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10-21-19 Town Council PacketTown Council Monday, October 21, 2019 4:00 PM 130 Kearns Road Council Chambers Agenda 1.CALL TO ORDER - Mayor Butler called to order the Regular Meeting of the Snowmass Village Town Council 2.ROLL CALL 3.PROCLAMATIONS AND PRESENTATIONS 3.A.ASPEN VALLEY HOSPITAL UPDATE Deborah Breen and Dave Ressler No Packet Information 4.PUBLIC COMMENT - This section is set aside for the Town Council to LISTEN to comments by the public regarding items that do not otherwise appear on this agenda. Generally, the Town Council will not discuss the issue and will not take an official action under this section of the agenda. (Five Minute Time Limit) 5.CONSENT AGENDA - These are items where all conditions or requirements have been agreed to or met prior to the time they come before the Council for final action. A Single Public Hearing will be opened for all items on the Consent Agenda. These items will be approved by a single motion of the Council. The Mayor will ask if there is anyone present who has objection to such procedure as to certain items. Members of the Council may also ask that an item be removed from the consent section and fully discussed. All items not removed from the consent section will then be approved. A member of the Council may vote no on specific 1 Town Council Page - 2 items without asking that they be removed from the consent section for full discussion. Any item that is removed from the consent agenda will be placed on the regular agenda. 5.A.FUTURE DRAFT AGENDAS Draft Agendas Page 3 5.B.Mayor's Proclamation No. 03, Series of 2019 - COMMUNITY PLANNING MONTH OCTOBER 2019 Staff Agenda Summary Page 6 Community Planning Month October Proclamation Page 8 5.C.WINTER PARKING PLAN 2019-2020 Staff Agenda Summary Page 9 Winter Parking Plan Page 11 6.ADMINISTRATIVE REPORTS 6.A.CONTINUED BUDGET DISCUSSION Tourism Department Presentation FAB Presentation - Greg Smith Staff Agenda Summary Page 17 Tourism Department Presentation Page 20 FAB Presentation- Greg Smith Page 54 7.POLICY/LEGISLATIVE PUBLIC HEARINGS 8.TOWN COUNCIL REPORTS AND ACTIONS - Reports and Updates 9.EXECUTIVE SESSION 9.A.EXECUTIVE SESSION Executive Session Page 55 10.ADJOURNMENT 2 DRAFT 2019 Agenda Items • Regular Meetings begin at 4:00 p.m. unless otherwise noted • Work Sessions begin at 4:00 p.m. and aim to end at 6:00 p.m. • The dates on which agenda items are listed are only a best approximation. Agenda items are added to this list as they arise. Agenda items may well be moved to different meeting dates. Agendas are generally not finalized until the Thursday prior to the meeting. • In addition to agenda items, this document also lists expected absences of Town Council members. In compliance with section 2-49 of the municipal code, once the consent agenda is approved, the absences noted will be considered to have received the prior approval necessary of the majority of the Council for members to be absent from meetings. 2019 Meetings Thurs. Oct. 17th - EOTC Meeting -Aspen to Chair Mon. Oct. 21st - Regular Meeting (Sirkus, Kinney out) • Deborah Breen and Dave Ressler aspen valley hospital update- (presentations) • Celebrate Planning Month Reso -consent • Winter parking plan- consent • Continued budget review Tourism Department Presentation FAB Presentation • Executive Session Mon. Nov. 4th – Regular GID Meeting • GID revised Budget 2019 • GID Budget 2020 Mon. Nov. 4th - Regular Meeting (Meeting in Lobby of Town Hall due to Election) • PH and Reso Adopting 2020 Budget • Public Hearing – Road Mill Levy • Public Hearing Snowmass Center Review • 1st reading Ord Ban of Flavored Tobacco • 1st reading ordinance approving Coffey Place financing Mon. Nov. 11th – Work Session • Small Cell Towers / 5G Infrastructure in the Right of Way Discussion – (Planning Commission Invited) • Discussion regarding Town Park design goals and criteria Mon. Nov. 18th - Regular Meeting (Goode out) • Continued Discussion on Proposed changes to housing regulations • Continued discussion on Mall Transit station • 2nd reading Ord Ban of Flavored Tobacco • 2nd reading of the Coffee Place Financing Mon. Dec. 2nd - Regular Meeting • Continued P.H. Snowmass Center? • Owl/Brush Creek Intersection Discussion • Wildfire mitigation ordinance proposal 10-21-19 TC Packet Page 3 of 56 3 DRAFT 2019 Agenda Items Mon. Dec. 9th – Regular GID Meeting • GID – Reso Setting Mill Levy Mon. Dec. 9th - Special Meeting • TC – Reso Setting Mill Levy Mon. Dec. 16th - Regular Meeting 10-21-19 TC Packet Page 4 of 56 4 DRAFT 2019 Agenda Items Topics for Work Sessions or Other Meetings Requested by Town Council Members • Explore the potential of having or creating a not-for-profit to support the arts community in addition the SAAB • Senior Housing Discussion • Broad discussion regarding dogs on trails and leash law enforcement • Discussion regarding putting a tobacco tax on November ballot • Discussion to consider a ban on the sale of flavored tobacco • Review the outdoor smoking ordinance to consider modifications • Update on Daly Town Home regarding retaining wall • How did they do that? • Environmental Discussions/ Approaches: 1) Meet with EAB and prioritize Sustainability goals 2) update on Solar and Renewable Energy for the Town of Snowmass Village 3) Discuss the Climate Reality Project 4) overview of the Re-Op Fund, its uses and successes. 