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HomeMy WebLinkAbout2020-11-17 Agenda and Supporting Documentation Town Council Afternoon Meeting Agenda VAIL TO W N C O U N C IL R E G U L AR ME E TIN G Agenda Virtual 1:00 P M, November 17, 2020 Meeting to be held Virtually (access High Five Access Media livestream https://www.highfivemedia.org/live-five the day of the meeting and visit https://www.vailgov.com/town-council to participate in public comment) 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 any agenda item may be solicited by the Town Council. 1.Executive Session 1.1.Executive Session, pursuant to C.R.S. §24-6-402(4)(f) - to discuss personnel matters, regarding: Town Manager Annual Review 90 min. Presenter(s): Matt Mire, Town Attorney 2.The Afternoon Regular Meeting will reconvene at 2:30 p.m 3.Presentation / Discussion 3.1.Eagle County Public Health Crisis Update 30 min. Presenter(s): Heath Harmon, Eagle County Director of Eagle County Public Health & Environment; and W ill Cook, Vail Health C E O Background: Council will hear from Eagle County Public Health and Environment and Vail Health regarding current health crisis concerns and health order. 3.2.I nclusionary Zoning/Commercial Linkage Fee in Lieu Rate Update and Housing Mitigation Policy Amendments Update 15 min. Presenter(s): George Ruther, Housing Director Action Requested of Council: No action is requested or required at this time. Background: E P S and the Town staff have twice met with the Vail Local Housing Authority to collaborate on a proposed fee in lieu update and housing policy amendments. The purpose of this agenda item is to highlight the discussions to date and inform the Vail Town Council of the progress made. The Vail Local Housing Authority is discussing this matter at the request of the Vail Town Council. 3.3.Guest Experience I nitiatives Updates (2020-2021)15 min. Presenter(s): Mia Vlaar, Economic Development Director and Alison W adey, Vail Chambers and Business Association Action Requested of Council: I nformational only. Background: Update will be presented about Guest Experience I nitiatives related to early season activation, Revely, and Prima Vail (employee guest November 17, 2020 - Page 1 of 140 service training and engagement). 3.4.Municipal Operations Update W inter Season (2020-2021)15 min. Presenter(s): Scott Robson, Town Manager Action Requested of Council: I nformational only. Background: Updates about changes in municipal operations with changing public health orders as well as updates about ski area operations related to the upcoming winter season including transit and communications plan implementation. 3.5.Proposal for Donovan Pavilion Remodel 15 min. Presenter(s): Patty Mc Kenny, Assistant Town Manager; Greg Macik and Luis Vazquez, Architects for Tab Associates; and Laurie Asmussen, Donovan Pavilion Management Company Action Requested of Council: I nformational presentation with council direction requested. Background: Town staff will present the proposal for the Donovan Pavilion remodel project with a review of design and cost estimates. Mechanical work and an addition are proposed for the remodel. The request would include a start date of November 2020 with completion spring of 2021 and include funding in the upcoming supplemental budget ordinance (first reading Dec 1 2020). 3.6.Lessons Learned from Colorado W ildfires. 30 min. Presenter(s): Mark Novak, Vail Fire Chief and Paul Cada, W ildland Program Manager Action Requested of Council: I nformation only Background: The wildfires that occurred in Colorado in 2020 were historic in both their size and impacts on local communities. This presentation will review several of these wildfires and provide recommendations to increase Vail's preparedness and resiliency when wildfires impact the Town of Vail. 3.7.Electric Bike Share Pilot Program Follow Up Discussion 20 min. Presenter(s): Beth Markham, Environmental Sustainability Coordinator and Kristen Bertuglia, Environmental Sustainability Director Action Requested of Council: Provide feedback and direction regarding a future electric bike share program Background: Given the limited budget to implement the e-bike share pilot program, it was a very small and isolated experiment to see if and how an e- bike share system would be utilized in Vail. Overall, staff considers the pilot program a success. Feedback was overall positive and several lessons were learned on implementation of a successful e-bike share program. I mplementation of an e-bike share system can enhance the experience in Vail, supports Vail’s designation as a Silver Bicycle Friendly Community, and is also a carbon mitigating solution that supports the goals of the Town of Vail and Climate Action Plan of Eagle County. Additional data collected through a Phase Two Pilot can better inform implementation a full-scale e- bike share system. Staff Recommendation: Budgeting $75,000-100,000 to implement a Phase Two Pilot Program 4.D R B / P E C Update (5 min.) 4.1.D RB / P E C Update Presenter(s): J onathan Spence, Planning Manager November 17, 2020 - Page 2 of 140 5.Information Update 5.1.V LHA Meeting Minutes October 27, 2020 5.2.A I P P October 5, 2020 Approved Meeting Minutes 5.3.Future Town Council Agenda Topics 6.Matters from Mayor, Council and Committee Reports (10 min.) 7.Recess 7.1.Recess 5:10 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. November 17, 2020 - Page 3 of 140 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 C.R.S. §24-6-402(4)(f) - to discuss personnel matters, regarding: Town Manager Annual Review P RE S E NT E R(S ): Matt Mire, Town Attorney November 17, 2020 - Page 4 of 140 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: Eagle County Public Health Crisis Update P RE S E NT E R(S ): Heath Harmon, E agle County Director of Eagle County Public Health & E nvironment; and W ill Cook, Vail Health C E O B AC K G RO UND: Council will hear from Eagle County Public Health and E nvironment and Vail Health regarding current health crisis concerns and health order. November 17, 2020 - Page 5 of 140 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: I nclusionary Z oning/Commercial L inkage F ee in L ieu Rate Update and Housing Mitigation Policy Amendments Update 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: No action is requested or required at this time. B AC K G RO UND: E P S and the Town staff have twice met with the Vail L ocal Housing Authority to collaborate on a proposed fee in lieu update and housing policy amendments. The purpose of this agenda item is to highlight the discussions to date and inform the Vail Town Council of the progress made. The Vail L ocal Housing A uthority is discussing this matter at the request of the Vail Town Council. AT TAC H ME N TS: Description Inclusionary Zoning Commercial Linkage Fee in Lieu Rate Update Policy Amendment 11172020 November 17, 2020 - Page 6 of 140 To: Vail Town Council Vail Local Housing Authority From: George Ruther, Housing Director Vail Local Housing Authority Date: November 17, 2020 Subject: Status Report - Inclusionary Zoning/c ommercial Linkage Fee in Lieu Rate Update and Housing Mitigation Policy Amendments. 1. PURPOSE The purpose of this memorandum is to present a status report on the progress toward an Inclusionary Zoning/commercial Linkage Fee in Lieu Rate Update and Housing Mitigation Policy Amendments. This fee update and policy amendment action supports the Vail Town Council’s goals, initiatives, and priorities outlined in the Vail Town Council Action Plan 2018 – 2020. Specifically, accommodating the need for housing within the community as the Town Council has determined housing is necessary infrastructure. 2. BACKGROUND The Vail Town Council is the policymaking body of the Town of Vail. The Town Council has expressed an interest in updating the fee in lieu payment rate and amending certain housing policies. For instance, changing the policy for determining the payment rate from the gap in affordability to the actual cost of constructing deed-restricted homes, which would include and adopting residential linkage requirements. As such, proposed changes in policy should first be considered by the Vail Town Council. If the Town Council determines a possible 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 evaluation. The Planning and Environmental Commission will then be charged with forwarding a recommendation on proposed policy implementation to the Vail Town Council for consideration and adoption. On September 1, 2020, the Vail Town Council instructed the town staff and the Vail Local Housing Authority to collaborate with Economic & Planning Systems (EPS), stakeholders, and potentially affected parties to develop and propose policy implementation options and land use regulation amendments. The Town of Vail Housing Department reached out to Economic & Planning Systems, Inc. (EPS) for technical assistance in updating the fee in lieu mitigation rates. EPS is widely recognized as leaders and industry experts in the development of land use policy and regulations based upon economic considerations and impacts. November 17, 2020 - Page 7 of 140 Town of Vail Page 2 3. STATUS REPORT ON PROGRESS EPS and the Town staff have twice met with the Vail Local Housing Authority to collaborate on a proposed fee in lieu update and housing policy amendments. The purpose of this section of the memorandum is to highlight the discussions to date and inform the Vail Town Council of the progress made. The following issues are being discussed in preparation of a proposed recommendation to the Vail Town Council: • Pros, cons and trade offs of determining fee in lieu payment amounts based upon cost of construction and/or free-market sales price of comparable homes. • Applicability in the application of the inclusionary zoning and commercial linkage (i.e. what types of developments should it apply). • Pros and cons of adopting residential linkage requirements for more forms of residential development. • Establishing a priority preference for the various housing m itigation methods (on-site, in- town, land dedication, new dwelling units, deed restrictions, fee in lieu, etc .) • Remaining focused on the Town’s housing objectives and maintaining simplicity in the implementation of the regulations • The relationship of mitigation rate to mitigation method to employee generation rate. • The relative effectiveness of the existing regulations • Peer resort community review The following housing-related polic ies and how they may be implemented within the context of the Town’s land use regulations are being discussed: • On-site versus off -site. • In-town versus down valley . • Preserving housing opportunities for year-round residents through regulatory exclusions, exemptions, or deferrals. • Mitigation rates and percentages. • Prioritized and preferred methods of mitigation with built-in incentives/disincentives (what is the role of fee in lieu?) • Who is responsible for addressing the increased demand for housing as a result of new development? (residential linkage) Summary of Vail Local Housing Authority considerations at this time: • The Authority remains open to evaluating the merits of free-market sales price comparables and actual cost of construction figures. Regardless of the option selected, the method of calculation must be easily updated with the acknowledgment and understanding that such data will trail current market conditions. • The Authority generally believes that inclusionary zoning, and residential linkage if adopted, should be applied more equally. • The consensus of the Authority is that residential linkage should be strongly considered as an additional housing mitigation tool. • The Authority is likely to recommend that prioritized preferences are established for mitigation methods with fee in lieu only av ailable in instances to fulfill a fraction of a November 17, 2020 - Page 8 of 140 Town of Vail Page 3 dwelling unit or employee requirement. The highest priority should be the creation of new dwelling units and/or the transfer of new deed restrictions. • The Authority recommends focusing only on the Town’s housing objectives and maintaining simplicity in the implementation of new regulation to ensure effectiveness. Do not over complicate the process. • The Authority is dedicating additional time to more fully understand the complex relationship between mitigation rate (%) and mitigation method ($). • The Authority believes differential mitigation rates are likely needed when considering on-site to off -site and in-town to down valley. The preference should remain on-site and in-town. • The Authority is continuing to evaluate the trade offs of exemptions, exclusions and deferral opportunities from certain aspects of regulation for year-round residents. 