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HomeMy WebLinkAbout2013-12-03 Agenda and Support Documentation Town Council Evening SessionVAIL TOWN COUNCIL EVENING SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 6:00 P.M., DECEMBER 3, 2013 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. 1. ITEM/TOPIC: Citizen Participation (15 min.) 2. ITEM/TOPIC: Consent Agenda: 1) Approval of November 5 and November 19 meeting minutes; 2) Resolution No. 16, Series of 2013 - CDOT Frontage Rd 1 year Lease; 3) Resolution No. 17, Series of 2013 - CDOT Frontage Rd 3 year Lease Amendment; (5 min.) 3. ITEM/TOPIC: Town Managers Report: 1) Construction Use Tax Update (5 min.) PRESENTER(S): Stan Zemler 4. ITEM/TOPIC: Eagle County Immigrant Advisory Committee Award Recognition. (5 min.) PRESENTER(S): Dwight Henninger and Avon Chief Bob Ticer BACKGROUND: The outstanding work of the Eagle County Law Enforcement Immigrant Advisory Committee in building trust between the immigrant community and law enforcement has been recognized by the International Association of Chiefs of Police (IACP) with two awards. The awards were presented during the IACP’s annual conference on October 19 in Philadelphia and will be presentation to the community at this Council meeting. Members of the Immigrant Advisory Committee will be on hand to be recognized by the Council. 5. ITEM/TOPIC: 2014 Session Q/A Discussion with Representative Diane Mirsch Bush. (20 min. ) PRESENTER(S): Diane Mitsch Bush, State Representative 6. ITEM/TOPIC: Vail I-70 Underpass Commitment letter (5 min) PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Review and approve I-70 Underpass RAMP funding commitment letter. BACKGROUND: The Town of Vail was awarded $14.6 million dollars of RAMP funding by CDOT this past October for the design and construction of a new Vail I-70 12/3/2013 Underpass. As a part of this award the Town of Vail must match an additional $6 million and commit to this match via a Letter of Commitment to CDOT. The Town's matching funds have been budgeted thru the Vail Reinvestment Authority over the next 4 years. STAFF RECOMMENDATION: Approve the Letter of Commitment and the $6 million matching funds for the Vail I-70 Underpass project. 7. ITEM/TOPIC: Commission on Special Events Annual Report to Town Council (45 min. ) PRESENTER(S): Barry Davis, Vice-Chair, Commission on Special Events ACTION REQUESTED OF COUNCIL: The Commission on Special Events requests that Council approve or approve with modifications the following items: 1) CSE 2013-2017 Strategic Plan 2) 2014 Special Events Funding Allocations 3) 2014 Incremental Funding Requests to support growth initiatives BACKGROUND: The Commission on Special Events presents an annual report to the Town Council each December covering current year’s events and results, funding recommendations for the upcoming year and any other pertinent information for discussion with Council. 8. ITEM/TOPIC: Second reading of Ordinance No. 19, Series of 2013, An Ordinance Amending Section 12-21-2, 12-21-11 and 12-21-14 of the Vail Town Code Regarding Hazard Regulations and Setting Forth Details in Regard Thereto (15 min.) PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Approve changes to Ordinance 12- 21-2, 12-21-11, and 12-21-14 in order to maintain in good standing with the National Flood Insurance Program. BACKGROUND: The State of Colorado has adopted higher standards for floodplain management. The major changes to previous requirements include provisions to freeboard, critical facilities, and floodway surcharge criteria. Communities have until January 14, 2014 to adopt local regulations consistent with the new standards in order to remain in good standing in the National Flood Insurance Program (NFIP) and be eligible for grant funding through the Colorado Water Conservation Board (CWCB). STAFF RECOMMENDATION: Staff recommends approving the changes to Ordinance 12-21-2, 12-21-11, and 12-21-14 in order to maintain compliance. 9. ITEM/TOPIC: Second reading of Ordinance No. 20, Series 2013, an Ordinance providing for hte levy assessment and collection of town property taxes due for the 2013 tax year and payable in the 2014 fiscal year. (5 min.) PRESENTER(S): Kathleen Halloran 12/3/2013 ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No. 20, Series 2013 BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 20, Series 2013 10. ITEM/TOPIC: First reading of Ordinance No. 22, Series 2013 an Ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund, Dispatch Services Fund and Police Confiscations Federal Fund of the 2013 Budget (20 min.) PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No. 22, Series 2013 BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 22, Series 2013 11. ITEM/TOPIC: First reading of Ordinance No. 23, Series of 2013 Commercial Ski Storage, an ordinance extending a temporary moratorium on the processing and approval of all business and land use applications for private ski club uses within the Town. (5 min. ) PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Approve, Approve with Conditions or Deny Ordinance No. 23, Series of 2013. BACKGROUND: The continuation of a moratorium on the operation of, and the processing and approval of all business and land use applications for private ski clubs will allow the Staff, Town Attorney, Council and the Community, to assess whether such uses are in the best interest of the public health, safety and welfare. STAFF RECOMMENDATION: Approve, Approve with Conditions or Deny Ordinance No. 23, Series of 2013. 12. ITEM/TOPIC: First reading of Ordinance No. 24, Series of 2013, An Ordinance Granting a Non-Exclusive Franchise Service Company of Colorado Regarding the Provision of Natural Gas Service in the Town. See attached staff memorandum and draft franchise agreement. (30 min. ) PRESENTER(S): Matt Mire ACTION REQUESTED OF COUNCIL: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. BACKGROUND: The current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014. For the Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town. See attached staff memoradum and draft franchise agreement 12/3/2013 STAFF RECOMMENDATION: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. 13. ITEM/TOPIC: Adjournment (9:10 p.m.) 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Citizen Participation 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Consent Agenda: 1) Approval of November 5 and November 19 meeting minutes; 2) Resolution No. 16, Series of 2013 - CDOT Frontage Rd 1 year Lease; 3) Resolution No. 17, Series of 2013 - CDOT Frontage Rd 3 year Lease Amendment; ATTACHMENTS: November 5 Town Council Meeting Minutes November 19 Town Council Meeting Minutes Resolution No. 16, Series of 2013 Resolution No. 17, Series of 2013 12/3/2013 Town Council Meeting Minutes of November 5, 2013 Page 1 Vail Town Council Meeting Minutes Tuesday, November 5, 2013 4:30 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 4:30 P.M. by Mayor Andy Daly. Members present: Andy Daly, Mayor Ludwig Kurz Kerry Donovan Kevin Foley Margaret Rogers Susie Tjossem Greg Moffet Staff members: Stan Zemler, Town Manager Matt Mire, Town Attorney _________________________________________________________________ The first item on the agenda was the Town Manager’s Report. Town Manager, Stan Zemler reminded council that there will be a Town Council Special Meeting on November 12, 2013, at 1:00 p.m. to swear in the newly elected council members. Zemler announced that Vail will host a time trial during the 2014 Pro Challenge Cycling competition on a Saturday in August. Additionally, Zemler explained to council that staff will be looking into the town’s current vendor contracts to confirm vendors are not conducting nor promoting their business while conducting business for the town. Zemler said he would report back to council their findings. Daly asked if the town had a conflict of interest clause that applies to the town’s employees. Town Attorney Matt Mire said he would look into the personnel manual. The second item on the agenda was the Consent Agenda: 1) Approval of the October 1 and October 15 Town Council Meeting Minutes. Moffet made a motion to approve the October 1 Town Council meeting minutes as presented, with a second from Foley. The motion passed unanimously (7-0). Moffet made a motion to approve the October 15Town Council meeting minutes as presented with a second from Foley. The motion passed unanimously (7-0). 2) Council letter of support for the mountain recreation enhancement. Daly asked council if anyone had a comment or concern regarding the letter in their packets addressed to the Forest Service in support of Vail Resorts and their mountain enhancement efforts and council did not have one. Daly then 12/3/2013 Town Council Meeting Minutes of November 5, 2013 Page 2 asked council if they supported the letter and wish to direct staff to send it to the Forest Service on their behalf and all council members agreed. The third item on the agenda was to appoint one member to the Local Licensing Authority (LLA). Moffet made a motion to appoint Tom Saalfeld as a member to the LLA, with a second from Tjossem. Daly stated the council interviewed Saalfeld during the work session and there was only one qualified applicant. The motion passed unanimously (7-0). Foley thanked Tom Scola for applying to be a member of the LLA. Foley stated Scola was not a town resident and therefor he did not meet the board requirements. The fourth item on the agenda was a RAMP Update on the Simba Run underpass project. Town Engineer Tom Kassmel reminded council that earlier this summer council directed staff to apply to the Colorado Department of Transportation (“CDOT”) with three projects for Responsible Acceleration of Maintenance and Partnership (RAMP) funding. Those RAMP projects included the Simba Run Underpass, the Frontage Road Improvements and the East Vail Water Quality Improvements. Kassmel said on October 18th the Simba Run Underpass project was the only project chosen to receive RAMP funding. CDOT had awarded $14.6 million toward the project with the remaining $6.2 million to be funded by the town for a total of $20.8 million. A joint feasibility study between CDOT and the Town of Vail known as a Planning and Environmental Linkage (PEL) report had already begun to understand the project’s impacts. Kassmel stated now since there is funding, the next phase will be design and then construction with a completion date in the year 2017. Kassmel said as a part of the RAMP funding process the town is required to submit a commitment letter with an updated scope, a schedule and construction estimate by January 6, 2014, to CDOT. The Project Team will be updating these items and will present the final commitment letter to the town council in December. Daly asked that with the commitment letter, staff provide suggestions of where the portion of the town’s funding will come from. Kassmel said the town’s portion will be funded with Tax Increment Financing (TIF) dollars. Daly asked if any council members had questions concerning this matter. Donovan asked what happens now with the other two projects that are not being funded by RAMP, specifically the East Vail Water Quality Improvements. Kassmel said the town would need to look for other outside funding and for other opportunities. Daly asked Kassmel if the project can get completed in CDOT’s time requirements and Kassmel answered this will be a process that staff will keep council informed and updated on the project’s process and also where the town is within the time constraints. Daly wanted to confirm that CDOT could not pull funding and Kassmel confirmed CDOT is as committed as the town. Kassmel added the project will run consistent with CDOT’s Context Sensitive Solutions (CSS) process and that as a part of this process, the town is required to set up a Project Leadership Team (PLT). The PLT is a non-decision making group who ensures the project stays on task, is a public and open process, and meets the goals, the purpose’s and the need of the project. Town staff and CDOT have discussed possible candidates and suggest the following members: Pam Brandmeyer (Town of Vail Assistant Town Manager); George Ruther (Town of Vail Director of Community Development); Jeff 12/3/2013 Town Council Meeting Minutes of November 5, 2013 Page 3 Babb (Director of Vail Mountain Operations); Rob Levine (Antlers General Manager, Vail Economic Advisory Committee); Don Maclachlan (General Manager, Cascade Condominiums/Destination Hotels); Laura Mullen (West Vail Liquor Mart, Owner); Steve Olson (CDOT – Region 3 Program Engineer); Mike Vanderhoof (CDOT – Region 3 Planning and Environmental Manager); and Zane Znamenacek (CDOT – Region 3 Traffic and Safety Program Engineer). Donovan said this is a great list and would encourage staff to look for outside people to join this board because this would promote new leadership in the community. Daly agreed and also stated he was not sure if Ruther being on this team was a good use of Ruther’s time. Zemler suggested changing that team member to Ruther or his designee. Daly thanked Kassmel for his update. The fifth item on the agenda was first reading of Ordinance No. 16, Series of 2013, An Ordinance Amending Section 13-7-8 of the Vail Town Code Regarding Recovery of Costs in Enforcement Actions and Setting Forth Details in Regard Thereto. Town Attorney, Matt Mire reviewed the ordinance with council and stated the current code does not allow for the town to currently recover its costs when there is a zoning enforcement action. Mire went onto say that this ordinance would allow the town to recover its attorney’s fees from litigation of a zoning action. Rogers made a motion to approve Ordinance No. 16, series of 2013, as read, with a second from Kurz. Daly asked if there was any further council discussion. Donovan confirmed this was to just clean up the code and Mire agreed. Daly opened it up to public discussion and there was no public comment. The motion passed unanimously (7-0). The sixth item on the agenda was the second reading of Ordinance No. 13, Series of 2013, an ordinance repealing and reenacting the approved development plan for Phase IV of Special Development District No. 6, Vail Village Inn, pursuant to Section 12-9A-10, Amendment Procedures, Vail Town Code, to allow for an increase in the allowable gross residential floor area (GRFA), located at 16 Vail Road (The Sebastian)/a portion of lots M, N, and O, Block 5D, Vail Village Filing 1, and setting forth details in regard thereto. Chief of Planning Warren Campbell stated on October 15, 2013, the council approved Ordinance No. 13 upon first reading by a vote of 6-1. There have been no changes to this ordinance since its approval and asked if Council had any questions and there were none. Daly asked if there was any public comment and there was none. Rogers made a motion to approve Ordinance No. 13, Series of 2013, on second reading with a second from Kurz. Moffet stated he would again be voting against this ordinance based on the same reason as given during the first reading last month. The motion passed 6-1 (Moffet opposed). The seventh item on the agenda was Resolution No. 14, Series of 2013, a resolution adopting the 2013 Gerald R. Ford Park Master Plan, and setting forth details in regard thereto. Community Development Director, George Ruther suggested to council to continue the review of the draft Gerald R. Ford Park Master plan from where they stopped during the work session, which was goal 2 of the 64 page document. Tjossem thought Objective 2.3’s, Policy Statement 1, conflicted with Action Step 2.3.4. Daly suggested deleting Action Step 2.3.4: “In conjunction with the Vail Valley Foundation, 12/3/2013 Town Council Meeting Minutes of November 5, 2013 Page 4 evaluate the feasibility of winterizing the Amphitheater to allow for use of the venue during winter months” from the draft master plan. Daly went onto suggest that the word “primary” be changed to “principal” in Policy Statement 1: “Maintain the Ford Amphitheater as the primary summer- time performing arts facility in the Town of Vail.” All the council members agreed. Daly suggested in Action Step 2.5.3: “Reduce the parking areas around the Nature Center building by reclaiming these areas to a natural landscape condition” should replace the word “reduce” to “eliminate.” All members agreed to that suggestion. Daly asked that Policy Statement 2: “Uses in the Lower Bench shall operate in a manner that limits vehicular traffic to the greatest extent possible. Vehicular access to the Lower Bench of the Park should be limited to: maintenance; delivery of goods or materials too large or too heavy to be carried by non- motorized means; access for people with limited mobility; special transportation; and emergency services” should have language added stating “access for people with limited mobility will be generally provided access by golf cart.” Donovan asked what “special transportation” meant on page 26. Tom Braun, with Braun Associates, stated he did not know and suggested removing that language from the master plan. Donovan suggested on page 27 in Policy Statement 4: “Maintain a central trash/dumpster facility within the Parking/Transit Sub-Area and mandate all Park leaseholders use the central facility” to add the word “recycle” after dumpster. Tjossem agreed with Donovan. Rogers asked the words “To foster” on page 32, Objective 5.3, read “Foster a spirit of cooperation between all leaseholders within the Park regarding their use of the Park and how to collectively use and manage the Park for the benefit of all.” Rogers said on pages 33 and 34, Policy Statement 1 and Policy Statement 2 conflict with each other. Braun agreed and stated council’s previous conversation ended at Goal #6 and he and Ruther are requesting direction from council. Donovan suggested the removal of Policy Statement 2 from the master plan and Rogers felt both policy statements can be removed from the master plan. Ruther said Goal #6 talks about how the town is going to implement the master plan and removing this goal in its entirety may not be beneficial in the future. Tjossem suggested taking Objective 6.1 and make it Objective 5.4, and strike Objective 6.2 and eliminating Goal #6. Braun asked council if they are in agreement to change Objective 6.1 to Objective 5.4; eliminate Objective 6.2; and change the Action Steps 6.2.1 and 6.2.2 to 5.1.4 and 5.1.5. Council agreed to those changes. Tjossem and Rogers requested additional language be added on page 47 making it clear that the Betty Ford Alpine Gardens sub area description includes the area West Betty Ford Way just west of the Children’s Playground, which is not considered on the lower bench. On page 42, Donovan requested the last sentence in the first full paragraph that says “By way of example, the removal of the two courts adjacent to the Frontage Road and the Athletic Field concession building would not only allow for a much improved arrival sequence for the pedestrians, but could also provide land for new facilities” be removed. All the council members agreed. Council also agreed to the removal of the last two sentences on page 42 stating “As with the parking lot area, the idea of constructing structured parking below the athletic fields has been discussed in the past. It is expected that if and when this idea is pursued, an initial step would be to evaluate implications to the overall goals for the Park and if necessary initiate amendments to the Ford Park Master Plan.” 12/3/2013 Town Council Meeting Minutes of November 5, 2013 Page 5 Tjossem would like the word “lower” removed from the reference “Lower Commons” and it just be called the “Commons.” The last paragraph on page 43, council would like the first portion of that first sentence “With the exception of very minor encroachments from landscape improvements, lighting, seating and other similar features associated with improvements planned for Betty Ford Way” be removed and the sentence to start with “The open turf area should not be reduced in size and no buildings or structures should be permitted in this area.” Council reviewed up to page 52 of the draft master plan and agreed to pick up the conversation on this page at the meeting on November 19. Daly opened it to public comment. Nicola Ripley, director of Betty Ford Alpine Gardens, was frustrated with how long this process has taken and is concerned a new council will make the process take longer if the current council delays their vote. Tjossem requested council to continue with the remaining 9 pages of the master plan and get finished with reviewing the plan. Council agreed to finish the public comment and then return to the discussion of the remaining 9 pages. Jim Lamont of Vail Homeowners Association expressed concern regarding parking at Ford Park and the Soccer Field. Jack Hunn of Hunn Consulting would like the language concerning the “3000 square footage” and suggest adding the wording “useable 3000 square footage.” With no more comments from the public, the council returned to the master plan and discussion on page 52. Moffet suggested on page 60 to remove Improvement #8 in its entirety and all council members agreed. Daly suggested also the removal of Improvement #10 on page 61 and all council members also agreed to that removal. Daly opened the discussion to public comment. Lamont would like Improvement #10 to stay in the plan. Daly asked if there was any more discussion and there wasn’t any from the public or the council. Moffet made a motion to table the vote on Resolution No. 14, Series of 2013, to the next council meeting on November 19, with a second from Tjossem. The motion passed unanimously (7-0). The eighth item on the agenda was recognition of Kerry Donovan and Kevin Foley’s service as Town Council members. Daly stated the current council has worked well with each other and have learned to respect each other’s opinion. Daly stated Donovan brought youth to the council and encouraged people to vote for Donovan as the area’s State Representative. Daly stated Foley exemplifies community service in Vail with his 14 year involvement on council. Foley has contributed to making this community a wonderful place to live and work. The ninth item on the agenda was Citizens Participation. Diane Johnson from Eagle River Water & Sanitation District reminded council and citizens that starting on November 15 there will be smoke testing. Mike Cacioppo, Eagle County resident expressed his anger and frustration with the town’s police department with a request he has made to review video footage. Zemler stated the town is currently looking into Cacioppo's request and his accusation that a crime was committed when his newspapers disappeared from the hallway. Jonathan Levine of Hummers of Vail expressed his frustration with council members and staff not responding to his emails regarding the transportation ordinance. Daly offered to sit down with Levine and discuss his concerns in depth at a later date. Ceil Folz of the Vail Valley Foundation 12/3/2013 Town Council Meeting Minutes of November 5, 2013 Page 6 offered thanks to council members Donovan and Foley for their services. Foley offered condolences to the family of Allen Christensen, who recently passed away. There were no further comments from citizens. The tenth item in the agenda is the Gerald R. Ford Park Amphitheater Operations Plan. Community Development Director George Ruther reviewed the materials in the council packets and reminded them of the reasons for requesting the Operations Plan, such as to ensure adequate public access to the lobby space when not in use by the Vail Valley Foundation (“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. On October 15, 2013, the council reviewed the draft Operations Plan for the Gerald R. Ford Amphitheater lobby. As a result of their review, the council tabled the item to the November 5th town council meeting and asked that certain changes be made to the Operations Plan and that certain questions be answered. The revised Operations Plan is the VVF’s response to the changes and questions. Daly asked if any council members had any questions for Ruther and there were none. Daly asked if the VVF had any comments. Jack Hunn with Hunn Consulting said the VVF reviewed the restroom facilities plans with council and the VVF found an opportunity to take a space which was going to be used for storage and turn that space into two ADA accessible restrooms in the plaza. Daly asked if council had any questions for VVF. Donovan wanted language added clarifying operating hours “throughout the year.” Foley made a motion to approve the Gerald R. Ford Amphitheater Operation Plan, with a second from Rogers and Kurz. The motion passed unanimously (7-0). The eleventh on the agenda is Adjournment. There being no further business, Foley made a motion to adjourn with a second by Donovan. The motion passed and council adjourned at 7:15 p.m. Respectfully Submitted, Attest: __________________________________ Andrew P. Daly, Mayor ___________________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 Town Council Meeting Minutes of November 19, 2013 Page 1 Vail Town Council Meeting Minutes Tuesday, November 19, 2013 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Andy Daly. Members present: Andy Daly, Mayor Ludwig Kurz Margaret Rogers Greg Moffet Jenn Bruno Dave Chapin Dale Bugby Staff members: Stan Zemler, Town Manager Matt Mire, Town Attorney Pam Brandmeyer, Assistant Town Manager Tammy Nagel, Acting Town Clerk _________________________________________________________________ The first item on the agenda was Citizen Participation. Alison Wadey, the director of the Vail Chamber, spoke to council about a town-wide promotional event the chamber was hosting called Merry in the Mountains. The event is on December 4th and Wadey said the event is to encourage Eagle County residents to shop locally by businesses providing local discounts. Joe Staufer, a Vail resident, expressed his concerns to council about having artificial turf on the infields at Ford Park. Staufer said the artificial turf will affect Gore Creek’s streamtract and he encouraged council to not allow the Vail Recreation District to use artificial turf. There was no further public comment. The second item on the agenda was the Consent Agenda: 1) Resolution No. 15, Series of 2013, a resolution approving and Intergovernmental Agreement between the Town of Vail and County of Eagle for 2014 animal control services and setting forth details in regard thereto. Moffet made a motion to approve Resolution No 15, with a second from Kurz. The motion passed unanimously, 7-0. 2) Proclamation No. 7, Series of 2013, a proclamation declaring December 10, 2013 Colorado Gives Day. Paula Palmateer, Colorado Gives Day representative and former town council member, stated more than $450,000 dollars was raised for Eagle County non-profits in 2012 and that $500,000 dollars was the goal for 2013. No credit card fees will be charged and First Bank has stepped up with a further monetary incentive. Palmateer 12/3/2013 Town Council Meeting Minutes of November 19, 2013 Page 2 encouraged everyone to go online and donate by December 10. Moffet moved to approve Proclamation No. 7, with a second from Kurz. The motion passed unanimously, 7-0. The third item on the agenda was the Town Manager’s Report. Town Manager Stan Zemler reminded council there will be two half day retreats prior to the council work sessions on December 3 and December 10 from 8:00 to 1:00 at The Grand View, located at the top of the Lionshead parking structure. The fourth item on the agenda was the Castle Peak Care Community Funding Request. Lisa Pease spoke to council about the senior care facility that was being built in Eagle Ranch in the town of Eagle. Pease provided a brief history of the project stating that in 2009, the Eagle County Commissioners discussed the lack of senior services in Eagle County. In 2013, the county purchased five acres in Eagle Ranch and chose the nonprofit organization Augustana Care to develop and own the care community. The county, Augustana Care and volunteers have been on a $4.4 million dollar capital campaign to construct and equip the senior care facility by traveling to all the Eagle County communities to request assistance with funding. Pease said the care community will be designed to serve people at all economic levels and when fully occupied, it is expected to serve more than 110 people annually. It will also provide approximately 100 new jobs during construction and 65 permanent jobs when operating. The 62,000 square foot complex will include 20 assisted living rental apartments, 22 skilled nursing private units, 12 memory care private suites and 10 transitional care private suites. The campus amenities will include common dining areas, multi-use activity spaces, a gym, therapy rooms and lounge areas. Pease asked council for a $200,000 donation, stating other towns throughout the county have given about $200,000 each. Daly asked about the project’s financial structure, their debt levels and operating guarantees. Pease stated the total project cost is $21,824,000; $12,024,000 will be funded by a USDA rural development loan; there is $4,400,000 Eagle County secondary subordinated debt and $1,000,000 Augustana Care secondary debt. Both will be repaid from surplus funds after the project has sufficient reserves. Also a $4,400,000 Augustana Care capital campaign will raise funds to cover the funding gap. Daily asked if council had any questions. Chapin asked how many facilities are currently in the area. Pease responded there are facilities in Glenwood Springs, Carbondale, Rifle, Steamboat Springs, Grand Junction and the Front Range. Daly asked why the communities throughout the county are being asked for funding as opposed to the county coming up with the remaining funding needed for the project. Kathy Chandler-Henry, an Eagle County Commissioner, stated the care facility benefits all Eagle County communities. Chandler-Henry stated the CSU impact study shows the economic impact of residents who are 65+ leaving the county has estimated a loss of $43 million per year between their spending and the sales of their assets. Since there were no further comments from the council, Daily asked for public comment. Dr. Tom Steinberg expressed his support and recommended council contribute more than the requested $200,000. Dr. Steinberg additionally added that Vail resident Merv Lapin is personally contributing $250,000 towards the project and the town should be able to 12/3/2013 Town Council Meeting Minutes of November 19, 2013 Page 3 contribute more than a private resident. Kaye Ferry, a Vail resident, suggested the town contribute $287,000 to meet the project’s half way point. Robert Schilling asked Pease what the care community residential financial makeup looks like. Pease answered the financial look will be both private pay and Medicare. Kurz asked if county residents will have preference. Pease answered no because of the federal funding. Rogers made a motion to donate $300,000 to be paid over a three year period. Bugby asked if Rogers would amend her motion to pay the $300,000 over 5 years in $60,000 increments. Rogers agreed and amended her motion, with a second from Bugby. Daily stated he was comfortable with $200,000 but not $300,000. Moffet agreed with Daly and also requested the county work with the town on affordable housing. Bruno was also agreeable to the $200,000 contribution. Daly asked for a vote to be taken on the current motion for $300,000 to be given over a 5 year period in increments of $60,000 and the motion failed 2-5 (Daly, Kurz, Moffet, Chapin and Bruno opposed). Moffet made a motion for the town to make a onetime contribution of $200,000 to the Augustana Care Facility, with a second from Kurz. The motion passed unanimously, 7- 0. The fifth item on the agenda was the first reading of Ordinance No. 19, Series of 2013, An Ordinance Amending Section 12-21-2, 12-21,11 and 12-21-14 of the Vail Town Code Regarding hazard regulations and setting forth details in regard thereto. Town Engineer, Tom Kassmel explained to council that the State of Colorado had adopted higher standards for floodplain management. The major changes to the previous requirements included provisions to critical facilities and floodway surcharge criteria. Kassmel stated the state has given communities until January 14, 2014, to adopt local regulations consistent with the new standards in order to remain in good standing in the National Flood Insurance Program (NFIP) and be eligible for grant funding through the Colorado Water Conservation Board (CWCB). Daly asked if council had any questions for Kassmel. Moffet asked if there are any impacts to homeowners and Kassmel said no there wasn’t. Daily requested a more detailed presentation to include a floodplain map for council to review at the second reading of this ordinance. Daly asked if there was any public comment and there was none. Moffet made a motion to approve Ordinance No. 19, Series of 2013, on first reading, with a second from Rogers. The motion passed unanimously, 7-0. The sixth item on the agenda was the first reading of Ordinance No. 20, Series of 2013, an ordinance providing for the levy assessment and collection of town property taxes due for the 2013 tax year and payable in the 2014 fiscal year. Kathleen Halloran, the Assistant Finance Director, explained to council this ordinance authorizes the collection of property taxes in 2014 based upon 2013 assessed valuations of property within the town’s boundaries. Eagle County is responsible for assessing values and for collecting property taxes on the town’s behalf. The town is required by Colorado state law to certify the mil levy by December 15 of each year. The ordinance is based on preliminary assessed valuations from the county. The town’s base mil levy is 4.69 mils and the abatement levy is .015 mils. Abatement results when a taxpayer protests an assessed valuation after the normal protest period and is refunded a portion of the tax 12/3/2013 Town Council Meeting Minutes of November 19, 2013 Page 4 already due or paid. The abatement mil levy allows the town to recoup the refunded amount. This abatement levy of .015 mils equates to an additional $1.19 per year for a $1 million home and $4.35 per year for $1 million commercial property. The property tax authorized by the attached ordinance will generate $4.3 million in revenue in 2014, representing approximately 8% of the town’s total revenue. The estimated total net assessed valuation for 2014 is an increase of 7.4% from the prior year’s assessed valuation. Halloran will have updated numbers from the county by second reading. Moffet made a motion to pass Ordinance No. 20, Series of 2013, on first reading, with a second from Kurz. The motion passed unanimously, 7-0. The seventh item on the agenda was the presentation on the Timber Ridge Redevelopment project. Community Development Director George Ruther provided council with a summary of the proposed redevelopment of the eastern one-half of the Timber Ridge Village Apartments, which are located at 1280 North Frontage Road. Ruther explained a summary presentation of the redevelopment proposal was required pursuant to the terms outlined in the Pre-Development Agreement, executed by and between the Town of Vail and Gorman and Company. Ruther said council instructed staff to enter into discussions with Jen Wright and Gary Gorman on the redevelopment of Timber Ridge. All parties agreed that an RFP process was not needed as that process had failed to achieve the town’s objectives on three previous occasions. Ruther said a “bottom up” approach based upon carrying capacity of the site had been used to determine development potential which had resulted in a project that is financially feasible and can be constructed unlike the previous three attempts. The development will consist of four, three-story tall buildings containing at least 113 dwelling units. At least 70% shall be deed restricted pursuant to zoning requirements. Ruther said there will be eighty-four (84) two bedroom units ranging in size from 870 square feet to 933 square feet and twenty-nine (29) one bedroom units ranging in size from 597 square feet to 633 square feet. Each unit will be provided with its own entrance off a shared exterior stairwell and with be equipped with a washer and dryer, gas furnace, energy star rated kitchen appliances and a 360 cubic foot storage closet (5’x8’x9’). There will be 153 surface parking spaces total for 1 parking space per one bedroom unit and 1.47 parking spaces per two bedroom unit. Ruther stated the town is obligated to mitigate rockfall hazard and the developer is obligated to pay for Frontage Road turn lane improvements. There have been initial pre-application meetings with the town fire department and the Public Works Department and the CDOT application and meetings are pending. The development application is required to be submitted by November 25, 2013, and the final Planning and Environmental Commission meeting is on December 16, 2013. Ruther said construction could start by late spring 2014. Rogers inquired why there was no information provided regarding a fourth story and an elevator, which council requested staff to provide at this presentation. Jenn Wright of the development team explained the rationale and efficiencies for buildings that are three stories compared to four stories. Wright also talked to council about his previous development experience in the county, which included Mountain Star, Eagle Ranch and the “Ruins.” Wright also stated the development is geared around year around employees and what people can afford. Bugby stated parking 12/3/2013 Town Council Meeting Minutes of November 19, 2013 Page 5 makes the property desirable and the current parking proposal of 1.3 spaces per unit would be a problem. Moffet made a motion to instruct the Town Manager to sign the development application, on behalf of the Town of Vail, to allow the project, as proposed, to proceed through the town’s development review process, with a second from Kurz. Daly asked if there was any public comment. Jim Lamont, Vail Homeowners Association asked about the rockfall mitigation that would be required. Ruther said there are three solutions: one to remove the hazard from the hillside, install rock wire mesh, or to drill into the rock and physically pin it into the hillside. Since there were no further comments from the public, Daly asked if council had anymore comments and there were none. A vote was taken and the motion passed unanimously, 7-0. The eighth item on the agenda was Resolution No. 14, Series of 2013, a resolution adopting the 2013 Gerald R. Ford Park Master Plan, and setting forth details in regard thereto. Community Development Director George Ruther reviewed the minor changes that council had earlier requested. Daly asked if there was any public comment. There was none. Moffet made a motion to approve Resolution No. 14, with a second from Kurz. Daly asked if there were any further comments from the council. Bugby requested the resolution be tabled to allow the new council members time to review the suggested master plan prior to voting on it. Chapin said being a new council member, he was concerned about voting on an item he did not have the complete history and knowledge about. Kurz said he did not see any reason to table this item and that the stakeholders need to have a decision tonight so they may move forward with their plans. Moffet agreed with Kurz. Additionally, Moffet said the master plan was a guiding document, not zoning, non-prescriptive. Bugby said he would be voting no on approving the resolution because he feels he has not had enough time to review the proposed master plan. Bugby also expressed concern about having artificial turf in Ford Park. Rogers said there will be a possible new council every two years and that does not mean the new council re-does what former council has done. Rogers used the EverVail project as an example. Rogers suggested the new council members get educated and make the best choice they can. A vote was taken and the motion passed 5-2, (Chapin and Bugby opposed). The ninth item in the agenda is the second reading of Ordinance No. 16, Series of 2013, an ordinance amending Section 13-7-8 of the Vail Town Code regarding recovery of costs in enforcement actions and setting forth details in regard thereto. Town Attorney Matt Mire stated at the November 5th council meeting the council approved the ordinance on first reading with no changes. Moffet made a motion to approve Ordinance No. 16, on second reading as read, with a second from Rogers. Daly asked if there was any public comment and there was none. Daly asked if council had any comments. Bugby expressed concern for citizens who may get sued by the town cannot compete with the town’s resources. The motion passed 6-1, (Bugby opposed). 12/3/2013 Town Council Meeting Minutes of November 19, 2013 Page 6 The tenth on the agenda is Adjournment. There being no further business, Moffet made a motion to adjourn, with a second by Chapin. The motion passed and council adjourned at 8:40 p.m. Respectfully Submitted, Attest: __________________________________ Andrew P. Daly, Mayor ___________________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 Resolution No. 32, Series 2012 RESOLUTION NO. 16 Series of 2013 A RESOLUTION APPROVING A LEASE AGREEMENT BETWEEN THE TOWN OF VAIL, AND THE COLORADO DEPARTMENT OF TRANSPORTATION REGARDING PARKING ALONG THE NON-TRAVEL LANES OF THE INTERSTATE 70 FRONTAGE ROADS LOCATED WITHIN THE LIMITS OF THE TOWN; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, the Town of Vail (the “Town”), in the County of Eagle and State of Colorado is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Town Charter (the “Charter”); WHEREAS, the members of the Town Council of the Town (the “Council”) have been duly elected and qualified; WHEREAS, the Town and the Colorado Department of Transportation (“CDOT”) entered into a Lease Agreement (the “Lease”) which included a permit parking program utilizing the Vail Frontage Roads (the “Premises”) term of this lease shall begin on the date first written on lease agreement and end on December 1, 2014; and WHEREAS, the Town and CDOT now wish to enter into the Lease to lease the Premises for the term of this lease shall begin on the date first written on lease agreement and end on December 1, 2014. NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Council hereby approves and authorizes the Town Manager to enter into the Lease with CDOT, in substantially the same form as attached hereto as Exhibit A and in a form approved by the Town Attorney. Section 2. This Resolution shall take effect immediately upon its passage. INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 3rd day of December, 2013. _________________________ Andrew P. Daly, Town Mayor ATTEST: _____________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 Rev.3/06 Page 1 of 7 PROPERTY MGMT.NO. __________________ NO: PROJECT I 70-2(7) 183 LOCATION: I-70 frontage roads within the limits of the Town of Vail. LEASE AGREEMENT (Vacant Land) THIS LEASE AGREEMENT made and entered into this day of , 20____, by and between the State of Colorado acting by and through the Colorado Department of Transportation, CDOT, hereinafter referred to as "Lessor", and THE TOWN OF VAIL, COLORADO, thereinafter referred to as "Lessee". WITNESSETH: NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties hereto agree as follows: 1. PREMISES, Lessor hereby leases and demises unto Lessee the Premises, hereinafter referred to as "Premises" located along the non-travel lanes of the Interstate 70 (I-70) frontage roads located within the limits of the Town of Vail in Eagle County, Colorado. The leased Premises are shown on the maps attached hereto, made a part hereof and marked "Exhibit A", consisting of three (3) map sheets and marked “Exhibit B”, consisting of two (2) sheets. 2. TERM The term of this lease shall begin on the date first above written and end on December 1, 2014, subject to the cancellation and termination provisions herein. 3. RENT. Subject to the provisions of Section 23below, Lessee shall pay $19,750.00 for the permitted parking and $250.00 for general public parking, totaling $20,000.00or the entire term of this Lease. Payment shall be made payable to the Colorado Department of Transportation at: Colo. Dept. of Transportation C/o Accounting Receipts & Deposits 4201 East Arkansas Ave., Rm. 212 Denver, CO 80222 or at such place as Lessor from time to time designates by notice as provided herein. In the event Lessor has not received the rental installment hereunder within sixty (60) days of execution of this agreement, a late charge of five percent (5%) of the total installment will be assessed to Lessee. In the event the entire rental fee plus any late fees are not paid to Lessor by Lessee 120 days of execution of this agreement, Lessee shall be in default of this Lease Agreement, this Lease shall automatically terminate, Lessee shall vacate the Premises and Lessor shall be entitled to retain all prior sums paid to Lessor by Lessee. 4. USE. It is understood and agreed that the Lessee intends to use the Premises shown in “Exhibit A” only for general peak period public overflow parking at times Lessee’s off-street parking facilities are anticipated or have reached full capacity. The Premises shown in “Exhibit B” is intended for general public parking and public permit parking during ski season and non-ski season special events. Any other use of the Premises shall constitute a material breach of this Lease and may, at Lessor’s option, cause this Lease to immediately terminate. 5. TAXES, UTILITIES, MAINTENANCE AND OTHER EXPENSES. It is understood and agreed that this Lease shall be an absolute Net Lease with respect to Lessor, and that all taxes, assessments, insurance, utilities and other operating costs and the cost of all maintenance, repairs, and improvements, and all other direct costs, charges and expenses of any kind whatsoever respecting the Premises shall be borne by Lessee and not by the Lessor so that the rental return to Lessor shall not be reduced, offset or diminished directly or indirectly by any cost or charge. Lessee shall maintain the Premises in good repair and in tenable condition free of trash and debris during the term of this Lease. Lessor shall have the right to enter the Premises at any time for the purpose of making necessary inspections. 6. HOLD HARMLESS. The Lessee shall save, indemnify and hold harmless the Lessor and the Federal Highway Administration (FHWA) for any and all liabilities, costs, damage or loss to persons or property, including death, resulting from this Lease Agreement. 7. OWNERSHIP. The State of Colorado is the owner of the Premises. Lessor warrants and represents itself to be the authorized agent of the State of Colorado for the purposes of granting this Lease. 8. LEASE ASSIGNMENT. Lessee shall not assign this Lease and shall not sublet the demised Premises without specific written permission of the Lessor and will not permit the use of said Premises to 12/3/2013 Rev.3/06 Page 2 of 7 anyone, other than Lessee, its agents or employees, without the prior written consent of Lessor, except as is hereby authorized pursuant to Sections 23(b) and 23(c) below. 9. APPLICABLE LAW. The laws of the State of Colorado and rules and regulations issued pursuant thereto shall be applied in the interpretation, execution and enforcement of this Lease. Any provision of this Lease, whether or not incorporated herein by reference, which provides for arbitration by any extra- judicial body or person or which is otherwise in conflict with said laws, rules and regulations shall be considered null and void. Nothing contained in any provision incorporated herein by reference which purports to negate this or any other special provision in whole or in part shall be valid or enforceable or available in any action at law whether by way of compliant, defense or otherwise. Any provision rendered null and void by the operation of this provision will not invalidate the remainder of this Lease to the extent that this agreement is capable of execution. 10. CANCELLATION. Both parties understand that at any time before the scheduled expiration of the term of this Lease, Lessor has the right to cancel the lease without liability by giving Lessee 30-day written notice of its intention to cancel the Lease. The notice shall be hand delivered, posted on the Premises, or sent to the Lessee, at the address of the Lessee contained herein by Certified Mail, return receipt requested. This Lease may also be canceled by the Lessee by giving the Lessor 30-day written notice of its intent to do so. 11. COMPLETE AGREEMENT. This Lease, including all exhibits, supersedes any and all prior written or oral agreements and there are no covenants, conditions or agreements between the parties except as set forth herein. No prior or contemporaneous addition, deletion, or other amendment hereto shall have any force or affect whatsoever unless embodied herein in writing. No subsequent novation, renewal, addition, deletion or other amendment hereto shall have any force or effect unless embodied in a written contract executed and approved pursuant to the State Fiscal Rules. 12. CAPTIONS, CONSTRUCTION, AND LEASE EFFECT. The captions and headings used in this Lease are for identification only, and shall be disregarded in any construction of the lease provisions. All of the terms of this Lease shall inure to the benefit of and be binding upon the respective heirs, successors, and assigns of both the Lessor and the Lessee. If any provision of this Lease shall be determined to be invalid, illegal, or without force by a court of law or rendered so by legislative act then the remaining provisions of this Lease shall remain in full force and effect. 13. NO BENEFICIAL INTEREST. The signatories aver that to their knowledge, no state employee has any personal or beneficial interest whatsoever in the service or property described herein. 14. NO VIOLATION OF LAW. The Lessee shall not commit, nor permit the commission of, any act or thing, which shall be a violation of any ordinance of the municipality, City, County, or of any law of the State of Colorado or the United States. The Lessee shall not use the Premises for any manner, which shall constitute a nuisance or public annoyance. The signatories hereto aver that they are familiar with 18-8-301, et seq., (Bribery and Corrupt Influences) and 18-8-401, et seq., (Abuse of Public Office), C.R.S., as amended, and that no violation of such provisions is present. The signatories aver that to their knowledge, no state employee has any personal or beneficial interest whatsoever in the service or property described herein. 15. NOTICE. Any notice required or permitted by this Lease may be delivered in person or sent by registered or certified mail, return receipt requested, to the party at the address as hereinafter provided, and if sent by mail it shall be effective when posted in the U.S. Mail Depository with sufficient postage attached thereto: LESSOR: LESSEE: Colo. Dept. of Transportation Town of Vail Attn: Property Managem ent Manager Attn: Town Manager 15285 S. Golden Rd., Bldg. 47 75 South Frontage Road Golden, Colorado 80401 Vail, Colorado 81657 Notice of change of address shall be treated as any other notice. The Lessee warrants that the address listed above is the Lessee's current mailing address and that the Lessee will notify the Lessor in writing of any changes in that address within ten (10) days of such change. 16. HOLDING OVER. Lessee shall not occupy or use the Premises, nor allow any other party to occupy or use the Premises, after the expiration or sooner termination of this Lease. Lessee shall not become a Holdover Lessee or month-to-month tenant upon expiration or earlier termination of this Lease. 17. CHIEF ENGINEER'S APPROVAL. This Lease shall not be deemed valid until it has been approved by the Chief Engineer of the Colorado Department of Transportation and by the Lessee. 