HomeMy WebLinkAbout2020-03-17 Agenda and Supporting Documentation Town Council Evening Meeting Agenda
VAIL TO W N C O U N C IL R E G U L AR ME E TIN G
Evening Agenda
Town Council C hambers
6:00 P M, March 17, 2020
Notes:
Times of items are approximate, subject to c hange, and cannot be relied upon to determine what time C ounc il will
consider an item.
Public comment will be taken on each agenda item.
Citizen participation offers an opportunity for citizens to express opinions or ask questions regarding town
services, policies or other matters of community conc ern, and any items that are not on the agenda. Please
attempt to keep c omments to three minutes; time limits established are to provide efficienc y in the c onduct of the
meeting and to allow equal opportunity for everyone wishing to speak.
1.Town of Vail Council Meeting to be Held Virtually this Week Stream the
Meeting Live via https://www.highfivemedia.org/live-five.
2.Citizen Participation (10 min.)
3.Any action as a result of executive session
4.Consent Agenda (5 min.)
4.1.Resolution No. 11, Series of 2020, A Resolution Approving the Purchase of
Unit 6, Chamonix Vail Community; 2373 A Lower Traverse Way, Vail C O
81658
Background: The Town wishes to purchase the Property from seller for the
Maximum Resale Price (approximately $513,970), plus reimbursable capital
improvements, as set forth in the relevant Deed Restriction and Housing
Guidelines encumbering the Property.
Staff Recommendation: Approve the purchase of the Property for the
Maximum Resale Price, plus reimbursable capital improvements, subject to
the terms of the Chamonix Vail Deed Restriction and Housing Guidelines,
as determined by the Town.
4.2.W est Vail Master Plan Contract
Background: The Vail Town Council Action Plan 2018-20 identifies the
creation and adoption of the West Vail Master Plan as a Town Council
priority in the Community Element of the Council’s Action Plan.Staff issued
a Request for Proposals in February 2020 for professional services for the
W est Vail Master Plan. Staff received three proposals for the completion of
this work. The project kick-off is scheduled for March 30, 2020.
Staff Recommendation: Authorize the Town Manager to enter into an
agreement with S NO-Engineering I nc., a New Hampshire Corporation,
d/b/a S E Group, to lead and complete the master planning process for the
W est Vail Master Plan project not to exceed $320,000.00
4.3.Vail Village Parking Structure Electric Bus Chargers Contract Award
March 17, 2020 - Page 1 of 68
Background: I n the fall of 2019, the Town of Vail ordered four battery
electric buses. I n anticipation of the arrival of these buses beginning mid-
summer, the town will need to provide the charging system to operate the
buses. There are two components of the town’s charging methodology,
charging capabilities at the Village Transportation Center and charging
capabilities at the Town bus barn facility. This is the purchase of the
chargers for the transportation center.
Staff Recommendation: Authorize the Town Manager to enter into an
agreement, in a form approved by the Town Attorney, with Gillig to purchase
four electric charges and associated equipment for the Vail Village
Transportation Center transit deck. in the amount not to exceed $248,164.
4.4.Vail Village Parking Structure Structural Repair Contract Award
Background: I n the fall of 2019, significant structural issues were
discovered in the Village Parking Structure. A structural engineer was
engaged to design corrective work for these issues. After the most
immediate repairs were made, the engineer completed an audit of the entire
structure and provided the town a final report in December of 2020.
Staff Recommendation: Authorize the Town Manager to enter into an
agreement, in a form approved by the TownAttorney, with Restructurion
Corporation to complete the Vail Village Parking StructureStructural Repair
in the amount not to exceed $243,486.00.
5.Appointments for Boards and Commissions
5.1.Planning and Environmental Commission (P E C) Appointments
Presenter(s): Dave Chapin, Mayor
Action Requested of Council: Motion to appoint four members to the
Planning and Environmental Commission (P E C) for a two year term ending
March 31, 2021.
5.2.Design and Review Board (D RB) Appointment 5 min.
Presenter(s): Dave Chapin, Mayor
Action Requested of Council: Motion to appoint 3 members to serve on
D RB for a two-year term ending March 31, 2022.
6.Presentations / Discussion
6.1.Vail Local Housing Authority Out of Town Housing Policy Presentation 30 min.
Presenter(s): George Ruther, Housing Director
Action Requested of Council: Does the Vail Town Council support the
recommendation of the Vail Local Housing Authority to further explore
options for expanding the methods of mitigation for inclusionary zoning and
commercial linkage to include out of town mitigation? I f yes, what, if any,
specific policy direction does the Vail Town Council have for the town staff
and the Planning and Environmental Commission as they develop policy
implementation options and land use regulation amendments for further
consideration and adoption?
Background: The purpose of this agenda item is to forward the
recommendation of the Vail Local Housing Authority on possible
amendments to the Town’s adopted out of town housing mitigation policy.
This request is in specific reference to a policy amendment proposed which
would allow developers to propose to meet inclusionary zoning and
commercial linkage obligations out of the town for consideration. Vail Health
March 17, 2020 - Page 2 of 68
has submitted a request to amend the Town's policy limiting mitigation
methods for inclusionary zoning and commercial linkage to only in the Town
of Vail. The applicant believes circumstances have changed since the
adoption of the policy which warrant further consideration.
Staff Recommendation: The Town of Vail Housing Department recommends
the Vail Town Council instructs the town staff to explore policy
implementation options for further consideration.
6.2.2019 Year-End I nvestment Report 10 min.
Presenter(s): Kathleen Halloran, Finance Director
Action Requested of Council: I nformational only
Background: Section 2-2-8 of the Town Code requires an annual
presentation of the town's investment report, which is also provided as a
written report each quarter. This agenda item is a presentation of the town's
investment report as of December 31, 2019.
7.Town Manager Report (10 min.)
8.Action Items
8.1.Ordinance No. 1, Series 2020, First Reading, An Ordinance Making
Adjustments to the Town of Vail General Fund, Capital Projects Fund,
Housing Fund, Real Estate Transfer Tax Fund, Marketing Fund, Dispatch
Services Fund, Heavy Equipment Fund, Health I nsurance Fund, and
Timber Ridge Fund
30 min.
Presenter(s): Carlie Smith, Financial Service Manager
Action Requested of Council: Approve or approve with amendments
Ordinance No. 1, Series 2020
Background: Please see attached memo.
Staff Recommendation: Approve or approve with amendments Ordinance
No. 1, Series 2020
8.2.Resolution No. 12, Series of 2020, A Resolution of the Vail Town Council
Declaring a Local Disaster Emergency
15 min.
Presenter(s): Scott Robson, Town Manager
Action Requested of Council: Formal Action to approve Declaration of
Emergency.
Background: An update about the Town's response to Eagle County's
Standing Public Health Order Related to Events and Town of Vail
operational changes in an effort to mitigate spread of C OV I D 19. Review
executed Order Declaring a Local Disaster Emergency in and for the Town
of Vail, Colorado and consideration of adopting Resolution that addresses
extending the local disaster emergency time-frame.
9.Adjournment
9.1.Adjournment 7:55 pm (estimate)
Meeting agendas and materials can be acc es s ed prior to meeting day on the Town of Vail webs ite
www.vailgov.com. All town c ouncil meetings will be streamed live by High F ive Ac cess Media and available
for public viewing as the meeting is happening. T he meeting videos are als o posted to High F ive Ac cess Media
March 17, 2020 - Page 3 of 68
website the week following meeting day, www.highfivemedia.org.
P leas e c all 970-479-2136 for additional information. S ign language interpretation is available upon reques t with
48 hour notification dial 711.
March 17, 2020 - Page 4 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: Resolution No. 11, Series of 2020, A Resolution A pproving the Purchase of Unit
6, Chamonix Vail Community; 2373 A L ower Traverse Way, Vail C O 81658
B AC K G RO UND: The Town wishes to purchase the Property from seller for the Maximum
Resale P rice (approximately $513,970), plus reimbursable capital improvements, as set forth in
the relevant Deed Restriction and Housing Guidelines encumbering the P roperty.
S TAF F RE C O M M E ND AT IO N: A pprove the purchase of the Property for the Maximum Resale
P rice, plus reimbursable capital improvements, subject to the terms of the Chamonix Vail Deed
Restriction and Housing Guidelines, as determined by the Town.
AT TAC H ME N TS:
Description
Resolution No. 11, Series of 2020
March 17, 2020 - Page 5 of 68
RESOLUTION NO. 11
Series of 2020
A RESOLUTION APPROVING THE PURCHASE OF UNIT 6, CHAMONIX VAIL
COMMUNITY; 2373 A LOWER TRAVERSE WAY, VAIL, CO 81658
WHEREAS, seller is the owner of property in the Town of Vail described as Unit 6,
Chamonix Vail Community; with an address of 2373 A Lower Traverse Way, Vail CO 81658
(the “Property”); and
WHEREAS, the Town Council wishes to purchase the Property from seller for the
Maximum Resale Price (approximately $513,970), plus reimbursable capital improvements, as
set forth in the relevant Deed Restriction and Housing Guidelines encumbering the Property.
NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN
OF VAIL, COLORADO THAT:
Section 1. The Town Council hereby approves the purchase of the Property for the
Maximum Resale Price, plus reimbursable capital improvements, subject to the terms of the
Chamonix Vail Deed Restriction and Housing Guidelines, as determined by the Town. The
Town Council further authorizes the Town Manager to enter into any agreement and to pay any
transactional costs necessary to effectuate the purchase authorized herein.
Section 2. This Resolution shall take effect immediately upon its passage.
INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of
the Town of Vail held this 17th day of March 2020.
_________________________
Dave Chapin,
Town Mayor
ATTEST:
_____________________________
Tammy Nagel,
Town Clerk
March 17, 2020 - Page 6 of 68
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I T E M /T O P I C: West Vail Master Plan Contract
B AC K G RO UND: The Vail Town Council A ction Plan 2018-20 identifies the creation and
adoption of the West Vail Master Plan as a Town Council priority in the Community Element of the
Council’s A ction Plan.S taff issued a Request for P roposals in F ebruary 2020 for professional
services for the West Vail Master Plan. Staff received three proposals for the completion of this
work. T he project kick-off is scheduled for March 30, 2020.
S TAF F RE C O M M E ND AT IO N: A uthorize the Town Manager to enter into an agreement with
S NO-E ngineering I nc., a New Hampshire Corporation, d/b/a S E Group, to lead and complete the
master planning process for the West Vail Master Plan project not to exceed $320,000.00
AT TAC H ME N TS:
Description
Staff Memorandum
March 17, 2020 - Page 7 of 68
To: Town Council
From: Community Development Department
Date: March 17, 2020
Subject: West Vail Master Plan Contract Award for Professional Services
I. ITEM/TOPIC
Award of a contract for professional services to complete the West Vail Master Plan.
II. ACTION REQUESTED OF COUNCIL
Authorize the Town Manager to enter into an agreement with SNO-Engineering Inc., a New
Hampshire Corporation, d/b/a SE Group, to lead and complete the master planning process
for the West Vail Master Plan project.
III. BACKGROUND
The Vail Town Council Action Plan 2018-20 identifies the creation and adoption of the
West Vail Master Plan as a Town Council priority in the Community Element of the
Council’s Action Plan. The identified goals of this master plan project are to: thoroughly
engage the community to understand their ideas, goals and opinions for West Vail;
establish a framework for implementation of environmentally sustainable best practices
for future development; identify opportunities to better utilize land in West Vail including
options for future housing sites; and, foster economic development and create a more
vibrant, aesthetically enhanced residential and commercial area to meet community
expectations. Staff issued a Request for Proposals in February 2020 for professional
services for the West Vail Master Plan. Staff received three proposals for the completion
of this work. The project kick-off is scheduled for March 30, 2020.
IV. STAFF RECOMMENDATION
Authorize the Town Manager to enter into an agreement, in a form approved by the Town
Attorney, with SE Group, to complete the West Vail Master Plan project in an amount not
to exceed $320,000.00.
March 17, 2020 - Page 8 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: Vail Village P arking Structure Electric B us Chargers Contract Award
B AC K G RO UND: I n the fall of 2019, the Town of Vail ordered four battery electric buses. I n
anticipation of the arrival of these buses beginning mid-summer, the town will need to provide the
charging system to operate the buses. T here are two components of the town’s charging
methodology, charging capabilities at the Village Transportation Center and charging capabilities at
the Town bus barn facility. This is the purchase of the chargers for the transportation center.
S TAF F RE C O M M E ND AT IO N: A uthorize the Town Manager to enter into an agreement, in a
form approved by the Town A ttorney, with Gillig to purchase four electric charges and associated
equipment for the Vail Village Transportation Center transit deck. in the amount not to exceed
$248,164.
AT TAC H ME N TS:
Description
Electric Bus Charger Memo
March 17, 2020 - Page 9 of 68
To: Town Council
From: Public Works Department
Date: 03/17/2020
Subject: Vail Village Parking Structure Electric Bus Chargers
I. ITEM/TOPIC
Vail Village Parking Structure Electric Bus Chargers Contract Award
II. BACKGROUND
In the fall of 2019, the Town of Vail ordered 4 battery electric buses. In anticipation of the
arrival of these buses beginning mid-summer, the town will need to provide the charging
system to operate the buses. There are two components of the town’s charging
methodology, charging capabilities at the Village Transportation Center and charging
capabilities at the Town bus barn facility. This is the purchase of the chargers for the
transportation center. There is a of 8 to 12 week lead time for delivery of the chargers.
The price of the chargers is part of the State of Virginia procurement process which the
Town of Vail used on the pricing of the buses as well. The town will contract through with
Gillig the manufacture of our battery electric buses for the chargers.
This purchase will not be reimbursed by the grant the town received for the conversion of
the town shop to electric charging but will come out of the Capital Bus Replacement
budget as the purchase of chargers was included in that budget. The project will
commence later this year in anticipation of the first battery electric bus arriving this
summer.
III. ACTION REQUESTED OF COUNCIL
Authorize the Town Manager to enter into an agreement with Gillig to purchase four
electric charges and associated equipment for the Vail Village Transportation Center
transit deck.
IV. STAFF RECOMMENDATION
Authorize the Town Manager to enter into an agreement, in a form approved by the Town
Attorney, with Gillig to purchase four electric charges and associated equipment for the
Vail Village Transportation Center transit deck. in the amount not to exceed $248,164.
March 17, 2020 - Page 10 of 68
Town of Vail Page 2
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I T E M /T O P I C: Vail Village P arking Structure Structural Repair Contract Award
AC T IO N RE Q UE S T E D O F C O UNC I L:
B AC K G RO UND: I n the fall of 2019, significant structural issues were discovered in the Village
P arking Structure. A structural engineer was engaged to design corrective work for these issues.
A fter the most immediate repairs were made, the engineer completed an audit of the entire
structure and provided the town a final report in December of 2020.
S TAF F RE C O M M E ND AT IO N: A uthorize the Town Manager to enter into an agreement, in a
form approved by the TownA ttorney, with Restructurion Corporation to complete the Vail Village
P arking StructureS tructural Repair in the amount not to exceed $243,486.00.
AT TAC H ME N TS:
Description
Structure Repair Memo
March 17, 2020 - Page 12 of 68
To: Town Council
From: Public Works Department
Date: 03/17/2020
Subject: Vail Village Parking Structure Structural Repair
I. ITEM/TOPIC
Vail Village Parking Structure Structural Repair Contract Award
II. BACKGROUND
In the fall of 2019, significant structural issues were discovered in the Village Parking
Structure. A structural engineer was engaged to design corrective work for these issues.
After the most immediate repairs were made, the engineer completed an audit of the
entire structure and provided the town a final report in December of 2020.
