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Home My WebLink About2020-09-01 Town Council MinutesVail Town Council Meeting Minutes Tuesday, September 1, 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 in Vail Town Council Chambers and 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 Absent: Staff members present 1. Citizen Participation Dave Chapin, Mayor Kim Langmaid, Mayor Pro Tern Jenn Bruno Travis Coggin Jen Mason Brian Stockmar Kevin Foley Scott Robson, Town Manager Patty McKenny, Assistant Town Manager Matt Mire, Town Attorney Tammy Nagel, Town Clerk Regina O'Brien, Eagle County Clerk and Recorder, thanked council for the use of the Grand View during the November 3rd General Election. O'Brien explained the Grand View would be used as a voter service center from October 30 - November 3. Voters would be able to pick up a replacement ballot, drop their ballots off in a secure box, make changes to their registrations, plus any other voter assistance as needed. 2. Consent Agenda 2.1. Renovation of the Covered Bridge Pocket Par Contract Award Background: The 2020 RETT Fund Project list includes funding in the amount of $82K for the renovation of the Covered Bridge Pocket Park. Staff Landscape Architects have prepared a design for the park which includes establish walkways and shrub/groundcover plantings as well as improvements to the streambank and a bioswale demonstration feature connected to the storm sewer system in Bridge Street. The design of the renovation of the Covered Bridge Pocket Park was approved by the Design Review Board on August 5, 2020. Approximately $30K of the construction cost of the Covered Bridge Pocket Park Renovation is related to streambank protection, restoration and education. Staff is proposing to utilize $30K from the budgeted Streambank Restoration RETT account to supplement the budgeted $82K Covered Bridge Pocket Park Renovation funding. Town Council Meeting Minutes of September 1, 2020 Page 1 Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, with Rocky Mountain Custom Landscapes in the amount not to exceed $107,978.01. Authorize the Town Manager to transfer $30K from the Streambank Restoration account (RPI-011) to the Covered Bridge Pocket Park Renovation account (RPI- 014) to increase the overall budget to $112K. Coggin made a motion to authorize the Town Manager to enter into an agreement with Rocky Mountain Custom Landscapes in an amount not to exceed $107,978.01; authorize the Town Manager to transfer $30,000 from the Streambank Restoration account to the Covered Bridge Pocket Park Renovation; Langmaid seconded the motion passed (6-0). 2.2. Snowshoe Drainage Improvements Contract Award Background: Staff received 3 bids for the Snowshoe Drainage Improvements from Ewing Trucking and Construction, Icon, Inc. and United Companies. The project is budgeted with the Capital Street Maintenance budget and is within the engineer's estimate. Drainage improvements include improved roadside ditch along Snowshoe Drive to meet runoff capacity needs, replace damaged and undersized culverts under Main Gore Drive, Grouse Lane and 2 private residential driveways along Main Gore Drive. The project is scheduled to be completed by October 31, 2020. Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, with Ewing Trucking and Construction to complete the Snowshoe Drainage Improvements Project in the amount not to exceed $160,000.00. Coggin made a motion to authorize the Town Manager to enter in an agreement with Ewing Trucking and Construction in an amount not to exceed $160,000.00; Mason seconded the motion passed (6-0). 2.3. High Altitude Entertainment Funding Agreement Background: Funding agreement for $70,000 to be paid to High Altitude Entertainment for the September Shakedown Presents music activation. Staff Recommendation: Approve the Town Manager to enter into a contract with High Altitude Entertainment to produce 14 concerts in September 2020, not to exceed the amount of $70,000 Coggin made a motion to authorize the Town Manager to enter into an agreement with High Altitude Entertainment in an amount not to exceed $70,000.00; Langmaid seconded the motion passed (6-0). 3. Town Manager Report Robson informed council the 90 ft. tall spruce tree near the Covered Bridge was diseased and would need to be removed soon. Staff would ensure not to remove the tree in bird nesting season. 4. Action Items Town Council Meeting Minutes of September 1, 2020 Page 2 4.1. Children's Garden of Learning MOU Presenter(s): Scott Robson, Town Manager Action Requested of Council: This item will require formal motion for approval. Background: An update will be presented on the town council's initiative related to the relocation of Children's Garden of Learning education center. The MOU has been mutually drafted by the Town and CGL in an effort to set forth the expectations of the Parties regarding the relocation of the CGL to a temporary and later permanent location for a childhood education center ("CEC"). The effort will focus on providing a seamless transition for the school's relocation which will occur September 2021. Their current site has been deemed a priority for future deed -restricted housing development. In addition, a progress report will be presented about the formation of an Early Childhood Task Force which is underway with invitations to a number of stakeholders and Eagle County. Robson provided an overview of the nonbinding Memorandum of Understanding (MOU) between the town and CGL. Robson highlighted key points in the