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04-05-01 Town Council MinutesThe Meeting began at 4:00 p.m. SNOWMASS VILLAGE TOWN COUNCIL WORK SESSION SUMMARY APRIL 5, 2001 COUNCIL MEMBERS PRESENT: Mayor T. Michael Manchester, Robert Purvis, Richard Virtue, Arnold Mordkin COUNCIL MEMBERS ABSENT: Council Member Mercatoris was on approved leave of absence. STAFF PRESENT: Gary Suiter, Town Manager; Carey Shanks, Assistant to the Town Manager; Trudi Worline, Town Clerk PUBLIC PRESENT: Brent Gardner Smith, Madeleine Osberger, John Norton, Bill Boineau and Bernie Krauer Mayor Manchester explained that this Work Session time had been set aside for Council Members to discuss the issues related to the SVRA's request to refinance the Conference Center, identify necessary information for Council to consider the issue and to draft a letter to SVRA outlining the above. Council Members discussed and drafted the following letter to the SVRA outlining Council's concerns and clarifying the conditions that the Town would require as a part of restructuring the debt on the Town's Conference Center and /or assisting with the reorganization of SVRA into a more equitable, accountable and profitable organization. Contents of the draft letter were as follows: SVRA issues and concerns The Town Council is very interested in working to restore a viable, contributing and productive SVRA. In an attempt to clarify the concerns and conditions that the Town Council has, and would require as part of a restructuring of the debt on the Town's Conference Center, and /or in an attempt to help re- organize the SVRA into a more equitable, accountable and profitable organization we offer these thoughts and questions: 1. Before any reasonable understanding can be achieved, we need a summary and detailed cash flow /budget analysis of the existing condition, and the projections for the coming year: 04 -05 -01 ws Page 2 a. This needs to show revenues of service, expenses, allocated overhead for each of the parts of the organization. 2. How does the process, and the form, of governance work. ie who approves payments, checks and balances.... 3. The cost to both the guest and the owners of the SVRA properties is significant and changes to the system should not increase the burden to these entities. 4. The critical element that needs to be done is strategic marketing and sales and all other things need to be subordinate to that need. This function may very well, and hopefully so, be done by the `new' SVRA. This function needs to be a priority of the organization. This should be a cooperative and coordinated activity with the larger valley winter and summer. This should include resources (money) for promoting and delivering activities and special events. 5. Central Reservations is a category that needs significant analysis for Alternatives: a. This function needs to be self supporting at least. Including a reasonable allocation of overhead. There should be an equitable and proportional association of the fees paid to services provided. b. We believe that outsourcing this function is an alternative that needs thorough analysis. c. Whatever system is used, it needs to be a high quality, consumer friendly, world class system. High tech. d. How does the Travel Agency function fit in. 6. The management, operations, oself- supportinge Center is a function that probably should be done by the SVRA. a. This function needs to be self supporting at least. Including a reasonable allocation of overhead. There should be an equitable and proportional association of the fees paid to services provided. 7. There may be basis for consideration of shifting some of the burden for some of the current services or current debts to the broader community. The town might take the burden of paying the balance of the Conference Center. 04 -05 -01 ws Page 3 8. Through a voter approved sales tax, offset against a commensurate reduction in the amount of the Civic Assessment, fund the commuity's burden for the revenue necessary for marketing and sales. 9. There could be a similar strategy for the funding of other services. 10. These cash flows need to be analyzed to be certain that they could provide for the desired quality of services, ie enough budget for quality marketing. 11.Could you describe how you see your role in product development the product being Snowmass Village. The Work Session ended at 6:00 p.m. Submitted By, Trudi Worline Town Clerk