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HomeMy WebLinkAbout2014-06-17 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL WORK SESSION AGENDA TOWN OF 4� 0i VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 8:00 A. M., JUNE 17, 2014 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. ITEM /TOPIC: BUDGET RETREAT BEGINS 8:00 AM AT VAIL PUBLIC LIBRARY (292 W. Meadow Drive) BACKGROUND: The purpose of this meeting is to provide a high -level preview of the town's 2015 budget process, and gather feedback from Council on preliminary budget assumptions. Town Council will review all aspects of the budget throughout the next five months, with final budget ordinance reading currently scheduled for November 4th. Please see Attachment B for the Budget Timetable outlining the meeting schedule for budget topics. 2. ITEM /TOPIC: Council lunch from 12:00 pm - 1:00 pm (Vail Municipal Building) (60 min.) 3. ITEM /TOPIC: Vail Valley Medical Center Master Plan - THE PLANNING AND ENVIRONMENTAL COMMISSION HAS BEEN INVITED TO ATTEND. A presentation of the Vail Valley Medical Center Facilities Master Plan. The presentation will include information on the planning process, background work completed to date, project drivers, planning considerations, parking structure options, sequencing of construction, format of the master plan document and the projected schedule of next steps. (30 min.) PRESENTER(S): George Ruther, Director, Community Development and Doris Kirchner, CEO, President, Vail Valley Medical Center ACTION REQUESTED OF COUNCIL: Listen to the presentation and provide any initial feedback or comment that the Town Council & Planning and Environmental Commission may have at this time. BACKGROUND: The idea for a facilities master plan for the VVMC campus rose out of the municipal site redevelopment project. During discussions regarding the municipal site project, a number of land planning opportunities and facility improvement needs were identified. While the municipal site redevelopment project is no longer being actively pursued by the VVMC and the Town of Vail, the need for certain facility improvements on the VVMC campus remains and opportunities for better land planning still exists. Through previous communications with the Town, VVMC has been given conceptual approval to explore master planning options and ideas whft7ifty include the use of certain town owned lands. More specifically, those lands include the town's municipal site located at 75 South Frontage Road and 281 West Meadow Drive, library parking lot (Lot 10, Vail Village Filing 2). No final decisions on that matter, however, have been reached. 4. ITEM /TOPIC: Municipal Site Parking Garage - Presentation of the Initial Findings of the Feasibility Study (45 min) PRESENTER(S): George Ruther, Director of Community Development and Will Hentschel, Principal, 359 Design ACTION REQUESTED OF COUNCIL: Should the Town Staff continue to pursue conversations with the Vail Valley Medical Center on a joint effort to construct a parking garage on the Town's municipal site and develop business model options for the Town Council's consideration? BACKGROUND: A presentation on the initial findings of the municipal site parking garage feasibility study. On May 4, 2014, the Vail Town Council instructed town staff to prepare a feasibility study in order to determine the potential of constructing a parking garage on the Town's municipal site. In doing so, the Town Council requested that the study address such considerations as design, layout, access, estimated cost, operating scheme, vehicular & pedestrian traffic flow, impacts on existing improvements, and the ability to construct a future town hall. If pursued, it is likely the parking garage would be constructed in some form of a joint effort with the Vail Valley Medical Center. The detail of that joint effort still need to be developed. The initial findings of the study conclude that a parking garage could be constructed on the site. In summary, the following conclusions were reached: 260 -305 parking spaces Up to four levels in height A future town hall could be constructed on the east end of the garage A future development site could be preserved on the top level of the garage The helipad will need to be relocated Pedestrian access to the south side of the Frontage Road could be accomplished below grade Vehicle traffic flows to and from the site would likely be right in /right out Frontage Road traffic improvements would be required The garage could be constructed above the ground water table The DD plans for the proposed town hall could be modified and reused. 5. ITEM /TOPIC: Meeting with Eagle County Commissioners (60 min.) PRESENTER(S): Sara Fisher, Jill Ryan, Kathy Chandler -Henry ACTION REQUESTED OF COUNCIL: There are no action items included with this discussion. BACKGROUND: There are annual meetings scheduled with Eagle County Commissioners in order to discuss regional topics. Agenda topics for discussion include: Update about Retail Marijuana in Eagle County Update about Eagle County's Affordable Housing Policy Regulations Eagle -Vail Master Plan Update County and Town - sustainability initiatives & opportunities for partnering Other 6/17/2014 ITEM /TOPIC: DRB /PEC Update (10 min. ) PRESENTER(S): Warren Campbell 7. ITEM /TOPIC: Information Update: 1) Vail Economic Advisory Council Minutes from June 3, 2014 Meeting 2) Commission on Special Events Meeting Minutes from June 4, 2014 and Work Plan 3) March Vail Business Review 4) April Vail Business Review 5) Neighborhood Speed Complaints - Greg Hall 6) Update on July 8th Summit County Affordable Housing Tour - George Ruther (5 min.) 8. ITEM /TOPIC: Matters from the Mayor, Council and Committee Reports (15 min.) 9. ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(a)(b) (e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding Timber Ridge Redevelopment and possible use of Town property in Vail Valley Medical Center Master Plan. (45 min. ) PRESENTER(S): Matt Mire 10. ITEM /TOPIC: Adjournment (ESTIMATED 4:30 p.m.) NOTE: UPCOMING MEETING TOPICS AND ESTIMATED TIMEFRAMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) THE NEXT REGULAR VAIL TOWN COUNCIL MEETING WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, JULY 1, 2014 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Ongoing agenda items DRB /PEC updates WS - 15 min.; Information Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. Other agenda items: Update on Golf Course Clubhouse Plans - 7/1 Timber Ridge Redevelopment Contract Amendment - 7/1 Half Day Retreat Competitiveness Plan - WS - 7/15 Finalize Budget Parameters - WS - 7/15 Meet with Eagle County School District Board - WS - 7/15 Quarterly Report on Capital Projects & Programs - (Info Update) WS - 7/15 Supplemental Budget Ordinance - ES - 7/15 Half Day Retreat Define Balanced Community - WS - 8/5 Discussion of Major Revenue Projections - WS - 8/5 Discussion on Economic Diversity w/ Stakeholders - WS - 8/19 Discussion of Parking & Transportation - WS - 9/2 VVMC Master Plan Discussion - WS - 9/16 Discussion of Five Year Caf'lW&RETT Plans - WS - 9/16 Half Day Retreat w/ VLHA - WS - 10/7 Discussion on Town Manager's Budget (Final Draft) - WS - 10/7 Discussion on Adoption of Strategic Competitiveness Plan - WS - 10/21 Quarterly Status Report on Capital Projects & Programs (Info Update) - WS -10/21 First Reading of Ordinance Budget Adoption - ES - 10/21 Discussion on Aspen Report & Follow up - WS - 11 /4 Second Reading of Ordinance Budget Adoption - ES - 11/4 Discussion on Technology - WS - 11/4 Meet with Eagle County School District Board - TBD Meet with Avon Town Council - TBD Investment Policy Update ES - TBD 1 -70 Vail Underpass Traffic Analysis Update - ES - TBD - Tom Clean Up Title 12 Ordinance - TBD Plastic bags - TBD Village Information Center - Greg - TBD Fee Schedule changes - George - TBD Neighborhood Speed Control - TBD - Greg /Dwight Housing Strategic Plan - George - TBD 2015 WAC updates (construction restrictions, legacy program) - WS - TBD Sister City discussion - TBD Discussion of future of RSES - TBD Streaming PEC & DRB - TBD VLMD Term limits - TBD Marijuana policy discussion - WS - Matt - TBD Walking Mountains zero waste program presentation - TBD 6/17/2014 rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: BUDGET RETREAT BEGINS 8:00 AM AT VAIL PUBLIC LIBRARY (292 W. Meadow Drive) BACKGROUND: The purpose of this meeting is to provide a high -level preview of the town's 2015 budget process, and gather feedback from Council on preliminary budget assumptions. Town Council will review all aspects of the budget throughout the next five months, with final budget ordinance reading currently scheduled for November 4th. Please see Attachment B for the Budget Timetable outlining the meeting schedule for budget topics. ATTACHMENTS: 2015 Budget Preview 6/17/2014 0 TOWN OF VAIL' Memorandum TO: Vail Town Council FROM: Town Manager/ Department Heads DATE: June 12, 2014 SUBJECT: 2015 Budget Preview I. SUMMARY The purpose of this meeting is to provide a high -level preview of the town's 2015 budget process, and gather feedback from Council on preliminary budget assumptions. Town Council will review all aspects of the budget throughout the next five months, with the final budget ordinance reading currently scheduled for November 4th. Please see Attachment B for the Budget Timetable outlining the meeting schedule for budget topics. II. BACKGROUND Current State of the Town Vail has evolved into a world -class resort community and established a leadership position in economic performance, quality of amenities and an abundance of entertainment options through special events and cultural brand events. Town Council members contributed greatly to this success through master planning revisions, support of special events and a strong vision for the community. The impact of the town's evolution is demonstrated though a variety of measures: increases in the number and diversity of visitors, increases in lodging units, increased occupancy and average daily rate of lodging and ultimately sales tax generation. While the below data shows just a few examples of the resulting success, Town Council will get a much more in -depth review from the Competitive Assessment study to be reported at the July 15th meeting. • Year -round visitation to Vail has grown 21.7% since 2005 from an estimated 2.3 million persons in 2005 (1.5 million winter / 800K summer) to approximately 2.8 million in 2013 (1.7 million in winter / 1.1 million in summer). • As of 2011, bed base for short term rentals has grown 9.8% since 2005 with 3,598 units and 16,827 pillows to 3,954 units and 18,465 pillows in 2011. • Sales tax has grown 7.5% on average each year since 2009 (4.2% average per year since 2005 which includes a 13.8% drop during the recession), with the most recent year (2013) increasing 9.7% from 2012. Looking forward, Destimetrics is projecting a 20% increase this coming summer (based on April data) in revenue per available room. • Lodging tax has grown 13.4% on average each year since 2009 (6.7% average per year since 2005), exceeding the average sales tax increase. 2013 Lodging Tax increased 6.9% from 2012. • The number of special events has grown 60% from 25 in 2005 to 40 planned for 2014, in addition to the size and quality of the events. This is accompanied by an 6/17/2014 increase to the special events budget, with $564K in 2005 to $1.9 million in 2014 (not including the 2015 World Alpine Ski Championships). Redeveloped properties as part of Vail's Billion Dollar Renewal has added $54.3 million of incremental revenue to the town since 2005, with the largest contributions from RETT ($18.7M), Sales Tax ($14.2M) and Vail Reinvestment Authority incremental property tax collections ($14.OM). Over $117.5 million in capital improvements have been made since 2005 to the town -owned and operated infrastructure and equipment. Town Council's vision to improve the amenities and surroundings for guests and citizens parallels nicely with improvements completed by private developers. Whether streetscape improvements, frontage road bike /pedestrian pathways, hybrid buses, new entrances to Lionshead, the new SunBird park, or new town facilties (such as the Transit and Welcome Centers, a new fire station) the town reflects a heightened Vail brand. Reserves projected for the end of 2014 total $38.0 million (includes $16.7M General Fund, $14.2M Capital Projects Fund and $3.1 M RETT Fund). Council's previously- identified minimum reserve level of 25% of annual General Fund revenue amounts to $8.1 million. All TOV debt has been paid off. The only debt remaining is obligated from the Vail Reinvestment Authority district and will be repaid from the incremental property tax collections in that district. Vail has experienced an incredible amount of growth, capital improvements and economic activity in the past 10 years. Through Councils' vision, staff implementation of that vision, private investors, and a strong partner on the mountain the town is in an enviable position as a world -class resort community. "What's Next ?" The Council Action Plan for 2014 — 2016 geared toward continuing Vail's leadership position with focus on enhancing economic vitality, growing a balanced community and elevating quality of the Vail experience. Following the goals and initiatives outlined in the Council Action Plan, department heads conducted an analysis to determine whether we were funded, organized and staffed to carry out Council's goals. Attached is a document providing internal guidelines to help implement those goals. (Attachment A). III. BUILDING THE BUDGET The proposed timetable for the Town Council's review of the 2015 budget is included as Attachment B and begins with a discussion of the budget philosophy (to be finalized at the July 15th meeting). There are standard philosophies and practices developed over time and agreed to or revised each year by Council: • Budget will reflect the town's vision and supports the Town Council's areas of strategic focus • Revenues are projected conservatively using analytical processes • When appropriate, new programs are funded by new or increased revenues or reallocation of existing revenue • Recommended General Fund balance at least 25% of budgeted revenue • Town develops a five -year financial projection for all major funds, including a long- term capital improvement plan Town of Vail 6/17/2014 Page 2 • The town will operate within annual revenue streams (minimum expectation of "break- even "), with the exception of the 2015 World Alpine Ski Championship event sponsorship • The sales tax "split" between the General Fund and Capital Projects Fund is set by ordinance, subject to annual review We have included a preliminary review of revenue assumptions (Attachment C) to be used as a basis for the projection of annual revenues (to be presented formally to Council on August 5th) Revenue projections set the stage for direction given to the internal departments regarding annual operating expenditures. Major considerations for the 2015 expenditure budget include the impact of the Affordable Healthcare Act, annual merit pool increases, operating expenditure increases, and funding of extraordinary special events. Impacts of the Patient Protection and Affordable Care Act (PPACA) will be presented during this meeting (Attachment D). Although the TOV has already implemented much of the PPACA legislation (see timeline within Attachment D), the most impactful pieces of this legislation become effective January 1, 2015. The TOV's health plan philosophy of cost sharing with employees (75% TOV / 25% Employees) has provided the basis for the plan design and premium adjustments. TOV's health plan has a historical trend increase of approximately 10% annually that is likely to continue regardless of PPACA. The trend related increase projection is $324,350 for 2015. In addition, PPACA institutes fees which total $30,800 for 2015. The larger impact will be from covering the newly eligible employees. Although it's hard to estimate actual cost (as that depends on who actually enrolls, their health status, and the overall claims of our entire covered population), the current projection estimates $509,692 as the TOV's portion to cover newly eligible employees. The estimated impact to the budget is as follows: Expected trend projection $ 324,350 PPACA related fees 30,800 TOV 75% for newly eligible participants 509,692 $ 864,842 The Human Resource department has compiled comparative compensation information which will be presented at this meeting (see Attachment E). Merit increases have averaged 2.5% over the past 5 years, with the following annual increases starting with 2010: 0 %, 2011: 2 %, 2012: 3 %; 2013: 4 %; 2014: 3 %. Each year staff reviews the town's ability to pay in the current and future years as part of the compensation plan. An example includes 2009, when after several years of financial growth the original budget included a 6% merit, which was later reduced to 4% due to the recession. Preliminary expenditure considerations (Attachment F) include a 4% merit pool with an additional pool for exceptional performers. Since 2009, "base" department operating expenses have not been increased with a few individual exceptions (i.e. natural gas pricing, snow melt areas, operation of new facilities, etc), compared to cumulative inflation of 8% for those five years. The budget for the Commission on Special Events (CSE) has increased 12% since the start of 2009. Preliminary expenditure considerations include a 2% increase for general, or "base" operating expenses. Town of Vail 6/17/2014 Page 3 The 5 -year capital plan is presented to Council in a separate work session (currently scheduled for September 16). The most recent Capital Projects Fund and RETT Fund 5 -year plans are included (Attachment G), with revisions to revenue projections and current fund balances levels. Projects have not been revised as yet and no new projects have been added at this time. A listing of "Unfunded" capital projects is also included, however the cost estimates and list of projects has not been updated since last year. The success of Vail as a community and economic driver has presented challenges to town municipal services, as staff strives to uphold the Vail standard of services whether transportation, street cleaning, public safety, event facilitation, planning and review activity or maintenance of an increased number of town - operated facilities. It also presents opportunities to look forward into the future of Vail, and to be able to afford to maintain that leadership position with the appropriate strategic plan. IV. ACTION REQUESTED The feedback given during this work session will help establish a foundation from which to build the 2015 budget, and is not considered an "approval" of any particular item within the budget. Upcoming budget presentations as outlined in the timetable (Attachment A) will provide more opportunities for adjustments. However, in order to give direction to departments in beginning to build their budgets, staff is requesting feedback on the following: 1. Does Council have comments on staff's preliminary revenue assumptions? 2. Would Council agree to use as one of the assumptions a 4% merit pool plus a pool for exceptional performers in an initial budget proposal? 3. Is Council comfortable with assuming a 2% general / "base" operating increase? 4. Are there changes Council would like us to consider as we bring the 5 -year capital projects budget forward? 