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Home My WebLink About2015-04-07 Agenda and Supporting Documentation Town Council Regular SessionVAIL TOWN COUNCIL REGULAR MEETING AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 6:00 P.M., APRIL 7, 2015 TOWN QFVAIL� NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. ITEM/TOPIC: Citizen Participation (10 min. ) 2. ITEM/TOPIC: Consent Agenda: 1) Water Quality Mapping Contract Award 2) Asphalt Overlay Contract Award 3) Vail Public Library - Bike Path Contract Award 4) EHU Exchange - 1125 Hornsilver Circle 5) EHU Exchange - 1915 Gore Creek Drive (5 min. ) 3. ITEM/TOPIC: Any Action as a Result of Executive Session (5 min. ) BACKGROUND: This agenda item has been added to the regular meeting agenda in order to allow for any official action required as a result of the executive session. 4. ITEM/TOPIC: Town Manager's Report 1) Vail Golf and Nordic Clubhouse Remodel - Contractor Selection (5 min. ) 5. ITEM/TOPIC: Ford Park 2015 Summer Managed Parking (30 min) PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: The Town Council is asked to receive community input and provide input and direction on the proposed changes to the Ford Park 2015 Summer Managed Parking Program. BACKGROUND: Since 1998 the town staff working with the Ford Park user groups have presented a Summer Managed Parking Plan to the Vail Town Council for review and direction. STAFF RECOMMENDATION: Direct staff to prepare for the Ford Park 2015 Summer Managed Parking Program with an option to preserve parking spaces to be leased by the user groups on designated special event dates only and continue to require paid parking on special event dates and use express bus service from Vail Village and Lionshead Parking Structures. Continue to explore a long term solution for parking at Ford Park upper bench parking lot for Implementation in summer 2016. 6. ITEM/TOPIC: Resolution No. 9, Series of 2015, A Resolution of the Vail Town Council Extending the Deadline for Commencement of Construction of Improvements ContemplateCWM Amendment to the Existing Vail Golf Course Conditional Use Permit (PEC12-0036) (10 min) PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Resolution No. 9, Series of 2015. STAFF RECOMMENDATION: The Community Development Department recommends the Vail Town Council to approve Resolution No. 9, Series of 2015 as presented. 7. ITEM/TOPIC: First reading of Ordinance No. 5, Series 2015 an Ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund, Heavy Equipment Fund and Timber Ridge Enterprise Fund. (30 min.) PRESENTER(S): Kathleen Halloran, Finance Director and Carlie Smith, Budget Analyst ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No. 5, Series 2015 BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 5, Series 2015 8. ITEM/TOPIC: Second Reading Ordinance No. 4, Series of 2015 An Ordinance Protecting Certain Stream Tract Property in the Town by Prohibiting the Installation or Maintenance of Private Improvements on Such Property (10 min.) PRESENTER(S): Matt Mire, Town Attorney ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Ordinance No. 4, Series of 2015 on second reading. BACKGROUND: Over time, private improvements such as landscaping, patios and other improvements from properties adjacent to stream tracts have been constructed and maintained within the Town's riparian areas without permission or authorization from the Town. Pursuant to the Town's authority to regulate for the public health, safety and welfare, the Town Council desires to clarify by the passage of this Ordinance No. 4 that Town that certain stream tracts shall be used solely and exclusively as natural open space, and private improvements or encroachments of any kind are prohibited in these areas without the prior written authorization of the Town Council. STAFF RECOMMENDATION: Approve, approve with modifications, or deny Ordinance No. 4, Series of 2015 on second reading. 9. ITEM/TOPIC: Appointment to Design Review Board (DRB) (10 min. ) ACTION REQUESTED OF COUNCIL: Town Council will make an appointment to DRB BACKGROUND: See attached memo 4/7/2015 10. ITEM/TOPIC: Adjournment (7:40 pm) 4/7/2015 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Citizen Participation 4/7/2015 TOWN OF VAIN ►owx of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Consent Agenda: 1) Water Quality Mapping Contract Award 2) Asphalt Overlay Contract Award 3) Vail Public Library - Bike Path Contract Award 4) EHU Exchange - 1125 Hornsilver Circle 5) EHU Exchange - 1915 Gore Creek Drive ATTACHMENTS: Water Quality Mapping Award Gore Valley Trail Improvements Project Contract Award Memorandum Asphalt Overlay Award Memorandum Library Path Construction Approval Memorandum EHU Exchange - 1125 Hornsilver Circle EHU Exchange - 1915 Gore Creek Drive 4/7/2015 0 rowN of vain Memorandum To: Vail Town Council From: Departments of Public Works and Community Development Date: April 7, 2015 Subject: Storm Sewer and Drainage Basin Mapping Project — Contract Award I. PURPOSE The purpose of this memorandum is to provide a recommendation to move forward in awarding SGM a contract to perform storm sewer and drainage basin mapping services in response to a Request for Proposals released by the Town of Vail as part of the Restore the Gore Strategic Action planning process. II. BACKGROUND As of 2012 the Colorado Department of Public Health and Environment (CDPHE), Water Quality Control Commission, added the portion of Gore Creek from Black Gore Creek to the Eagle River (Dowd Junction) to Colorado's Section 303(d) list of impaired waters for aquatic life use. To address the 303(d) listing, and to improve water quality, the Eagle County Urban Runoff Group (URG) funded the completion of The Gore Creek Water Quality Improvement Plan (WQIP), completed by Leonard Rice Engineers, which may be downloaded at https://vail.sharefile.com/d/sd773b7f738745c28. Building upon the findings in the WQIP, the Town of Vail contracted with Lotic Hydrological to complete the Restore the Gore Strategic Action Plan currently underway which includes the following: Objective 1: Regulatory Measures Objective 2a: Site Specific Projects Objective 2b: Riparian Areas Objective 3: Monitoring and Study Programs Objective 4: Best Management Practices Objective 5: Education and Outreach Objective 6: Prioritization Objective 7: Planning and Implementation of High -Priority Actions A critical component of Objective 7 includes the release of a Request for Proposals (RFP) to identify and evaluate the complete inventory of existing stormwater infrastructure, and create a database and drainage area map. Without this information properly maintaining and improving the storm system proves to be inefficient and challenging. 4/7/2015 Scope of Work Qualified professionals are asked to provide the development of a complete, spatially accurate, informative, and cost effective GIS -based inventory database of stormwater infrastructure within the town's city limits. The town's existing infrastructure inventory was completed in 2007 and includes approximately 70% of the municipally owned drainage system. This project requires a review of the existing inventory, updating it to include newly identified drainage system components and appurtenances, verifying and refining vertical and horizontal spatial information for all infrastructure components, and verifying and refining important maintenance related metadata for all infrastructure components. In order to understand the diversity of landscape elements and land use types contributing stormwater runoff to various portions of the drainage network, all contributing drainage areas must be mapped. All information must be compiled in a topologically correct spatial database that preserves the direction of stormwater flow throughout the entire drainage network. The completed spatial database will serve as the foundation for the development of comprehensive infrastructure maintenance schedules and an asset management program. Responses to the RFP, released on February 13, 2015, were received on March 6, 2015. Submitting firms included: • SGM, Glenwood Springs, CO Proposal cost: $125,920 • Michael Baker International, Lakewood CO Proposal cost: $267,579 • Matrix Design Group, Denver, CO Proposal cost: $235,700 SGM was selected by the staff review team due the criteria listed in Section III, as well as overall value added and prior experience with basin mapping in Vail, and thorough understanding of Gore Creek water quality issues and challenges unique to Vail (snowmelt, ski area, 1-70). The contract amount is within budget and if approved, will be funded as a capital expenditure via the $1.5 million allocated for Gore Creek water quality improvements and flood repair. The project will be completed by October, 2015. EVALUATION CRITERIA Submitting firms were evaluated based upon on the following criteria: • Prior project experience • Ability to perform the scope of work • Approach to scope of work • On-time and on -budget track record and evidence in proposal • Total cost of the project • Completeness of proposal IV. RECOMMENDATION Staff recommends the Vail Town Council authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, with SGM, Inc. in an amount not to exceed $125,920.00 to complete the Storm Sewer and Drainage Basin Mapping Project. Town of Vail 4/7/2015 Page 2 TOWN OF Memorandum To: Vail Town Council From: Department of Public Works Date: April 7, 2015 Subject: Contract Approval Request for Gore Valley Trail Improvements Project — Lionshead Village to West Meadow Drive INTRODUCTION The purpose of this memorandum is to request that the Town Council approve two contracts for the construction of the Gore Valley Trail Improvements Project. The first contract is for construction of the path and associated improvements and the second contract is for the fabrication of two bridges required as part of the project. II. BACKGROUND This work for this project includes: • Reconstruction of the asphalt trail between Lionshead Village and West Meadow Drive and widening the trail to eleven feet from its current ten feet. A concrete Alternate has been priced through the bid process and is discussed below. • Realignment of approximately 150 linear feet of trail from private property to town - owned property. This includes execution of an Easement and Maintenance Agreement with the Lodge at Lionshead Phase III to allow portions of the path to remain on private property. • Construction of two new bridges 1) Replace existing culverts at Middle Creek with an open -span bridge 2) Install a new bridge as part of the realignment • Stream bank stabilization work to repair a heavily eroded section of bank • Installation of storm water improvements with cooperation and financial assistance from Vail Resorts • Installation of new light fixtures and electrical system III. PROJECT SCHEDULE Construction Kick -Off April 13, 2015 for site preparation April 20, 2015 for construction start Trail Open for weekend use June 26, 2015 Final Completion July 16, 2015 The projected completion date is a result of several factors including the potential impacts of spring runoff for the construction of the bridge abutments and the delivery date of the bridges. Pending favorable conditions, the project may be completed sooner. 4/7/2015 IV. BID PROCESS A. Bridges The town received four (4) bids for the design and fabrication of two steel truss bridges. The bids ranged between $74,041 and $99,820 with Big R Manufacturing provided the lowest responsive bid. The design portion of the work was awarded to Big R Manufacturing on March 9, 2015 in the amount of $11,526. B. Trail Improvements Construction The town received four (4) bids for the construction of the trail improvements. The Base Bids range from $543,522 to $566,466. The concrete Add/Alternates range between $96,775 and $122,603. The lowest responsive base bid was submitted by Site Resource Management. V. PROJECT BUDGET The Gore Valley Trail Improvements at Vail Library project is budgeted in 2014 and 2015 at $1,185,000. ($240,000 in 2014, $945,000 in 2015). Based on the bids received, the project will be completed within budget. VI. CONCRETE OPTION The bid process provided a cost to construct the trail in either asphalt or concrete. The concrete option adds $89,000 to the construction contract and changes the lowest responsive bidder to United Companies. Other concrete trails in Vail including the Booth Creek Park section and those along the North Frontage Road have held up very well over a 10-20 year period, requiring little maintenance. However, staff is unsure of freeze/thaw and heaving implications of concrete in this shady area. Asphalt Advantages • Lower initial cost • When it fails, easier to maintain • Matches the rest of the Gore Valley Trail Asphalt Disadvantages • Higher maintenance frequency • Crack -sealing, slurry seals, overlays Concrete Advantages • Durability • High-quality, aesthetically pleasing trail • Low maintenance Concrete Disadvantages • Higher initial cost • Over a 40 -year life span, concrete is approximately $15,000- $20,000 more expensive • Concrete could be slick on corners, and control joints an annoyance for bikers Heaving concerns Town of Vail 4/7/2015 Page 2 VII. ACTION REQUESTED BY COUNCIL A. Staff is requesting that the Town Council authorize the Town Manager to enter into a construction contract with Site Resource Management in the amount of $543,522 for the construction of the Gore Valley Trail Improvements project. If the Council decides to construct the trail in concrete, the construction contract will be awarded to United Companies in the amount of $631,917 B. Staff is requesting that the Town Council authorize the Town Manager to enter into a contract with Big R Manufacturing in the amount of $62,515 for the fabrication of two steel truss bridges for the Gore Valley Trail Improvement project. VIII. STAFF RECOMMENDATION A. Asphalt vs. Concrete Staff recommends the path should be constructed in asphalt due to cost and the concern for heaving in this shady area. B. Contracts Staff recommends that the Town Council authorize the Town Manager to enter into contracts as listed above. Town of Vail 4/7/2015 Page 3 rowN of vain Memorandum To: Town Council From: Public Works Date: 04/07/2015 Subject: 2015 Vail Overlay Contract Award ITEM/TOPIC 2015 Vail Overlay Contract Award II. ACTION REQUESTED OF COUNCIL Authorize the Town Manager to enter into an agreement with Elam Construction to complete the 2015 Vail Overlay Project. III. BACKGROUND Bids were received on March 19, 2015 from Elam Construction ($451,024.75) and United Companies ($481,766.75). The project is budgeted with the Capital Street Maintenance budget and is within the engineer's estimate. Roads included in the 2015 Vail Overlay Project include Sunburst Drive, Vail Valley Drive (S Frontage Road to Ptarmigan Road) and Elkhorn Drive. The project is scheduled to be completed by June 12, 2015. IV. STAFF RECOMMENDATION Authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, with Elam Construction to complete the 2015 Vail Overlay Project in the amount not to exceed $451,024.75. 