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11-21-05 Town Council Minutes SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING MINUTES NOVEMBER 21, 2005 Mayor Douglas Mercatoris called to order the Regular Meeting of the Snowmass Village Town Council on Monday, November 21, 2005 at 4:02 p.m. Item No. 1: ROLL CALL COUNCIL PRESENT: Mayor Douglas Mercatoris, Sally Sparhawk, Arnold Mordkin, and Bill Boineau COUNCIL ABSENT: John Wilkinson was absent. STAFF PRESENT: Mike Segrest, Town Manager; John Dresser, Town Attorney; Jim Wahlstrom, Senior Planner; Hunt Walker, Public Works Director; Jason Haber, Economics Resource Director; Terri Everest, Housing Secretary; Bob Nevins, Planner; Joe Coffey, Housing Manager; Chris Conrad, Planning Director; David Peckler, Transportation Director; and Donna J. Garcia-Spaulding, Deputy Town Clerk PUBLIC PRESENT: Madeleine Osberger, Don Schuster, Michael O’Connnor, Dave Bellack, Pam Lewis, David Garaffa, Emily Baker, and other members of the public (please see an extensive listing of those present in the packet) interested in today’s Agenda items. DISCUSSION AGENDA Item No. 2: CLUB COMMONS II EMPLOYEE HOUSING PROJECT SKETCH PLAN APPLICATION AND MODIFICATIONS THERETO The Planning Director Chris Conrad outlined core issues from the carry-over Town Council Meeting of October 24, 2005 and stated that staff was directed to have available during today’s Meeting. Conrad stated that included in today’s packet is the Draft findings and conditions for consideration that would eventually be placed into a resolution as Attachment A; a list of other potential employee housing sites together with updated Housing Department recommendations concerning the modifications in the Sketch Plan application included in Attachment B; allocation of and usage of the units, Attachment C; mitigation square footage, Attachment D; determination of the feasibility of transit route options and cost impacts for service to the employee housing project, Attachment D; and additional view simulations and schedule a site visit with story poles to further evaluate the proposed mass, scale and height variations. Mayor Mercatoris reported that there were two site tours done last Thursday, November 17, 2005 and another one today, where Town Council physically visited each of these locations to examine existing conditions. 11-21-05tc Page 2 of 8 The Applicant Representative from Aspen Skiing Company (ASC) Don Schuster provided Council with a PowerPoint presentation depicting additional view simulations of the Club Commons II Employee Housing project. Schuster stated that Letter H simulations are not included in the packet information because this information was just received prior to toady’s meeting but that he would explain this particular location during his presentation Director of Human Resources of the Club Commons II Pam Willis stated a couple of weeks ago they had 50 people on a wait list that they had to decline. She stated that this is an indicator that they have full-time year-round needs now and stressed the need for quality housing to attract and keep quality employees here in Snowmass Village. The Housing Manager Joe Coffey agreed with Ms. Willis and stated that currently the Town has 80 people on the Housing Department list looking for full-time housing and they are turning people away everyday and he is concerned that if the Town looses this full-time housing, that he is not sure they will make it up later as Base Village comes on. Coffey stated that the new modified plan for the Club Commons will help reduce the Housing waiting list and provide the housing units that will be necessary to house the full-time employees as the Village rapidly grows in the next few years. If the units are operated under the Housing Guidelines with comparable rental rates they will be very beneficial to the Town’s Employee Housing Program. He further recommends Council approval of the new modified plan and allowance for the ASC to provide the proposed additional housing. The Club Commons parcel already contains a significant number of employee housing units and there have not been any problems with housing employees at this location that he is aware of. Town Council, the Applicant, and staff discussed other possible locations for the Employee Housing project and criteria in height variations from surrounding properties. Coffey stated that the Applicant does not have another location at this time to construct the rental employee housing they have proposed for the Club Commons II project and the he envisions the Draw parcel as a Town of Snowmass Village housing project but the Council may decide a partnership is best for this site. Town Manager Mike Segrest commented that after looking at visual impacts he feels that impacts are very modest, he agrees that the Town have limited opportunity for employee housing that can not be made up in the future, the proposed location is appropriate for this project, and he encouraged Council to support this variance. Intrawest Representative Michael O’Connor stated that today’s proposed modification would keep employees here; this is a great project and it looks good. After further discussion, The Mayor stated that since Council Member Wilkinson is unable to be present at today’s meeting he promised Wilkinson that he would expressed his views and stated that Wilkinson feels that the building is too tall for this location and that he would vote NO on a height variance request but if it were a three-story building he would not have a problem with it and that this is a proper location for employee housing. Council Member Boineau stated that based upon the site simulations and views from the Thursday site visit the building is definitely large and when he sits back and thinks about the future of Snowmass Village is going to be with the buildout this is a great location to allow four- story employee housing but requested that it be built to our the Town’s mitigations needs. 