HomeMy WebLinkAbout2013-08-20 Agenda and Support Documentation Town Council Evening SessionVAIL TOWN COUNCIL
EVENING SESSION AGENDA
VAIL TOWN COUNCIL CHAMBERS
75 S. Frontage Road W.
Vail, CO 81657
6:00 P.M., AUGUST 20, 2013
NOTE: Times of items are approximate, subject to change, and cannot
be relied upon to determine at what time Council will consider
an item.
1. ITEM/TOPIC: Citizen Participation. (15 min.)
2.
ITEM/TOPIC: Consent Agenda:
1) Wayfinding Award of Bids (5 min.)
PRESENTER(S): Greg Hall
3.
ITEM/TOPIC: Town Manager Report:
(5 min.)
PRESENTER(S): Stan Zemler
4.
ITEM/TOPIC: Second reading of Ordinance No. 12, Series of 2013, An
Ordinance Approving the General Planning Document for the 2015 World
Alpine Ski Championships, and Setting Forth a Special Review Process to
Allow for Staff Approvals for Temporary Signs, Structures, Street Decor, and
other Temporary Improvements for the World Alpine Ski Championships of
2015. (10 min. )
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: Approve, approve with modifications,
or deny Ordinance No. 12, Series of 2013, on second reading.
BACKGROUND: The Town of Vail will be hosting the 2015 World Alpine Ski
Championships from February 2nd through February 15th, 2015. In Order to
facilitate the preparation necessary for such an event, Staff is requesting
Town Council to determine that in the areas of temporary signs, structures,
and street decor, to exempt the sponsoring organization of the World
Championships, the Vail Valley Foundation, from complying with all the
Town's zoning, Design Review Board, and sign code requirements and
to set forth a special process to handle such.
STAFF RECOMMENDATION: Approve, approve with modifications, or
deny Ordinance No. 12, Series of 2013, on second reading.
5. ITEM/TOPIC: Adjournment (6:35 p.m.)
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 20, 2013
ITEM/TOPIC: Citizen Participation.
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 20, 2013
ITEM/TOPIC: Consent Agenda:
1) Wayfinding Award of Bids
PRESENTER(S): Greg Hall
ATTACHMENTS:
Council Bid Memorandum
To: Town Council
From: TOV Staff
Date: August 20, 2013
Subject: Wayfinding Guest Enhancement Signage & Graphics Bid Award
I. SUMMARY
The Town recently publically bid a portion of the Phase I Wayfinding Guest Enhancement
Project. This portion of Phase I includes new and updated signage and graphics for the Vail
Village and Lionshead Parking Structures, as well as new and updated signage for the Frontage
Roads and Interstate. The Town received two bids for the Parking Garage project and only one
bid for the Frontage Road and Interstate Signage project. The bids were as follows;
Vail Parking Garage Signage and Graphics Project:
Arapahoe Sign Arts: $296,919
Ad Light & Sign: $333,370
Vail Frontage Road and Interstate Signage Project:
TK Construction Inc.: $200,868
The project construction budget for these two projects are within the construction budget for the
project.
II. BACKGROUND
The Town Council reviewed the design for Phase 1 projects at the May 7, 2013 Town Council
meeting. The total project scope reviewed included;
Phase 1
• Interstate Sign Enhancements
• Frontage Road Directional and Destination Enhancement Signs
• Parking Garage Graphics and Enhancements
• Off ramp signage and integration of Variable Message Signs
• Roundabout Sign Enhancements/Variable Message Signs/Including Entry Features
Phase 2
• Village Pedestrian Signs
• Street Name Signs along the Frontage Road
• Intown Bus Stops
• Directories
• Banner Poles
• Other
Town of Vail Page 2
Because many of the signs are within the jurisdiction of the Colorado Department and
Transportation (CDOT) and the Federal Highway Administration (FHWA), The design
development package was required to endure an extensive review process with Colorado
Department of Transportation (CDOT) and the Federal Highway Administration (FHWA), which
has been successful for both the Frontage Road and Interstate signage.
The project was also reviewed with the Wayfinding Advisory Group to obtain input on specific
messaging requests. The Advisory Group is an expansion of the 13 member panel used to
assist with the Lionshead Welcome Center programming and includes representation from the
Lionshead, Vail Village and West Vail business and lodging community, Vail Economic Advisory
Council, Vail Local Marketing District Advisory Council, Vail Town Council, Vail Chamber and
Business Association, Vail Valley Partnership, Vail Homeowners Association and Vail Info Inc.
Using the project principles adopted by the Town Council, the advisory group met three times to
review and comment on the initial concepts.
The Wayfinding package is a result of the professional recommendations and experience of
CommArts/Stantec, CDOT/FHWA review and concurrence, working with the support and
collaboration of the town staff and Advisory Group participants.
III. STAFF RECOMMENDATION
Staff recommends directing the Town Manager to enter into a contract for the Vail Parking
Garage Signage and Graphics Project with Arapahoe Sign Arts in the amount of $296,919.
Staff also recommends directing the Town Manager to enter into a contract for the Vail Frontage
Road and Interstate Signage Project with TK Construction Inc. in the amount of $200,868.
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 20, 2013
ITEM/TOPIC: Town Manager Report:
PRESENTER(S): Stan Zemler
VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 20, 2013
ITEM/TOPIC: Second reading of Ordinance No. 12, Series of 2013, An Ordinance Approving
the General Planning Document for the 2015 World Alpine Ski Championships, and Setting
Forth a Special Review Process to Allow for Staff Approvals for Temporary Signs, Structures,
Street Decor, and other Temporary Improvements for the World Alpine Ski Championships of
2015.
PRESENTER(S): George Ruther
ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny
Ordinance No. 12, Series of 2013, on second reading.
BACKGROUND: The Town of Vail will be hosting the 2015 World Alpine Ski Championships
from February 2nd through February 15th, 2015. In Order to facilitate the preparation
necessary for such an event, Staff is requesting Town Council to determine that in the areas of
temporary signs, structures, and street decor, to exempt the sponsoring organization of the
World Championships, the Vail Valley Foundation, from complying with all the Town's zoning,
Design Review Board, and sign code requirements and to set forth a special process to handle
such.
STAFF RECOMMENDATION: Approve, approve with modifications, or deny Ordinance No.
12, Series of 2013, on second reading.
ATTACHMENTS:
Ordinance No. 12, Series of 2013
2015 Operational Plan
Ordinance No. 12, Series of 2013
ORDINANCE NO. 12
Series of 2013
AN ORDINANCE APPROVING THE GENERAL PLANNING DOCUMENT FOR THE 2015
WORLD ALPINE SKI CHAMPIONSHIPS, AND SETTING FORTH A SPECIAL REVIEW
PROCESS TO ALLOW FOR STAFF APPROVALS FOR TEMPORARY SIGNS,
STRUCTURES, STREET DECOR, AND OTHER TEMPORARY IMPROVEMENTS FOR
THE WORLD ALPINE SKI CHAMPIONSHIPS OF 2015.
WHEREAS, the Town of Vail shall be hosting the 2015 World Alpine Ski
Championships from February 2nd through February 15th, 2015; and
WHEREAS, said event is the major international ski competition in non-Olympic years;
and
WHEREAS, said event is a major undertaking requiring temporary structures, signs,
street decor, and other temporary improvements in order to be properly staged; a nd
WHEREAS, said event is determined to be of major importance to the Town
for economic, cultural, and social reasons; and
WHEREAS, in order to facilitate the preparation necessary for such an event, the
Town Council has determined that in the areas of temporary signs, structures, and street
decor, it is necessary to exempt the Vail Valley Foundation, which is the sponsoring
organization of the World Championships, from complying with all the Town's zoning, Design
Review Board, and sign code requirements, and in their stead, to set forth a special process
to handle such, temporary signs, structures, street decor, and other temporary
improvements for the event.
NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL,
COLORADO:
Section 1
The Vail Town Council hereby endorses the general planning document for the 2015 World
Alpine Ski Championships.
Section 2
It is understood that in order to facilitate the 2015 World Alpine Ski Championships,
certain temporary improvements shall be utilized by the event organizers, and that these
improvements shall include, but may not be limited to, the following:
A. Flags and banners
B. Temporary structures
C. Outdoor lighting
D. Snow and ice sculptures
E. Entertainment and hospitality venues
F. Parades
G. Opening and awards ceremonies
Ordinance No. 12, Series of 2013
H. Race finish stadium
I. Opening ceremonies stadium
J. Food, trade, and festival centers
K. Media centers
L. Temporary signs and transportation
In order to facilitate the construction of the temporary improvements set forth above
which are necessary for the conduct of the 2015 World Alpine Ski Championships, the
following process shall be substituted for the customary review process for zoning, design
review, and sign review as set froth in the Municipal Code of the Town of Vail.
A. All temporary signs, structures, and street decor, and other temporary
improvements necessary and desirable for the conduct of the 2015 World Alpine Ski
Championships shall be submitted to the Town of Vail for review in a reasonable time prior to
their construction or placement within the Town.
B. The Town of Vail will review the requested structures, signs, or improvements
in cooperation with representatives of the event organizers. The event organizers and the
Town of Vail shall work closely on an ongoing basis to facilitate the approval process and to
implement the general planning document. If the temporary signs, structures, or other
temporary improvements meet the approval of the Town of Vail, they may be implemented by
the event organizers.
C. If the event organizers and the Town of Vail disagree on the approval of any
temporary signs, structures, street decor, or other temporary improvements, a final decision
shall be made by the Vail Town Manager.
D. The event organizers or a Town of Vail representative shall report to the Town
Council on a monthly basis to update them on the planning process for the 2015 World
Alpine Ski Championships at a regularly scheduled Town Council Work Session.
Section 3
Nothing in this ordinance shall relieve the event organizers from the obligation to conform to
all adopted building and construction codes, including the Uniform Building Code, the
Uniform Fire Code, and the National Electric Code. Nothing herein shall be deemed to relieve
the event organizers from complying with any and all applicable ordinances, laws, and
regulations relating to life, health, safety and public welfare. The event organizers shall obtain
all required permits and be subject to all required building inspections for the construction of
any temporary structures.
Section 4
If any part, section, subsection, sentence, clause or phrase of this ordinance is for any
reason held to be invalid, such decision shall not effect the validity of the remaining portions
of this ordinance; and the Town Council hereby declares it would have passed this
ordinance, and each part, section, subsection, sentence, clause or phrase thereof,
regardless of the fact that any one or more parts, sections, subsections, sentences, clauses
or phrases be declared invalid.
Ordinance No. 12, Series of 2013
Section 5.
The Town Council hereby finds, determines and declares that this ordinance is necessary
and proper for the health, safety and welfare of the Town of Vail and the inhabitants thereof.
Section 6
The repeal or the repeal and enactment of any provision of the Municipal Code of the Town of
Vail as provided in this Ordinance shall not affect any right which has accrued, any duty
imposed, any violation that occurred prior to the effective date hereof, any prosecution
commenced, nor any other action or proceedings as commenced under or by virtue of the
provision repealed or repealed and reenacted. The repeal of any provision hereby shall not
revive any provision or any ordinance previously repealed or superseded unless expressly
stated herein.
INTRODUCED, READ ON FIRST READING, APPROVED AND ORDERED PUBLISHED
ONCE IN FULL, this 6th day of August, 2013. A public hearing on this ordinance shall be held
at the regular meeting of the Town Council of the Town of Vail, Colorado, on the 20th day of
August, 2013, in the Municipal Building of the Town of Vail.
__________________________________
Andrew P. Daly, Mayor
ATTEST:
____________________________________
Tammy Nagel, Acting Town Clerk
INTRODUCED, READ, ADOPTED AND ENACTED ON THE SECOND READING AND
ORDERED PUBLISHED (IN FULL) (BY TITLE ONLY) THIS 20TH DAY OF AUGUST, 2013.
__________________________________
Andy Daly, Mayor
ATTEST:
____________________________________
Tammy Nagel, Acting Town Clerk
Ordinance No. 12, Series of 2013
GENERAL PLANNING DOCUMENT
2015 FIS Alpine World Ski Championships
Vail Colorado USA
GENERAL OPERATING OBJECTIVES
In hosting the Alpine World Ski Championships, there are both contractual obligations
and Organizing Committee objectives that help drive the operating plan within our
communities. Both of these elements will require some adjustment to how we
operate with the Town of Vail and Beaver Creek Resort Company on a day to day basis
and will necessitate some special exemptions within the communities of Vail and
Beaver Creek.
To that end, some of our contractual commitments require that as a community we:
1. Protect against ambush corporate marketing and will ensure no temporary
corporate signage is allowed within the communit ies from January 30- February
15 of 2015, outside of that required by the OC to fulfill official sponsorship
agreements.
2. That no other special events are allowed be held in the communities during the
timeframe of the FIS Championships.
3. That space and signage will be allowed for our corporate World Championships
partners within the community footprint
4. Cooperation with our television partners to ensure placement of needed
cameras and support services in order to provide an instant world feed to all
broadcasters.
In addition, the Organizing Committee of the 2015 Alpine World Championships has
identified the following seven objectives as the primary goals for an outstanding
World Championships:
1. Activate programs in every ski club in the country to promote the
Championships
2. Reach out to a new generations of skiers in urban areas
3. Utilize the success of our national team to further the draw of the
Championships
4. Identify key projects to be completed by 2015 as a legacy of the event
5. Experience an increase in international guest a ctivity during and following the
2015 Championships
6. Demonstrate environmental sensitivity in all aspects of execution of the event
7. Demand innovation in all that we do.
The key to achieving the above is to work together with our various partners within
and outside of the Vail Valley. We began that effort by creating a 45 -member
Organizing Committee, with representation from each community, the ski industry
itself, our television and corporate sponsor partners, Vail Resorts and local
governments. This group provides the direction of the 2015 Championships ensure s
that we work together toward the overall success of the event.
8/20/2013
VENUES
The general concept for venues in Vail is to build temporary structures and stadiums
to accommodate the Championships’ needs. The construction timeline for temporary
venues and facilities will likely begin approximately January 5, 2015, with removal
taking place following the Championships, completed no later than March 1, 2015.
Golden Peak Planned to be a temporary stadium with a seating capacity of up :
to 3,500 and additional standing space along the course. This stadium will host
the Nations Team Race, the qualifying races for the men’s G iant Slalom and
Slalom, as well as the Legends Race, the Charity Race and the Opening
Ceremonies. In addition, there may be 1-3 select big name concerts also hosted
there.
The stadium will include bleachers, 1-2 large screens, stadium fencing,
restroom facilities, sound system, scoreboards and stadium lighting, both for
the venue and the course. There will be a full television compound setup ,
including satellite trucks, cameras and editing facilities. At this time, there is
no plan for a VIP tent, though that may change. There w ill be one fulltime VVF
venue manager who will oversee the construction, day to day operation and
removal of the venue.
: This area will include the current Solaris Plaza, as well Championships Plaza
as the deck space that surrounds the plaza. This venue will serve as the medals
plaza, with official Awards Ceremonies taking place in the plaza nine evenings
during the course of the Championships, with each award ceremony held at
6:30 p.m. There will be entertainment prior to and following each ceremony,
with a likely window of activation from 5:30-8:00 p.m. This activation will
include concerts, light shows, children’s choir performances, race highlight
video playback, etc.
The plan is to host the awards presentation on the deck in front of Matsuhisa.
There would need to be some modifications to that space that will be
proposed. In addition, we are working with the owners of Matsuhisa to rent
their restaurant for use as a 2015 hospitality space during the Championships. A
separate stage would be created beneath the awards stage to present any
entertainment that would occur. There will be at least one big screen , as well
as numerous small ones, along the perimeter of the plaza. Other elements that
would be included within the plaza are a sound system, control fencing,
sponsor activation, etc. Activation is also planned during the day to allow the
races to be broadcast live in the plaza.
Expected attendance at each awards presentation is 5,000, all standing within
the parameters of the plaza and extending out onto Meadow Drive toward the
International Bridge. There will be a full time venue manager from the VVF for
the Championships Plaza prior to, during and following the Championships.
8/20/2013
Wax Rooms:At a location in Vail to be defined and determined, we will need
to create ski waxing space for the small nations who will be racing in the
Qualification Races in Vail. Wax Rooms consist of enclosed, heated spaces for
the ski technicians to prepare the skis for each race and training run. We will
most likely be looking to set up modular cabins in one area that can be
secured, have adjacent parking and have power provided to them. Each wax
cabin would be approximately 8x12 feet and we would need approximately 30-
35.
DÉCOR
It is important to the Organizing Committee that both Vail and Beaver Creek carry an
abundance of “décor” throughout the communities, firmly establishing the look and
feel of the World Championships at key and critical points. The décor of the event
includes the graphic elements, the official logo and , at times, the specific art being
created for the Championships. Décor includes flags, round-about and other festival
banners, street/stairway/information center/parking structure enhancements, etc. A
complete “Look Book” will be provided one year out from the Champi onships, with
clear signage looks and locations as well as entranceways, banner details etc. This
look will also be carried through to other facilities such as bleacher backs, decorative
control fencing, scaffolding wrap, big screen wraps and entrances to the Golden Peak
Stadium. Additional look elements will be displayed on buses and official vehicles.
SIGNAGE
The signage plan will include exterior signs for operational spaces and venues, sponsor
activation and directional signage. In addition, Countdown Clocks will be installed in
Vail and Beaver Creek, with activation slated for February 2 of 2014.
Décor Décor will be facilitated utilizing the current street banner options :
within Vail, as well as banners, both interior and exterior, and flags. This
includes expanding the number of permanent flag poles along the South
Frontage Road to accommodate the increased number of nations that will be
participating.
OPERATIONS
There are specific operational functions that will take place in Vail within , utilizing
existing facilities. These include a satellite Press Center, satellite Race Office and a
satellite Accreditation Center. All of these are anticipated to be located within Manor
Vail and will operate throughout the duration of the Championships. There may be
additional needs outside of Manor Vail.
In addition, there will be hospitality functions, including VIP hospitality for race days,
including the operation of a Vail House and an Audi House, both of which are tied
directly to the OC, along with multiple hospitality houses from various countries,
including an Austria House, Swiss House, German House, Casa Mexico and Casa Italia.
These houses would be organized by the national federation s and while working
closely with the OC, would be run on their own, utilizing in nearly every case, existing
8/20/2013
ballroom or restaurant space. However, they will all likely require some assistance in
navigating existing policies and rules, particularly for temporary exterior signage.
A third aspect of Operations will be the hosting of functions that support the
Championships. These may be cultural offerings, Festival events or sponsor activated
events. At this time none of these are confirmed, though there will likely be a social
tent for the general public, outdoor film screenings, street entertainers and marching
bands, etc. A firm plan for these operational events will be finalized within the one
year out mark.
8/20/2013
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VAIL TOWN COUNCIL AGENDA MEMO
MEETING DATE: August 20, 2013
ITEM/TOPIC: Adjournment (6:35 p.m.)