HomeMy WebLinkAbout2012-05-15 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
6:00 P.M., MAY 15, 2012
NOTE: Times of items are approximate, subject to change, and cannot
be relied upon to determine at what time Council will consider
an item.
1.
ITEM/TOPIC: Vail Youth Recognition Awards for 2012:
Battle Mountain High School – Meredith Steinke
Vail Mountain School – Sage Ebel (10 min.)
PRESENTER(S): Scott O'Connell
2.
ITEM/TOPIC: Citizen Participation (15 min.)
PRESENTER(S): Public
3.
ITEM/TOPIC: Water Supply and Drought Conditions Discussion (30 min.)
PRESENTER(S): Diane Johnson, Public Affairs and Communications and
Todd Fessenden,Director of Operations for Eagle River Water & Sanitation
District
4.
ITEM/TOPIC: Consent Agenda:
1) Approval of April 3 and 17 meeting minutes (5 min.)
PRESENTER(S): Various
5.
ITEM/TOPIC: Town Manager Report: (5 min.)
PRESENTER(S): Various
6.
ITEM/TOPIC: Resolution No. 21, Series 2012, a resolution authorizing the
Town Manager to enter into agreement(s) between the Town of Vail and
selected vendors for the purchase and installation of financial systems. (20
min.)
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with
amendments Resolution No.21, Series 2012
BACKGROUND: Please see attached memorandum
STAFF RECOMMENDATION: Approve or approve with amendments
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Resolution No. 21, Series 2012
7.
ITEM/TOPIC: Welcome Center Operations Discussion (20 min.)
PRESENTER(S): Suzanne Silverthorn, John Power, Krista Miller
ACTION REQUESTED OF COUNCIL: Review and discuss Welcome Center
operational approaches, the Review Team recommendation and provide
policy direction.
BACKGROUND: The Town of Vail has historically provided the funding and
facilities to operate visitor centers in Vail Village and Lionshead in its role to
stimulate economic vitality and prosperity for Vail businesses. For many
years the centers were managed by the non-profit Vail Valley Chamber &
Tourism Bureau (VVCTB). In 2005, a subcommittee was created with
representation from town staff and Town Council to refine a request for
proposal (RFP) process for future operation of the centers based on a set of
singular guest service goals with an emphasis on equal representation of all
Town of Vail business license holders. This included elimination of a
commission fee for lodging and activities booked within the center, a policy
which remains in place today.
During the 2005 RFP process, operational bids were submitted by the
VVCTB, Vail Chamber & Business Association and Vail Info, Inc. The review
team recommended selection of Vail Info, Inc. to operate the centers, in part,
because its independent status as a for-profit business would align best with
the town’s vision and goals in providing fairness in representing the business
community. Since then, Vail Info, Inc. has been contracted to operate the
visitor centers for two-concurrent three-year terms, plus a one-year extension
to allow the town to complete initial phases of the Guest Enhancement
Initiative, including opening of the new Lionshead Welcome Center. The
current operational contract with Vail Info, Inc. ends on September 30, 2012.
This $206,813 contract provides for 5,784 hours of annual operation
($198,290), plus new services to include scheduling and coordination of the
Community Hosts ($8,523).
In evaluating the desired scope of services for future operation of the
Welcome Centers which incorporates the Guest Enhancement Initiative
programming components of high-touch/high-tech, the Review Team (Kerry
Donovan, Susie Tjossem, JP Power, Krista Miller, Suzanne Silverthorn) has
identified two operational approaches for consideration and policy direction
by the Town Council: 1) Selection of contract operator via RFP process. RFP
would be issued in May 2012 with contract to begin Oct. 1, 2012. Note:
Another alternative is to negotiate a new contract with the existing contract
operator, Vail Info. Inc.; or 2) Town-operated function overseen by a Town of
Vail guest services manager and guest services specialist with support from
TOV seasonal employees and volunteer hosts to begin Oct. 1, 2012.
STAFF RECOMMENDATION: After evaluating the two approaches and the
pros and cons associated with each, the Review Team recognizes inherent
conflicts within the recently adopted Town Council Strategic Plan. On the one
hand, the Town Council has endorsed actions to “develop an economic
development strategy to encourage small business to remain and to locate in
Vail.” Another stated goal is to “improve the quality of the guest experience”
that will set Vail apart from its competition. After thoughtful debate and
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consideration, the Review Team believes that while both operational
approaches would contribute to the Town Council’s overriding goal to
improve economic vitality, a town-managed operation for the near-term (three
years) would provide the greatest benefits. The rationale is as follows:
Because the Guest Service Enhancement Initiative is in its early stages, a
town-managed operation for the near-term allows the Welcome Center
programming to evolve more fully with greater opportunities for shared
resources and consolidation of effort. Currently a work in progress, the
opportunity to test and refine the operations in-house before a fixed contract
is assigned would be of great benefit to the town and a future contractor. This
pilot arrangement would provide the flexibility for adjustment and adaptation
on a daily basis. In addition, after analyzing associated costs, the Review
Team has determined a town-managed operation would be comparable in
cost to a contracted Welcome Center program. In this scenario, the return on
the town’s investment would be derived from value-added services through
increased coordination and integration as a result of direct day-to-day
management of the Welcome Centers. Additional efficiencies are envisioned
in the future with the possibility of enhanced guest services at Checkpoint
Charlie, the ability to sell parking passes from the Welcome Centers, and
potential staffing support for management of The Grand View community
space.
8.
ITEM/TOPIC: Resolution No. 23, Series of 2012, a Resolution Approving a
Scope of Services and a Fee for Triumph Vail MOB, LLC for Certain
Development Management Services Related to the Town of Vail Municipal
Site Redevelopment; Authorizing the Town Manager to Execute a
DEvelopment Management Agreement on Behalf of the Town for Provision of
Said Services; and Setting Forth Details in Regard Thereto. (15 min.)
PRESENTER(S): George Ruther & Matt Mire
ACTION REQUESTED OF COUNCIL: Approve, approve with amendments
or deny Resolution No. 23, Series of 2012.
BACKGROUND: If approved, Resolution No. 23 authorizes the Town
Manager to execute a development and construction management
agreement, on behalf of the Town of Vail, for the completion of the Town's
portion of the parking garage and required off site improvements. The scope
of services generally described in Exhibit A of the Resolution will be
formalized in the agreement. The agreement shall be drafted in a form
acceptable to the Town Attorney.
STAFF RECOMMENDATION: Approve Resolution No. 23, Series of 2012
as read.
9. ITEM/TOPIC: An appeal, pursuant to Section 12-3-3, Appeals, Vail Town
Code, of the determination of the Town of Vail Planning and Environmental
Commission that the zoning administrator correctly determined an appeal
submitted by the Vail Gateway Plaza Condominium Association on January
4, 2012, was untimely, and therefore, could not be heard by the Planning
and Environmental Commission. This determination was made in
accordance with Section 12-3-3.3 of the Zoning Regulations of the Town of
Vail. The Vail Gateway Condominiums are located at 12 Vail Road/Lot N.
Block 5D, Vail Village Filing 1. (30 minutes)
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PRESENTER(S): George Ruther, Community Development Director/Matt
Mire, Town Attorney
ACTION REQUESTED OF COUNCIL: The Vail Town Council shall uphold
or overturn the determination of the Town of Vail Planning and Environmental
Commission.
BACKGROUND: On March 26, 2012 the Town of Vail Planning and
Environmental Commission voted 5-0-1 (Pierce recused) to uphold the
determination of the zoning administrator that the appeal filed on January 4,
2012 by the Vail Gateway Plaza Condominium Association was untimely,
pursuant to Section 12-3-3.3, Appeals, Vail Town Code.
STAFF RECOMMENDATION: The Town of Vail Community Development
Department recommends the Vail Town Council upholds the determinations
of the zoning administrator and the Town of Vail Planning and Environmental
Commission.
10.
ITEM/TOPIC: Ordinance No. 2, Series of 2012, an ordinance amending
Chapter 12-6, Residential Districts, Vail Town Code, pursuant to Section 12-
3-7, Amendment, Vail Town Code, to establish a new zone district, Vail
Village Townhouse (VVT) District, and setting forth details in regard thereto;
and Resolution No. 7, Series of 2012, amending Chapter VII, Vail Village
Sub-Areas, East Gore Creek Sub-Area (#6), Vail Village Master Plan,
pursuant to Chapter VIII, Implementation and Amendment, Vail Village
Master Plan, to include recommendations related to a new Vail Village
Townhouse (VVT) District, and setting forth details in regard thereto.
(PEC110040, PEC110041) (15 min.)
PRESENTER(S): Bill Gibson and Warren Campbell, Community
Development Department
ACTION REQUESTED OF COUNCIL: The applicant requests that the Vail
Town Council approves Ordinance No. 2, Series of 2012, on second
reading. The applicant also requests that the Vail Town Council approves
Resolution No. 7, Series of 2012.
BACKGROUND: On November 14, 2011, the Planning and Environmental
Commission forwarded a recommendation of approval, with modifications, to
the Vail Town Council for the proposed Ordinance No. 2, Series of 2012,
and , Resolution No. 7, Series of 2012, by a vote of 4-1-1 (Rediker opposed
and Pratt recused).
The purpose of the proposed ordinance is to establish a new zone district,
the Vail Village Townhouse (VVT) District; and the purpose of the proposed
resolution is to establish related design guidelines as part of the Vail Village
Master Plan.
The purpose for establishing a new zone district and related design
guidelines are as follows:
- Streamlining the development review process by establishing a new zone
district to specifically address townhouse properties which reduces legal non-
conformities and the need for future variances.
- Create incentives for redevelopment of existing townhouse properties.
- Preserve the existing residential character of the townhouse properties and
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the neighborhood.
On May 1, 2012, the Vail Town Council approved the first reading of
Ordinance No. 2, Series of 2012, by a vote of 6-0-1 (Foley opposed), with the
modifications that Section 12-6J-9 allows not more than one hundred twenty
five square feet of GRFA for each one hundred square feet of total site area
(i.e. 1.25 GRFA ratio). The Vail Town Council tabled Resolution No. 7,
Series of 2012, to its May 15, 2012, public hearing to correspond to the
second reading of Ordinance No. 2, Series of 2012.
STAFF RECOMMENDATION: The Planning and Environmental
Commission recommends the Vail Town Council approves the second
reading of Ordinance No. 2, Series of 2012. The Planning and
Environmental Commission also recommends the Vail Town
Council approves Resolution No. 7, Series of 2012.
11. ITEM/TOPIC: Adjournment (8:45 p.m.)
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Vail Youth Recognition Awards for 2012:
Battle Mountain High School – Meredith Steinke
Vail Mountain School – Sage Ebel
PRESENTER(S): Scott O'Connell
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Citizen Participation
PRESENTER(S): Public
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Water Supply and Drought Conditions Discussion
PRESENTER(S): Diane Johnson, Public Affairs and Communications and Todd
Fessenden,Director of Operations for Eagle River Water & Sanitation District
ATTACHMENTS:
ERWSD Water Supply & Drought memo
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Consent Agenda:
1) Approval of April 3 and 17 meeting minutes
PRESENTER(S): Various
ATTACHMENTS:
April 3, 2012 Meeting Minutes
April 17, 2012 Meeting Minutes
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Town of Vail Meeting Minutes of April 3, 2012 Page 1
Vail Town Council Meeting Minutes
Tuesday, April 3, 2012
6:00 P.M.
Vail Town Council Chambers
The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by
Mayor Andy Daly.
Members present: Andy Daly, Mayor
Kerry Donovan
Kevin Foley
Ludwig Kurz
Greg Moffet
Margaret Rogers
Susie Tjossem
Staff members: Stan Zemler, Town Manager
Matt Mire, Town Attorney
Pam Brandmeyer, Assistant Town Manager
_________________________________________________________________
The first item on the agenda was Citizen’s Participation. Dave Kraft read a letter into the record
regarding the taxi and limo issues in town and how that has affected his limo business. He feels
the issues have severely impacted and financially hurt his business. Mayor Daly requested he
send a copy of his letter to the town so it can be attached to the town agenda records.
Rich ten Braak, representing the Vail Chamber and Business Association (VCBA), invited the
Council and community to a VCBA event at the Holiday Inn on April 13 at 8:30 a.m.
Paul Rondeau, Vail resident, said he wanted to discuss an item that was not on the agenda. He
read into the record an article he had published in the Vail Daily that questioned the use of the
municipal site for a medical office building. He requested Council consider other opportunities
for the site. He wants more public input before the Council makes a final decision on the sale of
this property.
The second item on the agenda was the approval of the Consent Agenda.
On the consent agenda was the approval of Resolution No. 16, Series of 2012, the Eagle River
Water and Sanitation District (ERWSD) Matterhorn Circle Bridge Replacement
Intergovernmental Agreement (IGA).
Moffet made a motion to approve Resolution No. 16, Series of 2012, an IGA for the ERWSD
Matterhorn Circle Bridge Replacement. The motion was seconded by Kurz. Foley asked what
the time lines and schedule were for the replacement. Greg Hall, Public Works Director, said
the project would begin possibly in July or August. He said staff will come back to Council once
this project was out for bid and it gets all federal approvals. A vote was taken and the motion
passed unanimously, 7-0.
The third item on the agenda was the Town Manager Report. There were three items under
the town manager’s report:
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Town of Vail Meeting Minutes of April 3, 2012 Page 2
1) Emergency Evacuation discussion. Zemler stated Tjossem has asked for an update on
the emergency evacuation plan for Vail due to current fires around the state. Henninger
stated not all the news in the media is accurate. He said the people that died in the fire
in Jefferson Council were told to leave and they didn’t. He said Vail has a good
evacuation plan in place. People still need to make good decisions on their own.
Henninger said evacuations included hazardous materials, flooding issues and debris
flow. The evacuation plan is more comprehensive than just for fires. He said there was
a meeting on April 12 for all stakeholders to go over wild land fire issues and get
everyone up to speed. There are more meetings scheduled for May 3 and 4.
All community relations departments will work with the fire and police departments to
educate the community on evacuation plans. He said there is a reverse 911 plan (EPN)
which has been in place for the past 5 years. There is also an Eagle County alert system
(EC Alert) which is a much better alert system to reach people by text. If people want to
sign up to receive EC Alerts, they should go to ECAlert.org. There are also public
service announcements that will be done, as well as possibly going door to door and
also a hotline telephone number.
A large part of the evacuation plan is moving people from the neighborhoods to the Vail
Transportation Center (VTC) and then making decisions to move them to other places.
Eighty percent (80%) of the community will be moving out of the area in their cars. Part
of the plan is communicating whether to tell them to go east or west on I-70. The police
department can direct and move 2,000 vehicles onto the on-ramps per hour. They could
move quite a few people out of town in a short period of time. Once people leave their
homes, they need to put a piece of paper on their door with the porch light on to let
emergency personnel know people have left the home. Domestic pets can be
transported on buses in an emergency. The Eagle County Animal Shelter will also help
with the evacuation. There are limited evacuation centers manned by town staff and a
plan for folks who are up on the mountain. He said responsibilities are outlined in the
evacuation manual. The manual and policy will be rewritten to include a safe zone
called out and re-entry plans and moving the population back into the community.
Additional discussion ensued.
Henninger said the lodges and hotels have their own evacuation plans in place as well.
Ron Braden, IT Director, said any number on the town’s system can be programmed to
broadcast any message they want. Henninger stated the county and the town’s website
will both be updated if an emergency occurs. Daly said the information needs to be
reviewed and updated with current and accurate information.
At this point, Daly informed the public there is a community survey out on the town
website and encouraged the community to go online and fill it out. Zemler said another
reminder is the Comcast April 17 deadline for people to get digital devices for basic
service otherwise they will lose service. Tjossem asked about the number of devices
each household can have. Braden said each household get up to three free devices and
anything above that number they will have to pay.
2) Lionshead Welcome Center Community Space final discussion on rates.
Pam Brandmeyer, Assistant Town Manager, said Council had asked staff to come back
with a more detailed rate plan. She reviewed the memorandum and rate schedule with
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Town of Vail Meeting Minutes of April 3, 2012 Page 3
the Council. She said they plan on marketing this space within existing sites. If Council
wants to market it differently, they would need extra funding. Rogers said it looks good.
Daly asked for the contact information to be sent to Council so they can hand it out to
folks who ask them for it.
3) Lionshead Welcome Center Community Space Naming discussion.
Mayor Daly requested the staff form a committee to review the names submitted. The
subcommittee should include two Council members and two staff members to review the
names. The subcommittee will then come back to Council with the recommendation of
the name.
Tjossem said two community members should be on the subcommittee as well.
Donovan and Foley agreed to be the Council committee members. Zemler will appoint
two staff members and then those four people will select two community members. He
stated a few additional names were submitted after the deadline. Daly asked
Brandmeyer to chair the subcommittee.
The fourth item on the agenda was first reading of Ordinance No. 3, Series 2012, an ordinance
making supplemental appropriations to the Town of Vail General Fund, Capital Projects Fund,
Real Estate Transfer Tax Fund, Conference Center Fund, Dispatch Services Fund and Heavy
Equipment Fund.
Kathleen Halloran, Budget Manager, said this is the first supplemental to the town’s budget for
2012.
Daly asked about the purpose of the supplemental process and wanted clarification that it is to
address items that need to be rolled over or re-appropriated from one budget year to another
and other items the Council needs to consider for emergencies and out of cycle requests.
Tjossem asked Zemler how staff uses the supplemental process system. Zemler said the first
supplemental looks different then other supplementals in the year as this one addresses re-
appropriations from the previous year. The fire station falls into this category as they may need
to move the project up due to the possibility of using the space if staff moves. The Town will
need to fix it prior to the move. Further discussion ensued on various line items including a
business systems replacement. The original budget was $175,000 in 2011; however, system
costs are higher and now this line item is budgeted for $400,000 which includes the 2011
rollover as it was not used in 2011. Zemler said this is also part of the municipal redevelopment
move process as the current system is limping now and is outdated at over 20 years old.
Moffet made a motion to approve first reading of Ordinance No. 3, Series of 2012, and the
motion was seconded by Kurz. A vote was taken and the motion passed unanimously, 7-0.
The fifth item on the agenda was a discussion regarding the Athletics, Culture and Events
(ACE) independent funding initiative request.
Mia Vlaar, said she miss-spoke previously when she said they were only a citizen group. The
group was formed at the request of the previous sitting Council. She went through the
PowerPoint presentation. She discussed the strategic goals, values, mission, governance,
funding criteria, tiering mechanisms: i.e., non-profit groups, 50% funding; proven events 30%;
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Town of Vail Meeting Minutes of April 3, 2012 Page 4
15% funding opportunity to new or one time events; and 5% available to offset the town’s
expenses.
She discussed benefits to the town: economic development; support and sustain Vail’s iconic
programs and events; energize Vail and generate sales and lodging revenue; and provide a
funding safety net for established events and programs. This will free up $2.1 million from the
town’s General Fund plus another $300,000 from business license fees for a total of $2.4
million, to allocate to other Council priorities.
Vlaar said ACE is requesting Council appropriate up to $15,000 to fund a voter poll to gauge
support for the independent funding initiative. Results will be presented to the Council upon
completion of the poll at the next available meeting for further input and direction.
Rogers asked if the funds are approved by the voters, what would be the role of the current
Commission on Special Events (CSE) board. Vlaar said the CSE would be disbanded and
there would not be two separate boards. The CSE board members could apply to be on the
ACE advisory board. Daly asked what the relationship was between the Vail Local Marketing
District Advisory Council (VLMDAC) and ACE. Vlaar said the VLMDAC would dictate who,
what, when and how the funds would be distributed. ACE would manage and follow through
with the events they chose.
Rogers asked if this would require an ordinance to be approved to disband the CSE. Mire
stated any boards and commissions have to be changed by ordinance. Rogers asked if the
ACE advisory council would be allowed to have a council member on it. Mire said the town
charter states that no council member can sit on another town board.
Daly asked if the two taxes would create $4.2 million in revenue. Vlaar said it would free up $2.1
million from the town’s revenue. Vlaar said it wouldn’t be that flexible but that the advisory
council would be determining the funding. Moffet said he is concerned about misuse of the
funds. He would like a case made for more than doubling the funding. He doesn’t see the need
for it. On a broader policy basis, this worries him because if we insulate the special event
funding process from the political process, the business managers may not care what happens
behind the council table. If this goes away where is the incentive? He wanted a more
thoughtful analysis of unintended consequences.
Mire said you can change the charter but it would have to go to the voters.
Daly said from what he has seen, from a competitive standpoint we are already out spending
the town’s competitors. He believes this is far more money than is necessary. He asked why
they need more funding.
Vlaar said the funds were to help grow events not just to maintain them. They feel it’s important
to stay ahead of the curve and not get behind it when it comes to special events.
Donovan said they are rushing this process by going out and doing a voter poll. This is
currently a tax adverse climate. The School District 3B question was killed last year and a
November ballot question would be toxic. She would like to wait and have this discussion in a
year to get more information to move forward and have a better climate to ask for a tax. She is
concerned the recoil would be bad.
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Town of Vail Meeting Minutes of April 3, 2012 Page 5
Tjossem said the previous Council asked for this group to get together and this poll is another
mechanism to get feedback to gauge if the community wants to move forward. The timing could
be delayed and $15,000 to get feedback from one more segment is not inappropriate. Foley
said he agrees with Tjossem. Kurz agrees as well. If the aim is to improve the town’s economic
situation, spending this money is not a big a deal. He is concerned about who will administer
the funds and asked if the staff has the time and energy to do this. Zemler said this was a
premature question and it should be a Council discussion on how to organize this at a future
date. Zemler said the staff use could be a concern. Daly said he hasn’t heard a good
justification to give ACE $15,000 and doesn’t see any urgency to getting this poll done.
Bill Suarez with the Vail Chamber and Business Association (VCBA) and Billy’s Island Grill said
from the outset there isn’t enough funding for events because there isn’t enough money. From
the business community standpoint, he thinks this would be a good thing. He said the lodging
community is not totally behind this concept. There will be mixed support. He wants to hear
from the lodging community. Vlaar said there is support from the Vail Economic Advisory
Council, the Commission on Special Events, the Vail Local Marketing District Advisory Council
and some lodges.
Rogers made a motion to appropriate up to $15,000 to fund a voter poll to gauge support for the
independent funding initiative. The motion was seconded by Tjossem. Foley said this will help
to find out if this concept is accepted by the community. Zemler said he hopes the survey will
be reviewed by the Council.
A vote was taken and the motion passed, 4-3; Donovan, Daly and Moffet opposed.
The sixth item on the agenda was a discussion on an increase of the Ford Park Summer
Parking Rates for summer 2012.
Pam Brandmeyer, Assistant Town Manager, said this will be the first increase since
implementation in 1997. She said there is a $20,000 shortfall for managing the summer parking
plan at Ford Park. Staff said this is good timing as 15 additional parking spaces will be
removed. Staff has met with all Ford Park “user groups” to discuss raising the in-close parking
fees to a level that at a minimum will cover the disparity between revenues and expenditures. $5
in-close parking was implemented soon after the passage of the Ford Park Management Plan in
April 1997, but only after the South Frontage Road path was extended from the park to the
Village Parking Structure. Almost 50 paid and managed parking days have been identified for
the upcoming summer. With the success of the express shuttle from the Lionshead Parking
Structure to Ford Park over these days, plus approximately 25 more covering Sunday Farmer’s
Markets and other assorted special events, staff now suggests that in-close parking should pay
for itself and should close the $20,000 gap. An increase of $5 to $10 per event would cover this
expense. User groups have been offered a discounted rate ($7.00) to satisfy their direct user’s
needs. Staff is requesting the Council approve the parking rate increase from $5 to $10 per
event day.
Moffet asked why the town charges at all. Brandmeyer said this is still revenue neutral and the
park needs managed paid parking. Council is supporting a bus system of $100,000 to support
this event area.
Zemler said over time user groups have been controlling some of the parking spaces for their
events. When Council approved the management plan, it was done with the condition there
would be equity for every user group. Moffet said he hopes this isn’t a town revenue measure.
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Town of Vail Meeting Minutes of April 3, 2012 Page 6
Billy Suarez said thanked Brandmeyer as she put in a lot of work into this item. He agrees that
$10 is a fair parking fee. He said he wanted to point out and had an objection to making athletic
tournament people pay multiple times a day. He said there has to be a way that a family can
park and go in and out, if there is a space, without paying again. The multiple charges for one
day have to be changed and controlled. Brandmeyer said staff can look at that policy again.
The key is if space is available. Suarez said the parking staff at Ford Park deserve sainthood as
they deal with many disgruntled people.
Kurz made a motion to approve an increase from $5 to 10 for in-close parking at Ford Park per
event day, and user groups are discounted as in the past, beginning Summer of 2012. The
motion was seconded by Donovan. Tjossem said she is going to vote against this. Foley said he
is voting for it to get people to use the transportation centers. A vote was taken and the motion
passed, 6-1, Tjossem opposed.
The seventh item on the agenda was a discussion requesting the reallocation of funds for the
East Meadow Drive Reconstruction.
Tom Kassmel, Town Engineer, said staff is requesting to reallocate funds from the 2013 Budget
to the 2012 budget in order to expedite the replacement of the heated streetscape within East
Meadow Drive. He said East Meadow Drive from the Solaris bus neckdown to the Vail Road
bus neckdown reconstruction was completed in the spring of 2005 and then modified in 2008.
Since that time, there have been a numerous snowmelt leaks and breaks within the snowmelt
tubing. The issue is a saturated sand layer beneath the pavers and not enough drainage.
When heavy buses go over, it forces the pavers to be on the tubing and break.
Staff believes that the condition of the sand and snowmelt has reached a point where it is
necessary to replace the pavement section. Staff recommends replacing the existing pavement
section (pavers, sand, snowmelt and asphalt) with a new section consisting of asphalt set
pavers on top of snowmelt embedded in concrete. This particular new concrete section has
been used successfully at the bus neckdowns at the Austria Haus, Solaris and Vail Road. The
2013 budget is carrying $500,000 for the replacement of this heated paver section. Staff
suggests moving these funds from 2013 to 2012 and completing the repairs this spring. Staff
recommends supplementing the 2012 budget in the amount of $500,000, and removing the
same amount from the 2013 budget and to direct the Town Manager to enter into a contract, in
a form approved by the Town Attorney, with B&B Excavating in the amount of $319,008.56 in
order to complete the work this spring and ability to construct from 4/15 to before TEVA games
on the last weekend in May. The timing is good to get this project done.
Rogers asked why staff was asking for $500,000 if the bid was for $319,000. Rogers said she
is more than happy to give the money but is frustrated that Council doesn’t know what the cost
will be. Kassmel said the staff has built in contingencies and that $400,000 would cover it.
Kassmel said this request was a function of moving the funding from the 2013 to 2012 budget.
Moffet made a motion to reallocate funds from the 2013 budget to the 2012 budget to expedite
the replacement of the heated streetscape within East Meadow Drive. The motion was
seconded by Donovan. Further discussion ensued.
Moffet made a motion to amend his motion to include “up to $400,000” and Donovan seconded
the amended motion. A vote was taken and the motion passed 7-0.
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Zemler said he will make sure the details of the funding costs would be in the 2nd supplemental.
The eighth item on the agenda was first reading of Ordinance No. 2, Series of 2012, an
ordinance amending Chapter 12-6, Residential Districts, Vail Town Code, pursuant to Section
12-3-7, Amendment, Vail Town Code, to establish a new zone district, Vail Village Townhouse
(VVT) District, and setting forth details in regard thereto; and Resolution No. 7, Series of 2012,
amending Chapter VII, Vail Village Sub-Areas, East Gore Creek Sub-Area (#6), Vail Village
Master Plan, pursuant to Chapter VIII, Implementation and Amendment, Vail Village Master
Plan, to include recommendations related to a new Vail Village Townhouse (VVT) District, and
setting forth details in regard thereto.
Bill Gibson, Planner, reviewed the memorandum and power point on Ordinance No. 2. He said
the applicant requests the Council approve Ordinance No. 2, Series of 2012, on first reading.
The applicant requests that the Council table Resolution No. 7, Series of 2012, to its April 17,
2012, public hearing to correspond to the second reading of the associated Ordinance No. 2,
Series of 2012. On November 14, 2011, the Planning and Environmental Commission (PEC)
forwarded a recommendation of approval, with modifications, to the Council for the proposed
Ordinance No. 2, Series of 2012, and Resolution No. 7, Series of 2012, by a vote of 4-1-1
(Rediker opposed and Pratt recused). The purpose of the proposed ordinance is to establish a
new zone district, the Vail Village Townhouse (VVT) District; and the purpose of the proposed
resolution is to establish related design guidelines as part of the Vail Village Master Plan. The
purpose for establishing a new zone district and related design guidelines are as follows:
- Streamlining the development review process by establishing a new zone district to specifically
address townhouse properties which reduces legal non- conformities and the need for future
variances.
- Create incentives for redevelopment of existing townhouse properties.
- Preserve the existing residential character of the townhouse properties and the neighborhood.
Daly asked about the landscaping going from 30% to 20% and why aren’t they asking to keep
as much landscaping as possible. Gibson said if they kept it at 30%, some of the properties
would continue to be non-conforming. Daly wants to keep as much landscaping as possible.
Gibson said the guidelines state the property owners need to pick one way or the other to be
consistent. Donovan said she has concerns keeping the residential character but the roof value
changes don’t feel like a residential area anymore. She asked where 43 feet is residential in
character. Gibson said this height came from the Vail Village core. Since it’s called Vail Village
Townhouse District, staff wanted to keep it consistent with the village.
Rogers said the town has been dealing with this for years. If they can go to 48 feet, why hasn’t
anyone done it? Gibson said the practical challenge is the units today are constrained by the
existing structure. Once you demo/rebuild the property, owners must comply with the town’s
guidelines, subsequently losing their square footage. They can’t capture floor area by modifying
attics and basements.
Daly said going to 48 feet would not be feasible for many units. There would be a loss if they
rebuilt and some units are over on density.
Additional discussion ensued regarding gross residential floor area (GRFA), height and
landscaping.
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Town of Vail Meeting Minutes of April 3, 2012 Page 8
Dominic Mauriello, with Mauriello Consulting, stated these were built in 1962 and built with 20%
landscape area. Between 1970 and 1985, this made all the properties non-conforming for this
provision in the code. That’s why most of the properties meet the 20% and not the 30%. He
thinks what staff has shown is within the design controls in place. The façades never change.
It’s the back side of the building that changes. This doesn’t make a difference to pedestrians on
the street side. It doesn’t matter if the GRFA is 1.25 or 1.35. Donovan said Vail Trails East
could change enormously.
Gibson asked if the Council was going to table this item, the applicant wanted to skip a meeting
and move it to May 1st as Kyle Webb and Dominic Mauriello would be out of town on April 17.
John Dunn, a local attorney representing the Bridgewaters, one of the property owners, said
they are opposed because of unintended consequences on Lot 11. They are concerned about
homes on either side of their property. They want to know how they would be protected and
what it would look like. They are concerned about the GRFA as well. They want Council not to
adopt this ordinance or change the ratio of GRFA back to the original.
Moffet is comfortable with the way the ordinance reads as is.
Moffet made a motion to approve first reading of Ordinance No. 2, Series of 2012, and subject
to findings on page 5 of the staff memo dated April 3, 2012. The motion was seconded by Kurz.
Moffet said they were tormenting people needlessly. This ordinance simplifies the process and
gets rid of a lot of processes and accomplishes the town’s objectives. Kurz agrees with Moffet
and said they need to look at redevelopment in a different way than the past. The market
suggests needing to do things differently and to allow property owners to improve their
residences. Donovan is opposed as she feels this still needs more work. Rogers and Foley
agree with Donovan. Daly said he is also not in support of this ordinance as this is part of the
main corridors of Vail. Tjossem is voting in favor as it has gone through two sessions of PEC
and the neighborhood has been involved. The staff has nurtured the process and come up with
a great compromise. She asked Moffet to amend his vote to table this item to the May 1
meeting.
Moffet moved to withdraw his first motion and Tjossem seconded the motion.
Moffet moved to table this item to the May 1 meeting. The motion was seconded by Foley.
Rogers said she doesn’t get this process and would like to see a new 3D model done by
Mauriello to see the differences.
A vote was taken and the motion passed 7-0.
Mire said that was not necessary to make a motion to table Resolution No. 7, Series of 2012, to
the May 1st meeting.
A request was made to delay item number 9, Ordinance no. 6 to later in the evening.
A five minute break was taken at 9:08 p.m.
After the break the tenth, now ninth item was moved up on the agenda. It was 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.
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Town of Vail Meeting Minutes of April 3, 2012 Page 9
Matt Mire, Town Attorney, stated there was a minor title correction for the real property
described in Resolution No. 15, Series 2012, (the “Property”) was 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. All outstanding debt on the Property has been fully
satisfied. On or about March 22, 2012, the Authority conveyed the Property to the Town. The
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.
Rogers made a motion to approve Resolution No. 15, and the motion was seconded by Foley.
Daly reiterated that the town had set up an organization to own the Property and the debt was
paid off years ago and this cleaned up the title to the property.
A vote was taken and the motion passed unanimously, 7-0.
The tenth (was ninth) item on the agenda was first reading of Ordinance No. 6, Series of 2012,
an ordinance reestablishing "temporary business office" as a conditional use within the
Lionshead Mixed Use 1 District, and setting forth details in regard thereto.
Warren Campbell, Chief Planner, said on November 16, 2004, the Council adopted Ordinance
No. 26, Series of 2004. This ordinance created the "temporary business office" land use and
established it as a conditional use within the Lionshead Mixed Use 1 District. Within the
ordinance there was a provision causing the land use to cease being a conditional use on
December 31, 2008. The purpose of the text amendment was to provide adequate temporary
sites and locations for existing business offices currently in Lionshead that are displaced for a
period of time during construction in Lionshead. On March 5, 2012, the Planning and
Environmental Commission (PEC) unanimously forwarded a recommendation of approval to
reestablish "temporary business office" as a conditional use within the Lionshead Mixed
Use 1 District. The PEC recommended the Council approve Ordinance No. 6, Series of 2012,
on first reading. The request for a conditional use needs to come before PEC and then Council
will hear it in the PEC reports and can bring it up if so needed.
It was made very clear that this is an office use that was displaced due to redevelopment.
Tjossem said this has been a win/win situation.
Foley made a motion to approve first reading of Ordinance No. 6, Series of 2012, and the
motion was seconded by Moffet. A vote was taken and the motion passed unanimously, 7-0.
The eleventh item on the agenda was 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.
George Ruther, Community Development Director, said this was second reading of Ordinance
No. 4, Series of 2012. He stated the Town of Vail (TOV), in cooperation with the Vail Valley
Medical Center (VVMC) and the Steadman Clinic (SC), 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
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Town of Vail Meeting Minutes of April 3, 2012 Page 10
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 will be coming back on May 1, asking the Council to authorize the town manager to sign a
purchase and sale agreement to move forward. The transfer will not occur until such time as
the project has gone through the town’s PEC and DRB process and a building permit is ready
for issuance and a construction loan has been issued.
Rogers made a motion to approve second reading of Ordinance No. 4, Series of 2012, with one
addition of a “whereas clause” that says, “Whereas the Council finds this will insure the long
term presence of the hospital and clinic in the town” and the motion was seconded by Tjossem.
Daly said one of his major Council objectives is to insure the hospital and clinic stay in town for
the long term. These issues will be addressed during the purchase and sale agreement. This
will make sure Council feels comfortable with the process, make sure fiduciary responsibilities
will be done and a construction contract will be addressed in a timely basis.
Mire point out that the only amendment after first reading was to clear up the title. A letter
submitted for the record by Dick Neal will be part of the record.
Mark Philippon thanked the Council and staff on behalf of his team. They are looking forward to
many years to come in this collaboration.
A vote was taken and the motion passed unanimously, 7-0.
Tjossem said she is proud of this Council for completing the vision of George Gillette in bringing
Dr. Steadman to town.
Dr. Steadman said he would like to thank George Gillette as well and he thanked the Council for
the vote.
The twelfth item on the agenda was the Ever Vail project.
Warren Campbell, Chief Planner, said staff requests that the major subdivision and Ordinance
Nos. 7, 8 and 9, Series of 2012 be continued to the April 17, 2012, public hearing.
Moffet made a motion to continue the Ever Vail major subdivision and Ordinance Nos. 7, 8, and
9, Series of 2011, to the May 1st, 2012 public hearing. The motion was seconded by Donovan.
The thirteenth item on the agenda was adjournment.
As there was no further business, Moffet made a motion to adjourn and the motion was
seconded by Foley. A vote was taken and the motion passed unanimously, 7-0. The meeting
adjourned at 9:26 p.m.
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Town of Vail Meeting Minutes of April 3, 2012 Page 11
Respectfully Submitted,
__________________________________
Andrew P. Daly, Mayor
Attest:
________________________________
Lorelei Donaldson, Town Clerk
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Town of Vail Meeting Minutes of April 17, 2012 Page 1
Vail Town Council Meeting Minutes
Tuesday, April 17, 2012
6:00 P.M.
Vail Town Council Chambers
The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by
Mayor Andy Daly.
Members present: Andy Daly, Mayor
Kerry Donovan
Kevin Foley
Ludwig Kurz
Greg Moffet
Margaret Rogers
Susie Tjossem
Staff members: Stan Zemler, Town Manager
Matt Mire, Town Attorney
Pam Brandmeyer, Assistant Town Manager
_________________________________________________________________
The first item on the agenda was Proclamation No. 3, Series of 2012 recognizing the 100th
Anniversary of the Girl Scouts of America, which was read in its entirety by Greg Moffet.
The second item on the agenda was Citizen’s Participation. Michael Cacioppo stated when he
was out of town, the Council sold town property for a medical office building. He is disappointed
and believes the citizens should call for an election to have town citizen’s vote to overturn the
town’s decision to sell the town’s land. He said selling the land for $5 million to the hospital is a
poor decision and Council is not looking out for the community’s best interest.
The third item on the agenda was the approval of the Consent Agenda. There were four items
under the consent agenda:
1) Approval of March 6 and March 20, 2012 meeting minutes;
2) Approval of Resolution No. 18, Series of 2012; a resolution approving the employment of
Rothergerber, Johnson and Lyons, LLP as special counsel;
3) Approval and Award of Contract for Frontage Road Shoulder Widening
Project; and
4) Approval and Award of the 2012 Slurry Seal Project.
Moffet made a motion to approve the meeting minutes of March 6, 2012, and the motion was
seconded by Kurz. A vote was taken and the motion passed unanimously, 7-0.
Foley made a motion to approve the meeting minutes of March 20, 2012, and the motion was
seconded by Donovan. Moffet said he was abstaining as he was not at that meeting. A vote
was taken and the motion passed 6-0-1, with Moffet abstaining.
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Town of Vail Meeting Minutes of April 17, 2012 Page 2
Moffet made a motion to approve Resolution No. 18, and the motion was seconded by
Donovan. A vote was taken and the motion passed unanimously, 7-0.
Moffet made a motion to approve the contract award to Icon Construction, Inc. for the Frontage
Road shoulder widening project and the motion was seconded by Kurz. Donovan said the
shoulder drainage means curb and gutter and is not appropriate. Chad Salli with Public Works
said there was minimal curb and gutter. Foley said advance warning signs for bicyclists would
be helpful. A vote was taken and the motion passed unanimously, 7-0.
Moffet made a motion to approve the contract award to Intermountain Slurry Seal for the 2012
Slurry Seal project and the motion was seconded by Rogers. A vote was taken and the motion
passed unanimously, 7-0.
The fourth item on the agenda was the Town Manager Report. There were two items under
the town manager’s report:
1) Selection of two Council members to the ACE subcommittee to review poll questions and
ballot language.
Zemler said ACE is requesting two council members serve on the subcommittee. Kurz and
Donovan said they would be happy to serve on this subcommittee.
2) Naming of the Lionshead Welcome Center Community Space.
Pam Brandmeyer stated the subcommittee met Wednesday, April 11, to make a
recommendation for the naming of the LionsHead Welcome Center Community Space. The
committee made up of Kevin Foley, Kerry Donovan, Kim Newbury, Rob Levine, Kelli McDonald
and Pam Brandmeyer, also did a site visit of the space. Some conclusions they shared were
that the space itself doesn’t speak strongly of a particular personality; if named after an
individual, the individual should be deceased; rather than just a connection to Lionshead, it
seems to pull the two villages together; the name must work on an invitation; is this the time to
tie it into the Pioneer Weekend or to the Founders or to the 50th Anniversary or should the town
work to better “name” individuals within the framework of public spaces that have already been
designated, e.g., Founder’s Plaza, Parker’s Green/Founder’s Garage, etc. After viewing the
space and ending up on the western deck, the committee unanimously agreed upon: The
Grand View. Since this is a combination of a couple of nominations but not an exact
nomination itself, the committee recommends Council put all recommender’s names in a hat,
and draw for the 2012-13 parking pass. The subcommittee asks the Council to endorse the
naming of this space as The Grand View and select a recipient of the 2012-13 parking pass.
Rogers and Kurz said it was a good name. Daly said the committee had good rationale on
basing the name on the criteria.
The Council was unanimous in approving the Lionshead Community Space name to be The
Grand View.
Foley pulled the name of Wendy Erb for the gold parking pass for 2012-2013.
The fifth item on the agenda was Resolution No. 17, Series of 2012, a resolution amending the
Ford Park Management Plan and setting forth details in regard thereto.
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Town of Vail Meeting Minutes of April 17, 2012 Page 3
Todd Oppenheimer, Public Works Department said on March 5, March 26, and April 9, 2012,
the Planning and Environmental Commission (PEC) held public hearings to discuss the various
proposed park improvements and the associated management plan amendments. On April 9,
2012, the PEC forwarded a recommendation of approval to the Council for the proposed
amendments to the Ford Park Management Plan by a vote of 5-1 (Pratt opposed).
Tom Braun, said he was representing the town, the Vail Recreation District and the Vail Valley
Foundation in this discussion. He went through the memorandum and power point which
included the current 1997 Management Plan for Ford Park and the proposed amendments to
the management plan. Various aspects included: the goals of the management plan; vehicular
entry changes for access into the park; loading and delivery, parking at Ford Park and Frontage
Road parking; a bus stop; pedestrian circulation; f inancial responsibilities with leaseholders; the
illustrative plan; the different user group areas, including the alpine gardens, the amphitheater,
the athletic fields, the lower bench, the tennis center, Betty Ford Way and the pedestrian
pathways. The amendments to the Ford Park Management Plan are more global big picture
plans and guidelines for the whole park over the next few years.
Daly said comments to the plan that he had is they keep things in balance. Oppenheimer said
that’s why they are updating the management plan rather than the master plan for Ford Park.
Tjossem said this was a visioning statement and not what is happening. Donovan said they
have to be careful because this is giving direction to future Councils. She said if staff adds in
placeholders, it seems future Councils will view it as the direction to go and it will have tacit
approval. Daly said one of the placeholders in there is managing the noise between the
amphitheater and the athletic fields. There is a space left between the fields and the
amphitheater that may be open for future mitigation. He said he didn’t see anything in the plan
to have a policy on how that part of the park is to be managed and that there needs to be a
continued balance of utilization. Oppenheimer said that part of the plan has not changed and it
is still part of the management plan.
Tjossem said the park is currently not being managed that way now. Oppenheimer said that is
being worked on to make a barrier that is aesthetically correct and help alleviate the problem.
Rogers made a motion to approve Resolution No. 17, amending the Ford Park Management
Plan with the findings on page 4 of the staff memorandum, and the motion was seconded by
Kurz and Foley. Donovan said she is not supporting this as she can’t support additional
buildings in the park.
Tjossem questioned why this was being passed tonight when there are a lot of loose ends.
Oppenheimer said everything in the management plan is at the same level but has been
addressed to have things in balance and not to creat additional conflicts. Timing is critical as
the plan is to spend the first part of conference center funds on a restroom building and a
maintenance and storage building this August. This needs to get into the PEC development
plan process to keep the plan moving forward. Further discussion ensued about how the
process worked.
Sandy Gregorack, with the Betty Ford Alpine Gardens, said she has read the 1997 Ford Park
Management Plan, and said the plan currently allows for buildings in this area.
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Town of Vail Meeting Minutes of April 17, 2012 Page 4
Rogers said this does not alter the fundamental uses of the park, there are no uses being
approved and this is a management plan for all the uses. Building an educational center is
consistent with what the park is all about. Gardens are about nature so an educational center is
appropriate. It is not appropriate to make a big building and intrude into view corridors. This
park is much more than about open space. This park needs to be shared by all users. If the
Betty Ford Alpine Gardens(BFAG) raises the funds for the building, they would still have to go
through the development process approvals. Everyone needs to keep the vision of the plan and
not to vote to approve specific structures. They are just going through the process to make the
Ford Park management plan updated.
Daly asked if the lower bench playground restrooms are anticipated but there are no funds for
the structure. Oppenheimer said there have been no funds allocated at this time. Additional
discussion ensued about various aspects of the park.
A vote was taken and the motion passed, 6-1, with Donovan opposed.
Zemler thanked Oppenheimer for all his work on the project.
The sixth item on the agenda was second reading of Ordinance No. 3, Series 2012 an
ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects Fund,
Real Estate Transfer Tax Fund, Conference Center Fund, Dispatch Services Fund and Heavy
Equipment Fund.
Kathleen Halloran said there were two changes to the ordinance: the general fund was
increased by $15,000 for a voter poll on the ACE project and the capital fund was changed by
$380,000 for a rebuild on East Meadow Drive.
Moffet made a motion to approve second reading of Ordinance No. 3, Series of 2012, and the
motion was seconded by Foley. Donovan asked about RETT funds of $50,000 to replace the
screen on the bike path at Dowd Junction. Greg Hall said this is for keeping the recreation path
open. The current screen is very ripped up right now and the screen is in place for 6-8 weeks.
A vote was taken and the motion passed unanimously, 7-0.
The seventh item on the agenda was second reading of Ordinance No. 6, Series of 2012, an
ordinance reestablishing "temporary business office" as a conditional use within the Lionshead
Mixed Use 1 District, and setting forth details in regard thereto.
Warren Campbell, Community Development Chief Planner, said no changes have been made
since first reading.
Kurz made a motion to approve second reading of Ordinance No. 6, Series of 2012, and the
motion was seconded by Foley. A vote was taken and the motion passed unanimously, 7-0.
The eighth item on the agenda was Resolution No. 19, Series of 2012 - Fee-in-Lieu for
Commercial Linkage and Inclusionary Zoning.
George Ruther, Community Development Director, said the Town of Vail adopted Commercial
Linkage and Inclusionary Zoning Employee Housing requirements in April, 2007. One of the
methods of mitigation is payment of a fee-in-lieu. Annually, the Council adopts the fee-in-lieu
amount for Commercial Linkage and Inclusionary Zoning. This is an annual adoption which
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Town of Vail Meeting Minutes of April 17, 2012 Page 5
happens at the second meeting in April. He went through the memorandum and this is based
on three years prior data. The 2012 fee calculation for commercial linkage is $84,298 per unit
and rounded up to the next whole dollar. The inclusionary zoning cost is $137.65 and rounded
to the next whole dollar. The formulas set in place the 2012 fee in lieu calculations.
Rogers made a motion to approve Resolution No. 19, Series of 2012, and the motion was
seconded by Kurz. A vote was taken and the motion passed unanimously, 7-0.
The ninth item on the agenda was adjournment.
As there was no further business, Moffet made a motion to adjourn and the motion was
seconded by Foley. A vote was taken and the motion passed unanimously, 7-0. The meeting
adjourned at 7:15 p.m.
Respectfully Submitted,
__________________________________
Andy Daly, Mayor
Attest:
________________________________
Lorelei Donaldson, Town Clerk
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Town Manager Report:
PRESENTER(S): Various
5/15/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Resolution No. 21, Series 2012, a resolution authorizing the Town Manager to
enter into agreement(s) between the Town of Vail and selected vendors for the purchase and
installation of financial systems.
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Resolution
No.21, Series 2012
BACKGROUND: Please see attached memorandum
STAFF RECOMMENDATION: Approve or approve with amendments Resolution No. 21,
Series 2012
ATTACHMENTS:
Finance system
5/15/2012
TO: Vail Town Council
FROM: Finance Department
IT Department
DATE: May 10, 2012
SUBJECT: Replacement of Finance System
I. ACTION REQUESTED
Authorize the Town Manager to enter into an agreement with New World, Inc. for an amount not
to exceed $308,200 for the purchase and implementation of a financial solution software
package. Staff is also requesting to authorize the Town Manager to execute any other
agreements or take any further action necessary to complete the project within the budgeted
amount of $558,000.
II. BACKGROUND
On March 6, 2012 Council approved moving forward with the implementation of a financial
system to replace all components of the existing HTE system and add new features for e-
commerce and time and attendance tracking. This project was originally included in the capital
plan for 2012 and 2013, but was accelerated for completion prior to the relocation of municipal
offices scheduled for April, 2013.
The existing HTE financial system was implemented fifteen years ago and runs on an IBM AS
400 mainframe computer. Both the software and hardware are outdated technology and in
need of upgrades if we are to continue to use them. The cost of the AS 400 upgrade alone is
estimated at $40,000. There would also be considerable cost to attempt to relocate the
hardware during redevelopment of the municipal offices. A better solution is to pursue a
financial system that runs on an updated platform that can be accessed from any location, and
easily interfaced with.
A new system will also allow for efficiencies in workflow processing. Some examples of
improvements include:
• Less paper. Invoices for payment can be submitted, approved and stored
electronically. Employee reviews, training certifications and even benefits elections can
be submitted and stored electronically. Sales tax returns and payments can be done
electronically.
• Less data entry. Employee time can be entered into the system and/or time stamps can
be uploaded into the system without the need for paper timesheets. Budgets can be
entered by departments directly into the system or uploaded from excel worksheets.
• Accessibility of information. Easy to access, easy to use and better reporting
functionality will encourage departments to be more self-sufficient when it comes to
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Town of Vail Page 2
budget or actual expenditure inquiries, employee vacation balances, overtime usage, or
revenue collections to name a few.
III. THE PROCESS
A consultant with software implementation skills, Mike Richards was retained as project
manager. Kathleen Halloran serves as project manager from Finance. In addition to the project
managers, a team was formed with the responsibility of selecting a new system: Ron Braden
from the IT department, Lynne Campbell from Community Development, Krista Miller from
Human Resources and Judy Camp, Jacque Lovato and Sally Lorton from Finance/Sales Tax.
The team created a matrix of system requirements, including at a minimum features we
currently utilize (general ledger with fund accounting, sales tax, payroll, accounts payable and
accounts receivable) and new functions such as e-commerce for online payments, time and
attendance tracking, applicant tracking and improved budgeting and reporting capabilities.
Another critical requirement is that the vendor must be able to meet our aggressive timeline for
implementation. In addition, project managers (Kathleen Halloran and Mike Richards) met with
each department to determine needs, identify workflows and potential efficiencies that a new
system could provide.
During a limited request for information (RFI) process, we targeted three vendors for a
replacement system that would address core deficiencies in our 15-year old system. The three
vendors included SunGuard/HTE (our current software provider), Innoprise/MS Govern and
New World Systems.
Feedback and follow-up questions were gathered from the committee and other staff members
after each demonstration given by the vendors, to assess the providers based on system
requirements and other qualitative features. The top three criteria for selecting a vendor
included:
1) Quality of product and ease of use
2) Implementation and service
3) Competitive pricing
SunGuard/HTE was eliminated after a full-day demonstration because they were not able to
support critical system requirements such as the processing of town credit cards, or “P-cards”
and the reporting functionality was far too complex. SunGuard has built the current product by
acquiring several different software companies and patching together those functionalities. The
result appears fragmented to the user and the system’s work processes do not “flow” well.
SunGuards technology is antiquated, which is a concern looking into the future.
Innoprise is the only vendor offering both Finance/HR and Sales Tax modules. However, after
two demonstrations staff agreed that Innoprise has a much stronger product with the Sales Tax
functionality than with the Finance and Human Resource modules. Staff is also concerned with
Innoprise’s ability to implement a full-blown solution within the limited timeframe. Innoprise was
recently acquired by Harris Corporation in April, 2011 and they have approximately 75 active
clients. There were some complaints of lack of user support after the acquisition from
customers in our region, but overall the software product is well-liked, particularly the sales tax
functionality.
New World Systems does not currently offer a Sales Tax solution, but system functionality and
user interface for the Finance/HR modules was vastly preferred to the other products reviewed.
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5/15/2012
Town of Vail Page 3
Staff has confidence in New World regarding the ability to implement within our limited
timeframe, and was pleased with reports from other client users (Eagle County, Garfield County,
and the City of Grand Junction). The company is employee-owned, and has not gone through
any mergers or acquisitions. While New World has been around for over 30 years, the current
product was built in-house in 2003 in the more modern “.Net” platform and has approximately
260 active clients. From a technology standpoint, their information architecture is far superior to
the other systems and uses a platform architecture that is relevant for a number of reasons:
1. Software updates and upgrades only need to be performed in one location, not on
individual work stations.
2. It allows for access into the system from any internet location by connecting through the
secured network.
3. It allows for easier integration and interfacing via web services for third party solutions
such as sales tax, timekeeping and building permits.
4. The upcoming town website will be built in the same language and code as the software,
which means we will have greater compatibility and customer interaction in utilizing the
same foundation.
IV. RECOMMENDATION
After careful deliberation, the selection team recommends contracting with New World
Systems for the Finance and Human Resource functions and continuing the selection
process for a sales tax solution and time keeping. New World’s bid for Finance/HR/Payroll
totals $281,200 with the need for a future expenditure ranging from $80,000 to $120,000 for a
Sales Tax solution. Innoprise had a final bid of $325,100 which included both
Finance/HR/Payroll and Sales Tax. Both systems have similar hardware requirements and
would need to interface with a time keeping system.
Also significant to our decision is a major upgrade planned for the Innoprise system in the next 2
to 3 years. There would not be additional software costs for the upgraded version however we
would anticipate training costs and business interruption based on the significant changes
planned to the software. This hurdle and potential costs further support our recommendation to
move forward with New World Systems.
We continue our search for a separate system for the Sales Tax function, which will include the
ability for businesses to apply for a license, file a tax return and make payments online. The
reporting of sales tax information plays a vital role for local businesses and citizens by tracking
the health of the Vail economy. As such, the right solution is critical. Estimated cost ranges
from $80,000 to $120,000. Innoprise/MS Govern is a viable option and is heavily used for Sales
Tax functionality within the state of Colorado for self-collecting agencies. However we are
researching other vendors such as Caselle, Springbrook and EmGov, which still need to be
vetted to ensure they can provide the town with needed features and functionality, including
electronic interface with taxpayers and license holders.
We have not begun a search for a time keeping system, but most likely will select a commonly-
used system for our size organization such as Kronos or Intelli Time. An estimated amount was
used for comparison purposes below.
The overall project is budgeted with $383,000 in 2012 and $175,000 in 2013. During the next
budget supplemental, staff will request moving the 2013 allocation forward to 2012 for a total
project budget of $558,000.
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Town of Vail Page 4
A breakdown of costs is included below, with details relating to project costs and a five-year
total cost of ownership:
Innoprise
(includes
Sales Tax)
New World /
Sales Tax
Vendor (TBD)
Up front cost:
(Includes software, data conversion, implementation and training)
$ 325,100
$281,200
Travel costs 17,780 27,000
Hardware set up (Town cost) 30,000 30,000
Timekeeping system *Estimated range of $20K - $50K 40,000 40,000
Sales Tax modules (mid-point using.range of $80K - $120K) - 100,000
Fixed term resource (0.5 FTE) 28,000 28,000
Contingency (approximately 7% of software cost) 20,000 20,000
Total Project Costs: $ 460,880 $526,200
Operating Costs (5 Year):
Annual software maintenance fee (for five years) $ 158,033 $ 122,061
Sales Tax annual maintenance (for five years) - 24,313
Timekeeping annual maintenance (for five years) *Estimate 10,000 10,000
Estimated training cost for future upgrade 30,000 -
Total Operating Costs (5-year) $198,033 $ 156,374
Total estimated cost of ownership (5 years) $658,913 $682,574
Variance: $23,661
The committee recommends that Town Council authorize the Town Manager to enter into an
agreement with New World, Inc., for an amount not to exceed $308,200 (includes travel
expense) for the purchase and implementation of a financial solution software package.
To help facilitate a very tight implementation schedule, we also request that Council authorize
the Town Manager enter into agreements with selected software providers for Sales Tax and
time keeping solutions as long as they are within the project budget.
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5/15/2012
Resolution No. 21, Series 2012
RESOLUTION NO. 21
Series of 2012
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO ENTER INTO
AGREEMENT(S) BETWEEN THE TOWN OF VAIL AND SELECTED VENDORS; 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 wishes to enter into certain agreement(s) with vendors
for the purchase and installation of financial systems, not to exceed the budgeted
project amount of $558,000.00;
WHEREAS, the Town first wishes to enter into an Agreement (the “Agreement”)
with New World Systems for the purchase and implementation of a financial software
solution;
WHEREAS, the Council anticipates that the Town will have to enter into two
additional agreements with other vendors to carry out the project goal of purchasing and
installing new financial systems; and
WHEREAS, approval of Resolution 21, Series of 2012, is required to enter into
the Agreement and to authorize the Town Manager to execute any other agreements
necessary to carry out the project goal within the budgeted amount.
NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF VAIL, COLORADO THAT:
Section 1. The Council hereby authorizes the Town Manager to enter into the
Agreement on behalf of the Town with New World Systems, for an amount not to
exceed $308,200.00, in a form approved by the Town Attorney. The Council further
authorizes the Town Manager to execute any other agreements or to take any further
action necessary to complete the project within the budgeted amount of $558,000.00.
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5/15/2012
Resolution No. 21, Series 2012
Section 2. This Resolution shall take effect immediately upon its passage.
INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town
Council of the Town of Vail held this 15th day of May, 2012.
_________________________
Andrew P. Daly, Town Mayor
ATTEST:
_____________________________
Lorelei Donaldson, Town Clerk
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5/15/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Welcome Center Operations Discussion
PRESENTER(S): Suzanne Silverthorn, John Power, Krista Miller
ACTION REQUESTED OF COUNCIL: Review and discuss Welcome Center operational
approaches, the Review Team recommendation and provide policy direction.
BACKGROUND: The Town of Vail has historically provided the funding and facilities to
operate visitor centers in Vail Village and Lionshead in its role to stimulate economic vitality
and prosperity for Vail businesses. For many years the centers were managed by the non-
profit Vail Valley Chamber & Tourism Bureau (VVCTB). In 2005, a subcommittee was created
with representation from town staff and Town Council to refine a request for proposal (RFP)
process for future operation of the centers based on a set of singular guest service goals with
an emphasis on equal representation of all Town of Vail business license holders. This
included elimination of a commission fee for lodging and activities booked within the center, a
policy which remains in place today.
During the 2005 RFP process, operational bids were submitted by the VVCTB, Vail Chamber
& Business Association and Vail Info, Inc. The review team recommended selection of Vail
Info, Inc. to operate the centers, in part, because its independent status as a for-profit
business would align best with the town’s vision and goals in providing fairness in representing
the business community. Since then, Vail Info, Inc. has been contracted to operate the visitor
centers for two-concurrent three-year terms, plus a one-year extension to allow the town to
complete initial phases of the Guest Enhancement Initiative, including opening of the new
Lionshead Welcome Center. The current operational contract with Vail Info, Inc. ends on
September 30, 2012. This $206,813 contract provides for 5,784 hours of annual operation
($198,290), plus new services to include scheduling and coordination of the Community Hosts
($8,523).
In evaluating the desired scope of services for future operation of the Welcome Centers which
incorporates the Guest Enhancement Initiative programming components of high-touch/high-
tech, the Review Team (Kerry Donovan, Susie Tjossem, JP Power, Krista Miller, Suzanne
Silverthorn) has identified two operational approaches for consideration and policy direction by
the Town Council: 1) Selection of contract operator via RFP process. RFP would be issued in
May 2012 with contract to begin Oct. 1, 2012. Note: Another alternative is to negotiate a new
contract with the existing contract operator, Vail Info. Inc.; or 2) Town-operated function
overseen by a Town of Vail guest services manager and guest services specialist with support
from TOV seasonal employees and volunteer hosts to begin Oct. 1, 2012.
STAFF RECOMMENDATION: After evaluating the two approaches and the pros and cons
associated with each, the Review Team recognizes inherent conflicts within the recently
adopted Town Council Strategic Plan. On the one hand, the Town Council has endorsed
actions to “develop an economic development strategy to encourage small business to remain
and to locate in Vail.” Another stated goal is to “improve the quality of the guest experience”
5/15/2012
that will set Vail apart from its competition. After thoughtful debate and consideration, the
Review Team believes that while both operational approaches would contribute to the Town
Council’s overriding goal to improve economic vitality, a town-managed operation for the near-
term (three years) would provide the greatest benefits. The rationale is as follows: Because
the Guest Service Enhancement Initiative is in its early stages, a town-managed operation for
the near-term allows the Welcome Center programming to evolve more fully with greater
opportunities for shared resources and consolidation of effort. Currently a work in progress,
the opportunity to test and refine the operations in-house before a fixed contract is assigned
would be of great benefit to the town and a future contractor. This pilot arrangement would
provide the flexibility for adjustment and adaptation on a daily basis. In addition, after
analyzing associated costs, the Review Team has determined a town-managed operation
would be comparable in cost to a contracted Welcome Center program. In this scenario, the
return on the town’s investment would be derived from value-added services through
increased coordination and integration as a result of direct day-to-day management of the
Welcome Centers. Additional efficiencies are envisioned in the future with the possibility of
enhanced guest services at Checkpoint Charlie, the ability to sell parking passes from the
Welcome Centers, and potential staffing support for management of The Grand View
community space.
ATTACHMENTS:
051512 memorandum
Attachment A
Attachment B
Attachment C
5/15/2012
To: Vail Town Council
From: Welcome Center Review Team
Kerry Donovan, Susie Tjossem, John Power, Krista Miller, Suzanne Silverthorn
Date: May 15, 2012
Subject: Welcome Center Operations
I. PURPOSE
The purpose of this discussion is to review two operational approaches identified by
members of the Welcome Center Review Team regarding future management of the
Vail Village and Lionshead Welcome Centers and to provide policy direction for moving
forward.
II. BACKGROUND
The Town of Vail has historically provided the funding and facilities to operate visitor
centers in Vail Village and Lionshead in its role to stimulate economic vitality and
prosperity for Vail businesses. For many years the centers were managed by the non-
profit Vail Valley Chamber & Tourism Bureau (VVCTB). In 2005, a subcommittee was
created with representation from town staff and Town Council to refine a request for
proposal (RFP) process for future operation of the centers based on a set of singular
guest service goals with an emphasis on equal representation of all Town of Vail
business license holders. This included elimination of a commission fee for lodging and
activities booked within the center, a policy which remains in place today.
During the 2005 RFP process, operational bids were submitted by the VVCTB, Vail
Chamber & Business Association and Vail Info, Inc. The review team recommended
selection of Vail Info, Inc. to operate the centers, in part, because its independent status
as a for-profit business would align best with the town’s vision and goals in providing
fairness in representing the business community, as opposed to the two chamber
organizations which were membership-based. Since then, Vail Info, Inc. has been
contracted to operate the visitor centers for two-concurrent three-year terms, plus a
one-year extension to allow the town to bring closure to the following:
• Completion and opening of the Lionshead Welcome Center.
• Implementation of the Town Council Guest Enhancement Initiative Phase 1 high-
touch, high-tech programming components.
• Disposition of the existing Lionshead Frontage Road visitor center location.
• Expansion of the Community Host program.
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Town of Vail Page 2
• Improved vehicular access for oversized vehicles in Lionshead and Vail Village.
The current operational contract with Vail Info, Inc. ends on September 30, 2012. This
$206,813 contract provides for 5,784 hours of annual operation ($198,290), plus new
services to include scheduling and coordination of the Community Hosts ($8,523). In
2011, the centers greeted 72,779 guests and booked 798 room nights totaling
$147,433.40 in revenue.
III. EVOLUTION OF GUEST SERVICE ENHANCEMENT FOCUS
In 2010 the Vail Town Council identified “improved guest service” as a top priority to
complement the completion of Vail’s redevelopment. As a result, a far-reaching and
comprehensive effort to expand the quality and integration of services to enhance the
guest experience in all seasons was initiated. A competitive process to solicit proposals
from resort experts from across the country resulted in the selection of
CommArts/Stantec in January 2011 to assist the town with its guest service goals. Initial
phases of this work have included programming the new Lionshead Welcome Center in
a concierge-like format and refinements to the town’s wayfinding system which is
currently in process.
This guest service enhancement focus was reaffirmed earlier in the year with adoption
of the Town Council Strategic Plan in which “Improve the Quality of the Experience” was
identified as one of four goal areas. Action steps within the work plan have been
identified to “improve the Vail experience for all guests and further set Vail apart from its
competition.”
During previous discussions, the Town Council has acknowledged the municipality’s
critical role in the delivery of guest services especially during arrival and departure. As
such, significant operational and annual capital investments are being made to support:
• Wayfinding
• Parking
• Transit
• Welcome Center/other guest facilities and venues
• Streetscape enhancements/Community Hosts
These elements, coupled with investments in marketing and events, combine to
contribute to the Town Council’s greater goal of economic vitality.
IV. WELCOME CENTER SCOPE OF SERVICES
The delivery of guest services from within the new Lionshead Welcome Center will
function differently than in its previous location and, therefore, the scope of services for
future operations require modification. The current operational contract outlines a static
and passive approach to guest services which has been used to deliver fair and
equitable services to Vail’s guests since 2005. In the future, the Welcome Centers are
being programmed to be active and evolving. As such, the Welcome Centers will be the
pillars of Vail’s Guest Enhancement Initiative from which all other TOV guest services
will flow. Components include:
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5/15/2012
Town of Vail Page 3
• Visibility and accessibility – multi-dimensional (outdoor/event hosts, apps,
multiple locations, walking tours)
• Attractiveness – an expression of the Vail brand with high-tech and high-touch
elements
• Great, energetic staff – personal concierge, multi-lingual
• Compelling content – gathering place for beginning and extending the Vail
adventure
• Full-service clearinghouse - information available in a comprehensive, one-stop
shop format
• Wow factor – international presence
Here, too, the scope of services will be far more expansive than in the past:
• Delivery of concierge services with welcoming, personalized guest assistance in
every way imaginable. Includes referrals, commission-free reservations, activity
suggestions and bookings, ticket sales, etc.
• Assembly, production and ongoing maintenance of a master event calendar and
other guest-related materials in static and digital real-time formats. If it doesn’t
exist, create it.
• Creation of opportunities to promote events, activities, outings and free offerings;
customized when possible.
• Integration, expansion and management of Vail Host Program.
• Development of new and inventive ways to connect with guests via technology
(media wall, virtual concierge, Vail App) as well as one-on-one interactions.
• Creation of referral opportunities for guests to share their experiences with
others.
• Creation of outreach opportunities to invite guests to return.
• Engaging guests in ongoing celebration of Vail’s 50th anniversary and its
heritage.
• Creating partnerships and alliances with Vail Mountain, Vail Local Marketing
District Advisory Council, Commission on Special Events, chambers, event
promoters and others.
• Engaging Vail residents, business owners, employees and others in elevating
guest services across the community.
V. EVALUATION OF OPERATIONAL APPROACHES
Given the expanded scope of services for the Welcome Centers and the current guest
service emphasis by the town, the Welcome Center Review Team (Kerry Donovan,
Susie Tjossem, JP Power, Krista Miller, Suzanne Silverthorn) has met to discuss the
current contractual scope of services for operation of the Welcome Centers and the
expanded scope of services which are currently evolving. Due to the significant
operational opportunities that have been identified for the future, the Review Team has
evaluated two operational approaches for consideration and policy direction by the
Town Council:
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5/15/2012
Town of Vail Page 4
• Selection of contract operator via RFP process. RFP would be issued in May
2012 with contract to begin Oct. 1, 2012. (Qualifying for-profit and not-for-profit
entities would be eligible for consideration). Note: Another alternative is to
negotiate a new contract with the existing contract operator, Vail Info. Inc.
• Town-operated function overseen by a Town of Vail guest services manager
and guest services specialist with support from TOV seasonal employees and
volunteer hosts to begin Oct. 1, 2012.
An analysis of each of the approaches has been prepared for review and discussion:
Contract Operator
Under a contract operator scenario, the town would select a qualified bidder following a
request for proposal process to run the day-to-day operations of the Welcome Centers
and Community Host program under a new scope of services outlined in the draft RFP
(see Attachment A). The term of the contract would be for one-year with the opportunity
for renewal for up to two more years with exceptional performance. This is similar to the
current operational arrangement. (See Attachment B in which Vail Info Inc. has
requested consideration of a new three-year term.)
• Pros
o Opportunity for small business or non-profit operation
o Adds private sector/non-profit jobs; no change to TOV headcount
o Provides for fixed costs
o Performance-based
o Allows for singular focus
o Autonomy
o Renewal or termination of contract arrangement well defined
• Cons
o Fixed hours may limit flexibility, reallocation of resources as evolving role
of Welcome Center program is still being defined
o Difficult to integrate with other town services when opportunities present
themselves (parking pass sales, supplementing Checkpoint Charlie, last-
minute adjustments to operational hours, directing traffic, scheduling or
assisting with The Grand View space)
o Limited sphere of influence (clout) with partners (Vail Resorts, Chambers,
Vail Local Marketing District Advisory Council)
o Strategic alignment limitations due to singular focus
o Potential for multiple TOV management layers (Human Resources,
Community Information, Economic Development)
TOV Managed
This scenario would redirect the contractual dollars toward employment of a full-time
manager, guest services specialist, seasonal employees and volunteers – all under the
auspices of the Town of Vail. The full-time manager would oversee multiple aspects of
the Guest Service Enhancement Initiative (training, Welcome Center operations,
volunteer coordination, event messaging, TOV liaison to internal and external guest
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5/15/2012
Town of Vail Page 5
services, etc.) This structure is similar to management of the Vail Local Marketing
District contract which was reassigned from the VVCTB to the Town of Vail via creation
of the Economic Development Office in 2007.
• Pros
o Integration of guest services alignment and coordination townwide with
singular management; adds synergy and streamlines multiple TOV guest
initiatives currently coordinated in multiple departments; eliminates
duplication of services
o Consistency of guest service delivery for all front line staff (hosts, bus
drivers, parking attendants) with coordinated training in partnership with
Human Resources
o Increases flexibility in deployment of pooled resources and future program
expansion as Welcome Center operations are more clearly defined (using
hosts to supplement services at Checkpoint Charlie, special events,
emergency community needs, etc.)
o Peer management relationship with partners (Vail Resorts, Chambers,
Vail Local Marketing District Advisory Council, Commission on Special
Events)
• Cons
o Eliminates private sector or non-profit contract opportunity
o Expands role of government
o Performance based evaluation more complex
o Adds to TOV employment count
o Time involved in hiring and training new staff
VI. NEXT STEPS AND TIMETABLE
• Complete Finish remodel of Vail Village Welcome Center adjacent space for
Jazz exhibit, 50th anniversary
• May 15 Determine operational structure of Welcome Centers to commence
Oct. 1, 2012 and implement associated actions
• May 21 Begin staffing transition to Lionshead Welcome Center with
staggered hours for Info Booth on Frontage Road
• May 31 Implement interim wayfinding for Welcome Center, Frontage
Road site, oversized vehicles, etc.
• May 31 Grand Opening of Lionshead Welcome Center
• Fall 2012 Implement permanent wayfinding for Welcome Center, Frontage
Road site, oversized vehicles, etc.
• TBD Begin demo of former Frontage Road Info Booth
• TBD Design and construct renovations to Vail Village Welcome Center
VII. WELCOME CENTER REVIEW TEAM RECOMMENDATION
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5/15/2012
Town of Vail Page 6
After evaluating the two approaches and the pros and cons associated with each, the
Review Team recognizes inherent conflicts within the recently adopted Town Council
Strategic Plan. On the one hand, the Town Council has endorsed actions to “develop an
economic development strategy to encourage small business to remain and to locate in
Vail.” Another stated goal is to “improve the quality of the guest experience” that will set
Vail apart from its competition. After thoughtful debate and consideration, the Review
Team believes that while both operational approaches would contribute to the Town
Council’s overriding goal to improve economic vitality, a town-managed operation for
the near-term (three years) would provide the greatest benefits. The rationale is as
follows:
• Because the Guest Service Enhancement Initiative is in its early stages, a town-
managed operation for the near-term allows the Welcome Center programming
to evolve more fully with greater opportunities for shared resources and
consolidation of effort. Currently a work in progress, the opportunity to test and
refine the operations in-house before a fixed contract is assigned would be of
great benefit to the town and a future contractor. This pilot arrangement would
provide the flexibility for adjustment and adaptation on a daily basis.
• After analyzing associated costs, the Review Team has determined a town-
managed operation would be comparable in cost to a contracted Welcome
Center program. In this scenario, the return on the town’s investment would be
derived from value-added services through increased coordination and
integration as a result of direct day-to-day management of the Welcome Centers.
Additional efficiencies are envisioned in the future with the possibility of
enhanced guest services at Checkpoint Charlie, the ability to sell parking passes
from the Welcome Centers, and potential staffing support for management of The
Grand View community space.
VIII. ACTION REQUESTED OF TOWN COUNCIL
Review and discuss Welcome Center operational approaches, the Review Team
recommendation and provide policy direction.
IX. ATTACHMENTS
A. Draft Request for Proposal
B. Vail Info, Inc. Performance Summary
C. Town-Managed Organization Chart Illustration
7 - 1 - 6
5/15/2012
1
TOWN OF VAIL
REQUEST FOR PROPOSAL
VAIL WELCOME CENTER
PROGRAMS & OPERATIONS
75 S. FRONTAGE ROAD
VAIL, COLORADO 81657
MAY 18, 2012
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5/15/2012
2
REQUEST FOR PROPOSAL
TOWN OF VAIL
TOWN MANAGER’S OFFICE
May 16, 2012
ADVERTISEMENT AND NOTICE OF INVITATION
REQUEST FOR PROPOSAL AVAILABLE:
Request for Proposal, including response submittal requirements for:
TOWN OF VAIL WELCOME CENTER PROGRAMS & OPERATIONS
Details are available on the Town of Val website at www.vailgov.com in the Public
Notice section or on site in the Town of Vail Municipal Offices at 75 S. Frontage Road.
All questions shall be directed to Suzanne Silverthorn at ssilverthorn@vailgov.com or at
970-479-2115 no later than 5 p.m. (local time) Wednesday, June 20, 2012.
RESPONSE INFORMATION:
Proposals are due by 12 noon (local time).Friday, June 22, 2012
Five printed hard copies and one electronic PDF copy shall be delivered to:
Town of Vail
Town Manager’s Office
75 S. Frontage Road
Vail, Colorado 81657
Attn: Vail Welcome Center Review Team
Pre-Proposal Meeting, 9 a.m., Lionshead Welcome Center..Friday, June 8, 2012
RFP Questions deadline, 5 p.m. local time...Wednesday, June 20, 2012
Interviews of Finalists, 1 p.m. to 5 p.m.........Monday, July 6, 2012
Town Council Review of Recommendation.Tuesday, July 17, 2012
Announcement of Selection....Tuesday, August 7, 2012
Project Start....Monday, October 1, 2012
INTRODUCTION:
The Vail Welcome Centers are the pillars of Vail’s ongoing Guest Enhancement
Initiative which aspires to produce a measurable differentiation between Vail and its
competitors in how guests are welcomed and cared for. As such, the Welcome Centers
serve to provide a seamless, singular communications portal for guest relations and
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5/15/2012
3
services. With a mix of state-of-the-art technology and personal interactions, the
purpose of the Welcome Centers and its auxiliary programs is to create the setting for a
better informed and more comfortable guest which significantly contributes to Vail’s
economic vitality.
The Town of Vail is soliciting proposals for the contractual operation and management
of the Vail Welcome Center programs in concert with other elements of the Guest
Enhancement Initiative. The overall goal is to provide a diverse portfolio of guest
attractions and amenities represented in both infrastructure and service delivery. The
contract period begins October 1, 2012, and continues for a one-year period with an
opportunity to renew the contract for two additional years based on exceptional
performance.
The Vail Welcome Center programs are headquartered in the new Lionshead Welcome
Center and the Vail Village Welcome Center. The programming will utilize paid staff
and/or volunteers to deliver exceptional guest services throughout the villages in indoor
and outdoor environments to include:
• Daily operation of the Welcome Centers
• Year-round operation of the Vail Host Program
These programs will be coordinated with other guest-focused initiatives directed by the
Town of Vail to include:
• Programming of variable message signs and other digital media
• Wayfinding enhancements
• Parking & Transit
• Events
• Walking Tours
• Guest Services Training & Recognition
• Partnerships (Vail Mountain, Chambers, etc.)
• Marketing & Communications
VAIL WELCOME CENTER PROGRAM SCOPE OF SERVICES:
The Vail Welcome Center programming and operations shall reflect the Vail Town
Council’s goal of improved guest service through tangible and intangible components
from which other Town of Vail guest services will flow. Elements include:
• Visibility and accessibility – multi-dimensional (outdoor/event hosts, apps,
multiple locations, walking tours)
• Attractiveness – an expression of the Vail brand with high-tech and high-touch
elements
• Great, energetic staff – personal concierge, multi-lingual
• Compelling content – gathering place for beginning and extending the Vail
adventure
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5/15/2012
4
• Full-service clearinghouse - information available in a comprehensive, one-stop
shop format
• Wow factor – international presence
The desired scope of services offers flexibility and creativity in program design as the
contractor works closely with the Town of Vail to integrate with other components of
Vail’s guest services. The framework from which the programs are developed shall
include, but are not limited to the following:
• Delivery of daily concierge services with welcoming, personalized guest
assistance in every way imaginable. Includes referrals, commission-free
reservations, activity suggestions and bookings, ticket sales, etc.
• Assembly, production and ongoing maintenance of a master event calendar and
other guest-related materials in static and digital real-time formats. If it doesn’t
exist, create it.
• Creation of opportunities to promote events, activities, outings and free offerings;
customized when possible.
• Integration, expansion and management of Vail Host Program.
• Development of new and inventive ways to connect with guests via technology
(media wall, virtual concierge, Vail App) as well as one-on-one interactions.
• Creation of referral opportunities for guests to share their experiences with
others.
• Creation of outreach opportunities to invite guests to return.
• Engaging guests in ongoing celebration of Vail’s 50th anniversary and its
heritage.
• Creating partnerships and alliances with Vail Mountain, Vail Local Marketing
District Advisory Council, Commission on Special Events, event promoters,
chambers and others.
• Engaging Vail residents, business owners, employees and others in elevating
guest services across the community.
Specifically, the proposal should address:
• Recommended hours of daily operation of the Welcome Centers and staffing
coverage.
• A plan for expansion and integration of the current Host Program.
• Articulation of a business plan that will integrate with other Town of Vail guest
enhancement initiatives and align with the town’s vision and goals.
• Fee structure.
• Related experience.
FACILITIES
The Vail Welcome Center indoor and outdoor programming shall be delivered from the
Lionshead Welcome Center and the Vail Village Welcome Center with additional
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5
satellite locations possible in the future. The centers shall operate no fewer than 5,784
hours per year as currently contracted. The proposer should offer recommendations for
future hours of operation and staffing to fulfill the town’s guest service goals.
Lionshead Welcome Center – The newly constructed Lionshead Welcome Center
opens in May 2012 and represents the town’s ongoing commitment and investment in
enhancing Vail’s guest services. Located on the ground level of the three-story building,
the Welcome Center contains a 260 sq. ft. secured greeting area which overlooks an
additional 3,250 sq. ft. open air day-lodge which contains seating, fireplace, restrooms
and lockers at the east end. One of the focal points in the room is a large media wall
that displays videos, photographs and information to connect guests with Vail’s
personality. A touch screen “virtual concierge” is also included for those who prefer to
access information on their own, while ample counter space has been created for one-
on-one concierge assistance. The space also includes a 100 sq. ft. storage closet for
brochures and other operational items for use by the contractor as well as lockers,
restrooms and a staging area for 50 hosts.
The Lionshead area has been previously served by a 475 ft. stand-along space located
along the South Frontage Road near the entrance to the Lionshead parking structure.
This building is scheduled to be torn down later in the year as guests are redirected to
the new location via short-term parking on the west end of the Lionshead parking
structure as part of an overall wayfinding initiative. In 2011, 27,087 visitors were served
in the former Lionshead space on the Frontage Road.
Vail Village Welcome Center - The Vail Village Welcome Center location is a 950 sq.
ft. space located on the top level of the Vail Transportation Center. The main lobby area
of the Welcome Center is approximately 400 sq. ft. and can accommodate up to 30
visitors at any one time. The center also houses a 200 sq. ft. enclosed office, a 100 sq.
ft. vestibule area, a 100 sq. ft. storage area and a small restroom for staff. Public
restrooms are located nearby in the transit terminal building. There is also an attached
lounge area of 360 sq. ft. which will serve as headquarters for Vail’s 50th anniversary
celebration from September 2012 to July 2013. That area may then revert to Welcome
Center use.
There are 4 short-term and 2 ADA spaces on the east side of the building as well as 50
short-term spaces on the same level just beyond the parking gate for access. The Town
of Vail has budgeted $1.1 million for future renovations to the Vail Village Welcome
Center to include restrooms, plus another $250,000 for a pull in lane to provide short-
term vehicular access. In 2011, 45,692 guests accessed this facility.
Note: The Welcome Center facilities are provided at no charge to the contractor.
Building maintenance, utilities, snow removal and exterior trash pick up are provided by
the Town of Vail. The contractor is responsible for maintaining the interior premises in a
pristine condition, to include all cleaning (floors, windows, furniture, equipment and
decorations). All equipment and/or furnishings purchased with funds from the Town of
Vail shall remain in ownership with the municipality. Additional services, furnishings and
equipment must be provided and maintained by the contractor. Information technology
services will be provided by the Town of Vail to include hardware, software,
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6
telecommunications and secondary website support.
VAIL HOST PROGRAM
The current volunteer Host Program utilizes a minimum of 40 trained volunteers who
provide between 80 and 160 hours each of outdoor guest greeting functions during the
winter and summer seasons. In exchange for their service, the hosts receive $700
toward their choice of a ski pass, parking pass, Vail restaurant voucher or Vail
Recreation District privileges. The TOV is seeking to more fully integrate the host
program with Welcome Center operations and other community needs, such as, walking
tours, parking assistance and special event coordination. The contractor shall develop a
hiring and training program to incorporate the hosts as part of the overall operation of
the Welcome Center programming and to create a business plan for a more fully-
integrated program.
PERFORMANCE MEASUREMENTS
The contractor will be evaluated annually based on the following:
• Ability to improve the quality of the guest experience through creation of a
singular communications portal for guest relations and services, e.g. master
event calendar, business directory, etc.
• Ability to demonstrate a measurable differentiation between Vail and its
competitors in how guests are welcomed and cared for
• Innovation and creatively
• Number of guest contacts
• Number of referrals and bookings
• Guest use of information tools (Apps, websites, virtual concierge)
• Guest loyalty (Net Promoter)
• Economic impact
o Attendance/revenue at events and special programs
o Hospitality, retail, food and beverage revenues townwide
• Host Program expansion and integration
• Overall representation of the Vail brand
• Extent of overall coordination and collaboration with Town of Vail and its partners
• Increased training resort-wide
• Community buy-in and participation
TERM
The term of the operating agreement will be for a three year period beginning October 1,
2012, and continuing to September 30, 2015 with exceptional performance.
COMPENSATION:
Upon selection and approval of an operating agreement for the independent contractor,
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the Town of Vail will provide compensation for fees for services in two payments during
the first year. A payment of 50 percent of the first year fees will be awarded on October
1, 2012; the balance will be paid on April 1, 2013. Funding for year two and year three
will be subject to annual review and appropriation by the Town of Vail. In addition to fees
for services, the Town of Vail will consider award of blue parking passes within the
compensation package.
ADMINISTRATIVE CONTROL OF FUNDS:
Once a signed agreement is in place, the operator shall keep or cause to be kept true,
accurate and complete accounting records of all business and financial transactions
related to the Welcome Center program and operations.
The operator shall provide a monthly report and annual report of all Welcome Center
activity to the Town of Vail.
The operator shall submit to the Town of Vail, for its review, the operator’s financial
statement by July 1, 2013. The expense of this audit shall be borne by the operator as
an expense of administration.
INSURANCE:
The independent contractor shall carry for the term of the operating agreement the
following insurance:
• Comprehensive general liability insurance policy, including products liability, with
limits of not less than one million dollars per occurrence and not less than two
million dollars general aggregate for bodily injury or death of any person or
persons or damage to property.
• Worker’s Compensation and employer liability in accordance with the
Worker’s Compensation Act of the State of Colorado.
• Automobile liability (including owned, non-owned, and hired) in an amount not
less than one million dollars per individual and not less than one million
dollars per occurrence.
RFP SUBMITTAL REQUIREMENTS & SCHEDULE:
A pre-proposal meeting will take place from 9 a.m. to 11 a.m. (local time) Friday June 8,
2012 at the Lionshead Welcome Center to tour the facilities and to answer questions
from prospective bidders. All other questions should be directed to Suzanne Silverthorn
at ssilverthorn@vailgov.com no later than 5 p.m. (local time) Wednesday, June 20,
2012.
All proposals are to be submitted by 12 noon (local time) Friday, June 22, 2012. Late
proposals will be rejected. Five printed hard copies and one electronic copy (PDF) are
required.
Interviews of prospective contractors will be scheduled between the hours of 1 p.m. and
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8
5:00 p.m. Monday, July 2. These interviews will be conducted by members of the Town
of Vail Welcome Center Review Team.
A written recommendation from the Review Team will be presented to Vail Town
Council for consideration on July 17, 2012 in which the Town Council will have the
option to accept the recommendation and/or interview the other prospective contractors
during the meeting. A final decision on the operator will be determined by the Town
Council no later than August 7, 2012. Upon selection of the operator, a contract will be
negotiated. If agreement is not reached, negotiations will be formally terminated and will
be initiated with the second most qualified operator and, likewise, the remaining firms. A
lease agreement for operation of the Visitor Information Centers will be reviewed by the
full Town Council on August 21, 2012, with an effective date of October 1, 2012.
FORMAT:
The Vail Welcome Center proposal shall be prepared using the following format in order
to facilitate evaluation:
Letter of Transmittal
Part 1: Background, Experience and Qualifications
Part 2: Proposed Business Plan
Part 3: Proposed Costs
Part 4: Appendices
Letter of Transmittal
The letter of transmittal is to be addressed to:
Town of Vail
Town Manager’s Office
75 S. Frontage Road
Vail, CO 81657
Attn: Vail Welcome Center Review Team
This letter must contain a brief summary of the key points of the proposal and a
statement that the proposal will remain in effect for 90 days after receipt by the Town of
Vail. The proposal shall contain the name, address, telephone number and email of an
individual or individuals with authority to bind the company, who may be contacted
during the period of evaluation.
Part 1: Background, Experience and Qualifications
Provide all pertinent background information, including mission statement, financial
management, balance sheet and statement of sources and uses. Provide examples of
previous experience with verification of contact information and references. Describe
expertise as it pertains to fulfilling the operational scope of the Welcome Center
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9
programming.
Part 2: Proposed Business Plan
Provide a three year business plan for the Vail Welcome Center programming and the
overall approach to elevating the guest experience in Vail. Use examples when possible
to demonstrate operational intentions. The business plan should include recommended
staffing levels and hours of operation; a description of the services to be provided; as
well as information on staff and host recruitment, hiring and training; management
structure; and integration of the host program within the Welcome Center programming.
Additionally, describe the manner by which extraordinary guest service levels will be
established and sustained throughout the contract period, including suggested
measurements.
Part 3: Proposed Costs
Include all costs you or your organization would charge the Town of Vail to implement
the above three year business plan and accomplish the scope of work in this request for
proposal. Specifically, the proposal should include 100 percent of the operating costs to
include all personnel costs, including taxes and benefits. Also, include all administrative
costs, including cleaning, equipment, office supplies, accounting, insurance
requirements, etc.
Part 4: Appendices:
Include information considered by the proposer to be pertinent to this project which was
not specifically solicited in Parts 1 & 2 may be placed in the appendix.
GENERAL CONDITIONS:
Limitation and Award
This RFP does not commit the Town of Vail to award a contract, nor to pay any costs
incurred in the preparation and submission of proposals in anticipation of a contract. The
Town of Vail reserves the right to accept or reject any or all proposals received as the
result of this request, to negotiate with all qualified sources, or to cancel all or part of the
RFP.
The Town of Vail may choose to terminate this RFP process at any time.
Equal Employment Opportunity
The proposer will not discriminate against any employee or applicant for employment
because of race, color, religion, sex, disability or national origin.
Evaluation and Selection
The Town of Vail Welcome Center Review Team will evaluate the merits of the
proposals in accordance with the evaluation criteria listed below. Failure to provide
information requested in this RFP may result in disqualification of a proposal. The sole
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10
objective of the review team will be to evaluate the responsiveness of each proposer to
the requirements of the RFP. Proposals shall be evaluated based on:
• Completeness of proposal
• Background and experience
• Qualifications
• Proposed business plan
• Proposed cost and related services
• Ability to integrate Welcome Center program with the Town of Vail Guest
Enhancement Initiative and other Town of Vail guest service components
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Bobby Bank 5/1/2012
Vail Info, Inc.
Suzanne Silverthorn, APR
Community Information Officer
Town of Vail
Hi Suzanne:
We are pleased to present an update of our activities at the Vail Visitor Information
Centers since Vail Info, Inc. took over the management in 2005. Please feel free to
share this information with the Vail Town Council, Visitor Center Selection Committee,
or anyone else who would be interested in this update. All of the following information
is available daily, at the Village Information Center, as part of the open book policy we
have maintained since we began.
Since November 1, 2005 we have had 496,894 guests visit the Information Centers
with the Village Center hosting 283,914 and 212,980 visiting the Lionshead Center. In
addition, the Town of Vail Host program, that we have run since 2009, has had direct
contact with 60,482 guests in 2011-2012 alone. Winter, November through April,
originally had been generally busier in the Village while Summer, May through October,
was generally busier at Lionshead. This is no longer the case. The Village is now
busier during both seasons. This change has continued over the last four years.
As one would expect the busiest days have generally been Friday, Saturday, and
Sunday. The type of information sought by our guest usually involves “what should I
do or see, and how do I get there?” This has not changed over the last seven years.
Our main function is to transition the guest from the highway into town. However our
mission, is to help every guest, with whatever their needs may be, every time, and in a
way that benefits Town of Vail businesses if at all possible.
The Centers have been open 37,167 hours, 18,627 at the Village and 18,540 at
Lionshead. 365 days a year for seven years we have had 39 employees, all giving their
all, and receiving many Town of Vail and Vail Chamber & Business Association
recognition awards for exemplary guest service when the programs were in place.
We have booked a total of $1,343,174.51 in 5,703 separate Lodging Bookings during
this time. The amount of commission free revenue that has been kept by the Lodges as
a result of the Vail Town Council’s no-commissions policy totals $176,988.91.
Since taking over in the fall of 2005, we have continually tried to improve the aesthetics
of the Information Centers. We have installed new signs, TV's, furniture, and brochure
racks and the TOV carpenters have been very helpful with painting and upkeep of the
Centers. Unfortunately, the age of the fixtures is really beginning to show, and the
formica cabinets at the Vail Center are in need of replacement. The Lionshead Center
also has many issues mostly related to the age of the structure. At the end of the
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month the Lionshead Center, we have been told, will be transitioning into the new
Lionshead Welcome Center location.
In addition to the Visitor Information Services, such as information and lodging
reservations, Vail Info, Inc. has been proud to be able to also work with the TOV to:
• Coordinate the TOV Community Host Program.
• Coordinate the TOV This Week In Vail Email.
• Answering TOV internet information requests.
• Sent over 12,000 tweets about Vail Businesses/Events to currently 1028
followers.
• Offer information services after hours, from 5-10:30 during Vail Pass Closures.
• Help the parking structure staff with guest ticket disputes, jump starts and the
“get out of jail free” program.
• Display and sell TOV Art.
• AIPP Art Walk Meeting Place.
• Help out during special events, such as being the Media Outlet during the TEVA
games.
• Sell VRD event tickets.
• We have also been coordinating with the finance department to help implement
the collection of brochure and magazine display fees, approximately $50,000.00
during our seven year operations, directly offsetting the cost of running the
booths to the TOV.
In conclusion I would like to thank you for the opportunity to handle the operations of
the Visitor Information Centers over the last seven years and would like to continue on
for another 3 year term should you see fit.
Sincerely,
Bobby Bank
Vail Info, Inc.
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5/15/2012
GUEST SERVICES
Manager
FUNCTIONS ADMIN
Full Time Seasonal
Schedules&Coord
Town Services
And
Boards
IT
MAINTENANCE
HR
FINANCE
PAID HOSTS
Welcome Centers
Skier Drop-off
Walking Tours
Special Events
VOLUNTEER HOSTS
Flexible Assignments
FACILITIES
WELCOME CENTERS
Vail Village
Lionshead
Check point Charlie
HOST
MANAGEMENT
Recruiting
Interviewing
Budget
Supplies
Compensation
Staffing
Assignments
SCHEDULING
The Grand View
MARKETING
COMMUNICATIONS
GUEST SERVICES
REWARDS
CSE
VLMD
TOV Managed Program
7 - 4 - 1
5/15/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: Resolution No. 23, Series of 2012, a Resolution Approving a Scope of Services
and a Fee for Triumph Vail MOB, LLC for Certain Development Management Services Related
to the Town of Vail Municipal Site Redevelopment; Authorizing the Town Manager to Execute
a DEvelopment Management Agreement on Behalf of the Town for Provision of Said Services;
and Setting Forth Details in Regard Thereto.
PRESENTER(S): George Ruther & Matt Mire
ACTION REQUESTED OF COUNCIL: Approve, approve with amendments or deny
Resolution No. 23, Series of 2012.
BACKGROUND: If approved, Resolution No. 23 authorizes the Town Manager to execute a
development and construction management agreement, on behalf of the Town of Vail, for the
completion of the Town's portion of the parking garage and required off site improvements.
The scope of services generally described in Exhibit A of the Resolution will be formalized in
the agreement. The agreement shall be drafted in a form acceptable to the Town Attorney.
STAFF RECOMMENDATION: Approve Resolution No. 23, Series of 2012 as read.
ATTACHMENTS:
05152012 Development and Construction Management Memorandum
Resolution No. 23, Series of 2012
Exhibit A
5/15/2012
TO: Vail Town Council
FROM: George Ruther, Director of Community Development
Stan Zemler, Town Manager
DATE: May 15, 2012
SUBJECT: Development and Construction Management Services
I. PURPOSE
The purpose of this memorandum is to provide a summary of Resolution No. 23, Series
of 2012, a resolution approving a scope of services and a fee for Triumph Development
Vail MOB LLC for certain development and construction management services related
to the Town of Vail Municipal site redevelopment; authorizing the Town Manager to
execute a management agreement on behalf of the Town.
II. SUMMARY
On January 17, 2012, the Vail Town Council executed a memorandum of understanding
with its redevelopment partners the Vail Valley Medical Center, Steadman Clinic and the
Steadman Philippon Research Institute. The MOU, in part, expressed the Town’s intent
to contract with Triumph Vail MOB, LLC to develop and manage the construction of the
Town’s portion of the shared parking garage and the required off site improvements.
Resolution No. 23 is intended to outline the scope of services required of Triumph
Development Vail MOB, LLC and to establish a fee for said services. As described in
the Resolution, a fee of 7% (seven percent), equal to $280,000, has been proposed.
The $280,000 fee is based upon a projected $4 million total project cost and the scope
of services being provided to the Town by Triumph Development.
If approved, Resolution No. 23 authorizes the Town Manager to execute a development
and construction management agreement, on behalf of the Town of Vail, for the
completion of the Town’s portion of the parking garage and required off site
improvements. The scope of services generally described in Exhibit A of the Resolution
will be formalized in the agreement. The agreement shall be drafted in a form
acceptable to the Town Attorney.
III. ACTION REQUESTED OF TOWN COUNCIL
The Vail Town Council is being asked to approve the adoption of Resolution No. 23,
Series of 2012, as read.
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2
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5/15/2012
Resolution No. 23, Series of 2012 1
RESOLUTION NO. 23
SERIES 2012
A RESOLUTION APPROVING A SCOPE OF SERVICES AND A FEE FOR TRIUMPH VAIL
MOB, LLC FOR CERTAIN DEVELOPMENT MANAGEMENT SERVICES RELATED TO THE
TOWN OF VAIL MUNICIPAL SITE REDEVELOPMENT; AUTHORIZING THE TOWN
MANAGER TO EXECUTE A DEVELOPMENT MANAGEMENT AGREEMENT ON BEHALF
OF THE TOWN FOR THE PROVISION OF SAID SERVICES; 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 wishes to contract with Triumph Vail MOB, LLC to
manage certain aspects of the redevelopment of the property located at 75 South Frontage
Road, Vail;
WHEREAS, the Town Council wishes to approve a development management fee and a
scope of services in this Resolution, with an agreement to be prepared and executed later.
NOW, THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
VAIL, COLORADO, THAT:
1. The Town Council hereby approves the scope of services attached hereto as
Exhibit A and incorporated herein by this reference (the "Services"), and authorizes Triumph
Vail MOB, LLC to provide the Services in accordance with a development management
agreement to be approved by the Town Attorney and executed by the Town Manager.
2. The Town Council hereby authorizes the payment of $280,000 equal to a 7% fee
based upon an estimated $4 million total project cost, to Triumph Vail MOB, LLC, as
compensation for the satisfactory completion of the Services in accordance with the
development management agreement.
3. The Town Council hereby authorizes the Town Manager to execute the
development management agreement upon approval of the form of the development
management agreement by the Town Attorney.
INTRODUCED, PASSED AND ADOPTED AT A REGULAR MEETING OF THE TOWN
COUNCIL OF THE TOWN OF VAIL HELD THIS 15TH DAY OF MAY, 2012.
_____________________________
Andrew P. Daly, Town Mayor
ATTEST:
____________________________
Lorelei Donaldson, Town Clerk
8 - 2 - 1
5/15/2012
RESOLUTION NO. 23, 2012
EXHIBIT A
1- PRE-CONTRACT SERVICE
a. Provide overall project coordination and coordination of meetings with executives,
Town Manager and staff
b. Coordinate Town project funding logistics and assist in the negotiations of the escrow
agreement and operating and maintenance agreement
2- GARAGE, SITE AND OFFICE PAD DESIGN
a. Provide project oversight and coordinate the parking garage design teams
b. Coordinate frontage road and offsite improvement with the design teams
c. Coordinate utility connection, and provisioning with the design teams
3- ENTITLEMENTS
a. Provide oversight and manage the CDOT coordination, negotiation, and approval
process for the project.
b. Obtain Town department approvals and sign offs for the project (Community
Development, Public Works, Fire)
c. Garage and site building permitting
4- DEVELOPMENT AND CONSTRUCTION MANAGEMENT SERVICE
a. Manage the garage and site work contractor selection process
b. Develop and manage the project-level development and construction schedule up to
pad site delivery
c. Develop construction budget for garage, site and offsite improvements
d. Provide advise on constructability and cost effectiveness of garage and site work
including coordinating a value engineering exercise
e. Prepare the an approved development budget and allocate the budget between TOV
and MOB based upon legal agreements
f. Devise monthly cash flow projection and allocate between TOV and MOB
g. At the direction of the Town, retain and coordinate miscellaneous owner’s consultants
such as geotechnical, surveyors, environmental, testing labs, and sustainable design
h. Manage the garage and site work subcontractor selection process
i. Manage the project level accounting, process monthly payment applications , and
certify applications for payment
j. Conduct weekly (or as needed) OAC meetings payment
k. Provide daily onsite construction oversight for garage, site work, pad site and pad site
connections and provide written reports to the Town
l. Oversee and coordinate design team and contractor interaction for garage and site work
including submittals, RFIs and CCD’s
m. Prepare monthly written progress reporting
n. Recommend owner final approval of garage and site construction elements in-line with
project design documents
5- DEVELOPER SERVICES
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5/15/2012
a. Provide a garage and site work completion guarantee to the Town
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5/15/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 2012
ITEM/TOPIC: An appeal, pursuant to Section 12-3-3, Appeals, Vail Town Code, of the
determination of the Town of Vail Planning and Environmental Commission that the zoning
administrator correctly determined an appeal submitted by the Vail Gateway Plaza
Condominium Association on January 4, 2012, was untimely, and therefore, could not be
heard by the Planning and Environmental Commission. This determination was made in
accordance with Section 12-3-3.3 of the Zoning Regulations of the Town of Vail. The Vail
Gateway Condominiums are located at 12 Vail Road/Lot N. Block 5D, Vail Village Filing 1.
PRESENTER(S): George Ruther, Community Development Director/Matt Mire, Town
Attorney
ACTION REQUESTED OF COUNCIL: The Vail Town Council shall uphold or overturn the
determination of the Town of Vail Planning and Environmental Commission.
BACKGROUND: On March 26, 2012 the Town of Vail Planning and Environmental
Commission voted 5-0-1 (Pierce recused) to uphold the determination of the zoning
administrator that the appeal filed on January 4, 2012 by the Vail Gateway Plaza
Condominium Association was untimely, pursuant to Section 12-3-3.3, Appeals, Vail Town
Code.
STAFF RECOMMENDATION: The Town of Vail Community Development Department
recommends the Vail Town Council upholds the determinations of the zoning administrator
and the Town of Vail Planning and Environmental Commission.
ATTACHMENTS:
Staff memorandum to Vail Town Council
Vail Gateway Condominium Association PEC Appeal Materials
PEC 032612 Staff Memorandum
Appellant Appeal Materials Part 1a
Appellant Appeal Materials Part 1b
Appellant Appeal Materials 020612
PEC 032612 Record Materials Submitted at Hearing
5/15/2012
TO: Vail Town Council
FROM: Community Development Department
DATE: May 15, 2012
SUBJECT: An appeal, pursuant to Section 12-3-3, Appeals, Vail Town Code, of the
determination of the Town of Vail Planning and Environmental
Commission that the zoning administrator correctly determined an appeal
submitted by the Vail Gateway Plaza Condominium Association on
January 4, 2012, was untimely, and therefore, could not be heard by the
Planning and Environmental Commission. This determination was made in
accordance with Section 12-3-3.3 of the Zoning Regulations of the Town
of Vail. The Vail Gateway Plaza Condominiums are located at 12 Vail
Road/Lot N, Block 5D, Vail Village Filing 1.
Appellant: Vail Gateway Plaza Condominium Association, represented
by Mountain Law Group.
Staff: Community Development Department
I. SUMMARY
The question to be answered by the Vail Town Council regarding this appeal is:
Did the Town of Vail Planning and Environmental Commission properly
uphold the determination of the zoning administrator that the appeal filed
on January 4, 2012, was untimely, pursuant to Section 12-3-3.3, Appeals,
Vail Town Code?
A confidential memorandum from the Town Attorney has been attached for
reference.
II. BACKGROUND
In a letter dated January 18, 2012, the zoning administrator, informed the legal
counsel for the Vail Gateway Plaza Condominium Association that the appeal
filed on January 4, 2012, was untimely. This determination was based upon
Section 12-3-3.3, Appeals, Zoning Regulations of the Town of Vail, dated records
maintained by the Town of Vail Community Development Department on building
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5/15/2012
Town of Vail Page 2
permit number B11-0274, and legal advice of the Town Attorney. It was
determined that the building permit (B11-0274) had been signed off for issuance
on September 21, 2011 and that the appeal filed on January 4, 2012, was not
filed within the required appeal period.
On February 6, 2012 the Town of Vail Community Development Department
received documents from the legal counsel for the Vail Gateway Condominium
Association appealing the determination of the zoning administrator to the
Planning and Environmental Commission.
On March 26, 2012 the Town of Vail Planning and Environmental Commission
answered the following question by upholding the zoning administrator’s
determination by a vote of 5-0-1 (Pierce recused):
Did the zoning administrator properly determine that the appeal filed on
January 4, 2012, was untimely, pursuant to Section 12-3-3.3, Appeals,
Vail Town Code?
On April 16, 2012 the Town of Vail Community Development Department
received documents from the legal counsel for the Vail Gateway Condominium
Association appealing the determination of the Planning and Environmental
Commission to the Vail Town Council.
III. APPLICABLE DOCUMENTS
12-3-3: APPEALS: (in part)
C. Appeal Of Planning And Environmental Commission Decisions, Design
Review Board Decisions And Art In Public Places Board Decisions:
1. Authority: The town council shall have the authority to hear and decide
appeals from any decision, determination or interpretation by the planning
and environmental commission or the design review board or the art in
public places board with respect to the provisions of this title and the
standards and procedures hereinafter set forth.
2. Initiation: An appeal may be initiated by an applicant, adjacent property
owner, or any aggrieved or adversely affected person from any order,
decision, determination or interpretation by the planning and
environmental commission or the design review board or the art in public
places board with respect to this title. "Aggrieved or adversely affected
person" means any person who will suffer an adverse effect to an interest
protected or furthered by this title. The alleged adverse interest may be
shared in common with other members of the community at large, but
shall exceed in degree the general interest in community good shared by
all persons. The administrator shall determine the standing of an
appellant. If the appellant objects to the administrator's determination of
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Town of Vail Page 3
standing, the town council shall, at a meeting prior to hearing evidence on
the appeal, make a determination as to the standing of the appellant. If
the town council determines that the appellant does not have standing to
bring an appeal, the appeal shall not be heard and the original action or
determination stands. The town council may also call up a decision of the
planning and environmental commission or the design review board or
the art in public places board by a majority vote of those town council
members present.
3. Procedures: A written notice of appeal must be filed with the administrator
within twenty (20) calendar days of the planning and environmental
commission's decision or the design review board's decision or the art in
public places board's decision becoming final. If the last day for filing an
appeal falls on a Saturday, Sunday, or a town observed holiday, the last
day for filing an appeal shall be extended to the next business day. Such
notice shall be accompanied by the name and addresses (person's
mailing and property's physical) of the appellant, applicant, property
owner, and adjacent property owners (the list of property owners within a
condominium project shall be satisfied by listing the addresses for the
managing agent or the board of directors of the condominium
association) as well as specific and articulate reasons for the appeal on
forms provided by the town. The filing of such notice of appeal will require
the planning and environmental commission or the design review board
or the art in public places board to forward to the town council at the next
regularly scheduled meeting a summary of all records concerning the
subject matter of the appeal and to send written notice to the appellant,
applicant, property owner, and adjacent property owners (notification
within a condominium project shall be satisfied by notifying the managing
agent or the board of directors of the condominium association) at least
fifteen (15) calendar days prior to the hearing. A hearing shall be
scheduled to be heard before the town council on the appeal within forty
(40) calendar days of the appeal being filed. The town council may grant
a continuance to allow the parties additional time to obtain information.
The continuance shall be allowed for a period not to exceed an additional
thirty (30) calendar days. Failure to file such appeal shall constitute a
waiver of any rights under this chapter to appeal any interpretation or
determination made by the planning and environmental commission or
the design review board or the art in public places board.
5. Findings: The planning and environmental commission (or the design
review board in the case of design guidelines or the art in public places
board) shall on all appeals make specific findings of fact based directly on
the particular evidence presented to it. These findings of fact must
support conclusions that the standards and conditions imposed by the
requirements of this title have or have not been met.
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Town of Vail Page 4
IV. VAIL TOWN COUNCIL ACTION
The Vail Town Council shall uphold or overturn the determination of the Town of
Vail Planning and Environmental Commission.
Should the Vail Town Council choose to uphold the determination of the Town of
Vail Planning and Environmental Commission the following statements is
recommended:
“The Vail Town Council finds as follows:
The Town of Vail Planning and Environmental Commission properly
upheld the determination of the zoning administrator that the appeal
submitted on February 6, 2012 was untimely, pursuant to Section 12-3-
3.3, Appeals, Vail Town Code. Therefore, the Vail Town Council upholds
the decision of the Town of Vail Planning and Environmental Commission.
This decision is final, subject only to judicial review as provided by law.”
V. ATTACHMENTS
A. Vail Gateway Plaza Condominium Association Appeal materials dated April
16, 2012
B. Planning and Environmental Commission March 26, 2012 memorandum and
documents submitted as a part of the record at the hearing.
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TO: Planning and Environmental Commission
FROM: Community Development Department
DATE: March 26, 2012
SUBJECT: An appeal, pursuant to Section 12-3-3, Appeals, Vail Town Code, of the zoning
administrator’s determination that an appeal form submitted by the Vail Gateway
Plaza Condominium Association on January 4, 2012, was untimely, and
therefore, can not be heard by the Planning and Environmental Commission.
This determination was made in accordance with Section 12-3-3.3 of the Zoning
Regulations of the Town of Vail. The Vail Gateway Plaza Condominiums are
located at 12 Vail Road/Lot N, Block 5D, Vail Village Filing 1.
Appellant: Vail Gateway Plaza Condominium Association, represented by
Lansky, Weigler, and Porter, P.C.
Staff: Matt Mire, Town Attorney
I. SUMMARY
The question to be answered by the Planning and Environmental Commission
regarding this appeal is:
Did the zoning administrator properly determine that the appeal filled on
January 4, 2012, was untimely, pursuant to Section 12-3-3.3, Appeals, Vail
Town Code?
A confidential memorandum from the Town Attorney has been attached for
reference.
II. APPLICABLE DOCUMENTS
12-3-3: APPEALS:
A. Administrative Actions: Any decision, determination or interpretation by any
town administrative official with respect to the provisions of this title and the
standards and procedures hereinafter set forth shall become final at the next
planning and environmental commission meeting (or in the case of design related
decision, the next design review board meeting) following the administrator's
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Town of Vail Page 2
decision, unless the decision is called up and modified by the board or
commission.
B. Appeal Of Administrative Actions:
1. Authority: The planning and environmental commission shall have the
authority to hear and decide appeals from any decision, determination or
interpretation by any town administrative official with respect to the
provisions of this title and the standards and procedures hereinafter set
forth, except that appeals of any decision, determination or interpretation
by any town administrative official with regard to a design guideline shall
be heard by the design review board.
2. Initiation: An appeal may be initiated by an applicant, adjacent property
owner, or any aggrieved or adversely affected person from any order,
decision, determination or interpretation by any administrator with respect
to this title. "Aggrieved or adversely affected person" means any person
who will suffer an adverse effect to an interest protected or furthered by
this title. The alleged adverse interest may be shared in common with
other members of the community at large, but shall exceed in degree the
general interest in community good shared by all persons. The
administrator shall determine the standing of an appellant. If the appellant
objects to the administrator's determination of standing, the planning and
environmental commission (or the design review board in the case of
design guidelines) shall, at a meeting prior to hearing evidence on the
appeal, make a determination as to the standing of the appellant. If the
planning and environmental commission (or the design review board in the
case of design guidelines) determines that the appellant does not have
standing to bring an appeal, the appeal shall not be heard and the original
action or determination stands.
3. Procedures: A written notice of appeal must be filed with the
administrator or with the department of community development rendering
the decision, determination or interpretation within twenty (20) calendar
days of the decision becoming final. If the last day for filing an appeal falls
on a Saturday, Sunday, or a town observed holiday, the last day for filing
an appeal shall be extended to the next business day. The administrator's
decision shall become final at the next planning and environmental
commission meeting (or in the case of design related decision, the next
design review board meeting) following the administrator's decision,
unless the decision is called up and modified by the board or commission.
Such notice shall be accompanied by the name and addresses (person's
mailing and property's physical) of the appellant, applicant, property
owner, and adjacent property owners (the list of property owners within a
condominium project shall be satisfied by listing the addresses for the
managing agent or the board of directors of the condominium association)
as well as specific and articulate reasons for the appeal on forms provided
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Town of Vail Page 3
by the town. The filing of such notice of appeal will require the
administrative official whose decision is appealed, to forward to the
planning and environmental commission (or the design review board in the
case of design guidelines) at the next regularly scheduled meeting, a
summary of all records concerning the subject matter of the appeal and to
send written notice to the appellant, applicant, property owner, and
adjacent property owners (notification within a condominium project shall
be satisfied by notifying the managing agent or the board of directors of
the condominium association) at least fifteen (15) calendar days prior to
the hearing. A hearing shall be scheduled to be heard before the planning
and environmental commission (or the design review board in the case of
design guidelines) on the appeal within thirty (30) calendar days of the
appeal being filed. The planning and environmental commission (or the
design review board in the case of design guidelines) may grant a
continuance to allow the parties additional time to obtain information. The
continuance shall be allowed for a period not to exceed an additional forty
(40) calendar days. Failure to file such appeal shall constitute a waiver of
any rights under this title to appeal any interpretation or determination
made by an administrator.
4. Effect Of Filing An Appeal: The filing of a notice of appeal shall stay all
permit activity and any proceedings in furtherance of the action appealed
unless the administrator rendering such decision, determination or
interpretation certifies in writing to the planning and environmental
commission (or the design review board in the case of design guidelines)
and the appellant that a stay poses an imminent peril to life or property, in
which case the appeal shall not stay further permit activity and any
proceedings. The commission (or board) shall review such certification
and grant or deny a stay of the proceedings. Such determination shall be
made at the next regularly scheduled meeting of the planning and
environmental commission (or the design review board in the case of
design guidelines).
5. Findings: The planning and environmental commiss ion (or the design
review board in the case of design guidelines) shall on all appeals make
specific findings of fact based directly on the particular evidence presented
to it. These findings of fact must support conclusions that the standards
and conditions imposed by the requirements of this title have or have not
been met.
6. Fee: The town council may set a reasonable fee for filing an appeal of
an administrative decision, determination or interpretation. The fee will be
adopted in a fee schedule which shall be maintained in the department of
community development. The fee shall be paid at the time the appeal is
filed.
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Town of Vail Page 4
III. ATTACHMENTS
A. Vail Gateway Plaza Condominium Association Appeal materials dated
February 6, 2012
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5/15/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: May 15, 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 and Warren Campbell, Community Development Department
ACTION REQUESTED OF COUNCIL: The applicant requests that the Vail Town Council
approves Ordinance No. 2, Series of 2012, on second reading. The applicant also requests
that the Vail Town Council approves Resolution No. 7, Series of 2012.
BACKGROUND: On November 14, 2011, the Planning and Environmental Commission
forwarded a recommendation of approval, with modifications, to the Vail Town Council for the
proposed Ordinance No. 2, Series of 2012, and , Resolution No. 7, Series of 2012, by a vote
of 4-1-1 (Rediker opposed and Pratt recused).
The purpose of the proposed ordinance is to establish a new zone district, the Vail Village
Townhouse (VVT) District; and the purpose of the proposed resolution is to establish related
design guidelines as part of the Vail Village Master Plan.
The purpose for establishing a new zone district and related design guidelines are as follows:
- Streamlining the development review process by establishing a new zone district to
specifically address townhouse properties which reduces legal non-conformities and the need
for future variances.
- Create incentives for redevelopment of existing townhouse properties.