5. Is there anything else you would like staff to be aware of as we build the budget? Town of Vail 6/17/2014 Page 4 TOWN OF VAIL% TOWN OF VAIL ORGANIZATIONAL PLAN 12014-2016 OUR VISION: To be the Premier International Mountain Resort Community! OUR MISSION: Grow a vibrant, diverse economy and community, providing our citizens and our guests with exceptional services and an abundance of recreational, cultural and educational opportunities. FOCUS AREA I — ENSURE VAIL'S FUTURE COMPETITIVENESS - From the Inside Out GOAL: Invest in organizational development strategies with a commitment toward training and resources that will strengthen and sustain Vail's tradition of excellence at all levels by building leadership capacity from within and by continuously documenting and transferring our institutional knowledge, know - how, systems, guest service focus and spirit of ingenuity in everything we do. As employer of choice, we will attract the best and brightest team members who will passionately contribute their own unique talents to ensure that Vail's desired future as the premier international mountain resort community is our number -one focus. KEY INITIATIVES & TACTICS Invest in Strategic Organizational Development & Leadership Planning. • Initiate succession planning to include bench strength development, transfer of leadership and institutional knowledge. • Maintain ongoing leadership development initiatives for personal and professional growth. • Review and refine the "Vail Way" standards via culture and values discussions. o Provide brand alignment and co- leadership with Vail Resorts to maintain our resort community competitive edge. • Become Employer of Choice. o Develop and implement an evolving compensation and benefits program that will be used to retain and recruit the best and brightest. • Honor a work environment that values teams, personal choice, pride, responsibility and accountability. • Celebrate our successes with robust rewards and recognition programs. • Focus on continuous improvement with emphasis on results and return on investment. • Determine Resource /Staffing Alignment to Support Town Council Goals. • Reset staffing, functions and resource allocation to support special events, programs and projects as well as succession planning and retirements. • Create relevance of council goals throughout organization to create balance and internal ownership. o Explore opportunities that enable the organization to be nimble, dynamic, focused and flexible, while tapping talents of middle managers. • Focus on the Future. 6/17/2014 • Use master plan updates, strategic plans and long -term capital plans to support and fulfill Vail's vision to be the premier international mountain resort community. • Assume environmental stewardship for sustainable resources. FOCUS AREA II — DELIVER HIGH QUALITY, COST EFFECTIVE MUNICIPAL SERVICES THAT CONTRIBUTE TO OUR VISION TO BE THE PREMIER INTERNATIONAL MOUNTAIN RESORT COMMUNITY. GOAL: Provide customer - driven municipal and resort services in outstanding ways with a focus on elevating our quality, convenience and efficiency in delivering on the promise, "VAIL Like nothing on earth." KEY INITIATIVES & TACTICS • Provide Appropriate Day -to -Day Focus and Long -Term Planning to Maintain Critical Service Mandates in the areas of Public Safety, Health and Welfare. o Maintain and improve a high level of readiness and response to natural and man- made threats to ensure a safe and secure community with continued focus on emergency preparedness, including wildfire mitigation, education, prevention and effective evacuation strategies.* • Provide Appropriate Day -to -Day Focus and Long -Term Planning to Fulfill our Resort Service Emphasis. • Implement service commitments for 2015 FIS Alpine World Ski Championships.* • Improve the quality and convenience of parking and transportation.* • Benchmark Municipal Service Level Ratings from 2014 Community Survey and Implement Opportunities to Expand or Improve Our Guest and Municipal Customer Service Focus. o Review and expand public engagement, communications and community collaboration as components of our decision - making process. • Focus on Process Improvements for Continued Efficiency, Productivity and Return on Investment. o Streamline processes for consistency, compliance and customer focus. • Invest in project management training and systems. • Use cross - departmental teams when warranted. • Ensure Fiscal Responsibility and Accountability. o Strive for clean 2014 audit report. • Develop a standard operating procedure for construction management and delivery of multi - million dollar projects.* • Maintain responsibility for the protection and management of Vail's assets (employees and infrastructure). • Focus on Environmental Programs Appropriate to our Size.* • Leverage Technology to Ensure Resort Community Competitiveness.* o Develop a strategic plan for staying current with adequate support and replacement schedules. *Identified in Town Council Action Plan Focus Area 111 — Continually Elevate the Quality of the Experience. 6/17/2014 • Facilitate World -Class Recreation Amenities.* Review Mitigation Strategies to Reduce Negative Impacts of 1 -70 (noise, water quality, traffic management).* • Create a Record of Accountability for Our Citizens. • Develop a report card of services that documents open and honest two -way communications, meaningful public engagement, collaborative decision - making, and performance measures and benchmarking. • Identify how customers want to interact with TOV. *Identified in Town Council Action Plan Focus Area 111 — Continually Elevate the Quality of the Experience. 6/17/2014 Attachment B Town of Vail Proposed 2015 Budget Timetable Budget Guidelines Presentation of 2013 audit report to Council 06/03/14 Budget Preview 06/17/14 Summarize philosophy discussion above - reconfirm w /Council 07/15/14 Guidelines distributed to department heads 07/18/14 Staff prepares departmental budgets 07/18/14 to 08/08/14 Capital budget request for county funds TBD Council discussion of major revenue items 08/05/14 Town Manager reviews departmental budgets 08/18/14 to 09/05/14 Council discussion of 5 -year Capital and RETT plans 09/16/14 VLMD Board review of 2015 Operating Plan 09/16/14 Council review of Town Manager's budget - first draft 10/07/14 Budget Documentation and Reporting First reading of 2014 Supplemental Number One 01/17/14 Second reading of 2014 Supplemental Number One 02/04/14 First reading of 2014 Supplemental Number Two 04/01/14 Second reading of 2014 Supplemental Number Two 04/15/14 First reading of 2014 Supplemental Number Three 07/15/14 Second reading of 2014 Supplemental Number Three 08/05/14 VLMD Resolution for VLMD Budget 10/07/14 TOV Resolution for VLMD Budget 10/07/14 First reading of 2015 budget ordinance 10/21/14 Second reading of 2015 budget ordinance 11/04/14 Vail Reinvestment Authority Budget Resolution 11/04/14 First reading of mil levy certification ordinance 11/18/14 First reading of 2014 Supplemental Number Four 12/02/14 Second reading of mil levy certification ordinance 12/02/14 Second reading of 2014 Supplemental Number Four 12/16/14 Mil levy certification deadline to Eagle County 12/15/14 Budget book submission (to State) 01/31/15 6/17/2014 Attachment C 2015 Preliminary Revenue Assumptions Sales Tax 2014 is forecasted at 5% higher than 2013; We are tracking at 5.5% higher than budget thru April. As of April 30, 54% of annual budgeted revenue ($22M) has already been collected. 2015 projected at 5% higher than 2014 based on prior year's history. Annual average increase since 2010 is 7.5% (with the most recent year ending 2013 increasing by 9.7 %). The most recent ski season ('12/'13) increased 9.2% from the prior ski season. The sales tax "split" is unchanged at 62% General Fund and 38% Capital Projects Fund. Property Tax Will be flat with 2014 based on assessor information (non- assessment year) Lift Tax 2014 currently up 6% from this time last year; 2015 projected at 5% increase from 2014 based on historical increases. Average annual increase since 2010 is 7.9% (with most recent year ending 2013 increasing by 16.7 %) Franchise Fees 2014 forecast reflects the new agreement with Xcel which increased from 2% to 3 %. 2015 projected at 3% increase from 2014 (utilities fluctuate from year to yea r) Licenses & Permits 2015 Construction Fees projected at 5% higher than 2013 actuals based on prior two year's history and future construction projects. 2015 Licenses & permits based on 5 -year average Intergovernmental Various methods of projection depending on source (County sales tax, road & bridge, highway user's tax, etc.) No federal or state grants included at this time Transportation 2014 is forecasted slightly (less than 1 %) higher than 2013 actual (a strong Centers year) 2015 projected at 3% higher than 2014, but still 13% less than our highest years (2009 and 2010) Charges for Service Majority of this category are internal fees (i.e. RETT collection fee, VRA mgmt., etc); Fire and Police contract work included here based on averages Fines & Forfeits Based on averages/ 2% increases per year Includes court - related revenues, parking fines, library fines, etc. Rental Revenue 2015 projected at similar to 2013 actual, but we no longer have the Gravity Jones rental income; Employee housing rentals projected with 3% increase Miscellaneous Majority of this item is reimbursed costs. 2015 projected is based on averages (conservatively because this is not guaranteed or "known" revenue) 6/17/2014 Financial Impact of Healthcare Reform a A&A VAIL•DEAVER CREEK L'w 1 V :.N Hays TOWN OF VAIL Healthcare Reform -Town of Vail Agenda • Healthcare Reform Timeline • Healthcare Reform —Fees N ° Healthcare Reform Requirements • Enrollment • Cost Scenarios • Next Steps :•: N BYs Town of Vail I Human Resources 1 06/17/2014 2 Healthcare Reform Timeline r'i PATIENT PROTECTION AND AFFORDABLE CARE ACT (PPACA OR ACA) Passed in March, 2010. With implementation over 8 2010 to 2018. rn N See timeline for summary details on implementation O A years,�,_,,,�a.r,, r by year. k, Together with the Health Care and Education Reconciliai Act, it represents the most significant government expan and regulatory overhaul of the US health care system sir Medicare and Medicaid in 1965. Multiple federal and state agencies provide oversight. HealthCare.gov Town of Vail I Human Resources 1 06/17/2014 3 Healthcare Reform Fees Fees 2013 - 2019 2013 Patient Centered Outcomes Research Fee (2012 to 2018): Fee employers must pay to fund research into effective medical care. TOV paid $385.55 in 2013 (for 2012 enrollment) Estimated cost for the Town is $800 in 2014 thru 2018. 1 2014 Reinsurance Fee Assessed on Employers (2014- 2016): Fee will help finance required reinsurance for Health Care Exchange programs. Estimated cost for the Town is $30,000 in 2014, $20,000 in 2015, and $12,400 in 2016. Individual Mandate /Tax Individuals must obtain adequate medical coverage or pay a tax: 2014 - $95 per adult or 1 % of household income over tax filing threshold (greater of). 2015 - $325 per adult or 2% of household income over tax filing threshold (greater of). 2016 - $695 per adult or 2.5% of household income over tax filing threshold (greater of). Town of Vail I Human Resources 1 06/17/2014 4 Healthcare Reform -Town of Vail 2015 "Pay or Play" Basics of "Pay or Play" Penalty: • Beginning in 2015, if the Town DOES NOT offer minimum essential coverage to substantially all "FT Employees" 1 "Pay" Penalty applies if one FT Employee buys insurance through the Exchange and receives a Federal Subsidy, then the Town must pay a $2,000 penalty on all FTEs (less 30). "Pay "Penalty: $2,000 per "FT employee" (less 30) _ approximately $460,000 Town of Vail I Human Resources 1 06/17/2014 5 Healthcare Reform -Town of Vail Basics of "Play" Requirements- Must offer a medical plan to substantially all Full Time Employees (FTEs) Full -Time Employee: Anyone working an average of 30 hours or more N Must satisfy a Minimum Value Requirement O Minimum Value Requirement: Plan design minimum actuarial value of 60% The Town currently meets the minimum value requirement Must satisfy an Affordability Requirement Affordability Requirement: Must provide a single -only employee contribution that does not exceed 9.5% of the employee's income. If exceeds 9.5 %, a $3,000 affordability penalty may apply. The Town currently meets the affordability requirement Town of Vail I Human Resources 1 06/17/2014 6 Healthcare Reform -Town of Vail 2013 Council Direction Im April /May 2013 Council Direction: "Pay or Play" — Offer health plan (Play): • Full -Time Employee: average of 30 hours or more • Minimum Value Requirement: Plan design minimum actuarial value of N 60% O • Affordability Requirement: Employee -only contribution that does not exceed 9.5% of the employee's income. Health Insurance - Continue strategy of 75% TOV / 25% employee cost share Continue exploring cost containment options Seasonal re- employment based on high - performance assessments Town of Vail I Human Resources 1 06/17/2014 7 Healthcare Reform - Enrollment N O_ A 44 potential exposure to add to plan enrollment Current Waivers — Employees who have NOT elected to enroll in the TOV health plan. They may have coverage elsewhere (IE: via spouse employer, parent, Medicare, etc.) or may not have coverage at all. Newly Eligible — Employees who have averaged at least 30 hours per week over the previous 12 months or are expected to average at least 30 hours per week in 2014. Town of Vail I Human Resources 1 06/17/2014 Healthcare Reform —Cost Scenarios N O Scenario 1— Worst Case Enrollment (FTEs) Employer Cost Employee Premium Cost Total Cost HC Reform Fees TOTAL TOV I M PACT 212 $3,243,502 $571,320 $3,814,822 Assumptions: Current 75% TOV /25% Employee costshare remains 40 of 44 eligible employees enroll in healthplan Does NOT include out -of- pocket participant costs (co -pays, deductibles, etc.) Town of Vail I Human Resources 1 06/17/2014 212 252 (40 new enrollee's) $3,567,852 $4,247,443 $628,452 $748,157 $4,196,304 $4,995,600 $30,800 $324,350 $1,034,741 Estimated Trend : $324,350 Estimated Fees: $30,800 Estimated Increase for 40 EEs: $679,591 li 1 ._ N givs 07 Healthcare Reform —Cost Scenarios .z N O Enrollment (FTEs) 212 Employer Cost $3,243,502 Employee Premium Cost $571,320 Total Cost $3,814,822 HC Reform Fees TOTAL TOV IMPACT Assumptions: Current 75% TOV /25% Employee costshare remains 30 of 44 eligible employees enroll in healthplan Does NOT include out -of- pocket participant costs (co -pays, deductibles, etc.) 212 242 (30 new enrollee's) $3,567,852 $4,077,544 $628,452 $718,231 $4,196,304 $4,795,775 $30,800 $324,350 $864,842 Estimated Trend : $324,350 Estimated Fees: $30,800 Estimated Increase for 30 EEs: $509,692 ■ Hays Town of Vail I Human Resources 1 06/17/2014 10 Healthcare Reform —Cost Scenarios .z N O Enrollment (FTEs) 212 Employer Cost $3,243,502 Employee Premium Cost $571,320 Total Cost $3,814,822 HC Reform Fees TOTAL TOV IMPACT Assumptions: Current 75% TOV /25% Employee costshare remains 20 of 44 eligible employees enroll in healthplan Does NOT include out -of- pocket participant costs (co -pays, deductibles, etc.) 212 232 (20 new enrollee's) $3,567,852 $3,907,647 $628,452 $688,304 $4,196,304 $4,595,951 $30,800 $324,350 $694,945 Estimated Trend : $324,350 Estimated Fees: $30,800 Estimated Increase for 20 EEs: $319,795 ■ ■ I0 ■W Hays Town of Vail I Human Resources 1 06/17/2014 11 Healthcare Reform -Town of Vail TOV currently utilizes several methods of cost containment for the health plan. Examples of the current cost containment strategies are outlined below. • Risk pool management — perpetual analysis of the risk enrolled in the , plan, with consideration given to optimal balance of employer cost N and employee contributions O • Cost -share strategies – ongoing review of appropriate plan design (deductible, copays, etc.) • Care management – disease management resources, case management for high -cost claims and chronic conditions. 12% of members were treated for chronic medical conditions in 2013 • Wellness program (initiated fall 2012) –Aimed at improving healthy behaviors, thereby helping to avoid future high dollar claims. Opportunities for improvement by way of the wellness program based on 2012 claims: > 17% of members incurred claims that may have been avoided through prevention, early detection, or proper condition management > 11 % of members incurred claims often associated with unhealthy behaviors. Town of Vail I Human Resources 1 06/17/2014 12 Healthcare Reform -Town of Vail TOV currently utilizes several methods of cost containment for the health plan. Examples of the current cost containment strategies are outlined below. • Vendor selection process- review national and local alternatives for , claims processing, PPO network, Rx benefit management N • Health care consumerism — provide mechanisms for price and quality O comparisons for health care services. • Direct provider agreements — direct negotiated discounts with high - volume local providers. > Of the total health plan spending for 2012, 42% of all claims dollars went to local providers with average discount of 13% > Of the remaining 58% of paid claims for 2012, the average provider discount was 32% > Opportunity of $252,807 in unrealized discounts for 2012 o ■� Hays Town of Vail I Human Resources 1 06/17/2014 13 -0 r • a ! k qtr: �" /, do OIL f7.. A i a j r TOWN OF VAII Extended Coverage for Young Adults Group health plans and health insurance issuers offering group or individual health insurance coverage that provide dependent coverage of children must make coverage available for adult children up to age 26. Access to Insurance for Uninsured Individuals with Pre - existing Conditions �� W_Jj The ACA created a temporary high -risk health insurance pool program, called the Pre - existing Condition Insurance Plan (PCIP), to provide health coverage to individuals who have been uninsured for at least six months because of a pre- existing condition. Colorado residents have access to Cover Colorado. !MA Eliminating Pre - existing Condition Exclusions for Children Group health plans and health insurance issuers may not impose pre- existing condition exclusions on coverage for children under age 19. Coverage of Preventive Care Services Group health plans and health insurance issuers offering group or individual health insurance coverage must cover certain preventive care services without cost - sharing (for example, deductibles, copayments or coinsurance). Grandfathered plans are exempt from this requirement. 6/17/2014 Community Living Assistance Services and Supports Program (CLASS Act) The ACA created a voluntary, long -term care insurance program for disabled adults. Although the program was technically effective Jan. 1, 2011, significant portions were not required to be established until 2012. On Oct. 14, 2011, CLASS Act implementation was suspended due to concerns about the program's fiscal sustainability and affordability. On Jan. 2, 2013, the CLASS Act was repealed by legislation approved by Congress and signed by President Obama to avoid the "fiscal cliff." Improving Medical Loss Ratios (MLRs) FHealthminsurance issuers offering group or individual health insurance coverage (including grandfathered ) must annually report on the share of premium dollars spent on health care and provide ebates for excessive MLRs. Not applicable to self- funded health plans, Grandfather Plan Status Requirement If plan is grandfathered, plan is exempt from some of the Health Care Reform requirements. Summary of Benefits and Coverage Requirement Effective with the first plan renewal on or after September 23, 2012, Plans and insurance issuers must provide a Summary of Benefits and Coverage (SBC) to participants and beneficiaries. This is a uniform document among all insurance carriers. Town of Vail (TOV) Compliance The TOV plan is not grandfathered. Status: Not exempt from Healthcare Reform TOV Compliance These were provided with the January 2013 renewal, and will continue to be available annually. Status: Compliant :A 60 -Day Notice of Off - Renewal Plan Changes Requirement The health plan must provide a 60 day notice of any plan design changes made outside of the renewal. TOV Compliance If TOV were to make a plan design change outside of the January renewal, a 60 day notice to plan participants would be required prior to the effective date of the change. Status: Compliant as of 1/1 /14 Preventive Care Services for Women Requirement Effective with the first plan renewal on or after August 1, 2012, Non - Grandfathered plans must cover specific preventiv %fW/Q(pffvices for women without cost - share. TOV Compliance The TOV plan is not grandfathered. TOV adopted additional services. Status: Compliant $2,500 Contribution for FSAs Requirement TOV Compliance Effective for plans beginning on or after January TOV complied 1/1 /2013. 