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HomeMy WebLinkAbout2021-11-02 Town Council MinutesVail Town Council Meeting Minutes Tuesday, November 2, 2021 6:00 P.M. Vail Town Council Chambers 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 Stephanie Bibbens, Deputy Town Clerk 1. Citizen Participation Steve Lindstrom, Vail Local Housing Authority Chair, acknowledged both Chapin and Bruno for being "real friends to the housing effort" during their eight years on council. Lindstrom stated that the Town of Vail were leaders in showing other municipalities how to think differently about housing. Rick Sackbauer, Vail Resident, expressed frustration of the lack of activities for Vail's aging population. Additionally, he expressed concerns regarding sidewalks that need to have the heat turned on with the weather changing and slowing down the traffic on Vail Valley Drive. Robson thanked Sackbauer for the reminder about Vail Valley Drive and stated that there will be a reminder to the transit department regarding the bus speed in that area. Douglas Smith, a Vail resident, thanked Chapin for his time, his service and his transparency. Alexis Post, a Vail resident, expressed her frustration to council regarding mail delivery within the Town of Vail. Post also stated that she had ideas for additional sustainability programs and would like to go over them with council at a later date. Anne Marie Mueller, Vail Resident, asked council to make sure that Vail's leadership continues to maintain the "alpine feeling" inspired by Vail's founders. 2. Any action as a result of executive session There was none. Recognitions Town Council Meeting Minutes of November 2, 2021 Page 1 3.1. Recognition of Ellen Miller, for Trailhead Host Role Presenter(s): Dave Chapin, Mayor Ellen Miller was named the Vail Valley Mountain Trail's Association's volunteer of the year, the first ever awarded, and also serves as one of the Town of Vail's Trail Host since the program's inception in 2019. Chapin congratulated Miller on her Vail Valley Mountain Trail's Association's volunteer of the year award. Chapin went on to say that Miller was a great role model that epitomized the mountain lifestyle. Mason was excited to recognize Miller for the VVMTA Award. Miller had been an ambassador for the outdoor world and the wildlife that lives there for the last 20 years. Mason shared that Vail was a better place because Miller. Miller stated she was honored to have the opportunity to be involved in the Vail community and to be a steward to the natural resources the community had here. Miller also thanked Suzanne Silverthorn, Amanda Zinn, and Mark Christie for doing a great job with the Vail Trail Host Volunteer Program. 4. Consent Agenda 4.1. October 5, 2021 Town Council Meeting Minutes Foley made a motion to approve October 5, 2021 Town Council Meeting Minutes; Coggin seconded the motion passed (7-0). 4.2. October 19, 2021 Town Council Meeting Minutes Coggin made a motion to approved October 19, 2021 Town Council Meeting Minutes; Stockmar seconded the motion passed (7-0). 4.3. Event Funding Agreement with the Vail Valley Foundation for Magic of Lights Vail Action Requested of Council: Review memorandum and award funding to Vail Valley Foundation of Magic of Lights Vail. Background: The attached memorandum summarizes the event funding agreement for Magic of Lights Vail and to request that Council authorize the Town Manager to enter into this funding agreement. Staff Recommendation: Authorize the Town Manager to enter into an agreement with the Vail Valley Foundation for Magic of Lights for $50,000. Bruno made a motion to approve Event Funding Agreement with the Vail Valley Foundation for Magic of Lights Vail; Coggin seconded motion passed (7-0). 4.4. Event Funding Agreement with Imprint Events Colorado Resorts LLC for Vail Snow Days Town Council Meeting Minutes of November 2, 2021 Page 2 Action Requested of Council: Review memo and award funding to Imprint Events Colorado Resorts LLC for Vail Snow Days Background: The attached memorandum summarizes the event funding agreement for Vail Snow Days, and to request that Council authorize the Town Manager to enter into this funding agreement. Staff Recommendation: Authorize the Town Manager to enter into an agreement with Imprint Events Colorado Resorts LLC for Vail Snow Days in the amount of $300,000. Mason made a motion to authorize the Town Manager to enter into an agreement with Imprint Events Colorado Resorts LLC for Vail Snow Days in the amount of $300,000; Coggin seconded motion passed (7-0). Stockmar asked to explore the potential of revenue sharing for this event and others like it moving forward. 4.5. Event Funding Agreement with Full Send Productions for Powabunga Action Requested of Council: Review memorandum and award funding to Full Send Productions for Powabunga Background: The attached memorandum summarizes the event funding agreement for Powabunga, and to request that Council authorize the Town Manager to enter into this funding agreement. Staff Recommendation: Authorize the Town Manager to enter into an agreement with Full Send Productions Powabunga in the amount of $300,000. Langmaid made a motion to authorize the Town Manager to enter into an agreement with Full Send Productions Powabunga in the amount of $300,000; Bruno seconded motion passed (7- 0). 4.6. Resolution No. 51, Series 2021, a Resolution Approving the Second Amendment to Development Agreement Between the Town of Vail and Crossroads East One LLC Action Requested of Council: Approve, approve with amendments, or deny Resolution No. 51, Series 2021. Background: The Town and Crossroads East One, LLC entered into a Development Agreement dated July 25, 2006, as amended by that certain First Amendment to Development Agreement dated September 1, 2020. Pursuant to Section 7 of the First Amendment, Crossroads is required to use commercially reasonable efforts to cause the Entertainment Venue to be operational on or before the Entertainment Venue Deadline of November 30, 2021. Both parties wish to enter into a Second Amendment extending the Entertainment Venue Deadline by a period of one year. Staff Recommendation: Approve, approve with amendments, or deny Resolution No. 51, Series 2021. Town Council Meeting Minutes of November 2, 2021 Page 3 Bruno made a motion to approve Resolution No. 51, Series 2021 to approve the Second Amendment to a Development Agreement with Crossroads East One, LLC; Coggin seconded motion passed (7-0). 4.7. Contract with Encompass Services, LLC for Professional Land Surveying Services for Ford Park Masterplan and a Bus Stop/Turnaround on Bighorn Road at Main Gore Drive Action Requested of Council: Authorize the Town Manager to enter into a PSA with Encompass Services, LLC in the amount of $56,989 for the Professional Land Surveying at 2 locations. Background: A Request for proposals for professional land surveying services was issued on October 4, 2021 with 2 firms responding with proposals. Encompass Services, LLC Broomfield, CO, submitted the lowest price proposal in the amount of $56,989. 2 local professional land surveying firms declined to submit proposals due to staffing challenges. Staff Recommendation: Authorize the Town Manager to enter into a PSA with Encompass Services, LLC in the amount of $56,989 for the Professional Land Surveying at 2 locations. Coggin made a motion to authorize the Town Manager to enter into an agreement with Encompass Services, LLC not to exceed the amount of $56,989, Mason seconded motion passed (7-0). 4.8. Lionshead Boiler Electric Service and Installation Contract Award Action Requested of Council: Authorize the Town Manager to enter into an agreement with AMS for Lionshead Boiler Electric Service and Installation. Background: The Public Works Department has identified the Lionshead boiler as the first boiler to convert to 100% electric usage as the Town begins to transition its snowmelt system from a natural gas fired system to a system running on renewable energy. This boiler is approximately 12 years old and even though it has not reached its useful life its size is an ideal candidate for conversion to gather critical data needed regarding operation characteristics and energy usage as the town continues to work with Holy Cross Energy in discussions regarding the much larger snowmelt systems the town operates. Staff Recommendation: Authorize the Town Manager to enter into an agreement in a form approved by the Town Attorney with AMS for Lionshead Boiler Electric Service and Installation in the amount not to exceed $297,696. Coggin asked how many years of useful life are left on the current boiler and if there was salvage value to the boiler. Greg Hall, Director of Public Works explained that boiler is 12 years old with 8 years left of usefulness and that there was salvageable value to the boiler. Town Council Meeting Minutes of November 2, 2021 Page 41 Langmaid made a motion to authorize the Town Manager to enter into an agreement in a form approved by the Town Attorney with AMS for Lionshead Boiler Electric Service and Installation not to exceed $297,696; Foley seconded motion passed (7-0). 5.0. Town Manager Report Update about invitation for community open house Wednesday, Nov. 3 to discuss restrooms at Booth Lake trailhead in East Vail Robson reminded the community members to attend the open house at Vail Mountain School to discuss plans for a permanent restroom at Booth Lake Trailhead in East Vail on Wednesday, November 3, 2021 from 5:30pm to 7:30pm. Robson stated that the Town had worked hard to have guests bused out to the trailhead throughout this past summer and regardless of visitation to the trailhead, restroom facilities are much needed from an environmental standpoint. Update on Election Results Certification Process Robson updated Council that the certification process for November 2, 2021 coordinated election with Eagle