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11-05-07 Town Council PacketSNOWMASS VILLAGE REGULAR MEETING AGENDA NOVEMBER 5, 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 Item No. 4: CONSTRUCTION UPDATE (Time: 20 minutes) ACTION REQUESTED OF COUNCIL: TWO-WEEK LOOK AHEAD FOR CONSTRUCTION ACTIVITY Jason Haber.........................................................Page 1 (TAB A) Item No. 5: RESOLUTION NO. 25, SERIES OF 2007 COUNTRY CLUB TOWNHOMES ASSESSMENT Time: 20 minutes) ACTION REQUESTED OF COUNCIL: Approve, Modify or Deny Resolution 25, Series of 2007 Mayor Mercatoris .................................................Page 5 (TAB B) Item No. 6: SNOWMASS WESTERN HERITAGE ASSOCIATION - RODEO UPDATE Time: 20 minutes) ACTION REQUESTED OF COUNCIL: Update from Chris Kelly and time for Town Council questions. Chris Kelly, SWHA ...............................................Page 10 (TAB C) Item No. 7: PUBLIC HEARING AND SECOND READING — ORDINANCE NO. 19, SERIES OF 2007 (Time: 15 minutes) SECOND READING OF ORDINANCE NO. 19 SERIES OF 2007 AMENDING THE SMOKING REGULATIONS IN THE TOWN OF SNOWMASS VILLAGE ACTION REQUESTED OF COUNCIL: Approve second reading of Ordinance No.19. Series of 2007 Arnie Mordkin.......................................................Page 14 (TAB D) Item No. 8: PUBLIC HEARING AND SECOND READING OF ORDINANCE NO. 17 SERIES OF 2007 SECOND READING OF AN ORDINANCE APPROVING A COMPREHENSIVE SIGN PLAN AMENDMENT FPR THE SNOWMASS CLUB (Time: 30 Minutes) ACTION REQUESTED OF COUNCIL: Approve, modify, or deny the second reading of the ordinance. Jim Wahlstrom ....................................................1 Page 20 (TAB E) 11-05-07tc Page 2 of 3 Item No. 9: PUBLIC HEARING AND SECOND READING OF ORDINANCE NO. 12 SERIES OF 2007 - SECOND READING OF AN ORDINANCE - CONSTRUCTION MANAGEMENT REGULATIONS Time: 30 minutes) ACTION REQUESTED OF COUNCIL: Approve the second reading Ordinance No. 12, Series of 2007, an Ordinance to be implemented into Chapter 18 of the Town of Snowmass Village Municipal Code to Establish Standards and Regulations for Construction Management (Tabled from 8-20- 07 and 10-01-07 T.C. Meeting) Jason Haber.........................................................Page 56 (TAB F) Item No. 10: PUBLIC HEARING AND SECOND READING OF ORDINANCE NO. 13 SERIES OF 2007 — FIRST READING OF AN ORDINANCE - CONSTRUCTION MITIGATION FEE: Time: 30 minutes): ACTION REQUESTED OF COUNCIL: Approve the second reading of Ordinance No. 13, Series of 2007, an Ordinance Amending Certain Provisions of the Snowmass Village Municipal Code- establishing a Construction Mitigation Fee (Tabled from 8-20-07 and 10-01-07 T.C. Meeting) Jason Haber.........................................................Page 117 (TAB G) Item No. 11: FIRST READING ORDINANCE NO. 22, SERIES OF 2007 Time: 10 minutes) AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF SNOWMASS VILLAGE ADOPTING BY REFERENCE THE MODEL MUNICIPAL RECORDS RETENTION SCHEDULE. ACTION REQUESTED OF COUNCIL: Approve First Reading of Ordinance 22, 2007 Rhonda B. Coxon, Town Clerk..............................Page 128 (TAB H) Item No. 12: RESOLUTION NO. 26, SERIES OF 2007 A RESOLUTION ESTABLISHING DATES FOR REGULAR MEETINGS OF THE SNOWMASS VILLAGE TOWN COUNCIL FOR THE MONTHS OF JANUARY 2008 THROUGH DECEMBER 2008 (Time: 10 minutes) ACTION REQUESTED OF COUNCIL: Review and approve 2008 Regular Town Council Meeting Dates Rhonda Coxon .....................................................Page 131 (TAB 1) Item No. 13: MANAGER'S REPORT Russell Forrest....................................................Page 139 (TAB J) Item No. 14: MEETING MINUTES FOR: MAY 21. 2007 Page 141 (TAB K) Item No. 15: COUNCIL COMMENTS/COMMITTEE REPORTS/CALENDARS Page 151 (TAB L) 2 11-05-07tc Page 3 of 3 Item No. 16: 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 two items: a) Conferences with an attorney for the purposes of receiving legal advice on specific legal questions pursuant to C.R.S. 24-6- 402(4)(c) and Snowmass Village Municipal Code Section 2- 45(()(2); Provided, there is an affirmative vote of two-thirds of the quorum present at this meeting to hold an Executive Session and for the sole purpose of considering items (a) and (b) above. Provided further, that no adoption of any proposed policy, position, resolution, regulation, or formal action shall occur at this Executive Session. Item No. 17: ADJOURNMENT NOTE: Total time estimated for meeting: Approx hours (excluding items 1-3, and 9-12 ALL ITEMS AND TIMES ARE TENTATIVE AND SUBJECT TO CHANGE WITHOUT FURTHER NOTICE. PLEASE CALL THE OFFICE OF THE TOWN CLERK AT 9234-3777 ON THE DAY OF THE MEETING FOR ANY AGENDA CHANGES. PLEASE JOIN TOWN COUNCIL FOR A SOCIAL AT TASTER'S AFTER TONIGHT'S MEETING If meeting ends by 9:00 p.m.) 3 MEMORANDUM TO: Snowmass Village Town Council FROM: Jason Haber, Economic Resource Director DATE: November 5, 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 1. General Construction Issues 2. Right of Way Impacts 3. Countdown to Ski Season 4. Winter Construction Activity III.NEXT STEPS Staff will continue to provide a Construction Update at each Council Meeting. CONSTRUCTION COORDINATION WEEKLY REPORT # 34 Oct 28th through Nov. 3rd Traffic Control I am in contact with A-1 Traffic Control daily. I did not receive any complaints this week regarding traffic control. Construction Activity En a Brush Creek Road/Visitor Center Landscape workshop is close to completing their work in the entryway/visitor center areas. Aspen Earthmoving has been focusing their operations primarily on getting the amenities at the recreation center location built. I did not receive any complaints regarding this site this week. Employee Housing Beverick Const. was on site and completed placement of all the curb and gutter in the employee housing area. The base course has been graded and compacted. If the weather stays dry they might pave the remainder of the roads next week. Aspen Earthmoving plans to have all their work in the employee housing area finished towards the end of Nov. I did not receive any complaints regarding this site. Entryway Amenities The basketball court concrete is complete. The tennis court sub-grade is to grade but they are having some issues with sub-grade stability. They completed installation of the foundation drain for the Gymnasium this past week. They started the foundation work this week. Town Hall Ongoing construction activity within project limits. I did not receive any complaints regarding this site this week. Base Village Lower Carriage Way: The snowmelt system was operational by Nov.I". The road is open in its designed capacity. There are no anticipated impacts for this area for the remainder of the year. I did not receive any complaints regarding this area this week. Wood Road: There are occasional traffic stops for trucks entering and leaving various access points. I did not receive any complaints regarding this area this week. Traffic control will be used in this area through out the winter on an as needed basis. Brush Creek Bridge: The contractors have de-mobilized form the area. I did not receive complaints regarding this site this week. Traffic control was used this week but will no longer be needed for this project. Brush Creek Stream Restoration The final section just west ofthe new bridge is available for the remaining work to be completed. This work is scheduled to be completed in the next couple of weeks. I did not receive any complaints regarding this project this week. Crestwood The work at the Crestwood's is on site and not affecting ROW. I did not receive any complaints regarding this site this week. Woodnm Place I did not receive any complaints regarding this site. Sinclar Meadows They will be winding down construction in this area as the winter weather arrives. They do plan to shut down operations for the winter. I drive by this site frequently. I did not receive complaints regarding this site this week. Club Commons Work at the Water and Sanitation pond is ongoing. I did not receive any complaints regarding this area. Miscellaneous: I received a call from a gentleman who lives in Old Snowmass. Apparently there are still delivery trucks (53' long tractor trailers) destined for Base Village that don't follow directions well, they end up on Snowmass Creek Road and can't get turned around. A couple of times the trucks have turned over their loads trying to turn around. I have requested that the general contractors contact all the recourses they can to make sure that proper directions are given and followed by the trucks coming to Base Village. Right of Way Impacts November 1 st- Nov 21 st Entryway Construction on entryway is primarily complete. There is some utility work that needs to cross under Brush Creek north of the roundabout. Once that is complete the abutments for the pedestrian bridge will be constructed and the bridge itself should be in place by early December. No additional traffic impacts are anticipated in this area. Town Hall Ongoing work within the project limits. No anticipated ROW impacts. Base Village and Brush Creek Bridge Projects Upper Wood Road (Between Enclave and Crestwood) The grading of ditches should be completed by November 2ntl.There is no anticipated work that would require traffic control after the ditch work is complete. Wood Road below the Enclave Lot"C"grading will start the week of Nov. 5`". The gravel will be in place and open for parking by Nov.15` . Building Site 13A& 13B The week of Nov. 12 a large crane will be delivered to the site. Once the crane has been erected deliveries of pre-cast panels will start. A second crane will arrive in about 2 weeks following the first crane. Initially they anticipate 10-12 oversize loads carrying these panels per day. The trucks will arrive between the hours of 9:30 and 3:00 P.M. Traffic stops will take place just long enough for the trucks to back into the site when they arrive. Brush Creek Road (Between Upper and Lower Kearns Rd.) There are no anticipated ROW impacts in this area for the remainder of the year. Lower Carriage Way Lower Carriage Way has opened to its designed capacity. Traffic control will be used to accommodate deliveries that require large trucks to be unloaded from the road until November 15`". The snowmelt system is operational. There are no anticipated ROW impacts in this area for the remainder of this year. Brush Creek Stream Restoration The stream restoration work just west of the bridge will be completed sometime between Nov.5" and Nov.15`". There is 3-4 days worth of work to be done but the actual dates have not been scheduled by the contractor. Woodrun Place No ROW impacts are anticipated for the remainder of the year. Sinclair Meadows No ROW impacts are anticipated for the remainder of the year. MEMORANDUM TO: Town Council From: John Dresser Date: November 5, 2007 RE: CCTH Housing Subsidy Staff was directed to prepare a resolution to accomplish a subsidy to the deed restricted unit owners in the Country Club Townhomes. Draft Resolution is attached for Council review, revision and approval or denial. 1 TOWN OF SNOWMASS VILLAGE 2 TOWN COUNCIL 3 4 RESOLUTION NO. 25 5 SERIES OF 2007 6 7 A RESOLUTION OF THE TOWN COUNCIL APPROVING THE USE OF 8 HOUSING EXCISE TAX FUNDS TO SUBSIDIZE THE DEED RESTRICTED 9 COUNTRY CLUB TOWNHOME EXTERIOR RENOVATIONS 10 11 WHEREAS, On July 16, 2007, the Country Club Townhome Homeowners 12 Association voted to approve an exterior renovation project with an estimated 13 cost of $13,765,000; and 14 15 WHEREAS, the Country Club Townhome Homeowners Association 16 includes 11 deed restricted units dedicated to affordable housing within the Town 17 of Snowmass Village and all eleven of the deed restricted homeowners voted 18 against this renovation project; and 19 20 WHEREAS, at the request of the deed restricted homeowners the Town 21 Council has reviewed the proposed renovation plan and determined the 22 renovations expenses are not recoverable under the current Housing Guidelines 23 in Chapter 17 of the Snowmass Village Municipal Code; and 24 25 WHEREAS, Town Council recognizes that the renovations approved by 26 the Country Club Townhome Homeowners Association have necessitated a 27 subsidy from the Town of Snowmass Village to fund the renovations of the deed 28 restricted units in order to preserve the affordability of the deed restricted units 29 for future residents; and 30 31 WHEREAS, as part of the review of the renovations to the Country Club 32 Townhomes, Town Council recognized an opportunity to improve the 33 environmental impacts to the deed restricted units by installing new more energy 34 efficient windows; and 35 36 WHEREAS, the Town Council finds that the adoption of this Resolution is 37 necessary for the preservation of the public health, safety and welfare. 38 39 NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town 40 of Snowmass Village, Colorado: 41 42 Section One: Findings. The Town Council finds that: 43 44 1. The eleven (11) deed restricted units located in the Country Club 45 Townhomes are now subject to assessment for the renovation project 46 expenses approved by the free market owners of this association. 1 1 2 2. A Housing Excise Tax funding subsidy may prevent current owners 3 from moving out of their units. 4 5 3. Other deed restricted condominium complexes like Mt. View and Daly 6 Townhomes association expenses are controlled exclusively by deed 7 restricted owners and can manage their budget expenditures in a 8 manner to best preserve affordable housing. 9 10 4. The 11 deed restricted units located in the Country Club Townhomes 11 are mixed with the 83 (eighty three) free market units and the 12 association guidelines require a 66-2/3% majority vote which was 13 received for the proposed renovation project. 14 15 5. That the owners of the deed restricted units in Country Club 16 Townhomes are in a unique position to not be able to control the 17 affordability of their units for future owners due to the imbalance in 18 voting power within the Country Club Townhomes Homeowners 19 Association. 20 21 6. That the part of the renovation plan that includes more energy efficient 22 windows for the units is in keeping with the goals of the Town of 23 Snowmass Village to be a sustainable community. 24 25 7. That a subsidy from the excise tax fund will insure into the future the 26 continued affordablity of the deed restricted units. 27 28 29 Section Two: Action. The Town Council authorizes the following action: 30 31 1. The Town Council appropriates from the Excise Tax fund and 32 authorizes the Town Finance Director to tender payments, according 33 to the schedule required, to the Country Club Townhomes 34 Association the funds necessary to pay the first Seventy-five Percent 35 75%) of the first One Hundred Twenty-Five Thousand Dollars 36 125,000.00) of renovation plan expense apportioned and assessed 37 to each deed restricted unit owned by individuals in the Country Club 38 Townhomes. 39 40 2. The Town Council appropriates from the Excise Tax fund and 41 authorizes the Town Finance Director to tender payment to the 42 Country Club Townhomes Association the funds necessary to pay 43 One Hundred percent (100%) of renovation plan expense apportioned 44 and assessed to the deed restricted unit owned by the Town of 45 Snowmass Village in the Country Club Townhomes. 46 2 1 Section Three: Conditions. The Action in Section Two of this Resolution is 2 subject to the following conditions: 3 4 1. All owners must elect to include the more energy efficient replacement 5 windows as part of their renovation plan in order to qualify for the 6 subsidy herein. 8 2. The Finance Director shall pay seventy-five percent (75%) of the total 9 renovation plan expense in equal installments of twenty-five percent 10 25%) of the total renovation plan expense up to the amounts 11 provided herein to the Country Club Association when such 12 installments become due. 13 14 3. The owner of each deed restricted unit shall pay the final installment 15 of the amounts due, when due. 16 17 4. Upon the final payment by the owner of any deed restricted unit, the 18 deed restriction recorded on said unit shall be modified by the Town of 19 Snowmass Village to permit the amount of said final installment 20 payment made by the owner of record at the time of such payment to 21 be added to the base price of the unit and be eligible, pursuant to the 22 formula of said deed restriction, for limited appreciation in the amount 23 of no more than three percent (3%) or the CPI index whichever is 24 lower. 25 26 27 Severabiity: If any provision of this Resolution or application hereof to any 28 person or circumstance is held invalid, the invalidity will not affect any other 29 provision or application of this Resolution which can be given effect without the 30 invalid provision or application, and, to this end, the provisions of this Resolution 31 are severable. 32 33 34 READ, APPROVED AND ADOPTED by the Town Council of the Town of 35 Snowmass Village on November , 2007 upon the motion of Council Member 36 the second of Council Member and 37 by a vote of in favor and against. 