord. 29(2005) § 25: Ord. 4(2003) § 1) The existing and planned uses of the subject site are consistent with"uses and activities, including, but not limited to,residential,public and semipublic uses and special community events typically associated with a vibrant resort community" (7) The extent to which the zone district amendment demonstrates how conditions have changed since the zoning designation of the subject property was adopted and is no longer appropriate; and This is not necessarily a case where "conditions have changed" so much as it is a situation where the existing Ski Base/Recreation District was drafted in such a manner as to be exceedingly specific to the Golden Peak Base Lodge development. The degree of specificity is such that the SB/R district does not provide a "workable" zone district for the subject property. (8) Such other factors and criteria as the commission and/or council deem applicable to the proposed rezoning. To be determined by the Planning and Environmental Commission and/or Town Council. 3/6/2012 14-3-38 Rachel Friede Dimond From: Shelley Bellm Sent: Tuesday, January 24, 2012 8:42 AM To: Rachel Friede Dimond Subject: FW: Ski Club Follow Up Flag: Follow up Flag Status: Flagged FYI From: DeiahanOne(c�aol.com Finailto:DeiahanOne(c�aol.coml Sent: Tuesday, January 24, 2012 8:42 AM To: Shelley Bellm Subject: Ski Club I live full time in the Vail Golf Course neighborhood and I am in favor of this project. However, I would like to see some form of speed control measures implemented along Vail Valley Drive to slow the traffic down. It is a race course on the weekend and the police do not cite speeders. Thanks, Kevin Deighan Timberline Commercial Real Estate 1163 Cabin Circle Vail, CO 81657 970-476-3436 970-476-1986 Fax 213-347-6428 Los Angeles Phone www.timberlinere.com DRE#00983852 i 3/6/2012 14-3-39 From: Carrie Walker fmailto:carrieswall<er @gmail.coml Sent: Tuesday, January 24, 2012 9:02 PM To: Shelley Bellm Subject: SSCV Re-Zone To Whom it May Concern: As a resident of the Rams Horn Lodge and member of the VHA, I would like to ask some questions regarding the proposed re-zoning of the Ski and Snowboard Club Vail. No doubt, the club is an important asset to Vail mountain and the people to whom it serves. As an owner in Vail I am concerned by a few things..... 1. 1 have not yet seen any development plans proposed by the SSCV- Can that be provided before the vote on zoning assessment? 2. What parking measures has the SSCV taken to alleviate any parking issues that will result from its expansion? 3.To what degree is the zoning changing as it pertains to having residential and business use mixed? 4. What is the length of time for construction? 5. What is the parking consideration during construction? To date, no information has been circulated to neighbors in the area. Any information the development team has would be greatly appreciated in order to vote in a more educated manner on this issue. Regards, Carrie Walker 3/6/2012 14-3-40 January 24, 2012 Town of Vail Planning Commission 75 S. Frontage Road Vail, CO 81657 Dear Members of the Planning Commission The following is sent on behalf of the Rams-Horn Lodge Condominium Association in reference to the Ski and Snowboard Club Vail potential rezone and redevelopment of their current facilities. The facility is old and most likely in need of update. Prior to any approvals, however, we would like to see the plans and elevations for the proposed facility. Additionally, and perhaps of equal importance is a traffic impact study. As an Association, we have voiced our concerns on a number of occasions regarding the traffic, congestion, and safety of pedestrians on Vail Valley Drive. There also are issues regarding drop off, pick up and parking. Our concern at this point is that the potential re-development will lead to even greater issues of safety. As to whether the redevelopment including potential residential additions is within the realm of what is permitted in this area will most likely require significant discussions and meetings. We will participate in the public hearing process. We are also willing to be involved in a neighborhood study committee if that is found to be of any benefit to the Town of Vail. Sincerely John and Diane L. Milligan Association Managers and Owners Representatives 3/6/2012 14-3-41 All Seasons Condominium Association, Inc. C/O Lin Grubbs, President 2080 Meadow Brook Drive Vail, CO 81657 January 24, 2812 Town of Vail Planni ng Corn m ission Vail, Colorado Re:The Ski and Snowboard Club Vail (SSCV) Rezoning Proposal To Whom It May Concern: The Board of All Seasons Condominium Association, Inc. has recently learned of a proposal by SSCV to rezone its present site on Golden Peak for the redevelopment of the existing building and the expansion of its services and facilities. The proposed rezoning application suggests the possibility of allowing residential use of some portion ofthe existing site. In addition to this request,we have learned of plans to redevelop the current Vista Bahn area for the construction of a Vail Village Gondola. All Seasons residents are concerned about the impact of both of these proposed projects, not only in connection with the residential usage of the site on Golden Peak,but also as to the likely increase in vehicular traffic and congestion near Golden Peak, particularly on weekends during the winter ski season. When the Golden Peak Ski Base was redeveloped,the rezoning and redevelopment plans proceeded simultaneously. We feel strongly that this should be the case with these proposed developments,thereby allowing affected neighborhoods to better understand the possible impact on safety and traffic along Vail Valley Drive. While we all welcome improvements to the Town of Vail,the safety of pedestrians should be of paramount concern. While crosswalks for skiers apparently exist, there are no signs requiring vehicles to stop for pedestrians and most cars do not stop or cannot see the crosswalks on the pavement when they are covered by snow,. A building design For SSCV should be required prior to any rezoning application,as well as a proposal for traffic and congestion mitigation along Vail Valley Drive and the Skier Drop Off area. We are confident that with the input of affected neighborhoods, improvements to the Town of flail will proceed in a thoughtful manner,mindful of the needs of pedestrians,skiers,and vehicles alike. All Seasons Condominium Association, Inc. Lin Grubbs, President ,��.. � 3/6/2012 14-3-42 Barbara Bruecker, Board President Vail Trails East Condominium Association bbruecker a,aol.com 303-324-5223 January 25th, 2012 Town of Vail RE: Plan to redevelop the Ski and Snowboard Club and add the new Gondola, Dear Town of Vail, On behalf of the Board of the Vail Trails East Homeowners Association, I wish to express our concern for the redevelopment of the Ski and Snowboard Club. Specifically, the Vail Trails East Board is very concerned about the increase in the traffic in the area that this could bring. In addition, the traffic flow itself is of concern to the owners of the Vail Trails East Association. We ask that the Town engage in an impact study and rezoning meeting and include the neighboring condominium associations and if approved to carry out this project is a manner that minimizes the impact on the residence owners at Vail Trails East and other neighboring homeowners. Very truly yours, Barbara Bruecker Board President, Vail Trails East Homeowners Association 3/6/2012 14-3-43 ma.n®r Vail 595 East Vail Valley Drive •Vail,Colorado 81657 p970.476.5000 t800.950.VAIL(8245) (970.476.5683 ,vmanorvail.corn LODGE January 26, 2012 George Ruther TOV Community Development Department 75 South Frontage Road Vail, CO 81657 Dear George, Manor Vail Condominium Association understands that the Ski and Snow Club Vail (SSCV) have submitted an application for rezoning from Ski Base Recreation to Ski Base Recreation II. We further understand that this is the precursor to a proposed redevelopment. Without knowing the specifics of the redevelopment, Manor Vail Condominium Association Board of Managers wants to go on record as expressing some potential concerns. Currently, traffic is often an issue around Manor Vail; a lot of it a result of drop-offs and pick-up's at Ski Club Vail. This is not only a significant pedestrian safety concern, but it impedes traffic into and out of the property. Therefore, there are concerns about impacts to traffic. We understand that the proposal calls for significantly increasing the size of the building. Increasing the mass and the height are of significant concern, as are the aesthetics. Additionally,there's concern about the impacts of increased pedestrian traffic, noise, lighting, and general building appearance. The current situation is often an eye-sore with trash and other debris scattered around the building. What will be done to improve this? Manor Vail enjoys a good business relationship with SSCV. The lack of information on the potential redevelopment is troubling. Thank you, I leary ral Manager MV Board of Ma agers th A distinctive experience 0i6/QQlUl by Destination Hotels & Resorts des tirl#t3Q#4iote