Loading...
HomeMy WebLinkAbout2012-03-20 Agenda and Support Documentation Town Council Evening SessionVAIL TOWN COUNCIL EVENING SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 TOWN OF AQ9 6:00 P.M., MARCH 20, 2012 NOTE 2 3 4 5 Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. ITEM /TOPIC: Citizen Participation (15 min.) ITEM /TOPIC: Consent Agenda: Lionshead Streetscape Construction Bid Award (5 min) PRESENTER(S): Tom Kassmel ITEM /TOPIC: Town Manager Report: (5 min) PRESENTER(S): Stan Zemler ITEM /TOPIC: Resolution No. 14, Series of 2012 A Resolution Adopting the Town of Vail Strategic Plan 2012 - 2022 and Work Plan 2012 - 2013; and Setting Forth Details in Regard Thereto. (15 minutes) PRESENTER(S): Stan Zemler ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Resolution No. 14, Series of 2012. BACKGROUND: The Town Council and Town staff developed a Town of Vail Strategic Plan 2012 — 2022 and Work Plan 2012 — 2013 to improve economic health of Vail, while being fiscally responsible; focus on health and well being as the third component of a vital economy and increase international tourism. STAFF RECOMMENDATION: Approve, approve with modifications, or deny Resolution No. 14, Series of 2012. ITEM /TOPIC: Presentation by attorneys for Rothgerber Johnson and Lyons regarding lodging tax paid by Online Travel Companies (OTC's), and current litigation regarding the same. (20 min. ) PRESENTER(S): Matt Mire, Trey Rogers, Michael Hess ACTION REQUESTED OF COUNCIL: Listen to the presentation, ask questions and provide direction. BACKGROUND: There is ongoing litigation in the United States and in 3/20/2012 Colorado surrounding the amount of taxes paid to local taxing jurisdictions on room nights booked through OTC's. More specifically, the litigation pertains to how those amounts are calculated and whether the correct amount of excise and /or sales taxes are remitted based on the actual "Retail Rate" of the subject lodging. Based upon information and belief, the OTC defendants have systemically failed to remit the correct amounts to the Town and to other Colorado Municipalities. The Rothgerber firm has filed suit on behalf of the Town of Breckenridge based upon this theory and would like to discuss the Town's legal options to pursue these claims with the Town Council. STAFF RECOMMENDATION: Listen to the presentation, ask questions and provide direction. 6. ITEM /TOPIC: Golden Peak Traffic Discussion (30 min.) 7. PRESENTER(S): Dwight Henninger, Greg Hall, Jeff Babb (Vail Resorts) ACTION REQUESTED OF COUNCIL: Gain feedback from Town Council on next steps. BACKGROUND: On March 6, 2012, the Vail Town Council requested an update from Staff on Golden Peak peak period traffic operations. STAFF RECOMMENDATION: Staff has the following recommendations for next steps: -Work with Ski and Snowboard Club Vail to establish bus service from TRC to Golden Peak and move remaining SSCV staging for out -of -town events to Minturn. -Work with Vail Resorts on an ongoing basis to continue to review operations at Golden Peak. -Work with Manor Vail to reduce traffic from public parking fee collection. - Reevaluate the pros and cons of valet parking at Gold Peak and Ford Park. - Continue to plan for DEVO relocation at Ever Vail. ITEM /TOPIC: Second 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 second 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 3/20/2012 and ready for funding. STAFF RECOMMENDATION: Town staff recommends the Vail Town Council approves Ordinance No. 4, Series of 2012 on second reading, as read. 8. ITEM /TOPIC: Resolution No. 15, Series 2012, A Resolution Approving The Conveyance Of A Portion of the Real Property Located at 75 South Frontage Road, Vail, Colorado (The Town Hall Property) From The Vail, Colorado, Municipal Building Authority And Accepting Such Property (10 min. ) PRESENTER(S): Matt Mire and George Ruther ACTION REQUESTED OF COUNCIL: Approve Resolution No. 15, Series 2012 BACKGROUND: Currently, the real property described in Resolution No. 15, Series 2012, (the "Property ") is owned by the Vail, Colorado, Municipal Building Authority (the "Authority "), a Colorado non - profit corporation. The Authority was originally incorporated in 1970 and again in 1985, for the purpose of financing the construction of Town facilities on the Property. Pursuant to the Authority's Articles of Incorporation, The Authority was to convey the Property back to The Town once all outstanding debt on the Property was fully satisfied, and that the Property must by conveyed to the Town and to no other party. All outstanding debt on the Property has been fully satisfied and the Authority now wishes to convey the Property to the Town. The Town Council, via Resolution No 15, Series 2012 wishes to approve such conveyance and accept the Property. The Council will then Authorize the conveyance of the Property as set forth in Ordinance No 4, Series 2012. STAFF RECOMMENDATION: Approve Resolution No. 15, Series 2012 9. ITEM /TOPIC: Appoint members to the Art in Public Places (AIPP), the Design Review Board (DRB), the Planning and Environmental Commission (PEC) and the Building and Fire Code Appeals Board ( BFCAB). See afternoon worksession for letters of interest from each applicant. (15 min.) PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: Council interviewed each applicant at the work session. At the evening meeting, four members need to be appointed to the AIPP; three members to the DRB and four members to the PEC. All the above are for two year terms, which end March 31, 2014. The Council also needs to interview and appoint one member to the BFCAB for a five -year term ending March 31, 2017. BACKGROUND: The town received fifteen letters of interest for the open positions on the AIPP, BFCAB, DRB and PEC as follows (incumbent board members are asterisked): AIPP: Dorothy Browning Kaili Chipman William Pierce 3/20/2012 Dan Telleen B &FCAB: Mark Mueller DRB: Susan Bird Kaili Chipman Andrew Forstl Rollie Kjesbo Elizabeth Maio Clay Walberg PEC: Samuel Bennett Susan Bird (Susan is interested in both the DRB and PEC positions) William Pierce Henry Pratt * John Rediker STAFF RECOMMENDATION: Please appoint four members to the AIPP; one member to the B &FCAB; three members to the DRB and four members to the PEC at the evening meeting. 10. 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 second reading of 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 second reading of Ordinance No. 5, Series of 2012. 11. 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 3/20/2012 Department requests 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 April 3, 2012, public hearing. 12. BACKGROUND: 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 20, 2012, public hearing to provide the applicant an opportunity to gather additional information for the Council's review. 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 April 3, 2012, public hearing. ITEM /TOPIC: Ever Vail - The Community Development Department requests that the following Ever Vail applications be tabled to April 3, 2012. Major Subdivision A request for a review of a preliminary plan for a major subdivision, pursuant to Chapter 13 -3, Major Subdivision, Vail Town Code, to allow for the creation of two lots for the redevelopment of the properties known as Ever Vail (West Lionshead), located at 862, 923, 934, 953, 1000 and 1031 South Frontage Road West, and the South Frontage Road West rig ht-of-way/un platted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080062) Rezoning (Ordinance No. 7, Series of 2011) 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 establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision located generally at 862, 923, 934, 953, 1000, and 1031 South Frontage Road, and the South Frontage Road right -of- way /unplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080061) Special Development District Amendment (Ordinance No. 8, Series of 2011) A request for a recommendation to the Vail Town Council for a major amendment to Special Development District No. 4, Cascade Village, pursuant to Section 12- 9A -10, Amendment Procedures, Vail Town Code, to allow for the removal of Development Area D (Glen Lyon Office Building) from Special Development District No. 4, Cascade Village, and for a zone district boundary amendment, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to include the subject property in the Lionshead Mixed Use 2 District, located at 1000 South Frontage Road West /Lot 54, Glen Lyon Subdivison, and setting forth details in regard thereto. (PEC090036) Title 12, Zoning Regulations, Vail Town Code, Amendment ( Ordinance No. 9, Series of 2011) A request for a final recommendation to the Vail Town Council for prescribed regulation amendments, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to amend Section 12- 10 -19, Core Areas Identified, Vail Town Code, to amend the core area parking maps to include "Ever Vail" (West Lionshead) within the "Commercial Core" designation, and setting forth details in regard 3/20/2012 thereto. (PEC080065) (5 min.) PRESENTER(S): Warren Campbell 13. ACTION REQUESTED OF COUNCIL: The Community Development Department requests that the major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the April 3, 2012 public hearing. BACKGROUND: Major Subdivision: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, on the preliminary plan for the major subdivision to establish Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5 -0 -2 (Viele and Cartin recused). Rezoning: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a zone district boundary amendment to establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5- 0-2 (Viele and Cartin recused). Special Development District Amendment: On January 24, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a major amendment to Special Development District (SDD) No. 4, Cascade Village, to remove the Glen Lyon Office Building from the SDD in order for it to be incorporated into the Ever Vail Subdivision, by a vote of 4 -0 -2 (Viele and Cartin recused). Title 12, Zoning Regulations, Vail Town Code, Amendment: On January 11, 2010, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a prescribed regulations amendment to Section 12- 10 -19, Core Areas Identified, Vail Town Code, by a vote of 4 -0 -2 (Viele and Cartin recused). STAFF RECOMMENDATION: The Community Development Department requests that the major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the April 3, 2012 public hearing. ITEM /TOPIC: Vail Public Library Renovation Project (20 min) PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Review the information provided on the Vail Public Library Renovation Project and provide direction on proceeding with the project. Including amending the budget by $ 350,000, entering into contract with Evans Chaffee Construction Group and schedule the shut down, move out and set up of temporary "mini /limited" library during construction this spring in Dobson Arena. BACKGROUND: The Vail Library remodel project is a project which has been in the works over the last couple years in different forms. In September of 2011 the council directed the staff to prepare a project which combines two previously 3/20/2012 separate phases into one project. The Town staff believes providing an additional $350,000 to the Library project budget at this time will allow the project to move forward on a schedule which is the least disruptive to the community. It will allow a major upgrade to the Library, similar to the quality and technological upgrades taking place at the other Town buildings, e.g., like the Lionshead Welcome Center, West Vail Fire Station and the anticipated New Municipal Building. STAFF RECOMMENDATION: Staff requests the town council authorize: An additional $ 350,000 be added to the Vail Public Library Renovation Project to be funded from the Vail reinvestment Authority Tax Increment Fund Balance. The Town Manager enter into a contract with Evans Chaffee Construction Group to perform the remodel work. The staff, design team and contractor to continue identifying ways in which the quality of the project is maintained, with cost savings to the town. The project to begin demo in the lower portions of the Library the last week of March with the library closing for the week of April 6 to reestablish a small limited library in Dobson Arena. 14. ITEM /TOPIC: Adjournment (9:30 p.m.) 3/20/2012 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Citizen Participation 3/20/2012 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Consent Agenda: Lionshead Streetscape Construction Bid Award PRESENTER(S): Tom Kassmel ATTACHMENTS: LH Streetscape presentation Council LH Streetscape Award 3/20/2012 R q I WO "'i ','I CeV. .. . ....... OF -W r q Y f Apw — IL f. _. 