1, 2013, the maximum contribution to a Health Flexible Spending Account is $2,500. W -2 Reporting Requirement TOV Compliance Beginning with the Tax year 2012, employers TOV complied 1/1 /2013. who issue 250 or more W -2's must report the aggregate cost of the Employer Sponsored Group Health Coverage. Medicare Tax Increase Requirement TOV Compliance Effective January 1, 2013, the Medicare Part TOV will comply. A tax rate increases by 0.9% (from 1.45% to 2.35 %) on wages over $200,000 (individual) and $250,000 (married). Employee Notice of Exchange Requirement TOV Compliance Employers are required to provide all current TOV provided all existing employees with the employees and new hires a written notice exchange notice prior to October 1, 2013, and regarding the ACA's health insurance exchanges. will provide to all new hires going forward. Status: Compliant Patient - Centered Outcomes Research Fee AKA Comparative Effectiveness Research Fees (CER Fees) Requirement TOV Compliance Fees paid by Health Insurance issuers and TOV paid this fee in July 2013. TOV paid fee sponsors of Self- Insured health plans. Plans and of $386.55. Insurers must pay $1 per covered life. (increases to $2 in 2014). 6/17/2014 Reinsurance Fee Requirement Insurers and Plan Sponsors are liable for a Reinsurance Fee starting in 2014 through 2016 to help fund the Health Care Exchange Programs. Annual Limits Requirement 1/11/20114, Health Plans are prohibited from placing Annual dollar Limits on essential health benefits. Cost - Sharing Requirement Effective for Non - Grandfathered plans on or after 1/1 /2014, Out of Pocket maximums for In- Network Essential Health benefits cannot exceed $6,350 for self only and $12,700 for family coverage. Out of Pocket maximums include deductibles, copayments, and coinsurance (excludes premium contributions or charges for non - covered services). TOV Compliance Estimated cost for 2014 is $5.25 per member per month ($63 per year). Fees due late December 2014 or early January 2015. Estimate for TOV is $29,925. TOV Compliance The TOV plan does not have Annual Limits on essential benefits. TOV Compliance The TOV plan is not Grandfathered. The definition of Out of Pocket maximums will need to be redefined to include all charges that apply to Out of Pocket, with the 2015 renewal (Rx). Out of Pocket maximum updated 1/1 /2014 to include Deductible and Medical copays. Health Care Exchanges open to individuals and small employers Requirement Exchanges expected to open October 1, 2013 for individuals and employers with up to 50 employees. Excessive Waiting Periods Requirement 1/1 /2014, group health plans will not be able to require awaiting period of more than 90 days. 6/17/2014 TOV Compliance The Healthcare Exchanges opened October 1, 2013. www co n n ectforhealthco. com Status: Compliant TOV Compliance The TOV is compliant. Status: Compliant 0 • Pre - Existing Condition Exclusions Requirement For plan years on or after 1/1 /2014, group health plans may not impose pre- existing condition exclusions on any covered individual. Individual Tax Mandate Requirement Individuals without Health Care coverage will pay tax. Automatic Enrollment Requirement Large employers (over 200) are required to auto enroll new and currently eligible employees into the health plan. Full -Time Employee Definition Requirement Originally effective 1/11/2014 - Employees - working /scheduled to work at least 30 hours per week are considered Full -Time Employees (FTE's) and eligible for benefits. (Delayed till 2015 if over 100 FTEs. Delayed until 2016 if over 50 but less than 100 FTEs) Health Plan Reporting Requirement Health plans must file annual statement reflecting individual covered under qualified health plan. Provide IRS with details of coverage, eligibility, premium requirements, employer contributions and health plan enrollees. 6/17/2014 TOV Compliance The TOV is compliant as of 1/1 /2014. Status: Compliant TOV Compliance 2014 - greater of $95* or 1 % of household income overtax threshold. 2015 - greater of $325* or 2% of household income of tax threshold. 2016 - greater of $695* or 3.5% of household income over tax threshold. 'Families are capped at 3 times the dollar amount Status: Unknown, Paid by Employee TOV Compliance On hold per the DOL. Not affected by recent delay. Effective dates to be determined. Status: Pending TOV Compliance TOV will comply. TOV Compliance The first returns required to be filed are for the 2015 plan year and must be filed no later than March 1, 2016, if filed manually (February 28th, 2016, being a Sunday) or March 31, 2016 if filed electronically. The employee statements for each calendar year must be furnished to all full -time employees by January 31 of the next calendar year (February 1, 2016 for 2015 plan year). Status: Pending • 4W • • Pay or Play Requirement Originally effective January 1, 2014, employers must offer a medical plan to all FTE's. The plan must satisfy a minimum value requirement and be affordable or face penalties. (This was delayed until January 1, 2015) HIPAA Certification Requirement Health Plans must file a statement with HHS certifying compliance with HIPAA's electronic transaction standards and operating rules. Highly Compensated TOV Compliance Pay or Play Penalty: Effective January 1, 2015, $2,000 penalty for all employees, less first 80 in 2015. Less first 30 in subsequent years. Affordable /Minimum Value Penalty: Effective January 1, 2015, $3,000 penalty per employee receiving subsidy in the public exchange. Applicable only if coverage does not meet affordability or minimum value requirements. Status: Compliant TOV Compliance The first deadline for certifying compliance is December 31, 2013. HHS has delayed until 12/31/15. Status: Pending Requirement TOV Compuajpce g - No Favorable Premiums /Benefits treatment for TO Highly Compens ed Em yloid td ►n Status: Compliant Health Care Exchanges open to employers with 100+ employees Requirement Exchanges open in 2017. Cadillac Tax Requirement 40% non - deductible excise tax on Cadillac plans in 2018. Taxes the amount by which the cost of coverage exceeds the annual limitation (called the employee's excess beflO P014 TOV Compliance Employers able to participate in Health Care Exchanges. Status: Pending TOV Compliance Cadillac plan defined as: $10,200 - Single $27,500 - Family Status: Pending 9 ME Hays All. Together. Certain. Compensation Planning 2015 a A&A VAIL•DEAVER CREEK L'w 1 V TOWN OF VAIL Compensation - 2015 Planning PAY PHILOSOPHY Be a competitive payer in our chosen markets . Establish pay ranges based on those markets Compensate employees based on performance . Position jobs in range based on the TOV internal equity process Town of Vail I Human Resources) 06/17/14 2 Compensation - 2015 Planning TARGET MARKETS • Non - exempt Tracks the Vail Valley regional /resort market • Exempt Tracks the resort market Emergency Services Tracks the Denver front range N • O A (Sworn non - exempt Officers) COMPENSATION BUDGET • The compensation budget is established annually by the Town Manager and approved by the Council • The compensation budget may be changed at any time based on the best interests of the TOV Town of Vail I Human Resources) 06/17/14 3 2014 Retirement, Pension, Health Care Contributions by Individual Health Care Other (ski, rec pass, HSA, Entity SS Employee Deductible etc.) (by employer) (Single / Family) Avon 11% $49 / $174/mo $1200 Rec Ctr Aspen 13.2% $146 / $366 /month $750-$1500 $500 HSA Up to $800 bonus Breckenridge 15.2% $29 / $277 /month $1,500 $1,700 annual rec $600 HSA wellness • $300 wellness equ Eagle County 12.2% $60 / $350 /month $600 $240 -480 wellness ($20- $40 /mo) EC Ambulance 18% ............ ............................... .................. . .FRE'E'.'.'.'.'.'.'. ........... ............................... .................. ............................. ".'.'.'. .$0 ............................. Steamboat 12.2% . ............................... .................. $0' /'$200 /month•'•'•'•' ............................... .................. ............................. '•'•'•'•'•'$400•'•'•'•'•'• ............................. ............... •' $400•well'ness•'•' -'•' ............ Summit County 14.45% .................. .................. :$ /morith:::::::::: $1,000 - $1,500 Waived deductible @ Centura + 5 others Pitkin County 14% $0 / $403 /month $1,000 - $1,500 $1,872 HSA ($156/mo) Average 13.8% $41 / $278 /month $1,050 $1150 Up to $700 ski pass Vail 11.15% to 16.15% $90 / $360 /month $1,500 $240 -540 wellness ($25- 45 /mo) 2014 - Summary Retirement, Entity Pension, SS (by employer) Average Vail 13.8 11.15% to 16.15 Health Care Contributions by Employee (Single / Family) $41 / $278 /month $90 / $360 /month Individual Health Care Deductible $1,050 $1,500 Other (ski, rec pass, HSA, etc.) $1150 Up to $700 ski pass $240 -540 wellness $25 -45 /mo Compensation Competitiveness 2007-20174 $120,000 $100,000 N $80,000 $60,000 $40,000 Base Salary Practices TOV vs. Counties /Municipalities July, 2012 OrOV Base Aspen Base — Steamboat Base Pitkin County Base 0 Summit County Base Avon Base +-----*Breckenridge Base +----*Snowmass Base +----*Eagle County Base $20,000 — 0 200 400 600 800 1000 Points Town of Vail I Human Resources) 06/17/14 6 Compensation Competitiveness $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 �- 0 400 M Off 1000 Town of Vail I Human Resources) 06/17/14 7 N O_ A Compensation Competitiveness 2007-2011 $100,000 $60,000 $40,000 $20,000 C 200 400 .11 :11 1000 Town of Vail I Human Resources) 06/17/14 g Compensation Competitiveness $100,000 .z $80,000 N O_ $60,000 $40,000 $20,000 0 100 200 300 400 500 600 700 800 900 1000 Town of Vail I Human Resources l 06/17/14 9 Compensation Competitiveness $120,000 $100,000 $80,000 $60,000 $40,000 $20,000 �- 0 400 M Off 1000 Town of Vail I Human Resources) 06/17/14 10 Compensation Competitiveness $120,000 $100,000 N O_ $80,000 $60,000 $40,000 Base Salary Practice TOV vs. All Organizations (MSEC) /A July, 2012 $20,000 0 200 Town of Vail I Human Resources) 06/17/14 sa' 400 600 800 ♦ ♦TOV Base All MSEC Base City Base 1000 11 2012 to Present Our • •- • 2012 2013 2014 survey will be done in 2014. 4% +adj to ASPEN 4% 4% mid /75tH% To track our • • " BRECKENRIDGE 3% 4% 5% between in analysis, STEAMBOAT 1.5% bonus 3% plus some • " ask our • • - • mkt adj group about pay adjustments 3% (sal adj • merit opportunities. &0191 A I IVA I 1 COUNTY 4% 3% pending) SNOWMASS VILL 0 %, bonus $200k (�3 %) 5% EAGLE COUNTY 4% 0% - indiv 0% - ind position adj position adj PITKIN COUNTY 1.5% bonus AVERAGE VAIL (all merit) 3% 4% 3% Town of Vail I Human •- . 06/17/14 12 Compensation 2001 to Present Year - Ability to Sales tax Pay Sales Tax % increase Merit increase 2009 $ 16,913,388.00 _ 2010 $ 17, 676,115.00 4.5% 0 2011 $ 19,581,415.00 10.8% 2% 2012 $ 20,046,454.00 2.4% 3 2013 $ 21,999,999.00 9.7% 4% 2014 5.0% 3 Town of Vail I Human R- . Annual Growth Rate 06/17/14 7.5% 2.5% 13 Compensation - 2015 Planning A REVIEW • TOV actual pay is below average overall, and continues to fall short of the competitive target. • Average 3% to 3.5% below average of comparison group N • Non - exempt positions, on average, are closer to the market average. O • Exempt and Director -level positions fall below average in our comparison group. • Increasing market pressure continues on almost all positions. Town of Vail I Human Resources) 06/17/14 14 Compensation - 2015 Planning FUTURE CONSIDERATIONS 2015 Merit • 4% Merit pool will likely keep TOV from dropping further in market Establish additional pool for exceptional performers N O_ A Additional Consideration — Competitiveness Catch -Up • Catch up over 3 -4 years by 1 % increase per year in compensation over comparison group • One -time adjustments to positions based on market data — approximate $500,000 to match average Town of Vail I Human Resources) 06/17/14 15 -0 . I k qtr: �" /, do f.. Ox Y �• OWN �I Attachment F 2015 Preliminary Expenditure Considerations The foundation behind the below budget impacts is the expectation of a balanced operating budget Impacts of the Estimated impact totaling $509.71K is included in the attached Patient Protection presentation, based on information gathered by our healthcare and Affordable consultant, Hays Corp. and our Human Resources department. Another Care Act (PPACA) $324K is currently estimated based on health claims trending, regardless of the Affordable Care Act. Merit / Wage 4% merit pool is suggested based on employee performance, with an Increase additional pool of dollars for salary increases for exceptional performers on an as- approved basis. Organizational Staff will include the Council's Action Plan, succession planning and other organizational impacts of Vail's growth when reviewing staffing levels as well as structure Operating 2% increase in base operating expenditures based on an improving Expenditures economy and there has not been an increase to general operating expenses since 2009. Inflation has increased 8% since that time. Capital 5 -year capital plans have not been revised as yet with recent events and expenditures decisions. The most recent capital plans have been included with revisions to revenue projections and current fund balances. 6/17/2014 Attachment G TOWN OF VAIL 2015 PROPOSED BUDGET -only changes made to revenue ** SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Forecast 2014 2015 2016 2017 2018 Revenue $ 23,100,000 62/38 Total Sales Tax Revenue: $ 24,150,000 $ 25,357,000 $ 26,625,000 $ 27,956,000 2014 5% incr from 2013 actual; then 5% per year Sales Tax Split between General Fund & Capital Fund 62/38 62/38 62/38 62/38 Sales Tax - Capital Projects Fund $ 8,800,000 1,300,000 $ 9,177,000 $ 9,636,000 $ 10,118,000 $ 10,623,000 Use Tax 1,339,000 1,379,000 1,420,500 1,463,000 2014 flat with 2013 actual; 3% annual increase thereafter Federal Grant Revenue 240,000 544,800 2014 -2016: Bridges at Nugget Lane and Bridge Rd Other State Revenue 715,000 - - - - CDOT share of funding for Simba Run Underpass study (50/50 with TOV) Lease Revenue 197,295 197,295 197,295 197,295 202,227 Per Vail Commons commercial (incr. every 5 years) and residential leases Project Reimbursement 119,000 - - - - TRAHC repayment 494,466 494,466 494,466 494,466 494,466 Principal and interest on loans to TRAHC Earnings on Investments and Other 36,229 58,299 90,376 55,543 73,160 Total Revenue 11,661,990 11,506,060 12,341,937 12,285,804 12,855,853 Expenditures Maintain Town Assets Bus Shelters 30,000 30,000 30,000 30,000 30,000 Annual maintenance Parking Structures 620,000 680;000 675,000 690,000 690,000 2014 - 2018 various repairs including deck topping replacement, expansion joint repairs, ventilation, HVAC, plumbing and other structural repairs Facilities Capital Maintenance 603,563 508,000 293,000 255,000 410,500 2014 - 2018 various repairs to town buildings including the upkeep of exterior (roofing, siding surfaces, windows, doors), interior finishes (paint, carpet, etc), and mechanical equipment (boilers, air handlers, etc). Donovan Park Pavilion 58,670 720,000 - 2015: $400K to change ventilation & improve noise, $270K to replace heating /air system and $50K furniture replacement; Re- finish floors in 2014 SO&et Light Improvements 296,000 50,000 50,000 50,000 50,000 New street lights and to refurbish residential lighting ital Street Maintenance 981,200 1,215,500 954,800 1,200,100 878,900 On -going maintenance to roads and bridges including asphalt overlays, patching and repairs N Fro d Incident repairs 105,436 - - Use $148K of reimbursement from ERWSD collected in 2012 to continue flood repair projecst; Replacement of Bighorn Creek culvert along Spruce Way to coincide with ERWSD relocation of water main infrastructure at same location Fire Truck Replacement 620,900 - - - 2014 replace pumper truck from 1999 Town -wide camera system 130,000 22,000 22,000 22,000 22,000 2014 includes $120K for 24 new cameras in preparation for the 2015's (see attached memo) plus $1 OK for annual capital maintenance of 89 cameras already throughout town (includes municipal public buildings; 6 cameras currently in Vail Village). 2015 - 2018 includes $22K per year for replacement of cameras and equipment; Recorders cost $7 -8K each; cameras range from $800 - $3800 each; Audio - Visual capital maintenance 29,937 10,000 10,000 10,000 10,000 2013: $30K for replacement of entire A/V system at Donovan; $1 OK annual maintenance / replacement of audio - visual equipment in town buildings such as Donovan, Municipal building, Grand View, LH Welcome Center, etc. Document Imaging 69,979 30,000 30,000 30,000 30,000 Annual maintenance, software licensing, and replacement schedule for scanners and servers Software Licensing 48,000 48,000 48,000 48,000 48,000 Upgrade Microsoft products on all equipment; renew licenses in future; Increased costs from vendors; $81K per year increase from original 5 year plan due to additional software products Hardware Purchases 50,000 50,000 50,000 50,000 50,000 Scheduled rotation of PCs, printers and servers Copier Replacement 10,000 Replace 8 year old equipment with color copier, printer, fax and scanner Data Center (Computer Rooms) 15,000 15,000 15,000 15,000 15,000 Based on annual replacement schedule of security and power systems for 3 computer rooms Website and e- commerce 42,000 12,000 12,000 12,000 12,000 Internet security & application interfaces; website redevelopment (2013); includes $550 /month for web hosting services Comm Dev ArcGIS System 14,000 - - - Web access to town GIS information (similar to County's website GIS product); 2013 expenditure to link the system to laserfiche so customers can access TOV zoning, DRB rules, and for geographic coding; This expenditure will finalize the set up of the system Fiber Optics / Cabeling Systems in Buildings 92,726 15,000 15,000 15,000 15,000 2014 requesting $52K to install 26 TOV -owned "nodes" for fiber being laid by Crown Castle on our behalf; 24 of these would link to the requested cameras throughout town. Cabling / Network Infrastructure; to repair, maintain & upgrade; Replace cabling in VTC, Public Works and Fire Station 1 in 2013; QMoE fiber ring in 2013 (Fiber to connect our town office locations and prepare for new phone system) Network upgrades 40,000 30,000 30,000 30,000 30,000 Computer network systems - replacement cycle every 3 -5 years; 2013 replacement of switches and routers Phone System Infrastructure 116,602 Replace infrastructure for 15 -year old phone system Business Systems Replacement 190,218 Comm Dev Public Safety System 50,000 50,000 50,000 50,000 50,000 Annual capital maintenance of "County -wide "Computer Aided Dispatch /Records Mgmt System "; includes patrol car and fire truck laptops and software used to push information to TOV and other agencies; TOV portion of annual Intergraph software maintenance Transit Center Generator 200,000 Replacement of generator at the Vail Village transit center; includes re-landscaping and re-wiring. Police E- ticketing system 35,000 - - - - Electronic ticketing system; reduces data entry done by officers to record physical tickets; will interface with Full Court system Total Maintenance 4,449,231 3,485,500 2,284,800 2,507,100 2,341,400 Attachment G TOWN OF VAIL 2015 PROPOSED BUDGET* *only changes made to revenue ** SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Forecast 2014 2015 2016 2017 2018 Enhancement of Town Assets CDOT Required parking 218,000 - 2013: Safeway; 2014: Vail Village Vail Village Info Booth 1,276,383 Remodel, including addition of restrooms and guest