HomeMy WebLinkAbout2021-03-16 Town Council MinutesVail Town Council Meeting Minutes
Tuesday, March 16, 2021
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
Patty McKenny, Assistant Town Manager
Matt Mire, Town Attorney
Tammy Nagel, Town Clerk
1. Citizen Participation
2. Any action as a result of executive session
There was none.
3. Proclamations
3.1. Proclamation No. 2, Series of 2021, In Recognition of Vail's Trailblazer Award
Recipients Sally and Bill Hanlon
Presenter(s): Dave Chapin, Mayor
Background: Sally and Bill Hanlon were chosen as the sixth recipient of the Vail Trailblazer
Award
Jen Mason and Jenn Bruno too turns reading Proclamation No. 2, Series of 2021 into the
record.
Bill and Sally Hanlon stated they were very appreciative to be this year's recipients.
4. Appointments for Boards and Commissions
4.1. Design and Review Board (DRB) Appointments
Presenter(s): Dave Chapin
Town Council Meeting Minutes of March 16, 2021 Page 1
Action Requested of Council: Motion to appoint two members to service on the DRB for a two
year term ending March 31, 2023
Langmaid made a motion to appoint Kit Austin and Peter Cope to serve a two-year term on the
DRB ending March 31, 2023; Foley second the motion passed (7-0).
4.2. Planning and Environmental Commission (PEC) Appointments
Presenter(s): Dave Chapin
Action Requested of Council: Motion to appoint three members to serve on the PEC for a two
year term ending March 31, 2023
Langmaid made a motion to appoint Brian Gillette, Karen Perez and Reid Phillips to serve a
two-year term on the PEC ending March 31, 2023; Foley seconded the motion passed (7-0).
5. Consent Agenda
5.1. February 2, 2021 Town Council Meeting Minutes
Foley made a motion to approve the February 2, 2021 meeting minutes; Langmaid seconded
the motion passed (7-0).
5.2. February 16, 2021 Town Council Meeting Minutes
Foley made a motion to approve the February 16, 2021 meeting minutes; Mason seconded the
motion passed (7-0).
5.3. Resolution No.13, Series of 2021, A Resolution Approving an Amended Operating
Plan and Budget of the Vail Local Marketing District, for its Fiscal Year January 1, 2021
Through December 31, 2021
Action Requested of Council: Approve, approve with amendments or deny Resolution No. 13,
Series of 2021.
Background: See memo
Staff Recommendation: Approve Resolution No. 13, Series of 2021.
Langmaid made a motion to approve Resolution No. 13, Series of 2021; Stockmar seconded
the motion passed (7-0).
5.4. Resolution No. 14 Series of 2021 an Amendment to the Vail Transportation Master
Plan's Access Management Plan
Action Requested of Council: Approve, approve with modifications or deny Resolution No. 14,
Series of 2021
Background: The Town of Vail adopted the Vail Transportation Master Plan in 2009 which
included an Access Management Plan (AMP) for the South Frontage Road that was developed
Town Council Meeting Minutes of March 16, 2021 Page 2
by the Town and CDOT. The Vail South Frontage Roundabout Project requires the Town to
amend to the AMP to show the newly approved access points.
Staff Recommendation: Approve Resolution No. 14 Series of 2021
Mason made a motion to approve Resolution No. 14, Series of 2021; Langmaid seconded the
motion passed (7-0).
5.5. Resolution No. 15, Series of 2021, A Resolution Approving an Amendment to a Grant
Agreement Between the Town of Vail and the State of Colorado Department of
Transportation
Action Requested of Council: Approve, approve with amendments or deny Resolution No. 15,
Series of 2021
Background: The Town of Vail and the Colorado Department of Transportation ("CDOT")
entered in a grant agreement for Federal 5359(c) funds to purchase one replacement bus (40'
electric) dated February 21, 2019. The grant expires at the end of March and the Altoona
Testing Facility has not completed the testing on the Gillig BEB. Once the testing is finished it
can take up to 45 days to publish the report. It is for that reason the grant is being amended.
Staff Recommendation: Approve Resolution No. 15, Series of 2021.
Coggin made a motion to approve Resolution No. 15, Series of 2021; Mason seconded the
motion passed (7-0).
5.6. Public Works Shop Expansion Back Up Generator Award with Cummins Power.
Action Requested of Council: Authorize the Town Manager to enter into an agreement with
Cummins Power.
Background: As part of the Public Works shop expansion project a new emergency backup
generator will need to be purchased and installed. We have received a quote from Cummins
Power to purchase a new 750KW generator as per pricing from Sourcewell cooperative
purchasing for the amount of $227,000.
Staff Recommendation: Authorize the Town Manager to enter into an agreement, in a form
approved by the Town Attorney with Cummins Power in an amount not to exceed $227,000.
Coggin made a motion to authorize the Town Manager to enter into an agreement with
Cummins Power in an amount not to exceed $227,000; Foley seconded the motion passed (7-
0).
6. Town Manager Report
6.1. Verbal Update on Vail Ski Season Extension and Municipal Service
Robson provided an update on extension of ski season by one week and impact on municipal
services. Spring bus service would transition on April 12 as originally scheduled. Free parking in
the structures would begin April 12 as well. Robson stated the in -town bus would move back to
Town Council Meeting Minutes of March 16, 2021 Page 3
the Meadow Drive route beginning on April 19. Robson reminded council that the outdoor mask
mandate zone was implemented in November to mirror protocols on the mountain. He
suggested revisiting this topic at the next meeting as well as updates on state protocols.
Additionally, the town's Annual Community Meeting will take place virtually on March 30 at 2 pm
and 6 pm.
7. Presentations / Discussion
7.1. East Vail Trails Update
Presenter(s): Dwight Henninger, Chief of Police, Gregg Barrie, Senior Landscape Architect,
Kristen Bertuglia, Director of Environmental Sustainability
Action Requested of Council: Provide direction if the Booth Lake Trailhead parking area should
be closed for the Summer of 2021
Background: In December of 2019, Council reviewed alternatives from the Trailhead Working
Group to managing the East Vail trailheads and particularly the Booth Lake trailhead. At that
time education and information was encouraged. In the fall of 2020 after a COVID impacted
high trail use year Council asked staff to reengage with the USFS and to work on the problem of
overcrowding at the trailheads. On 2/2/2021 Staff was directed to identify the pros and cons of
closing the Booth Lake Trailhead for a trial period during the summer 2021 hiking season.
Henninger reviewed staff's recommendations and the pros and cons of closing the Booth Lake
Trailhead parking lot for trial period during the summer hiking season of 2021.
Pros of closing Booth Lake Trailhead Parking included:
✓ Reduce traffic on Booth Falls Road
✓ Enhance pedestrian safety with less vehicles on road
✓ Reduce parking and congestion issues for residents
✓ Slower average speeds of vehicles are to be expected as it will be primarily only
residents and their guests using the roadway.
Cons of closing trailhead parking:
✓ Reduced customer service perception by hikers
✓ Frustrations by citizens that drive from their homes in Vail to the trailhead.
✓ Dogs are not allowed on TOV buses (due to federal regulations), so they would not be
able to use this trail, unless utilizing available parking at Vail Mountain School.
✓ Limited ability to communicate with hikers from out of town, who are primarily driven to
site by social media platforms.
✓ Might cause an increase in (illegal) parking pressures in other areas of Town and on
Frontage Road.
Council members were comfortable moving forward with the summer pilot closure of the
trailhead parking at Booth Lake
7.2. 2020 Update to the Climate Action Plan for Eagle County, including an accelerated
timeline to achieve greenhouse gas emission reduction goals.
Town Council Meeting Minutes of March 16, 2021 Page 4
Presenter(s): Kristen Bertuglia, Environmental Sustainability Director and Kim Schlaepfer,
Walking Mountains Science Center Climate Action Collaborative Project Manager Action
Requested of Council: Listen to the presentation and provide direction.
Background: The Climate Action Plan for the Eagle County Community was adopted in 2016 by
Eagle County and by Town of Vail in 2017 through Resolution Number 2, Series 2017. In 2017
the Climate Action Collaborative was established to engage local governments and other
community partners, and to provide structure and resources to achieve emission reduction
targets. The Climate Action Plan was updated in 2020 with an accelerated timeline to reduce
county -wide emissions, and to better align with local, state and federal policies, goals and
initiatives. This presentation will provide an update on the Climate Action Plan, current
priorities, and strategies for implementation through the Climate Action Collaborative.
Staff Recommendation: Supports adoption of the 2020 Climate Action Plan Update.
Schlaepfer, project manager, presented an update on the 2020 Energy Efficiency Program.
Climate Action goal had been updated to align with the State of Colorado to target a 50%
reduction of emissions by 2030. Priority actions included:
➢ 100% renewable energy supply for the electric sector by 2020;
➢ 2% increase each year of electric vehicles registered in Eagle County;
➢ 80% organics diverted by 2030; and
➢ beneficial electrification of existing buildings by 5% per year.
Council inquired about the expense of high-speed charging stations. Schlaepfer shared there
were fast chargers at every exit in Eagle County.
