HomeMy WebLinkAbout2020-05-05 Town Council MinutesVail Town Council Meeting Minutes
Tuesday, May 5, 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
Chris and Polly Fitzgerald sent an email to publicinput.vailtowncouncil@vailgov.com thanking
the town crews for cleaning up Ellefson Park.
2. Any action as a result of executive session
There was none.
3. DRB / PEC Update
Presenter(s): Jonathan Spence, Senior Planner
There were no call-ups by Town Council.
4. Presentations / Discussion
4.1. November 2020 Ballot Initiative Polling Discussion — Long -Term Funding for
Housing and Similar Efforts in Support of Economic Recovery
Presenter(s): George Ruther, Housing Director, David Flaherty, Magellan Strategies, Scott
Robson, Town Manager
Action Requested of Council: Provide direction on whether to pursue a second community
polling survey on long-term funding for housing and/or similar efforts in support of Vail's
economic recovery
Town Council Meeting Minutes of May 5, 2020 Page 1
Background: Prior to the onset of the Covid-19 global pandemic the Vail Town Council and the
Vail Local Housing Authority had been collaborating and discussing the pursuit of a long-term
source of funding for housing in the Vail community. Given the onset of the pandemic
circumstances have changed and it is appropriate to revisit this topic at this time.
Staff Recommendation: The town staff recommends the Vail Town Council provide answers to
the following questions: Should the town staff continue forward with a second community polling
survey on the topic of establishing a dedicated, long-term source of funding for deed -restricted
housing programs and developments in Vail, and should the polling include questions about
broader additional economic stimulus initiatives aimed at financially supporting Vail's economic
recovery.
Ruther provided a brief overview of the discussion and stated the were two purposes for
tonight's agenda item:
1) determine the level of support for continuing forward with a second community polling
survey on the topic of establishing a dedicated long-term source of funding for deed -restricted
housing programs and developments in Vail
2) discuss whether the community polling survey should also include questions about
broader additional economic stimulus initiatives aimed at financially supporting Vail's economic
recovery.
Ruther provided a brief recap on the subject stating prior to the onset of COVID-19, the Council
and Vail Local Housing Authority had been collaborating and discussing the pursuit of a long-
term source of funding for housing. A poll was conducted a year ago on this topic with the intent
to revisit the topic this year. In the end, Council and the Vail Local Housing Authority collectively
determined to withhold placing a housing funding question on the November 2019 ballot, and
instead, make progress on the recommendations for future action provided by the consultant
team based upon the polling results. It was determined a second community polling survey
would occur in the spring/summer of 2020.
David Flaherty of Magellan Strategies suggested the Town wait until later in the spring or
summer to determine if it would want to pursue a poll in preparation for the November ballot.
Town Manager Robson stated there could also be a need to consider a future polling question
on helping to fund Vail's economic recovery.
Council thanked the citizens of Vail for participating in the poll and suggested revisiting this topic
again in July if there were significant changes with COVID-19.
4.2. West Vail Master Plan Update
Presenter(s): Matt Gennett, Community Development Director
Action Requested of Council: Review and provide feedback on the attached memorandum and
outline and provide feedback on presentation.
Background: The intent of the West Vail Master Plan is to envision planning, zoning, and design
options as well as transportation infrastructure, housing, and economic development for the
West Vail area. The planning process is expected to take between 12 and 18 months, with final
plan adoption by Town Council in the spring/summer of 2021
Town Council Meeting Minutes of May 5, 2020 Page 2
Gennett provided Council with an overview of the West Vail Master Plan timeframe and
introduced council to the Colorado -based consultant team representatives from the SE Group,
Economic and Planning Systems, Studio Seed, and Fehr & Peers.
The consultant team proposed the "20-minute neighborhood" as an organizing structure for the
planning effort. The team explained a 20-minuteneighborhood had all the services that one
might need within a short walk, bike ride, or bus trip. This planning process would identify and
address the gaps in services, transportation infrastructure, housing types, and recreational
opportunities, towards making West Vail a true 20-minute neighborhood.
Gennett said the planning process was expected to take between 12 and 18 months, with the
final plan adoption by Council in the spring/summer of 2021.
1. Phase One: Background Research and Community Visioning (May — July 2020)
2. Phase Two: Design Options and Draft Plan Elements (July — November 2020)
3. Phase Three: Plan Implementation Steps (December 2020 — January 2021)
4. Phase Four: Plan Approval (February — April 2021)
The consultants stated that community engagement would be a critical component of the
planning process. Adjustments were being made as a result of the pandemic to capture
community feedback virtually during the first part of Phase One.
Council thanked the group for their efforts and presentation and was looking forward to group
reporting back their findings.