38 39 40 41 TOWN OF SNOWMASS VILLAGE 42 43 44 45 46 3 1 By: 2 Douglas Mercatoris Mayor 3 4 5 ATTEST: 6 7 8 9 10 Rhonda B. Coxon, Town Clerk 11 12 13 14 APPROVED AS TO FORM: 15 16 17 18 John C. Dresser, Jr., Town Attorney 19 20 21 22 23 24 25 4 MEMORANDUM TO: Snowmass Village Town Council FROM: Rhonda Coxon, Town Clerk for Chris Kelly DATE: November 5, 2007 SUBJECT: Snowmass Western Heritage Association Rodeo Update I.PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Chris Kelly will be present to provide the Town Council with an updated of the past Rodeo season and to answer any questions of the Town Council. II. BACKGROUND Kelly has provide financial information for Town Council review III. STAFF RECOMMENDATIONS AND FINDINGS N/A owt.,ASS WESreB SNII NNiASS 1NESTEI?N HERITAGE ASSIICIATICN P.O. Box 17165:}Snowmass Village zl Colorado 81615:4 970-923.8898 www.snowmassrodoo.org b. RrTABE ASSOC' Presenters of the 2007 Snowmass Rodeo SNCWMASS n==Year-End Report Short Version Board of Directors Marty Schlumberger, Chairman Bottom Line TOSV Archer Bishop John Canning 2004 Season 39,400) 40,000 loan Jim Aathell Barb Yocum Tom Yocum 2005 Season 10,700 10,000 payback Executive Director Chris Kelly 2006 Season 25,000 15,000 payback 2007 Season 35,000 15,000 payback Snowmass Western Heritage Association is a tax-exempt 501(c)(3) (EIN 90-0138524) nonprofit organization that strives to preserve and enhance the western heritage and character of Snowmass Village and the Roaring Fork Valley. Snowmass Western Heritage Association Profit and Loss 10/30/07 January 1 through October 30, 2007 Jan 1 - Oct 30, '07 Ordinary Income/Expense Income 4 — Contributed support 4010 — Indiv/business contribution 94,815.00 4540 — Local government grants 19,450.00 Total 4 — Contributed support 114,265.00 5000 — Earned Income 5125 — Barbecue sales 34,304.00 5150 —Ticket sales 98,572.30 5190 — Museum - Books 70.00 5310 — Interest earned 76.55 5330 — Gross rents revenue 2,941.28 Total 5000 — Earned Income 135,964.13 5500— Liquor Reimbursement 5,322.26 Total Income 255,551.39 Expense 7000 — Rodeo expense 7001 — Born to Buck Fee 11,000.00 7002 — Rough stock 38,500.00 7003 —Arena personnel 25,325.00 7011 — Rodeo Supplies 884.73 7012 —Announcers/Entertainment 9,180.03 7015—Added prize Money 25,500.00 7020— Insurance - rodeo 11,055.00 7025— Security 750.00 7030—Telephone - rodeo 626.65 7035 — Utilities 3,568.40 7070 — Bank Charges & Credit Card Fi 1,826.44 7080 —Ticket sellers 1,500.00 7085 —Tickets 757.00 Total 7000 — Rodeo expense 130,473.25 7100— Liquor 5,455.60 7150— BBQ 33,454.14 7500— Fundraising Expenses 7550— Printing 65.70 Total 7500— Fundraising Expenses 65.70 8000—Western Hertage Museum 285.00 8100— SWHA expenses 8110— Salaries 26,000.00 8126 — SWHA supplies 39.87 8130 —Telephone & telecommunicatio 1,05716 8140 — Postage, shipping, delivery 395.35 8100 — SWHA expenses - Other 310.00 Total 8100 — SWHA expenses 27,802.38 8500 — Marketing & advertising 8570 —Advertising miscellaneous 2,084.59 8575—Advertising Media 10,947.85 8590— Rack Cards & Poster 2,496.41 Total 8500— Marketing & advertising 15,528.85 8585— Rodeo Program 7,647.00 8600— Business expenses 8670— Licenses & 501(c)(3) fees 625.00 Total 8600 — Business expenses 625.00 Total Expense 221,336.92 Net Ordinary Income 34,214.47 Net Income 34,214.47 hag 11111118119111 PUBLIC HEARING NOTICE PUBLIC NOTICE IS HEREBY GIVEN THAT THE SNOWMASS VILLAGE TOWN COUNCIL WILL HOLD A PUBLIC HEARING REGARDING ORDINANCE NO. 19, SERIES OF 2007: AN ORDINANCE AMENDING CHAPTER 10, ARTICLE V OF THE TOWN OF SNOWMASS VILLAGE MUNICIPAL CODE AMENDING THE SMOKING REGULATIONS ON SMOKING IN PUBLIC PLACES WITHIN THE TOWN OF SNOWMASS VILLAGE WHEN: MONDAY, OCTOBER 1, 2007 Opened and Tabled to MONDAY, NOVEMBER 5, 2007 TIME: During a meeting, which begins at 4:00 P.M. or at such time thereafter that the item appears on the agenda of the Town Council. LOCATION: Snowmass Village Town Council Chambers Snowmass Center Building 16 Kearns Road, 2nd Floor Snowmass Village, Colorado 81615 INFO: Telephone: 923-3777 Internet access to council e-mail: http://www.tosv.com Citizen feedback hotline:922-6727 Rhonda B. Coxon, Town Clerk Posted and Published in the Snowmass Sun on September 26, 2007 Posted and Published in the Snowmass Sun on October 17, 2007 http://www.tosv.com clerk ,tosv.com MEMORANDUM TO: Snowmass Village Town Council FROM: Arnie Mordkin DATE: November 5, 2007 SUBJECT: Amendments to the Smoking Regulations I.PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Second Reading of an Ordinance amending the Smoking regulations in the Town of Snowmass Village II. SUMMARY OF PROJECT Council members have asked staff to prepare modifications to the TOSV smoking regulations contained in Chapter 10 to regulate smoking in outdoor areas of TOSV. A redline copy was received from Council Member Mordkin and the changes have been made. III. BACKGROUND A. Ordinances 6 of 1989, 4 of 1998, 8 of 2001, and 30 of 2001 enacted the current smoking regulations for TOSV. IV. APPLICABLE REGULATIONS These regulations are codified in Chapter 10, Article V, Sections 10-81 et.seq. of the SVMC. V. DISCUSSION ITEMS: ALTERNATIVES AND IMPLICATIONS Review amendments from First Reading and tabling of the second reading from October 1, 2007 meeting to the November 5, 2007. The Public Notice was printed in the paper on September 26 and October 17, 2007. The Clerks office also published an e-bulletin with the second reading date of this ordinance. VI. STAFF RECOMMENDATIONS AND FINDINGS Staff recommends that Town Council discuss and modify, approve or deny this Ordinance at Second Reading on November 5, 2007. TOWN OF SNOWMASS VILLAGE TOWN COUNCIL ORDINANCE NO. 19 SERIES OF 2007 AN ORDINANCE AMENDING CHAPTER 10, ARTICLE V OF THE TOWN OF SNOWMASS VILLAGE MUNICIPAL CODE AMENDING THE SMOKING REGULATIONS ON SMOKING IN PUBLIC PLACES WITHIN THE TOWN OF SNOWMASS VILLAGE WHEREAS, the Town of Snowmass Village has enacted Smoking Regulations for the benefit of the health, welfare and safety of the citizens, residents and guests of the Town; and WHEREAS, the Town Council has determined that additional Smoking Regulations are desirable to provide broad and diverse protection for all persons in the Town of Snowmass Village from the ill effects of secondhand smoke; and WHEREAS, the Town Council has reviewed studies that evidence the health dangers associated with secondhand smoke; and WHEREAS, the altitude of the Town of Snowmass Village can exacerbate the dangerous effects of secondhand smoke: and WHEREAS, the Town Council finds that the adoption of this Ordinance is necessary for the immediate preservation of the public health, safety and welfare. NOW, THEREFORE, BE IT ORDAINED, by the Town Council of the Town of Snowmass Village that Chapter 10, Article V shall be hereby amended as follows: 1.That "Sec. 10-82. Definitions." shall be amended by adding the following definitions to those already contained in said Section and shall read as follows: As used in this Article, the following words shall be construed to have the meanings defined below: 1) Public place means any area where the public is invited or permitted or an area that serves as a place of work. 2) Smoking means the combustion of any cigar, cigarette, pipe or similar article, using any form of tobacco or other combustible substance in any form, other than for theatrical performances by an employee of the establishment. 07-19Ord Page 2 of 4 3) Outdoor Public Place means any area located on public grounds to which the public is invited to gather such as public parks and public recreational areas designed in whole or in part to be used by adults and/or children that have play or sports equipment; or have been designated or landscaped for play or sports activities or any other similar facility located on public grounds, and outdoor public venues for public gatherings including the Fanny Hill event/concert area and the entire Jazz Aspen Snowmass concert and food area. Outdoor Public Places shall not include public roads, parking lots or other areas designated or reserved for the parking of motorized vehicles; hiking, biking skiing or horseback riding trails. 4) Service Line means any outdoor line at which one or more persons are waiting to enter, exit, embark or disembark for or are receiving service of any kind, such as movie ticket lines, theatre lines, concert lines, sporting event lines, food vendor lines, lift tickets lines, and chairlift or gondola lift lines. 2.That "Sec. 10-83. Smoking prohibited." shall be amended to read as follows: Smoking is prohibited in all enclosed Public Places, in those Outdoor Public Places where members of the public, other than the person or persons who are smoking, have gathered for a public event and are closer than 25 feet to the person who wishes to smoke; and Service Lines." Smoking may be permitted, however, at the discretion of any organizer or sponsor of an event or activity in Outdoor Public Places, only in specifically designated Smoking Permitted Areas, provided that: 1. such places are clearly marked and delineated as such. 2. such places are posted with signs that clearly and conspicuously recite the phrase, "This is a Smoking Permitted Area. No smoking permitted outside this area." 3. such place is no closer than 15 feet from any Service Line or other area where food or beverages are sold or consumed or are designated for the sale or consumption of food or beverages, or are where 07-19Ord Page 3 of 4 persons are gathered for the purpose of selling, purchasing or consuming food or beverages. 4. such place is no closer than 15 feet from the area where persons are gathered at, performing at, or using the facilities of an Outdoor Public Place. 3. That "Sec. 10-84 Signs." shall be amended to read as follows: All enclosed Public Places, Outdoor Public Places and Service Lines shall be posted with signs that clearly and conspicuously recite the phrase "No Smoking" or use the international no-smoking symbol. The signs shall be of sufficient number and placed in prominent locations to convey the message that smoking is prohibited to the public clearly and legibly. Those enclosed public places that are used solely as places of work are exempt from the requirements of this Section. In any Public Place, Outdoor Public Place or Service Line, where electronically amplified music or speech or both are regularly employed as a part of the use of such area, the organizer or promoter of the use of said area shall be required to announce, by means of the electronic amplification then in use, at intervals no greater than between performances and at any intermission, that This area is designated as a smoke free zone, where smoking is prohibited, except in the designated smoking permitted areas." No such announcements shall be required in areas where the electronically amplified music or speech is incidental to and not a part of the purpose of the use of the area. 4. That "Sec. 10-85 Violation and penalty." shall be amended to read as follows: The following acts constitute violations of this Article: 1) Smoking in an enclosed Public Place, Outdoor Public Place or Service Line; 2) Failing to post signs or make the announcements as required by this Article; 3) Willfully destructing or defacing signs required to be posted by this Article. 5. If any provision of this Ordinance or application hereof to any person or circumstance is held invalid, the invalidity shall not affect any other provision or application of this Ordinance which can be given effect without the invalid provision or application, and, to this end, the provisions of this Ordinance are severable. 07-19Ord Page 4 of 4 READ, APPROVED AND ADOPTED AS AMENDED, by the Town Council of the Town of Snowmass Village on First Reading on September 17, 2007 upon a motion by Council Member Mordkin the second of Council Member Sparhawk, and upon a vote of 4 in favor and 0 opposed. Council Member Lewis opposed. READ, APPROVED AND ADOPTED as amended by the Town Council of the Town of Snowmass Village on Second Reading on October 1, 2007 upon a motion by Council Member the second of Council Member and upon a vote of_ in favor and_opposed. TOWN OF SNOWMASS VILLAGE Douglas Mercatoris, Mayor ATTEST: Rhonda B. Coxon, Town Clerk APPROVED AS TO FORM: John C. Dresser, Jr., Town Attorney PUBLIC HEARING NOTICE TOWN OF SNOWMASS VILLAGE TOWN COUNCIL PUBLIC NOTICE IS HEREBY GIVEN THAT A PUBLIC HEARING WILL BE HELD BEFORE THE SNOWMASS VILLAGE TOWN COUNCIL. THE PUBLIC IS INVITED TO ATTEND AND COMMENT. DATE: Monday, October 15, 2007 TIME: During a meeting which begins at 4:00 P.M. or at such time thereafter that the item appears on the agenda of the Town Council. WHERE: Town Council Chambers Snowmass Center, Second (2nd) Floor 0016 Kearns Road Snowmass Village, Colorado WHY: To receive public comment on ORDINANCE No. 17, SERIES OF 2007, TO CONSIDER A COMPREHENSIVE SIGN PLAN AMENDMENT FOR THE SNOWMASS CLUB. CODE: The application is being processed as a Comprehensive Sign Plan Amendment application pursuant to Section 16A-4-560 of the Town of Snowmass Village Land Use and Development Code. INFO: Additional information regarding the proposal is available for inspection at the Town of Snowmass Village Planning Department or by telephone at (970) 923-5524 during normal business hours. Address: Snowmass Village Planning Department, P.O. Box 5010, Snowmass Village, CO 81615, Attn.: Jim Wahlstrom, Senior Planner. Town Clerk Telephone: 923-3777 Internet access to Council email: http://www.tosv.com Citizen Feedback Hotline: 922-6727 clerk@tosv.com Additional meetings may be held before the Town Council at later dates, for which only published notice may occur. Rhonda B. Coxon, Town Clerk Published in the Snowmass Sun on September 26, 2007. MEMORANDUM TO: Snowmass Village Town Council FROM: Planning Department DATE: November 5, 2007 meeting SUBJECT: CONTINUATION OF PUBLIC HEARING AND SECOND READING — ORDINANCE NO. 17, SERIES OF 2007:SNOWMASS CLUB COMPREHENSIVE SIGN PLAN AMENDMENT This particular application is a Comprehensive Sign Plan modification for the Snowmass Club pursuant to Section 16A-4-560, Comprehensive Sign Plan, of the Town of Snowmass Village Land Use and Development Code, for the property located on Parcel 10 and Lots 1 and 3 of Parcel 4 of the Snowmass Club Phase I and II Replat. Applicant: Aspen Skiing Company Project representative: Don Schuster Planner: Jim Wahlstrom I. PURPOSE AND ACTIONS REQUESTED OF TOWN COUNCIL: Purpose: The primary purpose of this meeting would be to open the continued public hearing, take public comments, and then review or consider the ordinance as amended at first reading on October 15, 2007, including the exhibits that more specifically describe the proposed Comprehensive Sign Plan Amendment. Action Requested of Town Council: Approve, modify or deny the second reading of the ordinance. II. BACKGROUND At the meeting on October 15, 2007, Council made language changes to the ordinance, specifically the findings and conditions related to sign lighting (see Attachment 1). III. OTHER HEADINGS RELATED TO THE TOPICS Attachments: 1. Edited version of Ordinance No. 17, Series of 2007, highlighting the language changes at the first reading on October 15, 2007; 2. Final version of Ordinance No. 17, Series of 2007, with exhibits, incorporating the changes. Previously issued separate handout: Reference as needed the previous application notebook handed out for the initial presentation at the September 17, 2007 Council meeting. The application provided dimensional parameters, photos, simulations and the staking locations for the proposed signs or replacements, most of which are provided in Exhibit `A' of attached Ordinance 17. 1 IV. SUMMARY OF STAFF RECOMMENDATIONS AND FINDINGS Staff recommends approval of the second reading of the ordinance, as may be further modified at the meeting. V. NEXT STEPS Next Steps include: None, other than execution of the ordinance and follow up of the conditions. 2 1 ATTACHMENT 1 2 Edited Version) 3 4 TOWN OF SNOWMASS VILLAGE 5 TOWN COUNCIL 6 7 ORDINANCE No. 17 8 SERIES OF 2007 9 10 AN ORDINANCE APPROVING A COMPREHENSIVE SIGN PLAN AMENDMENT FOR 11 THE SNOWMASS CLUB. 12 13 WHEREAS, the Snowmass Village Town Council (`Town Council') adopted 14 . Ordinance No. 25, Series of 1984, amending the Land Use Code and establishing 15 regulations for signs within the community; and 16 17 WHEREAS, the Town Council subsequently adopted Ordinance No. 16, Series of 18 1993, approving the original Comprehensive Sign Plan for the Snowmass Club and Lodge; 19 and 20 21 WHEREAS, the Town Council subsequently adopted Ordinance No. 4, Series of 22 1998, and Ordinance No. 7, Series of 2000, amending the provisions within the Land Use 23 Code which included regulations for signs within the community; and 24 25 WHEREAS, Section 16A-4-560 of the Land Use Code establishes provisions for a 26 Comprehensive Sign Plan, the intent of which is to provide flexibility from the adopted sign 27 standards when said Plan receives approval by the Town; and 28 29 WHEREAS, the Snowmass Club Associates submitted a Comprehensive Sign Plan 30 Amendment on June 21, 2001 that was reviewed by the Planning Commission and 31 approved by the Town Council via Ordinance No. 23, Series of 2001 (Ordinance 23); and 32 33 WHEREAS, the Aspen Skiing Company ("Applicant') submitted a second 34 Comprehensive Sign Plan Amendment on June 11, 2007 in accordance with the provisions 35 established in the Municipal Code and as further described or illustrated in attached Exhibit 36 "A" incorporated herein by reference; and 37 38 WHEREAS, the Applicant submitted on July 25, 2007, August 2007 and October 5, 39 2007 supplemental information and revisions to their Comprehensive Sign Plan 40 Amendment mainly in response to the Planning Commission discussion and directives at a 41 meeting on July 18, 2007, their recommendations in Resolution No. 14, Series of 2007, and 42 for the purpose of clarifying the signs to remain, to be removed, replaced or added; and 43 44 WHEREAS, public meetings were held on July 18, 2007 and August 1, 2007 before 45 the Planning Commission to review the application, revisions or supplements thereto, 46 consider the Staff report, and to provide recommendations to Town Council via Resolution 47 No. 14, Series of 2007; and 48 49 WHEREAS, a minimum 15-day public hearing notice was published in the 50 Snowmass Sun on September 26, 2007 for the first reading of this ordinance scheduled for TC Ord. 07-17 Page 2 of 4 51 Town Council review and consideration on October 15, 2007, which hearing was continued 52 at that meeting to November 5. 2007, and the Applicant submitted the signed affidavits for 53 the mailing of the public hearing notices to affected property owners; and 54 55 WHEREAS, the Comprehensive Sign Plan Amendment was processed in 56 accordance with the provisions outlined in Section 16A-4-560 of the Land Use Code. 57 58 NOW, THEREFORE, BE fT ORDAINED by the Town Council of the Town of 59 Snowmass Village. Colorado, as follows: 60 61 Section One: Findings. The Town Council has reviewed the Comprehensive Sign Plan 62 Amendment and supplemental revisions and finds that: 63 64 1) The Applicant has presented special circumstances, such as the landscaping in the 65 roundabout and the new amenities on the site, which deserve flexibility from the 66 standards prescribed in Chapter 16A-4-560(a), Comprehensive Sign Plan, of the 67 Municipal Code and that said flexibility is in the best interest of the community. 68 69 2) The Amended Comprehensive Sign Plan has been submitted and acceptably 70 processed in accordance with requirements of the Municipal Code, as described in 71 Section 16A-4-560. 72 73 3) Pursuant to Section 16A-4-560(c)(6)bi, the proposed amendment does not adversely 74 affect the development and preservation of the entire sign plan. 75 76 4) Pursuant to Section 16A-4-560(c)(6)b2, the proposed amendment does not adversely 77 affect surrounding land uses. 78 79 5) Pursuant to Section 16A-4-560(c)(6)b3, the proposed amendment does not conflict with 80 the purposes of the Municipal Code's Comprehensive Sign Plan Division under Section 81 16A-4-500 in that: 82 83 a) The signs are compatible with their surroundings; 84 b) The signs are appropriate to the type of activity to which they pertain; 85 c) The signs satisfactorily leave the impression that they are expressive of the identity 86 of both individual proprietors and the community as a whole; 87 d) The signs acceptably convey legibility in the circumstances in which they are seen; 88 e) The Comprehensive Sign Plan Amendment suitably enhances the economy and 89 the businesses within the Town by promoting the reasonable, orderly and effective 90 display of the signs and encourages better communication with the public; and 91 f) The Comprehensive Sign Plan Amendment adequately preserves the open and 92 uncluttered feeling characteristic of the Town. 93 94 6) Pursuant to Section 16A-4-560(c)(6)b4, the proposed amendment would not be granted 95 solely to confer a special benefit upon any party. 