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HomeMy WebLinkAbout2015-08-18 Agenda and Supporting Documentation Town Council Work SessionNOTE 2 VAIL TOWN COUNCIL WORK SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 5:00 P.M., AUGUST 18, 2015 TOWN QFVAIL� Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council. ITEM/TOPIC: DRB/PEC Update (10 min. ) PRESENTER(S): Jonathan Spence, Planner ITEM/TOPIC: An update of the Town of Vail Noxious Weed Management Program (15 min) PRESENTER(S): Gregg Barrie, Senior Landscape Architect ACTION REQUESTED OF COUNCIL: Staff is requesting feedback from the Council in regards to the existing program and ongoing enforcement issues. BACKGROUND: Per the Town of Vail Noxious Weed Ordinance and the Colorado Noxious Weed Act, all property owners, both public and private, must manage noxious weeds on their property. The town has recently received calls and emails from residents requesting enforcement of the town's Noxious Weed Ordinance. STAFF RECOMMENDATION: Many components of the town's existing weed management program are in -tact and effective. However, with the success of the program on public property, private property enforcement has lagged. Staff recommends several improvements to the program as described in the attached memo. 3. ITEM/TOPIC: Information Update: 1) Draft CSE Minutes for August 5 2) VEAC Minutes for August 11 3) June 2015 Vail Business Review 4) Creation of a Year -Round Multi -Use Educational and Theater Facilities Memorandum (5 min. ) 4. ITEM/TOPIC: Matters from the Mayor, Council and Committee Reports (15 min.) 5. ITEM/TOPIC: Executive Session: 1) C.R.S. §24-6-402(4)(b) - to receive legal advice on specific legal questions Regarding: Update on all pending litigation (15 min. ) 8/18/2015 0 PRESENTER(S): Matt Mire, Town Attorney ITEM/TOPIC: Adjournment (6:00 p.m.) NOTE: UPCOMING MEETING TOPICS AND ESTIMATED TIMEFRAMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) THE NEXT REGULAR VAIL TOWN COUNCIL MEETING WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, SEPTEMBER 1, 2015 IN THE VAIL TOWN COUNCIL CHAMBERS. Ongoing agenda items DRB/PEC updates WS - 15 min.; Information Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. Future agenda items: Award Clubhouse Contract - 9/1 VLMD Meeting: review 2016 operating plan - 9/1 2016 Budget (All Funds) Review (First Draft) - 9/1 Election Update - 9/1 Capital Programs and Projects 2015 Update - 9/1 Vail Municipal Site Redevelopment - 9/15 Insurance Services Update (VFD) - Oct Ordinance adopting new Building Codes - 10/6 Whistler Delegation Visit - 10/14 2016 VLMD and TOV Budget Resolution - 10/20 VLMD and CSE Board appointments - Dec Joint Meeting with VEAC (DestiMetrics Mountain Travel Update) - 12/15 2016 CSE Funding Allocation Recommendation - 12/15 Proposed future agenda items EGE Air Alliance Update - TBD Joint meeting with VLHA - TBD CIRSA Charter Review - TBD Cleanup Title 12, zoning amendments- TBD TIF Update- TBD Chamonix Project Update - TBD Gore Creek Water Quality Plan Update - TBD Vail Trails Update - TBD Environmental Strategic Plan Update - TBD Eagle County School District Meeting w/ Board - TBD Ford Park Leases - TBD Peer City Visit to Aspen - TBD Meadow Mountain Discussion - TBD Open Lands Strategic Plan - TBD Pedestrian Crossings at Roundabouts & Bus Shelters Discussion - TBD VRD Agreement for Skate Park - TBD Alternative Fuels Update - TBD 8/18/2015 Please call (970) 479-2138 for additional information. Sign language interpretation is available upon request with 48-hour notification. Please call (970) 479-2356, Telecommunication Device for the Deaf (TDD), for information. 8/18/2015 ►owx of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: August 18, 2015 ITEM/TOPIC: DRB/PEC Update PRESENTER(S): Jonathan Spence, Planner ATTACHMENTS: August 5, 2015 DRB Meeting Results August 10, 2015 PEC Meeting Results 8/18/2015 rowN of va MEMBERS PRESENT Peter Cope Andy Forstl Rollie Kjesbo Bill Pierce DESIGN REVIEW BOARD AGENDA PUBLIC MEETING August 5, 2015 Council Chambers 75 South Frontage Road West - Vail, Colorado, 81657 MEMBERS ABSENT Doug Cahill PROJECT ORIENTATION 1:OOpm SITE VISITS 1. 1552 Matterhorn Circle -Matterhorn Inn 2. 600 Vail Valley Drive-Northwoods 3. 715 West Lionshead Circle -Marriot Chiller 4. 1817 Meadow Ridge Road -Capstone Townhouses MAIN AGENDA 3:OOpm Matterhorn Inn Condominiums DRB150251 Jonathan Final review of an exterior alteration (fire rehabilitation) 1552 Matterhorn Circle Units 1 -1 1/Unplatted Applicant: Matterhorn Inn Condominium Association, represented by Current Architects ACTION: Approve with Conditions MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 CONDITION(S): 1. The east side of the building shall be fitted with gutters. 2. A swale with a perforated pipe shall be installed between the structure and the east property line for drainage purposes. 2. Northwoods DRB150277 Final review of an exterior alteration (retaining wall) 600 Vail Valley Drive/Tract C, Vail Village Filing 7 Applicant: Northwoods, represented by Patrick Pinnell ACTION: Approve MOTION: Kjesbo SECOND: Forstl Recused) 3. DiamondRock Vail Owner LLC DR13150279 Final review of an exterior alteration (80 Ton Chiller) 715 West Lionshead Circle/West Day Subdivision Applicant: DiamondRock Vail Owner LLC represented by R & H ACTION: Approve with Conditions MOTION: Kjesbo SECOND: Forstl CONDITION(S): Page 1 Mechanical Jonathan VOTE:3-0-1 (Pierce VOTE: 4-0-0 Jonathan 8/18/2015 1. The screening wall shall be extended a minimum of two (2) feet above the highest point of the chiller and be surfaced with stucco or similar finish material. 4. Capstone Townhouses DRB 150283 Jonathan Final review of an addition (garage) 1817 Meadow Ridge Road Unit 2/1-ot 21, Buffehr Creek Resubdivision Applicant: Captstone Townhouses HOA and Diane & Nelson Prager, represented by SRE Building Associates ACTION: Approve with Conditions MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 CONDITION(S): 1. Unit 2 shall replace siding as a component of this project. 2. A three to four foot deck with a corresponding change to the windows shall be added. 5. Cross/ Read Residences DRB150284 Jonathan Final review of a minor alteration (landscaping) 126 Forest Road East and West/Lots 5E & 5W, Block 7, Vail Village Filing 1 Applicant: David and Maureen Cross, Steven Read, represented by Ceres Plus ACTION: Approve with Conditions MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 CONDITION(S): 1. The large tree adjacent to the driveway shall remain. 2. The tree located in close proximity to the east side of the house shall be replaced with a dwarf conifer. 6. AHCO 27 LLC DRB150255 Jonathan Final review of an addition (deck infill/windows) 3838 Bridge Road/Lot 11 & 12, Bighorn 2nd Addition Applicant: AHCO 27 LLC, represented by VAG Architects ACTION: Approve MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 7. Pepi's DRB150271 Jonathan Final review of an exterior alteration (awning, weather screen) 231 Gore Creek Drive/Lot A, Block 5B, Vail Village Filing 1 Applicant: Pepi Gramshammer, represented by Sign Design & Graphics ACTION: Table to 8/19/2015 MOTION: Kjesbo SECOND: Forstl VOTE: 4-0-0 STAFF APPROVALS Vail Clinic Inc. DRB150234 Jonathan Final review of a new sign (building identification) 108 South Frontage Road West/Lot 2, Vail Village Filing 2 Applicant: Vail Clinic Inc., represented by Braun Associates Vail 21 DRB150275 Jonathan Final review of a sign (business ID) 521 East Lionshead Circle/Lot 3, Block 1, Vail Lionshead Filing 1 Applicant: Vail 21, represented by Charlotte Linton Vail Marriott Mountain Resort DRB150276 Jonathan Final review of an exterior alteration (air conditioner unit) Page 2 8/18/2015 715 West Lionshead Circle/Lot 1 West Day Subdivision Applicant: Vail Marriott Mountain Resort, represented by EMMC Goldfarb Residence DRB150278 Jonathan Final review of an exterior alteration (AC Unit) 793B Potato Patch Drive/Lot 25, Block 1, Vail Potato Patch Applicant: Ann Goldfarb, represented by Jerry Sibley Plumbing Dooher Residence DRB 150280 Jonathan Final review of an exterior alteration (deck) 1994 Buffehr Creek Road/Lot 18, Buffehr Creek Resubdivision Applicant: Robert Dooher Bighorn 4792 LP DRB150281 Jonathan Final review of an exterior alteration (window) 4792 Meadow Lane/Lot 5, Block 7, Bighorn 5t" Addition Applicant: Bighorn 4792 LP, represented by Nedbo Construction Futernick Residence DRB150282 Jonathan Final review of an exterior alteration (window) 930 Fairway Drive/Lot 7, Vail Village Filing 10 Applicant: Miriam Futernick, represented by Kurt Segerberg Fleeger Residence DRB150285 Jonathan Final review of an exterior alteration (driveway) 1517 Vail Valley Drive/Lot 12, Block 3, Vail Valley Filing 1 Applicant: Matthew Fleeger, represented by Gary Hill Beaver Dam International LLC DRB150286 Jonathan Final review of an exterior alteration (patio/windows) 54 Beaver Dam Road/Lot 32, Block 7, Vail Village Filing 1 Applicant: Beaver Dam International LLC, represented by Hilda Solorzano Frein Residence DRB150290 Jonathan Final review of an exterior alteration (landscaping) 798 Potoato Patch Drive/Lot 8, Block 1,Vail Potato Patch Filing 1 Applicant: James Frein Driscoll Residence DRB150291 Jonathan Final review of a changes to approved plans (window) 950 Red Sandstone Road Unit 35/Potato Patch Club Condominiums Applicant: Lee Driscoll, represented by Mark Donaldson Simon Residence DRB150292 Jonathan Final review of a changes to approved plans (stairs) 2943 Bellflower Drive/Lot 4, Block 6, Vail Intermountain Development Subdivision Applicant: Alexandra Simon, represented by Good Work Construction Antlers at Vail DRB150293 Jonathan Final review of an exterior alteration (electric car station) 680 Lionshead