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Home My WebLink About2014-10-21 Agenda and Support Documentation Town Council Work SessionNOTE 1 1► 3 C! 5 VAIL TOWN COUNCIL WORK SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 1:00 P.M., OCTOBER 21, 2014 TOWN OF VAIL7 Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. ITEM/TOPIC: 1989 FIS Alpine World Ski Championships "Time Capsule" Opening at the Town of Vail Public Library. Town Council will depart Municipal Building at 1 p.m. and return by 2 p.m. for remainder of the work session. (60 min.) BACKGROUND: Vail Town Council and the public are invited to attend the opening of a time capsule that was created by the Vail Valley Foundation and Town of Vail during the 1989 FIS Alpine World Ski Championships. This gathering will occur at the Town of Vail Public Library. ITEM/TOPIC: Update on 2015 Alpine World Ski Championships (30 min.) PRESENTER(S): Ceil Folz, Vail Valley Foundation ACTION REQUESTED OF COUNCIL: Listen to the presentation and have an opportunity to ask questions of the Vail Valley Foundation. BACKGROUND: The Vail Valley Foundation will make quarterly updates to the Council and the community on the 2015 World Alpine Ski Championships as a result of the Town of Vail sponsorship of the event. ITEM/TOPIC: DRB/PEC Update (10 min. ) PRESENTER(S): Warren Campbell, Planner ITEM/TOPIC: First draft of the Town Manager's proposed budget (60 min.) PRESENTER(S): Kathleen Halloran, Assistant Finance Director ACTION REQUESTED OF COUNCIL: Provide feedback in preparation of the first reading of the budget ordinance scheduled for November 4th BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Provide feedback in preparation of the first reading of the budget ordinance scheduled for November 4th ITEM/TOPIC: Information UpdM/0014 1) VLMD Group Sales Budget Breakdown 2) August Vail Business Review 3) VEAC October 2014 Minutes 4) Annual meeting Tuesday, March 10, 2015, at Donovan Pavilion (5 min.) 6. ITEM/TOPIC: Matters from the Mayor, Council and Committee Reports. (15 min.) 7. ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: update on pending litigation Vail Gateway Plaza Condominium Association Inc. v. Town of Vail et. al. Case number 2011 CV1133; 2) C.R.S. §24-6-402(4)(b) (e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Intergovernmental Agreement with Eagle County for emergency response on Vail Pass. (20 min. ) PRESENTER(S): Matt Mire, Town Attorney 8. ITEM/TOPIC: Adjournment (estimated 4:20 p.m.) NOTE: UPCOMING MEETING TOPICS AND ESTIMATED TIMEFRAMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) THE NEXT REGULAR VAIL TOWN COUNCIL MEETING WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, NOVEMBER 4, 2014 IN THE VAIL TOWN COUNCIL CHAMBERS Ongoing agenda items DRB/PEC updates WS - 15 min.; Information Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. Other proposed agenda items: Vacation Rental Discussion- 11/4 First Reading of Ordinance for 2015 Budget Adoption - ES - 11/4 Resolution for TOV Bank Accounts signature authorization for Finance Director 11/4 VLMD Summer Intercept NPS Analysis - WS - 30 min. - 11/18 Second Reading of Ordinance for 2015 Budget Adoption - ES - 11/18 USA Pro Cycling Challenge Event Followup - 11/18 Follow up Discussion on Competitiveness Plan - WS - 12/2 CSE Funding Recommendations - 12/2 Mountain Travel Update from DestiMetrics (Vail Economic Advisory Council) - 12/16 VLMDAC & CSE Board Vacancy Interviews - 12/16 Proposed Future Agenda Items Council Action Plan Items: **Defining Balanced Community - TBD **Parking & Transportation - TBD **Technology - TBD **Half Day Retreat w/ VLHAW/ BV14 Site visit of Vail Children's Garden of Learning preschool - TBD Ford Park: Managed Parking Program - TBD Ford Park Parking Reservation System - TBD Meet with Avon Town Council - TBD Investment Policy Update ES - TBD 1-70 Vail Underpass Updates - ES - TBD Clean Up Title 12 Land Use Regs / Ordinance - TBD Housing Strategic Plan - George - TBD 10/21/2014 rnwH of vn' �Ii1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: 1989 FIS Alpine World Ski Championships "Time Capsule" Opening at the Town of Vail Public Library. Town Council will depart Municipal Building at 1 p.m. and return by 2 p.m. for remainder of the work session. BACKGROUND: Vail Town Council and the public are invited to attend the opening of a time capsule that was created by the Vail Valley Foundation and Town of Vail during the 1989 FIS Alpine World Ski Championships. This gathering will occur at the Town of Vail Public Library. 10/21/2014 rnwH of vn' �Ii1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: Update on 2015 Alpine World Ski Championships PRESENTER(S): Ceil Folz, Vail Valley Foundation ACTION REQUESTED OF COUNCIL: Listen to the presentation and have an opportunity to ask questions of the Vail Valley Foundation. BACKGROUND: The Vail Valley Foundation will make quarterly updates to the Council and the community on the 2015 World Alpine Ski Championships as a result of the Town of Vail sponsorship of the event. ATTACHMENTS: 2015 TOV Fall Presentation 10/21/2014 October 21, 2014 Town of Vail VAIL• BEAVER CREEK L_ 1 V t • � •' �. p,--a.d by Audi '' 0sbq Varsprur:g Burch Technik Dream It. Live It. Share It. -,I- 10/21/2014 ja l Final Countdown -104 Days! V�BEAVER CREEK 1 Dal' INGING COMMUNITIES TOGETHER' ,DAY, 9 - 22 • 14 1 VAILDAILY.COM I FREE •oup business' seasor. F/l/S " VTRIDEM �.s S.1(f/ M d2 01 lz VAIL• BEAVER CREEK L 1%M Audi !. j Vorsprung durch Technik Race Stuff Katrina `7L, . 6 Ammer APPROVED R■SCHEDULE: WEEK DAY DATE EVENT TYPE TIME VENUE Monday Fab -2 Ladies' Downhill Training (1) Official Training 10:30 Redtail Stadium Opening Ceremony Opening Ceremony 19:00 Solaris Plaza Tuesday Feb -3 Ladies' Super G Competition 11:00 Redtail Stadium Men's Downhill Training (1) Official Training 13:30 Redtail Stadium Wednesday Feb -4 Men's Super G Competition 11:00 Redtail Stadium Ladies' Downhill Training (2) Official Training 13:30 Redtail Stadium Thursday Feb -5 Ladies' Downhill Training (3) Official Training 10:00 Redtail Stadium Men's Downhill Training (2) Official Training 11:00 Redtail Stadium Friday Feb -B Ladies' Downhill Competition 11:00 Redtail Stadium Men's Downhill Training (3) Official Training 13:.30 Redtail Stadium Saturdey Feb -7 Men's Downhill Competition 11:00 Redtail Stadium Ladies' SC (DH) Training Official Training 13:30 Redtail Stadium Sunday Feb -8 Men's Super -Combined Competition 10:00/14:15 Redtail Stadium Ladies` SC (DH) Training (Tentative) Official Training 12:00 Redtail Stadium Monday Feb -9 Ladies' Super -Combined Competition 10:00114:15 Redtail Stadium Tuesday Feb -10 Mations Team Event Competition 14:15 Golden Peak Stadium Wednesday Feb -11 Open Day Open Day Open Day Thursday Feb -12 Ladies' Giant Slalom Competition 110:15#14~15 Redtail Stadium Men's Giant Slalom Qualifiers Qualification 10:15/14:15 Golden Peak Stadium Friday Feb -13 Men's Giant Slalom Competition 10:15/14:15 Redtail Stadium Saturday Feb -114 Ladies' Slalom Competition 10-15/14ZIS Redtail Stadium~ Men's Slalom QualiFers Qualification 10:15/14-15 Golden Peak Stadium Sunday Feb -15 Men's SIMM014 Competition 10:15/14:30. Redtail Stadium Closing Ceremony Closing Ceremony 15:30 Redtail Stadium Charity Cup & Legends ��° Ancillary Races • Wed. Feb. 11, 2015 at Golden Peak in Vail • Korbel Charity Cup organized together with Right To Play ❑ Selling 20 teams of 5 participants (4 + 1 Legend) • Korbel Legends of Skiing race ❑ 16 men, 8 women p 10/21/2014 v� 9K/7LAM F I S VTRIDEM J VTRIDEM d2 A&ol lz VAIL• BEAVER CREEK Audi !. j Vorsprung durch Technik Operations Stuff Katrina .Zwl . 6 Ammer Volunteers 0 A C VAIL•HEAVER CREEK 1 Updated Volunteer Numbers • 3,300+ Total Applications • 2,300 total volunteer positions ❑ All volunteers have now been selected and placed ❑ All others are on a waiting list ❑ Have stopped accepting applications ❑ 39 different volunteer positions WS L 5 L 2015 L L 0� VAIL- i PON d&VAIL 101- 14 INAI L VAIL 0 2W i1 VAI L 10/21/2014 I/S V TRIDEM v-"Sz I�io Ira— 'Op - 0 • - •` VnIL• BEAVER CREEK .&q •I% i Lodging Ae Team Assignments Germany Sonnenalp Hotel Nail Belgium Lodge -at Lionshead Vail Japan Evergreen Lodge Vail Armenia Evergreen Lodge 1 Fail France 'Wail Marriott Mountain PeSort. I Fail Monaco Andorra Sweden Slovakia _ Czech Republic Canada Hungary P, ssia Slovenia Sprain Latvia Kazakhstan ~ Croatia Men Croatia Women Finland _ Nei. -v Zealand Austria Norway _ Switzerland United States of )�al Vail Marriott Mountain Resort or Vail Spa Vail Nail Marriott Mountain Re -sort or Landmark Vail 'Jail Marriott Mountain ljesort 'Jail Landmark Condominiums Vail Landmark Condominiums i 'Jail Four .Seasons Vail_ Fail Cascade Resort 'Jail Nail Cascade Resort. Vail Manor Nail Lodge Fail Manor Vail Lodge Vail Arrowhead Village Arrowhead Arrowhead Village Arrowhead C re e kside at B eaver Creek Seaver Creek Townsend Place Beaver Creek Highlands Lodge R dgepoint Tovv-nhomes The Charter _ Elkhorn Lodge St. James Place The O s prey Italy Pines Lodge Liechtenstein Private Homes Beaver Creek Beaver Creek Be -aver Creek Beaver Creek Beaver Creek Beaver Creek Beaver Creek Beaver Creek Transportation Dally Road Improvements • Paving Project at race finish happening NOW! • Modification and improvement of bus pinch points on Dally Road w 91 C VAIL•HEAVER CREEK 1 F�,, I/S \7TRIDEM ■ ■I■I■leu[■i�`t (■lrfi■I�dll�f�l■l. EWRI[WISIGN Security Community Involvement • Community Awareness Program — 2 hours • Just in time LOC volunteer training — 30 min. • See Something, Say Something program 91 C VAIL•HEAVER CREEK `,qW ,%j Training Exercises • Oct 2012 and 2013 functional exercises around incidents at Red Tail Camp • June 10 — FBI active shooter table top exercise •Oct. 14-15 —Full scale exercise 10/21/2014 F I S7 Y TRIDEM v-'Sz SOUTFAM Accreditation A ... IL W v_x . Cardholder's Coil Folz information Organizing Commitoo Prasidon# Mail Valloy Foundation 111111111111 Additional access Is t' icons 10/21/2014 cc 0 A C VAIL•HEAVER CREEK 1 F/I IVTRIDEM Badge Type Cardholder's Photo Accreditation Zones Ticket Program Hospitality Tickets nlic VAH_ BEAVER CREEK —SUNDAY— FEB 02, 2015 —MONDAY— FEB 02, 2015 Stadium Tickets —MONDAY— FEB 02, 2015 91A�A C VAIL•HEAVER CREEK 1 Hospitality House Tickets —FEBRUARY——FESRU9RY- 02-15, 2015 02-15, 2015 Time • Ma4uhisa, Solaris Vail Time • Salads Vail Open on award nights Open on award nights 1 JI �� —MONDAY— , —TUESDAY— FEB 02, 2015 FEB 10, 2015 —SUNDAY— —FRIDAY— RESERVED SEATING RESERVED SEATING FEB OS, 2015 FEB 06, 2015 ime •Beaver Creek ime • Vail ime • Four Seasons Vail rime • lacalion ►°��.va 10/21/2014 Social Event —WEDNESDAY— FEB 11, 201F: Time Location F"In • Ptv +' L �V 11x PRESS PARTY —FEBRUARY - 02 -15, 2015 ime • Beaver Creek Tickets Y TRIDEM —TUESDAY— FEB 10, 2015 Time • Beaver Clerk VnIL- BEAVER CREEK &I '415W I %J Red Tail Stadium 10/21/2014 us F I/S A Alil 40 EURKWISION F/l/S " VTRIDEM �.s S.1(f/ M Fun Stuff c d2 01 lz VAIL• BEAVER CREEK L 1%M Audi !. j Vorsprung durch Technik ■ ;mac a I iLf f 1 ffF �-�--- Yi .41 lob lw `° u i I.. oo TV / Broadcast Recent Updates • Race Graphics Package finalized for Speed, Tech, &Nations Team races Nations Team Event aA C VAIL•HEAVER CREEK 1 1 TRIDEM TV / Broadcast Opening Sequence 10/21/2014 0 A C VAIL•HEAVER CREEK 1 IVTRIDEM I/S 1w v� 9K/7LAM TV / Broadcast 0 A C VAIL•HEAVER CREEK 1 Antelope Camera — 2,500 Frames/Second 10/21/2014 0or I .,A .: I/S 1w v� 9K/7LAM Marketing/PR 0 A C VAIL•HEAVER CREEK 1 Brand Ambassadors/Targeted Athletes e,o,o,er�reamsb V Ilse rCreek ]Cts V�H� f�yi959��on��ppn Lntl • Top 20 athletesa to NotldCapn�n�asap Cpreek ,5 m,r1araundN mk,,15VM -4,WVal[ 9aaver� P h fga�70t5 rr0etails att''i'aW_varejy °Pen {eft iroto. i a n Cha 'aaecr sAots ae �a�etown of nrih ban Hofm,aioE Previ a... .; �d�1$com • Examples • Upcoming efforts CongratuFatimrs to our camiamly pkketl f Nel4y Am Shaor�! Yw jua[xm our prize signetl by the marvelous Mksela Sh'iR,m. 0.Eessaga us wvlh ydx mailing intwme �pvonn ugn, Awnomme s ecrvnme namec.x moven � roa - „pae...n,...w #Vai12015 10/21/ 111 ,rt - F � - Mikeela Shi kin August 2T 0 Hey hey hey! The '"Jail Beaver Creek 2015 page is about to hit 1 UDD followers! Once they get to 15,0100, they are going to choose a fan randomly and give out something special! (spoiler alert: i# might have my autograph on it, if that fan chooses!) — (& feeling excited Unlike Gomnient Share You. Karrina Ammer. Lindsey Myers and 95•5 Dthers'dike this. .170 I+ TItelEnrl 12 D E Shares Top Comments- Marketing/Comm. Paid Media Plan • Messaging/Timing q "A c V- AIL- yBEAVER ;R Ri MoR FIS ALPINE WORLD SISI CHAMPIONSHIPS 4 BEAVEW tYiEEH FEB 2-15,2015 Dream It. Live It. Beare It. �- • Publications & Calendar ❑ Print ❑ Digital ❑ Broadcast ,e Pay k* a.. F I/S 1wIVTRIDEM O c M a r k e t i n /Comm . &M ,qwgEAVER CREEK%j Mobile Application • Geo -Location Enabled mylocation: Sun Up Bowl • Social Media Integrations No Friends Out Today Post Location On Faeehook • Live Timing & Snow Report Integrations °`S- Ft°$ot". • Sponsor Activations Share the app • Robust Transportation Schedules • Target Launch Nov 1 Lorem ips rd dolor sQ amet, coniecaetur ad P's"ing elit, sed do eiusmod temper 6ncldidunt ul labors at do lore magna aliqua. UI enim ad MWft veniam, quls nosh, Read More... Loo- ipsum dolor sli amet, consectetur adipisicirg alit, sed do a rood lempor iocididunt keyword 'Dec— Title of Event One O " am Title of Event Two a LoaaYAnn o! Evenr 100 pm Title of Event Three O TYtle of Event Four .5 00 pm Title of E, Parking Bus Stops 0 - Restaurant Restaurant O Bar Shopping Ski/Snowboard Shop Parking Galleries Cj O c Ceremonies and Festival` REAVER • Opening Ceremonies Free to Public • Awards Ceremonies to be followed by concerts each night • Snow To Show Music Festival throughout • Beer Camp in Vail 10/21/2014 9 ,e ,� NEVE . .T;Z v� 9K/7LAM FI TRIDEM Special Touches aA C VAIL•HEAVER CREEK 1 Winning Anthem sung live each night by Colorado Children's Chorale F. 10/21/2014 r 1 Thank You ! ! ! VAIL• BEAVER CREEK L_ 1 V p,--a.d by Audi OS, Varsprur:g Burch Technik =Of Dream It. Live It. Share It. -,I- 10/21/2014 ja l VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: DRB/PEC Update PRESENTER(S): Warren Campbell, Planner ATTACHMENTS: October 13, 2014 PEC Meeting Results October 15, 2014 DRB Meeting Results 10/21/2014 rnwH of vn' �Ii1 TOWN OF VAIt' PLANNING AND ENVIRONMENTAL COMMISSION October 13, 2014 at 1:00pm TOWN COUNCIL CHAMBERS / PUBLIC WELCOME 75 S. Frontage Road - Vail, Colorado, 81657 MEMBERS PRESENT Henry Pratt Luke Cartin John Rediker Pam Hopkins Michael Kurz Dick Cleveland Site Visit: None MEMBERS ABSENT Webb Martin 120 minutes A request for a recommendation to the Vail Town Council on the adoption of the Vail Valley Medical Center Master Plan, to establish a comprehensive redevelopment plan for the Vail Valley Medical Center, Lot 10 (Town of Vail parking lot), and US Bank Building, located at 181 and 281 West Meadow Drive and 108 South Frontage Road West/ Lots E, F, and 10 Vail Village Filing 2, and Lot D-2, A Resubdivision of Lot D Vail Village Filing 2, and setting forth details in regard thereto. (PEC140011) Applicant: Vail Valley Medical Center, represented by Braun and Associates Planner: Warren Campbell ACTION: Tabled to October 27, 2014 MOTION: Kurz SECOND: Rediker VOTE: 5-0-1 (Cleveland recused) Commissioner Cleveland recused himself due to his involvement with the hospital. Warren Campbell gave a presentation covering the staff memorandum. Campbell outlined the plan for the hearing and the item of loading and delivery and traffic was the first item presented for discussion. Charlie Crevling, Chief Financial Officer, introduced himself and thanked the town staff, community and PEC for their work on this master plan. He added that the VVMC is taking the process seriously which is exhibited by the resources they have brought on board to address the various topics included within the master plan. Tom Braun, representing the applicant, began with a follow up to the earlier work session with answers to some of the questions posed. These included questions concerning ambulance traffic counts, enforceability of provisions, inclusion of the US Bank parcel and the west lot in the master plan, and the possibility of loading and delivery off of the frontage road. Russ Sedmak, architect for the VVMC, embellished on the topic of access to the site from the frontage road and access from West Meadow Drive. Russ walked through how the access from the frontage road is proposed to work including internal motor vehicle turning movements. Russ outlined the challenges posed with development sequencing, existing private covenants and the desired elevation of the main hospital floor. Skip Hudson, traffic consultant for the VVMC, outlined his findings based on actual traffic counts. He stated that they had performed the traffic counts in the past week. 1 62Q14 Commissioner Hopkins questioned if seasonality affected traffic counts as the previous week would have been a slower time potentially in town. Charlie Crevling described how loading and delivery would only be a few trips greater during the busier winter season as more medical supplies were needed daily. Hudson continued presenting his data including peak hour activities and what percent of traffic loading and delivery account for on West Meadow Drive. The analysis showed that the VVMC loading and delivery would be approximately 9% of the traffic on West Meadow Drive after the hospital user groups were relocated to the South Frontage Road. Commissioner Pratt requested clarification on the traffic counts shown in the slide. Hudson walked the Commission through the numbers. He explained that the table did not include any traffic trips for VVMC except the remaining loading and delivery. Commissioner Hopkins asked if doctors would be using West Meadow Drive for access. Hudson explained that doctors, employees, patients, visitors, and ambulances would use the South Frontage Road for access. Commissioner Cartin asked about time frames that loading and delivery vehicles took to offload materials. . Hudson provided some greater detail in the functioning of the loading and delivery facility currently. Braun returned to discuss how the proposed loading and delivery would function in comparison to existing conditions and reiterated the proposed reduction in overall traffic. Braun stressed the relocation of the front door. Braun walked through how vehicles of different sizes would use the proposed facility. Proposed landscape treatments were presented. Commissioner Kurz interjected stated his belief that a management plan would be needed for the loading and delivery facility. He highlighted the need to maintain site distance triangles so loading and delivery vehicles could clearly see the various user groups and vehicles on West Meadow Drive. Braun discussed access to the site by large vehicles that would not use the interior facility. Vehicles larger than a SU30 would be utilizing the west parking lot. Braun showed several site plans showing turning movements of the larger vehicles in the parking lot. Hopkins inquired about pedestrian access from West Meadow Drive to the South Frontage Road. Braun explained the anticipated indoor and outdoor circulation for pedestrians. Kurz commented on public art and the recognition of limited space along West Meadow Drive as contemplated in the Streetscape Master Plan. Campbell explained that the installation of public art would be contemplated to occur along the length of the VVMC West Meadow Drive Frontage not necessarily in the proximity of the loading and delivery facility. 