Loading...
HomeMy WebLinkAbout2021-04-20 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 2:30 P M, April 20, 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 1.1.AMEN D E D Executive S ession pursuant to 1) C.R.S. § 24-6-402(4)(a)(e) conc erning the purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest; and to determine positions, develop a negotiating strategy and instruct negotiators regarding negotiations for possible ac quisition of real property ; and 2) C.R.S. §24-6-402(4)(f) - to disc uss personnel matters, Regarding: Town Manger review and compensation. 40 min. Presenter(s): Matt Mire, Town Attorney 2.The Afternoon Regular Meeting will reconvene at 3:30 p.m 3.Joint Meeting with Vail Recr eation D istrict 3.1.J oint Meeting with Vail Recreation Distric t 60 min. Presenter(s): Mike Ortiz, V RD Director, Sc ott Robson, Town Manager, VRD Board Members Action Requested of Counc il: D iscussion only. Bac kground: Town Council and Vail Rec reation Distric t occ asionally meet to review operations, programming and topic s of mutual interest. The disc ussion items for next Tuesday inc lude V RD operational updates (winter and upcoming summer) as well as an update about the feasibility of leasing and operating the former Aria C lub & Spa as a recreation c enter. 4.P resentation / Discussion 4.1.Guest Experienc e I nitiatives W inter Season (2020-2021) Rec ap 15 min. Presenter(s): Patty Mc Kenny, Assistant Town Manager, Mia Vlaar, Economic Development D irec tor Action Requested of Counc il: I nformational presentation only. Bac kground: The Guest Experience I nitiatives Collaborative Advisory Committee will present a recap of the programs implemented for the 2020- 2021 season. W hile the public health c risis impacted the ability to offer programs at the same level, the team was able to continue to offer April 20, 2021 - Page 1 of 103 ac tivations and the PrimaVail experience in an effort to enhanc e the level of services by creating a seamless c ommunity -wide guest experienc e. I n addition, there were creative ways offered to employees to partic ipate in ac tivities that helped community and soc ial c onnections. 4.2.Town of Vail Municipal W orkforce Housing Update 30 min. Presenter(s): Krista Miller, D irec tor of Human Resources Action Requested of Counc il: Presentation and Discussion Only Bac kground: Council has rec ently requested information on the town’s internal housing programs. This presentation provides an overview of the internal employ ee housing programs, where our employ ees reside, and future opportunities for housing our munic ipal workforc e. 4.3.2021 Vail Americ a Days Event Outline 10 min. Presenter(s): Mia Vlaar, Ec onomic Development Director, J eremy Gross, Special Events Coordinator Action Requested of Counc il: Staff requests that town council approve the operational plan and theme of “Americas Heroes” for Vail’s 2021 America D ay s c elebration. Bac kground: Due to the withdraw of our event production partner, the Town of Vail is proposing to take over the produc tion of the Vail A merica D ay s event. Staff Rec ommendation: S taff rec ommends that town counc il approve the operational plan and theme of “Americas Heroes” for Vail’s 2021 America D ay s c elebration. 5.D R B / PEC Update (5 min.) 5.1.D RB / P E C Update 5 min. Presenter(s): Matt Gennett, Director of Community Development 6.Information U pdate 6.1.2020 Annual Deed Restric tion C ompliance and Enforc ement Process 6.2.AI PP Approved March 1 & 16, 2021 Minutes 6.3.VLHA Marc h 9, 2021 Minutes 6.4.April 7, 2021 C S E Meeting Minutes 6.5.VLMD A C Minutes - February/Supplemental 6.6.Proposed Future Agenda I tems 7.Matters from Mayor, Council and Committee Reports (10 min.) 8.Recess 8.1.Rec ess 5:45 pm (estimate) April 20, 2021 - Page 2 of 103 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. April 20, 2021 - Page 3 of 103 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 : AM E ND E D Executive S ession pursuant to 1) C.R.S . § 24-6-402(4)(a)(e) concerning the purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest; and to determine positions, develop a negotiating strategy and instruct negotiators regarding negotiations for possible acquisition of real property; and 2) C.R.S . §24-6-402(4)(f) - to discuss personnel matters, R egarding: Town Manger review and compensation. P RE S E NT E R(S ): Matt Mire, Town A ttorney April 20, 2021 - Page 4 of 103 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 oint Meeting with Vail Recreation District P RE S E NT E R(S ): Mike Ortiz, V R D Director, Scott R obson, Town Manager, V R D B oard Members AC T IO N RE Q UE S T E D O F C O UNC IL : D iscussion only. B AC K G RO UND: Town C ouncil and Vail Recreation District occasionally meet to review operations, programming and topics of mutual interest. The discussion items f or next Tuesday include V R D operational updates (winter and upcoming summer) as well as an update about the f easibility of leasing and operating the former Aria Club & Spa as a recreation center. AT TAC H ME N TS : Description Aria Spa Memorandum TO V Presentation Graphs April 20, 2021 - Page 5 of 103 BOARD ACTION REQUEST FORM TO: VAIL RECREATION DISTRICT BOARD OF DIRECTORS FROM: Executive Director Mike Ortiz, Nordic Center Director Dan Timm & Eric Weaver, Marchetti & Weaver LLC DATE: February 10, 2021 SUBJECT: Feasibility of Rental and Operation of Aria Club & Spa Summary of Subject: The Vail Recreation District and Town of Vail staffs were asked to explore the feasibility of leasing and operating the former Aria Club & Spa as a recreation center. VRD staff put together an operating budget for this facility. This proposed lease assumes that the existing spa and indoor tennis spaces would be excluded from the lease and the lessee would be responsible for all FFE. Additionally, ownership has proposed that Hyatt “Gold Member” guests and employees are granted free access to the facility. All the financial obligations (numbers) of the lease are included in the budget. A huge thank you to Dan Timm who was very helpful in putting this budget together. Dan worked at Aria for 17 years, many of those as the club director. Discussion/Background: After review of this budget, staff had the following thoughts under Scenario 2 of the attached - assuming a membership of 350 and the terms of the latest proposed lease. • Operational expenses would be $2.5M. This would represent a 35% increase in our current operating expenses of $7M for the entire district. • The annual operating subsidy would be $1.8M. If the TOV were to cover the CAM, utilities and rent ($0 rent assumed in this budget) the annual subsidy to the VRD could be reduced to $1.3M. • In this budget, we assume a membership fee of $125/monthly. Currently, monthly recreation center fees in the immediate area are Avon at $57, Gypsum at $54 and Breckenridge at $47. • Using these numbers, the proposed budget shows an estimated subsidy needed of $5,075 per member per year. • We estimate that operating this facility will require 18 full-time, benefitted positions and approximately 40-45 part-time staff members. This a major concern for both the VRD and TOV. • The building is old and in need of many repairs and replacements that are visible. Additionally, we believe that the same is true for multiple items that cannot be seen. We are certain that the HVAC system, pool, Jacuzzis and steam rooms all require major April 20, 2021 - Page 6 of 103 improvements. Should the VRD and/or TOV fund capital repair/replacement in a facility they don’t own? • In order to attract new membership, a “WOW” factor needs to be created requiring major capital expenditures. Many former members have moved on to other clubs and facilities in the valley. • Parking at the facility will be very costly. In this budget we are assuming $311K ($5 per entry). • This facility is not a recreation center but rather a fitness gym. The VRD could not host any of its current team sports programs in this facility. • An area of excitement for the VRD was to turn the old tennis courts into both indoor tennis and pickleball. Pickleball has quickly become a thriving program for the VRD but the lease, as proposed, would not allow use of these spaces. • Based on Dan’s experience, we need to assume that we will have 25-30 hotel guests a day and that 100 Hyatt employees will use the facility three to four times per week. No revenue is forecasted for this usage. • Not included in this budget are other overall cost increases for VRD for insurance, accounting, human resources and other administrative functions that will dramatically increase with this operation. • The VRD passed a 1 mill increase in property taxes in 2018. Even with the Town’s financial participation, this operation would likely negate the entire increase. The District would need to seek voter approval (November 2021 for 2022 collection would be the earliest opportunity) of another 1–1.5 mill levy property tax increase. • Staff believes there are Four options: - Option 1: Direct VRD staff to study and survey the Vail community’s appetite for a 1– 1.5 mill levy property tax increase to fund the operational and proposed lease costs of this facility. - Option 2: Assume the proposed operational and lease costs into the current budget. - Option 3: Ask the Town of Vail to assume all operational and proposed lease costs of this facility. - Option 4: Staff ends all discovery work and negoitiations cease. • Recommendation: Staff recommends that the district end all negotiating with ownership of the Aria Club & Spa. The area of the club that most interests VRD staff, because of program viability and growth potential, are not included in the lease. VRD would not be able to move any of their current adult/youth team sports programming to this facility because it is too small. Neither the VRD nor the TOV should invest capital funds into a building the taxpayers don’t own. Our current and best operating plan is for the town to own the facilities that the district manages. This is an extremely risky financial proposition for the district in an exceptionally tough market. We believe the landscape of club fitness will change. Unfortunately, we don’t have any idea of the direction as of yet. April 20, 2021 - Page 7 of 103 ARIA Analysis Scenario 1 Scenario 2 Scenario 3 Scenario 4 350 Members (With Daycare) 350 Members (No Daycare) 500 Members (With Daycare) 763 Members (With Daycare) Assumptions Square Footage Leased 29,095 29,095 29,095 29,095 Need to Confirm Rent Fee - - - - Assume no rent charged CAM Fee 10 10 10 10 Per Square Foot Member Count 350 350 500 763 Average Members Monthly Membership Fees 125.00$ 125.00$ 125.00$ 125.00$ Monthly Average Fee Personal Training Fees 90.00$ 90.00$ 90.00$ 90.00$ Per Session Fee Daycare Fee 5.00$ -$ 5.00$ 5.00$ Per Time Hour Per Child Revenues: Membership Dues 525,000 525,000 750,000 1,144,500 Personal Training 163,800 163,800 234,000 357,084 5% of Members Use 2 Times Per Week Daycare 13,650 - 19,500 29,757 5% of Members Use 3 Times Per Week Total Revenues 702,450 688,800 1,003,500 1,531,341 Expenses: Wages Management Club Director 90,000 90,000 90,000 90,000 Front Desk Manager 55,000 55,000 55,000 55,000 Membership Sales Manager 40,000 40,000 40,000 40,000 Athletic Manager 45,000 45,000 45,000 45,000 Housekeeping Manager 42,000 42,000 42,000 42,000 Engineering Manager 55,000 55,000 55,000 55,000 Full-Time Staff Childcare Manager 41,600 - 41,600 41,600 $20/Hr- Full-Time Front Desk x 3 full time 112,320 112,320 112,320 112,320 $18/Hr- 3 Full-Time Positions Housekeepers 224,640 224,640 224,640 224,640 6 Full Time at $18/Hr Engineering Assistants 62,400 62,400 62,400 62,400 $20/hr, 2 Staff at 30 Hrs/ week each Part-Time Staff Fit Floor Staff part time 39,312 39,312 39,312 39,312 $18/Hr 2 Shifts Per Day, 3 Hours Each Fitness Instructors 52,000 52,000 52,000 52,000 $50 Per Class- 20 Classes / week Personal Trainers 122,850 122,850 175,500 267,813 75% of Personal Training Revenues Childcare Attendants 45,864 - 45,864 45,864 9:00-1:00 and 4:30-7:30 Daily Benefits & Taxes Health Insurance 243,000 243,000 243,000 243,000 Avegage $1,150/ Mo. For Management & FT- Staff Retirement 95,995 90,795 95,995 95,995 12.5% of Management & Full-Time Staff Wages FICA 16,122 13,278 19,386 25,109 6.2% of Part-Time Wages Medicare 14,906 13,638 15,669 17,008 1.45% of Total Wages Workers Comp 20,560 18,810 21,613 23,459 2% of Total Wages Total Wages & Benefits 1,418,568 1,320,043 1,476,299 1,577,520 Operations Equipment Lease 48,000 48,000 48,000 48,000 $4k Per Month (take over lease pyments) Rent - - - - Assumed $0 Based on Number CAM 290,950 290,950 290,950 290,950 $10 Per Ft Per Year Utilities 200,000 200,000 200,000 200,000 Pool uses a lot of energy Building Operations 150,000 150,000 150,000 150,000 Old facility, constant maintenance required Parking Fees- Members 273,000 273,000 390,000 595,140 $5 Per Time- Assume 3 times per week per member Parking Fees- Employees 38,000 33,000 38,000 38,000 $5 Per Employee Per Shift Operating Costs 150,000 150,000 150,000 150,000 CC fees, uniforms, supplies, marketing, laundry, etc. Total Operations 1,149,950 1,144,950 1,266,950 1,472,090 Total Expenses 2,568,518 2,464,993 2,743,249 3,049,610 NET OPERATING INCOME (LOSS)(1,866,068) (1,776,193) (1,739,749) (1,518,269) Contribution From Town Rent - - - - Equal to Expenses Above CAM 290,950 290,950 290,950 290,950 Equal to Expenses Above Utilities 200,000 200,000 200,000 200,000 Equal to Expenses Above Total Town Contributions 490,950 490,950 490,950 490,950 NET VRD INCOME (LOSS)(1,375,118) (1,285,243) (1,248,799) (1,027,319) Per Member Subsidy (VRD Portion)3,929 3,672 2,498 1,346 Per Member Subsidy (TOV Portion)1,403 1,403 982 643 Total Subsidy Per Member 5,332 5,075 3,479 1,990 Mill Levy Required To Cover Total Deficits: VRD Portion Only 1.12 1.04 1.01 0.83 Town & VRD Portion 1.52 1.44 1.41 1.23 April 20, 2021 - Page 8 of 103 April 20, 2021 - Page 9 of 103 April 20, 2021 - Page 10 of 103 April 20, 2021 - Page 11 of 103 April 20, 2021 - Page 12 of 103 April 20, 2021 - Page 13 of 103 April 20, 2021 - Page 14 of 103 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 : G uest Experience I nitiatives W inter Season (2020-2021) Recap P RE S E NT E R(S ): Patty McKenny, Assistant Town Manager, Mia V laar, Economic Development Director AC T IO N RE Q UE S T E D O F C O UNC IL : I nf ormational presentation only. B AC K G RO UND: T he Guest Experience I nitiatives Collaborative A dvisory C ommittee will present a recap of the programs implemented for the 2020-2021 season. W hile the public health crisis impacted the ability to of f er programs at the same level, the team was able to continue to offer activations and the P rimaVail experience in an ef f ort to enhance the level of services by creating a seamless community-wide guest experience. I n addition, there were creative ways offered to employees to participate in activities that helped community and social connections. AT TAC H ME N TS : Description Memo Guest Experience Initiatives 042021 P P Guest Exper ience 042021 April 20, 2021 - Page 15 of 103 To: Mayor and Town Council From: Vail Guest Experience Initiatives Collaborative Advisory Committee Date: April 20, 2021 Subject: Guest Experience Initiatives Recap for 2020-2021 Winter Season 1. SUMMARY The advisory committee, represented by the Town of Vail, VCBA and Vail Mountain, will present an overview of the Guest Experience Initiatives which were implemented during the 2020-2021 winter season. The programming is finishing up its second year this season. While there were a number of challenges presented by the public health crisis, these initiatives were carried out and remained compliant with public health orders and requirements. The presentation will include highlights about the following: 1. Early Season Guest Experience • Revely Vail • Magic of Lights 2. Enhanced Village Guest Experience • Vail Après • Ambient Music and Family Entertainment • Firepits; igloos in the village 3. PrimaVail • Community Guest Service Training • Employee Engagement 4. Proposed Summer Programs 2. BACKGROUND The Guest Experience collaboration between the Town and Vail Mountain identified a series of partner initiatives that formed the foundation for ongoing resort-community programs and activities. There were several objectives identified as the basis for the initiatives, as follows: 1. Align town and mountain to provide a seamless world-class experience for our collective vacationing guests. 