Is.com Vail Homeowners Association Correspondence: RE - Ski Club Vail and Vail Village Gondola Issues TOV/PEC Hearing 01/30/2012 -----Original Message----- From: Morton, Bill (NYC-JMW) [mailto:Bill_Morton @jackmorton.com] Sent: Monday, January 23, 2012 10:45 AM To: Dwight Henninger Cc: Stan Zemler Subject: RE: Enforcement Dwight, Many thanks for your note, and apologies for my delay in responding. My wife and I have been traveling internationally since January 4 and just returned. I and all of my neighbors on Hanson Ranch Road, the row houses, etc., appreciate all of your efforts to address and hopefully resolve these traffic issues. Certainly we're all aware of the issues during the "busiest" times, and more are ahead with Presidents' weekend and Spring break. I believe the problems will continue until summonses are issued on a regular basis. There needs to be signage and perhaps even barriers preventing these vehicles from Hanson Ranch Road during these periods. Again, my thanks for your note and consideration in continuing to address and support the situation. ...and a Happy New Year to you. Bill William Morton /Jack Morton Worldwide/+ 1.212.401.7330 /mob: +1.917.864.2372 / http://www.jackmorton.com/blo at t http://bloiziackmorton.com Follow us on: Twitter/Facebook/LinkedIn/YouTube/Flickr From: Dwight Henninger [mailto:DHenningerkvail,izov.coml Sent: Friday, January 06, 2012 2:28 PM To: Morton, Bill (NYC-JMW) Cc: Stan Zemler Subject: Enforcement Bill Stan forwarded me you email, I'm the Police Chief here in Vail. 3/6/2012 14-3-45 I am aware of the problems on Hanson Ranch Road and I spent a half day out there last week working to keep the Shuttle vehicles and skier drop-off private vehicles from blocking the roadway. I have talked with the Shuttle service managers and hope the situation will improve in the coming weeks and months. Clearly last week is our busiest of the year and we had numerous issues all over town with parking and traffic. This made it impossible to have an officer, or CEO at every problem spot, but we are aware of the problems on Hanson Ranch road and will continue to do our best to enforce the rules in that area,while trying to balance the guest service component. Thanks for bring the concerns to us. Happy New Year! Dwight From: Morton, Bill(NYC-JMW) f mailto:Bill_Mortongjackmorton.coml Sent: Tuesday, January 03, 2012 12:06 PM To: Stan Zemler Cc: Andy Daly Subject: ENFORCEMENT Good morning, Stan. It was good to see you again at the Vail Village Homeowners Association Annual Meeting the other day. From my 21 years of being a Board member(now Emeritus,) I felt that this was truly one of the best. Kay and I have had a wonderful two weeks in Vail, and as I'm about to leave (yet returning again in February and March,) I thought I'd drop you a quick note around the subject of enforcement. The issue is the skier drop off and pick up on Hanson Ranch Road just past the Christiania. In short, between 8:30am and 10:30am and 2:30pm and 4pm every day, the traffic sometimes backs up beyond the Christiania. When this happens even the open lane gets blocked, and traffic doesn't move. It's obvious that the various hotels and "clubs" use that as their primary drop off and pick up. Is there some way to control that or find another location? While there has been a significant improvement in the trucks not using Hanson Ranch Road or unloading in the Village, it's too bad that there's not more enforcement of these trucks using the underground pickup and delivery. A stricter enforcement of this would enhance the functioning and ambiance of the Village. 3/6/2012 14-3-46 In any case, I drop you this note with continued appreciation for all that you and the Village leadership continue to provide to this very special community. Thanks, Bill William Morton /Jack Morton Worldwide/+ 1.212.401.7330 /mob: +1.917.864.2372 / http://www.jackmorton.com/blo at t http://blogjackmorton.com Follow us on: Twitter/Facebook/LinkedIn/YouTube/Flickr Dwight Henninger Chief of Police Vail Police Department 970.479.2218 direct 970.479.2210 main 970.479.2216 fax dhenningerAvailgov.com vailgov.com twitter.com/vailgov 3/6/2012 14-3-47 ACHMENT 14 1 lz�00 LIED Q4 f t GOLDEN PEAK OPERATIONAL MANAGEMENT PLAN I. INTRODUCTION Vail Associates, Inc. ("VA") has filed an application to amend the Approved E Development Plan for the Golden Peak Base Facility. The amendments include revisions to vehicular parking on the site, the design and function of both public skier and Children's Center drop off, as well as alterations to employee parking, lift capacity, and ski base operationC. . . Iii the course of the submittal, VA has made certain representations regarding the physical site plan and the operations of the portal. The Town of Vail Department of Community Development has requested elaboration. This plan expands upon and supplements the application and, to the extent it is inconsistent with the application, supplants it. This Golden Peak Management Plan is intended to enhance the experiences of guests to Vail and of the residents of the Golden Peak neighborhood in a manner consistent with the goals and objectives of the agreement between the Town of Vail ("TOV") and'Vail Associates to manage peak periods in this resort community. In effect, the measures proposed in this plan are means of managing or controlling the demands upon the Golden Peak portal and the impacts upon its surrounding infrastructure. The concepts and principles of the Program To Manage Peak Periods Agreement (the "Agreement") between TOV and VA are therefore incorporated by reference into this management plan. 3/6/2012 14-3-48 2 A reality that must be recognized in examining the creation of infrastructure and operational systems for Golden Peak or Vail at large is that both the ski company and the greater Vail community are engaged in the winter and summer resort business. For reasons beyond the complete control of the community the demands for and use of resort goods and services will always be subject to specific or isolated events such as the Christmas holiday or a world class competitive or cultural event. Events such as these will by necessity mean that Vail will experience surges or peaks of visitor use that may be mitigated, but will not be entirely overcome or eliminated by investment in hard assets. To the extent that such high demand events tax the capacity of our systems and our collective patience, we must also acknowledge that these events, if well managed, are also what give us life, vitality, excitement and special appeal. It is the effort to "manage well" that leads to the creation of this plan. In its application VA has proposed significant physical improvements to the Golden Peak portal. These include: - doubling the skier drop off zone capacities; - improving drop off flow and function; - giving locational primacy to public transit; - structuring and landscaping private auto parking; - improving lift access to balance portal use across the Village; and - improving base lodge facilities for the guest and local alike. 3/6/2012 14-3-49 3 _ This major investment in hard assets satisfies to the highest degree possible the programmatic requirements of the Golden Peak project's planning professionals. The proposed management techniques which follow are meant to be flexible guidelines and dynamic tools which may be altered, revised, enhanced, or even eliminated over time as needs require to "manage well". And, while these techniques are described in terms of VA or TOV responsibilities, it must be noted that others, the greater Vail community and each and every Golden Peak neighbor, must likewise contribute, act responsibly and treat others equitably in managing or mitigating the impacts of use, growth and congestion during peak periods within our community. For their parts, pursuant to the Agreement, both VA and TOV have immediate responsibilities to undertake growth management measures. Section III (pages 11-16) of the Agreement outlines these immediate responsibilities under Tier I of the Plan. VA's obligations include measures which might mitigate impacts at Golden Peak such as providing bus passes to appropriate employees for use on the Town of Vail system, encouraging carpooling, and pursuing Park and Ride sites for employees. TOV's obligations, set forth in the Agreement, include controlling peak traffic and parking issues, productive management of traffic circulation and parking systems, creative allocation of the bus service, effective utilization of law enforcement personnel, and better distribution of skiers to different base area facilities. 