Place/Lot 3, Vail Lionshead Filing 3 Applicant: Antlers at Vail, represented by Tom Schadler Cimex Invest Inc DRB150295 Jonathan Final review of a changes to approved plans (windows) Page 3 8/18/2015 165 Forest Road/Lot 29, Block 7, Vail Village Filing 1 Applicant: Cimex Invest Inc. represented by Berglund Architects Black Gore LLC DRB150296 Jonathan Final review of changes to approved plans (beams) 5166 Black Gore Drive Unit D/Lot 4S, Block 1, Gore Creek Subdivision Applicant: Black Gore LLC, represented by WLM Building Middle Creek Village DRB150297 Jonathan Final review of an exterior alteration (landscaping) 145 North Frontage Road West/Lot 1, Middle Creek Subdivision Applicant: Middle Creek Village LLC, represented by Brent Bucknam Ellenore LP Residence DRB150298 Jonathan Final review of an exterior alteration (paint, deck, patio) 1467 Greenhill Court Unit A/Lot 10, Glen Lyon Subdivision Applicant: Ellenore LP, represented by Nedbo Construction Ryerson Residence DRB150299 Jonathan Final review of an exterior alteration (landscaping) 4859 Meadow Drive/Lot 16, Block 5, Bighorn Subdivision 5t" Addition Applicant: Anthony Ryerson Cooper Residence DRB150300 Jonathan Final review of an addition (deck) 600 Vail Valley Drive Unit D-10/Tract B, Vail Village Filing 7 Applicant: Cami Cooper, represented by K.H. Webb Architects Schwartzreich Residence DRB150301 George Final review of a changes to approved plans (siding) 421 Beaver Dam Circle/Lot 3, Block 4, Vail Village Filing 3 Applicant: Steve Schwartzreich, represented by KH Webb Architects Nunez Residence DRB150302 Jonathan Final review of an exterior alteration (driveway/landscaping) 1457 Vail Valley Drive/Lot 8, Block 3, Vail Valley Filing 1 Applicant: Deborah Nunez, represented by Chris Eklund Resnick Residence DRB150304 Jonathan Final review of a changes to approved plans (landscaping) 1027 Ptarmigan Road/Lot 2, Block 5, Vail Village Filing 7 Applicant: Eric Resnick, represented by RA Nelson, Jeff Beacom East Vail Realty Holdings DRB150305 Jonathan Final review of an exterior alteration (stairs) 4500 Meadow Drive/Timber Falls Condominiums Applicant: East Vail Realty Holdings represented by Mountain Valley Property Vintage Restaurant DRB150306 Jonathan Final review of a sign (window) 12 Vail Road, Suite 100 (Vail Gateway)/Lots N & O, Block 5D, Vail Village Filing 1 Applicant: Vintage, represented by Laurance Boderick Town of Vail DRB150307 Jonathan Final review of an exterior alteration (door/roof) Page 4 8/18/2015 1309 Elkhorn Drive/Unplatted — TOV Public Works Offices Applicant: Town of Vail represented by John King Cupid Ltd DRB150308 Jonathan Final review of a changes to approved plans (window/railing) 1628 Golf Terrace Unit B/Lot 1, Warren Pulis Subdivision Applicant: Cupid Ltd, represented by Pure Design Studio Sitzmark at Vail Inc DRB150309 Jonathan Final review of an exterior alteration (dumb waiter) 183 Gore Creek Drive/Lot A, Block 5B, Vail Village Filing 1 Applicant: Sitzmark at Vail Inc. represented by Ulf & Associates LLC Littman Residence DRB150310 Jonathan Final review of an exterior alteration (landscaping) 1448B Vail Valley Drive/Lot 18, Block 3, Vail Valley Filing 1 Applicant: Andrew Littman, represented by Avignon Stone Vail Golf Course Custom Homes LLC DRB150311 Jonathan Final review of an exterior alteration (windows) 1183 Cabin Circle/Lot 1, Block 1, Vail Valley Filing 1 Applicant: Vail Golf Course Custom Homes LLC, represented by Scott Turnipseed Northwoods Condominiums Association DRB150312 Jonathan Final review of a changes to approved plans (chimney cap) 600 Vail Valley Drive/Tract B, Vail Village Filing 7 Applicant: Northwoods Condominium Association, represented by Pierce Architects Vail Clinic Inc. DRB150320 George Final review of an exterior alteration (sign) 181 West Meadow Drive/Lot E & F, Vail Village Filing 2 Applicant: Vail Clinic Inc, represented by Braun Associates Vail Valley Medical Center DRB150322 Jonathan Final review of changes to approved plans 181 West Meadow Drive/Lots E & F, Vail Village Filing 2 Applicant: Vail Clinic, Inc., represented by Braun Associates 2500 Kinnickinnick K1 LLC OTC15-0040 Martin Final review of an exterior alteration (roof) 2500 Kinnickinnick Road/Meadow Creek Condominiums of Intermountain Applicant: 2500 Kinnickinnick K1 LLC represented by Vail Management Co. Gottlieb Residence OTC15-0041 Martin Final review of an exterior alteration (roof) 3021 Booth Falls Road/Lot 15, Block 1, Vail Village Filing 13 Applicant: John & Lynn Gottlieb, represented by Master Sealers Campbell Residence OTC15-0042 Martin Final review of an exterior alteration (windows) 5197 Black Gore Drive Unit A2/Lots 6-8, Heather of Vail Applicant: Lynne Campbell Thompson Residence OTC15-0043 Martin Final review of an exterior alteration (roof) Page 5 8/18/2015 1487 Vail Valley Drive/Lot 9, Block 3, Vail Valley Filing 1 Applicant: Dorothy Thompson represented by The Roofing Company, Nick Mentzer The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479-2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479-2356, Telephone for the Hearing Impaired, for information. Page 6 8/18/2015 0 PLANNING AND ENVIRONMENTAL COMMISSION TOWN OF VAR August 10, 2015, 1:00 PM Vail Town Council Chambers 75 S. Frontage Road - Vail, Colorado, 81657 Call to Order Members Present: Brian Gillette, Henry Pratt, Dick Cleveland, Kirk Hansen, John Ryan Lockman, John Rediker, Webb Martin Members Absent 2. A request for a recommendation to the Vail Town Council for an amendment to the Lionshead Redevelopment Master Plan, pursuant to Section 2.8, Adoption and Amendment of the Master Plan, Lionshead Redevelopment Master Plan, to amend the Detailed Plan Recommendations for the Evergreen Lodge at Vail, located at 250 South Frontage Road West/Lot 2W, Block 1, Vail Lionshead Filing 2, and setting forth details in regard thereto. (PEC140044) Applicant: Evergreen Lodge at Vail, represented by Mauriello Planning Group Planner: George Ruther Action: Table to September 14, 2015 Motion: Rediker Second: Hansen Vote: 7-0-0 Community Development Director George Ruther made a presentation as per staff memorandum and gave a brief history of the Lionshead Redevelopment Master Plan. Today's meeting is intended to be a work session to discuss possible amendments to the Lionshead Redevelopment Master Plan. The amendments being proposed are in response to changes in conditions as it relates to the Evergreen Lodge and improvements being proposed by the adjacent property owner. The original adoption of the Lionshead Redevelopment Master Plan did not include properties that did not want to be included in the initial study area. In 2004/2005 the Evergreen property applied to be included in the Master Plan area. The initial 6 primary goals of this plan were applicable to this particular property, the one piece of the master plan that was not current or consistent for this property was chapter 5 which is the detailed master plan recommendations. This is the chapter in the plan where recommended improvements are located if a redevelopment of a property were to happen. The Commission is beginning asked to help outline and identify development goals for the Evergreen Lodge and the community expectations for this amendment. Commissioner Gillette inquired the community goals as associated with the hospital. Where are these goals outlined? Ruther responded that the goals came from other town master plan, land use plan, transportation master plans, etc. Expectations the town & community have identified for the Evergreen Lodge to date include preservation of the hotel use, pedestrian conflicts, vehicular access, middle creek impacts, etc. Dominic Mauriello, Mauriello Planning Group representing the applicant introduced the owner 8/18/2015 representatives Peter Knobel & Sharon Cohn. Dominic then indicated that he would be able to have additional answers to Commissioner Gillette's question as outlined above. He recognized that the board membership has changed and he didn't account for that while preparing his presentation. Of particular note, this is an application to amend the Lionshead Redevelopment Master Plan and that this does not include any development plans at this time. The development plan will be submitted at a later date and reviewed for compliance with the Master Plan. Dominic presented an overview of the location of the Evergreen, 128 hotel rooms, 19 private condos (dwelling units), food & beverage component, underground parking, surface parking, location of middle creek, pedestrian access from evergreen to meadow drive. Dominic reviewed the ongoing discussions between the ownership of the Evergreen and Vail Valley Medical Center regarding a possible land exchange. This has been a very cooperative effort between the two parties and expects this deal will be finalized in 4 to 5 months. This land trade will ease some of the private covenants that exist on the hospital property that will allow for the expansion. This exchange allows for VVMC to be able to exchange their front door from Meadow Drive to South Frontage Road. Dominic reviewed results of a 2 -day charrette presented by Evergreen and open to the community. This provided an opportunity for the public to see what the development goals are for the Evergreen. The proposed design concept includes 128 hotel rooms, new round -abouts, 85+ residential condos, 8-20 employee housing units, food & beverage element, meeting rooms, lobby & amenities. Specifically noted is that there is a significant increase of residential condominiums from the current 19. The applicant believes that most of these units will be available through a rental program. Amendments requested through this plan include: • Section 5.19.1. Pedestrian Access - Updated