41 o . ir - F s _ ININ V K ) AIL " To: From: Date: Subject Town Council Public Works March 20, 2012 Lionshead Streetscape Bid Award Background Memorandum The East Lionshead Circle Bus Stop (ELHC) and Concert Hall Plaza (CHP) Streetscape Improvement Project was publically bid for construction on March 9, 2012. Four base bids were received for the project along with multiple alternates. Of the four bids, three were General Contractors; B &B Excavating (Oldcastle SW Group, Inc.), RA Nelson, and Icon Inc., the fourth was a subcontractor bid that cannot be accepted and therefore is not provided herewithin. Bid Analysis The Base Bids for the project include the work required for each final approved design, excluding a boiler for CHP. The alternate bids were requested to understand the costs of adding options that were discussed with Council this past fall. The alternate bids requested include; Alternate 1 — ELHC Bus Loop: An alternate to snowmelt the bus loop at ELHC Alternate 2 — ELHC Crosswalks: An alternate to snowmelt the two eastern crosswalks Alternate 3 — CHP Bus Loop: An alternate to snowmelt the bus loop at CHP Alternate 4 — CHP Irrigation: An alternate to accommodate an unknown condition Alternate 5 — CHP Boiler Room: An alternate to construct the CHP boiler room enclosure at the pedestrian bridge stairs and reconstruct the stairs Alternate 6 — CHP Stairs: An alternate to add snowmelt to the stairs at the pedestrian bridge Alternate 7 — Accelerate ELHC: An alternate to complete the ELHC improvements by June 27, 2012, in lieu suspending for the summer and completing in the fall. In consideration of the Base Bids and Alternates and the Construction Budget of $2.19 million Staff recommends awarding the contract to B &B Excavating. Staff has defined 3/20/2012 2 -2 -1 four Options for discussion. There are other combinations of Alternates that can be awarded, however these four align with previous discussion with Council; Option 1 - Base Bids ELHC & CHP Only ($1.66 million): This Option allows for the construction of both ELHC and CHP streetscape improvements as designed, however does not include a boiler or boiler location for CHP. Staff does not recommend this Option as it will not provide the necessary boiler or boiler room location in order to heat CHP. Option 2 — Base Bids + Alts 4, 5, 6 (CHP Boiler Enclosure and Stairs) ($2.08 million): This Option allows for the construction of both the ELHC and CHP streetscape improvements and provides a boiler for CHP within the DRB preferred location; a partially buried enclosure at the base of the pedestrian bridge stairs. It also provides snowmelt to the pedestrian stairs, thus minimizing both snow and ice maintenance and potential liability. Based on information from Human Resources heated streetscape within the Villages has virtually eliminated slip and fail claims in the Villages. The existing pedestrian bridge stairs currently has one pending slip and fail claim. It is staff's recommendation to heat critical public stairways throughout Town when the opportunity to do so efficiently presents itself, as in this case. Option 3 — Base Bids + Alts 1, 2, 3, 4, 5, 6 (CHP Boiler /Stairs + Heated Bus Loops and Crosswalks) ($2.19 million): This Option allows for the construction of both the ELHC and CHP streetscape improvements, provides a boiler for CHP within the DRB preferred location, and provides snowmelt and pavers to the two additional eastern crosswalks at ELHC and snowmelt and concrete to the bus loops at ELHC and CHP. The original staff recommendation in the fall was to snowmelt the bus loops for enhanced guest bus drop- off /pick -up safety and experience, and for snow and ice maintenance purposes. Currently as existing and as designed the In -Town bus drops - off /picks -up guests when parked along a curved curb /pan (demarking the edge of road and snowmelt area). This causes the area directly in front of the doors of the bus to be unheated and potentially snowy /icy /slushy. Also, the maintenance of these areas requires snow removal and storage to occur in areas outside of the bus loop. At ELHC this snow storage occurs just east of the Welcome Center along the grassy hillside in front of the parking structure, and at CHP this occurs along W. Lionshead Circle in front of the Lionshead Inn. Although this causes the maintenance crews to move the snow further it is an effort that is currently being done. The current concern for maintenance is the impending loss of these areas when redevelopment occurs. Currently the largest concern is at CHP, where the development of Strata will significantly limit the ability to store snow along West Lionshead Circle (See Photo and Strata Development plan Attached). The photo attached shows the condition of W. Lionshead Circle after being plowed after a 6" snow storm this past December. In addition Option 3 adds snowmelt and pavers to the two eastern crosswalks at ELHC. Staff believes this enhancement will provide guests with a more noticeable and desirable location to cross the street and alert drivers in to slow down at the crosswalks as they will be visible during both the summer and winter months. Option 3 is Staff's preferred recommendation and is within budget. Town of Vail Page 2 3/20/2012 2 -2 -2 Option 4 — Same as Option 3 + Alt 7 (Accelerate ELHC) ($2.30 million): This Options is identical to Option 3 however it accelerates the completion of ELHC to June 27, in lieu of suspending work on June 27 and restarting on September 3 The current completion date of ELHC based on B &B's preliminary schedule is September 18 Staff recommends not accepting the acceleration since the project will be in an acceptable hard surface state by June 27 for the summer season. The attached table outlines the costs of each Base Bid and Alternative bid by the three General Contractors. An additional column has been added to B &B and RANA's bids for requested credits and value engineering. The credits provided are mainly due to the reduction of snowmelt zone controls and their respective costs as well as the elimination of a Wayfinding tower element at CHP. The original bid snowmelt zone controls has been deemed unnecessary in this application, and has been significantly reduced. The Wayfinding element is a costly element, and should be reevaluated with the current design in progress for the Wayfinding program. When reviewing the table, the yellow highlighted column is B &B Excavating's cost breakdown for each Base Bid and Alternate inclusive of the credits for the value engineered (VE) items. The row highlighted in orange is the recommended Option 3 total cost. Please note that selecting Alternates 3 and 6 require an upgraded Boiler, in order to capture this cost in a case in which only one of the two are selected, the cost of the upgraded boiler is in each Alternate. Therefore there is a duplicate cost if both Alternates are selected. The Option cost totals have been rectified for this duplication where appropriate. Also the specific credits for VE items are listed below the summary table. III. Staff Recommendation Staff Recommends awarding the contract to B &B Excavating in the amount of $2,190,270.70 in a contract form approved by the Town Attorney and signed by the Town Manager, for the construction of the East Lionshead Bus Stop and Concert Hall Plaza Streetscape Improvement Project including the ELHC and CHP Base Bids and Alternates 1,2,3,4,5,6. Town of Vail Page 3 3/20/2012 2 -2 -3 ELHC & CHP Streetscape Bids Construction Bid Budget: $ 2,190,000.00 Description of Bid B &B Excavating I RA Nelson ELHC Quantity #'s Item 79,80,81,82 Icon Original Bid Original Bid Bid w/ VE Original Bid Bid w/ VE ELHC Base Bid $ 1,447,381.29 $ 1,348,566.26 $ 1,602,076.27 $ 1,495,873.88 $ 1,660,863.84 Alternate 1: Bus Loop $ 48,809.72 $ 33,079.96 $ 56,723.25 $ 40,845.25 $ 56,643.56 Alternate 2: Crosswalk $ 39,064.18 $ 23,334.42 $ 41,960.88 $ 26,082.88 $ 34,031.64 Alternate 7: Accelerate ELHC $ 39,606.00 $ 39,606.00 $ - $ - $ 56,000.00 CHP Base Bid $ 394,120.72 $ 308,648.51 $ 377,452.46 $ 284,823.30 $ 410,876.77 Alternate 3: Bus Loop $ 192,807.38 $ 169,213.04 $ 200,089.74 $ 176,271.54 $ 191,127.79 Alternate 4: Irrigation $ 665.03 $ 665.03 $ 2,436.00 $ 2,436.00 $ 1,518.00 Alternate 5: Boiler Room & Stair $ 359,644.84 $ 359,644.84 $ 360,247.19 $ 360,247.19 $ 353,238.72 *Less Smaller boiler $ (74,479.42) $ (74,479.42) $ (76,246.86) $ (76,246.86) $ (2,400.00) Alternate 6: Stair Snowmelt $ 156,578.61 $ 133,258.32 $ 161,108.00 $ 137,289.80 $ 147,810.20 *Less Extra Boiler $ (111,660.26) $ (111,660.26) $ (112,719.35) $ (112,719.35) $ (103,778.00) Recommendations Option 1 (Base Bids ELHC & CHP Only) $ 1,841,502.01 $ 1,657,214.77 $ 1,979,528.73 $ 1,780,697.18 $ 2,071,740.61 Option 2 (Base Bids + Alt 4,5,6) $ 2,283,911.07 $ 2,076,303.54 $ 2,427,073.06 $ 2,204,423.31 $ 2,571,907.53 Option 3 (Base Bids + Alt 1,2,3,4,5,6) $ 2,452,932.09 $ 2,190,270.70 $ 2,613,127.58 $ 2,334,903.63 $ 2,749,932.52 Option 4 (Base Bids + Alt 1,2,3,4,5,6,7) $ 2,492,538.09 $ 2,229,876.70 $ 2,613,127.58 $ 2,334,903.63 $ 2,805,932.52 Budget Delta Option 1: Under Budget $ 348,498.00 $ 532,785.24 $ 210,471.27 $ 409,302.82 $ 118,259.39 Budget Delta Option 2: Under budget $ (93,911.06) $ 113,696.47 $ (237,073.06) $ (14,423.31) $ (381,907.53) Budget Delta Option 3: On Budget $ (262,932.09) $ (270.70) $ (423,127.58) $ (144,903.63) $ (559,932.52) Budget Delta Option 4: (Over Budget) $ (302,538.09) $ (39,876.70) $ (615,932.52) Value Engineered Items B &B Excavating RA Nelson ELHC Quantity #'s Item 79,80,81,82 $ 17,737.32 $ 18,158.79 ELHC Zone Valves $ 73,336.70 $ 75,535.60 ELHC Boiler Plant Controls $ 7,141.01 $ 7,208.00 ELHC Alt 1 -Zone Control $ 15,729.76 $ 15,878.00 ELHC Alt 2 -Zone Control $ 15,729.76 $ 15,878.00 ELHC Gold Leaf to Gold Paint $ 600.00 $ 5,300.00 CHP Zone Control $ 7,864.56 $ 7,939.40 CHP Alt 3- Zone Control $ 23,594.34 $ 23,818.20 CHP Alt 6- Zone Control 3/20/2012 $ 23,320.29 $ 23,818.20 CHP Tower Element $ 77,607.65 1 1 $ 84,689.76 LN� rl a , `tw 6 4p ,, , ,0 ■ ■EN NOME NONE ■NOTE t �r i i South Elevcd Scale: 1/4" = 1 Guardrail Per Architect K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Town Manager Report: PRESENTER(S): Stan Zemler 3/20/2012 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Resolution No. 14, Series of 2012 A Resolution Adopting the Town of Vail Strategic Plan 2012 - 2022 and Work Plan 2012 - 2013; and Setting Forth Details in Regard Thereto. PRESENTER(S): Stan Zemler ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Resolution No. 14, Series of 2012. BACKGROUND: The Town Council and Town staff developed a Town of Vail Strategic Plan 2012 — 2022 and Work Plan 2012 — 2013 to improve economic health of Vail, while being fiscally responsible; focus on health and well being as the third component of a vital economy and increase international tourism. STAFF RECOMMENDATION: Approve, approve with modifications, or deny Resolution No. 14, Series of 2012. ATTACHMENTS: Resolution No. 14, Series of 2012 Strategic Plan 2012 -2022 and Work Plan 2012 -2013 3/20/2012 RESOLUTION NO. 14 Series of 2012 A RESOLUTION ADOPTING THE TOWN OF VAIL STRATEGIC PLAN 2012- 2022 AND WORK PLAN 2012 -2013; 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, the Council and Town staff developed the Town of Vail Strategic Plan 2012 — 2022 and Work Plan 2012 — 2013 ( "Plans ") to improve economic health of Vail, while being fiscally responsible; focus on health and well being as the third component of a vital economy and increase international tourism; and WHEREAS, the Council has determined that the passage of this resolution 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 RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Council hereby approves the Town of Vail Strategic Plan 2012 -2022 and Work Plan 2012 -2013 on behalf of the Town in substantially the same form as attached hereto as Exhibit A and in a form approved by the Town Attorney. 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 20 day of March, 2012. Andrew P. Daly Town Mayor ATTEST: Lorelei Donaldson, Town Clerk Resolution No. 14, Series 2012 3/20/2012 4 -1 -I EXHIBIT A TOWN OF VAIL STRATEGIC PLAN 2012 -2022 AND WORK PLAN 2012 -2013 Resolution No. 14, Series 2012 3/20/2012 4 -1 -2 TOWN OF VAIL ' Revisions Highlighted in Yellow STRATEGIC PLAN 2012 - 2022 WORK PLAN 2012 -2013 Presented March 6, 2012 Revised March 20, 2012 Vision To be the Premier International Mountain Resort Community! Our 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. 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 3/20/2012 4 -2 -1 2012 — 2013 Action Steps — Improve Economic Vitality A. Embrace an international focus in our destination strategy 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 audiences through the Commission on Special Events, Vail Local Marketing District and Vail Town Council. Project Leader: Kelli McDonald Key Milestones: Q1 - 4 2012 Mexico and South American media and influencer visits, familiarization trips and marketing materials. ONGOING. 2012: 25+ trips 2013: 30+ trips 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 international terminal 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 to drive visitation. Additional efforts will occur through public relations articles and stories; print advertising and a dedicated web site. Project Leader: Kelli McDonald Key Milestones: 2 3/20/2012 4 -2 -2 Q2 2012 First flight of email messaging, print ads and public relations. Q3 2012 Second flight of email messaging, print ads and public relations. D. Develop an economic diversity strategy to include health and well - being. Project Leader: Kelli McDonald Key Milestones: Q1 — 4 2012 VLMD adopts health and well -being as a strategic pillar — ONGOING. Q1 — 4 2012 Recruiting efforts to bring more medical meetings — ONGOING. Q 2 - 3 2012 VEAC roundtable discussion on topic with presentation to Town Council. E. Develop an economic development strategy to encourage small businesses to remain and to locate in Vail. 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 Determine 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. Update Land Use Plan if necessary. (Community Development) F. Grow quality group business (increase groups that support local businesses) through continued efforts of VLMD and Vail Valley Partnership to recruit groups to host their events, conferences and tournaments in Vail. Project Leader Key Milestones: Kelli McDonald Q1 - 4 2012 Measure results in terms of number of groups as well as room nights and dollars in contracted revenue. 2011: 9,200 room nights; $1,652,000 lodging revenue 2012 projected: 9,400 room nights; $1,950,000 lodging revenue 3 3/20/2012 4 -2 -3 2013 projected: 9,500 room nights; $2,050,000 lodging revenue G. Be proactive in securing event partnerships and ensure we receive appropriate recognition for our support. Project Leader Key Milestones: Kelli McDonald Q1 2012 Recruit new events and event promoters in 2012 — ONGOING. 