3/6/2012 14-3-50 4 , For these purposes it is pertinent to note that in the Agreement "Peak Periods" are defined as: Christmas Peak: That period which extends between December 26 and December 31; and High Season: That period which includes Presidents' Weekend and each weekend beginning the third weekend in February through the end of March. "Nonpeak Periods" are defined as: Those periods falling outside of the Christmas Peak and High Season and which normally include the early ski season, Thanksgiving, the pre- Christmas Period, the January to mid-February period, and the late ski season. Another pertinent concept in the Managed Growth Agreement is the benchmark capacity of the mountain which has been defined as 19,900 skiers at one time "SAOT"). The theory behind the Managed Growth Agreement is to implement tiers of management techniques to control infrastructure demands and op erations at or below the 19,900 SAOT threshold. An additional factor for consideration is the design day standard for Golden Peak planning studies and infrastructure assessment which is 15,000 SAOT, a typical skier day count for the 3/6/2012 14-3-51 5 current Christmas Peak. The physical infrastructure of Golden Peak is designed to accommodate the portal demands of a 15,000 SAOT event. The Assessment Committee, described in Section VI of the Agreement, is the entity charged with monitoring, evaluating, and refining the operations of the community management plan. For the purposes of this Agreement, the Assessment Committee is likewise cha 3ility, but it is understood that for these purposes the Assessment Committee may delegate its review fun to the Vail Transportation Task Force or other designee and shall include representatives of the affected Golden Peak neighborhood in the review process. The P roject components or elements which might be considered for tiered management techniques at Golden Peak include the following: (a) Managed j Parking Structure; (b) Public Skier and Children's Center Drop-off Areas; (c) Employee Parking; (d) Mountain Operations; (e) Local and Community Programs, (� such as DEVO• Ski Club Vail Activities; (g) Adult and Children's Ski School; (h) � Loadin Delivery and Trash Removal; (i) Snow Management; 0) Ticketing; and (k) g+ Special Events. H. MANAGED PARKING STRUCTURE Plan of 1984 depicted 130 surface parking The Approved Development s aces, primarily located on the nort h side of Tract F along Vail Valley Drive for all P varieties of users of this particular portal and 6 interior parking spaces for the residential condominiums. The Children's Center plan of 1988 required 12 spaces. 1• 3/6/2012 14-3-52 6 Taken together these total 148 spaces for drop off and parking. Presently the surface lot existing at Golden Peak holds approximately 150 automobiles or less depending on the amount of snow storage on the lot and the efficiencies of car storage: Of these 150 spaces roughly 18-20 are used by employees; p raddle Creek Property-Owners reserve and utilize 8 spaces; 4 spaces are used for Cross Country and approximately 118 spaces are available for use Ski Van pic�i=up-arnd drop.-off;_.. PP by the skiing-public fora fee. '-Par'kbg-requirements_for ,the-Ski Base/Recreation District are i-adressed in Section 18.39.2230 o#'the.uail.Ordinances which reads: "Off-street parking shall be provided in accordance with "Chaptier 18.52 and/or as specified on the Approved Development Plan."(emphasis supplied) The language e lan a of this section permits and contemplates a parking function and g design unique to this district and its development plan. In response to this unique environment the parking structure proposed in this plan consists of 148 parking spaces (including 5 handicapped or ADA spaces) located at or below the street elevation and landscaped across the top to provide an aesthetic benefit to the development and the surrounding neighborhood. . The fundamental concept of the organization and management of these parking spaces, the equivalent of a Tier I management technique, is to create a managed or reserved "right to park" mechanism designed to control the availability and use of the spaces and hence cut down on indiscriminate traffic flows while providing for and paying for the aesthetic 3/6/2012 14-3-53 7 benefits of the landscaped structure. The mechanism formulated to provide this ed arking product to the public is a non-equity club or association of up to managed P 500 members who would have the right to park in this structure for a fee. Two tiers of membership bershi in the association are contemplated. The first tier would consist of up to 50 members who would have a right to park in an identified reserved parking space. The second tier of members would be up to 450 people who have a right to park in the structure based upon a monitored and computer controlled reservations system. It is the intent of the applicant to initially offer 50 first tier and 200 second tier memberships to the public. Parking memberships would be sold in the fall of 1995 contingent P tin ent u on final approval of the Golden Peak Base Facility Project by the Town of Vail and sufficient subscriptions to commence construction of the parking in the s ring of 1996, but no later than spring of 1997. In the event that structure P subscri tions are not forthcoming to commence construction in 1997, the necessary P VAI will initiate discussions with the Town Council concerning payment in lieu of parking alternatives. The first tier member would secure a right to use a particular parking space on a y ear-round basis. Hence, the ratio of first tier members to parking spaces reserved for their use would be 1 to 1. The second tier members would have a year- round right to use a parking space based upon availability and prior reservation, monitored b a computerized rotation system to insure equitable and optimized use. The initial offering of second tier memberships would constitute a ratio of 3/6/2012 14-3-54 8 . approximately 2 members to every parking space. These members would call the parking manager more than 24-hours in advance to reserve their use of available spaces. A reservation list from among the members would be compiled daily for the management of entry access by personnel stationed in the attendant booth at the entry to the structure. Access into the structure would be permitted upon presentation of a photo I.D. identifying the bearer as a member and a confirmation of a reserved parking space on the parking availability list. In the event that all parking spaces are not fully reserved and utilized by the club members, VA, as operator of the facility, reserves the right at any time of the year to utilize unreserved spaces for other guests, members of the skiing public, employees or other persons who likewise must call and reserve a space less than 24- hours in advance. This short-notice use by non-members would be permitted only on a daily basis by reservation. However, this managed operational feature would expand the available user groups and increase the utilization of the structure in non- P P peak eriods without adding appreciable, unwanted traffic. Further, if the utility of the structure can be maximized by offering additional memberships for sale, VA will do so after the first year of operation establishes typical occupancies. III. SKIER DROP OFF Skier drop off occurs presently on the east side of the existing Golden Peak structure and immediately to the north of the Children's Center. Existing conditions provide for 21 head-in spaces adjacent to the Children's Center and 10 3/6/2012 14-3-55 . 9 area for the general public, parallel, or active parking spaces, in a loop drop-off dedicated to all drop-off functions. The proposed plan totalin g 31 spaces currently nearly oubles this capacity by providing for 30 head-in spaces dedicated to y Children's Center drop off and 29 spaces for general skier drop off north of the proposed building, totaling 59 spaces for skier drop off at this portal. A.) Tier I. Management measures to be undertaken in a sequential fashion concurrently with redevelopment include: 1. During the Christmas Peak period and Presidents' Weekend VA will staff the General Skier and Children's Center drop off zones with 4 to 6 people, split between the drop off zones as traffic needs demand, during peak P , P arrival and departure hours or approximately from 8:30 to 10 a.m. and 3 p.m. to 4:30 p.m. These traffic managers will direct traffic, assist and expedite the loading and unloading of passengers and equipment, encourage the timely and swift departure of vehicles, and enforce restrictions against unauthorized parking by calling for the removal or towing of offending vehicles. 2. During the High Season period VA will staff the General Skier and Children's drop off zones with 2 to 4 people, split between the zones as traffic needs demand during peak arrival and departure hours. 3. During non-peak periods and during evening or night hours the drop off zones would be staffed or managed upon the operational discretion of VA as 3/6/2012 14-3-56 10 , may be needed to prevent congestion or vehicle stacking into Vail Valley Drive or the bus lane. During these periods and times, except for special events, VA will permit parking by the general public in the drop-off zone surface spaces consistent with the practice and use of other VA parking lots such as North Day lot. 4. Permanent, static, ignage at the top of Blue Cow Chute will be installed by TOV indicating that there is no public parking at Golden Peak and that only Children's Center and skier drop off is permitted. 