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03-01-05 Town Council Minutes SNOWMASS VILLAGE TOWN COUNCIL SPECIAL MEETING MINUTES COUNCIL AND STAFF RETREAT Eldorado A Meeting Room (Underneath Brother’s Grille) MARCH 1, 2005 Mayor Douglas Mercatoris called to order the Special Meeting of the Snowmass Village Town Council on Tuesday, March 1, 2005 at 8:30 a.m. Item No. 1: ROLL CALL TOWN COUNCIL PRESENT: Mayor Douglas Mercatoris, Arnold Mordkin, Bill Boineau, John Wilkinson, and Sally Sparhawk TOWN COUNCIL ABSENT: All Members were present STAFF PRESENT: Mike Segrest, Town Manager; Hunt Walker, Public Works Director; Rhonda B. Coxon, Town Clerk; Donna J. Garcia-Spaulding, Deputy Town Clerk & Record’s Manager; Joe Coffey, Housing Manager; Marianne Rakowski; Finance Director; Mark Kittle, Chief Building Official; Mark Hartlep, Parks and Trails Supervisor; Dave Ogren, Solid Waste and Recycle Supervisor; Greg Shugars, Transit Foreman; David Peckler, Transportation Manager; Susan Hamley, Marketing Director; John Baker, Road Supervisor; Chris Conrad, Planning Director; Art Smythe, Chief of Police; and Rachel Elliott, Administrative Assistant; PUBLIC PRESENT: John Dresser DISCUSSION AGENDA Item No. 2: STAFF INTRODUCTIONS AND BRIEF OVERVIEW OF MAJOR PROJECTS FOR THE COMING YEAR Town Manager Mike Segrest welcomed Potential Town Attorney applicant John Dresser and explained to the group that Dresser has been offered the position and that details with his employment package are still being worked out and that Dresser has not yet signed on the dotted line but that he is hopeful. Segrest began a round-table introduction with each Head of Department. Each Department Head commented on the responsibilities of their department, job 03-02-05mins. Page 2 of 7 functions of their employees and explained Town projects that their department is involved with. Item No. 3: STATE OF THE TOWN The Town Manager Mike Segrest stated that the Town has arrived at an incredible opportunity threshold with such Town projects as the New Town Hall, Employee Housing, Entryway, and Snowmass Center Building. He stated that the Town is in very good financial state of affairs going into 2005 and that the debrucing recently passed allows the Town to keep money to restore the recreation facility. He stated that the challenge is going to be to use funding sources wisely, strategize projects so that they stay on line, and to phase services and demands. He stated that the post Special Election healing needs to begin immediately and that he believes the fears voiced are beyond reality because last year was a positive financial year but flat in terms of money. He further stated the he is confident the Town will get through the construction phase; the Mall Owners are committed and the challenge will be to mesh with Wood Run V, Seasons IV, and the repair of Club Willows, which will require a major facelift. Item No. 4: 2005 CURRENT GOALS – REVIEW, UPDATE AND MODIFICATION Mayor Mercatoris stated that at this time the Retreat Group would first voice any additions to the list of goals included in today’s packet and then prioritize the 2005 Current Goals. Transportation Director David Peckler stated that he would like to see added to the list purchase of buses to replace the Blue Bird buses; Marketing Director Susan Hamley requested that an addition be made to item 1. Support Implementation of Base Village and ensure mitigation of impacts to the Town, to include a “communications plan”; Council Member Sparhawk requested development of an integration plan for the different projects and that they be over-viewed comprehensively for phasing. The Planning Director Chris Conrad requested that 22. Complete Telecommunications Plan, allow for an opportunity to conduct a dialogue between the Base Village and wireless entities; Mike Segrest echoed Conrad’s request and stated that this would be done as a discussion plan with Council integrated with the community, Council Member Boineau requested that these discussions be conducted without added expense to the Town. Council Member Mordkin requested a plan of action that would implement group sales, now being handled by the Snowmass Resort Association (SRA) into the Town repealing the Project Spending Limitation Amendments. Public Works Director Hunt Walker requested expansion on 13. If RETT extension is approved, revisit ’05 budget to consider expanded parks and recreation programs and facilities, to include “and trails. Chief Building Official Mark Kittle requested that an elevator