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Home My WebLink About2014-09-16 Agenda and Supporting Documentation Town Council Evening SessionVAIL TOWN COUNCIL EVENING SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 6:00 P.M., SEPTEMBER 16, 2014 TOWN OF VAI0 7 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. ITEM /TOPIC: Citizen Participation (10 min.) 2. ITEM /TOPIC: Consent Agenda: 1) Minutes from August 5, 2014 Council meeting 2) Minutes from August 19, 2015 Council meeting 3) Resolution No. 25, Series of 2014, A Resolution in Support of the Great Outdoors Colorado Grant Application for the Betty Ford Alpine Gardens Education Center; and Setting Forth Details in Regard Thereto 4) Resolution No. 26, Series of 2014, A Resolution Establishing the Timber Ridge Operations Committee and Setting Forth Its Purpose and Duties 5) 12 -13 -5 Employee Housing Unit Exchange Program - A Request Authorizing the Town Manager to Execute a Release of a Deed Restriction from an Existing Employee Housing Unit Pending Verification of Compliance with the Prescribed Development Standards (15 min. ) 3. ITEM /TOPIC: Any Action as a Result of Executive Session (5 min. ) BACKGROUND: This agenda item has been added to the regular meeting agenda in order to allow for any official action required as a result of the executive session. 4. ITEM /TOPIC: Town Manager's Report: (15 min. ) 5. ITEM /TOPIC: Ford Park Lower Bench - Town Council Update. The purpose of this discussion is to update the Town Council on the following projects on the Ford Park lower bench. Restroom /Picnic shelter Playground Modifications Accessible route between Upper and Lower Benches Completion of the Lower Bench Water Line Loop /Paver Enhancements Electrical Transformer Screen near the Nature Center Bridge (60 min. ) PRESENTER(S): Greg Hall, Public Works Director and Todd Oppenheimer, Public Works Capital Projects Manager and Landscape Architect ACTION REQUESTED OF COUNCIL: Staff request direction from the Council with regard to the various components associated with the lower bench of Ford Park and the desire to coordinate the Town of Vail's project construction with the anticipated construction of the BFAG EC this fall. BACKGROUND: This ftffiggildn includes 6 specific elements associated with the lower bench of Ford Park. Many of these elements (the reconstruction of the electrical enclosure being the exception) are connected to each other by their physical proximity within the park and the timing of the BFAG EC construction currently anticipated beginning this fall. The pending construction of the BFAG EC this fall initiates a chain reaction involving these elements of the park. The BFAG EC is immediately adjacent to the playground area. Coincidentally, the preferred location to create an accessible route between the upper and lower bench exists directly adjacent to the lower bench restroom and playground area. Constructing the new lower bench restroom, associated playground modifications and the accessible route in conjunction with the BFAG EC creates efficiencies in construction sequencing, reduces construction costs and reduces disruption and impacts to park users. Finally, the completion of the looped water main is a condition of approval by the Eagle River Water and Sanitation District on the BFAG EC and installing the concrete pavers on the central part of Betty Ford Way is accomplished most cost effectively while rebuilding the roadway following the water line installation. STAFF RECOMMENDATION: Staff recommends the Council provide direction on the specific components of the lower Ford Park improvement project, listed below, in order to coordinate the Town of Vail projects with the BFAG EC construction project. 6. ITEM /TOPIC: Five year capital plan (45 min.) PRESENTER(S): Kathleen Halloran, Assistant Finance Director ACTION REQUESTED OF COUNCIL: Provide feedback on the five year plan for the Capital Projects Fund and RETT Fund BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Provide input to staff on the five year plan in preparation for the Town Managers Budget, to be presented on October 21 st. 7. ITEM /TOPIC: Adjournment (estimated 8:30 p.m.) 9/16/2014 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Citizen Participation 9/16/2014 rnwH of vn' �Ii> rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Consent Agenda: 1) Minutes from August 5, 2014 Council meeting 2) Minutes from August 19, 2015 Council meeting 3) Resolution No. 25, Series of 2014, A Resolution in Support of the Great Outdoors Colorado Grant Application for the Betty Ford Alpine Gardens Education Center; and Setting Forth Details in Regard Thereto 4) Resolution No. 26, Series of 2014, A Resolution Establishing the Timber Ridge Operations Committee and Setting Forth Its Purpose and Duties 5) 12 -13 -5 Employee Housing Unit Exchange Program - A Request Authorizing the Town Manager to Execute a Release of a Deed Restriction from an Existing Employee Housing Unit Pending Verification of Compliance with the Prescribed Development Standards ATTACHMENTS: 080514 081914 Resolution No. 25 Series of 2014 Resolution No. 26 eries of 2014 EHU Exchange Request Memorandum 9/16/2014 Vail Town Council Meeting Minutes Tuesday, August 5, 2014 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Andy Daly. Members present: Andy Daly, Mayor Ludwig Kurz, Mayor Pro Tern Dale Bugby Dave Chapin Greg Moffet Margaret Rogers Member absent: Jenn Bruno Staff members: Stan Zemler, Town Manager Matt Mire, Town Attorney Pam Brandmeyer, Assistant Town Manager Patty McKenny, Town Clerk The first item on the agenda was Citizen Participation. Rick Sackbauer, resident, spoke about Ford Park capital project with congratulations about recently laid sod at the parks and encouragement to work with ERWSD to be sure that field watering is done conservatively. He also complimented them on their recent Golf Court 18th hold celebration noting some historical information about the length of the hold and how it was set by Pete Seibert Senior, with quick congratulations to a long time employee who retired. Jonathan Levine, owner Hummers Vail, spoke about an incident which occurred in in Vail and distributed a letter. Doris Kirchman, Vail Valley Medical Center, thanked the town for their participation in evaluating their proposed project and whether or not a partnership to construct parking at the municipal site would be feasible. She noted that in their analysis of this proposal the economics would not support a joint project. The second item on the agenda was the Consent Agenda as follows: 1. Council minutes from July 1, 2014 meeting Moffet moved to approve the minutes; Chapin seconded the motion and it passed unanimously (6 -0). 2. Council minutes from July 15, 2014 meeting Moffet moved to approve the minutes with the changes noted by Bugby; Kurz seconded the motion and it passed unanimously (6 -0). 3. VLMD minutes from July 15, 2014 meeting No action was taken on the VLMD minutes and they were scheduled to be considered during a Vail Local Marketing District Meeting instead. Town Council Meeting Minutes of August 5, 2014 9/16/2014 Page 1 4. Award Contract for Variable Message Board Moffet moved to award the contract for the variable message board not to exceed the amount of the lowest bid. Kurz seconded the motion and it passed unanimously (6 -0). The third item on the agenda was action as a result of the executive session and no items were considered at this time. The fourth item on the agenda was the Town Manager's Report with a brief update regarding the Vail Valley Medical Center's news to construct parking on their site only and not proceed in plans to work with the town on parking at the municipal site. It was noted that conversations would continue with WMC to evaluate the traffic configurations on the Frontage Road. He also thanked the VVMC center for their time in reviewing the plans over the past 3 or so years. Rogers requested that a new proposal for the municipal site be brought back for council's consideration in the near future. The fifth item on the agenda was consideration of the Rocky Mountain Recreation and Wilderness Preservation Act, legislation that seeks to preserve areas with exceptional scenic and recreation values located in the White River National Forest in Summit and Eagle Counties. The newly revised proposal includes the No Name, Spraddle Creek, and Freeman Creek portions in Eagle County. Nissa Erickson, Congressman Jared Polis' Office, was present to review this request for support noting the council's support with the passage of a Resolution in 2010. She noted that the legislation has been revised detailing the history that Congressman Polis previously introduced the Eagle and Summit County Wilderness Act in 2010 (H. R. 6280) and again in 2011 (H.R. 1701). She explained that from 2012 -2014, Congressman Polis conducted an extensive public process and continued to work with local stakeholders. The two - year process led to a recreation- and conservation- oriented bill, which is reflected in the new name for the proposal — the Rocky Mountain Recreation and Wilderness Preservation Act. Updated documents and maps were provided in the Council's packet since there have been significant modifications to this bill from previous 2010 and 2011 versions of the bill. She reviewed the properties in the town of Vail that would be included in the proposed wilderness areas with public meeting that included input from many stakeholders. She spoke about the modifications of language related to the Spraddle Creek wilderness area. There were comments that addressed the ability to fight wildfire if they occurred in that area. Some did not support the closing of the road in that area which also impacts the ability to fight wildfires. Her response to the road closure was that action was taken by the USFS in their forest planning efforts. Public comments were heard at this time: Rick Sackbauer representing Eagle Water and Sanitation District, spoke about the language setting forth a 10 year mitigation timeframe as short sighted and creating undue impacts on ERWSD. There are some who think Spraddle Creek is responsible for spilling nutrients into Gore Creek. He requested a revision that would allow for a longer timeframe. Ann Esson, resident, noted her wilderness support and advocacy supporting the legislation asking for council to support the bill. Susie Kincade, wilderness advocate, thanked Polis' office for keeping the town up to date on this topic and expressed support of the legislation. Kevin Hochtel, resident, supported the preservation of this land. Town Council Meeting Minutes of August 5, 2014 Page 2 9/16/2014 Tom Mullen, business owner, echoed others support that wilderness areas are available and we should support the opportunity to protect the vastness of our wilderness Barbie Christopher, resident, supported the preservation of the wilderness act and council's resolution. Scott Braden, Conservation Colorado, expressed support on behalf of the 7000 members protecting land, water, across Colorado as they are also celebrating 50 years of the wilderness act. Rogers expressed support to adopt a resolution similar to the one adopted in 2010; Moffet agreed with this request. Bugby opposed the legislation at this time because of his opposition to the closing of some USFS roads and non - accessibility for motorized vehicles to certain areas that limits access for many people. Rogers moved to direct staff to draft a resolution that would support the legislation; Moffet seconded and the motion passed with a five to one vote (Bugby- nay; 5 -1). The sixth item on the agenda was Booth Creek Park Update as presented by Todd Oppenheimer, Public Works, who noted the purpose of this discussion was to present the recommended list of park amenities to be included in the design of Booth Creek Park. He asked the Town Council to review and then accept or modify and approve and direct staff to prepare a Preliminary Design Concept for review by the community and Council. There was a review of the suggested Design Program for Booth Creek Park as follows: 1. Natural areas 2. Parallel parking on Manns Ranch Road Looped paved path using the existing bike path. This will also be the accessible route through the park 3. Soft surface pathways within the natural areas. Consider interpretive signage as appropriate. 4. Revisit a second pedestrian bridge based on outcome of feasibility study 5. Open turf grass area as a significant design element of the park 6. Double, hard - surface, post tensioned concrete tennis court 7. Playground with natural elements and artistic components 8. A limited number of fitness /exercise equipment sensitively placed throughout the park 9. Public restroom, 2- stall, 3 season, accessible and sensitive to the natural setting 10. Picnic Shelter for 2 to 3 picnic tables with other picnic tables, benches and bike racks throughout the park 11. Other small park amenities, such as horseshoes or tetherball, as may be accommodated without over developing the site He noted next steps and budget plans for the project as outlined in the memo. After some council comments there was general support for the items listed above with an interest in seeing budget details and a thorough review of whether or not a second bridge would be necessary. Public input was heard as follows: Pam Stenmark was not supportive of 2nd bridge, supported soft surfaces not a lot of pavement keeping it natural, welcomed the tennis courts but don't overcrowd it with too much stuff. Barbie Christopher, resident, supported a nature wandering path which goes to the 2nd bridge — basically a loop around the par, supported using natural elements. Town Council Meeting Minutes of August 5, 2014 9/16/2014 Page 3 Joan Carney, resident, supported less as better, quality is important, natural setting is best, leave natural vegetation, opposed the bridge, leave the trees, wasn't sure that it was too expensive. Billly Suarez, VRD, loves the process and participation, addressed tennis courts. Rocky Christopher, resident, spoke about the 2nd bridge and its uniqueness, supported a meandering path, spoke about the trees. There was discussion about scheduling another site visit for the area neighborhood and council members agreed it would be very beneficial to walk the area before making their final determinations. Mayor Daly adjusted the agenda at this time by delaying consideration of the Timber Ridge items until the later in the meeting as another executive session would be needed. The next agenda item ( #10) for consideration was second reading of Ordinance No. 13, Series 2014, An Ordinance Making Adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund and Dispatch Services Fund with a brief presentation made by Kathleen Halloran, Assistant Director Finance. She highlighted the changes made from first reading with a summary of the following: General Fund During the July 15th evening session, Council approved an air service pledge for the winter Toronto flight of $25,000 plus an additional $14,000 match to Beaver Creek Resort Company's pledge. A total of $39,000 pledge is included in the supplemental Council requested more information detailing the Self Guided Tour Mobile App funding request from the Colorado Ski Museum. The $6,500 off -cycle contribution requested by the Museum was approved during the first reading of the ordinance. Please see Attachment A as submitted by the Museum. Vail Library is requesting to use $14,000 of grant monies generated by the Friends of the Library toward various fundraising activities and equipment for the Library. There is no net impact to the town's General Fund for this request. Staff is requesting $8,000 increase to the budget for the town prosecutor (a 3 -day a month contract) due to increased activities outside of normal court duties. The additional expense is related to two appeals in district court, working with town employees on procedures and options for streamtract enforcement and working with the town's police department regarding overcrowding of bars and assault cases. Capital Projects Fund During the July 15th Council meeting, an additional $260,000 was approved for the Vail Village Welcome Center redevelopment, based on final designs and value- engineering done prior to the awarding of the contract for work. $10,000 is requested for the appraisal of Lot 10 (adjacent to the Vail Valley Medical Center's parking lot) as approved by Council during the July 15th meeting. Council requested