The URL can be used to link to this page

Home My WebLink About2013-07-02 Agenda and Support Documentation Town Council Work Session VAIL TOWN COUNCIL WORK SESSION AGENDA TOWN OF 4� 0i VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 3:00 P.M., JULY 2, 2013 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: Wall Street Commercial Site Visit (20 min. ) PRESENTER(S): George Ruther 2. ITEM/TOPIC: DRB/PEC Update (10 min.) PRESENTER(S): Warren Campbell 3. ITEM/TOPIC: An update on new financial systems being implemented. (15 min.) PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: None. Information only BACKGROUND: Please see attached memo. STAFF RECOMMENDATION: Review information and discuss budget supplemental request 4. ITEM/TOPIC: Information Update and Attachments: 1) VEAC June 11, 2013 meeting minutes 2) May 2013 Sales Tax 3) July 2013 Revenue Highlights (5 min.) 5. ITEM/TOPIC: Matters from Mayor, Council and Committee Report (5 min.) 6. ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-40(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: deed restricted properties. (20 min. ) PRESENTER(S): Matt Mire 7. ITEM/TOPIC: Adjournment (4:15 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, JULY 16, 2013 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: 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. FUTURE AGENDA ITEMS: Ford Park Sport Field Contract Award- ES - Todd O 30 min. - 7/16 Ford Park Master Plan Discussion - ES - George - 6Crnin. - 7/16 Approval of contractor for operational management of Vail Welcome Center & Host Program - ES - Suzanne - 30 min. -7/16 Update on 2012-13 Legislative Session, including ma-ijuana and collective bargaining - Matt Mire - TBD Bike dismount zone discussion - TBD Plastic Bag Initiative Community Discussion -TBD Gore Creek Public Sign Campaign - George - WS - 20nin. - TBD Sign Code/Sponsor Vehicle Location - George - WS 45 min. - TBD ERWSD easements - Todd Fessenden - ES - 30 min. -BD 1st reading of Ord #1 - Charter Split - Matt M - E& 30 min. - TBD ROI Document Presentation - Adam Sutner - WS - 20 m. - TBD EHU Housing Authority - TBD 2015 WAC construction restrictions discussion - George - WS - 30 min. - TBD VVMC/TOV discussion on MOB - Doris Kirchner, VVMC - ES - 30 min. - TBD Strategic Parking Plan discussion - Greg H. - WS 30 min. - TBD Sister City discussion - TBD Open Space Discussion with Toby Sprunk, Eagle County Open Space Director - TBD Discussion of future of RSES - TBD Streaming PEC & DRB - TBD Vail Village Character Preservation Update - TBD Commercial permits update - TBD Gore Creek Environmental Study - TBD 7/2/2013 TOWN OF V�I�L VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: July 2, 2013 ITEM/TOPIC: Wall Street Commercial Site Visit PRESENTER(S): George Ruther 7/2/2013 6�' TOWN Of Mit, VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: July 2, 2013 ITEM/TOPIC: DRB/PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: June 19, 2013 DRB Meeting Results June 24, 2013 PEC Meeting Results 7/2/2013 TOWN OF VAIL ' DESIGN REVIEW BOARD AGENDA PUBLIC MEETING June 19, 2013 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Brian Gillett Tom DuBois Andy Forstl Libby Maio Rollie Kjesbo PROJECT ORIENTATION 12:30pm SITE VISITS 1. Noell Residence — 1067 Riva Glen 2. Vail Golf Course Driving Range — 1778 Vail Valley Drive 3. Vail Golf Course Hole 18 — 1778 Vail Valley Drive 4. Gordon Residnece —483 Gore Creek Drive Unit 2B 5. Town of Vail — Covered Bridge 6. Zekelman Residence —463 Beaver Dam Road 7. Paiko Residence —424 Forest Road 8. Treetops Condominiums —450 East Lionshead Circle 9. Wheeler Residence — 800 Potato Patch Drive 10. Ruth Residence — 800 Potato Patch Drive 11. Potato Patch Club — 950 Red Sandstone Drive 12. Simba Run Resort— 1100 Lions Ridge Loop 13. Bear Fish Restaurant—2211 North Frontage Road West 14. Langenwalter-Cleveland Residence — 2586 Arosa Drive MAIN AGENDA 3:00pm 1. Vail Golf Course Driving Range Nets DRB130190 / 15 minutes George Final review of a minor exterior alteration (poles, netting) 1778 Vail Valley Drive/Unplatted (Vail Golf Course) Applicant: Vail Recreation District, represented by Scott O'Connell ACTION: Approved MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 2. Vail Golf Course Hole 18 DRB130191 / 15 minutes George Final review of a minor exterior alteration (reconfiguration of tees and hole) 1778 Sunburst Drive/Unplatted (Vail Golf Course) Applicant: Vail recreation District, represented by Scott O'Connell ACTION: Approved MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 3. Langenwalter-Cleveland Residence DRB130188 / 10 minutes Jonathan Final review of a minor exterior alteration (fagade materials) 2586 Arosa Drive/Lot 1, Block D, Vail Ridge Block Applicant: Kathy Langenwalter ACTION: Approved MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 7/2/2OMge 1 4. Treetops Condominiums DRB130176 / 10 minutes Warren Final review of a minor exterior alteration (landscaping) 450 East Lionshead Circle/Lot 6, Block 1, Vail Lionshead Filing 1 Applicant: Treetops Condominium Association, represented by Shad Blakey ACTION: Approved with a condition(s) MOTION: Forstl SECOND: Kjesbo VOTE: 3-0-0 CONDITION(S): 1. The applicant shall plant a minimum of one (1) 2.5-inch caliper ornamental tree on the south side of the structure adjacent to the tower element by no later than August 2, 2013. 