2. Enhance Town of Vail/Vail Mountain Level of Service and Seamless Experience with the continuation of a customer service training program, embracing the foundational work by the Vail Chamber & Business Association and to be made available to all Town of Vail business license holders. 3. Bolster early winter season economy with off mountain guest experiences and traditional and seasonal activation. 4. Ensure broad community stakeholder participation and input. April 20, 2021 - Page 16 of 103 Town of Vail Page 2 Since the August 2018 Town Council and Vail Resorts retreat, the Vail Guest Experience Collaborative Advisory Committee has continued to meet to ensure programming continues and meets the objectives outlined above. 3. DESCRIPTION OF GUEST EXPERIENCE INITIATIVES PROGRAMMING Early Season Guest Experience Enhancements Revely: Welcome to the Brilliance of Winter Revely is inspired by the references, phonetic and literal of the words Reveille, Revelry, and Revel, each signifying a start, beginning, and also having association to celebration by dance and festivities. Revely Vail – is our start to winter, celebrated by on and off-mountain experiences and festivities, and symbolic of a season of brilliance. The goal of Revely: Welcome to the Brilliance of Winter is to create early season traditions to enhance the guest experience both on- and off-mountain and to contribute to growing guest visitation year-over-year. Guests will have the opportunity to participate in village activations that complement the more predictable and consistent on-mountain skiing and riding experience due to Vail Resorts’ 2019 investment in snowmaking improvements. Vail Apres – Year two of a New Vail Tradition The goal of Vail Après is to celebrate Vail’s European alpine heritage with a unique and ownable resort ritual that enhances the village experience and creates an emotional connection with our guests as they come off the mountain at the conclusion of the ski day. Community Guest Service Training The goal of the guest service training program is to enhance the level of service by creating a seamless community-wide guest experience by training employees in the town with a common philosophy, language, and manner to interact with our guests. Employees will learn how to connect with guest emotions to make a lasting impression, using interactive tips and Vail-specific guest interactions. This season’s format has been adapted to online and the content is expanded to support employees in helping guests safely navigate within the Vail community in light of the current public health precautions. Employee Engagement Programming The goal of the employee engagement program is to draw upon the foundational work of the Vail Chamber and Business Association’s ambassador program, which supports and encourages “community” among employees, focusing on education, social opportunities and employee recognition and rewards. This programming remains fluid and will be confirmed as public health orders would allow. • Employee education – Community Tour & Vail History Seminar • Employee social events • Recognition program April 20, 2021 - Page 17 of 103 VAIL GUEST EXPERIENCE INITIATIVES SPRING UPDATE 4.20.2021 April 20, 2021 - Page 18 of 103 OBJECTIVES The Guest Experience Collaborative Advisory Committee helps to align programs with the objectives identified by the partners, Town of Vail and Vail Mountain: 1.Align Town of Vail and Vail Mountain to provide a Seamless Guest Experience 2.Bolster early winter season economy with off-mountain guest experiences and traditional and seasonal activation. 3.Enhance the Vail level of service and seamless guest experience with the continuation of a community guest service training program based on Vail Resorts' curriculum and embracing the foundational work by the VCBA for all Town of Vail business license holders. 4.Ensure broad community stakeholder education and input. 5.Due to public health crisis, several guest experience enhancements were introduced and funded by Town Council in 2020/21 season. April 20, 2021 - Page 19 of 103 GUEST EXPERIENCE COLLABORATIVE ADVISORY COMMITTEE Town of Vail VCBA Patty McKenny, Asst. Town Manager Alison Wadey, Executive Director Mia Vlaar, Economic Development Director Denise Cheng, Special Projects Liz Gladitsch, Marketing Specialist Katie Kukar, Office Manager Jeremy Gross, Special Events Coordinator Suzanne Silverthorn, Communications Director Vail Resorts, Vail Mountain Krista Miller, HR/Risk Management Director Marco Valenti, Vail Resorts Retail Senior Manager Albert Zamora, HR Manager Megan Madrid, Products Sales & Services Senior Mgr. Amanda Zinn,Welcome Centers Supervisor April 20, 2021 - Page 20 of 103 SEASON RECAP WINTER 2020-2021 Early Season Guest Experience •Revely Vail •Magic of Lights Vail Enhanced Village Guest Experience •Vail Après •Ambient Music and Family Entertainment •Firepits and warming igloos PrimaVail •Community Guest Service Training •Employee Engagement •PrimaService, Social Events April 20, 2021 - Page 21 of 103 Early Season Guest Experience REVELY VAIL VAIL’S WELCOME TO THE BRILLIANCE OF WINTER Early Season Holiday Tree Lighting Magic of Lights Vail Enhanced Village Lighting Village Ice Skating Shows Vail Astronomy Nights Alpine Arts Center Craft Kits Kris Kringle Market April 20, 2021 - Page 22 of 103 Enhanced Village Guest Experience Vision:Celebrate Vail’s European alpine heritage with an ownable resort experience, differentiating Vail amongst other mountain destinations to enhance the village core and guest experience. •Vail Après Village Bells played 4 PM each day at the clock towers in the villages symbolizing the beginning of an activated Après experience. Automated bells installed at Lionshead bus stop entrance and Seibert Circle •Ambient Music and Family Entertainment Ambient music played throughout the villages weekly, Friday -Sunday Characters throughout the villages during holiday time period •Firepits and warming igloos added in Vail and Lionshead April 20, 2021 - Page 23 of 103 PrimaVail Program Highlights: •All-inclusive, guest service training initiative •Elevate collaboration within the business community •Enhance employee engagements to connect with peers •Learn the history of Vail •Opportunities to build leadership skills •Anyone working in Vail can participate •Program was adjusted to comply with public health orders April 20, 2021 - Page 24 of 103 Goal: 400 participants during 2020/21 ski season PrimaVail Quantitative Results Program/Event Sessions Participants Guest Experience Training 4 57 Vail Community/History Walking Tour 4 57 Winter Community Update Virtual Event 1 230 TOV Community Sustainability Education and Activity 2 36 Mental Health Modules 2 30 PrimaVail Socials 7 100 Magic of Lights Preview 5 250 Total Participation by Individuals 760 Total Business Participation 100 April 20, 2021 - Page 25 of 103 PrimaVail Qualitative Results Guest Service Training Observations & Feedback: •Highly engaged participants despite remote classroom•Focus of sessions: COVID related education, service-related experiences and resource sharing.•Many requests and questions around mental health resources.•Increased cancellations compared to last year.•Survey Results: •90% rated 5 out of 5•60% lived and worked in Vail this past season April 20, 2021 - Page 26 of 103 PrimaVail Marketing and Communications Community Awareness Campaign•10+ posters, 250+ flyers distributed•Partner Communication •150+ Posts @VailGov, @VisitVail, @PrimaVail, @eaglecountyclassifieds, @vailmountain, @vailmarriottemployees •90 Weekly VCBA, PrimaVail, and VVP emails •VailChamber.org, PrimaVail.com & Vailgov.com•Paid Placements •5 Radio podcast Interviews on local radio (AMT- SkiCountry, The Lift, La Nueva and KZYR) •Ads: Facebook and Instagram and Vail Daily (6 Full pg, 10 Quarter pg, VD online ads)•Public Relations •Two Town of Vail Press Releases(1,2) Two Vail Daily Articles (1, 2) April 20, 2021 - Page 27 of 103 PrimaService Award Criteria: •Employees who work in Vail can be nominated by colleagues and guests •Winners receive a Vail gift card and a PrimaService Award Certificate •Winners entered into a prize giveaway •PrimaService Award Totals: Nominees -104 Prize Winners -76 Grand Prize Winners -33 April 20, 2021 - Page 28 of 103 PrimaVail Testimonials Our staff at Lion Square Lodge attended a total of 12 guest service training and leadership sessions prior to the holiday season last season.We sent as many staff as we could to the altered training and social activities this past season. They found that being able to share what was working during the season and what wasn’t with employees from other businesses to be very helpful and supportive. The social activities helped them to have some fun and blow off some steam. It really gave them a feeling that we are all in this together. Michael Lange, Exec. GM, Wyndham Vacation Rentals April 20, 2021 - Page 29 of 103 PrimaVail Testimonials Honestly, great ideas, activities, and way to adapt during this Covid Season. We all hope you continue to do this during the summer. It really makes working in Vail more fun. –PrimaVail Survey Respondent April 20, 2021 - Page 30 of 103 PROPOSED SUMMER PROGRAM IDEAS Additional ideas are being considered by the team for summer activation: •Leadership Forum •PrimaVail Employee Recruitment Platform (VCBA proposal) •PrimaVail America Days Float •Engagement Continuation •Summer Sports Leagues and Activities •Community Based Programs: Get Out the Vote, Learn About Town Boards, How Can I Participate in the Community Summer programs are not currently in the 2021 budget April 20, 2021 - Page 31 of 103 Questions VAIL GUEST EXPERIENCE INITIATIVES SPRING UPDATE 4.20.2021 April 20, 2021 - Page 32 of 103 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : Town of Vail Municipal Workforce Housing Update P RE S E NT E R(S ): Krista Miller, Director of Human Resources AC T IO N RE Q UE S T E D O F C O UNC IL : P resentation and Discussion Only B AC K G RO UND: C ouncil has recently requested inf ormation on the town’s internal housing programs. T his presentation provides an overview of the internal employee housing programs, where our employees reside, and future opportunities for housing our municipal workf orce. AT TAC H ME N TS : Description presentation April 20, 2021 - Page 33 of 103 PRESENTATION BY Human ResourcesHOUSING A MUNICIPAL WORKFORCEA New OpportunityApril 20, 2021 - Page 34 of 103 HOUSING A MUNICIPAL WORKFORCEHistoryProgramsRentalHomeownershipHow are we doingWhat’s nextTown of Vail   |   Housing a Municipal Workforce  |   vailgov.comApril 20, 2021 - Page 35 of 103 MUNICIPAL HOUSING TIMELINETown of Vail   |   Housing a Municipal Workforce  |   vailgov.com1996 – Master leased units in the community1998 – Built 24 unit complex at Public Works1999 – Red Sandstone Creek – partner w/ ERWSD to build 2000 – Rental & Down Payment Assistance loans2000 – Creekside apartments purchase2009 – Employee Home Ownership Program (EHOP) established2018 – Expansion of EHOP program2019 – 6 West Deed Restriction purchase2020 – Resale of Homestake at Vail2021 – Resale of Altair Vail InnApril 20, 2021 - Page 36 of 103 MUNICIPAL EMPLOYEE HOUSING PROGRAMSTown of Vail   |   Housing a Municipal Workforce  |   vailgov.comRental ProgramsRental units for TOV employees– 54 units housing 62 employees– Priority for employees in Seasonal, Critical & Essential positionsShort-term loans for rental advance– Up to $2,000 for securing a residence in the area– 50% of deposit & 1stmonth rent – repaid via payroll deductionsPriority access to rental properties – market rate– 6 West Apartments in EdwardsApril 20, 2021 - Page 37 of 103 RENTAL HOUSING – HOW ARE WE DOING?Town of Vail   |   Housing a Municipal Workforce  |   vailgov.comRental Program, By the numbersUnit mix1 Town Manager Residence1 3 Bedroom6 2 Bedroom23 1 Bedroom23 StudiosAbout 50% of rental housing is used by Full-time Year-round employeesAbout 50% by Seasonal employeesMajority of rentals in seasonal or entry level positionsNow serve 5 small familiesApril 20, 2021 - Page 38 of 103 RENTAL HOUSING – HOW ARE WE DOING?Town of Vail   |   Housing a Municipal Workforce  |   vailgov.com05101520253035404550BusDepartmentCom Dev Facilities Finance Fleet Info Tech Dispatch Police Parks Streets ParkingRental Housing by Department2020April 20, 2021 - Page 39 of 103 MUNICIPAL EMPLOYEE HOUSING PROGRAMSTown of Vail   |   Housing a Municipal Workforce  |   vailgov.comHomeownership programsEmployee Home Ownership Program (EHOP) loans– Began in 2009, replacing a