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. Q2 — 4 2012 Ensure that recognition of Vail is increased for support of 2015 World Championships — ONGOING. H. Improve the regulatory environment for doing business in Vail and consider incentives that might promote short -term redevelopment to bring in new business (e.g., periodically review development approaches with policy objectives to ensure consistency with redevelopment strategy) including sign regulations, displays, design review process, fire code inspections and e- commerce for building department payments. Project Leader Key milestones: George Ruther Q2 2012 Convene work session with Council to discuss redevelopment incentives and policy objectives options Q2 2012 Review sign regulations, outdoor display policies and development review processes and convene joint worksession meeting with Council, PEC and DRB Q3 2012 VEAC roundtable discussion on existing regulations Q4 2012 Review and adoption of 2012 International Building Code (IBC) Improve the regulatory environment for doing business in Vail for event producers including special event permitting process, vendor permits and liquor permits. Project Leader: Pam Brandmeyer and Kelli McDonald Key milestones: 59 3/20/2012 4 -2 -4 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. ONGOING (Pam) Q2 2012 CSE roundtable discussion with event promoters to discuss existing regulations and policies ( Kelli) Q3 2012 Schedule work session discussion with Council ( Kelli and Pam) J. Improve the regulatory environment for doing business in Vail for new and existing businesses. Project Leader: George Ruther, Kelli McDonald Key Milestones: Q3 2012 VEAC roundtable discussion on existing regulations and tax policies Q4 2012 Identify options for simplifying workflow, map the existing process to identify redundancies and inefficiencies, and develop strategic plan for implementation Q3 2012 Schedule work session discussion with Council to discuss policy direction and establish a schedule for adopting and implementing amendments. K. 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, which may include the Vail Village Inn Phase 5 commercial space, the Main Vail fire station, etc., to house staff temporarily in these buildings, then creating additional office space once the muni building is complete. Project Leader: George Ruther Key Milestones: Q1 2012 Sign Memorandum of Understanding — COMPLETE. Q1 2012 Award TOV contracts for architect and project management — COMPLETE. Q3 2012 Complete entitlement process. Q4 2012 Obtain final CDOT approvals. Q2 2013 Relocate TOV offices. Q2 2013 Break ground. Q1 2015 Complete project. 1 3/20/2012 4 -2 -5 L. 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. M. 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. N. 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. 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. O. Partner with Vail Resorts to provide a 50 anniversary celebration. 6 3/20/2012 4 -2 -6 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, Holidaze and Gala. P. 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 international city 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. 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 7 3/20/2012 4 -2 -7 Key Milestones: Q3 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 Work session to understand current policies of school board and develop Council objectives for RSES, e.g., which grades may be best served Q4 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. Beyond 2013 — Grow a Balanced Community 8 3/20/2012 4 -2 -8 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. Update the study to include 2012 construction projects. B. Review Chamonix configuration 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 Vail Resorts on cutting -edge technology (e.g., way finding, wi -fi, social media, 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 Key Milestones: 9 3/20/2012 4 -2 -9 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. Ensure this initiative improves the ability for doing business in Vail. Key Milestones: Q1 2012 Conduct 3 SBI Committee meetings to determine point items in categories not yet addressed (energy, materials and reuse, 10 3/20/2012 4 -2- 10 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" plan 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. Review and enhance our "connectivity" plan with a focus on hiking, walking, wandering and lingering. Project Leaders: Public Works Project Staff Key Milestones: Q3 2012 Work with CDOT on the overlay of the Vail Pass recreation trail. Q3 2012 Completion of the bike lanes on the frontage road to East Vail. Q4 2012 Complete Lionshead streetscape projects - East Lionshead Circle and Concert Hall Plaza. Q4 2012 Include public rest rooms in a remodel of Main Vail Fire House. Q4 2012 Reconstruct the Matterhorn Bridge with sidewalks. Q2 2013 Sun Dial Plaza. 11 3/20/2012 4 -2- 11 Q2 2013 Identify key missing links in "connections" determine obstacles and costs to complete the links and prioritize the connections for implementation, including trailheads. Q4 2013 Rebrand the Village information center to a Welcome Center similar to Lionshead in addition provide public restrooms and an upgrade in keeping with Vail's renaissance. F. Improve the quality and convenience of parking and transportation. Project Leaders: Greg Hall and Mike Rose Key Milestones: Q2 2012 Council work session to: provide background; identify steps already taken; and determine policy. Q2 2012 Consider engaging a consultant to assist with finalization of the strategic parking plan, including system efficiencies. Q2 2012 Begin a three year program to meet the CDOT requirements to ensure use of the frontage roads for various parking as previously 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. G. Complete park and recreation projects which enhance the experience. Project Leaders: Public Works Project Staff Q2 2012 Complete the Red Sandstone Park. Q2 2012 Begin the work to allow the completion of the Bald Mountain Neighborhood Berm. 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 12 3/20/2012 4 -2- 12 Include operation of Vail Village /Lionshead Welcome Centers and community host program. Project Leaders: Suzanne Silverthorn, John Power Key Milestones: Q2 2012 Identify Council policies and programming 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. 13 3/20/2012 4 -2- 13 Beyond 2013: Enhance the Experience A. Begin long -range planning to reduce the impact of 1 -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. Schedule a Town Council work session to assess Vail's current leadership and identify a desired vision for the future including benchmarks, where possible. Project Leader Key Milestones Stan Zemler Q3 2012 B. Sponsor series of focus group meetings with target demographic segments, including second homeowners, to identify challenges, opportunities and suggestions to elevate civic leadership. Project Leader: Suzanne Silverthorn Key Milestones: Q3 2012 C. Develop recommendations on model /approaches that will result in developing future leaders in the TO considering: John Horn -Kates Vail Leadership Institute Model; Boulder Leadership Model; Leadership Forums by Vail Homeowners Association and Vail Symposium; engagement ideas; orientation /education /outreach; and Vail 20120. Project Leader: Mark Miller, Suzanne Silverthorn Key Milestones: Q4 2012 Evaluate existing leadership programs and best practices 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. 14 3/20/2012 4 -2- 14 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. 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. 15 3/20/2012 4 -2- 15 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Presentation by attorneys for Rothgerber Johnson and Lyons regarding lodging tax paid by Online Travel Companies (OTC's), and current litigation regarding the same. PRESENTER(S): Matt Mire, Trey Rogers, Michael Hess ACTION REQUESTED OF COUNCIL: Listen to the presentation, ask questions and provide direction. BACKGROUND: There is ongoing litigation in the United States and in Colorado surrounding the amount of taxes paid to local taxing jurisdictions on room nights booked through OTC's. More specifically, the litigation pertains to how those amounts are calculated and whether the correct amount of excise and /or sales taxes are remitted based on the actual "Retail Rate" of the subject lodging. Based upon information and belief, the OTC defendants have systemically failed to remit the correct amounts to the Town and to other Colorado Municipalities. The Rothgerber firm has filed suit on behalf of the Town of Breckenridge based upon this theory and would like to discuss the Town's legal options to pursue these claims with the Town Council. STAFF RECOMMENDATION: Listen to the presentation, ask questions and provide direction. 3/20/2012 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Golden Peak Traffic Discussion PRESENTER(S): Dwight Henninger, Greg Hall, Jeff Babb (Vail Resorts) ACTION REQUESTED OF COUNCIL: Gain feedback from Town Council on next steps. BACKGROUND: On March 6, 2012, the Vail Town Council requested an update from Staff on Golden Peak peak period traffic operations. STAFF RECOMMENDATION: Staff has the following recommendations for next steps: -Work with Ski and Snowboard Club Vail to establish bus service from TRC to Golden Peak and move remaining SSCV staging for out -of -town events to Minturn. -Work with Vail Resorts on an ongoing basis to continue to review operations at Golden Peak. -Work with Manor Vail to reduce traffic from public parking fee collection. - Reevaluate the pros and cons of valet parking at Gold Peak and Ford Park. - Continue to plan for DEVO relocation at Ever Vail. ATTACHMENTS: Traffic memo 032012 Traffic Attachment A Traffic Attachment B Map Traffic Attachment C Valet Parking Agreement Traffic Attachment D Golden Peak Management Plan Traffic Attachment E SSCV letter 3/20/2012 0 1 ) TOWN OF VAIL ' To: Vail Town Council Memorandum From: Town Manager's Office, Public Works Department, Vail Police Department Date: March 20, 2012 Subject: Peak Period Traffic at Golden Peak I. SUMMARY The purpose of this memorandum is to provide an introduction to the traffic issues on Vail Valley Drive associated with the gold Peak area, which typically occur on Saturday mornings during the ski season. For your review, attachments include photos of Vail Valley Drive (Attachment A), a vicinity map (Attachment B), the valet agreement (Attachment C), the Golden Peak Management Agreement (Attachment D) and a summary of traffic mitigation from Ski and Snowboard Club Vail (SSCV) (Attachment E). II. EXISTING CONDITIONS What is the problem? Numerous traffic generating uses in the Golden Peak area with similar peak periods contribute to a traffic issue on Vail Valley Drive during the ski season. The traffic peaks in the mornings and afternoons on mostly Saturdays, the heavy holiday periods, March spring break weeks and the occasional powder day contributing to heavy traffic on additional days throughout the season. Heavy traffic is typical of 14 DEVO Saturdays, 10 days around all the holidays, and 7 days of March spring break typically less than 35 days during the year for an hour in the morning and afternoon. Major traffic generators on Vail Valley Drive include: • Golden Peak Lodge o DEVO- 590 children between split between to separate arrival times of 8:30am and 8:45am • Skier drop -off • Valet service 110 cars during peak days a good percentage are DEVO parents • Passport club max of 140 spaces however, usage is significantly less Golden Peak Children's Center- 450 children maximum during peak days Ski Club Vail- 500 students on Saturday(see memo attached) 3/20/2012 6 -1 -1 Manor Vail (public parking spaces) Skier drop off occurring in the street on Vail Valley Drive and Hanson Ranch Road Recent increase in shuttles and courtesy cars Golden Peak Lodge Lower Lot includes: • 7 marked parking spaces for skier drop -off in addition to significant curb lanes with up to 10 spaces which are unmarked • 4 parking spaces for employees • 3 parking spaces for Vail Resorts cross - country vehicles • 10 parking spaces for Mountain Valet operations • Access to passport club parking, which can be placed in rental pool when not in use by owners • Up to 50 drop off spaces are created during peak periods by providing a strong management presence within the lot and parking cars in an overflow situation along curbs and on the sidewalks. • In summer, entire lower lot is for Larkspur customers Golden Peak Lodge/ Children's Center Upper Lot includes: • 2 parking spaces for employees • 2 parking spaces for ADA use • In winter, rest of parking spaces used for Children's Center drop off and Larkspur parking during lunch and evenings • In summer, Vail Recreation District has exclusive use of parking lot The following traffic mitigation practices are implemented: • Two DEVO express buses from TRC to Golden Peak on Saturdays. • Paid for by Vail Resorts. • Parking /drop off on 3 rd floor East TRC with VR employees manning traffic Ridership: 2200 passengers per year (approximately 135 passengers from 50 cars each day) • Upper lot has three employees to facilitate traffic. Lower lot is staffed by valet employees during non peak times and 5 VR employees during peak periods. • SSCV traffic managed by volunteers at entrance- drive through lane added during peak periods. • Traffic cones put in median from Hanson Ranch Road to SSCV entrance to eliminate drivers going into oncoming traffic lane. Cones also placed along the sidewalk in front of the Children's center and SSCV to eliminate vehicles parking on the sidewalk. VA employees manage traffic control and tend to tipped -over cones. CEO's in the past supported the VA employees as needed, but with current staffing levels, they tend to be assigned to East Lionshead Circle. CEO's are responsible for retrieving the cones before dark. Operational information and concerns are addressed at joint biweekly Frontline meetings