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HomeMy WebLinkAbout2020-12-15 Agenda and Supporting Documentation Town Council Evening Meeting Agenda VAIL TO W N C O U N C IL R E G U L AR ME E TIN G Evening Agenda Virtual 6:00 PM, December 15, 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 c hange, and cannot be relied upon to determine what time C ounc il will consider an item. Public comment will be taken on each agenda item. Citizen participation offers an opportunity for citizens to express opinions or ask questions regarding town services, policies or other matters of community conc ern, and any items that are not on the agenda. Please attempt to keep c omments to three minutes; time limits established are to provide efficienc y in the c onduct of the meeting and to allow equal opportunity for everyone wishing to speak. 1.Citizen Participation (10 min.) 2.Any action as a result of executive session 3.Proclamations 3.1.Proclamation No. 11, Series of 2020, Recognition of Years of Service for Beth Slifer on Vail Local Marketing District Advisory Council 10 min. Presenter(s): Dave Chapin, Mayor 4.Consent Agenda (5 min.) 4.1.November 3, 2020 Town Council Meeting Minutes 4.2.November 17, 2020 Town Council Meeting Minutes 4.3.Resolution No. 51, Series of 2020, A Resolution Approving An Amendment to a Grant Agreement Between the Town of Vail and the State of Colorado Department of Transportation Action Requested of Council: Approve, approve with amendments or deny Resolution No. 51, Series of 2020 Background: The Town and the Colorado Department of Transportation (“C D OT”) are parties to a certain grant agreement related to ‘FA S TE R funds’ dated February 26, 2020. The parties wish to amend the Original Agreement to extend the Original Agreement and to provide for revisions to the statement of work. Staff Recommendation: Approve Resolution No. 51, Series of 2020 December 15, 2020 - Page 1 of 51 4.4.Contract with Ulf Built (Donovan Pavilion Addition) Background: Donovan Pavilion opened to the public in 2003 and has seen continued use over the yearsfor both community functions and private events. I t has been a very popular and successfulvenue for weddings and nonprofit programming (Vail Symposium Bravo! Vail) in recentyears. There have been discussions occurring about the need for some mechanicalupgrades and since the facility has been seventeen years in use, staff proposes this capitalmaintenance should occur sooner than later. Staff Recommendation: Authorize the Town Manager to enter into an agreement with Ulf Built in a form approved by the Town Attorney in the amount not to exceed $1,108,040. 5.Town Manager Report 6.Public Hearings 6.1.Ordinance No. 21, Series of 2020, Second reading, Budget Supplemental No. 5, an ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund, Housing Fund, and Dispatch Services Fund of the 2020 Budget for the Town of Vail. 10 min. Presenter(s): Carlie Smith, Financial Services Manager Action Requested of Council: Approve, or approve with amendments Ordinance No. 21, Series 2020 upon second reading. Background: Please see attached memorandum. Staff Recommendation: Approve or approve with amendments Ordinance No. 21, Series 2020 upon second reading. 7.Adjournment 7.1.Adjournment 6:35 pm (estimate) Meeting agendas and materials can be acc es s ed prior to meeting day on the Town of Vail webs ite www.vailgov.com. All town c ouncil meetings will be streamed live by High F ive Ac cess Media and available for public viewing as the meeting is happening. T he meeting videos are als o posted to High F ive Ac cess Media website the week following meeting day, www.highfivemedia.org. P leas e c all 970-479-2136 for additional information. S ign language interpretation is available upon reques t with 48 hour notification dial 711. December 15, 2020 - Page 2 of 51 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: Proclamation No. 11, Series of 2020, Recognition of Years of S ervice for B eth S lifer on Vail L ocal Marketing District Advisory Council P RE S E NT E R(S ): Dave Chapin, Mayor AT TAC H ME N TS: Description Proclamation No. 11, Years of Service on V LMD AC Beth Slifer December 15, 2020 - Page 3 of 51 Proclamation No. 11, Series of 2020 Recognition of Years of Service for Beth Slifer on the Vail Local Marketing District Advisory Council WHEREAS, the Vail Town Council appointed Beth Slifer to the Vail Local Marketing District Advisory Council twenty-one years ago, and who has been serving as the Chairperson of such council for same number of years, and who has been the leader and advisor of this council with a most notable tenure, inspired leadership, and remarkable commitment, and; WHEREAS, Beth Slifer is a native of Jacksonville Florida and has lived in Vail for 37 years with her husband, former Mayor Rod Slifer and graduated from University of North Carolina at Chapel Hill as the Most Outstanding Senior Woman and from the University of Chicago School of Business. Beth founded Slifer designs in 1984, a company that has become prominent in the region and has won national recognition, specializing in resort residential and hospitality design, and; WHEREAS, Beth’s participation in the community is depicted by her service on many non- profit boards in her quest to support education, health and her hometown of Vail, Colorado. She was formerly Chairperson of Vail’s Local Marketing District Advisory Council, currently serves on the board of the Vail Valley Partnership and Bravo! Vail, is a founding board member of the Roundup River Ranch Paul Newman Camp for severely ill children, the University of Colorado Depression Center, and serves on the governing board of the Leeds School of business, and; WHEREAS, Beth’s role as VLMDAC chair has served to transform Vail into a major summer mountain resort destination, resulting in double digit increases in occupancy and summer tax revenues during her tenure, along with achieving a substantial improvement in the Vail guest experience during the same period, and; WHEREAS, Beth helped foster and build upon a marketing foundation that innately takes a “premier and prideful” stance and approach when delivering value to Vail’s guests; Beth’s relationships with the Vail community can be deemed as friendships and her values of respect, commitment and ownership in Vail’s future are well aligned and ingrained in the community, and; WHEREAS, Beth’s ability to foster relationships with the town’s partners, such as Vail Resorts, Inc., the businesses, the community schools and nonprofit agencies as well as the local residents, has taken Vail in positive directions to enhancing its economy, culture, education, and environment. Her role in leveraging the VLMDAC has been invaluable in bringing attention to the unique challenges of a ski resort community and solving problems collectively and collaboratively, and; December 15, 2020 - Page 4 of 51 WHEREAS, Beth’s qualities are about creating “bridges” in relationships and negotiation and decision-making, a style that has strengthened the community at large; she is considered a good listener, trusted mentor, consensus builder, collaborator, good communicator, insightful, pragmatic, passionate, professional, thoughtful, patient and steadfast, and conducts business with the highest integrity and her amazing attributes have carved out her legacy with the Town of Vail, and; NOW, THEREFORE, the Vail Town Council proclaims our sincerest appreciation and heartfelt thanks to Beth Slifer for her years of service to our community and hereby recognizes her commitment to the Town of Vail by serving as the Chairperson of the VLMDAC for over twenty years. Her efforts in facilitating and enhancing the town’s marketing program has been remarkable and we acknowledge and hold in high esteem her leadership as instrumental in helping the town achieve our vision and status as “a premier international mountain resort community,” a place that is a truly unique and magical place to live, work and play. Beth’s distinguished service and legacy will live with us forever. Dated this 15th day of December 2020 Vail Town Council Attest: ___________________________ Dave Chapin, Mayor Tammy Nagel, Town Clerk December 15, 2020 - Page 5 of 51 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: November 3, 2020 Town Council Meeting Minutes AT TAC H ME N TS: Description Meeting Minutes December 15, 2020 - Page 6 of 51 Town Council Meeting Minutes of November 3, 2020 Page 1 Vail Town Council Meeting Minutes Tuesday, November 3, 2020 6:00 P.M. Due to the Town’s Disaster Declaration of March 17, 2020 related to the COVID-19 virus, the meeting was held in Vail Town Council Chambers and with virtual access provided through Zoom. The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Chapin. Members present: Dave Chapin, Mayor Kim Langmaid, Mayor Pro Tem Jenn Bruno Travis Coggin Kevin Foley Jen Mason Brian Stockmar Staff members present: Scott Robson, Town Manager Patty McKenny, Assistant Town Manager Matt Mire, Town Attorney Stephanie Bibbens, Deputy Town Clerk 1. Citizen Participation There was none. 2. Any action as a result of executive session There was none. 3. Consent Agenda 3.1 ERWSD Temporary Access and Staging License Agreement Action Requested of Council: Approve the use of Town Land by ERWSD for the purposes of temporary construction access and staging. Background: ERWSD is replacing a 50+ year old Sanitary Sewer Main Bridge crossing over the Eagle River in Dowd Junction adjacent to the Gore Valley Trail Pedestrian Bridge. in order to complete the project ERWSD needs to access the site via the Gore Valley Trail and the existing gravel road that leads to the river. Also, there is an existing large gravel area that is on Town property that could be used for construction staging. December 15, 2020 - Page 7 of 51 Town Council Meeting Minutes of November 3, 2020 Page 2 Staff Recommendation: Staff recommends approving the request and directing Town staff to work with the Town attorney to draft a temporary license agreement that can be executed by the Town Manager and ERWSD. Foley made a motion to approve ERWSD Temporary Access and Staging License Agreement; Stockmar seconded motion approved (7-0). 3.2. Staub Park Easement Request Action Requested of Council: Approve or deny a utility easement within Staub Park for telephone services. Background: The owners at 303 Gore Creek Drive (ROW Homes, Unit 12) along Gore Creek Drive near Staub Park is seeking to obtain a utility easement to run telephone services through Staub park to the rear of four residences. Staff Recommendation: Approve or deny a utility easement within Staub park for telephone services. Bruno made a motion to deny Staub Park Easement Request; Coggin seconded the motion passed (7-0). 4. Town Manager Report Robson started his report by reminding Vail residents there was still time to cast their votes for the 2021 General Election. Additionally, Robson provided an update on operational aspects related to the pandemic: • New state guidance on transit operations was recommended 50% seating capacity. The town would consult with Eagle County Public Health for further guidance throughout the health crisis. • Many other safety standards are in place for transit passengers (mandatory face covering for employees and passengers, face coverings at bus stops, plexi-glass patricians for drivers, signage to promote compliance, rider capacity will fluctuated depending on guidance from county, and Synexis defense system in all the buses). Robson quickly reviewed other topics with council: • The volunteer community host program had been suspended due to the high risk for COVID. A paid ambassador program would be implemented as an alternative to address the town's public health measures; • Economic Development Department had continued to do great work in planning economic recovery efforts for the winter including a variety of small events; • The town would be involved in operational planning with Vail Resorts to prepare for a Nov. 20 opening on Vail Mountain; and • There were no new recommendations regarding the existing noise ordinance. Langmaid requested to focus on addressing I-70 noise than noise levels in the Villages. December 15, 2020 - Page 8 of 51 Town Council Meeting Minutes of November 3, 2020 Page 3 • Communications Department had been working hard to provide up to date and continuous information for the upcoming winter season: Discover Vail and Vail.com would be great resources of information regarding everything our guests would need to know about the winter season and any changes that may occur locally due to the pandemic and Eagle County guidelines. 5. Action Items 5.1. Resolution No. 48, Series of 2020, A Resolution of the Vail Town Council Authorizing the Exercise of the Town's Eminent Domain Authority to Acquire Open Space Adjacent to Gore Creek Presenter(s): Matt Mire, Town Attorney Action Requested of Council: Approve, approve with amendments or deny Resolution No. 48, Series of 2020 Background: In 2017, 18 years after the Town acquired Tract C, 2 years after the Town adopted the Stream Tract Protection Ordinance, 1 year after the Town approved the Gore Creek Action Plan, and without the Town's consent, the property owners in the Eleventh Filing amended the Protective Covenants to expand the allowed uses in Tract C to allow for private encroachments and the maintenance of non-native vegetation. In order to preserve Tract C as natural open space that is devoid of any privately-owned improvements or non-native vegetation, as originally intended, the Town now seeks to remove the Protective Covenants from Tract C and acquire unencumbered title to Tract C. C.R.S. § 38-1-105 (5) authorizes the Town to condemn all property interests in Tract C held by other persons Staff Recommendation: Approve Resolution No. 48, Series of 2020 Town Attorney requested Resolution No. 48, Series of 2020 be rescheduled since the exhibits were not attached. Council rescheduled Resolution No. 48, Series of 2020 to the November 17th meeting. 5.2. Ordinance No. 16, Series of 2020, an Ordinance to amend Section 12-16-7: Use Specific Criteria and Standards, Vail Town Code, to amend the use specific criteria for funiculars and other similar conveyances. Presenter(s): Jonathan Spence, Planning Manager Action Requested of Council: The Vail Town Council shall approve, approve with modifications, or deny Ordinance No. 16, Series of 2020, upon first reading. Background: The proposed amendment will revise the criterion to allow for the use of a funicular to gain pedestrian access to accessory structures and recreation facilities/structures. Currently the use criterion restricts the use of funiculars to the access of residential dwellings only. December 15, 2020 - Page 9 of 51 Town Council Meeting Minutes of November 3, 2020 Page 4 Staff Recommendation: On October 12, 2020 the Planning and Environmental Commission (PEC) forwarded a unanimous recommendation, for approval, for a prescribed regulation amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code. Dominic Mauriello, Mauriello Planning Group and Michael Suman, Suman Architects presented an overview on behalf of their client, LSC 27 LLC, located at 696 West Forest Road. Council clarified that the vote on this Ordinance was for a text amendment in the code, not a vote for a funicular project for a specific property. Foley expressed concern how this amendment could affect private vs public use. Langmaid expressed concerned the potential abundance of applications the ordinance could generate as well as the future look and the environmental effects it could have on the town. Council suggested the proposed text amendment be studied more closely. Mauriello and Suman confirmed applicants would still need to go through Planning, Environment and Commission process for approval. This was to clean up the code and not to approve a certain project. There was no public comment. Coggin motioned to approve Ordinance 16, Series 2020 subject to the findings in the staff memorandum; Mason seconded the motion passed (5-2* Foley and Langmaid opposed). 