18. HAZARDOUS MATERIALS. The Lessee agrees to defend, indemnify and hold harmless the Lessor and any employees, agents, contractors, and officials of the Lessor against any and all damages, claims, liability, loss, fines or expenses, including attorney's fees and litigation costs, related to the 12/3/2013 Rev.3/06 Page 3 of 7 presence, disposal, release or clean-up of any contaminants, hazardous materials or pollutants on, over, under, from or affecting the property subject to this Lease, which contaminants or hazardous materials the Lessee or its employees, agents, contractors, officials or sub-lessees have caused to be located, disposed, or released on the Premises. Lessee shall also be responsible for all damages, claims and liability to the soil, water, vegetation, buildings or personal property located thereon as well as any personal injury or property damage related to such contaminants or hazardous materials. 19. NO NEW PERMANENT STRUCTURES OR IMPROVEMENTS. No new permanent structures or improvements of any kind shall be erected or moved upon the Premises by Lessee without the express written prior permission of Lessor. Any such structure or improvement erected or moved upon the Premises without the express written consent of Lessor may be immediately removed by Lessor at the expense of Lessee. Further, any structures, improvements or items of any kind remaining on the Premises at the termination of the Lease will be considered abandoned by Lessee and may be immediately removed by Lessor at Lessee’s expense. 20. BINDING AGREEMENT. This Lease shall be binding upon and inure to the benefit of the partners, heirs, executors, administrators, and successors of the respective parties hereto. 21. DEFAULT. If: (1) Lessee shall fail to pay any rent or other sum payable hereunder for a period of 10 days after the same is due; (2) Lessee shall fail to observe, keep or perform any of the other terms, agreements or conditions contained herein or in regulations to be observed or performed by Lessee and such default continues for a period of 30 days after notice by Lessor; (3) This Lease or any interest of Lessee hereunder shall be levied upon by any attachment or execution, then any such event shall constitute an event of default by Lessee. Upon the occurrence of any event of default by Lessee hereunder, Lessor may, at its option and without any further notice or demand, in addition to any other rights and remedies given hereunder or by law, do any of the following: (a) Lessor shall have the right, so long as such default continues, to give notice of termination to Lessee. On the date specified in such notice (which shall not be less than 3 days after the giving of such notice) this Lease shall terminate. (b) In the event of any such termination of this Lease, Lessor may then or at any time thereafter, re-enter the Premises and remove therefrom all persons and property and again repossess and enjoy the Premises, without prejudice to any other remedies that Lessor may have by reason of Lessee's default or of such termination. (c) The amount of damages which Lessor may recover in event of such termination shall include, without limitation, (1) the amount at the time of award of unpaid rental earned and other sums owed by Lessee to Lessor hereunder, as of the time of termination, together with interest thereon as provided in this Lease, (2) all legal expenses and other related costs incurred by Lessor following Lessee's default including reasonable attorneys' fees incurred in collecting any amount owed hereunder (3) any damages to the Premises beyond its present condition. (d) Upon Lessee's failure to remove its personal property from the Premises after the expiration of the term of this Lease, Lessor may in its sole discretion, without notice to or demand upon Lessee, remove, sell or dispose of any and all personal property located on the Premises. Lessee waives all claims for damages that may be caused by Lessor's removal of property as herein provided. 22. INSURANCE. (Revised 2006 per State Controller Requirements) (a) The Lessee shall obtain and maintain, at all times during the duration of this Lease, insurance in the kinds and amounts detailed below. The Lessee shall require any Contractor working for Lessee on the Premises to obtain like coverage. The following insurance requirements must be in effect during the entire term of the Lease. Lessee shall, at its sole cost and expense, obtain insurance on its inventory, equipment and all other personal property located on the Premises against loss resulting from fire, theft or other casualty. (b) Workers’ Compensation Insurance as required by State statute, and Employer’s Liability Insurance covering all employees acting within the course and scope of their employment and work on the activities authorized by this Lease in Paragraph 4. (c) Commercial General Liability Insurance written on ISO occurrence form CG 00 01 10/93 or equivalent, covering Premises operations, fire damage, independent Consultants, blanket contractual liability, personal injury, and advertising liability with minimum limits as follows: 1. $1,000,000 each occurrence; 2. $2,000,000 general aggregate; 3. $50,000 any one fire. 12/3/2013 Rev.3/06 Page 4 of 7 If any aggregate limit is reduced below, $1,000,000 because of claims made or paid, the Lessee, or as applicable, its Contractor, shall immediately obtain additional insurance to restore the full aggregate limit and furnish to CDOT a certificate or other document satisfactory to CDOT showing compliance with this provision. (d) If any operations are anticipated that might in any way result in the creation of a pollution exposure, Lessee shall also provide Pollution Legal Liability Insurance with minimum limits of liability of $1,000,000 Each Claim and $1,000,000 Annual Aggregate. CDOT shall be named as an Additional Insured to the Pollution Legal Liability policy. The Policy shall be written on a Claims Made form, with an extended reporting period of at least two year following finalization of the Lease. (e) Umbrella or Excess Liability Insurance with minimum limits of $1,000,000. This policy shall become primary (drop down) in the event the primary Liability Policy limits are impaired or exhausted. The Policy shall be written on an Occurrence form and shall be following form of the primary. The following form Excess Liability shall include CDOT as an Additional Insured. (f) CDOT shall be named as Additional Insured on the Commercial General Liability Insurance policy. Coverage required by the Lease will be primary over any insurance or self-insurance program carried by the State of Colorado. (g) The Insurance shall include provisions preventing cancellation or non-renewal without at least 30 days prior notice to CDOT by certified mail to the address contained in this document. (h) The insurance policies related to the Lease shall include clauses stating that each carrier will waive all rights of recovery, under subrogation or otherwise, against CDOT, its agencies, institutions, organizations, officers, agents, employees and volunteers. (i) All policies evidencing the insurance coverage required hereunder shall be issued by insurance companies satisfactory to CDOT. (j) In order for this lease to be executed, the Lessee, or as applicable, its Contractor, shall provide certificates showing insurance coverage required by this Lease to CDOT prior to the execution of this lease. No later than 30 days prior to the expiration date of any such coverage, the Lessee or Contractor shall deliver to the Notice Address of CDOT certificates of insurance evidencing renewals thereof. At any time during the term of this Lease, CDOT may request in writing, and the Lessee or Contractor shall thereupon within 10 days supply to CDOT, evidence satisfactory to CDOT of compliance with the provisions of this section. Insurance coverage must be in effect or this lease is in default. (k) Notwithstanding subsection (a.) of this section, if the Lessee is a “public entity” within the meaning of the Colorado Governmental Immunity Act CRS 24-10-101, et seq., as amended (“Act’), the Lessee shall at all times during the term of this Lease maintain only such liability insurance, by commercial policy or self-insurance, as is necessary to meet its liabilities under the Act. Upon request by CDOT, the Lessee shall show proof of such insurance satisfactory to CDOT. Public entity Lessees are not required to name CDOT as an Additional Insured. (l) If the Lessee engages a Contractor to act independently from the Lessee on the Premises, that Contractor shall be required to provide an endorsement naming CDOT as an Additional Insured on their Commercial General Liability, and Umbrella or Excess Liability policies. 23. ADDITIONAL PROVISIONS. (a) No parking shall be allowed in any area within the I-70 clear zone. Additionally, no parking shall be allowed in any area that lacks sufficient shoulder width to allow a parked vehicle to be located completely out of any adjacent travel lane and which does not provide adequate protections to pedestrians from moving vehicles. (b) Lessor and Lessee have been collaborating to develop and implement improvements to the frontage roads at standards which are acceptable to both CDOT and FHWA to provide safe operations for motorists and pedestrians. As a result, Lessor and Lessee agree that Lessee’s use of the Premises during this lease term or any future lease shall be contingent upon Lessee, at no cost or expense to Lessor, completing the improvements described and within the timeframes described in this Section and depicted on Exhibit “A” attached hereto and incorporated herein by reference. i. Installing parking lane improvements to the north frontage road from approximate milepost 172.98 to approximate milepost 173.32. This work, labeled WEST VAIL NORTH PARKING LANE IMPROVEMENTS on Exhibit “A”, shall be completed on or before November 15, 2014. 12/3/2013 Rev.3/06 Page 5 of 7 ii. Installing parking lane improvements to the north frontage road from approximate milepost 175.80 to approximate milepost 176.05. This work, labeled MIDDLE CREEK on Exhibit “A”, shall be completed on or before November 15, 2014. iii. Installing parking lane improvements along the north side of the south frontage road from approximate milepost 174.43 to approximate milepost 174.72 and along the south side of the south frontage road from approximate milepost 174.48 to approximate milepost 174.53. This work, labeled CASCADE on Exhibit “A”, shall be completed on or before November 15, 2014. (c) The parties agree that, in the event any of the improvements described in Section 23(b) above are deleted or altered by mutual agreement between the parties, parking adjacent to the deleted areas will be prohibited and will not be included in future lease agreements Lessor will reevaluate the type and amount of parking spaces which may be allowed adjacent to such areas based on standards that provide safe operations for motorists and pedestrians. (d) In the event Lessee completes the installation of improvements described in Section 23(b) to the satisfaction of Lessor and FHWA and within the time described for each improvement, Lessee shall have an option to lease the premises for public parking for one (1) successive three (3) year term, subject to the terms and conditions to be negotiated by the parties prior to the commencement of said three (3) year term. (e) Lessee shall promptly notify CDOT each time Lessee’s off-street parking facilities have exceeded capacity, thus causing overflow parking into the South Frontage Road right-of-way. Said notices shall include the date that overflow parking occurred. (f) Lessee may issue parking permits to patrons to allow parking in designated parking areas shown on the Plans. Lessee may charge fees for said permits subject to the terms and conditions stated in this Section; provided, however, that the issuance of such permits shall be made without any type of discrimination prohibited by the laws of the United States of America and/or the State of Colorado. Permit holders are not to be considered as sub-lessees under this Lease Agreement; no condition or restriction imposed or created by Lessee with respect to the issuance of such permits shall serve to lessen, sever or assign the duties, obligations, covenants, pledges and promises of Lessee as contained in this Lease. In the event this Lease is terminated prior to its expiration and Lessor retakes possession of the Premises, Lessor shall have not duty, obligation or liability with respect to the holder of any permit whose privileges to utilize the parking permits are fundamentally revoked as a result of such Lease termination--all such liabilities shall remain with Lessee. (g). Lessee shall keep an accurate accounting of the actual fees it has collected for permits issued pursuant to this Section. Lessee pledges to give Lessor a certified copy of such accounting annually, on the anniversary date of the lease term or within sixty (60) days of Lessors request for same. In the event the net sums collected by Lessee exceed the amount of the annual amount of $19,750.00 per paragraph 3 herein, Lessee shall pay all such sums in excess of the annual amount to Lessor; said sums shall be due and payable by Lessee within thirty (30) days following such accounting. (f) Lessee shall not use the Premises nor allow any other party to use the Premises for any purpose not specifically authorized by this Lease nor for any purpose prohibited by the State of Colorado and/or the FHWA. (g) Lessee shall not allow, nor cause to be allowed, parking within any clear zone area for I-70. Lessee shall, at no cost or expense to Lessor, cause any vehicle parked within any clear zone area to be immediately towed. (h) Lessee shall provide and maintain conspicuous delineation, including directional control by Lessee’s employees and agents, of permit parking areas, overflow parking areas and areas where parking is strictly prohibited. (i) Lessee shall ensure that parking upon the Premises shall not interfere with any portion of the adjoining I-70 and with the I-70 frontage road travel lanes. Lessee shall further ensure that parking upon the Premises shall not interfere with Lessor’s or Lessor’s approved installation, operation, maintenance and repair of any utilities or drainage facilities located on, above, over, under, through, across or adjacent to the Premises. (j) In the event Lessee complies with and abides by each and every term, covenant, condition, restriction, duty and obligation to be met by Lessee during the term of this Lease, Lessor agrees to make diligent efforts to remove all or portions of the Frontage Roads within the Vail Town limits from the Interstate right-of-way; provided, however, that the parties understand 12/3/2013 Rev.3/06 Page 6 of 7 Lessor cannot guarantee the success of obtaining various approvals required to accomplish the foregoing. (k) This Lease shall not be deemed valid unless it has been approved by the FHWA. THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK 12/3/2013 Rev.3/06 Page 7 of 7 IN WITNESS WHEREOF, the parties hereto have executed this lease agreement on the day and year first above written. LESSEE: ______________________________________ Town of Vail By ___________________________________ (Name) Title___________________________________ ______________________________________ Federal Tax Identification Number STATE OF ) ) ss COUNTY OF ) The foregoing instrument was subscribed and sworn to before me this day of , 20 , by as of the Town of Vail. Witness my hand and official seal. My commission expires . _____________________________________ Notary Public Address: ___________________________________ ____________________________________ LESSOR: ATTEST: COLORADO DEPARTMENT OF TRANSPORTATION _____________________________________ David Fox TIMOTHY J. HARRIS, P.E. Chief Clerk – Property Management Chief Engineer 12/3/2013 12/3/2013 12/3/2013 Resolution No. 33, Series 2012 RESOLUTION NO. 17 Series of 2013 A RESOLUTION APPROVING A LEASE AGREEMENT BETWEEN THE TOWN OF VAIL, AND THE COLORADO DEPARTMENT OF TRANSPORTATION REGARDING PARKING ALONG THE NON-TRAVEL LANES OF THE INTERSTATE 70 FRONTAGE ROADS LOCATED WITHIN THE LIMITS OF THE TOWN; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, the Town of Vail (the “Town”), in the County of Eagle and State of Colorado is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Town Charter (the “Charter”); WHEREAS, the members of the Town Council of the Town (the “Council”) have been duly elected and qualified; WHEREAS, the Town and the Colorado Department of Transportation (“CDOT”) entered into a Lease Agreement (the “Lease”) which included a parking program utilizing the Vail Frontage Roads (the “Premises”) for the term 2012-2015; WHEREAS, the Town has made improvements to sections of the Vail Frontage Roads; WHEREAS, CDOT is willing in to enter into a three year lease with the Town at a reduced rate for those improved sections; and WHEREAS, the Town and CDOT now wish to amend the existing lease agreement to include improvements completed by the Town in 2013 NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Council hereby approves and authorizes the Town Manager to enter into the Lease with CDOT, in substantially the same form as attached hereto as Exhibit A and in a form approved by the Town Attorney. Section 2. This Resolution shall take effect immediately upon its passage. INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 3rd day of December, 2013. _________________________ Andrew P. Daly, Town Mayor ATTEST: _____________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 Rev.3/06 Page 1 of 2 PROPERTY MGMT.NO. ___100748____ NO: PROJECT I 70-2(7) 183 LOCATION: I-70 frontage roads within the limits of the Town of Vail. LEASE AGREEMENT AMENDMENT (Vacant Land) THE LEASE AGREEMENT made and entered into the 1st day of November, 2012, by and between the State of Colorado acting by and through the Colorado Department of Transportation, CDOT, and THE TOWN OF VAIL, COLORADO, is amended as follows: Paragraph 1. Shall be revised as follows: 1. PREMISES, Lessor hereby leases and demises unto Lessee the Premises, hereinafter referred to as "Premises" located along the non-travel lanes of the Interstate 70 (I-70) Frontage Roads located within the limits of the Town of Vail in Eagle County, Colorado. The leased Premises are shown on the maps attached hereto, made a part hereof and marked "Exhibit A", consisting of three (3) map sheets dated 10/03/2013. - THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK - 12/3/2013 Rev.3/06 Page 2 of 2 IN WITNESS WHEREOF, the parties hereto have executed this lease agreement on the day and year first above written. LESSEE: ______________________________________ Town of Vail By ___________________________________ (Name) Title___________________________________ ______________________________________ Federal Tax Identification Number STATE OF ) ) ss COUNTY OF ) The foregoing instrument was subscribed and sworn to before me this day of , 20 , by as of the Town of Vail. Witness my hand and official seal. My commission expires . _____________________________________ Notary Public Address: ___________________________________ ____________________________________ LESSOR: ATTEST: COLORADO DEPARTMENT OF TRANSPORTATION _____________________________________ David Fox TIMOTHY J. HARRIS, P.E. Chief Clerk – Property Management Chief Engineer 12/3/2013 12/3/2013 12/3/2013 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Town Managers Report: 1) Construction Use Tax Update PRESENTER(S): Stan Zemler ATTACHMENTS: Construction Use Tax Memorandum 12/3/2013 1 To: Town Council From: Finance Department Date: December 3, 2013 Subject: Construction Use Tax Administration I. Background In November 2007, voters approved a 4.0% use tax on construction and building materials to complement the existing 4.0% sales tax on all other tangible personal property sold at retail in the Town of Vail. The tax was effective January 1, 2008 and has generated approximately $5.5 million since inception to be used for capital projects. The tax is originally collected at the time a building permit is issued based on an estimated cost of materials equal to 50% of the building valuation as determined by the building inspector based on information provided by the contractor. The first $10,000 of valuation is exempt to provide relief for small projects. Following completion of the project (and up to three years thereafter), there is an opportunity for both the contractor and the town to assure the correct amount of tax is paid based on actual costs of the project by requesting an audit of the project. To date, the town has not performed any audits, nor has any contractor requested one. II. Analysis The construction use tax was implemented just after the town’s major redevelopment projects were underway and just before the national recession began to impact Vail. With the improving economy, construction activity is picking up once again and some larger projects are on the horizon. While it is important to have a good process in place for all projects, the amount at stake is clearly higher with the pick-up in activity and with larger projects. Recent valuations provided by builders have shown significant variation in cost per square foot of similar type projects, bringing into question the accuracy of the construction use tax collected. Some contractors have expressed a concern that they have paid more tax than their competitors on similar projects. To be fair to all – the town and the taxpayers – it is important to have a good process in place to assure accuracy of the tax paid. Building permit fees are also based on valuation and, although this process does not address building permits per se, if more accurate valuations are established at the time a permit is issued, permit fees will also be more accurate. To address the current situation, staff has considered auditing projects completed within the past three years as provided in the construction use tax ordinance. This approach is not recommended at this time. Staff believes there has been a lack of clarity within the community regarding the construction use tax ordinance and conducting audits on completed projects may 12/3/2013 Town of Vail Page 2 place an undue hardship on our contractors. For example, contractors may not have kept as good records as are necessary to verify actual materials costs. Also, construction use tax is generally part of the cost of the project which is passed on to the owner. If an additional amount due is identified through audit after the project is complete, it is likely too late to recoup the cost from the owner. III. Proposed Process As an alternative, the town staff is working with an outside consultant, RRG, to facilitate a new process going forward to assure more accurate collection of the construction use tax. The building and construction community has been invited to attend the regularly scheduled “Breakfast with the Building Official” meeting on December 20th at 7:00 am to learn more about the new process. RRG is a private firm that specializes in assisting local governments with the facilitation of programs that encourage regulatory compliance. RRG has successfully implemented similar construction use programs for other municipalities and the town has worked with RRG in the past on sales tax issues. RRG’s process begins with education, i.e., explaining what the town’s requirements are per the town code; what records the contractor should be keeping to determine a correct cost of building and construction materials used in his project; and what process the town and RRG would use to assure accurate payment of the tax based upon actual materials cost. These topics will be covered at the “Breakfast with the Building Inspector” meeting. Then, going forward, RRG would routinely provide an information packet to contractors as they obtain a building permit which may subsequently be subject to reconciliation of the amount of tax paid to the amount actually due. The objectives of this step are to help the contractor understand how the construction use tax applies to him; identify documents the contractor will need to retain for the reconciliation; and provide RRG contact information for contractor questions. RRG would review building permit information monthly and make recommendations to the Finance Director and staff regarding which method of reconciliation should be applied to each project upon its completion. The three methods used in this process are as follows: • self-reconciliation - the contractor reviews his own records to determine accuracy • independent reconciliation - the contractor submits limited records to RRG for review • full audit - RRG performs a more rigorous examination of the contractor’s books and records The objective of each of these methods is to assure tax payments are fair and accurate for both the town and the contractor. Once a project has received a final inspection or a certificate of occupancy, RRG would again contact the contractor to begin the reconciliation process. The result of the reconciliation could be an amount due to the town or an amount due back to the contractor. Again, the objective is to provide an accurate materials cost and therefore a fair and accurate construction use tax. Staff recommends this proactive approach in working with our contractors to provide a process that benefits everyone. We will return to Council with an update on January 7, 2014, following the “Breakfast with the Building Official” meeting. 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Eagle County Immigrant Advisory Committee Award Recognition. PRESENTER(S): Dwight Henninger and Avon Chief Bob Ticer BACKGROUND: The outstanding work of the Eagle County Law Enforcement Immigrant Advisory Committee in building trust between the immigrant community and law enforcement has been recognized by the International Association of Chiefs of Police (IACP) with two awards. The awards were presented during the IACP’s annual conference on October 19 in Philadelphia and will be presentation to the community at this Council meeting. Members of the Immigrant Advisory Committee will be on hand to be recognized by the Council. ATTACHMENTS: Committee and Award description 12/3/2013 12/3/2013 12/3/2013 12/3/2013 12/3/2013 12/3/2013 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: 2014 Session Q/A Discussion with Representative Diane Mirsch Bush. PRESENTER(S): Diane Mitsch Bush, State Representative 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Vail I-70 Underpass Commitment letter PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Review and approve I-70 Underpass RAMP funding commitment letter. BACKGROUND: The Town of Vail was awarded $14.6 million dollars of RAMP funding by CDOT this past October for the design and construction of a new Vail I-70 Underpass. As a part of this award the Town of Vail must match an additional $6 million and commit to this match via a Letter of Commitment to CDOT. The Town's matching funds have been budgeted thru the Vail Reinvestment Authority over the next 4 years. STAFF RECOMMENDATION: Approve the Letter of Commitment and the $6 million matching funds for the Vail I-70 Underpass project. ATTACHMENTS: Letter of Commitment 12/3/2013 Safety People Integrity Customer Service Excellence Respect Page 1 of 3 Assurance that 1  Town of Vail 2  Remains Committed to Entering into a Partnership with CDOT Concerning 3  Vail I-70 Underpass 4  Tracking No.: 3-9 Project Name: I-70 Simba Run Underpass Commission Requirement. The purpose of this document is to satisfy the requirement 5  established by the Transportation Commission that applicants for Public-Public Partnership1 projects 6  confirm their commitment to the project. Transportation Commission Resolution TC-3106 adopted on 7  October 17, 2013, provides in part: 8  BE IT… RESOLVED that the Transportation Commission requires for each Public-9  Public Partnership project on or before January 6, 2014, a project scope, schedule, and 10  budget developed by the Colorado Department of Transportation in the form and to the 11  level of detail specified by the Chief Engineer; and 12  BE IT FURTHER RESOLVED that the Transportation Commission also required for 13  each Public-Public Partnership project on or before January 6, 2014, evidence, in a form 14  specified by the Chief Financial Officer, confirming a commitment by the applicant to the 15  project scope, schedule, and budget developed by the Department, including an 16  agreement to hold a public vote to authorize the local match by no later than April 8 if 17  such vote is necessary; and 18  BE IT FURTHER RESOLVED that the Chief Engineer may extend the January 6, 19  2014, deadlines to April 7, 2014, upon application for extension form any applicant or 20  CDOT Region Transportation Director for projects in a flood damaged area. 21  Project Scope, Schedule, and Budget Prepared by CDOT. The Colorado Department of 22  Transportation has prepared the required scope, schedule, and budget for this Public-Public Partnership 23  project. This scope, schedule, and budget is incorporated as Exhibit A of this document. Exhibit A 24  specifies the financial and other commitments of Town of Vail and identifies when it is reasonably 25  anticipated that such commitments will be provided or performed. 26  Changes in Project Costs. CDOT and the Local Agency Partner will assess at the Final Office 27  Review (FOR) the project budget to be contracted. An estimate over the Exhibit A amount will trigger a 28  reevaluation of the project as well as the project match. CDOT and Town of Vail will engage in 29  negotiations to determine how and if the project moves to advertisement for construction, as well as the 30  project match. If a project is determined by CDOT to no longer be feasible or if an agreement cannot be 31  reached, CDOT will advise the Transportation Commission that the project is unable to be moved forward 32                                                               1  CDOT interprets Public-Public Partnership projects references in TC-3106 to include Operations projects that have Local Agency Partners. 12/3/2013 Safety People Integrity Customer Service Excellence Respect Page 2 of 3 and should be removed from the list of approved Public-Public Partnership projects. On a CDOT 33  administered project, any cost variance discovered after the Final Office Review (FOR) will be the 34  responsibility of CDOT. On a project administered by the Local Agency Partner, the CDOT contribution 35  will not increase after the Final Office Review. Any addition of a “betterment” at the request of the Local 36  Agency Partner is the responsibility of the Local Agency Partner. 37  If there is a cost savings regardless of who is administering the project or when the cost savings 38  occurs, the savings will be prorated. 39  Intergovernmental Agreement. An Intergovernmental Agreement will be completed and fully 40  executed prior to any CDOT expenditure other than the five percent of the total project cost for Fiscal 41  Year 2014 authorized in the RAMP Resolution for pre-construction expenditures unless an exception is 42  granted by the CDOT Chief Financial Officer. It is the policy of CDOT that the Intergovernmental 43  Agreements must be executed by June 30, 2014. Any change in the standard wording of the 44  Intergovernmental Agreement may delay the project and thus put the project in jeopardy. 45  Criteria for Approval of RAMP Local Commitments. The CDOT Chief Financial Officer has 46  issued the following criteria: 47  (1) Local agencies acknowledge receipt of CDOT estimated project cost and drawdown schedule 48  and confirm their ability to provide funding on the schedule. 49  (2) Resolution by city councils or county commissioners or signed commitments by local officials 50  with authority to commit agency resources constitute adequate funding reaffirmation by the local. Where 51  ballot initiative or future budget adoptions are required, locals are fully disclosing and committing to all 52  necessary steps to ensure that it will be on the ballot and/or receive budget consideration. 53  (3) Dollar amount of local agency commitment must align with dollar amounts of CDOT cost 54  estimates. 55  (4) Local agencies cannot commit traditional federal transportation funds. 56  (5) Where multiple local agencies are involved, commitments are required from those local 57  agencies with the authority to commit all local agency funds before approval of funding commitment will 58  be considered. 59  (6) IGAs already in place should meet the above criteria. 60  Evidence of the Continued Commitment by Town of Vail to the Project. As an officer of 61  Town of Vail, I confirm that appropriate officials of Town of Vail have reviewed and considered Exhibit 62  A which contains the scope, schedule, and budget developed by CDOT for the project and the policy 63  regarding changes in project cost stated in the body of this document. 64  I confirm that to the best of my knowledge I know of no reason why Town of Vail and CDOT 65  will not execute an Intergovernmental Agreement as specified in Exhibit B and based on the scope, 66  schedule, and budget contained in Exhibit A and the policy regarding changes in project cost stated in the 67  body of this document by June 30, 2014. 68  69  __________________________________ 70  Andrew P. Daly 71  Vail Town Mayor 72  73  Date: __________________ 74  12/3/2013 Exhibit A – Scope, Schedule, and Budget Developed by CDOT Safety People Integrity Customer Service Excellence Respect Page 3 of 3 75  12/3/2013 DEPARTMENT OF TRANSPORTATION Eagle Residency PO Box 298, 714 Grand Avenue Eagle, CO 81631-0298 (970) 328-6385 Exhibit A I-70 Vail Underpass Project RAMP Tracking Number 3-9 Project Scope, Schedule and Budget STA 0702-327 (s/a 19094) Scope: This project is located along I-70 between the West Vail (MP 173) and Main Vail (MP 176) interchanges. It will connect the North and South I-70 Frontage Roads by means of a new underpass in the vicinity of the Simba Run condominiums. The new I-70 underpass will improve mobility and safety at the existing interchanges. It will also provide a safe pedestrian/bicycle crossing of I-70, enhance the transit service routing and connectivity, improve emergency response routing and provide water quality improvements for storm water before it enters Gore Creek. Schedule: Survey – November 2013 Scoping – January 2014 Prelim Horiz. And Vert. Alignments – Jan 2014 FIR – May 2014 Structure Selection Report – May 2014 Form 128 Signed (Top) – September 2014 FOR – January 2015 ROWPR/Final ROW Plans– February 2015 Utility Clearance – February 2016 ROW Clearance – February 2016 Environmental Clearance – February 2016 Final PS&E – February 2016 Advertisement Date – March 2016 Construction Start – June 2016 Project Complete – December 2017 Budget and Drawdown: FY14 -$ 0.6M (PE) FY15 -$ 1.2M (PE and start ROW) FY16 -$ 1.8M (ROW and finish PE) FY16 -$ 9.8M (utility & construction) FY17 -$ 7.4M (utility & construction) $20.8M TOV Funds: Calendar Yr 13 - $0.2M Calendar Yr 14 - $0.6M Calendar Yr 15 - $0.7M Calendar Yr 16 - $2.2M Calendar Yr 17 - $2.3M $6.0M 12/3/2013 I-70 Vail Underpass Project Cost Estimate Completed by: Jen Babcock Current Indirect Rate 11.00% Sub Account No: 19094 Creation Date: 11/25/2013 Date Modified: 11/26/2013 Ad Date: Feb. 2016 Bridge$11,134 Survey$12,014 Right of Way $53,640 Consultant-ROW$43,520 Materials$5,567 Hydraulic$3,992 Traffic$0 Utilities$11,175 Environmental$17,061 Design$80,711 Consultants$1,640,749 Total Preconstruction including Indirects 1,879,564$ ROW Acquisition $1,700,000 Construction, including FA, CE & Indirects 17,182,419$ 20,761,983$ Budget Action DateAmountComments Remaining to Budget 20,761,983$ Project Total COLORADO DEPARTMENT OF TRANSPORTATION Scope:  This project is located along the I‐70 corridor between the West Vail (MP 173) and Main Vail (MP 176) interchanges.  It will connect the North and South  I‐70 Frontage Roads by means of a new underpass in the vicinity of the Simba Run condominiums.   12/3/2013 Alternative: Prepared By: Creation Date: Date Modified: ItemUnitUnit CostQuantityExtended Cost Asphalt planing SY4.007,989.0031,956.00 Unclassified Exc (CIP)CY13.0045,000.00585,000.00 Guardrail Type 3 LF28.002,500.0070,000.00 ABC (various classes)ton30.006,922.00207,660.00 HBP ton125.003,461.00432,625.00 Retaining Walls-MSE/SN SF100.0013,895.001,389,500.00 Retaining Wall - CIP SF165.005,500.00907,500.00 Curb and Gutter (2-IIB)LF20.005,000.00100,000.00 Sidewalk (6")SY45.004,400.00198,000.00 WB Bridge SF200.003,801.00760,200.00 EB Bridge SF200.003,801.00760,200.00 Storm Sewer (30")LF125.002,000.00250,000.00 Inlet Each5,000.0025.00125,000.00 Manhole Each5,500.0012.0066,000.00 WQ Vault Each150,000.001.00150,000.00 8"/10" Sewer (PVC)LF150.002,500.00375,000.00 0.00 0.00 0.00 6,408,641.00 % UsedCost N / A $6,408,641 30.0%$1,922,592 0.0%$0 3.0%$249,937.00 2.0%$166,624.67 5.0%$416,561.67 25.0%$2,082,808.33 5.0%$416,561.67 7.0%$583,186.33 $12,246,913 0.0% 0.0% 0.0% 0.0% 2.0%$244,938 8.0%$979,753 5.0%$612,346 Subtotal FA $1,837,037 $14,083,950 22.00%$3,098,469 Construction TOTAL - PRESENT COST $17,182,419 No. of years 0 $0 Total Construction Cost $17,182,419 Inflation @ 3%/year Subtotal of Construction Cost Construction Engineering (11%) + Indirects11% + Indirects Force Account - Utilities(1 - 2%) MCR(5-10%) Force Account - Misc.(2-5%) Force Account - HMA EscalationCalculated Force Account - SmoothnessCalculated Force Account - Quality IncentiveCalculated Mobilization(4 - 7%) Total of Construction Bid Items Force Account - Fuel Cost adjCalculated Signing and Striping(1 - 5%) Construction Signing & Traffic Control(5 - 25%) Erosion Control/Landscaping(10-25%) Lighting(1 - 5%) Contingencies/other bid items(15 - 30%) ITS(6 - 10%) Drainage / Utilities(3 - 10%) Sub Account Number: Project Name: Engineers (Semi) Detailed Estimate Enter Major Roadway Bid Items Only Shaded Fields are for INPUT Jen Babcock 11/26/13 Project Construction Bid ItemsProject Dependent % Range Comments: 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Commission on Special Events Annual Report to Town Council PRESENTER(S): Barry Davis, Vice-Chair, Commission on Special Events ACTION REQUESTED OF COUNCIL: The Commission on Special Events requests that Council approve or approve with modifications the following items: 1) CSE 2013-2017 Strategic Plan 2) 2014 Special Events Funding Allocations 3) 2014 Incremental Funding Requests to support growth initiatives BACKGROUND: The Commission on Special Events presents an annual report to the Town Council each December covering current year’s events and results, funding recommendations for the upcoming year and any other pertinent information for discussion with Council. ATTACHMENTS: CSE Report ot Council 12/3/2013 To: Vail Town Council From: Commission on Special Events Date: December 3, 2013 Subject: In the meeting packets, the CSE has provided an informational overview of the special events that received public funding (from either the CSE or Vail Town Council) in 2013, including a summary of key event recap information as supplied by the producers. Additionally the following actions are requested from the Town Council: I. Approval of the CSE’s 2013-2017 Strategic Plan II. Approval of 2014 Special Events Funding allocations, as presented III. Support 2014 incremental funding requests that support growth initiatives 2013 Events: Review and Recap Information • Attachment A: 2013 Funded Events Including Recap Data • Attachment A.1- Event Recap Guidelines The complete list of publicly funded events in 2013 is shown in Attachment A for your review. All events are required to submit a recap summarizing the events strengths and weaknesses, contributions to the Vail economy and community benefits. Key data is shown in the right had columns. Guidelines for these recaps are summarized in Attachment A.1, “Guide Lines for Post Event Recaps.” Event Effectiveness – Measurement Tools In 2012, in response to questions with respect to the validity and/or methodology of data presented by each individual event producer an Economic Impact Study of all 2012 events was undertaken. The results were felt to fall short in the area of event attendance – a key variable as it relates to bottom line economic impact. This is because different event producers utilize different methodologies to report attendance, thus rendering the data not comparable, and in some cases not reliable. The CSE requested funding from the Town Council in 2013 to contract for a follow-up evaluation that would develop methodology to measure this function ourselves, and provide the CSE, and therefore the Town of Vail, accountability for this key data. It will have the added benefit of allowing our producers to focus entirely on event development, marketing and execution, both operationally and financially. The results of this project will be presented in early February, 2014. 12/3/2013 TOV/CSE 12/03/2013 Annual Report to the Town Council Page 2 of 3 In line with the recent Vail marketing successes, VLMDAC, Vail Resorts Marketing, as well as the CSE have all invested in a disciplined suite of research tools to not only keep score, but to support on-going marketing and spending decision making. The fundamental on-going tools now consist of monthly and bi-weekly DestiMetrics reports, Sales Tax data, the on-going Intercept studies providing both qualitative and quantitative data for individual events, last season’s Economic Impact Study, parking data, as well as keeping our finger on the pulse of the merchant/hotelier/restaurateur community. In addition, the ‘scorecard’ and its support tools such as the ‘marketing checklist’ are now structured to be more dynamically employed tools. Less obviously, quantitative measures such as brand strength, marketing expertise, media leverage, and community integration are now monitored and measured against newly established objectives. Action is requested from the Town Council on the following items: I. 2013 – 2017 CSE Strategic Plan: Approval Requested • Attachment B: 2013-2017 DRAFT CSE Strategic Plan For the last several months the CSE has examined its core activities and in doing so has adopted a significantly improved set of operating guidelines with an objective of greater accountability, more rigor in why and how events are selected, and ultimately greater effectiveness. Detailed within the revised Strategic Plan are a summary of the CSE’s tightened strategic direction, and reevaluation of each allocation based on accurate recap information as measured against defined criteria. a. CSE objectives have been closely aligned with VLMDAC objectives, which in turn are well aligned with the Council’s own objectives. The new CSE Mission Statement tightly aligns with the new operating philosophy. b. With the insight that there are perhaps too many events, a quality versus quantity criteria, reduced redundancy, and a hard look at the timing and seasonality of events have been incorporated c. A commitment to eliminate non-performers, reward strong performers, and given the Council’s request for greater proactivity, investment in opportunities d. Recognition that the marketing of individual events is an important driver for an event’s success, the CSE has placed increased focus on marketing including development of a ‘marketing checklist’, greater involvement in our producers’ marketing of their events, and investment in staff resources to manage this intensive process e. The ‘scorecard’, our basic tool used to determine the allocation matrix, has been revamped to incorporate all of these new criteria. 12/3/2013 TOV/CSE 12/03/2013 Annual Report to the Town Council Page 3 of 3 II. 2014 Event Funding Overview: Proposed Budget Approval Requested • Attachment C: 2014 Allocations Sorted by Total Score • Attachment C.1: 2014 Allocations Sorted by Date and Lionshead Presence • Attachment C.2: Calendar Diagram for 2014 Events • Attachment C.3 - Event Recruitment Scorecard The funding process for 2014 events continued to be based upon the more structured, rigorous and objective strategies developed over the last year. Hard decisions were made utilizing refined criteria and supported by measurement tools as described above. In the RFP for 2014 events, the CSE had stated a commitment to provide additional consideration to events proposed for Lionshead and supported by the Lionshead Merchants Association (LHMA). The LHMA was very proactive in recruiting, delivering and supporting a number of event proposals that they felt would bring increased economic benefit and vitality to Lionshead. The CSE believes this is a strong calendar of events that will continue to drive increased results. III. 2014 Incremental Funding Requests to Support Growth Initiatives The CSE believes that the proposed event funding budget for 2014 has been optimally allocated in alignment with their adopted strategic goals and initiatives. In light of a real budget 10% lower than in 2013, and a stated commitment to deliver more activation in Lionshead, the CSE requests that the Council consider the following requests: a. The Vail Living Well Summit - $35,000 (Attachment D) The CSE continues to view this as a strategic investment opportunity; it is one of the few and substantive initiatives geared towards continuing investment in further developing the Health & Wellbeing strategy that Council has set as a key Town of Vail objective. As such, in its infancy it does not deliver well against the more immediate objectives of driving significant visitation, heads in beds, tax revenue and so on. But on the basis of its strategic value, value to the Vail Brand objectives, its performance and potential, we recommend further review under the Town Council’s new funding review process, the “Tier IV: Life Long Learning” category. The CSE will continue to work with the producers in the framework established for all events by lending marketing support and other operational liaison efforts. b. Vail Summer Bluegrass Concert Series - $80,000 (Attachment E) In light of the CSE’s commitment to provide additional consideration to events proposed for Lionshead, this event stood out as an extraordinary opportunity to have a strong impact by establishing a new Wednesday night series based on the successful Thursday night Jazz at Vail Square series. A significant cost benefit will be realized by sharing the tent in Arrabelle over both nights. The CSE is requesting an additional $80,000 in 2014 for this event. 12/3/2013 ATTACHMENT A: 2013 EVENTS AND RECAP INFO CSE AND TOWN COUNCIL Funding and Event Review Data for 2013 Special Events Attendance: Room Nights Generated: Incremental Sales Tax and Lodging Tax Generated: Overall Incremental TOV Spending Generated Event:Producing Entity:2013 Dates:2013 Allocation SSCV: Noram Cup Ski and Snowboard Club Vail Jan 31 - Feb 5 $2,000.00 390 (competitors, coaches, staff)55 $1,053 (Manor Vail only) $19,500 (Manor Vail only) Winter Mountain Games Vail Valley Foundation (+$10,000 in- kind TOV Council)Feb 8 - 10 $50,000.00 753: Athletes 810 Compettion Starts 16,509 Spectators 933 $55,277 $964,000 Pink Vail VVMC Mar. 9 $10,000.00 1,319 Participants 150 NA NA Vail Film Festival Colorado Film Institute Mar 28 - 31 $40,000.00 5,794 @ films & festival events 12,000 overall 3,590 $128,014 $2,849,810 Taste of Vail Taste of Vail Inc. April 4 - 6 $30,000.00 10,731 842 $44,000 $969,619 Spring Back to Vail Highline Apr 8 - 14 $37,500.00 40,000 36,000 $555,206 $14,350,000 Vail Whitewater Park Kayak Series Alpine Kayak (includes additional $2,000 allocated 5/1)Tues, May 14-June 18 $4,000.00 1,080 NA NA NA FEAST! Vail Highline (directed by Council: not to exceed)May 24 - 27 $85,000.00 950 611 $21,792 $496,648 GoPro Mountain Games Vail Valley Foundation (+$12,000 in- kind TOV Council)Jun 6 - 9 $100,000.00 53,579 5,391 $251,102 $4,700,000 King of the Mountain King of the Mountain Volleyball/ Leon Fell ($15K for Kerri Walsh) June 14 - 16 $22,000.00 612 Teams (1224 participants) 3,000 overall 1,763 $24,000 $220,000 AVP Volleyball All-Stars AVP Volleyball All-Stars activation- approved "up to" $6000 on 6/5 CSE June 14-16 $5,569.00 Lionshead Family Saturday Afternoon Club Blue Creek Productions, Inc. with The Lionshead Merchant Association 9 Sats, 6/15, 22, 29; 7/6, 13, 20, 27; 8/3 & 10)$20,000.00 4,955 NA NA NA Vail Rocks!Love Strength Hope 15-Jun $25,000.00 400 Hikers (at capacity) 1500 at concert 230 $12,000 $275,000 Vail Farmer's Market and Art Festival Meadow Drive Partnership Jun 16 - Sept 22 $35,000.00 205,742 9,600 $500,586 12,514,651 Vail Arts Festival Eagle Valley Events June 28 - 30 $10,000.00 14,472 1,138 $48,881 $1,006,293 Vail Lacrosse Shootout Colorado Lacrosse Promotions: $3K for village activation Jun 29 - Jul 7 $13,000.00 13,543 3,332 $75,142 $1,582,186 Vail America Days Highline (*plus $31,500 Fireworks contract carryover fro 2012)July 4 - 6 $40,000.00 55,000+9,931 $438,915 9,753,684 Kick-It 3v3 Soccer Team Championships International (TCI)Aug 2 - 4 $40,000.00 295 teams, 1770 participants, 18,585 Specs, ttl attendees 23,895 5,310 $69,341 $1,619,950 Keen Kids Adventure Race Vail Recreation District, Grand Traverse Adventures Aug 8 -11 $25,000.00 232 teams, 6820 attendees 434 $31,941 $771,950 Vail Survivor Casting Call with - Vail Family Adventure Challenge Brian Hall, Blue Creek Productions Aug 17-18 $22,400.00 1,850 combined Survivor 1050 18 Campers in line-up VFFC 800 NA NA NA Gourmet on Gore Highline Aug 30 - Sept 2 $50,000.00 50,000 26,250 $703,500 $15,750,000 Oktoberfest Highline Sept 6 - 8, 13 - 15 $45,000.00 55,000 24,000 $672,785 $15,181,200 Vail Automotive Classic Vail Valley Concours d/b/aVail Automotive Classic Sept. 8 $1,000.00 1,875 50 $1,053 $23,250 America Cup John Knight Sept 10 - 15 $5,000.00 196 326 $13,827 $164,610 The Vail "Living Well" Summit DiscoverWell: Town Council directed funding Sept 19 - 21 $25,000.00 350 70 $2,096 $47,650 Colorado Grand Finish Line and Concours The Colorado Grand Sept 20 - 21 $2,000.00 1500 NA NA NA Colorado Grand -LH Merchants Group enhancement plan- per CSE allocation 09/04 LH Merchants Group- allocated 9/4 Sept. 20-21 $4,000.00 1,000 NA NA NA Vail-Beaver Creek Restaurant Week Vail Restaurant Group: Brian Nolan Sept. 27- Oct. 6 $19,738.06 34 Vail Restaurants participated: 42,211 guests served 12,906 $20.13 Specials sold $47,600 $1,190,000 Vail Valley Cup Soccer Tournament Vail Valley Soccer Club Oct 5 - 6 $5,000.00 RECAP ON 12/4 Snow DAZE Highline Dec 9-15 $50,000.00 55,000 15,000 $683,000 $155,000 SSCV: Noram Cup (2) Ski and Snowboard Club Vail- approved 8/7 Agreement sent 8/29 Dec 15- 20 $2,500.00 HoliDAZE Highline Dec 16 - 22, Dec 31 $75,100.00 50,000 15,000 $224,000 $5,000,000 Vail New Year's Eve* Results estimated from 2013 Funding Application/not funded in 2012 Highline Dec. 31 $10,000.00 2,750 516 $97,320 $2,381,400 CSE EVENT FUNDING TOTAL: $910,807.06 Total 2013 CSE Funding Available: $996,800 Attachment A RECAP DATA AS SUBMITTED BY EVENT PRODUCERS See King of the Mountain Data shown below is taken from the 2012 events survey taken by RRC and the Event recaps presented by the producer, as the 2013 events have not yet occurred. This event did not occur in 2012 12/3/2013 ATTACHMENT A: 2013 EVENTS AND RECAP INFO CSE AND TOWN COUNCIL Funding and Event Review Data for 2013 Special Events Attendance: Room Nights Generated: Incremental Sales Tax and Lodging Tax Generated: Overall Incremental TOV Spending Generated Event:Producing Entity:2013 Dates:2013 Allocation Total 2013 CSE Funding Available: $996,800 Attachment A RECAP DATA AS SUBMITTED BY EVENT PRODUCERS COUNCIL CONTRIBUTIONS:In-kind: Burton US Open: Feb. 27-Mar 2 $400,000.00 23,000 30,000 $740,000 $18,500,000 Bravo! Donovan Pavilion: $10,500, Ford Park Parking: $2,100 $177,500.00 60,982 10,557 $317,578 ROI: 1:1.79 $9,081,871 ROI: 1:50.70 Jazz Foundation RECAP ON 12/04 $70,600.00 20,000 645 (Marriott and Arrabelle only)$120,000 $3,100,000 ROI: 43:1 VVF: Hot Summer Nights $2,800 PD Extra Duty $27,500.00 32,716 1,608 $30,479 $654,769 ROI: 24:1 VVF: Dance Festival RECAP 0N 12/4 $60,000.00 18,700 2,932 3,300,000 VVF: Pro Cycling Challenge recap submitted $75,000.00 30,000 VVF: Pro Cycling Challenge (VLMD)$100,000.00 Total Council Contribution-Funded:$910,600.00 12/3/2013 ATTACHMENT A.1. Guidelines for Post-event Recaps for All Events Receiving Public Funding: A post-event recap is required from all events receiving Town of Vail funding. Please schedule a presentation to the Commission on Special Events within 60 days of the close of your event. Events receiving an allocation of $10,000 or more are required to present independent survey data corroborating the results. This presentation should be accompanied by a written, post-event follow-up document which shall include:  Please describe how the event is compatible with the Vail Brand.  