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HomeMy WebLinkAbout2014-09-16 Agenda and Support Documentation Town Council Work SessionVAIL TOWN COUNCIL WORK SESSION AGENDA TOWN OF 4A10 VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 11:45 A.M., SEPTEMBER 16, 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: Lion's Ridge Apartment Homes Ground Breaking Celebration. Noon - 1:00 p.m. lunch will be provided. Council should meet at the Municipal Building to ride in the van over and back. (60 min) 2. ITEM /TOPIC: Vail Local Marketing District Meeting (begins at 1 pm; see Special Meeting agenda for September 16, 2014) ITEM /TOPIC: DRB /PEC Update (10 min. ) PRESENTER(S): Warren Campbell, Chief of Planning 4. ITEM /TOPIC: Joint meeting with Vail Recreation District Board on an Update of the Vail Golf and Nordic Center Clubhouse Project (45 min PRESENTER(S): Stan Zemler, Town Manager; Greg Hall, Public Works Director and Chris Penney, Senior Project Manager for NV5 ACTION REQUESTED OF COUNCIL: Town Council and Vail Recreation District Board and to provide input and request any additional information prior to the October 7 public hearing regarding the Vail Golf and Nordic Center Clubhouse project. BACKGROUND: The Vail Golf and Nordic Center Clubhouse project was initiated in 2012. Due to legal proceedings brought by the adjacent neighbors the project has been delayed. This is an update of the project cost and budget implications. NV5 a professional project management team was hired by the Town to review the project to date and make recommendations for the project continuing forward. STAFF RECOMMENDATION: Provide input with regard to material presented and provide requests for any additional information prior to the October 7 public hearing regarding the Vail Golf and Nordic Center Clubhouse project. 5. ITEM /TOPIC: Recycling Compliance. The purpose of this agenda item is to provide the Town Council with an update on the staffs progress to bring the Town of Vail municipal operations into compliance with the recently adopted recycling ordinance. (15 min.) PRESENTER(S): Susie Hervert, General Service Administrator 9/16/2014 ACTION REQUESTED OF COUNCIL: In consideration of the in -depth analysis as to operational needs and public perception of compliance, staff requests the Town Council to authorize expenditures of up to $250,000 to bring the Town's operations into compliance with the adopted ordinance. BACKGROUND: With the passage of the recycling ordinance, the Town Council identified mandatory recycling as one of its top environmental initiatives. Staff has analyzed the measures and expenditures required to become operationally compliant with the ordinance. STAFF RECOMMENDATION: Staff recommends the Town Council authorize expenditures of up to $250,000 to bring the Town's operations into compliance with the adopted ordinance. 6. ITEM /TOPIC: Information Update: 1) Responses from Town of Vail Picnic Comments 2) Minutes from CSE meeting 3) Minutes from VEAC meeting 4) July 2014 Vail Business Review (5 min.) 7. ITEM /TOPIC: Matters from the Mayor, Council and Committee Reports. (15 min.) 8. ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Car Sponsorship Agreement. (15 min. ) PRESENTER(S): Matt Mire, Town Attorney 9. ITEM /TOPIC: Adjournment (estimated 3:30 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, OCTOBER 7, 2014 IN THE VAIL TOWN COUNCIL CHAMBERS 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 proposed agenda items: Piney Ranch Road Site Visit - WS - 10/7 Vail Library Time Capsule - WS - 10/7 Municipal Building Update WS - 10/7 Recycling Update WS - 10/7 Vacation Rental Discussion - WS - 10/7 Council's Action Plan Review - WS - 10/21 Discussion on Town Manager's Budget (Final Plastic bags - WS - 10/21 2015 WAC updates (constrfttbWtibstrictions, Draft) - WS - 10/21 legacy program) - WS - 10/21 Quarterly Status Report on Capital Projects & Programs (Info Update) - WS - 10/21 VLMD Meeting and Budget Resolution (consent agenda) - 10/21 First Reading of Ordinance Budget Adoption - ES - 11/4 Discussion on Aspen Report & Follow up - WS - 11/4 Second Reading of Ordinance Budget Adoption - ES - 11/18 Followup Discussion on Competitiveness Plan - WS - 12/1 Proposed Future Agenda Items Council Action Plan Items: * *Defining Balanced Community - TBD * *Parking & Transportation - TBD * *Technology - TBD * *Half Day Retreat w/ VLHA - TBD Site visit of Vail Children's Garden of Learning preschool - TBD Ford Park: Managed Parking Program - TBD Ford Park Parking Reservation System - TBD Meet with Avon Town Council - TBD Investment Policy Update ES - TBD 1 -70 Vail Underpass Updates - ES - TBD Clean Up Title 12 Land Use Regs / Ordinance - TBD Housing Strategic Plan - George - TBD 9/16/2014 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Lion's Ridge Apartment Homes Ground Breaking Celebration. Noon-1:00 p.m. lunch will be provided. Council should meet at the Municipal Building to ride in the van over and back. 9/16/2014 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Vail Local Marketing District Meeting (begins at 1 pm; see Special Meeting agenda for September 16, 2014) 9/16/2014 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: DRB /PEC Update PRESENTER(S): Warren Campbell, Chief of Planning ATTACHMENTS: September 3, 2014 DRB Meeting Results September 8, 2014 PEC Meeting Results 9/16/2014 rnwH of vn' �Ii> TOWN OF VA MEMBERS PRESENT Tom DuBois Andy Forstl Brian Gillette Rollie Kjesbo Bill Pierce DESIGN REVIEW BOARD AGENDA PUBLIC MEETING September 3, 2014 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 MEMBERS ABSENT PROJECT ORIENTATION 1:45pm SITE VISITS 1. Geroca - 68 East Meadow Drive 2. Betty Ford Alpine Gardens Education Center 3. Schwartzreich Residence - 421 Beaver Dam Circle MAIN AGENDA 3:OOpm Vail Custom Ski Homes LLC DRB140348 Joe Final review of a change to approved plans 756 Forest Road /Lot 12, Block 1, Vail Village Filing 6 Applicant: Vail Custom Ski Homes LLC, represented by Scott Turnipseed AIA, Scott Turnipseed ACTION: Approve with Conditions MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0 CONDITION(S): 1) Prior to submitting a building permit application, the applicant shall provide revised elevation drawings reflecting the Design Review Board's direction for greater consistency amongst the windows in regards to the mullions, trim, and transoms. 2. Schwartzreich Residence DRB140345 Joe Final review of changes to approved plans (garage space, decks, roof) 421 Beaver Dam Circle /Lot 3, Block 4, Vail Village Filing 3 Applicant: Steven & Elaine Schwartzreich, represented by KH Webb Architects ACTION: Approve with Conditions MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0 CONDITION(S): 1) The applicant shall submit, with a building permit application, revised plans calling for DaVinci shake shingles on the entire roof of the structure. 3. Geroca S.0 DRB140187 Jonathan Final review of an addition (decks and patio) 68 East Meadow Drive /Lot O, Block 5D, Vail Village Filing 1 Applicant: Geroca S.C., represented by Eggers Architecture ACTION: Table to September 17, 2014 MOTION: Kjesbo SECOND: Gillette VOTE: 5 -0 -0 9/16/21 je 1 4. Betty Ford Alpine Gardens Education Center DRB140346 Jonathan Final review of new construction 530 South Frontage Road East /Unplatted Applicant: Betty Ford Alpine Gardens, represented by Hunn Consulting Group, LLC ACTION: Approved MOTION: Kjesbo SECOND: Foretl VOTE: 4 -0 -1 (DuBois recused) STAFF APPROVALS Hoover/ Kirkham Residence OTC14 -0041 J. R. Final review of a minor exterior alteration (re -roof) 4247 Columbine Drive /Lot 20 Bighorn Terrace Applicant: Catherine Hoover and Ann Lorraine Kirkham, represented by Turner Morris Inc. Hawkins Residence OTC14 -0042 J. R. Final review of a minor exterior alteration (re -roof) 1479 Aspen Grove Lane /Lot 2, Block 2, Lion's Ridge Filing 4 Applicant: Phillip and Elizabeth Hawkins, represented by Turner Morris Inc. Biszantz Residence OTC14 -0043 Martin Final review of a minor exterior alteration (re -roof) 670 Forest Road /Lot 1, Block 1, Vail Village Filing 6 Applicant: Betty Biszantz, represented by The Roofing Company, Brenda Bolei Light Residence OTC14 -0045 Martin Final review of a minor exterior alteration (windows) 1390 Westhaven Drive #4 /Cascade Village — Cascades on Gore Applicant: Jane Light represented by Casabonne Enterprises Inc., Peter Casabonne Sappenfield Residence DRB140262 Joe Final review of a minor exterior alteration (patio) 2897 Timber Creek Drive Unit D25 (Lodges at Timber Creek Condos) /Unplatted Applicant: Heather & Ross Sappenfield Blume Residence DRB140282 Warren Final review of a minor exterior alteration (driveway, retaining wall, deck) 1916 West Gore Creek Drive /Lot 47, Vail Village West Filing 2 Applicant: Robert & Jamie Blume, represented by Martin Manley Architects Berry Residence DRB140313 Final review of a minor exterior alteration (landscaping) 424 Forest Road /Lot 3, Block 1, Vail Village Filing 3 Applicant: Paiko Trust, represented by Ceres Plus Joe Cogswell Gallery DRB140324 Joe Final review of a sign application (business identification) 223 Gore Creek Drive Unit A (Creekside Condominiums) /Lot A, Block 5B, Vail Village Filing 1 Applicant: Cogswell Gallery, represented by John Cogswell Sarthou /Corcoran Duplex DRB140326 Joe Final review of a minor exterior alteration (re -roof) 891 Red Sandstone Circle /Lot 4, Vail Village Filing 9 Applicant: Deborah Sarthou and Paul & Cindy Corcoran, represented by G & G Roofing 9/16/2Pje 2 Gramshammer Residence DRB140330 Joe Final review of changes to approved plans (stair, guardrail) 950 Red Sandstone Road /Unplatted Applicant: Sheika & Pepi Gramshammer, represented by G.E. Johnson Construction Vail Racquet Club Condominiums DRB140331 Joe Final review of a minor exterior alteration (balcony, stairs) 4605 Meadow Drive (Vail Racquet Club Building B) /Unplatted Applicant: Vail Racquet Club Condominiums, represented by Victor Mark Donaldson Architects Hartung Residence DRB140332 Joe Final review of a minor exterior alteration (landscaping) 1726 Buffehr Creek Road /Lot 6, Lia Zneimer Subdivision Applicant: Charles & Petey Hartung, represented by Vincent Kuhn Potato Patch HOA DRB140337 Joe Final review of minor Exterior alteration (landscaping) 950 Red Sandstone Road #11 /unplatted Applicant: Potato Patch HOA, represented by Ceres Landscaping Read /Graham /Cross Residence DRB140339 Joe Final review of changes to approved plans (paint) 126 Forest Road /Lot 5E, Block 7, Vail Village Filing 1 Applicant: Steven Read, represented by Segerberg, Mayhew & Associates Betty Ford Alpine Gardens DRB140340 Jonathan Final review of changes to approved plans (north /upper entry landscaping) 530 South Frontage Road East /Unplatted Applicant: Town of Vail, represented by Todd Oppenheimer Scheidegger Residence DRB140341 Jonathan Final review of changes to approved plans (exterior materials) 2722 Cortina Lane /Lot 13, Block B, Vail Ridge Applicant: Benno Scheidegger, represented by Berglund Architects Squash Blossom DRB140349 Jonathan Final review of a minor exterior alteration (stone) 198 Gore Creek Drive /Lot 1, Lodge Subdivision Applicant: Squash Blossom, represented by Megan Payton Briar Patch Association DRB140350 Warren Final review of a minor exterior alteration (gate /mailbox) 1400 Briar Patch Lane /Lot G2 & G6 /Lions Ridge Filing 2 Applicant: Nedbo Construction, represented by Warren Krok Riva Ridge North Condominiums DRB140352 Warren Final review of a minor exterior alteration (repaint) 133 Willow Bridge Road /Lot 6, Block 6, Vail Village Filing 1 Applicant: Riva Ridge North Condominium Association, represented by Paul Breitenwischer Corboy Residence DRB140353 Warren Final review of a minor exterior alteration (deck, hot tub) 1460 #B Greenhill Court/Lot 20, Glen Lyon Subdivision Applicant: Phillip Corboy, represented by Tom Warzecha 9/16/2Pje 3 Stockton Residence DRB140354 Final review of changes to approved plans (driveway) 2470 Bald Mountain Road /Lot 19, Block 2, Vail Village 13`h Filing Applicant: Tye and Brielle Stockton, represented by Suman Architects Vail Village Welcome Center DRB140355 Final review of a sign (construction) 241 East Meadow Drive /Vail Village Filing 1, Tract B & C Applicant: Town of Vail, represented by John King Thompson /Garriga Residence DRB140356 Final review of a minor exterior alteration (window /door) 22 West Meadow Drive #250 /Lot H, Vail Village Filing 2 Applicant: John Thompson & Susan Garriga, represented by Krueger Architecture Marx Residence DRB140357 Final review of a minor exterior alteration (windows /doors) 2863 Timber Creek Drive #1A/Lot 8, Block 4, Vail Intermountain Applicant: Jim and Laura Marx, represented by Beth Levine Architect Inc. Marshall Residence DRB140358 Final review of a change to approved plans (landscaping) 193 Beaver Dam Road /Lot 38, Block 7, Vail Village Filing 1 Applicant: Hines Marshall, represented by Fieldscape, Ric Fields Inspirato DRB140359 Final review of a sign application (business ID) 141 East Meadow Drive (Solaris) /Lot P, Block 5D, Vail Village Filing 1 Applicant: Inspirato, represented by Sign Design & Graphics Village Inn Plaza HOA DRB140360 Final review of a change to approved plans (Chimney) 68 East Meadow Drive /Lot O, Block 5D, Vail Village Filing 1 Applicant: Village Inn Plaza HOA represented by K.H. Webb Architects, Kyle Webb Antlers Lodge DRB140361 Final review of a minor exterior alteration (vents) 680 Lionshead Place Units 701 & 702 /1-ot 3, Vail Lionshead Filing 3 Applicant: Antlers, represented by David Collins Woods Residence DRB140365 Final review of a minor exterior alteration (paint) 5037 Ute Lane #B /Lot 32, Vail Meadows Filing 1 Applicant: Peter and Kara Woods 616 Forest Rd LLC DRB140368 Final review of a minor exterior alteration (landscaping) 616 Forest Rd. /Lot 5, Block 1, Vail Village Filing 6 Applicant: 616 Forest Rd LLC, represented by Ceres Landcare, Mike Earl Warren Warren Jonathan Joe Warren Jonathan Jonathan Warren Warren Jonathan Pitkin Creek Park Condominiums DRB140373 Warren Final review of a minor exterior alteration (railings, stairs) 3901, 4011, 4041 Bighorn Road /Unplatted Applicant: Pitkin Creek Park Condominium Association, represented by Sawatch Land Company 9/16/2Pje 4 Williams Residence DRB140374 Warren Final review of a change to approved plans (windows) 302 Mill Creek Circle /Lot 7, Block 1, Vail Village Filing 1 Applicant: Margaret P. Williams, represented by Snowdon & Hopkins Architects, Pam Hopkins Strata DRB140375 Final review of a change to approved plans (windows) 705 W. Lionshead Circle /Lot 1, Block 2, Vail Lionshead Filing 3 Applicant: Lionshead Inn, LLC represented by Rodrigo Cortina Warren Information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479 -2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479 -2356, Telephone for the Hearing Impaired, for information. 9/16/2Pje 5 TOWN OF VA11 j PLANNING AND ENVIRONMENTAL COMMISSION September 8, 2014 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT Henry Pratt departed at 4:00 Dick Cleveland John Rediker Pam Hopkins Luke Cartin Site Visit: None MEMBERS ABSENT Webb Martin Michael Kurz 15 minutes A request for final review of an amendment to a conditional use permit, pursuant to Section 12- 9C-3, Conditional Uses, Vail Town Code, to allow for the expansion of the private school faculty parking lot, located at 3214 Katsos Ranch Road /Lot 2, Vail Mountain School Subdivision, and setting forth details in regard thereto. (PEC140027) Applicant: Vail Mountain School, represented by Brian Counselman Planner: Joe Batcheller ACTION: Approved MOTION: Cleveland SECOND: Hopkins VOTE: 5 -0 -0 Joe Batcheller gave a presentation pursuant to the staff memorandum. Commissioner Pratt disclosed he has children at the Vail Mountain School, however, he would have no financial gain from the proposal and could act without bias. Commissioner Hopkins inquired as to landscaping and snow storage. Joe Batcheller spoke to the design of the retaining wall and the required snow storage provisions. Commissioner Cleveland asked for clarification on snow storage. Joe Batcheller explained that the retaining wall was holding up the parking and snow would be pushed over the wall. Commissioner Rediker inquired as to drainage Joe Batcheller explained that the drainage would sheet flow of the lot into the native grass swale. Brian Counselman had nothing to add. There was no public comment. The Commissioners expressed support of the proposal and its compliance with the criteria. Commissioner Pratt stated he would like to see some landscaping screening the cars from the North Frontage Road. Brain Conselman asked for clarification on the appropriate location to place landscaping on the berm or within the swale. The Commissioners recommended the Design Review Board consider the need to screen the parking with landscaping during its review and determine what would be appropriate 15 minutes 2. A request for final review of a variance from Section 12 -6C -9, Site Coverage, Vail Town Code, pursuant to Section 12 -17, Variances, Vail Town Code, to allow for site coverage in excess of the permitted 20 %, located at 4166 Columbine Drive /Lot 18 Bighorn Subdivision 5t" Addition, and setting forth details in regard thereto. (PEC140028) Applicant: 4166 Columbine Drive LLC, represented by Pierce Architects Planner: Joe Batcheller ACTION: Denial MOTION: Cleveland SECOND: Cartin VOTE: 2 -3 -0 (Rediker, Pratt, Hopkins opposed) Motion failed ACTION: Approved with condition(s) MOTION: Rediker SECOND: Hopkins VOTE: 3 -2 -0 (Cleveland, Cartin opposed) CONDITION(S): 1. The applicant shall submit an application to comply with Section 12 -13 -5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town Code, within two years of this variance approval in accordance with Section 12 -17 -7, Permit Approval and Effect, Vail Town Code. Joe Batcheller gave a presentation pursuant to the staff memorandum. Commissioner Pratt inquired as to the proposal which was approved in 2002 and the addition of site coverage and gross residential floor area (GRFA). Joe Batcheller, using before and after site plans, showed how the units were combined through the additions approved in 2002. He highlighted that GRFA in a basement level was removed from within the stream setback. William Pierce, representing the applicant, made himself available for questions. Commissioner Rediker, inquired as to the two year time frame contained within the condition Warren Campbell explained that the two year time frame was to acknowledge that a variance approval is valid for two year period and if the EHU exchange had not occurred within that two year period the variance would expire. Commissioner Cleveland made an argument that the proposal did not meet the requirements to request a variance. David Duke, owner of the home, explained the difficulty of operating an EHU and his feeling that the ability to participate in the program will be a win -win. Commissioner Cleveland spoke to the application reviewed in 2002 and that the practical difficulties should have been addressed at that time with regard to a site coverage variance Commissioner Pratt surmised that a site coverage variance could have been granted in 2002, but was unsure as to what the result would have been in regards to design. Commissioner Hopkins added that she felt the additional site coverage would have been warranted in 2002 and today in 2014 due to the situation of the existing development that existed prior to annexation. There were previously three dwelling units on a site restricted to one dwelling unit. Commissioner Rediker spoke to his belief that the application for a variance was appropriate. Warren Campbell suggest that it may be appropriate to think of this variance request in absence of the request to exchange the EHU off -site. Would a request to exceed the maximum allowable site coverage meet the criteria under the circumstances identified in the memo regarding the history and physical condition of the project. Cleveland felt it failed to meet the criteria to exceed site coverage on the site as a result of 2002 and would be a grant of special privilege. 15 minutes 3. A request for a final review of a major exterior alteration or modification, pursuant to Section 12- 7H-7, Major Exterior Alteration or Modification, Vail Town Code to allow for the conversion of two upper floor commercial condominiums to residential condominiums, located at 521 East Lionshead Circle, Units 301 & 302 /Lot 3, Block 1, Vail Lionshead Filing 1, and setting forth details in regard thereto. (PEC140031, PEC140032) Applicant: Lady Belle Partnership LLLP, represented by Linda Malaby Planner: Jonathan Spence ACTION: Approved with conditioni(s) MOTION: Rediker SECOND: Cleveland VOTE: 4 -0 -0 CONDITION(S): 1. The applicant shall mitigate the employee generation impact created by the new residential units in accordance with the provisions of Chapter 12 -24, Inclusionary Zoning, Vail Town Code. The applicant shall make the required fee in lieu payment to the Town of Vail prior to the issuance of any building permit. Jonathan Spence gave a presentation pursuant to the staff memorandum. Joseph San Martino, architect representing the applicant, did not have anything to add. Commissioner Cleveland inquired as to what floor the units were located. Jonathan Spence described that they were not on the first floor or street level. They are above the Breeze retail operation. 20 minutes 4. A request for a final review of a major exterior alteration or modification, pursuant to Section 12- 7.-7, Major Exterior Alterations or Modifications, Vail Town Code, to allow for a change to the approved mix of residential unit types, and a request for final review of an amended conditional use permit, pursuant to Section 12 -7H -3, Permitted and Conditional Uses: First Floor or Street Level, Section 12 -7H -4, Permitted and Conditional Uses; Second Floor and Above, Vail Town Code, to allow for a reduction in the number of timeshare units, located at 705 West Lionshead Circle /Lot 1, Strata Vail, and setting forth details in regard thereto. (PEC140029, PEC140030) Applicant: Lionshead Inn LLC, represented by Mauriello Planning Group Planner: Warren Campbell ACTION: Approved with condition(s) MOTION: Cleveland SECOND: Rediker VOTE: 4 -0 -0 CONDITION(S): That the Developer prepares a The Lion Art in Public Places Plan, for input and comment by the Town of Vail Art in Public Places Board, Chapter 12 -25, Public Art, Vail Town Code, prior to the request for a temporary certificate of occupancy. Subject to the above input and comment by the Art in Public Places Board, the Applicant will determine the type and location of the art to be provided. Said Plan shall include the funding for a minimum of $70,000.00 in public art improvements to be developed in conjunction with The Lion project. 