6. Public Hearings 6.1. Ordinance No. 13, Series of 2020, 2nd Reading, Ordinance to replace Section 12- 6I-8 Parking and Loading, Vail Town Code, with a new section, Section 12-6I-8 Mobility, to address mobility needs of residents in the Housing (H) Zone District Presenter(s): Jonathan Spence, Planning Manager Action Requested of Council: The Vail Town Council shall approve, approve with modifications, or deny Ordinance No. 13, Series of 2020, upon second reading. Background: The proposed text amendment provides an enhanced framework for the development, review and enforcement of mobility plans within the Housing (H) zone district. The enhanced framework provides for the needed flexibility in the district while recognizing the necessity of adequate review provisions and performance standards. Staff Recommendation: On September 28, 2020, the Planning and Environmental Commission (PEC) forwarded a recommendation of approval (5-1 Gillette opposed) for a prescribed regulation amendment. There was no public comment. December 15, 2020 - Page 10 of 51 Town Council Meeting Minutes of November 3, 2020 Page 5 Foley made a motion to approve Ordinance 13, Series 2020; Stockmar seconded the motion passed (7-0). 6.2. Ordinance No. 14, Series of 2020, 2nd Reading, Ordinance to add Section 13-14, Administrative Lot Line Adjustment and Elimination Procedures, Vail Town Code, to add an administrative procedure for the adjustment or elimination of lot lines between existing platted lots Presenter(s): Jonathan Spence, Planning Manager Action Requested of Council: The Vail Town Council shall approve, approve with modifications, or deny Ordinance No. 14, Series of 2020, upon second reading. Background: Currently the Planning and Environmental Commission reviews applications for the adjustment or elimination of lot lines between existing platted lots as a Minor Subdivision. The Community Development Department and the Planning and Environmental Commission have expressed agreement that this public review has been unnecessary and did not add value, as a review for compliance with relevant standards had already occurred. Staff Recommendation: On September 28, 2020, the Planning and Environmental Commission (PEC) forwarded a unanimous recommendation, for approval, for a prescribed regulation amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code. There was no public input. Coggin made a motion to approve Ordinance 14, series 2020; Foley seconded the motion approved (7-0) 7. Matters from the Mayor Mayor Chapin reminded everyone the Vail Mountain opened in 16 days! He also thanked first responders for the work they do. He noted the selfless work of the fire department in assisting with the large wildfires in Colorado. He is looking forward to the presentation from Chief Novak of lessons learned from these fires. Bruno suggested a temporary sidewalk to accommodate requests from residents on Chamonix while awaiting a permanent solution as part of the Highline project. She thanked VRD organizers of Trick or Treat Trot and participating businesses for delivering a safe and festive event. She also thanked the election judges and the town staff for their efforts. Langmaid thanked the town staff for their hard work and flexibility in dealing with the pandemic and preparing for the opening of ski season. Foley offered his thanks for recent maintenance work on the Gore Valley Trail through Dowd Junction. He also offered praise to VRD for Trick or Treat Trot and thanked Public Works for refurbishing trash and recycle bins. December 15, 2020 - Page 11 of 51 Town Council Meeting Minutes of November 3, 2020 Page 6 Coggin asked everyone to be responsible for cleaning up after their pets and to be responsible to pack it out on the trails. He also expressed concern of garbage he saw left on trails throughout the summer and reminded everyone to be respectful of the land. Stockmar noted he and Langmaid had been asked to testify on behalf of the Colorado Clean Trucking Strategy effort organized by CDOT. He is also interested in seeing how Vail can take part in better coordination of regional trails and bus routes. Mason thanked her fellow Town Council members for taking care of the town's business in a respectful and kind way. She also suggested scheduling more neighborhood trail clean up days and thanked everyone for taking part in today's election. There being no further business to come before the council, Foley moved to adjourn the meeting; Langmaid seconded the motion which passed (7-0) and the meeting adjourned at 7:03 p.m. Respectfully Submitted, Attest: __________________________________ Dave Chapin, Mayor ___________________________________ Stephanie Bibbens, Deputy Town Clerk December 15, 2020 - Page 12 of 51 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: November 17, 2020 Town Council Meeting Minutes AT TAC H ME N TS: Description November 17, 2020 Town Council Meeting Minutes December 15, 2020 - Page 13 of 51 Town Council Meeting Minutes of November 17, 2020 Page 1 Vail Town Council Meeting Minutes Tuesday, November 17, 2020 6:00 P.M. Due to the Town’s Disaster Declaration of March 17, 2020 related to the COVID-19 virus, the meeting was held in Vail Town Council Chambers and with virtual access provided through Zoom. The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by Mayor Chapin. Members present: Dave Chapin, Mayor Kim Langmaid, Mayor Pro Tem Jenn Bruno Travis Coggin Kevin Foley Jen Mason Brian Stockmar Staff members present: Scott Robson, Town Manager Patty McKenny, Assistant Town Manager Matt Mire, Town Attorney Tammy Nagel, Town Clerk 1. Citizen Participation Joyce Cohen requested council consider an ordinance banning pet stores and other types of puppy mill businesses. 2. Any action as a result of executive session There was none. 3. Proclamations 3.1. Proclamation No. 8, Series of 2020, Colorado Gives Day Presenter(s): Dave Chapin, Mayor Mayor Chapin read Proclamation No. 8, Series of 2020 into the record. Brooke Skjonsby, Colorado Gives representative, thanked council and reminded everyone how important it was to donate to the non-profits especially this year with the health crisis. 4. Consent Agenda 4.1. October 6, 2020 Town Council Meeting Minutes December 15, 2020 - Page 14 of 51 Town Council Meeting Minutes of November 17, 2020 Page 2 Foley made a motion to approve the October 6, 2020 meeting minutes; Langmaid seconded the motion passed (7-0). 4.2. October 20, 2020 Town Council Meeting Minutes Foley made a motion to approve the October 6, 2020 meeting minutes; Langmaid seconded the motion passed (7-0). 5. Town Manager Report There was no report. 6. Action Items 6.1. Resolution No. 48, Series of 2020, A Resolution of the Vail Town Council Authorizing the Exercise of the Town's Eminent Domain Authority to Acquire Open Space Adjacent to Gore Creek Presenter(s): Matt Mire, Town Attorney Action Requested of Council: Approve, approve with amendments or deny Resolution No. 48, Series of 2020 Background: In 2017, 18 years after the Town acquired Tract C, 2 years after the Town adopted the Stream Tract Protection Ordinance, 1 year after the Town approved the Gore Creek Action Plan, and without the Town's consent, the property owners in the Eleventh Filing amended the Protective Covenants to expand the allowed uses in Tract C to allow for private encroachments and the maintenance of non-native vegetation. In order to preserve Tract C as natural open space that is devoid of any privately- owned improvements or non-native vegetation, as originally intended, the Town now seeks to remove the Protective Covenants from Tract C and acquire unencumbered title to Tract C. C.R.S. § 38-1-105 (5) authorizes the Town to condemn all property interests in Tract C held by other persons Staff Recommendation: Approve Resolution No. 48, Series of 2020 Mire presented Resolution No. 48, Series of 2020 to the council stating the condemnation would remove the protective covenants and all interest in the town’s property known as Tract C. Council asked the time frame of the entire process. Joe Rivera, Murray Dahl Berry Renaud LLC, stated the process takes approximately 9 months, but due to the health crisis it could possibly take longer. Foley made a motion to approve Resolution No. 48, Series of 2020; Stockmar seconded the motion passed (7-0). 6.2. Ordinance No. 17, Series 2020, First Reading, Ordinance adopting a budget and financial plan and making appropriations to pay the costs, expenses and liabilities of the Town of Vail, Colorado for its fiscal year January 1, 2021 through December 31, 2021. December 15, 2020 - Page 15 of 51 Town Council Meeting Minutes of November 17, 2020 Page 3 Presenter(s): Kathleen Halloran, Finance Director and Carlie Smith, Financial Services Manager Action Requested of Council: Approve or approve with amendments Ordinance No. 17, Series 2020. Background: Please see attached memo. Staff Recommendation: Approve or approve with amendments Ordinance No. 17, Series 2020. Halloran spoke with council regarding Ordinance No. 17, Series of 2020 stating she would be reviewing the changes made to the 2021 Budget pursuant to council’s direction after their review of the draft budget at their November 3rd meeting. Total revenues for all funds $71.3M; which was 19% down from 2019 and 7% down from 2020. The changes to revenue were: • Year-end forecast of $22.5M in sales tax; down 24% from 2019; 2021 Sales tax proposed flat with 2020 ($200K increase from prior draft) Halloran stated this change was due to the revenue over the summer being better than previously forecasted. • Property tax – slight increase of 1.3%, or $75K • Lift tax – Increased to $3.5M to updated to align with sales tax and parking revenue assumptions (Flat with 2020; 34% down from 2019) Expenditures for all funds: $99.5M; which was down from 4.2% from the original 2020 budget. • $30,000 increase for an unexpected update to the 911 Intergraph software • $400,000 was removed from RETT for Ford Park parking lot reconfiguration Halloran stated the $400,000 was removed due to council feedback and the organization looking at a potential new parking system. General Fund: • Revenue of $41.1M was 5.8% down from 2019 • Operating expenditures were budgeted down 10% in every department saving $455K • Spending on special events / council contributions is down 42% Halloran stated 2020 forecast was to use $1.3M of reserves as opposed to $7.1M that was budgeted at the beginning of the pandemic. This change was due to: ✓ summer revenue being better than expected; ✓ additional expenses saved beyond budget cuts and relief funding. The 2021 Budget was proposing to use $1.1M of reserves under crisis recession. Council thanked staff for making the necessary budget cuts and a shout out to the Vail businesses that did well this summer during the health crisis. Smith presented the Personnel Expenditures of $34.1M. New for the 2021 budget was a 1.75 fulltime equivalent FTE: ✓ Housing planner ✓ Environmental admin ✓ Economic Development admin Halloran spoke to council concerning Council Contributions: December 15, 2020 - Page 16 of 51 Town Council Meeting Minutes of November 17, 2020 Page 4 ✓ Magic of Lights: Halloran stated Vail Valley Foundation and Betty Ford Alpine Gardens (BFAG) had an agreement for a donation to be made at the end of the event to BFAG for use of their premise for the event. Council questioned if the donation would be the appropriate amount for the use and any damage to their premise. Mountain Travel Symposium: Halloran stated due to the health crisis the event was being rolled to 2022 and the 2021 budget would reflect a contribution of $5000 on the second reading of this ordinance. Halloran stated the $5000 was for parties in December 2021; and the 2022 budget would reflect this request at about the same contribution amount of $163,000 for the larger event. Council thanked staff for the additional information Gerald R. Ford Amphitheater summer events: Halloran stated though the request was for $75K staff was recommending $52.5K. This reduced amount may affect the talent level they bring to Vail. Council was comfortable with staff recommendation. Smith addressed Capital Expenditures of $49.6M ✓ $400K removed from RETT for Ford Park parking lot reconfiguration. Council discussed Actively Green funding, certification process for businesses and accountability. Council questioned the contribution amount for the Front Range Program and if Vail should be contributing more towards the program. Halloran suggested council talk with the Forest Service at the December 1 Town Council meeting. Council requested more information on the need for turn lase at Buffehr Creek Rd. Greg Hall, Public Works Director, stated the need for the turn lane was based on the service level at peak levels and safety. Halloran spoke about the reserve stating the pandemic would cost the town $24M in revenue over a 5-year period. Council expressed concern the 2021 budget could see a budget cut mid-winter due to the pandemic’s affect on restaurants and businesses. Halloran stated staff prepared two additional budget plans: one for if it gets worse and one if it gets better There was no public comment Coggin made a motion to approve Ordinance No. 17, Series of 2020; Foley seconded the motion passed (7-0). 6.3. Ordinance No. 18 Series of 2020 First Reading of Mill Levy Certification December 15, 2020 - Page 17 of 51 Town Council Meeting Minutes of November 17, 2020 Page 5 Presenter(s): Carlie Smith, Financial Services Manager Action Requested of Council: Approve or approve with amendments Ordinance No. 18, Series 2020. Background: The town is required by Colorado state law to certify the mill levy by December 15th of each year. Staff Recommendation: Approve or approve with amendments Ordinance No. 18, Series 2020. Smith provided a brief review of Ordinance No. 18, Series of 2020 stating the town’s base mill levy as shown in the ordinance was 4.69 mills and the abatement levy was 0.011 mills. Smith noted abatement resulted when a taxpayer protests an assessed valuation after the normal protest period and was refunded a portion of the tax already due or paid. The abatement mill levy allowed the town to recoup the refunded amount. Smith stated the abatement levy of 0.011 mils equates to an additional $0.79 per year for a $1 million home. There was no public comment. Coggin made a motion to approve Ordinance No. 18, Series of 2020; Mason seconded the motion passed (7-0). 