11-21-05tc Page 3 of 8 Mayor Mercatoris stated that he believes the view simulations and site simulations presented and the site tour today confirm what he thought would happen in the aspect of the most impact from Highline Road; that side of the building is stepped down and that mitigates some of the impact it makes it appear as though it is more of a three-story building, rather than a four-story. He stated that landscaping is very important in that area to soften the impact, if move forward with this variance request. The other view simulations clearly fit in with what the Town Code requires and do not affect surrounding neighborhoods. He stated that Council has not received complaints from the surrounding neighborhoods and that staff feels that this is an appropriate place to maximize deed-restricted employee housing. “Our Code states that the number one reason for granting this type of variation is deed restricted housing and at the end of the day when we are finished, if we don’t grant this variance we will be sorry. We have people on a waiting list, underground parking will go away if we do not grant this variance, and the location and view is a good product.” Council Member Sparhawk stated her approval to grant the variance and stated that the difference between three-stories and four-stories is not that much and that she very strongly feels this is what we need to do and that it would be short-sighted to turn this proposal down. Council Member Mordkin stated that he is not moved by the argument that just because Council hasn’t received complaints that this indicates community approval. He further stated that he is not comfortable with the proposal presented here today. After further discussion, Mayor Mercatoris requested that staff move forward with a Public Hearing on December 5, 2005 to be continued for the December 12, 2005 Meeting beginning at 4:00 p.m. for further discussion on the review process and further discussion on parking and transportation issues 2005. Item No. 3: CITIZEN’S GRANT REVIEW BOARD RECOMMENDATIONS Deputy Town Clerk Donna J. Spaulding apologized that none of the Citizen’s Grant Review Board (CGRB) Members could be present during today’s meeting because all of them were already on holiday. Spaulding informed Council that two first-time applicants were denied grant funds, which are Healthy Mountain Communities and Housing Finance Research Project. She stated that the CGRB expressed that these organizations did not fit the applicant criteria, in that they are neither a charitable-type organization nor are they an arts and recreational-type organization and that both are consultant-type organizations. Spaulding provided Council with a historical accounting of donation of funds beginning with the year 1985 to present and stated that this accounting will satisfy any questions Council may have relating to total amounts approved by Council on a year-to-year basis. She further stated that the “Grants-At-A-Glance” does not satisfactorily reflect year-to-year comparisons of total amounts approved, since the “Grants-At-A-Glance” would only show amounts approved for organizations who applied in a given year - the same organizations do not apply every year. In response to an inquiry by Town Council, Deputy Spaulding stated that the reason some of the grant recommendations from the CGRB are higher than some of the organization requests is that the CGRB had monies left over after determining appropriate amounts to be granted and felt that they had to use all the funds. 11-21-05tc Page 4 of 8 After further discussions, Council requested that the extra funds be held in the financial grant account and that these funds be made available to others who may apply for a grant outside of the normal grant cycle. Council further requested that the CGRB recommendations be brought back in line with the actual request for those organizations that were granted more than their request. Item No. 4: FITNESS CENTER/COMMUNITY POOL PROPOSED RATES The Public Works Director Hunt Walker up-dated Council with general information relating to the Fitness Center/Community Pool and stated that in order to determine the Town’s rate structure for this facility staff gathered notes and compared rates from similar facilities on the Western Slope, as well as interviewed Operations Managers from the Aspen Recreation Center (ARC) and the Glenwood Community Center. Mayor Mercatoris expressed Council Member Wilkinson’s response, since Wilkinson was unable to be present today and stated that Wilkinson does not want to see higher rates for this community. Hunt Walker introduced David Garaffa and Emily Baker with Design To Be Fit, who are assisting him with layouts for the Fitness Center. Walker provided Council with visuals depicting the Rodeo parking lot, leisure pool, lap lanes, and gym area. He stated that the leisure pool is being pored today and that for nine months of the year the leisure pool would not be opened. Council, staff, and Garaffa discussed daily rate, 20-visit punch pass, Individual Annual Pass, Couple and Family Annual passes for Youth and Adult residents and non-residents, potential summer membership rate, different billing time periods, and base operating expenses. Walker referred Council to packet page 28, 39, and 30, which