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12-03-01 Town Council Packet � �� � 2;� - � I 0��ra4o P.r L SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING AGENDA SNOWMASS VILLAGE CONFERENCE CENTER DECEMBER 03, 2001 CALL TO ORDER AT 2:00 P.M. Item No. 1: ROLL CALL DISCUSSION AGENDA Item No. 2: 2:00 — 2:30 ASPEN SKIING COMPANY MARKETING UPDATE -- John Norton. . . . . .No Packet Information Item No. 3: 2:30 -4:30 TOWN COUNCIL AND PLANNING COMMISSION JOINT MEETING PRE-SKETCH DISCUSSION RE: BASE VILLAGE ASSUMPTIONS AND EMERGING CONCEPT — PRESENTATION BY INTRAWEST RESORTS -- Chris Conrad. . . . . Page 1 (Tab A) Item No. 4: 4:30 — 5:30 HOUSING POLICY DISCUSSION -- Joe Coffey. . . . . . . .Page 6 (Tab B) Item No. 5: 5:30 — 5:45 ANDERSON RANCH AND COMMUNITY PARTNERSHIP -- Jim Baker. . . . . . . . Page 9 (Tab C) Item No. 6: 5:45 — 5:55 CITIENS GRANT REVIEW PROCESS -- Linda Sandels.. . . . No Packet Information BREAK 5:55 — 6:00 P.M. REGULAR AGENDA— 6:00 P.M. Item No. 7: PUBLIC NON-AGENDA ITEMS (5-Minute Time Limit) Item No. 8: DISCUSSION — TEMPORARY MILL LEVY RATE REDUCTION -- Marianne Rakowski. . . . . . . . . . Page 11 (Tab D) Item No. 9: PUBLIC COMMENT AND DISCUSSION - RESOLUTION NO. 45 SERIES OF 2001 A RESOLUTION CONCERNING THE SNOWMASS CHAPEL EXPANSION PLANNED UNIT DEVELOPMENT SKETCH PLAN 12-03-01 tc Page 2 of 3 AND WHETHER TO GRANT THE APPLICANT AUTHORIZATION TO PROCEED TO A PRELIMINARY PLAN PUD SUBMISSION -- Jim Wahlstrom. . . . . . . . . . . . .Page 14 (Tab E) Item No. 10: SECOND READING — ORDINANCE NO. 26, SERIES OF 2001 SECOND READING CONSIDERATION OF AN ORDINANCE ESTABLISHING A SCHEDULE AND PROCEDURE FOR REGULAR MEETINGS OF THE TOWN COUNCIL AND AMENDING AND RESTATING SECTION 2-46 OF THE MUNICIPAL CODE -- Steve Connor. . . . . . . . . . . . . . Page 16 (Tab F) Item No. 11: RESOLUTION NO. 50, SERIES OF 2001 A RESOLUTION ESTABLISHING A SCHEDULE AND PROCEDURE FOR REGULAR MEETINGS OF THE TOWN COUNCIL AND DESIGNATING SECTION 2-46 OF THE MUNICIPAL CODE AS THE PROCEDURE REQUIRED BY THE HOME RULE CHARTER. -- Steve Connor. . . . . . . . . . . . . . Page 19 (Tab G) Item No. 12: RESOLUTION NO. 47, SERIES OF 2001 CONSIDERATION OF A RESOLUTION AUTHORIZING THE EXPENDITURE OF FUNDS FOR BUDGETED CONTRACTS TO CULTURAL ARTS AND RECREATION ORGANIZATIONS -- Gary Suiter. . . . . . . . . . . . . . . . .Page 22 (Tab H) Item No. 13: RESOLUTION NO. 48, SERIES OF 2001 A RESOLUTION AUTHORIZING THE EXPENDITURE OF FUNDS FOR BUDGETED CONTRACTS TO CHARITABLE AND SERVICE ORGANIZATIONS -- Gary Suiter. . . . . . . . . . . . .. . Page 22(Tab H) Item No. 14: RESOLUTION NO. 52, SEREIS OF 2001 A RESOLUTION AMENDING THE SUBDIVISION EXEMPTION APPROVAL FOR LOT 1, RIDGE RUN UNIT 1, AS SET FORTH IN TOWN COUNCIL RESOLUTION NO.7, SERIES OF 2001, TO EXTEND THE DEADLINE FOR RECORDING THE DUPLEX CONDIMINIUM PLAT -- Chris Conrad. . . . . . . . . . . .Page 29 (Tab 1) Item No. 15: FIRST READING -ORDINANCE NO. 20, SERIES OF 2001 AN ORDINANCE AMENDING THE PROVISIONS OF THE MUNICIPAL CODE TO REDEFINE PROJECTS THAT ARE SUBJECT TO THE PROVISIONS OF CHAPTER 4 ARTICLE 6 -- Hunt Walker/Steve Connor. . . .Page 38 (Tab J) 12-03-01 tc Page 3 of 3 Item No. 16: APPROVAL OF SPECIAL MEETING MINUTES FOR 09-14-01 AND 11-12-01 AND REGULAR MEETING MINUTES FOR 10-08- 01 AND 11-05-01 AND WORK SESSION MINUTES 11-12-01 . . . . . . . . . . . . . . . . . .. . . . . . . Page 42 (Tab K) Item No. 17: DISCUSSIONCOMMITTEE REPORTS/STATUS REPORT/ COUNCIL COMMENTS . . . . .Page 59 (Tab L) Item No. 18: CALENDARS . . . . . . . . . . . .. Page 61 (Tab M) Item No. 19: ADJOURNMENT NOTE: 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. TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Agenda Item: Town Council and Planning Commission Joint Meeting Pre-Sketch Discussion RE: Base Village Assumptions and Emerging Concept - Presentation by Intrawest Resorts Presented By: Chris Conrad, Planning Director Core Issues: Pre-Sketch applications involve non-binding informal discussion regarding development proposals and are not intended to result in any formal action or decision-making. In this case, the feedback received from the Planning Commission and Town Council will assist the applicant in finalizing their Base Village Sketch Plan application. General Info: Intrawest Resorts, Inc. and the Crown family, owners of the Aspen Skiing Company, have submitted a Pre-Sketch application in order to have the opportunity to discuss their assumptions and the emerging concept being developed for the Base Village area and Sketch Plan application that may be submitted in the near future. 'Base Village" is generally considered as the area bounded by the Fanny Hill base lift, Snowmelt Road, Brush Creek Road, Assay Hill and Wood Road. Please review the enclosed material for an outline of the assumptions. Concept plans and other graphic material may be presented at the meeting to facilitate the discussion. No public notification is required of Pre-Sketch applications; however, a Notice of Public Meeting was published in the Snowmass Sun on September 4, 2001. Council Options: No action is required by the Planning Commission or Town Council when discussing Pre-Sketch applications. Staff Staff will be available to respond to any questions from the Planning Recommendation: Commission or Town Council members. I PAuser\cconrad\MS word Docs\Base Village\Base village Pre-SketchTC Memo 01.doc 1 Intrawest Resorts, Inc. 101 — 325 Lake Dillon Drive P.O. Box 5178, Dillon, CO. 80435 (970) 513-3366 November 20,2001 Mr. Chris Conrad Director of Planning Town of Snowmass Village,CO Dear Sir: As an addendum to my letter of yesterday requesting that we be placed on the Council agenda for Dec. 3, I enclose a description of the Base Village Assumptions and Emerging Concept and also an Existing Conditions plan showing the property boundaries The property is currently involved in a partnership agreement with the Crown family, owners of Aspen Slding Company,and Intrawest Resorts,Inc.,with Intrawest being the managing partner. Sincerely Intrawest Resorts,Inc. for Paul Shepherd VP Resort Development—Snowmass,CO cc: Don Thompson Base Villaee Assumptions and an Emerain¢Concept The development of the concept plan for the Base Village at Snowmass will be based upon assumptions regarding development goals,specific requirements,and technical considerations.The concept of the Base Village will evolve form the stated assumptions.This is a fast draft of assumptions. The site diagram and concept plan will follow very soon. Assumptions Ski Relationships • The Base Village is to a public portal in conjunction with the existing Mall portal to the Snowmass slopes. • A people mover type connection will be developed between Base Village and Snowmass Mall. • The children's ski program will be a significant feature of the Base Village. • The children's facility is best located on the west side of the Base Village due to proximity to beginner terrain and lift service. • A new lift will connect from the Base Village to Elk Camp. • The Fanny Hill ski slope from the mall to the Base Village is to be recreational slope for tubing and sleds as well as having instructional areas for never evers and the youngest children. • There will be ski back trail though the Base Village to the base of the Assay Hill lift. • Skier services will be housed in the Base Village buildings and will include: • Restrooms • Food service • Ticketing • Ski rental and retail shops • Ski school office,sufficient outdoor area for ski school assemblies The Village • The Base Village at Snowmass character will be unique and appropriate to Snowmass. • A parking and service access program will be developed which effectively addresses the residential and commercial parking requirement. • There must be a clear sense of arrival and safe turning movements.Arrival into the Base Village parking structure and to the Children's facility drop off area will be from Snowmelt Drive. • A major transit center must be provided to accommodate skier drop off by auto and shuttle bus, the Snowmass buses, regional buses, buses from Aspen, and hotel vans. The arrival experience must be clear and the aesthetic quality excellent.The transit center will be the front door for many visitors. _3. • Fire lanes will be provided within the Base Village. • The Base Village is to have a presence, to be an important announcement of the Snowmass community.This can be achieved by building size and form,by vertical elements,by the creation of view corridors through the Base Village to the mountains beyond, and by a strong landscape and forest presence. • A strong visual relationship to the future town hall site is important. In addition, a trail/sidewalk connection from the town hall site to the Base Village should be developed. Space on the west side of the Base Village should be reserved for a possible pedestrian bridge connection from the market area to the Base Village. • Small scale ranch type buildings and uses should have an important presence in the Base Village. • Solar access to public spaces will influence the placement of buildings. • Substantial amounts of new plantings, even if on the roof tops of parking structures, are a vital element within the Base Village environment. • Water will be an important design and environmental feature of the Base Village in the form of streams, ponds, and fountains. The sense that a natural water course will pass through the Base Village is an important design concept. • A central plaza will be near the base of the Fanny Hill ski slope, but will be set within an enclosure of buildings and trees rather than being directly adjacent to the ski run. • The texture of the pedestrian edge of buildings is important. This means that store fronts should step in and out,that awnings or small roof forms should extend outward from buildings,that small walls and landscape elements should create people sitting places, and that by the use of facade texture that the buildings can seem to be attached to the landscape. • Residential square footage will vary between 750,000 and 850,000 SF. • Retail/commercial/skier services space will vary between 100,000 to 150,000 SF. • Unit sizes and mix will be similar to those of other Intrawest Resort villages. Public Recreation • The central plaza and various spaces within the Base Village are to be sized to accommodate organized and spontaneous entertainment venues. • For summer events,the slope of the Fanny Hill run is ideal for a large sized temporary stage and shelter. • Trails for hiking and bike riding should link the Base Village with other trails in Snowmass. • Environmental education facilities and programs should be developed throughout the Base Village and adjacent landscape areas. DOW 40 �� r yr, I, rr � J°;ts; i rrh // :l . ll; . ���/ " My �;:;♦ ,� . 1 , .��, � ,-: � , i - nor�s,;r ro Al ti P nor 141,14 J r�• 7 1� , ���: � { � Ili q� ' !✓i� /�✓j/�/�/h������/�/l�1 •r' 1 + �iltP� it ,,,2} ..'�:gee 1714 1 li j/!r../���••i//� /�J II .�It, .� ��i. � IIL'i� + c�. �l ;�� �,,,� of :1,;,, �,-L,�•,� .. (�._l��t<<�� P� �1i�11111 ��III���III�� �'l�(�� �v• f ' ., �k,, ���f�fl<<,,��.: � �..���,,.,����� 111��� �O�ll,+i��►i'�rf�j.:���sliyb,1 } �, IIh: � a�� TOWN COUNCIL COMMUNIQUE Meeting Date: December 03, 2001 Agenda Item: Housing Policy Discussion Presented By: Joe Coffey and Housing Advisory Committee Members Core Issues: * Ownership of Other Property • Bequeathing Employee Housing • Application Process(Sales Units) • Rental Within Owner Units. General Info: The Housing Advisory Committee recommendations are attached for the core issues listed above. The Committee would like to discuss their recommendations with you today. Several additional meetings will be necessary to review all the Housing recommendations presented to you on Nov. 12, 2001. Currently we have one hour scheduled for the Dec. 10th and 17th meetings. NOTE: I apologize for not listing Robert Goldstein as a Committee Member on the last communiqud. Robert has been a very dedicated member of this Committee. Council Options: * Approve, deny or modify the Housing Advisory Committee's recommendations. * Direct Staff to provide Council with code changes or policy changes for today's issues. Staff Recommendation: The Housing Manager supports the Housing Advisory Committee's recommendations for today's meeting. ��w Housing Advisory Committee Recommendations OWNERSHIP OF OTHER PROPERTY Current Policy: The policy is a restriction in the application packet. It reads: "if the applicant owns housing within the Roaring Fork Valley, the applicant must agree to list his or her unit or home for sale,for a price comparable to other similar units or homes offered for sale in proximity to their property prior to closing. The unit or home shall remain listed for sale until sold. A bonafide effort must be made to sell your unit or home within 24 months. If your unit or home has not sold within the 24-month time period you will be required to sell your employee housing unit or home as a result." Rationale: it is our feeling that those who own employee housing do so because there are limited opportunities for free-market home ownership in the Village. It is unreasonable for someone who owns employee housing, which is need based and subsidized through the Town of Snowmass Village, to own other free-market property within the areas defined below, concurrently. Recommendation: • Town's code be immediately changed so that at the time of qualification for employee housing and at any time thereafter, the purchaser may not own or purchase property— commercial, residential or vacant land — anywhere from Rifle to No Name to Independence Pass and including the Roaring Fork drainages within. • The Committee also recommends that language to that effect be contained in all contracts for future employee housing purchases. • Those who presently own property within those confines shall be forced to sell said property or vacate their employee housing units BEQUEATHING EMPLOYEE HOUSING Current Policy: 17-9 of Snowmass Village Municipal Code: "A transfer by operation of law, by will or inheritance, by a public trustee deed or a sheriffs deed pursuant to a foreclosure sale shall be exempt from the procedures set forth in.Section 17-4, (resale & seniority) provided written notice shall be provided to the Housing Manager providing information to support that an exempt transaction has occurred." Rationale: The Housing Committee would like to see that all occupants of employee housing meet the qualifications for ownership. Recommendation: • Section 17-9 shall be changed to a life estate which will make the property one's own (and the owner's current spouse's) for no longer than the term of their lives. -7• APPLICATION PROCESS Current Policy: Each time a unit is up for bid, an interested purchaser must fill out the application and pay $10 to the housing office to be included in the lottery. Rationale: As of now, the application process represents a snapshot as to one's present financial and employment situation. Recommendation: • The application shall last for one year from the time it is turned in to the housing office. • The application shall be updated each year with current copies of tax returns to determine one's financial and employment history. • The applicant must pay $25 per bid and complete a bid sheet for each unit he or she wishes to bid on. RENTAL WITHIN OWNER UNITS Current Policy: Section 17-7 paragraph (c) states: Without the approval of the Town Council, the owner of a housing unit of at least two (2) bedrooms may rent one (1) bedroom to a maximum of two (2) people. Provided, however, the owner occupant must reside in the unit at all times, must occupy a bedroom in the housing unit and must receive prior approval for any such rental from the association in which the housing unit exists. Rationale: The benefits of maintaining a rental pool through owners' units outweighs the negative impacts of congestion, noise, and increased traffic. The rental pool among employee housing owners' units should mirror that of the employee housing rental units as far as qualification and cost of renting. Recommendation: • The owner shall register his or her tenant with the Housing Office. • Each tenant must meet current employment and residential requirements. • The owner shall not charge more than the fair market value for a comparable space within the employee housing rental pool as prescribed by the housing office. • Disputes between owner and tenant are the sole responsibility of the owner and tenant or their homeowners associations, not the housing office. Anderson Ranch Arts Center A Community Partnership • Established in 1966. Anderson Ranch is an internationally renowned non-profit organization based in Snowmass Village. $3 million annual operation budget with 23 fulltime year-round and 35 part-time seasonal employees. 