5) a presentation of the Energy Navigator from the EAB/PW 6) discussion regarding how to move energy conservation efforts beyond town government to a community wide effort enabling individuals to help make progress 7) Update Council on solar project that was included in 2019 budget with findings from FAB, etc • Housing strategy: 1) discuss a potential regional approach to aging in place/ work with Pitkin county and county senior services- 2) find ways to encourage/ allow individuals to move from larger homes to smaller homes 3) meeting other needs- such as specific housing for town employees 4) update on current housing construction project 5) update on meeting the overall housing strategy • Action on Necessary IGA’s or other documents regarding “school property tax” distribution • A discussion on potentially allowing camping (RV or other) within the Village • Schedule Updates will all of the Town Boards to review priorities and current initiatives o EAB o FAB o PTRAB o POSTR o Marketing o Grants – Recent Awards; Review of Criteria; Purpose, etc. o SAAB o Planning • RFTA Strategic Priorities Update w. New Mill Levy 10-21-19 TC Packet Page 5 of 56 5 Town of Snowmass Village Agenda Item Summary DATE OF MEETING: October 21, 2019 AGENDA ITEM: Mayor’s Proclamation—Community Planning Month PRESENTED BY: Julie Ann Woods, FAICP/MLA, Community Development Director BACKGROUND: The celebration of National Community Planning Month gives us the opportunity to publicly recognize the participation and dedication of the members of our Planning Commission and other citizen planners who have contributed their time and expertise to the improvement of the Town of Snowmass Village. The Planning Commission and the Staff of the Community Development Department have committed many hours above and beyond for the review of the Snowmass Center in particular, and Staff thought this effort should be recognized. The attached Mayor’s Proclamation is intended to endorse October 2019 as Community Planning Month as an opportunity to highlight the contributions planning and plan implementation make to the quality of our community and environment. FINANCIAL IMPACT: Not Applicable. APPLICABILITY TO COUNCIL GOALS & OBJECTIVES: Community Engagement The Council will strive to continue to increase effective community engagement. This includes creating opportunities to receive feedback, to improve Council visibility, and to increase the number of listening opportunities for Council on a broad array of subjects. As a top priority, the Council desires to strengthen its communication with its citizen Boards and Commissions. The Council will work to improve lines of communication with Boards and Commissions by asking for more guidance and feedback from them in 10-21-19 TC Packet Page 6 of 56 6 a manner that is comfortable for the volunteer boards. The Council will explore ideas for improvement that may include streaming Boards and Commission meetings and/or creating Council liaisons to each Board and Commission. COUNCIL OPTIONS: 1. N/A. STAFF RECOMMENDATION: Staff recommends that the Mayor hereby Proclaim October 2019 as Community Planning Month in Snowmass Village. ATTACHMENTS: A. Mayor’s Proclamation No. 3, Series of 2019 10-21-19 TC Packet Page 7 of 56 7 TOWN OF SNOWMASS VILLAGE MAYOR’S PROCLAMATION NO. 03, SERIES OF 2019 COMMUNITY PLANNING MONTH OCTOBER 2019 WHEREAS, change is constant and affects all cities, towns, suburbs, counties, boroughs, townships, rural areas, and other places; and WHEREAS, Planning Commissioners and plans can help manage this change in a way that provides better choices for how people work and live; and WHEREAS, Planning Commissioners provide an opportunity for all residents to be meaningfully involved in making choices that determine the future of their community; and WHEREAS, the full benefits of planning require public officials and citizens who understand, support, and demand excellence in planning and plan implementation; and WHEREAS, the month of October is designated as National Community Planning Month throughout the United States of America and its territories; and WHEREAS, the Planning Commission and the Staff of the Community Development Department have committed many hours above and beyond for the review of the Snowmass Center in particular, and should be recognized; and WHEREAS, The American Planning Association and its professional institute, the American Institute of Certified Planners, endorse National Community Planning Month as an opportunity to highlight the contributions planning and plan implementation make to the quality of our communities and environment; and WHEREAS, the celebration of National Community Planning Month gives us the opportunity to publicly recognize the participation and dedication of the members of our Planning Commission and other citizen planners who have contributed their time and expertise to the improvement of the Town of Snowmass Village; and WHEREAS, we recognize the many valuable contributions made by the professional community planners of the Town of Snowmass Village and extend our heartfelt thanks for the continued commitment to public service by these