6.4. Ordinance No. 19 Series of 2020, An Emergency Ordinance Requiring Face Coverings in the Town of Vail Presenter(s): Scott Robson, Town Manager Action Requested of Council: Approve, approve with amendments or deny Ordinance No. 19, Series of 2020 Background: On March 10, 2020, the Governor of the State of Colorado recognized the COVID- 19 pandemic and declared a state of emergency. On March 13, 2020, the Town Manager declared a disaster emergency in and for the Town of Vail, Colorado, pursuant to the Colorado Disaster Emergency Act, C.R.S. § 24-33.5-701, et seq. (the "Act"), and Section13.5 of the Town's Home Rule Charter, which declaration was thereafter continued by the Town Council. On November 3, 2020, Eagle County issued a Standing Public Health Order adopting Colorado’s Statewide Covid-19 Dial Dashboard, requiring all individuals over the age of 2 years to wear face coverings when entering and inside any place of business, event, or public indoor environment. On November 4, 2020, the Town Manager enacted an emergency order requiring face coverings in the Town Staff Recommendation: Approve, approve with amendments or deny Ordinance No. 19, Series of 2020 Robson reviewed the emergency Ordinance No. 19, Series of 2020 with council stating this ordinance was created from the emergency order he enacted as the Town Manager on December 15, 2020 - Page 18 of 51 Town Council Meeting Minutes of November 17, 2020 Page 6 November 4th requiring face coverings in the core of the town villages. Vail police would not ticket violators but would educate citizens instead. Council discussed signage for the mask mandate and education. Robson shared the town had placed an order masks that have a cool design created by staff to provide businesses for their employees and customers as needed. There was no public comment. Stockmar made a motion to approve emergency Ordinance No. 19, Series of 2020; Mason seconded the motion passed (6-1*Bruno opposed) 6.5. Ordinance No. 20, Series of 2020, First Reading, An Ordinance Amending 10 min. Chapter 4 of Title 5 of the Vail Town Code to Increase the Age to Purchase, Possess, Consume or Use a Tobacco or Nicotine Product Presenter(s): Matt Mire, Town Attorney Action Requested of Council: Approve, approve with amendments or deny Ordinance No. 20, Series of 2020 upon first reading. Background: In 2020, the Colorado General Assembly enacted House Bill 20-1001, which increases the age to purchase, possess, consume, or use tobacco or nicotine products from 18 years to 21 years. The Town is required to similarly increase the age to purchase, possess, consume, or use tobacco or nicotine products in Town. Staff Recommendation: Approve Ordinance No. 20, Series of 2020 upon first reading. Mire reviewed Ordinance No. 20, Series of 2020 explaining this ordinance would update the Town Code to comply with legislation that was passed by the General Assembly. There was no public comment. Coggin made a motion to approve Ordinance No. 20, Series of 2020; Mason seconded the motion passed (7-0). 7. Public Hearings 7.1. Ordinance No. 16, Series of 2020, an Ordinance to amend Section 12-16- 7: Use Specific Criteria and Standards, Vail Town Code, to amend the use specific criteria for funiculars and other similar conveyances. Presenter(s): Jonathan Spence, Planning Manager Action Requested of Council: The Vail Town Council shall approve, approve with modifications, or deny Ordinance No. 16, Series of 2020, upon second reading. December 15, 2020 - Page 19 of 51 Town Council Meeting Minutes of November 17, 2020 Page 7 Background: The proposed amendment will revise the criterion to allow for the use of a funicular to gain pedestrian access to accessory structures and recreation facilities/structures. Currently the use criterion restricts the use of funiculars to the access of residential dwellings only. Staff Recommendation: On October 12, 2020 the Planning and Environmental Commission (PEC) forwarded a unanimous recommendation, for approval, for a prescribed regulation amendment, pursuant to Section 12-3-7, Amendment, Vail Town Code. Spence reviewed Ordinance No. 16, Series of 2020 with council stating there were no changes since the first reading. There was no public comment. Council confirmed applicants would still need to go through the Planning and Environmental Commission. Coggin made a motion to approve Ordinance No. 16, Series of 2020; Mason seconded the motion passed (5-2*Foley and Langmaid oppose) 8. Matters from Mayor, Council and Committee Reports (moved from the afternoon meeting to evening due to time constraints) Coggin thanked AIPP for their hard work in relocating the Siebert Eaton Memorial and Vail Resorts helping with the location of the statue in Mountain Plaza. Additionally, he would like staff to provide an update on the sheep mitigation in East Vail, ski locker zoning and West Middle Creek parcel rezoning for housing at a future meeting. Bruno would like to see restaurants be allowed to have food trucks or carts in the villages to assist establishments with the 25% capacity restrictions due to the health crisis. She too requested West Middle Creek parcel rezoning on future topic updates. Foley thanked voters for passing Ballot Issue 2G at the November 3rd General Elections. He noted the Stronger Together sign in Lionshead was vandalized and needed to be removed or fixed. Additionally, Foley asked for safety purposes, if public works would mark the turning lane into the Safeway parking lot because drivers were miss using the lane for passing. Langmaid did not have anything to report. Mason thanked town staff frontline employees for all their work on keeping the town beautiful. Mason noted the public comment from Joyce Cohen and asked for council support to direct staff into researching into an ordinance banning pet stores and other types of puppy mill businesses. All council members supported that request. Stockmar wished everyone a Happy Thanksgiving and staying safe and healthy over the holidays. Chapin spoke to the sound levels and the vitality in the villages. He reminded people to treat people with respect and kindness especially during these stressful times. December 15, 2020 - Page 20 of 51 Town Council Meeting Minutes of November 17, 2020 Page 8 There being no further business to come before the council, Foley moved to adjourn the meeting; Stockmar seconded the motion which passed (7-0) and the meeting adjourned at 7:33 p.m. Respectfully Submitted, Attest: __________________________________ Dave Chapin, Mayor ___________________________________ Tammy Nagel, Town Clerk December 15, 2020 - Page 21 of 51 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C: Resolution No. 51, S eries of 2020, A Resolution Approving A n A mendment to a Grant Agreement Between the Town of Vail and the S tate of Colorado Department of Transportation AC T IO N RE Q UE S T E D O F C O UNC I L: A pprove, approve with amendments or deny Resolution No. 51, Series of 2020 B AC K G RO UND: The Town and the Colorado Department of Transportation (“C D O T”) are parties to a certain grant agreement related to ‘FA S T E R funds’ dated F ebruary 26, 2020. T he parties wish to amend the Original A greement to extend the Original Agreement and to provide for revisions to the statement of work. S TAF F RE C O M M E ND AT IO N: A pprove Resolution No. 51, Series of 2020 AT TAC H ME N TS: Description Resolution No. 51, Series of 2020 December 15, 2020 - Page 22 of 51 RESOLUTION NO. 51 Series of 2020 A RESOLUTION APPROVING AN AMENDMENT TO A GRANT AGREEMENT BETWEEN THE TOWN OF VAIL AND THE STATE OF COLORADO DEPARTMENT OF TRANSPORTATION WHEREAS, The Town and the Colorado Department of Transportation (“CDOT”) are parties to a certain grant agreement related to ‘FASTER funds’ dated February 26, 2020 (the “Original Agreement”); and WHEREAS, the parties wish to amend the Original Agreement to extend the Original Agreement and to provide for revisions to the statement of work as set forth in the State of Colorado Amendment, attached hereto as Exhibit A and made a part hereof by this reference (the “Amendment”). NOW THEREFORE, BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO THAT: Section 1. The Town Council hereby approves the Amendment in substantially the same form as attached hereto as Exhibit A, and in a form approved by the Town attorney, and authorizes the Town Manager to execute the Amendment on behalf of the Town. Section 2. This Resolution shall take effect immediately upon its passage. INTRODUCED, PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Vail held this 15th day of December 2020. _________________________ Dave Chapin, Town Mayor ATTEST: _____________________________ Tammy Nagel, Town Clerk December 15, 2020 - Page 23 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 1 of 9 STATE OF COLORADO AMENDMENT (1) SIGNATURE AND COVER PAGE State Agency Department of Transportation Grant Amendment Number / PO Number 20-HTR-ZL-03179-M0002 / 491002132 Grantee TOWN OF VAIL Original Grant Agreement Number / PO Number 20-HTR-ZL-03179 / 491002132 Current Grant Agreement Amount Grant Agreement Performance Beginning Date February 26, 2020 Amended Agreement Expiration Date December 31, 2021 FASTER Funds Maximum Amount (80%) Local Funds Local Match Amount (20%) Agreement Total $1,099,920.00 $274,980.00 $1,099,920.00 Amended Fund Expenditure End Date December 31, 2021 THE PARTIES HERETO HAVE EXECUTED THIS AMENDMENT Each person signing this Amendment represents and warrants that he or she is duly authorized to execute this Amendment and to bind the Party authorizing his or her signature. GRANTEE TOWN OF VAIL ____________________________________________ By: , Date:_______________________________________ STATE OF COLORADO Jared S. Polis, Governor Department of Transportation Shoshana M. Lew, Executive Director By: _________________________________________ Shoshana M. Lew, CDOT Executive Director ____________________________________________ Signature* Signatory avers to the State Controller or delegate that, except as specified herein, Grantee has not begun performance or that a Statutory Violation waiver has been requested under Fiscal Rules Date:_______________________________________ In accordance with §24-30-202 C.R.S., this Amendment is not valid until signed and dated below by the State Controller or an authorized delegate. STATE CONTROLLER Robert Jaros, CPA, MBA, JD By:___________________________________________ Department of Transportation Effective Date:_____________________ December 15, 2020 - Page 24 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 2 of 9 1) PARTIES This Amendment (the “Amendment”) to the Original Grant shown on the Signature and Cover Page for this Amendment (the “Grant”) is entered into by and between the Grantee, and the State. 2) TERMINOLOGY Except as specifically modified by this Amendment, all terms used in this Amendment that are defined in the Grant shall be construed and interpreted in accordance with the Grant. 3) EFFECTIVE DATE AND ENFORCEABILITY A. Amendment Effective Date This Amendment shall not be valid or enforceable until the Amendment Effective Date shown on the Signature and Cover Page for this Amendment. The State shall not be bound by any provision of this Amendment before that Amendment Effective Date, and shall have no obligation to pay Grantee for any Work performed or expense incurred under this Amendment either before or after of the Amendment term shown in §3.B of this Amendment B. Amendment Term The Parties’ respective performances under this Amendment and the changes to the Grant contained herein shall commence on the Amendment Effective Date shown on the Signature and Cover Page for this Amendment and shall terminate on the termination of the Grant. 4) PURPOSE The purpose for this Amendment is to extend the agreement, and revise Exhibit A - Statement of Work and Budget as described in Section 5. 5) MODIFICATIONS The Grant and all prior amendments thereto, if any, are modified as follows: A. The Initial Agreement Expiration Date on the Grant Agreement’s Cover Page is hereby deleted and replaced with the Amended Agreement Expiration Date shown on the Signature and Cover Page for this Amendment. B. The Fund Expenditure End Date on the Grant Agreement’s Cover Page is hereby deleted and replaced with the Amended Fund Expenditure End Date shown on the Signature and Cover Page for this Amendment. C. Exhibit A is hereby deleted and replaced with Exhibit A.1. D. All references to Exhibit A in the Grant and any amendments are hereby deleted in its entirety and replaced with Exhibit A.1. 6) LIMITS OF EFFECT This Amendment is incorporated by reference into the Grant, and the Grant and all prior amendments or other modifications to the Grant, if any, remain in full force and effect except as specifically modified in this Amendment. Except for the Special Provisions contained in the Grant, in the event of any conflict, inconsistency, variance, or contradiction between the provisions of this Amendment and any of the provisions of the Grant or any prior modification to the Grant, the provisions of this Amendment shall in all respects supersede, govern, and control. The provisions of this Amendment shall only supersede, govern, and control over the Special Provisions contained in the Grant to the extent that this Amendment specifically modifies those Special Provisions. THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK December 15, 2020 - Page 25 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 3 of 9 EXHIBIT A.1 – STATEMENT OF WORK AND BUDGET Project Description 2020-FASTER: Transit Facility Electric Svc Upgrades & Install Chargers Project End Date December 31, 2021 Sub-recipient Vail, Town of DUNS #075753293 Contact Name Greg Hall Vendor #2000003 Address 75 S Frontage Rd Vail, CO 81657-5096 USA Phone (970) 479-2160 Email ghall@vailgov.com Indirect Rate N/A WBS*23273.10.50 ALI Total Project Budget $1,374,900.00 State FASTER Funds (at 80% or less)$1,099,920.00 Local Funds (at 20% or more)$274,980.00 Total Project Amount Encumbered via this Grant Agreement $1,099,920.00 *The WBS numbers may be replaced without changing the amount of the grant at CDOT’s discretion. A. Project Description The Town of Vail is in the process of a seven (7) bus replacement project which will begin fleet transition to battery electric buses through established fleet replacement schedules. This project is currently being supported with a 2017 FTA Low or No Emissions Section 5339(c) award of electric battery buses and is part of a long-term fleet replacement plan. This specific project relates to the infrastructure needed to upgrade the Town of Vail bus barn to support depot charging of a battery-electric bus fleet. Currently, the bus barn houses diesel and hybrid buses and needs significant electrical upgrades to accommodate fleet-scale charging of battery electric buses. The Town of Vail will use the 2020 FASTER funds, along with local matching funds, to support the upgrade of the power supply and installation of chargers at the bus barn facility. The project will support the goals of the Statewide Transit Plan. Salient features for this project are: Consultant selection process, design and entitlement process, including approval from the electric utility provider, contractor selection process and procurement, construction of approved improvements, project turnover and closeout. Procurement /Project Delivery Method: The project will utilize the Design-Bid-Build method of delivery. The town may select CM/GC as a contractor selection process. Town of Vail will select a construction firm within six months of the execution of this grant agreement. Project Location: 1289 Elkhorn Drive, Vail, CO 81657 National Environmental Policy Act (NEPA): The Town of Vail must ensure that the environmental consequences of its transportation project have been adequately considered and that required mitigation measures can be completed within the time frame and budget described in the application. An environmental clearance is required before final design, right-of-way acquisition and construction funds are authorized. Contact the CDOT Project Manager for guidance concerning the environmental requirements. Among those requirements, Environmental Justice considerations should be analyzed and documented, if applicable. For more information see Chapter 9.15 of the CDOT NEPA Manual, found at: https://www.codot.gov/programs/environmental/nepa-program/nepa-manual . December 15, 2020 - Page 26 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 4 of 9 Right of Way: Even though the Town of Vail does not anticipate additional Right of Way needed for this project at the time of execution of this grant agreement, the Town of Vail shall consult the CDOT Region 3 Right of Way Manager and