HomeMy WebLinkAbout2012-10-16 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL
WORK SESSION AGENDA
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
11:30 A.M., OCTOBER 16, 2012
NOTE: Times of items are approximate, subject to change, and cannot be relied
upon to determine at what time Council will consider an item.
Public comments on work session item may be solicited by the Town
Council.
1.
ITEM/TOPIC: VLMD 2013 Operating Budget - SEPARATE MEETING (for
more information see separate meeting agenda) (15 min.)
PRESENTER(S): Kathleen Halloran/Judy Camp
2.
ITEM/TOPIC: DRB/PEC Update (10 minutes)
PRESENTER(S): Warren Campbell
3. ITEM/TOPIC: Council Lunch Break (30 min. )
4.
ITEM/TOPIC: 2013 Proposed Budget for the General Fund, including
Council Contribution requests. (60 min.)
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Provide feedback to staff in preparation for
the upcoming budget ordinance.
BACKGROUND: Please see attached memorandum.
STAFF RECOMMENDATION: Provide feedback to staff regarding proposed
operating expenditures for 2013.
5.
ITEM/TOPIC: Financing Major Projects. Discussion of financing
alternatives for the new municipal office building and refinancing of Timber
Ridge. (15 minutes)
PRESENTER(S): Judy Camp
ACTION REQUESTED OF COUNCIL: Discuss information provided in attached
memo and provide direction to staff regarding presentation in the 2013 budget.
BACKGROUND: See attached memo.
STAFF RECOMMENDATION: As further described in the attached memo, staff
10/16/2012
recommends including tax-exempt COP’s for the municipal building in the 2013
Capital Projects budget. Staff further recommends maintaining current levels of
fund balance in both the General Fund and Capital Projects Fund to provide
flexibility in re-financing Timber Ridge through self-funding, with the a detailed
proposal to be presented to Council in the first quarter of 2013.
6.
ITEM/TOPIC: Drought wrap up discussion by Eagle River Water and
Sanitation District (ERWSD) (15 min. )
PRESENTER(S): Linn Brooks, ERWSD
7.
ITEM/TOPIC:
Traffic Enforcement and Education Programs presentation
and discussion. (20 min.)
PRESENTER(S): Dwight Henninger
ACTION REQUESTED OF COUNCIL: None requested
8.
ITEM/TOPIC: Staff will present the conceptual design plan for the
renovation of Sundial Plaza (30 min)
PRESENTER(S): Gregg Barrie and Michael Moore
ACTION REQUESTED OF COUNCIL: Staff is requesting that council provide
input on the project concept, components, budget or schedule. With general
approval of the project concept, staff will proceed into the detailed final design
phase and design review process. The town council will have another opportunity
to review and approve the project prior to construction.
BACKGROUND: In April of 2012, staff provided the Town Council with
information outlining the renovation of Sundial Plaza in Lionshead. Since that
time, staff has developed a conceptual design that includes a children’s play area,
water feature and reconstructed stairway, each of which were included in the
original discussion.
There are two incentives behind the project. One is to provide a recreational/park
amenity for the residents and guests of the Lionshead neighborhood. The second
is to provide a cost-free, family-oriented activity for day visitors and destination
guests similar to the Children’s Fountain or Pirateship Park in Vail Village.
As with other recent park/play area renovations, an artist was hired as part of the
design team to help develop a unique and enduring design concept. This
approach has been very successful for Vail, resulting in playgrounds that excite
our guests and residents
STAFF RECOMMENDATION: There are recreational opportunities within walking
distance of Lionshead that provide amenities that would be included in a public
park. The significant missing element is an easy, cost-free activity similar in value
to the Children’s Fountain, Founder’s Plaza or Pirateship Park. The renovation of
Sundial Plaza can provide that element for neighbors and guests.
Staff recommends approval of the design concept. It follows in the tradition of
Vail’s other play area concepts by providing a unique, whimsical and enduring
activity center for Lionshead.
10/16/2012
9.
ITEM/TOPIC: Municipal Site Redevelopment Project - Exterior Design
Presentation
The presentation will focus on exterior elements such as:
-Vehicle and pedestrian circulation
-Site plan and landscape design, and
-Exterior building architecture and materials (60 minutes)
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: The Vail Town Council is being asked to
provide direction on the use of the parking garage for public parking during "off
hours" and initial feedback on the proposed on-site and off-site vehicle and
pedestrian circulation plan, site plan and landscape design, and the proposed
exterior building architecture and materials.
BACKGROUND: The design team been before to the Vail Town Council on
several occasions to present the schematic design for the interior layout and
programming of the new municipal office building. The design team, however, has
not spent much time with the Town Council to date on the exterior design elements
of the project. Today's presentation will be aimed at the exterior design elements.
The Vail Town Council has already provided schematic design sign off on the
interior layout and programming for the new municipal office building.
STAFF RECOMMENDATION: The design team recommends the Vail Town
Council instructs the team to move forward and amend the program of the building
to accommodate the use of the parking garage for public parking during off hours.
By doing so, the Town will realize an incremental increase in the availability of
public parking in Vail, improve the guest and visitor parking experience, provide
additional public parking within an enclosed structure that is located near public
transit, and optimize the use of what would otherwise be empty parking spaces.
Further, the design team recommends the Vail Town Council provides initial
feedback on the exterior design elements of the new municipal office building. The
design team will return to the Vail Town Council at an upcoming meeting and
request schematic design approval for the exterior elements of the project.
10.
ITEM/TOPIC: Information Update and Attachments:
1) VEAC 100912 Meeting Minutes - Kelli McDonald;
2) Donovan Pavilion and The Grand View Request for Proposals - Pam
Brandmeyer;
3) Channel 5 Update - Pam Brandmeyer: The board asked to include a
thank you to the Vail Town Council for your continued support of this public
access TV station. Channel 5 hosted an open house on October 4, with
good attendance. The board and staff are thrilled to be in their new space
and remain committed to providing the highest and most creative use of
their Channel 5 resources.
4) August Sales Tax - Sally Lorton;
5) Save the date: Town of Vail Kickoff the Season party on Friday
November 9, at the Donovan Pavilion, starting at 6:00 p.m. (more details to
follow) to celebrate a successful year, the kick off to the season, Vail’s
50th and to bring on the white stuff!;
6) 2013 Town Council meeting schedule;
7) CSE 100312 DRAFT Minutes (15 min.)
10/16/2012
PRESENTER(S): Various
11. ITEM/TOPIC: Matters from Mayor and Council (15 min. )
12.
ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(a)(b)
(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property
interests; to receive legal advice on specific legal questions; and to
determine positions, develop a strategy and instruct negotiators, Regarding:
Discussion concerning negotiations, regarding Ever Vail Redevelopment
Agreement; 2) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on
specific legal questions; and to determine positions, develop a strategy and
instruct negotiators, regarding: Comcast franchise negotiation; 3) C.R.S.
§24-6-402(4)(f) - to discuss personnel matters, regarding: Personnel
matters. (30 min.)
PRESENTER(S): Matt Mire
13.
ITEM/TOPIC: Adjournment (4:45 p.m.)
NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE
APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE)
--------------------
THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK
SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD),
TUESDAY, NOVEMBER 6, 2012 IN THE VAIL TOWN COUNCIL
CHAMBERS
FUTURE AGENDA ITEMS:
VRA 2013 Budget Resolution - SEPARATE Mtg. - Kathleen - 15 min. -
11/6
Ongoing agenda items TBD: DRB/PEC updates - Warren - WS - 15 min.;
Information Updates Attachments: WS - 15 min.; Executive Session items:
30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min.
CIRSA board training for TC/PEC - Tami Tanoue/Matt Mire - WS - 60 min. -
11/6
ERWSD Wastewater Management Plan - Diane Johnson?/Tom K - WS - 30
min. - 11/6
Golden Peak update - Dwight - WS - 20 min. - 11/6
Red Sandstone Elementary School Update - Kat Lange - WS - 10 min. -
11/6
Colorado Lottery Starburst Award to TOV/RSES PTO/Eagle County School
District - Gregg Barrie - WS - 5 min. - 11/6 or TBD
ERWSD Vail golf course easements - Todd Fessenden - ES - 30 min. -
11/6
1st reading 2013 budget ordinance - Kathleen - ES - 30 min. - 11/6
SDD#34 - The Valley Phase V-Flaum - Bill G. - ES - 30 min. - 11/6
Appeal of 303/305 Mill Creek Cr - Rachel Dimond - ES - 30 min. - 11/6
Ever Vail - Continuance - Warren - ES - 5 min. - 11/6
Site Visit - Library - Pam Brandmeyer - WS - 11/6 or 11/20
2nd reading 2013 budget ordinance - Kathleen - ES - 15 min. - 11/20
Ever Vail - George - 30 min. - ES - on going
10/16/2012
Buy-down program funding discussion - Nina - WS - 30 min. - TBD
Strategic Parking Plan discussion - Greg H. - WS - 30 min. - TBD
Recycling discussion - Kristen B - 30 min. - WS - TBD
Housing Fee in Lieu Discussion – TBD
Ford Park discussion re: noise - Todd O./Greg Hall - WS - 30 min. - TBD
Outdoor Display Goods - George Ruther - TBD
Historic District - George Ruther - TBD
Sister City discussion - TBD
Open Space Discussion with Toby Sprunk, Eagle County Open Space
Director - TBD
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: VLMD 2013 Operating Budget - SEPARATE MEETING (for more information
see separate meeting agenda)
PRESENTER(S): Kathleen Halloran/Judy Camp
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: DRB/PEC Update
PRESENTER(S): Warren Campbell
ATTACHMENTS:
DRB results from October 3, 2012
PEC results from October 8, 2012
10/16/2012
Page 1
DESIGN REVIEW BOARD AGENDA
PUBLIC MEETING
October 3, 2012
Council Chambers
75 South Frontage Road West - Vail, Colorado, 81657
**order and times of agenda items are subject to change**
MEMBERS PRESENT MEMBERS ABSENT
Tom DuBois
Andy Forstl
Brian Gillette
Rollie Kjesbo
Libby Maio
PROJECT ORIENTATION 1:00pm
SITE VISITS
1. Potato Patch Condominium Association- 950 Red Sandstone Road
2. Parsons Residence- 770 Potato Patch Drive, Unit 3
3. Lionshead Welcome Center- 395 East Lionshead Circle
4. Ford Park- 540 South Frontage Road East
MAIN AGENDA 3:00pm
1. Gorsuch Building DRB120423 / 10 minutes Warren
Final review of a minor exterior alteration (reroof)
263 Gore Creek Drive/ Lots D&E, Block 5, Vail Village Filing 1
Applicant: David Gorsuch, represented by Plath Construction
ACTION: Approved
MOTION: Kjesbo SECOND: Gillette VOTE: 5-0-0
2. Potato Patch Condominium Association DRB120437 / 10 minutes Bill
Final review of changes to approved plans (deck, walls, windows)
950 Red Sandstone Road/ Lot 6, Block 2, Vail Potato Patch
Applicant: Potato Patch Condominium Association, represented by Chris Juergens, VMDA
ACTION: Approved with condition(s)
MOTION: Kjesbo SECOND: Maio VOTE: 4-0-1 (DuBois recused)
1. The applicant shall paint the freeze board Benjamin Moore HC-103 Cromwell to match the siding
and trim color.
2. The applicant shall veneer all sides of the garden walls in either all stone or all stucco.
3. The applicant shall submit additional deck corner post details and garage door details for further
review by the Administrator.
3. Parsons Residence DRB120434 / 10 minutes Bill
Final review of an addition (living room, dining room, office)
770 Potato Patch Drive, Unit 3/ Part of Lot 6, Block 2, Vail Potato Patch 1st Filing
Applicant: Dennis and Kathrin Parsons, represented by Snowdon and Hopkins Architects, PC
ACTION: Approved with condition(s)
MOTION: Kjesbo SECOND: Gillette VOTE: 4-0-1 (Kjesbo recused)
1. The applicant shall separate the horizontal, rectangular shaped windows over the garage entrance
with wood trim mulls to match other similar windows in the development.
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10/16/2012
Page 2
4. Ford Park DRB120468 / 20 minutes Bill
Final review of changes to approved plans (amphitheater restrooms and lawn)
540 South Frontage Road East (Ford Park Amphitheater)/Unplatted
Applicant: Vail Valley Foundation, represented by Zehren and Associates
ACTION: Approved
MOTION: Kjesbo SECOND: Forstl VOTE: 3-2-0 (Gillette and Maio opposed)
5. Lionshead Welcome Center DRB120461 / 20 minutes Warren
Final review of a minor exterior alteration (signage)
395 East Lionshead Circle/Lot 1, Block 2, Vail Lionshead Filing 1
Applicant: Town of Vail, represented by Tom Kassmel
ACTION: Approved with condition(s)
MOTION: Kjesbo SECOND: Forstl VOTE: 5-0-0
1. The applicant shall install all pole mounted signage a maximum of 15 inches below the top of the
pole.
2. The applicant shall place a dome cap on top of all poles which do not have a light fixture atop.
3. The applicant shall place a consistent Vail buckle detail on all signage poles.
4. This approval does not include the information “i” on the architectural tower.
5. The applicant shall remove the “P1” parking sign located on the west wall in the pedestrian portal
to the skier drop off.
6. The applicant shall use the uppercase “P” in the parking level signs.
STAFF APPROVALS
Cronin Residence DRB120363 Bill
Final review of a minor exterior alteration (driveway, patio)
787 Potato Patch Drive East Unit/Lot 23E, Block 1, Vail Potato Patch
Applicant: D. Elizabeth Cronin, represented by JP Sunderland
Guth Residence DRB120382 Rachel
Final review of a minor exterior alteration (retaining wall/address marker)
4551 Streamside Circle/Lot 18-E, Bighorn 4th Addition
Applicant: Todd Guth
Hadley Residence DRB120390 Rachel
Final review of a minor exterior alteration (landscaping)
1127 Vail Valley Drive/Lot 11, Block 6, Vail Village Filing 7
Applicant: Phil Hadley, represented by Greg Sands
Odum Residence DRB120395 Bill
Final review of a minor exterior alteration (windows, doors, stucco)
4254 Columbine Way Unit 9/Bighorn Terrace
Applicant: Johnnie and Deb Odum, represented by Rodney Molitor
Sun Up Trust DRB120399 Warren
Final review of a minor exterior alteration (roof)
303 Gore Creek Drive, Unit 10/Lot 10, Block 5, Vail Village Filing 1
Applicant: Sun Up Trust, represented by K.H. Webb Architects
Zoe and Guido Pet Boutique DRB120414 Rachel
Final review of a minor exterior alteration (sign)
182 Gore Creek Drive/Lot A, Block 5C, Vail Village Filing 1
Applicant: 182 Gore Creek Drive LLC, represented by Pamela Hagan
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10/16/2012
Page 3
Bellio Residence DRB120416 Warren
Final review of a minor exterior alteration (door, window)
4610 Vail Racquet Club Drive Building 7 Unit 2/Unplatted
Applicant: Phil Bellio, represented by Brian Zaikis
Flicker Residence DRB120417 Warren
Final review of a minor exterior alteration (doors)
4620 Vail Racquet Club Drive Building 8 Unit 13/Unplatted
Applicant: Howard Flicker, represented by Brian Zaikis
Lions Mane HOA DRB120418 Warren
Final review of changes to approved plans (handrail)
1116 Sandstone Drive/Lot A5, Block A6, Lions Ridge Filing 1
Applicant: Lions Mane Association Inc, represented by Todd Horn
Talisman Condominiums DRB120428 Rachel
Final review of a minor exterior alteration (landscaping)
62 East Meadow Drive/ Tract K-L, Block 5E, Vail Village Filing 1
Applicant: Talisman Condominium Association, represented by Tom Saalfeld
Starfire CO LTD DRB120436 Warren
Final review of a minor exterior alteration (landscaping)
1815 Sunburst Drive/Lot 3, Vail Valley Filing 3
Applicant: Starfire CO LTD, represented by Land Design by Elision
Henninger Residence DRB120440 Tom
Final review of a minor exterior alteration (landscaping)
2516 Arosa Drive/Lot 10, Block C, Vail Das Schone Filing 1
Applicant: Dwight Henninger
Vail Mountain View Condominiums DRB120441 Warren
Final review of an addition (storage)
434 South Frontage Road/ Lot 1, Vail Village 5th Filing
Applicant: Ron Constein
Stevens Residence DRB120442 Tom
Final review of a minor exterior alteration (landscaping)
2518 Arosa Drive/Lot 9, Block C, Vail Das Schone Filing 1
Applicant: Gary Stevens
Vail Racquet Club DRB120443 Warren
Final review of a minor exterior alteration (pavers)
4695 Racquet Club Drive, Club House/Unplatted
Applicant: Racquet Club Owners Association, represented by Steve Loftus
Potato Patch Townhomes DRB120444 Bill
Final review of a minor exterior alteration (windows)
770 Potato Patch Drive/Lot 6, Block 2, Vail Potato Patch
Applicant: Potato Patch Townhomes Condominium Association, represented by Jay Nobrega
Manor Vail Lodge DRB120445 Warren
Final review of changes to approved plans (garage door)
595 Vail Valley Drive/Lot A,B,C, Block 1, Vail Village Filing 7
Applicant: Manor Vail, represented by Brad Perry
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10/16/2012
Page 4
Standage Residence DRB120446 Rachel
Final review of changes to approved plans (window)
2239 Chamonix Lane Unit B/Lot 2B, Tall Pines Subdivision
Applicant: Kathy Standage, represented by John Martin
Price Residence DRB120447 Warren
Final review of a minor exterior alteration (windows)
1860 Meadow Ridge Road Unit A9/Lot 8, Buffehr Creek
Applicant: Todd Price, represented by Erin Fowler & Jules Landis
Fitzgerald Residence DRB120448 Warren
Final review of a minor exterior alteration (fireplace vent)
2475 Garmisch Drive Unit 2/Lot 5 Vail Das Schone Filing 2
Applicant: Chris Fitzgerald
Tonkin Residence DRB120449 Warren
Final review of a minor exterior alteration (windows)
1860 Meadow Ridge Road Unit A10/Lot 8, Buffehr Creek
Applicant: Adam Tonkin, represented by Erin Fowler & Jules Landis
967 Vail LLC DRB120450 Warren
Final review of changes to approved plans (landscaping)
967 Vail Valley Drive/Tract C, Vail Village Filing 7
Applicant: 967 Vail LLC, represented by Kevin Cooper
Vail Golf Course DRB120451 Bill
Final review of minor exterior alteration (stream bank restoration)
1001 Vail Valley Drive (near hole #7)/ Tract A, Vail Village Filing H
Applicant: Vail Recreation District, represented by Scott O’Connell
North Trail Townhomes DRB120452 Warren
Final review of changes to approved plans (window wells)
2477 Garmisch Drive/Lot 2, Block H, Vail Das Schone Filing 2
Applicant: North Trail Townhomes Homeowners Association, represented by Burke Harrington
Venus Residence DRB120453 Warren
Final review of a minor exterior alteration (windows)
925 Red Sandstone Road Unit 6D/Sandstone 70
Applicant: Rob Venus, represented by Sean Cuzzens
Geyer Residence DRB120454 Rachel
Final review of a minor exterior alteration (radon system piping)
1598 Golf Terrace Lane Unit 36/Unplatted
Applicant: Robert and Joan Geyer, represented by Jeff Lutz
Nichols Residence DRB120455 Rachel
Final review of a minor exterior alteration (landscaping)
1544 Spring Hill Lane Unit B/Lot 2, Vail Valley Filing 2
Applicant: Pat Nichols-Perrin, represented by Derek Nause
Riggs/Smith Residence DRB120456 Warren
Final review of changes to approved plans (deck, stairs)
4939 Meadow Drive Unit A/Lot 12, Block 5, Bighorn 5th Addition
Applicant: Jeffrey Riggs, Brent and Linda Smith, represented by Carl Mueller
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10/16/2012
Page 5
Rechter Residence B12-0475 David
Final review of a minor exterior alteration (reroof)
4917 Juniper Lane/Lot 5, Block 4, Bighorn 5th Addition
Applicant: Samuel Rechter, represented by G&G Roofing
Michel Residence DRB120457 Tom
Final review of a minor exterior alteration (landscaping)
1770 Alpine Drive/Lot 9, Vail Village West Filing 1
Applicant: Joan L. Michel, represented by Liz Behlendorf
Wolff Residence DRB120458 Rachel
Final review of changes to approved plans (windows, deck)
2724 Bald Mountain Road/Lot 28, Block 3, Vail Village Filing 13
Applicant: Larry Wolff
Sonnenalp Properties DRB120460 Warren
Final review of a minor exterior alteration (deck)
20 Vail Road/Lot 1, Block 5E, Vail Village Filing 1
Applicant: Sonnenalp Properties Inc, represented by John Krueger
Elk Creek Townhomes Association DRB120462 Warren
Final review of a minor exterior alteration (reroof)
767 Potato Patch Drive/ Lot 34, Block 1, Vail Potato Patch
Applicant: Michael Charles
Novick Residence DRB120464 Rachel
Final review of changes to approved plans (windows)
2801 Basingdale Boulevard Unit 8/Lot 2, Block 8, Vail Intermountain
Applicant: Walter Novick, represented by Chip Novick
Windstream Condominiums DRB120466 Warren
Final review of a minor exterior alteration (walkways, railings)
4295 Columbine Drive/Lot 7, Bighorn 3rd Addition
Applicant: Windstream Condominiums, represented by Joshua Mauro
The applications and information about the proposals are available for public inspection during regular office
hours in the project planner’s office, located at the Town of Vail Community Development Department, 75
South Frontage Road. Please call 479-2138 for information.
Sign language interpretation available upon request with 24 hour notification. Please call 479-2356,
Telephone for the Hearing Impaired, for information.
2 - 1 - 5
10/16/2012
Page 1
PLANNING AND ENVIRONMENTAL COMMISSION
October 8, 2012 at 1:00pm
TOWN COUNCIL CHAMBERS / PUBLIC WELCOME
75 S. Frontage Road - Vail, Colorado 81657
**Order and times of agenda items are subject to change**
MEMBERS PRESENT MEMBERS ABSENT
Luke Cartin Susan Bird
Pam Hopkins John Rediker
Michael Kurz Bill Pierce
Henry Pratt
20 minutes
1. A request for a recommendation to the Vail Town Council for a major amendment to a Special
Development District, pursuant to Section 12-9A-10, Amendment Procedures, Vail Town Code,
to amend Special Development District No. 34, Flaum - The Valley Phase V, located at 1521,
1601, and 1631 Buffehr Creek Road/Lots A, B and C, The Valley – Phase V Subdivision, to allow
the employee housing requirements of the Special Development District to be met off-site
through the provisions of Section 12-13-5, Employee Housing Unit Deed Restriction Exchange
Program, Vail Town Code, and setting forth details in regard thereto. (PEC120033)
Applicant: James and Romma Flaum, represented by the Mauriello Planning Group
Planner: Bill Gibson
ACTION: Recommendation of approval with modifications
MOTION: Kurz SECOND: Cartin VOTE: 4-0-0
Bill Gibson gave a presentation per the staff memorandum.
Commissioner Kurz inquired as to when the proposed EHU exchange would occur and where it
might be.
Dominic Mauriello responded that the applicants would likely request an exchange in the next
year. At this time they did not know where the new EHU would be located, but it would comply
with the exchange rates outlined in the Town Code. He continued by presenting a power point
presentation on the location, history, and the elements of the application.
Commissioner Pratt inquired as to how the EHU garage was calculated into the proposal.
Dominic Mauriello clarified that that the proposed GRFA limits would accommodate incorporating
the EHU and the EHU garage in the existing house.
Commissioner Cartin inquired as to timing of accepting the new EHU and vacating the current
deed restriction.
Dominic Mauriello explained the simultaneous nature of these actions.
Commissioner Kurz made a motion to forward a recommendation of approval with the
modifications identified in the staff memorandum.
There was no public comment.
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10/16/2012
Page 2
2. A request for a recommendation to the Vail Town Council, pursuant to Section 12-3-7,
Amendment, Vail Town Code, for prescribed regulations amendments to Title 12, Zoning
Regulations, and Title 14, Development Standards, Vail Town Code, to require restoration of
watercourses and riparian areas, and setting forth details in regard thereto. (PEC120011)
Applicant: Town of Vail
Planner: Rachel Dimond
ACTION: Tabled to October 22, 2012
MOTION: Kurz SECOND: Cartin VOTE: 4-0-0
3. A request for the review of conditional use permits, pursuant to Section 12-9C-3, Conditional
Uses, Vail Town Code, for a healthcare facility and a public building and grounds, to allow for the
redevelopment of the Town of Vail municipal site with a medical research, rehabilitation, and
office building and a municipal office building located at 75 and 111 South Frontage Road West/
Unplatted, and setting forth details in regard thereto. (PEC120012)
Applicant: Vail MOB, LLC, represented by Triumph Development and Town of Vail, represented
by Consilium Partners, Vail
Planner: Warren Campbell
ACTION: Tabled to October 22, 2012
MOTION: Kurz SECOND: Cartin VOTE: 4-0-0
4. A request for the review of a variance from Section 12-6G-6, Setbacks, Vail Town Code,
pursuant to Chapter 12-17, Variances, Vail Town Code, to allow for the construction of a garage
within the setbacks, located at 4192 Columbine Way/Lots 25 & 26, Bighorn Terrace, and setting
forth details in regard thereto. (PEC120027)
Applicant: Anne Upton, represented by Pierce Architects
Planner: Bill Gibson
ACTION: Tabled to October 22, 2012
MOTION: Kurz SECOND: Cartin VOTE: 4-0-0
5. A request for a recommendation to the Vail Town Council for a prescribed regulations
amendment, pursuant to 12-3-7, Amendment, Vail Town Code, to allow for amendments to Title
12, Zoning Regulations, to amend the development review process, and setting forth details in
regard thereto. (PEC120010)
Applicant: Town of Vail
Planner: Rachel Dimond
ACTION: Tabled to October 22, 2012
MOTION: Kurz SECOND: Cartin VOTE: 4-0-0
6. A request for a recommendation to the Vail Town Council on prescribed regulation amendments
to Section 12-13-5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town
Code, pursuant to Section 12-3-7, Amendment, Vail Town Code, to allow for amendments to the
employee housing unit deed restriction exchange program review process, and setting forth
details in regard thereto. (PEC120017)
Applicant: Town of Vail
Planner: Bill Gibson
ACTION: Tabled to November 26, 2012
MOTION: Kurz SECOND: Cartin VOTE: 4-0-0
7. Approval of September 24, 2012 minutes
ACTION: Approved
MOTION: Kurz SECOND: Hopkins VOTE: 3-0-1 (Cartin abstained)
8. Information Update
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10/16/2012
Page 3
9. Adjournment
ACTION: Approved
MOTION: Cartin SECOND: Kurz VOTE: 4-0-0
The applications and information about the proposals are available for public inspection during regular
office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The
public is invited to attend the project orientation and the site visits that precede the public hearing in the
Town of Vail Community Development Department. Please call (970) 479-2138 for additional information.
Sign language interpretation is available upon request with 24-hour notification. Please call (970) 479-
2356, Telephone for the Hearing Impaired, for information.
Community Development Department
Published October 5, 2012 in the Vail Daily.
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10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Council Lunch Break
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: 2013 Proposed Budget for the General Fund, including Council Contribution
requests.
PRESENTER(S): Kathleen Halloran
ACTION REQUESTED OF COUNCIL: Provide feedback to staff in preparation for the
upcoming budget ordinance.
BACKGROUND: Please see attached memorandum.
STAFF RECOMMENDATION: Provide feedback to staff regarding proposed operating
expenditures for 2013.
ATTACHMENTS:
2013 GF Budget
10/16/2012
TO: Vail Town Council
FROM: Finance Department
DATE: October 12, 2012
SUBJECT: First Draft 2013 Town Manager’s Budget
I. SUMMARY
A first look at the 2013 Town Manager’s budget
II. DISCUSSION
This first draft of the 2013 Town Manager’s budget includes the proposed revenue and
expenditures for the General Fund, a summary of changes in personnel, a summary of
employee benefits and funding requests for Council contributions. Staff is requesting feedback
on these items as we move forward in developing the 2013 budget ordinance which will be
presented November 6th for first reading.
The proposed 2013 budget provides for a continuation of the high level of service the town is
known for and reflects an impressive list of new or improved municipal facilities and services.
While the General Fund budget does not pay the capital expenditures for construction of
projects such as the new West Vail Fire Station, LionsHead Transit and Welcome Centers,
major renovations to the Vail Library and Main Vail Fire Station, redevelopment of the municipal
building and way-finding / communication improvements for the Guest Service Enhancements
initiative, the General Fund does include the employees that manage these complex projects
and related operational impact of newer public amenities and improved guest services. With the
impending transition of municipal office locations during construction, the town is preparing for
extensive coordination and planning in order to accomplish a seamless transition in servicing
our customers and guests. In particular, the Information Technology department has proposed
an increase to contract services in the 2013 budget to ensure a simultaneous changeover of our
technology and phone systems. Other notable changes include a request for additional
seasonal staffing to help manage growing attendance at a number of special events, increased
operating hours for the Welcome Centers and operational expenses related to The Grand View,
the new community space in the Lionshead Welcome Center.
The following objectives were used in the creation of the budget:
• Develop a sustainable budget that operates within annual revenues
• The budget will continue to reflect the town’s vision to be the premier international
mountain resort community and will support areas of strategic focus identified by Council
including Improvement of Economic Vitality, Grow a Balanced Community, Improve the
Quality of the Experience and Develop Future Leadership
• Departments hold expenses flat with the 2012 budget
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Town of Vail Page 2
• Continue “managed vacancies” policy, with the Town Manager’s approval needed for
any vacant position to be filled
• Investigate potential to contract out services where appropriate and when opportunities
arise
• No increase to overall employee headcount (FTEs)
• Assume current levels of service
• Significant commitments to iconic events such as the 2015 Alpine World Championship,
2015 Nation’s Event at Golden Peak, Pro-cycling Challenge and Burton US Open
funded from General Fund reserves, outside of the town’s normal operations for the year
• Maintain excess fund balance for flexibility in future financing decisions for Timber Ridge
While budgeted sales tax collections have increased ($500,000 compared to 2011), the town
has also experienced decreases to both property tax ($800,000) and parking revenues
($200,000). Other revenue items have helped to reduce the impact of these decreases annual
revenue streams, but the overall reduction in revenue from the prior year challenges the town to
operate within annual collections. The projected 2013 budget results in a net increase to fund
balance of $33,652. Town reserves (fund balance) within the General Fund are projected at a
healthy 71%, after allowing for major contributions to iconic special events that draw an
increased visitation to Vail.
Below are details of assumptions used in the development of the proposed 2013 budget:
2013 Revenue
Council reviewed major revenue items back in August, and those numbers have been updated
for revised projections of sales tax collections. Total sales tax revenue for 2013 is projected at
$20.1 million, a 2% increase from the 2012 forecasted total of $19.7 million (with 61% or $12.3
million going to the General Fund). The forecast for 2012 uses a 4-year average of collections
from September-December, added to year-to-date collections. Year to date collections are
currently up 3.5% from 2011 and 3.5% up from amended budget. The 2012 annual budget is
currently set at $18.9 million, but forecasted to reach $19.7 million by year-end.
Property tax collections are estimated at $4.2 million and are based on the most recent report
from the County Assessor’s office. Lift tax collections of $3.5 million are projected flat with
2012, and down 1.1% from 2011. Year to date collections are down 2.9% from 2011 and the
ski season was down 3.4% from the prior ski season. Parking revenue of $3.8 million is flat with
the reduced 2012 budget and a 4.6% decrease from 2011. Currently no increase in pricing of
either parking passes or daily rates is assumed. Construction permit fees (“Licenses and
Permits”) totaling $1.3 million are 10% higher than 2012 budget based on current year-to-date
and historical activity. Major redevelopment projects such as the new Medical Office Building
are not included at this time.
Total General Fund revenue of $30.3 million is 2.1% higher than the 2012 amended budget
and a slight decrease (-0.7%) from 2011. 2011 had higher property tax collections and parking
revenue than 2012, as reflected in the 2012 budget.
2013 Expenditures
Total expenditures for the General Fund (excluding $950,000 iconic event spending) are
proposed at $30.3 million. As a service organization, the majority of spending relates to
staffing. For 2013, this represents $18.7 million or 62% of total expenditures which includes
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Town of Vail Page 3
benefits and a 4% proposed merit increase based on employee performance. The town’s
operations are supported by 284 full time equivalent (FTE) positions in 2013, flat with 2012.
Shifts in headcount include the reduction of 2 full-time positions, with those services now
contracted out (2 custodian positions). Additions include a .48 FTE summer seasonal for the
streets department based on increased event attendance and frequency, two summer seasonal
positions (.96 FTE) for the landscape and irrigation crew based on increased maintenance from
new facilities and medians, and a .5 FTE for a temporary position in the Finance department to
assist with the new system implementation. A vacant Code Enforcement Officer position will be
filled, which will provide additional service at high traffic locations such as Hanson Ranch Road,
East LionsHead Circle and Golden Peak. Please refer to page 6 for summary of FTE changes,
and page 7 for a 10-year history of the town’s FTE count.
“Contributions and Special Events” includes the Economic Development / Commission on
Special Event department, as well as staff-recommendations for Council Contributions (pages
10-20). The 2013 proposed expenditures followed the budget guidelines for all other
departments, to remain flat with 2012 budget.
Additional contributions to the 2015 World Alpine Ski Championships ($250K per year for 5
years), the 2015 Nations Event at Golden Peak ($375K per year for 4 years) as well as the
Burton US Open (at $250K) are proposed to be funded from General Fund reserves because
they cannot be absorbed within the annual budget allocations. Staff recommends
supplementing the budget at a later date for a potential Pro-cycling Challenge once more
information is gathered about the event.
Departmental spending of $6.8 million (also labeled as “All Other Operating” in the General
Fund statement) is 3.8% higher than 2012 amended budget based on an increase in contracted
services by the IT department and increase in services and maintenance of new public
amenities such as the Transit and Welcome Centers, LionsHead portal entries, public restrooms
at the Main Vail Fire Station, Grand View operations, and expanded public areas within the
recently renovated Vail Library.
This General Fund budget proposal for 2013 results in an ending fund balance of $21.6
million or 71% of annual revenues.
Operating expenditures paid for by the Real Estate Transfer Tax Fund are identified on page 5.
These expenditures total approximately $2.4 million annually for various operating expenditures
such as the parks and landscaping staff, Art in Public Places programming, Forest Health
crews, and Environmental Sustainability staff and programs.
Benefits for the entire organization are projected to total $5.7 million ($4.7 million for the
General Fund), an increase of 2.1% from the 2012 budget. As a percentage of salary, benefit
expenditures for 2013 are proposed at 40.69% of full-time salaries and 9.05% for seasonal,
resulting in a total of 36.70% overall. Health claims are a significant portion of employee
benefits costs and have been trending at an annual increase of 10% per year for the last several
years. Staff is managing rising costs by sharing a portion of these expenses with employees
through changes to health plan design (for example, increases to employee-paid deductibles,
co-pays and out of pocket maximums). Employee monthly premiums will also increase. The
town plans to use $117,000 of Health Insurance Fund reserves (these reserves grow from
annual contributions by both employees and the town, with most of the current growth occurring
between 2001 and 2008). The reserves are intended to protect the town from excessive claim
activity (unanticipated) in one year, and current reserves adequately provide this protection.
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Town of Vail Page 4
This five-year outlook for benefits expense in the General Fund does not include potential
impacts from the Patient Protection and Affordable Care Act. Please refer to page 9 for a
detailed breakout of employee benefits, with comparisons to prior years.