4/7/2015 TOWN OF Memorandum To: Vail Town Council From: Department of Public Works Date: April 7, 2015 Subject: Contract Approval Request for Gore Valley Trail Improvements Project — Lionshead Village to West Meadow Drive INTRODUCTION The purpose of this memorandum is to request that the Town Council approve two contracts for the construction of the Gore Valley Trail Improvements Project. The first contract is for construction of the path and associated improvements and the second contract is for the fabrication of two bridges required as part of the project. II. BACKGROUND This work for this project includes: • Reconstruction of the asphalt trail between Lionshead Village and West Meadow Drive and widening the trail to eleven feet from its current ten feet. A concrete Alternate has been priced through the bid process and is discussed below. • Realignment of approximately 150 linear feet of trail from private property to town - owned property. This includes execution of an Easement and Maintenance Agreement with the Lodge at Lionshead Phase III to allow portions of the path to remain on private property. • Construction of two new bridges 1) Replace existing culverts at Middle Creek with an open -span bridge 2) Install a new bridge as part of the realignment • Stream bank stabilization work to repair a heavily eroded section of bank • Installation of storm water improvements with cooperation and financial assistance from Vail Resorts • Installation of new light fixtures and electrical system III. PROJECT SCHEDULE Construction Kick -Off April 13, 2015 for site preparation April 20, 2015 for construction start Trail Open for weekend use June 26, 2015 Final Completion July 16, 2015 The projected completion date is a result of several factors including the potential impacts of spring runoff for the construction of the bridge abutments and the delivery date of the bridges. Pending favorable conditions, the project may be completed sooner. 4/7/2015 IV. BID PROCESS A. Bridges The town received four (4) bids for the design and fabrication of two steel truss bridges. The bids ranged between $74,041 and $99,820 with Big R Manufacturing provided the lowest responsive bid. The design portion of the work was awarded to Big R Manufacturing on March 9, 2015 in the amount of $11,526. B. Trail Improvements Construction The town received four (4) bids for the construction of the trail improvements. The Base Bids range from $543,522 to $566,466. The concrete Add/Alternates range between $96,775 and $122,603. The lowest responsive base bid was submitted by Site Resource Management. V. PROJECT BUDGET The Gore Valley Trail Improvements at Vail Library project is budgeted in 2014 and 2015 at $1,185,000. ($240,000 in 2014, $945,000 in 2015). Based on the bids received, the project will be completed within budget. VI. CONCRETE OPTION The bid process provided a cost to construct the trail in either asphalt or concrete. The concrete option adds $89,000 to the construction contract and changes the lowest responsive bidder to United Companies. Other concrete trails in Vail including the Booth Creek Park section and those along the North Frontage Road have held up very well over a 10-20 year period, requiring little maintenance. However, staff is unsure of freeze/thaw and heaving implications of concrete in this shady area. Asphalt Advantages • Lower initial cost • When it fails, easier to maintain • Matches the rest of the Gore Valley Trail Asphalt Disadvantages • Higher maintenance frequency • Crack -sealing, slurry seals, overlays Concrete Advantages • Durability • High-quality, aesthetically pleasing trail • Low maintenance Concrete Disadvantages • Higher initial cost • Over a 40 -year life span, concrete is approximately $15,000- $20,000 more expensive • Concrete could be slick on corners, and control joints an annoyance for bikers Heaving concerns Town of Vail 4/7/2015 Page 2 VII. ACTION REQUESTED BY COUNCIL A. Staff is requesting that the Town Council authorize the Town Manager to enter into a construction contract with Site Resource Management in the amount of $543,522 for the construction of the Gore Valley Trail Improvements project. If the Council decides to construct the trail in concrete, the construction contract will be awarded to United Companies in the amount of $631,917 B. Staff is requesting that the Town Council authorize the Town Manager to enter into a contract with Big R Manufacturing in the amount of $62,515 for the fabrication of two steel truss bridges for the Gore Valley Trail Improvement project. VIII. STAFF RECOMMENDATION A. Asphalt vs. Concrete Staff recommends the path should be constructed in asphalt due to cost and the concern for heaving in this shady area. B. Contracts Staff recommends that the Town Council authorize the Town Manager to enter into contracts as listed above. Town of Vail 4/7/2015 Page 3 0 rowN of vain Memorandum To: Vail Town Council From: Community Development Department Date: April 7, 2015 Subject: 12-13-5: Employee Housing Unit Exchange Program — A request authorizing the Town Manager to execute a release of a deed restriction from an existing employee housing unit located at Lot 9 Block 1 Vail Village Filing 8/1125 Hornsilver Circle I. HOUSING AUTHORITY RECOMMENDATION The Vail Local Housing Authority unanimously recommends the Vail Town Council approve the proposed exchange of an employee housing unit located at Lot 9 Block 1 Vail Village Filing 8/1125 Hornsilver Circle in exchange for a fee in lieu payment for 960 square feet. The current fees in lieu amount is $134.65 per square foot. Based on that, the fees in lieu due is currently $129,264.00. The Vail Local Housing Authority recommends the following motion be made: "The Vail Town Council authorizes the Town Manager to execute a deed restriction release and approves the request for an exchange of an employee housing unit, pursuant to Section 12-13-5, Employee Housing Unit Exchange Program, Vail Town Code, to allow for the release of an employee housing unit deed restriction at Lot 9 Block 1 Vail Village Filing 8/1125 Hornsilver Circle, in exchange for a fee in lieu payment for 960 square feet, and setting forth details in regard thereto." III. ATTACHMENT A. Staff Memorandum dated October 28, 2014. 4/7/2015 TOWN Of 0) VAIL "' Memorandum TO: Vail Local Housing Authority FROM: Community Development Department DATE: October 28, 2014 SUBJECT: A request for a recommendation to the Vail Town Council for the release of a deed restriction from an existing employee housing unit located at Lot 9, Block 1 Vail Village Filing 8 also known as 1125 Hornsilver Circle in exchange for a fee in lieu payment for 960 square feet pursuant to Section 12-13-5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town Code, and setting forth details in regard thereto. Applicant: Laura A. Cook represented by Heather McInerney Housing Coordinator: Nina Timm DESCRIPTION OF REQUEST The applicant, Laura A. Cook, is proposing to exchange a deed restriction from an existing 480 square foot employee housing unit located at 1125 Hornsilver Circle for a fee in lieu payment for 960 square feet. The Employee Housing Unit Deed Restriction Exchange Program requires 1125 Hornsilver Circle to use a square foot multiplier of two pursuant to 12-13-5D, General Requirements, Vail Town Code. II. BACKGROUND 1125 Hornsilver Circle was constructed in 2001 and is one of five properties that utilized the site coverage bonus provided when a Type I employee housing unit is developed. In order for 1125 Hornsilver Circle to complete an Deed Restriction Exchange either 167.7 square feet (1.5%) of site coverage shall be removed or a site coverage variance must be approved by the Planning and Environmental Commission. The applicant has submitted a plan showing how the site coverage would be removed from the property and they have also submitted an application requesting a site coverage variance. An approved employee housing unit exchange could not move forward until there is resolution of the site coverage overage. Town of Vail 4/7/2015 III. REVIEW CRITERIA Before acting on an employee housing deed restriction exchange application, the Vail Local Housing Authority and Vail Town Council shall consider the following criteria with respect to the application: 1. The proximity and accessibility of the proposed EHU(s) to the commercial job core and public transportation; and The applicant is proposing a fee in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 2. The size of the proposed EHU(s) in relation to the minimum employee housing unit sizes established for commercial linkage mitigation in Section 12-23-3 of this title; and The applicant is proposing a fee in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 3. The effect of any homeowners' association dues or maintenance fees imposed upon the proposed EHU(s) on the affordability of the proposed unit for an employee; and The applicant is proposing a fee in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 4. The correlation between any homeowners' association fees imposed upon the proposed EHU(s) and the services and amenities provided by the homeowners' association; and The applicant is proposing a fee in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 5. The extent to which the exchange is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail comprehensive plan and is compatible with the development objectives of the Town; and The proposed exchange will double the square feet of deed restricted employee housing in Vail. Therefore, the exchange is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail Comprehensive Plan and is compatible with the development objectives of the Town. 6. The extent to which the exchange presents a harmonious, convenient, workable relationship among land uses consistent with municipal development objectives; and Town of Vail 4/7/2015 Page 2 The proposed exchange will not change the existing harmonious, convenient, workable relationship among land uses consistent with municipal objectives. 7. The extent to which the exchange provides for the growth of an orderly viable community and serves the best interests of the community as a whole. Staff believes the proposed exchange complies with the applicable requirements of the Town's zoning regulations and is therefore consistent with this criterion. IV. RECOMMENDATION The Community Development Department recommends the Vail Local Housing Authority forwards a recommendation of approval to the Vail Town Council for the proposed employee housing unit deed restriction exchange pending resolution of the site coverage overage, based upon a review of the criteria and findings as outlined in this memorandum and the evidence and testimony presented. Should the Vail Local Housing Authority choose to forward a recommendation of approval for this employee housing unit deed restriction exchange, the Community Development Department recommends the Authority pass the following motion: "The Vail Local Housing Authority forwards a recommendation of approval, pending resolution of the site coverage overage, to the Vail Town Council for the release of a deed restriction from an existing 480 square foot employee housing unit located at Lot 9, Block 1, Vail Village Filing 8 also known as 1125 Hornsilver Circle in exchange for a fee in lieu payment for 960 square feet, pursuant to Section 12-13-5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town Code and setting forth details in regard thereto. " Should the Vail Local Housing Authority choose to forward a recommendation of approval for this employee housing unit deed restriction exchange, the Community Development Department recommends the Authority make the following findings: "Based upon the review of the criteria outlined in Section 11 of the October 28, 2014 staff memorandum and the evidence and testimony presented the Vail Local Housing Authority finds.- 1. inds. 1. The application meets the general requirements of subsection D of Section 12- 13-5, Vail Town Code,- 2. ode, 2. The application is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail Comprehensive Plan and is compatible with the development objectives of the Town,- Town own,Town of Vail 4/7/2015 Page 3 3. The application furthers the general and specific purposes of the zoning regulations, Section 12-1-2, Vail Town Code and the employee housing regulations of Section 12-13-1, Vail Town Code; and, 4. The application promotes the health, safety, morals, and general welfare of the Town and promotes the coordinated and harmonious development of the Town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality. " V. ATTACHMENT A. Applicant's Request Town of Vail 4/7/2015 Page 4 CHARLES A. MUTER PAUL G. URTZ R. GREGORY STUTZ, LLC Of counsel cam�a,,stutzmillerurtz. com March 6, 2014 STUTZ,, MILLER & URTZ, LLC ATTORNEYS AT LAW LINCOLN CENTER #2850 1660 LINCOLN STREET DENVER, COLORADO 80264 TELEPHONE (303) 861-1200 FACSMM,E (303) 830-0115 Ms. Nina Timm, Senior Housing Coordinator Town of Vail 75 S. Frontage Road Vail, CO 81657 P.O. Box 6500 VAIL, COLORADO 81658 105 Edwards Village Blvd #C-210 EDWARDS, COLORADO 81632 TELEPHONE (970) 569-3300 FACS%4LL,E (970) 569-3301 ISI Re: 1125 Homsilver Road — Laura Cook — Employee Housing Unit Exchange/Buy-back Dear Ms. Timm: Our client, Laura A. Cook, is the owner of the property at 1125 Hornsilver Road in Vail (the "Property"). This Property has a deed restriction for an Employee Housing Unit which dates from 2001. I am enclosing a copy of the original deed restriction that existed on the Property before Ms. Cook purchased the Property in 2003. It is my understanding that the process of applying for the Employee Housing Unit Exchange or Buy-back program is started by submitting a letter from an architect who has reviewed the property and determined that the property meets the Gross Residential Floor Area (GRFA) after the exchange or buy-back eliminating the EHU. To that end please find enclosed a copy of a letter dated March 5, 2014 from Zehren and Associates, Inc. addressed to me. This letter is signed by Tim Losa as the licensed architect, and states that the 1125 Hornsilver Road property will still meet the applicable GRFA requirements upon a buy-back of the EHU portion. Based upon this letter, I am requesting that the Town of Vail process this request. Upon approval from your office, my client is prepared to pay the full amount required to buy out the EHU deed restriction. It is my understanding that the amount will be based upon the square footage of the EHU (480 square feet) and the amount is $134.65 per square foot at this time which results in $64,632.00. Based upon the applicable regulation, this amount is multiplied by 2 based upon the location of this EHU, so the total amount should be $129,264.00. It is my understanding that this amount will need to be paid once the TOV has determined that the property will qualify for the EHU exchange program. Should you need anything further to process this request, please contact me at the Denver office phone number listed above. 