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06-04-07 Town Council PacketCIO 0 SNOWMASS VILLAGE REGULAR MEETING AGENDA JUNE 04, 2007 PLEASE NOTE THAT ALL TIMES ARE APPROXIMATE— ITEMS COULD START EARLIER OR LATER THAN THEIR STATED TIME CALL TO ORDER AT 4:00 P.M. Item No. 1: ROLL CALL Item No. 2: PUBLIC NON-AGENDA ITEMS 5-Minute Time Limit) Item No. 3: COUNCIL UPDATES Town Council Item No. 4: CONSTRUCTION UPDATE (Time: 5 Minutes) ACTION REQUESTED OF COUNCIL: TWO-WEEK LOOK AHEAD FOR CONSTRUCTION ACTIVITY Jason Haber........................................................ Page 1 (TAB A) Item No. 5: PROPOSED MODIFICATION TO BASE VILLAGE BUS STOPS AND REQUESTED CHANGE TO WOOD ROAD CONSTRUCTION SCHEDULE (Time: 30 Minutes) ACTION REQUESTED OF COUNCIL: DIRECTION TO WESTPAC WHETHER CHANGES ARE ACCEPTABLE Chris Conrad ....................................................... Page 6 TAB B) Item No. 6: FOLLOW-UP ON SCHEDULE ON SCOPE OF WORK COMPREHENSIVE PLAN AND WEST VILLAGE PLAN (30 MINUTES) Russ Forrest........................................................ Page 15 (TAB C) Item No. 7: GENERAL FUND BUDGET - (20 MINUTES) UPDATE THHE TOWN COUNCIL ON THE GENERAL FUND BUDGET AND CHANGES THAT HAVE OCCURRED SINCE JANUARY 1, 2007 ACTION REQUESTED OF COUNCIL: TO MAKE A MOTION TO ACCEPT THE CHANGES THAT HAVE BEEN PRESENTED AND TO INCLUDE THESE CHANGES IN THE 2007REVISED BUDGET Marianne Rakowski........................................Page 30 (TAB D) Item No. 8: RECREATION CENTER BUSINESS MEMBERSHIP RATE DISCUSSION Time: 30 Minutes) ACTION REQUESTED OF COUNCIL: APPROVAL OF TOWN OF SNOWMASS VILLAGE BUSINESS MEMBERSHIP FOR THE RECREATION CENTER Hunt Walker/Andy Worline................................... Page 32 (TAB E) Item No. 9: CABLE FRANCHISE AGREEMENT NEGOTIATION AUTHORIZATION FROM TOWN COUNCIL TO EXPEND FUNDS TO RETAIN RIVER OAKS COMMUNICATIONS CORPORATION AS CONSULTANTS ON THE RENEWAL OF TOSV CABLE TV FRANCHISE 06-04-07 T.C. Page 2 of 2 ACTION REQUESTED OF COUNCIL: STAFF IS REQUESTING AUTHORIZATION TO EXPEND UP TO $15,000 TO RETAIN BOB DUCHEN OF RIVER OAKS COMMUNICATION CORPORATION TO ASSIST WITH THE RENEWAL OF THE TOSV CATV FRANCHISE AGREEMENT John Dresser....................................................... Page 35 (TAB F) Item No. 10: MANAGER'S REPORT Follow-up to questions on last sales tax report Recreation Center- Party Construction Management- New Fee Base Village RFP Hotel Update Russ Forrest......................................................... Page 40 (TAB G) Item No. 11: APPROVAL OF MEETING MINUTES FOR: 02-26-07...............................................Page 43 (TAB H) Item No. 12: COUNCIL COMMENTS/COMMITTEE REPORTS/CALENDARS Page 54 (TAB 1) Item No. 13: 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. PLEASE JOIN TOWN COUNCIL FOR A SOCIAL AT TASTER'S AFTER TONIGHT'S MEETING. MEMORANDUM TO: Snowmass Village Town Council FROM: Jason Haber, Economic Resource Director DATE: June 4, 2007 SUBJECT: CONSTRUCTION UPDATE I. PURPOSE AND ACTIONS REQUESTED OF COUNCIL A. Receive Construction Update, including: 1. Construction Coordinator's Weekly Report (attached) 2. Right of Way Impacts (attached) II. DISCUSION ITEMS No significant discussion items this week. III.NEXT STEPS Staff will continue to provide a Construction Update at each Council Meeting. CONSTRUCTION COORDINATION WEEKLY REPORT # 11 Ending 05/26/07 Construction Activity Entryway Brush Creek Road/ Seven Star Brush Creek Rd was closed and the Highline/Owl Creek Rd. detour is in place until June g`h. The detour through the seven star area was operational on Tuesday and will remain in place through the month of June. I received one complaint regarding the closure of Brush Creek Rd from an Horse Ranch sub-division home owner. He did not see any work going on in Brush Creek Road on Tuesday. I explained that work was shut down on Tuesday do to weather. Weather is not something the contractor can control. Employee Housing They continue to install water line and foundation drain in the Bronco Ln. alignment. No complaints were received regarding this site. Town Hall Ongoing construction activity within project limits. A tracking pad is in place additional washed rock has been added. The traffic control plan is in place for hauling material from town hall to the visitor center site. I did not receive any complaints regarding this site. Base Village Lower Carriage Way: Haul trucks and construction vehicles are the only traffic allowed in the area. A washed rock tracking pad has been installed at the Lower Carriage Way entrance/exit. I did receive complaints regarding mud on the road this week. I am working with Mark Kittle to determine the best plan of action to get the contractors to be proactive about keeping the road clean. Wood Road: I did receive complaints regarding mud on the road this week. I am working with Mark Kittle to determine the best plan of action to get the contractors to be proactive about keeping the road clean. Traffic control is in place daily. Brush Creek Bridge: Traffic control is in place. Stops are used to allow trucks on and off the site and when equipment or machinery is being delivered. Additional striping/cones/barrels/lights and reflective tape have been put at the intersection of Wood Rd and Brush Creek Rd. I have been in contact with the police department and they feel we have done a sufficient job of delineating this area so motorists can negotiate the lanes at night safely. Shaw construction feels they are a few days behind schedule but can make them up. I did not receive any official complaints regarding this site other than the lane shift delineation. Crestwood No site visits. The work at the Crestwood's will be on site and not affecting ROW. Woodrun Place I drove Wood road past the site every day. Hauling material off the site has been minimal. I did not receive any complaints regarding this site this week. SVWS / Gould They continue to replace water line up Carriage Way. I did not receive any complaints regarding this work this week. Traffic Control I am in contact with the TCS daily. Complaints: One complaint from Don Buckholtz, Horse Ranch home owner as explained above. As explained above weather is out of our control. One complaint regarding delineation of lane shift at Brush Creek and Wood Rd intersection. The lane shift delineation issue is resolved CONSTRUCTION COORDINATION Right of Way IMPACTS June 1"—June 11`h Entryway Brush Creek Road Below the Entryway Roundabout: Temporary Road Realignment May 22nd—June 22nd Two-way traffic will be realigned through the Seven Star property, adjacent and parallel to the historic road alignment. Expect periodic traffic control to allow trucks in and out of the construction zone. Brush Creek Road Above the Entryway Roundabout: May 2151—June 8th Brush Creek Rd. will be closed between the roundabout and Horse Ranch Drive. Traffic will be detoured onto Highline Road and Owl Creek Road. Residential access between Horse Ranch Drive and Owl Creek Road will be from Brush Creek Road above the closure. Recreation Center access will be maintained from the Entryway roundabout. Rodeo Place Homes Expect on-site construction activity. No road impacts are anticipated. Town Hall Upper Kearns Road will be closed for utility installations June 15`h—August 15`h. The only access in and out of the Snowmass Center will be from the Lower Kearns Road Entrance during this time. Expect ongoing construction activity within project limits. Base Village and Brush Creek Bridge Proiects Wood Road between Enclave and Crestwood: A one-lane closure will be in place May 291h—June 22"d. Temporary traffic signals and concrete barriers will be installed for 24-hour traffic control from just above the Enclave driveway to just below the Crestwood driveway. Brush Creek Road (Below Wood Road, in front of the Service Station): Periodic one-lane closures are expected to be in place June 5`h—June 29`h; however, two-way traffic will be maintained whenever possible. These closures will be implemented on an as needed basis, and are not expected to be in place all day everyday. Kearns Road: Upper Kearns Rd. will be closed from June I" - June 7`h for utility installations coming across Brush Creek Road. Lower Carriage Way Lower Carriage Way remains closed to traffic through June 291h. Lower Carriage Way will be temporarily opened for one-way downhill traffic during the Chili Pepper and Brew Fest weekend (June 8d'— l Oh). Crestwood Occasional deliveries of supplies and equipment are ongoing. No road impacts are anticipated. Woodrun Place Periodic one-lane closures are expected to be in place on Wood Rd. Excavation and hauling operation has slowed down, however trucks will be entering and leaving the site for a few more weeks. Other The Snowmass Village Recreation Center is open and access will be maintained throughout all construction activity. Brush Creek Road opens on June 7d'. Register now for summer programs and swim lessons. The Town of Snowmass Village welcomes Federation of American Societies for Experimental Biology June 2"d—June 7`h and the Med Study Corporation June 6`h—June 17`h. MEMORANDUM TO: Snowmass Village Town Council FROM: Planning Department MTG DATE: June 4, 2007 SUBJECT: Discussion regarding Base Village Bus Stops and Wood Road Applicant: Related WestPac Planner: Chris Conrad, Planning Director 1. PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Related WestPac ("Applicant") has submitted an Administrative Modification application to confirm bus stop shelter locations pursuant to Condition No. 17 of Ordinance No. 21, Series of 2004 ("Ordinance 21") and to amend their Construction Management Plan related to final completion of road work within Wood Road. Purpose: Following discussion of the bus stop and Wood Road proposals, the Town Council should: 1) determine the appropriate bus shelter locations and sizes to be constructed by the Applicant adjacent to Wood and Lower Carriageway Roads (see Attachments 1-4); and 2) verify that the proposed road work and construction phasing within Wood Road as outlined within the Applicant's letter (see Attachments 5 and 6) is consistent with the council's understanding of the discussion occurring during . the April 2, 2007 Town Council meeting. Action Requested: The Town Council should then, by simple majority vote: 1) approve the final bus shelter locations and sizes to be constructed by the Applicant adjacent to Wood and Lower Carriageway Roads and direct the Planning Director to prepare an Administrative Modification Record of Decision; AND 2) confirm the proposed road work and construction phasing within Wood Road as outlined within the Applicant's letter and direct the Planning Director to amend the Applicant's construction management plan accordingly; OR 3) Deny or table either or both of the above. 2. BACKGROUND: A. Bus Shelters. Ordinance 21 granted Final PUD approval for the Base Village development. Condition No. 17 (the "Condition") of the Ordinance concerned the bus shelters as follows: Section Three. Conditions. As conditions of the final approvals granted herein, the Applicant will comply with the following: 17. Bus Shelters. Bus shelters consistent with the Town's Major Regional Local Bus Shelter design standard shall be provided by the Applicant at locations approved by the Town. The shelters on Carriage Way and Wood Road will be completed as expeditiously as possible to coincide with the issuance of a Certificate of Occupancy for Building 1 (Children's Center). The Final Base Village PUD approval identified two (2) bus shelter locations adjacent to Lower Carriageway Road and a shelter location on Wood Road opposite the Ague Center (Attachment 1). Please refer to Dave Peckler's letter Attachment 1) containing his recommendations for shelter locations Attachment 2) and sizes (Attachment 3). Dave will be available at the meeting. B. Wood Road. The enclosed letter from the Applicant (Attachment 5) concerns the Subject Area" portion of Wood Road being discussed. The first two (2) paragraphs of the letter outlines the work to be completed prior to December 1, 2007. The third paragraph states the work scheduled to occur in 2010. As discussed during the April 2 Town Council meeting, staff agrees that it would be best to finalize the work in this area after a majority of the potential road damaging construction related impacts to Wood Road have occurred. Staff is requesting confirmation of the deferral to 2010 and direction to the Planning Director to amend the CMP accordingly. 3. DISCUSION ITEMS: ALTERNATIVES AND IMPLICATIONS Staff Recommendation and Rational: Staff recommends accepting the recommendation from the Transportation Director regarding the bus shelter locations and designs. Further, amending the construction management plan to defer finalization of the Wood Road work until the summer of 2010 would be consistent with direction given on April 2 and the CMP should be amended accordingly. You will recall that the focus of the amendments discussed on April 2 and March 19 concerned the next two (2) years and there was no direction to actually amend it to address the 2010 deferral. Attachments:1) Exhibit showing BV Final PUD bus shelter locations. 2) Letter from Dave Peckler RE: Staff recommendation on bus shelters. 3) Diagram showing bus shelter locations per Peckler letter. 4) 'Bus shelter illustratives. 5) Related WestPac letter regarding Wood Road 6) Diagram showing Wood Road "Subject Area". r K Y 1 i rhll h l Mill" r) @t 1 C• 1 4fi IM ANSI!r k\ lw oks Z b.' "aq y j'WI b> y ir'-. ir• 1 `j?l u qv g J k V6 illl6, JI III ruiyg+'i ° sr r ty 1Iy1111NIp16111111pUINIIIHIA k ANI A ` hlrr Sj V :rod dr f I V 5 r I . C tY t u r J y qr` b y irjF Ym/F a r xe. 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'°hrr :ji ..yp-: !% /!.' is"Ty1A _ e°A r•. ) 111 1°,t(r iY Mom , , ANKTAIEKIXN ATTACHMENT 2 MEMO To: Chris Conrad, Planning Director From: David Peckler,Transportation Director Date: May 25,2007 Re: Bus Shelters identified in Base Village Final Approval I have discussed with my staff the various bus stops&shelters that are noted on the final PUD plans. I have also just heard back from the Tamarack Condominium representative about their desires concerning the bus stops and shelters. This is my recommendation for the two locations: Lower Carriageway Rd at the entrance to the Children's Center and the Tamarack, and on Wood Rd at the Aquatic Center and Enclave. Lower Carriageway Rd at the Children's Center & Tamarack: Our original concern about this location was that if we built large facilities here, we would draw people away from the Transit Station in Building 7.This is a congested area on a curve. In talking to the Tamarack,they want to have a bus shelter built on their side of Lower Carriageway Rd. I am recommending that a Mid-Sized Shelter be built on the Tamarack side of Lower Carriageway Rd at the location noted for the Bus Shelter. Across the street on the uphill (west) side of the entrance to the parking lot we do not recommend constructing any shelter. We do need the 8'x 5'ADA lift deployment pad in both locations towards the front of the bus pullout. Wood Rd at the Aquatic Center and Enclave: On the uphill (south) side of Wood Rd by the Enclave I am recommending that a Full Sized bus shelter be built. We have no way of knowing the future impact from demand for access to the Aquatic Center will be, so I am recommending the Full-Sized shelter here. Across the street at the Aquatic Center I am recommending that a Bus Stop Sign with rock base be constructed. The Aquatic Center building would provide protection for customers in adverse weather, and the Bus Stop Sign would provide a place for us to post departure times to return to Crestwood,Woodrun Place,Woodrun V and Chamonix. I hope that I have addressed all the concerns regarding the bus stops. Feel free to contact me if you have any additional questions. 0 Page 1 I`0 ppy IN,11'11141i A'- I Sth l>t % I I 8 ICI lu!II ,, t. l#; lllflllumX go tI 4W i I LY r l y l\\\\ i.b - I'. Ili ky e >.' >Z' i " •:- I'11 1 -e \..I i., I l R 6 `. fill , z , A IIIIIlIIi111Lllllllllllldl111111111 6 NI1rIL .cSd fief;./s• I N_ _ JJ^' S ' q x . u, h \ dr{ y Xc 1 > (( l! R Y.:'hi 11`is e 'Ji. 11 v r > F Alt yx;D :s Mal, y~ iia / Y''it l `/ A®, L sl iV '.'I I` > \ 4 + S• F i .'I '1 v , i llllU nq1 f e alr: 1 1 f 1:` r> a^ r{.' - 1 I r I'F.,r e l ?re 4Q . NT rrOAV/ r l i. fT _ AAriv .Q; V/A r s J 'rtr.}1TT.,mnc. A gyp , i 4 rrl ` _, / 11 ' 1 e-Ill • j%r> i^ rar=» i' 1 .. 1 N nn3lC•, I - till ) illillll,illlllllll i s I'JLo r " i/ _c,W..1 iAr': f nx/"IN l v Y 1 ur'7, iii 1 i • %Y /T1I WN OW, ti zS r RA IIRS Amoi 15/ s ATTACHMENT 4 Bus shelter illustratives Local Mid-Sized Bus Shelter 3-15-04 tie. Y•', . f X ny r Ii iii+ , Ij/ s 1 r• y . . d. f a:r r'"f IF'4i'k" aX%G'i r r..'y.' (• J,;a ..':' f.• , qy Pi.fr<!'g.,r:<,S,i rrl:y'<isi'l,fi;•f' i''iv •'af/ •J%i r!y1,/.yr i ,,.rr N. :i.,. r'F' r J• j r '+t?` ,/'{rT`h•. .,:J iA.y+'itE'.r/rte/+ty";R i: J . .<r j.r hf.i %.,, r}.'p „Irtt •;I; "dN./j;.l J / 1%Y;"'7 l i'. ,r••., ,r d'W.r J F ic: rL. ::••.•':. r. ::%,i i;:'.. . .".'=;i3•'e,r :'t.%h4`:5.•rX e;!' fr 1 P1.Ex 1 • I.HSa 1^zww+t TIM@ iZ f'o TS, tA I zao ov:•cta L 141 RT AeIv F Y Z i 1 s rr ATTACHMENT rRELATED E 3 T P A C MEMORANDUM To: Chris Conrad From: Mak Keeling Date: May 31,2007 RE: Snowmass Base Village—Upper Wood Road Cc: Scott Stenman Chris, I was recently asked to put together a memo that describes the work that is being completed on upper Wood Road(above the Wood Road Bridge or the ski under bridge). The activities that are being completed in upper Wood Road are: Wall"0" Setting sanitary sewer manholes Setting water valves Masonry an the Funnel Bridge Removal of the Funnel Bridge beams Guardrail Crestwood Stairs Trench Dams Enclave boulder wall Storm Sewer at Funnel Bridge Re-working the ditches along the road As presented by Town Staff at the 4/2/07 Town Council meeting Related WestPac will be providing a road that is in similar shape to the road that existed before the 2006 construction season(asphalt,ditches,guardrail). The temporary look of the road with concrete jersey barriers and beams under the bridge will be replaced with guardrail and bridge with world class aesthetics. The second asphalt lift,curb,gutter,bus shelter construction,&sidewalks will be added in the future. Currently Related WestPac is planning on finishing these activities in 2010. As presented at the 4/2/07 meeting,this will provide the town: A better final product A shorter construction season on Wood Road in 2007 Please contact me if you have any questions regarding this matter. Sinc Mak Keeling fir^.' s a4 A 1 Gr VAAAVAA Aw a ii pi e ill'/ IIIII = ltOtpIIIIIIIG 11 1011IN11111) ao`®' 111" III,, i',pl 1 Ilp \ ° ' L' ii 3 e' o r G tr 1_I r t" 1... _ 3 tr, ' F > " i jr 03741W. yi llllllll `/ nillllll Ire 1 < 1 , 4 C• r_ [ ism r i' _ 2F.a^ 7 ' '". (.• T an, nlun lllli i' nnilH' C- II I olio ilmlun, I, lpc y s x. i ' IIII e ICI Ir MEMORANDUM TO: Snowmass Village Town Council FROM: Russell Forrest, Chris Conrad, Jason Haber, David Peckler, Kathleen Wanatowicz DATE: June 4, 2007 SUBJECT: TARGETED UPDATE TO THE 1998 COMPREHENSIVE PLAN AND WEST VILLAGE PLAN I.PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Staff requests Council's direction in initiating a targeted update of the Town's Comprehensive Plan. This update would result in refining the Town's long-range vision for Snowmass Village and developing development guidelines in the West Village including the Mall Transit/Parking Plaza. At the May 21, 2007 Town Council meeting the Council expressed support for the goals and moving forward with this process. Staff has provided some process options in the memorandum to respond to several questions raised at the May 21s"meeting (Section 4-D). The summary of this option would be to create a check point after a community visioning process and after initial transportation work has been completed for the Council to determine whether the West Village Planning should stay integrated as part of the Comprehensive Plan or whether it should be a separate but coordinated with the Comprehensive Plan. Attached is a draft request for proposals for your review. Council may choose to direct staff, if comfortable with the goals and the proposed process for the project, to issue the attached RFP. II.BACKGROUND / NEED FOR COMP PLAN UPDATE A. 1998 Comprehensive Plan Purpose: The Town's Comprehensive Plan is a regulatory document to guide elected and appointed officials, staff, businesses, developers, property owners, and other entities in implementing goals and objectives. Updating the Comprehensive Plan is a community wide effort and will involve many opportunities for citizen involvement. The Comprehensive Plan should be updated every two years. Status: Concurrently, the 1998 Comprehensive Plan needs to be updated to reflect approved development projects, additional carrying capacities, and future redevelopment of the West Village. The Plan did not specifically contemplate the level of development approved in Base Village and the current project proposed at the Village Center. It did recognize that these areas were appropriate for more dense commercial and residential development. The Comprehensive Plan process will reconfirm the Town's vision for Snowmass Village and clearly define a set a values. B. West Village Revitalization Purpose: In 2003, after experiencing nearly five years of steadily falling sales tax revenues, and increasing concern over outdated accommodations and infrastructure in the West Village area, the Town initiated a focused planning effort to turn these trends around. Although sales tax revenues have been on the rise since 2004, with the Base Village Project under way and the proposed redevelopment of the Snowmass Center, there is an ongoing concern that the West Village/ Mall area will be left behind. Planning Efforts: In early 2002, the Forward Plan was published by the Village Leadership Forum (VLF). This group was organized to address a range of challenges facing the Town from international resort market realities, upgrading and reinvesting in the resort's assets, and balancing resort and community values. Among other strategic recommendations and guiding principles, the VLF produced the Town's Aspiration Statement: We aspire to be the leading multi-season, family-oriented mountain resort community. We will do this by creating, marketing and delivering distinctive choices for fun, excitement, challenge, learning and togetherness. All this is done amidst our unique, natural splendor...as part of a memorable Aspen/Snowmass experience. Further, we wish to be seen by this as welcoming, dynamic, convenient and successful. We will always be responsible stewards of our environment, economy and society. When successful, Snowmass Village will have achieved the quality of life and economic vitality that will assure our future as a sustainable resort community. In 2002 and 2003, the property owners within West Village's Mall area met with Town staff to identify opportunities to ensure the Mall's continued viability, prepare a plan for West Village's future (including redevelopment), and coordinate potential West Village improvements with the Base Village Project. It was agreed that the Town would take the lead in a planning effort with the commercial core stakeholders as active participants. Also in 2003, the Town Council and staff led a series of public meetings to assess the standing of Snowmass Village within the resort industry and to understand how best to address shortcomings. A fundamental shortcoming identified was the lack of a vital and vibrant commercial core, which prevents Snowmass Village from being highly competitive. Necessary components to creating a successful commercial core included critical mass of the right commercial mix, good design, and operational excellence. A next step created as a part of this effort was to continue to work with the West Village ownerships to develop a plan for revitalization. In late 2003, a concept paper for West Village Revitalization was prepared for the Town by Economic Planning Systems (EPS). The intent of this paper was to further explore principles from the Forward Plan specific to the revitalization of West Village. The paper recommended creating new zone districts that supported mixed-use types of development, and preparing a general development plan to better understand the potential impacts and opportunities for revitalization. The services of Bluegreen were engaged to carry this planning effort forward. Bluegreen's process relied on numerous past reports and studies of the West Village area. The Town has invested in efforts to understand the deficiencies in West Village and the best approach to move forward was to review this past work, identify those opportunities and barriers that still have merit in helping to achieve the Town's goals, and verify their relevance through additional limited study with Town staff and consultants. In collaboration with the stakeholder group (primarily business and property owners and their consultants), redevelopment options were created from the best of the previous proposals and the latest ideas coming out of Bluegreen's analysis. Various options were presented as potential solutions to existing conditions that should be corrected. Over a period of more than two-years, various combinations of 36 unique solutions were assembled to create four distinct redevelopment scenarios. These scenarios represent the range of potential redevelopment visions from the easiest and least costly) to accomplish to the most difficult. In 2005 and 2006, the preferred Scenario 4 was presented to more than 12 community interest groups, including homeowners associations, lodging and merchant groups, special district boards and Town boards. The plan was presented during a handful of community forums and to Town Council on several occasions, most recently in December 2006, at which time staff was directed to temporarily discontinue efforts to move the West Village Revitalization Plan forward. Status: To date the West Village Revitalization Plan is not complete and needs further analysis. One developer has purchased a significant amount of commercial and residential land area and this now presents new opportunities from a land planning perspective. It should be noted that planning for redevelopment in the West Village dates back to the 1980's. C. Mall Transit/Parking Plaza Purpose: The 1998 Comprehensive Plan specially speaks to a parking plaza in the West Village. In 2002, Base Village went through a long review. A transit station was incorporated in the arrival facility in Building 7, tangent to the loading and delivery area. The Transportation Planner for the developer maintained that the transit facility in Base Village would function as an interim facility between the Mall and Snowmass Center. Upon approval of the Base Village submission, private interests in the Mall area approached the Town to discuss the revitalization of the West Village (Mall) area. In reviewing the land uses for the West Village Revitalization, the Station elements were again brought up for review. Staff began working on the design of the Station with the land planners from Design Workshop on conceptual layouts of transit islands for the Station. The private sector invited the Town to participate in a Joint Development venture under FTA guidelines using the company Urban Innovations to secure FTA funding, and to craft an agreement between the Town and private sector on development options. FTA was contacted to inform them of the Town's interest to propose a Joint Development project, as relates to grant funding activities noted above in Section 5309 grants. The FTA has been kept informed of the progress to date on creating a Joint Development Project. The Needs Assessment and Feasibility Study has been presented to FTA for their approval. This document includes appraisal of Town property that may be impacted by West Village Redevelopment. Staff has just begun to conduct public outreach meetings to engage the community in discussion for the Station as part of the West Village Revitalization land use. Status: Town Council has approved Urban Innovations to move forward with completion of the following tasks: Coordinate submission of National Environmental Policy Act (NEPA) assessment to the Town by the engineering firm; Establish financing mechanism (cost sharing % between Developer and Town) for Joint Development planning funding; Coordinate filing of Planning Grant application with FTA/CDOT for additional planning funding; Arrange receipt of Developer planning funds. The Town has selected a firm to conduct an Environmental Assessment of the site, and a scoping meeting will be held mid-May. We hope to have the Environmental Assessment completed by late July and submitted to FTA for their review. The Town is hoping that the project will be granted Categorical Exclusion status by FTA. A new RFP will be released for architectural and design work upon completion of the update of the comprehensive plan. The Transportation Department will continue to work on keeping the project positioned for FTA funding. At a planning meeting for the Colorado Transit Coalition at the Colorado Association of Transit Agencies, the Town will be proposing a 2010 construction date for the project at that meeting. The Town has some funding from CDOT set aside for architecture/design work once the Environmental Assessment is completed. The Town is waiting for CDOT to draft the agreement for these funds. CDOT is working on the 2008 and 2009 grant requests. A major component of a targeted update of the comprehensive plan is to update the Transportation plan for the Town. III. APPLICABLE REGULATIONS The Town's Land Use Code clearly states that the Comprehensive Plan should be updated every two years. The last update to the Town's Comprehensive Plan was in 2005. FTA has regulations and criteria for projects to qualify as a Joint Development project. The Mall Transit/Parking Plaza is listed in CDOT State Transportation Improvement Program and will need to be listed as a priority project to be eligible for funding. An amendment was made in 2005 to the Comprehensive Plan to facilitate planning in the West Village. IV. DISCUSSION ITEMS / NEXT STEPS A. Goals for Plan Update Staff would recommend the following goals for updating the Comprehensive Plan: Refine and provide definition to the Town's vision for the future through a community based process. Ensure future development works within the carrying capacity of the community. Complete the west village plan as part of a comprehensive plan update so that: community goals can be realized in this commercial area, new development does not exceed the community's carrying capacity, the three commercial nodes can complement each other, and joint development for transit can effectively be integrated with other public and private uses in the area. Provide clear guidelines for new development and identify needed public benefits. On May 21, 2007, staff heard support for the goals of the Comprehensive Plan and interest in move forward with the plan ensuring that it was a transparent and a community driven process. B. Budget The RFP will identify the true cost of this scope of service as described in Section D below. The Finance Department as part of the June 4th meeting is providing a General Fund update, which shows a proposed budget of 200,000 for this effort. This would be paid for out of funds available (un- appropriated reserves). C. Public Process Staff will develop a communication plan to engage the community in this process. The plan will describe ways for citizens to actively engage in the planning process. This process will remain open to the public and the public will be able to track progress on the Town's website. The first process of a public outreach plan is to present a State of Snowmass Village address to the community in July and then to develop with the community a shared set of values that will be the basis for creating a vivid description for the community's future. D. Proposed Process The following is summary of the recommended process: Step 1) Create an RFP and develop a selection process for bringing on an independent team to complete the planning. Other steps in this phase include: To begin this process staff recommends developing a report that synthesizes the work to date on the West Village Master Plan Bluegreen), Transit Plaza (UI), and other planning efforts dating back to the 1980's. The objective is to combine the two efforts into a Master Planning Initiative, which will culminate in a successful and inclusive public process. This would be done in-house by staff. Staff would recommend that the Planning Commission would act as the primary steering committee with two council representatives and begin a targeted update to the Town's 1998 Comprehensive Plan. Part of this effort would include taking inventory of past planning efforts to integrate all plans moving forward. Alternatively, the Council as a whole could act as the steering committee or a community group could be developed to monitor and provide direction on the process. Staff would recommend that an RFP be issued to obtain independent resources for this effort. Resources anticipated for this project include: land planners, retail/market consultants, and transportation consultants. Step 2) Choose consultant and meet with them to develop a final schedule Step 3) Complete a community visioning process which would cultivate a clear vision of the future with a vivid description developed out of a community process through several public workshops. Step 4) Technical Work: This step involves completing necessary technical work that would include: Updating the Town's transportation plan Determining utility capacities or other carrying capacity issues Staff and planning team working with Planning Commission and community on other needed updates to the Comprehensive Plan. Economic/market analysis to determine additional market demand for retail, lodging, and other commercial uses. Between Steps 4 & 5) Review next steps with Council and determine whether planning for West Village should be separated but coordinated with the Comprehensive Plan Update. Step 5) Initiate a specific physical planning process for West Village with community input. This would include developing an overall plan for the Village Mall, including a new Transit Center partially funded by FTA under a Joint Development agreement. It would bring forward all of the previous work done since the 1980s on the West Village and solicit the community's input on public benefits, public facilities, and appropriate private uses their general development parameters. Step 6) Develop Draft Plan Step 7) Implement the Plan. This may include amendments to the Land Use Code to ensure there are clear expectations for both the public and future developers of the West Village. D. Request for Proposals If Town Council is comfortable with the goals and the direction proposed with completing a targeted update of the Comprehensive Plan, staff has prepared a draft request for proposals (RFP) for consulting firms. It is anticipated, that the Town would need for the following areas of expertise on the project team: Land Planning and Urban Design Transportation Planning (Vehicular Traffic, Mass Transit, Parking, and Pedestrian Activity) Market Analysis for retail and commercial areas Meeting facilitation and public process Attachment A includes the draft RFP. The RFP process for this type of project does involve over a month of time to solicit proposals and then select a team. Staff did update the RFP to include a process check before area planning was initiated in West Village to determine whether it should be integrated with the Comprehensive Plan or separated from that plan. Staff would like to initiate this process as soon as Council is comfortable with the project goals and the draft RFP. V. OPTIONS Council did discuss several options on May 21, 2007. The following is a discussion of options and their potential implications Option 1: Complete a targeted update for the comprehensive plan, as recommended by staff, which would include an area plan of the West Village. This allows the Town to get regrounded in its values and vision while also understanding the carrying capacity of the community (i.e. road capacity). In addition, a public process would be facilitated that would result in an area plan for the West Village. Staff purposely uses the word "targeted" update making the assumption that there are many elements of the Comphrehensive Plan that don't need to be modified significantly. A complete revision of the Comprehensive Plan will result in a higher