down payment loan program– Equity Share loans for primary residence within 50 miles– Repaid with pro-rata share of equity gain in property– Due and payable upon any of the following: sale, refinance, not primary residence, not employed in Eagle County.Deed-Restricted purchase targeted for municipal employees– Select properties may be available specifically for TOV Municipal employees– Including: Red Sandstone, Homestake, Altair VailApril 20, 2021 - Page 40 of 103 EHOP LOANSTown of Vail   |   Housing a Municipal Workforce  |   vailgov.comBy the Numbers11 Years (2009 – 2020)48 Loans totaling $1.7MAverage loan $36,91281403454 626 5EHOP LOANS BY YEAR200920102011201220132014201520162017201820192020Repayments by Year end 202022 loans repaid with $783,260 principal repaid$144,869 in equity gain (TOV share)18.5% Return on investment 6.2% average annual returnApril 20, 2021 - Page 41 of 103 HOW ARE WE DOING?Town of Vail   |   Housing a Municipal Workforce  |   vailgov.com2006 Full-time Employees2021 Full-time EmployeesVail, 7%Vail ‐TOV supported, 16%ECO ‐Eagle‐Vail / Minturn, 9%ECO ‐Avon/Edwards, 23%ECO ‐Eagle/Gypsum, 28%Neighboring (Summit/Lake), 7%Out of area (Denver & other), 8%Vail = 23%Vail, 20%Vail ‐TOV supported, 8%ECO ‐Eagle‐Vail/Minturn, 8%ECO ‐Avon/Edwards, 29%ECO ‐Eagle/Gypsum, 20%Neighboring (Summit/Lake), 12%Out of area (Denver & other), 3%Vail = 28%April 20, 2021 - Page 42 of 103 FULL-TIME EMPLOYEE RESIDENCE LOCATIONTown of Vail   |   Housing a Municipal Workforce  |   vailgov.comTrends Over 15 yearsFewer in Vail free market TOV supported doubled (Rentals, deed restrictions) Growing numbers living farther away0%10%20%30%40%50%60%70%Vail Vail ‐ TOV supported Eagle County Neighboring(Summit/Lake)Out of area (Denver &other)Full time Year‐round TOV Employee Residence Locations200620162021April 20, 2021 - Page 43 of 103 HOW ARE WE DOING?Town of Vail   |   Housing a Municipal Workforce |   vailgov.com2021 Town of Vail Employee Residence LocationsVail, 12%Vail ‐TOV supported, 21%Eagle County ‐TOV supported, 6%Eagle County, 48%Neighboring (Summit/Lake), 6%Out of area (Denver & other), 7%Includes part-time and seasonal employeesApril 20, 2021 - Page 44 of 103 WHAT’S NEXTTown of Vail   |   Housing a Municipal Workforce  |   vailgov.comStrategy for Municipal Workforce HousingAdopt Internal Housing StrategySeek Stakeholder inputTown CouncilEmployees & ManagersVail Local Housing AuthorityReview Policies/PlansGoals for Municipal Employee HousingSet targets (IE: % of workforce in Vail/Eagle County, % of 1stresponders within XX miles)BudgetFiscal commitments (IE: reinvesting EHOP gains to new housing loans)Report on Return on InvestmentsApril 20, 2021 - Page 45 of 103 WHAT’S NEXTTown of Vail   |   Housing a Municipal Workforce  |   vailgov.comStrategy for Municipal Workforce HousingIdentify OpportunitiesInternal Advisory GroupEducation Resources specifically targeting housing needsCreate transition path for employees from employee rental housing to long-term solutionsFinding alternatives for employees in housing crisis (IE: divorce, unit being sold, etc.)Seek housing development opportunities (PW masterplan)Plan for municipal units in Town housing developmentsTown rental units outside of VailApril 20, 2021 - Page 46 of 103 Thank youApril 20, 2021 - Page 47 of 103 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 : 2021 Vail America Days E vent Outline P RE S E NT E R(S ): Mia V laar, Economic D evelopment Director, J eremy Gross, S pecial Events Coordinator AC T IO N RE Q UE S T E D O F C O UNC IL : S taf f requests that town council approve the operational plan and theme of “Americas Heroes” for Vail’s 2021 A merica D ays celebration. B AC K G RO UND: D ue to the withdraw of our event production partner, the Town of Vail is proposing to take over the production of the Vail America D ays event. S TAF F RE C O M M E ND AT I O N: S taff recommends that town council approve the operational plan and theme of “A mericas Heroes” f or Vail’s 2021 America Days celebration. AT TAC H ME N TS : Description 2021 Vail America Days C ouncil Memo April 20, 2021 - Page 48 of 103 To: Mayor and Town Council From: Economic Development Department Date: 4/14/2021 Subject: 2021 Vail America Days Event Outline Background On Friday April 3, Highline Sports and Entertainment notified the Town that it was not going to move forward producing America Days as it has done for many years. Highline had been allocated $53,160 from the CSE budget, with $20,000 budgeted separately for the fireworks display. In response staff and CSE discussed the possibility of putting the event out to RFP, but due to the late nature of the notice, the timeline is not adequate to complete an RFP process and successfully produce the event. Based on the current state of public health orders and the success of the reverse parade in 2020, we believe a return to a ‘stationary parade’ is the appropriate solution for 2021. 2021 Activation Plan The activation plan for 2021 will incorporate the stationary floats or patriotic exhibits from 2020, enhanced by some ambient entertainment such as musical acts, artists, and other family programming including elements similar to those included in Vail Family Fun Fests. The 4th of July falls on a Sunday, therefore the Vail Farmers Market will occur as weekly in Vail Village. To accommodate the Farmers Market and the condensed planning timeframe, we recommend staging the patriotic entertainment in Lionhead Village. Draft Schedule • 7:00 am – Load in for patriotic displays/floats • 10:00 am – 3:00 pm – Patriotic display activations • 11:00 am – 5:00 pm – Musical performances • 10:00 am – 5:00 pm – Strolling family performers (Stilted Uncle Sam, Fire Juggler, Dancers, Etc.) • 9:30 pm – Fireworks show from mid mountain location Event Theme The proposed theme for the 2021 Vail America Days patriotic exhibits is “America’s Heroes”. The theme is intended to recognize all of the day-to-day heroes in all of our lives. April 20, 2021 - Page 49 of 103 Town of Vail Page 2 Teachers. Firefighters. Doctors. Nurses. Police. Public Information Teams. From the pandemic to wildfires, avalanches to protests, it has been an unsettling time and we believe it’s appropriate to show our gratitude to the professionals who dedicate their careers to leading us through such times. Let’s creatively recognize all the heroes that helped us get through this unprecedented year. Event Production and Budget The Town of Vail Economic Development Department will oversee the production of the event, with the Special Event Coordinator serving as the event producer. He will coordinate with the event review committee and Eagle County Public Health to permit the event, work with the CSE to approve the event plan and final funding amount, and collaborate with the town’s marketing and communications teams on signage, education and community outreach. Town staff will also secure and work with subcontractors to support the day of event production needs including a vendor/exhibitor liaison, fireworks contractor, and public safety. Action Requested of Council Staff requests that town council approve the operational plan and theme of “Americas Heroes” for Vail’s 2021 America Days celebration. April 20, 2021 - Page 50 of 103 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 ): Matt Gennett, Director of Community D evelopment AT TAC H ME N TS : Description April 7, 2021 D R B Meeting R esults April 12, 2021 P E C Meeting Results April 20, 2021 - Page 51 of 103 D E S IG N R E V IE W B O AR D April 7, 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_A8S I s353T2qs6RpBeYpirg After registering, you will rec eive a confirmation email c ontaining information about joining the webinar. 1.2.Swearing in of New Members Peter Cope and Kit A ustin were sworn in for a new D RB term. 1.3.Attendance Present: J ohn Rediker, Kit Austin, D oug Cahill, Peter C ope Absent: J oe St. J ohn 2.Main Agenda 2.1.D R B 21-0050 - Hurtt Residence Final review of new c onstruc tion Address/Legal Desc ription: 4978 Meadow Drive/Lot 18, Bloc k 7, Bighorn Subdivision 5th Addition Applicant: George C. Hurtt Revocable Trust, represented by Pierc e Austin Arc hitects Planner: Erik Gates Peter Cope moved to approve. J ohn Rediker seconded the motion and it passed (3-0). Abstain:(1)Austin Absent:(1)St. J ohn 2.2.D R B 21-0070 - Apollo Park at Vail Condominiums Final review of an exterior alteration (landscape/pavilion/trash enclosure) Address/Legal Desc ription: 442 South Frontage Road East / Trac t D , Vail Village Filing 5 Applicant: Apollo Park at Vail Condominiums, represented by 359 D esign Planner: J onathan S penc e J ohn Rediker moved to table to April 21, 2021. Peter C ope sec onded the motion and it passed (4-0). April 20, 2021 - Page 52 of 103 Absent:(1)St. J ohn 2.3.D R B 21-0071 - Mexamer Forest Road L L C C onceptual review of new construction Address/Legal Desc ription: 816 Forest Road / Block 1, Lot 14, Vail Village Filing 6 Applicant: Mexamer Forest Road LL C, represented by K H W ebb Architec ts Planner: J onathan S penc e 2.4.D R B 21-0041 - Hystc IX L LC Final review of an addition Address/Legal Desc ription: 254 Beaver Dam Road Unit B/Lot 23, Block 7, Vail Village Filing 1 Applicant: Hy stc I X LLC, represented by K H W ebb A rchitec ts Planner: Greg Roy 1. Prior to new roofing or exterior light c hanges the applicant shall submit materials to staff for approval. J ohn Rediker moved to approve with conditions. Peter Cope seconded the motion and it passed (4-0). Absent:(1)St. J ohn 2.5.D R B 21-0060 - Ropp/Lupin Interests L L C Residence Final review of an exterior alteration (siding/windows/doors/patios) Address/Legal Desc ription: 3956 Lupine Drive East & W est / Bloc k 2, Lot 4, Bighorn Subdivision 1st Addition Applicant: Ralph Lewis Ropp and Lupin I nterests L L C , represented by D ominic k Architects Planner: Greg Roy 1. Applicant shall submit plans showing landscaping and driveway requirements to be reviewed and approved by planning and public works prior to building permit submittal. Kit Austin moved to approve with c onditions. J ohn Rediker sec onded the motion and it passed (4-0). Absent:(1)St. J ohn 2.6.D R B 21-0073 - Smith Residence Final review of new c onstruc tion Address/Legal Desc ription: 807 Potato Patch Drive/Lot 30, Block 1, Vail Potato Patch Filing 1 Applicant: Robert & Gail S mith, represented by Centre Sky Architec ture Planner: Greg Roy J ohn Rediker moved to table to April 21, 2021. Peter C ope sec onded the motion and it passed (4-0). Absent:(1)St. J ohn April 20, 2021 - Page 53 of 103 2.7.D R B 21-0074 - Town of Vail C onceptual review of a new housing development Address/Legal Desc ription: 129 North Frontage Road W est/Lot 3, Middle C reek Subdivision Resub Lot 1 Applicant: Town of Vail, represented by Triumph Development Planner: Greg Roy 2.8.D R B 21-0079 - Kemo S abe Final review of an exterior alteration (door/facade) Address/Legal Desc ription: 227 Bridge Street Units G, E & D / Lot B-D, Bloc k 5B, Vail Village Filing 1 Applicant: Covered Bridge I nc., represented by Zone 4 Arc hitects Planner: Greg Roy 1. The applicant shall inc lude the change of the railings on the J uliet balcony shown on the plans to match the proposed new railings at the entranc e with the building permit submittal. Peter Cope moved to approve with conditions. Doug Cahill sec onded the motion and it passed (2-1). Ay es:(2)C ahill, Cope Nay s:(1)Rediker Absent:(2)Austin, St. J ohn 2.9.D R B 20-0481.001 - Mountain Standard Final review of a change to approved plans (patio footprint extended for summer) Address/Legal Desc ription: 193 Gore Creek Drive/Tract A, Lot 5B, Vail Village Filing 1 Applicant: Gore Creek P laza LLC Planner: Greg Roy J ohn Rediker moved to table to a date unc ertain. Peter C ope sec onded the motion and it passed (3-0). Absent:(2)Austin, St. J ohn 2.10.D R B 21-0086 - Verbier Investments L L C C onceptual review of new construction Address/Legal Desc ription: 483 Gore Creek Drive Unit 1/Lot 1, Vail Village Filing 4 Applicant: Verbier I nvestments LLC, represented by Pierce Austin Architec ts Planner: Greg Roy 3.Staff A pprovals 3.1.B 21-0095 - Perrin & Rembert R esidences Final review of an exterior alteration (reroof) Address/Legal Desc ription: 1547 Spring Hill Lane/Lot 2, Vail Valley Filing 2 April 20, 2021 - Page 54 of 103 Applicant: Perrin Family Revocable Trust and Marlene & Frank Rembert, represented by Horizon Roofing Planner: Erik Gates 3.2.D R B 20-0593 - Yelamos R esidence Final review of an exterior alteration (solar panels) Address/Legal Desc ription: 2400 Garmisc h Drive/Lot 8 & 9, Block G, Vail D as Schone Filing 2 Applicant: Elizabeth & Antoni Yelamos, represented by S kyline Solar Planner: J onathan S penc e 3.3.D R B 21-0020 - Gurka Living Trust Final review of an addition Address/Legal Desc ription: 1170 C asolar Del Norte D rive Unit B/Lot 8, C asolar Vail Applicant: Gurka Living Trust, represented by ND G A rchitec ture Planner: J onathan S penc e 3.4.D R B 21-0030 - Austr ia Haus Final review of an exterior alteration (vents) Address/Legal Desc ription: 242 East Meadow Drive/Tract C, Bloc k 5E, Vail Village Filing 1 Applicant: Austria Haus C ondominium Assoc iation Planner: Greg Roy 3.5.D R B 21-0052 - 4470 Timber Falls C ourt L L C Final review of an exterior alteration (windows/doors) Address/Legal Desc ription: 4682 Meadow Drive Unit I 30/Mountain Meadow C ondominiums Phase I I I Applicant: 4470 Timber Falls C ourt L L C, represented by B urke Harrington C onstruc tion Planner: Erik Gates 3.6.D R B 21-0055 - Grappa Fine W ines & Spirits Final review of a business sign Address/Legal Desc ription: 100 East Meadow Drive Unit 13/Lot O, Block 5D, Vail Village Filing 1 Applicant: Staufer C ommercial LLC, represented by House of Signs Planner: Erik Gates 3.7.D R B 21-0056 - Lewis Residence Final review of an exterior alteration (nana wall) Address/Legal Desc ription: 5040 Main Gore Drive Unit B 4/Sundial Phase 2 Applicant: Deborah & Stuart Lewis, represented by Rob Hall's Kitchens Plus Planner: J onathan S penc e 3.8.D R B 21-0059 - Crane Revocable Living Trust Final review of an exterior alteration (vent) April 20, 2021 - Page 55 of 103 Address/Legal Desc ription: 5040 Main Gore Place Unit E4/Sundial Phase 2 Applicant: J ames P. C rane Revoc able Living Trust, represented by Rob Hall's Kitchens Plus Planner: Greg Roy 3.9.D R B 21-0061 - Kjesbo R esidence Final review of an exterior alteration (windows) Address/Legal Desc ription: 2800 Aspen Lane Unit B /Lot 11, Vail Village Filing 11 Applicant: Roland Kjesbo, represented by Nedbo Construc tion Planner: Greg Roy 3.10.D R B 21-0063 - Four S easons R esort Final review of an exterior alteration (dome) Address/Legal Desc ription: 1 Vail Road / Lots A-C, Vail Village Filing 2 Applicant: Four Seasons Resort, represented by Meridith Lowe Planner: J onathan S penc e 3.11.D R B 21-0064 - Shaw Residence Final review of an exterior alteration (re-roof) Address/Legal Desc ription: 3003 Bellflower Drive / Lot 9, Bloc k 6, Vail I ntermountain Applicant: J oseph Shaw, represented by Added Value E xteriors Planner: Greg Roy 3.12.D R B 21-0066 - Pockr oss R esidence Final review of an exterior alteration (hot tub) Address/Legal Desc ription: 2672 Cortina Lane/Lot 8, Bloc k B, Vail Ridge Subdivision Applicant: Keith & Miriam P oc kross, represented by Blac k D iamond Property Management Planner: J onathan S penc e 3.13.D R B 21-0067 - Gullickson R esidence Final review of an exterior alteration (windows) Address/Legal Desc ription: 2673 Cortina Lane Unit B /Lot 6, Block A, Vail Ridge Subdivision Applicant: J ennifer & S teven Gullic kson, represented by S 3 Arc hitectural Group Planner: Erik Gates 3.14.D R B 21-0068 - Tribu LT D Final review of an exterior alteration (hot tub) Address/Legal Desc ription: 4337 Streamside Circle W est Unit W /Lot 7, Bighorn Subdivision 4th A ddition Applicant: Tribu LTD, represented by S3 Arc hitectural Group Planner: J onathan S penc e April 20, 2021 - Page 56 of 103 3.15.D R B 21-0072 - Mountain H aus C ondominiums Final review of an exterior alteration (repaint) Address/Legal Desc ription: 292 East Meadow Drive / Tract B, Vail Village Filing 1 Applicant: Mountain Haus C ondominiums, represented by KH W ebb W ebb Arc hitects Planner: Erik Gates 3.16.D R B 21-0075 - Booth Falls Mountain Homes Final review of an exterior alteration (reroof) Address/Legal Desc ription: 3094 Booth Falls Road/Lot 1, Bloc k 2, Vail Village Filing 12 Applicant: Booth Falls Mountain Homes, represented by Mountain Valley Property Management Planner: J onathan S penc e 3.17.D R B 21-0077 - Lee R esidence Final review of an exterior alteration (windows) Address/Legal Desc ription: 1618 Bueffehr Creek Road Unit C15/Parc el A, Lion's Ridge Subdivision Filing 2 Applicant: Ric hard Lee, represented by Crockford B uilders Planner: Greg Roy 3.18.D R B 21-0078 - Carroll Residence Final review of an exterior alteration (roof/windows/doors/garage door/paint) Address/Legal Desc ription: 898 Red Sandstone Circ le/Lot 7, Vail Village Filing 9 Applicant: Mic hael & K athleen C arroll, represented by Crockford Builders Planner: J onathan S penc e 3.19.D R B 21-0080 - Bullish 1 L LC Final review of an exterior alteration (bronze statue) Address/Legal Desc ription: 1169 Sandstone Drive / Lot 4, Block 1, Lion's Ridge Subdivision Filing 4 Applicant: Bullish 1 L L C Planner: J onathan S penc e 3.20.D R B 21-0084 - Hosea Residence Final review of an exterior alteration (reroof/hot tub/repaint) Address/Legal Desc ription: 5047 Main Gore Drive North/Lot 1, Block 1, Bighorn Subdivision 5th A ddition Applicant: David Hosea Planner: J onathan S penc e 3.21.D R B 21-0092 - Sandstone 70 Final review of a tree removal Address/Legal Desc ription: 903 North Frontage Road W est/Sandstone 70 Applicant: Sandstone 70, represented by Ceres Landcare April 20, 2021 - Page 57 of 103 Planner: J onathan S penc e 3.22.D R B 21-0093 - Potato Patch Townhomes & Condos Final review of an exterior alteration (reroof) Address/Legal Desc ription: 770 Potato Patch Drive/Lot 6, Bloc k 2, Vail Potato Patch Filing 1 Applicant: Potato Patc h Townhomes & Condos, represented by Mountain Valley Property Management Planner: J onathan S penc e 3.23.D R B 19-0688.001 - Park Meadows Lodge Final review of a change to approved plans (time extension) Address/Legal Desc ription: 1472 Matterhorn Circle/Vail Park Meadows Applicant: Franklin B oy er Planner: J onathan S penc e 3.24.D R B 20-0010.001 - Sitz mark at Vail Final review of a change to approved plans (time extension) Address/Legal Desc ription: 183 Gore Creek Drive/Lot A, Bloc k 5B, Vail Village Filing 1 Applicant: Sitzmark at Vail I nc ., represented by Nedbo Construction 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. April 20, 2021 - Page 58 of 103 PLANNING AND ENVIRONMENTAL COMMISSION April 12, 2021, 1:00 PM Virtual 75 S. Frontage Road - Vail, Colorado, 81657 1. Call to Order 1.1. Register in advance for this webinar: https://us02web.zoom.us/webinar/register/WN_9dcxqkngSgiH-zHe8UXIEg After registering, you will receive a confirmation email containing information about joining the webinar. 1.2. Swearing in of New Members 1.3. Attendance Present: Ludwig Kurz, Karen Perez, Rollie Kjesbo, Brian Gillette, Reid Philips, Pete Seibert and Henry Pratt Absent: None 2. Main Agenda 2.1. A request for the review of an amendment to a Conditional Use Permit, pursuant to Section 12-9C-3, Conditional Uses, Vail Town Code, to amend the approved conditional use permit to reflect an increase in student enrollment, located at 3000 Booth Falls Road/Lot 1, Vail Mountain School, and setting forth details in regard thereto. (PEC20-0026) 60 min. Applicant: Vail Mountain School Planner: Jonathan Spence Motion: Continue to a date uncertain with an update from staff in six months. First: Gillette Second: Perez Vote: 6-0-1 (Pratt Abstained) Henry Pratt and Reid Philips have children at Vail Mountain School. Seibert adds that he does not have a concern, but believes they have experience at the school which could be beneficial. Pratt says he will stay on for the application if there are no objections. Phillips says he will stay on if there are no objections and agrees that they have firsthand knowledge of the situation. Perez adds that she would like them to stay on for the conversation but not vote. Kurz asks if members are allowed to stay on and not vote. Planner Spence says that is not an option, its either all or none. Perez expresses concern of the appearance of impropriety but does not think they need to abstain. Pratt abstains and Phillips remains seated. Planner Spence gives some background on the application, the original April 20, 2021 - Page 59 of 103 CUP application, and the conditions with the original application. Specifically, #6 that requires the applicant come back if enrollment exceeds 300 students, which happened years ago. The main concern is the traffic that is associated with the increased enrollment and the issue that creates. Jamie Walker, Michael Imperi, Kari McDowell, Kelly Young, and Scott Hunn are promoted from the applicant team to present. Imperi gives a short introduction on the school and introduces the team. The school has no intention to increase enrollment, add buildings, or anything else. This is just about changing the CUP number to match with current enrollment. They currently have around 440 students but put 470 in the application to give a cushion even though they have no intention of going above 450 students. Hunn thanks the Town Staff for their help to this point. The school and Town have a mutual interest in updating the CUP and fixing the traffic issue. The school is located in the GU zone district which has standards that are not applicable to this application. He highlights the criteria for the CUP and specifically the traffic related criteria. Walker goes over the timeline from August when it was brought up that the CUP needed to be updated. Goes over meetings with the Town and CDOT that took place to inform the process. Goes over the history of the school from 1962 to present and “Historical Enrollment Milestones”. A growth chart that shows enrollment over the years is presented. Young goes over the community partners to the school who are allowed to use the facility in the school year and off season for free or reduced cost. The school allows the use of the lot for overflow skier parking on the weekend and overflow trail parking during the summer. She goes over the existing traffic management and the time frame of the peak traffic concerns. McDowell Schroeder goes over their participation in the study of the traffic in the area. They show a diagram of the proposed traffic alignment of the frontage road that would help to resolve the issue. They still need to get with CDOT on what their requirements would be. They believe it would be beneficial to the school and the Town to do these improvements. Hunn proposes a few improvements, a crosswalk, and a School Zone. A potential speed study may inform the needed design of the area. The reason for the School Zone would be to reduce the speed and hence the length of the turn lanes, which amounts to cost savings. Imperi goes over considerations of what the impacts could be if they had to go forward with the turn lanes. Costs are a major concern for the school. A neighborhood meeting was held prior to today’s PEC meeting with limited participation from neighbors. Kurz asks if Spence has anything to add. Spence points towards the staff report recommendation that the application be continued out to allow the April 20, 2021 - Page 60 of 103 applicant to do the studies and find out exactly what the requirements for the traffic improvements would be. Tom Kassmel, Town Engineer, joins the meeting and goes over some of the work they’ve done with the applicants. As the frontage road is owned by CDOT the Town has to abide by their regulations for design. The 45 mph speed limit in the area cause a lot of the cost issues. Dropping the speed to 40mph, would cut the turn lane length in almost half. CDOT has control over the speed on the frontage road. CDOT bases their decision on what current car speeds are now, not what the potential speed could be. There are numerous other factors that they consider as well. The largest consideration is what the 85th percentile of current car speeds. If the speed study is done, the result could be an increase in speeds as well. Imperi asks about speeds at the curves in the area. Walker asks about making an appeal to CDOT to lower the speed and if the Town would support that. Tom agrees, but appeal is the wrong term, it would be an application that would require a speed study regardless. Imperi asks for more time to do the appropriate studies. Gillette asks what the trigger is for the turn lanes. Kassmel says it is the amount of traffic out there today. The turning counts on Booth Falls Road are the trigger. Gillette asks if they could stagger drop offs and pickups. Kassmel says that CDOT uses a peak hour metric, so they would have to be staggered outside of an hour to lower the numbers. He lists the numbers per hour that require turn lanes at 45 mph and 40mph, but either way the numbers are over those amounts, so a turn lane will be required. The turn lanes at 40mph are half the length as the turn lanes at 45 mph. He goes over the width of the lanes required and the space available on either side of the frontage road to accommodate those widths. Gillette asks if booth falls could be a right only. Kassmel answers that it would typically require a median in that area. Gillette thinks a right in/right out would make a lot of sense and reduce the congestion. Kassmel says the problem is also partly the backup from the queue for drop-off. The Town was hopeful that this could be designated a School Zone, but it is not up to the Town, it is up to CDOT and they have a process for that designation. CDOT has indicated that if it was a School Zone, they would still have to build the lanes to the speed of the through traffic, not the school zone speed. A variance would still be needed if a School Zone is granted. Kassmel outlines the reasons for asking for a continuation to perform all of the necessary studies and look at the different options. A timeline of 6-12 months would be necessary for review and design. April 20, 2021 - Page 61 of 103 Perez asks if school was in session in October of 2020 when the study was done? Was this done in a similar time that the Booth Heights study was done? Kassmel says they have looked at that study, and they did a traffic study this summer to capture the trailhead study and residential traffic. The school was in session when the October study was done. They can tell from those studies what the difference is between residential and trail traffic and what the school’s impact amounts to. Spence asks Kassmel as to when he thinks it is appropriate to bring the PEC back into the conversation about the improvements needed. Kassmel says if the PEC wanted, they could conditionally approve the application with the knowledge that impacts will happen. If the PEC wants to know what the impacts are then they’ll need to wait 9-12 months until the true impacts are known. Gillette proposes another possible design option that would mirror the look of the road out front of the grocery stores. There could be a lane for parking during busy times and would be available for skiers and hikers in the off season. Kassmel says he understands the request, but that the turn lanes would most likely be required regardless of the parking. The only reason there are not turn lanes now is that there has not been an application that required improvements. The previous site plan did not increase traffic above 20% so new improvements were not required to be put in. Philips asks about the traffic study that was performed and says it looks like they are barely above the 25 turns for 40mph for about a time of 15 minutes. Is it a full hour that is looked at? Kassmel says it is a peak hour, not a set time limit from 3-4 or similar. The best solution would be to get a school zone designation, then request a variance from CDOT to build the lanes to a 40mph design instead of 45mph. If the speed reduction occurred, that would be the best option, but hesitant that it is possible. Imperi questions why they have a sidewalk when there are not sidewalks along most of the frontage road in the area. Kassmel answers that it was in the transportation plan to add a bike path from the curve to bighorn road and Vail Pass. This was a segment of the path that will at some point be continued to the interchange. Imperi asks if the sidewalk going away is a non-starter? Kassmel answers that the masterplan would require the sidewalk be put back in place with any improvements to the road. Gillette thinks more parking would be a better variance to ask for than turn lanes, as we could use the additional parking while turn lanes would prohibit more parking. Kurz notes that Pratt recused himself due to the fact that he has kids enrolled