professionals. NOW THEREFORE I, MARKEY BUTLER, MAYOR ON BEHALF OF THE TOWN COUNCIL OF THE TOWN OF SNOWMASS VILLAGE, PITKIN COUNTY, COLORADO do hereby proclaim October 2019 as Community Planning Month in the Town of Snowmass Village in conjunction with the celebration of National Community Planning Month. PASSED AND ADOPTED THIS 21st DAY OF OCTOBER 2019 BY: TOWN OF SNOWMASS VILLAGE __________________________________ MARKEY BUTLER, MAYOR Attested By: __________________________ Rhonda B. Coxon, CLERK 10-21-19 TC Packet Page 8 of 56 8 Town of Snowmass Village Agenda Item Summary DATE OF MEETING: October 21, 2019 AGENDA ITEM: Winter Parking Plan Agreement 2019/2020. PRESENTED BY: David Peckler, Transportation Director BACKGROUND: The agreement on the Winter Parking Plan (see attached) between the Town, the Aspen Skiing Company (ASC), Snowmass Mountain Lodging, LLC (SML), and Base Village Metropolitan District #1 (BVMD1) is provided for your review. Staff has met with the ASC, SML and a representative of BVMD1 on the parking plan for this coming winter. The parking plan defines the goals and objectives for the winter parking system. The day parking capacity for this winter is slightly changed from last winter. The Rodeo Contestant lot will be increased back to 150 spaces due to the removal of the temporary Fire Department facility. The net gain in day parking spaces is roughly 40. Base Village parking garage has been increased to 299 spaces with the completion of construction on buildings 7 and 8. Enforcement and the responsibilities of the various parties remain the same as last winter. The Town will continue to use the digital parking system, so there will be no parking “permits” issued to vehicles. Vehicles will be tracked by their license plate. There is no change to the Resident and Employees parking fees. Guest parking price is to remain $10 per day. Day visitors parking at Two Creeks will be charged $20 on weekdays and $30 on weekends and holidays. The parking garage in Base Village will remain at free for one hour and then $5 per hour up to $30 for the day until 5:00 pm dependent on agreement by the BVMD1 at their board meeting. FINANCIAL IMPACT: There should be no real impact to the Town’s parking revenues for 2020. APPLICABILITY TO COUNCIL GOALS & OBJECTIVES: 10-21-19 TC Packet Page 9 of 56 9 The winter parking plan has only minor changes from last winter’s plan. It is consistent with the Town objectives of managing the available public parking within the community to help control traffic volume in the core of the community. COUNCIL OPTIONS: 1. Approve the Winter Parking Plan 2. Amend and approve the Winter Parking Plan 3. Do not approve the Winter Parking Plan STAFF RECOMMENDATION: Staff recommends approving the Winter Parking Plan. The plan has been in place for many years now and all major parties involved agree to the operations plan. ATTACHMENTS: 1. Winter Parking Management Plan 10-21-19 TC Packet Page 10 of 56 10 TOWN OF SNOWMASS VILLAGE AGREEMENT ON PARKING PLAN FOR WINTER 2019/2020 This agreement is entered into on this 21st day of October 2019, by and between the Town of Snowmass Village (“Town”), Aspen Skiing Company (“ASC”), Snowmass Mountain Lodging, LLC (“SML”), and Base Village Metropolitan District No. 1 (“BVMD”). RECITALS The Town, ASC, SML, and BVMD (the “Parties”) agree to share and coordinate the management of parking operations and facilities within Snowmass Village (“Village”) for the winter season of 2019/2020. The Town owns the land for the parking areas known as “Numbered,” “Town Park,” “Rodeo Contestant” and “Divide Lot E” parking lots. ASC owns and/or is managing parking in the areas known as “Tree House,” “Two Creeks,” and “Black Saddle Clubhouse.” BVMD manages the parking within the parking garage in “Base Village.” The Parties agree to observe the parking and transit goals of the Town’s Comprehensive Plan - Ordinance NO. 09 Series of 2018 (the “Comprehensive Plan”), and the conditions of Ordinance NO. 09, Series of 1994 (“Ordinance 9”) approving the ski area expansion. This parking plan is an effort by the Parties to observe these guidelines and objectives for the betterment of the whole community. The Parties will communicate during the ski season to monitor the parking and traffic activities resulting from this plan. NOW, THEREFORE, the Parties hereto agree as follows: 1. To comply with the three parking/transit goals and directives of the Comprehensive Plan and Ordinance 9: 1.) Manage the total number of day parking spaces within the community and the lots west of the Wooden Skier Bridge for the purpose of controlling traffic volume; 2.) Work to achieve a parking utilization rate of 85% of the day use parking spaces, and 3.) Monitor traffic impacts to maintain a Level of Service (LOS) standard of “D” or better to be consistent with the community’s goal in the current Comprehensive Plan. Agreement on the parking program elements that affect these goals and directives are as follows: A. Traffic Volume/Level of Service: The Parties agree to continue to monitor the traffic volume/level of service (LOS ) on Brush Creek Rd, Owl Creek Rd and Highline Rd. In the past, variations have occurred in the traffic volume/LOS on Brush Creek Rd and Owl Creek Rd; however, they were not