96 97 98 99 100 displays ef the proposed LED lamps feF the proposed 101 asseptable. TC Ord. 07-17 Page 3 of 4 102 103 1I71 A variance to allow certain signs within the public rights-of-way of Brush Creek 104 Road, Highline Road and Snowmass Club Circle as well as the athletic field seems 105 acceptable, provided the Applicant mitigates impacts as identified or determined by the 106 Town's Public Works Department prior to execution of a license agreement for such 107 signs. 108 109 318) The signs proposed within the Comprehensive Sign Plan Amendment are 110 acceptably located on or beside the Snowmass Club Associates property, as identified 111 on the attached maps as part of Exhibit"A." 112 113 NOW THERIEFORE 9E 1T GAIIAINED by the Teo" hey RG4 Of the Town ei 114 gRowma6G Village, GeleFade, that: 115 116 Section Two: Action. The Town Council hereby approves of the Comprehensive Sign 117 Plan Amendment for the Snowmass Club, as attached hereto as Exhibit 'A," subject to the 118 Applicant complying with or implementing the conditions below in Section Three of this 119 ordinance. Said plan is permitted to supersede the Town's sign regulations, as described 120 in Chapter 16A-4-500, Sign standards, of the Municipal Code, as well as Ordinance 23, 121 only with respect to the signs identified herein. 122 123 Section Three: Conditions. As part of the approval, the Applicant shall comply with or 124 implement the following conditions: 125 126 1) The signs shall be placed or installed to adequately provide a clearance setback of 127 the signs from the back of walkway or curb line in order to avoid conflicts with 128 pedestrians, bicyclists, and vehicles. 129 130 2)T-he AppliGant shall geseamh down lighting eptiGns for possible usage versus the 131 132 perrn4# ed by the lighting eFdinanGe-. 133 134 135 136 137 138 139 140 141 0#dGial, that the light;Rg for the GigRG Gan Fneet the standards of the Wghting 142 143 144 145 146 2) After the signs are installed, the Applicant shall coordinate and work with the Planning 147 Director or designee, including the Chief Building Official responsible for enforcing the 148 lighting ordinance, for administrative review and approval of the proposed sign lighting. 149 The Applicant shall demonstrate that the lighting for the affected signs complies with the 150 standards of the lighting ordinance and that the lighting incorporates a minimal amount 151 of footcandles in efforts to prevent lighting glare and reflectivity to the greatest extent TC Ord. 07-17 Page 4 of 4 152 possible while at the same time allowing the sions to be adequately read at night time 153 from the nearest public right-of-way. 154 155 513) Street lighting shall not be used for purpose of illuminating signs. 156 157 6141__The Amended Comprehensive Sign Plan for Snowmass Club, as revised July 25, 158 2007, August 2007, and October 5, 2007, as further illustrated in attached Exhibit "A," 159 shall supersede the Comprehensive Sign Plan Amendment for the Snowmass Club 160 approved via Ordinance No. 23, Series of 2001. 161 162 ZI5) A license agreement shall be required for any signs proposed within the public 163 rights-of-way or property. The Applicant shall meet with the Town's Public Works 164 Department to determine their requirements concerning possible sight distance, 165 location, and snow storage needs prior to execution of the license agreement and 166 prior to installation of the affected signs. 167 168 Section Four: Severability. If any provision of this Ordinance or application hereof to 169 any person or circumstance is held invalid, the invalidity shall not affect any other 170 provision or application of this Ordinance which can be given effect without the invalid 171 provision or application, and, to this end, the provisions of this Ordinance are severable. 172 173 INTRODUCED, READ, AND APPROVED, as amended, on first reading by the 174 Town Council on the motion of Council Member Lewis and the second of Council 175 Member Sparhawk by a vote of 5 in favor and 0 against, on this 15`h day of October 176 2007. 177 178 READ, APROVED, AND ADOPTED on second reading by the Town Council on 179 the motion of Council Member and the second of Council Member 180 by a vote of in favor and _ against, on this 5th day of November 2007. 181 182 TOWN OF SNOWMASS VILLAGE 183 184 185 By: 186 Douglas Mercatoris, Mayor 187 188 ATTEST: 189 190 191 192 Rhonda B. Coxon, Town Clerk 193 194 APPROVED AS TO FORM: 195 196 197 198 John C. Dresser, Jr., Town Attorney 199 200 201 Exhibit "A" of Comprehensive Sign Plan Amendment attached) 202 I ATTACHMENT 2 2 Final Version) 3 4 TOWN OF SNOWMASS VILLAGE 5 TOWN COUNCIL 6 7 ORDINANCE No. 17 8 SERIES OF 2007 9 10 AN ORDINANCE APPROVING A COMPREHENSIVE SIGN PLAN AMENDMENT FOR 11 THE SNOWMASS CLUB. 12 13 WHEREAS, the Snowmass Village Town Council (`Town Council") adopted 14 Ordinance No. 25, Series of 1984, amending the Land Use Code and establishing 15 regulations for signs within the community; and 16 17 WHEREAS, the Town Council subsequently adopted Ordinance No. 16, Series of 18 1993, approving the original Comprehensive Sign Plan for the Snowmass Club and Lodge; 19 and 20 21 WHEREAS, the Town Council subsequently adopted Ordinance No. 4, Series of 22 1998, and Ordinance No. 7, Series of 2000, amending the provisions within the Land Use 23 Code which included regulations for signs within the community; and 24 25 WHEREAS, Section 16A-4-560 of the Land Use Code establishes provisions for a 26 Comprehensive Sign Plan, the intent of which is to provide flexibility from the adopted sign 27 standards when said Plan receives approval by the Town; and 28 29 WHEREAS, the Snowmass Club Associates submitted a Comprehensive Sign Plan 30 Amendment on June 21, 2001 that was reviewed by the Planning Commission and 31 approved by the Town Council via Ordinance No. 23, Series of 2001 (Ordinance 23); and 32 33 WHEREAS, the Aspen Skiing Company ("Applicant') submitted a second 34 Comprehensive Sign Plan Amendment on June 11, 2007 in accordance with the provisions 35 established in the Municipal Code and as further described or illustrated in attached Exhibit 36 "A" incorporated herein by reference; and 37 38 WHEREAS, the Applicant submitted on July 25, 2007, August 2007 and October 5, 39 2007 supplemental information and revisions to their Comprehensive Sign Plan 40 Amendment mainly in response to the Planning Commission discussion and directives at a 41 meeting on July 18, 2007, the recommendations in Resolution No. 14, Series of 2007, and 42 for the purpose of clarifying the signs to remain, to be removed, replaced or added; and 43 44 WHEREAS, public meetings were held on July 18, 2007 and August 1, 2007 before 45 the Planning Commission to review the application, revisions or supplements thereto, 46 consider the Staff report, and to provide recommendations to Town Council via Resolution 47 No. 14, Series of 2007; and 48 49 WHEREAS, a minimum 15-day public hearing notice was published in the 50 Snowmass Sun on September 26, 2007 for the first reading of this ordinance scheduled for TC Ord. 07-17 Page 2 of 4 51 Town Council review and consideration on October 15, 2007, which was continued at that 52 meeting to November 5, 2007, and the Applicant submitted the signed affidavits for the 53 mailing of the public hearing notices to affected property owners; and 54 55 WHEREAS, the Comprehensive Sign Plan Amendment was processed in 56 accordance with the provisions outlined in Section 16A-4-560 of the Land Use Code. 57 58 NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of 59 Snowmass Village, Colorado, as follows: 60 61 Section One: Findings. The Town Council has reviewed the Comprehensive Sign Plan 62 Amendment and supplemental revisions and finds that: 63 64 1) The Applicant has presented special circumstances, such as the landscaping in the 65 roundabout and the new amenities on the site, which deserve flexibility from the 66 standards prescribed in Chapter 16A-4-560(a), Comprehensive Sign Plan, of the 67 Municipal Code and that said flexibility is in the best interest of the community. 68 69 2) The Amended Comprehensive Sign Plan has been submitted and acceptably 70 processed in accordance with requirements of the Municipal Code, as described in 71 Section 16A-4-560. 72 73 3) Pursuant to Section 16A-4-560(c)(6)b1, the proposed amendment does not adversely 74 affect the development and preservation of the entire sign plan. 75 76 4) Pursuant to Section 16A-4-560(c)(6)b2, the proposed amendment does not adversely 77 affect surrounding land uses. 78 79 5) Pursuant to Section 16A-4-560(c)(6)b3, the proposed amendment does not conflict with 80 the purposes of the Municipal Code's Comprehensive Sign Plan Division under Section 81 16A-4-500 in that: 82 83 a) The signs are compatible with their surroundings; 84 b) The signs are appropriate to the type of activity to which they pertain; 85 c) The signs satisfactorily leave the impression that they are expressive of the identity 86 of both individual proprietors and the community as a whole; 87 d) The signs acceptably convey legibility in the circumstances in which they are seen; 88 e) The Comprehensive Sign Plan Amendment suitably enhances the economy and 89 the businesses within the Town by promoting the reasonable, orderly and effective 90 display of the signs and encourages better communication with the public; and 91 f) The Comprehensive Sign Plan Amendment adequately preserves the open and 92 uncluttered feeling characteristic of the Town. 93 94 6) Pursuant to Section 16A-4-560(c)(6)b4, the proposed amendment would not be granted 95 solely to confer a special benefit upon any party. 96 97 7) A variance to allow certain signs within the public rights-of-way of Brush Creek Road, 98 Highline Road and Snowmass Club Circle as well as the athletic field seems 99 acceptable, provided the Applicant mitigates impacts as identified or determined by the 100 Town's Public Works Department prior to execution of a license agreement for such 101 signs. TC Ord. 07-17 Page 3 of 4 102 103 8) The signs proposed within the Comprehensive Sign Plan Amendment are acceptably 104 located on or beside the Snowmass Club Associates property, as identified on the 105 attached maps as part of Exhibit"A." 106 107 Section Two: Action. The Town Council hereby approves of the Comprehensive Sign 108 Plan Amendment for the Snowmass Club, as attached hereto as Exhibit 'A" subject to the 109 Applicant complying with or implementing the conditions below in Section Three of this 110 ordinance. Said plan is permitted to supersede the Town's sign regulations, as described 111 in Chapter 16A-4-500, Sign standards, of the Municipal Code, as well as Ordinance 23, 112 only with respect to the signs identified herein. 113 114 Section Three: Conditions. As part of the approval, the Applicant shall comply with or 115 implement the following conditions: 116 117 1) The signs shall be placed or installed to adequately provide a clearance setback of 118 the signs from the back of walkway or curb line in order to avoid conflicts with 119 pedestrians, bicyclists, and vehicles. 120 121 2) After the signs are installed, the Applicant shall coordinate and work with the Planning 122 Director or designee, including the Chief Building Official responsible for enforcing the 123 lighting ordinance, for administrative review and approval of the proposed sign lighting. 124 The Applicant shall demonstrate that the lighting for the affected signs complies with the 125 standards of the lighting ordinance and that the lighting incorporates a minimal amount 126 of footcandles in efforts to prevent lighting glare and reflectivity to the greatest extent 127 possible while at the same time allowing the signs to be adequately read at night time 128 from the nearest public right-of-way. 129 130 3) Street lighting shall not be used for purpose of illuminating signs. 131 132 4) The Amended Comprehensive Sign Plan for Snowmass Club, as revised July 25, 2007, 133 August 2007, and October 5, 2007, as further illustrated in attached Exhibit "A," shall 134 supersede the Comprehensive Sign Plan Amendment for the Snowmass Club 135 approved via Ordinance No. 23, Series of 2001. 136 137 5) A license agreement shall be required for any signs proposed within the public rights- 138 of-way or property. The Applicant shall meet with the Town's Public Works 139 Department to determine their requirements concerning possible sight distance, 140 location, and snow storage needs prior to execution of the license agreement and 141 prior to installation of the affected signs. 142 143 Section Four: Severability. If any provision of this Ordinance or application hereof to 144 any person or circumstance is held invalid, the invalidity shall not affect any other 145 provision or application of this Ordinance which can be given effect without the invalid 146 provision or application, and, to this end, the provisions of this Ordinance are severable. 147 148 INTRODUCED, READ, AND APPROVED, as amended, on first reading by the 149 Town Council on the motion of Council Member Lewis and the second of Council 150 Member Sparhawk by a vote of 5 in favor and 0 against, on this 151h day of October 151 2007. 152 TC Ord. 07-17 Page 4 of 4 153 READ, APROVED, AND ADOPTED on second reading by the Town Council on 154 the motion of Council Member and the second of Council Member 155 by a vote of_ in favor and _against, on this 5`h day of November 2007. 156 157 TOWN OF SNOWMASS VILLAGE 158 159 160 By: 161 Douglas Mercatoris, Mayor 162 163 ATTEST: 164 165 166 167 Rhonda B. Coxon, Town Clerk 168 169 APPROVED AS TO FORM: 170 171 172 173 John C. Dresser, Jr., Town Attorney 174 175 176 Exhibit "A" of Comprehensive Sign Plan Amendment attached) 177 EXHIBIT "A" TC Ordinance 07-17 Pagel of 24 Written Summary of Snowmass Club Comprehensive Sign Plan Amendment 2007 1. Sign H. This sign would be a replacement of the "Hillside sign" at the new roundabout near Highline Road and Brush Creek Road that would be indirectly illuminated. This was the sign "H" location in Ordinance 23 that measured 50" high with a rectangular 30.5" by 120" sign face. With the revision, the Applicant now wishes to relocate the replacement Sign H farther to the west as shown in the packet photographs and staking locations. Replacement Sign H measures 48" high by 10 feet in length on generally the same sign area. Two 10" by 10" stone posts are being added on the ends of the sign. 2. Entryway signs. The addition of two new indirectly illuminated cast bronze signs on sandstone slabs near the south corners of Brush Creek Road and Clubhouse Drive. With the revision, the Applicant clarified that one of these signs replaces an existing non-conforming sign. The oval entry signs measure 30" x 52" mounted on 7.5-foot high by 44-inch wide sandstone slabs. 3. Sign #1. The addition of new Sign #1 for a directional sign to the Snowmass Club facilities on the southbound approach on Clubhouse Drive from Brush Creek Road. Sign #1 is a pedestal type sign measuring 5.5 feet in height with a 29' x 30" oval, double-faced sign area. 4. Sign #2. The addition of new Sign #2 for a double-faced directional sign into the golf clubhouse and Black Saddle parking area. It is 5.5 feet in height with a 20" x 30" oval sign area. 5. Sign #3 is a directional sign for the Tennis Pro Shop replacing previously approved Sign F that had a 20" by 32" oval sign area and mounted to a height of 84". The new sign replacement would be turned 90-degrees so that it is visible from both directions (double-faced). The new sign is 5.5 feet in height with a 20" x 30" oval sign area. 6. Sign #4 is a directional sign for the parking areas serving the club residences and the additional athletic club parking replacing previously approved Sign D2 measuring 84" in height with a 20" by 32" oval sign area. The new sign measurements are the same as the other directional pedestal signs (see Sign 3 above). 7. Sign #5 was a previously proposed directional sign for the loading dock or deliveries that would have replaced previously approved Sign D (same sign measurements as Sign D2). The new sign would have been mounted to the outside wall of the Tennis building facing Clubhouse Drive, incorporating a oval sign area shape of a 20" x 30". The Planning Commission recommended that this sign be deleted, and the Applicant has since concurred. Sign #5 is no longer proposed. EXHIBIT "A" TC Ordinance 07-17 Page 2 of 24 Continued Written Summary of Snowmass Club's Comprehensive Sign Plan Amendment 2007 8. Sign NAB is a double-faced indirectly illuminated directional sign at the main entrance to the Club parking from Clubhouse Drive directing guests to the restaurant, athletic club and reception area. This sign replaces previously approved Sign C measuring 84" tall with a 24" by 38" oval sign area. The new sign measurements are the same as the other directional pedestal signs see Sign #3 above). 9. Sign #6C is a new directional sign for the front building entrance to the restaurant, athletic club and reception area. The sign measurements are the same as the other directional pedestal signs. 10. Sign #8. As previously proposed, a new indirectly illuminated cast bronze oval Sign #8 measuring 32" x 48" on a 7.5-foot tall stone slab base was intended at the northeast corner of Snowmass Club Circle and Clubhouse Drive. This sign would replace the Sign C2 location in Ordinance 23. The Planning Commission recommended that the sign design be modified to reflect more of pedestal type directional sign designs versus a monument base design. The Applicant agreed to this recommendation. Two alternate locations have since been proposed, and the Applicant chose to propose a location for Sign #8 across the Snowmass Club Circle near the intersection with Clubhouse Drive for a double-faced arrangement, which may offer improved way finding for visitors from both directions on Snowmass Club Circle. The proposed sign is a 20" by 48" oval mounted on two 7" by 7" stone posts. The height of the sign is proposed at 6'-5" tall. 11. The Highline Road sign, installed a year ago or so without a sign permit, is now proposed to be incorporated as part of the current Comprehensive Sign Plan amendment. This sign measures 29.5" x 52" on a 6-foot tall by 48" wide sandstone slab. As this existing non-conforming sign was not in the previous CSP application and approval via Ordinance 23, Planning Commission recommended that it be incorporated into the current CSP Amendment and retained in its current location. 12. Sign B. Previously approved Sign 6 under Ordinance 23 will remain by the circle in front of the main entrance off of Snowmass Club Circle. It is five feet tall with an oval sign area of 18.9 square feet on stone clad precast concrete walls pursuant to Ordinance 23. 