4/7/2015 Nina Timm - TOV Re: 1125 Hornsilver - EHU March 6, 2014 Page 2 My client and I look forward to your prompt and favorable processing of this request. Very truly yours, Charles A. Miller CAM/me Encl. Cc: Laura A. Cook 4/7/2015 Z E H R E N AND ASSOCIATES INC March 5, 2014 Charlie Miller Stutz, Miller and Urtz, LLC Stutz, Miller & Urtz, LLC 1660 Lincoln St. Suite 2850 Denver, CO 80264 via electronic mail. cam@stutzmillerurtz.com CC: Laura Cook via electronic mail: louracookvail@me.com Re: 1125 Hornsilver Circle, Vail, Colorado Employee Housing Unit Conversion Architect's Project Number 20142309.00 Charlie: At your request, we have calculated the Gross Residential Floor Area for 1125 Hornsilver Circle, Vail, Colorado as it relates to the possible elimination of the restrictive covenant governing the existing employee housing unit located on the property. Our review is based upon original Drawings prepared by K.H. Webb Architects, dated January 16, 2002 and provided to our firm by the property owner; a general observation of the structure; and Title 12 of the Vail, Colorado Town Code. Our review and calculations are not based upon actual field measurements and do not represent a review of any other potential building or zoning code issues that may exist. Existing Conditions According to the adopted zoning map and property records search, the site area is approximately 10,629 square feet and is zoned Two -Family Primary -Secondary Residential (P -S). Two -Family Primary Secondary Residential (P -S) Regulation Two -Family Primary -Secondary Residential (P -S) is regulated by Article D of the Vail Town Code. • In accordance with Section 12-6D-8. A. of the code, only one dwelling unit is permitted on the site, as the property is less than 14,000 square feet. • Density on the property is further regulated under Section 12-6D-8. B. of the code by Gross Residential Floor Area, (GRFA), which allows: • Not more than forty six (46) square feet of gross residential floor area (GRFA) for each one hundred (100) square feet of the first ten thousand (10,000) square feet of site area; plus • Thirty eight (38) square feet of gross residential floor area, (GRFA), for each one hundred (100) square feet of site area over ten thousand (10,000) square feet ARCHITECTURE • PLANNING • INTERIORS P.O. BOX 1976, Avon, CO 816204IP7"�0257 . tlosa@zehren.com Z E H R E N AND ASSOCIATES INC Two-Familv Primary Secondary Residential (P -S) GRFA Calculation The permitted GRFA for the (10,629 sq. ft.) site is calculated as follows: • 0.46 sq. ft. of GRFA x (first) 10,000 sq. ft. of site area = 4,600 sq. ft. of GRFA • 0.38 sq. ft. of GRFA x 629 sq. ft. of site area = 239 sq. ft. of GRFA • 4,600 sq. ft. + 239 sq. ft.= 4,839 sq. ft. of Total GRFA Gross Residential Floor Area Definition and Exclusions Gross Residential Floor Area (GRFA) is regulated by 12-15-3 (A.) of the Vail Town Code and is defined as applicable to the existing structure is as follows: Gross Residential Floor Area Defined: For residential uses, the total square footage of all horizontal areas on all levels of a structure, as measured to the outside face of the sheathing of the exterior walls (i.e., not including exterior wall finishes). Floor area shall include, but not be limited to, elevator shafts and stairwells at each level, lofts, fireplaces, bay windows, mechanical spaces, vents and chases, storage areas, and other similar areas. Garages; attics; vaulted or open to below spaces; basements; crawl spaces; and roofed or covered decks, porches, terraces, or patios shall be included as floor area; except the horizontal areas of a structure as set forth herein shall then be deducted from the calculation of GRFA. Excluded areas as set forth herein, shall then each be deducted from the total square footage. Enclosed Garage Area: Enclosed garage areas of up to three hundred (300) square feet per vehicle space not exceeding a maximum of two (2) vehicle parking spaces for each allowable dwelling unit permitted by this title. Garage area deducted from floor area is awarded on a "per space basis" and shall be contiguous to a vehicular parking space. Each vehicular parking space shall be designed with direct and unobstructed vehicular access. Alcoves, storage areas, and mechanical areas which are located in a garage and which are twenty five percent (25%) or more open to the garage area may be included in the garage area deduction. Interior walls separating the garage from other areas of a structure may be included in the garage area deduction. Crawl Spaces: Crawl spaces accessible through an opening not greater than twelve (12) square feet in area, with five feet (5') or less of ceiling height, as measured from the surface of the earth to the underside of structural floor members of the floor/ceiling assembly above. ARCHITECTURE • PLANNING • INTERIORS P.O. BOX 1976, Avon, CO 81620,r/PtM4W00257 . tlosa@zehren.com Crawl spaces created by a "stepped foundation", hazard mitigation, or other similar engineering requirement that has a total height in excess of five feet (5') may be excluded from GRFA calculations at the discretion of the administrator. Basements: On the lowest level of a structure, the total percentage of all exterior wall surfaces of the structure as a whole (interior party walls are not considered exterior walls for the purposes of this section) that are unexposed and below existing or finished grade, whichever is more restrictive, shall be the percentage of the horizontal area of the lowest level deducted from the GRFA calculations. The percentage deduction calculations shall be rounded to nearest whole percent. The lowest level exterior wall surface area shall be measured from the finished floor elevation of that level to the underside of the structural floor members of the floor/ceiling assembly above. For the purposes of these calculations, retaining walls and site walls shall not be considered part of the lowest level exterior walls. The deduction shall be applied to all horizontal areas on the lowest level of a structure, including garages and employee housing units also deducted from the calculation of GRFA elsewhere in this title; but the deduction does not apply to any crawl space or attic. Vaulted Spaces: Interior vaulted spaces and areas "open to below" with a floor to ceiling height less than sixteen feet (16'), as measured from the finished floor to the underside of the structural members of the floor/ceiling assembly above. Roofed Or Covered Decks, Etc.: Roofed or covered decks, porches, terraces, patios or similar features or spaces with no more than three (3) exterior walls and a minimum opening of not less than twenty five percent (25%) of the linear perimeter of the area of said deck, porch, terrace, patio, or similar feature or space, provided the opening is contiguous and fully open from floor to ceiling, with an allowance for a railing of up to forty four inches (44") in height and support posts with a diameter of eighteen inches (18") or less which are spaced no closer than ten feet (10') apart. The space between the posts shall be measured from the outer surface of the post. Additional Calculation Provisions: Vaulted Spaces: Any interior space with a floor to ceiling height of sixteen feet (16') or greater, as measured from the finished floor to the underside of the structural members of the floor/ceiling assembly above, shall be calculated as GRFA on two (2) levels of a structure. ARCHITECTURE . PLANNING . INTERIORS P.O. BOX 1976, Avon, CO 816204/yj2d -0257 . tlosa@zehren.com f3 Z E H R E N AND ASSOCIATES. INC. Total GRFA Calculation (Reference Plan Diagrams) Level Gross Floor Area Garage Deduction Vaulted Space Deduction Basement Deduction Total GRFA Lower 2,195 600 61.00 834 761 Main 1,956 0.00 D 60.00 1,956 Upper 1,662 43.13 131 1 1,531 Total 5,813 600 131 834 4,248 Allowable GRFA 6.66 1 13.50 4,839 Additional GRFA Allowed Under Current Zoning 49.50 49.50 591 Basement Deduction Calculation Facade Keyed to Elevation Dia rams Facade Gross Area of Exterior Wall Below Grade Wall Area A 51.75 27.00 B 61.00 38.76 C 117.00 0.00 D 60.00 60.00 E 43.13 12.40 F 205.31 5.36 G 49.50 29.07 H 9.00 6.66 1 13.50 13.50 J 49.50 49.50 K 63.00 63.00 L 46.18 45.31 M 63.00 54.71 N 85.50 58.95 0 122.00 68.93 P 21.13 11.26 Q 154.88 6.65 R 128.25 0.00 S 53.63 27.31 T 82.69 48.27 U 47.30 43.00 V 45.00 42.08 W 47.30 44.19 X 113.16 0.00 Y 243.00 0.00 Z 36.00 0.00 Total 2011.71 755.91 Percent of Wall Below Grade: 38% ARCHITECTURE • PLANNING • INTERIORS P.O. BOX 1976, Avon, CO 81620 4/?72.7257 . tlosa mehren.com Conclusions The conversion of the Employee Housing Unit to additional Gross Residential Floor Area within the single family home would not bring the existing structure out of compliance with the density provisions of the underlying Primary -Secondary (P -S) zoning. The existing property is limited to one single family home because the site area is below the minimum lot size of 15,000 square feet. As such, it is our opinion that a physical connection to the primary unit, (such as a door); and removal of permanent cooking devices, (the existing range/oven), should be completed in order to comply with the underlying zoning. In addition, the exist parking space connected to the employee housing unit can be converted to habitable space as it is included within the Gross Residential Floor Area calculation and would not be required when the employee housing unit is removed. Please do not hesitate to contact me with any questions or concerns. Sincerely, Tim Losa Principal Zehren and Associates, Inc. ARCHITECTURE • PLANNING • INTERIORS P.O. BOX 1976, Avon, CO 81620 4/9�)(�&6257 . tlosa@zehren.com 5.3.01 (updated) Preliminary Zoning Analysis: Lai 9, Blk. 1, Vail Village 8* Filing 1125 HomsiNei Circle Vail, Colorado Lot Size: .2441 acre/] 0,630 sq. ft. (Non -Worming lot) (Based on Survey by lee le&w, not dated and Plat (olculations by Eagle Valley Surveying) Primary/Secondary Zoning -Skige Family Residence a* permitted with Type 1 EHU Emp4ee Housing: Type I (for sob/deet residded/3% annual appreciation cap. if sold) Setbacks: 20'Front 15' Sides 15' Rear Height: 33' Sbped Roofs 30' Flat Roofs RFA (Floor Area): 3,683 sq. ft. max. for Single Family with two -car ctamge. 4,908 sq. ft. max. for Single Family with Type 1 EHU with twocor and one -car goroges. Note: These include 300 sq. ft. Credit per. Garage space. EHU may be up to 40% max. of floor area. Site Coverage: 2,126 sq. ft. or 2,658 sq. ft. with EHU. landscciong: 6,378 sq. ft. or 6,909 sq. ft. with EHU. Parking: 2.5 sees required/ 4.5 spaces with EHU. Fireplaces: One EPA Approved Wood Burning Fueploce and two Gas Appliances OR Two Gas lag fireplaces and two Gas Appliances Pease Note that marry other Zoning issues exist which will become relevant as the Design process proceeds. Also rate that the above numbers are subject to versification by the Town of Vail Manning Staff. 4/7/2015 0 rowN of vain Memorandum To: Vail Town Council From: Community Development Department Date: April 7, 2015 Subject: 12-13-5: Employee Housing Unit Exchange Program — A request authorizing the Town Manager to execute a release of a deed restriction from an existing employee housing unit located at Lot 28 Vail Village West Filing No. 2/1915 Gore Creek Drive I. HOUSING AUTHORITY RECOMMENDATION The Vail Local Housing Authority unanimously recommends the Vail Town Council approve the proposed exchange of an employee housing unit located at Lot 28 Vail Village West Filing No. 2/1915 Gore Creek Drive in exchange for a fee in lieu payment for 458 square feet. The current fees in lieu amount is $134.65 per square foot. Based on that, the fees in lieu due is currently $61,669.70. The Vail Local Housing Authority recommends the following motion be made: "The Vail Town Council authorizes the Town Manager to execute a deed restriction release and approves the request for an exchange of an employee housing unit, pursuant to Section 12-13-5, Employee Housing Unit Exchange Program, Vail Town Code, to allow for the release of an employee housing unit deed restriction at Lot 28 Vail Village West Filing No. 2/1915 Gore Creek Drive, in exchange for a fee in lieu payment for 458 square feet, and setting forth details in regard thereto." III. ATTACHMENT A. Staff Memorandum dated March 24, 2015. 4/7/2015 TOWN OF VAIL � Memorandum TO: Vail Local Housing Authority FROM: Community Development Department DATE: March 24, 2015 SUBJECT: A request for a recommendation to the Vail Town Council for the release of a deed restriction from an existing employee housing unit located at Lot 28 Vail Village West Filing No. 2 also known as 1915 West Gore Creek Drive in exchange for a fees in lieu payment for 458 square feet pursuant to Section 12- 13-5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town Code, and setting forth details in regard thereto. Applicant: Ponte Vedra (2008) LLC, represented by Hermes Group Housing Coordinator: Nina Timm DESCRIPTION OF REQUEST The applicant, Ponte Vedra (2008) LLC, is proposing to exchange a deed restriction from an existing 458 square foot employee housing unit located at 1915 West Gore Creek Drive for a fees in lieu payment for 458 square feet. The deed restriction for 1915 West Gore Creek Drive requires a multiplier of one pursuant to 12-13-5D, General Requirements, Vail Town Code. The current fees in lieu amount is $134.65 per square foot. Based on that, the fees in lieu due is currently $61,669.70. II. REVIEW CRITERIA Before acting on an employee housing deed restriction exchange application, the Vail Local Housing Authority and Vail Town Council shall consider the following criteria with respect to the application: 1. The proximity and accessibility of the proposed EHU(s) to the commercial job core and public transportation; and The applicant is proposing a fees in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 2. The size of the proposed EHU(s) in relation to the minimum employee housing unit sizes established for commercial linkage mitigation in Section 12-23-3 of this title; and Town of Vail 4/7/2015 The applicant is proposing a fees in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 3. The effect of any homeowners' association dues or maintenance fees imposed upon the proposed EHU(s) on the affordability of the proposed unit for an employee; and The applicant is proposing a fees in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 4. The correlation between any homeowners' association fees imposed upon the proposed EHU(s) and the services and amenities provided by the homeowners' association; and The applicant is proposing a fees in lieu payment. Therefore, Staff believes this review criteria is not applicable to this application. 5. The extent to which the exchange is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail comprehensive plan and is compatible with the development objectives of the Town; and The proposed exchange will replace a restriction that does not require occupancy with a new EHU that will be restricted to require occupancy, increasing the number of EHUs that require occupancy in Vail. Therefore, the exchange is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail Comprehensive Plan and is compatible with the development objectives of the Town. 6. The extent to which the exchange presents a harmonious, convenient, workable relationship among land uses consistent with municipal development objectives; and The proposed exchange will not change the existing harmonious, convenient, workable relationship among land uses consistent with municipal objectives. 