attended by supervisors of TOV transit, parking, public works and police as well as Vail Resorts base operations. • Shuttle drop off was moved to the bus lane in the upper lot from the lower lot (which solved a very problematic issue). Town of Vail Page 2 3/20/2012 6 -1 -2 Marketing campaign includes VR messaging to public on traffic through TV8. Variable message signs at Solaris identify traffic delay issues and suggest alternate route during peak periods Ongoing challenges include: • The traffic back -up from the queue at the Vail Ski and Snowboard Club often interferes with the egress of the bus lane from Golden Peak. • Drop -off for Golden Peak, SSCV occurring in the roadway and at the TOV bus stop on Vail Valley Drive. • The valet service at Golden PeakConcerns include complaints of varied pricing , and long wait periods to have vehicle returned to owner • Manor Vail public parking creates traffic when collecting fees at the gate, which was not anticipated during design. III. APPLICABLE AGREEMENTS The two major agreements that govern Golden Peak are the Mountain Valet contract (Attachment C) and the Golden Peak Operational Management Plan (Attachment D). The Mountain Valet agreement states that: • Mountain Valet collects fee and pays TOV 5% of gross sales approximately $1.75 /car • Mountain Valet manages the Gold Peak lower lot during non peak periods • signs along the route to Gold Peak • Town of Vail provides the west parking lot( 50 striped spaces) for storage of valet cars by Mountain Valet. • On peak days Mountain Valet parks 110 cars in the combined 60 spots of Ford Park and Gold Peak The Golden Peak Operational Management Plan states: • Managed Parking Structure: Tiered parking rights for members of passport club • Skier Drop off: 30 parking spaces for Children's Center drop -off and 29 parking spaces for general skier drop -off only 10 striped spaces available during non peak periods, when managed during peak periods close to 50 provided. Employee Parking: VR and TOV will work on Eagle -Vail park and ride. Employees to park at soccer field and VR will buy 20 blue passes (currently VR buys 45 employee passes for Ford Park for Golden Peak employees). Holy Cross lot to be used by employees during peak periods. • Mountain operations: VR will lengthen ski day to 4pm. Employee passes restricted during peak periods. • DEVO: Arrival will be staggered with DEVO instructors moving traffic. Some of DEVO could be moved to other locations. • Ski Club Vail: Coordinate schedule with special events. Change start time to before 9am (currently club starts at 7:30am). VR will allow SSCV to use skier drop off areas. Town of Vail Page 3 3/20/2012 6 -1 -3 • Ski School: Electronic registration (currently in place) and other measures to reduce time of drop off to ski school. Coordinate start time. • Loading and Delivery: Coordinate to reduce peak time deliveries. IV. RECOMMENDATIONS Staff has the following recommendations for next steps: • Work with Ski and Snowboard Club Vail to establish bus service from TRC to Golden Peak and move remaining SSCV staging for out -of -town events to Minturn. • Work with Vail Resorts on an ongoing basis to continue to review operations at Golden Peak. • Work with Manor Vail to reduce traffic from public parking fee collection. • Reevaluate the pros and cons of valet parking at Gold Peak and Ford Park. • Continue to plan for DEVO relocation at Ever Vail. V. ATTAC H M E N TS A. Photos of Vail Valley Drive B. Vicinity map C. Mountain Valet agreement D. Golden Peak Management Agreement E. Letter from SSCV re: traffic management Town of Vail Page 4 3/20/2012 6 -1 -4 3/20/2012 6 -2 -1 3/20/2012 6 -2 -2 3/20/2012 6 -2 -3 3/20/2012 6 -2 -4 VAIL VALLEY DRIVE TRAFFIC STUDY N Feet 0 200 400/2U/2U 12 800 West Vail East Vail Th, — a reaede afea sTeam_ f �a�� dae� �a� ����� (wn re Ana , P eI Malin .1.) TOWN OF VNII/ pp [A TOWN OF VAIUMOUNTAI N VALET. INC. AGREEMENT 1 THIS AGREEMENT made is entered into on the ay of 2009 by and between the Town of Vail, a Colorado municipal corporation ("the Town "), and Mountain Valet, Inc., a Colorado corporation ( "Mountain Valet "). WITNESSETH WHEREAS, the Town wishes to engage the services of Mountain Valet to provide valet parking for the 200912010 through the 2001212013 skiing seasons at Golden Peak Ski Base area within the Town of Vail; and WHEREAS, Mountain Valet agrees to provide the herein specified services in accordance with the terms and conditions of this contract. NOW, THEREFORE, in consideration of the terms, conditions and covenants herein stated, the parties agree as follows: GENERAL PROVISIONS 1. Project Description and Scope of Services Mountain Valet is to provide guest valet parking services in the Town utilizing a public skier drop -off easement on Vail Resorts Incorporated (VRI) property located at the drop -off and parking area on the north side of the Golden Peak building. Mountain Valet shall co- manage this publicly designated drop -off area and guest valet parking area with VRI. The use of VRI property is contained within the 1996 management agreement between the Town and VRI, in regards to drop -off and managed parking as a condition of approval for the Golden Peak redevelopment, and as adopted in the 2001 Easement Dedications, Vehicle storage shall take place at Ford Park. A. The Town shall provide the following: 1. An exclusive, securable, parking area with power, located at the West End of the Ford Park parking area, in addition to a key box with all weather condition access, further defined in Exhibit A- 2. Snow plowing and snow removal services, as required, throughout the term of the contract. 3. The manufacture, installation and maintenance of signs placed in the Town right -of -way. The number and placement of signs will be mutually coordinated and agreed upon, at the beginning of the season and adjusted or modified as required. See attached sign plan - Exhibit B. 4. Trash receptacle and trash removal service. 5. A write up of any and all complaints or problems within (5) days of any issue coming to the attention of the Town. B. Mountain Valet shall provide the following: 1. Valet service to be set up and ready to go by 8:00 a.m. to continue through 5:00 p.m. Sunday through Saturday, during the period of the contract within the area defined in Exhibit C, unless in the discretion of Mountain Valet, it is determined that there is insufficient business to warrant service- 111111 U'll, I! 11J1,111 111111 [ill 2 2 9 3/20/2012 6 -4 -1 2. Guest relations and response to customer concerns and complaints as required. A write -up of any and all material complaints or problems shall be provided within (5) days of any issue coming to the attention of Mountain Valet. 3. Employees will abide by all traffic laws, speed limits, etc. while on duty for Mountain Valet, Inc. Employees who receive a traffic violation involving speeding while on duty will be ineligible to continue to work for Mountain Valet in any capacity that involves driving vehicles in the Town of Vail. In addition a separate fine payable to the Town of Vail will be assessed for each warning /ticket (regarding moving violations) issued to a Mountain Valet employee by a TOV police officer or public safety officer. The fine will be on a progressive doubling schedule as follows and this will reset each season. First company offense Written Warning Second company offense $ 10&00 Third company offense $ 200.00 Subsequent company offenses could result in termination of the contract for failure to correct an ongoing problem. 4. All necessary personnel required to operate the valet service. Employees provided will be in uniform and demonstrate proper conduct and appearance as defined in the attached Mountain Valet Service Employee Handbook or as modified -- Exhibit D. 5. All necessary supplies and equipment to operate the service on site. Signs must be consistent in color and wording, with prices charged for services visibly shown at all times. No additional services may be provided without having a sign pre - approved by the Town of Vail and VRI. 6. Compliance with all insurance requirements as outlined in the contract. 7. An end of season meeting and final report, within 30 days after season operation ends, that outlines total number of vehicles parked, results of customer surveys, if any, other operational issues or concerns, and any recommendations for improving and continuing valet service. 2. Personnel Mountain Valet agrees that the principal person responsible for the performance of this project and representative to the Town is Deborah Warren. Mountain Valet agrees that no substitute of this key person shall be made without the prior approval of the Town. Mountain Valet represents that its personnel engaged in this project are fully qualified and properly trained to perform the services related to this Agreement. None of the services provided for in this Agreement should be subcontracted, assigned or transferred without the prior written approval of the Town. 3. Time of Performance The terms of this Agreement shall commence on the effective date of this Agreement, contingent upon the execution of a similar contract between Mountain Valet and Vail Resorts, Incorporated at the conclusion of the 200812009 ski season and prior to the beginning of the 200912010 ski season. The contract will be performed on an ongoing basis during the ski season, until the last day that Golden Peak lifts will be available for ski operations. This Agreement shall be automatically renewed triennially up to the end of the 201512016 ski season. On or before June 1 of each renewal period, the Town may terminate the contract without cause. In addition, on or before June 1 of each year based upon Town Council action to eliminate the Valet Parking from the overall parking program for the Town of Vail, the contract can be terminated for any reason. Written notice must be given on or before June 1. 3/20/2012 6 -4 -2 4 Finally, following the June 1 notice Mountain Valet will have the option to provide service but will vacate within 50 days to facilitate construction on a Ford Park Lot. At the time of each renewal or by mutual agreement, for whatever reason, Mountain Valet may be asked to temporarily store vehicles in a location other than the 43 spaces in the West Ford Park Lot. Initial consideration for temporary storage will be given to supplying the "original" eastern most spaces in the East Ford Park Lot (exhibit B). In the event that the above mentioned temporary storage areas are not available, and the Council has not taken action to eliminate Valet Parking from the overall parking plan for the Town of Vail, efforts will be made by the Town of Vail to find and secure a suitable storage location. If the Town is unable to replace the spaces needed, Mountain Valet is allowed to charge rent to the user for the lost projected revenue minus staff savings. It is mutually understood that Mountain Valet will be notified of, and included in, any open Town Council, or Town of Vail discussions related to the elimination of or modification of Valet Parking as it relates to the overall parking plan for the Town of Vail. 4, Compensation Mountain Valet shall be compensated through the collection of fees as a result of providing the valet service. Mountain Valet shall reimburse the Town at the rate of five percent (5 %) of gross revenue for each ski season. The payment by Mountain Valet is for the exclusive use of the area known as the West Ford Park Lot and the town's skier drop off easement as defined in the 2001 easement agreement with Vail Resorts Inc. Payment shall be made in a lump sum within thirty (30) days of operation ceasing at Golden Peak, at the conclusion of each ski season. The town has the right from time to time to ask for a review of the business books for Mountain Valet to ensure they are being appropriately compensated, provided review is not of public record to the extent permitted by law. 5. Independent Contractor MOUNTAIN VALET IS AN INDEPENDENT CONTRACTOR, AND NOTHING CONTAINED IN THIS AGREEMENT SHALL CONSTITUTE OR DESIGNATE MOUNTAIN VALET OR ANY OF MOUNTAIN VALET'S EMPLOYEES AS AGENTS (EXCEPT AS EXPRESSLY SET FORTH IN THIS AGREEMENT) OR EMPLOYEES OF THE TOWN. Further, it is agreed that: a). The Town of Vail does not require Mountain Valet to work exclusively for it; b). The Town of Vail does not establish a quality standard for Mountain Valet, but may influence the desired outcome. c), The Town of Vail may supply plans and specifications, but will not oversee the actual work or instruct Mountain Valet as to how the work will be performed;. d) . The Town of Vail can terminate the Contract if Mountain Valet violates the terms of the Contract or fails to produce a result that meets the specifications of the Contract; e). The Town of Vail does not provide tools or benefits to complete the Contract although materials and equipment may be supplied; f). The Town of Vail does not provide training for Mountain Valet's employees or workers; g). The Town of Vail does not dictate the time of performance except that a completion schedule and range of work hours may be established; and h). The Town of Vail does not in any way combine its business operations with those of Mountain Valet. 3/20/2012 6 -4 -3 MOUNTAIN VALET IS AN INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS" COMPENSATION BENEFITS AND IS OBLIGATED TO PAY FEDERAL AND STATE INCOME TAX ON ANY MONIES EARNED. 6. Insurance Mountain Valet shall obtain and maintain in force for the term of this Agreement the following insurance: A. Comprehensive general liability insurance policy, including personal injury, with limits of not less than one million dollars ($1,000.00.00) per occurrence and not less than two million dollars ($2,000,000.00) general aggregate for bodily injury or death of any person or persons or damage to property, naming the Town as an additional insured. B. Workers' Compensation and employer liability in accordance with the Workers' Compensation Act of the State of Colorado for employees doing work in Colorado in accordance with this Agreement. C. Automobile liability (including owned, non - owned, and hired) in an amount no less than one million dollars ($1,000,000.00) per individual and not less than one million dollars ($1,000,000.00) per occurrence. D. The above coverage shall be obtained from companies acceptable to the Town. Certificates of Insurance evidencing the above coverage shall be furnished to the Town at the time of the signing of this Agreement. The general liability policy shall include the Town as an additional named insured by policy endorsement. All such policies shall contain a provision that the same may not be canceled or materially changed or altered without first giving thirty (30) days prior written notice to the Town. 7. Indemnification Mountain Valet agrees to indemnify, save and defend the Town, its agents and employees harmless from and against all claims, demands, liability, damages, suits, actions, or causes of action of every kind and nature, costs including reasonable attorneys fees, which may be brought or asserted against the Town, its agents„ or employees arising out of negligent acts, errors or omissions of Mountain Valet in the performance of this Agreement. The Town of Vail agrees to indemnify, save and defend Mountain Valet, its agents and employees harmless from and against all claims, demands, liability, damages, suits, actions, or causes of action of every kind and nature, costs including reasonable attorneys fees, which may be brought or asserted against Mountain Valet, its agents, or employees arising out of negligent acts, errors or omissions of the Town of Vail in the performance of this Agreement. S. Termination This Agreement may be terminated at any time by mutual agreement of the parties hereto as provided herein. This Agreement may also be terminated at any time by the Town for cause or non - performance by Mountain Valet. Any such termination shall be effected by delivery to Mountain Valet of a written notice specifying the date upon which termination shall become effective unless Mountain Valet has taken reasonable action to cure the specified default within seven (7) days of receipt of such notice. This Agreement may be terminated by Mountain Valet in the event of a material default of any of the terms and conditions of this Agreement by the Town, provided Mountain Valet has first provided the Town with written notice of the default, unless the Town has cured the specified default within seven (7) days of receipt of such notice. In 3/20/2012 6 -4 -4 the event of termination, the Town shall be paid no less than a prorated percentage of the seasonal rental rate that has passed since the beginning of the season. The amount due to the Town shall be determined by mutual agreement of the parties, consistent with the terms of this paragraph 9. Point of Contact Any points of contact for both parties and any notice provided for in this Agreement shall be deemed given if mailed to the respective parties at the addresses below: Town of Vail 75 S, Frontage Road Vail, Colorado 81557 Attn: Mike Rose Ph. 9701479 -2349 Mountain Valet, Inc. Post Office Box 6122 Avon, Colorado 81620 Attn: Deborah Warren Ph. 970/926 -8901 10. Assignment This Agreement is for expert services of Mountain Valet that may not be assigned without the prior written consent of the Town. 11. Compliance with Law Mountain Valet will not perform any of the services provided specified in this Agreement in a manner contrary to any local, state, federal, or county law. 12. Severabilitv Should any section of this Agreement be found to be invalid, all other sections shall remain in full force and effect as though severable from the part invalidated. 13. Discrimination Mountain Valet shall not discriminate against any employer or applicant for employment because of disability, race, color, age, sex, religion, or national origin. 14. Amendment This Agreement contains the entire agreement of the parties and may only be changed or amended by a written document signed by both parties. 15. Execution The parties have executed this Agreement on the day of 2009. [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] 3/20/2012 6 -4 -5 TOWN OF VAIL, COLORADO, a Colorado municipal corporation By Stanley Zemler, Town Manager ATTEST: , i B y : 1 '� orel 1, Donaldson, Town Clerk B Title: ale# 4�r State of Colorado S ss: County of Eagle } de•N•i••. 0 It i C • Subscribed to and affirmed before me by t� 2 U44ia v% the of in the county of state of Colorado, tht day of d gQ 3a 2 2049. EL `.� •• otary Pub c C) : 4 • �= My commission expires Jo 4 -0 Z . • Cj 11 zz 1 13 A T "4 *1. I x 3/20/2012 6 -4 -6 11/25/2088 12:52 9703282059 k4FST`RN GROUP INS PAGE 92/03 CERTIFICAT OF LIABILITY INSURANCE OP ID Ra DATE(MMIDDlYYYY3 AUNT -3- 11 2 5 v8 Western Group Inc -Eagle THIS CSRTPFICATE IS ISSUED AS A IMATTER OF INrORMATION 1135 Capital 9t Suite 7 ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE PO Sox 2117 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR Eagle CO 81631 ALTER THE COVl;12AGE AFFORDED BY THE RDLICIES BELOW. Pho 970 -- 328 - -2055 Fax: 9 70 -328- -2059 INSURED - - -- -- Mouttain Valet Inc. Deborah Warren PO Box 6122 Avon CO 81620 INSU RERS A FFORDI N G COVERAGE N AIC # 7 . "N ' SUREA SL RA Inte F >^e & Cas S Pin Assur _ 91190 F N 85CC 1 ttlda ance C ER D' Pr Csntp z�nies 2428 14 I:LJVERAGES THE' POUCICS OF INSURANCE LISTED DSLOW HAVE 9EEN ISS,9FD TO THE INSURED NAMED A50VC FOR THE POLICY PERIOD INOICATFI). NOTWITHSTANDING ANY RE GUIREMrNT, TERM OR CONDITION OF ANY CONTRACT - OR 07HER DOCUMENT WITH RESPECT TO m4ICH THIS CERTIFICATE MAY 5E ISSUED OR MAY PERTAIN THE INSURANCE AFFCRDED BY THE POLICIES DESCRIBED HEREIN IF SUBJECT TO ALL' HE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, ,AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED By PAID CLAIMS AUTOMpBlLE LIABILITY LTR NSR TYPE pP INSURANCE POLICY NUMBER DA pO�y y OkTI C� uWfs GENERAL, LIABILITY COMOINED SINGLE LIMIT (Per "eoldenl) EACH OCCURREN a (Ea "cdTiem) COMMERCIAL GENERAL LIABILITY REN'E� �~ -- CLA114 MAO@ OGCUA 11/17108 PREMISEa fa grplrencel i X SCHeOVtmDAUTpS __. 03337710 12/20/07 12/20/09 IP"rlwraonl OTHER THAN AUTO ONLY: . » AGG 25000000 - MG FR'P (MY inne pm. an} 0 _... _ GJICUStUMBRELLA LIABILITY NON -OWNED AUTOS EACH OCC URRENC E a PIRBONAL d ADV INJ a __j OCCUR ❑ CLAIMS MAD I XLS0055500 11/17/08 11/17/09 AGGREGATE $ 3000000agg GENERALAGGREGA S .._ OEN'L AGGREGATE LIMIT APPLIES PF,R: PRODUCTS - COMPrpP AG 3 a PRO DEDUCTIBLE -- -...._ $ 1000000 a POLICY n JECT LOC - - -_ AUTOMpBlLE LIABILITY COMOINED SINGLE LIMIT (Per "eoldenl) ANY AUTO (Ea "cdTiem) ALL OWNED AUTOS �~ ANY AUTO PRK1000117 11/17108 ®ODILY INJURY X SCHeOVtmDAUTpS __. 03337710 12/20/07 12/20/09 IP"rlwraonl OTHER THAN AUTO ONLY: . » AGG 25000000 - HMAUTOS _... _ GJICUStUMBRELLA LIABILITY NON -OWNED AUTOS EACH OCC URRENC E a BODILY INJURY (Per aaeldonl) $ 1000000 a DESCRIPTION OF OPERAMNS I LOCATIONS 1 VEH�EXCLUSIONS ADDED BY END4RS €M£NT 1$PF,CIAL PROVIS Valet park CERTIFICATE HOLDER TOE -TAIL Town of Vail Lorelei Donaldson 75 S Frontage Rd Vail CO 81657 ACORD 25 (20011018) CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES SE CANCE1.L110 BFFORC THE EANRATICN DATF T"EREOr. THE ISSUING INSUROR WILL ENOCAVOR TO MAIL 10 DAYS WRITTEN NOTICE TO THE CERTTFICATE HOLDER NAMED TO THE LEFT. BUT FAILURC TO 00 SO SHALL IMPO$9 NO OALIGATICN 09 I.IA914(TY OF ANY KIND UPON THE INSURER, ITS AGENTS OR RF PR ESE N TA TIV ES. T7/2 4 AUTHORIZED REFR"ENTATNE i Rhoda Schneiderman 6 -4 -7 L2) ACGIRD CORPORATION 18 &8 - - -_ PROPERTYOAMALE 3 (Per "eoldenl) GAMA66 UABILITY AUTO ONLY • EA ACCIO6NT *10 A ANY AUTO PRK1000117 11/17108 11/17/09 EA ACC S 1000000 X OTHER THAI AUTO OTHER THAN AUTO ONLY: . » AGG 25000000 - GJICUStUMBRELLA LIABILITY EACH OCC URRENC E a C __j OCCUR ❑ CLAIMS MAD I XLS0055500 11/17/08 11/17/09 AGGREGATE $ 3000000agg DEDUCTIBLE _ —_— x RIET'CNTION J.00() WORKERS COMPENSATION AND TORY L4MIT5 ER EM+PLOYF,RT LIABILITY ANY PROaRIETORIPAFiTNFRIEXF,CUTIVE 3Q99388 11101 11/01/09 E.L EACH ACCIDENT S 100000 DF" ICERJMEML3ER FKCLUDED7 E.L. DISEASE • EAEMPLOYE0 S 5 00Q0 0 S CIAL PROVISIONS oeiow Q,L DI EkS;- POLICY LIMIT S 1D0000 � OTIiGR I I DESCRIPTION OF OPERAMNS I LOCATIONS 1 VEH�EXCLUSIONS ADDED BY END4RS €M£NT 1$PF,CIAL PROVIS Valet park CERTIFICATE HOLDER TOE -TAIL Town of Vail Lorelei Donaldson 75 S Frontage Rd Vail CO 81657 ACORD 25 (20011018) CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES SE CANCE1.L110 BFFORC THE EANRATICN DATF T"EREOr. THE ISSUING INSUROR WILL ENOCAVOR TO MAIL 10 DAYS WRITTEN NOTICE TO THE CERTTFICATE HOLDER NAMED TO THE LEFT. BUT FAILURC TO 00 SO SHALL IMPO$9 NO OALIGATICN 09 I.IA914(TY OF ANY KIND UPON THE INSURER, ITS AGENTS OR RF PR ESE N TA TIV ES. T7/2 4 AUTHORIZED REFR"ENTATNE i Rhoda Schneiderman 6 -4 -7 L2) ACGIRD CORPORATION 18 &8 EXHIBIT A FORD PARK PARKING TENNIS COURT EASTERN PORTION OF EAST LOT A I l I I 1 l 11 III 1 I I I I I I j 11 i t BUS ST IMIM1111 11111111111111111 ~ I N`L CARS I � � BUS LANE , OUT OUT IN a 0 z Y C �� WEST PARKING LOT OF FORD PARK NO PUBLIC PARKING N iv N M �G / i r- r C� N M � +Cowi'E L.4r.�C� F Imam" : rAVM WALK VAIL VALLEY DRIVE � l�r!'Cri MIAU ..-�. F } tiz--G` F 6 w 6 s�� r-w ar - , � cv cv � c cv M Exhibit D: From 2002 -2003 Handbook Sections re: Employee Conduct and Appearance 'note: this handbook changes from year to year 2. Conduct: Providing Guest Service: Parking attendants are the first people to welcome guests to the mountain/esiablishment and the last one to bid them farewell. Steps to providing a positive impression: Attentive_ Always be attentive to all guests and their needs. Welcome Guests. Acknowledge them with a smile and welcome them to the mountain. Provide assistance and information. Assist guests with doors, equipment (skis or snowboards), provide directions, and suggest runs or places to eat. Inform guests of price, hours of operation, and be sure to have them leave their keys. Finish with a positive statement. Tell them you hope they have an enjoyable visit. When exiting again smile and be positive. Ask if they enjoyed their visit. Thank there and let them know that you hope to see them again.. 3. Employee Appearance: A. Appearance: Appearance of employees speaks novels about the professionalism of out company. We expect our employees at all times to have a respectable presence. + Grooming Standards:. Good personal hygiene is expected: showered, shaved, and fresh breath Facial hair must be neatly trimmed and is allowed if already existing - No growing Facial hair on the job All employees with long hair must wear it neatly away from their face, in a ponytail No facial pierces are to be worn to work at any time Uniforms Employees are responsible for purchasing their uniforms. The following is mandatory: Coat: '$65.00 and Pants: $25.00 Employees are eligible for a $50 refund if their uniform is returned in good condition and clean at the end of their employment. You are not required to purchase the following items; however, they are the only acceptable items to be worn while at work as a variation to the above. The hat options are the following: Beanie: $5.00 and Baseball hat. $10.00 Shoes should be appropriate for cold weather and running 3/20/2012 6-4-11 A name tag and service tag will be provided for you, they must be worn at all times. If you loose them the replacement costs are $5.00 for name tag and $5. 00 for service tag. Be sure to dress for the weather, the hours of the shifts are bong and can be cold, be sure to dress in layers. ALWAYS BRING A PEN! B. Timely: As an employee of Mountain Valet you are to work when scheduled. Any special scheduling requests need to be in writing at least two weeks in advance. It is your responsibility to know and follow your schedule. .Shifts 8 hours or longer, a 1 break will automatically he deducted Being on time means being in uniform at the drop area ready to work. • Absenteeism: if unable to work a shift, it is your responsibility to find a repiacement and have it approved by Deborah. All schedule changes must be made through Deborah. Nat showing for a shift is grounds for termination. • Tardiness: If unable to arrive on time, it is the employee's responsibility to notify Deborah. I" time — warning and suspended ski pass and/or &Motion, 2n time - termination. Remember, when you are late you are malting your co- warkers life hard. • Holidays: Ail employees are expected to worts on holidays! • Time Cards: Each employee must clock in and out for themselves. Puriching someone else's time card is grounds (bf termination. Failure to punch time clock will result in non - payment. First and last names and phone numbers must be on each weekly time card, failure to do so Will result in non- payment. 3/20/2012 6 -4- 12 ACHMENT 14 1 C � 00o GOLDEN PEAK OPERATIONAL MANAGEMENT PLAN I. INTRODUCTION Vail Associates, Inc. ( "VA ") has filed an application to amend the Approved 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 operations Ifi 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. 3/20/2012 6 -5 -1 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. 3/20/2012 6 -5 -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. 3/20/2012 6 -5 -2 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. 3/20/2012 6 -5 -3 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 operations 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 3/20/2012 6 -5 -4 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 S entity charged with monito is the evaluating, and refining the operations of th community management plan. For the purposes of this Agreement, the Assessment Committee is likewise with t his responsibility, but it is underst that for loses the Asses sment Committee ma its review Vail Transportation Task Force or other designee and shall include representatives of the affected Golden Peak neighborhood in the review process. The project components or elements which might be considered for tiered management techniques at Golden Peak include the following: (a) Managed 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; (f) Ski Club Vail Activities; (g) Adult and Children's Ski School; (h) Loading, Delivery and Trash Removal; (i) Snow Management; (j) Ticketing; and (k) these Special Events. 