to recognize the need for pedestrian connection from South Frontage Road to Meadow Drive. • 5.19.2 South Frontage Road Improvements and Vehicular Access - No vehicular access from West Meadow Drive. All vehicular access will be from South Frontage Road. Recognizes a full size roundabout location. • 5.19.3 Preservation of Existing Accommodation Units - requires replacement of 128 hotel rooms. However, allows them to be smaller rooms while providing amenities provide living area, does not require square footage replacement. Recognizes need for smaller rooms. Recognizes additional 85+ condos and rental management program as significant lodging component. • 5.19.4 Impacts on Middle Creek Streamtract — Recognizing the importance of water quality, need to address with any redevelopment, need for water quality improvements, opportunity for pedestrian access. • 5.19.5 Relationship to VVMC & Lot 10 -Recognizes coordinated planning, helipad recognition, pedestrian access, lot 10 opportunities, interim planning measures that still allow for surface parking, construction staging, etc. • 5.19.6 Service & Delivery - indicates need for secondary service access to evergreen. • 5.19.7 Setbacks — May allow for shared space and treating these properties as a single site to allow for zero set backs with VVMC, above & below grade, subject to development review • 5.19.8 - Architectural Improvements & Building Heights - recognizes transitional area with architecture — Dobson, VVMC, Library, Vail International; allows for contemporary expression of alpine architecture, requires building heights to step down to meadow drive. 8/18/2015 Commissioner Martin asked the applicant why the need for two pedestrian paths. Mauriello explained that this is what the master plan states today. Commissioner Hansen asked if the charrette included the pedestrian path and if any of the pedestrian access is subterranean or is it all above ground. Mauriello indicated that the paths were included with the charrette and that all of the pedestrian access will be above ground. Commissioner Hansen inquired where is emergency access is located. Mauriello emergency access will be directly off of South Frontage Road. Commissioner Pratt asked the board if they had any specific questions for the applicant. Commissioner Gillette asked about the reference to architecture and if it is contrary to what it is today. Mauriello stated that he did not believe so. Other properties within this Master Plan have also been allowed to modify this. Commissioner Cleveland asked about the current accommodation units vs. existing units not meeting hotel standards today yet you are talking about making smaller rooms. What is the difference between current hotel room and the proposed. Mauriello mentioned the deteriorating quality of the property. He said the applicant will likely propose smaller room sizes directed toward millennials, diversifying what we have in Vail, the lobby experience will improve the guest experience. For example, trading desks adm works spaces in hotel rooms for maybe a more meaningful area where people can hang out and work elsewhere in the building. Not to forgo that there are another 85+ units that will be in the rental pool. Commissioner Hansen inquired as to the product envisioned. You have sporting teams, people using the hotel. Is this hotel going to have national branding? What is the price point? Peter Knobel, developer, envisions lower rates with better quality experience. Accommodating to sports teams, VVMC, etc. Accommodating that group of people that need a shorter term stay. Range of higher priced rooms for those that want it through the condominiums. We want everybody to be able to come to this location and not just one demographic. Researched the brand and Vail is the brand and will be included in this in the name. Commissioner Rediker asked how many of the current condos are available through the rental program. Mauriello explained that there are currently 19 condos in the Evergreen. Six of them are rented long-term, and 11-12 of the remaining 13 are available through the rental program. Commissioner Rediker recognized that there are currently no development plans and this is conceptual. Square footage will be addressed. What is the approximate square footage of the current hotel rooms? Mauriello stated that he believes that the total square footage of the 128 hotel rooms is 52,000. Director Ruther stated that he will get confirmation of total square footage. Believes the 52,000 is too high. 8/18/2015 Commissioner Rediker asked if all hotel rooms are all the same. Mauriello agreed that the hotel rooms are all the same size. Commissioner Lockman asked if there is a current relationship between hotel & hospital? Mauriello stated that people do stay at the Evergreen today that are leaving the hospital. Similar to other relationships with Sonnenalp & Four Seasons. Knobel stated that they are in current negotiations with VVMC to be able to provide a location for education/presentation in addition to being able to continue to provide a location for patients to stay before or after a being at the hospital. Commissioner Rediker inquired as to how many stories the proposed hotel would be? Mauriello stated that the hotel will be 4 stories. Commissioner Martin asked the same question in relation to the condos. Mauriello stated that they would be 6-7 stories stepping down in height and grade Commissioner Rediker inquired as to where the amenities would be located. Would they be in the hotel building or in condo. Knoble stated that they expect to have 2 pools, 2 restaurants with one located in each building. The applicant is also envisioning more of a plaza between VVMC & the Evergreen. Director Ruther stated that while these are all great questions and all great input but asked that the conversation continue by focusing on bigger picture, master planning type issues. As we continue, a lot of these questions will be answered. The goal today is to understand what the higher level expectations of the community are when it comes to development objectives for the site. What are the community impacts, what shared opportunities exist, parking, loading & delivery, traffic, flow, etc? Commissioner Pratt opened the floor to public comment. Tom Braun, representing Vail Valley Medical Center stated that they have been working with Evergreen on this land exchange. At master plan level, he believes this meets the needs & goals of the VVMC master plan. Commissioner Martin asked if there is any ongoing dialogue with Vail Resorts. Tom Braun stated that discussions were ongoing with Vail Resorts. Jim Lamont, representing Vail Homeowners Association asked what the L-shaped area on the presentation indicated? Tom stated that that area is the proposed emergency area in front of the hospital off of South Frontage Road. Lamont asked the applicant to explain if you are coming off of the roundabout into the plaza, is this all at grade? Where does the grade break? Is it along meadow drive? Mauriello said the entrance is at grade and will terrace down approximately 16 feet. 8/18/2015 Director Ruther recommended that the public should direct the questions to the commission and not directly to the applicant. Doing so ensures that the discussion is properly recorded on the tapes for the public record. Commissioner Pratt asked that Jim ask all of his questions and answers will be provided. Jim asked the following questions: Are we having shared parking or not having shared parking with the hospital? If it does, it changes the dynamic of the two properties. If there is joint service & delivery, what happens to the existing service & delivery areas and how do they get to it when it's located in two distinct areas. The homeowners association does not believe that this is the ideal location for the helipad and would like to see the town develop the western portion of property for this helipad and provide a tunnel for crossing. Are there multiple access points for the property or only one access off of South Frontage Road. It appears that there is only one point. Is there still access to West Meadow Drive from the hospital site? Alternative pedestrian access route being proposed going to include snowmelt? The Vail HOA members support use of efficient snowmelt. Carbon footprint is not as important as public safety. If lot 10 is going to be used, it should have some sort of public amenity. What kind of public amenities will be provided for with this application? Commented on the small size of the hotel rooms as well as the height of the condominiums with neighboring properties. Appreciates the move to a more modernistic design. However this design weds more with the Solaris style of architecture then the modern style being proposed. Is this presentation going to be available on the Town's website? Commissioner Pratt closed public comment. Commissioner Pratt commented that today's session is on background, we can't get bogged down in the minutia of the details. We need to be taking a look at the bigger picture, streamtract impairments, etc. He stated he agrees with comments on the helipad. All of these issues will be reviewed & addressed when the development plan comes in. Today we are looking at a master plan in the true sense of a master plan. We will ask the applicant to address your questions at the next meeting. Commissioner Cleveland suggested that each item being proposed be addressed one at a time and not just allow for comments. Ruther suggested the preference to finding out what the bigger picture issues are so they can be addressed. Agrees that each amendment item needs to be addressed and reviewed, but the specifics will be addressed as this application moves forward. Commissioner Pratt