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HomeMy WebLinkAbout2021-02-02- Agenda and Supporting Documentation Town Council Afternoon Meeting Agenda VAIL TO W N C O U N C IL R E G U L AR ME E T IN G Agenda Virtual 11:45 AM, February 2, 2021 Meeting to be held Virtually (access H igh Five Access Media livestr eam https://www.highfivemedia.org/live-five the day of the meeting and visit https://www.vailgov.com/town-council to participate in public comment) Notes: Times of items are approximate, subject to change, and c annot be relied upon to determine what time Council will consider an item. Public c omment on any agenda item may be solicited by the Town Council. 1.E xecutive Session 11:45 am - 1:30 pm 1.1.Executive Session, pursuant to C .R.S. §24-6-402(4)(a)(b)(e) - to disc uss the purc hase, acquisition, lease, transfer, or sale of property interests; to have a c onference with the Town Attorney to rec eive legal advice on specific legal questions; and to determine positions, develop a strategy and instruct negotiators, regarding: 1) an offer to purchase or lease Town owned property located adjacent 1191 Honsilver Circle; 2) regarding a possible land swap for a portion of Town Owned W . Forest Road right-of- way for a portion of the property loc ated at 816 W . Forest Road; 3) regarding a Pre-Development Agreement with Triumph Development W est LLC for the development of residential housing on Town owned properties known as Lot 3, Middle Creek and Timber Ridge; 4) regarding eminent domain proceedings related to private property encroac hments onto Town owned Property located within the Vail Village 11th filing; and 5) regarding a rec ommendation from the Timber Ridge Operating Committee conc erning the renewal of a master lease agreement with Vail Resorts at Timber Ridge 90 min. Presenter(s): Matt Mire, Town Attorney 2.Council will be attending the Annual State of Vail Health z oom meeting fr om 2:00 pm - 3:00 pm 3.The Afternoon Regular Meeting will reconvene at 3:30 p.m 4.P resentation / Discussion 4.1.W est Vail Master Plan Update - Presentation to Council 20 min. Presenter(s): Matt Gennett, Community Development Director and Gabby Voeller, S E Group Action Requested of Counc il: Review the presentation and provide feedback Bac kground: Staff and Gabby Voeller from S E Group will provide a presentation to Council during the afternoon meeting whic h will highlight the feedback rec eived from the two workshops held in December 2020 and J anuary 2021 on Transportation and Housing, respectively. The presentation also includes an introduc tion of the concepts to be disc ussed February 2, 2021 - Page 1 of 117 during the Commercial Area workshop in February 2021. 4.2.East Vail Trails Update 20 min. Presenter(s): Dwight Henninger, C hief of Polic e; Kristen Bertuglia,Environmental Sustainability D irec tor; and Gregg Barrie, Senior Landsc ape Arc hitect Action Requested of Counc il: Listen to disc ussion and ask questions. Bac kground: I n December of 2019, C ounc il reviewed alternatives from the Trailhead W orking Group to managing the East Vail trailheads and particularly the Booth Lake trailhead. At that time educ ation and information was encouraged. I n the fall of 2020 after a C OV I D impac ted high trail use year Counc il asked staff to reengage with the US FS and to work on the problem of overc rowding at the trailheads. S taff will report out on the disc ussion and proposed ac tions within the control of the Town for summer of 2021. 4.3.Vail Recreation District request to c ost share replacement of greens at the Vail Golf Course. 15 min. Presenter(s): Scott Robson, Town Manager and Kathleen Halloran, Finance D irec tor Action Requested of Counc il: Listen to presentation and provide staff feedback. Bac kground: The evening meeting inc ludes Resolution No. 5, Series 2021 approving an I ntergovernmental Agreement with the Vail Recreation Distric t for a c ost share on the Vail Golf C ourse greens replacement. Staff wanted to provide background information prior to the evening meeting's c onsent agenda. 4.4.Proposal from Magellan Strategies for a c oordinated community outreac h plan 15 min. Presenter(s): George Ruther, Housing Director Action Requested of Counc il: I s the Vail Town Council supportive of moving forward with a c oordinated outreac h community plan with Magellan Strategies at this time? Bac kground: Based upon input from recent Town of Vail C ommunity survey information, the Vail Town Council has expressed an interest in exploring dedic ated funding sources for resident-oc cupied, deed-restric ted housing and year-round destination marketing opportunities. Magellan Strategies has demonstrated an ability to succ essfully pursue these ty pes of initiatives in similar mountain resort c ommunities. W ith that in mind, Magellan Strategies has prepared a proposal for launching a coordinated c ommunity outreach plan for the Town C ounc il's c onsideration. Staff Rec ommendation: Given the information shared in the staff memorandum, it is recommended the Vail Town Council instruc ts the town staff to take the steps necessary to c ontrac t with Magellan Strategies and implement the c oordinated c ommunity outreac h plan on the timeline proposed. 4.5.Updates about Public Health C risis and Ec onomic Recovery P rograms 15 min. Presenter(s): Scott Robson, Town Manager Action Requested of Counc il: I nformational with Counc il direction on the newly proposed business relief program. Bac kground: Town staff have provided regular updates about ec onomic rec overy tactic s implemented to assist the business community during the public health crisis. A newly proposed Vail business relief program and February 2, 2021 - Page 2 of 117 proposal for winter marketing will be reviewed along with a few other updates. 4.6.2018-2020 Town Council A ction Plan Update 15 min. Presenter(s): Scott Robson, Town Manager, Patty Mc Kenny, Assistant Town Manager Action Requested of Counc il: I nformational only. Bac kground: The Town C ounc il Ac tion Plan was adopted in 2018 for a two year window. The Town Council retreat sc heduled J anuary 2020 will be highlighted with a focus on the 2021 priorities. There will be a preview of the 2020 acc omplishments as well. 5.D R B / PEC Update (5 min.) 5.1.D RB / P E C Update Presenter(s): J onathan S penc e, Planning Manager 6.Information U pdate 6.1.VLHA Meeting Results J anuary 12, 2021 6.2.J anuary Revenue Update 6.3.VLMD A C Meeting Minutes 6.4.VEAC Meeting Notes 6.5.J anuary 6, 2021 C S E Meeting Minutes 7.Matters from Mayor, Council and Committee Reports (10 min.) 8.Recess 8.1.Rec ess at 5:30 pm (estimate) Meeting agendas and materials c an be ac cessed prior to meeting day on the Town of Vail website www.vailgov.com. All town council meetings will be streamed live by High Five Ac cess Media and available for public viewing as the meeting is happening. The meeting videos are also posted to High Five Ac cess Media website the week following meeting day, www.highfivemedia.org. Please call 970-479-2136 for additional information. Sign language interpretation is available upon request with 48 hour notification dial 711. February 2, 2021 - Page 3 of 117 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 : E xecutive S ession, pursuant to C .R .S. §24-6-402(4)(a)(b)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests; to have a conf erence with the Town Attorney to receive legal advice on specif ic legal questions; and to determine positions, develop a strategy and instruct negotiators, regarding: 1) an offer to purchase or lease Town owned property located adjacent 1191 Honsilver C ircle; 2) regarding a possible land swap for a portion of Town O wned W. F orest Road right-of -way for a portion of the property located at 816 W. F orest R oad; 3) regarding a P re-Development A greement with Triumph Development West L L C f or the development of residential housing on Town owned properties known as L ot 3, Middle Creek and Timber R idge; 4) regarding eminent domain proceedings related to private property encroachments onto Town owned Property located within the Vail Village 11th f iling; and 5) regarding a recommendation f rom the Timber R idge Operating Committee concerning the renewal of a master lease agreement with Vail R esorts at Timber R idge P RE S E NT E R(S ): Matt Mire, Town A ttorney February 2, 2021 - Page 4 of 117 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 : West Vail Master P lan Update - P resentation to Council P RE S E NT E R(S ): Matt Gennett, Community Development Director and Gabby Voeller, S E Group AC T IO N RE Q UE S T E D O F C O UNC IL : R eview the presentation and provide f eedback B AC K G RO UND: Staf f and Gabby Voeller from S E Group will provide a presentation to Council during the afternoon meeting which will highlight the feedback received f rom the two workshops held in December 2020 and J anuary 2021 on Transportation and Housing, respectively. The presentation also includes an introduction of the concepts to be discussed during the Commercial A rea workshop in F ebruary 2021. AT TAC H ME N TS : Description Staff Memor andum Presentation February 2, 2021 - Page 5 of 117 To: Vail Town Council From: Matt Gennett, Community Development Director Date: February 2, 2021 Subject: West Vail Master Plan – Council Update I. INTRODUCTION Two of the three workshops planned for Phase II of the West Vail Master Plan project have been held in December and January and were focused on the Housing and Transportation topic areas, respectively. The purpose of these workshops is to gather feedback and hear ideas on each of the major topic areas in the plan. The third workshop will focus on the Commercial Area and be held on February 11, 2021. Two sessions are held for each workshop, one in the afternoon and one in the evening, to ensure participation from an array of community members with different daily schedules. Next steps include meeting again with the Advisory Committee to run through the feedback received from the three workshops and draft goals for each topic area before moving forward with a draft plan. The target timeframe for producing the draft plan is late April 2021. The presentation attached to this memo also introduces two initial Commercial Area Scenarios that will be presented at the commercial area workshops on February 11 for Council’s consideration and comments. II. BACKGROUND The creation and adoption of a master plan for West Vail is a Town Council 2018-2020 Action Plan goal. This master plan will be in keeping with the council’s intentions around thorough community engagement, sustainable best practices for future development, identification of housing opportunities, and fostering economic development to create vibrancy. The plan will also address the many nonconforming uses and structures in West Vail and provide policies to guide future development decisions in West Vail. The project area is approximately 262 acres and bordered by West Gore Creek Drive to the south, Cortina Lane, and Garmisch Drive to the north, Buffehr Creek Road to the east and Arosa Drive to the west. The project area was determined by Town staff, the consultant February 2, 2021 - Page 6 of 117 Town of Vail Page 2 team, and Council. The plan will also consider connections from West Vail to local destinations outside of the project area and West Vail’s role within the Town. III. SUMMARY Staff and Gabby Voeller from SE Group will provide a presentation to Council during the afternoon meeting which will highlight the feedback received from the two workshops held so far. The presentation also includes an introduction of the concepts to be discussed during the commercial area workshop in February. ACTION REQUESTED BY COUNCIL Staff asks Council to review the presentation and provide feedback during the meeting. ATTACHMENTS: West Vail Master Plan Workshops Presentation February 2, 2021 - Page 7 of 117 PRESENTATION TO Vail Town Council WEST VAIL MASTER PLAN UPDATE 2/2/2021 February 2, 2021 - Page 8 of 117 Workshops •Three Workshops for Phase 2 •Purpose is to get feedback on ideas for each topic area •Two Sessions per Workshop, afternoon and evening •Transportation (Dec 2020) •Housing (Jan 2021) •Commercial Area (Feb 11, 2021) •Next Steps •Meet with Advisory Committee to talk through Workshop feedback,and draft goals for each area before moving forward with Draft Plan •Draft Plan target: late April,2021 February 2, 2021 - Page 9 of 117 Transportation Workshop: Content Summary •Project Background •Vision Polling •Draft Recommendations •Traffic Calming on Residential Streets •Bicycle and Pedestrian Facilities (multi-use paths, crossings, on-street bike facilities) •North Frontage Road ‘Road Diet’ •Transportation Programs (maintenance, electric vehicles, bike share, lighting, parking) •Transit Toolkit (Mobility Hub, service planning, connections with ECO Transit) •Access Management •Project Phasing and Prioritization •Next Steps February 2, 2021 - Page 10 of 117 Transportation Workshop: Content Summary February 2, 2021 - Page 11 of 117 Transportation Workshop: Feedback Summary •Support for re-envisioning N Frontage Road through access management and a road diet •Support for better walking connections within and between neighorhoods •Perception of speedingneed for traffic calming on residential streets •Including striping, pedestrian-scale lighting, signage, enforcement •Excitement about Transportation Demand Management to promote alternative modes (non-SOV) •Transit service is strong but interest in additional regional connections and improved station amenities February 2, 2021 - Page 12 of 117 Housing Workshop: Content Summary •Project Background •Existing Land Use •Market Conditions •Vision and Goals Polling •Testing Density Scenarios •Housing Type Preferences •Next Steps February 2, 2021 - Page 13 of 117 Housing Workshop: Feedback Summary •Focus on resident housing and deed restrictions, need to get into more detail in plan •Openness to higher density zoning in specific areas (Geneva, Lower Chamonix, Upper Chamonix) •Interest in slightly more dense housing types across the residential neighborhoods (duplexes, townhouses, ADUs, small multi-family) •Receptiveness to more dense housing types in commercial and designated areas (large apartments, 6-12 multi-family) February 2, 2021 - Page 14 of 117 Commercial Area Workshop: Content Summary •Will be held on Feb 11 –sign up! •Project Background •Market Conditions/Business Inventory Overview •Vision and Goals Polling •Scenario #1 Overview •Scenario #2 Overview •Discussion and Feedback of Scenarios February 2, 2021 - Page 15 of 117 Commercial Area Scenarios Scenario 1 Scenario 2 February 2, 2021 - Page 16 of 117 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 : E ast Vail Trails Update P RE S E NT E R(S ): D wight Henninger, C hief of P olice; K risten Bertuglia,E nvironmental S ustainability Director; and Gregg B arrie, S enior L andscape A rchitect AC T IO N RE Q UE S T E D O F C O UNC IL : L isten to discussion and ask questions. B AC K G RO UND: I n D ecember of 2019, Council reviewed alternatives from the Trailhead Working Group to managing the E ast Vail trailheads and particularly the B ooth L ake trailhead. A t that time education and inf ormation was encouraged. I n the fall of 2020 af ter a C O V I D impacted high trail use year Council asked staff to reengage with the US F S and to work on the problem of overcrowding at the trailheads. Staff will report out on the discussion and proposed actions within the control of the Town for summer of 2021. AT TAC H ME N TS : Description Memo Attachment A. East Vail H igh Use Briefing Attachment B. U S F S Eagle's Nest Signs February 2, 2021 - Page 17 of 117 To: Vail Town Council From: Dwight Henninger, Police Chief Kristen Bertuglia, Environmental Manager Gregg Barrie, Senior Landscape Architect Date: February 2, 2021 Subject: East Vail Trails Update I. PURPOSE The purpose of the work session is to provide the Vail Town Council an update on the progress toward reducing impacts on the Booth Lake Trailhead. II. BACKGROUND In the fall of 2020, Council directed staff to work in partnership with the U.S. Forest Service to reduce the impacts of overcrowding at the Booth Lake Trail including resource degradation, parking congestion, diminishing guest experience, trash, and traffic. Since then, staff has twice met with the USFS, in meetings facilitated by the U.S. Department of Transportation’s Volpe Center, to discuss the overuse issues at the East Vail trailheads, followed by an internal staff meeting to discuss strategies within the Town’s control. III. STATUS The East Vail High Use Briefing Paper – Eagles Nest Wilderness (Attachment A) provided at the 1/21/2021 meeting with the USFS shows a significant increase in trail use during the COVID- impacted 2020 season. At this meeting, town strategies and actions below were discussed and supported by the USFS. However, due to their current commitment to complete similar studies being done at Quandary Peak and Maroon Bells until 2023, the USFS is unable to begin evaluating a reservation system for East Vail trails in the immediate future. The USFS plans to add additional signage on trail etiquette and behavior (Attachment B). The Volpe Center facilitator questioned if the TOV is interested in preventing parking in all areas of the Booth Lake trailhead and requiring all hikers to take a TOV bus to the trailhead bus stop. This was proposed in the December 2019 Hike Vail Stakeholder Group report. Staff did not think this action was appropriate after a COVID-impacted trail use season. To meet the objective of reducing vehicle trips on Booth Falls Road for summer 2021, staff proposes the following strategies: • Reduce parking issues • Reduce traffic and congestion • Reduce speeds February 2, 2021 - Page 18 of 117 Town of Vail Page 2 • Reduce / disperse trail use • Enhance pedestrian safety Near Term Strategies: • Install a parking-count system with variable message sign at intersection with the Frontage Road. This information can be pushed to other applications so users could pick a different trail if parking is full. This will let hikers know in real time when the upper lot is full without them having to drive up past the Vail Mountain School parking lot ($20-30,000 installation plus annual fee of $3,300. Staff is working through options / costs). • Post Trail Hosts at top and bottom of Booth Falls Road on Friday, Saturday, and Sunday to assist hikers with parking, or to direct them to the Village parking structure or another hiking opportunity. • Traffic calming – add striping on each side of Booth Falls Road like other residential areas, to slow traffic and provide a walking path for hikers accessing the trailhead. • Advertise that buses and hotel shuttles are available to access trailheads. • Add Vail Mountain School lot availability to the Vail Parking Calendar. • Improve the information signs at Booth Falls Road (currently too much info in small font). • Support Friends of the Eagles Nest Wilderness to have staffed information tables and trash bags at the trailheads this summer ($1,000). • Increase social media attention to the Leave No Trace principles. • Implement an additional trail clean-up program as needed, as was done in 2020. • Add 4-6 additional TOV Trail Hosts for the 2021 Summer. • Conduct training and education for Concierges at lodging properties. • Add Leave No Trace principles to reprint of TOV Hiking map. • Continue to support the educational efforts of the Vail Valley Mountain Trails Alliance through volunteer promotion, financial and media support. Future Strategies: • Improve bus turnaround at VMS to better accommodate for hotel shuttles. • Additional parking spaces near bus turnaround if feasible with CDOT / VMS. • Budget for a permanent restroom. • Install bus turnaround at Main Gore Drive / Bighorn Road – for future “Trail Bus.” IV. NEXT STEPS Town staff intends to implement the near-term strategies beginning in the spring / summer of 2021, and to evaluate the potential for future strategies through the fall. One possible strategy, not pursued in December 2019 based on Council direction, would be to close the parking lot. This could still be an option if there is a desire to limit access during certain times of the year. Staff will also submit an official letter of request to the USFS to begin the first stages of the National Environmental Policy Act (NEPA). This would begin evaluation and review of the current wilderness management capacity designation. Management tools to be evaluated would include appropriateness and feasibility of a permit system to regulate the numbers of hikers and additional controls (e.g., prohibition of dogs) at the Booth Falls and other East Vail trailheads, as well as appropriate winter closure opportunities for wildlife. February 2, 2021 - Page 19 of 117 East Vail High Use Briefing Paper – Eagles Nest Wilderness Background Four trailheads provide trail access to the Eagles Nest Wilderness from the vicinity of East Vail: Booth Lake, Pitkin, Bighorn, and Gore Creek/Deluge. Visitation to these trails has increased steadily over the past decade, and over the last few years in particular. Anecdotal Forest Service data shows that the vast majority (over 90%) of users along Booth Lake and Gore Creek trails hear about the trails from their hotel concierge or social media. The vast majority of these users are also from out of town/area, are not experienced hikers, and may not understand the impacts of their behavior. The most recent visitor use counts, taken by TRAFx infrared trail counters are below. Each of the five trails listed above enter the Eagles Nest Wilderness within one-half mile of their respective trailheads. The Eagles Nest Wilderness was added to the National Wilderness Preservation System (NWPS) in 1976 with the passage of Public Law 94-352. As such, Congress stated the area is to be managed in accordance with the Wilderness Act of 1964, which states our primary goal as preserving wilderness character. Four of the components of wilderness character that are most relevant for future management near