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HomeMy WebLinkAbout2013-09-17 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL WORK SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 12:30 P.M., SEPTEMBER 17, 2013 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. 1. ITEM/TOPIC: VAIL LOCAL MARKETING DISTRICT (VLMD) SEPARATE MEETING 2014 VLMD Operating Plan Discussion (30 min.) 2. ITEM/TOPIC: Site Visit to review the Gore Valley Trail Recreation Path from Lionshead to the Library. (30 min) PRESENTER(S): Tom Kassmel / Gregg Barrie 3. ITEM/TOPIC: DRB/PEC Update (10 min.) PRESENTER(S): Warren Campbell 4. ITEM/TOPIC: Superintendent Glass from the Eagle County School District RE50J Introduction (15 min.) 5. ITEM/TOPIC: First draft of the 2014 Town Manager's proposed budget (90 min.) PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Provide feedback in preparation for first reading of the budget ordinance scheduled for October 1st BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Provide feedback in preparation for first reading of the budget ordinance scheduled for October 1st 6. ITEM/TOPIC: Information Updates and Attachments: 1) September 4, 2013 CSE Meeting Minutes; 2) July Business Review; (5 min. ) 7. ITEM/TOPIC: Matters from Mayor, Council and Committee Reports: (15 min. ) 8. ITEM/TOPIC: Executive Session, pursuant to: 1)C.R.S. §24-6-402(4)(a)(b) (e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Timber Ridge and Golf Course Easements and water rights. (45 min. ) 9/17/2013 PRESENTER(S): Matt Mire 9. ITEM/TOPIC: Adjournment (4:30 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, SEPTEMBER 3, 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. - 10/01 First Draft of Town Manager 2014 Budget - WS - 30 min. - 10/01 ERW&SD Easements - 10/01 Resolution approving VLMD budget - Kathleen - ES - 10/01 Vail Village Character Preservation Update - 10/01 First reading of 2014 Budget - Kathleen - ES - 10/15 Second Reading of 2014 Budget - Kathleen - ES - 30 min. -11/5 Beaver policy update - Kristen - WS - TBD Vail Valley Medical Center Maser Plan Update - George - ES - 60 min - TBD EHU Housing Authority - TBD 2015 WAC construction restrictions discussion - George - WS - 30 min. - TBD Sister City discussion - TBD Discussion of future of RSES - TBD Streaming PEC & DRB - TBD 2015 Expectations/Legacy Piece - TBD Update on I-70 noise right lane use - TBD Water Quality Management Plan and update - TBD 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: VAIL LOCAL MARKETING DISTRICT (VLMD) SEPARATE MEETING 2014 VLMD Operating Plan Discussion 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: Site Visit to review the Gore Valley Trail Recreation Path from Lionshead to the Library. PRESENTER(S): Tom Kassmel / Gregg Barrie 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: DRB/PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: September 4, 2013 DRB Meeting Results September 9, 2013 PEC Meeting Results 9/17/2013 Page 1 DESIGN REVIEW BOARD AGENDA PUBLIC MEETING September 4, 2013 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Tom Dubois Libby Maio Andy Forstl Rollie Kjesbo Brian Gillette PROJECT ORIENTATION 1:30pm SITE VISITS 1. Eye Pieces – 122 East Meadow Drive 2. Plaza Lodge – 291 Bridge Street MAIN AGENDA 3:00pm 1. Pratt Residence DRB130365 / 10 minutes Joe Final review of changes to approved plans (change window sizes) 68 East Meadow Drive/Lot O, Block 5D, Vail Village Filing 1 Applicant: Gregory A. and Elizabeth W. Pratt, represented by Kyle Webb ACTION: Approve with condition(s) MOTION: Gillete SECOND: Forstl VOTE: 4-0-1 (Kjesbo recused) CONDITION(S): 1. The vertical dimensions of the trapezoidal picture window (floor 2) and three panel sliding door (floor 1) shall be aligned to achieve greater architectural continuity, and shall be depicted on the building plans submitted with the building permit application. 2. Four Seasons Resort DRB130310/ 10 minutes Joe Final review of a minor exterior alteration (windows) 1 Vail Road/Lots A-C, Vail Village Filing 2 Applicant: Vail Hotel 09 LLC, represented by David Sorenson ACTION: Approved MOTION: Kjesbo SECOND: Forstl VOTE: 3-2-0 (Maio & Gillette opposed) 3. O’Farrill Residence DRB130314/ 10 minutes Joe Final review of a minor exterior alteration (windows) 44 West Meadow Drive Unit 6/Lot I, Vail Village Filing 2 Applicant: Hilda O’Farrill, represented by Karen Lee-Aldretti ACTION: Table to September 18, 2013 MOTION: Maio SECOND: Gillette VOTE: 5-0-0 4. Eye Pieces DRB130327 / 15 minutes Joe Final review of a minor exterior alteration (window) 122 East Meadow Drive (Village Center)/Lot K, Block 5E, Vail Village Filing 1 Applicant: Eye Pieces of Vail, represented by Zehren & Associates ACTION: Table to September 18, 2013 MOTION: Maio SECOND: Forstl VOTE: 4-0-1 (DuBois recused) 9/17/2013 Page 2 5. Plaza Lodge DRB130339 / 15 minutes Joe Final review of a minor exterior alteration (exterior alterations) 291 Bridge Street/Lots F and G, Block 5C, Vail Village Filing 1 Applicant: Plaza Lodge Associates LLC, represented by Bill Pierce ACTION: Approve with condition MOTION: Gillette SECOND: Kjesbo VOTE: 5-0-0 CONDITION(S): 1. In conjunction with the plans submitted with the building permit, the stone veneer to the south of the stairs shall be raised to match the stone veneer to the north, terminating at the inside corner of the top riser. STAFF APPROVALS Read Residence DRB120022 Warren Final review of an addition (trash enclosure and fire pit) 126 Forest Road/Lot 5E, Block 7, Vail Village Filing 1 Applicant: Steven Read, represented by Kurt Segerberg Kirkpatrick Residence DRB130295 Warren Final review of changes to approved plans (deck roof) 1462 Greenhill Court/Lot 19, Glen Lyon Subdivision Applicant: Douglas and Joan Kirkpatrick, represented by Carpentry, Inc. Anderson Residence DRB130304 Joe Final review of a minor exterior alteration (stone veneer) 1160 Sandstone Drive/Lot A, Block 1, Lions Ridge Filing 4 Applicant: Todger Anderson, represented by Michael Warmenhoven Cascade Village Metro District DRB130318 Jonathan Final review of a minor exterior alteration (landscaping) 1234 Westhaven Drive/Cascade Village Applicant: Cascade Village Metropolitan District, represented by Ceres Landscaping Truscheit Residence DRB130335 Warren Final review of changes to approved plans (landscaping, patio changes) 4017 Lupine Drive Units A and B/Lot 7, Bighorn Subdivision Applicant: Robert Truscheit, represented by Les Samelson Vath Residence DRB130338 Jonathan Final review of a minor exterior alteration (repaint) 1044 Homestake Circle/Lot 4, Block 6, Vail Village Filing 7 Applicant: Steven Vath, represented by Molly Macaulay of Alpenglow Painting Cronin Residence DRB130344 Jonathan Final review of a minor exterior alteration (parking) 789 Potato Patch Drive/Lot 23, Block 1, Vail Potato Patch Applicant: Liz Cronin, represented by Kurt Segerberg Newton Residence DRB130354 Joe Final review of a minor exterior alteration (retaining wall) 2586 Davos Trail/Lot 4, Block E, Vail Daschone Filing 1 Applicant: Russ Newton, represented by David Lambert 9/17/2013 Page 3 384 Gore Creek Drive Associates DRB130357 Jonathan Final review of changes to approved plans (railing) 384 Gore Creek Drive Units 3 and 4/Lot K, Block 5A, Vail Village Filing 5 Applicant: 384 Gore Creek Drive Associates, represented by Pierce Architects Landmark Commercial Development Company DRB130358 Jonathan Final review of a minor exterior alteration (metal roof replacement, same/same) 610 West Lionshead Circle/Lot 1, Block 1, Vail Lionshead Filing 3 Applicant: Landmark Commercial Development Company, represented by Pierce Architects Vath Residence DRB130360 Jonathan Final review of a minor exterior alterations (pavers) 1044 Homestake Circle/Lot 4, Block 6, Vail Village Filing 8 Applicant: Steven Vath, represented by Painting by Jesse Wiss Residence DRB130363 Jonathan Final review of a minor exterior alteration (windows) 2752 South Frontage Road West/Lot 1, Stephens Subdivision Applicant: Jim Wiss, represented by David Irwin Town of Vail DRB130364 Jonathan Final review of a minor exterior alteration (retaining wall) 1289 Elkhorn Drive/Unplatted Applicant: Town of Vail, represented by Centerline Solutions Kirwan Residence DRB130362 Tom T Final review of a minor exterior alteration (landscaping) 1518 Spring Hill Lane/Lot 15, Block 3, Vail Valley Filing 1 Applicant: Patricia and David Kirwan Four Seasons Resort DRB130368 David Final review of a minor exterior alteration (repaint wood beams on south elevation) 1 Vail Road/Lots A-C, Vail Village Filing 2 Applicant: Vail Hotel 09 LLC, represented by David Sorenson Vath Residence DRB130370 Tom T Final review of a minor exterior alteration (landscaping) 1044 Homestake Circle/Lot 4, Block 6, Vail Village Filing 7 Applicant: Steven and Tricia Vath Schwartz Residence DRB130371 Tom T Final review of a minor exterior alteration (landscaping) 1136 Hornsilver Circle/Lot 10, Block 6, Vail Village Filing 7 Applicant: Katherine Schwartz, represented by Frank Grzesk Warren Residence DRB130372 Tom T Final review of a minor exterior alteration (landscaping) 4213 Spruce Way/Lot 13, Block 9, Bighorn Subdivision Addition 3 Applicant: Theodore Warren Dobyns Residence DRB130381 Warren Final review of a changes to approved plans (windows) 3080 Booth Falls Road/Lot 10, Block 2, Vail Village Filing 12 Applicant: Pete Dobyns, represented by Pure Design Studio 9/17/2013 Page 4 Tondre Residence DRB130386 Tom T Final review of a minor exterior alteration (landscaping) 1374 Sandstone Drive/Parcel E, Residences at Briar Patch Applicant: Brice Tondre, represented by Ceres Land Care Hamelin Residence DRB130388 Joe Final review of a minor exterior alteration (concrete) 5167 Gore Circle/Lot 12, Block 3, Bighorn Subdivision 5th Addition Applicant: Rolland Hamelin, represented by Shane Freeman Prawdzik Residence DRB130391 Tom T Final review of a minor exterior alteration (landscaping) 5136 Grouse Lane/Lot 9, Vail Meadows Filing 1 Applicant: Steve Prawdzik Town of Vail DRB130393 Shelley Final review of a minor exterior alteration (drain, concrete) 4116 Columbine Drive (Fire Station 1)/Lot 15, Bighorn Subdivision Applicant: Town of Vail, represented by Mike McGee McDougall Residence DRB130396 Tom T Final review of a minor exterior alteration (landscaping) 2955 Basingdale Blvd/Lot 15, Block 6, Vail Intermountain Subdivision Applicant: Tim & Mary McDougall Bassick Residence OTC13-0019 Martin Final review of a minor exterior alteration (windows, door) 2875 Manns Ranch Road/Lot 1, Block 1, Vail Village Filing 13 Applicant: Webb Bassick, represented by Reconstruction Experts Bartlit Residence OTC13-0022 JR Final review of minor exterior alteration (roof) 778 Potato Patch Drive/Lot 18, Block 1, Vail Potato Patch Applicant: Fred Bartlit, represented by Master Sealers 1425 Buffehr Creek LLC OTC13-0023 Warren Final review of a minor exterior alteration (roof) 1425 Buffehr Creek Road/Lot 5, Cliffside Applicant: 1425 Buffehr Creek LLC, represented by AG Roofing 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. 9/17/2013 Page 1 PLANNING AND ENVIRONMENTAL COMMISSION September 9, 2013 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Bill Pierce Susan Bird Henry Pratt John Rediker Michael Kurz Pam Hopkins Luke Cartin 45 minutes 1. A request for a recommendation to the Vail Town Council on a major amendment to Special Development District No. 6, Vail Village Inn, pursuant to Section 12-9A-10, Amendment Procedures, Vail Town Code, to allow for an addition to an existing dwelling unit, located at 16 Vail Road, (The Sebastian)/Part of Lots M, N, and O, Block 5D, Vail Village Filing 1, and setting forth details in regard thereto. (PEC130021) Applicant: AMPH, LLC, represented by Mauriello Planning Group Planner: Warren Campbell ACTION: Recommendation of approval with condition(s) MOTION: Kurz SECOND: Pierce VOTE: 2-3 (Cartin, Pratt, Hopkins opposed) Motion failed ACTION: Tabled to September 23, 2013 MOTION: Cartin SECOND: Hopkins VOTE: 4-1 (Kurz opposed) Warren Campbell gave a presentation per the staff memorandum Commissioner Pierce asked for clarification regarding what portion of the square footage requested resulted from an increase in wall height. Dominic Mauriello, representing the applicant, estimated that approximately 10% of the proposed GRFA addition was a result of raising the roof. Commissioner Kurz asked what issues were related to an SDD and a granting special privilege. George Ruther, Director of Community Development, discussed that the review criteria for both the approval and modification of an SDD were the same. He added that each SDD is evaluated pursuant to the criteria, independent of any previous approvals. Commissioner Kurz asked how this potential approval effects other SDD applications to push the envelope regarding height. George Ruther spoke to the lack of precedent setting action in this or any other adopted SDD. He reiterated staff’s approach to the first criteria. Dominic Mauriello, representing the applicant, introduced the team. Dominic discussed the conceptual meeting, site walk, and general commission feelings articulated at the work session. Dominic showed changes to the plans made since the previous meeting. Dominic talked about staff’s concern and how the application demonstrates compliance. Dominic discussed how this 9/17/2013 Page 2 element would not, in his belief, be a factor in the original approval. He walked through some of the slides showing before and after views of the project and its purported lack of effect on the pedestrian experience. There was no public comment. Commissioner Kurz talked about the mass and scale and the design/function of the existing space, as not being liveable/workable space. He added he felt it was in compliance. Commissioner Pratt stated that he believed the north elevation was not a concern, however the east elevation was not in compliance with the criteria. He discussed how the proposed addition destroyed the stepping down of the mass. Commissioner Cartin asked for clarification regarding the building addition in the sight lines and how much reduction would be necessary to meet the stepping need. Warren Campbell stated that there is likely a design which would be appropriate to maintain the stepping of the bulk, mass, and height; however, staff would await design sketches illustrating options, before determining what was appropriate to meet the criterion. Dominic Mauriello spoke to the building stepping in context to other projects in the areas and the roof plan. He added that their were minimal impacts from the pedestrian view of this proposal. Commissioner Hopkins asked about the floor and ceiling heights in each of the areas. Kevin Morley, Poss Architecture, stated that the current height is 14’ and the additional roof height request (2 feet) allows for the height of the walls where it meets the spring point for the roof increasing to approximately 7.5 feet. He showed the pictures inside the unit and spoke to the wall heights. Hopkins clarified her question. Moreelu talked about the addition and unit layout and how its works together to create adequate wall and ceiling height. A motion to recommend approval failed. Commissioner Cartin mad e a motion to table to the next meeting. George Ruther spoke to the process and if there was interest on the part of the applicant to alter the application. If there was no interest in making changes the failed recommendation should move forward in the process. Dominic Mauriello reiterated the applicants desire to continue with the Commission and possibly make changes. Greg Spencer, Timbers Resorts, representing the applicant, stated that the team would go back and discuss any changes with the owner. 9/17/2013 Page 3 90 minutes 2. A request for a recommendation to the Vail Town Council on the adoption of the 2013 Gerald R. Ford Park Master Plan, an assemblage of the 1985 Ford Park Master Plan, the 1997 Ford Park Management Plan, and the 2012 Ford Park Management Plan Amendment, located at 530, 540, and 580 South Frontage Road East/Unplatted, and setting forth details in regard thereto. (PEC130012) Applicant: Town of Vail Planner: George Ruther ACTION: Tabled September 23, 2013 MOTION: Kurz SECOND: Cartin VOTE: 5-0-0 George Ruther, Director of Community Development, introduced the goal of the work session. He added that he was hopeful of providing a draft of the completed document to the community for review and comment. Tom Braun, Braun and Associates, representing the Town, began his presentation by speaking to the discussion around the suggested location of the Betty Ford Alpine Gardens near the new public restrooms and storage building on the west end of Ford Park. He went through a matrix depicting the analysis that staff and the gardens had gone through in analyzing seven potential locations. Commissioner Pierce suggested that the word “potential” should be removed from the document regarding the impact of the Betty Ford Alpine Gardens Education Center on views from The Wren condominiums in order to put the discussion on the site to rest. Commissioner Kurz stated he felt the site for the Betty Ford Alpine Garden Education Center would not work to the east of The Wren. Commissioner Pratt spoke to his comments over the past two years in opposition to a building to the east of The Wren. He was concerned about view impacts, bus stop and parking access proximity. Commissioner Hopkins spoke to the potential to split (not stacking the upper floor on the lower) the structure so it steps down the slope. According to Hopkins, architects have solved more difficult site constraints than are present, including view, ADA accessibility, height, trees, bus stop location, etc. George Ruther stated that staff could do more review and research if that was felt to be necessary. He stated that it would be beneficial to have the Garden’s representatives speak to these comments and questions. Commissioner Cartin stated that he did not see this as a preferred site (east of The Wren). He felt strongly that more effort should be focused on the tennis center site. Commissioner Pierce stated that this discussion is exactly why he voted in opposition to the social courtyard at the last hearing. The location to the east of The Wren may be compromised as there wasn’t full thought in the Master Plan on where certain uses and building were appropriate. He feels it is more important for the building to be seen from the Frontage Road. Commissioner Hopkins raised the point that the Betty Ford Alpine Garden and park are used primarily in the summer, however, the building is proposed to be open year round. 9/17/2013 Page 4 Jim Lamont, Vail Homeowners Association, spoke to several transportation concepts that have been previously explored with round-abouts. He agreed with Commissioner Pierce that maybe a bus stop is appropriate and needed on the Frontage Road on the west side of Ford Park. He spoke to the Commission’s previous discussions which were to prevent additional buildings on the lower bench of the park. The location proposed below the retaining walls for the sports fields would violate this policy from the start. He asked where the round-about that has to be at Ford Park and not in front of Solaris of the Blue Cow Chute was to be located. He asked that it be shown in the document. . Nicola Ripley, Director to the Betty Ford Alpine Gardens, spoke to the difficulty in finding a location when there are many existing improvements and users within the park. Ideally the education facility would be located near parking, be visible from the Frontage Road, and be close to the gardens. That site is probably where one of the tennis courts are currently constructed. Accessibility is very important and the location near The Wren is about as far away as you could get from the garden. Vehicular access is not that important to the structure. Commissioner Pratt summarized that the Betty Ford Alpine Gardens ideally should go where the tennis center is today. He stated he understood the issues with regard to current users of that location, but that the Master Plan should not compromise the site that is best. Jack Hunn, stated that his perception was that the Commission was trying to narrow the Education Center down to one site. Could there be a couple of sites identified as possibilities? Such as the tennis courts, soccer fields, or below the retaining walls supporting the athletic fields. He felt that a size limitation on the structure should not be contained within the Master Plan. He asked that flexibility in building size and traffic access be included within the language for the Education Center. Other users benefit from limited access and the Education Center should be permitted access as well. Commissioner Pierce spoke to a desire to remove the specifics on size and speak more to the scale that is appropriate. Commissioner Cartin spoke to the overall goal of the Commission to look for efficiencies and reduce the perception of three separate users within the park. The tennis center and soccer fields keep coming up as preferred locations. Commissioner Kurz spoke to the need for more information from the Vail Recreation District (VRD). How do we work with the VRD if they own their building? The tennis center area is the ideal location as it consolidates users, is visible, and is near parking. Can that area be jointly planned and developed? Jim Lamont stated that the VRD lease contains language that allows for the Town Council to discuss differing thoughts about uses, structures, etc. on the site. He raised the concern about the Master Plan not showing the round-about. Commissioners Pierce and Kurz spoke to the need to include a visual depiction of the round- about in the plan in addition to the written text. George Ruther summarized that VRD involvement is needed, more study of the tennis center site is needed, more study of the round-about is needed, and some conceptual study on the Education Center design is necessary. Commissioner Cartin stated that he strongly believes the tennis center area is the best location for the Education Center. 9/17/2013 Page 5 Commissioner Pierce stated that he agreed, but would add that the concessions building site would work as well. The remaining Commissioners stated their support for those comments and it was agreed by all that equal focus should be placed on the tennis center site and the West Betty Ford Way locations. The Commission recognized the challenges with the tennis center, but don’t give up on the site. Tom Braun moved forward to a discussion of the goals, objectives, and policy statements. Jim Lamont suggested that a criterion for review of new structures within the park should be that the structure mitigates the noise impacts of the interstate on the park. The Commissioners, George Ruther, and Tom Braun had a discussion regarding Policy Statement No. 2 and the desired architectural direction within the park and a prohibition of “iconic” structures. Commissioner Pierce, architect of the tennis center, stated that the intent of that design was to be iconic and clearly identify the building as the tennis center. Commissioner Hopkins spoke to “iconic” as being buildings with egos. Commissioner Pratt and others agreed that architectural elements could be included within the Master Plan as a general policy direction. 3. 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 October 14, 2013 MOTION: Kurz SECOND: Cartin VOTE: 5-0-0 4. Approval of August 26, 2012 minutes MOTION: Cartin SECOND: Hopkins VOTE: 4-0-1 (Pratt recused) 5. Information Update Commissioner Kurz wanted to object strongly to the Town Council statement that the Commission erred at a public hearing with the press present. This board works hard and invests a great deal of time. Commissioner Pratt stated that he has been on several Commissions and this Commission spends more than others he has been on reviewing each proposal. 6. Adjournment MOTION: Kurz SECOND: Cartin VOTE: 5-0-0 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 9/17/2013 Page 6 information. Sign language interpretation is available upon request with 24-hour notification. Please call (970) 479-2356, Telephone for the Hearing Impaired, for information. Community Development Department Published September 6, 2013 in the Vail Daily. 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: Superintendent Glass from the Eagle County School District RE50J Introduction 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: First draft of the 2014 Town Manager's proposed budget PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Provide feedback in preparation for first reading of the budget ordinance scheduled for October 1st BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Provide feedback in preparation for first reading of the budget ordinance scheduled for October 1st ATTACHMENTS: TM budget 9/17/2013 TO: Vail Town Council FROM: Finance Department DATE: September 12, 2013 SUBJECT: First Draft 2014 Town Manager’s Budget I. SUMMARY A first look at the 2014 Town Manager’s budget proposal II. DISCUSSION This first draft of the 2014 Town Manager’s budget includes the proposed revenue and expenditures for the General Fund, a summary of changes in personnel, funding recommendations for Council contributions and additional information on the five-year capital plan initially presented on September 2nd. Staff is requesting feedback on these items as we move forward in developing the 2014 budget ordinance which will be presented in October for first reading. The proposed 2014 budget does not propose any dramatic changes from the current year, and provides for a continuation of the high level of service in both day-to-day operations and special event support. The following objectives were used in the creation of the budget:  Develop a sustainable budget that operates within annual revenues  The budget will continue to reflect the town’s vision to be the premier international mountain resort community and will support areas of strategic focus identified by Council including Improvement of Economic Vitality, Grow a Balanced Community, Improve the Quality of the Experience and Develop Future Leadership  Departmental budgets to remain flat with amended 2013 budget  Significant commitments to iconic events such as the 2015 Alpine World Championship, 2015 Nation’s Event at Golden Peak, Pro-cycling Challenge and Burton US Open funded from General Fund reserves, outside of the town’s normal operations for the year Although sales tax collections have recently experienced record months, overall town revenues have not yet returned back to 2008 levels. Specifically, in 2008 the town’s revenue totaled $58.0 million compared to projected $53.6 million in 2014. The General Fund alone was $33.8 million in 2008 compared to $31.9 million projected for 2014 ($1.9 million reduction). While sales tax is projected to increase by 5.2% in 2014 from the amended 2013 budget, this is helping to offset decreases experienced since 2008 in other revenue streams such as property tax, parking revenue and construction fees. Since 2008 General Fund expenditures have increased only $1.3 million over a five-year period (or less than 1% per year on average) from $30.6 million to a proposed $31.9 million in 2014. The increase includes funding for special events, salary adjustments and additional operating expenses from new town facilities. It does not include iconic events funded from reserves. 9/17/2013 Town of Vail Page 2 The projected 2014 budget results in an operating surplus of $16,060 before iconic event funding of $1.1 million (2015 World Alpine Championships, Burton US Snowboarding Championships and US Pro-Cycling Challenge). After funding these events from town reserves, the fund balance at the end of 2014 is projected at $13.4 million, or 42% of annual revenues. Below are details of assumptions used in the development of the proposed 2014 budget: 2014 Revenue Council reviewed major revenue items back in August, and those numbers have been updated for revised projections of property tax collections, rental income, reimbursements and other non- major items. Total General Fund revenues are estimated at $31.9 million, a 2.4% increase from the 2013 amended budget. This includes a 5.2% increase in sales tax collections, with 62% of the $22.0 million going to the General Fund and remaining 38% to the Capital Projects Fund. Year to date collections in 2013 are currently up 8.4% from 2012 and 1.5% up from amended budget. Property tax collections are estimated at $4.5 million and are based on the most recent report from the County Assessor’s office. Lift tax collections of $3.8 million are projected flat with amended 2013 budget and 10% up from 2012 actuals. Year to date collections in 2013 are up 17.1% from 2012 and the ski season was up 13% from the prior ski season. Parking revenue of $3.9 million is flat with the amended 2013 budget and an 11% increase from 2012. Currently no increase in pricing of either parking passes or daily rates is assumed. Construction permit fees (“Licenses and Permits”) totaling $1.3 million are 4% higher than 2013 budget based on current year-to-date and historical activity. Major redevelopment projects such as the Marriott Residences are not included at this time. 2013 Expenditures Total expenditures for the General Fund (excluding $1.1 million of iconic event spending) are proposed at $31.9 million, a 3.1% increase from 2013 amended budget. As a service organization, the majority of spending relates to staffing. For 2014, this represents $19.9 million or 62% of total expenditures which includes benefits and a 3% proposed merit increase based on employee performance. The town’s operations are supported by 285 full time equivalent (FTE) positions in 2014, flat since 2011 and down 10.6 from 2008. This first draft of the Town Manager’s budget includes a change in the philosophy for staffing two key Information Technology functions. The independent IT Assessment conducted by MWH in 2011 identified software support as a key function lacking resources under the then existing organizational structure. Rather than commit to hiring full-time employees at that time, we engaged two contractors to fill an immediate need on a project basis while evaluating our business model to determine if the need was long-term. Based on the age, number and sophistication of computer systems the town has in place and the number of websites we now support, staff believes it is appropriate to have full-time employees providing software service on a long-term basis. The first draft of the 2014 budget includes an increase in salary and benefits with a corresponding reduction in contract services with no net increase in cost to the town. Similarly headcount no longer needed in other areas will be reallocated to Information Technology with no net increase in headcount. 9/17/2013 Town of Vail Page 3 Another shift in headcount relates to the Fire Department. Specifically, staff is requesting to convert two seasonal positions (one Resident Firefighter and one Forest Health crew member) into one full-time Wildland Fire Coordinator. This converted position will be split 70% to RETT for forest health duties and 30% to the General Fund for off-season planning projects, inspections and other suppression duties. The dollar impact of this conversion is an increase to the General Fund of approximately $22,000. Please refer to page 7 for summary of FTE changes, and page 8 for a 10-year history of the town’s FTE count. During the Budget Philosophy discussion with Council on July 16, staff recommended a phased approach to implementing the requirements of Health Care Reform. There are three types of employees not previously eligible to participate in the town’s insurance program that fall into the new coverage requirements. In this first draft of the 2014 budget, staff has included the first item in the proposed salary and benefit expenditures, as the most urgent issue of the three. Staff is requesting feedback on the other two items regarding inclusion in this year’s budget process. 1. 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. **Currently included in 2014 proposed budget. 2. Fire Student Residents (12-14 positions) – This is one of our high-risk populations. Implications: Estimated $150,000 to $200,000 in health plan costs; no change to other compensation or 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. 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. Benefits for the entire organization have not been finalized but currently are projected to total $5.1 million for the General Fund, which includes a $76,000 impact from the above inclusion of 12 season-to-season employees. While more finalized healthcare costs will be provided at the next meeting, staff will continue to manage any increases by sharing a portion of these expenses with employees through changes to health plan design (for example, increases to employee-paid deductibles, co-pays and out of pocket maximums). Employee monthly premiums could also increase. “Contributions and Special Events” includes the Economic Development / Commission on Special Event department, as well as staff-recommendations for Council Contributions. Earlier this year, Council agreed upon a more streamlined approach to annual contributions with the creation of four “Tiers” of contribution types. The tiers are explained on page 10-14, with 9/17/2013 Town of Vail Page 4 corresponding budget recommendations on page 15. The 2014 proposed expenditures followed the budget guidelines for all other departments, to remain flat with 2013 budget. In addition, due to several one-time allocations in 2013 to both Council Contributions and the Commission on Special Events the total contributions budget resulted in a decrease to the General Fund. This is somewhat offset by a request to increase the town’s contribution to the summer air program by $30,000 for annual support totaling $50K (please see attached memo). Contributions to the 2015 World Alpine Ski Championships ($250K per year for 5 years), the 2015 Nations Event at Golden Peak ($375K per year for 4 years), the U.S. Pro-Cycling Challenge (at $75K) as well as the Burton US Open (at $400K) are proposed to be funded from General Fund reserves because they cannot be absorbed within the annual budget allocations. Departmental spending of $7.0 million (also labeled as “All Other Operating” in the General Fund statement) is less than a 1% increase from the 2013 amended budget, and flat (only $419 increase) with the 2008 departmental spending. This General Fund budget proposal for 2014 results in an ending fund balance of $13.4 million or 42% of annual revenues. The five-year capital plan for both the Capital Projects Fund and the Real Estate Transfer Tax (RETT) Fund was presented on September 2nd. As in the previous capital worksheets, cost increases are highlighted in orange, revisions or new requests are highlighted in green, and items previously included as placeholders are highlighted in blue. The following changes were made after further staff review and Council feedback: Capital Projects Fund:  Replacement of the bus camera systems was removed from the capital budget. As new buses are purchased in 2016 and 2018, they come with new equipment. In addition, transit staff will be further trained on the compatibility issues with equipment in current and older buses. An annual service (approximately $20,000) is proposed in the operating budget which will monitor real-time activity on the buses. This 24/7 service will send weekly reports of general bus activity and driver performance issues such as sudden stops, speed concerns, seatbelt safety, among others.  Prior to bus purchases in 2016 and 2018, Public Works will research up-to-date information on natural gas infrastructure costs and equipment conversion. A recent example is RAFTA’s (Roaring Fork Transit Authority) switch to natural gas fueled buses.  The placeholder for a proposed relocation of the computer room and IT staff has been removed from the current draft. Although the current computer room is inadequate and in need of replacement, the best solution is clearly to replace it in connection with a new municipal building. When we know more about the municipal site plan and have an opportunity to reevaluate the potential of a new municipal building, staff will address the computer room issue either with a supplemental request or a plan to include it in a new or remodeled building.  A significant remodel of the town’s municipal building has been added to the 2016 capital plan should a complete reconstruction not occur.  More information was requested for the replacement of the town’s Mobile Emergency Communications Center vehicle. Please see the attached memo from Dispatch Services. 9/17/2013 Town of Vail Page 5  The addition of 24 cameras town-wide was included in the prior capital plan for 2014. While this item received general support from Council, we have included the memo from the Police Department again to provide detailed information.  Community Development is requesting the replacement of a 10-year old copier for approximately $10,000. RETT Fund: • The East Vail Interchange project was split between 2016 and 2017 (moved from total project in 2018), with water quality improvements planned for 2016 and landscape improvements in 2017.  Council requested a site tour of the Library recreation path, which will be held on the same day as this budget discussion. The proposed project of $1.1 million currently remains in the 2014 budget pending further feedback from Council. III. ACTION REQUESTED OF COUNCIL Staff requests feedback from Council on this preliminary budget draft in preparation for the first reading of the 2014 Budget scheduled for October 1st. 9/17/2013 2012201320142015201620172018 ActualAmendedProposedProjectionProjectionProjectionProjection Revenue 5.2%3%3%3%3% Local Taxes:20,046,454 20,922,000 $ 22,000,000$ 22,660,000$ 23,340,000$ 24,040,000$ 24,761,000$ 2014 5% increase from 2013 amended; then 3% per year Sales Tax Split b/t Gen'l Fund & Capital Fund58/4262/3862/3862/3862/3862/3862/38 Sales Tax11,530,000 12,971,000 13,640,000 14,049,200 14,470,800 14,904,800 15,351,820 Property and Ownership4,157,279 4,217,000 4,465,000 4,465,000 4,685,000 4,685,000 4,911,250 2014 per County assessor's office; later years 5% in assessment year Ski Lift Tax3,433,686 3,782,000 3,782,000 3,857,604 3,935,096 4,013,678 4,093,952 2014 based on 2013 projected; 2% per year Franchise Fees, Penalties, and Other Taxes1,003,318 1,074,442 1,011,550 1,040,751 1,072,684 1,103,713 1,137,596 Based on 2012 actuals (decreases from prior years); then 3% per year Licenses & Permits1,470,588 1,290,080 1,342,801 1,369,686 1,397,110 1,425,040 1,453,528 Based on 2012 actuals; then 2% per year Intergovernmental Revenue1,875,027 1,775,314 1,741,234 1,790,752 1,827,120 1,864,520 1,902,892 Federal grants for staffing ended in 2012; County stax, Road & Bridge based on 2013 projected Transportation Centers3,453,836 3,851,000 3,852,455 3,852,695 3,967,645 3,967,645 3,967,645 2014 overall flat with 2013 projected; then 3% increase in 2016 Charges for Services 975,305 719,347 757,622 769,008 781,399 793,305 804,497 Mainly based on RETT mgmt fee; VLMD fee and VRA fee (flat) Fines & Forfeitures251,501 270,887 276,274 281,838 287,477 293,228 299,095 2% increase Earnings on Investments177,991 175,000 110,000 130,000 150,000 150,000 175,000 Approx. 0.7% of fund balance based on 1st quarter '13 earnings Rental Revenue832,134 850,605 840,896 864,555 902,071 882,095 892,950 Miscellaneous and Project Reimbursements500,936 187,050 107,000 107,000 107,000 107,000 107,000 Total Revenue29,661,601 31,163,725 31,926,832 32,578,089 33,583,402 34,190,024 35,097,226 % increase vs. prior year 2.4%2.0%3.1%1.8%2.7% ExpendituresSalaries 13,355,939 14,205,036 14,847,363 15,144,310 15,447,196 15,756,140 16,071,263 2014: 3% per year; Includes converting approx. 12 "same position multi-season" from seasonal to FT Benefits 4,831,242 4,758,821 5,068,457 5,220,511 5,377,126 5,538,440 5,704,593 40.8% full time benefits in 2013; 3% per year increase after; Includes converting approx. 12 "same position multi-season" from seasonal to FT Subtotal Compensation and Benefits18,187,181 18,963,857 19,915,820 20,364,821 20,824,322 21,294,580 21,775,856 5.0%2.3%2.3%2.3%2.3% Contributions and Special Events1,499,782 1,598,648 1,445,698 1,474,600 1,504,100 1,534,200 1,564,900 2014 flat with 2013; Removed one-time $20K RSES, $5K CO 14ers, $5K Vail Veterans and $50K Vail DVD and $160K one-time CSE funding for event research and Memorial Day event; Increase by $30K for summer air service All Other Operating Expenses5,857,957 6,991,463 7,039,213 7,140,000 7,324,000 7,470,000 7,620,000 Depts held flat with exeptions: Removed supplemented $20K PD state-funded emrg.mgmt workshop, and $20K DUI svcs. Added $100K to TM budget as contingency for 2015 preparation Heavy Equipment Operating Charges2,129,048 2,282,796 2,365,254 2,412,559 2,460,810 2,510,026 2,560,227 2014 increase based on higher fuel prices; 2% per year thereafter Heavy Equipment Replacement Charges530,560560,284553,826564,903576,201587,725599,479Dispatch Services572,706 569,193 590,961 614,599 639,183 664,751 691,341 2014 increase based on usage Total Expenditures28,777,234 30,966,241 31,910,772 32,571,482 33,328,617 34,061,282 34,811,803 % increase vs. prior year 3.1%2.1%2.3%2.2%2.2% Revenue Over (Under) Expenditures884,367 197,484 16,060 6,607 254,786 128,742 285,422 2015 World Alpine Ski Championships (250,000) (250,000) (250,000) (250,000) - - - Pro-cycling event (75,000) (75,000) - 2015 Nation's Event (375,000) (375,000) (375,000) (375,000) - - - Burton US Open (400,000) (400,000) (400,000) (400,000) (400,000) - Vail's 50th Anniversary (350,000) - - - - - - Timber Ridge Investment (8,000,000) - - - - - Investment in Timber Ridge deed restrictions Transfer to Capital Projects Fund (52,000) - - - - - Revenue Net of Transfers & New Programs(142,633) (8,902,516) (1,083,940) (1,018,393) (145,214) (271,258) 285,422 Beginning Fund Balance23,546,285 23,403,652 14,501,136 13,417,196 12,398,803 12,253,589 11,982,331 Ending Fund Balance 23,403,652 $ 14,501,136$ 13,417,196$ 12,398,803$ 12,253,589$ 11,982,331$ 12,267,753$ As % of Annual Revenue42%38%36%35%35%TOWN OF VAIL 2014 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCEGENERAL FUND6 9/17/2013 2014 ChangesComments Full-time Regular Positions Finance technician(0.50) Temporary position during systems projects Bus Drivers5.00 Converting seasonal positions Parking Attendants3.00 Converting seasonal positions Streets Maintenance Worker3.00 Converting seasonal positions Heavy Equipment Operator1.00 Converting seasonal positions IT Software Specialists2.00 Convert contractors Wildland Fire Coordinator1.00 Converting two seasonal positions Community Development(1.00) Restaurant inspections now done by the state 13.50 Seasonal Positions Construction Inspector(0.50) Transfer to HEO backfill position for Chris Delles Summer HEO0.50 Converted from Construction Inspector Fire Resident(0.50) Convert to FT Wildland coordinator Forest Health Crew(0.50) Convert to FT Wildland coordinator Journey Mechanic(0.25) Position not filled for several years Bus Drivers(4.40) Converting seasonal positions Parking Attendants(2.76) Converting seasonal positions Parking Lead(0.46) Converting seasonal positions Streets Maintenance Worker(2.82) Converting seasonal positions Heavy Equipment Operator(0.92) Converting seasonal positions (12.61) Total Changes to FTE Count:0.89 Town of Vail 2014 Proposed Budget Summary of Changes in Personnel From 2013 Original Budget to 2014 Budget - 7 - 9/17/2013 TOWN OF VAIL 2014 BUDGET 2014 PositionsDepartment20042005200620072008200920102011201220132014ChangeFull-Time Regular Positions - Funded by TOVTown Officials6.506.906.907.066.236.236.235.434.434.434.430.00Administrative Services18.0019.1518.1519.6821.0220.3520.3519.3519.3519.4021.402.00Community Development14.0013.8513.8515.1815.1817.8515.8514.8513.8513.8512.85(1.00)Fire18.0018.0018.0018.0022.0021.2524.2524.0024.0024.5025.501.00Police and Communications54.2556.2554.2554.5054.5054.5055.5053.7554.7554.2554.250.00Library6.386.386.386.636.636.556.556.556.556.556.550.00Public Works, Streets & Roads, Landscaping29.7531.2531.7531.7531.7530.8030.8030.8030.8030.8034.804.00Transportation & Parking27.5030.5031.0031.0031.0033.0031.0031.0031.0031.0039.008.00Fleet Maintenance13.0013.0013.0013.0013.0013.0012.0012.0012.0012.0012.000.00Facility Maintenance20.5020.0020.0020.0020.0020.0020.0020.0018.0016.0016.000.00Capital Projects1.001.000.000.000.000.000.000.000.000.000.000.00Total FTE's - Full-Time Regular208.88216.28213.28216.80221.31223.53222.53217.73214.73212.78226.7814.00Fixed Term EmployeesAdministrative Services1.00 - 1.00 - - - - - - 0.50 - (0.50) Community Development2.00 6.00 6.00 5.00 4.00 4.00 0.50 - - - - 0.00 Fire1.00 2.00 2.00 2.00 2.00 - - - - - 0.00 Police and Communications- 1.48 3.48 3.48 3.48 3.00 - - - - - 0.00 Public Works, Streets & Roads, Landscaping1.75 1.63 1.63 1.63 1.50 1.50 - - - - 0.00 Capital Pro jects1.25 1.63 1.63 1.63 1.50 - - 0.50 0.50 - ( 0.50 ) Document Ima ging 0.75 0.75 0.75 0.75 1.00 1.00 1.00 1.00 1.00 1.00 1.00 0.00 Total Fixed-Term 3.7512.2316.4914.4913.7413.003.001.001.502.001.00(1.00) Externally Funded EmployeesPolice and Communications8.006.508.009.009.009.0010.0010.0010.0010.0010.000.00Total Externally Funded 8.006.508.009.009.009.0010.0010.0010.0010.0010.000.00 Seasonal Positions - Funded by TOV Town Officials0.000.000.000.000.000.000.000.000.000.000.000.00Administrative Services0.420.981.040.591.191.941.941.941.941.941.940.00TEN-YEAR SUMMARY OF BUDGETED POSITIONS BY DEPARTMENT- 8 - 9/17/2013 TOWN OF VAIL 2014 BUDGET 2014 PositionsDepartment20042005200620072008200920102011201220132014ChangeTEN-YEAR SUMMARY OF BUDGETED POSITIONS BY DEPARTMENT Community Development0.480.000.000.001.250.250.000.000.250.250.250.00Fire1.401.511.687.207.2010.2010.2012.7013.7013.7012.70(1.00)Police and Communications0.000.000.000.000.000.000.000.000.000.000.000.00Library2.482.482.481.701.701.701.701.701.701.701.700.00Public Works/ Streets & Roads/Landscaping7.578.698.9411.4211.9012.8610.4610.4610.9412.389.14(3.24)Transportation & Parking25.8423.2422.7825.3126.7025.7027.4627.4627.4627.4620.30(7.16)Fleet Maintenance0.000.000.000.000.000.000.250.250.250.250.00(0.25)Facility Maintenance1.331.331.361.381.381.381.381.381.381.380.92(0.46)Total Seasonal / Part-Time 39.5238.2338.2847.6051.3254.0353.3955.8957.6259.0646.95(12.11) All FTE's (Full-Time Equivalents)Town Officials6.506.906.907.066.236.236.235.434.434.434.430.00Administrative Services19.4220.1320.1920.2722.2122.2922.2921.2921.2921.8423.341.50Community Development16.4819.8519.8520.1820.4322.1016.3514.8514.1014.1013.10(1.00)Fire19.4020.5121.6827.2031.2033.4534.4536.7037.7038.2038.200.00Admin3.003.002.002.002.002.002.002.002.002.002.000.00Patrol27.0028.9830.4831.0031.2531.0028.0027.0028.0028.0028.000.00 Investigation5.005.005.005.005.005.005.005.005.005.005.000.00Records5.255.255.255.505.255.505.504.754.754.254.250.00Dispatch22.0022.0023.0023.4823.4823.0025.0025.0025.0025.0025.000.00 Police and Dispatch Total62.2564.2365.7366.9866.9866.5065.5063.7564.7564.2564.25(0.50)Library8.868.868.868.338.338.258.258.258.258.258.250.00Public Works, Streets & Roads37.3241.6942.3244.8045.2845.1642.7641.2641.7443.1843.940.76Transportation & Parking53.3453.7453.7856.3157.7058.7058.4658.4658.4658.4659.300.84Fleet Maintenance13.0013.0013.0013.0013.0013.0012.2512.2512.2512.2512.00(0.25)Facility Maintenance21.8321.3321.3621.3821.3821.3821.3821.3819.3817.3816.92(0.46)Capital Projects / Fixed Term1.753.002.382.382.632.501.001.001.501.501.00(0.50)Total FTE's 260.15273.24276.05287.88295.37299.56288.92284.62283.85283.84284.730.89- 9 - 9/17/2013 10 TO: Vail Town Council FROM: Town Manager’s Office, Economic Development Office and Finance Department DATE: September 12, 2013 SUBJECT: Contribution and Event Funding I. SUMMARY At the May 7 work session, Town Council concluded their discussions on Contributions and Event Funding and directed staff to proceed with a new process for the 2014 budget cycle incorporating tiers to simplify the process and establish parameters around the protection of certain events. The first draft of the Town Manger’s 2014 budget has been prepared in accordance with the new process considering funding tiers described below. Tier I – Vail Brand Events and Tier III – Services/Expertise are recommended for a two year cycle and are therefore included at the same level as 2013. Tier II – Extraordinary Events and Tier IV – Life-Long Learning are recommended annually. The Commission on Special Events (CSE) is viewed as part of the Economic Development Office and is funded like a town department, with no increase in 2014 from 2013. In-kind funding no longer requires an annual application, but is subject to staff-level approval and is also held flat for 2014 in this first draft. Since Council expressed concern about opportunities that may not fit the criteria for Tiers I – IV or the CSE, but support the Council goals and Council feels would provide value to the Town of Vail stakeholders and are worthy of governmental support a discretionary fund was proposed for discussion in the context of the 2014 budget. It should be noted, this is a new fund and had no budget in previous years. II. DISCUSSION The attached spreadsheet shows the staff recommended funding levels that are included in the first draft of the Town Manager’s 2014 budget. Groups in Tiers I and III were advised their funding would be specified at the same level as 2013 and they did not need to submit an application. Applications were required for Tiers II and IV unless previously committed for a long-term program such as the 2015 games. Staff received eight additional requests for funding which we have classified according to the defined tiers with one request falling into Tier I (although funding was already set for this tier), on in Tier II and one in Tier IV. The final four requests did not fit into any of the defined Tiers. Copied of the requests are attached to this memo. All requests were considered based on how the contribution or event fits into the overall Council Goals listed below:  Improve economic vitality  Grow a balanced community  Improve the quality of the experience  Develop future leadership 9/17/2013 11 Tier I – Vail Brand Events: 2014 Proposed Budget of $336,600 Events and programs which have been built by solid organizations over a period of time and enjoy - national and international recognition for excellence. These events represent the Vail brand at the highest level and the loss of any one of them would have a negative effect. Staff suggests we are at a sustainable level of funding for these events. The customer base includes a significant portion of destination guests and economic impact to the town is profound. Example of these events and programs would include Bravo!, Summer Mountain Games, Vail International Dance Festival and Vail Jazz Festival. Funding of this category is allocated outside of the CSE annual budget; however the results will be reported to the Commission on Special Events as part of the standard recap process and will also be presented to Town Council. The funding for Tier I is in addition to the CSE budget. Tier I Request: Bravo! Vail – $43,600 Although not required to submit an application this year for continuing programs, Bravo! Vail is requesting funding for three new programs: Collaboration with the Vail Jazz Festival on either June 27, 28, or 29 in celebration of the Jazz Festival’s 20th Anniversary - $25,000; Piano Fellows Program, a new professional development program for pianists in beginning stages of a career - $3,750; Colorado Public Radio Broadcasts continuing a program piloted in 2013 featuring live and recorded broadcasts directly from Bravo! performances - $14,850. The Town’s contribution for each of these programs would represent 50% of its cost and would be in addition to the $178,500 already included for the New York Philharmonic ($85,000), the Philadelphia Orchestra ($85,000), and the Music Matters and Educational Outreach program ($7,500) and the Bravo! Family Concert with the National Reparatory Orchestra. Staff recommendation: To be consistent with the concept identified in the new process of a sustainable level of funding for Tier I events, staff recommends no increase to program support for Bravo! Vail. It should be noted the Town invested $2.1 million in 2013 to upgrade the venue used by Bravo! with additional improvements planned by the Vail Valley Foundation in 2014. Tier II - Extraordinary Events: 2014 Proposed Budget of $1,100,000 This category represents events and programs that provide the town an opportunity for new or one-time events such as the US Pro Challenge, Burton US Open Snowboarding Championships and the 2015 World Alpine Ski Championships. Funding of this category is allocated outside of the CSE annual budget due to the size of funding request and potential for one-year only type of events; however the results will be reported to the Commission on Special Events as part of the standard recap process and will also be presented to Town Council. The funding for this category will not be automatic each year, but major events and/or programs with the potential to build the Vail brand even further and have a significant impact on the town’s economy would be considered on an individual basis. Tier I events would be able to apply for funding from this category with a new opportunity that fits this criteria. The funding for Tier II is in addition to the CSE budget and normally funded from reserves. The 2015 World Alpine Ski Championships and the 2015 Nation’s Event are included at previously committed amounts of $250,000 and $375,000. A placeholder is also included for the USA Pro Challenge at the 2013 level of $75,000 from the town’s General Fund with an additional $100,000 budgeted in the Vail Local Marketing District. 