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09-19-11 Town Council Packets SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING AGENDA SEPTEMBER 19, 2011 PLEASE NOTE THAT ALL TIMES ARE APPROXIMATE ITEMS COULD START EARLIER OR LATER THAN THE STATED TIME CALL TO ORDER AT 4:00 P.M. Item No. 1: ROLL CALL Item No. 2: PUBLIC NON AGENDA ITEMS (5- minute time limit) Item No. 3: COUNCIL UPDATES Item No. 4: JOINT MEETING BETWEEN THE TOWN OF SNOWMASS VILLAGE TOWN COUNCIL AND THE PITKIN COUNTY COMMISSIONERS (Time: 90 Minutes) 1. Brush Creek Bike Path Page 1 2. Healthy Mountain Communities 3. Ziegler Property Update 4. Mountain Park Update: Wildlife and Trail Study.... Page 3 5. Economic Update by both Boards 6. In formational Memo on Airport Runway Extension and Terminal Master Plan Update ...........................Page 4 Council/ Commissioners ...........................(Tab A) Item No. 5: BUDGET TRANSMITTAL AND BUDGET PRESENTATION FOR 2011 REVISED AND 2012 BUDGET (Time: 180 Minutes) ACTION REQUESTED OF TOWN COUNCIL: Received presentation by staff and Financial Advisory Board and provide direction on final preparation for the 2011 revised and the 2012 budget. Marianne Rakowski, Finance Director, Russ Forrest, Town Manager And Staff ...........................Page 6 (Tab B) Item No. 6: MANAGER'S REPORT (Time: 10 minutes) Russell Forrest ...........................Page 105 (TAB C) Item No. T AGENDA FOR NEXT TOWN COUNCIL MEETING October 3, 2011 I Page 108 (TAB D) 09-19-11 TC Page 2 of 2 Item No. 8: COUNCIL COMMENTS/COMMITTEE REPORTS/CALENDARS Page 110 (TAB E) Item No. 9: ADJOURNMENT NOTE: Total time estimated for meeting: Approx 4 hours (excluding items 1-3 and 7 —9) ALL ITEMS AND TIMES ARE TENTATIVE AND SUBJECT TO CHANGE WITHOUT FURTHER NOTICE. PLEASE CALL THE OFFICE OF THE TOWN CLERK AT 923-3777 ON THE DAY OF THE MEETING FOR ANY AGENDA CHANGES. Open Space and Trails Memorandum To: BOCC and TOSV Council From: Dale Will cc: Jon Peacock Date: 9/19/2011 Re: Lower Brush Creek Bike Bridge Status When the Brush Creek Trail was designed and permitted in 2006, we planned to reuse sections of the old Maroon Creek pedestrian bridge for the upper and lower creek crossings. Snowmass preferred a new bridge for the upper crossing near the roundabout, and came forward with funding for the additional cost. The lower crossing lies at the upper boundary of the County's Cozy Point South parcel, where Holy Cross's underground transmission line constrains where we can dig to place abutments (See map); to cross above it would allow a shorter span (81') but would require we encroach on the Koutsoubos property; to cross downstream of Holy X requires a much larger span (144') due to the wider wetlands there. In 2006, Koutsoubos initially said we could encroach 10' to decrease our span length. He hedged on this later out of concern for the aesthetics of the Maroon Ck span. As an alternative, he has allowed us interim use of his box culvert built to eventually serve as as a driveway on one of his lots. This spring he notified the County that we now need to vacate his property and install our own bridge on Cozy Point South. At this time, he is also not able to consider a boundary encroachment regardless of the bridge design. He has agreed that the trail can continue to use his culvert through its seasonal closure date this November. He wants the new bridge in place on County land prior to our opening the trail next year. (He also has a strong preference for a new bridge.) Consequently, we now find ourselves gearing up to place a 144' span. Our most recent estimates show that a $200k savings from reuse of two sections of the Maroon Ck span (approx $300k total, versus $516k for a new span). Basalt's reuse of three sections of this bridge at the Roaring Fork crossing in Willits is generally considered to be aesthetically acceptable due to the distance from the highway and sage green paint scheme. The Open Space and Trails Department is anxious to seek input from TOSV and the general public prior to a final decision on bridge design. Our consultant is working on renderings, which we will present within the next 30 days. .00 0000' r-- A i �t i ''4 gip: ,,i i;� 'I i 5 Y z� �j r I�, i .a. J' s� Ps�,i i� a ri�� ���i s• r k 4 '1 y f l. a+` r�x�� N; i r. r ���l�y art_ d, .^k' �.t ri v N s u' X.' q y �7' yj 1� b v� U N`'i �v ��a e ys�� �4. ~Sl, '1 1 Open Space and Trails Memorandum To: OSTB and TOSV Council CC: Jon Peacock From: OST staff Date: 09/19/2011 Re: Mountain Park Update Mountain Park Updates The IGA between the County and TOSV providing for the 7 year partial reimbursement of County acquisition costs is now executed. The draft biological and historic report was delivered to staff by the consultant and is under review by Gary Tennenbaum, Hunt Walker, and Aspen staff. We expect to release a final report for public review and initial public scoping of the Mountain Park management plan in late September. The Naming Committee met on August 31 and directed staff to utilize all media to solicit public suggestions through October 1. Jack Hatfield, Hawk Greenway, Mick Ireland, John Wilkinson, and Martha Cochran attended. The Committee will meet again on October 5 to pick the most viable candidates for both the whole 2500 acre assemblage of lands, as well as simply for the ridge encompassed by four parcels Cozy Point South Droste -Seven Star- Hidden Valley. Once the best candidates have been identified, the Committee intends to poll both local schools, and the general populace, regarding final names. 09/06/2011 OSTB Non Confidential Staff Update Page 1 of I MEMORANDUM TO: Snowmass Town Council Pitkin County Board of County Commissioners FROM: Jim Elwood, Director of Aviation David Ulane, Assistant Director of Aviation /Administration RE: Runway Extension and Airport Master Plan Project Updates DATE: September 19, 2011 Runway Extension The final phase of the Aspen Pitkin County Airport runway extension began Thursday September 8 with the start of work on the extension of the actual runway pavement. Since the project began on April 4 a significant amount of work has been completed on the project, including connection of the Buttermilk Metropolitan District's water system to the City of Aspen's water system, relocation of the airport's perimeter fence and vehicle service road, relocation of several major utility lines, and significant embankment work in preparation for the runway and taxiway extension. In order to maintain the FAA mandated 1,000 foot safety area between construction activities and aircraft on the runway during the actual expansion portion of the project, the runway will be shortened temporarily from 7,000 to 6,500 feet and then to 6,000 feet. This shortening is accomplished by temporarily re- painting the runway markings to reflect a shorter available length. It does not require removing existing runway pavement. During the time the