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HomeMy WebLinkAbout2023-08-15 TC Meeting MinutesVail Town Council Meeting Minutes Tuesday, August 15, 2023 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: Kim Langmaid, Mayor Travis Coggin, Mayor Pro Tern Kevin Foley Jen Mason Pete Seibert Barry Davis Jonathan Staufer Staff members present: Russell Forrest, Town Manager Kathleen Halloran, Deputy Town Manager Matt Mire, Town Attorney Stephanie Bibbens, Town Clerk 1. Citizen Participation Robyn Smith, a West Vail resident, suggested alternatives for bear -proof trash can replacements. 2. Any action as a result of executive session There was none. 3. Consent Agenda 3.1 July 18, 2023 TC Meeting Minutes Foley made a motion to approve, Coggin seconded motion passed (7-0). 3.2 Resolution No. 29, Series of 2023, A Resolution Approving the Purchase of Residential Property (Timber Ridge Parcel) Approve Resolution No. 29, Series of 2023, to authorize the Town Manager to enter into an agreement, approved by the Town Attorney, to purchase Timber Ridge Parcel (North Frontage Road West), in the amount not to exceed $1,715,000 plus dosing costs. Background: The Town of Vail Housing Department has met with CDOT representatives with the intent of acquiring three parcels of land within Vail for the expressed purpose of advancing the Town's adopted housing goal, adding more open space, and providing trailhead parking. Town Council Meeting Minutes of August 15, 2023 Page 1 Coggin made a motion to approve; Foley seconded motion passed (7-0). 3.3 Resolution No. 30, Series of 2023, A Resolution Approving the Purchase of Residential Property (Vilest Middle Creek Parcel) Approve Resolution No. 30, Series of 2023 to authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, to purchase West Middle Creek Parcel (North Frontage Road), in the amount not to exceed $2,277,000 plus closing cost. Background: The Town of Vail Housing Department has met with CDOT representatives with the intent of acquiring three parcels of land within Vail for the expressed purpose of advancing the Town's adopted housing goal, adding more open space, and providing trailhead parking. Mason made a motion to approve; Foley seconded motion passed (7-0). 3.4 Resolution No. 31, Series of 2023, A Resolution Approving the Purchase of Residential Property (Bighorn Parcel) Approve Resolution No. 31, Series of 2023 to Authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, to purchase Bighorn Parcel (Columbine Drive and Spruce Way) in the amount not to exceed $2,410,500 plus closing costs. Background: The Town of Vail Housing Department has met with CDOT representatives with the intent of acquiring three parcels of land within Vail for the expressed purpose of advancing the Town's adopted housing goal, adding more open space, and providing trailhead parking. Davis made a motion to approve; Mason seconded motion passed (7-0). 3.5 Resolution No. 32, Series of 2023, A Resolution Approving the Purchase of Residential Property Approve Resolution No. 32, Series of 2023 to authorize the Town Manager to enter into an agreement, in a form approved by the Town Attorney, to purchase Buffer Creek Condominium, Unit A2, 1860 Meadow Ridge Road, Vail, CO. 81657, in the amount not to exceed, $766,000, plus closing costs. Background: The ability of housing for its employees remains an ongoing need for the Town of Vail municipal government. As the fourth largest employer in Vail. the Town of Vail too is challenged by the need for housing for its workforce. AS the FTE count for the Town grows so does it's need to support housing for the employees. Over the years the Town has taken a wide range of approaches to addressing its employee housing needs, including "buying down" homes for purchase by Town of Vail employees. Availability of adequate housing remains a primary barrier to acceptance of employment offers for the Town of Vail. Staufer made a motion to approve; Coggin seconded motion passed (7-0). 3.6 Contract Amendment for Taste of Vail Town Council Meeting Minutes of August 15, 2023 Page 2 Authorize the Town Manager to amend the agreement with Taste of Vail, in a form approved by the Town Attorney, in the amount of, and not to exceed $60,000, with $45,000 in the initial funding contract and $15,000 in the amendment. Background: As part of the 2nd cycle of event sponsorship proposals reviewed by the Committee on Special Events in April 2023, the Taste of Vail submitted a request for supplemental sponsorship funding. The request was reviewed by the CSE and the Event Funding Committee. Subsequent meetings were held between CSE representatives, town staff, and the Taste of Vail Board to evaluate the sponsorship request and a final amount of $16,000 additional sponsorship was recommended. Coggin made a motion to approve; Foley seconded motion passed (7-0). 