HomeMy WebLinkAbout2022-03-01 Town Council MinutesVail Town Council Meeting Minutes
Tuesday, March 1, 2022
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 Langmaid.
Members present:
Staff members present:
1. Citizen Participation
Kim Langmaid, Mayor
Travis Coggin, Mayor Pro Tern
Barry Davis
Kevin Foley
Jeri Mason
Pete Seibert
Jonathan Staufer
Scott Robson, Town Manager
Patty McKenny, Assistant Town Manager
Matt Mire, Town Attorney
Stephanie Bibbens, Deputy Town Clerk
Matt Morgan, owner of Sweet Basil and Mountain Standard, addressed council about the future
of canopies and structures at Mountain Standard. Morgan stated he would eventually like to see
the outdoor enclosures that were erected due to COVID become permanent, but in the
meantime asked for a year extension on his current enclosure at Mountain Standard.
William Schmick, a Vail resident, expressed his concern for the lack of available housing options
in the Town of Vail as well as the lack of opportunities for public comment and civic involvement
during Town Council afternoon meetings.
2. Any action as a result of executive session
Coggin moved to exercise the town's right of first refusal and purchase the property known as
Vail East Lodging, Unit #16, located at 4123 Spruce Way, Vail, Colorado for a purchase price of
$565k, and authorized the town manger to execute any necessary documents to effectuate the
purchase on a form approved by the town attorney, and further moved to appropriate the
necessary funds to complete the purchase, Mason seconded the motion passed (7-0).
3. Proclamations
3.1. Proclamation No. 2 Series of 2022, In Recognition of Vail's Trailblazer Award
Recipient Terry Minger
Background: Terry Minger was chosen as the seventh recipient of the Vail Trailblazer Award
and was recognized with a proclamation at the evening meeting and during the Annual
Community Meeting. His vision and municipal leadership during Vail's early years was
instrumental in creating the formation of its government and the success Vail has seen over the
years.
Town Council Meeting Minutes of March 1, 2022 Page 1
Coggin made a motion to approve Proclamation No. 2, Series of 2022; Mason seconded motion
passed (7-0).
4. Appointments for Boards and Commissions
4.1. Art in Public Places (AIPP) Board Appointments
Coggin made a motion to appoint Suzanne Graf and Courtney St. John to serve on the Art in
Public Places Board for a one-year term ending March 31, 2023; Mason seconded the motion
passed (7-0).
Coggin made a motion to appoint Tracy Morrison, Kathy Langwalter, and Lindsea Stowe to
serve on the Art in Public Places Board for two-year terms ending on March 31, 2024; Mason
seconded the motion passed (7-0).
4.2. Vail Local Housing Authority (VLHA) Appointment
Coggin made a motion to appoint Kristin Kenney Williams to serve on the Vail Local Housing
Authority for a partial term ending May 31, 2023, Davis seconded the motion passed (7-0).
5. Consent Agenda
5.1. February 1, 2022 Town Council Meeting Minutes
Davis made a motion to approve the February 1, 2022 Town Council Meeting Minutes; Foley
seconded the motion passed (7-0).
5.2. February 15, 2022 Town Council Meeting Minutes
Coggin made a motion to approve the February 15, 2022 Town Council Meeting Minutes; Foley
seconded the motion passed (7-0).
5.3. Resolution No. 5 Series of 2022, A Resolution Approving a Memorandum of
Understanding between the Town of Vail and the State of Colorado Energy Office
Regarding the Energy Performance Contracting Program
Background: The Town of Vail and the State of Colorado Energy Office wanted to enter into a
Memorandum of Understanding to provide the Town with access to the services and support of
the Colorado Energy Office's Energy Performance Contracting Program.
Staff Recommendation: Approve, approve with amendments, or deny Resolution No. 5, Series
2022.
Foley made a motion to approve Resolution No. 5, Series of 2022; Staufer seconded motion
passed (7-0).
5.4. Contract Award with Hallmark Inc. for Ford Park Pedestrian Bridge (Nature Center
Bridge) Rehabilitation
Town Council Meeting Minutes of March 1, 2022 Page 2
Background: The wood timber deck on the Ford Park Nature Center Bridge was damaged by
snow removal operations over the years and will need to be replaced. The wood timber deck
will be replaced by a steel pan/concrete deck which will better withstand snow removal
operations.
Staff Recommendation: Staff recommended that the Council direct the Town Manger to enter
into a construction contract with Hallmark Inc in the amount of $108,000 for the Ford Park
Pedestrian Bridge Rehabilitation Project.
Coggin made a motion to direct the Town Manger to enter into a construction contract with
Hallmark Inc in the amount of $108,000 for the Ford Park Pedestrian Bridge Rehabilitation
Project; Davis seconded the motioned passed (7-0).
5.5. Funding Agreement with Resort Entertainment for Winter 2022 Ambient
Entertainment
Background: Beginning as a response to the challenges presented by the pandemic in 2020,
the Town of Vail began building on its tradition of providing outdoor apres music throughout the
villages. Throughout 2020 and 2021 several booking agents and artists were engaged to
provide an enhanced experience in the villages during both winter and summer/fall to surprise
and delight our guests. Guests have been treated to apres music in both Vail Village and
Lionshead at least three days per week. The entertainment is designed to create a warm and
welcoming atmosphere and leave a positive impression on our guests, who have been spending
more time outdoors.
Staff Recommendation: Approve the contract with Resort Entertainment for the 2022 Winter
Ambient Music
Davis made a motion to approve the contract with Resort Entertainment for the 2022 Winter
Ambient Music, Coggin seconded the motion passed (7-0).
6. Town Manager Report (10 min.)
6.1. Loading and Delivery Program Update
Robson informed the council that at the start of ski season 106west had been servicing 18
trucks from the 9 they started with at the beginning of the pilot program, which is about 40% of
overall volume. Robson also expressed the positive response the Town has received from the
business owners and the public. The sunset date for the pilot program was set for April 24,
2022. Robson suggested that council extend the program six months at an additional cost of
approximately $350,000 to be added into the first budget supplemental while staff continues to
evaluate funding models. Council was in favor of extending the Loading and Delivery Pilot
Program another six months and for the cost to be added into the budget supplemental.
6.2. Peer Resort Exchange Visit (St. Moritz Switzerland and St. Anton Austria)
The Town of Vail will send a delegation to St. Moritz, Switzerland and St. Anton, Austria in the
next couple of weeks. Robson explained that St. Moritz had been a sister city of Vail since 1994
and the last peer exchange took place in 2018 when a delegation went to Japan.
Town Council Meeting Minutes of March 1, 2022 Page 3
Robson also spoke about guest activation, specifically Vail America Days, employee end of the
year concert, and upcoming spring activation events.
Robson explained with fireworks becoming harder and harder to have for the Fourth of July
celebration, the Economic Development team explored drone shows. Robson explained 100
drones would cost $50,000.00 and 200 drones would cost $100,000.00. $35,000 was budgeted
for the fireworks and due to the drones being more expensive, Robson suggested to
supplement the drone show in the budget supplemental.
Council had questions regarding what the drone show would look like and asked if the drones
would be dependent on weather.
Robson stated the drones could operate in the rain but not high winds and offered to have the
Economic Development Team give a report during the following meeting with examples what a
drone show could look like as well as what their limitations might be.
Robson also stated the RFP for the employee celebration concert that had been discussed
would be published later in the week. CSE members would be invited the following week to
review proposals. The concert would be on April 25'h, the day after the mountain was scheduled
to close. The concert would be jointly funded by Vail Resorts and the Town of Vail at Ford Park.
Robson also stated that the spring activation would kick off on Thursday later this week with a
ski movie on International Bridge from Teton Gravity Research, three different activations, one
on International Bridge, one at Eagle's Nest, and the Arrabelle and Friday March 4', debut
concerts with Hassel Miller on the International Bridge, a DJ up on Eagle's Nest, and Courtney
Hampton would be at the Arrabelle ice arena.
Robson thanked High Five Access Media's Arjen Kale for his production work with the Town of
Vail and wished him luck in his new endeavors.
Lastly, Robson shared the Russian flag will be removed from the Avenue of Flags on the South
Frontage Road due to the invasion of Ukraine.
7. Presentations / Discussion
7.1. Presentation on Kayak Crossing Deed Restriction Opportunity
Presenter(s): George Ruther, Housing Director, Gerry Flynn, Polar Star Properties and Eric Heil,
Town Manager Town of Avon
Action Requested of Council: Listen to presentation and provide instruction on whether to
continue to pursue an opportunity to acquire a deed restriction interest in the Kayak Crossing
Apartments, located at 41900 US Hwy 6 and 24, Eagle -Vail, Colorado.