An overview outlining the event’s strengths and weaknesses: specifically, what went well and what measures could be taken to improve the event. For repeat events, please provide a comparison to past years.  An event budget showing actual profit and loss numbers and how the funding was utilized. Please separate the in-kind support from cash revenues and sponsorships.  Estimated results including the following information, per the CSE Criteria as described in the RFP: o Attendance numbers and demographic profile:  Estimated attendance. If your event is non-ticketed, please describe what method you used to estimate the numbers of attendees.  What percentage of people came to Vail specifically for your event? What percentage of people has attended the event in previous years?  Where did attendees come from: local, regional, out of state, international destinations?  Average age and income bracket of attendees. o Estimated spending by event attendees:  Lodging: Please include an explanation as to how participants and/or attendees were directed to book lodging. • What percent of attendees stayed in the Town of Vail? • Average amount spent on lodging per day? • Estimated number of room nights booked in association with your event.  Dining  Shopping  Other Activities o Visitor Intent to Return and Satisfaction Ratings: Would you come back? Was if fun? Please provide the NPS (Net Promoter Score) number determined from survey results. o Estimated Return on Investment (ROI) to the Town of Vail: Specifically, how much additional spending within the Town of Vail was generated by the event? What is the ratio of increased revenue to the amount of funding received? How much additional sales and lodging tax revenue generated by the event accrued to the Town of Vail? o (Town of Vail sales tax is 4%, Vail Local Marketing District lodging tax is an additional 1.4%).  A detailed overview of the marketing that was implemented to promote the event.  Potential for growth and the development of sponsorships and media exposure.  Did the event impact Vail’s “Sense of Community”?  In light of the Vail Town Council’s commitment to a sustainable environment, please describe any and all measures that were taken to produce the event in as “green” and environmentally friendly manner as possible. Please submit your event re-cap electronically on the PowerPoint template provided in your funding packet to the Special Events Coordinator at specialevents@vailgov.com, not later than noon on the Wednesday prior to your presentation. 12/3/2013 2013 - 2017 Strategic Plan DRAFT Commission on Special Events Adopted on DATE TBD. Photo by Jack Affleck This plan may be accessed at www.vailgov.com ATTACHMENT B 12/3/2013 Process 2 Town of Vail | CSE | September 4, 2013 Strategic document was reviewed by the following entities: •Town of Vail Event Review Committee (ERC) on September 26, 2013 •Vail Economic Advisory Council (VEAC) on September 10, 2013 •Vail Local Marketing District Advisory Council (VLMDAC) on October 17, 2013 •Vail Town Council on December 3, 2013 12/3/2013 Process (continued) Adopted by the CSE: MONTH DAY YEAR 3 Town of Vail | CSE | September 4, 2013 Commission on Special Events Members (CSE) •Barry Davis, serving as temporary Vice-Chairman •Bobby Bank •Amy Cassidy •Rayla Kundolf •Additionally, the following former CSE members were instrumental in the development of this plan: •Jenn Bruno, Chairman (elected to Town Council 11/05/13) •Sonny Kerstiens, Vice-Chairman (resigned due to employment relocation: 10/21/13) •Dave Chapin (elected to Town Council 11/05/13) Economic Development Office •Kelli McDonald, Economic Development Manager •Sybill Navas, Special Events Coordinator 12/3/2013 Background Objectives 4 Town of Vail | CSE | September 4, 2013 In 2002, the Vail Town Council approved legislation that created the Commission on Special Events (CSE) in its current form. This ordinance reorganized the existing CSE and set several broad objectives: 1.Stimulating the local economy •Increase lodging and sales tax collections •Increase number of visitors •Insure that visitors have a high rate of intent to return 2.Create a sense of community in Vail and increase the quality of experience for both guests and residents 3.To establish a single point of contact for events administration 4.To provide street entertainment and special events that reflect the high quality image of Vail and contribute to vitality, economic viability and fun throughout the year 12/3/2013 Background (continued) 5 Town of Vail | CSE | September 4, 2013 The CSE shall support the town council's goals and objectives and align its mission with the town council's marketing direction. The functions and/or duties of CSE shall include, but are not limited to: hiring and overseeing a director and/or staff, as well as event producers and/or promoters; creating, funding and seeking special events for the town of Vail; evaluating event applications and event success; submitting an annual budget for operations and events; coordinating the community calendar for special events; seeking out additional funding for special events through sponsorships and donations; evaluating and executing contracts for special events; and all other functions as directed by the town council. Qualifying cultural events shall be exempt from the purview and funding of the CSE. However, coordination and timing of qualifying cultural events shall be considered by the CSE and included in the CSE master calendar. (Ord. 30(2004) § 7) Functions of the CSE : Town of Vail (Ord. 30(2004) § 7) 12/3/2013 Mission Statement 6 Town of Vail | CSE | September 4, 2013 The Vail Commission on Special Events (CSE) is accountable to deliver an annual Special Events Plan which ensures world class events that are fully aligned with Vail’s brand. The CSE will effectively and efficiently allocate available budget behind this objective. The Events Plan will deliver measureable results in terms of specific goals: economic impact, optimization of the event calendar, positive community experience and integration, as well as positive guest-centric results that lead to future loyalty. 12/3/2013 Purpose 7 Town of Vail | CSE | September 4, 2013 The purpose of the Commission on Special Events Strategic Plan is to establish guidelines which will assist the CSE in developing and supporting a calendar of events that accomplish the following objectives: 1.Align events with the Vail Brand 2.Drive Positive Economic Impact - occupancy - sales tax - group business 3. Generate funding leverage 4. Attract destination guests ; in-state, out of state and international, who book overnight rooms 5. Achieve an optimal event calendar 6. Achieve a superior community and guest experience Revisit and revise as the community evolves and action steps are completed. 12/3/2013 Categories of Special Events 8 Town of Vail | CSE | September 4, 2013 1.Take place over a period of several days, or several weeks 2.Attract destination visitors from outside the region, and continue to be a strong stimulus for the lodging, restaurant and retail community 3.Nationally or internationally recognized competitions or cultural events that are representative of the Vail brand as a world-class destination 4.Leverage community contributions with major sponsorships 5.Require a large number of volunteers and significant community support Role of the CSE: Review, evaluate economic impacts and potential, facilitate and recommend Signature Events 12/3/2013 Categories of Special Events 9 Town of Vail | CSE | September 4, 2013 1.Attract destination guests for the duration of the event 2.Provide benefit to the lodging and restaurant community 3.Turnkey: the Town’s role is that of a host site 4.Capitalize on infrastructure that might otherwise be under-utilized Role of the CSE: Partner with the community, recruit, evaluate economic impacts and potential, provide sponsorship and/or site fees where necessary, facilitate, review Participatory Events 12/3/2013 Categories of Special Events 10 Town of Vail | CSE | September 4, 2013 1.Contribute to higher Net Promoter Score (NPS) by providing entertainment, activities and street vitality for guests who are already here, or who might come into town for an afternoon or an evening 2.Attract visitors from within the region or the Front Range 3.Help to keep people in town longer than they might otherwise stay 4.Contribute to Vail’s image as a place where there is always something fun to do Role of the CSE: Communicate and partner with the business community, develop concepts, encourage sponsorship development, provide funding where necessary, evaluate economic contributions, review Ambient Events 12/3/2013 Categories of Special Events 11 Town of Vail | CSE | September 4, 2013 1.Create a venue to celebrate major holidays and important community events, and to preserve the heritage and traditions of our community 2.Provide for a better quality of life for residents: i.e. make people happy 3.Bring “neighbors” into town (Summit County, down-valley) 4.Do not have a strong ability to attract major sponsors and/or do not provide opportunity for additional revenue sources to the event producer or measurable economic contributions to the Town of Vail Role of the CSE: Facilitate, work with community organizations, contract for event production where necessary, evaluate and review Community Events 12/3/2013 Strategy Givens 12 Town of Vail | CSE | September 4, 2013 •Special events contribute to guest satisfaction, increased spending and sense of community. •Event funding decisions will be made in alignment with the strategies supported by the Vail Local Marketing District (VLMD). •Cooperation and communication with other community organizations are essential to the success of the CSE’s program. •Events that receive funding from the CSE must be compatible with the Vail Brand and be of a quality commensurate with Vail’s image as a world-class resort. •The use of measurable criteria in event selection, funding and evaluation is critical to ensuring progress. •A single point of contact is required to support special event producers. 12/3/2013 Strategy Givens (continued) 13 Town of Vail | CSE | September 4, 2013 The CSE is part of the Town of Vail’s Economic Development Office and relies on the Town Council to provide: •Policy Direction •Consistent Special Events Funding •Proactive Development of Appropriate Special Event Venues •Town of Vail Staff support for Special Events as required Every significant event destination allocates resources to the administration, ongoing support and recruiting of special events. Research has proven that Special Events generate additional sales tax revenues in the Town of Vail. 12/3/2013 Strategic Fundamentals 14 Town of Vail | CSE | September 4, 2013 The CSE will encourage and recruit independent event organizers to produce events in Vail by acting in a supporting role to provide seed funding for the development of new events, as well as consistent funding for existing events that continue to contribute to the economic vitality of the community. 12/3/2013 Score Card Event funding applications will be evaluated using following weighted criteria: 15 Town of Vail | CSE | September 4, 2013 Criteria Rating Potential To : •Increase Room Nights •Out of Region, Destination Guests 0-10 •Regional and Front Range Guests 0-10 •Increase Sales Tax Revenue 0-10 •Drive Group Business 0-5 Brand Fit: Supports the key brand message of world-class outdoor recreation, culture and well-being & brings it to life experientially 0-10 Timing: Contribution to an optimal calendar of events – maximize high traffic periods & optimize off peak opportunities vs. occupancy opportunities and TOV available assets, both human and capital 0-5 (Continued) 12/3/2013 Score Card (continued) Evaluated based on the following weighted criteria: 16 Town of Vail | CSE | September 4, 2013 Criteria Rating Demo Fit: Optimize visitor mix 0-10 Growth: •Continuously deliver fresh content 0-10 •Leveraged media exposure and sponsorship support 0-10 Producer Qualifications: Expertise, local knowledge and resources to sustain the event in a manner compatible with the Vail brand 0-10 Marketing Strength 0-10 Maximum total score: 100 12/3/2013 Event Review and Accountability 17 Town of Vail | CSE | September 4, 2013 It continues to be the job of the CSE to eliminate events not performing as expected while continuing to develop and assist performing events and seek out new events that support the Vail brand. Work cooperatively with event producers to ensure that there will be adequate funding and resources to sustain those events that support the CSE’s criteria into the future and continue to bring the brand to life in exciting and unexpected ways. In keeping with the public trust and economic realities, every event investment will be held to a high level of accountability. A post- event recap will be expected from each event receiving public funding and will be publicly reviewed by the CSE. 12/3/2013 Measuring Progress 18 Town of Vail | CSE | September 4, 2013 •Did each event investment increase Vail’s economic performance? •Are event investments being fully leveraged to increase both revenue and marketing reach? •Are we consistently achieving more impact with public resources? •Do these events contribute to a strong sense of community and better quality of life? 12/3/2013 The CSE will… 19 Town of Vail | CSE | September 4, 2013 Provide a balanced, year round calendar of events appealing to residents and guests of diverse interests by: •Attracting and developing events that enhance and contribute to Vail’s world-class reputation •Dedicating resources to recruit and develop new events •Attracting and supporting participant events •Actively encouraging activation of events to create an expanded presence throughout the community and stimulate the participation of the merchants, restaurants and bars, and lodges •Encouraging producers to provide free entertainment as part of their events •Developing community events that will enhance the experience of Vail’s guests and residents, as well as become effective marketing tools 12/3/2013 The CSE will… (continued) Community Benefits 20 Town of Vail | CSE | September 4, 2013 Ensure that the community benefits are commensurate with the investment of public funds by: •Following objective event selection, funding and evaluation criteria •Developing critical success measurements. In coordination with VLMD and appropriate research vendors, tools will be developed to measure: Increased sales and lodging tax collections Improved occupancy rates Impact from direct event spending Quantifiable marketing benefits Net Promoter Score (NPS) •Contributions to sense of community: Does the event improve the quality of experience for guests and residents? Does it pull down-valley residents into Vail? Does it make people happy? 12/3/2013 The CSE will… (continued) Communication, Cooperation and Coordination 21 Town of Vail | CSE | September 4, 2013 •Provide complete and accurate information with regard to the calendar of special events •Communicate with the local business community, the Vail Chamber and Business Association (VCBA), the Lionshead Merchant Association, the Vail Restaurant Group, the Vail Valley Partnership (VVP) and the Vail Recreation District (VRD) to ensure that the events funded by the CSE have a positive impact on the local economy •Maintain biannual meetings with the VLMDAC, ERC and the VEAC and continue to work cooperatively to align special events and marketing programs. •Ensure that event investments are closely coordinated with the economic needs of the community as recommended by the VEAC and with the broader marketing objectives identified by the VLMD •Maintain coordination and communication between the ERC, VRD, Vail Resorts and CSE •Encourage a culture within the TOV that welcomes special events and provides a “can do” attitude of cooperation between TOV Departments, Event Promoters and local businesses 12/3/2013 The CSE will… (continued) Alignment with Town Council Mission and Goals 22 Town of Vail | CSE | September 4, 2013 •Green Events: Encourage environmentally sustainable event practices •Advocate for the development and improvement of venues and facilities for Special Events within the TOV. •Maintain the status of Vail as the model among mountain resort communities with respect to the development and implementation of a special events strategy delivering significant economic benefits. •Continue to prove to the Town Council that Special Events are a revenue provider for the Town, not an expense, while simultaneously making Vail a more vibrant place to live work and play by delivering exceptional experiences and an abundance of recreational, cultural and educational opportunities to our guests and residents. 12/3/2013 Commission on Special Events 23 Town of Vail | CSE | September 4, 2013 12/3/2013 revised 11/12/13 SRN Event:Producing Entity:Proposed Location:2014 Dates: 2014 Funds Requested: 2013 Funds received Grid Score 2014 Funding Allocated Go Pro Mountain Games Vail Valley Foundation International Bridge, Checkpoint Charlie, Golden Peak, Mountain Plaza, BAD ASS DASH at LH June 5-8 $110,000 $100,000 550 $100,000 Vail Lacrosse Shootout , & Colorado corporation d/b/a International Lacrosse Promotions Vail Athletic Field, Vail Mtn School, Donovan Park June 29 - July 6 $20,000 $13,000 481 $15,000 Gourmet on Gore Highline Vail Village Aug 29 - Sept 1 $75,000 $50,000 470 $45,000 Vail Snow Daze Highline Ford Park, Vail Village and Lionshead Dec - specific TBD $100,000 $50,000 469 $45,000 KEEN Kids Adventure Race Vail Recreation District Mtn Plaza, Vail Mtn, Vail Village, Golden Peak, Ford Park, Solaris Plaza, Lionshead Aug 7-10 $55,000 $25,000 462 $35,300 The America Cup Fly Fishing Tournament John Knight Vail casting competition. Vail lodging. Vail party. Event on county rivers Sept 9-14 $10,000 $5,000 459 $8,500 Kick It 3v3 Soccer "Vail Super Regional"North American Sports Group WECMRD Fields at Edwards (1 year only due to Ford Park Construction)July 26-28 $40,000 $40,000 458 $40,000 Spring Back to Vail Highline Vail Village & Lionshead Mountain base areas, Ford Park & potentially Vail Village April 7-12, 20 $100,000 $37,500 455 $35,000 Taste of Vail Angela Mueller Vail Mountain, Gore Creek Dr, Meadow Dr., LH, Marriott, and restaurants/lodging April 2-5 $70,000 $30,000 453 $37,500 Vail-Beaver Creek Restaurant Week Group 970 Vail Restaurants and Lodges Sept 26 - Oct 5 $14,000 $21,500 451 $14,000 Vail Living Well Summit DiscoverWell: CSE recommends Council Funding at $35,000 as part of Life Long Learning Category Sonnenalp Hotel/All activities within the Town of Vail Sept 11-13 $35,000 $25,000 441 $0 Feast! Vail Highline Vail Village and/or Lionshead Village May 23-36 $100,000 $85,000 437 $85,000 Vail America Days Highline Vail Village and Lionshead July 4-5 $120,000 $40,000 436 $70,000 Vail Rocks Love Hope Strength Solaris Plaza, Vail Mtn Aug 15-17 $30,000 $25,000 433 $25,000 King of the Mountain Volleyball Leon Fell Vail Athletic Field, Eagle-Vail Soccer/Softball fields June 13-15 $45,000 $25,600 427 $15,000 Oktoberfest Highline Vail Village & Lionshead Sept 5-7 & 12-14,$85,000 $45,000 425 $42,500 Vail Farmers’ Market and Art Show Meadow Drive Partnership/Vail Farmers’ Market Meadow Drive: Vail Road to Covered Bridge; West side of Willow Bridge Road June 15th- October 5th (17 Sundays)$60,000 $35,000 424 $35,000 Vail Film Festival Colorado Film Festival Hotels & screening venues Mar 27-30 $85,000 $40,000 419 $35,000 Pink Vail Vail Valley Medical Center Arrabelle, Lionshead Base, Vail Mtn 5-Apr $25,000 $10,000 417 $10,000 Vail Kids Adventure Club in Lionshead Blue Creek Productions Arabelle Ice Rink, LH Kids playground/fountain, LH Ski Yard , , ; y 5, 12, 19, 26; August 2, 9 (9 Sats)$20,000 $20,000 416 $20,000 Colorado Grand LH Merchants Enhancements LH Merchants: Producer TBD LH Mall, Vail Square at Arrabelle Sept. 7-12 $14,150 $4,000 415 $5,000 Vail Summer Bluegrass Concert Series Lakeside Stride LLC: NEW EVENT- CSE Request for Council funding of $80,000 for this Wed. night concert series Lionshead : Vail Square @ Arrabelle Weds: July 2, 16, 30; Aug 13, 27 (5)$80,000 $0 411 $0 Colorado Grand Finish Line and Concours Tom Horan Lionshead Mall, Vail Square at Arrabelle Sept 11-12 $5,000 $2,000 409 $2,500 Noram Cup Ski and Snowboard Club Vail Vail Mountain Feb. 20-23 $3,000 $2,000 408 $2,000 Big Beers, Belgians & Barleywines Festival Laura Lodge Vail Cascade, Manor Vail Jan 9-11 $50,000 $0 391 $10,000 Vail NYE Highline Dobson 31-Dec $20,000 $10,000 388 $7,500 Vail Automotive Classic Doug Landin Gore Creek Drive, Bridge Street, Mtn Plaza 7-Sep $2,500 $1,000 386 $2,000 Resurrection Fighting Alliance Alliance Media Group LLC Dobson or Lionshead Mall Flexible $51,500 $0 382 $0 Vail HoliDaze Highline Vail Village and Lionshead Dec 16-22, 31 $90,000 $71,500 379 $55,000 Vertical Express Can Do Multiple Sclerosis Vail Mountain Feb 7-8 $5,000 $0 367 $1,000 Lionshead Fall Wine Festival Eagle Valley Events Inc Arrabelle at Vail Square and Lionshead Mall Sept 26-27 $30,000 $0 364 $20,000 Vail Culinary Demonstrations Group 970 Lionshead Village, Eagle Bahn Gondola Lawn June 27-Sept 27 (Fri & Sats)$60,000 $0 355 $0 Vail Whitewater Race Series Alpine Quest Sports LLC Vail Village Covered & International Bridges May 14 - June 11 (5 Tuesdays)$8,000 $4,000 352 $5,000 Vail Arts Festival Eagle Valley Events Inc Lionshead Mall; Arrabelle at Vail Square and Gondola Ski Yard June 27-29 $10,000 $10,000 345 $10,000 Vail Valor Races; Valor Running & Fitness Expo Speckled Hound Consulting , , g, Mountain House; Golden Peak/Larkspur (dog). Based on May 25-26 $53,500 $0 336 $10,000 Vail Soul Music Fest Rhonda Jackson Sams Ford Amp, Solaris, Lower Bench, Terra Bistro & Bars/Restaurants Aug 15-17 $85,000 $0 332 $0 Ultra Race of Champions Bad to the Bone LLC Tentative options: Mtn Plaza, Lionshead, Arrabelle Square Sept 26-27 $75,000 $0 309 $0 Tour of Vail Dieter Drake Vail Village Jun 13-15 $75,000 $0 305 $0 Holiday Events in Lionshead Eagle Valley Events Inc Arrabelle at Vail Square and Lionshead Mall Nov 28 - Dec 14 $35,000 $0 293 $0 Valentine's Moonlight Snow Shoe Vail Valley Charitable Fund Vail Square, Arrabelle, Vail Mtn 14-Feb $2,000 $0 279 $500 Colorado Craft Celebration Colorado Events Lionshead Mall, Vail Square at Arrabelle Aug. 23-24 $5,000 $0 254 $0 Howard Alan Events Arts Festival Howard Alan Events Lionshead Mall and Arrabelle June 28-29 or July 5- 6 or Aug 16-17 $0 $0 224 $0 TOTAL:$1,958,650 $843,300 CSE Funds Remaining:$0 Special Event Funding Available: $843,400 CSE Funding Allocations for 2014 Special Events: Sorted by Grid Score Result ATTACHMENT C 12/3/2013 revised 11/12/13 SRN *Blue filled line indicates funded event w/presence in Lionshead Event:Producing Entity:Proposed Location:2014 Dates: Start Date: 2014 Funds Requested: 2013 Funds received Grid Score 2014 Funding Allocated Big Beers, Belgians & Barleywines Festival Laura Lodge Vail Cascade, Manor Vail Jan 9-11 9-Jan $50,000 $0 391 $10,000 Vertical Express Can Do Multiple Sclerosis Vail Mountain Feb 7-8 7-Feb $5,000 $0 367 $1,000 Valentine's Moonlight Snow Shoe Vail Valley Charitable Fund Vail Square, Arrabelle, Vail Mtn 14-Feb 14-Feb $2,000 $0 279 $500 Noram Cup Ski and Snowboard Club Vail Vail Mountain Feb. 20-23 20-Feb $3,000 $2,000 408 $2,000 Vail Film Festival Colorado Film Festival Hotels & screening venues Mar 27-30 27-Mar $85,000 $40,000 419 $35,000 Taste of Vail Angela Mueller Vail Mountain, Gore Creek Dr, Meadow Dr., LH, Marriott, and restaurants/lodging April 2-5 2-Apr $70,000 $30,000 453 $37,500 Pink Vail Vail Valley Medical Center Arrabelle, Lionshead Base, Vail Mtn 5-Apr 5-Apr $25,000 $10,000 417 $10,000 Spring Back to Vail Highline Vail Village & Lionshead Mountain base areas, Ford Park & potentially Vail Village April 7-12, 20 7-Apr $100,000 $37,500 455 $35,000 Vail Whitewater Race Series Alpine Quest Sports LLC Vail Village Covered & International Bridges May 14 - June 11 (5 Tuesdays)14-May $8,000 $4,000 352 $5,000 Feast! Vail Highline Vail Village and/or Lionshead Village May 23-36 23-May $100,000 $85,000 437 $85,000 Vail Valor Races; Valor Running & Fitness Expo Speckled Hound Consulting Tentative: Manor Vail, Solaris, Vail Mountain Lodge, Mountain House; Golden Peak/Larkspur (dog). Based on Feast! Vail venues May 25-26 25-May $53,500 $0 336 $10,000 Go Pro Mountain Games Vail Valley Foundation International Bridge, Checkpoint Charlie, Golden Peak, Mountain Plaza, BAD ASS DASH at LH June 5-8 5-Jun $110,000 $100,000 550 $100,000 King of the Mountain Volleyball Leon Fell Vail Athletic Field, Eagle-Vail Soccer/Softball fields June 13-15 13-Jun $45,000 $25,600 427 $15,000 Tour of Vail Dieter Drake Vail Village Jun 13-15 13-Jun $75,000 $0 305 $0 Vail Kids Adventure Club in Lionshead Blue Creek Productions Arabelle Ice Rink, LH Kids playground/fountain, LH Ski Yard , , ; y 5, 12, 19, 26; August 2, 9 (9 Sats)14-Jun $20,000 $20,000 416 $20,000 Vail Farmers’ Market and Art Show Meadow Drive Partnership/Vail Farmers’ Market Meadow Drive: Vail Road to Covered Bridge; West side of Willow Bridge Road June 15th- October 5th (17 Sundays)15-Jun $60,000 $35,000 424 $35,000 Vail Culinary Demonstrations Group 970 Lionshead Village, Eagle Bahn Gondola Lawn June 27-Sept 27 (Fri & Sats)27-Jun $60,000 $0 355 $0 Vail Arts Festival Eagle Valley Events Inc Lionshead Mall; Arrabelle at Vail Square and Gondola Ski Yard June 27-29 27-Jun $10,000 $10,000 345 $10,000 Howard Alan Events Arts Festival Howard Alan Events Lionshead Mall and Arrabelle June 28-29 or July 5- 6 or Aug 16-17 28-Jun $0 $0 224 $0 Vail Lacrosse Shootout , & Colorado corporation d/b/a International Lacrosse Promotions Vail Athletic Field, Vail Mtn School, Donovan Park June 29 - July 6 29-Jun $20,000 $13,000 481 $15,000 Vail Summer Bluegrass Concert Series Lakeside Stride LLC: NEW EVENT- CSE Request for Council funding of $80,000 for this Wed. night concert series Lionshead : Vail Square @ Arrabelle Weds: July 2, 16, 30; Aug 13, 27 (5)2-Jul $80,000 $0 411 $0 Vail America Days Highline Vail Village and Lionshead July 4-5 4-Jul $120,000 $40,000 436 $70,000 Kick It 3v3 Soccer "Vail Super Regional"North American Sports Group WECMRD Fields at Edwards (1 year only due to Ford Park Construction)July 26-28 26-Jul $40,000 $40,000 458 $40,000 KEEN Kids Adventure Race Vail Recreation District Mtn Plaza, Vail Mtn, Vail Village, Golden Peak, Ford Park, Solaris Plaza, Lionshead Aug 7-10 7-Aug $55,000 $25,000 462 $35,300 Vail Rocks Love Hope Strength Solaris Plaza, Vail Mtn Aug 15-17 15-Aug $30,000 $25,000 433 $25,000 Vail Soul Music Fest Rhonda Jackson Sams Ford Amp, Solaris, Lower Bench, Terra Bistro & Bars/Restaurants Aug 15-17 15-Aug $85,000 $0 332 $0 Colorado Craft Celebration Colorado Events Lionshead Mall, Vail Square at Arrabelle Aug. 23-24 23-Aug $5,000 $0 254 $0 Gourmet on Gore Highline Vail Village Aug 29 - Sept 1 29-Aug $75,000 $50,000 470 $45,000 Oktoberfest Highline Vail Village & Lionshead Sept 5-7 & 12-14,5-Sep $85,000 $45,000 425 $42,500 Colorado Grand LH Merchants Enhancements LH Merchants: Producer TBD LH Mall, Vail Square at Arrabelle Sept. 7-12 7-Sep $14,150 $4,000 415 $5,000 Vail Automotive Classic Doug Landin Gore Creek Drive, Bridge Street, Mtn Plaza 7-Sep 7-Sep $2,500 $1,000 386 $2,000 The America Cup Fly Fishing Tournament John Knight Vail casting competition. Vail lodging. Vail party. Event on county rivers Sept 9-14 9-Sep $10,000 $5,000 459 $8,500 Vail Living Well Summit DiscoverWell: CSE recommends Council Funding at $35,000 as part of Life Long Learning Category Sonnenalp Hotel/All activities within the Town of Vail Sept 11-13 11-Sep $35,000 $25,000 441 $0 Colorado Grand Finish Line and Concours Tom Horan Lionshead Mall, Vail Square at Arrabelle Sept 11-12 11-Sep $5,000 $2,000 409 $2,500 Vail-Beaver Creek Restaurant Week Group 970 Vail Restaurants and Lodges Sept 26 - Oct 5 26-Sep $14,000 $21,500 451 $14,000 Lionshead Fall Wine Festival Eagle Valley Events Inc Arrabelle at Vail Square and Lionshead Mall Sept 26-27 26-Sep $30,000 $0 364 $20,000 Ultra Race of Champions Bad to the Bone LLC Tentative options: Mtn Plaza, Lionshead, Arrabelle Square Sept 26-27 26-Sep $75,000 $0 309 $0 Holiday Events in Lionshead Eagle Valley Events Inc Arrabelle at Vail Square and Lionshead Mall Nov 28 - Dec 14 28-Nov $35,000 $0 293 $0 Vail HoliDaze Highline Vail Village and Lionshead Dec 16-22, 31 16-Dec $90,000 $71,500 379 $55,000 Vail NYE Highline Dobson 31-Dec 31-Dec $20,000 $10,000 388 $7,500 Vail Snow Daze Highline Ford Park, Vail Village and Lionshead Dec - specific TBD TBD $100,000 $50,000 469 $45,000 Resurrection Fighting Alliance Alliance Media Group LLC Dobson or Lionshead Mall Flexible TBD $51,500 $0 382 $0 TOTAL:$1,958,650 $843,300 CSE Funds Remaining:$0 CSE Funding Allocations for 2014 Special Events: For Council Review - Sorted by Start Date ATTACHMENT C.1. Special Event Funding Available: $843,400 12/3/2013 JA N F E B M A R A P R M A Y J U N E J U L Y A U G SE P T O C T N O V D E C Go P r o Mo u n t a i n Ga m e s Ta s t e o f V a i l + De b u t of R o s e Va i l La c r o s se Sh o o t o u t Va i l A r t s Fe s t i val Ki n g M t n Vo l l e y b a l l Go u r m e t On G o re Snow Daze Holidaze Br a v o ! B r a v o ! Da n c e Fe st i v a l Am e r i c a Da y s 3x 3 So c c e r Ki d s Ad v e n tur e Ra c e Wh i t e W a t e r Ra c e Ser i e s Ok t o b e r f e s t L H & V V Au tom o t i v e Cl a s s ic CO G r a n d Li v i n g W e l l Su m m i t Ame r i c a Cu p F ly Fi s h i n g Va i l F a r m e r s ’ M a r k e t a n d A r t S h o w F a r m e r ’ s M a r k e t Va i l Kid s A d v e n t u r e C l u b i n L H Vail-BC Restaurant Week Ho t S u m m e r N t s . H o t S u m m e r N t s . 20 1 4 V a i l C a l e n d a r o f P u b l i c l y F u n d e d E v e n t s Va i l F i l m Fe s t i val Sp r i n g Ba c k To Va i l Va i l J a z z F e s t i v a l V a i l J a z z F e s t i v a l Va i l Rock s ! NYE Vail Pi n k Va i l FE AST ! Bu r t o n U S Op e n US A P r o Ch a l l e n g e Va l o r Ra c e s Big Be e r s Fe s t i v a l LH F a l l Wi n e Fe s t i v a l Va l e n t i n e ’ s Mo o n l igh t Sn o w S h o e Ve r t i c a l Ex p r e s s No r a m Cu p Va i l S u m m e r B l u e g r a s s Co n c e rt S e r i e s i n L H KE Y : Ti e r 1 ( s i g n a t u r e e v e n t s , ) Ti e r 2 ( d e v e l o p i n g ) , Ti e r 3 ( c o m m u n i t y e v e n t s o r r e c e i v i n g < $ 1 0 K i n f u n d i n g ) ATTACHMENTC.2. 12/3/2013 ATTACHMENT C.3. COMMISSION ON SPECIAL EVENTS Event Recruitment Score Card – Revised 11/05/12 Criteria Rating Does The Event Have Potential To: Increase Room Nights 0-20 Increase Sales & Lodging Revenue 0-10 Drive Group Business 0-5 Brand Fit Is the event aligned with the Vail brand and 0-10 does it bring it to life experientially on its key dimensions: 1) Physical vitality 2) Cultural vitality 3) Emotional vitality (additional weight will potentially be given to those events that begin to articulate Vail's strategic objective of developing the notion of Health & Wellness) Timing How well does it help achieve an optimal 0-5 calendar of events against occupancy opportunity and Town of Vail available assets (human and capital) Demo Fit Does it help optimize visitor mix 0-10 - In-state over night guests - Destination visitors - International Growth How well will it perform financially - Revenue 0-10 - Leveraged media exposure 0-10 Producer Qualifications Expertise, local knowledge, ability to financially leverage 0-10 Marketing Strength How effectively will it be marketed 0-10 Total 100 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 1 VAIL LIVING WELL SUMMIT September 11-13, 2014 CSE Application for Funding 2014 Produced by 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 2 October 21, 2013 Thank you to the CSE and the Town of Vail for making the Vail Living Well Summit a success this year. We, along with our partner, Johannes Faessler and his team at the Sonnenalp Hotel sincerely appreciate your passion for helping Vail destination guests experience new ways to live a healthier life. Together, we can make a difference, and bring back what we all learned to our families, friends, workplace and communities. Our goal for the Summit is to help activate the knowledge and ability for all to live longer and live well. We need your support again this year to enhance our marketing efforts and continue attracting people to Vail for this meaningful event. Thank you in advance, John & Jamie Stone 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 3 VAIL COMMISSION ON SPECIAL EVENTS 2014 EVENT FUNDING APPLICATION  NAME OF EVENT: Vail Living Well Summit  PROPOSED DATE(S) : September 11-13, 2014  AMOUNT OF CASH FUNDING REQUESTED: $35,000  PRODUCING ENTITY: DiscoverWell 1. President or Executive Director’s Name: Jamie Stone, President 2. Name and Title of Person Completing the Application: John Stone, Managing Director 3. Business Address:  Physical Address: 30 Mustang Rd. Edwards, CO 81632  Mailing Address: PO Box 2855 Edwards, CO 81632 4. Contact Info: • Telephone: Main: 508-395-5473  Cell: 508-395-5473  Fax: 970-926-2480 • E-Mail Address: john@discoverwell.org 5. Event and/or Organization WEBSITE: www.vaillivingwell.org 6. Number of years your organization has been in business: 1 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 4 7. Mission Statement: Our mission is to bring together thought leaders, researchers, doctors, corporate leaders, community leaders, athletes, health conscious individuals and influencers to activate health and well-being by taking what they learn, share, and experience, back to their spheres of influence. Through connections made, knowledge and experiences shared, and engagement in all of the major aspects of health and well-being, the Vail Living Well Summit, and the Vail Living Well Experiences will help to activate health and well-being throughout the country. It will also help position Vail as a destination in health and well-being, and further the vision of Colorado being the nation’s model as the healthiest state. 8. Organization's tax status: For Profit or Non-Profit*/Not-for-Profit* • X Non-Profit, or Not-for-Profit (501C-6) organization If applicable, please attach current State Department of Revenue Certificate with this application. (IRS has not made the tax exempt determination due to the slowdown in processing) • Does the Event benefit a charity? If yes, please name the beneficiary: DiscoverWell has a charitable component to the Vail Living Well Summit in the form of a scholarship program benefiting individuals in the Health & Well-Being industry who cannot afford the ticket price, but by attending, will bring back what they have learned and experienced to their businesses, schools and communities.  EVENT DESCRIPTION: 1. (Contact information that may be useful if provided in “Attachment D”) Detailed description of the event and its activities. If the event will have a culinary component, please include feedback from the Vail Restaurant Group. The Vail Living Well Summit convenes nationally and internationally renowned researchers, doctors, pro athletes, influencers, health focused scholarship recipients, and health conscious individuals focusing on all evidence-based, preventative aspects of health and well-being. Covered topics include, fitness, nutrition, cognitive health, stress and longevity, heart health, sleep health, integrative medicine and personal health assessments. The Summit provides a unique atmosphere of engagement, access, sharing, connecting, experiencing, learning, interacting, and having fun, through small group sessions in the beauty of Vail. 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 5 2. Where will the event be located within the Town of Vail? Please list the specific venues that you plan to utilize, including dates and times, and whether or not you have contacted them to confirm availability. The Event Producer is responsible for booking and securing any necessary venues. All event activities will be located in the Town of Vail. The host hotel and co- producer of the event is the Sonnenalp Hotel. Additional venues include: 1. Four Seasons Resort 2. Sebastian Hotel 3. Vail Mountain Lodge 4. Vitality Center 5. Steadman Philippon Research Institute 6. Solaris Grass 7. Sweet Basil 8. Terra Bistro 9. LaTour 10. Ludwigs (All listed entities are existing venues and will be approached after Jan. 1, 2014) 3. W ill any portion of the event take place outside of the Town of Vail? If yes, please explain. No part of the event takes place outside of Vail 4. Are additional in-kind services being requested from the Town of Vail? If yes, please explain, including a description of anticipated impacts on Town of Vail services: i.e. bus service, parking (both for event production support vehicles and attendees), traffic control, street closures, police services, etc. (The event promoter will be charged for all labor, materials and equipment unless such services are specifically exempted and approved as part of the Special Event Permit.) The funding request is for marketing the event, so no in-kind additional services are requested. 5. Is this a new or existing event? If existing, please describe the location(s) of the event in previous years and the number of years it has been produced. The Vail Living Well Summit has been produced for 2 years. The Sonnenalp Hotel has been the center for indoor activities, and several other hotels including the Four Seasons, Sebastian and the Vail Mountain Lodge have hosted venue locations. Outdoor venues include the grass at Solaris, trails on Vail Mountain and the base of Gondola One. 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 6 6. People: • Number of participants (athletes, artists, exhibitors, etc.) anticipated: Presenters: pro athletes, researchers, doctors, scientists: 35 • Number of volunteers needed: Volunteers: 25 • Number of event staff: Event staff: 8 • Total Number of spectators/attendees anticipated and estimate: Attendees: total including sessions open to the general public – 500 Attendees participating in all-inclusive 2 ½ day program – 120 (Based on 2013 percentages) *Local – 35% *In-State (non-local) – 25% *Out of State – 35% *International – 5% 7. Description of potential benefits to the Town of Vail, including an estimated # of incremental room nights and increased spending generated. W hat return on investment (ROI) should the Town of Vail expect? Each year as the Summit gains greater exposure, the mission to make Vail the destination where the top minds in all aspects of health and well-being convene, along with health conscious individuals and influencers, elevates Vail toward its vision of having health and well-being be a strong economic driver for sustainable growth, and strengthens its brand position “for passionate mountain travelers and outdoor enthusiasts who aspire to live life at its fullest”. *Estimated incremental room nights: 125 *Increased spending: $150,000 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 7  BUDGET: 1. Please attach a complete and detailed event budget, including anticipated revenues and expenses, as well as the amount to be dedicated to marketing efforts. (attached) 2. What % of the total event budget is the CSE being asked to fund? 16% 3. Describe briefly how you will use the funds that you are requesting from the CSE. To successfully bring in incremental ‘heads in beds’ for 2014, we need to market outside the Vail Valley and hit the top markets where Vail destination guests live. This requires substantial marketing dollars and all funds from the CSE will be focused on this effort. 4. Should the CSE decide not to support this event, will it still occur? Yes, the event will be produced, but with limited marketing dollars 5. What is the $ amount of sponsorships from alternative sources reflected in the event budget? $100,000 6. What % of the total event budget do you expect the event itself to generate? (i.e. ticket sales, merchandise, food and alcohol sales, etc.) 36% 7. If possible, would you intend to host the event in Vail beyond 2014? If yes, for how many years beyond 2014? We want to establish Vail as the premier destination for Health & Well-Being, so the event will always be held in Vail. 8. Do you anticipate requesting funding from the CSE next year? If yes, given that the CSE encourages the development of additional sponsors in order to leverage their own investments, and anticipates that as events become established they will become less reliant on public funds, please explain how you intend to grow the event and indicate what %, if any, of the total event budget you anticipate requesting next year. As we grow the event to bring in more attendees from beyond the Vail Valley, funds will be needed for marketing, marquee presenters and infrastructure. Percent of the following year’s budget would be between 10% and 15%. 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 8  MARKETING: 1. Please provide a detailed description of your marketing plan and indicate how the budget will support the program. (Marketing Plan attached) 2. Explanation of potential for sponsorships and media exposure. Corporate sponsorship drive is underway to leverage existing sponsors and attract new potential sponsors. We have established a corporate sponsor coop program set up as an employee benefit, as well as professional development , to engage sponsors in a meaningful activation process. Solid media attendance at the 2013 Summit by Associated Press journalists including one-on-one interviews with Joe Montana and Natalie Morales, position Vail Living Well as a credible health & well-being news source going into the 2014 Summit. Five 2013 Newswire press releases garnered 4,913,305 impressions. Articles have also appeared in the Huffington Post, Denver Life Magazine, 5280, Vail Beaver Creek Magazine, Vail Luxury, Vail Daily, and the Daily Weekly. Extensive exposure through the Colorado Tourism Office including personal presentations in Houston, Dallas, St. Louis and Minneapolis. 3. Specify any marketing support you are requesting.  Inclusion in any Town of Vail marketing campaign regarding Health & Well-being  Inclusion in media trips promoting Vail and Vail’s brand message  Inclusion on Town website calendars 4. Name, telephone number and email addresses of your PR and marketing contacts. Peeples Ink - (970) 845-8525 Jens@peeplesink.com 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 9 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 10 DEPARTMENT OF THE TREASURY INTERNAL REVENUE SERVICE CINCINNATI OH 45999-0023 Date of this notice: 10-12-2012 Employer Identification Number: 46-1173403 Form: SS-4 Number of this notice: CP 575 A DISCOVERWELL PO BOX 2855 EDWARDS, CO 81632 For assistance you may call us at: 1-800-829-4933 WE ASSIGNED YOU AN EMPLOYER IDENTIFICATION NUMBER Thank you for applying for an Employer Identification Number (EIN). We assigned you EIN 46-1173403. This EIN will identify you, your business accounts, tax returns, and documents, even if you have no employees. Please keep this notice in your permanent records. When filing tax documents, payments, and related correspondence, it is very important that you use your EIN and complete name and address exactly as shown above. Any variation may cause a delay in processing, result in incorrect information in your account, or even cause you to be assigned more than one EIN. If the information is not correct as shown above, please make the correction using the attached tear off stub and return it to us. Based on the information received from you or your representative, you must file the following form(s) by the date(s) shown. Form 1120 03/15/2013 If you have questions about the form(s) or the due date(s) shown, you can call us at the phone number or write to us at the address shown at the top of this notice. If you need help in determining your annual accounting period (tax year), see Publication 538, Accounting Periods and Methods. We assigned you a tax classification based on information obtained from you or your representative. It is not a legal determination of your tax classification, and is not binding on the IRS. If you want a legal determination of your tax classification, you may request a private letter ruling from the IRS under the guidelines in Revenue Procedure 2004-1, 2004-1 I.R.B. 1 (or superseding Revenue Procedure for the year at issue). Note: Certain tax classification elections can be requested by filing Form 8832, Entity Classification Election. See Form 8832 and its instructions for additional information. IMPORTANT INFORMATION FOR S CORPORATION ELECTION: If you intend to elect to file your return as a small business corporation, an election to file a Form 1120-S must be made within certain timeframes and the corporation must meet certain tests. All of this information is included in the instructions for Form 2553, Election by a Small Business Corporation. 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 11 Vail Living Well Summit 2014 Marketing Plan I. Branding – Public Relations 1. Extend media exposure with national outreach 2. Focus for 2014 – create a health and well-being destination in Vail 3. Deliver vision and mission message 4. Meet personally with sponsors for their continued support of the program 5. Expand exposure on Social Media sites to attest to uniqueness and “life changing” nature of event 6. Personal phone calls followed up with emails to attendees, speakers to discuss the program and register people early II. Keep website fresh with current news and new videos - Add new videos taken from 2013 event - Testimonials - Provide early registration - Contact info for follow up - Improve ease of use and ability to get information III. Database and invitation list - Maintain and add to existing prospect database lists - Maintain relationships with attendees and presenters through ongoing Newsletters regarding programming, current news and health & well-being information. IV. Develop and continue to identify community newsletters which are sent to target audience. Arrange for Vail Living Well event info inclusion, and provide info to appropriate contact. 1. 8 VR private clubs 2. Board of Realtors realtor network 3. Rotaries 4. Hotels and condos which attract target audience 5. Locate lists in Denver through personal networks 6. Hotels and Condos 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 12 V. Media Press Releases 1. Press releases as event nears Write attention getting releases regarding newsworthy presenters and attendees which will assure getting picked up by notable publications and internet news sites (e.g. Huffington Post and Mashable.Com) 2. Identify and contact national magazine editors which cater to target market regarding feature stories based on the success of the Summit : Cooking Light Shape Women’s Health Men’s Health Denver Magazine 5280 Vail Beaver Creek Magazine Vail Magazine Outside Magazine - Provide Press Passes to key media during event to get coverage during event - Provide VIP passes to people of influence (can help with keynote and newsworthy presenters or attendees) TV 1. Continue talks with 9 News on relationship regarding coverage and potential sponsorship with 9 Health. 2. TV8 – Continue to work with TV8 on key interviews 3. Work on interviews with: Channel 9, Colorado, Today Show Arrange to have information on prominent local web sites: 1. www.snow.com 2. www.visitvailvalley.com 3. www.vail.com Internet Ads Expand visibility on multiple internet sites 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 13 News Print – Vail Daily, Summit, Aspen, Denver Post, Boulder Roll out campaign: 1. Establish new relationships with editors from Boulder & Denver papers 2. Freelance stories 3. Select 4 or 5 speakers to do ad bios 4. Story on newsworthy keynote 5. Weekly columns regarding presenters in all papers beginning in June Social Media Facebook Page 1. Continue to manage Facebook page 2. Expand use of Twitter 3. Provide Tool Kit to presenters and sponsors for outreach to their constituencies Local Marketing Plan - Work Vail Farmers Market booth starting in July - Launch Parties at supporters homes starting in July - Presentations to local organizations and clubs. Provide with media package where appropriate and be able to register people on- site -Continue to advertise in all local publications Hotels 1. Meet with GMs to send marketing info to their client base 2. Identify what we can do now to get the word out to guests (e.g.) Flash a shot about the event on their closed circuit TV 3. Provide Media Package Work with Local Health Organizations 1. Put flyers up about the event at health clubs, wellness clinics, etc. 2. Meet with Personal Trainers and get them excited about the event 3. Get info to local doctors to recommend event to patients 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 14 "Vail Living Well" Budget-2014 10/21/2013 Revenue BUDGET Publicity, Advertising, Promotion Budget Corporate Sponsors 100,000.00$ PR Firm 25,000.00$ Town of Vail funding 35,000.00$ Press Releases 5 at $400 2,000.00$ Full 2 day Ticket Sales - 80 at $950 76,000.00$ Reporter Travel Exp.1,500.00$ Corporate Sponsor Tickes - 20 @ $395 7,900.00$ Ad Development Cost 3,500.00$ One day ticket sales - 40 at $495 (no dinner) 19,800.00$ Ad Placements 15,000.00$ Friday dinner tickets - 10 at $100 1,000.00$ Invitation (production, printing, mailing)2,000.00$ Ticket Sales - Keynote - 100 at $50 5,000.00$ Credentials 300.00$ Fundraising Dinner 5,000.00$ Program Guide-development 3,000.00$ Ticket sales - General Session (2) - 100 at $35 3,500.00$ Program Guide-Printing 1,000.00$ Book Sales 1,000.00$ On-line advertising 2,000.00$ Total Cash Revenue 254,200.00$ Promo Swag 1,500.00$ Volunteer shirts - 40 @ $10 500.00$ Bike shirts-promo clothing 500.00$ Expenses Promotion Misc.1,000.00$ Contract salaries 30,000.00$ Total 58,800.00$ Legal 5,000.00$ Accounting 4,000.00$ Speaker Benefits 10,000.00$ Keynote speaker 10,000.00$ Salaries-Directors 40,000.00$ AV and Tech 11,000.00$ Publicity, Advertising, Promotion 58,800.00$ Web development 6,000.00$ Signage /Banners/Posters 1,000.00$ Air and Travel 15,000.00$ Hotel venues 2,500.00$ Meals - Speaker breakfasts (no charge)-$ Lunch - (includes both days)7,000.00$ Dinner - 1 day 12,000.00$ Breaks 5,000.00$ Opening reception 5,000.00$ VIP Cocktail Parties (2) 6,000.00$ Volunteer Meals 500.00$ Forest Service Permits 300.00$ Photography 1,500.00$ Video documentation 3,000.00$ Equipment Rentals - Bikes, etc.1,000.00$ RegistrationFees (fees included in price)5,000.00$ Books for Book Signing 800.00$ Postage, Mailing, etc.300.00$ Printing & Copying 1,000.00$ Office Supplies 1,000.00$ Credit Card Fees 1,500.00$ Travel 1,500.00$ Meals & Entertainment 2,000.00$ Insurance 300.00$ Parking - Travel 300.00$ Misc.5,000.00$ Total Expenses 253,300.00$ Total Cash Net 900.00$ 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 15 2013 Survey Results Please rate your overall satisfaction with the Vail Living Well Summit Response Percent Excellent 61.5% Very Good 30.8% Good 3.8% Fair 3.8% How would you rate the process for the Summit (i.e. registration, website, staff and organization of the schedule and communication)? Response Percent Excellent 51.7% Very Good 31.0% Good 10.3% Fair 6.9% How would you rate the time frames for the sessions? Response Percent Just Right 79.3% Too Short 17.2% Too Long 3.4% How would you rate the timeframe for the entire Vail Living Well Summit? Response Percent Just Right 69.0% Too Short 20.7% Too Long 10.3% 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 16 How much would you say you learned from the sessions? Response Percent More than I expected 75.0% What I expected 17.9% I expected to learn more 7.1% How did you hear about the Vail Living Well Summit? Response Percent Vail Daily Newspaper or other media 34.5% Friend/Family/Word of Mouth 62.1% E-Newsletter 0.0% The Sonnenalp 10.3% Social Media 3.4% Other 17.2% How likely are you to recommend the event to a friend or colleague? Response Percent Extremely likely 65.5% Very likely 27.6% Moderately likely 3.4% Not at all likely 3.4% How likely are you to return next year? Response Percent Extremely Likely 53.6% Very Likely 28.6% Moderately Likely 14.3% Not Likely 3.6% 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 17 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 18 Scholarships DiscoverWell offers scholarships to the Vail Living Well Summit for individuals who are community leaders, up and coming health and well-being researchers and doctors, and other individuals who show passion, determination and drive to take back what they learn and experience at the Vail Living Well Summit to their spheres of influence. We reach out to our key partners, presenters and founders to nominate applicants for these scholarships. The following is an example from one of our scholarship recipients: Over seventy percent of our population is sleep-deprived because the need for sleep is something that society tends to overlook in the midst of other physiological needs. People do not realize that lack of sleep has long term effects on health, such as increased risk of hypertension, type II diabetes, obesity, cancer, and periodontal disease, as well as an impact on performance, in terms of athletics, cognition, alertness, creativity, and psychological mood. While sleep is often treated as a luxury, we must eradicate this thinking and educate society that it is a necessity. While the focus of my work with sleep thus far has been in the realms of academics, corporations and professional athletics, this issue is relevant to every segment of the population. While some may know basic information about sleep (i.e. REM versus Delta sleep), very few are aware of the essential health benefits that sleep has to offer. Research has shown that the quantity and quality of an individual’s sleep is the best predictor of lifespan, which is a pretty astounding concept considering how little the general population knows about it. A central aspect of sleep education that needs to be addressed is sleep disorder education. Even our medical programs today tend to neglect instruction on the 89 documented sleep disorders, many of which lead to serious health consequences and, in some cases, fatality. It is imperative that this issue be considered just as significant as diet and exercise in terms of general health. The deleterious consequences of sleep deprivation need to be made known to the general population. I, as a contributing member to the Vail Living Well Program, pledge to improve sleep education on an international scale. My pledge commits to raising awareness for the consequences of sleep deprivation and to promoting sleep education in the general population. This education will consist of proper sleep hygiene, the serious health consequences of deprivation, individual differences in sleep need, habits that promote good sleep and habits that disrupt it, and the symptoms, consequences and treatments for the most prevalent sleep disorders affecting our population. By raising awareness, I hope to reduce the number of illnesses, accidents, and deaths as a result of sleep-deprivation, as well as improve overall health and well-being in society. 12/3/2013 CSE/TOV RFP for 2014 Special Events Page 19 AN EYE TO THE FUTURE As we look toward the Vail Living Well Summit in 2014, we take the successes from 2013 as an established foundation for future growth. Maintaining the integrity of our model is essential. Small interactive sessions with access to the leading thought leaders in health and well-being creates our point of difference. Brainstorming is a critical component for sustaining a compelling, transformative Summit. We welcome the input from the CSE on any level to improve and promote the Summit going forward. 12/3/2013                Vail Commission on Special  Events (CSE) 2014 Event  Funding Application: Vail  Summer Bluegrass Concert   Series          1    12/3/2013         Name of Event: The Lionshead Merchants Association (LMA) is in support of Lakeside Stride,  LLC (of Denver) producing and promoting this concert series. We are proposing that this  concert series carry forward all of the elements that will align us in accordance with Vail’s  brand. We want to see an evolution of summer businesses. We want to appeal to those who  seek adventure in mountain towns and villages, and allow those who are somewhat more  culturally conservative the opportunity to expand their horizons. Lakeside Stride is proposing  that the Commission on Special Events (CSE) consider the name “Vail Summer Bluegrass  Concert Series” for approval as one of Vail’s premier, community ‐ and traveler‐conscious  events for 2014 and beyond. We want the opportunity to contribute to Vail continuing to be  like nothing on earth.     Proposed Dates: Lakeside Stride, LLC is proposing the Vail Summer Bluegrass Concert Series  occur bi‐weekly on Wednesdays beginning July 2, 2014. Additional dates would include: July 16,  30 and August 13, 27. The purpose of hosting this series on Wednesday evenings is to share  costs with the existing Vail Jazz efforts that occur in Vail Square on Thursdays in July and  August. We have selected to begin on July 2 in an effort to promote the July 4 holiday as a  destination weekend to locals and travelers alike. We have, however, chosen to remain flexible  in terms of proposed dates to accommodate existing events and to, of course, work within the  budgeted allotment funded by the CSE and sponsors.    Amount of Cash Funding Requested: Lakeside Stride, LLC is requesting $65,000‐$80,000 in  funding from the Town of Vail’s CSE. To best coincide that Vail is truly like nothing on earth,  Lakeside Stride is confident in proposing to bring in high‐level, nationally touring artists. Many  of the proposed artists have had the great fortune of previously performing in (or around) Vail  and are absolutely in support of the Vail Summer Bluegrass Concert Series; however, we must  find a balance in the artist supporting Lionshead just as Lionshead must support the performer.  The proposed artists are asking a range of anywhere from $7,500 to $20,000 for a one‐night  performance in Lionshead Village, depending on their national/international level of  recognition as an artist. This is in line with what is spent for Vail Jazz on a weekly basis, and the  higher dollar amounts are necessary to bring in the type of performers that will attract Front  Range guests and attract the target demographic who will consider Wednesday night stays and  spending in Vail and/or Lionshead Village.    Producing Entity: Lakeside Stride, LLC with support of the Lionshead Merchants Association    1. President’s Name: Ariel E. Rosemberg    2. Name and Title of Person Completing Application: Ariel E. Rosemberg –  Promoter/Producer    2    12/3/2013         3. Business Address: 4007 Lowell Blvd. Denver, CO 80211    4. Contact Info:  a. Cell #: (404) 402‐0484 – best means of communication  b. Email: ariel.rosemberg@gmail.com    5. Event/Organization’s Website: www.vailbluegrass.com    6. Number of Years in Business: Two (2) years    7. Mission Statement: Lakeside Stride’s mission is to create a culmination of  community united by music and historic preservation.    8. Organization’s Tax Status: For Profit. Lakeside Stride has a history of working with  non‐profit (501C‐3) organizations in Denver – Planned Pethood International ‐ and is  willing to work alongside similar organizations for the Vail Summer Bluegrass  Concert Series. It is our intention to work with a Vail‐based non‐profit and we will  look to give a percentage of our profits from the preferred, ticketed seats to that to‐ be‐determined entity.    Event Description:     1. The inaugural Vail Summer Bluegrass Concert Series strives to bring together the  existing strength in the Vail brand together with world‐class live bluegrass performances  in an environment that is like nothing on earth. For guests from near and far, those who  make Vail their home year‐round and those visiting from overseas for the first time, the  goal is to contribute to Vail’s overall evolution through the manifestation of  relationships between us as the producing entity and the Town of Vail, Lionshead  Village, partners, sponsors and of course event attendees.     To date, the producing entity, Lakeside Stride, has initiated conversation with key  stakeholders including the Arrabelle and Vail Jazz, in an effort to maximize the potential  for exposure. Additionally this relationship has solidified both a venue as well as a  potential production cost‐savings model between Vail Jazz and the Vail Summer  Bluegrass Concert Series.     As previously mentioned, the Vail Summer Bluegrass Concert Series expects to couple  the beauty that is Lionshead Village and the Vail brand together with world‐class  performances, rotating local‐to‐Colorado craft breweries and relationships with     3    12/3/2013         conscious, forward‐thinking, high‐level sponsors that will allow this series to highlight  Vail’s physical, cultural and emotional vitality.     Following is a list of proposed performers and sponsors that we believe would be a good  fit for the Vail Summer Bluegrass Concert Series. Please note that most fees associated  with live performances are somewhat negotiable.     Proposed performers:     a. Sam Bush Band   b. Elephant Revival   c. Greensky Bluegrass   d. Leftover Salmon  e. Chris Thile (Punch Brothers)  f. Drew Emmitt/Bill Nershi Band  g. Hot Buttered Rum   h. Donna the Buffalo  i. Fruition   j. Head for the Hills  k. Hackensaw Boys  l. Travelin’ McCoury’s  m. Keller and the Keels    Proposed Sponsors:      The producing entity will be developing a sponsorship package explaining various   sponsorship levels, specified benefits and the demographic targeted that will attract   these list sponsors to participate. Our strategy to attract the following sponsors will be   based upon the talent hired, our venue of choice and opportunities to reach   a demographic they may not have been exposed to that aligns with the Vail brand and   existing outreach strategy.    a. Vail Resorts  a. The Arrabelle  b. Vail Mountain  c. Marriott  d. The North Face  e. Patagonia  b. Colorado Mountain News Media  c. Subaru  4    12/3/2013         d. Toyota  e. Outside Magazine  f. Alpine Banks  g. Backpacker Magazine  h. Clif Bar  i. Icelantic Skis and Snowboards  j. Patagonia  k. Guayaki Yerba Mate  l. EcoProducts  m. Gibson Guitars  n. Martin Guitars  o. Chaco  p. CamelBak  q. CO Craft Breweries  a. New Belgium  b. Upslope  c. Crazy Mountain  d. Gore Range  e. Left Hand    It is the goal of the producing entity to create a free concert‐going experience for our  attendees. To better accommodate guests who appreciate a “higher‐end” experience,  we will set aside an allotment of tickets for purchase for preferred seating. Price of  these tickets is to be determined.    2. The inaugural Vail Summer Bluegrass Concert Series will be located at Vail Square  outside of the Arrabelle. Our team has already spoken with the Events Staff at the  Arrabelle to confirm availability. Our intentions are to work alongside the existing Vail  Jazz Thursday night events to share overall costs for staging and tents.    3. All portions of the Vail Summer Bluegrass Concert Series will take place within the  Town of Vail (see above).    4. In‐kind Services: The Vail Summer Bluegrass Concert Series will require a handful of in‐ kind services from the Town of Vail including parking for the events and bus/shuttle  service to bring attendees to and from the venue. The producing entity may also  consider a barter program with a local hotel (TBD) for sponsorship in exchange for  complimentary accommodations for our guest performers.      5    12/3/2013         5. The Vail Summer Bluegrass Concert Series is a new event; however, the producing  entity does have full intentions on working with existing, established Vail area event  staff.      6. People: The Vail Summer Bluegrass Concert Series expects the following in terms of  number of people in order to run a successful, high‐profile series like nothing on earth.  All numbers represent a 5‐week series:  a. Performers – 5 bands to include tour managers, engineers, equipment managers  and spouses/children  b. Volunteers – 20‐30 per week.  *Note** The producing entity will be responsible for staffing volunteers.  c. Event Staff – 10‐20 per week  d. Spectators/Attendees (may vary based on performer)  i. Local – 55%  ii. In‐state – 30%  iii. Out of state – 10%   iv. International – 5%     7. It is the utmost intention of the Vail Summer Bluegrass Concer Series to promote a  “heads in beds” program for its attendees. We will want guests to arrive on Wednesday  for our shows and stay through the weekend, shop at local retailers and eat at local  restaurants. This can be done through creative incentive‐based initiatives. It will be in  the producing entity’s strongest desire to bring in world‐class talent that will create a  culture where weekends begin on Wednesdays!    Budget:    1. See “Attachment 2” for complete proposed budget    2. Lakeside Stride, LLC is requesting that the CSE fund 60% of the inaugural year’s budget.  It is the producing entity’s utmost goal to bring in the right alignment in terms of  sponsors and partners to fund the remainder of the budget.     3. Lakeside Stride, LLC intends on utilizing the funds provided by the CSE for the following:  a. Deposits on performers  b. Deposit on production equipment rental and staff  c. Deposit on venue rental and staff  d. Advertising placements      6    12/3/2013         4. Lakeside Stride and relative stakeholders are confident in the success to be had through  the Vail Summer Bluegrass Concert Series. While funding from the CSE would be  instrumental in the initial growth of this series, the producing entity would still be  willing to put forward the effort through investor, sponsors and partner relationships.    5. The producing entity is anticipating receiving at least 50% of what was funded by the  CSE. Efforts for bringing in sponsorship, and at what financial levels, will be driven by the  level of talent brought in for the series.    6. The Vail Summer Bluegrass Concert Series will be promoted as a free concert series  with the option to purchase tickets for preferred seating, and perhaps added perks. We  anticipate that between merchandise sales, preferred tickets, food and alcohol, the  series has the potential to provide a substantial return. Fans of the performers being  proposed come typically from upper‐middle to upper class families and communities are  will be more inclined to spend.     7. It is our goal to make a long‐lasting, positive footprint on Vail, surrounding communities,  Colorado, the US and globally. It will be imperative to closely measure successes and  failures in its inaugural year, but the Vail Summer Bluegrass Concert Series does intend  on producing its event in years following 2014.    8. We will anticipate requesting funding from the CSE in following years. The producing  entity has taken potential funding into full consideration as the springboard necessary  to produce such events as those described in this proposal. With the help of world‐class  performers and high‐profile sponsors, the producing entity is confident in gradually  reducing the amount of funding given by the CSE. With the Vail Summer Bluegrass  Concert Series proposing to receive 60% of the budget for the 2014 events, we  anticipate asking for ~40% in 2015.    Marketing:    1. See “Attachment 1” for complete, detailed marketing plan    2. The producing entity will be leveraging both the Vail brand as well as its world‐class  performers to seek sponsorship and media exposure. The Vail Summer Bluegrass  Concert Series has an established relationship with certain potential sponsors and  media that it plans to bring on board for this series. There is an additional element of  advertising that the producing entity will consider in exchange for potential exposure in  key media outlets in Vail, its surrounding communities, Denver and within a few  nationally as well.  7    12/3/2013         3. The Vail Summer Bluegrass Concert Series will look to the Town of Vail, Vail Resorts and  all associated stakeholders for opportunities to co‐brand. The producing entity is staffed  with the necessary marketing talent to run an in‐house operations but will need the  approval of the aforementioned entities to utilize their brands in co‐marketing efforts.    4. Marketing/PR Contact: Ariel Rosemberg 404‐402‐0484 ariel.rosemberg@gmail.com                                                                      8    12/3/2013         References and Referrals       1. Mark Lomax  Project Manager I – Special Events Coordinator  Public Works – Right of Way Services  City and County of Denver   (303) 446‐3730  mark.lomax@denvergov.org    2. Sgt. Marek Rybkowski  Denver Police Department/Traffic Operations Bureau  City and County of Denver  (720) 337‐1066  marek.rybkowski@denvergov.org    3. Tracy Fickey  President ‐ Tennyson St. Merchants Association  Owner – MODesTEA  (720) 883‐6276  tracy@modestea.com                                        9    12/3/2013     10        Projected Demographics and Estimated Spending    To better reach our demographic (and beyond), the Vail Summer Bluegrass Concert Series will  include various additional elements for community involvement around the Villages, and  community‐wide. Between partnerships with potential non‐profits, community outreach  programs and music education in the schools, we intend on creating a new, if not stronger  awareness of our events through Vail to those who may not have been exposed in the first  place. We will strongly engage all Lionshead and Vail Village merchants, local schools, after‐ school programs, major business entities, etc. to be a major contributing factor towards our  overall success. We will believe that with all stakeholders aligned, we can create a one‐of‐a‐kind  experience for our attendees.    The Vail Summer Bluegrass Concert Series intends on marketing its efforts towards those who  will allow for, and contribute to, the evolution of Vail’s year‐round brand, with an emphasis on  summer business. It is our goal to reach those who seek adventure in mountain‐based retreat  and those who like to experience arts and entertainment while enjoying the beauty of one of  the world’s premier destinations. Our attendees will have the luxury of a free concert  experience, with the option of purchasing a ticket for preferred seating. Attendees will know,  through marketing and advertising initiatives, that dinner, drinks (alcoholic and non‐), as well as  world‐class accommodations are readily available should they choose to spend a summer  Wednesday evening at one of our concerts.     It can be expected that a one‐night guest attending the Vail Summer Bluegrass Concert Series  would spend anywhere between $200‐$500 depending on his/her choice in lodging,  transportation, dining, etc. Our marketing plan, however, does encourage guests to stay  through the weekend or at the very least, the following night’s Vail Jazz concert.      12/3/2013 /0 include a fee for  bands and on site  as well Barricade Rental (split with Vail Jazz)$125 Barricades for crowd control to be split weekly with Vail JazzAttachment 2: Vail Summer Bluegrass Concert Series BudgetArtistsEstimated Actual DescriptionSam Bush $20,000Emmitt/Nershi Band $8,000Elephant Revival $12,000Greensky Bluegrass $12,000Hot Buttered Rum $6,500Sti/OiAti t (5 ttl)SupportingOpening Artists (5 total)$2 500$2,50ProductionTent Rental (weekly cost split with Vail Jazz)$6,000 The $6,000 represents the total amount if the overall cost is split with the Vail Jazz series. The goal is to work closely with Vail Jazz since our events will be on consecutive days.Lakeside Stride, LLC Fees TBD based on funding These fees will represent work done to build the proposal, marketing plan and proposed budget. Additionally, this will include a fee for booking bands and on‐site production, as well booking production,as all preparatory work including social media, website development and branding. We will be flexible in our fee based on the amount funded.Production $7,500 We will rent a stage from the Arrabelle but will look into an outside vendor for lighting and sound. This estimate takes into account a $1500/week fee at 5 weeks.MarketingWebsite $150 ld f f d f h bl lIncludes fee for domain, free hosting, mobile option, Google Analytics, unlimited bandwidth and 10GB of storage.Print Advertising TBD based on fundingSocial Media Boosts TBD based on fundingPosters/Flyers TBD based on fundingBanner Displays TBD based on fundingVail ResortsBarricadeRental (split with Vail Jazz)     $125 Barricades for crowd control to be split weekly with Vail Jazz          Arrabelle Expenses (5 weeks)$2,000 Fee is total for 5 weeks ($400/week) and includes a) event staff to set up all staging, bars, tables and chairs, b) staff for the event with a banquet captain and necessary servers following a 1‐cash bar model, c) trash removal and d) power.Permitting Special Event Permit $50Amplified Sound Permit $50Temporary Tent Permit $500 Could potentially be split with Vail JazzApplication Fee $25 12/3/2013           Attachment 1:   2014 Vail Summer Bluegrass  Concert Series Marketing Plan                                            12/3/2013         Executive Summary: The Vail Summer Bluegrass Concert Series strives and thrives on Vail’s  existing mantra of “Like nothing on earth” and the rules and regulations put forth by the  Commission of Special Events (CSE) of the Town of Vail. The following marketing plan is  designed to emphasize areas of great importance including a brief organizational description, a  strategic focus and plan, a situation analysis, a market‐product focus, marketing financials (see  Budget “Attachment 2”), an overview of the marketing program, an implementation plan and a  benchmark for determining success. This marketing plan is set to be executed by Lakeside  Stride, LLC as the producing entity.    Each element of this proposed marketing plan was carefully designed to ensure the CSE (and  other investors should they exist) receives a maximum return on investment. Understanding  the nature of the community’s desire to host the Vail Summer Bluegrass Concert Series was  step one in the development of this plan, including specific externalities, competition and  potential partnerships. The existing market for a live bluegrass series in Vail, specifically at  Lionshead Village, seems to be peaking. Piggybacking on the successes found in the Vail Jazz  summer series, the desire for a free‐to‐the‐public event featuring world‐class talent is what the  local, regional and destination‐seeking communities are after.    Our ability to deliver a unique, true‐to‐Colorado experience for locals and visiting guests alike  through strategic pre‐/post‐event planning, development, marketing and management  resonates strongly through our brief, albeit, successful history as event and festival producers.  Because the CSE and the Town of Vail are considering expanding its entertainment offerings in  the form of the inaugural Vail Summer Bluegrass Concert Series, an aggressive amount of  marketing and brand positioning will be required to effectively execute and provide a return on  the following plan.     The following three (3) key components will be specific areas for consideration through this  marketing plan, from development to execution. Each individually, but more importantly  together, will represent where a large percentage of the CSE will see potential for a return on  investment through marketing efforts. The goal is to drive summertime business and overall  interest in Vail, particularly Lionshead Village. The three (3) include the performers themselves,  hotels and other accommodations and the local businesses.    Bluegrass Performances – The potential names associated with the inaugural Vail Summer  Bluegrass Concert Series will be the driving force behind our success. Bringing in regionally,  nationally and internationally renowned performers should be the goal of this concert series. It  is both through Vail’s branding, but also through each individual performer where we will focus  our marketing efforts. We will offer a foundation to new and     12/3/2013       returning guests that will properly align all stakeholders with a guest’s desire to have an  experience at our concerts like nothing on earth.     Hotel and Misc. Accommodations – Using Vail’s, particularly Lionshead’s existing and world‐ renowned infrastructure, the producing entity will tailor its marketing towards those who  would be more so inclined for an extended stay through the weekend. While the local market  may not necessarily be interested in hotel and miscellaneous accommodations, we will position  our marketing collateral, and advertising in a direction that boasts the wonderful multi‐day to‐ do’s in and around the Town of Vail, including the appetite for entertainment and mountain  living coupled with world‐class accommodations. From the Arrabelle to the Four Seasons, our  visiting guests will have no choice but to experience something like nothing on earth.    Local Business/Things to Do – Would the Town of Vail exist as one of the world’s premier  mountain town destinations without its local business and attractions, both natural and  manmade? It’s hard to say for sure, but it is our utmost intention to maximize the marketing  power already in place set forth by the aforementioned entities. Attendees of the Vail Summer  Bluegrass Concert Series will have the great fortune of experiencing world‐class live bluegrass,  state of the art accommodations and the best in retail, dining and activities.     1. Company Description    The Vail Summer Bluegrass Concert Series is a proposed new entertainment‐based means of  drawing a positive, lasting impact on Lionshead Village and the Town of Vail. Together with  Lakeside Stride, LLC (of Denver),this new concert series strives to be the best at what does:  producing world‐class performances at a world‐class destination venue tying together  established relationships with a manifestation for continuous growth. The Vail Summer  Bluegrass Concert Series will take into strong account the Vail brand to conceptualize, build  and produce a concert series that is like nothing on earth.     2. Strategic Focus and Plan    This section covers three aspects of organizational strategy that influence the marketing plan:  (1) the mission, (2) the goals and (3) the core competencies/competitive advantage of Lakeside  Stride.              12/3/2013       Mission    The Vail Summer Bluegrass Concert Series is a concert series produced by Lakeside Stride, LLC  (of Denver) driving local/visitor attendee traffic, a positive financial impact on Lionshead Village  and the Town of Vail and heightened awareness for the Lionshead Merchants Association  through a culmination of community united by live, world‐class musical performances.     The Vail Summer Bluegrass Concert Series will demonstrate expertise in the creation,  development and operation of a truly unique concert experience through partnerships with the  Lionshead Merchants Association (LMA), the Town of Vail, the Vail Jazz series, our performers  and locals and visitors alike.    The producing entity, Lakeside Stride, LLC, has a history of successful event production and  management in the City/County of Denver. Lakeside Stride, LCC has partnered with sponsors,  investors and a non‐profit to create, similarly to what is being proposed for Lionshead Village, a  culmination of community through music and historic/communal preservation.     The mission behind the Vail Summer Bluegrass Concert Series is to consistently meet and  exceed our guest’s expectations, to work closely with the CSE, the Town of Vail and the LMA to  brand and market an experience like nothing on earth, to bring unsolicited attention to Vail and  Lionshead, and to gain profit for the organization and key stakeholders such as the Arrabelle  and the LMA. In an effort to drive the mission, the Vail Summer Bluegrass Concert Series will  work closely with the Vail brand and will be produced by Lakeside Stride, LLC as it has  demonstrated the skills and knowledge necessary to yield results. We are committed to  adapting to the continuous evolution of Vail as a destination entity. We share in the risk and in  the benefit.    Goals    For the 2014 series, the Vail Summer Bluegrass Concert Series seeks to achieve the following  goals:    • Nonfinancial goals    o Market our brand as a top free (with a ticketed option) concert series to those  local to the Vail Valley and to provide a reason to believe for those considering           12/3/2013       an extended  trip to Vail, whether from Colorado, surrounding states or  elsewhere.   o Utilize the force behind the Vail brand, the Arrabelle and associated Lionshead  brands to drive interest to the Vail Summer Bluegrass Concert Series.  o Create a resonant desire for attendees to return week after week through a  selective offering of world‐class performances and rotating vendors to be  present in Vail Square at Lionshead Village.  o Continue mapping the evolution of Vail’s summer and year‐round business  through the utilization of “activation” between the Vail Summer Bluegrass  Concert Series and potential partners.  o Provide a well‐rounded team of professionals to contribute to the overall success  of the inaugural Vail Summer Bluegrass Concert Series.  o Implement necessary marketing tools/personnel to execute this marketing plan.    • Financial goals    o Demonstrate a minimum return on investment for the CSE through the option  for guests of purchasing a preferred ticketed seat, beer/alcohol sales,  merchandise sales, heads in beds, sales tax opportunities and high‐level  sponsorships.   o Create an opportunity for the Town of Vail and Lionshead business to thrive over  the course of the series through “activation” efforts.   o Work with the Vail Jazz series to reduce production/hardware costs.  o Donate a percentage of proceeds to a select Vail non‐profit.  o Offer reward‐based incentives for marketing and key stakeholders for hitting the  targeted financial goals.    Core Competencies and Competitive Advantages    The Vail Summer Bluegrass Concert Series prides itself in its core competencies and in its  competitive advantage. The Vail Summer Bluegrass Concert Series seeks to align with the Town  of Vail’s mantra of being like nothing on earth through 1) positioning itself in the marketplace  for locals and as a destination‐based event through world‐class performances and partnerships,  2) provide a high level of quality organizational and event execution 3) deliver a real  partnership and superior performance with the Lionshead Merchants Association, Vail Jazz, the  Town of Vail and all stakeholders.    To translate these core competencies into a competitive advantage, the Vail Summer Bluegrass  Concert Series has established several relationships and partnerships with     12/3/2013       top‐tier performers, high‐level sponsors/vendors, the Arrabelle, Vail Jazz and the Lionshead  Merchants Association, in addition to those on the production side to execute a successful,  seamless event series. These relationships and alliances give the Vail Summer Bluegrass  Concert Series the opportunity to tap into the minds of Vail’s key demographic: from locals to  those along the Front Range and guests alike. The goal is to create an environment for our  guests like nothing one earth.    3. Situation Analysis    This situation analysis starts with a snapshot of the current environment in which the Vail  Summer Bluegrass Concert Series finds itself by providing a SWOT (strengths, weaknesses,  opportunities, threats) analysis. After this overview, the analysis probes finer levels of detail:  industry competitors, company and consumers.     SWOT Analysis     Figure 1 shows the internal and external factors affecting the market opportunities for  the Vail Summer Bluegrass Concert Series.     Figure1. SWOT Analysis for the Vail Summer Bluegrass Concert Series      Internal Factors      Strengths    Weaknesses    Management  Team made up of highly  diligent, effective and results  oriented people.  Although the team has  collective experience, they are  new from an organizational  perspective.      Offerings  High‐end festival/event  production delivery.  Accessibility to performers,  sponsors, partners. Potential  to utilize activation in and  around Vail.  Because this is a new  series, there are no financials,  analytics or case studies to  report on.      Marketing  New, energetic marketing  team in place to assist in  driving success. Accessibility  to the Vail brand, performers,  accommodations for stronger  positioning.  Very little market  awareness due to the fact  that this is a new event.  12/3/2013         Personnel    Strong, dedicated  workforce company‐wide,  with successful experience in  event management and  execution.    Producing entity  personnel are based in  Denver.    Finance  Solid financial statement,  no debt.  Only recent track history is  available due to this being a  relatively new entity.        R&D  Opportunity to test  Denver model in Lionshead  plays favorably for all  stakeholders.  Team is currently focused  on local schedule of events.    External Factors      Opportunities    Threats      Consumer/Social  High‐dollar demographic  market fit for the Vail local or  visitor.  New organization/event  series with little history.      Competitive  Opportunity to market  different performers with  different associated vendors,  options for lodging to build  stronger brand equity.  Facing events with  historical proof of success, not  directly in Vail but in  surrounding cities and  throughout Colorado.  Economic Opportunity to drive  hotel, restaurant and shop  business in Lionshead Village  and throughout the Town of  Vail with the right brand  positioning and marketing,  and the right alliances.  May lose interest in  overnight accommodations to  those who can simply drive  home.    Company Analysis    The vision behind the Vail Summer Bluegrass Concert Series is one to bring world‐class  entertainment in a one‐of‐a‐kind venue with properly aligned sponsors and only the best in  lodging, dining and shopping to create an experience like nothing on earth. The producing  entity, Lakeside Stride, LLC has a vision of bringing all aforementioned elements together  through the culmination of community. It is our goal to implement into this series the   12/3/2013       concept of activation to better reach people who may not have been exposed initially.  Examples would include private radio or in‐store performance, autograph signings, etc.  Expanding our expertise from local‐to‐Denver events, to the Vail Summer Bluegrass Concert  Series in the Town of Vail opens up a plethora of opportunity both for our organization and the  Town of Vail. The future is now for our stakeholders. The state of the Lakeside Stride’s business  model is designed to provide security and confidence, added value, clear benefit, a true  reflection of our offerings and simplicity with the goal of bringing people together to exemplify  Vail’s true beauty further manifest its evolution as a summertime destination for locals and  visitors alike.     Customer Analysis    Through the process of developing this marketing plan, the Vail Summer Bluegrass Concert  Series has been successful in identifying its target customer(s). The main, strategic targets are  first and foremost those local to the Vail Valley. A series such as this would not be successfully  executed without the support of the local market. With this target, we have identified room for  opportunity. Potential offerings of discounted hotel rates or bundled packages (concert tickets,  hotel, dining, etc.) could be utilized as a key strategy to bring locals into experience what only  visitors typically see: a hospitality experience like nothing on earth.    The Vail Summer Bluegrass Concert Series would also strongly target upper‐middle to upper  class families in surrounding communities and along the Front Range. With many of these  people already visiting Vail and surrounding towns, an added element of free entertainment  with world‐class performers is potential for sealing the deal to visit Vail versus a neighboring  town. Upper‐middle to upper class families are those who would not think twice about an  extended July 4th weekend in Vail for entertainment purposes or selecting an off‐weekend for  the very same reason. Coupled with lodging, dining, shopping bundles, this is a no‐brainer for  that customer in particular.     An additional target customer lies within the traveler, from outside the US and within. While  bluegrass typically isn’t the genre of choice for many guests visiting from outside the US, the  added element of free entertainment may often be a deal‐breaker for booking a trip to arrive a  day in advance.     Taking the three above‐mentioned demographics into consideration, there is a deeper  breakdown of those who seek challenge and adventure, as well as live bluegrass music, from  the local to the visitor, in a mountain environment. Because of Vail’s natural offerings, the  element of attraction to physical, cultural and natural vitality exists in each and every visitor  throughout the year but specifically for the summer months as it relates to our series.    12/3/2013       The Vail Summer Bluegrass Concert Series strives to couple world‐class talent with renowned  options for accommodations, dining and shopping to boost summer business through an  experience for our guests… that is like nothing on earth.    4. Market‐Product Focus    This section describes the marketing and product (performances, accommodations and  commerce) objectives for the Vail Summer Bluegrass Concert Series and the target markets,  points of difference and positioning of each “product.”    Marketing and Product Objectives    The Vail Summer Bluegrass Concert Series marketing intent is to take full advantage of its  brand potential while building a base from which other revenue sources can be leveraged. This  is detailed in the following services:    • Current Markets ‐ Because the Vail Summer Bluegrass Concert Series is a proposed new  event series, there is technically no current market. A better understanding of our target  demographic can be learned by reading the “customer analysis” section above.     • New Markets ‐ By the completion of its first summer series, the Vail Summer Bluegrass  Concert Series expects to be a household name in and around the Vail Valley and down  into the Front Range markets. It will be in our best interest moving forward to manifest  relationships with the folks behind Planet Bluegrass events and other like‐minded  entities to build upon the “current market.”    • Bluegrass Performers ‐ The Vail Summer Bluegrass Concert Series will look into book  world‐renowned performers to enhance the overall experience of attendees, visitors  and fans alike. Our team will build a relationship with each band’s management to  ensure proper placement and positioning of both the bands’ brand as well as ours,  together with Vail’s.     • Vail and Lionshead Village Hotels and Misc. Accommodations ‐ The Vail Summer  Bluegrass Concert Series will focus additional time, energy and marketing dollars on  properly positioning each of Vail’s villages’ options for lodging and accommodations to  the proper target demographic as outlined in the “customer analysis.” It should be both  assumed and understood that guests and fans attending the Vail Summer Bluegrass  Concert Series should be offered the opportunity to only stay in these properties.      12/3/2013       • Vail and Lionshead Merchants and Things‐to‐Do ‐ The wide array of offerings at  Lionshead and around Vail is nothing short of spectacular. Between the great, high‐end  shopping to a float down the Eagle or Colorado Rivers to a laid‐back afternoon enjoying  craft beers and comfort cuisine at the Atwater on Gore Street, attendees of the Vail  Summer Bluegrass Concert Series will gain exposure to elements of Lionshead they may  not have known existed including our own bluegrass festival.     The purpose of this marketing platform and plan is to identify opportunities for alignment  between ourselves and those involved. The Vail Summer Bluegrass Concert Series will initially  be relying heavily upon the existing Vail brand and marketing efforts to reach target markets,  along with the assistance of sponsors, vendors and other stakeholders.     Target Markets    The Vail Summer Bluegrass Concert Series understands that “your culture is your brand” and  therefore targets its offerings, from performers to lodging options to retail, at specific markets  and customers (Hsieh, Tony. Zappos.com). The target market includes the upper‐middle to  upper class families in Vail, surrounding areas, throughout Colorado and across the US with a  minor emphasis on international visitors.      These target markets/customers are well‐versed in the desire to have an experience like  nothing on earth. Should they not have been previously exposed to Lionshead Village and Vail  as a whole, this program will create that desire within. These target markets/customers will  have the financial cushion to commit to an extended stay in Vail, taking attending the Vail  Summer Bluegrass Concert Series, staying at a local property and shopping, dining and  experience all that Vail has to offer into strong consideration.    Point of Difference    The live music marketplace, especially during the summer months in Colorado is quite  competitive. Our goal is to bring visitors to Vail, particularly Lionshead, for our performances  with an incentive to create a desire to stay for an extended visit. Alternatively, we will target  those who have booked accommodations for our show‐specific weeks with offerings to  consider arriving a day in advance to enjoy our concerts. The Vail Summer Bluegrass Concert  Series’ key differentiating factors are:    • World‐class bluegrass artists performing in a free bi‐weekly concert series with the  option to purchase tickets for preferred seating.      12/3/2013       • A state‐of‐the‐art venue, offering the highest quality in lodging, dining, retail and  outdoor experiences.     • A first‐time concert series with the support of the Town of Vail’s Commission for Special  Events and high‐level sponsors.     • The opportunity to be a part of Vail’s ongoing desire to evolve as an elemental  expression of physical, cultural, social and natural vitality.    Positioning     The Vail Summer Bluegrass Concert Series is essentially a one‐stop‐shop for those seeking  adventure in the Colorado Mountains, world‐class entertainment within a pristine surrounding,  high‐end retail shopping, dining and lodging all the while experiencing life in its truest, most  natural form, at Vail.     5. Marketing Program    The four marketing mix elements of the Vail Summer Bluegrass Concert Series marketing  program are detailed below. Each element of the following program was carefully considered  by the Lakeside Stride team and includes the Product Strategy, Price Strategy, Promotion  Strategy and Placement Strategy. Many elements of this approach are traditional, while some  are quite non‐traditional.    Product Strategy    The product approach begins with a summary of each of the three offerings as indicated above.     Bluegrass Performances ‐ The potential names associated with the inaugural Vail Summer  Bluegrass Concert Series will be the driving force behind our success. Bringing in regionally,  nationally and internationally renowned performers should be the goal of this concert series. It  is both through Vail’s branding, but also through each individual performer where we will focus  our marketing efforts. This concert series will offer a foundation to new and returning guests  that will properly align all stakeholders with a guest’s desire to have an experience at our  concerts like nothing on earth.    Hotel and Misc. Accommodations – Using Vail’s, particularly Lionshead’s existing and world  renowned infrastructure, the producing entity will tailor its marketing towards those who  would be more so inclined for an extended stay through the weekend. While the local market  may not necessarily be interested in hotel and miscellaneous accommodations, we will position   12/3/2013       our marketing collateral, and advertising, in a direction that boasts the wonderful multi‐day to‐ do’s in and around the Town of Vail, including the appetite for entertainment and mountain  living coupled with world class accommodations. From the Arrabelle to the Four Seasons, our  visiting guests will have no choice but to experience something like nothing on earth.    Local Business/Things to Do – Would the Town of Vail exist as one of the world’s premier  mountain town destinations without its local business and attractions, both natural and  manmade? It’s hard to say for sure, but it is our utmost intention to maximize the marketing  power already in place set forth by the aforementioned entities. Attendees of the Vail Summer  Bluegrass Concert Series will have the great fortune of experiencing world‐class live bluegrass,  state‐of‐the‐art accommodations and the best in retail, dining and activities.     Price Strategy    The goal of the inaugural Vail Summer Bluegrass Concert Series is to promote, produce and  successfully execute a free 5‐week concert series. While our target audiences are those in  upper‐middle to upper class families, the purpose of a free concert is to create something for  everyone to enjoy without the pressure of purchasing tickets. We will however, position an  allotment of tickets for purchase in preferred seating areas associated to a potential sponsor.    Promotion Strategy    The Vail Summer Bluegrass Concert Series promotional program is currently limited due to an  unknown budget, but includes creating a brand, website development and SEO/SEM, social  media, e‐mail marketing, activation and print media.     Creating a brand ‐ The Vail Summer Bluegrass Concert Series will look to Boughton Walden of  Jackson, WY to create all brand elements including a logo, color scheme, design directives, etc.  Lakeside Stride, LLC has worked previously with Ms. Walden and recommends she step in to  take on this role. She will be guided through and instructed to utilize Vail and key stakeholders’  brands to the fullest potential in the development of this particular brand.    Website development ‐ Lakeside Stride, LLC developed its first website utilizing a user‐friendly  tool called Wix. It will be critical to roll out a website as soon as budgets are approved and set in  place to begin creating a reason to believe in our series within our target markets. The  producing entity will work with its existing team to develop the website. Please see budget           12/3/2013       (Attachment 2) for associated costs. Suggested URL: www.vailbluegrass.com (currently  available). Within the realm of website development is also web marketing. This will include  identifying key words and phrases to utilize in back‐end search engine optimization and search  engine marketing efforts. Our goal will be to rank amongst top‐tier Colorado bluegrass events  without the expenditure of pay‐per‐click advertising. The marketing people at Lakeside Stride,  LLC have a successful track record of corporate level website marketing and are happy to  incorporate that into their overall plan.    Social media ‐ Upon the development of this plan, the Vail Summer Bluegrass Concert Series  aligned with the marketing and business objectives of producing entity, Lakeside Stride LLC to  implement and manage social media activity. The following are key areas of social media in  which the Vail Summer Bluegrass Concert Series will develop, implement, manage and report  upon:    • Facebook ‐ The Vail Summer Bluegrass Concert Series Facebook profile will be  set up and implemented. Color schemes will follow those indicated in our design  directives developed by Ms. Walden. The Facebook page will be used as a bridge  between the general public and our website. Implementation of the Facebook  page will be free.     • Twitter ‐ A Twitter account will be instrumental in the Vail Summer Bluegrass  Concert Series’ web‐based growth. Like Facebook, the color scheme and brand  will be implemented to add to the overall look and feel and to provide additional  marketplace branding. The goal of implementing Twitter is to be “part of the  conversation.” It will be our goal to follow like‐minded events, organizations,  publications and our audiences to share relevant information with their own  followers. Implementation of Twitter will be free.     • Instagram ‐ One of the great features of Instagram is being able to share photos  across all social media platforms. It can be assumed that some people get lost in  the verbage of Facebook and Twitter, so creating a photo‐only based platform  for the Vail Summer Bluegrass Concert Series will be critical to reach an  alternative audience. Instagram implementation is free.    • YouTube – We are a music experience so we’ll need to generate as much interest  through video content as we can. We can assume that a large percentage of our  attendees are fans, but for those who are not, especially those who are  considering a trip to the region should have readily available access to videos of  our performers. The Vail Summer Bluegrass Concert Series will     12/3/2013       create its own YouTube channel to self‐promote but will also share existing  content.  .     E‐mail Marketing ‐ The team behind Lakeside Stride, LLC is well‐versed in e‐mail marketing and  campaigning. This marketing plan suggests that the Vail Summer Bluegrass Concert Series  either consider building its own list of target e‐mail addresses or working alongside an existing  publication (web‐based and print) to target our specific desired demographic. The goal is the  position our concert series in the “push” environment where communications can be targeted  at our key potential audience based on interest extracted from web‐based data, in‐person  discussions, hotel leads, etc. Our e‐mail marketing campaigns will be tailored according to the  desires of our target audiences (ie., “Stay 3 nights, get the Wednesday night at x% discount).  Purchasing lists can be pricey so this plan will suggest we move towards the latter option of  piggy‐backing on an existing e‐mail list through local hotels, merchants, restaurants and  publications.    Activation ‐ The Vail Summer Bluegrass Concert Series will be held in Vail Square at the  Arrabelle. That being said, it is our utmost intention to draw attention many of Vail’s offerings  through activation. Our team will look to partner up with local music stores, children’s  programs, radio stations, etc, to “spread the wealth” of our world‐class performers across the  Town of Vail to generate further and deeper interest both in our event and in all of Vail’s  offerings.    Print Media ‐ The Vail Summer Bluegrass Concert Series will strongly consider ad placements  in key media outlets. The goal is to reach the specified demographic, from within the Town of  Vail to potential international tourists. We will carefully consider existing relationships with the  Vail Daily, the Denver Westword and several other large scale publications to position this  brand. We will also utilize the PR expertise of those at Lakeside Stride, LCC to generate free  article placements in key publications surrounding the efforts behind our brand.    6. Implementation Plan    Rolling the Vail Summer Bluegrass Concert Series business model out into a saturated music,  travel and local market may be difficult but can be accomplished with successful  implementation of this marketing plan. Taking our proposed budget (Attachment 2), in‐kind  donations and sponsorships into great consideration, the Vail Summer Bluegrass Concert  Series will heavily rely upon its ability to promote in both traditional, but also cost‐effective  non‐traditional, yet creative manners. The intentions are that this concert series will enter the  marketplace by January 2014 with a fully announced, world‐class line‐up of     12/3/2013       performers, partners and sponsors and will begin capitalizing through traditional and non‐ traditional media, public relations and communications efforts shortly thereafter.    