3.7 Contract Award to Colorado Gold and Turf to purchase four Electric Delivery Carts Authorize the Town Manager to enter into an agreement, approved by the Town Attorney, with Colorado Golf and Turf to purchase four electric delivery carts, in an amount not to exceed $163,938.31. Background: The 2023 Capital Improvement Projects (CIP) budget includes $250,000 for the purchase of electric delivery carts for the e-delivery program. Staff have spent the last 18 months testing various electric carts to ensure the best long-term solution for the program. Davis made a motion to approve; Coggin seconded motion passed (7-0). 3.8 Contract Award to Populous for Dobson Ice Arena Major Renovation Project Authorize the Town Manger to enter into an agreement, approved by the Town Attorney, with Populous for Dobson Ice Arena Major Renovation Project, in an amount not to exceed $3,882,524. Background: The Town of Vail owns the Dobson Ice Arena and leases it on a long-term agreement to the Vail Recreation District. The arena was originally built in 1979 and has had one addition, plus smaller remodels, performed over the years. There has not been a major remodel completed of the entire arena. This facility is well-worn and in need of a major update. Over the last four months, Populous has worked to complete the conceptual programming and budget to allow the project to move forward. Seibert gave an updated regarding the renovation process by explaining the initial proposed $37M budget was thought to be enough money to make significant upgrades to the arena. After evaluating the current building, the proposed budget to just bring the arena up to code, increased the budget to $55M and making any more additions to the site would increase the budget significantly. Seibert suggested using the Civic Area Plan to meet some of those upgrades instead. Foley thanked the VRD for being the Town's partners on the project and explained bringing the current arena up to code was going to be a large financial hit to both the Town and the VRD and Town Council Meeting Minutes of August 15, 2023 Page 3 as much as they would like to add a fitness center or some other upgrades, it wasn't feasible with the economic situation at the moment. Davis asked if the Council was setting something into motion by approving the contract with Populous without a plan to pay for the work. Staff explained Council would need to approve the project before moving forward with the various stages, the proposed contract was to start the design drawing process and had already been budgeted. Mason made a motion to approve; Staufer seconded motion passed (7-0). 3.9 Contract Award to Hyder Construction for Municipal Building HVAC System Replacement Authorize the Town Manager to enter into an agreement, approved by the Town Attorney, with Hyder Construction for to replace the mechanical HVAC system at the Town Municipal Building, in an amount not to exceed $1,205,180. Background: The Town of Vail previously awarded Hyder Construction a contract on March 7, 2023, for the replacement of the Mechanical Equipment for the Vail Municipal Building. This was based on preliminary set of plans at the time. There have been additional design details, in addition for the need to provide final design conformance to ensure the equipment will properly fit and function as intended. Coggin stated he was going to approve the contract, but wanted to understand how the project went from $700,000 to $1 M and was still considered in budget. Greg Hall, Director of Public Works and Transportation, responded the budget was significant for the renovations to the Town of Vail's Municipal Building at $1.8M to accomplish other upgrades, but because of the HVAC the scope of work had to reduced. Forrest explained the HVAC project was a priority because if the current system went out in the winter, staff would not be able to get the required parts to fix it. Davis made a motion to approve; Foley seconded motion passed (7-0). 