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06-04-01 Town Council MinutesItem No. 1: ROLL CALL COUNCIL MEMBERS PRESENT: STAFF PRESENT: PUBLIC PRESENT: SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING MINUTES JUNE 4, 2001 Mayor T. Michael Manchester called to order the Regular Meeting of the Snowmass Village Town Council on Monday, June 4, 2001 at 3:10 p.m. Mayor T. Michael Manchester, Douglas Mercatoris, Robert Purvis, Richard Virtue Arnold Mordkin arrived at 3:45 p.m. COUNCIL MEMBERS ABSENT: All Council Members were present. Gary Suiter, Town Manager; Carey Shanks, Assistant to the Town Manager; Steve Connor, Town Attorney; Hunt Walker, Public Works Director; Art Smythe, Chief of Police; Craig Thompson, Community Development Director; Marianne Rakowski, Finance Director; Brian Olson, Police Sergeant; David Joyner, Shop Foreman; David Ogren, Solid Waste Foreman; John Baker, Road Maintenance Specialist; Greg Smith, Road Supervisor; Joe Coffey, Housing Manager; Robert Voigt, Senior Planner; Chris Conrad, Planning Director; David Peckler, Transportation Manager; Trudi Worline, Town Clerk Brent Gardner Smith, Madeleine Osberger, Bernie Grauer, Victor Gerdin, Dee Bolina, John Rex and other members of the public interested in today's Agenda items. DISCUSSION AGENDA Item No. 2: 3:00 3:30 P.M. 2001 BUDGET STATUS The Town Manager provided an overview of the status of the 2001 Budget, explaining that revenues are lower than expected, projected to be down 5.84 06 -04 -01 tc Page 2 percent, for the 2001 fiscal year. Expenditures have been by 4.09 percent through year -end. In an attempt to balance the budget, staff has met and agreed to leave currently vacant positions unfilled, recruitment for some positions has been put on hold, expenses have been reduced and revenue sources are being re- evaluated. Budget goals are to maximize expenditure reductions while maintaining the high levels of service that provide for the health, safety and welfare of the community. Staff has identified possible additional and more diversified revenue sources and operational adjustments. Also proposed is a transfer from the RETT Fund and use of the Economic Reserve for Village Leadership Forum (VLF) expenses and the Rural Transportation Authority (RTA) contribution. Suiter outlined options available for Council discussion and feedback. Council discussed appropriate uses for the Economic Reserve. Rakowski clarified tax revenues and staff explained estimated revenues from licenses, permits, fees and plan check fees. Council requested that staff explore the Real Estate Transfer Tax Fund (RETT) for funding additional Transportation Department expenses. They also requested further information regarding budget revision imbalances among the departments and the possible elimination of vacant positions, a cost/benefit analysis including the dollar amount proposed for revenue sources and a list of suggested policy discussion items. Council requested that staff schedule meeting time to further discuss the action items proposed by staff, the appropriate use of Economic Reserve funds, future plans for the Town's economy and provide Council with an introduction to the budgeting system. Council requested that staff provide a Resolution approving use of the Economic Reserve funds for review at the June 11, 2001 Council Meeting. Item No. 3: 3:30 4:15 ROAD IMPROVEMENT FUNDING Hunt Walker, Public Works Director, requested Council direction on funding approximately $8M in capital road projects budgeted for construction over the next two years. He explained that Council previously approved the re- construction of Upper Snowmelt Road. The current plan is to create the design in 2001 and implement construction in 2002. At Council's request, staff investigated the possibility of funding the Top of the Village (TOV) Snowmelt as well as Upper Snowmelt Road in the year 2002. At a previous meeting, Council also directed staff to construct the Brush Creek/Highline Roundabout in 2002. Walker presented funding scenarios that included the Roundabout, Upper Snowmelt Road, the TOV Snowmelt and the Elbert Lane Extension. He provided Council with four options to meet the construction needs, along with projected costs using the Road Fund and borrowing from the Real Estate Transfer Tax (RETT) Fund. 06 -04 -01 tc Page 3 After further discussion, Council agreed that staff should proceed with construction of Upper Snowmelt Road in 2002, investigate the possibility of constructing TOV Snowmelt at the same time and to further investigate the location and funding for the Elbert Lane Extension. If the location, design and funding are determined, this project could be constructed at the same time as Snowmelt Road. Council directed staff to continue work on all projects and construct as funding for each is identified. Council requested that staff determine the appropriate amount of undesignated RETT funds that should remain in the Fund, and provide additional physical and financial information regarding construction of Upper Snowmelt Road and the TOV Snowmelt Road at the same time, taking cash flow, scheduling and convenience into