enhancements Guest Services Enhancements/Wayfinding 3,161,947 Guest Service / Wayfinding enhancements outside of VRA district East Vail Fire Station - - 1,500,000 - - Renovation of station Energy Enhancements 221,124 Implementation of energy audit enhancements Neighborhood Road Reconstruction 25,000 650,000 4,640,000 4,475,000 4,450,000 East Vail roads; $25K for design and $420K in 2015 for shared project with ERWSD on Rockledge Rd; 2015 also includes $200K for planning / design of roadwork (construction in 2016) for Phase I incl. Columbine, Spruce Way /Dr., Streamside, Nugget, Glen Lyon, & Willow Ct; 2017/2018 for Phase II incl. Meadow Dr. /Ln, Juniper, Main Gore, Ute, Black Bear, Snowshoe & Grouse Ln Neighborhood Bridge Reconstruction 300,000 300,000 1,000,000 700,000 2013 to finish Matterhorn Bridge (with partial funding from federal grant); Nugget Lane and Bridge Rd bridges design in 201412015 and construction in 2016/2017; also partial funding from federal grants. Parking Entry System / Equipment 600,000 - Replace parking system in both structures (LH parking structure system had been scheduled for replacement in 2006); Better financial reporting and potential to interface with variable message signs and other parking systems across town; Postponed from 2013 to 2014 to co- incide with LH parking entrance improvements because would include the booth attendant stations. Partially reimbursed by VRA ($300K) Radio Equipment replacement 176,000 600,000 Previously $693K budgeted in 2014 for replacement of approximately 59 radios for PW, PD and Fire. Adjusted to only include radios purchased over 12 years ago (in 2008 the town replaced a number of radios; these will not be replaced until 2018) Hybrid Bus Battery Replacement 440,000 - Scheduled replacement: 1 in 2013; 7 in 2014; Estimated life of 6 years Replace Buses 60,002 3,524,000 2,804,400 2014: ADA van for on -call pickups; 2016: 8 buses scheduled for replacement ($440.5K per bus); 2018: 6 buses scheduled for replacement ($467.4K per bus) Municipal building remodel - 5,500,000 _ Placeholder for a significant remodel should a complete reconstruction not occur. This cost is an estimate only, actual cost will depend on the scope of the project. T ber Ridge Legal /Zoning 15,604 - Consultants, legal, etc. related to potential redevlopment project ber Ridge Redevelopment 225,000 T8al Enhancements 6,719,060 950,000 16,164,000 5,175,000 7,854,400 NMAr Assets Municipal Redevelopment 33,343 - - - - Frontage Road improvements (VRA) - 3,000,000 Previously in 2014; pushed to 2015; From LH Parking structure to Municipal building to coincide with new LH parking structure entry; funded by VRA see transfers below Chamonix Housing Market Study 12,550 - - Update Housing Market Stud 1 -70 Underpass (VRA) 1,631,586 1,000,000 2,200,000 2,200,000 2013 Feasibility study - funded by VRA; CDOT sharing 50% of costs (see revenue above); 2014 -2017 is the town's portion of this project assuming we are awarded RAMP funding East LionsHead Portal (VRA) 68,887 _ _ _ 2013 for final bills; Remaining items include landscaping in the spring; repairs to a paver area because holding water; Funded by the Vail Reinvestment Authority (East LH Circle) West LionsHead Portal (VRA) 25,000 Re- appropriation to continue project; Funded by the Vail Reinvestment Authority (Concert Hall Plaza) Lionshead Parking Structure Entry (VRA) 2,164,962 _ ___ _ _ Lionshead Medians (VRA) 50,000 Median construction from LH parking structure to Vail Spa East LH Circle pathway to Dobson (VRA) - 890,000 Improve connection from the E LionsHead bus stop to Dobson Dobson Plaza (VRA) 1,075,000 Redevelop the center plaza of Dobson for better flow of bus traffic, people traffic concerts Buy -down Program 402,118 Carry forward program funding Buy -down Program Funded by Pay -in -Lieu 684,814 - - - - Carry forward current balance of program funding: Housing funded directly by Pay -in -Lieu fees collected from developers Mobile Communications Vehicle 321,000 Total New Assets: 5,394,260 4,000,000 4,165,000 2,200,000 Total Expenditures 16,562,551 8,435,500 22,613,800 9,882,100 10,195,800 Other Financing Sources (Uses) Transfer from Vail Reinvestment Authority 3,245,435 4,050,000 4,215,000 2,250,000 50,000 Re- appropriate for continuing projects such as LH Parking Structure entry $164K; 1 -70 underpass $11 K; and LH Welcome Center $68.9K; remove $950K for cancellation of LH Medians; 2014:1 -70 Underpass $600K, LH Parking structure entry $2.OM, parking equipment at LH $300K and annual LH parking structure capital maintenance $50K. Transfer from Debt Service Fund 21,311 Transfer remaining balance in the Debt Service Fund Revenue Over (Under) Expenditures (1,633,815) 7,120,560 (6,056,863) 4,653,704 2,710,053 Beginning Fund Balance 15,869,300 14,235,485 21,356,045 15,299,182 19,952,886 Ending Fund Balance 14,235,485 21,356,045 15,299,182 19,952,886 22,662,939 2- Attachment G 3- TOWN OF VAIL 2015 PROPOSED BUDGET**Revenue only SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Forecast 2014 2015 2016 2017 2018 YTD 2014 is pacing ahead of 2013 at this time ($2.6M collected); 2013 was $4.725; 2014 forecast 3% higher than 2013; 2015 3%. 2016/17 may see slight increase from Strata? Revenue 4,860,000 132,014 Real Estate Transfer Tax 5,005,800 5,155,974 5,310,653 5,469,973 Golf Course Lease 134,655 137,348 140,095 142,896 Annual lease payment from Vail Recreation District 2% annual increase - deposited to "Recreation Enhancement Account" (accompanying expenditure listed below) Project Reimbursements 1,165,000 - - - VRD portion for Golf Course Clubhouse construction Recreation Amenity Fees 10,000 10,000 10,000 10,000 10,000 Earnings on Investments and Other 33,712 7,374 6,888 10,090 3,535 Total Revenue 6,220,726 5,177,829 5,330,210 5,490,838 5,646,404 Expenditures Maintain Town Assets Annual Park and Landscape Maintenance 1,430,514 1,459,124 1,488,307 1,518,073 1,548,434 Ongoing path, park and open space maintenance, project mgmt Management Fee to General Fund (5 %) 243,000 250,290 257,799 265,533 273,499 5% of RETT Collections - fee remitted to the General Fund for administration Tree Maintenance 65,000 65,000 65,000 65,000 65,000 Regular maintenance for tree health within the town (spraying, removing, new trees); scale spraying on town -owned property at approx. $120 per tree; Initiating tree - planting program for lost trees Street Furniture Replacement 75,000 - 10,000 25,000 25,000 2013 and 2014 increased requests for bike racks and benches throughout town; also includes annual replacement or capital repairs Glen Lyon Bridge - 150,000 _ - _ Re- decking of recreation path bridge; too large a project to include in annual rec path captial maintenance AI a Garden Support 65,620 66,932 66,932 68,271 68,271 Annual operating support of the Betty Ford Alpine Gardens E -River Watershed Support 86,000 87,720 87,720 89,474 89,474 Annual support of the Eagle River Watershed Council programs PgTjc Art - Operating 95,920 97,838 99,795 101,791 103,827 Art in Public Places programming EH5Rronmental Sustainability 250,000 250,000 250,000 250,000 250,000 Environmental Sustainability programs Total Maintenance 2,506,054 2,621,905 2,520,553 2,578,142 2,618,505 Enhancement of Town Assets Rec. Path Capital Maint 104,796 104,837 103,362 111,040 114,371 Capital maintenance of the town's recreation path system Park / Playground Capital Maintenance 128,838 87,500 82,000 87,500 90,000 Minimal increases across years; Annual maintenance items include projects such as playground surface refurbishing, replacing bear -proof trash cans, painting /staining of play structures, picnic shelter additions /repairs, and fence maintenance Flood Incident repairs 847,795 - _ _ _ Re- stabilization of Dowd Junction path; Repairs to culverts, drainage, and preventative improvements Donovan Park Master Plan 5,000 - To separate and update the Donovan Park master plan from the Ford Park master plan Library Recreation Path Reconstruction 240,000 945,000 Reconstruction of the recreation path from the Vail Library to Lionshead, including 12 ft wide concrete trail, repairs to eroded culverts at Middle Creek and stream bank erosion repair (50 ft. section); Per Council 9/17/13, do planning /design in 2014 and construction in 2015 Streambank/tract mitigation 1,684,834 _ Pending Eagle River Water District study results; Includes estimates for streambank repairs (from water to bank) and riparian repairs (from bank to land area and revegetation) Water Quality / Storm Water 350,000 Would accompany repairs made with streambank /tract mitigation for storm water and culverts East Vail Interchange Improvements - 1,120,500 1,089,760 2016: Water quality improvements of $431,500 to create 4 "dry' ponds for run off to improve water quality, 4 water quality vaults instead of ponds to allow landscaping the area would cost an incremental $689,000; 2017: Landscaping design and construction of the interchange: $1,089,760 Skate Park - temporary 260,000 Replacement of temporary skate park; a permanent site has not been identified. Estimated cost of a permanent site is from $500K - $1.OM; Per Council 8/21/12, move budget for temp. to 2014, with intent of selecting a permanent site in the next two years. Bike Lanes: N. Ftg Rd 1,500,000 Moved up to 2014 from 2015 to correspond with CDOT overlay next year; Bike lane shoulder from Red Sandstone school to Buffehr Creek Bike Lanes: S. Ftg Rd 500,000 Bike lane shoulders: In 2013 from West Vail roundabout to Matterhorn; 2014 from Matterhorn to Cascade to be done in conjuction with Cascade CDOT parking project 3- Attachment G 4- TOWN OF VAIL 2015 PROPOSED BUDGET* *Revenue only SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Forecast 2014 2015 2016 2017 2018 Ford Park Safety Improvements 304,000 Moved up to 2014 to coincide with Ford Park improvements; Ford Park playground built in 2000; improvements were previously scheduled for 2015 Ford Park Portal Improvements 250,000 TOV portion of improvements to six portals into Ford Park; Matching contribution from Vail Valley Foundation; 2013 for design; Transferred $750K to 2013 Ford Park Fields per Council 816/13 ($100K ffd in 2013 and $650K in 2014) Ford Park Parking Lot Slope Revegetation 100,000 Re- vegetate the slope down toward the river at the Ford Park parking lot Booth Creek Playground 385,250 Previously in 2012; deferred to 2014 Booth Creek Tennis Courts 262,000 Reconstruction of the tennis courts, pending outcome of overall park design identified below Booth Creek Park redevelopment 250,000 - 1,556,880 Donovan Park - 304,000 - - 2015 safety improvements to playground / park Public Art - General program / art 390,831 85,000 85,000 85,000 85,000 To purchase sculptures, artwork, art programs and events; remainder is re- appropriated each year to accumulate enough funds Public Art - Winterfest 78,730 - - - - Annual Winterfest event; approximate cost of $25K per year; rely on donations Total Enhancements 7,642,074 1,526,337 1,390,862 2,930,180 289,371 VRD- Managed Facility Projects Recreation Enhancement Account 134,655 137,348 140,095 142,896 Annual rent paid by Vail Recreation District; to be re- invested in asset maintenance; transfer 2014 rent to Golf Clubhouse and Nordic Center Golf Course -Other 834,092 20,276 97,498 15,763 311,739 2014 asphalt parking area by storage maintenance building; 2018: Reconstruction of the 11th hole pumphouse Dobson Ice Arena 144,475 105,721 23,166 254,413 10,300 Refurbishment of wood exterior and landscape improvements; renovate changing rooms and restrooms; 2017 low slope roof, electrical switch gears FqT t Park / Tennis Center Improvements 12,270 69,006 9,785 5,176 6,213 2015 tennis club roof; Att @6tic Fields 15,604 3,764 18,254 - 2014 and 2016: asphalt overlay of parking lot G nastics Center - - 44,408 2017: Restrooms Nature Center 20,000 65,000 2015: wood siding; 2016 Exterior windows, doors and slope roof To al VRD- Managed Facility Projects 1,006,441 353,422 351,050 459,855 471,148 New Assets Golf Course Clubhouse 6,268,629 - - - - Re- appropriation to continue project. Total includes (from 2012) $1.15M reimbursement from VRD, allocation of Recreation Enhancement Funds $504K and Conference Center funds of $3.8M (Total project cost estimated at $6.8M) Ford Park Improvements & Fields 4,080,792 Per council 8/6/13 move up $2.7M from 2014 budget plus use $100K in 2013 and $650K in 2014 from Ford Park Portal Improvements (to help offset the $1.5 shortfall) plus Public Restrooms 334,174 Restrooms at lower bench of Ford Park Total New Assets: 10,683,595 Total Expenditures 21,838,164 4,501,664 4,262,465 1 5,968,177 3,379,025 Other Financing Sources (Uses) Transfer from Conf Center Fund 1,836,318 _ _ _ - Transfer from Conf Center Funds for Golf Clubhouse ($3.8M) and Ford Park Field projects ($3.5M) Revenue Over (Under) Expenditures (13,781,120) 676,165 1,067,745 (477,339) 2,267,379 Beginning Fund Balance 16,848,758 3,067,638 3,743,803 4,811,548 4,334,209 Ending Fund Balance $ 3,067,638 $ 3,743,803 $ 4,811,548 $ 4,334,209 $ 6,601,588 4- Attachment G Eligible for funding from * *Costs are estimates— Capital VRA RETT Projects Fund Description Status Priority I Guest Services Enhancements V Included in 5 -year Capital Projects Fund Library Remodel V Done Parking Expansion - LionsHead $18.1 M - $36.2M Parking Expansion - Ford Park : Structure* $30.OM - $54.OM *Council did not support Parking Expansion - Ford Park : Surface $9.74M - $18.5M Includes field work Parking Expansion - North Frontage Road Various areas Partially complete Simba Run Underpass Feasibility Study V Included in 5 -year Capital Projects Fund Energy Audit Enhancements V Completed Chamonix Site Development - Housing $ TBD Recent estimate: $1.8M; Could be phased (1st phase approx. $880K) Main Vail Station - major remodel V ! Completed Priority II East Vail Fire Station Remodel V Included in 5 -year Capital Projects Fund N. Frontage Rd -East Vail Turn lanes, bike paths, etc based on town's master plan Frontage Road - Ford Park Turn lanes, bike paths, etc based on town's master plan N. Frontage Rd - West Vail Turn lanes, bike paths, etc based on town's master plan Frontage Rd - LionsHead From Evergreen to EverVail West Vail Round -about Major Reconstruction 1,000,000 "M * VRD to contribute $1.165M; another $1.5M is already Golf Course Clubhouse V budgeted in RETT; $3.8M proposed use from Conference Center Funds Budgeted in 2013 LionsHd Park (Sundial Plaza) V Budgeted in 2013 LionsHQd Information Center Renovation V Completed with Welcome Center .p Does not add spaces, but brings remainder of structure up LionsHead Parking Structure Enhancements 3,500,000 to standards of new transit center and current codes; enhances guest experience; includes heated stairways on east side Concert Hall Plaza (West Portal) V ' Now included in 5 -year VRA budget Replace air handling system and improve air flow; paint, replace carpet, replace ceilings, etc. which may be Muni Bldg HVAC replace & minor renovations 2,400,000 damaged in construction; move people temporarily; ** *Per Council 4/19/11, future consideration to potential redevelopment/partnership with VVMC Priority III Simba Run Underpass $6.0 million budgeted in VRA; Grant pending East LionsHead Circle (East Portal) V oft Now included in 5 -year VRA budget Town Shop Improvements 12,750,000 Municipal Building Reconstruction 15,000,000 Bike path reconstruction near Pedestrian Overpass 175,000 On north end of Pedestrian Overpass Lighting for Pedestrian Overpass to Red Sandstone 170,000 Add lights on pedestrian path from Red Sandstone to bridge Newly- identified projects: Flood repairs and improvements if Costs estimated at $1.45 million Budgeted in 2013 Funding Resource Options: Projected Fund Balance by end of 2018: 4,597,193 6,601,588 22,662,939 -5- rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Council lunch from 12:00 pm - 1:00 pm (Vail Municipal Building) 6/17/2014 rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Vail Valley Medical Center Master Plan - THE PLANNING AND ENVIRONMENTAL COMMISSION HAS BEEN INVITED TO ATTEND. A presentation of the Vail Valley Medical Center Facilities Master Plan. The presentation will include information on the planning process, background work completed to date, project drivers, planning considerations, parking structure options, sequencing of construction, format of the master plan document and the projected schedule of next steps. PRESENTER(S): George Ruther, Director, Community Development and Doris Kirchner, CEO, President, Vail Valley Medical Center ACTION REQUESTED OF COUNCIL: Listen to the presentation and provide any initial feedback or comment that the Town Council & Planning and Environmental Commission may have at this time. BACKGROUND: The idea for a facilities master plan for the VVMC campus rose out of the municipal site redevelopment project. During discussions regarding the municipal site project, a number of land planning opportunities and facility improvement needs were identified. While the municipal site redevelopment project is no longer being actively pursued by the VVMC and the Town of Vail, the need for certain facility improvements on the VVMC campus remains and opportunities for better land planning still exists. Through previous communications with the Town, VVMC has been given conceptual approval to explore master planning options and ideas which may include the use of certain town owned lands. More specifically, those lands include the town's municipal site located at 75 South Frontage Road and 281 West Meadow Drive, library parking lot (Lot 10, Vail Village Filing 2). No final decisions on that matter, however, have been reached. ATTACHMENTS: Vail Valley Medical Center Master Plan Presentation 6/17/2014 Val"I Valley Medical Center Extraordinary People. Extraordinary Care. Extraordinary Facilities. Discussion of Facilities Master Plan with the Vail Town Council June 17, 2014 Am:W--L I �'�1� 11 l �l ,,w4� INN design I AND IVLAWNING & C9MMUNITY L1EVILORMENT 0 OL Today's Agenda: ,74 1. -2. 