runway is reduced to 6,000 feet United Airlines' flights at ASE will be suspended. Suspension of United Airlines service will be from September 13 -15 and again from October 4 th October 6 The temporarily shorter runway will not prohibit the operations of Frontier Airlines' Q -400 aircraft, or most of the general aviation aircraft that operate out of the airport, although some flights may be subject to weight reductions on the shortened runway during this time. The airport will not close at any time during this project. Temporarily shortening the runway is a safety measure required by the FAA, and airport staff worked closely with our airlines, users and tenants to select these dates and minimize inconvenience. To further reduce the project's impact on the community and traveling public, nighttime construction work will take place daily each week in September and October. This will allow the project's timely completion without adversely impacting normal daytime airport operations. The project remains on schedule and on budget, and is expected to be complete in early November 2011, in time for the 2011/2012 ski season. The lengthened runway total project cost is $15.5 million, the FAA is funding 82% ($12.7 million), the Colorado Division of Aeronautics funding 3% ($447,000), and the airport enterprise fund reserves are funding the local share of 15% ($2.4 million). The 1,000 foot extension at the south end of the runway will allow aircraft to take off from the airport with additional passenger and fuel loads, and provides an opportunity to add new flights to more distant destinations. Aircraft have historically operated at less than full capacity in Aspen, especially in summer when higher temperatures limit aircraft performance at the airport's high elevation. The runway extension does not alter the airport's existing 95 foot wingspan or 100,000 pound landing weight limitations. I,- q dop Progress updates are available throughout the project's duration on the airport's planning website at www.aspenairportplanning.com Master Plan The airport is currently in the process of updating its Master Plan. This is the first update to the Master Plan since 2004. The Master Plan will include an analysis of the general aviation facilities including, but not limited to, hangar development, ramp space, and potentially a second fixed base operation. Concurrent with the general aviation efforts, the terminal area facilities are being analyzed. These facilities include the terminal building, parking, and vehicular circulation. The Master Plan takes a look at the airport and its anticipated needs over the next 20 years. Master Plans are comprised of five key items; existing inventory, forecasting, facility requirements, alternatives, and financial planning. The existing inventory, forecasting, and facilities requirements have been completed. Current efforts have been focused on evaluating existing infrastructure needs to meet future aviation demands. The development of alternatives began in December of 2010. The alternatives were developed with public input through study committees, design charrettes, open houses. A study committee of approximately 35 citizens has been assembled that consists of airport users, local planning and engineering staffs, business leaders, and citizen groups. The study committee was given the opportunity to develop alternatives and provide input for facilities at the airport given the existing inventory, forecasting, and facility requirements. In addition to the study committee, general public charrettes were held for citizens to participate in the development of alternatives. The alternatives developed by the study committee and general public were presented at a community open house at the airport on May 23, 2011. The alternatives developed by the citizens are currently being refined by the consultant team. The refined concepts for the terminal area will be presented to the study committee on October 3, 2011. This will be followed by a presentation to the study committee of the refined general aviation concepts on November 7, 2011. An open house will be held at the Pitkin County Library on November 7, 2011 to present the refined alternatives of the entire Master Plan, including the terminal and general aviation areas. The next step in the process is a financial feasibility study of the selected alternatives. This work will begin in October 2011 and continue through March of 2012. The financial feasibility will be used to develop a preferred alternative for presentation to the Board of County Commissioners. Once the Master Plan has been approved by the Board of County Commissioners and local approval processes an Airport Layout Plan (ALP) will be submitted for the FAA for review. The ALP is a part of the Master Plan that identifies existing and future improvements at the airport. The ALP is used to help generate the Capital Improvement Plan for the airport moving forward. Public input throughout the Master Plan process has been documented and is available for viewing on the airport's planning website at www.aspenairportplanning.com The website will also contain progress updates throughout the Master Plan process. 00-S- doo, MEMORANDUM TO: Snowmass Village Town Council FROM: Russ Forrest, Town Manager Marianne Rakowski, Finance Director DATE: September 19, 2011 SUBJECT: BUDGET TRANSMITTAL AND BUDGET PRESENTATION FOR 2011 REVISED AND 2012 PROPOSED BUDGET I. PURPOSE AND ACTIONS REQUESTED OF COUNCIL: The purpose of this meeting is for the Town Council to review and ask any questions on the attached 2011 revised and 2012 proposed budgets for all funds of the Town of Snowmass Village. Action Requested: Provide final direction to staff for budget approval. The 2012 budget is proposed to be considered on October 3 via resolution. The revised 2011 budget would be considered in an ordinance on October 3` and October 17 11. BACKGROUND Staff has prepared the 2011 revised and 2012 proposed budgets for the Town Council review. The attached budget has been reviewed by the division heads, department heads, the Finance Director, the Town Manager and finally the Financial Advisory Board. Below is a proposed schedule for the budget review for September 19th and continuing to Wednesday, September 21st: Presentation of the Financial Advisory Board recommendations Rick Griffin, FAB Chairperson Budget Overview /Highlights Russ Forrest, Town Manager Budget Transmittal Marianne Rakowski, Finance Director General Fund Budget Marketing Fund Budget (due to the availability of staff) Group Sales Budget (due to the availability of staff) RETT FUND ROAD FUND Supplemental Funds Owl 6 III. STAFF RECOMMENDATION Review and provide input on the 2011 revised and 2012 proposed budget to form the direction to staff for budget adoption on October 3, 2011. FA B 2011 Revised/2012 Proposed Budciet Recommendation: The Financial Advisory Board recommends adoption of the 2011 Revised and the 2012 Proposed Budget, but with these additional recommendations/comments: 1) The Financial Advisory Board commends staff for the very well thought -out and thorough budget program and presentation during these economic times. 