HomeMy WebLinkAbout2020-04-07 Town Council MinutesVail Town Council Meeting Minutes
Tuesday, April 7, 2020
6:00 P.M.
Due to the Town's Disaster Declaration of March 17, 2020 related to the COVID-19 virus, the
meeting was held with virtual access provided through Zoom.
The regular meeting of the Vail Town Council was called to order at approximately 6:00 P.M. by
Mayor Chapin.
Members present: Dave Chapin, Mayor
Kim Langmaid, Mayor Pro Tern
Jenn Bruno
Travis Coggin
Kevin Foley
Jen Mason
Brian Stockmar
Staff members present: Scott Robson, Town Manager
Matt Mire, Town Attorney
Tammy Nagel, Town Clerk
Citizen Participation
There was none.
2. Proclamations
2.1. Proclamation No. 3, Series of 2020, Recognizing National Library Week 2020 "Find
your Place at the Library"
Presenter(s): Dave Chapin, Mayor
Mayor Chapin read Proclamation No. 3, Series of 2020 into the record. Town Librarian, Lori
Barnes, shared various ways to "find your place at the library". Barnes noted with COVID-19
currently happening it was important for people to know there are numerous virtual offerings.
3. Appointments for Boards and Commissions
3.1. Vail Local housing Authority Appointment (VLHA)
Presenter(s): Dave Chapin, Mayor
Staff Recommendation: Appoint one member to the Vail Local Housing Authority for a partial
term ending May 31, 2022.
Langmaid made a motion to appoint Greg Moffet to the Vail Local Housing Authority for a partial
term ending May 31, 2022; Coggin seconded the motion passed (7-0).
4. Consent Agenda
Town Council Meeting Minutes of April 7, 2020 Page 1
4.1. Resolution No. 15, Series of 2020, A Resolution of the Vail Town Council
Extending the Declaration of a Local Disaster Emergency
Foley made a motion to approve Resolution No. 15, Series of 2020; Bruno seconded the motion
passed (7-0).
4.2. Bus Barn Electrical Contract Award
Background: The Town of Vail is currently in the process of converting the bus fleet from diesel
buses to battery electric buses. In order to complete this transformation, major electrical
upgrades are needed to install bus battery chargers. The town applied and received a grant
from the Colorado Department of Transportation of $1,099,920 with the town matching this
dollar amount by $274,980 for a total project budget of $1,374,900.
Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form
approved by the Town Attorney, with Black and Veatch to complete the Bus Barn Electrical
System Upgrade Design in the amount of, and not to exceed, $192,300.
Bruno made a motion to authorize the Town Manager to enter into an agreement with Black and
Veatch not to exceed $192,300; Foley seconded the motion passed (7-0).
4.3. Cascade Village Water Quality Improvements Project Contract Award.
Background: Water quality improvements along Westhaven Drive was identified in the Gore
Creek Strategic Action Plan as an area for improvements. Staff received 4 bids for the Cascade
Village Water Quality Improvements Project with United Companies the low responsible bidder.
The project is within budget and is within the engineer's estimate. Work includes installation of
water quality devices on Westhaven Drive. The project is scheduled to be completed by June
26, 2020.
Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form
approved by the Town Attorney, with United Companies to complete the Cascade Village Water
Quality Improvements Project in the amount not to exceed $140,000.00.
Langmaid made a motion to authorize the Town Manager to enter into an agreement with
United Companies in an amount not to exceed $140,000.00; Foley seconded the motion passed
(7-0).
4.4. GH Daniels and Associates Contract (installation of the Village Structure
Landscape Improvements)
Background: This project proposes to install numerous new shrubs and trees, rearrange
perennial flower beds, remove several dying trees and install some granite landscape boulders
along the north side of the parking structure. The design adds color, texture and diversity to the
existing landscape. The project has received DRB approval.
Staff Recommendation: Authorize the Town Manager to enter into a contract with GH Daniels
and Associates in an amount not to exceed $67,000 for the installation of the Village Parking
Structure Landscape Improvements Project.
Town Council Meeting Minutes of April 7, 2020 Page 2
Foley made a motion to authorize the Town Manager to enter into an agreement with GH
Daniels and Associates in an amount not to exceed $67,000.00; Langmaid seconded the motion
passed (7-0).
5. Town Manager Report
Robson provided updates on the town's COVID-19 response. Many staff members were working
remotely. Robson stated the town was working to make sure its employees were being supported.
Applications from non -profits for $500K in funding from the Vail Relief Fund are continuing to come
in. The funding would be released soon. Robson provided an update on the state and county
public health mandates on social distancing, especially related to construction sites. Safety
protocols had to be posted on site by April 9. Additionally, Robson provided an update on the
fencing in East Vail to help protect the bighorn sheep herd. Robson said longer term, bids and cost
estimates were being taken for an environmental assessment to treat 4,500 acres. Mechanical
treatments and controlled burns could begin next spring.
6. Action Items
6.1. Permission to Proceed through the Development Review Process for use of Town
of Vail owned property for the placement of air conditioning units and associated
screening in the vicinity of 292 East Meadow Drive.
Presenter(s): Erik Gates, Planner
Action Requested of Council: The Town Council is asked to review a request to submit a
development review application (Design Review Board) for use Town of Vail property for the
placement of air conditioning units and associated screening on Town owned property and
public rights of way.
Staff Recommendation: The Vail Town Council instructs Town Staff to sign the development
application on behalf of the property owner and permit the project to proceed through the
development review process for the proposed improvements.
Gates explained the owner of the Mountain House, located at 292 East Meadow Drive, was
requesting permission to proceed through the Design Review process for air conditioning (A/C)
units servicing the building that are located partially on Town of Vail property (East Meadow
Drive ROW) and Town of Vail Stream Tract. The applicant was requesting use of Town of Vail
property in order to install and distribute A/C units around the building. All A/C units would be
placed adjacent to the building. Gates explained the council was not being asked to approve
the improvements, their location or design, but rather to authorize the applicant to move forward
with a planning application that utilizes town -owned property for private uses.
Stockmar made a motion to deny 292 E. Meadow Dr. permission to proceed through the
process; Coggin seconded the motion passed (5-2 Bruno and Foley opposed).
7. Public Hearings
7.1. Ordinance No. 1, Series 2020, Second Reading, An Ordinance Making
Adjustments to the Town of Vail General Fund, Capital Projects Fund, Housing Fund,
Town Council Meeting Minutes of April 7, 2020 Page 3
Real Estate Transfer Tax Fund, Marketing Fund, Dispatch Services Fund, Heavy
Equipment Fund, Health Insurance Fund, and Timber Ridge Fund
Presenter(s): Carlie Smith, Financial Service Manager
Action Requested of Council: Approve or approve with amendments Ordinance No. 1, Series
2020.
Background: Please see attached memo.
Staff Recommendation: Approve or approve with amendments Ordinance No. 1, Series 2020
Smith reviewed the changes to Ordinance No. 1, Series of 2020 since the first reading including
the first phase of budget adjustments in response to COVID-19. The reduction in budgeted
expenditures included salary and benefit savings from merit freezes and vacancies, decreases
in department operating expenditures, savings in capital projects as well as deferrals of capital
projects.
✓ General Fund reflected a decrease in budgeted revenue of $6,373,000 or 14% decrease
from the 2019 original budget. This included reductions for the following revenue sources:
• Sales Tax ($3,575,000)
• Lift Tax ($1,060,000)
• Parking Sales ($1,029,600)
• County Sales Tax ($198,400)
• Earnings on Investments ($300,000)
• Donovan Pavilion Rentals ($90,000)
• Project Reimbursements ($120,000)
Some expenditure reductions included:
➢ Deferral or reduction of one-time projects for savings of $350,000;
➢ Salary and benefit reductions for a savings of $730,000
➢ 10% decrease in department operating expenditures for a savings of $1.2M
✓ Marketing Fund reflected a decrease of $50,000.00 since first reading.
✓ Capital Projects Fund reflected a decrease in sales tax revenue of $3,575,000.00
➢ Identified project that could be deferred to 2021 or beyond resulted in a savings and
deferrals totaling $18.3M
✓ Housing Fund had no changes
✓ Real Estate Transfer Tax Fund reflected a decrease in revenue of $700,000
➢ identified additional project to defer to later years. Combined project savings and
deferrals total $9.8M
Smith shared with council that since first reading staff had received an updated bid from the Vail
Recreation District for a cooling system at the Gymnastics facility. This item was in the budget at
$50K, however the work had been estimated at $250K, an increase of $200K
✓ Dispatch Fund reflected a revenue decrease of $66,119 as a result of expenditure
reductions.
➢ Expenditure savings included:
• Salary and benefit savings of $65,961 and
• Operating savings of $49,700
Smith stated staff would further refine the expenditure reductions and possible discount to
external agencies.
✓ Heavy Equipment Fund reflected decrease in the transfer from the General Fund of
$253,042 as a result of expenditure reductions.
Town Council Meeting Minutes of April 7, 2020 Page 4
'v Expenditure savings included:
• salary and benefit savings of $35,901
• operating savings of $162,477
✓ Timber Ridge Enterprise Fund projected to decrease by $58,422 in loss of rental income
either due to vacancies or rent relief efforts. Timber Ridge would have an ending fund
balance of $1.8 million.
There was no public comment.
Council had no questions.
Coggin made a motion to approve Ordinance No. 1, Series of 2020 upon second reading;
Mason seconded the motion passed (7-0).
7.2. Ordinance No. 2, Series of 2020, First Reading, An Ordinance for a Zone District
Boundary Amendment, Pursuant to Section 12-3-7, Amendment, Vail Town Code, to
Allow for a Rezoning of Two Portions of Lot 1, 366 Hanson Ranch Road Subdivision; The
Rezoning will change the Zone District from Agricultural and Open Space (A) to the
Public Accommodation (PA) District
Presenter(s): Jonathan Spence, Planning Manager
Action Requested of Council: The Vail Town Council has been asked to table this item to the
April 21, 2020 meeting.
Background: The applicant, VailPoint LLC, represented by Sarah J Baker PC., is requesting a
zone district boundary amendment, located at 366 Hanson Ranch Road from Agriculture and
Open Space (A) District to the Public Accommodation (PA) District.
Staff Recommendation: Town Council to table the first reading of Ordinance No. 2, Series of
2020 to the April 21 st meeting.
Langmaid made a motion to table Ordinance No. 2, Series of 2020 to the April 21 st Town
Council meeting; Stockmar seconded the motion passed (7-0).
There being no further business to come before the council, Foley moved to adjourn the
meeting; Langmaid seconded the motion which passed (7-0) and the meeting adjourned at 6:47
p.m. Or
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Attest:
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Town Council Meeting Minutes of April 7, 2020 Page 5