11. MANAGED PARKING STRUCTURE The Approved Development Plan of 1984 depicted 130 surface parking spaces, primarily located on the north side of Tract F along Vail Valley Drive for all 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. 3/20/2012 4 6 -5 -5 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 _ raddle Creek storage: Of these 150 spaces roughly 18 -20 are used by employees; p Property-Owners reserve and utilize 8 spaces; 4 spaces are used for Cross Country xnd dro off; and approximately 118 spaces are available for use Ski Van pick =up_ P7 _. by the skiing - public fora fee.. 'Par'Mg' requirements _for the - Ski Base/Recreation District are addressed in Section 18.39.230 of the.uail.Ordinances which reads: "Off- street parking shall be provided in accordance with Chaptrer 18.52 and /or as specified on the Approved Development Plan. "(emphasis supplied) The language of this section permits and contemplates a parking function and 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 P 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 3/20/2012 6 -5 -6 7 benefits of the landscaped structure. The mechanism formulated to provide this managed parking product to the public is a non - equity club or association of up to 500 members who would have the right to park in this structure for a fee. Two tiers of membership 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 upon final approval of the Golden Peak Base Facility Project by the } Town of Vail and sufficient subscriptions to commence construction of the parking structure in the spring of 1996, but no later than spring of 1997. In the event that the necessary subscriptions are not forthcoming to commence construction in 1997, 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 by a computerized rotation system to insure equitable and optimized use. The initial offering of second tier memberships would constitute a ratio of 3/20/2012 6 -5 -7 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- peak periods 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 3/20/2012 6 -s -s 9 parallel, or active parking spaces, in a loop drop -off area for the general public, totaling 31 spaces currently dedicated to all drop -off functions. The proposed plan nearly doubles this capacity by providing for 30 head -in spaces dedicated to 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 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 3/20/2012 6 -5 -9 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, �signage at the top of Blue Cow Chute will be installed b y 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 Parking 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 3/20/2012 6 -5- 10 11 adjustments or improvements to the Tier I management techniques described above. (B.) Tier H . 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. T � pursuant ursuant to its general obligations in the Agreement to implement pro- active management efforts in coordination with VA to control traffic, will increase utilization of law enforcement personnel during peak periods in the management of traffic at Golden Peak (Section III. 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 messages on the town arterials regarding traffic conditions within the town parking garages, drop off zone traffic status conditions and lift maze conditions at the base portals. 3/20/2012 6 -5- II 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 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. (A.) 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: 1. VA, together with TOV, will enter into negotiations with the Colorado 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. 3/20/2012 6 -5- 12 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 3/20/2012 6 -5- 13 14 described above, assess the operational results, and make recommendations for alterations or enhancements to the plan. (B.) Tier H . 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 3/20/2012 6 -5- 14 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. (g,) Tier II . In the event that some or all of the Tier I management techniques 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. VI. 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 3/20/2012 6 -5- 15 16 participating in the program results in an inordinately high drop off impact on non- 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. 3. Drop off for DEVO will be formalized and managed by DEVO instructors in the Golden Peak skier drop off 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 -off and pick -up parking spaces in the Lionshead Parking Structure. 3/20/2012 6 -5- 16 • 17 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 racing 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. 3/20/2012 6 -5- 17 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. peak hour rush and will be terminated later in the afternoon to spread the 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. 3/20/2012 6 -5- 18 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 3/20/2012 6 -5 -19 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 H . 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 3/20/2012 6 -5 -20 21 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. (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 the hours of 8:30 a.m. to 10:30 a.m. and 3:00 p.m. to 5:00 p.m. 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 H . In the event that some or all of the above measures have been implemented and if loading, delivery and /or trash removal results in 3/20/2012 6 -5 -21 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. 3/20/2012 6 -5 -22 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 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 II . 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 3/20/2012 6 -5 -23 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: 3/20/2012 6 -5 -24 - • 1.0 25 1. Snowboarding events typically held in non -peak periods are usually small with minimal impact on portal arrivals or use. Arrivals and staging of event 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 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. 3/20/2012 6 -5 -25 A oIWB U ASSOCIATES, INC._ LAND PLANNING & COMMUNITY DEVELOPMENT MEMORAI DUM TO: Rachel Dimond, Greg Hall FROM: Tom Braun CC: Aldo Radamus, David Viele, Glen Davis, Phil Hoversten, Kyle Webb DATE: March 14, 2012 RE: SSCV /Traffic Summary At the request of Town Staff, the following provides a brief summary of Club programs as they relate to traffic generation to and from the Club's Golden Peak facility, steps taken to manage traffic at the Club and the positive impacts of the Club's facilities at Maloit Park. This information is intended to provide background information relative to the Town's efforts to address traffic congestion on Vail Valley Drive in the Golden Peak neighborhood. Summary of Club Programs SSCV offers programs in the sports of Alpine Racing, Freestyle, Snowboard, Free - Skiing and Nordic for athletes aged 5 to post graduate. Approximately 500 athletes are enrolled of which 50 are in Nordic and do not come to the Golden Peak Clubhouse at all. Of the balance, normally 10% are absent for personal reasons on any given day leaving a maximum of approximately 400 members who use the Clubhouse as their team's staging point for training on Vail Mountain. Saturday is the highest traffic time at the SSCV Clubhouse as all programs are in session from the first Saturday following the World Cup (early December) to the final Saturday in March. Most of these 400 athletes arrive at the Club via automobile; however three factors significantly reduce the number of cars actually coming to the Club on any given Saturday: • many families have more than one athlete in the Club and in these cases they typically arrive in the same vehicle, many athletes carpool to and from the club, and Throughout the season on most every weekend of the year a large percentage of club members are travelling to competitions. By way of example, when the J4 Alpine group travels to a weekend race this means approximately 70 athletes are not coming to the Club. During the peak competition season it is not uncommon that up to 65% of the Club's athletes are travelling to a competition, significantly reducing the number of trips to the club. In summary, on a typical Saturday during the winter season the number of Club members coming to and from the Club is significantly less than 400 maximum described above. Opal Building • 225 Main Street • Suite G -002 • Edwards, Colorado • 81632 970 - 926 -7575 • 970 - 926 -7576 fax • www.braunassociates.com 3/20/2012 6 -6 -1 The approximate breakdown of athletes in each of the Club's programs is as follows: Alpine —303 total athletes 52 Future Stars (ages 6 -9) 57 Carver Corps (ages 7 -14) 125 J4's, J5 & J6 (ages 9 -14) 67 B's & Ability (ages 15 and above) Nordic — 41 athletes Freest — 48 athletes Snowboarding — 58 athletes Free - Skiing — 66 athletes Traffic Management at SSCV Clubhouse A number of measures are implemented at the Club in order to manage traffic. These measures are primarily intended to improve the efficiency of drop -off and pick -up with the goal being to prevent Club traffic from backing up onto Vail Valley Drive. As a starting point, on a typical day temporary angle -in parking spots for 10 vehicles are used for dropoff in front of the Club. Seven additional permanent parking spots are available east of the clubhouse with some of these assigned to staff and the balance used during drop- off /pick -up periods. This leaves a pass through lane that is also used for drop -off in the morning and pick -up in the afternoon. Administrators and Coaches are in the drop -off area, greeting the youngest athletes and directing them to their group meeting place, helping with unloading equipment, etc. as necessary in order to keep traffic flowing. Parents are directed to plan alternative times to conduct Club business and visit with coaches and are required to have their children dressed (with boots on) in order to expedite the drop -off process. On the busiest Saturdays, such as days when a race or special event is scheduled, the temporary angle -in parking is eliminated in favor of a second pass through lane. Cones are used to delineate two pass through lanes allowing only drop -off and no stopping. A greater staff presence is mobilized as visitors who are not familiar with the normal procedures are accommodated. Alternative drop -off strategies are communicated to visiting athletes to encourage them to use using public and private parking facilities in order to minimize vehicle trips to the Club. Arrival times are scheduled in advance of the lift opening time so that Club athletes can complete their warm -ups, team meetings and other preparations in time to be in the lift line prior to opening. This is an important consideration in that most Club athletes have 3/20/2012 6 -6 -2 arrived prior to peak traffic times at the Children's Ski Center and at the Golden Peak Base Lodge. Departures are scheduled after lift closing allowing for video review, conditioning activities, chalk talks, etc. Arrival and departure times are staged according to sport program and age. Benefits of Minturn Facilities SSCV's increased presence at the Vail Ski & Snowboard Academy at the Maloit Park Campus has had a number of significant and positive affects in reducing traffic in the Golden Peak neighborhood. These include: Vail Ski and Snowboard Academy The Academy is located in the old Minturn Middle School Building. Tuesday through Friday the approximately 140 student /athletes train at Golden Peak in the mornings and attend classes in the afternoon. Athletes arrive at the Club via personal vehicles but are then transported to Minturn in Eagle County School District buses in the afternoon. In doing so the use of buses reduces car traffic by nearly 50 %. Coaches and Club Staff Coaches and Club staff now have their main offices at Maloit Park. Coaches do access the Club for training, however their offices at Maloit Park shift much of their vehicle trips to Minturn (and out of the Golden Peak neighborhood) Club Vans and Trailers The Clubs vans and trailers are now based at the Vail Ski and Snowboard Academy in Minturn. This has made more parking lot area available for car parking and drop off/pick up functions at SSCV. Travel to Competitions Prior to the Club having operations at Maloit Park, athletes and coaches would meet at Golden Peak to leave for out -of- valley competitions. This brought traffic into and out of the Golden Peak neighborhood. In most cases, athletes now leave from and return to VSSA, resulting in a significant reduction of trips to the Club facility. We hope this information is helpful in your efforts to improve traffic flow in the Golden Peak neighborhood. We are happy to meet with you at any time to assist you with your efforts. 