Background: The Town of Vail Housing Department and Vail Local Housing Authority were
approached by Eagle-Bend/Dowd Affordable Housing Corporation, the ownership entity of the
Kayak Crossing Apartments, regarding an opportunity to acquire deed restrictions on the
property in furtherance of its adopted housing goal. In summary, the Board was offering the
sale of deed restrictions to the Town of Vail at the Kayak Crossing Apartments to fund a capital
improvements project and refinancing opportunity which ensures the long-term availability of
deed -restricted homes on the site.
Town Council Meeting Minutes of March 1, 2022 Page 4
Ruther presented the following three different options to council:
1. Acquire a deed -restriction interest: Ruther explained that this option would be similar
to the Solar Vail Project, in that the Town would purchase deed restriction interest on
the property in an attempt to fund the gap in the financing.
2. Acquire a deed -restricted interest and a co -municipal sponsor interest in partnership
with the Town of Avon: Ruther explained that if this option was chosen, the Town of
Vail would contribute 2.5 to 3 million dollars to make improvements in the project.
The town would still receive the deed restricted interest and would also share the
rights and interests the Town of Avon currently has which are the right to approve
any refinancing request, the right to pay off debt at any time and take immediate
possession and ownership of the improvements on the property and the right to take
ownership of the property once the debt is paid off. The Town of Vail and the Town
of Avon would then create a Regional Housing Authority that would be specific to
operations, ownership, and management of Kayak Crossing.
3. Acquire a deed -restricted interest as fee title owner of Kayak Crossing: Ruther stated
that the Town of Vail would pay off the 15 million of debt on behalf of the Town of
Avon and the nonprofit organization.
Staufer asked Heil if the initial refinance bond had been paid off by the Town of Avon.
Heil explained the 2014 refinanced bond was the current finance. Heil went on to express the
Town of Avon's support for collaborating with the Town of Vail on this project that would share
50% interest and future ownership interest when debts were paid off. He explained this plan
gives staff time to come up with a long-range plan for the property and provided a steppingstone
to collaborate on more housing projects in the future.
Coggin stated he was excited for opportunity Kayak Crossing presented for the town and was
most excited about option 3. Coggin felt that the town owning the land and the improvements for
the property was the cleanest way to move forward with being sensitive to the Town of Avon's
needs for housing and future participation.
Langmaid agreed with Coggin and stated that as improvements were made, she would like to
see the Environmental Sustainability Department be brought in to make a long-term transition
from gas to electrification.
Foley asked Finance Director Kathleen Halloran, if the town could afford to take on the project
at $15 million upfront.
Halloran stated the funds are there, however, there are many projects on the list that the Town
would like to accomplish in the near future, and council would need to make choices and
prioritize which projects they would like to see completed.
Coggin offered the option to put the money into the project now and refinance and pull-out cash
at the rate the town would feel comfortable.
Halloran responded that whether it was debt or cash finance, it would be up to council's
priorities and what they would want to be accomplished.
Town Council Meeting Minutes of March 1, 2022 Page 5
Staufer expressed he would like engineers to take a closer look at the buildings to make sure
the town wouldn't be taking on structural problems or mold, he would like to understand the
finances better, but also understood the housing issues were not going away and there were
opportunities for potentially more housing within the project but would want more information
before moving forward.
Seibert asked what the timing was on each of the options.
Flynn explained the project was 24 years old, and the commitment had been made to start the
improvements this upcoming summer. He told council that Eagle Bend Apartments had 3 million
surpluses that can be invested in affordable housing and would move forward regardless of
what the town decided to do. He stated with option 2 the Town of Avon would stay involved and
would be ideal, and that option 3 presented major hurtles that hadn't been discussed. The Town
of Vail doesn't have the right to pay off the current debt of 15 million dollars, the Town of Avon
does.
Heil stated the Avon Town Council wanted to see an appraisal with the partnership approach
and would ensure the money stayed within the housing arena. He also stated the Avon Town
Council had not discussed selling or transitioning their rights to take ownership and that would
need to occur before moving forward.
Langmaid stated council would like to move forward with more information with either option 2
or 3 and asked Ruther to come back with more information.
Steve Lindstrom, Vail Local Housing Authority Chair, asked council to think about the long-term
and how Kayak Crossing could be a similar scenario to Timber Ridge in that a tear -down rebuild
would be needed down the road. He asked council to keep the arrangement as simple as
possible.
7.2. Parking and Transportation Task Force Make up Discussion
Presenter(s): Greg Hall Director of Public Works and Transportation
Action Requested of Council: Staff requests Town Council provide direction regarding the Task
Force member make up and areas of focus.
Background: The purpose of this item was to provide information on the Parking and
Transportation Task Force current make up and previous council direction regarding goals,
objectives and guidelines, discuss with the Town Council options for possible revisions with
additional focus on mobility and receive Town Council direction regarding the Task Force
members.