2. That the Developer shall be assessed a transportation impact fee in the amount of $6,500 per increased vehicle trip in the peak hour generated (25.06 trips), or $162,890, created by The Lion project. The total fee of $162,890 shall be paid in full by the Developer prior to the issuance of a temporary certificate of occupancy or certificate of occupancy for The Lion project. At the sole discretion of the Town of Vail Public Works Director, said fee may be waived in full, or part, based upon the completion of certain off -site improvements. Warren Campbell gave a presentation pursuant to the staff memorandum Commissioner Rediker requested clarification regarding staff's analysis of the "Live Bed" requirements of the Lionshead Redevelopment Master Plan. Warren Campbell spoke to the provisions of the Lionshead Redevelopment Master Plan regarding the policy of maintaining and increasing "Live Beds" in conjunction with the redevelopment of projects such as the Lionshead Inn and Lionshead Inn Annex. In 2007 when the Strata project was reviewed and approved there was a discussion regarding the number of keys (doors to various unit types) included within the project. The redevelopment project included 87 keys as compared to the 85 in the existing buildings. The Strata projected then and the proposed project in this application maintained the front desk, pool, hot tub, commercial space, meeting room, public lounge areas to provide the services commonly associated and expected of a project with successful rental participation. Dominic Mauriello, representing the applicant, provided an overview of the proposal Commissioner Cartin requested clarification on number of live beds that existed prior to demolition and what is being currently proposed. Warren Campbell stated that there were 85 live beds and there were 85 live beds in the revised proposal. Rocky Cortina, developer of the project, provided additional information on unit mix and how it is designed to meet the market and maintain and improve the likelihood that units will be put into the rental pool. He added that while the project was maintaining the number of live beds at 85 there was an increase in the quality of the units (head heights, finishes, amenities, sizes). The Commissioners expressed their support for the project and its compliance with the criteria. 75 minutes 5. 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 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: Warren Campbell ACTION: Tabled to September 22, 2014 MOTION: Rediker SECOND: Cartin VOTE: 4 -0 -1 (Cleveland recused) Commissioner Cleveland recused himself as he sits on a Board at the VVMC Warren Campbell gave a presentation pursuant to the staff memorandum Doris Kirchner, VVMC CEO, gave a presentation regarding the background of the process thus far. Tom Braun, planning consultant representing the applicant, gave an overview of the submitted VVMC Master Plan. Russ Sedmak, master plan developer for the applicant, presented the unique factors considered in regards to hospital master plans. It is often an inside -out process that strategizes the most efficient use of space. This process has led to the identification of certain structures to be removed, which presents various access constraints and opportunities. He explained the considerations taken into account while determining strategies for access, locating the heli -pad, providing quality architecture, etc. Tom Braun then addressed a few key planning issues. Regarding parking, VVMC is proposing to add between 146 and 198 new parking spaces (target 173). The proposed access and traffic circulation is a response to goals of VVMC and the town, as well as the existing practicalities. Employee housing will likely be address via cash -in -leiu with none proposed on the site. Commissioner Hopkins asked if the hospital plans to expand every ten years. Tom answered no. Hopkins then asked about the hospital's plans for long -term elder care. Doris Kirschner spoke to those needs being addressed down valley and to a monetary contribution made by the VVMC to the project. Commissioner Cartin asked how the master plan addresses land uses and the SDD on the US Bank building site. Tom Braun responded that the SDD would likely stay in place. Warren Campbell added that a new land use designation in the Vail Land Use Plan would result from this process. Commissioner Cartin then asked to give great consideration to the various type of users that will be parking there. He also discussed the importance of quality public space in the area, particularly Middle Creek. Commissioner Pratt asked what is the difference was between a Level I, Level II and Level III trauma center? Dorris Kirchner described that the difference was largely associated with staff levels being 24 hours and certain medical specialties needed to be available. VVMC is a Level III facility. There are three Level II facilities in Denver. . Commissioner Pratt then asked about the round -about and where it is at in the process Tom Braun explained of its background and where that particular process is at Commissioner Pratt then said at the next meeting that he would like to know details of the traffic study, employee housing calculations, and the pedestrian - friendliness along Meadow Drive. Jim Lamont, Vail Homeowners Association, asked for details regarding the process —how many meetings will it take to go through all the issues to address? Commissioner Cartin then asked for clarification as to a time table for grouping these issues together. Jim Lamont said there is need for an enduring master plan to result from this. Warren Campbell stated it would necessitate multiple meeting. Peter Knobel, owner of the Evergreen, said he plans to build a project larger than Solaris and hopes to work with the hospital to accomplish such a development. To date conversations between all parties were occurring and they were aware of the heli -pad location. Russ, Scorpio President stated that the Scorpio feels caught in the middle of the Village and Lionshead in a somewhat forgotten area of town. The loading and delivery is a great concern. The heli -pad location is also a concern as there will likely be impacts fell by the residents. Ron Snow, owner of Scorpio Unit 401, mentioned an high - profile helicopter accident that occurred in 1999 in Vail that was unforeseen, and the stage may be set in similar fashion regarding the heli -pad. Keith Mackey, an aviation safety consultant hired by the homeowners, spoke to the safety of the heli -pad. Potential south winds could be problematic with proposed elevation. Mr. Macky pointed out that the FAA has no standard recommendation for heli -pads above an elevation of 6000 feet. This proposal will necessitate further investigation. Commissioner Rediker asked if the FAA's recommendations are requirements for public buildings. Keith Mackey responded yes. Commissioner Cartin spoke to the need for a separate meeting for the heli -pad issue. Karen Klaggen, owner of a unit in the Scorpio, mentioned the proposed gate for the west lot and how it would impact traffic patterns. She added that construction staging seems problematic as traffic would need to come down Meadow Drive. She was also against the proposed access along Meadow Drive for service and delivery vehicles. Jim Lamont said one need is to identify the various studies needed to complete the master plan. Hospitals are a unique land use with specific kinds of deliveries. He spoke some examples where studies should have been done that were not. Jim spoke to the need for a greater emphasis on safety. Focus must be on solving the hospitals infrastructure issues. The TOV must step up to assist in this area. Spoke to his concern that a bit of moonlighting is going on here. Does not feel the hospital is working with its neighbors to solve these issues. Peter Knobel spoke to the hospital working with the Evergreen folks. Feels that the location of the heli -pad is something the Evergreen can work with. Public Comment closed Commissioner Rediker encourages all of the parties to work together to solve these issues Community focused solutions as opposed to an adversarial situation. Commissioner Cartin spoke to the need to break this into pieces so all items get adequate attention and nothing is lost or overshadowed by only a few issues. Commissioner Hopkins spoke to a learning curve that will need to occur, especially regarding the heli -pad issues identified. Spoke to noise needing to be looked at as well. Commissioner Pratt spoke to traffic flows and the round about. Spoke to wind characteristic around tall buildings and its effects on the helipad and its proximity to the entrances. Talks of leaving the helipad in its current location. Supports breaking up the plan elements. Tom Braun recapped the meeting and asked if there were particular interests that needed more information. Commissioner Cartin mentioned that he would like to discuss the proposed solution to addressing the employee mitigation requirements for the site and parking. Commissioner Hopkins expressed her concerns with the lack of residential feel and the approach to Middle Creek. Tom Braun concluded by stating that the VVMC has been and will continue to work with the neighbors. Ron Snow felt that he need to correct the record and state that the neighbors have not be invited to any meetings in approximately a year. He felt the neighborhood had been excluded from the process thus far. . Russ, Scorpio President, reiterated Ron's comments. 6. A request for the review of amendments to a conditional use permit, pursuant to Section 12 -9C- 3, Conditional Uses, to allow for improvements to a public park and active outdoor recreation area, facility, and use (restroom and picnic pavilion) on the Lower Bench of Ford Park, located at 530 South Frontage Road East /Un platted (Ford Park), and setting forth details in regard thereto. (PEC140024) Applicant: Town of Vail, represented by Greg Hall Planner: Jonathan Spence ACTION: Table to September 22, 2014 MOTION: Cartin SECOND: Cleveland VOTE: 5 -0 -0 7. Approval of August 25, 2014 minutes MOTION: Cartin SECOND: Hopkins VOTE: 5 -0 -0 8. Information Update 9. Adjournment MOTION: Cleveland SECOND: Rediker VOTE: 4 -0 -0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479 -2138 for additional information. Sign language interpretation is available upon request with 24 -hour notification. Please call (970) 479 -2356, Telephone for the Hearing Impaired, for information. Community Development Department Published September 5, 2014 in the Vail Daily. rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Joint meeting with Vail Recreation District Board on an Update of the Vail Golf and Nordic Center Clubhouse Project PRESENTER(S): Stan Zemler, Town Manager; Greg Hall, Public Works Director and Chris Penney, Senior Project Manager for NV5 ACTION REQUESTED OF COUNCIL: Town Council and Vail Recreation District Board and to provide input and request any additional information prior to the October 7 public hearing regarding the Vail Golf and Nordic Center Clubhouse project. BACKGROUND: The Vail Golf and Nordic Center Clubhouse project was initiated in 2012. Due to legal proceedings brought by the adjacent neighbors the project has been delayed. This is an update of the project cost and budget implications. NV5 a professional project management team was hired by the Town to review the project to date and make recommendations for the project continuing forward. STAFF RECOMMENDATION: Provide input with regard to material presented and provide requests for any additional information prior to the October 7 public hearing regarding the Vail Golf and Nordic Center Clubhouse project. ATTACHMENTS: Staff memo NV% memo 9/16/2014 0 rowN of vain Memorandum TO: Vail Town Council FROM: Stan Zemler Town Manager, Greg Hall, Director of Public Works and Transportation Chris Penney NV5 DATE: September 16, 2014 SUBJECT: Vail Golf and Nordic Clubhouse Remodel Project .