considered consistent or significant enough to change the relative traffic volume/LOS for those roadways as they are established in the Comprehensive Plan. If the traffic volume increases to a point that they exceed any limit set in the Comprehensive Plan, the Parties will meet to discuss possible changes to parking fees and parking distribution to bring the traffic volumes back to acceptable limits. B. Parking Capacity and Distribution: The Parties have agreed to a limit of 2,425 public parking spaces to be managed by the Parties to ensure a balanced distribution of the parking within the Village that supports the traffic volume/LOS on our roadways. The Parties agree to the allocation of parking space numbers in general and accept that some flexibility to shift parking spaces between locations is beneficial under certain conditions. With the completion of the Base Village elements to date, the number of public parking 10-21-19 TC Packet Page 11 of 56 11 spaces in this agreement will be 2,337 spaces. The distribution of parking spaces in the Village for Winter 2019/2020, will be: LOCATION CAPACITY Numbered Lots 1,000 spaces in the Mall area; Base Village Garage 299 spaces in Base Village parking garage; Two Creeks 400 spaces at the Two Creeks portal; Divide Lot E 30 spaces in “Divide Lot E;” Tree House 33 spaces in the Tree House traffic circle; Black Saddle 150 spaces at the Black Saddle Clubhouse; Town Park 275 spaces in the Town Park lot (25 will be reserved for the Recreation Center); and Rodeo Contestant Lot 150 spaces in the Rodeo Contestant area. C. Parking Groups: Parking groups referred to in this document will be identified by their historical titles: Day Skier (whether a day, week, monthly, and/or seasonal access), Day Skier High Occupancy Vehicle (" Day Skier HOV"), Base Village Garage, Resident (including restricted resident access to Numbered lots 10-13), Guest, Employee (including restricted employee access to Numbered lots 10 - 13), Gold Pass, Senior, Merchant, Disabled, and Temporary/Construction access. D. Parking Prices: Parking prices will be consistent with the Town’s Municipal Code and associated with the following user groups: USER GROUP PRICING Day Skier: The variable pricing of Day Skier access will generally be between $0 and $30 (historically less for weekday, $20, and more for weekend & holidays, $30); Day Skier HOV: HOV access will be free to vehicles with four or more occupants at Two Creeks and Divide Lot E - this does not apply to the Base Village parking garage. Base Village Garage: The fee for use of the Base Village parking garage will be free for the first hour (subject to the Metro Improvement District approval) and then a charge of $5 for every hour after that up to $30 for the day. Base Village will charge for vehicles parking before 5:00 pm and for vehicles entering after 5:00 pm the parking will be free. The price for Day Skier parking access will attempt to achieve a parking utilization rate of 85% in the Base Village and Two Creeks lots (as stated in Ordinance 9, Series of 1994) as long as the traffic volumes along roadways in the Village stay within the parameters set in the Comprehensive Plan; Resident 1st Vehicle: Residents’ first vehicle will be $60; Resident 2nd Vehicle: Residents’ second vehicle will be $100; Resident 3rd Vehicle: Residents’ third vehicle will be $185; Restricted Resident: Residents’ having restricted access will be $40; Guest Access: Access for guest vehicles will be $10/day; 10-21-19 TC Packet Page 12 of 56 12 Gold Access: Resident or guest within the Roaring Fork Valley will be $500; Senior Access: Resident or guest within the Roaring Fork Valley 65 years of age or older will be $225 (Gold and Senior permits combined are restricted to 100 permits); Employee Single Vehicle: Employee single vehicle will be $50; Employee Transferable: For employees to have access for one of multiple vehicles will be $90; Restricted Employee: Employee access to restricted areas will be $40; ASC Employee: Access to the Black Saddle lot will be in the $0 to $50 range; Merchant Parking: Merchant parking will be $650.00/space with a maximum five vehicles/space; Temporary/Construction/ Access will be issued at the discretion of the Police Social/Non-Profit: Department. E. User Group Authorization by Lot: The parking groups allowed in a specific lot are listed below by location: LOCATION USER GROUP ALLOWED Numbered Lots 1-3: Employee, Employee Trans., Gold Pass, Guest, Resident 1- 3, and Senior; Numbered Lots 4-Lower 5: Gold Pass, Guest, Resident 1-3, and Senior; Numbered Lot Upper 5: Gold Pass, Guest, Resident 1-3, Senior, and Time Restricted; Numbered Lot 6: Disabled, Taxi and Time Restricted; Numbered Lot 7: Disabled, Merchant and Time Restricted; Numbered Lots 8-9: Gold Pass, Guest, Resident 1-3, and Senior; Numbered Lots 10-13: Employee, Employee Trans., Restricted Employee, Gold Pass, Guest, Resident 1-3, Restricted Resident, Senior, and Merchant; Base Village Garage: Free for One Hour, then Paid Parking at $5/Hour up to $30 for the day and charging for parking ends at 5:00 pm - No overnight parking without prior approval by owner; Tree House: Time Restricted and Pickup/Drop-off only; Divide Lot E: Day Skier, Day Skier HOV, Employee, Employee Trans., Gold Pass, Guest, Resident 1-3, and Senior - No overnight parking without prior approval by owner; Two Creeks Lots: Day Skier, Day Skier HOV, Guest, "Equal Access" will be applied to all day parking here - No overnight parking without prior approval by owner; Black Saddle Clubhouse: ASC Employee and Day Skier - No overnight parking without prior approval by owner; 10-21-19 TC Packet Page 13 of 56 13 Town Park: Free to all for day parking for recreation and/or shopping purposes - No overnight parking without prior approval by owner; and Rodeo Contestant Lot: Free to all for day parking for recreation and/or shopping purposes – no overnight parking without prior approval by owner. 