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HomeMy WebLinkAbout2012-03-06 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL WORK SESSION AGENDA T0I!'V?J OF �AII_' VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 10:00 A.M., MARCH 6, 2012 NOTE 2 3 4 Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. ITEM /TOPIC: 2012 Council Strategic Plan Discussion with Staff Action Items - SEPARATE MEETING (90 min.) PRESENTER(S): Staff ITEM /TOPIC: VAIL LOCAL MARKETING DISTRICT MEETING - Separate Meeting Presentation of supplemental funds request and reallocation of approved funds. (30 min.) PRESENTER(S): John Dawsey and Adam Sutner, VLMDAC members ACTION REQUESTED OF COUNCIL: VLMDAC recommends that the Vail Local Marketing District approve the proposal to Town Council for the supplemented and reallocated items which will be presented in the evening as Resolution 12, Series of 2012 approving the supplemental and reallocated budgets and appropriating $150,000 for additional marketing related expenditures ending on the 31 st day of December 2012. BACKGROUND: At the time the 2012 budget was approved, revenue from lodging tax collections were 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 %. The VLMDAC is requesting another $150,000 for expenditures, which 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 $115,000. These recommendations are detailed in the attached presentation. ITEM /TOPIC: Council Lunch Break (60 min) ITEM /TOPIC: DRB /PEC Update (15 min.) PRESENTER(S): Warren Campbell 3/6/2012 5. ITEM /TOPIC: Wayfinding Guest Enhancement Project Kick Off with Review of Scope, Guiding Principles and Process. (30 min.) PRESENTER(S): Greg Hall and Henry Beer ACTION REQUESTED OF COUNCIL: Review and approve and /or modify the recommended wayfinding scope, principles, outcomes and process which will create the framework for the wayfinding /signing plan and design. BACKGROUND: The existing Town of Vail wayfinding and directional sign program has been in place since 2000 and is in need of refinement and maintenance updates to complement the new renaissance projects and adapt to technology changes guests are using to access information. These refinements have been identified within the first phase of the town's Guest Service Enhancement Initiative which has also included updated programming elements for the visitor center space in the new Lionshead Welcome Center. Phase 1, following authorization by the Town Council on May 3, 2011, began with an assessment and inventory of the existing townwide signage /wayfinding system by the contractor, CommArts /Stantec. The next step is to establish a set of agreed upon principles and outcomes for the town's Wayfinding Guest Enhancement Program and to establish an agreed upon process to move the project forward. The 2012 Capital Projects Fund includes $1.1 million for the first phase of implementation. Other phases are anticipated in 2013 and 2014 for completion by the 2015 World Alpine Ski Championships. STAFF RECOMMENDATION: Review and approve and /or modify the recommended wayfinding scope, principles, outcomes and process which will create the framework for the wayfinding /signing plan and design. 6. ITEM /TOPIC: Vail Valley Drive Reconstruction (10 Minutes) PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Discuss the status of the Vail Valley Drive Reconstruction project and direct staff to include or not include in the March Budget Supplemental. BACKGROUND: Vail Valley Drive was budgeted to be reconstructed in 2011. It was postponed after ERWSD discussed the possibility of inlcuding water main upgrades into the project and cost sharing in the project. After further investigation by ERWSD it was determined that the upgrades were not necessary and therefore no need to cost share in the project. The project is currently ready to go out to bid for construction in 2012, however the budget would have to be rolled over from 2011. STAFF RECOMMENDATION: Direct staff to include the project in the 2012 Budget supplemental. 7 . ITEM /TOPIC: Information Updates and Attachments: 1) Revenue Highlights - Kathleen Halloran 2) January 2012 Sales Tax -Sally Lorton (15 min.) PRESENTER(S): Various 3/6/2012 8. ITEM /TOPIC: Matters from Mayor and Council: Council Committee Updates (15 min.) 9. ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(a)(b) (e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: the sale and redevelopment of Town owned real property, to wit: the Town of Vail municipal site. (45 min. ) PRESENTER(S): Matt Mire 10. ITEM /TOPIC: Adjournment (3:10 p.m.) NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) -- - - - - -- ------------ THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, MARCH 20, 2012 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: March 20, 2012: VLMDAC recommendation on infrastructure needs - Beth Slifer - 20 min - WS 3/20 Liquor Licensing discussion for TOV buildings and land with TC /CSE - Matt Mire- WS - 30 min. - 3/20 Task Force recommendation to Council re: permanent funding for special events - Mia Vlaar (Kelli McDonald to get documents for agenda) - 3/20 - 20 min. - WS 50th Anniversary Update - Adam Sutner - 3/20 - 20 min - WS Sundial Plaza - Greg Hall - 30 min. - WS - 3/20 Draft RFP for 2012 Event Surveys - Jenn Burno - 20 min. - ES - 3/20 Ever Vail - George R. - 60 min. - ES - 3/20 RSES - Katherine Lange, Principal - 15 min. - WS - 3/20 OTC - Matt Mire - Executive Session - 30 min. - 3/20 OTC - Matt M. - 45 min. - ES - 3/20 Ford Park Planning - Todd O. /Greg H - 30 min. - ES - 3/20- update as needed; 4 /17- Resolution approval; 6/5- update as needed; and 8/7- Contract Award Ord #2 - 1 st reading - WTH District - Bill G - 30 min.- ES Resolution #7 - WTH District - Bill G - 30 min. - ES TBD: Council and Eagle County Commissioners joint meeting - 4/3/12 at 4:00 pm Ord No. 3, 1 st Reading - 1 st Supplemental to 2012 Budget - K. Halloran - 15 min. - ES - 4/3/12 Vail Valley Partnership and Eagle County Economic Council Merger Update - Chris Romer - WS - 4/3/12 - 15 min. Ord No. 3, 2nd Reading - 1 st Supplemental to 2012 Budget - K. Halloran - 15 min. - ES - 4/17/12 3/6/2012 Gore Creek Water Quality Update - Bill Carlson - TBD Eagle County School District - Sandra Smyser - 30 min. - WS - TBD Kent Logan Appreciation Letter Proclamation - 5 min. - TBD RSES Elementary 5th Grade Government Studies Class Q &A - 30 min. WS (1:00 p.m.) Comcast Discussion - Ron Braden /Matt Mire 60 min. - TBD Strategic Parking Plan Process - Greg Hall - 60 min. - TBD Outdoor Display Goods - George Ruther - TBD Sara Schleper Recognition - TBD Donovan Pricing - TBD Historic District - TBD TOV Project Updates - TBD Work Plan - TBD 3/6/2012 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: 2012 Council Strategic Plan Discussion with Staff Action Items - SEPARATE MEETING PRESENTER(S): Staff ATTACHMENTS: Strategic Plan 3/6/2012 0 ) TOWN OF VAIL ' STRATEGIC PLAN 2012 - 2016 WORK PLAN 2012 -2013 Presented March 6, 2012 Vision To be the Premier International Mountain Resort Community! Our Mission Grow a vibrant, diverse economy end commur; , providing our citizens and guests with exceptional services and an abundance of recreational, cultural and educational opportunities. Our Values Respect, Trust, Integrity, Innovation, Collaboration, Environmental Stewardship Our Commitment To provide vision, leadership, efficiency, transparency, accountability and fiscal responsibility. Note: Changes made by Council during their 2012 retreat are highlighted in italics. Key Goals • Improve Economic Vitality • Grow a Balanced Community • Improve the Quality of the Experience • Develop Future Leadership Goal: Improve Economic Vitality Improve the economic health of Vail, while being fiscally responsible. Focus on health and well being as the third component of a vital economy. Increase international tourism. 1 3/6/2012 1 -1 -1 2012 — 2013 Action Steps — Improve Economic Vitality A. T:: 7 rnbrace an international focus in our destination strateav including international marketing collaboration between Vail Local Marketing District, Vail Mountain Marketing and Colorado State Office of Economic Development and International Trade as well as events that attract international audience: through the Commission on Special Events, Vail Local Marketing District and Vail Town Council. Project Leader: Key Milestones: M_ Q1 - 3 2012 Mexico and South American media visits, familiarization trips and marketing materials. Q1 2012 AIPP and the Mexican Consulate bring art exhibits from Mexico to Vail; exhibit at the Sebastian starts March 16. Q2 - 4 2012 Have a seat at the table for the Regional Partnership Strategy Development from the Colorado State Office of Economic Development and International Trade. Q1 2012 Provide funding for events to appeal to international audiences. B. Participate in development of an at Eagle Airport. Project Leader: Margaret Rogers, Council Representative Key Milestones: Q1 - 4 2012 Have a seat at the table for the Eagle Airport Master Planning process; collaborate with Eagle County Commissioners and the Economic Council of Eagle County on this initiative. Note: May require additional resources. C. Utilize Vail Mountain Marketing's database on international guests through agreement with Vail Local Marketing District to message to those guests through email 6 times per year. Project Leader: Key Milestones: M_ Q2 2012 First flight of messaging. Q3 2012 Second flight of messaging. 2 3/6/2012 1 -1 -2 D. Develop an economic diversity strategy to include health and well- being. Project Leader: Kelli McDonald Key Milestones Q1 2012 VLMD adopts health and well -being as a strategic pillar — COMPLETE. Q1 2012 Recruiting efforts to bring more medical meetings — COMPLETE. Q2 2012 VEAC roundtable discussion on topic with presentation to Town Council. E. Develop an economic development strat Small businesses. Project Leader: Kelli McDonald and Community Development Key Milestones: Q2 — 3 2012 VEAC roundtable discussion on topic with presentation to Town Council. ( Kelli) Q2 — 3 2012 Collaboration with the Economic Council of Eagle County, NWCCOG Economic Development District and Colorado State Office of Economic Development and International Trade. ( Kelli) Q2 — 3 2012 Jetermine current commercial square footage, vacancy rate, assess zoning and regulations to ensure we're getting what we want and assess if and how we want to grow. Look at updating Land Use Plan. (Community Development) F. Keep our eye on e ' ` r husiness (increase groups that support local through continued efforts of VLMD and Vail Valley Partnership recruit groups to host their events, conferences and tournaments in Vail. Project Leader: Kelli McDonald Key Milestones: Q1 - 4 2012 Measure results in terms of number of room nights and dollars in contracted revenue. G. Be proactive in securing event partnerships and ensure we receive appropriate recognition for our support. Project Leader: Kelli McDonald 3/6/2012 I -1 -3 Key Milestones: Q1 2012 Recruit new events and event promoters in 2012 — COMPLETE. Q1 2012 Town Manager sends letter to USA Pro Cycling Challenge requesting a meeting with Shawn Hunter in an attempt to bring the event back to Vail — COMPLETE. Q2 — 4 2012 Meetings scheduled with identified local and regional entities who could be partners in the effort to recruit world -class events to Vail. H. Improve the regulatory environment for doing business in Vail and consider incentives that might promote short -term redevelopment (e.g., periodically review development approaches with policy objective fo ensure consistency with rQr stratpov including sign regulations, displays, design review process and e- commerce for building department payments. Project Leader: Key milestones: George Ruther Q4 2012 Review and adoption of 2012 International Building Code (IBC) Improve the regulatory environrnnn� f�r -! ,ning busing° s in Vail for event producers including special event permitting process, vendor permits and liquor perm its. Project Leader: Key milestones: Pam Brandmeyer Q1 - 4 2012 Formation of the Event Review Committee (ERC), with representatives from each town department, has provided seamless implementation of challenging special events, e.g., ProCycling Challenge, Divas, Teva Summer and Winter Games, etc., as well as setting the stage for upcoming major 2012 events, e.g., Gran Fondo, Tour of Vail, etc. In 2011, ERC processed 90 special events licenses. J. Redevelop the municipal site including the medical office building which will improve economic vitality by expanding the footprint of the clinic and by redeveloping TOV assets to house staff temporarily in these buildings, then creating additional office space once the muni building is complete. Project Leader: Key Milestones: George Ruther 3/6/2012 I -1 -4 Q1 2012 Sign Memorandum of Understanding — COMPLETE. Q1 2012 Award TOV contracts for architect and project management. Q3 2012 Complete entitlement process. Q4 2012 Obtain final CDOT approvals. Q2 2013 Relocate TOV offices. Q2 2013 Break ground. Q1 2015 Complete project. K. Accelerate implementation of a financial system to coincide with the demolition of the existing municipal building which houses the system hardware. The timing of this project is tied to the ability to exit the muni building. The project also supports economic development through improved ability to provide information and supports an improved customer service through e- commerce. Project Leaders: Kathleen Halloran and Mike Richards Key Milestones: Q1 2012 Evaluate systems. Q2 2012 Award contract and begin phased implementation. Q1 2013 Complete implementation of all critical modules prior to relocation of TOV offices. L. Complete "Conference Center Funds" projects: the clubhouse at Vail golf and Nordic center; Ford Park athletic fields; and Ford amphitheater improvements. These projects are designed to increase our ability to add room nights such as the event space at the golf clubhouse and the athletic fields as well as provide a better overall experience by upping the bar with regards to the condition of all facilities. Project Leader: Greg Hall, Todd Oppenheimer and team e.g. VVF, VRD Key Milestones: Q4 2012 Begin construction of Ford Park athletic fields. Q1 2013 Begin construction of clubhouse. Q2 2013 Begin construction of Ford amphitheater improvements. M. Program and manage the new Lionshead Welcome Center community space. Project Leader: Key Milestones: Pam Brandmeyer Q1 2012 Use RFP process to select individual or group to program and manage the facility — COMPLETE. 3/6/2012 I -I -5 Q1 2012 Sign management contract; determine pricing; operational guidelines and policy including free and discounted events. Q2 2012 Begin having paid events. Q2 2013 Complete one -year review and make adjustments if necessary. N. Partner with Vail Resorts to provide a 50 anniversary celebration. Project Leaders: Kelli McDonald and Suzanne Silverthorn Key Milestones Q1 2012 Funding of $250,000 approved for 2012 — COMPLETE. Q2 2012 Presentation to Town Council on timeline and activities. Q3 2012 Launch of celebration with Pioneer Days. Q4 2012 Anniversary celebration with Snow Daze and Holidaze and Gala. O. Partner with the Vail Valley Foundation to present the 2015 championships and Nations Ski race in Vail. Project Leaders: Susie Tjossem, Stan Zemler and Dwight Henninger Key Milestones Q2 2012 Host emergency preparedness exercises in coordination with Town's exercise program that develop our awareness. Q1 2013 Finalize legacy actions and plans for the Town. Q4 2013 Activate coordinated plans during the December 7 -8, 14 -15, 2013 Test Events. Q1 -4 2012 -14 Active participation on the Organizing Committee. Beyond 2013 — Improve Economic Vitality A. Embrace an international focus in our destination strategy to include United Kingdom, Australia and Asian markets. B. Evaluate signage for an appropriate mix of languages. C. Maintain /enhance international relationships. D. Cultivate intern - - "^ ­ ^ity relationships: Look to international partners for best practices and potential inroads to new markets regarding international resort tourism. E. Develop and promote TOV endowment fund: Explore /establish additional ways for gifting to TOV programs and events through endowments, bequests, and other charitable gifting arrangements. Goal: Grow a Balanced Community Attract professionals and families back into the Vail community. R 3/6/2012 1 -1 -6 2012 — 2013 Action Steps — Grow a Balanced Community A. Assess current demographic mix vs. desired demographic mix using most current census and Eagle County documents. Project Leader: Community Development Key Milestones: Q4 2012 Complete assessment B. Explore the future of Red Sandstone Elementary School (RSES). Project Leader: Town Council and Town Manager Key Milestones: Q1 2012 Town Council and staff worked with the Eagle County School Board to keep RSES open and operating. - COMPLETE Q3 2012 Schedule meeting with school district to map out future of RSES. C. Assure affordable work force housing remains at Timber Ridge Project Leaders Key Milestones: TRAHC Board Q2 2012 Resolve non - compliance issues on financing with US Bank. Q2 2012 Prepare five -year operating plan and revenue strategy. Q2 2012 Develop a revised capital improvement plan. Q4 2012 Complete first year capital improvements per plan. D. Complete comprehensive renovation of Vail Public Library including new technology center for patrons and technological improvements to the community room. This will provide locals as well as guests with enhanced technology resources and will allow the library to increase usage of its community room and expand upon programming for all age groups. Project Leader: Lori A. Barnes and team Key Milestones: Q1 2012 Contract award for construction. Q4 2012 Project complete. 