13. Sign A. Previously approved Sign A, near the Club's main entrance off of Snowmass Club Circle, is now proposed for replacement pursuant to the revision in the Sign Plan Amendment. The previously approved sign measured 84" in height with a 29.5" by 52" oval sign together with a changeable backboard area of 20" by 57.5". The new replacement oval Sign A measures 29.5" x 52" on a 7-foot tall by 42" wide sandstone slab, similar to the other new entryway signs. It's proposed to be indirectly illuminated as previously approved by Ordinance 23. EXHIBIT "A" TC Ordinance 07-17 Page 3 of 24 Continued Written Summary of Snowmass Club's Comprehensive Sign Plan Amendment 2007 14. Signs G and G1. Existing directional Signs G and G1 will remain at the Club Commons employee housing area. The Sign G measurements are also 84" tall with 20" by 32" oval shaped sign areas. Sign G1 is a wall-mounted oval sign measuring 37.5" by 65.5". yy„ i Erg u><. S' r`' i• <, il P= i M C•9 " Pd' "" _' % r` k; vska' , rtct v` 4` _ "' s ir'` p" 4" , iCi$ ri.P R ' 1i y{ td w . r1 b ' f k. . r - ii- x- a -' J° N 3..`-''; i lr 4 '• mow' t i AL EMIb7OT 66 017 YC Ordinance 07--17 Page 5 of 24 Approved Replaced by Added Signs Removed Remaining Signs Signs Signs H Hillside Sign G G G1 G1 E 3 F F D2 4 D D C1 NAB C2 8 A New Sign B B Highline Drive Sign Entryway Si ns 2 1 2 6C 11 Si ns 6 Signs 6 Signs 2 Signs 3 Signs f) NINNVDS30HYQI.L IV :4rlffVrIlVAV AJODISAR IHJL :IHV5lovwI O EMBOT YC Ordinance 07-17 Page 6 of 24 a f t , I r eu4 3e'i S tRerQ I Hillside Sign Proposed New Location Mote Stakes) CMMT «A„ YC Ordinance 07-17 Page 7 of 24 33.92" N gc 3 Y UM 120.33" All aluminum construction with individual cut out and raised lettering. Y - Painted to replicate cast bronze plaques thin out property. L Sign to be mounted to 10 x 10 stone posts. ` Hillside Sign /to replace existing.ti.. L,6 C Location-Hillside near rotary 5-20-07 12100w. 52nd Ave. #111, Wheat Ridge, C080033 // 303-425-62915/1scesign9mho.net EXHO T «Q„ YC Ordinance 07-97 Page S of 24 J lh'A Y ' , IA X, a` 1 1 I I Proposed New Entryway Sign Note stakes) Opposite Comer of Existing Entryway Sign EXHOT 664%9yPf YC Ordinance OL7--17 Page 9 of 24 At 11 S 5\` III 4Aiz mm- 1F 33 A r g1 t 3 *; r s R-eplacing Existing Ent.,ryway Sign Note Stales) PSXO IMT &W)) TC Ordinance 0(7-117 Page 10 of 24 r, d s. r s i 30"x 52"Cast bronze signs on a 7 %,tall x 44"wide sandstone slab. 2- New signs at intersection of Clubhouse Drive & Brush Creek road. L, CLUBHOUSE DRIVE ENTRY SIGNS ( CONCEPT) 5-20-07 STONE W/CAST BRONZE PLAQUE. QCiL YC Ordinance 07.17 Page 11 of 24 x y Y fFt s a Sign #1 Located between the Entryway and the Golf Course Clubhouse EXHIBIT "A" TC Ordinance 07-17 Page 12 of 24 LO i o e , i I l I i z i i I I I 1 1 20 x 30 Oast aluminum directional signs. Painted to replicate bronze plaques. Natural bronze lettering and border with statuary dark bronze background. Sign is mounted to 3/16 thick/plasma cut decorative bracket/attached to 8x8 stone post. Snowmass Club / New or replacement Directional signs / 5-20-07C70 ? 12100 w. 52nd Ave. #111, Wheat Ridge, CO 80033 // 303-425-6295 // sdesign@mho.net EXHIBIT "A" TIC Ordinance 07-17 Page 13 of 24 C:TEINISGOLF GOLF TENNIS TENNIS PRO SHOP ATHLETIC CLUB BLACKSADDLE GRILLE AFSrAURANrs LE BLACKSADlEGR1LLE PRO SHOP coLTPROSeP GUEST RECEPTION PARKING Location#1 Location#2 Location 92 Location#3 Location#3 New sign,single laced New sign-double faced Backside Replacement/double faced Back Side L^^_./ SAGE RLITAUPAM SAGE RESTAURANT GUESFREUPnoN RESIDENCE DELIVERIES AHiTC QU9 PARK NG SAGE RESTAURANT ATHLETIC CLUB PARKING j GUEST RECEPTION PARKING GUEST RECEPT ON BACK SADDLE GR LLE VALET PARKINGWLFbTENNIS Location#4 Location#5 Location#6 Location#6 Location#6CReplacement/double faced 42wsIgp.FStri 97SVRd Replacement/double faced Backside New sign/single facedsomemessagebothsides Snowmass Club/New or replacement directional signs / Message schedule 5-31-07 121M0 ,52nd AV., 1111, Wpeat81tl9a,CO60033 // 303-425-6296//adeslgngmh—. EMMT 66a„ YC Ordinance 07-17 Page 15 of 24 P—(L. 0— c Q.'1.{ Ai '' 'r'(s: lTn!T' IL :ui 2'tinliy i ( i Sign #3 R-eplacing Existing Sign F At the `tennis Pro Shop Parking Lot Sign will be turned 90 degrees for Visibility EXHIEIT A p5 Mt RC '0 a- n t sue.r x' _,. 4, .' Y' r, i i ''•+.1, - tom'"€g .'" s t s ,fir,, t z r 1 sal_. v'.; i'•'t; ' }y 'r IzT ** r r. h , f -. li 2MM fo7 QS 66 ly YC Ordinance OL7-117 Page 17 of 24 N a 1 al' .+"i.-.y...'•^ .r4+. - tic2. i'e`_ 1 i Sign. 4#6ABB TD Replaces }Existing Sign. C which was removed At the IEntrailee to the Athletic Club Parking L®t X OB T 6 * TC Ordinance 07-17 Page 18 of 24 y . a g2 # «\ This is k New Sign At the Athletic ( C ? Entrance EXHIBIT "A" TC Ordinance 07-17 Page 19 of 24 JA e I Ii r eT y Existing ,sign B Will stay the Same EXHIBIT 66A'5 TC Ordinance Page 20 of 24 Pry- s• L, 4 i, 4 e... Y t , Approved A Has been Replaced Picture shows the New EXHIBIT f6 9I TC Ordinance 0/77-117 Page 21 of 24 rY 4 s i' milt _ti s C/ y.N, i r 4r Install rough cut stone slab at entrance to Snowmass Club on Snowmass club circle Stone to be approx 42"wide x T tall. Sign to be cast bronze with raised logo and border. Sign measures 291/" x 52" wide. Sign to be installed approx. 15 from edge of roadway I SNOWMASS CLUB CIRCLE ENTRANCE SIGN 9-2305 OOC ! 12100 w. 52nd Ave. #111, Wheat Ridge,CO 80033 // 303-425-8295//sdesign@mho.net EXI 4 IT " A V-i ESE y {{ 11 t g k 4..` ro M FS y p r t SAGE RESTAURANT GUEST RECEPTION BLACK SADDLE GRILL e1 cou-nnru GOLF - TENNIS ATHLETIC CLUB YC Ordinance 07--97 Page 23 of 24 4 . t z L t e Pj€9 yl Ur y, k 5 r R zs y I Highiine Drive Sign At Highiine Drive and SMC Circle This is a. New Sign for which tee, are Requesting Approval 2Xil.J/MryT 66 / 99 YC Ordinance 07--17 Page 24 of 24 a s V a a Install rough cut stone slab into hillside at intersection of Highline & Snowmass Club Circle. Stone to be approx 48" wide x 6' tall, on steep slope. Sign to be cast bronze with raised logo and border. Sign measures 29 t/2' x 52" wide. Sign to be installed approx. 15 from edge of roadway SNOWMASS CLUB CIRCLE SIGN 9 23-05 OOCJ 12100 w.52nd Ave. #111, Wheat Ridge,CO 80033 // 303-425-5285 U sdesign@mho.net 1 W91101ILLMM, =0M PUBLIC HEARING NOTICE PUBLIC NOTICE IS HEREBY GIVEN THAT THE SNOWMASS VILLAGE TOWN COUNCIL WILL HOLD A PUBLIC HEARING TO TAKE PUBLIC COMMENTS REGARDING ORDINANCE NO. 12, SERIES OF 2007: AN ORDINANCE TO BE IMPLEMENTED INTO CHAPTER 18 OF THE TOWN OF SNOWMASS VILLAGE MUNICIPAL CODE TO ESTABLISH STANDARDS AND REGULATIONS FOR CONSTRUCTION MANAGEMENT WHEN: MONDAY, OCTOBER 1, 2007 Continued to OCTOBER 15, 2007 TIME: During a meeting, which begins at 4:00 P.M. or at such time thereafter that the item appears on the agenda of the Town Council. LOCATION: Snowmass Village Town Council Chambers Snowmass Center Building 16 Kearns Road, 2nd Floor Snowmass Village, Colorado 81615 INFO: Telephone: 923-3777 Internet access to council e-mail: http://www.tosv.com Citizen feedback hotline:922-6727 Rhonda B. Coxon Town Clerk Posted and Published in the Snowmass Sun on October 3, 2007 http://www.tosv.com clerkatosv.com MEMORANDUM TO: Snowmass Village Town Council FROM: Jason Haber, Economic Resource Director Mark Kittle, Chief Building Official DATE: October 15, 2007 SUBJECT: SECOND READING OF ORDINANCE NO. 12, SERIES OF 2007 — CONSTRUCTION MANAGEMENT REGULATIONS I. PURPOSE AND ACTIONS REQUESTED OF COUNCIL 1. To establish the regulatory tools needed to improve the Town's ability to regulate, monitor, and enforce provisions concerning construction management. 2. Approve the Second Reading of Ordinance No. 12, Series of 2007, an Ordinance to be Implemented into Chapter 18 of the Town Of Snowmass Village Municipal Code to Establish Standards and Regulations for Construction Management. II. DISCUSION ITEMS This Ordinance is presented in response to Council's April, 2, 2007 directive that staff develop a performance-based Construction Management Ordinance that establishes a detailed set of code regulations governing the preparation and implementation of project-specific Construction Management Plans. Ordinance 12 was presented to Council for first reading approval on August 20, 2007. The item was continued to October 1, 2007, and again to the October 15, 2007 Council meeting. In the interim, staff conducted two public meetings to discuss this ordinance, which were attended by several representatives of the contracting and development community. Ordinance No. 12 was approved on first reading at Council's October 15, 2007 meeting. III. CONCLUSION By approving the second reading of Ordinance No. 12, Council will establish code regulations that will enable the Town to better regulate, monitor, and enforce construction management activities and provisions. The proposed language is designed to provide specific performance- based measures for actively mitigating construction impacts, and to ensure that construction sites and construction activities are regulated in a safe, organized, and consistent manner. Staff is recommending that Council approve the second reading of Ordinance 13, Series of 2007. If Council approves the second reading of Ordinance No. 12, the ordinance would become effective on November 20, 2007. 1 Town of Snowmass Village 2 Town Council 3 4 Ordinance No. 12 5 Series of 2007 6 7 8 AN ORDINANCE TO BE IMPLEMENTED INTO CHAPTER 18 OF THE TOWN 9 OF SNOWMASS VILLAGE MUNICIPAL CODE TO ESTABLISH STANDARDS 10 AND REGULATIONS FOR CONSTRUCTION MANAGEMENT. 11 12 13 WHEREAS, the Town of Snowmass Village has the authority to 14 implement regulations for new and existing construction within the limits of the 15 Town, and 16 17 WHEREAS, on April 2, 2007, the Town Council accepted a set of impact 18 tolerance thresholds concerning the individual and cumulative impacts of land 19 development and construction activities throughout the Town, and 20 21 WHEREAS, said tolerance thresholds are defined in the Town's 22 Construction Coordination and Impact Mitigation Plan as that plan may be 23 amended from time to time, and 24 25 WHEREAS, the Town Council finds it necessary to establish regulatory 26 tools that improve the Town's ability to effectively control and limit the impacts of 27 construction, and to regulate, monitor, and enforce provisions concerning 28 construction management, and 29 30 WHEREAS, it is imperative that all construction and construction-related 31 activities be regulated to ensure public safety and to lessen the impacts thereof 32 upon the Town and its citizens, and 33 34 WHEREAS, a consistent set of rules and regulations should be adopted 35 by the Town to provide guidance for developers, builders, contractors and 36 tradesmen to follow and understand, and 37 38 WHEREAS, with definitive rules and regulations in place, it will be easier 39 to effectively and consistently monitor, regulate and enforce construction 40 activities, and 41 42 WHEREAS, the Town Council finds that the adoption of this Ordinance is 43 necessary for the immediate preservation of the public health, safety and welfare. 44 45 NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of 46 Snowmass Village, as follows: 1 47 Section One: Chapter 18 of the Snowmass Village Municipal Code 48 shall be amended by the addition of standards and regulations for Construction 49 Management, specifically adding Section 18-3(d) and Section 18-10. 50 51 A. Chapter 18 of the Snowmass Village Municipal Code is hereby 52 amended by the addition of the following: 53 54 Sec. 18-3(d) Any construction-related activity that produces a decibel reading at 55 the property line of greater than ninety (90) decibels at any time shall require 56 prior written authorization from the Town Manager or Chief Building Official. 57 58 Sec. 18-10 Construction Management 59 60 This Section 18-10 establishes standards and regulations governing the 61 preparation, review, implementation, monitoring and enforcement of 62 project-specific Construction Management Plans for development and 63 construction activities within the Town of Snowmass Village. 64 65 a) If any provision of an approved Planned Unit Development (PUD) is 66 in conflict with the provisions of this Section, then the provisions of 67 such approval shall control. The requirements of this Section shall 68 apply to the construction of an approved PUD, or any other 69 approved development project, when no alternate or conflicting 70 construction management provisions are specified within the terms 71 and conditions of project approval. 72 73 b) With the exception of Section 18-10.2(j) relating to construction 74 vehicles leaving the Snowmass Ski Area Boundary, on-mountain 75 construction activities that are located within the United States 76 Forest Service Permit Boundary for the Snowmass Ski Area, and 77 which occur not less than one thousand feet (1000') from the 78 nearest residential or non-residential structure that is not affiliated 79 with the ski area operation shall be exempt from the construction 80 management regulations' described in this Section. Regulations 81 concerning the management of these types of construction 82 activities shall be governed pursuant to the United States Forest 83 Service's (USFS) annual Summer Construction Plan, the USFS 84 Project Implementation Plan for the Snowmass Ski Area, and the 85 Snowmass Mountain Master Plan PUD. 86 87 c) Unless this requirement is expressly waived by the Town's 88 Construction Coordinator, or as may be otherwise exempted 89 pursuant to Section 18-10(c)1, projects proceeding under a building 90 permit shall be required to have a representative in attendance at 91 each of the Town's regularly scheduled Construction Coordination 92 Meetings. Permit holders shall be notified as to the time and 2 93 location of the Construction Coordination Meetings, which shall be 94 scheduled at intervals deemed necessary or appropriate by the 95 Town's Construction Coordinator. 96 97 1. Construction activities consistent with those described in 98 Section 18-10(b), one lot single-family and duplex residential 99 projects, interior residential remodels or alterations, and 100 interior commercial remodels and alterations shall be exempt 101 from the requirement to attend Construction Coordination 102 Meetings. 103 104 2. Upon receipt of a citation or summons written pursuant to 105 Section 18-10.4, any project that is exempted from attending 106 the weekly Construction Coordination Meetings pursuant to 107 Section 18-10(c)1 , may be required to attend said meetings 108 at the discretion of the Chief Building Official. 109 110 18-10.1 Construction Management Plan Requirements 111 112 a) A Construction Management Plan shall be approved by the Chief 113 Building Official prior to issuance of a permit for any type of 114 construction activity. In addition to an approved Construction 115 Management Plan, permits for demolition, excavation, building, 116 electrical, mechanical, plumbing, fire protection, public works and 117 land use approvals may be required prior to commencement of 118 construction activities. 119 120 b) For on-mountain construction activities located within the United 121 States Forest Service Permit Boundary for the Snowmass Ski Area, 122 the ski area operator shall provide evidence of receiving all 123 necessary approvals from the United States Forest Service, the 124 Colorado Tram Board, and any other applicable State and Federal 125 agencies. The operator's approved Summer Construction Plan and 126 Project Implementation Plan shall be submitted to the Chief 127 Building Official, receipt of which shall exempt the operator from the 128 submittal requirements described in Section 18-10.1(c). 129 130 c) For projects requiring Construction Management Plan approval, the 131 following documents shall be submitted to the Chief Building Official 132 unless due to the scope or unique nature of a particular 133 application, the requirement therefore is expressly waived by the 134 Chief Building Official): 135 136 3 137 1. Survey/Site Plan - A professionally prepared survey/site 138 plan shall include the following information and any other 139 items that may be deemed necessary by the Town: 140 141 i. Property Lines 142 ii.Limits of Disturbance 143 iii. Easements 144 iv. Right of Way Encroachments 145 V.Utilities 146 vi. Location of Waste Disposal Bins 147 vii. Worker Parking Areas 148 viii. Delivery Locations 149 ix. Material Storage & Staging 150 X. Vehicle Wash & Tracking Pads 151 A. Erosion Control 152 xii. Site Fencing 153 xiii. Portable Toilets 154 xiv. Snow Storage Areas 155 xv. Retaining Walls 156 xvi. Designated Wetlands 157 xvii. Building Envelope(s) 158 xviii. Existing & Proposed Topography 159 xix. Foundation System Layout 160 xx. Site Access & Traffic Management 161 xxi. Wildlife Protection Provisions 162 163 2. US Army Corps of Engineers 404 Permit (if required) 164 165 3. Snowmass/Wildcat Fire Protection District Approval 166 167 4. Stormwater, Erosion, and Sediment Control Plan 168 169 5. Colorado Stormwater Construction Permit (if required) 170 171 6. Noise Mitigation Plan (if required) 172 173 7. Waste Management and Recycling Plan 174 175 8. Tree Preservation Plan (if required) 176 177 9.Fugitive Dust Control Plan 4 178 179 10. Air Quality Monitoring Plan (if required) 180 181 11. Construction Interruption Landscape Plan (if required) 182 183 12. Notice of Adjoining Property Owners (if required) 184 185 13. Project Information and Signage Plan 186 187 14. Project Parking Plan 188 189 15. Traffic Control Service Fee Agreement (if required) 190 191 18-10.2 Construction Management Standards and Regulations 192 193 a) Compliance with the following standards and regulations shall be 194 required and documented within an approved Construction 195 Management Plan. Should any of the provisions identified within 196 an approved Construction Management Plan prove to be 197 inadequate in their application or effectiveness, as determined by 198 the Chief Building Official, the Town shall have the authority to 199 require the implementation of alternative methods, cease work until 200 unacceptable conditions are corrected, take appropriate 201 enforcement actions, impose fines, and/or perform the necessary 202 work at the permit holder's expense, pursuant to the enforcement 203 provisions of Section 18-10.4. 204 205 b) For any provisions within this Section 18-10.2 that require a notice 206 and/or request for authorization be submitted to the Town prior to a 207 particular event or activity, an approval or denial of such request 208 shall be issued by the Town not less than 24 hours prior to the date 209 specified for said event or activity. 