1 62214 Jim Lamont, Vail Village HOA, asked about VVMC's down valley facility and its potential for expanded transfer use for larger vehicles. Off site transfer may be a viable solution. He spoke to the improvements made to the loading and delivery operation of the VVMC since the last hearing when he provided numerous photos of existing conditions. He felt that the improvements made in under two weeks shows that management and oversight of the operations can result in positive improvements. Jim questioned the lack of independent validation of traffic counts and analysis. Requested verification of West Meadow Drive traffic numbers. Spoke to a need to trust but verify collected data. He described the increasing use of West Meadow Drive for recreational users. Spoke to enforcement of management plans and necessary trip points that require action. Spoke to his recent observations and solutions that move truck operation onto VVMC property and the west lot as opposed to the proposed indoor loading facility. Suggested an enclosed facility on the west parking lot may be more appropriate. Feels master plan only speaks to a snapshot in time as opposed to a fluid, evolving situation. Spoke to covenants on the property and the ability to renegotiate them. There should be options in the master plan which anticipate the possible renegotiation of covenants on the property. Richard Leibhaber, resident/property owner, spoke to the need to take all homeowners' concerns into account. Gwen Scalpello asked for details regarding the traffic counts. Braun and Hudson spoke to the methodology used for generating traffic counts. Tom mentioned that an off site loading facility is still under consideration. Commissioner Pratt stated that the master plan is not adopting a specific plan but is detailing a utopian idea for what should occur on the site in the future as a guide for the review of specific development plans. Commissioner Rediker stated the applicant has done a good job analyzing the loading and delivery issue and the residential owners have some valid concerns. John spoke to Kurz's comment about landscaping and negative impacts to site triangle visibility. John stated loading and delivery off of West Meadow Drive was appropriate. Commissioner Kurz stated this process was touching upon the actual design of the site and that a broader viewpoint is needed. He suggested the master plan include language speaking to the goal of minimizing traffic on West meadow Drive with every possible opportunity. Commissioner Hopkins suggested that any future management plan for loading and delivery include periodic reviews. She asked for more detail on the pedestrian circulation on site. Commissioner Cartin asked for the reasoning behind the location of the oxygen tank. Luke asked for a broader view within the master plan in regards to the possibility of other loading and delivery solutions in the future. Commissioner Pratt agreed that the master plan should remain goal oriented. Henry expressed trepidation with incorporating a management plan that gets forgotten about. He suggested looking for design solutions to address concerns and eliminate them from arising. Commissioner Rediker felt the goals of loading and delivery need to be practical and feasible, and not prohibitive to the function of the hospital. 1F)/Rd6?g14 Kurz thought a traffic management plan for Meadow Drive is needed, or something to that effect, so that all modes of transportation are given proper consideration. Cartin asked for clarification on Jim Lamont's vision for a loading facility. Lamont spoke to various types of facilities with which he is familiar. He suggested that anytime deliveries could arrive in smaller trucks that could use the South Frontage road entrance it would result in fewer trucks on West Meadow Drive. Warren Campbell then briefly presented Staff's position on traffic and circulation. Staff would like to know the PEC's preference in regards to the South Frontage Road improvements. Hudson then presented the hospital's concerns about the proposed options for improvements to the South Frontage Road. He felt it was premature to choose a preferred option. Braun discussed the pros and cons of the various options under consideration for the South Frontage Road improvements. Commissioner Kurz asked if the Evergreen can locate its entrance to the west. Tom Braun said all options are still on the table and would need to be evaluated during the review of its development plan. Commissioner Pratt asked if it was premature to review this. Warren Campbell stated no — that given the amount of time to complete the master plan November 24, it needs to be looked at now. Commissioner Cartin asked for staff to speak to the need for a round -about and the challenges associated with the non -round -about options. Tom Kassmel, Town Engineer, spoke to the need to restrict/eliminate left turn movements. The roundabout was being designed to accommodate the future anticipated growth in traffic on the frontage road. With properties being limited to right -in right -out movements a roundabout was need to allow for vehicles to turn around and head in the direction desired. Lamont, Vail Village HOA, stated the preferred option may be too close to the Main Vail round- about. He then discussed the need to consider the movement of people from site to site within the study area. There are some strategic opportunities to bolster the civic amenities in the area and to ignore that would be a mistake. The redeveloped Evergreen and municipal sites will increase traffic generation. Pedestrian connectivity must be given equal footing as vehicular connectivity. He suggested it would be appropriate for either a tunnel or elevated walkway from the proposed municipal parking structure south across the frontage road for pedestrians. We have tipped from a rural town to a urban town (which is not a bad thing). A pedestrian crossing needs to be included in this conversation. Commissioner Hopkins agreed with Jim. Commissioner Cartin asked that the traffic solution be a coordinated effort between all three adjacent properties. Commissioner Kurz agreed with Hopkins and Lamont regarding the need to give some attention to the pedestrian. 1 62 414 Commissioner Pratt felt the traffic solution needs to address all three properties. He also agreed a tunnel or some other solution should be explored for pedestrians. Hudson stated that pedestrians are being considered in the design. George Ruther stated that all traffic studies and resulting design solutions will be included in additional planning documents, such as the Town of Vail Transportation Master Plan. Jim Lamont mentioned is would be wise for the master plan to speak to the decision making process as to why a particular option is preferred. Warren Campbell introduced the subject of parking and different methodologies for determining parking requirements. Warren highlighted that the GU zone district does allow the PEC to determine the actual parking demand. Braun stated that the goal, to be included in the master plan, is to address any deficit and to provide all needed parking on site. Braun discussed the methodology used, known as Method #2. Spoke to decompression as opposed to additional employee generation. Hopkins questioned how shift changes effect parking requirement. Braun acknowledged the question and spoke to ongoing discussions and proposed inclusions in the CUP process. Lamont spoke to the complexities of the medical center, ongoing rehabilitation operations (contractors, etc.), and the need to recognize the need for these workers who are not actually employees of the medical center to have access to parking. Spoke to setting aside spaces for these users. The commission spoke in general support of the methodology contained in Method 2 for parking need determination. Commissioner Pratt requested an option for valet parking be included in the master plan. Pratt suggested contractor parking may be accommodated in the interior loading and delivery area. Questioned counting US Bank building parking but not the demand. Braun clarified that both the demand and supply were considered in the case of the US Bank building. Campbell introduced the subject of building bulk, mass and scale. Spoke to the GU zone district and looking to neighboring properties for context. Spoke to one level of concern at the master plan level, that being the southeast corner of the building near the proposed loading and delivery area. Spoke to setbacks and anticipated bulk and mass. Braun spoke to building levels and context including allowable heights of neighboring buildings under zoning. Sedmak spoke in general to the building mass and scale and that the massing models do not illustrate the fenestration that will be proposed at the CUP level. Spoke to roof elements, transparency, screening of mechanicals, streetscape and other similar items that will be worked through and shown at the CUP level. 1 62614 Lamont feels that the design issues will be more evident at the development review stage. Spoke to the success of the passageway along the west side of the Four Seasons property and the need for a north/south pedestrian walkway on the east side of hospital site. It could serve dual purpose for pedestrian circulation and a landscaping buffer between adjacent properties. Commissioner Hopkins spoke the need to soften facades. Supports the pedestrian way along the east property. Commissioner Kurz supports setbacks because of the anticipated bulk and mass. He highlighted the need to give attention to the southeast corner and its articulation. Brought up the idea of areas of respite in nature for patrons and visitors of the campus. Specifically the potential for Middle Creek. Commissioner Pratt questioned setbacks along the south property line because of the lack of shadows created on the street. Strongly supports the north -south pedestrian connection along the east property line. Would like to see inclusion of language in the master plan about setbacks in this area and avoidance of institutional architecture. Campbell introduced the topic of employee housing and the language that is proposed in the master plan mirroring the language in the Vail Town Code. Braun spoke in general to this topic and what would be addressed at the CUP level. Mentioned existing VVMC employee housing and the desire to mitigate offsite for future employee generation because of limitations and conflicts on site. Commissioner Rediker supports the applicant's proposal that on site is not appropriate. Commissioner Kurz concurred with Rediker. Commissioners Hopkins and Cartin also support off site and the use of all on site space for hospital related activities. Commissioner Pratt also agrees. Campbell introduced the topic of Middle Creek and the need for significant improvement on how the site relates to the creek. Mentioned need for a heightened awareness regarding the environmental effects. Braun spoke to additional language proposed for the master plan and what would be seen at a future hearing with the adoption of the final master plan. Commissioner Cartin spoke to the need for the Town to look at their side of the creek as well. Comprehensive approach needed. Commissioner Hopkins agrees with making the creek an amenity. Commissioner Rediker supports the additional language proposed by Braun and recommended the inclusion of language concerning riparian plantings. Commissioner Kurz agrees. Commissioner Pratt encouraged the inclusion of additional language concerning amenities. Spoke to the need for greater attention in general to the Town's north/south creeks. 1 62614 Jim Lamont spoke to the compressor noise at the southwest corner of the property and the need to address that in Phase 1. Jim mentioned the need to step up the approach to urban runoff and its treatment. Need to differentiate between different types of runoff. Spoke to mechanical treatment as opposed to retention/detention. Encourages a proactive approach. He concluded by suggesting the potential for a wildlife corridor along Middle Creek and the potential to remove the grates from the culverts to allow for animal movement. Campbell reviewed the applications and processes moving forward including revisions to the Lionshead Redevelopment Master Plan, Town of Vail Transportation Master Plan, Town of Vail land Use Master Plan, etc. Braun wrapped up and thanked the Commission for their time. 15 minutes 2. A request for a final review of a variance from Sections 12-6C-6, Setbacks, Vail Town Code, pursuant to Chapter 12-17, Variances, Vail Town Code, to allow for a residential addition within the side setback area, located at 4394 Streamside Circle Unit B/Lot 9, Bighorn Subdivision 4th Addition, and setting forth details in regard thereto. (PEC140035) Applicant: Don & Kathy Vestal, represented by Custom Mountain Architects Planner: Jonathan Spence ACTION: Approve with condition(s) MOTION: Kurz SECOND: Rediker VOTE: 6-0-0 CONDITION(S): 1. Approval of this variance is contingent upon the applicants obtaining Town of Vail design review approval for this proposal. 2. Prior to requesting any final planning inspection, the applicant shall have recorded a revised duplex subdivision plat with the Eagle County Clerk and Recorder that accurately reflects the improvements on the property. Jonathan Spence delivered a presentation based on Staff's memorandum. Commissioner Kurz asked if the neighbors had any issues. Spence indicated all neighbors were notified and one reached out to Staff to express support. Commissioner Cartin asked if the steam setback would be encroached upon. Spence answered, no. Commissioner all spoke in support of the application. There was no public comment. 45 minutes 3. A request for the review of a development plan, pursuant to Section 12-8E-6, Development Plan, Vail Town Code and a conditional use permit, pursuant to Section 12-8E-3, Conditional Use, Vail Town Code, to allow for the redevelopment of the Ski and Snowboard Vail Club Vail site with a new private and public club and multi -family residential dwelling units, located at 598 Vail Valley Drive/Part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto. (PEC140020, PEC140023) Applicant: Ski and Snowboard Club Vail, represented by Braun and Associates Planner: Jonathan Spence 1 62714 ACTION: Tabled to October 27, 2014 MOTION: Kurz SECOND: Cleveland VOTE: 6-0-0 Commissioner Pratt introduced the application. Cartin clarified his reason for recusing himself last time this item was heard and why he not recusing himself this time. Jonathan Spence delivered a presentation based on Staff's memorandum. Spence asked the PEC to speak to the three items in Section VIII of Staff's memorandum and anything else deemed relevant. Tom Braun delivered a presentation on the background of the ski cub, its functions and needs, and the nature of the proposal. Commissioner Kurz asked about the rezoning process and the timing of the development plan. Tom stated the approval of the development plan was contingent upon the rezoning. Rediker asked for clarification — how the timing worked in regards to conveyance. Kyle Webb then presented the proposed design and the parameters driving the design. Tom Braun then spoke to employee housing, parking, and traffic/circulation. Commissioner Cartin asked if the drop-off lanes would allow for flexibility as is the case now where temporary parking spaces are sometimes allowed. Commissioner Cleveland asked how many employees use the Village parking structure. Tom replied few if any. Commissioner Pratt asked who the primary users of the 24 parking spaces would be. Tom replied it would be coaches and employees. Pratt asked about trailer parking and equipment drop-off. Tom explained how the site functions now and how the proposed site would function. Tom then spoke to traffic and circulation. Commissioner Kurz asked about capacity and what the capping mechanism is for the ski club. Dave Viele discussed the model the ski uses. It is dependent upon a few variables. Quality is the main driver. Snow space is another driver. Commissioner Cleveland asked for clarity on the circulation of the drop-off lanes. Dick also asked for traffic counts. Tom explained the circulation. Tom did not have clear figures on the traffic counts. Dick made the point that on -street circulation must improve as a result of this proposal. Tom said that the ski club is considering off site drop-off areas and that a management plan could be part of this process. Dick expressed some concerns regarding bulk, mass, and height. Spence said the neighbors have been consulted throughout the process in this regard. Phil Hoversten of the ski club spoke to the engagement process with the neighbors, specifically a mock up of height for the Manor Vail condo owners. Commissioner Cartin spoke to the potential of having a pull -off area for trucks with small trailers to unload equipment. Tom Braun spoke to the fact that teams with trailers arrive early and are gone before drop-off occurs. 1 62A14 Commissioner Pratt asked if the expanded site is affecting the children's center at all. Tom Braun stated there was no negative impact to the children's ski center. Commissioner Pratt inquired as to the amount of floor area designated for administrative offices. Is that 9-5 office space? Kyle Webb detailed the reasoning behind the various areas devoted to coaches. He described the hours that coaches would be utilizing the space. Commissioner Rediker inquired into the impacts of the travel lanes above affecting the employee housing unit quality of life. Kyle Webb stated that the construction of the employee housing units would be such that the vehicles above would be isolated by concrete. Commissioner Cartin spoke to the need for the redevelopment. Commissioner Cleveland spoke to the appearance that the significant issues seems to have been addressed. Commissioner Pratt felt it was an elegant building and felt the EHUs on site were great. The parking analysis should take into account providing parking for the EHUS. He also spoke to his concerns about encouraging and directing users to utilize Vail Valley Drive east to the Golf Course. 