The proposed 2020 repairs are highly technical and dangerous. As such there are only
two companies in Colorado that preform this type of work and one of them has declined
to bid the project. The remaining firm is Restruction Corporation which is the firm that the
structural engineer prefers and who has very successfully completed repairs of the type
for the Town of Vail in the past.
The project was anticipated and budgeted in the exiting Parking Structure Capitol budget.
The work will commence at the end of the ski season.
III. ACTION REQUESTED OF COUNCIL
Authorize the Town Manager to enter into an agreement with Restruction Corporation to
complete the Vail Village Parking Structure Structural Repairs.
IV. STAFF RECOMMENDATION
Authorize the Town Manager to enter into an agreement, in a form approved by the Town
Attorney, with Restructurion Corporation to complete the Vail Village Parking Structure
Structural Repair in the amount not to exceed $243,486.00.
March 17, 2020 - Page 13 of 68
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I T E M /T O P I C: Planning and Environmental Commission (P E C) Appointments
P RE S E NT E R(S ): Dave Chapin, Mayor
AC T IO N RE Q UE S T E D O F C O UNC I L: Motion to appoint four members to the Planning and
E nvironmental Commission (P E C) for a two year term ending March 31, 2021.
March 17, 2020 - Page 14 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: Design and Review Board (D R B ) A ppointment
P RE S E NT E R(S ): Dave Chapin, Mayor
AC T IO N RE Q UE S T E D O F C O UNC I L: Motion to appoint 3 members to serve on D R B for a
two-year term ending March 31, 2022.
March 17, 2020 - Page 15 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: Vail L ocal Housing A uthority Out of Town Housing P olicy Presentation
P RE S E NT E R(S ): George Ruther, Housing Director
AC T IO N RE Q UE S T E D O F C O UNC I L: Does the Vail Town Council support the
recommendation of the Vail L ocal Housing Authority to further explore options for expanding the
methods of mitigation for inclusionary zoning and commercial linkage to include out of town
mitigation? I f yes, what, if any, specific policy direction does the Vail Town Council have for the
town staff and the Planning and Environmental Commission as they develop policy implementation
options and land use regulation amendments for further consideration and adoption?
B AC K G RO UND: The purpose of this agenda item is to forward the recommendation of the Vail
L ocal Housing A uthority on possible amendments to the Town’s adopted out of town housing
mitigation policy. This request is in specific reference to a policy amendment proposed which
would allow developers to propose to meet inclusionary zoning and commercial linkage obligations
out of the town for consideration. Vail Health has submitted a request to amend the Town's policy
limiting mitigation methods for inclusionary zoning and commercial linkage to only in the Town of
Vail. T he applicant believes circumstances have changed since the adoption of the policy which
warrant further consideration.
S TAF F RE C O M M E ND AT IO N: T he Town of Vail Housing Department recommends the Vail
Town Council instructs the town staff to explore policy implementation options for further
consideration.
AT TAC H ME N TS:
Description
Vail Local Housing Authority Out of Town Housing Policy Memorandum
March 17, 2020 - Page 16 of 68
To: Vail Town Council
From: Vail Local Housing Authority
Date: March 17, 2020
Subject: Recommendation for Out of Town Housing Mitigation Policy Amendment
1. SUMMARY
The purpose of this memorandum is to forward the recommendation of the Vail Local Housing
Authority on possible amendments to the Town’s adopted out of town housing mitigation policy.
This request is in specific reference to a policy amendment proposed which would allow
developers to propose to meet inclusionary zoning and commercial linkage obligations out of
the town for consideration.
On February 11, 2020, the Vail Local Housing Authority heard a request by representatives of
Vail Health proposing possible amendments to the Town adopted out of town housing mitigation
policy. The Vail Local Housing Authority voted unanimously 4-0 to forward a recommendation of
support for further consideration of the policy amendments.
2. BACKGROUND
The Vail Town Council adopted inclusionary zoning and commercial linkage as two primary
means of mitigating the increased need for workforce housing resulting from new residential and
commercial development in Vail. In doing so, three methods of mitigation were adopted and
include:
1) deed restricting dwellings units, both on-site and off-site
2) remitting a fee in lieu payment, and
3) conveyance of vacant property into a land bank.
More specifically, however, when providing deed-restricted dwelling units off-site, said units
“may be provided off site within the Town of Vail.” This adopted code provision prohibits an
applicant from proposing mitigation of their workforce housing obligation outside the Town of
Vail municipal boundaries.
The Vail Town Council is the policy making body of the Town of Vail. The applicant’s request to
expand the methods of mitigation to include out of town deed-restricted homes is a change in
policy. As such, proposed changes in policy should first be considered by the Vail Town
Council. If the Town Council determines a change in policy warrants further consideration,
policy making direction can be provided and the town staff will prepare options for policy
implementation to be presented to the Town’s Planning and Environmental Commission for
March 17, 2020 - Page 17 of 68
Town of Vail Page 2
evaluation. The Planning and Environmental Commission will then be charged with forwarding
a policy implementation recommendation to the Vail Town Council for consideration and
adoption.
3. RECOMMENDATIONS
The Vail Local Housing Authority, acting in an advisory role to the Vail Town Council, has
reviewed the applicant’s request to amend the out of town method of mitigation policy. As a
result, the Vail Local Housing Authority unanimously recommends that the Vail Town Council
directs the town staff to prepare policy implement options which expand methods of mitigation
for inclusionary zoning and commercial linkage to include out of town options.
In forwarding a recommendation of approval, the Vail Local Housing Authority recommends the
following factors be included in policy implementation options:
1) Discretion for allowing out of town mitigation shall remain with the decision-making
board, subject to demonstrated compliance with prescribed criteria for review,
2) Considerations should be included to address the unintended consequence of
increased need for transportation to get employees Vail,
3) Increased mitigation rates (1.5 or 2x) should be included for out of town mitigation,
and
4) Measures should be included to respond to non-compliance and enforcement issues
outside the Town’s jurisdiction.
5) Terms of the deed restriction should be amended to ensure the town’s desired
objectives are achieved.
4. NEXT STEPS
If instructed to do so, the town staff will collaborate with representatives from Vail Health and
similar stakeholders and potentially affected parties to develop policy implementation options
and land use regulation amendments. Said options and amendments will be presented to the
Planning and Environmental Commission and the Vail Local Housing Authority for feedback and
comment. In the end, the town staff will return to the Vail Town Council for final decision making
on this policy matter. It is estimated this process will require approximately 90 days to complete.
5. ACTION REQUESTED
Does the Vail Town Council support the recommendation of the Vail Local Housing
Authority to further explore options for expanding the methods of mitigation for
inclusionary zoning and commercial linkage to include out of town mitigation?
If yes, what, if any, specific policy direction does the Vail Town Council have for the town
staff and the Planning and Environmental Commission as they develop policy
implementation options and land use regulation amendments for further consideration
and adoption?
March 17, 2020 - Page 18 of 68
Opal Building ∙ 225 Main Street ∙ Suite G-002 ∙ Edwards, Colorado ∙ 81632
970-926-7575 ∙ 970-926-7576 fax ∙ www.braunassociates.com
February 5, 2020
Mr. George Ruther, Director
Town of Vail Housing Department
75 South Frontage Road
Vail, CO 81657
Vail Local Housing Authority
Town of Vail
75 South Frontage Road
Vail, CO 81657
RE: Town of Vail Housing Regulations
Good Day:
The purpose of this letter is to outline an upcoming conversation with the Housing Department
staff and the Vail Local Housing Authority regarding potential amendments to the Town’s
commercial linkage and inclusionary zoning regulations. This letter has been prepared on behalf
of Vail Health. Amendments to be discussed pertain specifically to the methods of mitigating
housing requirements. We look forward to initiating this conversation at the Authority’s meeting
on February 11th.
The Need for these Amendments
Over the past many years, the Town’s efforts to address our housing issues have been robust. By
the development of projects like Vail Commons, Buzzard Park and Chamonix, or by the Vail
InDeed program, or by the Inclusionary Zoning and Commercial Linkage housing regulations,
the Town’s efforts have dramatically increased the Vail’s inventory of attainable/workforce
housing. In addition to providing housing for our local workforce, these housing units have had
a very direct impact on the Town’s goal of increasing local population in Vail and in doing so
strengthen our sense of “community”.
Notwithstanding the success of these initiatives, land available for the development of new
housing in Vail is severely limited and ultimately there is a limit to the number of units that can
be realized by the Vail InDeed program. Currently Town regulations require housing mitigation
to be provided within the Town boundaries. The reality is that it is increasingly difficult, and is
expected to become more difficult, to provide housing mitigation within the Town of Vail.
The purpose of proposed amendments to the Town’s housing regulations is
to allow for housing mitigation to be provided outside of Town boundaries.
March 17, 2020 - Page 19 of 68
The idea of providing housing down valley is not a new concept. In the 1990’s Vail owned the
5th Filing of Berry Creek Subdivision in Edwards and prior to selling the land to Eagle County,
the Town actively considered the development of a workforce housing project on this land. This
past year the Town acquired deed restrictions on rental units in the 6 West Apartments in
Edwards. Resolution No. 30 of 2018 outlines the Town’s housing policies and includes Policy
#2 “we use public/private partnerships and actively pursue local and regional solutions to
increase the supply of deed-restricted homes”. Finally, the 2018 community survey found that
70% of respondents were very supportive or supportive of “allowing developers to meet their
deed-restricted housing requirements outside of town boundaries”. The idea of providing
housing mitigation outside of town boundaries is clearly supported these considerations.
The Proposal
The Town’s Inclusionary Zoning and Commercial Linkage ordinances generally stipulate that a
minimum of 50% of required housing mitigation be provided “on-site” with the balance being
provided either by payment of cash-in-lieu or by providing deed restrictions on off-site units
“within the town”. The idea behind this amendment proposal is to modify these regulations to
allow for required housing mitigation to be provided down-valley, or outside of Town
boundaries.
While in concept this is a simple change, there are many nuances that would need further
evaluation. Examples of these include considerations such as:
Location – Allowing for mitigation outside of Town boundaries will need to be defined. While
mitigation outside of town boundaries presumes down valley within Eagle County (and not
Summit County), further limitations on where mitigation may be appropriate. For example,
mitigation in Minturn, Avon or Edwards may be acceptable, while housing in Bond or McCoy
may not.
Transportation and Parking – A consequence of providing housing mitigation down valley could
be worsening traffic and parking conditions within Vail. In evaluating the suitability of down
valley locations, consideration should be given to a site’s proximity to regional transit and/or the
potential for employee shuttles to provide transport to and from Vail.
For Sale or Rental Units – Should down valley mitigation be allowed for both rental unit and for-
sale housing units?
Mitigation Ratio – Would providing housing mitigation down valley prompt a need to change or
increase mitigation rates?
Discretionary or By-Right – Parameters or standards specific to down valley mitigation will
certainly be necessary. Once such parameters or standards are established, a question to be
addressed is whether down valley mitigation requires review and approval by the Town or
whether down valley mitigation is permissible “by-right” subject to a proposal conforming with
such standards.
March 17, 2020 - Page 20 of 68
If it is decided to pursue the idea of allowing down valley mitigation, these and other
considerations would be evaluated during the process of drafting amendments to existing
regulations.
Benefits of Proposed Amendments
It is acknowledged that for many reasons housing mitigation provided within the Town is the
preferred option. That said, providing mitigation within the Town is fraught with challenges and
there are a number of benefits that would be realized by down valley housing:
• Proposed amendments are a direct response to the reality of Vail’s limited land resources
and the finite availability of homes for the Vail Indeed program.
• Allowing for down valley mitigation may result in the construction of new workforce
housing, increasing the inventory of restricted housing units is a positive outcome.
• The shortage of workforce housing is a problem for Vail, it is also a problem for all of
Eagle County. The creation of new housing stock, be it in Vail or outside of Vail, is a
benefit toward addressing what is a regional problem.
• Down valley housing units can provide housing for employees who work in Vail, and in
doing so help address the acute employee shortages that currently affect many Vail
employers.
• The amendments directly address elements of the Town’s 2018 Housing Policies and are
supported by the 2018 Town Survey.
• Down valley units provide an alternative for those who want to work in Vail but may not
want to live in Vail.
We look forward to our upcoming discussion on February 11th.
Regards
Thomas A. Braun
CC: Craig Cohn, Vail Health
March 17, 2020 - Page 21 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: 2019 Year-E nd I nvestment Report
P RE S E NT E R(S ): K athleen Halloran, F inance Director
AC T IO N RE Q UE S T E D O F C O UNC I L: I nformational only
B AC K G RO UND: S ection 2-2-8 of the Town Code requires an annual presentation of the town's
investment report, which is also provided as a written report each quarter. T his agenda item is a
presentation of the town's investment report as of December 31, 2019.
AT TAC H ME N TS:
Description
invest ppt
2019 investment
March 17, 2020 - Page 22 of 68
2019 INVESTMENT REPORTTown Council | March 17, 2020March 17, 2020 - Page 23 of 68
1. Safety 2. Liquidity 3. YieldTown Council | Finance | 3/17/2020POLICY OBJECTIVES | Investment PolicyMarch 17, 2020 - Page 24 of 68
Town Council | Finance | 3/17/20202019 INVESTMENT RESULTS | YieldYear-end Treasury yields exceeded prior year ratesThe Federal Reserve reduced interest rates three times during 2019, reversing nearly all the increases in 2018. 3 Mos. 6 Mos. 1 Yr. 2 Yr. 5 Yr.Dec 20191. 55% 1.60% 1.59% 1.58% 1.69%Dec 20182.45% 2.56% 2.63% 2.48% 2.51%0.00%0.50%1.00%1.50%2.00%2.50%3.00%3 mo 6 mo 1 yr 2 yr 5 yrTREASURY YIELDSMarch 17, 2020 - Page 25 of 68
Town Council | Finance | 3/17/20202019 INVESTMENT RESULTS | Comparison to Treasury1 year Treasury dropped by 0.8 percent year over yearTown’s average yield stayed relatively flat the first three quarters, then dropped in the last quarterBy the end of the first quarter, TOV yield dropped to the benchmark 1 year TreasuryQ1 Q2 Q3 Q41 Yr Treasury 2.40% 1.92% 1.75% 1.59%Town of Vail 1.80% 1.90% 1.80% 1.60%0.00%0.50%1.00%1.50%2.00%2.50%3.00%Q1 Q2 Q3 Q4YIELD COMPARISONMarch 17, 2020 - Page 26 of 68
Town of Vail | Finance | 3/17/20202019 INVESTMENT RESULTS | Investment MixColorado Pool, 48%CD's, 10%Gov't Securities, 28%Cash, 14%December 31, 2019Colorado Pool, 32%CD's, 18%Gov't Securities, 30%Cash, 20%December 31, 2018$ 88.0M$ 96.2MMarch 17, 2020 - Page 27 of 68
Town of Vail | Finance | 3/17/20202019 INVESTMENT RESULTS | Maturity< 1 year70%1‐2 years16%2‐5 years4%>5 years10%December 31, 2019< 1 year56%1‐2 years14%2‐5 years21%>5 years9%December 31, 2018March 17, 2020 - Page 28 of 68
Expect the interest rate environment to seereductions in 2020Stick to our investment policy objectives: safety, liquidity and yield Continue to manage investment mix Make strategic decisions for use of cash for capital projects as appropriateTown of Vail | Finance | 3/17/20202020 INVESTMENT STRATEGY March 17, 2020 - Page 29 of 68
TOWN OF VAIL MEMORANDUM
TO: Scott Robson
Kathleen Halloran
Council Members
FROM: Carlie Smith
DATE: 4th Qrtr 2019
RE: Investment Report
Enclosed is the investment report with balances as of Dec 30, 2019.