5. In Section V (page 25) of the Agreement additional skier drop off zones have been identified as "pressing current transportation and circulation needs". VA will therefore cooperate with the TOV in identifying additional skier drop off zones elsewhere in the town including Ford Park, the Main ski P o Parkin g Structure, Lionshead, and other locations which will be formalized and improved by the Town of Vail. Initially TOV will develop and implement a plan for general skier drop on the upper deck of the Transportation Center utilizing existing physical improvements and facilities. 6. Upon the conclusion of each Peak Period and ski season the Assessment Committee or its designee, will specifically assess access to and egress from the mountain at Golden Peak, together with traffic and drop off impacts associated with the skier movements and will make recommendations for 3/6/2012 14-3-57 11 adjustments or improvements to the Tier I management techniques described above. (B•) Tier II. In the event that some or all of the Tier I management techniques above have been implemented and traffic congestion in the drop off zones still results in vehicle stacking into the street or bus lanes to a degree detrimental to the ordinary operation of the infrastructure, then the following successive management efforts will be undertaken in the neat succeeding ski season: 1. VA and/or TOV will implement additional Tier I techniques which have not yet been employed or will enhance those Tier I techniques already in use according to the recommendations of the Assessment Committee. �2. TOV pursuant to its general obligations in the Agreement to implement ctive management efforts in coordination with VA to control traffic,will pro-a crease utilization of law enforcement personnel during peak periods in the in management of traffic at Golden Peak (Section M. A. 2. a., page 13). 3. Based upon the impacts of traffic congestion and as transportation needs demand, TOV will implement an electronic signage program which would display la messages on the town arterials regarding traffic conditions within the town P arking garages, drop off zone traffic status conditions and lift maze conditions at the base portals. 3/6/2012 14-3-58 12 IV: EMPLOYEE PARKING Presently 18 to 20 VA employees park at Golden Peak of the approximately 500 employees who are based there in Peak Periods. Another 25 to 30 spaces are seasonally easonall leased by VA from third parties for employee parking. The remaining 90% of Golden Peak based employees park in public lots, use public transit, or use other private parking spots. Tier I. The following management techniques will be implemented sequentially upon redevelopment to mitigate employee transportation impacts and serve the needs of the community's employees: VA to ether with TOV, will enter into negotiations with the Colorado 1. g Department of Transportation to secure, if possible, an employee park and ride intercept lot on Highway 6 in Eagle-Vail. This lot would be used for VA and TOV employees to park their vehicles in Eagle-Vail and utilize established public transportation routes to continue on to their job locations in Vail. In the event the CDOT site is not available or unsuitable, other sites will be located and secured for a park and ride lot. 2. To the extent space availability exists during non-peak periods, V. A. will permit managed employee parking by reservation in the parking structure at Golden Peak. 3/6/2012 14-3-59 13 3. During Peak Periods VA employees will carpool to the soccer field lot pursuant to the Holiday Traffic and Parking Plan as managed and operated by TOV or alternatively as managed by VA. 4. During the Christmas peak period and, in fact, extending beyond it from December 24 until January 1 in any given year, VA will implement its Holiday Traffic and Parking Plan. During this period VA will provide free bus tickets for the Avon/Beaver Creek bus system to all Golden Peak based staff. Parking in VA lots such as West Day Lot and North Day Lot, will be available for free to employees who carpool. Employees not carpooling will be charged a fee. 5. VA will add the Holy Cross Lot to its parking inventory for peak-period employee carpooling. 6. As necessary, VA will assign employees carpooling locations in particular lots among the West Day, North Day and Holy Cross properties and manage entry access into these properties. 7. VA will lease 20 parking spaces from a third party or, alternatively, purchase 20 'blue" parking passes from the TOV for parking in the town structures. 8. Upon the conclusion of each Peak Period and the ski season, the Assessment Committee or its designee will monitor the Tier I techniques 3/6/2012 14-3-60 14 . described above, assess the operational results, and make recommendations for alterations or enhancements to the plan. (B.) Tier II. In the event that some or all of the Tier I management techniques have been implemented and employee parking and transit is still a concern, additional methods of employee transit and parking will be undertaken at the recommendation of the Assessment Committee or its designee. V. MOUNTAIN OPERATIONS (A.) Tier I. Management measures to be undertaken during peak periods in a sequential fashion concurrently with redevelopment include: 1. VA will extend its periods of mountain operations later into the day (e.g. until 4:00 p.m.) to spread out the departure times of skiers from the mountain. 2. Employee passes will be restricted during the Christmas Peak and Presidents' weekend. 3. Improvements to the food and beverage offering at the base facility restaurant, including apres ski and dinner offerings, will be designed to attract the skiing public and stagger the public's departure from the portal . 4. VA will cooperate and coordinate with TOV and the Colorado Department of Transportation regarding the installation of signage at base facilities, including Golden Peak, advising departing skiers of road conditions 3/6/2012 14-3-61 • 15 and, if conditions are adverse, inviting or advising departing skiers to stay later in the village and draw out their departure times. 5. Upon the conclusion of each Peak Period and the ski season the Assessment Committee or its designee will assess mountain operation impacts and make recommendations for adjustments or improvements to the Tier I management techniques described above. B. Tier II. In the event that some or all of the Tier I management techniques ues have been implemented and congestion still exists in the portal during peak periods, then the following successive management efforts will be undertaken in the next succeeding ski season or Peak Period: 1. VA and/or TOV will implement additional Tier I measures which have not Y et been employed or will enhance those Tier I techniques already in use according to the recommendations of the Assessment Committee or its designee. 2. VA will continue to take operational measures to balance the functionality and use of its portals, as well as on-mountain circulation. a V1, DEVO/LOCAL AND COMMUNITY PROGRAMS "DEVO" is an abbreviation for the Vail Development Team, a Children's Ski School Program consisting of 300 children which offers specialized ski school classes to the children of locals and front range skiers. The high concentration of locals 3/6/2012 14-3-62 16 tin in the program results in an inordinately high drop oft'impact on non- participa g peak Saturdays which mimics peak conditions throughout the season. ,A, Tier I. Measures to be sequentially undertaken concurrently with redevelopment include: 1. The DEVO program does not run during the Christmas Peak or over Presidents' Weekend. The program will continue to be limited in this fashion. 2. Arrivals for the DEVO program will be staggered in advance of the typical ski school or mountain opening times. DEVO arrival will be scheduled for 8:30 a.m., one-half hour prior to lift opening. Pick up will likewise be scheduled earlier than regular mountain closure. off for DEVO will be formalized and managed by DEVO instructors 3. D ro p in the Golden Peak skier drop oft'zones to prevent stacking into the streets. 4. VA will investigate splitting the DEVO program further and basing some portion of the program in Lionshead or staging it at other drop off zones. For example, moving the Freestyle Program, approximately 15% of the DEVO skiers, to another drop off zone such as the TOV structure will be explored and implemented if alternate drop offs are created. Staging DEVO out of the Lionshead Teen Center will also be explored with TOV, including the creation of short-term, 30 minute, drop-oft'and pick-up parking spaces in the Lionshead Parking Structure. 3/6/2012 14-3-63 • 17 t 5. DEVO race events will be moved in whole or in part to other local courses. 6. Upon the conclusion of each ski season the Assessment Committee or its designee will assess the impacts caused by the DEVO program and make recommendations for adjustment or improvement to the Tier I techniques described above. (B.) Tier II. In the event that some or all of the Tier I techniques have been implemented and DEVO still adversely impacts portal congestion then the following successive management efforts will be undertaken in the neat ski season or Peak Period: 1. DEVO will be relocated in part or in whole to other portals, including } down-valley portals accessing Beaver Creek Mountain. 