2) The Financial Advisory Board noting the Budget Philosophy as presented in the Budget Presentation, highly recommends continuing towards a balanced budget whereby revenues exceed expenditures, though understanding that due to unexpected expenditures in our current economic conditions the Town may have need to appropriate funds from reserves to pay said expenditures. 3) The Financial Advisory Board recommends that the Town Council tread cautiously due to the uncertainty in the current and future economic climate. 4) The Financial Advisory Board recommends that the Town Council direct staff to research the opportunity to have RFTA contribute towards the capital costs of the Daly Lane bus depot as budgeted for in the Real Estate Transfer Tax Fund. 5) The Financial Advisory Board commends the Town for striving to decrease the amount of subsidy required for the Recreation Center operations and believes that this should be a priority due to the volatility of the Real Estate transfer tax revenues. The goal should be to continue to work towards decreasing the subsidy whether by increasing revenues, decreasing expenditures and/or a combination of both. 6) Due to the inherent volatility of Real Estate Transfer Tax revenues, the Town should strive to reduce use of this fund to pay for existing operations, and instead try to use the fund to pay for capital expenditures. The Town should consider other sources of revenue to fund these operations and relieving those revenue sources of capital expenditures. 7) The Financial Advisory Board supports Town staff in the creation of a comprehensive capital replacement fund for Town owned property and equipment replacement, so that the replacement cost of assets is accumulated over the anticipated life of the assets, in order to minimize the impact of large purchases on the various funds and to better reflect the depreciation of those assets as a cost of current operations. 8) The Financial Advisory Board recommends that until the Town's principal Funds (e.g. General Fund and RE TT Fund) show a current and future excess of revenues over expenditures, the Town use one-time bonuses to increase its employees' compensation rather than increasing base pay to avoid burdening future budgets, which do not anticipate revenues exceeding expenses. 0OWS Oto 9) After reviewing all of the Towns budgets, the Financial Advisory Board highly recommends that the Marketing Fund take the same approach as the other Town Funds including: A balanced budget (revenues exceeding expenditures) Treading cautiously due to the economic uncertainty Building up an unappropriated reserve rather than spending it particularly until Snowmass Tourism can show the return on investment for their marketing efforts and expenditures. V-)O 0000 X^ s i ti 11 n i e `i ri Overview, Budget Transmittal and Executive Summary 2011 Revised/ 2012 Proposed Budgets Town of Snow mass V1 0 11age 000 High Level Overview •Mixed signals in the Economy Negative Signals •Chance of a 2 ^d Recession /High unemployment •Construction and property values continue to be depressed •Base Village's future is still uncertain Positive Signals •Town sales tax up over last year by 6.78 as of June, 2011 •RETf up $1.6 million to $1.9 million from 2010 actual *Occupancy has been up over last year and is projected up over the next 6 months •New owner for the Silvertree Revenue and Cost Assumptions •Revenue Continue to be guarded and conservative on revenue projections in 2012. Assumed sales tax in 2012 to be equal to 2011 revised budget. Assuming no RETT revenue from Base Village •Costs —Fixed Costs •Fuel /Utilities (Natural Gas up 12% in 2012) •Medical (up 14 /Payroll —New Costs •Replacement equipment, kevlar, vehicles others •GIS /mapping •Admin- Sharing between Clerk and PD •Marketing, Special Events, and Groups Sales Board •FAB reviewing Metric •Summer Budget not approved by Board yet •Contingency Planning —Can still rapidly implement a contingency plan 400,000 /year Curtail new one time costs not committed *Review revenue and costs in March, May, July, and October 2012 Unfunded Position Requests Public Works Facilities Maintenance Position Fleet Maintenance Position Police Department Replacement of Admin Position eliminated in 2009 Transportation Bus Division $25,000 in Payroll &Benefits Bus Division $37,000 in Payroll &Benefits Parking Division $2000 in Contract Service Parcel CDivision $17,000 in Payroll Benefits It is proposed that these positions are not funded until there is sustainable revenue to support them while assuming a $5 million fund balance. Next significant budget update would tentatively be planned for March or April 2012. 11� Town of Snowmass Village Budget Transmittal and Executive Summary Revised/2012 Proposed Budgets Introduction The Town Manager, per the Home Rule Charter presents the 2011 revised and the 2012 proposed budgets. The Budget Document includes both short -term and long -term projections spanning five years. The attached budget plan has been prepared with relatively steady conservatively low revenue projections even though the Town has been experiencing a slight uptick in our sales tax revenues. Despite the increase in various economic indicators for the Town (sales taxes, skier visits, occupancy, solid waste volume) staff still believes that the national economy continues to struggle due to the negative forces in employment, housing, construction, debt levels and instability in the global market to name a few. The trickle effect of this on the state and local economy needs to be watched very closely. The Town of Snowmass Village budgets are adopted annually, but adjustments can be made between the departments by the Town Manager throughout the year. In March of 2011, staff presented a report on the 2010 year -end numbers and included an update of any changes to the 2011 budget that were anticipated. Another financial update was presented to Council in July of 2011, which basically set the stage for the 2011 revised budget. Town sales taxes were revised up from 2010 actual by 5.18% and County sales taxes were revised up by 4.15 Building permits and plan check fees were also revised slightly up in 2011 based on year -to -date actual, but they do not account for the full renovation of the Silvertree renovations should this occur between 2011 and 2012. The potential revenue from building permits and review fees are not included in 2012 revenues. Once construction is confirmed, staff would then propose adding these fees to the 2012 budget. There were a number of revenue accounts that also were increased slightly including ski corporation contributions, solid