asked the commission to express any specific hot -buttons with this application. Commissioner Lockman stated that he is impressed with layout and plan. Likes the pedestrian access improvements. Concerned about increased number of condos and how this will impact the rental pool. Concerned with effect to neighbors on the west. Believes that shared parking is huge, but needs to know what this look likes and it needs to be a well thought out plan. Service & Delivery how do you share this and who gets access to what? Commissioner Hansen stated that this is impressive. A couple of things peaked interested and that is the access to a community meeting room wherever that may be located. An art center will be developed at some time in the future. Is the heliport safe? It's either safe or it's not and you hire a consultant to determine the safety. The right team on this and positively impressed so far. Commissioner Cleveland believes that this is an idea. Master plans are not ideas. What we are looking at is an idea. We need to make sure that the master plan meets the needs for which they are established. Evergreen is going to be redeveloped & it was moved into the LRMP which allows for greater development rights and sees no issues with more development opportunities. Lot 10 there may be a solution to some of these problems may lie with Lot 10. It should be in the mix and be an integral part of this project. Expressed concerns about the streams. Vail has typically focused on skiing and not our streams. We have the opportunity to 8/18/2015 protect Middle Creek and concentrate on this option. VVMC hospital plan has been decided and we shouldn't be debating this with this application. Need to focus on the Evergreen and the cooperation between the two properties or 3 properties. Commissioner Rediker stated that he is in agreement with comments previously made by Commissioner Cleveland and that we should be looking at this as a master plan and keep the discussion broad and not specific to a development. Look at how it should be developed within our current guidelines. How can we best protect Middle Creek & enhance this streamtract. Does not support path next to stream as it may create a negative impact by creating more traffic flow along. Traffic flow along frontage road is a concern. Concerned with separate loading & delivery access to the west of roundabout where it may clog traffic. We also need to protect the number of hotbeds and the proposed amendments headed in the right direction. Concerned about the modifications to the changing the language of GRFA in the master plan. Eliminating this language may not meet the goals of what is going on in town. Commissioner Martin stated that he is excited about the concept, idea, affordable demographic. Excited for the potential affordable restaurant. Cannot comment on Lot 10, that's a council decision on what is done with the agreement. Master plan needs to have positive impact on streamtract and that there should be no path next to stream. Agrees with Commissioner Cleveland shared services option should be explored further. Concerned increased density and impact on traffic. Commissioner Gillette stated he agrees with Commissioner Cleveland and would take if further, that the master plan we are amending went too far. We should be backing up and relying more heavily on the original plan that isn't specific to this site. Amending this plan with site specific constraints, traffic, pedestrian and not worry about square footage to hotel, architectural features, etc. Then allow for development plan to meet the criteria of this master plan. Too detailed already. Proposal is fantastic but we need scale this back and deal with more of this with the development plan. Explore how we can improve traffic around our streams. This is an asset. Commissioner Pratt agree with Commissioner Cleveland's comments. Getting back into the master plan and not turning it into a development plan. Danger with graphics is bogging down people with details. Distracted us today with our job today which is amending the master plan. Loading & delivery combining is a great concept. However, when they are in two distinct locations, this is going to be difficult to achieve. Setbacks/stepdowns should go both ways both off of West Meadow Drive as well as South Frontage Road. Believes the project is a good one and the concept is fine. Pedestrian access improvements North to South are needed, skeptical to eliminate the path between hospital and Skaal hus. We need to look at a sidewalk along frontage road. MP for VVMC has been submitted & approved there is no application to change that. We need to focus on the masterplan on the Evergreen modifications. Mr. Lamont has asked for 2 minutes of rebuttal and will make an exception to grant that. Lamont asked when you look at the hospital master plan as you call it, it is very detailed. We no longer do Special Development Districts, we do amendments to master plans. Peter is headed in the right direction. Should be able to present the same detail in this amendment as was allowed at VVMC. Commissioner Pratt excused himself for the remainder of the meeting due to a prior commitment. He departed the meeting at 2:40pm. 3. A request for final review of a Development Plan, pursuant to Section 12-61-11, Vail Town Code, to allow for the future development of Employee Housing Units on the Chamonix parcel located at 2310 Chamonix Road, Parcel B, Resubdivision of Tract D, Vail Das Schone Filing 1, and setting forth details in regard thereto (PEC150019). Applicant: Town of Vail Community Development Department Planner: George Ruther Action: Table to August 24, 2015 Motion: Cleveland Second: Martin Vote: 6-0-0 (Pratt had left the meeting) 8/18/2015 4. A request for the review of an amendment to a Conditional Use Permit, pursuant to Section 12- 9C-3, Conditional Uses, Vail Town Code, to amend the approved development plan for the private school to establish the appropriate dimensional standards for a proposed employee housing unit (Headmasters House), a permitted use in the General Use (GU) Zone District, located at 3000 Booth Falls Road/Lot 1, Vail Mountain School, and setting forth details in regard thereto. (PEC150011) Applicant: Vail Mountain School, represented by Mauriello Planning Group Planner: Jonathan Spence Action: Table to August 24, 2015 Motion: Cleveland Second: Martin Vote: 6-0-0 (Pratt has left the meeting) 5. Informational Update 1. Planning and Environmental Commission training — Matt Mire Town Attorney Matt Mire provided legal training to the board as required by the Town's insurance provider, CIRSA. Review of Legislative vs. Quasi -Judicial proceedings were reviewed as well as policies & protocols for each member was reviewed. Proceeding review of office hours & best way to reach him. Handbooks handed out for appointed officials... provided by CML — roles & responsibilities. 2. Gore Creek Strategic Plan Update—Seth Mason Seth Mason of Lotic Hydrological, presented information to the commission that will be utilized in the creation of the Gore Creek Strategic Plan. This plan will be presented to the Commission at the September 14, 2015 meeting for a recommendation to the Vail Town Council. 6. Adjournment Motion: Cleveland Second: Lockman Vote: 6-0-0 (Pratt had left the meeting) The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479-2138 for additional information. Sign language interpretation is available upon request with 48-hour notification. Please call (970) 479- 2356, Telecommunication Device for the Deaf (TDD), for information. 8/18/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: August 18, 2015 ITEM/TOPIC: An update of the Town of Vail Noxious Weed Management Program PRESENTER(S): Gregg Barrie, Senior Landscape Architect ACTION REQUESTED OF COUNCIL: Staff is requesting feedback from the Council in regards to the existing program and ongoing enforcement issues. BACKGROUND: Per the Town of Vail Noxious Weed Ordinance and the Colorado Noxious Weed Act, all property owners, both public and private, must manage noxious weeds on their property. The town has recently received calls and emails from residents requesting enforcement of the town's Noxious Weed Ordinance. STAFF RECOMMENDATION: Many components of the town's existing weed management program are in -tact and effective. However, with the success of the program on public property, private property enforcement has lagged. Staff recommends several improvements to the program as described in the attached memo. ATTACHMENTS: Memorandum 8/18/2015 0 rowN of vain Memorandum To: Vail Town Council From: Department of Public Works Date: August 18, 2015 Subject: Noxious Weed Management Update I. INTRODUCTION Frequent precipitation during the spring and summer of 2015 has created ideal growing conditions for many invasive plant species. Throughout town, and particularly in the West Vail North neighborhood, significant infestations of noxious weeds can be found in yards and native areas. The town has received calls and emails from residents requesting enforcement of the town's Noxious Weed Ordinance, a copy of which is attached. II. BACKGROUND By definition, a noxious weed is a non-native or "alien" plant that is listed on the State Noxious Weed List. These plants are highly invasive and spread at an alarming rate, usually to the detriment of native plants and wildlife. Infestations can, and have, quickly spread to adjacent properties. Per the Town of Vail Noxious Weed Ordinance and the Colorado Noxious Weed Act, all property owners, both public and private, must manage noxious weeds on their property. For nearly ten years, Vail has aggressively managed noxious weeds on town -owned property. The results have been positive. In 2006, when management began, the town applied herbicide to nearly 400 acres of roadsides, parks and open space. So far, during 2015, less than 35 acres have required spraying. Of that, more than a third is the rugged, hard -to -access hillside along the north side of the valley. In addition to town -owned parcels, infested areas around Vail include numerous private parcels, U.S. Forest Service land and CDOT right-of-way. Over the past five years, the town has mailed compliance letters to numerous property owners, typically in response to a neighbor complaint. In most cases, owners are not aware that they have noxious weeds on their property, and most take immediate action to correct the problem. However, there is no regular enforcement of the Ordinance, and many properties continue to have weed infestations. Recently, a West Vail resident emailed Town the Council requesting more enforcement due to his neighbor's weed infestations. Please note that compliance letters have been mailed to the neighbors in the past and staff believes that the property has been treated once. However, there have been no follow up treatments by the non-compliant owners or the town to ensure continued compliance. It is also difficult to single out one property owner when so many properties are impacted by weeds. 