7.3. Update on the 2020 Energy Efficiency Program
Presenter(s): Kristen Bertuglia, Environmental Sustainability Director; Nikki Maline, Walking
Mountains Science Center Energy Programs Director; Melissa Kirr, Walking Mountains Science
Center Senior Director for Sustainability
Action Requested of Council: Listens to the presentation and provide feedback on the end of
year report.
Background: Town of Vail has partnered with EnergySmart Colorado through Walking
Mountains Science Center for the past four years to offer an energy efficiency program
accessible, available, and affordable to all residents and businesses of the Town of Vail. The
program includes free comprehensive home and business energy assessments and
administration of double rebates that leverage utility rebates and help homeowners and
businesses to reduce energy use by an average of 20% and save money. The EnergySmart
Colorado contract is in place for 2021 and work is currently underway. The 2021 program also
includes providing a limited number of free home assessments and double rebates to interested
Town of Vail employees.
Maline provide council an update on the 2020 Energy Efficiency Program. Town of Vail specific
incentives include:
➢ Free home energy assessment
➢ Up to $100 value in free quick fixes
➢ Minimum $450 value to homeowner
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➢ Double rebates
• Up to $1,000/year for homes
• Up to $2000/year for business
There were 39 free home energy assessments conducted in Vail in 2020. There were 9
residential rebates and 10 commercial rebates.
Council thanked Maline for all the good information and the aggressive rebate program.
8. Action Items
8.1. Ordinance No. 5, Series of 2021, First Reading, Budget Supplemental No. 1, an
ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects
Fund, Real Estate Transfer Tax Fund, Housing Fund, Marketing Fund, Heavy Equipment
Fund, Debt Service Fund and Dispatch Services Fund of the 2021 Budget for the Town of
Vail.
Presenter(s): Carlie Smith, Financial Services Manager and Kathleen Halloran, Finance Director
Action Requested of Council: Approve, or approve with amendments Ordinance No. 5, Series
2021.
Background: Please see attached memorandum.
Staff Recommendation: Approve, or approve with amendments Ordinance No. 5, Series 2021.
Halloran provided a recap of year end results. Actual revenues decreased by just 7% in 2020.
No reserves were used for operations. Reserves increased $12.4 million town wide with total
available reserves of $90.3 million. The town received federal CARES Act funding of $2.8
million. Halloran reviewed the three major funds:
✓ Revenue — increase due to lift tax (216k). All sales tax overage ($2.5M) wet to Capital
Projects Fund.
✓ Expenditures - Savings in staffing: $533K ($800K town -wide); special events $504K;
carryover of relief funds $606K; all other operations $921 K; carry over of planning
projects $372K;
✓ Fund Balance — Budgeted to use reserves by $1.OM; Actual results: put $2.4M back into
reserves, which total $38.7M at end of 2020 compared with target $15.3M or 35% of
revenue.
Halloran reviewed staff's personnel request explaining the request would keep the town
competitive with other resort communities:
r Adjust 2021 merit from 3% to the 2020 Original Budgeted amount (up to 4% + 0.5%
market adjustments).
Y All employees would be eligible for this 2021 performance -based merit increase
For employees that did not receive merits in 2020, add back budget for a
performance -based merit up to 4%. Not retro-active
Council was supportive of the request and thought this was very important to stay competitive.
Smith finished reviewing Ordinance No. 5, Series of 2021 with council. The main purpose of this
supplemental was to re -appropriate funds for capital projects that were started in 2020 and are
continuing into 2021, or projects that did not begin as planned.
Town Council Meeting Minutes of March 16, 2021 Page 6
There are also adjustments needed to reflect events or decisions that have occurred since the
2021 budget was finalized. The 2021 supplemental budget request proposes to increase
expenditures by $24.7 million. This includes a $748,000 adjustment to the town's compensation
plan which would include up to a 4% merit increase originally planned for 2020.
General Fund expenditures: increase by $1,032,846. This included:
✓ $15,000 personnel costs for the Transit Host Program (January — March)
✓ $17,000 increase in water expenses based on rate increases by Eagle River Water and
Sanitation District.
✓ $30,000 for new COVID-19 signage in the villages.
✓ $75,000 for a spring "Work from Vail' marketing campaign to incentivize mid -week travel.
• This total cost includes $45,000 for a Feb 5th- April 9th digital marketing
campaign and
• $25,000 for gift cards (1,000 X$25.00) with an additional $5,000 for the Vail
Valley Partnership to administer the gift card program.
✓ $61,000 for enhancements to village warming and seating areas.