cost and more time to complete. Option 2: Only complete a Master Plan for West Village: This can be done with a public process similar to as identified in Option 1. It would be prudent to update the Town's infrastructure planning for roads, transit and parking before completing this area plan. Also it may be more difficult to look at the West Village commercial node with out looking at how it is connected to the other two commercial nodes. Option 3: Split out an area plan from an update of the Comprehensive Plan. This may result in more cost and may be challenging to coordinate two separate efforts. It may allow the West Village Plan to be completed before an update is finalized to the Comprehensive Plan. Option 4: Don't do any further planning and simply wait for a Planned Unit Development Application. This is the least expensive of the options (short- term) with no planning cost. However, it is completely reactive to developer's proposals in the future. This process when applied to a larger geographic area (multiple properties) results in missed opportunities as it relates to needed public improvements and private development which may not (when looked as a geographic area) meet the needs of the community. Staff recommends option 1 with the addition that after the traffic analysis is completed in step 4 (mentioned above) that a process check occur with Council to determine if the area plan for West Village should result in a separate but coordinated plan (as apposed to be a component of the Comprehensive Plan update). VI. NEXT STEPS / MAJOR MILESTONES June — August Issue a RFP for Comprehensive Plan update including Transit Planning and select a consultant team. Develop a work plan including a chronological timeline of the West Village Planning Process Deliver a State of Snowmass Village presentation with current market trends Form steering committee (Planning Commission) and appoint members of the council Develop a communications plan for the public process. Conduct a visioning process with the community. VII. ACTION REQUESTED OF COUNCIL Does the Council support conducting a targeted update of Comprehensive Plan and the proposed goals mentioned in this memorandum. Also does the Council support moving forward with issuing an RFP to initiate the process? P:\MANAGER.XSC\Memos\Compplan52107 (2).doc REQUEST FOR PROPOSALS TARGETED UPDATE OF THE TOWN OF SNOWMASS VILLAGE COMPREHENSIVE PLAN June 4, 2007 - DRAFT 1.INTRODUCTION The Town of Snowmass Village, hereafter referred to as the Town, completed a comprehensive plan in 1998. Since then, a major development was approved referred to as the Base Village and another large community commercial project (the Snowmass Center) may potentially start in 2008. The third commercial area in Snowmass Village, referred to as the West Village, has had several planning efforts that have included a Joint Development Plan under FTA requirements along with a master plan. Neither of these plans have been completed. The Town developed a vision or aspiration statement from public meetings held in 2002 developed by the Village Leadership Forum. Which is: We aspire to be the leading multi-season, family-oriented mountain resort community. We will do this by creating, marketing and delivering distinctive choices for fun, excitement, challenge, learning and togetherness. All this is done amidst our unique, natural splendor..as part of a memorable Aspen/Snowmass experience. Further, we wish to be seen by this as welcoming, dynamic, convenient and successful. We will always be responsible stewards of our environment, economy and society. When successful, Snowmass Village will have achieved the quality of life and economic vitality that will assure our future as a sustainable resort community." Providing additional definition, refinement, and validation for this statement would be valuable for planning Snowmass' future. New opportunities have also presented themselves to Snowmass Village. A new developer now owns and controls either all or a majority interest in the three commercial areas of Snowmass Village: 1) Base Village, 2) Village Center, and 3) West Village. This is both an opportunity to realize new opportunities and a challenge to ensure that the community's vision is achieved with any new redevelopment. Snowmass as a resort is now 40 years old and the municipality is 30 years old. Given the history of the community, previous community planning, and the new land ownership opportunities, it is critical for the community to take stock of what it has achieved and define a path forward that achieves the community's vision and goals. The town is also being asked to deal with many interrelated issues such as circulation, housing, recreation, and land use issues that transcend neighborhoods. It also appears to be clear that Snowmass Village is at a crossroads. We have experienced an incredible amount of physical development. However, what's next? Are we clear on where we want to be in 10-15 years? Do we have a clear set of values to relate actions back to? Understanding the community's values (quality of life, natural environment, safe secure place to live and raise a family) provides the underpinning of developing a vision and ultimately an action plan. 1 At an April 10, 2007 retreat, the Town Council indicated a need to ensure that Snowmass Village is sustainable as a community and a resort. The Town Council indicated a definition of success was "That the Town of Snowmass Village is a livable, sustainable, and enjoyable community." Furthermore, the idea of creating a targeted update of the comprehensive plan was discussed to ensure that the community's vision and values were clearly understood and that future planning (i.e. West Village) was consistent with that vision and those values. 2.PROJECT GOALS The following are approved project goals approved by the Snowmass Village Town Council: Refine and provide definition to the Town's vision for the future through a community based process. Ensure future development works within the carrying capacity of the community. Complete the west village plan as part of a comprehensive plan update so that: community goals can be realized in this commercial area, new development does not exceed the community's carrying capacity, the three commercial nodes can complement each other, and transit oriented development can effectively be integrated with other public and private uses in the area. Update critical areas of the 1998 Comprehensive Plan, (such as but not limited to: Economic and market needs identified in Chapter 3, Transportations Plan, Employee Housing Needs that need to be updated as the result of development that has been approved and as the result of the physical planning for the West Village. Provide clear guidelines for new development and identify needed public benefits. 3.SCOPE OF SERVICE TASK A:PROCESS REFINEMENT & AGREEMENT This task involves reviewing background information, developing an engaging schedule for completing this project, and working with staff to develop a focused and engaging public process. The initial task of the consultant would be to review the 1998 Snowmass Village Comprehensive Plan, and draft work done to date on planning related to West Village along with other background information. The consultant would be responsible for creating a specific schedule and associated graphics to communicate to staff, boards, and the community as a whole. This step could involve 1-2 meetings with staff and one with the Town Council. Staff and Council members would also be actively involved and meeting with key stakeholders to ensure they are informed of and support the process. It is anticipated that the steering committee for this process would include the Planning Commission and two members of the Town Council. TASK B:SNOWMASS VILLAGE'S VISION The consultant will be required to plan for and facilitate a process to solicit input from the community and develop a future vision for Snowmass Village. This vision should be based on the community's values and provide a vivid picture of what Snowmass Village desirable future will be. It should be developed by using factual information created in step A. The consultant can 2 anticipate helping to prepare that information for presentation and providing that to the public. Staff would complete a paper called "State of Snowmass Village" which is intended to provide factual information on demographic, economic, land use, environmental, recreational, and public opinion information from a community survey. Careful and creative facilitating will be required in working with the community in 2-3 public meetings to create a vision and goal areas to achieve that vision. It is anticipated that Community values would be identified within this process. The Town would desire to have a well-focused process for the development of this task in a relatively short period of time. The consultant shall also prepare the results of this task in a written format that could be included on the web and in hard copy to solicit input from the community and particularly second homeowners on the visioning exercise. Specific Tasks Include: Working with staff to ensure all community stakeholder groups are invited and franchised in the process. Individual one-on-one meetings may be required prior to the community/public meeting(s). Creating informational materials developed in Task A and assisting in the presentation of those materials to ensure discussions are grounded in facts. Facilitating 2-3 public meetings which result in a: Vivid descriptions of Snowmass Village's future based on a set of accepted community values. Goal areas to further develop into actions plans TASK C:TECHNICAL WORK Staff anticipates that a number of technical task begin with the initiation of Task B. This work would include the following: Working with the planning staff and the Planning Commission on specific areas of the Comprehensive Plan that are outdated and need to be updated. Updating the Transportation Plan for the Town, which includes road infrastructure and levels of service, transit and transit facilities, parking, lift connections between commercial villages, and pedestrian connections. This would include a traffic analysis update for the Town of Snowmass Village to determine if the existing and proposed development will have an impact on the level of service for the Town's road systems. Federal funding from the Federal Transportation Authority may be available for future transportation work and Federal guidelines must be respected in this process to ensure Federal funding for transportation planning. See FTA guidelines on the Town's web site at: http://www.tosv.com/sitepages/pid117.php . Evaluating the carrying capacity of the community and identifying key limiting factors for growth. Retail/commercial market analysis for potential new commercial uses. Affordable housing demand and need in the future. 3 TASK D PROCESS CHECK After substantially completing the transportation update in Task C, review progress to date with Council and provide a recommendation on whether the West Village Area Plan work (Task E) should be a separate document which would be coordinated with the remainder of the Comprehensive Plan update. TASK E:AREA PLANNING WORKSHOPS A major purpose of conducting a targeted update of the Comprehensive Plan is to complete the planning for the West Village. Significant work has occurred to date on the West Village. Based on the work conducted in Task C, work collaborative with the community as whole, property owners, and merchants to complete the physical planning for the West Village. It is anticipated that this will include: Synthesizing work to date on the West Village and the technical work mentioned in Task C. This should include developing a clear presentation on the work that has been done to date, which can be shared with the public. Conducting workshops to identify public needs in this commercial area and to receive input to development plan alternatives. This could also include developing a set of planning principals for the area. Workshops to review plan alternatives and to receive feedback on those alternatives. Developing a preferred plan based on community input, planning commission input, and input from the Town Council. Develop design and development parameters (permitted and conditional uses, height, floor area, ect.) for the area. Develop a implementation plan that would include a summary of public benefits that would be required in the area and a plan for how those improvements would be built and operated over time. TASK F:PLAN DEVELOPMENT Based on the previous work (Tasks A-D) develop a draft Comprehensive Plan Update. This update should utilize the existing information in the Comprehensive Plan, which is still valid, and integrate new planning and implementation tasks as the result of the work done in this scope of service. A dedicated TOSV staff person will help work on the draft and the scope of this project with the consultant. The consultant working with staff will develop a detailed outline which would highlight updates for planning commission and Town Council review and approval. The consultant then shall prepare a draft plan with Town Staff which shall be reviewed the Community (web and 1-2 public meetings). Based on that input the steering committee will direct changes to the draft. The Town Council will review draft changes and provide final direction on revisions to the plan. The plan shall include a clear implementation plan along with updates to the sections currently in the plan. 4 The consultant shall provide coordination between various topical areas and ensure that any inconsistencies between areas (land use and transportation) are identified and resolved. With input from the community, Planning Commission, and Snowmass Village Town Council the consultant working with Town Staff shall prepare a final draft for approval by the Planning and Environmental Commission and the Snowmass Village Town Council. This task shall be considered completed when the plan is approved by the Snowmass Village Town Council. 4. THE CANDIDATE'S QUALIFICATIONS Provide an organizational chart showing the proposed staffing of this project by your firm, and the relationship to the Town of Snowmass Village, design team and contracting team. Provide the qualifications of the proposed operations and management expertise on the team, as follows: An overview of the firm including but not limited to time in business, number of personnel on staff, accounting personnel on staff, and administrative support personnel. Current resume of the project manager that outlines experience related to managing and facilitating a comprehensive plan as described above. Specific examples should be included of major community projects which were facilitated by the project manager. Current resume of all the associates and any other sub contractors that would help facilitate the public process and/or work on a comprehensive plan as described above. Specific examples should be included of major community projects, which were facilitated by the project manager. The Town anticipates the need for the following areas of expertise on the project team: Land Planning and Urban Design Transportation Planning (Vehicular Traffic, Mass Transit, Parking, and Pedestrian Activity) Market Analysis for retail and commercial areas Meeting facilitation and public process Consultation on funding and financing public improvements. The Town currently has a consultant to help with transit funding and this resource would be made available to the project. List of projects managed by this individual, together with the client and phone number for each project shown. Minimum number of hours per week each individual will be specifically dedicated to this project during the project. 5.PROPOSAL SUBMITTAL Provide your firm's anticipated fee to perform the services described herein. Provide an alternate fee (if any) for separating the tasks of completing a Comprehensive Plan and an Area Plan for West Village if they became to separate but coordinated plans (See Task D above). 5 Show a basis for calculating this fee, including anticipated staff time, by hours per week, devoted to this project, broken out by individual. Separately, show all associated reimbursable costs for providing these services (e.g. office space, phone, travel, reproduction, etc.). Provide itemized list and your proposed cost (either lump sum or hourly rate) for optional services that may be of benefit to the Town of Snowmass Village but are not identified in the Scope of Work of this RFP. Please recommend any approaches you feel would be useful in engaging stakeholders and facilitating the community process described above. Provide a proposed project schedule with the tasks identified in this scope and any other steps recommended by the consultant team. Provide the hourly rate schedule for individuals proposed in this project to be used if the TOWN OF SNOWMASS VILLAGE wished to increase the scope or frequency of services. The submittal shall include: o 15 bound copies of the proposal o 1 unbound copy of the proposal o 1 electronic PDF version of the proposals o This shall be submitted to Russell Forrest, Town of Snowmass Village, P.O. Box 5010, Snowmass Village, CO 81615 by June 18, 2007. Any questions should be emailed to rforrestatosv.com. Individuals or companies responding to the RFP should notify Russell Forrest prior to June 8, 2007 that a proposal will be submitted to the Town of Snowmass Village. 6.SCHEDULE RFP issued: June 5, 2007 Notify Russ Forrest by email at rforrest(a)tosv.com that you will Be submitting an RFP June 25, 2007 Proposal and cost estimate submittal deadline July 6, 2007 Interviews July 12, 2007 Selection (Tentative) July 16, 2007 7. ADDITIONAL INFORMATION Additional information can be obtained on the Town's web site which is http://www.tosv.com/sitepaoes/l)idi 17.php related to this RFP. 8.GENERAL CONDITIONS Limitations and Award: This RFP does not commit the Town of Snowmass Village to award or contract, nor to pay any costs incurred in the preparation and submission of qualifications in anticipation of a contract. The Town of Snowmass Village reserves the right to accept or reject all or any submittal received as a result of this request, to negotiate with all qualified sources, or to cancel all or part of the RFP. After a priority listing of the final firms is established, the Town of Snowmass Village will negotiate a contract with the first priority firm. If negotiations cannot be successfully completed with the first priority firm, negotiations will be formally terminated and will be initiated with the second most qualified firm and, likewise, with the remaining firms. 6 Selection: Initial evaluation will be based upon the qualifications of the applicant. The Town of Snowmass Village reserves the right to not interview, and to make final consultant selection based upon the qualification statements and cost estimate. Equal Employment Opportunity: The selected consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. TASnowmass Projects\Comp Plan\Snowmass Comp Plan\RFP-Community Plan51607.doc 7 MEMORANDUM TO: Snowmass Village Town Council FROM: Marianne Rakowski, Finance Director Russ Forrest, Town Manager DATE: June 4, 2007 SUBJECT: General Fund Budget Update I.PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Update the Town Council on the General Fund budget and changes that have occurred since January 1, 2007. Action Requested: To make a motion to accept the changes that have been presented and to include these changes in the 2007 revised budget. IL BACKGROUND The attached General Fund Budget Summary shows the changes that have occurred or may occur in both revenues and expenditures. The changes in the revenue numbers are based on year-to-date information or current collections. The changes in the expenditures include Town Council approved changes, expenditures that couldn't be avoided (equipment breakdowns) and additional requests. The 2007 Revised Budget column includes the changes on the right-hand side of the worksheet. With these changes, the ending funds available are higher than what was budgeted (by $432,950) due to the additional carryover from 2006 and the increase in revised revenues for 2007. Please review the attached worksheet and let us know if you have any questions on these items. III. STAFF RECOMMENDATIONS Motion to direct staff to proceed with the attached budget numbers and to include these changes in the 2007 revised budget, which will be formally adopted later in 2007. TOWN OF SNOWMASS VILLAGE GENERAL FUND - BUDGET SUMMARY 2007 2007 2007 2007 Budget changes to 2007 Revised Column BUDGET SUMMARY PROPOSED REVISED VARIANCE BEGINNING CARRYOVER 4, 541 468. 55 $ 5, 512, 912. 44 $ 971443. 89 OPERATING REVENUES/ EXPENDITURES OPERATING REVENUES 11, 708, 342. 00 $ 11, 944, 572. 00 $ 236230. 00 Revenues Expenditures OPERATING EXPENDITURES 11416, 302. 00) $ ( 11, 506, 902. 00) $ ( 90, 600. 00) Net Operating Rev' s/ Exp 292, 040 00 $ 437, 670. 00 $ 145, 630. 00 Town Sales Tax 91430. 00 County Sales Tax 61 300. 00 TOWN HALL IMPACTS Building Permits 102500. 00 Town Hall Revenues Ski Corp Contributions 25, 000. 00) Town Hall Expenditures Penalty& Interest 6000. 00 Town Hall- COP- O& M Expenditures Town Hall- Transfer Out- CIP( design 6 FFE) 500, 000. 00) $ ( 500, 000. 00) $ T. Clerk( coiner/ TIP5 1printing 4, 100. 00 Solid Waste- Dump Fees 16, 000. 00 ONE- TIME REVENUES Road- Sweeper/ Grader repairs 33, 000. 00 ONE- TIME EXPENDITURES 691, 314. 00) $ ( 1, 021174. 00) $ ( 329, 860. 00) Shop- Overtime 2000. 00 Cougar Canyon 180000. 00 $ 180, 00000 $ T. Mgr- Comm Relatn/ Const Mitig 20, 000. 00 T. Mgr- Staff Development/ Training 10, 000. 00 OTHER EXPENDITURES: T. Council- Donations- General 1500. 00 CAP EQUIP RESERVE Planning- Computer/ Senior Plnr 2000. 00 EMPLOYEE HOUSING EXPENDITURES Building- Laptop for new employee 2, 000. 00 TRANSFER OUT- CAPITAL PROJECTS FUND $ 354, 264. 00) $ ( 354, 264. 00) CAPITAL PROJECTS 0& M TOTALS $ 236, 230. 00 $ 90, 600. 00 Base Village- Per FIA- Revenues ONE- TIME EXPENDITURES Base Village- Per FIA- Expenditures Community Survey 13, 000. 00 Comprehensive Plan 200000. 00 NET REVENUE/ EXPENDITURES $ ( 1, 011 31400) $ ( 1695, 438. 00) $ ( 684, 124. 00) Town Mgr Search 15, 210. 00 Town Mgr House# 28 10500. 00 T. Council- Franchise Negotiator 15000. 00 SPA LEASE INCOME Salary/ Benefit Survey 5, 000. 00 TRANSFER OUT- DEBT SERVICE FUND Ditch Work 35, 150. 00 Office 2007 licensing 28, 000. 00 ENDING CARRYOVER 3, 822, 194. 55 $ 4, 255144. 44 $ 432, 949. 89 Rodeo Storage Sheds 8, 000. 00 TOTALS $ 329, 860. 00 BUDGET APPROPRIATIONS 2007 2007 2007 PROPOSED Revised VARIANCE TRANSFER OUT- CAPITAL PROJECTS DESIGNATIONS/ RESERVES: Entry Welcome Center- Civil Work 354264. 00 INVENTORY 130000. 00 $ 130000. 00 $ PREPAID EXPENSES 120, 000. 00 $ 120000. 00 $ TOTALS $ 354, 264. 00 EMERGENCY CONTINGENCY 214, 663. 11 $ 214, 66311 $ CAPITAL EQUIP RESERVE 303 984. 00 $ 303, 984. 00 $ TOWN HALL COP- COUGAR CANYON 360000. 00 $ 360000. 00 $ TOTAL APPROPRIATIONS: 1, 128, 647. 11 $ 1120 64711 $ FUNDS AVAILABLE: 2693, 547. 44 $ 3126, 497. 33 $ 432, 949. 89 TOTAL APPROPRIATIONS 6 FUNDS AVAILABLE 1$ 3, 822, 194. 55 $ 4, 255, 144. 44 $ 432, 949. 89 MEMORANDUM TO: Snowmass Village Town Council FROM: Hunt Walker DATE: January 16, 2007 SUBJECT: I.PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Approval of Town of Snowmass Village Business Membership for the Recreation center II. SUMMARY OF DESCRIPTION PROJECT (MAY ONLY APPLY TO DEVELOPMENT APPLICATIONS). III. BACKGROUND A. The Town of Snowmass Village Recreation Center would like to offer memberships designed to help Town businesses provide recreation benefits to their employees. While some of these employees may live within the Town area and are already entitled to resident rates, a Business Membership will allow all of the employees, and their families, who live outside the Town of Snowmass Village's boundaries to also receive discounts for memberships at our recreation center. B. To qualify for the Business Membership program, the business must register at the Snowmass Village Recreation Center by paying an annual application fee (see attachment). Payment for the Membership(s) can be made at the time of enrollment and enrollments will be taken at any time after the application fee has been paid. Proof of employment will be required for eligibility. C. Initially the business membership was delayed because of the fear of over- usage of this facility. We have tracked the membership numbers and staff feels comfortable with increasing memberships. We also feel the business membership will increase revenue and reduce the current subsidy. IV. APPLICABLE REGULATIONS (If it is a topic that relates to a regulation) V. DISCUSION ITEMS: ALTERNATIVES AND IMPLICATIONS A. Staff suggests Council select from options (see attached for break-down) i. Option 1: This option is the "Current Resident Rate". All memberships are eligible with this option. Application Fee Required. ii. Option 2: This option is 10% above the resident rate. 20 Visit Punch Cards are not available in with this option. Application Fee Required. iii. Option 3: This option is 30% above the resident rate. 20 Visit Punch Cards are not available in with this option. Application Fee Required. VI. OTHER HEADINGS RELATED TO THE TOPIC VII. STAFF RECOMMENDATIONS AND FINDINGS Staff recommends Options 41. Although option #1 is the "current resident rate" we will be collecting an application fee (from the employer) before selling a membership. It will also be easier for the facility staff to track and monitor this recommended option. We will still have the ability to limit numbers of business memberships we sell if the increase is too great. VIII. NEXT STEPS Business Membership Rates: Option # 1 Option # 2 Option # 3 Current Resident Rate 10% 20% Business Membership Rate Business Membership Rate Business Membership Rate 20 Visit Punch Card R rate INR rate 20 Visit Punch Card NR rate 20 Visit Punch Card aNR rate_ Youth 2- 17 105. 00 $ 160 Youth 2- 17 Youth 2- 17' Adult 18+ 140. 001 $ 220 Adult 18+ Adult 18+ 1 3 Month Individual Pass 3 Month Individual Pass_ 3 Month Individual Pass Youth 2- 17 225. 00' $ 360 Youth 2- 17• $ 247. 50 $ 360 Youth 2- 171 $ 270. 00 $ 3_6_0 Adult 18+ 3$ 300. 00 $ 475 Adult 18+ i $ 330. 00 $ 475 Adult 18+ 360. 00r $ 475 Individual Ann Youh Individual Annual Pass I-_ Individual Annual Pass 450. 00 $ 720 --- Youth 2- 17. 1 0- $ 495. 0 720 Youth 2- 171 $ 540. 00_ I ___ $ 720 Adult 18+ - $ 600. 001__$ 950 - - Adult 18+ 1 $ 660. 001 $ 950 Adult 18+ 1 t $ 720. 00 $ 950 3Month Family Pass j $ 560. 00 $_ 85_ 0 _ 3 Month Family Pass 616. 00 $ 850 3 Month Family Pass f $ 672. 00 $ 850 Family of 2 or more( max 4)$ 50 each additional Family of 2 or more ( max 4)$ 50 each additional Family of 2 or more( max 4)$ 50 each additional Family Annual Pass 1, 120. 001 $ 1, 700 _ Family Annual Pass 1, 232. 001 $ 1, 700 Family Annual Pass 1, 344. 001 $ 1, 700 Family of 2 or more( max 4)$ 100 each additional Family of 2 or more( max 4)$ 50 each additional Family of 2 or more( max 4)$ 50 each additional To qualify for the Business Membership program, the business must register at the Snowmass Village Recreation Center by paying an annual application fee ( see below). Payment for the Memberships) can be made at the time of enrollment and enrollments will be taken at any time after the application fee has been paid. Proof of e- loyment is required. Application Fee: 1- 15 Employees _ fI_ $ 200. 00 r 1- - -- — 16- 50 Employeest $ 400. 00 51+ Employees)—' $ 600. 00' T — Option # 1 - This option is the " Current Resident Rate". All memberships are eligible with this option. Application Fee Required Option # 2 - This option is 10% above the resident rate. 20 Visit Punch Cards are not available in with this option. Application Fee Required. Option# 3 - This option is 30% above the resident rate. 20 Visit Punch Cards are not available in with this option. Apelication Fee Required. MEMORANDUM TO: Snowmass Village Town Council FROM: John Dresser DATE: June 4, 2007 SUBJECT: Authorization from Town Council to expend funds to retain River Oaks Communications Corporation as consultant on the renewal of TOSV Cable TV Franchise I.PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Staff is requesting authorization to expend up to $15,000.00 to retain Bob Duchen of River Oaks Communications Corporation to assist with the renewal of the TOSV CATV Franchise agreement. II. SUMMARY OF PROJECT The current CATV Franchise agreement expires 12/31/2009. Comcast has submitted the required Section 626 notice of intent to renew which requests proceeding in an informal manner under the Federal Cable Act. TOSV has until June 30 to respond to this notice agreeing to informal or demanding formal proceedings. I have met with Bob Duchen and reviewed with him some objectives TOSV may have in the process. Kathleen Wanatowicz has been in contact with Nan Sundeen of Pitkin County regarding their renewal and their goals. Pitkin County has already engaged River Oaks. At a meeting I attended in May with Bob Duchen and John Ely it was discussed that the County and TOSV jointly retain River Oaks and jointly negotiate each entity's renewal. It was discovered that the City of Aspen is up for renewal also and on May 31, I will be meeting with the City, County and TOSV to discuss a joint renewal process with all three jurisdictions sharing the cost of River Oaks, pro rata based on population with a provision for special services specific to each jurisdiction's goals in the renewal process. Immediately after that meeting the attorneys for each jurisdiction together with Bob Duchen will meet with representatives of Comeast for an initial meeting. III. BACKGROUND A. The current franchise began in 1995. IV. APPLICABLE REGULATIONS The Federal Cable Communications Act V. DISCUSION ITEMS: ALTERNATIVES AND IMPLICATIONS Should TOSV participate with the City and County and retain River Oaks to renew our CATV franchise? 1) There are advantages to pooling resources in terms of subscriber numbers. 2) There are advantages in utilizing an expert in cable and communications technology to address issues and cooperating with the other jurisdictions to share costs. 3) Attached are a proposal from River Oaks and a list of franchise issues to be negotiated. (Please be advised that this proposal is from the point of view that TOSV would be retaining River Oaks separately and new terms are expected as a result of the meeting May 31, which terms will be reported to Council orally at its June 4 meeting). 4) One way to recoup the investment in River Oaks is through the negotiations with Comcast capital grants and monthly capital contributions are possible. These could include provision of equipment and technical expertise to upgrade the production of Council meetings from the new Town Hall additional access channels, free CATV to Town Hall and other items on the issues list. VI. STAFF RECOMMENDATIONS AND FINDINGS Staff recommends that Town Council authorize up to $15,000.00 to be expended to retain River Oaks in conjunction with the City and County for CATV franchise renewal. Should additional funds be necessary staff would return to Council for authorization for any amounts above the initial amount. River Oaks Communications Corporation Denver Office: Colorado Springs Office: 6860 South Yosemite Court, Suite 2000 8 South Nevada, Suite 515 Centennial, Colorado 80112 Colorado Springs, Colorado 80903 Phone: (303) 721-0653 Phone: (719) 477-6850 Fax: (303) 721-1746 Fax: (719) 477-0818 E-Mail., bduchen @rivoaks.com E-Mail., tduchen @rivoaks.com MEMORANDUM To: John Dresser-Town Attorney Town of Snowmass Village From: Bob Duchen- Vice President River Oaks Communications Corporation Date: March 1,2007 Re: Cable Television Franchise Renewal Proposal John -- It was a pleasure talking with you the other day. We have begun working on behalf of Pitkin County on the cable franchise renewal project with Comcast. The following outline identifies some of the tasks in the informal franchise renewal process. As you might expect, the figures vary depending upon the length of our involvement and type of work. Perform various facets of a Cable Television Community Needs Ascertainment (gather information; prepare Survey instruments and survey Town Departments, CGTV and other key stakeholders; analyze information);hold a focus group and public workshop. 2,300-$2,900 Provide expertise during the cable franchise renewal negotiations; review existing Franchise for compliance issues; develop a list of goals/objectives for the new Franchise; provide information to the Town on what the cable operator has agreed to in other comparable communities; commence cable franchise renewal negotiations; hold preliminary meeting and conference calls with the cable operator; work closely with the Town Attorney in Franchise drafting; initiate additional conference calls and hold meetings as necessary with the cable operator; finalize the new Franchise and present same to the Town Council. 14,625 - $19,500 Pagetwo Other Services River Oaks and its team members stand ready to perform the following additional services at your request: Develop a written Residential Subscriber/Non-Subscriber Survey. River Oaks would prepare the Survey instrument. River Oaks would work with its subcontractor, Connie Book, Ph.D.,on this Survey project. Cost to be determined based upon the methodology chosen. Perform a technical evaluation of the cable system and review system upgrade plans, if any,to determine the cable system's capabilities to provide advanced broadband services. Cost to be determined in consultation with the Town. The cost figures in this proposal are premised upon the cable operator's cooperation with the Town and do not include expenses. Additionally, please be advised that if work progresses in large part under the formal franchise renewal process (for example, if the Town and the cable operator become involved in administrative hearings and/or judicial proceedings), additional expenses would be incurred by the Town. Our work would be performed on an hourly basis plus expenses (such as Federal Express, long distance telephone charges, clerical, copies, travel, etc.). Our key personnel and their hourly rates are as follows: Bob Duchen,Vice President-$195/hour(1/2 the hourly rate for travel) Tom Duchen, President-$195/hour(1/2 the hourly rate for travel) We will work closely with you in order to meet the Town's financial objectives. FRANCHISE ISSUES The following is a list of some of the issues to be considered in connection with franchise negotiations. These are not listed in order of priority. In the course of the process, there are other issues which will arise as well. Definitions(in particular"Gross Revenues") Nonexclusive Grant Term of Franchise Police Powers Competitive Equity Franchise Fees(5%of Gross Revenues, Reports,Audits, Late Payments, etc.) Bundling of Cable and Non-Cable Services Reservation of Rate Regulation Authority Performance Evaluations Indemnification Insurance (Types, Amounts, etc.) Letters of Credit Bonds Customer Service Standards Broad Programming Categories Preservation of Initial Access Channels Triggers for Additional Access Channels Capital Grant(s) Monthly Capital Contributions System Interconnections Institutional Network("I-Net") Right-of-Way Use Provisions System Design and Upgrade FCC Technical Standards Emergency Alert System Free Cable Service for Government Buildings, Schools and Libraries Scrambled Channel for Government Use Franchise Violations, Procedures and Remedies Liquidated Damages Franchise Renewal Franchise Transfer Miscellaneous Provisions (Notices,Venue,etc.) TO: SNOWMASS VILLAGE TOWN COUNCIL FROM: RUSSELL FORREST, TOWN MANGER SUBJECT: MANAGER'S REPORT DATE: June 4, 2007 Follow-up to questions on last sales tax report The General Retail category has a large increase in March due to a few sales that occurred related to construction within the town. Kim has sent a letter to these remitters to make sure that they were supposed to be remitting sales taxes to us. We need to make sure that it was a retail sale occurring in Snowmass Village. These companies did not have a remittance for the same period last year, which contributes to the large increase. Utilities are up because the cost of utilities has gone up so much over the last two years as well as the increase in usage due to new developments/construction. Recreation Center-Party The Recreation Center is planning three Friday parties on June 22ntl, July 27'"&August 24`"from 4:00pm—7:00pm. The Recreation Center did apply for a temporary liquor license