inspection program be added. After further discussion, the Mayor conducted a round-table discussion with the Retreat Group allowing each individual to comment on how they would prioritize the Goals for “04 - “05 listed as follows: 03-02-05mins. Page 3 of 7 David Peckler, Transportation Director 1. Construction during phasing 2. Comprehensive parking plan John Wilkinson, Council Member 1. Base Village implementation (follow terms of agreement) 2. Trail on Brush Creek 3. RETT to expand parks and recreation 4. Web site upgrades 5. Term limitation of Town Board 6. Town Hall 7. Pool Susan Hamley, Marketing Director 1. Base Village 2. Personal representative person at the grassroots level 3. West Village John Baker, Road Supervisor 1. Infrastructure with Town Roads 2. Entryway 3. Base Village John Dresser, Town Attorney Applicant 1. Town Hall 2. Snowmass Center application 3. Base Village Mitigation 4. Pool at Entryway Sally Sparhawk, Council Member 1. Base Village 2. Pool l& Fitness Center 3. West Village Chris Conrad, Planning Director 1. Critical paths of trigger dates 2. Town Hall 3. Telecommunications Plan 4. Web site upgrades 5. Work with Base Village developer to complete design for public improvements 6. Resolve compliance issues with employee housing owners who own other residential units (need to understand enforcement of sign policy). Arnold Mordkin, Council Member 1. Review goals that are parallel with Base Village and categorize decisions accordingly: a. Construction phasing b. Town Hall 03-02-05mins. Page 4 of 7 c. Infrastructure for 2005 d. Charter Amendments e. Pool Construction Hunt Walker, Public Works Director 1. Pool and fitness facility 2. Entryway a. C.I.P/RETT 3. Support Implementation of Base Village and ensure mitigation of impacts to the Town 4. Work with Base Village developer to complete design for public improvements 5. Implement Brush Creek Enhancements as part of Base Village project Art Smythe, Chief Of Police 1. Pool 2. Town Hall Joe Coffey, Housing Manager 1. Pool 2. Town Hall 3. Draw Housing Marianne Rakowski, Finance Director 1. Pool 2. Town Hall 3. Entryway Mark Kittle, Chief Building Official 1. Base Village! Bill Boineau, Mayor Pro Tem 1. Review goals that are parallel with Base Village and categorize decisions accordingly: a. Trail at Brush Creek and Highway 82 b. Organize a meeting with Pitkin County peers to discuss spending issues c. Town Hall Mark Hartlep, Parks and Trails Supervisor 1. Complete Pool Construction and begin fitness center if Base Village funding is available. 2. If RETT extension is approved, revisit ’05 budget to consider expanded parks and recreation programs and facilities. 3. Continue to pursue with County cost sharing of bridge at Brush Creek to allow trail and restoration of the creek and secure approval for horseback rides in Seven Star property. Dave Ogren, Solid Waste and Recycle Supervisor 03-02-05mins. Page 5 of 7 1. Town Hall 2. Entryway 3. Pool Mike Segrest, Town Manager 1. Support implementation of Base Village and ensure mitigation of impacts to the Town 2. Complete redevelopment plan for West Village, prepare code amendments for Council consideration, develop plans for public improvements 3. Complete Pool construction and begin fitness center if Base Village funding is available 4. Begin construction of Town Hall and develop a plan for first phase of employee housing in Draw Site. 5. Finalize Entryway plans and begin Phase I (scope to be determined). Donna J. Garcia-Spaulding, Deputy Town Clerk and Record’s Manager Parallel with Base Village: 1. Town Hall 2. Complete Pool construction and begin fitness center 3. Entryway Rachel Elliott, Administrative Assistant 1. Town Hall 2. Pool 3. Entryway Mayor Mercatoris 1. Complete Pool construction and begin fitness center 2. Town Hall (within a year from now) 3. Entryway 4. RETT - revisit ’05 budget to consider expanded parks and recreation programs and facilities 5. Work with SVRA to develop a transition plan and November ’05 ballot question to allow Town to take over group sales Mayor Mercatoris stated that there are three Ballot items to be prepared by June or July of 2005 for the Voters, which include imposing lodging tax, Town Hall financing, money for the Pool, and seed money for Base Village/for the recreation center. NOTE: The Retreat Group broke for lunch and reconvened at 1:05 p.m. Item No. 5: DISCUSSION  Protocol  Meeting Conduct  Staff Interaction  Community Outreach 03-02-05mins. Page 6 of 7 Protocol Town Manager Mike Segrest explained that in the past discussion of protocol has been valuable in keeping free flow of information between staff and Council. Council and Segrest discussed the proper process of packet information and Council requests concerning their packets. Council and Segrest also discussed Agenda topics, length of topic discussions and scheduling of Agenda items with more than two hours in time frame. Meeting Conduct/Staff Interaction Council Member Mordkin stated that it is important for fellow Council Members to understand the fact that they do not hire or fire staffers; the Town Manager runs the Town and Council respects his position in that light; and that if there is a problem, Council Members should go through Mike Segrest, who in turn would meet with the Head of specified department. Mayor Mercatoris stated that if a Council Member approaches a Town employee, that the Council Member should inform the Town Manager of the meeting and reason. Referring to lengthy packet content, Mayor Mercatoris stated that Council Members shouldn't feel constrained, rather that they should consult with fellow Council Members, who will bring them up to speed. Segrest stated that Council Members should not wait until the Town Council Meeting day and express problems during the meeting and that he is available at the office and at home over the weekends. Council and staff discussed possibly moving Council Meetings to a different day and determined that this issue would be revisited. After further discussion, Council requested that staff provide them with historical information for the Mountain Master Plan, Snowmass Chapel and Snowmass Center in an effort to bring new Council Members up to speed. Council requested that staff make room on an agenda in the near future for the following items of discussion: employee housing opportunities, alternatives to the Blue Bird buses, and closure of the Resort Association. Council further requested that the Town’s recycling program be better publicized; staff provide them with the new telephone system’s roster so they may contact department heads; provide them with Agendas for future meetings; that a less bureaucratic process be implemented when talking with the public; and that staff provide them with department head’s rationale and thought process behind Budget line items. Community Outreach Council Member Sparhawk stated that the Community Forums should be held quarterly and monitored as to who attended, the About Town article in the should be better structured and that the Council Resort Snowmass Sun Newspaper Tours should be publicized so that the community is involved with the process and can share their views. 03-02-05mins. Page 7 of 7 Council Member Boineau requested that a more extensive internet communications plan be implemented to inform the community of Town activities that Council and staff are involved with and suggested that perhaps hiring a professional who knows how to take the avenues of outreach already in place and make them more exciting and eye-catching to the community. The Marketing Director echoed Boineau’s statement and added that a professional person can make the various forms of media exciting in a way that will engage the community in a personal way. Council Member Wilkinson stated that whatever happens, that this needs to be done in a balanced, not biased way. The Finance Director stated that there are funds enough to hire a full-time professional in this capacity. Other General Discussion Relating to a full-time assistant for the Chief Building Official, Council consensus is that this person needs to be hired immediately because there are going to be problems that need immediate action and resolution with this first summer being the most impactive; an inspector looking over the shoulder of construction sites making sure that trucks leave the site clean and on time. After further discussion, Council directed staff to coordinate a meeting with Pitkin County for the purpose of discussing the following items: 1) Brush Creek Trail, 2) Droste/Cozy Point South, 3) Use of open space, 4) introducing new Snowmass Village Council Members, and 5) Intercept parking at Hwy. 82. Item No. 6: ADJOURNMENT There being no further discussion, Council Member Mordkin made a motion to adjourn the Special Meeting, seconded by Council Member Sparhawk. The motion was approved by a vote of 5 in favor and 0 opposed. The Meeting adjourned at 3:00 p.m. This set of minutes was approved by Town Council at the Regular Meeting on March 7, 2005. Respectfully Submitted By: