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HomeMy WebLinkAbout2012-06-05 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL WORK SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 11:00 A.M., JUNE 5, 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. Public comments on work session item may be solicited by the Town Council. 1. ITEM/TOPIC: DRB/PEC update (15 min.) PRESENTER(S): Warren Campbell 2. ITEM/TOPIC: Fire Station 2 Renovation Discussion (30 min. ) PRESENTER(S): Mark Miller/Greg Hall/Bill Pierce from Pierce Architects ACTION REQUESTED OF COUNCIL: Staff is requesting that Council review and consider the information presented regarding the renovation of Main Vail Fire Station 2, including design and programming. Information includes advantages of moving the renovation to late 2012 in lieu of 2013 due to a variety of operation/functional/financial issues. BACKGROUND: The renovation of Fire Station No. 2 has been discussed and/or deferred for many years. Station 2 is significantly beyond its useful life in regards to basic infrastructure/systems, and in need of substantial repairs and maintenance. There is $1.75 million in the 2013 budget as part of the five year capital plan for renovation of Fire Station 2. Due to several significant projects including: municipal building construction, golf course clubhouse renovation, library renovation, etc., it has become apparent that moving the station renovation to 2012 would be prudent and advantageous for the town (see memo). As a matter of due diligence, much research has been completed to date, including: conceptual design/engineering, construction estimates, building structural evaluation, PEC and DRB conceptual review, etc. to verify feasibility of the project. STAFF RECOMMENDATION: Town staff is recommending that Council approve moving forward with final design and engineering and eliciting bids for construction to begin in early September, pending final approval by Council. Additionally staff is recommending to Council: *Approval of $100,000 to complete the design and solicit bids, with anticipated award in August, advancing the project ahead by four months; *Review the project plans and provide approval to seek final DRB approval (June 6th); *Provide input with regard to using the old Resident Firefighter space on the second floor as employee housing units (or temporary office space if needed). 3. ITEM/TOPIC: Commission on Special Events (CSE), Vail Local Housing 6/5/2012 Authority (VLHA) and Vail Local Licensing Authority (VLLA) interview appointments to fill vacancies on each board. (45 min.) PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: Staff requests the Town Council interview each applicant for each board at the work session meeting and appoint new members to each board at the evening meeting. BACKGROUND: There is one vacancy on the CSE, one vacancy on the VLHA and two vacancies on the VLLA. CSE: Members of the CSE serve at the will of the Town Council. The CSE shall support the Council's goals and objectives and makes decisions in alignment with the Council's marketing direction. The mission of the CSE is to support special events for vitality, year-round fun, sense of community and increased quality of experience for guests and residents. The town received four applications for the CSE vacancy. The Council shall interview each applicant at the work session and then appoint one applicant to serve on the CSE at the evening meeting. The term of this appoint completes a term by a member who left the CSE and the term ends December 31, 2012. The applicants are: William "Barry" Davis Sarah Franke John O'Neill Nicole Whitaker VLHA: Applicants must be full-time, year-round residents of Eagle County who either are residents of the Town of Vail or work for a business holding a Town of Vail business license. Authority members must have a proven ability to be an effective advocate for a full range of housing projects and be able to promote a vision for local employee housing that has been approved of by the majority of the Authority. The role of Authority members is to act as Board of Directors for the business of the Vail Local Housing Authority. The duties may include Budget Approval, Adopting Policies, Advocacy, Staff Oversight, Strategic and Long-Term Planning, Setting Development and Acquisition Parameters and potentially managing the existing Town of Vail deed-restricted housing inventories. Technical experience in one of the following areas is also desirable: Financing of Large Projects, Development, Construction/Construction Management, Planning, Design, or Legal. The Town received two applications. Scott Ashburn Tom Schlader VLLA: Applicants to the VLLA must be citizens of the United States, qualified electors of the Town of Vail and have resided in the Town of Vail for not less than two years preceding appointment and shall have no direct financial interest in any license to sell alcoholic beverage or any location having any such license. Duties of the five-member board include review of all Town of Vail liquor license applications. There is currently two vacancies on the VLLA. The town received three (3) applications for the vacancies. Staff requests Council interview each applicanat at the work session and then appoint two members to the VLLA at the evening meeting. The terms of the appointments run from June, 2012 to June, 2014. The incumbent member is asterisked. The applicants are: Josh Carbo Peter Dunning Michael Hannigan* 6/5/2012 4. ITEM/TOPIC: Council Lunch Break (30 min. ) 5. ITEM/TOPIC: 2011- 2012 Winter Parking Season Overview (30 minutes) PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Provide any direction to staff with regard to the information presented as the staff prepares to return to the council regarding the 2012-2013 parking policy discussion. BACKGROUND: The staff annually provides an overview of the parking statistics of the past winter season in anticipation of preparing for the policy discussion for the upcoming season. STAFF RECOMMENDATION: Provide direction to staff with regard to information needed as the staff prepares to return to the Council regarding the 2012-2013 parking policy discussion. 6. ITEM/TOPIC: Vail Golf and Nordic Center Project update (45 minutes) PRESENTER(S): Greg Hall; Pedro Campos, Dave Kaselak & David Baum with Zehren and Associates and Mike Ortiz with the Vail Recreation District ACTION REQUESTED OF COUNCIL: Review the project plans to date, review the project cost estimates and budget, review the project schedule BACKGROUND: The Town of Vail (TOV) initiated the Vail Golf and Clubhouse project through the use of the Conference Center Funds. Initial design work was prepared by Pierce Architects as a sketch plan as part of the decision to initiate the Conference Center Funds ballot issue. The question to use Conference Center Funds was strongly supported by the Vail electorate 80% voting in favor. The project is jointly funded project between the Town of Vail (TOV) and the Vail Recreation District (VRD). Zehren and Associates was hired by the Town to design the project. The two staffs and the TOV and VRD recreation subcommittee have been working with the design team to review program and planning of the new space. The design were estimated by RA Nelson a local general contractor to provide pre-construction services for the project. We are in front of the Town Council to provide an update on the plans, cost estimates and budget and project schedule. STAFF RECOMMENDATION: Direct Staff to continue to pursue the recommended design of 5.2 and make the budget adjustments as originally planned in the 2013 budget process. 7. ITEM/TOPIC: Update to the Town Council regarding the Ford Park PEC Development Plan approval, project budget, cost estimate and schedule. (30 minutes) PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Staff is asking Council to provide comments in regards to the Ford Park budget and cost estimate. 6/5/2012 BACKGROUND: The Ford Park Development Plan was approved by the PEC on May 21, 2012. The final DRB presentation and request for approval is scheduled for June 6, 2012. Construction Documents for Phase 1 improvements are scheduled to be released for bidding on June 29, 2012. Currently, the cost estimate for Phase 1 improvements are $1.2 M over the $6.3 M budget. The attached Memorandum outlines the source of the additional costs and suggest how they may be accomodated in moving forward to a projected mid to late August 2012 construction start date. STAFF RECOMMENDATION: Staff recommends the Town Council consider the use of $427 K of currently budgeted RETT funds for the Ford Park Conference Center Fund project. Staff also recommends the Town Council direct the staff to bid portions of the improvements as Add Alternates to the base bid in order to obtain final constructin costs for the improvements. 8. ITEM/TOPIC: Information Updates and Attachments: 1) Xcel Energy tax collection error; 2) Vail Library Memo; 3) Revenue Highlights 060512; and 4) April Sales Tax. (15 min.) PRESENTER(S): Various 9. ITEM/TOPIC: Matters from Mayor and Council: Council Committee Reports (15 min.) PRESENTER(S): Council 10. ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(a)(b) (e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Discussion concerning negotiations regarding Ever Vail; 2) Redevelopment Agreement; 2) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Crown Castle Agreement. (80 min.) PRESENTER(S): Matt Mire 11. ITEM/TOPIC: Adjournment (4:35 p.m.) NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) -------------------- THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, JUNE 19, 2012 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Information Updates: Traffic on Vail Valley Drive memo; Ford Park Venue & Noise memo; March All Store Same Store - 6/19 Ford Park discussion re: venue, use, noise, etc. - Todd O./Greg H. - 30 min. - WS - 6/19 or 7/3 The Sebastian, SDD #6, 2nd reading - Rachel - 30 min. - ES - 6/19 6/5/2012 2nd reading of rezoning of Golfcourse Clubhouse and Text Amendment Title 12- Com Dev - ES - 30 min. - 6/19 Comcast Audit Update - Ron B/Matt M/Comcast Rep - ES - 10 min. - 6/19 Municipal Site Redevelopment discussion - George R. - WS - 60 min. - 6/19 Approval of Contractor for Muni Site Redevelopment - George R. - ES - 30 min. - 6/19 Housing EHU Exchange Program - Nina - ES - 60 min. - 6/19 Municipal Site Redevelopment - George - WS/ES - 60 min. - 6/19 Voter Poll Survey Results - David Flaherty - ES - 6/19 - 45 min. Lionshead Shuttle (Welcome Center site) Discussion and Update - Greg H. - 6/19 or 7/3- 30 min. Liquor Licensing discussion for TOV buildings and land with TC - Greg Hall/Matt Mire- WS - 30 min. - 6/19 Election: Charter changes - Matt Mire -TBD - 6/19 or 7/17 TBD: RETT Discussion - Kathleen H. - WS - 20 min. - 7/3 Budget Timetable - Kathleen H. - WS - 10 min. - 7/3 Seconded Supplemental - Kathleen H. - ES - 30 min. - 7/3 Community Solar Farm/Clear Energy Collective - Kristin B. - WS - 20 min - TBD Wayfinding Update - Greg H. - 20 min. - WS - 7/3 Strategic Plan Update - Staff - WS - 7/3 - 30 min. Public Parking Policy Discussion Greg H. - WS - 30 min. - 7/17 Bob McKown recognition of service for 8 yrs on Liquor Board and CSE - 7/17 Ford Park Planning Contract Award- Todd O./Greg H. - 30 min. - ES - 8/7 Parking Operational Review and Policy Discussion - Greg Hall - WS - 30 min. - TBD Open Space Discussion with Toby Sprunk, Eagle County Open Space Director - TBD View Corridor Tree Guidelines discussion - George R. - 30 min. - WS - TBD Housing Fee in Lieu Discussion - TBD Gore Creek Water Quality Update - Bill Carlson - TBD Comcast Discussion - Ron Braden/Matt Mire 60 min. - TBD Outdoor Display Goods - George Ruther - TBD Historic District - TBD Sister City discussion - TBD Review of Inclusionary Zoning and Housing Strategic Plan - George R - WS - 60 min. -TBD 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: DRB/PEC update PRESENTER(S): Warren Campbell ATTACHMENTS: DRB Results May 16, 2012 PEC Results May 21, 2012 6/5/2012 Page 1 DESIGN REVIEW BOARD AGENDA PUBLIC MEETING May 16, 2012 Council Chambers 75 South Frontage Road West - Vail, Colorado 81657 **Order and times of agenda items are subject to change** MEMBERS PRESENT MEMBERS ABSENT Brian Gillette Libby Maio Andy Forstl Tom DuBois Rollie Kjesbo PROJECT ORIENTATION 12:30pm SITE VISITS 1. VVMC – 181 West Meadow Drive 2. Sitzmark at Vail- 183 Gore Creek Drive 3. Creekside Condominiums- 223 Gore Creek Drive 4. One Willow Bridge- 1 Willow Bridge Road 5. Zuckerman Residence- 3801 Lupine Drive 6. Scott Residence- 4898 Meadow Lane 7. Kuppinger Residence- 1699 Buffehr Creek Road 8. Weltner Residence- 1677 Buffehr Creek Road 9. Apex of Vail- 2211 North Frontage Road West MAIN AGENDA 3:00pm 1. Vail Valley Medical Center DRB120140 / 10 minutes Warren Final review of a minor exterior alteration (reroof) 181 West Meadow Drive / Lot E & F, Vail Village Filing 2 Applicant: Vail Clinic, represented by Brice Jackson ACTION: Tabled to June 6, 2012 MOTION: Gillette SECOND: Forstl VOTE: 4-0-0 2. Apex of Vail DRB120119 / 15 minutes Rachel Final review of minor exterior alteration (façade and porte cochere) 2211 North Frontage Road West (Holiday Inn)/ Lot 1, Vail Das Schone Filing 3 Applicant: Bharat Bhakta, represented by Sig Bjornson II ACTION: Approved with condition(s) MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 CONDITIONS: 1. The applicant shall install a wood pool fence painted to match the brown wood on the building. 2. The applicant shall submit a building permit application depicting the railing at the commercial area surrounded by wood with mesh in the middle. 3. Scott Residence DRB120109 / 15 minutes Bill Final review of new construction (two-family residence) 4898 Meadow Lane/Lot 15, Block 7, Bighorn Subdivision 5th Addition Applicant: Mark J. and Jacqueline K. Scott, represented by David Irwin ACTION: Tabled to June 6, 2012 MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 1 - 1 - 1 6/5/2012 Page 2 4. Creekside Condominiums DRB120141 /10 minutes Rachel Final review of a minor exterior alteration (repaint rails) 223 Gore Creek Drive / Block 5B, Vail Village Filing 1 Applicant: Creekside Condominium Owner Association, represented by Mark Hallenbeck ACTION: Approved MOTION: Forstl SECOND: Kjesbo VOTE: 3-0-1 (DuBois Recused) 5. Kuppinger Residence DRB120110 / 15 minutes Bill Final review of new construction (single family residence) 1699 Buffehr Creek Road/Lot 4 Eleni Zneimer Subdivision Applicant: Dr. Jordan Kuppinger, represented by David Irwin ACTION: Approved with condition(s) MOTION: Kjesbo SECOND: Gillette VOTE: 4-0-0 CONDITIONS: 1. The applicant shall submit a building permit depicting all retaining walls as either keystone block matching the existing retaining walls or boulders. 6. Tafalla Properties Inc. Residence DRB120091 / 10 minutes Rachel Final review of addition (living room, bedrooms) 1042 Eagles Nest Circle/Lot 2, Block 1, Vail Village Filing 8 Applicant: Tafalla Properties Inc., represented by Crossroads Vail ACTION: Approved with condition(s) MOTION: Kjesbo SECOND: Gillette VOTE: 4-0-0 CONDITIONS: 1. The applicant shall locate all new trees to be planted a minimum of ten feet off property line, which shall be depicted on the building permit application. 7. Weltner Residence DRB120116 / 10 minutes Rachel Final review of new construction (single family residence) 1677 Buffehr Creek Road/Lot 1, Eleni Zneimer Subdivision Applicant: Westport Nall Inverstors LP, represented by Scott Turnipseed ACTION: Approved MOTION: Kjesbo SECOND: Gillette VOTE: 4-0-0 8. Sitzmark at Vail DRB120128 / 10 minutes Bill Final review of a minor exterior alteration (reroof) 183 Gore Creek Drive (Sitzmark Lodge) / Lot A, Block 5B, Vail Village Filing 1 Applicant: Sitzmark at Vail, represented by Mark Donaldson ACTION: Approved MOTION: Forstl SECOND: Kjesbo VOTE: 3-0-1 (DuBois Recused) 9. Zuckerman Residence DRB120148 / 15 minutes Bill Conceptual review of new construction (two-family residence) 3801 Lupine Drive/ Lot 3, Bighorn Subdivision 2nd Addition Applicant: Budd Zuckerman, represented by Kurt Segerberg ACTION: Conceptual, no vote 10. One Willow Bridge DRB120117 / 15 minutes Rachel Final review of a minor exterior alteration (commercial façade and landscaping) 1 Willow Bridge Road (One Willow Bridge)/Lot 2, Sonnenalp Subdivision Applicant: One Willow Bridge Commercial LLC, represented by Sharon Cohn ACTION: Approved with condition(s) MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 CONDITIONS: 1 - 1 - 2 6/5/2012 Page 3 1. For all windows surrounded by stone veneer, the applicant shall install the window at least six inches inset from the face of the stone. 11. Riva Ridge South Condominiums DRB120097 / 10 minutes Rachel Final review of a minor exterior alteration (shutters) 114 Willow Road (Riva Ridge South)/Lot 7 Block 6 Vail Village Filing 1 Applicant: Riva Ridge South Condominiums, represented by Tim Hargreaves ACTION: Approved MOTION: Forstl SECOND: Kjesbo VOTE: 4-0-0 12. Vail Fire Station No. 2 DRB120121 / 10 minutes Bill Final review of an addition (stair tower and façade) 42 West Meadow Drive/Part of Lots H and I, Vail Village Filing 2 Applicant: Town of Vail, represented by Pierce Architects ACTION: Tabled to June 6, 2012 MOTION: Kjesbo SECOND: Gillette VOTE: 4-0-0 13. Town of Vail DRB120149 / 10 minutes Bill Final review of changes to approved plans (boiler enclosure) 600 West Lionshead Circle / Unplatted Applicant: Town of Vail, represented by Tom Kassmel ACTION: Approved MOTION: Forstl SECOND: Kjesbo VOTE: 4-0-0 STAFF APPROVALS McHugh Revocable Trust DRB12108 Warren Final review of a minor exterior alteration (windows, shutters, stone) 4014 Bighorn Road/Lot 1, Gore Creek Park Subdivision Applicant: McHugh Revocable Trust, represented by Nedbo Construction Prince Victoria LLLP DRB120118 Warren Final review of changes to approved plans (deck, trash enclosure, retaining walls) 616 Forest Road/Lot 5, Block 1, Vail Village Filing 6 Applicant: Prince Victoria LLLP, represented by Scott Turnipseed Azcarraga Residence DRB120127 Warren Final review of minor exterior alteration (windows) 4500 Meadow Drive, Unit 301 / Unplatted Applicant: East Vail Realty Holdings LLC, represented by Julie Spinnato Chalets at the Lodge at Vail HOA DRB120129 Warren Final review of a minor exterior alteration (repaint) 151 Vail Lane / Lot ABC, Block 5C, Vail Village Filing 1 Applicant: Chalets at the Lodge at Vail HOA, represented by V. Charles Viola The Wren Association DRB120130 Warren Final review of a minor exterior alteration (deck) 500 South Frontage Road / Unplatted Applicant: The Wren Association, represented by Ben Arellano Nina McLemore DRB120132 Rachel Final review of a sign application (business identification) 183 Gore Creek Drive / Lot A, Block 5B, Vail Village Filing 1 Applicant: Robert Fritch, represented by Katie Fiedler 1 - 1 - 3 6/5/2012 Page 4 Alfond Residence DRB120133 Warren Final review of a minor exterior alteration (a/c condenser) 44 Willow Road / Lot 9, Block 6, Vail Village Filing 1 Applicant: Theodore Alfond, represented by Climate Control Company of Glenwood Springs Frein Residence DRB120134 Warren Final review of a minor exterior alteration (wall cap and stucco) 798 Potato Patch Drive / Lot 8, Block 1, Vail Potato Patch Applicant: Jim Frein, represented by Michael Hazard All Seasons Condos DRB120135 Warren Final review of a minor exterior alteration (repaint) 434 Gore Creek Drive / Lot B, Block 3, Vail Village Filing 5 Applicant: All Seasons Condos Association, represented by Larry Barnes Buffehr Creek Condominiums DRB120137 Warren Final review of a minor exterior alteration (windows, railings) 1870 Meadow Ridge Road / Lot 8, Buffehr Creek Applicant: Buffehr Creek Condominiums Association, represented by Vern Brock Lodge at Vail DRB120138 Warren Final review of a minor exterior alteration (windows) 174 Gore Creek Drive / Lot A,B,C, Block 5C, Vail Village Filing 1 Applicant: Lodge at Vail Apartment Condominium Association, represented by Matt Haire Hoyt/Young Residence DRB120142 Tom Final review of a minor exterior alteration (landscaping) 2764 South Frontage Road West/Parcel A, Stephens Subdivision Applicant: Brian D. Hoyt and Louise C. Young Telemark Townhouses DRB120143 Tom Final review of a minor exterior alteration (landscaping) 1083 Lions Ridge Loop/Lot B1, Block B, Lions Ridge Filing 1 Applicant: Telemark Townhouses Condominium Association Ginsberg Residence DRB120144 Tom Final review of a minor exterior alteration (landscaping) 3967 Lupine Drive/Lot 1B, Block 1, Bighorn Subdivision 1st Addition Applicant: Stuart and Lisa Ginsberg Kerr Residence DRB120146 Warren Final review of a minor exterior alteration (entry, deck) 1395 Westhaven Drive/Lot 52, Glen Lyon Subdivision Applicant: Tripp Kerr, represented by John Krueger Myhren Residence DRB120147 Warren Final review of a minor exterior alteration (deck) 760 Potato Patch Drive, Unit B/Lot 5, Block 1, Vail Potato Patch Applicant: Victoria Myhren, represented by John Krueger The applications and information about the proposals are available for public inspection during regular business hours in the Town of Vail Community Development Department, 75 South Frontage Road West. Please call 479-2138 for information. Sign language interpretation is available upon request with 24 hour notification. Please call 479-2356, Telephone for the Hearing Impaired, for information. 1 - 1 - 4 6/5/2012 Page 1 PLANNING AND ENVIRONMENTAL COMMISSION May 21, 2012 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road W. - Vail, Colorado, 81657 **Order and times of agenda items are subject to change** MEMBERS PRESENT MEMBERS ABSENT Susan Bird Pam Hopkins Luke Cartin Michael Kurz Bill Pierce Henry Pratt John Rediker 20 minutes 1. A request for a variance from Chapter 14-5, Parking Lot and Parking Structure Design Standards for All Uses, Vail Town Code, pursuant to Section 14-1-5, Variances, Vail Town Code, to allow for deviations from the parking lot landscaping provisions, and a request for a variance from Section 14-6-7, Retaining Walls, Vail Town Code, pursuant to Section 14-1-5, Variances, Vail Town Code, to allow for deviations from the retaining wall height limits, located at 530, 540, and 580 South Frontage Road East (Ford Park)/ Unplatted, and setting forth details in regard thereto. (PEC120024) Applicant: Town of Vail Planner: Bill Gibson ACTION: Approved with Condition(s) MOTION: Kurz SECOND: Rediker VOTE: 6-0-0 CONDITIONS: 1. This variance approval is contingent upon the applicant obtaining Town of Vail approval of the associated design review applications. This item was reviewed concurrently with item #2. 60 minutes 2. A request for the review of amendments to a conditional use permit, pursuant to Section 12-16- 10, Amendment Procedures, Vail Town Code, to allow for the construction of various improvements at Ford Park (realignment of athletic fields, new restroom and concession buildings, new covered outdoor terrace, Gerald R. Ford Amphitheater renovations, park entrance improvements, Betty Ford Alpine Garden welcome center, streetscape improvements, etc.) located at 530, 540, and 580 South Frontage Road East/ Unplatted, and setting forth details in regard thereto. (PEC120003) Applicant: Town of Vail Planner: Bill Gibson ACTION: Approved with Condition(s) MOTION: Kurz SECOND: Cartin VOTE: 4-2-0 (Pratt & Rediker opposed) CONDITIONS: 1. This conditional use permit approval is contingent upon the applicant obtaining Town of Vail approval of the associated design review applications. 1 - 2 - 1 6/5/2012 Page 2 Bill Gibson made a presentation per the Staff memorandum. He clarified that the applicant does not need a landscape variance for the parking lot. Todd Oppenheimer made a presentation to provide an overview of the project, an update on discussions with CDOT concerning a relocated helipad, and an update on the changes made since the last hearing. Tom Braun, the applicant’s representative, described in detail the changes made to Betty Ford Way, the west restroom building, and the amphitheater. Commissioner Pierce asked about the impacts of the helipad on I-70. Todd Oppenheimer stated the frontage road would have stopped traffic for a few moments, but interstate traffic would not be impacted. Tom Braun discussed the delivery truck access goals. Kurt Freisen described in detail the alignment of Betty Ford Way, the proposed guardrail design, retaining wall designs and reasoning for the Pedro Campos discussed the overall architectural approach to the buildings, including the restroom, concession and storage buildings. He detailed live roofs, the amphitheater garden overlook, amphitheater main entry and amphitheater lawn seating. Tom Braun summarized the development review process and review criteria. Commissioner Kurz did not have questions, but is not sure about the plants on the roof. Commissioner Rediker asked who owns the amphitheater and how the money was allocated. Bill Gibson clarified that the Town of Vail owns the land and the Vail Valley Foundation, Vail Recreation District and Betty Ford Alpine Gardens were lease holders at Ford Park. He noted that the Town Council make financial decisions about the park on behalf of the Town. Pedro Campos further clarified that the amphitheater buildings are owned by the Vail Valley Foundation. Commissioner Rediker asked about drainage and storm water run-off along East Betty Ford Way. Kurt Freisen responded with details about the drainage plan. Commissioner Rediker asked about grease from trucks dropping down Betty Ford Way and further into the creek. Tom Braun noted that mechanical filters will be installed to prevent pollution from the parking lot run-off. Commission Bird asked how they will keep people off of the roof of the storage/restroom building which has a lowest roof point of 4’-6”. Pedro Campos stated the area will be heavily landscaped with thorny plants and will have a swale to prevent people from accessing the roof. Commissioner Bird then asked what kind of special events could occur in front of the storage/restroom building. 1 - 2 - 2 6/5/2012 Page 3 Todd Oppenheimer stated that the area in front of the storage building will need to be an improved surface for access, regardless of any stages or special events in this location. He noted that based upon recent discussion with the Special Event Coordinator and Highline Entertainment, this will not be a location for winter concerts due to impacts to the athletic fields and safety concerns that the snow on the fields could be compacted into ice during a concert event. Commissioner Bird asked about the removal of the presidential pavers with dedication names that people donate a lot of money. Pedro Campos responded that the pavers will be reused. Commissioner Pratt asked how fertilizer or dirt is delivered to the alpine garden. Kurt Freisen stated that the truck will stay near the west entrance and the apron has enough space for a truck turnaround. Commissioner Pratt stated the west entrance is a great improvement. He said a simple railing is not appropriate. The heli-pad location presents an opportunity to merge some uses. He stated that closing the east gate entrance is a loss for the amphitheater and location will be very crowded. He said the old shacks at the park are just being replaced with new shacks. Commissioner Cartin asked about installing removable bollards to require smaller delivery trucks to stay on the east side of the park. Kurt Freisen stated that they will look into this. Commissioner Cartin asked if there is a way to prevent two trucks from going to the loading dock at once. Kurt Freisen explained the loading queue. Commissioner Cartin stated he is in favor of the green roof and added his support for stormwater control and management. He said that this is a good time to make sure the creek is being protected. Todd Oppenheimer noted that a loading dock sign will likely be installed similar to Arrabelle and the Front Door loading docks. Commissioner Pierce asked why there is no green roof on all the proposed structures. Todd Oppenheimer stated that they selected the storage/restroom building for its location and views. The other structures have not been finalized and could include a green roof. Commissioner Pierce asked if utility services would be upgraded at the same time as the proposed construction. Todd Oppenheimer noted that utility upgrades are being discussed and are planned to coordinate with the proposed construction. Commissioner Pierce asked about seating on the amphitheater lawn and whether circulation could be aligned with the posts. Pedro Campos stated the VVF does not agree with that suggestion due to poor circulation. He said most performances are not static so the view is not always blocked behind the poles. Commissioner Bird asked about increasing the berm in the back of the amphitheater. Pedro Campos explained the infill of the berm, including the transplant of all existing trees after construction. Commissioner Pierce asked about procedures for motions. Bill Gibson requested that the Commission make motions for the variance and conditional use permit as outlined in the Staff memorandum. 1 - 2 - 3 6/5/2012 Page 4 Upon dissent of the conditional use permit, Commissioner Pratt stated he opposed due to the mountain contemporary architectural style of the proposed buildings. He added that there are too many new buildings that have spread out the park uses too much, but otherwise he supports the project. Commissioner Rediker recognized that a lot of work has gone into the proposal and he generally supports the project. However, he is concerned about the drainage issues and wants to let the Town Council know that the run-off from the expanded parking lot and Betty Ford Way must be addressed prior to construction. There was no public comment. 45 minutes 3. A request for a recommendation to the Vail Town Council, pursuant to Section 12-3-7, Amendment, Vail Town Code, for prescribed regulations amendments to Title 12, Zoning Regulations, and Title 14, Development Standards, Vail Town Code, to require restoration of watercourses and riparian areas, and setting forth details in regard thereto. (PEC120011) Applicant: Town of Vail Planner: Rachel Dimond ACTION: Tabled to June 11, 2012 MOTION: Kurz SECOND: Cartin VOTE: 6-0-0 Rachel Dimond made a presentation per the Staff memorandum. There was no public comment. Commissioner Kurz asked about the status of the Eagle River Water and Sanitation District. Rachel noted that it is still in process, and other groups are also doing plans. Commissioner Kurz recommended continuing the one at a time approach and waiting for the studies being completed prior to adopting public policy and statutory regulations. He asked if there is authority to address these issues today. Rachel Dimond indicated that the Town has authority only on public property as trespassing. Commissioner Kurz asked what is currently enforceable and what information is needed to adopt regulations. Commissioner Cartin noted that many small steps are needed. We can do unlimited study or can start making positive impact without overstepping our bounds. He noted concern about point sources and spraying that go directly into the creek. He recommended adding studies to justify the proposed amendments in the memos. He is curious what regulations the State of Colorado will be imposing since they will supersede the Town regulations. He understands the goal of reclaiming creek areas, but is concerned that the Town and Town leasees are not doing best practices. The protection of the creek need to be comprehensive. Examples are more paving in the villages and spraying for beetles in the Forest Service Lands. Commissioner Rediker agreed that another presentation would be helpful. He recommended looking at a variety of tools including taking back Town land and considering strengthening setbacks (including the golf course) and requiring re-vegetation. If you own within x feet of Gore Creek you can only use certain fertilizers. Point sources are easy to address, but non-point 1 - 2 - 4 6/5/2012 Page 5 source is difficult. New regulations will be un-popular. Gore Creek is no longer a gold medal fishery and there are no fish in Gore Creek Commissioner Kurz asked how spraying is regulated: by whom, what is sprayed, is it done properly, etc. Commission Cartin described the EPA regulation of spraying. Commissioner Bird noted that many chemicals are available to homeowners and many spray their own trees. Commissioner Cartin noted that it’s a tricky balance for the Town to recommend what to spray to individual property owners. He recommended balancing limited direct access to the creek while still minimizing impacts to the creek. Commissioner Rediker recommended incentivizing stream tract improvements with tax breaks or other similar methods, rather than only penalizing negative behaviors. Commissioner Cartin recommended giving priority to river birches with free tree give away. Commissioner Pratt, owning property on the creek, does not support increasing setbacks. The Town isn’t using best practices today. TOV doesn’t required grease and oil traps and should install them at Ford Park. The TOV should cleanup its own act first. Education is critical. He noted pictures of the large lawn washed away in East Vail as an example. On the east coast, the state will plant forests on private land. The Town should provide more options to replace willows. Property lines are in the creek in some areas, so people should have property rights to do what they wish. Commissioner Pratt stated he likes ideas of 20-30 buffer along creek instead of measuring the setback from the centerline of the creek. He added that he believes golf course and CDOT run-off are more impactful. Commissioner Rediker asked about impacts from the golf course. Commissioner Cartin noted that golf course have changes significantly in recent years and for fiscal reasons minimize their usage of chemical. Commissioner Rediker finds it ironic that the State may be imposing water quality rules, yet CDOT is dumping tons of mag-chloride on the interstate. Commissioner Pratt reiterated the need to educate about alternatives to willows and the need for bank stabilization in particular along the golf course. Commissioner Cartin commented that channelization projects are needed along the creek. Rachel Dimond summarized the Commissioners’ comments and asked for additional comment about the first two concepts in the Staff memo. Commissioner Bird noted her support for requiring revegetation at the time of redevelopment applications. Commissioner Rediker asked about property ownership along Gore Creek. 1 - 2 - 5 6/5/2012 Page 6 Rachel Dimond explained the current ownership patterns and the impacts on riparian areas. She also described the current setback regulations and asked for comment on the existing regulations. Commissioner Kurz in general supported larger setbacks. He recommended an environmental analysis. Commissioner Pratt agreed. He used the example of a glycol risk from a heated sidewalk versus a gravel path. He did not support retroactive punishment. He supports more public educations and again noted the erosion along Aspen Lane as examples to help with public education. Commissioner Cartin recommend understanding what the Town can and can’t affect. He again noted that the broader issues must be considered such as spraying, run-off, etc. He noted that eliminating mag-chloride is a more challenging issue. TOV can be a leader. Stephens Park, golf course, etc. could be examples of best management practices. He agrees with Kurz that studies are needed to help address the real issues. Commissioner Kurz asked for additional information about the tributaries and their health. He asked for another briefing from ERWSD. He’s concerned that setbacks may not be addressing the real issue. Commissioner Rediker reiterated concerns about CDOT impacts. He asked if chemical analysis can be done in addition to only bug counts. Commissioner Pierce emphasized the need for public education. A newspaper isn’t adequate. Doing a sample project at the golf course creates a real story, with a visible effect, that people will better understand and will support. He’s concerned about increasing setbacks. He prefers the suggestion of measuring from the high water mark. He asked if the public could purchase, obtain conservation easements, etc. to help protect what is currently private property. He noted the need for the Town to lead by example. Commissioner Cartin noted that Stephens Park is a good example of a successful project that protected the creek, but maintained some public access. He believes studies and thought is needed if setbacks are changed. Commissioner Kurz cautioned about public relations. The public needs to understand the creek is a resource and an important asset to the community. There was no public comment. 4. A request for the review of conditional use permits, pursuant to Section 12-9C-3, Conditional Uses, Vail Town Code, for a healthcare facility and a public building and grounds, to allow for the redevelopment of the Town of Vail municipal site with a medical research, rehabilitation, and office building and a municipal office building located at 75 and 111 South Frontage Road West/ Unplatted, and setting forth details in regard thereto. (PEC120012) Applicant: Vail MOB, LLC, represented by Triumph Development and Town of Vail, represented by Consilium Partners, Vail Planner: Warren Campbell/ Bill Gibson ACTION: Tabled to June 11, 2012 MOTION: Kurz SECOND: Cartin VOTE: 6-0-0 1 - 2 - 6 6/5/2012 Page 7 5. Approval of May 14, 2012 minutes ACTION: Approved MOTION: Kurz SECOND: Cartin VOTE: 6-0-0 6. Information Update 7. Adjournment MOTION: Cartin SECOND: Kurz VOTE: 6-0-0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road West. The public is invited to attend the site visits that precede the public hearing in the Town of Vail Community Development Department. Please call (970) 479-2138 for additional information. Sign language interpretation is available upon request with 24-hour notification. Please call (970) 479-2356, Telephone for the Hearing Impaired, for information. Community Development Department Published May 18, 2012, in the Vail Daily. 1 - 2 - 7 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Fire Station 2 Renovation Discussion PRESENTER(S): Mark Miller/Greg Hall/Bill Pierce from Pierce Architects ACTION REQUESTED OF COUNCIL: Staff is requesting that Council review and consider the information presented regarding the renovation of Main Vail Fire Station 2, including design and programming. Information includes advantages of moving the renovation to late 2012 in lieu of 2013 due to a variety of operation/functional/financial issues. BACKGROUND: The renovation of Fire Station No. 2 has been discussed and/or deferred for many years. Station 2 is significantly beyond its useful life in regards to basic infrastructure/systems, and in need of substantial repairs and maintenance. There is $1.75 million in the 2013 budget as part of the five year capital plan for renovation of Fire Station 2. Due to several significant projects including: municipal building construction, golf course clubhouse renovation, library renovation, etc., it has become apparent that moving the station renovation to 2012 would be prudent and advantageous for the town (see memo). As a matter of due diligence, much research has been completed to date, including: conceptual design/engineering, construction estimates, building structural evaluation, PEC and DRB conceptual review, etc. to verify feasibility of the project. STAFF RECOMMENDATION: Town staff is recommending that Council approve moving forward with final design and engineering and eliciting bids for construction to begin in early September, pending final approval by Council. Additionally staff is recommending to Council: *Approval of $100,000 to complete the design and solicit bids, with anticipated award in August, advancing the project ahead by four months; *Review the project plans and provide approval to seek final DRB approval (June 6th); *Provide input with regard to using the old Resident Firefighter space on the second floor as employee housing units (or temporary office space if needed). ATTACHMENTS: Fire Station 2 Renovation Memorandum Pierce Powerpoint 6/5/2012 To: TOV Council From: Stan Zemler, Town Manager; Mark Miller, Fire Chief; Greg Hall, PW Director Date: 06/05/12 Subject: Fire Station 2 (Main Vail) renovation __________________________________________________________________________ This is an update on the renovation of the Fire Station 2 (Main Vail), including a proposal to advance this project up in a relatively short time frame. The renovation of Fire Station 2 is within the 2013 capital budget. The first supplemental of this year advanced funds to move the project forward through design development and entitlements, and to explore the potential of up to 1400 SF of temporary office space if needed by March 2013. Included are the approximate timelines and associated benefits for starting/completing the renovation in 2012/2013. There are substantial functional and operational advantages to beginning the project this summer. Fire Station 2 Construction Timeline/Response Procedure All timelines approximate: • If approved - Proposed construction of Fire Station 2 to begin early September 2012 – (pending final approval by DRB, and contract award by TOV Council in August) Library staff is currently in the space below La Bottega and will move out in late September/early October 2012, when Library construction is complete. • Fire crews will move into the La Bottega space from September through substantial construction completion – (February 2013). Crews will respond from La Bottega space, and deploy fire apparatus from station 2 (bay will remain functional during most of construction phase). • Upon completion of station 2 (March 2013) – fire crews will move back in – TOV staff will then be moved into La Bottega space as necessary (during construction of municipal building). 2 - 1 - 1 6/5/2012 Town of Vail Page 2 Advantages: • Timing is ideal for this particular scenario – we have a 6-7 month “window of opportunity” (September 2012 – March 2013) to occupy space below La Bottega while construction is completed; and before TOV staff move in (due to muni- building construction). • No reduction or significant disruption in emergency response • The La Bottega space will work nicely for fire crews during the renovation (laundry, restrooms, office/meeting space, etc.). Fire apparatus will remain parked in front (or inside as construction allows) of fire station 2. • Does not conflict with golf course clubhouse renovation or municipal building construction. • Significant guest improvements, i.e., public restrooms – online for next year’s farmers market (a year earlier). Information kiosk opportunity, improved aesthetic appearance. • Allows TOV to string together four building projects in a logical format, with no overlap. • If station is deferred to 2013, the workload of the municipal building construction and the golf course clubhouse construction could delay the fire station to 2014, and likely not be completed prior to 2015. • The potential delay may require significant capital maintenance expenditures as the building and its systems are beyond their intended useful life. • The budget request change is possible without any changes to other projects. Disadvantages: • No substantial disadvantages other than; if we defer renovation until 2013 – none of the above mentioned advantages will apply. Crews will have to relocate to one of the other two fire stations (in lieu of the La Bottega space) and response times/work efficiency will be negatively affected. • A 2013 renovation will conflict with municipal building and golf course clubhouse construction. Due diligence completed: • Design development complete • Pre-construction estimate complete • PEC conditional approval complete – DRB review (will defer final approval for owner (TOV). • Two options reviewed – “EHU” space and “white box” space in upstairs area (formerly the Resident Firefighter dorms) • Estimated final cost is within the $1.75 million budgeted in 2013. 2 - 1 - 2 6/5/2012 VAIL FIRE STATION #2 RENOVATION 5 JUNE 2012 2 - 2 - 1 6/5/2012 (2) ASPEN (3) SPRUCE (2) ASPEN (2) POTENTILLA (4) ASPEN (8) RED TWIG DOGWOOD VAIL FIRE #2 - SITE PLAN WEST MEADOW DRI VE SNOW STORAGE 5 JUNE 2012 2 - 2 - 2 6/5/2012 2 3 4 1 B B A A C C 5 POLE ENGINE BRUSH TRUCKTRAILER BRUSH TRUCK MEN WOMEN TOILET JAN BIO DECON OFFICEHALL EMERGENCY GENERATOR AIR FILL STATION WORK/TOOLS BUNKER STORAGE 12 LOCKERS VAIL FIRE #2 - LEVEL 1 PUBLIC RESTROOMS FIRE STATION ENTRY 5 JUNE 2012 2 - 2 - 3 6/5/2012 2 3 4 1 B B A A C 5 EXISTING POLE BEDROOMUTILITYTOILET BEDROOMBEDROOM BEDROOM HALL TOILET MECHANICAL STORAGE POLE VAIL FIRE #2 - LEVEL 2 / EHU West Side STUDIO: 480 SF 2 BR: 800 SF STOR. FIRE DUTY QUARTERS DECK DECK DECK ROOF 5 JUNE 2012 2 - 2 - 4 6/5/2012 2 3 4 1 B B A A C 5 EXISTING POLE BEDROOMUTILITYTOILET BEDROOMBEDROOM BEDROOM HALL TOILET MECHANICAL STORAGE POLE VAIL FIRE #2 - LEVEL 2 / White Box West Side STOR. FIRE DUTY QUARTERS WHITE BOX SPACE DECK DECK DECK ROOF 5 JUNE 2012 2 - 2 - 5 6/5/2012 8183.4' () 8198.0' PUBLIC RESTROOMS Level 1 0' - 0" Level 2.1 14' - 9 1/4" EXISTING RIDGE RIDGE (8,153.5') 8183.4' 8198.0' VAIL FIRE DEPARTMENT STATION 2 PUBLIC RESTROOMS Level 1 0' - 0" Level 2 13' - 4 3/4" Level 2.1 14' - 9 1/4" EXISTING RIDGE RIDGE (8,153.5') 8183.4' 8198.0' Level 1 0' - 0" Level 2 13' - 4 3/4" Level 2.1 14' - 9 1/4" EXISTING RIDGE RIDGE (8,153.5') 8198.0' Level 1 0' - 0" Level 2 13' - 4 3/4" RIDGE EAST ELEVATION NORTH ELEVATION (West Meadow Drive) SOUTH ELEVATIONWEST ELEVATION VAIL FIRE #2 ELEVATIONS 5 JUNE 2012 2 - 2 - 6 6/5/2012 VIEW FROM NORTHEAST VIEW FROM NORTHWEST VIEW FROM SOUTHEAST VIEW FROM SOUTHWEST VAIL FIRE #2 5 JUNE 2012 2 - 2 - 7 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Commission on Special Events (CSE), Vail Local Housing Authority (VLHA) and Vail Local Licensing Authority (VLLA) interview appointments to fill vacancies on each board. PRESENTER(S): Pam Brandmeyer ACTION REQUESTED OF COUNCIL: Staff requests the Town Council interview each applicant for each board at the work session meeting and appoint new members to each board at the evening meeting. BACKGROUND: There is one vacancy on the CSE, one vacancy on the VLHA and two vacancies on the VLLA. CSE: Members of the CSE serve at the will of the Town Council. The CSE shall support the Council's goals and objectives and makes decisions in alignment with the Council's marketing direction. The mission of the CSE is to support special events for vitality, year-round fun, sense of community and increased quality of experience for guests and residents. The town received four applications for the CSE vacancy. The Council shall interview each applicant at the work session and then appoint one applicant to serve on the CSE at the evening meeting. The term of this appoint completes a term by a member who left the CSE and the term ends December 31, 2012. The applicants are: William "Barry" Davis Sarah Franke John O'Neill Nicole Whitaker VLHA: Applicants must be full-time, year-round residents of Eagle County who either are residents of the Town of Vail or work for a business holding a Town of Vail business license. Authority members must have a proven ability to be an effective advocate for a full range of housing projects and be able to promote a vision for local employee housing that has been approved of by the majority of the Authority. The role of Authority members is to act as Board of Directors for the business of the Vail Local Housing Authority. The duties may include Budget Approval, Adopting Policies, Advocacy, Staff Oversight, Strategic and Long-Term Planning, Setting Development and Acquisition Parameters and potentially managing the existing Town of Vail deed-restricted housing inventories. Technical experience in one of the following areas is also desirable: Financing of Large Projects, Development, Construction/Construction Management, Planning, Design, or Legal. The Town received two applications. Scott Ashburn Tom Schlader VLLA: Applicants to the VLLA must be citizens of the United States, qualified electors of the Town of Vail and have resided in the Town of Vail for not less than two years preceding appointment and shall have no direct financial interest in any license to sell alcoholic beverage 6/5/2012 or any location having any such license. Duties of the five-member board include review of all Town of Vail liquor license applications. There is currently two vacancies on the VLLA. The town received three (3) applications for the vacancies. Staff requests Council interview each applicanat at the work session and then appoint two members to the VLLA at the evening meeting. The terms of the appointments run from June, 2012 to June, 2014. The incumbent member is asterisked. The applicants are: Josh Carbo Peter Dunning Michael Hannigan* ATTACHMENTS: Memo for CSE VLHA & VLLA appointments 060512 6/5/2012 3 - 1 - 1 6/5/2012 3 - 1 - 2 6/5/2012 3 - 1 - 3 6/5/2012 3 - 1 - 4 6/5/2012 3 - 1 - 5 6/5/2012 3 - 1 - 6 6/5/2012 3 - 1 - 7 6/5/2012 3 - 1 - 8 6/5/2012 3 - 1 - 9 6/5/2012 3 - 1 - 10 6/5/2012 3 - 1 - 11 6/5/2012 3 - 1 - 12 6/5/2012 3 - 1 - 13 6/5/2012 3 - 1 - 14 6/5/2012 3 - 1 - 15 6/5/2012 3 - 1 - 16 6/5/2012 3 - 1 - 17 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Council Lunch Break 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: 2011- 2012 Winter Parking Season Overview PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Provide any direction to staff with regard to the information presented as the staff prepares to return to the council regarding the 2012-2013 parking policy discussion. BACKGROUND: The staff annually provides an overview of the parking statistics of the past winter season in anticipation of preparing for the policy discussion for the upcoming season. STAFF RECOMMENDATION: Provide direction to staff with regard to information needed as the staff prepares to return to the Council regarding the 2012-2013 parking policy discussion. ATTACHMENTS: Parking Memo 060512 Parking Statistics Worksheet 2011- 2012 6/5/2012 TO: Vail Town Council FROM: Public Works DATE: June 5, 2012 SUBJECT: 2011-2012 Winter Parking Overview I. SUMMARY The Town annually provides an overview of the previous winter season. BACKGROUND The 2011-2012 season would be a difficult season for the parking operations, coming off a record snow total the previous year the 2011-2012 season was a record in the opposite direction in that the total snowfall was the worst ever for Vail. WINTER STATISTICS 2008-2009 2009-2010 2010-2011 2011-2012 Number of Days in the Season 145 150 157 148 Village transactions 288,307 325,308 343,396 319,223 Lionshead transactions 79,028 187,045 179,971 167,682 Total transactions 467,335 512,353 523,367 486,905 Average Number of Transactions/day 3233.0 3415.7 3333.5 3289.9 Village Structure Filled Days 50 38 16 7 South Frontage Road Day 24 21 7 7 Transaction Revenue 3.893M 4.245M 3.821M 2.690M Total number of S Frontage Road Cars 8,518 7875 1675 1949 Average Number of S Frontage Road Cars* 350 380 239 278 Maximum Number of S Frontage Road Cars 715 702 393 401 5 - 1 - 1 6/5/2012 2 2008-2009 2009-2010 2010-2011 2011-2012 Number Cars in other Public Parking, Wendy’s, Donavan, W Front Rd etc.* 30,988 38,741 37,934 36,382 15th busiest S Frontage Road Day 284 289 N/A N/A 15th busiest All Unmanaged Day 610 734 352 314 Skier Visits 1.622 M 1.599 M 1.746 M TBD VRI Maze Score Ease of Parking 3.45 3.54 3.60 4.46 *Not all days are included in this data (2008/2009 109 days, 2009/2010 123 days, 2010/2011 133 days and 2011/2012 148 days) Attachemnt A spreadsheet provides greater detail of historical parking statistics. Season Overview Given the record low snow for the season and decreased lift tax numbers it would be expected once the final skier numbers are released they would be below last years. The vast majority of the decreased skier numbers would be expected to be made up of both local and front range visitors. These two groups make up the majority of the all day parking patrons. The town again operated all the public spaces in the garage available to all users this last season (no value lots). This allowed full utilization of the public spaces on peak days. This was the first full year of operation of the Lionshead short term drop off area. We had estimated during the 2010-2011 season we would see 200 less cars per day during the week and 100 cars per day during the weekend due to construction. In addition, we acknowledged the addition of 80 spaces in Solaris. Solaris operated with more of their 300 spaces going to public parking than just the 80. The result on days the Village filled there were 300 cars in Solaris. Some of the cars were for Solaris businesses with the majority using the garage as a public garage. There was also increased use of Middle Creek and 7 day a week use of Safeway. Adding to the supply was the other private lots operating last season. Vail Resorts was a plus 61 spaces over last year due to completion of the North Day lot project. 2010-2011 Revenue/Use Overviews Passes Pink and Value passes were the passes of choice with a drop in popularity in the higher priced pass products. This is due to the good value of the lower priced passes and private competition and choices for the higher priced passes. Daily revenue Revenue was down mainly due to the lack of snow, less drive up customers, an increase in the use of the 2 hour period nine less days of collection and Solaris continuing to be another choice for users. In addition, using a significant sample, the percentage of users in the initial free period increased from 46.44% to 50.25% (0-2 hour) of all transactions, the number of transactions in the 4+hour periods decreased from 34.06% to 30.46 %, and finally increased use of value passes from both Vail and down valley locals. 5 - 1 - 2 6/5/2012 3 Customer Satisfaction Scores. The aggregated season score for 2010-2011 was 4.46 this is up from 2009-2010 of 3.60. IV. ATTACHMENTS A. Parking statistics through the years 5 - 1 - 3 6/5/2012 Parking Stats 2011-2012 Village Structure Filled Frontage Road Parking 2000-20012001-20022002-20032003-20042004-20052005-20062006-20072007-20082008-20092009-20102010-2011 2011-2012 2000-20012001-20022002-20032003-2004*2004-2005*2005-20062006-20072007-2008**2008-2009 #2009-20102010-2011 2011-2012 November30600400000 0 November30400400000 0 December1511159512851121 0 December1012623434521 0 January17115121113131914105 2 January11109578514962 2 Febuary14101512121515189127 3 Feburary 987576810563 3 March23231691319202513102 2 March12108178815431 2 April20314326341 0 April00103115140 0 Total7455604345665873503816 7 Total454035132731254824217 7 Passes 2001-022002-032002-03 2003-042004-20052005-20062006-20072007-20082008-20092009-20102010-2011 2011-2012 South Frontage Road Car Counts (highest to lowest) Gold196181205175178172173243184191125 115 2000-20012001-20022002-20032003-2004*2004-2005*2005-20062006-20072007-2008**2008-2009 #2009-20102010-2011 2011-2012 Silver 56545043 27 12089101420829120789110011070715702393 401 Blue359188309175181199270233283224237 211 9578001073485950596576812688567308 392 Green169195107134146220445107144133 143 921781893462717590525751603543274 376 Pink492585415547585690704408480515 583 787738871459510581442749528534196 323 Value1700193523483660MeterMeterMeter92810301533 TBD 786641768381461580358675501517192 179 Eagle County MeterMeterMeter0222653 TBD 709609681369459493331673495515183 172 Const/placard 4115920011860 0 707583661320417462295549414481129 106 Total2255296536428724700114315121701196424593299 705520565300386447282479405467 Pases w/o value555103012948721040114315121701103612071113 1079 631472564210325418257451363437 10th day621424513205323404226417361431 615421512181315396214416342390 608406490173287391193410332389 571390410102264349169398327378 55838540769240335168368290320 15th day541367381214303132365284289 52136435120929996324275237 50035133020028791324274221 48034232119523582310249180 42130828818723582309245163 41830428716922276294229108 38728827516820570287208106 382280251163184283146 374277235156183281136 349259203115183260108 339249189104164246 321246184158243 304229180139238 28722116895214 28220413854213 27417470 202 267165 191 254134 177 204114 173 200113 171 18898 168 11050 167 95 163 161 120 120 118 95 92 69 68 8 Total178821321713679454587419879566614672851879751675 1949 Avg # cars on the road483367456325350341270319355380239 278 * West Day Lot in Use ** Wendys Lot NFR in Use # Wendys, Donovan and NFR in use Attachment A 5 - 2 - 1 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Vail Golf and Nordic Center Project update PRESENTER(S): Greg Hall; Pedro Campos, Dave Kaselak & David Baum with Zehren and Associates and Mike Ortiz with the Vail Recreation District ACTION REQUESTED OF COUNCIL: Review the project plans to date, review the project cost estimates and budget, review the project schedule BACKGROUND: The Town of Vail (TOV) initiated the Vail Golf and Clubhouse project through the use of the Conference Center Funds. Initial design work was prepared by Pierce Architects as a sketch plan as part of the decision to initiate the Conference Center Funds ballot issue. The question to use Conference Center Funds was strongly supported by the Vail electorate 80% voting in favor. The project is jointly funded project between the Town of Vail (TOV) and the Vail Recreation District (VRD). Zehren and Associates was hired by the Town to design the project. The two staffs and the TOV and VRD recreation subcommittee have been working with the design team to review program and planning of the new space. The design were estimated by RA Nelson a local general contractor to provide pre-construction services for the project. We are in front of the Town Council to provide an update on the plans, cost estimates and budget and project schedule. STAFF RECOMMENDATION: Direct Staff to continue to pursue the recommended design of 5.2 and make the budget adjustments as originally planned in the 2013 budget process. ATTACHMENTS: Vail Golf and Nordic Clubhouse Update memo 060512 Vail Golf and Nordic Clubhouse Design Package 060512 Vail Golf and Nordic Clubhouse Budget 060512 6/5/2012 TO: Vail Town Council FROM: Greg Hall, Director of Public Works and Transportation DATE: June 5, 2012 SUBJECT: Vail Golf and Nordic Clubhouse Remodel Project I. PURPOSE The purpose of this agenda item is to present an update on the Golf and Nordic Center remodel project and receive direction from the Town Council. Information to be presented includes: • Building and site design program, • Sustainability design • Project Cost and Budget Update • Project schedule • Series of next steps for advancing the project forward. The Golf Course and Nordic Center Clubhouse remodel project is a partnership between the Town of Vail (TOV) and the Vail Recreation District (VRD). The project envisioned a significant remodel of the existing clubhouse and an addition to provide event space and support areas. The project is being funded with a portion of the conference center fund ballot initiative which received overwhelming support 80 % in favor from the electorate last fall. The event space addition is an effort to sustain and grow Vail’s economy. The two staffs have worked with the design team from Zehren and Associates on the project. The project work progress has been reviewed by the TOV and VRD recreation sub committee as well. The project is at a point where it is appropriate to update the Town Council on the status of the project and receive any input as the project design moves forward. II. KEY POINTS OF THE PROJECT • The redevelopment site includes the existing parking lot and surrounding area from Sunburst Drive, the southern property line, and up to the driving range fence, the last 100 yards of the 18th fairway and green, and the current clubhouse. • The project is a remodel/expansion of the current clubhouse • The 18th hole will be reconstructed including new tee boxes and green. The green will be relocated to the east approximately 135 yards. The design is being reviewed by the VRD board and the project has received DRB approval. Construction is anticipated to begin in August. • A rezoning of the site allows the review of the project to move through the PEC approval process properly. PEC recommended rezoning a portion of the project, the rezoning request will be heard by the Vail Town Council 6 - 1 - 1 6/5/2012 2 • Enhancement of the Golf and Nordic guest experience is critical • Separation of Event/Recreation users is important • The existing building is approximately 20,000 SF the new expanded building is approximately 22,000 SF • Safety of all users is critical • Mitigation of development impacts is required as determined by the PEC • The parking requirement/lot is assumed to increase due to the expanded space. (The parking will be determined by the PEC). • The Golf and Nordic operation are displaced for the duration of the redevelopment project construction period (+/- 18 months). • The budget presented to during conference center fund discussions was $6.8 M, the current 2012 budget is $6,712,761, this includes use of the recreation enhancement funds through 2012. III. VAIL GOLF AND NORDIC CLUBHOUSE DESIGN PROGRAM The staffs have been working with Zehren and Associates to prepare a design program for the Golf and Nordic Clubhouse building. The starting point of this design was the work prepared by Pierce Architects last year. To date, internal interviews have been conducted with key staff members, service providers (Nordic and Grill) and the recreation sub committee and conceptual studies have been completed to fully understand the current and projected spatial needs of the project. Site plan analysis of circulation of vehicles and pedestrians for guests, users, service, as well as the Town of Vail Bus have been conducted as well. A summary of the program requirements follows: • The inside event space is programmed for 200 people. The event space deck would allow an additional 50 people. The event lawn should be sized for 200 people, this could be the site of say a wedding ceremony and then the reception would take place inside. • The event space should have an appropriately sized pre convene space • The common areas of restrooms and elevator and stair circulation will be shared however there will be separate entrances for the event space and the recreation space • The grill/bar is sized for 40 people inside • The kitchen is actually sized for the grill functions, a separate warming kitchen space is provided for the event space. This will allow the use of multiple caters similar to Donovan Pavilion. • The Golf/Nordic pro shop and arrival should be placed at the parking lot level. • The design provides for both a winter operation plan and a summer operation plan and any use of the cart barn in the winter must be to a finished quality expected for Vail guests. • The separation and enhancement of circulation movements is important • The golf will have a separate finish area from the start area with encouragement for golfers to exit through the grill/pro shop. • The remaining existing square footages will remain relatively the same or reduced due to more efficient planning • Two story tall (3-4 level) building. • Uses have been arranged to make the functions more efficient than they are today. • Reuse of as much of the exiting building structure is critical to maintain the original project budget. • The area of the existing 18th green is needed to make up parking lost to circulation and any additional parking requirements as well as provide an outside event lawn area. 6 - 1 - 2 6/5/2012 3 • The project designers and staff will meet with the adjacent property owners to understand and provide design solutions to help address their concerns The initial program resulted in Design 3.1 and the related conceptual site plan. During the pricing exercise Design 3.2 and Design 5.2 evolved along with the schematic site plan. All the plans are attached. IV. GENERAL CONTRACTOR COST ESTIMATES, PROJECT DESIGN AND BUDGET The budget for the work the General Contractor priced was $4.42M. RA Nelson a local general contractor has been retained by the Town of Vail to provide preconstruction services. As a part of the service the contractor has met with all the design disciplines and provided detailed preliminary estimates. The contractor performed two detailed estimates for two designs which include site work and provided a Value Engineering (VE) adjustment on a third hybrid. The results are as follows: Design 3.1 $ 6.10 M Design 5.2 $ 4.65 M Design 3.2 VE of 3.1 $ 5.35 M Design 3.1- included almost an entire new structure even though the footprint was similar to the other designs. It also provided the grill and event space to coexist on the same level, similar to the original Pierce design. This was the most efficient operations plan. Design 3.2- looked at not providing the grill and event space on the same level as well as some additional VE items. Design 5.2- used the as much of the current building as possible with the least amount of remodel to the back of house functions in addition to incorporating the VE items identified previously. As stated the 2012 budget is at $ 6.7 M, the original overall budget was estimated at $ 6.8 M, it was anticipated that due to the project taking place in 2013 and finishing in 2014. The recreation enhancement fund for those years would be applied to the project to make up the shortfall anticipated. See the attached budget worksheet. The combined 2013 and 2014 amounts budgeted in the 5 year RETT budget is 261,440. This does add an additional $ 100,000 above $6.8M however, beyond the building and site work there are items which are anticipated to add costs to the project at this time specifically temporary structures and safety concerns with the Golf finish area. The design team and staff recommend Design 5.2 be forwarded and design alternatives be incorporated in the bidding document to provide enhancements which could be added if the project savings result as the project advances. The design team did an outstanding job in providing a design which met the intent of the original budget and still enhances the guest experience of the recreational users and provides the programmed event space. There was some concern, during the recreation sub committee discussion as to whether with Design 5.2, the design does not go far enough with regard to the value of the overall project as perceived from a voter/tax payer point of view. The discussion was the major guest areas will be greatly enhanced and the back of house will have little change from the existing conditions. 