Success will be evaluated based on sales tax revenue, “heads in beds,” promotional sales,  increase in mid‐week foot traffic in Vail and Lionshead Villages and the ability to keep spending  at a minimum while creating a highly effective impact on all stakeholders, guests/attendees and  the media. Because Vail strives be “like nothing on earth,” this marketing plan, from  development to roll‐out continuously emphasizes the value add in world‐class bluegrass  performances in a world‐class venue with world‐class lodging, dining and retail. Giving the Vail  Summer Bluegrass Concert Series the opportunity to propose its value is the first step in  generating, but also maintaining the already established notion that Vail is truly like nothing on  earth.    7.  Evaluation    The Town of Vail and the CSE will evaluate the success the inaugural Vail Summer Bluegrass  Concert Series from a sales tax revenue and “heads in beds” perspective. Additionally, the  Town of Vail and the CSE will hold the Vail Summer Bluegrass Concert Series accountable  against any reporting, measurement and analytical tools that may already be in place for  consideration in the long‐term life of our series.  12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 1 of 20 DRAFT Minutes: Town of Vail: COMMISSION ON SPECIAL EVENTS (CSE) MEETING Antlers at Vail Condominiums and Conference Center Wednesday, November 6, 2013 @ 8:00 a.m. CSE Members Present: Jenn Bruno Amy Cassidy Dave Chapin Barry Davis Rayla Kundolf Bobby Bank Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Others Present: Haley McNeill, Acting Secretary for the CSE, contracted through the Vail Valley Partnership (VVP) Brian Nolan, Sarah Franke, Ruthie Carlson: Group 970: Vail– Beaver Creek Restaurant Week John and Jodi Knight: The America Cup International Fly Fishing Tournament Beth Pappas, Jamie Gunion and Joel Rabinowitz: Vail Recreation District (VRD) and Kids Adventure Race (KAR) Helene Mattison, Grand Traverse Adventures (KAR) Brian Hall: Blue Creek Productions John Stone, Jamie Stone: DiscoverWell Stephan Schmid: Sonnenalp Resort Missy Johnson, Katie Tille: Highline Robin Litt, Vail Jazz Foundation Cabal Yarne, Frank Hall, Amad Akkad: Lionshead Merchants Association Sandra Perrig-Holst, Vail Valley Partnership (VVP) Greg Moffet, Angela Muller, Chris Chantler: Taste of Vail Laura Lodge: Big Beers, Belgians and Barleywines Jon Boord: Solaris Carl & Cynthia Bruggeman: Speckled-Hound Consulting Scott Bluhm, Mike Imhof: Vail Valley Foundation Jim Soran: Vail Lacrosse Shootout Cathy Ethington, Scott Robinson, Heidi Heltzel: Can Do MS Michelle Maloney: Vail Valley Charitable Fund 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 2 of 20 Laurie Asmussen: Eagle Valley Events Ariel Rosemberg: Lakeside Stride Rhonda Jackson Sams, Ray Sams, Kristen Texler: Vail Soul Music Festival Mark LeVarn; Vail Farmers Market & Art Show Michael Holton and Meg Stepanek: Vail Valley Medical Center Steven Wallis: Colorado Events Doug Landin, Taylor Slaugh, Don Welch: Vail Automotive Classic Sven Bean: Alliance Media Group James Gill, Francesca Conte: Bad to the Bone LLC Leon Fell: King of the Mountain Volleyball Sean & Cory Glackin: Alpine Quest Euginnia Manseau: Ski & Snowboard Club Vail Meeting Materials may be viewed at: http://www.vailgov.com/WebLink8/Browse.aspx?startid=34151&row=1&dbid=0 CSE Chair, Jenn Bruno, called the meeting to order at 8:08 a.m. Administrative Items: Approval of the Minutes of the CSE Meeting of October 2, 2013  Motion to approve the Minutes of the meeting of October 2, 2013, as presented. M/S/P: Kundolf/Davis/Unanimous. The motion passed 6-0. CSE Member terms expiring December 31, 2013: Bobby Bank and Rayla Kundolf. Neither is term limited. Sonny Kerstiens resigned, effective October 21, 2013, to take a position in another state. Jenn Bruno and Dave Chapin were elected to Town Council, and are ineligible to serve on the CSE after they are sworn in on November 12, leaving a total of 5 open seats on the CSE. “Persons interested in serving on the CSE board should submit letters of interest and experience to the Vail Town Council, Attn: Tammy Nagel, Acting Town Clerk, 75 South Frontage Road, Vail, CO 81657 by mail or in person no later than 5:00 p.m. on Tuesday, November 26, 2013. All applicants will be interviewed by the Town Council at their afternoon work session on Tuesday, December 3, 2013, with appointments to be made at the evening Council meeting on December 3, 2013.” Qualified applicants must be Town of Vail residents, business owners, property owners, or those who are employed by a Town of Vail business. New appointees to the CSE may attend the December 4th CSE meeting, however since they will not be sworn in until after the first of the year, they will not be eligible to vote. 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 3 of 20  Motion to appoint Barry Davis to replace Sonny Kerstiens as temporary CSE Vice- Chair through December 31, 2013. M/S/P: Cassidy/Bank/Motion passes 5-1, with Kundolf voting in opposition. Review of Strategic Policies and Procedures for Determining 2014 Funding Allocations: VLMD can help fund in marketing of events. Budgets have been allocated, but for specific events, forwarding a request for further consideration must be included in the motion at the next meeting. The CSE is to work with in the budget for the budget allocation process. Changes in the minutes for the October 2 meeting include more administration support through Dec. 4 meetings and selected marketing support for specific events. Discussion ensued regarding the partnership with the CSE and Vail Lacrosse Shootout Changes to event producer RFQ Create packet materials. Event producer needs to know what is expected without too much paper work. Job will be posted on Nov. 7 and the top 3-4 candidates to be interviewed by the CSE on Dec. 4 and appointed on Dec. 31. Remaining funding administration personnel has been allocated to the VVP for meeting minutes through Dec. 4. CSE funding allocation score card tally’s need to be given to Navas by noon on November 7, in order that the November 11 meeting can be posted by Friday afternoon. Kundolf offered to assist with score card processing over the weekend. Numbers will be a point of departure for discussion. Numbers must not exceed the budget of $843,300. Any event holding outstanding debt to the TOV will result in no funding from the CSE. OK to ask producers if venues have been secured. Chapin explained this is fair. Tier 3 events are those receiving less than $10,000. These events will receive their allocation in one payment and will not be required to provide independent event survey data as part of their recap to the CSE. Tier 2 events are those that will be required to provide independent survey data and to participate in the marketing check list program. Tier 1 events are not required to participate in the marketing checklist program, but will also be required to provide independent survey research data as part of their recaps. Both Tier 1 and 2 events will receive their allocations in three installments: #1 upon signing the Letter of Agreement, # 2 upon meeting required marketing and Special Event Permit requirements, and # 3 following the presentation and approval of a full event recap. All categories of events are requested to submit any marketing materials to the Town of Vail for “brand” approval. Changes made to the event spreadsheet sent out to CSE on Nov. 4 included: Vertical Express: request for $5,000 Tour of Vail change in proposed date to June 13-15 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 4 of 20 With respect to the list-form calendar that was distributed the events highlighted in pink indicates events that are likely to have more than 5,000 attendees on a single day; information as requested by the Police Dept. Finally, the Pro Dog Challenge event, shown on January 24, will most likely be cancelled. Kick It 3v3 Soccer representatives were unable to attend, but communicated their plan to use the Edwards soccer fields for the 2014 tournament only. They plan to host a “pre-event Opening Ceremony” gathering in Lionshead on Friday evening, and reproduce the “King of the Pitch” again in Solaris on Saturday evening. Vail Rocks! was also unable to send a representative, as they are presently traveling. Howard Alan Arts Festivals and the Vail Film Festival producers agreed to be available for questions via phone. Review Financial Status and Approval of 2014 Budget Proposal:  Motion to approve the 2014 Budget as presented. M/S/P: Kundolf/Davis/Unanimous- The motion passed 6-0. Review and approve RFQ for CSE/VLMDAC Event Liaison: McDonald explained that the revised RFQ puts a stronger focus on administrative support to the CSE Coordinator than the previous version. Marketing support for individual event will be determined by CSE direction. The position will be funded as a 50/50 split between the CSE and the VLMDAC, with each entity contributing $15,000 towards the position. Kundolf clarified that activation and marketing support would be directed and accepted by December 4th. The intent is to post the RFQ by the end of the week, with an application deadline of 3:00 p.m. on November 22, narrow the field to a maximum of 3 by December 2 and interview finalists on December 3. The CSE will listen to presentations, and make an appointment at their meeting on December 4. The contract term will be from January 1-December 31, 2014.  Motion to approve the RFQ and decision making timeline for CSE/VLMDAC Event Liaison in 2014, as presented. M/S/P: Chapin/Kundolf/Unanimous. The motion passed 6-0. Review strategic policies and procedure for determining funding allocations: Presentations/Q&A/Review: 2014 CSE Special Event Funding Applicants Taste of Vail: Chris Chantler, Greg Moffet, Angela Mueller Debut of Rose event confirmed for Wednesday evening in Lionshead, and the hope is that it will encourage people to stay an extra day for festival. If “done right” this is will be the national debut for pink wine. Not a traditional demographic appeal, looking to expand demographic to include more women and millennials. CSE is looking at a 10 percent cut in event funding – can the lamb event function without funding in order to fund rose event? No profit taken out of event – this event is for Vail. Objective for 2014 is to grow event, to reach a wider national and 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 5 of 20 destination traveler. VR is helping to market via social media and they placed an ad in Epic magazine. Event no longer benefits charity; the goal is to promote Vail lifestyle. Event has received national publicity as a top national food event. Not looking for TOV to be sole sponsor of event, actively looking to develop relationships with other sponsors. Lionshead Rose event to include Lionshead restaurants that are not normally included in Taste of Vail. Hired Marie Higbie as a sponsorship director and Kristin Yantis for PR. Biggest secured cash sponsor? Answer - none. Pre-event discussion about appropriate trash containment is necessary. Looking to hire Honeywagon to address the annual trash issue post event. Is there a secondary place for on mountain picnic? Answer – another option is established, if there is adequate advance warning of inclement weather. “We fully intend to do something different with Grand Tasting; it’s a matter of money but looking to make it appear more of a lifestyle event.” Kundolf pointed out that there is a cookbook possibility. Vail Culinary Demonstrations: Brian Nolan, Ruthie Carlson, Sarah Franke – Group 970 Plan to duplicate what the restaurant group currently does in Beaver Creek. Nolan remarked that this is the most successful activation that Beaver Creek supports. Culinary demonstrations draw a large number of spectators from all over. Speaks to culinary message from VLMD. Looking to erect a tent to host demonstrations for entire summer beginning June 27, or even by Memorial Day weekend in the future. Has worked with VR for locations that can be accessible, near ticketing offices and ideal for events. Crowds of 40-60 expected, 25x25 tent to accommodate kitchen and seating. Incremental tax generated? – Nolan can’t speak to what the reality is but he thinks it drives more traffic to restaurants post demos, more than any other marketing effort they have done in their 13-year history in BC. Have not yet met with Lionshead merchant association. Funding an ongoing event, not a new event. Funding mainly needed to buy a tent. Lionshead merchant group to contribute to this event through fund raising. If the demonstrations don’t work, Group 970 will back event. Willing to share event tent? Answer - ownership of tent open to Lionshead Merchant Association, CSE or share it with other events. Lionshead Merchant Association will take responsibility to maintain the tent. This is an opportunity to rent out tent for other events and generate funds. Every restaurant in Vail has the opportunity to hold a demonstration, Lionshead Merchant Association will program and run events. Each restaurant has to be willing to make portions for 60-70 people, complete menu prep, take down and do the actual demonstration. Schedule to be set in April – first come first serve for all restaurants. Will market schedule through summer. Wine might be an issue if part of the demonstration, and will be determined as part of the process. If wine in included in demonstration it will be no charge and will provide a pairing. Kitchen in the tent will be set up permanently through summer. Area for tent might need some electric utility set up. The restaurant group is hoping to get kitchen equipment sponsored through a contact of Nolan’s. Start early with schedule and expand over holiday weekends, etc. Unsure of reaction from restaurant community. Butler Tents looking to get a bid and provide information about size and color of tent. Event is something to draw people to Lionshead. Nolan remarked that if cost is less than allocation, funds will be returned to the CSE at the end of the season. • Navas remarked that what the CSE allocates should stay with event, returning to TOV will go to the general fund, not events. 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 6 of 20 • Kundolf – GoPro games could drive people to Lionshead. July 4th could be included in schedule. • Bank – cost of tent? - $8000 or more. Vail-Beaver Creek Restaurant Week, 2013 RECAP and 2014 Funding Request: Ruthie Carlson, Sarah Franke, Brian Nolan. Nolan – Valley came together for this event, really exciting collaboration. Thanks for everyone to get this event going. Entire allocation of funding was not used because marketing ad placement received discount after placements were made. Did not anticipate discounted ad placements. Website URL worked well for traffic. Ideas are in place next year for next year to add to the website. Depending on restaurant, some offers lost money others were not aggressive enough. Aspen looking to do event and hoping not to overlap dates. Overall, 45 restaurants between Vail and BC participated, 34 in Vail. Non-participatory BC restaurants are adjusting to make sure they can participate in 2014. Chophouse special went over extremely well, sold a lot of lobster. Negatives included: balancing profitability and marketability. Moving the event a week later. • Kundolf – this event worked. It was a very positive partnership. A lot of restaurants that did not participate were unhappy that they did not. Love the logo. • Cassidy – website was great. • Bruno – great response from locals. Edwards restaurants were jealous they did not participate.  Motion to approve the recap as presented and release the final funding disbursement, as billed*, to Vail-Beaver Creek Restaurant Week. M/S/P: Kundolf/Bank/Unanimous. The motion passed 6-0. *The event was originally allocated $21,500, had been paid a total of $14,833.67 but only billed the third installment at $4904.39, which resulted in $1761.94 less than the total that had been allocated, due to unanticipated cost savings. Big, Beers, Belgians and Barleywines, January 9-11, 2014: Laura Lodge Venue secured, no debt. The early January date of the event presents a calendar challenge. Funding would be used for staff time and marketing to ensure the event will grow and become self-sustainable and thrive. Currently the event does not fund either staff time or marketing cost. Looking for further funding beyond three years. Event could possibly move, it’s big enough for year round support. Trade sponsorship through brewers. Potential impact could triple 500 room nights. Difficulty to market to locals currently. Almost 100% of funding would be used for marketing. Cascade supports and invests in the event, currently contracted for next 3 years. Looking for joint effort to make it bigger and better. Timing of event is ideal. Lodging community very supportive by providing discounted rates. Vail Daily provides platinum level sponsorship, so does TV8. Other marketing efforts include Front Range press release distribution. Beer magazine trade ad currently runs as well. Funding will allow a year of support. Looking for a three-year push. Looking to expand room nights at Cascade from over 300 to 500 in 2014. EcoTransit provides free transportation to participants. Not looking to 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 7 of 20 expand down valley for travel liability reasons. Important to begin marketing effort ASAP for 2014 to be able to reach out to craft brew industry and create buzz throughout a year. Begin marketing for 2014 event after New Years Eve. Navas noted that 2013 dollars cannot be spent in 2014, and 2014 dollars cannot be spent in 2015. McDonald added that there might be a need to explain to the Finance Department the unusual timing of the funding vs. the date of the event which occurs annually in the first week in January. Feast! Vail, May 23-26, 2014: Katie Tille and Missy Johnson – Highline Great feedback. Need more lead-time for programming and marketing efforts to make this event more effective. Front Range chefs already interested in coming back for another event. For next event, looking to feature more of a lifestyle and culinary message. Looking to expand events to accommodate more people but keep intimate feel. There are a lot of ways to enhance last year’s event by engaging more restaurants and encouraging guests to experience restaurants. Highline cannot produce the event with out funding. Looking to make a Memorial Day the summer kick-off. • Bank – like to see more on Feast earlier. Less of a last minute scramble. Continues to dislike the name: Feast does not align with health and wellness message. • Bruno – working with Taste of Vail would be an easy way to get the word out. Would love to see more restaurants involved and something to do on Saturday. Working with the restaurant community to accommodate needs. • Kundolf – we may not make mark on this event because of the reduction in this year’s funding. Make event better, not grow it. If we don’t fund this, the event will not happen? Answer – yes. Gourmet on Gore: Katie Tille and Missy Johnson – Highline Hit full stride this year. Elevate open air tasting. Focus on the overall experience. Sponsorship was helpful in bringing more community engagement. 34 participants. Without funding the event won’t happen. Looking to improve communication and placements of tents. • Chapin - Agency fee does not wavier, flat fee? Marketing done in house, room to move in the budget. • Navas – from a production perspective Labor Day weekend was difficult due to large crowds. We need to be more sensitive to merchants and the placement of cooking equipment. Spring Back to Vail: Katie Tille and Missy Johnson– Highline This coming year’s changes will include a full week, starting with head liners and ending with pond skimming to capitalize on Easter week crowds. Event still funded by Vail Resorts and robust marketing platforms via VR are used to promote event. Not sure if event funding will increase from VR. This year is different than last year because it’s not the 50th. Concerts on Easter have generated good for crowds in the past. In past years, expo weekends happened twice and there is a possibility for that again this year. No plan for additional headliner concert on the second weekend. This year will be a more official close of season, weather pending. 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 8 of 20 Event has gained traction as the end of year celebration. Marketing messaging to shift. Operational funding outweighs marketing funding. Vail America Days: Katie Tille and Missy Johnson– Highline No event debt. No location secured yet. Looking to have programming be parade, fireworks and following day evening entertainment to expand the weekend stay. We heard great feedback for food, atmosphere and overall event. Solaris is a great place but there are issues with layout and there is room to move the event. Looking for any CSE direction to make the event better. Focus on Friday event and streamline event based on what worked. The 5th is incorporated to capitalize on the families still in town. • Bruno – if you could not get Solaris plaza? Answer – change venue. Ok to co-exist with another event? Answer – would depend on the event. • Navas – fireworks still an issue for location depending on what type used. More conversation needed. Jon Boord, representing Solaris request for July 4th programming in their plaza. No plan yet. Goal is to do something similar to what has been done in the past. Something that includes food, drinks and music. Maybe opening grass area for kids. Spoken to Matsuhisa, Bol, Yetis Grind and Cinebistro to provide food. We have no problem working with Highline. Looking to do something within comfort level. Events open to public. Looking to utilize and promote Solaris vendors. Not asking for funding, would partner and collaborate with Highline. Volume and quality is an issue. I want don’t vendors “smoking out guests.” We don’t want overlapping vendors from outside competing with Solaris vendors. Communication must take place for this event to be successful. This event is about the guest experience. Oktoberfest: Missy Johnson and Katie Tille – Highline Sports & Entertainment No changes. Would include good food and authentic beer again this year and continue emphasis on enhancing a more culturally traditional atmosphere. Lionshead was a great success. Look and feel of event was great. Gained local traction. This event has evolved. We saw huge crowds both weekends but it’s definitely a mix of front rangers and destination guests. It is a risky event; if it rains crowds pour out. Two weekends equals two authentic experiences for the guests. • Kundolf – Can we spread the event past Lionshead to include more local business like Sonnenalp and Alpenrose. Lionshead is more of the destination guests and Vail more local. • Bruno – Bring the experience up in Vail. Don’t change Lionshead. Navas - SnowDaze, Holidaze New Years Eve recap to happen after events have taken place. -Skipped break Noram Cup: Euginnia Manseau - Ski and Snowboard Club Vail 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 9 of 20 This year - first ever free style event, only a few in Canada and North America. Will also host Alpine race and expand discipline and to host more international athletes. A lot of athletes train in early season when the town is empty. Have partnered with local hotels to give guests incentive to stay in Vail, as there is competition in Summit County. Looking to run similar to the existing Alpine race and attract a world-class level of competition. Vail Valor Races: Carl & Cynthia Bruggeman - Speckled-Hound Consulting Memorial Day weekend – great turn out at Manor Vail. Would like to partner with Highline during Feast! weekend for start of summer. We have a single focus on Valor Races. It’s a road race – 192 participants from 18 states in the first year. Additional funding would be used for national ad campaign. Would like to include a Sunday event for service dogs, since so many attend the race. The funding request is higher to incorporate everything including website development, national awareness and programming for a two day event. Want to be able to celebrate Memorial Day with a color guard and national anthem singer. Able to do this event last year on small scale. It was a very heart warming experience. Working with Vail Veterans Program to provide more speeches from high-ranking officers. Without funding the event will still happen. Two meetings so far with Highline and Vail Veterans to make sure the event will get bigger. If we move the event it will be more in the Vail core so that post event, guests will be in Vail Village. We’d like to have a mess hall post race featuring military chefs. Road running events are very popular and people will travel to participate in them. People want to come to Vail. Around 3000 postcards distributed via gorilla marketing. Really want to leverage the positive buzz of the race from last year. When we look at participant numbers, we could double numbers. Want to put on a really good Vail event. • Kundolf – partnering with Highline is good for marketing and will help build the event. Suggestion to figure out with will sell and make it an iconic event. • Bruno – you exceeded your numbers from last year. • Cassidy – Feast needs a Memorial Day event to celebrate the spirit of the holiday. Vail Whitewater Race Series: Sean and Cory Glackin – Alpine Quest The race was an evolution of the previous demo events. This year went well but could improve and grow. More time available this year to plan and develop sponsors. Last year’s event was planned in less than a month. Still will be a race series, with awards ceremony and points system. Want to bring more to event and build on race each week. With participants, crowds will be there weather pending. No debt and venue secured. It is possible to have too much water for race. Only one race canceled – when water hit international bridge. Second week was much lower than first but we were still able to pull it off with lower water. • Kundolf – you brought more energy to event this year. GoPro Mountain Games: Scott Blum & Mike Imhof – Vail Valley Foundation Last year was the first year with GoPro as sponsor, they took a passive approach. Much more activation expected from them this year. Looking to push TV show with GoPro help. Year-after- year we try to take a pledge to take a reduction in funding request with a base of $95,000. Looking to add an event in Lionshead: “The Bad Ass Dash” obstacle race- same producer as 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 10 of 20 Dock Dogs. The race includes 25-30 obstacles on and off Vail Mountain, visible from Vail Village with a start and finish near gondola. Year one statistics – 3000 athletes now, joint venture licensing. In year one, we would lose revenue with expectations to grow the next year. Asking for additional seed money for a bridge in year one. In year two or three participant fees and sponsorship would create revenue to move an event to Lionshead long-term. This event could include 3-5 thousand participants. We think it has legs. This race would not be as extreme as Warrior Dash or Tough Mudder type of event, but more attainable and “on brand,” and would include a canine component. Would return to reduced funding base after a year of exposure. The event won’t steal from Vail Village. VVF has no debt and location is confirmed. No hard and fast decision if increased funding isn’t possible. The next step in being credible in the sports broadcasting world is live footage and moving to a portion of weekend with live production which would help with sponsorships. • Kundolf – they listened to merchants asking for an event in Lionshead. • Cassidy – would this benefit Autism Speaks? Answer– not as large as stand alone events but we will respect their current charity. • Bank – can GoPro handle 6000 athletes? Yes – because of the joint venture. We are hoping for 1000-1200 participants. The event would seem seamless with third party producer. • Chapin – Have you reduced media spend? It is substantially less. Answer – no we’ve tripled media spend. Highest funded event. Chapin– your labor went up in 2014, what is number one labor expense? Answer – the VVF is adding 8-10 people as ramp up for the 2015’s. We get more bang for our buck with GoPro Games than anything else we do. King of the Mountain – Leon Fell Thanks for helping to take this event to the next level last summer. The amount requested is $15,000, $30,000 would be for a special event. This year additional expenses to compensate for not having Ford Park fields. Moving event to Eagle-Vail fields. Marketing efforts will have to take place to convince participants to attend. Looking to keep clinic in Vail, possibly at Donovan Park, which would create additional costs for the one day of work. National marketing increased last year through national magazine expose and sponsorship. Both post event and preliminary. Special event worked to bring additional people to Vail and to the event, increasing numbers. Need to have a special event to keep those numbers up. All dependent on scheduling, current scheduling conflicts include Olympic qualifying events. Kerry Walsh- Jennings was a major draw and she would like to attend – barring any scheduling conflicts. The AVP would like to come back in some form – some kind of shoot out event with special courts and live streamed with CBS sports. • Kundolf – Looking at budget what is Kerry Walsh-Jennings price? It varies on application. Answer- we will not get her back again for the same price. We don’t know what price it will be yet. • Banks – if you come up with a pro event, it’s an entirely different proposal that you need to come back to us with. • Bruno – Will there be fewer or more teams with Eagle-Vail fields? Answer - perception is what might affect attendance. We have to spend extra time telling people it won’t affect the tournament. 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 11 of 20 Vail Lacrosse Shootout – Jim Soran Last year was 35th year in Vail. This year the challenge will be Ford Park and W orld Championships taking place in Denver. Approach this year is to get 24 teams in all divisions. Many teams are still planning to commit to the Shootout as a preparatory participation for championships. Challenge is growing the women’s elite groups. Looking to promote that nationally to get more participants. In the long run it’s an opportunity to grow it for years to come. We would like to use some the funding to be a partner with international teams to come here and increase our number of teams through the years. We held a local clinic with 25 participants. Hoping to do that again at Donovan Park. Considering a night game to accommodate an Israeli team. Other venues have been explored for that night game – Joel from Vail Recreation District suggested Homestead Peak School. • Chapin – World Games is an opportunity and it’s good you’re looking at it that way. • Cassidy – is this the first time the world games would be hosted in CO? Answer – Yes. • Navas – are you comfortable with the venues? Answer - Yes – VMS was a nice mix Kick it 3v3 Soccer “Vail Super Regional” – not present Keen Kids Adventure Race: Jamie Gunion and Beth Pappas – Vail Recreation District With appropriate funding we are confident that we can pull off a 3 day race. Would be broken down in beginner, intermediate and expert. Parent-child race is possibility next year. Would continue doing an expo. Event will still include optional skills clinics. Family components and other ideas to expand on the “unplugged bonding time” for families. There is a lot of opportunity to expand and the last 3 years has proven how much it can grow. Venue Mountain Plaza is confirmed, Solaris is not. Mountain Plaza would be ideal for expo area. If we keep it at Solaris we will have to close street and re-route busses. Vail Resorts marketing – looking to create partnership. Looking to have someone sell sponsorships locally. • Bruno – this is the most unique events in the country and you’re underselling to everyone but us. • Kelli – were you able to get enough volunteers and can you get enough this year? Answer – yes people really enjoy it. Three days will be a challenge though. • Kundolf – you have a great asset in Billy Mattison, get him in front of people to promote the event. Tour of Vail: not present, Dieter Drake available to contact by phone Choice of dates dictated by USA Cycling calendar. The America Cup International Fly Fishing Tournament: John Knight Hand out – updates 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 12 of 20 17 teams of 20 spots have already signed up. Increase to 20 teams should not be a problem. Increasing size is to prepare for World Championships. Taking a different marketing angle: set up speaking opportunities in Front Range. Front Range exposure should help with volunteers and awareness. Worked with Apex Holiday Inn to create a deal for people who come a week in advance. Merchant activation went well and the event saw success as a result. For funding, doubled what was previously asked to get more marketing help, specifically with Highline to help with World Championships and help with opening and closing ceremonies. Money will also fund John to go to Czech Republic in June to be behind the screens of this year’s world championship fishing event. Europe is a huge market for these events and many European teams come to Vail for the event every year. • Navas – will the championship help with sponsorship? Answer – Yes, partnership with Healing Waters has lead to free exposure through some national media. Money is already set aside to help from 2016. Keep on radar for next fall. Funding request in June. UROC Ultra Race of Champions: James Gill and Francesca Conte – Bad to the Bone, LLC No complaints from merchants. Not a lot of spectators. Biggest complaint was marketing and participant levels. Venue is secure for next year. Racers started in Breckenridge, finished at Mountain Plaza. Great year for the event in its first year in Colorado- previously held in the Blue Ridge Mountains. The event also served as a world final for Sky Running event and attracted international media. Race went off without a hitch. Media coverage interest from CBS, senior producer from 60 Minutes came to Vail for race. Survey results indicated that 43% stayed in Vail for more than 5 nights. ROI data was from Lodge of Vail and they conducted a survey to gather more data. Vail and Colorado is a really good match for event. Race site looks good to be secured. Not looking to be part of the Sky Running series again next year. Considering Lionshead for event; Mountain Plaza finish line was ideal, but if it could work in Lionshead they are open to it. Resurrection of Fighting Alliance: Sven Bean National Mixed Marshall Arts (MMA) event. Not a new event to the town, Sven has been part of similar events in Vail. Event would include a partnership with Mark Cuban access TV. Dates held with TV partner for up to a year. Looking to partner with events since this is a night event. Demographics are 50/50 male and female. Event producer does events in Denver. Partners based in LA, Vegas and Colorado. Production all done locally in Denver. Looking to do the event at Dobson Ice Arena. Set up is very mobile and can work with different types of venues. Event producer has previously done events at Dobson and is familiar with logistics of Dobson. Dates are held with network and would be selected based on how the event could help Vail. Ideally would be Friday or Saturday night. MMA is a sanctioned sport, and features Olympic caliber athletes. This event will be much different than previous events held by Sven in Vail before, due to different partners involved. Would like to work with local Inyodo Martial Arts studio to include children and other local martial arts competitors. Sven stated: The event fits with the Vail brand because it represents a place for world-class athletic events and entertainment. MMA is sanctioned in 48 states, and is an international sport and entertainment event, operating under the motto of “Honor, Respect, Tradition.” 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 13 of 20 • Bank – this event allows us to spread out calendar and bring national attention during an off time. Break for lunch 12:00 Vertical Express: Heidi Heltzel , Cathy Ethington, Scott Robinson – Can Do MS 2014 is 30th anniversary of Can Do MS and 50th anniversary of Jimmy Huega’s medal winning race. Headquartered in Vail Valley and does national programming. Plans to market to Front Range, all ages and abilities. Goal is to raise awareness about MS and to provide funding for programs. VR is providing trade. Programs aimed at health and wellness message. Looking at a 500 participant goal. This is an anniversary year for event and they are looking to include previous racers who have raced with Jimmy Huega. Application was clear and precise. Valentine’s Moonlight Snow Shoe: Michelle Maloney – Vail Valley Charitable Fund (VVCF) VVCF offers grants to locals suffering medical crisis. Has not done an event in Vail in recent history. Looking to do a brand new event on Vail Mountain. Snow shoes (150 pairs) have already been donated by Specialty Sports. Partnership with Garfinkle’s to host post event party. Event would include a ride up gondola and snowshoe down. Presidents Weekend not a need time for events. Event will proceed without funding. Estimated up to 150 participants. Event about serving community and wellness. Pink Vail: Michael Holton: Vail Valley Medical Center (VVMC) Money would be allocated to marketing to destination guests. Positioning as signature event for Vail Mountain and moved weekend to fill need time. Last years numbers were hurt by I-70 closure and filled hotels. CSE dollars would be used specifically to market to destination visitors and uphold brand promise. Biggest ski day for cancer in the world and this event has potential to be “like nothing else on earth.” Looking to partner with Taste of Vail Rose debut event. Event has outgrown previous venue. Looking to move to top of mountain or Arrabelle Square. Expecting around 2000 people,70% women, attractive to 40 year old demographic- a “need” category for Vail. Planning to increase number of participants. Viral component of Pink Vail can’t be overlooked – half of donations were from out of state via social media. Emotionally charged event. 55 PR stories in 32 outlets. Event has earned best non-profit event in Colorado for two years in a row. Various social media awards. Event will happen without funding, but marketing to Front Range will not happen. No longer a music component. Holton developed event since joining VVMC. April is a good time for good lodging deals. Looking to engage all the Lionshead merchants and help promote individual parties. • Kundolf – Can national partners like GoPro help with marketing? Answer – yes but not with marketing dollars. • Kundolf – How is this proposed weekend a need weekend? It’s still Taste of Vail. Answer - Lodging need weekend. Vail Rocks – not present • Bruno – Do we get to suggest date? 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 14 of 20 • Sybill – Preferred August date – same weekend as Vail Soul Music Festival is requesting • Chapin – possibility to partner with Vail Soul Music Festival ? Vail Living Well Summit – Jamie Stone, John Stone, Stephan Schmid (Sonnenalp) – Discover Well Two Today Show anchors are interested in being the MC for the event. Event went well with the addition of two Living W ell events throughout the year. Sonnenalp has been big partner. Looking to do 3 to 4 more experiences. Strategic talks with internationally renowned institutions are taking place. Survey numbers coming back very strong, in the 90% range. Content and presenters were well received. Keynote Joe Montana was a hit. Asking for marketing dollars to market heavily outside the valley to bring people in. 42% of participants gave an address outside the Vail Valley. Launch parties, dinner parties and other word of mouth marketing efforts led to more visitors. Looking to target Vail feeder markets. The event helped the hospitality industry not just Sonnenalp. Although the Sonnenalp hosted, the event spread itself around to various restaurants and hotels to showcase Vail. Engaging CTO was a great expose. Worked with CTO late last year. Looking for a media sponsor. Feel free to provide desired topics. • Bruno – unique event providing opportunities to interact with presenters. Does that interfere with numbers? Answer – without loosing accessibility, more speakers, more time. Adding more general sessions. • Kundolf – you’re asking for marketing dollars to broaden national or Front Range? Answer –nationally, selectively. Vail Resorts helped to send out newsletters and helped to engage. Vail Kids Adventure Club LH: Brian Hall – Blue Creek Productions This coming summer the event will be moved to midday on Saturday. Better time for Arrabelle, and allows more space for the event to spread out. Weather is better earlier in the day, and fewer conflicting activities. Work with Lionshead to make sure people staying there are aware. Families are a mix of Colorado (not local) and out of state. Partners well with other TOV events and departments. Want to build sense of community. Also partners well with the Farmers Market to encourage Sunday participation. Looking to add an expo featuring local entities to attract more locals. Looking to hold program 11am-2pm – want to be primary activity not secondary. Building a kids app. to help build the Vail brand. Will go after more made for TV opportunities. Not looking to change name, looking to work with Beth to establish the name. (* so as not to confuse w/Kids Adventure Race) Optimistic for next summer. • Navas- Beth Pappas having the title close to the adventure race caused confusion. Vail Arts Festival: Laurie Asmussen – Sarah Franke & Cabel Yarne Lionshead Merchants 15th year in producing the event which draws 70 artists from 26 states. Great working relationship with Lionshead merchant group. Increased marketing and working on online presence. Working with Nichols interactive and web developer. Looking to increase festival hours into the dinner hour. Funding will go into marketing initiatives. Ski yard available this year and looking to include 100 artists in 2014. • Bank – willing to move to a week earlier? Answer - Yes. 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 15 of 20 • Willing to move it Vail Village answer – not interested in moving it to Village due to an emotional connection to Lionshead. Would rather have two arts festivals than one. • Cabel Yarne: – we’ve asked to increase size and quality of event and flush out craft artists to improve the quality of the event. “She deserves another year to make improvements.” Other stores in Lionshead are interested in different event producer. Cabel represents stores interested in working with Laurie. • Sarah Franke – split amongst merchants but not constructive conversation with event producer. • Bruno – would Lionshead want two events? Answer – excited for any event taking place there. • Robin Litt – dates might interfere with other events in the area. Howard Alan Events: not present – available via phone Frank Hall: Lionshead Merchants – On behalf of Howard Alan Events Art Festival Meeting and proper assessment with group needs to happen, they are trying but people have been out of town, etc. Wanted to bring a high end art show to Vail. Howard Allen has expressed interest in bringing a show to Vail. Artists are different at every show. He brings in successful artists that understand the Colorado market and successful track record. • Bruno - Would have been more beneficial to come to CSE with feedback first. • Chapin – have to make budgets work. Merchants and business community excited for LH events. We asked you guys to bring more events. Howard Allen has a good proposal and strong history. • Kundolf – we don’t choose which art fest, we just give money. • Navas – we give money with the understanding that the producer is expected to deliver a number of things. Long running events tend to have a lot of local support. • Navas – Vail is trying to pride itself on Vail brand events. Howard Alan’s’ event in Vail will be squeezed between Frisco and Beaver Creek. • Bank – if the LH merchants weigh in on events it will effect my decision. Vail Summer Bluegrass Concert Series: Ariel Rosemberg – Lakeside slide – Lionshead initiative Two year history in Denver for Bluegrass series. Great success in first year in Denver. Second year saw great success in the wake of a developing Denver area. Support of Lionshead Merchants. Partnership and cost sharing with Vail Jazz Fest. Funding would go to hire talent for a Wednesday events which can be a challenge. 5 nights of big name bluegrass music. Funding will determine what bands will be booked. Would include different F&B options to provide a versatile and desirable experience. • Kundolf – you have top bluegrass bands selected and it would bring people locally and regionally. • Robin Litt – would work well with Vail Jazz festival and have already discussed partnership. Colorado Craft Celebration: Steven Wallis – Colorado Events 12th year of Colorado Events, specialized in arts and crafts festivals. Looking to include a craft festival. Event producer holds events in Denver, Boulder and Estates Park for the vendors and 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 16 of 20 artists. Not looking to compete with other Vail arts festivals. Willing to do an event between May-October. Funding optional and would be use for marketing, entertainment and community art project. No issue with permit fee. Looking to draw destination visitors. Focus is hand crafted, Colorado made goods. Trying to make a distinction between fine arts and hand-crafts. Producer has 5-year experience with hand-crafted events but would like to do something different. Open to what the Lionshead merchants have to say. Open to change date-would prefer not to do event during USA Pro Challenge. Willing to do event without funding. Community art project would be a giant “paint by numbers” – already has artist selected. • Kelli – proposed weekend is same as Pro Cycling Challenge • Kundolf – How do you define crafts? Answer – “indie crafters” could include clothing, candles, art work, creative goods, repurposed goods. Merchandise that is not made in a factory but in Colorado. • Bruno – to who is your marketing targeted? Answer – local media. • Lionshead Merchants – Cabel- we weren’t aware of festival but willing to discuss further. Pro Cycling Challenge are usually days with the lowest sales in Vail. Colorado Grand: LH Merchants Enhancements and Recap – Sarah Franke Recap came via email no outstanding payments. Angie not present, but handles operational needs. $2000 from CSE went to brunch at Arrabelle and signage. LH Merchants gave less than $2000. Statewide Colorado Grand was asking for money to bring in a band for the finish line. Parties and gifts for drivers. Extra money in account. This event brings in such an ideal clientele. Targeting additional car clubs and casting a wider net. Booked 401 room nights in Vail for event. Good media coverage. Filled the town with the right crowd. Insurance permit needs to be covered. Sarah spoke to Angie via phone and she was willing to do the joint contract. • Cabel – shoppers very happy with event. Katie from Arriesgado put time in event and asking for funding for her efforts. Very successful event. • Navas- needs to be one agreement and one check. We don’t want to have two events and two promoters. • Kelli – precedence set for insurance provider and event activator with Highline for SnowDaze. Lionshead Fall Wine Festival: Laurie Asmussen & Cabel Yarne Worked with the LH merchants on new ideas. Looking for a fall wine event in Arrabelle to compliment the restaurant event. Wine and chocolate tastings working with the Colorado growers in Palisade CAVE represents 103 Colorado wineries. Wine and food related vendors. No arts and crafts-only food related items. Picked an off-season date to drive traffic that could help fill a need period. Working with restaurant community to make it a kick off for Vail-Beaver Creek Restaurant Week. Event could not be a weekend earlier. Wine and chocolate would be main focus. Art not a necessarily a part of focus. Laurie has spoken with restaurant group for partnership. Funding would be to make sure it is done well, signage and branding along with marketing. LH merchants to see a return. Would seek event sponsorship. LH Merchants have pushed for right size event with right vendors. 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 17 of 20 • Bruno – where would art vendors be? Answer – possibly upper area of Lionshead and in the Arrabelle square. Would like to see more specific focus. • Kundolf – keep it true to alignment. Holiday Events in Lionshead : Cabel Yarne & Laurie Asmussen Not a strong event in Lionshead. Was meant to fill a need time before holidays. LH Merchants have asked Laurie to move craft people from fine arts festival. “Ugly Sweater Run “proposed, holiday fair proposed. Vail Film Festival – Sean Cross not present but available via phone Estimated number of spectators is 12,000: ongoing conversation on how that is counted and review of funding proposal, including how they count an attendees. Cabo film fest got bigger names and received more funding from Mexico. Funding history discussed – Sybill will follow up with data. Vail Soul Music Festival: Kristen Texler, Rhonda Jackson Sams, Ray Sams After taking a year off to reassess event, looking to do more to engage the guests and aiming to do more to promote. Marketing plan clarified. Develop and provide information to guests about what to do while in Vail, outside of attending nightly concerts. We are more than music, it’s an experience. We witnessed a “discovery factor” among guests who weren’t familiar with area activities and recreation. Looking to create more early bookings. Have created packages to showcase Vail. Showcase to talent and sponsors the Vail brand/town. Atmosphere in Vail is unique and they want to target travelers looking for a unique experience. We learned the value of partnership and we want to be partners with Vail. Logistics and operations to be handled by Running Waters group. Hired local PR “Key Link” to replace Denver team that was not familiar with Vail brand. We know we need to partner with the experts. Vail Soul Music Festival resonates with media especially with direct flights. Jackson stated, “We want to be partners with Vail.” We finally learned how to be a far more strategic and viable partner and have developed Sponsors, PR, and operations teams to deliver a multi-cultural event unique in Vail. • Davis – Strongest aspect of this event is the musical talent - who is expected for 2014? Vail Rocks collaboration? Answer – have not reached out to Vail Rocks but aware of mission statement and goal, will talk to them. Have been talking to and exploring working with Vail Jazz. Talent expected – “names you know” coming out of Philadelphia and Detroit – cannot release names as they are not confirmed. Working to find the right balance. • Kundolf – who is event producer? Answer – Rhonda. Local partnerships named are from previous working partnerships. Will take a lot of coordination and licensing starting now to begin process. Answer – Running Waters will handle it. • Bruno – do you have any other sponsors lined up? Answer – sponsors contingent on Vail funding. Possible sponsors include McDonalds, All State, and Toyota. • Chapin – you had sales and marketing issues, last event what was your paid ticket sales? Answer -1800 but will come up with actual numbers. 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 18 of 20 Vail Farmers Market and Art Show Recap: Angela Mueller & Mark LeVarn, Meadow Drive Partnership Extended the market till October 6, the main reason being that many of the farmers’ crops came in late, due to a snowy spring season. Will keep it extended next year. Looking to work with Vail Restaurant week. 205,000 estimated guests. More Colorado made items and more produce will also continue. Intercept survey estimated 9,600 room nights for the market specifically. Town wanted to test composting element and it worked – town efforts should be applauded.