2. The enforcement of parking access in the Numbered lots will be from 8:00 am to 1:00 pm. Time Restricted parking in the Numbered lots will be enforced from 7:00 am to 7:00 pm. The enforcement of parking in the ASC lots will be from 8:00 am to 12:00 pm. The enforcement of parking in Base Village will be from 7:00 am to 5:00 pm. The Town may patrol the Garage and assist with enforcement of certain aspects of this parking agreement, subject to the parties agreeing to do so. 3. ASC is limited to 150 applications for the Town’s Employee parking access. 4. The Town will be responsible for the management, signing, leasing, and maintenance of the parking lots in the West Village known as the Numbered lots and the Divide Lot E. 5. ASC will be responsible for the management, signing, leasing, and maintenance of the Black Saddle, Town Park, Rodeo Contestant, and Two Creeks lots. ASC will also be responsible for the management of the parking in the Tree House lots during peak ski school activity. 6. BVMD will be responsible for the Base Village parking garage and the Tree House lots outside of peak ski school activity. 7. Any services provided by one organization to the other for the management, signing or maintenance of the parking areas, such as sanding or plowing, will be compensated on a case by case basis. 8. Each party will retain the revenues derived from their respective parking sales. 9. The Parties agree to allow police enforcement in all lots under this general management parking plan, compliant with the Snowmass Village Municipal Code, Chapter 8, Article II, Parking Regulations. 10. The Parties agree to share the operational function of any information booth(s) relative to parking management at the entrance to the community when necessary. The Town will be responsible for management of vehicles having access to Town parking lots and delivery vehicles; and ASC, SML and BVMD will be responsible for management of day visitors. 11. ASC will advertise on the local radio and/or social media to encourage day skiers to utilize public transportation and inform skiers of limited public parking in the Village during peak periods (as stated in Ordinance 9). 10-21-19 TC Packet Page 14 of 56 14 12. Should it appear that the ski area parking lots will be full, ASC will post information signs on Brush Creek Rd before Highline Rd and at the intersection of Brush Creek Rd with Highway 82 (subject to Colorado Department of Transportation and Pitkin County approval) indicating which lots are at their capacity. ASC will also make this information available to the public via Pitkin County Emergency Alert, in conjunction with Town Police Department, the radio and public television (as stated in Ordinance 9). 13. Term. The term of this agreement shall be through and until April 30, 2020 or the closing of the Winter 2019/2020 ski season at the Snowmass Ski Area, whichever occurs first. 14. Default and Dispute Resolution. In the event of any default in performance of any obligations hereunder, within 15 days of any default, the non-defaulting party shall give the other written notice of the default. After delivery of notice, the defaulting party shall then have fifteen days in which to cure the default. If the default is not cured within such period, then the non-defaulting party may terminate this agreement after such period. The Parties agree to use reasonable best efforts to informally discuss and attempt to resolve any apparent event of default prior to delivery of notice thereof. The Town of Snowmass Village, Colorado By: Date: __________________ Clinton M. Kinney, Town Manager ATTEST: Aspen Skiing Company, Colorado By: Date: ___________________ Susan Cross, General Manager Snowmass Ski Area ATTEST: 10-21-19 TC Packet Page 15 of 56 15 Base Village Metropolitan District No. 1, a quasi-municipal corporation and political subdivision of the State of Colorado By: _________________________________ Date: ___________________ Andy Gunion, President, Board of Directors ATTEST: __________________________ Snowmass Mountain Lodging, LLC By: _________________________________ Date: ___________________ Scott Williams, Director of Operations ATTEST: __________________________ 10-21-19 TC Packet Page 16 of 56 16 Town of Snowmass Village Agenda Item Summary DATE OF MEETING: October 21, 2019 AGENDA ITEM: • Tourism Budgets • Mayor’s Request for Trail Enforcer Information • Financial Advisory Board Budget Comments PRESENTED BY: Rose Abello, Tourism Director Marianne Rakowski, Finance Director Brian Olson, Police Chief Greg Smith, Financial Advisory Board Chair BACKGROUND: Tourism Budgets This is a continuation of the 2020 Budget discussion, which began on October 7, 2019. Tourism Director Rose Abello will be at this meeting to present the Tourism budget and related information. Mayor’s Request for Trails Enforcer: At the October 14, 2019 Town Council budget meeting, staff was asked to provide the cost to employ a part-time Trails Enforcer for today’s Council discussion to decide whether they want to include that position in the 2020 budget. The cost for a part-time year-round Trails Enforcer including benefits is $66,945. Police Chief Brian Olson will be present at this meeting to answer any of the questions Council may have. Below (highlighted in yellow) are the results to the questions in the Community Survey related to this issue: 10-21-19 TC Packet Page 17 of 56 17 Financial Advisory Board: The Financial Advisory Board reviewed the 2020 Town Budget on September 18, 2019. As part of their review, they put together comments concerning the 2020 Budget and Greg Smith, the Chair of the Financial Advisory Board, is here to present them to the Town Council. FINANCIAL IMPACT: Addition of a Trails Enforcer is $66,945 APPLICABILITY TO COUNCIL GOALS & OBJECTIVES: These were included in the Budget Message presented to Council on October 7, 2019. COUNCIL OPTIONS: Provide staff with direction on whether to add the Trails Enforcer 10-21-19 TC Packet Page 18 of 56 18 STAFF RECOMMENDATION: Staff Recommends listening to the Financial Advisory Board comments and to provide staff direction on the Trails Enforcer position. ATTACHMENTS: Tourism Budget Financial Advisory Board Comments 10-21-19 TC Packet Page 19 of 56 19 Tourism 2020 Budget Overview October 21, 2019 10-21-19 TC Packet Page 20 of 56 20 Tourism’s Mission The mission of the Snowmass Tourism (ST) is to support the town’s economy through activities, events and programs that attract visitors and the associated spending. Snowmass Village has a strong and unique value proposition for its visitors. With strong funding, Snowmass Tourism is well positioned to increase the competitiveness of its marketing, group sales, guest service and event initiatives. 10-21-19 TC Packet Page 21 of 56 21 Aspiration Statement “Snowmass Village aspires to be the leading multi-season, family- oriented, inclusive mountain resort community. We will do this by creating, marketing and delivering distinctive choices for fun, excitement, challenge, learning and togetherness. All this is done amidst our unique, natural splendor ... as part of a memorable Aspen Snowmass experience. Further, we wish to be seen as welcoming, dynamic, convenient and successful. We will always be responsible stewards of our environment, economy and society. When successful, Snowmass Village will have achieved the quality of life and economic vitality that will assure our future as a sustainable resort community.” 10-21-19 TC Packet Page 22 of 56 22 Tourism Guiding Principles •Generate a tourism-based economic impact for the Town of Snowmass Village, including the primary sectors of lodging, retail, food & beverage, and service. •Snowmass Tourism promotion, programming and product development initiatives seek to generate trial and repeat visitors in an effort to drive a positive economic impact for the community. •Effectively meet the needs of the Snowmass visitor. •Snowmass Tourism seeks to meet the needs of Snowmass visitors through informational product development and programming efforts that provide a positive experience leading to positive reviews and word of mouth referrals. •Foster a positive, cooperative relationship with Snowmass stakeholders. •In its mission to serve the citizens of Snowmass Village, local business owners and a variety of other public and private entities, Snowmass Tourism will work to proactively inform, educate and engage stakeholders in a spirit of cooperation. •Snowmass Tourism will operate as an effective, efficient and responsive tourism organization, especially in consideration of the public funding of operations. •In this regard, Snowmass Tourism seeks to be an effective tourism organization that measures the outcomes of its efforts with the goal to maximize the return on investment of community funding. •Support and promote the long-term development of the Roaring Fork Valley region. •Snowmass Tourism seeks to continually strengthen the long-term success of the greater Aspen Snowmass destination by communicating the collective capabilities of the area and cooperatively working with a variety of regional partners in this common goal. •Through special events, offerings and more, Snowmass Tourism will seek to engage with local residents and part-time residents. 10-21-19 TC Packet Page 23 of 56 23 Goals •Goal 1: Effectively position Snowmass as a leading resort with a wo rld -class value proposition. (comparative ranking + PR Placements) •Goal 2: Increase annual total demand for overnight visitation, especially for the summer. (occupancy, lodging tax revenue) •Goal 3: Support and promote the retail, food and beverage sectors as necessary for the delivery of complete guest services. (marketing tax revenues; stakeholder outreach) •Goal 4: Develop opportunities for guests to engage in key lifestyle and passion segments including outdoor recreation, arts & culture, food & wine, history & science, romance, family, and luxury travel. (special events + seasonal programming) 10-21-19 TC Packet Page 24 of 56 24 Marketing 10-21-19 TC Packet Page 25 of 56 25 Marketing Functions •Advertising Campaigns (Local, regional & national) •Collateral •Websites/online presence •Email Marketing •Photography/Videography •Research •Public Relations •Guest Services 10-21-19 TC Packet Page 26 of 56 26 Marketing Fund Budget Payroll & related expenses, $1,094,180 , 20% Office rent & related expenses, $186,724 , 4% Marketing - misc, $117,740 , 2% Marketing - summer, $808,000 , 15% Marketing - winter, $800,000 , 15% Marketing -online, $233,325 , 4% IADC, $70,000 , 1% Special Events, $1,634,576 , 30% Public Relations, $206,000 , 4% Rebate, $50,000 , 1% Capital Improvements, $200,000 , 4% 2019 Adopted Marketing Fund Expenses Rev = $5.3 Exp = $5.3 Payroll & related expenses, $1,204,409 , 20% Office rent & related expenses, $187,093 , 3% Marketing - misc, $121,000 , 2%Marketing - summer, $931,500 , 16% Marketing - winter, $841,000 , 14% Marketing - online, $310,500 , 5% IADC, $70,000 , 1% Special Events, $1,743,250 , 30% Public relations, $208,000 , 4% Rebate, $50,000 , 1% Capital Improvement, $215,750 , 4% 2020 Proposed Marketing Fund Expenses Rev = $5.9 Exp = $5.8 2020 budget includes carryovers in PR of $60k and summer marketing $125k; plus add’l FTS emp for events.10-21-19 TC Packet Page 27 of 56 27 Marketing Spend (ads, collateral, photography) $800 $808 $215 2019 $1.99M Winter Summer Online $841 $932 $311 2020 $2.083M Winter Summer Online 10-21-19 TC Packet Page 28 of 56 28 Marketing Spend + Special Events $1,175 $2,036 $233 2019 $3.4M Winter Summer Online $1,277 $2,207 $311 2020 $3.8M Winter Summer Online 10-21-19 TC Packet Page 29 of 56 29 2019-2020 Key Marketing Initiatives •Continue Outside Side campaign, fine-tune media •Website evolution: more inspirational •Content to the people •Stakeholder outreach + support •Experiential opportunity/market blitz 10-21-19 TC Packet Page 30 of 56 30 Campaign: Continue Outside Side 10-21-19 TC Packet Page 31 of 56 31 10-21-19 TC Packet Page 32 of 56 32 Website Evolution: Inspirational 10-21-19 TC Packet Page 33 of 56 33 Content Development & Distribution 10-21-19 TC Packet Page 34 of 56 34 Stakeholder Support •Tourism Talks •Emails –events flyers, occupancy, etc. •Online Audit •In-person research •Photography support •Digital best practices •Concierge Training 10-21-19 TC Packet Page 35 of 56 35 Opportunity: Texas blitz 10-21-19 TC Packet Page 36 of 56 36 Local Advertising •RFTA bus ads •Local Newspapers: This Week in Snowmass ads + event ads •Summer/Winter Guides •Aspen 82 •Local Radio: KSPN, The Lift, Aspen Public Radio •We -Cycle stations (summer) •Weekly Events Flyers •Boosted social channels 10-21-19 TC Packet Page 37 of 56 37 Online Marketing •Web Maintenance –f lat YOY •Social Media +$30k −Adding Pinterest + Meltwater •SEO & Marketing +$20k −Endless search •Email (+content marketing) +$27k YOY −Content dev/prod + distribution •Miscellaneous –f lat YOY 10-21-19 TC Packet Page 38 of 56 38 Public Relations •Rebate –f lat YOY •Public relation $150k + $58k SI opportunity 10-21-19 TC Packet Page 39 of 56 39 Guest Services •Town Park Station year round •Summer in Ticket Pavilion, provided we have access •S’mores 10-21-19 TC Packet Page 40 of 56 40 Special Events 10-21-19 TC Packet Page 41 of 56 41 Special Events Functions •Winter Events −Tourism-led events (NYE, Mardi Gras, etc.) −Co-op X Games and other Skico events −Support locally-led events (SBV, closing day, St. Patty’s, etc.) −S’mores −Small Seasonal Events (SBV, ACES, treks, etc) •Summer Events −Tourism-led events – concerts, Balloon, FOTM, etc. −Co-op with event partners (Ragnar, JAS, Spartan, etc.) −Support locally-led events (Septemberfest, Cidermass, etc.) −Small Seasonal Events (SBV, s’mores, ACES, etc) 23 10-21-19 TC Packet Page 42 of 56 42 Special Events Budgets includes $ from Marketing, Group Sales & Capital Funds $450 $1,078 $160 $11 $20 Events 2019 $1.7M Winter Events Summer Events Capital Town Services Sites Supplies $511 $1,195 $50 $160 $12 $20 Events 2020 $1.95M 24 10-21-19 TC Packet Page 43 of 56 43 Winter Events 2019-2020 •December – Passapalooza •Holiday Celebrations --decorations (Christmas and Menorah); NYE fireworks; Carolers; photos w santa •March --Mardi Gras •March --NASTAR Nationals + HiFi Concert Series •April –Closing Weekend •Monthly --Moonlit Treks •Daily –Snowmass S’mores 25 10-21-19 TC Packet Page 44 of 56 44 Summer Events 2020 •Returning as we know it: Craft Beer/Ragnar; Demo Days, Heritage Fire, Volleyball, VIDA, Balloons, Wine, Golden Leaf, CU + JAS and Rodeo, NICA, septemberfest, cidermass, 5K on the Mountain, Yoga on the Mountain •Free Summer Concert Series –13 total --11 Thursdays and 2 bonus Saturdays (through Aug 27) •July 4th event (Saturday) & continue concert + Community Celebration •Fridays on Mall continue/expand •Improve look, processes and efficiencies •New Fanny Hill concert improvements –stage/dance floor area; entrance. 26 10-21-19 TC Packet Page 45 of 56 45 10-21-19 TC Packet Page 46 of 56 46 Group Sales 10-21-19 TC Packet Page 47 of 56 47 Group Sales Functions •Lead generation •Trade Shows •Sites and FAMs •Client Events •Concessions and promotions •Group sales advertising •Road shows •Community -wide sales training 29 10-21-19 TC Packet Page 48 of 56 48 Group Sales Budget 30 Payroll & related expenses, $1,048,823 , 49% Office rent & related expenses, $147,409 , 7% Trade shows, sites & marketing, $753,000 , 35% Capital Improvements, $200,000 , 9% 2019 Adopted Group Sales Expenses Rev= $2.1M Exp = $2.15M Payroll & related expenses, $1,063,659 , 48% Office rent & related expenses, $179,826 , 8% Trade shows, sites & marketing, $744,000 , 34% Capital Improvements, $231,358 , 10% 2020 Proposed Group Sales Expenses Rev=$2.4M Exp=$2.2M 10-21-19 TC Packet Page 49 of 56 49 10-21-19 TC Packet Page 50 of 56 50 Overall Group Sales Proactive Efforts •More proactive selling, especially in Texas and California •Increased travel and more aggressive outside call program •Explore additional opportunities on the front range •Increased relationships with Third Parties resulting in greater lead generation •Continued focus on city wide events •Continued focus on new ski group opportunities •Continued focus on summer and where possible Sunday Thursday patterns •Continued focus on historical vertical markets (CLE, CME, etc.) Reactive efforts •Weddings and social events •Tour Operators 10-21-19 TC Packet Page 51 of 56 51 Other group sales initiatives •Stakeholder + Team Sales Training −Continue annual village-wide sales training. −Tourism team training on specific software tools as well as general sales training. •FAMs −Holiday Customer Event −Annual Summer Fam −Colorado Rockies Customer Event x 2 −Labor Day FAM −Re -establish Winter FAM •You Fly, We Buy •Roadshows 10-21-19 TC Packet Page 52 of 56 52 Thank You! Questions? 10-21-19 TC Packet Page 53 of 56 53 COMMENTS FROM THE FINANCIAL ADVISORY BOARD on the 2020 BUDGET • FAB compliments Town staff on a very thorough and detailed preparation of the 2020 Budget. The FAB believes the basis of the 2020 budget is prudent and sound and endorses it, subject to the following comments. • FAB supports the assumption of no increase in sales and lodging tax over the current 2019 projection, considering the robust year in 2019. • FAB notes the budget is balanced with almost $34 million in revenues and $33.7 million in expenditures. Over $4 million of the expenditures are for capital projects/repairs and are funded from reserves set aside for these purposes. • FAB supports the increase in reserves from 25% to 30%, and RETT from $2 million to $4 million, as the Town wants to be prepared by having available funds to spend in those lean recession years when it’s needed most. • FAB is aware that the 2020 budget includes a 4% merit pool and an increase of from 8% to 9% (9% to 10% for police) in the annual contribution to the retirement plan for all full- time year-round employees. FAB discussed these increases in conjunction with a discussion of use of year-end bonuses in lieu of base salary increases. In particular, FAB noted the compounding effect of increases in base salary and retirement contributions, particularly in view of the projected operating deficits in the years 2022 – 2024. FAB suggests Council recognize how these increases will limit the Town’s options to reduce expenses in lean years when considering the proposed budget. • FAB recommends staff look at creating a reserve fund for annual road expenditures. • FAB noted that the Town’s property tax mill rate is projected to decrease from 8.494 mills to 7.366 mills. • As always, the FAB is willing to take on any financial topic the Town council desires. Based on our review of the budget, we would suggest that we look at the Snowmass Tourism budget in detail, and the Human Resources compensation survey and analysis. 10-21-19 TC Packet Page 54 of 56 54 Town of Snowmass Village Agenda Item Summary DATE OF MEETING: October 21st, 2019 AGENDA ITEM: Executive Session PRESENTED BY: Clint Kinney, Town Manager BACKGROUND: The Town Council has reason to convene in executive Session. To convene in executive session, state law requires that the specific motion written in staff recommendations section requesting the executive session be passed with 2/3 of the governing body voting in the affirmative for said motion. FINANCIAL IMPACT: N/A APPLICABILITY TO COUNCIL GOALS & OBJECTIVES: N/A COUNCIL OPTIONS: Convene in Executive Session Choose not to convene in Executive Session STAFF RECOMMENDATION: It is the recommendation of the Snowmass Village Town Staff that the Council make and approve the following motion 1. Town Council will now meet in Executive Session pursuant to C.R.S. 24-6-402(4) and Snowmass Village Municipal Code Section 2-45(c), to specifically discuss one item: 10-21-19 TC Packet Page 55 of 56 55 a) Personnel matters, except if the employee who is the subject of the session has requested an open meeting, pursuant to C.R.S. 24-6-402(4)(f)(I) and Snowmass Village Municipal Code Section 2-45(c)(6); Provided, there is an affirmative vote of two-thirds of the quorum present at this meeting to hold an Executive Session and for the sole purpose of considering item (a) above. Provided further, that no adoption of any proposed policy, position, resolution, regulation, or formal action shall occur at this Executive Session. ATTACHMENTS: A. N/A 10-21-19 TC Packet Page 56 of 56 56