The estimated average yield for the pooled cash fund is 1.64%. As of 12/31/2019,
the Treasury yield curves for 3 months, 6 months, and 1 year are 1.55%, 1.60%,
and 1.59% respectively.
In this interest enviroment, the town has intentionally kept funds in shorter term holdings.
As longer term investments have matured, the town has reinvested in Colo Trust, where rates
peaked at 2.3% for the first half of the year, but are currently 1.6% due to the Fed's reductions in rates.
The town's yield has been dragged down by older CD and agency investments, which begin maturing
in the next two years. By the end of 2021, the town will have $15.8M in agency investments plus
another $6.4 of CDs maturing.
Our investment mix follows the policy objectives of safety, liquidity, and yield in that order.
There were no changes to investment products or banking institutions.
Please call me if you have any questions.
Gov't Securities
27.3 M , 28%
CD's 9.4 M ,
10%
Colorado
Investment Pool
46.0 M , 48%
Cash 13.5 M ,
14%
2019 4th Qtr Investment Mix
$96.2M
March 17, 2020 - Page 30 of 68
Town of Vail, Colorado
Investment Report
Summary of Accounts and Investments
As of 12/31/2019
2019
Balances Percentage
Cash of Total
Commercial Banks $13,051,942 13.57%
Money Market Funds $431,061 0.45%
Total Cash $13,483,003 14.02%
U.S. Government Securities
Government Agency Seurities -Piper Jaffray $15,751,811 16.38%
FNMA'S, GNMA'S, FHLMC'S & SBA'S - Dana $11,542,737 12.00%
Total Government Securities $27,294,548 28.38%
Certificates of Deposit $9,351,441 9.73%
Colorado Investment Pools $46,026,257 47.87%
Total Portfolio $96,155,249 100.0%
Maturing Within 12 Months 67,787,367 70.50%
Maturing Within 24 Months 15,476,165 16.09%
Maturing After 24 Months 12,891,717 13.41%
96,155,249 100.0%
March 17, 2020 - Page 31 of 68
Institution Average Balances
Type of Accounts Return 12/31/19
"CASH" ACCOUNTS
Commercial Bank Accounts:
First Bank of Vail - Operating Accounts 1.000% $13,051,942
Alpine Bank $0
Money Market Accounts:
Schwab Institutional Money Market Fund - Dana Investments
Interest and Balance 1.310% $420,774
Vail Super Now Public Funds Account - Piper Jaffray
Interest and Balance 1.280% $10,287
Total Money Market Funds $431,061
Total "Cash" Accounts $13,483,003
GOVERNMENT SECURITIES
Government Agency Seurities -Piper Jaffray 1.51% 15,751,811$
FNMA'S, GNMA'S, FHLMC'S & SBA'S - Dana 2.91% 11,542,737$
27,294,548$
Total Government Securities 27,294,548$
1st Bank, Vail Colorado (#5734) Matures September 14, 2022 1.510% 1,098,781
1st Bank, Vail Colorado (#1992) Matures Nov 23, 2020 0.700% 1,150,459
1st Bank, Vail Colorado (#3421) Matures Mar 17, 2021 0.700% 1,162,022
1st Bank, Vail Colorado (#4290) Matures Sept 29, 2021 0.700% 1,115,903
1st Bank, Vail Colorado (#4754) Matures Dec 28, 2021 0.700% 1,113,979
1st Bank, Vail Colorado (#5319) Matures May 21, 2020 0.300% 1,570,989
Piper Jaffray 254672RY6 Matures July 15, 2020 2.290% 147,507
Piper Jaffray 17312QL98 Matures May 23,2023 3.060% 104,489
Piper Jaffray 06740KLH8 Matures October 21, 2021 2.130% 131,040
Piper Jaffray 02587CFU9 Matures Aug 29, 2022 2.370% 208,466
Piper Jaffray 38148PUA3 Matures December 6, 2022 2.450% 254,848
Piper Jaffray 949763LRS Matures December 8, 2022 2.450% 254,863
Piper Jaffray 17312QQ36 Matures July 24, 2023 3.140% 157,559
Piper Jaffray 254673RVO Matures July 25, 2023 3.140% 105,043
Piper Jaffray 06426KAMO Matures July 31, 2023 3.050% 261,845
Piper Jaffray 29278TCG3 Matures July 31, 2023 3.050% 251,371
Piper Jaffray 58404DCM1 Matures July 31, 2023 3.090% 262,278
9,351,441
Total Certificates of Deposit 9,351,441$
LOCAL GOVERNMENT INVESTMENT POOLS
Colotrust General Fund
Interest 1.560% $46,026,257
Total Local Government Investment Pools Accounts $46,026,257
Total All Accounts $96,155,249
Performance Summary
As of 12/31/2019
March 17, 2020 - Page 32 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: Ordinance No. 1, S eries 2020, F irst Reading, An Ordinance Making Adjustments
to the Town of Vail General Fund, Capital P rojects Fund, Housing F und, Real E state Transfer Tax
Fund, Marketing F und, Dispatch Services F und, Heavy Equipment Fund, Health I nsurance Fund,
and Timber Ridge Fund
P RE S E NT E R(S ): Carlie Smith, Financial S ervice Manager
AC T IO N RE Q UE S T E D O F C O UNC I L: A pprove or approve with amendments Ordinance No.
1, Series 2020
B AC K G RO UND: P lease see attached memo.
S TAF F RE C O M M E ND AT IO N: A pprove or approve with amendments Ordinance No. 1, Series
2020
AT TAC H ME N TS:
Description
Budget 2020 1st Supplemental
March 17, 2020 - Page 33 of 68
TO: Vail Town Council
FROM: Finance Department
DATE: March 17, 2020
SUBJECT: 2019 Results and 2020 Supplemental Appropriation
I. SUMMARY
The completion of the 2019 financials sets the stage for this supplemental appropriation of 2020
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. 1 making supplemental appropriations and adjustments to the
2020 budget.
II. DISCUSSION
2019 RESULTS
Across all funds, total revenue of $79.9 million was flat with the prior year, but up 5.4%, or $4.1
million from budget, mainly due to sales tax collections of $29.5 million, up 4.7% from 2018
and up 9.0% from budget. 2019 started off with strong winter conditions and double-digit
growth in January (13.4%). February and March/April (combined) were also strong with 8.3%
and 5.2% increases from prior year, respectively. For the first time in three years, summer
business leveled off, with May and June experiencing declines of 8.0% and 2.6%, respectively
from the prior year. October rebounded with an increase of 10.7%. A continued emphasis on
events such as the new Revely Vail, 10th Mountain Parades and enhanced Snow Days added
vitality and lodging stays during December, which saw growth of 3.7% compared to prior year.
Real estate transfer tax collections in 2019 of $7.2 million were down 5.6% from the prior
year. RETT collections can vary year to year especially when large commercial properties are
sold, such as in 2018 with sales of new units at The Lion. Without those large sales, 2019
collections would have been down 1.7% from prior year. The most growth in number of
transactions was in the category of real estate sales ranging from $2.5M to $5.0M in sales price.
Construction Use Tax collections of $2.5 million were down 33.0% from 2018. The
decrease is largely attributed to collections associated with the phased construction of Vail
Health recorded the previous year. Otherwise, 2019 revenues would have exceeded 2018
collections by 22%. Other construction related revenues such as building permit fees and plan
review fees totaled $2.0 million for the year, down 33% from the prior year. With the Vail Health
March 17, 2020 - Page 34 of 68
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project again making up a significant portion of the prior year revenues, the construction fees in
2019 would have been flat from the prior year without that project. The town saw 611
residential projects and 110 commercial projects during the year.
Lift tax collections of $5.3 million were up 4.7% from 2018.
Parking revenues totaled $6.7 million during 2019, up 4.8%, or $305,000 from 2018. Daily
parking sales in the parking structures were up 3.9%, and pass sales were up 7.7%. Pass sales
were bolstered by a large purchase by Vail Health due to loss of parking during construction.
2019 net expenditures totaled $70.2 million compared to $109.4 million budgeted. Of the
$39.2 million variance, $30.1 million is requested for re-appropriation for capital and RETT
projects currently underway. The remaining savings of $9.1 million was a result of savings from
capital projects ($6.2), town-wide staffing vacancies ($598K), delay of West Vail master plan
project ($132K) and reduced general operating expenditures of $1.45 million such as
professional fees, supplies, cinders, and snowmelt/loading delivery shared costs.
Overall the town experienced flat revenue growth for 2019 and was able to offset that
impact with reduced spending and cost savings.
2020 SUPPLEMENTAL APPROPRIATION
The main purpose of this supplemental is to re-appropriate funds for capital projects that were
started in 2019 and are continuing into this year, or projects that did not begin as planned.
There are also adjustments needed to reflect events or decisions that have occurred since the
2020 budget was finalized.
ECONOMIC IMPACTS OF COVID-10: While staff recommends re-appropriating budget as
requested, we will continue to meet weekly and make decisions regarding project delays and
operating expense reductions to respond to economic impacts from the “coronavirus” or COVID-
19. As part of this supplemental process, staff is proposing to reduce sales tax projections for
the time being. Sales tax is the largest revenue source for the town, and directly impacted by
economic events.
Previous events impacting Vail’s economy include September 11, 2001 and the Great
Recession of 2008. After September 11th, sales tax collections decreased 2% in 2002 and
another 3.5% in 2003 before rebounding in 2004. During the Great Recession, collections
dropped 13.8% in 2009 before rebounding over the next two years.
In looking forward to 2020, we assume major impact beginning in March, with 50% reductions
from 2019 actual collections in both March and April, a 15% reduction in May and 10%
reduction in June. The forecast then assumes flat revenues from prior year for the remainder of
the summer, and lesser reductions (5%) in both November and December. These assumptions
may change depending on the duration of virus conditions, if a more extended recession is
triggered, or delayed comfort-level in tourism travel. Overall this forecast results in an estimated
decrease in sales tax collections of 12.8% from 2019 and a decrease of 10.3% from the original
budget. The chart below outlines preliminary forecasting, with summer months highlighted in
green:
March 17, 2020 - Page 35 of 68
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SALES TAX COLLECTIONS
Original Forecast Variance to
2019 2020 2020 2019
Jan 4,079,744 3,964,836 4,061,971 ‐0.4%
Feb 4,135,058 4,050,408 3,799,715 ‐8.1%
Mar 4,236,012 4,278,600 2,118,006 ‐50.0%
April 1,444,529 1,397,676 722,265 ‐50.0%
May 763,506 770,148 648,750 ‐15.0%
June 1,606,469 1,597,344 1,445,822 ‐10.0%
July 2,497,740 2,424,540 2,497,740 0.0%
Aug 2,247,010 2,224,872 2,247,010 0.0%
Sept 1,608,882 1,597,344 1,608,882 0.0%
Oct 1,225,291 1,055,388 1,225,291 0.0%
Nov 1,257,556 1,112,436 1,194,678 ‐5.0%
Dec 4,220,916 4,050,408 4,009,870 ‐5.0%
Total 29,322,713 28,524,000 25,580,000 -$3,742,713 -12.8%
Budget Adjustment: (2,944,000) -10.3%
RECESSION PLAN: During the 2020 Budget process, Council reviewed and approved a high-
level recession plan. There are multiple stages of this recession plan, with each stage
representing escalating impacts to revenue streams. The resulting measures are suggested to
mitigate each stage in the plan:
1. Minor: Impacts to revenues are minor, such as a 1-5% reduction. Staff recommends
maintaining service levels while making minor cuts to operating expenditures. Utilize
reserves where necessary.
2. Moderate: Impacts to revenue are moderate, such as a 5-10% reduction. Staff
recommends maintaining service levels while making larger cuts to operating expenditures.
Reduce annual merit increases for employees. Defer capital projects unless already in
process. Utilize reserves where necessary.
3. Significant: Impacts to revenue are significant, such as a 10-15% reduction. Staff
recommends limited service reductions (“unseen” services to be reduced first), manage
staffing vacancies and deferring capital projects. Utilize reserves where necessary.
Potential merit deferral / freeze in wages.
4. Major: Impacts to revenue are major, such as a 15-20% reduction. Staff recommends
service reductions, merit deferral / freeze in wages, potential reduction in staff and deferring
capital projects. Utilize reserves.
5. Crisis: Impacts to revenue are at a crisis level such as over 20% reductions to revenues.
Staff recommends significant reductions in service levels, reduction in staff, merit deferral /
freeze in wages and deferring capital projects. Utilize reserves.
March 17, 2020 - Page 36 of 68
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General Fund
The impact of a reduction in sales tax revenue will result in a reduction of $1.47 million for the
General Fund (the rest of the reduction will impact the Capital Projects Fund). Otherwise,
budgeted revenues will be adjusted by an increase of $654,080 of which $254,080 with be
offset by corresponding expenditures. This includes $4,080 of rental income from the new
Homestake employee unit and a state grant for $250,000 to be used towards a county-wide
mental health initiative (the “Hope Grant”). Revenues will also be adjusted to reflect an
estimated $400,000 in tobacco tax collections.
General Fund expenditures are proposed to increase by $503,080. This includes $254,080 of
expenditures corresponding to reimbursements above. The remaining request for $249,000
includes:
$50,000 of additional funding for Revely Vail to be used on a new holiday lighting
experience along with other expanded event activation.
$15,000 for Vail Holidays. The Economic Development department with be producing
this event in-house during 2020.
$12,000 to purchase additional value card parking pass stock.
$140,000 to continue alternate housing site initiatives and feasibility studies.
$32,0000 to fund a financial analyst position starting mid-June. Please see attached
memo and supporting documentation for this request.
Staff is also requesting to transfer $24,500 from salaries to contract services for a digital content
consultant to evaluate and develop the town’s social media platforms.
The above adjustments to the General Fund 2020 budget result an estimated fund balance of
$34.8 million by the end of 2020, or 81% of annual revenues.
On February 18, staff presented an update to the Employee Home Ownership Program (EHOP)
to Town Council. The update included a request to increase the per person funding amount
available (not increased since inception in 2008) as well as an increase to the overall amount
invested in these equity shares of employee-purchased housing. The base amount of $890,000
will be adjusted to reflect the earnings on investment of $116,400 and add $350,000 based on
Council approval on February 18th. These increases are not part of the budget appropriation,
however they show as funds not available for spending at the bottom of the fund statement.
Capital Projects Fund
The impact of a reduction in sales tax revenue will result in a reduction of $1.47 million for the
Capital Projects Fund. Otherwise, budgeted revenues will be adjusted by an increase of
$703,700 all of which will be offset by corresponding expenditures. $270,700 of this is related to
project reimbursements that have not been collected due to project timing. This includes the
utilization of $29,676 of traffic impact fee funds for the future Vail Valley Medical
Center/Frontage Rd project and $190,000 from the additional 1% collected by the Holy Cross
Community Enhancement Fund. The 1% fee is a result of the renewed franchise agreement
with Holy Cross.
Other revenue adjustments of $400,000 include $50,000 to reflect the use of already-collected
Holy Cross Community Enhancement funds and a $350,000 50% matching grant from the
Colorado Department of Transportation. The grant will be used to offset $700,000 of
expenditures for an updated transit software which will not only replace but enhance the current
Nextbus system. This project was presented to Council in February. Staff will use bus
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replacements savings of $261,642 from 2019 and $88,358 of 2020 savings to fund the town’s
portion of this project.
Budgeted revenues will also be adjusted by a decrease of $700,000 for a federal grant the town
received in 2019 for Bridge Rd Bridge. This $1.0M grant was originally budgeted to be
reimbursed over two years, $300,000 in 2019 and $700,000 in 2020. The town received
$105,000 from the grant in 2017 for the project design. The project was completed in 2019 with
the remaining grant dollars also received in 2019.
Staff is requesting to supplement 2020 expenditures by a total of $20.1 million, of which $19.4
million represents projects budgeted in 2019 but not yet completed such as the expansion of the
Public Works streets building, repairs to Slifer Square and East Meadow Drive, completion of
the Red Sandstone parking structure, guest service enhancement projects, secondary data
center build-out, continuation of neighborhood road and bridge reconstruction projects, and
repairs and upgrades to Seibert fountain.
New requests include the expenditures offset by revenues listed above in addition to $50,000
used to update the Vailgov.com website framework. Utilizing a website framework will improve
maintenance and development efficiencies and decrease the town’s cost to maintain the
website.
Staff is also requesting to decrease the transfer from the Vail Reinvestment Authority (VRA) by
$894,000. This includes a $1.0M reduction in transfer for the Red Sandstone parking garage
reimbursement. The VRA was scheduled to repay the Capital projects Fund over the course of
six years ending in 2022. Due to project timing and savings from other projects VRA has been
able to pay back the Capital Projects Fund at a faster rate. The transfer adjustment also
includes a $105,291 increase for project re-appropriations.
All of the above adjustments will result in an estimated fund balance of $5.4 million by the end of
2020.
Housing Fund
Staff is requesting to re-appropriate a total of $3,139,310 million into the 2020 budget to reflect a
continuation of housing initiatives. This includes:
A carryforward of $2,797,725 allocated to the INDEED program.
$35,125 to remodel the recently purchased Homestake unit to sell as a deed restricted
unit. This unit was purchased in 2019 and it currently being used as town employee unit.
$306,460 carryforward balance in the Buy Down Housing program.
The above expenditures will result in no estimated remaining fund balance by the end of 2020.
Real Estate Transfer Tax (RETT) Fund
Budgeted revenues totaling $1,237,544 will be re-appropriated for reimbursements and grants
not yet collected in 2019 due to project timing. These revenues will be directly offset by re-
appropriated expenditures. This includes:
$1,000,000 reimbursement from Eagle County and $150,000 from Eagle River
Watershed Council for the re-stabilization of Dowd Junction
March 17, 2020 - Page 38 of 68
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$30,000 for a Fishing is Fun grant
$20,000 reimbursement from the Grand Hyatt for the West Haven water filtration
upgrades related to water quality improvements.
$37,544 donation from East West Partners to continue the design and planning of a Ford
Park art space
Staff is also requesting to increase revenue by $2,000 directly offset by expenditures for
restitution collected for damage to the Winterfest ice sculpture.
Staff is requesting to supplement expenditures by a total of $6.7 million, of which $6.6 million
represents projects budgeted in 2019 but not yet completed such the extension of Vail Valley
Drive pathway, Stephan’s Park safety improvements, retaining walls stabilization at Dowd
Junction (mentioned above), East Vail Interchange improvements, design of a potential Nature
Center redevelopment, environmental programs, public art and continued streambank riparian
projects.
New requests include $10,000 for a single haul consultant for the town’s recycling programs and
$25,000 placeholder for facilities capital maintenance on town-managed and owned parks and
recreation buildings. Separately, staff will return at second reading on April 7th with a cost
estimate to complete the installation of a new cooling system in the gymnastics center.
The above adjustments will result in an estimated fund balance of $7.5 million at the end of
2020.
Marketing Fund
Staff proposes to increase budgeted revenue by a $65,000 transfer from the General Fund to be
offset by corresponding expenditures. This includes $50,000 to expand Revely Vail and $15,000
for Vail Holidays.
Heavy Equipment Fund
Staff is requesting to supplement 2020 expenditures by a total of $280,727 to re-appropriate
capital assets budgeted in 2019 but not yet purchased. This includes $269,710 for five patrol
vehicles for the new PD take-home vehicle program and $11,017 for the final payment for a
diesel exhaust fluid dispenser. The Heavy Equipment Fund will have a fund balance of $2.1
million at the end of 2020.
Health Insurance Fund
Staff is requesting to supplement expenditures by $169,000 to true-up the estimated employee
premium costs, which is based on the number of plan participants. This will be partially offset by
an increase in employee contribution revenue ($30,500). When the 2020 budget was approved
in October of 2019 staff did not have final estimates from Hays, the town’s health plan
consultant. The Health Insurance Fund will have a fund balance of $3.8 million at the end of
2020.
Dispatch Services Fund
Staff is requesting to supplement $379,00 to update the county-wide Computer Aided Dispatch
(CAD) management system. This amount is made up of $358,948 to implement the software
update and $20,052 for an increase in annual maintenance costs. The CAD software was last
March 17, 2020 - Page 39 of 68
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updated in 2013. Separately, a continuation of the Records Management System (RMS)
upgrade requires a re-appropriation of $181.080. The Dispatch Services Fund will have a fund
balance of $1.3 million at the end of 2020.
Timber Ridge Fund
Staff is requesting to re-appropriate to complete the final phase of the Vail Resorts leases units
at Timber Ridge. Beginning in 2016, 18 units were renovated, with another 18 completed in
2017. The final 18 were planned for 2019 but renovations were unable to be completed due to
limited access to contractors. Timber Ridge Enterprise Fund will have a fund balance of $1.9
million at the end of 2020.
March 17, 2020 - Page 40 of 68
TO: Scott Robson
Patty McKenny
Krista Miller
FROM: Kathleen Halloran
DATE: March 2, 2020
SUBJECT: Finance Department personnel request
The purpose of this memo is to propose a new position to alleviate current workload,
prepare for department retirements, and provide improvements to services and internal
controls. The position requested is a full-time Financial Analyst that would report to Carlie
Smith, our Financial Services Manager.
Background: The Finance department has maintained the same employee count for 20+
years with the exception of adding a Short Term Rental Specialist to implement the new
legislation. Several employees started 20+ years ago and have grown along with the
organization. The town’s financial transactions have vastly increased over that same period of
time and grown more complex. Over $80 million in revenue is receipted and over $80 million
is paid out each year, compared to $35 million in revenue & expenditures in the year 2000.
Computers and software, as well as on-the-job experience has enabled the team to handle this
growth, however with staff maxed out on “transactions”, the important tasks of internal audit
and higher-level analytical reviews cannot be performed.
Succession Plan:
Implementation of this succession plan began in December 2016 with the retirement of our
long-time Sales Tax Administrator, Sally Lorton, a 38 year employee for the town. When hiring
for her replacement, position requirements were elevated, requiring additional education and a
strong accounting background. The higher-level skill set in our new administrator (Johannah)
proved extremely valuable as we went through a software change, short term rental legislation,
and the onboarding of a short term rental software. Unfortunately we lost Johannah to the
software vendor as of December, 2018, and we took the opportunity to transfer the Sales Tax
department to Carlie Smith, the town’s Financial Services Manager, to allow for additional staff
growth and management skill development in her career as well as to offlay the responsibilities
from the Finance Director. The combination of an upgraded position and mid-level
management has been a success for the organization. The team has again initiated a major
sales tax software upgrade, which will automate business licensing and provide more robust
revenue reports. Carlie & Alex handled data conversion efforts almost entirely in-house,
Attachment
March 17, 2020 - Page 41 of 68
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saving the town thousands of dollars. Once again we are facing another system conversion
for the short term rental software (due to a merger in software vendors) in the coming months.
With Alex as Revenue Manager we have folded in the Short Term Rental area under him.
With his previous experience in short term rental for the town, accounting degree, and
expertise in business processes within software, he will be very valuable to the future system
conversion, process improvements and financial reporting in the next phase of this program.
With the most recent retirement in September 2019, of Joan Nolen, a 20 year employee for the
town, we again hired a candidate with an accounting background and education. The growth
plan for this new employee was to include a future promotion to Staff Accountant, with the
intent of taking on several responsibilities from the Accounting Manager (Jacque Lovato) such
as reconciliations, expense monitoring, etc. We lost this most recent hire and became more
aware that the position was also overloaded with the volume of data entry and there would not
be time to expand responsibilities. For now, we are looking to hire a replacement at a more
clerical level, but with the intent of improving the process to reduce data entry and paper with
more automation.
The Accounting Manager (Jacque Lovato) is a 40-year employee for the town. She is deeply
engrained within all town financial transactions to ensure proper recording to the general
ledger and that internal controls are followed. She is our resident expert in payroll processing
and TOV pay policies (very complex). She will be very difficult to replace!! She plans on
staying several years before retirement, however preparing for this will be a critical task for the
department. Separately, she is also “maxed out” in dealing with day to day transaction
volume. The succession plan recommendation is to gradually move lower-level tasks off her
plate over the next few years to coincide with growth opportunities for the A/P, Payroll and A/R
positions.
New Request:
A financial analyst position will greatly alleviate workload on both the Financial Services
Manager and the Finance Director by transitioning budget worksheets, project reconciliations,
worksheet preparations, and other day to day transactional-based work. This will open some
time up for critical tasks that continue to be pushed to the bottom of the pile such as
creating business process improvements (Laserfiche, records retention, accounts
payable, online parking sales, etc.) and internal audit functions. We are excited to
provide a more sophisticated financial transparency on the town’s website. We want to
become engrained with the public works’ asset management system to result in better
cost accounting and long-term planning.
There are also a lot of new work heading our way with continued housing development deals,
a redevelopment of Timber Ridge, public financing of a civic area plan and the assumption of
accounting duties for the E911 Board (currently done by the county).
Attached is a grid showing specific job functions and tasks that would be re-assigned (please
note the grid is not all-inclusive of what we do; only the proposed changes). The grid also
includes new projects and functions mentioned above. It shows “who” currently performs the
work (or shows “None” for tasks we currently do not have the resources to complete). It also
re-assigns the work based on the proposed increase in headcount.
March 17, 2020 - Page 42 of 68
- 3 -
The position is proposed to start mid-June, to correlate with the start of the 2021 budget cycle.
I will work with HR on a starting salary, but the proposal is to hire at Grade 52 with an
estimated annual salary at $68K. Being a mid-year start, the additional funding needed is
approximately $32K including benefits. It is a lower amount than expected because I have
applied salary savings from the timing of employee merits, etc. and based the projection on
actuals rather than budget. A full year salary & benefit impact is approximately $95K.
Of course, as we have staff turnover in other areas of the Finance department, I will continue
to review opportunities for maximum efficiency and am committed to keeping our headcount
low.
Thank you for your consideration of this position.
Sincerely,
Kathleen Halloran, CPA
Finance Director
Town of Vail
March 17, 2020 - Page 43 of 68
Recommended changes to FinanceJob Function / Tasks Current Assignment Proposed assignmentRetainage reconciliaton; Court reconciliationAccounting Manager (Jacque)Financial Analyst (NEW) & Fin'l Svcs MgrDIA, Public Way Permits and Street cut deposit reconciliationAccounting Manager (Jacque)Financial Analyst (NEW) & Fin'l Svcs MgrProject reconciliationsFin'l Svcs Manager (Carlie) Financial Analyst (NEW)Fixed Asset tracking / recording into accounting systemFin'l Svcs Manager (Carlie) Financial Analyst (NEW)VLMD financial reporting & budget documentsFin'l Svcs Manager (Carlie) Financial Analyst (NEW)Council Contributions: online application process; review and document requestsFin'l Svcs Manager (Carlie)Financial Analyst (NEW)Year end closing of books: reconciliations, correcting journal entries, audit workpaper preparation, closeout of purchase orders, etc.Fin'l Svcs Manager (Carlie) Financial Analyst (NEW) & Fin'l Svcs MgrAssist with budget document preparation & worksheetsFin'l Svcs Manager (Carlie)Financial Analyst (NEW) & Fin'l Svcs MgrPreparation of grant reporting requests, financial reporting to state and federal agenciesFin'l Svcs Manager (Carlie) & Finance DirectorFinancial Analyst (NEW)Document & track in‐kind for both contributions and special eventsFin'l Svcs Manager (Carlie) / Special Events (Jeremy)Financial Analyst (NEW)Annual contract renewals / Account Receivable supportNONE Financial Analyst (NEW)Coordinate with department to reformat and improve department goals outlined in the budget bookNONEFinancial Analyst (NEW) & Fin'l Svcs MgrWork with Public Works dept to integrate the new Asset Management System with finance asset records; create mechanism to track smaller equipment town‐wideNONE Financial Analyst (NEW) & Fin'l Svcs MgrReconciliation of Use Tax collectionsNONE Financial Analyst (NEW)Coordinate and create method for a regular capital improvements (CIP) update for senior staff and Town CouncilNONE / Asst Town Manager Financial Analyst (NEW) & Fin'l Svcs MgrInternal Audit NONE Fin'l Svcs Manager (Carlie)Website improvements: Finance "dashboard" with real time charts, etc; Better links for business licensing, sales tax payments and financial reportingNONE Fin'l Svcs Manager (Carlie)Work with HR on updates to policies: cell phones, etcNONEFin'l Svcs Manager (Carlie)Laserfiche ImprovementsNONE Fin'l Svcs Manager (Carlie)Records RetentionNONE/ Finance Director as needed Fin'l Svcs Manager (Carlie)Business Process ImprovementsNONE/ Finance Director as needed Fin'l Svcs Manager (Carlie)Short Term Rental analysis; impacts to LT HousingFinance Director (when time allows) Fin'l Svcs Manager (Carlie)RETT Collection MonitoringAccounting Manager (Jacque) Revenue Manager (Alex)Short Term Rental Data Analysis (Occupancy / Rate, etc)Finance Director (when time allows) Revenue Manager (Alex)Short Term Rental Audit of Sales Tax NONE Revenue Manager (Alex)Short Term Rental Impact on LT housingNONE Revenue Manager (Alex)Increasing housing projects & development deals, planningFinance Director (when time allows) Finance Director Bond Issuance / TIF, Town of Vail, etcNONE Finance Director Civic Area Financial Analysis review, participation, etc.NONE Finance Director Take over E911 Board accounting function from CountyNONE Finance Director / Fin'l Svcs ManagerRegional Transit sub‐committeeNONE Finance Director March 17, 2020 - Page 44 of 68