for these events. Our plan was to provide beer/wine for one or more of these events. The Recreation staff believes this might be a nice way for the community to get together and enjoy a night out at the Recreation Center. We will be advertising the first"Friday Party' soon after we finalize our activities. Staff wanted to ensure that the Town Council was comfortable with the service of liquor at these events. Construction Management-New Fee In evaluating the budgetary impacts of the Town's Construction Coordination and Impact Mitigation efforts, Staff has identified one-time costs on the order of$20,000, and ongoing costs of approximately $240,000 per year. The one-time costs are for equipment purchases associated with noise, water quality, and traffic monitoring. The ongoing costs are associated with staffing and other resource needs (i.e., Construction Coordinator and Construction Information Initiatives). We are currently considering two options for recovering these costs and would like Council feedback before proceeding with either. The first option would involve the adoption of an ordinance establishing a Construction Mitigation Fee. The fee would likely be tied to building permit issuance and could apply proportionately(based upon project size or project valuation)to any project requiring a building permit. The second option would be for.staff to negotiate a resource agreement to recover these costs directly from major active developers. Manager's Report 05-21-07 Page 2 of 3 Base Village RFP Hotel Up-date By: Russ Forrest Three firms reviewed this RFP and discussed the proposal with the Town. After reviewing the proposal by Hunden Strategic Partners, the Town Manager selected them to complete the scope of work in the Base Village Hotel Review RFP that included the following goals: 1) Determine if the Viceroy Hotel Brand owned by Kor group meets Condition 7 of the Ordinance 21, as listed below under"History": specifically, in relation to the term "nationally recognized hotel chain". 2) Determine what benefits will the Viceroy Hotel Brand specifically and a boutique hotel generally brings to the Town compared to a nationally recognized hotel chain. Conversely what are the negatives of a Viceroy Hotel Brand compared to other national brands. If the Town intends for this building to be a conference hotel with over 9,500 square feet of meeting space and 10,800 square feet of ancillary conference support floor space approved for the hotel in the Planned Unit Development, discuss the pros and the cons of having a boutique brand run the hotel versus a nationally recognized brand such as a Westin, Hyatt, or Hilton. 3) What industry information/trends/specific market issues should the Town be aware of in evaluating a hotel brand for this site. Specifically: a. Are there national trends that should be considered related to condominium hotels. b. Are there emerging tools to ensure condominium hotels are rented and have a higher occupancy. c. How should the Town consider specific hotel brands in the context of three commercial villages that are owned by a single developer. The final commercial area to be planned and developed (West Village) is tentatively slated for a conference center. d. What other hotel brands should be considered specifically for this site and potentially for the other two commercial areas in Snowmass. e. Based on the Average Daily Rate (ADR) of the Viceroy, is this hotel brand consistent with the demographic of the guest visiting Snowmass and how does that ADR compare with existing lodging product in Snowmass. f. What would your comparative analysis reveal for fractional, condominium, and wholly owned hotel operations in relation to long term viability, occupancy rates and conference activity. What would your comparative analysis reveal for"nationally recognized hotel chains" (or brands) versus "boutique" or individualized hotel operations in relation to long-term viability, occupancy rates and conference activity. Hunden was chosen based on references received from previous clients and their ability to respond to the RFP. The project will not exceed $15,000. Manager's Report 05-21-07 Page 3 of 3 The following is a list of strategic projects and there current status for your information. Staff Action Status Date to follow- Contact u with Council Russ Retreat Follow- The Directors will begin working on a May 21 & Forrest up action plan to implement the Council's July 23 goals. Staff Retreat planned for June 5`h Russ, Comprehensive Follow-up on process and RFP on June May 21, 2007 Chris, Plan Update 4th. Kathleen, David Hunt Entryway / Staff will review construction drawings for July 2007 Walker Gymnasium qvmnasium in Jul Jason Construction Ongoing updates throughout construction Each Council Haber Mitigation season. Will bring policy changes to meeting affect the proposed construction guidelines to Council in June. Chris Village Center Will receive new plans pending outcome June 18, 2007 Conrad Project or 6-18-07 T.C. Meeting on Village Center David TOD Project in Proceeding with NEPA work and May 21, 2007 Peckler West Village obtaining Federal grants. Staff working on process to ensure land planning is integrated with the overall mall plan versus selecting an architect at this time. SNOWMASS VILLAGE REGULAR MEETING MINUTES MONDAY, FEBRUARY 26, 2007 CALL TO ORDER AT 400 P.M. Mayor Mercatoris called to order the Regular Meeting of the Snowmass Village Town Council on Monday, February 26, 2007 at 4:00 p.m. Item No. 1 ROLL CALL COUNCIL MEMBERS PRESENT: Mayor Mercatoris, John Wilkinson, Sally Sparhawk,Reed Lewis, and Arnold Mordkin. COUNCIL MEMBERS ABSENT: All council members were present. Rhonda Coxon, Town Clerk; Hunt Walker, Interim Town Manager; John Dresser, Town Attorney; STAFF PRESENT: Dean Gordon, Town Engineer; Russ Forrest, Incoming Town Manager; Kathleen Wanatowicz, Public Relations; David Peckler, Transit Manager; Jason Haber, Economic Resource Director; Chris Conrad, Planning Director; and Jim Wahlstrom, Senior Planner Mark Lewis, George Huggins, Larry Sherman, PUBLIC PRESENT: Steve Alldredge, Dave Spence, Mike O'Connor, Carey Shanks, Bob Schultz and other Members of the Public interested in today's Agenda items Item No 2 RESOLUTION NO. 07, SERIES OF 2007 - BOARD MEMBER APPRECIATION - FOR GEORGE HUGGINS CONSIDERATION OF A RESOLUTION EXPRESSING APPRECIATION TO GEORGE HUGGINS FOR HIS SERVICE AS A MEMBER OF THE SNOWMASS VILLAGE PLANNING COMMISSION Wilkinson made the motion to approve Resolution No 7, Series of 2007, in appreciation to George Huggins as a Member of the Snowmass Village Planning Commission, Sally Sparhawk seconded the motion. 02-26-07tc Page 2 of 11 Voting Aye: Arnold Mordkin, Mayor Mercatoris, John Wilkinson, Sally Sparhawk, and Reed Lewis. Abstained: None. Item No. 4 RESOLUTION NO. 09, SERIES OF 2007 - BOARD MEMBER APPRECIATION - FOR LARRY SHERMAN CONSIDERATION OF A RESOLUTION EXPRESSING APPRECIATION TO LARRY SHERMAN FOR HIS SERVICE AS A MEMBER OF THE SNOWMASS VILLLAGE 2ND HOMEOWNERS ADVISORY BOARD Wilkinson made the motion to approve Resolution No. 9, Series of 2007, in appreciation to Larry Sherman as a Member of the 2nd Homeowners Advisory Board, Sally Sparhawk seconded the motion. Voting Aye: Arnold Mordkin, Mayor Mercatoris, John Wilkinson, Sally Sparhawk, and Reed Lewis. Abstained: None. Item No. 5 RESOLUTION NO. 10, SERIES OF 2007 - BOARD MEMBER APPRECIATION - FOR REED LEWIS CONSIDERTION OF A RESOLUTION EXPRESSING APPRECIATION TO REED LEWIS FOR HIS SERVICE AS A MEMBER OF THE SNOWMASS VILLAGE MARKETING, GROUP SALES AND SPECIAL EVENTS BOARD Wilkinson made the motion to approve Resolution No. 10, Series of 2007, in appreciation to Reed Lewis for his service as a Member of the Marketing, Group Sales and Special Events Board, Sally Sparhawk seconded the motion. The motion was approved by a vote of 4 in favor to 0 opposed. Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, and Arnold Mordkin. Abstained: Reed Lewis. Item No. 6 RESOLUTION NO. 12, SERIES OF 2007 - ENERGY PLAN SUPPORT A RESOLUTION OF SNOWMASS VILLAGE IN SUPPORT OF A COMPREHENSIVE STATEWIDE ENERGY PLAN AND MITIGATION OF THE IMPACTS OF OIL AND GAS DEVELOPMENT Mayor Mercatoris introduced this Resolution upon recommendation of the Mayors throughout the Roaring Fork Valley and regional efforts. 02-26-07tc Page 3 of 11 Wilkinson made the motion to amend the language on page 2 of the Resolution under number 6 to "Updating the Energy Impact Fund formula and adjust the severance tax" Sally Sparhawk seconded the motion. Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. Item No. 7 PUBLIC NON-AGENDA ITEMS Mark Lewis Snowmass Resident Lewis spoke regarding the Housing Guidelines that are currently in place for the Rodeo employee housing submitted thirteen areas in the current guideline that need be addressed for families in his current situation in the Village. Lewis emailed Town Council and has spoke to Council Members on individual basis regarding employee housing only being available to a selected group of employees. Item No. 8 COUNCIL UPDATES Pavers Council Member Mordkin stated that the Snowmass Village Arts Advisory Board is selling pavers for the Base Village portion of the Art Walk and raises money for additional public art to be purchased for the Snowmass Village Arts Advisory Board. Council Member Mordkin encouraged the public to purchase their pavers by April 1, 2007. Town Manager Mercatoris welcomed Russ Forrest the new Town Manager who was in the audience and stated he will officially begin on March 3, 2007. Item No 9 RESOLUTION NO. 05, SERIES OF 2007 - EOTC BUDGET CONSIDERATION OF A RESOLUTION TO ADOPT THE 2006-2007 EOTC BUDGET Mordkin made the motion to approve Resolution No. 5, Series of 2007 which approves the 2006 -2007 Budget for EOTC. Sally Sparhawk seconded the motion. Voting Aye: Arnold Mordkin, Mayor Mercatoris, John Wilkinson, Sally Sparhawk, and Reed Lewis. 02-26-07tc Page 4 of 11 Abstained: None. Item No. 10 RESOLUTION NO. 13, SERIES OF 2007 - AMENDING 2007 EOTC BUDGET CONSIDERATION OF A RESOLUTION TO ADOPT THE 2006-2007 EOTC BUDGET Mordkin made the motion to approve Resolution No. 13, Series of 2007 approving the Supplemental budget of the 2007 EOTC Budget. Reed Lewis seconded the motion. Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. David Peckler noted that this supplemental budget contained the two items voted on during the February 15, 2007 EOTC meeting by the Snowmass Village Town Council, Aspen City Council and the Pitkin County Commissioners. Council Member Wilkinson stated he is against spending $500,000 of taxpayer's money on a project that has not been approved by the voters of Aspen. Council Members discussed the implications of not approving this Resolution although other Council Members were in agreement with some of Council Member Wilkinson's' comments. Town Council took a short break at this time. Item No 3 RESOLUTION NO. 08, SERIES OF 2007 - BOARD MEMBER APPRECIATION - FOR STACI STOKES CONSIDERATION OF A RESOLUTION EXPRESSING APPRECIATION TO STACI STOKES FOR HER SERVICE AS A MEMBER OF THE SNOWMASS VILLAGE LIQUOR LICENSING AUTHORITY BOARD Mayor Mercatoris made the motion to approve Resolution 8. Series of 2007, expressing appreciation to Staci Stokes for her service as a Member of the Snowmass Village Liquor Licensing Authority. John Wilkinson seconded the motion. Voting Aye: Arnold Mordkin, Mayor Mercatoris, John Wilkinson, Sally Sparhawk, and Reed Lewis. Abstained: None. 02-26-07tc Page 5 of 11 Item No. 11 CONSTRUCTION COORDINATION AND IMPACT MITIGATION PLAN Jason Haber Economic Resource Director stated that on January 22, 2007 Council directed staff to continue efforts to develop a comprehensive plan establishing strategies for sequencing coordinating and managing Town-wide construction activity. Haber provided a power point presentation that was color coded for road closures and delays. Haber reviewed potential projects through 2012 and noted that Mike O'Connor representing Base Village and Hunt Walker representing Town projects and right of way impacts were present to discuss the projects in more detail. Hunt Walker reviewed all of the impacts on right-of-ways throughout the town and the dates of project start dates. Steve Alldredge from the Snowmass