*1 4 The purpose of this agenda item is to present an update on the Golf and Nordic Center remodel project budget and receive direction from the Town Council and Vail Recreation Board. Information to be presented includes: Project cost and budget update Project schedule Series of next steps for advancing the project forward The Golf Course and Nordic Center Clubhouse remodel project is a partnership between the Town of Vail (TOV) and the Vail Recreation District (VRD). The project envisioned a significant remodel of the existing clubhouse and an addition to provide a banquet room space and support areas. The project is being funded with a portion of the conference center fund ballot initiative was approved by voters in the fall of 2011. The banquet room space addition is an effort to sustain and grow Vail's economy. The two staffs have worked with the design team from Zehren and Associates on the project. The project work program was reviewed by the TOV and VRD Recreation Sub Committee. However lawsuits filed by adjacent neighbors have delayed the project. The various legal hurdles have been reviewed by the court with the Town of Vail and Vail Recreation District receiving subsequent favorable legal rulings for the project now provide an opportunity to update the Town Council on the status of the project and receive any input on the project prior to moving forward. The Town of Vail (TOV) has asked NV5 (previously Consilium Partners) to provide an analysis of the Golf Clubhouse budget, schedule, and project history. The goal was to determine the cause for the increase in projected budget and understand how the legal issues have affected the project. III. CURRENT PROJECT CONSTRUCTION COST UPDATES AND BUDGET The attached memo from Chris Penney with NV5 addresses the areas of cost increases and reviews the steps necessary to advance the project forward. In order to fund the $3.9 M projected budget shortfall amount from the RETT fund it would require reprioritizing or delaying some scheduled Rr 01/2014 If this is not an option the capital projects fund could be used to make up the short fall. Staff has recommended funding the $ 3.9 M shortfall from the Capital Projects Fund. V. PROJECT NEXT STEPS Conduct a public hearing at October 7 Regular Town Council Meeting and provide direction for the project. When the Town elects to proceed with the Golf Clubhouse project, NV5 would recommend the following course of action: a. Engage a project management firm to assist the Town of Vail with what has become a difficult project, filled with risk. b. Negotiate an Additional Services Authorization with Zehren Associates to restart the project through completion. c. Regroup all consultants to determine what additional due diligence studies are needed. d. Allow Zehren to work through Value Engineering options with the Owner and prepare the Design Review Board submittal package. e. Concurrent with the DRB process, issue an RFQP soliciting CM /GC services. f. The CM /GC selection process will result in additional cost estimates from multiple firms to validate the budget prior to proceeding past 50% Design Development. g. At the conclusion of Design Development, consider executing a final GMP to lock in costs and avoid additional escalation risk. h. Begin construction in September 2015 i. Complete the construction within 10 -12 months. VI. ACTION REQUESTED The Town Council and Vail Recreation Board are being asked to provide input and any additional information they would like to have presented at a public hearing scheduled for the October 7 Vail Town Council Regular Meeting. The public hearing would allow citizen input on the project prior to the Vail Town Council voting on the whether to move the project forward as presented. VII. ATTACHMENTS a. NV5 Memo dated September 11, 2014 by Chris Penney 2 9/16/2014 9/16/2014 9/16/2014 N V 5 To: TOV — Stan Zemler & Greg Hall From: Chris Penney Subject: The TOV Golf Clubhouse History MEMORANDUM Date: September 11, 2014 Project: TOV Golf Clubhouse Remodel The Town of Vail (TOV) has asked NV5 (previously Consilium Partners) to provide an analysis of the Golf Clubhouse budget, schedule, and project history. The goal was to determine the cause for the increase in projected budget and understand how the legal issues have affected the project. I. General The joint partnership between the TOV and Vail Recreation District (VRD) was envisioned as a significant remodel of the existing clubhouse and an addition to provide a banquet room and support areas. The project is to be funded by recreation enhancement funds and a portion of the conference center fund ballot initiative, which was approved by voters in the fall of 2011. The expansion of the banquet room is an effort to sustain and grow Vail's economy. The Town Council approved a $6.91VI budget on June 5, 2012. The project has been delayed, since October 2012 due to the filing of lawsuits. The funds were allocated as follows: Conference center Funds $ 3.8M Town of Vail Real Estate Transfer Tax Funds $1.25M Vail Recreation District Contribution $1.165M Vail Recreation Enhancement Account (2008 -2014) $0.765M Total $6.98M II. Scope of the Project Budget a. Reconstruct the 18th hole including new tee boxes and green (Completed 8/2013 — 6/2014) b. Clubhouse Remodel (Design progress on hold) L Repair structural deficiencies ii. Address ADA deficiencies iii. Expand existing building from 20,000sf to 21,700sf (1,700sf) iv. Generally enhance all spaces for more efficient use v. Banquet room capacity capped at 160 people vi. Add parking volume to 159 cars (up to 50% valet), per the Planning and Environmental Commission. III. History a. 2/2012 —TOV and VRD sub- committees engaged Zehren and Associates to begin design b. 6/2012 —Town Council approved the project budget ($6.98M) c. 9/2012 — Submitted project to PEC d. 10/2012 — Legal proceedings were initiated by adjacent neighbors e. 10/2012- 3/2013— Project team focused on an economic study, parking plan, and operations plan f. 4/2013 —The PEC approved the conditional use permit for the clubhouse g. 5/2013 —The PEC approval was appealed to the Town Council 0 N H h. 6 /2013 —Town Council upheld an appeal of the project approval in 2013 including approval of the operation plan to address concerns of the adjacent neighbors. L 3/2014 —TOV and VRD received favorable legal rulings allowing the project team to proceed, with limited risk j. 4/2014— Reengaged a general contractor to update cost estimates k. 6/2014— Engaged a second general contractor to validate the estimate that showed significant costincreases I. 7/2014 —TOV engaged NV5 to review the project history, analyze the projected budget, and generally assist the TOV and VRD in making a recommendation to the Town Council. IV. Cost Estimate History Date Projected Cost Contingency Total Comments May August 2014 Proposed Budget $10,863,909 Cost of the Clubhouse construction = 6.9M -Based on Conceptual Design 2012 $6,344,450 $638,000 $6,982,450 - Approved by Town Council on Causes of the Budget Increase 6/5/12 September 2013 $7,341,438 $691,960 $8,033,398 -Based on PEC approved $370,475 Updated design has changed the assumptions in regard to structural scope Delay Expenses $319,479 Schematic Design Escalation to Date $1,177,258 2012 was the bottom of our local construction market Escalation through 2015 -Based on updated Schematic August 2014 $9,252,389 $1,611,520 $10,863,909 Design and projecting 2015 $3,881,459 economic climate Note: The current projected budget assumes construction will start no later than September 1015 Note: The current projected budget assumes construction will start no later than September 1015 Provided By NV5 0 N M Value Comments May 2012 Approved Budget $6,982,450 Cost of the Clubhouse construction =4.6M— August 2014 Proposed Budget $10,863,909 Cost of the Clubhouse construction = 6.9M Budget Increase $3,881,459 Causes of the Budget Increase Scope Modifications (Added /Deleted Scope) $1,210,002 SEE DETAIL BELOW New Scope Req. (Due Diligence Driven) $370,475 Updated design has changed the assumptions in regard to structural scope Delay Expenses $319,479 Added Consultant time for legal assistance Escalation to Date $1,177,258 2012 was the bottom of our local construction market Escalation through 2015 $551,451 Projecting 8% for next 12 months Added Contingency $252,794 Increased budget = Increased contingency TOTAL ADDITIONS TO BUDGET $3,881,459 Note: The current projected budget assumes construction will start no later than September 1015 Provided By NV5 0 N M Scope modifications since May 2012 have resulted in a budget increase approximately equal to $1.2M. These items are detailed as follows: a. $44,200— Added reconstruction of existing parking lot L Due to increased civil engineering detail b. $138,725 - Add cast in place concrete and stone veneer retaining walls in lieu of boulder retaining walls around the patios 1. Aesthetic treatment as well to allow a raised barrier to control and mitigate patio uses c. $65,250 - Additional landscaping and irrigation scope L Updated plans allowing quantity takeoff as well as enhancement from schematic for PEC mitigation concerns d. $23,675 -Additional standing seam roofing vs. asphalt shingles ii. Detailed roofing plans allowed actual quantity takeoffs e. $177,800 - Added casework scope L Further coordination between the FF &E budget and the contractor's budget. f. $67,400- Increased glazing quantity and quality from residential grade to commercial grade folding glass wall systems L A folding wall system along the patio would allow the indoor and outdoor spaces to work more seamlessly for functions in the summer g. $13,600- Added two new garage doors L Decided to replace the two garage doors verses reuse at the cart barn due to the life cycle cost. h. $100,000 - Added soil import per updated grading plan L Assumed the site was balanced without any detailed grading plan, detailed grading plan revealed the site required 2700 CY of import 0 N CD $60,000 - Added air conditioning to the public spaces L Requirement of PEC per the operation plan to have the banquet room mechanically cooled so the doors and windows could be shut in the PM hours j. $25,000 —Added lighting control allowance L As the program evolved, it became apparent that upgraded lighting controls would allow for better energy management k. $35,000 —Add Audio /Visual allowance L As the program evolved, it became apparent that additional infrastructure would be necessary to support and supplement the FF &E budget. $129,100 - Increased General Conditions i. The project has become increasingly complicated and the general contractor feels it is prudent to allocate additional staff to manage a successful project. _ 2 - Provided By NV5 m. $167,200 -- Increased indirect costs (Contractor's Contingency, Insurance, Bonds, Fees, etc.) L These indirect costs are a percentage of the actual cost of the work. These costs have increased a total of $260,000, but we believe this portion is attributable to scope changes and the balance is a result of escalation. n. $163,052 - Added itemized soft cost allowances for interior designer, food service design, PM fees, commissioning agent, FF &E procurement agent, survey, geotechnical engineer, QA /QC material testing, moving allowances, and misc. signage I. The original budget intended to include these expenses, but current commitments against the budget required itemizing these items and allocating costs. V. NV5 Analysis Creating an accurate budget for a multi - million dollar remodel is a very difficult task. The Town Council approved a budget, in June 2012, based on 'conceptual design.' A conceptual design consists of a site plan, floor plan, and a lot of assumptions. The conceptual design package does not have any grading, structural, mechanical, electrical, or plumbing details or exterior elevations. The assumptions made within a conceptual budget are then used as