7 3/6/2012 I -1 -7 Beyond 2013 — Grow a Balanced Community A. Explore amenities that will influence the desired demographic (identified in the above analysis) to live in Vail to potentially include a "gathering /community center" among other amenities. An October 2008 asset inventory study was completed by the Vail Local Marketing District Advisory Council and Town Council gave direction to update and expand the study, which was completed in May 2011. A copy of that study can be presented to Town Council for further review. B. Review Chamonix conriguration to attract the desired demographic. C. Explore adapting the buy- down /mortgage assistance program to achieve this goal. Goal: Improve the Quality of the Experience Improve the Vail experience for all guests and further set Vail apart from its competition. 2012 — 2013 Action Steps — Improve the Quality of the Experience A. Integrate VLMDAC information with capital plan. Project Leaders: Kelli McDonald and Kathleen Halloran Key Milestones: Q1 2012 VLMDAC memo will be presented to Council March 20, 2012. Q3 2012 2013 budget discussions include consideration of VLMDAC input. B. Partner with Vast Resorts on cutting -eage technoiogy (e.g., way finding, wi -fi, social r- iedia, apps). Project Leaders: Suzanne Silverthorn, Greg Hall, Kelli McDonald, Ron Braden Key Milestones: Q2 2012 Formalize a structure for collaboration and set goals. Q3 2012 Develop a list of shared actions. C. Focus on resort size and resort appropriate environmental programs. Project Leader: Kristen Bertuglia Vail Recycles! Vail Village and Lionshead Recycling Program N . 3/6/2012 I -1 -8 Key Milestones: Q1 2012 Conduct waste study and survey to establish waste diversion baseline: Survey businesses as to current practices and attitudes, challenges, barriers with respect to waste diversion, how the Town can help. Establish waste diversion baseline by random selection sort sampling of business trash. Q2 2012 Compile results, hold stakeholder meeting with waste haulers, businesses, and develop recommendations. Q2 2012 Complete final report. Present results to Town Council, obtain direction as to appropriate recycling incentive program (e.g. ordinance updates, grants or incentives, additional services, etc.) Q3 2012 Implement Vail Recycles! Program for Vail Village and Lionshead Water Quality Public Education Program Key Milestones: Q1 2012 Interview Americorp Environmental Stewardship program candidates and select summer intern in order to assist in the development of a public education campaign that raises community awareness about the individual potential to positively impact water quality, including establishing current practices for private property pine beetle spraying. Q2 2012 Summer intern kickoff meeting - Based on the Boulder Keep It Clean Program, intern will develop door hangers and educational material for East Vail residents. Target 500 contacts made. Q3 2012 Working with staff, intern will provide web content using graphic materials to educate the public on water quality issues. Organize Gore Creek walking tours at Bighorn Park. Presentations /demonstrations will provide a hands -on learning experience for residents and guests: ecosystem ecology, wildlife and aquatic insects, proper riparian area buffers, maintenance, lawn care, etc. July Working with staff, intern will help organize a Gore Creek stream bank restoration project with resident volunteers to prevent erosion impairment in previously identified target areas. Sustainable Building Initiative (SBI) - Currently underway, the objective of the SBI is to develop and implement a green building points system, incentivize sustainable building practices through carrot rather than stick approach, education and outreach. Key Milestones: Q1 2012 Conduct 3 SBI Committee meetings to determine point items in categories not yet addressed (energy, materials and reuse, I 3/6/2012 I -1 -9 quality control, and innovation). Q2 2012 Present each category to the Planning and Environmental Commission (PEC). Q2 2012 SBI meeting to discuss incentives. Final revisions and public comment period. Final draft presented to PEC. Q3 2012 Final draft presented to Town Council. Test drive SBI in- house; work with select project to ensure smooth implementation. Q4 2012 First and second readings of ordinance to adopt SBI. (Nov -Dec, along with 2012 building code adoption hearing). Begin snowmelt offset program discussion, solicit for addition SBI Committee members. Organize public presentation of existing snowmelt offset programs at Donovan Pavilion - CORE and ECOBuild, Telluride. Present snowmelt offset program discussion, decide if Vail will move forward in pursuing offset program for the Town D. Review and enhance our "connectivity" plat including a comprehensive signing and wayfinding program. Project Leaders: Greg Hall, Suzanne Silverthorn Key Milestones: Q1 2012 Town Council Approval of Wayfinding Principles. Q3 2012 Program design and approval. Q4 2014 A three year phased Installation with final completion before - 2015 World Alpine Championships. E. ! and enh& °gectivity" plan including completion of streetscape improvements within the Lionsead area: Project Leaders: Public Works Project Staff Key Milestones: Q2 2012 Complete the Red Sandstone Park. Q2 2012 Begin the work to allow the completion of the Bald Mountain Neighborhood Berm. Q3 2012 Work with CDOT on the overlay of the Vail Pass recreation trail. Q4 2012 East Lionshead Circle. Q4 2012 Concert hall Plaza. Q4 2012 Remodel of Main Vail Fire House to include public restrooms. Q4 2012 Reconstruct the Matterhorn Bridge. 10 3/6/2012 1 -1 -10 Q2 2013 Sun Dial Plaza. Q2 2013 Identify key missing links in "connections" determine obstacles and costs to complete the links and prioritize the connections for implementation. Q3 2012 Completion of the bike lanes on the frontage road to East Vail. Q4 2013 Rebrand the Village information center to a Welcome Center similar to Lionshead in addition provide public bathrooms and a upgrade to meet the look of the rest of a remodeled Vail. F. Encourage recreational partner's amenities are commensurate with world -class resort status. Project Leaders: Town Council and Staff Key Milestones: Ongoing G. Improve the quality and convenience of parking and transportation. Project Leaders: Greg Hall and Mike Rose Key Milestones: Q1 2012 Engage a consultant to assist with finalization of the strategic parking plan. Q2 2012 Begin a three year program to meet the CDOT requirements to ensure use of the frontage roads for various parking as directed by the Town Council. Q3 2012 Continue to refine and enhance the summer special event express bus. Q3 2013 Review parking operations and equipment for implementation of new system and processes in 2014. H. Finish installation and activate improved guest service programming in Lionshead Welcome Center (virtual concierge, media wall, events info). Project Leaders: Tom Kassmel, Greg Hall, Ron Braden, Suzanne Silverthorn Key Milestones Q1 2012 Technology installation. Q2 2012 Visitor Center Staff Relocation. Q2 2012 Grand Opening. TBA Demolition of Lionshead Visitor Center /Frontage Road. I. Identify management structure for enhanced guest services programming to 11 3/6/2012 Include operation of Vail Village /Lionshead Welcome Centers and community host program. Project Leaders: Suzanne Silverthorn, John Power Key Milestones: Q2 2012 Issue RFP. Q3 2012 Selection. Q4 2012 Implementation. J Develop an enhanced cellular (4G) and Wi -Fi network. Project Leaders: Ron Braden Key Milestones: Q1 2012 Contract Negotiations / Approval. Q1 2012 Carrier Commitment. Q1 2012 CenturyLink exit agreement. Q1 2012 Fiber Resource Allocation. Q2 2012 Approvals and Permits. Q2 2012 Begin Build Out. Q3 — 4 2012 Launch system operations. K. Gore Creek Environmental Programs Project Leader: Bill Carlson and Kristin Bertulia Key Milestones: Q1 2012 Continue to support stream tract enforcements to address remaining properties with encroachments. Work with the Eagle River Water and Sanitation District and the Urban Runoff Group to complete the Water Quality Improvement Plan (WQIP) for Gore Creek and the Eagle River. Q2 2012 Ensure that all Town outfalls and sediment catch basins are maintained. Identify Best Management Practices (BMPs) projects that have an immediate effect on Gore Creek Water quality (i.e., additional catch basins /filters, stream bank restoration and stabilization projects, etc.) Q3 2012 Install identified BMPs, coordinate stream bank restoration projects. Present WQIP to Town Council. Q4 2012 Stream Bank restoration projects installed — willow plantings. 