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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. Attest: �� ammy lyavetl,'I�wn CTk Town Council Meeting Minutes of May 5, 2020 Page 7