50%+ of our financial support comes from private donations and grants: an amount that must be raised annually. 20,000 client days in 2001. Clients reside in Snowmass Village lodgings and eat and shop in village businesses during their one- week to 3-month stays (average 15.3 days). Recent national/ international media coverage includes The New York Times, Sunset Magazine, The Denver Post, In-Style, Child Magazine, Discovery Channel, and Oxygen Channel and national coverage in numerous trade magazines. Recognized as a model which other resort communities are dedicating significant resources to copy. Visiting representatives from resorts such as: Sun Valley, Idaho; Mammoth, California; Whistler, British Columbia; Sundance, Utah; and resorts in Japan, Taiwan, to name a few. This year, 88 village residents served through workshops and hundreds more attend lectures, performances, studio tours, community picnics, exhibition openings, holiday events and other free outreach activities. 200+ local children and classroom teachers receive high quality arts education through workshops (with a strong, growing scholarship program). Several thousand served annually through outreach programs in the Aspen, Rifle, Silt and New Castle schools. • Over $1 million invested recently to develop facilities that serve the community free of charge including a community meeting hall and art gallery. Facilities are also made available without charge to local for-profit, non-profit and government organizations — including: JazzAspen, Filmfest, Challenge Aspen, Aspen High School, Aspen Community School, White River National Forest, Snowmass Chapel, CMC, Colorado Rocky Mountain School, Snowmass Club, Village Leadership Forum and the Arts Advisory Board. q We Anderson Ranch Arts Center A Community Partnership Our guiding beliefs: • Anderson Ranch has an established record of service, success and sustainability. Resources allocated by the Town of Snowmass Village provide opportunities to a large number of residents and visitors to enjoy fulfilling, meaningful and distinctive experiences • The success of non-profit organizations in our community requires a broad base of support from individuals, businesses, government and other institutions. • Protecting and enhancing the community's core assets, including its cultural and educational programs, is critical to the health and vibrancy of Snowmass Village. • Through its support, the Town of Snowmass Village is a leader in setting the philanthropic tone for other institutions and individuals. • The partnership between Anderson Ranch Arts Center and Snowmass Village is mutually beneficial. Together, we enhance the local, national and international reputation of the community. �4 TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Agenda Item: Temporary Mill Levy Rate Reduction Presented By: Marianne Rakowski, Finance Director Core Issues: ➢ The Town must certify our mill levy to Pitkin County by December 15, 2001. We intend to adopt the mill levy on December 10, 2001. ➢ Due to the possibility of decreasing assessed values in future years (growth from new development is already picked up as part of the formula), the Town may want to consider a temporary mill levy rate reduction in order to preserve our current mill levy of .768 for the General Fund. General Information: Under the 1992 Taxpayer's Bill of Rights (TABOR), governments are restricted from increasing their mill levies without a vote of the people. A mill levy is a rate of tax, which results in one dollar of revenue for every one thousand dollars of assessed valuation. Governments were further restricted from collecting additional property tax revenue beyond the previous years revenue adjusted for local growth and the Denver-Boulder consumer price index percentage change. Over the years, the Towns assessed values have continued to grow, which has caused the mill levy to decrease. Due to the changes in the economy at the national and local level, there is a possibility that the Towns assessed value may begin to decrease. If that occurs, there is no way to increase the mill levy to continue to collect the same amount of property tax revenue for the general fund as in previous years without going to the voters. The purpose in establishing a "temporary mill levy rate reduction" is to protect the Town from further decreasing its mill levy and to allow the Town to increase its mill levy (up to the 2001 level of .768) in years that we might have a decrease - _ 11 in assessed values. The Town has never considered doing a "temporary mill levy rate reduction" in the past because the assessed valuation was expected to increase plus there was the possibility that this practice could be challenged. After multiple conversations with the Department of Local Affairs, they believe there is no risk to implementing a "temporary mill levy rate reduction" and in fact, many municipalities and special districts (such as Pitkin County, Crested Butte and Glenwood Springs) have already implemented this. The TABOR amendment allows for the 'temporary mill levy rate reduction" (the intended purpose for this language was to allow an avenue for municipalities to give refunds without reducing their mill levy). The net impact for taxpayers for 2002 is the same under both calculations. The way this would work is illustrated on the attached worksheet. Council Options: ✓ Institute the "temporary mill levy reduction" ✓ Do not institute the 'temporary mill levy reduction" Staff Recommendation: Institute the 'temporary mill levy reduction" through the resolution to adopt the mill levy scheduled for the December 10, 2001 Town Council meeting. 0 TOWN OF SNOWMASS VILLAGE GENERALFUND Temporary Mill Levy Reduction What would happen ff the assessed value were to drop by 5%in 2003 7 Under current Under proposed calculation calculation Current Proposed Assessed Value Assessed Value Calculation Calculation drop of 5% drop of 5% J (on 2442 2442 2441 2441 1 Assessed Valuation $ 279,086,660 $ 282,445,110 $ 338.878,250 $ 338,878,250 $ 321,934,338 $ 321,934,338 Mill Levy 0.768 0.768 0.686 0.768 0.686 0.768 WTemporary Mfll Levy Reduction 0 0 0 -0.082 0 -0.046 1 Adjusted Mill Levy 0.768 0.768 0.686 0.686 0.686 0.722 General Fund Property Tax Revenue $ 214,339 $ 216,918 $ 232,470 $ 232,470 $ 220,847 $ 232,437 The Town would lose approximately $11,590 In revenue under this scenario TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Agenda Item: Public Comment and Discussion: Resolution No. 45, Series of 2001, concerning the Snowmass Chapel Expansion Planned Unit Development Sketch Plan and whether to grant the applicant authorization to proceed to a Preliminary Plan PUD submission. Presented By: Jim Wahlstrom, Senior Planner Core Issues: . For the reasons stated within the "General Info." Section below, the Public Hearing for this item will not occur at this meeting. Since all but four of the surrounding property owners had received notice of a public hearing to occur during the December 3 meeting, staff recommends that public testimony be received during the meeting. A subsequent, properly noticed public hearing will be required. • Although staff has prepared a draft resolution, it is not included in this report. Staff received word early Friday, November 30 that the applicant wishes to table further consideration of the Sketch Plan at this time so that a modified proposal could be prepared to provide additional information in response to comments from the general public and direction received from the Town Council concerning the mass and scale of the building. They would then request scheduling the modified proposal for consideration in early February 2002. Please see the attached letter. General Info: Staff was alerted that four property owners, located out of the country, were not notified by the applicant of the public hearing that had been scheduled to occur on December 3, 2001. Under the advisement of the Town Attorney, subsequent publication of a new legal notice will need to occur. Staff will also send courtesy notices of the hearing to the owners within Snowmass Villas ("Blue Roofs") since the Snowmass Villas property is located beyond the 300-foot limit for the required public hearing notices to nearby property owners. Council Options: 1) Discuss the applicant's request that this item be continued in order to grant them the opportunity to amend the proposal. Then authorize the applicant to modify their proposal and provide direction to staff and the applicant regarding modifications that are desired, additional information or material required, and studies that are needed for a February 2002 re-review; OR 2) Reject the applicant's request and direct staff to provide a resolution for review at the December 17 meeting. 3) Take comments from the public if appropriate. Staff Staff recommends that the applicant's request be accepted. Recommendation: MEMO do P:\user\cconrad\MS Word Docs\Snowmass Chapel\TC Memo2 12-03-01 S' ass Chapel Exp Sketch Plan.doc 1 SNOWMASS CHAPEL Vision 10 Campaign November 30, 2001 SANCTUARY COUNCIL Town of Snowmass Village Rod&Barbara Burwell Jiro&Dianne Light Town Council Members Truck&Adrienne Morrison Guy&Linda Rutland Re: Request to Amend Tom&Lois Sande Jim&Sally Tottey ENDOWMENT FUND Dear Town Council: Woody Beville David Bork Jim Light On behalf of the Snowmass Chapel and Community Center,Inc., a Guy Rutland Colorado non-profit corporation and the members of the Sanctuary Tom Sande Council, we make this formal request to amend our sketch plan and ORGAN COMMITTEE PUD application regarding the expansion of our facilities. Hal Laster Lou Guthrie David Bork We wish for the Council members to know that we are listening to Adrianne Clingan comments made by each of you. Further, we Wish to be able to Adrienne Morrison respond to the constructive comments made by members of the BOARD OF TRUSTEES community. Since some of our Sanctuary Council members are Bob Beasley second-home owners, we will not be able to meet until early Woody Beville January. Bill Boineau Bill Burwell Art Cerre We request a continuance pursuant to Section 16A-5-300(b), Joe Farrell Requests for Additional Information, of the Snowmass Village Nancy Ferguson Municipal Code. We need this continuance to provide new Jim Light,Chair Margo Lykins information and to amend our proposal in response to directions we Guy Rutland,III have received from the Town Council. Lois Sande Rick Stephens Julie wood We plan to submit redesigned plans for the Sanctuary and related community facilities in mid-January 2002. SCCCSTAFF Edgell Franklin Pyles,Ph.D. Chaplain Deaconess Gretchen Enoch,A.LM. Sincerely, Assistant Chaplain Heather Gos ^ Administrative Director Gretchen Cole New Sanctuary Coordinator (f Debbie Dietz Shore Program Coordinator James W. Light Tiro Burke Property Manager cc: Sanctuary Council mow 15 ♦ PO Box 17169 Snowmass Village,Colorado 81615•Phone 970/923619 •FAX 970/923-6092•E-mail:sccc@aspeninfo.com TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Presented By: Stephen R. Connor, Town Attorney Subject: ORDINANCE No. 26, SERIES OF 2001 A ORDINANCE ESTABLISHING A SCHEDULE AND PROCEDURE FOR REGULAR MEETINGS OF THE TOWN COUNCIL AND AMENDING AND RESTATING SECTION 2-46 OF THE MUNICIPAL CODE Overview: No changes to the proposed Ordinance have occurred since first reading. Section 4.1 of the Home Rule Charter requires that the Town Council meet at least twice monthly on dates designated by resolution. Many resolutions have been adopted by the Town Council since the inception of the Home Rule Charter establishing and modifying the dates of regular Town Council meetings. By Resolution No. 18, Series of 2001 the Town Council established a regular meeting date schedule to be the first, second and third Mondays of each month. There is no Municipal Code provision that codifies the regular meeting schedule of the Town Council. By adoption of this Ordinance and its companion resolution, Resolution No. 50, Series of 2001, a Municipal Code section will be created setting forth the regular meeting schedule, the procedure to change the date of regular meeting automatically if it falls on a Town observed holiday and the procedure to add additional regular meetings in any month. Once codified, the meeting procedure will be easily found in the Municipal Code. Recommendation: Adopt the Ordinance on second reading. 1 �r_r I TOWN OF SNOWMASS VILLAGE 2 TOWN COUNCIL 3 4 ORDINANCE No. 26 5 SERIES OF 2001 6 7 A ORDINANCE ESTABLISHING A SCHEDULE AND PROCEDURE FOR REGULAR 8 MEETINGS OF THE TOWN COUNCIL AND AMENDING AND RESTATING SECTION 9 2-46 OF THE MUNICIPAL CODE. 10 11 WHEREAS, the provisions of Section 4.1 Regular Meetings of the Home Rule 12 Charter states in part as follows: 13 14 The Council shall meet regularly at least twice each month at a day and 15 hour to be fixed by resolution. Notice of all regular meetings shall be 16 posted permanently in at least two locations in the Town ordinarily used 17 for public notices. The agenda of each regular meeting shall be posted in 18 a public place within the Town at least forty-eight (48) hours in advance of 19 such meetings; and 20 21 WHEREAS, the Town Council desires to establish a codified schedule for regular 22 meetings within the meaning of Section 4.1 of the Home Rule Charter; and 23 24 WHEREAS, to promote efficiency in government the Town Council has 25 determined that designated days of the month for regular meetings is beneficial; and 26 27 WHEREAS, by designating three regular meetings each month, the Town 28 Council finds that it will be able to address matters that are not on the agenda and 29 approve ordinances on second reading, thereby allowing greater flexibility to conduct 30 the business of the Town Council in a more efficient and expeditious manner; and 31 32 WHEREAS, the. Town Council finds that the adoption of this Ordinance is 33 necessary for the immediate preservation of the public health, safety and welfare. 34 35 NOW, THEREFORE, BE IT ORDAINED, by the Town Council of the Town of 36 Snowmass Village, as follows: 37 38 1. Regular Meeting Schedule. Section 2-46 Organizational meeting of new 39 Town Council is hereby amended and restated as follows: 40 41 2-46 Town Council Meetings. Regular Meetings of the Town Council will 42 occur on the first, second and third Monday of each month. In the event 43 that the date of a regular meeting occurs on a legal holiday as defined in 44 Section 1-21, then the meeting shall occur on the Tuesday immediately n 45 following the Monday that is the legal holiday. The Town Council may by 46 Resolution change the date for a regular meeting, or designate additional 47 meetings. 48 49 2. Conflict Resolution. In the event that the provisions of this Ordinance are in 50 conflict with the provisions of any other Resolution adopted by the Town Council, the 51 provisions of this Ordinance shall be controlling. All conflicting provisions are hereby 52 rendered null and void and of no effect. It is the intention of the Town Council that this 53 Ordinance accomplish the designation of regular meetings required by Section 4-1 of 54 the Home Rule Charter. 55 56 3. Severabilitv. If any provision of this Ordnance or application hereof to any 57 person or circumstance is held invalid, the invalidity shall not affect any other provision 58 or application of this Ordinance which can be given effect without the invalid provision or 59 application, and, to this end, the provisions of this Ordinance are severable. 60 61 READ, APPROVED AND ADOPTED by the Town Council of the Town of 62 Snowmass Village on First Reading on November 19, 2001 upon a motion by Council 63 Member Mercatoris, the second of Council Member Purvis, and upon a vote of 5 in 64 favor and 0 against. 65 66 READ, APPROVED AND ADOPTED by the Town Council of the Town of 67 Snowmass Village on Second Reading on December 3, 2001 upon a motion by Council 68 Member the second of Council Member and upon a vote of 69 _ in favor and _ against. 70 71 TOWN OF SNOWMASS VILLAGE 72 73 74 75 76 T. Michael Manchester, Mayor 77 78 ATTEST: 79 80 81 82 83 Trudi Worline, Town Clerk .fig. TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Presented By: Stephen R. Connor, Town Attorney Subject: RESOLUTION No. 50, SERIES OF 2001 A RESOLUTION ESTABLISHING A SCHEDULE AND PROCEDURE FOR REGULAR MEETINGS OF THE TOWN COUNCIL AND DESIGNATING SECTION 2-46 OF THE MUNICIPAL CODE AS THE PROCEDURE REQUIRED BY THE HOME RULE CHARTER. Overview: This Resolution is adjunct to Ordinance No. 26, Series of 2001 which is scheduled for final adoption on December 3, 2001. As discussed in relation to the consideration of Ordinance No. 26, Section 4.1 of the Home Rule Charter requires that the Town Council meet at least twice monthly on dates designated by resolution. By the adoption of Ordinance No. 26 and this Resolution a Municipal Code section will be created and designated codifying the meeting procedure in the Municipal Code. This Resolution must be adopted to satisfy the Home Rule Charter requirement that the meeting schedule be designated by resolution. Recommendation: Adopt the Resolution if Ordinance No. 26, Series of 2001 has been adopted on second reading, otherwise table it for consideration after the final adoption of the Ordinance. 1 ��r I TOWN OF SNOWMASS VILLAGE 2 TOWN COUNCIL 3 4 RESOLUTION No. 50 5 SERIES OF 2001 6 7 A RESOLUTION ESTABLISHING A SCHEDULE AND PROCEDURE FOR REGULAR 8 MEETINGS OF THE TOWN COUNCIL AND DESIGNATING SECTION 2-46 OF THE 9 MUNICIPAL CODE AS THE PROCEDURE REQUIRED BY THE HOME RULE 10 CHARTER. 11 12 WHEREAS, the provisions of Section 4.1 Regular Meetings of the Home Rule 13 Charter states in part as follows: 14 15 The Council shall meet regularly at least twice each month at a day and 16 hour to be fixed by resolution. Notice of all regular meetings shall be 17 posted permanently in at least two locations in the Town ordinarily used 18 for public notices. The agenda of each regular meeting shall be posted in 19 a public place within the Town at least forty-eight (48) hours in advance of 20 such meetings; and 21 22 WHEREAS, by the adoption of Ordinance No. 26, Series of 2001, the Town 23 Council has codified the schedule for regular meetings within the meaning of Section 24 4.1 of the Home Rule Charter as Section 2-46 of the Municipal Code; and 25 26 WHEREAS, the provisions of the Section 2-46 of the Municipal Code as adopted 27 by Ordinance No. 26, Series of 2001 state as follows: 28 29 Regular Meetings of the Town Council will occur on the first, second and 30 third Monday of each month. In the event that the date of a regular 31 meeting occurs on a legal holiday as defined in Section 1-21, then the 32 meeting shall occur on the Tuesday immediately following the Monday 33 that is the legal holiday. The Town Council may by Resolution change the 34 date for a regular meeting, or designate additional meetings; and 35 36 WHEREAS, the Town Council desires to designate the meeting dates and 37 procedure set forth in Section 2-46 of the Municipal Code as the regularly scheduled 38 meetings of the Town Council within the meaning of Section 4.1 of the Home Rule 39 Charter; and 40 WHEREAS, the Town Council finds that the adoption of this Resolution is 41 necessary for the immediate preservation of the public health, safety and welfare. 42 43 NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of 44 Snowmass Village, as follows: 45 46 1. Regular Meeting Schedule. To insure compliance with the provisions of the 47 Section 4.1 of the Home Rule Charter, the Town Council hereby designates that 48 Regular Meetings of the Town Council will occur in accordance with the provisions of 49 the Section 2.46 of the Municipal Code, as it currently exists or may hereafter be 50 amended. 51 52 2. Conflict Resolution. In the event that the provisions of this Resolution are in 53 conflict with the provisions of any other Resolution adopted by the Town Council, the 54 provisions of this Resolution shall be controlling. All conflicting provisions are hereby 55 rendered null and void and of no effect. It is the intention of the Town Council that this 56 Resolution accomplish the designation of regular meetings required by Section 4-1 of 57 the Home Rule Charter. 58 59 3. Effective Date. The provisions of this Resolution shall become effective 60 contemporaneously with the provisions of Ordinance No. 26, Series of 2001 on 61 December 18, 2001 62 63 4. Severability. If any provision of this Resolution or application hereof to any 64 person or circumstance is held invalid, the invalidity shall not affect any other provision 65 or application of this Resolution which can be given effect without the invalid provision 66 or application, and, to this end, the provisions of this Resolution are severable. 67 68 READ, APPROVED AND ADOPTED by the Town Council of the Town of 69 Snowmass Village on December 3, 2001 upon a motion by Council Member 70 the second of Council Member , and upon a vote of _ in 71 favor and _ against. 72 73 TOWN OF SNOWMASS VILLAGE 74 75 76 77 78 T. Michael Manchester, Mayor 79 80 ATTEST: 81 82 83 84 85 Trudi Worline, Town Clerk TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Presented By: Gary Suiter Subject: Resolutions No. 47 and No. 48, Series of 2001 AUTHORIZING THE EXPENDITURE OF FUNDS FOR BUDGETED CONTRACTS TO CULTURAL ARTS, RECREATION AND HUMAN SERVICE ORGANIZATIONS. Core Issues: ■ Total 2002 budget is $91,000.00. ■ With the $9,000.00 reduction in the Anderson Ranch grant award, Council needs to provide direction on whether and how those funds should be redistributed to other agencies. General Info: The Citizen's Grant Review Board (CGRB) has reviewed the 2002 Grant requests and presented their recommendations to the Town Council. The CGRB's recommendations are reflected in the "Grants-at-a-Glance" in this packet. Resolution No. 47 reflects a Council directed reduction in the grant award to Anderson Ranch Arts Center. The Anderson Ranch grant was reduced from $10,000 to $1,000. Council has directed $1,500 of these savings to be awarded to Christian Mosiman to offset travel expenses for his snowboarding competitions this winter. Staff needs direction on whether the remaining $7,500 should be redistributed and how that redistribution might work. Resoolution No. 48 reflects the grant awards as recommended by the CGRB. Staff Increase Anderson Ranch grant award to $5,000.00, award Recommendation: $1,500 to Christian Mosiman and distribute the remaining $3,500 equally to the twenty human service agencies ($175 each). Als r TOWN OF SNOWMASS VILLAGE TOWN COUNCIL RESOLUTION NO. 47 SERIES OF 2001 A RESOLUTION AUTHORIZING THE EXPENDITURE OF FUNDS FOR BUDGETED CONTRACTS TO CULTURAL ARTS AND RECREATION ORGANIZATIONS WHEREAS, the Town Council has budgeted $27,500 to be distributed to cultural arts and recreation organizations in 2001; and WHEREAS, the Town Council is committed to supporting and promoting cultural arts and recreation programs; and WHEREAS, the Citizens Grant Review Board has carefully reviewed the grant request submitted by arts and recreation organizations. NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Snowmass Village, Colorado that the following donations be made: Section One: Grant Awards Anderson Ranch Arts Center .......................................................$ 1,000 Aspen Ballet Company & School ................................................. 1,000 Aspen Choral Society................................................................... 2,000 Aspen Community Theater........................................................... 1,000 Aspen Dance Connection............................................................. 500 Aspen Film Festival ...................................................................... 500 Aspen Historical Society............................................................... 1,500 AspenJunior Hockey ................................................................... 2,000 Aspen Music Festival & School .................................................... 2,000 Aspen Skating Club...................................................................... 500 Aspen Theater in the Park............................................................ 750 Aspen Valley Ski & Snowboard Club............................................ 4,000 Aspen/Snowmass Council For The Arts....................................... -0- ProjectGraduation ....................................................................... 1,000 Roaring Fork Baseball.................................................................. 250 S.P.A.R.C..................................................................................... -0- Spellbinders ..... 500 $18,500 TC Reso 00-51 Page 2 Section Two: Disbursement The expenditure of funds will be made in full on or before March 31, 2002. INTRODUCED, READ AND ADOPTED as amended, by the Town Council of the Town of Snowmass Village, Colorado on the 3rd day of December, 2001 with a motion made by Council member and seconded by Council member . The motion was approved by a vote Of in favor to opposed. Council Member abstained. TOWN OF SNOWMASS VILLAGE T. Michael Manchester, Mayor ATTEST: Trudi Worline, Town Clerk wily • TOWN OF SNOWMASS VILLAGE TOWN COUNCIL RESOLUTION NO. 48 SERIES OF 2001 A RESOLUTION AUTHORIZING THE EXPENDITURE OF FUNDS FOR BUDGETED CONTRACTS TO CHARITABLE AND SERVICE ORGANIZATIONS WHEREAS, the Town Council has budgeted $63,500 to be distributed to charitable and service organizations in 2002; and WHEREAS, the Town Council is committed to supporting community services that the Town is not staffed to proved; and WHEREAS, the Citizens Grant Review Board has carefully reviewed the grant request submitted by charitable and service organizations. NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Snowmass Village, Colorado that the following donations be made: Section One: Grant Awards Asistencia Para Latinos (APL)......................................................$1,500 AspenBuddy Program ................................................................. 1,500 Aspen/Basalt Care Clinic.............................................................. -0- Aspen Camp School for the Deaf................................................. 2,500 Aspen Counseling Center ............................................................ 3,000 AspenInstitute.............................................................................. -0- Aspen Valley Community Foundation .......................................... 1,000 AspenYouth Center..................................................................... 2,000 ChallengeAspen.......................................................................... 4,500 Columbine Homemakers For Independent Livings ...................... 2,000 Community Health Services.........................................................10,000 Healthy Mountain Communities.................................................... -0- Independence Pass Foundation................................................... 1,000 LeadershipAspen ........................................................................ 500 LittleFeet Day Care ..................................................................... 