3. Introduction & Opening Remarks Doris Kirchner Master Plan Drivers /Goals Russ Sedmak Town /Neighborhood Issues /Input Russ Sedmak 4. Master Plan Elements Russ Sedmak 5. Discussion /Wrap -up Town Council /VVMC Team VVMC Master Plan Internal Goals and Objectives 1. Relocate Main Entrance & Visitor /OP Traffic /Parking to Frontage Road 2. Modify Service Vehicle Access to a Concealed Loading Zone 3. Relocate Emergency Department and Ambulance Traffic to Frontage Road; Ambulance and Walk -in to be Separated 4. Locate Helipad with Sensitivity to Neighbors and Direct Internal Connection to New Emergency Department 5. Provide Adequate and Convenient Parking for Patients, Visitors, and Staff 6. Improve Operational Efficiencies through Proper Sizing, Adjacencies 7. Accommodate Patients in the Most Appropriate Setting (and w /Privacy) 8. Optimize Access and Way- finding for Patients & Visitors 9. Create a Flexible Framework to Accommodate Future Unforeseen Changes 10. Master Plan to Accommodate Appropriate Medical Office Space on Campus 6/17/2014 TOV/Community Objectives for VVMC Master Plan • Address emergency vehicle circulation to and from site • Adequate on -site loading and delivery minimizing neighborhood impacts • Patient and employee vehicle circulation emphasizing use of South Frontage Rd. • Minimize vehicle trips on West Meadow Drive — improve pedestrian experience • Provide for emergency air ambulance on hospital site • Provide for pedestrian circulation N/S through hospital site connecting South Frontage Rd. with West Meadow Drive • Reduce the negative impacts of hospital surface parking lot on Middle Creek riparian corridor • All future planning to conform to minimum TOV parking requirements • Work with TOV and neighbors to design optimal access locations from SFR. • TOV is willing to consider VVMC's use of Lot 10 in the master plan. • Address the existing zoning for the USB site (to be consistent with VVMC campus) • Provide opportunities for growth and expansion of VVMC to ensure that the growing healthcare needs of VVMC and the community are met • Address the needs for mechanical equipment on site while minimizing unintended consequences *Compatibility of architecture with residential uses along W. Meadow Drive 6/17/2014 Alignment of TOV/Community & VVMC Objectives iorhood impacts e of South Frontage Rd. pedestrian experience • Provide for pedestrian circulation N/S through hospital site connecting South Frontage Rd. with West Meadow Drive • Reduce the negative impacts of hospital surface parking lot on Middle Creek • riparian corridor • TOV is willing to consider VVMC's use of Lot 10 in the master plan. • Provide opportunities for growth and expansion of VVIVIC; to ensure that the growing healthcare needs of VVMC and the community are met • Address the needs for mechanical equipment on site while minimizing unintended consequences •Compatibility of architecture with residential uses along W. Meadow Drive 6/17/2014 VVMC - EXISTING CAMPUS ACCESSICIRCULATION VEHICULAR ACCESS POINTS CREEK OPEN 'fj vp 06 AMSULANCE� MAJORVEHICULAR a gh 1 4 ** ACCESS, TRAFFIC, cp I V151TOLR FM PARKING STAFF PARKING MAIN usa LOT G ENTRY BUILDING N \ 10 i VVM'C- EXISTING PEOESTRIAN AM BUSISINGLE V EHICLE fiRVICEACCESS W AY T14AFFIC # 6/17/2014 PRIMARY PATIENT ACCESS wwvm4'm 0 EMERGENCY /AMBULANCE 6/17/2014 u go oliy on MAIN ENTRANCE „q CREEK --,I OPEN i r,�r- r- VVM MASTER PLAN ACCESSICIRCULATION MAJOR VEHICULAR—% 1� iyk 4 a lk •. db ft STAFF - • ~yam'. AMBULANCE ♦� 3� � � VISITOR �- ,�' EMERGENCY ACCESS PARKINGTJ �, �•�y �• BELOW MAIN ORTHOPEDIC ENTRY s MEDICAL 00 RflFE55LCT } . S44 ION A � BUILDING 1 - z BUSISI GLE PEDESTRIAN "W �• � . AY VEHICLE , CONCEALED TfiAr=FiC SERVICE ACCESS 4v ORTHOPEDIC /17/2014 PATIENT ACCESS '� �'" Is'�� a ` 46 MAIN ENTRANC 6/17/2014 T-1 EMERGENCY/ AMBULANCE 0 La Sam, T tMERGEN7CY 6/17/2014 t:x I %M m I in F 1 � h � 1 PHA E 2 PARKING GARAGE ADDITION RI O L4A LAS. LAB. EYPAN- RA 740 SF 2M345 SF rL - a 110I ANESTH. MECH. PATIIPIUT BALCONY V OPEN 4 PC ST- PARTUM C- SECTION SUITE R0DIVIS WOMENIS CENTER (E) 12,$0'0 SF fquRsm 7 JP" IRT S�, itr t PEDESTRIAN CONNECTION TO WEST WEADOW DRIVE ! . W IN GARAGE {GIs WALL � !' P r i F + IMAGING EMERGENCY ,0E 10,850 F sII��1PARTI4IENT C i � 0 6/1 7/2014 PEDESTRIAN CONNEC71ON TO i + FRONTAGE ROAD Uell\ 16.W Kj tw. 6/17/2014 � \� �\ \ kh� Wo boo snow- v Ni PIP O Y. . 4 -r- i. ti -1 ni 6/17/2014 I 1� .W��;ONO Vv --- -- - --x ~ ' ` � _- `^ '^ - - 'r P. (V17/2014 Pill Fwl� ML ^� � - . �� .r �1 �. :rte � . '� �•i io, i , 1t `�'� '�°' � `l�: f � jar rP .!F �` � a 4`1• - .� t ° x r j _+. r - Ire If tom . r +rar" ..g j f f._ If 4c 7P01% ✓� r — d °'1ak������ +t. 6/17/2014 UP PORT S E RVICE 5 ARDIO 1.250 SF UC. WA S SF fi oo Fq w %0 -1 ENT MED -sp CY , "N� CARD10- �ULM DRA 1.300 5F CAR 0 10- PULMONARY E) CENTRAL UTILITY PLANT 11.400 SF MATERIALS MGT 2,920 SF SKAAL HUS Al lid SERVICE YARD' &Q75 SF PEDESTRIAN CDNI TO FRONTAGE R0 - - - - - - - - - - - - - - - - - - - - - - ® - --;.. - - 1 - GUNK CQNCEALED. SERVICE -ENTRARCE. 08f WEST MEADOW ----- -------- 6/17/2014 �`11.L1:[dd -4e -12. 'e s. kl� rIld, I 0 tP 0 J! 1 A N112, q I w A. I tkilir 2.w hot- AM F " " - A r-T- ♦e MU � 6/17/2014 t6' IF P . . i r� �� -- 4 • � _ ^� -� _ -...mot - �- m 6/17/2014 4.y °' p r.I-C 'Mb,� IN V-1 lkl% w7l - - - L -. 1-7 4a:w bq Aw. 6/17/2014 ^r JOPP, Job' - r � 6/17/2014 s 6/17/2014 � � � �•A�� \ /@� � - \� - ! � � � - ���- - . , `49P. �_ &\ 6/17/2014 E �t w ti •`� rrt 14 '9. 411 `x ► MW If dr- a f JW L r n� rAP V � q e LAW 1 f i VVIMC r MASTER PLAN DEVELOPMENT all JJ Jv - 'r .•°. r rl ORTHOPEDIC PATIENT/ STAFF PARKING VISITOR �'�•�..' STAFF PARKING �..� PARING '? 4( MEDI AL ROFESSIONA ' f � , E5T3fUIN a; CENTRAL BUILDING I5T IES f ► �" ORTH OPEDICI WING- EASTWING; = WING- INPATIENT EXISTING �� • EMERGENCY/ �. 'STORIES -.0 cTC}RIES ° IMAGING .� 3 STORIES • • —.�., _ _ _ � _,,•_r ,� .ter 6/17/2014 � t i ti 9 � f - 0 04; F: iA 6/17/2014 PF I � r--A fr Al 'Y tam 11 -7!E "M f�A _ s 6/17/2014 A. a ti .a a - - -- - - .- _ V-- r � � F i t Al 61'42014 - ��A 6/17/2014 4 f• 6/17/2014 or. • 4FA _ ,,..,�: :` - r, �,4• s. � •fir _ i�" VVMC - MASTER PLAN ACCESSICIRCULATION OPTION V in , *!K '41 a 0, % "'V&CULAR C R E E K OPTIONALTOV OPEN OPEN PARKING STRUCTURE MAJORVEHICULAR SPACE (UNDERSTUDY) 41 • TRAFFIC 6\ 40 -16 * 04t 4W AV 46 ORTHOPEDIC PATIENT PARKING ONLY AMBULANCEI VISITOR EMERGENCYACCESS PARKING BELOW I MAIN ORTHOPEDIC ENTRY ENTRY MEDICAL I � ROFES IONA, LOT 00 BUIL ING 10 BUSISINGLE PEDESTRIAN VEHICLE CONCL EALED- WAY d TRAMC 0. 6/17/2014 5ERVICE ACCESS lox min n • ORTHOPEDIC PATIENT ACCESS rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Municipal Site Parking Garage - Presentation of the Initial Findings of the Feasibility Study PRESENTER(S): George Ruther, Director of Community Development and Will Hentschel, Principal, 359 Design ACTION REQUESTED OF COUNCIL: Should the Town Staff continue to pursue conversations with the Vail Valley Medical Center on a joint effort to construct a parking garage on the Town's municipal site and develop business model options for the Town Council's consideration? BACKGROUND: A presentation on the initial findings of the municipal site parking garage feasibility study. On May 4, 2014, the Vail Town Council instructed town staff to prepare a feasibility study in order to determine the potential of constructing a parking garage on the Town's municipal site. In doing so, the Town Council requested that the study address such considerations as design, layout, access, estimated cost, operating scheme, vehicular & pedestrian traffic flow, impacts on existing improvements, and the ability to construct a future town hall. If pursued, it is likely the parking garage would be constructed in some form of a joint effort with the Vail Valley Medical Center. The detail of that joint effort still need to be developed. The initial findings of the study conclude that a parking garage could be constructed on the site. In summary, the following conclusions were reached: 260 -305 parking spaces Up to four levels in height A future town hall could be constructed on the east end of the garage A future development site could be preserved on the top level of the garage The helipad will need to be relocated Pedestrian access to the south side of the Frontage Road could be accomplished below grade Vehicle traffic flows to and from the site would likely be right in /right out Frontage Road traffic improvements would be required The garage could be constructed above the ground water table The DD plans for the proposed town hall could be modified and reused. ATTACHMENTS: Town of Vail Municipal Parking Presentation 6/17/2014 to R 1% - 7 v -k WIN FW- VN .j -mat - cF r A, EXISTING CONDITIONS - NTS 'W Aff. IN 4- M-1 Z6 ri Q LLj Lr) TITLE EXISTING CONDITIONS 1" = 37-0, SCALE MARK DATE ISSUE June 6, 2014 DRAWN C HL EfwED PqOJECT NO 14035 S1.0 < D 0 LL. 0 0 0 PRICING SET TITLE EXISTING CONDITIONS 1" = 37-0, SCALE MARK DATE ISSUE June 6, 2014 DRAWN C HL EfwED PqOJECT NO 14035 S1.0 �Z N 0 1 � / � / I \7\Q'64RR ACC 1 k\/ �L \ `TL I \ \\ L/) r 1 1 \ 1 v 1 I f / SS- INTERSTATE 70 SOUTH - =Ty` FRCNIIAGE ROAD +8173 USM'P1 /1 / 1 / / EXISTING CONDITIONS - ENGINEERING v NOTES: TES: 1. DATE OF SURVEY: 12/27/11 BY EAGLE VALLEY SURVEYING. _ \B 2. LAND TITLE GUARANTEE CO. POLICY VC50032295 DATED 12/5/11 WAS RELIED UPON FOR ALL TITLE AND EASEMENT INFORMAMA TION. 3. NOTICE. ACCORDING TO COLORADO LAW YOU MUST COMMENCE ANY LEGAL ACTION BASED _ UPON ANY DEFECT IN THIS SURVEY WITHIN THREE YEARS AFTER YOU FIRST DISCOVER � C- SUCH DEFECT. IN NO EVENT, MAY ANY ACTION BASED UPON ANY DEFECT IN THIS SURVEY \ BE COMMENCED MORE THAN TEN YEARS FROM THE DATE OF THE CERTIFICATION SHOWN s cx \ � \ — \\ HEREON. wul°l \\ \ \ 4. BASIS OF BEARINGS: A LINE BETWEEN FOUND MONUMENTS AT THE CORNER OF SECTIONS 0 iD 20 AND THE SOUTH 1/16 CORNER OF SECTIONS 5 &6 HAVING A BEARING OF N0019'56 "W --MIT ° ur; / \ �� me s CALF 1 20` 5. BUILDING SETBACK. INFORMATION 15 NOT PLATTED. SETBACKS TO BE PRESCRIBED BY TOWN T ALL OMEN oNS ARE U.S. SURVEY FEET OF VAIL PLANNING AND ENVIRONMENTAL COMMISSION AS SET FORTH IN ARTICLE C -5. \ /xu CHAPTER 9 OF TOWN OF VAIL ZONING REGULATIONS. 6 THESE PARCELS MAY BE AFFECTED BY A RIGHT OF WAY DEED RECORDED IN BOOK 127 Puu "hc _ .81651 / \x / / PAGE 466, DATED JUNE, 1941 TO THE STATE OF COLORADO AS A PUBLIC HIGHWAY. THE \ DESCRIPTION CONTAINS TOO MANY ERRORS TO ACCURATELY PLOT. L/ 11A -11 __T�\ �Z \ \\ �� \ \ \'\ \\ raonmv uxc rea ° \��. 7. THIS SURVEY AND THE INFORMATION CONTAINED HEREON IS THE PROPERTY OF EAGLE ta,x�a Ns, \ VALLEY SURVEYING, INC. AND IS INTENDED FOR THE SOLE USE OF THE ORIGINAL CLIENT ONLY. ANY USE OF OR TRANSFER TO OTHERS IS PROHIBITED_ B. DISCREPANCIES EXIST BETWEEN VESTING DEEDS FOR PARCELS 1 &2 AND LEGAL DESCRIPTION FOR COLORADO DEPARTMENT OF HIGHWAYS PROJECT 70 -2(7) D FOUND INTERSTATE 70 AT BOOK 219, PAGE 441. WHERE SUCH DISCREPANCIES ARE FOUND, ACCEPTED PROPERTY LINE REFLECTS THE DEEDED LEGAL DESCRIPTIONS, AS SHOWN HEREON. 9. ALL BURIED UTILITIES SHOWN HEREON WERE LOCATED BY OTHERS EAGLE VALLEY SURVEYING ASSUMES NO RESPONSIBILITY FOR THE ACCURACY AND /OR THE COMPLETENESS OF THE LOCATES SHOWN. 10. BASIS OF ELEVATION: NGE CONTROL POINT "SPRADDLE" ELEV = 8267' (NAVD 88) / I "ax r`�a 1 1 / ��` \ \ '� s9 11. BARRIER ACCESS CONTROL LINE (B —LINE) SHOWN IS SCALED FROM COLORADO s / \T4r 8785 L _ \ \\ ��\ \� \ DEPARTMENT OF HIGHWAYS PROJECT NO. 170- 2(7)183. \ y�� A. ' \ - - - -- �B -- r - -- - - - -- < J/ /\ /� 1 — j63 \ — �� - -- — -- ------- - -- °a �E A v V �v �m /3,�� - - -- x: a a^axww IT A _ CMP // i �— -- _-- - - - V, \ . -- \ , .a 1y \ --&@- — - - - -- — \ — I o \ L/) _ � LLJ 1 I f / SS- INTERSTATE 70 SOUTH - =Ty` FRCNIIAGE ROAD +8173 USM'P1 POLICE STATION M w I 01A —11 1 cnxil�� \.pl Ins 1s \ I ca ff S' \ i i — u�� — _ - -- —G - —c - _� = ��E, - • _ - _ 0 O� M. O PQ U W 7 Q O L rn TITLE EXISTING CONDITIONS P - aD -zr SCALE MARK DATE ISSUE June 6, 2014 DIikwN CHECKED PROJECT NO. ll LJ V 51.1 L/) LLJ 0 l7 tn > o Car � ALL. m ti/ Z C�- d J PRICING SET TITLE EXISTING CONDITIONS P - aD -zr SCALE MARK DATE ISSUE June 6, 2014 DIikwN CHECKED PROJECT NO. ll LJ V 51.1 1 MUNICIPAL BUILDING - PROPOSED - - Lvt�� - Z g 0 Q ri Q M W W `i Q n L/) W J vw Q c7 �^ D > o 0 chi J Q a 0 � J I PRICING SET I TITLE PREVIOUSLY PROPOSED RENDERING 4 SCALE MARK DATE ISSNE June 6, 2014 DRd'NN P90JECT NO 14035 S1.2 N O_ A OPPORTUNITIES AND CONSTRAINTS OF MUNICIPAL SITE LESSONS LEARNED = OPPORTUNITIES / CONSTRAINTS PROJECT DRIVERS o EXTENSIVE SITE EXCAVATION - EXPENSIVE o ACCESS TO SITE • BRIDGE • PARKING - WORK FROM HOW MANY SPACES THE SITE CAN ACCOMMODATE • ON SITE CIRCULATION - HOW DO WE USE SLOPE TO MAXIMIZE THIS • EVERGREEN Et VVMC ACCESS POTENTIAL IMPROVEMENTS - SUGGESTIONS TO IMPROVE THE PLAN • RAISE PARKING A PARKING STRUCTURE ABOVE GROUND • UTILIZE AND MAXIMIZE THE EXISTING SITE SLOPE • START DESIGN AT THE FRONTAGE ROAD IMPROVEMENT - INCLUDE A ROUNDABOUT IN THE PLANNING • SITE DOES NOT NECESSARILY NEED TO BE MAXIMIZED 0 Q 0 a LLIV W 7 W d �_r s 4 ■ Q lj M� Ul LU 0 D I > 0 C7 J o J d 0 Z J !- :�E > I PRICING SET I TITLE OPPORTUNITIES AND CONSTRAINTS SCALE MARK DATE ISSUE June 6, 2014 PROJECT NO. V 3 S1.3 .r, tY -. PARKING SCHEME OVERLAY ON THE MUNICIPAL SITE tog y df 1 u - - % ' +yr t A-9 z ! ash it k1krm Z d d oM 0 IN P i W° D C� L a Ln 3 TITLE SITE PLAN OVER -LAY SCALE MARK DATE ISSUE June 6, 2014 DRAWN CHEDaED PNOJCCT NO 14035 51.4 LA W D < c 7 Ln 0 of LL. 0 [L w J CL lJ �y Z J PRICING SET TITLE SITE PLAN OVER -LAY SCALE MARK DATE ISSUE June 6, 2014 DRAWN CHEDaED PNOJCCT NO 14035 51.4 FUTURE CONSIDERATION r i rn ` PARKING GARAGE i l i1 REMODEL`, ........... LEVEL2 - BELOWG EXPANSION i - - - 21680 SF' vvMc SURGERY (E} 6,100S i 350 SF i - 48'iUREOPNI 750 SF WAR �• I 130,$ F SURGERY SUPPORT YVMC SURGERY PREPI �` �r i _ -12,350 SF REC F ENTER 1 ... -• -{ �� 4 WSC REMOD L•- - NEWCGNSTRCUTION j 1,800Si ' - - TDIHFILLDECK _i_ EXPANSION 1,700 SF 6 G VVMC TUNNEL TO THE MUNICIPAL SITE I As Go R �P Aa °. Y -._� TUNNEL BEL O]IV�:., 460VE 31 (APPROX. 300 FT LONG }_�� l PEDESTRIAN CONNECTION TO WEST 1 MEADOW DRIVE STAtR UP MEDICAL PROI= ESSI9NAL _ �•_P KING ENT - - SURFACE BUILDING VALET PARKING (8) TALL /J 1 J� ^� �i_'_. -.� - EY i MAIN ENTRANCE i f . LOB BY' (E) USBANK T. (E) r�l I SUITE (E) i T (EM C]3FF: \ 3.i T. PC NNi ":p r V f' • ELEV 8164' +/ VEST (E) - Es I ° % 330 SF COVERED i WALKWAY i..._ ._.._.. _ - VSO i 4,5305E � I � I S?WL HUS PARTMENTS - i r ' PEDESTRIAN r CONNECTION TO FRONTAGE i ROAD 1 1. zg 10o O M O P W W W Q Q ul W_ H Q Z D of 0 a < L c w J Q a D u o ? J I PRICING SET I TITLE SECTIONS 1•' _ 30' -0' SCALE MARK DATE ISSUE June 6, 2014 DRA'NN PR0 ECT NO 140 V S1.5 fV 0 PARKING SPACE / GROSS SQUARE FOOTAGE BASE OPTION - 230 SPACES PO - FRONTAGE ROAD EAST + 8173 P1 - HELIPAD + 8184 P2 - ABOVE GRADE 1+ 8195 77 SPACES / 29,295 SF - 380 SF / SPACE 74 SPACES / 29,295 SF - 395 SF / SPACE 79 SPACES / 29,295 SF - 370 SF / SPACE TOTAL - BASE OPTION 230 SPACES / 87,885 SQ - 379 SF / SPACE SUB -GRADE OPTION - 310 SPACES P -1 - SUB -GRADE + 8182 + 80 SPACES / 29,295 SF - 366 SF / SPACE TOTAL - SUB -GRADE OPTION 310 SPACES / 117,180 SQ - 378 SF / SPACE BASE OPTION + 1 PARTIAL LEVEL - 286 SPACES P3 - ABOVE GRADE 2 + 8206 + 56 SPACES / 23,236 SF - 414 SF / SPACE TOTAL - BASE OPTION + 1 PARTIAL LEVEL 286 SPACES / 111,123 SQ - 388 SF / SPACE SITE PLAN - 230 SPACE - BASE OPTION SITE PLAN GENERAL NOTES 7 EXISTING POLICE STATION TO REMAIN TYPICAL. EXGSTING MUNICIPAL BUILDING. BUILDING TO REMAIN DURING CONSTRUCTION OF PARKING GARAGE. LINE OF NEW MUNICIPAL BUILDING - TIE INTO PARKING GARAGE, 4, NEW ENTRY PLAZA 5 FUTURE ROAD IMPROVEMENTS 6. FUTURE ROUNO -A -BOUT 7 VEHICULAR ENTRANCE [OFF ROUND - ABOUT] 8 NEW CONCRETE WALKS & RAMPS TYPICAL 9 NEW LANDSCAPE AND TREES 19; EXIST. SWALE TO REMAIN 01.2 E PLAN m 1e a« 9 -o- KING CEYPL Pl 5R4riYN `, _ o P d W o W 0 O o Ln " M TITLE SITE PLAN SCALE MARK DATE ISSUE June 6, 2014 CRAM CHECKED PAi1JECT N0. V V A1.0 L!1 LLJ 0 D I— J l.7 Ln � > Q J 0 J � d � u o J ZD ::E `i PRICING SET TITLE SITE PLAN SCALE MARK DATE ISSUE June 6, 2014 CRAM CHECKED PAi1JECT N0. V V A1.0 PARKING GARAGE I FOR REFERENCE ONLY N O_ A LEVEL PO (FRONTAGE ROAD) - PARKING PLAN 4' 6' ,2' ,6' 24' 32' 48' 1. L SCALE: 1/16' = 1' -0" 72 SPACES/ 29,295 GSF/ USGS 8173' PARKING GARAGE FOR REFERENCE ONLY -EVEL P2 (ABOVE GRADE) - PARKING PLAN 0 4� 8' 12' 16' 24' 32' 48' 64' SCALE. 1/16" = 1' -0" 75 SPACES/ 29,295 GSF / USGS 8195' FLOOR PLANS - BASE OPTION - 230 SPACES 321' -6" PARKING GARAGE ILEVEL P1 (HELI PAD) - PARKING PLAN 0 4' 8' 12' 16' 24' 32' 48' 64' L SCALE: 1/16° = i' -G" 69 SPACES / 29,295 GSF / USGS 8184' Z O O P e+1 F^�Y LL] �pp aG L Ci W 7 W s L • C] u 3 O n MILE PARKING LEVEL PI - SUB GRADE 1^ = 30'•fl' sw MARK DATE ISSUE June 6, 2014 mm CHECKED PAWECT NO. 140351 A2.0 Ul) LL] M D l.7 � J 'Q J � d � U Z J �J PRICING SET MILE PARKING LEVEL PI - SUB GRADE 1^ = 30'•fl' sw MARK DATE ISSUE June 6, 2014 mm CHECKED PAWECT NO. 140351 A2.0 �Z fV O_ A LEVEL P -1 (SUB - GRADE) - PARKING PLAN ° 4' 8' 12' 16' 24' 32' 48' 1. SCALE: 76 SPACES / 29,295 GSF/ USGS 8162' 321' -6" PARKING GARAGE 3 (LEVEL P1 (HELI PAD) - PARKING PLAN 0 4' 8' 12' 16' 24' 32' 48' 64' SCALE 1/16" = 1' -0" 69 SPACES / 29,295 GSF / USGS 8184' FLOOR PLANS - SUB GRADE OPTION - 310 SPACES I PARKING GARAGE I FOR REFERENCE ONLY LEVEL PO (FRONTAGE ROAD) - PARKING PLAN 4' °' 12' 16 24' 32' 48' 64' SCALE: 1/16' = 1' -0" 72 SPACES / 29,295 GSF / USGS 8173' PARKING GARAGE Tl: -, � "�LEVEL P2 (ABOVE GRADE_) - PARKING PLAN ° 4' 8' 12' 16' 24' 32' 48' 64' SCALE: 1 /16" = 1' -0° 75 SPACES / 29,295 GSF / USGS 8195' Z O O e+1 Q W �pp aG L Ci W 7 W s L • C7 u 3 O n MILE PARKING LEVEL PI - SUB GRADE 1^ = 3D'•fl' sw MARK DATE ISSUE June 6, 2014 tb WN CHECKED PROJECT NO. 140351 A2.1 L/) W 0 D J_ l.7 Lr) � c) J 'Q J C) � U o J PRICING SET MILE PARKING LEVEL PI - SUB GRADE 1^ = 3D'•fl' sw MARK DATE ISSUE June 6, 2014 tb WN CHECKED PROJECT NO. 140351 A2.1 I PARKING GARAGE I FOR REFERENCE ONLY N O_ A LEVEL PO (FRONTAGE ROAD) - PARKING PLAN 4' 3' ,2' ,6' 24' 32' 48' 1. L SCALE: 1/16' = 1' -0" 72 SPACES/ 29,295 GSF/ USGS 8173' PARKING GARAGE FOR REFERENCE ONLY )LEVEL P2 (ABOVE GRADE) - PARKING PLAN 4� 8' 12' 11T 24' 32' 48' 64' J SCALE: 1/16" = 1' -0" 75 SPACES/ 29,295 GSF / USGS 8195' FLOOR PLANS - BASE OPTION - 287 SPACES 321' -6" PARKING GARAGE ILEVEL P1 (HELI PAD) - PARKING PLAN 0 4' 8' 12' 16' 24' 32' 48' 64' L SCALE: 1/16' = i' -G" 69 SPACES / 29,295 GSF / USGS 8184' 321' -6° _ MlMBCiPAL BOILUInG PARKING GLRME FOR REFERENCE ONLY B I srwR 4, ELEV.'S' c�"ii p` fJ N 11 STArFt ELEV 139' -O" _ q c 3i N r r c 4 Yom-- - - ---- J 4 ---1ig -D` - - - - - - - ------------ LEVEL P3 (ABOVE GRADE +) - PARKING I G 4' 8' 12' 16' 24' 32' 48' 64' SCALE: 1/16" = l'-IT- 56 SPACES / 23,256 GSF / USGS 8206' Z O O P e+1 F^�Y L LI �pp aG L Ci W 7 W s L • C] u 3 O n MILE PARKING LEVEL PI - SUB GRADE 1^ = 30'•fl' SCALE MARK DATE ISSUE June 6, 2014 ORAWN PAWECT NO. 140351 A2.2 Ld1 L LI M D J_ 'wry V Lf) J 'Q J C) U o J PRICING SET- MILE PARKING LEVEL PI - SUB GRADE 1^ = 30'•fl' SCALE MARK DATE ISSUE June 6, 2014 ORAWN PAWECT NO. 140351 A2.2 SECTIONS - 300 + SPACE OPTION p / NEW PARKING GARAGE ,� NEW MUNICIPAL GUUMG DESIGN 1� 03STING MUNICIPAL BUILDING EASONG POW BUILDING rn ;1 SECTION C 0 A s 12 15' 24' 32 4P 84 5C,9L E.11C' GtAP1IC SCALE fV O_ FUTURE C MUNICIPAL KOG. DESIGN FOR REF RENCE ONLY FUTURE A. MUNICIPAL BLDG. DESIGN .]EC 1 ION A A a' E' 12 16' 24 32 & 65' SCALE: 1;15' = 1' -0' U WW SCALE SCALE 1'16' - 1'•O' GRAPHIC SCALE D f S 92 IN N 32 41P 64' Z d O Q M O P � �pp PQ W d W W Q n TITLE SECTIONS 1 ° = 30' -D' SCALE MARK DATE ISSUE June 6, 2014 DRAWN CHECKED P� OJECT NO. 140351 A3.0 in W d Q Z D > 2 0 0 J Q a 0 o ? J PRICING SET TITLE SECTIONS 1 ° = 30' -D' SCALE MARK DATE ISSUE June 6, 2014 DRAWN CHECKED P� OJECT NO. 140351 A3.0 f Ev 12" WATER ° ELEV 8162' CONFLICT - RAISE T MIN APPROX 50 LF ELECTRIC ELEV 8172' LEVEL ©3 g - ELEV 8179.66' 0 Q ri Q P w LEVEL 02 W d ELEV 8166.33' W LEVEL D1 W n ELEV 8152.33' _ T.Q PC TUNNEL ELEV 8162' +1- Sli}EWALK SLOPIPD ALLEY .5% GRADE I I I L \OUTLINE OF VVMC PARKING STRUCTURE BEYOND TUNNEL NOTES: ALL UTILITIES COMPANIES HAVE ESTIMATED A DEPTH FROM 3' TO 4' FROM EXISTING FG EXCEPT WATER WHICH HAS BEEN ESTIMATED AT APPROX 14' TO BOTTOM OF PIPE. SEE EXISTING UTILITY PLAN FOR WHICH EACH UTILITY CONTAINS. ALL ELEVATIONS GIVEN ARE APPROXIMATE. ALL UTILITES SHOULD BE POTHOLED PRIOR TO FURTHER DESIGN TO VERIFY DEPTHS. ASSUME INSTALLATION OF AIR VAC UNIT FOR RAISING OF WATER MAIN. TELEPHONE ELEV 8172' GAS _LONGITUDINAL CROSSING 40 LF ELEV 8172' ELECTRIC ELEV 8172' GRADE T.O P.C. TUNNEL ELEV 8162' FG ELEV 8476' -- - VVMC TUNNEL SECTION CABLE /GAS ELEV 8171' SANITARY SEWER RELOCATED BY OTHERS ELEV 8161' WATER MAIN _RELOCATED BY OTHERS ELEV 8169' T.O TUNNEL ELEV 8168 FG ELEV 8175' PEDESTRIAN TUNNEL UTILITY PROFILE NOT TO SCALE PREPARED BY: MARTIN /MARTIN 6 -9 -2014 Z g 0 Q ri Q P w �pp PQ W d W W n 3 F "L'NS 1 SCALE MARK DATE ISSUE June 6, 2014 DeANN CNECwED P OJECT NO 140351 All Ln w d F- Q Cn 0 0 J Q a D u o ? J PRICING SET F "L'NS 1 SCALE MARK DATE ISSUE June 6, 2014 DeANN CNECwED P OJECT NO 140351 All rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Meeting with Eagle County Commissioners PRESENTER(S): Sara Fisher, Jill Ryan, Kathy Chandler -Henry ACTION REQUESTED OF COUNCIL: There are no action items included with this discussion. BACKGROUND: There are annual meetings scheduled with Eagle County Commissioners in order to discuss regional topics. Agenda topics for discussion include: Update about Retail Marijuana in Eagle County Update about Eagle County's Affordable Housing Policy Regulations Eagle -Vail Master Plan Update County and Town - sustainability initiatives & opportunities for partnering Other 6/17/2014 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: DRB /PEC Update PRESENTER(S): Warren Campbell ATTACHMENTS: June 4, 2014 DRB Meeting Results June 9, 2014 PEC Meeting Results 6/17/2014 TOWN Of vn' 1[1 TOWN OF VAjI' DESIGN REVIEW BOARD AGENDA PUBLIC MEETING June 