12 3/6/2012 I -I -12 Beyond 2013: Enhance the Experience A. Begin long -range planning to reduce the impact of I -70. Note. The intent was not beginning near -term action, but more to keep this important subject on the radar screen. Goal: Develop Future Leadership Look toward the next generation of community leaders. 2012 — 2013 Action Steps — Develop Future Leadership A. Develop a recommendation on a model /approach that will result in developing future leaders in the TO considering. John Horn -Kates Vail Leadership Institute Model; Boulder Leadership Model; Leadership forums; engagement ideas, orientation /education /outreach; and Vail 20120. Project Leader: Mark Miller, Suzanne Silverthorn Key Milestones: Q3 2012 Evaluate existing leadership programs and best practice with presentation of research summary this summer. Other Initiatives These are projects already underway that may not fit precisely into Council's four key goals. 2012 — 2013 Action Steps — Other Initiatives A. Budget /Financial — Continue to provide a high level of services in a fiscally responsible manner. Project Leaders: Directors and all departments Key Milestones: Q2 2012 2012 annual audit presented to Council Q4 2012 2013 annual budget adopted by Council B. Laserfiche — Finish implementation of document imaging program and scanning of historical documents throughout the organization. 13 3/6/2012 I -I -13 Project Leader: Ron Braden Key Milestones: Q4 2012 Provide customer access to public documents. Q1 2013 Complete scanning of permanent files in Community Development and Administration to avoid temporary relocation. C. 2012 Community Survey Project Leader: Suzanne Silverthorn Key Milestones: Q1 2012 Town Council approval of survey questions. Q2 2012 Survey in the field. Q3 2012 Presentation of results. D. EverVail Project Leader: Community Development Key Milestones: Q2 2012 Review and take action on applications for major subdivision, rezoning, SDD amendment, zone code text amendment. Q2 2012 Finalize Developer Agreement. 14 3/6/2012 I -I -14 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: VAIL LOCAL MARKETING DISTRICT MEETING - Separate Meeting Presentation of supplemental funds request and reallocation of approved funds. PRESENTER(S): John Dawsey and Adam Sutner, VLMDAC members ACTION REQUESTED OF COUNCIL: VLMDAC recommends that the Vail Local Marketing District approve the proposal to Town Council for the supplemented and reallocated items which will be presented in the evening as Resolution 12, Series of 2012 approving the supplemental and reallocated budgets and appropriating $150,000 for additional marketing related expenditures ending on the 31st day of December 2012. BACKGROUND: At the time the 2012 budget was approved, revenue from lodging tax collections were 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 %. The VLMDAC is requesting another $150,000 for expenditures, which 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 $115,000. These recommendations are detailed in the attached presentation. ATTACHMENTS: VLMD Budget Memo VLMD Supplemental Budget VLMD Presentation 3/6/2012 MEMORANDUM TO: Vail Local Marketing District FROM: Vail Local Marketing District Advisory Council SUBJECT: Vail Local Marketing District 2012 Budget Supplemental Request DATE: March 6, 2012 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 50 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 $115,000. The USA Pro Cycling Challenge contribution 1 3/6/2012 2 -1 -1 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 re- allocated $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 VAIL LOCAL MARKETING DISTRICT Vail Local Marketing District Advisory Council recommends that the Vail Local Marketing District approve the proposal to Town Council for the supplemented and reallocated items which will be presented in the evening as Resolution 12, Series 2012 approving the supplemental and reallocated budgets and appropriating $150,000 for additional marketing related expenditures ending on the 31' day of December, 2012. ATTACHMENTS VLMD 2012 Proposed Budget VLMD Incremental Funding Recommendations Presentation 2 3/6/2012 2 -1 -2 Vail Local Marketing District 1st Supplemental 2012 Income 310 • Lodging Tax 399 • Interest Income Total Income Expense 6301 • Destination 6302 • Front Range 6303 • Groups and Meetings 6304 • Public Relations Expenses 6306• Photography 6307 • Research 6308 - Web Site 6310 - Admin Miscellaneous 6315 • Email Marketing 6320 • Branding 6400 • Contingency 7000 • Professional Fees 7001 • Legal and Accounting 7003 • Advertising Agent Fees 7007 • Marketing Coordination- VVP /TOV 7008 • PR - Professional Fees 7010 • Strategic Advisory Fees 7011 • Partnership Fees 7015 • Ft Range Promotion Fees 7016 - Strategic Alliance Fees & Trvl Total 7011 • Partnership Fees 7013 • Concierge Program Total 7000 - Professional Fees 9000 • Special Event Funding 9000.01 • Pro - Cycling Challenge 9000.02 • New Iconic Event Marketing Total 9000 • Special Events Total Expense Net Income Beginning Fund Balance Ending Fund Balance %age Fund Balance (25% required) 2011 2011 Variance 2012 1st 2012 Budget Actual Fav /(Unfav) Budget Supplemental Proposed 1.745,000 2.145,988 400,988 2,000.000 2.000,000 1.200 857 (343) 1.200 1,200 1.746.200 2,146.845 400.645 2.001.200 - 2.001,200 445,650 370,627 75,023 515.000 163.000 678.000 347.000 342.395 4.605 356,000 20.000 376.000 330,000 318,241 11.759 410.000 17.500 427.500 101.300 79.453 21.847 77.000 15.000 92.000 108.000 107,861 139 60.000 15,000 75,000 45,800 73.800 (28.000) 71,225 71,225 50.000 49,885 115 30.000 30.000 7,500 1492 4,008 7.500 7.500 24.500 24.407 93 24,500 24,500 45,000 44,600 400 75,000 75.000 - - - 25.000 24,500 49.500 20.000 20,000 20,000 20.000 50,000 50,000 50,000 50.000 125,000 125,000 125.000 125.000 100.000 90.000 10,000 90.000 90.000 20.000 - 20.000 - - 40.000 40,000 - 30.000 30.000 40.000 82.221 (42.221) - - 80.000 122.221 (42.221) 30.000 30,000 395,000 407,221 (12,221) 315.000 315,000 100.000 100.000 100.000 (100.000) - - 8.500 (8.500) 100.000 (5.000) 95.000 100,000 108,500 (8.500) 200,000 (105,000) 95,000 1.999. .750 1.930,481 69.269 2.166.225 150,000 2.316,225 (253,550) 216,364 469,914 (165,025) (315,025) 855.363 855.363 1.071.727 1.071.727 601,813 1,071,727 906,702 756,702 34% 50% 45% 38% 3/6/2012 2 -2 -1 3/6/2012 Like nothing on eaM . 2 -3- 1 f VLMD 2012 MARKETING OBJECTIVES 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 INCREMENTAL FUNDING ALLOCATION BACKGROUND As outlined at the January VLMDAC Meeting, there are now unallocated funds available to use as part of the Summer 2012 budget. The specific funds available are as follows: • $115k remaining for events ($100k USAPCC and $15k event marketing) • $150k fund balance dollars TOTAL FUNDS AVAILABLE: $265,000 INCREMENTAL FUNDING ALLOCATION BACKGROUND Town of Vail's Vision and Mission statements: VISION To be the Premier International Mountain Resort Community MISSION Grow a vibrant, diverse economy and community, providing our citizens and guests with exceptional services and an abundance of recreational, cultural and educational opportunities. INCREMENTAL FUNDING ALLOCATION BACKGROUND Consider the Marketing goals recently developed by Vail Town Council: • Improving economic vitality • Embracing an international focus in our destination strategy — flights, events, marketing • Improving the quality of group business • Being proactive in our event partnerships • Advancing well -being • Improving the quality of the resort experience and ensuring we are on the cutting edge of technology BRAND RESEARCH -KEY FINDINGS • Mountain summer vacations are almost always booked by the individual directly with the resort. • Booking the vacation a la carte is preferred, few purchase bundled packages • Most visitors have vacationed at Vail in previous summers, although cross - seasonal visits are less likely. • Preferred activities at destination of choice include hiking, shopping and enjoying a culinary experience. • Vail is among the top summer destinations with strong total brand awareness: #1 with Colorado guests; #3 with destination guests • Vail must focus on increasing conversion RECREATION 0 CULTURAL ACTIVITY MINDSET D ACTIVITY Outdoor Recreation Sports Hiking Biking Fitness Adventure Nature /Mountains MINDSET Participate /active Live life to fullest Engaged /connected Energetic/Vivacious VAI L = PASSION ance Rich experiences Art Heritage FOR LIFE Music Vail's Spirit Culinary Fine living Vail Like Festivals Creative /Inspired Nothing on Museum Artistic Farmers' Market Worldly /sophisticated Earth Gal leries /Exhi bitsAppreciation Gardens /Parks Shopping International 3/6/2012 2 -3 -7 WELL -BEING ACTIVITY MINDSET Wellness Calm /relaxed Health Rejuvenate /Refresh Relaxation Healthy living Spa Vitality Medical Assets Inspired /Aware Healthy eating Togetherness Service Arouse /Stimulate Beauty /Blue SkyAwaken Friends /family Sanctuary Connection Like nothing on earth. BRAND FUNNEL - B Out of Reaion Travelers - Conversion 'I (Aware to Consid Conversion (Consider to Recent) WIFA M11111111M Beaver Brecken- Aspen Vail Creek ridge Keystone Heavenly 96% 89% 54% 86% 65% 30% 27% 1 24% 1 16% 1 26% 1 21% 1 15% 26° 22% < 9% 22% 13% 4% 6% 2% 8% 4% 0% s 3/6/2012 Like nothing on earth. 