more information on the multi -year plan to replace the town's existing server platform with "Simplivity Omnicubes ". Please see attachment B. Moffet moved to approve Ordinance No. 13, Series 2014; Kurz seconded the motion and it passed unanimously (6 -0). The next item for consideration on the agenda ( #11) was first reading of Ordinance No. 14 Series of 2014, An Ordinance Amending Sections 5 -4 -9 and 5 -4 -10 of the Vail Town Code Relating to the Possession, Consumption and Use of Nicotine Products by Minors and the Sale of such Products to Minors. Matt Mire, Town Attorney, presented some background information Town Council Meeting Minutes of August 5, 2014 9/16/2014 Page 4 that supported the legislation noting that the Colorado General Assembly recently passed Senate Bill 2014 -18, which prohibits furnishing and /or selling nicotine products to minors, including electronic devices that deliver nicotine. Sections 5 -4 -9 and 5 -4 -10 of the Vail Town Code govern restrictions on tobacco products and minors, but do not include nicotine products such as electronic cigarettes. He labeled it housekeeping legislation. Moffet moved to approve Ordinance No. 14; Kurz seconded the motion and it approved unanimously (6 -0). There were no public comments on this topic. Moffet moved to convene into executive session at 7:50 pm; Kurz seconded the motion with unanimous approval to convene into an executive session to consult with the Town Attorney on negotiations related to Timber Ridge Property redevelopment. The executive session adjourned at 8:50 pm and Moffet noted that the only item discussed was that related to Timber Ridge property. There was some discussion about business points related to the Timber Ridge redevelopment related to documents considered with Resolutions No. 18 and No. 21. There were concerns noted about security, role of the Vail Local Housing Authority, the assignment and review of the operating agreement. At this time Moffet moved to extend the termination date of the Timber Ridge Pre - development agreement; Chapin seconded the motion and it passed with a five to one vote ( Bugby — nay; 5 -1). It was then noted that items Resolution No. 18 (agenda item #8) and Resolution No. 21 (agenda item # 9) would not be considered at this time but postponed for consideration until the August 19, 2014 meeting. The next item on the agenda was adjournment. There being no further business to come before the council, Moffet moved to adjourn the meeting and Bugby seconded. The motion passed unanimously, (6 -0) and the meeting adjourned 9:00 p.m. Respectfully Submitted, Attest: Andrew P. Daly, Mayor Patty McKenny, Town Clerk Town Council Meeting Minutes of August 5, 2014 9/16/2014 Page 5 Vail Town Council Meeting Minutes Tuesday, August 19, 2014 6:00 P.M. Vail Town Council Chambers The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Andy Daly. Members present: Andy Daly, Mayor Ludwig Kurz, Mayor Pro Tem Jenn Bruno Dale Bugby Dave Chapin Greg Moffet Margaret Rogers Staff members: Stan Zemler, Town Manager Matt Mire, Town Attorney Patty McKenny, Town Clerk The first item on the agenda was Citizen Participation as follows. Mayor Daly highlighted the flyer that was provided the community to help them understand the protocol surrounding the public participation process. 1. Jonathan Levine distributed a Wall Street Journal that included an article about impacts from being arrested. He requested the Town Council review his incident and issue a clearance of his arrest record. He noted these scenarios are getting national attention. 2. Michael Cacioppo raised his concern with a Vail staff member's federal testimony in a case and his consideration in filing a civil lawsuit against this person because of their contradictory testimony presented. He requested an apology from the police officer involved in the case. 3. Paul Rondeau, resident, made some inquiries about the Timber Ridge project requesting more time for the public to review the documents before decisions are made. The second item on the agenda was the Consent Agenda as follows: 1) Appoint Patty McKenny to NWCCOG Board of Directors to serve as Town of Vail representative Moffet moved to appoint Town Clerk Patty McKenny to NWCCOG Board; Kurz seconded the motion and it passed unanimously (7 -0). 2) Resolution No. 22, Series of 2014, Resolution Expressing Support for Congressional Wilderness Designation of Six Separate Areas on Public Lands Surrounding or Nearby Town of Vail Mayor Daly presented this resolution which supported the Rocky Mountain Recreation and Wilderness Preservation Act. The Act seeks to preserve areas with exceptional scenic and recreation values located in the White River National Forest in Summit and Eagle Counties. The newly revised proposal includes the No Name, Spraddle Creek, and Freeman Creek portions in Eagle County. It was noted the council received letters from both Eagle River Water and Sanitation District & Representative Polis' office dated August 18, 2014, which offered different positions about some of the language written. Rick Sackbauer and Linn Brooks, ERWSD, were Town Council Meeting Minutes of August 19, 2014 9/16/2014 Page 1 present to review their concerns outlined in their letter submitted to town council with a request to table the resolution until further resolve could be made with their concerns about 1) the designation not allowing the district to manage the area with regard to their mitigation, and 2) the uncertainty about using mechanized equipment for restoration activities. Nissa Erickson, Congressman Jared Polis' Office, also addressed the council noting their office is currently reviewing the comments made by ERWSD. She explained that so much progress had been made in reference to many stakeholder groups who have provide input on the legislation. There were several council comments regarding the ERWSD correspondence that questioned the District's concerns about watershed mitigation. Again, the District reiterated their need for testing and their ability to do this in a timely and efficient manner in order to comply with the current language of the bill. There was further discussion about whether or not to continue a decision on the resolution so that both parties have additional time to address the matter. Mayor Daly asked for public input on the agenda item and the following people responded with input: Kevin Hochtel, Vail resident, requested council's support of the resolution in its current form and expressed surprise to the comments made by ERWSD and disagreed that Spraddle Creek would have any contaminants especially this time of year. Susie Kincade, Eagle County resident, explained some of the history surrounding the drafting of the legislation noting that studying any watershed problems likely occurred on the valley floor's watershed and not the watershed in the pristine wilderness areas. Rogers moved to approve Resolution No. 22, Series of 2014, Resolution Expressing Support for Congressional Wilderness Designation of Three Separate Areas on Public Lands Surrounding or Nearby Town of Vail. Bruno seconded the motion. Additional Council comments were then given. The motion failed with two votes in support of the motion and four votes opposed to the motion (Bruno, Rogers — yea and Moffet, Kurz, Daly, Bugby, Chapin — nay). Another motion was made by Moffet who moved to table Resolution No. 22 until the September 2, 2014, council meeting. After some discussion about the fact that council could just direct to schedule the item for the next council meeting, Moffet moved to direct staff to reschedule the item for the next meeting; Rogers seconded the motion and it passed unanimously (7 -0). The third item on the agenda was action as a result of the executive session; there were no actions or motions made at this time. The fourth item on the agenda was the Town Manager's Report; there was nothing reported at this time. The fifth item on the agenda was 1 -70 Vail Underpass Update, the proposed new multimodal pedestrian and vehicular connection midway between Main Vail and West Vail exits, passing under 1 -70. This underpass was identified in the Vail Transportation Master Plan (VTMP) and the CDOT 1 -70 Programmatic Environmental Impact Statement (PEIS) as a critical link between the North and South Frontage Road. Tom Kassmel, Town Engineer, presented design updates with a review of maps showing some of the differing design features addressing the following revisions: • North Roundabout remained at the preferred west location, previously identified in May as "Compact Roundabout — Location 1" • North Roundabout increased in size slightly from 107.5' to 110' in diameter, the majority of the additional couple of feet was pushed towards the interstate. Town Council Meeting Minutes of August 19, 2014 9/16/2014 Page 2 ■ South Roundabout moved approximately 100' to the west and decreased from 130' to 110' in diameter; this reduces the underpass skew from 27 degrees to 7 degrees, a desirable design consideration. It was noted the above changes provided safety and traffic operation improvements resulting in slower entrance vehicle speeds meeting the CDOT /FHWA roundabout design guidelines. The changes also allow all truck types to make all turning movements with the use of truck aprons within and outside of the roundabout. Kassmel noted that further discussion with council resulted in staff continuing to review the following items to mitigate further impacts to the area: • Minimizing the encroachment toward Savoy Villas at the flare of the westbound exit of the North roundabout • Mitigating the headlight impact to the residence to the south along the south roundabout • Mitigating and screening the aesthetics of the south roundabout Gore Creek walls from the residence to the south He also noted correspondence from a south side property owner concerned about the proximity of the Gore Creek roundabout to his residence and the creek. Kassmel noted that as a result of the input, the Town Council requested additional information regarding the decision to change the underpass skew from 27 degrees to 7 degrees which resulted in moving the south roundabout 100 feet to the west, as previously discussed on July 15th. At this time Felsburg, Holt & Ullevig (FHU) presented information about the roundabout design review and outcomes. Region 3 CDOT Program Engineer Steve Olsen was present to address questions and concerns about the truck movement through the roundabout and requirements of the Federal Highway Administration (FHWA). He noted that adjustments to the design were made to embrace the criteria of the FHWA and that this environment is typically quite set. Mayor Daly welcomed public comment at this time as follows: ✓ Jonathan Levine expressed concern that pedestrian access and flow be addressed ✓ Bob Llewellyn — resident of Savoy Villas, provided supportive input about the collaborative process that was very productive in terms of the North Frontage Road roundabout design, and also expressed his concerns that these revisions are very impactful to the neighborhood in terms of the truck traffic. ✓ Charlie Calcaterra, resident of Simba Run (board member and part of the 3 member committee), expressed concern about the design and that it now creates accessibility for larger trucks which are not what the original understanding included. He requested they stay with the original design which restricted the use of the roundabout by the larger trucks and would also then mitigate some of the noise impacts. Council comments were expressed as follows: ✓ Bugby preferred using T- intersections ✓ Chapin addressed the residents with an apology about any misunderstandings and encouraged CDOT and FHWA to relook at the roundabout design that would limit the truck size that would prohibit the wb67 trucks ✓ Rogers also requested a design that would prohibit the wb trucks in the roundabout ✓ Kurz also apologized for any communication breakdowns that have occurred. He expressed support of the design as mechanically & technically the best solution for the next 20 years and suggests concentrating on mitigation measures that addresses the impacts of the north side & thinks the south side has been mitigated to a great degree ✓ Moffet in general agreed with Kurz and does not support having the larger trucks. He spoke about his belief that the larger community does not support this type of truck on the frontage Town Council Meeting Minutes of August 19, 2014 9/16/2014 Page 3 roads and is interested in understanding the current level of service the roads provide this type of truck ✓ Bruno apologized for any communication breakdown and that the town and neighbors must all continue to work together for the best solutions. She believes there is full support from council to continue to mitigate the impacts of this project. ✓ Daly noted the law of unintended consequences in this matter and his support lies in actively working with CDOT to obtain a variance for this road since both frontage roads serve primarily as community streets and not as federal highways. Further community input spoke to the mission of the project as trying to help the Town of Vail with providing more efficient access for its community as the focus was not meant to build an underpass that would accommodate access for large trucks. Mr. Olson, CDOT, noted that he would help the Town of Vail with the variance process. Town Manager Stan Zemler reaffirmed the need to better understand the number of trucks that exist on the frontage road right now. Staff reiterated that their focus would remain on retaining a 7 degree skew option, continue with an assertive effort in mitigating impacts, and working with CDOT to proceed through a variance process which eliminated access for larger trucks. The sixth item on the agenda was Resolution No. 18, Series of 2014, Resolution approving a Development Agreement for Timber Ridge Property. Matt Mire, Town Attorney, presented a revised Resolution No .18, substantially in the same form that was presented on August 5th except that the Vail Housing Authority was no longer included as the landlord. It was noted that if approved, authorization would be given the Town Manager to execute the Agreement on behalf of the Town subject to the following contingencies: 1. Approval by the Vail Local Housing Authority of the Ground Lease and Deed Restriction for the Timber Ridge property; 2. Approval by the Vail Local Housing Authority of Developer's operating agreement; 3. Approval by the Vail Local Housing Authority of any documents required by Developer's lender to be signed by the Vail Local Housing Authority for the Timber Ridge property; and 4. Final approval by the Town Attorney. It was noted that the final ground lease estoppel certificate and agreement would be separate and council could authorize the Town Manager to sign these documents as well. There were some concerns express by Rogers related to the tax exempt status of the project and the option to sell the land. At this time Mayor Daly called up the seventh item on the agenda Resolution No. 21, Series of 2014, Resolution approving the Ground lease and Deed Restriction for the Timber Ridge Property, which addresses the redevelopment of the eastern 5.24 acres of the Timber Ridge property noting the proposed ground lease and deed restriction documents are necessary to successfully carry out the redevelopment project. Matt Mire noted that the resolution addresses the following: 1. Approval of the Ground Lease for the Timber Ridge subject to final approval by the Town Attorney. 2. Approval of the Deed Restriction for Lion's Ridge Apartment Homes on the Timber Ridge property subject to final approval by the Town Attorney. 