5. Bear Fish Restaurant DRB130182 / 10 minutes Jonathan Final review of a minor exterior alteration (windows) 2211 North Frontage Road West/Lots 1 and 2, Vail Das Schone Filing 3 Applicant: Vanquish Vail LLC, represented by Jason Yeash ACTION: Approved with condition(s) MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 CONDITION(S): 1. The new window will be powder coated on the exterior to match the existing window trim. 6. Simba Run Resort DRB130173 / 5 minutes Jonathan Final review of changes to approved plans (railings) 1100 Lions Ridge Loop/Lots C6-C10, Block C, Lion's Ridge Filing 1 Applicant: Simba Run Condominium Association, represented by Pierce Architects ACTION: Approved MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 7. Potato Patch Club DRB130171 / 15 minutes Warren Final review of changes to approved plans (fagade materials) 950 Red Sandstone Drive/Potato Patch Club Applicant: Potato Patch Club Condominium Association Inc, represented by Mark Donaldson ACTION: Approved MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 8. Gordon Residence DRB130192 / 10 minutes Jonathan Final review of a minor exterior alteration (windows) 483 Gore Creek Drive Unit 2B (Texas Townhomes)/Lot 2, Vail Village Filing 4 Applicant: Lorie Gordon, represented by Intention Architecture ACTION: Approved with condition(s) MOTION: Gillette SECOND: Forstl VOTE: 2-1-0 (Kjesbo opposed) CONDITION(S): 1. On the plans submitted in conjunction with the building permit, the applicant shall leave muttons in the upper story windows or removal all the muttons from the ground and upper stories. 9. Wheeler Residence DRB130156 / 10 minutes Warren Final review of a minor exterior alteration (fagade materials) 800 Potato Patch Drive Unit A/Lot 7, Block 1, Vail Potato Patch Applicant: Gregory and Carolyn Wheeler, represented by K.H. Webb Architects ACTION: Approved with a condition(s) MOTION: Forstl SECOND: Gillette VOTE: 2-0-1 (Kjesbo recused) CONDITION(S): 1. In conjunction with the building permit, the applicant shall change the new deck railing on the south elevation to match the existing railing or the new railing on the adjacent residence. 7/2/20F%ge 2 10. Ruth Residence DRB130157 / 10 minutes Warren Final review of an addition (bedroom, fagade materials) 800 Potato Patch Drive Unit B/Lot 7, Block 1, Vail Potato Patch Applicant: Lisa Moffet Ruth 2012 Residence Trust, represented by K.H. Webb Architects ACTION: Approved with a condition(s) MOTION: Forstl SECOND: Gillette VOTE: 2-0-1 (Kjesbo recused) CONDITION(S): 1. In conjunction with the building permit, the applicant shall change the windows on the west elevation to be taller in height to reflect the existing window vernacular of the duplex structure. 11. Zekelman Residence DRB130112 /20 minutes Warren Final review of new construction (primary/secondary residence) 463 Beaver Dam Road/Lot 5, Block 4, Vail Village Filing 3 Applicant: Alan S. Zekelman Revocable Trust, represented by K.H. Webb Architects P.C. ACTION: Tabled to July 3, 2013 MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 12. Noell Residence DRB130159 / 15 minutes Warren Final review of new construction (single family residence) 1067 Riva Glen (aka 1000 Spraddle Creek Road)/Lot 6, Spraddle Creek Estates Applicant: Michael Noell, represented by Mike Foster of Triumph Custom Homes ACTION: Approved MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 13. Paiko Residence DRB130189 / 10 minutes Warren Final review of a minor exterior alteration (windows, doors, skylights, roof) 424 Forest Road / Lot 4, Block 1, Vail Village Filing 3 Applicant: Paiko Trust, represented by VAG Architects ACTION: Approved with a condition(s) MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 CONDITION(S): 1. In conjunction with the building permit, the applicant shall submit the plan presented at the public hearing which includes muttons in the side windows adjacent to the larger picture window. 14. Town of Vail DRB130205 / 15 minutes Warren Final review of a minor exterior alteration (landscaping) Covered Bridge area/Tract B, Vail Village Filing 1 Applicant: Town of Vail, represented by Todd Oppenheimer ACTION: Tabled to July 3, 2013 MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 15. Four Seasons Resort DRB130076 Joe Final review of a sign application (building identification sign) 1 Vail Road/Lot 9A-C, Vail Village Filing 2 Applicant: Vail Hotel 09 LLC, represented by David Sorenson ACTION: Table to July 3, 2013 MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 16. Ford Park DRB130100 Jonathan Final review of changes to approved plans (new retaining walls, changes to landscaping) 530 South Frontage Road East/Unplatted Applicant: Town of Vail, represented by Todd Oppenheimer ACTION: Table to July 3, 2013 MOTION: Kjesbo SECOND: Forstl VOTE: 3-0-0 7/2/20Page 3 STAFF APPROVALS Vail Corp DRB130115 Jonathan Final review of a minor exterior alteration (bungee trampolines) 560 East Lionshead Circle/Lot 2, Vail Lionshead 6th Filing Applicant: Vail Resorts Development Company, represented by Jeffrey Babb Vail Valley Medical Center DRB130162 Jonathan Final review of changes to approved plans (roof top air handler) 108 South Frontage Road Unit 206/1-ot D2, Block D, Vail Village Filing 2 Applicant: Vail Clinic, represented by Ryan Magill Vail Trails Chalet DRB130167 Final review of a minor exterior alteration (deck railings) Jonathan 413 Gore Creek Drive/Lots 1-15, Block 4, Vail Village Filing 1 Applicant: Vail Trails Chalet Condominium Association, represented by Pierce Architects Riverbend at Vail DRB130168 Jonathan Final review of a minor exterior alteration (siding) 4800 Meadow