* Estimated overall gross revenue $12.5M, $500,000 sales tax. Can’t calculate all sales tax, as only outside vendors were included. Sales tax can’t be mandatory submitted by law. Contract for sales tax collection to change and will include a booth. If they don’t pay they cannot come back. Some tents will be rearranged next year. Parking at Solaris was confusing so security spent extra time to clarify. • Chapin – How many farmer booths? Answer – 10, with cheese. 132 overall tents. No drastic change. • Bruno – How many tents next year? Answer - Same amount, if not more. • Navas – policy change based on sense from feedback that it was too congested and some basic safety concerns. This year tents were re-arranged to accommodate One Willow business frontage. • Bank – I don’t like when the stairs are blocked off but there is more room to walk east to west. Next year: Sponsorships – working on an auto sponsor. Realtors interested, will take only one sponsor, who will be chosen based on dollars. Asked for a gas stipend again this year – common trend in Colorado markets. Many farmers sell leftovers to restaurants. Gas stipend would be $50 per Sunday for 10 farmers. Hoping to sign-on15 farmers. Extra money requested is for gas and a water station. Big push for no water bottles, will sell reusable water bottles. Cost of composting $25,000 and came from Environment Sustainability grant as an experiment. • Bruno – can we promote that the town is composting? Kelli –Vail isn’t on cutting edge but will look to see if it is on budget. • Navas – interns manned composting for college credit through the Eagle Valley Alliance. • Chapin – no entertainment in budget. Response: Two bands will be included next year.  Motion to approve the recap as presented and release the final funding disbursement for the Vail Farmers’ Market. M/S/P: Kundolf/Chapin/Unanimous. The motion passed 6-0. *The Town of Vail provided $25,000 in funding to the Eagle Valley Alliance for Sustainability to develop and operate the composting and waste management program for the 2013 Vail Farmers’ Market. Vail Automotive Classic and recap – Doug Landin, Taylor Slaugh, Don Welch Doug showed images of Vail Village during event. Raised $13,000 for charity and it is growing. We’ve moved out of Beaver Creek entirely. Manor Vail now hosts Saturday night event. Manor Vail reported 28 rooms and many were scattered at various hotels. Started advertising in 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 19 of 20 Sports Car Market – premiere car enthusiast magazine in the world. Will do a car auction and expect to bring in huge numbers for cars. Car auction will take place at the airport. Car people like doing events on lawn maybe doing a tent and dinner at Betty Ford Alpine Gardens? Want to continue to grow the event and keep the event successful. Vail is a big part of the draw for this event. Hard to come up with the money to do everything we want to do. Hoping to get some CO Grand cars involved this year. Will keep doing it. • Bruno – is there income? Answer – so far away from that, doing it for fun and charity. We put a lot of our own money into this to make it better. Doug went to 9 shows to attract car owners and his own dime. • Kundolf – is $2500 for advertising? Answer – No, it’s for insurance and a new banner for Vail. • Navas – good patch of lawn in Golden Peak. Not sure how large relative to needs. Doug will scope it out. Is the request $2500 Vail only? Answer – this issue with security is for people on bikes and skate boards coming through Vail Village. Did not get security it was too expensive. Quote from VPD was $1500, around $100 per hour per person. • Kelli – we could do a dismount zone this year. Town can do it. Work with Sybill during map and permitting.  Motion to adjourn into Executive Session at 4:46 p.m., pursuant to: 1) C.R.S. §24-6- 402(4)(e) - to determine positions, develop a strategy and instruct negotiators, Re: 2014 Contracts. M/S/P: Kundolf/Bank/Unanimous. The motion passed 6-0.  Motion to adjourn from Executive Session at 5:30 p.m., and reconvene the regular meeting. No decisions were made and no discussion of unnoticed topics took place. M/S/P: Kundolf/Davis/Unanimous. The motion passed 5-0, as Bank had left the meeting at 5:20 p.m.  Motion to adjourn the meeting at 5:31 p.m. M/S/P: Davis/Cassidy/Unanimous. The motion passed 5-0, as Bank was no longer present. UPCOMING MEETINGS: CSE Special Meeting to determine 2014 Event Funding Allocations: Wednesday, November 11, 2013 @ 8:00 a.m. – 2:00 p.m. Antlers Condominiums and Conference Center Thursday, November 21, 2013 @ 8:30 a.m. Antlers Condominiums and Conference Center Joint meeting with the VLMDAC to present the CSE’s allocations for Special Events in 2014. Tuesday, December 3 @ TBD 12/3/2013 TOV/CSE DRAFT Minutes November 6, 2013 Page 20 of 20 Presentation to the Town Council (Evening Session): • Review of Events in 2013 • Present revised CSE Strategic Plan • Review and request approval for 2014 Special Event Allocations Wednesday, December 4 @ 8:30 a.m. Vail Town Council Chambers Regular monthly CSE Meeting 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 1 of 8 DRAFT MINUTES: COMMISSION ON SPECIAL EVENTS (CSE) SPECIAL MEETING Antlers @ Vail Condominiums and Conference Center Wednesday, November 11, 2013 @ 8:00 a.m. CSE Members Present: Jenn Bruno Amy Cassidy Dave Chapin Barry Davis Rayla Kundolf Bobby Bank CSE Members Absent: None Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Others Present: Haley McNeill, Acting Secretary for the CSE, contracted through the Vail Valley Partnership (VVP) Beth Pappas and Jamie Gunion Vail Recreation District (VRD) and Kids Adventure Race (KAR) Missy Johnson, Highline Scott Bluhm, Vail Valley Foundation Cynthia Bruggeman, Speckled-Hound Consulting Laurie Asmussen, Eagle Valley Events Meeting Materials may be viewed at: http://www.vailgov.com/WebLink8/Browse.aspx?startid=34151&row=1&dbid=0 CSE Chair, Jenn Bruno called the meeting to order at 8:05 a.m. Administrative Items: Navas reminded the CSE of the following timeline for Council’s appointments to the CSE: CSE Member terms expiring December 31, 2013: Bobby Bank and Rayla Kundolf. None are term limited. Sonny Kerstiens resigned his position on the CSE as of October 21, 2013. Jenn Bruno and Dave Chapin were elected to the Town Council, and therefor are ineligible to serve on the CSE after November 11, 2014. There are a total of 5 seats that are open for appointments. 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 2 of 8 Persons interested in serving on the CSE board should submit letters of interest and experience to the Vail Town Council, Attn: Tammy Nagel, Acting Town Clerk, 75 South Frontage Road, Vail, CO 81657 by mail or in person no later than 5:00 p.m. on Tuesday, November 26, 2013. All applicants will be interviewed by the Town Council at their afternoon work session on Tuesday, December 3, 2013, with appointments to be made at the evening Council meeting on December 3, 2013. For more information, contact Sybill Navas, CSE Coordinator, at 970-477-3551. Discussion and determination of 2014 Special Event funding allocations ensued, based on qualified responses to the 2014 RFP received and reviewed at the CSE meeting on November 6, 2013. Discussion and evaluation of each proposal was based on the event rankings as provided by the CSE in their scorecards following the November 6th meeting and which measured each application by specific strategic criteria. The proposals were reviewed in order, from highest to lowest, of the cumulative score received, as submitted by the CSE members’ Special Event Rating Grid scorecards. GoPro Mountain Games:  Motion to allocate $100,000 to the Vail Valley Foundation for the GoPro Mountain Games, a Tier 1 event. $15,000 of this allocation is designated to support the Bad Ass Dash obstacle race, which will be staged from Lionshead. M/S/P: Davis/Bank/Unanimous- The motion passed 6-0. CSE members agreed that should any moneys be returned to the CSE budget, they would first be allocated to this event. Vail Lacrosse Shootout:  Motion to allocate $15,000 to Colorado Lacrosse Promotions, Inc. for the Vail Lacrosse Shootout, a Tier 1 event. M/S/P: Chapin/Cassidy/Unanimous –The motion passed 6-0. It was suggested that the organizers consider allocating some of these funds for marketing the 2015 Vail Lacrosse Shootout at the World Championships in Denver this summer, and that the finals of the 2014 Vail Shootout be held in Vail. Gourmet on Gore:  Motion to allocate $45,000 to Highline for Gourmet on Gore, a Tier 1 event, contingent on obtaining a Saturday liquor license expansion into Gore Creek Promenade area. M/S/P: Kundolf/Davis/Unanimous - The motion passed 6-0. It was suggested that if Toyota is again a sponsor, more activation from them is necessary. Vail Snow Daze:  Motion to allocate $45,000 to Highline for Vail Snow Daze, a Tier 1 event. M/S/P: Cassidy/Bank/Unanimous - The motion passed 6-0 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 3 of 8 KEEN Vail Kids Adventure Race:  Motion to allocate $35,300 to the Vail Recreation District for the KEEN Vail Kids Adventure Race, a Tier 2 event, with the requirement of the addition of a third race day. M/S/P Bank/Chapin/ Unanimous - The motion passed 6-0 It was suggested that measures be implemented to increase destination involvement and to further increase sponsorship development. The America Cup Fly Fishing Tournament:  Motion to allocate $8,500 to John Knight for The American Cup Fly Fishing Tournament, a Tier 3 event. M/S/P: Davis/Cassidy/Unanimous - The motion passed 6-0 Kick-It 3v3 Soccer:  Motion to allocate $40,000 to North American Sports Group for the Kick-It 3v3 Soccer Tournament, a Tier 1 event. M/S/P: Cassidy/Chapin/Unanimous - The motion passed 6-0 The CSE encouraged them to pursue Vail Village and Lionshead activations, as well as to promote lodging for participants and spectators in Vail, particularly since the event will be taking place on the Edwards fields due to the Ford Park reconstruction. Spring Back To Vail:  Motion to allocate $35,000 to Highline for Spring Back to Vail, a Tier 1 event. M/S/P: Davis/Bank/Unanimous - The motion passed 6-0 Taste of Vail:  Motion to allocate $37,500 to the Taste of Vail, a Tier 2 event, with $20,000 designated to support the Lamb Cook-off and $17,500.00 allocated to the Debut of Rose event in Lionshead. It is strongly encouraged that this event work with TOV staff to help ensure that trash removal meets requirements. M/S/P: Kundolf/Chapin/Unanimous - The motion passed 6-0 Vail Beaver Creek Restaurant Week:  Motion to allocate $14,000 to Group 970 for Vail Beaver Creek Restaurant Week, a Tier 2 event, with the stipulation that the participating restaurants be listed in alphabetical order and not by community, and that the font size for Vail and Beaver Creek logos are allocated space equally. M/S/P: Chapin/Cassidy/Unanimous - The motion passed 6-0 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 4 of 8 Vail Living Well Summit:  Motion that the Living Well Summit be recommended to the Town Council for full funding at $35,000 under the new Life Long Learning category. M/SP: Cassidy/Davis/Unanimous- The motion passed 6-0 Feast! Vail:  Motion to allocate $85,000 to Highline for Feast! Vail, a Tier 2 event, with the following stipulations: • A fully developed marketing plan will be presented at the February CSE meeting • Partner with and support the Vail Valor Races • Implement the marketing and event planning earlier in the spring M/S/P: Davis/Chapin/Bank opposed – The motion passed 5-1 Vail America Days:  Motion to allocate $70,000 to Highline for Vail America Days, a Tier 1 event, with the following stipulations: • The event will be a one day event, on Friday, July 4th and will include management of the parade, fireworks and marketing • Highline shall work cooperatively with both Solaris management and the CSE • Traditional fireworks are recommended. Should drought conditions exist that would prevent this use, then suggest approaching the Town Council for additional funding to use the close proximity variety • Recommendation to the Town Council that this event become a line item in the overall TOV budget beginning in 2015. M/S/P: Kundolf/Davis/ Unanimous - The motion passed 6-0 Vail Rocks:  Motion to allocate $25,000 to Love Hope Strength Foundation for Vail Rocks!, a Tier 2 event, to take place from August 15-17, 2014. M/S/P: Chapin/Bank/Unanimous – The motion passed 6-0 The CSE requested that the names of participating/performing artists be announced earlier. King of the Mountain Volleyball:  Motion to allocate $15,000 to Leon Fell for King of the Mountain Volleyball, a Tier 2 event. The funding is allocated for support of the tournament only, and to assist in the additional cost of using the Eagle-Vail fields in light of the Ford Park construction in 2014. Should a new event from the AVP come forward, the producer must submit a new proposal to the CSE for any additional funding. M/S/P: Bank/Davis/Unanimous – The motion passed 6-0 Vail Oktoberfest:  Motion to allocate $42,500 to Highline for Vail Oktoberfest, a Tier 1 event. M/S/P: Cassidy/Davis/Unanimous – The motion passed 6-0 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 5 of 8 Vail Farmers’ Market and Art Show:  Motion to allocate $35,000 to the Meadow Drive Partnership/Vail Farmers’ Market, a Tier 2 event. M/S/P: Davis/Bank/Unanimous – The motion passed 6-0 Vail Film Festival:  Motion to allocate $35,000 to Colorado Film Festival, LLC for the Vail Film Festival, a Tier 2 event. M/S/P: Kundolf/Chapin/ Davis opposed – The motion passed 5-1 PINK Vail:  Motion to allocate $10,000 to the Vail Valley Medical Center for PINK Vail, a Tier 2 event, with the stipulation that this money be earmarked as marketing dollars and to work in partnership with the Taste of Vail to promote the Debut of Rose event. M/S/P: Chapin/Cassidy/Unanimous – The motion passed 6-0 Vail Kids Adventure Club in Lionshead:  Motion to allocate $20,000 to Blue Creek Productions for Vail Kids Adventure Club in Lionshead, a Tier 2 event. M/S/P: Bank/Kundolf/Unanimous – The motion passed 6-0 Colorado Grand LH Merchants Enhancements:  Motion to allocate $5,000 to the Lionshead Merchants Association for the Colorado Grand LH Merchants Enhancements, a Tier 3 event. M/S/P: Cassidy/Davis/Unanimous – The motion passed 6-0 Wednesday Night Vail Summer Bluegrass Concert Series:  Motion to recommend this new event, which would collaborate on the use of the Jazz Festival tent in Lionshead to the Town Council for up to $80,000.00 in supplemental funding, contingent on confirmation that the level of talent proposed in the application will be delivered. M/S/P: Davis/Cassidy/Unanimous- The motion passed 6-0 Navas was asked to confirm with Ariel Rosemberg and request that he attend the presentation to the Town Council on Tuesday, December 3rd. Colorado Grand Finish Line and Concours:  Motion to allocate $2,500 to the Colorado Grand for the Colorado Grand Finish Line and Concours, a Tier 3 event. M/S/P: Kundolf/Chapin/Unanimous – The motion passed 6-0 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 6 of 8 Noram Cup:  Motion to allocate $2,000 to Ski and Snowboard Club Vail for the Noram Cup, a Tier 3 event. M/S/P: Chapin/Cassidy/Unanimous – The motion passed 6-0 Big Beers, Belgians & Barleywines:  Motion to allocate $10,000 to Laura Lodge for the purpose of increased marketing for the Big Beers, Belgians & Barleywines Festival, a Tier 2 event. It was confirmed that marketing dollars could be spent in 2014 for the 2015 event, given that it occurs so early in January. M/S/P: Kundolf/Bank/ Cassidy and Bank Opposed – The motion passed 4-2 Vail NYE:  Motion to allocate $7,500 to Highline Sports and Entertainment for Vail NYE, a Tier 3 event. M/S/P: Chapin/Davis /Unanimous – The motion passed 6-0 Vail Automotive Classic:  Motion to allocate $2,000 to Doug Landin/Vail Automotive Classic for the Vail Automotive Classic, a Tier 3 event. M/S/P: Bank/Cassidy/Unanimous Resurrection Fighting Alliance: There was some discussion among CSE members as to whether this media event should be suggested for funding to the Vail Town Council, but after some deliberation the felt that it was not a strong fit for the “Vail Brand.” Vail HoliDaze:  Motion to allocate $55,000 to Highline for Vail HoliDaze, a Tier 2 event. M/S/P: Kundolf/Davis/Unanimous – The motion passed 6-0 The CSE recommended that this event be included as a line item in the overall Town of Vail budget, beginning in 2015. Vertical Express:  Motion to allocate $1,000 to Can Do Multiple Sclerosis for the Vertical Express, a Tier 3 event. M/S/P: Chapin/Bank/Unanimous – The motion passed 6-0 Lionshead Fall Wine Festival:  Motion to allocate $20,000 to Eagle Valley Events for the Lionshead Fall Wine Festival, a Tier 2 event. M/S/P: Bank/Cassidy/Davis opposed- The motion passed 5-1 It was noted that this event is positioned as a kick off to Vail-Beaver Creek Restaurant Week, and that the two events should work collaboratively on their marketing. 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 7 of 8 Vail Culinary Demonstrations: Although the CSE members thought this was an intriguing suggestion, they did not feel that the proposal was fully thought out, and that it should be brought back next year with consideration of incorporating a purchase of the tent into the Town of Vail capital budget, should the restaurant community support the concept. Vail Whitewater Race Series:  Motion to allocate $5000 Alpine Quest LLC for the Vail Whitewater Race Series, a Tier 3 event. M/S/P: Cassidy/Bank/ Unanimous, with Davis absent from the room the motion passed 5-0 Vail Arts Festival:  Motion to allocate $10,000 to Eagle Valley Events for the Vail Arts Festival, a Tier 2 event. M/S/P: Chapin/Davis/ Bank and Kundolf opposed – The motion passed 4-2 There was consensus among CSE members that this event’s 30+ year history in Vail deemed it a “Vail” event and that the feedback from the Lionshead merchants regarding this event and the other Arts Festival proposal was not made clear in a manner that represented the overall Lionshead Merchant Association. Laurie Asmussen committed to work with the organization to incorporate their recommendations. Vail Valor Races:  Motion to allocate $10,000 to Speckled Hound Consulting for the Vail Valor Races, a Tier 2 event, with the stipulation that the event must work in collaboration with Feast! Vail. M/S/P: Kundolf/Chapin/Unanimous – The motion passed 6-0 Vail Soul Music Festival: No funding recommended. Ultra Race of Champions: No funding recommended. Tour of Vail: No funding recommended. Holiday Events in Lionshead: No funding recommended. Valentine’s Moonlight Snow Shoe:  Motion to allocate $500 to the Vail Valley Charitable Fund in support of the Valentine’s Moonlight Snow Shoe, a Tier 3 event. M/S/P: Bank/Chapin/Unanimous - The motion passed 6-0 Colorado Craft Celebration: No funding recommended. 12/3/2013 TOV/CSE Minutes November 11, 2013 Page 8 of 8 Howard Alan Events Arts Festival: No funding recommended. CSE members felt that there was a lack of consensus from the Lionshead Merchants, and that their feedback needed to come earlier in the process.  Motion to approve total 2014 Special Event funding budget in the amount of $843,300, as proposed. M/S/P: Chapin/Bank/Unanimous- The motion passed 6-0 New Business: No new business was discussed. Adjournment:  Motion to Adjourn @ 12:20 p.m. M/S/P: Davis/Cassidy/Unanimous –The motion passed 6-0 UPCOMING MEETINGS: Thursday, November 21, 2013 @ 8:30 a.m. Antlers Condominiums and Conference Center Joint meeting with the VLMDAC to present the CSE’s allocations for Special Events in 2014. Tuesday, December 3 @ TBD CSE Presentation to the Town Council(Evening Session): • Review of Events in 2013 • Present revised CSE Strategic Plan • Review and request approval for 2014 Special Event Allocations The Town Council will also be interviewing candidates at their afternoon work session and will appoint new members for terms beginning January 1, 2014, and expiring December 31, 2015 at their evening session. Wednesday, December 4 @ 8:30 a.m. Vail Town Council Chambers Regular monthly CSE Meeting There will be no regular monthly CSE meeting in January, 2014 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Second reading of Ordinance No. 19, Series of 2013, An Ordinance Amending Section 12-21-2, 12-21-11 and 12-21-14 of the Vail Town Code Regarding Hazard Regulations and Setting Forth Details in Regard Thereto PRESENTER(S): Tom Kassmel ACTION REQUESTED OF COUNCIL: Approve changes to Ordinance 12-21-2, 12-21-11, and 12-21-14 in order to maintain in good standing with the National Flood Insurance Program. BACKGROUND: The State of Colorado has adopted higher standards for floodplain management. The major changes to previous requirements include provisions to freeboard, critical facilities, and floodway surcharge criteria. Communities have until January 14, 2014 to adopt local regulations consistent with the new standards in order to remain in good standing in the National Flood Insurance Program (NFIP) and be eligible for grant funding through the Colorado Water Conservation Board (CWCB). STAFF RECOMMENDATION: Staff recommends approving the changes to Ordinance 12- 21-2, 12-21-11, and 12-21-14 in order to maintain compliance. ATTACHMENTS: Flood Ordinance Memorandum Flood Hazard Council Memorandum Ordinance No 19 Series of 2013 12/3/2013 To: Town Council From: Public Works Date: 12-5-13 Subject: Ordinance 19 Series 2013 I. BACKGROUND The State of Colorado has adopted higher standards for floodplain management. The major changes to previous requirements include provisions to freeboard, critical facilities, and floodway surcharge criteria. Communities have until January 14, 2014 to adopt local regulations consistent with the new standards in order to remain in good standing in the National Flood Insurance Program (NFIP) and be eligible for grant funding through the Colorado Water Conservation Board (CWCB). Town staff previously sent the existing Town Ordinance, 12-21, to the CWCB NFIP Coordinator for compliance review. In order to be in compliance the ordinance has been modified as attached. II. STAFF RECOMMENDATION Staff recommends approving the changes to Ordinance 12-21-2, 12-21-11, and 12-21- 14 by second reading tonight in order to maintain compliance. 12/3/2013 To: Town Council From: Public Works Date: 12-5-13 Subject: Flood Hazards in Vail I. BACKGROUND The National Flood Insurance Program, administered by FEMA, was set up by congress in 1968 as a voluntary program to mitigate flood damage and losses. The Town of Vail has been a part of the NFIP since the early 1980’s and receives up to a 20% discount on all flood insurance policies written in Vail. In order to be a part of the NFIP, the Town of Vail has adopted a Flood Insurance Study (FIS), Flood Insurance Rate Maps (FIRM), and a Flood Hazard Ordinance. The FIS and FIRM designates the 100 year Floodplain along Gore Creek, which identifies the base flood elevations (BFE) along Gore Creek and its tributaries for a flood event that has a 1% chance of occurring each year. In recent history, the Town of Vail experienced this type of flood event in June of 2010. II. FLOOD HAZARD MAPS The Town has created interactive Flood Hazard Maps to allow the public to more easily identify where the approximate 100 Year Floodplain is located in reference to their property. The interactive maps can be accessed at http://maps.vailgov.com/SpringRunoff/ or pdf versions can be accessed at http://www.vailgov.com/subpage.asp?dept_id=179 III. FLOOD HAZARDS Flood Hazard locations in Vail are based on the 100 Year Floodplain maps identified above. However, flooding potential is a direct relation to the ability for the creeks and drainages to convey water and debris. Any amount of significant debris can clog any size culverts and/or bridges and cause water to reroute, causing flooding to nearby properties. 12/3/2013 Town of Vail Page 2 The Town is most susceptible to this type of flooding during the spring run-off season of May and June, as seen in 2010. During this spring run-off time the Town is on high alert for flooding. The Town monitors stream flows, issues press releases, provides sand bag stations for residential use, pre-prepares hundreds of sand bags for emergency use, and does high water checks at over 90 locations throughout Town. Those areas that have been previously damaged by reoccurring flooding include; -Heathers at Vail in East Vail -Bridge Road bridge (Gore Creek can overtop at this location) -Golf Course -Vail Village Streamwalk -Covered Bridge (downstream area) -Down Junction Bike Path retaining walls Other areas of concern include; -Any properties along Gore Creek or its tributaries -Rockledge, Forest Road, Beaver Dam Road mountain drainages -Low utility crossings, particularly low sewer line crossings in East Vail and Intermountain As with any natural hazard, flooding can occur almost anywhere at almost anytime. It is not necessarily tied to the amount of rain or snowmelt, it can easily be caused by a minor shift in a drainage way, caused by any type of debris (logs, trees, earth, rocks, trash, etcF). The Town works hard at clearing debris as soon as possible when notified. The most common removal for the Town is fallen tree removal. 12/3/2013 Ordinance No. 19, Series of 2013 ORDINANCE NO. 19 SERIES 2013 AN ORDINANCE AMENDING SECTIONS 12-21-2, 12-21-11 and 12-21-14 OF THE VAIL TOWN CODE REGARDING HAZARD REGULATIONS AND SETTING FORTH DETAILS IN REGARD THERETO WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town"), is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Vail Town Charter; WHEREAS, the members of the Town Council of the Town have been duly elected and qualified; WHEREAS, the State of Colorado has adopted higher standards for floodplain management; and WHEREAS, communities have until January 14, 2014 to adopt local regulations consistent with the new standards in order to remain in good standing in the National Flood Insurance Program (NFIP) and be eligible for grant funding through the Colorado Water Conservation Board (CWCB). NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. Section 12-21-2 of the Vail Town Code is hereby amended as follows: 12-21-2: DEFINITIONS: For the purposes of this chapter, the words contained in this section are defined as follows: ALLUVIAL FAN FLOODING: Flooding occurring on the surface of an alluvial fan or similar landform, which originates at the apex and is characterized by high velocity flows; active processes of erosion, sediment transport, and deposition; and unpredictable flow paths. APEX: A point on an alluvial fan or similar landform below which the flow path of the major stream that formed the fan becomes unpredictable and alluvial fan flooding can occur. AREA OF SHALLOW FLOODING: A designated AO, AH, or VO zone on a community's flood insurance rate map (FIRM) with a one percent (1%) chance or greater annual chance of flooding to an average depth of one to three feet (3') where a clearly defined channel does not exist, where the path of flooding is unpredictable and where velocity flow may be evident. Such flooding is characterized by ponding or sheet flow. BASE FLOOD: The flood having a one percent (1%) chance of being equaled or exceeded in any given year. BASE FLOOD ELEVATION: The elevation shown on a FEMA Flood Insurance Rate Map for Zones AE, AH, A1-A30, AR, AR/A, AR/AE, AR/A1-A30, AR/AH, AR/AO, V1-V30, and VE that indicates the water surface elevation resulting from a flood that has a one percent chance of equaling or exceeding that level in any given year. 12/3/2013 Ordinance No. 19, Series of 2013 BASEMENT: Any area of the building having its floor subgrade (below ground level) on all sides. BLUE HAZARD AVALANCHE AREA: An area impacted by a snow producing a total static and dynamic pressure less than six hundred (600) pounds per square foot on a flat surface normal to the flow and/or a return interval in excess of twenty five (25) years. CONDITIONAL LETTER OF MAP REVISION (CLOMR): FEMA’s comment on a proposed project, which does not revise an effective floodplain map, that would, upon construction, affect the hydrologic or hydraulic characteristics of a flooding source and thus result in the modification of the existing regulatory floodplain. CRITICAL FACILITY: A structure or related infrastructure, but not the land on which it is situated, as specified in (critical facility section of ordinance), that if flooded may result in significant hazards to public health and safety or interrupt essential services and operations for the community at any time before, during and after a flood. CRITICAL FEATURE: An integral and readily identifiable part of a flood protection system, without which the flood protection provided by the entire system would be compromised. DEVELOPMENT: Any manmade change in improved and unimproved real estate, including, but not limited to, buildings or other structures, mining, dredging, filling, grading, paving, excavation or drilling operations or storage of equipment or materials. ELEVATED BUILDING: A nonbasement building: a) built, in the case of a building in zones A1- 30, AE, A, A99, AO, AH, B, C, X, and D, to have the top of the elevated floor, or in the case of a building in zones V1-30, VE, or V, to have the bottom of the lowest horizontal structure member of the elevated floor elevated above the ground level by means of pilings, columns (posts and piers), or shear walls parallel to the floor of the water and b) adequately anchored so as not to impair the structural integrity of the building during a flood of up to the magnitude of the base flood. In the case of zones A1-30, AE, A, A99, AO, AH, B, C, X, and D, "elevated building" also includes a building elevated by means of fill or solid foundation perimeter walls with openings sufficient to facilitate the unimpeded movement of floodwaters. In the case of zones V1-30, VE, or V, "elevated building" also includes a building otherwise meeting the definition of "elevated building", even though the lower area is enclosed by means of breakaway walls if the breakaway walls met the standards of section 60.3(e)(5) of the national flood insurance program regulations. EXISTING CONSTRUCTION: For the purposes of determining rates, structures for which the "start of construction" commenced before the effective date of the FIRM. "Existing construction" may also be referred to as "existing structures". FLOOD HAZARD ZONE: The land in the floodplain subject to a one percent (1%) or greater chance of flooding in any given year. The area is designated as zones A, AE, AH, AO, A1-99, VO, V1-30, VE or V, on the Flood Insurance Rate Map (FIRM). on the flood hazard boundary map (FHBM). After detailed ratemaking has been completed in preparation for publication of the FIRM, zone A usually is refined into zones A, AE, AH, AO, A1-99, VO, V1-30, VE or V. FLOOD INSURANCE RATE MAP (FIRM): An official map on which the federal emergency management agency has delineated both the Special Flood Hazard Areas (SFHA)areas of 12/3/2013 Ordinance No. 19, Series of 2013 special flood hazards and the risk premium zones applicable to the community. FLOOD INSURANCE STUDY: The official report provided by the federal emergency management agency that includes flood profiles and water surface elevation of the base flood as well as the flood boundary-floodway map. FLOOD OR FLOODING: A general and temporary condition of partial or complete inundation of normally dry land areas from: A. The overflow of inland or tidal waters. B. The unusual and rapid accumulation or runoff of surface waters from any source. FLOOD PROTECTION SYSTEM: Those physical structural works for which funds have been authorized, appropriated, and expended and which have been constructed specifically to modify flooding in order to reduce the extent of the areas within a community subject to a "special flood hazard" and the extent of the depths of associated flooding. Such a system typically includes hurricane tidal barriers, dams, reservoirs, levees or dikes. These specialized flood modifying works are those constructed in conformance with sound engineering standards. FLOODPLAIN MANAGEMENT: The operation of an overall program of corrective and preventive measures for reducing flood damage, including, but not limited to, emergency preparedness plans, flood control works and floodplain management regulations. FLOODPLAIN OR FLOOD PRONE AREA: Any land area susceptible to being inundated by water from any source (see definition of Flooding). FLOODPROOFING: Any combination of structural and nonstructural additions, changes, or adjustments to structures which reduce or eliminate flood damage to real estate or improved real property, water and sanitary facilities, structures and their contents. FLOODWAY (REGULATORY FLOODWAY): The channel of a river or other watercourse and the adjacent land areas that must be reserved in order to discharge the base flood without cumulatively increasing the water surface elevation more than a designated height. FUNCTIONALLY DEPENDENT USE: A use which cannot perform its intended purpose unless it is located or carried out in close proximity to water. The term includes only docking facilities, port facilities that are necessary for the loading and unloading of cargo or passengers, and shipbuilding and ship repair facilities, but does not include long term storage or related manufacturing facilities. GEOLOGICALLY SENSITIVE AREA: An area within the town of Vail which may be subject to rockfalls, mudflows, debris flows, debris avalanches, and unstable soil, slopes or rocks. HIGHEST ADJACENT GRADE: The highest natural elevation of the ground surface prior to construction next to the proposed walls of a structure. HISTORIC STRUCTURE: Any structure that is: A. Listed individually in the National Register of Historic Places (a listing maintained by the department of interior) or preliminarily determined by the secretary of the interior as meeting the requirements for individual listing on the national register; 12/3/2013 Ordinance No. 19, Series of 2013 B. Certified or preliminarily determined by the secretary of the interior as contributing to the historical significance of a registered historic district or a district preliminarily determined by the secretary to qualify as a registered historic district; C. Individually listed on a state inventory of historic places in states with historic preservation programs which have been approved by the secretary of interior; or D. Classified as historically significant per title 10, chapter 2, "Special Historic And Architectural Structures", of this code. LEVEE: A manmade structure, usually an earthen embankment, designed and constructed in accordance with sound engineering practices to contain, control, or divert the flow of water so as to provide protection from temporary flooding. LEVEE SYSTEM: A flood protection system which consists of a levee, or levees, and associated structures, such as closure and drainage devices, which are constructed and operated in accordance with sound engineering practices. LETTER OF MAP REVISION (LOMR): FEMA’s official revision of an effective Flood Insurance Rate Map (FIRM), or Flood Boundary and Floodway Map (FBFM), or both. LOMR’s are generally based on the implementation of physical measures that affect the hydrologic or hydraulic characteristics of a flooding source and thus result in the modification of the existing regulatory floodway, the effective Base Flood Elevations (BFE’s), or Special Flood Hazard Area (SFHA). LETTER OF MAP REVISION BASED ON FILL (LOMR-F): FEMA’s modification of the Special Flood Hazard Area (SFHA) shown on the Flood Insurance Rate Map (FIRM) based on the placement of fill outside the existing regulatory floodway. LOWEST FLOOR: The lowest floor of the lowest enclosed area (including basement). An unfinished or flood resistant enclosure, usable solely for parking of vehicles, building access or storage in an area other than a basement area is not considered a building's lowest floor; provided that such enclosure is not built so as to render the structure in violation of the applicable nonelevation design requirement of section 60.3 of the national flood insurance program regulations. MEAN SEA LEVEL: For purposes of the national flood insurance program, the national geodetic vertical datum (NGVD) of 1929 or other datum, to which base flood elevations shown on a community's flood insurance rate map are referenced. NEW CONSTRUCTION: For the purpose of determining insurance rates, structures for which the "start of construction" commenced on or after the effective date of an initial FIRM, and includes any subsequent improvements to such structures. For floodplain management purposes, "new construction" means structures for which the "start of construction" commenced on or after December 4, 2007, and includes any subsequent improvements to such structures. 100-YEAR FLOODPLAIN: See the definition of Flood Hazard Zone. RECREATIONAL VEHICLE: A vehicle which is: A. Built on a single chassis; 12/3/2013 Ordinance No. 19, Series of 2013 B. Four hundred (400) square feet or less when measured at the largest horizontal projections; C. Designed to be self-propelled or permanently towable by a light duty truck; and D. Designed primarily not for use as a permanent dwelling but as temporary living quarters for recreational, camping, travel, or seasonal use. RED HAZARD AVALANCHE AREA: Any area impacted by a snow avalanche producing a total static and dynamic pressure in excess of six hundred (600) pounds per square foot on a flat surface normal to the flow and/or a return interval of less than twenty five (25) years. SLOPE: As defined in section 12-2-2 of this title. SPECIAL FLOOD HAZARD AREA: The land in the floodplain within a community subject to a one percent or greater chance of flooding in any given year, i.e., the 100-year floodplain. START OF CONSTRUCTION (For Other Than New Construction Or Substantial Improvements Under The Coastal Barrier Resources Act (Pub. L. 97-348)): Includes substantial improvement and means the date the building permit was issued, provided the actual start of construction, repair, reconstruction, rehabilitation, addition, placement, or other improvement was within one hundred eighty (180) days of the permit date. The "actual start" means either the first placement of permanent construction of a structure on a site, such as the pouring of slab or footings, the installation of piles, the construction of columns, or any work beyond the stage of excavation; or the placement of a manufactured home on a foundation. Permanent construction does not include land preparation, such as clearing, grading and filling; nor does it include the installation of streets and/or walkways; nor does it include excavation for basement, footings, piers or foundations or the erection of temporary forms; nor does it include the installation on the property of accessory buildings, such as garages or sheds not occupied as dwelling units or not part of the main structure. For a substantial improvement, the "actual start of construction" means the first alteration of any wall, ceiling, floor, or other structural part of a building, whether or not that alteration affects the external dimensions of the building. SUBSTANTIAL DAMAGE: Damage of any origin sustained by a structure whereby the cost of restoring the structure to its before damaged condition would equal or exceed fifty percent (50%) of the market value of the structure before the damage occurred. SUBSTANTIAL IMPROVEMENT: Any repair, reconstruction, or improvement of a structure, the cost of which equals or exceeds fifty percent (50%) of the market value of the structure. Market value shall be determined by a qualified assessor designated by the administrator. The market value of a structure is determined either: A. Before the improvement or repair is started; or B. If the structure has been damaged and is being restored, before the damage occurred. For the purposes of this definition "substantial improvement" is considered to occur when the first alteration of any wall, ceiling, floor, or other structural part of the building commences, whether or not that alteration affects the external dimensions of the structure. The term does not, however, include any project for improvement of a structure to comply with existing state or local health, sanitary, or safety code specifications which are solely necessary to assure safe living conditions. 12/3/2013 Ordinance No. 19, Series of 2013 WATER SURFACE ELEVATION: The height, in relation to the national geodetic vertical datum (NGVD) of 1929 (or other datum, where specified), of floods of various magnitudes and frequencies in the floodplains of coastal or riverine areas. VIOLATION: The failure of a structure or other development to be fully compliant with the community’s floodplain management regulations. A structure or other development without the elevation certificate, other certifications, or other evidence of compliance required in Section 60.3(b)(5), (c)(10), (d)(3), (e)(2), (e)(4), or (e)(5) is presumed to be in violation until such time as that documentation is provided. ZONE OF INFLUENCE: Any area in a potential avalanche hazard zone where detailed information is not currently available but which may be impacted by said hazard. These zones of influence shall be designated on the appropriate maps of the administrator of the town. Section 2. Section 12-21-11 of the Vail Town Code is hereby amended as follows: 12-21-11: FLOOD HAZARD ZONES: A. Lands to which this ordinance applies: The ordinance shall apply to all Special Flood Hazard Areas and areas removed form the floodplain by the issuance of a FEMA Letter of Map Revision Based on Fill (LOMR-F) within the jurisdiction of the Town of Vail, Colorado. Purpose: To promote public health, safety and general welfare and to minimize public and private losses due to flood conditions in specific areas by provisions designed to: 1. Protect human life and health; 2. Minimize expenditure of public money for costly flood control projects; 3. Minimize the need for rescue and relief efforts associated with flooding and generally undertaken at the expense of the general public; 4. Minimize prolonged business interruptions; 5. Minimize damage to public facilities and utilities such as water and gas mains, electric, telephone and sewer lines, streets and bridges located in floodplains; 6. Help maintain a stable tax base by providing for the sound use and development of flood prone areas in such a manner as to minimize future flood blight areas; 7. Ensure that potential buyers are notified that property is in a flood area; 8. Ensure that those who occupy the floodplain assume the responsibility for their actions; 9. Protect the natural areas required to convey flood flows and retain flow characteristics; and 10. Obtain and maintain the benefits to the community of participating in the national flood insurance program. B. Basis For Establishing S: The areas of special flood hazard Special Flood Hazard Areas identified by the federal emergency management agency in a scientific and engineering report entitled, "The Flood Insurance Study For Eagle County, Colorado, And Incorporated Areas" dated December 4, 2007, with accompanying flood insurance rate maps and flood boundary- 12/3/2013 Ordinance No. 19, Series of 2013 floodway maps (FIRM and FBFM) and any revisions thereto are hereby adopted by reference and declared to be a part of this chapter. C. Designation Of The Floodplain Administrator: The town engineer or designee is hereby appointed the floodplain administrator to administer and implement the provisions of this chapter and other appropriate sections of 44 CFR (national flood insurance program regulations) pertaining to floodplain management. D. Duties And Responsibilities Of The Floodplain Administrator: Duties and responsibilities of the floodplain administrator shall include, but not be limited to, the following: 1. Maintain and hold open for public inspection all records pertaining to the provisions of this chapter. 2. Review all permit applications to ensure that the requirements of this chapter have been satisfied and that the proposed improvement will be reasonably safe from flooding. 3. Review, approve or deny floodplain use and modification permits to determine whether proposed improvements meet the provisions of this chapter. 4. Review evidence prior to the issuance of a floodplain use permit that all necessary permits have been obtained from those federal, state, or local government agencies from which prior approval is required. Conditional floodplain use permits may be issued contingent upon receipt of the above mentioned agency permits. 5. Review and verify that no new habitable structure is constructed within the flood hazard zoneSpecial Flood Hazard Area. 6. Review and verify that a licensed professional engineer or professional land surveyor certified the location of the 100-year floodplain on all development applications that are adjacent to, or partially located within the 100-year floodplain, that are proposing improvements that may affect the floodplain. 7. Where interpretation is needed as to the exact location of the boundaries of Special Flood Hazard Zone the areas of special flood hazards (for example, where there appears to be a conflict between a mapped boundary and actual field conditions) the floodplain administrator shall make the necessary interpretation. 8. Notify, in riverine situations, adjacent communities and the Colorado division of emergency management Colorado Water Conservation Board, prior to any alteration or relocation of a watercourse, and submit evidence of such notification to the federal emergency management agency. 9. Assure that the flood carrying capacity within any altered or relocated portion of any watercourse is maintained. 10. When base flood elevation data have not been provided in accordance with subsection B of this section, the floodplain administrator shall obtain, review and reasonably utilize any base flood elevation data and floodway data available from federal, state or other source, in order to administer the provisions of subsection F of this section. 11. When a regulatory floodway has not been designated, the floodplain administrator must require that no new construction, substantial improvements, or other development (including fill) 12/3/2013 Ordinance No. 19, Series of 2013 shall be permitted within zones A1-30 and AE on the community's FIRM, unless it is demonstrated that the cumulative effect of the proposed development, when combined with all other existing and anticipated development, will not increase the water surface elevation of the base flood more than one-half foot (1') (1/2’) at any point within the community. 12. Under the provisions of 44 CFR chapter 1, section 65.12, of the national flood insurance program regulations, a community may approve certain development in zones A1-30, AE, AH, on the community's FIRM which increases the water surface elevation of the base flood by more than one-half foot (1') (1/2’), provided that the community first applies for a conditional FIRM revision through FEMA (conditional letter of map revision). E. Floodplain Permits: 1. Floodplain Use Permit: a. Purpose: The floodplain use permit is a permit to allow temporary grading within the floodplain and allow for necessary public infrastructure improvements within the floodplain. A floodplain use permit may be issued under at least one of the following conditions: (1) Temporary grading in the floodplain approved by the floodplain administrator, in which the site is returned to its existing grade and conditions; (2) Utility construction/maintenance within the floodplain approved by the floodplain administrator which is deemed to have an insignificant impact to the 100-year floodplain; (3) Stream bank stabilization within the floodplain approved by the floodplain administrator and is deemed to have an insignificant impact to the floodplain; (4) Public infrastructure construction/maintenance approved by the floodplain administrator including, but not limited to, roads, bridges, recreation paths, walks, stream drop structures, and stream erosion control measures which are deemed to have an insignificant impact to the floodplain; b. Floodplain Use Permit Application Submittal Requirements: Applicants shall provide the following information prior to design review or any review by the planning and environmental commission: (1) Site plan at an engineering scale showing the location, dimensions, and elevations of the proposed landscape/grade alterations, existing and proposed structures, relevant landscape/topographic features, and the location of the foregoing in relation to the 100-year floodplain. The floodplain line shall be provided on a plan certified by a licensed professional engineer or land surveyor. (2) Detailed topographic cross sections provided by a licensed professional surveyor of the area proposed to be altered, showing existing and proposed conditions. (3) Description of the extent to which any floodplain will be altered including why, when, how, and when it will be replaced back to its original configuration, and addressing each relevant criterion in subsection E3 of this section. (4) Copy of all other necessary approved permits (i.e., building permit, public way permit, ACOE permit, dewatering permit, DOW permit, CDHPE permit, etc.). 12/3/2013 Ordinance No. 19, Series of 2013 (5) If required by the floodplain administrator, an engineered floodplain analysis of the impacts to the floodplain prepared by a qualified licensed professional engineer. (6) Submitted application for a conditional FIRM and floodway revision through FEMA, if applicable. (7) Any additional information deemed necessary by the floodplain administrator. 2. Floodplain Modification Permit: a. Purpose: A floodplain modification permit is a permit to allow construction of improvements and/or modifications to the adopted floodplain for all other uses, improvements, or modifications to or within the floodplain that do not fall within the guidelines of the floodplain use permit. However, no habitable structures or improvements shall be allowed to be constructed within the floodplain. b. Floodplain Modification Application Submittal Requirements: Applicants shall provide the following information prior to design review or any review by the planning and environmental commission: (1) Elevation of the lowest floor (including basement and crawl space) of all new and substantially improved structures within or adjacent to the floodplain. (2) Description of the extent to which any floodplain will be altered including why, when, how, and when it will be replaced back to its original configuration, and addressing each relevant factor in subsection E3 of this section. (3) Signature of the owners of all property subject to an impact by the proposed improvement. (4) A site plan drawn to an engineering scale showing the location, dimensions, and elevations of the proposed landscape/grade alterations, existing and proposed structures, relevant landscape/topographic features, and the location of the foregoing in relation to the 100-year floodplain. The floodplain line shall be provided on a plan certified by a licensed professional engineer or land surveyor. (5) Detailed topographic cross sections provided by a licensed professional surveyor of the area proposed to be altered, showing existing and proposed conditions. (6) Copy of all other necessary approved permits (i.e., building permit, public way permit, ACOE permit, dewatering permit, DOW permit, CDHPE permit). (7) An engineered floodplain analysis of the impacts to the floodplain prepared by a qualified licensed professional engineer. (8) Copy of submitted application for a conditional FIRM and floodway revision through FEMA, if applicable. (9) Environmental impact report, per chapter 12 of this title. (10) Any additional information deemed necessary by the floodplain administrator. 