3. Upon the execution of the Development Agreement for the Timber Ridge property by all parties to the Development Agreement, the Town Council authorizes the Town Manager to execute the Deed Restriction in the final form approved by the Town Attorney. Town Council Meeting Minutes of August 19, 2014 9/16/2014 Page 4 Some discussion addressed the revisions made to the documents from prior considerations. There were still concerns expressed about 1) the length of the lease, extended from 35 years to 50 years, 2) the rental payment terms, 3) the tax exempt status of the project, and 3) the sale option on the land to include $5M. The following public comments were heard: ✓ Greg Perkins, legal counsel for the developer's project, spoke about the term, cash flow, objectives of the project, the developer fee calculation, risk of the project and the county assessor's approval of the project as tax exempt. ✓ Paul Rondeau, resident, submitted input with a letter he read into the record asking their consideration of not selling the land. ✓ Bob Armour, resident, expressed opposition to selling the land in the final deal. Further Council comments were made: ✓ Moffet spoke about the very long history of the project expressing support of the current deal. He noted the deed restriction and zoning was the key to the success of the lifetime of providing employee housing and that the parties engaged in the deal had his full support. ✓ Ludwig spoke similarly to Moffet noting that the deal is good for the community and their goal of preserving workforce housing has been met. ✓ Bruno noted that there may be a perception that the town has lost control of the development with a request to require an appraisal on the land prior to selling the land. ✓ Chapin noted his support for the need to provide workforce housing in Vail and while not fully supportive of selling the land, the deal must move forward even thought it is not perfect, it does support their objective. He would prefer the land be valued with the appropriate appraisal tools. ✓ Daly spoke about the history of the negotiations with the various developer parties and submitted his support of closing the deal. He noted that the town is subsidizing the employee housing and it is a worthwhile investment and while not all support the option to sell the land, it has always been the objective to move this parcel to workforce housing. Moffet moved to approve Resolution No. 18 Resolution approving a Development Agreement for Timber Ridge Property and further authorizing the Town manager and Town Attorney to review and execute the remaining associated documents. Kurz seconded the motion. There was a request that the council subcommittee which includes Moffet and Daly review and approve the operating agreement, an agreement between the Vail Local Housing Authority and the Developer (the town is not a party to this agreement). Paul Rondeau spoke about a point of order related to his confusion over the motion and the agenda items Resolution No. 18 & No. 21; the Town Attorney provided an answer to the question by noting the two different Resolutions take actions separately on the development agreement and the ground lease. The motion passed with a five to two vote (Daly, Chapin, Kurz, Bruno, Moffet — yea; Bugby and Rogers — nay). Moffet moved to approve Resolution No. 21 Resolution approving the Ground lease and Deed Restriction for the Timber Ridge Property. Kurz seconded the motion. There was further discussion with the developer about the purchase price for the sale of the land that would include the ability to negotiate the sale price based on an appraisal. Developer Jenn Wright provided comments on the business points noting that this could be negotiable to include in the agreement. Moffet moved to amend his motion to include the purchase price of the land be Town Council Meeting Minutes of August 19, 2014 9/16/2014 Page 5 determined based on an arbitration process for appraiser selection. Kurz seconded the amended motion and it passed with a five to two vote (Daly, Chapin, Kurz, Bruno, Moffet — yea; Bugby and Rogers — nay). The eighth item on the agenda was second reading of Ordinance No. 14 Series of 2014, An Ordinance Amending Sections 5 -4 -9 and 5 -4 -10 of the Vail Town Code Relating to the Possession, Consumption and Use of Nicotine Products by Minors and the Sale of such Products to Minors. Matt Mire, Town Attorney, noted no changes for second reading and highlighted that the Colorado General Assembly recently passed Senate Bill 2014 -18, which prohibits furnishing and /or selling nicotine products to minors, including electronic devices that deliver nicotine. Sections 5 -4 -9 and 5 -4 -10 of the Vail Town Code govern restrictions on tobacco products and minors, but do not include nicotine products such as electronic cigarettes. Moffet moved to approve on second reading. Bugby seconded the motion and it passed unanimously (7 -0). There were no public comments on this topic. The ninth item on the agenda was adjournment. There being no further business to come before the council, Moffet moved to adjourn the meeting and Bugby seconded. The motion passed unanimously, (7 -0) and the meeting adjourned at 9:30 p.m. Respectfully Submitted, Attest: Andrew P. Daly, Mayor Patty McKenny, Town Clerk Town Council Meeting Minutes of August 19, 2014 9/16/2014 Page 6 RESOLUTION NO. 25 SERIES OF 2014 A RESOLUTION IN SUPPORT OF THE GREAT OUTDOORS COLORADO GRANT APPLICATION FOR THE BETTY FORD ALPINE GARDENS EDUCATION CENTER; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, the Town of Vail (the "Town "), in the County of Eagle and State of Colorado is a home rule municipal corporation duly organized and existing under the laws of the State of Colorado and the Town Charter (the "Charter "); WHEREAS, the members of the Town Council of the Town (the "Council ") have been duly elected and qualified; WHEREAS, the Town owns the property referred to as Ford Park; WHEREAS, on May 22, 1997, the Town and the Vail Alpine Garden Foundation (the "VAGF ") entered into the Vail Alpine Garden Foundation /Town of Vail Lease for the Alpine Garden and License for the Alpine Display Garden. This lease expires May 30, 2046; WHEREAS, the Town supports the Great Outdoors Colorado ( "GOCO ") grant application for the Betty Ford Alpine Gardens Education Center; WHEREAS, the Town has requested $350,000 from GOCO to sponsor the Betty Ford Alpine Garden Education Center on behalf of the VAGF; and WHEREAS, the Council's approval of Resolution No. 25, Series of 2014, is required for the Town to apply for the GOCO grant. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE Vail Town Council OF THE Town of Vail THAT: Section 1. The Council hereby approves and supports the application for a grant with LOCO. Section 2. The Council's express understanding is that the VAGF has appropriated funds for the grant with GOCO. Additionally, it is the understanding of the Council that the VAGF will authorize the expenditures of funds necessary to meet the terms and obligations of any grant awarded. Section 3. The project site is owned by the Town and will be owned by the Town for the next twenty -five (25) years. Section 4. If a GOCO grant is awarded, the Town will enter into an Agreement with the VAGF binding the VAGF to all GOCO Grant obligations. Resolution No. 25, Series of 2014 9/16/2014 Section 5. The Town has the ability to complete this project and has demonstrated this ability on numerous park and playground projects in recent years. . INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 16th day of September, 2014. Andrew P. Daly, Town Mayor ATTEST: Patty McKenny, Town Clerk Resolution No. 25, Series of 2014 9/16/2014 9/16/2014 RESOLUTION NO. 26 SERIES OF 2014 A RESOLUTION ESTABLISHING THE TIMBER RIDGE OPERATIONS COMMITTEE AND SETTING FORTH ITS PURPOSE AND DUTIES WHEREAS, the Town owns the real property generally described as Lots 1 & 2, Timber Ridge Subdivision, Vail, Colorado, located at 1281 and 1265 North Frontage Road in Vail, Colorado (the "Property "), WHEREAS, the Town operates and manages the deed restricted employee housing facility on the Property; WHEREAS, the Property was previously owned by the Timber Ridge Affordable Housing Corporation (the "TRAHC ") which was established by the Town to issue bonds for the purchase of the Property and to operate and manage the deed restricted employee housing facility on the Property; WHEREAS, on or about January 30, 2014 the TRAHC conveyed the Property back to the Town; WHEREAS, the Town Council now wishes to dissolve the TRAHC; and WHEREAS, prior to dissolving the TRAHC, the Town Council wishes to establish a Town committee to perform the functions of the TRAHC, consisting of the same Town employees who served as the Board of Directors of the TRAHC. NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. Establishment. The Town Council hereby establishes the Timber Ridge Operations Committee (the "TROC "). Section 2. Purpose and Duties. a. The purpose of the TROC is to manage the day -to -day operations of the Property. b. In its management of the day -to -day operations of the Property, the TROC shall comply with applicable law, including without limitation the Vail Town Code. C. The TROC shall be subject to the Colorado Open Meetings Law, C.R.S. § 24 -6 -401, et seq., and the Colorado Open Records Act, C.R.S. § 24 -72- 200.1, et seq.; provided, however, that the TROC shall not hold executive sessions. d. The TROC may authorize expenditures within the budget approved by the Vail Town Council. Resolution No. 26, Series of 2014 9/16/2014 e. All funds collected by the TROC shall be deposited in Town accounts. Section 3. Membership. a. The TROC shall consist of the following five Town employees: the Town Manager; the Finance Director; the Community Development Director; the Public Works Director; and the Facilities Manager. b. The term of each member of the TROC shall be coterminous with such member's term of employment with the Town. C. The Town Manager shall serve as the Chair of the TROC. Section 4. Meetings. a. The TROC shall hold its regular meetings on the fourth Tuesday of every month at 8:30 a.m. The TROC may call special meetings from time to time. b. All meetings of the TROC shall be open to the public. C. A majority of the members of the TROC shall constitute a quorum for the transaction of business at any meeting of the TROC, and the vote of a majority of the members present at a meeting at which a quorum is present shall be the act of the TROC. INTRODUCED, PASSED AND ADOPTED this 16th day of September, 2014. Andrew P. Daly, Mayor ATTEST: Patty McKenny, Town Clerk Resolution No. 26, Series of 2014 9/16/2014 TOWN OF VAIL � Memorandum To: Vail Town Council From: Community Development Department Date: September 16, 2014 Subject: 12 -13 -5: Employee Housing Unit Exchange Program — A request authorizing the Town Manager to execute a release of a deed restriction from an existing employee housing unit pending verification of compliance with the prescribed development standards 12 -13 -5: EMPLOYEE HOUSING UNIT EXCHANGE PROGRAM, VAIL TOWN CODE On June 21, 2011 the Vail Town Council unanimously approved the passage of Ordinance No. 10, Series of 2011. Vail Town Code identifies the purpose of the amended regulations as follows: Purpose: The purpose of this Section is to provide occupied livable, affordable employee housing units within the Town of Vail through the establishment of an employee housing unit deed restriction exchange program. The exchange program allows the Town Council to release a deed restriction from an existing employee housing unit in exchange for the placement of an employee housing deed restriction on another dwelling unit and/ or a fee -in -lieu payment made to the Town of Vail. II. DESCRIPTION OF REQUEST Pending verification of compliance with the prescribed development standards (density controls including GRFA and number of units, site coverage, landscaping and parking requirements, etc.), as outlined in the applicable zone district section of Title 12, Zoning Regulations, Vail Town Code, the owner of Lot 3, Block 7, Vail Village Filing 1, has requested to exchange the employee housing deed restriction on the property for a fee in lieu payment. Based on adopted regulations, the owner will provide a fee in lieu payment for three times the 433 square feet of the existing deed restricted employee housing unit. 433 square feet x 3 x $134.65 per square foot = $174,910.35 fee in lieu amount 9/16/2014 III. STAFF RECOMMENDATION The Community Development Department recommends the Vail Town Council approve the proposed exchange of an employee housing unit located at Lot 9, Block 7, Vail Village First Filing pending verification of compliance with the prescribed development standards. Staff recommends the following motion be made: "The Vail Town Council authorizes the Town Manager to execute a deed restriction release and approves the request for an exchange of employee housing units, pursuant to Section 12 -13 -5, Employee Housing Unit Exchange Program, Vail Town Code, to allow for the release of an employee housing unit deed restriction at Lot 3, Block 7, Vail Village First Filing, pending verification of compliance with the prescribed development standards in exchange for a fee in lieu payment of $174,910.35, and setting forth details in regard thereto." Town of Vail 9/16/2014 Page 2 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Any Action as a Result of Executive Session BACKGROUND: This agenda item has been added to the regular meeting agenda in order to allow for any official action required as a result of the executive session. 9/16/2014 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Town Manager's Report: 9/16/2014 rnwH of vn' �Ii> rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Ford Park Lower Bench - Town Council Update. The purpose of this discussion is to update the Town Council on the following projects on the Ford Park lower bench. Restroom /Picnic shelter Playground Modifications Accessible route between Upper and Lower Benches Completion of the Lower Bench Water Line Loop /Paver Enhancements Electrical Transformer Screen near the Nature Center Bridge PRESENTER(S): Greg Hall, Public Works Director and Todd Oppenheimer, Public Works Capital Projects Manager and Landscape Architect ACTION REQUESTED OF COUNCIL: Staff request direction from the Council with regard to the various components associated with the lower bench of Ford Park and the desire to coordinate the Town of Vail's project construction with the anticipated construction of the BFAG EC this fall. BACKGROUND: This discussion includes 6 specific elements associated with the lower bench of Ford Park. Many of these elements (the reconstruction of the electrical enclosure being the exception) are connected to each other by their physical proximity within the park and the timing of the BFAG EC construction currently anticipated beginning this fall. The pending construction of the BFAG EC this fall initiates a chain reaction involving these elements of the park. The BFAG EC is immediately adjacent to the playground area. Coincidentally, the preferred location to create an accessible route between the upper and lower bench exists directly adjacent to the lower bench restroom and playground area. Constructing the new lower bench restroom, associated playground modifications and the accessible route in conjunction with the BFAG EC creates efficiencies in construction sequencing, reduces construction costs and reduces disruption and impacts to park users. Finally, the completion of the looped water main is a condition of approval by the Eagle River Water and Sanitation District on the BFAG EC and installing the concrete pavers on the central part of Betty Ford Way is accomplished most cost effectively while rebuilding the roadway following the water line installation. STAFF RECOMMENDATION: Staff recommends the Council provide direction on the specific components of the lower Ford Park improvement project, listed below, in order to coordinate the Town of Vail projects with the BFAG EC construction project. ATTACHMENTS: Memorandum to Town Council Power Point Presentation 9/16/2014 0 rowN of vain Memorandum To: Vail Town Council From: Department of Public Works Date: August 19, 2014 Subject: Town Council Update — Ford Park Lower Bench Restroom, Playground and Other Improvements Introduction: The purpose of this discussion is to update the Town Council on the following projects on the Ford Park lower bench. • Restroom /Picnic shelter • Playground Modifications • Accessible route between Upper and Lower Benches • Completion of the Lower Bench Water Line Loop /Paver Enhancements • Electrical Transformer Screen near the Nature Center Bridge Staff is requesting direction from the Council in regards to proceeding with these projects on the lower bench of Ford Park. There are budget implications associated with these projects, and a direct link with the timing of the Betty Ford Alpine Gardens Education Center (BFAG EC). The narrative which follows explains the current designs, relationships between various components and budget implications. Several of the above listed projects are not currently funded in the RETT Capital Budget Background: Improvements to