Drive/Unplatted Applicant: Riverbend at Vail Board of Directors, represented by Ankerholz Inc. Potato Patch Club DRB130170 Warren Final review of changes to approved plans (windows) 950 Red Sandstone Road Units 1,2 and 5 through19/Potato Patch Club Applicant: Potato Patch Club Condominium Association Inc, represented by VMD Architects Bridgewater Residence DRB130179 Joe Final review of a minor exterior alteration (landscaping) 303 Gore Creek Drive Unit 11/Lot 11, Block 5, Vail Village Filing 1 Applicant: B.A. Jr and Barbara P. Bridgewater, represented by Nedbo Construction Batcheller Residence DRB130186 Warren Final review of a minor exterior alteration (window) 1734 Golf Lane Unit 71/Unplatted (Golf Course Townhomes) Applicant: Lyn Batcheller Meadow Vail Place DRB130197 Jonathan Final review of a minor exterior alteration (repaint) 44 West Meadow Drive/Lot I, Vail Village Filing 2 Applicant: Meadow Vail Place Condominium Association, represented by Jason Herzog Moran Residence DRB130200 Jonathan Final review of a minor exterior alteration (repaint) 3797 Lupine Drive/Lot 4, Bighorn Subdivision Addition 2 Applicant: Chloe Moran, represented by Sharper Image Painting Anderson Residence DRB130203 Tom Final review of a minor exterior alteration (landscaping) 1160 Sandstone Drive/Lot A, Lions Ridge Filing 4 Applicant: Shannon &Todger Anderson, represented by Andy Henkes 7/2/2OMge 4 Potato Patch Townhomes Condo Association DRB130206 Jonathan Final review of a minor exterior alteration (repaint) 770 Potato Patch Drive/Potato Patch Townhomes Applicant: Potato Patch Townhomes Condo Association, represented by Matt of Crossroads Realty Hughes Residence DRB130212 Jonathan Final review of a minor exterior alteration (skylights) 5175 Black Gore Drive Unit 2/Cedar Point Townhouses Filing 1 Applicant: Eleanor Kip Hughes, represented by KCB Builders Gorsuch Residence DRB130213 Tom Final review of a minor exterior alteration (landscaping) 1193 Cabin Circle/Lot 4, Block 2, Vail Valley Filing 1 Applicant: Dave Gorsuch, represented by Mike Earl Isaacs/Dockstader Residence DRB130215 David Final review of a minor exterior alteration (repaint) 3987 Lupine Drive/Lot 8, Bighorn Subdivision Applicant: Vernon Isaacs, represented by Sharper Image Painting Sylvester Residence DRB130217 David Final review of a minor exterior alteration (repaint) 1535 Aspen Ridge Road/Lot 2, Block 4, Lion's Ridge Filing 3 Applicant: Michael and Sarah Sylvester, represented by Joe and Lauraine Skolansinski 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. 7/2/20Page 5 TOWY OF VAI PLANNING AND ENVIRONMENTAL COMMISSION June 24, 2013 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Michael Kurz John Rediker Susan Bird Bill Pierce Henry Pratt Luke Cartin Pam Hopkins 30 minutes 1. A request for a review of an exterior alteration or modification, pursuant to Section 12-7J-12, Vail Town Code, to allow for a limited service lodge, located at 1783 North Frontage Road West (The Roost Lodge)/ Lots 9,10, 11, 12, Buffehr Creek Subdivision, and setting forth details in regard thereto (PEC130017). Applicant: Timberline Roost Lodge LLC Planner: Warren Campbell ACTION: Approved with condition(s) MOTION: Kurz SECOND: Cartin VOTE: 6-1-0 (Pratt opposed) CONDITION(S): 1. This exterior alteration or modification approval (PEC130017) is contingent upon the developer providing to the Town of Vail a copy of the deed showing the transfer of ownership of Lots 9, 10, 11, and 12, Buffehr Creek Subdivision, to The Harp Group, which will result in the 2006 vested approval for the site becoming null and void. Once provided, the approval of this project shall be valid for a period of three (3) years, pursuant to Section 12-7J-12(5), Exterior Alterations and Modifications, Vail Town Code, from the date of November 12, 2012. 2. This exterior alteration or modification approval is contingent upon the applicant obtaining Town of Vail approval of the associated design review application. 3. This exterior alteration or modification approval is contingent upon the developer mitigating the impacts on employee housing generated by this redevelopment in accordance with the provisions of Chapter 12-23, Commercial Linkage, Vail Town Code, as may be amended. 4. Prior to the submittal of building permit applications, the developer must obtain Town of Vail Public Works Department approval of final civil drawings, in compliance with all standards of the Vail Town Code. 5. Prior to the issuance of a building permit, the developer shall revise the Traffic Study to state that the 37 surplus parking spaces were not included in the trip generation analysis and therefore, cannot be used for any use other than 7 1I guests of the hotel. An approval for the use of the spaces for a parking club or other similar use would be required to comply with the Vail Town Code and may be assessed additional trip mitigation fees. 6. As presented, the Traffic Study indicates the net new peak hour trips as 67. This is based on 129 proposed peak hour trips, less the 54 existing trips, less a 10% reduction for multi-modal. Therefore, prior to the issuance of a building permit the applicant shall pay a traffic mitigation fee for system wide transportation improvements of $435,500 (67 x $6500). This amount shall be revised based on the updates to the Traffic Study noted above. At the discretion of the Public Works Department, portions of this fee may be offset by offsite traffic/transportation improvements. 7. The developer recognizes that based on the Traffic Study, the SBL 2035 turning movement has a Level of Service of F if the Simba Run Underpass is constructed. The developer agrees that if this movement becomes a safety issue in the future this development will be required to provide improvements to resolve or restrict this movement. 8. Prior to the issuance of a building permit, the developer shall resolve all construction staging issues shall be resolved prior to construction including staging, phasing, access, schedules, traffic control, emergency access, parking, loading and delivery, etc. 9. Prior to the issuance of a building permit, the developer must obtain Town of Vail Public Works Department approval and Colorado Department of Transportation (CDOT) approval of Right-of-Way and Utility for all construction within the street/highway right-of-way. 10.Prior to the issuance of a building permit, the developer must obtain general Colorado Department of Transportation (CDOT) approval of all improvements within the street/highway right-of-way including road improvements and landscaping, and obtain CDOT approval of an Access Permit. 11.Prior to the issuance of a building permit or grading/excavation permit, the developer must obtain Town of Vail Public Works Department approval of a shoring and excavation plan which shall include; excavation phasing, engineered shoring plans, profile and cross sections. Cross Sections and plans shall include all existing conflicts (i.e. utilities). The applicant must obtain Colorado Department of Transportation (CDOT) approval for any shoring within the street/highway right-of-way. The applicant must also obtain Public Works Department approval and a License Agreement approval for any shoring within the street/highway right-of-way. 12.Prior to the issuance of a building permit, the developer must obtain Town of Vail Public Works Department approval of an engineered stamped final drainage report, pavement design report, and geotechnical report. 7 1� 13.Prior to the issuance of a building permit, the developer shall revise the proposed plans to include all Frontage Road improvements including all required lighting, irrigation, landscaping (including medians) and signage. 14.Prior to the issuance of a building permit, the developer shall provide the Town of Vail an easement, in a form acceptable to the Town Attorney, in the northwest corner of the property for existing encroachments of the roadway asphalt and shoulder area, drainage and a 5 foot buffer to accommodate snow storage and a guardrail. 15.Prior to the issuance of a certificate of occupancy, the developer shall provide the Town of Vail a public access easement, in a form acceptable to the Town Attorney, for the pedestrian connection between the bus stop and Meadow Ridge Road. The developer may dedicate this public access easement in conjunction with the proposed drainage easement in that area; however, the 10 foot proposed drainage easement must be widened to accommodate the walkway plus a 2 foot buffer and also be named as a general utility, drainage, pedestrian access easement. 16.Prior to issuance of a certificate of occupancy, the applicant must obtain Town of Vail Public Works Department approval of a snowmelt heat and streetscape maintenance agreement for those portions of heated walk located within the pedestrian easement along the western property line. 17.Prior to issuance of a certificate of occupancy, the applicant shall construct the concrete pedestrian walk from the proposed bus stop to Buffehr Creek Road; the walk shall be a minimum of 10 feet wide. 18.Prior to the issuance of a certificate of occupancy, the applicant shall coordinate all Art in Public Places (AIPP) contributions with the Town of Vail Public Works Department AIPP Coordinator. 19.Prior to the issuance of a certificate of occupancy, the applicant shall construct a 2.0 inch asphalt overlay for the extent of all constructed Frontage Road improvements. Warren Campbell gave a presentation per the staff memorandum. Commissioner Rediker inquired into the time frame of the entitlements if the proposal were approved. Warren Campbell stated that an approval would be valid for three years from the date of the initial approval. Subsequent approvals for amendments and changes would not reset the entitlement clock pursuant to the Code. He point out that condition one could remain as proposed in the staff memo could remain but after further thought staff was recommending that the date of November 12, 2012 be used as it was the initial date of approval for the new application which includes solely limited service lodge units. Commissioner Bird asked for clarification on the time frames for the entitlements. 7PA?fb1 3 Warren Campbell read explained the requirements of the Code and impacts to the project being discussed. Commissioner Pierce asked if the roof pitch would be changing. Warren Campbell stated that it was in some areas, however, the applicant could speak to tis in his presentation. Commissioner Bird asked if the ceiling heights changed in the lower floors. Warren Campbell stated that the lower floors were compressed by approximately a foot on each floor. Commissioner Bird inquired as to the location of the employee housing. Warren Campbell stated that the applicant was proposing two dormitory style units on site which would house 8 employees (excess of the required 50%) the remainder of the requirement would be provided off-site or via the payment of a fee-in-lieu. Commissioner Bird asked about pedestrian access to the bus stop through the site. Warren Campbell stated that there was a sidewalk on the western property line and that the applicant could speak to the question in greater depth during his presentation. Dominic Mauriello, Mauriello Planning Group, representing the applicant, gave a power point presentation highlighting the changes to the currently approved building. He explained how the slope of the roof form was reduced to aid in the incorporation of the new units without increase the approved ridge height. He explained the location of the sidewalk and how it would connect the neighborhoods behind the new structure to the Frontage Road bike path and bus stop. Commissioner Kurz inquired as to the impact on the head height in the rooms when the floor plate was reduced. Ken Roberts, representing The Harp Group, stated that a change in construction from wood framing to concrete in steel would result in the rooms having the same head height as in the approved project. Andy Gunion, resident in the Hillside Condominiums (located to the north of the project), stated the changes resulted in a larger fagade which will have an impact. He asked that the same consideration to be give to the back side (north elevation) that is give to the front (south elevation) in terms of materials, and that a quality fagade is desired. He added that the addition of landscaping would be beneficial as well. He recognized these concerns would be primarily addressed by the Design Review Board. Greg Bemis, resident and President of the Hillside Condominiums, echoed Mr. Gunion's comments. He added that his association wanted quality architecture and materials on the fagade that faces their project to the north. He concluded by stating that the minimum exterior lighting should be used. Commissioner Kurz stated that the change is minimal and can support the amendments. He mentioned a concern with the Frontage Road circulation. 71 4 Commissioner Rediker stated that the changes are consentient with the previously approved bulk, mass, and height. He added that the residents concerns were valid. Commissioner Bird stated that she agreed with the previous Commissioner statements and inquired as to whether or not there would be a shuttle service. Dominic Mauriello stated that there would most likely be a shuttle service. Commissioner Pratt stated that he felt the addition of the limited service lodge units was in compliance, but the raised eaves increased the bulk and mass in a manner that was inappropriate. Commissioner Cartin stated that it complied with the criteria and zoning. He added that he hoped the Design Review Board would pay particular attention to the landscaping and lighting. Commissioner Hopkins agreed with Commissioner Pratt. She suggested more masses of stone rather than just on the base and window flower boxes on some of the windows. Commissioner Pierce thought a mansard roof might be more appropriate to mitigate the fagade height at the eaves. He stated that the Sonnenalp was an example of what he was thinking. He respected Commissioner's Pratt and Hopkins comments regarding the roof form. 5 minutes 2. A request for a recommendation to the Vail Town Council on the adoption of the 2013 Gerald R. Ford Park Master Plan, an assemblage of the 1985 Ford Park Master Plan, the 1997 Ford Park Management Plan, and the 2012 Ford Park Management Plan Amendment, located at 530, 540, and 580 South Frontage Road East/Unplatted, and setting forth details in regard thereto. (PEC130012) Applicant: Town of Vail Planner: George Ruther ACTION: Table to July 8, 2013 MOTION: Kurz SECOND: Bird VOTE: 7-0-0 5 minutes 3. A request for the review of a conditional use permit, pursuant to Section 12-7D-2, Conditional Uses, Vail Town Code, to allow for a drive-up facility, located at 2171 North Frontage Road West (McDonald's)/Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto. (PEC130014) Applicant: McDonald's USA, LLC, represented by Robert Palmer Planner: Warren Campbell ACTION: Tabled to July 8, 2013 MOTION: Kurz SECOND: Bird VOTE: 7-0-0 4. Approval of June 10, 2013 minutes MOTION: Bird SECOND: Cartin VOTE: 6-0-1 (Pratt abstained) 5. Information Update 6. Adjournment MOTION: Cartin SECOND: Rediker VOTE: 7-0-0 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. Times and order of items are 7 18 approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. 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 June 21, 2013in the Vail Daily. TOWN OF V�I�L VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: July 2, 2013 ITEM/TOPIC: An update on new financial systems being implemented. PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: None. Information only BACKGROUND: Please see attached memo. STAFF RECOMMENDATION: Review information and discuss budget supplemental request ATTACHMENTS: Fin system update 7/2/2013 TOWN OF VAIL ' Memorandum TO: Vail Town Council FROM: Finance Department DATE: July 2, 2013 SUBJECT: Financial Systems Update I. SUMMARY On July 8, the town will "Go Live" with the financial management side of the new finance system. This means that staff will enter purchase orders, pay bills, receipt revenue and perform financial reporting through the new system. Using a phased approach over the next several months, we will implement a new timekeeping system, the payroll & human resources module of the new finance system, a new purchasing card (or, "P-card") web system, and ultimately online payments. Below is the implementation schedule: July 8 Financial module of new finances stem July 15 Timekeeping system