210 211 c) The intent of these regulations is to clearly identify provisions 212 concerning Construction Management within the Town of 213 Snowmass Village. Many of these provisions are redundant to or in 214 conflict with specific regulations included in other regulatory codes, 215 including but not limited to, the International Building Code, 216 International Fire Code, and Occupational Safety and Health 217 Administration Regulations. The regulations enacted herein, shall 218 in no way diminish or substitute for the requirements of any other 219 applicable regulatory codes and/or standards, and in the event of 220 conflict between provisions of this ordinance and any other such 221 regulatory code, the more restrictive provision shall apply. 222 223 5 224 d) Days and hours of activity: 225 226 1 . The days and hours of construction activity within the Town are 227 regulated pursuant to Section 18-3. 228 229 2. The Town Council may choose to further prohibit, or otherwise 230 limit excessive noise-producing construction and vehicle activity, 231 including road and lane closures, or other construction-related 232 activities from occurring during Peak Seasons (Winter and 233 Summer), major special events and other holidays throughout 234 the year. Specific dates defining these periods and days on 235 which such activities are prohibited or limited shall be 236 determined by Council Resolution. In order to provide adequate 237 notice and clear expectations to contractors and developers, 238 such Resolution should be adopted prior to March 15t of each 239 year. However, Council shall retain the right to alter or amend 240 such Resolution at any time, as deemed necessary by the 241 Council. 242 243 i. Special events shall take precedence over construction 244 activities, and as such, permitted work hours may be 245 altered or interrupted, or work stopped at the discretion of 246 the Chief Building Official in order to ensure that an event 247 is not adversely affected, impeded or disrupted due to 248 construction activity. 249 250 ii. The Chief Building Official shall endeavor to provide at 251 least (7) days notice prior to the date of any alteration or 252 interruption of permitted work hours, or stoppage of work 253 required pursuant to Section 18-10.2(d)2.i. 254 255 3. Activities that do not qualify as excessive noise producing 256 construction activities nor as excessive vehicle activity, as 257 described in Section 18-3 of this code, are permitted at any 258 time. 259 260 4. In some instances, work may be required, or may serve as a 261 benefit to the community to occur outside of permitted work 262 hours. In these cases, a written request shall be submitted for 263 review and approval by the Town Manager at least (7) days 264 prior to the date of the proposed work. For emergency 265 situations, and in order to account for other unforeseen 266 circumstances, the Town Manager, Chief Building Official, or 267 their designee may approve work to occur outside of permitted 268 work hours at their discretion. 269 6 270 e) High impact events: 271 272 1. High impact events, including but not limited to concrete pours 273 of 250 cubic yards or more per day, hauling operations of 500 274 cubic yards or more per day, drilling, blasting, pile driving, or 275 other activities producing a decibel reading of greater than 276 ninety (90) decibels at the property line (as may be permitted 277 pursuant to Section 18-10.3(d)), work within public right-of- 278 ways, sidewalks or trails, and traffic detours shall be clearly 279 identified along with a preliminary schedule for such events in 280 the Construction Management Plan. 281 282 2. Notice of any of the events or activities described in Section 18- 283 10.2(e)1 shall be given to the Town at least fourteen (14) days 284 prior to the event or activity. 285 286 3. Written notice of any of the events or activities described in 287 Section 18-10.2(e)1 shall be given to neighboring properties 288 located within 500 feet of the project site, with a copy to the 289 Chief Building Official, at least forty-eight (48) hours prior to the 290 event or activity. 291 292 f) Site security: 293 294 1. Construction fencing of a height and type to be approved by the 295 Chief Building Official, or other protective measures, as deemed 296 necessary or appropriate by the Chief Building Official, shall be 297 implemented to delineate, screen and secure project sites 298 involving building demolitions, new construction, additions, 299 exterior renovations, and site excavations. 300 301 2. Security measures shall be in place at all times when the site is 302 not in operation. Provisions including perimeter barriers, locks, 303 surveillance systems, security lighting (subject to the provisions 304 of Chapter 18, Article XIII of this code), employment of security 305 personnel and other measures may be required at the discretion 306 of the Chief Building Official. 307 308 3. Security measures shall be taken to prevent construction work 309 or protection measures from facilitating unauthorized access to 310 adjoining buildings, and to safeguard site materials and 311 equipment. 312 313 314 315 7 316 g) Work conditions, site safety and emergency provisions: 317 318 1 . Work conditions: 319 320 i. Compliance with United States Occupational Safety and 321 Health Administration (OSHA) standards and codes will 322 be required pursuant to state and federal regulations. 323 324 2. Safeguarding: 325 326 i. Readily accessible emergency telephone facilities shall 327 be provided in an approved location at the construction 328 site. The street address of the construction site and the 329 emergency telephone number of the fire department shall 330 be posted adjacent to the telephone. 331 332 ii. Roofing operations utilizing heat-producing systems or 333 other ignition sources shall be performed by a contractor 334 licensed and bonded for the type of roofing process to be 335 performed. 336 337 iii. Asphalt and tar kettles shall be operated in accordance 338 with Section 303 of the International Fire Code. 339 340 iv. Internal combustion powered construction equipment 341 shall be used in accordance with all of the following 342 conditions: 343 344 a) Equipment shall be located so that exhausts do not 345 discharge against combustible material. 346 347 b) Exhausts shall be vented to the outside of the 348 building. 349 350 c) Equipment shall not be refueled while in operation. 351 352 V. A first-aid kit shall be available on site at all times and 353 shall be inspected at least monthly and replenished as 354 necessary. 355 356 vi. In buildings where an automatic fire sprinkler system is 357 required, it shall be unlawful to occupy any portion of a 358 building or structure until the automatic sprinkler system 359 installation has been tested and approved unless 360 otherwise authorized by the Snowmass/Wildcat Fire 361 Protection District. 8 362 363 vii. Operation of sprinkler control valves shall be allowed only 364 by properly authorized personnel and shall be 365 accomplished by notification of duly designated parties. 366 When the sprinkler protection is being regularly turned off 367 and on to facilitate connection of newly completed 368 segments, the sprinkler control valves shall be checked 369 at the end of each work period to ascertain that 370 protection is in service. 371 372 3. Deep excavations /trenches: 373 374 i. Excavations shall be performed as specified by the 375 project's engineer of record. Shoring, slope stabilization 376 and retaining methods shall be employed as required for 377 safety of property and personnel. In the absence of 378 specifications provided by a design professional, United 379 States Occupational Safety and Health Administration 380 OSHA) regulations for this type of activity shall govern. 381 382 ii. Trenches located in the Public Right of Way shall be 383 backfilled, covered, or otherwise protected overnight. 384 Traffic control and pedestrian protection measures 385 including barricades, flashing lights, detour signage, and 386 steel plates shall be reviewed and approved by the Chief 387 Building Official, Public Works Director, or their designee. 388 389 4. Hazardous Materials Storage: 390 391 i. An inventory of on-site hazardous materials, including 392 combustible liquids, combustible fibers, explosives, 393 flammable gases, flammable liquids, organic peroxides, 394 oxidizers, etc., shall be maintained on the project site, 395 and shall be provided to the Chief Building Official upon 396 request. 397 398 ii. The appropriate Material Safety Data Sheets (MSDS) 399 shall be available on-site at all times, pursuant to federal 400 regulations. 401 402 iii. All flammable and combustible liquids used or stored on 403 site shall comply with Section 1405 of the International 404 Fire Code. 405 9 406 iv. Operations involving cutting and welding shall be done in 407 accordance with Chapter 26 of the International Fire 408 Code. 409 410 V. A written approval or permit from the Snowmass/Wildcat 411 Fire Protection District shall be submitted to the Chief 412 Building Official for all on-site hazardous materials 413 storage. 414 415 5. Fuel storage: 416 417 i. Container locations for bulk on-site fuel storage shall be 418 clearly identified, including fuel types, container sizes and 419 spill containment procedures. 420 421 ii. On-site fuel storage shall require a written approval or 422 permit from the Snowmass/Wildcat Fire Protection 423 District. 424 425 6. Temporary heating: 426 427 i. A temporary heating permit obtained from the Chief 428 Building Official or the Snowmass Wildcat Fire Protection 429 District, as well as a field inspection shall be required 430 prior to energizing of any temporary heating systems or 431 components. 432 433 ii. All temporary heating provisions shall comply with 434 Section 1403 of the International Fire Code. 435 436 7. Emergency access and evacuation: 437 438 i. Emergency access in and out of the Town, and to all 439 locations throughout the Town, shall be maintained at all 440 times. 441 442 ii. Vehicle access for fire fighting shall be provided to all 443 construction or demolition sites pursuant to a written 444 approval or permit from the Snowmass/Wildcat Fire 445 Protection District. 446 447 iii. Unless otherwise authorized by the Snowmass/Wildcat 448 Fire Protection District, vehicle access shall be provided 449 to within (100) feet of temporary or permanent fire district 450 connections. 451 10 452 iv. Vehicle access shall be provided by either temporary or 453 permanent roads capable of supporting emergency 454 vehicle loading under all weather conditions. 455 456 V. Vehicle access shall be maintained until permanent fire 457 apparatus access roads are available. 458 459 vi. Key boxes shall be provided as required by Chapter 5 of 460 the International Fire Code. 461 462 vii. Where a building has been constructed to a height 463 greater than fifty (50) feet or four (4) stories, or where an 464 existing building exceeding fifty (50) feet in height is 465 altered, at least one temporary lighted stairway shall be 466 provided unless one or more of the permanent stairways 467 are erected as the construction progresses. 468 469 viii. Required means of egress shall be maintained at all 470 times during construction, demolition, remodeling, 471 alteration and addition to any building, in order to ensure 472 free and unobstructed egress for workers and occupants 473 in the event of fire or other emergency. Approved 474 temporary means of egress systems may be utilized 475 subject to review and approval by the Chief Building 476 Official. 477 478 8. Firefighting equipment and water supply: 479 480 i. Structures under construction, alteration or demolition 481 shall be provided with at least one (1) approved portable 482 fire extinguisher in accordance with Section 906 of the 483 International Fire Code and sized for not less than 484 ordinary hazard as follows: 485 486 a) At each stairway on all floor levels where combustible 487 materials have accumulated. 488 489 b) In every storage and construction shed. 490 491 c) Additional portable fire extinguishers shall be provided 492 where special hazards exist including, but not limited 493 to, the storage and use of flammable and combustible 494 liquids. 495 496 ii. A water supply, either temporary or permanent, and 497 approved for fire protection by the Snowmass Wildcat 11 498 Fire Protection District, shall be made available as soon 499 as combustible material arrives on the site. 500 501 9. Building standpipes: 502 503 i. Buildings four (4) or more stories in height shall be 504 provided with not less than one standpipe for use during 505 construction. 506 507 ii. Standpipes shall be installed when the progress of the 508 construction is not more than forty (40) feet in height 509 above the lowest level of fire department access. 510 511 iii. Standpipes shall be provided with fire district hose 512 connections at accessible locations adjacent to usable 513 stairs. 514 515 iv. Standpipes shall be extended as construction progresses 516 to within one floor of the highest point of construction 517 having secured decking or flooring. 518 519 h) Site signage and exterior lighting: 520 521 1. All signage displayed on a construction site shall be reviewed 522 and approved by the Chief Building Official prior to installation. 523 524 2. Construction site signs shall be regulated pursuant to Section 525 16A-4-510. 526 527 3. Informational signs specifying the project address, building 528 permit number, security information, site safety requirements, 529 and 24-hour contact information shall be erected at each 530 designated access point on the perimeter of the site, pursuant 531 Section 16A-4-510. 532 533 4. Exterior lighting, including temporary construction lighting, and 534 temporary lighting of site signage shall conform to the provisions 535 of Chapter 18, Article XIII. 536 537 5. All signage of public roadways must meet United States Manual 538 on Uniform Traffic Code Device (MUTCD) standards, and shall 539 obtain approval form the Public Works Director, or their 540 designee. 541 542 543 12 544 i) Contractor and worker parking: 545 546 1. Adequate parking provisions for contractor(s) and worker 547 vehicles shall be made in accordance with a written Project 548 Parking Plan approved by the Chief Building Official. 549 550 2. If the provision of on-site parking is not practical, or is limited or 551 prohibited pursuant to the conditions of project approval, then 552 evidence shall be provided describing alternative arrangements 553 that have been made to accommodate parking needs. 554 555 3. For one lot single-family and duplex residential projects, a 556 temporary right of way parking permit may be issued upon 557 verification that emergency access will be maintained at all 558 times, and upon review and approval by the Town's Public 559 Works and Police Departments. 560 561 j) Construction Vehicles: 562 563 1. Vehicles and equipment leaving a construction site shall be 564 properly cleaned to prevent mud, gravel and debris from being 565 tracked onto public roadways, sidewalks, trails and parking 566 areas. 567 568 2. The location of site entries, exits and primary paths of travel 569 shall be identified for vehicles traveling to, from and through the 570 site. 571 572 3. Site entry and exit points, and all temporary roads shall be 573 stabilized with crushed rock, bitumen or similar stabilizing and 574 dust suppressing material. 575 576 4. Tracking controls such as rumble grids, wash stations, or similar 577 facilities shall be installed to remove and collect mud and debris 578 from vehicles leaving the site. Tracking controls shall be 579 monitored regularly and replaced or maintained as necessary to 580 ensure their effectiveness. 581 582 i. Detailed descriptions of vehicle tracking pads and their 583 locations shall be provided, and such facilities shall be 584 installed and maintained to the specifications and 585 satisfaction of the Chief Building Official. 586 587 ii. At the discretion of the Chief Building Official, or as 588 required pursuant to project approvals, designated 589 vehicle and equipment wash down areas may be 13 590 required. If required, wash down areas shall be located 591 near the site exits and shall be designed to capture and 592 treat water prior to discharge into the stormwater system. 593 594 iii. Wash down areas exceeding 2000 gallons per day shall 595 be required to use recycled water. 596 597 iv. Should the approved tracking control methods prove to 598 be inadequate during construction, the Town shall have 599 the authority to require alternate methods, cease work 600 until unacceptable conditions are corrected, take 601 appropriate enforcement actions, impose fines, and/or 602 perform the necessary work at the permit holder's 603 expense, pursuant to the enforcement provisions of 604 Section 18-10.4. 605 606 5. Roadways shall be monitored continuously and cleaned on a 607 regular basis to be kept free and clear of dirt and debris to the 608 satisfaction of the Chief Building Official. 609 610 k) Material Storage and Staging: 611 612 1. Material storage and staging should be limited to one 613 contiguous area, or consolidated to the extent feasible within the 614 project site. 615 616 2. Materials shall be stored in accordance with an approved Site 617 Plan, in an organized and orderly manner, and shall not 618 encroach onto adjoining properties or public areas. 619 620 3. An adequate buffer or screening, as determined by the Chief 621 Building Official or Planning Director, shall be maintained 622 between stored materials and adjacent properties and public 623 areas. 624 625 4. Stored materials shall be adequately secured to prevent their 626 dispersal across the site and migration into public areas. 627 628 5. Piling of stored building materials more than twelve (12) feet 629 high shall be prohibited. 630 631 1) Snow storage and removal: 632 633 1. On-site areas shall be designated for snow storage. Snow 634 collected on construction sites is not permitted to be deposited 635 on public roadways or right-of-ways. 14 636 637 2. If the site is constrained and snow storage is not practical, a 638 detailed snow removal plan shall be submitted to the Town 639 indicating methods of removal and final destination. 640 641 m) Construction waste: 642 643 1. A Waste Management and Recycling Plan shall be detailed to 644 address the following: 645 646 i. Specific efforts to minimize waste on site by avoiding 647 over-estimation of purchasing requirements, minimizing 648 packaging materials, and purchasing environmentally 649 sensitive and recycled content products, 650 651 ii. Procedures for the collection and sorting of recyclable 652 construction materials, 653 654 iii. The type and quantity of materials that are to be reused 655 or recycled, 656 657 iv. Provision of containers for recyclable materials including 658 cardboard, glass, metal, plastic and green waste, 659 660 V. The reuse of timber, glass and other materials, 661 662 vi. The recycling of asphalt, metal, bricks, tiles, masonry, 663 concrete, plasterboard, plastic, batteries, cardboard, 664 carpet and other materials, 665 666 vii. Provisions for collection of daily rubbish from workers, 667 668 viii. Procedures for removal of waste (materials that cannot 669 be reused or recycled) from the site, 670 671 ix. Procedures for removal of hazardous or dangerous 672 materials from the site. 673 674 2. Removal of hazardous or dangerous materials from the site 675 shall be in accordance with State and Federal law. 676 Coordination may be required through the Pitkin County 677 Environmental Health Department. 