4. Town Manager Report 4.1 Town Manager Report There was none. 4.2 Council Matters and Status Report 5. Action Items 5.1 Winter Parking Discussion Town Council Meeting Minutes of August 15, 2023 Page 4 Presenter(s): Greg Hall, Director of Public Works and Transportation and Stephanie Kashiwa, Parking Operations Manager Provide direction to the staff regarding the recommended winter 2023-2024 Parking Plan to set the rate calendar, set the rates, and set the offered passes and pricing. Background: The Vail Parking & Mobility Task Force met on July 21 & August 8, 2023, to review the 2022-2023 winter season and to make recommendations for the Winter 2023-2024 Parking Program. The Task Force also reviewed information from the consultants of Fehr & Peers on the Transportation and Mobility Master Plan and discussed goals of the group going forward. Hall and Kashiwa took turns giving Council an updated on the 2022-2023 winter parking program. Some of the updated information included: • Many of the policies and operations were put into place to manage parking demand while keeping in mind the needs of the Town's economic drivers being guests and employees. An emphasis on lessening the number of overflow parking days on the S. Frontage Rd was set forth. • The number of overflow frontage road days decreased 26 days from 53 days in the 2021- 2022 winter season to 27 days for the 2022-2023 season. • A Peak and Non -Peak calendar was created to encourage alternative modes of transportation during historically busy periods and encourage the use of available parking during less busy periods. Peak Day Transactions decreased by 7.5%. • Overnight rates were raised to $60 per night in the village structures. An overnight fee of $35 in the Red Sandstone garage was also implemented both were targeted to free up spaces in the structures in the mornings. • The free two hours when first entering the structures were changed to one hour to encourage turnover and discourage abuse of the free period by looping. Total transactions were down 4.0%. • The free period for vehicles entering after 3 p.m. until 4 a.m. was continued. • Premier, Business Premier, Employee Plus, Employee, Eagle County Local, and Vail Local passes were offered. • The Employee Plus and Employee passes initiated passholders to pay at the exit station when they accrued a fee. The Eagle County and Vail Local passes were built to charge a card on file in their parker portal when they accrued a fee. Many issues and missing functionality in the Local Pass types were found throughout the season. Coggin asked if staff was able to rectify the issues with after -hour employees in the village that would arrive after 3pm for their shift and try to leave after 4am when their shift was completed. Town Council Meeting Minutes of August 15, 2023 Page 5 Hall explained the issue was cleared up and those employees would utilize the DUI program and get out for free. Coggin also questioned the rate of the Local Parking pass and if the Town was incentivizing the behavior the Town was trying to deter by providing a cheaper product in the market. Hall explained staff was currently going through an RFP process to be able to do more with the pass structure but are limited with the program the Town currently uses. Davis expressed he felt a lot of the learning process for the new program was put on the locals the previous year and keep the Town should keep the upcoming year the same as last year. Hall stated staff was hopeful to find a program with more rate flexibility and user friendly. Foley questioned the accuracy of the license plate readers and how that effects guests looping in the parking structures. Kashiwa explained staff saw a big reduction in looping over the past winter and although staff had the capability to use the license plate readers to issue tickets, they chose not to, due to the reduction of looping. Foley made a motion to approve the rate calendar, the rates and the offered passes and pricings as set forth in the staff memorandum dated August 15, 2023; Coggin seconded motion passed (7-0). Council members took turns thanking Kashiwa and her team for the good work they have done with the parking program. S. Public Hearings 6.1 Ordinance No.14, Series of 2023, Second Reading, an Ordinance of the Town Council of the Town of Vail, Colorado Repealing and Reenacting Section 1-" of the Vail Town Code, Regarding Compensation for the Mayor and Town Council Members Presenter(s): Krista Miller, Director of Human Resources and Risk Management Approve, approve with amendments, or deny Ordinance No. 14, Series of 2023 upon second reading. Background: The Town Council reviewed comparable community elected council compensation and requested an update to Council Compensation with the intent of encouraging demographic diversity of future councils and streamlining the process for adjustments to these compensation rates. Miller gave a brief recap of the ordinance, explaining the ordinance would update the new monthly rates for incoming Town Council members and mayors after future elections and will set forth an annual increase based on the Consumer Price Index. Town Council Meeting Minutes of August 15, 2023 Page 6 Public comment was called. There was none. Foley clarified the increase would not apply to the current Council members that continue their term for the next two years, but the new Mayor who would be elected in November would be eligible for the increase. Davis made a motion to approve; Coggin seconded motion passed (7-0). 