2. DEVO and other such local programs will be terminated. VII. SKI CLUB VAIL Ski Club Vail is a private, non-profit ski club which is not owned, operated, or managed by VA. VA, however, provides on-mountain access for training and racin g events for Ski Club Vail. Ski Club Vail training accounts for approximately 60,000 gate starts per year and Ski Club Vail racing activities account for an additional 15,000 gate starts per year. Generally racing activity, including Ski Club Vail runs from 8:30 a.m. until 4:30 p.m. and frequently occurs seven days per week during the ski season. 3/6/2012 14-3-64 18 ' A.) Tier I. Management measures to be taken concurrently with redevelopment include: 1. Ski Club Vail programs will be coordinated with other special events, as was done during the 1994/1995 season, to prevent overcrowding of groups in the portal at any one time. 2. Start times for Ski Club Vail during peak periods and high season will be coordinated so that Ski Club Vail arrival times will occur before the 9 a.m. will be terminated later in the afternoon to spread the peak hour rush and departure from the ski mountain. 3. VA will allow and encourage Ski Club Vail users to arrive and depart using the General Skier Drop-off Zone. 4. Upon the conclusion of the ski season, the Assessment Committee or its designee will monitor the Tier I techniques described above, assess the impact of Ski Club Vail on the use and efficiencies of the portal and make recommendations for alterations or enhancements to the plan. B.) Tier H. In the event that some or all of the Tier I measures have been implemented and Ski Club Vail still poses logistical problems for the optimized use of the portal, the recommendations of the Assessment Committee or its designee will be implemented. 1. Ski Club Vail will be terminated in whole or in part in its use of the Golden Peak race courses and base facility. 3/6/2012 14-3-65 • 19 VIII. ADULT AND CHILDREN'S SKI SCHOOLS The Golden Peak portal is somewhat unique in that it supports a full children's ski school, including nursery, as well as the adult ski school. Approximately 37,000 ski school students per season, or an average 264 per day, are serviced at this portal. .The size and scope of ski school activities in the portal are naturally constrained by the size of the base area facilities. The Children'.s Ski School in particular is functionally limited by the building size and the ski yard available for introductory children's classes. (A.) Tier I. Management measures to be undertaken in a sequential fashion concurrently with redevelopment include: j 1. Ski school classes will be coordinated with morning arrivals of other special user groups so that ski school classes will sequentially follow the arrival times of other groups and activities and spread out portal arrivals. 2. VA will emphasize a "one stop shop" of lessons and equipment, including overnight storage, which will reduce the need for arrival by private automobile as well as reduce dwell times of automobiles which do arrive for drop off. 3. VA will promote in its marketing materials the convenience of public transit which services the area. 4. VA will explore the implementation of telephone or electronic preregistration in ski school, including the Children's Ski School, in an effort 3/6/2012 14-3-66 20 to cut down the dwell times of automobiles dropping skiers off for ski school registration. 5. Upon the conclusion of each Peak Period and the ski season, the Assessment Committee or its designee will assess congestion in the portal related to ski school activities and make recommendations for adjustments or improvements to the Tier I management techniques discussed above. (B.) Tier II. In the event that some or all of the Tier I management techniques have been implemented and congestion associated with the ski schools still results in crowding in the portal then the following additional management steps will be sequentially implemented: 1. The recommendations for improvements or adjustments made by the Assessment Committee or its designee will be instituted in the following season or Peak Period. 2. VA will make improvements to its Lionshead Ski School facilities upon the redevelopment of that portal taking pressure off of the Golden Peak portal. IX. LOADING, DELIVERY AND TRASH REMOVAL The Golden Peak Base Facility requires the delivery of food and liquor for its restaurant operations and trash and recycling pick-up for all functions located at Golden Peak. Currently, food and liquor delivery takes place daily between 6:00 a.m. and 7:00 a.m. and again between 5:00 p.m. and 6:00 p.m. The majority of 3/6/2012 14-3-67 21 E food and liquor deliveries are first sorted out at the Gondola Building in Lionshead, then delivered to Golden Peak by VA employees. Currently, there is no formal loading dock at Golden Peak which results in the need for two (2) daily food and liquor delivery trips. In addition, there is a trash compactor at Golden Peak currently which results in the need for daily trash collection at 7:00 a.m.. Recycling pick-up is done by VA and occurs as needed concurrently with food and liquor drop-off. It is estimated that current delivery times will remain the same to avoid interference with skier traffic, though the addition of a formal loading area and storage may reduce the number of daily delivery trips by VA from two (2) to one (1). The addition of a trash compactor at Golden Peak should reduce the frequency of daily trips required for trash pick-up. i (A.) Tier I. Measures to be undertaken concurrently with redevelopment include: 1. Delivery times will be managed so that no delivery or trash pick-up will occur during he hours of 8:30 a.m. to 10:30 a.m. and 3:00 .m. to 5:00 .m. g P P 2. The Assessment Committee will review and assess truck deliveries and service at the conclusion of each ski season and make recommendations for alterations or improvements as necessary. (B.) Tier 11. In the event that some or all of the above measures have been implemented and if loading, delivery and/or trash removal results in 3/6/2012 14-3-68 22 operational inefficiencies in the portal then the following management techniques will be implemented in the neat succeeding ski season: 1. The recommendations of the Assessment Committee will be implemented. 2. VA will endeavor to deliver larger loads directly to Golden Peak and store additional food and beverage on site thus reducing the number of trips or will arrange night delivery to avoid traffic congestion. X. SNOW MANAGEMENT Snow management at Golden Peak will be conducted in a manner similar to that in other VA portals. Snow storage zones have been depicted upon the revised snow storage map prepared and submitted with the Application. (A.) Tier I. The following management efforts will be undertaken with respect to snow storage and management during the ski season, including peak and high season periods. 1. VA will by contract with third parties or through its own forces plow all areas of vehicular circulation as depicted on the Snow Management Plan by 6 a.m. every morning upon a snowfall of 4 or more inches. 2. VA, through its own forces, will remove snow from sidewalks and plaza areas depicted upon the Snow Management Plan by means of a bobcat, an ATV and/or by hand between the hours of 7 and 8:30 on all mornings following a snowfall of 4 inches or more. 3/6/2012 14-3-69 23 3. VA will store snow in temporary snow storage areas within the drop off zones and within two to seven days of a 4" snowfall will use loaders and F trucks to remove the snow stored there and transport it from the site. Impacts on traffic congestion will determine the speed and frequency of removal of snow from the temporary snow storage areas. VA will remove snow immediately if snow storage results in congestion in the drop-off zones causing auto stacking into the street. 