HomeMy WebLinkAbout2012-07-17 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., JULY 17, 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: Proclamation No. 4, Series of 2012, Honoring Pepi
Gramshammer and making August 6, 2012, Pepi Gramshammer Day in Vail
on his 80th Birthday. (5 min.)
PRESENTER(S): Susie Tjossem/Town Council
ACTION REQUESTED OF COUNCIL: Read into the record and proclaim
August 6, 2012 as Pepi Gramshammer Day; see attached proclamation.
STAFF RECOMMENDATION:
See attached proclamation.
2.
ITEM/TOPIC: Citizen Participation (15 min.)
PRESENTER(S): Public
3.
ITEM/TOPIC: Consent Agenda:
1) 2013 Budget Timetable and Philosophy; and
2) Approval of meeting minutes of June 5 and 19, 2012. (5 min.)
PRESENTER(S): Various
4.
ITEM/TOPIC: Town Manager Report:
Fire Department: Fire Restriction Update
Eagle River Water & Sanitation District (ERWSD): Water Supply and
Drought Update (10 min)
PRESENTER(S): Various
5. ITEM/TOPIC: Vail Golf and Nordic Center Clubhouse Project regarding the
18th hole. (45 min)
PRESENTER(S): Stan Zemler, Pedro Campos Zehren and Associates,
Kevin Atkinson Phelps-Atkinson Golf Design, Vail Recreation District
ACTION REQUESTED OF COUNCIL: The Town Council is being asked to
provide direction to the design team on the Golf and Nordic Clubhouse
programming and revised design, as well a decision to include moving the
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18th green as part of the project.
BACKGROUND: The council based on the July 3, meeting requested some
additional concerns be addressed in design alternatives. A revised design
has been prepared and reviewed by the recreation subcommittee. It is the
recommendation of the committee that the new design is a better solution
than those previously reviewed and should be pursued. The recreation
subcommittee with regard to the modifications to the driving range operations
supported the modifications to the net verses the use of low flight balls. If the
final design of the relocated 18th hole results in a par 4, then the modification
of the 13th hole as recommended in the master plan should be pursued
sooner than later.
STAFF RECOMMENDATION:
Staff recommendation is as follows:
Proceed with the building design as previously presented to the
town council
Provide parking as presented in the revised design on July 3,
2012.
Relocate the 18th hole as per concept F and with final design
reviewed by the Vail Recreation District and Design Review
Board
Amend the budget as necessary to address the recommended
changes
Direct staff to withdraw the rezoning application at this time, to
be modified for future zoning applications.
6.
ITEM/TOPIC: Vail Shuttle and Courtesy Car Alternatives (30 min)
PRESENTER(S): Tom Kassmel
ACTION REQUESTED OF COUNCIL: Review the Alternatives presented
and provide feedback and direction to Staff.
BACKGROUND: The Town of Vail has seen a significant increase in the
volume and frequency of shuttles and hotel courtesy vehicles in the past few
years as a result of the successful Vail Billion Dollar Redevelopment. Many
convenient areas that are within close proximity to Vail Mountain and to both
the Lionshead and Vail Villages are now being overused for the drop-off and
pick-up of guests. Currently the Town does not have any policies or
regulation specific to these services. The increase of use of these services
has become problematic for critical portal areas to the Mountain and the
Villages and other congested neighborhood areas, causing safety issues and
congestion. On March 6th Council directed staff to develop alternatives for
solving these issues. Three alternatives will be presented to Coucil for
discussion and input.
STAFF RECOMMENDATION: Staff recommends reviewing the three
Alternates, receiving public input, and providing staff with further
direction. Based on the current input provided, staff is recommending
Alternate I, implementing a trial basis schedule for shuttles, and including the
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ability for Large SUV’s to drop off on the top deck of the Lionshead Parking
Structure.
7.
ITEM/TOPIC: Vail’s 50th Anniversary Update (15 min.)
PRESENTER(S): Adam Sutner & Kelli McDonald
ACTION REQUESTED OF COUNCIL: Staff recommends that Council listen
to the presentation and provide feedback
BACKGROUND: Planning is well underway for Vail’s 50th Anniversary
celebration. Vail’s opening on December 15, 1962 was a time of aspiration,
determination and commitment by those who came together to see their
dream come alive. The 50th celebration will not only pay tribute to Vail’s
founders but will also reach out to the five decades of skiers, employees,
residents and others who are forever connected to this special place. The
celebration is being organized by a joint Vail Mountain – Town of Vail
planning team.
8.
ITEM/TOPIC: First reading of Ordinance No. 9 Series 2012, and ordinance
making budget adjustments to the Town of Vail General Fund, Capital
Projects Fund, Real Estate Transfer Tax Fund, Dispatch Services Fund and
Heavy Equipment Fund. This item also includes discussion of off-cycle
contribution funding requests. (30 min.)
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with
amendments Ordinance No. 9, Series 2012
BACKGROUND: Please see attached memorandum
STAFF RECOMMENDATION: Approve or approve with amendments
Ordinance No. 9, Series 2012
9. ITEM/TOPIC: Ordinance No. 2, Series of 2012, an ordinance amending
Chapter 12-6, Residential Districts, Vail Town Code, pursuant to Section 12-
3-7, Amendment, Vail Town Code, to establish a new zone district, Vail
Village Townhouse (VVT) District, and setting forth details in regard thereto;
and Resolution No. 7, Series of 2012, amending Chapter VII, Vail Village
Sub-Areas, East Gore Creek Sub-Area (#6), Vail Village Master Plan,
pursuant to Chapter VIII, Implementation and Amendment, Vail Village
Master Plan, to include recommendations related to a new Vail Village
Townhouse (VVT) District, and setting forth details in regard thereto.
(PEC110040, PEC110041) (5 minutes)
PRESENTER(S): Bill Gibson, Community Development Department
ACTION REQUESTED OF COUNCIL: The Community Development
Department requests the Vail Town Council grants a continuance of
Resolution No. 7, Series of 2012, and the second reading of Ordinance No.
2, Series of 2012, to its August 7, 2012, public hearing to allow the applicant
additional time to gather information for the Council's review.
BACKGROUND: On November 14, 2011, the Planning and Environmental
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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 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 correspond to the second reading of the ordinance.
On May 15, 2012, the Vail Town Council tabled Resolution No. 7, Series of
2012, and the second reading of Ordinance No. 2, Series of 2012, to a
future public hearing.
STAFF RECOMMENDATION: The Community Development Department
recommends the Vail Town Council grants a continuance of Resolution No.
7, Series of 2012, and the second reading of Ordinance No. 2, Series of
2012, to its August 7, 2012, public hearing.
10. ITEM/TOPIC: Ever Vail - The Community Development Department
requests that the major subdivision and Ordinance Nos. 7, 8 and 9, Series of
2011 be continued to the August 21, 2012, public hearing.
Major Subdivision:
A request for a review of a preliminary plan for a major subdivision, pursuant
to Chapter 13-3, Major Subdivision, Vail Town Code, to allow for the creation
of two lots for the redevelopment of the properties known as Ever Vail (West
Lionshead), located at 862, 923, 934, 953, 1000 and 1031 South Frontage
Road West, and the South Frontage Road West right-of-way/unplatted (a
complete legal description is available for inspection at the Town of Vail
Community Development Department), and setting forth details in regard
thereto. (PEC080062)
Rezoning (Ordinance No. 7, Series of 2011):
A request for a recommendation to the Vail Town Council for a zone district
boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town
Code, to allow for a establish Lionshead Mixed Use 2 District zoning on
Parcels 1 and 2 of the Ever Vail Subdivision located generally at 862, 923,
934, 953, 1000, and 1031 South Frontage Road, and the South Frontage
Road right-of-way/unplatted (a complete legal description is available for
inspection at the Town of Vail Community Development Department), and
setting forth details in regard thereto. (PEC080061)
Special Development District Amendment (Ordinance No. 8, Series of 2011):
A request for a recommendation to the Vail Town Council for a major
amendment to Special Development District No. 4, Cascade Village,
pursuant to Section 12-9A-10, Amendment Procedures, Vail Town Code, to
allow for the removal of Development Area D (Glen Lyon Office Building)
from Special Development District No. 4, Cascade Village, and for a zone
district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail
Town Code, to include the subject property in the Lionshead Mixed Use 2
District, located at 1000 South Frontage Road West/Lot 54, Glen Lyon
Subdivison, and setting forth details in regard thereto. (PEC090036)
7/17/2012
Title 12, Zoning Regulations, Vail Town Code, Amendment ( Ordinance No.
9, Series of 2011):
A request for a final recommendation to the Vail Town Council for prescribed
regulation amendments, pursuant to Section 12-3-7, Amendment, Vail Town
Code, to amend Section 12-10-19, Core Areas Identified, Vail Town Code, to
amend the core area parking maps to include "Ever Vail" (West Lionshead)
within the "Commercial Core" designation, and setting forth details in regard
thereto. (PEC080065) (5 min.)
PRESENTER(S): Warren Campbell
ACTION REQUESTED OF COUNCIL: The Community Development
Department requests that the major subdivision and Ordinance Nos. 7, 8,
and 9, Series of 2011 be continued to the August 21, 2012 public hearing.
BACKGROUND: Major Subdivision: On January 10, 2011, the Planning and
Environmental Commission forwarded a recommendation of approval, with
conditions, on the preliminary plan for the major subdivision to establish
Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of 5-0-2 (Viele and
Cartin recused).
Rezoning: On January 10, 2011, the Planning and Environmental
Commission forwarded a recommendation of approval, with conditions, for a
zone district boundary amendment to establish Lionshead Mixed Use 2
District zoning on Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of
5-0-2 (Viele and Cartin recused).
Special Development District Amendment: On January 24, 2011, the
Planning and Environmental Commission forwarded a recommendation of
approval, with conditions, for a major amendment to Special Development
District (SDD) No. 4, Cascade Village, to remove the Glen Lyon Office
Building from the SDD in order for it to be incorporated into the Ever Vail
Subdivision, by a vote of 4-0-2 (Viele and Cartin recused).
Title 12, Zoning Regulations, Vail Town Code, Amendment: On January 11,
2010, the Planning and Environmental Commission forwarded a
recommendation of approval, with conditions, for a prescribed regulations
amendment to Section 12-10-19, Core Areas Identified, Vail Town Code, by
a vote of 4-0-2 (Viele and Cartin recused).
STAFF RECOMMENDATION: The Community Development Department
requests that the major subdivision and Ordinance Nos. 7, 8, and 9, Series of
2011 be continued to the August 21, 2012 public hearing.
11. ITEM/TOPIC: Adjournment (8:45 p.m.)
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Proclamation No. 4, Series of 2012, Honoring Pepi Gramshammer and making
August 6, 2012, Pepi Gramshammer Day in Vail on his 80th Birthday.
PRESENTER(S): Susie Tjossem/Town Council
ACTION REQUESTED OF COUNCIL: Read into the record and proclaim August 6, 2012 as
Pepi Gramshammer Day; see attached proclamation.
STAFF RECOMMENDATION:
See attached proclamation.
ATTACHMENTS:
Proclamation No. 4, 2012 Pepi Gramshammer 071712
7/17/2012
TOWN OF VAIL
Proclamation No.4, Series of 2012
PEPI GRAMS HAMMER DAY IN VAIL
AUGUST 6, 2012
In honor ofPepi Gramshammer's 80 th Birthday, the Vail Town Council declares Monday, August 6,2012 as
Pepi Gramshammer Day in Vail, Colorado. The Vail Town Council would like to honor and recognize Pepi
Gramshammer for his outstanding commitment and contributions to Vail, Colorado for the past 50 years.
Whereas, Gramshammer was one of the original Vail Pioneers, skiing Vail Mountain prior to Vail
Mountain opening in December, 1962 and moving to Vail in 1963; and
Whereas, he was a member of the Austrian National Ski Team and Professional Ski Racers Association,
and winner of many international and professional ski races. As a certified Austrian and Rocky Mountain ski
instructor, he was the coach of several international ski teams, as well his own Red Lodge International Swnmer
Ski Racing Camp. He has designed a ski training program for recreational adult skiers, called Pepi's Wedel
Weeks. He has brought international attention to Vail because of his reputation as a successful, professional
Austrian ski racer and attracted other like-minded Austrians and Europeans to Vail;
Whereas, Gramshammer will be eternally linked to the long and infamous trail "Forever" which he skied
before the lift was installed, remarking that it would take "forever" to hike back out; and
Whereas, Gramshammer built and continues to operate one of Vail's iconic and successful lodges, the
Gasthof Gramshammer; as well as a retail shop, restaurant and bar; and helped establish and maintain Vail's
Bavarian look and European hands-on guest treatment that Vail is famous for; and
Whereas, Gramshammer and his wife, Sheika have organized and hosted the Crystal Ski Ball in Vail
since 1981 and contributions of nearly $700,000 support Colorado ski related organizations, including the Vail
Valley Foundation (organizers of the 1989, 1999 and 2015 World Alpine Ski Championships & World Cup
Races), the US Ski Team, the Blind Skiers Program, the Handicapped Skiers Program, the Jimmie Heuga
Express, Buddy Werner League, and Ski Club Vail.
Whereas, Gramshammer was instrumental in obtaining the United States FIS World Alpine Ski
Championships for Colorado, hosted by Vail & Beaver Creek in 1989 and 1999 and served on the Executive
and Organizing Committees for the Championships; and
Whereas, Gramshammer is an honored ambassador for Vail, Colorado and the entire ski industry. To
this day, his prime interest is keeping the Vail ski mountain and the town of Vail a place to enjoy.
Therefore Be It Resolved, this 17th day of July, 2012, the Vail Town Council proclaims Monday,
August 6,2012, as Pepi Gramshammer Day in
Andrew P. Daly, Town of Vail Mayor
Attest:
Lorelei Donaldson, Town Clerk
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Citizen Participation
PRESENTER(S): Public
7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Consent Agenda:
1) 2013 Budget Timetable and Philosophy; and
2) Approval of meeting minutes of June 5 and 19, 2012.
PRESENTER(S): Various
ATTACHMENTS:
Budget Timetable Memo
060512 Meeting Minutes
061912 minutes final
7/17/2012
TO: Vail Town Council
FROM: Finance Department
DATE: July 11, 2012
SUBJECT: 2013 Budget timetable and philosophy
I. SUMMARY
The 2013 budget timetable (attachment A) is included for your review. This timetable provides
for approval of the 2013 budget upon second reading of the budget ordinance on November 6,
2012.
II. DISCUSSION
In addition to the Vail Town Charter (attachment B) which sets forth certain requirements for the
budget, staff will use the following philosophy during the 2013 budget process:
• Develop a sustainable budget that operates within annual revenues
• The town will develop a five-year financial projection for all major funds annually,
including the Heavy Equipment Fund, Dispatch Services Fund, General Fund, Capital
Projects Fund and the Real Estate Transfer Tax Fund. The five-year strategic capital
plan will include the identification and prioritization of capital needs that are not funded
within current projections.
• Revenues will be projected conservatively using analytical processes. Revenue
collections will be reviewed monthly or quarterly, depending on the revenue source, to
determine variations from the budget.
• Fund balances shall be adequate to cover short-term fluctuations in revenues,
emergencies and planned future expenditures. It is recommended the General Fund
balance be at least 25% of the budgeted revenues. The 2012 amended budget projects
a 76% fund balance in the General Fund, and staff continues to recommend strong
reserve levels for 2013 and beyond.
• On May 4, 2010 Council agreed that it was not necessary to carry a fund balance in the
Capital Projects Fund or Real Estate Transfer Tax (RETT) Fund. These funds however,
are projected to have fund balances of $11.3M and $9.4M, respectively by the end of
2012.
The budget will continue to reflect the town’s vision to be the premier mountain resort
community and will support areas of strategic focus identified by Council including Improvement
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Town of Vail Page 2
of Economic Vitality, Grow a Balanced Community, Improve the Quality of the Experience and
Develop Future Leadership.
Vail Town Council Attachment A
Town of Vail
Proposed 2013 Budget Timetable
Budget Guidelines
Presentation of 2011 audit report to Council 06/05/12
Budget timetable & philosophies submitted 07/17/12
RETT Discussion 07/17/12
Guidelines distributed to department heads 06/22/12
Staff prepares departmental budgets 06/22/12 to 07/20/12
Capital budget request for county funds 07/27/12
Council discussion of major revenue items 08/07/12
Town Manager reviews departmental budgets 08/08/12 to 08/31/12
Council discussion of 5-year Capital and RETT plans 08/21/12
VLMD Board review of 2013 Operating Plan 09/18/12
Council review of Town Manager's budget - first draft 09/18/12
Budget Documentation and Reporting
First reading of 2012 Supplemental Number Two 07/17/12
Second reading of 2012 Supplemental Number Two 08/07/12
VLMD Resolution for VLMD Budget 09/18/12
TOV Resolution for VLMD Budget 10/02/12
First reading of 2013 budget ordinance 10/16/12
Second reading of 2013 budget ordinance 11/06/12
Vail Reinvestment Authority Budget Resolution 11/06/12
First reading of mil levy certification ordinance 11/20/12
First reading of 2012 Supplemental Number Three 12/04/12
Second reading of mil levy certification ordinance 12/04/12
Second reading of 2012 Supplemental Number Three 12/18/12
Mil levy certification deadline to Eagle County 12/14/12
Budget book submission (to State) 01/31/13
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Town of Vail Page 3
Vail Town Council Attachment B
TOWN OF VAIL CHARTER
ARTICLE IX
TOWN FINANCES
Section 9.1 - Fiscal Year:
The fiscal year of the town shall commence on the first day of January or on such date each
year as shall be fixed by the council.
Section 9.2 - Provision For Tax System:
The council may by ordinance provide a system for the assessment, levy and collection of all
town taxes, not inconsistent with this Charter.
Section 9.3 - Budget:
The town manager shall annually prepare and submit to the council a budget and
accompanying message. The budget shall provide a complete financial plan of all town funds
and activities for the ensuing fiscal year and, except as required by law or this Charter, shall be
in such form as the manager deems desirable or the council may require. In organizing the
budget, the manager shall utilize the most feasible combination of expenditure classification by
fund, organization unit, program, purpose or activity and object. It shall begin with a clear,
general summary of its contents and shall be so arranged as to show comparative figures for
income and expenditures of the preceding fiscal year.
Section 9.4 - Capital Program And Additional Cent Sales Tax:
The manager shall prepare a long-range capital program and submit same to the council no
less than two (2) weeks prior to the submission of the budget. Such program shall include a
statement as to the application of the sales tax revenues allocated by ordinance to the special
revenue fund. Expenditure of these revenues other than for capital improvements and/or open
space acquisition or improvements or for the payment of debt service on any obligations of the
Town issued to finance the same shall require not less than five (5) affirmative votes of the
council.
Section 9.5 - Budget Hearing:
A public hearing on the proposed budget and proposed capital program shall be held by the
council no later than thirty (30) days prior to the close of the fiscal year. Notice of the time and
place of such hearing shall be published one (1) time at least seven (7) days prior to the
hearing.
Section 9.6 - Council Amendments:
After the public hearing, the council may adopt the budget with or without amendment. In
amending the budget, it may add or increase programs or amounts and may delete or decrease
any programs or amounts, except expenditures required by law or for debt service or for
estimated cash deficit.
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Town of Vail Page 4
Section 9.7 - Council Adoption:
The council shall adopt the budget by ordinance on or before the final day of the fiscal year. If it
fails to adopt the budget by this date, the amounts appropriated for the current operation for the
current fiscal year shall be deemed adopted for the ensuing fiscal year on a month-to-month
basis, with all items in it pro-rated accordingly, until such time as the council adopts the budget
for the ensuing fiscal year.
Section 9.8 - Property Tax Levy:
Adoption of the budget by council shall constitute appropriations of the amounts specified
therein as expenditures from the funds indicated. Council shall cause the property tax to be
certified to the county for collection as required by law.
Section 9.9 - Public Records:
Copies of the budget and the capital program as adopted shall be public records and shall be
made available to the public in the municipal building.
Section 9.10 - Amendments After Adoption:
(a) Supplemental Appropriations. If, during the fiscal year, the manager certifies that there are
available for appropriation revenues in excess of those estimated in the budget, the council by
ordinance may make supplemental appropriations for the year up to the amount of such excess.
(b) Emergency Appropriations. To meet a public emergency affecting life, health, property or the
public peace, the council may make emergency appropriations. Such appropriations may be
made by emergency ordinance in accordance with provisions of Section 4.11. To the extent that
there are no available unappropriated revenues to meet such appropriations, the council may by
emergency ordinance authorize the issuance of emergency notes, which may be renewed from
time to time, but the emergency notes and renewals of any fiscal year will be paid no later than
the last day of the fiscal year next succeeding that in which the emergency appropriation was
made.
(c) Reduction Of Appropriation. If, at any time during the fiscal year, it appears probable to the
manager that the revenues available will be insufficient to meet the amount appropriated, he
shall report to the council without delay, indicating the estimated amount of deficit, any remedial
action taken by him and his recommendation as to any other steps to be taken. The council
shall then take such further action as it deems necessary to prevent or minimize any deficit and
for that purpose it may by ordinance reduce one or more appropriations.
(d) Transfer of Appropriations. Any time during the fiscal year, the manager may transfer part or
all of any unencumbered appropriation balance among programs within a department, office,
agency and, upon written request of the manager, the council may by resolution transfer part or
all of any unencumbered appropriation balance from one department, office, agency, or object
to another.
(e) Limitation; Effective Date. No appropriation for debt service may be reduced or transferred,
and no appropriation may be reduced below any amount required by law to be appropriated or
by more than the amount of the unencumbered balance thereof. The supplemental and
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Town of Vail Page 5
emergency appropriations and reduction or transfer of appropriations authorized by this Section
may be made effective immediately upon adoption.
Section 9.11 - Independent Audit:
An independent audit shall be made of all town accounts at least annually and more frequently if
deemed necessary by the council. Such audit shall be made by certified public accountants
selected by the council who shall complete the audit within four (4) months time of the close of
the fiscal year. Copies of such audit shall be made available for public inspection at the
municipal building.
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Town Council Meeting Minutes of June 5, 2012 Page 1
Vail Town Council Meeting Minutes
Tuesday, June 5, 2012
6:00 P.M.
Vail Town Council Chambers
The regular meeting of the Vail Town Council was called to order at approximately 6:20 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. Tracy Anderson said she was the new
Executive Director of the Eagle Valley Alliance for Sustainability. She thanked the Council for
being a progressive municipality and taking sustainable initiatives such as composting, recycling
and sustainable construction forward within Vail.
The second item on the agenda was the Consent Agenda. The consent agenda consisted of
the approval of the May 1 and May 15 meeting minutes.
Foley requested these be voted on individually as he was absent for the May 15 meeting.
Moffet made a motion to approve the May 1 meeting consent agenda and the motion was
seconded by Foley. A vote was taken and the motion passed unanimously, 7-0.
Moffet made a motion to approve the May 15 meeting minutes and Donovan seconded the
motion. A vote was taken and the motion passed 6-0-1, with Foley abstaining as he was
absent.
The third item on the agenda was the Town Manager Report. Kelli McDonald introduced
Stephen Long with Vail Mountain Marketing. Long made a presentation and did a
demonstration on the new Vail Bike & Hike Application (App) with Council and the public. He
said the app will be distributed to Android and Apple stores. He said the number one driver in
getting folks to Vail in the summer was hiking. He reviewed the background and concept for the
app. The app focuses on being the singular app where folks find their hiking and biking needs;
such as hiking and biking trails in the Vail area, directions on how to get there, the exits off the
highway to the trails and FAQ’s. The app is also updatable, color coded, searchable by difficulty
levels of the trails, what to bring and levels of difficulty of each of the trails. Donovan asked if
the topographical map was “zoom-able”. Long said it is not currently zoom-able. He said Tom
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Town Council Meeting Minutes of June 5, 2012 Page 2
Griffin is the developer of the app and Vail Mountain Marketing has asked him to make the
topographical maps “zoom-able”.
Adam Sutner, from Vail Mountain Marketing, said Vail Resorts will be leveraging the hiking and
biking app on Vail.com. He said hiking was by far the single largest driver of why people come
to Vail in the summer. He said there are many different types of hiking trails and levels of
difficulty. He said this app is a decent first step and that additional hiking trails on Vail Mountain
are anticipated to be added in the future.
Rogers said the app needs to distinguish and state this app is for mountain bike trails and not
road bike trails. She would like to see road bike trails added in future app upgrades. Long said
they will work on adding those as well.
Foley asked if the seasonal closures of trails are listed in the app.
Long said yes they do have the closures in the app. He said the current version of the app is
available on Apple now, but they are working on updating another version. They are still
working with the Android market to get this app out to the public.
Tjossem asked if the directions to the hiking and biking trailheads could be added to the town’s
free bus system. Zemler said he would look into adding it to the bus system.
The fourth item on the agenda was a presentation of the 2011 audited financial statements.
Michael Jenkins, C.A., C.P.A, of McMahan and Associates presented results of the 2011 Town
of Vail audit. The town received a "clean" opinion, which means the auditors believe the
financial statements are presented fairly in all material respects. The financial statements
include the town and its affiliated units: Vail Local Marketing District, Vail Reinvestment
Authority and Timber Ridge Affordable Housing Corporation. The town's government-wide net
assets as of December 31, 2011, totaled $177.9 million, of which $55.1 million was unrestricted,
i.e., available for any governmental purpose. For the full year, government-wide revenue
exceeded expenses by $8.3 million.
Jenkins pointed out all debt which is the responsibility of the town will be paid off by the end of
2012. At that time, only Vail Reinvestment Authority and Timber Ridge Affordable Housing
Corporation bonds, both of which are funded from dedicated sources, will be outstanding. A
good benchmark of financial strength cited by Jenkins is governmental fund balances as a
percent of expenditures. Across all Town of Vail funds, this measurement is 140%, which
implies the town could hypothetically continue at existing spending levels for more than a year
even without any revenue.
In response to questions from Mayor Andy Daly, Jenkins confirmed the audit team encountered
no differences in dealing with management in completing the audit; there were no known or
likely misstatements material in nature; and no disagreements with management that could be
significant to the financial statement or auditor's report.
In conclusion, Jenkins congratulated the town and the finance team on its conservative,
consistent practices, conservative budgeting and sound systems and controls, all of which
contribute to the town's strong financial position.
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Town Council Meeting Minutes of June 5, 2012 Page 3
Daly and the Council thanked Camp, Halloran and other town staff for the terrific audit.
The fifth item on the agenda was a discussion on the results of the 2012 Town of Vail
Community Survey.
Suzanne Silverthorn introduced Chris Cares with RRC Associates, whose firm conducted the
survey. Silverthorn said during the spring of 2012 the Town of Vail fielded a community survey
similar to efforts conducted in the past right before the end of ski season and before the 2012
spring construction season. It consisted of questionnaires completed by full- and part-time
residents, property owners and business owners to evaluate opinions on a variety of issues.
Using survey techniques that permitted comparisons to past research, the town employed a
combination of personalized invitations via postcard mailings as well as open invitations to take
the survey online. Respondents were also given a third option to request a mail-back version.
The purpose of the survey was to evaluate respondents’ level of satisfaction with respect to a
full range of services and to gather opinions on selected issues and areas of focus. Similar
questions had been posed to Vail part-time and year-round residents on a periodic basis since
1987. The 2012 survey was designed to permit comparisons to past results, as well as to
provide new insights on a variety of topics of current interest.
Cares reviewed the power point and stated the survey is presented in multiple ways to readily
access the data. The full report will be available online. He described the methodology, which
was comparable to the 2010 survey process. The postcard invitation had approximately 415
responders and the open link had an additional 265 responders. He reviewed various
demographic profiles within the survey, the questions asked and results, the format of the
survey, comments received and overall outcome.
Cares said the overall response was positive and the respondents felt the town was heading in
the right direction. Daly stated he wanted to hear about the areas that need improvement as
well as the positive results. Cares said overall, there were more positive than negative
comments, but all the comments were in the packet given to Council for this meeting.
Donovan asked about the demographics and open link data. Cares said the open link survey
respondents were answered by full time residents versus second homeowners. Donovan
requested a more detailed report on the full time residents versus registered voters. Cares
stated his company will get more detailed information and respond to her request.
The sixth item on the agenda was Resolution No. 20, Series of 2012, a Resolution Authorizing
the Town Manager to Sign a Wireless Communications and License Agreement Between the
Town of Vail and NewPath Networks, LLC; and setting forth details in regard thereto.
Matt Mire said the Council had seen the agreement a couple of times before in a work session
and a public meeting. He said Sections 5J and 5K were new additions to the agreement. These
were specifically added to address concerns about W i-Fi standards, response times, repair and
monitoring.
Ron Braden, IT Director, introduced Gannon Sutter, Crown Castle Director of Sales and said he
will present a “30,000 feet” overview of the agreement and process.
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Sutter said thanked the Council for the opportunity to work with the town and forging a wireless
infrastructure system to make sure Vail is keeping up with having a world class Wi-Fi service.
He said the solution is to have a shared comprehensive wireless system. The system will
support capacity and coverage. He also stated Steve Collin and Charlie Weaver from Aspen
Wireless were in the audience and are strategic partners for technical and program
management. Also in the audience was Mark Chamura who manages the relationships with the
wireless carriers like Sprint, ATT, Verizon and Cricket.
Sutter said Crown Castle is a publicly traded company on the New York Stock Exchange,
employs 1,200 employees, has $2 billion in annual revenue, is the largest shared wireless
infrastructure company in the United States with 24,000 towers, 10,000 distributed antenna
systems and their only business is operating the shared wireless infrastructure and maximizing
the amount of carriers that participate on their system. He reviewed various solutions, including
outdoor distributed antenna system, interior antenna system, towers, rooftops, fiber as well as
Wi-Fi off load. He reviewed the different types of possible scenarios and solutions. Crown
Castle has carrier-grade monitoring systems and they handle every aspect of the systems and
are a one-stop shop. Crown Castle pays for all the costs and charges the carriers to rent and
ride their system. They negotiate directly with the carriers. He said the ten-year contract is
pretty standard in the business. He said the town will review and approve all tower and system
locations.
He explained the difference between a distributed antenna systems versus a tower system.
The system the town will have will improve the capacity and coverage within the town. The cells
will be closer to the users and be smaller.
Tjossem said the community survey had a section on the cell phone service that is totally
inadequate in different sections in town and the response said the service was terrible. She
asked how the system will address those areas and issues.
Sutter said their company will work directly with staff and do a detailed analysis of each location
and test locations to help map out the design for each area that needs to be addressed. They
will maximize where the cells go and mainly have the cells on town property versus private
property.
Donovan asked about the different carriers, agreements and how will they work with the
carriers. Sutter said they will work with all the carriers to design the system to meet the needs
of the various carriers such as AT&T, Sprint, T-Mobile, Verizon, etc. They need to meet their
design tolerances as well.
Tjossem said there is no guarantee that all carriers will sign with them. Sutter said that is
correct.
Donovan said they should look to meeting with staff to figure out the management of the data
and getting the high peak times and areas for winter and during special events. Sutter said they
are gearing up to provide service that meets the needs of the 2015 Championships and they are
looking at designing the system for the greatest demand of service.
Daly was concerned about the renewal on the contract and the five year options.
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Mire said the telecom attorney has looked at this agreement and is satisfied with the agreement.
Daly said this is an automatic renewal after ten years and wants a paragraph included to allow
for the town to not renew if they don’t like the service.
Mire said the renewal term needs at least two service provider carriers signed on to continue the
contract. Sutter said they would need at least two carriers using 51% of the system to continue.
Mire said in the ninth year if the equipment is outdated, the service carriers wouldn’t renew and
they couldn’t exercise their renewal option.
Stephen Collin, with Aspen Wireless, said the system needs to be a good enough quality to
attract long term carrier commitments.
Sutter said it is in the best interest of all parties to keep the equipment and service at peak
levels.
Daly asked who is NewPath versus Crown Castle. Sutter said NewPath is a subsidiary of
Crown Castle. NewPath is their Colorado company which will be the service provider for Vail.
Braden stated the town has other agreements that are ten to twenty year agreements. Mire
said 25 years is standard in this industry.
Rogers said she wanted Council to be ultra diligent in pursuing and getting the best services for
the town due to problems in the past with the performance of Wi-Fi services and the quality of
cable television services. She likes that the agreement will be a role model for services to other
towns.
Rogers made a motion to approve Resolution No. 20, Series of 2012, and the motion was
seconded by Kurz and Moffet. A vote was taken and the motion passed, 7-0.
The seventh item on the agenda was the appointment of new members to the Commission on
Special Events (CSE), Vail Local Housing Authority (VLHA) and Vail Local Licensing
Authority (VLLA) boards.
Foley stated that all applicants except one were interviewed at the earlier work session in the
day. Staff requested the Council appoint one member to the CSE, one member to the VLHA
and two members to the VLLA at the evening meeting.
Kurz made a motion to appoint William “Barry” Davis to the CSE and the motion was seconded
by Foley. A vote was taken and the motion passed, 7-0.
Kurz made a motion to appoint Scott Ashburn to the VLHA and the motion was seconded by
Foley. A vote was taken and the motion passed, 7-0.
Kurz made a motion to appoint Michael Hannigan and Josh Carbo to the VLLA and the motion
was seconded by Donovan. A vote was taken and the motion passed, 7-0.
The eighth item on the agenda was a request to continue the Ever Vail major subdivision and
Ordinance Nos. 7, 8 and 9, Series of 2011 to the July 17, 2012, public hearing.
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Moffet made a motion to continue the Ever Vail major subdivision and Ordinance Nos. 7, 8 and
9, Series of 2011 to the July 17, 2012, public hearing and the motion was seconded by Kurz. A
vote was taken and the motion passed, 7-0.
The ninth item on the agenda was the first reading of Ordinance No. 7, Series of 2012, an
ordinance repealing and reenacting the approved development plan for Phase IV of Special
Development District No. 6, Vail Village Inn, pursuant to Article 12-9A-10, Amendment
Procedures, Vail Town Code, to allow for the conversion of one existing fractional fee club unit
to one dwelling unit, located at 16 Vail Road (The Sebastian) / a portion of lots M, N, and O,
Block 5D, Vail Village Filing 1, and setting forth details in regard thereto.
Bill Gibson stated the applicant wished to have this item tabled to the next public hearing on
June 19, 2012.
Moffet made a motion to table first reading of Ordinance No. 7, Series of 2012, to the June 19th
meeting. The motion was seconded by Donovan. A vote was taken and the motion passed
unanimously, 7-0.
The tenth item on the agenda was first Reading of Ordinance No. 8, Series of 2012, an
ordinance amending the Official Zoning Map to rezone the Vail Golf Course Clubhouse (VGCC)
Parcel from the Outdoor Recreation District to the General Use District, located at 1778
Sunburst Drive/Vail Golf Course Clubhouse Parcel, and setting forth details in regard thereto.
Bill Gibson, Planner said this is first reading of the ordinance and there are two pieces to the
project. The Planning and Environmental Commission (PEC) approved the subdivision at their
May 14 meeting contingent upon Council’s approval of the proposed rezoning. If the Council
does not approve the rezoning of the VGCC, the plat will become null and void. The second
part of this project is a proposed rezoning of the VGCC.
VGCC is part of a 57 acre unplatted parcel and constitutes a majority of the golf course itself. In
the early 1970’s it was zoned agricultural and then in 1994 that was changed to Outdoor
Recreation zone district. In 1995 the Outdoor Recreation District was applied to the VGCC.
The parking lot is located on a separate lot and in a separate General Use District zone district.
Currently, the VGCC is located in the Outdoor Recreation District and the parking lot is located
in the General Use District.
The proposed ordinance is intended to facilitate renovations to the Vail Golf Course in response
to the November 8, 2011, election. In November 2011, the Vail electorate approved ballot
question #1 which re-allocated conference center funds, in part, for the “Expansion and
improvement of the clubhouse at the Vail Golf Course and Nordic Center, including multi-use
community space.” On May 14, 2012, the Planning and Environmental Commission (PEC)
approved, with conditions, a final plat establishing the VGCC Parcel. This final plat established
the golf course clubhouse as a separate development site from the remainder of the unplatted
golf course parcel. At that same hearing, the PEC forwarded a recommendation of approval for
the proposed rezoning of the VGCC Parcel from the Outdoor Recreation District to the General
Use District by a vote of 4-3-0 (Cartin, Pratt and Rediker opposed).
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Gibson said the VGCC redevelopment project is going through the design review process due
to last Novembers’ election. The town wants the VGCC and the parking lot to be in one zone
district instead of two. The change to the General Use District allows for more flexibility in the
project. He said the VGCC is considered a conditional use in the General Use District zoning.
The renovations to the golf course would need to have PEC and Design Review Board (DRB)
review. The table in the memo highlights the differences in each of the districts.
Tom Braun, with Braun and Associates, said he represents the Town in this matter. He
presented an overview of the project with Council. He said the reason to change the zoning is
to place the parking lot and the VGCC into one zone district instead of two districts. Staff chose
the General Use District as it made more sense because of quasi public government use. Most
other town properties like the Ford Amphitheater and Donovan Park are zoned General Use.
The General Use would allow for uniformity and more flexibility in height of 32 feet versus 24
feet allowed in Outdoor Recreation District.
Daly asked why Pratt, Cartin and Rediker from PEC were opposed. Appears they were
opposed due to not having a completed development plan and they were concerned about how
this affected adjacent property owners.
Gibson stated the town doesn’t require a development plan at this stage of the process.
Debra Webster, an adjacent property owner, said she has lived in that area since 1992. She
has her home on the market and she is concerned this will lower the property values. Her home
faces the 18th fairway and green. She said they had the expectation that this area would always
be green. She said the new event center would be replacing their golf course view with a
parking lot instead of green. She is concerned about property values being affected. She said
she had heard they were also moving the 18th fairway. She stated she and other neighbors are
concerned and they have met with Mike Ortiz from the Vail Recreation District last summer.
Ortiz was forthright in addressing all their concerns. And they also met with representatives from
Zehren and Associates. There were suggestions made to add more landscaping and make it
denser around the area. She is also concerned about noise, parking, traffic and other impacts
from events at the event center to the surrounding neighborhood. She wants Council to
carefully consider the size and types of events that could be in the event center and how that
impacts the neighborhood.
Jim Lamont, representing the Vail Village Homeowners Association, said he thinks staff has
changed the rules of engagement. He said Council has the right, under consideration, during a
rezoning to hold the town to a higher degree for a rezoning. He requested the PEC and Council
get a development plan prior to approving the rezoning. He said basic issues like transportation,
landscaping, parking and such be addressed prior to rezoning. He said with town projects, a
level of detail needs to be held to a higher standard than a private developer. He urged Council
to require a development plan so the neighbors could review before Council signs off on the
ordinance on second reading.
Moffet made a motion to approve first reading of Ordinance No.8, Series of 2012, subject to the
findings in the staff memorandum dated June 5, 2012, and the motion was seconded by Kurz.
Daly stated based on the work session meeting, the definition of what will be allowed hasn’t
been completely defined. Daly said he is voting against this until more detail is provided. Foley
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and Donovan said they are supporting the first reading of this ordnance but want to see more
detailed documentation. A vote was taken and the motion passed, 6-1, Daly opposed.
The eleventh 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 8:30 p.m.
Respectfully Submitted,
__________________________________
Andrew P. Daly, Mayor
Attest:
________________________________
Lorelei Donaldson, Town Clerk
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Vail Town Council Meeting Minutes
Tuesday, June 19, 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. Rick Sackbauer stated he lives in
unincorporated Eagle County in West Vail. He urged the Council to bring back the Exchange
Student Program in Vail with Vail’s Sister City, Mt. Buller. He said there is immense value to
having international travel available for our youth. He gave the town an Australian watercolor
and asked that the Council consider providing a student exchange program for the 2015
Championships.
Stephen Connolly noted many naysayers have come out of the woodwork. He said last week a
number of people went to the Vail Recreation District (VRD) meeting. There was a lot of citizen
input but no comment from VRD was offered. Regarding the 18th Green and Vail Clubhouse
renovation project, he said Ken Wilson, VRD board member and Mike Ortiz, VRD Director
indicated the building at the Vail Golf Course Clubhouse was a town project, not a VRD project
and they are the tenant. Connolly stated Debbie Webster said at a PEC meeting these changes
to the 18th green would affect property values and the PEC board’s response was that they don’t
consider property values when reviewing projects. He said no one attended the public meetings
at VRD when they were discussing this building. He said there is a communication breakdown.
He said Council would best serve the community by having a “time out” on this project. He
referenced the diagram on the VRD website saying if the community would have seen the
diagram earlier, they would have responded sooner. He said many communication notifications
are not done in a timely manner and there needs to be a longer period of discussion prior to any
decision making.
Dale Bugby, a resident and business owner, said he had sent several emails to Council in the
past couple of weeks. He hopes Council is listening. He asked if there was a planning process
for the golf course. Daly said Council has delayed the meeting to discuss the golf course
project for two weeks to allow for homeowners and golfers to provide feedback. Council asked
staff to come up with alternatives to the parking and the 18th green issues.
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Jim Lamont, representing the Vail Homeowners Association (VHOA), stated he has provided a
photograph with the 18th green and the homes surrounding this project in it. He said the
homeowner he is representing and the VHOA are not happy. He wants the neighborhood
polled to see if they want this to be a different open space. He wants the approval processes
reviewed as something has gone awry.
The second item on the agenda was the Consent Agenda. On the consent agenda was the
approval of an easement for the Booth Creek Trailhead Easement for the Eagle River Water
and Sanitation District (ERWSD).
Moffet made a motion to approve the consent agenda and the motion was seconded by
Donovan. Foley stated this allows the ERWSD to clean up the Booth Creek Trailhead area.
Daly stated this formalizes the easement and use of this site with the ERWSD as there hadn’t
been one in place. A vote was taken and the motion passed unanimously, 7-0.
The third item on the agenda was the Town Manager Report.
Matt Mire, Town Attorney, stated Council had asked the town attorney to look into reviewing
changes in two areas of the Town Charter: 1) the election date, change to coincide with the
election dates of the County and State; and 2) the 50/50 split between sales tax and Capital
Projects Fund.
He said to have Town elections on the same date as the county and state, removing the words
"following the first Monday" would establish the Town's regular election date as the first Tuesday
in November.
Also, as he reviewed the Charter, there were additional changes that could clear up the Charter
as well including deleting the need for an Election Commission which is outdated, make the
Charter gender neutral; adopt ordinances at a regular meeting and a special meeting but not at
an emergency meeting; change the language to amend and provide that procedural
requirements for initiative and referendum shall be established by ordinance, and if no
ordinance addresses the issue at hand, by state statute. That allows the Town Clerk to take
advantage of the specific signature verification and other procedures outlined in state law,
unless the Town Council wishes to prescribe different procedures; Planning Commission and
Environmental Commission. Currently, the Charter provides for two separate commissions, the
Planning Commission and the Environmental Commission. Because the Planning and
Environmental Commission assumes both of these roles, Council may wish to consider
modifying the Charter to establish a single commission.
Council agreed that the gender neutrality, election date language change, election commission
deletion, procedure to adopt ordinances at regular and special meetings can be done but not at
emergency meetings, referendum language updated to be established by ordinance rather than
in the Charter, and to combine the Planning Commission and Environmental Commission into
the Planning and Environmental Commission.
Mire said another item was to update and change the capital program. The language is
ambiguous and unclear. This section requires the town manager to create a capital program
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but doesn’t state how it is split. The Council should consider deleting this section entirely as it
doesn’t state it has to be 50/50 split.
Daly said it provides for a super majority to approve, and there is merit as it causes Council to
make a very conscious decision on how to split the funds.
Mire said the five affirmative votes required in the Charter are to approve the budget but
doesn’t specify the percentage of the split of funds. On November 19, 1985, the voters passed
an amendment to Section 9.4 which changed the wording of the section, but did not change the
title. That language remains today: “The manager shall prepare a long-range capital program
and submit same to the council no less than two (2) weeks prior to the submission of the
budget. Such program shall include a statement as to the application of the sales tax revenues
allocated by ordinance to the special revenue fund. Expenditure of these revenues other than
for capital improvements and/or open space acquisition or improvements or for the payment of
debt service on any obligations of the Town issued to finance the same shall require not less
than five (5) affirmative votes of the council.” As written, this Section is ambiguous, particularly
the use of the phrase "these revenues." The language states that the Town Manager must
prepare a capital program, which must include a statement as to the allocation of the tax
revenue it does not actually require any particular allocation. From a legal perspective, there is
no requirement in this Section that 50% of any revenues to be allocated to anything. Because of
the ambiguity of Section 9.4, and because TABOR provides adequate protection of voter intent
in the use of tax revenues, Section 9.4 should be deleted in its entirety according to Mire.
Daly asked for a straw vote and discussion of this item. Kurz said to keep it the way it is.
Tjossem said to clean it up if the intent is to do a 50/50 split. Foley asked that a separate work
session be done to go over the background history and the details of how this evolved. He
stated he wants to see the split stay 50/50 so infrastructure needs of the town won’t suffer.
Rogers said she isn’t necessarily in favor of the 50/50 split. She wants to know the history as
well. She also said there are many different accounts and other resources and revenues for
many items and would like to see what pools of money are available to be used for various
projects.
Zemler said this is not a simple process and he doesn’t feel the town can meet the 50/50 split,
as the town has evolved, changed and expanded over the years. Saying “do the 50/50 split”
without considering all the different funding resources and components is not practical nor is it
that simple. The budget process needs some flexibility and can be done by policy.
Daly said a separate discussion at a work session is needed. Donovan said she thinks it’s
important to keep this language in the Charter as it survives various Councils’ decisions. She
wants to be cognizant of the timing as it will have to go to the voters and on the November
ballot.
A work session will be done before the July 27th deadline to the Eagle County deadline to get on
the ballot.
Zemler said another item under town manager report was Timber Ridge. He said an open
Request for Proposal (RFP) was entertained. The town has been approached by Jen Wright
and Gary Mormon, who redeveloped the Ruins in the Cascade area. Staff is interested in
extending them an exclusive for three months to look at this project and come up with
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something the town may be interested in pursuing. Zemler said to keep this process simplistic at
this point. There were two conditions to put forward to them: 1) retain the 600 bed deed
restriction and 2) get back to the original intent of the town for this project which was to get it
redeveloped, flip it and get rid of the debt.
Rogers is against giving them a three month exclusive as it’s unfair to other developers that
were interested in the project and had previously submitted a proposal. Giving someone an
exclusive right to develop Timber Ridge is not the right procedure at this time. She stated she is
burned out on discussing Timber Ridge as this project has been going on for five years. She
said she thought the Council had decided the town was going to fix it up, fill it up and hold it until
the market turned around and not think about it anymore.
Moffet wants to hear the proposal and wants to consider creative solutions. Kurz agrees with
Moffet stating he doesn’t think it would require a lot of staff time. He supported going forward
with this proposal. Daly asked if it would require a lot of staff time. Zemler said it will take less
staff time than the last year of coming up with one year of financing. He said the town could
provide them with proformas and site plans that have been done on the project.
Tjossem is comfortable with allowing this ninety day exclusive. Foley is wiling to listen to what
they have to offer, but he was not in favor of an exclusive for three months. Donovan agreed
with Foley as they haven’t extended an exclusive to anyone else. Daly is okay with a ninety day
exclusive.
Daly, Kurz, Moffet and Tjossem supported moving forward with the exclusive proposal for three
months. Zemler said if it turns into something more than anticipated, staff will let them know.
The fourth item on the agenda was the discussion on the results of the May 2012, Town of Vail
Draft Ballot Measure Survey.
David Flaherty with Magellan Strategies reviewed the survey results with Council. He said the
Council commissioned a survey conducted by Magellan Strategies to determine the amount of
support and opposition for a draft ballot measure that would create a dedicated funding source
for qualified athletic, cultural and other special events.
If approved, the ballot measure would create two tax increases, a 1.5% increase to the lodging
tax and a 0.5% increase to the sales tax. In addition after five years voters would have the
opportunity to continue or reject the tax increases. The survey included an “informed” and
“uninformed” ballot test. This approach measures voter opinion before and after being educated
about the facts of the draft ballot measure. The survey yielded responses from 260 registered
voters in the Town of Vail, Colorado. The interviews were conducted May 7th through May 31st,
2012, and the survey has a margin of error of +/- 5.89% at the 95 percent confidence interval.
The interviews were conducted by calling respondents on their home and cell phones, and
online by sending email invitations and posting the survey on the Town of Vail website. The
summary of results was outlined in the memorandum and presentation.
Flaherty stated 58% of folks polled would reject this draft ballot measure to 37% who would
approve the ballot measure at this time. He said there was not any significant movement for
support when they educated folks on what this tax would do. When the five year time limit was
discussed, there wasn’t a lot of movement either. The numbers stayed approximately the same
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throughout the poll. He said 58% opposed the ballot, 35% would approve it, 3% were
undecided and 2% refused to answer or didn’t know how they would vote. After the Bravo email
went out to encourage voters to support the ballot measure, a majority of voters said they would
still oppose it. Flaherty said it would be very unlikely that this ballot question would pass in
November. The intensity of the no voters would be a strong opposition overall. The sub-group
opposed was comprised mostly of male voters (55%) and male voters were not thrilled about
this ballot measure. 57% of those polled said now is not the time to raise taxes. He said
looking at the school board vote last November not passing, if school board measures don’t
pass, this would be more difficult to pass as the school board reaches a far broader group of
voters.
Stephen Connolly said the results go against his gut feeling throughout the survey. He thinks
this ballot measure is great if it could be limited to a lodging tax. He said if the visitors will pay
the tax and not locals, people would approve it. He thinks there needs to be more specific
language and get rid of the sales tax. He said there were only 260 folks who responded to the
survey. He said a referendum needs 400 votes. He doesn’t feel this is a good cross section of
the voters, as the poll was done in May when a lot of people are out of town after ski season.
He wants them to look closer at the details and said he thinks a 1% lodging tax would pass.
Mia Vlaar representing the Athletic, Cultural and Event (ACE) committee and the Vail Local
Marketing District Advisory Council (VLMDAC), said the ACE committee met on Monday. She
said they learned over 80% of the people polled loved special events and the economic vitality
they bring to town. 58% didn’t want the tax but 38% thought it was a good idea and there is
something to that number. As a group, the ACE committee wants to see if this is still part of
town funding or does Council want them to continue to educate the public. She reviewed the
State of Colorado tourism marketing statistics. She asked for Council direction on where the
ACE committee should go from here.
Rogers said Connolly made some good points. The flaw was in the timing not the survey. This
couldn’t be a worst time for a poll, and doesn’t reflect reality. The real problem was trying to get
it on the ballot in November and a compressed time frame didn’t allow for educating the public.
She suggested educating the public during the next year to possibly get it on the ballot in 2013.
Donovan said it’s still a sample of the population. She stated this was a strong message from
the voters. She respects the poll results and for now, there is not enough support for this. Until
it changes significantly, it’s not a good use of Council and staff time.
Moffet said the politics being what they are; this would be a hard thing to accomplish at this
time. He appreciated everything the committee did. Kurz said the result is too great to look at
proceeding to a November ballot this fall. He said to move forward with this would do the
community a disservice at this time.
Vlaar asked if the committee should continue to work on this or not. Kurz said this is a
worthwhile effort but the question is when to achieve it. Tjossem said she thinks they should
continue to work on it. A lot of good work has been done and the bottom line is that special
events are an economic vitality to the community. The question is how to pay for it.
Kurz said Council knows economic development is important and that events are an important
part of the community. Foley said the survey results were not what they wanted to see but the
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lodging community was supportive of it. He said they should continue to educate the
community.
Flaherty said he appreciated that May is a difficult time to do a poll. He hoped the results were
beneficial to the Council. He thanked Council for the opportunity to work for them.
The fifth item on the agenda was an audit update for Comcast Field Operations.
Matt Mire, Town Attorney, said the Council was in the middle of a franchise renewal process
when they decided to stop and do an audit of the Comcast system. Council passed Resolution
No. 18, Series of 2011, which approved a compliance agreement. The agreement would cover
what needed to be fixed by December 31, 2011. When it was discovered that they couldn’t fix
some things until the snow was gone, they moved the deadline to after the spring of 2012 to
make sure compliance was achieved and the franchise could be discussed after compliance
was met. Compliance was to be achieved after the snow was gone. Braden went out on an
audit compliance with Comcast.
Mike Trueblood, Vice President of Field Operations for Comcast for Northern Colorado reviewed
the audit results with Council per the memorandum attached to the agenda.
Rogers asked if Braden and Mire were satisfied with the audit and if compliance had been met.
Braden said yes that everything that was identified in the audit had been completed and then
some. Mire said the franchise agreement was put on hold and now they can bring it forward to
Council.
Mire said the franchise agreement will have an eye on the level of service that has been raised
to be competitive to other cable services in other cities.
Tjossem said she had talked to Trueblood about dropping Universal Sports in the cable system
in Vail. That is the only channel that brings to Vail all European ski racing and other
international sports. He had told her to write a letter to Comcast stressing the importance of
having this channel. She said this is important coming up to 2015 championships. Without that
channel guests will be losing out on this event.
Trueblood said Comcast is in negotiations with trying to get the multiple sport channels back in
the line up. He said it would be important to get a letter of support to the right folks to help give
them good reasons to bringing it back on the line up. He would help Council accomplish this.
He said there were 250 drop areas versus 140 this year. They are trying to be more diligent and
proactive in responding to issues. He introduced Dan Weary, who is the General Manager of
the mountain areas of Colorado for Comcast who is working to help clear up issues as they
come up.
Donovan said since Mike Trueblood came on board they saw a significant change in working
with Comcast.
Daly said staff can begin negotiations regarding a new franchise agreement with Comcast for a
future regular meeting.
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Town Council Meeting Minutes of June 19, 2012 Page 7
The sixth item on the agenda was a discussion regarding the reallocation of Commission on
Special Events (CSE) Event Funds for the later part of 2012.
Sybill Navas, Special Events Coordinator, stated the CSE is requesting that Council review the
recommendation for reallocation of funds for late year 2012, ask questions and provide
direction. On June 6, the CSE reviewed the 12 responses to the RFP that was issued in order to
reallocate the funds that have been returned to the budget due to cancellation of Mojo Man. The
CSE evaluated each application according to the criteria developed jointly in cooperation with
the Vail Local Marketing District Advisory Council. The events were defined on specific criteria
and the grid scores were in the memorandum. The allocations amounts are based on how they
were scored. The first event, Vail America Days, was given $15,000 to expand the fireworks
display. This year, close proximity fireworks will be used in Vail Village for a twenty minute
show along Meadow Drive. They hope this brings more people into town. The second event
was the Tour of Vail and Crit Cycling event that received $15,000 to have a time trial that
extended a two-day weekend to three-day weekend. The third event was Season of Song and
it was allocated $10,000. This event will bring in many talented singer/songwriters, including
proposed concerts in the Ford Amphitheater and it will take place over many days in Vail during
the third week in September. The fourth event was the Living at Your Peak which was allocated
$10,000 to be held the second week in September; they will work with Season of Song event
producers to bring in a headliner for a grander celebration. And finally, the fifth event to receive
funding was Vail Rocks! which will receive $15,000.
Shannon Foley, producer of the Vail Rocks! event said they are very excited about bringing this
event to Vail. This event raises funds for a rock and roll cancer foundation to help save lives.
She said to date, they have had several events around the world; Mount Everest, Mount
Kilimanjaro, Machu Picchu, and Mount Fuji are some of the places that have hosted this event.
The foundation is based in Denver, Colorado. They have been asked to do an event closer to
home. They have been scouting potential locations f or two and a half years. They came to Vail
and went to the top of Vail Mountain, scouting out various locations where they can play music,
hike and other activities. The majority of registrations are currently from Dallas and Austin,
Texas and the other hub states are California, New York and New Jersey. The admission fee
covers the cost of the hike, EMT’s, provide breakfast and lunch. Registrants make a pledge
anywhere from $100 to $10,000 in exchange for various gifts from sponsors up to a rock star
package, that includes meet and greets, free drinks, etc. based on their pledge amounts. The
concert benefits the Love Hope Strength Foundation. Home base for the bone marrow drives is
Red Rocks. There are a lot of festivals held around the United States that support this
foundation. The result of the Vail event will help the First Children’s Cancer Center in Tanzania.
The number of children being treated has outgrown the size of the hospital and doctor who
treats them. There is a need for additional funding for two more doctors of $80,000 for two
years to handle the overflow of children. This event touches both local and global initiatives.
They hope to expand the bone marrow drives and are doing them at Spring Back to Vail and
Snow Daze.
Sybill said the Commission on Special Events (CSE) are excited for this event as Vail Mountain
is accessible to a much broader range of people to participate in the event. Shannon Foley
said this puts Vail in the echelon group of mountains around the world for hosting this event.
Rogers said Living at Your Peak was supposed to do a concert but she heard they are not doing
a concert. Rob Levine said the event producers are trying to make it work but it hasn’t worked
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Town Council Meeting Minutes of June 19, 2012 Page 8
so far. They are looking into some other fun ways to have a community focused event to kick
off Living at Your Peak. He said there are 120 participants paying $1,000 for a full, general
session, including a key note session. There is anticipated to be an additional 300-500 people
attending other sessions. There is a possibility to do something other than a concert. They
understand that funds were clearly designated for a concert by the CSE. He suggested the
CSE could review the proposal again. Shannon Foley suggested that they have musicians from
her event that could be used for this event as well.
Further discussion about other events, scoring and funding were done by Council. Moffet said
he is not voting next year to give out any funding at the last minute as this is inappropriate.
Tjossem said she agrees that this has opened their eyes to the inconsistencies. She said there
was no communication between the Council, Vail Local Marketing District Advisory Council
(VLMDAC) and the Commission on Special Events (CSE) and that some event producers are
going to each one for funding. There is no cohesiveness in how funding is delegated. In order
to have funding for an event, producers need to have permits in line, get approval in advance for
venues being used, and have all their ducks in a row before any funding will be considered.
Daly said he agrees with Tjossem and Moffet and it appeared that money was burning a whole
in our pocket and this process will not happen again. Some of the events are not well thought
through. Council wants the dollars carefully spent and the thought that goes into them are great
opportunities for Vail.
Rogers agreed and said she can’t support the $10,000 funding for Living at Your Peak. She
suggested they table the $10,000 pending a reapplication to the CSE for this event and receive
their approval for another component. She said events should be well thought out and all their
ducks solidly in a row before they ask for money. Some of that was not true for some of the
presentations.
Rogers made a motion to approve the reallocation request with the modification that the
$60,000 be allocated according to the schedule presented and deleting the $10,000 for Living at
Your Peak and that money be put in abeyance subject to further CSE review and approval for
another component of their event.
Donovan said they should not be too harsh on the CSE. As this cancellation was done at the
last minute, the CSE had no control over what events or components of the events didn’t
happen. They have done a great job filling in the month of September, which was identified as a
weak spot in the calendar and the town will have great things happening in September.
Foley asked about why the MoJo Man event did not happen. Navas said the permit that was
applied for with the Forest Service was not approved until late March and they couldn’t
announce the event until they had Forest Service approval. It was too late to market this event
at that late date, as the event was to happen on Memorial Day weekend.
There was no second to the motion and the motion died.
Foley made a motion to approve the reallocations as outlined in the memorandum and the
motion was seconded by Donovan.
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Town Council Meeting Minutes of June 19, 2012 Page 9
Rogers asked if that included the $10,000 to Living at Your Peak event though the money was
for a concert that is now not happening. Donovan stated this was to take the Council out of an
administrative position and allowing the CSE to fund this event or not which is in their purview.
A vote was taken and the motion passed, 6-1, with Rogers opposed.
The seventh item on the agenda was a request to continue 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.
Rachel Dimond, Planner, stated the Community Development Department requested the
Council grant a continuance of Resolution No. 7, Series of 2012, and the second reading of
Ordinance No. 2, Series of 2012, to its July 17, 2012, public hearing to allow the applicant
additional time to gather information for the Council's review.
Moffet made motion to continue to Resolution No. 7, Series of 2012, and the second reading of
Ordinance No. 2, Series of 2012, to the July 17, 2012, public hearing. The motion was
seconded by Kurz. A vote was taken and the motion passed 7-0.
Foley congratulated Bill and his wife on their new baby.
The eighth item on the agenda was first reading of Ordinance No. 7, Series of 2012, an
ordinance repealing and reenacting the approved development plan for Phase IV of Special
Development District No. 6, Vail Village Inn, pursuant to Article 12-9A-10, Amendment
Procedures, Vail Town Code, to allow for the conversion of one existing fractional fee club unit
to one dwelling unit, located at 16 Vail Road (The Sebastian) / a portion of lots M, N, and O,
Block 5D, Vail Village Filing 1, and setting forth details in regard thereto.
Rachel Dimond, Planner, stated one owner wanted to convert from a fractional unit to a whole
unit. She reviewed the memorandum and the criteria for this conversion. Staff believes that a
unit of this size is typically put into a short term pool. On May 12, 2012, the Planning and
Environmental Commission (PEC) recommended approval, with conditions, to the Vail Town
Council for a major amendment to Special Development District No. 6. The PEC also approved,
with conditions, the amendment to an existing conditional use permit for the reduction in
fractional fee units. Should Ordinance No. 7, Series of 2012 be approved, The Sebastian will be
permitted to increase the number of dwelling units from one to two and decrease the number of
fractional fee units from 50 to 49.
Daly asked how this benefits the town by changing from a fractional unit to a whole unit.
Dominic Mauriello, with Mauriello and Associates, representing the applicant, said Mike
Cuthbertson from Four Timbers Resort and Lance Thompson, General Manager for the
Sebastian were in attendance for any additional questions for them.
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Town Council Meeting Minutes of June 19, 2012 Page 10
Mauriello reviewed the power point presentation with Council. The Sebastian is a community
partner and continues to contribute and add money into the community, as well as continuing to
add improvements to the property. He said this is the only unit that doesn’t have multiple shares
in the fractional unit. This will make it more viable to putting it into the rental pool if it is a whole
unit. The unit is under contract and the soon-to-be owner wants to add it to the rental pool with
the services and amenities of The Sebastian. This unit complies with all the zoning regulations
and complies with the criteria for review of a Major SDD Amendment.
Daly asked what percentage of fractional units have been sold at the property.
Mike Cuthbertson said 40% of the units were currently sold. This is the only unit which has a
clean title. Jonathan Staufer, an adjacent property owner, stated he supported this proposal as
The Sebastian has made their property one of the premier properties in Vail. This will allow for
more hot beds and it is delightful to work with great community partners.
Rogers made a motion to approve first reading of Ordinance No. 7, Series of 2012, with the
condition and findings per the memorandum, “The applicant shall amend all applicable
condominium maps to reflect the change in use and cause said maps to be recorded in the
office of the Eagle County Clerk and Recorder within 90 days of approval of the major
amendment to the special development district application”. The motion was seconded by
Tjossem. A vote was taken and the motion passed, 7-0.
Zemler contacted Lance Thompson, General Manager of The Sebastian personnel about the
garage doors being open. Thompson stated the garage was programmed to stay open for 15
minutes when in use. They have reprogrammed it so it now stays open for seven minutes and
when they have substantial deliveries. They are continuing to work on improving this situation.
The ninth item on the agenda was second reading of Ordinance No. 8, Series of 2012, an
ordinance amending the Official Zoning Map to rezone the Vail Golf Course Clubhouse Parcel
from the Outdoor Recreation District to the General Use District, located at 1778 Sunburst
Drive/Vail Golf Course Clubhouse Parcel, and setting forth details in regard thereto.
Tjossem made a motion to continue the second reading of Ordinance No. 8, Series of 2012, to
its July 3, 2012, public hearing and the motion was seconded by Moffet. A vote was taken and
the motion passed, 7-0.
The tenth item on the agenda was adjournment.
As there was no further business, Foley made a motion to adjourn and the motion was
seconded by Moffet. A vote was taken and the motion passed unanimously, 7-0. The meeting
adjourned at 8:15 p.m.
Respectfully Submitted,
Attest: __________________________________
Andrew P. Daly, Mayor
________________________________
Lorelei Donaldson, Town Clerk
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Town Manager Report:
Fire Department: Fire Restriction Update
Eagle River Water & Sanitation District (ERWSD): Water Supply and Drought Update
PRESENTER(S): Various
7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Vail Golf and Nordic Center Clubhouse Project regarding the 18th hole.
PRESENTER(S): Stan Zemler, Pedro Campos Zehren and Associates, Kevin Atkinson
Phelps-Atkinson Golf Design, Vail Recreation District
ACTION REQUESTED OF COUNCIL: The Town Council is being asked to provide direction
to the design team on the Golf and Nordic Clubhouse programming and revised design, as
well a decision to include moving the 18th green as part of the project.
BACKGROUND: The council based on the July 3, meeting requested some additional
concerns be addressed in design alternatives. A revised design has been prepared and
reviewed by the recreation subcommittee. It is the recommendation of the committee that the
new design is a better solution than those previously reviewed and should be pursued. The
recreation subcommittee with regard to the modifications to the driving range operations
supported the modifications to the net verses the use of low flight balls. If the final design of
the relocated 18th hole results in a par 4, then the modification of the 13th hole as
recommended in the master plan should be pursued sooner than later.
STAFF RECOMMENDATION:
Staff recommendation is as follows:
Proceed with the building design as previously presented to the town council
Provide parking as presented in the revised design on July 3, 2012.
Relocate the 18th hole as per concept F and with final design reviewed by the
Vail Recreation District and Design Review Board
Amend the budget as necessary to address the recommended changes
Direct staff to withdraw the rezoning application at this time, to be modified for
future zoning applications.
ATTACHMENTS:
STAFF MEMO 07/17/12
Golf and Nordic Clubhouse Option 1
Golf and Nordic Clubhouse Option 2
Golf and Nordic Clubhouse Option 3
Concept D 18th Hole as presented 070312
CONCEPT F18TH HOLE
18th hole Citizens Council Collective Emails
VGC additional Citizen emails as of 071612
7/17/2012
TO: Vail Town Council
FROM: Stan Zemler, Town Manager,
Greg Hall, Director of Public Works
DATE: July 17, 2012
SUBJECT: Vail Golf and Nordic Clubhouse Remodel Project
I. PURPOSE
The purpose of this agenda item and Joint Session with the Vail Recreation Board
(VRD) is to present an update on the Golf and Nordic Center remodel project based on
design revisions to plans presented to the Vail Town Council at the July 3 meeting and
receive direction from the Town Council on both the project design and the relocation of
the 18th green.
On July 3, 2012 the Vail Recreation Board and Vail Town Council were presented a
revised site plan addressing parking which placed all the required parking without using
the area of the current 18th green.
In addition, two site plans were reviewed regarding the 18th green and the affects of the
safety zones associated with golf play and remodeled Golf and Nordic Clubhouse
project. The town council directed the staff and design team to investigate other design
alternatives regarding the project.
Information to be presented includes:
• Revised 18th hole design Concept F
• Impacts to the budget to implement Concept F
• Revised project design incorporating 18th hole relocation Concept F Site Option 3
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 addition to provide
community space and support areas for programing which exists today. 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 two staffs and recreation subcommittee have worked with the design team from
Phelps Atkinson Design and Zehren and Associates on the project revisions.
This update provides project design revisions as requested by the Town Council.
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7/17/2012
2
II. KEY POINTS OF THE PROJECT UPDATE
• The recreation subcommittee reviewed a revised 18th hole relocation,
Concept E which contemplates:
o the elimination of the safety concern from the driving range. This
can be accomplished through
use of low flight range balls or.
installing the adequate safety netting.
o The hole length is increased from what was presented on July 3
o The hole configuration was reviewed by the VRD staff and
consultants however, the final par will be based on the final design
of relocation.
o The green is closer to the clubhouse building, finishing area and
proposed grill area
o These changes were felt to be good solutions to address some of
the concerns expressed at the public hearing.
• A parking requirement of 115 cars is being assumed as a baseline to meet
the needs of the project based on the following information. A parking
study commissioned in 1985 for the clubhouse expansion project, stated
75 parking spaces were needed for the operations related to the golf
course and clubhouse and 16 spaces for employees. The town code
requirement for parking is one parking space for each 120 SF of “seating
floor area” at “meeting rooms, convention facilities” resulting in an
additional 24 spaces. The total number of spaces based on this data is
then 115 parking spaces for the new project. The actual review and
approval of the parking requirement will be determined by the Planning
and Environment Council. The parking lot has been redesigned to meet
the 115 parking space number by re-striping and slightly expanding the
existing parking lot.
• The community space and all accessory spaces restrooms, kitchens, pre-
convene space, and parking, are designed only for up to 200 person
gatherings.
• The Vail Town Council as owner and decision maker for the Vail Golf and
Nordic Clubhouse project is being asked for direction and a final decision
on the movement of the 18th hole, which if approved will be finalized by
the Vail Recreation District. This decision is critical to the overall project in
multiple ways. It affects the design of the building and site layout which is
at a stand still without further direction, this affects the ability to continue
the entitlement and construction document preparation and eventual
construction of the project within the timelines previously established.
These timelines were considered the most desirable to reduce
construction risks and recreation interruptions. The pros and cons and
staff and design team recommendation on the three design alternatives
for the 18th hole will be discussed in greater detail below.
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3
III. 18TH HOLE RELOCATION DISCUSSION INCLUDING PROS AND CONS
The town and VRD staffs have been working with Zehren and Associates as well as two
golf course experts to understand the influence of the 18th hole on the design program
for the Golf and Nordic Clubhouse building and site layout.
• Safety of both recreation users and guests was key to all designs.
• A major starting point with the clubhouse design was to capture the most
dramatic views in Vail with regard to the Gore Range to the east and have the
community space be able to literally sell itself on taking advantage of this
unbelievable setting.
• Another component was to embrace the ability to have the spaces work both
indoors and outdoors in a near seamless experience between the two
environments.
• Separation of community space users from Golf and Nordic users as much as
possible was critical.
• The ability to provide a logical flow for recreation users and to provide access on
the ground level was important.
• Enhance the sense of arrival to the clubhouse.
As previously reviewed, the building design accomplishes all of the design intent
assuming the 18th hole is relocated. Site plan Option 1, 18th hole relocated assuming the
driving range safety issues remain illustrates this.
Site plan Option 2 illustrates the scenario of the 18th hole remaining in place, and
identifies issues and design changes necessary, if the 18th hole is retained.
An important factor which is highlighted on the site plans is the ball flight safety zones.
Errant balls hit from the driving range clearing the fence and landing near the clubhouse
creates one zone.
The play of the 18th hole creates another safety zone. The ball flight safety zones are
areas which need to be avoided in the design of golf courses and clubhouse areas.
Over time these zones have been expanded in recognition of enhancements to
equipment resulting in larger variances with regard to errant shots. Understanding
errant shots happen throughout the play of a round of golf, it is those areas where
people linger for a period of time which are of the most concern such as greens, tee
boxes, start and finish areas as well as all seating areas and buildings as well.
Included for the council’s consideration are pros and cons of either moving the hole or
leaving the hole as is and how this relates to the project as previously submitted for
Option 1 moving the hole and Option 2 These were the compiled together by the design
team and both the staffs of the VRD and Town of Vail.
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4
Pros of Site Option 1, 18th hole relocation Concept D
• The current clubhouse sits in the 18th hole play approach ball flight safety zone,
moving the green removes this safety concern
• This allows for the best views and the outdoor uses of decks for the community
space and grill
• Allows the community space and grill to function in an indoor/outdoor
environment which given the location of the space is one of is strongest appeal to
users.
• Provides separation of the community users from the recreation users during
gatherings
• Provides for a more continuous flow of recreation users to flow between end of
the round and the restaurant and pro shop flow which is more natural
• Does not introduce a long walking or doubling back which introduces delay in
pace of play
• The area of the existing green can be used for enhanced low impact turf
recreation such as; bocce ball, croquet, lawn bowling, or a turfed putting course.
• Provides a flexible golf hole set up
• Still provides a green area (landscaped) next to adjacent residential neighbors
Cons of Site Option 1, 18th hole relocation Concept D
• Cost of the construction of moving the hole
• Increases the distance from the clubhouse to the finish hole
• Changes the Vail Golf Course
• The immediate adjacent neighbors are not on a golf hole
Pros of Site Option 2, not moving 18th green
• Status quo of the golf course remains
• Saves the cost of moving the hole minus any improvements needed to mitigate
the safety concerns
• The adjacent neighbors are on a golf hole
Cons of Site Option 2, not moving 18th green
• Prohibits use of the community and grill space to have an exterior use
component.
• Conflict between golf and community space users.
• Would require a protective system for the expanded community space building
edge (net).
• Requires golf cart to park a significant distance from the hole which delays pace
of play and increases the size of the finish area.
• Significantly impacts the desirability and success of the community space from
function and aesthetics
• Begins to question the overall feasibility of being successful in booking additional
gatherings verses the cost of the investment in the community space
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7/17/2012
5
Revised 18th hole relocation Concept F, Option 3 site plan
The recreation subcommittee reviewed a revised 18th hole relocation, Concept F
prepared by Kevin Atkinson of Phelps-Atkinson Golf Course Design, which
contemplates the elimination of the safety concern from the driving range through use of
low flight range balls or installing the adequate safety netting. The hole length is
increased. The hole configuration was reviewed by the VRD staff and consultants and it
could result in a par 5 golf hole. The final par will be determined based on the final
design. The green is closer to the clubhouse building, finishing area and proposed grill
area. The changes were felt to be good solutions to address some of the concerns
expressed at the public hearing.
As was prepared for the other two options the staff, design team and recreation
subcommittee have prepared a list of pros and cons for the new recommend option 3
Pros of Site Option 3, 18th hole Concept F
• The driving range safety zone concern is eliminated, making the overall design
safer
• The hole could play as a par 5, final design would determine the actual par.
• The acceleration of 13th hole master plan improvement would maintain the par 71
course rating if the 18th is not a par 5, the 13th is a stronger par 5 than the
existing 18th
• The finish area and proximity of the green to the finish area and grill are much
better and provide a much stronger and direct visual relationship between these
elements.
• The movement of the green affects less adjacent properties and eliminates the
majority of safety zone issues associated with the location of the existing green.
• The area of the existing green can be used for enhanced low impact turf
recreation, bocce ball, croquet, lawn bowling, or a turfed putting course.
• The clubhouse as envisioned will be able to embrace both indoor and outdoor
spaces with outdoor uses in outdoor patios in the south and southeast now clear
of safety zone conflicts.
• Parking is contained to existing parking with no encroachment into golf play area.
• Transit remains in same location and continues to service residents and guests.
• Clarified and safer arrival sequence and internal auto circulation for guests,
golfers, event, and less conflicts with bus turning movements (this is the reason
the curb cuts are being changed).
• Enhanced quality and appearance, and better operations of key Town of Vail
amenities and recreation uses (golf and Nordic).
• Additional parking supply for the clubhouse for periods where there are no
gatherings.
Cons of Site Option 3, 18th hole Concept F
• If netting is used to remove the driving range safety concern
o Cost of the netting
o Minor loss of use of a portion of the driving range
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6
o Visual elements of the taller nets
• The hole is changed
• Some homeowners are still affected by loss of 18th green frontage
• Little ability to provide outdoor turf areas associated with the community space.
• Encroachment into existing berms and removal of some existing vegetation in
order to accommodate required parking in current parking area
• If low flight balls are used
o The dissatisfaction of low flight range balls by users
o The loss of both range ball fees and instructional fees as the range is
reduced to a warm up range verses a practice range
VI. REZONING AND CONDITIONAL USES
At the July 3, the Vail Town Council continued the hearing on the rezoning to August 5.
The withdrawal of the rezoning application will be forthcoming, as the project design
evolved, and a new zoning application will be filed. While it is anticipated that a more
comprehensive discussion of zoning and the potential development review process will
be held on the 5th, the following summarize a few key points relative to this discussion.
• The clubhouse area is currently zoned both General Use (GU) and Outdoor
Recreation (OR). This is an awkward and dysfunctional condition best resolved
by one zone district over the entire clubhouse area.
• GU is considered the most appropriate zoning for the club house area.
• Neighbor concerns with the broad range of land uses included in the GU zone
district can be mitigated by “conditional GU zoning”, i.e. the zoning can be
applied to the property with further restrictions on future land uses.
• The area to be re-zoned would be reduced in size to cover as small an area as
necessary to accommodate the clubhouse redevelopment, i.e. commensurate
with diagrams described above.
• The GU zone district allows for golf courses as a conditional use. The club
house and related facilities would be an “accessory use” to the golf course, a use
that is “customarily incidental and accessory to permitted or conditional uses”. As
such the club house redevelopment would require Planning Commission
approval of a Conditional Use Permit (CUP). This process allows for the review
of all design and operational aspects of the clubhouse and would provide a forum
for community and neighborhood input on the proposal. Based on comments
received thus far it can be assumed that operational topics to be discussed
during the review of the CUP would include, but not be limited to:
• capacity of clubhouse facility
• outdoor spaces, how they will be used/managed
• noise impacts both from outdoor and indoor activities
• hours of operation
• lighting
• parking and transportation management plan
• service, delivery and trash plans
The CUP process (and any proposed development in the GU district) also requires
submittal of a site specific development plan. This process will involve the following
considerations:
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7
• building design
• decks and patios
• landscaping
• building height
• parking lot design
• bus operations
• emergency services
Final recommendations on future zoning/development review procedures will be made
following decisions on the 18th green and the overall design of the project. These
recommendations along with a proposed schedule will be presented to the Council on
August 5th. It would be helpful to have any specific direction and/or questions from the
Council so they could be incorporated into a staff presentation on August 5th.
V. NEXT STEPS
August 5
• Hearing on rezoning, due the evolution of the project design, staff, council
and the adjacent neighbors desire to change the application of the
rezoning, the application will be withdrawn. There will be no rezoning
hearing. Recommendations on re-zoning and development review
processes will be made to the Council with the goal of reaching agreement
on subsequent development review procedures.
July- August
• Design team works on the design development of the project with the two
staffs, recreation subcommittee and public on the design of the project.
• Application for the temporary structures to house the clubhouse functions
during construction may be made.
Late August
• Application is made for the revised plat, conditional use permit
applications.
September-October
• Review and approval by the various town boards.
• Construction begins on temporary clubhouse facilities
November- January
• Construction plans and documents for the project are prepared
February
• Project is bid to contractors
March
• Contract Awarded
April
• Construction begins on the clubhouse project
VI. STAFF RECOMMENDATION
5 - 1 - 7
7/17/2012
8
• Proceed with the building design as previously presented to the town council
• Provide parking as presented in the revised design on July 3, 2012.
• Relocate the 18th hole as per concept F and with final design reviewed by the
Vail Recreation District and Design Review Board
• Amend the budget as necessary to address the recommended changes
• Direct staff to withdraw the rezoning application at this time, to be modified for
future zoning applications.
VII. ACTION REQUESTED
The Town Council is being asked to provide direction to the design team on the Golf
and Nordic Clubhouse programming and revised design, as well a decision to include
moving the 18th green as part of the project.
VIII. ATTACHMENTS
a. Site Design Alternatives
• Option 1 with the 18th green relocated per Concept D
• Option 2 the 18th green remains in place
• Option 3 (3 pages) a revised design which moves the 18th hole closer to
the clubhouse and resolves the safety issues of the driving range Concept
F
b. Relocated 18th hole design Concept D
c. Revised 18th hole design Concept F
5 - 1 - 8
7/17/2012
ARCHITECTURE PLANNING INTERIORS LANDSCAPE ARCHITECTURE
AND ASSOCIATES, INC.
.(970) 949-0257 F.(970)949-1080 www.zehren.comPO Box 1976,Avon, Colorado
Z E H R E N
15’030’60’90’120’
SCALE: 1” = 30’-0”
Option 1
Relocated 18th Green
July 3, 2012
PROPOSED
LAWN
PROPOSED
NEW
18TH GREEN CART PATH
REALIGNMENT
DRIVING RANGE
BALL FLIGHT
SAFETY ZONE
PROPOSED
GOLF AND
NORDIC CLUBHOUSE
WITH EVENTS SPACE
MODIFIED
PARKING LOT
(122 spaces)
EXISTING DRIVING
RANGE FENCE EXISTING
CART PATH
PROPOSED CART PATH
TERMINUS
PROPOSED
GOLF START &
FINISH AREA
PROPOSED
18th HOLE
BALL FLIGHT
SAFETY ZONE
BUS STOP
SERVICE AND
EMERGENCY
LIMITED ACCESS
SUNBURST LANE
NEIGHBORING
RESIDENCE S
OUTDOOR
PATIOS
5 - 2 - 1
7/17/2012
ARCHITECTURE PLANNING INTERIORS LANDSCAPE ARCHITECTURE
AND ASSOCIATES, INC.
.(970) 949-0257 F.(970)949-1080 www.zehren.comPO Box 1976,Avon, Colorado
Z E H R E N
15’030’60’90’120’
SCALE: 1” = 30’-0”
Option 2
Existing 18th Green
July 3, 2012
DRIVING RANGE
BALL FLIGHT
SAFETY ZONE
PROPOSED
GOLF AND
NORDIC CLUBHOUSE
WITH EVENTS SPACE
EXISTING 18TH GREEN
AND SAND TRAP
MODIFIED
PARKING LOT
(122 spaces)
EXISTING DRIVING
RANGE FENCE
EXISTING
FAIRWAY TRAP
EDGE OF
ROUGH
EXISTING
CART PATH
PROPOSED CART PATH
TERMINUS
PROPOSED
GOLF START &
FINISH AREA
18th HOLE
BALL FLIGHT
SAFETY ZONE
BUS STOP
SERVICE AND
EMERGENCY
LIMITED ACCESS
SUNBURST LANE
NEIGHBORING
RESIDENCE S
OSED
AND
UBHOUSE
NTS SPACE
O
L
N
O
L
N
SHADED AREA INDICATES SAFETY ZONE
WHERE NEW AND ADDITIONAL
HORIZONTAL AND VERTICAL SCREENING
WOULD BE REQUIRED IF EXISTING18TH GREEN REMAINS
5 - 3 - 1
7/17/2012
ARCHITECTURE PLANNING INTERIORS LANDSCAPE ARCHITECTURE
AND ASSOCIATES, INC.
.(970) 949-0257 F.(970)949-1080 www.zehren.comPO Box 1976,Avon, Colorado
Z E H R E N
BUS STOPBUS STOP
15’030’60’90’120’
SCALE: 1” = 30’-0”
REMODEL OFREMODEL OF
GOLF ANDGOLF AND
NORDIC NORDIC
CLUBHOUSECLUBHOUSE
PROPOSED GOLF PROPOSED GOLF
START AREA &START AREA &
CART STAGING CART STAGING
MODIFIEDMODIFIED
PARKING LOTPARKING LOT
(122 SPACES)(122 SPACES)
RELATEDRELATED
RECREATIONRECREATION
IN LOCATIONIN LOCATION
OF OF EXISTING 18TH EXISTING 18TH
GREENGREEN
UNCOVEREDUNCOVERED
OUTDOOROUTDOOR
PATIO PATIO
COVERED PATIO COVERED PATIO
NEWNEW
ARRIVALARRIVAL
AREA AREA
NEW 18th GREENNEW 18th GREEN
SAFETY ZONESAFETY ZONE
(175’ radius from green) (175’ radius from green)
NEW NEW
18th GREEN18th GREEN
GORE RANGE GORE RANGE
AND 18th GREEN AND 18th GREEN
VIEWS FROM VIEWS FROM
GOLF GRILL GOLF GRILL
NEWNEW
BUS ONLY BUS ONLY
EXITEXIT
SINGLE POINT SINGLE POINT
ENTRY / EXITENTRY / EXIT
CLOSECLOSE
EXISTINGEXISTING
EXITEXIT
Option 3
Remodel of Existing Building
with relocated 18th Green Concept F
July 17, 2012
5 - 4 - 1
7/17/2012
ARCHITECTURE PLANNING INTERIORS LANDSCAPE ARCHITECTURE
AND ASSOCIATES, INC.
.(970) 949-0257 F.(970)949-1080 www.zehren.comPO Box 1976,Avon, Colorado
Z E H R E N
REMODEL OF REMODEL OF
GOLF ANDGOLF AND
NORDIC NORDIC
CLUBHOUSECLUBHOUSE
PROPOSED GOLF PROPOSED GOLF
START AREA &START AREA &
CART STAGING CART STAGING
MODIFIEDMODIFIED
PARKING LOTPARKING LOT
(122 SPACES)(122 SPACES)
RELATEDRELATED
RECREATIONRECREATION
IN LOCATIONIN LOCATION
OF OF EXISTING 18TH EXISTING 18TH
GREENGREEN
COVERED PATIO COVERED PATIO
NEWNEW
ARRIVAL ARRIVAL
AREAAREA
NEW 18th GREENNEW 18th GREEN
SAFETY ZONESAFETY ZONE
(175’ radius from green) (175’ radius from green)
NEW NEW
18th GREEN18th GREEN
GORE RANGE GORE RANGE
AND 18th GREEN AND 18th GREEN
VIEWS FROM VIEWS FROM
GOLF GRILL GOLF GRILL
NEWNEW
BUS ONLY BUS ONLY
EXITEXIT
SINGLE POINT SINGLE POINT
ENTRY / EXITENTRY / EXIT
CLOSECLOSE
EXISTINGEXISTING
EXITEXIT UNCOVEREDUNCOVERED
OUTDOOROUTDOOR
PATIO PATIO
10’020’40’60’80’
SCALE: 1” = 20’-0”
Option 3
Remodel of Existing Building
with relocated 18th Green Concept F
July 17, 2012
5 - 4 - 2
7/17/2012
ARCHITECTURE PLANNING INTERIORS LANDSCAPE ARCHITECTURE
AND ASSOCIATES, INC.
.(970) 949-0257 F.(970)949-1080 www.zehren.comPO Box 1976,Avon, Colorado
Z E H R E N
REMODEL OFREMODEL OF
GOLF ANDGOLF AND
NORDIC NORDIC
CLUBHOUSECLUBHOUSE
PROPOSED GOLF PROPOSED GOLF
START AREA &START AREA &
CART STAGING CART STAGING
PARKING PARKING
LOTLOT
COVERED PATIO COVERED PATIO
NEWNEW
ARRIVAL ARRIVAL
AREAAREA
NEW 18th GREENNEW 18th GREEN
SAFETY ZONESAFETY ZONE
(175’ radius from green) (175’ radius from green)
NEW NEW
18th GREEN18th GREEN
GORE RANGE GORE RANGE
AND 18th GREEN AND 18th GREEN
VIEWS FROM VIEWS FROM
GOLF GRILL GOLF GRILL
UNCOVEREDUNCOVERED
OUTDOOROUTDOOR
PATIO PATIO
5’010’20’30’40’
SCALE: 1” = 10’-0”
GOLF GRILL GOLF GRILL
OUTDOOROUTDOOR
PATIOPATIO
Option 3
Remodel of Existing Building
with relocated 18th Green Concept F
July 17, 2012
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Lorelei Donaldson
From: Bob Essin <vailbob@comcast.net>
Sent: SaturdaYI July 141 2012 8:37 AM
To: Council Dist list
Cc: VRD Board
Subject: 18th hole redesign
The email sent from the vrd yesterday was informativel great attachments. Trading current 18th par 5 for 515 yard par
4 is a loser for the golf course even with change to 13 which is a good idea in any event. Proposed 18th from back black
tee with a 200 yd carry over water usually into a prevailing west wind is not even doable for 75% of the men's club and I
am probably being over optimistic at that. Even without the tough tee shot over the water most players will not have a
shot at reaching the green in regulation from the black tee. Taking yardage from a course that is already too short at
altitude is not good. I have lived in Vail since 1990 and have played a little golf in the Valley.
I understand that golf is not your only consideration and you are trying to raise income from other uses. I think your
figures of $5plus million from use of mini convention-meeting-wedding facility are off base. This location because of
other better locations in Vail and surrounding communities has not been a good place even for a restaurant, no
reflection on current board member intended. I have seen the emails questioning the uses other than as a golf course
related use and have not seen a comment from the board or town council or any legal opinion about it? Of course, you
can't play golf in the winter but I don't think that justifies a mini convention center at this location if there is a restrictive
covenant in place requiring "golf'?
It's a beautiful day in Colorado,
Bob Essin
Sent from my iPad
1
5 - 8 - 1
7/17/2012
Lorelei Donaldson
From: Bob Zeltman <bobzeltman@yahoo.com>
Sent: Saturday, July 14, 2012 8:37 PM
To: Council Dist List
Subject: 18th Hole at VGC
Hi, After attending the Vail Rec Board meeting, it was apparent that the homeowners are still very unhappy
with the planned increase in events adjacent to their homes. Why don't you guys get it? You wouldn't want it
next to your homes! I made a suggestion to Billy and Jeff that you move your patio I event space to the area
next to the driving range. Then the sound could be reflected away from those adjacent homes. Get rid of that
low lying building on the north side of the Club House and take a few yards from the driving range if you need
to.
I don't think that we elected our representatives to force their wishes on tax payers adjacent to the 18th fairway
and green in a residential neighborhood. The adjacent homeowners shouldn't have to hire lawyers to fight the
town council and town of Vail! It's time that the town council made the right decision. Thanks, Bob Zeltman
1
I
5 - 8 - 2
7/17/2012
Lorelei Donaldson
From: Rolvail@aol.com
Sent: Saturday, July 14, 2012 6:28 PM
To: Council Dist List
Cc: dalefromvail@hotmail.com; bobzeltman@yahoo.com
Subject: Golf Course Concept F
Dear Town Council:
I attended the meeting Thursday of the Vail Rec Board and was impressed with the effort of 4 of the 5 members to
address the concerns raised by the town's golfers and surrounding golf course residents.
A new "Concept Fit, which preserves the 18th hole as a par 5/0ptional par 4, will be presented to the you on Tuesday. I
hope you seriously consider adopting this concept (over the present Concept D) as it best shows that the community can
work together solving varied interests. However, I continue to urge you to "go slow" and not tear up the 18th fairway
starting 6 August! In my opinion a more prudent approach would be to build a "19th hole" alongside the 12th fairway this
year so as to retain 18 holes in the 2013 season while the course undergoes more extensive renovation. Also, this extra
par 3 hole will allow a full course play during future improvements, which will arise as the years go by. (I believe
this option may also be presented by the Rec Board.) The new clubhouse construction should commence as soon as
feasible.
Another concern to consider is how to run the new restaurant. With VR putting in a new gondola from the village
wedding parties will have a serious option to listening to the racquet from 170. A decent restaurant with affordable options
is important to all. What we have now is sad.
Respectfully,
Rol Hamelin
Ingie Franberg
1
5 - 8 - 3
7/17/2012
I Lorelei Donaldson
From: Josef Staufer <joestaufer@live.com>
Sent: Monday, July 16, 2012 10:30 AM I To: Council Dist List I Subject: opposed to the proposed Vail Golf Club Events Facility
The question to Shelley Hall (Vail Daily, July 7) is: Where have you been?
The first time the ideas were presented to the public a new Clubhouse with an event facility were amongst many items
presented as community projects for the former conference center funds.
I don't know where you were there or whether you didn't want to hear the objections that the people from the
neighborhood raised concerning the event space.
There was great support for the new Clubhouse but many concerns were raised about the proposed event faCility.
Traffic, parking, added noise from music at weddings etc. were all mentioned and there was no doubt what ever that the
neighbors did not wish to have an event facility at their doorsteps. Anyone who is in favor of paving over green space
obviously doesn't know how difficult it was for Vail to protect green space during its early years and doesn't understand,
or doesn't care, about the detrimental impact it will have on the neighborhood.
t
Other citizens, including myself, could not see the sense in having a tax supported entity compete with the private sector.
The 18th hole wouldn't have to be moved if it wasn't for safety concerns regarding the installation of the Event Facility.
As to the vote, you seem to feel that the vote was an endorsement for the Event Center. You are wrong.
The question was: should the funds collected by the lodging tax be used for community projects or returned to customers
who never paid for any of it?
Only a fool could have voted no.
Certainly, no one voted in favor of a publicly subSidized event facility that will compete with the lodging community that
collected the tax in the first place.
Sincerely,
Josef Staufer
Vail, Colorado
1
5 - 8 - 4
7/17/2012
Lorelei Donaldson
From: Dale Bugby <DBugby@VailResortRentals.Com>
Sent: Monday, July 16, 2012 2:31 PM
To: Council Dist List
Cc: drogers@vaildaily.com
Subject: Hotel Feedback
During the past week I have informally polled the following hotels for their input on adding a 200 person event venue at
the golf clubhouse: Manor Vail, Simba Run, Pepis, Sonnenalp, Sun Vail, and Evergreen Lodge. It was clear from those
conversations that no one has asked their opinion or polled the lodging properties here in town. If your desire to put
heads in beds conflicts with existing event space that these hotels own, or you already own; or conflicts with restaurants
that already have seating capable of hosting a group of that size, I would think you would abandon your desire for adding
that venue. Please consider talking to all of the properties that collect lodging tax and possibly the restaurants before
proceeding with your plans. You clearly don't have the support you may be assuming. As one hotelier put it, "200 seats
doesn't really bring people to Town like 2,000 seats would, this venue will just take business away from existing
establishments .•
Dale Bugby
Vail Resort Rentals, Inc.
970-476-0900
www.vailresortrentals.com
Vistar Real Estate, Inc.
970-476-6223
www.vistarrealestate.com
1
5 - 8 - 5
7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Vail Shuttle and Courtesy Car Alternatives
PRESENTER(S): Tom Kassmel
ACTION REQUESTED OF COUNCIL: Review the Alternatives presented and provide
feedback and direction to Staff.
BACKGROUND: The Town of Vail has seen a significant increase in the volume and
frequency of shuttles and hotel courtesy vehicles in the past few years as a result of the
successful Vail Billion Dollar Redevelopment. Many convenient areas that are within close
proximity to Vail Mountain and to both the Lionshead and Vail Villages are now being
overused for the drop-off and pick-up of guests. Currently the Town does not have any policies
or regulation specific to these services. The increase of use of these services has become
problematic for critical portal areas to the Mountain and the Villages and other congested
neighborhood areas, causing safety issues and congestion. On March 6th Council directed
staff to develop alternatives for solving these issues. Three alternatives will be presented to
Coucil for discussion and input.
STAFF RECOMMENDATION: Staff recommends reviewing the three Alternates, receiving
public input, and providing staff with further direction. Based on the current input provided,
staff is recommending Alternate I, implementing a trial basis schedule for shuttles, and
including the ability for Large SUV’s to drop off on the top deck of the Lionshead Parking
Structure.
ATTACHMENTS:
Memo
Vail Shuttle Citizen responses 071612
7/17/2012
To: Shuttle/Courtesy Vehicle Operators
From: Public Works / Police Department
Date: July 17th, 2012
Subject: Shuttle and Courtesy Car Alternates
I. BACKGROUND
The Town of Vail has seen a significant increase in the volume and frequency of
shuttles and hotel courtesy vehicles in the past few years as a result of the successful
Vail Billion Dollar Redevelopment. Many convenient areas that are within close
proximity to Vail Mountain and to both the Lionshead and Vail Villages are now being
overused for the drop-off and pick-up of guests. Currently the Town does not have any
policies or regulation specific to these services. The increase of use of these services
has become problematic for critical portal areas to the Mountain and the Villages and
other congested neighborhood areas, causing safety issues and congestion. (See
Attached Table and Graph of Shuttle Frequency at LHWC over Presidents Day
Weekend)
On March 6th Council directed staff to develop alternatives for solving these issues. The
Town staff held a public meeting on April 16th, to discuss these issues and receive
feedback from the public. As a result of this meeting, input from Council on March 6th,
and internal staff discussions, staff presented three draft Alternative solutions to the
shuttle/courtesy car operators. The alternates were emailed to the operators on June
6th, with an open meeting to discuss the alternates on June 13th.
II. ALTERNATES
The following are the Alternates that were provided to the operators to be discussed.
For the purposes of these alternatives the following abbreviations are used:
LHWC Lionshead Welcome Center (East Lionshead Circle)
LHTC Lionshead Transit Center (South Frontage Rd)
VTRC Vail Transportation Center
Alternate I (Preferred Alternative) includes a combination of shuttle and courtesy car
registration, shuttle scheduling, location restrictions, and capital improvements. The
6 - 1 - 1
7/17/2012
Town of Vail Page 2
attached Tables provide more detailed information for each location and the associated
restrictions for this Alternate I.
In general this alternative restricts the number of shuttles arriving at any one location to
scheduled times, and to a maximum of 3 or 4 at any one time (including LHWC, LHTC,
VTRC, & Golden Peak). It requires all courtesy cars to use signed skier drop off
locations and 15 minute parking zones only, restricts shuttles from the Hansen Ranch
Rd area, and restricts all shuttle and courtesy car activity from the Mountain Haus area.
Suggested capital improvements include; modifications to the Lionshead skier drop to
allow for a safer and more efficient one way loop with designated courtesy car spaces,
extend LHWC shuttle drop-off area by one shuttle length, additional signage, RFI
readers installed at drop off locations to track usage and mitigate abuse. Shuttles and
courtesy cars would be required to register and comply with designated policies. It
would be expected that the shuttle and courtesy car drivers/operators would assist in
policing activities and report issues and abuse.
Alternative II (Most Restrictive-No Shuttles at LHWC) is the same as Alternate I with
the following exceptions;
Shuttles would not be allowed to use the area in front of the LHWC, all shuttle activity in
the east Lionshead area would be required to use the LHTC on a scheduled basis. This
Frontage Rd drop-off location is 400’ longer of a walk and requires the use of stairs or
elevator. This would be almost identical to the walk distance at the VTRC. (See
attached walk distance maps)
The LHWC would be used for In-Town buses only and the current shuttle area would be
removed and signed for courier loading and delivery only (FedEx, UPS, USPS).
Alternative III (Least Restrictive-Accommodate more Shuttles at LHWC) is the same as
Alternate I with the following exceptions;
Shuttles would be restricted to LHWC, VTRC, & Golden Peak with no scheduled times,
however, scheduling would be implemented on an as needed basis. In addition to the
capital improvements noted in Alternate I, this alternate would extend the LHWC shuttle
drop-off area by five shuttle lengths (as previously presented to Council on March 6th.)
III. Costs
Based on preliminary concept ideas and scoping, staff estimates that the approximate
costs of these improvements as follows; (After further direction these cost estimates will
be refined)
Alternate I
A. Registration & Scheduling: Admin Cost only; Recoup Cost by Registrant
B. Vehicle Transponders: $50-$100, Paid by Registrant
C. Additional Signage: $10k
D. RFI detectors: $8k per location, Up to 8 Locations
6 - 1 - 2
7/17/2012
Town of Vail Page 3
E. Extend LHWC Shuttle Area $30k
F. Improve LH drop off: $100k-$300k (See Below)
i. One way drop off loop $100k
ii. Interior gates and ticketing $ 50k
iii. Add ramp at east end lowest level $150k
Item F requires structural improvements to the LH Parking Structure. At a minimum, in
order to make the LH drop off safer and more efficient as a one way loop a new cross
aisle must be cut thru the center structural wall at an approximate cost of $100k. It is
also desirable to allow drop off traffic to be able to directly access the LH parking
structure from this area, requiring an internal gate and ticket system at a cost of
approximately $50k. An additional impact of improving the drop off location is the
closure of the lowest level west ramp, this leaves only one single lane ramp to access
the remaining 120 paid parking structure spaces. Adding a new ramp to allow for two
way traffic at the east end of the lowest level would cost approximately $150k.
However, it may be possible that the additional new ramp could be postponed, by using
the existing one-way lower east ramp for two way traffic; this would at minimum require
appropriate signage and parking pass control. By signing the existing one-ramp to a
two-way ramp with uphill traffic with the right of way, the Town could defer these costs
until warranted. This ramp would access approximately 120 of the 1100 parking spaces
in the lowest part of the parking structure, and could be pass restricted to only allow
those who were aware of the restricted access and use the structure on a frequent
basis. However if the ticketing gate is added to the drop off, this ramp could remain a
one way uphill exit ramp with entering access from the drop off area only.
Alternate II, would be the same as Alternate I, less the cost of E.
Alternate III, would be the same as Alternate I, with the cost of E being $100k.
IV. PUBLIC COMMENTS
Staff received some verbal input from a few operators at the review meeting on June
13th, and additional written correspondence since that time which are attached. In
general the majority of the comments revolved around the implementation of a shuttle
schedule, and the restrictions of larger courtesy cars (Sprinters vans & large SUV with
cargo boxes) and how this would potentially negatively affect the guest experience.
Staff recognizes the difficulty of this change, however, in order to provide a better/safer
experience at the drop-off locations some change is necessary. With regard to shuttle
buses the options are either to accommodate the random peaks of 8-10 shuttles at a
time by relocating or increasing the shuttle drop off areas, or by designating a schedule
that will spread the peak times out. Staff believes that implementing a schedule for the
shuttles will help spread out the concentration of shuttles at each location as well as
provide guests with a known schedule for arrival and departure of shuttles which could
be provided by each operator and posted at each shuttle location. Recognizing the
variables with skier shuttle drop off and weather conditions, it is recommended this be
implemented on a trial basis.
6 - 1 - 3
7/17/2012
Town of Vail Page 4
With regard to the courtesy cars, it is necessary to separate the shuttle drop off
locations with the courtesy car drop offs to further reduce conflict and volume, and to
allow this type of drop-off in current available skier drop-off locations only. The one
skier drop location that is an issue for the larger courtesy car drop-off vehicles which
have cargo boxes is the Lionshead skier drop off. This drop off provides a signed
maximum clearance of 7’. This accommodates all SUV’s including those with ski
racks, however it does not accommodate large SUV’s with cargo boxes. Cargo boxes
range from 12” to 18” high on top of vehicles. Larger SUV’s (GMC Yukon 2500) have
clearance requirements as high as 6’5”. A more standard size SUV (Volvo XC90) has
a clearance requirement of 5’11”. So the large SUV’s will not fit with any cargo box,
and standard SUV’s will only fit with a smaller cargo box. One option that has been
suggested is to allow larger SUV courtesy cars with cargo boxes to drop off on the top
deck of the parking structure at the LHWC elevators.
V. RECOMMENDATION
Staff recommends reviewing the three Alternates, receiving public input, and providing
staff with further direction. Based on the current input provided, staff is recommending
Alternate I, implementing a trial basis schedule for shuttles, and including the ability for
Large SUV’s to drop off on the top deck of the Lionshead Parking Structure. This will
require supplementing the 2012 budget by approximately $190,000 for items C,E, and a
portion of F. These budget numbers are preliminary and pending the direction by
Council, a more detailed plan and cost estimate will be provided for supplemental
review. We also recommend not installing the RFI detectors at this time to allow for a
trial period of the shuttle schedules. The RFI detectors can be installed at a later date if
and when it is determined tracking and mitigation is required.
6 - 1 - 4
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Shuttle/CourtesyCarAlternate#1
Belowisadescriptionofproposedactivitiesateachcurrentlyuseddrop
2/17/20122/18/20122/19/20122/20/2012
ShuttleDescriptionAM&PMAM&PMAM&PMAMOnly
BeaverCreekWest5
Cascade33302513
CME 32
EaglePoint1413157
FourSeasons91541
HolidayInn1110157
Lodge@Vail312
ManorVail1
NovaGuides 2
Private1
RitzB.Gulch12
RitzCarlton1
SandstoneCreekClub106115
Sebastian3
SimbaRun26272211
Solaris66
Sonnenalp3
Streamside24222211
Taxi 1
TheWren8734
Tutlebus 1
VailRun145114
TOTALSHUTTLES17314913265
*Times:8:00am
0
2
4
6
8
10
12
14
16
012345678910
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#ofShuttlePresentatthesametimewithin5min.period
2/17/12AM&PM
2/18/12AM&PM
2/19/12AM&PM
2/20/12AMONLY
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7/17/2012
To:TomKassmell
From:JeffMiller
Date:June20th,2012
Subject:ShuttleandCourtesyCarComments&Concerns
Tom,
ThankyouverymuchforholdingthemeetingonJune13thtodiscusspossibleoptionsandchangesto
theshuttleandcourtesycarproceduresinthetownofVail.Mypointsandcommentstotheproposed
alternativesareasfollowsbasedonourhotelandsituation:
#1.Wemustbeabletodropoffasclosetotheskiareasaspossible.Ifthecouncildidmakeittowhere
everyoneisdroppedoffatthetransitcenterswewouldnothaveanybusinessandthetownwouldthen
loseallthetaxrevenueonthoseroomnights.
#2.TheLHWCSkierDropoffworksaslongaseveryoneisawareofitandfollowstheprocedurefor
courtesycars.ThisiseasytotelltheguestandIdonotseeabigproblemwiththat.Theideaofmaking
itaonewayaccessandloopwouldbegreatasinitscurrentconditionitisnotefficient.
#3.TheLHWCforshuttlesisnotaproblemexceptwiththeschedule.Iknowwecantrytodoitbut
withtrafficandotheroutsideforcesshuttlesarenotgoingtobeontime.Extendingtheparkingspace
downthesidewalkwouldbeaideathatIwouldsupporttohelpimprovethiscongestion.
#4.HansenRoaddropoffisamustforustohave.Themainproblemwiththisareaisthatregularcars
arebeingleftthereunattendedforalongperiodoftime.Thisisforcingthosewithashuttletodropoff
onthecurbratherthanintheshuttlelane.Iwouldmakethisareaintoapermitonlydropoff.Iwould
alsonotexcludeashuttlefromthearealikeoursprinter.Itactuallycancarrymorepassengersthanthe
carssotherewouldbelesstrafficiswecanplacemorepeopleintotheonesprinter.
#5.ForGoldenPeak,thedropoffloopisamuchmoreeffiecentareatodropoffvstheskierdropoff.
Theloopisaonewayareathatcarsandshuttleshavetokeepmoving.Ifeelwitheveryonegoing
throughtheskierdropoffitbacksupontotheroadandthenthatentireareajuststops.Courtesycars
andshuttlesshouldstillgothroughthelooptokeeptrafficmoving.
Overallweareallformakingitsmoother.Idobelievethepermitsforcourtesycarsandshuttleswould
helpinareastokeepothersout.
6 - 1 - 10
7/17/2012
1
Tom Kassmel
From:Tommy Turtle <tommyturtle@turtletubing.com>
Sent:Sunday, June 17, 2012 1:29 PM
To:Tom Kassmel
Subject:Re: Shuttles/Vans and Courtesy Car Drop-off Draft Policies
Tom~
Hi!Goodafternoon,thankyoufortheupdatedinformation.WecurrentlyusetheCascadeturn
1
Tom Kassmel
From:Derek Schmidt <DSchmidt@eastwestresorts.com>
Sent:Tuesday, June 19, 2012 9:21 AM
To:Tom Kassmel
Subject:Shuttle and Courtesy Car Alternates
GoodMorning,
IwouldliketotakethisopportunitytoofferourcommentsinregardstotheShuttleandCourtesyCarAlternates.
TheWrenstronglyfeelsthatiftheTownofVailstartsmandatingspecificdrop
6 - 1 - 13
7/17/2012
1
Tom Kassmel
From:Diane Milligan <diane@mountainmax.net>
Sent:Monday, June 11, 2012 1:51 PM
To:Tom Kassmel
Subject:RE: Shuttles/Vans and Courtesy Car Drop-off Draft Policies
HiTom,
ThisisCourtney,Diane’sassistantatRams
6 - 1 - 15
7/17/2012
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7/17/2012
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7/17/2012
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7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Vail’s 50th Anniversary Update
PRESENTER(S): Adam Sutner & Kelli McDonald
ACTION REQUESTED OF COUNCIL: Staff recommends that Council listen to the
presentation and provide feedback
BACKGROUND: Planning is well underway for Vail’s 50th Anniversary celebration. Vail’s
opening on December 15, 1962 was a time of aspiration, determination and commitment by
those who came together to see their dream come alive. The 50th celebration will not only pay
tribute to Vail’s founders but will also reach out to the five decades of skiers, employees,
residents and others who are forever connected to this special place. The celebration is being
organized by a joint Vail Mountain – Town of Vail planning team.
ATTACHMENTS:
50th Anniversary Council Memorandum
50th Anniversary Marketing & PR Campaign
7/17/2012
To: Town Council
From: 9DLO¶Vth Anniversary Planning Team
Date: July 17, 2012
Subject: 9DLO¶Vth Anniversary Update
I. BACKGROUND
3ODQQLQJLVZHOOXQGHUZD\IRU9DLO¶Vth $QQLYHUVDU\FHOHEUDWLRQ9DLO¶VRSHQLQJRQ
December 15, 1962 was a time of aspiration, determination and commitment by those
who came together to see their dream come alive. The 50 th celebration will not only pay
WULEXWHWR9DLO¶VIRXQGHUVEXWZLOODOVRUeach out to the five decades of skiers, employees,
residents and others who are forever connected to this special place. The celebration is
being organized by a joint Vail Mountain ± Town of Vail planning team.
II. PLANNING TIMELINE
August
The 50th anniversary website and merchandising will launch, as well as a poster
contest.
September 21 ± 23
The tributes continue when those from 1962 ± 1980 will gather to help celebrate 9DLO¶V
50th during Pioneer Days and the 50th headquarters will be unveiled at the Vail Village
Welcome Center. The new Lionshead Welcome Center has a photo wall dedicated to
each of the past 5 decades in Vail history and a video tribute rotates on the media wall
adjacent to it.
November 15
Just before the start of the 2012-VNLVHDVRQDQHZPLOHVWRQHLQ9DLO¶VKLVWRU\WDNHV
place with the dedication of the new gondola in Vail Village, with activities including a
youth race and First Tracks with the US Ski Team as well as a community open house
and celebration with Ski Team autograph session at Mid-Vail.
December 12 ± 15
The celebration continues when Vail comes alive during Vail Snow Daze to
commemorate the December 15, 1962 opening of Vail Mountain. The week will include
activities, displays, concerts, fireworks, the premier of a full-length documentary film by
Roger Cotton Brown, plus a celebration on December 15 which will pay tribute to those
ZKRGHGLFDWHGWKHLUOLYHVWR9DLO¶VHQGXULQJVXFFHVV .
7 - 1 - 1
7/17/2012
Town of Vail Page 2
April
The fun continues with a 50th Reunion Week, Skiing Heritage Week and 50th -themed
Spring Back to Vail with concerts and activities throughout the week. Updates will be
posted at www.vail.com/50th.
III. ACTION REQUESTED OF COUNCIL
Staff recommends that Council listen to the presentation and provide feedback.
ATTACHMENTS
50th Anniversary Marketing & Public Relations Campaign
7 - 1 - 2
7/17/2012
Vail Community
2012-2013 50th Anniversary Season
Marketing & Public Relations Campaign
July 2012
7 - 2 - 1
7/17/2012
Overview
50th Anniversary Season Kickoff
Events Around Dec. 15 Anniversary
Latin Week
Skiing Heritage Week
Spring Back to Vail
50th Anniversary Winter Events at a Glance
7 - 2 - 2
7/17/2012
50th Anniversary Season Kickoff
Youth Race with U.S. Ski Team
Thursday, Nov. 15, Golden Peak
First Tracks with the U.S. Ski Team + Gondola Unveiling
Thursday, Nov. 15, Mountain Plaza
Community Open House & Celebration/Ski Team autograph session
Thursday, Nov. 15, Mid-Vail
Opening Day of the 2012-2013 Ski and Snowboard Season
Friday, Nov. 16, Vail Mountain
- unveiling of signage
- Welcome Centers
- et. al.
7 - 2 - 3
7/17/2012
Events Around Dec. 15 Anniversary
Media and VIP Film Premiere
Late-November/Early-December
Thursday public night concert ±
location tbd
Exclusive Vail Film Premieres ± Charitable Contribution
Wednesday, Dec. 12 and Thursday, Dec. 13
Vail 50th Anniversary Public Film Premiere
Friday, Dec. 14 and ongoing showings
Public Concert
Friday, Dec. 14
&HOHEUDWLRQRI9DLO¶V(DUO\3LRQHHUV
Saturday, Dec. 15; cake, fireworks display
A-List Public Concert
Saturday, Dec. 15
Family-Friendly 50th Themed Activity Center
Saturday, Dec. 15
7 - 2 - 4
7/17/2012
Latin Week, April 1-7
Boutique Week
Evening TBD, Monday, April 1-Saturday, April 6, Various Venues
A-List Concert
Gypsy Kings Friday, April 5, Dobson Arena
Table service for approximately VIPs with sponsorship aspect
Bleacher seats available general admission at a nominal cost
***VIP access to boutique week and concert is given to guests based on booking
requirements.
7 - 2 - 5
7/17/2012
Skiing Heritage Week
Skiing Heritage Week
April 7-14, Vail
,QFRQMXQFWLRQZLWK9DLO¶VFHOHEUDWRU\WKDQQLYHUVDU\VHDVRQWKH,QWHUQDWLRQDO6NLLQJ+LVWRU\
Association (ISHA) and the U.S. Ski & Snowboard Hall of Fame present Ski Heritage Week in Vail.
The week-long event will celebrate the history of the modern sport of skiing. The highlight will be
7KH+DOORI)DPH¶VDQQXDO,QGXFWLRQ&HUHPRQ\RQ6DWXUGD\HYHQLQJDQGWKHZHHNZLOODOVRLQFOXGH
skiing, snowboarding, parties, entertainment, reunions, film screenings and more.
7 - 2 - 6
7/17/2012
7 - 2 - 7
7/17/2012
Thank you!
7 - 2 - 8
7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: First reading of Ordinance No. 9 Series 2012, and ordinance making budget
adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer
Tax Fund, Dispatch Services Fund and Heavy Equipment Fund. This item also includes
discussion of off-cycle contribution funding requests.
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No.
9, Series 2012
BACKGROUND: Please see attached memorandum
STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 9,
Series 2012
ATTACHMENTS:
2nd supp
7/17/2012
TO: Vail Town Council
FROM: Finance Department
DATE: July 11, 2012
SUBJECT: 2012 Budget Amendment – Ordinance 9
I. SUMMARY
Staff is requesting approval of Ordinance 9 upon first reading, the second budget supplemental
appropriation this year.
II. DISCUSSION
Included in this supplemental discussion are three requests for funding outside of the town’s normal
budget cycle, or “off-cycle contributions”. The purpose of this mid-year review is to provide an
opportunity for organizations that have newly identified projects or unforeseen changes to their
budgets to come forward all at the same time and for Council to provide consistent criteria and
evaluations. Staff recommendations for these requests are attached on page 3, with budgetary
impacts included below.
General Fund
Revenue projections have been increased by a total of $292,856. This includes an increase to sales
tax totaling $1,100,000 with 61%, or $671,000 going to the General Fund. Sales tax collections are
currently exceeding budget by 8.9% ($863,600), and are up 1.9% ($201,081) from prior year. The
budget adjustment to revenue also includes a projected decrease in parking revenue of $586,000
based on reduced daily parking sales experienced this spring. Franchise Fees will also be reduced
by a total of $75,000 ($16K due to an overpayment by Xcel Energy that will be adjusted in upcoming
remittances to the town and $59K based on a decrease in year-to-date collections). Construction
Permit revenue projections will be increased by $200,000 based on current collections. Other
revenue adjustments relate to reimbursements directly offset by corresponding expenditures:
$17,856 of wildfire deployment revenue offset by the staffing costs to send firefighters, $50,000 of
library grant proceeds that will be used to offset technology enhancements to the library community
room, and $15,000 in reimbursement for EverVail legal expenses.
Requested expenditures increases totaling $312,774, of which $82,024 will be offset by the
reimbursements mentioned above. Other increases relate to summer frontage road parking
enforcement such as: additional hours of express bus services will require $10K in seasonal salary
expense and $25,000 of heavy equipment charges for fuel and mileage put on the buses; $5,000
additional contracted service for parking enforcement (current budget is at $25K). With the opening of
the new LionsHead Welcome Center, staff is requesting funds the Grand View management contract
of $30,000 plus $5,000 of service provided prior to the contract period and a potential $5K in
commissions. Another $30,000 is requested for estimated usage of the facility for free events (to
cover set up and cleaning costs) with unused funds returned at year-end. Other operating expenses
of the Transit and Welcome Centers such as building maintenance, utilities and cleaning contracts
8 - 1 - 1
7/17/2012
Town of Vail Page 2
were already included in the 2012 budget. The town continues to contract out inspections and due to
the increase in construction projects staff is requesting an additional $21,600 to cover the related
inspections. $25,000 is requested to cover the insurance deductible relating to a recent bus accident.
Staff has recommended a total of $20,000 relating to the off-cycle grant requests (see page 3 for
more details). In 2011 the town pledged a total of $30,000 toward summer air guarantees through the
Eagle Air Alliance. The 2012 budget included the administration costs only ($5,100), but now staff is
requesting the remaining $24,900 owed to the Air Alliance as this year’s guarantee has come due.
The town was recently notified by the Vail Village Inn Phase V management company that we will owe
an additional $4,250 this year in special assessment for the town-owned unit #34 due to legal fees
incurred by the homeowners association. Another $25K is requested for the loading and delivery
facility within Vail Village Inn as committed in the prior year.
Capital Projects Fund
The revenue budget will be adjusted for the Capital Projects Fund’s 39% share of the increase in
sales tax revenue, estimated at $429,000. Construction Use Tax budget projections will also increase
by $300,000 based on year to date collections. $50,000 will be transferred into the Capital Projects
Fund from the General Fund to use Library grant dollars towards the Library renovation, and another
$10,000 will be transferred from Dispatch Services Fund for the Radio Tower project mentioned
below.
Requested increases to expenditures total $605,000. They include an increase of $120,000 for the
developer agreement approved July 3rd with Triumph Development for the municipal redevelopment,
and another $30,000 (total project cost $60K) for the relocation of the radio communications tower,
which is necessary due to the municipal site redevelopment. Dispatch Services is contributing
$10,000 to offset the cost to the Capital Projects Fund. Another $140,000 is requested to relocate the
recycling center. $100,000 is requested to be used toward plans and design of a renovation of the
Main Vail Fire Station as approved by Council. Reconstruction of the Matterhorn Bridge requires an
increased budget of $100,000, as approved by Council on July 3rd. The town owns three units within
the Gore Range townhomes, and each unit has been assessed $10,000 (for total budget impact of
$30,000) to be used for the reconstruction of decks, stairways and other exterior improvements.
$35,000 is requested for the demolition of the LionsHead Information Booth anticipated this fall. Staff
is requesting a transfer of funds between the Welcome Center project and the Guest Service
Enhancement project for design services, media equipment and signage as approved by Council
during the project scope discussions in 2011. This transfer between projects of $354,700 has no
effect to expenditures and will better organize the project accounting.
Dispatch Services Fund
$250,000 is requested for a software update to the Computer- Aided Dispatch (CAD) system and
Records Management System (RMS) and Mobile system (in-vehicle CAD access). The last upgrade
of this system was in 2007, and it is critical to address problems with the current software that
adversely affect our responders and to continue to provide quality public safety. Fund balance
reserves are available to fund this project without additional charges to the participating agencies that
have partially funded the reserves over several years for the purpose of capital improvements.
Another $10,000 is requested to be used toward the relocation and upgrade of the Radio Tower (see
Capital Projects above).
Heavy Equipment Fund
Budgeted revenue will be increased by $95,000 to reflect year to date collections from the sale of old
equipment (originally budgeted to be sold in 2011). Budgeted revenue will also be increased by
$80,000 in insurance reimbursement for repairs to a bus (repaired in-house) damaged in an accident.
The insurance reimbursement will offset the cost of repairs. Staff is also requesting $90,000 for a
type 6 fire brush truck, which will replace a type 7 fire vehicle we currently own.
8 - 1 - 2
7/17/2012
3
2012 Off-Cycle Contributions
A. Highline Sports & Entertainment
BACKGROUND INFORMATION: Highline is requesting a total of $100,000 to help fund an “A-List
Headliner” concert as a part of the Vail 50th Anniversary celebration. The funding will contribute to
the enhanced $650,000 total talent budget to incorporate an A-list headliner act for a concert to be
held on Saturday, December 15th, 2012. This application for funding does not support Vail Snow
Daze or Spring Back to Vail event budgets, but the plan is to increase investments in those events
as well to maximize impact of the marketing message.
STAFF RECOMMENDATION: Staff recommends that Council consider information provided in
the afternoon presentation by Highline Sports for this funding request. The town is currently
contributing $453,000 to the Vail 50th Anniversary celebration (a combination of Council
contributions, Vail Local Marketing District support and Commission on Special Events funding).
Any additional funds would come from General Fund reserves.
B. Eagle River Watershed Council (ERWC)
BACKGROUND INFORMATION: The ERWC is requesting $15,000 for Water Quality Data
Collection and Assessment program, funded by various entities and municipalities in the valley. The
town has participated in this program for the past several years ($6,000 in 2010 and $6,500 in
2011). $7,500 was requested in 2012 but funding was not approved as a part of an overall budget
constraint to $50,000 annually.
STAFF RECOMMENDATION: Staff recommends $12,000 in funding, with the intent of funding the
program without additional administrative charges. Staff supports funding this effort because this
data collection has helped to identify the need for the now-urgent county-wide Water Quality
Improvement Plan (WQIP).
C. Team Transportation – Eagle County School District
BACKGROUND INFORMATION: Team Transportation is requesting $2,000 to purchase
merchandise for their Positive Behavior and Intervention Program. This program rewards children
when they do the “right thing”, whether on the school bus or in the school or community. The District
has not funded this program but supports the intent of it. The program has raised some donations
from the Town of Gypsum and small businesses.
STAFF RECOMMENDATION: While staff commends the creativity shown by Team
Transportation in developing this program, it is not recommended for funding because it does not fit
the criteria for off-cycle contribution requests and is not appropriate for town funding.
D. Vail Historical DVD
BACKGROUND INFORMATION: Vail Historical DVD is requesting $20,000 to produce an
additional hour of historical material for the Vail documentary (out of a total estimated cost of
$81,000). This would add onto the two-hour production currently funded ($150,000 from Vail
Resorts, $25,000 from Town of Vail, along with other donors. This would provide an opportunity to
capture Vail’s history completely and accurately.
8 - 1 - 3
7/17/2012
4
STAFF RECOMMENDATION: Staff recommends funding based on this unique opportunity to dig
deeper into Vail’s history and document the contributions of our founders.
E. Vail Mountain School (VMS)
BACKGROUND INFORMATION: VMS is requesting an in-kind contribution of the use of five buses
on September 16, during the 41st Annual VMS Home Tour, previously donated by Beaver Creek.
Beaver Creek changed their policy to limit donations to within the resort limits after the town’s June
30th deadline.
STAFF RECOMMENDATION: Staff does not recommend funding this request based on limited
return on investment for the town or town businesses and that it is not appropriate for town funding.
8 - 1 - 4
7/17/2012
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7/17/2012
Ordinance No. 9, Series of 2012
ORDINANCE NO. 9
SERIES OF 2012
AN ORDINANCE MAKING BUDGET ADJUSTMENTS TO THE TOWN OF VAIL GENERAL
FUND, CAPITAL PROJECTS FUND, REAL ESTATE TRANSFER TAX FUND, DISPATCH
SERVICES FUND, AND HEAVY EQUIPMENT FUND OF THE 2012 BUDGET FOR THE
TOWN OF VAIL, COLORADO; AND AUTHORIZING THE SAID ADJUSTMENTS AS SET
FORTH HEREIN; AND SETTING FORTH DETAILS IN REGARD THERETO.
WHEREAS, contingencies have arisen during the fiscal year 2012 which could not have
been reasonably foreseen or anticipated by the Town Council at the time it enacted Ordinance No.
21, Series of 2011, adopting the 2012 Budget and Financial Plan for the Town of Vail, Colorado;
and,
WHEREAS, the Town Manager has certified to the Town Council that sufficient funds are
available to discharge the appropriations referred to herein, not otherwise reflected in the Budget, in
accordance with Section 9.10(a) of the Charter of the Town of Vail; and,
WHEREAS, in order to accomplish the foregoing, the Town Council finds that it should make
certain budget adjustments as set forth herein.
NOW, THEREFORE, BE IT ORDAINED, BY THE TOWN COUNCIL OF THE TOWN OF
VAIL, COLORADO that:
1. Pursuant to Section 9.10(a) of the Charter of the Town of Vail, Colorado, the Town
Council hereby makes the following budget adjustments for the 2012 Budget and Financial Plan for
the Town of Vail, Colorado, and authorizes the following budget adjustments:
General Fund $ 312,774
Capital Projects Fund 605,000
Real Estate Transfer Tax Fund 12,000
Dispatch Services Fund 260,000
Heavy Equipment Fund 170,000
Total $ 1,359,774
2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any
reason held to be invalid, such decision shall not affect the validity of the remaining portions of this
ordinance; and the Town Council hereby declares it would have passed this ordinance, and each
part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or
more parts, sections, subsections, sentences, clauses or phrases be declared invalid.
8 - 1 - 13
7/17/2012
Ordinance No. 9, Series of 2012
3. The Town Council hereby finds, determines, and declares that this ordinance is
necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants
thereof.
4. The repeal or the repeal and reenactment of any provision of the Municipal Code of
the Town 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 proceedings as commenced under or by virtue of the provision repealed or
repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any
ordinance previously repealed or superseded unless expressly stated herein.
5. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent herewith
are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise
any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed.
INTRODUCED, READ, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON
FIRST READING this 17th day of July, 2012, and a public hearing shall be held on this Ordinance
on the 7th day of August, 2012, at the regular meeting of the Town Council of the Town of Vail,
Colorado, in the Municipal Building of the town.
_______________________________
Andrew P. Daly, Mayor
ATTEST:
___________________________
Lorelei Donaldson, Town Clerk
8 - 1 - 14
7/17/2012
2012 Application for
Town of Vail Funding
A-list Headliner Concert as part of
Vail’s 50th Anniversary Celebration
Applied 5/31/2012 by:
12 Vail Rd. Suite 500, Vail, CO 81657
(970) 476-6797
www.gohighline.com
8 - 1 - 15
7/17/2012
1. Name of organization: Highline Sports & Entertainment, Inc.
2. Contact persons: Jeff Brausch & James Deighan
3. Mailing address: 12 Vail Road, Suite 500, Vail, CO 81657
4. Office Telephone: 970/476-6797 (Jeff Brausch x103 or James Deighan x102)
Cell Phone: Jeff Brausch 970/393-2128 or James Deighan 970/331-5312
Fax: 970/476-6890 E-mail address: jeff@gohighline.com or jamesd@gohighline.com
Website: www.gohighline.com
5. Members and Titles of your governing board:
Highline Sports & Entertainment, Inc.
a. Jeff Brausch, Partner
b. James Deighan, Partner
c. Kelli Brausch, CFO
Cross Community Working Team
d. Jeff Brausch, Highline Sports & Entertainment, Inc.
e. James Deighan, Highline Sports & Entertainment, Inc.
f. Greg Schwartz, Highline Sports & Entertainment, Inc.
g. Peggy Wolfe, Highline Sports & Entertainment, Inc.
h. Katie Tille, Highline Sports & Entertainment, Inc.
i. Adam Sutner, Vail Resorts
j. Kari Miller, Vail Resorts
k. Steven Long, Vail Resorts
l. Bobby Murphy, Vail Resorts
m. Kelli McDonald, Town of Vail
n. Suzanne Silverthorn, Town of Vail
o. Kerry Donovan, Vail Town Council
p. Susie Tjossem, Vail Town Council & Colorado Ski & Snowboard Museum
q. Erica Lloyd, Colorado Ski & Snowboard Museum
r. John Kirchner, Community Member
s. Packy Walker, Community Member
t. Roger Cotton Brown, Documentary Filmmaker
6. Amount of contribution requested: $100,000
7. Why was this not part of the normal contribution request process for the 2012 budgeting?
Because the strategy has been ramped up to bring more people to the Town of Vail
8. Organization fiscal year-end: December 31
8 - 1 - 16
7/17/2012
9. Are your books audited? Reviewed by Keil & Associates, CPA
10. How will the contribution be used?
The Town of Vail funding for this project will be leveraged towards the kick-off of events,
PR and event activation programming to celebrate and promote Vail’s 50th Anniversary.
This funding will contribute to the enhanced $650,000 total talent budget to incorporate an
A-list headliner act which will additionally drive National and Front Range traffic to Vail
for this world-class event. A comprehensive marketing platform will be placed against this
event as a whole and surrounding the headliner concert on Saturday, December 15th, 2012.
The entire Vail’s 50th Celebration not only allows our community and guests to
commemorate Vail’s strong and spirited heritage, but also to celebrate where we are today,
underscore our world-class modern brand, and create a long lasting allegiance for years to
come.
The funds requested will contribute to the talent booking specifically, with the successful
production and implementation of this evening of A-list entertainment and drive additional
traffic and overnight stays in Vail.
11. How does your request support item 1C of the contribution policy?
The Town Council will evaluate the various proposals based on their direct benefit to the entire community of
Vail, fulfillment of the town’s mission, and how this contribution will affect our resort community’s future
health. The Town Council’s mission statement reads: In order to be the premier mountain resort community,
we’re committed to providing citizens and guests with a superior level of environmentally -sensitive services
and an abundance of recreational, educational, and cultural opportunities.
Vail’s 50th Anniversary year will directly benefit the entire community of Vail and help to
carry out the Town Council’s mission in a number of areas. Celebrating the past 50 years of
Vail will give citizens and guests the opportunity to revisit and relive the town’s roots
through numerous educational, recreational and cultural activations throughout the year.
We will capture and honor the spirit of Vail’s founding in an authentic manner, incorporate
residents and guests that have been involved within our community over the years and
reaffirm the values that were inherent in the Spirit of Vail 50 years ago and are still ever
present today. The event elements are geared towards the resort guest and will uphold to
the Vail standard.
12. Who currently funds your organization (other governments, private donations, user fees,
etc.)?
Vail Resorts, corporate sponsors and partners. Although this application for funding does
not support Vail Snow Daze or Spring Back to Vail event budgets, the object is to affectively
leverage these iconic event assets and to repurpose their marketing message to directly
support Vail’s 50 Anniversary. In doing so in the absence of incremental investments there
would be a significant dilution effect.
13. Organization's mission statement:
To foster a culture in which Highline team members are challenged to excel in providing all
customers with exceptional service, extensive knowledge and an unwavering commitment
8 - 1 - 17
7/17/2012
to ethical excellence… not only to complete client satisfaction- but beyond all expectations!
50th Anniversary Mission Statement:
Vail Mountain opened for business on December 15, 1962. The mountain, town and
community will be partnering in a celebration of the 50th anniversary on December 15, 2012.
The notion of Vail’s founding 50 years ago came out of the vision inherent in the spirit of
Vail’s founders. This represents the current day expression of Vail, and remains an
important underpinning of today’s powerful Vail brand for both summer and winter.
Vail’s legacy will be presented in a manner such that it is protected and fostered for future
generations to come. A bold, but not arrogant statement of Vail’s leadership – culturally,
physically and emotionally.
The 50th Anniversary celebration will be shared by guests; current and past, historical
figures, town and mountain personnel, merchants, as well as the extended Vail Community
and its stakeholders.
8 - 1 - 18
7/17/2012
APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet
Highline Sports & Entertainment, Inc.
Most Recent Completed Fiscal Year
December 31, 2011
ASSETS
Total Current Assets $1,357,706
Total Fixed Assets 159,801
Total Other Assets 54,227
TOTAL ASSETS $1,571,734
LIABILITIES & EQUITY
Liabilities
Total Current Liabilities $134,333
Total Long Term Liabilities 19,364
Total Liabilities $153,698
Equity
Total Equity $1,418,036
TOTAL LIABILITIES & EQUITY $1,571,734
TOTAL NET WORTH $1,418,036
8 - 1 - 19
7/17/2012
APPLICATION FOR TOWN OF VAIL FUNDING
Statement of Sources and Uses
Proposed Budget
Revenues
TOV Funding $100,000
Ticket Sales 425,000
F&B 75,000
Sponsorships
(Incremental) 200,000
Total Revenues $800,000
Expenses
A List Band $650,000
Band Lodging/Travel 10,400
Permitting 500
Security 6,250
Police 2,448
Medical 600
Fencing 3,700
Barricades 4,300
Sound Genes 4,500
Light Towers 1,750
Venue Genes 750
Misc Rental 2,500
Toilets 5,500
Dumpsters 750
Heaters- VIP 1,400
Video Big Screens 7,500
Misc. Supply 1,000
VIP 2,000
Tents 3,200
Tables/ Covers 1,080
Lighting/ Electrical 750
Cleanup Supplies 200
ADA area 2,000
Planning 4,000
Field Management 4,500
Temp Labor 1,440
Regular Labor 7,600
Staff Meals 400
Staff lodging 900
Ticketing Company 2,700
Ticket staff 2,000
It Support 1,000
Will Call 2,000
Stage Signage 3,500
Event Signage 1,000
Directional Signage 1,000
Credentials 500
F&B 20,000
Stage 5,000
Sound 5,000
Lighting 3,000
Backline 2,000
Stage Heat 2,000
Backstage Tents 1,000
Green Room 1,000
Hospitality 5,000
Concert Barricade 750
Cable Ramp 500
Prod/ Stage Manager 7,500
Band Meals 500
Stage Crew 2,500
Stage Crew Lodging 900
Total Expenses $802,268
Net Income (Loss) -$2,268
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7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Ordinance No. 2, Series of 2012, an ordinance amending Chapter 12-6,
Residential Districts, Vail Town Code, pursuant to Section 12-3-7, Amendment, Vail Town
Code, to establish a new zone district, Vail Village Townhouse (VVT) District, and setting forth
details in regard thereto; and Resolution No. 7, Series of 2012, amending Chapter VII, Vail
Village Sub-Areas, East Gore Creek Sub-Area (#6), Vail Village Master Plan, pursuant to
Chapter VIII, Implementation and Amendment, Vail Village Master Plan, to include
recommendations related to a new Vail Village Townhouse (VVT) District, and setting forth
details in regard thereto. (PEC110040, PEC110041)
PRESENTER(S): Bill Gibson, Community Development Department
ACTION REQUESTED OF COUNCIL: The Community Development Department requests
the Vail Town Council grants a continuance of Resolution No. 7, Series of 2012, and the
second reading of Ordinance No. 2, Series of 2012, to its August 7, 2012, public hearing to
allow the applicant additional time to gather information for the Council's review.
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).
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 correspond to the second reading of the ordinance.
On May 15, 2012, the Vail Town Council tabled Resolution No. 7, Series of 2012, and the
second reading of Ordinance No. 2, Series of 2012, to a future public hearing.
STAFF RECOMMENDATION: The Community Development Department recommends the
Vail Town Council grants a continuance of Resolution No. 7, Series of 2012, and the second
reading of Ordinance No. 2, Series of 2012, to its August 7, 2012, public hearing.
7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Ever Vail - The Community Development Department requests that the major
subdivision and Ordinance Nos. 7, 8 and 9, Series of 2011 be continued to the August 21,
2012, public hearing.
Major Subdivision:
A request for a review of a preliminary plan for a major subdivision, pursuant to Chapter 13-3,
Major Subdivision, Vail Town Code, to allow for the creation of two lots for the redevelopment
of the properties known as Ever Vail (West Lionshead), located at 862, 923, 934, 953, 1000
and 1031 South Frontage Road West, and the South Frontage Road West right-of-
way/unplatted (a complete legal description is available for inspection at the Town of Vail
Community Development Department), and setting forth details in regard thereto.
(PEC080062)
Rezoning (Ordinance No. 7, Series of 2011):
A request for a recommendation to the Vail Town Council for a zone district boundary
amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, to allow for a establish
Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail Subdivision located
generally at 862, 923, 934, 953, 1000, and 1031 South Frontage Road, and the South
Frontage Road right-of-way/unplatted (a complete legal description is available for inspection
at the Town of Vail Community Development Department), and setting forth details in regard
thereto. (PEC080061)
Special Development District Amendment (Ordinance No. 8, Series of 2011):
A request for a recommendation to the Vail Town Council for a major amendment to Special
Development District No. 4, Cascade Village, pursuant to Section 12-9A-10, Amendment
Procedures, Vail Town Code, to allow for the removal of Development Area D (Glen Lyon
Office Building) from Special Development District No. 4, Cascade Village, and for a zone
district boundary amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code, to
include the subject property in the Lionshead Mixed Use 2 District, located at 1000 South
Frontage Road West/Lot 54, Glen Lyon Subdivison, and setting forth details in regard thereto.
(PEC090036)
Title 12, Zoning Regulations, Vail Town Code, Amendment ( Ordinance No. 9, Series of 2011):
A request for a final recommendation to the Vail Town Council for prescribed regulation
amendments, pursuant to Section 12-3-7, Amendment, Vail Town Code, to amend Section 12-
10-19, Core Areas Identified, Vail Town Code, to amend the core area parking maps to include
"Ever Vail" (West Lionshead) within the "Commercial Core" designation, and setting forth
details in regard thereto. (PEC080065)
PRESENTER(S): Warren Campbell
ACTION REQUESTED OF COUNCIL: The Community Development Department requests
that the major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the
August 21, 2012 public hearing.
7/17/2012
BACKGROUND: Major Subdivision: On January 10, 2011, the Planning and Environmental
Commission forwarded a recommendation of approval, with conditions, on the preliminary plan
for the major subdivision to establish Parcels 1 and 2 of the Ever Vail Subdivision, by a vote of
5-0-2 (Viele and Cartin recused).
Rezoning: On January 10, 2011, the Planning and Environmental Commission forwarded a
recommendation of approval, with conditions, for a zone district boundary amendment to
establish Lionshead Mixed Use 2 District zoning on Parcels 1 and 2 of the Ever Vail
Subdivision, by a vote of 5-0-2 (Viele and Cartin recused).
Special Development District Amendment: On January 24, 2011, the Planning and
Environmental Commission forwarded a recommendation of approval, with conditions, for a
major amendment to Special Development District (SDD) No. 4, Cascade Village, to remove
the Glen Lyon Office Building from the SDD in order for it to be incorporated into the Ever Vail
Subdivision, by a vote of 4-0-2 (Viele and Cartin recused).
Title 12, Zoning Regulations, Vail Town Code, Amendment: On January 11, 2010,
the Planning and Environmental Commission forwarded a recommendation of approval, with
conditions, for a prescribed regulations amendment to Section 12-10-19, Core Areas
Identified, Vail Town Code, by a vote of 4-0-2 (Viele and Cartin recused).
STAFF RECOMMENDATION: The Community Development Department requests that the
major subdivision and Ordinance Nos. 7, 8, and 9, Series of 2011 be continued to the August
21, 2012 public hearing.
7/17/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 17, 2012
ITEM/TOPIC: Adjournment (8:45 p.m.)
7/17/2012