678 679 3. Waste collection shall only occur during permitted work hours. 680 15 681 4. For outside bins, self-closing lids must be installed to ensure 682 that waste does not become airborne. 683 684 5. Litter and debris "trapped" against site fencing shall be 685 monitored regularly and removed promptly. 686 687 6. Open burning on site is prohibited unless otherwise approved by 688 the Snowmass/Wildcat Fire Protection District and the Chief 689 Building Official, and for controlled on-mountain burns located 690 within the United States Forest Service Boundary for the 691 Snowmass Ski Area, as approved by the United States Forest 692 Service and the Colorado Department of Health. 693 694 n) Stormwater and Sediment Control: 695 696 1. A Stormwater, Erosion, and Sediment Control Plan shall be 697 submitted for review and approval by the Chief Building Official 698 or Town Engineer. . The Stormwater and Sediment Control Plan 699 shall demonstrate that: 700 701 i. Stormwater runoff will be prevented from entering 702 adjoining properties or into the public sewer system. 703 704 ii. Drainage of the site to the legal point of discharge will be 705 maintained throughout construction. 706 707 iii. Stormwater will be captured and filtered at sediment 708 control points before entering the legal point of discharge. 709 710 iv. Site water retention will not cause structural damage to 711 excavations or retaining walls. 712 713 2. Construction-caused water discoloration shall not be permitted 714 in Brush Creek or other waterways within the Town. Natural 715 rainwater run-off shall be controlled to prevent sediment 716 migration into Town waterways and stormwater systems. 717 718 i. Upslope water shall be diverted to prevent it from 719 traveling through the construction site. 720 721 ii. Natural falls shall be identified and sediment traps or 722 filters shall be located at all run-off points. Sediment 723 Controls shall be monitored regularly and replaced or 724 maintained as necessary to ensure their effectiveness. 725 16 726 iii. Sediment traps or filters shall be placed around any drain 727 affected by construction works. Sediment controls shall 728 be inspected on a weekly basis or after any significant 729 storm event, whichever occurs first, and shall be 730 maintained or replaced as necessary to ensure their 731 effectiveness. 732 733 iv. Grated drains shall be provided at stormwater exit points 734 to prevent uncontrolled debris flow run-off. 735 736 3. Proposed silt fencing and erosion control shall be plainly 737 detailed. Details shall include location, installation methods, 738 type of materials used and maintenance methods over the 739 course of the project. 740 741 4. Proposed storage locations for loose materials such as soil, 742 sand and gravel shall be identified and precautions to prevent 743 displacement shall be implemented. Sediment controls may be 744 required for fine material storage. 745 746 5. Water collected at the bottom of excavation sites shall be 747 pumped out in a timely manner. If the water contains 748 sedimentation at less than 150mg/gallon of total suspended 749 solids, it may be filtered and pumped to the legal point of 750 discharge. 751 752 i. Polluted water shall not be permitted to enter the 753 stormwater system and may be pumped to the sewer 754 system with appropriate approvals from the Snowmass 755 Water and Sanitation District. 756 757 ii. At the discretion of the Town's Environmental Consultant 758 or Public Works Director, a liquid waste company may be 759 required to collect contaminated water for disposal at a 760 licensed treatment facility. 761 762 6. Waste materials, including liquid wastes such as paint, concrete 763 slurries and chemicals, shall not be discharged into the public 764 stormwater system. Facilities shall be provided to enable 765 equipment cleaning without any discharge of by-product into the 766 stormwater system. 767 768 7. Wherever possible, natural vegetation should be retained to 769 absorb surface water flows. In disturbed areas, revegetation 770 should occur as soon as possible after completion of the work. 771 17 772 8. For construction sites that disturb one acre or greater, a State of 773 Colorado Stormwater Construction Permit or Waiver shall be 774 submitted to the Chief Building Official for reference and 775 enforcement. 776 777 o) Wetlands: 778 779 1. All work proposed in a designated wetlands area shall obtain 780 the proper State and Federal permits prior to commencement. 781 782 2. Where required, an approved permit issued pursuant to Section 783 404 of the Clean Water Act shall be submitted to the Chief 784 Building Official. 785 786 p) Construction on Slopes Greater than Thirty Percent (30%): 787 788 1. For construction approved to occur on slopes greater than thirty 789 percent (30%), pursuant to the provisions of Section 16A-4- 790 50(d), a detailed and dimensioned topographic plan shall be 791 submitted for review and approval by the Planning Director prior 792 to commencement of construction in these areas. 793 794 2. Detailed plans shall be submitted to indicate the proposed 795 methods and locations of slope stabilization, erosion control, 796 delineation fencing, tree removal, adjacent property protection, 797 staging, material removal, and excavation for review and 798 approval by the Chief Building Official prior to commencement 799 of construction in these areas. 800 801 3. Plans submitted pursuant to this Section 18-10.2(p) shall be 802 stamped with the seal of a professional geotechnical engineer 803 licensed in the State of Colorado. 804 805 q) Air Quality Control & Dust management: 806 807 1. A Fugitive Dust Control Plan shall be provided to address 808 methods by which dust migration will be kept to a minimum at 809 the project site. Control options established by the Colorado 810 Department of Public Health and Environment shall be 811 implemented in all areas of disturbed earth, including temporary 812 haul roads, material staging areas, and open excavations. 813 814 i. Provide detailed descriptions of the methods and 815 frequency of application for on-site dust suppression 816 watering and/or chemical applications) and street 817 cleaning (sweeping and watering) that will be used to 18 818 minimize fugitive dust arising from the project site and 819 adjacent roadways. 820 821 ii. Chemical applications for dust suppression should be 822 used only as a last resort. 823 824 iii. On-site dumping and storage of loose materials shall be 825 kept to a minimum. If dumping and storage of loose 826 material is unavoidable, methods for preventing dust 827 migration and other airborne matter from impacting 828 surrounding areas shall be described. Measures to 829 ensure that these methods will remain effective during 830 times when the site is unattended shall also be 831 described. 832 833 iv. Enhanced dust control measures shall be described to 834 address the following conditions: 835 836 a. Any event of visible dust migration off of the project 837 site; 838 839 b. Extreme weather and wind conditions; 840 841 c. Work in areas of direct exposure or close proximity to 842 the general public and surrounding buildings; 843 844 d. Work in proximity to air intake vents on adjacent 845 building. Dust intake by these vents must be 846 prevented through the installation of filters or other 847 approved measures. 848 849 2. If required pursuant to project approvals, or at the discretion of 850 the Chief Building Official, the Planning Director, or the Town's 851 designated Environmental Consultant, an Air Quality Monitoring 852 Plan shall be submitted for review and approval. 853 854 3. Any air quality monitoring equipment required pursuant to an 855 approved Air Quality Monitoring Plan shall be maintained in 856 compliance with United States Environmental Protection Agency 857 and State of Colorado siting criteria. 858 859 4. PM-10 monitoring may be required to measure particulates 860 important to public health and safety. Allowable thresholds for 861 this measurement shall include a 24-hour average not to exceed 862 150 ug/m3 and an annual average not to exceed 50 ug/m3. 863 19 864 5. Should the approved dust control or air quality monitoring 865 methods prove to be inadequate during construction, as 866 evidenced by the visible migration of dust from the project site 867 or the exceedence of an established air quality threshold, the 868 Town shall have the authority to require alternate methods, 869 cease work until unacceptable conditions are corrected, take 870 appropriate enforcement actions, impose fines, and/or perform 871 the necessary work at the permit holder's expense, pursuant to 872 the enforcement provisions of Section 18-10.4. 873 874 r) Site Grubbing, Tree Removal and Protection: 875 876 1. Areas of site grubbing and tree removals shall be clearly shown. 877 878 2. Erosion control methods for these activities shall require prior 879 approval by the Town Engineer, or their designee. 880 881 3. Prior approval by the Town's Public Works Director or Parks 882 and Recreation Director shall be required for removal and 883 replacement of trees located in the public right of way. 884 885 4. A Tree Preservation Plan, prepared by a Certified or Consulting 886 Arborist, shall be submitted for trees that are required to be 887 protected on site during construction for approval by the Chief 888 Building Official. Methods of protection, including, but not 889 limited to drip-line fencing and the prohibition of stored materials 890 within the drip-line perimeter shall be documented. 891 892 s) Construction Interruption Landscape Plan: 893 894 1. A Construction Interruption Landscape Plan may be required for 895 each phase of construction at the discretion of the Planning 896 Director for phased projects, or for projects with construction 897 schedules exceeding two (2) years in duration. The plan shall 898 describe plantings and screening that will be installed to 899 minimize visual impacts in the event that a period of twelve (12) 900 consecutive months occur during which substantial construction 901 activities cease. 902 903 2. The Chief Building Official may require the Applicant to provide 904 a performance bond, restoration bond, or other form of security 905 prior to permit issuance, in order to ensure the implementation 906 of a Construction Interruption Landscape Plan, in the event such 907 implementation is required. 908 909 20 910 t) Site Retaining walls: 911 912 1. All freestanding and attached site earth retaining structures shall 913 be clearly shown with specific dimensions. Walls or structures 914 over (4) feet in total height shall be designed by a professional 915 engineer or architect licensed in the State of Colorado and will 916 require a building permit. 917 918 2. The Town's Planning Director, or their designee, shall review 919 the final design and height of any proposed retaining walls to 920 ensure conformance with project approvals. 921 922 u) Off-site debris and excavated material disposal: 923 924 1. All materials removed from the site and transported to another 925 location shall be designated by type and final destination. 926 927 2. All materials removed from the site shall be properly secured 928 and covered prior to leaving the site. 929 930 v) Noise: 931 932 1. Construction activities that produce excessive noise and/or 933 vehicle activity are regulated pursuant to Code Section 18-3. 934 935 2. Activities that will involve excessive noise or vibration shall be 936 clearly detailed to the Town including anticipated decibel levels, 937 days and hours of operation, and methods of mitigation. 938 939 3. Activities that produce a decibel reading at the property line of 940 greater than ninety (90) decibels shall be subject to the noticing 941 requirements of Section 18-10.2(e). 942 943 4. Portable generators: 944 945 i. On-site utilization of portable generators shall be clearly 946 specified, including generator size, fuel type, location and 947 times of operation. 948 949 ii. A Noise Mitigation Plan, identifying the physical and 950 operational means by which excessive noise will be 951 minimized, shall be required for portable generators, in 952 order to ensure compliance with Section 18-3 of this 953 code. 954 955 21 956 5. Blasting: 957 958 i. Blasting shall not be allowed within the Town without first 959 obtaining the proper State and Federal permits. 960 961 ii. Written approvals from the Chief Building Official and 962 Snowmass/Wildcat Fire Protection District Chief shall be 963 required for any blasting or explosive works. 964 965 iii. Blasting for site excavations or avalanche control located 966 within the United States Forest Service Permit Boundary 967 for the Snowmass Ski Area, and conducted by the ski 968 area operator, shall be in accordance with the necessary 969 State and Federal approvals. 970 971 iv. All blasting operations shall be conducted in accordance 972 with Chapter 33 of the International Fire Code. 973 974 6. Pile driving: 975 976 i. Driven piles are required to be engineered by an architect 977 or professional engineer licensed in the State of 978 Colorado. 979 980 ii. The proposed locations, diameters, and depths of all 981 piers or piles shall be clearly detailed on the site plan. 982 983 iii. A tentative pile-driving schedule shall be submitted for 984 review and approval by the Chief Building Official not less 985 than two weeks prior to occurrence. 986 987 iv. A Noise Mitigation Plan, identifying the physical and 988 operational means by which excessive noise will be 989 minimized, shall be required for pile driving, and the 990 Town may impose reasonable conditions limiting the 991 hours and days during which pile driving is permitted. 992 993 w) Wildlife Protection. 994 995 1. Locations and specifications for construction site refuse 996 containers shall be clearly detailed. Plans shall demonstrate 997 compliance with the Wildlife Protection provisions of Article VI of 998 Chapter 7. 999 1000 1001 22 1002 x) Roadway impacts and right-of-way work: 1003 1004 1. Any work impacting a public right-of-way (as described in 1005 Section 11-62), sidewalk or trail shall be subject to the 1006 provisions of Chapter 11 of this code, and shall be clearly 1007 identified in the Construction Management Plan. 1008 1009 2. Permit(s) required pursuant to Chapter 11 of this code shall be 1010 obtained prior to commencing any work within a public right-of 1011 way, sidewalk or trail. All work shall conform to the Town's most 1012 recently adopted Right of Way Guidelines; as such Guidelines 1013 may be amended from time to time. 1014 1015 3. Safe vehicular, pedestrian and bicycle connections shall be 1016 maintained at all times throughout the Village. For any work 1017 requiring a complete or partial closure of a public right-of-way, 1018 sidewalk or trail, the Public Works Director or Chief Building 1019 Official may require that alternate connections be provided, or 1020 that an approved detour plan be implemented, at the permit 1021 holder's expense. 1022 1023 i. In addition to the notices required pursuant to Section 18- 1024 10.2(e), a detour plan and detailed work schedule shall be 1025 provided for review and approval by the Public Works 1026 Director and Chief Building official, or their designee at least 1027 fourteen (14) days prior to any complete or partial closure of 1028 a public right of way, sidewalk or trail. 1029 1030 ii. For emergency situations, and in order to account for any 1031 unforeseen circumstances, the Town Manager, or their 1032 designee may approve work to occur with less than the 1033 required notifications stipulated by Sections 18-10.2(x)3.i 1034 and 18-10.2(e). 1035 1036 4. Deliveries to and from a project site shall be designated by route 1037 and time of day. Deliveries shall not be permitted to cause 1038 traffic delays in excess of three (3) minutes so as to avoid 1039 impeding the day-to-day and special event functions of the 1040 Town. 1041 1042 i. In order to satisfy the requirements of Section I8-10.2(x)4, 1043 work outside of permitted work hours may be approved by 1044 the Town Manager or Chief Building Official pursuant to 1045 Section 18-10.2(d)4. 1046 1047 23 1048 y) Traffic Management: 1049 1050 1. For projects impacting a public right of way (including sidewalks 1051 and trails) or Town roadway, a Traffic Management Plan is 1052 required to be prepared by and coordinated through a Town- 1053 approved traffic control contractor. Applicants shall be 1054 required to execute a Traffic Control Service Fee Agreement 1055 guaranteeing reimbursements for any traffic control and 1056 management plan preparation services contracted through the 1057 Town. 1058 1059 2. The Traffic Management Plan shall address the following: 1060 1061 i. Location and extent of the proposed works. 1062 1063 ii. Staging areas. 1064 1065 iii. Schedule and duration of the proposed works. 1066 1067 iv. Site security and site safety measures. 1068 1069 V. Emergency access provisions. 1070 1071 vi. Impacts to fire protection facilities. 1072 1073 vii. Impacts to public transportation providers. 1074 1075 viii. Vehicle, bicycle and pedestrian circulation impacts. 1076 1077 ix. Safety precautions. 1078 1079 X. Speed zones. 1080 1081 A. Access points to the proposed work. 1082 1083 xii. Special traffic control devices. 1084 1085 xiii. Provisions for special events and holiday periods. 1086 1087 3. An amended Traffic Management Plan may be submitted for 1088 review and approval by the Chief Building Official if there is a 1089 demonstrable need arising from: 1090 1091 i. A change in traffic conditions. 1092 1093 ii. A change in land use in the vicinity. 24 1094 1095 iii. Amendments to the building design. 1096 1097 iv. A change in construction methodology. 1098 1099 V. A change in contractor or developer of the site. 1100 1101 z) Traffic control: 1102 1103 1. Other than for emergency responses, unanticipated road 1104 closures associated with construction activity will not be 1105 permitted. 