4. At the end of each Peak Period and the ski season the Assessment Committee or its designee will review snow removal performance during the season and, as necessary, make recommendations for adjustments or improvements to the Tier I techniques described above. (B.) Tier H. In the event that some or all of the Tier I techniques designed to manage snow have not effectively cleared the snow from the drop off zones or other public areas and/or have impacted circulation on the public streets, then VA will implement recommendations made by the Assessment Committee or its designee. XI. SPECIAL EVENTS AND SKI RACING Golden Peak is the site of many ski races and special events during the course of a ski season. Typically the racing season begins in mid-December and runs through early April. Training for ski racing can be broken down as follows: Ski Club Vail generates 60,000 gate starts per year; high school programs add 7,500 3/6/2012 14-3-70 24 - gate starts per year; and corporate/club training events add 7,500 more starts per year. Actual racing starts for these three user groups are approximately 15,000 gate starts per year for Ski Club Vail, with an additional 2,000 starts per year for local high school programs, and 10,000 starts per year for corporate and club racing. These total roughly 102,000 gate starts per year and average 4.5 ski racing events per week. Daily activity for ski racing typically commences at 8:30 a.m. and continues until 4:30 p.m. Of these race events two or three major televised events occur each year, not all of which are headquartered out of the Golden Peak course. These include the Pro Tour, FIS World Cup and North American Trophy Series races. In 1999 the World Championships will be held at Vail and opening ceremonies are scheduled for Golden Peak. Race starts and demand for training space have been growing steadily for the past decade. Special Events.which occur at Golden Peak, in addition to the routine racing programs, include various snowboarding events which draw typically 100 to 250 people, the U.S. Pro Tour.which draws about 500 people, and Hot Winter Nights events which draw 500 to 1000 people typically in February and March and up to 3000 people during the Christmas holiday. (A.) Tier I. Management techniques already utilized and in place at Golden Peak or which will be implement with redevelopment include: 3/6/2012 14-3-71 • 25 1. Snowboarding events typically held in non-peak periods are usually small `s with minimal impact on portal arrivals or use. Arrivals and staging of event P `s t participants will be managed with VA personnel on an "as needed" basis. 2. Hot Winter Nights events are held during off hours and do not interfere r with other portal arrivals or demands on infrastructure. These will be managed with VA personnel on an "as needed" basis. 3. Major events, such as televised FIS racing events, the World Championships, major bicycle race events, and summer fireworks will be managed through the standard special event permitting process of the TOV. 4. At the end of each Peak Period and ski season the Assessment Committee or its designee will review and make recommendations concerning Special Events and racing activities at Golden Peak and their impacts on the portal and congestion in the surrounding infrastructure. (B.) Tier U. In the event some or all of the Tier I techniques have been implemented and congestion has still resulted at the portal which adversely effects traffic or surrounding town infrastructure then VA will implement the recommendations of the Assessment Committee or its designee in the following ski season or Peak Period. In addition the following successive management techniques will be implemented: 1. Special events will be moved in part from this portal to down valley locations. 3/6/2012 14-3-72 K� TOWN OF VA105 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM/TOPIC: The Town council is requested to provide staff with specific direction relative to the Ford Park Improvement Program to be included in the Updated Ford Park Management Plan. PRESENTER(S): Tom Braun, Braun and Associates ACTION REQUESTED OF COUNCIL: Please see attached Memo STAFF RECOMMENDATION: Please see Attached Memo ATTACHMENTS: Town Council Ford Park Update Memo TC Summary of Comments Ford Park Presentation 030612 3/6/2012 0 TOWN OF VAIL ) Memorandum To: Vail Town Council From: Public Works Department Date: March 6, 2012 Subject: Ford Park— Direction towards proposed Updated Management Plan and Development Plan applications. I. SUMMARY The Town Council is requested to provide staff with specific direction relative to the Updated Ford Park Management Plan and subsequent Ford Park Phase 1 Development Plan submittals to the Planning and Environmental Commission (PEC). II. BACKGROUND The goal of the Ford Park planning effort is to efficiently utilize the funds approved by the voters to develop the intended projects at Ford Park. These projects include the following: 1. Recommended $5.6 M of the $9.4 M Conference Center Funds Ballot: • Ford Park Sports Complex expansion/renovation $3.5 million • Ford Amphitheater Renovation $2.1 million 2. Additional projects identified that compliment the Proposed Ford Park Improvements: • New entry to Betty Ford Gardens $600,000 • Improved pedestrian, bike and loading/delivery vehicle circulation in Ford Park $1.8 million These projects fit within a larger vision for Ford Park, initiated by the Vail Valley Foundation (VVF), to enhance the overall user experience of arriving at and being within the park. Acknowledging that the larger vision for the park includes park elements that are not immediately funded, along with the public sentiment toward protecting the park and the long term goals of the organizations which operate within the park, it is necessary to evaluate the proposals and update the current Ford Park Management Plan document. Keeping in mind the goal of efficient utilization of available funds, the approval process for the Ford Park projects has been outlined in two steps. 3/6/2012 15 - I - I In order to begin the phased implementation of projects approved by the voters in 2011 and to prepare a Development Plan for approval, the staff needs some council direction. Several of the funded projects would be in the context of the existing Ford Park Management Plan adopted in 1997. These include the following: • Realignment of the athletic fields including: • Replacement of the athletic fields restroom and concession building • Construction of a new maintenance/storage building with restrooms • Improvements to the Ford Amphitheater including: • Construction of a new social courtyard • Enhancements to the existing restrooms • Improved lawn seating • Improvements to the park entry points and internal circulation pathways including: • Betty Ford Alpine Gardens entry • Modifications and improvements to the bus drop-off, passenger vehicle drop-off and parking lot enhancements • Improvements to the existing stream walk • Improvements to the eastern portion of Betty Ford Way between the east parking lot and the amphitheater loading dock to allow access by semi's and delivery trucks The above park modifications work within the context of the existing Ford Park Management Plan and will be included in the Development Plan application to the PEC. Is the Council supportive of the above being included in the Development Plan application? In addition, it has been suggested to include the following park improvements in the Development Application including these that will require amending the existing Management Plan. • A covered area over the amphitheater social plaza • A Welcome Center for the Betty Ford Alpine Gardens that includes offices and an education center • A tribute to the Ford family as an iconic feature in the park • Expansion of the existing AIPP temporary art program to areas throughout the park • Expansion of the existing restroom/concessions facility Is the Council supportive of including the above in the Updated Ford Park Management Plan and subsequent Development Plan application? Over the past weeks several additional ideas have surfaced that require some Council discussion and direction. These include: • Elimination of the proposed Pavilion Town of Vail Page 2 3/6/2012 15 - 1 -2 • Implementation of an internal park shuttle system to ferry people between the upper and lower benches • Extension of the stream walk near the south side of Manor Vail • Addition of an aquatic center to be included in the Updated Ford Park Management Plan. Is the Council supportive of the above items in regards to the Updated Ford Park Management Plan? III. COMMENTS AND RESPONSES TO THE FORD PARK PLAN Initial comments were provided by the Town Council at the February 7 regular session. In addition, the Ford Park plan has been presented to and discussed at various public sessions following the February 7 council discussion. These include a public open house on February 7, meetings with the managers of the Manor Vail and The Wren condominiums, the Vail Economic Development Council and the Recreation Subcommittee. A compilation of the comments recorded at each of these sessions is attached to this memorandum. PEC meeting date changes and agenda submittal deadlines do not allow comments from the PEC work session, March 5, to be included in this memorandum. PEC comments will be relayed to the Council during the presentation. Based on the comments received to date, two alternate plans have been prepared. The distinctions in the two plans are as follows: • Reduced emphasis on the Frontage Road transit stop as the primary entry to the park and main pedestrian connection between the upper and lower bench. Equal emphasis is placed on the existing 6 points of entry for aesthetic and functional enhancements. • An alternate concept for the West Athletic Field Restroom which combines it with a new, relocated restroom for the playground area. • The elimination of the Covered Terrace (Pavilion) on the lower bench and the relocation of the Betty Ford Alpine Garden (BFAG) Education Center to an area adjacent to the Old School House. • The covering of a portion of the proposed Social Courtyard at the GRFA to provide additional weather protection. • Greater detail in the configuration of the Frontage Road access point, bus and passenger vehicle drop-offs, east parking lot and Frontage Road Parking. • Additional soft surface trails along Gore Creek connecting