15 minutes 4. A request for the review of a final plat, pursuant to Chapter 13-4, Minor Subdivision, Vail Town Code, to allow for the re -subdivision of Parcel 1 of the Golden Peak Ski Base And Recreation District Parcel and Part of Tract B, Vail Village Filing 7, in order to establish Parcel 3, Golden Peak Ski Base And Recreation District Parcel, the redevelopment site for Ski and Snowboard Club Vail, located at 460 and 598 Vail Valley Drive/Parcel 1, Golden Peak Ski Base and Recreation District Parcel, and Part of Tract B, Vail Village Filing 7, and setting forth details in regard thereto. (PEC140021) Applicant: Ski and Snowboard Club Vail and Vail Corporation, represented by Braun and Associates Planner: Jonathan Spence ACTION: Tabled to October 27, 2014 MOTION: Kurz SECOND: Cleveland VOTE: 6-0-0 5. A request for a recommendation to the Vail Town Council on a major amendment to Special Development District No. 4, Cascade Village, pursuant to Section 12-9A-10, Amendment Procedures, Vail Town Code, to allow a revision to the approved development plan for the Cornerstone site to facilitate the construction of a tensioned membrane structure, located at 1300 Westhaven Drive/Unplatted, (Liftside/Cornerstone) and setting forth details in regard thereto. (PEC140019) Applicant: Charter Sports, represented by Braun & Associates Planner: Jonathan Spence ACTION: Tabled to October 27, 2014 MOTION: Kurz SECOND: Cleveland VOTE: 6-0-0 6. A request for the review of amendments to a conditional use permit, pursuant to Section 12-9C- 3, Conditional Uses, to allow for improvements to a public park and active outdoor recreation area, facility, and use (restroom and picnic pavilion) on the Lower Bench of Ford Park, located at 1F)/Rd6?014 530 South Frontage Road East/Unplatted (Ford Park), and setting forth details in regard thereto. (PEC140024) Applicant: Town of Vail, represented by Greg Hall Planner: Jonathan Spence ACTION: Tabled to October 27, 2014 MOTION: Kurz SECOND: Cleveland VOTE: 6-0-0 7. A request for the review of an amended final plat, pursuant to Chapter 13-12, Exemption Plat Review Procedures, Vail Town Code, to allow for the realignment of a shared property line resulting in no net change in lot areas, located at 103 and 107 Rockledge Road/Lots 4 and 7, Block 7, Vail Village Filing 1, and setting forth details in regard thereto. (PEC140034) Applicant: Gary and Susan Rosenbach, represented by KH Webb Architects Planner: Joe Batcheler ACTION: Tabled to October 27, 2014 MOTION: Kurz SECOND: Cleveland VOTE: 6-0-0 8. Approval of September 22, 2014 minutes MOTION: Kurz SECOND: Cartin VOTE: 6-0-0 9. Information Update 10. Adjournment MOTION: Kurz SECOND: Cartin VOTE: 6-0-0 The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479-2138 for additional information. Sign language interpretation is available upon request with 24-hour notification. Please call (970) 479-2356, Telephone for the Hearing Impaired, for information. Community Development Department Published October 5, 2014 in the Vail Daily. TOWN OF VA MEMBERS PRESENT Tom DuBois Andy Forstl Brian Gillette Rollie Kjesbo Bill Pierce DESIGN REVIEW BOARD AGENDA PUBLIC MEETING October 15, 2014 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 PROJECT ORIENTATION MEMBERS ABSENT SITE VISITS 1. 1226 Westhaven Circle - 1226 Vail LLC 2. 303 Gore Creek Drive Unit 3A - Gore Creek Partnership 3. 598 Vail Valley Drive - Ski & Snowboard Club Vail 4. 5194 Main Gore Drive - Shining Mountains MAIN AGENDA Shining Mountains DRB140448 Final review of a minor exterior alteration (landscaping, fence) 5194 Main Gore Drive/Lot 16, Vail Meadows Filing 1 Applicant: Shining Mountains, LLC, represented by Michael Suman Architects ACTION: Approved with Conditions MOTION: Kjesbo SECOND: Forstl VOTE: 5-0-0 CONDITION(S): This approval shall be for the proposed entry feature only, stone work, and not for any fencing. 1:45pm 3:00pm Jonathan including gate and 2. Gore Creek Partnership DRB140462 Jonathan Final review of a minor exterior alteration (door) 303 Gore Creek Drive Unit 3A/Lots 1-6, Block 5, Vail Village Filing 1 Applicant: Gore Creek Partnership, represented by SIRE Building Associates ACTION: Approved MOTION: Pierce SECOND: Forstl VOTE:3-2-0 (Gillette and Kjesbo opposed) CONDITION(S): None 3. 1226 Vail LLC DRB140450 Joe Conceptual review of new construction (duplex) 1226 Westhaven Circle/Lot 38 Glen Lyon Subdivision Applicant: 1226 Vail LLC, represented by Berglund Architects ACTION: N/A 4. Ski & Snowboard Club Vail DRB140404 Jonathan Conceptual review of new construction (office, condo, ehu) 598 Vail Valley Drive/Tract B, Vail Village Filing 7 Applicant: Ski & Snowboard Club of Vail, represented by KH Webb Architects ACTION: N/A 10/21 /ft* 1 STAFF APPROVALS Alpen Glo Condominiums OTC14-0056 Martin Final review of a minor exterior alteration (roof) 5115 Black Bear Lane/Lot 6, Block 2, Gore Creek Subdivision Applicant: Mountain West Building Co. represented by Stephen Long Mizner Residence OTC14-0057 Jonathan Final review of a minor exterior alteration (roof) 5030 Main Gore Drive South/Lot 1, Vail Meadows Filing 1 Applicant: George Mizner represented by Horn Brothers Roofing Ginsburg Residence OTC14-0058 Martin Final review of a minor exterior alteration (roof) 3891 Bighorn Road #C/Lot C, The Ledges Applicant: Leslie Ginsburg represented by The Roofing Company, Nick Mentzer Voko LLC OTC14-0059 JR Final review of a minor exterior alteration (windows/doors) 4770 Bighorn Road/Racquet Club Townhomes Applicant: Voko LLC represented by ACDF Corporation, Scott Schmidt Gardner Residence DRB140426 Joe Final review of a minor exterior alteration (landscaping) 166 Forest Road/Lot 8, Block 7, Vail Village Filing 1 Applicant: William Gardner represented by Tony Mottola and Nick Benson Ronning Residence DRB140433 Joe Final review of a changes to approved plans (deck) 5074 Main Gore Drive/Lot 5, Vail Meadows Filing 1 Applicant: Wes Ronning represented by Piper Architecture Ltd. Paiko Trust DRB140437 Joe Final review of a changes to approved plans (window) 424 Forest Road/Lot 4, Block 1, Vail Village Filing 3 Applicant: Paiko Trust represented by VAg Architects Schulman Residence DRB140387 Warren Final review of a minor exterior alteration (patio, deck, door, window) 1772 Alpine Drive/Lot 10, Vail Village West Filing 1 Applicant: David Schulman, represented by MPP Design Studio Glenn Residence DRB140438 Joe Final review of a change to approved plans (roof) 5116 Main Gore Drive/Lot 1, Block 2, Bighorn Subdivision 5th Addition Applicant: Jimmie Glenn & Sharon Murphy, represented by Intention Architecture Sweet Basil DRB140440 Warren Final review of a minor exterior alteration (mechanical screen and vent) 193 Gore Creek Drive/Tract A, Block 513, Vail Village Filing 1 Applicant: Sweet Basil, represented by Rocky Mountain Construction Group BCKL, LLC DRB140442 Jonathan Final review of a minor exterior alteration (fagade, gas line) 1259N Westhaven Circle/Lot 34, Glen Lyon Subdivision 10/21 /ft1de 2 Applicant: John & Colleen Sorte, represented by Col Construction Town of Vail DRB140444 Warren Final review of a minor exterior alteration (paver) 292 East Meadow Drive (Right of Way)/Tract B, Vail Village Filing 1 Applicant: Town of Vail, represented by Chad Salli Becker Residence DRB140445 Jonathan Final review of a minor exterior alteration (landscaping) 5053A Snowshoe Lane/Lot 26, Vail Meadows Filing 1 Applicant: Lois & Curtis Becker Ferguson Residence DRB140446 Warren Final review of changes to approved plans (roof) 1250 Westhaven Circle/Lot 30, Glen Lyon Subdivision Applicant: John & Violet Ferguson, represented by Reslock & Sullivan Marriott Mountain Resort DRB140447 Joe Final review of a minor exterior alteration (roof) 720 West Lionshead Circle/Lot 1, West Day Subdivision Applicant: Diamondrock Vail, represented by The Roofing Company Shank Residence DRB140449 Warren Final review of an addition (bay window) 174 E. Gore Creek Drive #534/Lot 1, Lodge Subdivision Applicant: Michael Shank represented by Charley Viola Carey Residence DRB140451 Final review of a minor exterior alteration (landscaping) Jonathan 2785 Bald Mountain Road/Lot 3, Block 2, Vail Village Filing 13 Applicant: Carey Trust represented by Ted Simonett Town of Vail —Timber Ridge DRB140453 Warren Final review of a minor exterior alteration (Wi-Fi) 1280 N. Frontage Road Buildings K,L,M/Lot 1, Timber Ridge Subdivision Applicant: Town of Vail represented by Encore Electric Inc. Schwartzreich Residence DRB140455 Joe Final review of changes to approved plans (windows, door) 421 Beaver Dam Circle/Lot 3B, Block 4, Vail Village Filing 1 Applicant: Steve & Elaine Schwartzreich, represented by KH Webb Architects Berry Residence DRB140456 Joe Final review of changes to approved plans (landscaping) 424 Forest Road/Lot 4, Block 1, Vail Village Filing 3 Applicant: Paiko Trust, represented by Ceres Design & Arborscape Slopeside 486 LLC DRB140457 Warren Final review of a minor exterior alteration (landscaping) 486 Forest Road, Unit B/Lot 1, Block 1, Vail Village Filing 6 Applicant: Slopeside 486 LLC, represented by Colorado Tree Service McLean Revocable Trust DRB140458 Jonathan Final review of a changes to approved plans (landscaping) 1249 Westhaven Circle/Lot 35, Glen Lyon Subdivision Applicant: McLean Revocable Trust represented by Peter Casabonne Cross Residence DRB140459 Warren Final review of changes to approved plans (roof) 1190 Casolar Del Norte Drive Unit A/Lot A6, Casolar Vail Applicant: Est. 1983 LLC, represented by Nedbo Construction Simba Run Condominium Association DRB140461 Warren Final review of a minor exterior alteration (windows) 1100 Lions Ridge Loop/Lot C6 -C10, Block C, Lions Ridge Filing 1 Applicant: Simba Run Condominium Association represented by Pierce Architects -William Pierce Vail Racquet Club Owners Association DRB140464 Joe Final review of a minor exterior alteration (deck) 4580 Racquet Club Drive Building #3/Vail Racquet Club Condominiums Applicant: Vail Racquet Club Owners Association represented by Steve Loftus Skipper & Scout DRB140467 Jonathan Final review of a minor exterior alteration (sign) 141 E. Meadow Drive/P & Tract C, Block 5D, Vail Village Filing 1 Applicant: Solaris Vail represented by Kerry Roach Timber Ridge DRB140473 Waren Final review of a minor exterior alteration (foundation) 1281 North Frontage Road West/Lot 1, Timber Ridge Subdivision Applicant: Town of Vail, represented by PBA Consults The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479-2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479-2356, Telephone for the Hearing Impaired, for information. rnwH of vn' �Ii1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: First draft of the Town Manager's proposed budget PRESENTER(S): Kathleen Halloran, Assistant Finance Director ACTION REQUESTED OF COUNCIL: Provide feedback in preparation of the first reading of the budget ordinance scheduled for November 4th BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Provide feedback in preparation of the first reading of the budget ordinance scheduled for November 4th ATTACHMENTS: TM Budget 10/21/2014 Memorandum TO: Vail Town Council FROM: Finance Department DATE: October 15, 2014 SUBJECT: First Draft 2015 Town Manager's Budget I. SUMMARY A first look at the 2015 Town Manager's budget proposal II. DISCUSSION This first draft of the 2015 Town Manager's budget includes the proposed revenue and expenditures for the General Fund, a summary of changes in personnel, funding recommendations for Council contributions and additional information on the five-year capital plan initially presented on September 16th. Staff is requesting feedback on these items as we move forward in developing the 2015 budget ordinance which will be presented in November for first reading. In June, Council and staff held a budget retreat where preliminary revenue and expenditure discussions took place. A current "state of the town" was presented, identifying impacts from major redevelopment projects, investment in capital improvements and the increased number and size of special events. There have been positive impacts to the town's revenue streams but also challenges to maintain world-class service within current operating budgets and headcount. The purpose of the retreat was to focus on building a budget that reflects Council's Action Plan and vision for Vail, while addressing operational needs in town departments. The following outcomes / feedback from the June budget retreat were included in the creation of this first draft of the 2015 budget: • Increase sales tax revenue projection by 6% over 2014 amended budget • A 2% increase to the operating budgets in departments was approved (operating budgets have been held flat since 2008 with few exceptions) • Department directors were encourage to analyze the impacts mentioned above and to propose solutions within the budget process • Council supported a proposed performance-based merit increase of 4%, plus a 1 % pool for exceptional performers. • Council was provided a preview of the Impact of the Patient Protection and Affordable Care Act (PPACA), or ACA for short General budget objectives that are also incorporated in this first draft: • Develop a sustainable budget that operates within annual revenues • The budget will continue to reflect the town's vision to be the premier international mountain resort community and will support areas of strategic focus identified by Council 10/21/2014 including Improvement of Economic Vitality, Grow a Balanced Community, Improve the Quality of the Experience and Develop Future Leadership • Significant commitments to iconic events such as the 2015 Alpine World Championship, 2015 Nation's Event at Golden Peak, Pro -cycling Challenge and Burton US Open funded from General Fund reserves, outside of the town's normal operations for the year Below are details of assumptions used in the development of the proposed 2015 budget: 2015 Revenue Total General Fund revenues are estimated at $34.9 million, a 6.7% increase from the 2014 amended budget. This includes a 6.0% increase in sales tax collections, with 62% of the $24.5 million going to the General Fund and remaining 38% to the Capital Projects Fund. Year to date collections in 2014 are currently up 8.5% from 2013 and 0.68% up from amended budget. Property tax collections are estimated at $4.3 million, flat with 2014 amended budget and are based on the most recent report from the County Assessor's office. Lift tax collections of $4.4 million are projected at a 5% increase from 2014. Year to date collections in 2014 are up 7.0% from 2013 and the ski season was up 7.9% from the prior ski season. Parking revenue of $4.0 million is a 5.0% increase from 2014 budget. Currently no increase in pricing of either parking passes or daily rates is assumed. Construction permit fees ("Licenses and Permits") totaling $1.5 million are 15% higher than 2014 budget and flat with 2013 actuals based on current year- to-date and historical activity. Major redevelopment projects are not included at this time. Real Estate Transfer Tax revenue is projected at $5.1 million, a 5% increase over 2014 amended budget and an increase of 8.9% over 2013 actual. Construction Use Tax revenue is projected at $1.5 million, flat with 2014 amended and a 10% increase over 2013 actual. 2015 Expenditures Total expenditures for the General Fund (excluding $1.1 million of iconic event spending) are proposed at $34.4 million, a 6.3% increase from 2014 amended budget. As a service organization, the majority of spending relates to staffing. For 2015, this represents $21.8 million or 63% of total expenditures which includes benefits, a 4% proposed merit increase based on employee performance and a 1% pool available for exceptional performers. The town's operations are supported by 288 full time equivalent (FTE) positions in 2015, a 3.4 FTE (or 1%) increase from the prior year. The increase is a reflection of the following shifts in headcount based on departments' solutions to the impacts of redevelopment, special events and an increased number of guests visiting Vail: The re -instatement of an Environmental Sustainability Coordinator position to assist with the increasing number of recycling programs, water quality and other environmental efforts. This department previously had two positions, but did not fill a vacancy in 2013 and the FTE was eliminated during the 2014 budget process. The re -instatement of a Community Information Specialist position to assist with public engagement, consistent communication messaging, and dedicated website content management. This department was previously staffed with 2.5 FTEs, but since 2011 Town of Vail 10/21/2014 Page 2 had been reduced to 1.0 FTE. This FTE request will be offset with the elimination of a seasonal intern position (0.25 FTE). • Filling a frozen planner position with a Sr. Long -Range Planner position with an emphasis on affordable housing (net zero impact to FTE count). • Replacing the Document Imaging IT position with an IT Systems Engineer position to be shared with the Police Department (net zero impact to FTE count). • With a strategy to improve on an area of concern in community surveys, Public Works is proposing to replace a vacant custodian position with a Parking Structure Maintenance position. This position would operate a sweeper in the structures during the winter and summer and also help to maintain cleanliness in the structure walk ways, elevators, etc. • Conversion of two seasonal positions into one full-time year round employee. The employee would be a Lead Landscaper in the summer to allow for more widespread coverage of the landscape crews and a Lead Maintenance Worker in the winter, again to assist with crew supervision and increased coverage to improve efficiency. The seasonal positions would qualify for healthcare in 2015, so the net monetary impact is approximately $10,000 to account for the additional weeks worked and pension benefit. There is only a 0.4 FTE headcount increase. • Addition of a Building Maintenance Specialist in the Facilities department to assist with increased maintenance due to additional town facilities. From 2005-2011 this department had 20 FTEs, then in 2012 and 2013 reduced headcount as custodial services were contracted out. This current request would bring the