County would require a longer period for election results. The current Town Council would be in place for the November 16, 2021 meeting to certify the Mill Levy. Robson explained that the new members of the Town Council would be sworn in on December 7, 2021 and the selection of the mayor would take place during that meeting. Robson finished his report to Council by thanked the Assistant Town Manager and the Town Clerk, for their hard work in coordinating the election with Eagle County. Robson also thanked the Communications Department for their effort to keep the community informed on election information as well as the hard work that was put into the ribbon cutting ceremony earlier in the day. Action Items Resolution No. 50, Series of 2021 - A Resolution of the Vail Town Council Adopting the West Vail Master Plan Presenter(s): Matt Gennett, Community Development Director Action Requested of Council: Approve Resolution No. 50, Series of 2021. Background: After four presentations with discussion and deliberations, on October 11, 2021, the Planning and Environmental Commission (PEC) voted 6-0 (Pratt absent) to forward a recommendation of approval of the West Vail Master Plan to Council with one condition of approval. The condition of approval was "that the proposed modifications agreed to by the PEC be incorporated into the final draft of the plan upon adoption". The consultant team and staff has incorporated the PEC's proposed modifications, and those suggested by the Town's Environmental Sustainability Department, into the final draft for Council's consideration on November 2, 2021. Staff Recommendation: Approve Resolution No. 50, Series of 2021. Town Council Meeting Minutes of November 2, 2021 Page 5 Gennett reminded council that the creation and adoption for the West Vail Master Plan was identified as a priority in the Town Council 2018-2020 Action Plan. Additionally, Gennett reviewed the timeline that led up to the West Vail Master Plan proposed adaptation. Gabby Voeller and Ellie Wachtel, SE Group, accompanied Gennett to present to Council. Voeller explained updated sustainability language was added to the presentation that Council saw at the October 19, 2021 meeting. Stockmar asked if there was good representation by the community members that the Master Plan would affect most. Gennett responded that although the pandemic presented a challenge with in -person input opportunities, he felt that the team was able to get a good representation of input from the community members and anticipated more input once the plan was adopted and the process of rezoning and the creation of new zones takes place. Chapin noted that Council received great feedback from the Vail Local Housing Authority and Vail Fire and Emergency Services. Bruno asked to clarify to the community how extensive a process the plan was going to be and reminded the community that the Master Plan was what could be but isn't set in stone. Gennett stated that she was correct that the Master Plan was a plan and that there would still need to be a lot of work and community involvement to have it completed. Voeller also explained that there are some definite concrete steps to be taken next and suggested a final media post that would be easily accessible to the community stating those next steps and letting the community know that the Master Plan was adopted. Mason asked what the team was most proud of through the whole process of designing the Master Plan. Voeller explained that having as many options as the Master Plan provides made the plan richer. Wachtel agreed and added that she was excited to see how receptive the community was with the proposed residential density part of the plan. Gennett also agreed. Public comment was called. Jack Bergey, Vail Resident, inquired as to what the next steps moving forward would be. Gennett explained that the first step was drafting the proposed new zoning language, notifying the residents of those new zones that would be affect and scheduling additional community outreach. Steve Lindstrom, Vail Local Housing Authority, urged Council to make the implementation to the recommended zoning changes a top priority. Ted Steers, Vail Resident, voiced his support for the West Vail Master Plan. Douglas Smith, Vail Resident, expressed his support for the West Vail Master Plan and urged his fellow community members to embrace the plan. John Rediker, Vail Resident and DRB member, expressed his disappointment that there was not more community input into the plan and voiced his opinion that keeping two grocery stores in the area would provide competition and choice. Town Council Meeting Minutes of November 2, 2021 Page 61 Karen Perez, Vail Resident and member of the PEC, stated she would like to see the momentum towards the project be maintained and agreed with Rediker's previous statement regarding community involvement and having two grocery stores in the area. Public Comment was closed. Foley made a motion to approve Resolution No. 50, Series of 2021; Stockmar seconded motion passed (7-0). Ordinance No. 22, Series of 2021, First Reading, Budget Supplemental No. 3, an ordinance making budget adjustments to the Town of Vail General Fund, Capital Projects Fund, Real Estate Transfer Tax Fund, Housing Fund, Marketing Fund, Dispatch Services Fund, Timber Ridge Fund, and Residences at Main Vail Fund of the 2021 Budget for the Town of Vail Presenter(s): Carlie Smith, Financial Service Manager Action Requested of Council: Approve, or approve with amendments Ordinance No. 22, Series 2021. Background: Please see attached memorandum. Staff Recommendation: Approve, or approve with amendments Ordinance No. 22, Series 2021. Smith presented to council Ordinance No. 22, Series 2021, a third supplemental to the current 2021 budget and explained that this would be a reduction in expenditures by 19.2 million dollars due to the adjustment to the Resident at Main Vail expenditures that reflected the phased approach. Smith stated that without that approach, expenditures would have increased by 2 million. Before going over the changes to the budget, Smith explained common themes were to updating revenues to reflect the better than anticipated year the Town had been experiencing, revenue reimbursements and grants that were offset by expenditures and also adjusting expenditures transfers between funds to reflect how the money was actually spent. Smith explained that the largest increase was in sales tax which was increased by $3.9 million dollars that reflected an annual amended budget of $31.4 million. Staff recommended to allocate the full $3.9 million back to the Capital Projects Fund. General Fund Adjusted by $1.6 million which reflected an increase in lift taxes, Donovan Pavilion Rental Revenue, construction related revenues, and specific ownership fees. Increases of expenditures that were directly offset by reimbursements that included: ➢ $427,000 from the State for fire deployments $32.1 million in library grants and use of friends of the library funds for various library programs and events. Decrease in Revenue of $585,000 was reflected to defer the use of American Rescue Plan funds to 2022: Town Council Meeting Minutes of November 2, 2021 Page 7 ➢ The first budget supplemental of 2022 will reflect an increase of $585,000. ➢ The Town received $1.17 million in American Rescue Plan Funds total. Expenditures: ➢ Increase by $1.4million ➢ Largest expenditure was $600,000 to the Marketing Fund for both Powabunga and Snow Days events which received $300,000 each ➢ $100,000 to launch the Loading and Delivery Pilot Program, one portion is budgeted for 2021 and the other for 2022. $120,000 increase in legal fees due to housing projects and overall new projects and programs in the Town. Smith stated that the General Fund was projected to end the 2021 year with a balance of $40.2 million dollars. Capital Projects Fund: Revenue has increased by 4.2 million: ➢ $3.9 million is from Sales Tax increase ➢ $200,000 for additional use tax collection ➢ Reimbursement by the Vail Reinvestment Authority for additional construction cost needed to complete the new Children's Garden of Learning Facility ➢ Reimbursement from the Police Confiscation Funds for a portable PD x-ray scanner for PD Adjustments to Capital Projects Fund were transfers to other funds: ➢ $2 million increase to the Housing Fund to potential purchase CDOT owned parcel in East Vail. ➢ Reduced transfers to Main Vail Residences Fund and Housing Fund due to the Town completing bonding before the Main Vail Residences project started. Housing Fund Made the changes to the transfers to the Capital Project Fund and expendlitures. Reflected year to date increase in Housing Fee in Lieu revenue offset by the "Buy Down" program RETT Revenues Increased by $2.5 million for Real Estate Transfer Tax ➢ Brought total budget up to $10.5 million Expenditures: $47,000 to start Ford Park Master Plan updates for surveying costs. Residences at Main Vail Fund Trued up the budget to reflect the bond issuance as well as the phased approach. Dispatch Services Fund Reimbursements to offset expenditures for fire deployment, software upgrades, and to purchase a new satellite for the communications vehicle. Town Council Meeting Minutes of November 2, 2021 Page 8 Timber Ridqe Fund $25,000 to expenditures for repairs and maintenance for units that were rented by Vail Resorts Master Lease. There was no public comment. Council had no questions. Coggin made a motion to approve Ordinance No. 22, Series of 2021 upon first reading; Langmaid seconded motion approved (7-0). There being no further business to come before the council, Foley moved to adjourn the meeting; Coggin seconded the motion which passed (7-0) and the meeting adjourned at approximately 7:33 p.m. Respectfully Submit\ Attest:'lag ` ' -- :' , Stephanie Bibbens, Deputy Town Clerk Town Council Meeting Minutes of November 2, 2021 Page 9