East Vail are: 1) Retaining natural ecological systems that are substantially free from the effects of modern civilization 2) Retaining the undeveloped nature of wilderness 3) Providing outstanding opportunities for solitude 4) Providing outstanding opportunities for primitive and unconfined recreation Although these characteristics may conflict with one another at times, both the law (the Wilderness Act) and Forest Service policy mandate that we manage Wilderness to preserve the characteristics across the entire NWPS. Additionally, the White River National Forest Land and Resources Management Plan (Forest Plan) identifies more specific guidelines for preserving wilderness character. A guideline is a preferred course of action and, although they can be broken, doing so would not achieve Forest goals. The Eagles Nest Wilderness is separated into three management areas, or zones. The five trails emanating from East Vail are in the 1.12 – Primitive zone. Currently, social encounters along the Booth Lake trail are not meeting Forest Plan guidelines. Trail Year Total Users (high use season, June - Sept) Total # Days Avg. # Users per day Encounters on an average day Highest Individual Day 2020 Total Users Jan to Dec Booth Lake 2020 35,476 122 291 55 742 50,082 Pitkin 2020 5,325 122 44 8 112 8,271 Bighorn 2020 4,007 122 33 6 107 6,592 Gore Creek 2020 9,763 122 80 15 198 15,528 February 2, 2021 - Page 20 of 117 Summary of Forest Plan Wilderness Guidelines for 1.12 – Primitive Forest Plan Guidelines Current Situation Social Encounters (# of groups seen or heard) No more than 12 parties encountered per day on a NFS trail on 80% of the days during each use season Booth Lake Trail has exceeded encounter guidelines five of the last six years. Average encounters increased from 36 per day during the high season in 2019 to 55 per day in 2020. No more than 6 other campsites within sight or sound of campsites on 80% of the days during each use season Campsite encounters do not currently exceed guidelines, though Gore Lake is approaching the guideline. Campsite Management Density of dispersed campsites will be moderate, not to exceed 3 sites per acre or 6 sites per linear mile of trail So, what do we mean when we say we want to “retain Wilderness character” in the Eagles Nest Wilderness adjacent to Vail? Basically, we want to maintain the Eagles Nest Wilderness Untrammeled, Natural, and Undeveloped, and to keep Opportunities for Solitude or a Primitive and Unconfined Form of Recreation. At times, these Qualities of Wilderness Character can be at odds. For example, we may “trammel,” or manipulate, the Wilderness by treating weeds where they would otherwise grow, to better retain the Natural quality. In East Vail, our focus is on the growing visitor use, so the Opportunities for Solitude/Primitive Recreation and Undeveloped qualities are generally of higher concern. Retaining the Solitude/Primitive Recreation quality could mean attempting to reduce use especially at Booth Lake and Gore Creek trails through various means, including the myriad of outreach options (webpages, hosts, emails, and trail info) to guide users to other trails. In addition to outreach, devising transportation strategies may aid in reducing visitation and guiding visitors to other trail opportunities adjacent to Vail. Issues The amount of visitation has resulted in several issues, which vary in intensity between trails. Issues can be separated into two main categories: Trailhead Issues Trail & Wilderness Issues Transportation & Parking Sanitation Biophysical Social - Illegal parking - Neighborhood traffic - Trespassing on private land - Human waste - Trash - Dog waste - Trail widening & braiding - Soil erosion - Trash and human waste - Vegetation trampling and soil compaction - Tree carving - Campfire impacts - Overcrowding - Reduced opportunities for solitude - Lessened recreational experience The issues can be addressed through various means, using the “Education, Engineering, Enforcement” methods. The focus should be on meeting the needs of all stakeholders to the greatest extent possible, while complying with applicable law, regulation, and policy. Stakeholders - US Forest Service - Town of Vail - Vail Resorts - Lodging Providers - Friends of Eagles Nest Wilderness - Chambers of Commerce - Other Municipalities - Eagle County - Commercial Outfitters and Guides - Others Typical weekday at Gore/Deluge Trailhead February 2, 2021 - Page 21 of 117 February 2, 2021 - Page 22 of 117 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : Vail R ecreation D istrict request to cost share replacement of greens at the Vail Golf Course. P RE S E NT E R(S ): Scott R obson, Town Manager and Kathleen Halloran, F inance Director AC T IO N RE Q UE S T E D O F C O UNC IL : L isten to presentation and provide staf f feedback. B AC K G RO UND: T he evening meeting includes Resolution No. 5, S eries 2021 approving an I ntergovernmental A greement with the Vail Recreation District for a cost share on the Vail Golf Course greens replacement. Staf f wanted to provide background information prior to the evening meeting's consent agenda. AT TAC H ME N TS : Description packet February 2, 2021 - Page 23 of 117 __________________________________________________________________________ Memorandum TO: Town Council FROM: Town Manager’s Office DATE: February 2, 2021 SUBJECT: Cost Share of Golf Greens Project I. SUMMARY Vail Recreation District (VRD) has requested financial support from the Vail Town Council in the renovations of all golf course greens over a three-year period. Attached is an intergovernmental agreement between the town and VRD outlining a 50/50 cost share up to a total contribution of $650,000 over the term of the agreement. II. BACKGROUND Due to winter damage incurred in 2019 and early 2020, the Vail Recreation District Board and staff began the renovation in the fall of 2020 with the first phase of greens (holes 1, 5, 6, 7, 11 and 14). Future plans include the renovation of five additional greens in the fall of 2021 through spring of 2022 (holes 2, 8, 9,10 and 12). Green 18 will also be resurfaced as a part of this project but will not need renovation beyond that as it was renovated back in 2014. The reason for renovations is that the original grass is over 50 years old and built without sub-surface drainage. The poor drainage causes water saturation and damage from freeze/thaw during the winter months. The renovation not only includes replacement of the turf with Creeping Bentgrass, but also improvements to drainage, both sub-grade and surface. III. DISCUSSION Staff recommends funding the cost-share from the Real Estate Transfer Tax Fund, based on golf course greens qualifying as recreation enhancement. The annual estimated amounts will be reflected in the upcoming budget supplemental on March 16th and later reflected in the town’s long-term capital plan (for the remaining two years commitment). IV. ACTION REQUESTED FROM COUNCIL Attached is an IGA with the Vail Recreation District which provides for a cost sharing arrangement over three years for the replacement of the golf course greens with a maximum contribution of $650,000 from the town. Staff is requesting Town Council’s input and approval on the attached intergovernmental agreement. February 2, 2021 - Page 24 of 117 1 1/28/2021 S:\FINANCE\LEASES\VRD\GREENS COST SHARE-A123020.DOCX COST SHARING AGREEMENT THIS COST SHARING AGREEMENT (the "Agreement") is made and entered into as of the ____ day of ________________, 2021, by and between the TOWN OF VAIL, COLORADO, a Colorado home rule municipality with an address of 75 South Frontage Road, Vail, CO 81657 (the "Town"), and the VAIL PARK AND RECREATION DISTRICT, a quasi-municipal corporation and political subdivision of the State of Colorado with an address of 700 South Frontage Road, Vail, CO 81657 (the "District") (each a "Party" and collectively the "Parties"). WHEREAS, on June 12, 2019, the Parties entered into a lease (the "Lease"), under which the District operates the Vail Municipal Golf Course ("Golf Course") and is responsible for all maintenance of the Golf Course; WHEREAS, the District is contracting for the replacement and upgrade of the existing playing surface of all 18 greens on the Golf Course, including improved subdrainage, substructure and new playing surface, over a period of 3 years (the “Project”), WHEREAS, because of the public benefit provided by the Golf Course, the Town wishes to contribute to the Project; and WHEREAS, the Town and the District are expressly authorized by C.R.S. § 29-1- 203 to enter into this Agreement. NOW THEREFORE, in consideration of the mutual promises contained herein, the adequacy of which is hereby admitted, the Parties hereto agree as follows: 1. Project Management. The District shall be the contracting party for the Project, and will have sole responsibility for managing the Project. 2. Cost Sharing. The Town shall pay for 50% of the cost of the Project, not to exceed $216,000 per year and $650,000 total. Payments shall be made on a monthly basis, within 30 days of the Town’s receipt of an invoice and supporting documentation evidencing the cost of the Project during that month. 3. Term. The term of this Agreement shall commence on the Effective Date and terminate on December 31, 2023. Upon termination of this Agreement, the Town’s obligation to share in the cost of the Project shall terminate. 4. Miscellaneous. a. Governing Law and Venue. This Agreement shall be governed by the laws of the State of Colorado, and any legal action concerning the provisions hereof shall be brought in Eagle County, Colorado. b. Integration. This Agreement and any attached exhibits constitute the entire agreement between the Parties, superseding all prior oral or written communications. February 2, 2021 - Page 25 of 117 2 1/28/2021 S:\FINANCE\LEASES\VRD\GREENS COST SHARE-A123020.DOCX c. Third Parties. There are no intended third-party beneficiaries to this Agreement. d. Notice. Any notice under this Agreement shall be in writing, and shall be deemed sufficient when directly presented or sent pre-paid, first class United States Mail to the Party at the address included on the first page of this Agreement. e. Severability. If any provision of this Agreement is found by a court of competent jurisdiction to be unlawful or unenforceable for any reason, the remaining provisions hereof shall remain in full force and effect. f. Modification. This Agreement may only be modified upon written agreement of the Parties. g. Assignment. Neither this Agreement nor any of the rights or obligations of the Parties shall be assigned by either Party without the written consent of the other. h. Governmental Immunity. The Parties and their officers, attorneys and employees are relying on, and do not waive or intend to waive by any provision of this Agreement, the monetary limitations or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, C.R.S. § 24-10-101, et seq., as amended, or otherwise available to the Parties or their officers, attorneys or employees. i. Rights and Remedies. Delays in enforcement or the waiver of any one or more defaults or breaches of this Agreement by the Town shall not constitute a waiver of any of the other terms or obligation of this Agreement. The rights and remedies of the Town under this Agreement are in addition to any other rights and remedies provided by law. The expiration of this Agreement shall in no way limit the Town's legal or equitable remedies, or the period in which such remedies may be asserted, for work negligently or defectively performed. j. Subject to Annual Appropriation. Consistent with Article X, § 20 of the Colorado Constitution, any financial obligation of the Town not performed during the current fiscal year is subject to annual appropriation, shall extend only to monies currently appropriated, and shall not constitute a mandatory charge, requirement or liability beyond the current fiscal year. February 2, 2021 - Page 26 of 117 3 1/28/2021 S:\FINANCE\LEASES\VRD\GREENS COST SHARE-A123020.DOCX IN WITNESS WHEREOF, the Parties have executed this Agreement as of the Effective Date. TOWN OF VAIL ________________________________ Scott Robson, Town Manager ATTEST: _____________________________ Tammy Nagel, Town Clerk VAIL RECREATION DISTRICT ________________________________ Mike Ortiz, Director ATTEST: _____________________________ February 2, 2021 - Page 27 of 117 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 : P roposal f rom Magellan S trategies f or a coordinated community outreach plan P RE S E NT E R(S ): George Ruther, Housing Director AC T IO N RE Q UE S T E D O F C O UNC IL : I s the Vail Town C ouncil supportive of moving forward with a coordinated outreach community plan with Magellan Strategies at this time? B AC K G RO UND: Based upon input from recent Town of Vail Community survey inf ormation, the Vail Town Council has expressed an interest in exploring dedicated funding sources for resident- occupied, deed-restricted housing and year-round destination marketing opportunities. Magellan S trategies has demonstrated an ability to successf ully pursue these types of initiatives in similar mountain resort communities. W ith that in mind, Magellan Strategies has prepared a proposal f or launching a coordinated community outreach plan f or the Town Council's consideration. S TAF F RE C O M M E ND AT I O N: Given the information shared in the staf f memorandum, it is recommended the Vail Town Council instructs the town staff to take the steps necessary to contract with Magellan Strategies and implement the coordinated community outreach plan on the timeline proposed. AT TAC H ME N TS : Description Coordinated C ommunity O utreach Plan P roposal 02022021 Magellan Strategies Town of Vail Community O utreach Plan 012721 February 2, 2021 - Page 28 of 117 To: Vail Town Council From: George Ruther, Housing Director Date: February 2, 2021 Subject: Dedicated Funding Sources for Housing and Year-round Marketing – Proposal for a Coordinated Community Outreach Plan I. Purpose The purpose of this memorandum is to present a proposal from Magellan Strategies for launching a coordinated community outreach plan intended to solicit community input and feedback on two potential efforts to establish dedicated funding sources for: 1) the acquisition of resident-occupied, deed-restricted housing, and 2) to increase funding of year-round destination marketing opportunities. Is the Vail Town Council supportive of moving forward with a coordinated community outreach plan with Magellan Strategies at this time? The acquisition of resident-occupied, deed-restricted housing and the active year-round marketing of Vail as a resort community destination both serve to advance the goals and priorities of the Vail Town Council Action Plan 2018 – 20. II. Magellan Strategies Community Outreach Plan Magellan Strategies has a demonstrated and proven track record of successfully assisting mountain resort communities across Colorado developing ballot initiative strategies in hopes of achieving their community funding needs. Town staff reached out to the team at Magellan Strategies with a request to prepare a proposal for a coordinated community outreach plan. In response to the request, Magellan Strategies has teamed with Summit Information Systems to propose an outreach plan which they believe will be effective in soliciting community input and feedback on the two potential funding initiatives. A copy of the proposed Town of Vail Community Outreach 2021 Plan and Timeline, dated January 27, 2021, has been attached for reference. In summary, the community outreach plan is broken down into two distinct phases for implementation. The first phase focuses on communicating with key community influencers on the topics, and the second phase aims to gather information primarily from community organizations and groups. Each phase culminates with an evaluation February 2, 2021 - Page 29 of 117 Town of Vail Page 2 of the input and feedback received and a reassessment of next steps forward. The objective of these phases is to gauge community sentiment which is critical in shaping the details and nature of one or more ballot question measures. Pending the outcome of the first two phases, a third phase would be to design and field a community survey measuring Vail resident and voter opinions of ballot measure proposals. The approach and nature of the community survey would be similar to the previous survey on these topics conducted with the Vail community in 2019. The results of the community survey are intended to inform the Vail Town Council in their decision making on whether to proceed forward with placing a question(s) on the ballot in November of 2021. Results of the community survey would be available in late June or early July affording the Vail Town Council ample time for decision making. III. Recommendation Town staff is prepared to collaborate with Magellan Strategies and move the coordinated community outreach plan forward along the timeline proposed. At the direction of the Vail Town Council, a professional services agreement with be executed and work will get underway. The total cost to implement the first two phases is $15,000, based upon a monthly retainer of $3,000 per month for the five months beginning February 15 through June 15. The Approved 2021 Town Budget anticipates this effort and funds have been appropriated. Town staff recommends the Vail Town Council instructs the town staff to take the steps necessary to contract with Magellan Strategies and implement the coordinated community outreach plan on the timeline proposed. February 2, 2021 - Page 30 of 117 Town of Vail Community Outreach 2021 Plan and Timeline January 27th, 2021 Project Overview At this time, the Town of Vail is considering new and different funding options for Affordable Housing, a year-round marketing budget, and possibly Special Events. To ensure the Vail community is informed and engaged in these considerations, we propose a robust community outreach plan between now and early June. The outreach plan will include multiple community outreach strategies and activities. These coordinated activities are designed to identify and maximize resident support for possible ballot measures among the "super-voters" within the Town of Vail. Upon completing the outreach plan, the Town could decide if they wished to move forward with one or multiple funding ballot measures. Early feedback from the community will be critical in shaping one or numerous ballot measures' nature and details. Community Outreach Program: We recommend a multi-phased outreach effort tracked and managed by Magellan Strategies and executed by a steering committee assembled by the Town as outlined below. Phase I (February - March 15th) Individual Key Influencer (KI) Outreach: Develop a list of the top 25 individuals identified as critical supporters in the Vail community. We will engage these individuals for their initial thoughts and feedback on the programs and funding options under consideration. Meetings would be held in person or in small groups of people. § Magellan Strategies will be responsible for building and maintaining a tracking sheet of KIs during this phase. We will compile the list with the Town's input, and we will keep track of all meetings with notes regarding the feedback from each session. We will also identify requests for any follow-up meetings as necessary. § Magellan Strategies will collaborate with the Town to develop a set of talking points for committee members to use in their meetings. We will also create a simple single page "leave behind" piece containing factual information about potential funding options. Phase II (March 15th to June 15th) Key Influencer Feedback and Opinion Evaluation: With the initial round of KI meetings complete, we assess opinions and feedback and then modify talking points and materials as necessary. February 2, 2021 - Page 31 of 117 Town of Vail Community Outreach Plan January 27th, 2021 2 § Identify the ten most influential community groups and organizations and engage with them. These meetings will include presenting information about the Affordable Housing Authority's plans and initiatives, details of the seasonal and year-round marketing plan, and special events. § We will measure opinions and feedback regarding POSSIBLE funding ballot measure options. We will maintain an expanded KI tracker incorporating new Phase II targets. § Community Survey: Upon completing the February to June community outreach plan, we will design and field a community survey measuring resident and voter opinion of ballot measure proposals. Plan Timeline Phase I: February 8th to March 15th – Key Influencer Outreach Program Phase II: March 16th to June 15th – Community Organization Outreach Program Phase III: June 15th – 31st - Field a community survey of Vail residents and voters Resources • Media List: To be developed • Voter Files: Will be provided by Magellan • KI Outreach Tracker: Will be provided and maintained by Magellan • "Leave Behind" Piece: Will be developed by Magellan with client input for client use • Outreach Deck: Will be developed by Magellan with client input for client use Budget Consulting costs: • $3,000/mth consulting retainer for Magellan Strategies Survey costs: • $10,000 - $13,000 (Final price will depend on the total number of questions) Summary David Flaherty, David Cunningham, and Kevin Burns look forward to discussing this proposal with town staff and other decision-makers very soon. February 2, 2021 - Page 32 of 117 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 : Updates about Public Health C risis and Economic R ecovery P rograms P RE S E NT E R(S ): Scott R obson, Town Manager AC T IO N RE Q UE S T E D O F C O UNC IL : I nf ormational with Council direction on the newly proposed business relief program. B AC K G RO UND: Town staf f have provided regular updates about economic recovery tactics implemented to assist the business community during the public health crisis. A newly proposed Vail business relief program and proposal f or winter marketing will be reviewed