July 15 Staff will use new finances stem to enter department budgets August 12 Payroll & Human Resources module September 9 P-card Processing November Online "open enrollment" for 2014 employee benefits A new Sales Tax system was also implemented December 12, 2012. As we solidify the basic operating needs from these new systems, we will begin working toward the acceptance of online payments such as sales tax remittance and other revenue items. The systems we are implementing have the capability to process online payments but need to be interfaced with the town's website which is also undergoing redevelopment. We will continue to update Council as we learn more functionality and have a better handle on timeframes. Once fully implemented, these new systems will allow for efficiencies in workflow processing and equip the town with updated technology. Some examples of improvements include: • Less paper. Invoices for payment can be submitted, approved and stored electronically. Employee reviews, training certifications and even benefits elections can be submitted and stored electronically. The new finance system will be interfaced with laserfiche records management system for ease of document storage and sharing. • Less data entry. Employee time can be uploaded into the finance system directly from the timekeeping system without the need for paper timesheets and manual entry. Budgets can be entered by departments directly into the system or uploaded from excel worksheets. Purchase Order entry and use is much more streamlined than today. Sales Tax receipts are now entered in just one system, when previously recorded in two separate modules which required double entry of every tax return payment. • Accessibility of information. Easy to access, easy to use and better reporting functionality will encourage departments to be more self-sufficient when it comes to 7/2/2013 budget or actual expenditure inquiries, employee vacation balances, overtime usage, or revenue collections to name a few. Real-time information will become more accessible to managers rather than waiting for a "month-end" process. In addition, three years of historical data will be available in the new system which will enable better reporting and comparative information. All reports are easily downloadable to excel or word (among other)file formats. • Updated technology platforms and equipment. All three systems operate on a more modern ".Net" platform which enables our Information Technology staff to perform software updates and upgrades in only one location, not on individual workstations. It also allows for access in the system from any internet location by connecting through the secured network. Overall these systems will update the town's processes by utilizing modern technology and should provide service for the next 15-20 years. II. PROJECT DETAILS A breakdown of costs is included below, with details relating to project costs and annual maintenance costs: Finance and Sales Tax Timekeeping Payroll System System System New World) (EmGov) (NovaTime Total Software, implementation and training $ 281,200 $ 49,482 $ 22,850 Added "Dashboard" module 14,860 Data conversion 82,878 6,649 Travel costs 27,000 4,804 3,000 Hardware 5,478 54,575 Fixed term resource 0.5 FTE 31,714 Contingency 10,000 13,510 Total Project Costs: $ 453,130 $ 60,935 $ 93,935 $608,000 Original Project Budget: 558,000 Budget Supplement Request: $ 50,000 Operating Costs: Annual software maintenance fee $ 29,440 $ 8,000 $ 2,800 Annual hardware maintenance fee - - 6,313 Total Operating Costs $29,440 $ 8,000 $ 9,113 $46,553 The town has historically paid $55,000 each year for software maintenance on our older system, so we will realize annual operating savings for many years event with the addition of a timekeeping system. The final estimated total cost of implementing all three systems is $608,000. The initial budget of $558,000 was approved prior to any substantial research or bids on timekeeping systems, so the actual expense of that particular system came in higher than anticipated. Another item that was difficult to predict and came in higher than planned was data conversion services. Having reliable historical data in the new system will be critical to financial reporting of year-over-year performance, budget tracking, and Human Resources reporting for compliance with existing and new legislation. Staff will request an incremental $50,000 for this project in the next budget supplemental scheduled for the July 16th evening meeting. Town of Vail 7/2/2013 Page 2 6�' TOWN Of Mit, VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: July 2, 2013 ITEM/TOPIC: Information Update and Attachments: 1) VEAC June 11, 2013 meeting minutes 2) May 2013 Sales Tax 3) July 2013 Revenue Highlights ATTACHMENTS: 061113 VEAC Meeting Minutes 2013 May Sales Tax Collection 2013 July Revenue Highlights 7/2/2013 Vail Economic Advisory Council (VEAC) June 11, 2013 MEETING NOTES • VEAC Members Present: Rayla Kundolf; Rob LeVine; Pam Stenmark; Greg Moffet; Matt Morgan; Kristen Williams (for Chris Jarnot); Michael Kurz; Mia Vlaar; Brett Schoenfield; Brian Nolan; Steve Kaufman; Paul Wible; Chris Romer • Others Present: Katie Barnes, Jim Lamont; Adam Sutner; Lauren Glendenning • TOV Staff Present: Finance Director Judy Camp; Economic Development Manager Kelli McDonald; Executive Assistant Tammy Nagel • Mountain Travel Update: Kelli McDonald introduced Katie Barnes with DestiMetrics, LLC, Resort Intelligence, formally known as MTRiP. Barnes presented a Powerpoint to the committee members that provided a recap of the 2012/2013 winter as of April 30, 2013, Vail taxable sales as of March 31, 2013 and a look forward to summer as of May 31, 2013. Occupancy for the 2012/2013 ski season industry was up 4% and Vail was up 1% though the months of December and April were not as good as the previous year. The industry winter average daily rate was up 3% and Vail was up 4%. The industry RevPar was up 7% and Vail was up 5%. Barnes credited the lows during those months due to low snow level and shift in school breaks. Barnes stated Vail rebounded quicker from the economic problems of previous years and this is why the percentage growth may not seem as high when comparing to other destinations. Vail taxable sales for the 2012 summer and 2012/2013 winter for Vail Village and Lionshead showed continual growth in retail sales, restaurant sales and lodging with October and December being the low months. The 2013 summer compared to the summer of 2012, is starting off slow with low midweek bookings in July through August. The summer occupancy for the industry is up 8% and Vail is down 2%. The summer average daily rate for the industry is up 4% and Vail up 2% and the summer RevPar is up 12% industry and Vail is up 1%. Chris Romer stated there is a decrease in group business in 2013 where April/May 2012 had strong bookings. Additionally, Romer stated properties are holding their rate and not discounting to increase bookings. Adam Sutner stated 2012 was a very good year and thought the 2013 summer has the normal lows and peaks. • Financial Reports: The financial reports were provided in the committees' packets. Camp stated April sales tax collections are estimated to be down 9% from last year, at least in part due to Easter falling on April 8th last year compared with March 31St of this year. The overall ski season for sales tax collection was up 5.1%, making it a record year. April sales tax collections report is also attached to this report. • Town Manager Report: None • Citizen Input: None • Other Business: 7/2/2013 Rayla Kundolf shared a text message from committee member, Bob Boselli regarding the GoPro Mountain Games event that happened over the past weekend. Boselli stated his sales were down due to too many freebies given away. Boselli also stated the announcer at the games was encouraging guests to stay in the village and not go to Lionshead. Brian Nolan stated the GoPro Mountain Games are a positive event that includes everyone and all ages. Nolan asked if there was any way to get some games moved to Lionshead. Camp gave kudos to the CSE and Town of Vail IT department for the online event calendar. McDonald requested the committee members to provide a neighborhood report at the next meeting and she would be sending out the information next week. • Next Meeting: The next meeting is scheduled for Tuesday, July 9, 2013 at The Antlers. 7/2/2013 MEMORANDUM May 29, 2013 To: Vail Town Council Stan Zemler Pam Brandmeyer Judy Camp From: Sally Lorton Re: April Sales Tax estimate Vail will collect another $69,000 in April sales tax to bring April collections to $1,068,527. If so, we will be down 16.7% or $214,407 from budget and down 9.7% or $114,560 from April 2012. The ski season would be up 5.1% or $720,095 and is a record ski season for sales tax collection. 7/2/2013 Town of Vail Sales Tax Worksheet 5/29/2013 %Change %Change 2013 Budget from from Month 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Budget Collections Variance 2012 Budget January 1,997,091 2,225,841 2,275,967 2,597,985 2,783,306 2,976,655 2,619,673 2,564,383 2,795,688 2,855,524 2,958,130 3,142,854 184,724 10.06% 6.24% February 2,111,163 2,362,825 2,429,377 2,527,130 2,718,643 3,071,615 2,588,889 2,577,360 2,803,136 2,994,580 2,986,471 3,263,703 277,232 8.99% 9.28% March 2,372,942 2,344,178 2,785,101 2,852,954 2,986,446 3,327,304 2,504,567 2,685,004 3,143,418 3,185,859 3,178,693 3,637,437 458,744 14.17% 14.43% April 8719468 992,157 915,554 1,280,324 1,330,740 1,098,918 1,235,941 1,156,934 1,191,690 1,183,087 1,282,934 999,527 (283,407) -15.52% -22.09% Total 7,352,664 7,925,001 8,405,999 9,258,393 9,819,135 10,474,492 8,949,070 8,983,681 9,933,932 10,219,050 10,406,227 11,043,521 637,294 8.07% 6.12% May 428,919 411,595 458,770 449,283 545,874 622,103 516,150 421,925 473,292 487,739 546,713 -100.00% -100.00% June 742,755 732,113 834,913 805,362 953,017 918,061 717,233 873,765 895,951 963,143 948,508 -100.00% -100.00% July 1,075,532 1,128,514 1,166,183 1,255,243 1,265,781 1,397,842 1,121,860 1,228,767 1,4819329 1,573,499 1,438,328 -100.00% -100.00% August 1,029,446 994,445 993,985 1,055,614 1,162,746 1,349,795 1,068,391 1,147,352 1,310,471 1,380,710 1,322,533 -100.00% -100.00% September 679,208 757,033 795,807 832,549 908,318 834,569 753,754 761,425 889,945 978,037 913,727 -100.00% -100.00% October 508,092 532,537 566,173 614,396 688,519 662,767 581,033 594,362 623,420 644,577 676,408 -100.00% -100.00% November 591,269 623,646 713,117 799,582 747,877 719,109 651,873 701,075 788,430 825,873 790,411 -100.00% -100.00% December 2,171,098 2,362,095 2,549,032 2,771,258 2,821,871 2,652,628 2,553,974 2,963,763 3,184,645 2,973,826 3,057,145 -100.00% -100.00% Total 14,578,983 15,466,979 16,483,979 17,841,680 18,913,138 19,631,366 16,913,338 17,676,115 19,581,415 20,046,454120,100,000 7/2/2013 MEMORANDUM June 26, 2013 To: Vail Town Council Stan Zemler Pam Brandmeyer Judy Camp From: Sally Lorton Re: May Sales Tax estimate Vail will collect another $45,000 in May sales tax to bring May collections to $544,808. If so, we will be down .35% or $1,905 from budget and up 11 .7% or $57,069 from May 2012. 7/2/2013 Town of Vail Sales Tax Worksheet 6/26/2013 %Change %Change 2013 Budget from from Month 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Budget Collection Variance 2012 Budget January 1,997,091 2,225,841 2,275,967 2,597,985 2,783,306 2,976,655 2,619,673 2,564,383 2,795,688 2,855,524 2,958,130 3,142,854 184,724 10.06% 6.24% February 2,111,163 2,362,825 2,429,377 2,527,130 2,718,643 3,071,615 2,588,889 2,577,360 2,803,136 2,994,580 2,986,471 3,264,461 277,990 9.01% 9.31% March 2,372,942 2,344,178 2,785,101 2,852,954 2,986,446 3,327,304 2,504,567 2,685,004 3,143,418 3,185,859 3,178,693 3,646,202 467,509 14.45% 14.71% April 871,468 992,157 915,554 1,280,324 1,330,740 1,098,918 1,235,941 1,156,934 1,191,690 1,183,087 1,282,934 1,028,810 (254,124) -13.04% -19.81% May 428,919 411,595 458,770 449,283 545,874 622,103 516,150 421,925 473,292 487,739 546,713 499,808 (46,905) 2.47% -8.58% Total 7,781,583 8,336,596 8,864,769 9,707,676 10,365,009 11,096,595 9,465,220 9,405,606 10,407,224 10,706,789 10,952,940 11,582,135 629,195 8.18% 5.74% June 742,755 732,113 834,913 805,362 953,017 918,061 717,233 873,765 895,951 963,143 948,508 -100.00% -100.00% July 1,075,532 1,128,514 1,166,183 1,255,243 1,265,781 1,397,842 1,121,860 1,228,767 1,481,329 1,573,499 1,438,328 -100.00% -100.00% August 1,029,446 994,445 993,985 1,055,614 1,162,746 1,349,795 1,068,391 1,147,352 1,310,471 1,380,710 1,322,533 -100.00% -100.00% September 679,208 757,033 795,807 832,549 908,318 834,569 753,754 761,425 889,945 978,037 913,727 -100.00% -100.00% October 508,092 532,537 566,173 614,396 688,519 662,767 581,033 594,362 623,420 644,577 676,408 -100.00% -100.00% November 591,269 623,646 713,117 799,582 747,877 719,109 651,873 701,075 788,430 825,873 790,411 -100.00% -100.00% December 2,171,098 2,362,095 2,549,032 2,771,258 2,821,871 2,652,628 2,553,974 2,963,763 3,184,645 2,973,826 3,057,145 -100.00% -100.00% Total 14,578,983 15,466,979 16,483,979 17,841,680 18,913,138 19,631,366 16,913,338 17,676,115 19,581,415 20,046,454 20,100,000 7/2/2013 TOWN OF VAIL REVENUE HIGHLIGHTS July 2, 2013 Sales Tax Upon receipt of all sales tax returns, May collections are estimated to be $544,808 up 11.7% from last year and down 0.4% down compared to budget. Year to date collections of $11,582,135 are up 8.2% from last year and up 5.7% from budget. Inflation as measured by the consumer price index was up 1.4% for May. Real Estate Transfer Tax (RETT) RETT collections through June 25 total $1,819,687 down 31.0% from this time last year. Of current collections, approximately 9% is from major redevelopment projects including Manor Vail, Four Seasons, Ritz Carlton Residences, Solaris, and Lions Square Lodge North. Collections not related to major redevelopment projects currently total $1,653,707 down 21.0% from prior year. Construction Use Tax Use Tax collections total $538,388 year-to-date compared to an annual budget of $1.0 million. Construction Use Tax is down nearly 20% from collections this time last year. 2012 collections totaled $1.2 million. Summary Across all funds, year-to-date total revenue of $28.5 million is up 3.9% from budget and up 2.9% from prior year, with increased sales tax collections helping to offset decreases in RETT and Construction Use Tax. 7/2/20113- TOWN OF V�I�L VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: July 2, 2013 ITEM/TOPIC: Matters from Mayor, Council and Committee Report 7/2/2013 6�' TOWN Of Mit, VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: July 2, 2013 ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-41(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: deed restricted properties. PRESENTER(S): Matt Mire 7/2/2013 TOWN OF V�I�L VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: July 2, 2013 ITEM/TOPIC: Adjournment (4:15 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, JULY 16, 2013 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Ongoing agenda items TBD: DRB/PEC updates - Warren - WS - 15 min.; Informah Updates Attachments: WS - 15 min.; Executive Sessim items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. FUTURE AGENDA ITEMS: Ford Park Sport Field Contract Award- ES - Todd O 30 min. - 7/16 Ford Park Master Plan Discussion - ES - George - 60-nin. - 7/16 Approval of contractor for operational management of Vail Welcome Center & Host Program - ES - Suzanne - 30 min. -7/16 Update on 2012-13 Legislative Session, including maijuana and collective bargaining - Matt Mire - TBD Bike dismount zone discussion - TBD Plastic Bag Initiative Community Discussion -TBD Gore Creek Public Sign Campaign - George - WS - 20nin. - TBD Sign Code/Sponsor Vehicle Location - George - WS -45 min. - TBD ERWSD easements - Todd Fessenden - ES - 30 min. -BO 1st reading of Ord #1 - Charter Split - Matt M - E& 30 min. - TBD ROI Document Presentation - Adam Sutner - WS - 20 in. - TBD EHU Housing Authority - TBD 2015 WAC construction restrictions discussion - Gec ge - WS - 30 min. - TBD VVMC/TOV discussion on MOB - Doris Kirchner, VVMC -ES - 30 min. - TBD Strategic Parking Plan discussion - Greg H. - WS 30 min. - TBD Sister City discussion - TBD Open Space Discussion with Toby Sprunk, Eagle County Open Space Director - TBD Discussion of future of RSES - TBD Streaming PEC & DRB - TBD Vail Village Character Preservation Update - TBD Commercial permits update - TBD Gore Creek Environmental Study - TBD 7/2/2013