8/18/2015 It is important to note that the increased weed population is not isolated to Vail. Land managers and licensed applicators across the region are scrambling to deal with the same problem. And, the increased populations this summer will likely result in additional infestations in the years to come. III. RECOMMENDED RESPONSE Many components of the town's existing weed management program are in -tact and effective. However, with the success of the program on public property, private property enforcement has lagged. Staff recommends the following improvements to the program: 1) Prepare for a significant spraying program on town -owned lands on the north side of the valley for early summer of 2016 and beyond to manage the existing thistle infestation 2) Coordinate with the US Forest Service and potentially assist with funding and grant applications for a large-scale management plan for Forest Service lands on the north side of the valley. The management area could include several hundred acres over several years 3) Increased public education via email, newspaper and the town's website 4) Work directly with homeowners associations for management solutions 5) Suggestions for improving the enforcement program a. Hire a summer seasonal employee/intern to assist with identifying properties with infestations, mail compliance letters and assist with education. CSU and other schools have weed science programs. b. Work with an existing enforcement officer to follow up on compliance, if needed IV. CONCLUSION With continued diligence, the current noxious weed infestations in Vail can be controlled. However, it will require that private owners manage weeds on their property per the Town of Vail Noxious Weed Ordinance. Additionally, it will require resources and staff time to accomplish. Raising awareness of the issue is important and has been successful in the past. However, some enforcement may be required. Failure to follow through will result in continued loss of native vegetation along the town's boundaries. V. ACTION REQUESTED BY COUNCIL Staff is requesting feedback from the Council in regards to the existing program and ongoing enforcement issues. Town of Vail Page 2 8/18/2015 7i + r�'�A a"^�-� �• ' 1 e'4'. i � A� ri' � s�� 6 11 c t>^t �. -r '� _ - _. � � Vii; r.f-N1��'}., �.*.'�' '•� � k _ wj� ''jj� a � �r� uta A ��+�,` ,y ��"�+'• y� .: h � � F t t� r 1� c �. •r� , �• � ' _ ,�cb iii .- ` r Town of Vail Noxious Weed Ordinance (2004) 5-1-6: NOXIOUS WEEDS: A. Plants Listed All plants declared noxious weeds pursuant to the Town of Vail Weed Management Plan, which shall be annually reviewed and updated in compliance with the Colorado Revised Statutes, section 35-5.5-101 et seq., "the Colorado Noxious Weed Act". B. Declaration of Nuisance Any and all plants designated noxious weeds by the town are declared to be a public nuisance. Such action may be taken as is available for nuisance abatement under the laws of this state and the town, and as town council, in their sole discretion, deem necessary. C. Removal of Noxious Weeds Required By Property Owner Property owners within the town shall be responsible for the elimination of noxious weeds from their property within ninety (90) days of the effective date hereof. Such removal shall be accomplished in an ecologically feasible and environmentally safe manner in accordance with all applicable laws, ordinances, rules and regulations. D. Enforcement The town shall have the right to enter upon any premises, land, or place, whether public or private, during reasonable business hours or upon proper notice for the purpose of inspecting for the existence of noxious weeds, and shall have the right to propose, implement or enforce the management of noxious weeds upon such lands in accordance with the provisions of Colorado Revised Statutes sections 35-5.5-108.5 and 109. E. Advisory Board The Vail town council shall be the local advisory board for all state and local noxious weed statutes, ordinances and regulations. The mayor shall be the chair and the mayor pro tem shall be the secretary. A majority of the members of the board shall constitute a quorum. F. Penalty Violation of this section shall be subject to penalty as provided in section 1-4-1 of this code, in addition to any other remedies provided herein or allowed by ordinance, law, rule, or regulation. (Ord. 6(2004) § 1: 1997 Code: Ord. 19(1993) § 1) Town of Vail Page 4 8/18/2015 ►owx of vn' 1[1 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: August 18, 2015 ITEM/TOPIC: Information Update: 1) Draft CSE Minutes for August 5 2) VEAC Minutes for August 11 3) June 2015 Vail Business Review 4) Creation of a Year -Round Multi -Use Educational and Theater Facilities Memorandum ATTACHMENTS: August 5 2015 DRAFT CSE Meeting Minutes August 11 VEAC Meeting Minutes June 2015 Vail Business Review Creation of a Year -Round Multi -Use Educational and Theater Facilities Memorandum 8/18/2015 6� TOWN OF VAI['. ODMWm 8810n W Sped.l evens MINUTES: DRAF COMMISSION ON SPECIAL EVENTS MEETING Vail Town Council Chambers Wednesday, August 5, 2015 @ 8:30am CSE Members Present Barry Davis Jeff Andrews Mark Gordon Rayla Kundolf Shenna Richardson Alison Wadey CSE Members Absent: Marco Valenti Town of Vail Staff Present: Sybill Navas, CSE Coordinator Kelli McDonald, Economic Development Manager Others Present: Laura Waniuk, Event Liaison Cabal Yarne, LHM/Chamber Jim Kellen, Vail Resorts Morgan Landers, CanDoMS Duncan Horner, VVF Mike Imhof, VVF Ernest Saeger, VVF Leon Fell, King of the Mountain Volleyball Bobby Bank, Vail Info Helene Mattison, Kids Adventure Games Corinne Hara, Vail Centre Kim Langmaid, Vail Centre/Walking Mountains Todd Wallis, Vail Centre Rohn Robbins, Vail Centre Aaron Beckman, Larkspur Ross Iverson, Vail Leadership Institute Brooke Skjonsby, Vail Resorts Sandra Perrig, Vail Valley Partnership Meeting materials can be accessed at the following link: http://65.38.144.10/WebLink8/0/fol/321729/Row1.aspx CSE Chair, Barry Davis, called the meeting to order at 8:35am CSE Minutes Regular Meeting: August 5, 2015 Page 1 of 6 8/18/2015 Jim Kellen, Vail Resorts: Presentation of strategic event concepts for off-peak winter events and requesting feedback from the CSE with respect to scheduling and content. Please see presentation for details. These events would be mountain/town partnerships. Kellen stated that the time periods for these events are based on off-peak 2 and 3 periods. Spring Back to Vail will be a smaller event to celebrate the end of season, focusing the activities at Gold Peak. Navas mentioned that the Vail Film Festival is thinking about moving their event to the week prior to Spring Back to Vail. • Snow Daze— December 11-13 Carnivail — February 6-9 Seven Wonders -February 25-28 Spring Back to Vail — April 10, 2016 Administrative Items a. Approval of the Minutes of the CSE's Meeting on July 1, 2015 ➢ Motion to approve the minutes of the CSE Meeting, July 1, 2015, as presented. M/S/P: Kundolf/Wadey/Unanimous The motion passed 6-0 b. Add to your schedule: **Tuesday, August 11 @ 8:00 a.m.: Joint Meeting with the Vail Economic Advisory Council (VEAC) Davis may not be able to attend the VEAC meeting and Gordon will not be able to make it; Andrews offered to speak at the meeting. Discussion will involve the current status/recaps/results of events thus far in 2015 and review the 2016 Event RFP. c. Financial/Contract Overview There is a request by Andrews for staff to create a short version of the History of Funding document for the RFP process. Include funds available, funds spent and overall ROI. McDonald stated that the stats exist for the last 4 years from the survey companies, previous to that it would be pulled from the event recaps. d. Review of Special Events conversation between Avon and Vail Town Councils at their joint meeting on July 22. Navas said there was a lengthy discussion about events, Avon was interested in sharing the knowledge about our events here and they are open to combine events and create a partnership. McDonald mentioned that the capacity for the stage area in Avon is 5,000-7,000, and noted that is similar to our capacity at the Solaris venue. Navas added that as part of the ongoing discussion of permit revisions with each ERC of the representatives, the suggestion has been made that the Town of Vail should have a "portable" stage designed to fit the Solaris site that would simplify load-in/out and improve general public safety. Event