3/20/2012 6 -6 -3 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Second 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 second 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 second reading, as read. ATTACHMENTS: Ordinance No. 4, Series of 2012 3/20/2012 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, more particularly described in Exhibit A, attached hereto and incorporated herein by this reference (the "Property "), to Vail MOB, LLC, will enable beneficial redevelopment of the site to include private improvements and a new Town Hall; WHEREAS, currently the Property is owned by the Vail, Colorado, Municipal Building Authority (the "Authority "), a Colorado non - profit corporation; WHEREAS, the Authority was originally incorporated in 1970, and then again in 1985, with the purpose of financing the construction of Town facilities on the Property; WHEREAS, pursuant to Article III, Section 3 of the Authority's Articles of Incorporation, the Authority is authorized to convey real property to the Town once any outstanding debt on such real property is fully satisfied; WHEREAS, pursuant to Article XI of the Authority's Articles of Incorporation, all property of the Authority must be conveyed to the Town and to no other party; WHEREAS, in 1985, in accordance with Article III, Section 3 of its Articles of Incorporation, the Authority conveyed the other half of the real property located at 75 South Frontage Road, Vail, Colorado, to the Town, because the outstanding debt on such property had been fully satisfied; WHEREAS, similarly, all outstanding debt on the Property has been fully satisfied; WHEREAS, the Authority now intends to convey the Property to the Town in accordance with Article III, Section 3 of its Articles of Incorporation; WHEREAS, the Town Council intends to accept such conveyance by Resolution; 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; 3/20/2011 7 -1 -I WHEREAS, based on the real estate appraisal and the economic impact study, the Town Council finds and determines that the purchase price of $5 million for the purchase the Property is fair and equitable; WHEREAS, the Town Council finds and determines that the sale of the Property 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, more particularly 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. 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 20 day of March, 2012, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. 3/20/201 7 -1 -2 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 3/20/201 7 -1 -3 ------- ~ - - - -- - - - - -- `----- '~----- &------ -dP6 - - - -- ----- - -I - -- - - -- - - - -- - - - -- - - -- - - - - -- ------ - - - - -- - Area to be sold + . � r • • s• 'f a -- - - - - -- -- --- - - - - -_ N l C I � '� I I P-LLq • • N j C � r u - - C EXHIBIT " A " PROPOSED SCHEMATIC VS. EXISTING ORDINANCE NO.4 , SERIES 01= 2012 1" 1AFRCN 6 , 2012 • K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Resolution No. 15, Series 2012, A Resolution Approving The Conveyance Of A Portion of the Real Property Located at 75 South Frontage Road, Vail, Colorado (The Town Hall Property) From The Vail, Colorado, Municipal Building Authority And Accepting Such Property PRESENTER(S): Matt Mire and George Ruther ACTION REQUESTED OF COUNCIL: Approve Resolution No. 15, Series 2012 BACKGROUND: Currently, the real property described in Resolution No. 15, Series 2012, (the "Property ") is owned by the Vail, Colorado, Municipal Building Authority (the "Authority "), a Colorado non - profit corporation. The Authority was originally incorporated in 1970 and again in 1985, for the purpose of financing the construction of Town facilities on the Property. Pursuant to the Authority's Articles of Incorporation, The Authority was to convey the Property back to The Town once all outstanding debt on the Property was fully satisfied, and that the Property must by conveyed to the Town and to no other party. All outstanding debt on the Property has been fully satisfied and the Authority now wishes to convey the Property to the Town. The Town Council, via Resolution No 15, Series 2012 wishes to approve such conveyance and accept the Property. The Council will then Authorize the conveyance of the Property as set forth in Ordinance No 4, Series 2012. STAFF RECOMMENDATION: Approve Resolution No. 15, Series 2012 ATTACHMENTS: Resolution No. 15, Series of 2012 Exhibit A 3/20/2012 RESOLUTION NO. 15 SERIES 2012 A RESOLUTION APPROVING THE CONVEYANCE OF A PORTION OF THE REAL PROPERTY LOCATED AT 75 SOUTH FRONTAGE ROAD, VAIL, COLORADO (THE TOWN HALL PROPERTY) FROM THE VAIL, COLORADO, MUNICIPAL BUILDING AUTHORITY AND ACCEPTING SUCH PROPERTY 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, currently, the real property located at 75 South Frontage Road, Vail, Colorado, more particularly described in Exhibit A, attached hereto and incorporated herein by this reference (the "Property "), is owned by the Vail, Colorado, Municipal Building Authority (the "Authority "), a Colorado non - profit corporation; WHEREAS, the Authority was originally incorporated in 1970, and then again in 1985, with the purpose of financing the construction of Town facilities on the Property; WHEREAS, pursuant to Article III, Section 3 of the Authority's Articles of Incorporation, the Authority is only authorized to convey real property to the Town once any outstanding debt on such real property is fully satisfied; WHEREAS, pursuant to Article XI of the Authority's Articles of Incorporation, all property of the Authority must be conveyed to the Town and to no other party; WHEREAS, in 1985, in accordance with Article III, Section 3 of its Articles of Incorporation, the Authority conveyed the other half of the real property located at 75 South Frontage Road, Vail, Colorado, to the Town, because the outstanding debt on such property had been fully satisfied; WHEREAS, similarly, all outstanding debt on the Property has been fully satisfied; WHEREAS, the Authority now intends to convey the Property to the Town in accordance with Article III, Section 3 of its Articles of Incorporation; and WHEREAS, the Town Council wishes to approve such conveyance and accept the Property. NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: 1. The Town Council hereby approves the conveyance of a portion of the real property located at 75 South Frontage Road, Vail, Colorado, more particularly � 311512012 C:IPROGRAM FILESINEEVIA.COMIDOCUMENT CONVERTERIrEMPIPDFCONVERT .3120.1.RESOLUTION NO_15,_2012.DOC 3/20/2012 8 -1 -1 described in Exhibit A attached hereto and incorporated herein by this reference, and accepts such property on behalf of the Town. INTRODUCED, PASSED AND ADOPTED AT A REGULAR MEETING OF THE TOWN COUNCIL OF THE TOWN OF VAIL HELD THIS 20 DAY OF MARCH, 2012. Andy Daly, Mayor ATTEST: Lorelei Donaldson, Town Clerk 3/15/2012 C:IPROGRAM FILESINEEVIA.COMIDOCUMENT CONVERTER�EMPIPDFCONVERT .3120.1.RESOLUTION NO_15,_2012.DOC 3/20/2012 8 -1 -2 Resolution No. 15, Series 2012 EXHIBIT A Property Address: 75 S Frontage Rd Vail, Colorado 81657 County of Eagle, State of Colorado Legal Description: PARCEL 1: A PART OF THE SOUTHEAST QUARTER OF SECTION 6 TOWNSHIP 5 SOUTH, RANGE 80 WEST OF THE 6TH PRINCIPAL MERIDIAN, COUNTY OF EAGLE, STATE OF COLORADO, MORE PARTICULARLY DESCRIBED AS FOLLOWS: COMMENCING AT THE SOUTHEAST CORNER OF SAID SECTION 6 THENCE NORTH 00 DEGREES 28 MINUTES 16 SECONDS WEST AND ALONG THE EAST LINE OF SAID SOUTHEAST QUARTER 72.75 FEET TO A POINT, SAID POINT BEING 110.00 FEET NORTHEASTERLY FROM THE SOUTHEASTERLY RIGHT OF WAY LINE OF U.S. HIGHWAY NO. 6 AS MEASURED AT RIGHT ANGLES THERETO; THENCE NORTH 79 DEGREES 46 MINUTES 11 SECONDS WEST AND ALONG A LINE PARALLEL TO SAID SOUTHEASTERLY RIGHT OF WAY LINE 145.50 FEET TO THE TRUE POINT OF BEGINNING; THENCE NORTH 16 DEGREES 08 MINUTES 47 SECONDS EAST, 63.50 FEET; THENCE NORTH 72 DEGREES 03 MINUTES 02 SECONDS WEST, 226.70 FEET; THENCE NORTH 68 DEGREES 08 MINUTES 34 SECONDS WEST, 201.00 FEET; THENCE NORTH 66 DEGREES 43 MINUTES 48 SECONDS WEST, 164.39 FEET; THENCE CONTINUING ALONG THE AFORESAID COURSE 238.00 FEET; THENCE SOUTH 25 DEGREES 53 MINUTES 00 SECONDS WEST, 47.79 FEET; THENCE SOUTH 41 DEGREES 24 MINUTES 53 SECONDS EAST, 183.50 FEET TO A POINT OF CURVE; THENCE ALONG A CURVE TO THE LEFT HAVING A RADIUS OF 197.40 FEET, A CENTRAL ANGLE OF 30 DEGREES 47 MINUTES 4 SECONDS, AN ARC DISTANCE OF 106.10 FEET; THENCE SOUTH 72 DEGREES 12 MINUTES 37 SECONDS EAST, 183.50 FEET TO A POINT OF INTERSECTION WITH THE NORTH RIGHT OF WAY LINE OF U.S. HIGHWAY NO. 6 SAID LINE BEING 110.00 FEET NORTHEASTERLY FROM THE SOUTHEASTERLY RIGHT OF WAY LINE OF U.S. HIGHWAY NO. 6 AS MEASURED AT RIGHT ANGLES THERETO; THENCE SOUTH 79 DEGREES 46 MINUTES 11 SECONDS EAST AND ALONG SAID NORTH RIGHT OF WAY LINE 397.56 FEET TO THE TRUE POINT OF BEGINNING, EXCEPTING THEREFROM THAT PORTION OF SAID PROPERTY DESCRIBED IN DEED RECORDED JULY 14, 1971 IN BOOK 221 AT PAGE 6. 3/20/2012 8 -2 -1 TO'W'N OF VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Appoint members to the Art in Public Places (AIPP), the Design Review Board (DRB), the Planning and Environmental Commission (PEC) and the Building and Fire Code Appeals Board (BFCAB). See afternoon worksession for letters of interest from each applicant. PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: Council interviewed each applicant at the work session. At the evening meeting, four members need to be appointed to the AIPP; three members to the DRB and four members to the PEC. All the above are for two year terms, which end March 31, 2014. The Council also needs to interview and appoint one member to the BFCAB for a five -year term ending March 31, 2017. BACKGROUND: The town received fifteen letters of interest for the open positions on the AIPP, BFCAB, DRB and PEC as follows (incumbent board members are asterisked): AIPP: Dorothy Browning Kaili Chipman William Pierce Dan Telleen B &FCAB: Mark Mueller DRB: Susan Bird Kaili Chipman Andrew Forstl Rollie Kjesbo Elizabeth Maio Clay Walberg PEC: Samuel Bennett Susan Bird (Susan is interested in both the DRB and PEC positions) William Pierce Henry Pratt * John Rediker STAFF RECOMMENDATION: Please appoint four members to the AIPP; one member to the B &FCAB; three members to the DRB and four members to the PEC at the evening meeting. ATTACHMENTS: Memo for Vacancies on AIPP, DRB, PEC & BFCAB 3/20/2012 0 TOWN OF VAIL " To: Town Council From: Lorelei Donaldson /Pam Brandmeyer Date: March 14, 2012 Memorandum Subject: Board vacancy interviews and appointments to the Art in Public Places (AIPP, Design Review Board (DRB), Planning and Environmental Commission (PEC) and the Building and Fire Code Appeals Board (BFCAB). I. ITEM /TOPIC: VACANCY APPOINTMENTS FOR AIPP, DRB, PEC AND BFCAB 2012 There are currently four (4) vacancies on the AIPP, three (3) vacancies on the DRB, four (4) vacancies on the PEC; and one (1) vacancy on the BFCAB. The Council needs to interview the applicants at the work session and then make the appropriate appointments to the board at the evening meeting. II. ACTION REQUESTED OF COUNCIL: INTERVIEW AND APPOINT MEMBERS TO EACH BOARD VACANCY The Council needs to interview each applicant at the work session and then make the appropriate appointments to the various boards at the evening meeting. III. BACKGROUND: There are currently four (4) vacancies on the AIPP, three (3) vacancies on the DRB, four (4) vacancies on the PEC; and one (1) vacancy on the BFCAB. The Council needs to interview the applicants at the work session and then make the appropriate appointments to each board at the evening meeting. AIPP: The Town received four (4) applications for four AIPP vacancies. The Council shall interview the applicants at the work session and then appoint four applicants to the AIPP at the evening meeting. The incumbents have an asterisk after their name. The applicants are: Dorothy Browning Kaili Chipman William Pierce Dan Telleen Staff has enclosed an attendance summary for your review and use. 3/20/2012 9 -1 -I DRB: The Town received six (6) applications for the DRB vacancies. The Council shall interview these applicants at the work session and then appoint three applicants to the DRB at the evening meeting. Incumbents have an asterisk by their name. The applicants are: Susan Bird Kaili Chipman Andrew Forstl Rollie Kjesbo Elizabeth Maio Clay Walberg Staff has enclosed an attendance summary for your review and use. PEC: The Town received five (5) applications for the PEC vacancies. The Council shall interview each applicant at the work session and then appoint four applicants to the PEC at the evening meeting. Incumbents have an asterisk by their name. The applicants are as follows: Samuel Bennett Susan Bird (Susan is interested in both the DRB and PEC) William Pierce Henry Pratt * John Rediker Staff has enclosed an attendance summary for your review and use. BFCAB: The Town received one (1) application for the BFCAB vacancy. The Council shall interview the applicant at the work session and then appoint one applicant to the BFCAB at the evening meeting. Incumbents have an asterisk by their name. The applicant is: Mark Mueller * IV. STAFF RECOMMENDATION: Please interview each applicant at the work session and appoint three members to the AIPP, three members to the DRB, four members to the PEC and one member to the BFCAB at the evening meeting. Town of Vail Page 2 3/20/2012 9 -1 -2 Town of Vail Page 3 3/20/2012 9 -1 -3 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 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 second reading of 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 second reading of Ordinance No. 5, Series of 2012. ATTACHMENTS: Ordinance No. 5, Series of 2012 3/20/2012 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 �nihinh () m h e o ;niri (�r\ rinilm h �r,h C ouncil. �,,,�s -aII innl61de heig 9 �,�e�ers t IaFg Z����e e�er�„a en o - �� a ,�,�, R Rd G virnni ss+c�,- �,T n m eer - ;;Ad h nno Design Revio;ni C2n�r`J �= r� m eg,T�- ta GE)M mm ° rrt Q mbpr. 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. 5, Series of 2012 1 3/20/2012 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 6 th 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. ATTEST: Andrew P. Daly, Mayor Lorelei Donaldson, Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 20 day of March, 2012. ATTEST: Lorelei Donaldson, Town Clerk Ordinance No. 5, Series of 2012 2 3/20/2012 Andy P. Daly, Mayor 10- 1 -2 K � TOWN OF'VA10 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 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 requests 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 April 3, 2012, public hearing. BACKGROUND: 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 20, 2012, public hearing to provide the applicant an opportunity to gather additional information for the Council's review. 