6.2 Ordinance No. 16, Series 2023, Second Reading, An Ordinance Repealing and Reenacting Section 7-3B-8 of the Vail Town Code, Regarding the Regulation of Boots on Motor Vehicles Presenter(s): Chief Ryan Kenney, Vail Police Department Approve, approve with amendments, or deny Ordinance No. 15, Series 2023 upon second reading. Background: Staff is asking Council to approve changes to the Town's booting ordinance. The requested changes will bring the Town of Vail in line with PUC regulations. Kenney explained there were no changes made to the ordinance from first reading. Public comment was called. Evghen Cojocari, Colorado Booting LLC, expressed his concerns with the proposed ordinance by stating there wasn't notice given to the booting company regarding the proposed ordinance, asked how much would the application fee cost for the booting company to work in the Town of Vail, explained there were discrepancies regarding what license would need to be displayed and the method of accepting payments to remove boots, and the ordinance implied the Vail Police Department would not investigate damage of private property or theft of private property if someone were to cut the boot off of a car instead of paying for it to be removed. Kenney addressed some of the concerns by explaining there was not an application fee, the police department would not be issuing licenses, instead, the police department would be asking for the companies to display the PUC license, and stated if there was intentional harm to a device, the police department would investigate. Council members asked for the ordinance to reflect there wouldn't be an application fee, there would be police involvement should a device be intentionally harmed and asked that online payments be accepted to remove devices. Kenney stated he would need to look further into the payment matter as that was not a Town of Vail rule, but from the State of Colorado and explained the company would need to be able to accept any form of payment in case a card reader or online payment was inaccessible. Foley asked if Council should table the reading to clear up discrepancies with in the ordinance. Town Council Meeting Minutes of August 15, 2023 Page 7 Mire clarified Council would like the ordinance to state there was no fee to obtain a license, the PUC License would need to be displayed, and explain what intentional damage entailed. Foley wanted to make sure the ordinance was done right and provide recourse for the people that were trying to get out of paying for parking. Foley moved to table Ordinance No. 15, Series of 2023 to the first meeting in September; Staufer seconded motion passed (7-0). 6.3 Ordinance No.16, Series of 2023, Second Reading, An Ordinance Amending Title 12 of the Vail Town Code to Clarify the Requirements for the Issuance of a Building Permit Presenter(s): Matt Mire, Town Attorney Approve, approve with amendments, or deny Ordinance No. 16, Series of 2023 upon second reading. Background: The applicant, Town of Vail, is proposing to amend Section 12-3-9 Compliance; Violations; Penalties. This update was recommended by the Town's legal department and is intended to clarify the requirements for issuance of a building permit. The amendment will update a section of the code which has not seen significant updates in recent years and will bring the code into greater alignment with similar communities. Mire stated there were no changes from first reading, which followed the Planning and Environmental Commission's recommendations that stated a person could not obtain a building permit if they were in violation of any title or chapter of the Vail Town Code. Mason confirmed all the recommendations from the Planning and Environmental Commission were in the ordinance. Public comment was called. There was none. Coggin made a motion to approve with the findings on page three of the staff memorandum, Davis seconded motion passed (7-0). There being no further business to come before the council, Coggin moved to adjourn the meeting; Staufer seconded motion passed (7-0), meet adjourned at 6:53 p.m. Attest: r ephanie Bibbens, Town Clerk Town Council Meeting Minutes of August 15, 2 Respectfully Submitte , Ifi-Lan a OF Page 8