Staff asks that Council provide feedback on this preliminary look at our 2013 General Fund
budget. We will return on November 6th with the full budget, which will include the other town
funds such as Capital, RETT, Dispatch Services, Heavy Equipment and the Health Insurance
Fund.
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2011201220132014201520162017ActualAmendedProposedProjectionProjectionProjection
Projection
Revenue
2% over forecast3%3%3%3%
Local Taxes:
19,581,415
$ 18,900,000
20,100,000
$ 20,700,000$ 21,320,000$ 21,960,000$ 22,620,000$
2013 2% increase from 2012 forecast of $19.7M; the
n 3% per year
Sales Tax Split b/t Gen'l Fund & Capital Fund
54/46
61/3961/3961/3961/3961/3961/39
Sales Tax
10,859,000
$ 11,530,000 12,261,000 12,627,000 13,000,000 13,396,000 13,798,000 2013 2% increase from 2012 forecast of $19.7M; then 3% per year
Property and Ownership5,031,770 4,232,000 4,217,000 4,577,000 4,577,000 4,890,000 4,890,000 2013 flat with 2012; Re-assessment will imp
act collections in 2014
Ski Lift Tax
3,529,125
3,492,000 3,492,000 3,596,756 3,704,618 3,815,783 3,903,282 2013 flat with 2012 budget; 3% thereafter (5-yr avg is 4% per year)
Franchise Fees, Penalties, and Other Taxes1,07
3,138
1,037,753 1,074,442 1,108,722 1,140,790 1,176,506 1,210,598 Based on historical trends
Licenses & Permits1,136,966 1,155,000 1,280,580 1,306,209 1,332,362 1,359,040 1,386,208 No major redevelopment projected; Does not include MOB/Muni project
Intergovernmental Revenue2,066,191 1,911,250 1,861,914 1,843,617 1,863,472 1,883,960 1,905,080
Incl. COPS grant thru '12 and SAFER grant thru '13
; remainder based on 5-yr avg
Transportation Centers4,023,940 3,839,000 3,851,000 3,958,160 3,958,400 4,076,522 4,076,522 2013 flat with 2012 amended; 3% increase in
2014 and 2016
Charges for Services
962,342
799,596
719,347 728,360 736,716 741,775 746,935 Mainly based on RETT mgmt fee; VLMD fee and VRA fee
Fines & Forfeitures
265,575
325,000 270,887 276,274 281,838 287,477 293,228 2013 updated based on 5-year average; th
en 2% per year
Earnings on Investments188,848 116,900 175,000 199,400 193,200 186,400 186,400 Approx. 0.5% of fund balance
Rental Revenue
895,872
929,816 905,605 856,940 880,787 882,648 912,302 3% increase every-other year
Miscellaneous and Project Reimbursements
477,845
302,000
175,000 207,000 207,000 207,000 207,000 Based on 5-year average
Total Revenue
30,510,613
29,670,315 30,283,775 31,285,438 31,876,183 32,903,111 33,515,555
% increase vs. prior year
-1.7%2.1%3.3%1.9%3.2%1.9%
ExpendituresSalaries
13,122,291
13,726,371
13,925,030 14,342,781 14,773,064 15,216,256 15,672,744 4% merit in 2013; 3% per year thereafter
Benefits
4,483,006
4,600,396 4,736,153 4,878,238 5,024,585 5,175,322 5,330,582
40.7% full time benefits in 2013 (vs 40.8% actual rate for 2011); 3% per year increase after***Does not include potential impact from Healthcare Reform
Subtotal Compensation and Benefits17,605,297 18,326,767 18,661,183 19,221,018 19,797,649 20,391,579 21,003,326
-0.3%1.8%3.0%3.0%3.0%3.0%
Contributions and Special Events1,278,453 1,533,218 1,373,648 1,400,400 1,428,100 1,456,500 1,484,900
2013 removed the 1-time 2012 contributions (Vail 5
0th for museum, Vail DVD,
Gran Fondo)
All Other Operating Expenses5,524,989 6,536,076 6,788,291 6,919,000 7,062,000 7,203,000 7,316,000
Depts held flat with exeptions: Add'l IT services; new facilities mtce & mgmt; 2014 and beyond does not reflect operating impact of new municipal building
Heavy Equipment Operating Charges2,196,237 2,278,304 2,282,796 2,328,452 2,375,021 2,422,521 2,470,972 2013 slight increase based on higher fuel p
rices; 2% per year thereafter
Heavy Equipment Replacement Charges
537,417
547,008560,284571,490582,919594,578606,469
Dispatch Services
537,827
575,706 583,921 595,599 607,511 619,662 632,055 2013 increase based on usage
Total Expenditures27,680,220 29,797,079 30,250,123 31,035,960 31,853,201 32,687,839 33,513,722
% increase vs. prior year
1.8%1.5%2.6%2.6%2.6%2.5%
Revenue Over (Under) Expenditures2,830,393 (126,764) 33,652 249,478 22,982 215,272 1,833
2015 World Alpine Ski Championships
(250,000)
(250,000) (250,000) (250,000) (250,000) - -
2015 Nation's Event
-
(375,000) (375,000) (375,000) (375,000) - -
Burton US Open
-
- (250,000) - - - -
Vail's 50th Anniversary
-
(350,000) - - - - -
Transfer to Capital Projects Fund
(1,845,800)
(50,000) - - - - -
Revenue Net of Transfers & New Programs659,593 (1,151,764) (841,348) (375,522) (602,018) 215,272 1,833
Beginning Fund Balance22,886,692 23,546,285 22,394,521 21,553,173 21,177,651 20,575,633 20,790,905
Ending Fund Balance
23,546,285
$ 22,394,521$ 21,553,173$ 21,177,651$ 20,575,633$ 20,790,905$ 20,792,738$
As % of Annual Revenue77%75%71%68%65%63%62%TOWN OF VAIL 2013 BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
GENERAL FUND5
4 - 1 - 5
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Operating Expenses not included in the General Fund
:
4 - 1 - 6
10/16/2012
2013
ChangesComments
Full-time Regular Positions
Finance technician0.50 Temporary position during systems projects
CSE Coordinator schedule0.05 Increase in 2 hours per week
Facilities Custodians(2.00) Removed vacant custodian positions; contract services now
(1.45)
Seasonal Positions
Landscape technician0.48 Increase due to new facilities & medians
Irrigation technician0.48 Increase due to new facilities & medians
Streets summer HEO0.48 Increase due to number and attendance of special events
1.44
Total Changes to FTE Count:(0.01)
Town of Vail 2013 Proposed Budget
Summary of Changes in Personnel
From 2012 Original Budget to 2013 Budget
7
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TOWN OF VAIL 2013 BUDGET
2013
Positions
Department
20032004200520062007200820092010201120122013Change
Full-Time Regular Positions - Funded by TOVTown Officials
7.106.506.906.907.066.236.236.235.434.434.430.00Administrative Services18.0018.0019.1518.1519.6821.
0220.3520.3519.3519.3519.400.05Community Development15.0014.0013.8513.8515.1815.18
17.8515.8514.8513.8513.850.00
Fire
18.2018.0018.0018.0018.0022.0021.2524.2524.0024.0024.500.50
Police and Communications61.7554.2556.2554.2554.5054.5054.5055.5053.7554.7554.25(0.50)
Library
8.756.386.386.386.636.636.556.556.556.556.550.00Public Works, Streets & Roads, Landscaping29.7529.7531.2531.7531.7531.7530.8030.8030.8030.8030.800.00Transportation & Parking28.5027.5030.5031.0031.0031.0033.0031.0031.0031.0031.000.00Fleet Maintenance13.0013.0013.0013.0013.0013.0013.0012.0012.0012.0012.000.00
Facility Maintenance20.5020.5020.0020.0020.0020.0020.0020.0020.0018.0016.00(2.00)
Capital Projects
1.001.001.000.000.000.000.000.000.000.000.000.00Total FTE's - Full-Time Regular221.55208.88216.28213.28216.80221.31223.53222.53217.73214.73212.78(1.95)
Fixed Term EmployeesAdministrative Services1.00 1.00 - 1.00 - - - - - - 0.50 0.50
Community Development
2.00
6.00 6.00 5.00 4.00 4.00 0.50 - - - 0.00
Fire
1.00
2.00 2.00 2.00 2.00 - - - - 0.00
Police and Communications- - 1.48 3.48 3.48 3.48 3.00 - - - - 0.00
Public Works, Streets & Roads, Landscaping1.75 1.63 1.63 1.63 1.50 1.50 - - - 0.00
Capital Projects
1.25
1.63
1.63
1.63
1.50
-
-
0.50
0.50
0.00
Document Imaging
0.75
0.75
0.75
0.75
1.00
1.00
1.00
1.00
1.00
1.00
0.00
Total Fixed-Term
1.003.7512.2316.4914.4913.7413.003.001.001.502.000.
50
Externally Funded EmployeesPolice and Communications7.508.006.508.009.009.009.
0010.0010.0010.0010.000.00
Total Externally Funded
7.508.006.508.009.009.009.0010.0010.0010.0010.000.00
Seasonal Positions - Funded by TOV Town Officials
0.000.000.000.000.000.000.000.000.000.000.000.00Administrative Services0.420.420.981.040.591.191.94
1.941.941.941.940.00
TEN-YEAR SUMMARY OF BUDGETED POSITIONS BY DEPARTMENT
8
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TOWN OF VAIL 2013 BUDGET
2013
Positions
Department
20032004200520062007200820092010201120122013ChangeTEN-YEAR SUMMARY OF BUDGETED POSITIONS BY DEPARTMENT
Community Development0.960.480.000.000.001.250.250.
000.000.250.250.00
Fire
1.401.401.511.687.207.2010.2010.2012.7013.7013.700.
00
Police and Communications0.480.000.000.000.000.000.
000.000.000.000.000.00
Library
1.092.482.482.481.701.701.701.701.701.701.700.00Public Works/ Streets & Roads/Landscaping9.557.578.
698.9411.4211.9012.8610.4610.4610.9412.381.44Transportation & Parking26.8925.8423.2422.7825.3126.7025.7027.4627.4627.4627.460.00Fleet Maintenance0.000.000.000.000.000.000.000.250.
250.250.250.00
Facility Maintenance0.831.331.331.361.381.381.381.381.381.381.380.00
Total Seasonal / Part-Time
41.6239.5238.2338.2847.6051.3254.0353.3955.8957.6259.061.44
All FTE's (Full-Time Equivalents)Town Officials
7.106.506.906.907.066.236.236.235.434.434.430.00Administrative Services19.4219.4220.1320.1920.2722.
2122.2922.2921.2921.2921.840.55Community Development15.9616.4819.8519.8520.1820.43
22.1016.3514.8514.1014.100.00
Fire
19.6019.4020.5121.6827.2031.2033.4534.4536.7037.7038.200.50Admin3.003.002.002.002.002.002.002.002.002.000.00Patrol27.0028.9830.4831.0031.2531.0028.0027.0028.00
28.000.00Investigation5.005.005.005.005.005.005.005.005.005.
000.00Records5.255.255.255.505.255.505.504.754.754.25(0.50)
Dispatch22.0022.0023.0023.4823.4823.0025.0025.0025.
0025.000.00
Police and Dispatch Total62.2362.2564.2365.7366.9866.9866.5065.5063.7564.7564.25(0.50)
Library
9.848.868.868.868.338.338.258.258.258.258.250.00Public Works, Streets & Roads39.3037.3241.6942.3244.8045.2845.1642.7641.2641.7443.181.44Transportation & Parking55.3953.3453.7453.7856.3157.7058.7058.4658.4658.4658.460.00Fleet Maintenance13.0013.0013.0013.0013.0013.0013.0012.2512.2512.2512.250.00
Facility Maintenance21.3321.8321.3321.3621.3821.3821.3821.3821.3819.3817.38(2.00)
Capital Projects / Fixed Term1.001.753.002.382.382.
632.501.001.001.501.500.00
Total FTE's
264.17260.15273.24276.05287.88295.37299.56288.92284.62283.85283.84(0.01)
9
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2010201120122013
Actual% SalaryActual% SalaryBudget% SalaryBudget% Salary
Full-Time Regular Employees
Fee Based
Health Insurance2,525,00019.1%2,575,00019.90%2,700,000 19.78%2,875,00020.48%
Group Term Life and Accidental Death Insurance213,5251.6%181,1451.40%74,000 0.54%74,0000.53%
Long-term Disability Insurance53,000 0.39%53,0000.38%
Survivor's Life Insurance74,000 0.54%74,0000.53%
Short-term Disability Insurance25,4000.2%14,5160.10%25,000 0.18%20,0000.14%
Ski Pass / Fitness144,7941.1%79,0000.60%95,000 0.70%85,0000.61%
Sworn Officer Death and Disability Insurance68,3360.5%67,6410.50%72,000 0.53%72,0000.51%
Subtotal Fee Based2,977,05522.5%2,917,302 22.50%3,093,000 22.66%3,253,000 23.17%
Payroll Based
Pension Contribution2,059,47515.6%1,976,79415.30%2,084,625 15.27%2,037,65914.51%
Medicare168,2691.3%166,7231.30%182,938 1.34%188,5981.34%
Workers' Compensation Insurance158,4711.2%169,9501.30%191,400 1.40%192,2001.37%
Unemployment Compensation Insurance27,8670.2%46,5850.40%41,000 0.30%42,1000.30%
Subtotal Payroll Based2,414,08218.3%2,360,05218.30%2,499,964 18.31%2,460,55617.52%
Total Full-Time Benefits5,391,13740.8%5,277,35440.80%5,592,964 40.97%5,713,55640.69%
Part-Time and Seasonal Employees
Fee Based
Ski Pass / Fitness117,7466.1%60,8353.50%75,000 3.68%75,0003.70%
Ski Pass / Fitness - Boards 9,1000.5%9,1009,100 0.45%9,1000.45%
Mini-Med Program3,3750.2%2,9240.10%6,000 0.29%6,0000.30%
Payroll Based
Pension Contribution28,9891.5%36,9581.80%30,586 1.50%30,4191.50%
Medicare27,7881.4%29,3731.40%29,566 1.45%29,4051.45%
Workers' Compensation Insurance22,9731.2%26,6641.30%27,716 1.36%27,5651.36%
Unemployment Compensation Insurance4,0400.2%7,3090.40%6,117 0.30%6,0840.30%
Subtotal Payroll Based83,7904.3%100,3044.90%93,985 4.61%93,4734.61%
Total Part-Time and Seasonal Benefits214,01111.1%173,1638.50%184,085 9.03%183,5739.05%
Total Benefits - All Employees5,605,14837.0%5,450,51736.49%5,777,049 36.82%5,897,13036.70%
Town of Vail
Employee Benefits
10
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11
2013 Contributions
Please see the attached spreadsheet to coincide with the following background and
recommendations.
ECONOMIC
A. Bravo! Colorado
BACKGROUND INFORMATION: Bravo! Vail Valley Music Festival is requesting a total of
$227,500: $85,000 each for the Philadelphia Orchestra and the New York Philharmonic – Vail
Residency programs. Bravo! is also requesting $7,500 for the Music Matters Education and
Outreach Program, $10,000 for the Musical Encounter series at Donovan Pavilion (including an in-
kind request for three full days usage at a value of $10,500), $15,000 cash request for Music on the
Move Expansion and $25,000 for a Special Orchestra Performance (TBA). An in-kind contribution is
also requested for discounted parking passes of $7.00/performance in Ford Park ($10 normal rate),
plus the 15 parking spaces at Ford Park for up to 20 concerts at an estimated value of $2,100.
STAFF RECOMMENDATION: Staff recommends funding at a total of $177,500, allocated to the
following: $85,000 for both residency programs and the Music Matters program for $7,500. This is
a $10,000 increase in funding from 2012 (without the 25th Anniversary funding). Staff also
recommends usage of the Donovan Pavilion (valued at $10,500), contingent upon approval and
coordination with the Donovan Management Company regarding availability. However, Bravo! will
be responsible for hard costs for use of the Pavilion such as set-up, tear-down, and cleaning. Staff
recommends the in-kind contribution of 15 parking spaces and reduced parking fees at Ford Park
(valued at $2,100).
B. Bravo! Family Concert (National Repertory Orchestra)
BACKGROUND INFORMATION: The Orchestra is requesting $1,000 to offset travel expenses,
marketing and music purchases associated with their annual concert in Vail. Each season, they
perform a free family concert at the Ford Amphitheatre in conjunction with Bravo!
STAFF RECOMMENDATION: Staff recommends funding at $1,000 (same as the 2011
contribution) based on the cultural benefit to the town and to draw families.
C. Vail Farmer’s Market
BACKGROUND INFORMATION: Vail Farmer’s Market is requesting an in-kind contribution of
$8,000 to cover the cost of services provided by the Town of Vail during the events (temp bus stop
signs, parking signs, no-bike signs, cattle guards, cones and trash/recycling pickup).
STAFF RECOMMENDATION: Prior years’ in-kind has been granted at $4,500, and staff
recommends that same level for 2013. Vail Farmer’s Market receives $34,000 cash funding from
the Commission on Special Events.
D. Vail Jazz Foundation
BACKGROUND INFORMATION: The Vail Jazz Foundation is requesting a cash contribution of
$85,000 to fund 40 performances (up from 26 in 2011) presented in Vail over the course of the
4 - 1 - 11
10/16/2012
12
summer, including the Jazz at Vail Square concert series (9 concerts), Jazz at the Market (10
concerts), Jazz at Kelly Liken on Sundays (10 concerts), Jazz After (3 concerts) following Bravo!,
Jazz/Pop’s concert at the Ford Amphitheater and Labor Day Weekend Jazz Party at Vail Square
and the Marriott (seven performances).
STAFF RECOMMENDATION: Staff recommends the same funding as 2012 at $50,600 (which was
an increase of 65% from 2010). While this music festival continues to grow and has become an
iconic event, the town’s budget cannot support an increase in funding.
E. Colorado Ski Museum
BACKGROUND INFORMATION: The museum is requesting a cash contribution of $90,000 for
general operating costs and in-kind of $9,000 (rent subsidy) along with office space for a two-person
staff in offices located at the Vail Transit Center (currently occupied by the Vail Chamber and
Business Association).
STAFF RECOMMENDATION: Staff recommends funding the in-kind request for subsidized rent
($9,000) and a cash contribution of $42,000 (for a total contribution of $51,000). In 2012 an
additional $20,000 was awarded for Vail’s 50th anniversary celebration and was not intended for
continued funding.
F. Vail Valley Foundation (VVF)
BACKGROUND INFORMATION: The Foundation is requesting $107,500 of cash funding and
$118,800 of in-kind for entertainment programs and events: Birds of Prey; American Ski Classic;
Vail International Dance Festival; Hot Summer Nights and the winter and summer Teva Mountain
Games. In addition, the VVF is requesting $175,000 cash and $50,000 of in-kind funding for the US
Pro-cycling Challenge. There are two requests relating to the 2015 World Alpine Ski
Championships: $250,000 annual commitment (3rd of 5 year commitment) for the overall
championships and $375,000 annual commitment (2nd of 4 year commitment) for the Nations Team
Event to be held at Golden Peak.
STAFF RECOMMENDATION: Staff recommends cash funding at a total of $87,500: Vail
International Dance Festival contribution at $60,000 (for the anniversary year only) by using prior
year’s Street Beat funds and $27,500 toward Hot Summer Nights. Staff does not recommend
cash funding for the American Ski Classic, but would support the in-kind parking of $3,000 as in
prior years for that event.
Staff supports the UCI 2.1 Pro-Cycling event, but would prefer to wait until more details about
the event are available before committing to an amount in the budget. Staff also recommends
that a portion of funding come from the Vail Local Marketing District.
Funding for the 2015 World Alpine Championships and the Nations Team Event were agreed upon
previously and are currently included in the General Fund 2013 budget, out of fund balance
reserves.
Staff recommends funding the in-kind requests as follows:
Birds of Prey bus service be limited to $20,000 (double from 2012 based on two events
planned for 2013); however, transportation is limited to the Beaver Creek parking areas;
Hot Summer Nights is granted up to $2,800 of police extra duty coverage as requested.
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10/16/2012
13
Winter Teva games in-kind services be limited to $10,000 which includes $3,500 of parking
vouchers, $2100 use of Grand View room for registration, police extra duty coverage, and
public works support. It does not include a waiver of event fees. This event received
$70,000 from the CSE in 2012.
Summer Teva Mountain Games in-kind services be limited to $12,000 due to maximum
capacity of town resources. The $12,000 in-kind includes extra duty police coverage, event
bus/shuttle support, water usage, sand bag distribution and trash clean-up. It does not
include waiver of event fees, transportation and set up of bike features or the world cup
climbing wall ballast. This event received $105,000 from the CSE in 2012.
Should the Pro-Cycling Challenge take place, in-kind is limited to $40,000 for town event
staff support, police extra duty coverage and public works support. The first year of this
event cost $57,000.
G. Vail Symposium
BACKGROUND INFORMATION: The Vail Symposium is requesting $75,000 to help fund two
signature events, Living At Your Peak (second year) and the Vail Global Forum (inaugural year).
The funds will be used equally between the two events.
STAFF RECOMMENDATION: Staff recommends funding flat with 2012 at $25,000 through the
Commission on Special Events (CSE) budget, pending a final event re-cap to the CSE for the 2012
“Living at Your Peak.” In 2012 the Symposium received $10,000 from the VLMD and $25,000 from
Council contributions via the CSE. The Symposium also receives $4,500 annually from the Town of
Vail Library for the Adventure Speaker series and free use of Donovan Pavilion for six events
(valued at $2,200) and use of the Grand View for 2 events (valued at $1,000). Staff also
recommends any future cash requests for these events go through the Commission on Special
Events for consideration.
H. Highline Sports & Entertainment / Burton US Open
BACKGROUND INFORMATION: Highline is requesting $500,000 in cash to support the 2013 U.S.
Open Snowboarding Championships event.
STAFF RECOMMENDATION: This request was too large to go through the Commission on Special
Events annual process. Staff recommends funding this request at $250,000 out of General Fund
reserves, as the annual operating budget cannot support this level of contribution.
I. Taste of Vail Lamb and Apres Cook-off
BACKGROUND INFORMATION: The Taste of Vail is requesting in-kind services of $3,000 for the
Lamb Cook-off for trash and recycling services.
STAFF RECOMMENDATION: Staff recommends funding this in-kind request for event visitors
only (food vendors must provide their own trash cans), with an estimated cost of $2,500. The Taste
of Vail received $20,000 of cash funding from the CSE in 2012.
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14
J. Eagle Valley Land Trust
BACKGROUND INFORMATION: The Eagle Valley Land Trust (EVLT) is requesting $5,000 to help
fund monitoring and stewardship, community education and awareness and administration of
programs. They are also requesting an in-kind contribution of a parking pass for the EverGreen Ball
silent auction in 2013. The EVLT holds five separate conservation easements (approx. 25 acres)
within the Town of Vail boundaries.
STAFF RECOMMENDATION: Staff does not recommend cash funding. Town staff currently
monitors the easements, with an annual audit performed by the EVLT each summer. While this is a
valuable program, the town’s operating budget cannot sustain an increased parking request.
EDUCATIONAL
K. Eagle Valley Childcare (EVC)
BACKGROUND INFORMATION: The EVC has requested $48,000 of funding for 2013 to subsidize
Town of Vail child and infant care.
STAFF RECOMMENDATION: Because the town is a founding partner, staff recommends funding
$45,000 (same amount as 2011 and 2012). This childcare provider is an important service used by
town employees, and is the only infant care provider in Vail.
L. Starting Hearts
BACKGROUND INFORMATION: Starting Hearts is requesting $19,171 cash to implement the
“Stand Up to SCA” project by conducting three “CALL.PUSH.SHOCK” programs to schools and fifty
to the community. Their goal is to educate approximately 725 Vail youth, and 5,340 town residents,
employees and guests on how to respond to sudden cardiac arrest in 2013. The average cost per
participant is $3.16 and includes instructor compensation, printed collateral, “HeartRod” travel
expenses and supplies to conduct trainings.
STAFF RECOMMENDATION: While staff commends the effort in developing this program, it is not
recommend for funding because it does not fit the criteria for contribution requests and is not
appropriate for town funding. Staff recommends that Starting Hearts approach the county health
and human services department as a potential funding source.
M. 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. This funding will help build their inventory of
merchandise used as “rewards.”
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
contribution requests and is not appropriate for town funding.
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10/16/2012
15
N. Education Foundation of Eagle County
BACKGROUND INFORMATION: The Education Foundation is requesting a cash contribution of
$5,000 and an in-kind contribution for the use of Donovan Pavilion (valued at $3,500) on Sunday,
May 19th, 2013. Both the cash and in-kind contribution will be used to host an annual event called
“Project Funway,” which is a fundraiser to support quality teachers and materials for public education
in Eagle County, including Red Sandstone in Vail.
STAFF RECOMMENDATION: Staff does not recommend funding because it does not fit the criteria
for contribution requests and is not appropriate for town funding. Staff could support free use of
Donovan Pavilion if the event date could be changed to a Monday-Thursday timeframe.
O. Red Sandstone Elementary School Parent Teacher Organization (PTO)
BACKGROUND INFORMATION: Red Sandstone Elementary PTO is requesting $37,000 to
research and implement a comprehensive education technology platform for the school. If funded,
they would recruit and hire an “Ed-Tech” Coordinator to develop and implement a cutting edge
learning technology program, enabling students to learn with computers, laptops and I-pads. Due to
school district budget cuts in 2012-2013, the technology position was eliminated. These funds would
be leveraged by other funds raised by the PTO and used to hire an “Ed-Tech” coordinator.
STAFF RECOMMENDATION: Staff does not recommend funding based on the Vail Town Library’s
current partnering with Red Sandstone with education programming. The library will assist the
school with their library instruction program on a semi-monthly basis beginning in mid-October of
2012. Library staff will provide 30 minutes of library instruction time to each class at Red Sandstone
(there are 12 total classes, 2 each in grades K-5) once a month at the school and then again once a
month at the library.
P. Children’s Garden of Learning
BACKGROUND INFORMATION: The Children’s Garden of Learning is requesting that the final
payment on the loan granted for the remodeling of Red Sandstone classrooms in the amount of
$5,000 due May 2013 be forgiven. Those monies will be used instead for dire building maintenance,
painting and sealing of exterior of building, replacement of flooring in preschool restroom and
replacement of two dishwashers to meet health and safety codes.
STAFF RECOMMENDATION: Staff does not recommend funding. This was an interest-free 10-
year loan ($50,000). The Town also supports this organization with a $1/year land lease and paid
for construction of the building.
RECREATIONAL
Q. Ski & Snowboard Club of Vail
BACKGROUND INFORMATION: The Ski & Snowboard Club of Vail has requested in-kind funding
(valued at $5,285) for 4 days of ice for their annual Ski & Snowboard Swap event to be held October
24-27, 2013.
STAFF RECOMMENDATION: Staff recommends funding this in-kind request for two days (out of
four requested) with appropriate approval and coordination with the Vail Recreation District. The Ski
& Snowboard Club will be responsible for hard costs for use of the Dobson Arena such as set-up,
4 - 1 - 15
10/16/2012
16
tear-down, cleaning and utilities. Two days are recommended at this time because the town is
currently recruiting participatory sporting events and may need to use some of our allocated days to
offset costs for those groups. However, if there are enough available days remaining prior to this
event, staff recommends providing the full amount of days (days will be released by August 1, 2013).
R. Vail Junior Hockey Association
BACKGROUND INFORMATION: The Vail Junior Hockey Assn. is requesting in-kind funding for 9
days of ice valued at $11,891 (3 weekends during November, 2013) and use of the Donovan
Pavilion (valued at $3,500) in the spring of 2014 for an End of Hockey Season Gathering for
volunteers, sponsors, parents and players. In addition, they are requesting free or reduced parking
in the LionsHead Parking Structure for the 3rd weekend of the tournament (scheduled for November
18 – 20).
STAFF RECOMMENDATION: Staff recommends providing 5 days of ice time (out of 9 requested),
subject to approval and coordination with the Vail Recreation District for the ice time. Staff
recommends waiving the fee for Donovan Pavilion, contingent upon approval and coordination with
the Donovan Management Company regarding availability. However, the Hockey Assn. will be
responsible for hard costs for use of the Dobson Arena and Donovan Pavilion such as set-up, tear-
down, cleaning and utilities. The reduced days relate to the town’s need for ice time as mentioned
in item “Q”. However, if there are enough available days remaining prior to this event, staff
recommends providing the full amount of days. The parking request is estimated at a cost of
$8,625. Staff does not recommend funding this request as the budget cannot support an increase
from the prior year’s contribution.
S. Skating Club of Vail
BACKGROUND INFORMATION: The Skating Club of Vail has requested in-kind funding of 9 days
of ice valued at $11,891 for two separate competitions (32nd Annual Vail Invitational Championships
and the 10th Annual Vail Mountain Fun Skating Competition) July 2013 and the Holiday Ice Shows in
late December, 2013).
STAFF RECOMMENDATION: Staff recommends providing 5 days of ice time (out of 9 requested)
subject to approval and coordination with the Vail Recreation District. The Skating Club will be
responsible for hard costs for use of the Dobson Arena such as set-up, tear-down, cleaning and
utilities. The reduced days relate to the town’s need for ice time as mentioned in item “Q”.
However, if there are enough available days remaining prior to this event, staff recommends
providing the full amount of days (days will be released by August 1st, 2013).
T. Special Olympics
BACKGROUND INFORMATION: The Special Olympics is requesting an in-kind contribution of 42
parking vouchers valued at $1,050 from January 6, 2013 through April 7, 2013. The days requested
are Sundays not including President’s weekend.
STAFF RECOMMENDATION: Staff recommends funding this in-kind request for the LionsHead
parking structure only, with one-time entry/exit coupons (total of 42) as in prior years.
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17
U. Vail Valley Athlete Commission (see backup for item F)
BACKGROUND INFORMATION: The Athlete Commission is requesting a $6,000 cash contribution
to support local athletes. The athletes are also funded by the Vail Valley Foundation and Vail
Resorts.
STAFF RECOMMENDATION: Staff recommends funding this request at $6,000 (flat for the past
four years) in support of our athletes and for the international exposure for the Town of Vail.
V. Foresight Ski Guides
BACKGROUND INFORMATION: Foresight Ski Guides is requesting four parking passes for the
Vail Village parking structure (valued at $4,400) for the 2013- 2014 ski season as well as the ability
to request up to 10 parking vouchers (valued at $250) for additional guides needed during special
events. Foresight provides parking to volunteer guides, half of which drive from Denver. Local
guides usually take public transportation and/or carpool. Foresight provides challenging recreation
opportunities to visually impaired participants and guides, including the Colorado School for the
Blind and soldiers blinded in Iraq and Afghanistan.
STAFF RECOMMENDATION: Staff recommends providing two blue passes, restricted to the
LionsHead parking structure, as was approved in 2012. The budget cannot sustain an increased
parking request.
W. SOS Outreach
BACKGROUND INFORMATION: SOS Outreach is requesting 35 parking vouchers for the 2013/14
ski season to be used by program coordinators hauling gear to and from the mountain for the winter
skiing and snowboarding programs for underserved youth.
STAFF RECOMMENDATION: While this is a valuable program, the town’s operating budget
cannot sustain an increased parking request.
X. Eagle Valley Senior Life
BACKGROUND INFORMTION: Eagle valley Senior Life is requesting $2,500 to help with supplies
and activity costs for the “Senior Spot” as well as transportation for seniors who are no longer able to
drive themselves from Vail to Minturn, our location for activities.
STAFF RECOMMENDATION: Staff does not recommend funding because it does not fit the criteria
for contribution requests and is not appropriate for town funding.
Y. Vail Veterans Program
BACKGROUND INFORMATION: Vail Veterans Program is requesting $5,000 to enhance the
regular program of events by allowing alumni to attend the Vail Veterans 10th Anniversary event in
2013. This would give the Vail Veterans Program the opportunity to market and advertise Vail’s
contribution and partnership to the nationally recognized program.
STAFF RECOMMENDATION: Staff recommends funding $5,000 as a one-time contribution so that
veterans may attend the 10th Anniversary event.
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10/16/2012
18
Z. Small Champions of Colorado, Inc.
BACKGROUND INFORMATION: Small Champions of Colorado is requesting in-kind services for 4
parking vouchers (valued at $900) to use on nine winter Sundays. In addition they are requesting a
parking pass valued at $1,100 to use for their annual golf tournament silent auction. This will help
with fund raising and provide a meeting space for the small champions and their families.
STAFF RECOMMENDATION: While this is a valuable program, the town’s operating budget cannot
sustain an increased parking request.
AA. Colorado Fourteeners Initiative
BACKGROUND INFORMATION: The Colorado Fourteeners Initiatives is requesting $5,000 cash
to help maintain the natural integrity of Mount of the Holy Cross (closest Fourteener peak to the Vail
Valley). The major trail reconstruction will be done in late 2012 so this funding will help with work in
2013 to educate hikers about the new camping regulations. This will include updating trailhead kiosk
panels and recruiting, training and managing volunteer Peak Stewards who will have an intensive
presence in the area in 2013 to assist in compliance with the campsite closures and new designated
campsites.
STAFF RECOMMENDATION: Staff recommends funding this request based on the fact that hiking
is currently the #1 summer activity based on a recent survey, and this particular location is a popular
destination enjoyed by our guests and local citizens.
ARRANGEMENTS & AGREEMENTS
AB. Vail Valley Community TV / Channel 5
BACKGROUND INFORMATION: Channel 5 is requesting “approximately” $70,000 in franchise
fees the Town of Vail receives annually from Comcast. In 2012 this amount was budgeted at
$70,000.
STAFF RECOMMENDATION: Staff recommends funding the franchise fee at 30% (same as in
prior years), estimated at $80,000.
REAL ESTATE TRANSFER TAX FUND
AC. Betty Ford Alpine Gardens
BACKGROUND INFORMATION: The Alpine Garden Foundation is requesting funding of $100,000
for general operations including education programs and conservation expenses. They are also
requesting an in-kind contribution of the two designated parking spaces in Ford Park upper bench
as in the past. The Garden hosts thousands of visitors per year and has achieved World-premier
status as a high altitude garden.
STAFF RECOMMENDATION: Staff recommends funding operating expenses at $65,620, flat with
2012 funding. During the 2012 budget process, Council increased operational support by $10,000.
4 - 1 - 18
10/16/2012
19
The Gardens will be provided Ford Park spaces for summer as in prior years.
AD. Eagle River Watershed
BACKGROUND INFORMATION: The Eagle River Watershed is requesting $97,481 cash funding.
Of this request, $10,000 relates to the monitoring of the Black Gore Creek (TMDL implementation);
$4,200 for the bio-monitoring of Gore Creek and Black Gore Creek; $12,000 for regional
collaborative action monitoring; $20,000 for Gore Creek Water Quality Improvement Plan being
performed by the Eagle River Water and Sanitation District; $36,281 for Gore Creek Riparian
Restoration Project; and $15,000 for administration and support.
STAFF RECOMMENDATION: Staff recommends funding of $62,000, flat with 2012 amended.
This includes, $10,000 for sediment-source monitoring (TMDL); $4,200 for bio-monitoring of the
Gore / Black Gore Creek; $12,000 for collaborative action monitoring; $24,000 for the Gore Creek
Riparian Restoration Project; and $12,000 (20%) for general operations. Staff also recommends
that funding for the Water Quality Improvement Plan go directly to the Eagle River Water and
Sanitation District through the town’s environmental sustainability department budget.
AE. Eagle Valley Alliance for Sustainability
BACKGROUND INFORMATION: The Alliance is requesting $6,000 to help fund and promote
various environmental programs that benefit the Town of Vail, including the community garden in
West Vail, recycling outreach and education, the annual E-Waste event and energy
events/programs.
STAFF RECOMMENDATION: Staff does not recommend funding this request because the town
has an environmental sustainability budget which has supported the community garden, recycling
outreach and education and energy programs.
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10/16/2012
ution Request Spreadsheet
Staff
ING REQUEST
Recommended
Re
Cash
tributions: To be allocated
25,000
York Philharmonic80,000 15 Ford Park plus ability to pay for 50 85,000
85,000 Discounted pkg: $7.00/performance plus 15 spaces at Ford Park2,100
delphia Orchestra80,000
85,000
85,000
c Matters Education & Outreach7,500
7,500
7,500
Anniversary25,000
ter series @ Donovan-
10,000
- Donovan Pavilion for 3 days & nights 10am day 1 - 10am day 310,500
ove Expansion-
15,000
-
rchestra Performance (TBA)-
25,000
-
chestra
-
1,000
1,000
-
4,500
PW support
8,000
24- Sept 3 '12)50,600
85,000
50,600
62,000
*$20K one-time for 50th Anniversary
9,000
90,000
42,000
rent & 2 person office space @ TRC
9,000
1-4, 05)
10,000
- - TOV buses & drivers **but only to BC parking areas, not up hill to BC26,000
ssic
-
3,000
20,000 - Parking vouchers
3,000
Concert Series 25,000
7,500
nce Festival45,000 *$25K one-time for anniversary60,000 60,000
hitheater (Hot Summer Nights) 27,500
2,800
27,500 27,500 $2,800 police @ Hot Summer Nights
2,800
Event
-
Was $175K; CANCELLED; $40K to Gran Fondo and $50K to events survey
57,000
175,000 TBDPolice, PW, Fire, Full Time staff labor
57,000
ki Championships250,000
250,000
250,000
s (Feb 8-10 '13-
-
PW, Police; use of Grand View Room and parking vouchers12,000
es
-
9,600
- Police, PW support, shuttle bus
25,000
(Golden Peak)375,000
375,000
375,000
part of CSE budget)25,000 through CSE
75,000
25,000 through CSE
of CSE budget)40,000 350,000
-
-
500,000
250,000
ok-off
-
2,500
- - PW support: trash pickup, containers/sign, recycling
3,000
st
-
5,000
- Parking pass for silent auction ev
ent: Evergreen Ball
1,100
1,467,600
-
105,900 1,891,000 1,258,600
159,500
- annual contribution45,000
48,000
45,000
it Films
30,000
19,171
-
Eagle County School Dist
2,000
-
of Eagle County
5,000
- Use of Donovan Pavilion in May
2013
3,500
tary PTO
37,000
-
arning
-
Forgiveness on last loan installment
(10-year interest free loan)5,000
AL
75,000
-
- 111,171 45,000
8,500
Vail (Oct 24 - 27, 2013) 4 days of ice
5,285
4 days usage of Dobson October 24 - 27 2013
5,285
Show & Luncheon (Mar 30, 2012)300 vouchers if change date7,500
ssociation - Nov 2013 Tournament9 days of ice + Donovan
1 day15,391
3 weekends of free ice, use of Donovan 1 night & parking Nov 18-2015,391
ly 11-15 '12 & late Dec. '12) 5 days of ice
11,891
free ice - 5 days in July and 4 days in late December11,
891
days Jan , Feb, Mar, Apr '13)42 parking vouchers1,050
42 parking coupons for Sundays from 1/6 thru 4/7 (not
Presidents weekend) 1,050
mission
(See item F)
6,000
6,000
6,000
2 blue passes
2,200
4 parking passes village plus ability to request up to 10 daily coupons4,650
2012 Cash Funded
2012 In-Kind Funded
2012 In-
Kind Value
2013 Cash Request
2013 In-Kind Request
2013 In-Kind Value
2012
2013 Requests
20
4 - 1 - 20
10/16/2012
ution Request Spreadsheet
Staff
ING REQUEST
Recommended
Re
Cash
2012 Cash Funded
2012 In-Kind Funded
2012 In-
Kind Value
2013 Cash Request
2013 In-Kind Request
2013 In-Kind Value
2012
2013 Requests
-
35 single day parking vouchers
875
2,500
-
5,000
5,000 10th anniversary event
lorado
36 prking vchers and prking pass for auction
6,500
Initiative
5,000
5,000
ON
6,000
-
43,317 18,500 16,000
39,142
TRIBUTIONS1,548,600
-
149,217 2,020,671 1,319,600
207,142
AGREEMENTS:Ch5
70,000
70,000
80,000
ANGEMENTS and AGREEMENTS70,000
-
- 70,000 80,000
-
neral Fund1,618,600
-
149,217 2,090,671 1,399,600
207,142
ax Fund:
en Foundation
65,620
2 designated Ford Park summer spaces300 100,000 65,620 2 parking designated parking spaces @ Ford Park
300
vements
20,000
-
g-h2o quality,Riparian Restrtion62,000
97,481
62,000
r Sustainability-
6,000
-
147,620
0300 203,481127,620
300
1,766,220
-
149,517 2,294,152 1,527,220
582,284
21
4 - 1 - 21
10/16/2012
1
APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: Bravo! Vail Valley Music Festival
2. Contact person: Amy C. Phillips
3. Mailing address: 2271 N. Frontage Road West, Suite C,
Vail, CO 81657
4. Telephone: 970-827-5700
5. E-mail address: aphillips@vailmusic.org
6. Members and Titles of your governing board:
Board of Trustee Officers
Argie Tang, Chairman Vail and New York, NY, resident
Cathy Stone, Vice Chairman Vail and Santa Monica, resident
Vail Jazz Foundation
Dan Godec, Treasurer Edwards resident and banking consultant
Vicki Logan, Secretary Vail and Scottsdale resident
Alan Kosloff, Past Chairman Vail, Kansas City and Phoenix, resident
Board of Trustees Executive Committee
Timothy Dalton Beaver Creek and New York, NY, resident
Craig Foley Cordillera and New York, NY, resident
Linda Hart Beaver Creek and Dallas, resident
Laura Marx Vail and Denver, resident
Russell Molina Edwards resident and business owner
Terie Roubos Singletree and Phoenix, resident
Carole E. Segal Cordillera and Washington, D.C., resident
Rachel Smiley Eagle, resident and business owner
Betsy Weigers Vail and New York, NY, resident
Board of Trustees Members
Ronnie Baker Singletree and Leewood, KS, resident
Jan Broman Singletree and Salina, KS, resident
Jenn Bruno Vail resident & business owner
Bill Burns Regional US Bank Executive
Jan Coulson Cordillera and Shawnee Mission, KS, resident
Marijke de Vink Avon and Hobe Sound, FL, resident
Cookie Flaum Vail and Ponte Vedre Beach, FL, resident
Ceil Folz Vail Valley Foundation, President
Chris Jarnot Vail Resorts Executive
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10/16/2012
2
Rob LeVine Vail Hotelier and Vail Symposium Chairman
Tony Mayer Vail and Greenwich Ct., resident
Shirley McIntyre Vail and Dallas resident, DSO Friends Chair
Matt Morgan Vail Restaurateur - Sweet Basil
Michele Resnick Arrowhead and Denver, resident
Susan Rogel Avon and Scottsdale, AZ, resident
Margaret Rogers Vail, resident and Town Councilor
Byron Rose Vail, resident
Susan Suggs Arrowhead, resident
Frank Straus Volunteer Guild Chairman
Steve Virostek Vail and Bethesda, MD., resident & businessman
Betsey Weigers Vail and New York, NY resident
7. Amount of contribution requested:
Expansion of existing programming
New York Philharmonic $ 85,000.00
The Philadelphia Orchestra $ 85,000.00
Music Matters Education & Outreach $ 7,500.00
Total $177,500.00
Additional Funding Request
Musical Encounter series at Donovan Pavilion $ 10,000.00
Music on the Move Expansion $ 15,000.00
2013 Special Orchestra Performance (TBA) $ 25,000.00
Total $ 50,000.00
Grand Total $227,500.00
In-Kind Services
Discounted Parking Passes for $7.00/performance
Donovan Pavilion for three (3) days and nights from 10:00am on day
one on a 24 hour basis until 10:00am 3 days later for the Musical
Encounter series at a reduced fee of $ 250.00 per day for cleaning,
with access for rehearsals from 10:00am daily.
8. Organization fiscal year-end: September 30, 2013
9. Are your books audited? Yes. A financial review is conducted at the
end of each fiscal year by Stephanie Novosad, CPA of Novosad, Lyle and Associates.
A Sarbanes-Oxley review is performed by Jerry McMahan of McMahan and
Associates. An Independent Audit Committee established by the Board of Trustees
oversees annual budgets and income and expense statements and meets
independent of management with auditor.
10. How will the contribution be used?
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10/16/2012
3
The national and international classic music community recognizes the Town of Vail
as the summer residence of three of the top rated American Orchestras. The Town
of Vail funding is vital to Bravo’s ability to continue and build upon that legacy. In
2013, from June 25th through August 4th, the Town of Vail funding will be used to
present artists and orchestral ensembles performing a wide variety of the highest
level of music. The Festival is proud to host the Dallas Symphony Orchestra (DSO),
The Philadelphia Orchestra (TPO), and the New York Philharmonic (NYP).
$170,000.00 is requested for Orchestra Artistic Fees.
oThe contract with these orchestras requires the Festival to commit to
an increase of 2% every year for the multi-year period of the
agreement.
The TOV contribution represents 8% of the Orchestra Fees and
7% of the total concert expenses for the 19 orchestral concerts
at the Gerald R. Ford Amphitheater
Bravo audiences in Vail are usually 33% guests, 33% part-time
residents and 33% full-time residents.
Almost 70% of the guests and part-time residents are from out
of state.
More than half of them indicate that Bravo! is a significant factor
in their decision to visit Vail either as a guest or as a part-time
resident.
$7,500.00 will be used to present activities in the Town of Vail that fall
under the Education and Community Outreach program Music Matters.
o The Town of Vail contribution is used in conjunction with more than
$217,000 in additional private and community contributions to
introduce guests and residents to music.
Community Concerts are a series of free public concerts including the
annual Patriotic Concert and the Free Family Concert with the National
Repertory Orchestra. Held at the Ford Amphitheater in Vail. They reach a
total audience of 6,000 to 8,000.
Free & Easy concerts feature the Festival's Young Professionals-in-
Residence for a series of casual and approachable hour-long, free concerts
in relaxed settings providing introductory orchestral performances. Vail
will be home to one or two of these performances enjoyed by 80 – 130
adults and children each.
Little Listeners @ the Library is a series of performances in libraries
throughout the region. Bravo looks forward to returning to the Vail
Library in 2013. Each performance engages 20 to 30 children ages 3
through 7 and the young-at-heart who enjoy informative musical
performances in an atmosphere of learning.
Behind the Music is a series of educational talks featuring speakers who
provide an in-depth perspective on a variety of topics including the
evening’s composers and repertoire. The majority of them will be held in
Vail at Ford Amphitheater, Vail Mountain School, the Lionshead Reception
Center and hopefully at the newly renovated Vail Library in 2013. They
are enjoyed by 100 – 150 people each year.
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The Instrument Petting Zoo will appear at no less than 3 events in
Vail. Each year, more thank 1,500 children are introduced to woodwinds,
percussion, brass and string instruments.
After school piano lessons are held during the school year at Red
Sandstone Elementary. These lessons are low cost and funding subsidies
are available with 25-30 children participating in the Vail program.
Musical Encounters at Donovan Pavilion is an opportunity for the Town
of Vail to provide funding to the Festival that will be used to expand
programming, attracting a broader and growing demographic audience. This
series will be designed to bring additional economic vitality to Vail after the
three Orchestras complete their summer residencies. A commitment of
$10,000.00 from the Town of Vail would guarantee that the series is
continued in 2013 in its current location, providing another reason for Bravo
guests to extend their stay in Vail after closing night of the New York
Philharmonic.
Music on the Move expanded and enhanced schedule for 2013. Bravo is
requesting $15,000.00 to improve this already successful program of free
vocal and chamber concerts in casual settings in the Town of Vail.
oThis funding will be used for a completely new performance, in
collaboration with the Vail Jazz Festival, using an upgraded set-up at
Arrabelle on Thursday afternoons.
oThis performance should draw 200 listeners to enjoy artists from a
variety of musical genre.
oThe timing of the performance provides an additional reason for
visitors and residents from throughout Eagle County to come to
Lionshead to enjoy lunch and a concert, ride the gondola and to
introduce Bravo! to a new audience through an approachable
performance in an enhanced venue.
oCurrently Bravo! concert attendees stay an average of 4.8 nights, this
type of additional programming is designed to expand the weekend
visitor from one or two nights to three or four nights.
oBravo! has gained fans every year for 25 years by continually
expanding the programming to reach a broader audience who come
back to Vail year after year
.
Special Artistic Programs for 2013. Each Season the Bravo Artistic
Director collaborates with the Artistic Directors of each of the Orchestras to
present creative and unique Special Programs.
oIn 2012 Curtis Stigers, Jazz Vocalist, Broadway Divas, Joshua Bell and
the Cirque de la Symphonie programs have been made possible by
additional contributions.
oFor 2013 Anne-Marie McDermott is programming a performance of
Verdi's monumental “Requiem” in its Vail debut. The work calls for an
expanded orchestra, chorus and four soloists and is an entire program,
84 minutes long. It is a monumental work full of drama and in an
operatic style with brass choirs - it is truly spectacular. The Festival
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5
requests the Town of Vail to underwrite $25,000 for this performance.
The total additional production and artists fees including housing and
travel will be a minimum of $66,000 for the additional musicians,
chorus and four soloists.
oThere may be other options that come to fruition this summer during
the annual collaborative meetings between the Artistic and Orchestral
team.
11. How does your request support item 1C of the contribution policy?
Bravo contributes substantially to the artistic, social and financial health of the
entire Vail community.
In 2011 the seven-week festival saw nearly 60,000 guests, and 715
orchestra members, many with additional people in their party. 41% of the
Festival attendees stated that Bravo was the primary reason for their visit,
30% of the attendees live in the area full time.
The 64 public events and performances in the Town of Vail provide a cultural
dimension to the summer season that encourages part-time residents to
spend more time in the region and gives them many reasons to spend the
day and evening in the Town of Vail.
Bravo offers a Season Lawn Pass to local residents at deeply discounted
rates; Season Lawn Passes are available for only $135, teachers may
purchase a Lawn Pass for $99, while cost for a student is only $49. This pass
allows the individual access to all 18 orchestral concerts at the Gerald R. Ford
Amphitheater; the actual value of these passes is approximately $400.
This programming attracts summer visitors in larger numbers for longer
stays thereby contributing to the cultural and economic well being of the
Town of Vail.
The Philadelphia Orchestra returns for its seventh season in Vail under the
guidance of its new Music Director, the sensational Yannick Nézet-Séguin.
The Dallas Symphony Orchestra, a central player in the Festival's Fourth of
July and other popular concerts, returns for its 13th season with the
renowned Dutch Maestro Jaap van Zweden, its music director, who is making
headlines worldwide and at home.
According to the BBC Research & Consulting 2011 survey the attendee
satisfaction rate is over 8.1 (out of 10) with more than 8.5 likely to return
and 8.4 to recommend the Festival to their friends. 57% of visitors chose to
stay at lodging properties in the Town of Vail.
oArtists lodging and personal purchases in the Town of Vail in 2011
Festival Lodging $898,731
Personal Lodging $326,861
Personal Dining $326,891
Personal Spa Expenses $ 24,422
Personal Retail Shopping $ 88,153
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6
Personal Activities $ 67,055
oTotal Audience spending in the Town of Vail in 2011
Lodging ` $1,172,797
Food and Beverage $3,413,284
Retail Shopping $1,314,494
Activities (including Spa) $ 522,204
oTotal Town of Vail spending reported in 2011 on the day(s) that people
traveled to the Town of Vail primarily to attend a Bravo Event (lodging
only if they stayed in Vail primarily to attend Bravo)
Lodging ` $2,398,389
Food and Beverage $3,740,145
Retail Shopping $1,402,647
Activities (including Spa) $ 613,681
Total Town of Vail Spending $8,154,862
Classical music is performed using the power of acoustic instruments at its
core providing an environmentally sensitive basis for the Festival. The Bravo
Festival is committed to operating with a minimal environmental impact.
Additionally, Festival concerts are held primarily out of doors during daylight
hours, with very little requirement for HVAC or lighting. Concert-goers are
encouraged to carpool and use public transportation.
oAll Festival collateral including ticket brochures, pocket calendars,
primers, posters and program books will be printed on recycled paper.
oThe Program Book is treasured and saved by many of our patrons. It is
designed to be used for the entire season. Copies left behind at each
performance are gathered, saved and redistributed at future
performances, thereby minimizing waste.
oRecent database improvements, combined with our audience
embracing electronic communication, assists Bravo to further
streamline the methods of delivery to reduce paper waste.
oAll patrons, subscribers and ticket buyers are encouraged to use the
website to reduce the demand for printed materials. Confirmations for
ticket orders are distributed by email.
oThe Bravo office recycles paper, plastic, aluminum and cardboard. The
Bravo office space is outfitted with energy efficient appliances and light
bulbs whenever possible and many of the fixtures in the office were
constructed from recycled materials.
The Bravo Festival impacts Vail’s sense of community in many ways.
oMore than 75 local residents serve on the Board of Trustees and
Advisory Council, serving as ambassadors within the community,
around the nation and worldwide.
oThe Festival recruits younger Board members from the Vail business
community, training them in Board governance and encouraging them
to have an active voice in the continuation of the Festival’s success.
oMusic transcends politics, religion, race, age, and level of education,
creating experiences to be shared by all equally.
oBravo has a year-round professional staff at its offices in West Vail.
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7
oSeveral staff members are young adults, born and raised in the Vail
area, who have now returned after college to work for Bravo. They live
in Vail and are poised to be future leaders in the Vail community.
Bravo has an outstanding Intern program for Graduating and
Graduate level students from University’s throughout the
country.
Bravo interns have become permanent members of the Vail
community.
The status as number one “Favorite” event in the recent Town of Vail
community survey is an accomplishment Bravo is proud of and thankful to
the community for their steadfast support for the past 25 years.
Being home to one of the nation’s most respected classical music festival’s is
beneficial to Vail in its quest to be North America’s premier mountain resort
community, by providing citizens and guests with a superior level of world
class musical opportunities for seven weeks each summer.
12. Who currently funds your organization (other governments, private
donations, user fees, etc.)?
The Bravo! Festival receives funding support from private, corporate and family
foundations; federal (NEA), state(CTO and CCI) and local government (Towns of
Gypsum and Eagle, Eagle County, Eagle Ranch and Cordillera); corporate
enterprises; individual patrons; as well as from membership fees from the local
community volunteer Guild. Earned income is generated through ticket sales,
program advertising and souvenir sales.
13. Organization's mission statement:
The Festival’s Mission is “Enriching people’s lives through the power of music:
producing the finest performances by the greatest artists, fostering music education
and promoting a life-long appreciation of the arts.”
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8
APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet
Most Recent Completed
Fiscal Year (September 30, 2011)
Current Assets
Cash and cash equivalents $ 696,859
Investments at market value 33,794
Accounts receivables, net 137,883
Inventory 1,060
Prepaid expenses 16,876
Total Current Assets $ 886,472
Non-Current Assets:
Restricted Cash $ 639,179
Total Non-Current Assets $ 639,179
Fixed Assets
Leasehold Improvements $ 66,083
Less: accumulated amortization (27,407)
Furniture, fixtures and equipment 276,757
Less: accumulated amortization (230,788)
Total Net Fixed Assets $ 84,645
Other Assets
Festival piano, works of art $ 58,000
Total Other Assets $ 58,000
Total Assets $1,668,296
Liabilities
Current Liabilities
Accounts payable/accrued liabilities $ 62,818
Total Current Liabilities $ 62,818
Non-Current Liabilities
Deferred compensation obligations $ 639,179
Total Non-Current Liabilities $ 639,179
Total Liabilities $ 701,997
Net Worth $ 966,299
(Total Assets Minus Total Liabilities)
APPLICATION FOR TOWN OF VAIL FUNDING
Statement of Sources and Uses
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9
Instructions: Round all figures to the nearest dollar. Please present as
much detail as possible.
Current Fiscal Year Budget - 2012
Revenues:
Event Income $1,536,000
Festival Contributions $2,768,000
Grant & Govt. Revenue $ 317,000
Program Advertising $ 165,000
Interest Income $ 4,000
Total Earned/Unearned Income $4,790,000
Expenses:
Orchestra/Artist Fees/Travel/Housing $2,574,150
Special Artistic $ 182,625
Marketing $ 466,000
Administrative $ 270,275
Salary/Taxes/Benefits $1,296,950
Total Expenses $4,790,000
Total Revenues minus Expenses $0
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THE VAIL JAZZ FOUNDATION
APPLICATION FOR TOWN OF VAIL FUNDING 2013
Submitted on June 29, 2012
Robin Litt, Executive Director
953 S. Frontage Road West, Suite 204 P.O. Box 3035 Vail, Colorado 81658
970-479-6146 Fax 970-477-0866 www.vailjazz.org vjf@vailjazz.org
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The Vail Jazz Foundation 2
APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: The Vail Jazz Foundation
2. Contact person: Robin Litt
3. Mailing address: P.O. Box 3035 Vail, CO 81658
4. Telephone: 970-479-6146
5. E-mail address: vjf@vailjazz.org
6. Members and Titles of your governing board:
Board of Directors: Howard L. Stone, Chairman, John Clayton, Jr. Director of Education, Marci A.
Colby, John Dawsey, Kerry Donovan, Allan Finney, Robert E. Ford, John W. Giovando, Maureen
Mayer, Larry S. Stewart, Leslie W. Stern, Catherine A. Stone, William W. Verity
Advisory Board: Allie R. Coppeak, Andrea L. Glass, Dr. Willie Hill, Jr., Chuck Holcomb, Mike Peak,
William Pierce, Gary J.E. Thornton
7. Amount of contribution requested: $85,000
8. Organization fiscal year-end: October 31
9. Are your books audited? No
10. How will the contribution be used?
The Vail Jazz Foundation, Inc. respectfully requests this grant to fund the 19th Annual Vail Jazz Festival
which will be presented in Vail over a 12-week period during the summer of 2013 and will include 40
separate performances, with over half of the performances admission-free.
The Vail Jazz Foundation, Inc. (VJF) is a 501(c)(3) Colorado nonprofit corporation headquartered in Vail
which strives to perpetuate jazz through live performances and jazz education, with a focus on the
development of young musicians and young audiences. Currently in its 18th year, the Vail Jazz Festival
is one of the most highly regarded jazz festivals in the United States. For many years, Colorado
Creative Industries has bestowed their highest recognition for “superior artistic quality” on the
Festival.
Growth of the Festival
Over the past 18 years the Festival has grown from its humble beginnings in 1995 as a three-day event
with six performances and attendance of 500 to a true summer-long festival spanning twelve weeks
with 40 performances and an estimated attendance of 17,200 in 2012. The growth over the last
several years has been explosive with the addition of performances, expansion of venues, increased
attendance and sponsorships, a new Winter Jazz Series and a greatly expanded marketing reach.
Because applications for funding from the TOV are made prior to each summer’s Festival, last year’s
application assumed that the 2012 Festival would be substantially similar to the prior year’s Festival;
however, after the completion of the 2011 Festival it became clear that we had reached the “tipping
point” and that the awareness and acceptance of the 2011 Festival had significantly exceeded our
expectations. Therefore, even though we did not request a significant increase in funding last year for
this year’s Festival, we elected to greatly expand the Festival during the summer of 2012 from 26 to 40
performances (see below – Jazz @ Kelly Liken – ten shows; Jazz After- three shows; and one Jazz/Pops
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The Vail Jazz Foundation 3
show at the GRFA). We believe our request for increased funding is warranted due to the fact that: the
Festival has undergone a broad expansion in the past several years as described herein; a substantial
portion of the Festival is provided to locals and visitors free of charge and therefore the TOV’s funding
of the Festival indirectly provides a valuable amenity to all; and the VJF presents a world class jazz
festival at a cost that is significantly less than other arts organization in the community as measured by
any financial metric, allowing the TOV the biggest “bang for its buck.”
The 19th Annual Vail Jazz Festival
The 19th Annual Vail Jazz Festival will be substantially similar in size and scope to the 18th Annual
Vail Jazz Festival, which is just getting underway. The Festival will present 40 separate
performances featuring a wide variety of jazz styles (Afro-Cuban, American Songbook, Big Band,
Blues, Brazilian, Straight Ahead, Swing, and more) in inviting indoor and outdoor locations that
welcome novice jazz fans as well as seasoned and dedicated attendees. Important collaborative
events will be presented using a variety of unique concert formats and venues which position the
Festival to have a major presence in, and impact on, Vail throughout the summer of 2013. The
Festival will feature the following performances:
Jazz @ Vail Square - Thursday evenings for nine weeks, presents a wide array of jazz
genres in a tented venue with both free seating and ticketed preferred seating. Music
spills out of the tent to the nearby restaurants and cafes where guests stake coveted spots
for the evening, energizing Lionshead.
Jazz @ The Market - Sunday afternoons for ten weeks at the Vail Farmers’ Market, these
free performances expose market-goers to regional and national jazz acts, enticing guests
into our tent for shade, live music and a chance to relax.
Jazz @ Kelly Liken - Sunday evenings for ten weeks, carries jazz from the Market on
Sundays inside to a sophisticated indoor club-setting for an intimate jazz performance.
Jazz After - following three Bravo performances in collaboration with Bravo! Vail Valley
Music Festival, we will present three free jam sessions featuring members of each of the
resident orchestras (Dallas Symphony, Philadelphia Orchestra and New York Philharmonic)
in a jazz-club atmosphere.
Jazz/Pops Concert in collaboration with Bravo! at the Gerald R. Ford Amphitheater.
And our flagship event, the Labor Day Weekend Jazz Party will feature seven separate
performances with over 30 hours of jazz presented in Lionshead at the Jazz Tent at Vail
Square and at the Marriott’s Grand Ballroom.
Niki Haris, Wycliffe Gordon, Jeff Clayton and Byron Stripling lead the Gospel Prayer Meetin’
in the Jazz Tent at Vail Square at the 2011 Labor Day Weekend Jazz Party
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The Vail Jazz Foundation 4
Jazz @ The Market on a typical Sunday at the Vail Farmers’ Market and Art Show
We will continue to innovate in the way we present jazz. In 2012, we have expanded the Multi-
Media Tributes to Jazz Greats and created an additional series, Jazz In Depth – both educational
performance formats that incorporate video clips, oral presentations and live performances.
These unique presentations have become a major attraction over Labor Day Weekend. As new
opportunities to expand jazz experiences arise, the VJF embraces them – as seen with our summer
long celebration of Dave Brubeck in 2012 which includes: the University of the Pacific Library’s
travelling exhibit about the “Times of Dave Brubeck;” a Multi Media Tribute; and a performance by
the Brubeck Brothers Quartet. The Brubeck Exhibit, housed at the Vail Visitor Center for the
summer, is a partnership with the Town of Vail. This summer, the museum-quality exhibit further
adds to the cultural depth of the Vail experience.
Attendance
Attendance at concerts continues to grow at a brisk pace. For 2013, we are confident that our
numbers will be even greater than projections for 2012. We estimate 2012 attendance
conservatively as follows:
Jazz @ The Market: ten concerts with 100 seated audience members for 3 fifty-minute
performances plus additional market goers for 1,500 attendees.
Jazz @ Vail Square: nine concerts with 900 per concert, 350 seated audience members
(with chairs turning .75 times) and 300 additional audience members, diners, passersby,
etc. for total of 8,100.
Jazz After: 100 guests at each of three jam sessions for total of 300.
Jazz @ Kelly Liken: 100 per week for ten weeks for total of 1,000.
Jazz/Pops: performance with Bravo at the GRFA - 2,800 attendees.
Labor Day Weekend Vail Jazz Party: 500 per session; seven sessions for total of 3,500.
Total attendance at the 2013 Vail Jazz Festival is expected to exceed 19,800; this represents an
increase of 15% over 2012 and an increase of nearly 50% since 2010. In both 2011 and 2012, we
have recruited over 100 “First Timers” who purchase the weekend pass to the Festival, committing
to a minimum of a 4-night stay. We continue to surpass expectations and boast a 70% return rate
among our Labor Day Weekend guests.
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The Vail Jazz Foundation 5
Labor Day Weekend Jazz Party audience in the Jazz Tent at Vail Square
11. How does your request support item 1C of the contribution policy?
The Festival consistently brings a culturally diverse audience to Vail, drawing African Americans from
Denver and from around the United States, as well as guests of different socio-economic levels.
Moreover, the Festival provides an outstanding cultural asset to the residents of Vail and helps to build
a strong sense of community among residents. The Festival contributes to the town’s economic
vitality by giving residents and guests a reason to come into Vail Village and Lionshead throughout the
summer, thereby feeding sales and lodging tax revenue.
A. The Vail Jazz Festival fulfills the mission of the Town of Vail:
“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.”
The Vail Jazz Festival now offers the longest season of all of the cultural festivals presented in
Vail during the summer – a full 12 week season of events, with three to four performances
every week.
Through collaborations with the Town of Vail, Bravo!, Kelly Liken and Larkspur Restaurant, and
the Lionshead Merchants Association, both performance and educational opportunities are
enhanced for residents and guests.
Today’s jazz icons headline the Festival, demonstrating the high caliber of the event. The Vail
Jazz Festival brand is synonymous with the biggest talent and the most professional
performances, complimenting Vail’s premier status. With talent of this level, the audience is
both sophisticated and discerning.
The intimacy of the Labor Day Weekend Jazz Party is unique to jazz festivals, fostering
camaraderie among jazz artists and attendees that brings guests back year after year.
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The Vail Jazz Foundation 6
Lewis Nash, Terell Stafford, John Clayton and Jeff Clayton
at the 2011 Vail Jazz Party
B. The Vail Jazz Festival has a positive impact on the resort community’s economic health:
Festival Attendee Demographics
Vail Jazz guests belong to the same demographic sought by Vail. They are educated and affluent, with
disposable income to vacation, and spend additional money in Vail. Detailed data drawn from
attendees at the Labor Day Weekend Jazz Party establishes that:
Approximately 75% of the attendees are between the ages of 45 and 64;
More than 75% have an average household income over $100,000 per annum;
Over 65% have a college or post college education;
15% locals, 65% Colorado residents (non-local) guests and 20% out of state guests
Our demographics have shifted over the past few years, as we broaden our offering of events. The
average age is now younger, more of our guests have families and more are local residents or regional.
We believe this is due to the Festival’s on-going presence throughout the summer and our efforts to
diversify our presentation formats and venues.
Attendee Spending
According to survey data, historically the average Labor Day Weekend Jazz Party attendee makes the
following daily expenditures for him /herself:
Lodging: $150
Meals: $80
Retail: $75
Based on these expenditures, the Labor Day Weekend Jazz Party alone represents over $1,067,500 in
revenue to the Town of Vail, conservatively assuming attendance of 3,500. The Vail Jazz Foundation
paid approximately $20,000 in food and beverage revenue and almost $60,000 in room night revenue
to the host hotel, the Vail Marriott Mountain Resort & Spa in 2011. The economic impact of the
weekend event is clearly significant. For example, for the 2012 Labor Day Weekend Jazz Party, the
Marriott has sold out of our original room block and has 400 room night reservations on the books for
Jazz Party attendees as of June 10, 2012. As a result of the hotel’s anticipation to sell out, we have
partnered with neighboring lodges for spill-over reservations. Our marketing now reflects a robust
festival for a full 5 days (Thursday – Monday) over Labor Day Weekend, and we are seeing that our
guests are extending their visits to up to 6 or 7 days.
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The Vail Jazz Foundation 7
Data for the Jazz @ Vail Square series skews slightly younger and with more local, down valley and
part time residents. Lionshead restaurants attest to the spike in their business on Thursday nights
throughout the summer due to the jazz performances, as many guests who attend Jazz @ Vail Square
dine and shop nearby before and after the concert.
We are now working with RRC Associates, the Town’s survey professionals, to survey our guests at Jazz
@ The Market, Jazz @ Vail Square and Labor Day Weekend Party. We will have more data to present
after this summer’s Festival in 2012. Additionally, with the new programs for 2012, we anticipate that
Jazz Festival-related spending will increase dramatically. For example, by adding 13 performances at
Jazz @ Kelly Liken and Jazz After at Larkspur, we are offering additional opportunities for jazz
attendees to increase their spending in Vail. This trend will carry forward to 2013, as the events at
Kelly Liken and Larkspur become more established.
12. Who currently funds your organization?
The Vail Jazz Foundation runs a very lean operation. With one paid staff member and our unpaid
Chairman/Artistic Director, we operate very efficiently. We receive an enormous amount of in-kind
support from the Vail community and local businesses in the form of goods and services. The value of
these in-kind donations is estimated at $275,000 in 2013. If paying for these goods and services, our
budget would increase by nearly 30%.
We rely on tremendous support from our partners in order to create and present concerts and
educational programs. Local sponsors include: Alpine Bank, Alpine Party Rentals, Alpin Aire, The
Arrabelle, Colorado Mountain Express, Flyvail.com, Kelly Liken, KZYR – The Zephyr 97.7 FM, Larkspur
Restaurant, Lionshead Merchants Association, Rocky Mountain Reprographics, Town of Vail, United
Way of Eagle River Valley, Vail Daily, Vail Marriott Mountain Resort & Spa, Vail Farmers’ Market and
Art Show, Vail Resorts Echo, Vilar Performing Arts Center.
Our regional and national sponsors are instrumental in spreading the word about the Vail Jazz Festival
and Vail in particular. They include: Ella Fitzgerald Charitable Foundation, Hertz, KUVO-89.3 FM,
Mighty Fine Productions, New Amsterdam Vodka, The Jazz Cruise, Ravenscroft Pianos, William Hill
Estate Winery, Woods & Son Piano, Yamaha. Through The Jazz Cruise, we market Vail to 100,000 jazz
fans who are predisposed to travel for jazz events. The Jazz Cruise clientele compliments Vail’s target
audience in demographic profile.
We also have several hundred donors whose gifts range from $20 to $20,000.
13. Organization's mission statement:
The Vail Jazz Foundation, Inc. is a 501(c)(3) Colorado nonprofit corporation, incorporated in 1996 with
the mission of perpetuating jazz music through live performances that showcase the artistry and
talent of great jazz musicians, and through jazz education, with a focus on young musicians and
young audiences.
The Vail Jazz Festival is our primary vehicle to achieve our mission.
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The Vail Jazz Foundation 8
Although not funded by the Town of Vail grant, we would be remiss if we did not include mention of
our educational programs in this proposal. These programs are essential to our mission.
Education Programs
Jazz Goes to School
Since 1997, the VJF has presented, free of charge, Jazz Goes to School to all the 4th and 5th grade
students at 14 schools in Eagle County annually, including Vail’s two elementary schools – Red
Sandstone and Vail Mountain School. This unique jazz education program teaches over 1,100
students annually about jazz integrated with social studies through an interactive, four part
curriculum. The fourth and final session is a true jazz concert for all students at the Vilar Performing
Arts Center featuring the Jazz Goes to School Sextet, headed up by Tony Gulizia. Teachers are
provided with pre- and post-lesson plans to aid them in integrating this curriculum into their
classwork.
Vail Jazz Workshop
Since 1996, the VJF has presented the Vail Jazz Workshop, the pre-eminent education program for
promising young jazz musicians. Nearly two hundred young jazz musicians have attended the
Workshop in Vail. Alumni of the Workshop have achieved some of the highest honors available to jazz
musicians today, and their achievements are a testament to the quality of the Vail Jazz Workshop. The
Vail Jazz Workshop has brought the future leaders in jazz to Vail at a young and impressionable age.
As a side note: Each year, the 12 Workshop students live with Vail residents in their homes for their 10
day residency. This further engages Vail residents and part time residents with the Festival. The
experience is unforgettable for the students as well as for their host families.
If our grant proposal is approved by the Vail Town Council, we will recognize the Town of Vail as we do
for our highest level sponsors. The Town of Vail will receive the following benefits for the 19th Annual
Vail Jazz Festival in 2013:
Verbal stage recognition as Presenting Sponsor of Jazz @ Vail Square and Jazz @ The Market.
10 fully transferable Patron Passes to the Labor Day Weekend Party including Saturday’s
Dinner with the Artists.
4 Jazz Plus Passes, granting preferred seating at all Jazz @ Vail Square concerts plus admission
to Post Event Receptions.
Full page ad in the Vail Jazz Festival Program with distribution of 20,000.
Website listing and link.
Email marketing inclusion.
Press release inclusion.
Your collateral distributed at all venues throughout the summer.
Your banner displayed prominently at Jazz @ Vail Square and in the Marriott Grand Ballroom.
We will also do our best to accommodate the Town’s request for other benefits from the Vail Jazz Festival.
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The Vail Jazz Foundation 9
APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet for The Vail Jazz Foundation
Most Recent Completed Fiscal Year
October, 31, 2011
ASSETS
Cash in Bank $119,051
Merchandise $452
TOTAL ASSETS
$119,503
LIABILITIES
Payroll Tax Payable $1,535
Deposits & Prepaid Admissions $12,625
Loan Payable $24,567
TOTAL LIABILITIES
$38,727
NET WORTH $80,776
TOTAL LIABILITIES AND NET
WORTH $119,503
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The Vail Jazz Foundation 10
APPLICATION FOR TOWN OF VAIL FUNDING
Statement of Sources and Uses
THE VAIL JAZZ FOUNDATION, INC.
Current Fiscal Year Budget
Year Ending October 31, 2012
REVENUES
Admissions and Production Fees $129,100
Sponsorships/Program Ad Sales $48,000
Contributions $235,400
Fund Raiser $5,000
Merchandise Sales $15,250
Silent Auction $17,000
Other Fees $9,350
Interest $110
TOTAL REVENUES
$459,210
EXPENSES
JAZZ FESTIVAL
Artists & Production Expenses $242,910
Advertising/Marketing/P.R. $29,290
Allocated Administrative Overhead $50,000
SUBTOTAL
$322,200
EDUCATIONAL PROGRAMS
Jazz Goes to School $20,940
Vail Jazz Workshop $38,035
Allocated Administrative Overhead $18,500
SUBTOTAL
$77,475
ADMINISTRATIVE EXPENSES
Fundraising $5,000
Administration $54,535
SUBTOTAL
$59,535
TOTAL EXPENSES
$459,210
TOTAL REVENUES MINUS
EXPENSES
$0
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COLORADO SKI & SNOWBOARD MUSEUM AND HALL OF FAME @ VAIL
APPLICATION FOR TOWN OF VAIL FUNDING 2013
SUBMITTED JUNE 29, 2012 BY JAMIE DUKE, CHAIRMAN OF THE BOARD and ERICA LLOYD, CURATOR
231 S. Frontage Road East Vail, CO 81657
Phone 970-476-1876 Fax 970-476-1879 www.skimuseum.net skimuseum@gmail.com
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APPLICATION FOR TOWN OF VAIL FUNDING 2013
1. Name of organization: Colorado Ski & Snowboard Museum and Hall of Fame
2. Contact person: Erica G. Lloyd; Curator of Collections & Jamie Duke; Chairman of Board
3. Mailing address: 231 S. Frontage Road East, Vail, CO 81657
4. Telephone: 970-476-1876
5. E-mail address:skimuseum@gmail.com
6. Members and Titles of your governing board (Board of Directors):
Chairman: Jamie Duke
Vice Chairman: Diane Boyer
Treasurer: Kent Erickson
Secretary: Dean Ericson
Board Members: Hart Axley, Bob Beattie, Jim Bain,, Trent Bush, Linda Cain, Lynn Deutschman,
Andy Franklin, Jon Franklin, Melissa McLean Jory, David Kelly, John McMurtry, Dick Neal, Joy
Spring, Erik Steinberg, and Bill Tomcich
Advisory Members: Ludwig Kurz, Bob Parker, Martha Head, Bee Reichel, Larry Zimmer, Sandy
Treat, and John Meyer.
7. Amount of contribution requested:
Cash:
$90,000
In-Kind:
$9,000 rent subsidy
Office space for Museum 2-person staff in under utilized offices in the Vail Transportation
Center.
8. Organization fiscal year-end: April 30
9. Are your books audited? No, but our books are prepared with best practices for an annual audit.
10.How will the contribution be used?
The cash and in-kind contributions will be used to support the Colorado Ski and Snowboard Museum
and Hall of Fame (Museum) visitor’s educational, cultural, and entertainment experience, which,
according to the Town of Vail’s 1975 Colorado Centennial/Bi-Centennial Heritage project charter, is
to remain free of charge. The contribution request is less than $1.00 for each of the museums 100,000
annual visitors. Examined from another perspective, the contribution covers just 20% of the annual
expenses required to support a memorable visitor experience at the Museum. Expenses include
Museum hosts and tour guides, educational program delivery, research and curatorial functions,
collection stewardship, continuing to enhance interactive elements, and researching, designing, and
installing fresh exhibits such as our Roots of a Movement: The Colorado Snowboard Archive exhibit.
Special projects at the Museum continue to evolve; some are in the research stage, a few are in the
planning stage, and others are in the installation stage. The Museum is actively involved in the
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3
research, writing, and photo acquisition and digitization of history narratives for Vail’s 50th
Anniversary celebration. This work has resulted in the five-panel display on Vail’s history, recently
installed in the LionsHead Welcome Center, and is being incorporated into the Vail 50 years film,
produced by Roger Brown. Another Vail history exhibit, which is under development, will be
installed in the Vail Village Information Center. The 10th Mountain Division and its profound effect
on Vail’s creation is central to our programming. The Museum is working with Warren Miller
Entertainment to create a 60-minute documentary about the 10th Mountain Division with a unique
twist meant to inspire, educate, and entertain a younger audience. Pete Seibert’s grandson is one of
the featured athletes/film stars. The Museum oversees the highly esteemed Ski Hall of Fame and
manages the nomination, election and annual induction process. Many of Vail’s finest have been
recognized by the Ski Hall of Fame; this year Paul Testwuide and Toby Dawson will be inducted. In
comparison to other cultural and educational institutions, the Museum has a very small paid staff and
little administrative overhead. Nearly 90% of every contribution dollar goes directly to enhancing the
Museum experience for visitors. The requested contribution ensures that the rich skiing history and
heritage in Vail and the state of Colorado is preserved, and that this institution, borne out of the Town
of Vail, and which by design serves both Vail and the state of Colorado, continues to thrive.
Our Audience: 100,000 visitors from May 2011-April 2012, comprised of the following
components:
Vail Valley destination guests,U.S & International. Destination and international guests are our
largest percentage of daily visitors. These segments are especially interested in how skiing has
shaped Colorado and has given birth to Vail.
I-70 travelers. Highway signs and cultural tourism advertisements alert travelers that the state’s
Ski Museum is located in Vail. We host visitors daily who did not intend to stop in Vail until they
saw the highway sign; an inviting excuse to experience Vail. These spontaneous visitors spend
time at the Museum, and then go into Vail Village and LionsHead to dine and shop. Some end up
booking a hotel room for the night and some, due to their positive experience, plan to visit Vail
for their next vacation.
Neighboring county visitors. The Museum routinely attracts visitors within a 45-mile radius of
both Summit and Garfield counties. A museum experience is built into many vacationers’ travel
plans and our facility has become known as a great destination for nearby visitors.
Front Range visitors. Visitors from the Front Range, particularly those who entertain house
guests, make Vail their destination specifically to stop at the museum.
Eagle County students K-12. Students participate in field trips to the museum and lesson plans
are delivered to students in their classrooms and auditoriums.
Vail community members. With pride, community members bring friends and house guests to
the museum to enjoy our interactive exhibits and attend presentations.
Virtual visitors. Website, social media, and e-newsletters reach an astounding number of
individuals.
Researchers. Our extensive research library and collection is accessible to thousands of
researchers annually. We fulfill research requests and share our digital collection on a daily basis.
.
11.How does your request support item 1C of the contribution policy?
Thank you for giving the Museum board and staff an opportunity to explain why we feel strongly that an
increased contribution level for the Museum is both justified and responsible. The Museum, like the Betty
Ford Alpine Gardens (Gardens) and the Vail Recreation District facilities are Town of Vail assets, on Town
of Vail owned property, managed by non-profit boards. The Town of Vail had a hand in developing each of
these unique assets and so has an inherent responsibility to ensure that they continue to be properly managed
and funded. These treasured assets have been created and partially supported by the Town of Vail for the
enjoyment of Vail’s visitors and community members. Unlike many of the special events and truly
exceptional cultural offerings, these facilities are available to visitors and community members on a daily
basis.
The Museum and Gardens are unfortunately lumped into the same funding pool as Vail’s iconic events and
most successful foundations and non-profit organizations. These hallmark events and producers have a well-
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4
deserved reputation for excellence and their marketing reach, supported in part by Vail Local Marketing
District funding, is huge and very successful. The Museum and Gardens are no less impactful to the visitor
experience but, as smaller non-profit organizations, have limited resources to spend on marketing and public
awareness. The Museum and Garden “voices” are smaller in comparison and so their needs and positive
impacts are easily overlooked. A decision to provide increased funding for unique assets like the Museum
should not penalize Vail’s iconic and beloved events, nor vice versa. But, unfortunately, because funding
come from one funding pool, “Council Contributions,” this does inevitably happen.
By resolution, the Museum board has reconfirmed its commitment to serve as Vail’s Ski & Snowboard
Museum. It does not take this responsibility lightly and has allocated the majority of its resources to
supporting the Vail 50th Anniversary and planning for its unique ability to participate in the 2015
Championships by showing the world Vail’s ski history and heritage.
Museum Impact and Fulfillment of Vail’s Mission Statement
The Museum is one of the few educational and cultural amenities in Vail that is available, daily and
year-round, to visitors and residents. Our 100,000 annual guests leave the museum with knowledge of
the history and evolution of skiing and a strong foundation about how Vail came to be. We provide a
“sense of place” to visitors that connect them to both skiing and to Vail. We are recognized as the
authority in Colorado on ski and snowboard history and heritage. Our collection facility and research
library are unsurpassed in the world of ski history and we are an invaluable resource for those seeking
information by phone, on our extensive website, and at the museum facilities.
ROI
The Museum’s attendance grew this past winter when many visitors spent less time skiing during
their vacation, and is one of many activities that have weather-proofed the Vail vacation experience.
The Museum also has a lot of anecdotal evidence of visitors coming to Vail specifically to experience
the Museum, and of others who have added an overnight stay to ensure plenty of time to fully enjoy
the Museum’s galleries or presentations. With no admission fee, the Museum adds a sense of value to
the resort experience, adding to the positive intent to return ratings.
The ski company’s data indicates that an average destination guest spends $3,050 during their 5-day
vacation in Vail. A contribution of just under $1 for each museum visitor is an investment in
ensuring the destination guest’s experience is positive and therefore their vacation spending remains
at these high levels.
The economic benefits of the Museum, as described in Cultural Heritage Tourism studies, include
increased tax revenues, diversified local economy, quality of life benefits, building community pride,
and preservation of the community’s unique character. Hosting a museum is a powerful economic
tactic suggested in the 2005 report, “Economic Benefits of Historic Preservation in Colorado” by
Clarion Associates and BBC Research, in which they state,, “Ski resort towns that wish to attract
aging baby boomers, whose participation in skiing is diminishing, should look to historic sites and
museums as an important element in the package of ski alternatives.”
Cultural Heritage Tourism, including museum visitation, is the largest growing segment of tourism. As
stated on the National Trust for Historic Preservation website, “Perhaps the biggest benefit of cultural
heritage tourism is that opportunities increase for diversified economies, ways to prosper economically while
holding on to the characteristics that make communities special.”
Colorado Tourism Office research (Longwoods International, 2011 Report) shows that cultural activities
constitute 26% of guests "specific interests" during visits on a Colorado vacation (up from 22% in 2010).
The largest percentages of Colorado’s visitors are "touring" the state; of this market segment, 34% visit a
museum during their time in Colorado, according to the Colorado Tourism Office
(http://www.colorado.com/research).
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5
"Research shows that museums and cultural attractions are important to visitors; the Colorado Ski &
Snowboard Museum fills this niche in the Town of Vail and also adds a free attraction to our visitors, adding
a perceived value to their Vail vacation," said Chris Romer, Executive Director of the Vail Valley
Partnership, from the Chamber & Tourism Bureau
.
In conclusion, the Museum does not have a dedicated funding source, or an admission fee (and
according to the Town of Vail’s 1975 Colorado Centennial/Bi-Centennial Heritage project charter, is
to remain free of charge), in contrast to how many other communities have provided funding for their
local museums. For example, the Denver Metro area has the Scientific and Cultural Facilities District
tax, and Aspen, Breckenridge, and Telluride all have dedicated taxes earmarked for their museums.
Instead, the Museum relies on a small percentage of its overall funding needs from the Town of
Vail’s general fund and must actively seek a majority of its funding from outside of Vail, which is not
easy considering that the population of Vail enjoys the majority of the Museum’s benefit. An
increased level of funding by the Town of Vail will result in a stronger organization, less reliance on
fund raising, which will in turn allow the Museum to focus its staff, volunteer time, and efforts on
providing the best possible visitor experience and fulfilling its mission and responsibilities to both
Vail and the state of Colorado.
12. Who currently funds your organization (other governments, private donations, user fees, etc.)?
100,000 (and growing) annual museum visitors through voluntary donations and gift shop sales
Education program participants through admission fees
Community members through annual museum memberships
Hall of Fame members and individual donors
Vail Resorts Echo through cash donations, donation of golf course for charity golf tournament,
and silent auction items
Corporate Partners: Vail Daily, TV8, Outside TV, Altitude TV, eeF Productions, University of
Denver, Colorado Ski Country, Intrawest, Korbel and 1st Bank, among others, provide cash and
in-kind products and services
Charitable Foundations provide operating and project-specific restricted grants. During the last 12
months, the Museum has received project specific grants from the Tawani Foundation, Warren
Miller Entertainment and IMLS (Institute of Museum Library Sciences).
13. Organization's Mission Statement:
Since its founding in 1976, the Colorado Ski & Snowboard Museum has been passionately dedicated
to safeguarding the spirit and evolution of snow sports and their contribution to Colorado’s history.
We pledge to passionately preserve the legacy by using proper stewardship to care for our extensive
collection and by engaging the public through historical exhibits and interactive education programs.
Guiding Principles:
Preserving the history of the famed 10th Mountain Division that was instrumental in shaping
Colorado’s ski heritage
Honoring our sports’ innovators and achievers through our distinctive Hall of Fame
Maintaining an extensive Olympics collection which embodies the spirit and gravitas of this
great institution.
We invite the public, athletes, stakeholders, the curious – all like-minded individuals, to share our
passion for this great sport.
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6
COLORADO SKI & SNOWBOARD MUSEUM AND HALL OF FAME
BALANC SHEET
Apr 30, 12
ASSETS
Current Assets
Checking/Savings
1494 · Cash & cash equivalents
1105 · Operating Account 137,131.85
1115 · Cash Reserve Account 43,797.31
1140 · Artifact & Endowment Account 14,956.40
1170 · Register cash 300.00
1175 · Petty Cash 100.00
Total Checking/Savings 196,285.56
1310 · Accounts Receivable 2,248.34
Total 1300 · Accounts Receivable 2,248.34
Total Accounts Receivable 2,248.34
Other Current Assets
Employee Receivables 19.00
Other Currents Assets
1489 · Prepaid Expenses 1,063.69
1491 · Retail Inventory Asset 47,761.53
Total Other Currents Assets 48,825.22
Total Other Current Assets 48,844.22
Total Current Assets 247,378.12
Property, Equipment and Collection
1401 · Jacques Parker Art 40,000.00
Spirit of Olympic Champions Exhibit 105,127.51
1400 · Furniture & Fixtures 55,576.53
1402 · Accum. Depreciation -89,442.49
1403 · Accum Deprec - SOAC -105,127.51
Total Property, Equipment and Collection 6,134.04
TOTAL
ASSETS 253,512.16
LIABILITIES & EQUITY
Current Liabilities
Accounts Payable
1500 · Accounts Payable 7,711.33
Total Accounts Payable 7,711.33
Other Current Liability
2200 · Sales Tax Payable 903.91
Total Other Current Liability 903.91
Unearned Revenue 237.59
Total Other Current Liabilities 1,141.50
Total Current Liabilities 8,852.83
Total Liabilities 8,852.83
Equity
3900 · Retained Earnings 196,361.65
3902 · Temporarily Restricted RE 34,730.00
3903 · Permanently Restricted 580.00
Net Income 12,987.68
Total Equity 244,659.33
TOTAL LIABILITIES & EQUITY 253,512.16
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7
COLORADO SKI & SNOWBOARD MUSEUM AND HALL OF FAME
ANNUAL BUDGET
MAY 1, 2012- APRIL 30, 2013
Ordinary Income/Expense
Income
4092 · Photo/Media Use Revenue
Total 4200 · In-Kind Donations 8,000
Total 4032 · Hall of Fame Banquet 151,300
40321 · Golf Tournament 18,000
4030 · Event Income - New -
Total 4030 · Event Income 169,300
4041 · Contributions
4046.6 · Educational Program Income 2,500
4048.1 · Government Grants 62,000
4010 · Admissions Income -
4046 · Other Grants 25,500
4048 · Donations - Cash/CC 21,000
Total 4041 · Contributions 111,000
Total 4060 · Membership Income 71,600
Total 4070 · Retail Income 234,924
4090 · Receptions Income 4,200
4055 · HOF TV Program 32,000
Total 4095 · Other Income 142
Total Income 631,166
Cost of Events, TV Production & Retail
Total 6120 · Event Expenses 86,201
Total Cost Of HOF TV Production & Auction 7,800
Total 5000 · Retail Expenses 123,410
Total COS of Event, TV & Retail 217,411
Gross Profit 413,755
Expense
Collection Storage & Research Library (in Golden, CO) 26,809
Vail Museum Facility Expense 25,886
Vail Museum Admin & Marketing Expense 42,165
Vail Museum/HOF Host & Employee Expense 317,482
Total Expense 412,342
Net Ordinary Income 1,413
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CULTURAL SPONSORSHIP GRANT PROPOSAL
for the
TOWN OF VAIL
2013 VAIL INTERNATIONAL DANCE FESTIVAL
2013 GERALD R. FORD AMPHITHEATER
2013 US PRO CYCLING CHALLENGE
2015 FIS ALPINE WORLD SKI CHAMPIONSHIPS
2013 BIRDS OF PREY MEN’S & LADIES WORLD CUP
2013 AMERICAN SKI CLASSIC
2013 ATHLETE COMMISSION
2013 WINTER TEVA MOUNTAIN GAMES (IN KIND ONLY)
2013 SUMMER TEVA MOUNTAIN GAMES (IN KIND ONLY)
Presented by
THE VAIL VALLEY FOUNDATION
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APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: Vail Valley Foundation
2. Contact Person: Mike Imhof, Vice President of Sales and Operations
3. Mailing Address: PO Box 309, Vail, CO 81658
4. Telephone: 970-949-1999
5. Email address: mimhof@vvf.org
6. Members and titles of governing board:
Current Board Members
Judy Berkowitz
Marlene Boll
Erik Borgen
Jack Crosby
Andy Daly
Jack Eck
Bill Esrey
Tim Finchem
Ceil Folz, President
Harry Frampton
Peter Frechette
Steve Friedman
John Galvin
John Garnsey
Margie Gart
Bob Gary
George Gillett
Donna Giordano
Sheika Gramshammer
Marty Head
Mike Herman
Bobby Hernreich
Al Hubbard
Bill Hybl
Yvonne Jacobs
Chris Jarnot
Rob Katz
Kent Logan
Peter May
Brian Nolan
Eric Resnick
Doug Rippeto
Ken Schanzer
Mike Shannon
Stan Shuman
Rod Slifer
Ann Smead
Oscar Tang
Stew Turley
Betsy Wiegers
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Directors Emeritus
Adam Aron
Berry Craddock
Pepi Gramshammer
Steve Haber
Elaine Kelton
In Memoriam
President Gerald R. Ford
Jack Kemp
7. Amount of contribution requested: $898,500 and in-kind support of $118,800*.
8. Organization fiscal year-end: October 1, 2012 – September 30, 2013
9. Are your books audited: Yes – annually
10. How will the contribution be used: Please see attached information
11. How does your request support item 1C of the contribution policy: A positive,
sustained economic climate.
12. Who currently funds your organization (other governments, private donations, user
fees, etc.): Town of Vail, Town of Avon, Eagle County, Beaver Creek Resort Company,
private donations, ticket sales revenue (as non limiting examples ticket sales to
performances at the Vilar Performing Arts Center and tickets to attend Vail International
Dance Festival performances, corporate sponsorships with local, regional and national
companies (brands) As non limiting examples, Anheuser-Busch, Volvo, Teva, US Bank,
Lakota Guides and lastly, specific to the FIS World Alpine Ski Championships the
International Ski Federation.
13. Organization’s mission statement: To enhance and sustain the spirit of the Vail Valley by
providing leadership in athletic, cultural and educational endeavors. Vail Valley Foundation;
Inspiring Lives, Enriching Community.
*In Kind contributions to be determined by the Town of Vail and may not be applicable.
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STREET BEAT FREE WINTER CONCERT SERIES
PLEASE NOTE: The Valley Foundation has decided, in collaboration and collective agreement
with the Town of Vail and our key Corporate partners tied to Street Beat, to discontinue the Street
Beat event project. As such, Street Beat will not take place in Vail during the 2012-2013 winter-
season. The Vail Valley Foundation will not be requesting any funds from the Town of Vail for
Street Beat.
2013 STREET BEAT WINTER CONCERT SERIES GRANT REQUEST
The Vail Valley Foundation requests $0 cash and $0 in-kind.
The Vail Valley Foundation sincerely appreciates the support
the Town of Vail has provided towards Street Beat during the
11 years the event ran in Vail. THANK YOU!
2013 VAIL INTERNATIONAL DANCE FESTIVAL
JULY 30 – AUGUST 14, 2013
The Vail International Dance Festival is arguably one of the most successful and talked about
arts festivals in the United States and has consistently been featured in the New York Times
Arts & Entertainment section. Ticket sales records indicate that festival-goers are true
destination guests who are making a specific trip to Vail to attend this world renowned event.
Our research shows these guests represent at least 24 states.
Damian Woetzel, as the festivals Artistic Director, continues each year to out do the prior year in
terms of the caliber of performers, the breadth of the artistic styles represented and a festival that
truly entertains and provides a unique experience for all attendees. We consistently receive
tangible and positive feedback from guests (ticket buyers), performers, donors, sponsors, press
and industry experts as not just a player but a leader at the highest levels in the international
community of performing arts.
The Festival supports the development of young choreographers and annually commissions
new works to be world premiered in Vail, works that continue to live on in the repertories for
major dance companies. In addition, the Festival has become far larger than what transpires
within the Gerald R. Ford Amphitheater itself. A series of complimentary, informative and
educational Dance Dialogues and Vail Village fringe appearances add depth and increased
appreciation of the art form adding vibrant and surprising energy within the Town. 2013 will
mark the seventh year for Celebrate the Beat, a vehicle in which children discover their potential
by motivating them to believe in themselves, value artistic expression and develop a personal
standard of excellence.
GENERAL TOWN OF VAIL BENEFITS
The event will deliver 45,000,000 total media impressions.
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The event this summer / 2012, in an effort to provide value across all the villages of Vail,
has scheduled 4 street performances to happen in Lionhsead. This will continue in 2013 as
well.
Vail plays host to a festival which no longer is considered just a local or even Colorado
centric event but one that competes in caliber and stature on a world stage.
Added dimension to summer in Vail; more to experience, more to do, more reasons to make
Vail your summer destination.
Positions Vail as an international center of cultural arts at the highest level of excellence.
Independent surveys on destination visitation each year continue to reveal that 67% of
respondents claim they came to the area specifically for/because of the event and 73% had
lodging in the Town of Vail.
SILVER SPONSOR BENEFITS
Logo inclusion in all marketing and advertising initiatives
One (1) full page advertisement in the official Vail International Dance Program
Logo inclusion on performance / festival poster
Right to use the Vail International Dance Festival logo
Four (4) seats in Dress Circle for all performances at GRFA
Four (4) VIP tickets to attend the Vail International Dance Festival Gala
Four (4) invitations to all scheduled social functions
Class observation opportunities
2013 VAIL INTERNATIONAL DANCE FESTIVAL GRANT REQUEST
The Vail Valley Foundation kindly requests that the Town of Vail consider a $60,000 cash
contribution.
The 2013 season marks our 25th anniversary and we are prepared to celebrate it by
acknowledging our humble beginnings and paying tribute to Vail as the host of the Festival in a
video documentary.
The video is 28 minutes in length and based on performance footage and interviews
from the 2011 and 2012 seasons.
The video will air on Rocky Mountain PBS (RMPBS) later this year
(November/December) and again in the spring.
The focus of the video is to showcase Vail and why it is special to the Festival and the
dancers, how it came to be based in Vail and why a visit to Vail for the Festival is truly
the experience of a lifetime.
The additional grant funds requested will help produce and distribute the video.
The video will include iconic shots of Vail: Bridge Street, Gore Range, clock tower,
Lionshead gondola.
The video will reach over 99% of Colorado households
RMPS views are 68% more likely to attend a live performance and median household
income is $245,277 (slightly above the $241,464 market average.
* We would also like to request an interview from someone at the Town of Vail for the video. Whether it is
Andy Daly, Stan Zemler, Sybil Navas or yourself I will leave that to your discretion.
BUDGET IMPACT TO 2013 VAIL INTERNATIONAL DANCE FESTIVAL
Should the Town of Vail approve our request for $60,000, it shall account for 2.6% of our operating
expense budget. The Vail International Dance Festival continues to grow each year and we are
sincerely thankful for the annual Town of Vail support.
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Historically the Vail International Dance Festival has received $45,000 in frunds from the Town
of Vail; this year we respectfully request consideration for an additional $15,000 in funds to
support a project to promote the 25th Anniversary Season of the Vail International Dance
Festival.
GERALD R. FORD AMPHITHEATER
Summer Season 2013
Summer 2013 will mark the amphitheater’s 15th season. Locals and guests of all ages flock to
the theater for a diverse mix of entertainment. From the Hot Summer Nights series to Bravo!
Vail Valley Music Festival’s symphonies and hot performers like The Drew Emmitt Band, The
New York Philharmonic, Walker Williams, and The Dirty Dozen Brass Band, each summer, the
Gerald R Ford Amphitheater serves as the cultural and social centerpiece of the Vail Valley.
The Vail Valley Foundation always strives for top-tier performances. The 2013 summer season
shall be no exception with Bravo! Vail Valley Music Festival orchestras, Hot Summer Nights and
the Vail International Dance Festival as anchors for the 2013 amphitheater schedule.
In 2013, the Hot Summer Nights series will feature a minimum of nine performances from the
middle part of June to late August with an average spectator attendance per show of 3,000.
GENERAL TOWN OF VAIL BENEFITS
Amphitheater productions showcase Vail as a premier summer resort
Provides the major venue for performing artists and special events in Vail
Programming policy ensures performance variety for Vail audiences
Convention use for summer conferences, weddings, graduations and more
Unique venue and programming sets Vail apart from other mountain resorts
Vail’s unique and breathtaking outdoor venue receives national recognition and praise
Town Of Vail bars, restaurants, clothing, jewelry, etc all benefit from traffic pre and post
each performance keeping people in Town, engaged and having a wonderful time in Vail
SUPPORTER BENEFITS
Identification as major contributor in the building of the Gerald R. Ford Amphitheater
Four (4) reserved seats at all Gerald R. Ford Amphitheater productions
One (1) full page advertisement in the Vail Valley Summer Events Magazine
One (1) TOV branded (with Logo) flag pole banner placed at venue entrance
2013 GERALD R. FORD AMPHITHEATER GRANT REQUEST
The Vail Valley Foundation kindly requests the Town of Vail consider a $27,500 cash
contribution to help support a portion of the Hot Summer Nights series and services provided to
the community at the facility. We also ask for a $2,800 in-kind contribution for police presence
during Hot Summer Nights events.
BUDGET IMPACT TO 2013 GERALD R. FORD AMPHITHEATER
Should the Town of Vail approve our request for $27,500 it shall account for 4% of our operating
expense budget.
2013 AUGUST US PRO CYLCLING CHALLENGE (“USPCC)
The Vail Valley Foundation Understands that we requested, in our 2012 Town Of Vail grant request
$175,000 cash and $25,000 In Kind to support a Vail Stage or Stages within the 2012 US Pro
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Cycling Challenge. Unfortunately, the USPCC did not schedule a Tour stop in Vail for the 2012
Event. We have remained in contact with the USPCC and continue to push and encourage the
Tour owners to bring a USPCC stage back to Vail. As such, we are submitting a specific request
for funding in 2013 tied to the professional cycling event. This relatively new event is not owned
and managed by the Vail Valley Foundation (for example, like the Birds of Prey, American Ski
Classic or Teva Mountain Games) but an event where the VVF, in partnership with the greater
Eagle County Community and key players within the Town of Vail, would act as the LOC (Local
Organizing Committee) for the Event.
The US Pro Cycling Challenge is a 7 stage tour which has every intention of a long future in
Colorado. However, the Tour and the owners of the event itself may decide, as is their right, each
year to change the route or stages of the event and flow the pro cycling stages into different
communities every year. We feel confident that Vail, as an iconic locale within Colorado along with
Vail’s long history tied to the pro cycling (i.e. Coors Classic), has a very viable chance to again be a
stage in 2013. However, this is not guaranteed. To be prepared for this eventuality, we are
including this USPCC Event in our 2013 grant request to the Town of Vail.
FACTS AND FIGURES
The USPCC Time Trial stage which was held in Vail in August 2011 was a huge success for
Vail with significant media exposure, excellent onsite attendance and a solid economic
driver for the greater Vail community across; retail, restaurants and lodging
The event would be a UCI 2.1 level Pro Event to include Pro Tour Teams, National Teams,
Pro Continental Teams and Continental Teams
The event is currently planned as a Men’s Pro team competition and has proposed that a
women’s pro competition be added as well making it the only event of its kind in the world
The event stages held in Vail would draw tens of thousands of spectators and athletes to
the Valley allowing for tangible economic benefit across all Town of Vail businesses
Ceil Folz sits on the advisory board for this event ensuring Vail has a seat at this table both
now and in the years to come
Opportunity for ancillary community based events; i.e. a citizen’s ride, health and lifestyle
expo villages and concerts to name just a few, adding additional animation and value to the
exciting competitions
The demographics and psychographics are as true and compelling today as they were 2
years ago when the VVF tried valiantly to make a pro cycling event a reality
National and international television coverage
Total U.S. Cyclists 42.5 Million
More U.S. cyclists than skiers, golfers and tennis players combined
97.4% of U.S. Road Cyclists Own Bikes with an Average Bike Price Over $3,000
17 Million Bicycles Sold in the U.S. Every Year
87% Between the Ages of 18-44
60% Male, 40% Female
63% are Professionals
92% Have Attended College
41% Have Post Graduate Degrees or Studies
Affluent – Median Income $87,400
TOWN OF VAIL BENEFITS
The opportunity for Vail to be an iconic stop (stages) within the Event
Spectator attendance within Vail to rival the glory days of the Coors Classic; the 2011 Time
Trial Stage conservatively saw 25,000 spectators for the 1 day event
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Exposure within the international TV coverage as well as up to 2 hours of live coverage of
the Vail stage
VIP access to be mutually agreed to between Town and VVF
The two largest events Vail hosts in any given year as a perfect bookend to summer. The
Teva Mountain Games would open up the summer season and US Pro Cycling Challenge
would usher in summer’s close
Town of Vail would receive logo placement rights, marketing use rights and promotional
rights within the scope and limitations granted to the Local Organizer.
A further differentiator for Vail for consumers who are choosing where to spend their limited
and precious summer vacation time.
2013 PRO CYCLING CHALLENGE GRANT REQUEST
The Vail Valley Foundation kindly requests the Town of Vail consider a $175,000 cash
contribution and a $50,000 in-kind contribution for police, public works, fire and general
Town Of Vail year-round full time staff labor. The above cash request is the same
amount as the Town of Vail granted for the actual 2011 event. The In Kind request of
$50,000 is an increased amount ($25,000 more) from the In Kind Town Of Vail granted
for the 2011 Event. The increased In Kind request is based upon the actual sum of In
Kind provided by Town Of Vail for the 2011 Event.
2015 FIS ALPINE WORLD SKI CHAMPIONSHIPS
GENERAL 2015 FINANCIAL SUPPORT
The world will return to Vail for the third time in February 2015 for the FIS Alpine World Ski
Championships. Per the Vail Valley Foundation’s Presentations to the Town of Vail since we were
granted the 2015 Championships in June 2010 and regarding the overall economic benefits of the
2015 Championships, we are including in this 2013 annual grant request the portion (one fifth) of
the total general funding the Town of Vail has already approved for the 2015 FIS Alpine World Ski
Championships which is $1,250,000 to be paid over 5 years in equal installments of 250,000 per
year. We respectfully ask the Town of Vail in 2013 to provide $250,000 to the Vail Valley
Foundation specific to the overall 2015 funding support.
ADDITIONAL FINANCIAL SUPPORT SPECIFIC TO THE NATIONS TEAM EVENT
In addition to the above, the Vail Valley Foundation and Town of Vail have agreed to hold the
Nations Team Event in Vail (Golden Peak) during the 2015 Championships. Per the agreement
between the Town of Vail and Vail Valley Foundation, the Nations Team Event will cost the 2015
Organizer an additional $1,500,000. The Town of Vail has agreed to cover this incremental
expense tied to the running / hosting of the Nations Team Event in Vail. The Vail Valley
Foundation respectfully requests from the Town of Vail, $375,000 in 2013 which is one quarter
(25%) of the total $1,500,000.
The $1,250,000 in overall 2015 support and the $1,500,000 in support specific to the Nations
Teams Event in 2015 accounts for approximately 4.5% of the total 2015 operating budget.
DECEMBER 7 & 8 AND DECEMBER 14 & 15, 2013 MEN’S AND LADIES BIRDS OF PREY
WORLD CUP, BEAVER CREEK, COLORADO
Each December, the world descends on the Vail Valley to watch the only Men’s Alpine World
Cup event in USA. The Birds of Prey sees over 20,000 people onsite over three days and the
world truly watches as the domestic and international television exposure reaches over 100
million international households live in prime time. Plus, here in the domestic USA, 1 hour on
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NBC Sports, 4 additional hours of coverage on NBC Sports Net and additional airings on
Universal Sports. In December 2013, we are very fortunate to be able to host both the Men and
Ladies for 2 solid weekends back to back for Men and Ladies World Cup racing.
SPONSOR BENEFITS
Town of Vail logo to be placed on the official website as a supporting partner at
www.bcworldcup.com.
A quantity of VIP credentials (enough for each TOV council member and select TOV
staff). Final quantity shall be discussed and mutually agreed to by both Town of Vail and
Vail Valley Foundation to allow access to the VIP area within the event venue.
Credentials will be valid for both the Men’s ad Ladies World Cup races.
Four (4) invitations to the celebrated tradition of Dinner Before The Downhill held in
Beaver Creek.
2013 BIRDS OF PREY GRANT REQUEST
Each year as the World Cup continues to grow and draw a larger audience, the need to transport
these consumers to and from the event becomes more and more of a logistical challenge and
expense. In 2013, transportation will be especially needed as we have two full World Cups back to
back as well as the need to transport select guests from Vail based hotels into the Beaver Creek
race venue. We respectfully request the Town of Vail to consider an increased in kind contribution
of Twenty-Six Thousand Dollars ($26,000) to be used towards use of Town of Vail buses and
drivers (labor) during the 2013 Birds of Prey event weekends.
2013 AMERICAN SKI CLASSIC
The American Ski Classic draws to Vail legendary Olympic and World Cup athletes, celebrities
of TV, Sports, News and Politics and corporate clients looking for money-cannot-buy client
entertainment. The American Ski Classic is the longest standing, most recognized and most
successful celebration of the sport of ski racing in the world. Its longevity (March 2013 will be
our 31th anniversary) is a testament to both the desire to support our heritage and to celebrate
both the legends of our youth and our youth of today who will be the next heroes of ski racing.
A critical part of the March 2013 event will be the continued growth and support of the Conway
Community Cup races and the new and exciting Battle Of The Legends Relay competition.
The Community Cup, named the Conway Cup after long time local and ski racing fan Dan
Conway, launched its inaugural year in March 2010. The community cup was, by all measures,
a huge success and we expect it to continue to grow each year. The Conway Community Cup
invites our local community to create their own 4 person team for a nominal fee per person.
These teams will go head to head to determine who will be granted full complimentary access to
and entry in the Ford Cup and American Ski Classic festivities. It is a great day of racing and fun
followed by a party for all.
FACTS AND FIGURES
• Vail, Colorado Wednesday March 21 Sunday March 25, 2013
• Highly Affluent – Avg. HHI of $200k, Material Percentage Make $1mm+. ASC event
guests have proven year in and year out that they spend incremental dollars throughout
Vail in restaurants, galleries, jewelry, real estate, clothing, hotels and ski shops.
• 60-minute nationally syndicated TV show reaches no less than 80 million US
households. Over 75 percent of stations syndicating the event telecast are network
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affiliates; 25% are cable providers (multiple re-airs). Telecast provides Vail with
conservative impression reach of 10,000,000 +.
• Advertising for the event combines local print, radio and TV, email blasts and select
International web based campaigns.
• 60/40 Male-Female Gender Split
• SVP, EVP and C Level Executives
• They Lead Active Lives – 74% Exercise Regularly
• Travel Frequently for Business and Pleasure
• 75% are age 34 to 65 and return each year to vail a minimum of 3 times both for the
event and as destination guests of the resort.
• Event attendees are 80% destination guests (outside of Colorado) with 20% local and
Front Range.
2013 AMERICAN SKI CLASSIC GRANT REQUEST
American Ski Classic is a Brand of its own. The success year in year out is a tribute to our
industry, the love of the sport and the love of the experiences one has while spending time in Vail.
In the last few years the funding for American Ski Classic has been $5,000 cash and $3,000 In
Kind (used for parking vouchers in Village structure). We respectfully ask the Town of Vail to
consider an increased amount of funding in 2013; $20,000 cash and $3,000 in kind. Should our
request for $20,000 be approved it will account for 1.3% of our proposed 2013 operating expense
budget. In 2012 we added in a new, highly spectator friendly competition called the Battle of the
Legends. In 2013, we plan to evolve this new concept even more and place additional marketing
efforts behind it to bring crowds into Vail (Golden Peak) to watch this fast and exciting competition.
SPONSOR BENEFITS BASED ON TOWN OF VAIL FUDING EVENT AT $20,000
The investment requested below by VVF does not include use of the Two VVF
Medallions. We thank you for the cash and in kind support planned for 2013 across
multiple VVF initiatives which sufficiently cover our allocation of the two Medallions to
Town of Vail.
TOV to receive eighteen (18) VIP credentials valid for skiing at Vail or Beaver Creek and
unlimited access to all VIP areas during the Event
TOV to receive eight (8) VIP gift bags at the Event.
TOV to receive eighteen (18) invitations to Event Welcome Party on Thursday March 21,
2013.
TOV to receive Eighteen (18) invitations to Gorsuch Tea Dance during Event (Friday
March 22).
TOV name/logo inclusion (listing as a sponsor) on all appropriate marketing, advertising,
web and PR initiatives tied to the Event.
Four (4) Town of Vail banners placed in visible locations within the Event venue.
One (1) Town Of Vail branded race team (this is for bib branding and PA only).
Two (2) Ford Cup race team spots
WINTER TEVA MOUNTAIN GAMES
February 8-10, 2013 will usher in year 2 of this new and exciting “sister” to the highly successful
Summer Mountain Games. Winter Mountain Games mission is Athletes, Arts, Music, Mountains
and covers both a broad range of human powered athletic competitions along with art, live
music, film and parties each driving attendance and needed economic upswing to the Vail
Community during a weekend in February which is historically slow.
Per the new Town of Vail (Town Council) grant application request guidelines, we are including
in this grant request just the In Kind support we are requesting from the Town of Vail. Our
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normal CSE request for funds will continue as per normal for any cash contribution request we
will be asking for tied to Winter Teva Mountain Games.
The Vail Valley Foundation respectfully asks the Town of Vail to consider an In Kind contribution
of $12,000 for the 2013 Event to be used for parking vouchers (we expect in 2013 to use $3,500
of the $12,000 total In Kind being requested for parking vouchers), extra duty police coverage
public works, use of the Lionshead Welcome Center for Event Registration and event fees.
PLEASE NOTE: The Town of Vail is considered a key stakeholder in the Winter Mountain
Games event and, tied to the cash request Vail valley Foundation makes to the CSE, the Town
of Vail receives detailed marketing, attendance and overall economic ROI information across all
aspects of the event along with specific branding and hospitality rights and benefits to be
received by the Town of Vail in exchange for its support.
SUMMER TEVA MOUNTAIN GAMES
The largest, most successful mountain based mulit-sports, music and lifestyle celebration
arguably in the world. At this time, our final research for the 2012 Mountain Games is not yet
known but we are confident we will see approximately 10% growth in each of the key areas of
success measurement; spectator attendance, athlete registration, sponsor satisfaction and
overall positive economic impact for Vail. Per the new Town of Vail (Town Council) grant
application request guidelines, we are including in this grant request just the In Kind support we
are requesting from the Town of Vail. Our normal CSE request for funds process will continue
as per normal for any cash contribution request we will be asking for tied to Winter Teva
Mountain Games.
The Vail Valley Foundation respectfully asks the Town of Vail to consider an In Kind contribution
of $25,000 for the 2013 Event to be used for extra duty police coverage, public works event
assistance to include but not limited to, trash clean up, transportation of free ride bike features
to and from event, water meter usage, sand bag distribution to and from event, world cup
climbing wall ballast, event half marathon bus/shuttle support and event fees.
PLEASE NOTE: The Town of Vail is considered a key stakeholder in the Summer Mountain
Games event and, tied to the cash request Vail valley Foundation makes to the CSE, the Town
of Vail receives detailed marketing, attendance and overall economic ROI information across all
aspects of the event along with specific branding and hospitality rights and benefits to be
received by the Town of Vail in exchange for its support.
APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: Vail Valley Athlete Commission
2. Contact person: Mike Imhof
3. Mailing address: P.O. Box 309, Vail, CO 81658
4. Telephone: (970) 949-1999
5. Email: mimhof@vvf.org
6. Members and Titles of your governing board:
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Mike Imhof Vail Valley Foundation
Pam Brandmeyer Town of Vail
Doug Lovell Vail Resorts
Tim Baker Beaver Creek Resort Company
7. Amount of contribution requested: $6,000
8. Organization fiscal year-end: Calendar Year January 1-December 31
9. Are your books audited? YES
10. How will the contribution be used? Please see below.
The Athlete Commission provides financial support to the young
individual athletes of our valley so that they might go out into the
international world of competition and chase their dreams. Each year we
fund both fledgling international athletes as well as those who have reached
the highest ranks. The recipients come from every sport and every part of
our valley.
The number of applicants has been steadily growing every
year. However, the amount of available funds has not increased at the same
rate. It is our intent to increase the amount of funding from each partner to
meet the needs of deserving athletes.
11. How does your request support item 1C of the contribution policy?
Funding from the Athlete Commission benefits the entire
community of Vail by providing an opportunity for local athletes to
represent this community in an international arena thereby gaining
exposure and awareness of our premier mountain resort. The
commission hopes to honor those athletes that in turn honor their
community. Whenever possible, representation of a community logo
is expected and greatly appreciated. As winner of the women’s
World Cup Alpine overall Lindsey Vonn generated tremendous
international awareness of Vail. Along with Toby Dawson and Sarah
Schleper, Lindsey Vonn received financial support for many years
from the Athlete Commission. The future health of our community
will be enhanced by providing opportunities for advancement of
deserving athletes wishing to pursue their athletic dreams.
12. Who currently funds your organization (other governments, private donations,
user fees, etc.)?
Historically, the commission has consists of four funding partners:
Town of Vail, Vail Resorts, Inc., Beaver Creek Resort Company
and the Vail Valley Foundation.
13. Organization's mission statement:
Local Pepi Gramshammer originally conceived the idea for the
Athlete Commission as a method for the community to provide
financial support for the Valley’s deserving athletes. The program
supports those athletes participating in international competitions.
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10/1/10-9/30/11 Vail Valley Foundation Financial Overview
Revenue Source Total Amount Percentage of Budget
Individual Contributions 6,877,813 36%
Sponsorships 4,258,645 22%
In Kind Contributions 3,080,761 16%
Government Support 1,494,175 8%
Ticket Sales and Fees 2,806,641 15%
Other Contributions 684,692 4%
TOTAL REVENUES 19,202,727 100%
Expenses Total Amount Percentage of Budget
Athletic Event Programming 6,482,183 35%
American Ski Classic
Teva Mountain Games
World Cup Ski Races
Winter Teva Mountain Games
US Pro Cycling Challenge
Cultural Programming 2,705,029 14%
Gerald R. Ford Amphitheater
Hot Summer Nights
Streetbeat
Dance Festival
Vilar Programming 4,130,865 22%
General and Administrative 2,058,856 11%
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Membership 1,376,616 8%
Education and Grants 1,775,904 9%
Other 258,228 1%
TOTAL EXPENSES 18,767,681 100%
APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet
As of 9/30/2011 As of 9/30/2010
Assets: 32,956,175 31,468,216
Total Assets: 32,956,175 31,468,216
Liabilities: 11,747,138 8,281,385
Total Liabilities: 11,747,138 8,281,385
Net Assets: 21,209,037 23,186,831
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February 27 – March 3, 2013
2012 Application for
Town of Vail Funding
Applied 5/30/2012 by:
12 Vail Rd. Suite 500, Vail, CO 81657
(970) 476-6797
www.gohighline.com
APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: Highline Sports & Entertainment, Inc.
2. Contact persons: James Deighan
3. Mailing address: 12 Vail Road, Suite 500, Vail, CO 81657
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4. Office Telephone: 970/476-6797 x102
Cell Phone: 970/331-5312
Fax: 970/476-6890
5. E-mail address: jamesd@gohighline.com
Website: www.gohighline.com
6. Members and Titles of your governing board:
Highline Sports & Entertainment, Inc.
• Jeff Brausch, Partner
• James Deighan, Partner
• Carolyn Coyne, Partner
• Kelli Brausch, CFO
Cross Community Working Team
• Jeff Brausch, Highline Sports & Entertainment, Inc.
• James Deighan, Highline Sports & Entertainment, Inc.
• Carolyn Coyne, Highline Sports & Entertainment, Inc.
• Chris Dolan, Highline Sports & Entertainment, Inc.
• Greg Schwartz, Highline Sports & Entertainment, Inc.
• Peggy Wolfe, Highline Sports & Entertainment, Inc.
• Katie Tille, Highline Sports & Entertainment, Inc.
• Adam Sutner, Vail Resorts
• Bryan Rooney, Vail Resorts
7. Amount of contribution requested: $500,000
8. Organization fiscal year-end: December 31st
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 international marketing
and PR as well as actual event activation for the 2013 US Open of Snowboarding
Championships. The funding will contribute to a comprehensive marketing platform that
will have international reach and continue to build the world-class image of Vail.
Funds will be applied to the following components:
• Comprehensive marketing plan
• Event infrastructure
• Staffing
• Hospitality
• Event VIP support
• Transportation
• Concerts / Festivals
• Eco-friendly support
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.
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The US Open of Snowboarding Championships will directly benefit the entire community
of Vail and help carry out the Town Council’s mission in a number of ways. The event will
bring comparable benefits to the town such as past major events including, but not limited
to the 1989 and 1999 Alpine World Championships, Teva Mountain Games, and most
recently the US Pro Cycling Challenge. The US Open is certain to the global attention to Vail
and the Vail Valley. For the past 30 years, the US Open has drawn a large amount of visitors
as well as worldwide impressions which in-turn drive future visits. Research that was
recently conducted by Vail Resorts through guest intercepts at Snow Daze and Spring Back
to Vail have shown that these type of events:
• They add value to the guest experience
• Visitors have a more favorable opinion of Vail
• High guests satisfaction”
• Strong intent to return
12. Who currently funds your organization (other governments, private donations, user fees,
etc.)?
Vail Resorts, Burton Snowboards, and corporate sponsors – MINI, T-Mobile, PepsiCO, etc..
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
to ethical excellence… not only to complete client satisfaction- but beyond all expectations!
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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
Current 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
NET WORTH $1,418,036
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APPENDIX A – Town of Vail Benefits
A brief description of the estimated benefits to the Town of Vail, including an estimated
number of incremental room nights and increased spending generated by the Burton US Open
of Snowboarding.
Estimated Incremental Room Nights and Revenue Generated by the 2013 Burton US Open of
Snowboarding.
2013 Estimated Incremental Spending
Incremental Room Nights
Estimated event attendance: 50,000
Those who came just for the event: 60%
Those staying in Town of Vail lodging: 50%
Average nights stay in Vail: 3
Total Incremental Room Nights: 30,000 (2ppl/room)
*Lodging estimates are based on three week, two week, one-week 5-day,
4-day, 3-day, 2-day stays.
Incremental Spending
Estimated attendance per day: 12,500
Average amount spent: $200
Event Days: 4
Total Incremental Spending: $10,000,000
Incremental Lodging Revenues
Average lodging price per night: $250
Incremental room nights: 30,000
Subtotal spent on lodging: $7,500,000
Number of days in Vail not for event: 1.0
Number of people staying additional days: 5,000
Average amount spent per day: $200
Subtotal spent on non-event days: $1,000,000
Total Estimated Incremental Spending: $18,500,000
What return on investment should the Town of Vail expect from the US Open of
snowboarding?
2012 Town of Vail Estimated Return on Investment
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Town of Vail Investment $500,000
Total Value of Media, Public Relations and Event Related Impressions
for a top-tier Presenting Sponsor (such as the Town of Vail)
(measured by Event Industry-accepted means). This number is based
on the projected PR and marketing for this event and estimates from
this event last year and other similar events. $7,000,000
Return on Investment through Media, PR and
Event Related Impressions alone: 14-to-1
Estimated Incremental Room Nights Generated 30,000
Estimated Incremental Spending Generated $18,500,000
Estimated Tax Receipts (Sales - 4%, Lodging-4%) $740,000
Estimated Parking Receipts $75,000
Total Town of Vail Receipts $815,000
Return on Investment through Incremental Spending in the Town of Vail: 63%
APPENDIX B – Event Budget
2013 US Open Budget: EXPENSES
Marketing $79,400
Social Media Campaign $ 20,000
Print Ads $ 5,000
Radio Ads $ 12,400
Music Licensing $ 2,000
TTR Fees $ 40,000
Production $876,500
Event Collateral $ 63,300
Signage $ 60,000
On-Site Activation $ 59,700
Party Production and Talent $ 171,000
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Speedrail Fencing $ 30,000
Event Infrastructure $ 18,500
Event Staff $ 55,800
Shipping $ 5,000
Apparel / Backpacks $ 71,200
Prize Money $ 342,000
Mountain Expenses $109,800
Storage $ 1,000
Porta Potties $ 1,500
Storage Containers $ 4,500
Bicycle Barricade $ 5,800
Chemicals $ 2,000
Conduit $ 2,500
Equipment Rentals $ 2,600
Trash $ 1,400
Electricians $ 5,700
Diesel / Propane $ 40,700
Shuttles / Drivers $ 10,900
Internet Charges $ 4,200
Office Supplies / Equipment $ 2,000
Miscellaneous Resort Expenses $ 25,000
Snow Park Technologies $236,000
SPT Service Fee $ 129,000
Rail Build $ 40,000
Freecat Rental (2) $ 27,500
Zaugg Rental $ 17,000
Winch Cat Rental $ 22,500
Contract Labor / Infrastructure $889,000
Registration and Scoring $ 36,000
Tents $ 70,000
Sound $ 69,500
Jumbotron $ 55,000
Lighting $ 56,000
Stage $ 20,000
Security $ 66,600
Scaffolding $ 85,000
Office Trailers $ 25,600
Generators $ 27,400
Radios $ 18,400
Medical Consultation $ 12,000
Rider Shuttles $ 9,000
Event Production $ 338,500
Travel / Lodging / Meals $548,300
Catering / Meals / Hospitality $ 159,800
Lodging $ 350,000
Travel $ 38,500
TV / Webcast $802,000
Television Production $ 457,000
Television Time Buy $ 250,000
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Webcast Production $ 80,000
TV/Webcast Satellite $ 15,000
Total Expenses: $3,541,000
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EagleValleyLandTrustApplicationforTownofVailFunding
1.Nameoforganization:EagleValleyLandTrust(EVLT)
2.Contactperson:KaraHeide,ExecutiveDirector
3.Mailingaddress:POBox3016;Edwards,CO81632
4.Telephone:9707487654
5.Emailaddress:kara@evlt.org
6.MembersandTitlesofyourgoverningboard:
Dr.TomSteinberg,PresidentEmeritusStanCope,BoardMember
DanGodec,PresidentEllenEaton,BoardMember
TomEdwards,VicePresidentKentErickson,BoardMember
Dr.SteveConlin,SecretaryKipGates,BoardMember
SteveTurner,TreasurerAlexIskenderian,BoardMember
LarryAgneberg,BoardMemberFrankNavarro,BoardMember
Dr.AdriannaBombard,BoardMemberKimberlyRowland,BoardMember
DavidSmith,BoardMemberBobWarner,BoardMember
7.Amountofcontributionrequested:
MonitoringandStewardship$2,500
CommunityEducationandAwareness$1,500
EVLTadministrationofprograms$1,000
TownofVailParkingPassforEverGreenBallSilentAuctionInKind
Total$5,000
Inaddition,werequestaninkinddonationfortheusageofDonovanPavilionSaturday,December1st,2012for
aneducationaleventpresentedbyEVLT.
8.Organizationfiscalyearend:December31st
9.Areyourbooksaudited?Yes.AuditsareperformedannuallybyMcMahanandAssociates.
10.Howwillthecontributionbeused?:EVLTholds5separateconservationeasementswithintheTownofVail
boundariesandischargedwithannuallyinspecting,monitoringandstewardingtheeasementstoensurethe
conservationvaluesofthelandremainunspoiledyearafteryear.Ourgrantrequestwillbeusedtoaccomplish
thisinspection,monitoringandstewardshipprocess,andtopromotetheuseofthepublicconservation
easementsbyTownofVailresidentsandguests.
EVLT’sannualmonitoringeffortcoversover25acresintheTownofVailandover6,500acrescountywide.The
MeadowCreek,BuffehrCreek,Ptarmigan,andEastVailWaterfallconservationeasementsarevitalpublicaccess
pointstoUSForestServicelandfortheVailcommunity.ThePtarmiganConservationEasementprotectsthe
trailheadoftheVailNorthTrailwhereastheEastVailWaterfallConservationEasementensurespublicaccessto
thewaterfallandprotectsthewaterrights,makingsurethewaterfallwillalwaysflow.Duringourmonitoring
andstewardshipvisitswemakekeymeasurementsandobservations,takephotosandnoteanyissuesof
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EagleValleyLandTrustApplicationforTownofVailFunding
concernthatmightnegativelyimpacttheconservationvaluesoftheland.Byidentifyingpotentialissuesearly,
EVLTisprotectingtheinvestmenttheTownofVailhasalreadymadeintheseproperties.
EVLThasanextensivepubliceducationandawarenesscampaigntopromotethepublicaccessconservation
easementsweholdandtorecognizethecommunityleaderswhohavetheforesighttoconservelocalland.
Manyofourconservationeasementsaddtothemountainexperiencebyprotectinglandrightonthevalleyfloor
andourconservationeasementsintheTownofVailarenodifferent.BypromotingtheTownofVail’spublic
accessconservationeasements,EVLTishelpingtodrivevisitorstotheTownofVailand,moreimportantly,
gettingthemoutsidetheirhotelrooms,experiencingallthetownhastoofferanddrivingthelocaleconomy.
EVLThasamonthlycolumnintheVailDaily(ourMarchcolumnfeaturedtheEastVailWaterfallconservation
easement),amonthlyenewsletterwithover3,000subscribers,TVspotsonlocalPublicAccess5,TV8andECO
17aswellasnumeroussignatureeventslikeYogaforLand,FamilyFunDays,EdFestandourannualgalaevent,
TheEverGreenBall.Thecommunityeducationandawarenessportionofourgrantrequestwillsupportthese
existingeffortsandallowustoreachmoremembersofthecommunity.
EVLTiscurrentlyplanningtohostaneveningwithdecoratedrockymountainphotographer,JohnFielder,to
unveilhisnewbookcapturingthebeautyoflandprotectedbyGreatOutdoorsColorado(GOCO)funding.This
eveningwillfeaturebeautifulmusicandphotography,focusedontheVailValley.Wearecurrentlysearchingfor
avenueandbelieveDonovanPavilionwouldbetheperfectlocationtohostthisevent.Bygrantingusthespace
asaninkinddonation,theTownofVailwillbothbringagreateventtothetownandsupportthemissionofthe
EagleValleyLandTrust.
11.Howdoesyourrequestsupportitem1Cofthecontributionpolicy?:Theexistenceofpublichikingtrailsand
scenicviewswithinwalkingdistanceofresidents’housesandguests’lodgingaccommodationsdirectly
contributestotheTownofVail’sresortcultureandlifestyle.TheEastVailWaterfallbringsiceclimbersinthe
winterandnaturesloversinthesummertoVail.AllofthepublicconservationeasementsheldbyEVLTinVail
contributetotheresortcultureandprovideVail’sresidentsandguestswithrecreationalopportunities,scenic
vistasandaccesspointstootherpublicland.
12.Whocurrentlyfundsyourorganization(othergovernments,privatedonations,userfees,etc.)?:EVLThasover
325privatedonorswhocontributetoourmissionannually.EVLTisalsosupportedbynumerousVailValley
businessesincludingFirstBank,RANelsonandAssociates,VailResortsEcho,AssociatesIIIInteriorDesign,Beaver
CreekResortCompany,Tunnel23Concepts,CrazyMountainBrewingCompany,VailDaily,Whattodo,NRC365,
RevolutionPowerYogaandHighCountryKombucha.EVLTappliesoftenforrelevantgrantswhenavailableand
inthepasthassecuredgrantsfromGreatOutdoorsColorado(GOCO),ColoradoCoalitionofLandTrusts,the
LandTrustAlliance,GatesFamilyFoundation,TaxCreditConnectionsInc.,andnumerousfamilyfoundations.
13.Organization'smissionstatement:ThemissionoftheEagleValleyLandTrustistopreserveforeverourscenic
vistas,openspaces,historiclands,waterwaysandwildlifehabitatthatrepresenttheuniquenessofEagleCounty
fortheenjoyment,educationandbenefitofallpeoplewhoexperiencethisspecialplace.TheEagleValleyLand
TrustsaveslandforthepeopleofEagleCounty.Wepreservethecharacterofourcommunityoneacreata
time.
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Eagle Valley Land Trust28-Jun-12
Statement of Revenues and Expenditures
2011 Actual Unaudited, 2012 Budget and Year to Date Through April 30, 2012
2011YTD2012
UnauditedActual ThruAdopted2012 Budget
Actual30-Apr-12BudgetAssumptions
Unrestricted Funds - General Fund
Revenues
Individual Contributions134,9858,284225,000
See comments on master budget
document.
Corporate Contributions3,905010,000
Board Contributions33,60010,50050,000
Grants7,0005005,000
Investment Income
Realized Gains/(Losses)00
Unrealized Gains/(Losses)00
Interest Income00
Special Events
Evergreen Ball58,834075,000
Community Campout00
In-Kind (non-cash) Donations - Special Events51,8500
Other Special Events4,35005,000
Other Revenues1030
In-Kind (non-cash) Donations6,8986007,000
Net Assets Released from Restriction00
Total Revenues301,52519,884377,000
Expenditures
Accounting13,97432515,000
Advertising6211,2756,000
Auto Mileage(Non Travel Related)796951,000
Bad Debt Expense000
Bank Service Charges10333100
Brokerage Ticket Charges000
Computer Repairs & Maintenance44801,200
Consulting001,000
Contract Services14,84300
Credit Card Expense7121371,500
Insurance - D&O/Liability/Work Comp4,4824104,500
Legal Fees002,500
Licenses & Permits8601611,500
Meals(Non Travel Related)1,1394612,000
Membership Dues & Subscriptions3,8173504,000
Office Supplies & Equipment5,0521353,000
Postage - Mailing & Delivery8061,0931,000
Printing & Reproduction3,0632,2393,000
Rent - Office8,4002,8008,400
Salaries & Benefits172,44077,441250,000
Eagle Valley Land Trust
Statement of Revenues and Expenditures
2011 Actual Unaudited, 2012 Budget and Year to Date Through April 30, 2012
2011YTD2012
UnauditedActual ThruAdopted2012 Budget
Actual30-Apr-12BudgetAssumptions
Seminars & Classes3,0963153,500
Special Events32,8031,37037,500
Telephone & Internet7162211,500
Travel2503,000
Expense Reallocation(103,440)00
In-Kind Offset (non-cash)58,74807,000
Depreciation Expense000
Miscellaneous Expense007,500
Total Operating Expenditures223,50488,861365,700
Change in Net Assets78,021(68,977)11,300
Net Assets Beginning of Year368,395446,416446,416
Net Assets End of Year446,416377,439457,716
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June 29, 2012
Town of Vail
75 South Frontage Road West
Vail, Colorado 81657
Dear Town of Vail and Vail Town Council Members,
Starting Hearts’ founder, Lynn Blake, is an Eagle County resident and Sudden Cardiac Arrest (SCA) survivor.
People throughout Eagle County and Colorado have learned about her organization through word-of-mouth
networking, conferences, meetings, community events and news stories in The Vail Daily, The Mountaineer, Eagle
Valley Enterprise, TV8 Vail, Denver Channel 7 News and Denver Channel 9 News.
Starting Hearts collaborates with local emergency services and medical providers, businesses, nonprofits, schools,
families and friends of those who suffer with cardiovascular heart disease. The Town of Vail in 2012 donated the
“HeartRod”, allowing Starting Hearts to begin its mission and vision to educate residents and visitors about
Sudden Cardiac Arrest. The result of these relationships has been a growing awareness of CHD and the potential
for SCA. Currently, Starting Hearts has a waiting list of people and groups interested in program participation;
however, available funding and resources prohibit the organization from accommodating these requests.
In the spring of 2013, Starting Hearts will launch Stand Up to SCA, a communitywide project to educate and train
25,000 Eagle County residents/visitors about preventing death for victims of Sudden Cardiac Arrest through free
Cardio Pulmonary Resuscitation (CPR) and Automated External Defibrillator (AED) outreach, education and
access workshops and classes. The evidence-based programs being offered by Starting Hearts will equip lay
persons with the knowledge and resources necessary to be effective when witnessing a cardiac arrest.
It is with great respect and appreciation that Starting Hearts applies and submits the APPLICATION FOR TOWN
OF VAIL FUNDING for the spring of 2013. We believe the services we can provide to the Town of Vail will be an
asset and are aligned with accomplishing the mission statement of the Town of Vail.
We look forward to hearing from you on our application process and to working with you in a long term
relationship.
Sincerely yours,
Lynn Blake
Founder & SCA Survivor
Anyone. Anywhere. Anytime.
Are YOU ready?
www.startinghearts.org
lynn@startinghearts.org - PO Box 4318, Avon, CO 81620 - 970-331-3983
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STARTING HEARTS
APPLICATION FOR TOWN OF VAIL FUNDING
GENERAL INSTRUCTIONS
All applications must be submitted to the Town of Vail by June 29, 2012 by 5:00 P.M. You must provide
5 copies of the application and an electronic version (sent to sellis@vailgov.com). Any application
received after that date or any application packet with fewer than 5 copies will not be considered.
Please send application to:
Town of Vail
Shane Ellis
75 South Frontage Road West
Vail, Colorado 81657
For questions on the financial statements, please contact Shane Ellis at 479-2342.
PLEASE TYPE THIS APPLICATION OR PRINT IN BLACK INK
1. Name of organization: Starting Hearts
2. Contact person: Lynn Blake
3. Mailing address: PO Box 4318, Avon, CO 81620
4. Telephone: 970-331-3983
5. E-mail address: lynn@startinghearts.org
6. Members and Titles of your governing board:
Lynn Blake Founder and President
Samantha McIntosh Board Member
Chelsey Russell Board Member
Olga Griffin Board Member
Dr. Larry Gaul Task Force Medical Director
Starting Hearts is in the process of recruiting new Board members and establishing a strong
governing organization for 2013. In addition to a governing board, Starting Hearts has
established the Eagle County Sudden Cardiac Arrest Task Force, which includes
participation from Eagle County Ambulance District, Eagle River Fire Protection District,
Vail Fire Department, Vail Public Safety Communications, Vail Valley Medical Center,
Western Eagle County Ambulance District and Dr. Larry Gaul.
7. Amount of contribution requested:
Starting Hearts is respectfully requesting $19,171 from the Town of Vail to implement the
Stand Up to SCA
project by conducting (3) CALL. PUSH. SHOCK. School programs, and
(50) CALL. PUSH. SHOCK. community programs. Starting Hearts’ intent is to educate
approximately 725 Vail youth, and 5,340 town residents, employees and guests in 2013. The
average price per participant is $3.16 and includes instructor compensation, printed
collateral, “HeartRod” travel expenses, and supplies necessary to conduct trainings.
8. Organization fiscal year-end: December 31st
9. Are your books audited? No
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10. How will the contribution be used?
The Town of Vail resides in Eagle County, Colorado, home to fifty-two thousand individuals and
hosts to over two million visitors each year. During 2011, Vail Public Safety Communications
dispatched local Emergency Medical Services (EMS) to more than two hundred fifty cardiac related
emergencies. A majority of these calls were heart attacks and chest pain; some were Sudden
Cardiac Arrests (SCA). Quick response is critical to cardiac emergencies no matter the cause.
However, individuals experiencing an SCA have only minutes to live unless a bystander or trained
responder recognizes the symptoms and takes immediate action. Currently, only eight percent of
Sudden Cardiac Arrest victims survive an incident.
For cardiovascular heart disease and risk of Sudden Cardiac Arrests, residents, employees and
visitors within the Town of Vail represent a collision of risk factors:
• 22% of Eagle County’s residents lack health insurance; a rate 29% higher than the state average. This
equates to nearly one in five residents who do not see a physician due to high medical costs. Thus, a
significant portion of the population lacks regular screening for and monitoring of chronic disease
conditions.
• The aging baby boomers who are recreational athletes who refuse to respond to or ignore symptoms
of underlying cardiovascular disease; the average age of Sudden Cardiac Arrest victims is sixty years
old. As in all areas of the country, Eagle County is experiencing an aging residential population (the
percentage of seniors over 65 is up 90% in the past decade). For older visitors, the change in altitude
coupled with more vigorous physical activity can trigger ventricular fibrillation in otherwise
controlled Chronic Health Disease.
• The athletes in training for extreme games, the Olympics and marathons pose yet another opportunity
for Sudden Cardiac Arrest experiences. Training “at altitude” has become a popular way to prepare
for regional, national and international events. Athletes attempting this training without consistent
medical monitoring can be at significant risk for Sudden Cardiac Arrest.
• Last but certainly not least are those residents and visitors living lifestyles which promote excessive
drug and alcohol habits. Unfortunately, 26% of residents admit to drinking excessively compared to
the state’s average of 18%. Alcohol exacerbates underlying Chronic Health Disease.
Currently, only about thirty percent of victims of out-of-hospital sudden cardiac arrest receive any
type of CPR. Untrained bystanders hesitate to help a cardiac arrest victim. Less than one-third of
victims receive help because of a bystanders’ lack of confidence and/or knowledge of Cardio
Pulmonary Resuscitation (CPR) and Automated External Defibrillator (AED) use. Their ignorance
of the signs of Sudden Cardiac Arrest, and access to lifesaving AEDs is another factor in the need
for training.
Resuscitation is most successful if defibrillation is performed in the first five minutes after collapse.
The interval between the call to the Emergency Medical Services and arrival of EMS personnel at the
victim’s side is typically longer than 5 minutes (frequently a minimum of 7-8 minutes and longer in
rural locales). The ability to achieve high survival rates depends on public knowledge about SCA,
being trained in CPR, and accessibility to AEDs. Research has shown that when bystanders have
CPR training, they are much more likely to take action.
The American Heart Association (AHA) estimates that 1-2 in every 1,000 people will suffer a SCA
each year. According to these calculations, more than fifty Eagle County residents and hundreds of
visitors will experience a Sudden Cardiac Arrest this year and most will not survive.
In 2013, Starting Hearts will launch Stand Up to SCA
, a communitywide project to educate and
train 25,000 Eagle County residents/visitors about preventing death for victims of Sudden Cardiac
Arrest through free CPR & AED outreach, education and access workshops and classes. The
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4
evidence-based programs being offered by Starting Hearts will equip lay persons with the
knowledge and resources necessary to be effective when witnessing a cardiac arrest.
CALL. PUSH. SHOCK. for the Community; A program to educate residents and guests about
responding to Sudden Cardiac Arrest. The most important determinant of survival from SCA is the
presence of a trained rescuer who is ready, willing, able, and equipped to act. Starting Hearts’ goal
is to introduce a specific public health message that will effectively
produce immediate recognition of SCA and immediate
bystander response: CALL. PUSH. SHOCK.
CALL. PUSH. SHOCK. for Schools; A program to educate
students and school staff about responding to Sudden
Cardiac Arrest. Colorado and other states, are working to
pass legislation that would require all graduating seniors
to learn Cardio Pulmonary Resuscitation and how to use
an Automated External Defibrillator. The laws rely on
administration to organize, implement, finance and
sustain school-based CPR programs. Coordinating
trainings requires significant time, commitment and
resources, and has proven difficult to initiate. Starting
Hearts’ would be taking on the responsibility of
implementation and funding, eliminating the staff and financial
constraints.
Participants in these programs will learn how to save lives through hands-on skills experience of a
simple bystander response. The training will include how to: recognize Sudden Cardiac Arrest,
dispatch medical assistance by calling 9-1-1, perform hands-only Cardio Pulmonary Resuscitation,
and locate and use an Automated External Defibrillator.
CALL. PUSH. SHOCK. training programs are conducted via “The HeartRod”; Starting Hearts’
mobile CPR & AED training unit. The services are offered free of charge to town businesses,
employees, residents and guests. Starting Hearts’ innovative approach is unique to the industry
and addresses two critical barriers to traditional trainings: time and accessibility.
Stand Up to SCA includes additional programs within the Town of Vail other than those for which
funding is requested here, including:
• Nearest AED program is Starting Hearts’ public education and access to defibrillation program that
will increase the Town of Vail’s accessibility and awareness of AEDs and their impact on SCA
survival.
• The Neighbor Saver program utilizes information from 9-1-1 dispatch and two-way cellular
technology alerting nearby citizen rescuers. Volunteer Neighbor Savers within a ½-mile radius to a
SCA event will receive notification with directions to the nearest AED and location of the victim.
The Neighbor Saver
program is secondary to CALL. PUSH. SHOCK. and Nearest AED, and is
expected to launch winter 2013.
• The loaning of AEDs for any event (recently the Vail Valley Foundation used AEDs for the Teva
Mountain Games)
11. How does your request support item 1C of the contribution policy?
CALL. PUSH. SHOCK.; definitely addresses the Town of Vail’s mission to provide educational
opportunities for its citizens. The Town of Vail’s future physical health will be positively affected
through the Sudden Cardiac Arrest outreach to students and the community. The participants will
educate their friends and family on the signs of SCA and each will leave the training capable of, and
confident in, saving a life. Also, Starting Hearts’ program will directly improve the economic health
of Vail by reducing medical expenses related to fatalities or the emotional cost due to the loss of life
by SCA.
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5
It should also be noted that the United States’ Sudden Cardiac Arrest research shows that 77.1% of
voters nationwide are overwhelmingly supportive of funding for increased Sudden Cardiac Arrest
research, educational activities and treatments. The 88.4% of voters nationwide in favor of funding
for a SCA public awareness campaign collaborates with the majority of Vail voters supportive of tax
dollars being utilized to create a community capable of saving lives.
Starting Hearts’ Stand Up to SCA program and CALL. PUSH. SHOCK. trainings are of direct
benefit to the entire community of Vail. All of these programs support a viable educational project
that will serve the residents and visitors of the Town of Vail. They encompass the adage, “it takes a
village”, and to help one another in time of need.
Most importantly, there is an increased probability that the lives of Vail residents or guests will be
saved with the funding of Starting Hearts’ programs.
12. Who currently funds your organization (other governments, private donations, user fees,
etc.)?
Starting Hearts was founded in July 2010 and has operated through private donations, the sale of
Automated External Defibrillators, contributions from conducting programs, two sponsorships, and
a small amount from Starting Hearts’ Shop for a Cause platform. A comprehensive development
campaign has been outlined and is in the process of being implemented.
The funding sources to date are as follows:
Individual Donations $15,000
Vail Valley Medical Center Sponsorship $5,000
Automated External Defibrillators (AED) sales $3,500
Lone Star Security Sponsorship $1,000
In addition to the above contributions, Starting Hearts received support in the form of public
endorsement and program volunteers from local EMS agencies.
13. Organization's mission statement:
Starting Hearts to prevent death for victims of Sudden Cardiac Arrest.
Starting Hearts accomplishes this mission through creative solutions combined with evidence-
based programs to provide the general public with the skills and resources necessary to save lives.
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6
APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet
Instructions: You may insert a print out of your own financial report format instead of this form.
Round all figures to the nearest dollar. Please present in as much detail as possible.
Starting Hearts was founded in July 2010 and has completed its 2011 fiscal year. A budget to actual
balance sheet is not available at this time. In lieu of this data, the budget forecast for Starting Hearts’
2013 year is shown. The budget displays an efficient use of monies given to Starting Hearts’ for its
programs and community response efforts.
Most Recent Completed
Fiscal Year (Date: 2011)
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APPLICATION FOR TOWN OF VAIL FUNDING
Current Fiscal Year Budget
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June 29, 2012
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APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: Education Foundation of Eagle County (“EFEC”)
2. Contact person: Mary Blair
3. Mailing address: PO Box 18533 Avon, Colorado 81620
4. Telephone: (970) 331-8112
5. E-mail address: maryb@efec.org
6. Members and Titles of your governing board: Wendy Rimel (President), Charles
Overy (Vice President), Karen Braden-Butz (Treasurer), Felicia Battle (Assistant
Treasurer), Dana Maurer-Secretary, Mary Blair (Assistant Secretary)
7. Amount of contribution requested: In-kind donation for the use of Donavan
Pavilion for a Sunday evening in May (preferably Sunday, May 19, 2013) and
$5,000 sponsorship of Project Funway, an EFEC annual event.
8. Organization fiscal year-end: December 31
9. Are your books audited? Not currently. Books will only be audited if EFEC raises
over $500,000 in a given year.
10. How will the contribution be used? Funds saved on the rental of Donavan and the
cash contribution will be used to sponsor Project Funway, allowing all proceeds
to directly impact EFEC and public education in Eagle County, including Red
Sandstone Elementary School. The Town of Vail’s contribution will be used for
marketing and equipment needed for the evening (sound, lights, catering, etc).
The organizers of the event are all volunteers so no contribution dollars or
dollars raised from the event will be used to support staff needs.
11. How does your request support item 1C of the contribution policy? Due to recent
state funding allocations, our public schools budget has fallen short of the
necessary amount needed to support quality teachers and materials desired for
the development of the children in our community. All proceeds from the
event will go directly to EFEC whose immediate goal is to “protect and
maintain our world class and nationally recognized public education system”.
This fits in direct alignment with the Town of Vail’s mission, which is
committed to providing its citizens a superior level of educational
opportunities.
12. Who currently funds your organization (other governments, private donations,
user fees, etc.)? Private and corporate donors.
13. Organization's mission statement: The Education Foundation of Eagle County is
dedicated to improving the quality of public education by attracting, procuring,
and effectively distributing resources and organizing community and school
district initiatives in support of our schools, our teachers, and our students.
Our immediate goal is to provide a forum through which private funding can
protect and maintain our world class and nationally recognized public
education system in Eagle County.”
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APPLICATION FOR TOWN OF VAIL FUNDING
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FY 2012 Funding
Funds disbursed to ECS$220,000.00
Scholarships$5,500.00
Grant Offerings$55,000.00
APPLICATION FOR TOWN OF VAIL FUNDING
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APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: Red Sandstone Elementary PTO
2. Contact person: Kelly Alter
3. Mailing address: 551 North Frontage Road. Vail, CO. 81657
4. Telephone: 970-376-0442
5. E-mail address: kelly@fredpope.com
6. Members and Titles of your governing board:
Kelly Alter : President
Amy Parliament : Vice President
Adina Dean : Treasurer
Betsy Lindall : Secretary
Maria LaVarn : Secretary
7. Amount of contribution requested: $37,000
8. Organization fiscal year-end: 06/30
9. Are your books audited? No.
10. How will the contribution be used?
The Red Sandstone Elementary School Parent Teacher Organization (PTO) would like to
request $37,000 from the Town of Vail to research and implement a comprehensive
education technology platform for Red Sandstone Elementary School. Specifically, if
funded Red Sandstone would recruit and hire an “Ed-Tech” Coordinator, who would be
tasked with developing and implementing a cutting edge learning technology program at
Red Sandstone Elementary School. Funds granted from the Town of Vail would be
leveraged by funds raised by the Red Sandstone PTO.
Due to severe cuts to the 2012-13 Eagle County School District budget, Red Sandstone
Elementary was forced to eliminate its current Technology position. With out additional
outside resources, the School will not be able to provide this critical area of learning to students.
The students will not have the advantage of learning to using and work with computers,
laptops, ipads etc in school and in particular, kids that do not have access to these devices at
home will be even further disadvantaged as they further their education and eventually head
out into the work place.
Red Sandstone has identified the area of learning technology as huge opportunity. The area of
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APPLICATION FOR TOWN OF VAIL FUNDING
learning and education technology is emerging and there are so many new and exciting tools
available to educate our students with 21st
century learning skills. The introduction of a
technology program at Red Sandstone Elementary will differentiate the school from other
schools in our community. Some future technology goals could include: A mobile lap top or
ipad lab and the use of “NearPad” software that allows teachers to push lessons to students on
ipads and then offer one-on-one feedback and support as needed.
Utilization of learning technology can assist teachers with differentiation (a task that is tough
until you are a seasoned teacher) and will deepen and enhance the learning process allowing
teachers to tailor learning to each child’s needs and ability. In this current climate of severe
budget cuts and increased class sizes Red Sandstone Elementary sees increased technology
integration in our curriculum as an invaluable tool to maintain and even increase our school’s
academic performance.
Enclosed you will find an interesting article from the New York Times that serves as an exciting
case study of what can be achieved with the integration of technology into the classroom.
We are living in a digital age. We must educate our kids to keep up with the times. Used
properly, technology will help students acquire skills they need to survive in a complex, highly
technological, knowledge-based economy.
Red Sandstone Elementary is known as one of the best elementary schools in Eagle County. It
is a wonderful community school and a strong anchor keeping kids and families in Vail.
However, RSES has seen the effects of the recent budget cuts. Our class sizes have grown to an
average of 25 per class and our current kindergarten enrollment looks to be between 25-30 per
class. By integrating cutting edge learning technology into our curriculum now we can
continue to provide a premier educational experience to the children of Vail. We also see the
innovative use of technology in the classroom as an opportunity to differentiate and brand our
school for the future.
11. How does your request support item 1C of the contribution policy?
If granted, our request will allow Red Sandstone Elementary, Vail’s community school, to
provide a superior level of education to our local kids. In addition, an exceptional school is a
community treasure. It will attract families to Vail and help maintain real estate values. There
is no better way to positively affect the future health of our resort community that to offer an
excellent education to our future community leaders.
Thank you for your thoughtful consideration of our request to integrate learning technology in
to the curriculum at Red Sandstone Elementary. We feel this program will set Red Sandstone
Elementary apart from the other schools in the Valley as well as help to combat the current
reality of increased class sizes and diminished school funding.
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12. Who currently funds your organization (other governments, private donations, user
fees, etc.)?
Fundraising events and private donations.
13. Organization’s Mission Statement
The Red Sandstone Elementary School PTO is a nonprofit parent/teacher organization whose
mission is to provide resources that are not available in the district budget but are deemed vital
to the support and education of our children. Parents, teachers, and administrators work
collaboratively to help the PTO raise funds for supplemental educational materials and
experiences, offer assistance to teachers in the classroom settings, sponsor family events, and
provide a non-biased forum to share information on issues that impact our children. Red
Sandstone’s PTO exists to create a better school and community environment for all.
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APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet
Assets
Cash $56,748.79
EFEC Account $10,955.00
Total Assets $67,703.79
Liabilities
Total Liabilities $ 0.00
Net Worth
Net Worth $67,703.79
Statement of Sources and Uses
Income
WWD $16,921.00
Fundraising $45,504.15
Grants $ 7,376.57
Total Income $69,801.72
Expenses
Total Expenses $28,423.07
Net Income
Net Income $41,378.65
RELATED ED-TECH ARTICLES
http://www.quora.com/How-can-digital-technology-really-help-in-learning-and-
education
http://www.edutopia.org/technology-integration-digital-divide-scroggs
http://www.nytimes.com/2012/02/13/education/mooresville-school-district-a-laptop-
success-story.html?pagewanted=all
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10/16/2012
APPLICATION FOR TOWN OF VAIL FUNDING
1. Name of organization: Ski & Snowboard Club Vail
2. Contact person: Emmy Hoyt
3. Mailing address: 598 Vail Valley Drive, Vail, CO 81657
4. Telephone: 970.790.5122
5. E-mail address: ehoyt@skiclubvail.org
6. Members and Titles of your governing board:
Glenn Davis – Chairman; Aldo Radamus – Executive Director; Jeff Kirwood –
Vice Chairman; Phil Hoversten – Treasurer; David Viele – Secretary; Ken
Deline; Phil Duff; Ceil Folz; John Garnsey; Brad Ghent; James Harding; Tim
Itin; John Keane; Kaia Moritz; Steve Santamaria; Lindsey Vonn
7. Amount of contribution requested:
Four days’ complimentary usage of Dobson Ice Arena for SSCV’s 44th Annual
Ski & Snowboard Swap: October 24 – 27, 2013.
8. Organization fiscal year-end: April 30
9. Are your books audited? Yes, however, the FY12 audit is not complete.
10. How will the contribution be used?
Dobson Ice Arena has housed SSCV’s Ski & Snowboard Swap for many years
and is integral to the event’s success. The Swap is one of SSCV’s largest
annual fundraisers and allows SSCV to keep its programs more affordable and
accessible for our community. SSCV is a non-profit organization and must
raise nearly 1/3 of its operating budget each year, approximately $800,000 for
the current fiscal year.
11. How does your request support item 1C of the contribution policy?
The Swap, during the fall off-season, annually attracts over 5,000 attendees to
the Town of Vail. The SSCV Swap is one of the largest and oldest events of its
kind and provides a valuable amenity to both locals and visitors. The Swap
represents a tremendous wave of excitement with the promise that ski season
is soon to follow, and local businesses also benefit from the swap’s draw
during an otherwise a slow time of year. Through online advertising,
including social media, SSCV has improved the exposure of the Swap on the
front range in an effort to increase the event’s reach and draw more visitors.
SSCV will continue to market the event on the front range for the 2013 event.
12. Who currently funds your organization (other governments, private donations,
user fees, etc.)?
66% - program fees and earned event income
29% - fundraising events
5% - donations/grants
13. Organization's mission statement:
To provide youth the opportunity for character growth and excellence through
athletics.
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May '12 - Apr 13
Ordinary Income/Expense
Income
4000 · Program Revenue2,381,444.00
4100 · Camps (Net)64,000.00
4300 · Guest Training46,500.00
4400 · Memberships34,450.00
4500 · Other Income998,470.20
Total Income 3,524,864.20
Cost of Goods Sold
7000 · Cost of Goods Sold14,000.00
Total COGS14,000.00
Gross Profit3,510,864.20
Expense
7100 · Scholarships Awarded (net)145,000.00
7210 · Telephone 15,700.00
7212 · Equipment Expense24,250.00
7300 · Auto Expense20,000.00
7400 · Discounts162,750.00
7500 · Payroll Expenses & Related2,355,522.03
7600 · Travel80,250.00
8000 · Other Expenses533,310.66
Total Expense3,336,782.69
Net Ordinary Income174,081.51
Other Income/Expense
Other Expense
8350 · Unallocated Reserves60,000.00
8500 · Contingency Fund15,000.00
9000 · 403(b)7 Matching Funds60,000.00
9005 · Bonus Reserve40,000.00
Total Other Expense175,000.00
Net Other Income-175,000.00
Net Income-918.49
4:11 PM Ski & Snowboard Club Vail
06/28/12 Profit & Loss Budget Overview
Accrual Basis May 2012 through April 2013
Page 1
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1
APPLICATION FOR TOWN OF VAIL FUNDING
Eagle Valley Alliance for Sustainability 2013 Funding Request
1.Name of organization: Eagle Valley Alliance for Sustainability
2.Contact person: Tracy Andersen, Executive Director
3.Mailing address: PO Box 4923, Vail, CO 81658
4.Telephone: 970-827-9999
5.E-mail address:
tracy@eaglevalleyalliance.org
6.Members and Titles of your governing board:
Megan Gilman, President – Active Energies Principal
Matt Teeters, Treasurer – Alpine Bank Vice President
Craig Tate, Secretary – Holy Cross Energy Commercial Programs Manager
Kristen Bertuglia – Town of Vail Sustainability Coordinator
Chris Romer – Vail Valley Partnership Director
Jim Guida – Guida Construction
Cassie Pence – Organic Housekeepers
Rebecca Hollister – Roundhouse Design
Fritz Bratschie – Vail Resorts
Mercedes Quesada-Embid – Colorado Mountain College Professor
7.Amount of contribution requested: $6,000
8.Organization fiscal year-end: December 31, 2012
9.Are your books audited? No, but we plan to have McMahon and Associates do a financial review in
August, 2012.
10.How will the contribution be used?
The contribution will be used to promote environmental programs that directly benefit the Town of Vail,
including Vail’s residents, visitors and businesses. Specific programs include fiscal support of the West
Vail Community Garden, Zero Waste facilitation at large events, recycling/composting education and
outreach, an annual e-waste collection event, assistance in developing Vail’s sustainable building
initiative, support of Vail’s proposed plastic bag ordinance, and organization of the annual “Big Green
Think” conference in Vail to support sustainability and energy efficiency in the hospitality sector.
West Vail Community Gardens – The Alliance is serving as the fiscal agent for the garden project, now in
its second growing season. This allows donors to make tax-deductible donations by utilizing our
nonprofit status. Additionally, we advertise the various garden events in our newsletters and serve on
the education committee. We will continue our leadership role, ultimately resulting in increased
resident and youth education on gardening, local food and composting.
Waste Diversion: Town of Vail events – The Alliance is currently managing ZERO WASTE stations at
large town events, including the Taste of Vail and the Vail Farmers’ Markets. Alliance volunteers are
staffing 10 waste diversion tents to educate the public about composting/recycling and facilitating waste
diversion to reduce landfill waste.
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2
Recycling/composting Education and Outreach – The Alliance continues to provide recycling and
composting education and outreach in Vail through our zero waste initiative, website, social media and
educational events. The executive director was at Red Sandstone elementary school this spring and
presented programs on recycling and worm composting for the third graders. She left worm bins for use
in each third grade classroom. Additionally, the Alliance responds to phone calls and emails from Vail
residents and guests with recycling/waste reduction questions.
Sustainable Building Initiative – The Alliance serves on the committee that is charged with updating
building codes and thus promoting environmental sustainability and energy efficiency.
Sustainable Lodging Summit, October, 2010 - 2012. The Eagle Valley Alliance for Sustainability, in
conjunction with the Vail Valley Partnership hosts an annual “Big Green Think” in Vail designed to help
businesses, particularly in the hospitality sector, adopt and embrace sustainable practices that are
environmentally friendly as well as economically beneficial.
Proposed Plastic Bag Ordinance Support – The Alliance has supported the town of Vail in garnering
support for a bag ordinance by providing information to the Vail Daily, and through our newsletters,
social media, website, and educational events.
Annual E-waste Event – In partnership with the Town of Vail, the Alliance promotes and advertises an e-
waste event in Vail each year to collect used computers and electronics and recycle them in a
responsible manner. The Alliance also hosts e-waste collection events in both Edwards and Eagle for
community residents.
Energy Events and Programs – The Alliance recently wrapped up a grant that helped 25 Eagle Valley
businesses, including several in Vail, save energy through our Energy Smart Business Program. We are
currently looking for funding to continue this program.
11.How does your request support item 1C of the contribution policy?
The proposal from the Eagle Valley Alliance for Sustainability aligns with the Town’s contribution policies
because we are providing significant services directly to Vail residents, guests and businesses. Further,
our programs are aimed at protecting the environment and reducing landfill waste, which supports the
Town’s mission statement to provide citizens and guests with environmentally-sensitive services. We
further promote the town of Vail as a leader in waste diversion and environmental stewardship. The
Alliance has been promoting sustainable practices in waste diversion, energy efficiency and renewable
power, green building, and sustainable food since our inception in 2001. We also provide educational
programs for kids and adults in Eagle County, including area schools.
12.Who currently funds your organization (other governments, private donations, user fees, etc.)?
Eagle County government and Holy Cross Energy are our largest annual funders. We recently finished
grants from the USDA, Governor’s Energy Office, and Vail Resorts Echo. We also receive individual and
business donations through our membership and other programs. We also provide a fee for service to
the county for our Energy Smart Services.
13.Organization's mission statement: The Eagle Valley Alliance for Sustainability fosters alignment of
community and environment through leadership, education, advocacy and service.
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3
APPLICATION FOR TOWN OF VAIL FUNDING
Balance Sheet
6/28/12
Cash Basis
ASSETS
Current Assets
Checking/Savings $ 106,057
Total Current Assets $ 106,057
Other Assets $ 467
TOTAL ASSETS $ 106,524
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities $ 2,855
Total Current Liabilities $ 2,855
Total Liabilities $ 2,855
Equity $ 103,669
TOTAL LIABILITIES & EQUITY $ 106,524
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4
APPLICATION FOR TOWN OF VAIL FUNDING
Statement of Sources and Uses
Instructions: Round all figures to the nearest dollar. Please present as much detail as possible.
Current Fiscal Year Budget
Revenues: $ 79,000 Unrestricted Grants - Eagle County, Holy Cross Energy
$ 47,300 Government Contracts
(List by funding source) $ 28,345 Membership, Donations and Events
$ 53,000 Restricted Grants – GEO, USDA, Vail Resorts Echo*
*Programs funded by these grants include improving green building codes across Eagle Valley, creating a
10-year waste diversion plan for Eagle Valley, signing up businesses in an energy-savings program, and
giving school presentations on recycling and composting.
Total Revenue $ 207,645
Expenses: $ 202,515
Total Expenses $
Total Revenue minus Expense $ 5,130
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Financing Major Projects. Discussion of financing alternatives for the new
municipal office building and refinancing of Timber Ridge.
PRESENTER(S): Judy Camp
ACTION REQUESTED OF COUNCIL: Discuss information provided in attached memo and
provide direction to staff regarding presentation in the 2013 budget.
BACKGROUND: See attached memo.
STAFF RECOMMENDATION: As further described in the attached memo, staff recommends
including tax-exempt COP’s for the municipal building in the 2013 Capital Projects
budget. Staff further recommends maintaining current levels of fund balance in both the
General Fund and Capital Projects Fund to provide flexibility in re-financing Timber Ridge
through self-funding, with the a detailed proposal to be presented to Council in the first quarter
of 2013.
ATTACHMENTS:
Financing Major Projects
10/16/2012
TO: Vail Town Council
FROM: Finance Department
DATE: October 16, 2012
SUBJECT: Financing Major Projects
I. BACKGROUND
Staff has been asked to provide a comparison of financing alternatives for two major projects,
construction of the new municipal building and refinancing of Timber Ridge, for inclusion in the
2013 budget. This memo focuses on cash and certificates of participation. Other debt financing
including general obligation bonds and sales tax revenue bonds were considered by Council on
December 20, 2011, as an option for financing the new municipal building and determined to be
less attractive than certificates of participation based on cost and ease of implementation.
Existing financing on Timber Ridge through taxable variable rate bonds backed by a letter of
credit is no longer sustainable, as discussed below, and is also not included in this analysis. A
commercial bank loan for refinancing Timber Ridge was previously considered by the TRAHC
board and determined to be not as attractive as COP’s and is also not included here.
Our current working estimate of costs for the municipal building is $15 million with proceeds of
$5 million from the sale of land to the medical office building for a net impact to the capital
project fund budget of $10 million. Previously identified options for funding this construction
project are cash available from the Capital Projects Fund or debt financing through certificates
of participation (COP’s).
Timber Ridge is a more complex situation in that it is not a construction project, but a 32-year
old apartment complex with $17.3 million of external debt outstanding as of December 2012.
The property was purchased in 2003 primarily through variable rate taxable bonds issued by
Timber Ridge Affordable Housing Corporation (TRAHC) and guaranteed by a letter of credit
drawn on US Bank. With the latest renewal of the letter of credit, US Bank increased their letter
of credit fee from 1.25% to 2.50% - a difference of approximately $225,000 annually. Total
borrowing costs (including interest, letter of credit fees, remarketing fees, annual refinancing
fee, and rate cap) for the next year range from 3.325% to 3.625% depending upon what the
variable rate may be throughout the year. This equates to $575K to $625K of annual financing
costs plus a required principal repayment of $500K for total debt service in 2013 of $1,075,000
to $1,125,000. The increased letter of credit fees, coupled with a declining rental market over
the past three years and the uncertainty of variable rates in the future, has made the current
financing unsustainable.
II. FINANCING METHODS
Cash, if available, is generally the least expensive way to finance a capital project. The
opportunity cost of using the town’s cash on hand is currently less than 0.5%. There are no
additional financing costs associated with using cash.
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Town of Vail Page 2
The five-year capital plan presented on August 21 does not include the costs of the new
municipal building, but reflects a fund balance of $14.0 million at the end of 2013 with annual
increases thereafter. The five year general fund projection included in your packet for
Tuesday’s meeting shows a fund balance of $21.6 million or 71% of revenue at the end of 2013,
which is an excess of $14.0 million in reserves compared with the town’s guideline of
maintaining a fund balance equal to at least 25% of revenue.
Timber Ridge Affordable Housing Corporation also has approximately $1.4 million in restricted
cash deposited with US Bank which will become available when the current debt is retired. If
the property is refinanced, however, these funds may be needed as reserves for the new debt
unless financing is provided by the Town of Vail. In addition, the current Capital Projects Fund
budget carries a $925,000 line item for the Timber Ridge loan guarantee required by US Bank,
which may or may not be required for subsequent external financing.
Tax-exempt certificates of participation (COP’s) with the new municipal building as
collateral rank next in terms of cost of capital. COP’s are similar to a lease/purchase
agreement in which investors “participate” in the lease payments equal to principal and interest.
COP’s are appropriate financing vehicles for essential purpose buildings whose useful life is
expected to exceed the term of the debt. The new municipal building clearly meets the
expectations of the COP-holders in this regard. The main advantages of COP’s are a low
interest rate and the ability for the town to retain cash for reserves and/or future projects.
The amount of COP’s to be issued would be determined by the final cost of the building and
terms would vary based on the repayment schedule chosen by the town as well as interest rates
available at the time. A shorter repayment schedule equates to a lower overall interest rate.
Generally, the value of the collateral should equal the amount issued or, in our case, an
estimated $15 million.
To provide comparable examples of financing under the same terms, however, we have asked
Piper Jaffray to prepare an illustration of $10 million par value COP’s with level debt service
over 20 years for both the muni building and Timber Ridge. Based on the town’s Aa2 credit
rating, COP’s for the muni building would bear an annual interest rate of 3.0% in today’s market.
Piper Jaffray expects the bonds could be sold at a premium, so $10 million of par value bonds
would provide $10,580,444 in project funds and cover $175,000 in origination costs. Over the
life of the bonds, interest would total $4.2 million and annual payments would be approximately
$725,000.
Taxable certificates of participation (COP’s) with Timber Ridge as collateral are an option
for re-financing only a portion of the current Timber Ridge debt. Because the project revenue
used to repay the debt includes a master lease with a private entity, tax-exempt financing is not
available for Timber Ridge. The credit rating for bonds issued by Timber Ridge Affordable
Housing Corporation (TRAHC) is also lower than that of the Town of Vail. As a result, the cost
of borrowing for TRAHC is higher than the cost of borrowing for the town by an estimated 120
basis points.
Compared with the current TRAHC financing, COP’s could provide the certainty of a fixed
annual payment and eliminate the debt service coverage requirement and annual letter of credit
renewal which have become an issue with US Bank. A major disadvantage of COP’s for Timber
Ridge is the inability to pay off the debt without penalty as we can with our current bonds which
are remarketed weekly. With COP’s, if the property were sold, the bonds would need to be
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Town of Vail Page 3
defeased with all future payments of principal and interest set aside for continuing payment to
the bondholders.
The amount of COP’s issued by TRAHC would be constrained by the cash flow available from
the project to support the lease payments. Current cash flow will not support refinancing the
entire $17.3 million outstanding at the end of 2012 under any available method.
As an example similar to that shown above, based on TRAHC’s expected credit rating of A1,
$10 million of bonds issued with level debt service over 20 years would cost an estimated 4.2%.
Our underwriters expect the bonds could be sold at a premium so $10 million of par value bonds
would provide $10 million in project funds and cover $165,000 in origination costs. Over the life
of the bonds, interest would total $4.7 million and annual payments would be approximately
$760,000.
III. ALTERNATIVE SCENARIOS FOR 2013 BUDGET
All Cash - Based on current projections, the town could pay cash for the new municipal building
and provide a loan to TRAHC for the amount needed to pay off the current debt on Timber
Ridge. Although this is the lowest cost scenario, it would require a reduction in the General
Fund balance to 25% of revenue and a reduction of the Capital Projects Fund balance to $3.0
million projected for year-end 2013 with repayment of principal and interest from TRAHC over
time.
Tax-exempt COP’s for the Muni Building – This alternative provides low cost capital,
particularly in today’s environment which is expected to continue into 2013, and allows the town
to retain cash for reserves and other capital projects. Issuance of COP’s would not need to
occur until we are ready to begin construction and, in fact, could be issued at any time including
after the building is in service.
Taxable COP’s for Timber Ridge – This alternative carries a higher cost of capital than COP’s
for the muni building and would not provide the full amount needed to pay off the current debt.
It is also not ideal for a property which may be sold or redeveloped before the term of the
COP’s. The main advantage of COP’s for Timber Ridge is in keeping TRAHC debt somewhat
separate from town debt.
A combination of self-financing Timber Ridge and issuing tax-exempt COP’s for the muni
building has some significant advantages. It puts the town in control of Timber Ridge finances
and avoids annual renegotiation of loan terms and potential rate increases. It provides
flexibility for potential future redevelopment of the property. This combination provides the
lowest overall cost of financing, other than cash, without reducing reserves to minimum levels.
IV. STAFF RECOMMENDATION
For first reading of the 2013 budget to be presented to Council on November 6, staff
recommends including tax-exempt COP’s for the municipal building in the Capital Projects
budget. Staff further recommends maintaining current levels of fund balance in both the
General Fund and Capital Projects Fund to provide flexibility in re-financing Timber Ridge
through self-funding, with the a detailed proposal to be presented to Council in the first quarter
of 2013.
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10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Drought wrap up discussion by Eagle River Water and Sanitation District
(ERWSD)
PRESENTER(S): Linn Brooks, ERWSD
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Traffic Enforcement and Education Programs presentation and discussion.
PRESENTER(S): Dwight Henninger
ACTION REQUESTED OF COUNCIL: None requested
ATTACHMENTS:
Traffic Memo
10/16/2012
To: Vail Town Council
From: Dwight Henninger, Chief of Police
Date: October 10, 2012
Subject: Traffic Education and Enforcement Program
I. SUMMARY
The Vail Police Department Traffic Management and Road Safety Program relies on
education, enforcement, visibility, evaluation and engineering to improve the safety of
our citizens and guests. The program, which will be discussed at the Council meeting
on October 16, 2012, also ensures activity on our roads flow unrestrained and do not
adversely impact residential and business areas.
II. DISCUSSION
Education
The Police Department works with the Community Information Office to communicate
traffic safety issues and efforts through the media and in Town publications. An
example is the current Tread Safely program in its third year, which strives to increase
our citizen’s awareness for the need for good tire treads for safe winter driving. The
Department works with other County law enforcement agencies on the Gore Range DUI
Task Force to discourage drinking and driving, and works with the Colorado State Patrol
and CDOT to improve the safety of chain-up areas and traffic incident management on
I-70.
A significant part of our education efforts occurs during vehicle stops and when officers
hand out warnings. Rather than issuing a citation, drivers are educated about traffic
violations with a verbal or written caution. In 2011 we issued over 2,040 warnings.
Enforcement
The Department’s philosophy on enforcement is to focus our efforts in areas of the
community experiencing traffic crashes and not to just write tickets for the sake of
enforcement productivity. Any revenues from traffic tickets go to the general fund and
are not tracked by the Department. Officers have the discretion to give warnings or
tickets. Generally, research has shown tickets have a much longer effect in changing a
driver’s behavior than warnings. So the philosophy is to shoot for approximately 50%
of our stops being warnings and 50% resulting in a ticket.
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Town of Vail Page 2
Officers on directed I-70 patrol have enforced speed compliance by truckers, use of
chains and the legislative measure requiring mufflers for any truck with an engine brake.
Collaborating with CDOT, CSP and the Colorado Motor Carriers Association have
helped reduce truck noise on the interstate.
Visibility
The department uses two distinct visible tools in the community and on I-70 to address
speed-related issues -- the radar speed trailer and the unmanned patrol car with the
awareness mannequin. Both provide reminders to motorists about speed control and
are proven to be excellent tools in response to citizen complaints about traffic issues in
their neighborhoods.
Engineering
The Police Department works with the Public Works staff traffic engineers to identify
roadway issues that may affect traffic and work collaboratively to correct unsafe
conditions. Examples include: line striping, signage, speed limits concerns.
Sometimes our reliance on the 1977 Model Traffic Code instead of a more current
version creates issues for our efforts in all of the 3 E’s of traffic enforcement. In the
near future we should consider updating our adopted traffic codes.
Evaluation
Regular evaluation ensures the aims of our traffic management and road safety
strategies are being met. We accomplish this by collecting and analyzing traffic
management information, accident/crash data, traffic volume, speed trends, trucker
activity and more. Based on findings, changes are modified during the course of the
program in order to improve success.
III. DEPARTMENT TRAFFIC STATISTICS AND AWARDS
Statistics
The Department maintains extensive statistics on crime and traffic data to assist in
officer response to trends and newly identified issues. See the below examples of
traffic statistics.
Motor Vehicle Accidents in Vail 20102011 2012
Qtrs 1-3
Number of Motor Vehicle Accidents 462 402 303
Number of Injuries 44 33 34
Number of accidents involving alcohol/drugs 22 23 11
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Town of Vail Page 3
Vail Traffic-Related Calls 20102011 2012
Qtrs 1-3
Traffic Complaint 393 377 273
Traffic Stop 3,039 3,217 2,480
Traffic Control 283 281 299
Patrol/Radar 1,742 1,421 1,148
REDDI Report (Report Every Drunk Driver Immediately) 103 123 92
Road Debris/Mud/Rock/Snow Slide/Hazards 145 165 115
Vail Traffic-Related Citations & Warnings 20102011 2012
Qtrs 1-3
Citations: Speeding 10 – 19 Over 488 491 466
Citations: Speeding 20 – 24 Over 121 129 96
Citations: Other Moving 121 85 62
Warnings: Moving and Non-Moving Violations 1,981 2,040 1,286
Vail I-70 Education & Enforcement 20102011 2012
Qtrs 1-3
Total Patrol Time Spent on I-70 1,405 hours 1,105 hours 870 hours
Number of Citations Issued for Speeding 415 348 346
Average Speed of Citations Issued 83 mph 82 mph 82 mph
Number of Warnings Issued 852 643 541
Accidents on I-70 117 112 76
Accidents on I-70 as a % of Total Vail Accidents 25% 28% 25%
Number of Commercial Vehicles Issued Warnings 7 5 20
Number of Commercial Vehicles Issued Citations 11 6 22
Driving Under the Influence 20102011 2012
Qtrs 1-3
Total DUI Arrests 97 74 59
% Eagle County Residents Arrested for DUI 68% 57% 64%
Most Common Harmful Events in
Motor Vehicle Accidents in Vail 20102011 2012
Qtrs 1-3
Collision with an object 154 141 111
Collision with a moving vehicle 189 154 108
Collision with a parked vehicle/improper backing 77 64 44
Collision with a wild animal 19 22 18
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10/16/2012
Town of Vail Page 4
Accidents by Time of Day and Day of Week in 2012
Time of
Day MonTuesWedsThursFri Sat Sun
24:00
01:59 1 3 4 5 2 5 4
02:00
03:59 0 3 0 1 1 3 2
04:00
05:59 1 1 1 2 2 3 0
06:00
07:59 5 4 3 2 4 3 5
08:00
09:59 8 8 9 4 8 13 10
10:00
11:59 13 7 11 8 11 6 4
12:00
13:59 6 16 11 5 11 10 2
14:00
15:59 5 6 7 8 11 13 4
16:00
17:59 2 10 1 12 9 12 8
18:00
19:59 5 4 8 3 11 3 4
20:00
21:59 2 7 1 5 4 6 6
22:00
23:59 2 3 4 4 2 6 7
Most Frequent Motor Vehicle Accident Locations in 2012
241 S Frontage Road (Vail Transportation Center)
2100 – 2131 N Frontage Rd W
1-70 mm 173 Eastbound
395 S Frontage Road (Lionshead Parking Structure)
1-70 mm 180 Eastbound
Awards
The Vail Police Department has been recognized for excellence in our Traffic Safety
efforts by the Colorado Law Enforcement Challenge with a first place in 2010 for
departments with less then 100 officers and with a third place in 2011 for all Municipal
Departments. A number of officers have received awards from Mothers Against Drunk
Driving (MADD).
7 - 1 - 4
10/16/2012
January 2004December 2012
20052006200720082009201020112012
Oct 2008
I-70 Staging Plan &
I-70 Traffic Incident
Mgmt Plan Enacted
Apr 2004
65 Max Campaign Launched
Oct 2011
CSP State Award for Pro Challenge
Jun 2005
New Motor Carrier Legislation Passed
Vail Police Traffic Management and Road Safety Plan
Mar 2009
Eagle Cty Corridor Op Plan
Sep 2009
M.A.D.D. Award
Traffic Management and Road Safety Plan includes:
Using Incident Management Plan strategies during large events
Collaboration with CSP, CDOT & neighboring agencies
Chain law inspections
Tread Safely Campaign
Click-It or Ticket It
Gore Range Task Force
Coordinated passenger drop offs and pick ups
Loading and delivery regulation enforcement
Radar trailers
Speed Awareness Mannequin
Variable message signs
East Vail Access permits
POLICEintel –a law enforcement info sharing tool for traffic and crime bulletins
Stranded trucker areas
Sep 2010
M.A.D.D. Award
Jul 2009
Colo LE & Traffic
Safety Award
Jul 2011
Colo LE & Traffic
Safety Award
Sep 2011
M.A.D.D. Award
Oct 2010
Tread
Safely
Oct 2011
Tread Safely
Sep 2012
M.A.D.D. Award
Oct 2012
Tread Safely
7 - 1 - 5
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Staff will present the conceptual design plan for the renovation of Sundial Plaza
PRESENTER(S): Gregg Barrie and Michael Moore
ACTION REQUESTED OF COUNCIL: Staff is requesting that council provide input on the
project concept, components, budget or schedule. With general approval of the project
concept, staff will proceed into the detailed final design phase and design review process. The
town council will have another opportunity to review and approve the project prior to
construction.
BACKGROUND: In April of 2012, staff provided the Town Council with information outlining
the renovation of Sundial Plaza in Lionshead. Since that time, staff has developed a
conceptual design that includes a children’s play area, water feature and reconstructed
stairway, each of which were included in the original discussion.
There are two incentives behind the project. One is to provide a recreational/park amenity for
the residents and guests of the Lionshead neighborhood. The second is to provide a cost-
free, family-oriented activity for day visitors and destination guests similar to the Children’s
Fountain or Pirateship Park in Vail Village.
As with other recent park/play area renovations, an artist was hired as part of the design team
to help develop a unique and enduring design concept. This approach has been very
successful for Vail, resulting in playgrounds that excite our guests and residents
STAFF RECOMMENDATION: There are recreational opportunities within walking distance of
Lionshead that provide amenities that would be included in a public park. The significant
missing element is an easy, cost-free activity similar in value to the Children’s Fountain,
Founder’s Plaza or Pirateship Park. The renovation of Sundial Plaza can provide that element
for neighbors and guests.
Staff recommends approval of the design concept. It follows in the tradition of Vail’s other play
area concepts by providing a unique, whimsical and enduring activity center for Lionshead.
ATTACHMENTS:
Sundial Memorandum
Sundial Plaza Conceptual powerpoint
10/16/2012
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I. BACKGROUND
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7KLVPHPRUDQGXPRXWOLQHVWKHSURSRVHGSURMHFWFRQFHSWDQGFRPSRQHQWV
II. PROJECT COMPONENTS
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WorkshopDQDUWDUFKLWHFWXUHILUPORFDWHGLQ'HQYHUTres BirdsZDVLGHQWLILHG
WKURXJKD&DOOWR$UWLVWVSURFHVVDQGVHOHFWHGEDVHGRQWKHLUGLVWLQFWLYHLGHDVDQG
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7KHSOD\DUHDFRQFHSWFRQVLVWVRIQDWXUDOO\VKDSHGQHVWOLNHSOD\VWUXFWXUHV
FRQQHFWHGZLWKYDULRXVFOLPEHUVVOLGHVDQGEULGJHVWKDWZLOODWWUDFWDQGFKDOOHQJH
FKLOGUHQDJHVWKURXJK7KHVKDSHVEOHQGZLWKWKHODUJHH[LVWLQJVSUXFHWUHHV
RQWKHVLWHFRPSOLPHQWWKHDUFKLWHFWXUDOVXUURXQGLQJVDQGSURYLGHVPDOO
FRPIRUWDEOHSOD\VSDFHVIRUNLGV7KHSOD\DUHDLVODUJHHQRXJKWRDFFRPPRGDWHD
ODUJHQXPEHURIFKLOGUHQ\HWVPDOOHQRXJKWRILWLQWRDFRPSDFWVLWHDQGVWLOODOORZIRU
VLJQLILFDQWODQGVFDSLQJDQGDFHQWHUSLHFHZDWHUIHDWXUH7KHVL]HRIWKHSOD\DUHDLV
DERXWWKHVDPHDV3LUDWHVKLS3DUNLQ9DLO9LOODJH'UDZLQJVDUHDWWDFKHG
8 - 1 - 1
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Town of Vail3DJH
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VLPSOHIRXQWDLQVLPLODULQVL]HWRWKH&KLOGUHQ¶V)RXQWDLQ'XULQJWKHZLQWHUPRQWKV
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DQGVHDWLQJDUHDVDGGHGWRPDWFKVLWHZDOOVWKURXJKRXW/LRQVKHDG
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$VVRFLDWLRQDVZHOODVWRLQGLYLGXDOPHUFKDQWVDQGSURSHUW\PDQDJHUV7RGDWHWKH
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III. BUDGET OUTLINE
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'HVLJQHQJLQHHULQJFRVWVDUHEDVHGRQDSURSRVDOVSHFLILFWRWKLVSURMHFW
8 - 1 - 2
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Town of Vail3DJH
IV. PROPOSED PROJECT SCHEDULE
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V. STAFF RECOMMENDATION
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HDV\FRVWIUHHDFWLYLW\VLPLODULQYDOXHWRWKH&KLOGUHQ¶V)RXQWDLQ)RXQGHU¶V3OD]DRU
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VI. ACTION REQUESTED BY COUNCIL
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WKHGHWDLOHGILQDOGHVLJQSKDVHDQGGHVLJQUHYLHZSURFHVV7KHWRZQFRXQFLOZLOOKDYH
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8 - 1 - 3
10/16/2012
8 - 1 - 4
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10/16/2012
Sundial Plaza Renovation
Conceptual Design Presentation
DEPARTMENT OF PUBLIC WORKS
October 16, 2012
Photo by Jack Affleck
8 - 2 - 1
10/16/2012
Sundial Plaza Renovation
DEPARTMENT OF PUBLIC WORKS
Gregg Barrie
Landscape Architect
Office: 1.970.479.2337
Mobile: 1.970.390.3286
gbarrie@vailgov.com
2TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
CONCEPTUAL DESIGN PRESENTATION
3TownofVail|PublicWorks|10/16/12
•Brief Overview of project-to-date
•Proposed Site Plan
•Play Area/Play Structure Concept
•Project Budget and Schedule
•Discussion/Questions
8 - 2 - 3
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Sundial Plaza Renovation
PROJECT TIMELINE TO DATE
4TownofVail|PublicWorks|10/16/12
•Jan 2012Town Council initial project memo
•FebruaryCall to Artists
•MarchLionsheadMerchant Association Meeting
•AprilAIPP recommends TresBirds Workshop
Town Council Discussion
•JulyAIPP approves play area Concept
•Sept.LionsheadMerchant Assoc. presentation
and ongoing discussions with merchants
8 - 2 - 4
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Sundial Plaza Renovation
EXISTING LIONSHEAD AMENITIES
5TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
EXISTING LIONSHEAD AMENITIES
6TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
VAIL VILLAGE AMENITIES
7TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
EXISTING PLAZA
8TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
EXISTING PLAZA
9TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
EXISTING PLAZA
10TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
EXISTING PLAZA
11TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
EXISTING SITE PLAN
12TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PROPOSED SITE PLAN
13TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
GENERATING ACTIVITY IN LIONSHEAD
14TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
Michael M. Moore
Architect
TresBirds Workshop
Phone: 1.303.324.3622
mmm@tresbirds.com
15TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PLAY AREA CONCEPT
16TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PLAY AREA CONCEPT
17TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PLAY AREA CONCEPT
18TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PLAY AREA CONCEPT
19TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PLAY AREA CONCEPT
20TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PLAY AREA CONCEPT
21TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PLAY AREA CONCEPT
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Sundial Plaza Renovation
PLAY AREA CONCEPT
23TownofVail|PublicWorks|10/16/12
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Sundial Plaza Renovation
PROJECT BUDGET
Note: the project budget is consistentwith recent
streetscape costs on a per square foot basis.
24TownofVail|PublicWorks|4/3/12
ProjectEstimate
StairwayWork$70,000
SiteWork/Walls/Landscaping/Utilities$320,000
Children’sPlayElements/Surfacing$185,000
WaterFeature/PopJetFountain$110,000
Design/Engineering$75,000
Contingency(12%)$90,000
ProjectBudgetEstimate$850,000
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Sundial Plaza Renovation
PROJECT SCHEDULE
25TownofVail|PublicWorks|10/16/12
•Oct-DecFinal design development and Design Review process
•Jan-MarConstruction drawing and contract documents
•AprilFinal Town Council Approval
•April-JunePhase I Construction –Site Work
•Sept-OctPhase II Construction –Play feature installation
8 - 2 - 25
10/16/2012
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10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Municipal Site Redevelopment Project - Exterior Design Presentation
The presentation will focus on exterior elements such as:
-Vehicle and pedestrian circulation
-Site plan and landscape design, and
-Exterior building architecture and materials
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: The Vail Town Council is being asked to provide
direction on the use of the parking garage for public parking during "off hours" and initial
feedback on the proposed on-site and off-site vehicle and pedestrian circulation plan, site plan
and landscape design, and the proposed exterior building architecture and materials.
BACKGROUND: The design team been before to the Vail Town Council on several
occasions to present the schematic design for the interior layout and programming of the new
municipal office building. The design team, however, has not spent much time with the Town
Council to date on the exterior design elements of the project. Today's presentation will be
aimed at the exterior design elements. The Vail Town Council has already provided schematic
design sign off on the interior layout and programming for the new municipal office building.
STAFF RECOMMENDATION: The design team recommends the Vail Town Council instructs
the team to move forward and amend the program of the building to accommodate the use of
the parking garage for public parking during off hours. By doing so, the Town will realize an
incremental increase in the availability of public parking in Vail, improve the guest and visitor
parking experience, provide additional public parking within an enclosed structure that is
located near public transit, and optimize the use of what would otherwise be empty parking
spaces.
Further, the design team recommends the Vail Town Council provides initial feedback on the
exterior design elements of the new municipal office building. The design team will return to
the Vail Town Council at an upcoming meeting and request schematic design approval for the
exterior elements of the project.
ATTACHMENTS:
Municipal Site Memo 101612
Municipal Site Powerpoint 101612
10/16/2012
TO: Vail Town Council
FROM: George Ruther, Director of Community Development
Stan Zemler, Town Manager
DATE: October 16, 2012
SUBJECT: Municipal Site Redevelopment Project – Exterior Design Presentation
I. PURPOSE
The purpose of this meeting is to present an update on the municipal site redevelopment
project. The presentation is aimed at the exterior design elements of the project. To date, the
information that has been presented on the project has focused on interior layout and
programming of the new municipal office building. Information to be presented includes:
• Public use of the parking garage,
• On-site and off-site vehicle and pedestrian circulation,
• Site plan and landscape design, and
• Exterior building architecture and materials.
The design team will be returning to an upcoming Vail Town Council meeting to request
schematic design sign off of the proposed site planning, landscape design, vehicle and
pedestrian circulation and exterior architecture and materials.
The municipal site redevelopment project is a partnership between the Town of Vail (ToV), the
Vail Valley Medical Center (VVMC), the Steadman Clinic (SC), the Steadman-Philippon
Research Institute (SPRI) and Howard Head Sports Medicine (HH) to construct a new municipal
office building and a new medical office building on the Town’s municipal office site in an effort
to sustain and grow Vail’s year-round economy.
II. DISCUSSION ITEM
The Vail Town Council has asked whether the Town’s portion (+/- 74 spaces) of the parking
garage could be used for public parking during periods when not in use by the municipal office
building. Town staff has been working with OZ Architecture to address this issue. To that end,
staff and the architects have concluded that the Town’s portion of parking garage could be
design and managed in such a way that it could be used for public parking. To accomplish the
use the following factors apply:
• The first +/- 60 parking spaces inside the parking garage can be used for public parking.
• Additional spaces could be used provided minimum emergency exiting requirements are
met.
• Public access to the first floor of the municipal building could be provided during “off
hours”.
• Access during “off hours” can be restricted to limited portions of the building (ie, first floor
restrooms, emergency egress stairways, police department lobby, elevator, etc.)
9 - 1 - 1
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2
• Egress stairways and elevators would need to be operated such that access is limited
only to the parking garage and the first floor of the building.
• Durable and high traffic interior building materials are recommended for use in the
accessible areas.
• Additional video surveillance measures are also recommended.
• Public access to limited portions of the building (ie, first floor only) would significantly
improve the usability of the parking garage for public parking and enhance the guest
experience.
• The Town of Vail Planning & Environmental Commission has recommended the parking
garage be designed to accommodate public parking to off set the possible reduction
resulting from the redevelopment project.
• +/- 10 of the Town’s parking spaces will need to be set aside at all times for municipal
business that needs to occur outside of normal business hours (eg. police department).
Should the design team amend the building program to allow public access to limited
portions of the building (ie, first floor) to allow for public use of the parking garage
during “off hours”?
III. ACTION REQUESTED
The Vail Town Council is being asked to provide clear direction regarding the use of the parking
garage for public use during “off hours”. Additionally, the design team is seeking initial feedback
from the Town Council regarding the proposed on-site and off-site vehicle and pedestrian
circulation, site plan and landscape design and the proposed exterior building architecture and
materials.
As this is only a worksession, the design team will return to the Vail Town Council at a later date
for final schematic design sign-off and approvals.
IV. ATTACHMENTS
Exhibit A Public Use of the Parking Garage Plan – First Floor
Exhibit B Conceptual On-site and Off-site Circulation Diagram
Exhibit C Proposed Site Plan
Exhibit D Proposed Landscape Plan
Exhibit E Proposed Building Elevations and Renderings
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
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PROJECT GOALS
9 - 2 - 1
10/16/2012
VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
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PAGE
2
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DESIGN CONCEPTS
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
3
SKIER ACCESS- EXHIBIT ASK
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AMENITIES:
RESTROOMS
LOBBY SEATING
ACCESSIBLE
VESTIBULE
ACCESS TO POLICE ENTRY
9 - 2 - 3
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
4
TRAFFIC / CIRCULATION - EXHIBIT B
CAR ACCESS
CAR DROP OFF
TRUCK LOADING
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
5
MEDICAL OFFICE BUILDING
MUNICIPAL BUILDING
LAWN
ENTRY DROP OFFENTRY
SOUTH FRONTAGE ROAD
SITE PLAN - EXHIBIT C
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
6
CONCRETE PAVERS W/
GRANITE BANDS
MEDICAL OFFICE BUILDING
MUNICIPAL BUILDING
LAWN
LAWN
MONUMENT SIGN
AND FLAGPOLES
ENTRY
DROP OFF
MONUMENT STAIR
ENTRY
SOUTH FRONTAGE ROAD BRIDGE
ENLARGED LANDSCAPE PLAN - EXHIBIT D
9 - 2 - 6
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
7
BUILDING ELEVATIONS - EXHIBIT E1
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
8
BUILDING ELEVATIONS - EXHIBIT E2
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
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9 - 2 - 9
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VAIL MUNICIPAL DEVELOPMENT VAIL, COLORADO
72:12)9$,/72:1&281&,/83'$7( 16 OCTOBER 2012
PAGE
10
BUILDING RENDERING- EXHIBIT E4
9 - 2 - 10
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Information Update and Attachments:
1) VEAC 100912 Meeting Minutes - Kelli McDonald;
2) Donovan Pavilion and The Grand View Request for Proposals - Pam Brandmeyer;
3) Channel 5 Update - Pam Brandmeyer: The board asked to include a thank you to the Vail
Town Council for your continued support of this public access TV station. Channel 5 hosted
an open house on October 4, with good attendance. The board and staff are thrilled to be in
their new space and remain committed to providing the highest and most creative use of their
Channel 5 resources.
4) August Sales Tax - Sally Lorton;
5) Save the date: Town of Vail Kickoff the Season party on Friday November 9, at the
Donovan Pavilion, starting at 6:00 p.m. (more details to follow) to celebrate a successful year,
the kick off to the season, Vail’s 50th and to bring on the white stuff!;
6) 2013 Town Council meeting schedule;
7) CSE 100312 DRAFT Minutes
PRESENTER(S): Various
ATTACHMENTS:
VEAC 100912 Minutes
Donovan Pavilion RFP
The Grand View RFP
August 2012 Sales Tax
2013 Town Council meeting dates
100312 DRAFT CSE Minutes
10/16/2012
Vail Economic Advisory Council (VEAC)
October 9, 2012
MEETING NOTES
• VEAC Members Present:
Rayla Kundolf; Kristin Williams; Michael Kurz; Mark Gordon; Chris Romer; Bob Boselli; Greg
Moffet; Rob Levine; Matt Morgan; Pam Stenmark; Andy Daly; Kim Newbury; Brian Nolan
• Others Present:
Jim Lamont; Connie Woodberry; Mark Woodberry; Jeanne Reid; Jim Palermo; Ralf Garrison;
Katie Barnes; Mary McDougall;
• TOV Staff Present:
Town Manager Stan Zemler; Economic Development Manager Kelli McDonald; Finance Director
Judy Camp; Executive Assistant Tammy Nagel
• Introduction of Jim Palermo, Executive Director of Bravo:
Jeanne Reid introduced Bravo’s new President and Executive Director, Jim Palermo. Reid
provided a brief recap of the past summer concerts to the members, with a copy of the 2012
Bravo Season Highlights report to be sent separately. Reid acknowledged that Bravo attendees
are an older crowd and 97% primary residence is in the United States. Reid stated Bravo is
celebrating 25 years and is hoping to increase international guest attendance as well as providing
additional concerts for a younger crowd. Palermo stated the quality of Bravo artistic
performances are out of this world. Palermo is working on making the festival have more of a
festival feeling by having “pop-up” free concerts throughout town and town establishments.
Palermo is hoping to create a sense of anticipation.
• Proposed New MTRiP Reports:
Ralf Garrison presented a new bar graph overlay approach to the current reporting for the
members review and input. Garrison first reviewed the new definitions concerning this reporting:
Nascent Store: 0-12 months of operation (not yet annualized)
New Store: 13-24 months of operation
Established Store: 13+months of operation
Reports will no longer be based on a sample of stores as the previous “same store” report, but on
all stores in each category. There will be four replacement reports:
1. Foundation Report: This report will be produced monthly and provide a 12 month view
with seasonal totals. The report will be aggregated by area: Vail Village, Lionshead, West Vail
and All; and segmented by summary, retail segment, restaurant segment and lodging segment
for the aggregated areas.
2. New Store Comparative Overlay: This report will be produced seasonally (April 30 &
October 31). The report will provide a year over year aggregate comparison of New Store v.
Established Store performance. This overlay will depict New Store activity and show the size of
the New Store v. Established Store with a percentage metric. Nascent stores, which have not
been open more than a year, are not included in this view.
3. All Store 5 Year Report: This report will be produced seasonally and provide a 5 year
comparison of all actual sales aggregated and segmented by area and type. This report will
identify long term trends by area and also provide a comparison to pre-recession levels.
4. All Store Competitive Set Report: This report will be produced seasonally and compare
Vail’s All Store to Comp Set resort towns such as Aspen, Steamboat, Breckenridge and Park City
by using publicly available data. This report will provide a comparison of Vail’s performance to
the broader market place. The report will also identify if performance trends are isolated to Vail or
are industry wide.
Daly asked for Whistler resort to be added to the Comp Set. Garrison said he would look into the
availability of their information.
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10/16/2012
Williams asked about adding the air side with other comp sets. Williams felt air service
comparison to other comp sets would be valuable information.
Daly asked if there could be a 60, 90 and 120 day view so members could be more tactical in
planning and making changes to marketing and social media marketing for their type of business.
McDonald stated the VLMDAC is already looking at daily data so if there is a decrease in visitor
numbers from a certain region or if a new flight is being added to the hub, the VLMDAC will focus
on sending more digital marketing information to that area. Vail Mountain Marketing also applies
this during ski months.
• VEAC Members Ideas to Enhance Economic Vitality:
Members went around the table to present their ideas on how to enhance economic vitality.
Boselli thinks the summer activities Vail Resorts is bringing to the mountain is a huge
step in the right direction and business owners should find ways to piggy back on those activities.
Newbury would like to encourage Vail Resorts to keep mountain activities open longer
and not close for the off season to encourage companies to have team building conferences here
in Vail. Newbury felt a hiking center, not an information booth, but having an expert hiker
providing advice and directing guests to appropriate trail heads for that guest’s abilities. Newbury
stated the Town of Vail, Vail Resorts and the Forest Service need to provide more hiking
signage/way finding. Newbury wants to also protect our natural resources, such as Gore Creek.
Zemler stated a report is coming out with recommendations for keeping Gore Creek pristine.
Williams stated Vail Resorts is currently working on providing more way finding signage on the
mountain for hiking and biking.
McDonald stated the Town has budgeted for way finding signage in 2013.
Daly felt there should be focus on well-being experience and a learning center. The
well-being experience can be packaged for certain guests such as health testing, running, hiking
and biking package or restaurants could offer packages for a healthier diet. The learning center
would accommodate 300 people and provide state of the art learning systems.
Levine likes the idea of a conference/learning center to provide educational programing
from Bravo!, the Betty Ford Alpine Gardens and Vail Symposium. Levine also suggested the
Town provide a program for businesses which reach or pass a certain sales tax level get to keep
1-2% and reinvest back into the town either by events or other economic stimulus.
Nolan thought the Town should consider hiring someone or contracting with a company
to sell sponsorship of the Vail brand, similar to the Volvo sponsorship. Nolan also stated the town
should stay the course and keep doing what their already doing.
Kurz suggested an economic incentive for new businesses or current businesses
remodeling their spaces. Kurz stated some town regulations make it financially difficult for a new
business to occupy an empty space or a current business to remodel.
Williams stated Vail Resorts has requests to bring back the triangle bus services from
Vail, Eagle Vail and Beaver Creek. Williams suggested employees housing regulation changes
be made to assist small businesses with the housing requirements.
Morgan agreed with Kurz concerning incentives to new businesses. Morgan also thought
a point person on sponsorships is a good idea and co-ordination of events happening at the same
time such as Living at Your Peak and Vail Restaurant Month..
Kundolf would like the Town or a group to purchase the Cascade building and utilize it for
a conference center, performing arts center, learning center. Kundolf stated the structure is
already there and the space can hold hundreds of people, it just needs to be updated and
remodeled. Kundolf would also like members to encourage businesses to stay open throughout
the year.
Gordon suggested a casino and hotel at the Lionshead parking structure. Gordon also
thought the Town should utilize a portion of the Timber Ridge property for an orthopedic campus.
Stenmark echoed the idea of a conference center and have weekly information
concerning what businesses are open. Stenmark would also like to see the town be more
environmentally active by having a true recycling program.
Romer would like to pursue additional drivers by attracting groups to Vail. Romer would
10 - 1 - 2
10/16/2012
like to discourage the negative talk of “off season” , “mud season” and “weather is the issue” and
instead have a YES attitude. Nolan commented this strategy was successfully executed by the
manager of the Little Nell in Aspen.
Daly suggested McDonald provide a list at the next meeting of the above comments for the
members to review and prioritize.
Zemler encouraged members to remain focused.
• Financial Reports:
The financial reports were provided in the committees’ packets.
• Town Manager Report:
None
• Citizen Input:
Connie Woodbury thanked the members for their support of the 2nd Annual Creating and
Sustaining Special Places Global Symposium. Woodbury gave a special thank you to McDonald
and the Antlers for their help in making this event a tremendous experience.
Gordon would like the Vail Homeowners Association to mail their newsletter to all VEAC
members. Lamont stated the members just need to provide him their emails and he will add them
to the distribution list.
• Other Business:
• Next Meeting:
The next meeting is scheduled for Tuesday, November 13, 2012 at The Antlers.
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10/16/2012
1
REQUEST FOR PROPOSALS
Management and Operating
Contractor
for
The Donovan Pavilion
REQUESTED BY
TOWN OF VAIL
75 SOUTH FRONTAGE ROAD
VAIL, CO 81657
October 16, 2012
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2
Request for Proposals
Management and Operating Contractor for The Donovan Pavilion
October 16, 2012
The Town of Vail desires to contract the services of an individual, company or
partnership (The Contractor) for the management, operation and marketing of the
Donovan Pavilion located at 1600 South Frontage Road, Vail, Colorado.
Generally, the responsibilities of this position will include the development of a
business and marketing plan for the facility, bookings and reservations,
programming and non-capital building maintenance. Specific duties and
obligations are listed below.
The Town acknowledges it does not possess the background and/or knowledge
to describe the full range of services required to manage, operate and market a
facility of this nature. The duties and obligations listed herein are to be
considered a general guide for the full scope of services being requested. As
part of the submitted response to this Request for Proposal, the Contractor will
provide a validation of working assumptions. The Town desires to resolve
conflicting goals and refine service parameters. Primary contact with the Town of
Vail shall be Pam Brandmeyer, Assistant Town Manager, 75 South Frontage
Road, Vail, CO 81657; 970.479.2113; pbrandmeyer@vailgov.com.
Project Program
The Donovan Pavilion is intended to function as a multi-use community gathering
space. The facility will be used for presentations, speakers, performances and
seminars; private parties, weddings, receptions and memorials; social, school
and club meetings and activities; special town government meetings and events;
neighborhood meetings and events; and non-specialized recreational activities.
Other included facilities consist of amenities within existing established public
parks.
Description of facilities:
1. Donovan Pavilion
a. Main level 5205 sf. – includes all access-only spaces
i. Lobby, 402 sf.
ii. Assembly Room, 2648 sf.
iii. Breakout Room, 443 sf.
iv. Outdoor Terrace, 3040 sf.
b. Full Service Kitchen, 272 sf.
i. Equipment provided by Town
1. 6 burner stove/oven with hood
2. Ice maker
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10/16/2012
3
3. Commercial refrigerator
4. Commercial dishwasher
5. Coffee maker – may be supplied by distributor/coffee
supplier
6. Hand sink
c. Storage Room, 319 sf.
i. Furnishings and equipment provided by the Town of Vail
1. Sufficient stacking chairs and folding tables to
accommodate the indoor seating capacities listed
below.
2. Podium
3. Preview monitor
4. Basic in house sound system
d. Seating capacity
i. Indoor table seating capacity 234
ii. Indoor conference seating capacity 254 chairs
iii. Outdoor table seating capacity 100
Programming and Operating Assumptions
The Town desires the Donovan Park Pavilion become a revenue-
generating/breakeven public facility while still being available to local citizens and
local non-profit groups at an affordable and reasonable cost. Generally, the
Committee believes the revenue generated during peak weekend and holiday
hours can offset the low-cost availability of the facility during the week.
Additionally, scheduling of the pavilion will need to be coordinated with and
integrated into the overall Vail Recreation District (VRD) recreational
programming to eliminate conflicting venue uses.
Compensation:
Contractor compensation for services provided will be based on a portion of
Gross Revenue. The Town desires the Contractor to be profitable. The Town
anticipates its own annual operating costs to be approximately $75,000 annually.
This cost includes snow removal, maintenance of building systems, property
insurance, cleaning, and replacement of basic furnishings, fixtures, equipment,
and utilities. Generally the Town anticipates receiving percentages from various
revenue sources such as equipment and space rentals, etc., and to share in a
portion of gross revenues.
Respondent to propose a business model outlining his/her fixed costs and
required management fee, incorporating coverage of the Town’s costs,
anticipated variable costs and revenue projections for consideration by the Town.
Facility Use Rates:
The following rate information is provided as a guide to identify the Town’s goals
and intent. The Contractor will be required to establish and submit an annual
rate schedule for approval by the Town. Miscellaneous fees, furnishings and
equipment included, and deposits are to be determined.
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4
The rate schedule should include the following suggested rates:
1. Special events – Free events, subject to availability. Town sponsored
events cannot displace other scheduled events. Reservations are first-
come, first served. The Contractor cannot give community space away.
2. Vail resident discount – residents, property owners, (32% discount)
3. Peak rate schedule – Memorial Day weekend – September 30 and
November 16 – one week past close of Vail Mountain. A mandatory
damage deposit for all events will be collected, with an additional charge
for use of kitchen:
Samples of potential uses:
a. Facility Use 8 hrs. (F, S, S) $4595
b. Facility Use 6 hrs. (M-TH) $3385
4. If liquor is served, additional fees will apply.
5. Off-peak rate schedule – Oct 29 – Nov 15 and Close of Mountain –
Thursday before Memorial Day. Rates 20% less (Attachment A)
Description of Scope of Work
The selected contractor will be able to clearly demonstrate the ability to provide
the following services in a professional and competent manner. The intent of the
Town is to enter into a three year contract with an option to renew.
Duties and Obligations:
1. Business Plan:
a. Long term document submitted at the initiation of the contract.
b. Establishes how the operation will be managed.
c. Plan includes:
i. Executive summary
ii. Company summary, if applicable
iii. Services
iv. Market analysis summary
v. Strategy and implementation summary
vi. Management summary
vii. Financial plan including projections for breaking even and
realizing profit.
viii. Rate schedule to be approved by Council.
2. Marketing Plan:
a. Annually submitted document, consistent with business plan.
b. Monthly sales report submittal required.
c. Plan includes:
i. Marketplace analysis
ii. Target customers
iii. Goals
iv. Strategies and tactics
v. Budget
3. Programming:
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10/16/2012
5
a. Establish and communicate policies and procedures to users and
oversee the compliance of same.
b. Scheduling, reservations/bookings, rental contracts for community
space, includes check-in, check-out, set-up, monitoring, inspections
and deposits.
c. Management personnel will be on site for every event.
4. Building maintenance
a. Contractor’s responsibility
i. Janitorial, window cleaning, floor mats, carpet and floor
cleaning/maintenance, trash removal service.
ii. Restroom and pantry supplies.
iii. Minor building maintenance (lamping, interior finish touch up,
annual/semi-annual based on overall use, etc.)
b. Town Responsibilities:
i. Major interior building maintenance (electrical, mechanical,
repainting, refurbishing and remodeling) will be provided by
the Town.
ii. Exterior building maintenance, snow removal and landscape
maintenance will be provided by the Town.
5. Operator shall be able to provide insurance coverage and indemnification
in amounts required by the Town of Vail including, but not limited to:
a. Indemnification
b. Insurance
c. Comprehensive General Liability and Automobile Liability
d. Worker’s compensation
e. Taxes, Licenses, Liens and Fees
Form of Submittal
Respondents are requested to submit the following information.
1. Narrative letter of interest and intent identifying individuals, business and
partnerships responding to this Request for Proposals.
2. Summary Business Plan.
3. Summary Marketing Plan.
4. Statement of all services included in the proposal.
5. Financial Plan included cost, revenue and profit projections.
6. Background information, resumes and experience of all individuals,
businesses and partnership including in the proposal.
7. A minimum of 3 professional references with phone and mail contact
information.
Proposals submitted shall be in an 8 1/2” x 11” format. The primary respondent
with contact information shall be identified on the front cover of the submittal.
Submittal of Qualifications
Address all submittals (6 sets) to the attention of:
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10/16/2012
6
Town of Vail
Attn: Pam Brandmeyer
75 South Frontage Road
Vail, CO 81657
Address all questions regarding this RFP to:
Pam Brandmeyer
Assistant Town Manager
Town of Vail
75 South Frontage Road
Vail, CO 81657
Phone: (970) 479-2113
Fax: (970) 479-2157
Email: pbrandmeyer@vailgov.com
The deadline for submittals is November 7, 2012; at noon. A selection
committee will then review all submittals and schedule interviews. The
final selection of the Contractor will be made following the
interview/presentation. The following target dates constitute the
anticipated schedule for the selection.
Oct. 21, 2012 Release RFP
Nov. 7, 2012 (NOON) Proposal responses due
Nov. 12, 2012 Interviews scheduled (week of)
Nov. 20, 2012 Town Council approval of The Donovan
Pavilion selection or authorization to proceed
with contract negotiations.
General Conditions
1. Limitations and Award: This RFP does not commit the Town of Vail to award
or contract, nor to pay any costs incurred in the preparation and submission
of qualifications in anticipation of a contract. The Town of Vail reserves the
right to accept or reject all or any submittal received as a result of this
request, to negotiate with all qualified sources or to cancel all or part of the
RFP. After a priority listing of the final firms is established, the Town of Vail
will negotiate a contract with the first priority firm. If negotiations cannot be
successfully completed with the first priority firm, negotiations could be
formally terminated and will be initiated with the second most qualified firm if
desired.
2. Selection: Initial evaluation will be based upon the qualifications of the
applicant. The Town of Vail reserves the right to not interview, and to make
final consultant selection based upon the proposal submittals.
3. Equal Employment Opportunity: The respondent will not discriminate against
any employee or applicant for employment because of race, color, religion,
sex or national origin.
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10/16/2012
7
ATTACHMENT A
DISCOUNTED USE CATEGORIES
FOR USE ON MONDAY THROUGH THURSDAY
Eligibility for Discounted Use will be based on the following criteria:
1) Is the sponsoring organization physically based in Vail? (+)
2) Does the sponsoring organization collect dues for membership in their
organization? (-)
3) Does the sponsoring organization exist on contributions only? (+)
4) Is the sponsoring organization a civic or social services organization? (+)
5) Will the sponsoring organization charge a fee for admission to the
function? (-)
6) Is the function a regular meeting (-) or a special event (+)?
7) Is the function “civic” in nature? (+)
8) Is a more appropriate space available? (-)
9) Direct Vail benefit? (+)
10) Meet Council mission? (+)
11) If fundraiser, the benefiting organization must be present. (+)
VAIL-BASED:
DISCOUNTED USE 50% OFF PRICE Dues/fee-based
Vail Public Schools VCBA
(Except where budget exists) VVP
(BMHS, VSSA, RSES) Vail Ski & Snowboard Club
TOV-sponsored events for the public Vail Mountain School
(I.e. speaker series, presentations, meetings Children’s Garden of Learning
Vail Symposium
Vail/Eagle Junior Hockey Club
$250 FEE Vail Jazz Foundation
$300 SECURITY DEPOSIT REQD Vail Mountain Search & Rescue
Eagle Valley Alliance for Sustainability
VV Rotary Club
Religious Organizations
Vail-based Events
(I.e. Vail Gay Ski Week, Bravo! Music
Festival, etc.)
EAGLE COUNTY-BASED
50% OFF PRICE Donation-based 25% OFF PRICE Dues/fee based
The Youth Foundation Ducks Unlimited
Snowboard Outreach Society Friends of the Dance
Walking Mountains Elk Foundation
The Literacy Project Trout Unlimited
Resource Center
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10/16/2012
8
Salvation Army
Food Resource Center
Humane Society
Eagle Valley Community Fund
Habitat for Humanity
Vail Valley Community Fund
PAGE 2 – COMP. USE POLICY
EAGLE COUNTY-BASED
50% OFF PRICE Donation-based (cont.)
Meet the Wilderness
Eagle River Watershed Council
Eagle County School District
Stone Creek Charter
Freedom Park
Eagle Valley High School (EVHS)
Vail Academy
St. Claire’s
Vail Christian High School
GOVERNMENTAL AGENCIES
Should be quoted with regard to office location (i.e., Vail, Eagle County location).
Exception to policy approved through TOV Asst. Town Manager’s office only.
BEREAVEMENT RATES
Vail residents – Complimentary use if individual resided in Town of Vail for five
consecutive years; based on availability
Eagle County residents – 50% off Eagle County resident rate
Independent fundraising initiatives for imminent terminal diagnosis/patients who
are residents: 5-yr Vail resident; case-by-case basis; M-Th only: $250/sec. dep.
BOOKING PERIOD
All groups will be allowed to book the Pavilion at a discounted rate 30 days prior
to the function date.
TOWN COUNCIL COMPLIMENTARY DAYS
Council will be allotted 10 complimentary days during Peak dates, and 20
complimentary days during non-Peak dates. Organizations not meeting the
above criteria will be brought to Town Council for approval.
COMMITTEE REVIEW
The TOV Pavilion committee will review each request for reduced usage on a
case-by-case basis.
10 - 2 - 8
10/16/2012
9
COMPLIMENTARY/REDUCED USE FEES
Groups receiving complimentary or discounted use of the facility will receive a
written rental agreement with the following information listed:
Facility fee: $250.00
Security deposit: $300.00 (Refundable)
Tax exempt status
All alcohol security fees and guidelines will apply for events with alcoholic
beverages
All other groups qualifying for reduced use will receive a written rental agreement
Identifying a 50% or 25% discount off the seasonal fee for such use. This
applies for Monday-Sunday usage of the Pavilion.
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10/16/2012
1
REQUEST FOR PROPOSALS
Management and Operating
Contractor
for
Community Facilities
REQUESTED BY
TOWN OF VAIL
The Grand View
(LH Welcome Center Third Floor)
75 SOUTH FRONTAGE ROAD
VAIL, CO 81657
October 16, 2012
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10/16/2012
2
Request for Proposals
Management and Operating Contractor for The Grand View
October 16, 2012
The Town of Vail desires to contract the services of an individual, company or
partnership (The Contractor) for the management, operation and marketing of
The Grand View located at 395 East Lionshead Circle, Vail, Colorado.
Generally, the responsibilities of this position will include the development of a
business and marketing plan for the facility, bookings and reservations,
programming and non-capital building maintenance.
The Town acknowledges it does not possess the background and/or knowledge
to describe the full range of services required to manage, operate and market a
facility of this nature. The duties and obligations listed herein are to be
considered a general guide for the full scope of services being requested. As
part of the submitted response to this Request for Proposal, the Contractor will
provide a validation of working assumptions. The Town desires to resolve
conflicting goals and refine service parameters. Primary contact with the Town of
Vail shall be Pam Brandmeyer, Assistant Town Manager, 75 South Frontage
Road, Vail, CO 81657; 970.479.2113; pbrandmeyer@vailgov.com.
Project Program
The Grand View is intended to function as a multi-use community gathering
space. The facility will be used for presentations, speakers, performances and
seminars; private parties, weddings, receptions and memorials; social, school
and club meetings and activities; special town government meetings and events;
neighborhood meetings and events; and non-specialized recreational activities.
Other included facilities consist of amenities within existing established public
parks.
Description of facilities:
1. 1300+ SF LH Welcome Center Community Space
a. Main level – includes all access-only spaces
i. Restrooms
ii. Janitor Closet
iii. IT Closet
iv. Coat Closet
v. Bar Storage
vi. Entry Vestibule
vii. Outdoor Balcony and Terrace 500 SF
viii. Table and Chairs Storage off open deck area
b. Small Catering Pantry
i. Equipment provided by Town
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10/16/2012
3
1. Ice maker
2. Coffee maker
3. 3 compartment sink
4. Stainless steel countertop
5. Hand sink
6. Refrigerator
7. Warming oven
ii. Furnishings and equipment provided by Town of Vail
1. Sufficient stacking chairs and folding tables to
accommodate the indoor seating capacities listed
below.
2. Podium
c. Seating capacity
i. Indoor table seating capacity 80
ii. Indoor conference seating capacity 100 chairs available
iii. Cocktail party/standing capacity 120
d. Covered Parking adjacent to The Grand View in the Lionshead
Parking structure will be on a first come, first served basis. Paid parking for
events, when needed, will not be compt.
Programming and Operating Assumptions
The Town desires The Grand View become a breakeven public facility while still
being available to local citizens and local non-profit groups at an affordable and
reasonable cost. Generally, the Town believes the revenue generated during
peak weekend and holiday hours can offset the low-cost availability of the facility
during the week.
Compensation:
Contractor compensation for services provided will be based on a portion of
Gross Revenue. The town desires the Contractor to be profitable. The Town
anticipates its own annual operating costs to be approximately $75,000 annually.
This cost includes snow removal, maintenance of building systems, property
insurance, cleaning, and replacement of basic furnishings, fixtures, equipment,
and utilities. Generally the Town anticipates receiving percentages from various
revenue sources such as equipment and space rentals, etc., and to share in a
portion of gross revenues.
Respondent to propose a business model outlining his/her fixed costs and
required management fee, incorporating coverage of the Town’s costs,
anticipated variable costs and revenue projections for consideration by the Town.
Facility Use Rates:
The following rate information is provided as a guide to identify the Town’s goals
and intent. The Contractor will be required to establish and submit an annual
rate schedule for approval by the Town. Miscellaneous fees, furnishings and
equipment included, and deposits are to be determined.
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10/16/2012
4
The rate schedule should include the following suggested rates:
1. Special events – Free events, subject to availability. Town sponsored
events cannot displace other scheduled events. Reservations are first-
come, first served. The Contractor cannot give community space away.
2. Vail resident discount – residents, property owners, and dues and fees
based Vail nonprofits (50% discount)
3. Peak rate schedule – Memorial Day weekend – September 30 and
November 16 – one week past close of Vail Mountain. A mandatory
damage deposit for all events will be collected.
Samples of potential uses:
a. Event/Full Block (8 hrs.)
b. Event/Partial Block (4 hrs.)
c. Week Days
d. Weekends (Fri., Sat., Sun.)
e. Morning vs. Afternoon
4. If liquor is served, additional fees will apply.
5. Off-peak rate schedule – Oct 1 – Nov 15 and Close of Mountain –
Thursday before Memorial Day. Must follow Town of Vail Complimentary
Discounted Use Policy (Attachment A)
a. Samples of potential uses:
i. Event/Full Block
ii. Event/Partial Block
iii. Week Days
iv. Weekends (Fri., Sat., Sun.)
v. Morning vs. Afternoon
Description of Scope of Work
The selected contractor will be able to clearly demonstrate the ability to provide
the following services in a professional and competent manner. The intent of the
Town is to enter into a three year contract with an option to renew.
Duties and Obligations:
1. Business Plan:
a. Long term document submitted at the initiation of the contract.
b. Establishes how the operation will be managed.
c. Plan includes:
i. Executive summary
ii. Company summary, if applicable
iii. Services
iv. Market analysis summary
v. Strategy and implementation summary
vi. Management summary
vii. Financial plan including projections for breaking even and
realizing profit.
viii. Rate schedule to be approved by Council.
2. Marketing Plan:
a. Annually submitted document, consistent with business plan.
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10/16/2012
5
b. Monthly sales report submittal required.
c. Plan includes:
i. Marketplace analysis
ii. Target customers
iii. Goals
iv. Strategies and tactics
v. Budget
3. Programming:
a. Establish and communicate policies and procedures to users and
oversee the compliance of same.
b. Scheduling, reservations/bookings, rental contracts for community
space, includes check-in, check-out, set-up, monitoring, inspections
and deposits.
c. Management personnel will be on site for every event.
4. Building maintenance
a. Contractor’s responsibility
i. Janitorial, window cleaning, floor mats, carpet and floor
cleaning/maintenance, trash removal service.
ii. Restroom and pantry supplies.
iii. Minor building maintenance (lamping, interior finish touch up,
annual/semi-annual based on overall use, etc.)
b. Town Responsibilities:
i. Major interior building maintenance (electrical, mechanical,
repainting, refurbishing and remodeling) will be provided by
the Town.
ii. Exterior building maintenance, snow removal and landscape
maintenance will be provided by the Town.
5. Operator shall be able to provide insurance coverage and indemnification
in amounts required by the Town of Vail including, but not limited to:
a. Indemnification
b. Insurance
c. Comprehensive General Liability and Automobile Liability
d. Worker’s compensation
e. Taxes, Licenses, Liens and Fees
Form of Submittal
Respondents are requested to submit the following information.
1. Narrative letter of interest and intent identifying individuals, business and
partnerships responding to this Request for Proposals.
2. Summary Business Plan.
3. Summary Marketing Plan.
4. Statement of all services included in the proposal.
5. Financial Plan included cost, revenue and profit projections.
6. Background information, resumes and experience of all individuals,
businesses and partnership including in the proposal.
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10/16/2012
6
7. A minimum of 3 professional references with phone and mail contact
information.
Proposals submitted shall be in an 8 1/2” x 11” format. The primary respondent
with contact information shall be identified on the front cover of the submittal.
Submittal of Qualifications
Address all submittals (6 sets) to the attention of:
Town of Vail
Attn: Pam Brandmeyer
75 South Frontage Road
Vail, CO 81657
Address all questions regarding this RFP to:
Pam Brandmeyer
Assistant Town Manager
Town of Vail
75 South Frontage Road
Vail, CO 81657
Phone: (970) 479-2113
Fax: (970) 479-2157
Email: pbrandmeyer@vailgov.com
The deadline for submittals is November 7, 2012 at noon. A selection
committee of a sitting Town Council member, a community member and
Town staff will then review all submittals and schedule interviews. The
final selection of the Contractor will be made following the
interview/presentation. The following target dates constitute the
anticipated schedule for the selection.
Oct. 21, 2012 Release RFP
Nov. 7, 2012 (NOON) Proposal responses due
Nov. 12, 2012 Interviews scheduled (week of)
Nov. 20, 2012 Town Council approval of The Grand View
selection or authorization to proceed with
contract negotiations.
Occupancy of The Grand View is currently available.
General Conditions
1. Limitations and Award: This RFP does not commit the Town of Vail to award
or contract, nor to pay any costs incurred in the preparation and submission
of qualifications in anticipation of a contract. The Town of Vail reserves the
right to accept or reject all or any submittal received as a result of this
request, to negotiate with all qualified sources or to cancel all or part of the
RFP. After a priority listing of the final firms is established, the Town of Vail
10 - 3 - 6
10/16/2012
7
will negotiate a contract with the first priority firm. If negotiations cannot be
successfully completed with the first priority firm, negotiations could be
formally terminated and will be initiated with the second most qualified firm if
desired.
2. Selection: Initial evaluation will be based upon the qualifications of the
applicant. The Town of Vail reserves the right to not interview, and to make
final consultant selection based upon the proposal submittals.
3. Equal Employment Opportunity: The respondent will not discriminate against
any employee or applicant for employment because of race, color, religion,
sex or national origin.
End of Request for Proposals
ATTACHMENT A
DISCOUNTED USE CATEGORIES
FOR USE ON MONDAY THROUGH THURSDAY
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10/16/2012
8
Eligibility for Discounted Use will be based on the following criteria:
1) Is the sponsoring organization physically based in Vail? (+)
2) Does the sponsoring organization collect dues for membership in their
organization? (-)
3) Does the sponsoring organization exist on contributions only? (+)
4) Is the sponsoring organization a civic or social services organization? (+)
5) Will the sponsoring organization charge a fee for admission to the
function? (-)
6) Is the function a regular meeting (-) or a special event (+)?
7) Is the function “civic” in nature? (+)
8) Is a more appropriate space available? (-)
9) Direct Vail benefit? (+)
10) Meet Council mission? (+)
11) If fundraiser, the benefiting organization must be present. (+)
VAIL-BASED:
DISCOUNTED USE 50% OFF PRICE Dues/fee-based
Vail Public Schools VCBA
(Except where budget exists) VVP
(BMHS, VSSA, RSES) Vail Ski & Snowboard Club
TOV-sponsored events for the public Vail Mountain School
(I.e. speaker series, presentations, meetings Children’s Garden of Learning
Vail Symposium
Vail/Eagle Junior Hockey Club
$250 FEE Vail Jazz Foundation
$300 SECURITY DEPOSIT REQD Vail Mountain Search & Rescue
Eagle Valley Alliance for Sustainability
VV Rotary Club
Religious Organizations
Vail-based Events
(I.e. Vail Gay Ski Week, Bravo! Music
Festival, etc.)
EAGLE COUNTY-BASED
50% OFF PRICE Donation-based 25% OFF PRICE Dues/fee based
The Youth Foundation Ducks Unlimited
Snowboard Outreach Society Friends of the Dance
Walking Mountains Elk Foundation
The Literacy Project Trout Unlimited
Resource Center
Salvation Army
Food Resource Center
Humane Society
Eagle Valley Community Fund
Habitat for Humanity
10 - 3 - 8
10/16/2012
9
Vail Valley Community Fund
PAGE 2 – COMP. USE POLICY
EAGLE COUNTY-BASED
50% OFF PRICE Donation-based (cont.)
Meet the Wilderness
Eagle River Watershed Council
Eagle County School District
Stone Creek Charter
Freedom Park
Eagle Valley High School (EVHS)
Vail Academy
St. Claire’s
Vail Christian High School
GOVERNMENTAL AGENCIES
Should be quoted with regard to office location (i.e., Vail, Eagle County location).
Exception to policy approved through TOV Asst. Town Manager’s office only.
BEREAVEMENT RATES
Vail residents – Complimentary use if individual resided in Town of Vail for five
consecutive years; based on availability
Eagle County residents – 50% off Eagle County resident rate
Independent fundraising initiatives for imminent terminal diagnosis/patients who
are residents: 5-yr Vail resident; case-by-case basis; M-Th only: $250/sec. dep.
BOOKING PERIOD
All groups will be allowed to book the Pavilion at a discounted rate 30 days prior
to the function date.
TOWN COUNCIL COMPLIMENTARY DAYS
Council will be allotted 10 complimentary days during Peak dates, and 20
complimentary days during non-Peak dates. Organizations not meeting the
above criteria will be brought to Town Council for approval.
COMMITTEE REVIEW
The TOV Pavilion committee will review each request for reduced usage on a
case-by-case basis.
COMPLIMENTARY/REDUCED USE FEES
Groups receiving complimentary or discounted use of the facility will receive a
written rental agreement with the following information listed:
Facility fee: $250.00
Security deposit: $300.00 (Refundable)
10 - 3 - 9
10/16/2012
10
Tax exempt status
All alcohol security fees and guidelines will apply for events with alcoholic
beverages
All other groups qualifying for reduced use will receive a written rental agreement
Identifying a 50% or 25% discount off the seasonal fee for such use. This
applies for Monday-Sunday usage of the Pavilion.
10 - 3 - 10
10/16/2012
MEMORANDUM
September 25, 2012
To: Vail Town Council
Stan Zemler
Pam Brandmeyer
Judy Camp
From: Sally Lorton
Re: August Sales Tax
I estimate Vail will collect another $75,000 in August sales tax to bring
August collections to $1,363,785. If so, we will be up 17.6% or $204,216 from the
amended budget and up 4.1% or $53,314 from August 2011. Year to date would
be up 3.5% or $487,581 from 2011. The year to date and full year budgets have
been amended by $1,100,000.00 to reflect additional collections earlier in the
year. Year to date revenue would be up 12.3% or $1,593,781 from the original
budget and 3.5% or $493,781 from the amended budget.
10 - 4 - 1
10/16/2012
2,210,5472,073,4811,997,0912,225,8412,275,9672,597,9852,783,3062,976,6552,619,6732,564,3832,795,6882,853,5342,854,6621,1282.11%0.04%
2,366,3212,281,8332,111,1632,362,8252,429,3772,527,1302,718,6433,071,6152,588,8892,577,3602,803,1362,992,6092,993,6911,0826.80%0.04%
2,568,8712,699,664 2,372,942 2,344,1782,785,1012,852,9542,986,4463,327,3042,504,5672,685,0043,143,4183,183,8843,184,9481,0641.32%0.03%
1,043,431870,875871,468992,157915,5541,280,3241,330,7401,098,9181,235,9411,156,9341,191,6901,181,1191,181,990871-0.81%0.07%
448,234414,248428,919411,595458,770449,283545,874622,103516,150421,925473,292485,504486,1526482.72%0.13%
751,439657,707742,755732,113834,913805,362953,017918,061717,233873,765895,951959,775961,8682,0937.36%0.22%
1,157,8671,044,9661,075,5321,128,5141,166,1831,255,2431,265,7811,397,8421,121,8601,228,7671,481,3291,272,7811,530,460257,6793.32%20.25%
1,124,2751,084,3181,029,446994,445993,9851,055,6141,162,7461,349,7951,068,3911,147,3521,310,4711,159,5691,288,785129,216-1.65%11.14%
11,670,98511,127,09210,629,31611,191,66811,859,85012,823,89513,746,55314,762,29312,372,70412,655,49014,094,97514,088,77514,482,556393,7812.75%2.79%
747,766713,574679,208757,033795,807832,549908,318834,569753,754761,425889,945796,436
486,570484,425508,092532,537566,173614,396688,519662,767581,033594,362623,420604,744
571,783642,293591,269623,646713,117799,582747,877719,109651,873701,075788,430692,684
1,933,9402,139,4172,171,0982,362,0952,549,0322,771,2582,821,8712,652,6282,553,9742,963,7633,184,6452,717,361
15,411,04415,106,80114,578,98315,466,97916,483,97917,841,68018,913,13819,631,36616,913,33817,676,11519,581,41518,900,00014,482,556393,781
10 - 4 - 2
10/16/2012
Town of Vail Town Council Meetings
For 2013
January 8* and 15
(*due to the first Tuesday in 2013 being the New Year’s holiday – the first meeting is moved back one
week)
February 5 and 19
March 5 and 19
April 2 and 16
May 7 and 21
June 4 and 18
July 2 and 16
August 6 and 20
September 3 and 17
October 1 and 15
November 5 and 19
December 3 and 17
*in 2002 and 2008 the first meetings in January were also New Years holidays. The Council meetings
were held the second Tuesday of January. So there will be 2 meetings back to back in January of 2013 to
keep the town on schedule.
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10/16/2012
CSE/Meeting Minutes October 3, 2012 Page 1 of 7
MINUTES:
Town of Vail: Commission on Special Events Meeting
Vail Town Council Chambers
Wednesday, October 3, 2012 @ 8:30 a.m.
CSE Members Present: Jenn Bruno, Chairman
Cali Adkisson
Bobby Bank
Rayla Kundolf
Sonny Kerstiens
Joyce Gedelman-Viers
TOV Staff Present: Sybill Navas, CSE Coordinator
Tammy Nagel, CSE Secretary
Pam Brandmeyer, Assistant Town Manager
Clare Hefferren, Economic Development Assistant
Others Present: Adam Sutner, Strategic Consultant to the CSE
Margaret Rogers, Vail Town Council
Duncan Horner, Julie Kapala, Vail International Dance Festival
Jim Palermo, Jeanne Reid, Meredith Richards, Caitlin Murray, Aaron
Cessna and Amy Phillips, Bravo! Vail Valley Music Festival
Jeanne Reid White, Bravo! Vail Valley Music Festival
Jen Mason, Vail Valley Foundation
Beth Pappas, Keen Vail Kids Adventure Race, VRD
Jaime Gunion, Vail Recreation District
Brian Hall, Lionshead Family Fun Club, Blue Creek Productions
Shannon Foley Henn, Vail Rocks
Jim and David Soran, Vail Lacrosse Shootout
Helen Mattison, Grans Traverse Association
Dan Cramer and Bryce Thornburg, Kick-It 3x3, TCI
Jessica Stevens, Vail Valley Partnership
Cabal Yarne, Arriesgado
Robin Litt, Vail Jazz
Chris Lasky, Gran Fondo
______________________________________________________________________
CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m.
Administrative Items:
Motion to approve the Minutes of the CSE meetings of September 5 and 19, 2012 as
presented.
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CSE/Meeting Minutes October 3, 2012 Page 2 of 7
M/S/P: Kundolf /Kerstiens/Unanimous
Financial Report and Contract Status: CSE members reviewed the status of financial
report and the contract status. No issues were raised.
Mission Statement Discussion and Agreement:
Tabled to the November 7, 2012
Memorial Day Event Discussion:
• Subcommittee Report Out: Kundolf reported the Sub-Committee met on September 25,
2012 to discuss ideas for an event on Memorial Day. The Sub-Committee discussed the
challenges of having a Memorial Day event, such as weather, kids still in school,
graduation and a competitive event in Beaver Creek. Five types of event concepts were
discussed: 1) Children’s events and/or family, 2) Adventure sports, 3) Culinary, 4) Music,
5) Comedy. Kundolf stated the sub-committee felt a Comedy Festival would be a great
layer to Vail’s Brand and events. This event could create the perception of getting rid of
the winter blues, levity, pre-summer, off-season attitude, laugh and enjoy. With an indoor
focus and/or tented outside venues, the concept alleviates weather concerns. The target
market is the 4-6 hours driving distance guests such as Front Range, Colorado, New
Mexico, Utah and Wyoming. The Comedy Festival would be modeled after Montreal
Comedy Fest with kids’ comedy workshops, improv workshops and after-hour shows for
adults.
• Addendum to RFP: The Sub-Committee recommended that CSE members, consider an
extension to RFP, and hold back monies from the initial allocations especially for a
Memorial Day event. CSE will take the time to align either on an agreed conceptual RFP
direction, or alternatively, consider some quick, low cost market research to gain target
audience insight and align on a direction with particular traction.
• Research: Sutner stated the research cost is under $5,000 with an execution timeframe
of three week – allowing time to add an RFP addendum for this event. The monies for
the research would come from the existing CSE budget. Sutner presented a research
outline to the members that adds strategic rigor to the decision making process. .
Motion to allocate $5,000 towards a survey for a Memorial Day event
M/S/P: Kerstiens /Bank/Unanimous
Discussion of Role of the Event Recaps – A new approach: All Event Recap PowerPoints
were provided in the CSE Members packets for them to review prior to the meeting.
• Hot Summer Nights: Jen Mason, Vail Valley Foundation, reviewed the strengths and
weaknesses with the members. Parking availability was the number one complaint. The
strengths of the event were defined as a fun opportunity for gathering locals and an
unexpected welcome event for out-of-town guests.
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CSE/Meeting Minutes October 3, 2012 Page 3 of 7
The CSE members felt the event is a great vitality to Vail but, would like to see a broader
demographic audience. Members suggested providing event and entertainer post card to
local merchants, info booth and a digital list/postcard to hotel concierges to assist with
engaging the out-of-town visitors.
• Vail International Dance Festival: Duncan Horner and Julie Kapala of Vail Valley
Foundation, provided members with a brief summary of the PowerPoint recap the
members received and the Foundation’s plans for the Vail International Dance Festival’s
25th Anniversary. Kapala stated the festival is widely considered as one of the premier
dance festivals in the world as well as one of the largest. Kapala stated the festival
increased attendance at more accessible performances such as 8150 Dance Challenge,
Dance for $20.12 and Dance TV. Kapala said the lack of parking availability is always a
concern for the patrons who attend this event.
The 25th Anniversary is next year and Kapala informed the members there will be bigger
talent, more shows and international press. Popular past performers will be returning for
the anniversary. The Foundation is looking into scheduling availability of the Donovan
Pavilion for next year’s festival.
CSE members reminded the Foundation to encourage their patrons to utilize the town
event buses. Members suggested expanding the festival into Arrabelle Square by
partnering with the Jazz Festival for cost sharing of the Arrabelle tent. Additionally,
members would like large name acts to be scheduled in the middle of the week to assist
in over night stays.
• Bravo! Vail Valley Music Festival: Jeanne Reid White and Meredith Richards
introduced Bravo’s new President and Executive Director, Jim Palermo. Palermo
expressed his interest in creating ‘cultural tourism’ for an international destination. Bravo
expressed an interest in cross marketing/producing events with other non-profits as well
as adding performances for the Latino community. The CSE members were provided a
PowerPoint recap of Bravo’s summer of events and asked if they had any questions.
Kundolf stated she was surprised at the demographic profile of Bravo attendees
estimated average age of attendees showing the ages 18-44 being 2-3% and the age of
64-74 being 37%. Reid White said staff was working towards performances to attract a
broader age of audience and encourage younger generations to stay as repeat
customers into their later years as the current generations age out. Palermo said next
year there will be music “pop-ups” throughout the town for people to gather and enjoy.
Palermo stated a marching classical band may also be scheduled next year.
Bruno requested brainstorming to really boost the 1st week by Dallas, stating it’s part
programming and part marketing that will bring the audience.
• Keen Vail Kids Adventure: Beth Pappas and Jamie Gunion with Vail Recreation
District provided members with a PowerPoint recap of this 3 day event in their packets.
All members liked this event and stated it brings a lot of vitality to town. The event sold
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CSE/Meeting Minutes October 3, 2012 Page 4 of 7
out with a large waiting list. The event offers one day for kids to build their skills and then
a two-day competition. The utilization of Ford Park Lower Bench allowed for many new,
spectator-friendly obstacles and the zip line location on Gore Creek which was a big hit.
Gunion stated next year they are considering adding a 14 year old category.
Banks would like to see the event grow into a 4 day event and asked Pappas and Gunion
what they would need to make that happen? Gunion stated to grow the event would take
more volunteers and staff resources. Kundolf suggested having ski patrol help with
staffing/volunteering and tapping Keen for dollar contributions in addition to in kind. CSE
members strongly suggested event producers submit 2013 RFP asking for what they
need to grow this event as members view it as a “Kids Mountain Games” – on par with
Teva Mountain Games.
• Lionshead Family Fun Club: Brian Hall, event producer of Lionshead Family Fun Club,
reviewed the highlights of the PowerPoint recap provided in the members’ packets. The
event was named #2 out of 7 best Denver Post “Sweet Summer Deals”. The event
provides for high quality interactive and engaging activities and educational
presentations. Hall stated his event partnered with the Vail Arts Festival, Vail America
Days and Vail International Dance Festival to maximize the impact of all the events. Hall
expressed an interest in cross-marketing on Memorial Weekend with marketing materials
that showcase Vail summer events to allow families to lock in dates early.
CSE members encouraged Hall to think bigger and request CSE support to grow the
event as members see great potential. Hall thought of possibly moving the event to Vail
Village next year. Kundolf stated she would prefer the event stay in Lionshead.
Motion to allocate $6666 towards event final payment.
M/S/P: Kundolf/Kierstiens/Unanimous
• Vail Rocks: Shannon Foley Henn, with Love Hope and Strength, provided a Power
Point to Members in their packets. Foley Henn stated though the attendees numbers
were better than expected for the hike. The turnout of the free concert was much lower
than anticipated. Foley Henn did acknowledge the weather that weekend was very wet
and also contributed to the low attendee numbers for the free concert. Local attendees
were minimal at 3%. Foley Henn stated this was due to Vail Daily not running
advertisements. She stated they would need more support from local media and
promotions to increase the numbers for next year. Kerstiens applauded that 100% of
guests were from out of town.
Foley Henn is hoping next year the event can be scheduled on Father Day weekend
which CSE members stated appeared to be a good fit for target market. 2012 was
capped at 200 hikers due to mountain infrastructure. 2013 goal is up to 700 hikers.
Motion to allocate $8,334 towards event final payment.
M/S/P: Bank/Kierstiens/Majority Approved/Kundolf opposed
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CSE/Meeting Minutes October 3, 2012 Page 5 of 7
• Vail Lacrosse Shootout: David and Jim Soran provided a PowerPoint recap in the
members’ packets for them to review. Soran stated this year the tournament celebrated
its 40th anniversary. Over 40 years the tournament has evolved from an informal get-
together of a few teams to one of the largest and most well known lacrosse tournaments
in the country. Teams travel to Vail from all over the United States and a few from
Canada to participate. Soran stated the Vail Lacrosse Shootout is considered to be a
premier summer lacrosse tournament and it has the reputation and standing in the
lacrosse community as “the” tournament to attend. 2014 is the World Masters which will
bring in more spectators. Kundolf asked if a pro-team coming to the event is in the future.
Soran stated not a pro-team, but more international teams and a Women’s Master
Division is being considered for next year.
• Kick-It 3v3 Soccer Tournament: Dan Cramer and Bryce Thornburg reviewed the
PowerPoint recap with the members, which were provided in the members packets.
Cramer stated the event was extended to three full days with adjusted start times up to
10:00 am on Friday. All teams played Friday, Saturday and Sunday more teams into the
town of Vail on Thursday night which ultimately generated more room nights. All games
were wrapped up by 3:00p.m. Next year Soran hopes they will offer more activities,
games, vendors and food within the event resulting in activities for the whole family
including a potential expo village. Additionally, Soran is planning to work with the Kids
Adventure Event next year to maximize the Vail experience for the participants. Soran
would like to increase the number of international attendees by having this event be a
qualifier event to go to the larger event at Disney World.
Motion to allocate $11,906 towards event final payment.
M/S/P: Kundolf/Adkisson/Unanimous
• Gran Fondo: Chris Lasky reviewed the PowerPoint recap with the members which were
provided in the members’ packets. Lasky was subcontracted for operations by event
owner, Star Events. A third party was subcontracted by Star to produce the expo. Lasky
stated the event was far from what was presented in the RFP – marketing, food and
vendor expo, and ride support was inferior. Star Events advised Lasky there would be
several national and international events as part of the 2012 Gran Fondo program. In
reality, only 2 events were produced – San Diego and Vail, both with minimal marketing.
Bruno asked who should have had oversight of the event, Lasky answered Star Events
was responsible.
30-40% of attendees were from out of state. While Lasky sees potential for future Gran
Fondo style events, he is no longer willing to work with Star Events. Cannondale has
indicated interest in an event in Vail which Lasky would want to operate without Star
Events.
Motion to deny $13,334 towards event final payment.
M/S/P: Kundolf/Bank/Unanimous
10 - 6 - 5
10/16/2012
CSE/Meeting Minutes October 3, 2012 Page 6 of 7
Event Recruitment Process Draft
• Drafted Revised Score Card for Approval: Sutner presented suggested revised score
card. In alignment with Town Council and VLMDAC, the CSE board revised the score
card parameters. There were small but significant changes to how the CSE will score
event submissions; notably related to Vail Brand and Demographic fit, event
performance, and marketing.
The score card was revised to include:
Criteria Rating
Does The Event Have Potential To:
Increase Room Nights 0-20
Increase Sales & Lodging Revenue 0-10
Drive Group Business 0-10
Brand Fit Is the event aligned with the Vail brand and 0-10
does it bring it to life experientially on its key
dimensions:
1) Physical vitality
2) Cultural vitality
3) Emotional vitality (additional weight will potentially
be given to those events that begin to articulate Vail's
strategic objective of developing the notion of Health
& Wellness)
Timing
How well does it help achieve an optimal 0-5
calendar of events against occupancy opportunity
and Town of Vail available assets (human and capital)
Demo Fit
Does it help optimize visitor mix 0-10
- In-state over night guests
- Destination visitors
- International
Performance
How well will it perform financially
- Revenue 0-10
- Leveraged media exposure 0-10
Producer Qualifications
Expertise, local knowledge, ability to financially 0-10
leverage
Marketing Strength
10 - 6 - 6
10/16/2012
CSE/Meeting Minutes October 3, 2012 Page 7 of 7
How effectively will it be marketed 0-10
Sutner stated based on listening to today’s recap presentations, CSE must do a better
job in defining exactly what the Vail Brand is as event producers are confusing it with the
Town Council mission. A CSE member discussion was led regarding adding ‘health and
wellness’ bonus points and was dismissed as the mindset of health and wellness is
positioned within current line items.
McDonald requested Hefferren email revised score card to all event producers submitting
for 2013 RFP.
Motion to accept the criteria as presented with changes as discussed.
M/S/P: BanksAdkisson/Unanimous
• Memorial Day Addendum: Discussion was held to determine if Event Producers would
receive an addendum to October 15, 2012 RFP deadline if submitting for Memorial Day
2013 event. Hefferren to advise event producers via email if they have a Memorial Day
proposal in progress, please submit as is. Based on today’s board meeting, CSE will
likely be creating an extension based on market research currently under way to
determine most effective event concepts for the summer kickoff weekend. When
research is completed, a clarification to the RFP will be provided which may focus CSE
specific strategic direction. This does necessarily invalidate original submission, but CSE
suggests checking the submission at that time against the clarified direction following the
research. Final decisions on Memorial Day events submissions will be made at
December CSE board meeting on Dec. 5, 2012.
Discussion and Agreement on CSE portion of 10/18 Agenda:
a. Event Economic Impact Study – RRC
b. CSE Strategic Direction Presentation – Adam Sutner
c. Marketing Checklist – Adam Sutner -
d. VLMD Intercept Study Presentation – Doug Westkow
e. Mission Statement, objectives – Jenn Bruno
f. Memorial Day Subcommittee debrief – Adam Sutner
New Business and Community Input: NA
Motion to Adjourn @
M/S/P: Kundolf/Bank/Unanimous
Meeting adjourned at 12:05 p.m.
Next Regular CSE Meeting:
Wednesday, November 7, 2012 @ 8:30 a.m.
10 - 6 - 7
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Matters from Mayor and Council
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(a)(b)(e) - to discuss the
purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on
specific legal questions; and to determine positions, develop a strategy and instruct
negotiators, Regarding: Discussion concerning negotiations, regarding Ever Vail
Redevelopment Agreement; 2) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific
legal questions; and to determine positions, develop a strategy and instruct negotiators,
regarding: Comcast franchise negotiation; 3) C.R.S. §24-6-402(4)(f) - to discuss personnel
matters, regarding: Personnel matters.
PRESENTER(S): Matt Mire
10/16/2012
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: October 16, 2012
ITEM/TOPIC: Adjournment (4:45 p.m.)
NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES
AND TIMES AND SUBJECT TO CHANGE)
--------------------
THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT
APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, NOVEMBER 6, 2012 IN THE VAIL
TOWN COUNCIL CHAMBERS
FUTURE AGENDA ITEMS:
VRA 2013 Budget Resolution - SEPARATE Mtg. - Kathleen - 15 min. -11/6
Ongoing agenda items TBD: DRB/PEC updates - Warren - WS - 15 min.; Information
Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5
min.; Town Manager Report: 5 min.
CIRSA board training for TC/PEC - Tami Tanoue/Matt Mire - WS - 60 min. - 11/6
ERWSD Wastewater Management Plan - Diane Johnson?/Tom K - WS - 30 min. - 11/6
Golden Peak update - Dwight - WS - 20 min. - 11/6
Red Sandstone Elementary School Update - Kat Lange - WS - 10 min. - 11/6
Colorado Lottery Starburst Award to TOV/RSES PTO/Eagle County School District - Gregg
Barrie - WS - 5 min. - 11/6 or TBD
ERWSD Vail golf course easements - Todd Fessenden - ES - 30 min. - 11/6
1st reading 2013 budget ordinance - Kathleen - ES - 30 min. - 11/6
SDD#34 - The Valley Phase V-Flaum - Bill G. - ES - 30 min. - 11/6
Appeal of 303/305 Mill Creek Cr - Rachel Dimond - ES - 30 min. - 11/6
Ever Vail - Continuance - Warren - ES - 5 min. - 11/6
Site Visit - Library - Pam Brandmeyer - WS - 11/6 or 11/20
2nd reading 2013 budget ordinance - Kathleen - ES - 15 min. - 11/20
Ever Vail - George - 30 min. - ES - on going
Buy-down program funding discussion - Nina - WS - 30 min. - TBD
Strategic Parking Plan discussion - Greg H. - WS - 30 min. - TBD
Recycling discussion - Kristen B - 30 min. - WS - TBD
Housing Fee in Lieu Discussion – TBD
Ford Park discussion re: noise - Todd O./Greg Hall - WS - 30 min. - TBD
Outdoor Display Goods - George Ruther - TBD
Historic District - George Ruther - TBD
Sister City discussion - TBD
Open Space Discussion with Toby Sprunk, Eagle County Open Space Director - TBD
10/16/2012