2019
2019 Actual Favorable 2020 1st 2020
Amended (Unaudited) (Unfavorable) Budget Supplemental Amended
Revenue
Local Taxes:27,080,000$ 29,405,827$ 2,325,827$ 28,524,000$ (2,944,000)$ 25,580,000$
Sales Tax Split b/t Gen'l Fund & Capital Fund 62/38 57/43 62/38 62/38
Sales Tax 16,790,000 16,790,000 - 17,685,000 (1,472,000) 16,213,000
Property and Ownership 5,300,000 5,369,376 69,376 5,900,000 5,900,000
Ski Lift Tax 5,025,000 5,341,369 316,369 5,300,000 5,300,000
Franchise Fees, Penalties, and Other Taxes 1,142,925 1,204,539 61,614 1,175,440 400,000 1,575,440
Licenses & Permits 2,343,328 2,207,717 (135,611) 2,400,000 2,400,000
Intergovernmental Revenue 2,117,775 2,297,868 180,093 2,075,088 250,000 2,325,088
Transportation Centers 5,426,000 6,720,873 1,294,873 6,360,000 6,360,000
Charges for Services 1,072,001 1,142,597 70,596 1,025,918 1,025,918
Fines & Forfeitures 245,563 211,154 (34,409) 250,476 250,476
Earnings on Investments 200,000 863,199 663,199 500,000 500,000
Rental Revenue 1,104,892 1,177,690 72,798 1,093,178 4,080 1,097,258
Miscellaneous and Project Reimbursements 319,745 340,067 20,322 251,000 251,000
Total Revenue 41,087,229 43,666,449 2,579,220 44,016,100 (817,920) 43,198,180
Expenditures
Salaries 19,611,752 19,482,614 129,138 20,499,231 22,857 20,522,088
Benefits 7,446,447 7,186,714 259,733 7,377,769 9,143 7,386,912
Subtotal Compensation and Benefits 27,058,199 26,669,328 388,871 27,877,000 32,000 27,909,000
Contributions and Welcome Centers 305,695 290,317 15,378 289,626 289,626
All Other Operating Expenses 8,507,046 7,525,756 981,290 8,194,158 406,080 8,600,238
Heavy Equipment Operating Charges 2,497,629 2,540,207 (42,578) 2,530,419 2,530,419
Heavy Equipment Replacement Charges 755,279 705,971 49,308 845,122 845,122
Dispatch Services 669,590 669,590 - 661,194 661,194
Total Expenditures 39,793,438 38,401,169 1,392,269 40,397,519 438,080 40,835,599
Transfer to Marketing & Special Events Fund (2,542,788) (2,542,788) - (2,866,211) (65,000) (2,931,211)
Transfer to Other Funds (44,731) (44,731) - - -
Total Transfers (2,587,519) (2,587,519) - (2,866,211) (65,000) (2,931,211)
Planning Projects
Vail 2030 - - - (300,000) (300,000)
Civic Area/Dobson Master Plan (318,000) (327,897) (9,897) (250,000) (250,000)
West Vail Master Plan (132,000) - 132,000 (325,000) (325,000)
Total Expenditures 42,830,957 41,316,584 1,514,373 44,138,730 503,080 44,641,810
Revenue Over (Under) Expenditures (1,293,728) 2,677,761 3,971,489 752,371 (1,321,000) (568,630)
Surplus (Deficit) Net of Transfers & New Programs (1,743,728) 2,349,865 4,093,593 (122,630) (1,443,630)
Beginning Fund Balance 33,888,139 33,888,139 32,144,411 4,093,593 36,238,004
Ending Fund Balance 32,144,411$ 36,238,004$ 32,021,782$ 34,794,374$
As % of Annual Revenues 73% 81%
EHOP balance included in ending fund balance - not spendable 890,000$ 890,000$ 466,400$ 1,190,000$
8
March 17, 2020 - Page 45 of 68
New Request/Adjustment2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedRevenue2%Total Sales Tax Revenue: 27,080,000$ 29,405,827$ 2,325,827$ 28,524,000$ (2,944,000)$ 25,580,000$ 2020 proposed 2% from 2019 forecast and 1.8% from 2018 actuals Sales Tax Split between General Fund & Capital Fund62/38 62/38 63/37Sales Tax - Capital Projects Fund 10,290,000$ 12,726,381$ 2,436,381$ 10,839,000$ (1,472,000)$ 9,367,000$ 2020: Reduction of sales tax of for economic impacts of COVID-19Use Tax 2,520,000 2,467,928 (52,072) 2,220,000 2,220,000$ 2020 flat with 2019 and based on 5 year averageFranchise Fee 90,000 77,237 (12,763) 190,000 190,000 1% Holy Cross Franchise Fee approved in 2019Federal Grant Revenue 895,000 894,898 (102) 700,000 (700,000) - 2020: Reduce Federal grant reimbursement for Bridge Rd Bridge. This grant was originally schduled to be received in two partial payments ($300K in 2019 and $700K in 2020);Other County Revenue 105,928 105,829 (99) - - 2019: $58.7K reimbursement from Eagle River Water and Sanitation for Bridge Rd. Bridge; $47.2 reimbursement from ERWSD for a sewer line at RSES parking structure (see corresponding reimbursement below) 2018: $260.3K reimbursement for radios from Eagle County Sheriff's Office, Eagle County Health Services District, and Avon Police Department; Other State Revenue 168,000 33,000 (135,000) 1,617,287 350,000 1,967,287 2020: $350K CDOT 50% grant for bus transportation management system (see corresponding expenditure for $700K below); 1.09M FASTER grant for electric bus charges; $525,287 CDOT bus grant; 2019: $135K public works water quality grant; $33K grant for Police Intel Sharing platform- project expenditures included in the 2019 budget and re-appropriated below.Lease Revenue 164,067 163,909 (158) 164,067 164,067 Per Vail Commons commercial (incr. every 5 years); adjusted to remove residential lease revenue ($38K)Project Reimbursement 340,655 113,150 (227,505) - 79,676 79,676 2020: Re-appropriate $29,676 for traffic impact fee reimbursement from VVMC/Frontage Rd projects, $50K use of Holy Cross funds for Big Horn Rd Intermountain project; $20K Vail Trail condo association; reimbursement for sidewalk; $200K reimbursement from Holy Cross for 2019/2020 Big Horn Rd and Intermountain project; $20.7K traffic impact reimbursement for VVMC/Frontage Rd. project; $50K use of community enhancement funds for Liftside to Glen Lyon underground utility project; $50K additional use of traffic impact fees for VVMC/Frontage Rd (see corresponding expenditures below)Sale of Vail Village Inn Phase V Unit 2 1,547,000 1,547,360 360 - - 2019: Sale of Vail Village Inn Phase V Unit 2Timber Ridge Loan repayment 489,342 118,967 (370,375) 460,842 460,842 $28.5K interest on $1.9M loan to TR; Principal and interest on $8M loan to Timber Ridge FundEarnings on Investments and Other 990,201 855,893 (134,308) 368,970 368,970 2020: 1.8% returns assumed on available fund balanceTotal Revenue 17,600,193 19,104,552 1,504,359 16,370,166 (1,552,324) 14,817,842 ExpendituresFacilitiesFacilities Capital Maintenance 551,768 418,351 133,417 372,500 133,417 505,917 2020: Re-appropriate $133.4K to complete TM residence upgrades; PW garage door replacements ($50K), transit station skylight replacement ($50K); In general this line item covers various 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.). 2019: Re-appropriate for TM residence upgrades including solar panels when replacing 40 year old roof and electrical car charger, Admin remodel, PD garage ventilation project ($276K); PW admin heated walkway repair ($50K), PW admin kitchen update ($15K), PW shops and bus barn maintenance including wood siding maintenance and exhaust system replacement ($130K), TM residence roof, skylight, and solar panel ($70K); Municipal Complex Maintenance 138,750 - 138,750 873,000 138,750 1,011,750 2020: Re-appropriate $138.8K for municipal building upgrades, repairs, and maintenance; Comm Dec Remodel ($75K); Replace Admin building air handlers ($250K), Comm Dev roof replacement ($125K), Comm Dev interior flooring replacement ($25K), PD balcony repairs ($50K), PD boiler replacement ($45K), replace PD air handling units ($75K), replace PD rooftop units ($125K); '2019: PD window replacement ($80K), PD circulation pump repairs and replacement ($15K), PD elevator drive controls ($44K); Welcome Center/Grandview Capital Maintenance 100,000 43,297 56,704 38,000 56,704 94,704 2020: Re-appropriate $56.7K for final bills for furniture replacement at the Grandview Donovan Pavilion 5,000 - 5,000 120,000 5,000 125,000 2020: Re-appropriate $5K to be used towards HVAC relocation design; 2020 includes $75K for design & planning of HVAC Replacement and relocation at Donovan PavilionSnowmelt Boilers - - 500,000 500,000 Replacement of TRC 8 boilers (2 per year)TOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUND 9 March 17, 2020 - Page 46 of 68
New Request/Adjustment2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUNDPublic Works Shops Expansion 11,818,406 215,081 11,603,326 9,500,000 11,603,325 21,103,325 Expansion and remodel of the Public Works shop complex as outlined in an updated public works master plan (previously completed in 1994). The plan will ensure shop expansions will meet the needs of the department and changing operations; 2019-2020: Phase I includes demo and reconstruction of a two story streets building; retaining wall construction, new cinder building, relocation of the green house building, and a vertical expansion allowance for future building options. Public Works Building Maintenance 300,000 - 300,000 - 300,000 300,000 2020: Re-appropriate $300K to replace two HVAC units at Public WorksPublic Works Equipment Wash Down/WQ Improvements 185,174 59,093 126,081 - - 2019: Improvements to exterior wash area for large trucks to include small heated area to prevent ice buildup (safety issue ) and filtration of waste water 13,099,098 735,821 12,363,278 11,403,500 12,237,196 23,640,696 ParkingParking Structures 1,046,914 1,044,377 2,537 697,000 697,000 2020 Various repairs including deck topping replacement, expansion joint repairs, ventilation, HVAC, plumbing and other structural repairs; 2019: Re-appropriate for structural repairs to LHTRC, roofing repairs at VTRC, and elevator repairs;Parking Entry System / Equipment 186,037 60,890 125,148 - 125,148 125,148 2020: Re-appropriate $125K for additional on-foot parking payment kiosks; 2019: Spare parking system equipment including ticket creator, ticket processor, ticket feeder, circuit boards, power supply modules, print heads ($93K); Red Sandstone Parking Structure (VRA) 2,614,596 1,305,660 1,308,936 - 1,308,936 1,308,936 2020: Re-appropriate $1.3M to complete New Red Sandstone Parking Strucuture. This project includes all landscaping and parking space monitoring system; Construction of 4 level parking structure at Red Sandstone Elementary school, with contributions from Vail Resorts ($4.3M) and Eagle County School District ($1.5M); Remainder to be reimbursed by VRAParking Structure Camera systems - - 1,000,000 1,000,000 Installation of camera systems for both safety and vehicle counts at Vail Village and Lionshead to mirror new system at Red SandstoneLionshead Parking Structure Landscape Renovations (VRA) 30,291 - - 30,291 30,291 2019: Re-appropriate to complete landscaping ($30.3K);Total Facilities3,877,838 2,410,927 1,436,620 1,697,000 1,464,375 3,161,375 TransportationBus Shelters 30,000 237 29,763 230,000 230,000 Bus shelter annual maintenance; 2020 Lionshead transit center Westbound Bus shelterReplace Buses 265,024 3,382 261,642 6,900,000 (88,358) 6,811,642 2020: Transfer total of $350K of savings (2019savings of $261.6K and 2020 savings of $88.4K) to be used towards the town's portion of the bus transit management system; 7 buses for replacement at $905K each, plus 5 charging stations at $50K each, and $30K for additional power chargers; 2019: $165K for spare bus part (included in original 2018 budget); Upgrade Nextbus transponders to 4G required for Nextbus software upgradeBus Transportation Management System - - - 700,000 700,000 2020: $700K for a new bus transportation mgmt sytem. This includes a $350K 50% CDOT grant and $350K savings from "Replace Buses" project to upgrade bus transportation system; $350K CDOT grant. Traffic Impact Fee and Transportation Master Plan Updates 30,000 - - 30,000 30,000 2020: Re-appropriate $30K to perform traffic countsLionshead Express Bus Stop Improvements (VRA) 25,000 10,008 14,992 - - 2019: Signage at Lionshead Express Bus StopHybrid Bus Battery Replacement 388,716 - 388,716 - 388,716 388,716 2020: Scheduled replacement placeholder; Estimated life of 6 years; While batteries are passed their lifecycle replacement has not been needed as of yet; Buses will be replaced in 2-3 yearsElectric bus chargers and electrical service rebuild - - 1,375,000 1,375,000 2020: To construct electric bus charging station and electrical service infrastructure at Lionshead and Vail Village Transit centers; $1.1M in grant revenue will offset cost of this projectTotal Transportation738,740 13,628 695,112 8,505,000 1,030,358 9,535,358 Road and BridgesCapital Street Maintenance 1,000,000 696,573 303,427 1,345,000 1,345,000 On-going maintenance to roads and bridges including asphalt overlays, patching and repairs; culverts; 2022/2023 includes asphalt and mill overlay ($575K); 2024 includes surface seal ($190K); asphalt mill overlay ($565K)Street Light Improvements 75,000 5,355 69,645 75,000 69,945 144,945 Re-appropriate for town-wide street light replacement; 10 March 17, 2020 - Page 47 of 68
New Request/Adjustment2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUNDSlifer Plaza/ Fountain/Storm Sewer 1,484,329 1,327,736 156,593 - 156,593 156,593 2020: Re-appropriate to continue repairs to Silfer Plaza fountain reconstruction and storm sewers ($157K)Neighborhood Bridge Reconstruction 2,332,542 1,904,356 428,186 350,000 428,186 778,186 2020: Re-appropriate $428.2K for Lupine Bridge repairs and final bridge road bridge repair bills; Nugget Lane Bridge Repairs ($350K); 2019: Bridge Road Bridge replacement ($1.7M), Lupine Bridge Repair ($350K); East Meadow Drive Snowmelt 750,000 558,021 191,979 - - 2019: Installation of snowmelt system ($750K); 2018: Design Snowmelt major repairs from Solaris to Austria House/Covered Bride area to be done at same time as the Slifer Plaza construction. This includes paver removal, snowmelt, asphalt replacements with concrete paversVail Health / TOV Frontage Road improvements 70,655 40,524 30,131 - 30,131 30,131 2020: Complete design phase of Frontage Rd. improvements ($30.1K)Neighborhood Bridge Repair 689,134 621,905 67,229 - - 2019:Kinnickinnick (West) Bridge Repair, West Forest Bridge Repair ($689,143); , Major Bridge Repair Projects are determined based on bi-annual bridge inspection;Seibert Fountain Improvements 400,000 42,000 358,000 - 358,000 358,000 2020: Re-appropriate for Fountain software system and valve upgrades at Seibert FountainMain Vail Roundabout 250,000 128,810 121,190 - - 2019: Main Vail Roundabout truck apronNeighborhood Road Reconstruction 400,000 78,160 321,840 - 321,840 321,840 2020:Re-appropriate for East Vail major drainage improvements ($400K)Vail Trail Sidewalk Connection 95,000 93,476 1,524 - - Connect Vail sidewalk on Vail Valley Drive in front of Vail Trails Chalet complexWest Lionshead Circle Crosswalks (VRA) 250,000 47,394 202,606 - 75,000 75,000 2020: Re-appropriate for crosswalk at Lionshead placeMill Creek Heated Walk 125,000 24,420 100,580 - 100,580 100,580 2020: Re-appropriate for final project bills; TOV portion of 50/50 shared project with homeowners for heated sidewalk at Kendell Park/Mill Creek ($125K). This project will be managed by the HOA at an estimated total cost of $150K. I-70 Underpass (VRA) 492,990 465,507 27,483 - - 2019: The town's portion to complete and pay final bills for the I-70 underpassEast Vail Interchange Underpass Sidewalk - - 500,000 500,000 2020: Request from the Planning and Environmental Commission to construct a pedestrian sidewalk beneath the East Vail interchange; pedestrian count study at the underpass is recommended to be completed before the start of this project. Total Road and Bridge8,414,650 6,034,236 2,380,414 2,270,000 1,540,275 3,810,275 ContributionsChildren's Garden of Learning-Capital 32,500 - 32,500 20,000 32,500 52,500 2020: Annual contribution for capital maintenance and improvements; Re-appropriate $32.5K 2019 annual contribution for fence around front yard due to delays in CDOT easement; 2019: Council contribution to build a fence around front yard.;Vail Valley Foundation- Capital 55,000 55,000 - - 2019 Council Contribution towards installation of the video screen at the Ford AmphitheaterTotal Contributions87,500 55,000 32,500 20,000 32,500 52,500 TechnologyTown-wide camera system 70,000 43,390 26,610 22,000 22,000 2019 replace Bosch system(30 cameras); $22K Annual maintenanceAudio-Visual capital maintenance 18,000 - 118,000 118,000 $18K annual maintenance / replacement of audio-visual equipment in town buildings such as Donovan, Municipal building, Grand View, LH Welcome Center; 2020: $100K Welcome Center video wall replacementDocument Imaging 30,000 28,487 1,513 50,000 50,000 Annual maintenance, software licensing, and replacement schedule for scanners and servers includes $2.5K for LaserficheSoftware Licensing 327,277 257,000 70,278 496,123 70,278 566,401 2020: Re-appropriate $70.3K to complete asset mgmt. system; Annual software licensing and support for town wide systems; 2019-2020: Upgrade Microsoft products on all equipment; renewal of licenses; $3K per year increase from original 5 year plan due to additional software products; 2019: virtual desktop replacement ($239K); Asset Mgmt. System ($75K); Asset Mgmt. annual maintenance and licensing agreement ($50K); Hardware Purchases 113,927 101,204 12,723 175,000 12,723 187,723 2020: Re-appropriate $12.7K for final workstation replacement bills; 2020: Time Clock Replacement ($125K); 2019: Replacement of 20-25 workstations per year per scheduleWebsite and e-commerce 12,000 13,511 (1,511) 86,500 50,000 136,500 2020: $50K for new Vailgov.com website framework and website upgrades; Internet security & application interfaces; website maintenance $12K; Vail calendar $24K; domain hosting $15K; web camera streaming service $24KFiber Optics / Cabling Systems in Buildings 90,000 77,979 12,021 150,000 150,000 2019: NWCOG Project THOR Broadband project Meet Me Center $75K; 2020: Fiber Optics Connection from Muni Building to West Vail fire station ($150K) ; 2021-2023: Repair, maintain & upgrade cabling/network Infrastructure $50KNetwork upgrades 30,000 9,744 20,256 200,000 20,256 220,256 Computer network systems - replacement cycle every 3-5 years; 2020 Firewalls ($60K), External Wireless System ($50K), TOV Switches and Router Replacements/Upgrades ($90K) 11 March 17, 2020 - Page 48 of 68
New Request/Adjustment2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUNDData Center (Computer Rooms) 2,498,043 1,439,203 1,058,840 30,000 1,058,840 1,088,840 2020: Re-appropriate for Data Center Remodel at Station 3 includes hyper-converged infrastructure (HCI) equipment $750K, Cooling/UPS system upgrade for data center in Muni building $128KData Center equipment replacement and generator 159,406 - 159,406 - 159,406 159,406 2020: Final bills to replace data center server infrastructure; upgrade and replace emergency generator to increase capacity Broadband (THOR) 35,000 - 35,000 94,800 94,800 2019: $35K for fiber from West Vail fire station to CDOT I-70 fiber connection for Project THOR; 2020-2024: annual broadband expenses, potential future revenuesPhone System 45,077 32,124 12,953 - - 2019: Final payment for phone system upgrade: ($32.2K), normal replacement of iPad, iPhone ($13K)Bus Camera System 15,000 15,060 (60) 15,000 15,000 Installation of software and cameras in buses; 2019/20 annual capital maintenance of camera replacement, etc.Business Systems Replacement 172,334 61,825 110,509 120,000 110,509 230,509 2020: Re-appropriate $110.5K for short term renal software and final sales tax software upgrades; Energy Mgmt. Software ($25K); Housing Database software ($40K); HR Performance mgmt. system ($55K); 2019: Re-appropriate for sales tax software ($134K), and new bus scheduling software ($8K); $30K every other year for parking system upgrades; Total Technology3,616,064 2,079,527 1,518,537 1,557,423 1,482,012 3,039,435 Public SafetyPublic Safety System / Records Mgmt. System (RMS) 141,000 53,661 87,339 50,000 63,000 113,000 2020: Re-appropriate $53K for remaining two payments for PD SQL licensing; $50K 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; 2019: Police Department Records Mgmt. system SQL licensing ($91K)Public Safety Equipment 72,643 74,703 (2,060) 58,831 58,831 2020: $26K bullet proof vests (8) for Special Ops Unit (SOU); $5.8K replace handheld citation device with in car computer interface; $4.6K for "Stop Stick" tire deflation devices for patrol cars; $22.2K for an unmanned aircraft system (UAS), or drone with thermal detection for use by both police and fire. The cost also covers "pilot" training and maintenance; 2019: Intel Sharing Platform ($33K) covered by grant; Speed Signs ($7.8K), Rifle noise suppressors ($23.1K), pole camera ($8.6K)Police patrol car cameras 56,635 56,635 - - 2019: $56.6K for new PD patrol car cameras (last replaced in 2013).Fire Safety Equipment 59,000 45,769 13,231 40,000 2,802 42,802 2020: Re-appropriate $2.8K for final equipment dryer bills; Wildland Personal Protection Equipment (PPE); Confined space equipment ($15K); 2019: Long Range acoustical device ($50K), personal protective equipment dryer ($9K); Extrication Equipment 4,626 4,514 112 - - 2019: Re-appropriate for final billsThermal Imaging Cameras 12,000 6,755 5,245 12,000 5,245 17,245 For the purchase of 3 cameras (2019,2020,2022) which will allow firefighters to see through areas of smoke, darkness, or heat barriersFire engine equipment 20,024 17,179 2,846 - - 2019: Appropriate to complete purchases of necessary fire engine equipment to fully equip 4th fire engine; this will allow this vehicle to be used when other engines our being repaired or in an emergencyEvent Equipment 77,892 77,643 249 - - Event trailer and moveable barricades to provide barriers for vehicle entry into event areasFire Station Alert System - - 198,000 198,000 2020: Fire Station Alerting System to improve response times. This system will work with the Dispatch system and the timing is being coordinated with Eagle River FireRadio Equipment replacement/expansion 12,601 18,759 (6,158) - - 2019: Seven back-up radios for PW; 2018: Additional Radios for backup radios and crew expansion; related yearly County fees ($10K) included in HEF; 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)Total Public Safety456,421 355,617 100,804 358,831 71,047 429,878 Community and Guest Service Energy Enhancements 223,847 - 223,847 - 223,847 223,847 2020: Electric car charges at various town locations ($73.8K)Pedestrian Safety Enhancements 1,479,116 7,347 1,471,769 - 1,471,769 1,471,769 2020: Continue replacement of 40+ year old overhead lighting for Main Vail roundabouts and West Vail Roundabouts (approved by council on 7/5/16); project includes underground electrical enhancements for lightingCivic Area Redevelopment 100,000 - 100,000 1,000,000 1,000,000 2019: Preliminary design plans to vet broader master plan concepts; 2020 Placeholder to explore outcomes of the Civic Center Master Plan such as feasibility studies / design Sale of Property 18,000 27,269 (9,269) - - Closing costs for sale of two properties (VVI Phase V Unit 2 and Chamonix Parcel D/E); plus some administrative costs to bringing Parcel D/E through the PEC process to subdivide and update zoning 12 March 17, 2020 - Page 49 of 68
New Request/Adjustment2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUNDUnderground Utility improvements 696,675 302,163 394,512 - 444,512 444,512 2020: Re-appropriate $302K plus additional $50K for Bighorn Rd and Intermountain project; 2019: $50K for undergrounding electric between Glen Lyon office building and Liftside- see reimbursement above; $71K for CDOT project at I-70 underpass; $2.1M for Big Horn Rd and Intermountain Eastern portion projects to be completed in 2018 using Community Enhancement Funds ($1.1M reimbursement from the Holy Cross enhancement funds)Guest Services Enhancements/Wayfinding 225,900 189,780 36,120 - 36,120 36,120 2020: Final bills for new street signs and accompanying light poles town-wideRockfall Mitigation near Timber Ridge 400,000 357,432 42,568 - 42,568 42,568 2020: Final Rock fall mitigation near Timber RidgeVehicle Expansion 115,100 105,611 9,489 85,000 85,000 2020: 2 commander vehicles ($80K); Trailer for event cattle guards ($5K);Total Community and Guest Service3,258,638 989,602 2,269,037 1,085,000 2,218,816 3,303,816 Total Expenditures 33,548,949 12,674,356 20,796,302 26,896,754 20,076,579 46,973,333 Other Financing Sources (Uses)Transfer from Vail Reinvestment Authority 3,848,281 3,848,281 2,550,000 (894,709) 1,655,291 2020: LH landscape improvements ($30.3K), LH place crosswalk ($75K), Lionshead parking structure ($50K), Red Sandstone parking garage reimbursement ($1.5M)Transfer to Housing Fund (4,900,259) (4,900,259) (2,500,000) (2,500,000) Transfer to Housing Fund; 1.5M per yearRevenue Over (Under) Expenditures (17,000,734) 5,378,217 (10,476,588) (22,523,612) (33,000,200) Beginning Fund Balance 33,048,422 33,048,422 16,047,688 38,426,639Ending Fund Balance 16,047,688 38,426,639 5,571,100 5,426,440 13 March 17, 2020 - Page 50 of 68
2019 2019 Favorable 2020 1st 2020
Amended Actual (Unfavorable) Budget Supplemental Amended
Revenue
Housing Fee in Lieu Annual Collections 421,032 421,032 - - - -
Transfer in from Capital Projects Fund 2,500,000 2,500,000 - 2,500,000 - 2,500,000
Workforce Housing Sales (Transfer from CPF) 2,400,259 2,400,259 - - - -
Total Revenue 5,321,291 5,321,291 - 2,500,000 - 2,500,000
Expenditures
InDEED Program 5,935,533 3,137,808 2,797,725 2,500,000 2,797,725 5,297,725
Town of Vail Rental Inventory 362,000 326,875 35,125 - 35,125 35,125
Solar Vail Housing Development 4,030,000 4,030,000 - - - -
Buy Down Housing 306,460 - 306,460 - 306,460 306,460
Total Expenditures 10,633,993 7,494,682 2,500,000 3,139,310 5,639,310
Operating Income (5,312,702) (2,173,392) 3,139,310 - (3,139,310) (3,139,310)
Beginning Fund Balance 5,312,702 5,312,702 - 3,139,310
Ending Fund Balance -$ 3,139,310$ -$ -
TOWN OF VAIL 2020 AMENDED BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
HOUSING FUND
14
March 17, 2020 - Page 51 of 68
New Request/Adjustment 2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedRevenueReal Estate Transfer Tax 6,500,000$ 7,217,631$ 717,631$ 6,300,000$ 6,300,000$ 2020: flat with 2019 budget and 17.6% decrease from 2018Golf Course Lease 166,650 165,000 (1,650) 168,317 168,317 Annual lease payment from Vail Recreation District; annual increase will be based on CPI; New rate effective 2020 with lease signed in 2019; Rent income funds the "Recreation Enhancement Account" belowIntergovernmental Revenue 1,735,987 55,852 (1,680,135) 20,000 1,180,000 1,200,000 2020: Re-appropriate $150K reimbursement from ERWSC and $1M from Eagle County for the restabilization of Dowd Junction; Re-appropriate $30K fishing is fun grant; $20K lottery proceeds; 2019: $300K Eagle County reimbursement for Lupine open space parcel; $5K grant for curbside recycling programs- See corresponding expenditure below; $24.3K reimbursement from ERWS for the Dowd Junction retaining wall- See corresponding expenditure below; $30K Fishing is fun grant (carryforward from 2018); $39K GoCo grant (carryforward from 2018); $150K reimbursement from ERWSC and $1M from Eagle County for restabilization of Down Junction; $20K lottery proceeds Project Reimbursements 40,000 77,684 37,684 - 20,000 20,000 2020: Re-appropriate $20K reimbursement for WestHaven stormwater filtration upgrades from Grand HyattDonations 239,400 203,332 (36,068) - 37,544 37,544 2020: Re-appropriate $37.5K unused donation from East West partners for Ford Park art space; 2019: $169.4K community funding for the Seibert Memorial- See corresponding expenditure below; $50K revenue recognition from East West Partners for Ford Park art space- See corresponding expenditure belowRecreation Amenity Fees 10,000 76,061 66,061 10,000 10,000 Earnings on Investments and Other 45,246 250,629 205,383 100,849 2,000 102,849 2020: 1.8% rate assumed; $32K bag fee reimbursement for Clean-Up Day and America Recycles Day; '2019:$32K Reimbursement from bag fee collections for Clean-Up Day and America Recycles Day. Total Revenue 8,737,283 8,046,189 (691,094) 6,599,166 1,239,544 7,838,710 ExpendituresManagement Fee to General Fund (5%) 325,000 360,884 (35,884) 315,000 315,000 5% of RETT Collections - fee remitted to the General Fund for administrationWildlandForest Health Management 315,964 283,688 32,276 298,733 298,733 Operating budget for Wildland Fire crew; 2019 Added .5 FTE for wildland lead; Extra month of wildland crew to facilitate bighorn sheet habitat improvement project ($12.9K)Intermountain Fuels Reduction 42,442 - 42,442 - - 2019: Intermountain Fuels Project $42.4K Total Wildland358,406 283,688 74,718 298,733 - 298,733 ParksAnnual Park and Landscape Maintenance 1,765,098 1,618,647 146,451 1,816,014 1,816,014 Ongoing path, park and open space maintenance, project mgmt.; Town Trail Host volunteer program ($16,000), “Clean-up after your K-9” media campaign ($2,000), and a planning effort with the USFS to generate long-term solutions ($30,000). 2020 includes $43K for replacement of 27 year old large flower containersPark / Playground Capital Maintenance 135,000 84,892 50,108 125,000 50,108 175,108 2020: Re-appropriate $50.1K for small park projects; 2019 included $10K to replace and add additional drinking fountains and bottle filling stations at Vail parks; Annual maintenance items include projects such as playground surface refurbishing, replacing bear-proof trash cans, painting/staining of play structures, picnic shelter additions/repairs, and fence maintenance; Rec. Path Capital Maint 68,139 49,639 18,500 140,000 140,000 Capital maintenance of the town's recreation path system; 2020: includes $50K replacement of wood slats on Nature Center/Ford Park bridgeTree Maintenance 65,000 64,739 261 65,000 65,000 On going pest control, tree removal and replacements in stream tract, open space, and park areasStreet Furniture Replacement 97,334 64,865 32,469 120,000 32,469 152,469 2020: Re-appropriate $32.5K for summer bike coral in parking structure; 2020 includes contract to assess pedestrian bridge ($15K); Additional 12 space bike racks near Amphitheater restroom/concessions building, school house and fields/concessions ($30K); '2019 includes pedestrian bridge inspection report ($25K), additional benches in Vail Village and bike racks ($7.3K); Annual replacement or capital repairs, benches, recycling and bike racksFord Park Landscape Enhancement: Parking Lot / Sport Central Portal67,000 66,111 889 - 2019: DRB req'd parking lot plantings and landscape enhancements at Central Portal Pilot Project to reduce turf grass 35,364 35,364 - - 2019: Turf grass reduction project at Buffehr Creek. This project will be a pilot example of ways to reduce turf grass in areas across town resulting in water and maintenance savingsCovered Bridge Pocket Park Rehabilitation 87,000 4,913 82,088 - 82,088 82,088 2020: Re-appropriate $82.1K to complete Pocket Park rehabilitation; 2019: Streambank stabilization, riparian enhancements, walking surface replacement Stephens Park Safety Improvements 300,000 7,695 292,306 - 292,306 292,306 2020: Re-appropriate Stephens Park safety improvements; 2019: Access improvements to include extended sidewalk, new stairs and other site improvements; playground was built in 1990'sFord Park: Softball Weather Shelter 645,000 596,159 48,841 - - 2019: Shelter at the Ford Park softball fields to provide weather and lighting protection for spectators and players ($645K); Add'l $60K requested for contingency onlyFord Park Improvements & Fields 54,636 - 54,636 - 54,636 54,636 2020: Re-appropriate a portion of remaining funds to complete Ford Park landscaping improvementsTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX 15 March 17, 2020 - Page 52 of 68
New Request/Adjustment 2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX Vail Transit Center Landscape 107,133 - 107,133 - 107,133 107,133 2020: Completion of landscaping at Vail transit centerFord Park Portal Improvements 2,540 - 2,540 - - 2019:Final bills for improvements to Ford Park entry points ($2.5K)Sunbird Park Fountain Repairs - - 120,000 120,000 2020: Repairs to fountain feature; requires excavation to get to leaking pipe; currently unable to run main center fountainFord Park Enhancement: Priority 3 Landscape area - - 75,000 75,000 2020: Landscape playground/basketball berm, softball area, frontage rd. & east berms, below tennis courtsTotal Parks3,429,244 2,593,023 836,221 2,461,014 618,740 3,079,754 Rec Paths and TrailsVail Valley Drive Path Extension: Ford Park to Ptarmigan 400,000 24,611 375,389 - 375,389 375,389 2020: Re-appropriate for Vail Valley Drive path extension; 2019: Extension of Vail Valley Drive path to ease congestion and enhance pedestrian safetyVail Valley Drive Path Extension: Ptarmigan West to GC Mtn Building400,000 24,611 375,389 - 375,389 375,389 2020: Re-appropriate for Vail Valley Drive path extension; 2019: Extension of Vail Valley Drive path to ease congestion and enhance pedestrian safetyGore Valley Trail Bridge Replacement 300,000 72,778 227,222 - 10,000 10,000 2020: Re-appropriate $10K for final design bills for Gore Valley Trail realignment; 2019: Reconstruction of south bridge abutment due to significant scour and replacement of bridge structureGore Valley Trail Realignment 86,861 19,679 67,182 - 67,182 67,182 2020: Re-appropriate $67.2K for Gore Valley trail re-alignment design; 2019: Design feasibility study for Gore Valley Trail Realignment at Lionshead gondola ($50K) East Vail Interchange Improvements 793,554 342,270 451,284 - 451,284 451,284 2020: Re-appropriate $451.3K to continue East Vail interchange project; 2019: $793.6K for landscaping, design, and construction of the interchangeDowd Junction repairs and improvements 2,148,633 47,196 2,101,437 - 2,101,437 2,101,437 2020: Continue Re-stabilization of Dowd Junction path ($2.1M); Repairs to culverts, drainage, and preventative improvements; project in cooperation with Eagle River Water and Sand (ERWSC); offset with reimbursement of $150K reimbursement from ERWSC and $1M reimbursement from Eagle CountyGore Valley Trail Reconstruction (Conoco to Donovan) 25,000 - 25,000 - 25,000 25,000 2020: Re-appropriate to complete Gore Valley Trail Reconstruction between W. Vail Conoco and Donovan Pavilion includes revegetation along West trail near Donovan PavilionNorth Recreation Path- Sun Vail to Pedestrian Bridge 235,000 1,620 233,380 - 233,380 233,380 2020: $235K for North Recreation Bike Path reconstruction on North Frontage road between Sun Vail and the pedestrian Bridge to coincide with the Red Sandstone parking garage projectTotal Rec Paths and Trails4,389,048 532,764 3,856,284 - 3,639,061 3,639,061 Recreational FacilitiesNature Center Operations 90,000 75,036 14,964 90,000 90,000 Nature Center operating costs including $75K Walking Mountains contract and $15K for maintenance and utilitiesNature Center Capital Maintenance - - 145,292 145,292 2020: Wood siding and trim ($9.5K), window replacement ($10.3K), exterior door repairs ($7.6K); steep slope roofing replacement ($27.5K); signage ($17.2K), paths and walkways ($6.9K), timber stairway ($12.2K), shade structure reconstruction ($36.0K)Nature Center Redevelopment 433,950 50,428 383,522 - 383,522 383,522 2020: Re-appropriate $383.5K for further planning and design for a nature center remodel; 2019: $434K Design new Nature Center Remodel/StructureRecreation Facility Maintenance - - - 25,000 25,000 $25K for general RETT facility maintenanceGolf Clubhouse & Nordic Center 52,935 19,111 33,824 - 33,824 33,824 2020: Final art purchases for Clubhouse and Nordic Center; art budget was 1% of original project budgetLibrary Landscape and reading area - - - - 2022: Exterior landscaping and site work enhancements for an outdoor reading areaTotal Recreational Facilities576,885 144,575 432,310 235,292 442,346 677,638 EnvironmentalEnvironmental Sustainability 445,577 406,198 39,379 523,736 523,736 Annual operating expenditures for Environmental department (4 FTEs); includes $40K for Clean up day, professional dues to organizations such as CC4CA, Climate Action Collaborative, etc. 2020 Energy Coordinator FTE requestedRecycling and Waste Reduction Programs 186,006 118,378 67,628 152,500 73,000 225,500 2020: Re-appropriate $55K for Love Vail website; $10K to continue recycled art project; Reclass $7.5 Recycling Education from energy and transportation to Recycling Programs project code, new request $10K for single haul consultant; 2020: Love Vail website improvement ($30K); ; Annual expenditures: Green Team ($2.5K); Eagle County recycling hauls (reimbursed) $(25K); Zero Hero recycling at events ($25K); Actively Green contract ($40K); Recycling compliance, education, public art and compost pilot ($30K); 2019: Love Vail Phase I $20K, Waste Education $34.5K, Green Team $2.5K, Love Vail Phase II $25K, Recycling and Compost $25K, Zero Hero $25K;Ecosystem Health 147,500 103,087 44,413 233,500 44,413 277,913 2020: Re-appropriate $45.9K for NEPA contract for bighorn sheep improvement project; Annual wildlife forum ($2.5K); CC4CA Retreat - host community ($3K); Sustainable Destination contract ($30K); Trees for Vail $5K; Strategic Plan completion and phase I rollout ($10K); Biodiversity study as outcome of open lands plan ($50K); Forest Ranger program ($33K); wildlife habitat improvements ($100K); 2019: Wildlife habitat program (NEPA study, field work) ($75K); Front Range Program $33K, Trees for Vail $5K, Sustainable Destination Contract $30k, CC4C Retreat $2.5K, Annual Wildlife Forum $2K 16 March 17, 2020 - Page 53 of 68
New Request/Adjustment 2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX Energy & Transportation 113,255 49,069 64,186 72,500 72,500 2019: Energy Smart $40k, Sole Power sponsorships $7.5K, Energy Program $57K; 1.3K Sole Power prizes; 2020: E-bike pilot program research ($25K); Annual expenditures: Energy Smart Colorado partnership contract ($40K); Sole Power coordination ($7.5K); Streamtract Education/Mitigation 80,061 48,262 31,799 50,000 31,800 81,800 2020: Re-appropriate $31.8K for project Re-wild; 2019: Includes water quality and streamtract education, outreach, signage and marketing; private streambank funding; 2020-2021: Ongoing streamtract education programming such as "Lunch with Locals", landscape workshops, City Nature Challenge and storm drain artWater Quality Infrastructure 3,664,758 291,503 3,373,255 1,000,000 1,000,000 2019: Continuation of water quality improvement to Gore Creek; Stormwater site specific water and water quality construction projects as part of "Restore the Gore" includes $135K for water mitigation roof runoff grant at PW; 2019-2021 funds to continue water quality improvement to Gore Creek; Stormwater site specific water and water quality construction projects as part of "Restore the Gore" Streambank Mitigation 648,336 367,554 280,782 400,000 280,782 680,782 2019-2021 Continuation of Riparian Site specific construction projects for Water Quality Strategic Action Plan ($648.3K) includes 2018 grant awards continued in 2019 for GoCo grant ($39K) and Fishing is Fun grant ($30K)- See carryforward of grant revenue above East Vail Water Quality TAPS 90,263 24,943 65,320 - - 2019: Completion of East Vail Water Quality ImprovementsGore Creek Interpretive Signage 75,000 3,550 71,450 81,000 71,450 152,450 2020: Re-appropriate $71.5K for Phase I of Gore Greek Interpretive signage (design); 2020: Phase II of Gore Creek Interpretive Signage includes installation of "story stations" and interpretive picnic table tops.PW Solar Project - - 1,100,000 1,100,000 2020: Installation of solar panels at Public Works ShopsOpen Space Land Acquisition 670,000 14,860 655,140 250,000 250,000 2019: $600K purchase of Lupine parcel with Eagle County- see corresponding reimbursement above; $50K for open space surveys/studies; 2019/2023 $250K annual set aside for purchase of open spaceTotal Enviromental6,120,756 1,427,403 4,693,353 3,863,236 501,445 4,364,681 ArtPublic Art - Operating 123,456 118,791 4,665 130,771 130,771 Art in Public Places programming and operationsPublic Art - General program / art 597,798 59,776 538,022 60,000 538,022 598,022 To purchase sculptures, artwork, art programs and events; remainder is re-appropriated each year to accumulate enough funds. Public Art - Winterfest 68,085 43,991 24,094 30,000 26,094 56,094 2020: Re-appropriate $24.1K for Winterfest, $2K for damaged ice sculpture reimbursement; Winterfest $30K per yearSeibert Memorial Statue 300,000 300,000 - - 2019: Pete Seibert Memorial statue- See corresponding community reimbursement aboveArt Space 50,000 12,456 37,544 - 37,544 37,544 2019: Design phase for Ford Park art space- see corresponding donation from East West aboveTotal Art1,139,339 535,014 604,325 220,771 601,660 822,431 ContributionsBetty Ford Alpine Garden Support 69,700 69,700 71,094 71,094 Annual operating support of the Betty Ford Alpine Gardens; annual increase to follow town's general operating annual increaseEagle River Watershed Support 42,000 42,000 40,000 40,000 Annual support of the Eagle River Watershed Council programs Adopt A Trail 5,000 5,000 5,100 5,100 Adopt A Trail Council Contribution for trails in or bordering the TownTotal Contributions116,700 116,700 - 116,194 - 116,194 VRD-Managed Facility ProjectsRecreation Enhancement Account 373,348 - 373,348 168,317 373,348 541,665 2019: Annual rent paid by Vail Recreation District; to be re-invested in asset maintenance ($141,604), Transfer $240K to golf course other Golf Clubhouse 65,000 39,093 25,907 - - 2019: Wood trim repairs ($40K), AC and catering kitchen improvements ($30K); 2022: Wood Trim repairs ($20.2K); 2024: Roof maintenance ($12.8K)Golf Course - Other 687,792 459,919 227,873 494,636 227,873 722,509 2020: Re-appropriate $227K to complete reconstruction of maintenance building, parking and asphalt repairs, and drainage improvements; 2019: $511K for reconstruction of the golf maintenance buildings, improvements to the 14th and 15th hole bridges. and parking drainage improvements. Parking lot asphalt repairs ($10K), repair asphalt at maintenance building ($3K), replace roof on maintenance building ($161.2K), replace wood trim at maintenance building ($2.7K); 2020: chain link-netting hybrid safety fence ($230K); complete asphalt repairs ($75K); repair wood trim on maintenance building ($25.8K), privacy fence repairs($2.2K), replace roof ($161.2K); 2021:course streambank restoration ($73.8K), maintenance building, HVAC unit ($17.7K), maintenance building heater ($8.9K), maint. building furnace ($9.8M); 2022: VRD shared cost for 1st hole Timber Path planking ($38.0K), asphalt repairs ($3.3K); 2023: Clubhouse walkways($12.4K); Clubhouse drain pans ($18.9K); 2024: Maintenance privacy repairs ($2.5K)17 March 17, 2020 - Page 54 of 68
New Request/Adjustment 2019 2019 Favorable 1st 2020Amended Actual (Unfavorable) 2020 Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX Dobson Ice Arena 211,443 50,420 161,023 - 161,023 161,023 2020: Reappropriate to complete pavers and roof repairs ($161K); 2019: Complete pavers and concrete slab replacement ($54K); rock wall repair ($10.5K); roof snow removal contract ($44K); Repair exterior doors ($96K), window repairs ($7K); 2020: Projects delayed to 2021 for results of Civic Center master plan; 2021: Changing Rooms ($78.8), windows replacement ($74.3), heat pumps ($6.3K), restroom remodel ($78.7K), rebuild of electrical system ($144.2K), boiler room upgrades ($55K), steel gate ($14.3K), exterior lighting ($22.9), exterior wood trim ($9.3K); Repairs to exterior doors ($5.5K); exhaust stack repairs ($2.9K); 2023: grading and drainage repairs ($9.3K), rockwall repair ($15K), brick paver repairs ($16.9K), central air upgrades ($12.5K); 2024: Wood trim repairs ($10.4), chemical feed system repairs ($5.6K)Ford Park / Tennis Center Improvements 72,000 - 72,000 91,467 72,000 163,467 2020: Re-appropriate $72K for replace gutters ($10.0K), Stain wood siding of concessions ($6.0K) and restrooms ($6.0K), restroom remodel (50K); 2020: Repair exterior doors ($9.6K); replace furnace, hot water tank, baseboards ($47.8K), replace windows ($24K); Pickleball Feasibility Study ($10K); 2019: Complete replace gutters ($10.0K), Stain wood siding of concessions ($6.0K) and restrooms ($6.0K), restroom remodel (50K); Athletic Fields 6,000 - 6,000 - 6,000 6,000 2020: Re-appropriate for sealcoat and crack fill in parking lot; 2019: Seal coat and crack fill in parking lot ($6K); Gymnastics Center 60,000 1,392 58,608 - 58,608 58,608 2020: Re-appropriate $21K to complete the installation of a new cooling system; 2019: Installation of cooling system in 2018 ($60K); 2022: Restroom remodel ($42.6K)Total VRD-Managed Facility Projects 1,475,583 550,823 924,759 754,419 898,852 1,653,271 Total Expenditures 17,930,961 6,544,874 11,386,087 8,264,660 6,702,104 14,966,764 Other Financing Sources (Uses)Transfer from General Fund 24,114 24,114 - - - Revenue Over (Under) Expenditures (9,169,564) 1,525,429 (12,077,181) (1,665,494) (5,462,560) (7,128,054) Beginning Fund Balance 13,150,550 13,150,550 3,980,987 14,675,979Ending Fund Balance3,980,987$ 14,675,979$ 2,315,492$ 7,547,925$ 18 March 17, 2020 - Page 55 of 68
2019 2019 2020 1st 2020
Amended Actual Budget Supplemental Amended
Revenue
Business Licenses 275,000$ 341,149$ 325,000$ 325,000$
Transfer in from General Fund 2,542,788 2,542,788 2,866,211 65,000 2,931,211
Earnings on Investments 3,000 1,392 3,000 3,000
Total Revenue 2,820,788 2,885,329 3,194,211 65,000 3,259,211
Expenditures
Commission on Special Events (CSE) 893,648 890,787 893,648 893,648
Education & Enrichment 151,500 137,950 154,530 154,530
Signature Events:
Bravo! 289,661 289,661 296,934 296,934
Vail Jazz Festival 74,902 74,902 76,400 76,400
Vail Valley Foundation - Mountain Games - 140,000 140,000
Vail Valley Foundation - Hot Summer Nights 27,500 27,500 28,050 28,050
Vail Valley Foundation - Dance Festival 53,562 53,562 54,633 54,633
Vail Valley Foundation - Colorado Classic - - -
Burton US Open 490,000 490,000 490,000 490,000
Fireworks 70,220 52,015 52,015 52,015
Destination Events:
Snow Days 300,000 300,000 550,000 550,000
Spring Back to Vail 300,000 300,000 300,000 300,000
Other Event Funding:
Revely Vail 120,000 100,000 155,000 50,000 205,000
Vail Holidays Funding 15,000 15,000 - 15,000 15,000
Global Solutions Forum 50,000 50,000 - -
Collection Fee - General Fund 13,750 16,963 16,250 16,250
Total Expenditures 2,849,743 2,798,340 3,207,461 65,000 3,272,461
Revenue Over (Under) Expenditures (28,955) 86,989 (13,250) - (13,250)
Beginning Fund Balance 303,243 303,243 274,288 390,231
Ending Fund Balance 274,288$ 390,231$ 261,038$ 376,981$
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
TOWN OF VAIL 2020 AMENDED BUDGET
VAIL MARKETING & SPECIAL EVENTS FUND
19
March 17, 2020 - Page 56 of 68
2019 2019 Favorable 2020 1st 2020
Amended Actual (Unfavorable) Budget Supplemental Amended
Revenue
Town of Vail Interagency Charge 3,350,058$ 3,352,594$ 2,536$ 3,535,384$ 3,535,384$
Insurance Reimbursements & Other 10,000 54,389 44,389 10,000 10,000
Earnings on Investments 7,900 46,230 38,330 7,900 7,900
Equipment Sales and Trade-ins 189,170 100,466 (88,704) 154,563 154,563
Total Revenue 3,557,128 3,553,679 (3,449) 3,707,847 - 3,707,847
Expenditures
Salaries & Benefits 1,178,671 1,118,038 60,633 1,168,085 1,168,085
Operating, Maintenance & Contracts 1,598,685 1,291,650 307,035 1,624,769 1,624,769
Capital Outlay 958,445 677,582 280,863 1,002,765 280,727 1,283,492
5 Patrol Inceptors, final
payment for diesel
exhaust fluid dispenser
Total Expenditures 3,735,801 3,087,270 648,531 3,795,619 280,727 4,076,346
Revenue Over (Under) Expenditures (178,673) 466,409 645,082 (87,772) (280,727) (368,499)
Transfer In from General Fund 4,867 4,867 - - - -
Beginning Fund Balance 1,956,419 1,956,419 1,782,613 645,082 2,427,695
Ending Fund Balance 1,782,613$ 2,427,695$ 645,082$ 1,694,841$ 2,059,196$
2020
2019 2019 Favorable 2020 1st Amended
Budget Actual (Unfavorable) Budget Supplemental Budget
Revenue
Town of Vail Interagency Charge - Premiums 4,450,000$ 4,400,000$ (50,000)$ 4,670,000$ 4,670,000$
Employee Contributions 715,000 922,618 207,618 809,500 30,500 840,000
Insurer Proceeds 20,000 (20,000) 20,000 20,000
Earnings on Investments 25,000 75,000 50,000 30,000 30,000
Total Revenue 5,210,000 5,397,618 187,618 5,529,500 30,500 5,560,000
Expenditures
Health Inusrance Premiums 1,139,857 1,130,292 9,565 1,152,909 169,000 1,321,909
HC Reform Fee 20,500 20,500 - 20,500 20,500
Claims Paid 4,282,775 3,610,594 672,181 4,408,760 4,408,760
Professional Fees 20,000 23,149 (3,149) 20,000 20,000
Total Expenditures 5,463,132 4,784,534 678,598 5,602,169 169,000 5,771,169
Revenue Over (Under) Expenditures (253,132) 613,085 866,217 (72,669) (138,500) (211,169)
Beginning Fund Balance 3,346,480 3,346,480 3,093,348 866,217 3,959,564
Ending Fund Balance 3,093,348$ 3,959,564$ 3,020,679$ 3,748,395$
HEALTH INSURANCE FUND
TOWN OF VAIL 2020 AMENDED BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
HEAVY EQUIPMENT FUND
TOWN OF VAIL 2020 AMENDED BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
20
March 17, 2020 - Page 57 of 68
2019 2019 Favorable 2020 1st 2020
Amended Actual (Unfavorable) Budget Supplemental Amended
Revenue
E911 Board Revenue 803,953$ 791,452$ (12,501)$ 845,030$ 845,030$
Interagency Charges 1,354,077 1,367,632 13,555 1,329,952 1,329,952
Other State Revenues - - - -
Other County Revenues - - - -
Town of Vail Interagency Charge 669,590 669,590 - 661,194 661,194
Earnings on Investments 6,168 32,266 26,098 10,000 10,000
Other - - - -
Total Revenue 2,833,788 2,860,941 27,153 2,846,176 - 2,846,176
Expenditures
Salaries & Benefits 2,222,480 2,073,028 149,452 2,248,023 2,248,023
Operating, Maintenance & Contracts 533,884 449,849 84,035 497,003 20,052 517,055 CAD system 1 year
maintenance
Capital Outlay 181,080 - 181,080 - 539,948 539,948 CAD system
upgrade
Total Expenditures 2,937,444 2,522,876 414,568 2,745,026 560,000 3,305,026
Revenue Over (Under) Expenditures (103,656) 338,064 441,720 101,150 (560,000) (458,850)
Transfer In from General Fund 15,750 15,750 - - - -
Beginning Fund Balance 1,433,027 1,433,027 1,345,121 417,435 1,786,841
Ending Fund Balance 1,345,121$ 1,786,841$ 1,446,271$ 1,327,991$
TOWN OF VAIL 2020 AMENDED BUDGET
SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCE
DISPATCH SERVICES FUND
21
March 17, 2020 - Page 58 of 68
2020
2019 2019 Favorable 2020 1st Amended
Amended Actual (Unfavorable) Budget Supplemental Budget
Revenue
Rental Income 1,570,272 1,593,491 23,219 1,595,250 1,595,250
Other Income 19,346 25,398 6,052 19,034 19,034
Total Revenue 1,589,618 1,618,889 29,271 1,614,284 - 1,614,284
Expenditures
Operating, Maintenance & Contracts 524,144 485,832 38,312 529,740 529,740
Capital Outlay
481,411 5,180 476,231 321,192 476,231 797,423
Re-appropriate for
the final phase of the
TimberRidge
Remodel
Total Expenditures 1,005,555 491,012 514,543 850,932 476,231 1,327,163
Operating Income 584,063 1,127,877 543,814 763,352 (476,231) 287,121
Non-operating Revenues (Expenses)
Interest on Investments 12,000 19,032 7,032 12,000 12,000
Loan Principal Repayment to Capital Projects Fund (372,704) (372,704) - (378,294) (378,294)
Interest Payment to Capital Projects Fund (116,638) (116,638) - (110,969) (110,969)
(477,342) (470,310) 7,032 (477,263) - (477,263)
Revenue Over (Under) Expenditures 106,721 657,567 550,846 286,089 (476,231) (190,142)
Beginning Fund Balance 1,424,254 1,424,254 1,530,975 550,746 2,081,821
Ending Fund Balance 1,530,975$ 2,081,821$ 1,817,064$ 1,891,679$
TOWN OF VAIL 2020 AMENDED BUDGET
SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCE
TIMBER RIDGE FUND
22
March 17, 2020 - Page 59 of 68
Ordinance No. 1, Series of 2020
ORDINANCE NO. 1
SERIES OF 2020
AN ORDINANCE MAKING BUDGET ADJUSTMENTS TO THE TOWN OF VAIL GENERAL
FUND, CAPITAL PROJECTS FUND, HOUSING FUND, REAL ESTATE TRANSFER TAX
FUND, MARKETING FUND, DISPATCH SERVICES FUND, HEAVY EQUIPMENT FUND,
HEALTH INSURANCE FUND AND TIMBER RIDGE FUND OF THE 2020 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 2020 which could not have
been reasonably foreseen or anticipated by the Town Council at the time it enacted Ordinance No.
13, Series of 2019, adopting the 2020 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:
1. 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 2020 Budget and Financial Plan for
the Town of Vail, Colorado, and authorizes the following budget adjustments:
General Fund $ 503,080
Capital Projects Fund 20,076,579
Housing Fund 3,139,310
Real Estate Transfer Tax Fund 6,702,104
Dispatch Services Fund 560,000
Marketing Fund 65,000
Heavy Equipment Fund 280,727
Health Insurance Fund 169,000
Timber Ridge Fund 476,231
Less Interfund Transfers ($65,000)
Total $ 31,907,111
March 17, 2020 - Page 60 of 68
Ordinance No. 1, Series of 2020
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.
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 17th day of March, 2020, and a public hearing shall be held on this Ordinance
on the 7th day of April, 2020, at the regular meeting of the Town Council of the Town of Vail,
Colorado, in the Municipal Building of the town.
_______________________________
Dave Chapin, Mayor
ATTEST:
___________________________
Tammy Nagel, Town Clerk
March 17, 2020 - Page 61 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: Resolution No. 12, S eries of 2020, A Resolution of the Vail Town Council
Declaring a L ocal Disaster Emergency
P RE S E NT E R(S ): S cott Robson, Town Manager
AC T IO N RE Q UE S T E D O F C O UNC I L: F ormal Action to approve Declaration of E mergency.
B AC K G RO UND: An update about the Town's response to E agle County's S tanding P ublic
Health Order Related to Events and Town of Vail operational changes in an effort to mitigate
spread of C O V I D 19. Review executed Order Declaring a L ocal Disaster E mergency in and for
the Town of Vail, Colorado and consideration of adopting Resolution that addresses extending the
local disaster emergency time-frame.
AT TAC H ME N TS:
Description
Resolution No. 12, Series of 2020
March 13 Order Declaring a Local Disaster Emergency
Virtual Meeting Policy
March 17, 2020 - Page 62 of 68
Resolution No. 12, Series of 2020
RESOLUTION NO. 12
SERIES 2020
A RESOLUTION OF THE VAIL TOWN COUNCIL DECLARING A LOCAL
DISASTER EMERGENCY
WHEREAS, on March 10, 2020, the Governor of the State of Colorado recognized the
COVID-19 pandemic and declared a state of emergency;
WHEREAS, on March 13, 2020, the Town Manager declared a disaster emergency in and
for the Town of Vail, Colorado, pursuant to the Colorado Disaster Emergency Act, C.R.S. § 24 -
33.5-701, et seq. (the "Act"), and Section 13.5 of the Town's Home Rule Charter;
WHEREAS, pursuant to the Act, the Town Manager's unilateral declaration is only
effective for a period of 7 days, and formal action of the Town Council is required to extend the
declaration beyond 7 days; and
WHEREAS, the emergency conditions caused by the COVID-19 pandemic, as defined by
C.R.S. § 24-33.5-702 and the Charter, persist and require additional and sustained action by the
Town.
NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF
VAIL:
Section 1. The Town Manager's March 13, 2020 declaration of a disaster emergency
in and for the Town of Vail, a copy of which is attached hereto, is hereby ratified and extended.
Section 2. The following actions taken, and the following regulations adopted by the
Town Manager pursuant to Section 13.5 of the Charter are ratified and confirmed.
a. Town Manager acts or regulations to ratify, if any.
Section 3. Emergency appropriations necessary to protect health, property or the
public peace may be adopted by emergency ordinance pursuant to Section 9.10(b) of the Charter.
Section 4. Pursuant to C.R.S. § 24-33.5-709(1), this Order shall be given prompt and
general publicity and shall be filed promptly with the Town Clerk, the Eagle County Clerk and
Recorder, and the Colorado Office of Emergency Management.
Section 5. This Declaration shall be effective for 30 days and may be extended or
terminated by additional action of the Town Council.
INTRODUCED, READ, APPROVED AND ADOPTED THIS 17TH DAY OF MARCH 2020.
______________________________
Dave Chapin, Mayor
ATTEST:
____________________________
Tammy Nagel, Town Clerk
March 17, 2020 - Page 63 of 68
ORDER DECLARING A LOCAL DISASTER EMERGENCY IN AND FOR
THE TOWN OF VAIL, COLORADO
WHEREAS, the Colorado Disaster Emergency Act, C.R.S. § 24-33.5-701, et seq.
(the "Act"), provides procedures for statewide and local prevention of, preparation-for,
response to, and recovery from disasters and emergencies;
WHEREAS, pursuant to the Act, an "emergency" is an unexpected event that
places life or property in danger and requires an immediate response through the use of
state and community resources and procedures, and an "emergency epidemic" is cases
of an illness or condition, communicable or noncommunicable, caused by bioterrorism,
pandemic influenza, or novel and highly fatal infectious agents or biological toxins;
WHEREAS, pursuant to C.R.S. § 24-33.5-709, a local disaster emergency may be
declared unilaterally by the principal executive officer of a political subdivision, here the
Town Manager;
WHEREAS, pursuant to Section 13.5 of the Town's Home Rule Charter, in case of
emergency, the Town Manager shall assume the authority to execute any action
necessary for the protection of life and property, including establishing regulations
governing conduct and activities related to the cause of the emergency;
WHEREAS, pursuant to C.R.$. § 24-33.5-709, the declaration activates the
response and recovery aspects of any applicable disaster emergency plans and
authorizes the furnishing of aid and assistance under such plans;
WHEREAS, pursuant to C.R.S. § 24-33.5-709(1) the declaration of a local
emergency shall not be continued beyond a period of 7 days or removed except by action
of the Town Council;
WHEREAS, pursuant to C.R.S. § 24-33.5-709(1 ), any order declaring, continuing,
or terminating a local disaster "shall be given prompt and general publicity and shall be
filed promptly with the shall be filed promptly with the county clerk and recorder, the [town]
clerk ... and with the office of emergency management"; and
WHEREAS, because of the COVID-19 pandemic, which was recognized by the
Governor of the State of Colorado on March 10, 2020, the Town is suffering and has
suffered a disaster emergency as defined in the Act.
NOW, THEREFORE, IT IS HEREBY ORDERED, on this 13th day of March, 2020,
that a disaster emergency is declared in and for the Town of Vail, Colorado, beginning on
this day and ending the March 20, 2020, unless extended by action of the Town Council.
1
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March 17, 2020 - Page 64 of 68
IT IS FURTHER ORDERED that this Order shall be given prompt and general
publicity, filed immediately with the Town Clerk, and a copy of it shall be sent to the Eagle
County Clerk and Recorder as well as to the Colorado Office of Emergency Management.
JJr~b~
Robson, Town Manager
2
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TOWN OF VAIL
REMOTE MEETING POLICY
I. Purpose.
The purpose of this Policy is to specify the circumstances under which meetings
of the Town Council and other Town boards, committees and commissions may be held
without the physical presence of the members, Town staff or the public at the designated
meeting location (a "Remote Meeting").
II. Procedure.
A. General. Remote Meetings are appropriate only in emergency situations
when meeting in-person is not practical or prudent due to a health pandemic or other
emergency.
B. Conditions. Remote Meetings may be held if all of the following conditions
are met:
1. The State of Colorado or the Town or both have declared a state of
emergency.
2. The members can hear one another and can hear or read all discussion
and testimony in a manner designed to provide maximum notice and participation.
3. The public has the opportunity to participate to the greatest extent possible.
4. Hearings on quasi-judicial matters shall only be held with the prior written
consent of the applicant, in which the applicant waives any legal challenge to the
hearing being conducted at a Remote Meeting.
5. All votes shall be conducted by roll call. Each member may vote on all
matters at a Remote Meeting in the same manner as other meetings.
6. Minutes of the meeting shall be taken in the same manner as other
meetings.
C. Determination. The decision to hold a Remote Meeting shall be made by
the Mayor or the chair of the board, commission or committee, and arrangements shall
be made, to the extent possible, to ensure full and timely notice is given to the public.
Notice shall set forth the time of the meeting as well as the fact it will be a Remote
Meeting.
IV. Applicability.
Upon implementation, this Policy will apply to regular and special meetings,
including study sessions, of the Town Council, as well as meetings of other Town boards,
committees and commissions.
March 17, 2020 - Page 66 of 68
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V. Reasonable Accommodation.
The Town shall provide reasonable accommodations and shall waive or modify
provisions of this Policy as necessary to provide disabled individuals full and equal access
to Remote Meetings.
March 17, 2020 - Page 67 of 68
VA I L TO W N C O UNC I L A G E ND A ME MO
I T E M /T O P I C: A djournment 7:55 pm (estimate)
March 17, 2020 - Page 68 of 68