2 -3 -8 m Cont. $24 14% Mexico F R $50)000 $32,500 19% 10% 3/6/2012 2 -3 -9 Destination $158 57% Like nothing on earth. INCREMENTAL FUNDING ALLOCATION RECOMMENDATIONS GOAL: INCREASE % OF OUT OF REGION GUESTS CONSIDERING VAIL; ULTIMATELY LEADING TO INCREMENTAL DESTINATION GUESTS STRATEGIES: • Tell more people, more often • Communicate more effectively the reasons to choose and come to Vail • Focus on destination and Mexico markets • Leverage Vail Winter Marketing successes INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Increase and enhance video efforts Total Budget: $65,000 On -line Video Distribution — Increase /optimize video assets and distribution, targeting destination markets with key asset /event/activity messages (from Burke research) through vail.com, YouTube, FB and beyond Funding: $50,000 (100% increase) Video Asset Resources — increase dedicated resources for Vail Summer video efforts Funding: $15,000 (75% increase) INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Increase digital efforts in key regional markets Total Budget: $58,000 (increase of 20 %) Search Engine Optimization: Focus on packages, hotels, offers, deals, promotions; targeted event campaign Funding: $8 Paid Search — mobile /Google ad content, expand on themes of keywords, phone tracking, contextual tracking Funding: $20 Display— More networks (vs. specific sites), remarketing, 3rd party data, social targeting Funding: $25 On -Line Creative — additional sets of creative for banners Funding: $57000 INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Expand and enhance efforts in Mexico market Total Budget: $50,000 (new opportunities; 35% increase) Aero Mexico Escala 1s' Class Pub — 3 months (circ: 240K) Funding: $9 American Airlines Nexos Publication - 4 months (circ: 412K) Funding: $14 Additional Wholesale FAM - July /August; 15 — 20 operators Funding: $7 Mexico Market Co- ordination Funding: Mexico Media Fundina: $15 Trip $5)000 INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Increase PR efforts in key markets, time periods Total Budget: $15,000 (new opportunities; 13% increase) Macaroni Meet up — "Mommy bloggers ", social media, 150 ppl, Oct. in Vail Funding: $5,000 NY Short Lead Media Visits — NY in- market trip to focus on short lead publications, social media bloggers conference Funding: $5,000 National Real Estate Editors Conference — fee for sponsorship of group (25 -50 ppl) coming to Vail in late June Funding: $2,500 Travel Bloggers Sponsorship — 500+ travel bloggers in the world; reception /post- conference tours to Vail Funding: $2,500 INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Increased exposure to National Groups Total Budget: $5,000 (new opportunity) National Sales FAM - August 10 — 12 with 15 -20 Sales Reps and clients in Vail to expand focus on the destination INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Provide additional kids /family activity in Vail during need time Total Budget: $12,500 (new opportunity) October Family Fun Fair (NRC) — Partner with NRC radio to produce and promote October Family Fun Fair over a weekend to provide kids /families an activity in Vail when Front Range schools are off; estimated attendance 2,500 INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Provide marketing contribution to Vail Symposium's Living at Your Peak program Total Budget: $10,000 (new opportunity) Living at Your Peak— Sept. 13 — 15; estimated attendance of 550 people INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Enhance, extend and expand reach in the Front Range Total Budget: $20,000 (10% budget increase) Expand Front Range Television — Extend the time period by 3 weeks to span mid -May — Oct 1St; increase # of spots from 870 to 950; reach from 86% to 90% and frequency to from 9.3 to 10 INCREASE % of GUESTS CONSIDERING & COMING TO VAIL How: Enhance, expand hiking message Total Budget: $5,000 (new opportunity) Hiking Guide — Produce ahigh- quality hiking guide to showcase the many hiking options throughout Vail (quantity of 20,000) INCREMENTAL BUDGET SUMMARY RECOMMENDATION Enhanced Video Efforts $65,000 25% Regional Digital efforts $58,000 22% Additional Mexico Programs $50,000 19% Increased Front Range TV $20,000 7% PR Expanded Efforts $15,000 6% Family Fun Fair $12,500 5% Living at Your Peak Marketing $10,000 4% National Sales Fam Trip $5,000 2% Summer Hiking Map $5,000 2% Contingency $24,500 8% TOTAL: $265 100% FUDING ALLOCATIONS -NEXT STEPS • VLM D Approval — March 6 Work Session • Town Council Approval — March 6 Evening Session • Partners Implement • Results to Town Council — September 2012 QUESTIONS? THANK YOU! K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: Council Lunch Break 3/6/2012 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: DRB /PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: February 27, 2012 PEC Meeting Results 3/6/2012 rawN of va PLANNING AND ENVIRONMENTAL COMMISSION February 27, 2012 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Bill Pierce Henry Pratt Tyler Schneidman Michael Kurz John Rediker Luke Cartin Pam Hopkins Commissioner Schneidman made a motion to postpone the public hearing of February 27th to March 5, 2012, due to a lack of a quorum. Commissioner Rediker seconded the motion. The Commissioners unanimously approved the postponement of the hearing to March 5, 2012. 20 minutes 1. A request for a recommendation to the Vail Town Council for a proposed text amendment, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to Section 12 -7H -3, Permitted and Conditional Uses, First Floor or Street Level, and Section 12 -71 -3, Permitted and Conditional Uses; First Floor Street Level, Vail Town Code, to reestablish "temporary business offices" as a conditional use in the Lionshead Mixed Use 1 and Lionshead Mixed Use 2 Districts, and setting forth details in regard thereto (PEC120007). Applicant: Town of Vail Planner: Warren Campbell ACTION: MOTION: SECOND: VOTE: CONDITIONS: 20 minutes 2. A request for the review of an amendment to an existing conditional use permit, pursuant to Section 12- 16 -10, Amendment Procedures, Vail Town Code, to allow for the extension of an existing temporary business office conditional use permit, located at 450 East Lionshead Circle (Treetops Building) /Lot 6, Vail Lionshead Filing 1, and setting forth details in regard thereto. (PEC120004) Applicant: 450 Buffalo Properties LLC, represented by Mauriello Planning Group Planner: Warren Campbell ACTION: MOTION: SECOND: VOTE: CONDITIONS: 30 minutes 3. A request for a recommendation to the Vail Town Council for amendments to the Ford Park Management Plan, to allow for the construction of various improvements at Ford Park (realignment of athletic fields, new restroom and concession buildings, new covered outdoor terrace, Gerald R. Ford Amphitheater renovations, park entrance improvements, Betty Ford Page 1 3/6/2012 4 -1 -I Alpine Garden welcome center, streetscape improvements, etc.) located at 530, 540, and 580 South Frontage Road East/Unplatted, and setting forth details in regard thereto. (PEC120006) Applicant: Town of Vail Planner: Bill Gibson ACTION: MOTION: SECOND: VOTE: CONDITIONS: 30 minutes 4. A request for the review of amendments to a conditional use permit, pursuant to Section 12 -16- 10, Amendment Procedures, Vail Town Code, to allow for the construction of various improvements at Ford Park (realignment of athletic fields, new restroom and concession buildings, new covered outdoor terrace, Gerald R. Ford Amphitheater renovations, park entrance improvements, Betty Ford Alpine Garden welcome center, streetscape improvements, etc.) located at 530, 540, and 580 South Frontage Road East/Unplatted, and setting forth details in regard thereto. (PEC120003) Applicant: Town of Vail Planner: Bill Gibson ACTION: MOTION: SECOND: VOTE: CONDITIONS: 5 minutes 5. A report to the Planning and Environmental Commission of an administrative action approving a request for an amendment to a conditional use permit, pursuant to Sections 12 -9C -3, Conditional Uses, and 