6 - 1 - 3 6/5/2012 4 Does the Vail Town Council agree that: • Design 5.2 should be advanced. • Use of the 2013 and 2014 recreation enhancement funds for the Vail Golf Course project as originally planned. V. PROJECT SCHEDULE The development schedule milestones and durations are outlined below: • TOV Entitlement Apr. 2012 – Sept 2012 • Schematic Design June 2012 • Resident and Public Input June 2012 – July 2012 • Design Development July 2012–August 2012 • Construction Documents (CD’s) Sept. 2012 – Jan. 2012 • 18th Hole Reconstruction Fall 2012 • Temporary Structure Installation Fall 2012 • Construction Award Feb 2013 • Construction March 2013 – May. 2014 VI. ACTION REQUESTED The Town Council is being asked to provide direction to the design team on the Golf and Nordic Clubhouse programming and designs, projects budgets and issues the design team should address moving forward with design and project entitlement. VII. ATTACHMENTS a. Design Alternatives b. Overall Project Budget Worksheet 6 - 1 - 4 6/5/2012 5 6 - 1 - 5 6/5/2012 6 6 - 1 - 6 6/5/2012 6 - 2 - 1 6/5/2012 6 - 2 - 2 6/5/2012 SUMMARY OF MAJOR IMPROVEMENTS: • More clear and intuitive arrival sequence with a central point of entry and exit into and out of the parking lot with no confusing choices before-hand. • Reversed one-way circulation within parking lots to clarify flow of vehicle traffic and minimize confli cts between private vehicles, buses, service deliveries and pedestrians. • New bus turn-around movement and exit away from primary circulation routes and coordinated with one -way traffic pattern, while allowing the bus stop and sh elter to remain in its existing location. • Elimination of service drive near bus stop and sh elter, enabling an enhanced golf staging area and reducing conflicts with buses. • Dedicated golf staging area with temporary check- in parking, bag drop area, cart staging area, tourn ament staging area. Controlled delivery access point. • Separation of golf and events arrival minimizing overlap between different users and programmed space, while allowing for shared uses when necessary. • New event parking area screened from view with landscape elements (landscaping, berms, walls and o r fencing) and accommodating service deliveries. • New ‘events pavilion’ within the building, and associated outdoor events lawn oriented toward prim ary Gore Range eastern views. • Pedestrian spaces, walkways, and building entries catering to different user groups. • Terraces and outdoor spaces maximizing views and responding to aspect and prevailing winds. • Screened and concealed service and trash areas. 6 - 2 - 3 6/5/2012 6 - 2 - 4 6/5/2012 6 - 2 - 5 6/5/2012 6 - 2 - 6 6/5/2012 Estimate of Probable Costs and Available Funding Orignial Projections Revised Projectins Estimated Project Costs: Contractor Estimate3,852,708 4,646,000 RA Nelson Estimate Architectural & Engineering (8%)308,217 308,217 Construction Management (6%)231,162 231,162 Upsize Tap Fee 70,000 70,000 Audio/Video 100,000 100,000 FF&E 250,000 250,000 Restaurant Equipment150,000 150,000 Temporary Structure100,000 200,000 Parking and Related Landscaping567,000 - Included in Revised Contractor Estimate Shorten #18 350,000 380,000 Extend #13 (on Hold)225,000 - Contingency (10%)620,409 638,000 Total Project Costs 6,824,496 6,973,379 Less Available Funds: Accumulated VRD Recreation Fee (2009-2012)505,900 505,900 TOV Repair Budgets 880,000 1,260,000 VRD Repair Budgets 154,250 154,250 Additional Proposed VRD Funding1,000,000 1,000,000 Conference Center Funds3,800,000 3,800,000 Total Available Funds6,340,150 6,720,150 Excess Available / (Shortfall)(484,346)(253,229)$ Balance Shortfall Eliminate #13 225,000 Rec Ammenity Fund 2013 and 2014 261,440 261,440 Revised Budget Balance after budget shortfall adjustments (Delta between Project Costs to revised Available Funds)2,094 8,211 Vail Golf and Nordic Center Clubhouse 6 - 3 - 1 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Update to the Town Council regarding the Ford Park PEC Development Plan approval, project budget, cost estimate and schedule. PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: Staff is asking Council to provide comments in regards to the Ford Park budget and cost estimate. BACKGROUND: The Ford Park Development Plan was approved by the PEC on May 21, 2012. The final DRB presentation and request for approval is scheduled for June 6, 2012. Construction Documents for Phase 1 improvements are scheduled to be released for bidding on June 29, 2012. Currently, the cost estimate for Phase 1 improvements are $1.2 M over the $6.3 M budget. The attached Memorandum outlines the source of the additional costs and suggest how they may be accomodated in moving forward to a projected mid to late August 2012 construction start date. STAFF RECOMMENDATION: Staff recommends the Town Council consider the use of $427 K of currently budgeted RETT funds for the Ford Park Conference Center Fund project. Staff also recommends the Town Council direct the staff to bid portions of the improvements as Add Alternates to the base bid in order to obtain final constructin costs for the improvements. ATTACHMENTS: Ford Park update memo TC Ford Park Dev Plan Powerpoint 6/5/2012 To: Vail Town Council From: Public Works Department Date: June 5, 2012 Subject: Ford Park Planning Update I. SUMMARY This update to the Town Council includes the Planning and Environmental Commission (PEC) approval of the Development Plan for Ford Park as well as a discussion of the current cost estimates, budget and schedule. II. BACKGROUND The Ford Park Management Plan Update was approved by the PEC on April 9, 2012 and adopted by resolution of the Town Council on April 17, 2012. The Ford Park Management Plan Update includes those items which are being funded by a combination of Conference Center Fund, RETT funds, and Stakeholder contributions. Following the approval and adoption of the Ford Park Management Plan Update, staff and the consultant team prepared and submitted a Development Plan to the PEC. The Development Plan submittal included an application for modification of the Conditional Use Permit for the park and an application for a wall height variance for the retaining walls along East Betty Ford Way. The Ford Park Conditional Use Permit and wall height variance were approved by the PEC on May 21, 2012. III. FORD PARK DEVELOPMENT PLAN MAKE -UP The Ford Park Development Plan includes items of the adopted Management Plan Update funded by Conference Center funds, RETT funds, and Vail Valley Foundation contributions. These include the following: 1. Athletic field realignment 2. New restroom/concession building 3. New restroom/maintenance building 4. Outfield retaining wall 5. Improvements to West Betty Ford Way 6. Improvements to East Betty Ford Way 7. Improvements to parking and drop areas 8. Lighting and electrical upgrades 9. Regrading of the lawn seating in the Gerald R. Ford Amphitheater * 10. New restrooms at the east gate of the Gerald R. Ford Amphitheater* 7 - 1 - 1 6/5/2012 Town of Vail Page 2 (Items marked with an eristic * are partially funded with a contribution of $2.1 M match of Conference Center Fund dollars to fund improvements to the amphitheater IV. FORD PARK BUDGET AND COST ESTIMATE The Town is committed to a contribution of $2.1 M match of Conference Center Fund dollars to fund improvements to the amphitheater. These funds are not included in the Ford Park budget discussion outlined below. The budget for Ford Park is as follows. Conference Center Fund $3.8 M RETT Fund $2.5 M Total Budget $6.3 M The total cost estimate for the items included in the Development Plan is $7.511 M. This leaves a budget shortfall of $1.211 M. The source of the additional cost can be categorized in 4 areas as follows: 1. West restroom/maintenance $556 K a. Significant water main extension b. Extended sanitary sewer service c. Reconstruction of West Betty Ford d. Concrete pavers on West Betty Ford Way e. New park pedestrian lighting 2. Athletic field realignment $100 K a. Subsurface drainage system b. Additional fencing 3. East Betty Ford Way improvements $400 K a. Concrete pavers b. Additional wall height and length 4. Drop off and parking $155 K a. Parking modifications b. Retaining walls c. Trash enclosure building d. Lighting The utility line extensions will serve more than the West and East Restroom buildings in the future. These are estimated costs prepared by a General Contracting firm. Actual costs will determined through the bidding process and may vary from the estimated costs. Staff recommends the budget shortfall be accommodated in the following manner. 1. There is $427 K already included in the 2012 RETT Capital Budget for Ford Park upper bench outbuilding replacement. When combined with the current Ford Park Conference Center fund project the total project budget is $6.7 M and the budget shortfall is $784 K. 7 - 1 - 2 6/5/2012 Town of Vail Page 3 2. Bid the following items as Add Alternates to the Base Bid and make the final budget determination based on actual bid amounts. These Add Alternates have a combined estimated cost of $725 K. a. Concrete pavers on West Betty Ford Way and concessions and bus stop areas, $103 K b. Concrete pavers on East Betty Ford Way, $352 K c. New pedestrian lighting throughout the park, $270 K 3. An additional $90 K in cost reduction can be realized by operating the restroom portion of the concessions building as a 3 season rather than a 4 season facility. The $90 K is the value of the water and sewer tap fees that are charged on a year round use versus a seasonal facility. V. SCHEDULE Phase 1 improvements include the following: 1. New restroom/concession building 2. New restroom/maintenance building 3. Outfield retaining wall 4. Improvements to West Betty Ford Way 5. Improvements to East Betty Ford Way The Vail Valley Foundation intends to construct the improvements to the lawn seating and east restroom within the Gerald R. Ford Amphitheater with the Phase 1 improvements. The schedule for Phase 1 improvements is as follows. Bid package released to contractors June 29, 2012 Town council request to award the Phase 1contract August 7, 2012 Construction of Phase 1 begins August 20, 2012 (Athletic fields to remain open through Labor Day, access to Ford Amphitheater to be provided September 20 – 23 for scheduled event) Construction of Phase 1 complete June 1, 2013 Phase 2 improvements include the following: 1. Athletic field realignment 2. Fencing 3. Circulation The schedule for Phase 2 improvements has not been finalized. The overall sequence of events includes beginning work on the athletic fields following the LAX Shootout in early July 2013, installing the sod on or about September 1, allow the sod to establish, and reopen the fields just prior to the LAX Shootout in late June 2014. Phase 3 includes the following: 1. Improvements to parking and drop areas 2. Lighting and electrical upgrades 7 - 1 - 3 6/5/2012 Town of Vail Page 4 The schedule for Phase 3 improvements has not been finalized. It is anticipated the work will be scheduled for the 2014 construction season. VI. ACTION REQUESTED BY COUNCIL Staff is asking the Town Council to provide comments in reaction to the Ford Park budget and cost estimate as outlined and presented. 7 - 1 - 4 6/5/2012 7 - 2 - 1 6/5/2012 7 - 2 - 2 6/5/2012 7 - 2 - 3 6/5/2012 7 - 2 - 4 6/5/2012 7 - 2 - 5 6/5/2012 7 - 2 - 6 6/5/2012 7 - 2 - 7 6/5/2012 7 - 2 - 8 6/5/2012 7 - 2 - 9 6/5/2012 7 - 2 - 10 6/5/2012 7 - 2 - 11 6/5/2012 7 - 2 - 12 6/5/2012 7 - 2 - 13 6/5/2012 7 - 2 - 14 6/5/2012 7 - 2 - 15 6/5/2012 7 - 2 - 16 6/5/2012 7 - 2 - 17 6/5/2012 7 - 2 - 18 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Information Updates and Attachments: 1) Xcel Energy tax collection error; 2) Vail Library Memo; 3) Revenue Highlights 060512; and 4) April Sales Tax. PRESENTER(S): Various ATTACHMENTS: Excel Energy Tax Collection Error memo Vail Library 052912 Memo Revenue Highlights 060312 April Sales Tax 6/5/2012 To: Town Council From: Sales Tax Division Date: May 25, 2012 Subject: Xcel Energy Sales Tax and Franchise Fees Collected in Error I. BACKGROUND Near the end of March, we were contacted by some Bachelor Gulch residents and their accountants concerning Vail sales tax and franchise fees appearing on their bills from Xcel Energy. Bachelor Gulch is clearly outside the Town of Vail and not subject to these taxes. II. RESOLUTION Sally Lorton contacted Xcel who confirmed they had been collecting and remitting Vail taxes in error. They were aware of the problem and had corrected it going forward. They had also begun making refunds to customers who contacted them. We assured Xcel of our willingness to cooperate to make sure our Bachelor Gulch neighbors were made whole. As of May 25, Xcel identified 44 customers who were due refunds totaling $59,046.89, including $43,761.43 in sales tax and $15,582.16 in franchise fees. According to Todd Anderson, Area Manager, Community and Local Government Affairs for Xcel Energy, all customer accounts have now been credited. Xcel Energy will reduce their next remittances to us by the appropriate amounts. 8 - 1 - 1 6/5/2012 To: Vail Town Council From: Lori A. Barnes, Town Librarian Date: May 29, 2012 Subject: Vail Public Library Moving Schedule I. SUMMARY Library Staff have identified a plan for relocating library services from the “mini-library” on the east end of Dobson Ice Arena back to the newly renovated public service space of the library. We have been in communication with TOV Facilities, TOV IT, and the Marmot consortium’s technology consultants to ensure a smooth transition during this relocation so as to minimize the disruption of service to our valued patrons. II. DISCUSSION The relocation of Vail Public Library’s public service space will necessitate 6 days of closure to the public (June 28 through July 3) as we must relocate all materials, equipment and services from the Dobson “mini-library”. In addition, we must also relocate all materials returned to the library during the past three months and which are currently in “storage” at our Plum office space. This relocation effort will only be focusing on those materials, equipment and services which are of a public service nature. All administrative and technical services operations will remain at the Plum office space until the entire renovation project is complete. We anticipate that this will occur in the early autumn months. III. ACTION REQUESTED OF COUNCIL Staff requests the town council to authorize the closure of Vail Public Library beginning Thursday, June 28th through Tuesday, July 3rd to enable staff to not only relocate but to ensure that our newly renovated public service space is fully operational by the start of business on Thursday, July 5th. 8 - 2 - 1 6/5/2012 - 1 - TOWN OF VAIL REVENUE HIGHLIGHTS May 29, 2012 Sales Tax Upon receipt of all sales tax returns, April collections are estimated to be $1,152,764 down 3.3% from last year and down 0.2% compared to budget. The ski season (November – April) are estimated to be up 3.9% from the prior ski season. The 2011/12 ski season had the largest sales tax collection ever. Year to date collections of $10,162,480 are up 2.3% from last year and up 9.87% from budget. Inflation as measured by the consumer price index was up 2.3% for April. Real Estate Transfer Tax (RETT) RETT collections through May 30th total $2,179,487 up 1.6% from this time last year. Of current collections, approximately 16% is from major redevelopment projects including Arrabelle, Four Seasons, Landmark, Manor Vail, Mountain View, Ritz Carlton Residences, Solaris, and The Sebastian. Collections not related to major redevelopment projects currently total $1,826,713, up 71% from prior year. Use Tax Use tax collections currently total $608,659, exceeding the annual budget of $515,000. The increase in activity is due to both significant home renovations as well as a few larger commercial renovation projects. Summary Across all funds and revenue accounts through May 29, 2012, total revenue of $26.2 million is up 1.4% year-to-date from budget and down 1.3% from this time last year. We have currently received 50% of total budgeted revenues for the year. 8 - 3 - 1 6/5/2012 MEMORANDUM May 24, 2012 To: Vail Town Council Stan Zemler Pam Brandmeyer Judy Camp From: Sally Lorton Re: April Sales Tax I estimate Vail will collect another $55,000 in April sales tax to bring April collections to $1,152,764. If so, we will be down .2% or $2,295 from budget and down 3.3% or $38,926 from April 2011. The ski season (November – April) would be up 3.9% or $536,785 from the prior ski season. The 11/12 ski season had the largest sales tax collection ever. Lift tax for April is down 22.4% or $81,628 from April 2011, the ski season is down 3.4% or $117,553. 8 - 4 - 1 6/5/2012 2,210,5472,073,4811,997,0912,225,8412,275,9672,597,9852,783,3062,976,6552,619,6732,564,3832,795,6882,638,7532,849,984211,2311.94%8.00% 2,366,3212,281,8332,111,1632,362,8252,429,3772,527,1302,718,6433,071,6152,588,8892,577,3602,803,1362,642,5822,987,809345,2276.59%13.06% 2,568,8712,699,664 2,372,942 2,344,1782,785,1012,852,9542,986,4463,327,3042,504,5672,685,0043,143,4182,812,9533,171,923358,9700.91%12.76% 1,043,431870,875871,468992,157915,5541,280,3241,330,7401,098,9181,235,9411,156,9341,191,6901,155,0591,097,764(57,295)-7.88%-4.96% 8,189,1707,925,8537,352,6647,925,0018,405,9999,258,3939,819,13510,474,4928,949,0708,983,6819,933,9329,249,34710,107,480858,1331.75%9.28% 448,234414,248428,919411,595458,770449,283545,874622,103516,150421,925473,292495,374 751,439657,707742,755732,113834,913805,362953,017918,061717,233873,765895,951836,979 1,157,8671,044,9661,075,5321,128,5141,166,1831,255,2431,265,7811,397,8421,121,8601,228,7671,481,3291,247,506 1,124,2751,084,3181,029,446994,445993,9851,055,6141,162,7461,349,7951,068,3911,147,3521,310,4711,159,569 747,766713,574679,208757,033795,807832,549908,318834,569753,754761,425889,945796,436 486,570484,425508,092532,537566,173614,396688,519662,767581,033594,362623,420604,744 571,783642,293591,269623,646713,117799,582747,877719,109651,873701,075788,430692,684 1,933,9402,139,4172,171,0982,362,0952,549,0322,771,2582,821,8712,652,6282,553,9742,963,7633,184,6452,717,361 15,411,04415,106,80114,578,98315,466,97916,483,97917,841,68018,913,13819,631,36616,913,33817,676,11519,581,41517,800,00010,107,480858,133 8 - 4 - 2 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Matters from Mayor and Council: Council Committee Reports PRESENTER(S): Council 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Discussion concerning negotiations regarding Ever Vail; 2) Redevelopment Agreement; 2) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Crown Castle Agreement. PRESENTER(S): Matt Mire 6/5/2012 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 5, 2012 ITEM/TOPIC: Adjournment (4:35 p.m.) NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) -------------------- THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, JUNE 19, 2012 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Information Updates: Traffic on Vail Valley Drive memo; Ford Park Venue & Noise memo; March All Store Same Store - 6/19 Ford Park discussion re: venue, use, noise, etc. - Todd O./Greg H. - 30 min. - WS - 6/19 or 7/3 The Sebastian, SDD #6, 2nd reading - Rachel - 30 min. - ES - 6/19 2nd reading of rezoning of Golfcourse Clubhouse and Text Amendment Title 12- Com Dev - ES - 30 min. - 6/19 Comcast Audit Update - Ron B/Matt M/Comcast Rep - ES - 10 min. - 6/19 Municipal Site Redevelopment discussion - George R. - WS - 60 min. - 6/19 Approval of Contractor for Muni Site Redevelopment - George R. - ES - 30 min. - 6/19 Housing EHU Exchange Program - Nina - ES - 60 min. - 6/19 Municipal Site Redevelopment - George - WS/ES - 60 min. - 6/19 Voter Poll Survey Results - David Flaherty - ES - 6/19 - 45 min. Lionshead Shuttle (Welcome Center site) Discussion and Update - Greg H. - 6/19 or 7/3- 30 min. Liquor Licensing discussion for TOV buildings and land with TC - Greg Hall/Matt Mire- WS - 30 min. - 6/19 Election: Charter changes - Matt Mire -TBD - 6/19 or 7/17 TBD: RETT Discussion - Kathleen H. - WS - 20 min. - 7/3 Budget Timetable - Kathleen H. - WS - 10 min. - 7/3 Seconded Supplemental - Kathleen H. - ES - 30 min. - 7/3 Community Solar Farm/Clear Energy Collective - Kristin B. - WS - 20 min - TBD Wayfinding Update - Greg H. - 20 min. - WS - 7/3 Strategic Plan Update - Staff - WS - 7/3 - 30 min. Public Parking Policy Discussion Greg H. - WS - 30 min. - 7/17 Bob McKown recognition of service for 8 yrs on Liquor Board and CSE - 7/17 Ford Park Planning Contract Award- Todd O./Greg H. - 30 min. - ES - 8/7 Parking Operational Review and Policy Discussion - Greg Hall - WS - 30 min. - TBD Open Space Discussion with Toby Sprunk, Eagle County Open Space Director - TBD View Corridor Tree Guidelines discussion - George R. - 30 min. - WS - TBD Housing Fee in Lieu Discussion - TBD Gore Creek Water Quality Update - Bill Carlson - TBD Comcast Discussion - Ron Braden/Matt Mire 60 min. - TBD Outdoor Display Goods - George Ruther - TBD Historic District - TBD Sister City discussion - TBD Review of Inclusionary Zoning and Housing Strategic Plan - George R - WS - 60 min. -TBD 6/5/2012