3,000 Little Red Schoolhouse"..............................................................10,000 Pitkin County Senior Services ...................................................... 3,000 Response..................................................................................... 3,500 RoaringFork Hospice................................................................... 5,000 Sopris Therapy Services .............................................................. 2,500 Valley Partnership for Drug Prevention ........................................ 4,000 aw s TC Reso 00-52 Page 2 White River Conservation Project ................................................ -0- Women's Foundation of Colorado................................................ 500 Youth Zone (Garfield Youth Services).......................................... 2,500 **Plus in-kind bus service $63,500.00 Section Two: Disbursement The expenditure of funds will be made in full on or before March 31, 2002. INTRODUCED, READ, AND ADOPTED as amended, by the Town Council of the Town of Snowmass Village, Colorado on the 3rd day of December, 2001 with a motion made by Council member and seconded by Council member The motion was approved by a vote of in favor to opposed. Council Member TOWN OF SNOWMASS VILLAGE T. Michael Manchester, Mayor ATTEST: Trudi Worline, Town Clerk WaXI GRANTS AT A GLANCE For 200112002 Budget Town of Snowmass Villa e CULTURAL ARTS & RECREATIONAL 2002 2002 2002 2001 2000 1999 Key Requests Recommend Donation Donation Donation Donation Anderson Ranch Arts Center 15,000.0 10,000.00 11,000 10,000 12,000 0 Aspen Ballet Company & School 3,500.00 1,000.00 3,000 -0- -0- Aspen Choral Society 10,000.0 2,000.00 2,000 -0- -0- 0 Aspen Community Theater 2,000.00 1,000.00 2,000 -0- -0- As en Dance Connection 1,000.00 500.00 1,000 -0- -0- As en Film Festival 5,000.00 500.00 -0- -0- -0- As en Historical Society 3,500.00 1,500.00 2,500 1,000 -0- Aspen Junior Hockey* 10,000.0 2,000.00 -0- -0- -0- 0 Aspen Music Festival & School 3,000.00 2,000.00 3,000 3,000 3,000 Aspen Skating Club 2,000.00 500.00 -0- 1,000 500 Aspen Theatre in the Park 1,750.00 750.00 3,000 2,000 -0- Aspen Valley Ski/Snowboard Club 10,000.0 4,000.00 6,000 6,000 3,500 0 Aspen/Snowmass Council for the Arts* 18,000.0 -0- -0- -0- 0 -0- Pro'ect Graduation 2001 1,500.00 1,000.00 1,000 1,000 1,000 Roaring Fork Baseball 1,000.00 250.00 -0- -0- -0- S.P.A.R.C.* 50,000.0 -0- -0- -0- -0- 0 Spellbinders 1,500.00 500.00 1,250 1,250 1,000 2001102 BUDGET= 138,750. 27,500.00 35,750 41,250 $39,100 00 Keys: * = First time applicant = Redd financial account. statement for 2000 on Time = Rec'd financial account. statement for 2000 GRANTS AT A GLANCE For 200112002 Budget Town of Snowmass Villa e CHARITABLE AND SERVICE 2002 2002 2002 2001 2000 1999 ORGANIZATIONS Key Requests Recommend Donation Donation Donation Donation Asistencia Para Latinos APL 2,500.00 1,500.00 3,000 3,000 Aspen Buddy Program* 5,000.00 1,500.00 -0- -0- -0- As en Camp School for the Deaf 6,000.00 2,500.00 5,000 4,000 4,000 Aspen Counseling Center 3,000.00 3,000.001 3,000 3,000 3,000 Aspen Institute 2,500.00 -0- 1 2,000 -0- 1,000 Aspen Valley Community Foundation 1,250.00 1,000.00 1,250 1,250 750 Aspen Youth Center 4,000.00 2,000.00 4,000 3,500 3,500 Aspen/Basalt Care Clinic 5,000.00 (NO SHOW) 2,500 2,500 2,500 -0- Challenge Aspen 9,440.00 4,500.00 4,500 8,000 8,000 Columbine Homemakers for Independent 2,000.00 2,000.00 -0- -0- -0- Living* Community Health Services 13,000.00 10,000.00 12,000 11,000 10,000 Healthy Mountain Communities' 3,000.00 (NO SHOW) -a -0- -0- -a Independence Pass Foundation 1,500.00 1,000.00 1,000 1,000 1,000 Leadership Aspen 500.00 500.00 -0- 600 550 Little Feet Day Care 5,000.00 3,000.00 -0- 3,000 5,000 Little Red Schoolhouse ("Add'I Request- 15,500.00 10,000.00 13,900 10,000 9,500 Bus Service) + in kind + services in kind services Pitkin County Senior Services 4,000.00 3,000.00 3,500 3,000 2,000 Response 3,500.00 3,500.00 3,500 3,000 3,000 Roaring Fork Hospice 5,000.00 5,000.00 5,000 5,000 So ris Therapy Services 5,250.00 2,500.00 3,000 2,000 - Valley Partnership for Drug Prevention 6,000.00 4,000.00 5,000 4,000 6,000 White River Conservation Project' 2,000.00 -0- Women's Foundation of Colorado 500.00 1 500.00 -0- 1 500 -0- Youth Zone Garfield Youth Services 3,500.00 1 2,500.00 2,500 1 2,500 1 1,500 2001/02 BUDGET= 108,940.00 63,500.00 78,1501 76,850 $66,300 Keys: ' = First time applicant " _ (Add'I Request for In kind Service) = Reed financial account. statement for 2000 on Time = Recd financial account. statement for 2000 TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Agenda Item: Discussion and Action: Resolution No. 52, Series of 2001, a resolution amending the subdivision exemption approval for Lot 1, Ridge Run Unit I, as set forth in Town Council Resolution No. 7, Series of 2001, to extend the deadline for recording the duplex condominium plat. Presented By: Chris Conrad, Planning Director Core Issues: Condition No. 8 of Resolution No. 7, Series of 2001, needs to be amended to extend the deadline for recording the condominium map and documents from August 1, 2001 to December 30, 2001. Unless this occurs, the original subdivision exemption approval granted January 15, 2001 will be considered null and void. Staff has been working with the applicants to complete the documents and approval has been given by the Town Attorney and Planning Director. The delay in completing this was due to the complexity of how to appropriately deal with the Manager's Quarters. That issue was resolved with the removal of the kitchen within the unit following the departure of the tenants. Staff recommends that the deadline for recording the documents be extended by the adoption of the enclosed resolution. General Info: Kenneth H. Roberts and K. Brent Waldron, as the owner's of Lot 1, Ridge Run Unit I, received Subdivision Exemption approval on January 15, 2001 in order to condominiumize the existing duplex located within that parcel. Resolution No. 7, Series of 2001, granted approval for the condominiumization but Condition No. 8 of the resolution contained a provision that the map and documents be recorded by no later than August 1, 2001. They are now ready to be recorded. The applicants have requested that Condition 8 be amended to extend the deadline until December 30, 2001. You may recall that one (1) unit of the duplex contained a "Manager's Quarters"which was to be registered as an Accessory Caretaker Unit or that the kitchen be removed prior to recording of the condominium map and documents. Considerable delay was involved in determining how the Manager's Quarters would be handled. The kitchen has now been removed and the space incorporated within one of the duplex units. Council Options: 1) Approve the resolution permitting the condominium map to be signed by the Mayor and recording of the map and documents; or 2) Deny the resolution effectively voiding the original subdivision exemption. Staff Recommendation: Staff recommends that the enclosed resolution be adopted. P:\user\cconrad\MS word Docs\Lot 1,Ridge Run I\TC Reso 01-52 TC Memo 01 Extend Deadline.doc 1 • TOWN OF SNOWMASS VILLAGE TOWN COUNCIL pR16111 0- RESOLUTION NO. 07 14' A000- SERIES OF 2001 [Previously Resolution No.29,Series of 2000] A RESOLUTION APPROVING A SUBDIVISION EXEMPTION FOR LOT 11 RIDGE RUN UNIT I, PERMITTING THE CONDOMINIUMIZATION OF THE EXISTING DUPLEX. WHEREAS, Kenneth H. Roberts and K. Brent Waldron ("Owners"), being the owner's of Lot 1, Ridge Run Unit I,according to the plat recorded December 1, 1967 in Plat Book 3 at Page 282 of the records of the Pitkin County Clerk and Recorder, had originally requested Subdivision Exemption approval in order to condominiumize the existing duplex and manager's quarters as three(3)separate units; and WHEREAS,the Owners amended their application on January 8,2001 and now wish to condominiumize the duplex into two (2) units while retaining the manager's quarters as an employee housing rental unit within a portion of the easterly duplex unit; and • WHEREAS, a building permit was issued by Pitkin County on August 11, 1969 permitting the construction of a duplex within the subject lot; and WHEREAS, correspondence within the Town Community Development Department building permit file would indicate that the Pitkin County Building Inspector had knowledge that a"manager's quarters"existed within the duplex as of November 1, 1971; and WHEREAS, Planning Commission Resolution No. 1, Series of 1989,which granted a setback variance allowing portions of the existing structure extending outside the building envelope to remain, identifies the manager's quarters as existing at that time; and WHEREAS, the Owners believe that the manager's quarters qualifies as a legal non-conforming use within the structure; and WHEREAS, said unit has been rented by the Owners as an employee unit during the period in which they have owned the property; and WHEREAS,the current tenant works within the community and has lived in the unit for more than ten (10)years; and . TC Reso 01-07 Page 2 WHEREAS, the Owners agree to make application to register and operate the manager's quarters as an accessory caretaker unit("ACU")in accordance with Section 16A-3-230(1) of the Snowmass Village Municipal Code (the "Municipal Code"); and WHEREAS,with approval of the ACU pursuant to Section 16A-3-230(1)(f) of the Municipal Code, the current and future owner(s)of the easterly duplex unit may continue to rent the ACU or remove the kitchen and incorporate it as living space within the duplex unit; and WHEREAS, the Town Council has reviewed the application and heard the recommendation of the Town Staff. NOW,THEREFORE, BE IT RESOLVED by the Town Council of the Town of Snowmass Village, Colorado: Section One: Findings. Based upon the information submitted and testimony in the record, the Town Council finds as follows: • 1. That the application was submitted in accordance with Section 16A- 5-520 of the Snowmass Village Municipal Code (the "Municipal Code"). An Improvement Survey and Exemption Plat were not submitted and will be required as specified within the Section Three below. 2. Sufficient evidence has been provided to demonstrate that the "manager's unit"existed at the time the Town was Incorporated and that the unit has been used and rented as employee housing during the period in which the Owners have owned the lot. The Town Council will, therefore, now find that the managers unit can be accepted for use as an ACU but only if in a manner consistent with Section 16A-3-230(1) of the Municipal Code. 3. That the request is consistent with the Review Standards for granting a subdivision exemption as contained in Section 16A-5-530 of the Municipal Code. Section Two: Action. The Town Council hereby grants subdivision exemption approval for Lot 1, Ridge Run Unit I, permitting the condominiumization of the existing duplex into two (2) separate units Said approval is subject to satisfying the conditions specified within in Section Two below. Further,the approval • granted pursuant to this resolution shall not take effect until such time as Condition 2 below is satisfied. • TC Reso 01-07 Page 3 Section Two: Conditions of Approval. This approval is subject to the Owners satisfying the following conditions: 1. The Owners have agreed to make application for the Manager's Quarters to be approved as a pre-existing ACU pursuant to the provisions of Section 16A-3-230(1)(f)of the Municipal Code. The ACU will be as generally depicted within Exhibit A. 2. Said application shall be made and the ACU, if approved, shall be registered in accordance with Section 16A-3-230(3), Accessory unit completion and registration,of the Municipal Code. If application is not made or approved,the kitchen within the area depicted within Exhibit A shall be removed and the area may no longer be rented as a separate dwelling unit. 3. An Improvement Survey and Exemption Plat, being the condominium map(s), and condominium documents shall be submitted to the Community Development Department for review by the Planning • : Director and Town Attorney. The limited common elements shall be clearly defined to allocate adequate on-site parking to each unit as required by Section 16A-4-310(b) of the Municipal Code. 4. The maximum allowed floor area limit for the lot is 4,500 square feet. The condominium declarations shall specify how this floor area is to be apportioned between the two (2) units. 5. The applicant shall complete all actions or matters which in the opinion of the Planning Director and Town Attorney are necessary to satisfy or dispense with requirements of this resolution and the Snowmass Village Land Use and Development Code before the subject condominium map(s) may be placed of record. 6. Should problems arise that cannot properly be resolved at the administrative level,they will be presented to Town Council for direction. 7. Two (2) mylar sets of the condominium map shall be provided to the Town for review and approval as to technical and substantive completion by the Town Attorney and Planning Director. One(1)setwill be retained by the Community Development Department and the other shall then be recorded, at applicant's expense, with the Pitkin County • Clerk and Recorder. Recording information for the condominium documents and map shall be provided to the department afterthey have aa alp • TC Reso 01-07 Page 4 been recorded. A copy of the recorded condominium map,reduced to 8 '/z" X 11" in size, shall be provided to the Community Development De artment for attachment as Exhibit B of this resolution. Ael ! B. The condominium map and documents shall be recorded in accordance with the terms and conditions of this resolution on or before August 1, 2001;otherwise,this resolution shall be null and void and of no effect as of that date unless further extended for good cause by the Town Council.. Section Five: Direction to Town Clerk. Following recording of the condominium map and condominium documents,the Planning Director shall provide a reduced copy of the map to the Town Clerk who shall then attach said map(s)as Exhibit"B" of this resolution. INTRODUCED, READ AND ADOPTED,on the motion of Council Member Mercatoris and the second of Mayor Manchester , by a vote of 5 in favor and 0 against, on the 15th day of January, 2001. • TOWN OF SNOWMASS VILLAGE T. Michael Ma chester, Mayor ATTEST: dRH ON,A B. COXON, Deputy Town Clerk KlShered/Clerk/Ord.TC/01-07 SubdExmpt Lot 1,RRI • I EXHIBIT "A" Resolution No.OT, Series of 2001 (Page 0 • Dear Chris, Here are my measurements for the square footage of 19 Northridge Lane Unit 3. I have included the Storage area in the total but I am not sure if it is considered living space. It has bare walls, insulation, pipes all over, and no windows. I use it for storage and a workbench. Here is the breakdown. Kitchen. 