1106 1107 2. Traffic delays associated with traffic control and/or lane 1108 closures resulting from construction activities will be coordinated 1109 through one or more Town-approved traffic control contractor(s) 1110 throughout the Town and managed on primary roadways to a 1111 maximum of: 1112 i. Two (2) five-minute stops during the shoulder seasons, 1113 and 1114 ii. No stops during Peak Seasons (Winter and Summer), 1115 Special Events, or Holidays, as such periods or days are 1116 defined annually by Council Resolution pursuant to 1117 Section 18-10.2(d)2. 1118 iii. For the purposes of determining the maximum number 1119 and duration of allowed traffic delays, "primary 1120 roadways" shall include the following: Brush Creek Road, 1121 Carriageway/Snowmelt Road, Snowmass Club Circle, 1122 Daly Lane, Elbert Lane, Fall Lane, Owl Creek Road, 1123 Highline Road, Faraway Road from Brush Creek Road to 1124 the driveway of the Ridge Condominiums, Wood Road 1125 from Brush Creek Road to the Wood Run V main 1126 entrance. 1127 1128 3. In some instances, work requiring traffic delays and/or lane 1129 closures may be required, or may serve as a benefit to the 1130 community, to occur in excess of the limitations stipulated in 1131 Section 18-10.2(z)2, or pursuant to project approvals. In these 1132 cases, a written request shall be submitted for review and 1133 approval as a condition of project approval, or by Council 1134 Resolution at least (21) days prior to the date of the proposed 1135 work. For emergency situations, and in order to account for 1136 other unforeseen circumstances, the Town Manager or Chief 1137 Building Official may approve work to occur in excess of such 1138 limitations, at their discretion. 25 1139 1140 4. Contractors shall be required to communicate and abide by 1141 clearly defined timeframes regarding the duration of right of way 1142 impacts. 1143 1144 18-10.3 Preconstruction Meeting. 1145 1146 a) Following approval of a project's Construction Management Plan, 1147 and prior to the commencement of work, a preconstruction meeting 1148 shall be required. Required attendees for this meeting shall 1149 include, but not be limited to: 1150 1151 1. Owner or Owner's Representative 1152 1153 2. Architect 1154 1155 3. Superintendent 1156 1157 4. Major Subcontractors 1158 1159 5. Chief Building Official (or designee) 1160 1161 6. Planning Director (or designee) for PUD Projects 1162 1163 18-10.4 Enforcement, Penalty Assessments and Fines. 1164 1165 a) Enforcement: 1166 1167 1. Contractors and developers are expected to be acutely aware of 1168 the standards and regulations for Construction Management 1169 established by the Town of Snowmass Village. 1170 1171 2. The Town's Police Department, Construction Coordinator, Chief 1172 Building Official, or any Building Inspector may complete 1173 random site visits and respond to complaints to determine if 1174 construction activities are in compliance with the provisions of 1175 an approved Construction Management Plan and other Town 1176 regulations, and shall have the authority to enforce the 1177 provisions of this Section 18-10 by issuing a citation or 1178 summons to the permit holder pursuant to the enforcement 1179 provisions of this Section 18-10.4 1180 1181 3. The Schedule of Penalty Assessments and Fines contained in 1182 Section 10-18.4(b) shall be applicable to any violation of a 1183 provision contained in an approved Construction Management 1184 Plan. Violations of other Town regulations are subject to the 26 1185 general penalty for violation pursuant to Section 1-72, or as 1186 otherwise provided in this Code. 1187 1188 4. At the discretion of the Chief Building Official, any violation of a 1189 provision contained in an approved Construction Management 1190 Plan shall be grounds for immediate stoppage of work and/or 1191 issuance of a citation or summons for the assessment of 1192 penalties or fines pursuant to the Schedule described in Section 1193 18-10.4(b). 1194 1195 5. If a penalty assessment or fine is imposed for violation of a 1196 provision contained in an approved Construction Management 1197 Plan, payment of the penalty assessment or fine shall be made 1198 within ten (10) days of the date of the citation or summons. 1199 Failure to pay the penalty assessment or fine within ten (10) 1200 days shall be grounds for immediate stoppage of work. 1201 1202 b) Schedule of Penalty Assessments and Fines: 1203 1204 The following is a Schedule of Penalty Assessments and Fines 1205 applicable to violations of provisions of an approved Construction 1206 Management Plan. Each day any violation of the provisions of an 1207 approved Construction Management Plan continues shall constitute 1208 a separate offense, unless otherwise provided. 1209 1210 1211 1212 Description Penalty Assessments 1213 or Fines 1214 1215 Violation of any provision not 1216 involving work or impacts 1217 occurring within a public 1218 roadway, sidewalk or trail. 1219 1220 First Offense 200 1221 Second Offense 500 1222 Third Offense Municipal Court Summons 1223 and for each offense fine up to $1,000 and 1224 thereafter) possible revocation of 1225 Contractor's License) 1226 1227 1228 1229 27 1230 Violation of any provision 1231 involving work or impacts 1232 occurring within a public 1233 roadway, sidewalk or trail. 1234 1235 First Offense 1,000 1236 Second Offense Municipal Court Summons 1237 fine up to $5,000 and 1238 possible revocation of 1239 Contractor's License) 1240 Third Offense Municipal Court Summons 1241 and for each offense fine up to $10,000 and 1242 thereafter) possible revocation of 1243 Contractor's License) 1244 \ 1245 \ 1246 \ 1247 \ 1248 \ 1249 \ 1250 1251 Section Three: Effective Date. This Ordinance shall become effective on 1252 2007. 1253 1254 1255 Section Four: Severability. If any provision of this Ordinance or application 1256 hereof to any person or circumstance is held invalid, the invalidity shall not affect 1257 any other provision or application of this Ordinance which can be given effect 1258 without the invalid provision or application, and, to this end, the provisions of this 1259 Ordinance are severable. 1260 1261 1262 READ, APPROVED AND ADOPTED, by the Town Council of the Town of 1263 Snowmass Village on the First Reading on October 15, 2007 upon a motion by 1264 Council Member the second of Council 1265 Member and upon a vote of in favor 1266 and opposed. 1267 1268 READ, APPROVED AND ADOPTED, by the Town Council of the town of 1269 Snowmass Village on Second Reading on 2007 upon a 1270 motion by Council Member the second of Council 1271 Member and upon a vote of in favor 1272 and opposed. 1273 1274 28 1275 TOWN OF SNOWMASS VILLAGE 1276 1277 1278 1279 1280 Douglas Mercatoris, Mayor 1281 1282 1283 ATTEST: 1284 1285 1286 1287 1288 Rhonda Coxon, Town Clerk 1289 1290 1291 APPROVED AS TO FORM: 1292 1293 1294 1295 1296 John Dresser, Town Attorney 29 1 2 Town of Snowmass Village 3 Town Council 4 5 Ordinance No. 12 6 Series of 2007 7 8 9 AN ORDINANCE TO BE IMPLEMENTED INTO CHAPTER 18 OF THE TOWN 10 OF SNOWMASS VILLAGE MUNICIPAL CODE TO ESTABLISH STANDARDS 11 AND REGULATIONS FOR CONSTRUCTION MANAGEMENT. 12 13 14 WHEREAS, the Town of Snowmass Village has the authority to 15 implement regulations for new and existing construction within the limits of the 16 Town, and 17 18 WHEREAS, on April 2, 2007, the Town Council accepted a set of impact 19 tolerance thresholds concerning the individual and cumulative impacts of land 20 development and construction activities throughout the Town, and 21 22 WHEREAS, said tolerance thresholds are defined in the Town's 23 Construction Coordination and Impact Mitigation Plan as that plan may be 24 amended from time to time, and 25 26 WHEREAS, the Town Council finds it necessary to establish regulatory 27 tools that improve the Town's ability to effectively control and limit the impacts of 28 construction, and to regulate, monitor, and enforce provisions concerning 29 construction management, and 30 31 WHEREAS, it is imperative that all construction and construction-related 32 activities be regulated to ensure public safety and to lessen the impacts thereof 33 upon the Town and its citizens, and 34 35 WHEREAS, a consistent set of rules and regulations should be adopted 36 by the Town to provide guidance for developers, builders, contractors and 37 tradesmen to follow and understand, and 38 39 WHEREAS, with definitive rules and regulations in place, it will be easier 40 to effectively and consistently monitor, regulate and enforce construction 41 activities, and 42 43 WHEREAS, the Town Council finds that the adoption of this Ordinance is 44 necessary for the immediate preservation of the public health, safety and welfare. 45 1 46 NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of 47 Snowmass Village, as follows: 48 49 Section One: Chapter 18 of the Snowmass Village Municipal Code 50 shall be amended by the addition of standards and regulations for Construction 51 Management, specifically adding Section 18-3(d) and Section 18-10. 52 53 A. Chapter 18 of the Snowmass Village Municipal Code is hereby 54 amended by the addition of the following: 55 56 Sec. 18-3(d) Any construction-related activity that produces a decibel reading at 57 the property line of greater than ninety (90) decibels at any time shall require 58 prior written authorization from the Town Manager or Chief Building Official. 59 60 Sec. 18-10 Construction Management 61 62 This Section 18-10 establishes standards and regulations governing the 63 preparation, review, implementation, monitoring and enforcement of 64 project-specific Construction Management Plans for development and 65 construction activities within the Town of Snowmass Village. 66 67 a) If any provision of an approved Planned Unit Development (PUD) is 68 in direGt onflict with the provisions of this Section, then the 69 provisions of such approval shall control. The requirements of this 70 Section shall apply to the construction of an approved PUD, or any 71 other approved development project, when no alternate or 72 conflicting construction management provisions are specified within 73 the terms and conditions of project approval. 74 75 b) With the exception of Section 18-10.2(jg) relating to construction 76 vehicles leaving the Snowmass Ski Area Boundary, on-mountain 77 construction activities that are located within the United States 78 Forest Service Permit Boundary for the Snowmass Ski Area, and 79 which occur not less than one thousand feet (1000') from the 80 nearest residential or non-residential structure that is not affiliated 81 with the ski area operation shall be exempt from the construction 82 management regulations described in this Section. Regulations 83 concerning the management of these types of construction 84 activities shall be governed pursuant to the United States Forest 85 Service's (USFS) annual Summer Construction Plan, the USFS 86 Project Implementation Plan for the Snowmass Ski Area, and the 87 Snowmass Mountain Master Plan PUD. 88 89 c) Unless this requirement is expressly waived by the Town's 90 Construction Coordinator, or as may be otherwise exempted 91 pursuant to Section 18-10(c)1, projects proceeding under as 2 92 appreved building permit shall be required to have a representative 93 in attendance at each of the Town's regularly scheduled 94 Construction Coordination Meetings. Permit holders shall be 95 notified as to the time and location of the Construction Coordination 96 Meetings, which shall be scheduled at intervals deemed necessary 97 or appropriate by the Town's Construction Coordinator. 98 99 1. —1 Construction activities consistent with those described 100 in Section 18-10(b), one lot single-family and duplex 101 residential projects, interior residential remodels or 102 alterations, and interior commercial remodels and alterations 103 shall be exempt from the requirement to attend Construction 104 Coordination Meetings. 105 106 2.Upon receipt of a citation or summons written pursuant to 107 Section 18-10.4, any proiect that is exempted from attending 108 the weekly Construction Coordination Meetings pursuant to 109 Section 18-10(c)1 , may be required to attend said meetings 110 at the discretion of the Chief Building Official. 111 112 18-10.1 Construction Management Plan Requirements 113 114 a) A Construction Management Plan shall be approved by the Chief 115 Building Official prior to issuance of a permit for any type of 116 construction activity. In addition to an approved Construction 117 Management Plan, permits for demolition, excavation, building, 118 electrical, mechanical, plumbing, fire protection, public works and 119 land use approvals may be required prior to commencement of 120 construction activities. 121 122 b) For on-mountain construction activities located within the United 123 States Forest Service Permit Boundary for the Snowmass Ski Area, 124 the ski area operator shall provide evidence of receiving all 125 necessary approvals from the United States Forest Service, the 126 Colorado Tram Board, and any other applicable State and Federal 127 agencies. The operator's approved Summer Construction Plan and 128 Project Implementation Plan shall be submitted to the Chief 129 Building Official, receipt of which shall exempt the operator from the 130 submittal requirements described in Section 18-10.1(c). 131 132 c) For projects requiring Construction Management Plan approval, the 133 following documents shall be submitted to the Chief Building Official 134 unless due to the scope or unique nature of a particular 135 application, the requirement therefore is expressly waived by the 136 Chief Building Official): 137 3 138 1. Survey/Site Plan - A professionally prepared survey/site 139 plan shall include the following information and any other 140 items that may be deemed necessary by the Town: 141 142 i. Property Lines 143 ii.Limits of Disturbance 144 iii. Easements 145 iv. Right of Way Encroachments 146 V.Utilities 147 vi. Location of Waste Disposal Bins 148 vii. Worker Parking Areas 149 viii. Delivery Locations 150 ix. Material Storage & Staging 151 X. Vehicle Wash & Tracking Pads 152 A. Erosion Control 153 xii. Site Fencing 154 xiii. Portable Toilets 155 xiv. Snow Storage Areas 156 xv. Retaining Walls 157 xvi. Designated Wetlands 158 xvii. Building Envelope(s) 159 xviii. Existing & Proposed Topography 160 xix. Foundation System Layout 161 xx. Site Access & Traffic Management 162 xxi. Wildlife Protection Provisions 163 164 2. US Army Corps of Engineers 404 Permit (if required) 165 166 3. Snowmass/Wildcat Fire Protection District Approval 167 168 4. Stormwater, Erosion, and Sediment Control Plan 169 170 5. Colorado Stormwater Construction Permit (if required) 171 172 6. Noise Mitigation Plan (if required) 173 174 7. Waste Management and Recycling Plan 175 176 8. Tree Preservation Plan (if required) 177 178 9. Fugitive Dust Control Plan 4 179 180 10. Air Quality Monitoring Plan (if required) 181 182 11. Construction Interruption Landscape Plan (if required) 183 184 12. Notice of Adjoining Property Owners (if required) 185 186 13. Project Information and Signage Plan 187 188 14. Employee-Proiect Parking Plan 189 190 15. Traffic Control Service Fee Agreement (if required) 191 192 18-10.2 Construction Management Standards and Regulations 193 194 a) Compliance with the following standards and regulations shall be 195 required and documented within an approved Construction 196 Management Plan. Should any of the provisions identified within 197 an approved Construction Management Plan prove to be 198 inadequate in their application or effectiveness, as determined by 199 the Chief Building Official, the Town shall have the authority to 200 require the implementation of alternative methods, cease work until 201 unacceptable conditions are corrected, take appropriate 202 enforcement actions, impose fines, and/or perform the necessary 203 work at the permit holder's expense, pursuant to the enforcement 204 provisions of Section 18-10.4. 205 206 b) For any provisions within this Section 18-10.2 that require a notice 207 and/or request for authorization be submitted to the Town prior to a 208 particular event or activity, an approval or denial of such request 209 shall be issued by the Town not less than 24 hours prior to the date 210 specified for said event or activity. 211 212 c) The intent mof these regulations is to clearly stipulate—identify 213 provisions concerning Construction Management within the Town 214 of Snowmass Village. Many of these provisions are redundant to or 215 in conflict with specific regulations included in other regulatory 216 codes, including but not limited to, the International Building Code, 217 International Fire Code, and Occupational Safety and Health 218 Administration Regulations. The regulations stipulated—enacted 219 herein, shall in no way diminish or substitute for the requirements of 220 any other applicable regulatory codes and/or standards..., and in the 221 event of conflict between provisions of this ordinance and any other 222 such regulatory code, the more restrictive provision shall apply. 223 224 d) Days and hours of activity: 5 225 226 1. The days and hours of construction activity within the Town 227 limits are regulated pursuant to Bede-Section 18-3. Work 228 229 Saturday (eXG:aa ng legate "lays). We* is general4 F 230 pFehibited on Sundays and legal helidays. 231 232 2. The Town Council may choose to further prohibit, or otherwise 233 limit excessive noise-producing construction and vehicle activity, 234 including road and lane closures, or other construction-related 235 activities from occurring during Peak Seasons (Winter and 236 Summer), major special events and other holidays throughout 237 the year. Specific dates defining these periods and days on 238 which such activities are prohibited or limited shall be 239 determined by Council Resolution. In order to provide adequate 240 notice and clear expectations to contractors and developers, 241 such Resolution should be adopted prior to March 1st of each 242 year. However, Council shall retain the right to alter or amend 243 such Resolution at any time, as deemed necessary by the 244 Council. 245 246 i. loge ea ,-SSpecial events shall take precedence over 247 construction activities, and as such, permitted work hours 248 may be altered or interrupted, or work stopped at the 249 discretion of the Chief Building Official in order to ensure 250 that an event is not adversely affected, impeded or 251 disrupted due to construction activity. 252 253 ii. The Chief Buildina Official shall endeavor to provide at 254 least (7) days notice prior to the date of any alteration or 255 interruption of permitted work hours, or stoppage of work 256 required pursuant to Section 18-10.2(d)2.i. 257 258 3. Activities that do not qualify as excessive noise producing 259 construction activities nor as excessive vehicle activity, as 260 described in Section 18-3 of this code, are permitted at any 261 time. 262 263 4. In some instances, work may be required, or may serve as a 264 benefit to the community to occur outside of permitted work 265 hours. In these cases, a written request shall be submitted for 266 review and approval by the Town Manager at least (7) days 267 prior to the date of the proposed work. For emergency 268 situations, and in order to account for other unforeseen 269 circumstances, the Town Manager, Chief Building Official, or 6 270 their designee may approve work to occur outside of permitted 271 work hours at their discretion. 