7. The extent to which the exchange provides for the growth of an orderly viable community and serves the best interests of the community as a whole. Staff believes the proposed exchange complies with the applicable requirements of the Town's zoning regulations and is therefore consistent with this criterion. III. RECOMMENDATION The Community Development Department recommends the Vail Local Housing Authority forwards a recommendation of approval to the Vail Town Council for the proposed employee housing unit deed restriction exchange based upon a review of the Town of Vail Page 2 4/7/2015 criteria and findings as outlined in this memorandum and the evidence and testimony presented. Should the Vail Local Housing Authority choose to forward a recommendation of approval for this employee housing unit deed restriction exchange, the Community Development Department recommends the Authority pass the following motion: "The Vail Local Housing Authority forwards a recommendation of approval to the Vail Town Council for the release of a deed restriction from an existing 458 square foot employee housing unit located at Lot 28 Vail Village West Filing No. 2 also known as 1915 West Gore Creek Drive in exchange for a fees in lieu payment, pursuant to Section 12-13-5, Employee Housing Unit Deed Restriction Exchange Program, Vail Town Code and setting forth details in regard thereto." Should the Vail Local Housing Authority choose to forward a recommendation of approval for this employee housing unit deed restriction exchange, the Community Development Department recommends the Authority make the following findings: "Based upon the review of the criteria outlined in Section 11 of the March 24, 2015, staff memorandum and the evidence and testimony presented the Vail Local Housing Authority finds: 1. The application meets the general requirements of subsection D of Section 12- 13-5, Vail Town Code; 2. The application is consistent with the applicable elements of the adopted goals, objectives and policies outlined in the Vail Comprehensive Plan and is compatible with the development objectives of the Town; 3. The application furthers the general and specific purposes of the zoning regulations, Section 12-1-2, Vail Town Code and the employee housing regulations of Section 12-13-1, Vail Town Code; and, 4. The application promotes the health, safety, morals, and general welfare of the Town and promotes the coordinated and harmonious development of the Town in a manner that conserves and enhances its natural environment and its established character as a resort and residential community of the highest quality. " IV. ATTACHMENT A. Applicant's Request Town of Vail Page 3 4/7/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Any Action as a Result of Executive Session BACKGROUND: This agenda item has been added to the regular meeting agenda in order to allow for any official action required as a result of the executive session. 4/7/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Town Manager's Report 1) Vail Golf and Nordic Clubhouse Remodel - Contractor Selection 4/7/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Ford Park 2015 Summer Managed Parking PRESENTER(S): Greg Hall ACTION REQUESTED OF COUNCIL: The Town Council is asked to receive community input and provide input and direction on the proposed changes to the Ford Park 2015 Summer Managed Parking Program. BACKGROUND: Since 1998 the town staff working with the Ford Park user groups have presented a Summer Managed Parking Plan to the Vail Town Council for review and direction. STAFF RECOMMENDATION: Direct staff to prepare for the Ford Park 2015 Summer Managed Parking Program with an option to preserve parking spaces to be leased by the user groups on designated special event dates only and continue to require paid parking on special event dates and use express bus service from Vail Village and Lionshead Parking Structures. Continue to explore a long term solution for parking at Ford Park upper bench parking lot for Implementation in summer 2016. ATTACHMENTS: Ford Park Summer Parking Memorandum and Exhibits 4/7/2015 rowN of vain Memorandum TO: Vail Town Council FROM: Greg Hall, Director of Public Works and Transportation DATE: April 7, 2015 SUBJECT: Ford Park 2015 Summer Managed Parking I. PURPOSE The purpose of this agenda item is to present an update on the Ford Park 2015 Summer Parking Program and receive community input and direction from the Town Council. Information to be presented includes: Proposed Changes for Summer 2015 2015 Managed Parking Day Calendar Series of next steps for working toward further modifications for the long term parking management Each year representatives from the user groups of Ford Park meet to review the anticipated activities and events at Ford Park and discuss the days where managed parking will be required, a program whereby a certain number of event dates are defined and paid parking is implemented. The Ford Park user groups, as identified in the Ford Park Master Plan, include Town of Vail, Vail Recreation District, Vail Valley Foundation (Ford Amphitheater) and Betty Ford Alpine Gardens. In addition, Bravo! Vail and now Walking Mountains, operator of the Vail Nature Center, have been included in the discussions. The need to improve managed parking at Ford Park has become a priority now that capital improvements are complete and sports events will be returning to the athletic fields. II. BACKGROUND The 2013 Gerald R. Ford Park Master Plan presents a compilation of all the previous planning efforts along with new direction and ideas that have evolved from this latest planning effort, which provided guidance for the outcome of future development within the park and a framework and direction for the management of the park. The following excerpts are the impetus of formulating a Ford Park Parking and Transit Management Plan with the user groups input. Objective 3.2: Utilize the Parking/Transit Sub -area as the primary means for satisfying the Park's parking and transit needs. Policy Statement 3: Provide parking for daily park -use within the Parking/Transit Sub -Area and utilize the Vail Village Parking Structure to satisfy peak parking demands of the Park. 4/7/2015 Objective 3.2 Action Steps: Action Step 3.2.1: Town Staff, with coordination from Park stakeholders, shall prepare a Parking and Transit Management Plan, to include, but not be limited to the use and access of parking lots, fee structures, transit operations, etc. Objective 4.2: Policy Statement 1: Encourage leaseholders in Ford Park to utilize their marketing efforts to promote walking, biking and the use of Town buses as an alternative to driving to the Park. Goal #5: Maintain compatible relationships between all venues and all uses within Ford Park. Objective 5.1: Manage the carrying capacity of the Park by scheduling events to prevent overlapping or simultaneous events that exceed the availability of community parking or other park infrastructure. Policy Statement 1: The Town of Vail through its designee shall coordinate with leaseholders an annual schedule for events and uses at all Ford Park venues. Policy Statement 2: No one event or type of use will be allowed to dominate the usage of the Park. Policy Statement 3: The Park is a Town of Vail community facility and in the case of conflicting uses, functions that best serve the interests of the community will have the highest priority. In all cases, final decisions regarding the use of the Park shall rest with the Town of Vail. Policy Statement 4: The day-to-day management and coordination of activities in the Park will be assigned to the Town of Vail. The Town of Vail, through its designee, will coordinate as necessary with representation from the Vail Valley Foundation, the Betty Ford Alpine Gardens and the Vail Recreation District. Objective 5.1 Action Steps: Action Step 5.1.1: Expand the master schedule kept by the Town Clerk to include all venues within the Park. Action Step 5.1.2: Hold preseason event/activity coordination meetings with all affected stakeholders. Action Step 5.1.3: Hold semiannual (or as deemed necessary) coordination and input meetings with the Town of Vail, leaseholder representatives, and neighborhood and adjacent property owner representatives. Starting before the holidays and the subsequent months since, the user groups have been working collaboratively, as they have every year, to revisit and address the Master Plan items listed above, with a focus this year on "resolution of parking problems". Each user group was asked to identify requests and preferences for parking that would speak to their groups' specific needs, some of which are summarized below: Keep the parking plan CONSISTENT AND SIMPLE for all users Eliminate use of orange cones Town of Vail 4/7/2015 Page 2 Create an area that could be used as reserved parking for user groups' customers on an as needed basis Improve overall efficiency of the upper bench parking lot with some consistency to other parking areas and a simple message Consider using other parking lots to assist with the demand Create equitable parking opportunities for user groups and general public Improve customer service to avoid the negative interactions between TOV employees and customers Consider trying something different than the prior year's managed parking program even if it is on an experimental basis Improve wayfinding signage around the park The new parking equipment installed at Ford Park and Soccer Field is programmed for winter pass parking operations only. Any change in paid parking collections would require significant investment and time to provide the parking equipment additions. Operational issues have also been identified and need to be further reviewed against the various options for enhancement of the managed summer parking at Ford Park: Mix of general public "pay on entry" and reserved parking "donors" entering in the same queue Impacts to the bus lane/drop off lane due to additional activity Role of parking operations during circumstances when reserved patron does not present proper credentials for access to parking Traffic congestion impacts for "pay on entry" or "pay on exit" scenarios with utilization of parking equipment Development of a consistent rate structure/potential pass program which meets objectives of the current managed days Delivery and installation of the parking equipment in a timely manner once the operations are determined III. MANAGEMENT OPTIONS CONSIDERED SUMMER 2015 Status Quo -Same as Last year Once the calendar is established with the appropriate managed and paid days, the Ford Park and Soccer Field parking lots are managed by the Town of Vail parking staff. In order to ensure adequate parking for a specific number of reserved spots for a limited number of Bravo (50) and Vail Valley Foundation (25) users, spaces were blocked/coned off starting as early as 1:00 pm in the afternoon. However, the request for additional reserved spaces from the users was occurring the day of the performance and throughout the summer. During certain performances the request would exceed 110 spaces. These last minute changes caused a great deal of confusion to the users of the park during major events as space was not available to meet the late afternoon demand. This also often triggered many questions from the general public as to why a lot was full when as many as half the spaces appeared to be available. There is clearly a desire to offer a higher level of service because we should be able to do better as no one was happy and none of the goals were met. Town of Vail 4/7/2015 Page 3 Reserved Section "Nest" upper bench for Ford Park Preserve the portion of the west end necked down section of the upper bench lot and allow user groups to lease the entire 47 spaces for customers. The area, referred to as the "nest", would be managed by their user group. See attached b for a map. The remaining central portion of the upper bench lot would be available for the general public approximately 139 spaces. Reserved Parking using the Gold Peak Children's Center as drop off and providing additional parking through Soccer Field The entire upper bench parking lot would be managed as a public lot. Reservation and drop off would be managed and controlled by the user groups. Overflow parking storage would be provided at the soccer field on high demand days. Daily summer paid parking Memorial Day to Labor Day Use a rate structure that would encourage turnover during the day and ensure spaces available for the evening along with a reserved section. Determine if a rate structure could be devised which would not be confusing to public user groups. Is the operation "pay on entry" or "pay on exit" or both? Determine what equipment needs would be required to handle the operation. Also, determine if any physical improvements would be required to handle the operation. Reserved parking during all events Upper bench parking lot open to general public in addition to special user groups. Operate as a "pay lot" with the added feature of a reservation system. Determine if "passes" are included in the service level as well. Enhanced bus service Increase the service level by using an extended in -town shuttle from Memorial Day to Labor Day. This option could be added at any time; the staging and operational costs are estimated at $87,000. It would be suggested to implement this service only if there were paid parking on a daily basis at Ford Park. IV. PROPOSED 2015 SUMMER MANAGEMENT PLAN -INCREMENTAL IMPROVEMENTS Reserved Section "Nest" upper bench for Ford Park Preserving the portion of the west end necked down section for user groups to lease the 47 spaces with the caveat the user group manage this area professionally This area when valet parked can accommodate 60-65 spaces. The additional user group parking demand would be met by using the Golden Peak Children's Ski School which can accommodate 40-50 spaces. If on the six high demand evenings, additional spaces are necessary, a portion of the Soccer Field lot would be preserved for any remaining overflow. It would be up to the user groups to manage the drop-off points and allocation of spaces during this timeframe. The proposed rental of the "nest" area would be $500 for an evening (4PM-10PM) and $500 during the day from 6 AM to 4 PM. To ensure spaces are available, the staff would recommend Town of Vail 4/7/2015 Page 4 the parking ticket ordinance be amended to allow the same $38 dollar parking fine be implemented as is used in the short term spots at the Vail Village Parking garage. Well placed signs at either end of the "nest' parking lot would inform users of the requirement to vacate the area after 4PM or be subject to a parking ticket of $38. The remaining lot would be available for the general public similar to last year but without any reservations and use of coned off spaces. V. PROPOSED FUTURE MANAGEMENT STEPS SUMMER 2016 AND BEYOND Evaluate the effectiveness of the "nest' parking on the public operations and guest experiences. Determine if user group needs and demands are met Evaluate the various kinds of complaints regarding the "nest' o the issuance of parking tickets for those parking in the well signed "nest' after 4pm o Not meeting all the donor demands at one location Impacts on bus operations and drop off area Ensure the integrity of the Federal Highway Administration/Colorado Department of Transportation lease issues are not compromised Is this parking meeting the needs of other users as well and is it equitable? Not all users are treated the same as only select groups can make reservations Does not solve issue of users arriving ever earlier to avoid the paid parking Does not address the issue of a cars in the public lot and the owners are not using the park during peak demand All spaces are not available to meet the high public demand with the limited supply Not consistent from day-to-day and event -to -event Continue discussions with user