14x14 196 square feet. Living room 14x14196 square feet. Boy's room. 14x10140 square feet: Master bedroom. 10.5x15 157.5 square feet. Bath room. 7x5 35 square feet. Hallway. 16x4 80 square feet. Old sauna room converted to computer area attached to master bedroom. 12x8.5 102 square feet. Storage area. 14x12 168 square feet. This gives us a total of 1074.5 if my math is correct. Hope this helps...And thanks for all your hard work on this project. Rocky Huber and Family. EXHIBIT" O • Resolution No. 07, Series of 2001 (Page 2 of 2) �1s 1 0 u DO uo ;ECI-I P� '1 1� 5�*J • Sue, p Q,1!A I ?Q���i .Vi'R\el I I; I �S�pIPtX ��F� Uid 56o�,xr M,.tr 1\h�5�� • �Q ' Used k'oe C(osAk. /40f -to scale TOWN OF SNOWMASS VILLAGE TOWN COUNCIL RESOLUTION NO. 52 SERIES OF 2001 A RESOLUTION AMENDING THE SUBDIVISION EXEMPTION APPROVAL FOR LOT 1, RIDGE RUN UNIT I,AS SET FORTH IN TOWN COUNCIL RESOLUTION NO. 7, SERIES OF 2001,TO EXTEND THE DEADLINE FOR RECORDING THE DUPLEX CONDOMINIUM PLAT. WHEREAS, Kenneth H. Roberts and K. Brent Waldron ("Owners"), being the owner's of Lot 1, Ridge Run Unit I, according to the plat recorded December 1, 1967 in Plat Book 3 at Page 282 of the records of the Pitkin County Clerk and Recorder, had originally requested Subdivision Exemption approval in order to condominiumize the existing duplex located within Lot 1; and WHEREAS, Town Council Resolution No. 7, Series of 2001 ("Resolution 7"), granted conditional approval for said condominiumization to occur; and WHEREAS, Condition No. 8 of Resolution 7 specified that: "The condominium map and documents shall be recorded in accordance with the terms and conditions of this resolution on or before August 1, 2001; otherwise, this resolution shall be null and void and of no effect as of that date unless further extended for good cause by the Town Council." : and WHEREAS, the condominium maps and documents have now been received, reviewed and approved by the Town Attorney and Planning Director;and WHEREAS, said maps are suitable for the Mayor's signature and both the maps and documents may now be recorded provided the deadline contained within Condition No. 8 of Resolution 7 is amended to provide until December 30, 2001 for recording to occur; and WHEREAS, the Town Council has reviewed the request and heard the recommendation of the Town Staff; and WHEREAS, the Town Council finds that good cause has been shown to support extending the deadline until December 30, 2001 for the recording of the subject maps and documents. NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Snowmass Village, Colorado: The Town Council hereby grants approval to amend Condition No. 8 of Town TC Reso 01-25 Page 2 Council Resolution No. 7, Series of 2001, to read as follows: 8. The condominium map and documents shall be recorded in accordance with the terms and conditions of this resolution on or before December 30, 2001 subdivision exemption approval for Lot 1, Ridge Run Unit I, permitting the condominiumization of the existing duplex into two (2) separate units. INTRODUCED, READ AND ADOPTED, on the motion of Council Member and the second of Council Member , by a vote of_ in favor and against, on the 3rd day of December, 2001. TOWN OF SNOWMASS VILLAGE T. Michael Manchester, Mayor ATTEST: Trudi Worline, Town Clerk TOWN COUNCIL COMMUNIQUE Meeting Date: December 3, 2001 Presented By: Stephen R. Connor, Town Attorney Hunt Walker, Public Works Director Subject: ORDINANCE No. 20, SERIES OF 2001 AN ORDINANCE AMENDING THE PROVISIONS OF THE MUNICIPAL CODE TO REDEFINE PROJECTS THAT ARE SUBJECT TO THE PROVISIONS OF CHAPTER 4 ARTICLE 6 Overview: This Ordinance addresses the definition of a Project within the meaning of the Initiative Ordinance, as codified. The definition of Project is amended to exempt Snowmelt Road projects. By approval of the Ordinance, the expense of an election will be avoided and the Snowmelt Road project can proceed on schedule. This Ordinance was prepared as directed by the Town Council at the November 19, 2001 meeting. Recommendation: Adopt the Ordinance on first reading. TOWN OF SNOWMASS VILLAGE TOWN COUNCIL ORDINANCE No. 20 SERIES OF 2001 AN ORDINANCE AMENDING THE PROVISIONS OF THE MUNICIPAL CODE TO REDEFINE PROJECTS THAT ARE SUBJECT TO THE PROVISIONS OF CHAPTER 4 ARTICLE 6. 1 WHEREAS, Initiative Ordinance No. 1, Series of 2000 was approved by the 2 electors of the Town on November 7, 2000; and 3 4 WHEREAS, the Town Council adopted Ordinance No. 20, Series of 2001 to 5 specify the manner in which the Initiative Ordinance was codified in the Municipal Code; 6 and 7 8 WHEREAS, Section 5.6(c) of the Home Rule Charter states as follows: 9 10 Repeal or Amendment. An ordinance adopted by the registered electors 11 may not be amended or repealed for a period of one year after the date of 12 the .election at which it was adopted, and an ordinance repealed by the 13 registered electors may not be reenacted for a period of one year after the 14 date of the election at which it was repealed; and 15 16 WHEREAS, greater than one year has passed since the approval of the Initiative 17 Ordinance by the electors; and 18 19 WHEREAS, the Town Council finds that Snowmelt Road is an important 20 component of the Town road system and is in need of immediate repair to maintain it as 21 a safe roadway; and 22 23 WHEREAS, the Town Council finds that the definition of Project in Section 4- 24 152(4) of the Municipal Code should exempt Snowmelt Road as being a Project; and 25 26 WHEREAS, the Town Council finds that this Ordinance must be adopted to 27 facilitate efficient operation of the Town government and to insure the proper and 28 prudent expenditure of public funds; and IM 29 30 WHEREAS, the Town Council finds that the adoption of this Ordinance is 31 necessary for the immediate preservation of the public health, safety and welfare. 32 33 NOW, THEREFORE, BE IT ORDAINED, by the Town Council of the Town of 34 Snowmass Village, as follows: 35 36 1. Amendment to Definition. Section 6-2(d) of the Municipal Code is amended 37 and restated as follows: 38 39 40 Sec. 6-2 Definitions. The following definitions are established for application in 41 this Article: 42 43 (4) Project means the total of any activity or group of activities, which are 44 properly, usually, or best planned or executed together to achieve an 45 objective or related objectives; provided, however, a Project does not 46 mean the construction, maintenance, repair or replacement of 47 Carriageway, commonly referred to as Snowmelt Road, and it 48 appurtenances, including without limitation heating pipes and boilers and 49 facilities used to house the same. 50 51 2.3. Severability. If any provision of this Ordinance or application hereof to any 52 person or circumstance is held invalid, the invalidity shall not affect any other provision 53 or application of this Ordinance which can be given effect without the invalid provision or 54 application, and, to this end, the provisions of this Ordinance are severable. 55 56 READ, APPROVED AND ADOPTED by the Town Council of the Town of 57 Snowmass Village on First Reading on December 3, 2001 upon a motion by Council 58 Member , the second of Council Member , and upon a vote of 59 _ in favor and _ against. 60 61 -yo am 61 READ, APPROVED AND ADOPTED by the Town Council of the Town of 62 Snowmass Village on Second Reading on December 10, 2001 upon a motion by 63 Council Member , the second of Council Member and upon a 64 vote of_ in favor and _ against. 65 66 TOWN OF SNOWMASS VILLAGE 67 68 69 70 71 T. Michael Manchester, Mayor 72 73 ATTEST: 74 75 76 77 Trudi Worline, Town Clerk SNOWMASS VILLAGE TOWN COUNCIL SPECIAL MEETING MINUTES SEPTEMBER 14, 2001 9:00 A.M. SNOWMASS CLUB - DALY ROOM Mayor T. Michael Manchester called to order the Special Meeting of the Snowmass Village Town Council on Friday, September 14, 2001 at 9:02 a.m. COUNCIL MEMBERS PRESENT: Mayor T. Michael Manchester COUNCIL MEMBERS ABSENT: Douglas Mercatoris, Robert Purvis, Richard Virtue and Arnold Mordkin STAFF PRESENT: Carey Shanks, Assistant to the Town Manager; Trudi Worline, Town Clerk PUBLIC PRESENT: There were no members of the public present. Due to the lack of a quorum, at 9:05 a.m. Mayor Manchester continued the Special Meeting to September 28, 2001, 9:00 a.m. The Meeting will be held at the Town Council Chambers. Submitted By, Trudi Worline, Town Clerk s.. SNOWMASS VILLAGE TOWN COUNCIL SPECIAL MEETING MINUTES NOVEMBER 12, 2001 Mayor T. Michael Manchester called to order the Special Meeting of the Snowmass Village Town Council on November 12, 2001 at 11:09 a.m. COUNCIL MEMBERS PRESENT: Mayor T. Michael Manchester, Douglas Mercatoris, Robert Purvis, Arnold Mordkin and Richard Virtue COUNCIL MEMBERS ABSENT: All Council Members were present. STAFF PRESENT: Gary Suiter, Town Manager; Marianne Rakowski, Finance Director; Carey Shanks, Assistant to the Town Manager; Trudi Worline, Town Clerk PUBLIC PRESENT: Madeleine Osberger, Brent Gardner Smith and Johnny Boyd Item No. 1: EXECUTIVE SESSION Personnel Matters At 11:09 a.m. Purvis made a motion to convene to Executive Session for the purpose of discussing general personnel matters related to an Organizational Analysis presented at a Council Work Session just prior to this Meeting which included recommended reduction, elimination and reorganization of positions throughout the organization. Virtue seconded the motion. The motion was approved by a vote of 5 in favor to 0 opposed. At 12:34 p.m. Mercatoris made a motion to reconvene the Special Meeting, seconded by Virtue. The motion was approved by a vote of 4 in favor to 0 opposed. Council Member Purvis was absent. The Executive Session was audio recorded. The audiotape will be kept in the possession of the Mayor. Mayor Manchester explained to the public that after consideration of the recommendations made by the Town Manager, Council determined the Manager's presentation to be an aid to Council in developing a more clear understanding of the organizational structure. Manchester reported that Council agreed to the recommended reorganization within the Transportation Department if staff feels it would be an improvement to ml.^f"D 60 11-12-01s Page 2 the organization, the Landscape Architect position should remain within the Community Development Department due to the nature of work performed by the position in relation to the Planning Division, and risks associated with reorganization of the Community Development were too high at this time in light of the numerous development applications currently before the Town which requires significant planning. Council answered questions from members of the press, stating that purpose of the Work Session held prior to this Special Meeting was to gain an understanding and improve the efficiency of the Town as an organization. Topics discussed were position stability, potential reorganization of the Transportation Department, status of the budget and the new budget process, position descriptions, risk involved in suggested changes, purpose of the Organizational Analysis, an ongoing budget review, shuttle bus route cuts and Dial-a-Ride. The Town Manager will determine any necessary reorganization of the Transportation Department and report back to Council in the near future. Item No. 2: ADJOURNMENT There being no further business, Mercatoris made a motion to adjourn the Meeting, seconded by Mordkin. The motion was approved by a vote of 4 in favor to 0 opposed. The Meeting adjourned at 12:35 p.m. Council Member Purvis was absent. Submitted By, Trudi Worline, Town Clerk SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING MINUTES OCTOBER 08, 2001 Mayor T. Michael Manchester called to order the Regular Meeting of the Snowmass Village Town Council on Monday, October 08, 2001 at 12:35 P.M. Item No. 1: ROLL CALL COUNCIL PRESENT: Mayor T. Michael Manchester, Robert Purvis, Richard Virtue, and Douglas Mercatoris Council Member Mordkin arrived at 12:50 p.m. COUNCIL MEMBERS ABSENT: All Council Members were present. STAFF PRESENT: Gary Suiter, Town Manager; Carey Shanks, Assistant to the Town Manager; Chris Conrad, Planning Director; Robert Voigt, Senior Planner; Jim Wahlstrom, Senior Planner; Joe Coffey, Housing Manager; Lisa Henkel, Housing Secretary; Dave Peckler, Transportation Manager; Art Smythe, Chief of Police; Trudi Worline, Town Clerk; Donna J. Garcia- Spaulding, Secretary/Records Clerk PLANNING COMMISSION PRESENT: Doug Faurer, Mark Stout and Bill Boineau PUBLIC PRESENT: John Rex, Bill Kane, David Bellack, Don Schuster, Paul Shepherd, Dave Kleinkopf, Gerd VanMoorsel, Warren Palmer, Michael Schuster, Rick Griffin, Madeleine Osberger, Lisa Lebovitz, Johnny Boyd, and other members of the public interested in Agenda items for this Meeting. Item No. 2: PRE-SKETCH PLAN — BASE VILLAGE JOINT MEETING - TOWN COUNCIL AND PLANNING COMMISSION Mayor Manchester stated for the record that the Pre-Sketch process is a discussion between the applicants and Council, and is not a part of the Land Use approval process. He presented a slide show of the current Commercial Core areas, depicting physical locations of the bike trail, ski areas, the Divide, Upper Village and parking lots, Mall area and upper Brush Creek Road, Mountain View, Enclave, the �A&00 10-08-01 to Page 2 of 6 current Town Core, Parking Lot A and the chairlifts. Council discussed possible locations for the Core area and expressed a desire to connect the area with the Upper Mall area and the Snowmass Center. Council, the applicants and the Planning Commission discussed the concept of the comprehensively planned areas (CPA), ownership of the parcels, integration of nature, critical mass, connectivity, intersection impacts, transit and parking, pedestrian crossing, balance relative to creating a contiguous commercial core, and how Base Village ties in with these scenarios. Mayor Manchester commented that Council has received numerous letters of concern from the community relative to visual interruption. Dick Virtue requested that the applicant be sensitive to the number of parking spaces at the base of the ski hill, and keep that number to a minimum. Applicants Paul Shepherd and Dave Kleinkopf stated their appreciation for the opportunity to share ideas with the Village Leadership Forum (VLF). They expressed a positive anticipation of the challenge to provide a connection to the Mall and Snowmass Center. Council discussed retail components and compatibility, lodging product diversity, economic viability and/or sustainability, impacts and mitigation, and employee housing. Council further discussed potential amenities both public and private relative to a new location for Town Hall, performing arts center, aquatic center, intellectual and educational institutions and cultural links. Bill Boineau presented a visual handout featuring the 2000 Personal Rapid Transit (PRT) system. Boineau explained that the PRT is a contemporary urban transportation system, which utilizes an elevated railway/guideway design to produce high capacity, safety, reliability, and minimum noise and air pollution. Further details are included in the handout. Council discussed environmental considerations, community character and scale, -and requested that the applicant be creative with architecture in an effort to make a special statement about Snowmass Village. After further discussion, Council requested that the applicant integrate a balance of specifics discussed today and bring back creative ideas for Council to review at a future Meeting. The applicants stated that they will have plans prepared and ready for Council review during the third week of November. NOTE: Since Council was ahead of the Agenda schedule, Mayor Manchester stated that the Agenda would be arranged to allow the Public Hearings to occur after 4:00 p.m. as advertised. Item No. 6: APPROVAL OF 09-10-01 AND 09-24-01 REGULAR MEETING MINUTES Mercatoris requested that on page 5, second paragraph from the bottom, third sentence in the Minutes of September 10, 2001, the word "tank" be "sink". 