Ford Park were started in 2012 and have included the following items: • East Betty Ford Way • Water, sanitary sewer, electrical service, and storm sewer /water quality systems • Upper Bench restrooms and concessions • Enhanced pedestrian circulation • Reconstructed and expanded ball fields • Parking lot and bus lane • Gerald R. Ford Amphitheater restrooms, lawn terrace and social courtyard with Ford Family Tribute There remain several items within Ford Park that are included in the 2013 Ford Park Master Plan but have not been completed. A master plan discusses the various improvements desired but does not address timing. These items include the following: • Construction of the Betty Ford Alpine Garden Education Center (By others Fall 2013 - Spring 2104) • Replacement of the lower bench restroom and associated playground modifications (Budgeted 2014) • Concrete unit pavers, benches and landscaping on Central Betty Ford Way 9/16/2014 • Entry portals at pedestrian entrances (Budgeted 2014) • Additional art installations along Gore Creek corridor Outside of the Ford Park Master Plan there are important and desirable improvements that are directly connected with projects that are mentioned in the Master Plan and within the context of this discussion. These improvements are as follows: • Playground capital maintenance and playground accessibility improvements (Budgeted 2014) • Accessible pedestrian route between upper and lower benches • Completion of the water main loop (required to be completed with the BFAG EC) • Reconstruction of the existing electrical enclosure near the Nature Center Bridge Project Description and Inter - Relationships: This discussion includes 6 specific elements associated with the lower bench of Ford Park. Many of these elements (the reconstruction of the electrical enclosure being the exception) are connected to each other by their physical proximity within the park and the timing of the BFAG EC construction currently anticipated beginning this fall. The pending construction of the BFAG EC this fall initiates a chain reaction involving these elements of the park. The BFAG EC is immediately adjacent to the playground area. Coincidentally, the preferred location to create an accessible route between the upper and lower bench exists directly adjacent to the lower bench restroom and playground area. Constructing the new lower bench restroom, associated playground modifications and the accessible route in conjunction with the BFAG EC creates efficiencies in construction sequencing, reduces construction costs and reduces disruption and impacts to park users. Finally, the completion of the looped water main is a condition of approval by the Eagle River Water and Sanitation District on the BFAG EC and installing the concrete pavers on the central part of Betty Ford Way is accomplished most cost effectively while rebuilding the roadway following the water line installation. Three of the elements, lower bench restroom, playground modifications and the upper and lower bench accessible pedestrian route, require an approval from the PEC to proceed. In anticipation of a pending start of construction of the BFAG EC, and given the lead time for PEC and DRB applications, prior to the actual hearing date, staff needed to make a submittal on the Council's behalf prior to the Council's review of the project. An application was submitted for PEC review on July 28 for the September 22 PEC meeting. A project can be tabled after the application has been made without issue. The specific details regarding the 6 elements of the lower bench of Ford Park are as follows: Replacement of Lower Bench Restroom Replacement of the lower bench restroom, as anticipated in the 2013 Ford Park Master Plan, will increase the size of the facility to accommodate the current high level of demand and improve the quality of the facility. The proposed building design includes a roof extension to provide a covered area for 2 picnic tables and a minimal amount of weather protection for playground users. 2. Playground Modifications Playground modifications to accommodate the placement and construction of a new lower bench restroom are anticipated by the 2013 Ford Park Master Plan. The existing swings, dislocated by the new location of the restroom will be replaced, with additional swings, in the location of the current restroom. Landscaping, irrigation, and accessibility improvements are included in this portion of the project. There are additional playground improvements that are appropriate to consider while the restroom and other playground work is underway to avoid additional work within the playground for the next 10 to 15 years. These Town of Vail 9/16/2014 Page 2 improvements include replacement of the existing basketball court, addressing an issue with root damage from the existing cottonwood trees, and correcting minor ADA issues. 3. Upper Bench to Lower Bench Accessible Pedestrian Route Creation of an accessible pedestrian route between upper and lower benches is needed in order to further be in compliance with the ADA Accessibility Guidelines (ADAAAG). Current compliance is accomplished by allowing a placard vehicle to enter the lower potion of the park and utilize one of the two designated spaces by the amphitheater. Recent analysis of existing pedestrian routes within Ford Park have discovered there are currently no compliant accessible pedestrian routes between the upper and lower benches of Ford Park. It is important to have an accessible route between the upper and lower benches of Ford Park for 3 primary reasons. The first is to make the public facility fully compliant with federal ADA requirements. The second involves the Council's directive to eliminate unnecessary vehicular traffic into Ford Park. As traffic restrictions increase, denying access to a placarded vehicle will present a problem if there is no accessible route to the desired destination. The third relates to pedestrian flow and usability of the features within the park. The newly enhanced sport field venue on the upper bench will attract many family- oriented tournaments and events. Families and guests will utilize the lower bench commons lawn and playground areas, as well as the Alpine Gardens, while they are participating in the upper bench activities. The configuration of the new pedestrian paths around the sport fields direct guests to the location just above the playground area. Asking someone to leave the fields and return to their car and drive to the lower spaces is counter intuitive. Multiple options to provide an accessible route between the upper and lower benches have been explored. The location of the BFAG EC in relation to the playground area creates challenges in establishing grades that work for both areas. As previously mentioned, the location of the upper end of the route is established. The ramp and landscaped wall configuration is the option included in the current PEC application. Following are the options explored and the issues associated with each option. A. Re -grade existing path in current alignment, "The Dike ". a. Provides a fully compliant accessible route at the optimal location. b. Poor grading relationship between the BFAG EC and playground area. Path alignment and grade requires 5 to 6 foot retaining walls, below the path, on both sides. c. Requires continuous run of railings for 260 feet. The combination of railings and walls causes a significant barrier to park flow. d. Requires installation of an elevator within the BFAG EC. e. Moderate cost option, $270K with boulder walls, $420K with MSE /stone veneer walls. B. Ramp and Landscape wall. a. Provides a fully complaint accessible route at the optimal location b. Materials consistent with existing outfield MSE /stone veneer retaining wall. c. Compact, structured design softened by landscape plantings d. Highest cost option, $560K C. Leave existing non - compliant path and reconstruct existing route through Alpine Gardens. a. Provides a fully compliant, accessible route for the park and the Alpine Gardens. b. May damage or disrupt existing Alpine Garden plant collections. c. Does not have to be implemented at this time. d. Retains existing route between the upper and lower benches at the optimal location. Town of Vail 9/16/2014 Page 3 e. Requires installation of an elevator within the BFAG EC. f. Requires reconstruction of existing route with BFAG EC construction following storm sewer realignment. g. Less expensive cost option, $450K D. BFAG EC elevator and ramp combination. a. Requires 9 foot structural retaining wall between path and BFAG EC (and possibly a variance from PEC on retaining wall height). b. Public use of elevator may disrupt events occurring on the BFAG EC roof terrace. c. Children may find the elevator to be an attractive play element in close proximity to the playground. d. Maintains some natural slope above basket ball court but requires additional removal of mature trees. e. Requires installation of an elevator within the BFAG EC. f. Less expensive cost option, $290K excluding $75K - $100K for the elevator. E. Revisit traffic gate operations, increase available lower bench accessible parking and allow placarded vehicles to enter lower bench. a. Different operations for special events than day -to -day operations. b. Inconsistent with Council's directive to eliminate lower bench traffic. c. Requires constant monitoring of the gate and camera by Vail Dispatch. d. Not intuitive to users who park in the accessible spaces in the parking lot that they would need to drive to the gate for lower bench accessible parking. e. Requires reconstruction of existing route with BFAG EC construction following storm sewer realignment. f. Requires installation of an elevator within the BFAG EC g. Scope and cost undetermined at this time. 4. Central Betty Ford Way Water Main Included in the approved Phase 1 Development Plan for Ford Park, the looped water main was intended to improve water service and eliminate existing dead -end water mains. The Eagle River Water and Sanitation District is requiring completion of the remaining 230 feet of water main to create the looped system as a condition of approval for the BFAG EC. The cost of installation of the additional water main is unfunded at this time. 5. Central Betty Ford Way Pavers Installation of concrete unit pavers on Central Betty Ford Way as included in the 2013 Ford Park Master Plan. It would be appropriate to perform this unfunded work while the water main loop is being installed to avoid repaving Betty Ford Way again in the near future. 6. Electrical Enclosure Reconstruction of the existing electrical enclosure near the Nature Center Bridge has been suggested by the Vail Valley Foundation as a minor improvement to the area outside the entrance to the Amphitheater. The design of a new enclosure has not been completed at this time. Budget and Funding Implications: There is some economy of scale in completing the lower Ford Park projects in conjunction with the BFAG EC using one contractor for all the work. The budget numbers being provided include this economy and save approximately 6% over the projects being completed independently of joint construction. Town of Vail 9/16/2014 Page 4 The current restroom modifications were included in the adopted 2014 Town of Vail RETT budget. The current balance in that project fund is $333,000. The original estimates for the restroom were completed in 2013 prior to the level of design needed for the PEC application. Construction costs have risen dramatically in the past year as well due to a recent increase in construction activity statewide. Contractor pricing, combined with soft costs and contingencies, for the lower bench restroom is $510,000. The playground modifications were included in the adopted 2014 Town of Vail RETT budget in the amount of $304,000 and were intended to fund capital maintenance and minor accessibility improvements within the playground area. These improvements have been incorporated into the overall restroom /playground improvements. Contractor pricing, combined with soft costs and contingencies, for the playground modifications and capital improvements is $450,000. Discovery of the lack of an accessible pedestrian route at this time is advantageous in that considerable cost increases would have been realized if it were to be constructed after the BFAG EC and lower bench restroom /playground improvements had been completed. The accessible route is an unfunded improvement. Contractor pricing, combined with soft costs and contingencies, for the accessible route and ranges from $360K to $560K depending on the option selected and use of similar materials. The cost of the completing the looped water main was known, however it had not been incorporated into the Town of Vail RETT budget due to the unknown schedule and condition of approval of the BFAG EC. Contractor pricing with asphalt paving, combined with soft costs and contingencies, for the water line completion is $150,000. The cost of installing concrete unit pavers in lieu of asphalt paving on Central Betty Ford Way in conjunction with the water line would create a cost efficiency of approximately $40,000 over installing them at a later time. Concrete unit pavers are unbudgeted. Contractor pricing, combined with soft costs and contingencies, for the concrete unit pavers installed in conjunction with the water line is $200,000. The electrical enclosure improvements have not been designed however should be anticipated in the $25,000 — $30,000 range. The table below is provided to summarize the current budgeted funds and updated contractor provided pricing: Project 2014 Budget Contractor Variance Pricin Replacement of the lower bench restroom $333K $510K $177K Playground improvements to accommodate the new restroom $304K $450K $146K Completion of the water main loo $0 $150K $150K Accessible pedestrian route between upper and lower benches $0 $290" -560K $290 -560Kt Concrete unit pavers on Central Betty Ford Way including avers to Manor Vail Bridge $0 $200K $200K Reconstruction of the existing electrical enclosure near the Nature Center Bridge $0 $30K* $30K Totals $637K $1.90M $1.063M *Estimated cost not based on contractor pricing tSome options may require an additional $75K to $100K for an elevator At this time, the only required improvement of the projects listed above is the completion of the water main loop, $135,000, to ensure the BFAG EC will have water service when needed. If it Town of Vail 9/16/2014 Page 5 is the desire of the Council to install the concrete unit pavers on Central Betty Ford Way there is a long term savings of $40,000 to install them with the water main loop construction. The construction of an accessible pedestrian route between the upper and lower benches may be required at some point in time. Depending on option Council determines should or should not be constructed at this time, the cost of construction of the BFAG EC will increase by $75,000 to $100,000 to provide an elevator within the building. There is a 6% or approximately $57,000 savings that can be realized by constructing the lower bench restroom and playground modifications in conjunction with the BFAG EC. This savings is brought about by shared project management and staging costs between the 2 projects. The reconstruction of the electrical enclosure near the Nature Center Bridge is a request from the Vail Valley Foundation to enhance the entry to the Amphitheater and is totally optional. The Ford Park Entry Portals is an additional project currently funded for $250,000 in the 2014 RETT Budget. This is a placeholder budget for the project which has not been designed or discussed regarding scope and extent. If desired by the Council this project could be pushed to a later year and that funding reallocated to the Ford Park lower bench projects listed above. Town Council Request: Staff request direction from the Council in regards to the various components associated with the lower bench of Ford Park and the desire to coordinate the Town of Vail's project construction with the anticipated construction of the BFAG EC this fall. In addition, if there is a desire to coordinate the construction the staff requests the Council to provide direction on the current PEC application as the owner in order to allow those aspects of a coordinated construction project requiring PEC approval to be heard by the PEC. The current plan for the Ford Park lower bench restroom and related playground and site improvements is attached. If the Council determines it is appropriate to allow construction to coincide with the approved BFAG Education Center and to fund these improvements it is important to ensure the Vail Town Council as the owner has reviewed the project and provided direction prior to any PEC hearing requesting approval. The earliest the project would be heard by the PEC is the September 22 meeting allowing the ability to continue construction coordination. Provide direction regarding including those aspects of the Ford Park lower bench project in the first draft of the Town Council review of the 2105 Capital /RETT Budget. The necessary budget adjustments will be required to continue to coordinate the various construction projects included in this discussion. Final construction contract awards would be approved by the Vail Town Council following final project entitlement approvals, completing the construction design documents and obtaining the final contractor pricing. STAFF RECOMENDATION Staff recommends the Council provide direction on the specific components of the lower Ford Park improvement project, listed below, in order to coordinate the Town of Vail projects with the BFAG EC construction project. Town of Vail 9/16/2014 Page 6 Project Contractor Additional Pricing Bud et Replacement of the lower bench restroom $510K $177K Playground improvements to accommodate the new restroom $450K $146K Completion of the water main loo $150K $135K Accessible pedestrian route between upper and lower benches $290 -560K $290 -560K Concrete unit pavers on Central Betty Ford Way including pavers to Manor Vail Bridge $200K $200K Reconstruction of the existing electrical enclosure near the Nature Center Bride $30K $30K Totals $1.90M $1.063M Town of Vail 9/16/2014 Page 6 Ford Park Lower Bench Discussion - 1 1 1� :J1if'1 --D 12 11 C HAIL• BEAVER CRE'I =K E 1W 1 %p 9/16/2014 TOWN OF VAIL Ford Park Lower Bench �,Jr�P �) �-')EE DF DJ �;U The purpose of discussion... To update the Town Council on the following projects on the Ford Park lower bench. ❖ Restroom /Picnic shelter •:+ Playground Modifications *:Accessible route between Upper and Lower Benches •: +Completion of the Lower Bench water line loop •:+ Electrical Transformer Screen near the Nature Center 9/16/2014 Town of Vail I Public Works l 9/2/14 2 Ford Park Lower Bench �,Jr�P �) �-') -E'� DF DJ �;U Staff requesting to Council... Staff requests direction from the Council in regards to proceeding with these projects on the lower bench of Ford Park. •'• Budget implications ❖ timing of the Betty Ford Alpine Gardens Education Center (BFAG EC) •'• Current designs and relationships 9/16/2014 Town of Vail I Public Works l 9/2/14 3 Ford Park Lower Bench T.,r``JJ=�; T -D -E 1�rJ�-�, J i`JJJ°� 6 elements to the lower bench of Ford Park... 1) Replacement of Lower Bench Restroom 2) Playground modifications 3) Upper Bench to Lower Bench Accessible Route 4) Central Betty Ford Way Water Main 5) Central Betty Ford Way Pavers 6) Electrical Enclosure Restroom, Playground & Accessible Route are included in current PEC Application. 9/16/2014 Town of Vail I Public Works j 9/2/14 4 Ford Park Lower Bench 9/16/201.4 Town of Vail I Public Works l 9/2/14 5 Ford Park Lower Bench 1. Replacement of Lower Bench Restroom •:� Anticipated in the 2013 Ford Park Master Plan •'� Increased size to accommodate demand •'� Improve quality •'� Includes picnic area 9/16/2014 Town of Vail I Public Works j 9/2/14 6 Ford Park Lower Bench D Dili] • Currently budgeted for replacement and relocation - $333,000 • Existing is undersized for lower bench area Facility is more than 25 years old, finishes are dated, • Hides playground • Part of Ford Park Mastei Town of Vail I Public Works j 9/2/14 7 Ford Park Lower Bench • Relocates to the west side of play area —opens playground view, relocates swings • Includes four (4) WC's on each side • Picnic shelter on north side 0 0 0 0 0 Te.), 0 T T ..3. F M� �d� - ri �! y =!� i~ �ZA � G G Town of Vail I Public Worksl 9/2/14 8 Ford Park Lower Bench FA Town of Vail I Public Worksl 9/2/14 El CbX 9/16/2014 M i ivaVN OF VAIL' 9 Ford Park Lower Bench D Dili] Finishes to be consistent with new upper bench facility Cost Estimate : $460,000 9/16/2014 Town of Vail I Public Works l 9/2/14 • Goal of constructing building in conjunction w/ BF Education k 4i TOWN OF VA I L-} 10 Ford Park Lower Bench T.,r``JJ=�; T -D -E 1�rJ�-�, J i`JJJ°� 2. Playground Modifications ❖ Accommodate the restroom ❖ Anticipated by the 2013 Ford Park Master Plan •'• Replace existing swings ❖ Additional playground improvements for the next 10 to 15 years. ❖ replacement of the existing basketball court ❖ addressing root damage from the existing cottonwood trees ❖ correction of minor ADA issues. 9/16/2014 Town of Vail I Public Works j 9/2/14 11 Ford Park Lower Bench • Existing budget - $304,000 • Requires ADA accessibility improvements • Damage due to large cottonwoods • Basketball court 9/16/2014 IUVVIV ur VAIL,--," Town of Vail I Public Works j 9/2/14 12 Ford Park Lower Bench r 'I J -j Two different accessibility issues: 1) Connections between lower bench facilities 2) Connection between upper and lower bench 9/16/2014 Town of Vail I Public Works j 9/2/14 13 Ford Park Lower Bench 4 A-l"In 0 0 9/16/2014 I u uv 1q k )OF VAILt Town of Vail I Public Worksl 9/2/14 14 Ford Park Lower Bench T.,r``JJ=�; T -D -E 1�rJ�-�, J i`JJJ°� 3. Upper Bench to lower Bench Accessible Pedestrian Route ❖ No compliance with the ADA Accessibility Guidelines (ADAAAG) •'• 3 reasons to have an accessible route •'• Public facility •'• Internal park circulation ❖ Council's directive •'• PEC application 9/16/2014 Town of Vail I Public Works j 9/2/14 15 11 Ford Park Lower Bench Ford Park is accessible the use of a car betwe the upper and lower b Not currently budgete Town of Vail I Public Works j 9/2/14 16 Ford Park Lower Bench • ADA Accessibility Guidelines • Requirement to provide a compliant accessible route to park facilities • There is NOT an ADA compliant route between the upper and lower bench of Ford Park 9, aA TOWN OF VA1L- 7 Town of Vail I Public Works j 9/2/14 17 Ford Park Lower Bench Two general routes: 1) Hillside by basketball court • Several Options 2) Through Alpine Garden • Very close to accessible • Requires full rebuild of existing path 9/16/2014 Town of Vail I Public Works j 9/2/14 18 Ford Park Lower Bench B FA Ecluca�ie� CAter El Ramp w/ full len gt -I rails and se walls Town ofVail I Public Works j 9/2/14 Upper Bench Parking, Walkways and Ballfields I 14 4 0" Estimated Cost: $340,000 Advantages • Less expensive Disadvantages • Creates a physical barrier • Full length rails top to bottom • Disruptive to site circulation and existing trees 19 Ford Park Lower Bench rjI J Educa A& 9/16/2014 .,. ,U• -•_S. T.,da GOoddrdifmMlow thyetz OepaWilities Provides access for levels of W T IS. I I Q I ..,p (ed i n AL • - • - - 01 W., •- aNN*s previously e. disturbed Town of Vail I Public Works j 9/2/14 20 Ford Park Lower Bench RGO(; **%Z Town of Vail I Public Works j 9/2/14 Estimated Cost: $290,000* Elements • Upper ramp w/ railings • Elevator in BFAG EC Advantages • Less expensive • Solves BFAG EC Access Disadvantages • 9' Wall Required • Long access to RR and play area • Creates a physical barrier • May be disrOA 21 Ford Park Lower Bench Estimated Cost: $450,000 - $500,000 Elements Rebuild existing path Elevator in BFAG EC Advantages • Solves BFAB EC and Garden Access • Don't have to complete garden route now Disadvantages • Potential impacts to Garden plant collections 9/16/2014 Town of Vail I Public Works j 9/2/14 22 Ford Park Lower Bench • Designed to be accessible but not installed in compliance • Some impacts to plantings in upper and lower gardens • Need to spend more time investigating the implications of this route ��,� TOWN OF VA1L Town of Vail I Public Works j 9/2/14 23 Ford Park Lower Bench T.,r``JJ=�; T _D _E 1�rJ�_�, J i`JJJ°� Status Quo Condition with modifications ❖ Revisit traffic gate operations, increase lower bench accessible parking and allow placarded vehicles to enter lower bench ❖ Different operations for special events than day -to -day operations ❖ Inconsistent with Council's directive ❖ Requires constant monitoring by Vail Dispatch •'• Not intuitive to users ❖ Requires reconstruction of existing route with BFAG EC construction following storm sewer realignment ❖ Requires installation of an elevator within the BFAG EC ❖ Scope and cost undetermined at this time 9/16/2014 Town of Vail I Public Works j 9/2/14 24 Ford Park Lower Bench T.,r``JJ=�; T -D -E 1�rJ�-�, J i`JJJ°� 4. Central Betty Ford Way Water Main •'• Improve water service ❖ ERWSD condition of approval for the BFAG EC ❖ The cost is unfunded at this time 9/16/2014 Town of Vail I Public Works j 9/2/14 25 Ford Park Lower Bench T.,r``JJ=�; T -D -E 1�rJ�-�, J i`JJJ°� 5. Central Betty Ford Way Pavers ❖ Included in the 2013 Ford Park Master ❖ Appropriate while water main loop is being installed ❖ The cost is unfunded at this time 9/16/2014 Town of Vail I Public Works j 9/2/14 26 Ford Park Lower Bench 1-j Ill 'l"I'�V r �� Town of Vail I Public Works j 9/2/14 9/16/2014 Waterline Cost: $150,000 • Water District is requiring completion of the water line loop for BFEC approval • Can complete pavers on Betty Ford Way at the same time Paver Cost: $200,000 27 7 Ford Park Lower Bench T.,r``JJ=�; T -D -E 1�rJ�-�, J i`JJJ°� 6. Reconstruction of the existing electrical enclosure near the Nature Center Bridge ❖ Suggested by the Va i I Valley Foundation ❖ Design of a new enclosure has not been completed at this time •'• Not required at this time ❖ Cost estimated at $25 -30K 9/16/2014 Town of Vail I Public Works j 9/2/14 28 Ford Park Lower Bench .�f Town of Vail I Public Works j 9/2/14 9/16/2014 Electrical Enclosure Cost: $30,000 • Improve aesthetics near Park entry, Alpine Gardens and Ford Amphitheater • Not required at this time & kk , k TOWN OF VAIL 29 Project Replacement of the lower bench restroom Playground improvements to accommodate the new restroom Completion of the water main loop Accessible pedestrian route between upper and lower benches Concrete unit pavers on Central Betty Ford Way including pavers to Manor Vail Bridge Reconstruction of the existing electrical enclosure near the Nature Center Bridge Totals 2014 Budget I Contractor Variance Pricing Ford Park Lower Bench i �j J j J i � j �j j I (, ]- -P--EE) U -') -r Staff request the Town Council to provide... ❖ Direction on various components of the lower bench ❖ Direction on the current PEC application ❖ Direction regarding inclusion in the 2105 Capital /RETT 9/16/2014 Town of Vail I Public Works j 9/2/14 31 Ford Park Lower Bench STAFF RECOMENDATION Staff recommends the Council provide direction on the specific components of the lower Ford Park improvement project, listed below, in order to coordinate the Town of Vail projects with the BFAG EC construction project. . Replacement of the lower bench restroom $510K $177K . Playground improvements to accommodate the new restroom $450K $146K . Completion of the water main loop $150K $135K . Accessible pedestrian route between upper and lower benches $290 -560K $290 -560K . Concrete unit pavers on Central Betty Ford Way including pavers to Manor Vail Bridge $200K $200K . Reconstruction of the existing electrical enclosure near the Nature Center Bridge $30K $30K Totals $1.90M $1.063M Town of Vail I Public Worksl 9/2/14 32 - l c VAIL• BEAVER CFZFF-K Em1%p 9/16/2014 .a K�l TM � Lie TOWN OF VAIL rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Five year capital plan PRESENTER(S): Kathleen Halloran, Assistant Finance Director ACTION REQUESTED OF COUNCIL: Provide feedback on the five year plan for the Capital Projects Fund and RETT Fund BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Provide input to staff on the five year plan in preparation for the Town Managers Budget, to be presented on October 21 st. ATTACHMENTS: 5 year plan 9/16/2014 Memorandum TO: Vail Town Council FROM: Finance Department DATE: September 10, 2014 SUBJECT: Five -year capital plan I. SUMMARY The purpose of this discussion is to review staff's projections for the next five years for the Capital Projects Fund and the Real Estate Transfer Tax Fund in preparation for the first reading of the budget ordinance scheduled for November 4. II. DISCUSSION The summary of spending in the Capital Projects Fund and RETT Fund (including projects funded by the Vail Reinvestment Authority) on pages 4 -8 are organized by functionality of the project: whether it maintains town assets, enhances town assets, or is a new asset. These spreadsheets are also color -coded to identify changes from the originally- approved plan. Cost increases are highlighted in orange, revisions or new requests are highlighted in green, and items included as placeholders for future determination are highlighted in blue. Supporting documentation for capital maintenance line items consist of many smaller projects (such as Facilities Capital Maintenance and Capital Street Maintenance). See the reference code at the left of the capital project name on the 5 -year worksheets, for example C -1. The code refers to the page number for additional information on that line item. Capital Projects Fund Annual revenue for this fund is projected at an average of $12.9 million per year, which mainly consists of sales tax revenues (projected at an average of $10.3 million per year for the next five years) assuming the same split of sales tax revenue with 62% going to the General Fund and 38% to the Capital Projects Fund. Revenue streams over the next five years also include $785,000 of continued federal grants for bridge reconstruction and $356,000 of state (CDOT) funding for planning and design of the 1 -70 underpass project. Annual capital maintenance of town assets averages a cost of $2.8 million per year, leaving approximately $10.1 million of cash funding available annually for larger projects such as road reconstruction, parking improvements, facility renovations, variable message signs, etc. The five -year strategic capital plan presented today results in an ending fund balance of nearly $13.7 million in 2019 before inclusion of any projects considered "unfunded" (see page 11 for a listing of "unfunded" projects). 9/16/2014 Plan revisions /additions: • Computer hardware purchases in 2015 and 2016 reflect the replacement of three outdated GIS printers in 2015, and the continuation of virtual server replacements ( "Omnicube Simplivity ") in both 2015 and 2016 (approximately $45K per server, two per year planned). Council approved the first three servers to be purchased in 2014. • $38,000 is requested in 2015 for an update to the software platform for the town's document imaging systems. • $42,000 is requested in 2015 for the 5 -year replacement of the town's network routers and switches. • Software licensing requires an additional $3,000 per year to cover software products purchased in the past several years. The amount is consistent with what has been paid in prior years. • $50,000 is requested in 2015 for structural repairs to the Covered Bridge. While the bridge decking is being replaced this year, the steel structure underneath has exterior rust and will need to be sanded and re- protected. An additional cost to this project is the waterline running underneath the bridge which will need the insulation removed and replaced to get to the steel supporting it. • A transfer to the RETT fund of $3.9 million has been included in 2016 to cover the increased cost estimates and project changes to the Golf Clubhouse. Neighborhood Road Reconstruction projects were pushed out by one year, with Rockledge Road (a shared project with the Eagle River Water & Sanitation District) planned for 2016. Over the five year timeframe cost estimates for these projects were increased by $318,000, or 2.2% due to these projects being in the 5 -year plan for several years. Placeholders for future discussion (highlighted in blue on the worksheet) consist of items requiring additional review by staff but were included for information at this time: • $350,000 is proposed in 2015 for installation of software and cameras in TOV buses. This item is considered a placeholder because an RFP has not been published yet and cost estimate is not firm at this time. • $1.0 million in 2016 is a placeholder for a retrofit or remodel of a Data Center, providing a centralized fire -proof room for the town's data storage and servers. Staff has reviewed various options for locations, including the inclusion in a major renovation /reconstruction of the municipal building, a new site at Public Works, etc. • $5.5 million is a placeholder in 2016 (as included in the prior year's 5 -year plan) for a major renovation of the town's municipal building. • $1.0 million in 2015 is a placeholder for installing the infrastructure for a housing project at the Chamonix site. • $15.0 million is a placeholder in 2019 for an expansion and renovation of the public works shops complex as included in the town's master plan documents. This would include an addition to the current buildings to house buses, heavy equipment, and renovation of office space. One capital project that was considered but not currently included in the 2015 budget proposal is $29,000 for threat - detection software to be incorporated into the town's current camera system in areas with a lot of special event activity. The software is new technology that alerts the dispatch center if certain actions or objects occur on camera. It would provide a quick notification to public safety officers rather than relying on a citizen or guest to call for help. Town of Vail 9/16/2014 Page 2 RETT Fund Annual revenue for this fund is projected at an average of $5.9 million per year. Annual capital maintenance, parks and landscaping, public art, programming for environmental sustainability, forest health management and support of partnering service organizations costs an average of $2.8 million per year. This leaves approximately $3.1 million per year of cash funding available for larger projects without the utilization of fund balance. The RETT fund balance is projected to be $8.6 million by the end of 2019. This includes an infusion of $3.9 million in 2016 from the Capital Projects Fund to be used for the Golf Clubhouse and Nordic Center project and savings of $1.3 million from bike lanes that were completed during 2014. With other large projects recently funded from RETT such as the Ford Park Fields, Amphitheater infrastructure, Booth Creek Park redevelopment, Library recreation path and streambank mitigation, staff recommends an inflow of funding from the Capital Projects Fund to supplement the Golf Clubhouse project. Updated cost estimates currently total $10.8 million, as presented to Council separately during this September 16th work session. Plan revisions /additions: • The annual operating budget for parks, landscaping and recreation areas has been increased in 2015 based on potential impact of healthcare reform ($95K). Otherwise this department increased the operations budget by no more than 2% as directed in the budget guidelines. • Annual support of the town's Forest Health program and staffing reflects an increase due to Council's approval in 2014 of a wildland coordinator (charged 70% to RETT). • The annual support of the town's environmental sustainability programs and staffing reflects an increase due to a proposed Environmental Planner position and additional recycling education and rebate programming as approved in 2014. • Safety improvements are proposed for three parks during 2016, 2017 and 2018: Stephens Park $225K, Buffehr Creek Park $21 OK and Ellefson Park $150K. • A replacement for the temporary skate park that is currently budgeted in 2014 will be pushed to 2016; Repairs that were done last year have extended the life of the skate park, but will have to be replaced by 2016. • Park improvements to Donovan Park were originally budgeted in 2015, but the proposed budget has increased by $75,000 for an additional park shelter. • $1,275,000 is requested in 2015 for completion of the waterline in Ford Park lower bench, paver upgrade to the Manor Vail bridge, ADA accessibility and price increases on restroom and playground. There are two capital requests stemming from Council Contributions that are not currently included in this five -year plan. Staff recommends that discussion take place during the overall review of Council Contributions during the Town Managers Budget item scheduled for October 21St. The two requests include a $975,000 capital contribution toward the expansion and modernization for the Colorado Ski Museum and a $500,000 capital contribution toward the construction of the Betty Ford Alpine Gardens 3,000 square foot education center. Capital maintenance and replacement of assets managed by the Vail Recreation District (VRD) were updated during the annual capital meeting with VRD based on the terms of their lease. The majority of changes involved timing and price increases however a significant addition ($400K) for the replacement of a golf storage building per a request made by VRD has been included in 2016 as a placeholder. The current storage area is experiencing water leaks (from being built into the hillside) and structural failure. The high cost to reconstruct the current Town of Vail 9/16/2014 Page 3 structure is due to the fact that it is built into the hillside, and adjacent to Forest Service property. Any construction done or land moved cannot infringe or impact that property. "Unfunded" Project List This represents projects not currently included in the five -year capital plan, but with potential funding sources identified. The list has been updated for projects that are now budgeted or completed. Please provide staff with feedback regarding prioritization or changes to any projects. As they are approved and funded /financed, projects will be transferred to the appropriate capital budget(s). III. NEXT STEPS Staff will use Council's input in developing the Town Manager's budget (includes General, Capital, RETT and other funds), which will come before Council for a first look on October 21st and ordinance readings on November 4th and 18th. Town of Vail 9/16/2014 Page 4 Attachment G TOWN OF VAIL 2015 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Increased cost from prior 5 -year plan Amended Revisions / newly added project 2014 2015 2016 2017 2018 2019 Placeholder items Revenue Total Sales Tax Revenue: $ 23,100,000 $ 24,486,000 $ 25,710,000 $ 27,000,000 $ 28,350,000 $ 29,760,000 2015 6% incr from 2014 amended; then 5% per year Sales Tax Split between General Fund & Capital 62/38 62/38 62/38 62/38 62/38 62/38 Fund Sales Tax - Capital Projects Fund $ 8,778,000 $ 9,305,000 $ 9,770,000 $ 10,260,000 $ 10,773,000 $ 11,310,000 Use Tax 1,500,000 11500,000 1,545,000 1,591,350 1,639,100 1,688,300 2015 flat with 2014 amended; 3% annual increase thereafter Federal Grant Revenue 240,000 240,000 544,800 - - - 2014 -2016: Bridges at Nugget Lane and Bridge Rd Other State Revenue 475,000 356,000 - - - CDOT share of funding for 1 -70 Underpass study Lease Revenue 197,295 197,295 197,295 197,295 202,227 202,227 Per Vail Commons commercial (incr. every 5 years) and residential leases Project Reimbursement 272,200 - _ - - 2014 Mobile Comm Van cost sharing; $170K Holy Cross LED lighting grant; $29K NWCOG grant to fund Emergency Ops Center at W Vail Fire Stn. TRAHC repayment 494,466 494,466 494,466 494,466 494,466 494,466 Principal and interest on loans to TRAHC Earnings on Investments and Other 36,229 103,654 149,631 103,077 135,326 155,106 0.7% rate assumed Total Revenue 11,993,190 12,196,415 12,701,192 12,646,188 13,244,119 13,850,100 Expenditures Maintain Town Assets Bus Shelters 30,000 30,000 30,000 30,000 30,000 30,000 Annual maintenance C -1 Parking Structures 620,000 680,000 675,000 690,000 690,000 690,000 2015 - 2019 various repairs including deck topping replacement, expansion joint repairs, ventilation, HVAC, plumbing and other structural repairs 2015 update: overall increase of $179K over 5 years. 2015 - 2019 various repairs to town buildings including the upkeep of C -2 Facilities Capital Maintenance 603,563 346,750 exterior (roofing, siding surfaces, windows, doors), interior finishes (paint, carpet, etc), and mechanical equipment (boilers, air handlers, etc). (O Driovan Park Pavilion 58,670 500,000 5,000 5,000 5,000 5,000 2015: to change ventilation & improve noise, which includes a protective structure on the outside of the building; replace heating /air system and $50K furniture replacement; Re- finished floors in 2014 0) SD et Light Improvements 296,000 25,000 25,000 25,000 25,000 50,000 New street lights and to refurbish residential lighting ; Annual maintenance reduced for four years due to upgrade project in 981,200 1,116;500 1,337,600 1,175,900 1,333,200 2014 C -3 G@pital Street Maintenance 1,161,600 On -going maintenance to roads and bridges including asphalt overlays, patching and repairs; Cost increases based on recent pricing Covered Bridge Structural Repairs Repairs to steel structure underneath the bridge to remove rust and re- protect, which also involves working around large pipe under the bridge. The bridge's wood flooring is being replaced in 2014 Flood Incident repairs 105,436 Use $148K of reimbursement from ERWSD collected in 2012 to continue flood repair projecst; Replacement of Bighorn Creek culvert along Spruce Way to coincide with ERWSD relocation of water main infrastructure at same location Fire Truck Replacement 620,900 2014 replace pumper truck from 1999 2014 includes $120K for 24 new cameras in preparation for the 2015's plus $10K for annual capital maintenance of 89 Town -wide camera system 130,000 22,000 22,000 22,000 22,000 22,000 cameras already throughout town (includes municipal public buildings; 6 cameras currently in Vail Village). 2015 - 2019 includes $22K per year for replacement of cameras and equipment; Recorders cost $7 -8K each; cameras range from $800 - 29,937 18,000 18,000 18,000 18,000 18,000 $3800 each; $18K annual maintenance / replacement of audio - visual equipment in town buildings such as Donovan, Municipal building, Audio - Visual capital maintenance 69,979 68,000 30,000 30,000 30,000 30,000 Grand View, LH Welcome Center, etc. Document Imaging Annual maintenance, software licensing, and replacement schedule for scanners and servers. Includes 38K for software platform upgrade in 2015. Upgrade Microsoft products on all equipment; renew licenses in future; Increased costs from vendors; $3K per year Software Licensing 48,000 60,000 51,000 51,000 51,000 51,000 increase from original 5 year plan due to additional software products; 2015 includes $9K for property and evidence room 185,000 168,000 150,000 50,000 50,000 50,000 software one -time expense Hardware Purchases Scheduled rotation of PCs, printers and servers; 2015 replacement of three GIS printers /scanners; Two additional Simplivity 10,000 - - - - - 15,000 - 1,000,000 15,000 15,000 15,000 Omnicube nodes in 2015 and 2016 at a cost of $45K each Copier Replacement Replace 8 year old equipment with color copier, printer, fax and scanner Data Center (Computer Rooms) 2016: Remodel / Retrofit upper and lower computer rooms( power, heating / cooling, fire suppression ). Possible relocation 42,000 12,000 12,000 12,000 12,000 12,000 into a combined room. Website and e- commerce Internet security & application interfaces; website redevelopment (2014); includes $550 /month for web hosting svcs Comm Dev ArcGIS System 14,000 Web access to town GIS information (similar to County's website GIS product) Fiber Optics / Cabeling Systems in Buildings 92,726 15,000 15,000 15,000 15,000 15,000 2014: $52K to install 26 TOV -owned "nodes" for fiber being laid by Crown Castle on our behalf; 24 of these link to the 72,000 - requested cameras throughout town. 2015 - 2019: to repair, maintain & upgrade cabling /network Infrastructure Network upgrades 40,000 30,000 30,000 30,000 30,000 Computer network systems - replacement cycle every 3 -5 years; 2015 replacement of switches and routers Phone System Infrastructure 116,602 - - - - Replace infrastructure for 15 -year old phone system Business Systems Replacement 190,218 Community Development permitting software project and $58.91K for remainder of Finance system project such as implementation of ecommerce, additional training, human resource reporting on healthcare reform, etc. 5- Attachment G TOWN OF VAIL 2015 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Increased cost from prior 5 -year plan Amended Revisions / newly added project 2014 2015 2016 2017 2018 2019 ' Placeholder items Annual capital maintenance of "County -wide "Computer Aided Dispatch /Records Mgmt System "; includes patrol car and fire Public Safety System 50,000 50,000 50,000 50,000 50,000 50,000 truck laptops and software used to push information to TOV and other agencies; TOV portion of annual Intergraph software maintenance Public AM Radio 5,900 - _ _ - _ Upgrade AM1610 equipment to make operational (the station has been down for approx. 1 year); This channel provides road and parking conditions, etc. to the public Transit Center Generator 200,000 Replacement of generator at the Vail Village transit center; includes re- landscaping and re- wiring. Police E- ticketing system 35,000 Electronic ticketing system; reduces data entry done by officers to record physical tickets; will interface with Full Court system Total Maintenance 4,590,131 3,428,260 3,769,725 2,564,225 2,643,900 2,747,950 Enhancement of Town Assets CDOT Required parking 218,000 - - - - - Required parking improvements along the frontage road to enhance guest safety Vail Village Info Booth 1,536,383 Remodel, including addition of restrooms and guest enhancements Guest Services Enhancements/Wayfinding 3,161,947 - Guest Service / Wayfinding enhancements outside of VRA district East Vail Fire Station - 1,500,000 Renovation of East Vail fire station; Generator is most urgent issue; Duty quarters have sewage /drainage problems; Residential quarters need improvements but not currently rented out Energy Enhancements 551,124 - Implementation of energy audit enhancements; includes LED lighting project with shared cost of $170K from Holy Cross Overall increase of $318K across 5 years for the following projects: East Vail roads; $25K for design and $450K in 2015 for shared project with ERWSD on Rockledge Rd; Phase I (Columbine, Spruce Way /Dr., Streamside, Nugget, Glen Lyon, & C -4 Neighborhood Road Reconstruction 25,000 450,000 208,000 4,825,000 4,420,000 4,630,000 Willow Ct) has been pushed to 2016, with $208K for planning / design of roadwork and construction in 2017. Phase II (Meadow Dr. /Ln, Juniper,Main Gore, Ute, Black Bear, Snowshoe & Grouse Ln) plans include design of $365K in 2017 and construction in 2018 1,000,000 700,000 Nugget Lane and Bridge Rd bridges design in 2014/2015 and construction in 201612017; also partial funding from federal C -5 to Ighborhood Bridge Reconstruction 300,000 300,000 grants. Q pUlking Replace parking system in both structures (LH parking structure system had been scheduled for replacement in 2006); Entry System / Equipment 600,000 - - Better financial reporting and potential to interface with variable message signs and other parking systems across town; Partially reimbursed by VRA ($300K) Previously $693K budgeted in 2014 for replacement of approximately 59 radios for PW, PD and Fire. Adjusted to only Radio Equipment replacement 176,000 600,000 include radios purchased over 12 years ago (in 2008 the town replaced a number of radios; these will not be replaced until 2018) Bus Camera System - Installation of software and cameras in buses; Have not done RFP as yet; lead time one month Hybrid Bus Battery Replacement 440,000 - Scheduled replacement: 1 in 2013; 7 in 2014; Estimated life of 6 years Replace Buses 60,002 - 3,524,000 2,804,400 2014: ADA van for on -call pickups; 2016: 8 buses scheduled for replacement ($440.5K per bus); 2018: 6 buses scheduled 5,500,000 for replacement ($467.4K per bus) Municipal building remodel - 150,000 - Planning money shifted to 2015; 2016 amount is a placeholder for a significant remodel should a complete reconstruction - not occur. This cost is an estimate only, actual cost will depend on the scope of the project. Public Works Shops & Maintenance Buildings - - Expansion and remodel based on approved master plan for the Public Works shop complex Timber Ridge Legal /Zoning 15,604 Consultants, legal, etc. related to potential redevlopment project Timber Ridge Redevelopment 225,000 Total Enhancements 7,309,060 1,250,000 11,732,000 5,525,000 7,824,400 19,630,000 New Assets Municipal Redevelopment 43,343 - - - - - Legal / planning / negotiations with VVMC Frontage Road improvements (VRA) - 3,000,000 Previously in 2014; pushed to 2015; From LH Parking structure to Municipal building to coincide with new LH parking 1,000,000 1,000,000 structure entry; funded by VRA (see transfers below) Chamonix Housing Development 12,550 2014: update Housing Market Study; 2015 placeholder for infrastructure 1 -70 Underpass (VRA) 1,631,586 2,200,000 2,200,000 2014 Feasibility study - funded by VRA; CDOT sharing 50% of costs (see revenue above); 2015 -2017 is the town's portion of this project since we were awarded RAMP funding from CDOT East LionsHead Portal (VRA) 68,887 - _ - _ Final bills; remaining items include landscaping in the spring; repairs to a paver area because holding water; Funded by the Vail Reinvestment Authority (East LH Circle) West LionsHead Portal (VRA) 25,000 - - - - - Final bills; Funded by the Vail Reinvestment Authority (Concert Hall Plaza) Lionshead Parking Structure Entry (VRA) 2,164,962 - - - - - Improve entry area into LH parking structure including booth attendant stations. Reimbursed by VRA Lionshead Medians (VRA) 50,000 - - Median construction from LH parking structure to Vail Spa East LH Circle pathway to Dobson (VRA) - 100,000 790,000 - Improve connection from the E LionsHead bus stop to Dobson; planning /design in 2015 Dobson Plaza (VRA) - 100,000 975,000 - Redevelop the center plaza of Dobson for better flow of bus traffic, people traffic (concerts); planning/design in 2015 Buy -down Program 402,118 Buy -down Program Funded by Pay -in -Lieu 684,814 Carry forward current balance of program funding: Housing funded directly by Pay -in -Lieu fees collected from developers 6- Attachment G TOWN OF VAIL 2015 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND Increased cost from prior 5 -year plan Amended Revisions / newly added project 2014 2015 2016 2017 2018 2019 Placeholder items Mobile Communications Vehicle 321,000 Total New Assets: 5,404,260 5,200,000 3,965,000 2,200,000 Total Expenditures 17,303,451 9,878,260 19,466,725 10,289,225 10,468,300 22,377,950 Other Financing Sources (Uses) Transfer from Vail Reinvestment Authority 4,290,435 4,250,000 4,015,000 2,250,000 50,000 50,000 2014: 1 -70 underpass $1.6M; and LH Welcome Center $68.9K; LH Parking structure entry $2.2M, parking equipment at LH $300K; $50K LH Medians; $25K East LH Portal and annual LH parking structure capital maintenance $50K. Transfer from Dispatch Fund 16,800 - - - (3,900,000) - - Transfer from Dispatch for Radio Tower project Transfer from Debt Service Fund 21,311 Transfer remaining balance in the Debt Service Fund Transfer to RETT Transfer to RETT for Golf Clubhouse project Revenue Over (Under) Expenditures (981,715) 6,568,155 (6,650,533) 4,606,963 2,825,819 (8,477,850) Beginning Fund Balance 15,789,376 14,807,661 21,375,816 14,725,282 19,332,245 22,158,064 Ending Fund Balance 14,807,661 21,375,816 14,725,282 19,332,245 22,158,064 13,680,214 M fV O_ A Attachment G 8- TOWN OF VAIL 2015 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Increased cost from prior 5 -year plan Revisions / newly added project 2019 * Placeholder items Forecast. 2014 2015 2016 2017 2018 Revenue Real Estate Transfer Tax 4,900,000 5,145,000 5,402,000 5,672,000 5,956,000 6,254,000 YTD 2014 is pacing ahead of 2013 at this time; 2013 was $4.725; 2014 forecast 3.7% higher than 2013; 2015 and later years proposed at a 5% increase. 2016/17 may see an additional increase from Strata which is not built in at this time Golf Course Lease 132,014 134,654 137,347 140,094 142,896 145,754 Annual lease payment from Vail Recreation District 2% annual increase - deposited to "Recreation Enhancement Account" (accompanying expenditure listed below) Intergovenmental Revenue 119,900 20,000 20,000 20,000 20,000 20,000 $20K Lottery fund proceeds; 2014 $99.91K CDOT grant for water quality vaults Project Reimbursements 1,165,000 - - - - - VRD portion for Golf Course Clubhouse construction Recreation Amenity Fees 10,000 10,000 10,000 10,000 10,000 10,000 Earnings on Investments and Other 33,712 29,106 23,402 1 25,861 21,890 39,882 0.7% rate assumed Total Revenue 6,360,626 5,338,761 5,592,749 5,867,955 6,150,786 6,469,636 Expenditures Maintain Town Assets 1,558,185 257,250 R -1 Annual Park and Landscape Maintenance 1,430,514 1,596,000 1,632,000 1,672,000 1,713,500 Ongoing path, park and open space maintenance, project mgmt; 2015 increase due to estimated healthcare reform impacts ($95K); otherwise 2% increase in operations Management Fee to General Fund (5 %) 195,000 270,100 283,600 297,800 312,700 5% of RETT Collections - fee remitted to the General Fund for administration Tree Maintenance 65,000 65,000 225,000 65,000 229,500 10,000 65,000 234,090 25,000 65,000 238,772 25,000 65,000 243,547 10,000 Regular maintenance for tree health within the town (spraying, removing, new trees); scale spraying on town -owned property at approx. $120 per tree; Initiating tree - planting program for lost trees Fcfgst Health Management 195,000 Full time wildland coordinator as approved in 2014 (70% charged to Forest Hlth); Pine beetle mitigation in conjunction w/ forest service; Wildfire prevention measures St1 t Furniture Replacement p 75,000 2014 increased requests for bike racks and benches throughout town; also includes annual replacement or capital repairs GI9i+ Lyon Bridge 150,000 Re- decking of recreation path bridge; too large a project to include in annual rec path captial maintenance Alpine Garden Support 65,620 66,932 68,271 69,636 71,029 72,450 Annual operating support of the Betty Ford Alpine Gardens; assumes 2% increase per year Eagle River Watershed Support 86,000 87,720 89,474 91,264 93,089 94,951 Annual support of the Eagle River Watershed Council programs; assumes 2% increase per year West Vail Community Garden Fencing 18,500 - _ - - - Council Contribution (off cycle) for installation of wildlife fencing around West Vail Community Garden Actively Green by 2015 Program 37,000 - - - - - Council Contribution (off cycle) for continuation of this town -wide recycling education and certification program run by Walking Mountains; 2015 request for $50K part of Council Contribution discussion Public Art - Operating 95,920 100,248 321,586 102,253 321,500 104,298 321,500 106,384 321,500 108,512 321,500 Art in Public Places programming Environmental Sustainability programs; 2014 increased by $250K for recycling education and rebate programs; 2015 includes new environmental planner position Environmental Sustainability 500,000 Total Maintenance 2,763,554 2,831,921 2,752,098 2,826,388 2,890,574 2,942,160 Enhancement of Town Assets R -2 Rec. Path Capital Maint 104,796 103,989 104,289 112,974 116,375 118,992 128,838 98,500 100,200 97,000 113,000 94,500 Capital maintenance of the town's recreation path system R -3 Park / Playground Capital Maintenance Overall increase across 5 years totals $61,700; Annual maintenance items include projects such as playground surface refurbishing, replacing bear -proof trash cans, painting /staining of play structures, picnic shelter additions /repairs, and fence maintenance Flood Incident repairs 847,795 - _ - - - Re- stabilization of Dowd Junction path; Repairs to culverts, drainage, and preventative improvements Donovan Park Master Plan 5,000 To separate and update the Donovan Park master plan from the Ford Park master plan Library Recreation Path Reconstruction 240,000 945,000 Reconstruction of the recreation path from the Vail Library to Lionshead, including 12 ft wide concrete trail, repairs to eroded culverts at Middle Creek and stream bank erosion repair (50 ft. section); Per Council 9/17/13, do planning /design in 2014 and construction in 2015 Streambank/tract mitigation 1,684,834 - Pending Eagle River Water District study results; Includes estimates for streambank repairs (from water to bank) and riparian repairs (from bank to land area and revegetation) 8- Attachment G 9- TOWN OF VAIL 2015 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Increased cost from prior 5 -year plan Revisions / newly added project 2019 * Placeholderitems Would accompany repairs made with streambank/tract mitigation for storm water and culverts; Fiorecast 2014 2015 2016 2017 2018 Water Quality / Storm Water 449,900 _ _ 2014 includes $99.9K CDOT grant for water vaults 2016: Water quality improvements of $431,500 to create 4 "dry" ponds for run off to improve East Vail Interchange Improvements - 1,120,500 1,089,760 water quality, 4 water quality vaults instead of ponds to allow landscaping the area would cost an incremental $689,000; 2017: Landscaping design and construction of the interchange: $1,089,760; Applied for grant Replacement of temporary skate park; a permanent site has not been identified. Staff recommends waiting until 2016 to install a new temporary skate park with recent fixes Skate Park - temporary 260,000 to current structure. Estimated cost of a permanent site is from $500K - $1.OM; Per Council 8/21/12, move budget for temp. to 2014, with intent of selecting a permanent site in 500,000 the next two years. Bike Lanes: N. Ftg Rd 2014 forecasted savings from combined bike lane projects total $1.3M; Bike lane 200,000 shoulder from Red Sandstone school to Buffehr Creek Bike Lanes: S. Ftg Rd Bike lane shoulders:2014 from Matterhorn to Cascade to be done in conjuction with Cascade 304,000 COOT parking project Ford Park Safety Improvements Moved up to 2014 to coincide with Ford Park improvements; Ford Park playground built in 2000; improvements were previously scheduled for 2015 Stephens Park Safety Improvements - Access improvements to include extended sidewalk, new stairs and other site improvements; playground was built in 1990's Buffehr Creek Park Safety Improvements Request to replace 14-yr old "catalog" playground equipment with custom build in 2017; Also requesting $60K to add a picnic shelter Elk&on Park Safey Improvements - Request to replace 13 -yr old "catalog" playground equipment with custom build in 2018 09 TOV portion of improvements to six portals into Ford Park; Matching contribution from Vail FcO Park Portal Improvements 250,000 Valley Foundation; 2013 for design; Transferred $750K to 2013 Ford Park Fields per Council 0 8/6/13 ($100K tfd in 2013 and $650K in 2014) Fofd Park Parking Lot Slope Revegetation 100,000 Re- vegetate the slope down toward the river at the Ford Park parking lot Redevelopment of entire park including tennis courts, covered areas and playground Booth Creek Park 897,250 - 1,556,880 structures; Tennis court ($262K) and playground ($385K) originally budgeted in 2014 will - 379,000 occur when overall park is reconstructed. Donovan Park _ 2015 safety improvements to playground / park (10 -11 years old); Increased by 75K for new 85,000 picnic shelter construction Public Art - General program / art 390,831 85,000 85,000 85,000 85,000 To purchase sculptures, artwork, art programs and events; remainder is re- appropriated each year to accumulate enough funds Public Art - Winterfest 78,730 Annual Winterfest event; approximate cost of $25K per year; rely on donations Total Enhancements 6,441,974 1,611,489 1,634,989 3,151,614 464,375 298,492 VRD- Managed Facility Projects Recreation Enhancement Account - 134,654 137,347 140,094 142,896 145,754 Annual rent paid by Vail Recreation District; to be re- invested in asset maintenance; 2014 rent was transferred to Golf Clubhouse and Nordic Center budget 2015 golf maintenance building repairs; 2016 *new item at $400K for storage building; asphalt Golf Course - Other 834,092 31,782 540,399 7,204 17,200 19,989 driving and parking area; 2017 gas -fired heater & wood trim /soffits; 2018 boiler; 2019 stucco for mtc building 2014 new boilers; 2015 renovate changing rooms and restrooms; 2017 low slope roof, Dobson Ice Arena 144,475 124,133 28,001 258,020 59,874 103,665 electrical switch gears; 2018 town portion of interior lighting; 2019 exterior caulking and replacement of windows and doors. Overall cost increases, with some due to timing changes totals $76,428 2015 tennis club roof; 2016 clubhouse locker rooms; 2017 mechanical systems & metal Ford Park / Tennis Center Improvements 12,270 85,031 47,476 14,893 5,645 14,509 railings; 2018 wood siding /trim; 2019 brick pavers, grading & drainage. Overall increase to 15,604 59,714 18,254 _ _ _ the 5 -year cost estimates / timing is $62,862 Athletic Fields 2015 restroom / storage facility structure (increase from this addition $56K); 2016 asphalt - 37,006 parking lot Gymnastics Center 2017: Restrooms Nature Center 82,871 2016 Exterior windows, doors, wood siding and slope roof Total VRD- Managed Facility Projects 1,006,441 435,314 854,349 457,217 225,615 283,917 New Assets 9- Attachment G fV O_ A -10- TOWN OF VAIL 2015 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Increased cost from prior 5 -year plan Revisions / newly added project 2019 * Placeholder items Total includes $1.165M reimbursement from VRD, allocation of Recreation Enhancement Funds $765,440, Conference Center funds of $3.8M, current RETT funds of $538,189 (Total project cost estimated at $10.8M, which includes previously spent RETT funds of $705,571 from 2012 & 2013) Forecast 2014 2015 2016 2017 2018 Golf Clubhouse & Nordic Center 6,268,629 3,900,000 Ford Park Improvements & Fields 4,080,792 2015: $1.275M for waterline completion, paver upgrade to Manor Vail bridge, ADA accessibility ($560K of total) between upper and lower bench and price increases on restroom /playground $177K of the total). Public Restrooms 334,174 - Restrooms at lower bench of Ford Park Total New Assets: 10,683,595 1,275,000 3,900,000 Total Expenditures 20,895,564 6,153,724 9,141,436 6,435,219 3,580,564 3,524,568 Other Financing Sources (Uses) Transfer to Capital Project Fund - - Transfer from Capital Projects Fund for Golf Clubhouse project Transfer from Conf Center Fund 1,836,318 _ - _ Remainder of transfer from Conf Center Funds for Golf Clubhouse ($3.8M) and Ford Park Field projects ($3.5M) Revenue Over (Under) Expenditures (12,698,620) (814,963) 351,313 (567,264) 2,570,222 2,945,067 Beginning Fund Balance 16,856,681 4,158,061 3,343,098 3,694,411 3,127,147 5,697,369 Ending Fund Balance $ 4,158,061 $ 3,343,098 $ 3,694,411 $ 3,127,147 $ 5,697,369 $ 8,642,436 fV O_ A -10- * *Costs are estimates ** Priority I Guest Services Enhancements Library Remodel Parking Expansion - LionsHead Parking Expansion - North Frontage Road Simba Run Underpass Feasibility Study Energy Audit Enhancements Main Vail Station - major remodel Priority II East Vail Fire Station Remodel N. Frontage Rd -East Vail N. Frontage Rd - West Vail Frontage Rd - LionsHead Main Vail Round -about Major Reconstruction West Vail Round -about Major Reconstruction Golf Course Clubhouse LionsHead Park (Sundial Plaza) LionsHead Information Center Renovation SP LionsHeAd Parking Structure Enhancements N Concer2lall Plaza (West Portal) Eligible for funding from Capital VRA RETT Projects Fund Description Status V V $18.1 M - $36.2M Y Y Y Y Y Y Y V Priority III Simba Run Underpass Y East LionsHead Circle (East Portal) Y Municipal Building Reconstruction Bike path reconstruction near Pedestrian Overpass Lighting for Pedestrian Overpass to Red Sandstone Newly- identified projects: Alternative Fuel Infrastructure Flood repairs and improvements V 3,500,000 175,000 170,000 Various areas Turn lanes, bike paths, etc based on town's master plan Turn lanes, bike paths, etc based on town's master plan From Evergreen to EverVail Included in 5 -year Capital Projects Fund Completed Partially complete Completed Completed Completed Included in 5 -year Capital Projects Fund Cost estimates will be reviewed after current projects completed Cost estimates will be reviewed after current projects completed 3,600,000 1,000,000 Various funding sources Budgeted in 2014/2015 Funded by VRA Completed Funded by VRA Completed Does not add spaces, but brings remainder of structure up to standards of new transit center and current codes; enhances guest experience; includes heated stairways on east side Funded by VRA Completed CDOT grant awarded for $20M; TOV portion $6M funded by VRA Funded by VRA Completed 15,000,000 On north end of Pedestrian Overpass Add lights on pedestrian path from Red Sandstone to bridge 3,800,000 Continued through 2014 Funding Resource Options: Projected Fund Balance by end of 2019: 6,110,658 8,642,436 13,680,214 - 11 - Completed Capital Budget - Project Detail Project Name: Parking Structure Mtce 2015 2016 2017 2018 2019 $ 680,000 $ 675,000 $ 690,000 $ 690,000 $ 690,000 Project Code: CMT007 Project Manager: John King Description of project: Energy Audit Savings (50,000) (50,000) (50,000) (50,000) (50,000) Vail Transportation Center Concrete and Caulking Repairs 30,000 30,000 30,000 30,000 30,000 Equipment Replacement 30,000 30,000 30,000 30,000 30,000 Expansion Joint Replacement 30,000 25,000 25,000 25,000 25,000 Hot Water Heater Deck Sealing 10000 30,000 30,000 30,000 30,000 Deck Topping Replacement 60000 Elevators 10000 10,000 10,000 10,000 10,000 Ventilation System Repairs 35,000 30,000 30,000 30,000 30,000 Flooring 25,000 10,000 10,000 10,000 10,000 Fire System Replacement 25,000 25,000 25,000 25,000 25,000 Electrical and Lighting 10,000 30,000 30,000 30,000 30,000 Painting and Rust Control 20,000 20,000 20,000 20,000 20,000 Paint Stripes 25,000 15,000 15,000 15,000 15,000 HVAC and Plumbing 30,000 30,000 30,000 30,000 30,000 Interior Finishes 15,000 15,000 15,000 15,000 15,000 Locker Replacement Roofs, Walls, Doors 15,000 15,000 15,000 15,000 15,000 Security 5,000 15,000 15,000 15,000 15,000 Structural Inspection 15,000 15,000 15,000 Structural Repairs 20,000 20,000 20,000 20,000 20,000 Automatic Doors - Terminal Bld. 20,000 20,000 20,000 20,000 Terminal Building 10,000 10,000 10,000 10,000 Windows 5,000 5,000 5,000 5,000 5,000 Vail Information Center 15,000 20,000 20,000 20,000 20,000 Ski Museum 15,000 20,000 20,000 20,000 20,000 Terminal Building 15,000 20,000 20,000 20,000 20,000 Parking Booths 10,000 10,000 10,000 10,000 10,000 Lionshead Transportation Center Expansion Joint Replacement 25,000 25,000 25,000 25,000 25,000 Concrete Repairs 25,000 25,000 25,000 25,000 25,000 Equipment replacement 15,000 10,000 10,000 10,000 10,000 Fire system Replacement 10,000 5,000 5,000 5,000 5,000 Flooring Electrical and Lighting 30,000 Deck Sealing 10,000 10,000 10,000 10,000 10,000 Deck Topping Replacement 50,000 Interior Finishes 10,000 5,000 5,000 5,000 5,000 Painting and Cleaning 25,000 30,000 30,000 30,000 30,000 Stripe painting 10,000 10,000 10,000 10,000 10,000 Roofs, Walls, Doors 10,000 20,000 20,000 20,000 20,000 Structural Inspection 20,000 20,000 20,000 20,000 Structural Repairs 40,000 40,000 40,000 40,000 40,000 Snowmelt Stairs Roofs, Walls, Doors, Windows Interior Finishes Subtotal LionsHead 275,000 270,000 270,000 270,000 270,000 Supplemented Items during the year: Overhaul electrical system /conduit and renovate east stairs at LH structure 9/16/2014 C -1 Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Facilities $ 541,760 $ 319,125 $ 359,625 $ 425,000 $ 346,750 Project Code: CMT005 Project Manager: John King Community Development building Stucco patching / painting (10 yrs) Window repair (10 yrs) Door replacement Roof - damage only Roof replacement (2020) Interior walls and ceilings (6 yrs) Interior flooring (13 yrs) Kitchen update incl. appliances (2018) 25,000 Restrooms - remodel Boilers (2) (2023) Air handling unit relacement (2023) Furnace (2023) and expansion tank (2024) Hot water heater (2020) Fire Station I (East Vail) Misc. Repairs 5,000 5,000 5,000 Budget for Full Remodel in 2016 Stucco patching / painting (10 yrs) Wood siding clean & paint (5 yrs) ; Replace 2017 20,000 Window repair (10 yrs) Door replacement Overhead garage doors Wood decks - rebuild Facility interior: carpet (15 yrs) Facility interior: paint (7 yrs) Hot water heater (2025) Compressor - replacement 3,125 Radiant Heat tube replacement (2022) Exhaust extraction system replacement (2017) Generator replacement (2014) enclosure only Fire Station 11 (Main Vail) Fully Remodeled in 2013 Stucco patching / painting (10 yrs) 2013 Wood siding clean & paint ( 2013) Wood siding replacement Window repair Door replacement Overhead garage doors Sloped roof replacement 2023 Gutters, Downspouts and Heat Trace Facility interior: carpet (15 yrs) Facility interior: the floor Facility interior: paint 7 yrs) Hot water heater 2,500 Radiant Heat tube replacement (2022) Exhaust extraction system replacement (2023) Generator replacement 2028 (new in 2013) misc repairs 5,000 5,000 7,500 5,000 5,000 Fire Station III (West Vail) Misc. Repairs 5,000 5,000 7,500 5,000 5,000 Install water softner. Hard water is damaging appliance: 5,500 Library * Misc. repairs 5,0011 7,500 Full Remodel in 2013 Wood siding clean & paint (5 yrs) Window repair (10 yrs) Door replacement (2018) Metal roofing (2020) Skylights mtce ; replacement 2022 Facility interior: carpet (12 yrs) Kitchen (2018) Restrooms (2) 35,000 Boiler (1) replacement (2025) Expansion tank for boiler Hot water heater replaced in 2013 9/16/2014 C -2 Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Facilities $ 541,760 $ 319,125 $ 359,625 $ 425,000 $ 346,750 Project Code: CMT005 Project Manager: John King Air Handling unit (2023) Air compressor (2021) APPERip" Fire panel (2026) Security system Lionshead Welcome Center Misc. Repairs 5,000 5,000 5,000 10,000 5,000 Lionshead Transit Center Misc. Repairs 5,000 5,000 5,000 7,500 5,000 Police Dept ** Will be adjusted based on plans for Muni redevelopment Stucco patching / painting (10 yrs) VrW Wood siding (6 yrs) Stone Veneer (10 yrs) Windows and doors.(10 yrs) 80,000 Rebuild balconies Roof (2017) 100,000 Gutters and downspouts (2017) 7,500 Subsurface concrete parking repairs (8 yrs) Interior Finishes 40,000 20,000 20,000 20,000 Interior flooring (13 yrs) Kitchens (2) one in 2015; second in 2017 8,000 10,000 Locker rooms and restrooms (16 yrs) Boiler replacement (3) Re -tube Boilers (5) (10 yrs) Circulation pumps (3 yrs) Expansion tanks (4) 12,500 Hot water heaters (2) (17 yrs) Air Handling units (2) 45,000 25,000 Interior Cooling units (4) (2017) Parking garage heaters (5) 6,875 6,875 Rooftop units (7) (2023) Exterior Air conditioning units (2) (2027) Electrical equipment (switch panels) (9) (2026) Fire panel 35,000 Elevator drive and controls 43,750 Elevator cab remodel 20,000 Public Works Administration Misc repairs 5,000 2,000 2,000 2,000 Damaged sections of heated walkways (8 yrs) 50,000 Wood siding clean & paint (5 yrs) 10,810 Window repair (10 yrs) Roof Facility interior: carpet (15 yrs) (2018) 25,000 Facility interior: paint (10 yrs) Kitchen update incl. appliances Restrooms (2) (15 yrs) Boiler replacement 10,000 10,000 Circulation pump (13 yrs) Expansion tank (2018) 6,500 Hot water heater replacement Public Works Shop and Bus Barn Heated concrete slabs - minor mtce (3 yrs) Heated concrete slabs - replace damage (7 yrs) joir351,000 Wood siding clean & paint (5 yrs) 45,000 Wood siding 25% replacement (5 yrs) (2021) 10,000 Window repair (2020) Doors: cyclically rep]. Locks, weather stipping (3 yrs) 15,000 Metal door repair (5 yrs) Window replacement (25% every 5 yrs) 20,000 Overhead garage door 11' (replace section 25 %) (4 yrs) Overhead garage door 22' (replace section 25 %) (4 yrs; 15,000 Steel doors ( replace section 25 %) (7 yrs) Roofing (replace portion 30 %) 45,000 Restrooms remodel 8,750 8,750 Locker rooms 2018 9/16/2014 C -2 Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Facilities $ 541,760 $ 319,125 $ 359,625 $ 425,000 $ 346,750 Project Code: CMT005 Project Manager: John King Boiler replacement Expansion tank replacement (2018) 7,00 , Circulation pumps (3) (5 yrs) Hot water heater replacement 3,125 3,125 Furnace replacement (2 of 9 total) Radiant Heat tube replacement (5 yrs): Bay 62,813 62,813 Radiant Heat tube replacement (5 yrs): Bus barn (2017) Compressors (2018) 5,000 Vehicle service lift replacement (2) 20,000 Vehicle paint booth - replace air cleaning unit 24,375 24,375 Exhaust extraction system replacement 30,000 Fuel level monitor system replacement Water recycle unit replacement (2017) Bus Wash Equipment 45,000 Fire panel (2021) Snowmelt Boilers Annual Maintenance /repairs 50,000 50,000 50,000 50,000 50,000 Lift Stations Ford Park Vail Valley Drive Ski Museum Mis. Repairs 5,000 5,000 5,000 5,000 Facility interior: carpet (2018) 20,000 Restroom 6,250 Hot water heater replacement (18 yrs) Air conditioning unit (2022) Vail Village Info Center Heated concrete slabs - replace damage (7 yrs) Stucco patching / painting (10 yrs) Stone Veneer (6 yrs) Windows and doors.(10 yrs) Retroom (15 yrs) Facility interior: the repair (10 yrs) Facility interior: paint (6 yrs) Transit Offices Heated concrete slabs - replace damage (7 yrs) Stucco patching / painting (10 yrs) Stone Veneer (6 yrs) Windows and doors.(10 yrs) Skylights maintenance (10 yrs) Skylights replacement 25% (7 yrs) (2018) Facility interior: carpet (13 yrs) 15,000 Facility interior: tile repair (10 yrs) 50,000 Facility interior: paint (6 yrs) Restrooms and locker rooms (15 yrs) Buzzard Park Stucco patching / painting (10 yrs) (2018) Wood siding repairs (5 yrs) 2,000 Window repair (10 yrs) Doors: cyclically repl. Locks, weather stipping (3 yrs) Railings maintenance (5 yrs) 1,800 Railings replacement (2018) 30,000 Stairways and landings: wash and seal (4 yrs) 2,988 Roof (2023) Gutters, downspouts and heat trace (2023) Washers and dryers replacement 8,750 Boiler replacement 25,000 Expansion tanks (2018) 7,000 Circulation pump replacement (7 yrs) 9/16/2014 C -2 Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Capital Street Mtce $ 1,116,500 $ 1,337,600 $ 1,161,600 $ 1,175,900 $ 1,333,200 Project Code: CMT004 Project Manager: Tom Kassmel Charlie Turnbull Description of project: Streetscape repair 67,000 70,000 74,000 78,000 81,500 Pavement Inspection 20,000 - 22,000 - 24,500 Data Collection /Intern - - - - - Stripping 34,000 36,000 38,000 40,000 42,000 Crack Seal 115,000 - - 132,000 - Aspahlt Patching 53,000 90,000 60,000 102,000 65,000 Concrete Repair 46,000 70,000 52,000 78,000 57,000 Guardrail Repair 13,000 14,000 50,000 16,000 17,000 Surface Seal 205,000 150,000 135,000 260,000 Asphalt Mill & Overlay 335,000 555,000 620,000 270,000 510,000 Drainage Improvement 67,000 105,000 74,000 78,000 82,000 Storm Water Management 60,000 63,000 66,000 70,000 73,000 Bridge Improvement 63,000 70,000 Sub Total 1,015,000 1,216,000 1,056,000 1,069,000 1,212,000 Contingency (- 10 %) /Misc. 101,500 121,600 105,600 106,900.0 121,200.0 Streetscape repair Maintnenace of streetcape areas Pavement Inspection Bi- Annual Surface Pavement Inspection of all the Town Roads. This allows us to montior and evaluate road conditi Data Collection /Intern Collect and update GPS data inventory(Draiange, Street Lights, Signs, etc...) Stripping Stripe all of the Town roads Crack Seal Seal cracks within all of the town roads. Townwide every 5 years. Spot sealing every year. Aspahlt Patching Full depth and skin asphalt patches as needed throughout the town. Concrete Repair Concrete repair thorughout the town. Guardrail Repair Guardrail repair throughout the town. Surface Seal Slurry and Chip seals on town roads as part of the towns pavement maintenance program. Asphalt Mill & Overlay Asphalt mill and overlays on town roads as part of the Town's pavement maintenance program Drainage Improvement Drainage Improvement projects throughout the town. Storm Water Management Maintenance of Storm Sewer System, contract cleaning, water quality improvement programs. Bridge Improvement Minor Bridge improvements as identified in the biannual bridge inspection reports. Contingency Unforseen Capital Street Maintanence issues that come up throughout the year 9/16/20-V Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Neighborhood Road Reconstr. $ 450,000 $ 208,000 $ 4,825,000 $ 4,420,000 $ 4,630,000 Project Code: CSR007 Project Manager: Tom Kassmel Description of project: Vail Valley Drive Reconstruction Design Construction Rockledge Draiange Improvement/Joint ERWSD Design Construction 450,000 East Vail Road Reconstruction Phase I (Columbine, Spruce Way/Drive, Streamside East/West, Nugget Glen Lyon, Willow Ct.) Design 208,000 Construction 4,460,000 East Vail Road Reconstruction Phase II &III (Meadow Drive /Lane, Juniper, Main Gore Drive /Circle, Ute Ln., Black Bear, Black Gore, Snowshoe, Grouse Ln.) Design 365,000 Construction 4,420,000 4,630,000 9/16/201t4 Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Neighborhood Bridge Reconstr. $ 300,000 $ 1,000,000 $ 700,000 $ - $ - Project Code: CSR008 Project Manager: Tom Kassmel Description of project: Matterhorn Bridge Reconstruction Design Construction "offset by $828K in grant revenue Nugget Lane Bridge Reconstruction Design 300,000 Construction 700,000 Bridge Rd Replacement Design Construction 1,000,000 9/16/2 0-'b4 Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Annual Park Mtc $ 1,558,185 $ 1,596,000 $ 1,632,000 $ 1,672,000 $ 1,713,500 Project Manager: Charlie Turnbull Description of project: Staffing & Benefits 955,655 984,325 1,013,854 1,044,270 1,075,598 (18 seasonal landscapers and 7 full -time equivalents) includes irrigation; landscape architecture; seasonal full -time landscape supervisors Contract Labor 146,000 146,000 150,380 150,380 150,380 (tree spraying, park restroom cleaning, skate I - - - weed management, pest control) - - - - Prof Dev & Dues 9,100 9,100 9,100 9,100 9,100 Water & Sewer 99,910 102,907 102,907 105,995 109,174 Other Utilities 46,926 48,334 48,334 49,784 51,277 Trash Removal 14,461 14,461 14,461 14,461 14,461 Repair & Mtce (buildings, irrigation, fountains, a 71,000 73,130 75,324 77,584 79,911 Janitorial Supplies 16,500 16,500 16,500 16,500 16,500 Chemical Supplies 13,000 13,000 13,000 13,000 13,000 Flowers & Landscaping Supplies 94,237 94,237 94,237 94,237 94,237 Uniforms & safety supplies Other Operating supplies 3,201 3,201 3,201 3,201 3,201 Heavy Equipment Char es internal charge for 1 88,194 1 90,840 1 90,840 1 93,565 1 96,372 9/16/2114 Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Rec Path Capital Mtce $ 103,989 $ 104,289 $ 112,974 $ 116,375 $ 118,992 Project Code: RMT001 Project Manager: Gregg Barrie Description of project: 2,177 Pedestrian Bridge Inspection Report 15,000 Pedestrian Bridge Recommendations (contract) 10,000 5,000 5,000 5,000 5,000 Pedestrian Bridge Recommendations (TOV) 2,500 1,500 Recreation Path directional signage repair 5,000 7,500 10,000 10,000 Dowd Junction engineering 3,000 Deer Screen repairs 1,500 1,545 1,591 Replace Deer Screen 22,000 Path Lighting electric bill 1,915 2,011 2,111 2,217 2,328 Seeding 2,500 2,575 2,652 2,732 2,814 Vegetation Control along shoulders 1,182 1,217 1,254 1,291 Striping 500 500 500 500 500 Sharrows 500 525 551 579 608 Drainage Repairs General 12,381 15,000 17,500 17,500 15,000 Asphalt Repairs General 12,381 20,000 22,500 22,500 25,000 Unforseen Projects /Maintenance 11,670 30,000 30,900 31,827 32,782 Facilities HEO position seasonal 18,461 18,461 18,461 18,461 18,461 9/16/20V V Capital Budget - Project Detail 2015 2016 2017 2018 2019 Project Name: Park / Playground Cap Mtc $ 98,500 $ 100,200 $ 97,000 $ 113,000 $ 94,500 Project Code: RMT009 Description of projects: General Projects Playground surface refurbishing $ 10,000 $ 10,500 $ 11,000 $ 11,500 $ 12,000 ADA Drinking Fountains Irrigation Wireless Conversion Startup Irrigation Wireless Conversion Stations (5 /year) $ 4,000 $ 4,000 $ 4,000 $ 4,000 Replace bear -proof cans ($ 1,150ea) $ 6,000 $ 6,000 $ 6,000 $ 6,000 $ 6,000 General Painting /staining etc $ 1,500 $ 1,500 $ 1,500 $ 1,500 $ 1,500 COMMUNITY PARKS Donovan Park Add small picnic shelter in grass area by b.ball Playground repairs Resurface Basketball court, 60'x 105' Shrub beds in front of pavillion $ 700 Powder coat the playground fence $ 5,000 Refinish "Mother and Child" $ 5,000 Ford Park Seal /stain all structures $ 500 Playground paver repair, tree rings, shade area Resurface Basketball Court Replace worn /broken equipment Replace net on suspension bridge Reshingle Structures $ 6,500 Stairs from gazebo $ 2,500 NEIGHBORHOOD PARKS Bighorn Park Repair willow fence $ 1,000 Sidewalk to picnic shelter $ 7,500 Steps west end playground $ 7,500 Widen Picnic Shelter Concrete $ 4,500 Plant trees west of picnic shelter $ 2,500 Plant stream stabilization Irrigation overhaul (combine raw and tap water systems) $ 5,000 Playground seating under 5 -12 structure $ 1,000 Grab bars on structures $ 1,500 Stain structures $ 2,500 Booth Creek Park Buffehr Creek Park Picnic shelter design $ 7,500 New shrubs Repair sidewalk Ellefson Park Replace play structure decking $ 1,500 Pirate Ship Park Restain structure $ 6,000 Replace web climber New rails /nets Red Sandstone Park Padding Stephens Park Draw /evaluate /redesign existing play structures Streambank stabilization near restroom $ 35,000 Sidewalk - bridge to playground $ 15,000 Add grill at playground $ 1,500 Whitewater Park Refurbish system Grout air lines $ 15,000 Gen Maintenance, Landscaping and Improvements $ 35,000 $ 45,000 $ 50,000 $ 55,000 $ 75,000 TOTAL BUDGET ESTIMATE $ 100,200 $ 97,000 $ 113,000 $ 94,500 R -3 rnwH of vn' �Ii> VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: September 16, 2014 ITEM /TOPIC: Adjournment (estimated 8:30 p.m.) 9/16/2014