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 April 3, 2012, public hearing. 3/20/2012 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Ever Vail - The Community Development Department requests that the following Ever Vail applications be tabled to April 3, 2012. Major Subdivision A request for a review of a preliminary plan for a major subdivision, pursuant to Chapter 13 -3, Major Subdivision, Vail Town Code, to allow for the creation of two lots for the redevelopment of the properties known as Ever Vail (West Lionshead), located at 862, 923, 934, 953, 1000 and 1031 South Frontage Road West, and the South Frontage Road West right -of- way/unplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080062) Rezoning (Ordinance No. 7, Series of 20111 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 establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision located generally at 862, 923, 934, 953, 1000, and 1031 South Frontage Road, and the South Frontage Road right -of- way /unplatted (a complete legal description is available for inspection at the Town of Vail Community Development Department), and setting forth details in regard thereto. (PEC080061) Special Development District Amendment (Ordinance No. 8, Series of 2011) A request for a recommendation to the Vail Town Council for a major amendment to Special Development District No. 4, Cascade Village, pursuant to Section 12- 9A -10, Amendment Procedures, Vail Town Code, to allow for the removal of Development Area D (Glen Lyon Office Building) from Special Development District No. 4, Cascade Village, and for a zone district boundary amendment, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to include the subject property in the Lionshead Mixed Use 2 District, located at 1000 South Frontage Road West /Lot 54, Glen Lyon Subdivison, and setting forth details in regard thereto. (PEC090036) Title 12, Zoning Regulations, Vail Town Code, Amendment ( Ordinance No. 9, Series of 2011) A request for a final recommendation to the Vail Town Council for prescribed regulation amendments, pursuant to Section 12 -3 -7, Amendment, Vail Town Code, to amend Section 12- 10-19, Core Areas Identified, Vail Town Code, to amend the core area parking maps to include "Ever Vail" (West Lionshead) within the "Commercial Core" designation, and setting forth details in regard thereto. (PEC080065) PRESENTER(S): Warren Campbell ACTION REQUESTED OF COUNCIL: The Community Development Department requests that the major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the April 3, 2012 public hearing. 3/20/2012 BACKGROUND: Major Subdivision: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, on the preliminary plan for the major subdivision to establish Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5 -0 -2 (Viele and Cartin recused). Rezoning: On January 10, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a zone district boundary amendment to establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5 -0 -2 (Viele and Cartin recused). Special Development District Amendment: On January 24, 2011, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a major amendment to Special Development District (SDD) No. 4, Cascade Village, to remove the Glen Lyon Office Building from the SDD in order for it to be incorporated into the Ever Vail Subdivision, by a vote of 4 -0 -2 (Viele and Cartin recused). Title 12, Zoning Regulations, Vail Town Code, Amendment: On January 11, 2010, the Planning and Environmental Commission forwarded a recommendation of approval, with conditions, for a prescribed regulations amendment to Section 12- 10 -19, Core Areas Identified, Vail Town Code, by a vote of 4 -0 -2 (Viele and Cartin recused). STAFF RECOMMENDATION: The Community Development Department requests that the major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the April 3, 2012 public hearing. 3/20/2012 K � TOWN OF VAI!% VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: March 20, 2012 ITEM /TOPIC: Vail Public Library Renovation Project PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Review the information provided on the Vail Public Library Renovation Project and provide direction on proceeding with the project. Including amending the budget by $ 350,000, entering into contract with Evans Chaffee Construction Group and schedule the shut down, move out and set up of temporary "mini /limited" library during construction this spring in Dobson Arena. BACKGROUND: The Vail Library remodel project is a project which has been in the works over the last couple years in different forms. In September of 2011 the council directed the staff to prepare a project which combines two previously separate phases into one project. The Town staff believes providing an additional $350,000 to the Library project budget at this time will allow the project to move forward on a schedule which is the least disruptive to the community. It will allow a major upgrade to the Library, similar to the quality and technological upgrades taking place at the other Town buildings, e.g., like the Lionshead Welcome Center, West Vail Fire Station and the anticipated New Municipal Building. STAFF RECOMMENDATION: Staff requests the town council authorize: An additional $ 350,000 be added to the Vail Public Library Renovation Project to be funded from the Vail reinvestment Authority Tax Increment Fund Balance. The Town Manager enter into a contract with Evans Chaffee Construction Group to perform the remodel work. The staff, design team and contractor to continue identifying ways in which the quality of the project is maintained, with cost savings to the town. The project to begin demo in the lower portions of the Library the last week of March with the library closing for the week of April 6 to reestablish a small limited library in Dobson Arena. ATTACHMENTS: Vali Public Library Renovation Project memo 3/20/2012 TOWN OF VAIL � TO: Vail Town Council FROM: Town Library and Public Works Staff DATE: March 20, 2012 SUBJECT: Vail Public Library Renovation I. SUMMARY Memorandum The Vail Library remodel project designed by Snowden and Hopkins Architects has been reviewed and entitled by the appropriate town boards. The project was competitively bid to the subcontracting and supplier community by Evans Chaffee Construction Group on behalf of the town. The bids and pricing were independently reviewed by an outside consultant. The project has been valued engineered by the design team, contractor and town staff. Temporary faculties are ready and available within the project timeline. Permits and applications are submitted and are being reviewed. Construction prices will not be less in future years as we have seen the market bottom and are now beginning to increase. The project is ready to go. The project budget will need to be increased from the current dollar amount of $1,775,000 by an additional $350,000. This increase is due to additional code requirements of Fire protection and alarms, reworking the entire IT cabling system, completing the final design package including specifications and details regarding lighting and mechanical systems, finish mill work, community room and galleria enhancements, and addressing sub surface ground water issues. Finally the sub contractor bidding environment has changed the market bottom pricing seen just last fall no longer exists. The additional funds are available via the Vail Reinvestment Authority Tax Increment Fund Balance. The town staff believes providing an additional $350,000 to the Library project budget at this time will allow the project to move forward on a schedule which is the least disruptive to the community. It will allow a major upgrade to the Library, similar to the quality and technological upgrades taking place at the other Town buildings, e.g., like the Lionshead Welcome Center, West Vail Fire Station and the anticipated New 3/20/2012 13 -1 -I Municipal Building. In addition, the timing works well in the context of all town projects being contemplated at this time. II. BACKGROUND In late February of this year, Evans Chaffee Construction Group competitively priced the Vail Public Library Renovation Project using the plans prepared by the design team of Snowden and Hopkins Architects for the Town of Vail. The bid coverage of the trades and suppliers required at least two bids on small and or specialty groups. We received an average of 4 bids on the larger trades with some trade groups receiving up to 7 bids. In addition, work that is proposed to be self - performed by Evans Chaffee such as inside demo and miscellaneous trim and finish work, was bid. This establishes the fact there are savings in performing this work in house. Overall competitive bids were received on 85 -90% of the project. In addition, the town hired an independent construction management consultant to provide an outside review of the bids and pricing. This was the first time the whole package was competitively bid. The project bid last fall was smaller in scope which included the main library area. It excluded the community room and left the staff areas intact. This project adds a small addition to connect the upper section of the Library to the lower level by elevator and stair. The project is fire protected with new sprinklers and alarms, the community room is completely remodeled, the galleria is upgraded, the back staff area is moved to a new remodeled basement area and the upstairs staff area is turned into an upgraded and current technologies community area. As was mentioned to the council earlier this year, the addition to the Library necessitated a fire sprinkler system, upgrading the fire alarms and providing all new IT cables and IT infrastructure, which added approximately $200,000 to the project cost. The initial results of the February bid placed the value of the construction project at $1,675,000 or $475,000 over budget. The design team, Evans Chaffee and the subcontractors and suppliers identified value engineered (VE) items of $153,000, mostly in substitutions, which most agreed would not detract from the overall finish of the Library. The majority of these items came in the form of the lighting package substitutions, with some additional savings realized in refining subcontractor and supplier numbers. At this time, however, the town staff would propose a smaller reduction now until cut sheets and sample light fixtures are reviewed to ensure the desired quality has not been taken out of the project. Evans Chaffee Construction Group also reduced the General Contractor Fee from 4.5% to 4.25 %. The entire team identified some smaller additional VE items; however, these resulted in cheapening or removing items which may need to be added back or upgraded later. A portion of the items would require redesigns, which further lessens the savings. Town of Vail Page 2 3/20/2012 13 -1 -2 Finally, items were identified which eliminated programs and would require significant redesign now. Additional design, construction and disruption in the near future would be required to have the Library back to what was proposed in the initial project. The town staff believes providing an additional $350,000 to the Library project budget at this time will allow the project to move forward on a schedule which is the least disruptive to the community. It will also allow a major upgrade to the Library, similar to the quality and technological upgrades taking place at the other town buildings, e.g., the Lionshead Welcome Center, West Vail Fire Station and the anticipated new Municipal Building. Unlike other town buildings, the Vail Library is programed to function entirely as a public amenity and provides one of the great gathering places of the community. Libraries help define communities. In addition to providing a quality experience aesthetically, the project will provide new public library spaces and services as well as significant technological upgrades. These are the types of improvements which were recognized and discussed at the Council Goal Setting sessions and the Community Meeting last week. Funding is available via the Vail Reinvestment Authority fund balance of Tax Increment Financing, which at the end of 2012 is budgeted at $2,200,000. The town staff, design team and contractor are fully committed to review in particular the lighting savings to the full extent. In addition, work will continue looking at different means, methods and suppliers which have been discussed as possible areas of savings. Due to time constraints, these have not been vetted thoroughly. The project is ready to go and demo and building permit plans and applications are being reviewed in anticipation of a start within a couple of weeks. The temporary spaces at Dobson and the town's Vail Village Inn Phase 5 space are being readied for the Library move. As previously mentioned, the Dobson space which will be the mini - library during construction and is only available in the April to July period. III. ACTION REQUESTED OF COUNCIL Staff requests the town council authorize: • An additional $ 350,000 be added to the Vail Public Library Renovation Project to be funded from the Vail reinvestment Authority Tax Increment Fund Balance. • The Town Manager enter into a contract with Evans Chaffee Construction Group to perform the remodel work • The staff, design team and contractor to continue identifying ways in which the quality of the project is maintained, with cost savings to the town. • The project to begin demo in the lower portions of the Library the last week of March with the library closing for the week of April 6 to reestablish a small limited library in Dobson Arena. Town of Vail Page 3 3/20/2012 13 -1 -3