0, 10-08-01tc Page 3 of 6 Purvis requested that in the Minutes of September 10, 2001 on page 2, second sentence from the bottom of the fourth paragraph, the word "street" be changed to "stream". There being no further additions or corrections, Mordkin made a motion to approve the Minutes as amended. Virtue seconded the motion. The Minutes were approved as amended, by vote of 5 in favor to 0 opposed. Item No. 9: RESOLUTION NO. 33, SERIES OF 2001 CONSIDERATION OF A RESOLUTION AUTHORIZING THE DISSOLUTION OF THE ROARING FORK RAILROAD HOLDING AUTHORITY AND AUTHORIZING THE ASSIGNMENT OF ALL OF THE HOLDING AUTHORITY'S ASSETS, RIGHTS AND RESPONSIBILITIES TO THE ROARING FOR TRANSPORTATION AUTHORITY Virtue made a motion to approve Resolution No. 33, Series of 2001, seconded by Mercatoris. There being no further discussion, the motion was approved by a vote of 5 in favor to 0 opposed. Item No. 11: CALENDARS County Health and Human Services Meeting The Town Manager stated that he plans to attend the County Health and Human Services (HHS) Budget Meeting scheduled for October 23, 2001 and would appreciate it if a Council Member would also attend. C.A.S.T. Meeting The Town Manager stated that he would attend the October 26, 2001 C.A.S.T. Meeting in Minturn. Budget Review Meetings The Town Manager stated that Council Budget Review Meetings are scheduled for October 29 and 30, 2001. Council requested that an additional Meeting be scheduled for November 5, 2001, 10:00 a.m. to 2:00 p.m. Budget adoption has been tentatively scheduled for the November 12, 2001 Regular Council Meeting. Council took a 10-minute break at this time. REGULAR AGENDA— 3:00 P.M. The Regular Meeting reconvened at 3:00 p.m. Item No. 3: 2001 RENTAL RATES Joe Coffey, Housing Manager, provided information related to the proposed 2002 Employee Housing rental rate increase and new lease term for Snowmass Village Employee Housing. He stated that the philosophy of the Housing Department is to increase rents to cover the operating expenses, and explained that the rents and other miscellaneous income pays the operating expenses. He commented that the _Hy- 10-08-01tc Page 4 of 6 proposed Housing budget requires a rental rate increase of 1.49% to 2.97% in order to balance the budgets. This would equate to an approximate $10.00 to $15.00 per month increase for studios, $15.00 to $20.00 per month increase for one-bedroom units, $20.00 to $30.00 per month increase for two-bedroom units and a $30.00 per month increase for the three-bedroom units. Coffey stated that the Denver-Boulder C.P.I. for 2001 has projected a 3.7% increase. The Housing Department's proposed rental rate increases are below 3%. After further discussion, Council requested that rental rates remain the same for November and December of 2001, with new increases and a new rental term to begin January 1, 2002. They further requested that the new rental term begin on January 1 and end on December 31 of each year. Mordkin made a motion to adopt the amended 2002 proposed rental rate Increase and new lease term, seconded by Virtue. The motion was approved by a vote of 5 in favor to 0 opposed. Item No. 4: TOSV SIGN CODE DISCUSSION — EXEMPT SIGNS Staff provided revisions to the Sign Code derived from changes requested at the September 10, 2001 Meeting and a site visit to the Mall area, and requested further Council direction. The purpose of the site visit was to examine existing conditions for businesses in Snowmass Village relative to signage needs and uses. The Planning Director explained that minimal response has been received from staff's request for discussion and comments from Mall business owners regarding this proposed change in policy. Mordkin offered to work with Rick Griffin, Mall business owner, in an attempt to gather comments from the Mall owners and bring that information back to Council. Council discussed a probable process in establishing policy and determined that further discussion would be necessary following research and feedback to be provided by Mordkin and Griffin. Council provided direction to staff and requested a staff recommendation at the next discussion. Item No. 5: PUBLIC NON-AGENDA ITEMS There were no Public Non-Agenda items. Item No. 7: PUBLIC HEARING AND SECOND READING — ORDINANCE NO. 23, SERIES OF 2001 (Continued from 10-01-01 Meetina) CONSIDERATION OF SECOND READING FOR AN ORDINANCE AMENDING APPROVING AN AMENDED COMPREHENSIVE SIGN PLAN FOR SNOWMASS CLUB (Continued from 10-01-01) Mayor Manchester opened the Public Hearing at 4:30 p.m. Virtue made a motion to approve Second Reading of Ordinance No. 23, Series of 2001, seconded by Mordkin. A roll call vote was taken and Second Reading was approved by a vote of 5 in favor to 0 opposed. There being no comments from the public, Manchester closed the Public Hearing at 4:31 p.m. Item No. 8: PUBLIC HEARING —AND FIRST READING ORDINANCE NO. 14 SERIES OF 2001 to-0s-ottc Page 5 of 6 CONSIDERATION OF FIRST READING APPROVAL OF AN ORDINANCE CONCERNING A MINOR PUD APPLICATION TO AMEND THE GRACIE'S CABIN PLANNED UNIT DEVELOPMENT FOR LOT 2, GRACIE'S CABIN SUBDIVISION Mayor Manchester opened the Public Hearing at 4:34 p.m. The Planning Director stated that all submission and public notice requirements have been met according to the Snowmass Village Municipal Code. He outlined the contents of the application. Mrs. Lebovitz explained the application to relocate and rebuild the structure at the owner's expense and to make it available as a daytime meeting area for non-profit organizations and educational groups, subject to conditions outlined in the document. Council discussed the owner's allowed use of the cabin and requested that language be included which would allow the Town the option to preserve the cabin if the Labovitz's sell the property in the future. Labovitz outlined the history of the cabin and proposed uses for the future. Conrad stated that specific plat language would be identified at Second Reading of the Ordinance. Manchester requested that access to the property be addressed in the Ordinance. Labovitz and Conrad addressed the access and parking issue in relation to the need to obtain an easement. Manchester requested that the language be changed to identify the owners as the responsible parties for maintenance of the cabin. Virtue made a motion to approve First Reading of Ordinance No. 14, Series of 2001, seconded by Mercatoris. There being no further comments, Mayor Manchester closed the Public Hearing at 4:54 p.m. The motion was approved as amended, by a vote of 5 in favor to 0 opposed. Item No. 10: DISCUSSION COMMITTEE REPORTS/COUNCIL COMMENTS Budaet Charts Purvis requested that the 2001 Revised and 2002 Proposed Budgets be presented to Council by the Town Manager in the form of charts and grafts in a slide presentation. He explained the desired contents that would be included in the charts and requested options to address solutions to close and prevent the gap that creates an unbalanced budget. He suggested options such as outsourcing or incorporating methods of operation and operating principals from other municipalities and organizations for benchmarking purposes, fees collected used to support departments as break-even services. He requested that the Town Manager's presentation include a one-page executive summary, a slide presentation overview of the large numbers with details only as requested by Council. Council discussed the timeline available to complete review the budget by the legally approval deadline of December 15, 2001. Purvis suggested benchmarking, each department searching for smarter and more efficient means of doing business in a year-round, on-going effort to close the current gap (unbalanced budget) and prevent a gap in future years. The information will be prepared and presented to Council by the Town Manager on October 29, 2001, along with the more-detailed Budget document as presented to Council in the past. The Town Manager recapped Council's request to identify the amount of the gap, provide a comparison of fixed, direct, operational funds as well as funds that vary throughout the year, identify the cause for the gap 10-08-01tc Page 6 of 6 and the makeup of the gap, present gap closers utilized along with rationales and a list of alternatives considered but currently applied. SNOWMASS CLUB TREES Mercatoris requested an update regarding if the Town was able to use the trees that were removed from the Snowmass Club Phase II construction area. The Town Manager will provide details in the near future. BUSINESS\SALES TAX RENEWAL DELIVERY In response to an inquiry made by Mordkin, the Town Clerk explained that in order to address historical problems and costs involving staff time for follow-up regarding Business/Sales Tax License renewals, the renewal notices have been mailed by Certified, Return Receipt. Item No. 12: ADJOURNMENT There being no further business, Mercatoris made a motion to adjourn the Meeting, seconded by Virtue. The motion was approved by a vote of 5 in favor. The Meeting adjourned at 6:05 p.m. Submitted by, Donna J. Garcia-Spaulding, Secretary/Records Clerk Trudi Worline, Town Clerk i6b 00 SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING MINUTES NOVEMBER 05, 2001 Mayor T. Michael Manchester called to order the Regular Meeting of the Snowmass Village Town Council on Monday, November 5, 2001 at 3:00 p.m. Item No. 1: ROLL CALL COUNCIL MEMBERS PRESENT: Mayor T. Michael Manchester, Douglas Mercatoris, Robert Purvis, and Richard Virtue Council Member Mordkin arrived at 3:20 p.m. COUNCIL MEMBERS ABSENT: All Council Members were present. STAFF PRESENT: Gary Suiter, Town Manager; Joe Coffey, Housing Manager; Hunt Walker, Public Works Director; David Peckler, Transportation Manager; Art Smythe, Chief of Police; Chris Conrad, Planning Director; Jim Wahlstrom, Senior Planner; Carey Shanks, Assistant to the Town Manager; Donna J. Garcia-Spaulding, Secretary/Records Clerk PUBLIC PRESENT: Catherine Lutz, Todd Gardner, Scott Smith, Bill Boineau, Paul Darrough, Jim Heywood, Nanette Mosiman, Farley Lozowick, Dave Lamb, Doug Faurer, Scarlet Adams, Mark Jackson, Peter Rowe, Becky Sparks, Tom Yocum, Rick Griffin, Bob Fridstein, Don Schuster, Dave Belleck, Doug Dotson, Jim Light, Sue Borm, Lori Quast, Edgell Pyles, Bill Kane, and other members of the public interested in Agenda items for this Meeting. DISCUSSION AGENDA Item No. 2: TRANSPORTATION BUDGET CHALLENGES Hunt Walker, Public Works Director, provided information based on the two challenges issued by Council during the Budget Review process. He commented that Challenge No. 1 was to provide a Level of Service (LOS) contemplated in the October 10, 2002 Transportation Budget plus a modified LOS for Route 8, a late night service, and Dial-a-Ride (DAR)for $1,776,000. Walker stated that through evaluating the route structure and ridership patterns, analyzing equipment and manpower resources and realigning supervisory staff, staff was able to provide a LOS at a net operating cost of$1.773M. He outlined -.ter 400 11-05-01 tc Page 2 adjustments in LOS. Walker explained that Challenge No. 2 was to develop the additional incremental cost to provide for the Village Shuttle's typical LOS. He stated that It would cost an additional $197,355 to provide this service. This cost also includes DAR Option #2, which provides for service from 8:30 a.m. until 10:00 p.m. with one van and a second van for the peak afternoon hours. Council stated concerns with DAR picking up service where the Town services leave off (over lapping of service) and availability of service. David Peckler, the Transportation Manager, addressed options available, demand during the afternoon hours, provided a brief history of DAR service, decline in demand and discontinuance of service. Staff recommended High Mountain taxi as a possible contract supplier to provide 21.5 hours of service at $55 per hour. Staff also recommended that a $2.00 fee be assessed per rider, which would generate $17,200 in revenues. Council stated their concerns with possible budget implications for staffs chosen recommendation and requested that findings be compared with inflationary costs and other specifics. Council requested further discussion for the budget challenges at a meeting in the near future. Item No. 3: INTERVIEW APPLICANT FOR ARTS ADVISORY BOARD Gary Suiter, Town Manager stated that applicant Robert Voigt was unable to be present at this meeting and recommended approval of Voigt's appointment. Suiter explained that the Arts Advisory Board is in need of staff support and highly recommended Voigt. Council stated their approval to appoint Voigt to serve on the Arts Advisory Board and requested that Suiter provide a Resolution appointing Voigt at the next Council Meeting. Item No. 4: DALY TOWNHOMES BIKE PATH DISCUSSION Scott Smith, representing Reno-Smith Architects, outlined the site plan and options to meet the required width of the Bike Path. He presented sketches of Site Plan Options 1 and 2, and recommended Option Plan No. 1, also recommended by the engineer. Joe Coffey, Housing Manager, commented that staff recommends approval of the bike path and carport layout, and approval of log guardrail, which matches other fencing in the Town and costs less money. After further discussion, Council stated their approval of Option No. 1. On a separate topic, Council requested that the Housing Manager provide them with the Housing