in that school. Kurz lives in the area and was a member of April 20, 2021 - Page 62 of 103 Council when this was approved. He does not feel that he has a conflict in participating in this discussion. It sounds as if we have overall support that something needs to be done here but does not want to suggest outcomes and will leave that up to the professionals. Recommends that we move forward with CDOT, the School and the Town. Opens it up for Public Input. Kjesbo would like Spence to pull the minutes from the original approval. Kjesbo was on the PEC when it was approved and does not remember why turn lanes was not brought up. He believes turn lanes are inevitable and would strongly recommend we pursue a School Zone to reduce the length of the turn lanes. Glad that VMS reached out to the neighbors on this project. He thinks that Gillette brought up a good point on the parking. Spence would like the PEC to look at different designs after the studies are done. Thinks that an approval without knowing the effects is premature. Kjesbo agrees and would want to wait on approval. Penny Wilson lives on Bald Mountain road and would like to be included on the information and the considerations. They are impacted when trying to leave their neighborhood during peak hours. They would like the opportunity to comment as the process moves forward. John Picciotto also lives off Bald Mountain road and has concerns about how the conversation has revolved around the least impact to the school but would like to consider the impacts to the surrounding neighborhoods. The stakeholders need to include the general community in the decision- making process. Kate Scott has lived behind the mountain school for 25 years. She likes the idea of turn lanes as she is impacted by the traffic. She is not opposed to a reduction on the frontage road if it helps shorten the turning roads. Likes Gillette’s parking idea but could result in more accidents due to speeds on frontage road. Wants the PEC to wait until they have all of the information to issue any approvals. No further public comment. Kurz heard the comment that the berm is necessary for safety but wants the school to reconsider that and think of other safety options that would be possible. The area the berm takes up would be valuable when looking at the possible design options. Imperi would like to see a conditional approval but knows the PEC would lean the other way. If they have a preference it would be conditional approval. Perez asks if there is a timeline to solve a conditional use permit violation. Spence answers that we do not have a set time, but that we want to see progress to remedying the situation. Perez asks for an update in a few months on the progress. April 20, 2021 - Page 63 of 103 Gillette asks for how many months they will get an update. Kassmel says six months would be a realistic goal. 2.2. A request for a review of a Floodplain Modification Permit, pursuant to Section 14-6-6, Grading Standards, and Section 12-21-11, Flood Hazard Zones, Vail Town Code, to allow for grading and a modification within the Gore Creek 100-year floodplain, for the realignment of the Gore Valley Trail, in the vicinity of the Lionshead Ski Yard, located at parcel (210107219003)/Tract B, Vail Lionshead Filing 1, and setting forth details in regard thereto. (PEC21-0012) 15 min. Applicant: Town of Vail, represented by Todd Oppenheimer Planner: Jonathan Spence Motion: Approve First: Kjesbo Second: Gillette Vote: 7-0-0 Planner Spence gives an overview of the application and why it is necessary. There is no increase in the base flood elevation, but a map change is necessary. Gillette asks who determines that there is no negative impact downstream. Spence answers that a professional study is done that has that result found. Pratt asks if there is a greater risk of a washout with this pier in the floodplain. Kassmel says that there would not be a risk to a washout as the pier is designed to withstand a 100 year and 500 year flood event. The pier is not all the way in the floodplain either, just on the edge. No public comment. 2.3. A request for a review of a variance from Section 14-6-7, Retaining Walls, Vail Town Code, to allow for a retaining wall in excess of six (6) feet in height and a variance from Section 14-10-4 Architectural Projections, Decks Balconies, Steps, Bay Windows etc., Vail Town Code, to allow an at grade patio and hot tub within the required 7.5’ setback, pursuant to Title 12 Chapter 17, Variances, Vail Town Code, located at 2945 Manns Ranch Road Unit A/Lot 4, Block 1, Vail Village Filing 13, and setting forth details in regard thereto. (PEC21-0013) 2 min. The applicant has requested that this item be tabled to the April 26, 2021 meeting. Applicant: James Guy Cauthorn Trust, represented by Fieldscape Planner: Jonathan Spence Motion: Table to April 26, 2021 First: Gillette Second: Perez Vote: 7-0-0 2.4. A request for review of a Minor Subdivision, pursuant to Title 13, Chapter 4, Minor Subdivisions, Vail Town Code, to clarify development standards stemming from annexation, located at 1637 Buffehr Creek Road/Lot 1, The Valley Subdivision Phase V, and setting forth details in regard thereto. (PEC21-0014) 20 min. April 20, 2021 - Page 64 of 103 Applicant: 1637 Buffehr LLC, represented by Mauriello Planning Group Planner: Erik Gates Motion: Approve with a Condition First: Kjesbo Second: Gillette Vote: 7-0-0 Condition: Prior to the submittal of any application for development on this property, the applicant shall have the approved final plat recorded with the Clerk and Recorder's office of Eagle county, Colorado Planner Gates gives an overview of the project. This is not creating any new lots but adds a note to a plat to clarify zoning standards. The only change would be to allow a single family home to use 4400SF of GRFA on the lot since the PUD would only allow 2200 per unit. Dominic Mauriello of Mauriello Planning Group goes over the request and similar previous approvals. Perez asks for clarification on a statement from Dominic. Dominic goes over some of the other lots in the area and instead of going through the documents in the future to find the standards, they just wanted to put them on the plat. No public input. 2.5. A request for the review of a Development Plan, pursuant to Section 12-6I- 11, Development Plan Required, Vail Town Code, for a new housing development to be located at 129 North Frontage Road West/Lot 3, Middle Creek Subdivision Resub Lot 1, and setting forth details in regard thereto. (PEC21-0015) 45 min. Applicant: Town of Vail, represented by Triumph Development Planner: Greg Roy Motion: Continue to April 26, 2021 First: Gillette Second: Perez Vote: 7-0-0 This item and item 2.6 were heard concurrently. Planner Roy: Roy opened by stating that this was an introductory meeting and no vote for approval is being requested at this time. He then stated that a development plan, mobility management plan, and variance are required for this proposed project. Roy then explained the existing conditions of the site where currently the Children’s Garden of Learning is found. Roy showed the proposed site plan with parking, the housing structure, and landscaping. He went through the development standards and how this project complied with them. Roy next went through the site plans and floor plans. Roy then described the required elements of a mobility management plan. Roy had a list of discussion items for the PEC as well. These related to the mass and scale of the development, the parking, amenities proposed, and the landscaping. April 20, 2021 - Page 65 of 103 The presentation was then turned over to the applicant. George Ruther (Housing Director): Ruther started by describing the history of the proposal and how this development came to be proposed on this site. He explained that housing is a major issue with the town and that the town has partnered with Vail Home Partners in order to address this issue. In 2017 the Vail Town Council adopted the Strategic Housing Plan. A major component of this was to create 1,000 new deed restricted housing units by 2027. He described many of the objectives of this plan and how this project was advancing those goals. He pointed out that this development is only a step in the direction of meeting the Town’s housing needs. The goal of this meeting is to receive feedback and concerns from the PEC and to take some time to address the comments, with the intent to return at the next PEC meeting. Mike Foster (Triumph Development): Reiterated the intent to use this meeting as an introduction to the project. The project is 100% deed restricted. Foster then went into the existing conditions and development proposal in detail. The proposal is to access the site through the same entrance that is there today. In reference to the variance for development on steep slopes, he stated that the applicant did not believe it would be a grant of special approval due to the fact that most developments in the area have also had to develop on steep slopes. Foster described the proposed units and floor plans in detail. Units include 2 bedroom/1 bath units, 2 bedroom/ 2 bath units, and 1 bedroom/ 1 bath units. He next described some concern the Fire department had, largely related to fire truck maneuverability, and how they can be addressed. Will Henschel: Spoke to the architecture and design references for the project. Hentschel talked about the grade map for the middle creek development and how the benches on that site influences its development. Also spoke about other nearby employee housing developments such as Solar Vail and First Chair, and then discussed how their designs are similar to what is proposed for Lot 3. Hentschel discussed the livability of the units themselves and amenities on site. Chairman Kurz: Asked if the 2 bedroom/ 1 bath unit type was relevant today. Hentschel: Stated that it was still viable and that he had recently worked on a successful project in Montana with a similar setup. Kurz: Asked if there was only one elevator in the middle of the building. Henschel: Stated that there was and stairways at the ends of the building. Kurz: Expressed some concern with this and felt that it was very minimal. Asked a question about how the underground parking would deal with exhaust. Henschel: Stated that the covered parking was open and should have good venting. This will be addressed further at the building permit stage. Kurz: Stated that he wanted a management plan for the parking. April 20, 2021 - Page 66 of 103 Foster: Stated that this would be present in the next meeting. Commissioner Gillette: Reiterated that there would need to be good evidence that the proposed level of parking could address the needs of the property. Wants to see data on any car sharing plan. Also wants to see a little more evidence on how this project matches the massing of other projects like Middle Creek and First Chair. Commissioner Kjesbo: Stated that he likely won’t have any issue with the variance. Asked about traffic impacts to the frontage road. Stated that while Middle Creek is 7 stories, it doesn’t look like it due to clever massing. Stated that this project doesn’t seem to achieve a similar effect. Thinks that the proposed parking is compromising too much. Commissioner Seibert: Also spoke to the comparison to Middle Creek making this proposal look more imposing than that development. Also expressed concerns with the proposed parking. Commissioner Pratt: Thinks the variance is justified. Wants to see what a proposal that encroaches into the setback would look like. Brought up a public comment that disputed the parking count that was done at Middle Creek and wanted the applicant to respond to that. Had a concern with the snow storage stating that the snow would likely be pushed onto town property and asked if the town was ok with that. Commissioner Perez: Also had concerns with the proposed parking. Stated that other housing developments had bus stops right in front of their development. Also stated that in breaking up the massing as has been suggested to see if there would be an opportunity to add more housing. No public comment Gillette: Asked about a wildlife study for this site. Planner Roy: Stated that one was not required due to a wildlife study having been conducted for the Children’s Garden and Middle Creek. Gillette: Stated that he would like one. Ruther: Stated that the planning Administrator hadn’t required one but would do one if requested by the PEC. Gillette: Stated that even running the EIR from the current development by Colorado Parks and Wildlife (CPW) would suffice. Matt Gennett: Stated that he had reached out to CPW and they had agreed with his determination. Gillette: Wants some kind of review of the existing environmental report from CPW to make that determination. If there is already a report from April 20, 2021 - Page 67 of 103 Middle Creek, then put that in this application if CPW agrees that it is still applicable here. Kurz: Expressed agreement with staff’s determination that report is not needed. Pratt: Wants to see how the introduction of dogs would change the environmental study and impact. Commissioner Philips: Expressed some concern with asking for an environmental report on infill development sites. Wondered about what kind of president that would set for future projects. Stated that Booth Heights was a very different project. Gillette: Stated that, again, he would be ok with the previous report being added to the record for this application if CPW agrees. Seibert: Expressed agreement with Kurz and Phillips’ comments on the environmental matter. Planner Spence: Asked if the PEC would be requesting any revisions or additional material for the next PEC meeting. Kurz: Stated that he would not need anything new. Perez: Heard from the board that they would want a more in-depth parking management plan, more detail and justification on massing and architecture, and the inclusion of the existing wildlife management plan from the Middle Creek Development Approval. 2.6. A request for the review of a variance from Section 12-21-10 Development Restricted, Vail Town Code, in accordance with the provisions of Section 12-17-1, Variances, Vail Town Code, to allow for development in the Housing Zoning District on a slope of forty percent (40%) or greater, located at 129 North Frontage Road West/Lot 3, Middle Creek Subdivision Resub Lot 1, and setting forth details in regard thereto. (PEC21-0016) 45 min. Applicant: Town of Vail, represented by Triumph Development Planner: Greg Roy Motion: Continue to April 26, 2021 First: Gillette Second: Perez Vote: 7-0-0 See minutes from item 2.5. 