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09-19-11 Town Council Minutes SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING MINUTES SEPTEMBER 19, 2011 CALL TO ORDER AT 4:00 P.M. Mayor Boineau called to order the Regular Meeting of the Snowmass Village Town Council on Monday, September 19, 2011 at 4:03 p.m. Item No. 1 ROLL CALL COUNCIL MEMBERS PRESENT: Bill Boineau, John Wilkinson, Markey Butler, Jason Haber, and Fred Kucker. COUNCIL MEMBERS ABSENT: All council members were present. STAFF PRESENT: Russ Forrest, Town Manager, Hunt Walker, Public Works Director; John Dresser, Town Attorney; Joe Coffey; Housing Manager; Marianne Rakowski, Finance Director; Rhonda B. Coxon, Town Clerk, Brandi Lindt, Assistant Finance Director PITKIN COUNTY COMMISSIONERS: Jon Peacock, County Manager, Rachel Richards, Michael Owsley, Jack Hatfield and Rob Ittner PUBLIC PRESENT: Rick Griffin, Dale Will, Jack Rafferty and Tom Yocum and other members of the public interested in items on today's agenda. Item No. 2 PUBLIC NON AGENDA ITEMS Steve Parmalee a resident of Snowmass Village, spoke about the responsibility of the elected officials looking over housing projects with a fine tooth comb due to the tough economic times. Jack Rafferty and Tom Yocum, on behalf of the Ice Rink Committee, spoke to Council regarding a proposal for a temporary structure in the winter to cover the ice that could also be used in the summer for the Rodeo food operation a multi -use structure. They included a preliminary budget. Item No. 3 COUNCIL UPDATES There were no items for discussion at this time. 09 -19 -11 tc Minutes Page 2 of 4 Item No. 4 JOINT MEETING BETWEEN THE TOWN OF SNOWMASS VILLAGE TOWN COUNCIL AND THE PiTKIN COUNTY COMMISSIONERS Brush Creek Bike Path Dale Will from the Pitkin County Open Space and Trails board spoke about the lower Brush Creek Bike Bridge and the desire to obtain input from TOSV and the general public on the bridge design. Council has no issues with the Maroon Creek Bridge being installed in this area and there is no need to bring back visuals for review. The Commissioners and Council expressed their comments and concerns regarding the bridge and there was discussion on public outreach and visual renderings. Healthy Mountain Communities Commissioner Richards explained the Healthy Mountain Communities ballot question and provided history of this program and encouraged support. Ziegler Property Update Town Manager Russ Forrest provided an update of the Ziegler Property and discussed the educational programs, feasibility of a scientific display and that the Ziegler family would like to allow limited access to the site. He stated more details are to follow and the Town will keep the County apprised of any new information. Mayor Boineau inquired about the policy for hunting on the Droste property this year. Will stated there will be no hunting this year and it is under further discussion for the future. Mountain Park Update Wildlife and Trail Study County Manager Jon Peacock stated there is a memo in the ,packet that addresses the next three items and they are available. to answer any questions Council may have. Council Member Wilkinson spoke to the naming committee for the Droste Property and how to submit. Economic Update by both Boards County Manager Jon Peacock and Town Manager Russ Forrest provided a brief Economic update, and both noted there is no real recovery in construction as of yet. County Commission Rachel Richards thanked the Council for allowing them to continue these annual meetings for updates. Town Council thanked them for attending. Town Council took a 5 Minute break at this time. Item No. 5 BUDGET TRANSMITTAL AND BUDGET PRESENTATION FOR 2011 REVISED AND 2012 BUDGET 09 -19 -11 tc Minutes Page 3 of 4 Town Manager'Russ Forrest stated that there is some information and dynamics in the scheduling of the Marketing and Group Sales portion of the Budget. The Financial Advisory Board (FAB) and the Marketing Board have been meeting and putting together a metric including measurement, governance structure and an unapproved summer budget which will need to be discussed. Forrest is proposing this be discussed at a continuation of the meeting to Wednesday, September 21, 2011 at 10:00 a.m. and a substantial discussion on Monday, October 17, 2011. Council Member Kucker spoke to the definition of the Marketing, Special Events and Group Sales from the Municipal Code and also defined tourism, tourist and tour. He feels the Marketing Department is not living up to expectations in the summer or have they produced tourism. He also stated that the Marketing Department is to provide an annual budget and annually provide Council with a business plan with relevant performance standards and make quarterly reports to Council showing these performance standards. He stated he has never seen either of these reports and until he sees these reports he will not be approving an annual budget. Kucker has specific questions regarding the budget: He asked about salaries and benefits going up, $30,000 of premiums, what is the Winter Marketing for $625,000 spent on and how to measure its effectiveness? He questioned why online marketing is so high and what is our website producing for $80,000? In respect to summer events he would like to know what our ROI is on each event. We spend $230,000 on the Chili Pepper and Brew Festival, what is the return on investment for lodging and sales revenues for events? What is produced for the $675,000 for summer marketing? He would also like to know what the $75,000 for Public Relations is and how does it differ from Marketing. Kucker stated that with respect to group sales he wants to know the number of people that came to Snowmass Village from January 1, 2011 and December 31, 2011. He asked that question six months ago. He would like the projections for 2012. Finally he noted that the total budget number for Marketing and Group Sales is $4.6 million well over a third of what is takes to run TOSV for a year. He feels this money needs to be accounted for and he would like the questions answered specifically. Town Manager Russ Forrest would like to excuse the Marketing and Group Sales staff until the October 17, 2011 meeting. At this time it was decided to review the revised budget for 2011 and the 2012 without the Marketing and Group Sales portion. Finance Director Marianne Rakowski and Town Manager Russ Forrest reviewed the high level overview, revenue and cost assumptions, the unfunded position requests. Chairman of the FAB Rick Griffin discussed the nine recommendations. Town Council discussed the Recreation Center, raises versus bonuses, merit and performance raises, the RFTA depot, capital expenditures and the amount of money in the Town reserve. Town Council took a 5 minute break at this time. 09 -19 -11 tc Minutes Page 4 of 4 At this time Rakowski reviewed the budget philosophy and then staff and Council reviewed the entire General Fund. At 8:05 p.m. Mayor Boineau continued this meeting of the Snowmass Village Town Council to Wednesday, September 21, 2011 at 10:00 a.m. This set of Minutes was approved by the Snowmass Village Town Council at their Regular Meeting on Monday, December 19, 2011. Submitted By, Rhonda B. Coxon, CMC Town Clerk