Committee recommendations prior to the November 12, 2001 Town Council Meeting. Item No. 11: APPROVAL OF REGULAR MEETING MINUTES FOR 09-28-01, 10-01- 01 10-15-01 10-22-01, AND 10-29-01 dw�iP wo 11-05-01 tc Page 3 Council Member Mordkin made a motion to approve the Minutes as listed above, seconded by Purvis. Mercatoris requested correction to a typographical error on the first page of the September 18, 2001 Minutes by changing the word "SPECAIL" to"SPECIAL". Council Member Mordkin requested a correction to the Minutes of October 15, 2001, page 6, in the title of Item No. 15, by changing the sentence "Mordkin will not" to "Mordkin will". There being.no further additions or corrections, the Minutes were approved as amended, by a vote of 5 in favor to 0 opposed. REGULAR AGENDA Item No. 5: PUBLIC NON-AGENDA ITEMS There were no public non-agenda items. Item No. 6: CONCERNS ABOUT GOLF COURSE CONSTRUCTION IMPACTS TO FAIRWAY DRIVE RESIDENTS Paul Darrough, a resident of Fairway Drive, provided a brief history of his residency and stated opposition to berms constructed by the Snowmass Club which obstruct the view of adjacent homeowners. He proposed a partial golf course reconstruction, requesting that the berms be cut down to half the size they are today. He stated that the homeowners did not receive notice of the construction and as a result, they were not able to be involved or voice their views. Council Member Purvis offered his assistance to organize a public forum to provide the public with a better understanding of the development. Council determined that the public was notified in accordance with the law. Farley Lozowick, Dave Lamb, Scarlet Adams, Mark Jackson, Peter Rowe, Becky Sparks, Tom Yocum, and Doug Faurer stated opposition to the golf course re- construction. Jim Heywood and Cheryl Morgan stated that they have concerns with safety of children playing around the pond areas. Rick Griffin, Bob Fridstein stated their agreement with the suggested reconstruction Schuster agreed to work with the neighboring communities and agreed that the berms could be reduced in height. He explained drainage impacts and wetlands issues. Council commented that they appreciate concerns stated by the public and encouraged continued public involvement. Manchester invited the public to contact staff or Council Members and stated that they would meet with staff and the Town Attorney to determine Council's role on this issue and the future process necessary to address the problem. Council took a break at 5:20 p.m. and reconvened the Regular Meeting at 5:34 p.m. Item No. 7: FUND REQUEST Nanette Mosiman, representing her son Christian Mosiman, provided a brief history of Christian's snowboarding and professional progress. Included in today's packet is a letter from Christian stating that his goals are of the highest professional level and that he is looking forward to qualifications for the 2006 Olympic games as an ambassador for a-63 6W 11-05-01tc Page 4 the sport of snowboarding and the Town of Snowmass Village. The letter stated that without financial aid it would be impossible for him to continue his snowboarding career. Mosiman requested a $1,500 grant from the Town. Council requested that Mosiman's attire and the bottom of his snowboard include an imprinted advertisement for Snowmass Village. Council approved the full grant request of$1,500.00 and stated that a check would be issued to Mosiman during the first part of January, 2002. Item No. 8: PUBLIC HEARING AND SECOND READING OF ORDINANCE NO. 24. SERIES OF 2001 TO RECEIVE PUBLIC COMMENT AND SECOND READING CONSIDERATION OF A MINOR PUD AMENDMENT FOR BRUSH CREEK OFFICES (OFFICES AT SNOWMASS) Mayor Manchester stated a conflict of interest and stepped down from the Council table. Mayor Pro Tern Mercatoris opened the Public Hearing at 5:40 p.m. There being no public comments, Mercatoris closed the Public Hearing at 5:41 p.m. Mordkin made a motion to approve Second Reading of Ordinance No. 24, Series of 2001, seconded by Virtue. Jim Wahlstrom, the Senior Planner commented that attached to the Ordinance in today's packet are exhibits, which include a revised list of land use and development standards, the existing parking plan, the proposed parking plan, the subdivision exemption illustration, a parking plan showing conditional items which may be installed in the future, building elevations, floor plans, and the executed exchange agreement between the applicant and the adjacent owner. Wahlstrom commented that staff recommendation is that Town Council approves First Reading of the Ordinance 16, Series of 2001 and schedule a Public Hearing and Second Reading of the ordinance for November 12, 2001. A roll-call vote was taken to approve Ordinance No. 24, Series of 2001 for Second Reading with a vote of 4 in favor and 0 opposed. Mayor Manchester abstained. Item No. 9: RESOLUTION NO. 43, SERIES OF 2001 CONSIDERATION OF A RESOLUTION APPROVING A SUBDIVISION EXEMPTION FOR BRUSH CREEK OFFICES (OFFICES AT SNOWMASS) (tabled from 10-15-01 meeting) Mayor Manchester stated a conflict of interest and stepped down from the Council table. Virtue made a motion to approve Resolution No. 43, Series of 2001, seconded by Mordkin. The motion was approved by a vote of 4 in favor to 0 opposed. Mayor Manchester abstained. Item No. 10: FIRST READING - ORDINANCE NO. 16, SERIES OF 2001 FIRST READING CONSIDERATION OF AN ORDINANCE APPROVING A MINOR PLANNED UNIT DEVELOPMENT AMENDMENT TO THE ASPEN SKIING COMPANY'S VEHICLE MAINTENANCE FACILITY ON LOT 44 OF THE DIVIDE SUBDIVISION ago 11-05-01 tc Page 5 Bill Kane of the Aspen Skiing Company stated concerns with language contained in the Resolution regarding Employee Housing credits. He explained that the employee housing building design creates a requirement for the height variance. If credit is not provided for employee housing, it removes a significant financial incentive. Council discussed the Ordinance language, Site Plan, Landscape Plan, building elevations, the height variance study and the relationship of the building to the surrounding forest areas. Council requested that Employee Housing be kept as a separate topic for discussion at the next Meeting. Morkin made a motion to table Ordinance No. 16, Series of 2001, to be further discussed at the November 12, 2001 Town Council Meeting. Virtue seconded the motion. The motion to table was approved by a vote of 5 in favor to 0 opposed. Manchester requested that staff revise the language addressing employee housing mitigation so that the submission meets the requirement using 4,124 square feet of the employee housing mitigation for Phase II of the Snowmass Club construction. Item No. 12: PERFORMANCE STANDARDS AND SPECIFIC OBJECTIVES The Town Manger provided Council with an update on the three components of the Performance Standards and Specific Objectives document, with emphasis on Town Council\Town Manager's Roles, Current Projects and Specific Objectives. Mayor Manchester requested correction to the heading entitled "Key Area of Responsibility", and that Town Council/Town Manager Current Projects be a separate topic on page 1. Item No. 13: DISCUSSION COMMITTEE REPORTS/COUNCIL COMMENTS - AND — Item No. 14: CALENDARS Items 13 and 14 were discussed as one item. Sales Tax Report Council Member Purvis compared year-to-date (YTD) Sales Tax Reports through August for the Town to those from the previous year, which proved to be almost the same. He stated that County Sales Tax is down YTD by 4.8 percent and both categories overall, YTD is down by 3.6 percent. Elected Officials Transportation Committee (E.O.T.C.) Meeting Council Member Mercatoris stated that an E.O.T.C. meeting is scheduled for Thursday, November 8, 2001 and that meeting information packets would be available on Wednesday, November 7, 2001. Council requested that Suiter contact the Committee and request that the Meeting be rescheduled to November 29, 2001. Reudi Water And Power Update Mordkin reported that a Reudi Water and Power District Meeting is scheduled at 5:00 p.m. on December 7, 2001. The Meeting will be held in Basalt at the Rural Fire District Station. am 11-05-01tc Page 6 Internet Strikes Virtue stated that he has been receiving e-mail messages referencing multiple Internet weaknesses and information that there have been over four million virus strikes last month. He stated his appreciation to staff for the information and requested the name of the staff person providing the information. Council Business Cards Mordkin stated that Council Members interested in obtaining business cards need to let staff know their address preference for the cards. The Clerk's Department will order business cards for Mordkin as soon as possible. Monthly Increase In Affordable Housinq Purvis acknowledged Joe Coffey's research on the possible reduction of natural gas rates and stated that 2002 Employee Housing rental rate increases could be reduced significantly. Suiter affirmed the reduction in rental rates and commended Council for their insight. Election Dav Council Member Mercatoris encouraged the electorate to vote on November 6, 2001 at the Special Snowmass Village Election and urged a "yes" vote for the Town's acquisition of the Rodeo property. Mercatoris stated that Town Council supports the acquisition. The Town Manager reported that the Election would be held at the Snowmass Chapel and Community Center and that the polls would be open from 7:00 a.m. to 7:00 p.m. Item No. 15: ADJOURNMENT There being no further business, at 6:35 p.m. Council Member Mercatoris made a motion to adjourn the Meeting, seconded by Purvis. The motion was approved by a vote of 5 in favor to 0 opposed. Submitted By: Donna J. Garcia-Spaulding, Secretary/Records Clerk SNOWMASS VILLAGE TOWN COUNCIL WORK SESSION SUMMARY NOVEMBER 12, 2001 Mayor T. Michael Manchester began the Work Session on Monday, November 12, 2001 at 10:00 a.m. COUNCIL MEMBERS PRESENT: Mayor T. Michael Manchester, Douglas Mercatoris, Robert Purvis, Arnold Mordkin and Richard Virtue COUNCIL MEMBERS ABSENT: All Council Members were present. STAFF PRESENT: Gary Suiter, Town Manager; Marianne Rakowski, Finance Director; Carey Shanks, Assistant to the Town Manager; Trudi Worline, Town Clerk PUBLIC PRESENT: Madeleine Osberger and Brent Gardner Smith Item No. 1: ORGANIZATIONAL ANAYLSIS Council discussed the final results of the 2001 Revised and 2002 Proposed Budget exercise requested by Council during the recent Council\Staff Budget Review Process. The Finance Director explained how the budget was balanced and stated that the 2002 Proposed Budget is now balanced with $93,000 additional funds available. Council discussed a review schedule on an ongoing basis to include sales tax income and current budget application. Council also requested that the Town Manager provide budget scenarios at 5, 10 and 15-percent in January of 2002, in case Sales Tax revenues prove to be lower than currently projected when staff provides those numbers in February. Council also requested an update on projection in January. The Town Manager provided a slide presentation of an Organizational Analysis which was requested by Council on October 30. The Analysis included findings, observations, recommendations and a risk analysis. Goals and objectives listed were to increase organizational efficiency, evaluate staffing levels and layers in all departments, flatten the "pyramid of organization hierarchy", where possible and increase the 2002 year-end carryover. He explained each step of the Analysis and the process of development, findings and observations regarding the organization, available options, his recommendations and the negative and positive risks involved. Council questioned and discussed points of the Analysis in detail, including recommended reduction, elimination and reorganization of positions throughout 11-12-01ws Page 2 the organization. At this time, Council agreed to end the Work Session and call a Special Council Meeting to hold an Executive Session to discuss general personnel matters related to Town Manager's recommendations of reduction, elimination and reorganization of positions throughout the organization. Mercatoris made a motion to call a Special Meeting of the Town Council, seconded by Purvis. The motion was approved by a vote of 5 in favor to 0 opposed. The Work Session ended at 11:09 a.m. Submitted By, Trudi Worline, Town Clerk wtwro PLEASE TURN IN YOUR STATUS REPORT UPDATES TO DONNA BY 5:00 P.M. STATUS REPORT DECEMBER 12, 2001 December 3, 2001 Town Council/Town Manager VLF/Forward Plan ■ Drafting the Forward Plan. Gary Suifer Job Description/Performance ■ Departments are providing status reports and Standards & Specific Objectives updates. Gary Suitor Rodeo Acquisition ■ Closing set for January. Town council ■ Preparing for bond sale. ■ Lease needs to be finalized. Public Works SnOWmelt Road ■ Will present to exemption ordinance to Hunt warker Council on 12-03-01. Housing .p. Daly Townhomes ■ Building"B"second floor under construction. Joe Coffey Housing Committee ■ Future Council Meetings are scheduled for December 3rd, 10"and 17"to review the recommendations. Finance AL o lm . a a 200112002 Budget ■ Mill Levy to be adopted December 10, 2001. Marianne Rakowski Public Safet o Town Clerk Business Licensing n Preparing Business License/Sales Tax Trudi Worline License delinquent notices. ■ Compiling homeowners'mailing info.for verification of sales tax remittance on short- term rentals. ■ Preparing mailing for notification regarding Boards&Commission Members term expiration. ■ Preparing for tenure recognition, Snowmass Club Membership renewals,and organizing em to ee Christmas a so 1 Community Develo 9 ment Department Pro ctI ° ' [1a Entryway Sign ■ Sign and base complete. Lighting to be Craig Thompson installed. Sign Code Review ■ Planning Commission to discuss following Chris Conrad/Roberl Volt state of the Comprehensive Plan Process. Code — Building Height ■ Planning Commission discussion December Chris Conrad 05,2001. Major Develo ment Review U date Rio ;' "`da Brush Creek Plaza Redevelopment ■ Tentative Joint meeting on 01-07-02. Sketch Plan (Conoco Redevelopment) Jim Wahlstrom State Of Comprehensive Plan ■ Commenced with Planning Commission Robert VoigvChris Conrad review on Nov. 14th. Report to be presented to Town Council Jan. 2" . Snowmass Center Expansion/ ■ Joint meetings scheduled for 12-10-01 and Redevelopment Sketch Plan 01-07-02. Jim Wahlstrom Snowmass Club—Phase II ■ Draft Ordinance and Final Plan scheduled for Final PUD Plan 12-17-01. Second Reading on 01-07-02 with Jim Wahlstrom Resolution for plats. Minor Develo ment Review U date Snowmass Chapel Sketch Plan ■ Public Hearing on 12-03-01 with review of Jim wahlstrom Draft