determine whether the Town of Vail shall submit information sufficient to demonstrate the entirety of the Project, including but not limited to the vault, transformer and service line installations, can be implemented entirely on property owned and/or controlled by the Town of Vail. In the event it is determined the Project requires the acquisition of real estate interests, whether permanent or temporary, the acquisition of such interests must be conducted in compliance with the Uniform Relocation & Real Property Acquisition Policies Act of 1970, as amended (Uniform Act), applicable Colorado state statutes, and the CDOT Right of Way Manual. Persons or firms involved in the valuation and acquisition of real estate interests required for the Project must be qualified by CDOT to perform those functions. Please direct all right of way related communications to: Tim Woodmansee CDOT Region 3 Right of Way Manager 222 S. 6th Street, Room 317 Grand Junction, CO 81501 Phone: 970-683-6224 Email: tim.woodmansee@state.co.us Utilities: The project is required to comply with CRS 9-.5-101 through 108 regarding subsurface utility engineering (SUE). If the project meets the four criteria listed within the aforementioned Colorado Revised Statute, a SUE investigation will be required. For more additional information, please relay your questions to: Joe Carter CDOT Region 3 Utility Engineering Program Manager 222 S. 6th Street, Room 317 Grand Junction, CO 81501 Phone: 970-683-6209 Email: joseph.carter@state.co.us Design: Work including preliminary design or final design (the "Construction Plans"), design work sheets, or special provisions and estimates (collectively referred to as the "Plans"), requires that the Grantee comply with the following requirements, as applicable: a. perform or provide the Plans, to the extent required by the nature of the Work; b. prepare final design (Construction Plans) in accord with the requirements of the latest edition of the American Association of State Highway Transportation Officials (AASHTO) manual or other standard, such as the Uniform Building Code, as approved by COOT; c. prepare special provisions and estimates in accord with the State's Roadway and Bridge Design Manuals and Standard Specifications for Road and Bridge Construction or Grantee specifications if approved by COOT; d. include details of any required detours in the Plans, in order to prevent any interference of the construction Work and to protect the traveling public; e. stamp the Plans produced by a Colorado Registered Professional Engineer; f. provide final assembly of Plans and Grant documents; g. be responsible for the Plans being accurate and complete; and December 15, 2020 - Page 27 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 5 of 9 h. make no further changes in the Plans following the award of the construction contract except in writing approved by all the Parties. The Plans shall be considered final when approved and accepted by the Parties hereto, and when final they shall be deemed incorporated herein. Construction: 1. Work including construction requires that, the Town of Vail perform the construction and construction administration in accordance with the approved Plans and CDOT oversight. Such administration shall include Project inspection and testing; performing required plant and shop inspections; documentation of grant payments, testing and inspection activities; preparing and approving pay estimates; preparing, approving and securing the funding for Grant modification orders and minor subgrant revisions; processing Subgrantee claims; construction supervision; 2. The State shall have the authority to suspend the Work, wholly or in part, by giving written notice thereof to the Grantee, due to the failure of the Grantee or its Subgrantee to correct Project conditions which are unsafe for workers or for such periods as the State may deem necessary due to unsuitable weather, or for conditions considered unsuitable for the prosecution of the Work, or for any other condition or reason deemed by the State to be in the public interest. 3. Grantee- Town of Vail: a. shall appoint a qualified professional engineer, licensed in the State of Colorado, as the Grantee Project Engineer ("LAPE"), to perform that administration. The LAPE shall administer the Project in accordance with this Grant, the requirements of the construction sub grant and applicable State procedures. b. if bids are to be let for the construction of the Project, it shall advertise the call for bids upon approval by the State and award the construction subgrant(s) to the low responsible bidder(s) upon approval by the State. (l) In advertising and awarding the bid for the construction, the Grantee shall comply with applicable requirements of 23 USC § 112, 23 CFR Parts 633 and 635, and CRS §24-92-10 I et seq. Those requirements include, without limitation, that the Grantee/Subgrantee shall comply with terms and conditions as required by 23 CFR §633.102(e). (2) The Grantee has the option to accept or reject the proposal of the apparent low bidder for work on which competitive bids have been received. The Grantee must declare the acceptance or rejection within 15 working days after said bids are publicly opened. (3) By indicating its concurrence in such award, the Grantee, acting by or through its duly authorized representatives, agrees to provide additional funds, subject to their availability and appropriation for that purpose, if required to complete the Work under this Project if no additional State funds will be made available for the Project. This paragraph also applies to Projects advertised and awarded by the State. Project Administration and Approvals: Town of Vail and/or consultant will provide day to day oversight of the plans and construction. CDOT will provide oversight of the project, including Procurement and Invoice Approval. Key Tasks/Deliverables: Obtain CDOT approval for procurement /advertisement (PCR) for Design Consultant Advertise for bids for Design Consultant Obtain CDOT approval of Procurement Authorization (PA) for award for Design Consultant (Design consultant should subcontract a SUE consultant as a SUE investigation is required for the project. Utility coordination shall be performed by the Design Consultant.) This should be reflected in the Milestone Table below in Section B December 15, 2020 - Page 28 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 6 of 9 Award Selected Design Consultant Complete the final design (Town of Vail shall notify CDOT two weeks in advance so CDOT staff can review the final design along with Town of Vail) Conduct environmental clearance process Obtain utility agreements Prepare construction cost estimates Obtain CDOT approval for procurement /advertisement (PCR) for Construction Contractor Advertise for bids for Construction Contractor Obtain CDOT approval of Procurement Authorization (PA) for Construction Contractor Award selected construction contractor Conduct pre-construction conference (CDOT staff will participate in the conference along with Town of Vail) Monitor construction process Conduct Final Project Inspection (CDOT staff will participate in the inspection along with Town of Vail) Submit monthly reimbursement requests to CDOT. Process the final reimbursement request upon project closeout CDOT, or a CDOT-authorized Construction PE Consultant, will be involved in some manner in most of the activities listed above. B. Performance Standards 1. Project Milestones 2. Town of Vail shall use the Capital Asset(s) purchased for its transit operations and shall perform regularly recurring maintenance with specific performance measures tied to Town of Vail’s written maintenance plans, including manufacturer’s recommendations and warranty program(s). Town of Vail will measure whether this project is successful and improves the efficiency, effectiveness, and safety of transportation. 3. Performance will be reviewed throughout the duration of this Grant Agreement. Town of Vail shall report to the CDOT Project Manager whenever one or more of the following occurs: a. Budget or schedule changes; b. Scheduled milestone or completion dates are not met; c. Identification of problem areas and how the problems will be resolved; and/or d. Expected impacts and the efforts to recover from delays. Milestone Description Original Estimated Complete Date Design Consultant RFP Issued 1/31/2020 Select Design Contractor 2/26/2020 Award Design Contract (Including SUE Contractor)3/3/2020 Design Complete 6/12/2020 RFP Construction Contractor 6/15/2020 Award Construction Contract 7/7/2020 Notice to Proceed 7/10/2020 Substantial Completion 2/28/2021 Project Close Out 4/30/2021 Final Reimbursement Request 6/15/2021 IMPORTANT NOTE: All milestones in this Statement of Work (except for the final reimbursement requests) must be completed no later than the expiration date of this Subaward Agreement: December 31, 2021. December 15, 2020 - Page 29 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 7 of 9 4. Town of Vail must comply and submit all reimbursements and associated reports, including the assignment of “Colorado Department of Transportation” as the lienholder on the Capital Asset(s), as a condition of project closeout. C. Project Budget 1. The detail of project cost is listed on the following table: Vault & Transformer installation $35,000 Service Installation cost- 800' to building $175,000 Main distribution switch and 1600 Amp service $250,000 Electrical room retrofit, code updates, fire suppression $120,000 Run 1,200' service line to bus barn $215,000 Service to each charger location (7 X18,000)$126,000 Back-up Power Generation $154,000 Building, electrical, and utility permits $25,000 Engineering and design $100,000 Construction Administration $50,000 Project Contingency (10%) $124,900 Total $1,374,900 2. The Total Project Budget is $1,374,900.00. The State will pay no more than 80% of the eligible, actual project costs, up to the maximum amount of $1,099,920.00. The State will retain any remaining balance of the state share of FASTER Funds. Town of Vail shall be solely responsible for all costs incurred in the project in excess of the amount paid by the State from FASTER Funds for the state share of eligible, actual costs. For CDOT accounting purposes, the FASTER Funds of $1,099,920.00 will be encumbered for this Grant Agreement. 3. No refund or reduction of the amount of Town of Vail’s share to be provided for the project will be allowed unless there is at the same time a refund or reduction of the state share of a proportionate amount. 4. Town of Vail may use eligible federal funds for the Local Funds share. Town of Vail’s share, together with the State FASTER Funds share, must be enough to ensure payment of the Total Project Budget. 5. Per the terms of this Grant Agreement, the State shall have no obligation to provide state funds for use on this project. The State will administer FASTER funds for this project under the terms of this Grant Agreement, provided that the state share of FASTER funds to be administered by the State are made available and remain available. Town of Vail shall initiate and prosecute to completion all actions necessary to enable Town of Vail to provide its share of the Total Project Budget at or prior to the time that such funds are needed to meet the Total Project Budget. D. Procurement Procurement of this Capital Asset(s) will comply with state procurement procedures and the DTR Quick Procurement Guide. In addition to the state requirements outlined below, state procedures for purchase of this Capital Asset(s) must be followed and will be outlined prior to selecting Design Contractor and Construction Contractor. 1. The first step in the procurement process will be to obtain an Independent Cost Estimate (ICE). 2. The second step will be to obtain a Procurement Concurrence Request (PCR) approval from the CDOT Project Manager through COTRAMS. 3. Prior to entering into a purchasing agreement with the selected vendor, Town of Vail shall request a Purchase Authorization (PA), and submit a purchase order for the Capital Asset(s) in COTRAMS. December 15, 2020 - Page 30 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 8 of 9 4. Once the Purchase Authorization (PA) is approved by the CDOT Project Manager, and the Capital Asset(s) is/are ordered, the CDOT Project Manager shall be notified by Town of Vail in COTRAMS of the agreed upon delivery date. 5. Upon delivery, Town of Vail shall be responsible for having the Capital Asset(s) inspected and accepted within fifteen (15) calendar days of delivery. If defects prevent acceptance of the Capital Asset(s), Town of Vail will contact the vendor to resolve any defects and notify CDOT. 6. Town of Vail shall be responsible for reimbursing the selected vendor within forty-five (45) calendar days after acceptance of the Capital Asset(s). E. Allowable Costs Town of Vail shall agree to adhere to the provisions for allowable and unallowable costs cited in the following regulations: 2 CFR 200.420 through 200.475 and 2 CFR 200.102. Other applicable requirements for cost allowability not cited previously, shall also be considered. F. Reimbursement Eligibility Requests for reimbursement for eligible project costs will be paid to Town of Vail upon submission of a complete reimbursement packet in COTRAMS for those eligible costs incurred during the Grant Agreement effective dates. Town of Vail will submit monthly reimbursement requests to CDOT and bill up to 95% of the FASTER total eligible amount, which is $1,306,155, then submit a final invoice of $68,745 upon the project closeout. Accepted reimbursement packets will include the following completed documents: Independent Cost Estimate (ICE) (with the first reimbursement requests for the design consultant and the construction contractor) Procurement Concurrence Request (PCR) (with the first reimbursement requests for the design consultant and the construction contractor) Purchase Authorization (PA) (with the first reimbursement requests for the design consultant and the construction contractor) Invoice Proof of Payment Any Relevant Supporting Documents Monthly Project Progress Report Town of Vail must submit the final invoice within sixty (60) calendar days of acceptance of the Capital Asset(s), and submit a Grant Closeout and Liquidation (GCL) Form in COTRAMS within fifteen (15) calendar days of issuance of the final reimbursement payment. G. State Interest--Service Life CDOT maintains its share of the remaining state interest upon disposition of state assisted property before the end of its useful life or for a value greater than $5,000 after the useful life has been met, according to the provisions of the State Management Plan. The useful life of the purchased equipment begins on the date it is placed into service and continues until it is removed from service. Minimum useful life is determined by years of service, in accordance with the State Management Plan. The minimum useful life of each equipment component shall be obtained from each manufacturer and shall be documented with the State. Town of Vail shall not dispose or otherwise release the Capital Asset(s) to any other party while there is state interest in the Capital Asset(s) without approval from the CDOT Project Manager. December 15, 2020 - Page 31 of 51 PO # / SRM #: 491002132 / 20-HTR-ZL-03179 Routing #: 20-HTR-ZL-03179-M0002 Document Builder Generated Rev. 12/09/2016 Page 9 of 9 Town of Vail is responsible for making the request to the CDOT Project Manager in a timely manner, providing appropriate documentation, if indicated, when a lien release is being requested in order to allow CDOT to process the release of a lien. H. Training In an effort to enhance transit safety, Town of Vail and any subrecipients and subcontractors shall make a good faith effort to ensure that appropriate training of agency and contracted personnel is occurring and that personnel are up to date in appropriate certifications. I. Restrictions on Lobbying Town of Vail is certifying that it complies with 2 CFR 200.450 by entering into this Subaward Agreement. J. Special Conditions 1. Town of Vail will comply with all requirements imposed by CDOT on Town of Vail so that the state award is used in accordance with state statutes, regulations, and the terms and conditions of the state award. 