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12-03-02 Town Council MinutesTOWN OF SNOWMASS VILLAGE SPECIAL MEETING \COUNCIL RETREAT NOTES DECEMBER 3, 2002 Mayor T. Michael Manchester opened the Special Meeting of the Snowmass Village Town Council on Tuesday, December 3, 2002 at 8:45 a.m. at Lynn Britt cabin. COUNCIL MEMBERS PRESENT: COUNCIL MEMBERS ABSENT: STAFF PRESENT: Following is a list of comments, discussions and requests: Mayor T. Michael Manchester, Douglas Mercatoris, Richard Virtue, Arnold Mordkin and Bill Boineau All Council members were present. Mike Segrest, Town Manager; Carey Shanks, Assistant to the Town Manager; Art Smythe, Chief of Police; Marianne Rakowski, Finance Director; Joe Coffey, Housing Manager; Steve Connor, Town Attorney; David Peckler, Transportation Director; Rhonda Coxon, Deputy Town Clerk; John Baker, Road Supervisor; David Joyner, Fleet Supervisor; David Ogren, Sanitation Supervisor; Chris Conrad, Planning Director; Trudi Worline, Town Clerk PUBLIC PRESENT: Madeleine Osberger Town Manager Mike Segrest reviewed the ground rules and agenda for this Meeting. He requested that Council develop priorities for the upcoming year and discuss scheduling of a Council planning session. Council reviewed the list of prior goals included in the packet and agreed that the number of projects completed over the last two years were impressive and positive, and noted that significant changes occurred in a staff reorganization during the past year. Segrest requested that the list of accomplishments be shared with the community. Suggestions were also made to utilize a suggestion box and develop a newsletter to inform public of completed projects and work in progress. Capital Improvement Projects Discussed old list of Capital Improvement Projects as well as new list of projects and expectation of accomplishment. Stated the need to identify projects that are 12- 03 -02tc Page 2 of 6 a "fit" for the community. Requested that the list be discussed and prioritized during a future Council meeting. Requested that staff provide recommendations to Council regarding prioritization of projects on project list. Intersection \Grades\Approaches Council will need to make a decision regarding road grades and approaches when the Wood Road \Brush Creek Road intersection comes back to Council with the Base Village proposal. Parking and Transportation Council needs to make decisions regarding parking and transportation. Suggested parking facility at the Rodeo property (possibly a 2 -level structure). Will need a preliminary design and estimates. This issue will be discussed during development of the Rodeo grounds Master Plan. Develop a transportation plan to use as a measure against upcoming development proposals. Begin making decisions regarding the entryway, parking, entryway booth area and Rodeo area Master Plan. Employee Housing Requested that construction of employee housing on the Draw parcel be added to the list of projects. The need for construction of smaller units may be the demand for the future. New developments will create the need for additional employee housing. Review required in the near future of financing and implications to determine if the Town wants to own the Timbers employee housing. Requested Council Meeting time to discuss mitigation requirements for Employee Housing within Chapter 17 of the Municipal Code. Wildlife Proof Dumpster Sheds Woodrun dumpster is working well for staff although too small for area. Suggestion to consider moving the Woodrun dumpster farther up on Wood Road where ski lift removal is planned. Council direction to make all Town dumpster enclosures wildlife -proof and to mandate that homeowners associations (both single family and multi family) make all enclosures wildlife -proof whenever they upgrade their dumpster sheds. Suggested that dumpster sheds be checked for compliance every Spring. Snowmelt Road MK Centennial is researching problems on newly reconstructed Snowmelt Road related to the snowmelting failure. MK believes it is a mechanical failure and should have an answer by the end of the week. Town is retaining funds from 12- 03 -02tc Page 3 of 6 engineer's contract amount until all problems are resolved. Reconstruction of the road went well with minimal disruption to the neighbors. Upcoming Submission Reviews Submissions expected to be presented for Council review in 2003 are Snowmass Water and Sanitation District employee housing, Holy Cross substation, Krabloonik, Offices at Snowmass, and Stonebridge Inn Condominiums, to name a few. Staff will provide Council with an updated development review project list. Land Use Code Revisions Revise Land Use Code to simplify the application process for reconstruction applications; Simplify application process for special events to be less time consuming for applicant. Aspiration Statement Goals Requested meeting time to discuss and develop a plan to meet the goals of the Town's Aspiration Statement. Summer Marketing Events Requested meeting time with the Marketing and Special Events Board (MSEB) to discuss issues related to summer marketing and use of TOSV -owned land. Council agreed that it would benefit the Town to identify and provide an annual Summer event that would become a signature event for Snowmass Village. Town Hall Requested Work Session discussion regarding construction of a Town Hall. Community Outreach Identified the need to have the stakeholders join with Council to improve outreach regarding community issues and to develop a positive attitude within the community. Requested Council Meeting discussion time to communicate Council's vision to the stakeholders. Suggestions were made to achieve the desired result including use of a newsletter or video, suggestion box, quarterly Community Forums, Council attendance at local business meetings and homeowners meetings, listen to other suggestions and ideas, hold an Open House with brown bag lunch, improve communication between staff and Council, invite public comment and commentary, and invite individual groups from the public to speak to Council. Staff will discuss the issue and provide recommendations to Council. Town Core Requested Work Session time to discuss Council's role to create a core and integrity. Agreed that it is Council's responsibility to set the framework. Determined that Council offer their assistance to the Commercial Core after the group has held a few meetings. 12- 03 -02tc Page 4 of 6 Economic Development Requested a 30- minute discussion regarding the role of the Town in economic development. Lighting Code Suggested the Town enforce the Lighting Code, adopt philosophy statements and require homeowner associations to enforce the covenants regarding lighting. Further suggested developing a committee to identify and provide recommendations and direct Planning Commission to review the Code and develop enforcement recommendations. Rodeo Property Stated the need to maintain the purpose of the Rodeo grounds. The Project List has been changed to include the Rodeo property as a part of the Entryway Master Plan. Council took a break at this time and returned at 1:15 p.m. Summary Report Key Staff Interviews Council reviewed the document entitled "Summary Report on TOSV Town Council and Key Staff Interviews" developed by Jose Santiago of Performance Source, Inc., from comments he received during interviews with Town Council members and key Town staff members. Council discussed the six key issues raised by a majority of persons interviewed, and requested that the Town Manager notify Council when issues develop. Planning Commission Role Requested a joint meeting with the Planning Commission to discuss their role and interaction with Council. New Council Orientation Agreed that staff should provide orientation for new Council Members in the future. Candidate Training Agreed that staff should provide candidate training. Electronic Packet Agreed that staff should continue with production of an electronic packet. Council Committee Assignments Council reviewed the list of Council Committee assignments and requested the following: EOTC David Peckler 12- 03 -02tc Page 5 of 6 Reudi Water and Power Hunt Walker ASC Advisory Committee Richard Virtue CAST T. Michael Manchester Employee Housing Dick Virtue and Bill boineau SVRA Mayor Manchester and Doug Mercatoris Nordic Council Staff representative RFTA Board Mordkin and Boineau as Alternate CORE Carey Shanks Community Fund Doug Mercatoris Grassroots TV Arnold Mordkin SUMMARY OF DIRECTIONS DEVELOPED BY TOWN MANAGER TOWN COUNCIL PLANNING SESSION 12 -03 -02 (Follow up Directions) 1. Update Prior Goals based on feedback at meeting A. Brush Creek/Wood Road Intersection Complete Design and Develop Funding /Cost Sharing Plan B. Ensure Fiscal Model Stays Current C. Develop Comprehensive Transportation "Master Plan /Comp Plan Element" (Not just a plan for a Transit Plaza at the Mall) D. Develop and Begin Implementation of "Entryway Master Plan" E. Develop a New Employee Housing Project F. Complete Brush Creek Trail G. Update Land Use /Building Codes Building Height Employee Housing Requirement -30% Slope Requirements Ridgeline Penetration Excise Tax Requirements Facilitating Redevelopment Projects Improving Review Process Overall and Planning Commission role Bear Proofing Trash Containers at Redevelopment Exterior Lighting -Other Issues to be Determined 2. New Goals A. Prepare Discussion Item on Village Amenities and Growing the Summer Season B. Develop Options for Council to Consider in Improving Communications /Outreach to the Community C. Develop Options /Plan for the Town's Role in Enhancing the Vitality of the Commercial Core 12- 03 -02tc Page 6 of 6 D. Prepare Discussion Item for Town Council to Consider the Role of the Town in Fostering Economic Development/Sustainability E. Prepare Capital Improvement Program (Including Financing Options) for Council Consideration F. Prepare (Secure Consultant) Discussion Item on Performing Arts Center Options, Cost, Feasibility, Etc. G. Diversify Revenue Base to Reflect Changes in Economic Base of the Town and Insure Ongoing Sustainability of Services 3. Development Review Projects A. Base Village B. Snowmass Center C. Seven Star Annexation D. Snowmass Chapel E. Brush Creek Plaza These minutes were approved at the February 3, 2003 Regular Town Council Meeting. Submitted By, Trudi Worline, Town Clerk