a guide to direct the schematic and future design progress. If the design is unable to work within the conceptual assumptions, the project team can systematically track contingency vs. remaining risk and how future decisions affect the budget. It is our opinion that the quality, of the approved conceptual budget, was fair. The probable hard costs were provided by a local reputable general contractor. There was adequate construction cost budget detail, but the cost was largely based on reasonable assumptions to be tested at a later date. The soft cost allowances were lacking in detail, but were in line with industry standards. Lastly, the contingency allowance was too low for a 'conceptual' budget, for a multi - million dollar renovation of a very old facility. The amount of risk inherent in a remodel of this scale would typically carry 15% -20% contingency + escalation allowances. In 2012, the local market had been experiencing a very flat trajectory in escalation, so it is understandable to have no escalation allowance for work that was scheduled to start within the next 12 months, but the contingency was 5 % -10% too low ($315K - $630K). v If the project had been allowed to follow a typical development schedule and start construction in spring N 2013, the team would have had to work very hard to complete the work within budget, but we predict the project could have been successful. More than 75% of the budget increase, associated with scope modifications, occurred in September 2013 pricing. Again, this was the iteration from pricing a very 'conceptual' design to a more defined 'schematic' package. It is typical for a project's budget to be a pendulum that sets aggressive goals at conceptual design, then swings to its highest point at the end of schematic design, and as design development and construction documents are finalized, the project team has the tools and knowledge needed to massage the final scope to work within the budget. If the original contingency was closer to 20% +, and if the project didn't incur $320,000 in consultant expenses associated with legal issues which included entitlement, design, economic studies and traffic studies, and if the project had avoided 28 months of escalation, we believe the project could have been completed within budget. Scope increases, like adding air conditioning, could have been accommodated but would have been offset with a rigorous Value Engineering process. The project team became largely distracted from the typical development process and got bogged down into costly side projects to assist the legal team. The efforts of _ 3 _ Provided By NV5 testing the conceptual assumptions, continuing due diligence, value engineering, etc. have stalled since June 2012. From conceptual design through construction documents, there will always be scope modifications. The schedule delay has compounded the effect of these scope modifications. For example adding to the structural framing scope in 2012 would have cost significantly less than it's predicted to cost in 2015. The $3.9M increase to the projected budget is largely sunk cost from the legal assistance efforts, escalation, and additional contingency. The construction costs for our valley have escalated significantly since 2012. Predicting additional escalation for another year is complicated and risky. Due to the ongoing labor shortage, we believe costs will increase between 6%- 12% over the next 12 months. The proposed budget is assumed to be very conservative to account for the abundance of remaining risks. We have received updated construction cost estimates from two reputable local general contractors. Their estimates have a variance of ^'$465,000 (6.5 %), and to be conservative we have assumed the higher estimate is accurate. The projected $10.9M budget includes more than $1.6M for escalation and contingency. We are optimistic that a project can be completed for less than $10.9M. A quick look at value engineering options could reduce the budget by more than $500,000, but the team will need time to restart the design process (ie. due diligence, value engineering, and detailing efforts), before committing to potential cost saving values. Design has not progressed from Schematic Design so there are still many unknowns, but there is also a significant amount of time to find cost saving opportunities. We have assumed the project design would proceed in the fall of 2014 in order to start construction in September 2015, near the conclusion of the golf season. Vi. Moving Forward — When the Town elects to proceed with the Golf Clubhouse project, NV5 would recommend the following course of action: a. Engage a project management firm to assist the Town of Vail with what has become a difficult project, filled with risk. b. Negotiate an Additional Services Authorization with Zehren Associates to restart the project through completion. c. Regroup all consultants to determine what additional due diligence studies are needed. d. Allow Zehren to work through Value Engineering options with the Owner and prepare the Design Review Board submittal package. e. Concurrent with the DRB process, issue an RFQP soliciting CM /GC services. f. The CM /GC selection process will result in additional cost estimates from multiple firms to validate the budget prior to proceeding past 50% Design Development. g. At the conclusion of Design Development, consider executing a final GMP to lock in costs and avoid additional escalation risk. h. Begin construction in September 2015 i. Complete the construction within 10 -12 months. Sincerely, Chris Penney NV5 Providcd By. NV5 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Recycling Compliance. The purpose of this agenda item is to provide the Town Council with an update on the staff's progress to bring the Town of Vail municipal operations into compliance with the recently adopted recycling ordinance. PRESENTER(S): Susie Hervert, General Service Administrator ACTION REQUESTED OF COUNCIL: In consideration of the in -depth analysis as to operational needs and public perception of compliance, staff requests the Town Council to authorize expenditures of up to $250,000 to bring the Town's operations into compliance with the adopted ordinance. BACKGROUND: With the passage of the recycling ordinance, the Town Council identified mandatory recycling as one of its top environmental initiatives. Staff has analyzed the measures and expenditures required to become operationally compliant with the ordinance. STAFF RECOMMENDATION: Staff recommends the Town Council authorize expenditures of up to $250,000 to bring the Town's operations into compliance with the adopted ordinance. ATTACHMENTS: Memorandum to Council 9/16/2014 W 11 1 VAIL � Memorandum To: From: Date: Subject Vail Town Council Susie Hervert, General Services Administrator September 9, 2014 Recycling Compliance SUMMARY The purpose of this agenda item is to provide Town Council with an update on staff's progress to bring Town of Vail municipal operations into compliance with the recently adopted recycling ordinance. BACKGROUD With the passage of the recycling ordinance, the Vail Town Council identified mandatory recycling as one of its top environmental initiatives. Town staff has been directed to analyze what measures will be required operation -wise and expenditure -wise to bring full recycling efforts within the Town limits. The areas analyzed and addressed are as follows: Vail Village Lionshead Town Parks Bikepaths Trailheads /Parking Lots Bus Stops Exterior Town -owned Buildings (within buildings, recycling is already successfully established) Public Works staff walked all areas referenced above and inventoried on a spreadsheet all trash and recycling containers to determine the areas of deficiency. Staff also issued a trash /recycling service RFP to local providers and awarded the bid to Vail Honeywagon. Collaboratively, Town staff and Vail Honeywagon met to determine the feasibility and impacts between dual stream and single stream recycling. In order to effectively service both trash and recycling containers with existing manpower, and to minimize the number of additional recycling cans needed, it was determined that single stream recycling is the most labor and cost effective route to take. In high traffic areas such as Vail Village, Lionshead, and the structures, the cone - shaped recycling container is the most functional due to its ease of use (no difficult bear -proof handle to maneuver), and with enlargement of the current openings, it will be able to handle single- stream items easily. A cone - shaped recycle can costs $2,500 /can. 9/16/2014 a*R' In lower traffic areas (certain spots in the structures, bus stops, bike path, and parks), a "modified" trash can is being proposed. The Town crews were able to modify an existing "pine- cone" trash can by installing a metal plate with three openings (trash, recycling) that splits the can and turns a "trash only" can into one that can handle trash and recycling. This innovative approach saves the Town from spending $2,500 on a cone - shaped recycle can as a modification is estimated to cost $150 /can. Keep in mind, a modified can will only work in low pedestrian traffic areas, and Town staff evaluated the locations and types of recycling cans very carefully in light of historical use. Another cost - saving measure was to use "mail -box" combination trash /recycling cans on all trailheads, certain bus stops where space permits, and certain areas of the parks. Many locations, especially in East Vail, have the small, old -style park trash can versus an updated pine -cone can. The old park cans cannot be modified as they are too small. Rather than spending more money on a new pine -cone can that would still need to be modified ($1,650), a "mail -box" can be added for ($1,200) with the added benefit of ease of use (handle pulls down like a mail chute). Town of Vail 9/16/2014 Page 2 Lastly, blue "slim jim" recycle containers will be added in restrooms, public lockers, and various public interior spaces. In summary, the following additions /expenditures are proposed for Town Council's review and consideration based on the background information: Location # cone -shaoe recvcle /cost # modified /cost # mailbox /cost # slim iim /cost Village 14 cans /$35,000 3 cans /$450 0 0 Lionshead 0 1 can /$150 0 0 VTRC 24 cans /$60,000 7 cans /$1,050 0 19 cans /$540 LHTRC 21 cans /$52,500 5 cans /$750 0 7 cans /$210 Other Areas 12 cans /$30,000 29 cans /$4,350 24 cans /$28,800 0 Subtotal - $213,830 Requested - $250,000 (extra for decals and enlarging openings on cone - shaped cans It is important to note that the Town has been incorporating recycling into its daily operations for the past several years. We currently service 52 cone - shaped recycle cans and 12 mailboxes. The cost of the cans is escalated due to the fact that they must be bear - proof. Town of Vail 9/16/2014 Page 3 III. ACTION REQUESTED OF COUNCIL In consideration of the in -depth analysis as to operational needs and public perception of compliance, staff requests the Town Council to authorize expenditures of up to $250,000 to bring the Town's operations into compliance with the adopted ordinance. Town of Vail 9/16/2014 Page 4 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Information Update: 1) Responses from Town of Vail Picnic Comments 2) Minutes from CSE meeting 3) Minutes from VEAC meeting 4) July 2014 Vail Business Review ATTACHMENTS: 2014 Community Picnics Comments CSE DRAFT 090314 Meeting Minutes VEAC 090914 Meeting Minutes July 2014 Vail Business Review 9/16/2014 rowH Of vn' 111 TOWN OF 0 VAIL � Memorandum To: From: Date: Subject Vail Town Council Stan Zemler 09 -16 -14 