waste fees and pool memberships. Staff was rewarded with a wage increase after having 0% wage adjustments in both 2009 and 2010. Staff is currently not budgeting for any wage increases for 2012 through 2016. In addition to the above changes, staff added the voter approved property taxes for both Transportation services and the Pitkin County Open Space purchase of the Droste property. Summer bus service expenditures were also placed back into the 2011 revised budget with the approval of the Transportation property tax. The major assumption staff reached in preparing the 2012 budget is that sales tax will be conservatively budgeted at the same level as the 2011 revised revenues. Building revenues are also budgeted conservatively for 2012. Transfers -in from both the RETT Fund and the Road Fund have increased in 2012 to account for an increase in costs for funding the trails position (that was covered in 2011 by Lottery funds) and the replacement of exercise equipment for the Recreation Center. Total property tax revenues for the Town are projected to decrease by $541 K in 2012 from 2011 due in part to the lower assessed valuation and in part to paying off the Rodeo Bonds. The assessed valuation is decreasing by approximately 26 Revenue assumptions remain conservative and expenditures must be closely controlled to continue to work towards a budget level whereby revenues cover all operating expenditures including capital purchases. The Town continues to struggle to maintain services levels in some departments. The Shop, Facility Maintenance, Police and Transportation departments have requested additional staff that have not been included in either the 2011 revised or 2012 budget. We have included increasing hours for the Town Clerk receptionist position to assist with backing up the Police department records clerk position assuming that a full -time administrative position for the Police Department is not funded. This would change the current job duties and move it from a part -time year round position to a full -time year round position. We have also reclassed a contract position within the Planning Department to a part -time year -round position due to the net gain in additional hours and the ability to bill out this position at the planning department hourly rate. Management staff agreed that it was important to maintain the ability to reward our current employees in the future if funds are available, as opposed to adding additional staff at this time. This issue can be revisited in late spring if our financial picture continues to improve. In developing the 2012 General Fund Budget staff used the following goals: Maintain a $5 million fund balance Utilize fund balances to minimize impacts to service levels while maintaining a $5 million fund balance over the next 5 years. Maintain approximately the same current expenditures and service levels to ensure moving towards a sustainable balanced budget over the next 5 years. Assumed sales taxes at 0% for 2012 over 2011 revised No wage increases budgeted in 2012 2016 Despite the continued challenges that we face, the Towns budget will continue to remain balanced using reserves in 2012 and maintaining service levels the best that we can. The Real Estate Transfer Tax Fund received an unbudgeted one -time cash infusion from the sale of the Silvertree and related properties. Base -line revenues were also increased based on 2010 actual and 2011 year -to -date revenues. Both of these revenue changes increased our budgeted revenues in 2011 from $1.2M to $2.OM. Staff continues to now A recommend that we replenish our contingency fund back to $2M, while maintaining current service levels for recreation, landscaping and bus purchases. The 2011 revised budget shows the increased FTA funding and the bus purchases that have been carried forward from the 2009 and 2010 budgets. The 2012 through 2016 revenue projections do not include any new sales from Base Village either in total or individual units. The Road Fund will be hit the hardest by the decrease in property values resulting in the decrease in assessed values. Based on these preliminary numbers, staff is recommending going back to the maximum levy of 5 mills. The net impact to the Road Fund based on the decrease in the assessed value coupled with the increase in the mill levy is a net decrease in revenues of approximately $243K. The Road Fund will continue to struggle to maintain some of the older infrastructure (tiewalls, bridges, maintenance) based on the projections from the Public Works Department. The Towns Capital Improvement Program (CIP) has been undergoing an overhaul that started with a comprehensive list of capital projects including projects that have been on previous lists and dropped, as well as new projects that staff has identified. Staff has been reviewing the list of projects with the Town Council to determine the completeness of the list and to prioritize the projects. Following this review, staff will be identifying possible funding sources for the projects and will be bringing the CIP to the Financial Advisory Board (FAB) for their review and recommendations. The FAB recommendations and the CIP will make its way back to the Town Council for a public review. Therefore, the CIP Fund will not include any capital projects for 2012 to 2016 until the above process is completed. Over the last three years, staff has absorbed additional responsibilities and found new efficiencies in the Town's operations. It will be critical to acknowledge and thank staff for maintaining high service levels with fewer resources. The Town Manager would propose that if revenues exceed projections, that the Town consider a merit increase or bonus to acknowledge and thank the contribution of our employees in the future. In the budget presentation, the revenues and expenditures are compared using the year's 2011 budget to 2011 revised and 2011 budget to 2012 proposed. Budget Philosophy The Town is continuing with the following budget philosophy: Balance On -going Revenues/Expenditures Annual on -going revenues should support annual on -going expenditures. Identify Opportunities for Cost/Service Efficiencies Keep expenditures in check by looking for cost efficiencies through purchasing, technology and organizational management. Use Most Restricted Funds First Apply expenditures, where appropriate, to the most "restricted" funds first, thereby freeing up additional "unrestricted" funds for other expenditures. Equipment Replacement Program Level out cash purchases over the long -term to eliminate large fluctuations in annual expenditures through an equipment replacement schedule. Set a reserve in an amount equal to vehicle /equipment purchases averaged over a 5 -year period in both the General Fund. The Real Estate Transfer Tax Fund equipment replacement fund is based on bus purchases. Use One -time Funds for One -time Costs Use "windfalls year -end operational balances and "one- time" revenues to pay for one -time items, such as, capital improvements, discretionary items, limited grants and donations or any limited -term expenditures. Identify Capital Improvement Proiects The Capital Improvement Program is intended to provide one fund to budget for large -scale projects and their funding sources. Operating and maintenance costs will be budgeted in the appropriate funds. This fund will identify future projects in order to begin the planning process and to identify potential funding sources. General Reserve Policy The General Fund will maintain a minimum of 15% of operating revenues in Funds Available or Unrestricted Reserves. If the Town Council decides that it is in the Towns best interest to use any of the unrestricted funds that causes the balance to drop below the 15% of operating revenues, the Town Council should also commit to bringing that level back up to 15% in future years. The RETT Fund has a $2M goal for the contingency fund that is currently not at the $2M funding level. Both the Marketing and Group Sales Funds set aside 10% of their revenues into reserve funds. State of the Budget Revenue GENERAL FUND Property Taxes Property tax revenues are budgeted flat with a slight increase based on the increase in growth and CPI per Tabor. The assessed valuation from Pitkin County has dropped by 26% for 2011 for the collection of taxes in 2012. Due to the State Constitution, the Town is not allowed to increase the mill levy rate beyond .768 mills without a vote of the people. Sales Taxes Through June of 2011, Town Sales Taxes are up by approximately 7.5% and County Sales Taxes are up by approximately 7.3% from 2010 actual. However, sales taxes are up as compared to budget by 13% for Town Sales Taxes and 16% for County Sales Taxes. We have revised the 2011 budget to reflect a 5.2% increase in Town Sales taxes and a 4.2% increase in County Sales taxes (compared to 2010 actual) based on year -to -date revenues and conservative projections for the remaining months of 2011. For the 2012 proposed budget we used a 0% increase over 2011 revised figures. As we do every year, we will closely monitor this revenue source and make adjustments as necessary. Planning Department Fees Planning Department fees are projected to increase by $34K from the 2011 revised budget to the 2012 projected budget due to an increase in billable hours from the change of status for a planner. Building Permits A slight increase in building permits is projected from 2011 revised to 2012 due to an increase in building activity. Plan Check Fees The slight increase in Plan Check Fees for 2012 proposed is based on the same factor as building permits. Solid Waste Fees Solid Waste fees are budgeted with a 0% increase for 2012. Pool and Fitness Center Fees These fees are budgeted higher in the 2011 revised to reflect the change in fee structure. 2012 is budgeted with a $10K increase. Ski Corporation Contributions For 2012, we have projected a 0% change in skier visits and the allowed increase in the mitigation rate, which is projected at 5% per the agreement. Transfer -In RETT Fund This increase reflects the net impact of the pool and fitness center costs, as well as the transfer to cover all recreation activities, the landscaping program and Transportation rolling stock costs and is approximately a 13% increase over 2011 revised. Transfer -In Road Fund Reflects a 5% increase in the 2012 budget for the increase in the Road Division budget. REAL ESTATE TRANSFER TAX FUND RETT Revenues We have revised the annual RETT revenues to $2.OM to reflect y -t -d collections. $1.6M is budgeted for 2012 proposed. There are no Base Village additional sales budgeted in 2012 -2016. ROAD FUND Road Fund Property Taxes The 2012 Road Fund will collect approximately $243K less than the amount budgeted in 2011 for property taxes. HOUSING FUNDS Housing Funds After a two -year hold on rent increases for the three Housing Funds, rents are budgeted to increase by $5 to $25 per month depending on the size of the unit. LOTTERY FUND Lottery Fund These revenues are based on year -to -date actual and projections through the end of the year. DEBT SERVICE FUND Debt Service Fund Property taxes are projected to cover the principal and interest on the outstanding General Obligation Bonds. Total outstanding debt service in this fund at the end of 2012 is 1.4% of the projected Towns assessed valuation. MARKETING AND SPECIAL EVENTS FUND Marketing/Special Events Fund the Town budgeted the same 0% increase in sales taxes for this fund as in the General Fund. GROUP SALES FUND Group Sales Fund In 2012, we are projecting a 0% increase in Lodging Tax. EXCISE TAX FUND This fund is budgeting for an increase in Excise Taxes for the 2012 budget based on projections from the Planning Department. x enditure General Fund The 2011 revised operating budget is 4.2% ($514K) higher than the 2011 adopted budget mainly due to adding back the Summer transportation bus service, adding the expenditures for the Road sweeper and Energy Efficiency (that were reserved for at the end of 2010) and adding in the increase for the merit pool, which is offset by the savings in health insurance. The 2012 proposed budget is 7.6% ($934K) higher than the 2011 budget. The breakdown of the 7.6% increase is listed below. Of the 7.6% increase, Operating and Maintenance expenditures account for 18% or a $166,366 increase, the majority is due to an increase in Vehicle gas oil costs. Personnel Services accounts for 62% or an increase of $586,986. The majority of this increase is due to the following: Unbudgeted Merit increases in the 2011 adopted budget that Council approved in June of 2011; Adding back the Summer Transportation Bus Services; budgeting a 14% increase in health insurance costs for 2012 and the personnel changes in the Planning Department and Clerks Department. Purchased Services accounts for a (3 decrease in cost or ($31,235) decrease mainly due to a decrease in budgeted Snowmelt Road utilities. Grants and Donations account for .0 There is no increase budgeted for this category. Capital Outlay accounts for 23% increase or $211,550 for the replacement of the Police Cars /Animal Control truck/Backhoe and CAT Loader. One -time expenditures The 2012 proposed budget remains at $40K for Grants /donations to Health and Human services. RETT Fund RETT Fund expenditures are projected to decrease by $21K from the 2011 budget to the 2012 proposed mainly due to a decrease in bus replacement costs offset by an increase in transfer out to the General Fund. Road Fund The Road Fund is budgeted to expend approximately $513,000 in annual overlays, in addition to the transfer out to the General Fund for road repairs and maintenance. There are also budgeted costs for repairs to Snowmelt boiler, bridges and tiewalls. Housing Fund Budget includes the normal repairs and maintenance and on -going annual operations. The Housing Fund also includes additional capital repairs for roof replacements. Excise Tax Fund Includes the final construction phase of the Rodeo Employee Housing Project in the 2011 revised and 2012 proposed budgets. Marketing and Special Events Fund Is projecting an increase in expenditures for 2012 from the 2011 budget of $320K mostly in Winter and Summer Marketing and Ice Age Discovery Center costs. Group Sales Fund Is projected to increase by $95,258 due to payroll, training /travel and increases in client interaction costs. Debt Service Fund The 2012 proposed budget includes the General Obligation Bonds for the Droste Conservation Easement, the Swimming Pool Bonds and the Recreation Center. Capital Improvement Project Fund This fund has no capital expenditures budgeted for 2012. Fund Balance` General Fund The Fund Balance increases from the 2011 budget to the 2012 proposed budget by $1.5M. Most of the $1.5M increase is due to additional carryover from 2010 year end and an increase in revenues for 2012. The fund balance is currently budgeted to exceed the $5M threshold that staff, which the FAB and the Council deemed an appropriate level. The budget contingency continues to be budgeted at 15% of operating revenue at $1.9M. RETT Fund RETT Fund projects a decrease in fund balance of $114,848 from 2011 budget to 2012 due to expenditures exceeding revenues. Marketing/Special Events Fund This fund continues to set aside 10% of annual revenues and has approximately $500 budgeted in unappropriated funds at the end of 2012. Group Sales Fund This fund continues to set aside 10% of annual revenues and has approximately $443K in unappropriated funds at the end of 2012. Excise Tax Fund In 2012, the fund balance decreases by $1.2M from 2011 budget due subsidizing the Rodeo Employee Housing Project. Lottery Fund The fund balance decreases in 2012, due to using these funds for parks and recreation costs. BUDGET ITEMS OF NOTE or REQUESTS: General Fund Fund Balance The Budget was prepared using the goal of maintaining a fund balance level of $5M or more for the General Fund. Although the fund balance exceeds this amount, management staff requested that the fund balance remain higher in order to be able to fund a future merit increase for existing staff. We have not budgeted for any wage increases for 2012 through 2016. Ice Age Discovery Center No resources are budgeted in the General Fund at this time for this project. The Marketing Fund has budgeted $40K in 2012 to support the existing exhibit center in the Mall. It is possible that the new Ice Age 501c3 may request support from the Town in the future. Funded Staffing Changes The General Fund includes the reclassing of an independent contract to a part -time year round employee in the Planning Department. The cost of this position is a net positive in both funding and the number of hours this person will work. We are also proposing to reclass a position in the Town Clerks Department from part -time year round to full -time year round to assist the Police Department with administrative backup for their front desk operations. Both of the above positions were part of the Reduction -in -force efforts to balance the budget. Unfunded Staffing Requests There are four departments /divisions that have requested increases in either staff or staffing hours that are currently unfunded throughout this budget period. The below justifications have been written by the department/division head requesting the position. The Town Manager supports each of these positions. However, the Town Manager does not find that these positions can be funded sustainably over time while maintaining the $5M fund balance and at least one opportunity for a salary adjustment in the next five years. These justifications are as follows: P.W. Facility Maintenance Division Costfor Payroll, Benefits, Uniforms, etc $82,341 The reasoning for adding at least one more staff member to the Facility Maintenance Division is that this division is already lacking in the proper staff to perform the necessary duties of the division. With the significant addition of buildings in the past years, it would seem apparent that additional staff would be necessary to maintain them; however, we have yet to appropriate the funds necessary to do so. The reason that the Facility Maintenance Engineer position is the most important position to fill at this time is that without proper constant attention to the operation and maintenance of our many mechanical and HVAC systems, we will soon experience significant costs of replacing entire equipment components since our preventative maintenance schedule is fairly simplistic, not allowing for equipment to operate at their full potential nor expected to meet their life expectancy. In addition, there is currently only one individual capable of performing any repair to the mechanical or HVAC systems which makes dependability a little sketchy and this is not in the best interest of the town considering some of these systems are directly related to public safety, for example; Snowmelt Road. I also believe that it would be in the Town's best interest to have more than one individual knowledgeable of the complex HVAC and mechanical systems managed and operated by the town should the sole individual with the knowledge and experience to maintain them choose a different avenue in life; not only for the availability of daily and emergency repairs. Of course, this would not remotely cover all of the existing maintenance deficiencies of the Facility Maintenance Division; however, it would seem overwhelmingly clear that this is the most necessary next step in the utterly slow development of the division. P.W. Shop Division Cost for Payroll, Benefits, Uniforms, etc $82,806 We are requesting an additional Vehicle Maintenance Technician to try to maintain a reasonable level of service in supporting our Fleet Operations and to meet departments' vehicle availability demands. The Town's fleet size has grown over the years and the level of technology has increased tenfold, requiring more maintenance hours and repairs per hour /mile of vehicle operation. We are keeping and recycling vehicles, which have been scheduled for replacement, into seasonal use or low mileage positions, in an effort to squeeze the last bit of life out of them and to cut expenses. This increases the maintenance attention required to keep those vehicles available for use. This effort is worthwhile as it saves the expense of purchasing new vehicles, which would be considered low use and underutilized by many standards. Our location makes it prohibitive to try to utilize outside contractors to perform most functions of the vehicle maintenance workload. In some cases, there are no outside contractor options to choose from. We have found that we have better results and a higher level of