2. Town of Vail must permit CDOT and their auditors to have access to Town of Vail’s records and financial statements as necessary, with reasonable advance notice. 3. Except as provided in this Grant Agreement, Town of Vail shall not be reimbursed for any purchase, issued purchase order, or leased capital equipment prior to the execution of this Grant Agreement. 4. Town of Vail shall document any loss, damage, or theft of FTA- or state-funded property, equipment, or rolling stock in COTRAMS. 5.Town of Vail shall ensure that it does not exclude from participation in, deny the benefits of, or subject to discrimination any person in the United States on the ground of race, color, national origin, sex, age or disability in accordance with Title VI of the Civil Rights Act of 1964. 6.Town of Vail shall seek to ensure non-discrimination in its programs and activities by developing and maintaining a Title VI Program in accordance with the “Requirements for FTA Subrecipients” in CDOT’s Title VI Program Plan and Federal Transit Administration Circular 4702.1B, “Title VI Requirements and Guidelines for FTA Recipients.” The Party shall also facilitate FTA’s compliance with Executive Order 12898 and DOT Order 5610.2(a) by incorporating the principles of environmental justice in planning, project development and public outreach in accordance with FTA Circular 4703.1 “Environmental Justice Policy Guidance for Federal Transit Administration Recipients.” 7. Town of Vail will provide transportation services to persons with disabilities, in accordance with Americans with Disabilities Act of 1990, as amended, 42 U.S.C. § 12101 et seq. 8.Town of Vail shall develop and maintain an ADA Program in accordance with 28 CFR Part 35, Nondiscrimination on the Basis of Disability in State and Local Government Services, FTA Circular 4710.1, and any additional requirements established by CDOT for FTA subrecipients. 9.Town of Vail shall ensure that it will comply with the Americans with Disabilities Act, Section 504 of the Rehabilitation Act, FTA guidance, and any other federal, state, and/or local laws, rules and/or regulations. In any contract utilizing federal funds, land, or other federal aid, Town of Vail shall require its subrecipients and/or contractors to provide a statement of written assurance that they will comply with Section 504 and not discriminate on the basis of disability. 10. Town of Vail shall agree to produce and maintain documentation that supports compliance with the Americans with Disabilities Act to CDOT upon request. December 15, 2020 - Page 32 of 51 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: Contract with Ulf B uilt (Donovan Pavilion Addition) B AC K G RO UND: Donovan Pavilion opened to the public in 2003 and has seen continued use over the yearsfor both community functions and private events. I t has been a very popular and successfulvenue for weddings and nonprofit programming (Vail S ymposium B ravo! Vail) in recentyears. T here have been discussions occurring about the need for some mechanicalupgrades and since the facility has been seventeen years in use, staff proposes this capitalmaintenance should occur sooner than later. S TAF F RE C O M M E ND AT IO N: A uthorize the Town Manager to enter into an agreement with Ulf B uilt in a form approved by the Town A ttorney in the amount not to exceed $1,108,040. AT TAC H ME N TS: Description Memo Donovan Pavilion Remodel Contract Award 121520 December 15, 2020 - Page 33 of 51 To: Mayor and Town Council From: Public Works and Finance Department and Town Manager’s Office Date: December 15, 2020 Subject: Award Construction Contract for Donovan Pavilion Remodel to Ulf Built Company I. PUROPOSE The purpose of the memo is to request the council authorize the town manager enter into a construction contact with Ulf Built for the addition of the Donovan Pavilion in an amount not to exceed, $1,108,040. Two qualified bids were received, Ulf Built is the low bidder and chosen to be awarded the contract. 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 and Associates Architecture was hired to complete the design of an approximately 700 square foot addition. The plans are complete and have been submitted for a building permit December 15, 2020 - Page 34 of 51 Town of Vail Page 2 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 was last month, Staff suggests there is a window available from December 2020 to May 2021 in which this project could be completed. The Management Company supports such timing on the construction. Funding The total project budget is $1,367,000, the funding is included in the December supplemental budget ordinance (first reading Dec. 1; second reading Dec. 15). Two qualified bids were received, Ulf Built is the low bidder. IV. ACTION REQUESTED OF COUNCIL Authorize the Town Manager to enter into an agreement with Ulf Built to complete the Donovan Pavilion Remodel in a form approved by the Town Attorney in the amount of, and not to exceed, $1,108,040. December 15, 2020 - Page 35 of 51 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C: Ordinance No. 21, Series of 2020, S econd reading, Budget S upplemental No. 5, an ordinance making budget adjustments to the Town of Vail General F und, Capital Projects F und, Real Estate Transfer Tax Fund, Housing F und, and Dispatch Services F und of the 2020 B udget for the Town of Vail. P RE S E NT E R(S ): Carlie Smith, Financial S ervices Manager AC T IO N RE Q UE S T E D O F C O UNC I L: A pprove, or approve with amendments Ordinance No. 21, S eries 2020 upon second reading. B AC K G RO UND: P lease see attached memorandum. S TAF F RE C O M M E ND AT IO N: A pprove or approve with amendments Ordinance No. 21, S eries 2020 upon second reading. AT TAC H ME N TS: Description Ordinance No.21 of 2020 5th Budget Supplemental December 15, 2020 - Page 36 of 51 TO: Vail Town Council FROM: Finance Department DATE: December 15, 2020 SUBJECT: 2020 5th Supplemental Appropriation I.SUMMARY In Tuesday evening’s session, you will be asked to approve the second reading of Ordinance No. 21, Series 2020, the fifth supplemental appropriation of the 2020 budget. II.DISCUSSION Across all funds, this supplemental request adjusts the budget to reflect $10,282,358 of additional revenue and proposes an increase of $1,135,162 to expenditures. The fund statements are also attached. Changes to the budget supplemental request from the first reading Capital Projects Fund Staff is requesting to transfer $365,936 for electric bus chargers from the Bus Replacement Project to the Electric Bus Chargers Budget. Staff is requesting to transfer this for administrative and expenditure tracking purposes. Real Estate Fund Budgeted revenue will be increased by $10,000 for a Winterfest grant from Doe Browning. Repeated from the 1st Reading on December 1st General Fund Budgeted revenue will be adjusted by an increase of $5,698,407. The majority of this adjustment ($3,867,000) reflects an increase in sales tax revenue based on year to date collections. 2020 sales tax is forecasted at $22.5M, an increase of $5,700,000 from the current 2020 amended budget and down 23.2% from 2019. Sixty- eight percent or $3,867,000 of the $5,700,000 increase will be allocated to the General Fund while 32% or $1,824,000 of the increase will be allocated to the Capital Projects Fund. Through October, sales tax collections total $19.8M, down 16.8% from 2019, with November and December sales tax forecasted to be down 40% from 2019. December 15, 2020 - Page 37 of 51 - 2 - Town Council expressed concern with recent (and coming) public health orders regarding restaurants and seating capacity. Restaurants and bars make up the “Food and Beverage” or F&B category of the town’s sales tax reports. This category accounted for $1.1 million in sales tax collections last November/December. While the current budget assumptions include a decrease of 40% from 2019, if sales tax collections from F&B worsen as much as 75% down from 2019, the town would be impacted by a $400K loss of revenue yet this year. A larger concern is the continuation of our local business community, and the reason for an extension of the commercial relief programming into 2021. This topic is covered in more detail in the 2021 Budget presentation this evening. Parking revenue has been adjusted to reflect sales tax projections for the remainder of the year. Total parking revenues are forecasted at $5.1 million, a 24% decrease from 2019. This will increase the town’s budget by $885,600 in 2020. Other revenue adjustments include an additional $220,000 of County Sales Tax collections and a $117,500 increase in the Real Estate Transfer Tax (RETT) collection fee, (a 5% administrative fee paid to the General Fund). The fee increase corresponds with the increase RETT revenue collected year to date (see below increase in RETT). The 2% Vail Reinvestment management fee will also be increased by $11,600 to correspond with increased property tax collections. Other revenue adjustments to be offset by corresponding expenditures include: • A total of $565,681 in state reimbursements for deployments to 20 separate wildfires, with $451,618 of that covering the town’s personnel and travel costs and $114,064 for use of town vehicles and equipment during wildfire deployments. • $15,665 use of Friends of the Library donations to be used towards the Annual Fall Appeal, a new virtual reality PC, the Vail Valley Voice Program, and the Annual Community Read Initiative. • $7,500 library CARES grant to be used towards a family story walk in Bighorn Park. While budgeted expenditures will be adjusted by an overall decrease of $427,141, this supplemental request for the General Fund includes expenditure increases as well as a reflection of savings. Staff is proposing to reduce Community Relief and Commercial Relief program spending by a total of $980,000 based on year to date disbursements. Remaining funds of $100,000 are available for additional commercial relief in 2020, and $630,000 will shift to the 2021 budget proposal as staff is requesting an extension of those programs into next year. In addition, the budget for winter tenting program will be reduced by $100,000 based on current projections of spending by year end. Separately, $587,707 relates to expenditures corresponding to the reimbursements mentioned above. The remaining $65,000 includes: • $30,000 for signage to communicate the new make mandate. • $5,000 for additional personal protection equipment for the fire department as a result of the pandemic. • $35,000 for town-wide personal protection equipment. Additionally, staff is requesting to transfer $15,000 of the Winter Host Program operating budget to salaries to fund the Guest Service Advocates program. The previously volunteer-based host program has been revamped to a paid program using seasonal workers. The above adjustments will result in net deficit of $1.0M and an estimated ending fund balance of $35.3 million, or 80% of normal annual revenue streams. Council’s directive is a minimum of 35% reserve balance. December 15, 2020 - Page 38 of 51 - 3 - Capital Projects Fund Budgeted revenue will be adjusted by a total of $2,254,000. This includes $1,824,000 of additional sales tax collections, $120,000 of additional use tax collections, and $250,000 increase from the Vail Reinvestment Authority to reimburse the Capital Projects Funds for parking structure capital maintenance at the Lionshead Parking structure. Staff is requesting to supplement expenditures by $1,432,252. This includes the following: • $1,367,000 for Donovan Pavilion renovations approved by Council on November 17th. This was originally included in the 2021 budget but has been moved to the 2020 budget to begin construction. • $15,252 for the Mill Creek heated walkway project to replace the stairway railing. • $50,000 to be moved from 2021 to 2020 to finalize construction bid plans and the construction easement process for the Frontage Rd Improvements project between Lionshead parking structure and Vail Health. This will be directly offset by traffic impact fees. Staff is requesting to transfer $100,000 in savings from facilities maintenance to parking structure maintenance for additional structural repairs to the Lionshead parking structure. Staff is also requesting to transfer $25,000 of savings from the Business Systems project budget to be used for a muti-authentication security access software. This will provide another level of security into the town’s internal network. The above adjustments will result in an estimated ending fund balance of $23.8 million. Housing Fund Budgeted revenue will be increased by $76,053 to reflect Employee Housing Fee in Lieu collections during 2020. The Housing Fee in Lieu collections are restricted for use toward the “buy-down” of employee housing. A coinciding increase to the Buy-Down program expense budget will preserve those funds for that use. Real Estate Transfer Tax Fund Budgeted revenue will be increased by a total of $2,352,064. The majority of this increase ($2,350,000) is to reflect actual year to date RETT collections. Year to date collections total $8.64M compared to an annual budget of $6,300,000. To correspond with the increase in revenue, an additional $117,500 of real estate transfer tax collection fees will be paid to the General Fund. Budgeted revenue will also be adjusted by an increase of $2,064 to recognize donations from First Bank used for Sole Power prizes. Staff is also requesting to reflect a $19,600 increase in expenditures, to carry forward remaining public donations for Pete’s Dream Sculpture. $2,455 of these funds will be used to purchase a stone base for the sculpture at its new location in Mountain Plaza. The remaining funds will be used for ongoing future maintenance. The above adjustments will result in an ending fund balance of $13.6M. December 15, 2020 - Page 39 of 51 - 4 - Dispatch Services Fund Budgeted revenue will be increased by $14,182 to be offset by corresponding expenditures. This includes a state reimbursement of $9,334 for dispatch deployments to the Pine Gulch and East Troublesome fires. The remaining $4,848 reflects a transfer from the General Fund to cover the Dispatch’s portion of the 2020 vacation buyback program. Staff is requesting to increase budgeted expenditures by $37,182 of which $14,182 relates to corresponding expenditures listed above. The remaining $23,000 reflects the actual contract cost of the Computer Aided Dispatch (CAD) and Records Management (RMS) systems upgrades. The RMS upgrade is expected to be completed in 2020 while the CAD upgrade will be completed in 2021. December 15, 2020 - Page 40 of 51 SignificantMajorCrisisProposed2020 1st COVID-19 2020 2nd COVID-19 COVID-19 20203rd20204th20205th2020Budget Supplemental Adjustments Amended Supplemental Adjustments Adjustments Amended Supplemental Amended Supplemental Amended Supplemental AmendedRevenueLocal Taxes:28,524,000$ (7,150,000)$ 21,374,000$ (2,174,000)$ (2,400,000)$ 16,800,000$ 16,800,000$ 16,800,000$ 5,700,000$ 22,500,000$ Sales Tax Split b/t Gen'l Fund & Capital Fund 62/3866/3468/3268/3268/3268/32 Sales Tax17,685,000 (3,575,000) 14,110,000 (1,054,000) (1,632,000) 11,424,000 11,424,000 11,424,000 3,876,000 15,300,000 