2.7. A request for a recommendation to the Vail Town Council for a Prescribed Regulations Amendment pursuant to Section 11-3-3, Prescribed Regulations Amendment, Vail Town Code, to amend Title 11, Sign Regulations, Vail Town Code, in order to reduce content based regulations following the US Supreme Court ruling in Reed v. Town of Gilbert and accompanying changes, and setting forth details in regard thereto. (PEC20-0032) 60 min. April 20, 2021 - Page 68 of 103 Applicant: Town of Vail Planner: Erik Gates Motion: Continue to April 26, 2021 First: Kjesbo Second: Gillette Vote: 7-0-0 Planner Gates re-introduced the project and provided an update on questions and concerns expressed at the previous meeting. Gates detailed the background research, outreach, and upcoming reviews by DRB. Gates also talked about the consolidation of certain sign categories and the desire to not alter the signage allotted to individual businesses. Gates discussed the proposed changes to temporary signs including a reduction in sign size and frequency. Gillette offered an idea to require temporary signs to be removed at night. Gates talked about the minimal changes to allotment that would occur with the proposed changes. Additional signage for bowling alleys and movie theaters was discussed including the history of signage for these uses. Gates discussed window signs and changes that occur with the removal of content based sign regulations (hours of operation etc.) Pratt asked about the signage at the welcome center and ski museums where there a window display boxes. Gates stated that he would look further into the approval for these locations. It is possible they were approved through a development plan and were a unique situation. Residential nameplate signs and the minor changes proposed was presented including minor changes to residential directory sign. Construction sign changes were presented. A discussion on appropriate size with a request to reduce the size to 8 square feet in all zone districts. Open house signs were discussed. Gates presented the existing regulations and the proposed changes. Pratt mentioned the content component of the restriction. No public comment. 3. Approval of Minutes 3.1. March 22, 2021 PEC Results Motion: Approve First: Gillette Second: Seibert Vote: 6-0-1 (Philips recused) 4. Adjournment April 20, 2021 - Page 69 of 103 Motion: Adjourn First: Gillette Second: Seibert Vote: 7-0-0 The applications and information about the proposals are available for public inspection during regular office 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 visits that precede the public hearing in the Town of Vail Community Development Department. Times and order of items are approximate, subject to change, and cannot be relied upon to determine at what time the Planning and Environmental Commission will consider an item. Please call (970) 479-2138 for additional information. Please call 711 for sign language interpretation 48 hour prior to meeting time. Community Development Department Published in the Vail Daily April 9, 2021 April 20, 2021 - Page 70 of 103 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : 2020 A nnual D eed Restriction C ompliance and E nforcement P rocess AT TAC H ME N TS : Description 2020 E H U Compliance Status Update Memo_04202021 April 20, 2021 - Page 71 of 103 Memorandum To: Vail Town Council From: Lynne Campbell, Housing Coordinator Date: April 20, 2021 Subject: 2020 Deed-Restricted Employee Housing Compliance Status Report I. SUMMARY The Town of Vail Housing Department is charged with verifying compliance of more than 923 deed-restricted properties in the Town of Vail, annually. As a courtesy, Housing staff sent affidavit forms to deed-restricted property owners on December 17, 2020 reminding each of their obligation to provide documentation demonstrating compliance by no later than February 1, 2021, per the terms of the recorded deed-restrictions. Included in the letter was a link to the Town’s new online compliance sworn statement form. The new online compliance process was implemented to improve customer service and increase compliance documentation response rates. As a result, 600 deed-restricted property owners, or 65%, submitted the required documentation by the February 1st deadline. This is an increase of 8% over 2020. On March 4 & 19, 2021, the Housing staff emailed 56 property owners follow-up notices and again included the online link. Certified letters for non-compliance were mailed to 13 deed-restricted property owners. Owners were granted 10 business days after signed receipt of the certified letter to comply. If owners do not respond by the required deadline, the matter will be turned over to the Town’s prosecutor and a summons to appear in municipal court will be issued by the Police Department. As of March 11, 2021, 94%, or 867, deed-restricted property owners have responded compared to March 11, 2020, when 69%, or 601, had responded. On April 13, 2021, 99.5%, or 919, deed-restricted property owners have complied. Four owners are being issued summons, all repeat offenders. Three summonses are being issued for failure to meet the compliance submittal deadline and one for non-compliance with the terms of the recorded deed restriction (see Attachment A). April 20, 2021 - Page 72 of 103 Town of Vail Page 2 II. NEXT STEPS The Housing staff has exhausted all reasonable efforts to remind and notified these four property owners of their mutually agreed upon compliance obligation. As a result, the Housing staff, in collaboration with the Police Department, has prepared evidentiary files and are in the process of issuing summons for failure to comply with the terms of the deed restrictions . Once a summons is written, the issue of non-compliance transitions from a compliance matter to an enforcement matter. III. ATTACHMENT A Susanne Apostol, 1828 Sierra Trail, does not have to rent does have to submit affidavit Andrew Benedict, 2092 Zermatt Lane Unit A, Vail Commons price appreciation cap, compliance received April 14, 2021 Patricia Ruiz Smith, 2092 Zermatt Lane Unit B, Vail Commons price appreciation cap Jackie Snook, 2373 Lower Traverse Way Unit A, Chamonix Vail price appreciation cap April 20, 2021 - Page 73 of 103 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : A I P P Approved March 1 & 16, 2021 Minutes AT TAC H ME N TS : Description AIP P March 1, 2021 Minutes AIP P March 16, 2021 Minutes April 20, 2021 - Page 74 of 103 Public Notice - Art in Public Places Board Meeting Minutes Monday, March 1, 2021 - 8:30 a.m. – Virtual Webinar AIPP Board members present: Tracy Gordon, Susanne Graf, Kathy Langenwalter, Courtney St. John, Kara Woods Others present: Molly Eppard, AIPP Coordinator 1. Approval of February 1, 2021 meeting minutes. 2. Citizen input. 3. Summer 2021 Mural Installations (presentations attached) • Olive Moya – Interior space of Vail Village Transit Center Molly collected vintage images with the help of the Snowsports Museum for the artist to incorporate into the wheat pasting element of the mural. Molly suggests inviting Olive to Vail to view the space, so she can better understand the site. Olive reviews previous works where she has incorporated black and white photos into her murals. She comments that place, memory, and history is important in making public work. It is nice to have the proximity of the Snowsports Museum to the mural. She integrates abstract colorful shapes to create a push and pull in her installations. There will be the opportunity to have a sense of wayfinding with the shapes as you make your way down the stairwell. There will be integration of the primary colors already present in the La Cantina space. The Board compliments her previous work and is excited to introduce her art to Vail. The Board motions to have Olive come to Vail for a site visit and to move forward with the next steps of an installation. • Pedro Barrios and Jaime Molina – Five vents outside west of Dobson Arena Pedro comments that the vents will bring a sculptural element to the existing mural in the Lionshead parking structure. They would like to carry that imagery to the vents representing their thought process and connection. They will incorporate more natural visuals. They were inspired by the families and children who come through the Lionshead structure to the arena and the library while they were painting their mural two years ago. They would like to incorporate children’s faces on the vents. While it will be playful, it will bring a sense of community. The shape of the pillars will invite people to interact with the murals and transforming the vents bringing it to life. Kathy compliments the flow of the design from one vent to the next. The Board compliments the presentation especially incorporating family element. The Board motions to proceed with the next steps for the mural by Pedro and Jaimie. 4. Ford Park Art Space Discussion • Molly updates the Board about recent conversations with Harry Teague Architects regarding next steps in design development and seeing this as a viable funded project for the Town. April 20, 2021 - Page 75 of 103 • AIPP will present to Council on April 20 with updated findings and recommendations for repurposing the space as an accessible and up-to-code structure for the visual arts as outlined in the Ford Park Masterplan. The Board halted the project in 2020 due to the unknows with Covid-19. • Operational costs would be minimal for facility maintenance in first 5 years if it is a new build versus retrofitting a building that isn’t sustainable nor up-to-code • There would be minimal costs for janitorial. • The Board will look at utilizing some funds from the AIPP budget for construction costs. • Molly would like to have the Board focus on what the programs as a studio residency would look like for the summer and winter seasons. They will also outline the structure as a community asset. • The Board discusses Ford Park as cultural hub and the possible synergy with other cultural non-profits in the park. It would be an attractive residency for artists on both a national and international level. • The Board would like to meet in person for a better discussion about the s pace given its importance to the overall visual arts in Vail. It is noted that Vail is one of the only mountain towns without a dedicated space to the visual arts for both creating and displaying art. 5. Coordinator Updates • Donation of the painting Rosebud by Dustin Zentz to Town of Vail’s public art collection from Margaret Rogers is accepted. The Board would like to look at the Grand View as a possible location. (image attached) • Molly is communicating with John Vickers for the Floyd Elzinga Pinecone work designated for the Clubhouse. • SummerVail Workshop met with Cultural & Heritage Committee and is putting a proposal together for the Council on April 6. • The art element by Ben Roth for Stephen’s Park should be underway by April. 6. No other matters from the Board. 7. Meeting adjourned. April 20, 2021 - Page 76 of 103 SUMMER MURAL PROPOSAL IMAGES: Olive Moya – previous work: April 20, 2021 - Page 77 of 103 April 20, 2021 - Page 78 of 103 Pedro Barrios & Jamie Molina - proposal: April 20, 2021 - Page 79 of 103 Rosebud by Dustin Zentz: April 20, 2021 - Page 80 of 103 Art in Public Places Board Meeting Minutes Tuesday, March 16, 2021 - 8:30 a.m. *Slope Room @ Gravity Haus, East Meadow Drive, Vail Village The mission of this retreat meeting is to have a focused gathering of the AIPP board to discuss the Ford Park art space residency programs in anticipation of a presentation to Town Council in April. AIPP Board members present: Tracy Gordon, Susanne Graf, Kathy Langenwalter, Courtney St. John, AIPP Board member absent: Kara Woods Others present: Molly Eppard, AIPP Coordinator Meeting notes by Kathy Langenwalter: Art Space Needs Building Use and Needs Assessment Design Considerations Addendum 1 General: The AIPP Board would like to move forward with initial Design Development of the Vail Art Cottage 3.0 Floor Plan dated 1-6-20. Since the existing building will be demolished and a new building erected, we like to enlarge the project by approximately 20% - 25% while maintaining the concept of 3 separate spaces – Gallery, Studio and Entry/Utility Area. The structure can extend a bit east and west beyond the existing footprint and to the north as required. Occupant Load: 1. Our goal is to be able to accommodate 36 - 40 people seated for a lecture and a maximum of 24 people at a workshop using standard 30” x 72” folding tables. 2. Will the single ADA compliant unisex restroom indicated on the drawings work for the proposed use? If not, at what occupant load will separate restrooms be required by the IRC and/or ADA? FYI: The Town of Vail has amended the IBC Section 2902.2 as follows: "Separate facilities shall not be required in structures or tenant spaces with a total occupant load, including both employees and customers, of 30 or fewer." Gallery Space: 1. Maintain open space uninterrupted by storage or kitchenette (see below). 2. We would like the option of opening a segment of the east wall to an adjacent deck or patio. Is there a way to provide a significant opening that works with the design, could also be used as interior display space and not emit excessive light? April 20, 2021 - Page 81 of 103 Studio: 1. Enlarge space as needed for a comfortable work space and materials. 2. Keep sink and cabinets. A closet is not necessary in the studio. Entry/Utility Area: 1. Enlarge entry area and expand space as required for the uses listed below. 2. Single unisex restroom if possible. 3. Storage for folding tables and chairs. 4. Storage for janitorial supplies. 5. Coat hooks. 6. Kitchenette recessed into this space and accessed from the Gallery. April 20, 2021 - Page 82 of 103 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 March 9, 2021 Minutes AT TAC H ME N TS : Description V L H A March 9, 2021 Minutes April 20, 2021 - Page 83 of 103 Vail Local Housing Authority Meeting Minutes March 9, 2021 3:00 PM Virtual Meeting 75 S. Frontage Road - Vail, Colorado, 81657 PRESENT ABSENT Steve Lindstrom Mary McDougall Molly Morales Greg Moffet James Wilkins STAFF George Ruther, Housing Director Lynne Campbell, Housing Coordinator 1. Call to Order 1.1. Zoom Meeting 1 (pre-executive session) 1.2. Zoom Meeting 2 (post-executive session) 1.3. Call to Order A quorum being present Lindstrom called the meeting to order at 3:05 PM. All members are present. 