4, 2014 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Tom Dubois Andy Forstl Brian Gillette Rollie Kjesbo Bill Pierce LEGAL TRAINING Matt Mire, Town Attorney PROJECT ORIENTATION SITE VISITS None MAIN AGENDA Hoyt -Young Residence DRB140151 Final review of changes to approved Plans (fagade materials) 2764 South Frontage Road /Lot A, Stephens Subdivision Applicant: Brian Hoyt & Louise Young, represented by Martin Manley Architects ACTION: Approved MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0 2. Vail Mountain School DRB140139 Final review of a minor exterior alteration (fence) 3000 Booth Falls Road /Lot 1, Vail Mountain School Applicant: Vail Mountain School, represented by Brian Counselman ACTION: Approved MOTION: Kjesbo SECOND: Gillette STAFF APPROVALS 2:OOpm 2:45pm 3:OOpm Joe Jonathan VOTE: 4 -0 -1 (Pierce recused) 384 Gore Creek Drive Associates LLC DRB140146 Final review of a minor exterior alteration (A /C Unit) 384 Gore Creek Drive Unit 3 (Villa Valhalla) /Lot K, Block 3, Vail Village Filing 3 Applicant: 384 Gore Creek Drive Associates LLC, represented by Pierce Architects Manor Vail DRB140147 Final review of a minor exterior alteration (landscaping) 595 Vail Valley Drive /Lots A, B, C, Block 1, Vail Village Filing 7 Applicant: Manor Vail, represented by Brad Perry Carey Residence DRB140149 Final review of an addition (office) 2785 Bald Mountain Road /Lot 3, Block 2, Vail Village Filing 13 Applicant: Michael & Wendy Care, represented by Peel /Langenwalter Architects 6/17/2Pje 1 Joe Joe Jonathan Eye Pieces DRB140152 Final review of changes to approved plans (door) 122 East Meadow Drive (Village Center) /Lot K, Block 5E, Vail Village Filing 1 Applicant: Eye Pieces, represented by George Gregory Kidsport Sign DRB140153 Final review of new projecting sign 122 E. Meadow Dr. Suite D2 Applicant: Eric Belyea VVI Phase III DRB140155 Final review of addition for (loft) 100 East Meadow Drive, Units 501 and 502 Applicant: Deltec Bank and Trust, represented by Eggers Architect Fauland Residence DRB140157 Final review of a minor exterior alteration (re- paint) 1711 Geneva Drive A/Lot 5 North 1/2, Matterhorn Village Filing Applicant: Karl H. Fauland Crown Castle DRB140158 Final review of a minor exterior alteration (DAS Node) 75 South Frontage Road West /Unplatted Applicant: Crown Castle, represented by Tanya Friese Crown Castle DRB140159 Final review of a minor exterior alteration (DAS Node) East Lionshead Circle /Tract C, Lionshead Filing 6 Applicant: Crown Castle, represented by Tanya Friese Greenhill Residence DRB140161 Final review of a minor exterior alteration (vent) 825 Forest Road, Unit 2 /1-ot 3, West Day Subdivision Applicant: Mark Greenhill, represented by R & H Mechanical Lanix Corporation DRB140162 Final review of a minor exterior alteration (a /c condenser) 1548 Matterhorn Circle Unit 1 (Parkside Villas) /Unplatted Applicant: Lanix Corporation, represented by R & H Mechanical NECE LLC DRB140163 Final review of a minor exterior alteration (driveway) 2399 Chamonix Lane /Lot 18, Block A, Vail Das Schone Filing 1 Applicant: NECE LLC, represented by Earnest Clemens Diamond Rock Hospitality DRB140164 Final review of a minor exterior alteration (a /c condenser) 715 West Lionshead Circle (Marriott) /Lot 1, West Day Subdivision Applicant: Diamond Rock Hospitality, represented by R & H Mechanical Vail 21 DRB140166 Final review of a sign application (construction) 521 E. Lionshead Circle /Lot 3, Block 1, Vail Lionshead Filing 1 Applicant: Vail 21 Homeowners Association, represented by John Halloran 6/17/2Pje 2 Joe Jonathan Jonathan Jonathan Jonathan Jonathan Jonathan Joe Jonathan Jonathan Jonathan Herman Residence DRB140168 Jonathan Final review of a minor exterior alteration (landscaping) 1850 S. Frontage Road #2 /Alpine Creek Townhouses Applicant: Herman Revocable Trust, represented by Ceres Land Care Potato Patch Condominiums DRB140169 Warren Final review of a minor exterior alteration (paint) 770 Potato Patch Drive, Units 5 -9 /1-ot 6, Block 2, Vail Potato Patch Filing 1 Applicant: Village Inn Plaza HOA, represented by Matt Drabant Westwind at Vail DRB140173 Jonathan Final review of sign application (building identification) 548 South Frontage Road/ Applicant: Westwind at Vail Condominium Association, represented by Sign Design and Graphics, LLC Zekelman Residence DRB140176 Warren Final review of a minor exterior alteration (landscaping) 463 Beaver Dam Road /Lot 5, Block 4, Vail Village Filing 3 Applicant: Alan Zekelman, represented by KH Webb Architects Jordan Residence DRB140177 Warren Final review of a minor exterior alteration (landscaping) 483 Beaver Dam Road /Lot 1, Block 2, Vail Village Filing 6 Applicant: John Jordan, represented by KH Webb Architects Diamond Rock Hospitality DRB140180 Jonathan Final review of a minor exterior alteration (a /c condenser) 715 West Lionshead Circle (Marriott) /Lot 1, West Day Subdivision Applicant: Diamond Rock Hospitality, represented by R & H Mechanical The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479 -2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479 -2356, Telephone for the Hearing Impaired, for information. 6/17/2Pje 3 TOWN OF va1L 1 PLANNING AND ENVIRONMENTAL COMMISSION June 9, 2014 at 12:30pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT MEMBERS ABSENT Michael Kurz Pam Hopkins Dick Cleveland Henry Pratt Webb Martin Luke Cartin John Rediker 12:30 pm - Legal Training Matt Mire, Town Attorney 30 minutes Town Attorney Matt Mire provided the commission with an overview of legal matters related to CIRSA liability and PEC responsibilities. Topics presented included legislative vs. quasi - judicial roles, sunshine laws, meeting protocol, site visits, professional liability, conflict of interests and general ethical standards. Commissioner Rediker asked a question related to findings and code criteria. Mire provided valuable recommendations for how to couch discussions and deliberations within applicable criteria. 15 Minutes 1. A request for the review of a conditional use permit, pursuant to Section 12 -7B -3, Conditional Uses, Vail Town Code, to allow for a liquor store, located at 286 Gore Creek Drive (A &D Building) /Lots A and B, Block 5A, Vail Village Filing 1, and setting forth details in regard thereto. (PEC140013) Applicant: 10th Mountain Whiskey Planner: Joe Batcheller ACTION: Approved with condition(s) MOTION: Cleveland SECOND: Cartin VOTE: 5-0-0 CONDITIONS: 1. Illuminated signs, such as neon, gas filled or LED lit signs, shall not be visible from the exterior of the business. Joe Batcheller gave a presentation per the staff memorandum. Ryan Thomson and Christen Avignon, co- owners of 10th Mountain Whiskey, gave an overview of the proposed business operation. Commissioner Cleveland requested clarification regarding the necessity of a condition of approval related to a liquor license. Planner Spence clarified that distilleries are allowed one off - premise tasting room associated with their state distiller's license and that a liquor license may not be needed. Commissioner Kurz asked a question regarding environmental needs (recycling). Joe Batcheller clarified the recently approved recycling requirements. Commissioner Rediker inquired about length of approval. 6p127W 14 Joe Batcheller stated that there was no proposed limitation on the term of the conditional use permit approval. Commissioners Rediker and Kurz inquired about deliveries. The applicant stated that deliveries would occur in the designated loading and delivery areas during approved time frames. 60 minutes 2. A request for the review of a conditional use permit, pursuant to 12 -9C -3, Conditional Uses, Vail Town Code, for a public and quasi - public indoor community facilities (education center), to allow for the construction of the Betty Ford Alpine Gardens Education Center, located 530 South Frontage Road /Unplatted, and setting forth details in regard thereto. (PEC140005) Applicant: Betty Ford Alpine Gardens, represented by Jack Hunn Planner: Jonathan Spence ACTION: Table to June 23, 2014 MOTION: Cleveland SECOND: Rediker VOTE: 5 -0 -0 Jonathan Spence gave a presentation per the staff memorandum. Commissioner Kurz asked to discuss the review items the PEC discussed last time. Commissioner Cleveland asked to include item #3. Jack Hunn, representing the Betty Ford Alpine Gardens, made a brief introduction. Pedro Campos from Zerhen and Assoc., architects, gave an overview of the project. David Keselak, architect, discussed the layout of the proposed building. Pedro Campos continued with the project scope, the last submittal and the current submittal. Commissioner Kurz asked about grade changes on the site and the interface between the BFAG and the playground. Pedro Campos spoke to that. Commissioner Kurz asked about item 1 — parking. Spence said the applicant has responded. Jack Hunn stated the BFAG would like three designated spaces. Commissioner Cartin ask what impacts this would have. Commissioner Cleveland asked if the designated spaces would be for the winter only. Jack Hunn said, "yes." Spence asked for clarification. Commission Kurz asked what variation there is between summer and winter staffing. BFAG staff answered, "none." Kurz continued with a question about parking capacity. Commissioner Cleveland spoke to item #3, that allowing buses on Vail Valley Dr. would be problematic. Spence asked Todd Oppenheimer as to the for clarification. Commissioner Kurz asked why the TOV is involving itself with the operations of the BFAG building. Spence clarified that admin operations have been limited to off -site locations so not to crowd the park with unnecessary uses. Commissioner Cleveland stated the contentiousness of this issue in the past. Jack Hunn stated that the space in question would serve some educational functions. Commissioner Cleveland said it was the applicant's burden to prove the use of the space. 6rAa7W24 Issue #6: Commissioner Kurz asked whether this issue needed to be vetted now as it is a design issue. The applicant stated the lighting will be full cut -off. Commissioner Cartin requested the applicant to be mindful of interior lights that could bleed out of skylights, etc. Issue #7 (ADA compatibility): Commissioner Kurz asked why the scope of this issue is seemingly expanded. Spence explained that it is the standard the TOV Chief Building Official will use to analyze ADA compatibility. Commissioners Cleveland and Rediker asked whether or not the applicant would need to upgrade portions of the park that may not be in compliance with ADA standards if those areas are part of the linkage for ADA users. Jack Hunn said TOV should share the costs if so incurred. Spence said the financial burden will be decided by the Town Council. That arrangement will be worked out together between the TOV and the applicant. Issue #8 (bathrooms): JS stated that coupling the bathrooms with the BFAG building was not a requirement. Commissioner Kurz recalled the problematic nature of co- purposing the BFAG bathrooms with the park bathrooms. Cartin: "Todd, are the playground bathrooms year- round ?" Todd Oppenheimer stated no; when they are to be upgraded, they will be done so extended their usability. Jack Hunn spoke to Commissioner Pratt's idea to include a public bathroom; that it was considered but deemed unfeasible. Kurz: "what do you see as the next step ?" Commissioner Cartin asked why the two user groups were deemed incompatible. Commissioner Cleveland said he felt the bathrooms proposed were inadequate. Issue #9 (protective fencing): JS said Todd Oppenheimer has committed to installing higher fencing. Commissioner Rediker asked when does this issue go beyond the reasonable concern; they are building in potentially dangerous area. Jack Hunn spoke to the flight dynamics of flying softballs and felt, based on expert analysis, the danger was insignificant. Commissioner Cleveland said this is a non - issue. Rediker played devil's advocate for the worst case scenario. Issue #12 (ADA routes): JS — this issue has been discussed in issue #7's discussion. Issue #13 (deliveries): JS — truck traffic is to not occur on West Betty Ford West Way with the exception of semi trucks that cannot turn around at the amphitheater. Jack Hunn said he would like to allow deliveries that would already stop at the amphitheater. Commissioners Cleveland and Cartin stated their opposition to more traffic in the park. Rediker asked for clarification on the types of deliveries and proposed an option to deliver to the maintenance shed. JS said staff is looking for a concrete delivery plan from the applicant. Issue #17: Cleveland is not in support of another events center. Jack Hunn said that it is only to serve as an emergency shelter during inclement weather for an event party. Commissioner Cartin stated the importance of snow removal and how it relates to the building code. 3. A request for the review of a variance from Section 12 -6D -6, Setbacks, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, to allow for the construction of an addition within the front setback area, located at 1807 Alpine Drive /Lot 44, Vail Village West Filing 1, and setting forth details in regard thereto. (PEC140012) Applicant: Contro Ituarte, Magdalena Sofia — Moreno, represented by Pierce Architects Planner: Jonathan Spence ACTION: Table to July 14, 2014 MOTION: Cleveland SECOND: Rediker VOTE: 5 -0 -0 4. A request for a recommendation to the Vail Town Council on the adoption of the Vail Valley Medical Center Master Plan, to establish a comprehensive redevelopment plan for the Vail 6p1a7W V Valley Medical Center, Lot 10 (Town of Vail parking lot), and US Bank Building, located at 181 and 281 West Meadow Drive and 108 South Frontage Road West/ Lots E, F, and 10 Vail Village Filing 2, and Lot D -2, A Resubdivision of Lot D Vail Village Filing 2, and setting forth details in regard thereto. (PEC140011) Applicant: Vail Valley Medical Center, represented by Braun and Associates Planner: George Ruther ACTION: Tabled to June 23, 2014 MOTION: Cleveland SECOND: Rediker VOTE: 5 -0 -0 5. A request for the review of variances from Section 12 -7D -9 Landscaping and Site Development Section 12 -7D -10 Parking and Loading, Section 14 -5 -1, Minimum Standards and Section 14 -5 -2 Other Requirements, Vail Town Code, pursuant to Chapter 12 -17, Variances, Vail Town Code, for relief from the minimum landscape requirement, the parking space dimensional requirement, the snow storage requirement and to allow parking in the front setback, to facilitate the construction of a freestanding building with associated parking, circulation and landscape improvements, located at 2171 North Frontage Road West (McDonald's) /Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto. (PEC130018) Applicant: McDonald's USA, LLC, represented by Robert Palmer Planner: Jonathan Spence ACTION: Table to August 11, 2014 MOTION: Cleveland SECOND: Martin VOTE: 5 -0 -0 6. A request or the review of a conditional use permit, pursuant to Section 12 -7D -2, Conditional Uses, Vail Town Code, to allow for a drive -up facility, located at 2171 North Frontage Road West (McDonald's) /Lot 2B, Vail Das Schone Filing 3, and setting forth details in regard thereto. (PEC130014) Applicant: McDonald's USA, LLC, represented by Robert Palmer Planner: Jonathan Spence ACTION: Table to August 11, 2014 MOTION: Cleveland SECOND: Martin VOTE: 5 -0 -0 7. A request for a variance from Section 14 -3 -1, Table 1, Minimum Standards, Vail Town Code, pursuant to Section 14 -1 -5, Variances, Vail Town Code, to allow for a residential driveway to exceed the permitted maximum centerline grade, located at 2754 Snowberry Drive / Lot 15, Block, 9, Vail Intermountain and setting forth details in regard thereto. (PEC140007) Applicant: Mike Dantas, represented by Mauriello Planning Group Planner: Joe Batcheller ACTION: Withdrawn 8. Approval of May 19, 2014 minutes MOTION: Cartin SECOND: Kurz VOTE: 5 -0 -0 9. Information Update 10. Adjournment MOTION: Cartin SECOND: Cleveland VOTE: 5 -0 -0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479 -2138 for additional 6r749W44 information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published June 6, 2014 in the Vail Daily. 6p467W $4 TOWN Of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Information Update: 1) Vail Economic Advisory Council Minutes from June 3, 2014 Meeting 2) Commission on Special Events Meeting Minutes from June 4, 2014 and Work Plan 3) March Vail Business Review 4) April Vail Business Review 5) Neighborhood Speed Complaints - Greg Hall 6) Update on July 8th Summit County Affordable Housing Tour - George Ruther ATTACHMENTS: Vail Economic Advisory Council Meeting Minutes CSE Minutes and Work Plan 2014 March Business Review 2014 April Business Review Newsletter Neighborhood Speed Complaints 6/17/2014 Vail Economic Advisory Council (VEAC) June 3, 2014 MEETING NOTES Joint Meeting with the Vail Town Council Vail Town Council Chambers • Town Council Members Present: Andy Daly; Ludwig Kurz; Margaret Rogers; Greg Moffet; Jenn Bruno; Dave Chapin; Dale Bugby • VEAC Members Present: Rayla Kundolf; Michael Kurz; Kim Newbury; Rob LeVine; Laurie Mullen; Matt Morgan; Paul Wible; Mia Vlaar; John Garth; Matt Ivy; Bob Boselli • Others Present: Ralf Garrison — DestiMetrics; Katie Barnes — DestiMetrics; Jeremy Reitman — VVP; Jim Lamont - VHA • TOV Staff Present: Town Manager Stan Zemler; Economic Development Manager Kelli McDonald; Finance Director Judy Camp • Mountain Travel Market Update June 2014 — Ralf Garrison, DestiMetrics Garrison gave an update on market conditions in the mountain resort industry to the Vail Town Council, Vail Economic Advisory Council, TOV staff and community members. 