to the Alpine Gardens and Nature Center. The Option 2 version of the alternate plan is identical to Option 1 with the addition of an aquatic center east of the Tennis Center in an area that is currently parking. Town of Vail Page 3 3/6/2012 15 - I -3 IV. ACTION REQUESTED BY COUNCIL Staff is asking Council to respond to the 3 questions above and provide specific direction regarding park elements to be included it the Updated Ford Park Management Plan and the Development Plan submittals to the PEC. Town of Vail Page 4 3/6/2012 15 - 1 -4 FORD PARK—SUMMARY OF COMMENTS MARCH 6, 2012 A summary of the comments heard to date includes several park program elements for which there is a general consensus of acceptance and several other park program elements for which acceptance or non-acceptance is contingent on certain details of the design. Comments received to date do not indicate a general consensus to exclude any specific park program element from the Updated Ford Park Management Plan. The areas of general consensus include the following Improvement Program elements: • Realignment of the athletic fields to allow 3 identical, full outfield depth softball fields and 2 end-to-end soccer/lacrosse field configurations including parking lot modifications, fencing, retaining wall, and the need for new and expanded restrooms, concessions and storage facilities. • Internal improvements to the GRFA including the regarding of the lawn seating (design details not withstanding), modifications to the existing restrooms and ticketing areas and the development of additional restrooms near the east exit of the amphitheater. • The need for the GRFA Social Plaza as an enhancement to the guest experience within the Amphitheater. • The need for improvements to the Frontage Road access points, bus and passenger vehicle drop-off areas, and parking lot configuration. • The need to replace and/or improve the existing playground restroom facility as an aesthetic and guest service enhancement on the lower bench Commons area. • Enhancements to the pedestrian and park experience through streetscape improvements to Betty Ford Way with particular attention to the section between the Manor Vail Covered Bridge and the GRFA including an iconic tribute to the Ford Family, way finding improvements, and enhanced park furniture and landscape treatments. • Expansion of the Art in Public Places temporary art program to additional areas of the park including the BFAG and GRFA. • Improvements to the East Access Road (East Betty Ford Way) to accommodate semi and delivery truck access to the GRFA loading dock area. (Not withstanding the acceptance of the projected cost of construction). The areas where more definitive direction is needed include the following Improvement Program elements: • The acceptable overall number of buildings to be included in the park. • The inclusion and location of the proposed BFAG Education Center building. • The inclusion or deletion of the covered outdoor terrace (Pavilion) structure and the possibility of upgrades to the existing picnic shelter facility. • The final configuration and partial covering of the GRFA Social Plaza and the degree to which it is available to the general park user. 3/6/2012 15 -2- 1 • Possible extension of the Stream walk across Gore Creek and following the stream on the south side behind Manor Vail. Improvement of existing soft surface trails along the north side of Gore Creek between the Gardens and Manor Vail Bridge. The areas where there is consensus with a concept but are still evolving through design solutions include the following Improvement Program elements: • Final design of the rest room/concession and West Restroom buildings as low profile and integrated into the landscape as much as possible. • The location of the replaced or improved Playground restroom building. • The need and ability to turn semi trucks around in front of the GRFA to allow them to exit the park via the East Access Road. • The final configuration of the pedestrian access routes between the upper and lower bench areas. • General restriction on the amount of private vehicle traffic and parking allowed through the lower bench area. • The desire for and funding of an internal shuttle system to assist park users in the movement between the upper and lower bench areas. • The amount, location and funding of enhanced floral displays and landscaping through the park as a unifying design element. • The possibility of establishing an inter-agency joint maintenance and operations program for non-athletic associated landscape and amenities. SPECIFIC COMMENTS RECORDED DURING VARIOUS FORD PARK DISCUSSIONS: Ford Park Town Council Presentation and Discussion, February 7, 2012 Following are the notes taken by Todd Oppenheimer and other design team members in regards to the Council's comments. Kerry Donovan 1. Concerned that the access through the amphitheater lawn seating forces to people to step over or around those already seated. Suggests more direct route between the levels. She did acknowledge the design objective of keeping things fluid and not rigidly designed. 2. Wants to make sure the Vail public is recognized as a "stakeholder" in Ford Park. 3. Said the "institutions" within Ford Park are accessory uses to the public park. 4. Said she feels we need to"talk about"the BFAG Welcome Center as a year round presence in the park in light of the organizations long-term financial capability. 5. Concerned the conceptual bus shelter is physically removed from the bus stop area. 6. The "covered terrace" is one too many buildings in the park. Concerned about the interaction between people using the grass (i.e. Ultimate Frisbee) and a lecture going on in the covered terrace and the potential for conflict. 7. Would like to see overlays showing the existing vs proposed improvements, especially at the east end and entry areas. 3/6/2012 15 -2-2 8. Plan includes great things: i.e. West Restrooms, Ford Tribute, redesigned ticket office. 9. Concerned that the new bridge and stream walk will be going through native landscape next to Gore Creek, and its potential negative impacts to stream health. She doesn't want things shown on the plan that have not been really thought through or vetted through the public process because it implies approval of the concept by Town leaders. 10. Strongly endorsed the low profile approach to concession and bathroom buildings. Wants the architecture of the park center buildings to be low-profile to not block views to the Gore Range from the fields. She said the park is about the land, not the buildings. 11. Wants the East Betty Ford Way improvements and retaining walls to be naturalistic, and not compromise views from the nature center. 12. Asked about the new social plaza and concern about this currently public space becoming less accessible to the public. She seemed comfortable with the answers she got that the intention was for this area to be accessible most of the time. A reply was made to point out the social courtyard space is within the existing VVF lease boundary. 13. Expressed the same concern as Kevin with regard to the grading of the east road, how it would look from the nature center area. Susie Tjossem 1. Expressed concern over noise impacts from the fields affecting the amphitheater. Said the VRD is pushed out for 65 days when amphitheater functions are going on, and that it is important to separate the uses acoustically to be able to work hand and hand. Harry Frampton responded that there was no answer to this huge issue; he did not want to kid anyone. S.T. remarked "then just say that". Was concerned that we were investing in recreation without the ability to fully use the facility. 2. Asked if the statement"Lower Commons is sacred ground" is intended to preclude the setting up of large tents for galas and weddings. Response by staff was no it was not and the term was inappropriate. 3. Asked if we had considered how the park can be used in the winter for activities like snowshoeing. Response was that it had not been considered but that it was a good idea. 4. Made a comment about having too many separate buildings in the park. She asked if the stakeholders had thoroughly explored ways to share buildings, rather than each agency have their own building. Could the BFAG and VRD share office space, and tennis social/concessions are co-located with the concessions building at the park center? Andy Daly 1. Asked about the size of the TV monitors to be mounted on the amphitheater structure. Response was it had not been studied or determined. He prefers smaller monitors that do not negatively impact the intimacy of the performance. 2. Said to consider improved signage through the park including a monument sign along the Frontage Road, and wayfinding to the amphitheater, alpine gardens and lower bench. 3. Asked about the interagency management design directive and wants to know the willingness of each agency to absorb costs. 