Recaps: CSE Minutes Regular Meeting: August 5, 2015 Page 2 of 6 8/18/2015 a. GoPro Mountain Games- Vail Valley Foundation: Mike Imhof, Duncan Horner and Ernest Saeger Imhof stated that the event is in its 15" year. GoPro has been the sponsor for the last 3 years. GoPro sponsor agreement for future 2-3 years is in discussion. They want to expand the event to the west into Lionshead. They are still interested in exploring an Enduro race option on the new trail system adjacent to Wildridge, but recognize that there are conservation easement issues still under consideration. Imhof discussed how the event will move away from broadcast TV and use other channels of delivery. Content will be short form video for digital and social media. McDonald said the town had another record sales tax June 2015, at just over $1.2 million. Horner spoke about numbers for the event, which generated more families and higher business from outside the valley. Athlete participation and registration has softened a bit in the more traditional events. Overall economic impact from their survey is $5 million. They had 114 sponsors for the event; most have been with the event for many years. Davis asked which sports are they seeing the most attrition, Horner said kayaking. People are interested in staying longer in Vail, but it's expensive for them. Imhof stated that registration was down 7- 20%; the feedback from the athletes is that there is a need for new courses, and the cost is too high for the athletes to stay in Vail. Also, access to the venues forces athletes to park far from their competition. If the event becomes very expensive for attendees and athletes, that will impact attendance. Navas stated that there were a number of people with RV's and there was discussion in the ERC meeting about how that could be handled, perhaps allowing a managed camping area in Ford Park. Imhof said there needs to be a place for camping too. Horner said there should be better ways to accommodate the athletes for parking and staying. Andrews mentioned engaging VRBO or air bnb to offer comp stays for the athletes. Perhaps there is a way to house athletes in private homes. Saeger said working with the Town of Vail went very well. They are discussing holding the Dock Dogs competition and/or slack line in Lionshead and opening up the amphitheater for a concert. ➢ Motion to approve the final funding disbursement for GoPro Mountain Games subject to the recovery of the sales tax revenues still owed to the Town of Vail. M/S/P:/Andrews/Kundolf/Unanimous The motion passed 6-0 b. King of the Mountain Volleyball- Leon Fell The tournament grew for the 14th straight year, 666 teams. Lots of families attend the event and 71 % of the teams were returning. The newly re -opened Ford Park was a great resource for the tournament; they can grow to up to 700 teams. The VRD was a huge help, the maintenance crew created a seamless event. Davis asked if event could have 700 total teams with the resources the town has now. Fell said that 2 additional sand courts could expand the event significantly. Navas asked if the courts needed to be located at the Athletic Fields. Fell replied, "No," and that they currently use a shuttle from the Vail Athletic Field and back to matches that are scheduled to use the sand court at Red Sandstone Park. CSE Minutes Regular Meeting: August 5, 2015 Page 3 of 6 8/18/2015 ➢ Motion to approve the final funding disbursement for King of the Mountain Volleyball M/S/P: Gordon/Richardson/Unanimous The motion passed 6-0 Event Liaison Marketing Update: Laura Waniuk Please see full presentation for detailed information Education and Cultural Center: "Space vs. Strategy" Determine "what are we missing?" Develop recommendation for Town Council as to how to move forward with the proposed Education and Cultural Center. Assign responsibilities. Deadline: August 11. Ross Iverson, speaking on behalf of the Vail Centre, gave a short presentation on how a learning center in Vail could contribute to the economy and quality of life. They offered to lead a process of reaching out to all community stakeholders and flush out a concept that would best meet the needs of the community and forward the Town Council's mission to provide a "vibrant, diverse economy and community, providing our citizens and guests with exceptional services and an abundance of recreational, cultural and educational opportunities." Please see full Vail Centre presentations for more detailed information. The Vail Centre timing is fortuitous based on the Town of Vail's interest in an expanded learning center. Iverson stated that he sees the events as "engagement" and referred to the Vail Symposium and TedxVail. Iverson spoke about the economic impact of the Vail Centre and the results over 5 years. Consider bringing the Eagle County community "up -valley" by focusing on certain demographics along with specific courses. Overall strategy question: What could Vail's campus include? What's the next incremental step? Iverson passed around a proposal for the Vail Centre to work with the Town of Vail. Navas stated that there is a time constraint on the CSE recommendation memo, it's due Aug 11. The deliverable is for the CSE to provide a structure to start on a facility plan. Gordon emphasized that he wants some sort of formal acknowledgement that what's being built is for the Town of Vail. He continued that when the planning continues that the venue is built in Vail and not decided to be constructed in other locations. Iverson stated that the Vail Centre initiative will continue regardless if the Town of Vail supports it or not. The ideal situation is to work on a parallel path and partnership. Clarified questions being asked of the CSE by the Town Council: 1. What is Vail missing? 2. What are some of the solutions to that? Gordon said it seems like the Vail Centre is already answering these questions and doing the research. The Vail Centre goal would be to create cross -functional group to move forward together. McDonald said the council asked that the CSE bring additional educational and cultural events or programs (per the categories in the 2016 RFP). Gordon stated that the facility should be year round and augment what we have in the amphitheater. CSE Minutes Regular Meeting: August 5, 2015 Page 4 of 6 8/18/2015 Andrews explained a possible outline for the memo. Wadey said that there are gaps and the Mayor has asked about filling the gaps in with a facility or with other events. Gordon discussed that the continued development should lie with the task force. Andrews stated he would add food facilities and loading docks to the suggested list. Gordon stated that there doesn't have to be one facility, it could be multiple locations. McDonald raised the topic of the underutilization of the Ford amphitheater, and could it be considered as an interim location. Andrews volunteered to prepare a draft memo for the TOV budget discussions compiling the CSE's input into a formal recommendation. Review RFP Draft and provide direction. Changes from last year include using the same application for both categories of events. The producers will self-select which category of events they fall into based on the revised criteria and scorecards that have been developed. The CSE could reassess and move the event to the other category if they determine that it fits better. Navas noted that the Special Event Permit is currently undergoing a revision process, and that some of the changes may impact event budgets. For example: adding certified flaggers which cost $25-$40/hour to event budgets during event set-up and tear -down or during bus reroutes. In 2015 the town paid for services, such as parking, hauling trash, waste management, recycling, etc. The event producers need to be aware they will be responsible for the above operational activities and costs. CSE members requested that information be included in the RFP. Motion to accept the draft as final for the 2016 RFP documents with discussed changes. M/S/P: Kundolf /Richardson/Unanimous The motion passed 6-0 Education and Enrichment (Tier IV in 2014 and 2015) Budget Request The Finance Dept. is requesting input from the CSE on how much should be in this budget based on previous qualifying requests in relationship to the amount that has been available. CSE members expressed their challenge with arriving at a specific amount, since it is unknown at the present time how many requests may be received. Richardson and Wadey brought forward a supposition regarding the application process starting much earlier in the year, so that the needs are understood before the amount of the CSE budget is determined. Navas stated there may be an opportunity based on the council's interest in expanding educational and enrichment events, and referred to their mission statement which reads "Grow a vibrant, diverse economy and community, providing our citizens and guests with exceptional services and an abundance of recreational, cultural and educational opportunities." Wadey stated that it's important for the CSE to commit to educational and enrichment funding and programs and that the present budget of $91,800 doesn't allow for continued growth in this area. Andrews added that it's strategically important to look 3-5 years ahead. The plan is for McDonald to present budget recommendations to Halloran on Aug 11. Wadey will prepare a brief memo summarizing the CSE's request: • A 3% increase in the Recreation, Cultural and Community Events budget. • Up to $150k for the Educational and Enrichment Events category. Info Distribution Feedback — see results below in order of preference: CSE Minutes Regular Meeting: August 5, 2015 Page 5 of 6 8/18/2015 Direct Email - #1 Laserfiche - #2 Paper handouts at meetings - #3 Newsletters via Mailchimp - #4 New Business and Community Input Navas reminded the CSE of Blue Grass in the Gardens @ Alpine Plaza Betty Ford Gardens Education Center on Wednesday, August 12 — 1:00-2:00pm, ➢ Motion to Adjourn at 12:05 pm M/S/P: Kundolf/Wadey/Unanimous The motion passed 6-0 Next CSE Meeting: Wednesday, September 2, 2015 @ 8:30am Vail Town Council Chambers CSE Minutes Regular Meeting: August 5, 2015 Page 6 of 6 8/18/2015 Vail Economic Advisory Council (VEAC) August 11, 2015 MEETING MINUTES VEAC Members Present: Alison Wadey, Bob Boselli, Laurie Mullen, Michael Kurz, Kim Newbury, Matt Ivy, Rayla Kundolf, Matt Morgan, Robin Litt, Jim Kellen, Brian Nolan CSE Members Present: Rayla Kundolf, Barry Davis, Jeff Andrews, Alison Wadey Town of Vail Staff Present: Stan Zemler - Town Manager, Kelli McDonald - Economic Development Manager, Kathleen Halloran — Finance Director, Sybill Navas - Special Events Coordinator, Laura Waniuk — Event Liaison Others Present: Jeremy Reitman (VVP), Dave Chapin (Vail Town Council) CSE Joint Meeting: 2015 Event Performance YTD Davis reviewed YTD event performance statistics, explaining financial return is strong midway through the year. McDonald spoke about the RRC surveys, implementation and methodology. The CSE committed to funding the surveys again for 2016 for all events receiving more than a $10,000 funding allocation. Navas explained that we are also receiving data from the smaller event promoters, but the quantity and quality of their recap data is not as systemically generated as the RRC surveys. Andrews stated that with RRC surveys the CSE has consistent data and analytics across all surveyed events. Davis mentioned the CSE would like to see the budget increase in the Educational and Enrichment category. This category shows a different type of ROI, including long term results, brand building and quality of attendee. Kundolf provided further background on the Educational and Enrichment category and criteria. Newbury asked about GoPro recap and ADR and how room expense is pricing the athletes out of staying in Vail. She also asked about the camping option for 2016 and how that will be addressed. Davis said that there needs to be a viable option to address the prohibitive costs for athletes. Also mentioned was opportunity for event expansion into Lionshead and other locations. Andrews had suggested that the event producer could take a portion of the CSE funding and subsidize athlete rooms. It was recommended by the group to alert the lodging community to create special pricing for the athletes and other event groups. Mullen stated that maybe it would make sense to facilitate conversations between producers and lodging partners. Navas said producers are referred to the VVP group sales manager. Andrews defined NPS and explained this only the second year using the NPS data and there is opportunity for growth. Kurz stated that overall the CSE is getting better each year. VEAC Meeting — August 11, 2015 Page 1 of 3 8/18/2015 Draft 2016 RFP: Navas reviewed information about the Educational and Enrichment criteria. This category (previously Tier IV) did not fit the other existing criteria completely (Recreation, Cultural & Community) for measuring event applications. Davis stated the CSE is casting a wider net by recruiting new events for the 2016 RFP process. Andrews stated that in previous years the "Tier IV events requests for Town Council funding were forwarded to the CSE to review from the Finance Dept., , This year the now revised "Educational and Enrichment" Events requests will use the same RFP, however the event producer will self-select the appropriate category and then the CSE reviews their proposal. Education and Theater Facility Creation Andrews and the CSE drew up a memo to the Town Council regarding the potential for a facility. The town council asked the CSE what is missing in terms of events and how that gap could be filled with a facility. In what way could this facility be able to support Educational and Enrichment events? The CSE memo explained who the benefactors could be and which organizations would use it. Kundolf gave an example of the Vail Global Energy Forum held in Beaver Creek because Vail did not have a fitting location. There are opportunities to utilize other facilities in Vail that could be re -purposed and provide venues for some of the events to grow. Andrews stated that perhaps it did not have to be a completely public investment. Kurz stated that there needs to be a new model to get this project completed, along with a concept for the presentation, branding and how it will be marketed. Kurz said it needs to be presented as a package. The presentation/project should show how there is a real need for the venue. Nolan gave some examples of other locations and buildings and how they are not used for their original intention. Wadey stated that there should be a task force or working group to explore the opportunity more. Davis stated that there needs to be a long term vision and build a bridge between now and then with existing facilities. This type of facility may not be a direct revenue driver immediately for the town. Davis stated that this could be a chance to attract not only guests but future Vail residents. Andrews stated that the one area that the CSE thinks could be enhanced is the Education and Enrichment event category. Wadey and Andrews focused on who will use it, for example Vail Jazz Foundation, Bravo! Vail and Vail International Dance Festival could all use an indoor theatre. There are other types of events, "Think Tank", Tedx and other intellectual - category events. Litt said that an event like the Jazz Festival would benefit from a venue like this. Nolan stated that the CSE has had good impact on the revenue of the town and other locations/towns are keeping an eye on what Vail is doing. Zemler thinks it could be a mistake to create a task force. He stated there are other opportunities in the town with venues with 200-300 seats. His suggestion is to build momentum and figure out the "sweet spot" for number of seats and multi -functional use. Zemler suggested giving the council two options, zeroing in on immediate opportunities and providing a long term plan. Davis asked if the CSE should make recommendations on facility location. Chapin and Zemler said yes. Chapin said a specific recommendation would be great and for the CSE to think outside the box. VEAC Meeting - August 11, 2015 Page 2 of 3 8/18/2015 Zemler suggested generating an analysis of all the venues in the Valley and presenting to council. For example: what does Vail have today which works and where is that gap? Davis asked if the VEAC had any additional comments on the memo, and the CSE would route the memo to them. Zemler stated if there is a request to fund research for a facility that needs to be included in McDonald's budget. Chapin stated he would mention this at the next town council meeting - the groups are all working together to identify a plan and strategy. Financial Report Upon receipt of all sales tax returns, June collections are estimated to be up 5.4% compared to budget and up 6.7% from the prior year. RETT collections through July 27, total $3,398,409 down 1 % from this time last year. Construction Use Tax is up 32% at $1.1 million year to date. With all funds collected year to date the town is up 2.4% at $36.8 million. Town Manager Report None Citizen Input None Other Business Chapin encouraged the VEAC and CSE to talk to business owners to get feedback about events in town. Halloran suggested requesting a report from Laurie Asmussen for the Donovan Pavilion to identify open dates and need times. There was general consensus from the group that Vail has been having an exceptionally good summer from a business perspective. Next Meeting Tuesday, September 8, 8:00 a.m., Antlers Lodge or Vail Golf Course Clubhouse - TBD VEAC Meeting — August 11, 2015 Page 3 of 3 8/18/2015 TOWN OF VAIL' 75 South Frontage Road West Finance Department Vail, Colorado 81657 970.479.2100 vailgov.com 970.479.2248 fax Vail Business Review June 2015 August 12, 2015 The June Vail Business Review breaks down the four percent sales tax collected for June and year to date through June. Overall June sales tax increased 7.0% with Retail increasing 6.0%, Lodging increased 8.6%, Food and Beverage increased 8.8% and Utilities/Other (which is mainly utilities but also includes taxable services and rentals) increased 1.0%. Excluding the Out of Town category, sales tax for the month of June was up 7.4%. The ski season resulted in a 5.3% increase overall with Retail increasing 5.1 %, Lodging increased 7.9%, Food and Beverage increased 4.6% and Utilities/Other decreased 4.3%. Excluding the Out of Town category, year to date sales tax is up 6.4%. Electronic filing and payment of Vail sales tax is now an option. Please visit www.vailgov.com/epay Town of Vail sales tax forms, the Vail Business Review and the sales tax worksheet are available on the internet at www.vailgov.com. You can subscribe to have the Vail Business Review and the sales tax worksheet e-mailed to you automatically from www.vailgov.com. Please remember when reading the Vail Business Review that it is produced from sales tax collections, as opposed to actual gross sales. If you have any questions or comments please feel free to call me at (970) 479-2125 or Kathleen Halloran at (970) 479-2116. Sincerely, L Sally Lorton Sales Tax Administrator 8/18/2015 June TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter June 2015 Sales Tax 8/12/2015 1:09:33 PM emGovPower Page 1 of 2 8/18/2015 June 2014 Collections June 2015 Collections June % Change VAIL VILLAGE Retail 133,943 136,844 2.17% Lodging 136,441 157,271 15.27% F & B 218,031 253,388 16.22% Other 2,654 2,814 6.04% Total 491,069 550,318 12.07% LIONSHEAD Retail 36,684 42,892 16.92% Lodging 92,575 96,427 4.16% F & B 69,331 63,646 -8.20% Other 4,152 4,325 4.17% Total 202,742 207,290 2.24% CASCADE VILLAGE/EAST VAIL/SANDSTONE/WEST VAIL Retail 122,887 128,945 4.93% Lodging 59,035 59,289 0.43% F & B 61,050 62,638 2.60% Other 6,696 5,110 -23.68% Total 249,667 255,982 2.53% OUT OF TOWN Retail 87,058 94,577 8.64% Lodging 4,948 5,336 7.83% F & B 2,660 2,344 -11.90% Utilities & Other 115,521 118,088 2.22% Total 210,187 220,345 4.83% 8/12/2015 1:09:33 PM emGovPower Page 1 of 2 8/18/2015 June TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter June 2015 Sales Tax TOTAL Total 1,153,665 1,233,935 6.96% RETAIL SUMMARY June June June RETAIL -FOOD 2014 2015 % RETAIL -LIQUOR Collections Collections Change Retail 380,572 403,259 5.96% Lodging And Property Mgmt 292,998 318,323 8.64% Food and Beverage 351,072 382,015 8.81 % Other 129,022 130,338 1.02% Total 1,153,665 1,233,935 6.96% RETAIL SUMMARY 8/12/2015 1:09:33 PM emGovPower Page 2 of 2 8/18/2015 June 2014 Collections June 2015 Collections June % Change RETAIL -FOOD 97,087 100,657 3.68% RETAIL -LIQUOR 30,820 34,150 10.81 % RETAIL -APPAREL 65,647 75,085 14.38% RETAIL -SPORT 60,825 52,467 -13.74% RETAIL -JEWELRY 16,709 14,394 -13.85% RETAIL -GIFT 4,423 3,422 -22.63% RETAIL -GALLERY 2,903 2,942 1.32% RETAIL -OTHER 102,124 120,112 17.61 % RETAIL -HOME OCCUPATION 35 29 -15.88% Total 380,572 403,259 5.96% 8/12/2015 1:09:33 PM emGovPower Page 2 of 2 8/18/2015 June YTD TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter June YTD 2015 Sales Tax 8/12/2015 1:13:14 PM emGovPower Page 1 of 2 8/18/2015 June YTD 2014 Collections June YTD 2015 Collections June YTD % Change VAIL VILLAGE Retail 1,918,075 2,088,933 8.91 % Lodging 2,527,938 2,767,478 9.48% F & B 2,192,064 2,358,308 7.58% Other 60,589 72,996 20.48% Total 6,698,666 7,287,714 8.79% LIONSHEAD Retail 820,425 851,224 3.75% Lodging 1,712,424 1,837,320 7.29% F & B 616,906 598,467 -2.99% Other 30,924 31,278 1.14% Total 3,180,679 3,318,288 4.33% CASCADE VILLAGE/EAST VAIL/SANDSTONE/WEST VAIL Retail 985,991 1,000,618 1.48% Lodging 849,888 886,089 4.26% F & B 392,771 391,154 -0.41 % Other 33,970 32,502 -4.32% Total 2,262,619 2,310,363 2.11 % OUT OF TOWN Retail 509,573 506,911 -0.52% Lodging 153,760 168,592 9.65% F & B 7,524 9,233 22.72% Utilities & Other 980,152 920,991 -6.04% Total 1,651,009 1,605,726 -2.74% 8/12/2015 1:13:14 PM emGovPower Page 1 of 2 8/18/2015 June YTD TOWN OF VAIL BUSINESS REVIEW TOWN OF VAIL Sales Tax Newsletter June YTD 2015 Sales Tax TOTAL Total 13,792,973 14,522,091 5.29% RETAIL SUMMARY June YTD June YTD June YTD 2014 2015 % Collections Collections Change Retail 4,234,065 4,447,685 5.05% Lodging And Property Mgmt 5,244,010 5,659,478 7.92% Food and Beverage 3,209,264 3,357,161 4.61 % Other 1,105,635 1,057,767 -4.33% Total 13,792,973 14,522,091 5.29% RETAIL SUMMARY 8/12/2015 1:13:14 PM emGovPower Page 2 of 2 8/18/2015 June YTD June YTD June YTD 2014 2015 % Collections Collections Change RETAIL -FOOD 719,622 747,431 3.86% RETAIL -LIQUOR 277,463 304,636 9.79% RETAIL -APPAREL 661,217 772,454 16.82% RETAIL -SPORT 1,729,651 1,737,034 0.43% RETAIL -JEWELRY 107,975 113,064 4.71 % RETAIL -GIFT 28,662 25,884 -9.69% RETAIL -GALLERY 29,107 31,044 6.65% RETAIL -OTHER 680,099 715,865 5.26% RETAIL -HOME OCCUPATION 269 273 1.58% Total 4,234,065 4,447,685 5.05% 8/12/2015 1:13:14 PM emGovPower Page 2 of 2 8/18/2015 TOWN OF Memorandum To: Vail Town Council From: Commission on Special Events Date: 18 August, 2015 Subject: Creation of a year-round multi -use educational and theater facility. Background: The Commission on Special Events (CSE) has been requested by Town of Vail Council to report on the need for creation of year-round, multi -use educational and theater facilities. Per the request of Town Council, the CSE has identified a gap in availability of quality indoor facilities for use by educational and enrichment programs in Vail. As these types of programs have been identified as a core driver in the future growth of Town of Vail events and their associated economic gains, it is appropriate that Council explore options for creating a location (or set of locations) that could facilitate the growth of this segment of programming. A year-round, flexible, high-tech campus of educational and enrichment facilities could be available for a variety of uses, such as: Lectures, Seminars and "Think Tank" Events Participatory Learning and Certificate Programs World -Class Auditorium for Music, Theater and Dance Fine Arts Center for Displays, Art Gallery, and Exhibitions. Gathering Space for Catered Private and Public Events And some probable stakeholders in the facilities are: Government — Local, Regional, National and International Vail Centre, Vail Symposium Colorado Mountain College Eagle County Public Schools Vail Valley Medical Center Theater —Vail Valley Theater Dance — Vail International Dance Festival Music — Bravo!, Vail Jazz Vail Valley Foundation, Vail Valley Partnership Private Music, Dance & Theater Promoters 8/18/2015 CSE Memo: Facilities for EE Events Page 1 of 2 8/18/2015 CSE therefore recommends that Council commit significant funding and effort to the exploration of a permanent campus of flexible facilities that could be constructed on Town property. This facility (or facilities) would include a world-class theater, technologically capable lecture and meeting spaces, a gallery or exhibit hall, and a public/private gathering space supported by back -of -house areas for food service/concessions and loading/staging. The ideal location would be within the core along the In -Town shuttle line. Therefore, the best location as recommended by CSE would be the east bench of the Lionshead Parking Structure (RV Lot). This project could be done in conjunction with a refurbishment of Dobson Arena to maximize air space, while also turning the ice sheet into a convertible use space that would provide an indoor event and concert venue for up to 3500 people in addition to the uses above. While CSE recommends that Council consider appropriating funds to initiate an inquiry process researching the development of a dedicated year-round, multi -use facility to accommodate these many partners and their varied uses, we recognize the limitations of space and funding as a potential barrier to the creation of a new facility in the near future. Staff would come back to Council for additional funding once a potential concept and location is discovered. Therefore, in the short term, CSE also recommends that Council explore the possibility of enhancing existing facilities (Donovan Pavilion, Grandview) and/or procuring other existing facilities (Cascade, Tree Tops) that could be converted to be more flexible for these types of events as a first step in what could be a multi-year phased project. Action Requested of Council: CSE recommends that Council Members and/or staff immediately commit an appropriate level of funds to explore the costs of procurement and alteration of existing facilities not currently owned by Town of Vail, and/or enhancing existing TOV facilities. CSE also requests that Council commit to implementation of a process to more clearly define how to move forward, and to allocate an appropriate amount of capital funds and resources to identify and pursue pathways to the permanent achievement of these economic goals over a specified timeline. 8/18/2015 CSE Memo: Facilities for EE Events Page 2 of 2 8/18/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: August 18, 2015 ITEM/TOPIC: Matters from the Mayor, Council and Committee Reports 8/18/2015 TOWN OF VAIN VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: August 18, 2015 ITEM/TOPIC: Executive Session: 1) C.R.S. §24-6-402(4)(b) - to receive legal advice on specific legal questions Regarding: Update on all pending litigation PRESENTER(S): Matt Mire, Town Attorney 8/18/2015 TOWN aF VA�L VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: August 18, 2015 ITEM/TOPIC: Adjournment (6:00 p.m.) NOTE: UPCOMING MEETING TOPICS AND ESTIMATED TIMEFRAMES BELOW (ALL ARE APPROXIMATE DATES AND TIMES AND SUBJECT TO CHANGE) -------------------- THE NEXT REGULAR VAIL TOWN COUNCIL MEETING WORK SESSION WILL BEGIN AT APPROXIMATELY 12:30 P.M. (or TBD), TUESDAY, SEPTEMBER 1, 2015 IN THE VAIL TOWN COUNCIL CHAMBERS. Ongoing agenda items DRB/PEC updates WS - 15 min.; Information Updates Attachments: WS - 15 min.; Executive Session items: 30 min.; Consent Agenda: 5 min.; Town Manager Report: 5 min. Future agenda items: Award Clubhouse Contract - 9/1 VLMD Meeting: review 2016 operating plan - 9/1 2016 Budget (All Funds) Review (First Draft) - 9/1 Election Update - 9/1 Capital Programs and Projects 2015 Update - 9/1 Vail Municipal Site Redevelopment - 9/15 Insurance Services Update (VFD) - Oct Ordinance adopting new Building Codes - 10/6 Whistler Delegation Visit - 10/14 2016 VLMD and TOV Budget Resolution - 10/20 VLMD and CSE Board appointments - Dec Joint Meeting with VEAC (DestiMetrics Mountain Travel Update) - 12/15 2016 CSE Funding Allocation Recommendation - 12/15 Proposed future agenda items EGE Air Alliance Update - TBD Joint meeting with VLHA - TBD CIRSA Charter Review - TBD Cleanup Title 12, zoning amendments- TBD TIF Update- TBD Chamonix Project Update - TBD Gore Creek Water Quality Plan Update - TBD Vail Trails Update - TBD Environmental Strategic Plan Update - TBD Eagle County School District Meeting w/ Board - TBD Ford Park Leases - TBD Peer City Visit to Aspen - TBD Meadow Mountain Discussion - TBD Open Lands Strategic Plan - TBD Pedestrian Crossings at Roundabouts & Bus Shelters Discussion - TBD VRD Agreement for Skate Park - TBD Alternative Fuels Update - TBD 8/18/2015