• This includes $6,000 for dome decorations and maintenance;
• $20,000 for propane and gas for fire pits to be used in the winter months;
• $5,000 for Adirondack chairs for additional summer seating; and
• $20,000 for added seasonal lighting in November and December.
✓ $544,907 related to the compensation request above
✓ $8,000 to be used towards tuition assistance for town of Vail employees at the Children's
Garden of Learning (CGL) as part of the CGL Council Contribution lease agreement
✓ $172,149 to continue the West Vail Master Plan.
✓ $25,000 to support the SummerVail Art Workshop Legacy Program.
✓ $12,000 contribution to the Vail Valley Partnership's "Vail Valley Works' program
✓ $79,790 transfer to the Marketing Fund to reflect funding paid in 2020 for the
Powabunga event that was cancelled and extended to winter 2021.
✓ $5,000 for additional Town of Vail masks to be distributed to guests at the Welcome
Center
Capital Projects Fund: Budgeted revenues would be adjusted by $2,826,299. Staff requested to
supplement 2021 expenditures by a total of $12.9 million:
• $11.8 million represents projects budgeted in 2020 but not yet completed,
• bus replacements ordered in 2020 but delivered in 2021,
• a new parking management system,
• the continuation of electric bus infrastructure, and
• software upgrades to Seibert Fountain.
New requests/adjustments included the following:
✓ $40,000 for a new police detective take-home vehicle.
✓ $6,594 to replace police handheld devices with in -car computers utilized by patrol for the
electronic summons and penalty software.
✓ $125,000 annual maintenance for data center equipment (Dell VXRail system).
✓ $25,000 to reconfigure the Community Development cubicles to accommodate both
existing and incoming employees.
✓ $8,000 decrease in the CGL council contribution budget for employee tuition assistance
to be paid from out of the General Fund.
Housing Fund: increased by $970,000.
• $280,000 for the sale of a 1-bedroom unit at Altair Vail in East Vail.
Town Council Meeting Minutes of March 16, 2021 Page 7
• $690,000 reflected a transfer from the Capital Projects Fund directly offset by
expenditures for the Middle Creek Developments Fees.
➢ This included $300,000 management fee and $390,000 in design and planning
costs.
Staff requested supplement budgeted expenditures by $6,269,475 of which $5,299,475
represented re -appropriations of the town's housing programs. This included:
A carryforward of $4,633,186 allocated to the INDEED program.
✓ $34,612 to go towards future Town of Vail rental inventory
✓ $382,513 carryforward balance in the Buy Down Housing program.
✓ $249,164 from the sale of the Homestead Peak unit in 2020 to go toward buy -down
housing projects.
Real Estate Transfer Tax (RETT) Fund: would be adjusted by $343,649. $335,782 of this is for
grant and revenue reimbursements originally budgeted and awarded in prior years but were
delayed due to project timing. These revenues would be directly offset by re -appropriated
project expenditures. This included:
• $300,000 from Eagle River Water and Sanitation District for the re -stabilization of Dowd
Junction retaining wall and bike path.
• $37,544 donation from East West Partners to continue the design and planning of a Ford
Park art space.
Staff requested to supplement expenditures by a total of $4.8 million, of which $3.9 million
represented projects budgeted in 2020. New requests/adjustments included the following:
✓ $15,000 for a new Environment Waste Reduction intern.
✓ $13,000 for the annual five -week Vail Business Recycling Challenge.
✓ $29,224 relating to compensation request above for employees in Parks, Environmental,
Wildland and AIPP departments.
✓ $1,000 for Vail residents to participate in the Electronic Vehicle bulk purchase program
✓ $650 for environmental annual memberships including ICLEI Local Governments for
Sustainability Membership dues ($600) and Recycling Colorado membership dues ($50)
✓ $34,000 to partner with the Eagle Valley Wild (EVW) and Blue Productions on two
webcam environmental projects.
This includes placing a webcam at the international bridge to monitor fish,
aquatic birds along and a webcam on the East Vail bighorn sheep.
y In addition, the town will also partner with Colorado Park and Wildlife to produce
a short documentary about the E. Vail Bighorn sheep. The town will be
responsible for all equipment and production.
✓ $17,000 to go towards the new Eagle County e-bike ownership model program.
✓ $15,130 to partner with Eagle County to expand the US Forest Service Front Ranger
program.
✓ $15,000 to install an advanced oxidation commercial sanitation system in the Sun Bird
Park fountain to keep the water safe for kids playing the fountain.
✓ $10,000 to the continue the turf grass reduction project. The turf grass reduction
program was piloted at the Buhffer Creek park in 2019.