Updated Sales Tax collections based on year to date forecasts Property and Ownership5,900,000 5,900,000 5,900,000 5,900,000 5,900,000 5,900,000 Ski Lift Tax5,300,000 (1,060,000) 4,240,000 (90,000) (270,000) 3,880,000 3,880,000 3,880,000 3,880,000 Franchise Fees, Penalties, and Other Taxes1,175,440 400,000 1,575,440 1,575,440 1,575,440 1,575,440 1,575,440 Licenses & Permits2,400,000 2,400,000 (478,634) 1,921,366 1,921,366 1,921,366 1,921,366 Intergovernmental Revenue2,075,088 250,000 (198,400) 2,126,688 36,460 (175,088) (11,800) 1,976,260 1,976,260 1,976,260 793,181 2,769,441 County Sales Tax collections ($220K); State reimbursement for wildfire deployments offset by corresponding expenditures ($565.7); Library CARES grant used for story walk in Big Horn Park ($7.5K) CARES Transit Grant- - 916,000 431,000 1,347,000 1,347,000 160,242 1,507,242 1,507,242 CARES Grant- - - - 1,449,435 1,449,435 1,449,435 Transportation Centers6,360,000 (1,029,600) 5,330,400 (416,000) (700,000) 4,214,400 4,214,400 4,214,400 885,600 5,100,000 Increase in parking revenues based on updated sales tax forecasts Charges for Services 1,025,918 1,025,918 (16,431) 1,009,487 1,009,487 1,009,487 129,100 1,138,587 RETT Admin Fess ($117.5K); VRA Admin Fee ($11.6K) Fines & Forfeitures250,476 250,476 250,476 250,476 250,476 250,476 Earnings on Investments500,000 (300,000) 200,000 200,000 200,000 200,000 200,000 Rental Revenue1,093,178 4,080 (90,000) 1,007,258 (112,000) (20,000) 875,258 875,258 875,258 875,258 Miscellaneous and Project Reimbursements251,000 (120,000) 131,000 17,202 148,202 148,202 717 148,919 14,526 163,445 Use of Friends of the Library funds for annual library programs ($14.5K) Total Revenue44,016,100 654,080 (6,373,000) 38,297,180 53,662 (1,426,153) (2,202,800) 34,721,889 - 34,721,889 1,610,394 36,332,283 5,698,407 42,030,690 ExpendituresSalaries20,499,231 22,857 (568,590) 19,953,498 3,345 (160,000) (476,800) 19,320,043 19,320,043 18,870 19,338,913 325,067 19,663,980 Wildfire deployments offset by state reimbursements above ($310.1K); Use of host program funding for Greeter program ($15K)- see corresponding decrease below Benefits 7,377,769 9,143 (204,909) 7,182,003 (22,000) (62,000) 7,098,003 7,098,003 4,580 7,102,583 125,856 7,228,439 Wildfire deployments offset by state reimbursements above ($126.9K) Subtotal Compensation and Benefits27,877,000 32,000 (773,499) 27,135,501 3,345 (182,000) (538,800) 26,418,046 - 26,418,046 23,450 26,441,496 450,923 26,892,419 Contributions and Welcome Centers289,626 (6,161) 283,465 283,465 283,465 283,465 (15,000) 268,465 Transfer $15K of host program funds to be used for Greeter program All Other Operating Expenses8,194,158 406,080 (810,363) 7,789,875 50,317 (122,151) (111,706) 7,606,335 25,000 7,631,335 103,267 7,734,602 221,784 7,956,386 Mask signage and communications ($30K); Wildfire deployment travel, meal, and vehicle expenses ($129.8K); Use of Friends of the Library funds for annual library programs ($14.5K); Use of library CARES grant for story walk ($7.5K); PPE ($40K) Heavy Equipment Operating Charges2,530,419 (253,042) 2,277,377 (17,050) 2,260,327 2,260,327 2,260,327 2,260,327 Heavy Equipment Replacement Charges845,122 845,122 845,122 845,122 845,122 845,122 Dispatch Services661,194 (66,119) 595,075 66,119 661,194 661,194 661,194 661,194 Total Expenditures40,397,519 438,080 (1,909,184) 38,926,415 53,662 (238,032) (667,556) 38,074,489 25,000 38,099,489 126,717 38,226,206 657,707 38,883,913 Transfer to Marketing & Special Events Fund(2,866,211) (65,000) 50,000 (2,881,211) 288,121 576,244 (2,016,845) (70,000) (2,086,845) (70,000) (2,156,845) (2,156,845) Transfer to Other Funds- - - - - 4,848 4,848 Transfer to Dispatch for Vacation Buy Back Total Transfers(2,866,211) (65,000) 50,000 (2,881,211) - 288,121 576,244 (2,016,845) (70,000) (2,086,845) (70,000) (2,156,845) 4,848 (2,151,997) Planning ProjectsVail 2030(300,000) 300,000 - - - - Civic Area/Dobson Master Plan(250,000) 50,000 (200,000) (200,000) (200,000) (200,000) (200,000) West Vail Master Plan(325,000) (325,000) (325,000) (325,000) (325,000) (325,000) COVID-19 Gift Card Program- - - - (110,000) (110,000) (110,000) Winter Operations Tenting Program- - - - (800,000) (800,000) 100,000 (700,000) Reflect savings for tent programVail Community Relief Fund- (500,000) (500,000) (500,000) (500,000) (500,000) 130,000 (370,000) Reflect savings for Community Relief Program (Reallocated in 2021 Budget) COVID-19 operating expenses- - (141,000) (141,000) (141,000) (141,000) (141,000) Commerical Rent Relief Program- - - (1,000,000) (1,000,000) (1,000,000) 850,000 (150,000) Reflect savings for Commercial Rent Relief Program (Reallocated in 2021 Budget) Total Expenditures44,138,730 1,003,080 (2,309,184) 42,832,626 53,662 (526,153) (1,102,800) 41,257,334 1,095,000 42,352,334 1,106,717 43,459,051 (427,141) 43,031,910 Surplus (Deficit) Net of Transfers & New Programs(122,630) (4,535,446) - (900,000) (1,100,000) (6,535,445) (1,095,000) (7,630,445) 503,677 (7,126,768) 6,125,548 (1,001,220) Beginning Fund Balance32,144,411 4,162,253 36,306,665 (900,000) (1,100,000) 36,306,665 36,306,665 36,306,665 36,306,665 Ending Fund Balance32,021,782$ 31,771,219$ 29,771,219$ 28,676,219$ 29,179,896$ 35,305,444$ As % of Annual Revenues73% 72% 68% 65% 66% 80%EHOP balance included in ending fund balance - not spendable 890,000$ 466,400$ 1,190,000$ 1,190,000$ 1,190,000$ 1,190,000$ 1,190,000$ TOWN OF VAIL 2020 AMENDED BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCEGENERAL FUND 5December 15, 2020 - Page 41 of 51 COVID AdjustmentsNew Request/AdjustmentProposed1st COVID-19 2020 2nd COVID-19 2020 4th 2020 5th 20202020 Supplemental Adjustments Amended Supplemental Adjustments Amended Supplemental Amended Supplemental AmendedRevenue2%Total Sales Tax Revenue: 28,524,000$ (7,150,000)$ 21,374,000$ (4,574,000)$ 16,800,000$ 16,800,000$ 5,700,000$ 22,500,000$ 2020 proposed 2% from 2019 forecast and 1.8% from 2018 actuals Sales Tax Split between General Fund & Capital Fund62/38 66/34 68/32 68/32 68/32Sales Tax - Capital Projects Fund 10,839,000$ (3,575,000)$ 7,264,000$ (1,888,000)$ 5,376,000$ 5,376,000$ 1,824,000$ 7,200,000$ 2020: Update Sales Tax Collections based on YTD collectionsUse Tax 2,220,000 2,220,000 (420,000) 1,800,000 1,800,000 130,000 1,930,000 2020 flat with 2019 and based on 5 year average; Update Use Tax based on YTD CollectionsFranchise Fee 190,000 190,000 190,000 190,000 190,000 1% Holy Cross Franchise Fee approved in 2019Federal Grant Revenue 700,000 (700,000) - - - - 2020: Reduce Federal grant reimbursement for Bridge Rd Bridge. This grant was originally scheduled to be received in two partial payments ($300K in 2019 and $700K in 2020);Other State Revenue 1,617,287 350,000 1,967,287 1,967,287 1,967,287 1,967,287 2020: $350K CDOT 50% grant for bus transportation management system (see corresponding expenditure for $700K below); 1.09M FASTER grant for electric bus charges; $525,287 CDOT bus grantLease Revenue164,067 164,067 164,067 164,067 164,067 Per Vail Commons commercial (incr. every 5 years); adjusted to remove residential lease revenue ($38K)Project Reimbursement-79,676 79,676 79,676 79,676 50,000 129,676 2020: Re-appropriate $29,676 for traffic impact fee reimbursement from VVMC/Frontage Rd projects, $50K use of Holy Cross funds for Big Horn Rd Intermountain project; $20K Vail Trail condo association; reimbursement for sidewalk; $200K reimbursement from Holy Cross for 2019/2020 Big Horn Rd and Intermountain project; $20.7K traffic impact reimbursement for VVMC/Frontage Rd. project; $50K use of community enhancement funds for Liftside to Glen Lyon underground utility project; $50K additional use of traffic impact fees for VVMC/Frontage Rd (see corresponding expenditures below)Timber Ridge Loan repayment460,842 460,842 460,842 460,842 460,842 $28.5K interest on $1.9M loan to TR; Principal and interest on $8M loan to Timber Ridge FundEarnings on Investments and Other368,970 368,970 368,970 368,970 368,970 2020: 1.8% returns assumed on available fund balanceTotal Revenue16,370,166 (80,324) (3,575,000) 12,714,842 - (2,308,000) 10,406,842 - 10,406,842 2,004,000 12,410,842 ExpendituresFacilitiesFacilities Capital Maintenance 372,500 130,417 502,917 502,917 502,917 (100,000) 402,917 2020: Re-appropriate $133.4K to complete TM residence upgrades; PW garage door replacements ($50K), transit station skylight replacement ($50K); In general this line item covers various repairs to town buildings including the upkeep of exterior (roofing, siding surfaces, windows, doors), interior finishes (paint, carpet, etc.), and mechanical equipment (boilers, air handlers, etc.).; Transfer savings of $100K to parking structure maintenanceMunicipal Complex Maintenance 873,000 138,750 1,011,750 1,011,750 1,011,750 1,011,750 2020: Re-appropriate $138.8K for municipal building upgrades, repairs, and maintenance; Comm Dec Remodel ($75K); Replace Admin building air handlers ($250K), Comm Dev roof replacement ($125K), Comm Dev interior flooring replacement ($25K), PD balcony repairs ($50K), PD boiler replacement ($45K), replace PD air handling units ($75K), replace PD rooftop units ($125K)Welcome Center/Grandview Capital Maintenance38,000 56,704 94,704 94,704 94,704 94,704 2020: Re-appropriate $56.7K for final bills for furniture replacement at the Grandview Donovan Pavilion120,000 5,000 125,000 125,000 125,000 1,367,000 1,492,000 2020: Re-appropriate $5K to be used towards HVAC relocation design; 2020 includes $75K for design & planning of HVAC Replacement and relocation at Donovan Pavilion; $1.4M for Donovan Pavilion renovationsSnowmelt Boilers 500,000 500,000 500,000 500,000 500,000 Replacement of TRC 8 boilers (2 per year)Public Works Shops Expansion 9,500,000 11,603,325 (14,100,000) 7,003,325 (4,600,000) 2,403,325 2,403,325 2,403,325 Expansion and remodel of the Public Works shop complex as outlined in an updated public works master plan (previously completed in 1994). The plan will ensure shop expansions will meet the needs of the department and changing operations; 2019-2020: Phase I includes demo and reconstruction of a two story streets building; retaining wall construction, new cinder building, relocation of the green house building, and a vertical expansion allowance for future building options. Reflect actual cash needed in 2020; savings of $1.4M; Per Council on May 19, defer Phase 1 to 2021Public Works Building Maintenance -300,000 300,000 300,000 300,000 300,000 2020: Re-appropriate $300K to replace two HVAC units at Public Works11,403,500 12,234,196 (14,100,000) 9,537,696 - (4,600,000) 4,937,696 - 4,937,696 1,267,000 6,204,696 ParkingParking Structures697,000 697,000 697,000 697,000 100,000 797,000 2020 Various repairs including deck topping replacement, expansion joint repairs, ventilation, HVAC, plumbing and other structural repairs; 2019: Re-appropriate for structural repairs to LHTRC, roofing repairs at VTRC, and elevator repairs; Use $100K of savings from facility maintenance for parking structure structural repairsParking Entry System / Equipment-125,148 125,148 102,013 227,161 227,161 227,161 2020: $227.2K for additional on-foot parking payment kiosksRed Sandstone Parking Structure (VRA) -1,308,936 1,308,936 1,308,936 1,308,936 1,308,936 2020: Re-appropriate $1.3M to complete New Red Sandstone Parking Structure. This project includes all landscaping and parking space monitoring system; Construction of 4 level parking structure at Red Sandstone Elementary school, with contributions from Vail Resorts ($4.3M) and Eagle County School District ($1.5M); Remainder to be reimbursed by VRAParking Structure Camera systems 1,000,000 (1,000,000) - - - - Installation of camera systems for both safety and vehicle counts at Vail Village and Lionshead to mirror new system at Red Sandstone; Defer to 2021Lionshead Parking Structure Landscape Renovations (VRA) -30,291 30,291 30,291 30,291 30,291 2020: Re-appropriate to complete landscaping ($30.3K);Total Facilities1,697,000 1,464,375 (1,000,000) 2,161,375 102,013 - 2,263,388 - 2,263,388 100,000 2,363,388 TOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUND 6 December 15, 2020 - Page 42 of 51 COVID AdjustmentsNew Request/AdjustmentProposed1st COVID-19 2020 2nd COVID-19 2020 4th 2020 5th 20202020 Supplemental Adjustments Amended Supplemental Adjustments Amended Supplemental Amended Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUNDTransportationBus Shelters 230,000 230,000 230,000 230,000 230,000 Bus shelter annual maintenance; 2020 Lionshead transit center Westbound Bus shelterReplace Buses 6,900,000 (88,358) 6,811,642 6,811,642 6,811,642 (365,936) 6,445,706 2020: Transfer total of $350K of savings (2019savings of $261.6K and 2020 savings of $88.4K) to be used towards the town's portion of the bus transit management system; 7 buses for replacement at $905K each, plus 5 charging stations at $50K each, and $30K for additional power chargers;Bus Transportation Management System -700,000 700,000 700,000 700,000 700,000 2020: $700K for a new bus transportation mgmt. system. This includes a $350K 50% CDOT grant and $350K savings from "Replace Buses" project to upgrade bus transportation system; $350K CDOT grant. Traffic Impact Fee and Transportation Master Plan Updates -30,000 30,000 30,000 30,000 30,000 2020: Re-appropriate $30K to perform traffic countsHybrid Bus Battery Replacement-388,716 (388,716) - - - - 2020: Scheduled replacement placeholder; Estimated life of 6 years; While batteries are passed their lifecycle replacement has not been needed as of yet; Buses will be replaced in 2-3 yearsElectric bus chargers and electrical service rebuild 1,375,000 1,375,000 1,375,000 1,375,000 365,936 1,740,936 2020: To construct electric bus charging station and electrical service infrastructure at Lionshead and Vail Village Transit centers; $1.1M in grant revenue will offset cost of this projectTotal Transportation8,505,000 1,030,358 (388,716) 9,146,642 - - 9,146,642 - 9,146,642 - 9,146,642 Road and BridgesCapital Street Maintenance1,345,000 1,345,000 1,345,000 1,345,000 1,345,000 On-going maintenance to roads and bridges including asphalt overlays, patching and repairs; culverts; 2022/2023 includes asphalt and mill overlay ($575K); 2024 includes surface seal ($190K); asphalt mill overlay ($565K)Street Light Improvements 75,000 69,945 144,945 144,945 144,945 144,945 Re-appropriate for town-wide street light replacement; Slifer Plaza/ Fountain/Storm Sewer -156,593 156,593 156,593 156,593 156,593 2020: Re-appropriate to continue repairs to Silfer Plaza fountain reconstruction and storm sewers ($157K)Neighborhood Bridge Reconstruction350,000 428,186 (750,000) 28,186 20,000 48,186 48,186 48,186 2020: $48.2K for final bridge road bridge repair bills; Defer $750K for Lupine Bridge RepairsVail Health / TOV Frontage Road improvements -30,131 30,131 30,131 30,131 50,000 80,131 2020: Complete design phase of Frontage Rd. improvements ($30.1K); Transfer $50K from 2021 to finalize construction bid plans and begin construction easement process (This will be offset by the use of traffic impact fees)Seibert Fountain Improvements-358,000 358,000 358,000 358,000 358,000 2020: $358K for Fountain software system and valve upgrades at Seibert FountainNeighborhood Road Reconstruction-321,840 321,840 321,840 321,840 321,840 2020:$321K to continue East Vail major drainage improvements Vail Trail Sidewalk Connection-- - - - Connect Vail sidewalk on Vail Valley Drive in front of Vail Trails Chalet complexWest Lionshead Circle Crosswalks (VRA)-75,000 75,000 75,000 75,000 75,000 2020: $75K for crosswalk at Lionshead placeMill Creek Heated Walk-100,580 100,580 100,580 100,580 15,252 115,832 2020: Re-appropriate for final project bills; TOV portion of 50/50 shared project with homeowners for heated sidewalk at Kendell Park/Mill Creek ($125K). This project will be managed by the HOA at an estimated total cost of $150K; $15K to upgrade stairwell railingsEast Vail Interchange Underpass Sidewalk500,000 (500,000) - - - - 2020: Request from the Planning and Environmental Commission to construct a pedestrian sidewalk beneath the East Vail interchange; pedestrian count study at the underpass is recommended to be completed before the start of this project. Defer projectTotal Road and Bridge2,270,000 1,540,275 (1,250,000) 2,560,275 20,000 - 2,580,275 - 2,580,275 65,252 2,645,527 ContributionsChildren's Garden of Learning-Capital 20,000 32,500 52,500 52,500 52,500 52,500 2020: Annual contribution for capital maintenance and improvements; Re-appropriate $32.5K 2019 annual contribution for fence around front yard due to delays in CDOT easement; 2019: Council contribution to build a fence around front yard.;Total Contributions20,000 32,500 - 52,500 - - 52,500 - 52,500 - 52,500 TechnologyTown-wide camera system22,000 22,000 22,000 22,000 22,000 $22K Annual maintenanceAudio-Visual capital maintenance 118,000 118,000 118,000 118,000 118,000 $18K annual maintenance / replacement of audio-visual equipment in town buildings such as Donovan, Municipal building, Grand View, LH Welcome Center; 2020: $100K Welcome Center video wall replacementDocument Imaging 50,000 50,000 50,000 50,000 50,000 Annual maintenance, software licensing, and replacement schedule for scanners and servers includes $2.5K for LaserficheSoftware Licensing496,123 70,278 566,401 566,401 566,401 25,000 591,401 2020: Re-appropriate $70.3K to complete asset mgmt. system; Annual software licensing and support for town wide systems; 2019-2020: Upgrade Microsoft products on all equipment; renewal of licenses; $3K per year increase from original 5 year plan due to additional software products; 2019: virtual desktop replacement ($239K); Asset Mgmt. System ($75K); Asset Mgmt. annual maintenance and licensing agreement ($50K); Use of Business System savings for new multi-authentication software ($25K)Hardware Purchases175,000 12,723 187,723 187,723 187,723 187,723 2020: $12.7K for final workstation replacement bills; 2020: Time Clock Replacement ($125K); $50K Replacement of 20-25 workstations per year per scheduleWebsite and e-commerce 86,500 50,000 136,500 136,500 136,500 136,500 2020: $50K for new Vailgov.com website framework and website upgrades; Internet security & application interfaces; website maintenance $12K; Vail calendar $24K; domain hosting $15K; web camera streaming service $24KFiber Optics / Cabling Systems in Buildings150,000 150,000 150,000 150,000 150,000 2020: Fiber Optics Connection from Muni Building to West Vail fire station ($150K)Network upgrades200,000 20,256 220,256 220,256 220,256 220,256 Computer network systems - replacement cycle every 3-5 years; 2020 Firewalls ($60K), External Wireless System ($50K), TOV Switches and Router Replacements/Upgrades ($90K) 7 December 15, 2020 - Page 43 of 51 COVID AdjustmentsNew Request/AdjustmentProposed1st COVID-19 2020 2nd COVID-19 2020 4th 2020 5th 20202020 Supplemental Adjustments Amended Supplemental Adjustments Amended Supplemental Amended Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCECAPITAL PROJECTS FUNDData Center (Computer Rooms)30,000 1,058,840 1,088,840 1,088,840 1,088,840 1,088,840 2020: Re-appropriate for Data Center Remodel at Station 3 includes hyper-converged infrastructure (HCI) equipment $750K, Cooling/UPS system upgrade for data center in Muni building $128KData Center equipment replacement and generator -159,406 159,406 159,406 159,406 159,406 2020: Final bills to replace data center server infrastructure; upgrade and replace emergency generator to increase capacity Broadband (THOR)94,800 94,800 94,800 94,800 94,800 Annual broadband expenses, potential future revenues ($94.8K)Bus Camera System15,000 15,000 15,000 15,000 15,000 Installation of software and cameras in buses; 2019/20 annual capital maintenance of camera replacement, etc.Business Systems Replacement 120,000 110,509 (50,509) 180,000 180,000 180,000 (25,000) 155,000 2020: Re-appropriate $110.5K for short term renal software and final sales tax software upgrades less $50K savings; Energy Mgmt. Software ($25K); Housing Database software ($40K); HR Performance mgmt. system ($55K); Transfer $25K to software licensing for multi-authentication softwareTotal Technology1,557,423 1,482,012 (50,509) 2,988,926 - - 2,988,926 - 2,988,926 - 2,988,926 Public SafetyPublic Safety System / Records Mgmt. System (RMS) 50,000 63,000 113,000 113,000 113,000 113,000 2020: Re-appropriate $53K for remaining two payments for PD SQL licensing; $50K Annual capital maintenance of "County-wide "Computer Aided Dispatch/Records Mgmt. System"; includes patrol car and fire truck laptops and software used to push information to TOV and other agencies; TOV portion of annual Intergraph software maintenance; 2019: Police Department Records Mgmt. system SQL licensing ($91K)Public Safety Equipment58,831 58,831 58,831 58,831 58,831 2020: $26K bullet proof vests (8) for Special Ops Unit (SOU); $5.8K replace handheld citation device with in car computer interface; $4.6K for "Stop Stick" tire deflation devices for patrol cars; $22.2K for an unmanned aircraft system (UAS), or drone with thermal detection for use by both police and fire. The cost also covers "pilot" training and maintenanceFire Safety Equipment40,000 2,802 (32,002) 10,800 10,800 10,800 10,800 2020: Re-appropriate $2.8K for final equipment dryer bills; Defer Wildland Personal Protection Equipment (PPE) to 2021; Reduce confined space equipment ($15K) to $8K; 2019: Long Range acoustical device ($50K), personal protective equipment dryer ($9K); Thermal Imaging Cameras 12,000 5,245 (9,245) 8,000 8,000 8,000 8,000 For the purchase of 3 cameras (2019,2020,2022) which will allow firefighters to see through areas of smoke, darkness, or heat barriers; Reduce to $8KFire Station Alert System 198,000 (198,000) - - - - 2020: Fire Station Alerting System to improve response times. This system will work with the Dispatch system and the timing is being coordinated with Eagle River Fire. Defer $198K to 2021Total Public Safety358,831 71,047 (239,247) 190,631 - - 190,631 - 190,631 - 190,631 Community and Guest Service Children's Garden of Learning Facility Relocation-- - 335,000 335,000 335,000 Placeholder for design to build a temporary facility for Children's' Garden of LearningEnergy Enhancements-223,847 223,847 223,847 223,847 223,847 2020: Electric car charges at various town locations ($73.8K); $150K for electrical infrastructure at the Lionshead Parking structure for 4 car charging stationsPedestrian Safety Enhancements - 1,471,769 1,471,769 1,471,769 1,471,769 1,471,769 2020: Continue replacement of 40+ year old overhead lighting for Main Vail roundabouts and West Vail Roundabouts (approved by council on 7/5/16); project includes underground electrical enhancements for lightingCivic Area Redevelopment1,000,000 1,000,000 1,000,000 1,000,000 1,000,000 2020: $1M Placeholder to explore outcomes of the Civic Center Master Plan such as feasibility studies / design Underground Utility improvements-496,670 496,670 496,670 496,670 496,670 2020: Re-appropriate $302K plus additional $50K for Bighorn Rd and Intermountain projectGuest Services Enhancements/Wayfinding-36,120 36,120 36,120 36,120 36,120 2020: Final bills for new street signs and accompanying light poles town-wideRockfall Mitigation near Timber Ridge-42,568 42,568 42,568 42,568 42,568 2020: Final Rock fall mitigation near Timber RidgeVehicle Expansion 85,000 85,000 (14,300) 70,700 70,700 70,700 2020: Reflect savings of $14.3K from the commander vehicle purchases: 2 commander vehicles ($80K); Trailer for event cattle guards ($5K);Total Community and Guest Service1,085,000 2,270,974 - 3,355,974 - (14,300) 3,341,674 335,000 3,676,674 - 3,676,674 Total Expenditures26,896,754 20,125,737 (17,028,472) 29,994,019 122,013 (4,614,300) 25,501,732 335,000 25,836,732 1,432,252 27,268,984 Other Financing Sources (Uses)Transfer from Vail Reinvestment Authority2,550,000 (894,709) 1,655,291 1,655,291 1,655,291 250,000 1,905,291 2020: LH landscape improvements ($30.3K), LH place crosswalk ($75K), Lionshead parking structure ($50K), Red Sandstone parking garage reimbursement ($1.5M); $250K for additional expenses at the Lionshead parking structureTransfer to RETT Fund-(3,000) (3,000) (3,000) (3,000) (3,000) Use of faculty capital savings for Sunbird park contractTransfer to Housing Fund (2,500,000) (2,500,000) (2,500,000) (2,500,000) (2,500,000) Transfer to Housing Fund; 1.5M per year; Revenue Over (Under) Expenditures (10,476,588) (21,103,770) 13,453,472 (18,126,886) (122,013) 2,306,300 (15,942,599) (335,000) (16,277,599) 821,748 (15,455,851) Beginning Fund Balance16,414,887 39,215,082 39,215,082 39,215,082 39,215,082Ending Fund Balance 5,938,299 21,088,196 23,272,483 22,937,483 23,759,231 8 December 15, 2020 - Page 44 of 51 Proposed COVID Adjustments1stCOVID-19 20202nd COVID-19 2020 COVID-19 20204th20205th2020New Request/Adjustment2020 Supplemental Adjustments Amended Supplemental Adjustments Amended Adjustments Amended Supplemental Amended Supplemental AmendedRevenueReal Estate Transfer Tax 6,300,000$ 6,300,000$ 6,300,000$ 6,300,000$ 6,300,000$ 2,350,000$ 8,650,000$ 2020: flat with 2019 budget and 17.6% decrease from 2018; Reflect YTD collectionsGolf Course Lease168,317 168,317 168,317 168,317 168,317 168,317 Annual lease payment from Vail Recreation District; annual increase will be based on CPI; New rate effective 2020 with lease signed in 2019; Rent income funds the "Recreation Enhancement Account" belowIntergovernmental Revenue20,000 1,180,000 (700,000) 500,000 500,000 500,000 500,000 500,000 2020: Re-appropriate $150K reimbursement from Eagle County and $1M from ERWSD (less $700K for cost savings) for the restabilization of Dowd Junction; Re-appropriate $30K fishing is fun grant; $20K lottery proceeds; Project Reimbursements-20,000 20,000 20,000 20,000 20,000 20,000 2020: Re-appropriate $20K reimbursement for WestHaven stormwater filtration upgrades from Grand HyattDonations-37,544 37,544 37,544 37,544 37,544 12,064 49,608 2020: Re-appropriate $37.5K unused donation from East West partners for Ford Park art space; 2019: $169.4K community funding for the Seibert Memorial- See corresponding expenditure below; $50K revenue recognition from East West Partners for Ford Park art space- See corresponding expenditure below; Use $2.1K on First Bank donations for Sole power prizes; $10K donation from Doe Browning to be used towards WinterfestRecreation Amenity Fees10,000 10,000 10,000 10,000 10,000 10,000 Earnings on Investments and Other100,849 2,000102,849 102,849 102,849 102,849 102,849 2020: 1.8% rate assumed; $32K bag fee reimbursement for Clean-Up Day and America Recycles DayTotal Revenue6,599,166 1,239,544 (700,000) 7,138,710 --7,138,710 -7,138,710 - 7,138,710 2,362,064 9,500,774 ExpendituresManagement Fee to General Fund (5%)315,000 315,000 315,000 315,000 315,000 117,500 432,500 5% of RETT Collections - fee remitted to the General Fund for administrationWildlandForest Health Management298,733 (6,947) 291,786 291,786 291,786 291,786 291,786 Operating budget for Wildland Fire crew; 10% operating reduction and 0% merit remainder of the yearTotal Wildland298,733 - (6,947) 291,786 --291,786 -291,786 - 291,786 -291,786 ParksAnnual Park and Landscape Maintenance1,816,014 (97,689) 1,718,325 4,000 (195,848) 1,526,477 26,000 1,552,477 101,000 1,653,477 1,653,477 Ongoing path, park and open space maintenance, project mgmt.; $26K for entertainment infrastructure at Ford Park Lower Bench; $4,000 for two new e-bikes for the trail host program; Town Trail Host volunteer program ($16,000), “Clean-up after your K-9” media campaign ($2,000), and a planning effort with the USFS to generate long-term solutions ($30,000). 2020 also includes $43K for replacement of 27 year old large flower containers; 10% operating cuts and 0% merit remainder of yearPark / Playground Capital Maintenance125,000 50,108 175,108 175,108 175,108 175,108 175,108 2020: $175.1K Annual maintenance items include projects such as playground surface refurbishing, replacing bear-proof trash cans, painting/staining of play structures, picnic shelter additions/repairs, and fence maintenanceRec. Path Capital Maint140,000 140,000 140,000 140,000 140,000 140,000 Capital maintenance of the town's recreation path system; 2020: includes $50K replacement of wood slats on Nature Center/Ford Park bridgeTree Maintenance65,000 65,000 65,000 65,000 65,000 65,000 On going pest control, tree removal and replacements in stream tract, open space, and park areasStreet Furniture Replacement120,000 32,469 152,469 152,469 152,469 15,466 167,935 167,935 2020: Re-appropriate $32.5K for summer bike coral in parking structure; 2020 includes contract to assess pedestrian bridge ($15K); Additional 12 space bike racks near Amphitheater restroom/concessions building, school house and fields/concessions ($30K)Covered Bridge Pocket Park Rehabilitation-82,088 82,088 82,088 82,088 30,000 112,088 112,088 2020: Re-appropriate $82.1K to complete Pocket Park rehabilitation; Transfer savings of $30K from Streambank Restoration to completeStephens Park Safety Improvements-292,306 292,306 161,000 453,306 453,306 453,306 453,306 2020: $453.3K for Stephens Park safety improvements; includes a transfer of $161K from East Vail Interchange; Park improvements include access improvements to extended sidewalk, new stairs and other site improvements; playground was built in 1990'sFord Park Improvements & Fields -54,636 54,636 54,636 54,636 54,636 54,636 2020: $54.6K to complete Ford Park landscaping improvementsVail Transit Center Landscape-107,133 107,133 107,133 107,133 107,133 107,133 2020: Completion of landscaping at Vail transit centerSunbird Park Fountain Repairs120,000 3,000123,000 123,000 123,000 123,000 123,000 2020: Repairs to fountain feature; requires excavation to get to leaking pipe; currently unable to run main center fountainFord Park Enhancement: Priority 3 Landscape area75,000 75,000 75,000 75,000 75,000 75,000 2020: Landscape playground/basketball berm, softball area, frontage rd. & east berms, below tennis courtsTotal Parks2,461,014 621,740 (97,689) 2,985,065 165,000 (195,848) 2,954,217 26,000 2,980,217 146,466 3,126,683 -3,126,683 Rec Paths and TrailsVail Valley Drive Path Extension: Ford Park to Ptarmigan-375,389 (325,389) 50,000 50,000 50,000 50,000 50,000 2020: $50K to strip and design future improvement; $325,389 deferred to 2021Vail Valley Drive Path Extension: Ptarmigan West to GC Mtn Building-375,389 (325,389) 50,000 50,000 50,000 50,000 50,000 2020: $50K to strip and design future improvement; $325,389 deferred to 2021Gore Valley Trail Bridge Replacement-10,000 10,000 10,000 10,000 10,000 10,000 2020: $10K for final design bills for Gore Valley Trail realignmentGore Valley Trail Realignment -67,182 67,182 200,000 267,182 267,182 267,182 267,182 2020: Bring forward 2021 budget for design work; Re-appropriate $67.2K for Gore Valley trail re-alignment designEast Vail Interchange Improvements-451,284 451,284 (161,000) 290,284 290,284 290,284 290,284 2020: $290.3K to continue East Vail interchange project; Transferred $161K to Stephen's Park safety improvements;Dowd Junction repairs and improvements- 2,101,437 (1,400,000) 701,437 701,437 701,437 701,437 701,437 2020: Continue Re-stabilization of Dowd Junction path ($2.1M); Repairs to culverts, drainage, and preventative improvements; project in cooperation with Eagle River Water and Sand (ERWSC); offset with reimbursement of $150K reimbursement from Eagle County and $300K reimbursement from ERWSD; $1.4M cost reduction identifiedGore Valley Trail Reconstruction (Conoco to Donovan)-25,000 25,000 