2. Citizen Participation 2.1. Citizen Participation Galen Aasland offered his comments regarding the residential linkage proposed. He doesn’t agree with current policies being pursued and believes the comments are flawed. Thinks Aspen solutions to Vail’s problem which won’t work. Cynthia Fitch, no comments. 3. Approval of Minutes 3.1. VLHA February 23, 2021 Minutes MOTION: MOFFET SECOND: MC DOUGALL VOTE: 3-0 APPROVED 4. Main Agenda April 20, 2021 - Page 84 of 103 4.1. Residential Linkage Framework for Calculating Mitigation – Discussion Presenter: Andrew Knudtsen & Rachel Shindman, Economic Planning Systems EPS and VLHA reviewed and discussed a high-level discussion of residential linkage. Discussion ensued. The proposed fee will be based on net new of construction and is intended to be transparent, straight forward and predictable, scaled to what you’re building. EPS asked the Authority to consider and provide direction on three policy questions. 1. What is the upper AMI (area median income) level to capture in employee housing need? Moffet and McDougall don’t agree with using AMI. Currently Commercial Linkage is based on square footage but a factor including affordability at 80% AMI per Ruther. AMI is as much lever as mitigation rate. The Authority stated 150 maximum AMI and asked to see some examples difference 120- 150 AMI. 2. What market geography (entire TOV or subset area) and typology (old/new all homes) should be used to calculate the employee affordability gap? VLHA direction excluded portions of Town with a price per square foot over $1,000. The Authority and EPS will discuss dollars/square foot comparisons at next discussion. EPS will check if legally the rate can be determined by neighborhoods vs a general price per square foot. 3. Future question: What is the mitigation rate? Authority members agreed the VLHA should be the group making decision of what the calculation should be updated to and present to Council for approval. Mitigation rates will be reviewed with examples at a later date. 4.2. Resolution No. 5, Series of 2021, A Resolution Approving the Purchase of a Deed Restriction Interest in Property (Type III Deed Restriction) in the Town of Vail Legally Described as Condominium Unit B-2, Heather of Vail Condominiums, Eagle County, Colorado with a Physical Address of 5197 Black Gore Drive, Unit B-2, Vail Colorado; and Setting Forth Details in Regard Thereto. Presenter: Lynne Campbell, Housing Coordinator MOTION: MOFFET SECOND: MC DOUGALL VOTE: 5-0 APPROVED 4.3. Resolution No. 6, Series of 2021, A Resolution Approving the Purchase of a Deed Restriction Interest in Property (Type III Deed Restriction) in the Town of Vail Legally Described as CONDOMINIUM UNIT 9, SUNLIGHT NORTH CONDOMINIUMS, Eagle County, Colorado with a Physical Address of 2475 GARMISCH DRIVE, UNIT 9, Vail Colorado; and Setting Forth Details in Regard Thereto. Presenter: Lynne Campbell, Housing Coordinator April 20, 2021 - Page 85 of 103 MOTION: MOFFET SECOND: WILKINS VOTE: 5-0 APPROVED 5. Matters from the Chairman and Authority Members 5.1. Matters from the Chairman and Authority Members Presenter: Steve Lindstrom, Chairman Cascade tennis courts project was reviewed at PEC March 8th and was not well received. The developer is reviewing next steps. West Vail Master Plan had another advisory meeting, a few housing ideas were present. Lindstrom hoping to have a meeting with the planning group. Edwards River Park is currently having a public comment session. Housing department provided an update on 2020 compliance update at 93% submitted. The 2-year non-compliant Chamonix owner has been served a summons regarding legal action. Currently the Town is waiting on disposition from district court on the action. March 23 opportunity to discuss role of Housing Authority about the Cascade tennis court site. Authority agreed good opportunity to discuss negotiations in executive session. Future role in of the VLHA in development of this site property. McDougall left meeting early, 4:35PM. Investment banker discussion with VLHA regarding tools to balance deed restriction assets. It would allow borrowing leverage. Authority agreed a good conversation to have. It could provide a source of long-term funding, investing opportunities. Staff will add to an upcoming meeting for about 20 minutes. 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 real, personal or other property interests and to determine positions relative to matters that may be subject to negotiations regarding: Vail InDEED applications and deed restrictions. Presenter: Lynne Campbell, Housing Coordinator There were no items for review. 7. Any Action as a Result of Executive Session 7.1. Action as a Result of Executive Session No action taken. 8. Adjournment 8.1. Adjournment 5:00PM (estimated time) April 20, 2021 - Page 86 of 103 Moffet made a motion to adjourn the meeting 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 • Investment Banker Discussion – Potential Funding Source 10. Next Meeting Date 10.1. Next Meeting Date March 23, 2021 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 April 20, 2021 - Page 87 of 103 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 : April 7, 2021 C S E Meeting Minutes AT TAC H ME N TS : Description April 7, 2021 C S E Meeting Minutes April 20, 2021 - Page 88 of 103 COMMISSION ON SPECIAL EVENTS MEETING Virtual Meeting Wednesday, April 7, 2021 @ 8:30a.m.-9:50a.m. Minutes: Meeting materials can be accessed at the following link https://vailgovrecords.com/WebLink/Browse.aspx?id=687100&dbid=0&repo=TownofVailLaserfic he Roll Call: Present – Alison Wadey, Doug Smith, Nick Conover, Kim Rediker, Sam Biszantz, Marco Valenti. Absent: Jill Lau Attendees: Angela Mueller (Vail Farmers Market), Chris Kendig, Corinne Hara, Diane Moudy, Scott Rednor, John Plack (Vail Resorts), Kristen Horpedahl (Vail Craft Beer Festival), Laura Waniuk, Laurie Asmussen (Vail Arts Festival), Lynn Martin, Nanette Kuich , Peggy Wolfe (VVF), Sarah Franke (VVF), Taylor Smith, Beth Pappas (Vail Rec), Joel Rabinowitz (Vail Rec), Mark Foster (Vail Lacrosse), Staff: Mia Vlaar, Jeremy Gross, Liz Gladitsch 1. 8:30a.m.: Administrative Items (20 minutes) • Approval of the Minutes from the March CSE Meeting • Motion to approve the minutes from the March CSE meeting. • Rediker/Biszantz/unanimous • Council Update • Cultural Heritage Committee presented to council. Archive and recognize the legacy of vail. Approved money for summer Vail art workshop. 50th anniversary this year for SVAWS. • Entertainment District is moving forward. • Sound ordinance, proposing a new time period from 2 – 8pm extending to 80 decibels • Second reading of the mask ordinance will take place April 20 • Roundabout construction starting – Will be working with event producers on this construction. Sign up for updates: www.vailgov.com/roundaboutproject • VEAC Update • Community Outreach re: ballot initiatives. Housing Tax and VLMD tax. Increase to include winter marketing (year round). • Funding events out of VLMD tax may be on the survey. • VLMDAC Update • Event Producer Meeting April 28. Invite coming soon. Opportunities for cross promotion, goals of VLMDAC marketing. • Upcoming Events • Vail Whitewater starts May 4 • Budget Update • Change is $26,580 allocated for Lionshead Farmers Market • Lionshead Farmers Market RFP went out and there were no proposals submitted. Jeremy working with a few who think may fit well for it. April 20, 2021 - Page 89 of 103 2. 8:50 a.m.: Staff Updates and discussions (5 Minutes) • Lionshead Farmers Market RFP • No proposals received. Working to engage 2 potential producers to evaluate the opportunity. 3. 8:55 a.m.: 60 Day Event Previews (45 Minutes) • Vail Whitewater Series • Looking pretty similar to pre-pandemic • VRD was able to produce the event in 2020 with minimal changes to their normal operations. • Outdoor after parties due to new common consumption areas. • No changes to proposed vs planned capacity. • Motion to approve first funding allocation. • Rediker/Conover/unanimous • GoPro Mountain Games • Initial plans have limited the elements of the event that have large spectator draw. • Excited about the potential of what the games could look like. Originally very athlete focused event. Registration is open and has been very well received. • Looking to add vendor village to vail village based on county regulations. ~50 vendors, lots of distance between booths. Live music in the village, beer garden. Live concerts at GRFA. Working with county on capacity of venue. • Slackline, climbing, whitewater "cross events" and the large vendor village areas have been postponed until 2022. Competitions like bike, run and whitewater have been modified to embrace protocols set by the County. Yoga, Fly Fishing and Disc Golf will be as originally scheduled as well as a smaller, physically distanced vendor village with activations spread out throughout Vail Village. Three nights of live concerts will take place at the GRFA using a ticketed model to help control capacities as outlined by the County. • Additional elements are being added as public health guidelines change. The plan since the form was filled out has already been adjusted to add limited sponsor activations and small village music activations. • Wadey- council was a little conservative on being the first to market with a large event. How are you controlling marketing to control attendance? • Franke – Massive spectator events are not returning this year. Marketing team is hyper aware of the concern and controlling the messaging. • Motion to approve first funding allocation. • Rediker/Smith/unanimous • Vail Lacrosse Tournament – Mark Foster • The main change will be allowing more spectators to attend based on county guidelines when released. April 20, 2021 - Page 90 of 103 • Sold out. Same number of teams ahead expected. Same audience with multiple states represented. Already operating in pods with morning and afternoon groups separated. • Currently mask are required for spectators. County takes over control of regulations in late April. • Motion to approve first funding allocation. • Smith/Conover/unanimous • Vail Lacrosse Shootout • Similar to Vail Lacrosse Tournament, awaiting spectator guidelines and regulations but the full tournament roster should be able to attend. • Event Producer not present. Presentation in May for funding approval • Vail Arts Festival • Moving forward with pre 2020 layout. May lose a few spots. May 7th deadline for artist to commit. Planning about 60 artists. 13 different categories of art. • Motion to approve first funding allocation. • Biszantz/Conover/unanimous • Vail Craft Beer Classic • Surpassed ticket sales revenue Y.O.Y. Looking to add tickets with county rules. Up to 250, each session. • 32 breweries and could go bigger. Plan confirmed with Eagle County Health • Motion to approve first funding allocation. • Valenti/Biszantz/unanimous • Vail Farmers Market • Approved through Eagle County Health. Same format as end of last year. Lots of counting, no tickets. Counting in and out. Cautious about messaging with the changes in regulations. Keeping pre-existing condition/high risk shopping opportunity from 9:30-10:00 • Motion to approve first funding allocation. • Rediker/Conover/Unanimous • Farm To Table • Approved by Eagle County Health. Adding some tables back in. Following county guidelines about table sizing. • Motion to approve first funding allocation. • Biszantz/Conover/unanimous • Taste of Vail • Scheduling the week after aspen food and wine. Thursday – lamb, Friday – picnic and rose Saturday grand tasting at amp. Seminars live and virtual. • Motion to move the spring funding of $36,326 to the fall event and reevaluate the fall funding at an upcoming meeting. April 20, 2021 - Page 91 of 103 • Valenti/Conover/Unanimous 4. 9:40 a.m.: Event Funding Review - Shakedown Presents Village Pop Ups (15 minutes) • Solaris and Bart & Yetis as locations • Smith: Overall, how can we better show ROI • $120,000 was allocated for winter entertainment • $150,000 available for summer entertainment • Helps to have public consumption plus outdoor live music to activate those areas and businesses within those areas. • Why is there nothing on weekdays when we might need more activation? • Should be weekend by weekend based upon other events. • Motion to approve the summer music series with shakedown with coordination of calendar with town staff, • Smith/Conover/Unanimous 5. 9:55 a.m.: New Business (5 minutes) • America Days • Highline has notified the Town they will not produce the event. Town staff is planning to take over production. Moving forward with reverse parade in Lionshead and fireworks. Farmers Market will be occurring in Vail Vilage. • Biszantz: Public Consumption and compostable cups being thrown in the trash is sad. Can we work with Walking Mountains to get compostable bins throughout town? Adjournment @ 10:00 a.m. Rediker/Valenti/unanimous The April 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. April 20, 2021 - Page 92 of 103 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 Minutes - F ebruary/Supplemental AT TAC H ME N TS : Description V L MD AC Minutes - February 2021 V L MD AC Minutes - Special Meeting April 20, 2021 - Page 93 of 103 Vail Local Marketing District Advisory Council Monthly Meeting February 17, 2021, 8:30 am Meeting held via Zoom VLMDAC member attendees: Esmarie Faessler (Sonnenalp), Laurie Mullen (Vail Resident), Erica Cannava (Manor Vail Lodge), Jana Morgan (Sweet Basil), Michael Holton (Vail Health), Scott Gubrud (Four Seasons-Vail), Kam Bozich (Slifer, Smith & Frampton), Liana Moore (Antlers), Jenn Bruno (TOV council) 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), 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 (Brown Analytics Advisory Group), Jeremy Coleman (Brown Analytics Advisory Group), Chris Shewmake (Cactus), John Plack (Vail Resorts), Beth Slifer, Chris Mathews (Vail Daily), Samantha Biszantz (CSE), Jeff Strahl (Cactus), Matt Mire (TOV Attorney) Call to Order Esmarie called meeting to order at 8:33am Monthly Financial Report- Year end- lodging tax as of December 31,2020- $3,033,767 Prior year- $3,711,718 Fund balance is at a little over $2 million Approval of January 20, 2021 Minutes Motion to approve by Erica/ second by Kam/ unanimous Board and Commission Training Matt Mire, VLMDAC lawyer on behalf of Town of Vail Board training focusing on insurance coverage the board has, acting within the scope of your appointment, personal liability, conflict of interest, CO code of ethics See handbook the board was given or presentation for more details 2021 Recommended Goals VLMDAC 2021 Business goals (May-October) Sales tax +3% (-8% from 2019) Lodging tax +8% (-4% from 2019) Overall Summer Occupancy +21% (-12% from 2019) No group goal at this time Motion to approve 2021 Business goals per the slide by Erica/ second by Laurie/ unanimous April 20, 2021 - Page 94 of 103 2021 Experience Pathway, Messages & Connections Ainslie “Find” campaign- Find what moves you (pre-COVID) Find what you’ve been missing (COVID) Summer audience we are focusing on: Dynamic family, Super-Boomers, Active professionals Kristin Yantis & Katie Harker go into detail on “Dream, Consider, Book”, please see presentation Discussion ensued around the pictures/videos being used Discussed new platforms- Facebook Carousel + IG Multi-Panel story DiscoverVail.com What we’ve been doing- - Starting with original site goals, we built DiscoverVail.com & populated its content. - We performed a site audit evaluating content, strategy & UX - With the audit learnings, we refreshed the goals, and added specific strategies, tactics and KPIs Refreshed goals: Content- Be the go-to source for visitors coming to Vail UX- provide an engaging & elegant user- experience Data- collect visitor info for marketing Revenue- drive revenue through lodging bookings Group Sales Update- 2020 group sales results- 20 contracts through the VVP $1.5 million in room revenue 2022 and beyond, the strongest group business is coming from the front range Groups on the books from 2021 & beyond show increase in room nights, beginning as early as April 2021 Increase in destination weddings/smaller social groups for 2020 & 2021 Marketing and media efforts- Cvent, Destination Colorado, Salesforce, SendSites Destination eProposal, DiscoverVail.com, Road show series, Social media VVP CONNECT- this new product for the VVP brings together current and future leaders, fosters creativity, grows our networks, and is catalyst for innovation. A more connected community, is a stronger community. Supplemental Budget Considerations Fund balance at 46% (needs to be maintained at 25%) Current 2021 budget- $ 2,184.024 Motion to spend $1,000,000 million (was tabled for the working session) Events Meeting Update- Not too much in the next few months March- - Shamrock shuffle -Taste of Vail is looking later in the year (maybe combining with their fall event) Full calendar this summer- busy once we get to June We are in a “wait and see” status Burton next year? (2021-22) - this depends on VR and if they will have events on mountain Other Business- April 20, 2021 - Page 95 of 103 Board Working Session Supplemental We are at a 59% fund balance. If we recommend $1M supplemental, it brings fund balance down to 34%. If we recommend $1.47M, it brings fund balance down to 25% Board requests staff and partners to come back in 2 weeks for a special meeting bringing specific KPI’s and goals to each. Cactus to synthesize how all will work together in one eycosystem with KPIs and ROI involved. Complementary with long term, short term, KPIs and ROI – benefits that accrue over time. Branding Workshop: Belief and Behavior Cycle: 1. Desired consumer behavior 2. Brand Beliefs & Identity, 3. Brand Behaviors, 4. Consumer beliefs. Behavior: What is ultimate consumer behavior we want our marketing to result in? - Come to Vail, Stay the night, spend money - Brand loyalty, Come with great experience and go back and tell everyone about it – Become brand ambassadors, Brand Beliefs - Think about Vail as community, not single source mountain brand - We are tax payer funded. How can we represent everyone in community - If we asked 10 locals, what makes Vail different, what might they say o People, village, cultural arts, skiing, energy, great small town feel. You know your neighbors and your community. o Living life to the fullest. No one moves to vail to throw in the towel. Everyone is pushing the limits. Peer pressure to be active o Elevated yet approachable experience o Has to be ownable o Quality from restaurants to mountain etc. best in class. Commitment to keep quailtiy and keep quality o On-mountain amenities don’t match up to amenities in town. o Safety. I moved here so I don’t have to lock my door. o Strong sustainable efforts.  We were first sustainable destination in North America. Habitat mitigation, water quality, drainage systems, etc.  We need to really show going above and beyond if we lean on sustainability.  If you’re going to play sustainability card as  Status quo that mountain towns are sustainable o We are friendly, Its not like that in every mountain town o Purpose built so better understanding of tourism economy o We’ve had to work harder because we don’t have heritage to lean on. We have eagerness  Reliance on Vail Resorts has diluted brand  - What business is Vail in: o Experience business, Moments business – Moments is what makes up great experience. Memories business April 20, 2021 - Page 96 of 103 o Traditions. Events, Family, Legacy, 4th of July parade,  What families do we really work well for? It’s along the lines of traditions  Vail is trusted, multi-generational  Iconic moments that last a lifetime  Connections - What business is VLMD in? o Concierge, sharing, bring it to life, friend to give you inside track on having iconic experience, inspiration/ideas. Shine light on soul of Vail o Don’t like bland/brochure. We’ve been homogenized and safe and narrow with VR direction. How can we tell – james bond, Bavarian village  Imagery - here is an idea of how we could bring “soul” to photography…an example to show - https://ryandearth.com/PORTFOLIOS/ACTIVE- LIFE/thumbs - White down who you believe is Vail’s enemy. What is it that we are fighting against? o Cookie cutter o Complacency o Aspen? Their messaging has been cutting edge over the years. Same process to come to Colorado resort. We feel slighted by them because their message has been so strong. They don’t play it safe  Their room rate is same in winter and summer because they have perception of stylish, cashe experiences o Homogenized through Vail Resorts as a publicly traded company. - What is our dream headline 5 years from now o We were founded by trailblazers. It would be great to get back to being thought of that way. o Vail continues to set the bar as world class. Innovation is key. Set the standard. Best in class, world class. Year round o “Vail doubles full time residence in just 5 years.” People can work from anywhere. We can build our town, our economy o Vail. The ultimate experience. The VLMD effort lead and generated visitation o Vail puts i70 underground and expands footprint o Voted #1 year round travel destination – Forbes (outshining aspen) o Vail trailblazes way to year round sustainability o Vail shares mountain adventure with all. Not exclusive. You’re invited. A lot of people feel they aren’t invited to or welcome in Vail o Town of Vail and Mountain work together to elevate experience. o Famous people headlining XYZ events - Shout out a few of Vail’s beliefs as a brand: o I want us to be more inviting and welcoming but sensing less of that. Are we an exclusive or inclusive? o Mountain’s are a place of healing and fulfilment and restoration o Safe haven o Trust – relationship with guests and residence and employees o Place of beauty that needs to be cherished – fits with generational heritage and legacy and tradition and hand in hand with belief in sustainability  We need to start acting now to keep environment as it is o High culture and remote mountain towns live together April 20, 2021 - Page 97 of 103 o Both relaxed and luxurious. Not unattainable brand but have both o We believe in the future. Community. Vail is a place to reconnect. Connect nature and people. Connections enhanced and encourage. - What are we not: Not stuffy - What are behaviors we do today o Super focused on guest experience o Develop unique content programing o Friendly and welcoming to all. o Vail is a place that people try new things. We need to allow people to feel comfortable to do that. Do the unexpected. - Does the guest feel those behaviors? We need to prove that through research The outcome of this session and others will ultimately this will develop the brand and belief and the foundation for all creative briefs moving forward Adjournment at 12:05: Motion to adjourn by Esmarie /second by Erica /unanimous Upcoming Meetings: VLMDAC Monthly Meeting Wednesday, March 17, 2021 Virtual Zoom Meeting April 20, 2021 - Page 98 of 103 Vail Local Marketing District Advisory Council Second Supplemental Budget Meeting March 1st, 2021, 11:00am Virtual Zoom Meeting VLMDAC member attendees: Esmarie Faessler (Sonnenalp), Erica Cannava (Manor Vail Lodge), Jana Morgan (Sweet Basil), Michael Holton (Vail Health), Scott Gubrud (Four Seasons-Vail), Kam Bozich (Slifer, Smith & Frampton), Liana Moore (Antlers), Jenn Bruno (TOV council) Additional Attendees: Ainslie Fortune (Cactus), Jeremy Coleman (Data Roadmap), Kristin Yantis (MYPR), Meggen Kirkham (SITE marketing), Mia Vlaar (TOV), Liz Gladitsch (TOV), Jeremy Gross (TOV), Carlie Smith (TOV), Chris Romer (VVP), Jeff Strahl (Cactus), Jennifer Viditz-Ward (Vail Resorts), Kay Schneider (VVP), Lauren Scutt (Cactus), Mark Herron (Lodging Liaison), Scott Strother (Cactus), Skip Thurnauer (Town Resident) Call meeting to order- Esmarie- 11:03am Budget Overview- YOY Budget Comps slide has been updated from what you have, please see presentation 2021 Original Budget $2,184,024 Fund balance at 59% 2021 Plan A Budget $3,184,024 Fund balance at 34% 2021 Plan B Budget $3,654,024 Fund balance at 25% This provides some nice context for everyone. Mia: We are ready to present the below on the 16th of March with Carlie and Kathleen to the council Supplemental Strategy & Priorities, Cactus Ainslie- we want to continue to invest in website with robust content, continue to invest on Data systems, Drive overnight visitation/demand (April/May timeframe), and investing in the Vail Brand 1. Content Plan & Execution- Budget $156,500 Current budget: NA-coming out of TOV fees Timing- March-December (Video/Photo is separate from this budget, Meggen has a tactical budget for that) there are also social videos that Liz manages. 2. Website Enhancements- Budget $8,068 Timing- March-May 3. Data Systems Investment- Budget $136,400 Timing- July-December Continuation of Q1 & Q2 that is already in budget. Are getting good data and how are we using it. Making sure we have the people with the right skill sets to digest this data and share it. 4 Increase Paid Media- Plan A- Broke it down to- Destination Air for Dallas, Digital (add support for Chicago and Houston) and Traditional Plan A Budget $304,000 Timing-March-September April 20, 2021 - Page 99 of 103 Plan B- (inclusive of Plan A) Broke it down to- Destination Air, additional Dallas digital tactics, Digital- target new market testing with top performing Adara markets (NYC, SF or Austin) Traditional- media expanded in Dallas, Chicago and Front Range (TV only) Plan B Budget $720,000 Timing-March-September Visitation is trending positive since January 1st, our destination visitors tend to stay longer and spend more. Front range continues to make up 50% or more of our visitors. Eagle-Vail Flights are out performing the industry by more than double as a resort destination with outdoor recreation options. 5 Vail Branding- Plan A Budget $305,000 Timing March-August Plan B Budget $380,000 Timing March-August 6 Public Relations- Budget $12,500 Timing May, Early Summer 7 Contingency Dollars- Plan A Budget $77,532 Plan B Budget $56,532 Market contingent efforts ie: We could add to the Mexico market, this is a crisis budget if we have a fire. Jenn stated she was comfortable with this level of detail for the Council. Discussion of 2021 Goals Lodging tax goals- Plan A - +9% Plan B- +12% It’s not really comfortable to set goals this year with not knowing what’s going to happen. We are not setting a group sales goal because we don’t have a lot of ability to influence that group. Supplemental Plan A vs. B Considerations Plan A vs Plan B- Increase Paid media and Vail 2022 Brand Production are the big differences between Plan A and B. The Increase in paid media brings us back to a pretty normal level of 2019. We also have to remember we will be fighting every other mountain/competitor when people become more comfortable to travel again. We need to move forward quickly and go with Plan B. We need to get to market quickly and powerfully so decisions are being made before competitors can catch up. VLMDAC recommendation on Second Supplemental Budget to be presented to VLMD on March 16 Motion to approve Plan B $3,654,024 First- Michael/ second Kam/unanimous Other Business Upcoming Meetings: VLMDAC Monthly Meeting, March 17, 2021 April 20, 2021 - Page 100 of 103 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 roposed Future Agenda I tems AT TAC H ME N TS : Description Memo Futur e Agenda Topics (proposed) 042021 April 20, 2021 - Page 101 of 103 To: Mayor and Town Council From: Town Clerk’s Office Date: April 20, 2021 Subject: Proposed agenda topics for future meeting agendas The listing below reflects proposed topics to be scheduled at future Town Council meetings and is informational only. Dates and topics are subject to change. Vail Town Council Meetings Topics & Times subject to change "Time of Day" 4-May-21 DRB Joint meeting afternoon West Vail Master Plan Updates evening 18-May-21 GO Pro Games Update afternoon VLHA Interviews afternoon/evening VLLA interviews & appointments afternoon/evening Destimetrics season end report afternoon PEC Joint meeting afternoon TOV Website updates afternoon Vail Youth Recognition Awards evening 1-Jun-21 Community Outreach Plan Update (ballots proposals) afternoon Wildfire Updates afternoon Review Options for Municipal Election formats (polling place or coordinated election) afternoon 15-Jun-21 Review Noise Ordinance Amendment (adopted April)afternoon Future Topics Ski lockers in Vail TBD Review speed limits Intermountain and throughout town TBD I-70 Noise Reduction TBD CDOT updates about I-70 TBD Joint meetings w PEC & DRB TBD - May Stream Protection Corridor Legislation TBD Civic Area Plan TBD 2020 Model Traffic Code TBD Fiber Infrastructure & Thor Broadband TBD Electric Charging Stations Update TBD April 20, 2021 - Page 102 of 103 VA I L TO W N C O UNC I L A G E ND A ME MO I T E M /T O P I C : Recess 5:45 pm (estimate) April 20, 2021 - Page 103 of 103