3. Review, Criteria And Findings: At the discretion of the floodplain administrator, floodplain use permits may be reviewed by the floodplain administrator or the PEC. All floodplain modification permits shall be reviewed and approved by the floodplain administrator and the PEC. 12/3/2013 Ordinance No. 19, Series of 2013 a. Criteria: The following factors shall be used to make a determination in issuance of floodplain permits: (1) The effects upon the efficiency or capacity of the floodway; (2) The effects upon persons and personal property upstream, downstream and in the immediate vicinity; (3) The effects upon the 100-year flood profile and channel stability; (4) The effects upon any tributaries to the main stream, drainage ditches and any other drainage facilities or systems; (5) The danger to life and property due to flooding or erosion damage; (6) The susceptibility of the proposed improvement and its contents to flood damage and the effect of such damage on the individual owner; (7) The danger that materials may be swept onto other lands to the injury of others; (8) The compatibility of the proposed use with existing and anticipated development; (9) The safety of access to the property in times of flood for ordinary and emergency vehicles; (10) The costs of providing governmental services during and after flood conditions including maintenance and repair of streets and bridges, and public utilities and facilities such as sewer, gas, electrical and water systems; (11) The expected heights, velocity, duration, rate of rise and sediment transport of the floodwaters and the effects of wave action, if applicable, expected at the site; (12) The effect the proposed changes will have any adverse environmental effect on the watercourse including, without limitation, erosion of stream banks and stream side trees and vegetation and wildlife habitat; (13) The necessity to the facility of a waterfront location, where applicable; (14) The availability of alternative locations, not subject to flooding or erosion damage, for the proposed use; (15) The relationship of the proposed use to the comprehensive plan for that area. b. Findings: The following findings shall be made before granting of a floodplain permit: (1) That the proposed use or modification adequately addresses the findings in subsection E3a of this section, as determined by the floodplain administrator, unless the applicant can demonstrate that one or more of the standards is not applicable, or that a practical solution consistent with the public interest has been achieved; (2) That the proposed use or modification is consistent with the adopted goals, objectives and policies outlined in the Vail comprehensive plan and compatible with the development objectives of the town; and (3) That the proposed use or modification is compatible with and suitable to adjacent uses and appropriate for the surrounding areas; and 12/3/2013 Ordinance No. 19, Series of 2013 (4) That the proposed use or modification promotes the health, safety, morals, and general welfare of the town and promotes the coordinated and harmonious development of the town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality. 4. Permit Fees: The town council shall set a floodplain permit schedule sufficient to cover the cost of town staff time, consultant fees, and incidental expense. 5. Expiration Of Permit: A floodplain permit shall expire two (2) years after its date of issuance if the permittee has not started construction under the permit. F. Provisions For Flood Hazard Reduction: 1. General Standards: In all areas of special flood hazards Special Flood Hazard Areas, the following provisions are required for all new construction and substantial improvements: a. Habitable structures or improvements shall not be permitted to be constructed within the 100- year floodplain. Improvements that may be approved for construction within the 100-year floodplain include: (1) Temporary grading in the floodplain approved by the floodplain administrator, in which the site is returned to its existing grade and conditions; (2) Utility construction/maintenance within the floodplain approved by the floodplain administrator which is deemed to have an insignificant impact to the floodplain; (3) Stream bank stabilization within the floodplain approved by the floodplain administrator and is deemed to have an insignificant impact to the floodplain; (4) Public infrastructure construction/maintenance approved by the floodplain administrator including, but not limited to, roads, bridges, recreation paths, walks, stream drop structures, and stream erosion control measures which are deemed to have an insignificant impact to the floodplain; b. An insignificant impact to the floodplain shall be defined as: An improvement in the floodplain that is a public benefit that meets the criteria set out in subsection F1A of this section and causes no negative impacts to adjacent properties and no permanent localized cumulative increase in the adopted base flood elevations (BFE) greater than 0.25 vertical feet. The applicant shall apply for a conditional FIRM and floodway revision through FEMA, if applicable; c. All new structures or improvements, unless otherwise specifically provided for within this chapter, shall not influence the 100-year floodplain and shall maintain a minimum clear distance from the 100-year floodplain of one foot (1') in both the horizontal and vertical directions; d. Floor plans and elevations illustrating that the lowest floor elevations including basement, together with attendant utility and sanitary facilities,of the new or substantially improved structure, shall be elevated to at least one foot (1') above the base flood elevation; e. All approved new or modified improvements shall be designed (or modified) and adequately anchored to prevent flotation, collapse or lateral movement of the improvement resulting from hydrodynamic and hydrostatic loads, including the effects of buoyancy; f. All new approved construction or modified improvements shall be constructed by methods and practices that minimize flood damage; 12/3/2013 Ordinance No. 19, Series of 2013 g. All new approved construction or modified improvements shall be constructed with materials resistant to flood damage; h. All existing nonconforming structures located within the 100-year floodplain that may require maintenance shall not negatively impact the adopted BFEs or adjacent properties in any way, unless as provided by subsection F1a of this section; and shall increase conformity and flood protection as required by the floodplain administrator (i.e., floodproofing, flotation prevention, flood resistant materials, etc.); i. All existing nonconforming structures that may require maintenance to operational systems that are within the floodplain shall be constructed with electrical, heating, ventilation, plumbing, and air conditioning equipment and other service facilities that are designed and/or located so as to prevent water from entering or accumulating within the components during conditions of flooding; j. All new and replacement water supply systems shall be designed to minimize or eliminate infiltration of floodwaters into the system; k. New and replacement sanitary sewage systems shall be designed to minimize or eliminate infiltration of floodwaters into the system and discharge from the systems into floodwaters; and l. On site waste disposal systems shall be located to avoid impairment to them or contamination from them during flooding. 2. Standards For Areas Of Shallow Flooding (AO/AH Zones): Located within the areas of special flood hazard established in subsection B of this section, are areas designated as shallow flooding. These areas have special flood hazards associated with base flood depths of one to three feet (3') where a clearly defined channel does not exist and where the path of flooding is unpredictable and where velocity flow may be evident. Such flooding is characterized by ponding or sheet flow; therefore, the following provisions apply: a. All new construction and substantial improvements of residential structures have the lowest floor (including basement, together with attendant utility and sanitary facilities) elevated one foot (1’) above the highest adjacent grade at least as high as the depth number specified in feet on the community's FIRM (at least 2 3 feet if no depth number is specified). b. All new construction and substantial improvements of nonresidential structures have the lowest floor (including basement, together with attendant utility and sanitary facilities) elevated one foot (1’) above above the highest adjacent grade at least as high as the depth number specified in feet on the community's FIRM (at least 2 3 feet if no depth number is specified), or; together with attendant utility and sanitary facilities be designed so that one foot (1’) above below the base flood level the structure is watertight with walls substantially impermeable to the passage of water and with structural components having the capability of resisting hydrostatic and hydrodynamic loads of effects of buoyancy. c. A registered professional engineer or architect shall submit a certification to the floodplain administrator that the standards of this chapter are satisfied. d. Require within zones AH or AO adequate drainage paths around structures on slopes, to guide floodwaters around and away from proposed structures. 3. Floodways: Floodways located within areas of special flood hazard Special Flood Hazard Area established in subsection B of this section, are areas designated as floodways. Since the 12/3/2013 Ordinance No. 19, Series of 2013 floodway is an extremely hazardous area due to the velocity of floodwaters which carry debris, potential projectiles and erosion potential, the following provisions shall apply: a. Encroachments are prohibited, including fill, new construction, substantial improvements and other development within the adopted regulatory floodway unless it has been demonstrated through hydrologic and hydraulic analyses performed in accordance with standard engineering practice that the proposed encroachment would not result in any increase in flood levels within the community during the occurrence of the base flood discharge. b. If this subsection F is satisfied, all new construction and substantial improvements shall comply with all applicable flood hazard reduction provisions of this subsection F. c. Under the provisions of 44 CFR chapter 1, section 65.12, of the national flood insurance regulations, a community may permit encroachments within the adopted regulatory floodway that would result in an increase in base flood elevations, provided that the community first applies for a conditional FIRM and floodway revision through FEMA. (Ord. 28(2007) § 5) G. Properties Removed From Floodplain By Fill 1. A Floodplain Permit shall not be issued for the construction of a new structure or addition to an existing structure on a property removed from the floodplain by the issuance of a FEMA Letter of Map Revision Based on Fill (LOMR-F), unless such new structure or addition complies with the following: a. Residential Construction: The lowest floor (including basement), electrical, heating, ventilation, plumbing, and air conditioning equipment and other service facilities (including ductwork), must be elevated to one foot above the Base Flood Elevation that existed prior to the placement of fill. b. Non Residential Construction: The lowest floor (including basement), electrical, heating, ventilation, plumbing, and air conditioning equipment and other service facilities (including ductwork), must be elevated to one foot above the Base Flood Elevation that existed prior to the placement of fill, or together with attendant utility and sanitary facilities be designed so that the structure or addition is watertight to at least one foot above the base flood level that existed prior to the placement of fill with walls substantially impermeable to the passage of water and with structural components having the capability of resisting hydrostatic and hydrodynamic loads of effects of buoyancy. H. Critical Facilities 1. Construction of new critical facilities shall be, to the extent possible, located outside the limits of the Regulatory Floodplain. 2. Construction of new critical facilities in the Regulatory Floodplain shall be permissible if no feasible alternative site is available, provided a. Critical facilities shall have the lowest floor elevated three feet above the base flood elevation or to the height of the 500-year flood, whichever is higher. If there is no available data on the 500-year flood, the permit applicants shall develop the needed data in accordance with FEMA mapping guidelines. 12/3/2013 Ordinance No. 19, Series of 2013 b. Access to and from the critical facility shall be protected to the elevation of the 500- year flood. Section 3. Section 12-21-14 of the Vail Town Code is hereby amended as follows: 12-21-14: RIGHT OF APPEAL: Nothing in this chapter shall be deemed to deny any interested person his/her rights to appeal the decision of the administrator in accordance with section 12-3-3 of this title. In addition, nothing in this chapter shall be deemed to deny any interested person his/her rights to seek a variance from the requirements of this chapter. Variances shall be governed by the provisions of chapter 17 of this title. Variances specific to Flood Hazard Zones, 12-21-11, shall be governed by chapter 17 of this title and may be granted under the following conditions; A. The Appeal Board may grant variances and place conditions upon them as it deems necessary to further the purpose and objectives of this ordinance as stated in 12-21- 11(A). B. Variances may be issued for the reconstruction, rehabilitation or restoration of structures listed on the National Register of Historic Places or the State Inventory of Historic Places, upon a determination that the proposed repair or rehabilitation will not preclude the structure's continued designation as a historic structure and the variance is the minimum necessary to preserve the historic character and design of the structure. C. Variances shall not be issued within any designated floodway if any increase in flood levels during the base flood discharge would result. Section 4. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity of the remaining portions of this ordinance; and the Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 5. The Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town and the inhabitants thereof. Section 6. The amendment of any provision of the Town Code as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceeding as commenced under or by virtue of the provision amended. The amendment of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. Section 7. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. 12/3/2013 Ordinance No. 19, Series of 2013 INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 19th day of November, 2013 and a public hearing for second reading of this Ordinance set for the 3rd day of December, 2013, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Acting Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this ___ day of ______________, 2013. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Second reading of Ordinance No. 20, Series 2013, an Ordinance providing for hte levy assessment and collection of town property taxes due for the 2013 tax year and payable in the 2014 fiscal year. PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No. 20, Series 2013 BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 20, Series 2013 ATTACHMENTS: Mil levy 12/3/2013 TO: Vail Town Council FROM: Finance Department DATE: December 3, 2013 SUBJECT: Mil Levy Ordinance I. SUMMARY Authorization for the collection of property taxes in 2014 II. DISCUSSION You will be asked to approve the attached mil levy ordinance upon second reading on Tuesday evening. This ordinance authorizes the collection of property taxes in 2014 based upon 2013 assessed valuations of property within the town’s boundaries. Eagle County is responsible for assessing values and for collecting property taxes on our behalf. The town is required by Colorado state law to certify the mil levy by December 15 of each year. The attached ordinance has been updated from the first reading to reflect revised assessed valuations from the county. The valuations decreased by 2.5% from earlier estimates, or approximately $111,500 impact to revenue projections. 2014 budget for Property tax is $4.3 million and will need to be adjusted during the first budget supplemental in 2014. The property tax authorized by the attached ordinance will generate $4.2 million in revenue in 2014, representing approximately 8% of the town’s total revenue. 12/3/2013 Ordinance 20, Series of 2013 ORDINANCE NO. 20 SERIES OF 2013 AN ORDINANCE PROVIDING FOR THE LEVY ASSESSMENT AND COLLECTION OF TOWN AD VALOREM PROPERTY TAXES DUE FOR THE 2013 TAX YEAR AND PAYABLE IN THE 2014 FISCAL YEAR. WHEREAS, it is necessary for the Town Council to provide for the levy, assessment and collection of Town ad valorem property taxes due for the 2013 year and payable in the 2014 fiscal year. NOW, THEREFORE, be it ordained by the Town Council of the Town of Vail, Colorado, that: 1. For the purpose of defraying part of the operating and capital expenses of the Town of Vail, Colorado, during its 2014 fiscal year, the Town Council hereby levies a property tax of 4.705 mills upon each dollar of the total assessed valuation of $890,910,480 for the 2013 tax year of all taxable property within the Town, which will result in a gross tax levy of $4,192,332 calculated as follows: Base mill levy 4.690 $4,178,370 Abatement levy .016 _ 13,962 Total mill levy 4.706 $4,192,332 Said assessment shall be duly made by the County of Eagle, State of Colorado, as directed by the Colorado Revised Statutes (1973 as amended), and as otherwise required by law. 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. 3. The Town Council hereby finds, determines, and declares that this ordinance is necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants thereof. 4. The repeal or the repeal and reenactment of any provision of the Municipal Code of the Town of Vail as provided in this ordinance shall not affect any right which has accrued, 12/3/2013 Ordinance 20, Series of 2013 any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceedings as commenced under or by virtue of the provision repealed or repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. 5. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ ON FIRST READING, APPROVED AND ORDERED PUBLISHED ONCE IN FULL, this 19th day of November, 2013. A public hearing shall be held hereon at 6 P.M. on the 3rd day of December, 2013, at the regular meeting of the Town Council of the Town of Vail, Colorado, in the Municipal Building of the Town. ______________________________ Andrew P. Daly, Mayor ATTEST: ________________________________ Tammy Nagel, Acting Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED IN FULL this 3rd day of December 2013. _____________________________ Andrew P. Daly, Mayor ATTEST: ________________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: First reading of Ordinance No. 22, Series 2013 an Ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund, Dispatch Services Fund and Police Confiscations Federal Fund of the 2013 Budget PRESENTER(S): Kathleen Halloran ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No. 22, Series 2013 BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 22, Series 2013 ATTACHMENTS: Ord 22 Supp 12/3/2013 TO: Vail Town Council FROM: Finance Department DATE: December 3, 2013 SUBJECT: 2013 Budget Amendment – Ordinance No. 22, Series 2013 I. SUMMARY Staff is requesting approval of Ordinance No. 22 upon first reading, the third budget supplemental appropriation this year. II. DISCUSSION Across all funds, this supplemental request will adjust the budget to reflect $699,600 of additional revenue and proposes an increase of $937,600 to expenditures. The fund statements are also attached. General Fund Budgeted revenue has been increased by a total of $162,600. This includes adjustments to revenue relating to reimbursements directly offset by corresponding expenditures: $34,600 reimbursement for deployment to Coal Creek Canyon Flood incident will be passed through to partnering agencies who also responded and to cover the town’s personnel costs for that incident; $8,000 of reimbursement from state grants for DUI enforcement which will be offset by our internal cost and external agency costs. The remaining $120,000 increase to revenue will come from construction permits and plan check fees, based on actual collections so far this year. An overall expenditure increase of $302,600 is requested, with $42,600 relating to the reimbursements mentioned above. Other expenditure adjustments include an increase to legal fees of $60,000 for ongoing lawsuits such as the litigation surrounding the golf course which has already cost the town over $120,000 since the suit began in the fall of 2012. During the November 19th council meeting, $200,000 was approved as a contribution toward the construction of the Castle Peak Senior Care facility sponsored by Eagle County. Staff proposes funding this contribution from General Fund reserves out of the 2013 budget. Total adjustments to the General Fund result in net expenditure of $140,000. Capital Projects Fund Budgeted revenue has been increased by a total of $537,000. This includes an increase to Construction Use Tax ($350,000) based on actual collections year-to-date. $12,000 of revenue is a reimbursement from the Westwind lodging property for streetscape work done during the 12/3/2013 Town of Vail Page 2 Sundial Plaza project. The remaining $175,000 in revenue relates to matching funds raised for the Mobile Communications vehicle as approved by Council during the 2014 budget hearings. Total cost of the van is estimated at $350,000. During the October 1st meeting, Council committed to funding 50% of this vehicle in a supplemental request contingent upon matching funds being raised. Attached is a memo with an update on the matching funds that have been committed to by external agencies. Of the $175,000 raised, $105,000 will come from external agencies (cash will be received in 2014), $27,000 will come from the town’s Federal Confiscation Fund which is restricted to the purchase of policing equipment, and $43,000 will come from the Dispatch Services Fund capital reserve account which has been accumulating for the purpose of call center capital improvements. This request is included in this supplemental to allow staff to enter upon a contract for the purchase of the vehicle in 2013, with delivery expected by spring of 2014. The timing enables the vehicle to be ready for use during the summer wildfire season and for the 2015 World Alpine Ski Championships. Expenditures have been adjusted overall by an increase of $378,000:  $350,000 for the purchase of the Mobile Communications vehicle (offset by $175,000 revenue above)  $28,000 to replace the LiveScan fingerprint equipment as approved by Council on October 1st. This was originally proposed in the 2014 budget process, but due to numerous equipment failures Council approved the replacement this year.  $112,000 will be transferred from the East Lionshead Portal project to the Sundial Plaza project for streetscape and retaining wall work performed during the construction of the park, as approved by Council earlier this year. There is no net impact to the Capital Projects Fund for this adjustment. An additional $12,000 will be added to the budget offset by revenue above for work done on behalf of the Westwind lodging property. Total adjustments to the Capital Projects Fund result in net revenue of $147,000. Real Estate Transfer Tax (RETT) There is no proposed adjustment to RETT revenue. Staff requests an increase to budgeted expenditures totaling $175,000:  $129,426 of Recreation Enhancement Account (REA) funds will be transferred into the Golf Clubhouse project budget, as approved by Council earlier this year. The REA funds represent the annual lease payment from the Vail Recreation District (VRD) to the town and are set aside for capital improvements to the golf course / clubhouse. The amount represents the 2013 golf lease payment. The 2014 lease payment is also earmarked for the Golf Clubhouse project and will be adjusted in the 2014 budget supplemental this coming spring. There is no net impact to the RETT Fund for this adjustment.  $175,000 of additional budget dollars is requested to complete the golf course net at the 18th hole. Original estimates from the VRD for the netting were obtained from contractors prior to a design or approvals. The increase is attributed to design and re- design costs, galvanizing the poles to match existing poles, utility relocation costs, larger foundations, winter construction timing impacts and inclusion of a project contingency. The chart below outlines detailed cost increases totaling the $175,000: 12/3/2013 Town of Vail Page 3 Design / Re-design costs $15,000 Utility relocation 10,000 Galvanized poles 80,000 Footer design/winter impacts 45,000 Contingency 25,000 Total increase requested: $175,000 Project was re-bid in the last month, which saved approximately $100,000 from initial bids. Police Confiscations – Federal Fund $27,000 of confiscated funds is requested to be used toward the purchase of the mobile communications vehicle outline above. These funds are restricted for use toward policing equipment and have not been used by the town in many years. While this will deplete this confiscation fund, the town also maintains two other confiscation funds (state and crimes funds) with current balances totaling approximately $90,000. Dispatch Services Fund $43,000 is requested to be used toward the purchase of the Mobile Communications vehicle from the capital reserve accumulated from annual contributions by the E911 Board. Please see attached memo for more details on the vehicle and funding commitments by outside agencies. 12/3/2013 20 1 3 20 1 3 Or i g i n a l 1 s t 2 0 1 3 2 n d 2 0 1 3 3 r d P r o p o s e d Bu d g e t S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d C o m m e n t s Re v e n u e Lo c a l T a x e s : 2 0 , 1 0 0 , 0 0 0 $ 2 0 , 1 0 0 , 0 0 0 $ 8 2 2 , 0 0 0 $ 2 0 , 9 2 2 , 0 0 0 $ 2 0 , 9 2 2 , 0 0 0 $ S a l e s T a x S p l i t b / t G e n ' l F u n d & C a p i t a l F u n d 62 / 3 8 6 2 / 3 8 6 2 / 3 8 6 2 / 3 8 6 2 / 3 8 S a l e s T a x 1 2 , 4 6 2 , 0 0 0 $ 1 2 , 4 6 2 , 0 0 0 $ 5 0 9 , 0 0 0 $ 1 2 , 9 7 1 , 0 0 0 $ 1 2 , 9 7 1 , 0 0 0 $ P r o p e r t y a n d O w n e r s h i p 4 , 2 1 7 , 0 0 0 4 , 2 1 7 , 0 0 0 4 , 2 1 7 , 0 0 0 4 , 2 1 7 , 0 0 0 S k i L i f t T a x 3 , 4 9 2 , 0 0 0 3 , 4 9 2 , 0 0 0 2 9 0 , 0 0 0 3 , 7 8 2 , 0 0 0 3 , 7 8 2 , 0 0 0 F r a n c h i s e F e e s , P e n a l t i e s , a n d O t h e r T a x e s 1 , 0 7 4 , 4 4 2 1 , 0 7 4 , 4 4 2 1 , 0 7 4 , 4 4 2 1 , 0 7 4 , 4 4 2 Li c e n s e s & P e r m i t s 1, 2 8 0 , 5 8 0 9 , 5 0 0 1 , 2 9 0 , 0 8 0 1 , 2 9 0 , 0 8 0 1 2 0 , 0 0 0 1 , 4 1 0 , 0 8 0 Co n s t r u c t i o n p e r m i t a n d p l a n c h e c k f e e s b a s e d o n Y T D a c t u a l In t e r g o v e r n m e n t a l R e v e n u e 1 , 8 6 1 , 9 1 4 1 , 8 6 1 , 9 1 4 ( 8 6 , 6 0 0 ) 1 , 7 7 5 , 3 1 4 4 2 , 6 0 0 1 , 8 1 7 , 9 1 4 $8 K S t a t e g r a n t s f o r D U I e n f o r c e m e n t ; $ 3 4 . 6 K R e i m b u r s e m e n t f o r de p l o y m e n t t o f l o o d i n c i d e n t Tr a n s p o r t a t i o n C e n t e r s 3 , 8 5 1 , 0 0 0 3 , 8 5 1 , 0 0 0 3 , 8 5 1 , 0 0 0 3 , 8 5 1 , 0 0 0 Ch a r g e s f o r S e r v i c e s 75 9 , 3 4 7 7 5 9 , 3 4 7 ( 4 0 , 0 0 0 ) 7 1 9 , 3 4 7 7 1 9 , 3 4 7 Fi n e s & F o r f e i t u r e s 2 7 0 , 8 8 7 2 7 0 , 8 8 7 2 7 0 , 8 8 7 2 7 0 , 8 8 7 Ea r n i n g s o n I n v e s t m e n t s 1 7 5 , 0 0 0 1 7 5 , 0 0 0 1 7 5 , 0 0 0 1 7 5 , 0 0 0 Re n t a l R e v e n u e 9 0 5 , 6 0 5 9 0 5 , 6 0 5 ( 5 5 , 0 0 0 ) 8 5 0 , 6 0 5 8 5 0 , 6 0 5 Mi s c e l l a n e o u s a n d P r o j e c t R e i m b u r s e m e n t s 1 7 5 , 0 0 0 1 7 5 , 0 0 0 1 2 , 0 5 0 1 8 7 , 0 5 0 1 8 7 , 0 5 0 To t a l R e v e n u e 3 0 , 5 2 4 , 7 7 5 9 , 5 0 0 3 0 , 5 3 4 , 2 7 5 6 2 9 , 4 5 0 3 1 , 1 6 3 , 7 2 5 1 6 2 , 6 0 0 3 1 , 3 2 6 , 3 2 5 Ex p e n d i t u r e s Sa l a r i e s 1 3 , 9 9 1 , 0 3 6 1 3 , 9 9 1 , 0 3 6 2 1 4 , 0 0 0 1 4 , 2 0 5 , 0 3 6 7 , 4 6 5 1 4 , 2 1 2 , 5 0 1 Re i m b u r s e d e x p e n s e f o r f l o o d d e p l o y m e n t a n d D U I e n f o r c e m e n t ( s e e re v e n u e a b o v e ) Be n e f i t s 4, 7 5 4 , 7 4 1 4, 7 5 4 , 7 4 1 4 , 0 8 0 4 , 7 5 8 , 8 2 1 4 , 7 5 8 , 8 2 1 Su b t o t a l C o m p e n s a t i o n a n d B e n e f i t s 1 8 , 7 4 5 , 7 7 7 1 8 , 7 4 5 , 7 7 7 1 8 , 9 6 3 , 8 5 7 7 , 4 6 5 1 8 , 9 7 1 , 3 2 2 Co n t r i b u t i o n s a n d S p e c i a l E v e n t s 1 , 5 4 8 , 6 4 8 5 0 , 0 0 0 1 , 5 9 8 , 6 4 8 1 , 5 9 8 , 6 4 8 1 , 5 9 8 , 6 4 8 Al l O t h e r O p e r a t i n g E x p e n s e s 6 , 8 1 2 , 5 9 3 3 1 , 5 0 0 6 , 8 4 4 , 0 9 3 1 4 7 , 3 7 0 6 , 9 9 1 , 4 6 3 9 5 , 1 3 5 7 , 0 8 6 , 5 9 8 $6 0 K l e g a l s e r v i c e s f r o m o n g o i n g l a w s u i t s ; $ 3 5 . 1 K P a s s t h r o u g h t o ot h e r a g e n c i e s f o r f l o o d d e p l o y m e n t a n d D U I e n f o r c e m e n t He a v y E q u i p m e n t O p e r a t i n g C h a r g e s 2 , 2 8 2 , 7 9 6 2, 2 8 2 , 7 9 6 2 , 2 8 2 , 7 9 6 2 , 2 8 2 , 7 9 6 He a v y E q u i p m e n t R e p l a c e m e n t C h a r g e s 56 0 , 2 8 4 5 6 0 , 2 8 4 5 6 0 , 2 8 4 5 6 0 , 2 8 4 Di s p a t c h S e r v i c e s 5 6 9 , 1 9 3 56 9 , 1 9 3 5 6 9 , 1 9 3 5 6 9 , 1 9 3 To t a l E x p e n d i t u r e s 30 , 5 1 9 , 2 9 1 8 1 , 5 0 0 3 0 , 6 0 0 , 7 9 1 3 6 5 , 4 5 0 3 0 , 9 6 6 , 2 4 1 1 0 2 , 6 0 0 3 1 , 0 6 8 , 8 4 1 Re v e n u e O v e r ( U n d e r ) E x p e n d i t u r e s 5 , 4 8 4 ( 7 2 , 0 0 0 ) ( 6 6 , 5 1 6 ) 2 6 4 , 0 0 0 1 9 7 , 4 8 4 6 0 , 0 0 0 2 5 7 , 4 8 4 Ti m b e r R i d g e I n v e s t m e n t (8 , 0 0 0 , 0 0 0 ) ( 8 , 0 0 0 , 0 0 0 ) ( 8 , 0 0 0 , 0 0 0 ) ( 8 , 0 0 0 , 0 0 0 ) In v e s t m e n t i n T i m b e r R i d g e d e e d r e s t r i c t i o n s Ca s t l e P e a k S e n i o r C a r e F a c i l i t y - - - ( 2 0 0 , 0 0 0 ) ( 2 0 0 , 0 0 0 ) Co n t r i b u t i o n t o c o n s t r u c t i o n o f s e n i o r c a r e c e n t e r p e r C o u n c i l a p p r o v a l No v . 1 9 20 1 5 W o r l d A l p i n e S k i C h a m p i o n s h i p s (2 5 0 , 0 0 0 ) (2 5 0 , 0 0 0 ) ( 2 5 0 , 0 0 0 ) ( 2 5 0 , 0 0 0 ) Pr o - c y c l i n g e v e n t (7 5 , 0 0 0 ) (7 5 , 0 0 0 ) ( 7 5 , 0 0 0 ) ( 7 5 , 0 0 0 ) 20 1 5 N a t i o n ' s E v e n t (3 7 5 , 0 0 0 ) (3 7 5 , 0 0 0 ) ( 3 7 5 , 0 0 0 ) ( 3 7 5 , 0 0 0 ) Bu r t o n U S O p e n (4 0 0 , 0 0 0 ) ( 4 0 0 , 0 0 0 ) ( 4 0 0 , 0 0 0 ) ( 4 0 0 , 0 0 0 ) - - - Su r p l u s N e t o f T r a n s f e r s & N e w P r o g r a m s (9 , 0 9 4 , 5 1 6 ) ( 7 2 , 0 0 0 ) ( 9 , 1 6 6 , 5 1 6 ) 2 6 4 , 0 0 0 ( 8 , 9 0 2 , 5 1 6 ) ( 1 4 0 , 0 0 0 ) ( 9 , 0 4 2 , 5 1 6 ) - - - Be g i n n i n g F u n d B a l a n c e 2 2 , 3 2 7 , 3 4 6 1 , 0 7 6 , 3 0 6 2 3 , 4 0 3 , 6 5 2 2 3 , 4 0 3 , 6 5 2 2 3 , 4 0 3 , 6 5 2 En d i n g F u n d B a l a n c e 1 3 , 2 3 2 , 8 3 0 $ 1 4 , 2 3 7 , 1 3 6 $ 1 4 , 5 0 1 , 1 3 6 $ 1 4 , 3 6 1 , 1 3 6 $ EH O P b a l a n c e i n c l u d e d i n e n d i n g f u n d b a l a n c e - no t s p e n d a b l e 69 0 , 0 0 0 $ 6 9 0 , 0 0 0 $ 6 9 0 , 0 0 0 $ 6 9 0 , 0 0 0 $ TO W N O F V A I L 2 0 1 3 P R O P O S E D B U D G E T SU M M A R Y O F R E V E N U E , E X P E N D I T U R E S A N D C H A N G E S I N F U N D B A L A N C E GE N E R A L F U N D 4 12/3/2013 20 1 3 20 1 3 Or i g i n a l 1 s t 2 0 1 3 2 n d 2 0 1 3 3 r d P r o p o s e d Bu d g e t S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d C o m m e n t s Re v e n u e To t a l S a l e s T a x R e v e n u e : 2 0 , 1 0 0 , 0 0 0 $ 2 0 , 1 0 0 , 0 0 0 $ 8 2 2 , 0 0 0 $ 2 0 , 9 2 2 , 0 0 0 $ - $ 2 0 , 9 2 2 , 0 0 0 $ S a l e s T a x S p l i t b e t w e e n G e n e r a l F u n d & Ca p i t a l F u n d 62 / 3 8 6 2 / 3 8 6 2 / 3 8 6 2 / 3 8 6 2 / 3 8 6 2 / 3 8 Sa l e s T a x - C a p i t a l P r o j e c t s F u n d 7 , 6 3 8 , 0 0 0 $ 7 , 6 3 8 , 0 0 0 $ 3 1 3 , 0 0 0 $ 7 , 9 5 1 , 0 0 0 $ - $ 7 , 9 5 1 , 0 0 0 $ Us e T a x 1 , 0 0 0 , 0 0 0 1 , 0 0 0 , 0 0 0 1 , 0 0 0 , 0 0 0 3 5 0 , 0 0 0 1 , 3 5 0 , 0 0 0 Ba s e d o n Y T D c o l l e c t i o n s Ot h e r S t a t e R e v e n u e 2 0 0 , 0 0 0 2 0 0 , 0 0 0 2 0 0 , 0 0 0 2 0 0 , 0 0 0 C D O T s h a r e o f f u n d i n g f o r S i m b a R u n U n d e r p a s s s t u d y ( 5 0 / 5 0 w i t h T O V ) Le a s e R e v e n u e 1 9 2 , 6 6 0 1 9 2 , 6 6 0 1 9 2 , 6 6 0 1 9 2 , 6 6 0 P e r V a i l C o m m o n s c o m m e r c i a l a n d r e s i d e n t i a l l e a s e s Pr o j e c t R e i m b u r s e m e n t - - 4 9 , 0 9 9 4 9 , 0 9 9 1 1 7 , 0 0 0 1 6 6 , 0 9 9 $2 9 K N W C O G g r a n t t o f u n d a n E m e r g e n c y O p e r a t i o n s C e n t e r a t t h e W . V a i l F . S ; $2 0 K r e i m b u r s e m e n t f r o m V R D f o r n e t w o r k i n g t h e i r o f f i c e s ; $12K reimbursed from We s t w i n d f o r s t r e e t s c a p e w o r k d o n e d u r i n g S u n d i a l P l a z a p r o j e c t ; $ 1 0 5 K co n t r i b u t i o n s f r o m e x t e r n a l a g e n c i e s f o r M o b i l e C o m m V a n TR A H C 2 6 8 , 0 9 4 2 6 8 , 0 9 4 2 6 8 , 0 9 4 2 6 8 , 0 9 4 P r i n c i p a l a n d i n t e r e s t o n l o a n s t o T R A H C Ea r n i n g s o n I n v e s t m e n t s a n d O t h e r 5 7 , 2 9 5 3 0 , 0 0 0 8 7 , 2 9 5 - 8 7 , 2 9 5 - 8 7 , 2 9 5 $ 3 0 K s a l e o f o l d f i r e t r u c k To t a l R e v e n u e 9 , 3 5 6 , 0 4 9 3 0 , 0 0 0 9 , 3 8 6 , 0 4 9 3 6 2 , 0 9 9 9 , 7 4 8 , 1 4 8 4 6 7 , 0 0 0 1 0 , 2 1 5 , 1 4 8 Bu s S h e l t e r s 3 0 , 0 0 0 - 3 0 , 0 0 0 - 3 0 , 0 0 0 - 3 0 , 0 0 0 A n n u a l m a i n t e n a n c e Pa r k i n g S t r u c t u r e s 6 0 0 , 0 0 0 6 5 , 0 0 0 6 6 5 , 0 0 0 - 6 6 5 , 0 0 0 - 6 6 5 , 0 0 0 Re - a p p r o p r i a t i o n w o u l d b e u s e d t o o v e r h a u l e l e c t r i c a l s y s t e m / c o n d u i t a n d t o re n o v a t e e a s t s t a i r s a t L H p a r k i n g s t r u c t u r e Fa c i l i t i e s C a p i t a l M a i n t en a n c e 5 9 2 , 0 0 0 - 5 9 2 , 0 0 0 - 5 9 2 , 0 0 0 - 5 9 2 , 0 0 0 20 1 3 i n c l u d e s r e n o v a t i o n o f l o c k e r s a n d r e s t r o o m s a t V a i l T r a n s i t , b o i l e r re p l a c e m e n t f o r P o l i c e , n e w r o o f o n P W A d m i n b u i l d i n g , r e p a i r s a t E a s t V a i l F i r e St a t i o n a n d o t h e r m a i n t e n a n c e i t e m s Do n o v a n P a r k P a v il i o n - 5 0 , 0 0 0 5 0 , 0 0 0 - 5 0 , 0 0 0 - 5 0 , 0 0 0 20 1 3 : $ 5 0 K f u r n i t u r e r e p l a c e m e n t ; 2 0 1 4 : $ 4 0 0 K t o c h a n g e v e n t i l a t i o n & i m p r o v e no i s e a n d $ 2 7 0 K t o r e p l a c e h e a t i n g / a i r s y s t e m ; 2 0 1 6 $ 5 0 K f u r n i t u r e r e p l a c e m e n t St r e e t L i g h t I m p r o v e m e n t s 5 0 , 0 0 0 - 5 0 , 0 0 0 - 5 0 , 0 0 0 - 5 0 , 0 0 0 N e w s t r e e t l i g h t s a n d t o r e f u r b i s h r e s i d e n t i a l l i g h t i n g Ca p i t a l S t r e e t M a i n t e n a n c e 7 3 5 , 9 0 0 - 7 3 5 , 9 0 0 - 7 3 5 , 9 0 0 - 7 3 5 , 9 0 0 On - g o i n g m a i n t e n a n c e t o r o a d s a n d b r i d g e s i n c l u d i n g a s p h a l t o v e r l a y s , p a t c h i n g an d r e p a i r s Fl o o d i n c i d e n t r e p a i r s - 1 4 8 , 3 3 6 1 4 8 , 3 3 6 - 1 4 8 , 3 3 6 - 1 4 8 , 3 3 6 Us e $ 1 4 8 K o f r e i m b u r s e m e n t f r o m E R W S D c o l l e c t e d i n 2 0 1 2 t o c o n t i n u e f l o o d re p a i r p r o j e c s t ; R e p l a c e m e n t o f B i g h o r n C r e e k c u l v e r t a l o n g S p r u c e W a y t o co i n c i d e w i t h E R W S D r e l o c a t i o n o f w a t e r m a i n i n f r a s t r u c t u r e a t s a m e l o c a t i o n Fi r e T r u c k R e p l a c e m e n t - 4 2 , 4 2 6 4 2 , 4 2 6 - 4 2 , 4 2 6 - 4 2 , 4 2 6 20 1 2 r e p l a c e p u m p e r t r u c k f r o m 1 9 9 4 ; r e - a p p r o p r i a t e $ 1 2 K r e m a i n d e r p l u s $ 3 0 K fr o m s a l e o f o l d f i r e t r u c k f o r e q u i p m e n t o n t h e r e s e r v e t r u c k ; 2 0 1 4 r e p l a c e p u m p e r tr u c k f r o m 1 9 9 9 Em e r g e n c y O p e r a t i o n s C e n t e r ( E O C ) - - - 2 9 , 3 0 9 2 9 , 3 0 9 - 2 9 , 3 0 9 Au d i o v i s u a l , p h o n e a n d I T e q u i p m e n t f o r a n E O C a t t h e W e s t V a i l F i r e S t a t i o n - fu n d e d b y a N W C O G g r a n t l i s t e d a b o v e Au d i o V i s u a l C a p i t a l M a i n t e n a n c e 4 0 , 0 0 0 - 4 0 , 0 0 0 - 4 0 , 0 0 0 - 4 0 , 0 0 0 20 1 3 : $ 3 0 K f o r r e p l a c e m e n t o f e n t i r e A / V s y s t e m a t D o n o v a n ; $ 1 0 K a n n u a l mt c e / r e p l a c e m e n t o f a u d i o - v i s u a l e q u i p m e n t i n t o w n b u i l d i n g s s u c h a s M u n i c i p a l Bl d g ; G r a n d V i e w , L H W e l c o m e C e n t e r , e t c . To w n - w i d e c a m e r a s y s t e m 2 3 , 0 0 0 7 , 0 7 6 3 0 , 0 7 6 - 3 0 , 0 7 6 - 3 0 , 0 7 6 $1 2 K p e r y e a r f o r r e p l a c e m e n t o f c a m e r a s a n d e q u i p m e n t ( 8 9 c a m e r a s a n d 4 re c o r d e r s a r o u n d t o w n s o f a r ) ; R e c o r d e r s c o s t $ 7 - 8 K e a c h ; c a m e r a s r a n g e f r o m $8 0 0 - $ 3 8 0 0 e a c h ; R e p l a c i n g t h r e e D V R ' s i n 2 0 1 3 Do c u m e n t I m a g i n g 3 0 , 0 0 0 4 0 , 0 0 0 7 0 , 0 0 0 - 7 0 , 0 0 0 - 7 0 , 0 0 0 Up g r a d e o f l a s e r f i c h e s o f t w a r e t o e n a b l e i n t e g r a t i o n w i t h n e w F i n a n c e a n d C o m m De v s y s t e m s So f t w a r e L i c e n s i n g 4 8 , 0 0 0 - 4 8 , 0 0 0 - 4 8 , 0 0 0 - 4 8 , 0 0 0 A n n u a l r e n e w a l o f s o f t w a r e l i c e n s e s Ha r d w a r e P u r c h a s e s 5 0 , 0 0 0 - 5 0 , 0 0 0 - 5 0 , 0 0 0 - 5 0 , 0 0 0 U p g r a d e M i c r o s o f t p r o d u c t s o n a l l e q u i p m e n t ; r e n e w l i c e n s e s i n f u t u r e Da t a C e n t e r ( C o m p u t e r R o o m s ) 1 5 , 0 0 0 - 1 5 , 0 0 0 - 1 5 , 0 0 0 - 1 5 , 0 0 0 Ba s e d o n a n n u a l r e p l a c e m e n t s c h e d u l e o f s e c u r i t y a n d p o w e r s y s t e m s f o r 3 co m p u t e r r o o m s We b s i t e a n d e - c o m m e r c e 3 1 , 0 0 0 5 2 , 8 2 5 8 3 , 8 2 5 - 8 3 , 8 2 5 - 8 3 , 8 2 5 Re - a p p r o p r i a t e t o c o n t i n u e w e b s i t e r e d e v e l o p m e n t a n d n e w w e b s e r v i c e s ; I n t e r n e t se c u r i t y & a p p l i c a t i o n i n t e r f a c e s TO W N O F V A I L 2 0 1 3 B U D G E T SU M M A R Y O F R E V E N U E , E X P E N D I T U R E S A N D C H A N G E S I N F U N D B A L A N C E CA P I T A L P R O J E C T S F U N D 5 12/3/2013 20 1 3 20 1 3 Or i g i n a l 1 s t 2 0 1 3 2 n d 2 0 1 3 3 r d P r o p o s e d Bu d g e t S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d C o m m e n t s TO W N O F V A I L 2 0 1 3 B U D G E T SU M M A R Y O F R E V E N U E , E X P E N D I T U R E S A N D C H A N G E S I N F U N D B A L A N C E CA P I T A L P R O J E C T S F U N D Co m m D e v A r c G I S S y s t e m 2 8 , 0 0 0 - 2 8 , 0 0 0 - 2 8 , 0 0 0 - 2 8 , 0 0 0 W e b a c c e s s t o t o w n G I S i n f o r m a t i o n ( s i m i l a r t o C o u n t y ' s w e b s i t e G I S p r o d u c t ) ; 20 1 3 e x p e n d i t u r e t o l i n k t h e s y s t e m t o l a s e r f i c h e s o c u s t o m e r s c a n a c c e s s T O V zo n i n g , D R B r u l e s , a n d f o r g e o g r a p h i c c o d i n g ; T h i s p r o j e c t i s m i d - w a y t h r o u g h im p l e m e n t a t i o n : t h e s e r v e r a n d s o f t w a r e h a v e a l r e a d y b e e n p u r c h a s e d . T h i s ex p e n d i t u r e w i l l f i n a l i z e t h e s e t u p o f t h e s y s t e m Fi b e r O p t i c s i n B u i l d i n g s 3 9 , 0 0 0 1 7 , 6 7 5 5 6 , 6 7 5 - 5 6 , 6 7 5 - 5 6 , 6 7 5 Ca b l i n g / N e t w o r k I n f r a s t r u c t u r e ; t o r e p a i r , m a i n t a i n & u p g r a d e ; R e p l a c e c a b l i n g i n VT C , P u b l i c W o r k s a n d F i r e S t a t i o n 1 i n 2 0 1 3 ; Q M o E f i b e r r i n g i n 2 0 1 3 ( F i b e r t o co n n e c t o u r t o w n o f f i c e l o c a t i o n s a n d p r e p a r e f o r n e w p h o n e s y s t e m ) Ne t w o r k u p g r a d e s 6 0 , 0 0 0 - 6 0 , 0 0 0 1 9 , 7 9 0 7 9 , 7 9 0 - 7 9 , 7 9 0 Co m p u t e r n e t w o r k s y s t e m s - r e p l a c e m e n t c y c l e e v e r y 3 - 5 y e a r s ; 2 0 1 3 r e p l a c e m e n t of s w i t c h e s a n d r o u t e r s ; $ 2 0 K t o n e t w o r k t h e V R D o f f i c e s - s e e r e i m b u r s e m e n t ab o v e Ph o n e S y s t e m I n f r a s t r u c t u r e 1 5 0 , 0 0 0 3 5 , 0 0 0 1 8 5 , 0 0 0 - 1 8 5 , 0 0 0 - 1 8 5 , 0 0 0 R e p l a c e i n f r a s t r u c t u r e f o r 1 5 - y e a r o l d p h o n e s y s t e m ; W o r k s t a r t e d i n 2 0 1 3 Pu b l i c S a f e t y S y s t e m 6 1 , 0 0 0 - 6 1 , 0 0 0 - 6 1 , 0 0 0 - 6 1 , 0 0 0 Bu s i n e s s S y s t e m s R e p l a c e m e n t 5 2 5 , 0 0 0 5 2 , 5 7 3 5 7 7 , 5 7 3 5 0 , 0 0 0 6 2 7 , 5 7 3 - 6 2 7 , 5 7 3 20 1 3 $ 3 5 0 K f o r r e p l a c e m e n t o f C o m m u n i t y D e v e l o p m e n t p e r m i t t i n g s o f t w a r e a n d $2 2 7 K f o r r e m a i n d e r o f F i n a n c e s y s t e m p r o j e c t ; $ 5 0 K f o r t i m e k e e p i n g s y s t e m a n d da t a c o n v e r s i o n t o c o m p l e t e F i n a n c e s y s t e m p r o j e c t Vi r t u a l B r i e f i n g S y s t e m - - - - P o l i c e V i r t u a l B r i e f i n g e q u i p m e n t ( g r a n t f u n d e d ) In t e r g r a p h s o f t w a r e u p g r a d e 6 0 , 0 0 0 2 6 , 7 3 6 8 6 , 7 3 6 - 8 6 , 7 3 6 - 8 6 , 7 3 6 Li v e S c a n F i n g e r p r i n t e q u i p m e n t - - - - - 2 8 , 0 0 0 2 8 , 0 0 0 Ap p r o v e d b y C o u n c i l d u r i n g 2 0 1 4 b u d g e t h e a r i n g s O c t 1 s t Po l i c e i n - c a r c a m e r a r e p l a c e m e n t 5 5 , 0 0 0 - 5 5 , 0 0 0 - 5 5 , 0 0 0 - 5 5 , 0 0 0 U p g r a d e m o b i l e v i s i o n c a m e r a s i n c a r s p u r c h a s e d 6 y e a r s a g o To t a l M a i n t e n a n c e 3 , 2 2 2 , 9 0 0 5 3 7 , 6 4 7 3 , 7 6 0 , 5 4 7 9 9 , 0 9 9 3 , 8 5 9 , 6 4 6 2 8 , 0 0 0 3 , 8 8 7 , 6 4 6 En h a n c e m e n t o f T o w n A s s e t s CD O T R e q u i r e d P a r k i n g 7 0 , 0 0 0 6 3 8 , 6 9 4 7 0 8 , 6 9 4 - 7 0 8 , 6 9 4 - 7 0 8 , 6 9 4 20 1 3 : $ 6 3 0 K a d d e d f o r S a f e w a y p a r k i n g i m p r o v e m e n t s p e r C D O T r e q u i r e m e n t s or i g i n a l l y b u d g e t e d t h e n l a t e r r e m o v e d ; 2 0 1 4 : V a i l V i l l a g e Va i l V i l l a g e I n f o B o o t h 9 0 0 , 0 0 0 1 4 4 , 5 6 8 1 , 0 4 4 , 5 6 8 - 1 , 0 4 4 , 5 6 8 - 1 , 0 4 4 , 5 6 8 R e m o d e l , i n c l u d i n g a d d i t i o n o f r e s t r o o m s a n d s o m e g u e s t e n h a n c e m e n t Va i l V i l l a g e I n f o B o o t h p u l l i n l a n e - 2 5 0 , 0 0 0 2 5 0 , 0 0 0 - 2 5 0 , 0 0 0 - 2 5 0 , 0 0 0 Re - a p p r o p r i a t i o n : P u l l o f f l a n e i n f r o n t o f V a i l V i l l a g e i n f o b o o t h f o r s h o r t t e r m p a r k i n g an d t o p r o v i d e a n a r e a f o r a n R V o r l a r g e r v e h i c l e t o p u l l i n f o r i n f o r m a t i o n Gu e s t S e r v i c e s E n h a n c e m e n t s / L H W e l c o m e Ce n t e r ( V R A ) - 7 0 , 0 0 0 7 0 , 0 0 0 - 7 0 , 0 0 0 - 7 0 , 0 0 0 Re - a p p r o p r i a t e t o c o m p l e t e s i g n a g e a n d $ 2 5 K f o r f i n a l i n t e r i o r e n h a n c e m e n t s ; Gu e s t i n f o r m a t i o n i m p r o v e m e n t s t o w n - w i d e , i n c l u d i n g p e d e s t r i a n s i g n a g e , p a r k i n g st r u c t u r e s , b a n n e r s a t V V & L H Gu e s t S e r v i c e s E n h a n c e m e n t s / W a y f i n d i n g 1 , 1 0 0 , 0 0 0 1 , 3 6 2 , 7 2 6 2 , 4 6 2 , 7 2 6 - 2 , 4 6 2 , 7 2 6 - 2 , 4 6 2 , 7 2 6 G u e s t S e r v i c e / W a y f i n d i n g e n h a n c e m e n t s o u t s i d e o f V R A d i s t r i c t Ma i n V a i l F i r e S t a t i o n 8 5 0 , 0 0 0 3 4 1 , 5 9 7 1 , 1 9 1 , 5 9 7 - 1 , 1 9 1 , 5 9 7 - 1 , 1 9 1 , 5 9 7 In c l u d e s r e - a p p r o p r a t i o n o f $ 2 7 K u n u s e d f u n d s f r o m 2 0 1 2 a n d $ 1 0 0 K a d d i t i o n a l ap p r o v e d b y C o u n c i l f o r t h e e m p l o y e e h o u s i n g u n i t s . E s t i m a t e d b u d g e t o v e r a g e o f $2 1 5 K d u e t o s t r u c t u r a l i s s u e s d u r i n g c o n s t r u c t i o n En e r g y E n h a n c e m e n t s - 3 6 9 , 5 5 7 3 6 9 , 5 5 7 - 3 6 9 , 5 5 7 - 3 6 9 , 5 5 7 F i n a l b i l l s t o b e p a i d Ne i g h b o r h o o d R o a d R e c o n s t r u c t i o n 2 5 , 0 0 0 - 2 5 , 0 0 0 - 2 5 , 0 0 0 - 2 5 , 0 0 0 Ea s t V a i l r o a d s ; $ 2 5 K i n 2 0 1 3 a n d $ 4 2 0 K i n 2 0 1 4 f o r s h a r e d p r o j e c t w i t h E R W S D on R o c k l e d g e R d ; 2 0 1 4 a l s o i n c l u d e s $ 2 0 0 K f o r p l a n n i n g / d e s i g n o f r o a d w o r k (c o n s t r u c t i o n i n 2 0 1 5 ) o n C o l u m b i n e , S p r u c e W a y / D r . , S t r e a m s i d e , N u g g e t , G l e n Ly o n , & W i l l o w C t ; 2 0 1 6 / 2 0 1 7 p r o j e c t s i n c l u d e M e a d o w D r . / L n , J u n i p e r , M a i n G o r e , Ut e , B l a c k B e a r , S n o w s h o e & G r o u s e L n ; V a i l V a l l e y D r i v e p u s h e d t o 2 0 1 8 Ne i g h b o r h o o d B r i d g e R e c o n s t r u c t i o n - 4 4 5 , 8 8 9 4 4 5 , 8 8 9 - 4 4 5 , 8 8 9 - 4 4 5 , 8 8 9 Re - a p p r o p r i a t e t o f i n i s h M a t t e r h o r n B r i d g e r e c o n s t r u c t i o n ( p a r t i a l f u n d i n g f r o m fe d e r a l g r a n t ) ; N u g g e t L a n e a n d B r i d g e R d b r i d g e s d e s i g n i n 2 0 1 3 a n d c o n s t r u c t i o n in 2 0 1 4 t o c o i n c i d e w i t h f e d e r a l g r a n t s . Hy b r i d B u s B a t t e r y R e p l a c e m e n t - 5 5 , 0 0 0 5 5 , 0 0 0 - 5 5 , 0 0 0 - 5 5 , 0 0 0 S c h e d u l e d r e p l a c e m e n t : 1 i n 2 0 1 3 ; 7 i n 2 0 1 4 ; E s t i m a t e d l i f e o f 6 y e a r s Re p l a c e B u s e s - 2 0 , 2 8 2 2 0 , 2 8 2 - 2 0 , 2 8 2 - 2 0 , 2 8 2 2 0 1 2 : 2 H y b r i d b u s e s ; r e - a p p r o p r i a t e f o r f i n a l e q u i p m e n t b i l l s Ti m b e r R i d g e L e g a l / Z o n i n g - 2 5 , 0 0 0 2 5 , 0 0 0 - 2 5 , 0 0 0 - 2 5 , 0 0 0 Es t i m a t e d c o n s u l t a n t a n d l e g a l e x p e n s e s i f t h e t o w n c o n t i n u e s e x p l o r i n g re d e v e l o p m e n t o f T i m b e r R i d g e To t a l E n h a n c e m e n t s 2 , 9 4 5 , 0 0 0 3 , 7 2 3 , 3 1 5 6 , 6 6 8 , 3 1 5 - 6 , 6 6 8 , 3 1 5 - 6 , 6 6 8 , 3 1 5 Ne w A s s e t s 6 12/3/2013 20 1 3 20 1 3 Or i g i n a l 1 s t 2 0 1 3 2 n d 2 0 1 3 3 r d P r o p o s e d Bu d g e t S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d C o m m e n t s TO W N O F V A I L 2 0 1 3 B U D G E T SU M M A R Y O F R E V E N U E , E X P E N D I T U R E S A N D C H A N G E S I N F U N D B A L A N C E CA P I T A L P R O J E C T S F U N D Mu n i c i p a l R e d e v e l o p m e n t - 5 , 0 0 0 5 , 0 0 0 2 5 , 7 7 0 3 0 , 7 7 0 - 3 0 , 7 7 0 Pa y m e n t o f f i n a l b i l l s ; P l u s $ 1 5 K f o r d e s i g n o f p o t e n t i a l r e l o c a t i o n o f I T c o m p u t e r ro o m a n d o f f i c e s We l c o m e C e n t e r ( V R A ) - 9 4 , 5 3 6 9 4 , 5 3 6 - 9 4 , 5 3 6 - 9 4 , 5 3 6 Re - a p p r o p r i a t e f o r A D A p u s h b u t t o n s a t e l e v a t o r s ( $ 2 0 K ) ; r e m a i n d e r t o a d d r e s s dr a i n a g e / h a n d i c a p p a r k i n g / r o a d w a y i c i n g p r o b l e m r e s o l u t i o n Ea s t L i o n s H e a d P o r t a l ( V R A ) - 4 6 3 , 5 6 1 4 6 3 , 5 6 1 - 4 6 3 , 5 6 1 ( 1 1 2 , 0 0 0 ) 3 5 1 , 5 6 1 Re - a p p r o p r i a t i o n f o r f i n a l b i l l s ; R e m a i n i n g i t e m s i n c l u d e l a n d s c a p i n g i n t h e s p r i n g ; re p a i r s t o a p a v e r a r e a b e c a u s e h o l d i n g w a t e r ; F u n d e d b y t h e V a i l R e i n v e s t m e n t Au t h o r i t y ( E a s t L H C i r c l e ) ; T r a n s f e r $ 1 1 2 K t o S u n d i a l P l a z a r e c o n s t r u c t i o n re l a t i n g t o s t r e e t s c a p e a n d r e t a i n i n g w a l l s We s t L i o n s H e a d P o r t a l ( V R A ) - 1 2 9 , 5 4 4 1 2 9 , 5 4 4 - 1 2 9 , 5 4 4 - 1 2 9 , 5 4 4 Re - a p p r o p r i a t i o n t o c o n t i n u e p r o j e c t ; F u n d e d b y t h e V a i l R e i n v e s t m e n t A u t h o r i t y (C o n c e r t H a l l P l a z a ) Li b r a r y R e m o d e l ( V R A ) - 2 9 8 , 4 9 7 2 9 8 , 4 9 7 - 2 9 8 , 4 9 7 - 2 9 8 , 4 9 7 Re - a p p r o p r i a t e t o f i n i s h p r o j e c t / c o v e r f i n a l b i l l s ; F unded by the Vail Reinvestment Au t h o r i t y ( s e e T r a n s f e r s b e l o w ) Su n d i a l P l a z a ( V R A ) - 8 4 0 , 5 6 8 8 4 0 , 5 6 8 - 8 4 0 , 5 6 8 1 2 4 , 0 0 0 9 6 4 , 5 6 8 Fo u n t a i n a n d P a r k i m p r o v e m e n t s ; Transferred $112K from East LH Portal pr o j e c t a s o k ' d b y C o u n c i l e a r l i e r t h i s y e a r f o r r e t a i n i n g w a l l w o r k a n d o t h e r st r e e t s c a p e r e l a t e d i m p r o v e m e n t s i n t h a t a r e a ; $ 1 2 K r e i m b u r s e d f r o m We s t w i n d ( s e e r e v e n u e a b o v e ) . Si m b a R u n U n d e r p a s s ( V R A ) 4 0 0 , 0 0 0 - 4 0 0 , 0 0 0 - 4 0 0 , 0 0 0 - 4 0 0 , 0 0 0 F e a s i b i l i t y s t u d y - f u n d e d b y V R A ; C D O T s h a r i n g 5 0 % o f c o s t s ( s e e r e v e n u e a b o v e ) Li o n s h e a d P a r k i n g S t r u c t u r e E n t r y ( V R A ) 2 0 0 , 0 0 0 - 2 0 0 , 0 0 0 - 2 0 0 , 0 0 0 - 2 0 0 , 0 0 0 Im p r o v e e n t r y a r e a i n t o L H p a r k i n g s t r u c t u r e i n c l u d i n g b o o t h a t t e n d a n t s t a t i o n s p r i o r to 2 0 1 5 W o r l d C h a m p i o n s h i p ; 2 0 1 3 d e s i g n ; 2 0 1 4 c o n s t r u c t i o n . R e i m b u r s e d b y VR A ( s e e t r a n s f e r s b e l o w ) Mo b i l e C o m m u n i c a t i o n s v e h i c l e - - - - - 3 5 0 , 0 0 0 3 5 0 , 0 0 0 Fu l l c o s t i s o f f s e t w i t h r e v e n u e r e i m b u r s e m e n t a b o v e . B u d g e t i n g n o w s o c a n co n t r a c t d u r i n g 2 0 1 3 , w i t h d e l i v e r y e x p e c t e d i n 2 0 1 4 . Bu y - d o w n P r o g r a m - 4 0 2 , 1 1 8 4 0 2 , 1 1 8 - 4 0 2 , 1 1 8 - 4 0 2 , 1 1 8 Ca r r y f o r w a r d p r o g r a m f u n d i n g ; $ 1 5 0 K i n 2 0 1 2 u s e d f o r t w o E H U ' s a t t h e M a i n V a i l F. S . Bu y - d o w n P r o g r a m F u n d e d b y P a y - i n - L i e u - 6 0 0 , 4 2 0 6 0 0 , 4 2 0 - 6 0 0 , 4 2 0 - 6 0 0 , 4 2 0 Ca r r y f o r w a r d c u r r e n t b a l a n c e o f p r o g r a m f u n d i n g : H o u s i n g f u n d e d d i r e c t l y b y P a y - in - L i e u f e e s c o l l e c t e d f r o m d e v e l o p e r s ; I n c l u d e s r e v e n u e c o l l e c t e d i n 2 0 1 2 To t a l N e w A s s e t s : 6 0 0 , 0 0 0 2 , 8 3 4 , 2 4 5 3 , 4 3 4 , 2 4 5 2 5 , 7 7 0 3 , 4 6 0 , 0 1 5 3 6 2 , 0 0 0 3 , 8 2 2 , 0 1 5 To t a l E x p e n d i t u r e s 6 , 7 6 7 , 9 0 0 7 , 0 9 5 , 2 0 7 1 3 , 8 6 3 , 1 0 7 1 2 4 , 8 6 9 1 3 , 9 8 7 , 9 7 6 3 9 0 , 0 0 0 1 4 , 3 7 7 , 9 7 6 Ot h e r F i n a n c i n g S o u r c e s ( U s e s ) Lo a n t o T i m b e r R i d g e ( T R A H C ) ( 8 , 0 0 0 , 0 0 0 ) - ( 8 , 0 0 0 , 0 0 0 ) - ( 8 , 0 0 0 , 0 0 0 ) - ( 8 , 0 0 0 , 0 0 0 ) L o a n t o T i m b e r R i d g e A f f o r d a b l e H o u s i n g C o r p o r a t i o n t o r e - f i n a n c e d e b t Tr a n s f e r f r o m V a i l R e i n v e s t m e n t A u t h o r i t y 1 , 2 1 0 , 0 0 0 3 , 6 8 0 , 7 1 0 4 , 8 9 0 , 7 1 0 - 4 , 8 9 0 , 7 1 0 - 4 , 8 9 0 , 7 1 0 20 1 3 : G u e s t S v c s $ 5 7 0 K ; L i b r a r y r e m o d e l c o m p l e t i o n $ 2 9 8 K ; E a s t L H P o r t a l $4 6 3 K ; W e s t L H P o r t a l $ 1 3 0 K ; L H P a r k i n g S t r u c t u r e e n t r y $ 2 0 0 K ; S u n d i a l P l a z a $8 4 1 K ; S i m b a R u n f e a s i b i l i t y s t u d y $ 2 0 0 K ; L H P a r k i n g S t r u c t u r e a n n u a l c a p i t a l ma i n t e n a n c e $ 3 1 0 K Tr a n s f e r f r o m D i s p a t c h F u n d - - 4 3 , 0 0 0 4 3 , 0 0 0 Tr a n s f e r f r o m D i s p a t c h f o r M o b i l e C o m m V a n Tr a n s f e r f r o m P o l i c e C o n f i s c a t i o n s F u n d - - - - - 2 7 , 0 0 0 2 7 , 0 0 0 Tr a n s f e r f r o m P o l i c e C o n f i s c a t i o n F u n d s f o r M o b i l e C o m m V a n Re v e n u e O v e r ( U n d e r ) E x p e n d i t u r e s ( 4 , 2 0 1 , 8 5 1 ) ( 3 , 3 8 4 , 4 9 7 ) ( 7 , 5 8 6 , 3 4 8 ) 2 3 7 , 2 3 0 ( 7 , 3 4 9 , 1 1 8 ) 1 4 7 , 0 0 0 ( 7 , 2 0 2 , 1 1 8 ) Be g i n n i n g F u n d B a l a n c e 1 1 , 4 4 7 , 6 3 0 5 , 9 7 9 , 4 7 8 1 7 , 4 2 7 , 1 0 8 1 7 , 4 2 7 , 1 0 8 1 7 , 4 2 7 , 1 0 8 En d i n g F u n d B a l a n c e 7 , 2 4 5 , 7 7 9 9 , 8 4 0 , 7 6 0 1 0 , 0 7 7 , 9 9 0 1 0 , 2 2 4 , 9 9 0 7 12/3/2013 20 1 3 20 1 3 O r i g i n a l 1 s t 2 0 1 3 2 n d 2 0 1 3 3 r d P r o p o s e d Bu d g e t S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d C o m m e n t s Re a l E s t a t e T r a n s f e r T a x 4 , 6 7 1 , 0 0 0 $ - $ 4 , 6 7 1 , 0 0 0 $ ( 8 0 0 , 0 0 0 ) $ 3 , 8 7 1 , 0 0 0 $ - $ 3 , 8 7 1 , 0 0 0 $ Go l f C o u r s e L e a s e 1 2 9 , 4 2 6 1 2 9 , 4 2 6 1 2 9 , 4 2 6 1 2 9 , 4 2 6 An n u a l l e a s e p a y m e n t f r o m V a i l R e c r e a t i o n D i s t r i c t 2 % a n n u a l i n c r e a s e - d e p o s i t e d t o "R e c r e a t i o n E n h a n c e m e n t A c c o u n t " ( a c c o m p a n y i n g e x p e n d i t u r e l i s t e d b e l o w ) In t e r g o v e n m e n t a l R e v e n u e 2 0 , 0 0 0 2 0 , 0 0 0 - 2 0 , 0 0 0 - 2 0 , 0 0 0 $ 2 0 K L o t t e r y f u n d p r o c e e d s Pr o j e c t R e i m b u r s e m e n t s - 1 , 1 6 5 , 0 0 0 1 , 1 6 5 , 0 0 0 - 1 , 1 6 5 , 0 0 0 - 1 , 1 6 5 , 0 0 0 $ 1 . 