explained how he arrived at the proposed rates. After further discussion, Council majority requested that the citizens of Snowmass Village and full-time employees not be charged a higher usage rate, since they are the ones paying for it; every time the mill levy gets raised the commercial community gets hit and Council feels that the citizens should pay less than the going rate. David Garaffa stated that statistics in smaller communities show that this type of facility is use on more of a social level and that families are not going to have problems paying more. Local resident Kay Hunt addressed several problems that she has observed at the ARC pool relating to memberships and stated that policing memberships was a huge issue. She explained that on Sunday nights the ARC opened up the facility for kayakers and anyone not wearing the correct color of bracelet was pulled out of the pool until they obtained the correct color so from a participant’s point of view it is very hard to pick and choose what purpose users are at the facility. The different passes is a problem at the ARC, as well as at the Snowmass Club the membership pass needs to be friendlier and needs to be recognized a social event for the locals. Local resident Emily Baker stated that the fact is everybody is feeling the increase and the community wants to make sure a vision for the recreation center does not become obsolete. 11-21-05tc Page 5 of 8 The Public Works Director stated that he would come back to Council with a full budget defining increases and if prices are lowered by 1/3 how much that will cost. Mike Segrest cautioned that whatever fee you set is perceived as the set fee by the public and will be difficult to rise later. Mayor Mercatoris clarified that the facility operation costs would be covered through the RETT, punch pass and a daily rate makes good sense and should be affordable for the community; lower fees with subsidies. NOTE: Council took a 15-min. break and reconvened at 6:08 p.m. Item No. 5: ENTRYWAY HOUSING SITE PLAN AND UNIT MIX DISCUSSSION The Housing Manager Joe Coffey thanked everyone for attending today’s meeting and outlined core issues for discussion, including the site plan review, unit mix, and home sales prices. Pete Weber of Coburn Development stated that he wanted to make sure the houses were nice and had garages, energy efficient and would be available to Snowmass Village residents. Weber provided Council with a PowerPoint presentation depicting private driveways; garages with parking at grade level; floor plans, mixed unit sizes; extra storage in garage; medium houses with court yard; enlarged mud rooms; and illustrated potential basement area. He referred Council to the Proforma Summary on packet pages 38 and 39, and explained unit breakdowns, building sales, sales price calculation, and infrastructure and operating. The Housing Manager stated that the home style is very important because we do not want to create a housing neighborhood with all the same design/cookie-cutter type neighborhood. NOTE: Mayor Mercatoris took public comment at this time A local resident identified only as Todd stated that he personally wanted the opportunity for a three-bedroom employee housing and recommended pre-approval for handicap housing, which requires different needs relating to housing, space, turn around areas, and designed with a view in mind. Local resident Kay Singer thanked the Housing Manager and Pete Weber because they have addressed issues the community is concerned about. She stated concern for a family of three relating to the room dimensions and square footage a large house with 1850 square feet is too small for three kids. Weber explained that the dimensions per room are approximately 10X12 minimum, which is large enough for a king-size bed and dresser. He proceeded to show a floor plan for a home of 1800 square feet for a family of five with the master bedroom accommodations included room for a king-size bed, dresser drawers, and sitting area. Coffey commented that half of the large, medium and small sized homes proposed today will include basements. Council, Weber, and staff discussed box culverts, clubhouses, and monthly costs for utilities, boiler efficiency, tax deduction advantages, maintenance costs, homeowner’s association fees, and annual mortgage payments for the different sized homes. 11-21-05tc Page 6 of 8 In response to an inquiry by local resident Jason Ferguson, Weber stated that the homes will be available next summer and that the bulk of the houses would be built in 2007. Local resident Lauren Huggins inquired of the selection process. Coffey stated that the lottery Guidelines provide for a number of chances and that the applicants would pick two or three choices and as homes disappear people will make other choices. “The first people are going to get exactly what they want.” Local resident Sally Hassett inquired of why the alley is in the plans especially since curb and gutter are going to be done? Weber stated that the reason for the alley is that this is the entryway-housing parcel and in an effort to keep a nice curb appeal, the alley allows for loading off of the back allies. In addition, Mayor Mercatoris requested that the Applicant work out details of the access road to the property that crosses private property. In response to an inquiry by local resident Kirsten Ferguson, Coffey stated that the plan is to pre-sell the homes and as the Housing Department gets further along in the planning process the home plans, drawings and renderings of all elevations of the homes will be available. Town Manager Mike Segrest stated that the Town does not