along with a few other updates. AT TAC H ME N TS : Description Memo Public Health Crisis & Ec Recovery Pr ogram U pdates 020221 February 2, 2021 - Page 33 of 117 To: Mayor and Town Council From: Town Manager’s Office, Economic Development and Finance Departments Date: February 2, 2021 Subject: Updates about Town of Vail Economic Recovery Responses to Public Health Crisis Winter Season 2020-2021 I. PURPOSE The purpose of the memo is to provide updates to a number of the town’s responses to the public health crisis as it relates to the winter season, 2020-21. Town staff continue to monitor public health orders and impacts on the business community and municipal services. There will be a number of additional topics presented at the next council meeting addressing the creation of an Entertainment District and common consumption areas. Topics presented next Tuesday will be presented in the following key areas: ▪ Eagle County Public Health Update (Five Star Business Certification Program) ▪ Community Relief Program Update ▪ New Business Grant Award Program (economic relief for Vail businesses) ▪ Winter Marketing Efforts during Public Health Crisis II. PUBLIC HEALTH CRISIS UPDATE Eagle County Public Health Update Eagle County’s Department of Public Health and Environment (ECPHE) has adopted Colorado’s statewide COVID-19 dial dashboard. The dial dashboard relies on three key metrics, including disease incidence rate, percentage of countywide COVID-19 tests that come back positive, and the number of hospitalizations for COVID-19, to generate a color-coded risk assessment. Each level further determines the activities and capacity limits based on the risk within each county. For more details, please access the Colorado website at: https://covid19.colorado.gov/data/covid- 19-dial-dashboard. The stats the week of January 24 are noted in the diagram. February 2, 2021 - Page 34 of 117 Town of Vail Page 2 In addition, there has been an update from Eagle County Public Health about implementation of the Five Star Business Certification Program, as follows: The Eagle County Covid-19 response team and our partners know the pandemic and restrictions to limit its spread have dramatically affected our business community. Many of you have expressed interest in Eagle County’s implementation of the 5 Star Business Certification program to allow for increased capacity and promote your business.Eagle County remains ineligible to participate in the program based on the State criteria. While we are currently operating in Orange Level because of our test positivity rate and hospitalizations, our 14-day cumulative incidence rate is currently at nearly 800 cases per 100,000 people. We will need to get this down to 350 cases per 100,000 to be eligible based on the State's requirements. This will allow certified businesses and organizations to operate at Yellow level capacities. Our team is preparing for when Eagle County will be eligible to participate in the program, so we can be ready for when we achieve that magic 350 incidence rate. You can take steps to be ready too! Review and implement the State’s 5 Star Policy Framework and business checklists. The Town of Vail also continues to work with Eagle County to prepare for the next population group for COVID-19 vaccination eligibility that will likely include essential Town staff (such as public transit and other critical employees) which is expected to open up in the next week or two. In addition, the State of Colorado continues to provide information about the vaccine, access this link: https://covid19.colorado.gov/press-release/state-launches-covid-19-vaccine- informational-campaign III. ECONOMIC RECOVERY PROGRAMS Community Relief Program Update In April, Vail Town Council allocated $500,000 in financial support to non-profit organizations to provide local financial relief associated with COVID-19 impacts in the areas of food, shelter and health for those who reside and/or work in Vail and their families. A total of $386,000 has been spent to-date. In the first round of funding, a total of $283,000 was awarded to 10 organizations by the Community Support Fund Committee. A second round of funding was approved in June, totaling $92,000: Swift Eagle Charitable Foundation ($25K) for additional rent relief efforts; The Family Learning Center ($30K) to help cover tuition for working parents (54 families that live or work in Vail); United Way ($37K) for their Philanthropy Fund, which distributes funds to non- profit organizations in the Vail Valley. The United Way has a matching grant committed by an anonymous donor, so the total funding available to the community will be $74K. A third round of funding was approved in December which included $11K for the Eagle Valley Childcare Center’s tuition credit assistance program. This program helped to cover tuition costs during closures for 44 families who live and work in Vail. Relief efforts by category: Medical & Behavioral Health: $123,000 Food: $100,000 Residential Rent Relief: $85,000 Childcare: $41,000 General: $37,000 February 2, 2021 - Page 35 of 117 The 2021 budget includes $119,000 in relief funds available to the community as a carryover from the unused 2020 allocation. Given the fact that there are many within our community in need, staff is currently contacting existing non-profit partners to continue relief efforts in the categories mentioned above to ensure the allocated funds are distributed in the most effective manner. New Business Relief Program: TOV Grant Award Program The new business relief program is proposed for Vail businesses, and would award grant funds to assist those businesses experiencing the challenges caused by the public health crisis. The monies are to help relieve the resulting financial impacts due to public health orders and restrictions in capacity. The Town continues to evaluate how it can assist businesses to stay open so that Vail will remain competitive as an international premier mountain resort community. The proposal is to redirect monies from economic recovery efforts primarily used for comm ercial rental relief to a more general purpose and benefiting the businesses directly. Total funding for the program is $500K and is already included in the 2021 budget. The grant award would offer a range of monies from $5K up to $15K. The application process will require both quantitative and qualitative information, such as financial and revenue reports as well narrative explanations about the impacts of the health crisis on their business. The selection committee will include the same as that of the commercial rental relief program (reps from finance, economic development and Town Manager’s Office). The program would be rolled out by taking applications February 15 through March 31. A scoring matrix will be used that will tally points based on financial health and operational impacts and assist in determining the funds awarded. The proposal was drafted to be complementary and additive to the Eagle County Bridge Funding Program. VEAC members were given the opportunity to hear about both the county program and the town’s proposal and provided feedback. The program details follow: Town Grant Award Program (GAP) Objectives: Helping to keep Vail Open for Business ▪ Assist Vail businesses with financial support so that they may continue to keep their doors open during the months ahead as the public health crisis is projected to be impactful in 2021. ▪ Provide funding directly and quickly to local Vail businesses to help cover essential operational expenses in order to keep them open for guests and residents. Program Eligibility: ▪ Business must provide current and valid Town of Vail Business and Sales Tax License. ▪ Business must have a physical location and storefront within the Town of Vail’s commercially zoned area from which business operations are conducted. ▪ Business must not be a publicly traded corporation, not be owned by, controlled by, or a subsidiary of a publicly traded corporation. ▪ Business must not have more than 50 FTEs. February 2, 2021 - Page 36 of 117 Town of Vail Page 4 ▪ Business must not be in violation of Eagle County and State of Colorado and Executive Public Health Orders (including face covering mandates and capacity restrictions). Program Criteria: ▪ Financial Health of Business (financial reports) ▪ Operational Impacts as a result of public health orders (narratives) Winter Marketing Efforts during Public Health Crisis In order to provide support for economic recovery for Vail lodges and businesses, staff recommends a new Town of Vail marketing campaign this spring that would offer a “mid-week lodging special”, packaged with gift cards to local businesses as a value-add booking incentive. With occupancy lagging by double digits through the ski season, we recommend a booking incentive program to stimulate demand out of the front range during the mid-week and drive guests into local businesses through a gift card promotion. As summarized in the January 15 Destimetrics Daily Occupancy Report Production Notes and included in the graph below: As we pass the holiday season, the next 3 winter months remain down double-digit figures in comparison to last year, leaving quite the challenge for hoteliers and property managers to fill in said gaps. There are -14,299 (-15,376 last report) less bookings than last year at this time. The program would be proposed to be funded by the town (General Fund) and facilitated by the VCBA, while partnering with participating lodges and businesses. February 2, 2021 - Page 37 of 117 Town of Vail Page 5 Digital marketing would be deployed in the front range with a message of “Work from Vail” that would drive to a DiscoverVail.com landing page. Visitors would have the opportunity to book the special lodging offer both through DiscoverVail.com and through the lodge websites that offer the special. Guests would have to book a stay during mid-week from Sunday through Wednesday, and the stay would qualify them for gift cards as follows: • 1 night - $25 (1 card) • 2 night - $75 (3 cards) • 3 night - $200 (8 cards) The program would be restricted to new reservations made from February 5 – April 11, 2021 and would offer 1,000 gift cards until they run out. GOALS AND ROI MODEL FOR MID-WEEK LODGING INCENTIVE PROGRAM 1. To address lagging occupancy by stimulating demand for mid-week lodging reservations for the rest of the ski season. 2. To incentivize guest purchases in Vail restaurants and retail businesses. 3. To strengthen partnership with lodges, businesses and DiscoverVail.com. Budget: $25,000: 1,000 $25 gift cards $45,000: Digital Marketing (including fees, four weeks in front range) $5,000: Professional Fees (VCBA administrative costs) $75,000: Total Marketing Campaign Expense Estimated Return on $75,000 Investment: $525,000 room revenue = 1,000 guest rooms at Average Daily Rate $525 $21,000 room sales tax revenue $7,350 room lodging tax revenue $25,000 additional revenue from gift cards $2,500 unused gift card breakage (estimate) IV. ACTION REQUESTED OF TOWN COUNCIL Staff requests that Town Council consider approving the 1) Grant Award Program (business relief funding already included in 2021 budget), and 2) Work from Vail mid-week lodging incentive program with funding from the General Fund up to $75,000 (which would be included in the first supplemental budget ordinance in March). February 2, 2021 - Page 38 of 117 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 : 2018-2020 Town Council A ction Plan Update P RE S E NT E R(S ): Scott R obson, Town Manager, Patty McKenny, A ssistant Town Manager AC T IO N RE Q UE S T E D O F C O UNC IL : I nf ormational only. B AC K G RO UND: T he Town Council A ction P lan was adopted in 2018 for a two year window. T he Town Council retreat scheduled J anuary 2020 will be highlighted with a f ocus on the 2021 priorities. There will be a preview of the 2020 accomplishments as well. AT TAC H ME N TS : Description Memo Action Plan U pdate 020221 No. 1 2018-2020 Council Action Plan No. 2 Vail Visioning Summary Report ( Retr eat Jan 21, 2020) No.3 Department Accomplishments (2020) and W ork Plans (2021) February 2, 2021 - Page 39 of 117 To: Mayor and Town Council From: Town Manager’s Office Date: February 2, 2021 Subject: Review of Action Plan, Accomplishments and 2021 Work Plans I. SUMMARY The Town Council Action Plan was adopted in 2018 and outlined goals in four focus areas, Community, Economy, Experience and Sustainability, a new focus area added in 2018. The last Town Council retreat was held January 21, 2020. This overview will reflect some highlights of the town’s accomplishments in 2020 and set forth the department work plans for 2021 which support the goals outlined in the 2018-2020 Action Plan (Attachment No. 1). II. BACKGROUND The Town Council and Department Directors engaged in a “Visioning Vail” exercise facilitated by Leader Edge Consulting, Inc. on January 21, 2020 during a council retreat. Thirty days later the world was faced with the public health pandemic of COVID 19. With the onset of the public health crisis, the town turned its attention to response efforts related to public health orders and a shift in the way it conducted its municipal operations and business. However, it is important to note the important work done pre-pandemic and reflect a moment on priorities identified one year ago. The results of that retreat are reflected in the document attached “Vail Visioning” (Attachment No. 2). At that time, the town council was asked to identify their highest priorities and the three areas most supported are noted below: ✓ Facilities, Events, Housing o Dedicated Funding Sources ✓ Transportation & Parking o Multi-modal and Valley wide Transit o Climate Action/Reduce greenhouse gas emissions ✓ Housing o Completion of 2027 Strategic Housing Plan There were seven (7) focus areas explored during the retreat discussions with council and department directors. The comments were tabulated for each of the focus areas (Attachment No. 2; pages 6-10).. ▪ Transportation (multi-modal) & Parking ▪ Facilities/Events ▪ Year-round Economy ▪ Environmental Sustainability ▪ Housing ▪ Municipal Services ▪ Recreational, Cultural & Educational Opportunities February 2, 2021 - Page 40 of 117 Town of Vail Page 2 There were a number of other top priorities identified during the retreat that are also worth noting. Many of the ideas and discussions aligned with the 2018-2020 Action Plan’s goals, initiatives, and priorities, as follows: • Flexible facilities that maximize utility on minimal footprint • More diversity in summer music festivals • Consider how people will meet for business in the next ten years and build facility for the future needs • Sustainable tourism action plan that focuses on shoulder season (events and experiences) • Gore Creek restored/enhanced • Housing Funding source • Communicating to citizens what/why we do • All snowmelt is solar/heat energy exchange • Multi-purpose facility: Education, arts, culture III. Town of Vail Accomplishments (2020) The Town’s annual “Year in Review” publication for 2020 was released by the Communications Department end of December and chronicled the many activities and initiatives of the Town of Vail. The public health crisis dominated the business and operational plan for the town as departments responded to the many changes cause by the public health orders. Below are a number of accomplishments achieved during the past year, by focus area: Community COVID Response, Recovery, and Assistance Booth Heights Community Survey Budget 2021 West Vail Master Plan Alternative Housing Sites Initiative Vail InDeed Community Wildfire Protection Plan Eagle Valley Mental Health Services Economy De-Gallagher Property Tax Ballot Issue Economic Recovery Programs Community Relief Funds Launched Commercial Rent Relief Launched Public Locations for Consumption of Alcohol in public areas Vail Gift Card Problem Mandatory Mask Zone CARES Assistance Application Funded Budget 2021 addressing Levels of Economic downturn Special Events Reimagined Experience PrimaVail (Guest Service Training) Public Works Shops Financing Pedestrian Village Slow Zones Renovations of Parks (Stephens and Covered Bridge Pocket Park) Summer Art Installations and artwalks Sustainability Booth Creek Fuels Reduction Project Electric Buses “Best of the Americas” Award Climate Leader ward Sustainable Destination Audit Gore Creek Riparian Planting Projects IV. Town of Vail Work Plan (2021) The following table highlights a number of 2021 Work Plan Initiatives by focus area. A more complete department listing of accomplishments and works plans can be found in Attachment No. 3. February 2, 2021 - Page 41 of 117 Town of Vail Page 3 2018 – 2020 COUNCIL ACTION PLAN FOCUS AREAS AND WORK PLAN INITIATIVES Community Economy Experience Sustainability An engaged community with social, cultural and educational values A vibrant and diverse economy that keeps Vail at the forefront World Class Recreational Amenities Excellent Stewardship of our natural environment West Vail Master Plan Civic Area Plan Public Works Shop Project USFS Fuels & Reduction Project Fire Department Strategic Plan Economic Development Strategic Plan Regional Transportation and Mobility Initiatives Identify Alternative Fuel Solutions (snowmelt offsets) Community Engagement Strategies (post pandemic) Next Steps for TIF Funding Parking Initiatives: New Parking Sales System Integrate Sustainable Destination Initiatives across Departments Housing Initiatives (Lot 3 Middle Creek Development) Explore Dedicated Funding Sources (housing & marketing) Ballot Proposals for 2021 Election Guest Experience Initiatives Vail Nature Center Integration and Strategic Plan Early Childhood Initiatives (CGL relocation) Global Friendship Exchange Programming (during pandemic) Police Department Strategic Framework Plan Cultural & Heritage Preservation Programming V. Council Action Plan and Priorities identified in 2021 Budget The charts below show the focus areas and 2021 funded town initiatives. A concerted effort has been a focus of the management team to use the action plan to drive future budgets. February 2, 2021 - Page 42 of 117 Town of Vail Page 4 Attachments: No. 1: Council Action Plan 2018 – 2020 No. 2: Vail’s Visioning-Session Summary (Facilitated by Leader’s Edge Consulting, Inc. at Retreat Meeting on January 21, 2020 No. 3: Summary of Department Accomplishments and 2021 Work Plans February 2, 2021 - Page 43 of 117 VAIL TOWN COUNCIL ACTION PLAN West Vail Community Garden COMMUNITY An engaged community with social, cultural and educational values ECONOMY A vibrant and diverse economy that keeps Vail at the forefront EXPERIENCE World class recreational amenities SUSTAINABILITY Excellent stewardship of our natural environment February 2, 2021 - Page 44 of 117 O2 O3vailgov.com OUR VISION OUR MISSION Grow a vibrant, diverse economy and community and preserve our surrounding natural environment, providing our citizens and guests with exceptional services and an abundance of premier recreational, cultural and educational opportunities. February 2, 2021 - Page 45 of 117 O4 O5vailgov.com GOALS Engage our community in honoring social, recreational, cultural, and educational values that will guide sustainable strategies throughout our neighborhoods as the foun- dation of our town’s continued success. Ensure that our citizens are afforded the opportunity to live and thrive in our community. • Balanced community composition • Civic area enhancements • Housing as necessary infrastructure to our community • Regional opportunities for housing and amenities • Educational enrichments to enhance our community • Leadership role in well-being and health of our community • Inform and engage all members of our community COMMUNITYCOMMUNITYINITIATIVES • Create opportunities to build our community, inclusive of discussions about the future of West Vail • Build upon the idea for a “civic area” using municipally owned properties that would serve the community with government, cultural and recreational services • Enhance community living and amenities by exploring regional opportunities for housing and recreation • Inform and engage all members of the community, including youth, in matters of public interest and maintain high level of transparency and outreach • Secure a permanent funding source for housing • Continue to build our relationship with Red Sandstone School TOWN COUNCIL PRIORITIES • Continued success of Red Sandstone Elementary School • Housing Strategic Plan update • Explore local and regional housing opportunities • Execute the preferred strategy for permanent funding for housing • Allocate resources to Vail InDeed Program • Develop objectives for Timber Ridge Redevelopment • Bolster civic engagement on polices, programs, and community planning endeavors: - Civic Area Plan inclusive of possible redevelopment of Dobson Arena and other municipally owned properties - West Vail Master Plan - Start a community engaging visioning process - Be a leader in addressing mental health issues throughout our community February 2, 2021 - Page 46 of 117 O6 O7vailgov.comECONOMY ECONOMYGOALS Preserve our vibrant and diverse economy that keeps Vail at the forefront of our resort competitors. • Update long range strategic plans to enhance competitiveness of the Town of Vail • Create community spaces that support iconic events as well as arts, cultural, culinary and local community programming • Collaborate with Vail Resorts on resort programming, special events, the guest experience, and municipal services • Diversify our economy with focus upon recreation and vitality within the business community INITIATIVES • Prepare long range financial plans that support the mission and vision for the community • Continue working with local business community stakeholders to help formulate future decisions supporting diverse resort economy • Study opportunities for multi-use facility that would support the many demands for a venue space by the public, private, and non-profit sectors • Stay abreast of competitive trends and cutting- edge technologies • Broaden the discussion regarding public parking and include all seasons • Pursue seamless transit with our regional transportation partners • Peer resort and global friendship exchanges to share best practices • Proactive approach to lodging trends TOWN COUNCIL PRIORITIES • Evaluate emerging technologies including autonomous vehicles, rapid charging infrastructure, and related transportation innovations • Study opportunities for multi-use facility and explore ways to better activate existing town facilities • Update Economic Strategic Plan • Plan for next projects involving Tax Increment Financing (TIF) • Assist Parking Task Force in formulation of better year-round parking and transportation strategies • Identify informal spaces for community and visitor interaction February 2, 2021 - Page 47 of 117 O6 O7vailgov.comEXPERIENCE EXPERIENCEGOALS Deliver on the promise, Vail. Like nothing on earth that also supports “preserving our natural environment”. • Excellent municipal services • Convenient, efficient, and safe parking and transportation venues • World class recreational amenities • Define, from an experiential standpoint, the Vail Way (entrepreneurial spirit and innovation) • Collaboration with community partners to develop programs and goals INITIATIVES • Implement customer service training • Enhance municipal services with a review of community survey input and continue to provide an excellent level of service that meets the “Vail Standards” • Improve the quality and convenience of parking and transportation for both locals and guests • Develop a technology plan that identifies initiatives that will enhance our guest and resident experience • Keep and cultivate premier recreational and cultural amenities and events • Seek opportunities to deliver world class educational programs • Be a leader in developing an exceptional and professional workforce TOWN COUNCIL PRIORITIES • Update Transportation Master Plan and coordinate with neighboring jurisdictions regarding regional transit enhancements • Parking and Pedestrian Enhancement Plan • Managed parking long term plan • Focus on arts and iconic events • Provide excellent municipal core services, utilizing survey input to identify specific areas for improvement • Assemble task force to explore educational programs • Professional workforce culture • Embrace competitive technological opportunities and shared economy February 2, 2021 - Page 48 of 117 O6 O7vailgov.comSUSTAINABILITY SUSTAINABILITYGOALS Balance our economic, environmental, and social needs to deliver a sustainable community. • Strategic implementation of environmental programs • Excellent stewardship by monitoring and maintaining our natural environment • Regional collaboration • Climate action to achieve reduction of greenhouse gas emissions • Sustainable economic and social development • Implement employee sustainability programs • Reduce the environmental impact of transportation • Explore and encourage sustainable building practices INITIATIVES • Pursue measures to meet requirements of Sustainable Destinations certification • Develop environmental programs that respect and preserve our natural environment, open spaces, and wildlife habitat • Reduce greenhouse gas emissions and develop alternative energy sources • Develop strategies to maximize solid waste diversion and recycling • Create a cultural and heritage preservation program • Identify local climate action strategies • Public outreach and ongoing education relating to Town initiatives • Formulate resilient economic strategies TOWN COUNCIL PRIORITIES • Implementation of Gore Creek Plan • Comprehensive Open Lands and Trails Plan • Update Environmental Strategic Plan • Update Vail Nature Center Master Plan • Implement renewable energy offset to street-heating • Enhance regional transit • Develop practices to bolster employee retention, productivity, and overall engagement • Institute measures to best mitigate wildlfire danger • Continue with emergency preparedness • Develop a local Water Efficiency Plan • Create a Cultural and Heritage Preservation Program February 2, 2021 - Page 49 of 117 75 South Frontage Road Vail, Colorado 81657 970.479.2100 | vailgov.com VAIL TOWN COUNCIL ACTION PLAN 2018-20 February 2, 2021 - Page 50 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 1 Stage setting for Vail leaders’ visioning 1. Key factors (according to participants) in improving the odds of “winning in the turns” of significant change were to listen more effectively, understand the larger context, be decisive, be bold, embrace change, explore new pathways, and communicate at a high level. 2. Management is the science of administration. Leadership is the art of inspiring strategic progress. Participants agreed that Council members are to focus on leadership while Management Team members need to practice both. 3. The “3 F’s Model” (see attached) described the roles Council and Staff play in terms of policy governance. The model impacted the roles each participant played in the visioning exercise. For visioning, Council members focused on “WHAT” they hoped for in the future while Management Team members will begin to look at “HOW” those things could be achieved. 4. “The path of least resistance.” When groups and individuals more intentionally create “clear and exciting pictures of desired futures,” they are much more likely to attain their goals through incremental actions designed to get them there. Speaking of pictures Each Council member plus Town Manager Scott spent a couple minutes imagining what they hoped they would see in the Vail of 2070. This long-range visioning was to also impact the visioning they did later in the session when considering the community 5-10 years out. Here are the paraphrased descriptions of the scenes they saw in 2070. ▪ Vibrant downtown area with many local families and tourists. Little kids and dogs running around, coming to and from cultural events. Healthy balance of friends/tourists. ▪ Much more diverse, intergenerational equity. Happy and healthy people. Lush greenery. No cars. Rejuvenation of people who visit and live here. People in Vail ▪ understand humans are a part of nature – they understand urban ecology/food systems. ▪ The freeway is gone. Reclaim all the land. Mass transportation will be bringing people in and out on a larger scale than now. ▪ An oasis, a retreat for individuals and families. In the future a place like this will be even more necessary. ▪ Young, vibrant community. Lots of bars/restaurants. People of all enjoying the natural environment around us. A gondola to Gypsum. ▪ Extensive network of lifts connecting all resorts in Summit County/Beaver Creek. Better transportation networks. Expansion of the protected area north of I-70. A cooperative venture countywide. A gondola or something connecting Vail with Aspen. ▪ Contented, productive community cooperating with each other and protecting the environment. A sense of community even as far away as Eagle. ▪ Some fascinating overlaps. This notion of Vail as an oasis within a protected natural environment. Also, an oasis for a healthy escape to spend time with family/friends – which will be harder to find on the planet. More diverse ethnically, economically, etc., February 2, 2021 - Page 51 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 2 Transportation as a path to enhance that equity. Truly remain an international village. People still walk in Vail 2070 and are grounded in the mountains. Visioning 5-10 years out Council members came up with a variety of visionary pictures and thoughts about Vail of the not-so-distant future. Their ideas fell into 7 focus areas, noted by underlined labels below. Town Council feedback from visioning activity in the following focus areas can be found as exhibit at end of report. ▪ Transportation (multi-modal) & Parking ▪ Facilities/Events ▪ Year-round Economy ▪ Environmental Sustainability ▪ Housing ▪ Municipal Services ▪ Recreational, Cultural & Educational Opportunities Each Council member also selected the ONE ITEM from the flipchart pages she/he was most excited about. Here were their No. 1 picks: Dave: Dedicated Funding Sources Kim: Multi-modal and Valley wide Transit/Climate Action/Reduce greenhouse gas emissions Jenn: Completion of 2027 Strategic Housing Plan Jen: Multi-modal and Valley Wide Transit Travis: Multi-modal and Valley Wide Transit Kevin: Dedicated Funding Sources Brian: Dedicated Funding Sources A next step – as conveyed by Scott at the end of the session – was the Management Team will take the Council input and begin to determine how and when some or all of the items could become reality. (Facilitator note: Remember that in might not be possible, due to a variety of reasons, such as limited time and resources, for all the items to occur.) Scott and his team will report back to the Council with their “HOW” thoughts/suggestions. The Cost/Benefit Matrix Management Team members worked on during the visioning activity will be helpful in the “HOW” discussions to come. Final go-round What is the 1 most significant and/or memorable thing for you in this visioning part of the session? Summary of comments below: ✓ We all want to bury the freeway. ✓ We’ve got a lot of work still to do. ✓ This was a great opportunity to really communicate our efforts in pursuit of a unified goal. Good to see a large amount of alignment. ✓ I’m getting a real strong visual for our guests and residents – what it would look like for all. ✓ We were out of our chairs and engaged. February 2, 2021 - Page 52 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 3 ✓ Recognition from Council of a need for housing for our employees. ✓ The definitions of leadership and management and how they impacted each of us today. ✓ A lot of alignment of the Council and Management Team – a lot of common ground on priorities. ✓ Looking out at longer visions, further out, 5-50 years. ✓ Very much appreciated consensus for the need to find funding sources. And the “3 F’s Model.” ✓ Cross alignment of so many different things. Crossovers within focus areas. ✓ That sustainability applies across the board. A few initiatives meet many goals. ✓ Fantastic work. Now we need to think about how we keep it alive in our daily activities and in the Council meetings and how we bring in the public. ✓ Fantastic work. Council priorities aligned with lot of conversations the Management Team has had. Transportation and housing fall in so many categories. ✓ I appreciate everyone’s thoughtful participation and engagement. Now we can look into next 20 years – what we put in will be what we get out. ✓ A lot of change in our future is what I see. ✓ We can’t exist without other entities and compromise is where we’ll see progress. ✓ A lot of great ideas, but I find it interesting that our Council-member tick marks on housing can be accomplished. ✓ Very refreshing to work together and envision the future. ✓ Going back to Chris Jarnot’s comments, take opportunity to hit home runs now, not wait to load the bases all the time. ✓ Change is inevitable. Don’t fight it, embrace it. Glad we looked out 5-10 years. I’m starting to see environmental sustainability rising to the level of importance of housing and parking in the future. Facilitator thoughts ▪ You all packed a lot of discussion, ideas, and energy into a condensed 3 ½ hours. Great outcomes obviously involve first steps followed by incremental steps demanding perseverance. This next step of the Management Team pondering the Council’s visionary elements and coming back with thoughts of how to turn some or all of them into reality will be key. ▪ Keep the finalized goals and action steps visible and talk about them often. ▪ Chinese proverb: “After enlightenment comes the laundry.” How do we create the visual elements from this session? Remember that we significantly increase the odds of turning visionary elements and goals into reality when we SEE THEM as clear and exciting pictures of a desired future. As you look at the “Town Council Input on Focus Areas,” listed on flipchart pages and documented below, try to SEE what the words convey. Also, seeing which items received the most checks (noted in the summary below) highlights what are potentially the cream rising to the top. February 2, 2021 - Page 53 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 4 For examples: • You can start to picture what the transportation options could be to link Denver, Aspen, Glenwood, and Summit County with Vail. What incremental steps could Vail take to start turning that vision 5-10 years out into reality? • Picture “flexible facilities” that would make this magical place even more of an oasis in the future and might also cater to the “shoulder seasons.” • What exactly would a restored/enhanced Gore Creek look like? As people begin to talk about and agree on the answer to that question, specific and incremental action plans will be created and implemented. • Imagine completion of the 2027 Housing Policy and then using specifics of that plan to determine funding sources to make it happen. • What would it look like, sound like, and feel like for Vail residents and visitors to have real clarity about what the Town does and why it does it? As the “outsider” (but still a Coloradan!) among the session participants, I SAW many visionary pictures conveyed through words written on flipchart pages and expressed verbally. Challenge yourself and others involved to create pictures from the words … which will more likely create emotions, such as excitement … which will drive the desire to create incremental action plans … which will pinpoint doable work to accomplish … which will create more excitement … which will create perseverance … which will create the drive to completion … which will create goal accomplishment … which will create celebration … which will create a greater “oasis.” Easy stuff? No. It will take great leadership (“the art of inspiring strategic progress”) and great management (“the science of administration”) to turn key visionary elements noted below into reality. Are the potential positive results worth that time, effort, and money? The answer to that question will be easier to assess once the Management Team comes back with some plans related to the HOW of specific ideas. Council, as much as possible, stay out of the weeds. Management Team, as much as possible stay focused on “important and urgent” (Quadrant 1), as well as “important and not urgent” (Quadrant 2) activities. Minimize or eliminate as much as possible the insidious “not important and urgent” (Quadrant 3) chores that waylay visionary plans. Thanks for the chance to spend part of a day with all of you and I hope our paths cross again. Gregg Piburn Leader’s Edge Consulting February 2, 2021 - Page 54 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 5 Exhibit Summary of Town Council Input on Focus Areas PRIORITIES: The No. 1 topics that were circled by a council member were: ✓ Transportation and Parking: Multi-modal and Valley Wide Transit (Glenwood to Summit) (Jen Mason, Kim Langmaid and Travis Coggin) ✓ Facilities and Events: Dedicated Funding Sources (for housing & civic area plan funding) (Kevin Foley, Dave Chapin, and Brian Stockmar) ✓ Housing: Completion of 2027 Strategic Housing Plan (Jenn Bruno) Other top priorities (three checks or more): • Flexible facilities that maximize utility on minimal footprint • More diversity in summer music festivals • Consider how people will meet for business in the next ten years and build facility for the future needs • Sustainable tourism action plan that focuses on shoulder season (events and experiences) • Gore Creek restored/enhanced • Housing Funding source • Communicating to citizens what/why we do • All snowmelt is solar/heat energy exchange • Multi-purpose facility: Education, arts, culture FLIP CHART DETAILS: Transportation and Parking The What… • Multi-modal valley wide transit options from East Vail to Glenwood and Summit. o To include e-bikes (Jen Mason and Travis Coggin) (4 Checks) • Train-Eagle-Vail-Summit-Aspen-Denver (2 checks) • Tunnel: Dillion to Vail (Boring Company) (2 checks) • Bullet train from Denver (2 checks) • Incorporate technology into transportation facilities and services (2 checks) • Year-round e-bike prioritized community, paths plowed before roads (1 check) • Maximize existing infrastructure or repurpose (1 check) • Bridge and underpass and fencing to help wildlife interconnectivity/migration/adaptation (1 check) • Gondola’s to down valley • Riding bikes between Vail- Leadville- Salida • Slow road into town, fast route around/through? • Parking for guests and locals to access our retail shops and outdoor activities • No fossil fuels-pollution free • No roadkill-wildlife friendly February 2, 2021 - Page 55 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 6 • More electric chargers • Lower I-70 speed limit • Optimize (connected/autonomous vehicles) Facilities and Events The What… • Flexible facilities that maximize utility on minimal footprint (3 checks) o World class facilities to host diverse suite/buffet of events that attracts locals, tourists alike • More diversity in summer music festivals (3 checks) • Consider how people will meet for business in the next ten years and build facility for the future needs (3 checks) • Dedicated funding sources (Lodging Tax) VRA/DDA- Ballot Issue (Kevin Foley, Dave Chapin, and Brian Stockmar) (3 checks) • Smaller events that attract niche groups, non-skier activities for all age groups (2 checks) • Unique venue that can be used summer and winter for 400-600 people (1 check) • Event facilities that are walkable, Example: a new housing complex on the northside with pedestrian/bike overpass to civic center • Facilities in unique locations around town that allows guests to be immersed in the event and our natural world at the same time • We have our own version “Rothko Chapel” • FUN • More current century more mountain sited events- (VR?) • Indoor facility for 2k-3k people • Year-round events, (programming)- shorter shoulder season • Group sales o what do they need? Year-Round Economy The What… • Sustainable tourism action plan that focuses on shoulder season (events and experiences) (3 checks) • Civic Area Implementation (2 checks) o Indoor recreation o Repurpose Dobson • More “learning economy” focus (2 checks) o People are attracted to aspirational qualities/experiences • Great year-round employment opportunities (2 checks) o Career pathways o Enticing talent to stay • Housing (2 checks) • Group business (1 check) o More marketing o More recreation options February 2, 2021 - Page 56 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 7 o Diversity of re-creation opportunities o Indoor recreation o Repurpose Dobson • Fun (1 check) o Will summer economy dominate? • Extend ski season o Keep mountain open longer o Open mountain sooner • Families can afford a home and to have fun in our community while working for a local business • Activities that are non-snow related • Recreation for families (extended) and groups • Balance of “remote workers”, small business, etc. o Need a balance to create/support community • Eliminate the gap between front-line employees and executives. Career growth/paths • Building community; year-round consumers • Figure out I-70 issues; traffic on weekends Environmental Sustainability The What… • Gore Creek restored/enhanced (3 checks) • Acquisition/protection open spaces/land (2 checks) • Housing (2 checks) o Keeping people living and working in community; not commuting • A frequent, reliable transit system-countywide (2 checks) • Balance environment with economy. Recognize we were built as a resort, but the environment is an important part of the whole experience, but it’s not the whole experience (2 checks) • Restriction/limitations? (1 check) o Trails, vehicles o Carrying capacity of the Town • Biodiversity protection plan/management (1 check mark) o Following open lands plan • Wildlife protection in all planning regs/codes (1 check mark) • Urban Ecology focus on integration of community/people with USFS lands (1 check) • Even stronger partnership with USFS and CO Parks and Wildlife (1 check) • I-70 congestion plan (1 check) o Trains, busses • Beneficial electrification • Access to recreate in the backcountry • Off leash • Vertical Harvest (Food security) • Boreal toad protection/crossing • E-bikes/adapted to winter • No more Styrofoam, no plastic one-use cutlery February 2, 2021 - Page 57 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 8 • Wildlife/bird sanctuaries/preservations • Renewable energy • EV charging expansion • Work with feds on wildlife habitat mitigation plans • Air alliance o More direct flights to Eagle County Airport Housing The What… • Funding source (5 checks) • Completion of 2027 Policy (Jenn Bruno) (4 checks) o Balance between housing and environment- survey community (1 check) o Creative solutions to existing infrastructure- housing in every plan o Density- maximize density when appropriate for available land o Optimize housing opportunities- existing housing stock, 2nd homes ▪ Incentives for partnerships; identify • West Vail Mall: BUY IT! (1 check) • Renewable energy and quality housing for all (1 check) • Expand/modify/update zoning codes to allow for multiple home types throughout our valley (1 check) • Financial partnership opportunities: multiple projects with multiple partners (down valley partners) o Incentives for partnerships; identify • West Middle Creek Housing with pedestrian overpass to the new Civic Center o Multifamily, modular, prefab, mobile, Single family, Duplex, Condo, etc.. • Recognize not all our community members want to live in “Vail”, but they are still part of Vail o Housing throughout the community Municipal Services The What… • Communicating to citizens what/why we do (4 checks) o Communicating with diverse community • All snowmelt is solar/heat energy exchange (4 checks) • Public Work’s complex (2 checks) o best uses • Year-round housing and career pathways for all employees (2 checks) • Break down barriers between jurisdictions, codes (all town codes), departments, “cultures” (2 checks) • Wildlife friendly protection training/services (1 check) • More fire trucks o Dalmatians • Improve efficiency in services • Coordinate with other municipalities when able February 2, 2021 - Page 58 of 117 Town of Vail Vail’s Visioning-Session Summary Facilitated by Leader’s Edge Consulting, Inc. Retreat Meeting on January 21, 2020 Page 9 Recreational, Cultural, and Educational Opportunities The What… • Multi-purpose facility (3 checks) o Education, arts, culture • Acquire Cascade Theater (2 checks) • Civic Area Plan/ Dobson (2 checks) • Enhancement of trails (existing) and new trails (1 check) • Expand/ramp up art programing for all; as attraction and community building (1 check) • Experiential economy (1 check) o More spaces to gather and co-create • Generate a creative vision for the future with Vail Symposium and community (1 check) • Create a plan for our mountain version “Rothko Chapel” or Bilbao Experience (1 check) • Blend cultural heritage with arts (1 check) • Create pockets of recreation and culture • Better coordination of facilities o Less empty meeting rooms (scheduling), clearing house (availability) • More opportunities during shoulder seasons o Events-> people • VRD and Mountain Rec working together regionally • Use small open areas for focused recreation activities (example: skate park in formally unused space) • New trails • Keep up momentum with Civic Center • Right-sized events o All shapes, sizes, scale to encourage participation • Cultural events not just for old white guys February 2, 2021 - Page 59 of 117 Department Accomplishments & 2021 Work Plans Page 1 Communications Accomplishments ▪ Biennial Community Survey coordination and final report to town council ▪ Year in Review print and video coordination ▪ COVID-19 public health/operations communications; coordination of Mayor’s COVID-19 public testimonial and recovery ▪ Implemented position changes and hiring’s to accelerate social, digital productivity Work Plan 2021 ▪ Expanding relationships with part-time residents ▪ Rollout of updated TOV brand standards ▪ Routine use of Facebook Live for council meetings, other activities ▪ Address digital platforms with the redevelopment of the town's website and other departmental websites ▪ Remain innovative and assist Economic Development, Town Manager’s Office, and HR team in growing the Guest Experience Initiatives platform ▪ Continued implementation of Housing Communications Strategic Plan ▪ Community Engagement – what does it look like post COVID? (Facebook Live, Vail Social, Community picnics, surveys, 2nd homeowner relationship) ▪ Promoting a climate of TOV positive direction for Town Council election ▪ Cross-training/crisis communications training (FEMA courses, etc.) ▪ Welcome Centers: East Vail Trails mitigation, Reimagine Host Program (training, expanded scope), Leveraging communications (increased online presence, business outreach, improved communications between TOV and Vail Mountain) Community Development Accomplishments ▪ Civic Area Plan – completion and adoption on November 5, 2019 ▪ West Vail Master Plan – successful launch and public kickoff during pandemic. ▪ Smoothly continuing PEC and DRB public meetings via Zoom in the COVID era Work Plan 2021 ▪ Support / participate in Minturn master planning efforts at Dowd Junction ▪ Develop schedule to engage council with both PEC and DRB on an annual basis ▪ Ensure housing and environmental master plans are guided by land use plans ▪ Support the Open Lands Board of Trustees meetings ▪ Completion and adoption of the West Vail Master Plan ▪ Support Next Steps in Civic Area Plan implementation ▪ Support Housing Efforts with the implementation of the Housing Master Plan ▪ Develop Community database Economic Development Accomplishments ▪ Strengthened VLMD marketing through creation of DiscoverVail.com, database roadmap and lodging focus ▪ Gathered ideas and create consensus with business leaders and staff to bolster economic recovery efforts to support the community, Vail businesses and sales tax collections, implemented a number of economic recovery programs ▪ Collaborated on creation model to support local event producers in reimagining events with pandemic lens ▪ Collaborated to create PrimaVail Guest Experience program and Revely with Vail Resorts and town staff February 2, 2021 - Page 60 of 117 Department Accomplishments & 2021 Work Plans Page 2 Economic Development - continued Work Plan 2021 ▪ Work with Town Manager's Office on strategic direction for Economic Development Team taking into consideration the work with boards and commissions ▪ Work with Town Manager's Office to ensure productive partnerships and planning efforts with regional partners, Vail Mountain, VCBA, EGE Air Alliance, VVP ▪ Continue participation with long range planning efforts to help engage those responsible for the long-term financial viability of the community, engaging boards, commissions, VEAC. ▪ Work with Town Manager's Office to implement efforts with lobbying consultant to identify legislative issues of interest ▪ Strengthen PrimaVail Guest Experience program and Revely, creating reliable brand to carry into future ▪ Continue to identify and align with Vail Resorts goals and objectives to strengthen and extend partnership between resort company, businesses, and town ▪ Continue partnership with VCBA to more closely partner, building relationships and programming to benefit local businesses Environmental Sustainability Accomplishments ▪ Sustainable Destination Project Continuation; Awarded Top 100 Sustainable Destination in the World and Best of Americas Award. ▪ Environmental Sustainability Strategic Plan ▪ Active Restore the Gore Programming. ▪ Active Waste Reduction/Recycling Program. ▪ Energy and Climate – Greenhouse Gas Emissions Inventory completed. ▪ Transportation/Mobility: E-bike share pilot program; Sole Power participation; Grant writing assistance - Electric buses (LONO) ▪ Managed Open Space and Habitat Initiatives. Work Plan 2021 ▪ Project management - USFS Fuels Reduction Project – Phases 2-3 & Bighorn Sheep Study Documentary. ▪ Continue to address energy conservation measures. ▪ Identify snowmelt offset and alternative fuel solutions. ▪ Monitor Legislative efforts at the Capitol (CC4CA has several priority bills this coming year). ▪ Facilitate and manage Vail Nature Center integration. ▪ Continued opportunity exists for partnership with Yamanouchi, Japan. Consulting assistance has been requested to extend the Mountain IDEAL certification to Tsushima. ▪ Better integrate the Sustainable Destination Project within departments, similar to the Cultural Heritage Committee, which has gained momentum and success this past year. ▪ Open Space Board of Trustees facilitation. ▪ Collaborate with Police on code enforcement issues to create solutions for the environmental matters. ▪ Collaborate with ComDev to ensure that planning efforts including the environmental review aspects of a project are met. Finance Accomplishments ▪ Implementation of new Sales Tax software and new STR software creating more efficiencies. ▪ Updated Town Code to standardize sales tax definitions with municipalities across the state and implemented State Sales and Use Tax System (SUTS) for centralized sales tax look up for businesses operating in Colorado. ▪ Guided process to refinance VRA bonds (RFQ for bond agent, hiring a financial advisor and selection of bank. Resulted in savings of $1.1M to VRA). February 2, 2021 - Page 61 of 117 Department Accomplishments & 2021 Work Plans Page 3 Finance – continued ▪ Ballot proposal to “de-Gallagher” property tax approved by voters increasing property tax revenues. ▪ 2020 Budget: COVID Crisis! Significant time allocated to modify revenue projections, work with department heads on budget cuts and staffing reductions, frequent Council presentations on changing economic impacts, ▪ Created process for Community Relief Fund and staff created application process for Commercial Rent Relief program. ▪ Participated in county/regional discussion about sharing CARES Act funds; worked with Transit department in CARES Transit Funds. Work Plan 2021 ▪ Implement Internal Audit Functions ▪ Partner with PW on modernization of parking sales & system ▪ Take over E911 Board accounting, reporting and overall governance from Eagle County (as requested by the County) ▪ Use of technology for more efficiencies in business and finance processes and procedures ▪ Support next steps in Civic Area Plan implementation and use of TIF Funds Fire Accomplishments ▪ Completed Community Risk Assessment/Standards of Cover. ▪ Led the fire department in the development of a Continuity of Operations Plan. ▪ Presented at state and national conferences as well as on several webinars. ▪ Served on several boards/committees/commissions. ▪ Completed quinquennial ISO evaluation process. ▪ Completed Vail Community Wildfire Protection Plan. ▪ Adoption of the Wildland Urban Interface Code. Work Plan 2021 ▪ Keep Manager informed about Union matters. ▪ Continue the excellent collaboration with the organization on COVID operations and remain engaged in solving special event challenges that are impacted by public health orders. ▪ Complete new Fire Department Strategic Plan. ▪ Succession Planning. Emphasis on chief officer levels. ▪ Reinstitute engine company inspection program (curtailed due to COVID). ▪ Build relationship with new CEO of ECPS. ▪ Continue to maintain and improve labor management relations. ▪ Re-evaluate current WUI Code and suggest amendments for 2021 code adoption. ▪ Continue contributions to the community and the greater fire service at the state, local and national level. ▪ Continue to serve in the lead role for the Mountain Area Mutual Aid consortium. Housing Accomplishments ▪ Facilitated the Town’s acquisition of total of 21 net new deed restrictions. ▪ Led the Vail Town Council’s Alternate Housing Site Initiative. ▪ Provided administrative exceptional support to the Vail Local Housing Authority. ▪ Completed the annual deed restriction verification compliance process. ▪ Actively promoted the Town’s adopted Housing Policy Statements. ▪ Completed the resale process of the Homestake Inn Condominium and Altar Vail Inn homes. February 2, 2021 - Page 62 of 117 Department Accomplishments & 2021 Work Plans Page 4 Housing – continued Work Plan 2021 ▪ Continue to advance the Town’s adopted housing goal. ▪ Update the Vail Housing 2027 Strategic Plan. ▪ Advance the long-term funding source discussion. ▪ Implement a digital deed restriction verification compliance process. ▪ Prepare a program offering long term rental incentives. ▪ Advance the work of the Vail Local Housing Authority. ▪ Facilitated regional partnerships to achieve the Town’s housing goal (CDoT, State Land Board, Eagle County, etc.). ▪ Participate in the creation of a Town-wide housing database. Human Resources Accomplishments ▪ Provided organizational leadership during several leadership transitions (Town Manager, Com Dev, IT) ▪ Negotiated and implemented direct contract with Vail Health and now Vail Summit Orthopedics. ▪ Improved retirement readiness for the organization – implementation of auto enrollment and improved education and training with ICMA RC. ▪ Completed and implemented multi-year compensation study following updates to town-wide job descriptions to provide the foundation for job analysis. ▪ Increased focus on sustainability efforts – paperless forms, e-communications. ▪ Improved and aligned programs for TOV and greater community – PRIMAVail, Community Leadership Academy, Diversity & Inclusion series. Work Plan 2021 ▪ Continue to assist with developing organizational policies, including Employee Handbook. ▪ Activate the Great Place to Work programming in an effort to continue identifying and promoting TOV EE organizational goals and priorities. ▪ Drive a process that helps redefine employee performance management and development planning. ▪ Create new team strategic plan which aligns individual, department and organizational goals ▪ Make Performance Management and Development Planning a priority. ▪ Provide leadership in the extended community - Mountain Healthcare Coalition and the Vail Early Childhood Education taskforce. ▪ Creation and implementation of an internal housing strategic plan. ▪ ADA audit and create plan. Information Technology Accomplishments ▪ Implementation of Citrix VDI ecosystem – retirement of V-Workspace. ▪ Implementation and User Adoption of Office 365. ▪ Data Center completion at West Vail Fire Station. ▪ Re-imagination of IT team. ▪ Replace Web developer with Network engineer. ▪ Leverage cloud services where logical. Work Plan 2021 ▪ Support Vailgov Website Implementation and other department website improvements; encourage content management owned by individual departments. ▪ Service Disk Ticketing system for IT team. ▪ Work with Town to better leverage IT tools: Laserfiche, Office365. ▪ Review/Improve Town Policies related to IT. February 2, 2021 - Page 63 of 117 Department Accomplishments & 2021 Work Plans Page 5 Information Technology – continued ▪ Support Council Chambers remodel by helping to determine appropriate IT needs. ▪ Continue collaborating and partnering with departments to help create business process and efficiencies that utilize technology, i.e. parking pass sales, service desk, Laserfiche. Library Accomplishments ▪ Continued to provide excellent services to our community, even during/after COVID-19. ▪ Friends of the Library funding continues to see healthy growth. ▪ Awarded an NEA Big Read Grant in celebration of OBOV’s 10th anniversary year. $9,150. ▪ Awarded a CARES Act Grant to allow us to bring a StoryWalk to the community and to enhance digital resources which are growing in demand, especially as a result of the pandemic. $10,000. ▪ Successful shift of library programming to a virtual platform – Gentle Yoga, Zumba, Book Discussions for various age groups - via Zoom and Facebook Live. ▪ The library’s SWOT team work on amending Library policies and procedures. Work Plan 2021 ▪ Continue to develop Cultural & Historic Preservation programming initiatives working across departments to engage a town-wide effort that also supports sustainable destination certification and digital records archiving. ▪ Increase visibility and efforts of the Digital Archives Initiative and the Cultural Heritage Preservation efforts of the library and the town. ▪ Continue to engage efforts to develop Friends Group and funding opportunities, Enhance the visibility of the Friends of the Library. Identify new potential funding sources. ▪ Continue to be creative with staffing challenges. ▪ Execute a stellar NEA Big Read Program. ▪ Continue to foster good staff morale while maintaining our high standards of service. Police Accomplishments ▪ Led the Police Department successfully thru a global pandemic with limited infections, while still providing excellent customer service and good communications internally and externally. ▪ Completed the development of new Strategic Framework for the Department. ▪ Managed Braden Case. ▪ Solved several high-end bike/car thieves. ▪ Implemented a new employee mentoring program. Work Plan 2021 ▪ Collaborate on code enforcement solutions across department including environmental matters. ▪ Continue working with CDOT / State Patrol for enforcement of chain laws during winter months. ▪ Prepare the organization for Police Chief’s term as President of the International Association of Chiefs of Police in 2021- 2222. ▪ Finalize strategic framework and gain buy in from employees and community ▪ Continue to build leaders in the organization to prepared for future succession planning. February 2, 2021 - Page 64 of 117 Department Accomplishments & 2021 Work Plans Page 6 Public Works and Transportation Accomplishments ▪ Significant management of capital projects. ▪ Positive citizen survey results in 2020. ▪ Significant Grants Acquired and projects advanced. ▪ Public Works Master Plan adopted, and First Phase designed, entitled, project awarded on time and budget. ▪ Regional meetings and cooperation around transit and other issues. ▪ Led the I-70 collaborative Effort in the 2020 ROD reassessment. ▪ Electric Bus transition implementation. Work Plan 2021 ▪ Public Works shop First phase and Streets building. ▪ Integration of new parking system as well as smart transit system. ▪ Succession planning for transit department and parking departments ▪ Determine best environmentally sustainable path forward with snowmelt system improvements. ▪ CIP Management CGL temporary facility and involvement in determining permanent Vail location. ▪ Identify more mobility opportunities. Town Clerk Accomplishments ▪ Successfully conducted Council Meetings on virtual platform due to public health crisis. ▪ Assisted with Economic Recovery Efforts in response to public health order restrictions (the implementation of modified liquor premises and Common Consumption Areas) ▪ Groomed Deputy Town Clerk for role serving the Vail Liquor Licensing Authority and liquor license holders. ▪ Implemented DocuSign workflow software for electronic processing of signatures. Work Plan 2021 ▪ Ensure successful 2021 Municipal Election (propose coordinated election format). ▪ Municipal Code Republish Project Management. ▪ Assist with transition of Advertising Program to RFP and new vendor. ▪ Support planning efforts for determining path forward with records management maintenance of Laserfiche. ▪ Support Council Chambers Remodel. February 2, 2021 - Page 65 of 117 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : D R B / P E C Update P RE S E NT E R(S ): J onathan Spence, P lanning Manager AT TAC H ME N TS : Description January 20, 2021 D R B Meeting Results January 25, 2021 P EC Meeting Results February 2, 2021 - Page 66 of 117 D E S IG N R E V IE W B O AR D January 20, 2021, 3:00 P M Virtual 75 S. Frontage Road - Vail, Colorado, 81657 1.C all to Order 1.1.Register in advance for this webinar: https://us02web.zoom.us/webinar/register/W N_xA P RvX H9S7qy 9hu8Xr- Zjw After registering, you will rec eive a confirmation email c ontaining information about joining the webinar. 1.2.Attendance Present: J ohn Rediker, D oug Cahill, J oe St. J ohn, P eter C ope (joined after item 2.1), Kit Austin (departed prior to item 2.6) 2.Main Agenda 2.1.D R B 20-0571 - Gore Cr eek Meadows Final review of an exterior alteration (siding/decks/landsc aping/trash) Address/Legal Desc ription: 5020 Main Gore Place/Vail E ast Townhomes Applicant: Gore Creek Meadows, represented by Pierce A ustin Architec ts Planner: Greg Roy 1. The sec ond story balc onies on the duplex and townhomes shall be c hanged to metal railings to match what is proposed on the c ondominium buildings with the building permit applic ation submittal. 2. W hen upgrades to the ground level decks are proposed the railings on those decks shall c ome into c ompliance and match the new railings proposed with this application. J oe St. J ohn moved to approve with c onditions. Doug C ahill seconded the motion and it passed (2-1). Ay es:(2)C ahill, S t. J ohn Nay s:(1)Rediker Abstain:(1)Austin Absent:(1)C ope 2.2.D R B 20-0539 - Gattopar do B ianco L L C Final review of a business sign Address/Legal Desc ription: 100 East Meadow Drive Unit 15/Lot O, Block 5D, Vail Village Filing 1 Applicant: Gattopardo B ianco L L C , represented by House of Signs February 2, 2021 - Page 67 of 117 2.3. 2.4. 2.5. 2.6. Planner: Jonathan Spence John Rediker moved to table to staff with direction. Joe St. John seconded the motion and it passed (5-0). DRB20-0587 - Vail Interfaith Chapel Final review of exterior alterations Address/Legal Description: 19 Vail Road / Tract J, Vail Village Filing 1 Applicant: Vail Religious Foundation INC, represented by Suman Architects Planner: Jonathan Spence John Rediker moved to approve. Kit Austin seconded the motion and it passed (5-0). DRB20-0588 - Nielsen & Busch Residences Final review of an addition Address/Legal Description: 4424 Streamside Circle West Units A and B/Lot 10, Bighorn Subdivision 4th Addition Applicant: Beth & Kurt Nielsen and Lois Valenti 2012 E xpemption Trust, represented by Martin Manley Architects Planner: Jonathan Spence John Rediker moved to continue to February 3, 2021. Peter Cope seconded the motion and it passed (5-0). DRB19-0332.002 - Dead Drift Development Final review of a change to approved plans (exterior/GRFA) Address/Legal Description: 1469 Greenhill Court/Lot 11, Glen Lyon Subdivision Applicant: Dead Drift Development I LLC, represented by RKD Architects Planner: Jonathan Spence John Rediker moved to continue to February 3, 2021. Peter Cope seconded the motion and it passed (5-0). DRB20-0582 - Children's Garden of Learning Final review of new construction Address/Legal Description: 330 South Frontage Road/Lot 1, Vail Lionshead Filing 1 Applicant: Town Of Vail, Represented By Pierce Austin Architects Planner: Jonathan Spence John Rediker moved to approve. The motion died for lack of second (0-0). Peter Cope moved to deny. Joe St. John seconded the motion and it passed (3-1). Ayes:(3)Cahill, Cope, St. John Nays:(1)Rediker February 2, 2021 - Page 68 of 117 Absent:(1)Austin 2.7.D R B 20-0584 - One Vail Road 1022 L L C Final review of an exterior alteration (windows/doors/sky light) Address/Legal Desc ription: 1 Vail Road Unit 1022/Lot A-C , Vail Village Filing 2 Applicant: One Vail Road 1022 LLC, represented by RA L C ompanies Planner: Erik Gates 1. Prior to the issuance of a building permit, the applicant shall submit plans showing that the roof height be maintained for the center-east balcony of this unit. Peter Cope moved to approve with conditions. J oe S t. J ohn sec onded the motion and it passed (4-0). Absent:(1)Austin 2.8.D R B 20-0590 - Johnson & Mattar Residences Final review of an addition Address/Legal Desc ription: 3245 Katsos Ranch Road/Lots 8A & 8B, Bloc k 1, Vail Village Filing 12 Applicant: Tait J ohnson & Christina Mattar, represented by Stais Arc hitecture & I nteriors Planner: Erik Gates J ohn Rediker moved to approve. Peter Cope seconded the motion and it passed (4-0). Absent:(1)Austin 2.9.D R B 20-0556 - Sonnenalp Final review of an exterior alteration (mechanical chase) Address/Legal Desc ription: 20 Vail Road/Lot 1, Sonnenalp Subdivision Applicant: Sonnenalp Properties I nc ., represented by OZ A rchitec ture Planner: Erik Gates 1. The applicant has approval for the overall chase structure, but prior to the issuance of a building permit the applicant shall submit a D RB C hange to Approved Plans addressing architec tural details and roof sty le for D RB review. J ohn Rediker moved to approve with conditions. Peter Cope seconded the motion and it passed (4-0). Absent:(1)Austin 3.Staff A pprovals 3.1.D R B 20-0509 - Rubin R esidence Final review of an exterior alteration (deck) Address/Legal Desc ription: 2633 Kinnikinnick Road Unit E3/Meadow Creek C ondominiums February 2, 2021 - Page 69 of 117 Applicant: Alan & Teri Rubin, represented by LMS C onstruc tion LTD . Planner: J onathan S penc e 3.2.D R B 20-0578 - Alaska Fur G allery Final review of a business sign Address/Legal Desc ription: 141 East Meadow Drive/Lot P & Tract C, Bloc k 5D, Vail Village Filing 1 Applicant: Solaris Commerc ial Owner L L C, represented by Sign Design Planner: J onathan S penc e 3.3.D R B 20-0579 - Calano R esidence Final review of a change to approved plans (window) Address/Legal Desc ription: 784 Potato Patch Drive Unit E /Lot 15, Bloc k 1, Vail Potato Patch Filing 1 Applicant: J ames Calano, represented by J udge and A ssoc iates I nc. Planner: J onathan S penc e 3.4.D R B 20-0580 - Boles Tr ust Residence Final review of an addition Address/Legal Desc ription: 3916 Lupine Drive/Lot 5, Bloc k 2, Bighorn Subdivision 1st Addition Applicant: Sandra F. B oles Trust, represented by Suman A rchitec ts Planner: Erik Gates 3.5.D R B 20-0585 - Vail Mar riott Final review of an exterior alteration (tent) Address/Legal Desc ription: 715 W est Lionshead Circ le/W est Day Subdivision Applicant: Diamondroc k Vail Owner L LC Planner: J onathan S penc e 3.6.D R B 20-0592 - Res Ipsa Final review of a business sign Address/Legal Desc ription: 225 W all Street Unit 1/Lot B & C , Block 5C, Vail Village Filing 1 Applicant: TJ A C Enterprises L L C , represented by Res I psa Planner: Greg Roy 3.7.D R B 21-0001 - Crew Residence Final review of an exterior alteration (vent terminations) Address/Legal Desc ription: 950 Red Sandstone Road Unit 28 / Potato Patch C lub Condominiums Applicant: Robert Crew & Diana Lee, Represented by Nedbo Construction Planner: J onathan S penc e 3.8.D R B 17-0118.001 - G ordon Residence Final review of a change to approved plans (retaining wall) Address/Legal Desc ription: 5185 Main Gore Drive S outh/Lot 18, Vail February 2, 2021 - Page 70 of 117 Meadows Filing 1 Applicant: Kenneth H. Gordon Revoc able Trust, represented by C eres+ Planner: J onathan S penc e 3.9.D R B 20-0156.001 - Lyons Residence Final review of a change to approved plans (doors) Address/Legal Desc ription: 4480 Glen Falls Lane/Lot 8, Forest Glen Subdivision Applicant: Catherine Vanessa Bentley Ly ons, represented by Berglund Arc hitects Planner: Erik Gates 3.10.D R B 20-0403.001 - Gr avity Haus Final review of a change to approved plans (flue location) Address/Legal Desc ription: 352 East Meadow Drive/Tract B, Vail Village Filing 1 Applicant: Gravity Haus, represented by Studio Lemonade Planner: Greg Roy 3.11.D R B 20-0540.001 - Shoup Residence Final review of a change to approved plans (windows/railing) Address/Legal Desc ription: 1100 Hornsilver Circle/Lot 7, B lock 1, Vail Village Filing 8 Applicant: Thomas Shoup, represented by Berglund Arc hitect Planner: Erik Gates The applications and information about the proposals are available for public inspec tion during regular offic e hours at the Town of Vail C ommunity D evelopment Department, 75 South Frontage Road. The public is invited to attend the projec t orientation and the site visits that precede the public hearing in the Town of Vail Town Council Chambers. Times and order of items are approximate, subject to change, and c annot be relied upon to determine at what time the D esign Review Board will consider an item. Please c all 970-479-2138 for additional information. Sign language interpretation available upon request with 24-hour notification, dial 711. February 2, 2021 - Page 71 of 117 P L ANNI NG AND E NV I RO NM E NTAL C O M M I S S I O N J anuary 25, 2021, 1:00 P M Virtual 75 S. F rontage Road - Vail, Colorado, 81657 1.Call to Order 1.1.Register in advance for this webinar: https://us02web.zoom.us/webinar/register/W N_QJ ybkNzgQ2eMGMYxH6F E0g After registering, you will receive a confirmation email containing information about joining the webinar. 1.2.Attendance Present: Rollie Kjesbo, Ludwig Kurz, Karen Perez, Henry Pratt, Pete Seibert Absent: Brian Gillette, J ohn-Ryan Lockman 2.Main Agenda 2.1.A request for the review of a Variance from Section 14-3-1, Minimum Standards, Vail Town Code, to allow for a variance from the minimum deflection entry angle for first 30 feet of driveway length, in accordance with the provision of Section 12-17, Variances, Vail Town Code, located at 2930 Snowberry Drive/Lot 20, Block 9, Vail I ntermountain Development Subdivision, and setting forth details in regard thereto. (P E C20-0033) 30 min. Applicant:Treat Homes L L C, represented by Martin Manley Architects Planner:Erik Gates 1. Approval of this variance is contingent upon the applicant obtaining Town of Vail Design Review Board approval for all improvements in this proposal. Planner Gates gives a presentation on the application. This included the history of the site where a previous variance was granted to allow additional driveway coverage on a steep lot. J ohn Martin of Martin Manley Architects, representing the applicant, gives a presentation on the project and how they came to the proposal for a 55 degree angle. The 75 degree entry, compared to a 55 degree angle, would require the retaining walls to be pushed back an additional 15 feet, which has a cascading effect on the development of the lot. Kurz asks if granting this variance would affect landscaping in a negative way. Martin explains that there is a 60% landscape requirement on the lot and if a variance was not granted the driveway would need to occupy more of lot area and make meeting the landscaping requirement more difficult. February 2, 2021 - Page 72 of 117 Gates explains that a lot line adjustment is also proposed in conjunction with this application. No more questions from commissioners. No public input. Rollie Kjesbo moved to approve with conditions. Henry Pratt seconded the motion and it passed (5-0). Absent:(2)Gillette, Lockman 2.2.A request for the review of a Minor Subdivision pursuant to Section 13-4, Minor Subdivisions, Vail Town Code, to adjust the previously approved location of the lot line splitting Lot 20, Block 9, Vail I ntermountain Development Subdivision into two separate lots, located at 2930 Snowberry Drive/Lot 20, Block 9, Vail I ntermountain Development Subdivision, and setting forth details in regard thereto. (P E C20-0035) 30 min. Applicant:Treat Homes L L C, represented by Martin Manley Architects Planner:Erik Gates Planner Gates gives a presentation on the application, the history of this lot with similar applications, and why the applicants are proposing the adjustment to the lot line. J ohn Martin of Martin Manley Architects, representing the applicant, gives a presentation on the project and how they came to the design for the lot lines. I t is based on making the landscaping numbers work for each lot. The driveway takes up a larger portion of one lot compared to the other. This configuration splits up the landscaping proportionally between the two lots. No questions from commissioners. No public input. Rollie Kjesbo moved to approve. Pete Seibert seconded the motion and it passed (5-0). Absent:(2)Gillette, Lockman 2.3.A request for a recommendation to the Vail Town Council for a Prescribed Regulation Amendment pursuant to Section 12-3-7 Amendment, Vail Town Code to amend Section 12-23-6: Methods of Mitigation and Section 12-24- 6: Methods of Mitigation, Vail Town Code, to update the Payment of Fees in Lieu provisions of Commercial Linkage and I nclusionary Zoning, and setting forth details in regard thereto. (P E C20-0027) 60 min. Applicant:Town of Vail, represented by George Ruther Planner: Rollie Kjesbo moved to table to a date uncertain. Karen Perez seconded the motion and it passed (5-0). Absent:(2)Gillette, Lockman 3.Approval of Minutes 3.1.J anuary 11, 2021 P E C Results February 2, 2021 - Page 73 of 117 Rollie Kjesbo moved to approve. Karen Perez seconded the motion and it passed (5-0). Absent:(2)Gillette, Lockman 4.Adjournment Rollie Kjesbo moved to Motion. Karen Perez seconded the motion and it passed (5-0). Absent:(2)Gillette, Lockman The applications and information about the proposals are available for public inspec tion during regular offic e hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site vis its that prec ede the public hearing in the Tow n of Vail Community Development Department. Times and order of items are approximate, subject to c hange, and c annot be relied upon to determine at w hat time the Planning and Environmental Commission w ill c onsider an item. Please c all (970) 479-2138 for additional information. Please call 711 for sign language interpretation 48 hour prior to meeting time. Community Development Department February 2, 2021 - Page 74 of 117 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : V L HA Meeting R esults J anuary 12, 2021 AT TAC H ME N TS : Description V L H A Meeting R esults January 12, 2021 February 2, 2021 - Page 75 of 117 Vail Local Housing Authority Meeting Minutes January 12, 2021 3:00 PM Zoom Virtual Meeting 75 S. Frontage Road - Vail, Colorado, 81657 PRESENT ABSENT Steve Lindstrom James Wilkins Greg Moffet Mary McDougall Molly Morales Staff George Ruther, Housing Director Lynne Campbell, Housing Coordinator 1. Call to Order 1.1. Virtual Meeting Part 1 Pre-Executive Session 1.2. Virtual Meeting Part 2 Post Executive Session 1.3. Call to Order A quorum present Lindstrom called the meeting to order at 3:06PM, Wilkins absent. 2. Citizen Participation No one from the public was present. 3. Approval of Minutes 3.1. VLHA December 8, 2020 Meeting Minutes MOTION: MOFFET SECOND: MC DOUGALL VOTE: 3-0 APPROVED MORALES ABSTAINED 3.2. VLHA December 15, 2020 Special Executive Session Minutes MOTION: MOFFET SECOND: MC DOUGALL VOTE: 3-0 APPROVED MORALES ABSTAINED 3.3. VLHA December 22, 2020 Meeting Minutes MOTION: MOFFET SECOND: MC DOUGALL VOTE: 3-0 APPROVED MORALES ABSTAINED February 2, 2021 - Page 76 of 117 4. Main Agenda 4.1. West Middle Creek Rezoning Application Status Presenter: Matt Gennett, Community Development Director Gennett provided and update on the West Middle Creek rezoning application. Community Development needs to get with Housing regarding the exact area to be rezoned. Current work has revolved around slopes. Questions arose during planner research which needs to be discussed with the Town attorney. Discussion ensued with the Authority and Gennett. Concurrent applications will be submitted on January 25, 2021 for the PEC February 22, 2021 meeting; Minor Subdivision Review, Land Use designation amendment and Rezoning application. Planning staff will perform a collective review. Gennett will provide a submittal update at the January 26th VLHA meeting. 4.2 Housing Data Discussion-Update Presenter: Andrew Knudtsen & Rachel Shindman, Economic Planning Systems EPS and Authority discussed data collection options. Data will be collected on all parcels within the Town and geo-coded so to populate Town housing maps. Data can be easily updated. The data gathering goal is to determine property ownership status, is it occupied, occupied by an owner occupied or second homeowner. EPS will review and develop collection methods and return to a future VLHA meeting for update. 4.3. Inclusionary Zoning & Commercial Linkage Update Presenter: Andrew Knudtsen & Rachel Shindman, Economic Planning Systems Housing and EPS presented an update to Council on January 5, 2021; Council agrees with the recommendations presented. EPS and Housing want to go back to the January 25th PEC to discuss methods of calculation. A residential nexus study needs to be done. Staff will require the VLHAs input on the fee-in-lieu rate / sliding scale and Inclusionary Zoning, Commercial Linkage and Residential Linkage. 4.4. Middle Creek Lot 3 Update Presenter: George Ruther, Housing Director Staff provided Council with an update on Triumph’s due diligence work; Council directed to continue forward. A pre -development agreement between the Town and Triumph Development for the future development of Middle Creek Village Lot 3 and Timber Ridge will be reviewed for approval at the January 19th Council meeting. If approved Lot 3 entitlement process may begin. February 2, 2021 - Page 77 of 117 Staff will forward a copy of the development agreement to VLHA. 5. Matters from the Chairman and Authority Members 5.1 Matters from the Chairman and Authority Members Presenter: Steve Lindstrom, Chairman The West Vail Master plan has open session regarding housing on January 14th. Moffet made a motioned to leave the regular meeting and enter executive session. MOTION: MOFFET SECOND: MC DOUGALL VOTE: 4-0 APPROVED 6. Executive Session 6.1 Executive Session per C.R.S. §24-6-402(4)(a)(e) - to discuss the purchase, acquisition, lease, transfer, or sale of property interests and to determine positions, develop a strategy and instruct negotiators, regarding: submitted Vail InDEED applications and program details. Presenter: Lynne Campbell, Housing Coordinator 7. Any Action as a Result of Executive Session 7.1 Action as a Result of Executive Session Morales recommended continuing forward with the Vail InDEED offer as discussed in executive session. MOTION: MORALES SECOND: MOFFET VOTE: 4-0 APPROVED 8. Adjournment 8.1 Adjournment 5:00PM (estimated time) Meeting adjourned at 4:35PM. MOTION: MOFFET SECOND: MORALES VOTE: 4-0 APPROVED 9. Future Agenda Items 9.1 • Land Banking (sale of GRFA) • Public Health Housing Incentive, Eagle County Health • Joint VLHA, Town Council, Planning & Environmental Commission Meeting Regarding Commercial Linkage/Inclusionary Zoning and Adopted Housing Policy Review 10. Next Meeting Date 10.1 Next Meeting Date January 26, 2021 February 2, 2021 - Page 78 of 117 Meeting agendas and materials can be accessed prior to meeting day on the Town of Vail website www.vailgov.com. All housing authority meetings are open to the public. Times and order of agenda are approximate, subject to change, and cannot be relied upon to determine at what time the Vail Local Housing Authority will discuss an item. Please call (970) 479-2150 for additional information. Please call 711 for sign language interpretation 48 hours prior to meeting time. Housing Department February 2, 2021 - Page 79 of 117 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 : J anuary R evenue Update AT TAC H ME N TS : Description January Revenue U pdate February 2, 2021 - Page 80 of 117 TOWN OF VAIL REVENUE UPDATE February 2, 2021 Sales Tax Upon receipt of all sales tax returns, December collections are estimated to be $3,429,711 down (19.1)% from last year and up 34.9% compared to budget. Year to date collections of $24,731,256 are down (15.5)% from prior year and up 9.9% from amended budget. Inflation as measured by the consumer price index was up 1.4% for December. The 2020 annual budget totals $22.5 million. Real Estate Transfer Tax (RETT) 2020 RETT collections through December 31st total $10,273,270, up 42.2% from 2019. The 2020 RETT amended budget totals $8,650,000. During 2020 there were a total of 14 properties sold over $10 million, 31 properties sold between $5 and $10 million, and 59 properties sold between $2.5 and $5 million. These properties accounted for 66% of the total RETT collections. January RETT collections total $288,295. The 2021 RETT budget totals $7,000,000. Construction Use Tax Use Tax collections through December 31st total $2,078,827 compared to $2,468,068 from this time last year. The 2020 amended budget totals $1,930,000. January collections total $53,189. The 2021 use tax budget totals $2,250,000. Parking Revenue Season to date: Pass sales from November through January 26th total $1,030,034 down $(661,223) or (39.1)% from prior winter season. The majority of the decrease in pass sales is due to fewer purchases of blue passes and lower prepaid revenue on value passes. Daily sales from the parking structures from November through January 24th total approximately $2,200,996, up $388,241, or 21.4% from this time last year. 1 February 2, 2021 - Page 81 of 117 Summary Across all funds, full year 2020 revenue of $65.6 million is up 4.5% from amended budget and down (12.0)% from prior year attributed to the economic impacts of COVID-19 on sales tax collections, parking pass sales and construction activity. 2 February 2, 2021 - Page 82 of 117 2020 AmendedBudget % change % change 20152016201720182019 BudgetVariance from 2019 from BudgetJanuary3,696,798$ 3,738,824$ 3,725,212$ 3,597,610$ 4,079,994$ 4,061,971$ 4,074,419$ 12,448$ -0.14% 0.31%February 3,593,947 3,746,055 3,692,592 3,818,356 4,137,087 4,135,058 4,283,907 148,849$ 3.55% 3.60%March4,053,961 4,225,921 3,642,407 4,167,880 4,237,933 2,149,476 2,240,395 90,919 -47.13% 4.23%April1,370,929 1,089,749 1,386,780 1,233,474 1,445,071 400,000 427,361 27,361 -70.43% 6.84%May584,454 654,462 659,475 830,193 763,756 450,000 503,828 53,828 -34.03% 11.96%June1,242,400 1,318,092 1,389,982 1,648,443 1,606,748 950,000 1,038,863 88,863 -35.34% 9.35%July1,937,989 2,053,773 2,215,649 2,412,425 2,480,292 2,000,000 2,081,225 81,225 -16.09% 4.06%August1,702,579 1,849,815 1,863,949 2,195,175 2,237,050 2,100,000 2,138,023 38,023 -4.43% 1.81%September 1,240,277 1,349,929 1,385,462 1,540,490 1,600,100 1,735,000 1,761,948 26,948 10.11% 1.55%October835,649 906,385 936,954 1,106,596 1,165,176 1,220,000 1,365,252 145,252 17.17% 11.91%November997,100 989,320 997,716 1,264,600 1,260,314 756,188 1,386,324 630,136 10.00% 83.33%December 3,885,849 3,840,919 3,695,305 4,070,870 4,237,178 2,542,307 3,429,711 887,404 -19.06% 34.91%Total25,141,932$ 25,763,244$ 25,591,483$ 27,886,112$ 29,250,698$ 22,500,000$ 24,731,256$ 2,231,256$ -15.45% 9.92%Actual CollectionsCollected Sales TaxFebruary 2, 2021Town of Vail Revenue UpdateSALES TAX2020 Budget Comparison3February 2, 2021 - Page 83 of 117 Through December 31st Town of Vail Revenue Update February 2, 2021 YTD Sales Tax Collections by Year December Sales Tax Collections by Year $25,763,244 $25,591,483 $27,886,112 $29,250,698 $24,731,256 $0 $5,000,000 $10,000,000 $15,000,000 $20,000,000 $25,000,000 $30,000,000 2016 2017 2018 2019 2020 • Year to date collections of $24,731,256 are down (15.5)% from prior year and up 9.9% from amended budget. • Inflation as measured by the consumer price index was up 1.4% for December. • The 2020 Amended sales tax budget totals $22.5M, down (23.2)% compared to actual collections of $29.3M in 2019 $3,840,919 $3,695,305 $4,070,870 $4,237,178 $3,429,711 $0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 $3,500,000 $4,000,000 $4,500,000 2016 2017 2018 2019 2020 • Vail will collect an estimated $38,692 in additional December sales tax to bring collections up to $3,429,711. December will be down (19.1)% from last year. • December will be up 34.9% from amended budget. 4 February 2, 2021 - Page 84 of 117 YTD Through January Construction Use Tax by Year YTD Through January Town of Vail Revenue Update February 2, 2021 Real Estate Transfer Tax by Year $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 2017 2018 2019 2020 2021 Sales Less Than $2.5 Million Sales $2.5 to $5.0 Million Sales $5 to $10 Million Sales Over $10 Million $550,724 $157,677 $169,253 $578,116 $288,295 • This chart shows YTD collections of 1% RETT, segmented by individual home sale value. • 2021 RETT collections through January 27 total $288,295 down (50.1)% from the prior year. $21,120 $128,680 $88,640 $101,261 $53,189 $0 $25,000 $50,000 $75,000 $100,000 $125,000 $150,000 2017 2018 2019 2020 2021 • Use Tax collections through January 27 total $53,189 compared to $101,261 from this time last year. This is a decrease of (47.5)% 5 February 2, 2021 - Page 85 of 117 Paid Parking Revenue - Ski Season through January 24th Town of Vail Revenue Update February 2, 2021 • Daily sales from the parking structures from November 2020 through January 26, 2021 total $2,200,996, up $388,241, or 21.4% from the prior winter. 2,061,084 1,812,755 2,200,996 $0 $250,000 $500,000 $750,000 $1,000,000 $1,250,000 $1,500,000 $1,750,000 $2,000,000 $2,250,000 2018/19 2019/20 2020/21 6 February 2, 2021 - Page 86 of 117 Vail Business Review November 2020 February 2, 2021 The Vail Business Review breaks down the four percent sales tax collected for the month of November 2020. Overall, November sales tax increased 10.0% with retail increasing 16.7%, lodging increased 23.0%, food and beverage decreased (13.2)%, and utilities/other increased by 0.1%. Excluding the out of town category; sales tax for the month of decreased (3.8)%. Town of Vail sales tax forms, the Vail Business Review and sales tax worksheets are available on the internet at www.vailgov.com/finance. Please remember when reading the Vail Business Review that it is produced from sales tax collections, as opposed to actual gross sales. If you have any questions or comments, please feel free to call me at (970) 479-2125 or Carlie Smith at (970) 479-2119. Sincerely, Alex Jakubiec Town of Vail Revenue Manager 7 February 2, 2021 - Page 87 of 117 Town of Vail Business Review November Tax Collections by Year November 2020 Sales Tax November 2019November 2020 Sales Tax Collections by Business Type Retail $669,542 Lodging $345,127 Food & Beverage $225,423 Utilities & Other $146,232 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 $800,000 16.7%(13.2)%0.1% Retail $573,965 Lodging $280,660 Food & Beverage $259,780 Utilities & Other $146,062 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 $800,000 $995,231 $1,002,793 $1,268,974 $1,260,467 $1,386,324 $0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 $1,400,000 2016 2017 2018 2019 2020 23.0% • This report represents collections of Town of Vail 4% sales tax, as opposed to actual gross sales • Overall, November 2020 sales tax collections were up 10.0% from prior year. • The sales tax budget for 2020 totals $22.5M, compared to $29.3M actual collections in 2019. • November retail sales increased 16.7%, lodging increased 23.0%, food and beverage decreased (13.2)% and utilities and other increased 0.1%. 8 February 2, 2021 - Page 88 of 117 Town of Vail Business Review November 2020 Sales Tax November 2019 November 2020 Geographic Area Trends by Year November Sales Tax Sales Tax by Location Other Areas 18% Lionshead 12% Out of Town 38% Vail Village 32% Other Areas 17% Lionshead 15% Out of Town 29% Vail Village 39% • Vail Village sales tax decreased (9.2)%, Lionshead decreased (9.8)%, Other Areas increased 13.6%, and Out of Town increased 43.9%. Excluding Out of Town collections, all areas were down (3.8)%. • Effective October 1st, 2020, the town of Vail enacted new regulations which shifted collections of some sales tax from local vendors to their marketplace facilitators who file under the out-of-town category. $171,010 $155,183 $236,012 $216,799 $246,372 $150,542 $165,120 $200,468 $182,880 $164,877 $225,786 $243,815 $339,645 $364,911 $525,041 $447,893 $438,675 $492,850 $495,877 $450,035 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 2016 2017 2018 2019 2020 Other Areas Lionshead Out of Town Vail Village • This chart shows November sales tax collections, by geographic area over time. 9 February 2, 2021 - Page 89 of 117 Retail Business Sales Tax Detail - November 2020 Sales Tax November 2020 Sales Tax Town of Vail Business Review November Sales Tax Accommodation Services Sales Tax by Year Apparel $90,024 Grocery $114,335 Gallery $6,892 Gifts $3,365 Jewelry $14,286 Retail Liquor $38,354 Retail Other $289,272 Sporting Goods $112,870 Retail Home Occupation $144 • Overall, November accommodations services were up 23.0%, short-term rentals were up 85.6% and hotels and lodges were down (0.7)%. • The Town of Vail adopted marketplace facilitator tax rules on October 1st, 2020. This change in remittance requirements is anticipated to have a positive impact on short-term rental sales tax collections going forward. $213,788 $82,052 $203,606 $77,054 $202,141 $142,986 $0 $50,000 $100,000 $150,000 $200,000 $250,000 Hotels/Lodges Short-Term Rentals 2020 2019 2018 10 February 2, 2021 - Page 90 of 117 Retail 148,364.28 115,486.28 28.47% Lodging 58,671.52 69,565.04 ‐15.66% F & B 34,494.04 26,638.54 29.49% Other 4,842.03 5,108.82 ‐5.22% Total 246,371.87 216,798.68 13.64% Retail 62,182.94 54,215.38 14.70% Lodging 64,583.68 83,428.28 ‐22.59% F & B 38,108.87 44,272.86 ‐13.92% Other 1.40 963.32 ‐99.85% Total 164,876.89 182,879.84 ‐9.84% Retail 267,744.34 229,970.26 16.43% Lodging 120,215.55 1,498.66 7921.52% F & B 41.81 125.87 ‐66.78% Other 137,039.01 133,316.58 2.79% Total 525,040.71 364,911.38 43.88% Retail 191,249.98 174,292.75 9.73% Lodging 101,656.19 126,167.89 ‐19.43% F & B 152,778.77 188,742.93 ‐19.05% Other 4,349.71 6,673.73 ‐34.82% Total 450,034.64 495,877.30 ‐9.24% Retail 669,541.53 573,964.66 16.65% Lodging 345,126.94 280,659.87 22.97% F & B 225,423.49 259,780.20 ‐13.23% Other 146,232.15 146,062.46 0.12% Total 1,386,324.11 1,260,467.19 9.98% Retail Apparel 90,024.07 74,615.88 20.65% Retail Food 114,335.12 89,211.60 28.16% Retail Gallery 6,891.96 2,817.32 144.63% Retail Gift 3,365.21 2,921.09 15.20% Retail Home Occupation 143.81 100.74 42.75% Retail Jewelry 14,286.15 9,238.47 54.64% Retail Liquor 38,353.63 30,864.00 24.27% Retail Other 289,271.99 245,316.43 17.92% Retail Sport 112,869.59 118,879.13 ‐5.06% Total 669,541.53 573,964.66 16.65% Cascade Village / East Vail / Sandstone / West Vail Town of Vail Business Review November 2020 Sales Tax November 2020  Collections  November 2019  Collections November % Change Total ‐ All Areas Lionshead Out of Town Vail Village Retail Summary 11 February 2, 2021 - Page 91 of 117 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : V L MD A C Meeting Minutes AT TAC H ME N TS : Description V L MD AC Minutes - O ctober V L MD AC Minutes - November V L MD AC Minutes - December February 2, 2021 - Page 92 of 117 Vail Local Marketing District Advisory Council Monthly Meeting October 15, 2020, 8:30 am Meeting held via Zoom VLMDAC member attendees: Amy Moser Harrison (Four Seasons), Esmarie Faessler (Sonnenalp), Erica Cannava (Manor Vail), Laurie Mullen (West Vail Liquor Mart), Jenn Bruno (Vail Town Council), Beth Slifer (Slifer Designs), Jana Morgan (Sweet Basil), Skip Thurnauer Additional attendees: Kristin Yantis (MYPR), Meggen Kirkham (SITE Marketing),Ainslie Fortune (Cactus), Katie Harker (Cactus) Mia Vlaar (Town of Vail), Jeremy Gross (Town of Vail), Meggen Kirkham, Kim Brussow (Vail Valley Partnership), Kay Schneider (Vail Valley Partnership), Liz Gladitsch (Town of Vail), Chris Romer (Vail Valley Partnership), Phil Metz (Vail Resorts), Thomas Vossler (Cactus), Susan Proffitt (VVP), Sandra Perrig Holst (VVP), Carlie Smith (Town of Vail), John Plack, Satchele, Mark Herron (lodging Liaison), Call to Order Beth called meeting to order at 8:33am Monthly Financial Report- Carlie reported- August collections are estimated to be $1,910,059 down (14.6%) from last year. Year to date collections of $16,397,911 are down (21.9%) from last year and up 32.6% from they amended budget. Expenses 1.4 million- 55% of total year to date Chris Romer discussed bookings - September was down 13% (reached 40%, last year 46%) More reservations have booked in this month- there is still a shorter booking window occuring Approval of (August and September) August 20, 2020 Minutes Motion to approve Jana / Skip second/ unanimous 2020 Results to Date- Anslie commented that they are continuing to make great efforts on the metrics Katie reported length of stays are shorter 1.5 nights on average compared to 2.6 Dallas had a significant increase in booking, better than the front range- Chicago and Kansas City did not have the same increase Thomas talked about website results – 27% decrease in September Vail Strong page (COVID page) continues to be the top page, Top fall hikes was #2 Data Systems Roadmap Update- What we have done- Bob and Jim have met with Liz and Mia and Cactus Next week Monday, we will meet again, that meeting will be more informative February 2, 2021 - Page 93 of 117 Lodge Liaison update- Mark Herron, Mia & Liz Mia- We have been working with Mark on contracts and details Mark- Thank you for selecting me for Lodging Liaison- presented his 3-month overview Phil- spoke about the bi-annual meeting between the town and VR that would be good for Mark to join “Resort marketing” for VR will be run out of Broomfield, John Plack will still be in town and managing communications and brand strategy Phil’s VR position has been eliminated in this transition Group Sales Quarterly Update- Kim Brussow Q3 – we are seeing business coming back Many Tradeshows were canceled or were virtual– two coming up in the next few weeks Trends and Data- weddings and smaller groups 25-50 are trending Outdoor destinations continue to be more popular than iconic cities Over 40% of American travelers anticipate traveling before the end of 2020 Steady increase in leads through the VVP Public Relations Quarterly Update- Kristin- O magazine, Bike, Surfer & Snowboard magazines will all cease publication Travel coverage is slowly coming back Asset Acquisition Update- SITE Meggan- Fall video and photo shoot Showed photos of Boomers, family and multi-generational (hiking) fall golf, fall dining, fall village stroll Watched video that Satchelle created CSE Meeting Update- Jeremy is out Skip- upcoming plans for Halloween, outdoor concerts with Shakedown 8 hour meeting yesterday with 60 different groups presenting for a $750,000 budget Meeting Date Change Discussion- Trying to get back in person- We can move to the third Wednesday and use the Town council chambers Wednesday moving forward – Wednesday, November 18, 2020 Vail Resorts Marketing Update- Phil- Mountain Operations- snowmaking started Saturday, try to open as much as possible Possibly multiple base areas by November 20th. Working through what Mountain dining will look like- Plans for ski school are on the website Reservations system will go live January 6th- Had 800,000 pass sales Winter Mountain Experience page- live page for safety on mountain and off Cyber sale and 96 hour sales in December February 2, 2021 - Page 94 of 117 Other Business- Commercial tax relief Tenting wrapping up Gift card program- 4,000 GC ($25each) Vail businesses can distribute as they like, we hope they give to their employees and can be redeemed at participating businesses Masks- ordered masks and buffs and will distribute through our Welcome centers New lighting experience at the Betty Ford Gardens- 20 minute walk through Dec-Jan. Vail Apres and bell ringing to continue Adjournment- Motion to adjourn by Skip/second by Laurie/unanimous Upcoming Meetings: VLMDAC Monthly Meeting Wednesday, November 18, 2020, Town Council Chambers and/or Zoom February 2, 2021 - Page 95 of 117 Vail Local Marketing District Advisory Council Monthly Meeting November 18, 2020, 8:30 am Meeting held via Zoom VLMDAC member attendees: Amy Moser Harrison (Four Seasons), Esmarie Faessler (Sonnenalp), Laurie Mullen (West Vail Liquor Mart), Jenn Bruno (Vail Town Council), Beth Slifer (Slifer Designs), Jana Morgan (Sweet Basil), Skip Thurnauer, Erica Canneva (Manor Vail) Additional attendees: Kristin Yantis (MYPR), Meggen Kirkham (SITE Marketing),Ainslie Fortune (Cactus), Katie Harker (Cactus) Mia Vlaar (Town of Vail), Jeremy Gross (Town of Vail), Meggen Kirkham (SITE Marketing), Kim Brussow (Vail Valley Partnership), Kay Schneider (Vail Valley Partnership), Liz Gladitsch (Town of Vail), Chris Romer (Vail Valley Partnership), Carlie Smith (Town of Vail), Mark Herron (lodging Liaison), Bob Brown (Data Roadmap), Colin Johnson ( ), Jennifer Viditz-Ward (Vail Resorts), Jeremy Coleman (Data Roadmap), Jim Kellen (Data Roadmap), Liana Moore (Antlers), Call to Order Beth called meeting to order at 8:29am Monthly Financial Report- Carlie reported- September sales tax is estimated to be $1,741,702 which is up 8.8% from last year. Year to date sales tax is $18,466,608 which is down 18.2% from last year but up 41.9% from amended budget. Approval of (August and September) August 20, 2020 Minutes Motion to approve Esmarie / Erica second / unanimous 2020 Metrics, Media & Website Results & Implications- Seasonal lodging occupancy is at 30.9%, 2019 seasonal lodging was 44.76% Year over year seasonal occupancy is down 45% Average daily rate remains strong at $249 May-October Every $1 spent in digital media is generating an estimated $7.85 in lodging revenue, this is up from $7.54 in October The front range was our best opportunity market, they accounted for 75% of Adara reported Vaildaily.com is still the most cost-efficient booking tactic Majority of bookings came from Denver, Dallas and NYC Website review – June 1- October 31- 209,000 site visitors Vail.com- 15% of all booking engagement All partners should be linking to DiscoverVail.com See presentation for more detail February 2, 2021 - Page 96 of 117 2021 Planning Process & Timeline- Create, Finalize and Launch by March 18, 2021 See presentation for more detail Influencer report- Shifted our focus to front range influencers due to COVID 171,000 users reached, 77% women, 55% between the ages of 25-35, looking for adventure International PR Report – Looking for a place to travel with outdoor activities Shared some sample coverage from Forbes and different publications Most visited= NYC, Vail and Miami, many of our Mexican tourists are staying until schools go back to in person learning 54% of Mexicans plan to travel during the last quarter of 2020 Jennifer Viditz-Ward- booking are good for South America They will travel after the holiday season, Samana Santa will be busy Data Systems Roadmap Update- Bob and Jeremy presented: Their Objectives are: Who are our customers Visitation growth Obtaining customer data Iterative approach to leverage small investments to show ROI See presentation for more details. They will Develop and share roadmap summary/details in December Lodge Liaison update- Mark Herron, Mia & Liz Mark- today is a big day, we have our first roundtable at 3:00pm today Presenters from: VR, VVP, Vail local marketing district and Vail chamber and business association Chris Romer will talk about destimetrics, the airport John Dawsey VP hospitality lift operations, on mountain dining, ski school, epic mountain express, how the mountain will operate Allison- TOV Chamber- will discuss safety in the vlllage, TOV events Explained SOAR Analysis- Strengths, Opportunities, Aspirations, Results Create a short term road map for this Winter season then a two-year roadmap CSE Meeting Update- Jeremy- over the last month we reviewed apps for the 2021 season. Allocations were made and presented to the council. Had 60 events proposed asking for $3 million. A lot of events are coming back, King of the mtn, lacrosse tourney, new- triple bypass, finish in Vail not Avon, North American band show, Octoberfest, wine events, farmers market, new-LH farmers market- same Sundays as Vail’s, music and entertainment for the rest of 2020 Vail Skating festival- weekly shows at Solaris through December 26th Bell ringing- last year was at 3pm, this year it will be 4pm February 2, 2021 - Page 97 of 117 Adjournment- Motion to adjourn by /second by /unanimous (This was not done) Upcoming Meetings: VLMDAC Monthly Meeting Wednesday, December 16, 2020, Zoom only February 2, 2021 - Page 98 of 117 Vail Local Marketing District Advisory Council Monthly Meeting December 16, 2020, 8:30 am Meeting held via Zoom VLMDAC member attendees: Esmarie Faessler (Sonnenalp), Laurie Mullen (West Vail Liquor Mart), Jenn Bruno (Vail Town Council), Erica Cannava (Manor Vail Lodge), Beth Slifer (Slifer Designs), Jana Morgan (Sweet Basil), Skip Thurnauer Additional attendees: Kristin Yantis (MYPR), Meggen Kirkham (SITE Marketing), Ainslie Fortune (Cactus), Katie Harker (Cactus) Mia Vlaar (Town of Vail), Jeremy Gross (Town of Vail), Meggen Kirkham, Kim Brussow (Vail Valley Partnership), Kay Schneider (Vail Valley Partnership), Liz Gladitsch (Town of Vail), Chris Romer (Vail Valley Partnership), Carlie Smith (Town of Vail), Mark Herron (lodging Liaison), Bob Brown (Data Roadmap), Jeremy Coleman (Data Roadmap), Jim Kellen (Data Roadmap), Liana Moore (Antlers at Vail), Chris Cares, David Reid, Kam Bozich (Slifer, Smith & Frampton), Michael Holton (Vail Health), Scott Gubrud (Four Seasons), Thomas Vossler (Cactus), Ashley Ojala Call to Order Beth called meeting to order at 8:35am Monthly Financial Report- Carlie reported- $90,000 up 14.3% from Oct 2019 Year to date- $2.4million which is down 16.8% but it is up from amended budget Expenses were $2million compared to the budget of $2.6 million Approval of November 18, 2020 Minutes Motion to approve Laurie/ Esmarie second/ unanimous 2020 Summer Research Results- Chris Cares/RSC associates- Vail had a slow start but the summer season became typical of past summers Day visits were strong, over-nights were down Key states for visitors- CO, TX, FLA, CA Overnight visitors this year 68% 2019 75% We looked at groups- family is still the strongest, Income, if you have an Epic pass, feeling of safety NPS score was 75% Ratings of satisfaction- lowest overall value at 4.2, cleanliness of the town is highest 4.9 See presentation for more info, there are more slides to view 2020 High Rolling Metrics- Cactus Ainslie reported- (May through October) 31% seasonal lodging occupancy, 2019 average seasonal occupancy was 45% February 2, 2021 - Page 99 of 117 Every $1 in digital paid media, we are generating an estimated $9.16 in lodging revenue thru the close of August. This is up 17% from $7.85 RODAS reported in November 2021 Supplemental Budget/Digital Media Opportunities- Cactus A year-round paid search presence will allow us to meet the demand of users planning summer travel in the off-season months Focus on the front range and 3 destination markets TBD Budget recommendation in the off-season months- $140,000 Motion to approve $140,000 Paid search recommendation Skip / Esmarie second/ unanimous Seasonal website content- Prioritize winter while maintaining summer content so it is easy for users to find. 2021 Planning Process & Timeline- Cactus Thomas- Seasonal website content- Prioritize winter while maintaining summer content so it is easy for users to find. January - Development February – Strategies March- Launch Data Systems Roadmap Update- Brown Analytics Bob and Jeremy presented: Talked about Objectives- who are our customers, visitation growth(tax revenue), customer data, iterative approach Discussed a Timeframe for Roadmap See presentation for more info Lodge Liaison update- Mark Herron presented- DiscoverVail.com results 56 listings, 41 total properties Recruited 6 new properties We only get about 20 hits per day, we need to increase this Lodging surveys went out to 90 GM’s, DOM’s with 11 questions Will share SOAR analysis and Action plan at January board meeting CSE Meeting Update- Liz standing in for Jeremy- this group is trying to come up with unique experiences within the town Two virtual tree lightings Friday & Saturdays- strolling entertainment in both villages 20 minute ice skating shows at Solaris NYE fireworks will happen- all bars closing at 10pm Mia- we have allocated money to quite a few events for next year, large events may occur later in the summer February 2, 2021 - Page 100 of 117 Swear in of new VLMDAC Board Members Beth welcomes the new members Beth has some exit remarks- I want to thank everyone, I have been on this board for over 20 years. We have the very best on this board right now. Thanked all board members and asked that they carry on the mission. New members Scott, Michael, Liana and Kam Esmarie Faessler- Director of Marketing, Sonnenalp resort (Chair) Laurie Mullen- Member at Large (Vice Chair) Erica Cannava- Director of Sales, Marketing and Revenue, Manor Vail Lodge (Treasurer) Jana Morgan- Director of Marketing, Sweet Basil & Mountain Standard Kam Bozich- Senior Digital Marketing Manager, Slifer, Smith and Frampton Michael Holton- Chief Marketing & Experience Officer, Vail Health Scott Gubrud- Director of Marketing, Four Seasons Vail Liana Moore- Director of Marketing, Antlers at Vail Jenn Bruno- Town Council Representative Motion to accept Esmarie as Chair, Laurie as Vice chair and Erica as Treasurer- Jen/ Skip second/ unanimous Tammy Nagal to swear in Liana, Scott, Michael and Kam, raise your right hand and state your name, Congratulations to all and Beth you will be missed! Other Business- Adjournment- 10:42 Beth adjourned the meeting Motion to adjourn by /second by /unanimous (did not happen) Upcoming Meetings: VLMDAC Monthly Meeting Wednesday, January 20, 2021, Virtual Zoom Meeting February 2, 2021 - Page 101 of 117 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : V E A C Meeting Notes AT TAC H ME N TS : Description V E AC Notes - October V E AC Notes - N ovember V E AC Notes - D ecember February 2, 2021 - Page 102 of 117 Public Notice Vail Economic Advisory Council Monthly Meeting Tuesday, October 13, 2020 8:00 AM – 10:00 AM Webinar Link: https://us02web.zoom.us/j/82775488271 ___________________________________________________________ AGENDA Link to Packet Materials Alison Wadey, Bob Boselli, Brian Nolan, Brian Stockmar, Greg Moffet, Kristin Williams, Michael Connolly, Mike Lange, Sarah Frank, Kathleen Halloran, Mia Vlaar, Jeremy Gross, Scott Robson • Eagle County Public Health Update, Heath Harmon (15 minutes) • Grand Hyatt Virtual Tour, Tony Pierangeli and Erik Christopher (10 minutes) • Available for businesses to take over the Grand Hyatt conference areas • In-home dining and catering will be popular – Are you thinking of renting on • Finance Report, Kathleen Halloran (5 minutes) • Aug tax down 15% YOY, YTD down 22% • Year end projection: 23M down 27% YOY, assuming conservative Nov. Dec at 50% down. • Romer: Given booking trends, 30% is likely more realistic • Nov/early Dec. looks almost flat to last year as of now • CO total spending by consumers in restaurants and entertainment are still down 40-60% • Eagle County is closer to down 10% • Real Estate transfer tax through Sept 6M vs budget of 6.3M • Construction use tax down 20% YOY • All funds 43M, up from budget but down 16% YOY • Next month looking to pull lodging tax and occupancy and corollate that with sales tax • Economic Recovery Tactics Discussion, Mia Vlaar (30 minutes) • Commercial Rent Relief Program Update • 13 applicants for August with total relief of $20,555 • Many businesses were doing better in August • Some landlords • Winter Operations Tenting and Warming Update • Funding of up to $500,000 • Sitting at 15+ tents for restaurants that have agreed to operation model • Warming areas – Firepit and heater environments to provide opportunities for outdoor heating. February 2, 2021 - Page 103 of 117 • Is TOV requiring building permit on tents? Not if it’s attached to the building and has larger engineering framing. • Concerns with environmental impacts. • Meeting with over 30 restaurants with fire as well to ensure everyone understands the process and opportunities. • Gift Card Program Update • 4,000 gift cards • 1,000 to local community • Bulk Mask Production/Distribution Update • 11,000 will be ordered • Delivery date of mid-November • Businesses can purchase more online moving forward if interested • NOTES: do we have access to filters. Provide where you can purchase filters to businesses etc. • Are they individually wrapped. That would be preferred for safety reasons. Businesses would need them individually wrapped for resell • Welcome Center to wear gloves to distribute. • Guest Experience Update, Mia Vlaar and Liz Gladitsch (10 minutes) • Revely/Magic of Lights • VVP has secured the order of lights and contract with vendor • Add ticketed product into lodging packages etc. – VVP is working on this now • Marketing effort will be similar to VVP event marketing efforts in conjunction with Revely branding • Launch Dec. 11 through Jan. 23 • Still finalizing locals vs. visitor cost • Could we do a teaser in the villages in the future to pull into the village a bit • Could we do a pre-tour / Concierge night. Include Prima Vail as well. • Employee Training • Additional curriculum ideas: • Mental Health – Vail Health willing to help make this happen • Sustainability – Krista to work with Enviro Team • COVID specific training • Employee Engagement • Vail Après/ Bell Ringing • Winter Guest Communication Plan • Town Manager’s Report, Scott Robson (10 minutes) • Special Events, Jeremy Gross (5 minutes) • $3m dollars in requested funding for an $800 budget • Great year-round activations have been proposed. • Next Council Meeting • Walking Mountains on commuter survey at next council meeting February 2, 2021 - Page 104 of 117 • MOU’s for Booth Heights housing process • Citizen Input (5 minutes) • Other Business (5 minutes) • Adjournment Next Meeting Tuesday, November 10, 2020 8:00 – 10:00 AM, Zoom Meeting OR Council Chambers February 2, 2021 - Page 105 of 117 Public Notice Vail Economic Advisory Council Monthly Meeting Tuesday, November 10, 2020 8:00 AM – 10:00 AM Zoom link: https://us02web.zoom.us/w/81631309867?tk=rnArU0h4EeT2PeqLTQIHnLfQ5pzlUMVbTbtsCQ195xM.DQIAAAATA ZrwKxY0UDZ4TkRjRlR1R2IzZUFlQlpxMGV3AAAAAAAAAAAAAAAAAAAAAAAAAAAA#success ________________________________________________________ AGENDA Link to Packet Materials • Town Manager’s Report, Scott Robson (10 minutes) • Transit • Ongoing planning and challenges related to transit. Trying to figure out how to comply with the states new guidelines of 50% of seating capacity. State is holding steady with their mandates. • Installed synexis system to all busses. First transit system to install system wide. • Local transit agencies have all been working on lobbying the state to no avail. • Masks • Mask mandate issued at last council meeting for specific areas. Council will revisit on the 17th with possibility of formalizing the order as a resolution. • Discussions about west vail mask mandate. Following the model of aspen and breck focusing on the village core where maintaining distance is harder. • Public Health Update (20 minutes) • Eagle County Update, Heath Harmon • Community priorities remain consistent • Schools open • Businesses open – staff impacts based on quarantine. • Upswing over the last 2 week in the 14 day incidence rate. Kids and teachers/staff are testing positive at schools. Those kids who have to quarantine impact the workforce as parents need to stay home too. • Outbreaks from social gatherings including Halloween weekend. • Ripple effect even in trusted friend/family group settings • 83% of ICU beds are filled. Likely can’t transfer any patients from Vail Health elsewhere. • Our window to avoid moving back into orange has closed. Likely will move into orange level by end of week. • Continue to work with VR on operations plan with shift to orange • Community needs to focus on safe holiday plans going into thanksgiving. Significant outbreaks have been traced to irresponsible private gatherings. • Bosseli – restaurants and retailers need simple messaging through signage. ONE sheet. • Liz – Signage has been in the works for a while but had to get updated with the mask mandate roll out. Final toolkit will be out end of week. • Need a clear and consistent message across the county. Can county create something “mask” related • Vail Mountain Update, Beth Howard (15 minutes) • Good snowmaking window to start. Over 12” on the stake. Focused on the upper terrain. GP Base, Village and LH Bases. Working on ski and ride egress to avoid the gondola download scenario. Goal to open all 3 portals on opening day to spread out guests and achieve physical distancing. • Town of Vail Finance Report, Kathleen Halloran (5 minutes) February 2, 2021 - Page 106 of 117 • Sales tax up 9% of budget. Still down YOY. Anticipated using up to $7m in reserve, looking to be closer to 1-1.5 m. • Record year for real estate. RETT up. Construction use tax is down as expected. $48M total collection. Up from budget but down 10% from prior year. • Economic Recovery Report, Econ Dev Staff (10 minutes) • Commercial Rent Relief Program Update - Mia Vlaar • So far we have allocated approx. $50k of $1M. • Looking at going backwards and paying rent support retroactively for April May and June. • Feedback on creating a new/extended program: • Most damage was done in early part of the year • Many stores were not open 7 days a week so didn’t qualify for program. Those businesses should be eligible to qualify • Well intended but has complications. Model economic disaster loans. Energize Colorado gap funds ($15k grant) • Simplify the process to have highest impact to businesses when they really need it • Look at the examples from Colorado GAP Fund and other regional and national programs. Look at the original goal of the program. EIDL • Winter Operations Tenting and Warming Update - Jeremy Gross • Looking at specific products that meet Vail needs. Focused on areas we have the room to do it. Lionshead arcade, Children’s Fountain, International Bridge • Designing firepits • Sourcing snow-rated igloos • Original restaurant tenting was 50 locations. After understanding the price of heating for restaurants, we are down to 12 tents. 3 using infrared, some using propane. • Gift Card Program and Face Coverings – Mia Vlaar • Almost all gift cards have been distributed • Floor Stickers for Social Distancing – Mia Vlaar • Businesses would be interested in having a unified look provided by Town. • Guest Experience Update, (15 minutes) • Early Season Activation Programming. Visit Discovervail.com/events for updated info • Revely - Mia Vlaar • Magic of Lights – Sarah Franke • Vail Holidays – Jeremy Gross • PrimaVail Training and Employee Engagement - Alison Wadey • Businesses and employees can sign up at primavail.com • Vail Après/ Bell Ringing – Alison Wadey • Visit discovervail.com/apres for info on updating your offering • Time moved to 4pm • Winter Guest Communication Plan – Mia Vlaar • Community Business Toolkit can be referenced at discovervail.com/wintertoolkit • Guest Ambassador Program through Welcome Center is starting up in early December. Looking for applicants • Face Mask messaging • Free disposable masks at Welcome Centers • Unified messaging throughout Town of Vail including round about banners, signage, floor decals, • CSE Update and Upcoming Special Events, Jeremy Gross (5 minutes) • Citizen Input & Other Business (5 minutes) February 2, 2021 - Page 107 of 117 UPCOMING COMMUNITY ZOOM SEASON KICKOFF MEETINGS Thursday, November 12 -- Vail Chamber Kickoff Meeting -- Alison Wadey -- awadey@vailchamber.org Thursday, November 18 -- Vail Lodging Roundtable -- Mark Herron -- markherron57@gmail.com Wednesday, December 2 – Vail Lodging Public Relations – Kristin Yantis kyantis@mypr.com Next Meeting Tuesday, December 8, 2020 8:00 – 10:00 AM, Zoom Meeting February 2, 2021 - Page 108 of 117 Public Notice Vail Economic Advisory Council Monthly Meeting Tuesday, December 8, 2020 8:00 AM – 10:00 AM Register for Zoom Webinar: https://us02web.zoom.us/webinar/register/WN_HSWV76mQQqaThgP53-V1tQ Advanced Registration Required. Click link and you’ll get an email with zoom link ________________________________________________________ AGENDA VEAC Members: Kim Rediker, Michael Lange, Beth Howard, Scott Robson, Chris Romer, Brian Stockmar, Michael Connolly, John Dawsey, Mark Gordon, Heath Harmon, Will Cook, Ben Gilbert, Greg Moffet, Scott Gubrud, Jeff Kennedy (Moes), Samantha Biszantz (Root & Flower), Matt Ivy, Johannes Faessler, Sarah Franke, Alison Wadey, Caitlin Murray, Matt Morgan, Brian Nolan TOV Staff: Scott Robson, Mia Vlaar, Kathleen Halloran, Jeremy Gross, Liz Gladitsch • Public Health Update (20 minutes) • Eagle County Update, Heath Harmon • 6 Eagle County residents hospitalized currently – High number for us • Vail Health Update, Will Cook • We are one of the few counties in the country that have kids in school • Need to get to 70% herd immunity so need to work hard to get adults to take vaccine. • Two dose vaccine • Forefront as distribution center for vaccine. 13-1,900 vaccines coming • Vail Mountain Update, Beth Howard (15 minutes) • 30” down on average snow rate • Guests mostly being compliant with safety protocols • Note from Kim for Town: No one is wearing masks in the garage and they are taking their masks off going from Mountain to town. Consider signage in those areas. • Finance Report, Kathleen Halloran (5 minutes) • Sales tax. Oct and Sept up 9% YOY • YTD collected $19.8M, down 17% YOY • Real Estate record $8.7M up 37% YOY • Construction down $2M, down 18% • Parking pass sales down, Daily sales, up 30% on weekends • Overall revenue down 13% YOY • Budget at crisis level at 27% drop • State Legislative and other Relief Program Opportunities, Chris Romer (10 minutes) • Senate Bill – 100m from general funds for critical response to C19 – PPE supply etc for public health response • Reach out to elected officials to pass a second relief program for a Federal relief • May programs at federal level but If you need contact info, reach out to Chris • Air Update • Maintained flight service from all markets, aside from Salt Lake City due to aircraft availability • EC regional airport dating back to June: Greatly exceeded national average YOY, but still down. October, 94% of historic average vs 37% national average • Avail. Seats stable on YOY basis February 2, 2021 - Page 109 of 117 • 1 week to 10 days is highest booking. Markets doing the best is where disease is under more control or restrictions are less • Town Manager’s Report, Scott Robson (10 minutes) • 2021 budget approved flat with 2020 crisis budget • Relief funds that we’d like to roll over to 2021 • Guest Ambassador program starts up 12/10. Moving to a paid program model because typically the volunteers are an older demographic who are at higher risk. • Seeing 95% compliance on mask wearing in village • Ordinance to limit gathering to one household only ends on Dec. 18 • Transit • from operational standpoint is biggest pain point. New state guidelines to 21 passengers max on busses vs. 50% of length of bus. Max buss capacity is 80-90 on peak time periods with standing on busses. • Will be running piggyback busses so we can load 42 over 2 busses • Synexis systems in place • Five Star Certification Program, Mia Vlaar (10 minutes) • State level Variance Protection Program, certify businesses and allow them to operate one tier lower on state level. Looking to launch state wide variance program. Eagle County is moving forward on how to implement some sort of program. In red, it doesn’t apply. • How can we be sure to request this be changed so it does still apply in red • In holding pattern until Dec. 18 • Looking for a shared finance model for this • Nolan: We should just start adhering to criteria so we can show we can do it and not wait • Community and Commercial Relief Funds, Mia Vlaar (10 minutes) • $130k Community Relief fund for food, shelter and heath, traveling into 2021 budget • Commercial Rent Relief • Has been a bit challenging. Full participation of landlord required. • Looking at a business grant program. • Business can fill out application that states their own situation and Town provide a max per business. Providing broad criteria of what it can be used for. Flexibility is important • Kathleen: Looking at what an appropriate max per business would be. • Maybe scaled model based upon size of the business • Broad group that makes the decision • Looking at a revised plan to provide additional relief • Guest Experience and Early Season Activations, (15 minutes) • Magic of Lights – Sarah Franke • Reserve tickets ahead of time at magicoflightsvail.com • 4-9pm nightly Dec 11 – Jan 24 • Packages available for restaurants and hotels to purchase • Vail Holidays – Jeremy Gross • PrimaVail Training and Employee Engagement - Alison Wadey • 50 spots for Prima Vail participants to experience Magic of Lights Vail on PrimaVail.com • Have spots open for online training at PrimaVail.com • Walking Tours have been well attended (2 so far) • Mental Health module with 27 in attendance from Vail Health • Sustainability/Nordic event on 12/16 • Vail Après/ Bell Ringing – Alison Wadey February 2, 2021 - Page 110 of 117 • CSE Update, Jeremy Gross (5 minutes) • Review of current events happening • VLMD Update, Liz Gladitsch (5 minutes) • VLMDAC interviews take place 12/15 • Citizen Input & Other Business (5 minutes) • Food Truck Pilot Program • One truck in each village, temporarily. Moe’s and Root and Flower as of now • This is about guest service • Designed for grab and go focusing on lunch and weekends Next Meeting Tuesday, January 12, 2021 8:00 – 10:00 AM, Zoom Meeting February 2, 2021 - Page 111 of 117 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 : J anuary 6, 2021 C S E Meeting Minutes AT TAC H ME N TS : Description January 6, 2021 C S E Meeting Minutes February 2, 2021 - Page 112 of 117 COMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting (Info at the bottom of the page) Wednesday, January 6, 2021 @ 8:30a.m.-10:30a.m. MINUTES: Meeting materials can be accessed at the following link https://vailgovrecords.com/WebLink/Browse.aspx?id=666900&dbid=0&repo=TownofVail Laserfiche CSE: ALL present: Alison Wadey, Marco Valenti, Doug Smith, Jill Lau, Kim Newbury Rediker, Nick Conover, Samantha Biszantz Staff: Jeremy Gross, Mia Vlaar, Liz Gladitsch Attendees: Chris Huntington, Diane Moudy, Holli Snyswe, Kristen Horpedahl, Austin Gavlak, Tayor Smith, Diane Moudy, Karah Maloley, Eddie Shipstad, 1. 8:30a.m.: Administrative Items (30 minutes) a. Swearing in of CSE members for the 2021-2022 term. Alison Wadey, Douglas Smith, Marco Valenti, Nick Conover • Performed by Stephanie Bibbens. All new members sworn in. • Boards and commissions training with Matt Mire will be scheduled for new members. b. Vote for Committee Chair and Vice Chair • Rediker: I would like to nominate Alison Wadey as committee chair. Alison is great at running meetings and is a reliable channel for our business community to connect with CSE and the Town of Vail. • Unanimously appointed Chair • Biszantz: I would like to nominate Kim Rediker for Vice-chair. I love her point of view and input and her position on the VRD board is great for providing additional context. • Unanimously appointed Vice-Chair c. Approval of the Minutes from the December CSE Meeting • Valenti/Rediker/Douglas Smith and Nick Conover abstained d. Jan 5 Council Update • Housing and Children’s Garden of Learning (CGA) was the main focus of January 5 meeting. • Where will events park large Vehicles while CGA is present? Event Review Committee will work on solutions for this. • VLMD requested $140,000 for digital marketing to understand guest behavior and market year-round with non-winter search terms. e. VEAC Update • Next meeting is 1/12 • 5-star variance program started but since county didn’t move into red, we can start thinking more back to yellow and 50% occupancy • Business Relief program, reimagining of commercial rent relief program • Gift Card Program - 61% of gift cards were redeemed. Refunding over $75,000 f. VLMDAC Update • Consider joint meeting between VLMDAC and Town council to explore broadening of VLMD from non-winter to year-round. February 2, 2021 - Page 113 of 117 Lau: suggestions for future meetings – o Add budget update to agenda so we know how much funding we have available for each meeting if it has changed o Be sure to add any upcoming events for that month to agenda o Like VLMDAC sign ups, could we have one CSE board member attend all events that we fund. Should we create a sign-up sheet for this and make it more formal than how it is now? 2. 9:00 a.m.: Event Update/requests (30 Minutes) a. Powabunga • Austin Gavlak: Powabunga is currently scheduled for April 2021, COVID isn’t progressing as fast as we would like. It doesn’t seem like hosting this size event in April will work with public health guidelines or the goals of the Town. Would like to move dates to December 17-19, 2021. If more money is available, we could hold a smaller scale season opener event to test out the procedures for COVID. • Wadey: concerned about pivoting the dates. • Austin: looking for other date options. Concerned with honoring already purchased tickets from 2020 • Biszantz: Don’t think having an April event is responsible with COVID where it currently is. Early December is so slow and think moving to December is a good move, this season. December 9th weekend would be more appealing than December 17-19. • Rediker: Don’t think you will have enough time to plan for April. Don’t try for that weekend you proposed. Already full in hotels at that time. Look at Thanksgiving – Dec. 10 • Valenti: Like idea of looking at Dec. 10-12 • Biszantz: Is Snow Days happening? • Wadey: Staff needs to vet this and come back with a recommendation • Vlaar: We already have Revely, Magic of Lights, Snow Days, and Vail Holidays. There are a lot of components and we need to make sure align with the goals of the town. • Smith: Powabunga has electronic connections to current ticket holders. Reconnect with them and send a message for a one time use code at another Vail event. Could fill in another gap in the schedule. Austin: All who asked for a refund were given an additional free ticket for when Powabunga happens. • Rediker: We aren’t going to have additional CSE funds. Our budget is very limited. • Lau: Agree later in season is better. What about Oct, early Nov? - Austin: Needs to be during ski season as it’s part of the brand. • Vlaar: Have you been working with Vail Resorts on their approval to use the mountain? a. Austin: This is where I started, so no. b. Wadey: Need to have a preliminary discussion with Vail Resorts now for all date options. • Staff will discuss overall early season programming and report back to CSE and Council. February 2, 2021 - Page 114 of 117 b. VVP Economic Development Program Funding • VVP Economic Development Programs are being shifted to CSE funding. 2 days before the funding meeting. $12K for 2021 and will be going through E&E moving forward • Council funded $12K for 2021 but shifted the future requests to CSE • Staff to provide all program details and budget breakdown 3. 9:30 a.m.: Event Recap (55 minutes) a. Holidays/Revely Recap (10 minutes) • Skating Festival, Holiday Lighting, Astronomy Nights, Kringle Market, Lionshead tree lighting, VV tree lighting, DIY craft kits, Fireworks, Holidays. • Not CSE funded event but wanted to give a recap of what happened over the holidays and get feedback from group • Increased holiday lighting with GOBOs, gave additional holiday lighting to businesses. • Strolling music and ambient entertainment with Diane Moudy. • Total budget for both events: $170,000 but won’t get anywhere near that spend this year due to COVID. • Components of Revely: designed to precede Vail Holidays time period. Originally were conceived in partnership with Vail Resorts to highlight the opening weeks of the mountain and the improved snowmaking. • Wadey: Businesses appreciated the lights and Ice Skating was well received. b. Ambient Music and entertainment December (15 Minutes) • Funding was $20,000 for Nov. 26 – Dec. 31 • 2-5pm originally but moved it from 1-4pm so there was more village activity • Feedback from characters: Love to see if there is some sort of button to wear so people know where to tag and how to share. • Have someone in the village every day to monitor the talent on wearing masks and ensuring there isn’t a gathering too large. • Rediker: Keep up the great work and the creativity and flexibility. You’ve sent the message that Vail is fun, creative and safe • Smith: Music recommendation – Maybe consider musicians in the open area near mountain? Moudy: We have looked at many different areas. We are constantly evaluating crowds, the 25-foot spacing for musicians, traffic patterns, etc. Land manager is also a concern. Need to stay off Vail Resorts property without specific approvals. • We were able to bring in Helmut for a bunch of dates due to Beaver Creek cutting back. Such a great asset. He is infamous. c. Community Leadership Academy (15 Minutes) – Karah Maloley • 12 students and 8 organizations in this year’s program at Grandview (max capacity with physical distancing). ERWSD, TOV, Holy Cross, Bravo, Eagle County Schools, Walking Mountains, Hyatt, Slifer Designs. 32 Signed up for all sessions this year. • December class was held remotely due to public health restrictions. • Great to have firefighters from the Town join the group. February 2, 2021 - Page 115 of 117 • Provided some additional scholarships this year to support more people in this weird time. • Motion to release final funding • Rediker/Valenti/Unanimous d. Vail Skating Festival (15 Minutes) • 1st show was canceled due to COVID restrictions. 2020 funding is being adjusted to 32,000 from $40,000, paying for the 4 remaining shows that occurred. • Hired 2 security guards and ushers to mention to respect social distance and we had success with social distancing • Great feedback from spectators, appreciating live entertainment. • Staff to look at possibility to add a few more in 2021 Jan/Feb. • Smith: Thoughts on streaming this next time? • Motion to release final funding. • Valenti/Biszantz/unanimous 4. 10:25 a.m.: New Business (5 minutes) a. Lau: Can we add the full year’s event calendar to discovervail.com? Vlaar: Yes, we will add events as far out as we feel safe doing so with COVID. Adjournment @ 10:30 a.m. The January CSE meeting will be held virtually via Zoom. If you would like to attend virtually please register ahead of time via the link here - https://us02web.zoom.us/webinar/register/WN_MmqB4tnTQpekr7fUWJGk_A . During the webinar, you can use the Q&A feature to ask questions to the CSE or you can use the Raise Hand button to request to be un-muted. February 2, 2021 - Page 116 of 117 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : Recess at 5:30 pm (estimate) February 2, 2021 - Page 117 of 117