Resolution. Aspen Skiing Company—Vehicle ■ Approval with conditions 11-19-01 —Ord. 01- Maintenance Facility At The Divide 16. Minor PUD Amendment Jim Wahlstrom Offices At Snowmass Minor PUD ■ Done. Awaiting plat numbers. Amendment Jim Wahlstrom Community Enhancement Projects Krabloonik Land Exchange Proposal ■ Planning Commission review of Draft Minor PUD Audit Resolution on 11-28-01. Tentative Town Jim wahlstrom Council review 01-07-02. ■ Landowner discussion recommended for December 10, 2001. Parcel F — Parking Lot ■ 11-13-01 staff met with Land Company and is Bernadette Barthelenghl waiting for a reply. Land Company replied to staff and is not ready to commit at this time. Golf Course—Trees ■ Done. Bernadette Banhelen hl Project Update Coordination- Gary Suiter 923-3777 ext. 206 Public Works- Hunt Walker 923-5110 ext. 201 Housing-Joe Coffey 923-2360 ext. 10 Community Development—Craig Thompson 923-5524 ext. 247 Town Clerk -Trudi Worline 923-3777 ext. 202 Finance- Marianne Rakowski 923-3796 ext. 241 Police Chief-Art Smythe 923-5330 ext. 217 2 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 2:00 P.M. T.C.MTG. 9 10 11 12 13 14 15 2:00 P.M. TOSV Holiday T.C.MTG. Party Stonebridge Inn 16 17 18 19 20 21 22 2:00 P.M. T.C.MTG. 23 24 25 26 27 28 29 Christmas �w 30 31 New Years Eve 1 Tm Ja on Tue Wed Thu Fri Sat 1 2 3 4 5 New Years Day _1 6 7 8 9 10 11 12 2:00p.m. Council Mtg 13 14 15 16 17 18 19 2:00p.m Council Mtg 20 21 22 23 24 25 26 2:00p.m Council Mtg 27 28 29 30 31 1 CITIZENS GRANT REVIEW BOARD \ STATEMENT TO THE TOWN COUNCIL OF SNOWMASS VILLAGE MONDAY, DECEMBER 3, 2001 I am Linda Sandels, Chairperson of the Citizens Grant Review Board, and I am here to give the members of the Town Council a bit of background on the Citizens Grant Review Board. In 1997, it became apparent to the members of the Town Council at that time that they no longer wished to participate in a open- meeting-type "beg session" (not my term -- it was repeated to me by Council members and non-profit representatives alike) that took too many hours of Council time and resulted in a lack of time to adequately deliberate and come to satisfactory conclusions as to the funding of various non-profits in the Valley. As a result, many of the non-profits felt the system was inherently unfair. It was presented to Fran Suiter, then Chairman of the Arts Advisory Board, that a committee of that Board be formed to look into taking the complicated task of grant reviews off the hands of the Town Council and into the hands of a committee of citizens, who would interview applicants one by one, review submitted written documents and financials, and then deliberate as to the merits of each and every applicant, given the funds available. These individual interviews had not been part of the process up to this point. In the fall of 1977 a Resolution was passed by the Town Council redefining the responsibilities of the Arts Advisory Board to the Town and the Town Council, expanding them to include the implementation of a grant review process encompassing all Cultural and Human Service non-profits seeking funds from the Town. On January 7, 1998, the proposal was first raised at the Arts Advisory Board meeting, and the Board agreed to look into the process as it stood at that time, as well as review with the City of Aspen its grant process. In a discussion of the parameters of the new committee, the Board agreed that individuals seeking assistance would not be considered. From the start of the process, a member of the Town Council (Judy Burwell) was a member of the Committee as well as liaison to the Council . On March 4, 1998, the Mayor informed the Board that the Citizens Grant Review process would review both Arts organizations as well as Health and Human Resources organizations, despite the fact that other towns (including Aspen) fund them separately, through separate processes. The Citizens Grant Review Committee of the Arts Advisory Board would set up criteria, and then meet with the Town Council to discuss those criteria. On May 6, 1998, criteria were agreed upon as to membership of Citizens Grant Committee -- experience in arts and/or human services; full time residency in Snowmass Village; and no conflict with any organization seeking grants. A preliminary list of possible members was created. A ratings sheet was created by which members of the Committee could "score" the various applicants. During several weeks of October, 1998, meetings were held by the Citizens Grant Review Committee in which members of the non- profit community presented their grant proposals one-by-one, and were questioned on their financials, the purposes of their organizations and various plans and projects they were planning; their plans for the requested funds, as well as the impact of each of the non-profits on the Town of Snowmass Village. At this time, too, the financial records and fiscal management policies of the applicants were thoroughly reviewed by the Committee. Also of concern was each applicant' s response to specific requests as well as adherence to rules and deadlines in the grant process. After due deliberation, the recommendations of the Committee were presented to Council. On November 2, 1998, members of the Committee appeared before Council to answer questions about the recommendations and the process; Town Council was very happy with the work of the Committee. In a meeting of the Arts Advisory Board on November 4, 1998, discussions were held clarifying the Town's philosophies on grants and ways to improve the process as a whole, and a list of areas of concern was compiled. On March 4, 1999, it was decided it was time to have a meeting between Council and the Citizens Grant Review Committee in order to come to some mutual agreements regarding fundamental funding philosophies and guidelines. On May 11, 1999, that meeting was held, resulting in a list of six agreed-on parameters to guide the grant process. In September of 1999, the grant review process again took place, and the recommendations of the Committee were presented to the Town Council. In Spring of 2000, an Ordinance was passed establishing the Citizens Grant Review Board of the Town of Snowmass Village, and setting forth the terms and conditions under which that Board would operate, and setting forth the powers and responsibilities of that Board. In August of 2000 and 2001, the Citizens Grant Review Board conducted interviews and deliberations regarding funding requests, and each September presented recommendations to the Council. Despite constrained budgets in both of those years, of just a fraction of the funds requested, the Board carefully and deliberately considered each and every request, weighed it on its merits as well as in light of other grant requests, and in good faith submitted these recommendations to the Town Council. , L Memo Tot Arts Advisory Board proms Jennifer Worth oatw 08/02199 Dee FYI—Update On May 11°,the Mens Review CommMSes met to develop basic funding parameters to use to review grants submitted to the Town Council. The Committee would like to discuss these with the Tam Council to get the Coundrs quidwroe and input regarding a unified and cohesive funding philosophy. These funding parameters are as follows. 1. Grant applicants should be not-Mr-profit projects,groups,and organizations. Council will Acrd individuals and other misc."for profit"organizations through their dlaontlorrary Acrd. 2. Funding for organizations that evidence sound fiscal management and integrity. 3. Funding applicants who measurably meet the needs of the Snovmrass Village community. CounWl agrees. 4. Funding fr groups which evidence bng4erm stabW. Cowroil*grew 5. Applicants are encouraged to apply for funding of intmative.projects and activities,in addition to their management or operating budgets. Council aw"s. 6. App"Iml input will be limited to the grant application and the formal presentation to the Citizens Grant Review Committee. Lobbying of Commitlee members andlor Town Council during the grant review and approval process is highly discouraged. Council agrees. The Committee would also turfs to receive feedback from Council regarding the following: 1. The time of the year that the Grant Review Process should occur!(Prior to the Town's budgeting process,during,or efteM Council would like recommendations by mid-September. A budget will be set as a guideline with the Committee making recommendations as to whMher the budget could be cut or reused based on the year's needs. 2. How often should the Grant Review Process be held?(Once a year,whore than once a year?) Council would NM the process to continue on an annual basis only. Any grant requests UW orxur during other tines of the year will go through CouneN. Council will then Men them to the or4d grant funding period for Arlene nqussts 1 SNOWMASS VILLAGE TOWN COUNCIL ORDINANCE NO. 12 SERIES OF 2000 AN ORDINANCE TO ESTABLISH THE SNOWMASS VILLAGE CITIZENS REVIEW BOARD (CGRB)AND SPECIFYING IT GRANT S DUTIES AND POWERS. WHEREAS, the Town Council wishes to have an orderly process in which non- profits in the Roaring Fork Valley can apply to the Town for grants and in which evaluation and distribution of grants will be made for the best interests of the Town and citizens of Snowmass Village; and WHEREAS, the Arts Advisory Board, at the request of the Town Council, established a Citizens Grant Review Committee for the purpose of preparing annual recommendations to the Town Council for in-kind services and budget allocations for grants to non-profit organizations within the Roaring Fork Valley; and WHEREAS, the Citizens Grant Review Committee has been in operation for two years as part of the Arts Advisory Board and has determined that restructuring the Committee to become an advisory Board, directly responsible to the Town Council, is desirable; and WHEREAS, the Town Council has determined that a permanent Citizens Grant Review Board will benefit the community of Snowmass Village; and WHEREAS, Section 8.1 of the Town of Snowmass Village Home Rule Charter (the "Charter") states that all boards and commissions shall be created by Ordinance which shall set forth powers and duties; NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of Snowmass Village, Colorado, that: Section One: Establishment of the Citizens Grant Review Board A permanent Citizens Grant Review Board, herein after referred to as CGRB, is hereby created for the Town of Snowmass Village. Section Two' Comaosition of Board All members of the CGRB shall be full-time residents and registered voters in Snowmass Village and have some experience in cultural, educational and/or community organizations. The Board shall consist of no more than 5 regular members and 2 alternate members. Any voting member missing three meetings over a period of one year, without good cause, shall be-removed from the Board. ' Ord. 12,Series of 2000 Page 2 of 3 Section Three Appointment and Terms of Office All members of the CGRB shall be appointed by the Town Council. Initial appointments shall specify the term of office of each individual and be in accordance with Section 8.3 of the Charter. Section Four: Vacancies Vacancies on the CGRB shall be filled for the remainder of the unexpired term by appointment of the Town Council following public notice in accordance with Section 8.5 of the Charter. Section Five Organizational Meetings The members of the Board shall elect annually, from its membership, a Chairperson and aVice-Chairperson whose term of office in such capacity shall be for one year with eligibility for re election. The board shall adopt rules and regulations for its organization and for the transaction of business. Such business shall not conflict with the ordinances of the Town of Snowmass Village or the statutes of the State of Colorado. All meetings shall be open to the public and the board shall keep a public record of its proceedings. Board meetings shall be held a minimum of three times a year, or more, if necessary, as determined by the Board. Section Six: Powers and Duties The Citizens Grant Review Board shall have the following powers and responsibilities: 1. Advocate non-profit, charitable organizations, which enhance the quality of life for the residents, visitors and employees of Snowmass Village. 2. Provide a resource of information and expertise on grant issues. 3. Function as the primary grant review liaison between the Town Council and the community non-profit organizations. 4. Process, review and make recommendations to Town Council on all grants and funding requests by: A. publishing notice of availability of funding for grants by the Town of Snowmass Village and mailing applications as requested; B. establishing comprehensive grant funding and review guidelines to properly implement the grant process; C. receiving and evaluating all incoming applications to determine: 1) if applications are tax-exempt under the provisions of Section 501 (c) (3) of the Internal Revenue Code; Ord. 12, Series of 2000 * Page 3 of 3 2) if the applicants are appropriately enhancing the quality of life of the citizens, visitors and employees of Snowmass Village; 3) if the applicants are outside the realm of consideration, i.e. religious and "for-profit" groups, individuals, organizations clearly servicing an area outside of the Roaring Fork Valley or organizations with political agendas; D. conducting intensive interview sessions with every applicant for funding, to be held each year during the budget process; E. holding deliberation meetings to discuss all the applications in order to arrive at a list of recommended grant awards. 5. Present a final list of recommended grants to the Town Council and explain the reasoning behind such recommendations. 6. To meet on a timely and as-needed basis to review any other proposals that may come before the Board, and to fully carry out the Board's responsibilities and duties. 7. To render such other recommendations or advice as Town Council may, from time to time, request. INTRODUCED, READ AND ADOPTED as amended, on first reading by the Town Council of the Town of Snowmass Village, Colorado, with a motion made by Council Member Mercatoris and the second by Council Member Costello, on the 5th day of June, 2000, by a vote of 4 in favor to 0 opposed. Council Member Brady was absent. INTRODUCED, READ AND ADOPTED as amended, on second reading by the Town Council of the Town of Snowmass Village, Colorado, with a motion made by Council Member Hatfield and the second by Council Member Brady, on the 19th day of June, 2000 by a vote of 3, in favor to 0 opposed. Mayor Manchester and Council Member Costello were absent. TOWN OF SNOWMASS VILLAGE Douglas Mercatoris, Mayor Pro Tem ATTEST: Trudi Worline, Town Clerk