plan on carrying the costs, building the homes and sitting on it waiting for them to sell is not good business; phasing of the project is important but we just have to see what the response is and we expect to have everything pre-sold. This is part of the subsidy before actually beginning to break ground on the lots. Coffey stated that they would probably stake the lots and see which house fits the lot because there is not a lot of variations and what is being presented today in the visuals is what we are planning on doing. The Mayor clarified that these homes cannot be customized so people need to realize that this is what we have available and that is all the Town can do. Local resident Emily Baker inquired whether the people that are already in the lottery system going to have a preference and also if there is a way during the planning process to keep family units separate from other units, specifically the park play area? In response, Coffey stated that there is no preference in the lottery system. Weber stated the budget costs do include play structures and location of this is open space and directed Baker to a visual depicting the play area location, with a ditch and pathway separation. The play area is placed central within the project so houses that can see this area. He further stated that the ditch is very shallow and safety concerns have been addressed. There being no further discussion, Council majority directed staff to start the land use process per the plan presented today as soon as possible. Mayor Mercatoris requested that the Applicant make sure that the safety issues like fire access from the basement levels are built to Code with window wells. Item No. 6: PUBLIC NON-AGENDA ITEMS There were no public non-agenda discussion items. Item No. 8: RESOLUTION NO. 45, SERIES OF 2005 CONSIDERATION OF A RESOLUTION AUTHORIZING THE FILING OF APPLICATIONS WITH THE FEDERAL TRANSIT ADMINISTRATION, AN OPERATING ADMINISTRATION OF THE UNITED STATES DEPARTMENT OF TRANSPORTATION, FOR FEDERAL TRANSPORTATION ASSISTANCE 11-21-05tc Page 7 of 8 AUTHORIZED BY 49 U.S.C. CHAPTER 53, TITLE 23 UNITED STATES CODE, AND OTHER FEDERAL STATUTES ADMINISTERED BY THE FEDERAL TRANSIT ADMINISTRATION Council Member Mordkin made a motion to approve Resolution No. 45, Series of 2005, seconded by Council Member Sparhawk. The motion was approved by a vote of 4 in favor and 0 opposed. Council Member Wilkinson was absent. Item No. 9: RESOLUTION NO. 46 AND RESOLUTION NO. 47, SERIES OF 2005 CONSIDERATION OF A RESOLUTION AUTHORIZING THE EXPEDITURE OF FUNDS BUDGETED FOR CONTRACTS TO CULTURAL ARTS AND RECREATIONAL ORGANIZATIONS AND THE CHARITABLE AND HUMAN SERVICES ORGANIZATIONS Council requested that the extra funds be held in the financial grant account and that these funds be made available to others who may apply for a grant outside of the normal grant cycle. Council further requested that the CGRB recommendations be brought back in line with the actual request for those organizations that were granted more than their request. There being no further discussion, Council Member Boineau made a motion to approve as amended Resolution No. 46, Series of 2005, seconded by Council Member Mordkin. The motion was approved by a vote of 4 in favor to 0 opposed. Council Member Wilkinson was absent. Council Member Mordkin made a motion to approve as amended Resolution No. 46, Series of 2005, seconded by Council Member Sparhawk. The motion was approved by a vote of 4 in favor to 0 opposed. Council Member Wilkinson was absent. Item No. 10: COMMITTEE REPORTS/CALENDARS -AND- Item No. 7: COUNCIL UPDATES Old Phone Books Sally requested that staff ask the Post Office if there is someway to have them recycled. She mentioned that these books are processed with special ink. Break Time on the Agendas Sally requested that staff be mindful of how long Agenda items are scheduled for and schedule a break every couple of hours. Ski Co Fencing Arnie stated that it looks like Ski Co is putting fencing up on the Aspen side of the hill and requested that staff make sure that the skier’s path will NOT be obstructed. The Mayor referred staff to Robert Sinko as a possible contact to follow up with. We want to keep the skiing Guest friendly! Extra Grant Funds For those organizations who the CGRB recommended more money be given to, Council requested that those grant requests be taken back down to what was requested and the extra 11-21-05tc Page 8 of 8 funds be kept in a Grant Account to be available to organizations making requests outside of the “normal” grant cycle. Bus Service From the Rodeo to Two Creeks Sally requested that staff investigate a feasible way to move people from the Rodeo to Two Creeks or set up a new bus route. After further discussion, Council stated that the Town aught to monitor the situation to see if a problem arises and deal with problems in a pro-active manner. Hybrid Bus Speech Mayor Mercatoris stated that he would step in and do the speech if Council Member Boineau is not able to. Boineau stated that he is planning on doing it. Pool Membership Council requested that staff investigate Membership alternatives and present findings to them during a meeting in the near future. Item No. 11: ADJOURNMENT There being no further discussion, Council Member Mordkin made a motion to adjourn the Regular Town Council Meeting, seconded by Council Member Sparhawk. The motion was approved by a vote of 4 in favor to 0 opposed. Council Member Wilkinson was absent. The Meeting adjourned at 7:30 p.m. This set of Minutes was approved by Town Council during the Regular Meeting of January 3, 2006. Respectfully Submitted By: