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HomeMy WebLinkAbout2013-10-15 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL WORK SESSION AGENDA TOWN OF 4� 0i VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 2:15 P.M., OCTOBER 15, 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. ITEM /TOPIC: SITE VISIT Sebastian Hotel (30 min. ) PRESENTER(S): George Ruther 2. ITEM /TOPIC: DRB /PEC Update (10 min. ) PRESENTER(S): Warren Campbell 3. ITEM /TOPIC: Information Updates and Attachments: 1) August 2013 Business Review; 2) Proposed Vail Valley Foundation Social Courtyard Operating Plan; 3) 2013 Strategic Plan (5 min. ) 4. ITEM /TOPIC: Matters from Mayor, Council and Committee Reports: (15 min. ) 101 ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 40�4)(a)(b) (e) -to discuss the purchase, acquisition, lease, transfer, or sale of property interests, to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Discussion concerning negotiations Regarding Timber Ridge Redevelopment; 2) C.R.S. §24- 6- 402(4)(f) - to discs personnel matters, Regarding: Personnel matters; 3) C.R.S. §24- 6- 402(4(b) - to receive legal advice on specific legal questions, Regarding: Pending litigation and a Town owned unit in Vail Village Plaza Phase V. (45 min.) PRESENTER(S): Matt Mire ITEM /TOPIC: Adjournment (3:55 p.m.) NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, NOVEMBER 5, 2013 IN THE VAIL TOWN COUNCIL CHAMBERS 10/15/2013 FUTURE AGENDA ITEMS: Ongoing agenda items TBD: DRB /PEC updates - Warren - WS - 15 min.; Information Updates Attachments: WS - 15 min.; Execrative Session items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. FUTURE AGENDA ITEMS: Adoption of Western Slope Water Plan - ES - 11/5 Chamonix Update - WS - George - 11/05 Sign Regulation Amendments Ordinance - George - ES- 11/05 Wildfire Update - WS - Mark - 11/19 Eagle County Economic Development Plan - Chris Romsf - WS - 30 min. - 11/19 CSE Strategic Plan 2013 Event Evaluations 2014 Event Funding Recommendations - ES - 60 min - 12/3 DestiMetric Ski Season Preview - WS - 12/17 Fee Schedule changes - George - TBD Neighborhood Speed Control - TBD - Greg /Dwight Housing Strategic Plan - George - TBD 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 - Geage - 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 1 -70 noise right lane use - TBD Water Quality Management Plan and update - TBD 10/15/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 15, 2013 ITEM /TOPIC: SITE VISIT Sebastian Hotel PRESENTER(S): George Ruther 10/15/2013 rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 15, 2013 ITEM /TOPIC: DRB /PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: October 2, 2013 DRB Meeting Results October 14, 2013 PEC Meeting Agenda 10/15/2013 rowH Of vn �ii> TOWN OF VA MEMBERS PRESENT Tom DuBois Andy Forstl Libby Maio Brian Gillette Rollie Kjesbo DESIGN REVIEW BOARD AGENDA PUBLIC MEETING October 2, 2013 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 PROJECT ORIENTATION SITE VISITS MEMBERS ABSENT 1. Harman Residence — 4284 Columbine Drive MAIN AGENDA Ford Park Softball Fields DRB130387 / 20 minutes Final review of changes to approved plans (landscaping) 530 South Frontage Road (Ford Park Sport Fie lds) /Unplatted Applicant: Town of Vail, represented by Todd Oppenheimer ACTION: Approved MOTION: Kjesbo SECOND: Maio 2:00pm 3:00pm Warren VOTE: 4 -1 -0 (Gillette opposed) 2. Harman Residence DRB130421 / 15 minutes Joe Conceptual review of a new SFR 4284 Columbine Drive /Parcel D, Bighorn Subdivision, A Resubdivision of Lot 20 -1 & 20 -2 Applicant: Jeremy and Julia Harman, represented by K.H. Webb Architects ACTION: Conceptual, no vote STAFF APPROVALS O'Farrill Residence DRB130314 Final review of a minor exterior alteration (windows) 44 West Meadow Drive Unit 6 /1-ot I, Vail Village Filing 2 Applicant: Hilda O'Farrill, represented by Karen Lee - Aldretti Town of Vail DRB130345 Final review of a minor exterior alteration (disconnect equipment) 2855 Aspen Lane /Lot 1, Resubdivision of Tract D, Vail Village Filing 11 Applicant: Eagle River Water and Sanitation District, represented by Jim Boyd Zuch /Jonassen Residence DRB130366 Final review of a minor exterior alteration (move carport post) 5020 Main Gore Place Building N Unit 2 /Unplatted Applicant: Robert Zuch and Judy Jonassen 10/15/ft1- 1 Joe Jonathan Jonathan Vick Residence DRB130407 Final review of a minor exterior alteration (window) 4596 Meadow Drive Unit B -5 /Unplatted (Sunwood at Vail Condo) Applicant: Tom Vick, represented by LMS Construction Jonathan Lion Square Lodge South DRB130412 Warren Final review of changes to approved plans (landscaping) 660 West Lionshead Place /Lot 1, Vail Lionshead Filing 1, Addition 1 Applicant: Lion Square Lodge, represented by Chip Melick Drescher Residence DRB130414 Final review of a minor exterior alteration (patio) 244 Wall Street Unit 3 /1-ot C, Block 5C, Vail Village Filing 1 Applicant: Jared Drescher, represented by Bob Boymer Joe Rubenstein Residence DRB130416 Joe Final review of an addition (stairway) 1463 Greenhill Court Unit A /Lot 8, Glen Lyon Subdivision Applicant: Gordon, Emily and Andrew Rubenstein, represented by David Peel Casa del Sol DRB130418 Warren Final review of a minor exterior alteration (parking space, landscaping) 2065 West Gore Creek Drive /Unplatted Applicant: Casa del Sol Homeowner's Association, represented by Ric Fields Grouse Lane Realty Trust DRB130419 Jonathan Final review of a minor exterior alteration (deck boards) 5136 Grouse Lane #2 /Lot 9, Vail Meadows Filing 1 Applicant: Grouse Lane Realty Trust, represented by Steve Prawdzik Gately Residence DRB130420 Jonathan Final review of a minor exterior alteration (mechanical vents) 355 Forest Road Unit B /Lot 1, Block 2, Vail Village Filing 3 Applicant: Charles Gately, represented by Eagle Eye Home Improvement Sandstone 70 HOA DRB130423 Jonathan Final review of a minor exterior alteration (lighting) 905 Red Sandstone Road /Sandstone 70 Applicant: Sandstone 70 Homeowners Association, represented by McNeill Property Management Vail Racquet Club DRB130425 Joe Final review of a minor exterior alteration (landscaping) 4695 Vail Racquet Club Drive /Unplatted Applicant: Vail Racquet Club Owners Association, represented by Steve Loftus David Residence DRB130426 Final review of a minor exterior alteration (landscaping) 4054 Bighorn Road /Lot 2, Bighorn Subdivision Applicant: Tim David, represented by Ceres Landscaping Tom T. Hatcher Residence DRB130427 Jonathan Final review of a minor exterior alteration (landscaping) 3988 Lupine Drive Unit A/Lot 2A, Block 2, Bighorn Subdivision Addition 1 Applicant: Pamela and Patrick Hatcher, represented by Ceres Landscaping 10/15/ft1ge 2 Solaris 5HW LLC Residence DRB130429 Final review of a minor exterior alteration (door /window) 141 East Meadow Drive Unit 5H West/Lot P, Block 5D, Vail Village Filing 1 Applicant: Solaris 5HW LLC, represented by Rocky Mountain Construction Group Breeden Residence DRB130430 Final review of a minor exterior alteration (landscaping) 3966 Lupine Drive /Lot 3 -A, Block 2, Bighorn Subdivision Addition 1 Applicant: Robert and Susan Breeden Vail Valley Medical Center DRB130431 Final review of a minor exterior alteration (condensing unit) 181 West Meadow Drive /Lots E &F, Vail Village Filing 2 Applicant: Vail Valley Medical Center, represented by Ryan Magill Kirkpatrick Residence DRB130432 Final review of changes to approved plans (exterior lighting) 1462 Greenhill Court/Lot 19, Glen Lyon Subdivision Applicant: Joan and Douglas Kirkpatrick Bainbridge Residence DRB130433 Final review of a minor exterior alteration (window) 1116 Sandstone Drive Unit 701 (Lion's Mane Condominiums) /Lot A5 -1, Applicant: Louis & Michelle Bainbridge, represented by R.A. Nelson Hernandez Residence DRB130434 Final review of changes to approved plans (landscape plan) 1416 Moraine Drive /Lot 8, Block 2, Dauphinais - Mosely Filing 1 Applicant: Job and Ana Paula Hernandez, represented by Brian Gillette Potato Patch Club DRB130435 Final review of a minor exterior alteration (landscaping) 950 Potato Patch Drive Units 20 -42 /Potato Patch Club Applicant: Potato Patch LLC, represented by Ceres Design Warren Tom T Jonathan Warren Joe Block A, Lion's Ridge Filing 1 Jonathan Joe Booth Falls Mtn Homes DRB130439 Tom T Final review of a minor exterior alteration (landscaping) 3094 Booth Falls Road /Lot 1, Block 2, Vail Village Filing 12 Applicant: Booth Falls Mountain Homes HOA, represented by Sandra Cuccia Pitkin Creek Park Condos DRB130440 Tom T Final review of a minor exterior alteration (landscaping) 3971 Bighorn Road / Pitkin Creek Park Phase 3 Applicant: Pitkin Creek Park Condominium Assoication Space 44 LLC DRB130442 Jonathan Final review of changes to approved plans (built in bench) 520 East Lionshead Circle Unit 309 ( Lionshead Center) /Lot 5, Block 1, Vail Lionshead Filing 1 Applicant: Space 44 LLC, represented by Michael Suman Ford Park Concessions Building DRB130448 Warren Final review of a minor exterior alteration (roof) 580 South Frontage Road East /Unplatted (Ford Park) Applicant: Town of Vail, represented by Todd Oppenheimer 10/15/ft1B 3 Falkenstein Residence OTC13 -0031 Warren Final review of OTC Re -Roof permit 1500 Buffehr Creek Road Unit A -45 /Parcel A, Lion's Ridge Filing 2 Applicant: Scott Hardmeyer Schultz Residence DRB130451 Jonathan Final review of a Change to Approved Plans (landscaping) 5056 Gore Circle /Lot 10, Block 2, Bighorn 5th Addition Applicant: Eric and Heather Schultz, represented by Blueline Architects Storr Residence DRB130457 Final review of a minor exterior alteration (landscaping) 1965 Sunburst Drive /Lot 11, Vail Valley Filing 3 Applicant: Carol Storr, represented by Tina Wilson Tom Talbot 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. 10/15/M1le 4 TOWN OF VAIL' PLANNING AND ENVIRONMENTAL COMMISSION October 14, 2013 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 The October 14, 2013 PEC meeting had not taken place by the time the Town Council packets were distributed. Results from this meeting will be e- mailed to all Town Council members the morning of the October 15, 2013 Council meeting as well as copies printed for distribution to Council and audience members. MEMBERS PRESENT MEMBERS ABSENT A request for the review of variances from Section 12 -7D -9 Landscaping and Site Development, Section 12 -7D -10 Parking and Loading, Section 14 -5 -1, Minimum Standards and Section 14 -5 -2 Other Requirements, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, for relief from the minimum landscape requirement, the parking space dimensional requirement, the snow storage requirement and to allow parking in the front setback, to facilitate the construction of a freestanding building with associated parking, circulation and landscape improvements, located at 2171 North Frontage Road West (McDonald's) /Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto. (PEC130018) Applicant: McDonald's USA, LLC, represented by Robert Palmer Planner: Jonathan Spence ACTION: Table to November 25, 2013 MOTION: SECOND: VOTE: 2. A request for the review of a conditional use permit, pursuant to Section 12 -7D -2, Conditional Uses, Vail Town Code, to allow for a drive -up facility, located at 2171 North Frontage Road West (McDonald's) /Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto. (PEC130014) Applicant: McDonald's USA, LLC, represented by Robert Palmer Planner: Warren Campbell ACTION: Table to November 25, 2013 MOTION: SECOND: VOTE: 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 November 11, 2013 MOTION: SECOND: VOTE: 4. 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, 1P /d §gQ13 and 580 South Frontage Road East /Unplatted, and setting forth details in regard thereto. (PEC130012) Applicant: Town of Vail Planner: George Ruther ACTION: Table to October 28, 2013 MOTION: SECOND: VOTE: 5. A request for the review of a variance from Section 12- 14 -17, Setback from Watercourse, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for the construction of gross residential floor area within the prescribed setback, located at 1975 Placid Drive Unit 33 /1-ot 33, Vail Village West Filing 2, and setting forth details in regard thereto (PEC130025). Applicant: Rosslyn May Valentine Residence Trust, represented by Richard Bolduc Planner: Joe Batcheller ACTION: Table to October 28, 2013 MOTION: SECOND: VOTE: 6. Approval of September 23, 2013 minutes MOTION: SECOND: VOTE: 7. Information Update 8. Adjournment MOTION: SECOND: VOTE: The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479 -2138 for additional information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published October 11, 2013 in the Vail Daily. 1 P/J §6?213 Meryl Jacobs From: Pam Brandmeyer Sent: Monday, October 14, 2013 2:06 PM To: Meryl Jacobs Subject: FW: November 14, 2013 PEC Results Attachments: PEC Results 101413.docx Collective Council e-mail ... PEC results for OCTOBER 14 ... not November... From: Warren Campbell Sent: Monday, October 14, 2013 1:31 PM To: Council Dist List Subject: November 14, 2013 PEC Results Council Members, As is the case when the PEC holds a hearing the day before the council meeting, I am sending you the results of today's hearing. These results were not in your packet as the deadline for inclusion was prior to today's hearing. Please note no items were heard or discussed. All items were tabled as no applications were ready to move forward at today's hearing. If you have any questions please let me know. Thanks Warren Campbell Chief of Planning Community Development Department TOWN Of VAl!' VA&W 970.479.2148 vailgov.com twitter.com /vailQov TOWN OF VAIL • PLANNING AND ENVIRONMENTAL COMMISSION October 14, 2013 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT Bill Pierce Henry Pratt Susan Bird John Rediker Michael Kurz Pam Hopkins Luke Cartin MEMBERS ABSENT A request for the review of variances from Section 12 -7D -9 Landscaping and Site Development, Section 12 -713-10 Parking and Loading, Section 14 -5 -1, Minimum Standards and Section 14 -5 -2 Other Requirements, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, for relief from the minimum landscape requirement, the parking space dimensional requirement, the snow storage requirement and to allow parking in the front setback, to facilitate the construction of a freestanding building with associated parking, circulation and landscape improvements, located at 2171 North Frontage Road West (McDonald's) /Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto. (PEC130018) Applicant: McDonald's USA, LLC, represented by Robert Palmer Planner: Jonathan Spence ACTION: Table to November 25, 2013 MOTION: Kurz SECOND: Cartin VOTE: 7 -0 -0 2. A request for the review of a conditional use permit, pursuant to Section 12 -7D -2, Conditional Uses, Vail Town Code, to allow for a drive -up facility, located at 2171 North Frontage Road West (McDonald's) /Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto. (PEC130014) Applicant: McDonald's USA, LLC, represented by Robert Palmer Planner: Warren Campbell ACTION: Table to November 25, 2013 MOTION: Kurz SECOND: Cartin VOTE: 7 -0 -0 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 November 11, 2013 MOTION: Cartin SECOND: Hopkins VOTE: 7 -0 -0 4. 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) Page 1 Applicant: Town of Vail Planner: George Ruther ACTION: Table to October 28, 2013 MOTION: Kurz SECOND: Bird VOTE: 7 -0 -0 5. A request for the review of a variance from Section 12- 14 -17, Setback from Watercourse, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for the construction of gross residential floor area within the prescribed setback, located at 1975 Placid Drive Unit 33 /1-ot 33, Vail Village West Filing 2, and setting forth details in regard thereto (PEC130025). Applicant: Rosslyn May Valentine Residence Trust, represented by Richard Bolduc Planner: Joe Batcheller ACTION: Table to October 28, 2013 MOTION: Kurz SECOND: Bird VOTE: 7 -0 -0 6. Approval of September 23, 2013 minutes Results of the September 23, 2013 meeting will be provided at the November 11, 2013 public hearing. 7. Information Update Commissioner Pierce inquired into the appeal of the Design Review Board's action on the Ford Amphitheater social courtyard. Warren Campbell explained that the appeal was regarding a Design Review condition of approval. The condition was regarding a change to the canopy color. 8. Adjournment MOTION: Kurz SECOND: Cartin VOTE: 7 -0 -0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479 -2138 for additional information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published October 11, 2013 in the Vail Daily. Page 2 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 15, 2013 ITEM /TOPIC: Information Updates and Attachments: 1) August 2013 Business Review; 2) Proposed Vail Valley Foundation Social Courtyard Operating Plan; 3) 2013 Strategic Plan ATTACHMENTS: August 2013 Vail Business Review Proposed Operations Plan Memo & Attachment 2013 Strategic Plan 10/15/2013 TOWN Of vn' 1[1 TOWN OF 75 South Frontage Road West Finance Department Vail, Colorado 81657 970.479.2100 vailgov.com 970.479.2248 fax Vail Business Review August 2013 October 2, 2013 The August Vail Business Review breaks down the four percent sales tax collected for August. Overall August sales tax increased 4.6% with Retail increasing 13.9 %, Lodging decreased 1.3 %, Food and Beverage increased 4.3% and Utilities /Other (which is mainly utilities but also includes taxable services and rentals) decreased 10.7 %. 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 August was up 2.5 %. 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.vailaov.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 10/15/2013 August IVAIL TOWN OF VAIL BUSINESS REVIEW TOWN OF Sales Tax Newsletter August 2013 Sales Tax August August August 2012 2013 % Collections Collections Change VAIL VILLAGE Retail 191,370 215,628 12.68% Lodging 191,444 189,048 -1.25% F & B 301,349 333,015 10.51 % Other 11,660 5,406 -53.64% Total 695,822 743,098 6.79% LIONSHEAD Retail 60,011 59,821 -0.32% Lodging 95,358 107,313 12.54% F & B 84,112 74,989 -10.85% Other 3,958 2,627 -33.63% Total 243,439 244,750 0.54% CASCADE VILLAGE /EAST VAIL /SANDSTONE/WEST VAIL Retail 149,989 149,354 -0.42% Lodging 72,885 61,294 -15.90% F & B 56,663 52,920 -6.61 % Other 7,610 5,530 -27.34% Total 287,148 269,097 -6.29% OUT OF TOWN Retail 47,747 86,886 81.97% Lodging 7,265 4,536 -37.57% F & B 1,076 1,251 16.25% Utilities & Other 100,679 97,124 -3.53% Total 156,767 189,797 21.07% 10/1/2013 7:44:23 PM e- f0PM2M Page 1 of 2 k' rowN of vaIL August TOWN OF VAIL BUSINESS REVIEW August 2013 Sales Tax TOTAL Sales Tax Newsletter 10/1 /2013 7:44:23 PM er„O9'HSi2M Page 2 of 2 August August August 2012 2013 % Collections Collections Change Retail 449,117 511,689 13.93% Lodging And Property Mgmt 366,952 362,191 -1.30% Food and Beverage 443,200 462,175 4.28% Other 123,907 110,687 -10.67% Total 1,383,176 1,446,742 4.60% RETAIL SUMMARY August August August 2012 2013 % Collections Collections Change RETAIL -FOOD 118,103 119,000 0.76% RETAIL - LIQUOR 34,393 37,881 10.14% RETAIL - APPAREL 78,582 101,108 28.67% RETAIL -SPORT 99,475 100,233 0.76% RETAIL - JEWELRY 21,818 29,485 35.14% RETAIL -GIFT 8,493 4,301 -49.36% RETAIL - GALLERY 8,616 8,175 -5.11 % RETAIL -OTHER 79,242 111,505 40.72% RETAIL -HOME OCCUPATION 396 0 -100.00% Total 449,117 511,689 13.93% 10/1 /2013 7:44:23 PM er„O9'HSi2M Page 2 of 2 MEMORANDUM TO: Vail Town Council FROM: Community Development Department DATE: October 15, 2013 SUBJECT: Gerald R. Ford Park Amphitheater Operations Plan PURPOSE The purpose of this memorandum is to provide the Vail Town Council with a draft copy of the Operations Plan for the Gerald R. Ford Park Amphitheater lobby, located at 540 South Frontage Road East, in Vail, Colorado. The Town Council is being asked to approve, approve with modifications, or deny the proposed plan. Does the Vail Town Council approve the Operations Plan for the Gerald R. Ford Park Amphitheater lobby as proposed? If not, what modifications are required? BACKGROUND On September 3, 2013, the Vail Town Council heard an appeal of a Planning & Environmental Commission (PEC) decision denying a request for an amended conditional use permit for the proposed lobby addition at the amphitheater. The appeal was filed by the Vail Valley Foundation (VVF). Upon conclusion of the appeals hearing, a majority of the Town Council voted to overturn the PEC's decision. In overturning the decision, the Town Council asked that the VVF provide the Town Council with a copy of a proposed operations plan for the new amphitheater lobby. The reasons for requesting the Operations Plan were to ensure: • adequate public access to the lobby space when not in use by the VVF, • the management of the proposed use does not unnecessarily conflict with the other stakeholders in Ford Park, • reasonable public access and availability of the restroom facilities proposed in the new amphitheater addition, and • the proposed use operated in conjunction with the amphitheater. STAFF RECOMMENDATION The Community Development Department recommends the Vail Town Council approves the Operations Plan for the Gerald R. Ford Park Amphitheater lobby. In doing so, staff recommends the Town Council instructs staff to attach the Operations Plan as an exhibit to the existing Amphitheater Lease executed by 10/15/2013 and between the Town of Vail and the Vail Valley Foundation. The Operations Plan would thus be enforceable pursuant to the terms of the Lease rather than through zoning which is a more effective way of ensuring compliance is maintained. 10/15/2013 Proposed Operational Plan GRFA Lobby Revised October 8, 2013 1. What is the purpose of the lobby? a. The Lobby space will be available to all park goers as an informal area to relax, find shelter from the sun or the rain and to get a snack / beverage. b. The proposed "Lobby" space is intended to expand the useable program area for the GRFA prior to and during performances. The Lobby will serve as a space for theater attendees to mingle prior to each performance as well as during intermission. We anticipate that patrons could linger in the Lobby after a performance without interfering with the cleaning effort inside the GRFA. c. The Lobby will be the only covered space at the GRFA for lawn attendees to find cover during inclement weather. d. The lobby can also serve as an intimate gathering location within the park that may be reserved for functions that support the other stakeholders of the park (the BFAG, VRD and the AIPP). 2. How will it be managed? a. The VVF will manage the Lobby, providing services such as maintenance, concessions and utilities. The VVF will be responsible for scheduling the use of the space. b. The Lobby will generally be open to the public. c. Special intimate gatherings may be booked through the VVF for use during the operating season. It will not be operated as an "events center" but will be available to our partners in the park. d. The Lobby will be closed to the public approximately 2 hours prior to performances at the GRFA, during performances and immediately following GRFA performances. 3. When will it be available to the public? a. The Lobby will generally be open to the public throughout the year, but with certain exceptions as described in this Plan. b. Currently, the GRFA is staffed beginning June 1 and through to September 1 each summer. This constitutes the summer operating season'. 10/15/2013 c. On performances days, the Lobby would be cleared of people 2 hours prior to the performance and the gates closed to accommodate setup and preparation for the event. The Lobby will reopen 1 — 1/2 hours prior to any scheduled performance for ticketed patrons. 4. How will it operate in conjunction with the GRFA? a. When there are closed rehearsals on the stage, the public may still use the Lobby and the GRFA restrooms, but they would be prohibited from going further into the GRFA by stanchions and signage explaining the need for the restriction. b. On performance days, the Lobby will close to the general public 2 hours prior to the start time of a scheduled performance, (4:00 pm for Bravo events and 5:30 pm for Dance events). c. The Lobby will open, as will the East Entrance, up to 90 minutes prior to each performance, (currently the gates open 1 hour prior to the start of each event). d. Tickets and bag check will occur at the new Lobby gate entrance. Attendees may then move directly into the theater itself, or come and go into the Lobby space as needed. e. The Lobby will serve as an extension of the current entrance area of the GRFA allowing all theater goers to stay in the covered lobby space, have access to restrooms and concessions, etc. S. What amenities will be available and when? a. During the summer operating season (approximately June 1 - September 1 between 11:00 am - 5:00 pm) the restrooms of the GRFA will be accessible to lobby users. b. Concessions will be available from approximately the middle of June until the end of August from 11:00 - 4:00 each day. With a new operation, it is often difficult to best understand how people will use the space. During the first year, we know we will learn a lot of what works and does not work. We would look to review the operation at the end of each season with the Town Manager to make operational adjustments to best suit the park goers of Ford Park. END 10/15/2013 0 rowN of vplti STRATEGIC PLAN 2012 - 2022 WORK PLAN 2013 -2014 Presented Revised September 26, 2013 Vision To be the Premier International Mountain Resort Community! Our Mission Grow a vibrant, diverse economy and community, providing our citizens and guests with exceptional services and an abundance of recreational, cultural and educational opportunities. Our Values Respect, Trust, Integrity, Innovation, Collaboration, Environmental Stewardship. Our Commitment To provide vision, leadership, efficiency, transparency, accountability and fiscal responsibility. Note: Changes made by Council during their 2012 retreat are highlighted in italics. NOTE: CHANGES MADE BY STAFF AS OF JULY 17, DECEMBER 18, 2012 AND SEPTEMBER 26, 2013 IN RED. Key Goals • Improve Economic Vitality • Grow a Balanced Community • Improve the Quality of the Experience • Develop Future Leadership Goal: Improve Economic Vitality Improve the economic health of Vail, while being fiscally responsible. Focus on health and well being as the third component of a vital economy. Increase international tourism. 10/15/2013 2012 — 2013 Action Steps — Improve Economic Vitality Embrace an international focus in our destination strategy including international marketing collaboration between Vail Local Marketing District, Vail Mountain Marketing and Colorado State Office of Economic Development and International Trade as well as events that attract international audiences through the Commission on Special Events, Vail Local Marketing District and Vail Town Council. Project Leader: Key Milestones: Kelli McDonald Q1 - 4 2012 Mexico and South American media and influencer visits, familiarization trips and marketing materials. ONGOING. 2012: 25+ trips Q1 —3 2013 2013: 30+ trips Q1- 2 2012 AIPP and the Mexican Consulate bring art exhibits from Mexico to Vail; exhibit at the Sebastian starts March 16. Jesus Morales reception June 30, 2012. Q2 - 4 2012 Have a seat at the table for the Regional Partnership Strategy Development from the Colorado State Office of Economic Development and International Trade. Meetings held in July and October, 2012. Q1 — 3 2013 Also quarterly in 2013 Q1& 4 2012 Provide funding for events to appeal to international audiences. Complete Q 4 2013 Provide funding for events to appeal to international audiences • Participate in development of an international terminal at Eagle Airport. Project Leader: Margaret Rogers, Council Representative Key Milestones: Q1 - 4 2012 Have a seat at the table for the Eagle Airport Master Planning process; collaborate with Eagle County Commissioners and the Economic Council of Eagle County on this initiative. Master Plan input session July 2, 2012. Follow up meetings in October and December 2012 Complete Note: May require additional resources. 10/15/2013 Utilize Vail Mountain Marketing's database on international guests through agreement with Vail Local Marketing District to message to those guests through email 6 times per year to drive visitation. Additional efforts will occur through public relations articles and stories; print advertising and a dedicated web site. Project Leader: Kelli McDonald Key Milestones: Q2 2012 First flight of email messaging, print ads and public relations. Complete Q3 2012 Second flight of email messaging, print ads and public relations. Complete Q 1 -3 2013 Complete • Develop an economic diversity strategy to include health and well- being. Project Leader: Key Milestones: Kelli McDonald Q1 — 4 2012 VLMD adopts health and well -being as a strategic pillar — ONGOING. Q1 — 4 2012 Recruiting efforts to bring more medical meetings — ONGOING. 2012 Actuals: 2,500+ room nights — 27% of overall room nights Q 1 -4 2013 2013 To Date: 3,900 room nights — 34% of overall room nights Q 1 -4 2014 On the books for 2014 27% of overall room nights Q 4 2012 VEAC roundtable discussion on topic. First meeting November 2012. Follow up meeting scheduled January 2013. Complete Q 4 2012 Implementation of the TOV employee wellness program and initiatives. Q2 2013 Joint meeting with VLMDAC and VEAC. ONGOING Develop an economic development strategy to encourage small businesses to remain and to locate in Vail. Project Leader: Kelli McDonald and Community Development Key Milestones: Q2 — 3 2012 VEAC roundtable discussion on topic ( Kelli) Meeting held October 2012. Follow up meeting scheduled January 2013. Complete Q1 2013 Additional discussion with VEAC. ONGOING Q2 — 3 2012 Collaboration with the Economic Council of Eagle County, NWCCOG Economic Development District and Colorado State Office of Economic Development and International Trade. ( Kelli) 10/15/2013 Meetings held July, October and December 2012 with all entities. Q1 -3 2013 ECEC and NWCOG meetings attended Q2 — 3 2012 Determine current commercial square footage, vacancy rate, assess zoning and regulations to ensure we're getting what we want and assess if and how we want to grow. Update Land Use Plan if necessary. (Community Development) • Grow quality group business (increase groups that support local businesses) through continued efforts of VLMD and Vail Valley Partnership to recruit groups to host their events, conferences and tournaments in Vail. Project Leader: Key Milestones: Kelli McDonald Q1 - 4 2012 Measure results in terms of number of groups as well as room nights and dollars in contracted revenue. 2011: 9,200 room nights; $1,652,000 lodging revenue 2012 projected: 9,400 room nights; $1,950,000 lodging revenue Actuals: 11,000 room nights; $2,500,000 lodging revenue 2013 projected: 9,500 room nights; $2,050,000 lodging revenue Economic Development Manager and Vail Valley Partnership will work toward increasing room nights for 2013 above this projected level. Ongoing Q3 2013 11,814 room nights: $2,005,000 To Date Through August 2013. ONGOING • Be proactive in securing event partnerships and ensure we receive appropriate recognition for our support. Project Leader: Key Milestones: :tM 1MOT5[49=Cl Q1 2012 Recruit new events and event promoters in 2012 — Complete Q1 2012 Town Manager sends letter to USA Pro Cycling Challenge requesting a meeting with Shawn Hunter in an attempt to bring the event back to Vail — Complete. Q4 2012 Town of Vail and VVF submit bid for a stage of USA Pro Cycling Challenge — Decision December 2012 to bring Time Trial Stage back to Vail in August 2013. Complete Q2 — 4 2012 Meetings scheduled with identified local and regional entities who could be partners in the effort to recruit world -class events to Vail. Secured four new events for 2012 from this effort. Contracted with MKT Vail to lead this effort in Q3 2012. 10/15/2013 Q1 -4 2013 Ongoing efforts for Q1 — 4 2013 led by MKT Vail, CSE and VLMDAC. Q2 2013 Hosted Burton US Snowboarding Championships Q2 — 4 2012 Ensure that recognition of Vail is increased for support of 2015 World Championships — Ongoing. Q1 -4 2013 Continue involvement in meetings and planning of 2015 event Improve the regulatory environment for doing business in Vail and consider incentives that might promote short -term redevelopment to bring in new business (e.g., periodically review development approaches with policy objectives to ensure consistency with redevelopment strategy) including sign regulations, displays, design review process, fire code inspections and e- commerce for building department payments. Project Leader: George Ruther Key milestones: Q2 2012 Convene work session with Council to discuss redevelopment incentives and policy objectives options Q2 2012 Review sign regulations, outdoor display policies and development review processes and convene joint worksession meeting with Council, PEC and DRB Streamlining the development review process currently before the PEC for recommendation. Future town council worksession meetings required. Q3 2012 VEAC roundtable discussion on existing regulations Meeting held September 2012. Follow up meeting January 2013. Q4 2012 Review and adoption of 2012 International Building Code (IBC) Review process currently underway. Ordinance to Town Council 1St meeting in October. Improve the regulatory environment for doing business in Vail for event producers including special event permitting process, vendor permits and liquor permits. Project Leader: Pam Brandmeyer and Kelli McDonald Key milestones: Q1 - 4 2012 Formation of the Event Review Committee (ERC), with representatives from each town department, has provided seamless implementation of challenging special events, e.g., Pro Cycling Challenge, Divas, Teva Summer and Winter Games, etc., as well as setting the stage for upcoming major 2012 events, e.g., 10/15/2013 Gran Fondo, Tour of Vail, etc. In 2011, ERC processed 90 special events licenses. Ongoing (Pam) Q2 2012 CSE roundtable discussion with event promoters to discuss existing regulations and policies (KeIIi) Meeting held in May 2012. Resulting action items: development of streamlined online permits and calendar which will be live in Q1 2013. Complete Q3 2012 Schedule work session discussion with Council (KeIIi and Pam) Meeting held September 4, 2012 Complete • Improve the regulatory environment for doing business in Vail for new and existing businesses. Project Leader: George Ruther, KeIIi McDonald Key Milestones: Q3 2012 VEAC roundtable discussion on existing regulations Meeting held for September 2012. Follow up meeting in January 2013. Complete Q4 2012 Identify options for simplifying workflow, map the existing process to identify redundancies and inefficiencies, and develop strategic plan for implementation Q3 2012 Schedule work session discussion with Council to discuss policy direction and establish a schedule for adopting and implementing amendments. Redevelop the municipal site including the medical office building which will improve economic vitality by expanding the footprint of the clinic and by redeveloping TOV assets, which may include the Vail Village Inn Phase 5 commercial space, the Main Vail fire station, etc., to house staff temporarily in these buildings, then creating additional office space once the muni building is complete. Project Leader: Key Milestones: George Ruther Q1 2012 Sign Memorandum of Understanding — Complete. Q1 2012 Award TOV contracts for architect and project management — Complete. Q3 2012 Complete entitlement process. Currently underway. Q4 2012 Obtain final CDOT approvals. Regular meetings scheduled; IGA required. Q2 2013 Relocate TOV offices. Q2 2013 Break ground. 10/15/2013 Q1 2015 Complete project. Numerous critical path milestones already met. Schematic design sign off next major milestone. This project was placed on hold when development partners backed out of the project in November, 2012. Informal discussions between the staff and the VVMC administration continue as the VVMC master planning process advances. • Accelerate implementation of a financial system to coincide with the demolition of the existing municipal building which houses the system hardware. The timing of this project is tied to the ability to exit the muni building. The project also supports economic development through improved ability to provide information and supports an improved customer service through e- commerce. Project Leaders: Kathleen Halloran and Mike Richards Key Milestones: Q1 2012 Evaluate systems. Complete Q2 2012 Award contract and begin phased implementation. Contract awarded to New World Systems for Financial and Human Resources applications and EMGOV for Sales Tax; Timekeeping awarded to NovaTime Systems Q1 2013 Complete implementation of all critical modules prior to relocation of TOV offices. Sales tax module went live for processing 12/12/12; Finance application went live 7/8/13; Timekeeping application and installation of time clock equipment went live 8/12/13 and Human Resources /Payroll application went live 8/26/13. Future applications include e- commerce and employee self - service via the internet, both of which must coincide with the town's new website implementation. A new purchasing card web service is also planned prior to year -end. Complete "Conference Center Funds" projects: the clubhouse at Vail golf and Nordic center; Ford Park athletic fields; and Ford amphitheater improvements. These projects are designed to increase our ability to add room nights such as the event space at the golf clubhouse and the athletic fields as well as provide a better overall experience by upping the bar with regards to the condition of all facilities. Project Leader: Greg Hall, Todd Oppenheimer and team e.g. VVF, VRD Key Milestones: Q4 2012 — 2013 Begin construction of Ford Park athletic fields. Completed 10/15/2013 Q1 2013 Begin construction of clubhouse. Clubhouse CUP approved, appealed, upheld and court action completed. Earliest construction would be scheduled fall 2013 pending litigation. Litigation still pending Q3 2012 -2013 Begin construction of Ford amphitheater improvements. Q3 2013 Begin construction on Ford Park Phase II Program and manage the new Lionshead Welcome Center community space, The Grand View. Project Leader: Key Milestones: Pam Brandmeyer Q1 2012 Use RFP process to select individual or group to program and manage the facility — Complete. Q1 2012 Sign management contract; determine pricing; operational guidelines and policy including free and discounted events. Q2 2012 Begin having paid events. Q2 2013 Complete one -year review and make adjustments if necessary. Partner with Vail Resorts to provide a 50th anniversary celebration. Project Leaders: Kelli McDonald and Suzanne Silverthorn Key Milestones: Q1 2012 Funding of $250,000 approved for 2012 — Complete. Q2 2012 Presentation to Town Council on timeline and activities. Meeting held July 17, 2012 Q3 2012 Launch of celebration with Pioneer Days. Complete Q4 2012 Anniversary celebration with Snow Daze, Holidaze, Film Premier and other activities. - Complete Q2 2013 April activities - Complete Q3 2013 Final celebration during America Days over July 4 holiday. Complete Partner with the Vail Valley Foundation to present the 2015 championships and Nations Ski race in Vail. Project Leaders: Susie Tjossem, Stan Zemler and Dwight Henninger Key Milestones: Q2 2012 Host emergency preparedness exercises in coordination 10/15/2013 with Town's exercise program that develop our awareness. Exercises were conducted on October 18, 2012 and October 3, 2013 with involvement of most stakeholders. Q1 2013 Finalize legacy actions and plans for the Town. Working with County to improve 800 MhZ radio system backbone as a legacy of the World Championships. Q4 2013 Activate coordinated plans during the December 7 -8, 14 -15, 2013 Test Events. December 6, 2013 all facilities and communications links will be tested during Men's races. Q1 -4 2012 -14 Active participation on the Organizing Committee. Ongoing Beyond 2013 — Improve Economic Vitality • Embrace an international focus in our destination strategy: to include United Kingdom, Australia and Asian markets. VEAC meeting with Vail Mountain marketing held September 2012. • Evaluate signage for an appropriate mix of languages. Not recommended by wayfinding. • Maintain /enhance international relationships. Vail Mountain and VLMD initiatives for 2013 • Cultivate international city relationships: Look to international partners for best practices and potential inroads to new markets regarding international resort tourism. • Develop and promote TOV endowment fund: Explore /establish additional ways for gifting to TOV programs and events through endowments, bequests, and other charitable gifting arrangements. Goal: Grow a Balanced Community Attract professionals and families back into the Vail community. 2012 — 2013 Action Steps — Grow a Balanced Community Assess current demographic mix vs. desired demographic mix using most current census and Eagle County documents. Project Leader: Community Development Key Milestones: Q3 2012 Complete assessment Assessment has been completed. Awaiting worksession discussion with the town council. • Explore the future of Red Sandstone Elementary School (RSES). 10/15/2013 Project Leader: Town Council and Town Manager Key Milestones: Q1 2012 Town Council and staff worked with the Eagle County School Board to keep RSES open and operating. - COMPLETE Q3 2012 Work session to understand current policies of school board and develop Council objectives for RSES, e.g., which grades may be best served Q4 2012 Schedule meeting with school district to map out future of RSES • Assure affordable work force housing remains at Timber Ridge Project Leaders Key Milestones: TRAHC Board Q2 2012 Resolve non - compliance issues on financing with US Bank. Complete — Letter of Credit renewed for one year with terms established for second one -year renewal Q2 2012 Prepare five -year operating plan and revenue strategy. Complete Q2 2012 Develop a revised capital improvement plan. Complete Q4 2012 Complete first year capital improvements per plan. Complete — improvements include roof replacements, deck repairs, fire alarm cable, upgrades to 20 units. Q4 2012 Developed refinancing plan and obtained budget approval from Town Council; instructed trustee to notify bondholders of early February redemption. Q1 2013 Complete refinancing with $8 million cash payment and $8 million loan from TOV. Complete. Q4 2013 Conclude discussions with developer regarding re- development of eastern half and present to Council. Q4 2013 Complete additional capital improvements as budgeted. Complete, comprehensive renovation of Vail Public Library including renovation of the entire first floor (new stacks, new lighting, new carpet), addition of technology in the community room, increased technology offerings on the main level, and renovation of the lower level to make it useable for the public (meeting /training space) as well as for staff offices. We also plan to centralize patron services at one service desk and achieve increased usage of the library's community room (an ideal space for a variety of educational, cultural & civic engagement opportunities). Project Leader: Lori A. Barnes and team 10/15/2013 Key Milestones: Q1 2012 Contract award for construction. Q4 2012 Project complete. Project is complete with the exception of exterior signage, Vintage Vail quilt, & security cameras, inside and outside the building. (all of this is well underway and should be complete by the end of 2013.) Beyond 2013 — Grow a Balanced Community Explore amenities that will influence the desired demographic (identified in the above analysis) to live in Vail to potentially include a "gathering /community center" among other amenities. An October 2008 asset inventory study was completed by the Vail Local Marketing District Advisory Council and Town Council gave direction to update and expand the study, which was completed in May 2011. A copy of that study can be presented to Town Council for further review. Update the study to include 2012 construction projects. VLMD funded an update of the study to be presented at December 18, 2012 Council work session. This resulted in a robust online program that leads other resorts with cutting -edge technology, innovation and thoroughness of data. Updates will be conducted twice annually beginning in 2013. Review Chamonix configuration to attract the desired demographic. Explore adapting the buy- down /mortgage assistance program to achieve this goal. Goal: Improve the Quality of the Experience Improve the Vail experience for all guests and further set Vail apart from its competition. 2012 — 2013 Action Steps — Improve the Quality of the Experience • Integrate VLMDAC information with capital plan. Project Leaders: Kelli McDonald and Kathleen Halloran Key Milestones: Q1 2012 VLMDAC memo will be presented to Council March 20, 2012. Complete Q3 - 4 2012 2013 budget discussions include consideration of VLMDAC input. Complete 10/15/2013 Partner with Vail Resorts on cutting -edge technology (e.g., way finding, wi -fi, social media, apps). Project Leaders: Suzanne Silverthorn, Greg Hall, Kelli McDonald, Ron Braden Key Milestones: Q2 2012 Formalize a structure for collaboration and set goals. Lionshead Welcome Center program design identified hardware /software collaboration with vendor previously vetted by Vail Resorts. A similar design study has been initiated for renovation of Vail Village Welcome Center. Q3 2012 Develop a list of shared actions. Partnerships to date include live Vail Mountain feed for touchscreen in Lionshead Welcome Center spring 2012, plus use of Vail Resorts video feeds on media wall; and introduction of Vail Hiking & Biking app in June 2012 initiated by Vail Local Marketing District. Q4 2012 Monitor real -time parking information on m.vail.com for accuracy. Ongoing • Focus on resort size and resort appropriate environmental programs. Project Leader: Kristen Bertuglia Vail Recycles! Vail Village and Lionshead Recycling Program Key Milestones: Q1 2012 Conduct waste study and survey to establish waste diversion baseline: Survey businesses as to current practices and attitudes, challenges, barriers with respect to waste diversion, how the Town can help. Establish waste diversion baseline by random selection sort sampling of business trash. Completed Q2 2012 Compile results, hold stakeholder meeting with waste haulers, businesses, and develop recommendations. Completed Q2 2012 Complete final report. Present results to Town Council, obtain direction as to appropriate recycling incentive program (e.g. ordinance updates, grants or incentives, additional services, etc.) Completed Q3 2012 Implement Vail Recycles! Program for Vail Village and Lionshead Vail Village Recycling Pilot Program ready for implementation. Presented to town council on July 17, 2012. Community survey work has been completed and a draft ordinance is ready for further discussion with the Town Council and the community. Water Quality Public Education Program 10/15/2013 Key Milestones: Q1 2012 Interview Americorp Environmental Stewardship program candidates and select summer intern in order to assist in the development of a public education campaign that raises community awareness about the individual potential to positively impact water quality, including establishing current practices for private property pine beetle spraying. Summer Intern hired. Q2 2012 Summer intern kickoff meeting - Based on the Boulder Keep It Clean Program, intern will develop door hangers and educational material for East Vail residents. Target 500 contacts made. Project Completed Q3 2012 Working with staff, intern will provide web content using graphic materials to educate the public on water quality issues. Organize Gore Creek walking tours at Bighorn Park. Presentations /demonstrations will provide a hands -on learning experience for residents and guests: ecosystem ecology, wildlife and aquatic insects, proper riparian area buffers, maintenance, lawn care, etc. July Working with staff, intern will help organize a Gore Creek stream bank restoration project with resident volunteers to prevent erosion impairment in previously identified target areas. Gore Creek Aquatic Life Public Education Program ongoing. First presentation was on July 11th in East Vail. Program continued during the summer of 2013 with the assistance of an Americorp volunteer. Sustainable Building Initiative (SBI) - Currently underway, the objective of the SBI is to develop and implement a green building points system, incentivize sustainable building practices through carrot rather than stick approach, education and outreach. Ensure this initiative improves the ability for doing business in Vail. Ongoing Key Milestones: Q1 2012 Conduct 3 SBI Committee meetings to determine point items in categories not yet addressed (energy, materials and reuse, quality control, and innovation). Q2 2012 Present each category to the Planning and Environmental Commission (PEC). Q2 2012 SBI meeting to discuss incentives. Final revisions and public comment period. Final draft presented to PEC. Q3 2012 Final draft presented to Town Council. Test drive SBI in- house; work with select project to ensure smooth implementation. 10/15/2013 Q4 2012 First and second readings of ordinance to adopt SBI. (Nov -Dec, along with 2012 building code adoption hearing). Begin snowmelt offset program discussion, solicit for addition SBI Committee members. Organize public presentation of existing snowmelt offset programs at Donovan Pavilion - CORE and ECOBuild, Telluride. Present snowmelt offset program discussion, decide if Vail will move forward in pursuing offset program for the Town • Review and enhance our "connectivity" plan including a comprehensive signing and wayfinding program. Project Leaders: Greg Hall, Suzanne Silverthorn Key Milestones: Q1 2012 Town Council Approval of Wayfinding Principles. Complete Q2 2012 Town Council review of Wayfinding program regarding 1 -70 and Frontage Roads. Complete Q3 2012 Program design and approval. 1 -70 and Frontage Road package sent to CDOT and comments received, working through the design issues. CDOT approved plan Q1 2013 Resubmit 1 -70 and Frontage Road Sign package to CDOT for approval Q12013 Continue with Advisory Committee on design of signs for parking structure and pedestrian villages. Parking structure complete Q2 -Q4 2013 Begin implementation of first phases of wayfinding program Contracts awarded for 170 Frontage Road and Parking Structure Q4 2014 A three year phased Installation with final completion before - 2015 World Alpine Championships. In progress • Review and enhance our "connectivity" plan with a focus on hiking, walking, wandering and lingering. Project Leaders: Public Works Project Staff Key Milestones: Q3 2012 Work with CDOT on the overlay of the Vail Pass recreation trail. Completed Q3 2012 Completion of the bike lanes on the frontage road to East Vail. Complete Q3 2012 VLMD funded and produced Hiking Map and Hiking & Biking App. Complete Q4 2012 Complete Lionshead streetscape projects - East Lionshead Circle and Concert Hall Plaza. Completed 10/15/2013 Q4 2012 Include public restrooms in a remodel of Main Vail Fire House. Underway. Complete Q4 2012 Reconstruct the Matterhorn Bridge with side a Complete Q2 2013 Sun Dial Plaza. Design underway. Construction ongoing completion Q4 2013 Q2 2013 Identify key missing links in "connections" determine obstacles and costs to complete the links and prioritize the connections for implementation, including trailheads. Funded additional bike lanes on Frontage Roads for 2013. 2013 lanes completed additional lanes in 2014 Q4 2013 Rebrand the Village information center to a Welcome Center similar to Lionshead. Provide public restrooms and an upgrade in keeping with Vail's renaissance. Initial studies underway, to be presented to Town Council Q1 2013 Q1 2013 Obtained 200k CDOT Funding to begin Simba Run Per Study Q2 2013 TOV Staff applied and awaiting final approval from CDOT on shared Simba Run Underpass to be designed and constructed as Major connection project. • Improve the quality and convenience of parking and transportation. Project Leaders: Greg Hall and Mike Rose Key Milestones: Q2 2012 Council work session to: provide background; identify steps already taken; and determine policy. Discussed at the April 17 meeting and will return in Q3 2012. Completed August 21, 2012 Q2 2012 Consider engaging a consultant to assist with finalization of the strategic parking plan, including system efficiencies. Reviewed at 1the April meeting, were directed to look at only system efficiencies, most which will be discussed in conjunction with the equipment replacement scheduled for 2014. Consultant would be on board in 2013. Consultant made presentation as part of the Lionhead Entry project. Q2 2012 Begin a three year program to meet the CDOT requirements to ensure use of the frontage roads for various parking as previously directed by the Town Council. First Phase Completed letter to Vail Resorts on funding second phase Q1 2013, design on second Q4 2013 phase underway. Construction on second phase underway Q3 2012 Continue to refine and enhance the summer special event express bus. Q4 2013 Review parking operations and equipment for implementation of new system and processes. • Complete park and recreation projects which enhance the experience. 10/15/2013 Project Leaders: Public Works Project Staff Q2 2012 Complete the Red Sandstone Park. Complete Q2 2012 Begin the work to allow the completion of the Bald Mountain Neighborhood Berm. Utility work completed. Ongoing • Finish installation and activate improved guest service programming in Lionshead Welcome Center (virtual concierge, media wall, events info). Project Leaders: Tom Kassmel, Greg Hall, Ron Braden, Suzanne Silverthorn Key Milestones: Q1 2012 Technology installation — Complete Q2 2012 Visitor Center Staff Relocation — Complete May 25 Q2 2012 Grand Opening — Complete May 31 Q4 2012 Demolition of Lionshead Visitor Center /Frontage Road - Complete • Identify management structure for enhanced guest services programming to Include operation of Vail Village / Lionshead Welcome Centers and community host program. Project Leaders: Suzanne Silverthorn, jehn Pewer4Krista Miller Key Milestones: Q2 2012 Identify Council policies and programming — Council set goal of "5- star" service delivery levels following discussion on June 19. Q2 2012 Issue RFP — RFP process was delayed one year. New contract with Vail Info Inc. was negotiated for Oct. 1, 2012 to Aug. 31, 2013 which set clear expectations for increased service delivery. Q1 2013 RFP issued for management of Welcome Centers and Community Host program; six proposals submitted. Q2 2013 Community review team appointed to evaluate six responses and recommend service provider. Q3 2013 Town Council votes to retain service provider, Vail Info Inc. for 3 year period ending Sept. 20, 2016 with performance standards identified and met. • Develop an enhanced cellular (4G) and Wi -Fi network. Project Leaders Key Milestones: Ron Braden 10/15/2013 Q3 2012 Contract Negotiations / Approval. Complete - Approved by council • Gore Creek Environmental Programs Project Leader: Greg Hall and Kristin Bertuglia Key Milestones: Q1 2012 Continue to support stream tract enforcements to address remaining properties with encroachments. Ongoing Work with the Eagle River Water and Sanitation District and the Urban Runoff Group to complete the Water Quality Improvement Plan (WQIP) for Gore Creek and the Eagle River. Q2 2012 Ensure that all Town outfalls and sediment catch basins are maintained. Ongoing Identify Best Management Practices (BMPs) projects that have an immediate effect on Gore Creek Water quality (i.e., additional catch basins /filters, stream bank restoration and stabilization projects, etc.) Q3 2012 Install identified BMPs, coordinate stream bank restoration projects. Q3 2013 Present WQIP to Town Council. Q4 2012 Stream Bank restoration projects installed — willow plantings. Stream tract encroachment enforcement efforts continue. Gaining compliance remains a challenge. Three summonses issued. Two pending service. 15 additional summons prepared and awaiting response from PD and Town's prosecutor. 15 more summons to be ready for service by November 1, 2013. 30+ repeat offenders need further investigation prior to pursuing prosecution. An ordinance which expedites the enforcement process is needed. 10/15/2013 in August of 2012. Q4 2012 Carrier Commitment. Complete - Carrier commitment in place December of 2012. Q3 2012 CenturyLink exit agreement. Complete - Network transitioned in December of 2012. Q4 2012 Cell tower (macro) site tower build at Public Works. Approvals in place, equipment ordered, waiting on utility build. Utility build scheduled to be complete by September 2013. Tower scheduled to be operational by November 1, 2013. Q4 2012 Cellular build (Micro DAS) in Village Transportation Center. Complete Q4 2012 Temporary cell site install at Lionshead Trans Center. Complete. Q3 2013 Fiber Resource Allocation. Complete Q3 2013 Begin Build Out. System build has begun with phase one expected to be complete by November 1, 2013. Phase two expected to be complete by November 1, 2014. • Gore Creek Environmental Programs Project Leader: Greg Hall and Kristin Bertuglia Key Milestones: Q1 2012 Continue to support stream tract enforcements to address remaining properties with encroachments. Ongoing Work with the Eagle River Water and Sanitation District and the Urban Runoff Group to complete the Water Quality Improvement Plan (WQIP) for Gore Creek and the Eagle River. Q2 2012 Ensure that all Town outfalls and sediment catch basins are maintained. Ongoing Identify Best Management Practices (BMPs) projects that have an immediate effect on Gore Creek Water quality (i.e., additional catch basins /filters, stream bank restoration and stabilization projects, etc.) Q3 2012 Install identified BMPs, coordinate stream bank restoration projects. Q3 2013 Present WQIP to Town Council. Q4 2012 Stream Bank restoration projects installed — willow plantings. Stream tract encroachment enforcement efforts continue. Gaining compliance remains a challenge. Three summonses issued. Two pending service. 15 additional summons prepared and awaiting response from PD and Town's prosecutor. 15 more summons to be ready for service by November 1, 2013. 30+ repeat offenders need further investigation prior to pursuing prosecution. An ordinance which expedites the enforcement process is needed. 10/15/2013 Beyond 2013: Enhance the Experience • Begin long -range planning to reduce the impact of 1 -70. Note: The intent was not beginning near -term action, but more to keep this important subject on the radar screen. Goal: Develop Future Leadership Look toward the next generation of community leaders. 2012 — 2013 Action Steps — Develop Future Leadership • Schedule a Town Council work session to assess Vail's current leadership and identify a desired vision for the future including benchmarks, where possible. Project Leader Key Milestones Stan Zemler Q3 2012 • Sponsor series of focus group meetings with target demographic segments, including second homeowners, to identify challenges, opportunities and suggestions to elevate civic leadership. Explore possibility of scheduling board meetings in the evening to encourage more public participation. Project Leader: Suzanne Silverthorn Key Milestones: Q3 2012 • More aggressively market board openings through advertisement. Project Leader: Suzanne Silverthorn Key Milestones: Q2 2012 — Board recruitment template from Colorado Municipal League print campaign was used for series of Vail Daily ads in late April and May for openings on the Vail Local Housing Authority (2 applicants); Commission on Special Events (4 applicants); Vail Local Licensing Authority, (3 applicants). Develop recommendations on model /approaches that will result in developing future leaders in the TOV considering: John Horn -Kates Vail Leadership Institute Model; Boulder Leadership Model; Leadership Forums by Vail Homeowners Association and Vail Symposium; engagement ideas; orientation /education /outreach; and Vail 20120. Project Leader: Mark Miller, Suzanne Silverthorn 10/15/2013 Key Milestones: Q4 2012 Evaluate existing leadership programs and best practices with presentation of research summary this fall. Awaiting Town Council consideration of proposal from Vail Leadership Institute. Q4 2013 Update — Council chose not to pursue the Vail Leadership Institute proposal at this time. Staff will continue to look for opportunities to developing future leaders within, and outside of the TOV. The Fire Department will be hosting a "Leadership Journey" class in late fall 2013 with an open invitation for employees and non - employees to attend. Other Initiatives These are projects already underway that may not fit precisely into Council's four key goals. 2012 — 2013 Action Steps — Other Initiatives • Budget /Financial — Continue to provide a high level of services in a fiscally responsible manner. Project Leaders: Directors and all departments Key Milestones: Q2 2012 2012 annual audit presented to Council Complete — Clean opinion with no management letter comments Q4 2012 2013 annual budget adopted by Council Complete Q2 2013 2012 annual audit presented to Council Complete — Clean opinion with no management letter comments Q4 2013 2014 annual budget first reading adopted by Council. Second reading of budget ordinance scheduled for 10/15/13 Laserfiche — Finish implementation of document imaging program and scanning of historical documents throughout the organization. Project Leader: Ron Braden Key Milestones: Q4 2012 Provide customer access to public documents. LaserFiche RIO software update scheduled for Q4 of 2013. Q1 2013 Complete scanning of permanent files in Community Development and Administration to avoid temporary relocation. Complete 10/15/2013 • 2012 Community Survey Project Leader: Suzanne Silverthorn Key Milestones: Q1 2012 Town Council approval of survey questions - Complete Q2 2012 Survey in the field - Complete Q3 2012 Presentation of results — Complete June 5, 2012 Q1 2014 Determine scope and /or interest in Community Survey for 2014 10/15/2013 rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 15, 2013 ITEM /TOPIC: Matters from Mayor, Council and Committee Reports: 10/15/2013 TOWN Of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 15, 2013 ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 40�4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Re: Discussion concerning negotiations Regarding Timber Ridge Redevelopment; 2) C.R.S. §24- 6- 402(4)(f) - to discuss personnel ntters, Regarding: Personnel matters; 3) C.R.S. §24- 6- 402(4)(b) - to receive legal adviron specific legal questions, Regarding: Pending litigation and a Town owned unit in Vail Village Plaza Phase V. PRESENTER(S): Matt Mire 10/15/2013 rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 15, 2013 ITEM /TOPIC: Adjournment (3:55 p.m.) NOTE: UPCOMING MEETING START TIMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) THE NEXT REGULAR VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, NOVEMBER 5, 2013 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Ongoing agenda items TBD: DRB /PEC updates - Warren - WS - 15 min.; Informah Updates Attachments: WS - 15 min.; Executive Sessim items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. FUTURE AGENDA ITEMS: Adoption of Western Slope Water Plan - ES - 11/5 Chamonix Update - WS - George - 11/05 Sign Regulation Amendments Ordinance - George - ES,- 11/05 Wildfire Update - WS - Mark - 11/19 Eagle County Economic Development Plan - Chris RomEr - WS - 30 min. - 11/19 CSE Strategic Plan 2013 Event Evaluations 2014 Event Funding Recommendations - ES - 60 min - 12/3 DestiMetric Ski Season Preview - WS - 12/17 Fee Schedule changes - George - TBD Neighborhood Speed Control - TBD - Greg /Dwight Housing Strategic Plan - George - TBD 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 - Geoge - 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 1 -70 noise right lane use - TBD Water Quality Management Plan and update - TBD 10/15/2013