✓ $25,000 for the Lucid energy management software licensing
✓ $20,000 to integrate the Love Vail website onto the town's new website platform
✓ $216,000 for a cost share with VRD for replacement of the Vail Golf Course greens as
approved by Council on March 2nd.
✓ $29,224 (includes both salary and benefits) relating to compensation request above.
✓ $99,902 increase in Forest Health salaries and benefits left out of the original 2021
budget in error as a result of more accurately reflecting personnel costs in the Real
Town Council Meeting Minutes of March 16, 2021 Page 8
Estate Transfer Tax Fund previously accounted for in the General Fund.
✓ $337,706 increase in parks department salary and benefits left out of the original 2021
budget in error as a result of more accurately reflecting Public Works administrative and
streets department costs in the Real Estate Transfer Tax Fund previously accounted for
in full in the General Fund.
Marketing Fund: increased budgeted revenue by a $91,790 transfer from the General Fund to
be offset by corresponding expenditures. This included:
• $12,000 for the Vail Valley Works program to be funded by the Education and
Enrichment category and
• $79,780 to re -appropriate a 2020 Commission on Special Events contribution for
Powabunga to be used towards event expenditures for the re -scheduled event in winter
2021.
Heavy Equipment Fund: requested to re -appropriate $130,388 for a fleet service truck ordered
in 2020 but arriving in March. Staff also requested $24,155 (included both salary and benefits)
relating to compensation request above.
Dispatch Services Fund: requesting to re -appropriate $275,972 to continue to update county-
wide Computer Aided Dispatch management system. Staff also requested $50,164 (includes
both salary and benefits) relating to compensation request above.
Council thanked Halloran and Smith for the encouraging financial report.
There was no public comment.
Langmaid made a motion to approve Ordinance No. 5, Series of 2021 upon first reading;
Coggin seconded the motion passed (7-0).
8.2. Ordinance No. 6, Series of 2021, First Reading, An Ordinance Conveying a Certain
Parcel of Land to the Colorado Department ("CDOT") of Transportation
Presenter(s): Tom Kassmel, Town Engineer
Action Requested of Council: Approve, approve with amendments or deny Ordinance No. 6,
Series of 2021 upon first reading.
Background: The Town of Vail has approved the construction of the South Frontage Road
Roundabout Project which requires the Town to transfer a small parcel of Town property to
CDOT to accommodate the new roundabout within CDOT Right of Way.
Staff Recommendation: Approve, approve with amendments or deny Ordinance No. 6, Series of
2021.
Kassmel reviewed Ordinance No. 6, Series of 2021 with council stating the town had budgeted
for and approved the construction of the South Frontage Road Roundabout Project this year
which included the widening of the South Frontage Road to 4 lanes with landscape medians,
sidewalks and a roundabout. In order to accommodate the roundabout with the CDOT Right of
Way, the town would need to transfer 643 square feet of town property to CDOT. This portion of
town property was located at the southwest corner of the Town Municipal property. Kassmel
explained the property to be transferred must be transferred by town ordinance.
Town Council Meeting Minutes of March 16, 2021 Page 9
There was no public comment.
Coggin made a motion to approve Ordinance No. 6, Series of 2021 upon first reading; Stockmar
seconded the motion passed (7-0).
9. Public Hearings
9.1. Ordinance No. 4, Series of 2021, Second reading, An Ordinance Amending Title 6 of
the Vail Town Code by the Addition of a New Chapter 4B Regarding the Sale of Dogs and
Cats Born or Raised in Inhumane Commercial Breeding Facilities
Presenter(s): Matt Gennett, Director of Community Development
Action Requested of Council: Approve, approve with modifications, or deny Ordinance No. 4,
Series of 2021, upon second reading.
Background: The Community Development Department is proposing to update the Vail Town
Code to add a new Article B to Chapter 4 of Title 6 of the Vail Town Code to outlaw the sale of
dogs and cats from puppy and kitten mills as it is an unwholesome business practice and not in
the best interest of the public welfare of the Town.
Staff Recommendation: Approve Ordinance No. 4, Series of 2021 upon second reading.
Gennett reviewed Ordinance No. 4, Series of 2021with council stating there were no changes
since the first reading.
Stockmar confirmed there were no current applications submitted for this type of business with
the town. Gennett confirmed he was correct.
Coggin inquired if council would consider expanding this ordinance to include the sale of all
living animals. All council members agreed.
Coggin made a motion to table Ordinance No. 4, Series of 2021 to the April 6, 2021 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; Stockmar seconded the motion which passed (7-0) and the meeting adjourned at 8:48
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Town Council Meeting Minutes of March 16, 2021 Page 10