Responses to TOV Community Picnic Comments BACKGROUND The 2014 Town of Vail neighborhood picnics were held on July 22 at Bighorn Park and on Aug. 12 at Donovan Park. The picnics were well attended and used as a community outreach measure to connect with residents and guests and to collect comments and suggestions regarding community issues. Staff has reviewed and sorted the comments with updates below: RESPONSES TO TOV COMMUNITY PICNIC COMMENTS Q/C = Question /Comment TOV = Update Neighborhoods Q /C: On busy weekends, if available, a police officer parked under the overpass by Gore Creek Trailhead to slow down the cars and bikes. TOV: Vail Police Officers have been asked to conduct additional traffic patrol in this area as calls for service allow. Q /C: Stock Bighorn Park Pond with fish for kids. TOV: Colorado Parks & Wildlife is responsible for fish stocking. A written request was previously made to the CPW to stock the pond at Bighorn Park, but no response was given. During the reconstruction of the Bighorn Pond spillway several years ago, a project consultant was asked whether a fish population would be sustainable and the consultant indicated the pond was too shallow for fish to survive the winter. Staff can follow up again with CPW to see if stocking is a possibility. Q /C: Can town ask homeowners to spray for noxious weeds? TOV: The Town of Vail has a noxious weed ordinance which can be used to address violations. Multiple contacts are made each year to property owners with significant infestations. Citizens are asked to call the Public Works Department with concerns at 970 - 479 -2158 or email weeds(a)vailgov.com. 9/16/2014 Q /C: Recycling still confusing to homeowners; don't understand services available from haulers. TOV: Recycling and waste hauling contractors work independently of the Town of Vail. For more information on the services offered, please contact the recycling and waste haulers separately. You can find out more information regarding the Town's recently adopted recycling ordinance on the Town's website at www.vailgov.com /recycling or by contacting Kristen Bertuglia at 970 - 477 -3455. Q /C: Please do not do away with town recycle drop -off center. Ditto! TOV: There are no plans for the removal of the Town's recycle drop -off center. The continued operation of the center is proposed in the 2015 Town of Vail budget. Q /C: More poop bags on other side of pond path (Bighorn Park). TOV: This request will be evaluated by the Public Works Department. Q /C: Not all of East Vail is leash free! TOV: Eagle County Animal Control is responsible for enforcing the leash law and has been asked to conduct additional patrols in East Vail. Dogs are not required to be on a leash in East Vail - only under voice control. Q /C: Where is the bike rack? (Donovan Park) TOV: The current bike rack for Donovan Park is located at the park restroom building. A second will be placed at the Pavilion. Thanks for the suggestion! Q /C: More affordable housing. TOV: An update to the 2008 Town of Vail underway. The purpose of the plan result in more affordable housing in Employee Housing Strategic Plan is is to identify strategies and actions that will Vail. Similarly, plans are currently being prepared to potentially develop new employee housing on the Town -owned Chamonix property in West Vail. Q /C: Need center line on Vail Valley Drive. TOV: Years ago, Vail Valley Drive was striped; however, residents requested that the Town stop striping it. Q /C: The intersection of Vermont Road & Alpine Drive needs a traffic mirror. Entering Alpine from Vermont requires driving far into the street to be able to see up the hill. Many near misses! TOV: Vermont road is a county road. The Eagle County Road and Bridge Department has been made aware of the request. Q /C: Fix up East Vail area at mile marker 180. Trees, landscaping, lights, build up berms on Fall Line Drive to east. TOV: This project is anticipated to be funded in 2016 and 2017 budgets. Q /C: Please complete the Bellflower Drive power line relocation = fire hazard!! Town of Vail 9/16/2014 Page 2 TOV: There are many potential power line underground projects within Vail but with limited funds to address them. Various neighborhoods have taken initiatives to research and cost -share potential underground projects with the Town. Cost - share inquiries should be directed to Greg Hall, Public Works Director, at ghall(cDvailgov.com or 970 - 479 -2160. Holy Cross Energy clears trees away from power lines to address potential fire hazards. Q /C: We need to again allow for sale signs on homes. TOV: Real Estate for sale signs are currently prohibited in Vail. The Town Council has adopted this policy to prevent the proliferation of real estate advertising in the community. Recreation Q /C: Fishing — Gore Creek - catch and release only in Vail. TOV: The fishing regulations are set by Colorado Parks & Wildlife. Q /C: Let's have a big -name golf tournament to celebrate the new golf course redesign — like the Jerry Ford to involve the community — with Mikaela, Lindsey, Tiger and all — our own great athletes. TOV: The Vail Recreation District, which manages the Vail Golf Club, is continuously looking for ingenious ideas to bring the community together. Thank you for the great idea. The Town will pass along this suggestion and we'll work with our partners at the VRD to explore the possibilities of making this happen. Q /C: Make the East Vail bridges kayak and boater friendly, i.e., need more room to pass under. TOV: The Bridge Road bridge replacement project was discussed at the Sept. 2 Town Council meeting. Additional information was requested by the Town Council regarding current kayak use, public access locations, available parking, etc., to evaluate the merits of this request and the associated expense. Q /C: Need separated bike lanes. TOV: Vail has completed the addition of bike lanes /shoulder expansion along the Frontage Roads. No separated bike lanes are proposed in Vail; only the widened shoulders. Q /C: 1 would love to see a new Vail clubhouse soon — / live across the street from clubhouse! TOV: The status of this project will be discussed on Sept. 16 during a joint meeting between the Vail Town Council and Vail Recreation District Board of Directors. Transportation Q /C: Please consider buses between midnight & 2 a.m. for the workers for next summer's schedule — Thanks. TOV: This would be a budget decision by the Town Council. If there is a desire to pursue this, costs associated with this service will be determined for consideration. Town of Vail 9/16/2014 Page 3 Enforcement Q /C: Noise — Big fines for truck violators. TOV: The Vail Police Department continues to conduct 1 -70 speed enforcement. The courts set fine amounts without input from enforcement. Speed of trucks can be directly attributed to the noise that emits from the engine and truck tires. Q /C: Enforce electric vehicle parking only with tickets and towing. TOV: This will require legislative action on the part of the Town Council. Q /C: Would you put the radar trailer on the road around the Golf Course Clubhouse, please. It is a highly congested area — with bicycles, runners, golfers and the random speeding motorist!! TOV: The radar trailer will be assigned to this area. Q /C: Please prosecute tailgaters and use cameras in roundabouts where it is the worst ever — also Frontage Roads are bad also /gravel on shoulders. TOV: Although the roundabouts are difficult to navigate for our first -time visitors there are surprisingly few traffic crashes in them and it is difficult to conduct traffic enforcement in these areas. Currently there are no cameras in the Vail roundabouts. Q /C: Enforce speeding in traffic circle by Middle Creek. TOV: See answer above. Compliments Q /C: Thanks for keeping our parks green and clean — double thanks. Q /C: Thank you for all our parks; flowers — nice job! Q /C: Love the Christmas lights in West Vail roundabout! Q /C: Music at picnic — nice touch! Ditto!! Q /C: Great food, especially veggie burger. Q /C: Thanks for lunch! Q /C: Thanks for the event. Q /C: This is a very nice event. Thanks. Miscellaneous Comments Q /C: Return your phone calls. TOV: The Town Manager's philosophy is that we should try to return all calls within 4 hours, obviously this is not always possible due to meeting and work schedules, but it is our goal. Thank you for bringing this to our attention. Q /C: Recycle — recycle — recycle! TOV: The Town of Vail's recycling ordinance became effective July 1, 2014. Help spread the word. Details at www.vailgov.com /recycling. Q /C: Roundabout at Timber Ridge is a waste of $$. Town of Vail 9/16/2014 Page 4 TOV: The Vail 1 -70 Underpass project is a long -term project listed in numerous Town Master plans. The Town of Vail is taking advantage of a unique Colorado Department of Transportation funding mechanism which allows a one -time opportunity to complete the project sooner and with less Town $$. Q /C: Parking sign at Solaris is misleading. TOV: To address complaints about the rates charged at Solaris, particularly during the summer when the TOV parking structures are free, Solaris management has made significant progress to clarify the paid parking scenario. As a driver enters the structure, very clearly a sign shows the 1 -10 minutes of free parking, and then continues with a listing of the rest of the fees for parking. All of the information is posted right as the driver enters the gate and cannot be missed. A driver can easily make a U -turn to exit the structure at the entry point. Q /C: No retail /med pot within TOV town limits. TOV: The Town Council has prohibited medical marijuana shops in town and has a one -year moratorium on recreation /retail facilities. Q /C: Library will not allow me to check out a book when I've forgotten my library card, even when 1 can show other photo ID. Ridiculous. TOV: As in most other communities, Vail Public Library requires patrons to present their card at checkout to use the computers, etc. Library services are free and we welcome the community to use the library and to avail themselves of our many programs and other amenities. As part of our annual publicity re: "September is National Library Card Signup Month" we are now offering a new app — CardStar — which may be downloaded to Apple and Android smart phones. This allows patrons to have their library card number digitized and more accessible for use when visiting the Vail Public Library. Q /C: Trash and recycle violation are a criminal offense — really? TOV: Like all ordinances adopted by local government, a penalty provision was added to the Town's Recycling Ordinance for non - compliance. The best way to ensure you are in compliance with the adopted ordinance is to either review the recycling information on the Town's website at www.vailgov.com /recycling or contact Kristen Bertuglia at 970 - 477 -3455 for more information. Q /C: What we need is to outlaw plastic grocery bags. TOV: The Town is currently assembling copies of local government regulations aimed at addressing the use of plastic bags. Options to address the use of plastic bags range from a complete prohibition to a nominal fee for the use of a plastic bag in the instance someone does not have a re- useable available. Information on the use of plastic bags will be presented to the Town Council in the coming months. Q /C: Allow recreational marijuana in West/East Vail since the state voted on it (compromise). TOV: The Town Council voted earlier in the year to extend the moratorium on the operation of retail marijuana establishments to August 2015. In doing so, the Town of Vail 9/16/2014 Page 5 Town Council cited the reason for the extension is to evaluate the impacts and effectiveness of marijuana regulations adopted in similar mountain resort communities. Information will be presented to the Town Council regularly over the course of the next year. QC: Do not idle police vehicles. TOV: Officers are encouraged to turn off their patrol vehicle when not in use. They do leave the vehicles running when the overhead lights are on due to the battery drain associated with the emergency lights, car camera, radio and computer, or the battery will go dead. When it is snowing heavily they may leave the car running to prevent accumulation of snow to accommodate a quick response to emergency calls. Q /C: Ask Dale Bugby to not be so very negative in letters to the Daily. Q /C: Ask the person who doesn't agree with Dale Bugby to learn tolerance! Town of Vail 9/16/2014 Page 6 TOWN Of VAIL Commission on Special Events MINUTES: COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, September 3, 2014 @ 8:30 a.m. CSE Members Present: Jeff Andrews Bobby Bank @ 8:50 a.m. Amy Cassidy Barry Davis Rayla Kundolf Nicole Whitaker CSE Member Absent: 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 Missy Johnson, Highline Clare Hefferren, Callosum Joel Rabinowitz, VRD (Vail Recreation District) Bill Mattison, Kids Adventure Games Helene Mattison, Kids Adventure Games Beth Pappas, VRD Cynthia Bruggeman, Speckled Hound Racing Carl Bruggeman, Speckled Hound Racing Davy Ratchford, VLMDAC (Vail Local Marketing District Advisory Council) Beth Slifer, VLMDAC Skip Thurnauer, VLMDAC Dale Bugby, VLMDAC Michael Holton, VLMDAC Lauren Mullen, VLMDAC Jamie Gunion, VLMDAC Meeting Materials can be accessed at: http://www.vailgov.comNVebLink8/0/fol/309851/Rowl aspx CSE Chair, Barry Davis, called the meeting to order at 8:33 a.m. Administrative Items • Approval of the Minutes of the CSE Regular Meeting of August 6, 2014 Motion to approve the minutes ofAIh OSE meeting of August 6, 2014, as presented. M /S /P: Kundolf /Andrews /Unanimous- The motion passed 5 -0. Bank had not yet arrived. • Review Financial Status • Vail PD /Vail Fire: Potential for Obstacle Course competition w /neighboring community first responders • Reminder: Joint Meeting with VEAC: September 9t", 8:00 a.m. at Antlers Update on marketing efforts for summer events: Laura Waniuk Overview presented updates about Vail Oktoberfest and Vail's Top Shelf Harvest marketing efforts. Clare Hefferren spoke briefly regarding Top Shelf Harvest and stated that they had hired a Front Range PR firm. Please see presentation for further information. Event Recaps FEAST!: Highline /Missy Johnson Hitting its stride in this second year; sponsorships and the intimate setting, improved PR with the focus on local chefs made it a great event. Enhanced programming helped make the event more interesting and diverse. Whitaker questioned the data showing the high cost of rooms. Johnson stated that the $340 /night was pulled from the survey. Kundolf asked about P &L and lack of sponsorship and how to grow the sponsorship for future years. Andrews stated that the Friday night event was very well attended and the chefs from Denver were an added benefit. Johnson said that initial planning includes assessing the chef's social media success. Andrews also questioned the number of room nights and it seemed incorrect, too high. Johnson mentioned that they follow the survey results, but are not lodging experts. Highline would like to work together with the CSE to get more specific hotel room night numbers. Cassidy stated that the event was very intimate and it was a good atmosphere to talk and interact with people. The competition also helped the atmosphere. Whitaker had a question regarding where the stats were for Highline's Feast! website, particularly for the number of unique visitors. Johnson will check into this. Vail America Days: Highline Recap rescheduled for the October CSE meeting. Kids Adventure Games: Vail Recreation District /Beth Pappas accompanied by Helene and Bill Mattison Pappas began by reading a positive email received from one of the parents. She stated that "Vail is on the map for family events ". The event was 5 days long and was sold out. Intercept study and survey was overall positive. There were a few comments to improve the courses and the schedule for the little kids. The addition of the mud run provided opportunity for greater participation from families and out of town guests. Area for improvement is the dirty fountains, next time there will be a solution for other ways for competitors clean up. Potential idea for next year could be the slip n' slide would help with the cleaning. Andrews mentioned that next year's event could also extend into Lionshead; activation starts and finishes. Kundolf stated that the event was super successful and the challenges can be overcome for next year. Rogers stated that this event is a very significant event for Gen- X'ers, their families and the groups we are trying to attract. Navas noted that traffic and safety issues on Sunday between the buses and the Farmers' Market and the event interface need to be addressed as part of next year's planning. Ideas include coning lanes, having more volunteers and tweaking the timing of some of the race elements. Bank stated that the CSE expects that the event will continue to be elevated in quality every year. The event has grown significantly. Pappas stated that Jason Roberts, Intercept Insight, pWbNld the survey service. Vail Valor Races: Speckled Hound Racing /Cynthia and Carl Bruggeman This was the second year of the race. The local promoters reached out to FEAST! for co- promotion opportunities. CSE funding was used for advertising and race day staging. It was a great community event, and very meaningful for the runners, and showed 20% growth vs. last year. For the next year they are planning to partner with another hotel. The event donated $1500 to the local Vail Veterans program. The Bruggemans' would like to see this event be marketed better, and next year they would like expand that effort outside of Colorado. They also feel that they can attract a much larger out of state crowd. For 2015 they are reaching out to sponsors. Kundolf encouraged them to report their sponsors that provided in -kind contributions. Bruggeman stated that the inclusion of dogs was popular and they plan to have a similar "Yappy Hour" event next year. There is a story to be told in the combination of the first responders' event, dog run and half marathon on Memorial Day weekend. ➢ Motion to approve the recap for FEAST! Highline and release the final funding disbursement.* M /S /P: Andrews /Cassidy /Unanimous The motion passed 6 -0. Motion to approve the recap for Kids Adventure Games and release the final funding disbursement.* M /S /P: Andrews /Cassidy /Unanimous The motion passed 6 -0. ➢ Motion to approve the recap for Vail Valor Races and release the final funding disbursement.* M /S /P: Andrews /Cassidy /Unanimous The motion passed 6 -0. JOINT MEETING WITH THE VLMDAC Review Competitive Assessment Report and "Sustaining Vail's Economic Health" presentation to Town Council on August 19 by Chris Cares from RRC: Margaret Rogers to lead discussion. Rogers reviewed overall topics, demographics, challenges, event venues, redevelopment plans and potentially free up the land to potentially build a new facility. Look to the future but not forget the Baby Boomers. We are not really sure what Millennials want. The focus can be on specific characteristics. Slifer mentioned in the RRC research that the word "resort" sounds old and stodgy. It was also mentioned that there is an opportunity to become the town with the "best connected" technology. Ratchford said that he thinks that we're all aligned in adding the Millennial target to our existing demographics. Davis talks about the horizontal appeal to Millennials and the vertical marketing opportunity. Kundolf discussed the needs and experiences for the Millennials and how they have not evolved as much as the previous generations. Ratchford stated that some type of strategy and measurement needs to be developed. What are our goals and objectives in shifting our minds to Millennials and Gen -Xers? What are our goals, for example: types of events, more quantity of events, what stats, deliverables and results do we want? Vail Resorts data is skewing towards younger groups, which is the reverse of a lot of other resorts. Example is last year's "Decimo" event at the 10th. Vail Resorts created nightlife where there was a need, and will expand upon it in the upcoming season. 9/16/2014 Andrews stated that we have a very affluent core currently; we should work on building the future core group of people. Focus on the Millennials or Gen -Xers who are already on their way to being that demographic. Ratchford stated that there are some issues that come with these events. This specific group for Spring Back was invited and they attended. The town has to be prepared for the impacts of these specific events. Spring Back event was a phenomenal event, town was packed, and revenue was received. Is there a high end version of the "Spring Back" event? Ratchford stated that there are intellectual events that are very popular, such as "TeD ". Slifer mentioned that events drive vibrancy in the town and the CSE program has grown and is successful. Ratchford stated that we have events that are cross - generational right now. McDonald mentioned that there may be some town requirements that need to be discussed to enable nightlife to be more robust. Based on our guest profile, the town restaurants need to stay open later. Davis mentioned that there is a question about "who do we want to be ?" How should the Vail brand represented. Andrews mentioned that there aren't a lot of apres activities. Slifer mentioned that nightlife has to have a place and a balance. Thurnaeur stated that there exists opportunity for after event activities, for example after Bravo concert. Mullen stated that we have to be careful not to get caught up in "chasing" a new audience. How does the CSE understand which events are a good fit for Vail? CSE members do consider all the various research in making decisions to make sure they stay the course. We are not going to completely change our focus from the core principles and offerings that Vail possesses. Bugby stated that the common denominator is the active and affluent quality of Millennials and Gen -Xers. Slifer stated that we are trying to add a layer of approaching the event for different and additional targets Town Council focus based on RRC research: 1) Adding event infrastructure 2) EGE airport 3) Mitigate 1 -70 issue Bugby stated that there could be potential for creating or utilizing a specific space to create more night life. He mentioned that it might have been good to start the Bluegrass concerts later in the evening. Holton mentioned that a lot of our events are "me" focused. One answer is to change the focus to be more group- focused or cause related. It might be interesting to adopt the morals and qualities of the target group. For example, social issues, community growth and crowdsourcing are ways to increase our market share and appeal. Review and approve final RFP for posting on September 5 Discuss: Focus for dates, particular type of event or specific target as identified in the previous discussion Introduction by Navas of the RFP Information Letter: What type of events do we want to target, given what we want to target right now? Ratchford said that it's too narrow of a focus. Open it up to where promoters feel comfortable to present new ideas The basics: Drive overnight attendance and add the younger demographic. Remove health and well being bullet from info Ratchford said the event pool is too small; we need to go out to the world, open it up and get some unique, fresh ideas. It's healthy to look at those repeat events and figure out how much we fund them. Bugby stated that we need to tNW2allbok at other towns and what their successful events are. Slifer mentioned that we need to reach out and recruit. Consider how to grow events to become an iconic level. Andrews suggested a re -write of the RFP intro paragraph and sent it to Navas for updating the introduction attachment. Snowdaze & Holidaze planning details are in progress. Motion to approve the RFP for distribution on Friday, September 5. M /S /P: Andrews /Cassidy /Unanimous The motion passed 6 -0. New Business and Community Input None Adjournment @ 11:00 a.m. ➢ Motion to adjourn meeting M /S /P: Andrews /Kundolf /Unanimous The motion passed 6 -0. Upcoming Meetings: Joint meeting with VEAC Tuesday, September 9 @ 8:00 a.m. CSE Regular Meeting: Wednesday, October 1 @ 8:30 a.m. Vail Town Council Chambers 9/16/2014 Vail Economic Advisory Council (VEAC) September 9, 2014 MEETING MINUTES VEAC Members Present: Rayla Kundolf. Michael Kurz, Chris Romer, Paul Wible, Margaret Rogers, Kim Newbury, Robin Litt, Rob LeVine, Matt Ivy, Bob Boselli, Matt Morgan, Greg Moffet, Laurie Mullen, Alison Wadey, Mia Vlaar, Brian Nolan Town of Vail Staff Present: Stan Zemler — Town Manager, Kelli McDonald - Economic Development Manager, Sybill Navas — Town of Vail Event Coordinator, Judy Camp — Town of Vail Chief Administrative Officer Finance Director, Laura Waniuk — Town of Vail Event Liaison Others Present: Barry Davis - CSE, Amy Cassidy - CSE, Jeff Andrews — CSE, Michael Cacciopo Commission on Special Events Update, Barry Davis & CSE Members Review of RFP, Davis provided an introductory explanation. Feedback from the market research firm is that the word "Resort" is semi outdated to Millennials and Gen- X'ers, perhaps needs to be removed or updated. The point was raised that perhaps using the "Community" portion of the tagline will focus on quality of life. The CSE has broadened the scope of the RFP to open it up wider to other types of events and event producers. They are still looking for events that are uniquely Vail. They need to overcome the perception that the CSE is funding the same events year after year. This new approach will open up the funnel to get new events and push the existing event producers to take it up a notch in terms of quality. For 2015 the CSE is planning on hiring a survey entity to perform surveys for some of the events in different tiers, the larger events will continue to do their own surveys. There was a request to the Town Council for that funding to cover the costs of surveys. The CSE is keeping the producers accountable with their marketing and PR plans via the CSE marketing checklist. There was a suggestion to make use of the other venues to spread out events to other areas, for example, Lionshead. Lionshead activations accounted for 60% of the funded events for 2014. The overall strategy is to hold the right events at the right time. Labor Day weekend events were great in both places - Vail and Beaver Creek. The two locations are complementing each other with events. Production companies are for profit entities, the others are non profit and their mission is to support Vail. Would it 9/16/2014 make more sense for the Town of Vail to create an event department? Would it become a profitable entity? Gather the data needed to assess the plan, and see if it's viable. Net profit from Beaver Creek events will be significant. Vail town government focused on other items, such as public works. We have a core focus of what we need to do with the government. The CSE will present their strategic direction when they go to Council and explain the reasoning behind budgeting. Currently the CSE has not been given a budget yet. There are multiple steps to get to presentation to Council. There was a point raised that sometimes it takes an event 3 years to mature. A good example was the Gourmet on Gore event, the event wasn't funded one year, but when the next two years it was funded, the event was elevated to a quality experience. The Farmers' Market is another example of a home grown successful event. CSE is moving to open up the playing field to more diverse events and producers. Financial Report, Judy Camp Please see attached reports. Town -wide revenue continues at a favorable pace with sales tax estimated to be up 8.4% year -to -date through July, led by strong results in lodging and property management. Ten of the past twelve months reached new record levels for sales tax. Town Manager Report, Stan Zemler The Town is working to finalize the deal for redevelopment of the eastern half of Timber Ridge with an expected closing tomorrow. An update on the Golf Course Clubhouse is scheduled to be on the town council agenda next week. Town of Vail will be coming back with revised numbers. The cost to do the project has risen significantly because the cost of construction has escalated. The plan is to start construction 2015. The town is in good shape in terms of the five -year capital budget proposal with the RETT fund looking a little leaner. Lionshead garage new entry way will be open for ski season opening day; parking system is going to be updated to be more efficient in both parking structures and at Ford Park. A question was raised about the fiber optics installation currently underway on 1 -70, which is a CDOT project. (Post- meeting note: This project will finish the connection of CDOT's Intelligent Transportation Systems network from Golden to Grand Junction. Vails' Public Safety Communication Center currently accesses this network through an interconnect point in Vail, which was funded by the Town council and completed in 2009.) Upgrades to the cellular and Wi -Fi system continue and are currently ahead of schedule. Aspen Wireless is installing the infrastructure and has 21 of the 29 nodes installed throughout town, of which seven are fully operational on the AT &T network. 9/16/2014 The 1 -70 Town of Vail underpass project is underway, but there are concerns from the Federal Government and neighbors about large trucks using the underpass. There will be a toll lane on 1 -70 around twin tunnels, which will be a 3rd lane on the shoulder. They are using that emergency lane as a peak traffic toll lane. The lane will be open at specific times. The first phase is impacting eastbound traffic only. Westbound improvements are not funded at this point. Citizen Input None Other Business VCBA program - VRD partnership golf tournament benefit scholarships — event is called, "Businesses, Bogies and Bragging Rights" Fall Flyer creation is in process- to try to encourage neighborhood businesses to stay open longer. Adjournment Next Meeting: October 14, 8:00 a.m. Antlers Lodge, Caribou /Pronghorn Room 9/16/2014 TOWN OF 75 South Frontage Road West Finance Department Vail, Colorado 81657 970.479.2100 vailgov.com 970.479.2248 fax Vail Business Review July 2014 September 10, 2014 The July Vail Business Review breaks down the four percent sales tax collected for July. Overall July sales tax increased 7.7% with Retail increasing 5.7 %, Lodging increased 13.6 %, Food and Beverage increased 7.8% and Utilities /Other (which is mainly utilities but also includes taxable services and rentals) decreased 4.1 %. Excluding the Out of Town category, sales tax for the month of July was up 9.2 %. Town of Vail sales tax forms, the Vail Business Review and the sales tax worksheet are available on the internet at www.vailgov.com. You can subscribe to have the Vail Business Review and the sales tax worksheet e- mailed to you automatically from www.vailgov.com. Please remember when reading the Vail Business Review that it is produced from sales tax collections, as opposed to actual gross sales. If you have any questions or comments please feel free to call me at (970) 479 -2125 or Judy Camp at (970) 479 -2119. Sincerely, Sally Lorton Sales Tax Administrator 9/16/2014 Cq' July TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter July 2014 Sales Tax 9/10/2014 7:36:43 AM e-W1- 20 r Page 1 of 2 July 2013 Collections July 2014 Collections July % Change VAIL VILLAGE Retail 262,206 286,431 9.24% Lodging 217,599 254,429 16.93% F & B 354,754 368,578 3.90% Other 9,382 7,545 -19.59% Total 843,942 916,982 8.65% LIONSHEAD Retail 72,981 80,431 10.21 % Lodging 135,310 152,825 12.94% F & B 92,290 113,983 23.51 % Other 3,118 4,128 32.38% Total 303,700 351,366 15.70% CASCADE VILLAGE /EAST VAIL /SANDSTONE/WEST VAIL Retail 167,519 173,018 3.28% Lodging 80,253 84,484 5.27% F & B 58,792 62,851 6.90% Other 6,746 6,565 -2.69% Total 313,311 326,918 4.34% OUT OF TOWN Retail 77,868 73,972 -5.00% Lodging 7,520 8,976 19.37% F & B 996 972 -2.39% Utilities & Other 107,847 103,685 -3.86% Total 194,231 187,606 -3.41 % 9/10/2014 7:36:43 AM e-W1- 20 r Page 1 of 2 Cq' July TOWN OF VAIL BUSINESS REVIEW TOWN OF HAIL Sales Tax Newsletter July 2014 Sales Tax TOTAL Total 1,655,183 1,782,872 7.71 % RETAIL SUMMARY July July July RETAIL-FOOD 2013 2014 % RETAIL - LIQUOR Collections Collections Change Retail 580,574 613,851 5.73% Lodging And Property Mgmt 440,682 500,714 13.62% Food and Beverage 506,833 546,384 7.80% Other 127,094 121,922 -4.07% Total 1,655,183 1,782,872 7.71 % RETAIL SUMMARY 9/10/2014 7:36:43 AM e-W1- 2® r Page 2 of 2 July 2013 Collections July 2014 Collections July % Change RETAIL-FOOD 139,459 143,125 2.63% RETAIL - LIQUOR 43,235 47,207 9.19% RETAIL-APPAREL 123,160 131,111 6.46% RETAIL -SPORT 115,087 120,904 5.05% RETAIL - JEWELRY 31,577 32,118 1.72% RETAIL-GIFT 6,135 6,657 8.51 % RETAIL - GALLERY 11,809 13,337 12.94% RETAIL -OTHER 109,853 119,393 8.68% RETAIL -HOME OCCUPATION 261 0 -100.00% Total 580,574 613,851 5.73% 9/10/2014 7:36:43 AM e-W1- 2® r Page 2 of 2 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Matters from the Mayor, Council and Committee Reports. 9/16/2014 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Executive Session, pursuant to: 1) C.R.S. §24- 6- 402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Car Sponsorship Agreement. PRESENTER(S): Matt Mire, Town Attorney 9/16/2014 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Adjournment (estimated 3:30 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, OCTOBER 7, 2014 IN THE VAIL TOWN COUNCIL CHAMBERS 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 proposed agenda items: Piney Ranch Road Site Visit - WS - 10/7 Vail Library Time Capsule - WS - 10/7 Municipal Building Update WS - 10/7 Recycling Update WS - 10/7 Vacation Rental Discussion - WS - 10/7 Council's Action Plan Review - WS - 10/21 Discussion on Town Manager's Budget (Final Draft) - WS - 10/21 Plastic bags - WS - 10/21 2015 WAC updates (construction restrictions, legacy program) - WS - 10/21 Quarterly Status Report on Capital Projects & Programs (Info Update) - WS - 10/21 VLMD Meeting and Budget Resolution (consent agenda) - 10/21 First Reading of Ordinance Budget Adoption - ES - 11/4 Discussion on Aspen Report & Follow up - WS - 11/4 Second Reading of Ordinance Budget Adoption - ES - 11/18 Followup Discussion on Competitiveness Plan - WS - 12/1 Proposed Future Agenda Items Council Action Plan Items: * *Defining Balanced Community - TBD * *Parking & Transportation - TBD * *Technology - TBD * *Half Day Retreat w/ VLHA - TBD Site visit of Vail Children's Garden of Learning preschool - TBD Ford Park: Managed Parking Program - TBD Ford Park Parking Reservation System - TBD Meet with Avon Town Council - TBD Investment Policy Update ES - TBD 1 -70 Vail Underpass Updates - ES - TBD Clean Up Title 12 Land Use Regs / Ordinance - TBD Housing Strategic Plan - George - TBD 9/16/2014