4. NEXT STEPS The Vail Local Housing Authority and the town staff will meet again with EPS on Tuesday, November 24th to continue discussions as they formulate a recommendation to the Vail Town Council. In the interim, however, peer resort interviews are continuing and data collection for fee in lieu calculation considerations is underway. The Housing Department is c urrently on the agenda of the Town of Vail Planning & Environmental Commission (PEC) for a discussion regarding policy implementation options on Monday, December 14th. At this time, it is anticipated Town staff would return to the PEC for a second presentation on Monday, January 11th for a final recommendation of implementation options to the Vail Town Council. In the end, the town staff will return to the Vail Town Council for final decision making and adoption on this policy matter. It is estimated this process will require approximately 60 to 90 days to complete and be ready for implementation in early 2021. November 17, 2020 - Page 9 of 140 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: Guest E xperience I nitiatives Updates (2020-2021) P RE S E NT E R(S ): Mia Vlaar, E conomic Development Director and A lison Wadey, Vail Chambers and B usiness Association 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: Update will be presented about Guest E xperience I nitiatives related to early season activation, Revely, and Prima Vail (employee guest service training and engagement). AT TAC H ME N TS: Description Memo Guest Experience Initiatives 111720 PrimaVail Update November 17, 2020 - Page 10 of 140 To: Mayor and Town Council From: Vail Guest Experience Advisory Group Date: November 17, 2020 Subject: Guest Experience Initiatives Update for 2020-2021 Winter Season 1. SUMMARY The planning committee, represented by the Town of Vail, VCBA and Vail Mountain, will present an overview of the Guest Experience Initiatives which are being launched for the second year. While there are a number of challenges presented by the public health crisis, these initiatives remain compliant with current health orders and requirements. The presentation will include highlights about the following programs: • Revely and early season activations • PrimaVail Guest Service Employee Training • PrimaVail Employee Engagement offerings 2. BACKGROUND The Guest Experience collaboration between the Town and Vail Mountain identified a series of partner initiatives that formed the foundation for ongoing resort-community programs and activities. There were several objectives identified as the basis for the initiatives, as follows: 1. Align town and mountain to provide a seamless world-class experience for our collective vacationing guests 2. Enhance Town of Vail/Vail Mountain Level of Service and Seamless Experience with the continuation of a customer service training program, embracing the foundational work by the Vail Chamber & Business Assoc. and to be made available to all Town of Vail business license holders. 3. Bolster early winter season economy with off mountain guest experiences and traditional and seasonal activation. 4. Ensure broad community stakeholder participation and input Since the August 2018 Town Council and Vail Resorts retreat, the Vail Guest Experience Collaborative Advisory Committee has continued to meet to ensure programming continues and meets the objectives outlined above. November 17, 2020 - Page 11 of 140 Town of Vail Page 2 3. DESCRIPTION OF GUEST EXPERIENCE INITIATIVES PROGRAMMING Early Season Guest Experience Enhancements ▪ Revely: Welcome to the Brilliance of Winter ▪ Vail Apres– A New Vail Tradition Revely: Welcome to the Brilliance of Winter Revely is inspired by the references, phonetic and literal of the words Reveille, Revelry, and Revel, each signifying a start, beginning, and also having association to celebration by dance and festivities. Revely Vail – is our start to winter, celebrated by on and off-mountain experiences and festivities, and symbolic of a season of brilliance. The goal of Revely: Welcome to the Brilliance of Winter is to create early season traditions to enhance the guest experience both on- and off-mountain and to contribute to growing guest visitation year-over-year. Guests will have the opportunity to participate in village activations that complement the more predictable and consistent on-mountain skiing and riding experience due to Vail Resorts’ 2019 investment in snowmaking improvements. The 2020 Revely event offering has been modified to provide outdoors programming to comply with public health orders and will include: • Ice Skating Events at Solaris – Two 15-minute shows every Saturday from November 28 – December 26 • Vail’s Festival of Lights– Storefronts will be decorated with town-provided white lights, villages will feature theatrical lighting vignettes, including a seasonal gobo projection and colorful wash lighting. • The festival of lights will culminate with the first of two holiday tree lighting ceremonies on November 28 in Lionshead • 10th Mountain Parade is being reimagined with the Colorado Ski Museum to celebrate Vail’s legacy and keep this historical and cultural theme alive • Kris Kringle Market in Vail Village • Astronomy Nights • Apres live music in Vail Village and Lionshead Vail Apres – Year two of a New Vail Tradition The goal of Vail Après is to celebrate Vail’s European alpine heritage with a unique and ownable resort ritual that enhances the village experience and creates an emotional connection with our guests as they come off the mountain at the conclusion of the ski day. The daily ringing of the bells has been moved from 3pm to 4pm to better accommodate businesses and guests and to announce the beginning of Vail Après. Ambient live music has been added in several outdoor locations to provide a sensory, festive, celebratory environment. The Advisory Committee is acquiring several automated bells to be placed in key locations in the villages to being the daily bell ringing for Vail Apres. Bells will ring across the clock towers and bells in the villages will chime in unison, celebrating the legacy of Vail and symbolizing the beginning of an elevated Vail Après experience. November 17, 2020 - Page 12 of 140 Town of Vail Page 3 Community Guest Service Training The goal of the guest service training program is to enhance the level of service by creating a seamless community-wide guest experience by training employees in the town with a common philosophy, language, and manner to interact with our guests. Employees will learn how to connect with guest emotions to make a lasting impression, using interactive tips and Vail-specific guest interactions. This seasons format has been adapted to online and the content is expanded to support employees in helping guests safely navigate within the Vail community in light of the current public health precautions. Employee Engagement Programming The goal of the employee engagement program is to draw upon the foundational work of the Vail Chamber and Business Association’s ambassador program, which supports and encourages “community” among employees, focusing on education, social opportunities and employee recognition and rewards. This programming remains fluid and will be confirmed as public health orders would allow. • Employee education – Community Tour & Vail History Seminar • Employee social events • Recognition program November 17, 2020 - Page 13 of 140 VAIL GUESTEXPERIENCE INITIATIVES FALL UPDATE 11.17.20 November 17, 2020 - Page 14 of 140 PURPOSE The Guest Experience Collaborative Advisory Committee continues with the following Initiatives and Programming for Year Two: Winter Season 2020-2021: 1.Align Town of Vail and Vail Mountain to provide a Seamless Guest Experience 2.Bolster early winter season economy with off-mountain guest experiences and traditional and seasonal activation. 3.Enhance Town of Vail/Vail Mountain Level of Service and seamless guest experience with the continuation of a community guest service training curriculum (embracing the foundational work by the Vail Chamber & Business Association and to be made available to all Town of Vail business license holders. 4.Ensure broad community stakeholder education and input. November 17, 2020 - Page 15 of 140 PROGRESS UPDATE 1.Early Season Guest Experience •Revely Vail •Magic of Lights •Vail Après / Ambient Music 2.Community Guest Service Training •Content &Curriculum 3.Employee Engagement •Programming Calendar November 17, 2020 - Page 16 of 140 REVELY VAILEARLY SEASON ACTIVATION VisionVail’s welcome to the brilliance of winter. Enhance early season, shifting focus to smaller, outdoor offerings. ConceptContinue early season activations, focusing on smaller, outdoor offerings Community Support &Awareness:•Marketing/Communications plan •Merchant recommendations andideation •DiscoverVail.com content •Partner communication plan Events Include: -Tree Lighting -Vail Après Ambient Music -Kick off to Magic of Lights -Ice Skating Shows -Virtual Alpine Arts Project -More RevelyVail.com November 17, 2020 - Page 17 of 140 VAIL APRÈSCONTINUING THE TRADITION VisionContinue homage to Vail’s European alpine heritage and liven up thevillage core and guest-experience.Focus on outdoor celebration and message time change to 4pm. ConceptAt 4PM each day, the villages and mountain come together to celebrate the legacy of Vail. The clock towers in the villages chime,bells ring across the mountain and in the village, celebration of the end of your day of adventure on the mountain. Community Enablement/Support:•Businesses to use bells they were given last season•Electronic Bells Sounds to be setup in each Village •Vision statement &purpose •Merchant recommendations and ideation •Partner communication plan November 17, 2020 - Page 18 of 140 Guest Service Curriculum (November -January)•Collaboration with VCBA on an integrated calendar ofprograms •Content revisions to include Environmental, Mental Health and COVID communication Employee Engagement Programming (December -January)•Employee education –Community Tour & Vail History Seminar•Employee social opportunities •Recognition program •Leadership Forums •Communications plan PRIMAVAIL TRAINING & EMPLOYEE ENGAGEMENT November 17, 2020 - Page 19 of 140 Guest Service Training: Noon start time. 90 minutes via Zoom. •Thursday, November 19 •Thursday, December 3 •Thursday, December 10 •Thursday, December 17 Walking Tours / Vail History101 9:30 -11 a.m. Leaving simultaneously from Vail and Lionshead Welcome Centers. In person, 10-person maximum per tour, socially distanced, masks required. •Tuesday, December 1 •Tuesday, December 8 •Tuesday, December 15 Sign up today at PrimaVail.com PRIMAVAIL TRAINING & EMPLOYEE ENGAGEMENT November 17, 2020 - Page 20 of 140 COMMUNICATION PLAN &MILESTONES Community Awareness Campaign •Press Release •Partner communication outlets –VCBA, TOV, Vail Mtn,etc. •Organic & Paid placements –Newspaper, Social, Web •VEAC & VLMD Sessions •Annual meetings & season kick-offs •Business Toolkit: VIEW TOOLKIT November 17, 2020 - Page 21 of 140 Virtual Guest Service Training #111/19/20 Virtual Guest Service Training #212/3/20 Virtual Guest Service Training #312/10/10 Leadership Forum #1 TBD Guest Service Training #5 TBD Walking Tour/History 101 #112/1/20 Employee Appreciation #1 TBD VAIL APRÈS PROGRAM CONCEPT 2020 TIMELINE Virtual Guest Service Training #412/17/20 Walking Tour/History 101 #212/8/20 Walking Tour/History 101 #312/15/20 Walking Tour/History101#4TBD Employee Appreciation / Sustainability TBD Employee Appreciation #2 TBD REVELY VAIL November 17, 2020 - Page 22 of 140 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: Municipal Operations Update W inter S eason (2020-2021) 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: I nformational only. B AC K G RO UND: Updates about changes in municipal operations with changing public health orders as well as updates about ski area operations related to the upcoming winter season including transit and communications plan implementation. AT TAC H ME N TS: Description Memo Municipal Operations 111720 November 17, 2020 - Page 23 of 140 To: Mayor and Town Council From: Town Manager’s Office Date: November 17, 2020 Subject: Municipal Operations Update Winter Season 2020-2021 I. PURPOSE The purpose of the memo is to provide updates to a number of the town’s municipal operations for upcoming winter season, 2020 -21. Town staff continue to monitor public health orders and impacts on its municipal services. As the town prepares for the upcoming winter, staff will plan for the ability to react quickly in its municipal operations in order to comply with revisions to public health orders as the state of the COVID cases changes in coming months. ▪ Municipal Offices Operational Changes in response to Public Health Orders (Orange-High- Risk) ▪ Transit Guidance Update ▪ Ski Area Guidance Plan & Status ▪ Vail Winter Messaging (Communications Campaign) III. MUNICIPAL OPERATIONS UPDATES Municipal Offices Operational Changes in response to Public health orders (Orange-high- Risk) In response to the recent discussions about changing the Eagle County’s COVID risk meter assessment to the orange / high risk category, the Town of Vail is making additional adjustments to its non-essential operations effective Monday, Nov. 16. Town employees across departments have been asked to work remotely as much as possible and will offer service with those in need though phone and/or online platforms. All essential services, including transit, library, welcome center, building inspections, parking sales and police and fire will operate uninterrupted. Face coverings are required to access all interior public spaces and an outdoor mask zone has been established in the core village areas. For a complete listing of the status of Town of Vail operations, please check www.vailgov.com Transit Guidance Update The Colorado Department of Public Health and Environment (CDPHE) has released draft updated guidance for public transportation providers across the State and Eagle County transit providers including Vail have provided input. In short, the revised guidance from the State will continue to include a mask mandate on buses and provide capacity guidance on buses to 50%. Assuming significant skier visitation this winter, this 50% capacity limit poses a major challenge for Vail’s transit system to effectively implement during peak periods this winter. November 17, 2020 - Page 24 of 140 Town of Vail Page 2 Vail Transit is making every effort to transport passengers in a safe and efficient manner using guidance provided by the Colorado Department of Public Health and Environment. Some of the Covid-19 measures Vail Transit will be implementing this winter include: • Face coverings are required to be in use at all times by drivers and passengers (2 years old and older); remember to cover your nose and mouth. • Complimentary face coverings are available on the bus to ensure compliance. • Face coverings are required to be worn at all transit stops when others are present. • Plexiglass partitions are in place to separate drivers from passengers with primary loading and unloading via the rear doors. Access remains available through the front doors for ADA when needed. • Passengers are asked to be respectful of others by creating physical separation between non-related parties to the extent possible. • Rider capacity will vary at any given time due to multiple stops for loading and unloading. • To accommodate passenger demand , extra buses will be in service during peak times including Friday-Sunday on the busiest outlying routes, East Vail and West Vail South. • Vail has pioneered use of a microbial reduction system on all buses. The continuous, chemical-free system complements the town’s additional cleaning protocols to provide wide - ranging environmental protections. Interior surfaces are disinfected nightly. State of Colorado Ski Area Guidance Plan Guidance for Colorado ski areas and resorts for operations during the public health crisis has been addressed by the Colorado Department of Public Health and Environment and the Colorado State Emergency Operations Center. See the link below which addresses this information: Link: https://covid19.colorado.gov/safer-at-home-in-the-vast-great-outdoors/guidance-by- sector/ski-areas-and-resorts Vail Winter Guest Communications Campaign A coordinated guest facing communications campaign is being developed by town staff in partnership with Vail Mountain and Vail Chamber & Business Association, with content incorporated from Eagle County's community-focused communications campaign. The goal of the campaign is to provide consistent, communitywide messaging in order to educate and prepare our guests both prior to arrival and when in resort for pand emic related requirements November 17, 2020 - Page 25 of 140 Town of Vail Page 3 and winter operational changes. The campaign will include extensive signage within the villages and will be supported by an on -street presence by Vail Guest Service Advocates, who will provide wayfinding, answer questions, and troubleshoot any challenges our guests and residents face due to pandemic-related health orders. Community and guest messaging will be available online via Vail's winter business toolkit, which will be easily accessible with the goal to clearly communicate requirements and set expectations in order to minimize unexpected obstacles and deliver a safe and successful ski season from start to finish for everyone. • https://www.DiscoverVail.com/WinterToolKit including resources, both digital and printable, for businesses, employees, and community members Vail.com Mountain Experience webpage describes process related to on mountain activities and services: https://www.vail.com/explore-the-resort/about-the-resort/winter-experience.aspx November 17, 2020 - Page 26 of 140 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: Proposal for Donovan P avilion Remodel P RE S E NT E R(S ): P atty Mc K enny, A ssistant Town Manager; Greg Macik and L uis Vazquez, A rchitects for Tab A ssociates; and L aurie A smussen, Donovan P avilion Management Company AC T IO N RE Q UE S T E D O F C O UNC I L: I nformational presentation with council direction requested. B AC K G RO UND: Town staff will present the proposal for the Donovan Pavilion remodel project with a review of design and cost estimates. Mechanical work and an addition are proposed for the remodel. The request would include a start date of November 2020 with completion spring of 2021 and include funding in the upcoming supplemental budget ordinance (first reading Dec 1 2020). AT TAC H ME N TS: Description Memo Donovan Pavilion Remodel 111720 Design Plans Tab Associates 111720 November 17, 2020 - Page 27 of 140 To: Mayor and Town Council From: Public Works and Finance Department and Town Manager’s Office Date: November 17, 2020 Subject: Proposal for Construction Dates and Funding for the Donovan Pavilion Remodel I. PUROPOSE The purpose of the memo is to present a request that the remodel and addition to the Donovan Pavilion begin in November 2020 vs. waiting until spring of 2021. II. BACKGROUND Donovan Pavilion opened to the public in 2003 and has seen continued use over the years for both community functions and private events. It has been a very popular and successful venue for weddings and nonprofit programming (Vail Symposium Bravo! Vail) in recent years. There have been discussions occurring about the need for some mechanical upgrades and since the facility has been seventeen years in use, staff proposes this capital maintenance should occur sooner than later. III. DISCUSSION Objectives Town Staff in conjunction with the Donovan Pavilion Management Company have identified several goals to accomplish with the remodel and addition of square footage at the Donovan Pavilion. They are as follows. • Enlarge the kitchen area to allow more preparation room for the caterers. • Replace the existing east air handler with a new system that will be a much quieter unit. • Enlarge the storage room to allow access to the tables and chairs without having to remove all the contents. • Provide an appropriate office space that moves the current office (in the closet space) as part of the additional square footage that will also serve as a “bride’s room” that is desperately needed as part of the wedding use that is so popular. Design and Pricing TAB Associates (Architect firm) was hired to complete the design of an approximately 700 square foot addition. The plans are complete (attached), and staff would be ready to proceed with the project immediately, if approved. The project is currently out to bid by local contractors. The total estimated project cost is $1,277,207 with soft costs at $178,000 and total construction costs estimated at $1,099,207. A good portion of the expenditures is November 17, 2020 - Page 28 of 140 Town of Vail Page 2 related to the improvements that will be made to the mechanical system for the facility. This upgrade will improve both the noise from the current mechanical system as well as some energy efficiencies. And finally, there are some soft costs that will make improvements to the IT infrastructure related to security and overall operations of the IT equipment. Proposed Construction Schedule There have been substantial impacts to the utilization of the venue because of the public health crisis and restrictions. Currently the last booking at the pavilion is this month, November, with nothing else booked until March 2021; bookings into April and summer months are beginning to be very positive. Staff suggests there is a window available from November 2020 to March 2021 in which this project could be completed. The Management Company would support such timing on the construction if it were supported by council as well. It would seem an almost opportune time to close the facility in November while business is nonexistent and complete the remodel by spring to be ready for the 2021 season. Funding The total Project Budget is $1,277,207, and if approved to proceed this year, the funding would be included in the December supplemental budget ordinance (first reading Dec 1). IV. ACTION REQUESTED OF COUNCIL Authorize the Town Manager to enter into an agreement with the contractor chosen in a form approved by the Town Attorney in the amount of, and not to exceed, $1,277,207. November 17, 2020 - Page 29 of 140 November 17, 2020 - Page 30 of 140 November 17, 2020 - Page 31 of 140 November 17, 2020 - Page 32 of 140 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: L essons L earned from Colorado W ildfires. P RE S E NT E R(S ): Mark Novak, Vail Fire Chief and P aul Cada, W ildland P rogram Manager AC T IO N RE Q UE S T E D O F C O UNC I L: I nformation only B AC K G RO UND: The wildfires that occurred in Colorado in 2020 were historic in both their size and impacts on local communities. This presentation will review several of these wildfires and provide recommendations to increase Vail's preparedness and resiliency when wildfires impact the Town of Vail. AT TAC H ME N TS: Description Colorado W ildland Fire Lessons Learned November 17, 2020 - Page 33 of 140 Lessons Learned from the East Troublesome and other 2020 Fires Mark Novak-Fire Chief Paul Cada-Wildland Program Manager November 17, 2020 November 17, 2020 - Page 34 of 140 East Troublesome Fire Progression Town of Vail | Vail Fire and Emergency Services 11/17/2020 •Started Mid Day Oct 14th-Over 400 acres by nightfall •Oct 20th-Blowup and column collapse 100,000 acres of growth •Fire spotted across the continental divide November 17, 2020 - Page 35 of 140 Fire Conditions •Drought •High winds accelerated by fire activity •Many fuel types-this was not a beetle kill problem Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 36 of 140 Incident Response •MAMA •State Surge •Management with multiple Type 1 teams (Granby and Estes) •Scarcity of resources Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 37 of 140 Lessons Learned From Troublesome and Other Fires Town of Vail | Vail Fire and Emergency Services 11/17/2020 •Evacuation •Business Impacts •Post fire recovery •Environmental Impacts November 17, 2020 - Page 38 of 140 Damages and Community Impact •1000’s of homes evacuated •366 Homes destroyed and many more damaged •2 citizen fatalities Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 39 of 140 Recovery •Debris removal •Permit capacity •Construction capacity •Reserve housing stock? Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 40 of 140 Potential Loss in Vail? Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 41 of 140 Risk of Catastrophic Fire in Vail Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 42 of 140 Secondary Impact Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 43 of 140 Secondary Impact Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 44 of 140 Scarcity of Resources Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 45 of 140 2020-Historic Anomaly or The Future? •20 of the largest fires in Colorado history occurred in last 20 years •15 of the 20 largest fires have occurred since 2010 •11 of the 20 largest fires have occurred since 2015 •9 of the 20 largest fires have occurred since 2018 •3 of the 5 largest occurred in 2020 Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 46 of 140 Safe and Effective Response -2020 Wildland Fire Assignments •Fawn Creek •Wolf •Pine Gulch (x2) •Grizzly Creek •Ruby Creek •Cameron Peak (x4) •Eby Creek •Deep Creek •4-Eagle •East Troublesome Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 47 of 140 CWPP implementation Goal -Reduce Risk of Wildland Urban Disaster •Build/maintain ignition resistant structure -WUI Code -HIZ Vegetation Mgmt •Implement Fuels Reduction Projects -Lower Gore Creek -Middle Gore Creek -Lower Vail Mtn -Deer Underpass -Elliott Ranch Goal-Decrease Probability of High Severity Wildfire •Mill Creek Drainage •Game Creek •East Vail Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 48 of 140 How Do We Build Resiliency in Vail Home Hardening Home Ignition Zone Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 49 of 140 Building Codes and Mandatory Vegetation Management are Necessary Town of Vail | Vail Fire and Emergency Services 11/17/2020 •Ignition resistance vs. scenic screening November 17, 2020 - Page 50 of 140 CWPP implementation Wildland Program •Increase capacity •Improve retention •Planning capacity Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 51 of 140 How Long Do We Have? •Aggressive CWPP Implementation •Wildland program staffing •Wildland module? •Wildland Urban Interface Code Amendments •Required HIZ vegetation management •Address potential regulatory challenges proactively Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 52 of 140 Questions? Town of Vail | Vail Fire and Emergency Services 11/17/2020 November 17, 2020 - Page 53 of 140 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: Electric B ike Share Pilot P rogram F ollow Up Discussion P RE S E NT E R(S ): B eth Markham, E nvironmental Sustainability Coordinator and Kristen B ertuglia, Environmental S ustainability Director AC T IO N RE Q UE S T E D O F C O UNC I L: Provide feedback and direction regarding a future electric bike share program B AC K G RO UND: Given the limited budget to implement the e-bike share pilot program, it was a very small and isolated experiment to see if and how an e-bike share system would be utilized in Vail. Overall, staff considers the pilot program a success. F eedback was overall positive and several lessons were learned on implementation of a successful e-bike share program. I mplementation of an e-bike share system can enhance the experience in Vail, supports Vail’s designation as a S ilver Bicycle Friendly Community, and is also a carbon mitigating solution that supports the goals of the Town of Vail and Climate A ction Plan of E agle County. Additional data collected through a Phase Two P ilot can better inform implementation a full-scale e-bike share system. S TAF F RE C O M M E ND AT IO N: Budgeting $75,000-100,000 to implement a Phase Two P ilot P rogram AT TAC H ME N TS: Description E-Bike Share Pilot Program Results Memo E-Share Pilot Program Results Presentation November 17, 2020 - Page 54 of 140 To: Vail Town Council From: Environmental Sustainability Department Date: November 17, 2020 Subject: Community Electric Bike Share Pilot Program Update I. Purpose The purpose of this memo is to provide results to the Vail Town Council on the 10 -week electric bike share pilot program (July 1 – September 9, 2020) and staff recommendations on a future electric bike share program. II. Background A bike share program has the potential to contribute to the Town Council goals of elevate the experience and sustainability, as well as compliment the Sustainable Destination project. An e-bike share system could support the following goals and objectives of the adopted Environmental Sustainability Strategic Plan: Goal #6 – Reduce the environmental impact of transportation by supporting efforts within the Eagle Valley to decrease total Vehicle Miles Traveled (VMT) by commuters and guests by 20% by 2020. Objective #3 - Increase bicycle use and alternative low impact modes of transportation. An e-bike share program also supports the recommendation of the Eagle County Climate Action Collaborative (CAC) Transportation Committee, to implement a regional electric bike share program as an effective means to reduce transportation related greenhouse gas emissions, and the goals of the CAC Plan which Town of Vail adopted in 2017: • 25% reduction in greenhouse gas emissions by 2025 • 80% reduction in greenhouse gas emissions by 2050 In Eagle County and the Town of Vail, transportation is the greatest contributor to greenhouse gas emissions. Eagle County residents commute an average of 40 miles per day, which is twice the distance of the average American. The Climate Action Collaborative of Eagle County (CAC) identified that transportatio n related greenhouse gas emissions could be reduced by 17% (235,000 metric tons) if Eagle County residents commute twice a week in manner other than driving a personal vehicle, including telecommuting, biking, carpooling, and taking the bus. The CAC conducted a commuter survey during the first quarter of 2020 that provides insight into November 17, 2020 - Page 55 of 140 Town of Vail Page 2 barriers to commuting to and from work in a manner other than using personal vehicles. The CAC shared Vail specific data. Residents were asked what the top intervention would most impact their decision to leave their vehicle at home twice a week. The highest response, with 35% of responses, indicated that owning an e-bike was the top intervention that would allow Vail residents to leave their vehicle at home. When residents were asked about barriers that prevent bike usage to work, the top response with 58% of Vail respondents, was “I don’t have an e- bike.” The commuter survey indicates that e-bikes are a micro-mobility solution that the public is interested in utilizing to commute differently. III. E-Bike Share Pilot Program Objective In February 2020, a Request for Proposals (RFP) was released for an electric bike share service provider to provide a short-term pilot to test a micro-mobility transportation alternative to driving or taking the bus for shorter commutes. The contract was awarded to Bewegen Technologies in March of 2020. Bewegen implemented and operated a turn-key e-bike share system as a 10-week pilot program, including 12 e-bikes. Bewegen provided the bikes, infrastructure, all related services including website and mobile app development, data management, maintenance, charging, re-balancing and daily cleaning and disinfecting of the bikes and stations. Six stations were established in areas with high residential populations in Vail and two stations near, but not in, Vail Village and Lionshead. A temporary station was set up at Ford Park. The pilot program ran from July 1 – September 9, 2020. For additional details of the bike share operations and logistics, please refer to Appendix A. The objective of the electric bike share pilot program was to discover whether an e-bike program is an appropriate community service in Vail. The program was designed to provide a flexible, micro-mobility transportation option for local residents and employees in Vail to supplement existing public transit systems, ease parking and traffic congestion, and improve livability, reduce carbon, and encourage a healthy lifestyle through green commuting. Electric bike share systems serve residents and employees for short commutes from Point A to Point B while running errands, going to work, or attending social events rather than driving personal vehicles. They allow users to arrive faster, easier, and more efficiently than taking personal pedal bikes with the need to transport, lock and ride home at the end of the day. E-bikes also allow for transition from bus or carpool to get to and from final destinations, assisting in first-last mile challenges. The program was not intended as competition with local bike shops renting bikes and e-bikes to visitors for longer periods of time from half day to multi day rentals. In fact, e-bike share programs are often introductions to e-bikes for an average user, who then purchases an e-bike from a local vendor. The 10-week pilot program sought to provide valuable insight into the following questions: • how a micro-mobility system could be utilized in town, • whether it is a feasible transportation solution for local residents and employees, and • if the Town of Vail community is interested in adoption of a full-scale e-bike share system. IV. Initial Feedback, Challenges and Solutions At the onset of the pilot program implementation, both positive and constructive feedback was received by users of the system and local bike shops. Positive feedback from users regarding their experience using the e-bike share includes that it is easy and fun to use, a great service added to the community, and easily accessible from user neighborhoods. Additional comments include users not having to worry about taking their November 17, 2020 - Page 56 of 140 Town of Vail Page 3 expensive bike to get around town and they can park, lock and forget about the e-bikes. Others commented that they love the basket to carry items. Anytime a new system with advanced technology is implemented, there are bound to be kinks to work out and one great reason to launch a pilot program to discover any issues and work through them prior to exploring a full-scale e-bike share program. The challenges at the onset of the program included: • Dead batteries • Shut off zones • User friendly experiences and challenges with the mobile app and unlocking bikes • Local bike shop concern over rental competition • Improper docking Given the feedback several changes were initiated within the first two weeks of the program. After the changes were implemented, call volume with complaints and issues decreased substantially. To reference the initial challenges and solutions implemented, please reference Appendix B. V. Budget The contract awarded to run the electric bike share pilot program for 10-weeks was for $25,000. Revenues were to be split between Bewegen (75%) and Town of Vail (25%). The E -bike share pilot generated about $3,000, which is about 25% less income than expected. Due to the number of challenges users experienced with properly docking and/or checking out bikes, Bewegen provided several refunds. To reference the full budget please refer to Appendix C. VI. Pilot Program Statistics Program statistics for the duration of the 10-week pilot program are as follows: • 518 rides (longer than 30 seconds) • 2,062.8 miles ridden total • Median trip length: 4.48 miles • Median ride time (excluding overnight usage): 29.87 minutes • 80% of trips we re under 60 minutes • Trips per bike per day: 0.61 o This is in line with the national average for small bike share programs November 17, 2020 - Page 57 of 140 Town of Vail Page 4 Membership Stats • 306 users have downloaded the app • 189 unique users have at least one ride • 40% of users are Eagle County residents • 29% have a Colorado address (outside Eagle County), some presumed to be 2nd homeowners • 31% have an out of state address • 294 users are Pay as You ride members • 12 users registered for Monthly Membership • Average customer cost per ride- $5.55 Origin-Destination Stats Most Popular Station Origin-Destination Number of Trips Vail Village Parking Structure-Pitkin Creek 42 Vail Village Parking Structure-Vail Village Parking Structure 42 Pitkin Creek-Vail Village Parking Structure 32 Library-Library 32 Donovan Park - Donovan Park 30 VII. User Survey Results 108 176 116 38 32 15 13 5 38 0 50 100 150 200 less than 15 15-30 30-45 45-60 60-75 75-90 90-105 105-120 More than 120Number of TripsTrip Duration (minutes) Trip Duration Number of Trips Destination Origin Donovan Pavilion Ellefson Park Ford Park - Temp station Library Pitkin Creek Bus Stop Vail Village Parking Structure West Vail Mall Grand Total Donovan Pavilion 30 1 20 1 16 3 71 Ellefson Park 23 5 10 2 40 Ford Park - Temporary station 5 1 6 Library 15 3 1 32 26 14 5 96 Pitkin Creek Bus Stop 1 11 28 32 2 74 Vail Village Parking Structure 25 8 2 15 42 42 8 142 West Vail Mall 11 2 7 1 7 12 40 Grand Total 82 37 8 90 98 121 33 469 November 17, 2020 - Page 58 of 140 Town of Vail Page 5 A survey was circulated regarding the e-bike share pilot program. With input from Town of Vail staff, Bewegen created and distributed a survey to all users who had registered. In addition, the survey was distributed through Town of Vail communication outlets. The survey was open for two weeks following the conclusion of the pilot program. Below are highlights from the survey. Did you use the Bewegen Vail e -bike share program this summer? Of the 52 respondents, 80.77% utilized the bike share program this summer, while 19.23% did not utilize the bike share. Those who did not use the system likely participated in the survey to provide input on challenges experienced trying to use the system or to offer reasons they did not attempt to use the system. Why didn’t you use the Bewegen Vail e-bike share system this summer? November 17, 2020 - Page 59 of 140 Town of Vail Page 6 The primary reason for not using a bike included under “other” was the user was not able to unlock the bike. The secondary reason was that bikes were not available at the station. When asked to clarify the technical difficulties users had with the bike share system, respondents indicated they had difficulties unlocking the bike. Unlocking the bikes was the greatest source of frustration and challenge for users. The geofenced system implemented required users to lock and unlock the secondary lock on the bike, which proved to be a challenge for some users. If a full-scale e-bike share system is pursued, staff recommends utilizing physical docking and charging stations for most of the stations, which will eliminate the use of the secondary lock usage when checking out, unlocking, and re-docking bikes. In addition, staff recommends improved instructions on how to unlock the bikes at each station as well as on the mobile app. Would you use the Bewegen Vail e-bike share system again? November 17, 2020 - Page 60 of 140 Town of Vail Page 7 76.47% of users indicated that they would use the Bewegen Vail bike share system again. An e- bike share program is not going to be for everyone and those who responded they would not use it again likely experienced a challenge with the system. If a full-scale e-bike share program is considered, the lessons learned from the pilot will inform the specifics of the full-scale program in order to ensure specific challenges are addressed prior to a launch. What situation describes you most? Of the respondents, 80.77% indicated they were full or part-time Town of Vail or residents of Eagle County and 21.15% were visitors/tourists. The goal of the program was for residents and employees to utilize the bike share system, which proves to be the majority of those who did use the system. November 17, 2020 - Page 61 of 140 Town of Vail Page 8 How would this/these trips have been made without using the bike share program? Of the respondents, the highest percentage of responses (37.25%) indicate that the e-bike share system replaced the use of their personal vehicle. One of the goals of the pilot program was to determine if an e-bike share program was an effective micro-mobility solution that could get people to commute differently than taking a personal vehicle. What was the purpose for your trip? 58.80% 41.20% 0%10%20%30%40%50%60%70%80%90%100% Commuting (Errands, Work, Social Engagements) Recreation November 17, 2020 - Page 62 of 140 Town of Vail Page 9 The intention of the e-bike share pilot was for residents and employees to utilize the e-bikes to commute shorter distances for work, errands, and social engagements. 58.8% of respondents indicated the purpose of the trip was for commuting purposes while 41.2% indicated the trip was for recreational purposes. If a full-scale e-bike share program is pursued in Vail, greater education and outreach will be provided on the differences between e-bike share programs and bike rentals and encourage the use of the e-bike share as an alternative commuting option while promoting local bike shops for e-bike rentals for longer experiences and recreational purposes. What did you like most about your experience (check all that apply)? The two highest rated responses indicate respondents enjoyed the electric assist provided by the bikes and the ease in riding up hills and going long distances that the e-bikes provided. This is one indicator that the electric assist of e-bikes is popular among users. When asked how the experience could be improved, a variety of open-ended responses were included. General themes are below: • Improve the locking/unlocking system • Improve the signage and instructions for using and properly docking the bikes • Add beverage holder and bigger baskets • Increase number of stations available • Provide additional physical charging stations • Ensure tires are fully pumped • Increase the number of bikes available at each station • Option to leave bikes anywhere without being charged • Bikes that have gears, are faster, and/or have more power • Having stations in the Villages so that there is a place to dock when users are eating or shopping • Better lights for night-time riding • Offer discounts for locals November 17, 2020 - Page 63 of 140 Town of Vail Page 10 When asked where users would like to see additional stations added, most common responses included: • West Vail- Intermountain, Chamonix and West Vail Fire Station • East Vail- Booth Falls bus stop, Bighorn Park and Vail Racquet Club • Vail Village, Solaris and Lionshead Village • Throughout Eagle County- Minturn, Eagle-Vail, Avon, and Edwards Additional comments include: • “E-bikes are a great way to cruise around the Town, make shopping and dining easy.” • “Improve customer service and have a local customer service rep to help assist with issues.” • “Thanks to Vail for taking on this pilot. I hope if we move forward with a full-scale bike share, Bewegen guarantees a much higher level of service and responsibility for their bikes.” • “To ensure bikes are in prime condition when customers pick them up.” • “More bikes! Often weren't available in East Vail (where we live) so it was difficult to plan around using them” • “The app wasn't the easiest, but I figured it out. I wish there were stations in the Village and Lionshead. They are pretty heavy and clunky but otherwise easy. Gears would be nice. Companies should encourage their use by sponsoring a membership similar to a bus pass. Otherwise I'm impressed that Vail is taking the initiative, way to go! Should also be a valley-wide program to really make it work.” VIII. Bike Shop Survey Feedback Staff distributed a survey to all bike shops in Vail to get their perspective on whether the e-bike share pilot impacted their operations this summer and their opinion on a potential e-bike share program in the future. Four bikes shops responded to survey. • 75% of respondents (3 respondents) did not experience any operational disruptions due to bike share program. 25% of respondents (1 respondent) did experience operational disruptions due to the e-bike share program. They witnessed usual guests who typically rent from them using the e-bike share system instead. November 17, 2020 - Page 64 of 140 Town of Vail Page 11 75% of bike shops selected “maybe” to considering supporting an e-bike share system in Vail, 25% do not support a full-scale program in Vail. 25% of bike shops are willing to participate at a roundtable to discuss opportunities and challenges and 75% selected “maybe”. Please note question number 4 provided options for availability to schedule the meeting. November 17, 2020 - Page 65 of 140 Town of Vail Page 12 75% of bike shops selected that they may be interested in partnering with the Town of Vail to implement a bike share in the future; 25% of respondents are not interested in pursuing a partnership with the Town of Vail to implement a bike share program. Question six requested any additional feedback or comments about the e-bike share pilot program or a potential full-scale program in Vail. No additional comments were provided. IX. Discussion Given the limited budget to implement the e-bike share pilot program, it was a very small and isolated experiment to see if and how an e-bike share system would be utilized in Vail. Overall, staff considers the pilot program a success for the following reasons: • The e-bike share system was utilized. • Ridership numbers and feedback that bikes were often unavailable to check out indicate that e-bikes are in demand. • Majority of riders were Vail and Eagle County residents. • The e-bike share program was utilized primarily for commuting purposes. • Results indicate that residents are interested in using the e-bike system and that e-bike share systems can be an effective micro-mobility solution in Vail. • The pilot program shed light on challenges associated with an e-bike share program. These challenges and lessons learned about implementation and operations of an e- bike share will provide valuable insights and inform future potential bike share programs. Feedback received and lessons learned during the pilot program will inform implementation, operations, maintenance and user education for consideration of a full-scale e-bike share program. Criteria for a full-scale e-bike share will include: • A system that is easy to use, including ease of unlocking, checking out, and re-docking bikes • Education and outreach on the purpose of bike shares • Clear instructions at each station on how to check out, utilize, and return bikes. • Bikes that have ample battery life and power to be effective in the Vail Valley. • Bikes that are clean and well maintained, with fully charged batteries and tires with appropriate air pressure. • More physical docking and charging stations available. November 17, 2020 - Page 66 of 140 Town of Vail Page 13 • Adequate number of stations and ample fleet of bikes at each station that are well distributed throughout Vail. • A mobile app and website that are easy to use, provide accurate battery life and locations for available bikes, offers troubleshooting information. • A program that does not compete with bikes shops and collaborates closely with them on the implementation and structure. • Dedicated staff to oversee program locally and provide on-site assistance to users is critical to success. This could be an excellent role for an intern moving forward. Staff shared initial results with the Climate Action Collaborative Transportation Sub-committee. While a traditional bike share program was previously implemented in Avon, Town of Vail is the first municipality to implement and test an electric bike share pilot program. Other communities in Eagle County are looking to the Town of Vail’s pilot program as a pioneer and leader in the e- bike share space. Eagle County, Town of Avon, Eco-Transit, and others have expressed interest in exploring the option to implement a full-scale bike share program across the county. Staff has also talked to Summit Bike Share in Summit County, Utah and We-Cycle in Pitkin County to learn more about their specific regional models, funding sources, and bike share systems There are several options to explore for implementation and funding of a full-scale bike share program. Turnkey systems can be fully contracted, systems can be developed and run through public-private partnerships, and a variety of options in between also exist. Additional research is needed to identify the best approach for Vail. Staff will meet with local bike shops to discuss challenges and opportunities to providing an e- bike share system to Vail while listening to their concerns and ideas. The goal will be to identify solutions to create a win-win program. Staff will continue to discuss options with Eagle County to explore opportunities to create a regional e-bike share program to provide opportunities for residents to commute differently. X. Staff Recommendations The initial pilot program was very small in nature and the results may not be fully representative of a more comprehensive system. In order to continue to collect data and refine what a full-scale e-bike share system could be in Vail, staff recommends implementing a Phase Two Pilot Program that is larger, longer in duration, incorporates lessons learned, and is more comprehensive to collect additional data. Staff recommends a system with 30 to 40 e-bikes, physical docking and charging stations, and a dedicated intern to run the program, collaborate with contracted vendor, and provide on the groups assistance to users. The additional data collected from a Phase Two pilot will provide critical data on a larger system and inform direction for implementation of a full-scale e-bike share program for Vail and potentially the region. Staff recommends a including $75,000 - $100,000 in the 2021 budget for the Phase Two pilot program. The funding will allow for the larger scale system, additional marketing resources, and dedicated staff. Implementation of an e-bike share system can enhance the experience in Vail, supports Vail’s designation as a Silver Bicycle Friendly Community, and is also a carbon mitigating solution that supports the goals of the Town of Vail and Climate Action Plan of Eagle County. Additional data collected through a Phase Two Pilot can better inform implementation a full-scale e-bike share system. November 17, 2020 - Page 67 of 140 Town of Vail Page 14 Appendix A: Operations and Pricing The 12 e-bikes in the fleet were spread out through six stations in Vail. Station locations were identified near bus stops and in neighborhoods with high local resident populations. Two central stations offer docking opportunities to riders coming into town while avoiding Vail Village and Lionshead centers. The locations include: • Ellefson Park • West Vail Mall Bus Stop • Donovan Pavilion • Vail Public Library • Vail Transportation Center • Pitkin Creek Bus Stop A temporary station was enabled during events at Ford Park and at the Ford Amphitheater allowing event attendees to use the e-bike share to commute and from the event, while providing a docking station during the event. Users could start rides at any of the six designated stations by unlocking an e-bike using the Bewegen Vail mobile app. The ride and charges officially begin when the bike was unlocked. The bike were required to be returned to and locked at one of the six designated stations or at a temporary station set up for events. Once the bike was locked to the station, the ride and associated charges stop. The user was able to make intermediate stops along his or her route by using a secondary lock to lock the bike. The screen indicated that the bike was reserved for another user and prevented anyone else from checking that bike out. The pricing structure to use the e-bike share system was $3 for the first 30 minutes and $0.15 for each additional minute. The electric bikes in this program only have a 3.5-hour battery life fully charged, so their intended purpose is truly for shorter distanced and durations. Battery life aside, rates are comparable to local bike rental businesses. Bewegen E-bike Share Vail Bike Rental Businesses Full Day: 8-hour ride $70.50 $53.60 - $150 Half Day: 4-hour ride $34.50 $37.50 - $100 Monthly Membership $25/month + $0.15/min X Appendix B: Initial Challenges and Solutions Bewegen Vail E-Bike Share Pilot Program: Identified Issues and Solutions (July 1- July 14, 2020) • Dead Batteries: The bikes were in high demand at the onset of the program. Once this feedback was received, staff immediately worked with the technician hired to maintain the system to improve his strategy for keeping batteries charged. After the first week, the strategy was in place and the batteries have been recharged daily. In addition, Bewegen added battery levels for each bike available on the website and mobile app so that users can identify this prior to going to a station to check out a bike. They also gave staff access to the back-end system and provided keys to unlock bikes so staff is able to assist as needed. Staff also created an FAQ regarding how to check the battery level of November 17, 2020 - Page 68 of 140 Town of Vail Page 15 the bikes on the screen of each bike prior to checking it out to ensure it has enough battery life for the intended ride. These • Shut Off Zones: Prior to the start of the pilot program, the Town of Vail Environmental Sustainability and Mobility Innovation Coordinators worked with Bewegen to set up zones where the electric assist would automatically shut off based on areas of town where electric assist is not allowed, for instance on soft paths through town, parks and on the Vail Pass Bike Path. However, some of the electric assist shut off zones established through GPS were a bit off in some places causing the electric assist to terminate in areas along the bikes path causing difficulty for riders. After receiving this feedback, staff had Bewegen remove the automatic electric assist termination in all zones and will provide education instead on where electric assist bikes are not permitted rather than disabling the bike and inconveniencing the rider. • User Friendly Experience: Staff created an FAQ document, attached here to provide tips for users if they encounter an issue with the e-bikes. The FAQ document will be added to the Bewegen Vail website and circulated through Town of Vail communication means. Staff also created a short “How To” video that will be circulated around social media. • Local Bike Shop Concern over Competition: While at least one bike shop has responded positively to the e-bike share pilot program, staff has gotten direct feedback from two local bike shops expressing frustration. Staff also emphasized again to the community that the e-bike share system is intended for short commutes. For those looking for longer rides or using a bike for recreation, they are directed to visit a local bike shop to rent from them. The link found on the Discover Vail website listing all local bike shops is included. Staff is also working to update the pricing structure of the current e-bike share system to discourage usage of the electric bikes for greater than one hour. While measures were taken to adhere to initial feedback and requests from the bike shops (e.g. no docking stations in the Village/Lionshead, pricing structure and marketing to residents only), staff recognizes the need to continue outreach with the business community to collect feedback and create a win-win solution. Feedback from the Summit County, Utah bike share program indicates that after implementation of the electric bike share, local bike shops saw an increase in electric bike sales as local residents realize the effectiveness and efficiency of commuting on an electric bike. • Improper Docking: In one instance a user locked a bike in the Village in a location that prohibited the local trash hauler from accessing the trash dumpster. While any bike could have been locked in this location, Vail Police Department was not comfortable cutting the lock on the e-bike due to the electrical components in the bike lock. Customer service from Bewegen was able to unlock the bike and Vail Police Department was able to return the bike to a docking station. To provide a faster solution in the future, the Vail Police Department has since been provided a key that can unlock any bike at any time. Several additional keys have been distributed to additional staff members to deal with bike parking issues in the future. Additional messaging is also being communicated to the community members that charges for a ride do not officially end until the bike is returned to one of the six docking stations. Appendix C- Proposed Budget for Bewegen Vail E-Bike Share Pilot program EXPENSES November 17, 2020 - Page 69 of 140 Town of Vail Page 16 PILOT PROJECT Installation $ 3,000 Shipping $ 6,000 External chargers $ 600 Spare parts kit $ 500 Sub-total: Production $ 10,100 IT Structure (Mobile App and Website) $ 7,600 IT Maintenance $ 510 Sub-total: IT $ 8,110 Wages $ 7,000 Telecommunication $ 120 Miscellaneous (Business Licenses, etc.) $ 2,000 Sub-total: Bike Share Operations $ 9,120 Total Expenses $ 27,330 REVENUES PILOT PROJECT Fixed revenues: Agreement with Town of Vail, CO $ 25,000 Variable revenues: Ridership $ 3,780 Revenue Sharing: Bewegen (75%) $ 2,835 Revenue Sharing: Town of Vail, CO (25%) $ 945 Total Revenues (Bewegen) $ 27,835 November 17, 2020 - Page 70 of 140 E-Bike Share Pilot Program Results Environmental Sustainability Department November 17, 2020 November 17, 2020 - Page 71 of 140 E-Bike Share Supports Goals Town Council goals: •elevate the experience and sustainability Supports Environmental Sustainability Strategic Plan: Goal #6 –Reduce the environmental impact of transportation by supporting efforts within the Eagle Valley to decrease total Vehicle Miles Traveled (VMT) by commuters and guests by 20% by 2020. Objective #3 -Increase bicycle use and alternative low impact modes of transportation. Supports Eagle County Climate Action Plan: •25% reduction in greenhouse gas emissions by 2025 •80% reduction in greenhouse gas emissions by 2050 2Town of Vail | Environmental Sustainability Department | 11/17/20 November 17, 2020 - Page 72 of 140 CAC Commuter Study 3 If Eagle County Residents leave their cars behind 2x per week on their work commute. = 17% reduction in transportation emissions ~235,000 metric tons of CO2 reduced November 17, 2020 - Page 73 of 140 Barriers to Biking Live and Work in Vail -58% Don’t own e-bike -45% Weather too unpredictable -40% Other Other Responses -“Type of work” -“Need vehicle in town” -“When the weather is bad” November 17, 2020 - Page 74 of 140 E-Bike Pilot Program Objectives Micro-mobility Solution for Residents Supplement public transit Reduce vehicle travel Ease parking and traffic congestion Increase livability Users arrive faster, easier, and more efficiently than taking personal pedal bikes Assist in first-last mile challenges Shift community culture to bicycle first / carbon free mobility 5Town of Vail | Environmental Sustainability Department | 11/17/20 November 17, 2020 - Page 75 of 140 Statistics 6 306 downloaded then App 518 rides 2,062.8 miles total 4.48 miles: Median trip length 30 minutes: Average ride time 80%of trips are < 60 minutes $5.55: average cost per ride for users 70% Eagle County or CO resident November 17, 2020 - Page 76 of 140 User Survey Results 52 Respondents 7Town of Vail | Environmental Sustainability Department | 11/17/20 How would this/these trips have been made without using the bike share program? 37.25%-Drive own vehicle 23.53% -Take the bus November 17, 2020 - Page 77 of 140 User Survey Results 52 Respondents 8Town of Vail | Environmental Sustainability Department | 11/17/20 What was the purpose for your trip? 58.8% - commuting for errands, work, social November 17, 2020 - Page 78 of 140 Positive Feedback from Community 9Town of Vail | Environmental Sustainability Department | 07/21/20 Some comments from users: “It is easy and fun to use” “E-bikes are a great way to cruise around the Town, make shopping and dining easy.” “A great service added to the community” “Easily accessible from my neighborhood” “I do not have to worry about taking my expensive bike to get around town” “I can park, lock and forget about the e-bikes” “I love the basket” I'm impressed that Vail is taking the initiative, way to go! Should also be a valley-wide program to really make it work.” “I love this program!I think the shared e-bike program is a great addition to Vail and I'm glad to see the town doing it.” November 17, 2020 - Page 79 of 140 Bike Shop Survey Results and Feedback 4 respondents to Bike Shop Survey 10 3 out of 4 bike shops said program did not impact operations November 17, 2020 - Page 80 of 140 Bike Shop Survey Results and Feedback 4 respondents to Bike Shop Survey 11November 17, 2020 - Page 81 of 140 Key Takeaways 12Town of Vail | Environmental Sustainability Department | 11/17/20 Interest and enthusiasm in the e-bike share in Vail An e-bike share system is a feasible option for micro-mobility in Vail Users selected bikes over car for commuting Only viable fossil free alternative Majority of riders were Vail and Eagle County residents Key Challenges Technology Availability High Demand Not enough bikes, frustration around availability Scale Charging Locations November 17, 2020 - Page 82 of 140 Recommendation: Phase Two Pilot 13 Launch Phase 2 Pilot Summer 2021 ~ $75,000 More comprehensive system More bikes –up to 40 Physical docking and charging stations Comprehensive data, low risk Work with bike shops on pricing structure, marketing and operations Dedicated staff person Big Picture: Continue working with Eagle County and other local municipalities on plans for long- term regional, valley-wide system to compliment transit and build culture of fossil-free commuting November 17, 2020 - Page 83 of 140 Questions? 14Town of Vail | Community Development| 11/17/20 Thank you! Beth Markham Environmental Sustainability Coordinator Office: 1.970.479.2333 bmarkham@vailgov.com November 17, 2020 - Page 84 of 140 What would be most impactful to leaving your car at home 2x per week?Live in Vail -35% Own an e-bike -18% Ability to work from home Note these responses do not change based on line of business November 17, 2020 - Page 85 of 140 What would be most impactful to leaving your car at home 2x per week?Work in Vail -29% Own an e-bike -24% Ability to work from home Note these responses do not change based on line of business November 17, 2020 - Page 86 of 140 Bewegen Technologies Proposal and Budget •10-week Pilot Program •July 1 –September 9, 2020 •$25,000 contract •Providing: •12 e-bikes and spare parts •Charging infrastructure •Mobile App, Website, IT Support •Marketing •Operations, Logistics, Cleaning •Customer Service 17Town of Vail | Environmental Sustainability Department | 11/17/20 EXPENSES PILOT PROJECT Installation $3,000 Shipping $6,000 External chargers $600 Spare parts kit $500 Sub-total: Production $10,100 IT Structure (Mobile App and Website)$7,600 IT Maintenance $510 Sub-total: IT $8,110 Wages $7,000 Telecommunication $120 Miscellaneous $2,000 Sub-total: Bike Share Operations $9,120 Total Expenses $27,330 REVENUES PILOT PROJECT Fixed revenues: Agreement with Town of Vail, CO $25,000 Variable revenues: Ridership $3,780 Revenue Sharing: Bewegen (75%)$2,835 Revenue Sharing: Town of Vail, CO (25%)$945 Total Revenues (Bewegen)$27,835 November 17, 2020 - Page 87 of 140 Operations 12 bikes 6 Stations 1 Temporary Station at Ford Park during Events 5 Geofenced Stations 1 Physical Docking and Charging Station Rebalancing, Cleaning, and Maintenance 18November 17, 2020 - Page 88 of 140 Pricing 19Town of Vail | Environmental Sustainability Department | 11/17/20 $3 for the first 30 minutes and $0.15 for each additional minute Bewegen E-bike Share Vail E-Bike Rental Businesses Full Day: 8-hour ride $70.50 $53.60 -$150 Half Day: 4-hour ride $34.50 $37.50 -$100 Monthly Membership $25/month + $0.15/min X November 17, 2020 - Page 89 of 140 Statistics 20 108 176 116 38 32 15 13 5 38 0 20 40 60 80 100 120 140 160 180 200 less than 15 15-30 30-45 45-60 60-75 75-90 90-105 105-120 More than 120Number of TripsTrip Duration (minutes) Trip Duration Town of Vail | Environmental Sustainability Department | 11/17/20 November 17, 2020 - Page 90 of 140 Statistics 21 306 users downloaded the app 189 unique user ID’s 40% of users are Eagle County residents 29% have a Colorado address outside Eagle County 31% have an out of state address 294 Pay as You ride members 12 Monthly Membership users 0 10 20 30 40 50 60 70 80 90 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20Number of User ID'sNumber of Trips Trips Per User ID November 17, 2020 - Page 91 of 140 Statistics Origin-Destination Statistics 22Town of Vail | Environmental Sustainability Department | 11/17/20 Number of Trips Destination Origin Donovan Pavilion Ellefson Park Ford Park - Temp station Library Pitkin Creek Bus Stop Vail Village Parking Structure West Vail Mall Grand Total Donovan Pavilion 30 1 20 1 16 3 71 Ellefson Park 23 5 10 2 40 Ford Park - Temporary station 5 1 6 Library 15 3 1 32 26 14 5 96 Pitkin Creek Bus Stop 1 11 28 32 2 74 Vail Village Parking Structure 25 8 2 15 42 42 8 142 West Vail Mall 11 2 7 1 7 12 40 Grand Total 82 37 8 90 98 121 33 469 Most Popular Station Origin-Destination Number of Trips Vail Village Parking Structure-Pitkin Creek 42 Vail Village Parking Structure-Vail Village Parking Structure 42 Pitkin Creek-Vail Village Parking Structure 32 Library-Library 32 Donovan Park -Donovan Park 30 November 17, 2020 - Page 92 of 140 User Survey Results 52 Respondents –81% used system; 19% did not 23Town of Vail | Environmental Sustainability Department | 11/17/20 What Barrier(s) Prevented You from Using the E-bike Share Program? 46.1%-Other •Trouble unlocking bikes •No bikes available 25% -Technical Difficulties checking out bikes November 17, 2020 - Page 93 of 140 User Survey Results 52 Respondents 24Town of Vail | Environmental Sustainability Department | 11/17/20 Would you use the Bewegen Vail e-bike share system again? 76.5%-Yes November 17, 2020 - Page 94 of 140 User Survey Results 52 Respondents 25Town of Vail | Environmental Sustainability Department | 11/17/20 What did you like most about your experience (check all that apply)? 47.9% -Ease of riding up hills and distances 43.75% -electric assist 29.1%-Other •not taking own bike November 17, 2020 - Page 95 of 140 User Survey Results How could the experience be improved? 26Town of Vail | Environmental Sustainability Department | 10/9/20 Improve: Locking/unlocking system Customer service (local customer service rep) Signage and instructions for using and properly docking the bikes App-real time charge and location of all bikes, trouble- shooting available Ensure tires are fully pumped Lights for riding at night Bikes-add gears, more power, faster Increase: Number of Stations Number of Physical Docking/Charging Stations Number of bikes available at each station, especially in East Vail Add: Stations in Lionshead and Vail Villlage beverage holder and bigger baskets Option to leave bikes anywhere without being charged Offer discounts for locals November 17, 2020 - Page 96 of 140 Constructive Feedback from Community Issues and Solutions 27 Dead Batteries and Low Tire Pressure Ensure bikes are in prime condition when checked out User Friendly Experience and Improved Signage Created FAQ sheet and How To video Improved locks/more physical docking stations Local Bike Shop Concern over Competition Improved messaging to customers (local program) Fee Structure is important to encourage short trips (commute vs. recreate) Involve bike shops Improper Docking Increased education on docking stations Provide keys to Vail Police and key staff members November 17, 2020 - Page 97 of 140 Looking to Discover 28Town of Vail | Environmental Sustainability Department | 11/17/20 •How could a micro-mobility system be utilized in town? •Is it a feasible transportation solution for local residents and employees? •Is the Town of Vail community interested in adoption of a full-scale e-bike share system? November 17, 2020 - Page 98 of 140 Criteria for Future Bike Share Program Easy to use system, including ease of unlocking, checking out, and re-docking bikes Education and outreach on the purpose of bike shares Clear instructions at each station on how to check out, utilize, and return bikes Bikes with ample battery life and power to be effective in the Vail Valley Clean and maintained bikes (full and tire pressure) More physical docking and charging stations Adequate number of stations, ample fleet size, effective distribution of bikes User friendly app and website-accurate battery life, location for available bikes, troubleshooting information A program that does not compete with bikes shops November 17, 2020 - Page 99 of 140 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: D R B / P E C Update P RE S E NT E R(S ): J onathan S pence, Planning Manager AT TAC H ME N TS: Description November 4, 2020 D R B Meeting Results November 9, 2020 P E C Meeting Agenda - Meeting Cancelled November 17, 2020 - Page 100 of 140 D E S IG N R E V IE W B O AR D November 4, 2020, 3:00 P M Virtual 75 S. Frontage Road - Vail, Colorado, 81657 1.C all to Order 1.1.Register in advance for this webinar: https://us02web.zoom.us/webinar/register/W N_I CiuB J OV RW O- FW Y E7_c7MQ After registering, you will rec eive a confirmation email c ontaining information about joining the webinar. 1.2.Attendance Present: J ohn Rediker, Kit Austin, D oug Cahill, Peter C ope, J oe St. J ohn Absent: None 2.Main Agenda 2.1.D R B 20-0462 - Laird R esidence Final review of new c onstruc tion Address/Legal Desc ription: 1967 Circ le Drive/Lot 24, B uffehr Creek Resubdivision Applicant: Rebecca & Stephen Laird, represented by Pierce Austin Arc hitects Planner: Greg Roy J ohn Rediker moved to table to a date unc ertain. Peter C ope sec onded the motion and it passed (4-0). Abstain:(1)Austin 2.2.D R B 20-0512 - Knuepfer R esidence C onceptual review of new construction Address/Legal Desc ription: 748 Potato Patch Drive/Lot 7, Vail Potato Patc h Filing 2 Applicant: David R. Knuepfer Qualified Personal Residenc e Trust - Etal, represented by Berglund Arc hitects Planner: Greg Roy 2.3.D R B 20-0322 - Shoup Residence C onceptual review of new construction Address/Legal Desc ription: 1100 Hornsilver Circle/Lot 7, B lock 1, Vail Village Filing 8 Applicant: Thomas Shoup, represented by Berglund Arc hitects November 17, 2020 - Page 101 of 140 Planner: Erik Gates 2.4.D R B 20-0488 - Loper R esidence Final review of an addition Address/Legal Desc ription: 784 Potato Patch Drive Unit W /Lot 15, Bloc k 1, Vail Potato Patch Filing 1 Applicant: Amy Therese Loper - Etal, represented by J udge and Assoc iates Planner: J onathan S penc e J ohn Rediker moved to approve. Kit Austin seconded the motion and it passed (5-0). 2.5.D R B 20-0520 - Vail G olf Course Final review of a tree removal Address/Legal Desc ription: 1775 Sunburst Drive/Vail Village Filings 7 & 8 and Unplatted Applicant: Vail Recreation Distric t Planner: J onathan S penc e J ohn Rediker moved to approve. Peter Cope seconded the motion and it passed (5-0). 2.6.D R B 20-0518 - Lion's View Development Final review of an exterior alteration (demolition) Address/Legal Desc ription: 500 East Lionshead Circle / Lots 1 & 3, Bloc k 1, Vail Lionshead Filing 1 Applicant: Lazier Lionshead LLC, represented by Pierce A ustin Architec ts Planner: J onathan S penc e J ohn Rediker moved to table to November 18, 2020. J oe S t. J ohn sec onded the motion and it passed (3-0). Abstain:(2)Austin, C ope 3.Staff A pprovals 3.1.B 20-0447 - Salupa LTD Final review of an exterior alteration (reroof) Address/Legal Desc ription: 1975 Aspen Ridge Road/Lot 6, Bloc k 4, Lion's Ridge Subdivision Filing 3 Applicant: Salupa LTD, represented by Roc ky Valley C ontrac tors Planner: J onathan S penc e 3.2.B 20-0461 - Corrigan Residence Final review of an exterior alteration (reroof) Address/Legal Desc ription: 252 W est Meadow Drive Unit A /Lot 8, Vail Village Filing 2 Applicant: Glenda K. C orrigan QPR Trust - Etal, represented by Vail Custom Builders Planner: Greg Roy November 17, 2020 - Page 102 of 140 3.3.D R B 20-0468 - Sinclair R esidence Final review of an exterior alteration (stone facade) Address/Legal Desc ription: 1956 W est Gore Creek Drive/Lot 45, Vail Village W est Filing 2 Applicant: Brian Sinclair Planner: Erik Gates 3.4.D R B 20-0480 - Janet Family Trust Final review of an exterior alteration (windows) Address/Legal Desc ription: 5165 Black Gore Drive/Lot 17, Bloc k 2, Gore C reek Subdivision Applicant: J anet Family Trust under the J effrey P. Lane D ec laration of Trust, represented by Renewal by Andersen Planner: Greg Roy 3.5.D R B 20-0484 - Lemos R esidence Final review of an addition Address/Legal Desc ription: 1975 Placid Drive Unit 9/Lot 29-42, Vail Village W est Filing 2 Applicant: Tiffany Lemos, represented by Alpine Building and Development I nc. Planner: Greg Roy 3.6.D R B 20-0485 - Nelson R esidence Final review of a tree removal Address/Legal Desc ription: 4150 Columbine Drive/Lot 17, Bighorn Subdivision Applicant: W . Peterson Nelson, represented by Vail Valley Tree Servic e Planner: Greg Roy 3.7.D R B 20-0486 - MV V P roperties L L C Final review of a tree removal Address/Legal Desc ription: 4146 Columbine Drive/Lot 17, Bighorn Subdivision Applicant: MV V Properties LLC, represented by Vail Valley Tree Service Planner: Greg Roy 3.8.D R B 20-0489 - Chalets at the Lodge at Vail Final review of a tree removal Address/Legal Desc ription: 151 Vail Lane/Tract B, Front D oor Three D imensional Subdivision Applicant: Chalets at the Lodge at Vail, represented by Old Growth Tree Servic e Planner: Erik Gates 3.9.D R B 20-0491 - Marks Residence Final review of an exterior alteration (gas line/vents) Address/Legal Desc ription: 5040 Prima Court Unit B 1/S undial Phase 1 November 17, 2020 - Page 103 of 140 Applicant: J ohn L. Marks, represented by K C B Construc tion I nc. Planner: J onathan S penc e 3.10.D R B 20-0493 - Peter son Residence Final review of an exterior alteration (window) Address/Legal Desc ription: 1975 W est Gore Creek Drive Unit 27/Lots 29- 42, Vail Village W est Filing 2 Applicant: J essica P eterson, represented by Saltbox Custom Homes, I nc . Planner: Erik Gates 3.11.D R B 20-0495 - Eagle River W ater & Sanitation D istr ict Final review of an exterior alteration (reroof) Address/Legal Desc ription: 846 Forest Road/Lot 1, Eagle River W ater & Sanitation District Subdivision Applicant: Eagle River W ater & Sanitation District, represented by Colorado C ommercial Roofing, I nc . Planner: Greg Roy 3.12.D R B 20-0497 - Vail Retreat Residence Final review of tree removal. Address/Legal Desc ription: 303 Gore Creek Drive Unit 2 / Lot 13, Block 5, Vail Village Filing 1 Applicant: Vail Retreat L L C , represented by Old Growth Tree Servic e Planner: Erik Gates 3.13.D R B 20-0498 - Dulce Perez-Abreu Residence Final review of an exterior alteration (deck) Address/Legal Desc ription: 2945 Manns Ranch Road Unit B/Lot 4, Block 1, Vail Village Filing 13 Applicant: Dulce Perez-A breu Revoc able Trust Planner: Erik Gates 3.14.D R B 20-0499 - Kapilla R esidence Final review of exterior alteration (windows) Address/Legal Desc ription: 508 East Lionshead Circle Unit 502 / Lot 1, Bloc k 1, Vail Lionshead Filing 1 Applicant: Keith Kapilla Planner: Greg Roy 3.15.D R B 20-0505 - Pulkrabek R esidence Final review of an exterior alteration (door) Address/Legal Desc ription: 3931 Bighorn Road Unit 5D /Pitkin C reek Park Phase I Applicant: Stephanie Pulkrabek, represented by W LM Building and Home Servic es Planner: Greg Roy 3.16.D R B 20-0507 - Doyon Residence November 17, 2020 - Page 104 of 140 Final review of an exterior alteration (doors) Address/Legal Desc ription: 3941 Bighorn Road Unit 4D /Pitkin C reek Park Phase I Applicant: Brian Doy on, represented by W LM Building and Home Servic es Planner: Greg Roy 3.17.D R B 19-0354.001 - 1775 W est G ore Creek L L C Final review of a change to approved plans (exterior finishes/colors) Address/Legal Desc ription: 1775 W est Gore Creek Drive/Lot 8, Vail Village W est Filing 2 Applicant: Robert Kulikowski Planner: J onathan S penc e 3.18.D R B 19-0642.001 - B orn Free LL C Final review of a change to approved plans (windows/doors) Address/Legal Desc ription: 493 Beaver Dam Road/Lot 1, B lock 2, Vail Village Filing 6 Applicant: Born Free L L C , represented by K H Webb Arc hitects Planner: Greg Roy 3.19.D R B 20-0150.001 - Meadow C reek C ondos Final review of a change to approved plans (D3 & D 4 deck extension/stairs) Address/Legal Desc ription: 2500 Kinnikinnick Road/Meadow C reek C ondominiums of I ntermountain Applicant: Meadow Creek Condominiums, represented by Hess C ontrac ting I nc. Planner: J onathan S penc e 3.20.D R B 20-0450.001 - Ptarmigan Townhomes Final review of a change to approved plans (shed dimensions) Address/Legal Desc ription: 1975 W est Gore Creek Drive/Lots 29-42, Vail Village W est Filing 2 Applicant: Ptarmigan Townhomes Planner: Greg Roy The applications and information about the proposals are available for public inspec tion during regular offic e hours at the Town of Vail C ommunity D evelopment Department, 75 South Frontage Road. The public is invited to attend the projec t orientation and the site visits that precede the public hearing in the Town of Vail Town Council Chambers. Times and order of items are approximate, subject to change, and c annot be relied upon to determine at what time the D esign Review Board will consider an item. Please c all 970-479-2138 for additional information. Sign language interpretation available upon request with 24-hour notification, dial 711. November 17, 2020 - Page 105 of 140 P L ANNI NG AND E NV I RO NM E NTAL C O M M I S S I O N November 9, 2020, 1:00 P M M eeting Cancelled 75 S. F rontage Road - Vail, Colorado, 81657 1.Call to Order 1.1.Meeting Cancelled 2.Adjournment The applications and information about the proposals are available for public inspec tion during regular offic e hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site vis its that prec ede the public hearing in the Tow n of Vail Community Development Department. Times and order of items are approximate, subject to c hange, and c annot be relied upon to determine at w hat time the Planning and Environmental Commission w ill c onsider an item. Please c all (970) 479-2138 for additional information. Please call 711 for sign language interpretation 48 hour prior to meeting time. Community Development Department Published in the Vail Daily November 6, 2020 November 17, 2020 - Page 106 of 140 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: V L HA Meeting Minutes October 27, 2020 AT TAC H ME N TS: Description V L H A Meeting Minutes October 27, 2020 November 17, 2020 - Page 107 of 140 Vail Local Housing Authority Meeting Minutes October 27, 2020 3:00 PM Virtual Meeting 75 S. Frontage Road - Vail, Colorado, 81657 Present Absent Steve Lindstrom, Chair Molly Morales Greg Moffet Mary McDougall James Wilkins Staff George Ruther, Housing Director Lynne Campbell, Housing Coordinator 1. Call to Order 1.1. Zoom Meeting 1 (pre-Executive Session) 1.2. Zoom Meeting 2 (post Executive Session) 1.3. Call to Order A quorum is present, Lindstrom called the meeting to order at 3:00PM. 2. Citizen Participation 2.1. Citizen Participation No one from the public is in attendance. 3. Approval of Minutes 3.1. VLHA October 13, 2020 Meeting Minutes MOTION: MOFFET SECOND: LINDSTROM VOTE: 2-0-1 APPROVED McDougall abstained Wilkins connection dropped during vote 4. Main Agenda 4.1. Vail InDEED Program to Date Status Update November 17, 2020 - Page 108 of 140 Presenter: Lynne Campbell, Housing Coordinator Campbell and Ruther provided the Authority with an update on Vail InDEED program. The Authority requested the Housing department track percent of purchase price value, summarize how many units are single funding or bulk, average price of one unit vs. bulk and summarize single units vs. multiple units funded. VLHA’s biannual summary to Council is scheduled for December 15th afternoon meeting. 5. Matters from the Chairman and Authority Members 5.1. Matters from the Chairman and Authority Members Presenter: Steve Lindstrom, Chairman Per Ruther Placer County (Tahoe, California) is preparing to start a similar Vail InDEED program. Moffet discussed the County’s comprehensive plan is moving forward with their land use rewrite. Lindstrom noted Council approved the Mobility plan at first reading. EPS will present an inclusionary zoning and commercial linkage and fee-in-lieu update to PEC on November 23rd. EPS is scheduled to provide an update to VLHA at the November 10th meeting. 6. Executive Session 6.1. Executive Session per C.R.S. §24-6-402(4)(a)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests and to determine positions, develop a strategy and instruct negotiators, regarding: submitted Vail InDEED applications and program details. Presenter: Lynne Campbell, Housing Coordinator There were no Vail InDEED submittals for review. 7. Any Action as a Result of Executive Session 7.1. Action as a Result of Executive Session No actions to report. 8. Adjournment 8.1. Adjournment 5:00PM (estimated time) MOTION: MOFFET SECOND: McDOUGALL VOTE: 4-0 APPROVED 9. Future Agenda Items November 17, 2020 - Page 109 of 140 9.1. • Housing Sites Discussion • Land Banking (sale of GRFA) • Public Health Housing Incentive, Eagle County Health • Eagle County Housing Guidelines: VLHA will invite Tori Franks from Eagle County to review draft iteration. 10. Next Meeting Date 10.1. Next Meeting Date November 10, 2020 Meeting agendas and materials can be accessed prior to meeting day on the Town of Vail website www.vailgov.com. All housing authority meetings are open to the public. Times and order of agenda are approximate, subject to change, and cannot be relied upon to determine at what time the Vail Local Housing Authority will discuss an item. Please call (970) 479-2150 for additional information. Please call 711 for sign language interpretation 48 hours prior to meeting time. Housing Department November 17, 2020 - Page 110 of 140 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 I P P October 5, 2020 Approved Meeting Minutes AT TAC H ME N TS: Description AIP P approved Oct. 5, 2020 minutes November 17, 2020 - Page 111 of 140 Public Notice - Art in Public Places Board Meeting Minutes Monday, October 5, 2020 - 8:30 a.m. Webinar meeting / COVID-19 AIPP Board members present: Tracy Gordon, Susanne Graf, Kathy Langenwalter, Kara Woods. AIPP Board member absent: Courtney St. John Others present: Molly Eppard, AIPP Coordinator 1. Approval of September 14th meeting minutes. 2. Citizen input. 3. Altus Development Project - Public Art Proposal. (Proposal attached) Jackie Meade - Lewis Art Consulting, Jeff Jackson – Artist, Pete Carlson – Gore Creek Group • Jackie Meade reviews the proposal for a commissioned sculpture by artist Jeff Jackson to be installed before the end of 2020. • Jeff reviews his background in art and use of metal for his sculptures. 90% of his work is commissioned which he shares selected images in corporate collections. • Incline (title of work) will be created in Cor-ten steel with brushed stainless steel in the tubing and element at the base of the sculpture. These are very durable materials especially in our environment. It will measure approximately 13 feet tall placed on a 36 x 36 inch base. • The artist will activate the rusting of the patina upon installation. Typically, it will be an even patina within a year and grow richer over the next few years. It is a living surface in that respect. • The sculpture will be installed at grade connecting the work with the landscape. The artist prefers to have his sculptures appear as if emerging from the ground. • The sculpture will be highly visible adjacent to the sidewalk along the South Frontage Road on the western corner of the property. • The Board expresses concern for the proximity of the work to the large green utility boxes and generator. Pete addresses the utility boxes which are in line with the north wall elevation so that they are not protruding. The area between the two buildings is an easement. He remarks that there will be a 10-foot-wide heated sidewalk in front of the property. The sculpture will be adjusted on the corner, so it makes sense. It will not be in the Xcel easement area near the utility boxes. The sculpture pad will be integrated into the landscape plan and confirms it will be in front of the building and not to the side of it. • Molly inquires about distance of work from the balcony. Pete confirms it will be a safe distance from the balcony. • Kathy confirms it will not be in visible sight with the utility boxes. She would like to reconfirm the location along with the mitigation of the size of the building. • Pete confirms they can finalize the location along with the updated landscaping plan, so it is nicely integrated with the site. • Kathy asks about the reverse side of the sculpture. The artist confirms the work leans giving space for the overlapping of the stainless-steel tubing. He explains it as having a ¾ view with two to three unique views. • The total budget of $50,000 has been met with their public art proposal. November 17, 2020 - Page 112 of 140 • The Board compliments the work but would like to see the location marked on the actual site with locates before installation. • Susanne motions to approve the work, but requests clarification on the location and site prior to final approval. The Board agrees unanimously. • Molly will follow-up with the presenters to get the plans for the location requested by the Board. 4. Golf & Nordic Clubhouse final art installations (images of potential locations attached) • The Board would like to utilize the remaining $25,000 in the art budget before the end of the year. They review images of potential locations for public art. • Molly met with the town electrician about any possible ways to increase the lighting in the corridor to the grill from the event space. She mentions arranging Vail vintage postcards above the water fountains to add some visual interest. • Kathy believes we should look to integrating art outside versus the entrance and interior. We should also look to the outdoor stairwell entrance for art. • Kara agrees and perhaps we can look at reframing the existing golf course print in the corridor. • The Board reviews possible artists to consider for the exterior space along with materials and the possibility of also commissioning a work. • Molly will bring potential options to the next Board meeting. 5. Vail Winterfest & Lantern Walk discussion. Lantern Making and Display • Susanne shows a prototype of a painted watercolor lantern she has been creating with the VMS students. There will be about 80 to 90 lanterns from her classes. The kids have their names on the bottom of the lanterns in case we make the display like a scavenger hunt. • Molly met with Doe Browning and she likes the direction the Board is going to continue the lantern momentum. She was enthusiastic about the connectivity of the project without being together as a group. There can be a way to reimagine the project in a positive manner with behavioral health during these interesting times. • With Public Works we are thinking of creative ways to decorate areas near the International Bridge with lanterns – both from guests, students, residents, purchased lanterns, and basic decoration. Lanterns may be hung from accessible trees near the planter beds on the bridge, as well as shepherd hooks in the planters. We will also look at ways to illuminate the bridge – image below: November 17, 2020 - Page 113 of 140 • Beth Slifer was very complimentary of the illumination of the trees along the Gore Creek Promenade at last year’s Winterfest and suggests we look at that option again this year. • Molly informs the Board about a new light installation at Ford Park as a ticketed event with the VVF. It will be a walk-through experience if approved by Council throughout the park with a production company called Magic of Lights. It will run concurrently with Winterfest. • Our thoughts are to have a video of instruction available via Alpine Arts for people to watch at their leisure. We will provide lanterns and lights for people to collect via a registration process. We will also have instructions for making lanterns with the kits. Winterfest Ice Installation • Paul Wertin from Alpine Ice will present at the next meeting. We are planning to open the illuminated ice installation along the Gore Creek Promenade on December 20th. • The plan is to utilize the entire promenade area to the International Bridge versus creating a centralized gathering space in the open area by Mountain Standard. We have done this in the past and it creates more of a wandering experience versus a congested singular installation space. 6. Coordinator updates. • Ford Park Art Shack discussion. Kathy explains we need to come together so we can review the building and look at it with a unified vision. She would like the Board to understand the operational side and complexities of it as a facility. Molly explains there are monies remaining from the EW donation should we move forward with Harry Teague redefining designs, so we can get construction cost estimates for 2022. Molly asks the Board to review the documents on the project, especially the uses and findings from Harry Teague. • Facemasks – waiting on samples and pricing. • Lionshead murals maintenance with Randy Milhoan. We were able to budget minimal maintenance for $1500. • Seibert relocation memo was on a recent Council agenda. It was received favorably by Council. Molly and Charlie Turnbull measured the space again. The sculpture would not protrude from the planter bed and remain away from the eave. The town will look at the best options for siting. • CRUSH Walls review – Molly and Tracy will share their images and what we saw at the event at a future meeting. Molly explains with the new murals it is an understanding that the works will stay up if they are in good condition (3 to 5 year lifespan). It is at the discretion of the Board to repaint any murals that are showing deterioration or perhaps dated. We should look at new locations for 2021. • Molly would like the Board to begin brainstorming on 2021 Summer installations with the idea of social distancing still a possibility. 7. Meeting adjourned. November 17, 2020 - Page 114 of 140 November 17, 2020 - Page 115 of 140 Public Art Submission Altus 400 S Frontage Road Vail, Colorado 81657 Altus development as of August 2020 Altus design rendering Art to be installed Q4 2020 November 17, 2020 - Page 116 of 140 Selected Artist & Previous Work Jeff Jackson, Denver CO BFA, Arizona State University Specializes in: •Metals •Indoor •Outdoor •Kinetic •Commissioned Inverted & Wedge, Corten and Stainless Steel November 17, 2020 - Page 117 of 140 Inverted & Wedge, Corten and Stainless Steel Public and Private Collections: Sloan Interiors, Cave Creek, AZ King Residence, Michigan Carter Didlake, Denver Design Center Campbell Colorado Collection Campbell Arizona Collection Designers Touch, Denver, CO Askew, Vail CO Renflow, Denver, CO Nix Residence, Biloxi, MS Peter & Bonnie Kudla Collection, Denver, CO Peter & Bonnie Kudla Collection, Scottsdale, AZ Larkin Residence, Boulder, CO Archer Concepts Group, CO Cornwell Residence, Ocean Springs, MS Entrican Residence, Titusville, FL November 17, 2020 - Page 118 of 140 Inverted & Wedge, Corten and Stainless Steel Exhibitions •Denver International Airport Best of Colorado Artists 2006 •Republic Plaza “Curated Showcase” Denver, CO – March, 2005 •Tadu Contemporary Art Gallery Santa Fe, NM –Permanent 2004 -2005 •Neo Gallery “H20 “ Duo Denver, CO –November 2004 •Celebrate Colorado Artists Denver, CO – May, 2004 Awarded Best in Show •Walker Fine Art Gallery “Juxtapose” Denver, CO –April 2003 November 17, 2020 - Page 119 of 140 Ribbon, Mirror finish stainless steel and Colorado alabasterPrivate Collection, Stainless Steel Intersect, Corten and Stainless steel November 17, 2020 - Page 120 of 140 Commissioned Sculpture Rendering Title: Incline Medium: Weathering steel (Corten) and “brushed” stainless steel tubing represented by black lines. Brushed stainless steel “hand rubbed” at bottom. Size: 12’-13’ tall Base Size: 36” x 36” concrete slab November 17, 2020 - Page 121 of 140 Materials 1. Weathering (aka Corten steel) steel- weather and corrosion resistant steel.As the finish is exposed to weathering elements, it begins to rust creating a unique patina 2. Brushed stainless steel tubing- metal is polished with a fine bristle brush creating a polish Altus sculpture materials November 17, 2020 - Page 122 of 140 Site •Sculpture to be installed at grade •Connection with landscape •Natural colors Benefit to Public •Visible to public- situated at the entrance of Vail •Next to pedestrian path and frontage road going into Vail November 17, 2020 - Page 123 of 140 Approximate Sculpture Location November 17, 2020 - Page 124 of 140 Approximate Sculpture Location •Approximate scale •Orientation may change •Image rendered in photo of current construction phase as of 9.14.20 November 17, 2020 - Page 125 of 140 Uniqueness to Vail •Commissioned -one of kind sculpture •Altus –means rising •Vertical element reflects Altus’s name and mountains of Vail Valley •Simultaneously alludes to lift cables and ski tracks •Abstraction gives timeless quality November 17, 2020 - Page 126 of 140 Project Schedule •Upon approval from Vail board •4-6 weeks lead and install •Lighting & landscape installed after sculpture Budget •$50K •To include all the following: •Design, labor, materials, fees, installation, and applicable tax November 17, 2020 - Page 127 of 140 Thank you Contact: Jackie Meade Jackie@lewisartconsulting.com November 17, 2020 - Page 128 of 140 CLUBHOUSE ART LOCATIONS November 17, 2020 - Page 129 of 140 November 17, 2020 - Page 130 of 140 November 17, 2020 - Page 131 of 140 November 17, 2020 - Page 132 of 140 November 17, 2020 - Page 133 of 140 November 17, 2020 - Page 134 of 140 November 17, 2020 - Page 135 of 140 November 17, 2020 - Page 136 of 140 November 17, 2020 - Page 137 of 140 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 Town Council Agenda Topics AT TAC H ME N TS: Description Future Town Council Agenda Topics November 17, 2020 - Page 138 of 140 Vail Town Council Meetings Topics & Times subject to change 1-Dec-20 CSE Interviews & Appointments Crown Castle Project Presentation (5G) Thor / Data Center / IT system updates Local Vail / USFS Trails Management Proposals Vail Reinvestment Authority Budget Resolution Vail Local Marketing District Resolution for VLMD Budget Budget Ordinance 2nd R & PH TOV Resolution for VLMD Budget Second Reading of mill levy certification ordinance First Reading of 2020 Supplemental No. 3 15-Dec-20 VLMDAC Interviews & Appointments Second reading of 2020 Supplemental Ordinance No. 3 Page 1 11/11/2020 November 17, 2020 - Page 139 of 140 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: Recess 5:10 pm (estimate) November 17, 2020 - Page 140 of 140