MOU: ➢ An Early Childhood Education Advisory Task Force would be formed to assist in identifying a permanent CGL location and additionally identifying the overall childcare needs in the Valley that can be served by CGL while still honoring the CGL Philosophy. ➢ Desired outcomes included: ✓ An unobstructed access by the town to the Lot 3 Middle Creek parcel by Sept. 15, 2021. ✓ CGL would be maintained by the town as an integral part of community, including continued subsidy. ✓ CGL would prefer to not be in a temporary location for more than 5 years, but there were no guarantee depending on real estate market. Robson stated CGL wasn't comfortable signing the MOU until the temporary location was finalized. Staff were working to determine how best to retrofit the Community Development building as the temporary preschool location. Currently staff doesn't yet have hard costs for renovation of building for temporary location. The temporary location would have to be able to accommodate the current enrollment of CGL. Sarah Baker, attorney representing CGL, confirmed the one outstanding issue was the identification of a temporary location for the facility. CGL's primary goal was to ensure there is a single, temporary location before moving to permanent location. Council supported the draft MOU with the understanding a temporary location would later be identified as the negotiations continued with CGL Bruno made a motion approve the Children's Garden of Learning Memorandum of Understanding; Coggin seconded the motion passed (6-0). 4.2. Resolution No. 38, Series of 2020, A Resolution of the Vail Town Council Calling a Special Election for November 3, 2020 and Submitting a Ballot Issue to the Registered Electors of the Town at the Special Election Town Council Meeting Minutes of September 1, 2020 Page 3 Presenter(s): Kathleen Halloran, Finance Director and Tammy Nagel, Town Clerk Action Requested of Council: Approve, approve with amendments or deny Resolution No. 38, Series of 2020 Background: Following discussions on August 4 and August 18, Town Council directed staff to work with public opinion consultants from Magellan Strategies and Summit Information Services to conduct an online survey to probe opinions from Vail's registered voters on a possible ballot question for the Nov. 3 General Election. Results from the online survey, which took place Aug. 24-27. The ballot wording has been revised in coordination with Eagle County and Town of Avon for similar language. Staff Recommendation: Approve, approve with amendments or deny Resolution No. 38, Series of 2020 Halloran reviewed the Resolution No. 38, Series of 2020 with the council. Halloran explained since Eagle County and other neighboring towns were submitting the same ballot question to the voters; the attorney's agreed the ballot wording would be the same. Council members stated it would be important to help voters understand what the ballot issue means in providing certainty and stability in the amount of property taxes collected. Bruno made a motion to approve Resolution No. 38, Series of 2020; Mason seconded the motion passed (6-0). 4.3. Ordinance No. 10, Series 2020, First Reading, An Ordinance Making Adjustments to the Town of Vail General Fund, Marketing Fund, Capital Projects Fund, Housing Fund, and Real Estate Transfer Tax Fund Presenter(s): Carlie Smith, Financial Services Manager Action Requested of Council: Approve or approve with amendments Ordinance No. 10, Series 2020. Background: Please see attached memo. Staff Recommendation: Approve or approve with amendments Ordinance No. 10, Series 2020. Smith reviewed Ordinance No. 10, Series of 2020 with council. Across all funds, the supplemental request adjusts the budget to reflect $2,390,861 of additional revenue and proposes an increase of $1,474,892 to expenditures. Smith reviewed each fund: General Fund ✓ Budgeted revenue would be adjusted by an increase of $1,486,427 offset by a reduction in revenue of $40,000. The majority of this adjustment ($1,449,435) was a reflection of the Federal CARES funding from the state for expenses such as Y medical and personal protective equipment, v cleaning supplies, Town Council Meeting Minutes of September 1, 2020 Page 4 ➢ operational closures, ➢ COVID testing, ➢ and both community and commercial relief program funding such as the Rent Relief Program Capital Projects Fund ✓ Increase budgeted expenditures by a $300,000 placeholder for the temporary relocation of the Children's Garden of Learning. Housing Fund ✓ Increase of $874,434 to reflect the proceeds from the sale of Chamonix Parcel E to be used towards future housing initiatives. Real Estate Transfer Tax Fund ✓ Transfer savings of $30,000 from the Gore Creek streambank restoration project to the rehabilitation of the Covered Bridge pocket park. Council requested the second reading of Ordinance No. 10, Series of 2020 include $37,000 to contract a specialist to assist in updating the town's housing fee in lieu rate and policy for inclusionary zoning and commercial linkage. Coggin made a motion to approve Ordinance No. 10, Series of 2020 and to include $37,000 for the fee in leu study into the second reading; Langmaid seconded the motion passed (6-0). There being no further business to come before the council, Coggin moved to adjourn the meeting; Mason seconded the motion which passed (7-0) and the meeting adjourned at 7:15 p.m. OP Respectful b "tted, V� �1 Attest: °o �p0 ATED Dave C n, May i?r my Na Clerk Town Council Meeting Minutes of September 1, 2020 Page 5