4. Wants a more comprehensive master plan update process. He said the Master Plan was not considering things like tennis, the helipad, etc. He said that the town should stop thinking that on-site parking is the answer, because the parking garages, transit and managed parking are the solution. He also said that the capacity of the amphitheater should be increased if possible, and to manage additional parking demand through transit. (No response was made, and it was 3/6/2012 15 -2-3 unclear what he meant with his tennis comment. Was he was suggesting the amendment process needs to be comprehensive and not just"targeted amendments") Kevin Foley 1. Said he was sorry to see so many buildings in the park. Suggest we integrate uses and reduce the number of buildings. His comment was "have as few of buildings as possible", and was troubled by how many buildings there were. 2. Said he was concerned about impacts to existing vegetation caused by rebuilding the east road. Margaret Rogers 1. Mentioned the desire to physically limit the number of vehicles on the lower bench. I did not get the entire comment... Greg Moffet 1. Said it was inevitable that the fields would be used for parking during the 2015 Championships and to keep that in mind as we designing expensive irrigation systems. Said something about "needs education"... 2. Wants a convenient drop-off for sports teams' equipment, coolers, etc. 3. Greg also mentioned the temp. heliport, re:town hall redevelopment. I did not note who said it, but a concern was raised over the "row" of improvements along the river, whether this was appropriate, etc. Public Open House, February 7, 2012, prior to Town Council Session (written comments received). 1. OVERALL TOO URBAN—artificial shapes. No improvements to parking. Too many buildings and retaining walls. This is open space. No signature. 2. Patio/Pavilion should be larger. It could be a wonderful space for our galas and weddings. It could be an enormous revenue source for town. It could serve as rehearsal space, lecture space, many possibilities. The proposed size makes for limited options. We could eliminate unsightly tent and therefore less damage to the lawn. Signed A.Tang, Bravo Chairman. Vail Valley Foundation,Jen Mason, GRFA Manager, Martha Brassel, Vail Dance Festival 1. Trash enclosure currently holds three 4 cy dumpsters which is not enough capacity. Cardboard for recycle is stored outside in a separate 6 cy dumpster. The utility vehicle (Gator) is parked in this building as well as equipment for managed parking days and golf cart shuttle service. Golf carts themselves are stored and plugged in with in the amphitheater area. Trash is picked up daily and cardboard is picked up 3 times a week. 2. Turning trucks around in front of the amphitheater, suing the current turning movements, is a challenge. It takes a skilled driver and the entire amphitheater staff to coordinate the actions required. 3. Golf carts would not be a good choice for an expanded shuttle system. They will only run for about 5 hours and have trouble pulling the hills late in the day. A higher capacity, longer running, covered vehicle would be preferred. 4. For Dance Festival rehearsal activities the space must have a sprung floor and be climate controlled. 3/6/2012 15 -2-4 Derek Schmidt, Manager,The Wren Condominiums 1. Derek had few concerns regarding the overall plan, building locations and preliminary designs as presented (boards for the 2/7 open house event were presented). He expressed agreement with the information presented and did not see any significant concerns from The Wren. 2. Specifically, he liked the concept of a pavilion and the inclusion of a year-round facility for the Alpine Gardens. Bob McCleary, Manager, Manor Vail Condominiums 1. Bob had a positive reaction to the overall plan, building locations and preliminary designs as presented (boards for the 2/7 open house event were presented). 2. Bob had a negative reaction to the proposed stream walk between Gore Creek and Manor Vail. He expressed concern that Manor Vail already accepts the brunt of access to Ford Park via the pedestrian easement and people entering the property from the near the Texas Townhomes. He experiences property damage,theft on rare occurrences, and harassment of guests. He feels the stream walk would be intrusive to the guests of Manor Vail. Vail Economic Advisory Council (VEAC) February 14, 2012 (excerpts from meeting minutes) 1. Newbury reminded the committee that Ford Park is a park and if you add more buildings it will take away the "park feeling". 2. Mullen asked if the golf clubhouse & pavilion will have a liquor license or if it would be ran like the Donovan Pavilion and give the event an option to bring in a caterer and liquor. 3. Gunion stated the Vail Recreation Department is currently looking at the liquor options and what license would be a good fit. 4. Navas expressed concern about the sporting fields being licensed and how that would affect non profits having special events in that area. 5. Gordon inquired if there would be events such as concerts held on the fields. 6. Zemler said it would be difficult to have events like a concert on the fields due to the damage the turf and irrigation system from a large crowd. The replacement of the turf and irrigation system would be expensive. Zemler went onto say even if the fields had artificial turf he felt the Town and the VRD would even be more protective of the fields due to the overall cost of replacement of the turf due to cigarette burns, gum etc.would be even more expensive. Recreation Subcommittee Meeting, February 28, 2012 1. Presentation focused on realignment of athletic fields, fencing, and building floor plans. 2. The Committee was in agreement with the field alignment and plans for permanent and temporary fencing. 3. The committee was in general agreement with the building locations but suggested that landscaping be added between the restroom/concession building and tennis courts. 4. Scott O'Connell expressed some concerns regarding how the concession would be operated and organized. Todd will arrange a meeting with Scott and Tim Losa, Zehren. 5. There was considerable discussion regarding the location of the Betty Ford Alpine Garden Center. The general consensus was that it did not belong in such close proximity to the athletic 3/6/2012 15 -2-5 functions and would function better on the lower bench. There was additional discussion in regards to how the Garden Center could add to the year round attractiveness of Ford Park to winter guests with lighting displays, ice sculpture, and snowshoe trails. 6. There was considerable discussion regarding the emphasis on park access through the Park Center area. It was agreed that all entrances should be equally attractive as that is how they currently function. Enhanced landscaping at Park Center was supported but not to over emphasize the entrance to the garden at that location. 7. The committee's reaction to the swimming pool complex shown on Zehren's Option 1 was guarded. It was generally thought that it was not a bad idea but it may unnecessarily slow down the approval process. 3/6/2012 15 -2-6 Introduction FORD PARK DIRECTION TOWARDS UPDATED MANAGEMENT PLAN AND DEVELOPMENT PLAN Ford Park Improvement Plan PEC Work Session SUBMITTAL 3/6/2012 15-3- 1 TOWN OF VA� A=CiOM L Aogp B ,u N ZE'HREN Question 1 - Development Plan Realignment of the athletic fields including: Replacement of the athletic fields restroom and concession building Construction of a new maintenance/storage building with restrooms Improvements to the Ford Amphitheater including: Construction of a new social courtyard Enhancements to the existing restrooms Improved lawn seating Improvements to the park entry points and internal circulation pathways including: Betty Ford Alpine Gardens entry Modifications and improvements to the bus drop-off, passenger vehicle drop-off and parking lot enhancements Improvements to the existing stream walk Improvements to the eastern portion of Betty Ford Way between the east parking lot and the amphitheater loading dock to allow access by semi's and delivery trucks Is the Council supportive of the above being included in the Development Plan application? Ford Park Improvement Plan PEC Work Session 3/6/2012 15-3-2 TOWN OF VA A=CiOM L Aogp B ,u N ZE'HREN luestion 2 - Updated Management Plan A covered area over the amphitheater social plaza A Welcome Center for the Betty Ford Alpine Gardens that includes offices and an education center A tribute to the Ford family as an iconic feature in the park Expansion of the existing AIPP temporary art program to areas throughout the park Expansion of the existing restroom/concessions facility Is the Council supportive of including the above in the Updated Ford Park Management Plan and subsequent Development Plan application? Ford Park Improvement Plan PEC Work Session TOWN OF VAIL 3/6/2012 15-3-3 A=COM L AmW B UN ZE'HREN Question 3 - Updated Management Plan Elimination of the proposed Pavilion Implementation of an internal park shuttle system to ferry people between the upper and lower benches Extension of the stream walk near the south side of Manor Vail Addition of an aquatic center to be included in the Updated Ford Park Management Plan . Is the Council supportive of the above items in regards to the Updated Ford Park Management Plan? 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