- Preserve the existing residential character of the townhouse properties and the
neighborhood.
On May 1, 2012, the Vail Town Council approved the first reading of Ordinance No. 2, Series
of 2012, by a vote of 6-0-1 (Foley opposed), with the modifications that Section 12-6J-9 allows
not more than one hundred twenty five square feet of GRFA for each one hundred square feet
of total site area (i.e. 1.25 GRFA ratio). The Vail Town Council tabled Resolution No. 7, Series
of 2012, to its May 15, 2012, public hearing to correspond to the second reading of Ordinance
No. 2, Series of 2012.
STAFF RECOMMENDATION: The Planning and Environmental Commission recommends
the Vail Town Council approves the second reading of Ordinance No. 2, Series of 2012. The
Planning and Environmental Commission also recommends the Vail Town Council approves
Resolution No. 7, Series of 2012.
5/15/2012
ATTACHMENTS:
memo
Attachment A: Ordinance No. 2, Series of 2012
Attachment B. Resolution No. 7, Series of 2012
5/15/2012
TO: Vail Town Council
FROM: Community Development Department
DATE: May 15, 2012
SUBJECT: 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)
Applicant: Town of Vail
Planner: Bill Gibson
I. SUMMARY
Ordinance No. 2, Series of 2012, establishes a new zone district, the Vail Village
Townhouse District. Resolution No. 7, Series of 2012, amends the Vail Village Master
Plan related to the new zone district and includes new design guidelines specifically
tailored for the townhouse properties in the proposed zone district. The proposed
Ordinance No. 2, Series of 2012, (Attachment A) and Resolution No. 7, Series of 2012,
(Attachment B) have been attached for review. The proposed new zone district and
associated master plan amendments are anticipated to be applied to the existing
townhouse properties located within Vail Village.
II. DESCRIPTION OF THE REQUEST
WHY CREATE A VAIL VILLAGE TOW NHOUSE ZONE DISTRICT?
• The existing townhouse properties in Vail Village are currently zoned High
Density Multiple Family District (HDMF). The HDMF zone district was not
designed to address townhouse properties. The existing townhouses are legally
non-conforming in regard to current zoning standards (setbacks, density,
landscape area, parking, etc.)
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5/15/2012
Town of Vail Page 2
• Two types of plats: some units are part of a larger development site (Vail
Townhouse Condominiums Lots 1-6, Vail Trails, Vail Trails East) while others
units were platted as individual development sites (Vail Rowhouses Lots 7-13,
Texas Townhomes).
• Redevelopment is only possible with variances. Previous variances have
created inconsistency, inequity, and extended the length and complexity of the
development review process.
• Demo/Rebuild construction results in a loss of development rights.
• Creating a new zone district can streamline the development review process.
WHAT ARE THE PURPOSES OF THE NEW ZONE DISTRICT?
• Streamlining the development review process by establishing a new zone district
to specifically address townhouse properties which reduces legal non-
conformities and the need for future variances.
• Create incentives for redevelopment of existing townhouse properties.
• Preserve the existing residential character of the townhouse properties and the
neighborhood.
HOW WILL DEVELOPMENT STANDARDS CHANGE FROM HDMF TO VVTD?
Development
Standard
HDMF VVTD
Permitted Uses Lodges
Multiple-Family Dwellings
Employee Housing Units
Multiple-Family Dwellings
Employee Housing Units
Lot Area 10,000 sf buildable lot area
30 ft min street frontage
80 ft x 80 ft square
10,000 sf total lot area
2,000 sf individually platted lots
20 ft min street frontage
Setbacks Front 20 ft
Sides 20 ft
Rear 20 ft
Front 20 ft
Sides 20 ft
Rear 20 ft
between attached units 0 ft
Building Height Flat roof 45 ft
Sloping roof 48 ft
Flat roof 40 ft
Sloping roof 43 ft
Density 25 units/acre greater of existing number and
25 units/acre
GRFA
(gross residential
0.76 ratio to buildable lot area
+ “250 Additions”
1.25 ratio to total lot area
No “250 Additions”
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Town of Vail Page 3
floor area) + Interior Conversions
+ Individual garage deduction
No Interior Conversions
No individual garage deduction
Site Coverage 55% of total lot area 55% of total lot area
Landscape Area 30% of total lot area 20% of total lot area
Parking 75% of spaces enclosed
Not allowed in front setback
Surface parking allowed
Allowed in front setback
Allowed in street right-of-way
Design Guidelines n/a see Vail Village Master Plan
WHAT ARE THE PROPOSED TOW NHOUSE DESIGN GUIDELINES?
• DEVELOPMENT PATTERN: residential row style development
• ARCHITECTURAL THEME: architecturally integrated units, uniformity vs.
individuality
• BUILDING FORM & MASSING: two-story façade appearance, building step-
backs from street
• STREET EDGE: street enclosure, continuity, visual interest
• FAÇADE: reduce appearance of building height, residential character, no
unbroken wall planes, street level garage doors discouraged
• CANTILEVERS: more than 3 feet discouraged and stacking not allowed
• ROOF PITCH: primary roofs 3:12 to 4:12, secondary roofs 6:12 to 9:12, limit flat
roofs, discourage mansard roofs
• ROOF RIDGE: parallel to front façade, create visual interest, reduce appearance
of building height, articulation, add dormers
• FENCE/SITE W ALL: discouraged except to screen trash and utilities
• LANDSCAPING: add privacy and soften front building façades
• DECK RAILS: reduce the appearance of building height, include transparency,
include material changes, step from walls
• PARKING: allow at-grade surface parking and below grade parking structures,
discourage individual garages and carports on the first floor (street level)
III. BACKGROUND
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Town of Vail Page 4
On November 14, 2011, the Planning and Environmental Commission forwarded a
recommendation of approval, with modifications, to the Vail Town Council for the
proposed Ordinance No. 2, Series of 2012, and , Resolution No. 7, Series of 2012, by a
vote of 4-1-1 (Rediker opposed and Pratt recused).
On February 21, 2012, the Vail Town Council held a work session to discuss the
proposed ordinance and resolution establishing the Vail Village Townhouse District and
the associated Vail Village Master Plan amendments. At that hearing the Council asked
questions concerning the heights of nearby buildings, how the existing GRFA
development potential was calculated, and how changes to the GRFA ratios could affect
the massing of the subject townhouse buildings.
On April 3, 2012, the Vail Town Council held a public hearing to discuss the proposed
ordinance and resolution. The Vail Town Council tabled these items to its May 1, 2012,
hearing to provide the former applicants, Mauriello Planning Group and KH Webb
Architects, an opportunity to construct additional visual models illustrating the various
considered GRFA ratios (1.25, 1.35, 1.50, etc.)
On May 1, 2012, the Vail Town Council approved the first reading of Ordinance No. 2,
Series of 2012, by a vote of 6-0-1 (Foley opposed), with the modification that Section
12-6J-9 allows not more than one hundred twenty five square feet of GRFA for each
one hundred square feet of total site area (i.e. 1.25 GRFA ratio).
On May 1, 2012, the Vail Town Council tabled Resolution No. 7, Series of 2012, to its
May 15th public hearing to correspond to the second reading of Ordinance No. 2, Series
of 2012.
IV. ACTION REQUESTED OF THE COUNCIL
The applicant requests that the Vail Town Council approves Ordinance No. 2, Series of
2012, on second reading. The applicant also requests that the Vail Town Council
approves Resolution No. 7, Series of 2012.
V. RECOMMENDATION
Ordinance No. 2, Series of 2012
On November 14, 2011, the Planning and Environmental Commission forwarded a
recommendation of approval, with modifications, to the Vail Town Council for the
proposed ordinance. Should the Vail Town Council choose to approve Ordinance No.
2, Series of 2012; the Planning and Environmental Commission recommends the
Council pass the following motion:
“The Vail Town Council approves, on second reading, 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
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5/15/2012
Town of Vail Page 5
new zone district, Vail Village Townhouse (VVT) District, and setting forth details
in regard thereto.”
Should the Vail Town Council choose to approve this ordinance, the Planning and
Environmental Commission recommends the Vail Town Council makes the following
findings:
“Based upon the review of the criteria outlined in Section V of Staff’s November
14, 2011, memorandum to the Planning and Environmental Commission, and the
evidence and testimony presented, the Vail Town Council finds:
1. That the amendment is consistent with the applicable elements of the adopted
goals, objectives and policies outlined in the Vail comprehensive plan and is
compatible with the development objectives of the town; and
2. That the amendment furthers the general and specific purposes of the zoning
regulations; and
3. That the amendment promotes the health, safety, morals, and general welfare
of the town and promotes the coordinated and harmonious development of the
town in a manner that conserves and enhances its natural environment and its
established character as a resort and residential community of the highest
quality.”
Resolution No. 7, Series of 2012
On November 14, 2011, the Planning and Environmental Commission forwarded a
recommendation of approval, with modifications, to the Vail Town Council for the
proposed resolution. Should the Vail Town Council choose to approve Resolution No.
7, Series of 2012,; the Planning and Environmental Commission recommends the
Council pass the following motion:
“The Vail Town Council approves Resolution No. 7, Series of 2012, a resolution
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.”
Should the Vail Town Council choose to approve this resolution, the Planning and
Environmental Commission recommends the Vail Town Council makes the following
findings:
“Based upon the review of the criteria outlined in Section V of Staff’s November
14, 2011, memorandum to the Planning and Environmental Commission, and the
evidence and testimony presented, the Vail Town Council finds:
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5/15/2012
Town of Vail Page 6
1. That the amendment is consistent with the applicable elements of the adopted
goals, objectives and policies outlined in the Vail comprehensive plan and is
compatible with the development objectives of the town; and
2. That the amendment furthers the general and specific purposes of the zoning
regulations; and
3. That the amendment promotes the health, safety, morals, and general welfare
of the town and promotes the coordinated and harmonious development of the
town in a manner that conserves and enhances its natural environment and its
established character as a resort and residential community of the highest
quality.”
VI. ATTACHMENTS
A. Ordinance No. 2, Series of 2012
B. Resolution No. 7, Series of 2012
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5/15/2012
Ordinance No. 2, Series of 2012 1
ORDINANCE NO. 2
Series of 2012
AN ORDINANCE AMENDING CHAPTER 12-6, RESIDENTIAL DISTRICTS, VAIL TOWN
CODE, TO ESTABLISH THE VAIL VILLAGE TOWNHOUSE (VVT) DISTRICT, AND
SETTING FORTH DETAILS IN REGARD THERETO.
WHEREAS, Section 12-3-7, Amendment, Vail Town Code, sets forth the procedures
for amending the Town’s Zoning Regulations; and,
WHEREAS, the purpose of the amendments is to establish a new zone district to
regulate existing townhouse properties in Vail Village that were legally non-conforming in
regard to the provisions of the High Density Multiple-Family District; and,
WHEREAS, the purpose of the amendments is to establish incentives for the
redevelopment of existing townhouse properties in Vail Village; and,
WHEREAS, the purpose of the amendments is to preserve the existing character of
the townhouse properties in Vail Village and to preserve the existing character of the
neighborhood; and,
WHEREAS, on November 14, 2011, the Town of Vail Planning and Environmental
Commission held a public hearing on the application to amend the Town’s Zoning
Regulations and establish the Vail Village Townhouse District, in accordance with the
provisions of the Vail Town Code; and,
WHEREAS, the Town of Vail Planning and Environmental Commission forwarded a
recommendation of approval, with modifications, for the proposed Zoning Regulation
amendments to the Vail Town Council; and,
WHEREAS, the Vail Town Council finds and determines that the amendment is
consistent with the applicable elements of the adopted goals, objectives and policies
outlined in the Vail Comprehensive Plan and is compatible with the development objectives
of the town; and,
WHEREAS, the Vail Town Council finds and determines that the amendment to the
Town Code furthers the general and specific purposes of the Zoning Regulations; and,
WHEREAS, the Vail Town Council finds and determines that the amendment
promotes the health, safety, morals, and general welfare of the town and promote the
coordinated and harmonious development of the town in a manner that conserves and
enhances its natural environment and its established character as a resort and residential
community of the highest quality.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN
OF VAIL, COLORADO, THAT:
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Ordinance No. 2, Series of 2012 2
SECTION 1. Table of Contents, Title 12, Zoning Regulations, Vail Town Code, is
hereby amended in part as follows (text to be deleted is in strikethrough, text that is
to be added is bold, and sections of text that are not amended have been omitted):
Vail Village Townhouse (VVT) District 6J
SECTION 2. Section 12-2-2, Definitions, Vail Town Code, is hereby amended in
part as follows (text to be deleted is in strikethrough, text that is to be added is bold,
and sections of text that are not amended have been omitted):
TOWNHOUSE PROJECT: A building or group of associated buildings
consisting of multiple-family dwelling units designed as attached or
row dwellings that are treated as one entity for zoning purposes.
INDIVIDUALLY PLATTED TOWNHOUSE LOT: A portion of a townhouse
project that is subdivided and for zoning purposes is treated as a
separate entity from the remainder of the project.
SECTION 3. Section 12-4-1, Designated, Vail Town Code, is hereby amended in
part as follows (text to be deleted is in strikethrough, text that is to be added is bold,
and sections of text that are not amended have been omitted):
The following zone districts are established:
Vail Village Townhouse (VVT) District
SECTION 4. Chapter 12-6, Residential Districts, Vail Town Code, is hereby
established as follows (text that is to be added is bold):
ARTICLE J. VAIL VILLAGE TOWNHOUSE (VVT) DISTRICT
12-6J-1: PURPOSE:
The Vail Village Townhouse District is intended to provide sites for, and
maintain the unique character of, existing townhouse properties in the
Vail Village Master Plan area of the Town of Vail. The Vail Village
Townhouse district is intended to ensure adequate light, air, open
space, and other amenities commensurate with townhomes, and to
maintain the desirable residential and resort qualities of the zone
district by establishing appropriate site development standards.
Certain nonresidential uses are permitted as conditional uses, which
relate to the nature of Vail as a winter and summer recreation and year-
round community and, where permitted, are intended to blend
harmoniously with the residential character of the zone district.
This zone district was established to regulate existing townhome
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Ordinance No. 2, Series of 2012 3
properties that were legally nonconforming in the High Density Multiple
Family District. The Vail Village Townhouse District is meant to
encourage and provide incentives for redevelopment of existing
townhouse properties in accordance with the Vail Village Master Plan.
The incentives in this zone district include addressing both townhouse
projects and individually platted townhouse lots, reductions in lot area
standards, reductions in setbacks, increases in density, increases in
gross residential floor area (GRFA), reductions in landscaping area, and
changes in parking design requirements. More restrictive design
considerations have been applied to these properties in accordance
with the Vail Village Master Plan to maintain the unique character of
existing townhouse developments in Vail Village.
12-6J-2: PERMITTED USES:
The following uses shall be permitted in the VVT district:
Employee housing units, as further regulated by chapter 13 of
this title.
Multiple-family residential dwellings, including attached and row
dwellings and condominium dwellings.
12-6J-3: CONDITIONAL USES:
The following conditional uses shall be permitted in the VVT district,
subject to issuance of a conditional use permit in accordance with the
provisions of chapter 16 of this title:
Bed and breakfasts, as further regulated by section 12-14-18 of
this title.
Home child daycare facilities, as further regulated by section 12-
14-12 of this title.
Public buildings, grounds and facilities.
Public utility and public service uses.
Timeshare units.
12-6J-4: ACCESSORY USES:
The following accessory uses shall be permitted in the VVT district:
Home occupations, subject to issuance of a home occupation
permit in accordance with the provisions of section 12-14-12 of
this title.
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Ordinance No. 2, Series of 2012 4
Other uses customarily incidental and accessory to permitted or
conditional uses, and necessary for the operation thereof.
12-6J-5: LOT AREA AND SITE DIMENSIONS:
The minimum lot or site area for a townhouse project shall be ten
thousand (10,000) square feet of total site area. Each site shall have a
minimum frontage of twenty feet (20’).
The minimum lot or site area for individually platted townhouse lots
shall be two thousand (2,000) square feet of total site area, each site
shall have a minimum frontage of twenty feet (20’).
12-6J-6: SETBACKS:
The minimum setback shall be twenty feet (20’) from the front and rear
property lines. The minimum setback shall be twenty feet (20’) from the
side property lines, except the setback shall be zero feet (0’) from the
side property lines between attached dwelling units.
12-6J-7: HEIGHT:
For a flat roof, the height of buildings shall not exceed forty feet (40’).
For a sloping roof, the height of buildings shall not exceed forty three
feet (43’).
12-6J-8: DENSITY CONTROL:
The existing number of legally established units on a development site
or twenty-five dwelling units per acre of total site area, whichever is
greater, shall be allowed. A dwelling unit may include one attached
accommodation unit no larger than one-third (1/3) of the total floor area
of the dwelling.
12-6J-9: GROSS RESIDENTIAL FLOOR AREA:
Not more than one hundred twenty five (125) square feet of gross
residential floor area (GRFA) shall be permitted for each one hundred
(100) square feet of total site area. Dwelling units in this zone district
shall not be entitled to additional gross residential floor area under
Section 12-15-5: Additional Gross Residential Floor Area (250
Ordinance), or Section 12-15-4: Interior Conversions of this title. There
shall be no exclusion to gross residential floor area granted for
enclosed garage space within individual dwelling units as referenced in
Chapter 15 Gross Residential Floor Area.
12-6J-10: SITE COVERAGE:
Site coverage shall not exceed fifty five (55%) of the total site area.
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Ordinance No. 2, Series of 2012 5
12-6J-11: LANDSCAPING AND SITE DEVELOPMENT:
At least twenty percent (20%) of the total site area shall be landscaped.
12-6J-12: PARKING AND LOADING:
Off street parking and loading shall be provided in accordance with
chapter 10 of this title. Required parking legally established within the
street right-of-way may be continued subject to a revocable right-of-way
permit issued by the Town of Vail.
12-6J-13: COMPLIANCE BURDEN:
It shall be the burden of the applicant to prove by a preponderance of
the evidence before the Design Review Board and/or Administrator that
the proposed new construction, addition, or minor exterior alteration is
in compliance with the applicable elements of the Vail Village Master
Plan, Vail Village Urban Design Guide Plan, and the Vail Village Design
Considerations.
SECTION 5. Section 12-10-17-B, Lease Qualifications, Vail Town Code, is hereby
amended in part as follows (text to be deleted is in strikethrough, text that is to be
added is bold, and sections of text that are not amended have been omitted):
1. Any owner, occupant or building manager who owns, occupies or
manages ten (10) or more private parking spaces located in commercial core
1, commercial core 2, commercial core 3, high density multiple-family, Vail
Village Townhouse, public accommodations, Lionshead mixed use 1,
Lionshead mixed use 2, or special development zone districts and provides
sufficient parking for use by employees may apply to the administrator of the
town for a permit to lease parking spaces.
SECTION 6. Section 12-13-4, Requirements by Employee Housing Unit (EHU)
Type , Vail Town Code, is hereby amended in part as follows (text to be deleted is in
strikethrough, text that is to be added is bold, and sections of text that are not
amended have been omitted):
Type
III
Residential cluster
Low density multiple-family
Medium density multiple-
family
High density multiple-family
Vail Village Townhouse
Public accommodation
Commercial core 1
Commercial core 2
Commercial core 3
Commercial service center
Arterial business
Heavy service
Lionshead mixed use 1
Lionshead mixed use 2
Public accommodation 2
The EHU
may be
sold or
transferred
separately.