Sun stated he thought that Town Council was not building the welcome building this year. Council Member Mordkin would like to bring the "Check Point Charlie" portion and the Welcome Center back for discussion on the March 5, 2007. For the public staff clarified the "boulevard" this is the section of Brush Creek road with islands. Council Member Wilkinson asked that cars do not get backed up in to the round a bout he also asked if the road can be wider for the purpose of cyclists. Walker reminded Council they took out the paved shoulders, which would have made the road wider. Transit Manager Dave Peckler made an appeal for Regional Transportation to be given a priority by the flagging staff to make connections at Highway 82. At this time Haber handed off the upper village presentation to Mike O' Connor of Brush Creek Development LLC. O'Connor reviewed the slide for the upper village beginning with the Brush Creek road and going up Carriage Way including Wood Road. O'Connor stated that the Lower Carriage Way will be completely closed beginning April 17th, 2007 after the ski area closes. He noted that there would be 10 minutes delays on Wood Road due to curb and gutter and replacement of all the asphalt that was laid last year. Council Member Lewis asked if O'Connor was working with Water and Sanitation construction in coordinating the closing of Lower Carriage Way. O'Connor stated at this time he has not seen any design work from Water 02-26-07tc Page 6 of 11 and Sanitation. Dave Spence representing the Water and Sanitation Board spoke to this project and said the design is being worked on and their engineer would like to see the sewer removed from under snowmelt road. The problem is the size of the hole that has to be dug for water and then another for the sewer. Mercatoris did not feel this issue could be solved during this discussion and asked that staff and the appropriate parties continue discussions on this subject at a later time. Peckler again stated concerns with Regional Transportation and that buses would not be able to turn around at the Mall when lower Carriage Road is closed. Council asked that staff look in to a safer Brush Creek Trail connection. Steve Alldredge Snowmass Sun stated that with the road and bike path closed all employee-housing occupants would be on Brush Creek Road. Chris Conrad Planning Director stated these road closures are an amendment to the applicants construction management plan and will come back to Town Council for major concerns Dean Gordon Town Engineer stated the gap section would be closed in spring of 2008, which is not part of Base Village but will be closed to put in the concrete, which is above the Children's Center. Council Member Lewis asked if there was any possible way lower Carriage Way could be open one way for the Weekend June 8 and 9 for the Chili Pepper and Brew Festival. O'Connor stated the road will be open for one-way traffic for this particular event. The schedule on Page 4 or 6 shows Lower Carriage Way open one way with 5 minutes delays. Jason Haber presented "Conclusion and Next Steps". Staff is requesting specific feedback concerning the proposed 2007-sequencing plan. Are the proposed impacts during the Spring 2007 Shoulder season acceptable? Is lower Carriage Way closure acceptable as proposed? Is Wood Road activity and duration acceptable as proposed? Haber also noted that Base Village would return on March 5th agenda to discuss their updated CMP for 2007. Carey Shanks representing Related West Pac asked O'Connor what the impact would be if the road was not closed but was open to one-way traffic through the summer. O'Connor stated that the Town would like to have the concrete poured before September so this is not an acceptable option. The Town is hiring a new Construction Management person that will be handling all complaints related to road closures and timely delays. 02-26-07tc Page 7 of 11 The CCIMP, coordination will be village Wide and during the no shoulder season there will only be two stops village wide. Walker noted this was decided on to not impact guests. Mordkin stated he understands what Haber has submitted but noted that we are still not quite there yet. His idea of the end result is a mechanism to determine when one project is done and when another should start or not start. Mordkin reminded O'Connor that this is a Town project and a set of rules that the Town will set. Sparhawk stated in April that what Town Council was anticipating was construction threshold. Walker explained that the CCIMP would be a planning tool and each approval will be under this plan not an overall. Carey Shanks from Related West Pac is working with Haber and he asked Mordkin what the mechanism is, the concept is the community can only bear so much at one time. Mark Vogel Resident of Snowmass noted he would rather the road be closed two months versus dragging out for five to six months. Dean Gordon Town Engineer did not see stops moving up the road and he felt the delay will be minimal. Town Council took a break at this time. Item No 12 RESOLUTION NO. 11 SERIES OF 2007 - CONCURRING REVIEW CONSIDERATION OF A RESOLUTION AUTHORIZING CONCURRING REVIEW OF THE SNOWMASS CENTER PUD AND CLUB COMMONS II PRELIMINARY PUD APPLICATIONS. Jim Wahlstrom. Senior Planner stated that the Snowmass Center has continued the Public Hearing to the March 5th meeting and the Club Commons II has gone through the Planning Commission and has a Public Hearing also scheduled for March 5th. Town Attorney John Dresser stated the Municipal Code has a mechanism that only one major PUD process can come before Town Council at a time. Sparhawk made the motion to approve Resolution No. 11, Series of 2007, authorizing concurring review of the Snowmass Center PUD and Club Commons II Preliminary PUD applications, Mayor Mercatoris seconded the motion. Voting Aye: Arnold Mordkin, Mayor Mercatoris, John Wilkinson, Sally Sparhawk, and Reed Lewis. Abstained: None. 02-26-07tc Page 8 of 11 Item No. 13 PUBLIC HEARING AND SECOND READING - ORDINANCE NO. 03, SERIES OF 2007 AN ORDINANCE CONSIDERING AN APPLICATION BY THE INTRAWEST/BRUSH CREEK DEVELOPMENT COMPANY LLC REGARDING A MINOR PUD AMENDMENT TO THE BASE VILLAGE PLANNED UNIT DEVELOPMENT Mayor Mercatoris opened the Public Hearing at 6:30 p.m. and there being no public comments the Public Hearing was closed at 6:32 p.m. Doug Beal explained the Minor PUD Amendments Mordkin inquired if the size of the employee units in the amendment were the same as the 2004 approval. Conrad explained the sizes Coffey noted that the unit mix has improved and the size and storage is very adequate. His concern is mostly having studios for sale. Mordkin stated that the benefit was the digging of 13A and 13B will be done all at one time. O'Connor stated this an escalation of the construction. Mordkin has concerns about staff comments at the bottom of page 35. Staff responded the explanation is in the matrix on page 37 of the packet. The PUD guide identifies minimum square foot and staff is comfortable in proceeding with only 92 square feet difference in the matrix. The correct number to be used is 18,918 is and it is in the Employee Housing Agreement. Lewis questioned the Clinic relocation and asked where that would be next year the applicant responded, it will not going away and the applicant is looking at Fanny Hill or possibly an area below the Cirque. Planning Director Conrad reviewed some changes to the Ordinance prior to second reading approval. On page 40 specifically line 25, change to 2 units as discussed, page 41 of the packet line 81 paragraph four, providing 2 rather than the four as stated. Mayor Mercatoris made the motion to approve Second Reading of Ordinance No. 3, Series of 2007, Sally Sparhawk seconded the motion. Voting Aye: Mayor Mercatoris, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. Mayor Mercatoris made a motion to approve as amended Ordinance No, 03, Series of 2007, Mordkin seconded the motion. 02-26-07tc Page 9 of 11 Voting Aye: Arnold Mordkin, Mayor Mercatoris, John Wilkinson, Sally Sparhawk, and Reed Lewis. Abstained: None. Item No. 14 MANAGER'S REPORT Ruedi Water and Power Grant Recreation Center Hours of Operation Base Village Construction Lights Air Monitoring PM 10 Air Monitoring Council Member Mordkin state that monitoring PM 10 is grossly insufficient and this needs to be discussed again in the future. Walker will put on a future agenda item. Recreation Center Council Member Mordkin would also like to discuss the Corporate Membership for the Snowmass Recreation Center again before summer season. Ruedi Water and Power Grant Walker asked if the Town Council would still like to support this grant request. Mordkin made the motion to approve a grant for $2,500 for the Ruedi Water and Power Reed Lewis seconded the motion. The motion was approved by a vote of 5 in favor to 0 opposed. Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. In response to Council Member Lewis and resident Margery Fridstein questions pertaining to mail pick up in the mall (remote boxes) and home delivery, Mayor Mercatoris stated he spoke with Sandy Flowers from the Post Office and she will look in to both issues but the home delivery situation will probably make the Post Office go away. Mayor Mercatoris will update Town Council as information is obtained. Item No. 15 APPROVAL OF MEETING MINUTES FOR 01/03/07 - Special Meeting 01/22/07 - Regular Meeting 02/05/07 - Regular Meeting 02-26-07tc Page 10 of 11 Mayor Mercatoris made the motion to approve the Meeting Minutes for January 3, 2007 Special Meeting and January 22, 2007 Regular Meeting, Mordkin seconded the motion. The motion was approved by a vote of 5 in favor to 0 opposed. Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. The Town Clerk stated that the February 5, 2007 meeting minutes were just a sample of the formatting from Granicus and they will be brought back to Town Council at a future meeting for formal approval. Council Member Lewis asked that page 116 Mayor Walker be changed to Town Manager. Also on page 119 the Owl Creek Trail not Elk Creek Trail, on page 121 Sam Mamet is CML not CMCA as listed. Item No. 16 COUNCIL COMMENTS/COMMITTEE REPORTS/CALENDARS The Town Clerk asked Town Council to decide on a date for Town Council pictures to be taken. After a lengthy discussion Town Council could not come up with a date. This will be discussed at a future meeting. Council Member Sparhawk asked about the Council/Staff Retreat and Walker noted the Town Manager Russ Forrest would be handling this item. Item No. 17 EXECUTIVE SESSION Town Council will now meet in Executive Session pursuant to C.R.S. 24-6- 402(4) and Snowmass Village Municipal Code Section 2-45(c), to specifically discuss one item The purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interest pursuant to C.R.S. 24-6-402(4)(fa) and Snowmass Village Municipal Code Section 2-45(c)(1); Determining positions relative to matters that may be subject to negotiations; developing strategy for negotiations; and instructing negotiations, pursuant to C.R.S. 24-6-402 (4) (e) and Snowmass Village Municipal Code Section 2-45 (c) (5) At 7:31 p.m. Mayor Mercatoris made the motion to convene into Executive Session Sally Sparhawk seconded the motion. 02-26-07tc Page 11 of 11 Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. At 8:28 p.m. John Wilkinson made the motion to reconvene to the Regular Meeting of February 26, 2007 Sally Sparhawk seconded the motion. Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. Item No. 18 ADJOURNMENT At 8:29 p.m. Sally Sparhawk made the motion to approve adjournment of the Regular Meeting on February 26, 2007, Mordkin seconded the motion. Voting Aye: Mayor Mercatoris, John Wilkinson, Sally Sparhawk, Reed Lewis, and Arnold Mordkin. Abstained: None. Submitted By, Rhonda B. Coxon, Town Clerk Sun Mon Tue Wed Thu F- i Sat l 2 26` h Annual Town Clean Up Day 3 4 5 6 7 8 9 TC Meeting at Staff Retreat 4: 00 p. m. 10 11 12 13 14 15 16 17 18 19 20 21 22 23 TC Meeting at 4: 00 p. m. 24 25 26 27 28 29 30 CML CML CML CML t- Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 Happy 4th of July Town Offices Closed 8 9 10 11 12 13 14 15 16 17 18 19 20 21 EOTC 4: 00 SMV 22 23 24 25 26 27 28 TC Meeting 4: 00 p. m. 29 30 31