0 Please see report on www.vailgov.com • Citizen Input None • Other Business None • Next Meeting The next meeting is scheduled for July 8, 8:00 a.m. Antlers Lodge, Caribou /Pronghorn Room 6/17/2014 rowru of va� Commission on Special Events DRAFT MINUTES: COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, June 4, 2014 @ 8:30 a.m. CSE Members Present: CSE Member Absent: Jeff Andrews Bobby Bank Amy Cassidy Barry Davis Rayla Kundolf Nicole Whitaker Mark Gordon Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Others Present: Laura Waniuk, Event Liaison Margaret Rogers, Vail Town Council Meggen Kirkham, Site Marketing Sandra Perrig, Vail Valley Partnership Brooke Macke, Vail Resorts Angela Mueller, Taste of Vail Missy Johnson, Highline Peggy Wolfe, Highline Chris Chantler, Taste of Vail Tracey Flower, Vail Symposium Scott Cross, Vail Film Festival Sean Cross, Vail Film Festival Meeting Materials may be viewed at: http:// www. vailgov. com /WebLink8 /Browse.aspx ?startid= 48965 &row =1 & &d bid =0 CSE Chair, Barry Davis, called the meeting to order at 8:34 a.m. Administrative Approval of the Minutes of the CSE Regular Meeting of May 7, 2014 ➢ Motion to approve the minutes of the CSE meeting of May 7, 2014, amended as requested by Andrews. M /S /P: Kundolf /Andrews /Unanimous The motion passed 6 -0. CSE Minutes Regular P NY §4 June 4, 2014 Page 1 of 6 Financial Report Navas stated that there needs to be a larger strategy discussion about event producer surveys for the 2015 RFP process. Currently, as the spreadsheet indicates, there are a number of event producers who haven't provided survey results or net promoter score and other key pieces of information required for their 2014 event recap. Reschedule joint meeting between ERC (Event Review Committee) & CSE Need to find an alternate date that works for everyone. Kundolf raised the topic of liquor license discussions with regard to events. She suggested it might be helpful for the CSE to understand the process and be aware of the requirements. Davis suggested the date of June 26 to meet with the ERC and the liquor license group. The meeting is planned to be held from 1 pm -3pm in the Town Council Chambers. Update on marketing efforts for summer events: Laura Waniuk Please see presentation for detail. In addition to the report, Waniuk stated that she had received a number of Vail Arts Festival marketing materials, ads, poster and promotional event plans on 6/4. Goodness Research Project overview and discussion following as to how the information may affect the CSE criteria for funding: Meggen Kirkham Please see presentation for detail. This presentation was given to the Vail Town Council on May 20, 2014. VLDMAC, Vail branding and messaging goals all roll up to Town Council Goals. Kirkham stated that the value of overnight guests is strong, due to their spending on shopping, restaurants, etc. The international guest attendance could be underrepresented due to lack of data on their visits. Andrews asked about the definition of conversion, Kirkham stated that it's based on actual bookings. Kirkham mentioned that it would be good for the event producers to map to the timeline of when people are planning and booking their vacations. McDonald mentioned that it's incredibly important to have event calendars up on the websites (vail.com, etc.) in January /February when guests are planning their trips. Navas stated that the research indicates the ambient events have a positive impact on guests when they arrive in town. Rogers stated that how relaxation and physical activity are interrelated covers a broad range. People view luxury vs. wilderness experience differently: there is an overlap between being active in the mountains and rest /relaxation; guests define rest and relaxation differently depending on who they are. Event Recaps Vail Symposium: Tracey Flower The Symposium had a phenomenal season. They had some well known guests and a great variety for everyone who attended. Next year they will plan more thoughtfully about venue CSE Minutes Regular W§4 June 4, 2014 Page 2 of 6 size and location, as many events were sold out, while others were too remote. There was great feedback from local residents. Areas of improvement are data collection and understanding their attendees better. Although many attendees represent an older demographic, such as retirees, there is a trend for younger people to attend as well. Engaging them with marketing is a focus for next year, planning for more targeted marketing efforts on specific channels and demographics. The summer Symposium features 10 programs which cover lighter subjects. The Symposium is working with local event producers, such as Bravo! and the International Dance Festival to provide content to their attendees. Looking ahead to Winter 2015, they plan to keep consistency in programming, host 13 -15 programs, feature some heavier topics and provide greater variety in subject matter. Kundolf stated they could enhance the way they collect data and focus on Vail Valley residents vs. second homeowners. Navas mentioned that the NPS scale is a key part in reporting the overall success of events. Flower mentioned that they currently collect information via the website registration form and they plan to implement live polling in Summer 2014 and Winter 2015. ➢ Motion to approve the recap for the Vail Symposium and release the final funding disbursement. M /S /P: Ban k /Kundolf /Unanimous- The motion passed 6 -0. Taste of Vail: Angela Mueller Angela will email out their NPS (Net Promoter Score) data for the event. The event was challenging due to the weather, but it was still a great success. This event shows Vail as a strong culinary destination. The Debut of Rose was an event component that the CSE additionally funded that also was sponsored by USA Today. Walking Mountains took care of the event green footprint; recycling and composting. The event grew its social media presence and presence in the Front Range. There was growth in number of stays after the media day. Despite the inclement weather, the Lamb Cook -off was still successful. There was an estimated attendance of 9,000+ at the Lamb Cook -off. Demographics: 42% of attendees were from Colorado; the balance was from the rest of the country and included international visitors. Whitaker mentioned that there is still an opportunity to do earlier advance marketing; the hotels can use that information to sell opportunities to encourage guests to return in springtime. ➢ Motion to approve the recap for the Taste of Vail and release the final funding disbursement. M /S /P: Bank/Whitaker /Unanimous- The motion passed 6 -0. Spring Back to Vail: Missy Johnson, Peggy Wolfe There are still some missing attendance and survey details from Vail Mountain. It's unclear if they will get that complete data. There was a lot of this information in the intercept study, and they stated that they will double check to see if that information is publicly available. McDonald will participate in the discussion regarding the intercept study data with Highline and Vail Resorts. Andrews asked how media impressions are calculated. Vail Resorts works with a Front Range media planning company, the impressions are a combined total of all different channels of media. CSE Minutes Regular I%dNh§4 June 4, 2014 Page 3 of 6 Bank mentioned that he thinks that more thought should be put into the selection of bands. There were two different views on the attendees of the concerts. Pond Skimming is a huge draw for the event. Davis commended that they took some chances with bands and they have delivered over the years some of the most iconic and memorable days in Vail. Kundolf noted that there needs to be a detailed, clarified advance notice for the sound check. Including what type of music and how long it will last. Whitaker asked about Great Race 2.0, Presented by Red Bull, Johnson mentioned that it was a fantastic event, but the advertising started late. For 2015 there is more lead time needed for the marketing. Bank mentioned that there may have been confusion by the event name, "The Great Race ", as i had been an event held in Vail a number of years ago. Whitaker asked if the span of the two weekend event was a positive or a negative, Highline stated it worked really well. There was a discussion between Andrews and Kundolf regarding funding of the event, which is dependent on their agreement to provide the survey data in their recap. Navas mentioned that Highline may need to do their own survey in the future to be independent of Vail Resorts survey. McDonald will work with Highline to procure data from Vail Resorts, as it does impact funding allocations. Johnson stated again that they are not certain which data they will receive. There may be some data that could be confidential to Vail Resorts. Motion to approve the recap for Spring Back to Vail and release the final funding disbursement based on subsequent receipt of all available data survey information by June 30, 2014. M /S /P: Andrews/Whitaker /Unanimous - The motion passed 6 -0. Vail Film Festival: Sean & Scott Cross Additional event survey data will be provided by the end of the day. The event had a challenge with sponsorships. Cadillac had withdrawn as a sponsor 5 weeks prior to the event. Chipotle decided not to sponsor due to their internal strategy change. The attendee response was that many people enjoyed that the festival was more intimate. Thirty films was a reduction from the previous year, but still a good size festival. They have many new plans for 2015; they hired a sponsorship agency that has a good track record with film festivals. They plan to have multiple sponsorships across all categories, if possible. They are already at work on film submissions. They have just launched their online film festival. It's a great opportunity for sponsors to see their brand activated online. For 2015, Cinebistro will be a VIP location only. The event producers are also on the Cultural Committee for the 2015 Ski Championships. They plan to activate and gain some exposure there. They are planning to partner with hotels a lot sooner in 2015 and they are currently in talks with a major airline for sponsorship. Andrews asked about their weakness in marketing due to sponsorship and funding loss. What types of things they would do differently next year? They stated they would involve the community more, getting more stores, merchants, hotels involved and market to the Front Range. Andrews mentioned that he enjoyed their email newsletters and Whitaker stated she had been following them on Facebook. The post -event survey includes two numbers, a total of 10,000 attendees who were exposed to festival signage and activities onsite. The second number is the direct attendance number, 5,182. Whitaker commended the event producers on the quality of CSE Minutes Regular POMdN §4 June 4, 2014 Page 4 of 6 films and that they were able to keep the quality high despite the loss of the sponsors. They plan to cross promote the Vail Film Festival at the Cabo San Lucas Film Festival and to continue working with those event producers. ➢ Motion to approve the recap for Vail Film Festival and release the final funding disbursement based on subsequent receipt of all available data survey information by June 30, 2014. MIS/P: Andrews /Bank /Unanimous - The motion passed 6 -0. Memo from CSE: Outcome of discussion with Stan Zemler: Jeff Andrews, Bobby Bank McDonald gave a recap of the meeting; the memo was well presented and had an open dialogue. There will be further discussion and it will be considered in the budget discussions for 2015. Andrews stated that the group needs to keep in mind that all other departments are held to the same budgetary standards, that was the biggest takeaway from the meeting. McDonald stated that the CSE request is submitted, and every department is aware of it. There are three possible outcomes: 1) all of the request could be accepted, 2) a portion of the request could be accepted, or 3) none of it will be disbursed. Rogers stated that there are lots of opinions about the value of events among different town council members. Rogers went on to say that having back -up data and analysis would be most effective tool as supporting evidence for this request. Rogers continued to discuss the difference between "value of vs. "investment in" for events. McDonald explained how Town funding and budgets are approached. The budgeting comes back to looking at both revenue and expense. Navas stated that this is an important conversation to have with the ERC; they are the ones who feel the immediate pressure to make these events happen. They are part of the infrastructure where the effect on internal town resources and departments is most significantly felt. McDonald stated that the data exists and it will be provided to Rogers. Kundolf explained that the open forum is a good evolution for the CSE and how they interact with the Town Council. Navas provided insight into the impact of events on the direct and indirect expense to Town of Vail staff. Andrews asked about the incremental cost for each event, McDonald stated that does not exist and it's up to each department to manage their resources. Rogers questioned the large amount of funds for the Burton event, and that since they come from the Town of Vail reserve budget, are not sustainable over time. Are there other opportunities to fund the event at a lesser amount? Bank said it was a question of how much the funding can be reduced before the producers take their event somewhere else. Bank mentioned that there is a definite difference in looking at events from the CSE point of view vs. the Town Council, and continued by stating that a big part of the economic contribution delivered by Burton is in the value of the marketing and the resulting exposure for Vail and our brand to a younger demographic. A big the difference between summer and winter events is that in the summer the VLMDAC is able to help evaluate the marketing contributions of individual events, which he believes is the biggest value to the Burton event, making if a bit different than the "usual" events that the CSE evaluates. Whitaker pointed out that among the sponsorships for the Burton event, the front and center location of Town of Vail logo with its broad exposure is valuable. She asked why CSE Minutes Regular MdNd §4 June 4, 2014 Page 5 of 6 Burton doesn't approach local merchants for sponsorships. Rogers noted that Burton focuses on national sponsors. Davis commented that Burton is an iconic event and exceeds the Pro Challenge exposure. Andrews re- stated one of the strategies from the branding firm is that "Icons play with Icons," i.e. Burton and Vail. Review and approve or amend CSE Work Plan for 2014 Andrews noted that the CSE goals align with the VLMDAC, as well as fitting into the Town Council Goals. McDonald stated that this serves as a roadmap for the CSE. Navas stated that the CSE is accomplishing what is clearly outlined in the Town Council Plan. This work plan will be incorporated into the strategy discussion for event funding requests and assessments. Rogers stated that there was a little confusion regarding Tier IV event funding. Davis said that we should think about what types of information we ask the Tier IV event producers for. Bank asked Rogers to explain the educational opportunities portion of the Town of Vail mission statement. Rogers stated that there could be more done for the Vail community from an educational point of view. She stated that the CSE has been asked to do the assessment for the Tier IV proposals because they are the experts. Bank used the Film Festival as an event example — it could become a Tier IV candidate. Rogers stated that she thinks there are a lot of opportunities for health and wellness events and programs as drivers to Vail. The challenge is to define those events and understand the impacts of different types of events. McDonald stated that the Town Council allocation requests are due by the end of June. Navas said that the Film Festival would apply for Town Council funding and if they don't receive it, then they can follow up and apply for the CSE funding. Navas said that if we had held the funding for Tier IV events earlier, some of the CSE funded events would likely have fallen under the Tier IV category. Andrews stated that the funding requested of the Town Council for surveys would alleviate that cost in the event producer's budgets and hopefully will free up some of their budgets to focus on more marketing. McDonald stated that the community survey will be presented on June 17. There are a lot of special events questions in the survey that will be reviewed. v Motion to approve the CSE Work Plan for 2014 -2015 for reference as a living and ever evolving document. M /S /P: Bank /Kundolf /Unanimous - The motion passed 6 -0. New Business and Community Input: There was none. r Motion to adjourn @ 11:42 a.m. M /S /P: Andrews /Cassidy /Unanimous -The motion passed 6 -0. Next CSE Meeting: Wednesday, July 2, 2014 @ 8:30 a.m. Vail Town Council Chambers CSE Minutes Regular W§4 June 4, 2014 Page 6 of 6 VAILCOMMISSION ON SPECIAL EVENTS 2014 -2015 WORK PLAN Adopted: June 4, 2014 Excerpted from the Commission on Special Events Strategic Plan 2013 -2017 Adopted December 4, 2013 MISSION: The Vail Commission on Special Events (CSE) is accountable to deliver an annual Special Events Plan that 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. OBJECTIVES: 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: I. Stimulating the local economy a. Increase lodging and sales tax collections b. Increase number of visitors c. Insure that visitors have a high rate of intent to return 11. Create a sense of community in Vail and increase the quality of experience for both guests and residents 111. To establish a single point of contact for events administration IV. 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 The CSE meets on the first Wednesday of each month and consists of 7 members who are appointed by the Town Council to serve two year terms. The Commission also meets semi- annually with the Vail Local Marketing District Advisory Council (VLMDAC) and the Town of Vail Event Review Committee (ERC). The CSE had developed an event evaluation tool, described below, to ensure alignment with the objectives that they are charged with pursuing. CSE Strategic Execution and Evaluation Model Utilizing Measured Criteria 1. 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 2. Brand Fit: Supports the key brand message of world -class outdoor recreation, culture and well -being & brings it to life experientially 0 -10 CSE Work Plan 2014 -2015 6/17/2014 Page 1 of 5 3. Timing: Contribution to an optimal calendar of events — maximizing high traffic periods & optimizing off -peak opportunities vs. occupancy opportunities and TOV available assets, both human and capital 4. Demo Fit: Optimize visitor mix 0 -10 5. Growth: • Continuously deliver fresh content 0 -10 • Leveraged media exposure and sponsorship support 0 -10 6. Producer Qualifications: Expertise, local knowledge and resources to sustain the event in a manner compatible with the Vail brand 0 -10 7. Marketing Strength 0 -10 TOWN COUNCIL Areas of Focus: A. Enhance economic vitality — Grow a vibrant and diverse economy that keeps us at the forefront of our resort competitors for the long -term with continued opportunities for private and public investment and philanthropy. B. Grow a balanced community — Expand upon our community infrastructure as the foundation of our town's success with particular emphasis on an abundance of recreational, cultural and educational opportunities while building capacity for future leaders. C. Continually elevate the quality of the experience — Deliver on the promise "VAIL Like nothing on earth, in everything we do. Excerpted from Vail Town Council Areas of Focus Adopted February 2014 CSE FOCUS I: Stimulating the local economy and support Council Focus A a. Increase lodging and sales tax collections b. Increase number of visitors c. Insure that visitors have a high rate of intent to return Objective: Focus strategic planning and discussion on achieving this primary goal. Action Step: Adopt and implement the 2014 -2015 CSE Work Plan Objective: Provide evidence that special events are a revenue producer for the Town, not an expense. Action Step: Develop a long term plan to ensure that event recap data is complete, and will provide consistent and comparable methodology to determine an accurate estimate of ROI across all of the events that receive public funding. Q3 in 2014 Action Step: Maintain Accountability- ONGOING Review post -event performance evaluations of all publicly funded events with respect to: • 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? CSE Work Plan 2014 -2015 6/17/2014 Page 2 of 5 • Do these events contribute to a strong sense of community and better quality of life? Objective: Ensure that the CSE's selection criteria continue to be in alignment with the goals of the Town Council and the VLMD marketing strategies. Action Step: Annually re- evaluate objective event selection, funding and evaluation criteria based on alignment with Council goals and VLMD research results and marketing focus. Q3, 2014 and 2015 Objective: Utilize all available tools to assist the CSE in determining funding allocations that support an optimal calendar of events. Action Step: Attract and support participant events- ONGOING Action Step: Re- evaluate critical success measurements - ONGOING In coordination with VLMD and appropriate research vendors, continued implementation of tools to measure: • Increased sales and lodging tax collections • Improved occupancy rates • Impact from direct event spending • Quantifiable marketing benefits • Net Promoter Score (NPS) Action Step: Utilize the data gathered by the VLMD through Destimetrics and Community Survey initiatives to substantiate event survey data and post -event reports, as well as to identify opportunities and need times. — ONGOING Objective: Ensure a strong calendar of events to support the CSE's primary goal of increased destination visitation. Action Step: Continue to recruit and support participatory sporting events, which have been proven to deliver a high ratio of returning guests and deliver a significant number