12- 16 -10, Amendment Procedures, Vail Town Code, to allow for the temporary relocation of the Vail Public Library to Dobson Ice Arena, located at 321 East Lionshead Circle, part of Lot 5, Block 1, Vail Lionshead Filing 2, and setting forth details in regard thereto (PEC120005). Applicant: Town of Vail, represented by Greg Hall Planner: Warren Campbell 5 minutes 6. A request for the review of a final plat, pursuant to Chapter 13 -12, Exemption Plat Review Procedures, Vail Town Code, to allow for the re- subdivision of Lots 2 and 3, Bighorn Subdivision 4 th Addition, located at 4316 and 4336 Streamside Circle West, and setting details in regards thereto. (PEC110063) Applicant: Diamond Assets, represented by Triumph Development Planner: Bill Gibson ACTION: Table to March 12, 2012 MOTION: SECOND: VOTE: 5 minutes 7. A request for findings of fact and a determination of accuracy and completeness, pursuant to Chapter 12 -3, Administration and Enforcement, Vail Town Code, and Article 12 -713, Commercial Core 1 District, Vail Town Code, for applications for a major exterior alteration, pursuant to Section 12 -713-7, Major Exterior Alterations or Modifications, Vail Town Code, to allow for the addition of GRFA (Rucksack Building), located at 288 Bridge Street, Unit R -2/ Part of Lots C & D, Block 5A, Vail Village Filing 1, and setting forth details in regard thereto. (PEC110045); and a major exterior alteration, pursuant to Section 12 -713-7, Major Exterior Alterations or Modifications, Vail Town Code, to allow for additions of enclosed floor area; a variance, pursuant to Chapter 12 -17, Variances, Vail Town Code, from Section 12- 14 -17, Setback from Watercourse, Vail Town Code, to allow for encroachments into the Mill Creek setback and a variance, pursuant to Chapter 12 -17, Variances, Vail Town Code, from Section 12- 713-15, Site Coverage, Vail Town Code, to allow for additions of enclosed floor area in excess of allowable site coverage, located at 288 Bridge Street, Unit R -1 (Rucksack Building)/ Part of Lots C & D, Block 5A, Vail Village Filing 1, and setting forth details in regard thereto. (PEC110046, PEC110050) Page 2 3/6/2012 4 -1 -2 Appellant: Bridge Street Building, LLC Planner: Rachel Dimond ACTION: Withdrawn 8. Approval of February 13, 2012 minutes MOTION: SECOND: VOTE: 9. Information Update iPad Training — Mike Griffin 10. Adjournment MOTION: SECOND: VOTE: 60 minutes The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Please call (970) 479 -2138 for additional information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published February 24, 2012, in the Vail Daily. Par 3 3;6,20 2 4 -1 -3 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: Wayfinding Guest Enhancement Project Kick Off with Review of Scope, Guiding Principles and Process. PRESENTER(S): Greg Hall and Henry Beer ACTION REQUESTED OF COUNCIL: Review and approve and /or modify the recommended wayfinding scope, principles, outcomes and process which will create the framework for the wayfinding /signing plan and design. BACKGROUND: The existing Town of Vail wayfinding and directional sign program has been in place since 2000 and is in need of refinement and maintenance updates to complement the new renaissance projects and adapt to technology changes guests are using to access information. These refinements have been identified within the first phase of the town's Guest Service Enhancement Initiative which has also included updated programming elements for the visitor center space in the new Lionshead Welcome Center. Phase 1, following authorization by the Town Council on May 3, 2011, began with an assessment and inventory of the existing townwide signage /wayfinding system by the contractor, CommArts /Stantec. The next step is to establish a set of agreed upon principles and outcomes for the town's Wayfinding Guest Enhancement Program and to establish an agreed upon process to move the project forward. The 2012 Capital Projects Fund includes $1.1 million for the first phase of implementation. Other phases are anticipated in 2013 and 2014 for completion by the 2015 World Alpine Ski Championships. STAFF RECOMMENDATION: Review and approve and /or modify the recommended wayfinding scope, principles, outcomes and process which will create the framework for the wayfinding /signing plan and design. ATTACHMENTS: Wayfinding Memorandum Stantec presentation 3/6/2012 TOWN OF 0 ) VAII 1 To: Town Council From: TOV Staff Date: 3 -6 -12 Memorandum Subject: Wayfinding Guest Enhancement Project Kick Off with Review of Scope, Guiding Principles and Process SUMMARY The purpose of this agenda item is to initiate the Wayfinding Guest Enhancement Project with a review of the proposed scope, guiding principles and decision - making process associated with the work. The 2012 Capital Projects Fund includes $1.1 million for the project's first phase. Other implementation phases are anticipated in 2013 and 2014 for completion by the 2015 World Alpine Ski Championships. II. BACKGROUND In 1999, the Town of Vail initiated a phased project to evaluate and improve the town's municipal signage and wayfinding. The project included replacement of 360 pedestrian signs at 90 locations; 100 -plus directional signs inside the parking structures; 30 skier drop -off regulatory signs; new bus stop signs for the 17 in -town stops; 16 pedestrian maps; 2 corporate limit signs; new parking and information signs along the frontage road; and new trail signs. Installation occurred in 2000 and 2001 and made use of a new fiberglass embedded technology which made the sign program easier to maintain due to in -house production capabilities. The sign hierarchy is guided by a color -coded system used to identify six geographic areas of Vail as well as corresponding attractions and amenities. In use now for more than a decade, the sign program is in need of refinement and maintenance updates to complement the new renaissance projects and adapt to technology changes guests are using to access information. In January 2011, following a review of competitive proposals, the town selected CommArts /Stantec to assist in elevating guest service functions within the town's purview. The goal is to create a master vision for the overall visitor /guest experience that can be implemented in budgeted phases, over a number of years. Appropriate to Vail's world -class status, a mix of aspiration and practical improvements are to be considered with an eye toward the approaching milestones of the 50 Anniversary of Vail in 2012 and the World Alpine Ski Championships in 2015 when Vail will receive increased international attention and media exposure. 3/6/2012 5 -I -1 On May 3, 2011, the Town Council authorized CommArts /Stantec to begin Phase 1 of the Guest Service Enhancement Initiative which included two elements: 1. Program the guest service space in the Lionshead Welcome Center to include recommendations for enhanced wayfinding to the new building. 2. Assess the existing townwide signage /wayfinding system (roads, parking garages, pathways, etc.) and recommend a scope of services. Since authorization of the Phase 1 work, the Welcome Center and its related guest service programming is scheduled to be finished this spring. Also, an inventory of the existing wayfinding program has been completed. The next step is to review the scope, guiding principles and proposed process for the next phases of the wayfinding initiative with the Town Council. III. PROJECT SCOPE The scope of the Wayfinding Guest Enhancement Project is to produce a design package for the following elements to be phased over three years: • Frontage Road Directional /Roundabout Enhancements/Variable Message Signs at Off -Ramps • Parking Garage Graphics and Enhancements • Banner Enhancements at Entrances • Overall Signage and Wayfinding System Guidelines (type, color, shape, finish, height, placement, etc.) • Temporary Signage Guidelines • Street Signage and Naming • Maps and Directories • Bus Stops and Information Kiosks The process will require review and approval by the Town Council during the conceptual design phase prior to implementation of additional phases. IV. GUIDING PRINCIPLES FOR THE WAYFINDING GUEST ENHANCEMENT PROJECT An agreed upon set of guiding principles and outcomes will help provide a clear direction for the project. Recommendations are presented below for Town Council review and discussion: 1. Clarifv & Celebrate Town of Vail Arrival Points The existing entry points to the town from 1 -70 are only indicated as such by CDOT information signs. There is a need to create a more positive and clear sense of arrival at the main exits and roundabouts. There is reason to do the same at the other "mountain" points of arrival such as the base areas at Golden Peak, Vail Village, Lionshead and Cascade Village. 2. Move Visitors and Guests to Information and Parkina as Efficiently as Possible It is to everyone's advantage to keep traffic flowing and reduce the confusion at the points of entry and initial transit corridor, which is the frontage road. Town of Vail Page 2 3/6/2012 5 -1 -2 The town is committed to ensuring that these first encounters are unambiguous and as intuitive as possible. 3. Keep Guests "Found" by Providing Timely, Legible and Well Located Signage and Wayfinding Where information is provided is most important. If a sign is in the wrong place, the likelihood of it communicating is greatly reduced. We must also educate the visitor and guest related to landmarks and street names. If they "learn" the town in ways that extend beyond where certain shops and restaurants are located, there's a higher probability that they will first know where they are and then how to best navigate to their destination. 4. Simplify Sign Types to Reduce Clutter & Enable Quick Identification of Information Points There are a number of sign types that are technically all "Town of Vail" signs. In addition to adding clutter to the public realm there is a good deal of ambiguity as to whether or not the signs are "official." The design and character of new signing and wayfinding design should be clearly differentiated from other types of commercial or private signage. 5. Reduce the Inventory of Components Needed to Keep the System Up to Date and Well Maintained The fewer and more interchangeable the components, the higher the probability that the system will be cared for and updated as needed. The design team will endeavor to design the system elements to be easily maintained and changed. Where possible incorporate existing locations and structures into new design program. It is valuable to investigate the degree to which existing hardware, electrical and fittings can be adaptively re -used. When possible use sign technologies that are easily sourced internally or locally pursuant to Principles 6 and 7, the designer will endeavor to create signing and wayfinding components that are available locally or in some cases able to be fabricated, updated and repaired by Town of Vail personnel. 6. Provide Precinct - Specific Tenant and Lodging Information There is a shortfall of fine grain information related to tenants, lodging and uses available on the street. New reproduction technologies afford the ability to provide easily updated information of this kind and present it in such a way that wherever one is in town, the visitor or guest is never more than a few moments away from such information. 7. Form, Color and Design is Differentiated from But Compatible with Town of Vail Architecture and Scale Corollary to Principle 5, the design character of the signing and wayfinding should be distinct from the other forms of signage found throughout the town. The character should favor a more neutral, non - thematic approach to ensure the system reads as utilitarian and purposeful. These points of information are Town of Vail Page 3 3/6/2012 5 -1 -3 punctuation in the town's overall visual composition and they must be quickly evident at a glance to those seeking information or direction. 8. Use New Technologies (Media and Variable Message Systems) Judiciously and Where Appropriate Along with the obvious benefits that variable messaging systems provide, they are expensive and require higher levels of input as well as maintenance. The benefits are manifold in terms of parking directives and real time parking information. As such this is the likeliest application for deployment. Video media should be provided in locations where the visual impact of these displays doesn't conflict with the context in which they are placed. Technology -based systems represent a significant hardware investment and the threat of obsolescence is real. As a world -class resort destination we must be mindful that our visitors and guests are used to "state -of- the -art" amenities. We do not want to be in a position of having to constantly replace these expensive elements to avoid looking like yesterday. 9. Leverage Guests' Mobile Devices to Supplement Physical Signing & Wayfinding Elements There are increasingly intelligent mapping and wayfinding systems available to Vail visitors and their use will only increase. Although it is unlikely that these devices will completely replace physical signage, the possibility that over time they may replace a portion of the program is realistic. The pending deployment of a Town of Vail app and virtual concierge will soon be an expectation rather than a novelty. 10. Acknowledge Unique Seasonal & Environmental Requirements Visual and physical access to wayfinding elements winter and summer is critical to ensure that the elements of the system are functional year- round. Snow depth, background color and contrast, visibility in the dark in poor conditions are all vital considerations to diminish the potential for guest or visitors' anxiety. These principles are based on CommArts /Stantec's assessment of the Vail guest experience and professional wayfinding knowledge, as well as previous meetings with staff and representatives from the business community. V. CONCEPTUAL DESIGN PROCESS The recommended conceptual design process for the Wayfinding Guest Enhancement Project would be used to develop an overall conceptual signage master plan that addresses the signage and wayfinding elements described in Item III above. Essentially, this conceptual package is a blueprint that contains the guiding principles and desired outcomes for a 2012 -2015 signage system refinement and renovation. It will present the visual vocabulary for the conceptual design and character of the entire family of signs that set the tone for this new improvement. Preliminary fabrication costs and an implementation phasing plan will also be included. In order to optimize the Town of Vail Page 4 3/6/2012 5 -1 -4 benefits of these improvements, we will want to discuss contextual issues with both the Advisory Group and Town Council before recommending improvements. These issues may include the appropriate uses of districting, scale, materials and technology, directories, international components, messaging and information depth, lighting and accessibility priorities. As proposed, the process would re- enlist members of the Advisory Panel which previously assisted in the development of programming for the Welcome Center. The 13- member advisory group includes representation from the Lionshead business community, Vail Economic Advisory Council, Vail Local Marketing District Advisory Council, Vail Town Council, Vail Chamber and Business Association, Vail Valley Partnership, Vail Homeowners Association and Vail Info Inc. Additional representation is recommended from Vail Village businesses and the community at- large. Using the project principles adopted by the Town Council, the advisory group would be convened to review and comment on initial concepts followed by project updates and additional direction requested of the Town Council. The recommended conceptual design schedule is as follows: Project OverviewMork Session with Town Council March 6 Introduction of Project Scope, Guiding Principles Discussion Conceptual Design Working Meeting #1 March Convene Advisory Group for comment and review on initial design concepts (first round) Conceptual Design Working Meeting #2 April Convene Advisory Group for comment and review on refined initial design concepts (second round) Work Session with Town Council April Present initial Conceptual Design program to Council Conceptual Design Working Meeting #3 May Convene Advisory Group for comment and review (round 3) Work Session with Town Council May Final comments from Town Council Presentation to Town Council — Evening Session June Approval of Wayfinding Enhancement Conceptual Design Phase Initiate Design Development Phase & Implementation for Selected Items (Off Ramps, Roundabouts, Frontage Roads and Parking Structures) July- October Town of Vail Page 5 3/6/2012 5 -I -5 VI. ACTION REQUESTED OF TOWN COUNCIL The Town Council is requested to review and comment on the scope of the Wayfinding Guest Enhancement Project, the recommended guiding principles and the process. VII. ATTACHMENT A. Wayfinding Guest Enhancement Project Powerpoint Town of Vail Page 6 3/6/2012 5 -1 -6 TOWN C)i VA WAYFINDING GUEST ENHANCEMENT PROJECT March 6, 2012 EXISTING TOV SIGNING TYPES +r +L�e- p LL �� IF P ' r s ! I Ift iig � f y ' a+ e� 1 DESIGN BRIEF is ORIENT • CLARIFY •SIMPLIFY •CELEBRATE W3 PRINCIPLES & OUTCOMES • CLARIFY &CELEBRATE TOWN OF VAIL ARRIVAL • WW S VISITORS &GUESTS EFFICIENTLY TO INFORMATION AND PARKING • KEEP GUESTS "FOUND" BY PROVIDING TIMELY, LEGIBLE & WELL LOCATED SIGNAGE AND WAYFINDING • PROVIDE PRECINCT - SPECIFIC TENANT AND LODGING INFORMATION • FORM AND DESIGN IS COMPATIBLE WITH TOWN OF VAIL ARCHITECTURE & SCALE • INTRODUCE NEW TECHNOLOGIES (MEDIA & VARIABLE MESSAGING) • SIMPLIFY SIGN TYPES TO REDUCE CLUTTER & ENABLE QUICK IDENTIFICATION OF INFORMATION POINTS • REDUCE COMPONENT INVENTORY TO KEEP SYSTEM UP TO DATE & WELL MAINTAINED • LEVERAGE GUESTS' MOBILE DEVICES TO SUPPLEMENT SIGNING • ACKNOWLEDGE UNIQUE SEASONAL & ENVIRONMENTAL REQUIREMENTS ""' "TEXTUAL ISSUES • DISTRICTING • SCALE • LIGHTING • MATERIALS & TECHNOLOGY • DIRECTORIES • INTERNATIONAL COMPONENT • MESSAGING AND INFORMATION • PRIORITIES & PHASING W3 DESIGN /REVIEW PROCF:SS Project Overview /Work Session with Town Council March 6, 2012 Introduction of Project Scope, Guiding Principles Discussion Conceptual Design Working Meeting #1 March Convene Advisory Group for comment and review on initial design concepts Conceptual Design Working Meeting #2 April Convene Advisory Group for comment and review on refined initial design concepts Work Session with Town Council May Present initial Conceptual Design program to Council DESIGN /REVIEW PROCESS Conceptual Design Working Meeting #3 May Convene Advisory Group for comment and review (round 3) Work Session with Town Council June Final comments from Town Council Presentation to Town Council — evening_ session July Approval of Wayfinding Enhancement Conceptual Design Phase Initiate Design Development Phase & Implementation for Selected Items (Off Ramps, Roundabouts, Frontage Roads and Parking Structures) July K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: Vail Valley Drive Reconstruction PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Discuss the status of the Vail Valley Drive Reconstruction project and direct staff to include or not include in the March Budget Supplemental. BACKGROUND: Vail Valley Drive was budgeted to be reconstructed in 2011. It was postponed after ERWSD discussed the possibility of inlcuding water main upgrades into the project and cost sharing in the project. After further investigation by ERWSD it was determined that the upgrades were not necessary and therefore no need to cost share in the project. The project is currently ready to go out to bid for construction in 2012, however the budget would have to be rolled over from 2011. STAFF RECOMMENDATION: Direct staff to include the project in the 2012 Budget supplemental. ATTACHMENTS: Memo 3/6/2012 TOWN OF 0 ) VAII 1 To: From: Date: Subject Town Council Public Works 2 -20 -12 Vail Valley Drive Reconstruction Background Memorandum Vail Valley Drive, from the Ford Park Soccer Field parking lot to Sunburst Drive, has been scheduled for reconstruction for the past 15 years. The initial concept was a complete road reconstruction, including drainage improvements and a sidewalk/bike path to accommodate the Gore Valley Trail that runs along this stretch of road. The sidewalk was included to separate vehicular traffic from pedestrians, particularly from the bus traffic that runs along Vail Valley Drive. The project has evolved over the last 10 years, eliminating the sidewalk /bike path and reducing the amount of curb and gutter by over two thirds. Numerous bike path alternatives were analyzed, including; rerouting bicyclists onto the South Frontage Rd, along Gore Creek, along the current alignment of the Vail Trail or portions of it, and providing a widened shoulder along Vail Valley Drive. Ultimately the direction of Council has been to not include a bike path and implement a share the road policy for this portion of Vail Valley Drive. The project was scheduled for construction and budgeted for in 2011. However prior to bidding the project in the Spring of 2011, ERWSD expressed a potential interest in cost sharing a portion of the project and replacing infrastructure. It was deemed appropriate to hold the project until ERWSD could confirm their position. After a thorough analysis, ERWSD determined that the upgrades to their infrastructure are not needed. As a result of this determination, staff has completed final construction documents and the project is ready to bid. In order to bid and award the project in 2012, the 2011 project budget will have to be rolled into the 2012 budget. The remaining 2011 budget for construction of the project is $1.8 million. The current estimated construction budget for the project is $1.6 million. If approved, the project is currently anticipated to start in May and be completed by September. 3/6/2012 6 -1 -I K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: Information Updates and Attachments: 1) Revenue Highlights - Kathleen Halloran 2) January 2012 Sales Tax - Sally Lorton PRESENTER(S): Various ATTACHMENTS: Revenue Highlights 022812 January 2012 Sales Tax 3/6/2012 TOWN OF VAIL REVENUE HIGHLIGHTS February 28, 2012 Sales Tax Upon receipt of all sales tax returns, January collections are estimated to be $2,831,832 up 1.3% from last year and 7.3% up compared to budget. Inflation as measured by the consumer price index was up 2.9% for January. Real Estate Transfer Tax (RETT) RETT collections through February 28 total $531,000 up 3.7% from this time last year. Of current collections, approximately 22% is from major redevelopment projects including Arrabelle, Four Seasons, Landmark, Manor Vail, Mountain View, Ritz Carlton Residences, Solaris, and The Sebastian. Collections not related to major redevelopment projects currently total $412,111, up 89% from prior year. Parking Revenue 2012 Revenue: Pass sales through February 22 total $98,368, down 21 % from 2011. Daily sales from the parking structures total approximately $1.2 million, down 22% from 2011, however the 2012 sales are only as of February 26, not the full month. Season to date: Pass sales from November through February 22 total $611,227, down 13.3% from prior winter season. Daily sales from the parking structures total approximately $1.8 million, down 27.1 % from the prior winter season, however the 2012 sales are only as of February 26, not the full month. -1- 3/6/2012 7 -1 -I MEMORANDUM February 25, 2012 To: Vail Town Council Stan Zemler Pam Brandmeyer Judy Camp From: Sally Lorton Re: January Sales Tax I estimate Vail will collect another $150,000 in January sales tax to bring January collections to $2,831,832. If so, we will be up 7.3% or $193,079 from budget and up 1.3% or $36,144 from January 2011. The ski season (November — January) would be up 5.3% or $344,381. Lift tax for January is down 6.7% or $49,481 from January 2011, the winter so far is down 5.1 % or $76,123. 3/6/2012 7 -2 -1 Month 2001 2002 2003 2004 2005 2006 Town of Vail Sales Tax Worksheet 2/25/2012 2007 2008 2009 2010 2011 Budget % Change % Change 2012 Budget from from Collections Variance 2011 Budget January 2,210,547 2,073,481 1,997,091 2,225,841 2,275,967 2,597,985 2,783,306 2,976,655 2,619,673 2,564,383 2,795,688 2,638,753 2,681,832 43,079 -4.07% 1.63% February 2,366,321 2,281,833 2,111,163 2,362,825 2,429,377 2,527,130 2,718,643 3,071,615 2,588,889 2,577,360 2,803,136 2,642,582 March 2,568,871 2,699,664 2,372,942 2,344,178 2,785,101 2,852,954 2,986,446 3,327,304 2,504,567 2,685,004 3,143,418 2,812,953 April 1,043,431 870,875 871,468 992,157 915,554 1,280,324 1,330,740 1,098,918 1,235,941 1,156,934 1,191,690 1,155,059 May 448,234 414,248 428,919 411,595 458,770 449,283 545,874 622,103 516,150 421,925 473,292 495,374 June 751,439 657,707 742,755 732,113 834,913 805,362 953,017 918,061 717,233 873,765 895,951 836,979 July 1,157,867 1,044,966 1,075,532 1,128,514 1,166,183 1,255,243 1,265, 781 1,397,842 1,121,860 1,228, 767 1,481,329 1,247,506 August 1,124,275 1,084,318 1,029,446 994,445 993,985 1,055,614 1,162,746 1,349,795 1,068,391 1,147,352 1,310,471 1,159,569 September 747,766 713,574 679,208 757,033 795,807 832,549 908,318 834,569 753,754 761,425 889,945 796,436 October 486,570 484,425 508,092 532,537 566,173 614,396 688,519 662,767 581,033 594,362 623,420 604,744 November 571,783 642,293 591,269 623,646 713,117 799,582 747,877 719,109 651,873 701,075 788,430 692,684 December 1,933,940 2,139,417 2,171,098 2,362,095 2,549,032 2,771,258 2,821,871 2,652,628 2,553,974 2,963,763 3,184,645 2,717,361 Total 15,411,044 15,106,801 14,578,983 15,466,979 16,483,979 17,841,680 18,913,138 19,631,366 16,913,338 17,676,115 19,581,415 17,800,000 2,681,832 43,079 3/6/2012 7 -2 -2 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: Matters from Mayor and Council: Council Committee Updates 3/6/2012 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 6, 2012 ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: the sale and redevelopment of Town owned real property, to wit: the Town of Vail municipal site. PRESENTER(S): Matt Mire 3/6/2012