The EHU
is
excluded
from the
calculatio
n of
GRFA.
n/a
n/a
Per
chapter
10 of
this title
as a
dwelling
unit.
A. Dwelling
unit: 300 sq.
ft. minimum
and 1,200
sq. ft.
maximum.
B. Dormitory
unit: 200 sq.
ft. minimum
for each
person
occupying
the EHU.
The EHU is
excluded
from the
calculation
of density.
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Ordinance No. 2, Series of 2012 6
Ski base/recreation
Ski base/recreation 2
Special development district
Parking district
General use
SECTION 7. Section 12-15-2, GRFA Requirements By Zone District, Vail Town
Code, is hereby amended in part as follows (text to be deleted is in strikethrough,
text that is to be added is bold, and sections of text that are not amended have
been omitted):
Zone Districts
GRFA Ratio
GRFA Credits
(Added To Results Of
Application Of Percentage)
VVT
Vail Village Townhouse
1.35 of total site area None
SECTION 8. Section 12-15-3, Definition, Calculation, and Exclusions, Vail Town
Code, is hereby amended in part as follows (text to be deleted is in strikethrough,
text that is to be added is bold, and sections of text that are not amended have
been omitted):
B. Within The Residential Cluster (RC), Low Density Multiple-Family (LDMF),
Medium Density Multiple-Family (MDMF), High Density Multiple-Family
(HDMF), And Housing (H), and Vail Village Townhouse (VVT) Districts:
SECTION 9. Section 12-15-3, Definition, Calculation, and Exclusions, Vail Town
Code, is hereby amended in part as follows (text to be deleted is in strikethrough,
text that is to be added is bold, and sections of text that are not amended have
been omitted):
C. Within All Districts Except The Hillside Residential (HR), Single-Family
Residential (SFR), Two-Family Residential (R), Two-Family
Primary/Secondary (PS), Residential Cluster (RC), Low Density Multiple-
Family (LDMF), Medium Density Multiple-Family (MDMF), High Density
Multiple-Family (HDMF), And Housing (H), and Vail Village Townhouse
(VVT) Districts:
SECTION 10. Section 12-15-4, Interior Conversions, Vail Town Code, is
hereby amended in part as follows (text to be deleted is in strikethrough, text that is
to be added is bold, and sections of text that are not amended have been omitted):
B. Applicability: Within all zone districts except the single-family residential
(SFR), two-family residential (R), and two-family primary/secondary
residential (PS), and Vail Village Townhouse (VVT) districts, dwelling
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Ordinance No. 2, Series of 2012 7
units that meet or exceed allowable GRFA will be eligible to make interior
conversions provided the following criteria are satisfied:
1. Any existing dwelling unit shall be eligible to add GRFA, via the "interior
space conversion" provision in excess of existing or allowable GRFA
including such units located in a special development district; provided,
that such GRFA complies with the standards outlined herein.
2. For the purpose of this section, "existing unit" shall mean any dwelling
unit that has been constructed prior to August 5, 1997, and has received a
certificate of occupancy, or has been issued a building permit prior to
August 5, 1997, or has received final design review board approval prior
to August 5, 1997.
SECTION 11. Section 12-15-5, Additional Gross Residential Floor Area (250
Ordinance), Vail Town Code, is hereby amended in part as follows (text to be
deleted is in strikethrough, text that is to be added is bold, and sections of text that
are not amended have been omitted):
B. Applicability: The provisions of this section shall apply to dwelling units in
all zone districts except the single-family residential (SFR), two-family
residential (R), and two-family primary/secondary residential (PS), and Vail
Village Townhouse (VVT) districts.
SECTION 12. Section 12-24-1, Inclusionary Zoning, Vail Town Code, is
hereby amended in part as follows (text to be deleted is in strikethrough, text that is
to be added is bold, and sections of text that are not amended have been omitted):
B. This chapter shall apply to all new residential development and
redevelopment located within the following zone districts, except as provided
in section 12-24-5 of this chapter:
2. Vail Village Townhouse (VVT)
SECTION 13. Section 14-8-1 Site Development Standards, Inclusionary
Zoning, Vail Town Code, is hereby amended in part as follows (text to be deleted is
in strikethrough, text that is to be added is bold, and sections of text that are not
amended have been omitted):
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Ordinance No. 2, Series of 2012 8
Zone Districts
Max.
Density
EHU
Allowance
Min.
Building
Setbacks
Min. Deck
(Ground
Level)
Setback
Min. Deck
(Not Ground
Level)
Setback
Max.
Architectural
Projection
Into Setback
Max. Site
Coverage
Min.
Land-
scape
Area
Min. Lot Size
(Buildable Area In
Sq. Ft.)
Min.
Frontage
Min.
Square
Area
Max.
Building
Height
Parking And
Loading
Location
Residential Districts
VVT Vail
Village
Townhouse
Existing
number of
legally
established
units or 25
per acre of
total site
area.
Type III
and Type
IV, Type IV-
IZ, Type
VII-IZ
20’ front
20’ rear
20’ sides
0’
between
attached
dwelling
units
May project
not more
than the
lesser of
10' or 1/2
the
required
setback
May project
not more
than the
lesser of 5'
or 1/2 the
required
setback
4’ 55% 20% 10,000 sq. ft. for
comprehensive
development site;
2,000 sq. ft. for
individually platted
townhouse lots
20’ n/a 40' flat
roof
43'
sloping
roof
See title 12,
chapter 10 of
this code.
Existing
parking in
street right-of-
way may
continue
subject a
revocable right-
of-way permit.
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5/15/2012
Ordinance No. 2, Series of 2012 9
SECTION 14. 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 Vail 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 15. The Vail 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. The Council’s finding, determination and
declaration is based upon the review of the criteria prescribed by the Town Code of
Vail and the evidence and testimony presented in consideration of this ordinance.
SECTION 16. The amendment of any provision of the Town Code of Vail as
provided in this ordinance shall not affect any right which has accrued, any duty
imposed, any violation that occurred prior to the effective date hereof, any
prosecution commenced, nor any other action or 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 17. 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 1st day of May, 2012 and a
public hearing for second reading of this Ordinance set for the 15th day of May,
2012, at 6:00 p.m. in the Council Chambers of the Vail Municipal Building, Vail,
Colorado.
__________________
Andrew P. Daly, Mayor
ATTEST:
_________________________
Lorelei Donaldson, Town Clerk
INTRODUCED, READ, ADOPTED AND ENACTED ON SECOND READING AND
ORDERED PUBLISHED IN FULL this 15th day of May, 2012.
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5/15/2012
Ordinance No. 2, Series of 2012 10
__________________
Andrew P. Daly, Mayor
ATTEST:
_________________________
Lorelei Donaldson, Town Clerk
10 - 2 - 10
5/15/2012
1
Resolution No. 7, Series of 2012
RESOLUTION NO. 7
Series of 2012
A RESOLUTION AMENDING CHAPTER VII, VAIL VILLAGE SUB-AREAS, EAST
GORE CREEK SUB-AREA (#6), VAIL VILL AGE MASTER PLAN TO INCLUDE
RECOMMENDATIONS RELATED TO A NEW VAIL VILLAGE TOWNHOUSE (VVT)
DISTRICT, AND SETTING FORTH DETAILS IN REGARD THERETO.
WHEREAS, Chapter VIII, Implementation and Amendment, Vail Village Master
Plan, sets forth the procedures for amending the Town’s Zoning Regulations; and,
WHEREAS, the adoption of the Vail Village Townhouse (VVT) District
necessitates associated updates to the Vail Village Master Plan; and,
WHEREAS, the purpose of the amendments is to establish recommendations
and design considerations for the redevelopment of existing townhouse properties in
Vail Village; and,
WHEREAS, the purpose of the amendments is to preserve the existing character
of the townhouse properties in Vail Village and to preserve the existing character of the
neighborhood; and,
WHEREAS, on November 14, 2011 the Town of Vail Planning and
Environmental Commission held a public hearing on the application to amend the
Town’s Zoning Regulations and establish the Vail Village Townhouse District and
associated amendments to the Vail Village Master Plan; and,
WHEREAS, the Town of Vail Planning and Environmental Commission
forwarded a recommendation of approval, with modifications, for the proposed Vail
Village Master Plan amendments to the Vail Town Council; and,
WHEREAS, the Vail Town Council finds and determines that the amendments
are consistent with the applicable elements of the adopted goals, objectives and policies
outlined in the Vail Comprehensive Plan and is compatible with the development
objectives of the town; and,
WHEREAS, the Vail Town Council finds and determines that the amendment to
the Vail Village Master Plan furthers the general and specific purposes of the plan; and,
WHEREAS, the Vail Town Council finds and determines that the amendments
promote the health, safety, morals, and general welfare of the town and promote the
coordinated and harmonious development of the town in a manner that conserves and
enhances its natural environment and its established character as a resort and
residential community of the highest quality.
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5/15/2012
2
Resolution No. 7, Series of 2012
NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE
TOWN OF VAIL, COLORADO THAT:
SECTION 1. Chapter VII, Vail Village Sub-Areas, East Gore Creek Sub-Area
(#6), Vail Village Master Plan, is hereby amended in part as follows (text to be
deleted is in strikethrough, text that is to be added is bold, and sections of text
that are not amended have been omitted):
EAST GORE CREEK SUB AREA (#6)
A number of the earliest projects developed in Vail are located in the East
Gore Creek Sub-Area. Development in this area is exclusively multi-family
condominium and townhouse projects with a very limited amount of
support commercial. Surface parking is found at each site, which creates a
very dominant visual impression of the sub-area.
While the level of development in East Gore Creek is generally greater
than that allowed under existing zoning, this area has the potential to
absorb density without compromising the character of the Village. These
This developments could be accommodated by partial infills of existing
parking areas balanced by greenspace additions or through increasing the
height of existing buildings (generally one story over existing heights). In
order to maintain the architectural continuity of projects, additional density
should be considered only in conjunction with the comprehensive
redevelopment of projects or individual units. There are several
townhouse properties within this sub-area which were platted and/or
constructed under Eagle County jurisdiction. These townhouse
properties are nonconforming with the many of development
standards (including, but not limited to density, gross residential
floor area, setbacks, site coverage, landscape area) of the High
Density Multiple Family (HDMF) District. It is recommended that
greater flexibility with the development standards may be necessary
to allow these townhouse projects to redevelop. This flexibility may
be achieved through the rezoning to the Vail Village Townhouse
(VVT) District. However, the granting of variances from the HDMF
District or rezoning to the Vail Village Townhouse (VVT) District
should consider potential impacts to the character of the
neighborhood.
Clearly, one of the main objectives to consider in the redevelopment of
any property should be to improve existing parking facilities. This includes
satisfying parking demands for existing and additional development as
well as design considerations relative to redevelopment proposals. The
opportunity to introduce below grade structured parking will greatly
improve pedestrianization and landscape features in this area. This should
be considered a goal of any redevelopment proposal in this sub-area.
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5/15/2012
3
Resolution No. 7, Series of 2012
Development or redevelopment of this sub-area may will attract additional
traffic and population into this area and may have significant impacts upon
portions of Sub-Areas 7 and 10.
There are several existing townhouse properties in the East Gore
Creek Sub-Area , including the Vail Townhouse Condominiums, Vail
Row Houses, Vail Trails Chalet, Vail Trails East, and Texas
Townhomes. These design considerations provide
recommendations for the redevelopment of these properties. The
purpose of these design considerations is to preserve the unique
character of the existing townhouse properties in Vail Village.
Redevelopment should be consistent with the existing pedestrian-
oriented, urban character of Vail Village. All demo/rebuild and new
construction projects in the Vail Village Townhouse District shall
comply with these guidelines. It is understood that renovations to
existing buildings may be unable to fully comply with some of these
design considerations. Redevelopment to existing buildings will be
evaluated on a case-by-case basis, with determination of compliance
based upon whether the renovation to an existing building meets the
general intent of these design considerations.
A. Zoning: The existing townhouse properties in the East Gore Creek
Sub-Area including the Vail Townhouse Condominiums, Vail Row
Houses, Vail Trails Chalet, Vail Trails East, and Texas Townhomes
should be rezoned from the High Density Multiple-Family (HDMF)
District to the Vail Village Townhouse (VVT) District.
B. Development Pattern: Townhouse properties in the East Gore
Creek Sub-Area should exhibit the appearance and characteristics of
a residential row style development. Buildings should face the street
and appear to be a series of proportionally sized, individual dwelling
units occupying the space from the ground to the roof that are
attached inline by shared side walls. Buildings should exhibit these
characteristics regardless of ownership patterns or the horizontal
and vertical subdivision of properties, and should create a perceived
dwelling unit occupying the space within a building from the ground
to the roof.
C. Architectural Theme: The existing architectural and aesthetic
character of the townhouse properties in Vail Village shall be
preserved.
1. Units: The architectural theme of each dwelling unit or
perceived dwelling unit (occupying the space within a building
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5/15/2012
4
Resolution No. 7, Series of 2012
from the ground to the roof) shall be expressed on all sides of
that unit to create an architecturally integrated unit.
2. Buildings: Townhouse buildings shall express an
architectural theme of either uniformity or individuality. To
portray architectural and aesthetic integrity, a combination of
both themes within a single building is discouraged.
a. Uniformity: Townhouse buildings may express a
singular, unified architectural theme in which every
perceived dwelling unit (occupying the space from
ground to the roof) in a building is composed of
substantially the same exterior design, materials,
textures, and colors.
b. Individuality: Townhouse buildings may express an
individualistic architectural theme in which each
perceived dwelling unit (occupying the space from
ground to the roof) in a building varies in exterior
design, materials, textures, and colors; so that abutting
units do not have the same architectural treatment. This
expression of individuality among units must be
balanced with the character of the adjacent units and
the building as a whole.
D. Building Form and Massing: Buildings shall step back from the
front property line to create the appearance of a two-story façade
along the street. For the purposes of these design considerations, a
story is considered the space between the surface of any floor and
the next floor or ceiling above, not exceeding 11 feet in height.
The front façade of the first floor or street level and the second floor
shall be located within 20 to 28 feet of the front property line. The
front façade of the third floor and any floors above shall step back 6
to 10 feet from the façade of the second floor below.
E. Street Edge: Front façade shall be generally parallel to the street
and form a strong, but irregular edge to the street. Front façades
shall generally align with adjacent units and buildings to create a
sense of street enclosure and continuity, but shall have enough
offset between units and buildings to create visual interest.
F. Façade: To reduce the appearance of building height and mass,
and to create a residential scale and character, all façades shall
incorporate vertical and horizontal articulation to reduce the
appearance of building height and mass and to foster the
10 - 3 - 4
5/15/2012
5
Resolution No. 7, Series of 2012
appearance of a residential neighborhood. Façades should
incorporate doors, decks, porches, balconies, fenestration, recesses,
bay windows, ornamentation, and other traditional residential
architectural elements. No façade shall appear to be a large
unbroken plane. To preserve the existing pedestrian scale and
residential character of the neighborhood, dwelling unit entries are
encouraged on the front of the building; however, garage entries are
strongly discouraged on the front façade.
G. Cantilevers: On the front façade, floor area cantilevered more than
three feet beyond the level below is strongly discouraged.
Cantilevered floor areas shall not be stacked or cantilevered atop
one another.
H. Roof Pitch: The primary roof form should be sloping with pitches
from 3:12 to 4:12. Secondary roofs should be sloping with pitches
from 6:12 to 9:12. Flat roofs may have limited use as secondary
roofs for decks and mechanical equipment areas. Mansard roofs
create the perception of additional bulk and mass and are
inconsistent with the architectural character of the existing
townhouse properties and the existing neighborhood. Therefore,
mansard roofs are discouraged.
I. Roof Ridge: The primary roof ridges shall be parallel with the front
façade of the building and should be oriented to not shed snow or
rain onto adjacent properties. To create visual interest and to reduce
the perception of building bulk and mass, roofs shall not create the
appearance of continuous ridges between units or buildings. Roof
ridges should be articulated by stepping in elevation and varying
from front to rear. Dormers and other secondary roof forms may
also be used minimize the perception of a continuous ridge.
J. Fences and Site Walls: Privacy fences and walls along the street
are discouraged, except to screen trash areas, utility equipment, and
other similar items.
K. Landscaping: Landscaping should be used to create privacy and
to soften the visual transition from roadways and parking areas to
the building façades.
L. Deck Rails: Deck rails shall be designed to minimize the
perception of additional building bulk and mass. Deck rails should
incorporate transparency, material changes, and stepping in
alignment from other building elements. Solid railings that appear to
extend the exterior wall material from below are discouraged.
10 - 3 - 5
5/15/2012
6
Resolution No. 7, Series of 2012
M. Parking: Off-street parking should be located on at-grade surface
driveways or in below grade shared parking structures. Off-street
parking should not be accommodated with individual or shared
garages, carports, or parking structures on the first floor or street
level.
#6-1 Residential Infill Texas Townhomes/Vail Trails
Additional floor or residential development over what is existing. Additional
density to be considered only in conjunction with a comprehensive
redevelopment of each project. To encourage redevelopment and to
maintain the existing character of the neighborhood, the Vail Village
Townhouse (VVT) District was established to grant additional gross
residential floor area over what was allowed under High Density
Multiple Family (HDMF) District zoning. A key factor in the
redevelopment of these properties will be to relocate required parking in
underground structures or a single unified structure serving all
adjacent properties. This will allow for increased landscaping and overall
improvements to pedestrian ways to create a park-like setting on the
surface in this area. Redevelopment shall maintain the existing
character of the neighborhood, with the appearance of two to three
story buildings along the street elevation. In all cases, the mature
pines along Gore Creek shall be maintained. Stream impact must be
considered. Special emphasis on 1.2, 2.3, 2.6, 3.1, 5.1, 6.2.
#6-2 Manor Vail
Possible residential infill on portions of existing surface parking area and
additional floor to the two northern most buildings adjacent to Gore Creek.
Infill project must include addition of greenspace adjacent to East Mill
Creek and other adjoining pedestrian areas. Height of structure shall be
limited to prevent impacts on view to the Gore Range from Village core
and Vail Valley Drive. Present and future parking demand to be met on
site. Traffic considerations must be addressed. Special emphasis on 1.2,
2.3, 2.6, 3.1, 4.1, 5.1, 6.1
#6-3 Vail Row Houses
To encourage redevelopment, the Vail Village Townhouse (VVT)
District was established to grant additional gross residential floor
area over what was allowed under High Density Multiple Family
(HDMF) District zoning. Where possible, driveway widths shall be
minimized and areas for landscaping increased. Surface parking
shall be improved when redevelopment occurs using high quality
landscape paver treatments and the current post and chain parking
delineation shall be replaced with other methods to identify private
parking. Redevelopment shall maintain the existing character of the
neighborhood, with the appearance of two to three story buildings
10 - 3 - 6
5/15/2012
7
Resolution No. 7, Series of 2012
along the street elevation. Improvements to the Gore Creek stream
corridor, consistent with Town policies, shall be considered with
redevelopment applications. Special emphasis on 1.2, 2.3, 2.6, 3.1,
5.1, 6.2.
INTRODUCED, PASSED AND ADOPTED at a regular meeting of the
Town Council of the Town of Vail held this 15th day of May, 2012.
__________________
Andrew P. Daly, Mayor
ATTEST:
_________________________
Lorelei Donaldson, Town Clerk
6-3
10 - 3 - 7
5/15/2012