of room nights. Q1 and Q4, 2014 and 2015 Action Step: Provide continued funding support for events that have been proven to successfully deliver room nights and returning guests. Q4 in 2014 and 2015 Action Step: Look to `internationalize' if and when possible - ONGOING Action Step: Continued evaluation of VR winter strategy, and opportunities to alignment on off -peak periods - ONGOING CSE FOCUS II: Provide a balanced, year round calendar of events appealing to residents and guests of diverse interests and support Council Focus B Objective: Utilize available avenues of communication with all sectors of the community to develop an optimal event calendar. Action Step: Review community survey data- Q3, 2014 Action Step: Maintain semi - annual meetings with the VLMD (Q1 and Q3) to improve communications and alignment. CSE Work Plan 2014 -2015 6/17/2014 Page 3 of 5 2014 and 2015 Action Step: Integrate the CSE and the VEAC at a higher level - monitor the process that is currently underway to improve communications and alignment with an annual meeting. Q3, 2014 and 2015 Action Step: Dedicate resources to recruit and develop new events. Q3, 2014 and 2015 Action Step: Further refine the criteria and review process for TIER IV: Life Long Learning funding allocations, in line with budget allocated by the Town Council. Q1, 2015 Action Step: Develop RFP for following year events with strong focus on need times and potential event opportunities Q3, 2014 and 2015 Action Step: Funding allocations for following year Special Events, paying particular attention to revenue versus spend alignment and focus on growing the May- October economy at a rate greater than the winter economy; i.e. in 2013- Winter revenue = 70 %, Summer revenue = 30 %, Winter spend = 35 %, Summer spend = 65 %. Q4, 2014 and 2015 Action Step: Commit to support family- centered events that support VLMD research insights, new developments on Vail Mountain and increase NIPS. Q4 2014 and 2015 Action Step: 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 (WP) and the Vail Recreation District (VRD) to ensure that the events funded by the CSE have a positive impact on the local economy - ONGOING CSE FOCUS III: Single Point of Contact for Events Administration Objective: Effective communication with the event producers, Town of Vail Staff, guests and the community, Action Step: Joint meeting with the Event Review Committee (ERC) to promote better understanding of event support provided by TOV Staff and CSE objectives. Q3 in 2014, Q2 in 2015 Action Step: Review strategies on recruitment of group business to ensure alignment with supporting local businesses and filling need times, availability of Town resources, both human and capital. Q4 in 2014 and 2015 Action Step: Prepare all funding agreements and monitor compliance with conditions of fulfillment and responsibilities of sponsorship support- ONGOING Action Step: Provide venue information and permitting guidance- ONGOING Action Step: Provide complete and accurate information with regard to the calendar of special events - ONGOING CSE Work Plan 2014 -2015 6/17/2014 Page 4 of 5 CSE FOCUS IV: Brand Fit- Supports the key brand message of world -class outdoor recreation, culture and well -being & brings it to life experientially and support Council Focus C Objective: Maintain the goal of being the "premier international mountain resort community." Action Step: Semi - annual joint meetings with VLMDAC to maintain alignment of focus and realignment of criteria for event funding. Q2 and 3, 2014 and 2015 Action Step: In cooperation with the VLMDAC, provide Brand Guidance to all events receiving public funding. Q1 and 2, 2014 and 2015 Action Step: Eliminate events not performing as expected, while continuing to develop and assist performing events and seek out new events that support the Vail brand, promote opportunity for high NPS scores and that continue to elevate the quality of the experience. Q4, 2014 and 2015 Action Step: Continue to actively encourage "activation" of events to create an expanded presence throughout the community and stimulate the participation of the merchants, restaurants and bars, and lodges- ONGOING Action Step: 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. — ONGOING Action Step: Evaluation of opportunities that support a potential Culinary Branding Opportunity Q3 and 4, 2014 and 2015 Action Step: Continued focus on developing a consciousness of Vail as a destination for Health and Wellbeing. By 2015, Vail should have an "iconic" event and attendant supporting events. Look to partners to develop opportunities and support events that continue growth of yoga, tai chi and related disciplines. 2015 Action Step: With respect to the further development of Vail Resorts' Epic Discovery; ziplines, aerial adventure courses, summer tubing, larger climbing wall, look at potential for events supporting these increased summer opportunities. 2015 *Actions that support Town Council Objectives *Measures that Focus on CSE Objectives CSE Work Plan 2014 -2015 6/17/2014 Page 5 of 5 TOWN OF VAIL' 75 South Frontage Road west Finance Department Vail, Colorado 81657 970.479.2100 vailgov.com 970.479.2248 fax Vail Business Review March 2014 June 5, 2014 The March Vail Business Review breaks down the four percent sales tax collected for March and year to date through first quarter. Overall March sales tax increased 2.7% with Retail decreasing .7 %, Lodging increased 8.5 %, Food and Beverage decreased 2.1 % and Utilities /Other (which is mainly utilities but also includes taxable services and rentals) decreased .5 %. The Out of Town category continues to be greatly affected by construction, interior design firms and furniture stores delivering in to Vail. Excluding the Out of Town category sales tax for the month of March was up 2.3 %. Year to date through first quarter resulted in an 6.4% increase overall with Retail increasing 4.4 %, Lodging increased 9.9 %, Food and Beverage increased 3.9% and Utilities /Other increased 2 %. Excluding the Out of Town category, sales tax for the first quarter is up 6.1 %. Town of Vail sales tax forms, the Vail Business Review and the sales tax worksheet are available on the internet at www.vailgov.com. You can subscribe to have the Vail Business Review and the sales tax worksheet e- mailed to you automatically from www.vailaov.com. Please remember when reading the Vail Business Review that it is produced from sales tax collections, as opposed to actual gross sales. If you have any questions or comments please feel free to call me at (970) 479 -2125 or Judy Camp at (970) 479 -2119. Sincerely, Sally Lorton Sales Tax Administrator 6/17/2014 March TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter March 2014 Sales Tax Retail March 2013 Collections March 2014 Collections March % Change VAIL VILLAGE 40,454 45,163 11.64% Retail 557,196 542,876 -2.57% Lodging 751,618 795,048 5.78% F & B 595,393 581,201 -2.38% Other 25,125 21,384 -14.89% Total 1,929,331 1,940,509 0.58% LIONSHEAD Retail 245,873 245,754 -0.05% Lodging 484,479 525,339 8.43% F & B 163,413 147,674 -9.63% Other 6,342 5,053 -20.32% Total 900,106 923,820 2.63% CASCADE VILLAGE /EAST VAIL /SANDSTONE/WEST VAIL Retail 228,226 220,297 -3.47% Lodging 211,751 249,370 17.77% F & B 74,175 86,149 16.14% Other 7,202 6,237 -13.39% Total 521,354 562,054 7.81 % OUT OF TOWN Retail 77,691 92,517 19.08% Lodging 40,454 45,163 11.64% F & B 1,546 1,692 9.46% Utilities & Other 179,729 184,538 2.68% Total 299,420 323,910 8.18% 6/5/2014 8:08:09 AM eft -6"M ,. Page 1 of 2 March TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter March 2014 Sales Tax TOTAL Total 3,650,211 3,750,292 2.74% RETAIL SUMMARY March March March 2013 2014 % Collections Collections Change Retail 1,108,986 1,101,444 -0.68% Lodging And Property Mgmt 1,488,301 1,614,920 8.51 % Food and Beverage 834,526 816,716 -2.13% Other 218,397 217,212 -0.54% Total 3,650,211 3,750,292 2.74% RETAIL SUMMARY 6/5/2014 8:08:09 AM eft -6"M ,. Page 2 of 2 March March March 2013 2014 % Collections Collections Change RETAIL -FOOD 156,718 155,703 -0.65% RETAIL - LIQUOR 66,410 68,188 2.68% RETAIL - APPAREL 189,477 178,674 -5.70% RETAIL -SPORT 542,141 530,991 -2.06% RETAIL - JEWELRY 26,321 24,813 -5.73% RETAIL -GIFT 10,447 6,749 -35.40% RETAIL - GALLERY 7,342 7,518 2.40% RETAIL -OTHER 109,664 128,808 17.46% RETAIL -HOME OCCUPATION 466 0 -100.00% Total 1,108,986 1,101,444 -0.68% 6/5/2014 8:08:09 AM eft -6"M ,. Page 2 of 2 March YTD OF IVAIL TOWN TOWN OF VAIL BUSINESS REVIEW Sales Tax Newsletter March YTD 2014 Sales Tax March YTD March YTD March YTD 2013 2014 % Collections Collections Change VAIL VILLAGE Retail 1,445,555 1,535,250 6.20% Lodging 2,029,730 2,181,061 7.46% F & B 1,590,907 1,645,124 3.41 % Other 65,295 49,301 -24.50% Total 5,131,488 5,410,736 5.44% LIONSHEAD Retail 660,756 692,530 4.81 % Lodging 1,340,856 1,488,510 11.01 % F & B 440,341 447,778 1.69% Other 22,199 19,770 -10.94% Total 2,464,152 2,648,588 7.48% CASCADE VILLAGE /EAST VAIL /SANDSTONE/WEST VAIL Retail 677,373 657,142 -2.99% Lodging 650,971 738,801 13.49% F & B 224,752 253,810 12.93% Other 19,455 18,309 -5.89% Total 1,572,552 1,668,062 6.07% OUT OF TOWN Retail 228,470 259,514 13.59% Lodging 119,789 140,823 17.56% F & B 5,720 4,040 -29.37% Utilities & Other 541,120 573,382 5.96% Total 895,099 977,758 9.23% 6/5/2014 8:18:55 AM erl20j*r Page 1 of 2 March YTD TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter March YTD 2014 Sales Tax TOTAL Total 10,063,291 10,705,144 6.38% RETAIL SUMMARY March YTD March YTD March YTD 2013 2014 % Collections Collections Change Retail 3,012,154 3,144,435 4.39% Lodging And Property Mgmt 4,141,346 4,549,195 9.85% Food and Beverage 2,261,721 2,350,751 3.94% Other 648,070 660,763 1.96% Total 10,063,291 10,705,144 6.38% RETAIL SUMMARY 6/5/2014 8:18:55 AM eft -6"M ,. Page 2 of 2 March YTD March YTD March YTD 2013 2014 % Collections Collections Change RETAIL -FOOD 479,933 461,610 -3.82% RETAIL - LIQUOR 187,765 196,055 4.41 % RETAIL - APPAREL 485,882 498,945 2.69% RETAIL -SPORT 1,419,212 1,484,947 4.63% RETAIL - JEWELRY 75,714 74,732 -1.30% RETAIL -GIFT 29,687 19,359 -34.79% RETAIL - GALLERY 19,894 20,542 3.26% RETAIL -OTHER 312,743 388,246 24.14% RETAIL -HOME OCCUPATION 1,323 0 -100.00% Total 3,012,154 3,144,435 4.39% 6/5/2014 8:18:55 AM eft -6"M ,. Page 2 of 2 TOWN OF VAIL' 75 South Frontage Road west Finance Department Vail, Colorado 81657 970.479.2100 vailgov.com 970.479.2248 fax Vail Business Review April 2014 June 10, 2014 The April Vail Business Review breaks down the four percent sales tax collected for April and the 2013/2014 Ski Season. Overall April sales tax increased 16.1 % with Retail increasing 21.2 %, Lodging increased 21 %, Food and Beverage increased 16.2% and Utilities /Other (which is mainly utilities but also includes taxable services and rentals) decreased 1.5 %. Excluding the Out of Town category, sales tax for the month of April was up 22.4 %. The 2013/2014 ski season resulted in a 9.2% increase overall with Retail increasing 9 %, Lodging increased 12.6 %, Food and Beverage increased 6.8% and Utilities /Other increased 1 %. Excluding the Out of Town category, sales tax for the ski season is up 9.3 %. Town of Vail sales tax forms, the Vail Business Review and the sales tax worksheet are available on the internet at www.vailgov.com. You can subscribe to have the Vail Business Review and the sales tax worksheet e- mailed to you automatically from www.vailgov.com. Please remember when reading the Vail Business Review that it is produced from sales tax collections, as opposed to actual gross sales. If you have any questions or comments please feel free to call me at (970) 479 -2125 or Judy Camp at (970) 479 -2119. Sincerely, Sally Lorton Sales Tax Administrator 6/17/2014 April OF IVAIL TOWN TOWN OF VAIL BUSINESS REVIEW Sales Tax Newsletter April 2014 Sales Tax April April April 2013 2014 % Collections Collections Change VAIL VILLAGE Retail 136,934 184,464 34.71 % Lodging 117,296 157,514 34.29% F & B 177,891 221,721 24.64% Other 6,265 9,846 57.15% Total 438,386 573,544 30.83% LIONSHEAD Retail 53,972 76,546 41.82% Lodging 81,328 102,640 26.20% F & B 60,050 61,197 1.91 % Other 2,635 2,348 -10.91 % Total 197,985 242,731 22.60% CASCADE VILLAGE /EAST VAIL /SANDSTONE/WEST VAIL Retail 107,459 122,741 14.22% Lodging 41,312 32,027 -22.47% F & B 40,909 41,327 1.02% Other 3,942 3,787 -3.94% Total 193,621 199,882 3.23% OUT OF TOWN Retail 71,007 63,866 -10.06% Lodging 6,725 6,147 -8.60% F & B 380 200 -47.45% Utilities & Other 161,931 156,236 -3.52% Total 240,043 226,448 -5.66% 6/10/2014 12:50:54 PM erl20j*r Page 1 of 2 k' rowN of vaIL April TOWN OF VAIL BUSINESS REVIEW April 2014 Sales Tax TOTAL Sales Tax Newsletter Total 1,070,036 1,242,605 16.13% RETAIL SUMMARY April April April RETAIL -FOOD 2013 2014 % RETAIL - LIQUOR Collections Collections Change Retail 369,371 447,616 21.18% Lodging And Property Mgmt 246,662 298,329 20.95% Food and Beverage 279,230 324,445 16.19% Other 174,773 172,216 -1.46% Total 1,070,036 1,242,605 16.13% RETAIL SUMMARY 6/10/2014 12:50:54 PM eft -6"M ,. Page 2 of 2 April 2013 Collections April 2014 Collections April % Change RETAIL -FOOD 83,968 92,220 9.83% RETAIL - LIQUOR 27,117 33,233 22.56% RETAIL - APPAREL 50,820 68,070 33.94% RETAIL -SPORT 106,265 157,106 47.84% RETAIL - JEWELRY 7,956 9,728 22.28% RETAIL -GIFT 4,852 2,438 -49.76% RETAIL - GALLERY 5,025 2,994 -40.43% RETAIL -OTHER 83,154 81,828 -1.59% RETAIL -HOME OCCUPATION 215 0 -100.00% Total 369,371 447,616 21.18% 6/10/2014 12:50:54 PM eft -6"M ,. Page 2 of 2 k' rowN of vaIL VAIL VILLAGE Ski Season TOWN OF VAIL BUSINESS REVIEW Sales Tax Newsletter Ski Season 2013/2014 Sales Tax Ski Season Ski Season Ski Season 2012/2013 2013/2014 % Collections Collections Change Retail 2,242,112 2,502,608 11.62% Lodging 2,749,317 3,050,257 10.95% F & B 2,330,760 2,487,286 6.72% Other 96,288 79,145 -17.80% Total 7,418,476 8,119,296 9.45% LIONSHEAD Retail 983,342 1,045,644 6.34% Lodging 1,841,519 2,110,147 14.59% F & B 649,431 668,586 2.95% Other 30,149 27,760 -7.92% Total 3,504,440 3,852,137 9.92% CASCADE VILLAGE /EAST VAIL /SANDSTONE/WEST VAIL Retail 1,165,199 1,193,754 2.45% Lodging 878,048 989,795 12.73% F & B 353,727 406,108 14.81 % Other 31,758 29,486 -7.16% Total 2,428,733 2,619,143 7.84% OUT OF TOWN Retail 459,850 543,017 18.09% Lodging 158,077 184,263 16.57% F & B 8,302 6,802 -18.07% Utilities & Other 965,753 998,779 3.42% Total 1,591,983 1,732,860 8.85% 6/10/2014 12:55:24 PM eft -6"M ,. Page 1 of 2 k' rowN of vaIL Ski Season TOWN OF VAIL BUSINESS REVIEW Sales Tax Newsletter Ski Season 2013/2014 Sales Tax TOTAL Total 14,943,632 16,323,437 9.23% RETAIL SUMMARY Ski Season Ski Season Ski Season 2012/2013 2013/2014 % Collections Collections Change Retail 4,850,503 5,285,023 8.96% Lodging And Property Mgmt 5,626,961 6,334,461 12.57% Food and Beverage 3,342,221 3,568,783 6.78% Other 1,123, 948 1,135,169 1.00% Total 14,943,632 16,323,437 9.23% RETAIL SUMMARY 6/10/2014 12:55:24 PM eft -6"M ,. Page 2 of 2 Ski Season Ski Season Ski Season 2012/2013 2013/2014 % Collections Collections Change RETAIL -FOOD 842,749 851,242 1.01 % RETAIL - LIQUOR 310,170 329,545 6.25% RETAIL - APPAREL 737,423 807,106 9.45% RETAIL -SPORT 2,103,187 2,297,588 9.24% RETAIL - JEWELRY 142,381 145,845 2.43% RETAIL -GIFT 52,466 33,606 -35.95% RETAIL - GALLERY 37,512 34,867 -7.05% RETAIL -OTHER 622,477 784,853 26.09% RETAIL -HOME OCCUPATION 2,138 371 -82.66% Total 4,850,503 5,285,023 8.96% 6/10/2014 12:55:24 PM eft -6"M ,. Page 2 of 2 0) rowN of Vain' Memorandum TO: Vail Town Council FROM: Public Works and Police Department DATE: June 17, 2014 SUBJECT: Neighborhood Speeding Complaints I. SUMMARY The Town Council has brought to the attention of the staff concerns regarding complaints with speeding on neighborhood roadways. This memo is intended to provide a background regarding addressing the issues of speeding in neighborhoods. II. BACKGROUND Speed limits in the neighborhoods are signed at both 15 mph and 25 mph. The control of speed is accomplished using the principles of engineering, education and enforcement. The Vail Police Department performs speed enforcement in neighborhoods on both a routine and requested basis in addition to use of the mobile speed display trailer as an education tool. The engineering solutions are carried out by performing specific engineering studies to determine and them adopting solutions to address the issues related to speeding. In the past the Public Works Department has performed specific studies which take into account speeds, accident information as well as the context of the roadway usage. In addition, impacts on snow removal, bus operations, bikes, drainage and emergency services all play into the process involved to determine appropriate traffic operation solutions, i.e. speed humps or speed tables. See attached photo from Aspen. Vail Valley Drive from the Transportation Center to Ford Park is an example where the speed limit is lower as well as raised crossings are provided for the multitude of pedestrian activity. III. ACTION REQUESTED Please provide the staff specific areas where there have been concerns with neighborhood speeding so the Police and Public Works Department s can review the necessary next steps to address the concerns. 6/17/2014 City of Aspen Speed table Town of Vail 6/17/2014 Page 2 rowH Of vn �ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Matters from the Mayor, Council and Committee Reports 6/17/2014 TOWN Of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding Timber Ridge Redevelopment and possible use of Town property in Vail Valley Medical Center Master Plan. PRESENTER(S): Matt Mire 6/17/2014 TOWN C VAIO VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: June 17, 2014 ITEM /TOPIC: Adjournment (ESTIMATED 4:30 p.m.) NOTE: UPCOMING MEETING TOPICS AND ESTIMATED TIMEFRAMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) --------------- - - - -- THE NEXT REGULAR VAIL TOWN COUNCIL MEETING WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, JULY 1, 2014 IN THE VAIL TOWN COUNCIL CHAMBERS FUTURE AGENDA ITEMS: Ongoing agenda items DRB /PEC updates WS - 15 min.; Information Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. Other agenda items: Update on Golf Course Clubhouse Plans - 7/1 Timber Ridge Redevelopment Contract Amendment - 7/1 Half Day Retreat Competitiveness Plan - WS - 7/15 Finalize Budget Parameters - WS - 7/15 Meet with Eagle County School District Board - WS - 7/15 Quarterly Report on Capital Projects & Programs - (Info Update) WS - 7/15 Supplemental Budget Ordinance - ES - 7/15 Half Day Retreat Define Balanced Community - WS - 8/5 Discussion of Major Revenue Projections - WS - 8/5 Discussion on Economic Diversity w/ Stakeholders - WS - 8/19 Discussion of Parking & Transportation - WS - 9/2 VVMC Master Plan Discussion - WS - 9/16 Discussion of Five Year Capital & RETT Plans - WS - 9/16 Half Day Retreat w/ VLHA - WS - 10/7 Discussion on Town Manager's Budget (Final Draft) - WS - 10/7 Discussion on Adoption of Strategic Competitiveness Plan - WS - 10/21 Quarterly Status Report on Capital Projects & Programs (Info Update) - WS - 10/21 First Reading of Ordinance Budget Adoption - ES - 10/21 Discussion on Aspen Report & Follow up - WS - 11/4 Second Reading of Ordinance Budget Adoption - ES - 11/4 Discussion on Technology - WS - 11 /4 Meet with Eagle County School District Board - TBD Meet with Avon Town Council - TBD Investment Policy Update ES - TBD 1 -70 Vail Underpass Traffic Analysis Update - ES - TBD - Tom Clean Up Title 12 Ordinance - TBD Plastic bags - TBD Village Information Center - Greg - TBD Fee Schedule changes - George - TBD Neighborhood Speed Control - TBD - Greg /Dwight Housing Strategic Plan - George - TBD 2015 WAC updates (construction restrictions, legacy program) - WS - TBD Sister City discussion - TBD Discussion of future of RSES - TBD Streaming PEC & DRB - TBD VLMD Term limits - TBD Marijuana policy discussion - WS - Matt - TBD Walking Mountains zero waste program presentation - TBD 6/17/2014