groups to explore what a full summer paid parking program might look like with some of the following components: Evaluate rate structures and parking pass options Determine if it is possible to provide a reservation system which the town controls and manages for all the park users Determine the capital and operational costs to meet the parking program Obtain public input regarding managed parking options and return to the council with a recommendation During the 2016 budget process provide the necessary funding to implement the future plan VI. ACTION REQUESTED The Town Council is asked to receive community input and provide input and direction on the proposed changes to the Ford Park 2015 Summer Managed Parking Program. VII. STAFF RECOMMENDATION Direct staff to prepare for the Ford Park 2015 Summer Managed Parking Program with an option to preserve parking spaces to be leased by the user groups on designated special event dates only and continue to require paid parking on special event dates and use express bus service from Vail Village and Lionshead Parking Structures. Continue to explore a long term solution for parking at Ford Park upper bench parking lot for Town of Vail 4/7/2015 Page 5 Implementation in summer 2016. VIII. ATTACHMENTS a. Ford Park Managed Parking Day Calendar b. Ford Park Parking Maps Town of Vail 4/7/2015 Page 6 Ford Park Managed Parking Day Calendar Dates Event Name Timeframe May 2015 Saturday, May 23 Battle Mountain High School Graduation (12:30 p.m. - 4:30 p.m.) 10:30 a.m. - 4:30 p.m. Managed vs. Paid Parking, VMS & PD Friday, May 29 Vail Mountian School High School Graduation (3:00 p.m. to 6:00 p.m.) 4:00 p.m. - 8:00 p.m. Managed vs. Paid Parking, VMS & PD June 2015 Friday, June 12 Colorado Children's Chorale No Paid Parking Tuesday, June 16 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, June 23 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Saturday, June 27 VRD Vail Rugby 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Sunday, June 28 VRD Lacrosse Shoot Out 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Monday, June 29 VRD Lacrosse Shoot Out 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Tuesday, June 30 VRD Lacrosse Shoot Out 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD July 2015 Wednesday, July 1 VRD LSO / Bravo - Dallas 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Thursday, July 2 VRD LSO 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Friday, July 3 VRD LSO / Bravo - Dallas 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Saturday, July 4 VRD LSO / Bravo - Dallas 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Sunday, July 5 VRD LSO / Bravo - Dallas 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Monday, July 6 Bravo - Dallas 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, July 7 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Wednesday, July 8 Bravo - Dallas 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Friday, July 10 Bravo - Philadelphia Orchestra 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Saturday, July 11 Bravo - Philadelphia Orchestra (start time 8 pm) 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Sunday, July 12 VRD Baseball World Series / Philadelphia Orchestra 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Monday, July 13 VRD Baseball World Series 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, July 14 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Wednesday, July 15 VRD Baseball World Series / Philadelphia Orchestra 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Thursday, July 16 VRD Baseball World Series Family Concert 4:00 p.m. - 8:00 p.m. 10:30 a.m. Paid Parking, VMS & PD Managed Parking Friday, July 17 VRD Baseball World Series / Philadelphia Orchestra 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Saturday, July 18 VRD Baseball World Series / Philadelphia Orchestra 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, July 21 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Friday, July 24 Bravo - NY Philharmonic 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Saturday, July 25 Bravo - NY Philharmonic 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Sunday, July 26 Bravo - NY Philharmonic 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, July 28 VRD Youth Camp Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Wednesday, July 29 Bravo - NY Philharmonic 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Thursday, July 30 Bravo - NY Philharmonic 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Friday, July 31 VRD Soccer T / Bravo -NY Philharmonic 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD August 2015 Saturday, August 1 VRD Soccer T 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD Sunday, August 2 VRD Soccer T 7:00 a.m. - 7:00 p.m. Paid Parking, VMS & PD 4/7/2015 4/2/2015 Ford Park Managed Parking Day Calendar May 2015 Monday, August 3 VIDF 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, August 4 VIDF 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Wednesday, August 5 VIDF 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Thursday, August 6 VIDF 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Friday, August 7 VIDF 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Saturday, August 8 VIDF 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, August 11 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, August 18 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD Tuesday, August 25 Hot Summer Nights 4:00 p.m. - 8:00 p.m. Paid Parking, VMS & PD PLEASE NOTE THIS SCHEDULE IS SUBJECT TO CHANGES 4/7/2015 4/2/2015 e Feet 05 0 125 250 500 Ford Park Parking Options Town of Vail i 4 _ `Vail Village eParking Structure (via Frontage Road side walk) IV `O E MEADoWD 1 \\\ R 1-4 IL VA LLQ �r c Vail Village Parking Structure (via nature trail) GpR! a Children's Ski School Lot (via Vail Valley Drive'` /J TOWN OF VAC This map Wes br tatl by the Town bf Va II GIS Dlvislo n -Use, I this ma p h,, Id bb br general WrPo only. The Town of Vatl- not warrant the ac ,, of the Info rmatio n w t, n herein. Ford Park - Far East Parking Ford Park - Central Parking )st Parking —� ------------------ ' _ I ,7 _77 1 - - - /, Extended In -Town Route: Bus Stop Soccer Field Parking Lot # Parking Spaces (includes handicanaed Darkine) # Handicaoaed Parkine Spaces Distance to Amohitheater Distance to Athletic Fields Village Parking Structure (via sidewalk) 1068 (plus 217 on top deck) 18 2,700' 1,900' Village Parking Structure (via foot path) 1068 (plus 217 on top deck) 18 2,700' 2,300' Soccer Field Parking Lot 60 9 1,650' 2,550' Ford Park - West Nest Parking 47 12 1,300' 800' Ford Park- Central Parking 139 8 1,200 1,150' Ford Park - Far East Parking 12 0 1,650' 1,600' Children' i Lot (via Manor Vail) 30 (45 valet parking) 2 1,600' - Children's Ski School Lot (via Vail Valley Drive) 30 (45 valet parking) 2 1,400' - q 0 4/7/2015 N 1"=30' Martin/Martin, Inc. .•�000000go Towx of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Resolution No. 9, Series of 2015, A Resolution of the Vail Town Council Extending the Deadline for Commencement of Construction of Improvements Contemplated in the Amendment to the Existing Vail Golf Course Conditional Use Permit (PEC12-0036) PRESENTER(S): George Ruther ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Resolution No. 9, Series of 2015. STAFF RECOMMENDATION: The Community Development Department recommends the Vail Town Council to approve Resolution No. 9, Series of 2015 as presented. ATTACHMENTS: Resolution No. 9, Series of 2015 4/7/2015 RESOLUTION NO. 9 SERIES OF 2015 A RESOLUTION OF THE VAIL TOWN COUNCIL EXTENDING THE DEADLINE FOR COMMENCEMENT OF CONSTRUCTION OF THE IMPROVEMENTS CONTEMPLATED IN THE AMENDMENT TO THE EXISTING VAIL GOLF COURSE CONDITIONAL USE PERMIT (PEC12- 0036) WHEREAS, the Town is the owner of the Vail Golf Course; WHEREAS, in November 2011, the Town's voters approved a ballot question allowing for certain improvements to the Vail Golf Course, including improvements to the Golf Course Clubhouse; WHEREAS, in 2013, the Town filed an application to amend the existing Conditional Use Permit for the Vail Golf Course to allow for the improvements to the Vail Golf Course, including improvements to the Golf Course Clubhouse, as approved by the Town's voters in 2011; WHEREAS, on April 22, 2013, the Town of Vail Planning and Environmental Commission ("PEC") approved, with conditions, an amendment to the existing Vail Golf Course Conditional Use Permit (PEC12-0036) (the "Amended CUP") to allow the improvements approved by the Town's voters in 2011; WHEREAS, on May 10, 2013, certain homeowners appealed the PEC's decision to approve the Amended CUP pursuant to § 12-3-3.0 of the Vail Town Code; WHEREAS, on June 4, 2013, the Town Council heard the appeal, upheld the decision of the PEC and approved the Amended CUP; WHEREAS, pursuant to § 12-16-8 of the Vail Town Code, a conditional use permit will lapse if a building permit is not obtained and construction commenced within two years from the date the approval becomes final; WHEREAS, the approval of the Amended CUP became final on June 4, 2013, which would set the two-year deadline at June 4, 2015; WHEREAS, the Town Council desires to implement the intent of the Town's voters by constructing the improvements contemplated in the Amended CUP; WHEREAS, since the final approval of the Amended CUP, the Town has encountered difficulties beyond its reasonable control, including without limitation cost overruns, engineering difficulties and concerns about the effect of ongoing litigation involving the Vail Golf Course, which difficulties have prevented the Town from commencing construction of the improvements contemplated in the Amended CUP prior to June 4, 2015; and 1 7 4/1/2015 413.�I/ ? IVAILIRES120151CLUBHOUSE CUP EXT-R040115.DOC WHEREAS, the Town Council finds and determines that an extension of the Amended CUP is in the best interest of the public health, safety and welfare. NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Town Council hereby finds and determines that the Town has encountered difficulties beyond its reasonable control, including without limitation cost overruns, engineering difficulties and concerns about the effect of ongoing litigation involving the Vail Golf Course, which difficulties have prevented the Town from commencing construction of the improvements contemplated in the Amended CUP. Section 2. The Amendment to the existing Vail Golf Course Conditional Use Permit (PEC12-0036), as approved on June 4, 2013 (the "Amended CUP"), shall not lapse or become void under § 12-16-8 of the Vail Town Code, and the timeframe for commencing construction of the improvements contemplated in the Amended CUP shall be extended until June 4, 2017. INTRODUCED, PASSED AND ADOPTED this 7t" day of April, 2015. ATTEST: Patty McKenny, Town Clerk Andrew P. Daly, Mayor 2 / 4/1/2015 41(!7 QW4VAURES120151CLUBHOUSE CUP EXT-R040115.DOC TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: First reading of Ordinance No. 5, Series 2015 an Ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund, Heavy Equipment Fund and Timber Ridge Enterprise Fund. PRESENTER(S): Kathleen Halloran, Finance Director and Carlie Smith, Budget Analyst ACTION REQUESTED OF COUNCIL: Approve or approve with amendments Ordinance No. 5, Series 2015 BACKGROUND: Please see attached memo STAFF RECOMMENDATION: Approve or approve with amendments Ordinance No. 5, Series 2015 ATTACHMENTS: Ord 5 4/7/2015 TOWN N O F TO: Vail Town Council FROM: Finance Department DATE: March 31, 2015 SUBJECT: 2014 Results and 2015 Supplemental Appropriation I. SUMMARY The completion of the 2014 financials sets the stage for this supplemental appropriation of 2015 with the identification of capital projects that span more than one year and need to have funding re -appropriated to the current year. In Tuesday evening's session, you will be asked to approve the first reading of Ordinance No. 5 making supplemental appropriations and adjustments to the 2015 budget. The following information is provided for your review: Summary of Revenue, Expenditures, and Changes in Fund Balances — 2014 Actual Compared with Amended Budget and 2015 including the proposed supplemental appropriation Ordinance No. 5, Series 2015 II. DISCUSSION 2014 RESULTS Across all funds and revenue accounts for 2014, total revenue of $64.8 million is up 20.8% from 2013 mainly due to increases in sales tax collections, Real Estate Transfer Tax collections, construction activity and reimbursements from the Vail Reinvestment Authority during the year. Sales tax collections reached $23.9 million for the first time, a 8.6% increase over 2013 and a 21.6% increase over the pre -recession high reached in 2008. Throughout the year sales tax collections showed solid increases, with only April (impacted by the timing of Easter), May (only 2.5% of annual collections) and October failing to reach monthly records. Summer activity was strong with sales tax collections up 8.8% from the prior summer. Winter of 2014-15 is continuing the trend, with November through February collections all at record highs and an overall increase of 5.9% over those same months last winter. Real estate transfer tax collections in 2014 of $6.9 million increased 31 % from prior year due to significant activity in both higher -priced residential and several large commercial projects. Construction activity improved, with Construction Use Tax of $1.8 million exceeding prior year by 25% and permit fee revenue of $2.6 million up 86%. 4/7/2015 Ski Lift tax collections of $4.4 million were up 8.6% from prior year due to a strong start of the winter season and snowfall. Parking revenue of $4.5 million has increased by 9% compared to 2013, although has not reached the $5.0 million high in both 2009 and 2010 when parking demand from guests and construction activity outweighed parking supply (now increased though both public and private efforts) and free parking was extended to two hours. 2014 net expenditures totaled $55.7 million compared to $79.5 million budgeted. Of the $23.9 million variance, $17.5 million is requested for re -appropriation for capital projects currently underway and approximately $4.7 million of new project funding requested ($3.9 million of which is related to the Vail Golf & Nordic Center) are offset by $1.7 million in savings from projects completed during the year. The new funding requests are outlined in the next section "2015 Supplemental" below. General Fund operating expenditures of $32.7 million came in below budget by $1.1 million, or 3.4%. The savings came from general operating savings of $600,109, salary and benefit savings of $456,724. Operational savings included professional fees of $166K, utilities of $36K, professional development of $50K, planning projects of $31 K and various other items. As a result, the General Fund fund balance ending December 2014 totals $19.7 million, or 55% of annual revenues. 2015 SUPPLEMENTAL APPROPRIATION The main purpose of this supplemental is to re -appropriate funds for 2015 capital projects that were started in 2014 and are continuing into this year, or projects that did not begin as planned in 2014. There are also adjustments needed to reflect events or decisions that occurred after the 2015 budget was finalized. General Fund Revenue will be increased by $10,000 to offset corresponding expenditures for legal expenses surrounding the redevelopment of the Vail Valley Medical Center (VVMC). General Fund expenditures are proposed to decrease by $48,000: • Cancellation of the U.S. Pro -Cycling Challenge will reduce expenditures by $75,000 • $8,000 increased costs for the 811 "line locate" service to notify the town staff of a requested "locate" of electrical or irrigation lines. Currently the 811 center instructs customers to contact the town directly. By purchasing this service, the town is guaranteed notification of line locate requests. • $9,000 re -appropriation of uniform expenditure from the 2014 budget due to late arrival of uniforms in 2015 and for Fire department coats not ordered in 2014. The above adjustments to the General Fund 2015 budget result in an estimated fund balance of $19.1 million by the end of 2015, or 55% of annual revenues. 417x'2015 Capital Projects Fund Revenue will be adjusted by a total increase of $341,582. A majority of these funds ($176.7K) will be reimbursement from CDOT for continuation of the 1-70 Underpass project and $118.8K from the continuation of federal grant funding for the bridge at Nugget Lane and Bridge Road. An estimated $40,000 of reimbursement from the Eagle River Water and Sanitation District (ERWSD) will offset expenditures for a portion of the Covered Bridge project and $6,091 of grant dollars from the Fireman's Fund Insurance Co. will offset expenditures in 2015 for some of the breathing apparatus equipment that has been requested. The remaining fire equipment requested is funded from proceeds received in 2014 from the sale of a replaced fire truck. Staff is requesting to supplement 2015 expenditures by a total of $6.2 million, $5.7 million of which represents projects budgeted in 2014 but not yet completed such as the Guest Service Enhancements / Wayfinding project, 1-70 Underpass, hybrid bus battery replacement, a transit center generator, Neighborhood Road and Bridge reconstruction, continued implementation of a new permitting system for Community Development and energy enhancement programs. Additional funding requests include the following: • $417K of funding for the Buy -Down Program in recognition of revenue received during 2014 from Fee -in Lieu collections. • $109K is requested for an expansion of wireless equipment and service into both East and West Vail • $40K of fire equipment ($17.9K for breathing apparatus and $22.1K of radio and communications equipment) which is paid for by the $6K grant listed above and the $35K sale of a fire truck. Transfer of funds from the Vail Reinvestment Authority shows an increase of $1,299,470 to reflect projects carried over from the prior year such as the 1-70 Underpass and the Lionshead parking structure entry projects. All of the above adjustments will result in an estimated fund balance of $21.9 million by the end of 2015. Real Estate Transfer Tax (RETT) Fund Budgeted revenues will increase by $938,133 for the remainder of the $1.165 million reimbursement from the VRD relating to redevelopment of the Vail Golf and Nordic Center. Staff is requesting to supplement 2015 expenditures by a total of $16.0 million, $11.8 million of which relates to projects budgeted in 2014 but not yet completed such as the Ford Park Fields, Ford Park playground and lower bench improvements, the Vail Golf and Nordic Center, Library Recreation Path, replacement and addition of trash receptacles to meet the recycling ordinance, Booth Creek Park redevelopment, a permanent skate park and continued streambank and water quality improvements. New funding requests include the following: • $3.9 million additional project funding of the Vail Golf and Nordic Center as approved by Council on October 7, 2014. This $3.9 million was originally budgeted in 2016, but is being moved forward into 2015 should Council approve the selection of a contractor. • $250K estimated cost for the new "Vail Trail" (please see attached memo for more details and cost breakout). The proposed budget adjustments will result in an estimated fund balance of $1.3 million by the end of 2015. 417312015 Heavy Equipment Fund Several replacement vehicles were ordered (and budgeted for) in 2014, but delivery will take place in 2015. A re -appropriation of $415,954 is requested to cover payment for a Ford Explorer for the detective staff, a Polaris ranger for the landscape and streets crews, a street sweeper, a sewer jetter, emergency lights and equipment for a fire department vehicle, and a dump bed for a streets crew vehicle. Timber Ridge (Enterprise) Fund A re -appropriation of capital outlay ($572,000) is requested to continue the exterior renovations such as windows and exterior paint that were approved in the 2014 budget. These repairs have been bid out to various contractors and work is expected to be competed this summer. Sufficient fund balance is available in the Timber Ridge Enterprise Fund to cover the proposed capital outlay leaving an estimated $686K, or 57% of revenue, in fund balance at the end of 2015. 41742015 Vail Trail Supplemental Budget Request April 7, 2015 The concept for improving and extending the Vail Trail has been presented to the Town Council at several Work Session meeting over the past year. The idea is to renovate the existing section of trail between Golden Peak and the Golf Course Clubhouse, and to extend the trail eastward to the Vail Memorial Park. When completed, the six -mile trail would provide a beginner level, multi -use, soft surface trail for residents and guests. The proposed alignment would cross through multiple parcels including town -owned, private and U.S. Forest Service (USFS) property. Because of its location, the approval process for the trail includes a Conditional Use Permit from the town's Planning and Environmental Commission (PEC) as well as clearance and a permit from the USFS. Both approvals require environmental evaluations for wetlands, wildlife and cultural concerns. The town's version of the study is termed an Environmental Impact Report (EIR) and the USFS version is the National Environmental Policy Act (NEPA) process and are similar in terms of the information they require. • The Vail Trail proposal has been officially accepted by the USFS as a project and has been given elevated status for completion of the approval process with TOV participation. It is very important for the town to take advantage of the review process at this time. • The USFS will evaluate the trail in its entirety as a "connected action" which means they will consider impacts of the proposal for areas that may not directly impacts USFS property. This is a standard action with the USFS approval process • The town has received two proposals for completion of the EIR and the NEPA reports. • In addition, the town has received two preliminary proposals from professional trail building companies for portions of the trail. Preliminary because the final alignments for the trail could be altered based on the findings of the reports and the potential need for bridges or elevated decks through wet areas. • It is feasible that the eastern 1-1/2 miles of this project could be constructed in the fall of 2015 pending approval from the PEC since it is entirely located on town -owned land. The Supplemental request includes the following: Environmental Analysis $ 75,000 Design/Public Outreach $ 25,000 2015 Construction Budget $ 150,000 Supplemental Budget Request $ 250,000 Pending approvals from the town's PEC and the USFS, additional trail could be constructed in either 2015 or 2016. Additional funds would be required once the scope of that work is determined. 5 4/7/2015 TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE GENERALFUND 2014 Actuals Variance Fav I (Unfav) 2015 Original Budget 1st Supplemental 2015 Proposed Comments 2014 Amended Amended Revenue Local Taxes: $ 23,100,000 $ 23,881,131 $ 781,131 $ 24,486,000 $ 24,486,000 Sales Tax Split b/t Gen'I Fund & Capital Fund 62/38 62/38 62/38 62/38 Sales Tax $ 14,322,000 $ 14,322,000 $ - 15,181,000 $ 15,181,000 Property and Ownership 4,353,500 4,358,411 4,911 4,301,000 4,301,000 Ski Lift Tax 3,782,000 4,351,624 569,624 4,418,700 4,418,700 Franchise Fees, Penalties, and Other Taxes 1,116,550 1,121,455 4,905 1,158,779 1,158,779 Licenses & Permits 2,632,801 2,747,488 114,687 1,538,267 1,538,267 Intergovernmental Revenue 1,869,678 2,010,236 140,558 1,835,192 1,835,192 Transportation Centers 3,839,680 4,543,399 703,719 4,023,264 4,023,264 Charges for Services 870,397 947,267 76,870 907,812 907,812 Fines & Forfeitures 276,274 207,723 (68,551) 263,404 263,404 Earnings on Investments 110,000 157,713 47,713 108,236 108,236 Rental Revenue 840,896 1,044,463 203,567 903,087 903,087 Miscellaneous and Project Reimbursements 136,000 215,122 79,122 1 283,000 10,000 293,000 WMC legal to be reimbursed Total Revenue 34,149,776 36,026,901 1,877,125 34,921,741 10,000 34,931,741 5.5% Expenditures Salaries 14,938,480 14,630,258 308,222 16,013,936 16,013,936 Benefits 5,189,962 5,041,460 148,502 5,774,964 5,774,964 Subtotal Compensation and Benefits 20,128,442 19,671,718 456,724 21,788,900 - 21,788,900 Contributions and Special Events 2,126,198 2,068,595 57,603 2,044,028 2,044,028 All Other Operating Expenses 7,197,735 6,597,626 600,109 7,395,314 27,000 7,422,314 WMC Legal $10K; Line locates $8K; uniforms $9K Heavy Equipment Operating Charges 2,365,254 2,332,918 32,336 2,365,917 2,365,917 Heavy Equipment Replacement Charges 553,826 580,890 (27,064) 592,884 592,884 Dispatch Services 590,961 590,961 - 630,588 630,588 Total Expenditures 32,962,416 31,842,708 1,119,708 34,817,631 27,000 34,844,631 Revenue Over (Under) Expenditures Castle Peak Senior Care Facility (200,000) (200,000) 2015 World Alpine Ski Championships (250,000) (250,000) (250,000) - (250,000) Pro -cycling event (75,000) (75,000) (75,000) 75,000 2015 Nation's Event (375,000) (375,000) - (375,000) - (375,000) Transfer to Dipatch Services Fund - - - (22,338) - (22,338) Surplus Net of Transfers & New Programs 287,360 3,284,193 2,996,833 (618,228) 58,000 (560,228) Beginning Fund Balance 16,401,973 16,401,973 16,689,333 2,996,833 19,686,166 Ending Fund Balance $ 16,689,333 $ 19,686,166 $ 16,071,105 $ 19,125,938 EHOP balance included in ending fund balance - $ 690,000 not spendable $ 690,000 $ 690,000 TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND 2015 Proposed 2014 2014 Variance Original list 2015 Amended Actual Fav I(Unfav) Budget Supplemental Amended Comments Revenue Total Sales Tax Revenue: $ 23,100,000 $ 23,881,130 $ 781,130 $ 24,486,000 $ 24,486,000 2015 6% incr from 2014 amended; then 5% per year Sales Tax Split between General Fund & 62/38 62/38 62/38 62/38 Capital Fund Sales Tax - Capital Projects Fund $ 8,778,000 $ 9,799,940 $ 1,021,940 $ 9,305,000 $ 9,305,000 Use Tax 1,800,000 1,803,853 3,853 1,800,000 1,800,000 2015 flat with 2014 forecast; 2014 YTD pacing 26% up from 2013 Federal Grant Revenue 240,000 121,248 (118,752) 240,000 118,752 358,752 2014-2016: Bridges at Nugget Lane and Bridge Rd Other State Revenue 504,000 327,261 (176,739) 356,000 182,830 538,830 CDOT share of funding for 1-70 Underpass study; re -appropriate $176K from prior year; $6K grant for fire equipment Lease Revenue 197,295 197,295 - 197,295 197,295 Per Vail Commons commercial (incr. every 5 years) and residential leases Employee Housing Fee -In -Lieu 361,805 417,665 55,860 - 2015 $40K reimbursement from ERWSD for waterline work on the Covered Bridge. 2014:$90K contribution to Mobile Comm Van from external agencies ($27.5K received Project Reimbursement 251,200 290,671 39,471 - 40,000 40,000 in 2013); Reduce budget by $16.8K of Mobile Comm Van funding that will come from Transfer as show below from prior year's capital contributions from the E911 Board; $170K Holy Cross grant for lighting replacment (LEDs) TRAHC 494,466 491,871 (2,595) 494,466 494,466 Principal and interest on loans to TRAHC Earnings on Investments and Other 36,229 205,795 169,566 103,654 103,654 0.7% rate assumed Total Revenue 12,662,995 13,655,599 992,604 12,496,415 341,582 12,837,997 Bus Shelters 30,000 273 29,727 30,000 - 30,000 Annual maintenance. Parking Structures 620,000 610,682 9,318 680,000 - 680,000 Various repairs including deck topping replacement, expansion joint repairs, ventilation, HVAC, plumbing and other structural repairs. $165K for Pitkin Creek bus stop and municipal carpet (partial replacement); Facilities Capital Maintenance 603,563 416,284 187,279 541,760 165,000 706,760 General project covers repairs to town buildings including the upkeep of exterior (roofing, siding surfaces, windows, doors), interior finishes (paint, carpet, etc), and mechanical equipment (boilers, air handlers, etc.). Donovan Park Pavilion 58,670 38,830 19,840 500,000 19,840 519,840 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. Street Light Improvements 296,000 151,047 144,953 25,000 144,953 169,953 Re -appropriate to continue new street lights and to refurbish residential lighting; Accelerated replacement approved by Council April 1st. Capital Street Maintenance 981,200 764,977 216,223 1,116,500 216,223 1,332,723 Ongoing bridge rail project; delay in materials shipment. On-going maintenance to roads and bridges including asphalt overlays, patching and repairs. Includes structural maintenance of bridge beams and painting in conjunction with Covered Bridge Structural Repairs - - 50,000 40,000 90,000 ERWSD waterline maintenance (hangs underneath the bridge) $40K for work done on behalf of ERWSD - see revenue reimbursement above Flood incident repairs 105,436 - 105,436 - 105,436 105,436 Upper Columbine / Bighorn stream crossing reconstruction Fire Truck Replacement 620,900 618,017 2,883 - 2,883 2,883 2014 replace pumper truck from 1999; Re -appropriate for purchase of truck equipment Audio Visual Capital Maintenance 4,599 4,500 99 18,000 18,000 $18K annual maintenance / replacement of audio-visual equipment in town buildings such as Donovan, Municipal building, Grand View, LH Welcome Center, etc. Town -wide camera system 130,000 129,615 385 22,000 22,000 includes $22K per year for replacement of cameras and equipment; Document Imaging 47,664 47,664 - 68,000 68,000 Annual maintenance, software licensing, and replacement schedule for scanners and servers. Includes 38K for software platform upgrade in 2015. Software Licensing 48,000 46,195 1,805 60,000 60,000 Annual renewal of software licenses Hardware Purchases 222,740 222,884 (144) 168,000 168,000 2015 replacement of three GIS printers/scanners; Two additional Simplivity Omnicube 117 nodes in 2015 at a cost of $45K each Copier replacement 10,000 9,883 Replace 8 -yr old equipment with copier/printer/fax/scanner TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND 2015 Proposed 2014 2014 Variance Original list 2015 Amended Actual Fav I(Unfav) Budget Supplemental Amended Comments Postage machine replacement 6,100 6,073 27 Outdated software cannot comply with recent USPS postage meter changes; Current equipment 7 years old Data Center (Computer Rooms) 15,000 14,926 74 Based on annual replacement schedule of security and power systems for 3 computer rooms Website and e-commerce 13,829 13,829 - 12,000 12,000 Internet security & application interfaces; website redevelopment; includes $550/month for web hosting svcs ArcGIS Systems 14,000 - 14,000 - 14,000 14,000 Replacement of plotter/scanner/copier for GIS Fiber Optics in Buildings 173,726 95,691 78,035 15,000 109,000 124,000 Requesting $109K for an expansion of wireless service to West and East Vail (TOV equipment, not Crown Castle) Network upgrades 40,000 40,045 (45) 72,000 - 72,000 Replacement of switches and routers Phone System Infrastructure 142,919 142,919 - - - Replace infrastructure for 15 -year old phone system; Work started in 2013 Public Safety System 61,767 61,767 50,000 50,000 Annual capital maintenance of "County -wide "Computer Aided Dispatch/Records Mgmt System"; includes patrol car and fire truck laptops and software used to push information to TOV and other agencies; TOV portion of annual Intergraph software maintenance Public AM Radio 5,900 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 Business Systems Replacement 190,218 72,175 118,043 118,043 118,043 $58K to continue Community Development permitting software project; anticipate project completion this summer Transit Center Generator 200,000 - 200,000 200,000 200,000 Replacement of generator at the Vail Village transit center; includes re -landscaping and re -wiring; originally planned for 2014. Police E -Ticketing system 35,000 34,972 28 _ - - Electronic ticketing system; reduces data entry done by officers to record physical tickets; will interface with Full Court system Total Maintenance 4,677,231 3,549,148 1,128,083 3,428,260 1,135,378 4,563,638 Enhancement of Town Assets CDOT Required Parking 218,000 140,859 77,142 - - - 2014: Vail Village parking improvements per CDOT requirements Vail Village Info Booth 1,536,383 1,323,165 213,218 100,000 100,000 For final bills and work completed prior to the 2015 WASC; includes new exterior and interior cameras Guest Services EnhancementsfWayfinding 3,161,947 1,785,032 1,376,914 1,376,914 1,376,914 Contination of signage project Guest Service / Wayfinding enhancements outside of VRA district Energy Enhancements 566,124 218,180 347,944 347,944 347,944 Implementation of energy audit enhancements; includes continuation of LED lighting project with shared cost of $170K from Holy Cross. Fire Equipment - - - - 22,153 22,153 2015: equipment purchased with proceeds from sale of fire truck ($30K revenue received in 2014) Neighborhood Road Reconstruction 25,000 25,000 450,000 25,000 475,000 $25K for design and $450K in 2015 for shared project with ERWSD on Rockledge Rd. Neighborhood Bridge Reconstruction 300,000 300,000 300,000 300,000 600,000 Reconstruction and design of bridges at Nugget Lane and Bridge Rd. Fire Breathing Apparatus - - - - 17,862 17,862 Partial replacement of breathing apparatus equipment, funded by $6K grant listed above and sale of fire truck in 2014 Parking Entry System / Equipment 733,000 628,398 104,603 104,603 104,603 Replace parking system in both structures (LH parking structure system had been scheduled for replacement in 2006); Better financial reporting and potential to interface with variable message signs and other parking systems across town; Partially reimbursed by VRA ($300K). Radio Equipment replacement 176,000 173,808 2,192 - - Previously $693K budgeted in 2014 for replacement of approximately 59 radios for PW, PD and Fire. Adjusted to only include radios purchased over 12 years ago (in 2008 the town replaced a number of radios; these will not be replaced until 2018) Hybrid Bus Battery Replacement 440,000 - 440,000 440,000 440,000 Replace 7 batteries in 2015; Estimated life of 6 years Replace Buses 60,002 9,520 50,482 - 50,480 50,480 ADA van for on-call pickups and continuation of bike rack replacements Bus Camera System - - 350,000 - 350,000 Installation of software and cameras in buses Timber Ridge Legal/Zoning 15,604 14,470 1,134 - - Consultant and legal expenses for the continuation of redevelopment of Timber Ridge Timber Ridge Redevelopment 225,000 159,938 Rockfall mitigation TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE CAPITAL PROJECTS FUND 2015 Proposed 2014 2014 Variance Original list 2015 Amended Actual Fav I(Unfav) Budget Supplemental Amended Comments Total Enhancements 7,457,059 4,453,368 3,003,691 1,100,000 2,784,956 3,884,956 New Assets Municipal Redevelopment 43,343 45,419 (2,076) 1,500,000 - 1,500,000 Planning for redevelopment of the municipal building; construction current listed on unfunded sheet Frontage Road Developments (VRA) - - - 3,000,000 3,000,000 Previously in 2014; pushed to 2015; From LH Parking structure to Municipal building to complement the new LH parking structure entry; funded by VRA (see transfers below Chamonix Housing Development - 5,176 (5,176) 1,250,000 1,250,000 Infrastructure, planning and design for future housing development Welcome Center (VRA) 68,887 31,848 37,039 - - Desk and signage improvements East LionsHead Portal (VRA) 25,000 9,339 15,661 - - Completed with savings 1-70 Underpass (VRA) 1,631,586 970,994 660,591 1,000,000 660,591 1,660,591 $1.6M to cover total amount of contract 2014 - 2016; CDOT reimbursements will span several years, with 2015 amount showed above Lionshead Parking Structure Entry (VRA) 2,164,962 1,891,915 273,047 - 273,047 273,047 Final construction bills, and to complete landscaping, lighting and artwork installation Lionshead Medans (VRA) 50,000 7,004 42,996 - - Median construction from LH parking structure to Vail Spa; Council cancelled the project; need some funds for bills already incurred; will reduce further when all bills paid Mobile Communications vehicle 321,000 321,270 (270) Budgeted during 2013 to allow for contract to be signed; will pay out funds in 2014 when van is delivered sometime in the fall Chamonix Housing Marketing Study 12,550 11,300 1,250 Update Housing Market Study Buy -down Program 402,118 - 402,118 402,118 402,118 Carry forward program funding Buy -down Program Funded by Pay -in-Lieu 684,814 202,336 482,478 - 900,143 900,143 Carry forward current balance of program funding: Housing funded directly by Pay -in - Lieu fees collected from developers; Includes revenue collected in 2014 ($417,665) Total New Assets: 5,404,259 3,496,602 1,907,658 6,750,000 2,235,900 8,985,900 Total Expenditures 17,538,549 11,499,118 6,039,431 11,278,260 6,156,234 17,434,494 Other Financing Sources (Uses) - Transferfrom Vail Reinvestment Authority 4,290,435 3,049,280 1,241,155 4,050,000 1,299,470 5,349,470 1-70 underpass $1 M, Frontage Rd improvements $3M; annual LH parking structure maintenance $50K Transfer from Debt Service Fund 21,311 21,311 - - - To close out remaining balance in Debt Service Fund Transfer from Dispatch Fund 16,800 16,800 Transfer from Dispatch for Mobile Comm Van Revenue Over (Under) Expenditures (547,008) 5,243,872 5,790,881 5,268,155 (4,515,182) 752,973 Beginning Fund Balance 15,869,058 15,869,058 15,314,050 5,798,881 21,112,931 Ending Fund Balance 15,322,050 21,112,931 20,582,205 21,865,904 11F"P Z1111W TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX FUND 2015 Proposed 2014 2014 Variance Original 1st 2015 Amended Actual Fav / (Unfav) Budget Supplemental Amended Comments Real Estate Transfer Tax $ 5,900,000 $ 6,849,449 $ 949,449 $ 5,670,000 $ 5,670,000 Golf Course Lease 132,014 128,913 (3,101) 134,654 134,654 Annual lease payment from Vail Recreation District 2% annual increase - deposited to "Recreation Enhancement Account' (accompanying expenditure listed below) I ntergoven mental Revenue 119,900 125,394 5,494 20,000 20,000 $20K Lottery fund proceeds Project Reimbursements 1,165,000 226,868 (938,133) - 938,133 938,133 Remainder of $1.165M VRD portion for Golf Course Clubhouse construction Recreation Amenity Fees 338,000 338,341 341 10,000 10,000 Donations - 32,550 32,550 - - AIPP Winterfest donations added to public art budget below Earnings on Investments and Other 61,212 163,651 102,439 28,595 28,595 Total Revenue 7,716,126 7,865,166 149,040 5,863,249 938,133 6,801,382 Maintain Town Assets Annual Park and Landscape Maintenance 1,430,514 1,182,187 248,327 1,603,001 - 1,603,001 Ongoing path, park and open space maintenance, project mgmt Management Fee to General Fund (5%) 295,000 342,472 (47,472) 283,500 283,500 5% of RETT Collections - fee remitted to the General Fund for administration Tree Maintenance 65,000 58,946 6,054 65,000 Regular maintenance for tree health within the town (spraying, removing, new trees); scale 65,000 spraying on town -owned property at approx. $120 per tree; Initiating tree -planting program for lost trees Forest Health Management 195,000 198,322 (3,322) 225,000 - 225,000 Pine beetle mitigation in conjunction w/ forest service; Wildfire prevention measures Street Furniture Replacement 325,000 74,980 250,020 - 250,020 250,020 Re -appropriate for new recycling ordinance trash containers received in 2015 Glen Lyon Bridge - - - 150,000 150,000 Re -decking of recreation path bridge; structural repairs & railings; too large a project to include in annual rec path captial maintenance Alpine Garden Support 65,620 65,620 67,000 67,000 Annual operating support of the Betty Ford Alpine Gardens; assumes 2% increase per year Alpine Garden Education Center - - 500,000 500,000 Awarded per Council contributions Eagle River Watershed Programs 86,000 37,972 48,028 63,240 63,240 Annual support of the Eagle River Watershed Council programs; assumes 2% increase per year Actively Green by 2015 Program 37,000 18,500 18,500 20,000 18,500 Council Contribution for continuation of this town -wide recycling education and certification 38,500 program run by Walking Mountains; Re -appropriate 2014 unused because program spanned across years Fencing around West Vail Community Garder 18,500 18,500 - - - - Public Art - Operating 95,920 96,568 (648) 100,248 - 100,248 Art in Public Places programming Environmental Sustainability 527,500 308,197 219,303 321,586 219,303 Re -appropriate unused recycling rebate program dollars to be used toward public 540,889 education, outreach, fabric bags, etc. Environmental Sustainability programs; 2015 Includes new environmental planner position; Total Maintenance 3,141,054 2,402,263 738,791 3,398,575 487,823 3,886,398 Rec. Path Capital Maint 104,796 84,756 20,040 103,989 20,040 124,029 Capital maintenance of the town's recreation path system. Re -appropriate $20K for preliminary planning for the relocation of the trail that runs through the LH gondola area Park / Playground Capital Maintenance 128,838 126,412 2,426 98,500 - Annual maintenance items include projects such as playground surface refurbishing, 98,500 replacing bear -proof trash cans, painting/staining of play structures, picnic shelter additions/repairs, and fence maintenance. Donovan Park Master Plan 5,000 - 5,000 379,000 5,000 384,000 2015 safety improvements to playground / park (10-11 years old); Re -appropriate $5K planning Flood Incident Repairs 847,795 43,252 804,543 - 804,543 804,543 Re -appropriate for re -stabilization of Dowd Junction path Library Recreation Path Reconstruction 240,000 3,420 236,580 945,000 236,580 Reconstruction of the recreation path from the Vail Library to Lionshead, including 12 ft 1,181,580 wide concrete trail, repairs to eroded culverts at Middle Creek and stream bank erosion repair (50 ft. section); Construction to begin in 2015. $237K to be used for design. Stream bank/tract mitigation 1,684,534 84,972 1,599,862 4/7/2 15 1,000,000 Re -appropriate to complete the Gore Creek Strategic Action Plan; Includes estimates for streambank repairs (from water to bank) and riparian repairs (from bank to land area and 1,000,000 revegetation).; mapping of water infrastructure, community education and outreach. Re - appropriate $1 M and transfer remaining $600K to 2016 to accompany total project to be refined once the strategic action plan is complete. TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE REAL ESTATE TRANSFER TAX FUND 2015 Proposed 2014 2014 Variance Original 1st 2015 Amended Actual Fav / (Unfav) Budget Supplemental Amended Comments Water Quality / Storm Water 449,900 327,681 122,219 122,219 122,219 Would accompany repairs made with stream bank/tract mitigation for storm water and culverts. Skate Park - Temporary 260,000 50,534 209,466 209,466 209,466 Replacement of temporary skate park; Keep in the budget until permanent skate park finalized Permanent Skate Park 75,000 - 75,000 75,000 75,000 Design & planning for a permanent skate park at the "Atrium" site. Ford Park Portal Improvements 250,000 - 250,000 250,000 250,000 TOV portion of improvements to six portals into Ford Park Vail Trail - - 250,000 250,000 Placeholder for new Vail Trail Bike Lanes: N Frontage Rd 1,500,000 347,384 1,152,616 _ - Moved up to 2014 from 2015 to correspond with CDOT overlay next year; Bike lane shoulder from Red Sandstone school to Buffehr Creek Bike Lanes: S Frontage Rd 500,000 173,692 326,308 Bike lane shoulders: In 2013 from West Vail roundabout to Matterhorn; 2014 from Matterhorn to Cascade to be done in conjuction with Cascade CDOT parking project Ford Park Playground Safety Improvements 450,000 52 449,948 Moved to Lower Bench Improvements (below) Ford Park Playground / Lower Bench Impr - - - 380,000 961,122 1,341,122 Public restrooms ($511 K), playground safety improvements ($449.9K), and $380K for lower bench improvements such as the waterline relocation, new pavers and ADA parking Ford Park parking lot slope re -vegetation 100,000 - 100,000 - 100,000 100,000 Re -vegetate the slope down toward the river at the Ford Park parking lot originally scdhule in 2014 Booth Creek Playground 385,250 13,078 372,172 372,172 372,172 $120K for design/engineering; remainder for potential start this fall Booth Creek Park Redevelopment 512,000 - 512,000 - - - Redevelopment of entire park including tennis courts, covered areas and playground structures; Tennis court ($262K) and playground ($250K) originally budgeted in 2014 will occur when overall park is reconstructed (budgeted in 2016) Public Art - General program / art 390,831 37,154 353,677 85,000 359,226 444,226 To purchase sculptures, artwork, art programs and events; remainder is re -appropriated each year to accumulate enough funds Public Art - Winterfest 78,730 31,000 47,730 - 80,280 80,280 Carry over balance from 2014 and recognize donations made for Winterfest event. Total Enhancements 7,962,974 1,323,386 6,639,588 1,991,489 4,845,649 6,837,138 VRD-Managed Facility Projects Recreation Enhancement Account - - 134,654 - 134,654 Annual rent paid by Vail Recreation District; to be re -invested in asset maintenance Golf Course - Other Improvements 834,092 751,891 82,201 31,782 82,201 113,983 2015 golf maintenance building repairs Dobson Ice Arena 144,475 144,475 - 124,133 - 124,133 Renovate changing rooms and restrooms Ford Park / Tennis Center Improvements 12,270 371 11,899 85,031 11,899 96,930 Renovate Tennis Club Roof Athletic Fields 15,604 - 15,604 59,714 15,604 75,318 Renovate Restrooms Gymnastics Center 50,000 49,606 394 - - Unexpected foundation leak required immediate attention Total VRD-Managed Facility Projects 1,056,441 946,344 110,097 435,314 109,703 545,017 New Assets Golf Clubhouse and Nordic Center (CCF) 6,268,629 207,282 6,061,347 - 9,961,347 9,961,347 Total includes $1.165M reimbursement from VRD, allocation of Recreation Enhancement Funds thru 2014 and Conference Center funds of $3.8M (Total project cost originally estimated at $6.8M, but per Council Sept'14, approved additional $3.9M cost to project. This was originally budgeted in 2016, but moving forward to accomany the contract for work Ford Park Improvements & Fields (CCF) 4,080,792 3,455,517 625,275 625,275 625,275 Re -appropriated balance less $380K for lower bench improvements (waterline, pavers