Staff Recommendation: Staff recommended to modify the current Task Force member make up
and areas of focus as recommended in the staff memo.
Hall presented to council on the current Parking and Transportation Task Force and stated the
need of the task force had changed, and staff would like to start the solicitation process over for
the task force that manages the Vail Village and Lionshead Parking Structures that would
include a mobility piece. Hall explained staff would ideally like two representatives from the
restaurants and retail, one from Vail Village and one from Lionshead Village, one representative
from lodging, one from the community at large, one to two representatives from the sustainable
Town Council Meeting Minutes of March 1, 2022 Page 6
transportation community which could be selected or solicited two representatives from Vail
Resorts, one being the COO of Vail Mountain and two Vail Town Council members.
Coggin asked what the criteria for the community at large representative would consist of as
well as asked why Vail Mountain needed two representatives on the task force.
Hall responded that the community at large representative would have no ties to a business in
either the Vail or Lionshead Villages and explained there was a Manage of Peak Period
agreement that spoke to a community task force with two members from Vail Mountain and two
from the Town of Vail.
Robson spoke to his support of staff's recommendation and stated the changes that were
presented explained the broader net that the task force needed to focus on.
Council members were in support of the proposed change make up in the task force as well as
the more clarifying name change from Parking and Transportation Task Force to Parking and
Mobility Task Force as well as modify the current Task Force member make up and areas of
focus that was recommended by staff.
8. Action Items
8.1. Contract Award with Icon Inc for the installation of the Booth Lake Trailhead
restroom facility
Presenter(s): Greg Barrie, Senior Landscape Architect
Action Requested of Council:
1. Express support for adding $61,000 to the existing restroom budget during the upcoming
budget supplemental process on March 15. Formal action will occur during that process.
2. Authorize the Town Manager to enter a contract with Icon, Inc in an amount not to
exceed $177,505 to perform the site work required to install a prefabricated restroom
facility for the Booth Lake Trailhead.
Background: The Booth Lake Trail is one of the busiest trailheads in the area with approximately
40,000 users each year. Given the popularity, the trailhead's location in a residential
neighborhood, and the difficulty of providing clean portable toilet facilities throughout the
summer, installation of a toilet facility connected to domestic water/sewer is warranted in this
location.
Staff Recommendation: move forward with Option A — constructing the restroom facility as
designed at a total project cost of $466,00.
Moving forward with Option A requires two actions:
1. Supplement the existing restroom budget by adding $61,000 during the upcoming Budget
Supplemental process beginning on March 15.
2. Authorize the Town Manager to enter a contract with Icon, Inc in an amount not to exceed
$177,505 to perform the site work required to install a prefabricated restroom facility for the
Booth Lake Trailhead.
Town Council Meeting Minutes of March 1, 2022 Page 7
Barrie presented to council and stated the stie work that Icon Inc bid on would cost an additional
$61,000 dollars to complete which would bring the total project cost up to $466,000 dollars.
Barrie explained why the outlined option A in the memo would be the best option for the area.
Coggin asked if there was an environmental or economic benefit to for the bathroom to have a
flush -less urinal. Barrie explained a flush -less urinal would not change the valve size required
for the bathroom and that those type of urinals had a cartridge that would need to be replaced
frequently. Barrie also stated waterless urinals could save $2,000 dollars but there would be
more maintenance. Barrie mentioned there could be some water saved by using a waterless
urinal.
Langmaid felt there was more of a concern to save outside water. Inside water, which would be
used in the bathroom goes back into the system. Langmaid explained there was an expense to
pump that water back into the system both a monetary cost and cost in electricity, but it
sounded like the maintenance would be more expensive.
Staufer asked if this was the final budget. Barrie affirmed it was the final budget for this project.
There was no public comment.
Coggin made a motion to supplement the existing restroom budget by adding $61,000 during
the upcoming Budget Supplemental and to authorize the Town Manager to enter into a contract
with Icon, Inc. in an amount not to exceed $177, 505 to perform site work required to install a
prefabricated restroom facility for the Booth Lake Trailhead, Foley seconded the motion passed
(7-0).
There being no further business to come before the council, Coggin moved to adjourn the
meeting; Foley seconded the motion which passed (7-0) and the meeting adjourned at 7:35
p. M.
Attest:
Stephanie Bibbens, Deputy Town
p ully Submitted,
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Town Council Meeting Minutes of March 1, 2022 Page 8