quality control, by performing all repairs in house. In the long run, we would save money and have a greater vehicle availability status, if we hire staff to perform the necessary work by our own high standards. In the majority of repairs, the cost of the labor would be eligible to be billed out to RETT Fund or Road Fund, thereby creating a transfer from the eligible funds and decreasing any expenses to the general fund. Of course this increases the expenditures in both the RETT Fund and Road Fund. We believe that we have the support of all Departments or Divisions which rely on vehicles or equipment to perform their daily function. This staffing increase would also increase their productivity and help to maintain the level of service of each of these fleet users. Transportation Department Bus Division $25, 000 in Payroll and Benefits: The request is for an additional 6 hours a day to the winter service plan to fill problematic times in our drivers' schedules and the service plan. This does not add to the existing staffing levels, but adds incremental time to the drivers' schedules. The focus is on Route 1 service to the Benedict properties on Woodbridge Rd (where we have had complaints about the service running late), service to the Park and Ride facility at Town Park, and an hour added to the Route 3 service to the Snowmass Club/Two Creeks to correct a problematic time schedule. Bus Division $37,500 in Payroll and Benefits: The request is for an additional 8 hours a day to the winter service plan to improve service between the Snowmass Center, Base Village and the Mall. Traffic congestion in the Snowmass Center and around Base Village is undermining many of the routes headways in the peak periods. We are looking through them when they do not need to go there, thereby freeing up some time to keep the routes on schedule. Parking Division $2,000 in Contract Service: The funding is for hiring high school kids to conduct surveys in the parking lots for Origin and Destination surveys and to cover Parking Payroll for driving staff to conduct surveys of permits in the Numbered lots. Parcel C Division $17,000 in Payroll and in Benefits: The funding is to add a part time position in the summer to help maintain bus stops and stations around the village and clean buses. We have added to our inventory of facilities and need additional time to maintain it all. Public Safety Department Cost for Payroll, Benefits $65,846 In 2008, the position of Front Office/ Court Clerk was eliminated during a town wide workforce reduction. The duties of court clerk were moved back to the town clerks office where it originated at the town's inception. Since that time the police department has found it increasingly difficult to provide adequate customer service at our front desk. When the current Records Manager is out of the office, front desk coverage using emergency response employees proves unsustainable. Creating an assistant position to the Records Manager would allow the police department to provide the following public services consistently, five days a week, including weekends during specific events: Management of police records for District Attorney's Office, state records offices and the public. Parking, animal services and general information inquires. Generating revenue through parking ticket payments and alarm billing. Assisting officers with large case management, i.e., warrants, evidence and crime prevention. Our goal is to maximize this position by cross training this employee to manage police records and provide day -to -day public service functions from the front desk. Additionally, this position could provide administrative assistance and public relations functions specifically for the police department. RETT Fund Pitkin County Open Space Grant Funding request Cost for TOSV is $10, 000 Pitkin County Open Space is requesting that the Town participate in a match for the Small Construction Grants request with Pitkin County and the City of Aspen to build trails along with signage. It would be used for TOSV properties to connect to Droste and Seven Star. The City of Aspen would contribute $10K, the Town of Snowmass would contribute $10K and Pitkin County would contribute $25K. Reserves The RETT Fund continues to use the contingency to balance the budget as expenditures continue to exceed revenues. This is due to the economic recession affecting housing sales and prices as well as a decrease in Federal Grants to fund bus purchases. Staff continues to support replenishing the contingency as a priority prior to funding new capital projects. The 2012 through 2016 revenue projections do not include any new sales from Base Village either in total or individual units. Road Fund Even with budgeting to increase the mill levy to the maximum allowable 5 mills, the Road Fund will still be losing approximately $243K due to the lower assessed valuation. As presented in previous budget meetings, there continues to be unfunded maintenance projects for bridges, tiewalls and snowmelting. Marketing and Special Events Fund Summer Marketing/Summer Events Budget Although the Snowmass Tourism Board has approved the total costs and revenue projections for the summer, the Board has not approved the specifics of how that funding will be allocated. The Board is going to review the specifics after the metric work has been completed. Economic Metric The FAB continues to meet with a couple of members from the Snowmass Tourism Board as well as Marketing staff to develop an economic metric for measuring the success of various marketing tools /techniques and special events as discussed during last years' budget meeting. Housing Funds Housing Funds After keeping rents at the same level for 2010 and 2011, the Housing Director has budgeted a $5 to $25 per month rental increase in order to cover annual operating and maintenance costs for the housing projects. 000, In Summary Staff has carried forward the budget philosophies agreed upon during past years budget seasons. Despite the many challenges in the economy, we have prepared budget scenario's to achieve a balanced budget for 2012 and 2011 remains balanced. Staff would like the opportunity to revisit the conservative projections for Personnel Services contained in the 2012 proposed budget should our revenues exceed our projections. This would be done following the ski season. In addition, the Town has budgeted for a normal winter snow year for the 2011/12 season. There will be continued challenges on Town staff to maintain a balanced budget and to provide the best services possible for the community and our guest with the impending reduction of staff. The goal is to adopt the budget by October 17, 2011. 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W Z Q L W WW X 0 W LU H N a C 0 D y L- d p N a o T N y Q o� a! V a Z r D H d w X w I Q c w w w o z H I L o "42) N z z N Of Z LL' L 5 W w CL o V) Z 4 o L Q w w m m a a O O o b y w d q x d 6d W U 6 6 C C y i N d J 1 J x -7 4-J r T ��w w: aY7 .s? 3 f• f Q) W 4. a N O CL O 7 1 W N i G? 00 a spunsnayl uI H co 3 M v O N d N N Q -6c)- 0 VI L N m 0 o L" to NO cn ao e�= 'rt N tVd1 N f-; N` M f VY m V-4 0 N O N U) 0 CD co z d o 3 N o O LO ILA L O v Ot N N xn v p p 01 LO LR o N N m 00 oo N N C 0 CL 0 CD Q CL N cr► W N O cu CD 0 d ch 0 Z 0 °C ap u a N _C%j O N lop TO: SNOWMASS VILLAGE TOWN COUNCIL FROM: RUSS FORREST, TOWN MANAGER SUBJECT: MANAGER'S REPORT DATE: September 19, 2011 Items /Strategic Plan Updated on September 14, 2011 The following Table is a summary of the action plan from the various topics discussed at the retreat in January. Action Priority Timing Who Base Village Next Steps 1 When Foreclosure is Russ Forrest completed Economic /Fiscal Actions 1 STO Metrics -Basic framework for a Susan Hamley metric agreed to by FAB and MSE &GS Board. Follow -up meeting scheduled after Marketing Board retreat Board Structure October 17, 2011 Susan Hamley Summer Events/ -March 21 (Complete) Marianne Marketing Rakowski Sales Tax Study -March 21, 2011 Marianne (Complete) Rakowski Financial Updates June 6, 2011 /July 5, M.R. 2011 /next one as part of 2012 Budget Ice Age Discovery 1 Long Term/Tusk -Final report given to 501c3 will move Force /Complete Council on August 15, forward with long Business Plan 2011, 501 c3 will move term actions /STO 2011 short term forward with will continue actions implementation. TOSV operation of will renew lease at exhibit center current exhibit center Housing Housing Policy for 1 (Complete) Chris Conrad Development Housing Projects 3 Guidelines completed Joe Coffey on June 20 Council gave authorization for final phase of Rodeo on July 5 th Environment 2 EAC Structure EAB's first meeting Lesley /EAC occurred August 19th REOP Policy May 2, 2011 (approved Mark Kittle Discussion 2nd Reading) Urban Renewal Authority 2 Council asked that Russell Forrest information on a URA be made available to members that have questions. No meetings tanned at this time. Capital Improvement 3 August 1 September Hunt Walker, Process 12 th On Sept 12 Council identified high priority project which Staff will develop more detailed budgets and action plans Solid Waste Collection 3 Staff is recommending Hunt Walker EAB review and then review with Council in summer Pedestrian Crossing 3 September 6 Complete Art Smythe, David Recommendations Peckler, Hunt Walker West Village Transportation 3 Will review with the CIP David Peckler Facilities on August 1 st and 15 tH Council asked that staff review previous planning work on this project at a future meeting Staff Development 3 July 5 h (Complete). Russ Forrest Town Fiscal Sustainability 3 September 12 Marianne and Complete) Russ Forrest so-)bv Other Pending Actions The following is a summary of actions that either the Council has requested or actions staff has proposed and is working on for the Town Council. Staff Action Status Date to follow -up Contact w/ Council Planning Chris Conrad Sign Code Planning will review current sign code October 2011 and discuss revisions with the Town Council Planning Open Space Council would like to understand the October 17, 2011 Protection pros and con implications of zoning parcels open space. Town Clerk Rhonda Paperless The Town Clerk will prepare a November 7, Coxon Packets for presentation for Council on 2011 Council implementing a paperless packet for Council meetings and include with that a demonstration of available technology. Public Works Public Works Creation of a Council requested that a discussion be October 17, 2011 parking area scheduled in the future with input from across from staff on the costs and other design Public Work site implications for creating trail head for the Tom parking that historically was there. Blake Trail cop 4th Draft SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING AGENDA OCTOBER 3, 2011 PLEASE NOTE THAT ALL TIMES ARE APPROXIMATE ITEMS COULD START EARLIER OR LATER THAN THE STATED TIME CALL TO ORDER AT 4:00 P.M. Item No. 1: ROLL CALL Item No. 2: PUBLIC NON AGENDA ITEMS (5- minute time limit) Item No. 3: COUNCIL UPDATES Item No. 4: PUBLIC HEARING AND RESOLUTION NO. 27 SERIES OF 2011 APPROVING THE 2012 BUDGET A RESOLUTION SUMMARIZING EXPENDITURES AND REVENUES FOR THE TOWN OF SNOWMASS VILLAGE AND ADOPTING FOR THE CALENDAR YEAR BEGINNING ON THE FIRST DAY OF JANUARY, 2011 AND ENDING ON THE LAST DAY OF DECEMBER, 2011 AND APPROPRIATING SUMS OF MONEY TO THE VARIOUS FUND FOR THE 2011 BUDGET YEAR. (Time: 15 minutes) ACTION REQUESTED OF COUNCIL: Approve, modify or deny Resolution No. 44, Series of 2011. Marianne Rakowski Item No. 5 FIRST READING ORDINANCE NO. 05 SERIES OF 2011 AMENDING THE 2011 BUDGET AN ORDINANCE AMENDING THE 2011 BUDGET FOR ALL FUNDS FOR THE TOWN OF SNOWMASS VILLAGE (Time: 10 minutes) ACTION REQUESTED OF COUNCIL: Approve, modify or deny First Reading of Ordinance No. 05, Series of 2011. Marianne Rakowski ...........................Page 13 (TAB C) Item No. 6: ICE RINK SHELTER (Time: 15 Minutes) ACTION REQUESTED OF COUNCIL: -Hunt Walker Item No. 7: MANAGER'S REPORT (Time: 10 minutes) Russell Forrest ...........................Page (TAB 00,10% 60 10-03-11 TC Page 2 of 2 Item No. 8: AGENDA FOR NEXT TOWN COUNCIL MEETING I Page (TAB Item No. 9: APPROVAL OF MEETING MINUTES FOR: Page (TAB) Item No. 10: COUNCIL COMMENTS/COMMITTEE REPORTS/CALENDARS Page (TAB) Item No. 11: EXECUTIVE SESSION 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 two items: a) Determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, instructing negotiators pursuant to C.R.S. 24-6-402(4)(e) and Snowmass Village Municipal Code Section 2-45(c)(5); and b) Conferences with an attorney for the purposes of receiving legal advice on specific legal questions pursuant to C.R.S. 24-6 402(4)(c) and Snowmass Village Municipal Code Section 2- 45(c)(2); 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 items (a) and (b) above. Provided further, that no adoption of any proposed policy, position, resolution, regulation, or formal action shall occur at this Executive Session. Item No. 13: ADJOURNMENT NOTE: Total time estimated for meeting: Approx 2 hours (excluding items 1-3 and 8 —11) ALL ITEMS AND TIMES ARE TENTATIVE AND SUBJECT TO CHANGE WITHOUT FURTHER NOTICE. PLEASE CALL THE OFFICE OF THE TOWN CLERK AT 923-3777 ON THE DAY OF THE MEETING FOR ANY AGENDA CHANGES. 2011 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 Labor Day Town Council Meeting 4:00 m. 11 12 13 14 15 16 17 Town Council Special Meeting 4:00 M. 18 19 20 21 22 23 24 Town Council Continuation Meeting of the 4:00 m. Regular Meeting of September 19 for the Budget! 25 26 27 28 29 30 1 2011 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 Town Council Meeting ii 9 11 12 13 14 15 16 17 18 19 20 21 22 Town Council EOTC Meeting Meeting 4:00 m. Aspen Council Chambers 4:00 p.m. 23 24 25 26 27 28 29 30 31 OND 411