and ADA parking) to the Ford Park Lower Bench Improvements project (see above). Public Restrooms 511,174 - 511,174 _ - - Transfer unused 2014 funds to the Ford Park Lower Bench Improvements project for public restrooms (budget was split) Total New Assets: 10,860,595 3,662,799 7,197,796 10,586,622 10,586,622 Total Expenditures 23,021,064 8,334,792 14,686,272 5,825,378 16,029,798 21,855,176 Other Financing Sources (Uses) Transfer from Conference Center Fund 1,836,318 1,836,318 - - Revenue Over (Under) Expenditures (13,468,620) (469,626) (12,700,914) 37,871 (15,091,665) (15,053,794) Beginning Fund Balance 16,848,758 16,848,758 376,676 12,700,914 16,379,132 Ending Fund Balance $ 3,380,138 $ 16,379,132 $ 3,414,547 $ 1,325,338 TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE HEAVY EQUIPMENT FUND Expenditures Salaries & Benefits Operating, Maintenance & Contracts Capital Outlay 973,366 934,286 39,080 994,189 1,482,474 1,522,728 (40,254) 1,467,757 1,150,864 734,910 415,954 839,700 994,189 1,467,757 Vehicles budgeted in 2014, but taking receipt in 415,954 1,255,654 2015 (Detectives Ford Explorer, Polaris Ranger, Street Sweeper, Sewer Jetter, Emergency lights for FD Tahoe, Dumb Bed for Ford 550)' Total Expenditures 2014 3,191,924 414,780 3,301,646 2015 2015 (453,322) Proposed 2014 Variance Original 1st Proposed 2,271,673 Amended Actual Fav / (Unfav) Budget Supplemental Amended Comments Revenue $ 1,633,528 Town of Vail Interagency Charge $ 3,011,352 $ 2,967,482 $ (43,870) $ 3,011,352 $ $ 3,011,352 Insurance Reimbursements & Other - 59,309 59,309 - - Earnings on Investments 14,650 14,146 (504) 14,650 14,650 Equipment Sales and Trade-ins 127,380 56,170 (71,210) 148,270 148,270 Total Revenue 3,153,382 3,097,107 (56,275) 3,174,272 3,174,272 Expenditures Salaries & Benefits Operating, Maintenance & Contracts Capital Outlay 973,366 934,286 39,080 994,189 1,482,474 1,522,728 (40,254) 1,467,757 1,150,864 734,910 415,954 839,700 994,189 1,467,757 Vehicles budgeted in 2014, but taking receipt in 415,954 1,255,654 2015 (Detectives Ford Explorer, Polaris Ranger, Street Sweeper, Sewer Jetter, Emergency lights for FD Tahoe, Dumb Bed for Ford 550)' Total Expenditures 3,606,704 3,191,924 414,780 3,301,646 415,954 3,717,600 Revenue Over (Under) Expenditures (453,322) (94,817) 358,505 (127,374) (415,954) (543,328) Beginning Fund Balance 2,271,673 2,271,673 1,818,351 358,505 2,176,856 Ending Fund Balance $ 1,818,351 $ 2,176,856 $ 1,690,977 $ 1,633,528 4/7/2015 12 TOWN OF VAIL 2015 BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE TIMBER RIDGE ENTERPRISE FUND Expenditures Operating, Maintenance & Contracts 689,933 622,967 66,966 589,697 2015 Capital Outlay 2014 2014 Variance 2015 1st Proposed Total Expenditures Amended Actuals Fav / (Unfav) Budget Supplemental Amended Revenue (382,956) 465,161 848,117 505,151 (572,000) (66,849) Rental Income $ 1,315,763 $ 1,341,308 $ 25,545 $ 1,182,948 $ 1,182,948 Other Income 16,658 5,136 (11,522) 11,900 11,900 Total Revenue 1,332,421 1,346,444 14,023 1,194,848 - 1,194,848 Expenditures Operating, Maintenance & Contracts 689,933 622,967 66,966 589,697 589,697 Capital Outlay 1,025,444 258,316 767,128 100,000 572,000 672,000 Total Expenditures 1,715,377 881,283 834,094 689,697 572,000 1,261,697 Operating Income (382,956) 465,161 848,117 505,151 (572,000) (66,849) Non-operating Revenues (Expenses) Interest on Investments 2,044 1,812 (232) 1,560 - 1,560 Loan Principal Repayment to Capital Projects (345,966) (345,966) - (351,155) - (351,155) Fund Interest Payment to Capital Projects Fund (143,748) (143,743) (138,487) - (138,487) Revenue Over (Under) Expenditures (870,626) (22,736) 847,890 17,069 (572,000) (554,931) Beginning Fund Balance 1,530,027 1,530,027 663,224 847,890 1,511,114 Ending Fund Balance $ 659,401 $ 1,507,291 $ 680,293 $ 275,890 $ 956,183 4/7/2015 13 ORDINANCE NO. 5 SERIES OF 2015 AN ORDINANCE MAKING BUDGET ADJUSTMENTS TO THE TOWN OF VAIL GENERAL FUND, CAPITAL PROJECTS FUND, REAL ESTATE TRANSFER TAX FUND, HEAVY EQUIPMENT FUND, AND TIMBER RIDGE ENTERPRISE FUND OF THE 2015 BUDGET FOR THE TOWN OF VAIL, COLORADO; AND AUTHORIZING THE SAID ADJUSTMENTS AS SET FORTH HEREIN; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, contingencies have arisen during the fiscal year 2015 which could not have been reasonably foreseen or anticipated by the Town Council at the time it enacted Ordinance No. 18, Series of 2014, adopting the 2015 Budget and Financial Plan for the Town of Vail, Colorado; and, WHEREAS, the Town Manager has certified to the Town Council that sufficient funds are available to discharge the appropriations referred to herein, not otherwise reflected in the Budget, in accordance with Section 9.10(a) of the Charter of the Town of Vail; and, WHEREAS, in order to accomplish the foregoing, the Town Council finds that it should make certain budget adjustments as set forth herein. NOW, THEREFORE, BE IT ORDAINED, BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO that: Pursuant to Section 9.10(a) of the Charter of the Town of Vail, Colorado, the Town Council hereby makes the following budget adjustments for the 2014 Budget and Financial Plan for the Town of Vail, Colorado, and authorizes the following budget adjustments: General Fund $ (48,000) Capital Projects Fund 6,156,234 Real Estate Transfer Tax Fund 16,029,798 Heavy Equipment Fund 415,954 Timber Ridge Enterprise Fund 572,000 Total $ 23,125,986 2. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Ordinance No. 5, Series of 2015 4/7/2015 3. The Town Council hereby finds, determines, and declares that this ordinance is necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants thereof. 4. The repeal or the repeal and reenactment of any provision of the Municipal Code of the Town of Vail as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceedings as commenced under or by virtue of the provision repealed or repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. 5. All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 7th day of April, 2015, and a public hearing shall be held on this Ordinance on the 21st day of April, 2015, at the regular meeting of the Town Council of the Town of Vail, Colorado, in the Municipal Building of the town. ATTEST: Patty McKenny, Town Clerk Ordinance No. 5, Series of 2015 4/7/2015 Andrew P. Daly, Mayor Towx of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Second Reading Ordinance No. 4, Series of 2015 An Ordinance Protecting Certain Stream Tract Property in the Town by Prohibiting the Installation or Maintenance of Private Improvements on Such Property PRESENTER(S): Matt Mire, Town Attorney ACTION REQUESTED OF COUNCIL: Approve, approve with modifications, or deny Ordinance No. 4, Series of 2015 on second reading. BACKGROUND: Over time, private improvements such as landscaping, patios and other improvements from properties adjacent to stream tracts have been constructed and maintained within the Town's riparian areas without permission or authorization from the Town. Pursuant to the Town's authority to regulate for the public health, safety and welfare, the Town Council desires to clarify by the passage of this Ordinance No. 4 that Town that certain stream tracts shall be used solely and exclusively as natural open space, and private improvements or encroachments of any kind are prohibited in these areas without the prior written authorization of the Town Council. STAFF RECOMMENDATION: Approve, approve with modifications, or deny Ordinance No. 4, Series of 2015 on second reading. ATTACHMENTS: Ordinance No. 4, Series of 2015 4/7/2015 ORDINANCE NO. 4 SERIES 2015 AN ORDINANCE PROTECTING CERTAIN STREAM TRACT PROPERTY IN THE TOWN BY PROHIBITING THE INSTALLATION OR MAINTENANCE OF PRIVATE IMPROVEMENTS ON SUCH PROPERTY WHEREAS, the Town is the owner of certain real property consisting of natural riparian area along the creeks and streams within the Town; WHEREAS, the Town is committed to environmental protection and stewardship and open space conservation; WHEREAS, over time, private improvements such as landscaping, patios and other improvements from properties adjacent to stream tracts have been constructed and maintained within the Town's riparian areas without permission or authorization from the Town; WHEREAS, these private encroachments are not in keeping with the use of stream tracts as naturalized open space, and further, such private improvements significantly damage these sensitive riparian areas and impede their use and enjoyment as public open space; and WHEREAS, pursuant to the Town's authority to regulate for the public health, safety and welfare, the Town Council desires to clarify that Town stream tracts shall be used solely and exclusively as natural open space, and private improvements or encroachments of any kind are prohibited in these areas without the prior written authorization of the Town Council. NOW, THEREFORE, BE IT ORDAINED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO, THAT: Section 1. To protect the public health, safety and welfare by regulating sensitive stream tract areas in the Town, the Town Council hereby declares that Tract C shown on the Plat for Vail Village, Eleventh Filing shall be used solely and exclusively for natural open space purposes and shall be maintained at all times as vacant and undisturbed land in its natural condition, or for limited public pedestrian or passive recreational uses as may be determined by the Town to be consistent with the use of stream tract as natural open space. Section 2. No person other than the Town shall erect, construct or maintain, or cause or permit the erection, construction or maintenance of, any encroachment on or within Tract C, including any area designated as an easement thereon. Encroachments prohibited by this ordinance mean a private improvement of any kind located in Tract C, whether temporary or permanent in nature, including without limitation landscaping, irrigation systems, garden improvements, patios, decks, fencing, retaining walls, sheds, pathways, gravel, concrete, outdoor furniture, benches and play equipment. Encroaching activities prohibited by this ordinance also include mowing, trimming or Ordinance No. 4, Series of 2015 4/71/2015 cutting any grasses, trees or other vegetation in Tract C by any person other than the Town or without the Town's authorization. Section 3. Notwithstanding the foregoing, the Town may authorize an encroachment on Tract C, upon a finding by the Town Council that the encroachment is not inconsistent with the designated uses of the stream tract and will not detrimentally impact the stream tract's environmental values. Such authorization shall be evidenced by a resolution adopted by the Town Council and recorded in the real property records of Eagle County. Section 4. The Town Council hereby finds, determines and declares that this ordinance enacting provisions for the protection of stream tracts in the Town, including specifically Tract C of the Vail Village, Eleventh Filing, is in accordance and harmony with those certain deed restrictions set forth in the deed from the Vail Corporation to the Town of Vail dated December 21, 1999, by which the Town acquired Tract C and which expressly provides in Section 1.1.b of Exhibit B to the deed that the Town may further restrict the uses on and within Tract C consistent with the purpose of Tract C as natural open space. To the extent that private improvements are not otherwise already prohibited on Tract C, this ordinance shall constitute the Town's further restriction on Tract C, expressly prohibiting such private improvements. Section 5. If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not effect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. Section 6. The Town Council hereby finds, determines and declares that this ordinance is necessary and proper for the health, safety and welfare of the Town of Vail and the inhabitants thereof. INTRODUCED, READ ON FIRST READING, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 17th day of March, 2015 and a public hearing for second reading of this Ordinance set for the 7th day of April, 2015, in the Council Chambers of the Vail Municipal Building, Vail, Colorado. Andrew P. Daly, Mayor ATTEST: Patty McKenny, Town Clerk Ordinance No. 4, Series of 2015 4/-/2015 READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED this 7th day of April, 2015. Andrew P. Daly, Mayor ATTEST: Patty McKenny, Town Clerk Ordinance No. 4, Series of 2015 4/7'2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Appointment to Design Review Board (DRB) ACTION REQUESTED OF COUNCIL: Town Council will make an appointment to DRB BACKGROUND: See attached memo ATTACHMENTS: Memo Design Review Board Appointment 4/7/2015 TOWN OF Memorandum To: Mayor and Town Council From: Patty McKenny, Town Clerk Date: April 1, 2015 Subject: Interview and Appointments to Boards and Commissions - DRB Town Council will have an opportunity to review and appoint one member to the Design Review Board during the April 7 evening meeting. Terms for the appointments to this board is two years, April 1, 2015 through March 31, 2017. There was one letter of interest received from Doug Cahill to serve on the DRB. Mr. Cahill had interviewed for the PEC vacancy during the March 17 meeting and asked if he would also consider serving on the DRB. Since there were no letters of interest received during the last cycle, the vacancy advertisement posted again with a new deadline for letters of interest due on March 30th. Please find attached Mr. Cahill's letter. Brian Gillette and Tom DuBois have finished serving their second terms ending March 31, 2015. It is noted that the Municipal Code addresses the duration of terms that supports flexibility in allowing longer terms in some instances, described below. Further discussion about recruiting community members to serve in this role may occur. 3-1-1: DURATION OF TERMS: No member of any permanent Town board or commission shall serve for more than eight (8) consecutive years. A board or commission member who has served eight (8) consecutive years may serve again after a period of one year of nonservice. Notwithstanding the foregoing, if there is an insufficient number of applicants for a vacant position or positions on any permanent Town board or commission, a board or commission member who has served for more than eight (8) consecutive years shall be eligible to apply for reappointment. Attachment: ■ Letter of Interest 4/7/2015 Patty McKenny From: Doug Cahill <dcahill.bgmd@gmail.com> Sent: Monday, March 30, 2015 3:10 PM To: Patty McKenny Cc: dcahill.vail@gmail.com Subject: DRB Vail Town Council Attn: Patty McKenny <PMcKennv@vailgov.com> 75 South Frontage Road Vail, CO 81657 Dear Town Council, I am interested in serving on the Vail Design Review Board. My past experience sitting on the PEC was for eight years working on projects large and small during that time I sat in on DRB meetings as a PEC representative and understand its role. The DRB plays an important part in shaping the future of the Town of Vail while upholding the character and visions that have made it so great. Please except my submittal of interest to serve on the DRB and my commitment to fulfill an open seat. Sincerely Dan CE1// Doug Cahill 2855 Snowberry Drive Vail, CO 81657 970-331-3462 Dcahill.vail@gmail.com 4/7/2015 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: April 7, 2015 ITEM/TOPIC: Adjournment (7:40 pm) 4/7/2015 TOWN OF VAIN