1 6 5 M V R D p o r t i o n f o r G o l f C o u r s e C l u b h o u s e c o n s t r u c t i o n Re c r e a t i o n A m e n i t y F e e s 1 0 , 0 0 0 1 0 , 0 0 0 - 1 0 , 0 0 0 - 1 0 , 0 0 0 Ea r n i n g s o n I n v e s t m e n t s a n d O t h e r 4 6 , 7 8 9 4 6 , 7 8 9 - 4 6 , 7 8 9 - 4 6 , 7 8 9 To t a l R e v e n u e 4 , 8 7 7 , 2 1 5 1 , 1 6 5 , 0 0 0 6 , 0 4 2 , 2 1 5 ( 8 0 0 , 0 0 0 ) 5 , 2 4 2 , 2 1 5 - 5 , 2 4 2 , 2 1 5 Ma i n t a i n T o w n A s s e t s An n u a l P a r k a n d L a n d s c a p e M a i n t e n a n c e 1 , 3 7 3 , 8 5 4 - 1 , 3 7 3 , 8 5 4 - 1 , 3 7 3 , 8 5 4 - 1 , 3 7 3 , 8 5 4 O n g o i n g p a t h , p a r k a n d o p e n s p a c e m a i n t e n a n c e , p r o j e c t m g m t Ma n a g e m e n t F e e t o G e n e r a l F u n d ( 5 % ) 2 3 3 , 5 5 0 - 2 3 3 , 5 5 0 - 2 3 3 , 5 5 0 - 2 3 3 , 5 5 0 5 % o f R E T T C o l l e c t i o n s - f e e r e m i t t e d t o t h e G e n e r a l F u n d f o r a d m i n i s t r a t i o n Tr e e M a i n t e n a n c e 6 5 , 0 0 0 2 5 , 0 0 0 9 0 , 0 0 0 - 9 0 , 0 0 0 - 9 0 , 0 0 0 Re - a p p r o p r i a t e f o r A s p e n t r e e s c a l e m i t i g a t i o n a t V a i l V i l l a g e p a r k i n g s t r u c t u r e a n d t o re m o v e a p p r o x . 1 0 0 a s p e n s a n d r e p l a n t ; R e g u l a r m a i n t e n a n c e f o r t r e e h e a l t h w i t h i n th e t o w n ( s p r a y i n g , r e m o v i n g , n e w t r e e s ) Fo r e s t H e a l t h M a n a g e m e n t 1 9 5 , 0 0 0 1 2 , 7 1 0 2 0 7 , 7 1 0 - 2 0 7 , 7 1 0 - 2 0 7 , 7 1 0 Pi n e b e e t l e m i t i g a t i o n i n c o n j u n c t i o n w / f o r e s t s e r v i c e ( C r e w o f 6 d u r i n g s p r i n g / s u m m e r mo n t h s ) ; R e - a p p r o p r i a t e $ 1 2 K f o r t h e p u r c h a s e o f t h r e e r a d i o s p l u s a d d i t i o n a l t r a i n i n g St r e e t F u r n i t u r e R e p l a c e m e n t 7 5 , 0 0 0 - 7 5 , 0 0 0 - 7 5 , 0 0 0 - 7 5 , 0 0 0 A n n u a l r e p l a c e m e n t o r c a p i t a l r e p a i r s , i n c l u d e s b i k e r a c k s Al p i n e G a r d e n S u p p o r t 6 5 , 6 2 0 - 6 5 , 6 2 0 - 6 5 , 6 2 0 - 6 5 , 6 2 0 A n n u a l o p e r a t i n g s u p p o r t o f t h e B e t t y F o r d A l p i n e G a r d e n s Ea g l e R i v e r W a t e r s h e d P r o g r a m s 6 2 , 0 0 0 - 6 2 , 0 0 0 - 6 2 , 0 0 0 - 6 2 , 0 0 0 A n n u a l s u p p o r t o f t h e E a g l e R i v e r W a t e r s h e d C o u n c i l p r o g r a m s Pu b l i c A r t - O p e r a t i n g 9 4 , 0 0 5 - 9 4 , 0 0 5 - 9 4 , 0 0 5 - 9 4 , 0 0 5 A r t I n P u b l i c P l a c e s s t a f f a n d p r o g r a m s En v i r o n m e n t a l S u s t a i n a b i l i t y 25 0 , 0 0 0 5 , 6 5 7 2 5 5 , 6 5 7 - 2 5 5 , 6 5 7 - 2 5 5 , 6 5 7 Re - a p p r o p r i a t e $ 5 . 6 K f o r a p o r t a b l e s o l a r t r a i l e r o r d e r e d i n 2 0 1 2 b u t n o t r e c e i v e d u n t i l 20 1 3 ; E n v i r o n m e n t a l S u s t a i n a b i l i t y s t a f f a n d p r o g r a m s To t a l M a i n t e n a n c e 2 , 4 1 4 , 0 2 9 4 3 , 3 6 7 2 , 4 5 7 , 3 9 6 - 2 , 4 5 7 , 3 9 6 - 2 , 4 5 7 , 3 9 6 En h a n c e m e n t o f T o w n A s s e t s Re c . P a t h C a p i t a l M a i n t 9 8 , 3 3 9 - 9 8 , 3 3 9 - 9 8 , 3 3 9 - 9 8 , 3 3 9 C a p i t a l m a i n t e n a n c e o f t h e t o w n ' s r e c r e a t i o n p a t h s y s t e m Pa r k / P l a y g r o u n d C a p i t a l M a i n t e n a n c e 8 9 , 0 0 0 - 8 9 , 0 0 0 - 8 9 , 0 0 0 - 8 9 , 0 0 0 An n u a l m a i n t e n a n c e i t e m s i n c l u d e p r o j e c t s s u c h a s p l a y g r o u n d s u r f a c e r e f u r b i s h i n g , re p l a c i n g b e a r - p r o o f t r a s h c a n s , p a i n t i n g / s t a i n i n g o f p l a y s t r u c t u r e s , p i c n i c s h e l t e r ad d i t i o n s / r e p a i r s , a n d f e n c e m a i n t e n a n c e Fl o o d I n c i d e n t R e p a i r s - 9 3 0 , 8 3 2 9 3 0 , 8 3 2 - 9 3 0 , 8 3 2 - 9 3 0 , 8 3 2 Re - a p p r o p r i a t e f o r D o w d J u n c t i o n / B o o t h C r e e k w o r k ; R e p a i r s t o c u l v e r t s , d r a i n a g e , an d p r e v e n t a t i v e i m p r o v e m e n t s St r e a m b a n k / t r a c t m i t i g a t i o n 7 5 0 , 0 0 0 2 0 0 , 0 0 0 9 5 0 , 0 0 0 - 9 5 0 , 0 0 0 - 9 5 0 , 0 0 0 R e - a p p r o p r i a t e p l a n n i n g d o l l a r s ; W a i t i n g f o r w a t e r d i s t r i c t s t u d y o n w a t e r q u a l i t y Fr o n t a g e R o a d B i k e L a n e s / T r a i l s 6 0 0 , 0 0 0 8 8 , 0 1 5 6 8 8 , 0 1 5 - 6 8 8 , 0 1 5 - 6 8 8 , 0 1 5 Tr a n s f e r $ 2 7 5 , 0 0 0 o f s a v i n g s i n 2 0 1 2 f o r s t r e a m w a l k i m p r o v e m e n t s a t F o r d P a r k ;R e m a i n i n g r e - a p p r o p r i a t e f o r f u t u r e f r o n t a g e r o a d w i d e n i n g d e s i g n , a c c e l e r a t e d d u e t o CD O T ' s s c h e d u l e f o r f r o n t a g e r o a d o v e r l a y ; 2 0 1 3 b u d g e t f o r D o n o v a n t o W e s t V a i l ro u n d a b o u t Re d S a n d s t o n e P a r k - P e r S a f e t y p l a n - - - - - - - R e c o n s t r u c t i o n o f p l a y g r o u n d p e r s a f e t y p l a n ; 2 0 y e a r s o l d Fo r d P a r k P o r t a l I m p r o v e m e n t s 1 0 0 , 0 0 0 - 1 0 0 , 0 0 0 ( 1 0 0 , 0 0 0 ) - - - TO V p o r t i o n o f i m p r o v e m e n t s t o s i x p o r t a l s i n t o F o r d P a r k ; M a t c h i n g c o n t r i b u t i o n f r o m Va i l V a l l e y F o u n d a t i o n ; 2 0 1 3 f o r d e s i g n ; P e r C o u n c i l 8 / 6 / 1 3 t r a n s f e r $ 1 0 0 K t o F o r d Pa r k F i e l d s i n 2 0 1 3 a n d t r a n s f e r $ 6 5 0 K f r o m 2 0 1 4 b u d g e t t o F o r d P a r k F i e l d s Fo r d P a r k M a s t e r P l a n - - - 5 0 , 0 0 0 5 0 , 0 0 0 - 5 0 , 0 0 0 C o n t i n u e r e v i s i o n s t o F o r d P a r k M a s t e r p l a n Pu b l i c A r t - G e n e r a l p r o g r a m / a r t 8 0 , 0 0 0 3 0 8 , 0 2 7 3 8 8 , 0 2 7 - 3 8 8 , 0 2 7 - 3 8 8 , 0 2 7 To p u r c h a s e s c u l p t u r e s , a r t w o r k , a r t p r o g r a m s a n d e v e n t s ; r e m a i n d e r i s r e - ap p r o p r i a t e d e a c h y e a r t o a c c u m u l a t e e n o u g h f u n d s ; S u p p l e m e n t b u d g e t f o r a n n u a l do n a t i o n s , m a n h o l e c o v e r & j e w e l e r y s a l e s , a n d p o s t e r s a l e s c o n t r i b u t e d d u r i n g 2 0 1 2 Pu b l i c A r t - W i n t e r f e s t - 2 7 , 7 9 0 2 7 , 7 9 0 3 0 , 4 4 0 5 8 , 2 3 0 - 5 8 , 2 3 0 R e c o g n i z e d o n a t i o n s m a d e f o r W i n t e r f e s t e v e n t ( $ 3 0 , 4 4 0 i n 2 0 1 2 ) To t a l E n h a n c e m e n t s 1 , 7 1 7 , 3 3 9 1 , 5 5 4 , 6 6 4 3 , 2 7 2 , 0 0 3 ( 1 9 , 5 6 0 ) 3 , 2 5 2 , 4 4 3 - 3 , 2 5 2 , 4 4 3 TO W N O F V A I L 2 0 1 3 B U D G E T SU M M A R Y O F R E V E N U E , E X P E N D I T U R E S A N D C H A N G E S I N F U N D B A L A N C E RE A L E S T A T E T R A N S F E R T A X F U N D 8 12/3/2013 20 1 3 20 1 3 O r i g i n a l 1 s t 2 0 1 3 2 n d 2 0 1 3 3 r d P r o p o s e d Bu d g e t S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d S u p p l e m e n t a l A m e n d e d C o m m e n t s TO W N O F V A I L 2 0 1 3 B U D G E T SU M M A R Y O F R E V E N U E , E X P E N D I T U R E S A N D C H A N G E S I N F U N D B A L A N C E RE A L E S T A T E T R A N S F E R T A X F U N D VR D - M a n a g e d F a c i l i t y P r o j e c t s Re c r e a t i o n E n h a n c e m e n t A c c o u n t 1 2 9 , 4 2 6 - 1 2 9 , 4 2 6 - 1 2 9 , 4 2 6 ( 1 2 9 , 4 2 6 ) - Fu n d e d b y a n n u a l l e a s e r e v e n u e p a i d b y V a i l R e c r e a t i o n D i s t r i c t ; Transfer 2013 funds to G o l f C l u b h o u s e p r o j e c t ( s e e b e l o w ) Go l f C o u r s e - O t h e r I m p r o v e m e n t s 4 , 4 8 9 5 9 , 9 2 8 6 4 , 4 1 7 6 0 0 , 0 0 0 6 6 4 , 4 1 7 1 7 5 , 0 0 0 8 3 9 , 4 1 7 Re - a p p r o p r i a t e f o r r e p l a c e m e n t o f s t o r a g e s h e d a t t h e g o l f c l u b h o u s e ; s e w e r r e p a i r s a t ma i n t e n a n c e f a c i l i t y ; G o l f c o u r s e d r i v i n g r a n g e n e t i m p r o v e m e n t s Do b s o n I c e A r e n a 3 , 4 8 0 6 5 , 0 0 0 6 8 , 4 8 0 - 6 8 , 4 8 0 - 6 8 , 4 8 0 Re - a p p r o p r i a t e f o r b o i l e r s , r e f u r b i s h m e n t o f t h e c o o l i n g t o w e r f o r t h e i c e ; h e a t ex c h a n g e s a n d a d d i t i o n a l m e c h a n i c a l i m p r o v e m e n t s Fo r d P a r k / T e n n i s C e n t e r I m p r o v e m e n t s 2 , 7 6 8 - 2 , 7 6 8 - 2 , 7 6 8 - 2 , 7 6 8 T r a n s f e r r e - a p p r o p r i a t e d d o l l a r s t o F o r d P a r k F i e l d s p r o j e c t Gy m n a s t i c s C e n t e r 2 , 8 4 8 - 2 , 8 4 8 - 2 , 8 4 8 - 2 , 8 4 8 W a i t i n g o n e n e r g y a u d i t p r i o r t o i n s t a l l i n g c o o l i n g s y s t e m Na t u r e C e n t e r - 1 0 , 6 4 6 1 0 , 6 4 6 - 1 0 , 6 4 6 - 1 0 , 6 4 6 2 0 1 3 w o o d o p e n r a i l f e n c i n g To t a l V R D - M a n a g e d F a c i l i t y P r o j e c t s 14 3 , 0 1 1 1 3 5 , 5 7 4 2 7 8 , 5 8 5 6 0 0 , 0 0 0 8 7 8 , 5 8 5 4 5 , 5 7 4 9 2 4 , 1 5 9 Ne w A s s e t s Go l f C o u r s e C l u b h o u s e ( C C F ) - 6 , 3 8 3 , 7 3 9 6 , 3 8 3 , 7 3 9 - 6 , 3 8 3 , 7 3 9 1 2 9 , 4 2 6 6 , 5 1 3 , 1 6 5 20 1 3 T r a n s f e r o f $ 1 2 9 K f r o m R E A f u n d s ; Total includes (from 2012) $1.15M re i m b u r s e m e n t f r o m V R D , a l l o c a t i o n o f R e c r e a t i o n E n h a n c e m e n t F u n d s t h r u 2 0 1 2 $5 0 4 K a n d C o n f e r e n c e C e n t e r f u n d s o f $ 3 . 8 M ( T o t a l p r o j e c t c o s t e s t i m a t e d a t $ 6 . 8 M ) Fo r d P a r k I m p r o v e m e n t s & F i e l d s ( C C F ) - 4 , 4 2 0 , 7 8 2 4 , 4 2 0 , 7 8 2 4 , 4 1 8 , 0 0 0 8 , 8 3 8 , 7 8 2 - 8 , 8 3 8 , 7 8 2 $1 . 5 M r e q u e s t e d b a s e d o n c u r r e n t e s t i m a t e s a n d b i d s r e c e i v e d ; P e r c o u n c i l 8 / 6 / 1 3 mo v e u p $ 2 . 7 M f r o m 2 0 1 4 b u d g e t p l u s u s e $ 1 0 0 K i n 2 0 1 3 a n d $ 6 5 0 K i n 2 0 1 4 f r o m Fo r d P a r k P o r t a l I m p r o v e m e n t s ( t o h e l p o f f s e t t h e $ 1 . 5 s h o r t f a l l ) p l u s $ 2 1 8 K f o r V V F sh a r e d c o s t s ; R e - a p p r o p r i a t e d b a l a n c e p l u s t r a n s f e r o f $ 3 6 0 K f r o m F r o n t a g e R o a d Bi k e L a n e s a b o v e f o r r e c o n s t r u c t i o n o f t h e s t r e a m w a l k a l o n g F o r d P a r k ( r e d u c i n g t h e sl o p e g r a d e f r o m a m a x o f 1 7 % t o a m a x o f 6 - 7 % ) a n d t r a n s f e r o f $ 4 1 6 K f r o m F o r d Pa r k / T e n n i s b u d g e t ; Fo r d P a r k A m p h i t h e a t e r 1, 2 1 0 , 0 0 0 1 , 2 1 0 , 0 0 0 - 1 , 2 1 0 , 0 0 0 V V F ' s p o r t i o n o f P h a s e I c o n s t r u c t i o n a n d P h a s e I I p l a n n i n g Pu b l i c R e s t r o o m s - 3 6 8 , 2 6 8 3 6 8 , 2 6 8 - 3 6 8 , 2 6 8 - 3 6 8 , 2 6 8 R e s t r o o m s a t l o w e r b e n c h o f F o r d P a r k To t a l N e w A s s e t s : - 1 1 , 1 7 2 , 7 8 9 1 1 , 1 7 2 , 7 8 9 5 , 6 2 8 , 0 0 0 1 6 , 8 0 0 , 7 8 9 1 2 9 , 4 2 6 1 6 , 9 3 0 , 2 1 5 To t a l E x p e n d i t u r e s 4 , 2 7 4 , 3 7 9 1 2 , 9 0 6 , 3 9 3 1 7 , 1 8 0 , 7 7 2 6 , 2 0 8 , 4 4 0 2 3 , 3 8 9 , 2 1 2 1 7 5 , 0 0 0 2 3 , 5 6 4 , 2 1 2 Ot h e r F i n a n c i n g S o u r c e s ( U s e s ) Tr a n s f e r f r o m C o n f e r e n c e C e n t e r F u n d - 6 , 7 8 5 , 0 0 0 6 , 7 8 5 , 0 0 0 - 6 , 7 8 5 , 0 0 0 - 6 , 7 8 5 , 0 0 0 Tr a n s f e r f r o m C o n f C e n t e r F u n d s f o r G o l f C l u b h o u s e ( $ 3 . 8 M ) a n d F o r d P a r k F i e l d pr o j e c t s ( $ 3 . 5 M ) , n e t o f $ 5 1 5 K t r a n s f e r r e d i n 2 0 1 1 f o r p l a n n i n g / d e s i g n Re v e n u e O v e r ( U n d e r ) E x p e n d i t u r e s 6 0 2 , 8 3 6 ( 4 , 9 5 6 , 3 9 3 ) ( 4 , 3 5 3 , 5 5 7 ) ( 7 , 0 0 8 , 4 4 0 ) ( 1 1 , 3 6 1 , 9 9 7 ) ( 1 7 5 , 0 0 0 ) ( 1 1 , 5 3 6 , 9 9 7 ) Be g i n n i n g F u n d B a l a n c e 9 , 3 5 7 , 8 8 6 7 , 0 7 0 , 0 8 1 1 6 , 4 2 7 , 9 6 7 1 6 , 4 2 7 , 9 6 6 1 6 , 4 2 7 , 9 6 6 En d i n g F u n d B a l a n c e 9 , 9 6 0 , 7 2 2 $ 1 2 , 0 7 4 , 4 1 0 $ 5 , 0 6 5 , 9 6 9 $ 4 , 8 9 0 , 9 6 8 $ 9 12/3/2013 2013 20133rdProposed BudgetSupplementalAmendedComments Revenue Earnings on Investments & Other- - - Other - - - Total Revenue - - - Expenditures Capital Outlay- - - Total Expenditures - - - Revenue Over (Under) Expenditures- - - Transfer to Capital Projects Fund - (27,000) (27,000) Mobile Communications vehicle Beginning Fund Balance27,161 40 27,201 Ending Fund Balance 27,161$ 201$ TOWN OF VAIL 2013 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE POLICE CONFISCATION - FEDERAL FUND 10 12/3/2013 2013 20131st 20133rdProposed BudgetSupplementalAmendedSupplementalAmendedComments Revenue E911 Board Revenue 801,603$ -$ 801,603$ -$ 801,603$ Interagency Charges1,127,338 - 1,127,338 - 1,127,338 Town of Vail Interagency Charge569,193 - 569,193 - 569,193 Earnings on Investments & Other10,000 - 10,000 - 10,000 Total Revenue 2,508,134 - 2,508,134 - 2,508,134 Expenditures Salaries & Benefits 1,947,887 - 1,947,887 - 1,947,887 Operating, Maintenance & Contracts546,388 - 546,388 - 546,388 Capital Outlay20,000 157,146 177,146 - 177,146 Continuation of Intergraph system upgrade Total Expenditures 2,514,275 157,146 2,671,421 - 2,671,421 Revenue Over (Under) Expenditures(6,141) (157,146) (163,287) - (163,287) Transfer to Capital Projects Fund - - - (43,000) (43,000) Mobile Communications vehicle Beginning Fund Balance463,578 326,405 799,983 799,983 Ending Fund Balance 457,437$ 636,697$ 593,697$ TOWN OF VAIL 2013 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE DISPATCH SERVICES FUND 11 12/3/2013 75 S. Frontage Rd. W. www.Vail911.com Phone: 970-479-2200 Vail, Colorado 81657 Fax: 970-479-3434 To: Stan Zemler, Town Manager Kathleen Hollloran, Budget Manager From: Dwight Henninger, Chief of Police Tom Banker, Communications Director Date: Nov 15, 2013 Subject: Mobile Communications Unit Replacement Supplemental Request This memorandum is to update the progress made towards acquiring the 50% cost sharing amount ($175,000) needed to fund the procurement of the Mobile Back Up 911 Center. The Council committed to provide 50% of the desired $350K, if the support from our County’s partnerships could be found. Since then County partner agencies in a very short amount of time have rallied to our cause to find the funding necessary to make this goal of an increased state of Operational Readiness come true:  TOV 50% Contribution - $175,000 (approved 10/01/13 see attached supplemental request memo)  County Agency Contribution - $20,000 confirmed (Eagle County Paramedic Services, Eagle County Sheriff, Greater Eagle Fire Protection District, Eagle River Fire Protection District – Note: $15,000 more pending City Board Approval which would reduce the Comm Center Capital Contribution)  State/Town Multi Agency Drug Forfeiture Fund - $27,000  E-911 Board - $85,000 Contribution ($15,600 additional each year will be voted on by the board annually which will more than cover the on going operational costs and upgrades)  Dispatch Services Fund Capital Reserve (which involves 911 Authority Board funding for Back Up Center Needs that were contributed in years 2011, 2010 and 2009) - $43,000  GRAND TOTAL: $350,000 Once again, we as a County leader in Public Safety and Emergency Preparedness truly appreciate your efforts to bolster our overall level of readiness. If you have any further questions, please do not hesitate to call or email. 12/3/2013 Ordinance No. 22, Series of 2013 ORDINANCE NO. 22 SERIES OF 2013 AN ORDINANCE MAKING BUDGET ADJUSTMENTS TO THE TOWN OF VAIL GENERAL FUND, CAPITAL PROJECTS FUND, REAL ESTATE TRANSFER TAX FUND, DISPATCH SERVICE FUND AND POLICE CONFISCATIONS FEDERAL FUND OF THE 2013 BUDGET FOR THE TOWN OF VAIL, COLORADO; AND AUTHORIZING THE SAID ADJUSTMENTS AS SET FORTH HEREIN; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, contingencies have arisen during the fiscal year 2013 which could not have been reasonably foreseen or anticipated by the Town Council at the time it enacted Ordinance No. 16, Series of 2012, adopting the 2013 Budget and Financial Plan for the Town of Vail, Colorado; and, WHEREAS, the Town Manager has certified to the Town Council that sufficient funds are available to discharge the appropriations referred to herein, not otherwise reflected in the Budget, in accordance with Section 9.10(a) of the Charter of the Town of Vail; and, WHEREAS, in order to accomplish the foregoing, the Town Council finds that it should make certain budget adjustments as set forth herein. NOW, THEREFORE, BE IT ORDAINED, BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO that: 1. Pursuant to Section 9.10(a) of the Charter of the Town of Vail, Colorado, the Town Council hereby makes the following budget adjustments for the 2013 Budget and Financial Plan for the Town of Vail, Colorado, and authorizes the following budget adjustments: General Fund $ 302,600 Capital Projects Fund 390,000 Real Estate Transfer Tax Fund 175,000 Dispatch Services Fund 43,000 Police Confiscation-Federal Fund 27,000 Total $ 937,600 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. 12/3/2013 Ordinance No. 22, Series of 2013 3. The Town Council hereby finds, determines, and declares that this ordinance is necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants thereof. 4. The repeal or the repeal and reenactment of any provision of the Municipal Code of the Town of Vail as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceedings as commenced under or by virtue of the provision repealed or repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. 5. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 3rd day of December, 2013, and a public hearing shall be held on this Ordinance on the 17th day of December, 2013, at the regular meeting of the Town Council of the Town of Vail, Colorado, in the Municipal Building of the town. _______________________________ Andrew P. Daly, Mayor ATTEST: ___________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: First reading of Ordinance No. 23, Series of 2013 Commercial Ski Storage, an ordinance extending a temporary moratorium on the processing and approval of all business and land use applications for private ski club uses within the Town. PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Approve, Approve with Conditions or Deny Ordinance No. 23, Series of 2013. BACKGROUND: The continuation of a moratorium on the operation of, and the processing and approval of all business and land use applications for private ski clubs will allow the Staff, Town Attorney, Council and the Community, to assess whether such uses are in the best interest of the public health, safety and welfare. STAFF RECOMMENDATION: Approve, Approve with Conditions or Deny Ordinance No. 23, Series of 2013. ATTACHMENTS: Ordinance No. 23, Series 2013 Extention of Ski Club Moratorium Memo Ordinance No. 23, Series 2013 12/3/2013 TO: Vail Town Council FROM: Community Development Department DATE: December 3, 2013 SUBJECT: First reading of Ordinance No. 23, Series of 2013, an ordinance extending a temporary moratorium on the processing and approval of all business and land use applications for private ski club uses within the Town. I. SUMMARY Staff needs to study the effects of allowing private ski clubs to operate within the Town, considering the Town's existing land use regulations and master plan, and will thereafter provide information to the Council with options as to whether such uses should be permitted at any location in the Town. The continuation of a moratorium on the operation of, and the processing and approval of all business and land use applications for private ski clubs will allow the Staff, Town Attorney, Council and the Community to assess whether such uses are in the best interest of the public health, safety and welfare. II. ACTION REQUESTED OF THE TOWN COUNCIL The Vail Town Council shall approve, approve with modifications, or deny Ordinance No. 23, Series of 2013, upon first reading. III. BACKGROUND The Town Staff ("Staff") has recently received several inquiries to operate private ski clubs within the Town. The Town Council has adopted a temporary ban until December 17, 2013. Pursuant to C.R.S. § 31-23-301, the Town is empowered to regulate and restrict zoning, including but not limited to the location and use of buildings within its jurisdiction. Pursuant to C.R.S. § 31-23-303(1), the Town's zoning regulations must be made in accordance with the Comprehensive Plan and designed to, among other things, promote health and general welfare within the Town. The community needs additional time to gather information and study the impacts of private ski clubs and the zone districts in which they should be permitted, if at all. 12/3/2013 Town of Vail Page 2 IV. STAFF RECOMMENDATION Approve, approve with modifications, or deny Ordinance No. 23, Series of 2013. V. ATTACHMENTS A. Ordinance No. 23, Series of 2013 12/3/2013 Ordinance No. 23, Series of 2013 12/03//2013 ORDINANCE NO. 23 SERIES 2013 AN ORDINANCE EXTENDING THE TEMPORARY MORATORIUM ON THE PROCESSING AND APPROVAL OF ALL BUSINESS AND LAND USE APPLICATIONS FOR PRIVATE SKI CLUB USES WITHIN THE TOWN WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town"), is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Vail Town Charter; WHEREAS, the members of the Town Council have been duly elected and qualified; WHEREAS, pursuant to C.R.S. § 31-23-301, the Town is empowered to regulate and restrict zoning, including but not limited to the location and use of buildings within its jurisdiction; WHEREAS, pursuant to C.R.S. § 31-23-303(1), the Town's zoning regulations must be made in accordance with the Comprehensive Plan and designed to, among other things, promote health and general welfare within the Town; WHEREAS, previously, the Town Council has adopted a temporary ban until December 17, 2013; WHEREAS, it is the desire of the Town Council that Town Staff study the effects of allowing private ski clubs to operate within the Town, considering the Town's existing land use regulations and master plan, and thereafter provide information to the Town Council as to whether such uses should be permitted at any location in the Town; WHEREAS, Town Staff needs additional time to gather information and study the impacts of private ski clubs and the zone districts in which they should be permitted, if at all; WHEREAS, the imposition of a moratorium on the operation of, and the processing and approval of all business and land use applications for private ski clubs will allow the Town Staff, Town Attorney and the Town Council to assess whether such uses are in the best interest of the public health, safety and welfare; and WHEREAS, during such time, the Council finds and determines that it is in the best interest of the public health, safety and welfare for the town to extend the temporary ban on the operation of, and the processing and approval of all business and land use applications for private ski clubs until June 17, 2014. 12/3/2013 Ordinance No. 23, Series of 2013 12/03//2013 NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. Findings and Intent. The foregoing recitals are incorporated herein by reference and adopted as findings and determinations of the Town Council of the Town of Vail. Section 2. Temporary Moratorium. Upon the adoption of this ordinance, a moratorium is imposed on the processing and approval of all business and land use applications for operation of any private ski club use within the Town. Town Staff is directed to refuse to process, review or approve any such applications for the operation of private ski clubs. It shall further be unlawful for any person to operate, cause to be operated, or permit to be operated in the Town a private ski club at any location within the Town unless the Town expressly authorized such use prior to the adoption of this ordinance. For purposes of this ordinance, the term "private ski club" means a members-only club that serves alcoholic beverages and other refreshment with on-site ski storage, or any similar use. Section 3. Investigation and Evaluation. During the term of this moratorium, Town Staff shall investigate, evaluate and update the Town's Code as necessary to regulate or prohibit the operation of private ski clubs within the Town. Section 4. Authority. The Town Council hereby finds, determines and declares that it has the power to adopt this ordinance pursuant to: (i) The Local Government Land Use Control Enabling Act, Article 20 of Title 29 C.R.S.; (ii) Part 3 of Article 23 of Title 31, C.R.S. (concerning municipal zoning powers); (iii) Section 31-15-103, C.R.S. (concerning municipal police powers); (iv) Section 31-15-401, C.R.S. (concerning municipal police powers); (v) Section 31-15-501, C.R.S. (concerning municipal power to regulate businesses); (vi) The authority granted to home rule municipalities by Article XX of the Colorado Constitution; and (vii) The powers contained in the Town of Vail Town Charter. Section 5. Expiration. The moratorium extended by this ordinance shall expire on June 17, 2014, unless earlier repealed or extended, as determined by Town ordinance. Section 6. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity 12/3/2013 Ordinance No. 23, Series of 2013 12/03//2013 h of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 7. The Town Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town and the inhabitants thereof. Section 8. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. Section 9. Pursuant to Section 4.11 of the Vail Town Charter, this ordinance is deemed necessary for the protection of the public health, welfare and safety, because the location of private ski clubs within the Town prior to the time that Town staff has had an adequate opportunity to study the effects of such establishments and the proper location for such establishments, if any, could cause irreparable harm to the Town and its residents and visitors. INTRODUCED, READ, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST AND FINAL READING this 3rd day of December, 2013 and a public hearing for second reading of this Ordinance set for the 17th day of December, 2013, in the Council Chambers of the Vail Municipal Building, Vail Colorado. ________________________ Andrew P. Daly, Mayor ATTEST: __________________________ Tammy Nagel, Acting Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PIBLISHED this 17th day of December, 2013. ________________________ Andrew P. Daly, Mayor ATTEST: __________________________ Tammy Nagel, Acting Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: First reading of Ordinance No. 24, Series of 2013, An Ordinance Granting a Non-Exclusive Franchise Service Company of Colorado Regarding the Provision of Natural Gas Service in the Town. See attached staff memorandum and draft franchise agreement. PRESENTER(S): Matt Mire ACTION REQUESTED OF COUNCIL: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. BACKGROUND: The current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014. For the Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town. See attached staff memoradum and draft franchise agreement STAFF RECOMMENDATION: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. ATTACHMENTS: Memorandum 120313 Ordinance No. 24, Series 2013 12/3/2013 To: Town Council From: Public Works and Finance Departments Date: December 3, 2013 Subject: Xcel Franchise Agreement I. Background Public Service Company of Colorado, operating under the name Xcel, has an existing franchise agreement with the town which expires on January 31, 2014. On Tuesday evening, Council will be asked to approve Ordinance No. 24, Series of 2013, to authorize a new franchise agreement. The primary purpose of a franchise agreement is to give Xcel permission to install and maintain natural gas distribution facilities in those public rights-of-way under the Town's control, so that Xcel can provide gas service to customers in the Town. II. Franchise Fee Xcel currently collects a franchise fee of 2% of gross revenues collected from natural gas customers in the Town. This fee generated average annual revenue of $200,000 from 2009 through 2012. With natural gas prices falling and commercial customers moving to third party providers, however, the 2014 budget anticipates a lower amount of $160,000. Franchise fees are a General Fund revenue. With a new franchise agreement, the town has the opportunity to increase the fee from 2% to 3% as shown in the draft of the new franchise being presented for your consideration. The proposed increase would generate an estimated $80,000 per year in revenue, bringing expected annual revenue to approximately $240,000. The 3% franchise fee would take effect on February 1, 2014, with the effective date of the new franchise. Staff recommends the Council adopt the new fee for the following reasons: • The increase would make up for the loss of revenue due to price reductions and third party suppliers • This franchise sets the fee for the next twenty years with no additional option for adjustment • Most other municipalities serviced by Xcel collect a 3% franchise fee so this increase puts Vail on an equal footing • Franchise fees provide some diversity to the town’s primarily tax-based revenue An additional consideration is that franchise fees are passed through to customers by Xcel and therefore impact the town’s residents and homeowners. The impact on any 12/3/2013 Town of Vail Page 2 individual household will vary depending upon size of the home, whether there are other energy sources, amenities such as heated driveways, etc. As an example, if a homeowner pays $100 a month for natural gas, he would pay an additional dollar a month with the increase. III. Other Key Provisions Protection of Town's police power (§ 3.1). The new franchise contains numerous provisions protecting the Town's ability to exercise its police power, including the ability to remove and relocate Xcel facilities (at Xcel's expense) in the interest of the public health, safety and welfare. Indemnification (§ 13.1). The new franchise requires Xcel to indemnify the Town. Violation procedures (Article 14). The new franchise establishes procedures for dealing with franchise violations. Term (§ 2.3). The term of the franchise agreement is 20 years, which is standard for these types of franchise agreements. The franchise agreement takes effect on February 1, 2014. Relocation (§ 6.7). The franchise requires Xcel to relocate its facilities at Xcel's cost for a public project, which includes any project on Town-owned property and any project funded 50% or more by the Town, the state, Eagle County, the federal government, the Eagle River Water & Sanitation District or the Vail Parks and Recreation District. IV. Questions for Council Do you agree with staff recommendation to increase the Xcel franchise fee from 2% to 3% for the new agreement? 12/3/2013 Ordinance No. 24, Series of 2013 ORDINANCE NO. 24 SERIES 2013 AN ORDINANCE GRANTING A NON-EXCLUSIVE FRANCHISE TO PUBLIC SERVICE COMPANY OF COLORADO REGARDING THE PROVISION OF NATURAL GAS SERVICE IN THE TOWN WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town"), is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Vail Town Charter; WHEREAS, the members of the Town Council of the Town (the "Council") have been duly elected and qualified; WHEREAS, the current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014; WHEREAS, for Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town; and WHEREAS, pursuant to Sections 12.1 and 12.4 of the Vail Town Charter, the Town Council finds and determines that it is in the best interest of the public health, safety and welfare for the Town to grant a 20-year franchise to Public Service Company of Colorado regarding the provision of natural gas service in the Town as more particularly set forth in the attached franchise agreement. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. The franchise agreement between the Town and Public Service Company of Colorado, in substantially the form attached hereto, is hereby approved, and a non-exclusive franchise is granted to Public Service Company of Colorado under the terms set forth in such franchise agreement, commencing on February 1, 2014. The Town Manager is hereby authorized to execute such franchise agreement on behalf of the Town. Section 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity of the remaining portions of this ordinance; and the Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 3. The Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town and the inhabitants thereof. 12/3/2013 Ordinance No. 24, Series of 2013 Section 4. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 3rd day of December, 2013, and a public hearing for second reading of this Ordinance set for the 17th day of December, 2013, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 17th day of December, 2013. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Adjournment (9:10 p.m.) 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: First reading of Ordinance No. 24, Series of 2013, An Ordinance Granting a Non-Exclusive Franchise Service Company of Colorado Regarding the Provision of Natural Gas Service in the Town. See attached staff memorandum and draft franchise agreement. PRESENTER(S): Matt Mire ACTION REQUESTED OF COUNCIL: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. BACKGROUND: The current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014. For the Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town. See attached staff memoradum and draft franchise agreement STAFF RECOMMENDATION: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. ATTACHMENTS: Memorandum 120313 Ordinance No. 24, Series 2013 12/3/2013 To: Town Council From: Public Works and Finance Departments Date: December 3, 2013 Subject: Xcel Franchise Agreement I. Background Public Service Company of Colorado, operating under the name Xcel, has an existing franchise agreement with the town which expires on January 31, 2014. On Tuesday evening, Council will be asked to approve Ordinance No. 24, Series of 2013, to authorize a new franchise agreement. The primary purpose of a franchise agreement is to give Xcel permission to install and maintain natural gas distribution facilities in those public rights-of-way under the Town's control, so that Xcel can provide gas service to customers in the Town. II. Franchise Fee Xcel currently collects a franchise fee of 2% of gross revenues collected from natural gas customers in the Town. This fee generated average annual revenue of $200,000 from 2009 through 2012. With natural gas prices falling and commercial customers moving to third party providers, however, the 2014 budget anticipates a lower amount of $160,000. Franchise fees are a General Fund revenue. With a new franchise agreement, the town has the opportunity to increase the fee from 2% to 3% as shown in the draft of the new franchise being presented for your consideration. The proposed increase would generate an estimated $80,000 per year in revenue, bringing expected annual revenue to approximately $240,000. The 3% franchise fee would take effect on February 1, 2014, with the effective date of the new franchise. Staff recommends the Council adopt the new fee for the following reasons: • The increase would make up for the loss of revenue due to price reductions and third party suppliers • This franchise sets the fee for the next twenty years with no additional option for adjustment • Most other municipalities serviced by Xcel collect a 3% franchise fee so this increase puts Vail on an equal footing • Franchise fees provide some diversity to the town’s primarily tax-based revenue An additional consideration is that franchise fees are passed through to customers by Xcel and therefore impact the town’s residents and homeowners. The impact on any 12/3/2013 Town of Vail Page 2 individual household will vary depending upon size of the home, whether there are other energy sources, amenities such as heated driveways, etc. As an example, if a homeowner pays $100 a month for natural gas, he would pay an additional dollar a month with the increase. III. Other Key Provisions Protection of Town's police power (§ 3.1). The new franchise contains numerous provisions protecting the Town's ability to exercise its police power, including the ability to remove and relocate Xcel facilities (at Xcel's expense) in the interest of the public health, safety and welfare. Indemnification (§ 13.1). The new franchise requires Xcel to indemnify the Town. Violation procedures (Article 14). The new franchise establishes procedures for dealing with franchise violations. Term (§ 2.3). The term of the franchise agreement is 20 years, which is standard for these types of franchise agreements. The franchise agreement takes effect on February 1, 2014. Relocation (§ 6.7). The franchise requires Xcel to relocate its facilities at Xcel's cost for a public project, which includes any project on Town-owned property and any project funded 50% or more by the Town, the state, Eagle County, the federal government, the Eagle River Water & Sanitation District or the Vail Parks and Recreation District. IV. Questions for Council Do you agree with staff recommendation to increase the Xcel franchise fee from 2% to 3% for the new agreement? 12/3/2013 Ordinance No. 24, Series of 2013 ORDINANCE NO. 24 SERIES 2013 AN ORDINANCE GRANTING A NON-EXCLUSIVE FRANCHISE TO PUBLIC SERVICE COMPANY OF COLORADO REGARDING THE PROVISION OF NATURAL GAS SERVICE IN THE TOWN WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town"), is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Vail Town Charter; WHEREAS, the members of the Town Council of the Town (the "Council") have been duly elected and qualified; WHEREAS, the current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014; WHEREAS, for Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town; and WHEREAS, pursuant to Sections 12.1 and 12.4 of the Vail Town Charter, the Town Council finds and determines that it is in the best interest of the public health, safety and welfare for the Town to grant a 20-year franchise to Public Service Company of Colorado regarding the provision of natural gas service in the Town as more particularly set forth in the attached franchise agreement. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. The franchise agreement between the Town and Public Service Company of Colorado, in substantially the form attached hereto, is hereby approved, and a non-exclusive franchise is granted to Public Service Company of Colorado under the terms set forth in such franchise agreement, commencing on February 1, 2014. The Town Manager is hereby authorized to execute such franchise agreement on behalf of the Town. Section 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity of the remaining portions of this ordinance; and the Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 3. The Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town and the inhabitants thereof. 12/3/2013 Ordinance No. 24, Series of 2013 Section 4. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 3rd day of December, 2013, and a public hearing for second reading of this Ordinance set for the 17th day of December, 2013, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 17th day of December, 2013. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Adjournment (9:10 p.m.) 12/3/2013 To: Town Council From: Public Works and Finance Departments Date: December 3, 2013 Subject: Xcel Franchise Agreement I. Background Public Service Company of Colorado, operating under the name Xcel, has an existing franchise agreement with the town which expires on January 31, 2014. On Tuesday evening, Council will be asked to approve Ordinance No. 24, Series of 2013, to authorize a new franchise agreement. The primary purpose of a franchise agreement is to give Xcel permission to install and maintain natural gas distribution facilities in those public rights-of-way under the Town's control, so that Xcel can provide gas service to customers in the Town. II. Franchise Fee Xcel currently collects a franchise fee of 2% of gross revenues collected from natural gas customers in the Town. This fee generated average annual revenue of $200,000 from 2009 through 2012. With natural gas prices falling and commercial customers moving to third party providers, however, the 2014 budget anticipates a lower amount of $160,000. Franchise fees are a General Fund revenue. With a new franchise agreement, the town has the opportunity to increase the fee from 2% to 3% as shown in the draft of the new franchise being presented for your consideration. The proposed increase would generate an estimated $80,000 per year in revenue, bringing expected annual revenue to approximately $240,000. The 3% franchise fee would take effect on February 1, 2014, with the effective date of the new franchise. Staff recommends the Council adopt the new fee for the following reasons: • The increase would make up for the loss of revenue due to price reductions and third party suppliers • This franchise sets the fee for the next twenty years with no additional option for adjustment • Most other municipalities serviced by Xcel collect a 3% franchise fee so this increase puts Vail on an equal footing • Franchise fees provide some diversity to the town’s primarily tax-based revenue An additional consideration is that franchise fees are passed through to customers by Xcel and therefore impact the town’s residents and homeowners. The impact on any 12/3/2013 Town of Vail Page 2 individual household will vary depending upon size of the home, whether there are other energy sources, amenities such as heated driveways, etc. As an example, if a homeowner pays $100 a month for natural gas, he would pay an additional dollar a month with the increase. III. Other Key Provisions Protection of Town's police power (§ 3.1). The new franchise contains numerous provisions protecting the Town's ability to exercise its police power, including the ability to remove and relocate Xcel facilities (at Xcel's expense) in the interest of the public health, safety and welfare. Indemnification (§ 13.1). The new franchise requires Xcel to indemnify the Town. Violation procedures (Article 14). The new franchise establishes procedures for dealing with franchise violations. Term (§ 2.3). The term of the franchise agreement is 20 years, which is standard for these types of franchise agreements. The franchise agreement takes effect on February 1, 2014. Relocation (§ 6.7). The franchise requires Xcel to relocate its facilities at Xcel's cost for a public project, which includes any project on Town-owned property and any project funded 50% or more by the Town, the state, Eagle County, the federal government, the Eagle River Water & Sanitation District or the Vail Parks and Recreation District. IV. Questions for Council Do you agree with staff recommendation to increase the Xcel franchise fee from 2% to 3% for the new agreement? 12/3/2013 Ordinance No. 24, Series of 2013 ORDINANCE NO. 24 SERIES 2013 AN ORDINANCE GRANTING A NON-EXCLUSIVE FRANCHISE TO PUBLIC SERVICE COMPANY OF COLORADO REGARDING THE PROVISION OF NATURAL GAS SERVICE IN THE TOWN WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town"), is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Vail Town Charter; WHEREAS, the members of the Town Council of the Town (the "Council") have been duly elected and qualified; WHEREAS, the current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014; WHEREAS, for Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town; and WHEREAS, pursuant to Sections 12.1 and 12.4 of the Vail Town Charter, the Town Council finds and determines that it is in the best interest of the public health, safety and welfare for the Town to grant a 20-year franchise to Public Service Company of Colorado regarding the provision of natural gas service in the Town as more particularly set forth in the attached franchise agreement. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. The franchise agreement between the Town and Public Service Company of Colorado, in substantially the form attached hereto, is hereby approved, and a non-exclusive franchise is granted to Public Service Company of Colorado under the terms set forth in such franchise agreement, commencing on February 1, 2014. The Town Manager is hereby authorized to execute such franchise agreement on behalf of the Town. Section 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity of the remaining portions of this ordinance; and the Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 3. The Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town and the inhabitants thereof. 12/3/2013 Ordinance No. 24, Series of 2013 Section 4. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 3rd day of December, 2013, and a public hearing for second reading of this Ordinance set for the 17th day of December, 2013, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 17th day of December, 2013. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: First reading of Ordinance No. 24, Series of 2013, An Ordinance Granting a Non-Exclusive Franchise Service Company of Colorado Regarding the Provision of Natural Gas Service in the Town. See attached staff memorandum and draft franchise agreement. PRESENTER(S): Matt Mire ACTION REQUESTED OF COUNCIL: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. BACKGROUND: The current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014. For the Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town. See attached staff memoradum and draft franchise agreement STAFF RECOMMENDATION: Approve, Approve with Conditions or Deny Ordinance No. 24, Series of 2013. ATTACHMENTS: Memorandum 120313 Ordinance No. 24, Series 2013 12/3/2013 To: Town Council From: Public Works and Finance Departments Date: December 3, 2013 Subject: Xcel Franchise Agreement I. Background Public Service Company of Colorado, operating under the name Xcel, has an existing franchise agreement with the town which expires on January 31, 2014. On Tuesday evening, Council will be asked to approve Ordinance No. 24, Series of 2013, to authorize a new franchise agreement. The primary purpose of a franchise agreement is to give Xcel permission to install and maintain natural gas distribution facilities in those public rights-of-way under the Town's control, so that Xcel can provide gas service to customers in the Town. II. Franchise Fee Xcel currently collects a franchise fee of 2% of gross revenues collected from natural gas customers in the Town. This fee generated average annual revenue of $200,000 from 2009 through 2012. With natural gas prices falling and commercial customers moving to third party providers, however, the 2014 budget anticipates a lower amount of $160,000. Franchise fees are a General Fund revenue. With a new franchise agreement, the town has the opportunity to increase the fee from 2% to 3% as shown in the draft of the new franchise being presented for your consideration. The proposed increase would generate an estimated $80,000 per year in revenue, bringing expected annual revenue to approximately $240,000. The 3% franchise fee would take effect on February 1, 2014, with the effective date of the new franchise. Staff recommends the Council adopt the new fee for the following reasons: • The increase would make up for the loss of revenue due to price reductions and third party suppliers • This franchise sets the fee for the next twenty years with no additional option for adjustment • Most other municipalities serviced by Xcel collect a 3% franchise fee so this increase puts Vail on an equal footing • Franchise fees provide some diversity to the town’s primarily tax-based revenue An additional consideration is that franchise fees are passed through to customers by Xcel and therefore impact the town’s residents and homeowners. The impact on any 12/3/2013 Town of Vail Page 2 individual household will vary depending upon size of the home, whether there are other energy sources, amenities such as heated driveways, etc. As an example, if a homeowner pays $100 a month for natural gas, he would pay an additional dollar a month with the increase. III. Other Key Provisions Protection of Town's police power (§ 3.1). The new franchise contains numerous provisions protecting the Town's ability to exercise its police power, including the ability to remove and relocate Xcel facilities (at Xcel's expense) in the interest of the public health, safety and welfare. Indemnification (§ 13.1). The new franchise requires Xcel to indemnify the Town. Violation procedures (Article 14). The new franchise establishes procedures for dealing with franchise violations. Term (§ 2.3). The term of the franchise agreement is 20 years, which is standard for these types of franchise agreements. The franchise agreement takes effect on February 1, 2014. Relocation (§ 6.7). The franchise requires Xcel to relocate its facilities at Xcel's cost for a public project, which includes any project on Town-owned property and any project funded 50% or more by the Town, the state, Eagle County, the federal government, the Eagle River Water & Sanitation District or the Vail Parks and Recreation District. IV. Questions for Council Do you agree with staff recommendation to increase the Xcel franchise fee from 2% to 3% for the new agreement? 12/3/2013 Ordinance No. 24, Series of 2013 ORDINANCE NO. 24 SERIES 2013 AN ORDINANCE GRANTING A NON-EXCLUSIVE FRANCHISE TO PUBLIC SERVICE COMPANY OF COLORADO REGARDING THE PROVISION OF NATURAL GAS SERVICE IN THE TOWN WHEREAS, the Town of Vail, in the County of Eagle and State of Colorado (the "Town"), is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Vail Town Charter; WHEREAS, the members of the Town Council of the Town (the "Council") have been duly elected and qualified; WHEREAS, the current franchise agreement between the Town and Public Service Company of Colorado expires on January 31, 2014; WHEREAS, for Public Service Company of Colorado to continue to provide gas service in the Town, it needs a franchise from the Town; and WHEREAS, pursuant to Sections 12.1 and 12.4 of the Vail Town Charter, the Town Council finds and determines that it is in the best interest of the public health, safety and welfare for the Town to grant a 20-year franchise to Public Service Company of Colorado regarding the provision of natural gas service in the Town as more particularly set forth in the attached franchise agreement. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. The franchise agreement between the Town and Public Service Company of Colorado, in substantially the form attached hereto, is hereby approved, and a non-exclusive franchise is granted to Public Service Company of Colorado under the terms set forth in such franchise agreement, commencing on February 1, 2014. The Town Manager is hereby authorized to execute such franchise agreement on behalf of the Town. Section 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity of the remaining portions of this ordinance; and the Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 3. The Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town and the inhabitants thereof. 12/3/2013 Ordinance No. 24, Series of 2013 Section 4. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 3rd day of December, 2013, and a public hearing for second reading of this Ordinance set for the 17th day of December, 2013, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 17th day of December, 2013. _____________________________ Andrew P. Daly, Mayor ATTEST: ____________________________ Tammy Nagel, Interim Town Clerk 12/3/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: December 3, 2013 ITEM/TOPIC: Adjournment (9:10 p.m.) 12/3/2013