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10-07-02 Town Council MinutesMayor T. Michael Manchester called to order the Regular Meeting of the Snowmass Village Town Council on Monday, October 7, 2002 at 2:03 p.m. Item No. 1: ROLL CALL COUNCIL MEMBERS PRESENT: COUNCIL MEMBERS ABSENT: FINANCIAL ADVISORY BOARD MEMBERS PRESENT: STAFF PRESENT: PUBLIC PRESENT: Item No. 2: BUDGET DISCUSSION SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING MINUTES OCTOBER 7, 2002 Mayor T. Michael Manchester, Douglas Mercatoris, Richard Virtue, Arnold Mordkin, and Robert Purvis All Council Members were present. Carolyn Purvis and Alan Caniglia Mike Segrest, Town Manager; Hunt Walker, Public Works Director; Joe Coffey, Housing Manager; Craig Thompson, Community Development Director; Steve Connor, Town Attorney; Marianne Rakowski, Finance Director; Art Smythe, Chief of Police; Trudi Worline, Town Clerk; and Rhonda Coxon, Deputy Town Clerk Carolyn Purvis, Madeleine Osberger, Alan Caniglia, Bill Boineau, Tom Yokum, Stan Kornasiewicz, Rick Griffin, Robert Sinko, Joe Pocaro, Paul Shepherd, Gary Suiter, Kevin Kelly, Bill Kane and other members of the public interested in Agenda items for this Meeting. Town Manager Mike Segrest explained the philosophy used to present a balanced Budget to Council for the upcoming year. The philosophy was to identify, isolate and balance the ongoing revenues and expenditures; use the most restricted funds first, which were underutilized; modify the equipment replacement program, which was over funded; identify funds available (reserves) and use one -time funds for one -time costs, in an attempt to create a sustainable budget over the long term. He further explained that a balanced Budget is being 10- 07 -02tc Page 2 of 7 presented and allows for a Discretionary Fund, which has been identified for Council to use according to their needs. In the past the Capital Reserve Fund provided an individual savings account for each piece of equipment within that Fund. The new approach was to view the Fund collectively as an amount of money to be used for equipment replacement needs each year and annualize the true cost. In summary, Segrest stated that the philosophy is to use ongoing funds for ongoing costs and one -time funds for one -time costs. Segrest referred to a recommendation provided by the Financial Advisory Board, of which two members were present at this Meeting to answer any questions regarding the recommendation. Council provided comments and questioned items outlined within the first five pages of information provided for this Meeting, including uses identified for the Real Estate Transfer Tax (RETT) Fund; the Capital Reserve Fund; reserves set aside for special projects, annual wage adjustment and merit increases for employees, proposed to be funded by savings in payroll during employee vacancies; Capital Reserve and Improvement Programs set by prior Councils and elections; the Emergency Contingency Fund; and possible diminishing of Excise Tax revenues in the future as the Town reaches buildout. Council requested further discussion to gain a better understanding of the philosophy relating to the Capital Improvement Program; the fixed amount of funds in the Elected Officials Transportation Committee (EOTC) Fund flagged for improvements in Snowmass Village and the appropriateness of transferring those funds to a Town Reserve Fund; clarification of allowable uses of RETT funds; and further discussion regarding the Public Purpose Reserve derived from deed restricted housing bond savings due to refinancing. Caniglia requested that the FAB become more active in an ongoing review and detailed analysis of the Town budget, including Annual Wage Adjustment and Merit increases, and annual benchmarking with other municipalities. Council stated their appreciation to the FAB for review and recommendations and to staff for the new budget strategy and approach, and agreed that the FAB should continue to increase their understanding of the budget, familiarize, review and monitor the Budget process and benchmarking. Segrest provided a visual presentation of charts and grafts outlining the proposed Budget and explained by the Finance Director. Council requested a pie -chart depicting percentages of the budget allocated to each Division within Departments, further discussion on the remaining pages of the narrative, discretionary items, capital reserves, proposed uses for RETT funds, the list of one -time expenditures as proposed by staff, savings due to vacancies in personnel and sales tax assumptions. Manchester stated that this Meeting would be continued to Wednesday, October 9, 2002 at 9:00 a.m., to further discuss these issues. 