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Home My WebLink About2020-03-31 Agenda and Supporting Documentation Town Council Special Meeting Agenda VAIL TO W N C O U N C IL S P E C IAL ME E T IN G AG E N D A Virtual 3:45 P M, March 31, 2020 Stream the Meeting Live via https://www.highfivemedia.org/live-five O R Join the Meeting as an attendee via https://www.zoom.us W ebinar ID: 948 742 924 Notes: Times of items are approximate, subject to change, and cannot be relied upon to determine what time Council will consider an item. Public comment on work session item may be solicited by the Town Council. 1.Executive Session *Closed to Public* 1.1.Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, regarding: potential deed restricted employee housing sites and current housing developments. 15 min. Presenter(s): Matt Mire, Town Attorney 2.Town of Vail Council Special Meeting to be held virtually 2.1.High Five Link 2.2.Zoom Meeting Link 3.Call to Order by the Mayor 4.Any Action as a result of Executive Session 5.Presentations / Discussion 5.1.Town of Vail C OV I D-19 Operational Updates Presenter(s): Scott Robson, Town Manager 5.2.Emergency Service Updates Presenter(s): Dwight Henninger, Chief of Police and Mark Novak, Fire chief 5.3.Communication Update Presenter(s): Scott Robson, Town Manager and Suzanne Silverthorn, Communication Director 5.4.2020 Event Planning Update Presenter(s): Scott Robson, Town Manager and Mia Vlaar, Economic Development Director March 31, 2020 - Page 1 of 17 5.5.Future Special Meeting Schedule Presenter(s): Dave Chapin, Mayor 6.Action Items 6.1.Resolution No. 13, Series of 2020 A Resolution of the Vail Town Council Establishing the Vail Relief Fund and Directing the Town Manager to I mplement Policies and Procedures for the Proper Administration of the Vail Relief Fund Presenter(s): Kathleen Halloran, Finance Director Background: Town Council to consider a resolution that establishes the Vail Relief Fund and directs implementation of such fund in response to the C OV I D-19 public health crisis in an effort to provide some financial relief to the community organizations. 6.2.Community Development Lobby Remodel Presenter(s): Greg Hall, Public W orks Director Background: The current configuration of the entry and lobby of the community development building allows the general public access to the rear office area with no authorization. The proposed remodel will create a secure lobby and the general public will not be able to access the rear portion of the building. This remodel is important in order to provide a greater amount of security and safety for Town of Vail employees. Two bids were received for this work. Ulf Built is the low bidder and they have a team ready to start the work soon. This is an excellent opportunity to complete this work while most of the community development staff is working remotely. Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, with Ulf Built to complete the Community Development Lobby Remodel is in the amount of, and not to exceed, $81,672. 7.Adjournment 7.1.Adjournment 5:00 pm (estimate) Meeting agendas and materials can be accessed prior to meeting day on the Town of Vail website www.vailgov.com. All town c ounc il meetings will be streamed live by High Five Acc ess Media and available for public viewing as the meeting is happening. The meeting videos are also posted to High Five A cc ess Media website the week following meeting day, www.highfivemedia.org. Please c all 970-479-2136 for additional information. S ign language interpretation is available upon request with 48 hour notification dial 711. March 31, 2020 - Page 2 of 17 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: Executive Session, pursuant to: 1) C.R.S. §24-6-402(4)(b)(e) - to receive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, regarding: potential deed restricted employee housing sites and current housing developments. P RE S E NT E R(S ): Matt Mire, Town Attorney March 31, 2020 - Page 3 of 17 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: High F ive L ink March 31, 2020 - Page 4 of 17 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: Z oom Meeting L ink March 31, 2020 - Page 5 of 17 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: Town of Vail C O V I D-19 Operational Updates P RE S E NT E R(S ): S cott Robson, Town Manager March 31, 2020 - Page 6 of 17 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: Emergency S ervice Updates P RE S E NT E R(S ): Dwight Henninger, Chief of P olice and Mark Novak, Fire chief March 31, 2020 - Page 7 of 17 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: Communication Update P RE S E NT E R(S ): S cott Robson, Town Manager and Suzanne S ilverthorn, Communication Director March 31, 2020 - Page 8 of 17 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: 2020 E vent P lanning Update P RE S E NT E R(S ): S cott Robson, Town Manager and Mia V laar, Economic Development Director March 31, 2020 - Page 9 of 17 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: F uture Special Meeting Schedule P RE S E NT E R(S ): Dave Chapin, Mayor March 31, 2020 - Page 10 of 17 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. 13, Series of 2020 A R esolution of the Vail Town C ouncil Establishing the Vail Relief Fund and D irecting the Town Manager to I mplement P olicies and P rocedures f or the P roper Administration of the Vail Relief Fund P RE S E NT E R(S ): K athleen Halloran, F inance Director B AC K G RO UND: Town Council to consider a resolution that establishes the Vail Relief Fund and directs implementation of such fund in response to the C O V I D-19 public health crisis in an effort to provide some financial relief to the community organizations. AT TAC H ME N TS: Description Funding Criteria Memo Resolution No. 13, Series of 2020 March 31, 2020 - Page 11 of 17 __________________________________________________________________________ Memorandum TO: Town Council FROM: Town Manager team DATE: March 30, 2020 SUBJECT: Vail Relief Funding I. SUMMARY Town Council directed staff to develop a process and criteria for providing relief to Vail businesses and workforce with a total of $500,000 for allocation. II. BACKGROUND Staff recommends partnering with local non-profit 501c.3 organizations to provide relief in the areas of food, shelter and health for the Vail community. These organizations are best suited to provide front line service to community members and businesses. The town already has an online application process available for these organizations to submit a funding request. Staff will include typical criteria such as budget documentation, board member listing, revenue sources / contributors, etc. As directed by Town Council, staff is establishing a Community Support Fund Committee tasked with reviewing applications and allocating these funds. The Committee shall consist of two (2) Town Council members, the Town Manager, Finance Director, Economic Development Director and other Town staff as deemed necessary. The $500,000 will be included in the 2nd reading of the budget supplemental ordinance scheduled for April 7th. Other external resources available to both individuals and businesses will be publicized on the town’s special landing page of our website, including federal and state stimulus programs and unemployment benefits that may be available to help individuals with rent or mortgage, utilities and household supplies. Eagle County also has a link to many resources as well. III. ACTION REQUESTED FROM COUNCIL Staff requests authorization to proceed with an application process with our non-profit partners to provide relief to the Vail community. March 31, 2020 - Page 12 of 17 1 3/27/2020 C:\USERS\TNAGEL\APPDATA\LOCAL\MICROSOFT\WINDOWS\INETCACHE\CONTENT.OUTLOOK\SSUMUZ2A\VAIL RELIEF FUND-R032720 (004).DOCX RESOLUTION NO. 13 SERIES 2020 A RESOLUTION OF THE VAIL TOWN COUNCIL ESTABLISHING THE VAIL RELIEF FUND AND DIRECTING THE TOWN MANAGER TO IMPLEMENT POLICIES AND PROCEDURES FOR THE PROPER ADMINISTRATION OF THE VAIL RELIEF FUND 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 Disas ter 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, 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; and WHEREAS, the Town Council finds and determines that the establishment of a relief fund (the "Vail Relief Fund") is in the best interest of the public health, safety and welfare. NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL: Section 1. The Town Council hereby establishes the Vail Relief Fund, which shall initially be funded with $500,000 from the Town's general fund, which funding shall be evidenced by a budget amendment to be considered by the Town Council on April 7, 2020. Monies in the Vail Relief Fund shall be distributed to nonprofit organizations that are providing assistance to those individuals and businesses in the Town who have experienced hardship as a result of the COVID-19 pandemic. Section 2. The Town Manager is hereby directed to draft and implement policies and procedures for the proper administration of the Vail Relief Fund, to ensure that all monies in the Vail Relief Fund are used for the purposes set forth herein and distributed in an equitable manner. INTRODUCED, READ, APPROVED AND ADOPTED THIS 31ST DAY OF MARCH 2020. ______________________________ Dave Chapin, Mayor ATTEST: ____________________________ March 31, 2020 - Page 13 of 17 2 3/27/2020 C:\USERS\TNAGEL\APPDATA\LOCAL\MICROSOFT\WINDOWS\INETCACHE\CONTENT.OUTLOOK\SSUMUZ2A\VAIL RELIEF FUND-R032720 (004).DOCX Tammy Nagel, Town Clerk March 31, 2020 - Page 14 of 17 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: Community Development L obby Remodel P RE S E NT E R(S ): Greg Hall, Public Works Director B AC K G RO UND: The current configuration of the entry and lobby of the community development building allows the general public access to the rear office area with no authorization. The proposed remodel will create a secure lobby and the general public will not be able to access the rear portion of the building. This remodel is important in order to provide a greater amount of security and safety for Town of Vail employees. Two bids were received for this work. Ulf Built is the low bidder and they have a team ready to start the work soon. T his is an excellent opportunity to complete this work while most of the community development staff is working remotely. 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 Ulf B uilt to complete the Community Development L obby Remodel is in the amount of, and not to exceed, $81,672. AT TAC H ME N TS: Description Council Memorandum March 31, 2020 - Page 15 of 17 To: Town Council From: Public Works Department Date: 03/20/2020 Subject: Community Development Lobby Remodel I. ITEM/TOPIC Community Development Lobby Remodel II. BACKGROUND The current configuration of the entry and lobby of the community development building allows the general public access to the rear office area with no authorization. The proposed remodel will create a secure lobby and the general public will not be able to access the rear portion of the building. This remodel is important in order to provide a greater amount of security and safety for Town of Vail employees. Two bids were received for this work. Ulf Built is the low bidder and they have a team ready to start the work soon. This is an excellent opportunity to complete this work while most of the community development staff is working remotely. III. ACTION REQUESTED OF COUNCIL Authorize the Town Manager to enter into an agreement with Ulf Built to complete the Community Development lobby remodel.+ IV. STAFF RECOMMENDATION Authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, with Ulf Built to complete the Community Development Lobby Remodel is in the amount of, and not to exceed, $81,672. March 31, 2020 - Page 16 of 17 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 5:00 pm (estimate) March 31, 2020 - Page 17 of 17