9/17/2013 12 Tier II Application: Burton US Open Snowboarding Championships An application for $750,000 of funding has been submitted by Burton Corporation and Highline Sports & Entertainment, Inc., for the 2014 Burton US Open Snowboarding Championships. This event was funded for the first time in 2013 with $400,000 cash contribution. Funds would be used for post Olympic celebrations; competition viewing enhancements; in town activations (Solaris/Arrabelle); expanded marketing programs; and enhanced Vail business outreach/integration. Staff Recommendation: This was a highly successful event for the town in 2013 at the $400,000 level. Staff recommends funding this event again in 2014 from the General Fund balance at $400,000. Tier III – Services/Expertise: 2014 Proposed Budget of $300,620 This category funds an aspect of services/expertise that the town does not already provide, supports the TOV physical plant and is appropriate for governmental support. Included in this category are support of TV5, Colorado Ski and Snowboard Museum, Betty Ford Alpine Gardens and the Eagle Valley Childcare. The town no longer requires an annual application to be filled out for ongoing operating support, which will be included in the annual budget at a set level each year. This process is intended to cover operating expenses only. Additional opportunities will also be considered. No additional requests were received in this category and all previously identified organizations have been included in the proposed budget at the 2013 level. Tier IV – Life-Long Learning: 2014 Proposed Budget of $15,000 This category is proposed for life-long learning type of events or programs. Examples of this category might include Vail Symposium, Vail Living Well and Vail Global Energy Forum, in addition to new events that meet the criteria. Each year these new events or programs will be evaluated during the budget process. After the initial 3 year period of funding this category of events, staff and Council will review the merit of continuing with the category. Tier IV Requests: Vail Symposium - $50,000 The request will fund operational expenses associated with current programs which present thought provoking speakers and topical conversations that engage the thousands of residents, part time home owners and visitors. Also under consideration are enhanced publicity, co- hosting a limited number of programs in strategically selected cities that regularly feed visitors to Vail, and attracting a few speakers each season with celebrity profiles. Staff recommendation: Staff does not recommend funding general operations or additional programs in cities other than Vail. Concern is also raised about the apparent high level of overhead vs. programming in the financial information presented. Walking Mountains Science Center - $20,000 The request will support operation of a cultural and educational facility and remote programs that provide significant benefit to thousands of residents and visitors of the Town of Vail. Staff recommendation: 9/17/2013 13 Staff contacted the Vail Recreation District (VRD) and was told the two entities are currently negotiating a proposal from Walking Mountains to manage the Nature Center. On the surface, this appears reasonable from the VRD’s perspective in that: 1) Could potentially lower the VRD’s subsidy; and 2) Walking Mountains has a demonstrated ability to fundraise successfully. Nothing is in place yet. The Recreation Subcommittee will discuss this topic at their meeting September 17. The town generally does not fund programs for which we have contracted out management services. The staff recommendation is not to fund. Starting Hearts - $15,000 Starting Hearts presented their program to the Council on August 6th. The mission of Starting Hearts is to generate awareness of sudden cardiac arrest and educate residents and guests of the Vail Valley on the signs and symptoms along with what friends, loved ones or bystanders can do to potentially save the life of someone experiencing SCA. They are requesting $15,000 to continue and expand the CALL, PUSH. SHOCK. education program, specifically in Vail. Staff recommendation: Staff recommends funding this request on a one-time basis to expand the education program for Vail residents, businesses, and guests in support of Council’s goals to grow a balanced community by providing and understanding of this important issue and improve the quality of the experience by potentially providing an ever safer environment to our residents and guests. Discretionary Fund: Since Council expressed concern about opportunities that may not fit the criteria for Tiers I – IV or the CSE, but support the Council goals and Council feels would provide value to the Town of Vail stakeholders and are worthy of governmental support a discretionary fund is proposed for discussion in the context of the budget. It should be noted, this would be a new fund and had no budget in previous years. Staff Recommendation: Consistent with an effort to keep General Fund line items flat with 2013, staff does not recommend funding a discretionary fund at this time. Other Requests: Vail Veterans Program - $10,000 Funds from the Town of Vail would be utilized to support the costs associated with program delivery to a military family. Specifically, the funds will provide rehabilitative recreational activities, airfare, ground transportation, lodging, adaptive equipment, meals, supplies and lessons for one military family to attend the therapeutic programs of the Vail Veterans Program in Vail. A one-time contribution of $5,000 was made to this organization in 2013 in honor of its 10th anniversary. Staff recommendation: Staff does not recommend funding this program on an ongoing basis. Colorado Fourteeners Initiative - $7,500 Funding is requested to help maintain the natural integrity of trail systems, backcountry camping areas and riparian areas on and near Mount of the Holy Cross, the closest Fourteener peak to the Town of Vail. A one-time contribution of $5,000 was made to this organization in 2013 for major trail reconstruction. 9/17/2013 14 Staff Recommendation: Staff does not recommend funding this request since other options such as Federal dollars are available and the TOV made a one-time contribution for major trail reconstruction in 2013. Although hiking is a major summer activity of our guests, staff does not think this request rises to the level of other programs and events contributing to economic vitality. River Bridge Regional Center - $2,000 Funding is requested to support operations of a non-profit organization providing services in cases of child abuse. Staff recommendation: Although the program has merit, it does not fit within the Council goals and funding is not recommended. Other taxpayer dollars are available to fund human services. For example, Eagle County Public Welfare Fund imposes a .24 mil levy and generates over $200,000 in estimated property tax from Vail property owners. In-kind Funding: Estimated 2013 Spending Exceeds $300,000 Annual in-kind funding allocations such as ice time at Dobson Arena, use of Donovan Pavilion/Grand View and public works or police department services are subject to staff-level approval. The town no longer requires an annual application to be filled out. CSE recaps should include this funding. Additionally, sponsorship levels for the Town of Vail should also reflect the level of funding including cash and in-kind. Staff Recommendation: The town’s 2014 proposed budget does not plan any increase in staffing, which constrains the amount of public works, police department and other in-kind services available. However, if event funding is increased over 2013 levels, staff recommends a re-evaluation of what is needed to support the events at the current level. Commission on Special Events 2014 Proposed Budget of $861,800 As noted above, the draft budget includes CSE funding at the same level as 2013 without one- time commitments totaling $160,000 for event research, Memorial Day event and contract services. Individual event funding will undergo a rigorous review process through the CSE for specific fund allocations. II. ACTION REQUESTED OF COUNCIL Staff requests that Council review the staff recommendations presented here along with the specific proposals attached and provide direction on the following questions: 1. Does Council agree with staff recommendations as presented? 2. If Council supports increasing any of the items presented, how would Council like those increases funded, e.g., from changing the sales tax split, from General Fund reserves, other? 3. If Council supports increased funding for any events, staff recommends a further review of in-kind spending for inclusion in the first reading. Does Council support this approach? 9/17/2013 2013  Actual  Contributions 2014 Requests  Staff  Recommendation  TIER I ‐ VAIL BRAND EVENTS Bravo! Colorado / New York Philharmonic85,000                       85,000                        Bravo! Colorado / Philadelphia Orchestra85,000                       85,000                        Bravo! Colorado/Music Matters Education & Outreach7,500                          7,500                          Bravo! Family Concert /National Repertory Orchestra1,000                          1,000                          Bravo! Colaboration with Vail Jazz25,000                       ‐                               Bravo! Piano Fellows Program3,750                         ‐                               Bravo! Colorado Public Broadcasts14,850                       ‐                               Vail Jazz Festival (June 24‐ Sept 3 '12)70,600                       70,600                        Vail Valley Foundation      Vail International Dance Festival60,000                       60,000                             Gerald R. Ford Amphitheater (Hot Summer Nights)  27,500                       27,500                        Total Tier I ‐ VAIL BRAND EVENTS336,600                     43,600                       336,600                      TIER II ‐ EXTRAORDINARY EVENTS Vail Valley Foundation      2015 World Alpine Ski Championships250,000                     250,000                           2015 Nations Event (Golden Peak)375,000                     375,000                           USA Pro Challenge (additional $100K VLMD)75,000                       75,000                        Burton US Open400,000                     750,000                     400,000                      Total Tier II ‐ Extraordinary Events1,100,000                 750,000                     1,100,000                  TIER III ‐ SERVICES/EXPERTISE Betty Ford Alpine Gardens65,620                       65,620                        Colorado Ski Museum42,000                       42,000                        Eagle River Watershed62,000                       62,000                        Eagle Valley Childcare 45,000                       45,000                        TV580,000                       80,000                        Vail Valley Athlete Commission6,000                          6,000                          Total Tier III ‐ Services/Expetrise300,620                     ‐                              300,620                      TIER IV ‐ LIFE‐LONG LEARNING Vail Symposium ‐                              50,000                       ‐                               Walking Mountains Science School‐                              20,000                       ‐                               Starting Hearts‐                              15,000                       15,000                        Total Tier IV ‐ Life‐Long Learning‐                              85,000                       15,000                        OTHER REQUESTS Colorado Fourteeners Initiative Trail Redevelopment5,000                          7,500                         ‐                               Red Sandstone Elementary PTO Technology Platform20,000                       ‐                               Vail Veteran's Program Tenth Anniversary5,000                          10,000                       ‐                               Vail 50th DVD50,000                       ‐                               River Bridge Regional Center2,000                         ‐                               Total Other80,000                       19,500                       ‐                               Total Council Contributions1,817,220               898,100                   1,752,220                  Funded from: General Fund Operations589,600                     148,100                     524,600                      General Fund Reserves1,100,000                 750,000                     1,100,000                  Real Estate Transfer Tax Fund127,620                     ‐                              127,620                      Subtotal1,817,220                 898,100                     1,752,220                  Vail Local Marketing District100,000                     100,000                      Total1,917,220               898,100                   1,852,220                  2014 15 9/17/2013 1 APPLICATION FOR TOWN OF VAIL FUNDING GENERAL INSTRUCTIONS All applications must be submitted to the Town of Vail by June 28, 2013 by 5:00 P.M.. You must provide an electronic version only (single file please), sent to khalloran@vailgov.com. Any application received after that date will not be considered. For questions on the financial statements, please contact Kathleen Halloran at 479-2116. PLEASE TYPE THIS APPLICATION OR PRINT IN BLACK INK 1. Name of organization: Bravo! Vail 2. Contact person: Caitlin Murray, Director of Development 3. Mailing address: 2271 North Frontage Road West, Suite C, Vail, CO 81657 4. Telephone: 970.827.4305 5. E-mail address: cmurray@bravovail.org 6. Members and Titles of your governing board: Board of Trustees Members Ronnie Baker Philanthropist Barry Beracha Retired Executive Jenn Bruno Owner, Luca Bruno and Due Bill Burns Executive, US Bank Marijke de Vink Philanthropist Timothy Dalton* Businessman Cookie Flaum Philanthropist Craig Foley* Philanthropist Ceil Folz President, Vail Valley Foundation Vicky Garza-Mohajer Philanthropist Dan Godec, Treasurer* Banking Industry Consultant Jeanne Gustafson Retired Businesswoman Linda Hart* Vice-Chairman and CEO, The Hart Group Alan Kosloff** Retired Businessman Rob LeVine General Manager, Antlers at Vail Vicki Logan, Secretary* Retired Bussinesswoman Laura Marx* Philanthropist Tony Mayer Retired Banker Shirley McIntyre Philanthropist Russell Molina, Vice-Chairman,* Businessman Matt Morgan Owner, Sweet Basil Restaurant Michele Resnick Philanthropist Margaret Rogers Attorney Byron Rose Retired Businessman Carole Segal* Philanthropist Rachel Smiley* Owner, Alpine Party Rentals Frank Straus Bravo! Vail Guild Chairman Susan Suggs Philanthropist Argie Tang, Chairman* Philanthropist 9/17/2013 2 Doug Tansill** Businessman Betsy Wiegers* Retired Businesswoman, Philanthropist * Executive Committee, ** Chairman Emeritus 7. Amount of contribution requested: $43,600 8. Organization fiscal year-end: September 30, 2014 9. Are your books audited? Yes, a financial review is conducted at the end of each fiscal year by Stephanie Novosad, CPA of Novosad, Lyle and Associates. A Sarbanes-Oxley review is performed by Jerry McMahan formerly of McMahan and Associates. 1. How will the contribution be used? Project I – Collaboration with the Vail Jazz Foundation For Project I, the contribution from Town of Vail would be used to assist in underwriting the costs of a joint collaboration between Bravo! Vail and the Vail Jazz Foundation to present a major national act in conjunction with the 2014 residency of the Dallas Symphony Orchestra. Bravo! Vail and The Vail Jazz Foundation intend to partner in 2014 to bring a national headline artist to perform with the Dallas Symphony Orchestra. This performance would take place prior to July 4, on either June 27, 28 or 29, therefore attracting visitors from the Front Range to stay in Vail during off-peak season, thus providing an economic benefit to the town as a whole. In consideration are major contemporary performing artists such as Michael Buble and Harry Connick, Jr. In conjunction with the celebration of its 20th Anniversary, the Vail Jazz Foundation would promote this performance heavily through its relationship with KUVO, Colorado’s jazz station which broadcasts throughout the Vail Valley, Breckenridge and the Front Range. Additional marketing by both organizations via radio, television, print, online advertising, social media and email campaigns will target younger, Front Range residents. This marketing campaign will identify the Town of Vail as cultural tourism destination for concert-goers seeking a unique experience. Project I Budget Estimated Artistic Fee for Headline Artists: $50,000 Town of Vail Funding Requested: $25,000 Project II – Piano Fellows Program In summer 2014 Bravo! Vail plans to launch a new professional development program for exceptionally talented pianists, who are in the beginning stages of a career as a soloist and chamber musician. In 2014, up to three "Piano Fellows" will be selected by Bravo! Vail Artistic Director, pianist Anne-Marie McDermott, for a 3 to 4 week immersion into the life of the festival. Family members would likely accompany the students, thereby increasing the number of visitors to the Town of Vail and boosting the economic impact of the Festival on the town as whole. The goals of the program are several: -To enhance and expand Bravo! Vail's connection to its surrounding community. Piano Fellows concerts will add a minimum of ten free concerts throughout the Vail Valley. The concerts will kick off Bravo! Vail's first week, engendering a fun and festive atmosphere for the local community. -To create a personal link between musicians and residents of the Vail Valley. Each Fellow will live with a host family during the residency. Families will be asked to share their love and experience of the Vail Valley while supporting their "Fellow" through the program. Nurturing a young musician creates a bond that ultimately serves the future of music and culture for both audiences and artists. Over time, Vail will develop a reputation as a center of learning in the musical community, similar to the Aspen Music Festival and School. 9/17/2013 3 Project II Budget Estimated Cost Per Fellow: $2,500 (Includes travel, lodging, food, including air travel, airport ground transportation, local transportation and gas, piano rental and maintenance, food, music and amenities) Estimate Number of Fellows: 3 Total Estimated Program Cost: $7,500 Town of Vail Funding Request: $3,750 Project III – Colorado Public Radio Broadcasts In 2014, Bravo! Vail intends to continue and expand upon the program piloted in 2013 with Colorado Public Radio, which features live and recorded broadcasts over CPR directly from Bravo! Vail performances. The contribution from Town of Vail will be used to fund additional artistic fees and production costs for recorded and live Colorado Public Radio broadcasts of a minimum of six performances (three orchestral performances at the GRFA and three chamber performances).These costs include artistic and production fees for recording and broadcast rights, recording technician costs, ISDN lines at each venue and additional production crew costs related to the broadcast and recording equipment. The CPR broadcast continues a major initiative for Bravo! Vail, as the Festival had never produced broadcast a concert live until 2013. In its 2014 collaboration with CPR, Bravo! Vail would serve as the cornerstone of CPR’s SummerFest program, just as it will in 2013. SummerFest celebrates the many classical music festivals in Colorado each summer by broadcasting select performances from around the state. CPR'S latest weekly cumulative audience measurement for April was 129,700 (listeners in the metro Denver market). Statewide, CPR averages an additional 20,000 listeners in Pueblo, Glenwood Springs and Delta. Classical music runs evenings on the Vail signal which reports approximately 6,200 listeners. All figures represent weekly cumulative averages. The Bravo! Vail concert broadcasts will receive significant advance promotion from CPR prior to the performances. These promotions will reinforce the Vail brand, associate it with world class musical programming and identify Vail as a cultural destination. The ultimate result should be increased concert- goers from the Front Range, resulting in an economic benefit to the town as a whole. The promotion would reach thousands of music lovers within close proximity to Vail and with the financial resources to travel to Vail to attend the performances, stay in Vail hotels and dine at Vail restaurants. Project III Budget Artistic fees $5,000 Broadcast and recording technicians $14,600 Housing and travel costs $3,600 Production staff expenses $1,500 Equipment rental and installation $4,000 Additional Marketing $1,000 Total Project One Budget $29,700 Town of Vail funding requested $14,850 2. How does your request support item 1C of the contribution policy? 9/17/2013 4 Each of the three projects outlines here support item 1C of the contribution policy. There will be a significant direct benefit to the entire community of Vail by the implementation of each of these projects. Project I would attract visitors to the Town of Vail during off-peak season, thereby increasing hotel occupancy, retail sales, restaurant sales, and tax revenue. Project II would add over ten free concerts to Bravo! Vail’s schedule, thereby increasing the number of concert-goers attending Bravo! Vail and creating an all around more robust festival, which would serve to increase Bravo! Vail’s $16:1 million economic impact on the community. Project III will broadcast the Bravo! Vail brand statewide, identifying Vail as the home of concerts of the highest artistic excellence. This will attract a sophisticated audience to Vail, which will further increase hotel occupancy, retail sales, restaurant sales, and tax revenue, all the while identifying Vail as the premier mountain resort community for cultural tourism. Each project will be extensively marketed by Bravo! Vail (and the Vail Jazz Foundation in the case of Project I) with direct mail and online calls to action to book lodging in Vail. As in the past, an audience survey will be conducted measuring overall spending on lodging, dining, shopping, and activities. Each project would attract an audience of exceptionally high demographics in regards to household income and level of education. Each project proposed here will also align with the Town Councils mission statement. Project I features a major collaboration between Bravo! Vail and the Vail Jazz Foundation. The strength of vitality of both organizations helps to enrich the cultural life of the community, offering balance and contrast to the athletic and outdoor activities Vail is so well known and loved for. Project II would create a greater sense of community by aligning piano students with host families in Vail, turning Vail into a “home away from home” for young students as they advance in their careers. Over time, this will identify Vail as a music education destination for advanced students. Project III will broadcast the Festival to the listeners of CPR, thereby reaching a diverse, sophisticated and educated audience. These listeners will come to identify Vail as not only a recreational destination, but one for cultural experiences as well. Furthermore, as it grows and expands, Bravo! Vail remains committed to operating with a minimal environmental impact, thereby helping to ensure the future health of the Vail community. Since 2009 Bravo! Vail has been making an aggressive effort to increase its environmentally sensitivity. Continuing in the 2013 Season, an effort is made to print on recycled or partially-recycled paper, including the 2013 Program Book. All ticket-buyers are actively encouraged to purchase online, reducing the demand for printed materials, and order confirmations are distributed by email rather than mail. Board and staff meetings no longer include printouts, rather they are conducted wirelessly. The staff actively recycles paper, plastic, aluminum and cardboard and the office itself is outfitted with energy efficient appliances and light bulbs whenever possible. Many of the office fixtures were constructed from recycled materials. Bravo! Vail also made its best effort to use green materials in the office space such as recycled carpet, low emission adhesives, low odor/zero-VOC paints, reclaimed lighting and materials, and recycled glass, plastic and metal from the original construction as well as reducing waste by locally recycling all qualifying materials during the demolition phase. Additionally, Bravo! Vail concerts are held primarily outdoors during daylight hours, with very little requirement for HVAC or lighting. Concert goers are encouraged to carpool and use public transportation, and access to public transportation is taken into consideration when concert venues are selected. 12. Who currently funds your organization (other governments, private donations, user fees, etc.)? Bravo! Vail receives funding support from private, corporate and family foundations; federal (NEA), state (CCI) and local government (Towns of Gypsum and Eagle, Eagle County, Eagle Ranch and Cordillera); corporate enterprises; individual patrons; as well as from membership fees from the local community volunteer Guild. Earned income is generated through ticket sales, program advertising and merchandise sales. 13.Organization's mission statement: Bravo! Vail’s Mission Statement. 'Enriching people"s lives through the power of music. producing the finest performances by the greatest artists, fostering music education and promoting a life-long appreciation of the arts." 9/17/2013 Page 1Bravo! Vail6/28/2013 12:23:04 PM Operating Balance Sheet - May 2013 5/31/2013 01 - Operating Assets 01-10109US Bank Money Market$5,072.71 01-10110US Bank Checking$1,714,521.00 01-10111USBank Operating Sweep$80,900.99 01-10112Flex Spending Plan Account$3,885.94 01-10122American National Bank CD$28,853.91 01-10123Merrill Lynch/Bank of America$645,447.58 01-10125Wells Fargo Bank Savings Account$19,297.32 01-10129Wells Fargo Bank Checking Account$135,965.57 01-10131Petty Cash$200.00 01-10132457 Deferred compensation$305,880.23 01-10135Pledges Receivable$284,342.99 01-10136Stock clearing account$26.61 01-10140Prepaid Expenses$7,500.25 01-10146Accumulated amortization($40,654.00) 01-10150Equipment$379,334.15 01-10151Festival Piano$58,000.00 01-10152Leasehold improvements$88,357.57 01-10160Accumulated Depreciation($227,199.85) $3,489,732.97 Total Liabilities and Fund Balance 01-20215Prior Year Accounts Payable$16,200.93 01-20217Check clearing account$1,000.00 01-20220Accrued Salaries$3,373.58 01-20223Vacation accrual$11,548.01 01-20225Unearned Income$3,298.02 01-20230Flexible Spending Account Payable($675.03) 01-20231Daycare Spending Account Payable($415.07) 01-20233457 Plan Payable$107,500.00 01-20234Employer Match payable$526.68 01-20235401K Plan payable$3,445.91 01-20239On account$4,572.80 01-20243Deferred Compensation Oblig.$305,880.23 01-30280Fund Balance - Operating$3,033,476.91 $3,489,732.97 Total Liabilities and Fund Balance confidential 9/17/2013 Bravo! Vail 2013 Income Statement & Budget 6/28/20132013 Budget Fiscal Year 2013 Revenues Earned/Unearned Income 01-40301Ticket Sales (Orchestra/ Chamb$977,334 $1,400,000 01-40302Soiree Ticket Sales$17,400 $35,000 01-40303Gala Auction & Ticket Sales$78,800 $170,000 01-40304Education Income$111,719 $180,000 01-40305Festival Contributions/Gifts$2,394,942 $2,747,500 01-40307Grant Revenue$13,000 $202,500 01-40309Program Advertising$131,752 $172,000 01-40311Interest Income/Stock gains$3,630 $2,500 01-40315Endowment Contribution$0 $0 $3,728,578 $4,909,500 Total Earned/Unearned Income $3,728,578 $4,909,500 Total Revenues Expenses Artist Fees/Travel $268,636 $2,669,075 $268,636 $2,669,075 Total Artist Fees/Travel Special Artistic $36,515 $216,800 $36,515 $216,800 Total Special Artistic Marketing $256,897 $473,500 $256,897 $473,500 Total Marketing Administration $182,523 $231,400 $182,523 $231,400 Total Administration Salaries/Taxes $906,977 $1,318,725 $906,977 $1,318,725 Total Salaries/Taxes $1,651,548 $4,909,500 Total Expenses In Kind 01-40332In Kind contributions$711,307 $2,460,000 01-50460In Kind Expense$711,307 $2,460,000 $0 $0 Total Page 1CONFIDENTIAL 9/17/2013 1 March 3-8, 2014 Application for Town of Vail 2014 Funding Applied 6/28/2013 by: 9/17/2013 2 APPLICATION FOR TOWN OF VAIL FUNDING 1. Name of organization: Burton Corporation and Highline Sports & Entertainment, Inc. 2. Contact person(s): Nick Sargent, Burton and Jeff Brausch, Highline 3. Mailing address: Burton Corporation, 80 Industrial Parkway, Burlington, VT 05401 Highline, 12 Vail Rd, Suite 500, Vail, CO 81657 4. Telephone: Burton Corporation, 802.660.3285 fx: 802.651.0333 Highline, 970.476.6797 fx: 970.476.6890 5. E-mail address: nicksa@burton.com and jeff@gohighline.com 6. Members and Titles of your governing board: Burton Corporation / US Open Snowboarding Championships Nick Sargent, Global Director of Strategic Alliance, Burton Snowboards Ian Warda, Events Director, Burton Snowboards Maria McNulty, Global Events and Entertainment Consultant, M3 Events and Entertainment Jeff Brausch, CEO, Highline Sports & Entertainment, Inc. James Deighan, VP of Sales, Highline Sports & Entertainment, Inc Peggy Wolfe, VP of Events, Highline Sports & Entertainment, Inc 7. Amount of contribution requested: $750,000- 8. Organization fiscal year-end: Burton - January 31 Highline – December 31 9. Are your books audited? Burton books are reviewed by Price Waterhouse Coopers Highline books are reviewed by Keil & Associates, CPA 10. How will the contribution be used? Based on key learnings from year one of the US Open and the desire to grow the event at a responsible and sustainable pace over the next four years, the Town of Vail funding for this project will be leveraged towards enhancing the event in a number of proposed ways: • Post Olympic celebrations • Competition viewing enhancements • In town activations (Solaris/Arrabelle) • Expanded marketing program • Enhanced Vail business outreach/integration 11. How does your request support item 1C of the contribution policy? As was seen in the first year that the US Open took place in Vail, the US Open Snowboarding Championships had a very positive impact on the Town of Vail that was felt across many segments of the community including the citizens, guests and local businesses. The 2014 US Open will continue to benefit the entire community of Vail and speak to the mission of the Town Council. Building upon the momentum of the 2013 event, the positive synergies created by the alignment of three world class brands (TOV, Vail Mountain and Burton), and the US Open’s long standing reputation for progression, excellence and fun, the 2014 event will further yield the following positive results: • Showcasing Town of Vail on the global stage 9/17/2013 3 • Providing an influx of consumer spending, positively impacting lodging, transportation, parking and local businesses • Attracting a new demographic and consumer to Vail • Providing TOV with a week long, high quality guest experience (on and off hill) and a point of differentiation from other resort towns • Making Town of Vail the topic of worldwide conversation 12. Who currently funds your organization (other governments, private donations, user fees, etc.)? Burton is a privately held company. Highline is a privately held company. The US Open Snowboarding Championships is funded by Burton Snowboards, corporate sponsors and Vail Resorts. 13. Organization's mission statement: The mission of the US Open is to provide a world class competitive experience for athletes and spectators, while ensuring that the event is regarded by all as “the most fun” and “favorite.” 9/17/2013 4 APPLICATION FOR TOWN OF VAIL FUNDING Balance Sheet Highline Sports & Entertainment, Inc. Most Recent Completed Fiscal Year December 31, 2012 ASSETS Total Current Assets $827,521 Total Fixed Assets $165,658 Total Other Assets $6,320 TOTAL ASSETS $999,499 LIABILITIES & EQUITY Total Current Liabilities $213,919 Total Long Term Liabilities $33,913 TOTAL LIABILITIES $247,832 TOTAL EQUITY $751,667 TOTAL LIABILITIES & EQUITY $999,499 * It is the company policy of Burton Corporation, as a privately held company, not to disclose financial information. 9/17/2013 5 APPLICATION FOR TOWN OF VAIL FUNDING 2014 Budget 2014 US Open Budget Marketing983,400$ 21.85% Social Media Campaign30,000$ Print Ads25,000$ Radio Ads12,400$ TV Buy20,000$ Grassroots Marketing Campaign15,000$ Retail Marketing20,000$ Music Licencing4,000$ TTR Fees40,000$ Television Production457,000$ Televison Time Buy250,000$ Webcast Production90,000$ TV/Webcast Satellite 20,000$ Event Production2,834,200$ 62.97% Event Collateral63,300$ In-Town Activations60,000$ Olympic Celebration40,000$ Infrastructure imrpovements for night events250,000$ Signage75,000$ On-Site Activation59,700$ Party Production and Talent171,000$ Speedrail Fencing30,000$ Event Infrastructure38,500$ Event Staff55,800$ Shipping5,000$ Apparel / Backpacks71,200$ Prize Money342,000$ Storage1,000$ Porta Potties1,500$ Storage Containers4,500$ Bicycle Barricade5,800$ Chemicals2,000$ Conduit2,500$ Equipment Rentals2,600$ Trash1,400$ Electricians5,700$ Snowmaking150,000$ Resort Labor36,000$ Diesel / Propane40,700$ Internet Charges4,200$ Office Supplies / Equipment2,000$ Miscellanious Resort Expenses25,000$ SPT Service Fee129,000$ Rail Build40,000$ Machine Use and Labor67,000$ Registration and Scoring36,000$ Tents82,000$ Sound79,500$ Jumbotron75,000$ Lighting56,000$ Stage30,000$ Security100,000$ Scaffolding85,000$ Office Trailers25,600$ Power Distribution27,400$ Radios18,400$ Medical Consultation12,000$ Rider Shuttles9,000$ Event Production415,900$ Travel / Lodging / Meals683,300$ 15.18% Catering / Meals / Hospitality159,800$ Conference Services23,000$ Lodging440,000$ Travel 38,500$ Transportation22,000$ Total4,500,900$ 9/17/2013 1 VAIL SYMPOSIUM APPLICATION FOR TOWN OF VAIL FUNDING GENERAL INSTRUCTIONS All applications must be submitted to the Town of Vail by June 28, 2013 by 5:00 P.M.. You must provide an electronic version only (single file please), sent to khalloran@vailgov.com. Any application received after that date will not be considered. For questions on the financial statements, please contact Kathleen Halloran at 479-2116. PLEASE TYPE THIS APPLICATION OR PRINT IN BLACK INK 1. Name of organization: Vail Symposium 2. Contact person: Alby Segall 3. Mailing address: P.O. Box 3038, Vail, CO, 81658 4. Telephone: (970) 476-0954 5. E-mail address: alby@asegall.com info@vailsymposium.org 6. Members and Titles of your governing board: Board of Directors: Pam Brandmeyer Nancy Burton Kraig Forbes Jay Huffard Andy Kaufman Allison Krausen Rob LeVine, Treasurer Mike Losier Maricela Luevanos Liana Moore Dale Mosier Jeanne Mosier Rohn Robbins, Chairman of the Board Jim Ruh 7. Amount of contribution requested: $50,000 8. Organization fiscal year-end: December 31 9. Are your books audited? No 9/17/2013 2 10. How will the contribution be used? Please see proposal below. 11. How does your request support item 1C of the contribution policy? Please see proposal below. Proposal to the Town of Vail Summary  The Vail Symposium has been an important part of the cultural and intellectual fabric of Vail for over 42 years.  We make our community smarter.  We are now on the road to financial stability thanks to o growing major donors. o forging partnerships with businesses and foundations. o support from the Town of Vail.  We currently have many programs with attendance of over 200 people.  We are in discussions with a corporate sponsor to add limited programs in strategically identified communities that send numerous tourists to Vail.  90% of attendees surveyed said that the Vail Symposium is an important addition to our community and that it would be a significant loss if it were to go away.  We create an educational environment for lifelong learners.  We spread ideas, convene the community and initiate stimulating conversation.  Therefore, we are requesting $50,000 from the Town of Vail to help support this important Vail institution and by extension, Vail itself. Proposal for Funding from the Town of Vail For forty-two years the Vail Symposium has been the constant intellectual force in Vail. One only needs to look on the wall of the Town Council chambers to be reminded of the Symposium’s role in the growth of this vibrant and diverse community. Those Thomas Benton posters speak volumes about how the Vail Symposium has initiated thought for over four decades. No other Vail non-profit institution provides the diversity of programs that the Symposium does. We have become a vital part of the fabric of what make Vail so special. The Vail Symposium is different than Bravo! that so successfully brings thousands of tourist dollars to the Town coffers. The Vail Symposium is different than the Betty Ford Alpine Gardens, which stands as an idyllic symbol of nature and our alpine environment. The Vail Symposium is unique to Vail. While our programs are indeed wonderful, they are enhanced by the ancillary benefit of stimulating and attracting an entire group of people who thrive on lifelong learning. Whether or not one actually attends all the Vail Symposium programs, there’s no avoiding being surrounded by the invigorating people that the Symposium helps attract. The Symposium is truly about community. When Terry Minger, then the Town Manager, started the Vail Symposium it was to insure that Vail became a community and not just a resort. We believe we have helped to do that, and we hope you appreciate that aspect of what we represent. 9/17/2013 3 If the Town of Vail believes that intellectual stimulation adds spice and flavor to the Vail experience, then we are the best restaurant in town. We are confident in our mission as we approach our forty third year filled with thought provoking speakers and topical conversations that engage the thousands of residents, part time home owners and visitors who comprise our audience. We are on the road to financial stability. Nevertheless, we are not yet to the end of that road and we continue to struggle to make ends meet. It has never been easy but the past few years have been particularly difficult. Our Board of Directors recognizes that our current revenue mix is not sustainable and has set upon a correction course. We must diversify our reliance on individual donations (currently 70% of annual revenue) by growing our major donor constituents and increasing our efforts to achieve support from businesses, foundations and government institutions. We are actively working to do exactly that. We further believe we can increase the drawing power of our programs and expand our audience by:  enhancing our publicity directed to visitors.  begin co-hosting, with Betteridge Jewelers, a limited number of Vail Symposium programs in strategically selected cities where they have a retail presence and that regularly feed visitors to Vail.  attracting a few speakers each season with celebrity profiles. To this end, we are asking the Town of Vail for financial support for the Vail Symposium as an organization that produces over thirty five different events every year. Our two and a half hour format with audience engagement has been well received. Although, it is often the case that we have to bring the Q&A to a close to accommodate those who have dinner reservations, while some in the audience would prefer to continue. We have become experienced hosts and regularly receive compliments for the hard-hitting topics and speakers’ subject knowledge. We resist changing this format and, like TED, try to spread ideas and stimulate conversation. Our individual programs regularly attract over 100 participants. In the past year we have had seven programs that attracted over 200 attendees each. We are now using electronic survey equipment at most of our programs to collect data about the demographics, attitudes and desires of our audiences. We are finding that our audience is diverse, 25 to 75 years of age. Different program topics attract somewhat different audiences. Most are residents of Vail and Edwards with Beaver Creek and Eagle also represented. Over 90% of our attendees feel that the Vail Symposium is an important addition to the cultural and intellectual life of the Town of Vail and the Valley and that it would be a significant loss if we were not present. While we may never have the economic foundation or international appeal of the Aspen Institute, we do believe that we are building the right leadership team to enhance our reputation across Colorado and to begin to draw an audience into Vail from strategic 9/17/2013 4 metropolitan areas. The cache of Vail is very powerful in other parts of the country, and our plan is to take advantage of our name as we consider offering limited programs in other cities. It is important to know that these programs will be underwritten and yet will promote Vail as a vacation destination. The Vail Symposium is clearly part of the educational framework of Vail, Colorado. Our focus on lifelong learning invigorates the local population. Our presence helps Vail remain a premier international mountain resort as well as a community that attracts guests from all parts of the United States. What would Aspen be without the Aspen Institute or Powder Mountain without the Summit Series? What would Vail be without the Vail Symposium? It is our hope that the Town of Vail will favorably consider granting the Vail Symposium $50,000 in order for us to continue to bring exceptional thought provoking and intellectually stimulating programs to Vail’s citizens and guests and achieve the goals articulated in this proposal. 12. Who currently funds your organization (other governments, private donations, user fees, etc.)? 70% of our funding comes from individual donations. We receive some corporate sponsorship for our programs and some relatively minor revenue from ticket sales for our programs. 13. Organization's mission statement: The Vail Symposium is a grassroots, non-profit organization that has been part of the life and history of Vail since 1971. Our mission is to provide educational programs for the Vail Valley communities that are thought-provoking, diverse and affordable. 9/17/2013 1:27 PM 06/12/13 Accrual Basis Vail Symposium Balance Sheet As of December 31, 2012 Dec 31, 12 ASSETS Current Assets Checking/Savings Alpine 931820,151.13 Paypal1,294.96 Total Checking/Savings21,446.09 Accounts Receivable Accounts Receivable5,589.50 Pledges Receivable- Current Yr.6,750.00 Pledges Receivable - Future Yrs33,000.00 Total Accounts Receivable45,339.50 Other Current Assets Petty Cash200.00 Pre-Paid Expenses4,988.60 Undeposited Funds6,450.00 Total Other Current Assets11,638.60 Total Current Assets78,424.19 Fixed Assets Accumulated Depreciation-11,996.00 Audio Visual Equipment1,372.91 Donated Books Inventory50,647.70 Office Equipment Computer6,286.33 File Cabinets519.43 Printers903.98 Software2,378.73 Office Equipment - Other599.68 Total Office Equipment10,688.15 Total Fixed Assets50,712.76 TOTAL ASSETS129,136.95 LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable LAYP Accts Payable9,160.00 Accounts Payable - Other28,036.18 Total Accounts Payable37,196.18 Total Accounts Payable37,196.18 Other Current Liabilities Alpine Bank Reserve LOC43,582.86 Payroll Liabilities 941 Liabilities1,435.64 CO Unemployemnt104.89 CO Withholding894.00 Total Payroll Liabilities2,434.53 Pre-Paid Income14,065.00 Total Other Current Liabilities60,082.39 Total Current Liabilities97,278.57 Total Liabilities97,278.57 Equity Retained Earnings154,436.70 Net Income-122,578.32 Total Equity31,858.38 TOTAL LIABILITIES & EQUITY129,136.95 Page 1 of 1 9/17/2013 YE Cash Projection May Vail Symposium 2013 Cash Projection Projection Jan - Dec 13 Total Event Sales32,140.00 Fund Raising Fund Raising Events49,682.00 Fundraising-Giving Board Member Donations15,500.00 Corporate Underwriting56,340.00 Founder's 4021,000.00 Major Donors > $1000.0016,000.00 Patron's Circle6,500.00 General Donors < $100017,575.00 Grant Donations6,000.00 Individual Underwriting10,100.00 Total Fundraising-Giving149,015.00 Total Fund Raising198,697.00 Living at Your Peak Revenue267.36 Ad Revenue1,000.00 Cash from Books & Posters917.82 Interest Income0.00 Total Income233,022.18 Cost of Goods Sold0.00 Value of Books Sold53.90 Gross Profit232,968.28 Expense Administration Accountant5,109.69 Bank Service Charge880.00 Computer Services1,357.45 Credit Card Discount2,959.13 Dues and Subscriptions365.00 Education/Conferences0.00 Interest Expense2,679.35 Licenses and Permits41.00 Insurance3,278.00 Meals and Entertainment794.07 Office Expense3,332.02 Mileage Reimbursement512.71 Professional Fee2,000.00 Rent2,250.00 Supplies150.00 Telephone5,749.39 Total Administration31,457.81 Event Expense* 4,400.00 Audio-Visual Rental4,600.00 Event CC Fees/COGS1,000.00 Film Royalties875.00 Food and Refreshments875.00 Honorarium6,250.00 Paid Dinners1,500.00 Set-up Expenses2,375.00 Travel5,775.65 Venue Costs6,000.00 Total Event Expense33,650.65 Page 1 of 2 9/17/2013 YE Cash Projection May Vail Symposium 2013 Cash Projection Projection Jan - Dec 13 Fund Raising Expense19,250.00 Operating Costs Advertising/Media750.00 Brochures and Programs4,455.13 Design1,000.00 Postage1,850.00 Promotional Materials0.00 Web Site Maintenance3,935.00 Payroll Expenses0.00 President/CEO48,000.00 Director Salary16,481.73 Administrative Salary41,787.87 Mktg/Develop Associate4,755.00 Program Director $40/hr16,083.33 Health Insurance4,087.30 Payroll Taxes5,439.55 Total Payroll Expenses136,634.78 Total Operating Costs148,624.91 Total Expense232,983.37 Net Ordinary Income-15.09 *Payments for LAYP and Stefani Payroll Liabilities Cash End Of Month *Actual=LAYP AP-Paid3,650.00 Net income before LAYP Ap Payments3,634.91 Page 2 of 2 9/17/2013 BOARD OF DIRECTORS Phil Brodsky, Chair Pat Tierney, Vice Chair Ben Peternell, Secretary Dan Patten, Treasurer Kathy Borgen Alix & Hans Berglund Kelly Bronfman Buck & Holly Elliott Markian Feduschak Jon Haerter Ted James Shelly Jarnot Greg Johnson Kim Langmaid – Founder Susie & Paul Lyons Jenny Maritz Brenda & Joe McHugh Ellen Moritz Amanda Precourt Susan & Rich Rogel John Shipp Carroll Tyler STAFF Markian Feduschak Kristen Belschner Lara Carlson Rose Delles Doug Dusenberry Gina Garrett Beth Garrison Natalia Hanks Tiffani Hoole Travis Long Amy Marino Dina Patsiovos Nancy Shane Jaymee Squires Dale Versteegen Pete Wadden SCHOOLS SERVED Avon Elementary School Battle Mountain High School Berry Creek Middle School Brush Creek Elementary Eagle County Charter Academy Eagle Montessori Eagle Valley Elementary School Eagle Valley Middle School Edwards Elementary School Gypsum Creek Middle School June Creek Elementary Lake County Middle School Mountain Montessori Meadow Mountain Elementary Minturn Middle School New America School Red Sandstone Elementary St. Clare of Assisi Stone Creek Elementary School Vail Academy Vail Mountain School Vail Ski and Snowboard Academy Friday, June 28, 2013 The Board of Trustees The Town of Vail 75 South Frontage Road Vail, CO 81657 Dear Members of the Board, Walking Mountains Science Center has provided substantive, field based natural science education that is aligned with state and national science curriculum standards to the school children of Vail and Eagle County for the last fourteen years. During that time, we have spent over 140,000 contact hours with 25,000 students. We look forward to being able to provide engaging educational programming to every one of the 6,000 students in Eagle County on an annual basis throughout their academic career and would like to invite your participation. We have also recently opened a multi-million dollar cultural and educational facility that attracts visitors to our valley and provides thousands of hours of programming to Town of Vail residents and visitors. In addition we provide direct programming for little or no charge at multiple sites in and around the town of Vail. We appreciate the opportunity to share with you information about our school, its mission, our vision for the schoolchildren of Eagle County, and our School Field Science Program. Our request is that the Trustees thoughtfully consider a grant in the amount of $20,000 to support operation of a cultural and educational facility and remote programs that provide significant benefit to thousands of residents and visitors of the Town of Vail. We have enclosed a proposal that includes the supporting documentation outlined in your grant application checklist. Please don’t hesitate to contact us if we may answer questions or supply additional information about our school or this important educational resource for our community. Sincerely, Douglas Dusenberry Markian Feduschak Director of Major Gifts Executive Director Enclosures 9/17/2013 4 APPLICATION FOR TOWN OF VAIL FUNDING GENERAL INSTRUCTIONS All applications must be submitted to the Town of Vail by June 28, 2013 by 5:00 P.M.. You must provide an electronic version only (single file please), sent to khalloran@vailgov.com. Any application received after that date will not be considered. For questions on the financial statements, please contact Kathleen Halloran at 479-2116. PLEASE TYPE THIS APPLICATION OR PRINT IN BLACK INK 1. Name of organization: Walking Mountains Science Center 2. Contact person: Doug Dusenberry, Director of Major Gifts 3. Mailing address: PO Box 9469, Avon, CO 81620 4. Telephone: 306-0561 5. E-mail address: dougd@walkingmountains.org 6. Members and Titles of your governing board: Pat Tierney – Chair Ben Peternell – Vice Chair Greg Johnson – Treasurer Dale Mosier - Secretary Phil Brodsky – Former Board Chair Alix Berglund - Director Hans Berglund – Advisory Director Kathy Borgen – Director Kelly Bronfman – Adv. Director Kate Cocchiarella - Director Buck Elliott - Director Markian Feduschak– Exec. Director Jon Haerter, DDS - Director Shelly Jarnot - Director Kim Langmaid – Founder Paul Lyons - Director Jenny Maritz - Director Ellen Moritz - Director Jeanne Mosier– Advisory Director Dan Patten – Advisory Director Amanda Precourt - Director Susan Rogel - Director Rich Rogel – Advisory Director John Shipp - Director Rick Travers - Director Carroll Tyler - Director 7. Amount of contribution requested: $20,000.00 8. Organization fiscal year-end: June 30th 9. Are your books audited? Yes (audited financials available upon request) 10. How will the contribution be used? Town of Vail funding would be used to assist in covering operating expenses for programs that directly benefit thousands of Town of Vail residents and visitors: Field Studies programs for students at Red Sandstone Elementary, Homestake Peak School and Battle Mountain High School; Interpretive programs and hikes at the Vail Nature Center; Interpretive programs, hikes and snowshoe outings at the Nature Discovery Center on Vail 9/17/2013 5 Mountain, Provision of campground programs at Vail area sites; Programs, speaker and film series at our world class science center in Avon (additional information available upon request). 11. How does your request support item 1C of the contribution policy? Walking Mountains recently opened a multi-million dollar, state of the art science center for residents and visitors in the Vail Valley. This center continues to attract attention, visitors and funding from around the United States. The Precourt Mountain Discovery Center on campus was recently awarded LEED Platinum certification, making it one of the “greenest” educational facilities in the nation. Through our work with the Colorado Department of Tourism and Department of Transportation we are beginning to market our center to Colorado visitors from around the United States. Our center is aligned closely with state, local and Vail Resorts’ efforts to appeal to the large segment of travelers interested in “green”, “active” and “educational” tourism. Walking Mountains Science Center adds significant value for visitors to the Vail Valley and sets our mountain experience apart from others around the US. In addition to our new center in Avon, Walking Mountains continues to provide field science programs, after school science programs and summer science camp experiences for hundreds of Town of Vail students on an annual basis. These experiences improve students’ educational outcomes in science and reconnect them to the outdoors, providing a myriad of physical, intellectual and emotional benefits. The interpretive services available to locals and visitors on at the Vail Nature Center, at the Forest Service office, at campgrounds, trailheads and at the Discovery Center on Vail Mountain (over 30,000 visitors last year) are provided by Walking Mountains. These experiences significantly improve guest experiences and offer alternative sources of recreation for those interested in “green”, “active” and “educational” offerings. The majority of our programs, which benefit residents and visitors alike, are provided for no charge or are heavily subsidized by our development efforts. It is our target, based upon a review of national averages and the Denver Museum of Nature and Science’s funding relationship with surrounding municipalities and counties, to raise 32% of our annual operating revenues from government sources including federal, state, county and local municipal. 12. Who currently funds your organization (other governments, private donations, user fees, etc.)? FYE 2012 Walking Mountains Science Center’s Revenue % (by source) 9/17/2013 6 (our list of donors is available upon request) 13. Organization's mission statement: To awaken a sense of wonder and inspire environmental stewardship through natural science education. (If more room is needed to answer questions, please use the back of this page.) Contributions  Individual 66.8%  Foundation 11.3%  Corporate 4.9%  Government 0.5%  Fees and other income 16.5%  9/17/2013 11:59 AM 09/05/12 Accrual Basis Walking Mountains Science Center Balance Sheet Prev Month Comparison As of June 30, 2012 Jun 30, 12May 31, 12$ Change% Change ASSETS Current Assets Checking/Savings 1000 · First Bank Checking20,208.6320,208.630.000.0% 1001 · Alpine Bank Operating Checking123,058.5143,605.6679,452.85182.21% 1037 · Alpine Bank Reserve-8090150,000.00150,000.000.000.0% 1036 · Alpine Bank AIS Savings-8082322.74322.740.000.0% 1034 · Alpine Bank GIS Savings-81114,955.044,955.040.000.0% 1095 · Vanguard - Reserve Stockwell Endowment - VBINX42,954.7541,964.52990.232.36% Vangaurd Stock Mkt Index Acct10,511.1410,115.68395.463.91% Vanguard Money Mkt2,497.752,497.660.090.0% Total 1095 · Vanguard - Reserve55,963.6454,577.861,385.782.54% 1002 · Alpine Bank Capital Checking1,888.014,958.24-3,070.23-61.92% 1038 · Alpine Bank Escrow Acct25,702.0025,702.000.000.0% 1041 · FirstBank Liquid Asset - 541751,071.9951,063.888.110.02% 1031 · Millenium Bank Money Market250,764.03250,664.4399.600.04% Total Checking/Savings683,934.59606,058.4877,876.1112.85% Accounts Receivable 1100 · Accounts Receivable9,160.0010,934.75-1,774.75-16.23% 1110 · Promises to Give (Current)125,098.66162,498.66-37,400.00-23.02% 1120 · Promises to Give (Non Current)744,650.00739,149.905,500.100.74% 1111 · Disc. on Noncurrent Pledge Rec.-3,552.36-12,951.259,398.89-72.57% Total Accounts Receivable875,356.30899,632.06-24,275.76-2.7% Other Current Assets 1121 · Store Inventory Asset19,105.0223,692.77-4,587.75-19.36% 1130 · Allowance for doubtful pledges-87,792.61-87,792.610.000.0% 1140 · Prepaid Expenses6,344.296,639.02-294.73-4.44% 1180 · Security Deposit2,200.00200.002,000.001,000.0% 1499 · Undeposited Funds20.0020.000.000.0% Total Other Current Assets-60,123.30-57,240.82-2,882.485.04% Total Current Assets1,499,167.591,448,449.7250,717.873.5% Page 1 of 3 9/17/2013 11:59 AM 09/05/12 Accrual Basis Walking Mountains Science Center Balance Sheet Prev Month Comparison As of June 30, 2012 Jun 30, 12May 31, 12$ Change% Change Fixed Assets 1670 · Software & Website Design97,516.080.0097,516.08100.0% 1610 · Building-Walking Mtn Campus7,542,761.570.007,542,761.57100.0% 1600 · Accumulated Depreciation-264,893.44-96,282.44-168,611.00175.12% 1640 · Computer Equipment75,871.0833,011.1642,859.92129.84% 1660 · Furnitures & Fixtures691,345.9638,896.92652,449.041,677.38% 1680 · Program Equipment9,755.629,755.620.000.0% 1690 · Contstruction in Progress Construction Hard Costs0.006,112,198.59-6,112,198.59-100.0% Construction Soft Costs Architectural Design0.00940,789.64-940,789.64-100.0% Civil Engineering0.00114,785.15-114,785.15-100.0% Commissioning0.0027,801.26-27,801.26-100.0% Builders Risk Insurance0.006,132.00-6,132.00-100.0% Geotechnical & Materials Testin0.0062,797.42-62,797.42-100.0% Building Permit Fees0.0050,907.09-50,907.09-100.0% Plan Reproduction Allowance0.007,463.48-7,463.48-100.0% Water Tap & Meter Fees0.0023,529.33-23,529.33-100.0% ERSWD Plant Investment Fee0.0028,894.00-28,894.00-100.0% Sewer Tap Fees0.0040,554.00-40,554.00-100.0% Gas Service Fees0.004,961.46-4,961.46-100.0% Electrical Main Serv Fee Onsite0.0014,667.63-14,667.63-100.0% FF&E Allowance0.0042,847.94-42,847.94-100.0% Educational Displays0.00608,276.28-608,276.28-100.0% Computer Network Equipment0.0042,859.92-42,859.92-100.0% Electrical Main Service0.00849.96-849.96-100.0% Construction Consultant0.0064,261.00-64,261.00-100.0% Software & Website0.0097,516.08-97,516.08-100.0% Construction Soft Costs - Other0.0011,971.37-11,971.37-100.0% Total Construction Soft Costs0.002,191,865.01-2,191,865.01-100.0% 1690 · Contstruction in Progress - Other0.0029,677.53-29,677.53-100.0% Total 1690 · Contstruction in Progress0.008,333,741.13-8,333,741.13-100.0% 1700 · Vehicles28,694.0028,694.000.000.0% 1800 · Land3,850,000.003,850,000.000.000.0% Total Fixed Assets12,031,050.8712,197,816.39-166,765.52-1.37% TOTAL ASSETS13,530,218.4613,646,266.11-116,047.65-0.85% Page 2 of 3 9/17/2013 11:59 AM 09/05/12 Accrual Basis Walking Mountains Science Center Balance Sheet Prev Month Comparison As of June 30, 2012 Jun 30, 12May 31, 12$ Change% Change LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 2000 · Accounts Payable19,479.12102,757.31-83,278.19-81.04% Total Accounts Payable19,479.12102,757.31-83,278.19-81.04% Credit Cards 2005 - Chase7,845.576,515.331,330.2420.42% Total Credit Cards7,845.576,515.331,330.2420.42% Other Current Liabilities 2050 · Alpine Bank Construction Loan999,934.68894,748.74105,185.9411.76% 2055 · Escrow-Lot 225,702.0327,008.03-1,306.00-4.84% 2060 · Deferred revenues32,300.0027,500.004,800.0017.46% 2070 · Prepaid Tuition52,807.5050,427.502,380.004.72% 2100 · Payroll Liabilities 2110 · Federal Withholding2,228.501,929.00299.5015.53% 2120 · FICA2,849.022,957.99-108.97-3.68% 2130 · State Withholding2,904.501,396.001,508.50108.06% 2150 · Simple IRA0.00638.96-638.96-100.0% Total 2100 · Payroll Liabilities7,982.026,921.951,060.0715.32% 2140 · Direct Deposit Liabilities22,049.19-17,842.7339,891.92-223.58% 2160 · Sales Tax Payble338.25377.02-38.77-10.28% Total Other Current Liabilities1,141,113.67989,140.51151,973.1615.36% Total Current Liabilities1,168,438.361,098,413.1570,025.216.38% Total Liabilities1,168,438.361,098,413.1570,025.216.38% Equity 3900 · Retained Earnings12,084,941.7312,084,941.730.000.0% Net Income276,838.37462,911.23-186,072.86-40.2% Total Equity12,361,780.1012,547,852.96-186,072.86-1.48% TOTAL LIABILITIES & EQUITY13,530,218.4613,646,266.11-116,047.65-0.85% Page 3 of 3 9/17/2013 Walking Mountains Science Center FY 2013 Budget for Board Approval FY 2013 Annual Operating Budget Income 4030 · Corporate Contributions55,000.00$ 4050 · Foundation Contributions110,000.00 4090 · Government Contributions10,000.00 4110 · Individual Contributions879,400.00 4130 · In-Kind Donation70,385.60 4210 · Tuition163,180.00 4270 · Other Income10,000.00 4500 · Store Sales Income23,800.00 Total Income1,321,765.60 Gross Profit1,321,765.60 Expense 6000 · Accounting16,800.00 6020 · Advertising & Marketing35,745.08 6040 · Bank and Finance Charges600.00 6060 · Board & Committee Ops.485.00 6100 · Computer Support43,000.00 6140 · Contract Services37,550.00 6150 · Credit Card Fees8,170.00 6160 · Donor Cultivation/Stewardship2,085.00 6180 · Dues & Subscriptions1,844.00 6220 · Employees 6240 · Employee Benefits42,457.78 6250 · IRA Employer Contribution15,695.04 6260 · Payroll Expenses50,149.77 6280 · Salaries & Wages700,043.16 Total 6220 · Employees808,345.76 6300 · Equipment2,900.00 6320 · Fees & Permits8,707.00 6340 · First Aid Supplies965.00 6360 · Food Supplies8,765.00 6380 · In-Kind Expense10,385.60 6400 · Insurance30,000.00 6390 · Interest Expense400.00 6440 · Legal- 6460 · Library Supplies1,000.00 6480 · Meals & Entertainment3,860.00 6490 · Special Events Food & Entertain76,250.00 6500 · Merchandise- 6520 · Misc Expenses- 6540 · Office Supplies2,140.00 6550 · Store Inventory Expense8,800.00 6560 · Postage3,837.00 6580 · Printing & Copying30,316.00 6600 · Professional Development10,565.00 6620 · Program Supplies18,550.00 6640 · Recognition & Awards4,437.00 6660 · Recruitment1,500.00 6700 · Repairs & Maintenance47,689.00 6710 · Special Events Inkind Expense60,000.00 6720 · Telephone8,885.00 6740 · Travel & Lodging3,965.00 6760 · Uniforms2,650.00 6780 · Utilities10,000.00 6800 · Vehicle Operations9,710.00 Sub Total1,320,901.44 1,320,901.44 Net Ordinary Income864.16 Fundraising Income1,054,400.00$ 9/17/2013 1 STARTING HEARTS 2013 APPLICATION FOR TOWN OF VAIL FUNDING GENERAL INSTRUCTIONS All applications must be submitted to the Town of Vail by June 28, 2013 by 5:00 P.M. You must provide an electronic version only (single file please), sent to khalloran@vailgov.com. Any application received after that date will not be considered. For questions on the financial statements, please contact Kathleen Halloran at 479-2116. PLEASE TYPE THIS APPLICATION OR PRINT IN BLACK INK 1. Name of organization: Starting Hearts 2. Contact person: Lynn Blake 3. Mailing address: PO Box 4318 Avon, CO 81620 4. Telephone: (970) 331-3983 5. E-mail address: lynn@startinghearts.org 6. Members and Titles of your governing board: Lynn Blake, President Jacquie Landt, Volunteer Coordinator Christine Albertson Mike McGee, Development Chair Matt Blake Russell Molina Carolyn Connolly, Fundraising Chair Carol Mulson-Gill Ilene Gauger Kristine Rossier, Treasurer Becca Hendrick, Secretary Jim Spell, Marketing Chair Graham Kane Advisory Board: Jack Eck, MD Cathy Pollard Larry Gaul, MD Commissioner Jill Ryan Alan Markowitz, MD Comilla Sasson, MD Morton Mower, MD Cathy Tobin Toby Mower 7. Amount of contribution requested: $15,000 8. Organization fiscal year-end: December 31 9. Are your books audited? No 9/17/2013 2 10. How will the contribution be used? Starting Hearts is requesting funds to continue and expand its CALL. PUSH. SHOCK. education program, specifically for classes conducted within the Town of Vail. These events focus on targeted groups of local residents – hotel personnel, retail employees, real estate agents, schools and homeowner associations – along with community events like the Mountain Games and Vail Farmer’s Market, where the reach is a mix of residents and guests of the Vail Valley. The goal is to have more individuals capable and confident to recognize and respond to sudden cardiac arrest (SCA), which in turn will help increase the survival rate for its victims, which presently is at 8 percent. Currently, only about 30 percent of victims of out-of-hospital SCA receive any type of cardio-pulmonary resuscitation (CPR) and defibrillation is used in less than 5 percent of those cases – resuscitation is most successful if defibrillation is performed in the first five minutes after collapse. The interval between placing a 911 call and the arrival of emergency medical personnel can be seven or more minutes; longer if the individual is further removed from the valley floor and/or there are weather and traffic challenges along the way. Closing the gap on the onset of SCA and the arrival of emergency medical personnel depends on the willingness of bystanders to step in, perform CPR and, if possible, locate and use an AED (Automated External Defibrillator). This confidence comes through education and practice, which Starting Hearts is willing to provide. The average cost per individual is $5.16, which includes instructor compensation, printed collateral, operational expenses for “The Heart Rod” – a mobile classroom and display center for Starting Hearts – as well as supplies. In 2014, close to 24,500 individuals will receive education via Starting Hearts events and outreach throughout the Vail Valley. 11. How does your request support item 1C of the contribution policy? The mission of Starting Hearts is to generate awareness of sudden cardiac arrest and educate residents and guests of the Vail Valley on the signs and symptoms along with what friends, loved ones or bystanders can do to potentially save the life of someone experiencing SCA. Additionally, Starting Hearts is working to increase the number and placement of automated external defibrillators throughout the valley, which are critical to saving a life as only 8 percent of SCA victims survive. Collectively, these efforts are invaluable skills in emergency situations and contribute to a greater health in the community. 12. Who currently funds your organization (other governments, private donations, user fees, etc.)? Founded in July 2010, Starting Hearts, a registered 501 (c)(3), receives funding from private individuals and corporate contributions. It also benefits from the sales of AEDs. 13. Organization's mission statement: Starting Hearts is dedicated to saving the lives of Sudden Cardiac Arrest victims. 9/17/2013 Starting Hearts Balance Sheet As of December 31, 2012 ASSETS Current Assets Bank Accounts Checking (6258)-94.85 Checking-Pre Transfer17,078.80 Total Bank Accounts$16,983.95 Total Current Assets$16,983.95 Fixed Assets Mobile Training Unit7,500.00 Total Fixed Assets$7,500.00 TOTAL ASSETS$24,483.95 LIABILITIES AND EQUITY Liabilities Current Liabilities Credit Cards Business Credit Card (0865)16,482.11 Total Credit Cards$16,482.11 Total Current Liabilities$16,482.11 Total Liabilities$16,482.11 Equity Opening Balance Equity-8,328.38 Retained Earnings Net Income16,330.22 Total Equity$8,001.84 TOTAL LIABILITIES AND EQUITY$24,483.95 Tuesday, Jun 25, 2013 12:08:12 PM PDT GMT-6 - Accrual Basis Total Report: Balance Sheethttps://qbo.intuit.com/qbo32/reports/479350027/execute?rptid=... 1 of 16/25/13 12:08 PM 9/17/2013 Total Income Charitable Contributions17,665.22 Fundraising Income14,583.97 Sales of Product Income8,838.60 Total Income$ 41,087.79 Cost of Goods Sold Cost of Goods Sold8,981.63 Total Cost of Goods Sold$ 8,981.63 Gross Profit$ 32,106.16 Expenses Bank Charges1,194.84 Certification Cards250.00 Development/Meetings161.51 Dues & Subscriptions150.00 Electric819.75 Fundraising Event23,461.63 HeartRod587.62 HeartRod Gas467.66 Insurance436.00 Meals and Entertainment56.10 Professional Fees8,998.62 Promotional930.34 Rent or Lease960.00 Shipping, Freight & Delivery22.17 Stationery & Printing413.20 Training Materials441.76 Travel223.45 Uncategorized Expense240.00 Total Expenses$ 39,814.65 Net Operating Income-$ 7,708.49 Other Income Interest Earned6.17 Total Other Income$ 6.17 Net Other Income$ 6.17 Net Income-$ 7,702.32 Friday, Jun 28, 2013 09:43:07 AM PDT GMT-6 - Accrual Basis Starting Hearts Profit & Loss January 1 - June 28, 2013 9/17/2013 ! 1. Name of Organization Vail Veterans Program 2. Contact Person Cheryl Jensen, Founder/ Executive Director 3. Mailing Address PO Box 6473, Vail, CO 81658 4. Telephone (970) 476-4906 5. E-mail Address cheryl@vailveteransprogram.org 6. Members and Titles of Vail Veterans Program Governing Board Cheryl Jensen Chairman, Executive Director/ Founder Lieutenant Colonel David Rozelle Vice Chairman Nanci Northway Treasurer Lindsay Blanton Secretary Michael Galvin Director Corporal Daniel Riley (Ret) Ambassador 7. Amount of Contribution Requested $10,000 9/17/2013 8. Organization Fiscal Year-End December 31 9. Are your books audited? Due to its small size, the Vail Veterans Program does not have audited financials. 10. How will the contribution be used? The VVP plans to utilize funds from the Town of Vail to support the costs associated with program delivery to a military family. The requested cash amount of $10,000 will used to fund rehabilitative recreational activities, airfare, ground transportation, lodging, adaptive equipment, meals, supplies, and lessons for one military family to attend the therapeutic programs of the VVP. The VVP provides therapeutic, rehabilitative sports and recreation programs to severely injured military and their families, transforming lives and giving hope for the future. During the wounded warriors’ military service they sustained a severe injury; a loss of limb(s), traumatic brain injury, post-traumatic stress disorder, and/or spinal cord injuries. Throughout the year wounded warriors and their families come to Vail, CO to participate in four day programs including goal setting, adaptive sports training, family time, relationship building, and mentoring. The programs of the VVP are supported 100% through philanthropic funds and are completely free of charge to participants. The VVP also co- sponsors a team of wounded warriors to run the Army 10-Miler race in Washington, DC. In March 2013 the VVP commemorated 10 years of service to wounded military heroes. VVP initially served individuals and has evolved into an organization serving family members and close family friends of wounded warriors. To date VVP has served 500 wounded warriors and over 1,000 family members. The Vail community received national recognition as NBC Nightly News and NBC’s TODAY show featured the therapeutic programs of the Vail Veterans Program in March 2013. 11. How does your request support item 1C of the contribution policy? The VVP is a catalyst for formation of life-long relationships between warriors and warriors’ family members offering vital encouragement and support through recovery. For many the trip to Vail is the first time away from the hospital. We 9/17/2013 believe the VVP and the Town of Vail share the same goal to provide meaningful, educational experiences to the Town’s visitors and members of its community. Volunteers and those involved with the VVP are deeply positively affected and walk away from the program feeling like anything is possible. Additionally, the VVP fosters the opportunity for grievously injured military to travel and navigate the Town of Vail with a severe injury and reintegrate into settings outside of the clinical environment, building life skills that long outlast the program events. Wounded warriors find a new normal at the VVP for successful rehabilitation, including both physical and mental healing. Through adaptive sports at the VVP, the focus is not on disability, but abilities after surviving combat and severe injuries. The VVP dramatically decreases the isolating effects of physical and invisible injuries by bringing together peers and creating opportunities for bonds to form between wounded warriors and families through shared activities. 12. Who currently funds your organization (other governments, private donations, user fees, etc.)? Business Contributors Alpine Bank Antlers at Vail (in kind, 1 room lodging) Christiana (in kind, 1 room lodging) Lions Square Lodge (in kind, 1 room lodging) Specialty Sports Ventures (in kind ski and mountain bike rentals) Vail Marriott Mountain Resort (in kind lodging) Vail Resorts ECHO (in kind lift tickets) United Service Organization (USO) Individual Contributors Donohue, Suzy and Jim Giordano, Donna Head, Martha / Feagin, John Hubbard, Kathy and Al Rushmore, Sue and Michael Smead, Ann/ Byram, Michael A list of additional private contributors may be provided upon request. 9/17/2013 13. Organization’s mission statement: The Vail Veterans Program transforms military injured and their families through world-class outdoor recreation programs building confidence and life-long relationships. Please see attached “Budget” 9/17/2013 Vail Veterans Program Budget 2013 INCOME Donation527,000$ In Kind Donation156,000 Interest Inc1,200 TOTAL INCOME684,200$ EXPENSES Programs Army 10 Miler Air2,000$ Lodging1,500 Supplies800 TOTAL Army 10 Miler4,300$ Golf Program Gratuities500$ Green Fees & Carts2,150 Ground Transportation2,000 Lodging8,000 Meals4,500 Supplies3,500 TOTAL Golf Program20,650 Summer Program Air22,500$ Clothing6,500 Gratuities2,500 Ground Transportation11,000 Guide Services14,000 In Kind15,000 Lodging24,000 Meals20,000 Supplies3,000 TOTAL Summer Program118,500 Winter Program I Air6,000$ Clothing12,000 Gratuities5,000 Ground Transportation1,400 In Kind66,000 Lifts, Lessons, Equipment14,500 Lodging25,000 Meals27,000 Supplies1,500 TOTAL Winter Program I158,400 Winter Program II Air20,000$ Clothing7,000 Gratuities5,500 Page1 9/17/2013 Vail Veterans Program Budget 2013 Ground Transportation8,500 In Kind75,000 Lifts, Lessons, Equipment16,500 Lodging30,000 Meals26,000 Supplies1,200 TOTAL Winter Program II189,700 Winter Program III Air1,000$ Gratuities500 Guide Services23,000 In Kind1,800 Lodging1,280 Meals250 TOTAL Winter Program III27,830 Contract Labor38,500 Total Program Expense 557,880$ Office Computer500$ Contract Labor (inc Benefits)65,000 Credit Card Fees1,500 Insurance2,500 Mileage2,500 Postage and Delivery500 Public Relations1,800 Rent Paid7,000 Supplies, Bus10,000 Utilities, Bus3,000 Website200 TOTAL Office94,500 Fundraising Fundraising Expense11,000$ Labor5,500 Meals & Entertn6,000 Travel, Bus4,000 TOTAL Fundraising26,500 TOTAL EXPENSES678,880$ Capital Expenditures10,000 Net Cash inflows (Outflows)(4,680) Add/(less) Capital Expenditures10,000 Depreciation Expense(1,500) NET INCOME (LOSS)3,820$ Page2 9/17/2013 Town of Vail Funding Application 1. Name of Organization: Colorado Fourteeners Initiative 2. Contact person: Lloyd F. Athearn, Executive Director 3. Mailing Address: 1600 Jackson St, Suite 352, Golden, Colorado 80401. 4. Telephone: (303) 278-7650 5. Email address: cfi@14ers.org 6. Members and titles of government board: Nate Palmer, Chairman [Managing Director, The PrivateBank and Trust Company, Denver, CO] Jim Schoettler, Vice-Chairman [Entrepreneur, Denver, CO] Jerry Anderson, Treasurer [Team Lead, Revenue Accounting & Compliance, Encana Oil & Gas, Highlands Ranch, CO] Lisa Mattis, Secretary [Executive Director, Big City Mountaineers, Denver, CO] Wendy Boutin [Retired, DPC Development Company, Cherry Hills Village, CO] Kathleen Brennan [Nonprofit Executive, Denver, CO] Warren Buettner [President, Crestone Properties, LLC, Silverthorne, CO] Steve Dayney [CEO, RePower USA, Denver, CO] Mandy Hughes [Fundraising Consultant, Denver, CO] Norbert Klebl [President - Cottonwood Park/Managing Director - Virgin Cove Resort, Boulder, CO] Bill Middlebrook [Founder, 14ers.com, Breckenridge, CO] John W. Mill [Partner, Sherman & Howard, LLP, Denver, CO] Steve Sherwood [Retired, US Forest Service, Region 2 Director of Recreation, Littleton, CO] Anne Vickery [Co-Founder and Chairperson, Indian Peaks Wilderness Area Working Group, Boulder, CO] Hunt Walker [Vice-President of Land, Sam Gary, Jr. and Associates, Denver, CO] Marty Zeller [President, Conservation Partners, Inc., Denver, CO] 7. Amount of Contribution Requested: $7,500. A donation of this amount should directly leverage a minimum of $15,000 from the National Forest Foundation’s Ski Conservation Fund to support planned work on Mount of the Holy Cross. 8. Organization fiscal year-end: December 31 9. Are books audited? Yes. GAAP-based audits have been performed annually since 2009 by JDS Professional Group. 10. How will the contribution be used? Funding will be used to help maintain the natural integrity of trail systems, backcountry camping areas, and riparian areas on and near Mount of the Holy Cross, the closest Fourteener peak to the Vail Valley, which is located outside Minturn. Two seasons of intensive trail reconstruction work on the principal “Halfmoom” summit route were completed by CFI and Rocky Mountain Youth Corps in September 2012. This work helps make this popular summit route easier to follow, lessens the chance that hikers get off 9/17/2013 route and need to be rescued, and protects the fragile alpine tundra ecosystem that borders the trail from trampling and death due to hikers getting off route. Backcountry campsites were designated and constructed in 2012, with informal, user-created campsites along East Cross Creek being closed and restored. A two-member CFI crew is performing continued trail reconstruction, as well as maintenance (including clearing downed trees) on the Halfmoon summit trail and other nearby hiking trails this summer. User-created campsites along Lake Patricia, the Bowl of Tears and other sensitive riparian areas near lakes and creeks in the Holy Cross area are being closed and restored this summer. New educational kiosk panels are being developed and will be installed this fall at the trailhead and near the East Cross Creek designated camping area. The crew (assisted periodically by volunteer Peak Stewards) has a strong visitor contact focus, attempting to contact all overnight visitors in the East Cross Creek area daily to ensure that designated campsites are used and that restored areas are not damaged by inappropriate camping. Work for 2014 will be much the same: 1) ensuring that popular hiking trails on and near Holy Cross are cleared of downed trees and are well maintained, 2) protecting riparian areas near lakes and streams from inappropriate camping impacts through closure and restoration efforts, and 3) contacting hikers and backpackers about Leave No Trace practices that will help preserve these high-quality backcountry recreation areas for current and future generations to enjoy. 11. How does request support 1C of the contribution policy? Quite simply, the Fourteeners are among the most sought-after summer/fall recreational pursuits in all of Colorado. People come from across the country (and the world) to climb these high peaks and revel in their unique alpine tundra plant ecosystems. Mount of the Holy Cross, in particular, has been a world- wide destination for more than a century. Ensuring that the hiking trails on and around the peak are properly constructed in sustainable locations with proper design and durable construction will ensure they can handle the high level of traffic they currently receive. If physical resource protection efforts are unsuccessful, it is likely that the Forest Service may need to restrict access, something that would be detrimental to the tourism economy of Colorado and the nearby Vail Valley. Support from the Town of Vail will join with anticipated funding from the National Forest Foundation, project corporate partners and other area donors to help CFI protect the physical resource, offer residents opportunities to give back through service projects and educational efforts, and ensure that Mount of the Holy Cross is a crown jewel of the local recreational economy. 12. Sources of funding. CFI has an increasingly diversified funding base that includes statewide and national foundations, corporate partners, competitive government grant programs, and donations from individuals living in 40 states across the country. The breakdown from CFI’s last completed fiscal year (2012) is as follows: Government Grants: 33% (principally competitive Colorado State Trails Program grants and US Forest Service partner support, though also grants from several mountain communities), Individual Donations: 28%, Foundation Grants: 24%, Corporation Donations: 13%, Other Income: 1%, Organizational Donations: <1%. 13. Organization’s mission statement: Colorado Fourteeners Initiative preserves and protects the natural integrity of Colorado’s 14,000-foot mountains through active stewardship and public education. 9/17/2013 9/17/2013 Application for Town of Vail Funding Statement of Sources and Uses 2013 Budget Revenues: Government Grants: $356,238 Colorado State Trails Program ($172,889) US Forest Service ($96,363) Colorado Tourism Office ($7,500) Town of Vail ($5,000) Pitkin County ($4,000) City of Aspen ($3,000) Foundations: $284,407 National Forest Foundation ($80,000) Gates Family Foundation ($50,000) Anschutz Foundation ($20,000) Aspen Skiing Environment Foundation ($17,505) Summit Foundation ($7,500) Individuals: $250,113 Corporations: $ 85,600 Tom’s of Maine ($20,000) Chase Community Giving ($20,000) REI, Inc. ($10,000) Kaiser Permanente ($9,000) Columbia Sportswear ($5,000) Other Income: $ 7,935 Total Budgeted Revenues $984,293 Expenses Trail Reconstruction Projects $403,583 Mount Eolus Mount of the Holy Cross North Maroon and Maroon Peaks San Luis Peak Trail Maintenance $178,605 Roving Backcountry Crew Adopt-a-Peak Volunteer Crew Sustainable Trails Inventory Project Hiker Education/Outreach/Kiosks $ 23,883 Programs (General) $ 41,353 Marketing/Development $133,199 Administration $198,497 Total Budgeted Expenses $979,122 Net $ 5,171 9/17/2013 1 APPLICATION FOR TOWN OF VAIL FUNDING 1. Name of organization: River Bridge Regional Center (RBRC) 2. Contact person: Blythe Chapman, Executive Director 3. Mailing address: 520 21st Street, Glenwood Springs, CO 81601 4. Telephone: 970-945-5195 5. E-mail address: blythe@riverbridgerc.org 6. Members and Titles of your governing board: Terry Wilson, President/Director Lou Vallario, Vice President/Director Deborah Quinn, Treasurer/Director Jeff Cheney, Secretary/Director Bruce Benjamin, Director Melissa English, Director Mark Michaud, Director Pam Szedelyi, Director 7. Amount of contribution requested: $2,000.00 8. Organization fiscal year-end: December 31, 2013 9. Are your books audited? Yes 10. How will the contribution be used? This grant request is for the support of general operating of RBRC. RBRC will provide children and their families with comprehensive services in a child-friendly setting using a multi- disciplinary team response to allegations of abuse including forensic interviews, medical evaluations, therapeutic intervention, victim support and advocacy, coordinated case review, and case tracking in 2014. In order to treat child abuse and prosecute abusers effectively, RBRC staff ensures that victim advocates, medical and law enforcement personnel, the District Attorney offices, forensic interviewers, child protection workers, and mental health professionals all work together. This multi- disciplinary team (MDT) uses a child-centered approach to generate an efficient, comprehensive, and effective method of service delivery where the needs of the child always come first. 11. How does your request support item 1C of the contribution policy? The town of Vail’s financial contribution to River Bridge Regional Center will have a direct benefit to the entire Vail community. As detailed in Chief Henninger’s letter of support (attached), RBRC offers a service that cannot be provided by any other agency in the greater Eagle County area. National statistics indicate that 1 in 5 girls and 1 in 10 boys will experience sexual abuse before the age of 18. Also, 1 in 7 children (both girls and boys) will experience physical abuse before the age of 18. Unfortunately the Vail community is not immune from these issues. RBRC focuses on future health by improving the community understanding and knowledge regarding child abuse prevention, treatment and mandatory reporting laws. The program focuses on the effective Child Advocacy Center (CAC) model in order to treat child abuse and prosecute the 9/17/2013 2 abusers effectively. Our work educates the community’s jury pool and thus leads to more prosecutions of offenders. The Vail community will begin to break the silence of child abuse and thus drives offenders out. Most importantly, this education will give parents and professionals the tools to prevent abuse in the first place. In this fight against child abuse, the best thing we can do is make our families, schools and communities unattractive to sexual predators and child abusers. The town of Vail is a destination mountain town that attracts people from all over the world. Guests and residents appreciate a community that focuses on safety and treats victims with respect and dignity. The services provided by RBRC does just that for child abuse victims and their families. The child advocacy model improves the Town of Vail’s commitment to a vibrant and safe community, providing exceptional services. 12. Who currently funds your organization (other governments, private donations, user fees, etc.)? RBRC Funding Awarded January 1 – May 31, 2013 Amount Percentage Funding Source $158,907.00 61.4% Government grants (federal, state, county, local) $0.00 Government contracts $44,075.00 17% Foundations $0.00 Business $11,989.45 4.6% Events (include event sponsorships) $8,730.00 3.4% Individual contributions $0.00 Fees/earned income $0.00 Workplace giving campaigns $3,000.00 1.2% In-kind contributions: Carbondale PD Spanish Speaking Interviewer $0.00 Other (list): $32,000.00 12.4% Other (list): Rent Reimbursement - Garfield County $258,701.45 100.0% TOTAL (must equal 100%.) RBRC operates 100% on grants, donations and fundraising. RBRC does not charge clients or partners for the services provided. 13. Organization's mission statement: Providing collaborative services to child abuse victims and their families in a supportive environment that reduces trauma and promotes dignity, justice and healing. Providing community based child abuse prevention and education. Additional Information: Client referrals to RBRC come from either Law Enforcement or the Department of Human Services. RBRC allows for a coordinated MDT to meet on-site to treat abuse victims and prosecute abusers. This is a ‘one-stop’ approach that provides a neutral, child-friendly environment, while providing critical services to the children (ages 2-18) and non-offending family members. Victim Advocacy: A specially trained victim advocate serves as each child’s and family’s support, keeping them fully informed about the process ahead and helping promote self-sufficiency for children and families. Forensic Interviews: A forensic interviewer meets each child, asking age appropriate, non-leading questions allowing children to disclose their traumatic experiences. At RBRC, the abused child only has 9/17/2013 3 to tell his or her story once while being video-taped in a private, child-friendly room. The approach limits re-traumatizing the victim and provides more coordinated investigations. Medical Exams: In a fully functional exam room children may receive a forensic medical exam to determine if any pertinent health treatments are necessary. Mental Health Consultation: RBRC provides mental health consultation and individual and family counseling/therapy for the abused children and their non-offending family members to help them recover and cope with their painful experiences. Case Review: The multi-disciplinary approach provides ongoing case reviews for every case that is seen at RBRC. This approach coordinates the MDT’s efforts and improves outcomes for the victims and their families Community Outreach and Education: In addition to the direct services provided for abuse victims and their families, RBRC provides ongoing training for the MDT and other community members. Topics covered include: identifying the signs and symptoms of child abuse, abuse prevention, mandatory reporting, and child advocacy center orientation. Training is provided by RBRC staff, by MDT professionals, as well as by hired educational speakers and trainers. 9/17/2013 River Bridge Regional Center, Inc. Balance Sheet December 31, 2012 ASSETS Current Assets Checking Account$778.64 Money Market Account45,682.23 Accounts Receivable500.00 Total Current Assets46,960.87 Propertyand Equipment Total Propertyand Equipment0.00 Other Assets Total Other Assets0.00 Total Assets$46,960.87 LIABILITIES AND CAPITAL Current Liabilities Total Current Liabilities0.00 Long-Term Liabilities Total Long-Term Liabilities0.00 Total Liabilities0.00 Equity Unrestricted Net Assets$(14,396.50) Temp. restricted Net Assets14,396.50 Net Income46,960.87 Total Equity46,960.87 Total Liabilities & Equity$46,960.87 Unaudited - For Management Purposes Only 9/17/2013 2013 RBRC Year Budget Revised 12/20/12 TOTAL RBRC 2013 Budget REVENUE Grants150,000$ Town/City Grants10,000$ Foundations/United Way50,000$ Partner support40,000$ Fundraiser Events15,000$ Indiv Gifts, Trusts, Estates10,000$ Gift in Kind (Rent Garfield County, Span Spkg Forensic Interviewer)35,000$ TOTAL REVENUE310,000$ EXPENSES Payroll Expenses Salaries152,200$ FICA Matching11,646$ Health Ins./COBRA20,344$ Retirement4,566$ Total Payroll Exp.188,756$ Non-Payroll Expenses: Conference/Meetings2,000$ Dues, Subscriptions5,000$ Food Service1,000$ Insurance/Taxes5,000$ Accounting15,000$ IT1,500$ Maint/Repairs/Security1,500$ Medical Exams (SANE)10,000$ Miscellaneous1,500$ Postage800$ Printing/Publishing2,000$ Cleaning Services2,500$ Recruiting1,000$ Education/Training10,000$ Rent32,000$ Supplies5,000$ Telephone/Telecommunications1,500$ Travel/Automobile7,500$ Utilities6,000$ Grant Writer2,000$ Special Event Expenses2,000$ Spanish Spky Forensic Interviewer3,000$ Total Non-Payroll Exp.117,800$ TOTAL EXPENSES306,556$ NET INCOME3,444$ 9/17/2013 09/21/2012 River Bridge Regional Center 520 21st Street Glenwood Springs, CO 81601 To Whom it May Concern: I am writing in firm support of the River Bridge Regional Center in Glenwood Springs, Colorado. The River Bridge Center provides critical and dynamic programs and services to the Vail Police Department and child victims of abuse in Eagle County. The highly-trained staff at River Bridge delivers extraordinary services to children and families of neglect and abuse while actively supporting their surrounding community. Through empathetic diligence, the center is able to provide the Vail Police Department with necessary forensic evidence for criminal prosecution of child abuse offenders and offer essential follow-up care to all parties involved. Our department frequently brings child victims to the River Bridge Center. The center’s geographic proximity is invaluable to our department’s investigation process. Because of River Bridge’s accessibility, convenience and credibility, our staff is able to avoid extensive travel and logistical setbacks. The employees of the River Bridge Center demonstrate the utmost level of competence and effectiveness. We fully support all efforts of this organization to secure funding to continue to identify and prosecute abusers and to support and protect child victims. We look forward to building upon our strong relationship with the River Bridge Regional Center. Sincerely, Dwight Henninger Vail Chief of Police 9/17/2013 July 31, 2013 Kelli McDonald, Economic Development Manager Office of Economic Development, Town of Vail 75 South Frontage Rd. Vail, CO 81657 Dear Kelli: On behalf of the EGE Air Alliance Board of Directors, I want to thank you and the Town of Vail for your past financial support and participation. Vail’s 2013 contribution of $30,000 helped the Alliance secure this year’s United Airlines summer flight between Houston and the Eagle County Regional Airport. We have established a new and vital economic link between the Vail Valley and our domestic and international guests, thanks to Vail’s support, as well as that of our other public and private sector partners. And we are also pleased to report that participation in the Alliance increased three-fold to 65 funding organizations (with a goal to exceed 100 in 2014). So that we may continue our mission to increase air capacity at the Eagle County Regional Airport, the EGE Air Alliance requests financial support from the Town of Vail for 2014 in the amount of $50,000. This increased support will help the EGE Air Alliance in two critical ways:  United Summer Houston Flight – In 2013 the Alliance was able to secure $400,000 to guarantee the success of this inaugural flight. In just its first year, this flight will achieve a total “load factor” well above 50%. While this is a great success, the Alliance does expect to pay the $400,000 revenue guaranty in 2013. Therefore, the Alliance will need to replenish funds for the 2014 guaranty, expected to again be $400,000. It is the Alliance’s hope that the second year of the Houston summer flight will be even more successful, and that increased load factors will reduce and eventually eliminate the revenue guaranty over the next one- to two years. In any case, maintaining and building upon this successful summer flight remains the top short-term priority of the Alliance.  Long-Term Funding – Also for 2014 the Alliance plans to research and implement a long-term funding mechanism. The Alliance is currently exploring several possibilities that could provide sustained revenues that can be used to attract additional flights to the Eagle County Regional Airport. 9/17/2013 The additional funds from our public and private partners will allow the Alliance to fully consider and execute long-term funding options and make one or more of them a reality by the end of 2014. Again, the Alliance thanks the Town of Vail for its vital participation, and we hope that we can again count on Vail for its support of our efforts in 2014. We look forward to meeting with you and the Town Council to answer any questions that you might have. Thank you for your consideration and your continued support. Michael S. Brown, Board President EGE Air Alliance 9/17/2013 Increased cost Revisions / newly added project Amended * Placeholder items 201320142015201620172018Project Information RevenueTotal Sales Tax Revenue:20,922,000$ 22,000,000$ 22,660,000$ 23,340,000$ 24,040,000$ 24,761,000$ 5.2% increase from amended 2013 budget, then 3% per year Sales Tax Split between General Fund & Capital Fund 62/3862/3862/3862/3862/3862/38 Sales Tax - Capital Pro jects Fund 7,951,000 $ 8,360,000$ 8,610,800$ 8,869,200$ 9,135,200$ 9,409,200$ Use Ta x 1,000,000 1,000,000 1,200,000 1,236,000 1,273,000 1,311,200 2014 flat with 2013 (does not include Marriott Residences ); 3% annual increase thereafter Federal Grant Revenue - 240,000 240,000 544,800 - 2014-2016: Brid ges at Nu gget Lane and Brid ge Rd Other State Revenue200,000 - - - - - CDOT share of funding for Simba Run Underpass study (50/50 with TOV) Lease Revenue 192,660 197,295 197,295 197,295 197,295 202,227 Per Vail Commons commercial (incr. every 5 years ) and residential leases TRAHC repa yment 494,466 494,466 494,466 494,466 494,466 Principal and interest on loans to TRAHC Earnings on Investments and Other 87,295 36,229 57,569 89,643 54,806 72,419 Total Revenue9,748,148 10,327,990 10,800,130 11,431,404 11,154,767 11,489,512 ExpendituresMaintain Town Assets Bus Shelters 30,000 30,000 30,000 30,000 30,000 30,000 Annual maintenance C-1Parking Structures665,000 620,000 680,000 675,000 690,000 690,000 2014 - 2018 various repairs including deck topping replacement, expansion joint repairs, ventilation, HVAC, plumbing and other structural repairs C-2Facilities Capital Maint enance592,000 491,000 508,000 293,000 255,000 410,500 2014 - 2018 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 ). Donovan Park Pav ilion50,000 50,000 720,000 - - - 2015: $400K to change ventilation & improve noise, $270K to replace heating/air system and $50K furniture replacement; Re-finish floors in 2014 Street Light Improvements 50,000 50,000 50,000 50,000 50,000 50,000 New street lights and to refurbish residential lighting C-3Capital Street Maintenance735,900 981,200 1,215,500 954,800 1,200,100 878,900 On-going maintenance to roads and bridges including asphalt overlays, patching and repairs Flood Incident repairs148,336 - - - - - Use $148K of reimbursement from ERWSD collected in 2012 to continue flood repair projecst; Replacement of Bighorn Creek culvert along Spruce Way to coincide with ERWSD relocation of water main infrastructure at same location Fire Truck Replacement42,426 620,900 - - - - 2014 replace pumper truck from 1999 Town-wide camera system30,076 130,000 22,000 22,000 22,000 22,000 2014 includes $120K for 24 new cameras in preparation for the 2015's (see attached memo) plus $10K for annual capital maintenance of 89 cameras already throughout town (includes municipal public buildings; 6 cameras currently in Vail Village). 2015 - 2018 includes $22K per year for replacement of cameras and equipment; Recorders cost $7-8K each; cameras range from $800 - $3800 each; Emergency Operations Center (EOC)29,309 - - - - - Audio visual, phone and IT equipment for an EOC at the West Vail Fire Station - funded by a NWCOG grant listed above Audio-Visual capital maintenance40,000 10,000 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 buildin g, Grand View, LH Welcome Center, etc. Document Imagin g 70,000 30,000 30,000 30,000 30,000 30,000 A nnual maintenance, software licensin g, and replacement schedule for scanners and servers Software Licensing48,000 48,000 48,000 48,000 48,000 48,000 Upgrade Microsoft products on all equipment; renew licenses in future; Increased costs from vendors; $8K per year increase from original 5 year plan due to additional software products Hardware Purchases 50,000 50,000 50,000 50,000 50,000 50,000 Scheduled rotation of PCs, printers and servers Copier Replacement - 10,000 - - - - Replace 8 year old equipment with color copier, printer, fax and scanner Data Center (Computer Rooms ) 15,000 15,000 15,000 15,000 15,000 15,000 Based on annual replacement schedule of securit y and power s ystems for 3 computer rooms Website and e-commerce83,825 12,000 12,000 12,000 12,000 12,000 Internet security & application interfaces; website redevelopment (2013); includes $550/month for web hosting services Comm Dev ArcGIS System28,000 - - - - - 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 w ill finalize the set up of the s ystem Fiber Optics / Cabeling Systems in Buildings56,675 62,000 15,000 15,000 15,000 15,000 2014 requesting $52K to install 26 TOV-owned "nodes" for fiber being laid by Crow n Castle on our behalf; 24 of these would link to the requested cameras throughout town . 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 up grades 79,790 40,000 30,000 30,000 30,000 30,000 Computer network s ystems - replacement c ycle every 3-5 years; 2013 replacement of switches and routers Phone S ystem Infrastructure 185,000 - - - - - Replace infrastructure for 15-year old phone s ystem Business Systems Replacement 627,573 - - - - - 2013 $350K for replacement of Community Development permitting software and $175K for remainder of Finance s ystem project Public Safety System 61,000 50,000 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)86,736 - - - - - TOV portion of upgrade to computer-aided dispatch system; 2013 required upgrade of Oracle applicance relating to the Intergraph s ystem upgrade TOWN OF VAIL 2014 PROPOSED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUND- 62 - 9/17/2013 Increased cost Revisions / newly added project Amended * Placeholder items 201320142015201620172018Project InformationTOWN OF VAIL 2014 PROPOSED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUND Transit Center Generator 200,000 Replacement of generator at the Vail V illage transit center; includes re-landscaping and re-wiring. Police in-car cameras; replacement 55,000 - - - - - Up grade mobile vision cameras in cars purchased 6 years a go Police E-ticketing system- 35,000 - - - - Electronic ticketing system; reduces data entry done by officers to record physical tickets; w ill interface with Full Court s ystem Total Maintenance3,859,646 3,535,100 3,485,500 2,284,800 2,507,100 2,341,400 Enhancement of Town AssetsCDOT Required parking708,694 218,000 - - - - 2013: Safeway; 2014: Vail V illage Mobile Emergency Communications / Command Center - 350,000 - - - - Replacement of emergency communications van; Current van is a re-purposed vehicle with outdated technology Vail Village Info Booth1,044,568 - - - - - Remodel, including addition of restrooms and guest enhancements Vail Village Info Booth pull off lane250,000 - - - - - Pull off lane in front of Vail V illage info booth for short term parking and to provide an area for an RV or larger vehicle to pull in for information Guest Services Enhancements/Wayfinding2,462,726 1,000,000 - - - - Guest Service / Wayfinding enhancements outside of VRA district Guest Service Enhancements: LH Welcome center (VRA) 70,000 - - - - - Guest information improvements town-wide, including pedestrian signage, parking structures, banners at VV & LH and variable messa ge signs East Vail Fire Station - - - 1,500,000 - - Renovation of station Main Vail Fire Station 1,191,597 - - - - - Renovation of station Energy Enhancements 369,557 - - - - - Implementation of energy audit enhancements Neighborhood Road Reconstruction25,000 - 650,000 4,640,000 4,475,000 4,450,000 East Vail roads; $25K for design and $420K in 2015 for shared project with ERWSD on Rockledge Rd; 2015 also includes $200K for planning / design of roadwork (construction in 2016) for Phase I incl. Columbine, Spruce Way/Dr., Streamside, Nugget, Glen Lyon, & W illow Ct; 2017/2018 for Phase II incl. Meadow Dr./Ln, Juniper,Main Gore, Ute, Black Bear, Snowshoe & Grouse Ln Neighborhood Bridge Reconstruction445,889 300,000 300,000 1,000,000 700,000 2013 to finish Matterhorn Bridge (with partial funding from federal grant); Nugget Lane and Bridge Rd bridges design in 2014/2015 and construction in 2016/2017; also partial fundin g from federal grants. Parking Entry System / Equipment600,000 - - - - Replace parking system in both structures (LH parking structure system had been scheduled for replacement in 2006); Better financial reporting and potential to interface with variable message signs and other parking systems across town; Postponed from 2013 to 2014 to co-incide with LH parking entrance improvements because would include the booth attendant stations. Partially reimbursed b y VRA ($300K ) Hybrid Bus Battery Replacement 55,000 385,000 - - - - Scheduled replacement: 1 in 2013; 7 in 2014; Estimated life of 6 years Replace Buses20,282 45,000 - 3,524,000 - 2,804,400 2014: ADA van for on-call pickups; 2016: 8 buses scheduled for replacement ($440.5K per bus); 2018: 6 buses scheduled for replacement ($467.4K per bus ) Municipal building remodel- - - 5,500,000 - - Placeholder for a significant remodel should a complete reconstruction not occur. This cost is an estimate only, actual cost will depend on the scope of the pro ject. Timber Ridge Legal/Zoning25,000 - - - - - Consultants, legal, etc. related to potential redevlopment project Timber Ridge Redevelopment- 225,000 - - - - Estimate for rockfall mitigation and revisions to western half of property such as transit stop, etc. should redevelopment move forward. Total Enhancements6,668,313 3,123,000 950,000 16,164,000 5,175,000 7,254,400 New AssetsMunicipal Redevelopment30,770 - - - - - 2013 final bills plus $15K for design of potential relocation of computer room and IT staff offices Frontage Road improvements (VRA)- - 3,000,000 - - - Previously in 2014; pushed to 2015; From LH Parking structure to Municipal building to coincide with new LH parking structure entry; funded by VRA (see transfers below) Simba Run Underpass (VRA)400,000 600,000 1,000,000 2,200,000 2,200,000 - 2013 Feasib ility study - f unded by VRA; CDOT sharing 50% of costs (see revenue above); 2014-2017 is the town's portion of this project assumin g we are awarded RAMP fundin g Welcome Center (VRA)94,536 - - - - - Completion of the project; Funded by the Vail Reinvestment Authority (see Transfers below) East LionsHead Portal (VRA)463,561 - - - - - 2013 for final b ills; Remaining items incl ude landscaping in the spring; repairs to a paver area because holding water; Funded by the Vail Reinvestment Authorit y (East LH Circle) West LionsHead Portal (VRA)129,544 - - - - - Re-appropriation to continue project; Funded by the Vail Reinvestment Authority (Concert Hall Plaza) Library Remodel (VRA)298,497 - - - - - Re-appropriate to finish project / cover final bills; F unded by the Vail Reinvestment Authority (see Transfers below) Lionshead Parking Structure Entry (VRA)200,000 2,000,000 - - - - Improve entry area into LH parking structure including booth attendant stations prior to 2015 World Championship; 2013 design; 2014 construction. Reimbursed b y VRA (see transfers below) Lionshead Medians (VRA)1,000,000 Median construction from LH parking structure to Vail Spa; Council approved design already Sundial Plaza fountain & surround (VRA)840,568 - - - - - Fountain and park improvements East LH Circle pathway to Dobson (VRA)- - - 890,000 - - Improve connection from the E LionsHead bus stop to Dobson Dobson Plaza (VRA)- - - 1,075,000 - - Redevelop the center plaza of Dobson for better flow of bus traffic, people traffic (concerts) Buy-down Program402,118 - - - - - Carry forward program funding Buy-down Program Funded by Pay -in-Lieu600,420 - - - - - Carry forward current balance of program funding: Housing funded directly by Pay-in-Lieu fees collected from developers Total New Assets:3,460,014 3,600,000 4,000,000 4,165,000 2,200,000 - - 63 - 9/17/2013 Increased cost Revisions / newly added project Amended * Placeholder items 201320142015201620172018Project InformationTOWN OF VAIL 2014 PROPOSED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUND Total Expenditures 13,987,973 10,258,100 8,435,500 22,613,800 9,882,100 9,595,800 Other Financing Sources (Uses)Loan to Timber Rid ge (TRAHC) (8,000,000) - - - - - Loan to Timber Rid ge Affordable Housing Corporation to re-finance debt Transfer from Vail Reinvestment Authority2,306,706 3,950,000 4,050,000 4,215,000 2,250,000 50,000 2013: Guest S vcs $570K; Library remodel completion $298K; East LH Portal $463K; West LH Portal $130K; LH Parking Structure entry $200K; Sundial Plaza $841K; Simba Run feasib ility study $200K; LH Parking Structure annual capital maintenance $310K Revenue Over (Under) Expenditures(9,933,119) 4,019,890 6,414,630 (6,967,396) 3,522,667 1,943,712 Beginning Fund Balance17,427,1087,493,98911,513,87917,928,50910,961,11314,483,779Ending Fund Balance7,493,989 11,513,879 17,928,509 10,961,113 14,483,779 16,427,492 - 64 - 9/17/2013 Increased cost Revisions / newly added project Amended * Placeholder items 201320142015201620172018 RevenueReal Estate Transfer Tax 3,871,000$ 3,900,000 4,173,000 4,465,000 4,778,000 5,112,000 Less than 1% increase from 2013 forecasted; Then 7% per year Golf Course Lease129,426 132,014 134,655 137,348 140,095 142,896 Annual lease payment from Vail Recreation District 2% annual increase - deposited to "Recreation Enhancement Account" (accompanying expenditure listed below) Intergovenmental Revenue20,000 20,000 20,000 20,000 20,000 20,000 $20K Lottery fund proceeds Project Reimbursements1,165,000 - - - - VRD portion for Golf Course Clubhouse construction Recreation Amenity Fees10,000 10,000 10,000 10,000 10,000 10,000 Earnings on Investments and Other46,789 35,462 2,833 8,930 12,146 3,859 Total Revenue 5,242,215 4,097,476 4,340,488 4,641,278 4,960,241 5,288,756 ExpendituresMaintain Town Assets Annual Park and Landsc ape Maintenance1,373,854 1,409,854 1,438,051 1,466,812 1,496,148 1,526,071 Ongoing path, park and open space maintenance, project mgmt Management Fee to General Fund (5%)233,550 195,000 208,650 223,250 238,900 255,600 5% of RETT Collections - fee remitted to the General Fund for administration Tree Maintenance90,000 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 Management207,710 195,000 195,000 195,000 195,000 195,000 Pine beetle mitigation in conjunction w/ forest service; Wildfire prevention measures Street Furniture Replacement75,000 75,000 - 10,000 25,000 25,000 2013 and 2014 increased requests for bike ra cks and benches throughout town; also includes annual replacement or capital repairs Glen Lyon Bridge- - 150,000 - - - Re-decking of recreation path bridge; too large a project to include in annual rec path captial maintenance Alpine Garden Support65,620 65,620 66,932 66,932 68,271 68,271 Annual operating support of the Betty Ford Alpine Gardens Eagle River Watershed Support62,000 62,000 63,240 63,240 64,505 64,505 Annual support of the Eagle River Watershed Council programs Public Art - Operating94,005 95,885 97,803 99,759 101,754 103,789 Art in Public Places programming EnvironmentalSustainability 255,657 250,000 250,000 250,000 250,000 250,000 EnvironmentalSustainabilityprograms Total Maintenance2,457,396 2,413,359 2,534,676 2,439,993 2,504,578 2,553,236 Enhancement of Town Assets Rec. Path Capital Maint98,339 104,796 104,837 103,362 111,040 114,371 Capital maintenance of the town's recreation path system Park / Playground Capital Maintenance89,000 90,500 87,500 82,000 87,500 90,000 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 Flood Incident repairs930,832 - - - - - 2012 repairs to culverts, drainage, etc Donovan Park Master Plan- 25,000 - - - - To separate and update the Donovan Park master plan from the Ford Park master plan Library Recreation Path Reconstruction- 1,100,000 - - - - Reconstruction of the recreation path from the Vail Library to Lionshead, including 12 ft wide concrete trail, repairs to eroded culverts at Middle Creek and stream bank erosion repair (50 ft. section) Streambank/tract mitigation950,000 750,000 - - - - Pending Eagle River Water District study results; Includes estimates for streambank repairs (from water to bank) and riparian repairs (from bank to land area and revegetation) Water Quality / Storm Water- 350,000 Would accompany repairs made with streambank/tract mitigation for storm water and culverts East Vail Interchange Improvements- 1,120,500 1,089,760 - 2016: Water quality improvements of $431,500 to create 4 "dry" ponds for run off to improve water quality, 4 water quality vaults instead of ponds to allow landscaping the area would cost an incremental $689,000; 2017: Landscaping design and construction of the interchange: $1,089,760 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 - $1.0M; 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. Ftg Rd1,500,000 - - - - Moved up to 2014 from 2015 to correspond with CDOT overlay next year ; Bike lane shoulder from Red Sandstone school to Buffehr Creek Bike Lanes: S. Ftg Rd688,015 500,000 - - - - 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 - - - - Moved up to 2014 to coincide with Ford Park improvements; Ford Park playground built in 2000; improvements were previously scheduled for 2015 Ford Park Portal Improvements- 250,000 - - - - TOV portion of improvements to six portals into Ford Park; Matching contribution from Vail Valley Foundation; 2013 for design; Transferred $750K to 2013 Ford Park Fields per Council 8/6/13 ($100K tfd in 2013 and $650K in 2014) Ford Park Master Plan50,000 - - - - - Continue revisions to Ford Park Masterplan Ford Park Parking Lot Slope Revegetation- 100,000 - - - - Re-vegetate the slope down toward the river at the Ford Park parking lotTOWN OF VAIL 2014 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX - 65 - 9/17/2013 Increased cost Revisions / newly added project Amended * Placeholder items 201320142015201620172018TOWN OF VAIL 2014 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX Booth Creek Playground- 385,250 - - - - Previously in 2012; deferred to 2014 Booth Creek Tennis Courts- 262,500 - - - - Renovate the current tennis courts Booth Creek Park redevelopment- - - - 1,806,300 - Previously in 2012; deferred to 2017 Donovan Park - - 304,000 - - - 2015 safety improvements to playground / park Public Art - General program / art388,027 80,000 85,000 85,000 85,000 85,000 To purchase sculptures, artwork, art programs and events; remainder is re-appropriated each year to accumulate enough funds Public Art - Winterfest58,230 - - - - - Annual Winterfest event; approximate cost of $25K per year; rely on donations Total Enhancements3,252,443 6,062,046 581,337 1,390,862 3,179,600 289,371 VRD-Managed Facility ProjectsRecreation Enhancement Account129,426 132,014 134,655 137,348 140,095 142,896 Annual rent paid by Vail Recreation District; to be re-invested in asset maintenance Golf Course - Other 664,417 108,967 20,276 97,498 15,763 311,739 2014 asphalt parking area by storage maintenance building; 2018: Reconstruction of the 11th hole pumphouse Dobson Ice Arena68,480 14,475 105,721 23,166 254,413 10,300 Refurbishment of wood exterior and landscape improvements; renovate changing rooms and restrooms; 2017 low slope roof, electrical switch gears Ford Park / Tennis Center Improvements2,768 12,270 69,006 9,785 5,176 6,213 2015 tennis club roof; Athletic Fields 2,848 15,604 3,764 18,254 - 2014 and 2016: asphalt overlay of parking lot Gymnastics Center- - - - 44,408 - 2017: Restrooms Nature Center10,646 - 20,000 65,000 - - 2015: wood siding; 2016 Exterior windows, doors and slope roof Total VRD-Managed Facility Projects 878,584 283,330 353,422 351,050 459,855 471,148 New AssetsGolf Course Clubhouse (CCF)6,383,739 - - - - - Re-appropriation to continue project. Total includes (from 2012) $1.15M reimbursement from VRD, allocation of Recreation Enhancement Funds $504K and Conference Center funds of $3.8M (Total project cost estimated at $6.8M) Ford Park Fields8,838,782 - - - - - Per council 8/6/13 move up $2.7M from 2014 budget plus use $100K in 2013 and $650K in 2014 from Ford Park Portal Improvements (to help offset the $1.5 shortfall) plus $218K for VVF shared costs ; Re- appropriated balance plus transfer of $360K from Frontage Road Bike Lanes above for reconstruction of the streamwalk along Ford Park (reducing the slope grade from a max of 17% to a max of 6 - 7%) and transfer of $416K from Ford Park/Tennis budget; Ford Park Amphitheater1,210,000 - - - - - VVF's portion of Phase I construction and Phase II planning Public Restrooms368,268 - - - - - Restrooms at lower bench of Ford Park Total New Assets:16,800,789 - - - - - Total Expenditures23,389,212 8,758,735 3,469,435 4,181,905 6,144,032 3,313,755 Other Financing Sources (Uses)Transfer from Conf Center Fund6,785,000 - - - - - Transfer from Conf Center Funds for Golf Clubhouse ($3.8M) and Ford Park Field projects ($3.5M), less $515K transferred in 2011 for planning/design Lionshead Medians (VRA)Revenue Over (Under) Expenditures(11,361,997) (4,661,259) 871,053 459,373 (1,183,792) 1,975,001 Beginning Fund Balance16,427,9665,065,969404,7101,275,7631,735,136551,344Ending Fund Balance5,065,969$ 404,710$ 1,275,763$ 1,735,136$ 551,344$ 2,526,345$ - 66 - 9/17/2013 Note: Costs are estimates VRARETT Capital Projects Fund DescriptionStatus Priority IGuest Services Enhancements √ Included in 5-year Capital Projects Fund Library Remodel √ Done Parking Expansion - LionsHead $18.1M - $36.2M Parking Expansion - Ford Park : Structure* $30.0M - $54.0M *Council did not support Parking Expansion - Ford Park : Surface $9.74M - $18.5M Includes field work Parking Expansion - North Frontage Road Various areasPartially 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 √ Included in 5-year Capital Projects Fund Energy Audit Enhancements √ Completed Chamonix Site Development - Housing $ TBD Recent estimate: $1.4M; Could be phased (1st phase approx. $880K) Main Vail Station - major remodel √ Completed Priority IIEast 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 Vail Round-about Major Reconstruction 3,600,000 West Vail Round-about Major Reconstruction 1,000,000 Golf Course Clubhouse √ * VRD to contribute $1.165M; another $1.5M is already budgeted in RETT; $3.8M proposed use from Conference Center Funds Budgeted in 2013 LionsHead Park (Sundial Plaza) √ Budgeted in 2013 LionsHead Information Center Renovation √ Completed with Welcome Center LionsHead Parking Structure Enhancements3,500,000 Does not add spaces, but brings remainder of structure up to 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 Muni Bldg HVAC replace & minor renovations 2,400,000 Replace air handling system and improve air flow; paint, replace 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 VVMC Priority IIISimba Run Underpass $6.0 million budgeted in VRA; Grant pending EastLionsHeadCircle(EastPortal) √ Nowincludedin5 - yearVRAbudget Town Shop Improvements 12,750,000 Municipal Building Reconstruction 15,000,000 Bike path reconstruction near Pedestrian Overpass 175,000 On north end of Pedestrian Overpass Lighting for Pedestrian Overpass to Red Sandstone 170,000 Add lights on pedestrian path from Red Sandstone to bridge Newly-identified projects:Flood repairs and improvements √ Costs estimated at $1.45 millionBudgeted in 2013 Eligible for funding from- 68 - 9/17/2013 To: Town Council Stan Zemler, Town Manager From: Dwight Henninger, Chief of Police Ron Braden, IT Director Craig Bettis, Commander Date: July 29th, 2013 Subject: TOV Camera Update 2014 I. SUMMARY The Vail Police Department and the Town of Vail CCTV program rely on technology, enforcement, and engineering to improve the safety of our citizens and guests. The technology of a well placed public camera system is a crucial piece in crime reduction and event security for the Town of Vail. Each camera is a force multiplier for public safety and should be looked at as if it was an extra pair of eyes and ears on the streets to help capture evidence and reduce criminal activity. With the upcoming 2015 World Alpine Ski Championships approaching fast and after the unfortunate incident surrounding the Boston Marathon this past year, the current societal expectation is that safety is paramount during and around public events. On average in a year, Vail can host in upwards to 90 Special Events, drawing crowds during one single event close to 30,000 people. Vail has established itself in the international community as a destination resort year-round and will continue to host larger scale events and activities in the future. During the 2015’s crowd estimates could exceed over 150,000 spectators putting us on the fore front for international attention and exposing Vail as a prime soft target threat for terrorist and criminal activities. All cameras will be Pan Tilt Zoom (PTZ) capable and work with the existing loading and delivery cameras. The majority of the cameras will be hardwired and mounted to the light poles throughout both villages. The cameras will be small enough that they will not be intrusive to the public eye, nor take away from the ambiance of the villages. Cameras that are set to capture images will be secured through our network and be recoded to DVR’s for a period of no longer than 90 day’s. The cameras will have the ability to be monitored during real-time during events in our 911 Communications Center or designated event command post. During this past year there are many examples in which cameras in the Village and Lionshead would have helped Vail Police in solving crimes. The few existing cameras we have in place now, proved this very point. 9/17/2013 Town of Vail Page 2 In late fall we were able to capture video of a suspect inside the TRC that later led to his capture in a “Peeping Tom” case on a minor at a Vail home. In spring, a case was reported by a victim who used social media to vent her frustration about Vail PD, when she alleged that she was assaulted and thrown down a set of stairs in Lionshead. If a camera was in the area, we could have immediately pulled the footage and could have shown that in fact she had fallen due to her level of intoxication. Instead, we spent countless hours of investigation that lasted several days, leaving the community in fear of a suspect who did not exist. II. Camera Recommendations Vail Village/Golden Peak Solaris- 4 cameras will capture the Solaris event area where the WASC 2015 Awards Stage will be located. Also throughout the year, several concerts, USA Cycle Pro and The Mountain Games have events occurring in this area Checkpoint- 1 camera facing south towards Solaris and International Bridge Transportation Center/Bus Plaza- 1 camera facing north towards Bridge and Bus Plaza, 1 camera on the southwest corner top of TRC facing south and 1 camera at the bottom of stairs towards rock fountain Slifer Building-1 camera to replace existing hardware facing north Christy Sports Building-1 camera facing south down Bridge Street Children’s Park- 1 Camera capturing Wall Street. Pirate Ship Park- 1 camera capturing walkway towards Golden Peak, this is a major pedestrian route for 2015’s and The Mountain Games. Golden Peak- 2 pole cameras capturing path on East Meadow and Mill Creek and one to capture grass area behind Larkspur TRC/ East Meadow- 1 camera Children’s Fountain/ Pepi’s- 2 cameras to cover area around fountain and stairs towards Gore Creek *17 cameras total to be installed in Vail Village Area* Lionshead Bus Shelter- 1 camera facing west Arrabelle/Double Diamond- 1 camera on corner of building Bart and Yeti’s- 1 camera pole 9/17/2013 Town of Vail Page 3 North Face Store/ Vail Bike Tech- 2 cameras to capture walkway and park Moe’s- 1 camera capture stairs and west end of Lionshead Concert Hall Plaza- 1 camera to capture bus stop *7 cameras total to be installed in Lionshead* Total camera allocation= 24 cameras III. Cost $120,000 (Install and Hardware) 9/17/2013 75 S. Frontage Rd. W. www.Vail911.com Phone: 970-479-2200 Vail, Colorado 81657 Fax: 970-479-3434 To: Town Council Stan Zemler, Town Manager From: Tom Banker, Communications Director Randy Braucht, Project Manager Dwight Henninger, Chief of Police Date: September 9, 2013 Subject: Capital Request- Mobile Communications Unit Replacement Since 2006 the Vail Public Safety Communications Center (VPSCC) has fielded a mobile communication’s unit (MCU) designed and built internally with input from TOV Information Technology (IT) Department, TOV Fleet Maintenance and VPSCC. Since January 1, 2013, the unit operated for 2 days at the US Burton Open in Vail, 7 days on the Ward Gulch fire near Rifle, and supported the Rocky Mountain Area Mobilization Center in Grand Junction for 12 days. When deployed out of county the unit bills at a rate of $350/day (the closest other similar units are in the Denver Metro area and Grand Junction). The current unit however has significant limitations that render its use unsafe and its technological solutions outdated. The vehicle itself is currently over the manufacturer’s gross vehicle weight rating. VPSCC is requesting replacement of the current MCU with a new unit that is fiscally responsible, and would serve the Town of Vail for the next 15-20 years; in a role that would provide: 1. A viable back-up 911 center. With the use of redundant cellular/satellite and voice systems, we would be able to access existing software solutions that exist in the fixed-site Communications Center such as:  Computer-Aided Dispatch system (CAD) enabling the creation of events and resource tracking  Colorado/National criminal justice information systems, assisting the Police Officers in their daily tactical operations  Web-based community notification systems (ECAlert/EPN) allowing public notification of County incidents  Administrative computer access  Upgraded Mobile 911 PSAP phone system (Command Post) tying the MCU into the fixed sites phone system Current Vail PD Mobile Communications Unit 9/17/2013 Town of Vail Page 2  Radios accessible via mobile 800 MHz and VHF radios 2. Provide a forward means of field level communications for special events such as the 2015 World Alpine Ski Championships, US Pro Cycling Challenge and the Burton Open. This would be in addition to emergency response within the Town of Vail (wildland fire, hazmat, high-risk incidents, etc.). 3. Support the needs of the 12 other Eagle County agencies that are supported by the Vail Public Safety Communications Center 4. Deployments to greater Colorado needs, showcasing the Town of Vail’s resilience and support of emergency preparedness and response. But more importantly, provide training opportunities to Communications Center personnel in dealing with Communication needs at large scale incidents and in the use of this vehicle. We are proposing a capital purchase of $350,000 to replace our current MCU. It should be clear the proposed unit would be a TOV asset, serving primarily as a back-up 911 center. Currently, there is no viable plan in place should the need to evacuate (complete power system failure, fire in the wildland-urban interface near the Communications Center, hazmat or manmade device at the municipal building) arise. In the past, the evacuation plan included relocating staff to a facility in Edwards. This option is unrealistic as it results in downtime exceeding 20 minutes, and there is no infrastructure in place to support extended dispatch operations. This proposal includes the mobile and technological equivalent to the fixed-site 911 center, which would reduce evacuation downtime and reduces training/unfamiliar systems to dispatchers. This in turn increases the ability to return to full service dispatch operations, therefore reducing the potential for catastrophic reduction in service to TOV guests and residents. When the fixed-site is evacuated, Pitkin County dispatch serves as our back-up 911 center, answering our calls for service. However, they have no means of dispatching public safety professionals in Eagle County. This yields the potential for a significant delay in notification of emergency responders if there is not a rapid way to set up a back up center such as this MCU There are a total of 16 similar units, across the state of Colorado with a wide diversity of capability. Other resort communities throughout Colorado and the United States make use of a similar apparatus. The following locations have similar pieces of equipment: - Park City Mountain Resort, UT - Jackson County, WY; as well as Teton County, WY. They did lose their mobile communications apparatus through a lack of funding, and reported to us they wish they had allocated funds for the vehicles future. - Gallatin County, MT Sheriffs Office (Yellowstone NP) - La Plata County, CO; one each for Durango PD, Durango Fire/Rescue and La Plata County Sheriffs Office - Boulder County Sheriff, CO - Rio Grande County, CO wishes they had one in the aftermath of the 2013 West Fork Complex Fire (109,615 acres) that threatened the Wolf Creek Ski Area Gallatin County Sheriff – MT $260k Flathead County Sheriff.- MT $320k (requires tow vehicle $55k) Examples of Vehicles similar to the proposed MCU 9/17/2013 Town of Vail Page 3 Vail Public Safety Communications recognizes the significance of this type of capital outlay. We remain committed to deploying the MCU in support of TOV operations and securing a viable back up to the fixed site Communications Center. We believe a resource of this type would help further enhance working relationships with the Vail Police Department and Vail Fire and Emergency Services. We have also recently secured $15,000 annually from the Eagle County 911 Authority Board to recover costs associated with this project. We are presenting this proposal in effort to be proactive in our preparations for guarding our community, and to maintain our current service levels, should an unfortunate disaster strike. Thank you for your consideration of this proposal. 9/17/2013 To: Vail Town Council From: Department of Public Works Date: September 17, 2013 Subject: Library Trail and Associated Projects I. INTRODUCTION The Gore Valley Trail behind the Vail Public Library meanders along Gore Creek and connects Lionshead to West Meadow Drive. It is one of the most scenic and popular sections of trail in Vail. However, the heavy, year-round use has taken its toll on the pavement and the trail is in need of renovation. In addition to the trail work, there are several important projects that should be considered as part of this work. This memo outlines all of the projects and anticipated costs. II. PROJECTS A. Path Reconstruction The existing asphalt trail is eight to ten feet wide. Vail’s standard for mixed-use trails is ten feet. Given the heavy mix of bikers and pedestrians during the summer, staff recommends that this trail should be widened to a twelve-foot wide concrete trail to safely accommodate trail users. Additionally, the existing outdated lighting is insufficient and should be updated. B. Path Relocation - Lodge at Lionshead In 2006, the Lodge at Lionshead Phase III (LAL III) submitted plans for a development project. At that time, it was noted that approximately 150’ of the recreation trail was either partially or fully located on LAL III property, without an easement. LAL III intended to relocate the path to TOV property as part of the project. However, the project was tabled due to the economic environment at that time. With the current need to renovate the path, LAL III has again informally requested that the path be relocated. This relocation will require the installation of a fifty-foot bridge over a creek/wetland area. C. Milddle Creek Culverts Replacement The existing culverts carrying Middle Creek suffered erosion on both the upstream and downstream sides during the 2011 flooding. The culverts were intended to be replaced with a concrete box culvert during the fall of 2013 using the Flood Mitigation funding, however the project was put on hold pending the path renovation work. 9/17/2013 Town of Vail Page 2 D. Stream Bank Erosion & Safety A fifty-foot section of stream bank is significantly eroded behind LAL III with a drop-off of approximately 4-8’ down to Gore Creek. This area also appears to provide access to Gore Creek as it shows significant wear/compaction. This project was recommended for repair under the Flood Mitigation Report. Additionally, the repair of eroded stream banks is an important piece of the Gore Creek Water Quality Improvement Plan. It would make sense to repair this bank prior to rebuilding the recreation trail through this area. III. BUDGETS Asphalt Path Reconstruction $285,000 Lighting Replacement $150,000 Concrete Add $ 90,000 Path Reconstruction Total $525,000 Path Relocation & Bridge Add $275,000 Middle Creek Culverts Replacement $150,000 (Currently Budgeted) Stream Bank Erosion & Safety $150,000 (Currently Budgeted) Project Total $1,100,000 IV. STAFF RECOMMENDATION Staff recommends including $ 1,100,000 in the 2014 budget for the completion of the listed projects. Because the improvements are part of the Vail Reinvest Authority, the projects could be funded through the TIF budget instead of using RETT funds, even though the culvert replacement and stream bank work are currently budgeted. Design work can begin this fall using Recreation Path Maintenance funds for the trail/bridge work so that the project can be completed by next fall. 9/17/2013 Town of Vail Page 3 Above: Heavy summer use Below: Wear and tear on pavement, and outdated/insufficient lighting 9/17/2013 Town of Vail Page 4 Above: Middle Creek culverts/railings, worn out paving, lighting Below: Heavily eroded stream bank 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: Information Updates and Attachments: 1) September 4, 2013 CSE Meeting Minutes; 2) July Business Review; ATTACHMENTS: CSE 090413 DRAFT Minutes July 2013 Business Review 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 1 of 9 DRAFT Minutes: Town of Vail: COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, September 4, 2013 @ 8:30 a.m. CSE Members Present: Jenn Bruno Bobby Bank Amy Cassidy Barry Davis (left at 11:20 a.m.) Sonny Kerstiens Rayla Kundolf CSE Member Absent: Dave Chapin Town of Vail Staff Present: Kelli McDonald, Economic Development Manager Sybill Navas, CSE Coordinator Pam Brandmeyer, Assistant Town Manager Todd Oppenheimer, Capital Projects Manager/Town Landscape Architect Molly Eppard, Art in Public Places Coordinator Others Present: Margaret Rogers, Vail Town Council Clare Hefferren, Callosum / Event Liaison Consultant to the CSE Katie Tille, Highline Cabal Yarne; Vail Chamber, Lionshead Merchants Association Kit Williams, Lionshead Merchants Association Dan Cramer, Brandon London, Bryce Thornburg; North American Sports Group Sarah Franke, Brian Nolan; 970 Group Cati Miller, Lionshead Merchants Group Blond female, Lionshead Merchants Group Laurie Asmussen, Eagle Valley Events Alison Wadey, Vail Chamber and Business Association (VCBA) Jonathon Brownlee, Arrabelle, Lionshead Merchants Association Amad Akkad, Lionshead Jewelers Jeff Andrews, Vail Spa, Lionshead Merchants Association Meeting Materials may be viewed at: http://www.vailgov.com/WebLink8/Browse.aspx?startid=34151&row=1&dbid=0 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 2 of 9 CSE Chair, Jenn Bruno, called the meeting to order at 8:30 a.m. 1. Administrative Items a. Approval of the Minutes of the CSE Meeting of August 7, 2013  Motion to approve the Minutes of the meeting of August 7, 2013, as presented. M/S/P: Davis/Kerstiens/Unanimous b. End of Year Meeting Schedule - attached. Cassidy, Bruno and Kundolf confirmed they can attend the VEAC/CSE joint meeting on September 10th from 8-8:45am. Bobby Bank requested that VLMDC come to the CSE meeting 50% of the time versus the CSE attending all of theirs. McDonald stated location and meeting attendance is based on topic and deadline requirements. Bruno also stated the VLMD conference seating setup is more conducive to discussion at the VLMDAC meetings in the Antlers site than in the Council Chambers, where the CSE usually meet. c. Review Financial Status: remaining unallocated Special Event funds: $30,221.00 Request to approve moving $221.00 to the Admin budget to cover upcoming meeting costs.  Motion to approve moving $221 to the Admin budget to cover upcoming meeting costs, as requested. M/S/P: Kundolf/Davis/Unanimous Navas stated that she will have a proposed split for the 2014 budget at the October 2nd CSE meeting. d. Vail Family Fun Challenge/Brian Hall, Blue Creek Productions: $900 additional funding requested by Blue Creek Productions, due to unexpected charges from Solaris Navas reminded the CSE that Brian Hall of Blue Creek Productions had been contracted by the CSE to produce the Survivor Casting Call and associated Vail Family Fun Challenge event. Having never used the Solaris venue, he was taken by surprise to be informed that there was a rental fee for the plaza of $2300 involved, which was then negotiated down to $900. Hall is requesting the allocation to cover the unexpected and unbudgeted fees. Rogers asked why Solaris gets to charge at will with differing amounts? Solaris has a contract with the Town, and Rogers doesn’t want to deviate from it. McDonald explained fees have been raised due to wear and tear, security and maintenance. Solaris negotiates with each event producer based on expected wear and tear. These contracts have been accepted by the Town of Vail (TOV) and confirmed by Matt Mire, the town’s attorney, as reasonable costs of maintaining the plaza. Brandmeyer added that, if Solaris usage is compared to that in the public rights of way, the TOV would have public works crews providing the maintenance. The Town came to the conclusion that a mechanism is needed to maintain the plaza, as the TOV won’t put staff resources into it. Kundolf suggested putting signage on the artwork to stop people from climbing on it – noting this is the responsibility of the Solaris Management. 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 3 of 9  Motion to approve the additional funding of $900 to Blue Creek Productions for Vail Family Fun Challenge, as presented. M/S/P:Kundolf/Cassidy/Unanimous 2. Updates: a. Event Review Committee (ERC) Permitting Policy: Pam Brandmeyer, Assistant Town Manager Navas reminded the CSE that the question, which had been raised originally by Kundolf, for Brandmeyer was “What are the criteria for approval of special events that do not receive funding from the TOV or the CSE?” Kundolf confirmed the question, stating sometimes there are non-funded events that create congestion based on dates. Kundolf asked ERC to provide a complete calendar of events, specifically referencing bike rides, to the CSE in advance of 2014 allocations. Kundolf also suggested creating a “This is What’s Happening” weekly ad from CSE/ERC,” and referenced an article that the Vail Daily had recently run. Brandmeyer stated that the ERC looks at the calendar carefully and tries to offer a venue comparable to that of any funded event. ERC additionally uses good judgment and respects the need to maintain the standard of the Vail brand. The overall philosophy is to build revenue based on events. She acknowledged that perhaps, based on recent comments from the Town Council, TOV has reached “the threshold” of risking damaging customer experience, safety and town resources. She stated that bike races are a political hot potato and the ERC manages it as well as possible; every year a conversation occurs concerning how to manage these rides into a full calendar of events, and welcomed suggestions. McDonald asked how much control ERC has over events. An example used was bike rides coming through East Vail. Navas confirmed that, with respect to the bike rides such as the Triple Bypass and the Copper Triangle, the ERC/TOV have no choice but to approve permit, as we are in the middle of their routes and we are politically unable to deny their access. She noted that if ERC did have a choice they would likely not approve them based on traffic congestion. Bank requested event producers share their participant database list. It was noted they would be required to opt-in to the TOV mailing list. Navas shared that all Town of Vail events, funded or not, are required to provide neighborhood notification as part of their permit approval. b. The update on Ford Park Construction for 2014 was moved to later in the meeting to accommodate Todd Oppenheimer, who had a previous commitment. 3. Vail Holidaze/Highline: Revised funding allocation discussion, Katie Tille Tille reviewed the 2 funding options of $81,360 and $105, 091. McDonald noted there was an earlier $50K option which was not presented in the packet. That bare bones $50K option includes the tree lighting, New Year’s Even torchlight ski down and fireworks, and candy cane patrol. This option is enough to make an impact for holiday but is not the biggest bang for the buck. Davis asked if there had been discussion of making it more skate centric. Tillie relied, “Yes, but the candy cane patrol is a more minimal cost.” Davis remarked that the CSE may want to discuss losing the fireworks for skating ramp up. 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 4 of 9 Kundolf stated that the skating was introduced as an entertainment option for destination guests. It is a big part of the event which also brings in our local skaters. The Tree Lighting has lost its luster with the loss of President Ford and his family’s presence, and questioned whether the Town of Vail should focus less on it and more on working with AIPP on incorporating the Triumph Winterfest ice sculptures into a larger feature of the holidays. Bruno agreed with Kundolf and wants to see a $50K budget with the skate shows as the base and a la carte items on top. They discussed and requested a 2 night option on an overlap weekend to hit as many guests as possible. McDonald reminded the board that if the CSE wants this, we need to approve ASAP so Highline may secure the talent. Bruno feels very strongly on skating shows vs. candy cane patrol and carolers. She asked if it would be feasible to do the skate shows for $20K, to which Tille replied, “No.” Tille said $50K includes tree lighting, torchlight parade, fireworks and the candy cane patrol. Bank requested that all ‘asks’ for additional funding come at the same time. Navas confirmed that all are listed on the agenda for today’s meeting. Molly Eppard, representing AIPP, has agreed to consider aligning Triumph Winterfest with Vail Holidaze, pending artist availability. They can plan a soft opening prior to the Christmas holiday and a celebratory Martin Luther King weekend hard launch. Navas reminded the board that James Deighan had eluded at a previous meeting that Highline, which has received $10K in funding for the Dobson New Years Eve (NYE) event, may not produce that event if the right performers are not available. Tille confirmed that the event is still “on,” and added that there is a separate budget for a kids’ NYE event at Eagles Nest. In the past Highline has additionally worked with Vail Resorts for a top of the mountain family centered event separate from HoliDaze/NYE. CSE requested the following budget information: 1 night of skating vs. 2 nights of skating; a la carte version of remaining components. Tille noted that sometimes 1 night is more costly than 2 nights, i.e. $20K for one, versus only $24K for two – which makes 2 days more valuable. Final direction: CSE will vote via email for the HoliDaze budget, as soon as all information is available. 4. Discussion: Revised Strategic Plan for 2013-2017 Navas walked the CSE through the revisions to the Strategic Plan using a PowerPoint deck highlighting the revisions and seeking input where significant changes have been suggested. The final document will be prepared in PowerPoint format, so as to be easily displayed and updated. There was much discussion regarding the “recommendation” that the CSE be allocated increases in their budget based on some percentage of increased sales tax revenues generated by the events for the purpose of underwriting increased cost of administration, research and evaluation as well as further event development or recruitment. Rogers stated that the word “recommends” was not assertive enough and suggested rewording to, “We contribute and therefore we should be recipients,” or similar. She noted this should attempt to address the limitations of the CSE’s funding coming only from an allocation out of the General Fund when there should be a sales tax based budget similar in comparison to that of the VLMD. The CSE has proved to be a strong contributor. McDonald added that the Finance Department is projecting a 5% revenue increase this 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 5 of 9 year based on record sales tax which the events contribute to significantly. Navas was directed to re-work the wording to address the concept more clearly. There was additional discussion regarding the concept of seed funding for a limited time vs. consistent funding for ongoing events. The CSE felt consistent funding is necessary for on-going events that are proving themselves successful under the CSE’s criteria. Navas pointed out that there had been some rewording of the language on the Score Card to reflect a more precise alignment with the revisions the VLMDAC incorporated into their recently approved strategies for the coming year. CSE members also felt that it was important to incorporate the newly increased focus of both the Town Council and the VLMDAC on further development of the concept of Health and Well-being. Finally, Navas was directed to incorporate references to the Town Council’s Mission as part of the measure of success and to further reinforce the alignment of the CSE’s strategic goals. CSE members agreed by consensus to separate the tactical suggestions that were included in the plan submitted by MKT Vail, (Adam Sutner) from strategic actions and measurements, and to use those as a basis for developing a “work plan” for the coming year and into the next 4 years. Rogers suggested showing “check marks” when goals are met. The revised draft will be reviewed at the upcoming VEAC meeting on September 10th, and will also be reviewed for input prior to the CSE’s formal adoption of the plan, by the VLMDAC, the ERC and finally by the Town Council. Hefferren requested bringing the work plan document back to the board for review at a later date. Bruno agreed and requested it be placed on an agenda after the fall allocations have been made. 5. Event Survey/recap requirements for 2014: Review Event Recap Guidelines. No additional research is recommended for 2014. Navas suggested keeping the current PowerPoint recap template for recaps. She noted, however, that event producers didn’t understand this year that they are still responsible for presenting their own independent survey info if they receive $10,000 or more in funding from the CSE. A separate document that was included in the agreement in previous years has been revised and now makes that clear. McDonald suggested that CSE add a couple of questions for the VLMD intercept studies based on events. CSE members agreed. 6. Event Recap: Kick-It 3v3 Soccer: Brandon London and Bryce Thornburg, North American Sports Group (previously Team Championships International/Lagardere- Unlimited) 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 6 of 9 London reported participation of just under 300 teams in the tournament. This year’s event included the addition of “King of the Pitch,” an extra event activation at Solaris on Friday night following tournament play for players, families and spectators which proved to be very popular. The creation of a time lapse video of Friday’s event is being considered. After hearing the Town of Vail focus on international guests, Thornburg stated that they may be able to draw in 3V3 international teams as well. This year the Kick-It organization hopes to capture new participants through an academy that they have recently acquired that mimics a soccer club. Mexican teams did not come for 2013, as they come alternate years, but they expect that they will return next year. They also are looking to create another extra-curricular event for 2014 on both Friday and Saturday, since the addition this year was so successful. Bank suggested hosting the awards in town to create more of a ceremony. Kundolf recommends following the King of the Mountain model by bringing in pros for signing events. They agreed, and can bring in other activation mechanisms as well. By way of example, their company also hosts “Sports Fests,” which include a ‘Glow Run’ to involve parents and kid participants as a family community run. Bruno asks if they have reached a number of participants that exceed the capacity of the Vail facilities, to which Thornburg responds, “No. 500 teams would be the maximum on current fields.” A detailed survey was provided on registration and again on site. Bruno thanks them for hosting the Solaris event, stating it brought people in and helps to answer the question of what’s going on at the fields. She agrees a ‘glow run’ is a good idea. Cramer asks if they would be permitted to produce a 5k “Glow Run” through the village on one evening during the tournament next year, as they have at some of their other venues, indicating that they were very successful. Navas replies yes, contingent upon scheduling considerations. Kundolf asks them to incorporate Lionshead. They are requesting shuttles for 2014 fields, which TOV will provide, since the Ford Park fields will still be under construction. They indicated that they may also be able to play at Red Sandstone elementary school – based on divisions, which ensures they keep as many players as possible in Vail versus heading down valley. Vail Mountain School has artificial turf and they will approach them to discuss possible use of that facility. Kundolf appreciates their attitude with respect to the activation requests of CSE. Bank asked Navas to advocate for the Town of Vail bus services to outlying fields.  Motion to approve the post-event recap and the release of the final funding installment for Kick-It 3v3 Soccer. M/S/P: Kundolf/Bank/Unanimous 7. Update, Sarah Franke: Vail-Beaver Creek Restaurant Week Diningataltitude.com is live and all marketing has begun. Compliments were given with respect to the web site designed by 970 Designs. Franke updated the CSE on event lodging, restaurants, marketing plan and marketing/PR efforts. Navas expressed that she was pleased with the amount of restaurant and lodging registrations a full two months out. Registration to participate as a lodge/restaurant will cut off on September 6th, based on print deadlines. McDonald requested a lodging update, which was confirmed by a list of 14 lodging partners. Bruno suggested contacting the Vail Valley Soccer Club to use their database. Franke confirmed that the VV Soccer Cup is a part of the program and are 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 7 of 9 included in an email database. Bruno asked if restaurants are marketing themselves as well. Franke replied, yes, through print, web and social media. Outside of Vail marketing includes Front Range advertising, BC Resort and VLMD posts in the Denver Post, 5280 & Westword and database blasts, plus Aspen Times and Summit Daily. McDonald reminded the board of the American Planners Association of which the TOV is a sponsor, estimating 500 attendees. Franke replied that event was placed in the conference program and the database is included in email blasts. 8. Discussion w/Lionshead Merchants regarding their vision for 2014 Events in Lionshead, Sarah Franke and Cati Miller Franke and Miller conveyed that the Lionshead Merchants have changed the direction of their merchant group and the purpose they serve. Realizing the importance of special events, they have determined a program to both enhance existing events and to bring new events to support the businesses. Broken into several sub-committees, each with a focus on the calendar, hours and seasonality to best fit the CSE’s criteria of attracting destination guests and supporting the Vail brand. The events they intend to enhance include the Vail Arts Festival, Jazz at Vail Square and the Colorado Grand. New event categories they would like to recruit include music, cultural and culinary, for example, a food truck event; Bluegrass Wednesdays in the Jazz tent at Arrabelle to take advantage of shared tent costs; Sunday gospel event; Wine event; Large gospel event; and a Winter market. Franke believes there is a misconception that it is difficult to host events in Lionshead. They would like to minimize that impression as a community and ask for CSE’s support in building events. Bruno thinks they are taking the appropriate approach. She looks forward to hearing what they’ll bring to the CSE. Rogers commented that the Gospel on Labor Day weekend has received great comments. She thinks if they had this every Sunday, “I’d be here every Sunday. Build on that morning, you will pack them in.” Kundolf expressed a concern around Arrabelle weddings and stated CSE can help drive mid-week events to avoid the weekend conflicts, noting that Thursday Jazz events are very successful. Franke noted they have spoken to Vail Family Fun Club / Brian Hall to adjust his event based on Arrabelle weddings. Merchants are working with promoters to work around times/dates to place them in an area where they won’t impact or a time that won’t overlap. Kundolf suggests Lionshead Merchants get a complimentary calendar to which Navas complied. 9. Enhancements to the Colorado Grand: Sarah Franke and Cati Miller: $5250 funding request from LH Merchants to better promote the event and establish a stronger presence in the venue. Cati Miller explained that the demographic of the participants is clearly the 1%. They arrive on Sunday, and depart for their 1000 mile tour of Colorado on Monday, returning to Vail on Friday and staying through Saturday, when they display the vehicles in all of their dusty glory in the LH Mall. 2013 is the 25th anniversary of the event. In the past they did not greet them, this year they will. $6K in donations has been collected from the LH Merchants as a contribution to their silent auction. The finish line event on Friday, September 20 will be moved from the bus stop further into the mall under the Montauk arches where Mark Sassy of TV8 will MC car arrivals and a Dixie Land Band will be providing a welcoming 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 8 of 9 atmosphere. Montauk & Bart & Yetis will host a social setting pro bono. In 2014 the Lionshead merchants intend to create a kick-off social as a welcome as well. Navas asked how many participants? Response: 100-110 vehicles with about 250 participants. Bruno noted that in the past that the CSE’s $2K contribution has gone to the Colorado Grand organization to provide the band, permits, awards and brunch, collateral. Franke: The new request is from the LH merchant community to bring the event to a higher level that the event producer has not been able to do solo. Bank confirmed the $6K in-kind from the LH Merchants is specific to the silent auction. The response, yes, and they had agreed to a $500 minimum contribution. The money from the silent auction goes to designated charities as well as to provide a $1,000 scholarship to a student from each community that they visit on the tour. Kati stated that in the past the Colorado Grand has actively participated in other communities they drive through, but that in Vail they seem to pass through without being involved. The event producers want to ramp up Vail. Kundolf noted the presentation seems vague. Franke replied the budget execution is lined up with reachable goals in small steps. Several CSE members had an issue with the $1250 allocation for flowers. Franke thanked the CSE for putting Lionshead in the RFP as a focus.  Motion to approve additional funding of $4000 to the Lionshead Merchants Group to enhance the Colorado Grand, as presented minus the flowers. M/S/P: Bank/Davis/Unanimous 10. Event Liaison Update to the CSE: Clare Hefferren Hefferren reviewed upcoming events and referenced ‘star student’ events highlighting Vail Beaver Creek Restaurant Week. She noted the Colorado Grand date on the event liaison update was incorrect. The event date is September 20th and 21st. Back to 2.b. Update: Ford Park Construction for 2014 Todd Oppenheimer, Oppenheimer is managing the Ford Park projects. They have just finished Phase 1. Phase 1B is on the upper bench of the park. Phase 2 will be lower bench. American Civil Constructors will rebuild the sports fields for a $4.2M contract. They began mobilization yesterday, 9/3/13. Remodel will create 2 full size soccer fields end to end in the venue, which is a very large increase. The fields may also be used for soccer, lacrosse and softball and include new walkways, irrigation, landscaping, fencing, underground work, a new bus shelter and bus lane immediately north of the northwest tennis courts. Reconstruction of the west parking lot will include a new entrance to east lots & reconfigure of trash building off the road to the back corner of the walk which allows semis to access Betty Ford Way. The schedule is being slowed due to CDOT permits having not arrived. The work on the fields can be accelerated, and if completed earlier than anticipated it is possible that some events may take place late in the summer of 2014. The work on parking/roads will be delayed. They are playing it by ear based on permits. The current plan is that the fields will be out of commission for all of 2014 to allow grass time to establish. Some things may be done in August 2014, but are not officially scheduled at the present time. 9/17/2013 TOV/CSE DRAFT Minutes September 4, 2013 Page 9 of 9 Kundolf requested more trash receptacles and recycling. Todd replied trash receptacles are part of site contract not construction. There is a lot of space for both. 11. New Business and Community Input  Bank: A group of professional hockey players with over 10 teams are practicing at Dobson today until noon. They do not publicize the event, but welcome the public.  Motion to adjourn at 11:17 a.m. M/S/P: Kundolf/Davis/Unanimous Upcoming Meetings: Joint meeting with the Vail Economic Advisory Council (VEAC) Tuesday, September 10, 8:00 a.m. – 8:45 a.m. CSE Meeting: Wednesday, October 2, 2013 @ 8:30 a.m. Vail Town Council Chambers 9/17/2013 Vail Business Review July 2013 September 9, 2013 The July Vail Business Review breaks down the four percent sales tax collected for July. Overall July sales tax increased 1.4% with Retail increasing 8.5%, Lodging increased .2%, Food and Beverage decreased 4.4% and Utilities/Other (which is mainly utilities but also includes taxable services and rentals) increased .3%. The Out of Town category continues to be greatly affected by construction, interior design firms and furniture stores delivering in to Vail. Excluding the Out of Town category sales tax for the month of July was up .7%. Town of Vail sales tax forms, the Vail Business Review and the sales tax worksheet are available on the internet at www.vailgov.com. You can subscribe to have the Vail Business Review and the sales tax worksheet e-mailed to you automatically from www.vailgov.com. Please remember when reading the Vail Business Review that it is produced from sales tax collections, as opposed to actual gross sales. If you have any questions or comments please feel free to call me at (970) 479-2125 or Judy Camp at (970) 479-2119. Sincerely, Sally Lorton Sales Tax Administrator 9/17/2013 TOWN OF VAIL BUSINESS REVIEWTOWN OF VAIL BUSINESS REVIEWTOWN OF VAIL BUSINESS REVIEWTOWN OF VAIL BUSINESS REVIEW JulyJulyJulyJuly Sales Tax Newsletter July 2013 Sales TaxJuly 2013 Sales TaxJuly 2013 Sales TaxJuly 2013 Sales Tax JulyJulyJuly 20122013% CollectionsCollectionsChange VAIL VILLAGE Retail229,474254,49610.90 % Lodging200,683206,1272.71 % F & B353,239354,7540.43 % Other4,0608,01197.30 % Total787,455823,3884.56 % LIONSHEAD Retail74,20871,792-3.25 % Lodging123,872135,2369.17 % F & B102,25490,051-11.93 % Other3,3552,535-24.43 % Total303,688299,614-1.34 % CASCADE VILLAGE/EAST VAIL/SANDSTONE/WEST VAIL Retail161,891167,3693.38 % Lodging89,75374,385-17.12 % F & B66,55155,352-16.83 % Other6,7235,247-21.96 % Total324,918302,354-6.94 % OUT OF TOWN Retail48,17063,97832.82 % Lodging7,1826,452-10.16 % F & B2,070758-63.39 % Utilities & Other102,532101,203-1.30 % Total159,954172,3917.78 % 9/9/2013 6:16:15 PMPage 1 of 2 9/17/2013 TOWN OF VAIL BUSINESS REVIEWTOWN OF VAIL BUSINESS REVIEWTOWN OF VAIL BUSINESS REVIEWTOWN OF VAIL BUSINESS REVIEW JulyJulyJulyJuly Sales Tax Newsletter July 2013 Sales TaxJuly 2013 Sales TaxJuly 2013 Sales TaxJuly 2013 Sales Tax TOTALTOTALTOTALTOTAL JulyJulyJuly 20122013% CollectionsCollectionsChange Retail513,742557,6358.54 % Lodging And Property Mgmt421,489422,2010.17 % Food and Beverage524,114500,915-4.43 % Other116,670116,9960.28 % Total1,576,0161,597,7471.38 % RETAIL SUMMARYRETAIL SUMMARYRETAIL SUMMARYRETAIL SUMMARY JulyJulyJuly 20122013% CollectionsCollectionsChange RETAIL-FOOD131,419138,8375.65 % RETAIL-LIQUOR40,04443,1927.86 % RETAIL-APPAREL99,751117,60417.90 % RETAIL-SPORT116,955113,293-3.13 % RETAIL-JEWELRY24,84531,50026.78 % RETAIL-GIFT10,7235,890-45.07 % RETAIL-GALLERY10,10611,21510.98 % RETAIL-OTHER79,44596,10320.97 % RETAIL-HOME OCCUPATION4540-100.00 % Total513,742557,6358.54 % 9/9/2013 6:16:15 PMPage 2 of 2 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: Matters from Mayor, Council and Committee Reports: 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: Executive Session, pursuant to: 1)C.R.S. §24-6-402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Timber Ridge and Golf Course Easements and water rights. PRESENTER(S): Matt Mire 9/17/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 17, 2013 ITEM/TOPIC: Adjournment (4:30 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, SEPTEMBER 3, 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. - 10/01 First Draft of Town Manager 2014 Budget - WS - 30 min. - 10/01 ERW&SD Easements - 10/01 Resolution approving VLMD budget - Kathleen - ES - 10/01 Vail Village Character Preservation Update - 10/01 First reading of 2014 Budget - Kathleen - ES - 10/15 Second Reading of 2014 Budget - Kathleen - ES - 30 min. -11/5 Beaver policy update - Kristen - WS - TBD Vail Valley Medical Center Maser Plan Update - George - ES - 60 min - TBD EHU Housing Authority - TBD 2015 WAC construction restrictions discussion - George - WS - 30 min. - TBD Sister City discussion - TBD Discussion of future of RSES - TBD Streaming PEC & DRB - TBD 2015 Expectations/Legacy Piece - TBD Update on I-70 noise right lane use - TBD Water Quality Management Plan and update - TBD 9/17/2013