HomeMy WebLinkAbout2013-07-16 Agenda and Support Documentation Town Council Work SessionNOTE
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VAIL TOWN COUNCIL
WORK SESSION AGENDA
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
2:00 P.M., JULY 16, 2013
TOWN OF VAI0 7
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.
ITEM /TOPIC: DRB /PEC Update (10 min.)
PRESENTER(S): Warren Campbell
ITEM /TOPIC: Wildfire White Paper (15 min. )
PRESENTER(S): Mark Miller, Fire Chief
ACTION REQUESTED OF COUNCIL: Listen to brief overview of White Paper
and discuss future direction /strategies.
BACKGROUND: Council directed (with recommendations of the Vail HOA
association representative) Chief Miller to write a White Paper of wildfire issues in
Vail, focusing on past, present and future issues as well as lessons learned from
recent catastrophic wildfires in Colorado. The paper was completed July 3, 2013
after several months of research and analysis, involving multiple agencies in Eagle
County.
STAFF RECOMMENDATION: Approval to proceed with short term
recommendations regarding White Paper and schedule future work sessions to
discuss philosophies and strategies for a more proactive approach to wildland
mitigation.
ITEM /TOPIC: Discussion of budget philosophies for 2014. (30 minutes)
PRESENTER(S): Judy Camp & Krista Miller
ACTION REQUESTED OF COUNCIL: Discuss staff's approach to the 2014
budget preparation and provide feedback.
BACKGROUND: Each summer, as we begin the annual budget process, staff
requests confirmation of the philosophies and practices that will drive the budget
preparation. This year, we are taking a harder look at some specific issues and
requesting Council's feedback. Specifically, we would like to review our approach
to health care in light of the requirements of the Patient Protection and Affordable
Care Act, including the recent decision to delay some portions of the act. We
would also like to discuss our proposed approach to revenue allocation in light of
the voters' decision last November to remove the sales tax split language from the
Town Charter.
7/16/2013
STAFF RECOMMENDATION: See attached memo.
4. ITEM /TOPIC: Information Updates and Attachments:
CSE 070313 Meeting Minutes
CSE Events Update
(5 min.)
ITEM /TOPIC: Matters from Mayor.Council and Committee Report (15 min.)
6. ITEM /TOPIC: Executive Session, pursuant to: 1) 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: update on
pending litigation, Michael Cacioppo v. Town of Vail et. al. Case number
09CV2311, Golf Course litigation; 2) 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:
ERWSD Easements and Town of Vail parking; 3) 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: Welcome
Center RFP process. (90 min. )
PRESENTER(S): Matt Mire
7. 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, AUGUST 6, 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:
1st reading of Ord #1 - Charter Split - Matt M - ES - 30 min. - 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
Sister City discussion - TBD
Discussion of future of RSES - TBD
Streaming PEC & DRB - TBD
Vail Village Character Preservation Update - TBD
2015 Expectations /Legacy Piece - TBD
7/16/2013
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 16, 2013
ITEM /TOPIC: DRB /PEC Update
PRESENTER(S): Warren Campbell
ATTACHMENTS:
July 3, 2013 DRB Meeting Results
July 8, 2013 PEC Meeting Results
7/16/2013
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TOWN OF VA
MEMBERS PRESENT
Tom DuBois
Brian Gillette
Andy Forstl
Libby Maio
Rollie Kjesbo
DESIGN REVIEW BOARD AGENDA
PUBLIC MEETING
July 3, 2013
Council Chambers
75 South Frontage Road West - Vail, Colorado, 81657
PROJECT ORIENTATION
MEMBERS ABSENT
1:30pm
Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(b) — to receive legal advice on specific legal
questions, Regarding: Vail Golf Course Hole 18
Motion: Maio SECOND: Gillette VOTE: 5 -0 -0
SITE VISITS
1. Park Meadows Lodge — 1472 Matterhorn Circle
2. Zekelman Residence — 463 Beaver Dam Road
MAIN AGENDA 3:OOpm
Appeal of Vail Golf Course Hole 18 DRB130191 / 20 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: Tabled to July 17, 2013
MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0
2. Zekelman Residence DRB130112 / 15 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 KH Webb Architects
ACTION: Tabled to July 17, 2013
MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0
3. Mill Creek Property LLC DRB130214 / 10 minutes Warren
Final review of changes to approved plans (trellis, gate)
303/305 Mill Creek Circle /Lot 3, Block 1, Vail Village Filing 1
Applicant: Mill Creek Property LLC, represented by KH Webb Architects
ACTION: Approved with condition(s)
MOTION: Kjesbo SECOND: Maio VOTE: 5 -0 -0
CONDITION(S):
1. In conjunction with the building permit, the applicant shall revise the plan to have the trellis
encroach no more than 4 feet into the required setback.
2. This approval does not include the extension of the pool to the west.
7/16/2je 1
4. Stockton Residence DRB130209 / 10 minutes Warren
Final review of new construction (single family residence)
2470 Bald Mountain Road /Lot 19, Block 2, Vail Village Filing 13
Applicant: Tye and Brielle Stockton, represented by Suman Architects
ACTION: Approved with condition(s)
MOTION: Kjesbo SECOND: Forstl VOTE: 5 -0 -0
CONDITION(S):
1. In conjunction with the building permit, the applicant shall submit a revised site and
landscaping plan, for review and approval by staff, which includes a design element, such as
trees, boulders, etc., along the property line to visually delineate the shared property line between
the residence and the town owned property.
2. The applicant shall immediate cease mowing the town owned property and remove all furniture
and the trampoline from the property by no later than August 31, 2013. The applicant shall
immediate cease any use of the town owned property.
5. Park Meadows Lodge Redevelopment DRB130230 / 20 minutes
Conceptual review (new multi - family project)
1472 Matterhorn Circle /Unplatted
Applicant: Michael F. Boyer, represented by Mauriello Planning Group and Will Hentschel
ACTION: Conceptual, no action
6. Four Seasons Resort DRB130076 / 10 minutes
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: Approved
MOTION: Gillette SECOND: Maio VOTE: 5 -0 -0
7. Ford Park DRB130100 / 10 minutes
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: Tabled to July 17, 2013
MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0
8. Town of Vail DRB130205
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: Table to July 17, 2013
MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0
STAFF APPROVALS
Montaneros DRB130163
Final review of a minor exterior alteration (landscaping)
641 West Lionshead Circle /Lot 8, Block 1, Vail Lionshead Filing 3
Applicant: Montaneros Homeowners Association, represented by Carrie Henderson
Fleeger Residence DRB130164
Final review of changes to approved plans (patio, windows, chimney, landscaping)
2950 Booth Creek Drive /Lot 2, Block 3, Vail Village Filing 11
Applicant: Matt and Candee Fleeger, represented by Berglund Architects
7/16/2je 2
Jonathan
Joe
Jonathan
Warren
Warren
Warren
Mountain Haus DRB130180
Final review of a minor exterior alteration (siding)
292 East Meadow Drive /Lot 5, Block 5, Vail Village Filing 1
Applicant: Mountain Haus Condominium Association, represented by Nedbo Construction
Sands Residence DRB130193
Final review of changes to approved plans (fireplace termination cap)
384 Gore Creek Drive Unit 11 /1-ot J, Block 5A, Vail Village Filing 5
Applicant: Arthur and Pamela Sands, represented by William Pierce of Pierce Architects
Ryerson Residence DRB130194
Final review of a minor exterior alteration (repaint)
4859 Meadow Drive /Lot 16, Block 5, Bighorn Subdivision Addition 5
Applicant: Anthony M. and Cynthia B. Ryerson
Kreidle Residence DRB130195
Final review of changes to approved plans (skylights)
124 Willow Bridge Road Unit 5J /Lot K, Block 5E, Vail Village Filing 1
Applicant: Zona Kreidle, represented by Berglund Architects
Bigsby Residence DRB130199
Final review of changes to approved plans (windows, facade)
1180 Casolar Del Norte Unit B /Lot A9, Block A, Casolar Vail
Applicant: Paul and Nancy Bigsby
Vail Racquet Club DRB130201
Final review of a minor exterior alteration (landscaping)
4560 Racquet Club Drive /unplatted
Applicant: Racquet Club Owners Association, represented by Steve Loftus
Blunk Residence DRB130202
Final review of a minor exterior alteration (door, deck)
4145 Spruce Way /Lot 8, Block 9, Bighorn Subdivision Addition 3
Applicant: Bob Blunk, represented by Rick Budzynski
Rodeen Residence DRB130204
Final review of a minor exterior alteration (siding)
2821 Kinnikinnick Road Buildings A,B,C,D /Lot 4, Block 4, Vail Intermountain
Applicant: Columbine North HOA, represented by Jeff Rodeen
Mertens Residence DRB130208
Final review of changes to approved plans (lighting,roof material, patio door)
5114 Grouse Lane /Lot 6, Block 12, Gore Creek Subdivision
Applicant: Jill and Dave Mertens, represented by K.H. Webb Architects
Mirathi Residence DRB130211
Final review of a minor exterior alteration (window well)
1630 Sunburst Drive Unit 19 /1-ot 1, Sunburst Filing 3
Applicant: Mirathi, Inc., represented by Crossroads Realty, Ltd.
Sprint /Nextel DRB130216
Final review of a minor exterior alteration (antennas)
165 North Frontage Road West /Lot 2, Middle Creek Subdivision
Applicant: Sprint /Nextel, represented by Atecs LLC
7/16/2je 3
Joe
Joe
Joe
Joe
Warren
Joe
Jonathan
Jonathan
Warren
Joe
Jonathan
Lion Square Lodge South DRB130218
Final review of changes to approved plans (handrail, infill roof)
660 Lionshead Place /Vail Lionshead Filing 1 Addition 1
Appplicant: Lion Square Lodge South Association, represented by Melick Associates, Inc.
Buffehr Creek Condominiums DRB130220
Final review of a minor exterior alteration (exterior fire alarm conduit)
1860 Meadow Ridge Road /Lots 8 -9, Buffehr Creek
Applicant: Buffehr Creek Condominiums Association, represented by Vern Brock
Wren House DRB130222
Final review of a minor exterior alteration (repaint/restain)
5024 Main Gore Drive South /Lot 7, Block 3, Gore Creek Subdivision
Applicant: Wren House HOA, represented by McNeill Property Management
Field Residence DRB130223
Final review of a minor exterior alteration (new entry doors)
586 West Forest Road, West Unit /Lot 3, Block 1, Vail Village Filing 6
Applicant: Larry and Barbara Field, represented by Ryan Morrissey or RPM Builders Inc.
West Vail Mall DRB130224
Final review of a minor exterior alteration (repaint)
2161 North Frontage Road West /Lot 2, Vail Das Schone Filing 3
Applicant: West Vail Mall Corporation, represented by Ankerholz Inc.
Warren
Jonathan
Jonathan
Jonathan
David
Suszynski residence DRB130226 Jonathan
Final review of changes to approved plans (driveway material change)
1481 Aspen Grove Lane /Lot 1, Block 2, Lion's Ridge Filing 1
Applicant: Conrad and Kristina Suszynski, represented by Jeff Manley of Martin - Manley Architects
Oliver Residnece DRB130234
Final review of a minor exterior alteration (landscaping)
1333/1335 Westhaven Drive /Cascade Village
Applicant: Robert Oliver, represented by Mark Welson
Nicholls /Streeter duplex DRB130235
Final review of a minor exterior alteration (repair retaining wall)
2925 Manns Ranch Road /Lot 2, Block 1, Vail Village Filing 13
Applicant: Margaret Nicholls and Pia Streeter
Lion Square Lodge EHU DRB130240
Final review of a minor exterior alteration (deck replacement)
1486 Buffehr Creek Road Unit A43 /Valley Condos
Applicant: Lion Square Lodge, represented by Bob Burgos
Brodziak /Bossade Residence DRB130242
Final review of a minor exterior alteration (landscaping)
4406 Columbine Drive /Lot 13, Block 4, Bighorn Subdivision Addition 3
Applicant: Jane Brodziak and Dennis Bosssade
Tom T.
Jonathan
Jonathan
Tom T.
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.
7/16/2je 4
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TOWN OF VAIL' PLANNING AND ENVIRONMENTAL COMMISSION
July 8, 2013 at 1:00pm
TOWN COUNCIL CHAMBERS / PUBLIC WELCOME
75 S. Frontage Road - Vail, Colorado, 81657
MEMBERS PRESENT MEMBERS ABSENT
Bill Pierce Pam Hopkins
Henry Pratt
Luke Cartin
Susan Bird
Michael Kurz
John Rediker arrived at 1:06
A request for the review of a variance from Section 12 -6E -6, Setbacks, Vail Town Code,
pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for the construction of gross
residential floor area within the rear setback, located at 1370 Sandstone Drive, Unit #14, Eiger
Chalets, and setting forth details in regard thereto. (PEC130019)
Applicant: Andy Sigfusson, represented by GPSL Architects
Planner: Jonathan Spence
ACTION: Approved with condition(s)
MOTION: Kurz SECOND: Cartin VOTE: 5 -0 -1 (Pratt recused)
CONDITION(S):
1. Approval of this variance is contingent upon the applicants obtaining Town of Vail
design review approval for this proposal.
Commissioner Pratt recused himself as he had a conflict of interest.
Jonathan Spence gave a presentation per the staff memorandum.
Commissioner Kurz inquired as to the recent architectural re -skin of the building and the
likelihood that the Design Review Board will ensure that architectural direction is continued
forward.
Jonathan Spence responded that the Design Review Board would ensure the materials are
compatible and in keeping with the recent reskin.
2. A request for the review of variances from Section 12 -7D -9 Landscaping and Site Development,
Section 12 -7D -10 Parking and Loading, Section 14 -5 -1, Minimum Standards and Section 14 -5 -2
Other Requirements, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code,
for relief from the minimum landscape requirement, the parking space dimensional requirement,
the snow storage requirement and to allow parking in the front setback, to facilitate the
construction of a freestanding building with associated parking, circulation and landscape
improvements, located at 2171 North Frontage Road West (McDonald's) /Lot 2B, Vail Das
Schone Filing 3, and setting forth details in regard thereto. (PEC130018)
Applicant: McDonald's USA, LLC, represented by Robert Palmer
Planner: Jonathan Spence
ACTION: Tabled to October 14, 2013
MOTION: Kurz SECOND: Bird VOTE: 6 -0 -0
Items 2 and 3 were presented and discussed together.
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Jonathan Spence gave a presentation per the staff memorandum. He covered the zoning and
proposed changes for the site. He highlighted the point that the site plan was successful in
addressing the traffic congestion currently seen on site; however, it is achieved to the detriment
of several other adopted regulations. He concluded by stating that the application did not meet
the criteria and recommended denial.
Commissioner Kurz asked if staff had spoken to the applicant about their concerns and if the
applicant attempted to address those concerns and if today's proposal was their final attempt to
address staff's concerns.
Jonathan Spence spoke to the applicant's attempts to address the concerns
Commissioner Pratt inquired as to the existence of a conditional use permit for the current drive
up facility.
Jonathan Spence spoke to the fact that the property was constructed in the county and
subsequently annexed and was not required to get a conditional use permit after annexation.
Robert Palmer, representing McDonald's, spoke to the various site plans that were explored. He
spoke to the drive up facility configuration, pedestrian access, landscaping, and the constraints
of redeveloping on the smaller property than is commonly utilized.
Commissioner Pierce inquired as to the focus of the redesign on the drive up window and why
the change in focus at this point to have two windows and reduced seating.
Robert Palmer explained the sales data and the belief that a number of customers prefer to use
the drive up windows and there were lost sales when the drive up window is congested.
Commissioner Pierce expressed the community's positive relationship with McDonald's. He
spoke to McDonald's ability to develop specific design for special places and Vail is a special
place. It is unacceptable to have the drive up windows facing the public street. He inquired into
further information on the site plan of the site in Denver.
Robert Palmer spoke to the background on the Denver site and the variances it received.
Commissioner Pierce spoke to the need to not have the site dominated by the automobile and
have a building on an island of asphalt. The goal is to have the building relate to the street.
Jonathan Spence clarified his intent of including the site plan for the Denver site was not to infer
that plan would work in Vail, but that there are options.
Robert Palmer explained that the architecture could be anything that would satisfy the Town's
regulations and boards.
Commissioner Pierce asked if McDonald's was the only drive up facility in town.
Jonathan Spence discussed the past Wendy's and Espresso Coffee Shop. McDonald's is
currently the only drive up facility..
Commissioner Kurz admired McDonald's efficiency, but it feels like the site is attempting to
accommodate too much. He spoke to his observation of the current function and problems. He
felt that reducing the parking space size and the minimal landscaping were causing increased
maneuverability issue with our larger vehicles and snow storage impacts.
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Commissioner Rediker expressed his concerns with the proposed variances. He felt their needs
to be compliant snow storage and landscaping.
Commissioner Bird agreed with her fellow commissioners. With it being a 24 hour business,
when would snow removal occur as to not conflict with users.
Commissioner Pratt asked if the applicant utilized the compact parking space allowance
permitted in the Code. He stated he understood the focus on the drive up aspect of the building.
He suggested possible snow melting of the drive up lane. He expressed concerns about the
shape, bulk and mass of the proposed structure. The proposed drive up staking is an
improvement over the existing.
Commissioner Cartin spoke to the constraints of the site and his understanding of the want and
need to redevelop the site. He concluded by stating the rendering was not beneficial to the
request.
Jim Lamont, Vail Homeowners Association, remembered vaguely the building being built in the
county. He does not recall staff recommending denial of a proposed redevelopment which lead
him to believe there must be significant concerns. The current building has worked for
approximately 35 years and we should anticipate any new structure would be in place at least
that long. He recommended staff pull out the work done on the West Vail Master Plan which
contains some recommendations on traffic improvements. It may be premature to consider this
redevelopment until the community defines its goals for West Vail.
Commissioner Cartin asked if the West Vail Master Plan was adopted.
Jim Lamont stated that it had not. He believed events in 2007 killed the effort
Robert Palmer stated that McDonald's wants to be a good neighbor and a part of the community
and he would like to take the comments back and have his team discuss how to address them.
He requested the applications be tabled.
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 213, 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 October 14, 2013
MOTION: Kurz SECOND: Bird VOTE: 6 -0 -0
4. A request for the review of a variance from Section 12 -6E -8, Density Control, Vail Town Code,
pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for an increase in dwelling units
per acre to facilitate the construction of two single - family residences, located at 1183 and 1191
Casolar Del Norte Drive /Lots 4 and 5, Casolar Vail, and setting forth details in regard thereto.
(PEC130010)
Applicant: Todger Anderson, represented by Tom Braun
Planner: Warren Campbell
ACTION: Table to August 12, 2013
MOTION: Cartin SECOND: Rediker VOTE: 6 -0 -0
5. 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
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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 22, 2013
MOTION: Cartin SECOND: Pratt VOTE: 6 -0 -0
6. Approval of June 24, 2013 minutes
MOTION: Cartin SECOND: Rediker VOTE: 6 -0 -0
7. Information Update
Commissioner Pierce requested an update on the mandatory curbside recycling effort. The
Commissioners spoke to their desire to understand the efforts with regard to multi - family and
mixed use developments. Staff discussed elements of the project and stated that they would
have Kristen Bertuglia, Environmental Sustainability Coordinator, come in and give a
presentation and address any questions.
Commissioner Cartin asked staff to examine the erosion control measures that were put in place
in conjunction with the South Frontage Road widening as some appeared to be installed
incorrectly and one drain may be missing an erosion control measure.
Commissioner Pierce asked for an update on the health of Gore Creek and the plan that was
being completed with recommendations to address the health of the creek. Staff stated that the
report was supposed to be finalized soon and that the Commission would be invited to the report
out of the findings or a presentation would be put on a future Commission agenda.
8. Adjournment
MOTION: Kurz SECOND: Cartin VOTE: 6 -0 -0
The applications and information about the proposals are available for public inspection during
regular office hours at the Town of Vail Community Development Department, 75 South Frontage
Road. 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
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
7x1$3
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 16, 2013
ITEM /TOPIC: Wildfire White Paper
PRESENTER(S): Mark Miller, Fire Chief
ACTION REQUESTED OF COUNCIL: Listen to brief overview of White Paper and discuss
future direction /strategies.
BACKGROUND: Council directed (with recommendations of the Vail HOA association
representative) Chief Miller to write a White Paper of wildfire issues in Vail, focusing on past,
present and future issues as well as lessons learned from recent catastrophic wildfires in
Colorado. The paper was completed July 3, 2013 after several months of research and
analysis, involving multiple agencies in Eagle County.
STAFF RECOMMENDATION: Approval to proceed with short term recommendations
regarding White Paper and schedule future work sessions to discuss philosophies and
strategies for a more proactive approach to wildland mitigation.
ATTACHMENTS:
Wildfire White Paper
7/16/2013
White Pauer
Wildfire — Vail, Colorado
Safety
Risks
Actions
Lessons learned
Stephens Park Fire, 2008
June /July 2013
Vail Fire and Emergency Services
Mark A. Miller, Fire Chief
AN'
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7/16/2013
7
White Paper Wildfire- Vail, Colorado
Contents
1. Executive summary
2
2. Abstract
2
3. Wildfire Mitigation/ Preparedness
3
3.1 What have we done/ what are we doing?
3
3.2 Where are we going?
11
4. Lessons Learned from Waldo Canyon Fire
13
4.1 After Action Review (AAR)
13
4.2 Recommendations
13
4.3 Waldo Canyon Fire AAR Conclusion
18
5. Town of Vail Action Steps
19
5.1 Specific TOV Wildfire Concerns
20
6. What we are doing well
21
7. Conclusion
22
8. References/ Contact info/ Websites
24
9. Appendices
23
Appendix A
26
Appendix B
27
7/16/2013 Page 1
White Paper Wildfire- Vail, Colorado
1. Executive Summary
The 2012 fire season was an incredible awakening of just how destructive wildfire can
be. In Vail, many began asking the question, "Can something as disastrous as the
Waldo Canyon Fire in Colorado Springs or the High Park Fire in Fort Collins happen in
Vail or surrounding areas ?" The answer: Absolutely.
We tend to have short memories regarding the potential of wildfire, especially since we
have experienced an extraordinarily wet 2013 spring in Vail. However, as we look back
at the 2012 wildfire season, it will be remembered as "unprecedented" with a reported
4,167 fires throughout Colorado. Those fires destroyed more than 648 structures, killed
6 civilians, burned more than 384,803 acres and caused at least $538 million in
property loss.
The 2013 season is now upon us, and once again, we are experiencing another
unprecedented wildfire season. With the loss of over 500 homes in the recent Black
Forest Fire, and new fires starting in all parts of Colorado (over 14 new fires as of this
writing), one begins to wonder if this is the new norm for wildfires in Colorado.
The aim of this paper is to examine: what we have done, what we are doing and
where we are going in wildfire mitigation and preparedness. Although this paper
primarily focuses on Vail and adjacent United States Forest Service (USFS) properties,
it is quite clear that the elements outlined here apply to almost all wildland urban
interface (WUI) areas.
2. Abstract
Eagle County has been quite fortunate in that we have not experienced large dollar loss
or acres burned in comparison to many counties throughout Colorado in recent years.
In 2012, Eagle County had a total of 37 fires reported, burning approximately 684
acres. Although much of that may be due to timing and "luck" there was a great deal of
collaboration, resource allocation, planning, training and due diligence that played an
essential role in keeping losses to a minimum. However, it is unlikely we will ever be
able to be anything but intentional and vigilant in our focus on mitigation and
preparedness. As cliche as it is, the saying, "it's not if, it's when" should keep us on our
toes as we enter each wildfire season.
7/16/2013 Page 2
White Paper Wildfire- Vail, Colorado
As this paper will explore, collaboration is key. Many partners have been instrumental to
our wildfire mitigation /suppression efforts. Vail Resorts, USFS, the Town of Vail
including Vail Police department and Vail Fire department, Eagle County, and
associated county fire /public safety agencies are tirelessly committed to assisting each
other in planning for the worst. The role of Vail residents will also be highlighted as they
play an integral part in wildfire mitigation. Key responsibilities for residents include:
knowing your plan for exiting /evacuating in the event of a wildfire, signing up for
ECAlert, getting a Firewise inspection of your property, mitigating hazardous trees,
being vigilant in notifying authorities of suspected smoke or fire in the WUI,
understanding the associated dangers and realities of living in the WUI, attending local
Ready, Set, Go meetings, and making a list (room by room) of essential items you will
take in the event of immediate evacuation.
This paper will also examine the lessons learned from the Waldo Canyon and High
Park fires and recommendations outlined from the After Action Reports (AAR). These
recommendations will be evaluated as to how, if, and when they can be implemented in
Vail.
Simply stated, wildfire can be a colossal and largely unpredictable force of nature no
matter how well we work to suppress or prevent a disastrous incident. As we have
witnessed, often nature wins, and regardless of our efforts, we may fail in preventing a
disastrous wildfire. It is easy to second guess and say we should have done more, or
been notified earlier, or spent more, or mitigated more, but the reality is living in the
WUI has distinct disadvantages regarding wildfire and associated risks. It is up to "us"
to prepare accordingly and understand we own much of the responsibility in choosing to
live in mountainous areas. Each of us must take appropriate measures to protect our
lives and property. Thank you for your support and interest in partnering with us.
3. Wildfire Mitigation /Preparedness
3.1 What Have We Done/What Are We Doing?
TOV/Vail Fire Actions
The Town of Vail Forest Health /Wildland Urban Interface (WUI) plan was initiated in
2005 as a collaborative effort with several agencies, including Town of Vail, U.S. Forest
Service, Colorado State Forest Service, Eagle County, Upper Eagle Regional Water
Authority and Eagle River Water and Sanitation District, BLM, Upper Colorado River
Interagency Fire Management, and private property owners.
www.vailgov.com/foresthealth
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The plan was established with the objective of aggressive fire prevention and education
in the WUI to create fuel breaks between the WUI and the wilderness areas adjacent to
the Town of Vail. Additionally, cooperative fuels projects were implemented in strategic
areas of the WUI, and a Community Wildfire Protection Plan (CWPP) was established
in conjunction with Eagle County agencies.
The plan includes an evacuation plan (in the event of a catastrophic wildfire), a wildfire
hazards rating map (figure 1 - low to extreme fire hazards areas), the implementation of
a FIREWISE inspection program for homeowners, a hazardous tree removal ordinance
and the hiring of a wildfire mitigation crew.
Logistics
Currently the Town of Vail allocates $195,000 from Real Estate Transfer Tax (RETT)
fees annually to support the mitigation crew and Forest Health plan, which includes:
• Hiring six (6) seasonal Wildland Mitigation members (May through October) for
mitigating pine beetle affected trees, providing a community chipping service for
downed trees and slash, and conducting Firewise inspections.
• All equipment and applicable training for crews, public education brochures,
enforcement of the dead tree ordinance, etc.
• Hosting frequent (1 -2 times annually) table -top exercises and functional
exercises to test resources and network with collaborative partners.
• Providing maintenance and equipment needs for two "Type 6" brush units.
• Heli- logging operations as appropriate.
Forest Health Plan - Mitigation Crew Accomplishments, 2005 -2012
• Approximately 12,500 hazardous trees have been mitigated since inception (30%
— 40% via heli- logging).
• Significant improvements have been made to the defensive space around the
TOV.
• Assessment and enforcement of 100% of homes in the Town of Vail (TOV) for
hazardous trees has been completed. Many remaining problems need to be
resolved.
• Conducted approximately 120 Firewise inspections.
• Approximately 2500 trees have been chipped and recycled.
• Approximately 2900 slash piles have been burned to reduce dead surface fuels.
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• Continuous media updates and public education opportunities via web site,
brochures, and public meetings have been provided.
• Replenished aspen stands where a number of stands have been identified as
being in decline or over mature.
• Certified all fire department members in Red Card training (wildland).
• Conducted multiple wildland tabletop exercises.
• Collaboration, planning, communication, and training with all agencies has been
frequent and on- going.
• Hazardous location map was developed (Figure 1) to prioritize mitigation efforts.
• Implemented and revised evacuation plan
http : / /www.vaiIgov.com /subpage.asp ?page id =777
• Approximately 50% - 60% of the town's boundaries have been mitigated.
Figure 1 — The "yellow" areas indicate "HIGH" risk areas.
RED (extreme) areas have been mitigated.
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Vail Police Actions
• Re- trained dispatchers on Emergency Preparedness Network (EPN) (Reverse
911). Reviewed EPN system with other public safety agencies and provided draft
scripts for evacuations. Trained VPD officers on the EPN system.
• Conducted county -wide EPN test (2012).
• Provided training on evacuations at Ready, Set, Go for citizens and TOV
employees.
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• Printed evacuation door hanger cards to identify residential units that have been
contacted by officers and evacuated, distributed in patrol cars.
• Issued personal protective equipment to police personnel to assist in their safety
while conducting evacuations.
• Researched evacuation policies nationwide to assist in re- writing TOV
evacuation policy.
• Training was provided for police officers and code enforcement officers by the
USFS on likely scenarios for a wildfire in Vail.
• Participated in countywide review and documentation of notifications systems
and methods to communicate with the public during an incident.
Vail Resorts Actions
• Implemented agreement with TOV and USFS to commit up to $15,000 towards
air support should mountain assets and surrounding properties be threatened
due to wildfire.
• Participated in TOV Local Emergency Planning Group and the associated
training exercises.
• Developed a Wildland Fire Awareness Outline which is reviewed at the beginning
of each summer season and reinforced as needed during operations meetings
throughout the summer.
• Purchased tree harvesting equipment in May 2010, and allocated resources
during summer months to perform mitigation efforts in conjunction with the
USFS.
• Contracted the clearing of 40 plus acres of beetle affected trees in several
locations across Vail Mountain on National Forest lands (Summer 2012).
• Removed and disposed of several hundred "danger" trees, identified as beetle
affected trees near lift lines, buildings and ski trail edges and summer trails on
National Forest lands.
• Identified on -going resources (sawyers, equipment operators, etc.) for the
continued removal of beetle affected trees in the coming summer months.
• Facilitated a training /tour with Vail Fire in the operation and location of snow
making pumps that can be utilized for wildfire events on the lower portion of Vail
Mountain.
USFS Actions - Completed or on -going work in and around Vail
• Vail Valley Forest Health Project
• Vail Mountain Forest Health Project
• Upper Eagle Forest Health Project
• Hazardous tree mitigation on forest roads
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• Indian Creek Forest Health Project
Wildfire- Vail, Colorado
Figure 2: United States Forest Service — Region 2 White River Nat. Forest
USFS Rcl;ion 2 Sark Beetle Theate t=wide Strategic Priorities
The USFS is analyzing the "Piney 2012 Project" (See Figure 3), which will treat over
914 acres in the Piney area north of the TOV. Pending decisions, the project would be
completed over the next three to five years. The purpose of the project is to:
• Create favorable conditions for aspen and lodgepole regeneration following the
mountain pine beetle epidemic.
• Reduce the accumulation and continuity of future heavy fuel loading over the
long term by removing dead, dying and susceptible trees.
• Provide commercial forest products and /or bio -mass fuels to local industries.
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Figure 3: Piney 2012 Project
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Following discussions with TOV, the USFS is reviewing assessments conducted in
2005 which considered fuel reduction and forest health work in the Intermountain area
to determine the feasibility of a project in the near future.
Table 1: The table below indicates the USFS net treatable acres for 2012 — (no update on what has been
accomplished regarding treatable acres as of this date).
Treatable Acres in Eagle and Summit Counties
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USFS Wildfire Response Capacity
• Federal wildfire engines located in Eagle /Minturn /Dillion
• Central and West zone resources
• Rifle and Grand Junction air resources
• Heavy air tankers and Helicopter recources (national)
USFS /Local parternership response resources
• Federal /Local Fire department /fire district cooperation
• Local Incident management teams
• Pre - attack and evacuation plans
Wildfire- Vail, Colorado
• Tabletops and full scale exercises
• Exercising the Emergency Operations Center and Grand Junction Dispatch
Center (See figure 4)
Figure 4: USFS Wildfire response considerations
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Eagle County /Eagle County Public Safety Agency Actions
• All Eagle County public safety agencies have been fully engaged in collaborative
efforts regarding wildfire mitigation, including: on -going participation in wildfire
tabletop exercises, weekly conference calls to access wildfire potential and
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operations plans, wildland task force participation, frequent media releases
regarding fire restrictions, etc.
• In 2005 the Eagle County Community Wildfire Protection Plan (CWPP) was
created (amended in 2010 and revised in 2011). All County fire agencies, CSFS,
USFS, BLM, Vail Resorts, Cordillera Metro District, Eagle -Vail Metro District,
Eagle River Water and Sanitation District, Bellyache Ridge, Mountain Star, and
Colorow HOA's contributed to the revision process. Additionally, in 2009, the
Eagle County Wildfire Council was formed as the need for interagency
collaboration became even more apparent. All of the aforementioned agencies
are involved in the Wildfire Council.
CWPP - Fire Management Objectives: East Vail
Hazardous Fuel Reduction:
The study area is represented primarily by four fuel models (Anderson FM): FM 1, 2, 8,
10. Other fuel models exist, but not in quantities sufficient to significantly influence fire
behavior in the Wildland Urban Interface. East Vail fuels vary from light to moderate
loads of grasses and shrubs to dense stands of beetle - killed lodgepole pine and
spruce -fir.
Defensible Space: Priority Level- High
Several homes in the study area have adequate defensible space, but many more have
mature vegetation too close to the house (i.e. within the home ignition zone of 30ft). At
a minimum, fuel reduction within the home ignition zone should be implemented at
every home -site in East Vail.
Linked Defensible Space: Priority Level- High
Fall Line and Columbine Dr. - Linked defensible space (contiguous with adjacent
defensible space) around homes on outer edges of the community would act as a
larger fuel break protecting homes in the neighborhood from ignitions caused by ember -
showers generated by fires on the hillside above. Linked defensible space around
homes in this area should also be created given the dense fuel loading surrounding
homes in the area.
Fire Resistant Construction:
There is widespread use of fire - resistant siding and composite roofing associated with
recently constructed homes in East Vail. Some wood siding exists throughout the study
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area. Most houses have conventional wood decks, and many of the neighborhood's
older homes have wood shake roofs. Remodels and new construction in the study area
should adhere to Firewise building design and /or Eagle County's Building Requirements
for Wildfire Areas.
CWPP - Fire Management Objectives: West Vail
Hazardous Fuel Reduction:
The study area is represented primarily by five fuel models (Anderson FM): FM 1, 2, 4,
8, 10. Other fuel models exist, but not in quantities sufficient to significantly influence
fire behavior in the Wildland Urban Interface. West Vail fire fuels vary from light to
moderate loads of grasses and shrubs on south facing slopes, to dense stands of
beetle - killed lodgepole pine with significant ladder fuels (small branches from ground
level on a tree to approximately eight ft. above ground level).
Defensible Space: Priority Level- High
Very few homes in the study area have adequate defensible space; most homes have
mature vegetation too close to the house (i.e. within the home ignition zone of 30ft). At
a minimum, fuel reduction within the home ignition zone should be implemented at
every home -site in West Vail.
Maintain Existing Fuel Breaks: Priority Level- Moderate
In 2007 and 2008, Eagle County, USFS, CSFS, Town of Vail and Eagle River Water &
Sanitation District partnered to accomplish objectives set forth by the Vail Valley Forest
Health Project. Long -term maintenance of these treatment areas will be needed in
order to maintain their effectiveness over time. Future landscape fuel reduction projects
should seek to expand on these existing treatment areas.
Fire Resistant Construction
Homes built in unincorporated West Vail after 2006 have fire resistant decking, roofing
and siding per the Eagle County Wildfire Regulations. Many, if not all, of the homes
built in the area prior to 2006 have wood siding or roofing, and conventional (non -fire
rated) decks. Remodels and new construction in the study area will have to adhere to
Eagle County's Building Requirements for Wildfire Areas requiring the use of fire
resistant building materials.
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Eagle River Water and Sanitation District (ERWASD) Actions
The District has been extremely proactive in working with public safety agencies
regarding wildfire. Vail Wildland Mitigation crews have collaborated with the district in
doing extensive mitigation work around all susceptible water storage tanks and critical
infrastructure. Agreements have been made which allow critical water sources to be
made available in the event of a wildfire. Frequent meetings with all pertinent county
agencies have and will continue to take place during the summer months to ensure
consistent communication and identify current and future concerns. The district will
continue to run current water restriction notices and fire danger notices in the Vail Daily
newspaper.
3.2 Vail's Wildfire Future - Where are we going - Considerations
Unfortunately, the wildfire concern in Vail is not going away. Due to the on -going
potential for a catastrophic wildfire season, all wildland mitigation efforts have ratcheted
up over the last several years. The 2012/2013 seasons are proof that living in the WUI
has its drawbacks and we all must be cognizant and responsible in doing our part to
protect life and property. In addition to the aforementioned on -going efforts of all
agencies, we are focusing on the following objectives /plans as we move into 2013 and
beyond:
• Development of a comprehensive "triage map" for Vail, which will identify specific
homes that are in the Green (defendable); Yellow (questionable); and Red (non -
defendable) categories (completed by Fall 2013).
• Conduct a drill with Vail Resorts utilizing their snow making equipment to assist
in suppressing a mock wildfire in early summer (2013).
• Practice a "real life" evacuation drill in Vail in which we notify residents (with
several days' prior notice) that they have 30 minutes to evacuate. All residents
will be encouraged to participate. Officials will time the event and conduct
assessments with evacuees as to how fast/efficient they were able to follow
instructions and safely evacuate.
• Begin philosophical discussions with TOV Council /staff regarding potential
mandates for homeowners in regards to defensible space, including a mandate
requiring all combustible (wood shake shingle) roofs to be replaced within a
realistic timeframe.
• Continue mitigation efforts to protect critical infrastructure of the Eagle River
Water and Sanitation District.
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• Send available fire crews on in -state and out -of -state wildfire deployments in a
continued effort to gain practical experience, learn from others, and generate
revenue. This "real -life" practical experience is invaluable in understanding
situational awareness and risk /benefit perspective. The recent, unthinkable
tragedy in which 19 members of the Prescott AZ Hotshot crew perished is a
somber reminder of the dangers involved in wildland firefighting, and the need for
on -going training through deployments and local incident involvement.
• Work with the USFS to implement a multi -year aggressive mitigation plan for the
West Vail Intermountain areas (our most vulnerable area).
• Educate and promote the ECALERT system (cell phone, e- mails, etc.) for real
time notification and updates regarding major events and /or evacuation notices.
• Increase Forest Health budget for additional resources /crews.
• Implement recommendations from "lessons learned" in the Waldo Canyon fire.
The "lessons learned" from the High Park fire will be evaluated when the report is
available.
• Re- visit /research affordable options for constructing an "Emergency Siren
Notification System" in Vail (at the direction of TOV Council).
• Consider preemptive policy of incentivizing home owners that have combustible
roofs on their homes to replace their roof with non - combustible materials. In
return, Vail Fire mitigation crews will remove hazardous tress on their property.
• Host Ready, Set, Go meetings to further educate residents.
4. Lessons learned from Waldo Canyon Fire
4.1 After Action Review (AAR)
On Saturday June 23, 2012, a fire was reported in the Pike National Forest,
approximately three miles west of Colorado Springs. The fire burned 18, 247 acres over
18 days, and was reported fully contained on July 10, 2012. At the time, the Waldo
Canyon Fire was the most destructive fire in Colorado history, destroying 347 homes
and damaging many others. Two individuals lost their lives as a result of the fire.
The After Action Report (AAR) issued by the City of Colorado Springs focuses on all
city departments and divisions that supported the city's response.
Although the list of issues /analysis /recommendations is exhaustive, this report identified
key recommendations that are applicable to Vail /Eagle County. The complete AAR was
110 pages in length. In an effort to keep this report brief, the following
recommendations do not include the issues /analysis portion of the AAR.
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4.2 Recommendations
Communications Recommendations
• Conduct training to ensure that there are personnel able to fulfill the
Communication Unit Leader position for multiple operational periods.
• Develop a large incident, multi- agency communications plan (ICS 205)
incorporating VHF and 800 MHz radio systems that can be easily adapted during
a future incident.
• Develop a system to notify city employees of critical incident updates using both
personal and work issued equipment and varied methods (i.e. text messages
and email to personal email accounts).
• Review existing city cellular contract and the associated coverage in the
WUI area.
• Review coverage maps and contact vendors, as needed, to discuss
deficiencies in cellular service in the WUI area. Establish contacts and /or
contracts with vendors to provide immediate emergency services and equipment
during an incident; test these services for coverage prior to an incident.
• Create an incoming phone number to the EOC that can roll over to multiple lines.
Planning Recommendations
• Create job checklists /aides to be used in conjunction with the plans.
• Revise existing job checklists /aides.
• Conduct training and exercises on the job checklists /aides. Through the city's
CAPS volunteer program, train volunteers to work as scribes for key personnel
during the incident. These scribes can document and share information, as
necessary in real time with other agencies and personnel.
• Provide additional training to first responders on the use of ICS forms.
• Facilitate the flow of information with ICS forms during events.
• Ensure that ICS forms are readily available to personnel during an incident.
• In accordance with ICS, develop a multi - operational period staffing plan for each
city department to ensure that there is adequate rest and coverage for personnel
for the duration of the incident.
• Conduct ICS training for individuals to ensure there is coverage in key positions
for multiple operational periods.
Community Preparedness and Participation Recommendations
• Develop additional methods to deliver community preparedness
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training /messaging throughout the community in order to reach a broad and
diverse audience.
• Utilize community volunteers to develop and conduct community preparedness
activities.
• Develop a local Volunteer Organizations Active in Disasters (VOAD)
chapter that can mobilize community organizations during a disaster. These
organizations can be the conduit for volunteer mobilization during an incident.
Operational Coordination Recommendations
• Develop a comprehensive organization chart early during the incident to
ensure that span of control in positions is appropriate for the incident and is
adequate for effective incident management. Early in the incident, develop staff
depth in key positions.
• Develop an immediate staffing rotation plan to ensure rest times for
staff during extended incidents.
• Provide training to city personnel and volunteers to ensure that they
are equipped for necessary staff relief /support.
• Provide further comprehensive training to staff on their respective roles
in the EOC and on the interface with the Incident Command Post (ICP).
• Replace all computer equipment in the EOC and ensure that is updated
regularly.
• Ensure that the EOC has liaison personnel for all geographically disparate
areas of the incident (partner agency EOCs, IMT, ICP, etc.) and conduct regular
liaison briefings to ensure that EOC staff has the most recent information from
the field and vice versa.
• Ensure that a mechanism is in place to deliver current IAPs, to include
maps, to each staging location and ensure that personnel at those locations
are trained in how to read and present a prepared IAP, extracting relevant
information out of multiple IAPs for the intended audience.
Critical Resource Logistics and Distribution Recommendations
• Ensure that personnel have provisions, especially rehydration provisions,
sufficient for a 24 -hour period. Coordinate early with the Salvation Army to
develop a feeding plan for all areas and locations of the incident. This plan
needs to include timelines and a process for reporting how many personnel in
the field and at each location require food.
• Develop a plan for delivering food to personnel working in active fire zones.
Delivery personnel need appropriate PPE and vehicles.
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• Provide training and resource materials (e.g. Flow charts) that document the
resource ordering process during EOC activation.
• Ensure, to the extent possible, that all vendors and /or City departments
are aware of this process and redirect resource requests to the EOC that are not
from the EOC.
Responder Safety and Health Recommendations
• Update information regarding PPE caches and ensure that the caches are
readily available in a time of need.
• Develop a plan to ensure that emergency response personnel receive
adequate rest, work consistent shifts, and receive breaks and rehabilitation (food
and supplies).
• Fire Recommendation: During significant incidents covering multiple operational
periods, assign dedicated personnel to the incident and apply an alternative work
schedule for them. Depending on the incident type, this alternative work
schedule could be consistent with what is used for both wildfire deployments and
by federal IMTs incorporating a 2:1 (16:8 hour) work /rest ratio
• Evaluate the need for post - incident critical stress debrief and /or peer support
for first responders and support personnel.
• Develop an ICS Organization Chart for the incident to ensure that there is an
Incident Safety Officer and an Accountability Officer assigned. These two
positions will account for all safety needs for personnel who are working the
incident.
Emergency Public Safety and Security Recommendations
• Advise the public that CSPD is providing security in the evacuated and
pre- evacuated areas 24 hours a day.
• Explore the possibility of training and utilizing additional city staff to provide
support to law enforcement officers working on the safety and security aspects
(i.e. Streets Division assisting with road blocks, traffic direction).
• Conduct advanced ICS training for first responders, Command and General
staff.
• Deploy more resources to provide inter - perimeter patrol at the onset of the
evacuation order to include voluntary, pre- evacuation, and mandatory evacuation
notices. These roving patrol resources would be deployed along with evacuation
traffic control.
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Fire Incident Response Support Recommendations
• Develop a comprehensive personnel accountability tracking system for large -
scale incidents and mandatory recall situations.
Evacuation and Re -Entry Recommendations
• Consider using street names as borders as well as using the names of
neighborhoods.
• Make maps of the evacuated areas available immediately through a variety of
methods and modes (e.g., media, handouts at public locations, etc.).
• Ensure that first responders have immediate access to maps and decisions
regarding evacuations. Information sharing can be achieved by the
recommendations. Explore the ability to provide evacuation maps to smart
phones and other portable devices.
• Establish a re -entry task force early in the incident after the initial evacuations
are ordered. This task force would be the single point of contact to assess the
need for anyone wishing to gain entry during the mandatory evacuation and once
the evacuation has been lifted.
• Divide the attendees for large meetings and /or announcements by geographical
neighborhood when separating groups (such as the UCCS community meeting
on 28 June).
• Assess the capabilities of evacuation software applications designed for
public safety and implement relevant solutions for law enforcement.
• Review the available options for gathering data as soon as possible on an
affected area. This may include contracting flight services to take aerial photos
and /or overlaying this information on existing data layers.
Emergency Public Information Recommendations
Twitter was effective in providing immediate information to the public and, through
monitoring the PIOs in the JIC (Public Information Officers and Joint Information
Center) could easily correct any misinformation.
• Develop a city Crisis Communications Team that works with the
regional Crisis Communications Network (CCN) to refine public information plans
and procedures.
• Consolidate all public information functions and personnel under the
Colorado Springs Communications Department.
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• Develop a JIC plan for the city, ensuring that this plan defines roles and
responsibilities for all JIC functions and how city PIOs will organize under this
structure.
• Work with regional CCN to help participants identify and receive PIO and JIC
training as needed.
• Coordinate the provision of PIO training with city staff to ensure that there is
depth in this position and identify additional trained local PIOs to supplement city
Communications staff as necessary.
• Develop pre- scripted evacuation messages and provide more detail, especially
whether the evacuation is emergent or not. If the evacuation is emergent,
reiterate pertinent information such as: Traffic plan information such as contra
flow out of a neighborhood or on main arteries.
• Use text messaging instead of calls on cell phones to keep lines open for
emergency calls.
• Take one car to keep your family together and help reduce traffic and cell phone
congestion.
• Work with local media and advocates for the deaf and hearing impaired
community to provide closed captioning and interpreters during emergency
incidents.
• Create a fixed facility JIC location within a city building that has adequate
equipment and connectivity for all organizations that may need to respond to a
multi- agency incident. Of key importance for this facility is: Landline telephones
with predetermined telephone numbers, and capability to monitor multiple
television stations simultaneously and to record press conferences and other key
information reported by the media.
• Devise a plan to ensure that plans can be immediately emailed to the JIC
and provide the JIC facility with the equipment necessary to print the maps on
plotter paper. For redundancy, develop a plan for hand delivery of maps to the
JIC facility that should be located in close proximity to the EOC.
4.3 Waldo Canyon AAR Conclusion
In October of 2012, Senators Udall and Bennet sent a letter to USDA Secretary Vilsak
requesting a comprehensive and scientific review of the Waldo Canyon fire. A similar
request will be made for the High Park fire. This type of study will provide insight into
the interdependencies that existed among the various local, state and federal response
agencies throughout the duration of the fire and how the environment influenced the fire
behavior. The City of Colorado Springs fully supports this request and is prepared to
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actively participate in a further holistic review of the Waldo Canyon Fire, understanding
that the USDA study would complement this AAR (Waldo Canyon).
Key questions in the request to the USDA included:
• Influence beetle killed trees played in the High Park fire?
• Influence specific fuel treatments (defensible space, etc.) played in reducing fire
intensity, damage, etc?
• Influence the Community Wild Fire Protection Plan played in overall
management and losses of these fires, etc?
4.4 Fire Adapted Communities Coalition Assessment (Waldo Canyon)
The Fire Adapted Communities coalition also conducted an assessment of the Waldo
Canyon fire and came up with the following conclusion:
• Mitigation work conducted in the high risk areas of the community (prior to the
fire) was credited with helping the fire department achieve an 82 percent save
rate. As an example, the cost benefit ratio for the Cedar Heights neighborhood
was 1/257; $300,000 was spent on mitigation work and $77,248,301 in losses
were avoided. However, it should be noted that changes in fire weather behavior
such as wind shifts could have resulted in higher fire losses.
• Ember ignition via ignition of combustible materials in or near the home was
significant.
• Home to home fire spread was a major issue.
• Wildland fire -to -home ignition was influenced by location of home on slope and
fuel treatments or lack of slope leading to the home.
• Individual homeowners must take responsibility for fortifying their property
against wildfire damage by taking appropriate measures to incorporate
noncombustible building materials and construction details.
• The community tax base is significantly impacted by the widespread damage
and destruction of homes and businesses during wildfires. This has economic
consequences for all residents.
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5. Town of Vail Action Steps Regarding Waldo Canyon
Recommendations
It is sufficient to say that many of the lessons learned /recommendations outlined in the
Waldo Canyon AAR are relevant and applicable to Vail /Eagle County. Authorities will
look at each recommendation to determine how we are doing and identify action steps
to improve deficiencies.
Early notification and efficient evacuation issues are a common thread in all major
wildfire incidents. In order for people to evacuate to safety, they need to receive the
warning, understand the warning, and know if it applies to them. When wildfire comes
to the urban setting (WUI), it is residents' duty to mitigate and be prepared, and it is the
TOV /Government's duty to help them.
5.1 Specific TOV Wildfire Concerns
Intermountain and West Vail
• Areas of particular concern - Winds could drive fire quickly to the east.
• Aspen stands may provide some buffering in the summer season.
• Thick forests.
• Good water volume (positive).
• Fire most likely moving uphill.
• Back burn an option (USFS /BLM).
• Evacuation — complex and resource taxing.
Game Creek
• Provides some buffer to south of West Vail — large aspen population.
Ski Area
• Provides good buffers and reinforcement potential.
Main Vail
• Village and Lionshead areas have limited wildfire concerns, and many options for
shelter in place. However, there is potential for building to building fire spread in
7/16/2013 Page 20
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the event of a wind driven fire. There should not be a false sense of security just
because it is not directly in the WUI.
• Residential areas north of Village and Lionshead are susceptible and vulnerable,
although good buffers, aspen stands and low volume of dead trees are positives.
East Vail
• South — comprised of healthier spruce, aspen and fir population that is more
resistant to fire spread.
• Steep slope would discourage downward fire spread.
• North — gets more southern exposure (drying it out) — intensity of finer fuels
provides easier knockdown opportunity.
• Dead aspen stands may not provide sufficient buffering. Beware of fuel loads in
aspens (heavy and light).
Buffehr Creek
• Dying and decaying lodgepole pine with light fuel (grass) component.
• Prevalent wind activity.
• Green conifer canopy has crown fire potential.
• Lack of defensible space.
• Large spot fire potential.
• Significant evacuation concerns (one way in /one way out).
• Prepare for evacuation regardless of size of fire (early and immediate).
• Egress for residents may be walking out the backside.
• Possible "protect in place" safety zones near and in tennis court area.
• Air support an hour away — multiple hose lays are essential.
• Fires to the west of Buffehr Creek is reason to evacuate all Buffehr Creek
residents due to potential spread. Evacuation and traffic concerns are high
priority.
Note — most principals in Buffehr Creek area remain constant throughout Vail, although
most have better evacuation opportunities (multiple ingress /egress).
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6. What We Are Doing Well
Wildfire- Vail, Colorado
While we have much work, training, preparation, and educating to do, the TOV is
relatively well prepared. We have a unique collaboration between the USFS and all
relevant Eagle County agencies. In this, we can find some comfort. The support of the
TOV Council and management has allowed the Vail Wildfire Mitigation crew to be in its
eighth successful season. Crews are always available within the TOV, and are also
available to deploy on out -of -state wildfires. This not only brings revenue to the TOV,
but more importantly it gives firefighters the much needed practical experience they will
need if and when the fire is in our own backyard.
The fact we have a true partnership with Vail Resorts in their financial commitment to
supporting air attack operations on Vail Mountain, is significant. Training and
collaboration with Vail Resorts employees is on -going and focused.
The commitment to holding wildfire table -top exercises on a frequent basis continues to
identify strengths and weaknesses. Crews are continuously training to improve skills,
area familiarization, and appropriate prioritized action steps.
7. Conclusion
Wildfires are dynamic disasters, but years of research show that they have at least one
static quality: Regardless of the setting, they are forever posing challenges when it
comes to evacuation and prevention.
The unpredictability of fire makes it difficult for officials to provide everything at exactly
the right moment, said Kathleen Tierney, of the National Hazards Center at the
University of Colorado in Boulder.
Hurricanes typically give several days of warning. Tornados only give a few minutes —
same with fire. After more than 40 years of research by the center into fire evacuations,
the inherent problems have not changed, Tierney said. Warning challenges are
extraordinary due to the nature of fire dynamics and lack of timely warnings, and
adequate information which plagues wildfire victims again and again.
"If smoke is coming, don't wait for a call," said Michelle Steinberg, Firewise
Communities program manager for the National Fire Protection Association. "If you
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Wildfire- Vail, Colorado
assume that someone is going to knock on your door with lots of time, which may not
happen, it's not a good idea to wait and see." The "wait and see" mentality tends to
predominate in evacuation situations, said Steinberg. "In order for people to evacuate
safely, they need to receive the warning, understand the warning, and know that it
applies to them," she said. "This is immensely challenging to get all parts of that
warning right."
Residents have a responsibility - to mitigate and be prepared, including:
• Know your plan for exiting /evacuating in the event of a wildfire.
• Sign up for ECAlert.
• Get a Firewise inspection of your property.
• Mitigate hazardous trees — be diligent about creating defensible space.
• Be vigilant in notifying authorities of suspected smoke or fire in the WUI.
• Understand the associated dangers and realities of living in the WUI.
• Attend local Ready, Set, Go meetings.
• Make a list (room by room) of essential items you will take in the event of
immediate evacuation.
Reality - most of Vail lies within the "High Risk" category for wildfires. We (public safety
agencies) will continue a sustained, aggressive - but reasonable approach towards
forest health and wildfire mitigation; including prescribed burns (when appropriate and
safe), managed wildfires and collaboration with partners. As outlined in the
"considerations" portion of this paper, the "triage" map may prove to be one of the most
realistic and helpful indicators for home owners in identifying specific properties in Vail
that are in the most difficult to defend category (red /yellow), vs. those that are easier to
defend due to defensible space, good access, and favorable geographic considerations
(yellow /green). It is imperative that those who own properties in the red or yellow
categories understand the associated risks and take necessary actions in regards to
wildfire mitigation, and the protection of life and property.
Simply stated, it is imperative that we adopt a "community" approach to wildfire
mitigation. It can happen here. Remember — "fortune favors the prepared."
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8. References/ Contact info/ Websites
Miller, Mark, Fire Chief — Vail Fire and Emergency Services;
mmiller(c�vailgov.com; 970 - 477 -3474
Wildfire- Vail, Colorado
Neely, Dave, District Ranger — Eagle /Holy Cross Ranger District;
dneelyCa)_fs.fed.us; 970 - 328 -5860
Fire Adapted Communities; http: / /fireadapted.org/
Steinberg, Michelle; Firewise Communities program manager — National Fire
Protection Association.
Tierney, Kathleen; Natural Hazards Center — University of Colorado, Boulder;
City of Colorado Springs — Waldo Canyon — "Final After Action Report ";
release date — April, 3 2013.
Preliminary Report on 2012 "Wildfire Season in Colorado ";
January 16, 2013
Colorado Division of Fire Prevention and Control;
http: / /dfs.state.co.us
"Eagle County Wildfire Protection Plan" — revised 2011;
http: / /www.eaglecountV.us /Building /Wildfire /Overview / ?terms =CW
PP
"Town of Vail Forest Health Plan "; www.vailgov.com /foresthealth
7/16/2013 Page 24
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Wildfire- Vail, Colorado
"Town of Vail Wildland Urban Interface defensible space plan ";
http : / /www.vailgov.com /subpage.asp ?page id =525
"Town of Vail — Mountain Pine Beetle ";
http : / /www.vailgov.com /subpage.asp ?page id =695
"Town of Vail Wildfire Hazard Mapping ";
http : / /www.vailgov.com /subpage.asp ?page id =786
"Vail Evacuation Plan ";
http : / /www.vailgov.com /subpage.asp ?page id =777
"Town of Vail Dead Tree Ordinance ";
httr): / /www.vailaov.com /docs /dl forms /Ord No 23 Series 2007.pdf
www.ECAlert.org
7/16/2013 Page 25
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9. Appendix A
National Significant Wildland Fire Potential Outlook
Predictive Services
National Interagency Fire Center
Issued: July 1. 2013
Next Issuance: August 1, 2013
Wildfire- Vail, Colorado
velp
Outlook Period - July, August and September through October
Executive Summary
The July, August and September through October 2013 significant wildland fire potential forecasts
included in this outlook represent the cumulative forecasts of the eleven Geographic Area Predictive
Services Units and the National Predictive Services Unit.
910.Yk.M YAY�ini Ft. Pak.fi l lhtleek
�a
ZI
11WgWn ..i W1d1 -d F4. P.NMW [Stanek
iul7al X9!
91p.9k.M99Y/a.9 R. Pahefkl OLM.
r.._ 9..hm.w�dOnnG.r 3D 19
July
- Lang terra drought across the West coupled
with hot and dry weather in early July will nullify
gains from recent precipitation and raise fire
potential across portions of Oregon, Idaho,
Nevada, and Northern California.
- Southern California, southern Utah, Arizona,
New Mexico and Colorado will continue to
experience extremely dry conditions and be at
risk of significant fires.
- The East will remain moist with normal to
slightly below normal temperatures through July.
August
- Heat and normal summer precipitation in the
West will keep above normal fire potential across
most of California and Oregon. and parts of
Washington, Idaho, Montana and Nevada.
- Fare potential in the East will remain below
normal along the Gulf and Atlantic coasts while
returning to normal in the upper and mid -
Mississippi, Ohio and Tennessee Valleys_
September and October
- Above normal significant fire potential will
continue for much of coastal and interior
California while returning to normal by October
over the Sierras, Oregon, and parts of Idaho and
Nevada.
- Below normal significant fire potential will
remain across the Southeast Coast from
Louisiana to Virginia. Parts of West Texas will
also remaln below normal_
7/16/2013 Page 26
White Paper
10. Appendix B
Wildfire- Vail, Colorado
Forecast Fire Danger Class: 03-JUL-13
ter. r ..• .- y - _ '
• t
LEGEND
Reporting Weather Station
❑ Low ❑ Very High
❑ Moderate 0 EartrgmB
❑ High ❑ Water
(Inv. Dist. Interp.) i
WFAS -MAPS Graphics FIRE BEHAVIOR RESEARCH MISSOULA, MT v.
7/16/2013 Page 27
rnwH of vn' �Ii>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 16, 2013
ITEM /TOPIC: Discussion of budget philosophies for 2014.
PRESENTER(S): Judy Camp & Krista Miller
ACTION REQUESTED OF COUNCIL: Discuss staffs approach to the 2014 budget
preparation and provide feedback.
BACKGROUND: Each summer, as we begin the annual budget process, staff requests
confirmation of the philosophies and practices that will drive the budget preparation. This year,
we are taking a harder look at some specific issues and requesting Council's
feedback. Specifically, we would like to review our approach to health care in light of the
requirements of the Patient Protection and Affordable Care Act, including the recent decision
to delay some portions of the act. We would also like to discuss our proposed approach to
revenue allocation in light of the voters' decision last November to remove the sales tax split
language from the Town Charter.
STAFF RECOMMENDATION: See attached memo.
ATTACHMENTS:
Budget Philosophies Memorandum
Five Year Projections
Unfunded List
7/16/2013
rowN of vain
Memorandum
To: Town Council
From: Town Manager's Office
Date: July 11, 2013
Subject: 2014 Budget Philosophies
I. BACKGROUND
Each summer, as we begin the annual budget process, staff requests confirmation of the
philosophies and practices that will drive the budget preparation. This year, we are taking a
harder look at some specific issues and requesting Council's feedback. Specifically, we would
like to review our approach to health care in light of the requirements of the Patient Protection
and Affordable Care Act, including the recent decision to delay some portions of the act. We
would also like to discuss our proposed approach to revenue allocation in light of the voters'
decision last November to remove the sales tax split language from the Town Charter.
II. ONGOING PHILOSOPHIES
For many years, the Town of Vail has adhered to the following budget philosophies which staff
plans to continue in the 2014 with no changes recommended:
➢ The budget will continue to reflect the town's vision to be the premier international mountain
resort community and will also continue to support the Town Council's key goals:
• Improve economic vitality
• Grow a balanced community
• Improve the quality of the experience
• Develop future leadership
➢ Revenues are projected conservatively using analytical processes. Revenue collections are
reviewed monthly or quarterly, depending on the revenue source, to determine variations
from the budget.
➢ When appropriate, new programs that require additional resources are to be funded by new
or increased revenues or an allocation of resources from an existing program.
➢ Fund balances shall be adequate to cover short -term fluctuations in revenues, emergencies,
and planned future expenditures. It is recommended the General Fund balance be at least
25% of the budgeted revenues and this balance will be sufficient to protect against revenue
shortfalls and any need for emergency funding in all the town's funds.
➢ The town will develop a five -year financial projection for all major funds annually, including a
long -term capital improvements plan.
7/16/2013
For your reference, the five -year projections for the General Fund, Capital Projects Fund and
Real Estate Transfer Tax Fund as presented in the 2013 budget book are attached along with
the "unfunded" list of capital projects.
As of December 31, 2013 fund balances are expected to be as follows: General Fund $14.3
million, Capital Projects Fund $10.1 million and Real Estate Transfer Tax Fund $9.4 million.
III. APPROACH TO HEALTH CARE
As discussed earlier this year in Health Care Reform discussions, this legislation is changing the
Town's role as an employer. While the Obama administration has recently delayed some of the
legislation's enforcement for one year, staff is recommending a phased approach beginning in
2014 to comply with the requirements in the legislation for the long -term.
The Town of Vail has experienced success in providing Vail's superior guest and community
services as outlined in the Town Council's Mission, in an effective and efficient manner. The
Town's employee culture of "ownership in Vail ", limited turnover, and seasonal work force
strategy have contributed to this success. In the future, our employment model will need to
adjust with the changing landscape of Vail's priorities, limited availability of international visas
and new requirements for health insurance. Although Health Care Reform impacts ALL
employees, there are 3 types of employees not previously eligible to participate in the town's
insurance program that fall into the new coverage requirements. Staff recommends including
coverage for the first two categories in 2014 with the third category considered for 2015.
1. Fire Student Residents (12 -14 positions) — This is one of our high -risk populations which
is recommended for inclusion in our health plan effective January 1, 2014. Implications:
Estimated $150,000 to $200,000 in health plan costs; no change to other compensation
or benefits.
2. Same Position Multi- season (12 positions) — These employees have returned to fill the
same 30 to 40 hour position for consecutive summer and winter seasons. Some
examples are employees who drive buses, operate the parking structures, and provide
street maintenance services. It is recommended that these positions transition to full -
time year -round FTEs for a more seamless operation, better recruiting and retention,
and reduced training costs. Implications: Estimated $260,000 for changes in
compensation and benefits.
3. Season -to- Season (16 employees) — These are employees who work different positions
over multiple seasons, for example: a Winter Season Parking Attendant who then re-
hires as a Summer Season Landscaper. These positions are an essential part of our
service delivery and approximately 40% of our full -time hires come from seasonal
positions. It is recommended that further research be done on the implications of any
change in this employment strategy including any service impacts prior to inclusion in
the 2015 budget. No significant implications expected for 2014.
The above recommendations do not change the strategy of the other 60 seasonal positions that
are filled each year or the 10 part -time positions budgeted. The full cost of the newly eligible
health plan participants was projected at almost $750,000 which can now be split between 2014
and 2015. These recommendations provide a phased implementation of the health care reform
requirements of providing coverage to additional employees over the next two years. Staff will
continue to refine the best and most fiscally responsible services for TOV's benefit programs
while ensuring compliance with the myriad of regulatory requirements.
Town of Vail 7/16/2013 Page 2
The TOV's health plan philosophy of cost sharing with employees (75% TOV / 25% Employees)
has provided the basis for the plan design and premium adjustments in prior years and
continues as staff's recommendation for 2014. Health care costs for newly eligible employees
as described above is based on this assumption. In addition, costs for employees currently
covered are expected to increase by approximately $265,000 based on the 10% trend in claims
we are experiencing.
The total impact of these recommendations is an estimated increase in 2014 operating
expenditures of $660,000 to $725,000.
IV. REVENUE ALLOCATION
In November, the voters approved a ballot issue which removed language from the Town
Charter related to the percentage of sales tax revenue to be allocated for capital expenditures.
The budgeted allocation of sales tax will now be authorized by ordinance. As previously
agreed, the sales tax "split" to be included in the ordinance will be determined during the 2014
budget process. This memo focuses on: the history of the sales tax split and other revenue
restricted to capital projects: the changing focus of expenditures; and the revenue available from
all sources to fund the town's capital and operational needs.
Background - As specific needs have arisen throughout the town's history, new revenue
sources have been identified and in many cases have been restricted for specific purposes.
Revenue and /or fund balances that are currently restricted include the following:
• Real Estate Transfer Tax — parks, recreation, open space and environmental
sustainability, whether capital or operations
• Conference Center Fund — three voter - approved capital projects: Ford Park Athletic
Fields, Clubhouse at the Vail Golf Course and Nordic Center, and Ford Park
Amphitheater Improvements
• Vail Reinvestment Authority — incremental property tax from Lionshead redevelopment is
restricted to capital improvements for relief of blight in the Lionshead area
• Construction Use Tax — restricted to capital improvements
• Housing Fee -in -lieu — developer fees dedicated to employee housing
• Sales Tax — may be used for capital and operating expenses with the amount for each to
be determined by ordinance per the ballot issue approved in November
History — The concept of dedicating 50% of sales tax revenue to "capital projects, real estate
acquisition and related debt service" was first introduced by ordinance in 1973 and incorporated
into the Town Charter in 1985 with a provision to override the split by a supermajority vote of
Town Council. At the time of the original reference, it appears the only funds specifically
designated for capital projects were the recreational amenities fees, which were further
restricted to projects for recreational purposes and, even today, are not a large revenue
generator. It is clear that building capital infrastructure was important at that time in the town's
history and dedicated resources were needed to accomplish that goal.
Over time, additional revenue sources have been added for capital expenditures as highlighted
above. In response to changing needs and availability of funding, Town Council has overridden
the 50% "split" for at least the past thirteen years, indicating the 50% concept is outdated. (The
2013 budget was approved with a split of 38% capital /62% general fund.)
In November 2012, language related to the split was removed from the Town Charter as a first
step toward a more flexible method of allocating resources between two important components
Town of Vail 7/16/2013 Page 3
of the town's budget — capital and operations. The next step in this process is to determine a
more appropriate split to be specified by ordinance for 2014.
Expenditure Focus — Since the initial sales tax split provision, many amenities have been
added to the town including transit centers, parks, fountains, bike paths, streetscape with snow
melt, library, Dobson Arena, Donovan Pavilion to name a few earlier and continuing projects.
Most recent additions include West Vail fire station, Lionshead transit and welcome centers,
Lionshead east and west portals, library remodel, Main Vail fire station remodel, athletic field
auxiliary buildings. Projects in process with funding in place include Vail Village information
center, guest services and way finding enhancements, Ford Park athletic fields, Gerald R. Ford
amphitheater improvements, and the clubhouse at the Vail Golf Course and Nordic Center.
Over the past ten years, the town has spent $180 million on capital expenditures for these and
other projects. As new amenities are completed and begin operations, there are incremental
operating expenses which need to be included in future budgets. Examples include utilities,
maintenance, property insurance, and providing customer service from the new facilities (for
example, the Grand View and the information centers.)
Also, in support of improving economic vitality and improving the quality of the experience, the
town has ramped up its support of special events. The 2013 budget includes $2.5 of cash
contributions for special events, almost doubling the $1.3 million spent on events ten years ago.
The emphasis on special events also includes additional staff assignments from all
departments, some of which may not be apparent. Examples include planning for the 2015
World Championships; establishing websites and calendars for special events; managing the
event permitting process and logistics; providing additional bus service and traffic control;
keeping the town clean during events. Both the cash and in -kind contributions to special events
result in increased operating expenditures.
Finally, additional operating costs will result from complying with the Patient Protection and
Affordable Care Act as outlined above.
Each of these factors — costs of operating new facilities, increased support of special events,
and additional costs of complying with health care legislation indicate a need for increased
operating expenditures.
Revenue from all sources — Sales tax is just one component of revenue available to fund both
operations and capital. As mentioned above, some revenue is restricted to capital. Remaining
revenue available for operations has declined over the past five years — from $24.5 million in
2008 to $20.4 million in 2012. Major reductions include construction fees down $2.5 million,
parking down $1.4 million, and earnings on investments down $0.4 million. None of these items
are expected to recover to 2008 levels.
Conclusion and recommendation — The combined forces of shifting focus of expenditures
from capital to operating needs along with reductions in revenue sources available for
operations indicates a need to allocate a larger percentage of sales tax revenue to operations
for the town to maintain its current levels of customer service and to support Council's key goals
of improving economic vitality and improving the quality of the experience. Without a thorough
analysis of projected revenue and expenditures for both operations and capital, staff is not
prepared to propose a specific percentage for the "split" at this time, but seeking direction from
Council to increase the amount of sales tax allocated to operations for the 2014 budget proposal
as the analysis warrants.
Town of Vail 7/16/2013 Page 4
Q
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W
TOWN OF VAIL 2013 BUDGET
General Fund
Five -Year Summary of Revenue and Expenditures
Revenue
Local Taxes:
Sales Tax Split b/t Gen'I Fund & Capital Fund
Sales Tax
Property and Ownership
Ski Lift Tax
Franchise Fees, Penalties, and Other Taxes
Licenses & Permits
Intergovernmental Revenue
Transportation Centers
Charges for Services
Fines & Forfeitures
Earnings on Investments
Rental Revenue
Miscellaneous and Project Reimbursements
Total Revenue
Expenditures
Salaries
Benefits
Subtotal Compensation and Benefits
Contributions and Special Events
All Other Operating Expenses
Heavy Equipment Operating Charges
Heavy Equipment Replacement Charges
Dispatch Services
Total Expenditures
2013 2014 2015 2016 2017
$ 20,100,000 $ 20,700,000 $ 21,320,000 $ 21,960,000 $ 22,620,000
62/38 62/38 62/38 62/38 62/38
12,462,000
12,834,000
13, 218, 000
13, 615, 000
14,024,000
4,217,000
4,577,000
4,577,000
4,890,000
4,890,000
3,492,000
3,596,756
3,704,618
3,815,783
3,903,282
1,074,442
1,108, 722
1,140, 790
1,176, 506
1,210, 598
1,280,580
1,306,209
1,332,362
1,359,040
1,386,208
1,861,914
1,843,617
1,863,472
1,883,960
1,905,080
3,851,000
3,958,160
3,958,400
4,076,522
4,076,522
759,347
728,360
736,716
741,775
746,935
270,887
276,274
281,838
287,477
293,228
175,000
199,400
193,200
186,400
186,400
905,605
856,940
880,787
882,648
912,302
175,000
207,000
207,000
207,000
207,000
30,524,775
31,492,438
32,094,183
33,122,111
33,741,555
13,963,339
14,382,239
14,813,706
15,258,118
15,715,861
4,751,741
4,894,293
5,041,122
5,192,356
5,348,126
18,715,080
19,276,532
19,854,828
20,450,473
21,063,987
1,573,648
1,405,100
1,432,900
1,461,400
1,489,900
6,818,291
6,950,000
7,093,000
7,235,000
7,379,000
2,282,796
2,328,452
2,375,021
2,422,521
2,470,972
560,284
571,490
582,919
594,578
606,469
569,193
580,577
592,188
604,032
616,113
30,519,292
31,112,151
31,930,856
32,768,004
33,626,441
Revenue Over (Under) Expenditures
5,483
380,287
163,327 354,107 115,114
2015 World Alpine Ski Championships
(250,000)
(250,000)
(250,000) - -
Pro- cycling event
(75,000)
12,526,442
12,880,549
2015 Nation's Event
(375,000)
(375,000)
(375,000)
Burton US Open
(400,000)
12,988,116 $
12,526,442
Timber Ridge Investment
(8,000,000)
-
- - -
Total Expenditures
39,619,292
31,737,151
32,555,856 32,768,004 33,626,441
Surplus Net of Transfers &
New Programs (9,094,517)
(244,713)
(461,673)
354,107
115,114
Beginning Fund Balance
22,327,346
13,232,829
12,988,116
12,526,442
12,880,549
Ending Fund Balance
$ 13,232,829 $
12,988,116 $
12,526,442
$ 12,880,549
$ 12,995,663
As % of Annual Revenue
43%
41%
39%
39%
39%
-50-
TOWN OF VAIL 2013 PROPOSED BUDGET
SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE
CAPITAL PROJECTS FUND
2013
2014
2015
2016
2017
Project Information
Revenue
Total Sales Tax Revenue:
$ 20,100,000
$ 20,700,000
$ 21,320,000
$ 21,960,000
$ 22,620,000
2013 projected 1.5% higher than forecasted 2012 collections; 2.6% above 2011 actual
Sales Tax Split between General Fund & Capital
Fund
62/38
62/38
62/38
62/38
62/38
Sales Tax - Capital Projects Fund
$ 7,638,000
$ 7,866,000
$ 8,102,000
$ 8,345,000
$ 8,596,000
Use Tax
1,000,000
1,020,000
1,040,400
1,061,208
1,082,432
No major projects assumed; 2% annual increase after 2013
Federal Grant Revenue
240,000
240,000
544,800
2014 -2016: Bridges at Nugget Lane and Bridge Rd
Other State Revenue
200,000
-
-
-
-
CDOT share of funding for Simba Run Underpass study (50/50 with TOV)
Lease Revenue
192,660
197,295
197,295
197,295
197,295
Per Vail Commons commercial (incr. every 5 years) and residential leases
TRAHC repayment
268,094
494,466
494,466
494,466
494,466
Principal and interest on loans to TRAHC
Earnings on Investments and Other
57,295
36,229
54,064
65,239
61,196
Total Revenue
9,356,049
9,853,990
10,128,225
10,708,008
10,431,389
Expenditures
Maintain Town Assets
Bus Shelters
30,000
30,000
30,000
30,000
30,000
Annual maintenance
Parking Structures
600,000
620,000
680,000
675,000
690,000
2013 - 2017 various repairs including deck topping replacement, expansion joint repairs, ventilation, HVAC, plumbing and
other structural repairs; There is an offset from VRA for maintenance in LH Pkg structure (see transfer near bottom of sheet)
Facilities Capital Maintenance
592,000
471,000
508,000
293,000
255,000
2013 - 2017 various repairs to town buildings including the upkeep of exterior (roofing, siding surfaces, windows, doors),
interior finishes (paint, carpet, etc), and mechanical equipment (boilers, air handlers, etc).
D&ovan Park Pavilion
-
-
720,000
-
-
2015: $400K to change ventilation & improve noise, $270K to replace heating /air system and $50K furniture replacement
Sget Light Improvements
50,000
50,000
50,000
50,000
50,000
New street lights and to refurbish residential lighting
ital Street Maintenance
735,900
979,000
1,213,300
952,600
1,196,800
On -going maintenance to roads and bridges including asphalt overlays, patching and repairs
Fire Truck Replacement
-
620,900
-
-
-
2014 replace pumper truck from 1999
Town -wide camera system
23,000
12,000
15,000
15,000
15,000
$12K per year for replacement of cameras and equipment (89 cameras and 4 recorders around town so far); Recorders cost
$7 -8K each; cameras range from $800 - $3800 each; Replacing three DVR's in 2013
Audio - Visual capital maintenance
40,000
10,000
10,000
10,000
10,000
2013: $30K for replacement of entire A/V system at Donovan; $10K annual maintenance / replacement of audio - visual
equipment in town buildings such as Donovan, Municipal building, Grand View, LH Welcome Center, etc.
Document Imaging
30,000
30,000
30,000
30,000
30,000
Annual maintenance, software licensing, and replacement schedule for scanners and servers
Software Licensing
48,000
40,000
40,000
40,000
40,000
Upgrade Microsoft products on all equipment; renew licenses in future; Increased costs from vendors
Hardware Purchases
50,000
50,000
50,000
50,000
50,000
Scheduled rotation of PCs, printers and servers
Data Center (Computer Rooms)
15,000
15,000
15,000
15,000
15,000
Based on annual replacement schedule of security and power systems for 3 computer rooms
Website and e- commerce
31,000
12,000
12,000
12,000
12,000
Internet security & application interfaces; website redevelopment (2012 -2013)
Comm Dev ArcGIS System
28,000
-
_
-
_
Web access to town GIS information (similar to County's website GIS product); 2013 expenditure to link the system to
laserfiche so customers can access TOV zoning, DRB rules, and for geographic coding; This project is mid -way through
implementation: the server and software have already been purchased. This expenditure will finalize the set up of the
system
Fiber Optics / Cabeling Systems in Buildings
39,000
21,000
15,000
15,000
15,000
Cabling / Network Infrastructure; to repair, maintain & upgrade; Replace cabling in VTC, Public Works and Fire Station 1 in
2013; QMoE fiber ring in 2013 (Fiber to connect our town office locations and prepare for new phone system)
Network upgrades
60,000
40,000
30,000
30,000
30,000
Computer network systems - replacement cycle every 3 -5 years; 2013 replacement of switches and routers
Phone System Infrastructure
150,000
Replace infrastructure for 15 -year old phone system; Replace phone system in Cl 2013
Business Systems Replacement
525,000
-
_
_
-
2013 $350K for replacement of Community Development permitting software and $175K for remainder of Finance system
project
Public Safety System
61,000
50,000
50,000
50,000
50,000
Annual capital maintenance of "County -wide "Computer Aided Dispatch /Records Mgmt System "; includes patrol car and fire
truck laptops and software used to push information to TOV and other agencies; TOV portion of annual Intergraph software
maintenance
Intergraph upgrade (Public Safety)
60,000
TOV portion of upgrade to computer -aided dispatch system; 2013 required upgrade of Oracle applicance relating to the
Intergraph system upgrade
Police in -car cameras; replacement
55,000
Upgrade mobile vision cameras in cars purchased 6 years ago
Police E- ticketing system
-
60,000
Electronic ticketing system; reduces data entry done by officers to record physical tickets; will interface with Police
Intergraph system
Total Maintenance
3,222,900
3,110,900
3,468,300
2,267,600
2,488,800
Enhancement of Town Assets
-51-
TOWN OF VAIL 2013 PROPOSED BUDGET
SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE
CAPITAL PROJECTS FUND
2013
2014
2015
2016
2017
Project Information
CDOT Required parking
70,000
218,000
2013: Safeway (includes lighting (During 2nd reading of Budget Council removed all but design. Full cost est'd at $700K);
2014: Cascade
Guest Services Enhancements/Wayfinding
1,100,000
1,000,000
Guest information improvements town -wide, including pedestrian signage, parking structures, banners at VV & LH and
variable message signs
East Vail Fire Station
-
-
-
775,000
Renovation of station
Main Vail Fire Station
1,750,000
-
-
Renovation of station
Neighborhood Road Reconstruction
25,000
620,000
4,475,000
4,300,000
4,250,000
East Vail roads; $25K in 2013 and $420K in 2014 for shared project with ERWSD on Rockledge Rd; 2014 also includes
$200K for planning / design of roadwork (construction in 2015) on Columbine, Spruce Way /Dr., Streamside, Nugget, Glen
Lyon, & Willow Ct; 2016/2017 projects include Meadow Dr. /Ln, Juniper,Main Gore, Ute, Black Bear, Snowshoe & Grouse
Ln; Vail Valley Drive pushed to 2018
Neighborhood Bridge Reconstruction
-
300,000
300,000
1,000,000
700,000
Nugget Lane and Bridge Rd bridges design in 2014/2015 and construction in 201612017; also partial funding from federal
grants.
Parking Entry System / Equipment
600,000
-
-
Radio Equipment replacement
693,000
Replacement of 2008 radios for PW, Fire, PD
Hybrid Bus Battery Replacement
385,000
Scheduled replacement: 7 in 2014; Estimated life of 6 years
Replace Buses
3,524,000
2016: 8 buses scheduled for replacement ($440.5K per bus)
Total Enhancements
2,945,000
3,816,000
4,775,000
9,599,000
4,950,000
New Assets
Frontage Road improvements (VRA)
-
3,000,000
-
-
-
transfers below
Simba Run Underpass (VRA)
400,000
-
Feasibility study - funded by VRA; CDOT sharing 50% of costs (see revenue above)
L'o sHead Parking Structure Entry (VRA)
200,000
1,000;000
_
_
_
Improve entry area into LH parking structure including booth attendant stations prior to 2015 World Alpine Ski Champs;
2013 design; 2014 construction. Reimbursed by the VRA see transfers below)
LH Circle pathway to Dobson (VRA)
-
-
890,000
Improve connection from the E LionsHead bus stop to Dobson
_X
son Plaza (VRA)
-
-
1,075,000
Redevelop the center plaza of Dobson for better flow of bus traffic, people traffic (concerts)
TRal New Assets:
600,000
4,000,000
1,965,000
Total Expenditures
6,767,900
10,926,900
8,243,300 13,831,600
7,438,800
- -
350,000 2,315,000
Other Financimt Sources (Uses)
Loan to Timber Ridge (TRAHC)
(8,000,000)
-
-
Loan to Timber Ridge Affordable Housing Corporation to re- finance debt
Transfer from Vail Reinvestment Authority
1,210,000
4,640,000
350,000
2013: Guest Svcs $500K, $200K Simba Run Underpass feasibility study, LH Pkg entry $200K; LH Pkg mtc$310K; 2014:
LH Parking structure entry $1 M, Parking entry system $300K,Ftg Rd improvements $3M, LH Pkg mtc $340K; 2015: mtc
$350K; 2016: East LH Circle pathway to Dobson $890K, Dobson Plaza $1.1M, LH Pkg mtc $350K; 2017 $350K LH Pkg mtc
Revenue Over (Under) Expenditures
(4,201,851)
3,567,090
2,234,925
(808,592)
3,342,589
Beginning Fund Balance
11,447,630
7,245,779
10,812,869
13,047,794
12,239,202
Ending Fund Balance
7,245,779
10,812,869
13,047,794
12,239,202
15,581,791
-52-
53-
TOWN OF VAIL 2013 PROPOSED BUDGET
SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE
REAL ESTATE TRANSFER TAX
2013
2014
2015
2016
2017
Revenue
Real Estate Transfer Tax
$ 4,671,000
$ 4,764,420
$ 4,859,708
$ 4,956,903
$ 5,056,041
Flat with 2012 forecasted; Base sales make up 75% of total projection for 2013
Golf Course Lease
129,426
132,014
134,655
137,348
140,095
Annual lease payment from Vail Recreation District 2% annual increase - deposited to "Recreation
Enhancement Account" (accompanying expenditure listed below)
Intergovenmental Revenue
20,000
20,000
20,000
20,000
20,000
$20K Lottery fund proceeds
Recreation Amenity Fees
10,000
10,000
10,000
10,000
10,000
Earnings on Investments and Other
46,789
49,804
45,621
44,515
54,899
Total Revenue
4,877,215
4,976,238
5,069,984
5,168,765
5,281,034
Expenditures
Maintain Town Assets
Annual Park and Landscape Maintenance
1,373,854
1,410,884
1,448,395
1,483,001
1,523,188
Ongoing path, park and open space maintenance, project mgmt
Management Fee to General Fund (5 %)
233,550
238,221
242,985
247,845
252,802
5% of RETT Collections - fee remitted to the General Fund for administration
Tree Maintenance
65,000
65,000
65,000
65,000
65,000
Regular maintenance for tree health within the town (spraying, removing, new trees); scale spraying on town -
owned property at approx. $120 per tree; Initiating tree - planting program for lost trees
Forest Health Management
195,000
195,000
195,000
195,000
195,000
Pine beetle mitigation in conjunction w/ forest service; Wildfire prevention measures
Street Furniture Replacement
75,000
75,000
-
10,000
25,000
2013 and 2014 increased requests for bike racks and benches throughout town; also includes annual
replacement or capital repairs
GQ& Lyon Bridge
150,000
Re- decking of recreation path bridge; too large a project to include in annual rec path captial maintenance
AlAe Garden Support
65,620
66,932
68,271
69,636
71,029
Annual operating support of the Betty Ford Alpine Gardens
Eiae River Watershed Support
62,000
62,000
62,000
62,000
62,000
Annual support of the Eagle River Watershed Council programs
P is Art - Operating
94,005
95,885
97,803
99,759
101,754
Art in Public Places programming
Environmental Sustainability
250,000
250,000
250,000
250,000
250,000
Environmental Sustainability programs
Total Maintenance
2,414,029
2,458,923
2,579,454
2,482,241
2,545,773
Enhancement of Town Assets
Rec. Path Capital Maint
98,339
104,796
104,837
103,362
111,040
Capital maintenance of the town's recreation path system
Park / Playground Capital Maintenance
89,000
90,500
87,500
82,000
87,500
Minimal increases across years; Annual maintenance items include projects such as playground surface
refurbishing, replacing bear -proof trash cans, painting /staining of play structures, picnic shelter
additions /repairs, and fence maintenance
Stream bank /tract mitigation
750,000
750,000
-
_
2012 planning; 2013 implementation * *estimate only * *; Waiting for water district study; Per Council 8/21/12, split
this project between 2013 and 2014 and supplement in 2013 if the timing changes
Skate Park - temporary
-
260,000
-
Replacement of temporary skate park; a permanent site has not been identified. Estimated cost of a
permanent site is from $500K - $1.OM; Per Council 8/21/12, move budget for temp. to 2014, with intent of
selecting a permanent site in the next two years.
Bike Lanes: N. Fig Rd
-
1,500,000
Bike lane shoulder from Red Sandstone school to Buffehr Creek
Bike Lanes: S. Ftg Rd
600,000
500,000
-
Bike lane shoulders: In 2013 from West Vail roundabout to Matterhorn; 2014 from Matterhorn to Cascade to be
done in conjuction with Cascade CDOT parking project
Ford Park Safety Improvements
-
-
304,000
Ford Park playground built in 2000; improvements scheduled for 2015
Ford Park Portal Improvements
100,000
900,000
-
TOV portion of improvements to six portals into Ford Park; Matching contribution from Vail Valley Foundation;
2013 for design
Booth Creek Playground
-
385,250
Previously in 2012; deferred to 2014
Booth Creek Park redevelopment
-
-
-
1,340,000
Previously in 2012; deferred to 2017
Donovan Park
-
304,000
-
2015 safety improvements to playground / park
Public Art - General program / art
80,000
80,000
85,000
85,000
85,000
To purchase sculptures, artwork, art programs and events; remainder is re- appropriated each year to
accumulate enough funds
Total Enhancements
1,717,339
3,070,546
2,385,337
270,362
1,623,540
53-
54-
TOWN OF VAIL 2013 PROPOSED BUDGET
SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE
REAL ESTATE TRANSFER TAX
2013
2014
2015
2016
2017
VRD- Managed Facility Projects
Recreation Enhancement Account
129,426
132,014
134,655
137,348
140,095
Annual rent paid by Vail Recreation District; to be re- invested in asset maintenance
Golf Course - Other
4,489
108,967
4,276
97,498
-
Replacement of maintenance storage building; Improvements to golf course: 7th tee box retaining wall, 11th
and 17th hole bridges;improvements to maintenance building including stucco, wood trim and soffits; Mtce
Storage building
Dobson Ice Arena
3,480
14,475
105,721
13,166
Upgrade of louver system, replacement of doors, refurbishment of wood exterior and landscape improvements;
renovate changing rooms and restrooms
Ford Park I Tennis Center Improvements
2,768
12,270
69,006
9,785
Upper bench improvements; outbuilding improvements at ball fields
Athletic Fields
2,848
15,604
3,764
18,254
2014 and 2016: asphalt overlay of parking lot
Nature Center
-
-
8,971
63,330
Total VRD- Managed Facility Projects
143,010
283,330
326,393
339,380
140,095
New Assets
Ford Park Fields
-
2,700,000
-
-
-
Consolidating dollars already in previous budgets and adding use of $3.51VI in Conference Center Funds for
total project estimated cost of $6.310; 2014 represents continuation of project based on August 2012
presentation to Council.
Total New Assets:
-
2,700,000
-
Total Expenditures
4,274,378
8,512,799
5,291,185
3,091,984
4,309,408
0)
Revenue Over (Under) Expenditures
602,837
(3,536,561)
(221,201)
2,076,782
971,626
B inning Fund Balance
9,357,885
9,960,723
6,424,162
6,202,961
8,279,743
$ 8,279,743 $ 9,251,369
Ending Fund Balance
$ 9,960,723 $ 6,424,162 $ 6,202,961
54-
Note: Costs are preliminary estimates
Eligible for funding from
Capital Projects
VRA
RETT
Fund Description
Status
Priority I
Guest Services Enhancements
="I
no
Now included in 5 -year budgets
Library Remodel
Now included in 5 -year VRA budget
Parking Expansion - LionsHead
$18.1M - $36.2M
Parking Expansion - Charter Bus Lot
Now included in 5 -year VRA budget
Parking Expansion - Ford Park : Structure*
$30.OM - $54.OM *Council did not support
Parking Expansion - Ford Park : Surface
$9.74M - $18.5M Includes field work
Parking Expansion - North Frontage Road
Various areas Partially complete
Parking Expansion -South Frontage Road
Includes parking from Cascade to PW Shops *per Council 4/19/11,
removed $9.5M Partially complete
Simba Run Underpass Feasibility Study
Budgeted in 2013
Energy Audit Enhancements
Completed
Chamonix Site Development - Housing
$ TBD Recent estimate: $1.4M; Could be phased (1 st phase approx. $880K)
Main Vail Station - major remodel
Completed
Priority 11
East Vail Fire Station Remodel
Included in 5 -year Capital Projects Fund
N. Frontage Rd -East Vail
Turn lanes, bike paths, etc based on town's master plan
Frontage Road - Ford Park
Turn lanes, bike paths, etc based on town's master plan
N. Frontage Rd - West Vail
Turn lanes, bike paths, etc based on town's master plan
Frontage Rd - LionsHead
From Evergreen to EverVail
Main Va4.pound -about Major Reconstruction
3,600,000
West V ound -about Major Reconstruction
1,000,000
0
Golf CoiltSe Clubhouse
O
LionsHeel Park (Sundial Plaza)
J'
J
VRD would contribute $1 M; another $1.5M is already budgeted in
RETT; $3.9M proposed use from Conference Center Funds
p p
Previous estimate; Still researching appropriate location
Budgeted in 2013
9
Budgeted in 2013
LionsHead Information Center Renovation
J
Completed with Welcome Center
Does not add spaces, but brings remainder of structure up to
LionsHead Parking Structure Enhancements
3,500;000
standards of new transit center and current codes; enhances guest
experience; includes heated stairways on east side
Concert Hall Plaza (West Portal)
Now included in 5 -year VRA budget i
Replace air handling system and improve air flow; paint, replace
Muni Bldg HVAC replace & minor renovations
2,400,000
carpet, replace ceilings, etc. which may be damaged in construction;
move people temporarily; ** *Per Council 4/19/11, future consideration
to potential redevelopment/partnership with WMC
Priority III
Simba Run Underpass
_
$6.0 million budgeted in VRA; Grant pending
East LionsHead Circle (East Portal)
Now included in 5 -year VRA budget
Town Shop Improvements
9,225,000
Municipal Building - complete remodel
$ TBD
Newly- identified projects:
Flood repairs and improvements
Costs estimated at $1.45 million Budgeted in 2013
Road and rockfall mitigation improvements at Timber Ride
Costs estimated between $1.45 and 1.75 million; pending redevelopment
-2-
rowH Of vn' 111
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 16, 2013
ITEM /TOPIC: Information Updates and Attachments:
CSE 070313 Meeting Minutes
CSE Events Update
ATTACHMENTS:
CSE DRAFT 070313 Meeting Minutes
CSE Farmers Market & Other Events Memorandum 071613
7/16/2013
TOWN OF VAIL
Commission on
Special Events
MINUTES:
Town of Vail: Commission on Special Events Meeting
Town Council Chambers
Wednesday, July 3, 2013 (a)_ 8:30 a.m.
CSE Members Present: Jenn Bruno* (left at 10:55 a.m.)
Bobby Bank
Amy Cassidy
Dave Chapin
Sonny Kerstiens
Rayla Kundolf
CSE Member Absent: Barry Davis
TOV Staff Present: Sybill Navas, CSE Coordinator
Kelli McDonald, Economic Development Manager
Others Present: Adam Sutner, MKT Vail /Strategic Consultant to the CSE
Clare Hefferren, Callosum /CSE Event Liaison Consultant
Margaret Rogers, Vail Town Council
Brian Hall, Blue Creek Productions
Brian Nolan, Group 97
Duncan Horner, Vail Valley Foundation
Leon Fell, King of the Mountain Volleyball
Kit Williams, Lionshead Merchant, Lazier Lionshead LLC
Brooke Macke, Vail Resorts
Michael Staughton, Vail Chamber and Business Association
Ric Almas, Haagen -Dazs
Meeting Materials may be viewed at:
http:// www. vailgov .com /WebLink8 /Browse.aspx ?startid= 48965 &row =1 &dbid =0
CSE Chair, Jenn Bruno, called the meeting to order at 8:34 a.m.
1. Administrative Items
Approval of the Minutes of the CSE Meeting of May 1, 2013
r Motion to approve the Minutes of the meeting of June 5, 2013, as presented.
M /S /P: Kundolf /Cassidy /Unanimous
TOV /CSE Minutes: July 3, 2013 Page 1 of 7
7/16/2013
Review Financial Status and:
1. Vail Family Fun Challenge Funding Agreement: $4,800 additional request for
support items for the Survivor Casting Call: Following a presentation from Brian
Hall of Blue Creek Productions, who presented an estimate of unanticipated
expenses for the management of the Survivor Casting Call component of the
event, the CSE voted to approve an additional $6500 for the event, and
directed that the additional $1,700 above the requested amount be directed
towards local marketing efforts, per the Marketing Checklist requirements.
➢ Motion to approve additional funding of $6500 to provide logistical
support and local marketing initiatives for the Survivor Vail Casting
Call. M /S /P: Kundolf /Kerstiens /Unanimous
2. MKT Vail Consulting Contract Balance: McDonald reported that the scope of
work described in the original contract with MKT Vail for strategic planning
services had been substantially completed, and that the contract shall be
considered complete with services rendered through June 30, 2013. Total
payment of $24,950 for services rendered was agreed upon by consensus of
all parties. The unspent balance of the total original allocation of $49,900, or
$24,950, will not be earmarked for further consulting services
• Roles and Responsibilities: A description of the roles and responsibilities of Staff and
Consultants was provided by Kelli McDonald in the packets. There was no discussion.
Navas explained that the Town Council has requested that the CSE present an
explanation at their next meeting on July 16 regarding the changes that were made to
the Farmers' Market, particularly with respect to the decision to "downsize." Navas
stated that the memo that had been provided to the Council for their July 2nd meeting,
including information provided by Angela Mueller supporting the decisions, are included
in the packet. Rogers requested that a new memo be prepared for the July 16
discussion, stressing that it should include any new information about upcoming summer
events that the Council might not expect. McDonald stated that the staff will prepare a
memo covering any unexpected events /activities for the balance of the season, including
the loss of Adam Sutner as the CSE's Strategic Consultant
Brian Nolan, representing Vail — Beaver Creek Restaurant Week, requested a few
minutes to bring the CSE up to date on the most recent community meetings regarding
this event. He stated that they had met with the restaurant group on July 2 "d, and that
there are now 31 Vail restaurants and 8 Beaver Creek restaurants signed up, adding
that they expect to have the majority signed up by next week. He noted creative input
had been given and more is welcome, and that "taglines with `sex appeal' are in the
works." Bruno asked whether the lodging community has been involved and Nolan
replied that the VVP was represented and that they expect to have lodging packages
lined up by the end of July. Kerstiens asked when the marketing pieces would be ready?
Nolan replied that it is currently in concept form, with a delivery deadline of July 15.
There were questions and suggestions regarding a proposed logo, with McDonald
explaining that was part of yesterday's discussion, that the logo is "50% there" and will
TOV /CSE Minutes: July 3, 2013 Page 2 of 7
7/16/2013
use fall -like colors that will compliment those of Vail's other culinary events. Navas
questioned, and Nolan confirmed, that the name of the event will remain "Vail- Beaver
Creek Restaurant Week."
Nolan then requested a few more minutes to update the CSE on recent discussions with
the Lionshead Merchants Group. He encouraged the CSE to rally -round proposing
Lionshead as a key location to be developed as an event venue, in a similar fashion to
the way that the Memorial Day event was developed. He noted that the Vail Valley
Foundation had seriously considered moving the Climbing Wall for the Go -Pro Games to
Lionshead, but it was not possible to accommodate the physical dimensions there. They
acknowledged that EPIC Summer will make an impact on Lionshead, that the summer
weddings at Arrabelle create challenges, and that they should focus on developing new
events and /or working to enhance /expand existing events (i.e. Vail Jazz, Colorado
Grand) that work well within the Lionshead venues. Chapin remarked that the CSE
recommends consideration of Lionshead venues with nearly every proposal.
2. Event Liaison Update to the CSE. This presentation, which was included in the packets, was
limited to Q &A, based on limited time. Hefferren noted that she has spoken with the July /August
events (mostly athletic ones) that were significantly behind in meeting their Marketing Checklist
directives, and conveyed the importance of staying up to date and using professional services.
She added that she continues to emphasize the educational component of the marketing
checklist and that all event producers are now caught up.
3. Event Recap: King of the Mountain Volleyball
Leon Fell began his remarks on the AVP (Association of Volleyball Professionals) Special
Event by stating, "OK, you guys were right," and thanked the staff, sponsors and CSE for their
support in making this a very successful addition to the overall event. He added that he is
already working on next year, with a working title, but no guarantees of "1S` there was Kerri,
now there is Misty..." AVP is very interested in Vail for a 2014 event, requiring Solaris as a
venue for one or two temporary sand courts- which may or may not occur at the same time as
the King of the Mountain. Fell also noted that he is now in a position to secure more
sponsorship dollars, by wrapping several "Fell" events, including the King of the Mountain into
one package, and that he is committed to continuing "at least" what was done this year.
Highlights of the 2013 King of the Mountain Volleyball Tournament include:
• 615 teams participating, 60 more than last year
• Juniors clinic- over 300 participants from as far away as Salt Lake City Albuquerque and
the Front Range- AVP event was an important attraction
• Steady continued growth for over 13 years with approximately 90% of participants
returning competitors.
Fell closed his remarks with, "I don't do it for the money, I do it because I love the sport.
Note: The CSE voted unanimously by email following the meeting to release the final
installment of the funding allocation to King of the Mountain Volleyball.
4. Strategic Plan: 1 Year /3 Year /5 Year. Sutner provided a PowerPoint presentation and
prefaced his introduction of the new plan by describing his "single insight" on the CSE effort of
the last year as "one of the best marketing enterprises I've seen in 25 years." His advice, "Stay
the course, you have a great roadmap, make the hard decisions."
TOV /CSE Minutes: July 3, 2013 Page 3 of 7
7/16/2013
Citing the new mission statement, " The Vail Commission on Special Events is accountable to
deliver an annual Special Events Plan which ensures world class events that are fully aligned
with Vail's brand. The CSE should effectively and efficiently allocate available budget behind
this objective. The Events Plan will deliver measureable results in terms of specific goals:
economic impact, optimization of the seasonal calendar, positive community experience and
integration, as well as positive quest- centric results that lead to future loyalty. "
Sutner noted that the acid test of alignment with the VLMDAC objectives is the "effusive praise"
from that organization, which isn't often given out.
• Report page review
• Bank: Can Survivor model be applied to other casting calls? Sutner: This is a 5 -year plan
question, which focuses on media prospects. Sutner suggests forming a committee to go
after television coverage. Ex. "Estillo DF" (the Mexican version of "People" magazine, in
Vail for GoPro Mountain Games) Suggests going to long term producers and offer long-
term opportunities such as the Red Bull TV event
• Cassidy: Natalie Moralis, Today Show Host, coming in for Living Well
• McDonald: Utilize VLMD journalist contacts
• Additional Highlights:
• AVID considering invite only Pro event after Labor Day. Discussion of trucking and sand
partners to create temporary sand courts in Solaris. May be a Council contribution item,
but it's too early to tell. McDonald will discuss costs with AVP.
• Vail America Days: New 3 day festival model
• Calendar: Decisions will need to be made as some events may not return
• Key Developments to strategically manage:
o Discussion: Can CSE assist driving sponsorship. Ex. Umbrella Culinary Brand, collective
spirits sponsor
• Chapin: Is it `legal' for CSE to allocate multiple year allocations? Rogers: Legally
only 1 year at a time; however agreements for multiple year allocations are
sometimes made with the stipulation that each year's renewal is subject to the
annual budget approval . Navas: Example: Historical precedent of a three year
agreement with the Lacrosse tournament, subject annually to the approval of the
new budget allocation from the Town Council. A financial commitment into the
future carries far more weight, as it indicates a more secure financial base, and
alleviates the impression of a `sense of desperation.'
• James Deighan: How can the CSE assist event producers? Examples: Feast, as
a new event vs. Gourmet on Gore. History speaks for long- standing events —
timing, budget constraints, measures of success. Toyota signed 1 year because
they don't know if it will be of value to them, but respect the success of the event.
Deighan's opinion is CSE allocations work similarly — easier for repeat events,
harder for new. There are differences in funding philosophy: Highline can't carry
the brunt of financial risk any Ionger.The producer taking the risk, even losing
money, is not a viable partnership. Sponsorship needs to be adequate to
produce the event.
• McDonald: example GoPro (Teva) Mtn. Games year 1 was funded at 100 %; as
the event has grown, the CSE's support has remained numerically the same, but
has become a much lower % of the total event cost. The event producer can go
into the future using the CSE's funding to leverage additional sponsorships.
Sponsorships purely allow for enhancements to the event. We should not set up
a system that penalizes success.
TOV /CSE Minutes: July 3, 2013 Page 4 of 7
7/16/2013
• Navas points out the Bravo! receives consistent funding each year from the
Town Council — but Rogers states it is a fight every year.
• Bruno: This is an educational process for council. The town is the greatest
beneficiary of the success of the events.
• Kundolf: When council turns over, there is not a consistent understanding of the
CSE' history.
• Sutner: CSE has $1 M to leverage, when broken into $40K parcels, it in effect
diminishes the leverage. Do we undermine ourselves? Is there another way to
look at it? Ex. 1) Give 1 Event producer block of funds for year and let them
manage P /L.2) Let sponsor talk directly to Town and then leverage over events.
Deigan: Some sponsors don't want to be a municipal partner. May also have
conflict with other partners; i.e. Vail Resorts -Auto category. Consider: bike and
apparel partners
• RRC Attendance Survey: Manage the recalibration of the baseline. Creates
many more benefits than the questions that may be raised.
• International footprint: Look for event opportunities. Ex. Brazilian volleyball at the
Kick -it soccer tournament. Get international media to track this.
Expansion Scenarios:
• Activation models: Piggyback 2014 World Cup soccer. Ex. Youth World Cup
opportunity?
• Vail Rocks: Bigger pop rock name, hike date or location change?
Key Insights to think about:
• Reminder that hiking is the #1 driver of summer visitation.
Chapin: VailResorts has taken hiking to the next level. TOV & VR
seeking to "claim the high ground" of hiking parallel to Europe. Who's the
most advanced name in hiking?
McDonald: Long term project for US Forestry is signage and access
based on European model. Ex. Ellen Miller
• EPIC Discovery: 3 million west -bound drivers on 1 -70 each summer — capture the
market
• Dedicated family adventure area within the villages? Bungee jump like Beaver
Creek? Slackline?
• Bruno: Thanks Adam for his 9 months time. (Bruno leaves at 10:55 a.m.)
• Sutner: Another brainstorm — execute 1 ideal well, and move the strategic model. Keep
the commitment and level of effectiveness. Corporate trend is to stop to parceling the $.
• McDonald: Continual struggle quality versus quantity.
• Next steps:
• McDonald: Review plan, prioritize — rally around this year's successes for 2014
funding decisions. Revisit, update plan in 2nd year, and continue looking out for
partnership ideas
• Kundolf: Sponsorship stands out for me. How do we make CSE $ work for Town of
Vail and event producers? Key to success for coming years.
• Kerstiens: Lodging occupancy is hugely affected by events. The one weekend in
June where there was no event was very visible — lodging was 30% down. Added
that Health and Wellness is a growing interest in the travel industry: Lots of
discussions, the competition is growing. Marriott has new program called "Travel
Brilliantly." It's time to get into action. Many thanks Adam.
TOV /CSE Minutes: July 3, 2013 Page 5 of 7
7/16/2013
• Rogers: VVMC is getting time from Council to play a role as a part of their master
plan development.
• McDonald: James Chung, who identified the importance of the Health and Wellness
tier for the VLMDAC, has been hired by VVMC for strategic plan.
5. RFP for 2014: Confirm criteria, and performance conditions for funding- review of this year's
conditions and criteria for funding.Given the time constraints for a meaningful discussion of the
strategic guidance and criteria included in the new Strategic Plan that Sutner just presented,
Navas requested that the CSE members review the draft and send in comments by email. Key
pages for review include page 1, the introductory information, which describes specific time
frames, types of events and venues that the CSE will give priority. Additional input is requested
on two attachments: Guidelines for Post Event Recaps and the Vail Brand explanation
attachment. The review of a final draft, based on comments received, will be scheduled for the
August 7th CSE meeting. Comments are requested by July 19.
6. New Business and Community Input
• Bank: How are we measuring what is a successful event? Compared to Tough Mudder and
the Blues & BBQ in Beaver Creek, Vail events don't seem to have nearly the same level of
attendance.
• Chapin: Given the proposed reconstruction plan, can we schedule a presentation at the
August or September CSE meeting regarding the status of the Ford Park Fields for the
summer of 2014?
• Kundolf: What are the ERC's criteria for approving /not approving Special Events in Vail that
have not been funded by the CSE? Please schedule in update for an upcoming meeting.
• Kit Williams: Thanked the CSE for their hard work. Speaking on behalf the Lionshead
Merchants Group, stated that he "wants to be part of the solution for Lionshead, not just sit
on the sidelines."
Adjournment:
➢ Motion to adjourn @ 11:20 a.m. M /S /P: Bank /Chapin /Unanimous
Next CSE Meeting:
Wednesday, August 7 @ 8 :30 a.m.
Vail Town Council Chambers
TOV /CSE Minutes: July 3, 2013 Page 6 of 7
7/16/2013
TOV /CSE Minutes: July 3, 2013 Page 7 of 7
7/16/2013
TOWN OF
Memorandum
To: Vail Town Council
From: Commission on Special Events
Date: July 16, 2013
Subject: Changes Implemented for 2013 Vail Farmers' Market and Other CSE Initiatives
Vail Farmers' Market:
The CSE strongly felt that the congestion level at the Vail Farmers' Market was bordering on a negative
guest experience, not reflective of the "Vail Brand" and requested as a condition of the CSE funding,
that the market downsize in an effort to "raise the bar" and improve the overall quality of the
merchandise with a stronger focus on the farmers, food vendors and uniquely Colorado arts /crafts. The
crowding was also a source of concern of both the Police and Fire Departments.
It is a challenge to keep everyone happy and the changes that the Farmer's Market was asked to
implement have been requested as a compromise on multiple fronts. In short, a summary of the facts
and requested changes:
Market last year was 145 tents. The market was asked to reduce the number to 100, and
compromised when they came in with 130. In addition to the quality of the guest experience, the
fact that there are several new businesses along the front of One Willow that are now open but had
been under construction in 2012 eliminated approximately 10 tent spaces that were approved on a
"one year only" condition.
Western slope produce is in very short supply this year on account of several spring freezes.
Hence, there is a visible shortage of fruits and vegetables. One of the regular farmers who was
present at last Sunday's market (July 6) had completely sold his inventory before noon, and was
still sitting in his booth talking with customers through the end of the afternoon. The Meadow Drive
Partnership has requested an extension of the market for two additional weeks, through Sunday,
October 6`", in the hope of making up for the loss of the early season sales.
The Town of Vail does not have any involvement in the selection of vendors. The selection criteria
are determined by the Meadow Drive Partnership and the market management. Meadow Drive
businesses, since the Meadow Drive Partnership owns the market, are guaranteed a spot at a
reduced rate should they wish to participate.
An attorney for the Village Center Condominium Association contacted us multiple times last year,
threatening that if access for their owners and businesses continued to be nearly impossible every
Sunday, they would sue.. The Austria Haus, although not threatening legal measures, was nearly
7/16/2013
equal in their distress. Measures have been taken to hire additional security to help get people in
and out from those two choke points.
The Town of Vail's Event Review Committee (ERC- Multiple Department Event Support Staff)
implemented a new policy, beginning this year (and with the Duck Race last year) to allow tents on
one side of the street only on Willow Bridge Rd. and the International Bridge. This was in response
to Police and Fire Dept. access and over - crowding concerns, as well as the complaints from the
Village Center Condominium Association regarding their inability to get in and out of their property
on Farmers' Market Sundays. And finally, to allow for better pedestrian flow and guest experience,
and to provide a break in between venues when there are events on Gore Creek Drive.
• Surveys taken at the market this year reflect only positive comments on the larger number of
farmers present and unique craft items.
• Please see the attached email from Angela Mueller, Director of the Vail Farmers' Market,
supporting the decisions that were made by both the CSE and the ERC.
Additional CSE Initiatives and New Events:
• Strategic Brand Consultant: Adam Sutner /MKT Vail.
Scope of Work:
1. Develop a 1, 3 and 5 -year strategic plan for the CSE
2. Collaborate with and guide CSE members to strategically approach event and funding
decisions
3. Oversee alignment between CSE and VLMDAC on objectives and strategies
4. Continue collaboration on the year -round Vail brand
Although Adam's original contract was originally for a full year, he has taken a position in Jackson,
WY beginning this month. The scope of work as described, however, has been substantially
completed. The CSE and staff will implement the Strategic Plan presented by Adam at the CSE's
July meeting and remaining contract funds will not be earmarked further for consulting.
• Kick -It 3v3 in -town activation: "King of the Pitch" elimination competition in Solaris, Friday evening,
July 26. Part of the strategic effort to bring the energy from the athletic events that normally take
place in Ford Park into the village.
• Keen Vail Kids Adventure Race: At the encouragement of the CSE, this extremely popular event
has been expanded significantly from 1 day to 4 and now includes an expo area and adventure
clinics in Solaris August 8th and 9th, followed by the race over two days, August 11th and 12th. As of
today, all activities on Friday and Saturday are sold out.
Town of Vail 7/16/2013 Page 2
Survivor Casting Call and Vail Family Challenge: Saturday, August 17. Vail, CO and CBS4 are
hosting a Survivor Open Call, right in the heart of beautiful downtown Vail. Camera crews will be on
hand to capture each potential contestant's best 60 seconds on video —'Why I Should Be on
Survivor'. Space is limited. RSVP now - you might have what it takes to be the next Survivor!
http: / /denver. cbslocal .com /vailsurvivorcastingcall/
The filming of the auditions will be staged on the International Bridge. 300 - 400 auditions are
expected. It is possible that a number of people may line up as early as the day before. There will
be security at the event to monitor any overnight activity.
The Vail Family Challenge will be taking place concurrently in Solaris Plaza, from 10am -4pm on
Saturday, August 17. It will feature a kid's obstacle course and associated family activities to
complement the "Survivor" theme.
Labor Day Weekend Activities: Gourmet on Gore: Gore Creek Drive, and Gore Creek Promenade,
Friday - Monday, August 30 - September 2. Highline has secured a major sponsorship from Toyota
for this prominent culinary event that will be activated on the International Bridge. They will work
cooperatively with the Vail Rotary Club to host the annual Duck Race, which the CSE does not
fund, from the Gore Creek Promenade on Sunday, September 1 st. The Farmer's Market will go on
as usual along Meadow Drive.
Lionshead once again plays host to the Labor Day Jazz Party from Thursday, August 29- Monday,
September 2.
The America Cup International Fly- fishing Tournament: Addition of a casting competition at the
International Bridge, tentatively scheduled for the evening of Thursday, September 12th- also as
part of the strategic initiative to bring more awareness of events where the main activity is out - lying,
into the villages. Additionally, the producer intends to create merchant/restaurant activation as part
of the event, since the competitors arrive as much as two weeks early to practice in local waters.
Ultra Race of Champions (UROC) September 27 -29. The Ultra Race of Champions, an event that is
not funded by the CSE, is the Championship for the sport of ultra distance running. The event
includes the Ultra Race of Champions 100K (UROC), the Uber Rock 50K and the Cruxy Half
Marathon. UROC will start in Breckenridge and finish in Vail Village. The best runners from all over
the world will cross the finish line in Vail Village for title of "Ultra Running Champion ". UROC is also
the International Skyrunning Federation World Series Ultra Final. An expo in Vail
Village /International Bridge is planned with the finish staged along Gore Creek Drive.
Vail- Beaver Creek Restaurant Week: September 27- October 6. A joint marketing /CSE initiative
between Vail and Beaver Creek, asking all participating restaurants to feature one or more menu
offerings at $20.13.
Town of Vail 7/16/2013 Page 3
From: Angela, Mueller
To: Sybil] Navas
Subject: Vendors who were not asked back- and explanation.
Date: Monday, July 01, 2013 4:24:21 PM
1. Bamboo Bottle Company (they knew 1 year time- due to spaces available in front
of marketplace)
2. Colorado Toy Company (they knew 1 year time- )
3. Lockerworks
4. Mike Dwyer Sculptures
5. Natures Details Photography
-- Morales was invited back- they retired replaced with another farmer
6. Nelson Studio (sculpture)
7. North Face ( Decided to not have booth this year)
8. Portraits by Ceclia
9. Rack and Roll Clothing
10. Rockin J Beef
11. S Stenson
12. Shaklee
13. Sno Joe
14. Son of a Beaver
Steel and Stone
Steve Chinn Art
The Crooked Glass
Vail Restaurant Month
Vail Village Antiques
These were who were not invited back -
Please note- we had 145 spaces last summer, this year we have 130 tents, so 15
tent spaces are not available.
The main reason these are not available is due to
1. Marketplace has a new front. The windows of the stores cannot be blocked
completley, so we have limited availability, we have the same amount of spots as
wehn it was Marketplace.
2. The Village Center condos hired a lawyer to ensure that all events including the
Market are on one side of the road. They do not want their accessibilty blocked off.
The vendors were not invited back because of our new jurying of the art in the
market and also the Market striving to have unique items made in Colorado avialable
to the guests. We want the guests to feel an experience of they have been to a
unique experience.
Our surveys have shown this this year. We have only had positive comments and
comments on more produce available and unique craft items.
This past year was an exception and 130 tents is where we are at this time. The
tents reach all the way to Off Piste, and all the way to the bus structure in front of
the parking structure.
Please have whomever has questions to contact me regarding the market. Thank
you.
7/16/2013
Angela, Mueller
970-+01-5520
va1Ifarmersmalet@Qmail.com
7/16/2013
rnwH of vn' �Ii>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 16, 2013
ITEM /TOPIC: Matters from Mayor.Council and Committee Report
7/16/2013
rowH Of vn' 111
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 16, 2013
ITEM /TOPIC: Executive Session, pursuant to: 1) 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: update on pending litigation, Michael Cacioppo v. Town of Vail et. al.
Case number 09CV2311, Golf Course litigation; 2) 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: ERWSD Easements and Town of Vail parking; 3) 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: Welcome Center RFP process.
PRESENTER(S): Matt Mire
7/16/2013
rnwH of vn' �Ii>
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: July 16, 2013
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, AUGUST 6, 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:
1st reading of Ord #1 - Charter Split - Matt M - ES - 30 min. - 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
Sister City discussion - TBD
Discussion of future of RSES - TBD
Streaming PEC & DRB - TBD
Vail Village Character Preservation Update - TBD
2015 Expectations /Legacy Piece - TBD
7/16/2013