25,000 25,000 25,000 25,000 2020: $25K to complete Gore Valley Trail Reconstruction between W. Vail Conoco and Donovan Pavilion includes revegetation along West trail near Donovan PavilionNorth Recreation Path- Sun Vail to Pedestrian Bridge-233,380 233,380 233,380 233,380 233,380 233,380 2020: $235K for North Recreation Bike Path reconstruction on North Frontage road between Sun Vail and the pedestrian Bridge to coincide with the Red Sandstone parking garage projectTotal Rec Paths and Trails-3,639,061 (2,050,778) 1,588,283 39,000 -1,627,283 -1,627,283 - 1,627,283 -1,627,283 Recreational FacilitiesNature Center Operations90,000 90,000 90,000 90,000 90,000 90,000 Nature Center operating costs including $75K Walking Mountains contract and $15K for maintenance and utilitiesNature Center Capital Maintenance145,292 145,292 145,292 145,292 145,292 145,292 2020: Wood siding and trim ($9.5K), window replacement ($10.3K), exterior door repairs ($7.6K); steep slope roofing replacement ($27.5K); signage ($17.2K), paths and walkways ($6.9K), timber stairway ($12.2K), shade structure reconstruction ($36.0K)Nature Center Redevelopment-383,522 383,522 383,522 383,522 383,522 383,522 2020: $383.5K for further planning and design for a nature center remodelRecreation Facility Maintenance-25,000 25,000 25,000 25,000 25,000 25,000 $25K for general RETT facility maintenanceGolf Clubhouse & Nordic Center-33,824 33,824 33,824 33,824 33,824 33,824 2020: Final art purchases for Clubhouse and Nordic Center; art budget was 1% of original project budgetTotal Recreational Facilities235,292 442,346 - 677,638 --677,638 -677,638 - 677,638 -677,638 TOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX 9 December 15, 2020 - Page 45 of 51 Proposed COVID Adjustments1stCOVID-19 20202nd COVID-19 2020 COVID-19 20204th20205th2020New Request/Adjustment2020 Supplemental Adjustments Amended Supplemental Adjustments Amended Adjustments Amended Supplemental Amended Supplemental AmendedTOWN OF VAIL 2020 AMENDED BUDGETSUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEREAL ESTATE TRANSFER TAX EnvironmentalEnvironmental Sustainability523,736 (10,334) 513,402 (37,440) 475,962 475,962 475,962 475,962 Annual operating expenditures for Environmental department (4 FTEs); includes $40K for Clean up day, professional dues to organizations such as CC4CA, Climate Action Collaborative, etc. 2020 Energy Coordinator FTE requested; 10% reduction in operating expense and 0% merit impactRecycling and Waste Reduction Programs 152,500 73,000 (7,955) 217,545 217,545 217,545 217,545 217,545 2020: Re-appropriate $55K for Love Vail website; $10K to continue recycled art project; Reclass $7.5 Recycling Education from energy and transportation to Recycling Programs project code, new request $10K for single haul consultant; 2020: Love Vail website improvement ($30K); ; Annual expenditures: Green Team ($2.5K); Eagle County recycling hauls (reimbursed) $(25K); Zero Hero recycling at events ($25K); Actively Green contract ($40K); Recycling compliance, education, public art and compost pilot ($30K); 10% operating cuts and 0% meritEcosystem Health 233,500 44,413 (52,000) 225,913 225,913 225,913 225,913 225,913 2020: Re-appropriate $45.9K for NEPA contract for bighorn sheep improvement project (Defer to 2021); Annual wildlife forum ($500) cancelled in 2020; CC4CA Retreat - host community ($3K); Sustainable Destination contract ($30K); Trees for Vail $5K; Strategic Plan completion and phase I rollout ($10K); Biodiversity study as outcome of open lands plan ($50K); Forest Ranger program ($33K); wildlife habitat improvements/NEPA ($100K) less $50K reduction; Energy & Transportation 72,500 72,500 72,500 72,500 72,500 2,064 74,564 2020: E-bike pilot program research ($25K); Annual expenditures: Energy Smart Colorado partnership contract ($40K); Sole Power coordination ($7.5K); Use $2.1K on First Bank donations for Sole power prizesStreamtract Education/Mitigation 50,000 31,800 81,800 81,800 81,800 81,800 81,800 2020: $31.8K for project Re-wild; $50K for ongoing streamtract education programming such as "Lunch with Locals", landscape workshops, City Nature Challenge and storm drain artWater Quality Infrastructure 1,000,000 (750,000) 250,000 250,000 250,000 250,000 250,000 2019: Continuation of water quality improvement to Gore Creek; Stormwater site specific water and water quality construction projects as part of "Restore the Gore" includes $135K for water mitigation roof runoff grant at PW; 2019-2021 funds to continue water quality improvement to Gore Creek; Stormwater site specific water and water quality construction projects as part of "Restore the Gore"; Defer $750K to 2021; 2020 project will be design of West Vail water quality Streambank Mitigation 400,000 280,782 680,782 680,782 680,782 (30,000) 650,782 650,782 2019-2021 Continuation of Riparian Site specific construction projects for Water Quality Strategic Action Plan ($648.3K) includes 2018 Fishing is Fun grant ($30K)- See carryforward of grant revenue above Gore Creek Interpretive Signage 81,000 71,450 152,450 152,450 152,450 152,450 152,450 2020: Re-appropriate $71.5K for Phase I of Gore Greek Interpretive signage (design); 2020: Phase II of Gore Creek Interpretive Signage includes installation of "story stations" and interpretive picnic table tops.PW Solar Project 1,100,000 (1,100,000) -----2020: Installation of solar panels at Public Works Shops; Defer to 2021Open Space Land Acquisition250,000 (250,000) -----2020: $250K annual set aside for purchase of open space - defer to 2021Total Environmental3,863,236 501,445 (2,170,289) 2,194,392 -(37,440) 2,156,952 -2,156,952 (30,000) 2,126,952 2,064 2,129,016 ArtPublic Art - Operating130,771 130,771 130,771 130,771 130,771 130,771 Art in Public Places programming and operationsPublic Art - General program / art60,000 538,022 (538,022) 60,000 60,000 60,000 60,000 60,000 To purchase sculptures, artwork, art programs and events; remainder is re-appropriated each year to accumulate enough funds. Defer carryover amount to 2021 while keeping annual expense intactPublic Art - Winterfest30,000 26,094 56,094 56,094 56,094 56,094 56,094 2020: Re-appropriate $24.1K for Winterfest, $2K for damaged ice sculpture reimbursement; Winterfest $30K per yearSeibert Memorial Statue-----19,600 19,600 2020: Pete Seibert Memorial statue community reimbursement (over $150K) to be used for ongoing statue maintenanceArt Space-37,544 37,544 37,544 37,544 37,544 37,544 2019: Design phase for Ford Park art space- see corresponding donation from East West aboveTotal Art220,771 601,660 (538,022) 284,409 --284,409 -284,409 - 284,409 19,600 304,009 ContributionsBetty Ford Alpine Garden Support71,094 71,094 71,094 71,094 71,094 71,094 Annual operating support of the Betty Ford Alpine Gardens; annual increase to follow town's general operating annual increaseEagle River Watershed Support40,000 40,000 40,000 40,000 40,000 40,000 Annual support of the Eagle River Watershed Council programs Adopt A Trail5,100 5,100 5,100 5,100 5,100 5,100 Adopt A Trail Council Contribution for trails in or bordering the TownTotal Contributions116,194 - - 116,194 --116,194 -116,194 - 116,194 -116,194 VRD-Managed Facility ProjectsRecreation Enhancement Account168,317 373,348 541,665 541,665 541,665 541,665 541,665 2019: Accumulation of annual rent paid by Vail Recreation District; to be re-invested in asset maintenance ($141,604); This amount will not be spent in 2020, but not removing because this account reserve is a term of the lease with VRDGolf Course - Other 494,636 227,873 722,509 722,509 722,509 722,509 722,509 2020: Re-appropriate $227K to complete reconstruction of maintenance building, parking and asphalt repairs, and drainage improvements; chain link-netting hybrid safety fence ($230K); complete asphalt repairs ($75K); repair wood trim on maintenance building ($25.8K), privacy fence repairs($2.2K), replace roof ($161.2K);Dobson Ice Arena-161,023 161,023 161,023 161,023 161,023 161,023 2020: Appropriate to complete pavers and roof repairs ($161K)Ford Park / Tennis Center Improvements91,467 72,000 163,467 163,467 163,467 163,467 163,467 2020: Re-appropriate $72K for replace gutters ($10.0K), Stain wood siding of concessions ($6.0K) and restrooms ($6.0K), restroom remodel (50K); 2020: Repair exterior doors ($9.6K); replace furnace, hot water tank, baseboards ($47.8K), replace windows ($24K); Pickleball Feasibility Study ($10K)Athletic Fields -6,0006,000 6,000 6,000 6,000 6,000 2020: Re-appropriate for sealcoat and crack fill in parking lot $6KGymnastics Center-258,608 258,608 258,608 258,608 258,608 258,608 2020: $258.6K for new cooling systemTotal VRD-Managed Facility Projects 754,419 1,098,852 - 1,853,271 --1,853,271 -1,853,271 - 1,853,271 -1,853,271 Total Expenditures8,264,660 6,905,104 (4,863,725) 10,306,039 204,000 (233,288) 10,276,751 26,000 10,302,751 116,466 10,419,217 139,164 10,558,381 Other Financing Sources (Uses)Transfer from General Fund-Transfer from Capital Project Fund3,0003,000 3,000 3,000 3,000 3,000 Revenue Over (Under) Expenditures(1,665,494) (5,662,560) 4,163,725 (3,164,329) (204,000) 233,288 (3,135,041) (26,000) (3,161,041) (116,466) (3,277,507) 2,222,900 (1,054,607) Beginning Fund Balance3,824,95114,684,01314,684,01314,684,01314,684,01314,684,013Ending Fund Balance2,159,457$ 11,519,684$ 11,548,972$ 11,522,972$ 11,406,506$ 13,629,406$ 10 December 15, 2020 - Page 46 of 51 Proposed2020 1st 2020 4th 2020 5th Amended Budget Supplemental Amended Supplemental Amended Supplemental BudgetRevenueHousing Fee in Lieu Annual Collections- - - 76,053 76,053 2020 Housing Fee-in-LieuTransfer in from Capital Projects Fund2,500,000 - 2,500,000 2,500,000 2,500,000 Workforce Housing Sales - 520,000 520,000 874,434 1,394,434 1,394,434 Total Revenue2,500,000 520,000 3,020,000 874,434 3,894,434 3,970,487 ExpendituresInDEED Program2,500,000 2,797,725 5,297,725 874,434 6,172,159 6,172,159 Town of Vail Rental Inventory- 35,125 35,125 35,125 35,125 Solar Vail Housing Development- -- - - Chamonix unit- 520,000 520,000 520,000 520,000 Buy Down Housing- 306,460 306,460 - 306,460 76,053 382,513 Allocate 2020 Housing Fee-in-Lieu collections to Buy-Down HousingTotal Expenditures2,500,000 3,659,310 6,159,310 874,434 7,033,744 76,053 7,109,797 Operating Income- (3,139,310) (3,139,310) - (3,139,310)(3,139,310) Beginning Fund Balance- 3,139,310 3,139,310 3,139,310 Ending Fund Balance-$ -$ -$ -$ -$ TOWN OF VAIL 2020 AMENDED BUDGET SUMMARY OF REVENUE, EXPENDITURES AND CHANGES IN FUND BALANCEHOUSING FUND11December 15, 2020 - Page 47 of 51 Proposed2020 1st COVID-19 2020 COVID-19 2020 4th 2020 5th 2020Budget Supplemental Adjustments Amended Adjustments Amended Supplemental Amended Supplemental AmendedRevenueE911 Board Revenue845,030$ 845,030$ 845,030$ 845,030$ 845,030$ Interagency Charges 1,329,952 1,329,952 1,329,952 1,329,952 1,329,952 Other State Revenues - - - 27,425 27,425 9,334 36,759 State reimbursement for Dispatch deplayments to wildfires Other County Revenues- - - - - Town of Vail Interagency Charge661,194 (66,119) 595,075 66,119 661,194 661,194 661,194 Earnings on Investments10,000 10,000 10,000 10,000 10,000 Other- - - - - Total Revenue2,846,176 - (66,119) 2,780,057 66,119 2,846,176 27,425 2,873,601 9,334 2,882,935 ExpendituresSalaries & Benefits2,248,023 (65,961) 2,182,062 2,182,062 27,425 2,209,487 13,475 2,222,962 Wildfire Deplayments ($8.6K); $4.8K Trasnfer from the GF for Dispatch Vacation Buy Pack Program Operating, Maintenance & Contracts497,003 20,052 (49,700) 467,355 49,700 517,055 517,055 707 517,762 Wildfire Deplayment travel costsCapital Outlay- 539,948 539,948 539,948 539,948 23,000 562,948 Records Mgmt System ($23K); Computer Aided Dispatch System ($3K) Total Expenditures2,745,026 560,000 (115,661) 3,189,365 49,700 3,239,065 27,425 3,266,490 37,182 3,303,672 Revenue Over (Under) Expenditures 101,150 (560,000) 49,542 (409,308) 16,419 (392,889) - (392,889) (27,848) (420,737) Transfer In from General Fund- - - - - 4,848 4,848 Beginning Fund Balance1,345,121 417,435 1,788,950 1,788,950 1,788,950 1,788,950 Ending Fund Balance1,446,271$ 1,379,642$ 1,396,061$ 1,396,061$ 1,373,061$ TOWN OF VAIL 2020 AMENDED BUDGET SUMMARY OF REVENUE, EXPENDITURES, AND CHANGES IN FUND BALANCEDISPATCH SERVICES FUND12December 15, 2020 - Page 48 of 51 Ordinance No. 21, Series of 2020 ORDINANCE NO. 21 SERIES OF 2020 AN ORDINANCE MAKING BUDGET ADJUSTMENTS TO THE TOWN OF VAIL GENERAL FUND, CAPITAL PROJECTS FUND, REAL ESTATE TRANSFER TAX FUND, HOUSING FUND AND DISPATCH SERVICES FUND, OF THE 2020 BUDGET FOR THE TOWN OF VAIL, COLORADO; AND AUTHORIZING THE SAID ADJUSTMENTS AS SET FORTH HEREIN; AND SETTING FORTH DETAILS IN REGARD THERETO. WHEREAS, contingencies have arisen during the fiscal year 2020 which could not have been reasonably foreseen or anticipated by the Town Council at the time it enacted Ordinance No. 13, Series of 2019, adopting the 2020 Budget and Financial Plan for the Town of Vail, Colorado; and, WHEREAS, the Town Manager has certified to the Town Council that sufficient funds are available to discharge the appropriations referred to herein, not otherwise reflected in the Budget, in accordance with Section 9.10(a) of the Charter of the Town of Vail; and, WHEREAS, in order to accomplish the foregoing, the Town Council finds that it should make certain budget adjustments as set forth herein. NOW, THEREFORE, BE IT ORDAINED, BY THE TOWN COUNCIL OF THE TOWN OF VAIL, COLORADO that: 1.Pursuant to Section 9.10(a) of the Charter of the Town of Vail, Colorado, the Town Council hereby makes the following budget adjustments for the 2020 Budget and Financial Plan for the Town of Vail, Colorado, and authorizes the following budget adjustments: General Fund $ (427,141) Capital Projects Fund 1,432,252 Real Estate Transfer Tax Fund 139,164 Housing Fund 76,053 Dispatch Services Fund 37,182 Interfund Transfers (122,348) Total $ 1,135,162 2.If any part, section, subsection, sentence, clause or phrase of this ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this ordinance; and the Town Council hereby declares it would have passed this ordinance, and each part, section, subsection, sentence, clause or phrase thereof, regardless of the fact that any one or more parts, sections, subsections, sentences, clauses or phrases be declared invalid. December 15, 2020 - Page 49 of 51 Ordinance No. 21, Series of 2020 3.The Town Council hereby finds, determines, and declares that this ordinance is necessary and proper for the health, safety, and welfare of the Town of Vail and the inhabitants thereof. 4.The repeal or the repeal and reenactment of any provision of the Municipal Code of the Town of Vail as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceedings as commenced under or by virtue of the provision repealed or repealed and reenacted. The repeal of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. 5.All bylaws, orders, resolutions, and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution, or ordinance, or part thereof, theretofore repealed. INTRODUCED, READ, APPROVED, AND ORDERED PUBLISHED ONCE IN FULL ON FIRST READING this 1st day of December, 2020, and a public hearing shall be held on this Ordinance on the 15th day of December, 2020, at the regular meeting of the Town Council of the Town of Vail, Colorado, in the Municipal Building of the town. _______________________________ Dave Chapin, Mayor ATTEST: ___________________________ Tammy Nagel, Town Clerk READ AND APPROVED ON SECOND READING AND ORDERED PUBLISHED IN FULL this 15th day of December. _____________________________ Dave Chapin, Mayor ATTEST: ________________________________ Tammy Nagel, Town Clerk December 15, 2020 - Page 50 of 51 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C: A djournment 6:35 pm (estimate) December 15, 2020 - Page 51 of 51