total headcount to 17. • Replacing a vacant position in the Fleet department with a Maintenance Worker II in the Streets department. This position will help to offset the 0.5 FTE being utilized as a construction inspector during the summer months (rather on Street duties), and during the 2014 budget process this department was unintentionally shorted by another 0.5 FTE. This request does not increase the number of employees traditionally needed and used by the Streets department, and is a net zero impact to the overall headcount. • The replacement of 4 seasonal Fire Resident positions with 3 full-time Fire Engineer positions to address a gap in skillset that is causing high overtime costs and employee staffing challenges within the Fire department. The Fire Chief, HR and Finance departments performed an extensive review of the cause of overtime expenditures exceeding budget. An explanation of the complicated issues surrounding the Fire department headcount and overtime is that the town has historically relied on this student program to fill staffing needs throughout the department, while providing a training ground for future full time firefighters. Due to a high rate of turnover in the program, the Residents are not able to accomplish the skillset or appropriate credentials to help fill in for higher-level positions such as Engineer (drivers) and Lieutenants, who have to be backfilled during sick leaves, vacation, call-in shifts, etc. Because the current staffing of those positions is at a minimum staffing level, these two groups of employees had the most overtime and hours worked in the six-month window that was compiled by Finance. By replacing a few Residents with Engineers, we hope to address staffing challenges, safety concerns and high overtime costs. The remaining 9 Resident employees will continue to help staff Fire Fighter level responsibilities when needed for backfill. The estimated annual impact to the budget is $140,000 additional cost, which is net of savings to overtime; there is a net zero impact to headcount. • The Special Event Coordinator position is proposed to increase by 0.20 FTE due to increased number and size of special events. Previously this employee was a 0.80 FTE, and now will be at 1.0. Town of Vail 10/21/2014 Page 3 For the past several years, Council has approved funding increased bus service and parking services (hosts and enforcement) to improve frontage road parking issues and during construction around the parking areas (Ford Park, Lionshead parking structure). The town's headcount does not currently reflect those increased services due to the initial intent to provide them on a temporary basis. Should Council decide to make these services more permanent, staff recommends adjusting the headcount (no monetary adjustment required). The current levels of service would impact the headcount by an increase of approximately 4.0 seasonal FTEs. Staff intends to review service levels and make a recommendation to Council early next year, at which time the budget could be adjusted to reflect a corresponding headcount. Please refer to page 22 for summary of FTE changes, and page 23 for a 10 -year history of the town's FTE count. Benefits for the entire organization are projected to total $7.3 million, which includes approximately 30 additional employees now eligible for healthcare through the Affordable Care Act (ACA). The initial projection of impact from the Affordable Care Act (ACA) to the town's 2015 budget was $864,000 for those additional 30 covered employees (as presented to Council during the June budget retreat). Due to a positive trend in health claims over the last 18 months and re -negotiation of premiums and fixed fees with insurance providers, the town has been able to lower that impact to approximately $471,000. The ACA legislation defines eligible employees as employees who work on average 30 hours per week over the span of one year. The town has decided to follow the "one year look back" methodology for calculating this average as the best option for the town. The following are examples of the seasonal employees that will qualify for healthcare coverage under ACA: • 9 Fire residents. 10 Bus drivers 11 Public Works employees such as parking attendants, landscapers and maintenance workers Please refer to page 21 for the break-out of all employee benefits. "Contributions and Special Events" line item in the General Fund budget includes the Economic Development / Commission on Special Event department, as well as staff recommendations for Council Contributions. During the 2014 budget process, Council agreed upon a more streamlined approach to annual contributions with the creation of four "Tiers" of contribution types. The contribution worksheet and staff recommendations are now organized by Tier. Staff appreciates the additional funding requests made by the applicants; however our recommendations paralleled the budget guideline of a 2% increase for a consistent and predictable annual budget. Please see pages 9-19 for a summary of contribution requests and recommendations. Due to their size, the "Tier I Vail Brand" events are proposed to be funded from General Fund reserves. Contributions to the 2015 World Alpine Ski Championships ($250K per year for 5 years) and the 2015 Nations Event at Golden Peak ($375K per year for 4 years) are in their final year of support. The U.S. Pro -Cycling Challenge (at $75K) as well as the Burton US Open (at $400K) requests are included for information, pending Council recommendation of funding levels. Town of Vail 10/21/2014 Page 4 The Commission on Special Events (CSE) has requested an additional $50,000 for the 2015 budget. Please see attached memo (page 7) for details. This request is not included in the proposed 2015 budget based on the budget guideline of a 2% increase. Departmental spending of $7.3 million (also labeled as "All Other Operating" in the General Fund statement on page 20) is a 0.6% increase from the 2014 amended budget. While departments were allowed a 2% increase in operations where warranted, there were several items that offset total expenditures. Cost estimates for town services to be provided during the two-week 2015 World Alpine Ski Championships totals $315,913 ($150K of which was granted as "in-kind" support of the event), with reimbursement from the Vail Valley Foundation for the remaining (negotiations underway). The costs include overtime expense for police, fire, transit and public works/streets support, workforce feeding, fuel (fleet) charges, etc. This General Fund budget proposal for 2015 results in an ending fund balance of $14.8 million or 43% of annual revenues. Five -Year Canital Plan The five-year capital plan for the Capital Projects Fund and the Real Estate Transfer Tax (RETT) Fund was presented on September 16. As in the previous capital worksheets, cost increases are highlighted in orange, revisions or new requests are highlighted in green, and items previously included as placeholders are highlighted in blue. The following changes were made after Council feedback and further staff review Capital Projects Fund: The projects to improve the connection from the East Lionshead bus stop (at the Lionshead Welcome Center) to Dobson, and improvements to the Dobson plaza were pushed out by one year (design slated for 2016 and construction in 2017) based on Council's initial review on 9/16/14. Council has requested further discussion of the Chamonix Housing development, which will be on a November agenda (currently a placeholder of $1.25M in 2015 for infrastructure only), and a potential renewal of the town's annual appropriation to the buy -down program. On October 7th, Council instructed staff to continue pursuing options for redevelopment of the municipal building, which is currently listed with a placeholder of $5.5M (for a renovation only) in 2016. The Capital Projects Fund is currently projected with an ending fund balance of $21.3 million in 2015, and a fund balance of $13.4 million at the end of 2019. RETT Fund: • A capital contribution request of $500,000 has been included in 2015 as a placeholder for the Betty Ford Alpine Garden Education Center, pending Council's discussion. • Other Council contribution requests currently included: $67,000 annual operating support of the Betty Ford Alpine Gardens, $63,240 program support for the Eagle River Town of Vail 10/21/2014 Page 5 Watershed Council and $20,000 for Walking Mountains "Actively Green" recycling certification program. Booth Creek Park redevelopment ($1.5M) was moved up one year (from 2017 to 2016). On October 7 Council directed staff on Ford Park Improvements, which decreased original budget of $1,275,000 in 2015 down to $380,000. A majority of savings resulted from the addition of ADA parking spaces rather than ADA access ramps throughout the park. The RETT Fund is currently projected with an ending fund balance of $3.2 million in 2015, and a fund balance of $9.3 million at the end of 2019. III. ACTION REQUESTED OF COUNCIL Staff requests feedback from Council on this preliminary budget draft in preparation for the first reading of the 2015 Budget scheduled for November 4th. Town of Vail 10/21/2014 Page 6 To: TOV Manager, Stan Zemler & Finance Director Judy Camp From: Commission on Special Events Date: 10/1/14 Subject: CSE Budgeting Discussion History of CSE: The Town of Vail Commission on Special Events was established in its current form in 2002 with the purpose of stimulating the local economy, creating a sense of community, establishing a single point of contact for events admin, & supporting events that reflect the high quality image of Vail. Over the past 12 years the commission has evolved to create a strategic vision of differentiated event categories, score cards, event review and accountability. They have worked strategically with the VLMDAC, ERC, and VEAC to select and fund events that drive occupancy, sales tax and group business during the town's need periods, while optimizing the event calendar. Event recap data that is consistent and comparable across all publicly funded events, including those funded by the Town Council, has proven critical to achieving these strategic goals. The commission entered their first year with an allocation of $565,000 worth of funds, is now responsible for roughly $843,000 (not including one-time allocations by town council or the new tier IV life long learning), and provides critical oversight for all of the Town's publicly funded events, which total over 2.5M$ in funding. Current Status: In recently reviewed intercept surveys and RRC data it was proven that special events are a driving factor for regional and destination visitors to plan a vacation in Vail versus other mountain competitors. The study also indicated a good return on investment for the tax dollars spent across the total of events. The Burke Study has also shown an increase in brand recognition and NPS (Net Promoter Scores) which indicates guests would recommend Vail as a vacation destination to friends and family at a high level. The CSE has recently modified their funding strategies to include a score card which ranks not only the increase in room nights & tax revenue, but also the brand & demographic fit, growth of the event, producer qualifications and the marketing strength of the event. Goals: Our principle goal is for Vail to remain ahead of our mountain community competitive set, increasing Brand Growth by utilizing the CSE's 2013-2017 strategic plan & mission, while being accountable to deliver an annual plan which ensures that funded events are fully aligned with the Vail brand. While we have seen an increase in year over year lodging, retail, & restaurant tax revenues with surges in key event periods throughout the year, there is still much room for event and brand growth, and some measure of flexibility to react quickly to opportunities is necessary Requests: The CSE would therefore ask for the following to be considered for the 2015 budget: Town of Vail 10/21/2014 Page 7 Permanent Fireworks funding — The purpose of separately funding fireworks is to ensure that on each 4t" of July and New Year's Eve the town can deliver a show that meet's the community's expectations and is up to par with Vail's brand, so that we do not lose market share to other mountain destinations. Currently, the fireworks portion of an event budget that is managed by a third party producer must compete with all of the other expenses involved in producing the event, most notably ever increasing liability insurance costs. The estimate to deliver Vail -caliber fireworks at America Days and New Year's Eve would be approximately $50,000 per year. Conclusion: Our intent is to provide the most value possible for each tax dollar that is spent by the Town on special events. Of course, CSE operates at the pleasure of Town Council, and we look forward to receiving guidance and direction on how best to achieve these goals. Town of Vail 10/21/2014 Page 8 2015 Council Contribution Request Spreadsheet TOWN OF VAIL FUNDING REQUEST TIER I: Vail Brand Events Bravo! Colorado New York Philharmonic Philadelphia Orchestra Dallas Orchestra Education & Community Engagement Vail Interfaith Chapel Free Concert Series Donovan Chamber Music Series Silver Oak & Twomey Series Other in-kind requests: Waiver banner fees Other in-kind requests: Parkin National Repertory Orchestra Vail Farmers' Market Vail Jazz Festival Vail Valley Foundation Vail International Dance Festival Hot Summer Nights Summer Go Pro Mtn Games TOTAL TIER I: VAIL BRAND EVENTS TIE I: EXTRAORDINARY EVENTS Burpia US Open VVFI��,Pro Cycling Event VVFa015 Nations Event (Golden Peak) VV0015 World Alpine Ski Championships Bravo! Chicago Broadcast & Videography TOTAL TIER II: EXTRAORDINARY EVENTS TIER III: SERVICES Colorado Ski Museum: Operating Colorado Ski Museum: Film production Colorado Ski Museum: Capital Grant 50% cost share Betty Ford Alpine Garden: Operating Betty Ford Alpine Garden: Capital Request Eagle River Watershed Council Vail Valley Community TV/Ch5 Eagle Valley Childcare Ea le Vallev Childcare : Capital improvement VVF: Vail Valley Athlete Commission Walking Mountains Red Sandstone Elementary TOTAL TIER III: SERVICES TIER IV: LIFE LONG LEARNING Vail Veterans Starting Hearts Vail Symposium Peak Wellness Vail Leadership Institute Discover Well: Living Well Event TOTAL TIER IV: LIFE LONG LEARNING 2014 2014 Council -Approved Cash 2014 In -Kind In -Kind 2015 Requests Discounted k : $7.00/performance plus 15 s cs at Fd Pk 2,100 85,000 2015 Cash Request 20151n -Kind Request 85,000 Variance to PY Funding Staff Recommended Cash Staff Recommended In-kind 7,500 Donovan Pavilion for 6 days & nights 10am day 1 - 10am day 3 21,000 Discounted k : $7.00/per up to max of 50 w/VVF plus 15 spaces at Ford Park 2,100 1,000 PW support 4,500 70,600 86,700 45,000 27,500 $2,800 police services 2,800 Police, PW support, shuttle bus 12,000 321,600 52,400 10,000 400,000 175,000 Police, PW, Fire, Full Time staff labor 40,000 375,000 10,000 250,000 4,500 Donovan for 6 days & nts 8am day 1 - 10am da 6; reduced cleaning $250 22,500 1,200,000 40,000 4,500 Donovan for 3 days & nts 8am day 1 - 10am da 3; reduced cleaning $250 11,250 4,500 42,000 rent & 2 person offices ace @ TRC 9,000 Waive fees of $50 for banner at Cov'd Bridge & $1,000 for roundabouts 1,050 65,620 2 Darkina designated parking spaces Ford Park 300 62,000 80,000 45,000 1,000 40,000 PW support 6,000 40,000 4,500 100,000 300,620 9,300 15,000 37,500 46,000 24,140 27,500 $2,800 police services 7,360 6,000 2,800 90,000 35,000 2015 Requests 2015 Cash Request 20151n -Kind Request 2015 In -Kind Value Variance to PY Funding Staff Recommended Cash Staff Recommended In-kind Discounted k : $7.00/per up to max of 50 w/VVF plus 15 spaces at Ford Park 2,100 85,000 86,700 85,000 86,700 50,000 50,000 10,000 2,500 10,000 10,000 4,500 Donovan for 6 days & nts 8am day 1 - 10am da 6; reduced cleaning $250 22,500 4,500 4,500 Donovan for 3 days & nts 8am day 1 - 10am da 3; reduced cleaning $250 11,250 4,500 Waive fees of $50 for banner at Cov'd Bridge & $1,000 for roundabouts 1,050 Overflow parking for orchestra trailers estimated 46 days) 1,000 1,000 40,000 PW support 5,000 40,000 4,500 100,000 29,400 72,000 50,000 5,000 46,000 27,500 $2,800 police services 2,800 27,500 2,800 Police, PW support, shuttle bus 35,000 12,000 467,500 79,700 145,900 319,900 19,300 400,000 Use of Soccor, RV and Chalet Rd parking lots; isn't there other in-kind? 400,000 175,000 Police, PW, Fire, Full Time staff labor 50,000 175,000 40,000 375,000 150,000 375,000 150,000 250,000 250,000 25,000 25,000 1,225,000 200,000 25,000 1,200,000 190,000 52,000 rent & 2 person offices ace @ TRC 8,000 10,000 42,840 8,000 10,000 10,000 975,000 975,000 75,000 2 parking designated parking spaces Ford Park 300 9,380 67,000 300 500,000 500,000 67,000 Use of Donovan Pavilion 1 day for 3,500 5,000 63,240 90,000 10,000 90,000 50,000 5,000 50,000 1,000 1,000 1,000 6,000 6,000 50,000 50,000 20,000 12,000 12,000 1,888,000 11,800 1,087,380 840,080 8,300 20,000 15,000 - 45,000 7,500 50,000 VLMD Marketing Services 15,000 25,860 60,000 52,640 10,000 4,000 200,000 15,000 90,000 91,800 2015 Council Contribution Request Spreadsheet 2014 2014 Council -Approved TOWN OF VAIL FUNDING REQUEST IN KIND Small Champions of Colorado ITaste of Vail / Lamb Cook -off / Rose Event Cash 2014 In -Kind In -Kind 2015 Cash Request 2015 In -Kind Request TOV buses & drivers "`but only to BC parking areas, not up hill to 20,000 4 days usa a of Dobson October 24 - 27 2013 5,284 3 weekends of free ice, use of Donovan 1 night & parking Nov 18 10,106 free ice - 5 days in July and 4 days in late December 11,891 42 parking coupons for Sundays from 1/6 thru 4/7 1,050 In-kind use of Donovan pavilion for an event in October 4 weekends of free ice, use of Donovan 1 night; 1 pkq pass & 25 pkq coupons 2 blue passes 2,200 free ice - 5 days in July and 5 days in late December 13,212 36 prking vchers 900 PW support- trash pickup, containers/sign, recycling 2,500 In-kind use of Donovan pavilion for an event in October 3,500 2015 Requests 2015 Cash Request 2015 In -Kind Request 2015 In -Kind Variance to Staff Value PY Funding Recommended Cash Staff Recommended In-kind TOV buses & drivers "but only to BC parking areas, not up hill to BC 13,000 - 13,000 3,000 4 days usage of Dobson October 2015 5,285 3,000 2,642 4 weekends of free ice, use of Donovan 1 night; 1 pkq pass & 25 pkq coupons 31,455 - 10,106 free ice - 5 days in July and 5 days in late December 13,212 6,606 46 parking coupons for Sundays from 1/4 thru 4/12 not incl. Pres Wkd 1,150 1,050 In-kind use of Donovan pavilion for an event in October 3,500 3,500 3'Blue" parking passes 3,300 2,200 25 single day parkingvouchers 500 500 54 prking vchers; 1 pass for auction; 9 days use of Welcome Ctr (Sun); Bus svc 1 da 2,700 1,350 PW support: trash pickup, containers/sign, recycling 3,000 3,000 TOTAL IN KIND 60,431 3,000 77,102 3,000 0 43,954 (GRAND TOTAL: COUNCIL CONTRIBUTIONS 1,912,220 162,131 3,783,500 383,602 1,351,280 2,451,780 0 N IV O_ 41 2015 Contributions Please see the attached spreadsheet to coincide with the following background and recommendations. TIER I: VAIL BRAND EVENTS A. Bravo! Colorado BACKGROUND INFORMATION: Bravo! Vail Valley Music Festival is requesting a total of $249,000: $85,000 each for the Philadelphia Orchestra and the New York Philharmonic — Vail Residency programs. A new request this year is $50,000 support for the Dallas Orchestra. Bravo! is also requesting $10,000 for Education and Community Engagement programs, $10,000 for the free concert series at the Vail Interfaith Chapel, $4,500 for the Donovan Chamber Music Series (including an in-kind request for up to six full days usage of Donovan at a value of $21,000), and $4,500 for the Silver Oak & Twomey Series (including an in-kind request for three full days usage of Donovan at a value of $10,500). Reduced cleaning fees have also been requested for use at Donovan (value of $2,250). An in-kind contribution is also requested for discounted parking passes of $7.00/performance in Ford Park ($10 normal rate), plus the 15 parking spaces at Ford Park for up to 20 concerts at an estimated value of $2,100. Waived banner fees at the round -abouts and Covered Bridge (value of $1,050) has been requested, along with overflow parking for orchestra trailers (estimated 46 days). STAFF RECOMMENDATION: Staff recommends a 2% increase on prior year's contribution ($170,000 in 2014) to the New York and Philadelphia Orchestras, totaling $173,400 ($86,700 each). Staff does not recommend the additional requests based on the annual operating expenses within the General Fund cannot support a large increase. The Ford Park parking situation is still developing, with an electronic reservation system in the works. The reserved spaces have caused many issues with the general public who are seeking public parking. Express bus service for volunteers is an efficient and effective option. Staff recommends in-kind use of Donovan for the Chamber Music Series, but without any waiver of cleaning fees as these are a hard cost to the Donovan Management Company. Staff does not recommend in-kind use of Donovan for the Silver Oak & Twomey Series because it is a fundraising event, with exclusive sale of tickets for entry. The waiver of banner fees is not recommended because it is a hard cost to the town. The town cannot support approximately 46 days of overflow parking for orchestra trailers. B. Bravo! Family Concert (National Repertory Orchestra) BACKGROUND INFORMATION: The Orchestra is requesting $1,000 to offset travel expenses, marketing and music purchases associated with their annual concert in Vail. Each season, they perform a free family concert at the Ford Amphitheatre in conjunction with Bravo! STAFF RECOMMENDATION: Staff recommends funding at $1,000 pending confirmation that the Vail concert will be held (the event was not held in 2014) based on the cultural benefit to the town and to draw families. This concert was previously funded in 2012 and 2013 at $1,000 per year. C. Vail Farmer's Market BACKGROUND INFORMATION: Vail Farmer's Market is requesting a cash contribution of $40,000 10/21 /0114 plus an in-kind contribution of $5,000 to cover the cost of services provided by the Town of Vail during the events (temp bus stop signs, parking signs, no -bike signs, cattle guards, cones and trash/recycling pickup). STAFF RECOMMENDATION: Staff recommends funding in-kind up to $4,500 (prior year's amount) but does not support the additional cash contribution. Historically the Farmer's Market has applied for funding through the Commission on Special Events and staff recommends that they continue to do so. Vail Farmer's Market received $35,000 cash funding from the Commission on Special Events in 2014. D. Vail Jazz Foundation BACKGROUND INFORMATION: The Vail Jazz Foundation is requesting a cash contribution of $100,000 to fund 50 performances presented in Vail over 12 weeks in the summer, including an opening night collaboration with Bravo!, the Jazz at Vail Square concert series (9 concerts), Jazz at the Market (10 concerts), Jazz at Kelly Liken on Sundays (10 concerts), Jazz After (3 concerts) following Bravo!, and Labor Day Weekend Jazz Party at Vail Square and the Marriott (seven performances). STAFF RECOMMENDATION: Staff recommends a 2% increase over prior year's contribution ($70,600), for a total of $72,000, consistent with the overall increase granted to town operations. While this event has become more established and successful in the past several years, staff does not support a 43% increase in financial assistance as requested. E. Vail Valley Foundation (VVF) BACKGROUND INFORMATION: The Foundation is requesting $77,500 of cash funding and $37,800 of in-kind for Vail Brand Events: Vail International Dance Festival; Hot Summer Nights and summer GoPro Mountain Games. *Please note that the VVF is also requesting funding of Extraordinary Events detailed in item G below. STAFF RECOMMENDATION: Staff recommends cash funding at a total of $73,500: Vail International Dance Festival contribution at $46,000 (a 2% increase from prior year's $45,000) and $27,500 (flat with prior year) toward Hot Summer Nights as requested. Staff recommends funding the in-kind requests as follows: Hot Summer Nights is granted up to $2,800 of police extra duty coverage as requested. Summer GoPro Mountain Games in-kind services limited to $12,000 due to maximum capacity of town resources. The $12,000 in-kind includes extra duty police coverage, event bus/shuttle support, water usage, sand bag distribution and trash clean-up. It does not include waiver of event fees, transportation and set up of bike features or the world cup climbing wall ballast. This event received $100,000 from the CSE in 2014. 10/21/J014 TIER II: EXTRAORDINARY EVENTS F. Highline Sports & Entertainment / Burton US Open BACKGROUND INFORMATION: Highline is requesting $400,000 in cash to support the 2015 U.S. Open Snowboarding Championships event. This will be the third year of hosting this event in Vail. In-kind support is also requested for the use of parking facilities (Soccer Lot, RV Lot and Chalet Road). STAFF RECOMMENDATION: This request is too large to go through the Commission on Special Events annual process and is currently budgeted out of General Fund reserves. Staff is currently working with Burton to fulfill parking needs relating to load-in/out for the event. G. Vail Valley Foundation (VVF): Pro -Cycling Event, 2015 World Alpine Ski Championships and 2015 Nations Event BACKGROUND INFORMATION: The VVF is requesting $175,000 cash and $50,000 of in-kind funding for the US Pro -cycling Challenge. There are two requests relating to the 2015 World Alpine Ski Championships: $250,000 annual commitment (final year of a 5 year commitment) for the overall championships and $375,000 annual commitment (final year of a 4 year commitment) for the Nations Team Event to be held at Golden Peak. STAFF RECOMMENDATION: Staff supports the UCI 2.1 Pro -Cycling event, with $100,000 from the Vail Local Marketing District and $75,000 from the town's General Fund continent upon an event taking place within the Town of Vail. Staff also recommends that in-kind is limited to $40,000 for town event staff support, police extra duty coverage and public works support. Funding for the 2015 World Alpine Championships and the Nations Team Event were agreed upon previously and are currently included in the General Fund 2015 budget, out of fund balance reserves. In addition to cash funding, the town has also agreed to provide up to $150,000 of in-kind services such as police, fire and public works support. H. Bravo! Colorado: Chicago Broadcast & Videography BACKGROUND INFORMATION: Bravo! is requesting $15,000 to help fund a two-hour special to be broadcast in the U.S. and internationally. They hope to produce this recording annually. Another $10,000 is requested to help fund the development of video footage covering Bravo!'s artistic programs and services, venues as well as the Education and Community Engagement programming. The footage would be used in social media campaigns, online at bravovail.org and on the Festival's newly revitalized YouTube channel. STAFF RECOMMENDATION: Staff does not recommend funding this initiative as it is more in line with marketing and social media efforts rather than programming or an extraordinary event. 10/21 /?014 TIER III: SERVICES I. Colorado Ski Museum BACKGROUND INFORMATION: The museum is requesting a cash contribution of $52,000 for general operating costs and in-kind of $8,000 (rent subsidy). The museum is also requesting $10,000 for a portion of the production of six 3 -minute film segments that will feature Vail's ski racing history and heritage. The film segments will be made available to the Vail and Lionshead Welcome Centers and for entertainment in the big screens at Solaris during the 2015 Championships. A capital improvement request of $975,000 represents 50% of the total estimated project cost to expand and modernize the museum facility along with museum exhibits. Improvements would include a removal of the drop -ceilings for a more spacious feel, modern museum displays using newer presentation technology and a theater style viewing area for guests. STAFF RECOMMENDATION: Staff recommends funding the in-kind request for subsidized rent ($8,000) and a 2% increase from the prior year's cash contribution ($42,000 in 2014) consistent with the overall increase granted to town operations, for a total of $42,840. The town has already invested significant dollars in documentaries for the history of Vail skiing and does not recommend additional funding. Regarding the $975,000 capital request, staff feels it is premature to commit to funding based on the current status of the project and the significant amount requested from the town's capital budget. J. Betty Ford Alpine Gardens BACKGROUND INFORMATION: The Alpine Garden Foundation is requesting funding of $75,000 for general operations including education programs and conservation expenses. They are also requesting an in-kind contribution of the two designated parking spaces in Ford Park upper bench as in the past. In addition, they have requested a capital contribution of $500,000 to be used toward the construction of a 3,000 square foot education center. Total estimated cost of that project is $3.5 million, with $1.5 million pledged funds raised to -date. The Garden hosts thousands of visitors per year and has achieved World -premier status as a high altitude garden. STAFF RECOMMENDATION: Staff recommends a 2% increase over prior year's ($65,620) contribution, for a total of $67,000, consistent with the overall increase granted to town operations. Staff also recommends funding $500,000 capital contribution (out of the RETT fund) to be used for construction of an education center, contingent upon agreement for a number of days to be available to the Town for community education purposes, and establishing an adequate reserve for future maintenance of the facility. Staff also recommends that the town's contribution be the final amount paid out, once the remaining $3.0 million in project funding has been collected. The town has also supported the Alpine Gardens with a GoCo grant request for an additional $350,000 of funding toward construction. K. Eagle River Watershed BACKGROUND INFORMATION: The Eagle River Watershed is requesting $67,000 cash funding and an in-kind request for a one -day use of Donovan Pavilion (valued at $3,500) to hold a "Watershed Wednesday" public educational program. Of this request, $16,000 relates to the water quality monitoring of the Black Gore Creek; $12,000 for regional collaborative action monitoring; $20,000 for Gore Creek Riparian Restoration project; $4,000 for community education; $1,000 for 10/21/J( 14 the Eagle River Cleanup; $1,000 for the Community Pride Highway Cleanup; and $13,000 for administration and support. STAFF RECOMMENDATION: Staff recommends a 2% increase over prior year's ($62,000) contribution, for a total of $63,240, consistent with the overall increase granted to town operations. (2014 funding of $86,000 included a carryover of $24,000 of unused funds for the Gore Creek Riparian project.) Staff recommends the in-kind use of Donovan for the "Watershed Wednesday" contingent upon availability. However, the ERWC will be responsible for hard costs for use of the Donovan Pavilion such as set-up, tear -down, cleaning and utilities. L. Vail Valley Community TV / Channel 5 BACKGROUND INFORMATION: Channel 5 is requesting approximately $80,000 (or 30%) in franchise fees the Town of Vail receives annually from Comcast. In 2013 this amount was $88,134. TV5 would like to request retaining any amount above the $80,000 for the purpose of purchasing a high definition video production switcher and cameras to upgrade the current system. STAFF RECOMMENDATION: Staff recommends funding the franchise fee at 30% (same as in prior years), estimated at $90,000, with the intent of the additional $10,000 going toward the capital request. M. Eagle Valley Childcare (EVC) BACKGROUND INFORMATION: The EVC has requested a total of $51,000 of funding for 2015, with $50,000 to be used for operations and to subsidize Town of Vail child and infant care. The additional $1,000 would be used toward a capital improvement in the playground area (replacement of a slide to meet compliance requirements). The Childcare operating support has not been increased since 2009, when contributions were reduced by 10%. The contribution in 2008 totaled $50,000. STAFF RECOMMENDATION: Because the town is a founding partner, staff recommends funding $50,000 for operations and the additional $1,000 capital improvement as a one-time grant. This childcare provider is an important service used by town employees, and is the only infant care provider in Vail and supports the Council's focus on a balanced community. Prior to the economic downturn, the town was funding this organization annually at $50,000. N. Vail Valley Athlete Commission (see backup for item E) BACKGROUND INFORMATION: The Athlete Commission is requesting a $6,000 cash contribution to support local athletes. The athletes are also funded by the Vail Valley Foundation and Vail Resorts. STAFF RECOMMENDATION: Staff recommends reinstating this support at $6,000 (this s the same amount of support given since 2009; the town previously contributed $10,000) in support of our athletes and for the international exposure for the Town of Vail. Vail Resorts is no longer a funding partner. Other partners include Beaver Creek Resort Company ($10,000) and Vail Valley Foundation ($10,000). O. Walking Mountains Science Center 10/21 /?¢14 BACKGROUND INFORMATION: The Walking Mountains Science Center is requesting a cash contribution of $50,000 for the following programs: $20K for interpretive and educational programs, $20K for the Actively Green 2015 certification program and $1 OK for the Energy Smart program. STAFF RECOMMENDATION: Staff recommends funding the $20,000 for a continuation of the Actively Green certification program, with the town's funding support only going to the businesses located within the towns' boundaries. The Town awarded $37,000 of funding for this program in 2014. Staff recommends using RETT funds for this program as it is in line with the town's environmental sustainability objectives. Staff does not recommend the request for $20,000 of general programming conducted by the Center, or the $10,000 in Energy Smart programs since the reach is well beyond Town of Vail. P. Red Sandstone Elementary School (RSES) BACKGROUND INFORMATION: Red Sandstone Elementary PTO is requesting $12,000 to help fund a capital improvement: replacement of the school's 30 -year old flooring in the entryway, office and hallways. The total project cost is estimated at $59,000. STAFF RECOMMENDATION: Staff does not recommend funding this request based on the premise that capital support should be provided by the school district and is not appropriate for Vail taxpayers to fund in addition to taxes paid to the district. TIER IV: LIFE LONG LEARNING Staff has not provided recommendations on the following requests, as they will be submitted to the Commission on Special Events for review. Their inclusion here is for informational purposes and feedback. The overall budget for 2015 is recommended at a 2% increase over the prior year, for a total of $91,800. Q. Vail Veterans Program BACKGROUND INFORMATION: Vail Veterans Program is requesting $20,000 to support the winter family programming, which includes ground transportation, lodging, adaptive equipment, meals, supplies, and lessons all purchased at local Vail businesses. This request represents 5.7% of the total program budget ($350,000). During winter program events, severely wounded veterans and their families stay in Vail for 8 days and participate in life -altering learning of adaptive skiing/snowboarding skills. R. Starting Hearts BACKGROUND INFORMATION: Starting Hearts is requesting $15,000 cash to continue the "CALL. PUSH. SHOCK" education programs conducted in Vail. The sessions focus on targeted groups of local residents such as hotel personnel, retail employees, real estate agents, schools and homeowner associations, as well as community events like the GoPro Games. S. Vail Symposium 10/21 /?%14 BACKGROUND INFORMATION: The Vail Symposium is requesting $45,000 to help fund the Winter 2015 season events, including 15-20 programs with approximately one program presented per week between December 1 — April 31 s'. The season will include discussions on pertinent local and global issues, a Financial Series, and the return of both the Unlimited Adventure and Living at Your Peak Consciousness series. T. Peak Wellness Retreat BACKGROUND INFORMATION: The Peak Wellness Retreat is requesting $50,000 of cash and $15,000 of marketing services from the Vail Local Marketing District to support 5 and 10 -day wellness programs designed for destination guests. U. Vail Leadership Institute BACKGROUND INFORMATION: The Vail Leadership Institute is requesting a cash contribution of $60,000 for the Lifeline Learning Programs, broken down into the following areas: $15K for Applied Leadership Series (to bring in national and international thought leaders to Vail); $25K for the continuation of the Higher Learning Partnerships program; $1 OK for the Annual Forum; and $1 OK for the development of a Vail Leadership Magazine. V. DiscoverWell: Living Well BACKGROUND INFORMATION: DiscoverWell is requesting a cash contribution of $10,000 to support the Vail Living Well Forum for Optimum Health, an event that convenes participants with renowned researchers in health and well-being to collectively discuss and experience the latest developments and recent breakthroughs in evidence -based prevention. IN-KIND REQUESTS W. Vail Valley Foundation (VVF): Birds of Prey BACKGROUND INFORMATION: The Foundation is requesting $13,000 of in-kind for the Birds of Prey event for bus service (buses and drivers). STAFF RECOMMENDATION: Staff recommends Birds of Prey bus service be capped at $13,000 with transportation limited to the Beaver Creek parking areas. X. Ski & Snowboard Club of Vail BACKGROUND INFORMATION: The Ski & Snowboard Club of Vail has requested cash funding of $3,000 and in-kind funding (valued at $5,285) for 4 days of ice for their annual Ski & Snowboard Swap event to be held in October, 2015. STAFF RECOMMENDATION: Staff does not recommend cash funding, but does recommend funding the in-kind request for two days (out of four requested) with appropriate approval and coordination with the Vail Recreation District. The Ski & Snowboard Club will be responsible for hard costs for use of the Dobson Arena such as set-up, tear -down, cleaning and utilities. Two days are recommended at this time because the town is currently recruiting participatory sporting events and may need to use some of our allocated days to offset costs for those groups. However, if there are enough available days remaining prior to this event, staff recommends providing the full amount of days (days will be released by August 1, 2015). 10/211?0714 Y. Vail Junior Hockey Association BACKGROUND INFORMATION: The Vail Junior Hockey Assn. is requesting in-kind funding for 12 days of ice valued at $15,855 (3 weekends during November, 2015 and one weekend in January, 2015) and use of the Donovan Pavilion on four separate days (valued at $14,000). In addition, they are requesting one parking pass for the Director of Hockey ($1,100) and 25 one -day parking coupons ($500) for tournament participants (November 20-22, 2015). STAFF RECOMMENDATION: Staff recommends providing 5 days of ice time (out of 9 requested), subject to approval and coordination with the Vail Recreation District for the ice time. Staff recommends waiving the fee for a one day use (not the four requested) Donovan Pavilion for Monday -Thursday use, contingent upon approval and coordination with the Donovan Management Company regarding availability. However, the Hockey Assn. will be responsible for hard costs for use of the Dobson Arena and Donovan Pavilion such as set-up, tear -down, cleaning and utilities. The reduced days relate to the town's need for ice time as mentioned in item "X". However, if there are enough available days remaining prior to this event, staff recommends providing the full amount of days. The parking request is estimated at a cost of $1,600. Staff does not support an increase from the prior year's contribution. Z. Skating Club of Vail BACKGROUND INFORMATION: The Skating Club of Vail has requested in-kind funding of 10 days of ice valued at $13,212 for two separate competitions: Vail Invitational Championships in July 2015 and the Holiday Ice Shows in late December, 2015. STAFF RECOMMENDATION: Staff recommends providing 5 days of ice time (out of 10 requested) subject to approval and coordination with the Vail Recreation District. The Skating Club will be responsible for hard costs for use of the Dobson Arena such as set-up, tear -down, cleaning and utilities. The reduced days relate to the town's need for ice time as mentioned in item "X". However, if there are enough available days remaining prior to this event, staff recommends providing the full amount of days (days will be released by August 1 st 2015). AA. Special Olympics BACKGROUND INFORMATION: The Special Olympics is requesting an in-kind contribution of 46 parking vouchers valued at $1,150 from January 4, 2015 through April 12, 2015. The days requested are Sundays not including President's weekend. STAFF RECOMMENDATION: Staff recommends funding this in-kind request as in prior years for the Lionshead parking structure only, with one-time entry/exit coupons (total of 46). AB. Eagle River Youth Coalition BACKGROUND INFORMATION: The Youth Coalition is requesting an in-kind use of Donovan Pavilion (valued at $3,500) to host the organizations largest fundraising event "Valley Tastings: Food for Youth" in October 2015 as in the past two years (at a discounted rate). The in-kind donation would maximize the fundraising efforts and re -direct those dollars to the organization's programming. STAFF RECOMMENDATION: Staff recommends waiving the fee for a one day use of Donovan Pavilion on a Monday -Thursday, contingent upon approval and coordination with the Donovan Management Company regarding availability. However, the Eagle River Youth Coalition will be responsible for hard costs for use of the Donovan Pavilion such as set-up, tear -down, cleaning and 10/21 /?�14 utilities. AC. Foresight Ski Guides BACKGROUND INFORMATION: Foresight Ski Guides is requesting three blue parking passes (valued at $3,300) for the 2014- 2015 ski season. Foresight provides parking to volunteer guides, half of which drive from Denver who need to be parked and ready to meeting their visually impaired participants by 8:30am. Local guides usually take public transportation and/or carpool. Foresight provides challenging recreation opportunities to visually impaired participants (adults and children) and guides. STAFF RECOMMENDATION: Staff recommends providing two blue passes, as was approved in the past several years. AD. SOS Outreach BACKGROUND INFORMATION: SOS Outreach is requesting 25 parking vouchers (valued at $500) for the 2014/15 ski season to be used by program coordinators hauling gear to and from the mountain for the winter skiing and snowboarding programs for underserved youth. STAFF RECOMMENDATION: Staff recommends providing 25 parking vouchers for the 2014/15 ski season to be used by program coordinators. AE. Small Champions of Colorado, Inc. BACKGROUND INFORMATION: Small Champions of Colorado is requesting in-kind services for 6 parking vouchers to use on nine winter Sundays (valued at $1,350). In addition they are requesting a parking pass valued at $1,100 to use for their annual golf tournament silent auction. This will help with fund raising and provide a meeting space for the small champions and their families. Small Champions is also requesting to renew their agreement to use the Lionshead Welcome Center as a meeting location on the same off-peak 9 Sundays from 9am-10am and 2:30pm-3pm and bus service for one day (Tuesday) (valued at $250) in June for the summer camp event they host with the Vail Recreation District for children with disabilities. STAFF RECOMMENDATION: Staff recommends the parking vouchers to be used on winter Sundays, as well as continuing to use the Lionshead Welcome Center as a meeting location on those same off-peak Sundays. Staff does not recommend the parking pass or bus service in June due to bus service already at peak levels. AF. Taste of Vail Lamb and Apres Cook -off BACKGROUND INFORMATION: The Taste of Vail is requesting in-kind services of $3,000 for the Lamb Cook -off and Rose Event for trash and recycling services. This includes compost and garbage coverage for event receptacles, cleanup of pathways and roads, and ensure trash containers are taken care of during the event. STAFF RECOMMENDATION: Staff recommends funding this in-kind request for event visitors only (food vendors must provide their own trash cans), with an estimated cost of $3,000. The Taste of Vail received $37,500 of cash funding from the CSE in 2014. 10/21/?(14 TOWN OF VAIL 2015 PROPOSED BUDGET CSE at 2% increase from 2014 amended; add'[ host program mgmt in info booth $30K; removed one-time Contribu&s and Special Events 1,640,766 1,445,698 1,577,198 1,594,028 1,641,800 1,691,100 1,741,800 1,794,100 $50K for Blue Grass startup funding; Removed one-time funding of Toronto Air Service and RRC Competitiveness Study ($50K) Includes workforce feeding ($13K), PR support, bus service fleet charges ($47.7K), etc All Other Operating Expenses 6,470,525 7,045,454 7,279,227 SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE 7,547,468 7,773,892 8,007,109 8,247,322 (250,000) Heavy Equipment Operating Charges GENERALFUND 2,365,254 2,365,254 2,365,917 2013 2014 2014 2015 2016 2017 2018 2019 553,826 592,884 Actual Budget Amended Projection Projection Projection Projection Projection 590,961 Revenue 649,506 668,991 5.0% 6% 5% 5% 5% 31,940,772 32,323,245 Local Taxes: $ 21,999,999 $ 22,000,000 $ 23,100,000 $ 24,486,000 $ 25,710,000 $ 26,996,000 $ 28,346,000 $ 29,763,000 2014 5% increase from 2013 actual; then 6% increase in 2015 Sales Tax Split b/t Gen'I Fund & Capital Fund 59/41 62/38 62/38 62/38 62/38 62/38 62/38 62/38 Sales Tax 12,971,000 $ 13,640,000 14,322,000 15,181,000 15,940,000 16,738,000 17,575,000 18,453,000 Property and Ownership 4,227,966 4,465,000 4,353,500 4,301,000 4,507,000 4,507,000 4,723,000 4,723,000 2014 per County assessor's office; later years 5% in assessment year Ski Lift Tax 4,007,908 3,782,000 3,782,000 4,418,700 4,640,000 4,872,000 5,116,000 5,372,000 2015 5% incr. each year; YTD up 6% Franchise Fees, Penalties, and Other Taxes 1,083,169 1,041,550 1,116,550 1,158,779 1,194,242 1,228,966 1,266,567 1,303,406 2015 3% incr from 2014 Licenses & Permits 1,524,915 1,342,801 1,342,801 1,538,267 1,583,335 1,629,734 1,677,502 1,726,681 2015 15% increase from 2014 budget; flat with 2013 actual Intergovernmental Revenue 1,827,216 1,741,234 1,808,507 1,835,192 1,889,960 1,946,112 2,007,612 2,068,656 County stax, Road & Bridge Transportation Centers 4,170,065 3,839,680 3,839,680 4,023,264 4,143,962 4,263,252 4,386,120 4,512,675 5% increase from 2014 Charges for Services 843,589 770,397 770,397 907,812 944,318 963,421 905,626 924,045 Mainly based on RETT mgmt fee; VLMD fee and VRA fee (flat); Volvo sponsorship included Fines & Forfeitures 227,420 276,274 276,274 263,404 268,674 274,049 279,532 285,125 5 yr avg; then 2% Earnings on Investments 34,458 110,000 110,000 108,236 103,888 107,375 111,478 119,994 Based on 0.7% return Rental Revenue 918,691 840,896 840,896 903,087 903,087 924,094 924,394 946,178 3% increase every two years for employee housing 2015's Reimb from VVF - - - 82,000 - - - - Reimb from VVF for 2015's services beyond the $150K in-kind granted Miscellaneous and Project Reimbursements 400,877 107,000 121,000 148,000 137,000 142,000 152,000 152,000 Total Revenue 32,237,274 31,956,832 32,683,605 34,868,741 36,255,466 37,596,003 39,124,832 40,586,759 Total 2015 revenue increase: $2.2M from 2014 amended % increase vs. prior year 1.4% 6.7% 4.0% 3.7% 4.1% 3.7% Expenditures Salaries 13,829,733 14,749,617 14,766,817 15,788,036 16,419,557 17,076,340 17,759,393 18,469,769 2015: 4% merit; plus $150K added into TM budget for 1 % performance pool Overtime directly relating to 2015's services. Includes Police, Fire, and Public Works Benefits 4,855,709 5,189,962 5,189,962 5,774,964 6,005,963 6,246,201 6,496,049 6,755,891 2015 includes Affordable Care Act impacts Subtotal ampensation and Benefits 18,685,442 19,939,579 19,956,779 21,788,900 22,425,520 23,322,541 24,255,442 25,225,660 N 6.8% 9.2% 2.9% 4.0% 4.0% 4.0% CSE at 2% increase from 2014 amended; add'[ host program mgmt in info booth $30K; removed one-time Contribu&s and Special Events 1,640,766 1,445,698 1,577,198 1,594,028 1,641,800 1,691,100 1,741,800 1,794,100 $50K for Blue Grass startup funding; Removed one-time funding of Toronto Air Service and RRC Competitiveness Study ($50K) Includes workforce feeding ($13K), PR support, bus service fleet charges ($47.7K), etc All Other Operating Expenses 6,470,525 7,045,454 7,279,227 7,327,639 7,547,468 7,773,892 8,007,109 8,247,322 (250,000) Heavy Equipment Operating Charges 2,187,170 2,365,254 2,365,254 2,365,917 2,413,235 2,461,500 2,510,730 2,560,945 Based on projected vehicle use Heavy Equipment Replacement Charges 586,199 553,826 553,826 592,884 604,742 616,837 629,173 641,757 Based on HEF replacement schedule 5 -year plan Dispatch Services 568,854 590,961 590,961 630,588 649,506 668,991 689,061 709,732 E911 Authority Board reduced staffing support by 1, and TOV %age use has increased Total Expenditures 30,138,956 31,940,772 32,323,245 34,367,631 35,282,271 36,534,860 37,833,315 39,179,516 Total 2015 expenditure increase: $2.OM from 2014 amended % increase vs. prior year 7.2% 6.3% 2.7% 3.6% 3.6% 3.6% Revenue Over (Under) Expenditures 2$f5tllAlone Ski Championships Pro -cycling event 2015 Nation's Event Burton US Open Timber Ridge Investment Castle Peak Senior Care Facility Transfer to Dispatch Services Fund Revenue Net of Transfers & New Programs Beginning Fund Balance Ending Fund Balance As % of Annual Revenue 2,098,318 16,060 360,360 501,110 973,195 1,061,142 1,291,517 1,407,243 (250,000) (250,000) (250,000) (250,000) - _ - - 2015 Final year (75,000) (75,000) (75,000) (75,000) (75,000) (75,000) (75,000) (75,00 (375,000) (375,000) (375,000) (375,000) - 2015 Final year (400,000) (400,000) (400,000) (400,000) (400,000) (400,000) 5 -year request (8,000,000) Investment in Timber Ridge deed restrictions (200,000) (200,000) .am (22,338) For overtime relating to 2015's - shouldn't be charged to DSF (7,001,682) (1,283,940) (939,640) (621,228) 498,195 586,142 1,216,517 1,332,243 23,403,652 16,401,970 16,401,970 15,462, 330 14,841,103 15,339,298 15,925,440 17,141,957 $ 16,401,970 $ 15,118,030 $ 15,462,330 $ 14,841,103 $ 15,339,298 $ 15,925,440 $ 17,141,957 $ 18,474,199 47% 43% 42% 42% 44% 46% 20 Employee Benefits Payroll Based Pension Contribution 2013 1.50% 2014 1.50% 2015 1.50% Medicare Actual % Salary Budget % Salary Proposed % Salary Full -Time Regular Employees 29,128 1.36% 26,000 1.49% 27,100 1.68% Fee Based 4,444 0.30% 5,200 0.30% 4,828 0.30% Health Insurance 3,000,000 20.42% 3,150,000 21.05% 3,378,571 20.81% Group Term Life and Accidental Death Insurance 183,283 0.53% 74,000 0.49% 66,250 0.41% Long-term Disability Insurance 5,921,132 0.38% 53,000 0.35% 74,750 0.46% Survivor's Life Insurance 0.53% 74,000 0.50% 70,000 0.43% Short-term Disability Insurance 15,814 0.14% 15,000 0.10% 20,000 0.12% Ski Pass / Fitness 94,662 0.60% 85,000 0.57% 85,000 0.52% Sworn Officer Death and Disability Insurance 35,421 0.51% 72,000 0.48% 80,000 0.49% Subtotal Fee Based 3,329,180 23.10% 3,523,000 23.54% 3,774,571 23.24% Payroll Based Pension Contribution 1,936,323 14.52% 2,135,318 14.29% 2,343,981 14.43% Medicare 246,264 1.34% 194,722 1.30% 213,457 1.31% Workers' Compensation Insurance 186,853 1.37% 224,000 1.50% 272,900 1.68% Unemployment Compensation Insurance 28,510 0.30% 44,800 0.30% 48,700 0.30% Subtotal Payroll Based 2,397,950 17.53% 2,598,840 17.39% 2,879,038 17.73% Total Full -Time Benefits 5,727,130 40.63% 6,121,840 40.93% 6,653,610 40.97% Part -Time and Seasonal Employees Fee Based Ski Pass / Fitness 84,559 3.70% 75,000 4.33% 75,000 4.66% Ski Pass / Fitness - Boards 9,100 0.45% 9,100 0.53% 9,100 0.57% Mini -Med Program 3,000 0.30% 6,000 0.35% 471,429 29.29% Payroll Based Pension Contribution 33,136 1.50% 25,998 1.50% 24,141 1.50% Medicare 30,635 1.45% 25,131 1.45% 23,336 1.45% Workers' Compensation Insurance 29,128 1.36% 26,000 1.49% 27,100 1.68% Unemployment Compensation Insurance 4,444 0.30% 5,200 0.30% 4,828 0.30% Subtotal Payroll Based 97,343 4.61% 82,329 4.74% 79,405 4.93% Total Part -Time and Seasonal Benefits 194,002 9.05% 172,429 9.94% 634,934 39.45% Total Benefits - All Employees 5,921,132 36.65% 6,294,268 37.71% 7,288,543 40.84% 10/21/2014 Town of Vail 2015 Budget Summary of Changes in Personnel From 2014 Original Budget to 2015 Budget 2015 Changes Comments Full-time Regular Positions Special Events Coordinator 0.20 Increase to 40 -hour work week Community Information Specialist 1.00 Previously lost 1.5 FTEs during downturn Sr. Long -Range Planner 1.00 Frozen Planner position (1.00) Environmental Planner 1.00 Reinstating previously eliminated when job vacated IT Systems Engineer 1 1.00 Streets: Maintenance Worker 1.00 Streets/Parks: Landscaper / Maintenance Worker 1.00 Fleet: Journey Mechanic (1.00) Facilities: Parking Structure Maintenance 1.00 Facilities: Building Maintenance Specialist 1.00 Facilities: Custodian (1.00) Fire Engineers 3.00 8.20 Fixed Term Positions Document Imaging (1.00) Reducing to offset addition above (1.00) Seasonal Positions Fire Residents (3.09) Reducing to offset addition above Landscaper (0.48) Reducing to offset combined position above Heavy Eqiupment Operator (0.48) Reducing to offset combined position above Community Information intern (0.25) Reducing to offset addition above Library - Multi Task 0.50 Back in 2010 we converted a contract position to seasonal but d (3.80) Total Changes to FTE Count: 3.40 10/21/14 - 23- TOWN OF VAIL 2015 BUDGET TEN-YEAR SUMMARY OF BUDGETED POSITIONS BY DEPARTMENT 2015 Positions Department 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Change Full-Time Regular Positions - Funded by TOV Town Officials 6.90 6.90 7.06 6.23 6.23 6.23 5.43 4.43 4.43 4.43 3.43 (1.00) Administrative Services 19.15 18.15 19.68 21.02 20.35 20.35 19.35 19.35 19.40 21.40 24.60 3.20 Community Development 13.85 13.85 15.18 15.18 17.85 15.85 14.85 13.85 13.85 12.85 13.85 1.00 Fire 18.00 18.00 18.00 22.00 21.25 24.25 24.00 24.00 24.50 25.50 28.50 3.00 Police and Communications 56.25 54.25 54.50 54.50 54.50 55.50 53.75 54.75 54.25 54.25 55.25 1.00 Library 6.38 6.38 6.63 6.63 6.55 6.55 6.55 6.55 6.55 6.55 6.55 0.00 Public Works, Streets & Roads, Landscaping 31.25 31.75 31.75 31.75 30.80 30.80 30.80 30.80 30.80 34.30 36.30 2.00 Transportation & Parking 30.50 31.00 31.00 31.00 33.00 31.00 31.00 31.00 31.00 39.50 39.50 0.00 Fleet Maintenance 13.00 13.00 13.00 13.00 13.00 12.00 12.00 12.00 12.00 12.00 11.00 (1.00) Facility Maintenance 20.00 20.00 20.00 20.00 20.00 20.00 20.00 18.00 16.00 16.00 17.00 1.00 0 Capital Projects 1.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 N o Total FTE's - Full-Time Regular 216.28 213.28 216.80 221.31 223.53 222.53 217.73 214.73 212.78 226.78 235.98 9.20 Fixed Term Employees Administrative Services - 1.00 - - - - - - 0.50 - 0.00 Community Development 6.00 6.00 5.00 4.00 4.00 0.50 0.00 Fire 1.00 2.00 2.00 2.00 2.00 - 0.00 Police and Communications 1.48 3.48 3.48 3.48 3.00 - 0.00 Public Works, Streets & Roads, Landscaping 1.75 1.63 1.63 1.63 1.50 1.50 0.00 Capital Projects 1.25 1.63 1.63 1.63 1.50 - - 0.50 0.50 - 0.00 Document Imaging 0.75 0.75 0.75 1.00 1.00 1.00 1.00 1.00 1.00 1.00 - (1.00) Total Fixed-Term 12.23 16.49 14.49 13.74 13.00 3.00 1.00 1.50 2.00 1.00 0.00 (1.00) Externally Funded Employees Police and Communications 6.50 8.00 9.00 9.00 9.00 10.00 10.00 10.00 10.00 10.00 9.00 (1.00) Total Externally Funded 6.50 8.00 9.00 9.00 9.00 10.00 10.00 10.00 10.00 10.00 9.00 (1.00) Seasonal Positions - Funded by TOV Town Officials 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 - 23- - 24- TOWN OF VAIL 2015 BUDGET TEN-YEAR SUMMARY OF BUDGETED POSITIONS BY DEPARTMENT 2015 Positions Department 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 Change Administrative Services 0.98 1.04 0.59 1.19 1.94 1.94 1.94 1.94 1.94 1.94 1.69 (0.25) Community Development 0.00 0.00 0.00 1.25 0.25 0.00 0.00 0.25 0.25 0.25 0.25 0.00 Fire 1.51 1.68 7.20 7.20 10.20 10.20 12.70 13.70 13.70 12.70 9.61 (3.09) Police and Communications 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Library 2.48 2.48 1.70 1.70 1.70 1.70 1.70 1.70 1.70 1.70 2.20 0.50 Public Works/ Streets & Roads/Landscaping 8.69 8.94 11.42 11.90 12.86 10.46 10.46 10.94 12.38 9.14 8.64 (0.50) Transportation & Parking 23.24 22.78 25.31 26.70 25.70 27.46 27.46 27.46 27.46 20.30 19.84 (0.46) Fleet Maintenance 0.00 0.00 0.00 0.00 0.00 0.25 0.25 0.25 0.25 0.00 0.00 0.00 Facility Maintenance 1.33 1.36 1.38 1.38 1.38 1.38 1.38 1.38 1.38 0.92 0.92 0.00 Total Seasonal / Part -Time 38.23 38.28 47.60 51.32 54.03 53.39 55.89 57.62 59.06 46.95 43.15 (3.80) All FTE's (Full -Time Equivalents) Town Officials 6.90 6.90 7.06 6.23 6.23 6.23 5.43 4.43 4.43 4.43 3.43 (1.00) Administrative Services 20.13 20.19 20.27 22.21 22.29 22.29 21.29 21.29 21.84 23.34 26.29 2.95 Community Development 19.85 19.85 20.18 20.43 22.10 16.35 14.85 14.10 14.10 13.10 14.10 1.00 o Fire 20.51 21.68 27.20 31.20 33.45 34.45 36.70 37.70 38.20 38.20 38.11 (0.09) N N Admin 3.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 2.00 0.00 o Patrol 28.98 30.48 31.00 31.25 31.00 28.00 27.00 28.00 28.00 28.00 28.00 0.00 Investigation 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 5.00 0.00 Records 5.25 5.25 5.50 5.25 5.50 5.50 4.75 4.75 4.25 4.25 4.25 0.00 Dispatch 22.00 23.00 23.48 23.48 23.00 25.00 25.00 25.00 25.00 25.00 25.00 0.00 Police and Dispatch Total 64.23 65.73 66.98 66.98 66.50 65.50 63.75 64.75 64.25 64.25 64.25 0.00 Library 8.86 8.86 8.33 8.33 8.25 8.25 8.25 8.25 8.25 8.25 8.75 0.50 Public Works, Streets & Roads 41.69 42.32 44.80 45.28 45.16 42.76 41.26 41.74 43.18 43.44 44.94 1.50 Transportation & Parking 53.74 53.78 56.31 57.70 58.70 58.46 58.46 58.46 58.46 59.80 59.34 (0.46) Fleet Maintenance 13.00 13.00 13.00 13.00 13.00 12.25 12.25 12.25 12.25 12.00 11.00 (1.00) Facility Maintenance 21.33 21.36 21.38 21.38 21.38 21.38 21.38 19.38 17.38 16.92 17.92 1.00 Ca ital Pro'ects / Fixed Term 3.00 2.38 2.38 2.63 2.50 1.00 1.00 1.50 1.50 1.00 0.00 1.00 Total FTE's 273.24 276.05 287.88 295.37 299.56 288.92 284.62 283.85 283.84 284.73 288.13 3.40 - 24- 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 0 2014 2015 2016 2017 2018 2019 ' Placeholder items Revenue 675,000 690,000 359,625 5,000 5,000 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 30,000 Sales Tax Split between General Fund & Capital 62/38 62/38 62/38 62/38 62/38 62/38 22,000 22,000 Fund 22,000 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 1,500,000 1,545,000 1,591,350 1,639,100 1,688,300 2015 flat with 2014amended: 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 COOT 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 2014 Mobile Comm Van cost sharing; $170K Holy Cross LED lighting grant; $29K NWCOG grant to fund Emergency Ops Project Reimbursement 272,200 - - - - - 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 36,229 103,654 149,281 113,680 133,647 153,416 0.7% rate assumed Total Revenue 11,993,190 12,196,415 12,700,842 12,656,791 13,242,440 13,848,410 Shelters ng Structures lities Capital Maintenance 3van Park Pavilion at Light Improvements tal Street Maintenance :red Bridge Structural Repairs d Incident repairs Truck Replacement camera system 30,000 30,000 30,000 30,000 30,000 620,000 680,000 MAQ 675,000 690,000 359,625 5,000 5,000 690,000 425,000 5,000 603,563 58,670 500,000 296,000 25,000 981,200 1,116,500 - 50,000 105,436 - 25,000 25,000 1,337,600 1,161,600 - - 25,000 1,175,900 - - 30,000 30,000 620,900 130,000 22,000 22,000 22,000 22,000 Systems Replacement 190,218 18,000 68,000 60,000 168,000 - 12,000 Audio -Visual capital maintenance 10,000 29,937 Data Center (Computer Rooms) Document Imaging 12,000 69,979 42,000 Software Licensing Comm Dev ArcGIS System 48,000 15,000 Hardware Purchases 92,726 185,000 Systems Replacement 190,218 18,000 68,000 60,000 168,000 - 12,000 Copier Replacement 10,000 18,000 30,000 51,000 50,000 Data Center (Computer Rooms) 15,000 12,000 Website and e-commerce 42,000 Comm Dev ArcGIS System 14,000 15,000 Fiber Optics / Cabeling Systems in Buildings 92,726 Systems Replacement 190,218 18,000 68,000 60,000 168,000 - 12,000 18,000 30,000 51,000 150,000 1,000,000 12,000 18,000 30,000 51,000 50,000 15,000 12,000 18,000 30,000 51,000 50,000 15,000 12,000 15,000 72,000 15,000 15,000 15,000 30,000 30,000 30,000 -25- 30,000 Annual maintenance 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 346,750 exterior (roofing, siding surfaces, windows, doors), interior finishes (paint, carpet, etc), and mechanical equipment (boilers, air handlers, etc). 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 50,000 New street lights and to refurbish residential lighting ; Annual maintenance reduced for four years due to upgrade project in 2014 1,333,200 On-going maintenance to roads and bridges including asphalt overlays, patching and repairs; Cost increases based on recent pricing 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 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 2014 replace pumper truck from 1999 2014 includes $120K for 24 new cameras in preparation for the 2015's plus $1 OK for annual capital maintenance of 89 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 - $3800 each; 18,000 $18K annual maintenance / replacement of audio-visual equipment in town buildings such as Donovan, Municipal building, Grand View, LH Welcome Center, etc. 30,000 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; Increasedcosts from vendors; $3K per year 51,000increase from original 5 year plan due to additional software products; 2015 includes $9K for property and evidence room software one-time expense 50,000 Scheduled rotation of PCs, printers and servers; 2015 replacement of three GIS printers/scanners; Two additional Simplivity Omnicube nodes in 2015 and 2016 at a cost of $45K each Replace 8 year old equipment with color copier, printer, fax and scanner 15,000 2016: Remodel / Retrofit upper and lower computer rooms ( power, heating / cooling, fire suppression ). Possible relocation into a combined room (at PD?) 12,000 Internet security & application interfaces; website redevelopment (2014); includes $550/month for web hosting Svcs - Web access to town GIS information (similar to County's website GIS product) 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 requested cameras throughout town. 2015 - 2019: to repair, maintain & upgrade cabling/network Infrastructure 30,000 Computer network systems - replacement cycle every 3-5 years; 2015 replacement of switches and routers Replace infrastructure for 15 -year old phone system Community Development permitting software project and $58.9K for remainder of Finance system project such as implementation of ecommerce, additional training, human resource reporting on healthcare reform, etc. 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 COOT 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 300,000 1,000,000 700,000 Nugget Lane and Bridge Rd bridges design in 2014/2015 and construction in 2016/2017; also partial funding from federal C-5 NgDghborhood Bridge Reconstruction 300,000 grants. � Replace parking system in both structures (LH parking structure system had been scheduled for replacement in 2006); Filcing 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 150,000 5,500,000 for replacement ($467.4K per bus) Municipal building remodel - 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 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 1,000,000 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; Per Council 9116114 push out one year pending Evergreen/VVMC projects;planning/design in 2016 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 2016; Per Council 9/16/14 push out one year pending Evergreen/VVMC projects Buy -down Program 402,118 -26- 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 Buy -down Program Funded by Pay -in-Lieu 684,814 Carry forward current balance of program funding: Housing funded directly by Pay -in -Lieu fees collected from developers Mobile Communications Vehicle 321,000 Total New Assets: 5,404,260 5,250,000 2,400,000 3,965,000 Total Expenditures 17,303,451 9,928,260 17,901,7124,,225 10,468,300 22,377,950 Other Financing Sources (Uses) Transfer from Vail Reinvestment Authority 4,290,435 4,250,000 4,015, 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 $30OK; $50K LH Medians; $25K East LH Portal and annual LH parking structure capital maintenance $50K. Transfer from Dispatch Fund 16,800 - - - 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 Revenue Over (Under) Expenditures (981,715) 6,518,155 (5,085,883) Transfer to RETT for Golf Clubhouse project 2,852,566 2,824,140 (8,479,540) Beginning Fund Balance 15,789,376 14,807,661 21,325,816 16,239,932 19,092,498 21,916,638 Ending Fund Balance 14,807,661 21,325,816 16,239,932 19,092,498 21,916,638 13,437,098 O N IV O_ A -27- N5 Stat Furniture Replacement Glen Lyon Rec Path Bridge Alpine Garden Support Alpine Garden Education Center Request Eagle River Watershed Support West Vail Community Garden Fencing Actively Green by 2015 Program Public Art - Operating Environmental Sustainability R-2 Rec. Path Capital Maint R-3 Park / Playground Capital Maintenance Flood Incident repairs Donovan Park Master Plan Library Recreation Path Reconstruction TOWN OF VAIL 2015 PROPOSED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX Revenue Real Estate Transfer Tax Increased cost from prior 5 -year plan Revisions / newly added project 2019 * Placeholder items YTD 2014 is pacing ahead of 2013 at this time; 2013 was $4.725; 2014 forecast 3.7% higher 6,254,000 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 Intergovenmental Revenue Project Reimbursements Recreation Amenity Fees 2016 Earnings on Investments and Other 2018 Total Revenue Expenditures Maintain Town Assets R-1 Annual Park and Landscape Maintenance 4,900,000 Management Fee to General Fund (5%) 5,402,000 Tree Maintenance 5,956,000 F�t Health Management N5 Stat Furniture Replacement Glen Lyon Rec Path Bridge Alpine Garden Support Alpine Garden Education Center Request Eagle River Watershed Support West Vail Community Garden Fencing Actively Green by 2015 Program Public Art - Operating Environmental Sustainability R-2 Rec. Path Capital Maint R-3 Park / Playground Capital Maintenance Flood Incident repairs Donovan Park Master Plan Library Recreation Path Reconstruction 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 YTD 2014 is pacing ahead of 2013 at this time; 2013 was $4.725; 2014 forecast 3.7% higher 6,254,000 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 Forecast 2014 2015 2016 2017 2018 4,900,000 5,145,000 5,402,000 5,672,000 5,956,000 132,014 134,654 137,347 140,094 142,896 145,754 Annual lease payment from Vail Recreation District 2% annual increase - deposited to "Recreation Enhancement Account" (accompanying expenditure listed below) 119,900 20,000 20,000 720,000 20,000 20,000 $20K Lottery fund proceeds; 2014 $99.9K CDOT grant for water quality vaults; 2017 $700K CDOT TAP Grant for water quality improvements 1,165,000 - - - - - VRD portion for Golf Course Clubhouse construction 10,000 10,000 10,000 10,000 10,000 10,000 33,712 25,095 22,158 13,885 25,806 1 44,007 0.7% rate assumed 6,360,626 5,334,750 5,591,506 6,555,979 6,154,703 6,473,761 1,430,514 1,558,185 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 195,000 257,250 F 270,100 283,600 297,800 312,700 5% of RETT Collections - fee remitted to the General Fund for administration 65,000 65,000 195,000 225,000 325,000 - - 150,000 65,000 65,000 65,000 229,500 234,090 238,772 10,000 25,000 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 Full time wildland coordinator as approved in 2014 (70% charged to Forest Hlth); Pine beetle mitigation in conjunction w/ forest service; Wildfire prevention measures 2014 increased requests for bike racks and benches throughout town; also includes annual replacement or capital repairs; 2014 forecasting for recycling containers estimated at $250K Re -decking of recreation path bridge; structural repairs & railings; too large a project to include in annual rec path captial maintenance 65,620 86,000 67,000 500,000 63,240 68,340 64,505 69,707 65,795 71,101 67,111 72,523 68,453 Annual operating support of the Betty Ford Alpine Gardens; assumes 2% increase per year Part of Council Contribution discussion Annual support of the Eagle River Watershed Council programs; assumes 2% increase per year 18,500 - - _ - Council Contribution (off cycle) for installation of wildlife fencing around West Vail Community Garden 37,000 20,000 - - - - 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; staff recommending $20K 95,920 100,248 102,253 104,298 106,384 108,512 Art in Public Places programming 500,000 321,586 321,500 321,500 321,500 321,500 Environmental Sustainability programs; 2014 increased by $250K for recycling education and rebate programs; 2015 includes new environmental planner position 3,013,554 3,327,509 2,727,198 2,800,990 2,864,668 2,915,735 104,796 103,989 98,500 104,289 112,974 100,200 97,000 116,375 113,000 118,992 Capital maintenance of the town's recreation path system 128,838 94,500 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 847,795 Re -stabilization of Dowd Junction path; Repairs to culverts, drainage, and preventative improvements 5,000 - To separate and update the Donovan Park master plan from the Ford Park master plan 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 -28- Forecast 2014 Streambank/tract mitigation 1,684,834 Water Quality/ Storm Water 449,900 East Vail Interchange Improvements Skate Park - temporary 260,000 Bike Lanes: N. Ftg Rd Bike Lanes: S. Ftg Rd Ford Park Safety Improvements Steghens Park Safety Improvements 500,000 200,000 450,000 - BtRJhr Creek Park Safety Improvements El&on Park Safey Improvements - Ford Park Portal Improvements 250,000 Ford Park Parking Lot Slope Revegetation 100,000 Booth Creek Park 897,250 Donovan Park - Golf Course - Other 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 2015 2016 2017 2018 2019 * Placeholder items 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) Would accompany repairs made with streambank/tract mitigation for storm water and culverts; 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 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 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 the next two years. 2014 forecasted savings from combined bike lane projects total $1.3M; Bike lane shoulder from Red Sandstone school to Buffehr Creek Bike lane shoulders:2014 from Matterhorn to Cascade to be done in conjuction with Cascade CDOT parking project Moved up to 2014 to coincide with Ford Park improvements; Ford Park playground built in 2000; improvements were previously scheduled for 2015; Forecasting an additional $146K for playground as presented to Council on 10/7/14 Access improvements to include extended sidewalk, new stairs and other site improvements; playground was built in 1990's Request to replace 14 -yr old "catalog" playground equipment with custom build in 2017; Also requesting $60K to add a picnic shelter Request to replace 13 -yr old "catalog" playground equipment with custom build in 2018 TOV portion of improvements to six portals into Ford Park; Matching contribution from Vail Valley Foundation; 2013 for design; Transferred $750K to 2013 Ford Park Fields per Council 8/6/13 ($100K tfd in 2013 and $650K in 2014) 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 - 1,556,880 structures; Tennis court ($262K) and playground ($385K) originally budgeted in 2014 will occur when overall park is reconstructed. 379,000 _ 2015 safety improvements to playground / park (10-11 years old); Increased by 75K for new picnic shelter construction 85,000 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 - - - - - Annual Winterfest event; approximate cost of $25K per year; rely on donations 1,611,489 3,191,869 1,594.734 464,375 298.492 134,654 834,092 31,782 137,347 140,094 142,896 M7;204 17,200 Dobson lee Arena 144,475 124,133 28,001 258,020 59;874 Ford Park / Tennis Center Improvements 12,270 85,031 47,476 14,893 5,645 Athletic Fields 15,604 59,714 18,254 - - Gymnastics Center - - 37,006 Nature Center - 82,871 - -29- 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 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, 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 14,509 railings; 2018 wood siding/trim; 2019 brick pavers, grading & drainage. Overall increase to the 5 -year cost estimates / timing is $62,862 2015 restroom / storage facility structure (increase from this addition $56K); 2016 asphalt parking lot 2017: Restrooms 2016 Exterior windows, doors, wood siding and slope roof Public Art - General program / art 390,831 Public Art - Winterfest 78,730 Total Enhancements 6,587,974 VRD-Managed Facility Projects Recreation Enhancement Account Golf Course - Other 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 2015 2016 2017 2018 2019 * Placeholder items 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) Would accompany repairs made with streambank/tract mitigation for storm water and culverts; 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 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 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 the next two years. 2014 forecasted savings from combined bike lane projects total $1.3M; Bike lane shoulder from Red Sandstone school to Buffehr Creek Bike lane shoulders:2014 from Matterhorn to Cascade to be done in conjuction with Cascade CDOT parking project Moved up to 2014 to coincide with Ford Park improvements; Ford Park playground built in 2000; improvements were previously scheduled for 2015; Forecasting an additional $146K for playground as presented to Council on 10/7/14 Access improvements to include extended sidewalk, new stairs and other site improvements; playground was built in 1990's Request to replace 14 -yr old "catalog" playground equipment with custom build in 2017; Also requesting $60K to add a picnic shelter Request to replace 13 -yr old "catalog" playground equipment with custom build in 2018 TOV portion of improvements to six portals into Ford Park; Matching contribution from Vail Valley Foundation; 2013 for design; Transferred $750K to 2013 Ford Park Fields per Council 8/6/13 ($100K tfd in 2013 and $650K in 2014) 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 - 1,556,880 structures; Tennis court ($262K) and playground ($385K) originally budgeted in 2014 will occur when overall park is reconstructed. 379,000 _ 2015 safety improvements to playground / park (10-11 years old); Increased by 75K for new picnic shelter construction 85,000 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 - - - - - Annual Winterfest event; approximate cost of $25K per year; rely on donations 1,611,489 3,191,869 1,594.734 464,375 298.492 134,654 834,092 31,782 137,347 140,094 142,896 M7;204 17,200 Dobson lee Arena 144,475 124,133 28,001 258,020 59;874 Ford Park / Tennis Center Improvements 12,270 85,031 47,476 14,893 5,645 Athletic Fields 15,604 59,714 18,254 - - Gymnastics Center - - 37,006 Nature Center - 82,871 - -29- 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 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, 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 14,509 railings; 2018 wood siding/trim; 2019 brick pavers, grading & drainage. Overall increase to the 5 -year cost estimates / timing is $62,862 2015 restroom / storage facility structure (increase from this addition $56K); 2016 asphalt parking lot 2017: Restrooms 2016 Exterior windows, doors, wood siding and slope roof IV O_ -30- 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 283,917 Forecast 2014 2015 2016 2017 2018 Total VRD-Managed Facility Projects 1,006,441 435,314 854,349 457,217 225,615 New Assets Golf Clubhouse & Nordic Center 6,268,629 - 3,900,000 - _ 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) Ford Park Improvements & Fields 4,080,792 Public Restrooms 511,174 2015: ADA accessible parking ($30K of total). Per Council 9/17/14 ok for $200K for pavers & $150K for waterline near BFAG; remainder of project was reviewed 10/7/14 Restrooms at lower bench of Ford Park; 2014 forecasting an additional $177K per Council's review on 10/7/14 Total New Assets: 10,860,595 380,000 3,900,000 Total Expenditures 21,468,564 5,754,312 10,673,415 4,852,941 3,554,657 3,498,143 Other Financing Sources (Uses) Transfer to Capital Project Fund - Transfer from Capital Projects Fund for Golf Clubhouse project per Council review 10/7/14 Transfer from Cord 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 (13,271,620) (419,562) (1,181,910) 1,703,039 2,600,045 2,975,617 Beginning Fund Balance 16,856,681 3,585,061 3,165,499 1,983,589 3,686,628 6,286,673 O Edging Fund Balance $ 3,585,061 $ 3,165,499 $ 1,983,589 $ 3,686,628 $ 6,286,673 $ 9,262,291 IV O_ -30- **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 Eligible for funding from Capital VRA RETT Projects Fund Description Status $18.1 M - $36.2M Golf Course Clubhouse Y LionsHead Park (Sundial Plaza) Y LionsHa8' d Information Center Renovation Y N_ LionsHygd Parking Structure Enhancements 3,500,000 O_ Concertf'Hall Plaza (West Portal) Priority III Simba Run Underpass East LionsHead Circle (East Portal) 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 3,600,000 Recent paving and 1-70 Underpass project will extend the life of current roundabouts 1,000,000 Recent paving and 1-70 Underpass project will extend the life of current roundabouts Various funding sources Funded by VRA Funded by VRA 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 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 Budgeted in 2014/2015 Completed Completed Completed CDOT grant awarded for $20M; TOV portion $6M funded by VRA Funded by VRA Completed Municipal Building Reconstruction 15,000,000 Bike path reconstruction near Pedestrian Overpass 175,000 On north end of Pedestrian Overpass Lighting for Pedestrian Overpass to Red Sandstone 170,000 Add lights on pedestrian path from Red Sandstone to bridge Newly -identified projects: Alternative Fuel Infrastructure 3,800,000 Flood repairs and improvements V Continued through 2014 ' Completed Open Space property 3-4 open space parcels in master plan not purchased as yet New biking & hiking trails West Vail forest mitigation Project beyond annual forest health maintenance budget Phase II of Timber Ridge redevelopment Per TROC board, not within 5 -year plan $3M currently included in the 5 -year capital budget; cost TOV share of Evergreen/VVMC roundabout estimate includes roadwork only, not roundabout so will need to be revised as the projects progress Golden Peak Pickleball courts $500K - $1.1 M Community request to replace tennis courts with pickleball courts; Estimates depend on parking and ADA Infrastructure currnetly included in budget with assumption Chamonix Housing development that the town would involve a private developer on the project Funding Resource Options: Projected Fund Balance by end of 2019: 6,110,658 9,262,291 13,437,098 -31- VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: Information Update: 1) VLMD Group Sales Budget Breakdown 2) August Vail Business Review 3) VEAC October 2014 Minutes 4) Annual meeting Tuesday, March 10, 2015, at Donovan Pavilion ATTACHMENTS: VLMD Group Sales Budget Breakdown 2014 August Vail Business Review VEAC 101414 Meeting Minutes 10/21/2014 rowH Of Mit: n VaLEEff FPO R T17iFiR 57(f IR' Vail Local Marketing District Attn.: Kelli McDonald Dear Kelli, Please accept the following group sales funding breakout of the Vail Valley Partnership's group sales effort as requested by the Town Council. 2015 Group Sales Funding Breakout: Our regionally focused group & meeting sales efforts includes participation in a variety of group & meeting industry tradeshows, hosted customer events and meeting planner outreach in addition to leveraging WP's meeting planner database to drive increased group & meeting business to Vail and Beaver Creek. Group Sales Return on Investment: $508,000 2014 (through August 31, 2014) $2,506,080 Investment from VLMD: $570,000 Lodging Revenue Produced: $2,323,175 Estimated Incremental Spend*: $13,665,735 Total Estimated Spend: $15,988,910 Resulting TO sales tax & lodging tax: $671,680 Additional metrics: Leads generated: 131 Groups booked: 40 2013 (through December 31, 2013): Investment from VLMD: $508,000 Lodging Revenue Produced: $2,506,080 Estimated Incremental Spend*: $14,741,647 Total Estimated Spend: $17,247,72 7 Resulting TO sales tax & lodging tax: $724,994 Additional metrics: Leads generated: 103 Groups booked: 20 Notes: . 1. Incremental spending based on Convention Industry Council research showing 17% of group/meeting spending is lodging and 83% is non -lodging. The above estimated incremental spend is based on this national average. 2. 21% of all group bookings are influenced by destination marketing organizations (such as Vail Valley Partnership) regardless of booking via DMO vs direct to PO Box 1130, Vail, CO 81658 visitvailvalley.com 10/21/2014 vailvalleypartnership.com �I Vail VaLEEV PA R T17€PR 57(fIP' property (source: 2013 Destination Marketing Association International DMO Group Sales Channel Impact Study) 3. Numbers do not include SMERF group results (weddings, family reunions, participatory sports) oriented programs as these programs are difficult to for lodging properties to track. 4. Compression — defined as a reduction in available rooms due to group occupancy — is not tracked as there is no methodology in place to track leisure vs. group room nights, although DestiMetrics daily lodging reports provide meaningful occupancy by day. Grouu Sales Budget (2015) Details: Group & Meetings Advertising $30,000 6303.01 Marketing Services (National Sales) $30,000 6303.03 Travel/Tradeshows/Events $185,000 6303.04 Memberships $10,000 6303.05 Collateral (video & brochure) $0 6303.07 Familiarization (FAM) Trips $40,000 6303.11 Direct Sales* $265,000 6303.17 Event Recruiting/Coordination $20,000 6303.19 TOTAL GROUP: $580,000 Note: all expenses outside of direct sales are submitted directly to the Town of Vail finance department for payment or are reimbursed to the VVP upon approval of Town of Vail finance department. Measurement Criteria: 1. Manage expenses to budget 2. Number of groups booked during 2015 3. Room nights actualized in 2015 4. New room nights booked during 2015 (for all future dates) 5. Number of qualified leads generated in 2015 * Direct Sales Cost Breakout: Vail Valley Partnership employs four dedicated group sales managers with funding support from Beaver Creek Resort Company and the Vail Local Marketing District. Beaver Creek and Vail Local Marketing District share costs for three of the sales managers, and VLMD supports 100% of the cost of the fourth sales manager. Costs for the sales team breakout as follows: PO Box 1130, Vail, CO 81658 visitvailvalley.com 10/21/2014 vailvalleypartnership.com I/ 'A FPO RT1r€ 57(f IR' Valley -wide sales managers (3) Salary: $164,409 ($54,803 average per sales manager) Allocated costs: $66,114 ($22,038 per employee) Medical: $30,132 ($10,044 per employee) Total: $260,655 Total Beaver Creek: $86,016 Total Vail: $174,638 Dedicated Vail -only sales manager (1) Salary: $60,000 Allocated costs: $22,038 Medical: $10,044 Total: $92,088 Total Vail: $266,726 Direct sales costs for the three sales managers focusing their efforts on valley -wide group sales are shared by Vail and Beaver Creek in a 67% - 33% split. This is based on bed base (approximately 67% of short term bed base is located in Vail compared to approximately 33% in Beaver Creek) and Vail has a higher percentage of lodging properties with conference facilities structured toward hosting groups & meetings. While group revenue and room nights tend to fluctuate, historic sales team production for the past few years matches this variance as well. Please let me know any questions or if you'd like any additional details. Thank you, Chris Romer President & CEO Vail Valley Partnership (970) 477-4016 PO Box 1130, Vail, CO 81658 visitvailvalley.com 10/21/2014 vailvalleypartnership.com VLMD Group Sales History 2007-2014 (data through 8/31/14) Annual Room Nights 6658 8527 8448 8901 9202 11005 added new Vail -only sales manager 11959 12059 10/21/2014 Annual Group Revenue 2007 $1,021,531 2008 $1,737,043 2009 $1,693,982 2010 $1,793,396 2011 $1,652,717 2012 $2,506,080 2013 $2,229,548 2014 $2,323,175 Annual Room Nights 6658 8527 8448 8901 9202 11005 added new Vail -only sales manager 11959 12059 10/21/2014 TOWN OF VAIL' 75 South Frontage Road West Finance Department Vail, Colorado 81857 970.479.2100 vailgov.com 970.479.2248 fax Vail Business Review August 2014 October 7, 2014 The August Vail Business Review breaks down the four percent sales tax collected for August. Overall August sales tax increased 8.2% with Retail increasing 3.8%, Lodging increased 18.5%, Food and Beverage increased 6.2% and Utilities/Other (which is mainly utilities but also includes taxable services and rentals) increased 2.7%. Excluding the Out of Town category, sales tax for the month of August was up 11.0%. Town of Vail sales tax forms, the Vail Business Review and the sales tax worksheet are available on the internet at www.vailgov.com. You can subscribe to have the Vail Business Review and the sales tax worksheet e-mailed to you automatically from www.vailgov.com. Please remember when reading the Vail Business Review that it is produced from sales tax collections, as opposed to actual gross sales. If you have any questions or comments please feel free to call me at (970) 479-2125 or Judy Camp at (970) 479-2119. Sincerely, Sally Lorton Sales Tax Administrator 10/21/2014 August TOWN OF VAIL BUSINESS REVIEW TOWN OF VA it Sales Tax Newsletter August 2014 Sales Tax August August August 2013 2014 % Collections Collections Change VAIL VILLAGE Retail 222,445 249,608 12.21 % Lodging 200,520 231,888 15.64% F & B 333,015 355,564 6.77% Other 6,777 6,636 -2.08% Total 762,758 843,696 10.61 % LIONSHEAD Retail 60,229 73,420 21.90% Lodging 107,438 136,475 27.03% F & B 83,828 89,018 6.19% Other 3,210 4,758 48.22% Total 254,705 303,671 19.22% CASCADE VILLAGE/EAST VAIL/SANDSTONE/WEST VAIL Retail 149,504 152,254 1.84% Lodging 66,990 75,324 12.44% F & B 56,059 58,035 3.53% Other 7,029 7,337 4.39% Total 279,582 292,951 4.78% OUT OF TOWN Retail 101,480 78,787 -22.36% Lodging 5,603 7,101 26.73% F & B 1,489 1,002 -32.74% Utilities & Other 104,021 105,550 1.47% Total 212,594 192,440 -9.48% 10/7/2014 8:27:06 AM enl:0 , 20. Page 1 of 2 August Cq') TOWN OF VAIL BUSINESS REVIEW TOWN OF HAIL Sales Tax Newsletter August 2014 Sales Tax TOTAL Total 1,509,638 1,632,758 8.16% RETAIL SUMMARY August August August 2013 2014 % Collections Collections Change Retail 533,658 554,070 3.82% Lodging And Property Mgmt 380,552 450,789 18.46% Food and Beverage 474,391 503,618 6.16% Other 121,037 124,281 2.68% Total 1,509,638 1,632,758 8.16% RETAIL SUMMARY 10/7/2014 8:27:06 AM -MP' 20U Page 2 of 2 August August August 2013 2014 % Collections Collections Change RETAIL -FOOD 119,622 121,495 1.57% RETAIL -LIQUOR 37,924 40,268 6.18% RETAIL -APPAREL 105,026 124,383 18.43% RETAIL -SPORT 101,246 113,615 12.22% RETAIL -JEWELRY 29,562 30,528 3.27% RETAIL -GIFT 5,868 6,278 6.97% RETAIL -GALLERY 8,322 5,585 -32.88% RETAIL -OTHER 125,827 111,918 -11.05% RETAIL -HOME OCCUPATION 261 0 -100.00% Total 533,658 554,070 3.82% 10/7/2014 8:27:06 AM -MP' 20U Page 2 of 2 Vail Economic Advisory Council (VEAC) October 14, 2014 MEETING MINUTES VEAC Members Present: Rayla Kundolf, Michael Kurz, Margaret Rogers, Kim Newbury, Robin Litt, Rob LeVine, Matt Ivy, Bob Boselli, Matt Morgan, Greg Moffet, Mia Vlaar, Mark Gordon Town of Vail Staff Present: Stan Zemler — Town Manager, Kelli McDonald - Economic Development Manager, Judy Camp — Town of Vail Chief Administrative Officer Finance Director, Laura Waniuk — Town of Vail Event Liaison, Kristen Bertuglia - Environmental Sustainability Manager, George Ruther — Community Development Director Others Present: Katie Barnes, DestiMetrics, Dave Chapin, Vail Town Council, Jeremy Reitman, VVP, Ryan Halsey, Antlers TOV Plastic Bag Initiative, Kristen Bertuglia, George Ruther Overall strategy to reduce plastic bag use and moving to re -usable bags in Vail. Review of other jurisdictions and their policies with regard to bag costs and revenue. Please see full presentation for details. Point raised by Ratchford and Kundolf regarding destination guests and educating them when they check in with Vail policies on reusable bags. Potentially provide reusable bags upon check in. Vail's draft program: Ban on plastic, 10 cent fee on paper. Applies to grocery stores only, Fees collected: 25% to stores, 75% to community fund for waste reduction/education. Draft program will be presented at Vail Town Council work session on October 21. Vail Mountain Winter Update, Davy Ratchford What to expect this season — new programs, international business, Epic Mix guide, events, marketing, lodging, ski school and safety awareness. For details please see full presentation. Vacation Rental Survey Update, Katie Barnes, DestiMetrics Review of "grey market" methods by vacation rentals by owner including policies or lack of policies. Top line review of survey and questions provided to other markets. Complete survey review will be presented at the Town Council Meeting on October 21. Financial Report, Judy Camp Please see attached reports. Town -wide revenue continues at a favorable pace with sales tax estimated to be up 11 % year-to-date through August, led by strong results in lodging and property management. Year to date increases 8.5% from 2013 and 7.6% from budget. The summer so far (May — August) will be up 9.8%. Overall August sales tax increased 8.2% with retail increasing 3.8%, lodging increased 18.5%, food and beverage increased 6.2% and utilities/other increased 2.7%. 10/21/2014 Town Manager Report, Stan Zemler Recognition of Judy Camp's service and work for the Town of Vail. Judy also expressed her thanks to the business community represented by the VEAC for the opportunity to participate in twelve years of economic growth in Vail, citing a 51 % increase in sales tax revenue and 68% increase in lodging tax over that period. Citizen Input Other Business Adjournment Next Meeting: November 11, 8:00 a.m. Antlers Lodge, Caribou/Pronghorn Room 10/21/2014 rnwH of vn' �Ii1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: Matters from the Mayor, Council and Committee Reports. 10/21/2014 rnwH of vn' �Ii1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: update on pending litigation Vail Gateway Plaza Condominium Association Inc. v. Town of Vail et. al. Case number 2011 CV1133; 2) C.R.S. §24-6-402(4)(b) (e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, Regarding: Intergovernmental Agreement with Eagle County for emergency response on Vail Pass. PRESENTER(S): Matt Mire, Town Attorney 10/21/2014 rnwH of vn' �Ii1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: October 21, 2014 ITEM/TOPIC: Adjournment (estimated 4:20 p.m.) NOTE: UPCOMING MEETING TOPICS AND ESTIMATED TIMEFRAMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) THE NEXT REGULAR VAIL TOWN COUNCIL MEETING WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, NOVEMBER 4, 2014 IN THE VAIL TOWN COUNCIL CHAMBERS Ongoing agenda items DRB/PEC updates WS - 15 min.; Information Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. Other proposed agenda items: Vacation Rental Discussion- 11/4 First Reading of Ordinance for 2015 Budget Adoption - ES - 11/4 Resolution for TOV Bank Accounts signature authorization for Finance Director 11/4 VLMD Summer Intercept NPS Analysis - WS - 30 min. - 11/18 Second Reading of Ordinance for 2015 Budget Adoption - ES - 11/18 USA Pro Cycling Challenge Event Followup - 11/18 Follow up Discussion on Competitiveness Plan - WS - 12/2 CSE Funding Recommendations - 12/2 Mountain Travel Update from DestiMetrics (Vail Economic Advisory Council) - 12/16 VLMDAC & CSE Board Vacancy Interviews - 12/16 Proposed Future Agenda Items Council Action Plan Items: **Defining Balanced Community - TBD **Parking & Transportation - TBD **Technology - TBD **Half Day Retreat w/ VLHA - TBD Site visit of Vail Children's Garden of Learning preschool - TBD Ford Park: Managed Parking Program - TBD Ford Park Parking Reservation System - TBD Meet with Avon Town Council - TBD Investment Policy Update ES - TBD 1-70 Vail Underpass Updates - ES - TBD Clean Up Title 12 Land Use Regs / Ordinance - TBD Housing Strategic Plan - George - TBD 10/21/2014