10- 07 -02tc Page 3 of 7 Council took a fifteen minute break at this time. Item No. 3: PUBLIC NON AGENDA ITEMS Light Pollution Tom Yokum provided photos taken in areas he felt were polluted by night lighting within the Town, along with approximately 100 signatures in support of enacting lighting regulations. He also provided examples of lighting restrictions from the Town of Basalt and Aspen. Yokum requested that Council consider adopting legislation to regulate lighting within the Village and offered his services to assist with developing the regulations. Council agreed that lighting is becoming an issue and asked that staff address the issue. Yokum submitted the pictures and signatures to the Town Clerk as a matter of record. Council requested that lighting and noise pollution be a topic for discussion at the Council Retreat scheduled for December 2002. Speed Control Jack Hatfield requested that if the Town plans to control speed on Sinclair Road, he would prefer a speed hump rather than a speed bump. Entrance to Aspen Ballot Question In response to an inquiry from Rick Griffin, Council and County Commissioner Hatfield assured him that the Advisory Question concerning the entrance to Aspen will appear on the Pitkin County Ballot at the November 5, 2002 Election. Item No. 4: PUBLIC HEARING AND ACTION RESOLUTION NO. 50, SERIES OF 2002 TO RECEIVE PUBLIC COMMENT AND COUNCIL CONSIDERATION OF A RESOLUTION ACCEPTING A SKETCH PLAN PLANNED UNIT DEVELOPMENT (PUD) APPLICATION FOR THE PROPOSED DEVELOPMENT OF THE BASE VILLAGE SITE AND VARIOUS OUT PARCELS AUTHORIZING THE APPLICANTS, INTRAWEST /BRUSH CREEK DEVELOPMENT COMPANY, LLC, THE BRUSH CREEK LAND COMPANY, LLC, AND THE ASPEN SKIING COMPANY "APPLICANTS TO PROCEED TO A PRELIMINARY PLAN PUD APPLICATION. (Tabled from 09 -23 -02 Meeting) Mayor Manchester opened the Public Hearing at 4:20 p.m. and stated that this Public Hearing was continued from the September 23, 2002 Regular Town Council Meeting. Senior Planner Jim Wahlstrom explained that the Base Village Sketch Plan was submitted in December of 2001 and was deemed complete January of 2002. He further stated that all Public notification requirements were met by the applicant for a Public Hearing that was held on September 23, 2002. He provided letters of comment submitted from the public throughout the review process and submitted the letters to be included as a part of the public record. 10- 07 -02tc Page 4 of 7 Town Manager Segrest explained a letter recently received from the Roaring Fork Transportation Authority (RFTA), and explained that Town staff met on several occasions with RFTA staff in an attempt to develop a solution for a transit plaza within the development. He explained that he felt progress was made and will continue the process as the applicant works toward final design of the structure. Council reviewed the Resolution document and requested necessary changes. Paul Shepherd requested that the continuation of the Public Hearing at this Meeting be included in the Resolution. Don Schuster commented on proposed construction of employee housing in the Draw Parcel. Town Council and the applicant reviewed the Resolution No. 50, Series of 2002 made language changes throughout the document. Council tabled Resolution No. 50, Series of 2002 to October 9, 2002. Staff will make the changes to the Resolution for review by Council at that meeting. At 6:45 p.m. Mayor Manchester took comments from the public. Representing the Crestwood Condominiums spoke in favor of continuation of village shuttle service as conveyed in past meetings by Larry Dempsey. Sinko also asked that Council consider specific language regarding the parking specifically relating to residential ratios. Snowmass Village Resident Jack Hatfield stated his concerns with mass and scale as it relates to density, variances from the Comprehensive Plan, Deed Restrictions on the Draw Parcel, cost sharing of aerial connections, zoning and over development of Sinclair Meadows, mitigation, land trades and open space. Council Member Mordkin stated his concern regarding the RFP bid process for a Ski shop to work with Stay Aspen Snowmass (SAS) to provide ski packages to guest. He felt that this was bid rigging due to the parameters that were set by SAS. The ski shop, who was awarded the bid is owned by the Aspen Skiing Company. There being no further comment, the Public Hearing was closed at 7:00 p.m. Council took a five- minute break at this time. Item No. 5: RESOLUTION NO. 59, SERIES OF 2002 CONSIDERATION OF A RESOLUTION AUTHORIZING THE ENTRANCE INTO A CONTRACT WITH SNOWMASS VILLAGE RESORT ASSOCIATION FOR REIMBURSEMENT OF SNOWMASS VILLAGE WINTER MARKETING 2002 -2003 Council Member Virtue made a motion to approve Resolution No. 59, Series of 2002, seconded by Purvis. In response to a question from the public the Council explained the reimbursement process. The motion was approved by vote of 5 in favor to 0 opposed. 10- 07 -02tc Page 5 of 7 Item No. 6: SECOND READING ORDINANCE NO. 11, SERIES OF 2002 SECOND READING CONSIDERATION OF AN ORDINANCE ESTABLISHING THE SNOWMASS VILLAGE MARKETING AND SPECIAL EVENTS BOARD AND SPECIFYING ITS DUTIES AND POWERS (Tabled from 09 -09 -02 meeting) This Ordinance was tabled from the September 9, 2002 Regular Council Meeting, Council Member Virtue made a motion to approve Second Reading of Ordinance No. 11, Series of 2002, seconded by Mordkin. Council reviewed this ordinance and made several language changes. The Council would like to review the Ordinance with the changes. Council Member Mercatoris made a motion to table Second Reading of the Ordinance to October 9, 2002 Meeting, seconded by Council Member Mordkin. The motion was approved by a vote of 5 in favor to 0 opposed. Item No. 7: MANAGER'S REPORT Web Page Policy Town Manager Mike Segrest presented a request for use of the Town's Web page by the Snowmass Village Homeowners Association. The Council consensus was for staff to develop a Web Page Policy to address this and future requests. Holy Cross Transmission Line Council Member Purvis stated the importance of keeping the public informed of the process. Holy Cross will be holding public meetings in the near future for public input. The Council asked staff to keep Kathy Rodman involved in this process. Daly Townhomes Update The Town Council directed staff to advertise and conduct a second lottery within a 30 -day period for the three remaining units at the Daly Townhomes with the new weighted lottery system. City of Aspen Employee Housing Depreciation Fee Aspen has constructed housing for City Employees and they charge the seller 1.33% of the purchase price of the unit as a depreciation fee and places this money into a Capitol Improvement Fund. Housing Manager Joe Coffey explained this program to Council and they felt that when this program has matured they would be interested in further information. School Bus Mayor Manchester requested information on the Town's policy of the Police Department following School Buses. His concern is on Sinclair and Meadow Ranch. 10- 07 -02tc Page 6 of 7 Speed Bump Request Some residents in the area of Meadow and Sinclair Road have requested that a speed bump be installed above the Burwell residence on Sinclair Road. Council directed staff to investigate and report back to Council at a future Meeting. Welcome Sign Highway 82 There is now lighting at the Welcome sign at the bottom of Brush Creek Road and Highway 82. Pedestrian Signs Council Member Mordkin asked that two additional signs be placed on the new portion of road connecting to upper Snowmelt Road. Number Lots Council Member Mercatoris noted that there is still a lot of trash in the number lots and if it has been picked -up, it needs to be done again, Festival Site Update Council Member Mercatoris is continuing to work with the Aspen Skiing Company and Jazz Aspen at Snowmass on the new festival and softball site. Item No. 8: APPROVAL OF MEETING MINUTES FOR 08 -26 -02 AND 09 -03- 02 Council Member Virtue made a motion to approve the minutes of 8 -26 -02 and 09- 03 -02, seconded by Council Member Mordkin. Council Member Purvis requested that on page 98, fourth sentence from the bottom, "Instead the applicant" be changed to "Instead the Village Also on page 100, last paragraph, the first sentence that states "if the applicant had mitigated according to the Code from the time that development of the ski resort was begun the applicant would have" should read "if the applicant had mitigated according to the Code from the time that development of the ski resort through history to date, the applicants would have had to There being no further changes the motion to approve the minutes as amended was approved by a vote of 5 in favor to 0 opposed. Item No. 9: DISCUSSION COMMITTEE REPORTS /COUNCIL COMMENTS /CALENDARS Council Member Purvis stated that he will be leaving Town on, Saturday October 12 and returning the week before Thanksgiving. Council directed staff to cancel by Public Notice the October 21 Regular Meeting. Purvis will return for the October 28 Meeting. Council directed staff to contact the candidates for their availability to attend (if elected) a Council Retreat the first week in December. The Regular Meeting dates for November will be 4, 18 and 25 until further notice. 10- 07 -02tc Page 7 of 7 Staff will provide a Resolution changing the November dates at the October 28 meeting. Item No. 10: EXECUTIVE SESSION At 8:35 p.m. Council Member Mordkin made a motion to convene to Executive Session, seconded by Virtue. The motion was approved by a vote of 5 in favor to 0 opposed. THE TOPIC FOR DISCUSSION IN THE EXECUTIVE SESSION WILL BE PERSONNEL MATTERS. At 9:06 Council Member Mordkin made a motion to reconvene to the Regular Meeting, seconded by Mercatoris. The motion was approved by a vote of 5 in favor to 0 opposed. Item No. 11: ADJOURNMENT At 9:07 p.m. Council Member Manchester made a motion to continue the Meeting to 9:00 a.m. on October 9, 2002, which was seconded by Council Member Virtue. The motion was approved by a vote of 5 in favor to 0 opposed. This set of Minutes was approved at the December 9, 2002 Regular Town Council Meeting. Trudi Worline, Town Clerk -and- 07C Rhonda B. Coxon, Deputy Town Clerk Colorado revised Statues 24 -6 -402 (4) (f) Snowmass Village Municipal Code Chapter 2, Article III, Section 2 -45 (c) (2) Executive Sessions.