consideration. CONSENT AGENDA Item No. 4: APPROVAL OF MEETING MINUTES FOR 05 -21 -01 Mercatoris made a motion to approve the Minutes of May 21, 2001, seconded by Purvis. There being no changes or additions, the Minutes were approved by a vote of 5 in favor to 0 opposed. REGULAR AGENDA Item No. 5: PUBLIC NON AGENDA ITEMS Dee Bolina requested approval to access Town trails before the trails are officially opened for public use, in order to conduct a Recreational Trails Study in conjunction with the Aspen Wilderness Workshop. The studies are to determine any impacts that recreational trails may have on wildlife communities, specifically the bird habitat. Two of her study sites are located on Government Trail and Anaerobic Nightmare Trail. Bolina's request was to access the trails for one day. Purvis made a motion to approve the request to be supervised by Larry Green, the Town's Wildlife Officer, for one day during June prior to the opening date specified for the trails. Virtue seconded the motion. The motion was approved by a vote of 5 in favor to 0 opposed. Item No. 6: PUBLIC HEARING AND ACTION RESOLUTION NO. 27, SERIES OF 2001 TO RECEIVE PUBLIC COMMENT AND CONSIDERATION OF A RESOLUTION APPROVING AN ANNUAL TEMPORARY USE PERMIT FOR THE ASPEN SKIING COMPANY TO ALLOW THE PLACEMENT OF FILL DIRT WITHIN AND THE USE OF PARKING 06 -04 -01 tc Page 4 LOTS B AND C AS A STAGING AREA FOR HEAVY EQUIPMENT AND MATERIAL. Chris Conrad, Planning Director, explained that the applicant is requesting the use of Parking Lots "B" and "C" as staging areas for heavy equipment and materials necessary for a Snowmass Water and Sanitation (SW &S) District project. He further explained that the applicant uses the parking Tots for staging construction activities every Summer and is requesting a "blanket" Temporary Use Permit which could be developed for upcoming years and would allow administrative monitoring and renewal each spring. Victor Gerdin, representing the Aspen Skiing Company, explained the project currently in progress and stated that although the contractor would make the final determination, he would make every effort to have the lots available for Summer Concert Series parking. Mayor Manchester opened the Public Hearing at 4:57 p.m. There being no comments from the public, the Public Hearing was closed at 4:57 p.m. After further discussion, Purvis made a motion to approve Resolution No. 27, Series of 2001, seconded by Virtue. The motion was approved by a vote of 5 in favor to 0 opposed. Gerdin informed Council that the Snowmass Water and Sanitation District plans to replace a sewer line between the Upper and Lower Edgewood Bridges, affecting use of the trail in that area. Mercatoris requested that the applicant inform the Woodrun V Homeowners Association of the impending construction. Staff will contact the SW &S Manager and inform him of timelines and other appropriate information regarding application submissions. Item No. 7: MANAGER'S REPORT The Town Manager stated that the Employee Housing project formerly known as Parcel "N has recently been named Daly Townhomes. He informed Council that the water levels and natural springs experienced by the contractor on the construction site have diminished substantially and are no longer a threat to ongoing construction. The Town Manager reported that the owners of Country Club Townhome No. 26 have requested that they be allowed to rent their unit for approximately four months. Council discussed the rental requirements. The Town Manager explained that the Municipal Code specifies that rentals of employee units by their owners require the approval of Town Council. Council requested that staff provide recommended language that would change that responsibility to staff approval. After further discussion Council agreed to allow the request. 06 -04 -01 tc Page 5 The Community Development Director explained that the Landscape Architect has given her approval for a demolition crew to utilize a portion of Slate Trail to position a crane for demolition of the burned Walsh residence. Her approval was conditioned upon approval of the Divide Homeowners Association. The Community Development Director will develop a list of conditions for use of the trail to be provided to the contractor. Burned Structure on Meadow Road Manchester requested an update on the home that burned in Meadow Road. Staff reported that a letter would be mailed to the owner, requesting a schedule, outlining plans to remodel, demolish or reconstruct the structure. Construction Debris The Town Manager reported that he has distributed a memo to all Town employees, requesting that they report any clutter on construction sites. The Municipal Code empowers the Town Building Official to enforce the law to keep construction sites clean of debris. Council directed staff to develop a memorandum to contractors that would be included with Building Permits, as a reminder for contractors to keep construction sites clean and free of debris. Rodeo Sponsorship and Funding The Town Manager stated that he has received a request for Town sponsorship for the Rodeo Company. During prior years, the Town's sponsorship was $1,500 and paid out of Council's Discretionary Fund. The request for 2001 sponsorship is $1,700. After further discussion, Mordkin made a motion to approve $1,700 for Town Sponsorship, $5,000 of in -kind services up front and an additional $5,000 of in -kind services if the owner returns to Council and requests the additional amount. Mercatoris amended the motion to approve $1,700 for Sponsorship and $5,000 of in -kind services. Mordkin accepted the amendment. Purvis seconded the motion to amend. The motion to amend was approved by a vote of 5 in favor to 0 opposed. The motion, as amended by Mercatoris, was approved by a vote of 4 in favor to 1 opposed. Council Members Mercatoris, Mordkin, Virtue and Purvis voted in favor. Manchester opposed. Council requested that the Rodeo Company provide an indemnification agreement to satisfy the Town's liability for providing in -kind services. Item No. 8: DISCUSSION COMMITTEE REPORTS /COUNCIL COMMENTS /STATUS REPORT -AND- Item No. 9: CALENDARS 06 -04 -01 tc Page 6 ASC Advisory Committee Virtue reported that the next Advisory Committee Meeting is scheduled for June 7, 2001. Employee Housing Open Forum Virtue also reported that the Employee Housing Open Forum is scheduled for Thursday, June 7, 2001 at the Snowmass Conference Center. Brush Creek Road /Highway 82 Intersection The Community Development Director informed Council that landscaping the island at the Intersection of Highway 82 and Brush Creek Road cannot begin until the Pitkin County Commissioners approve the Town's application for the Sign Plan and Landscaping Plan. Council directed staff to remove the weeds, plant temporary landscaping on the island and use the Town's water truck to water the new plantings, until the formal Landscaping Plan is submitted and approved by the County. Council requested that staff provide a recommendation for the temporary landscaping at the June 11, 2001 Council Meeting. Community Pool Mercatoris requested Agenda time be scheduled in the near future to discuss plans for construction of a Community Pool. Soccer Route and Signage Purvis stated that the Public Works Department and Police Department, in conjunction with the United Soccer Club, will work together to clarify driving route instructions and install signage to clarify the direction to soccer games at Community Park. Summer Activities Mayor Manchester encouraged staff to expand the summer activities planning beyond the Fanny Hill tent to locations appropriate to the specific type of activity. Council discussed various activities and appropriate locations for the activities within Town. The Assistant to the Town Manager, in charge of organizing summer activities, reported on the status of his investigations. Water World! Mayor Manchester requested Agenda time be scheduled for the June 25, 2001 Council Meeting to discuss construction of a destination water aquatic amenity as an expansion of the Community Pool construction approved by the voters at the November 2000 Regular Election. He explained that an aquatic center could help draw warm weather tourists to Snowmass Village. 06 -04 -01 tc, Page 7 VLF Community Forum The Assistant to the Town Manager stated that a tentative date of June 13, 2001 has been set for a Village Leadership Forum (VLF) Community Forum meeting. Manchester explained that Forum discussions would include Mall area business owners to discuss potential improvements to the business mix in the Mall area and the ability to have a primary and secondary commercial core versus a single commercial core. Purvis suggested that consultants Walter Kieser and Chris Letourneur be present at the Meeting. Manchester stated the need to determine if Mall ownership is interested in re- creating itself. He explained that beyond square footage, the Mall is not a vital, vibrant commercial core for the community. Mercatoris requested close scrutinization of consultant usage and expenses for the VLF process. Council requested that staff provide a scope of work for the project, a timeline of meetings that require consultant support, a set amount of funding for the project to be approved by Council, and the perceived scope of cooperation and teamwork from the players. Merchant's Cup Mayor Manchester stated that the Merchant's Cup Golf Tournament is scheduled for June 13, 2001 at 1:00 p.m. He suggested that staff organize a team of municipal employees for the event. NOTE: The following item was not listed on the Agenda for this Meeting. Item No. 9a: EXECUTIVE SESSION At 6:10 p.m. Mayor Manchester made a motion to convene to Executive Session to discuss personnel issues and land negotiations discussion with the Town Attorney. Virtue seconded the motion. The motion was approved by a vote of 5 in favor to 0 opposed. At 7:51 p.m. Mordkin made a motion to reconvene the Regular Meeting, seconded by Virtue. The motion was approved by a vote of 5 in favor to 0 opposed. Item No. 10: ADJOURNMENT There being no further business, Mordkin made a motion to adjourn the Meeting, seconded by Purvis. The motion was approved by a vote of 5 in favor to 0 opposed. The Meeting adjourned at 7:51 p.m. mitted By, 'rudi Worline, Town Clerk