4.3. Vail Recovery Efforts in response to the Public Health Crisis Municipal Operations
Recovery Plan Special Events Update Vail Economic Recovery Team (VEAC) Community
Relief Fund Update Recession Plan and Budget Impacts
Presenter(s): Scott Robson, Town Manager
Action Requested of Council: No action requested.
Background: Town staff will present updates about ongoing planning efforts in key areas in
response to the latest public health orders from Eagle County. Town staff have been updating
and defining next phases in its Municipal Operations Recovery Plan along with reviewing event
programming with event promoters that were slated throughout the summer. There will be an
introduction of the recently formed Vail Economic Recovery Team whose mission will include
studying and making recommendations on how Vail will reboot its business economy. In
addition, there will be a recap about the status of the town's Community Relief Fund program.
Lastly, the finance department will present a revised budget taking into consideration the
major/critical stages of the recession plan.
Robson provided an overview of the Vail recovery efforts sharing the Town was following public
health orders from Eagle County and the Colorado State. Most office employees were working
remotely. In late May some of those employees would return to town hall. Public access to
Town Hall would be reopened in early June with mandatory face covering.
Vail Transit began operating the spring service on Monday with social distancing and mandatory
face coverings. Each bus was limited to 10 passengers. There were 125 riders yesterday.
It was anticipated Town Council would return to the Council Chambers for the June 2 meeting
using safety protocols.
Town Council Meeting Minutes of May 5, 2020 Page 3
Vail Public Library were continuing with curbside pickup and many virtual services.
Welcome Centers were being operated virtually and opening dates are to be determined.
Public Works crews had returned to work and were practicing social distancing.
Police and Fire services were fully staffed.
Robson shared with Council that he was hearing from members of the Vail Economic Advisory
Committee the urgent need to accelerate reopening with a firm timeline.
Bruno stressed the message from businesses were there would be permanent closures unless
businesses could reopen by mid -June. The businesses suggest Eagle County Public Health use
Vail as a pilot program for reopening.
Chapin shared feedback from the restaurant community, noting that restaurants were already
held to a higher standard when it came to cleaning protocols. Restaurants are asking if tables
can be placed outside to increase capacity and build cash -flow.
Robson added the lodges needed some lead time to build up for a reopening explaining that
was another reason why a reopening date would be helpful.
Robson shared staff was working with the July 4t" celebration event promoter on creative and
innovative solutions July 4th celebration to include fireworks. Events previously scheduled in
May and June had been cancelled or postponed. First few Farmers' Markets in Vail are planned
to be held virtually. Bravo and Vail Valley Foundation were exploring creative ideas for small
activations and animations during the summer.
Council supported hosting fireworks in Vail and believed social distancing could be maintained.
Robson went onto provided an update on allocation of funding from the Vail Community Relief
Fund. Reminding Council that the Fund were grant dollars awarded to non -profits for food relief,
commercial rental relief and medical & behavioral health and that $500K had been set aside for
those efforts. Fourteen non -profits had been awarded funds at this time.
Finance Director Kathleen Halloran provided an update on the Town's 2020 budget and
recession plan. New revenue projections had been prepared with decreases of between 20 and
25% as the Town prepared for the next recession phases. March sales tax collections were
down 46% from prior year. Halloran noted this was an improvement from original assumption of
75% decrease, a benefit of $1.2M to revised revenue projections. Also, construction activity had
not slowed as much as anticipated. Halloran stated additional good news was that the town
was awarded $1.35M in Federal CARES funding for transit operations. In comparison with other
communities across the state, the Town was projecting to use less reserves than many others
to offset revenue declines. Operation cuts were also planned with current services. Halloran
recommended adopting the "major" recession phase plan; which was a decrease of $18M in
revenue or 22% from prior year. It included workforce hour reductions based on a one -month
delayed start to parking operations and an off-season bus schedule until June 29.
Council thanked staff for the efforts during COVID-19 and reviewing department budgets to
make the necessary cuts.
5. Action Items
5.1. Ordinance No. 5, Series of 2020, An Ordinance Reducing the Numbers of Board
Members Required to Serve on the Town of Vail Arts Board
Presenter(s): Matt Mire, Town Attorney
Town Council Meeting Minutes of May 5, 2020 Page 4
Action Requested of Council: Approve, approve with amendments or deny Ordinance No. 5,
Series of 2020 upon first reading
Background: The Vail Town Council wishes to reduce the number of board members required to
serve on the Town of Vail Arts Board from seven members to five members.
Staff Recommendation: Approve, approve with amendments or deny Ordinance No. 5, Series of
2020 upon first reading.
Mire provided Council with a brief overview of Ordinance No. 5, Series of 2020 reducing the Art
in Public Places Board from 7 to 5 members. Council reviewed this topic during the April 21,
2020 Town Council afternoon meeting with the AIPP Director Molly Eppard.
Council had no questions and there was no public comment.
Bruno made a motion to approve Ordinance No. 5, Series of 2020 upon first reading; Coggin
seconded the motion passed (7-0).
6. Consent Agenda
6.1. March 3, 2020 Town Council Meeting Minutes
Foley made a motion to approve the March 3, 2020 Town Council Meeting Minutes; Langmaid
seconded the motion passed (7-0).
6.2. March 17, 2020 Town Council Meeting Minutes
Stockmar made a motion to approve the March 1, 2020 Town Council Meeting Minutes;
Langmaid seconded the motion passed (7-0).
6.3. March 24, 2020 Town Council Special Meeting Minutes
Langmaid made a motion to approve the March 24, 2020 Town Council Special Meeting
Minutes; Stockmar seconded the motion passed (6-0* foley had tech difficulites that meeting).
6.4. March 31, 2020 Town Council Special Meeting Minutes
Stockmar made a motion to approve the March 31, 2020 Town Council Special Meeting
Minutes; Foley seconded the motion passed (6-0* Coggin left meeting briefly ).
6.5. Resolution No. 18, Series of 2020, A Resolution of the Vail Town Council
Extending the Declaration of a Local Disaster Emergency
Background: An update about the Town's response to Eagle County's Standing Public Health
Order Related to Events and Town of Vail operational changes in an effort to mitigate spread of
COVID 19. Review executed Order Declaring a Local Disaster Emergency in and for the Town
of Vail, Colorado and consideration of adopting Resolution that addresses extending the local
disaster emergency time -frame.
Town Council Meeting Minutes of May 5, 2020 Page 5
Staff Recommendation: Approve, approve with amendments or deny Resolution No. 18, Series
of 2020.
Foley made a motion to approve Resolution No. 18, Series of 2020; Bruno seconded the motion
passed (7-0).
6.6. Police Dept. Rooftop Air Handling Units Contract to American Mechanical
Services
Background: The PD roof top units provide heat and cooling for the POD interior space. There
are eight units total. The current plan is to replace two unit a year for the next four years. The
replacements will be state of the art high efficiency units. Three bids were received for this work.
Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form
approved by the Town Attorney, with American Mechanical Services in the amount not to
exceed, $81,482
Langmaid made a motion to authorize the Town Manager to enter into an agreement with
American Mechanical Services in the amount not to exceed $81,482; Foley seconded the
motion passed (7-0)
6.7. Public Workshop Retaining Wall Contract to Hyder Construction
Background: On April 4, 2020, the town staff provided an update on the project and received
direction from the Town Council to solicit bids through Hyder Construction for the Public Works
Shop Yard Expansion Retaining Wall and Utility project. The proposal is within the project
budget provided to Town Council on April 4. The project will not only construct the wall but will
place an additional 15,000 CY of material at the Bald Mountain berm.
Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form
approved by the Town Attorney, with Hyder Construction in the amount not to exceed,
$4,629,652.
Greg Hall, Public Works Director, answered questions from Council concerning the dollar
amount, the use of local contractors, the steps taken to protect the wildlife in the area.
Stockmar made a motion to authorize the Town Manager to enter into an Agreement with Hyder
Construction in an amount not to exceed $4,629,652; Foley seconded the motion passed (7-0)
7. Town Manager Report
Robson stated the Air National Guard were flying across Colorado to honor healthcare workers.
The F-16s would be flying over Vail between 4:45 and 4:50 and residents who step out of their
homes to watch.
8. Information Update
8.1. April Revenue Update
8.2. VLHA April 14, 2020 Meeting Results
Town Council Meeting Minutes of May 5, 2020 Page 6
9. Matters from Mayor, Council and Committee Reports
Council member Foley would like to see the Farmers' Market stretched throughout both villages.
He thanked Icon Inc. construction for getting the fountain repaired quickly at Sunbird Park and
asked everyone to keep smiling, wear a face covering and say "hi" to their neighbor.
Council member Stockmar reminded everyone that we're all in this together and to come
through this safely, residents needed to work cooperatively to meet requests of state and county
health officials. Stockmar also remind the community to wear face coverings and gloves as
recommended.
Council member Coggin encouraged town staff to assist with the concept of restaurant spaces
and retail spaces to move out into the town's right-of-way. He was also glad to see Housing
Authority taking up discussion of long-term rental incentives.
Council member Mason reminded everyone to check on the older neighbors in the community,
to wear a face covering when you encounter people on the trail and to wash your hands.
Langmaid thanked the town staff, Council and community members for working hard to find
creative ideas for Vail's reopening and recovery.
Mayor Chapin noted that tomorrow was National Nurses Day and to take a moment to reach out
and say thank you.
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 8:42
p.m.
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Town Council Meeting Minutes of May 5, 2020 Page 7