272 273 e) High impact events: 274 275 1. High impact events, including but not limited to -concrete pours 276 of 250 cubic yards or more per day, hauling operations of 500 277 cubic yards or more per day, drilling, blasting, pile driving, or 278 other activities producing a decibel reading of greater than 279 ninety (90) decibels at the property line (as may be permitted 280 pursuant to Section 18-10.3(d)), work within public 281 feadway6right-of-ways, sidewalks or trails, and traffic detours 282 shall be clearly identified along with a preliminary schedule for 283 such events in the Construction Management Plan. 284 285 2. Notice of any of the events or activities described in Section 18- 286 10.2(be)1 shall be given to the Town at least two weeks 287 fourteen (14) days prior to the event or activity. 288 289 3. Written notice of any of the events or activities described in 290 Section 18-10.2(eb)1 shall be given to neighboring properties 291 located within 500 feet of the project site, with a copy to the 292 Chief Building Official, at least forty-eight (48) hours prior to the 293 event or activity.: 294 295 f) Site security: 296 297 1. Construction fencing of a height and type to be approved by the 298 Chief Building Official, or other protective measures, as deemed 299 necessary or appropriate by the Chief Building Official, shall be 300 implemented to delineate, screen and secure project sites 301 involving building demolitions, new construction, additions, 302 exterior renovations, and site excavations. 303 304 2. Security measures shall be in place at all times when the site is 305 not in operation. Provisions including perimeter barriers, locks, 306 surveillance systems, security lighting (subject to the provisions 307 of Chapter 18, Article XIII of this code), tu, 308 employment of security personnel and other measures may be 309 required at the discretion of the Chief Building Official. 310 311 3. Security measures shall be taken to prevent construction work 312 or protection measures from facilitating unauthorized access to 313 adjoining buildings, and to safeguard site materials and 314 equipment. 315 7 316 g) Work conditions, site safety and emergency provisions: 317 318 1. Work conditions: 319 320 321 i. Compliance with United States Occupational Safety and 322 Health Administration (OSHA) standards and codes will 323 be required pursuant to state and federal regulations. 324 325 2. Safeguarding: 326 327 i. Readily accessible emergency telephone facilities shall 328 be provided in an approved location at the construction 329 site. The street address of the construction site and the 330 emergency telephone number of the fire department shall 331 be posted adjacent to the telephone. 332 333 ii. Roofing operations utilizing heat-producing systems or 334 other ignition sources shall be performed by a contractor 335 licensed and bonded for the type of roofing process to be 336 performed. 337 338 iii. Asphalt and tar kettles shall be operated in accordance 339 with Section 303 of the International Fire Code. 340 341 iv. Internal combustion powered construction equipment 342 shall be used in accordance with all of the following 343 conditions: 344 345 a) Equipment shall be located so that exhausts do not 346 discharge against combustible material. 347 348 b) Exhausts shall be vented to the outside of the 349 building. 350 351 c) Equipment shall not be refueled while in operation. 352 353 V. A first-aid kit shall be available on site at all times and 354 shall be inspected at least monthly and replenished as 355 necessary. 356 357 vi. In buildings where an automatic fire sprinkler system is 358 required, it shall be unlawful to occupy any portion of a 359 building or structure until the automatic sprinkler system 360 installation has been tested and approved unless 8 361 otherwise authorized by the Snowmass/Wildcat Fire 362 Protection District. 363 364 vii. Operation of sprinkler control valves shall be allowed only 365 by properly authorized personnel and shall be 366 accomplished by notification of duly designated parties. 367 When the sprinkler protection is being regularly turned off 368 and on to facilitate connection of newly completed 369 segments, the sprinkler control valves shall be checked 370 at the end of each work period to ascertain that 371 protection is in service. 372 373 3. Deep excavations/trenches: 374 375 i. Excavations shall be performed as specified by the 376 project's engineer of record. Shoring, slope stabilization 377 and retaining methods shall be employed as required for 378 safety of property and personnel. In the absence of 379 specifications provided by a design professional, United 380 States Occupational Safety and Health Administration 381 OSHA) regulations for this type of activity shall govern. 382 383 384 ii. Trenches located in the Public Right of Way shall be 385 backfilled, covered, or otherwise protected overnight. 386 Traffic control and pedestrian protection measures 387 including barricades, flashing lights, detour signage, and 388 steel plates shall be reviewed and approved by the Chief 389 Building Official, Public Works Director, or their designee. 390 391 4. Hazardous Materials Storage: 392 393 i. An inventory of on-site hazardous materials, including 394 combustible liquids, combustible fibers, explosives, 395 flammable gases, flammable liquids, organic peroxides, 396 oxidizers, etc., shall be maintained on the project site, 397 and shall be provided to the Chief Building Official upon 398 request... 399 400 ii. The appropriate Material Safety Data Sheets (MSDS) 401 shall be available on-site at all times, pursuant to federal 402 regulations. 403 404 iii. All flammable and combustible liquids used or stored on 405 site shall comply with Section 1405 of the International 406 Fire Code. 9 407 408 iv. Operations involving cutting and welding shall be done in 409 accordance with Chapter 26 of the International Fire 410 Code. 411 412 V. A written approval or permit from the Snowmass/Wildcat 413 Fire Protection District shall be submitted to the Chief 414 Building Official for all on-site hazardous materials 415 storage. 416 417 5. Fuel storage: 418 419 i. Container locations for bulk on-site fuel storage shall be 420 clearly identified, including fuel types, container sizes and 421 spill containment procedures. 422 423 ii. On-site fuel storage shall require a written approval or 424 permit from the Snowmass/Wildcat Fire Protection 425 District. 426 427 6. Temporary heating: 428 429 430 Fore PFeteGtmoR DistF*Gt shall be , iFed fGF t_., ,eras, 431 heating systems. 432 433 4.i. A temporary heating permit obtained from e4hef—the 434 Chief Building Official or the Snowmass Wildcat Fire 435 Protection District, as well as a field inspection shall be 436 required prior to energizing of any temporary heating 437 systems or components. 438 439 4i-ii. All temporary heating provisions shall comply with 440 Section 1403 of the International Fire Code. 441 442 443 7. Emergency access and evacuation: 444 445 i. Emergency access in and out of the Town, and to all 446 locations throughout the Town, shall be maintained at all 447 times. 448 449 ii. Vehicle access for fire fighting shall be provided to all 450 construction or demolition sites pursuant to a written 451 approval or permit from the Snowmass/Wildcat Fire 452 Protection District. 10 453 454 iii. Unless otherwise authorized by the Snowmass/Wildcat 455 Fire Protection District, vehicle access shall be provided 456 to within (100) feet of temporary or permanent fire district 457 connections 458 459 iv. Vehicle access shall be provided by either temporary or 460 permanent roads capable of supporting emergency 461 vehicle loading under all weather conditions. 462 463 V. Vehicle access shall be maintained until permanent fire 464 apparatus access roads are available. 465 466 vi. Key boxes shall be provided as required by Chapter 5 of 467 the International Fire Code. 468 469 vii. Where a building has been constructed to a height 470 greater than fifty (50) feet or four (4) stories, or where an 471 existing building exceeding fifty (50) feet in height is 472 altered, at least one temporary lighted stairway shall be 473 provided unless one or more of the permanent stairways 474 are erected as the construction progresses. 475 476 viii. Required means of egress shall be maintained at all 477 times during construction, demolition, remodeling, 478 alteration and addition to any building, in order to ensure 479 free and unobstructed egress for workers and occupants 480 in the event of fire or other emergency. Approved 481 temporary means of egress systems may be utilized 482 subject to review and approval by the Chief Building 483 Official. 484 485 8. Firefighting equipment and water supply: 486 487 i. Structures under construction, alteration or demolition 488 shall be provided with at least one (1) approved portable 489 fire extinguisher in accordance with Section 906 of the 490 International Fire Code and sized for not less than 491 ordinary hazard as follows: 492 493 a) At each stairway on all floor levels where combustible 494 materials have accumulated. 495 496 b) In every storage and construction shed. 497 11 498 c) Additional portable fire extinguishers shall be provided 499 where special hazards exist including, but not limited 500 to, the storage and use of flammable and combustible 501 liquids. 502 503 ii. Are water supply, either temporary or permanent, and 504 approved for fire protection by the Snowmass Wildcat 505 Fire Protection District, shall be made available as soon 506 as combustible material arrives on the site. 507 508 9. Building standpipes: 509 510 i. Buildings four (4) or more stories in height shall be 511 provided with not less than one standpipe for use during 512 construction. 513 514 ii. Standpipes shall be installed when the progress of the 515 construction is not more than forty (40) feet in height 516 above the lowest level of fire department access. 517 518 iii. Standpipes shall be provided with fire district hose 519 connections at accessible locations adjacent to usable 520 stairs. 521 522 iv. Standpipes shall be extended as construction progresses 523 to within one floor of the highest point of construction 524 having secured decking or flooring. 525 526 eh) Site signage and exterior lighting: 527 528 1. All signage displayed on a construction site shall be reviewed 529 and approved by the Chief Building Official prior to installation. 530 531 2. Construction site signs shall be regulated pursuant to Section 532 16A-4-510. 533 534 3. Informational signs specifying the project address, building 535 permit number, security information, site safety requirements, 536 and 24-hour contact information shall be erected at each 537 designated access point on the perimeter of the site, pursuant 538 Section 16A-4-510. 539 540 4. Exterior lighting, including temporary construction lighting, and 541 temporary lighting of site signage shall conform to the provisions 542 of Chapter 18, Article XIII. 543 12 544 5. All signage of public roadways must meet United States Manual 545 on Uniform Traffic Code Device (MUTCD) standards, and shall 546 obtain approval form the Public Works Director, or their 547 designee. 548 549 if) Contractor and worker parking ha : 550 551 1. Adequate parking provisions for contractor(s) and worker 552 vehicles shall be made on site, out of the publiG right 4, 553 aad-in accordance with aa-appreved written E-m 4_—Proiect 554 Parking Plan approved by the Chief Building Official. 555 556 2. If the provision of on-site parking is not practical, or is limited or 557 prohibited pursuant to the conditions of project approval, then 558 evidence shall be provided describing alternative arrangements 559 that have been made to accommodate parking needs. 560 561 3. For one lot single-family and duplex residential projects, a 562 temporary right of way parking permit may be issued upon 563 verification that emergency access will be maintained at all 564 times, and upon review and approval by the Town's Public 565 Works and Police Departments. 566 567 gj) Construction Vehicles: 568 569 1. Vehicles and equipment leaving a construction site shall be 570 properly cleaned to prevent mud, gravel and debris from being 571 tracked onto public roadways, sidewalks, trails and parking 572 areas. 573 574 2. The location of site entries, exits and primary paths of travel 575 shall be identified for vehicles traveling to, from and through the 576 site. 577 578 3. Site entry and exit points, and all temporary roads shall be 579 stabilized with crushed rock, bitumen or similar stabilizing and 580 dust suppressing material. 581 582 4. Tracking controls such as rumble grids, wash stations, or similar 583 facilities shall be installed to remove and collect mud and debris 584 from vehicles leaving the site. Tracking controls shall be 585 monitored regularly and replaced or maintained as necessary to 586 ensure their effectiveness. 587 588 i. Detailed descriptions of vehicle tracking pads and their 589 locations shall be provided, and such facilities shall be 13 590 installed and maintained to the specifications and 591 satisfaction of the Chief Building Official. 592 593 ii. At the discretion of the Chief Building Official, or as 594 required pursuant to project approvals, designated 595 vehicle and equipment wash down areas may be 596 required. If required, wash down areas shall be located 597 near the site exits and shall be designed to capture and 598 treat water prior to discharge into the stormwater system. 599 600 iii. Wash down uh5lareas exceeding 2000 gallons per day 601 shall be required to use recycled water. 602 603 iv. Should the approved tracking control methods prove to 604 be inadequate during construction, the Town shall have 605 the authority to require alternate methods, cease work 606 until unacceptable conditions are corrected, take 607 appropriate enforcement actions, impose fines, and/or 608 perform the necessary work at the permit holder's 609 expense, pursuant to the enforcement provisions of 610 Section 18-10.4. 611 612 5. Roadways shall be monitored continuously and cleaned on a 613 regular basis to be kept free and clear of dirt and debris to the 614 satisfaction of the Chief Building Official. 615 616 k) Material Storage and Staging: 617 618 1. Material storage and staging should be limited to one 619 contiguous area, or consolidated to the extent feasible within the 620 project site. 621 622 2. Materials shall be stored in accordance with an approved Site 623 Plan, in an organized and orderly manner, and shall not 624 encroach onto adjoining properties or public areas. 625 626 3. An adequate buffer or screening, as determined by the Chief 627 Building Official or Planning Director, shall be maintained 628 between stored materials and adjacent properties and public 629 areas. 630 631 4. Stored materials shall be adequately secured to prevent their 632 dispersal across the site and migration into public areas. 633 634 5. Piling of stored building materials more than twelve (12) feet 635 high shall be prohibited. 14 636 637 1(1) Snow storage and removal: 638 639 1. On-site areas shall be designated for snow storage. Snow 640 collected on construction sites is not permitted to be deposited 641 on public roadways or right-of-ways. 642 643 2. If the site is constrained and snow storage is not practical, a 644 detailed snow removal plan shall be submitted to the Town 645 indicating methods of removal and final destination. 646 647 m) (j) Construction waste: 648 649 1. A Waste Management and Recycling Plan shall be detailed to 650 address the following: 651 652 i. Specific efforts to minimize waste on site by avoiding 653 over-estimation of purchasing requirements, minimizing 654 packaging materials, and purchasing environmentally 655 sensitive and recycled content products, 656 657 ii. Procedures for the collection and sorting of recyclable 658 construction materials, 659 660 iii. The type and quantity of materials that are to be reused 661 or recycled, 662 663 iv. Provision of containers for recyclable materials including 664 cardboard, glass, metal, plastic and green waste, 665 666 V. The reuse of timber, glass and other materials, 667 668 vi. The recycling of asphalt, metal, bricks, tiles, masonry, 669 concrete, plasterboard, plastic, batteries, cardboard, 670 carpet and other materials, 671 672 vii. Provisions for collection of daily rubbish from workers, 673 674 viii. Procedures for removal of waste (materials that cannot 675 be reused or recycled) from the site, 676 677 ix. Procedures for removal of hazardous or dangerous 678 materials from the site. 679 680 2. Removal of hazardous or dangerous materials from the site 681 shall be in accordance with State and Federal law. 15 682 Coordination may be required through the Pitkin County 683 Environmental Health Department. 684 685 3. Waste collection shall only occur during permitted work hours. 686 687 4. For outside bins, self-closing lids must be installed to ensure 688 that waste does not become airborne. 689 690 5. Litter and debris "trapped" against site fencing shall be 691 monitored regularly and removed promptly. 692 693 6. Open burning on site is prohibited unless otherwise approved by 694 the Snowmass/Wildcat Fire Protection District and the Chief 695 Building Official, and for controlled on-mountain burns located 696 within the United States Forest Service Boundary for the 697 Snowmass Ski Area, as approved by the United States Forest 698 Service and the Colorado Department of Health. 699 700 nk) Stormwater and Sediment Control: 701 702 1. A Stormwater, Erosion, and Sediment Control Plan shall be 703 submitted for review and approval by the Chief Building Official 704 or Town Engineer. . The Stormwater and Sediment Control Plan 705 shall demonstrate that: 706 707 i. Stormwater runoff will be prevented from entering 708 adjoining properties or into the public sewer system. 709 710 ii. Drainage of the site to the legal point of discharge will be 711 maintained throughout construction. 712 713 iii. Stormwater will be captured and filtered at sediment 714 control points before entering the legal point of discharge. 715 716 iv. Site water retention will not cause structural damage to 717 excavations or retaining walls. 718 719 2. Construction-caused water discoloration shall not be permitted 720 in Brush Creek or other waterways within the Town. Natural 721 rainwater run-off shall be controlled to prevent sediment 722 migration into Town waterways and stormwater systems. 723 724 i. Upslope water shall be diverted to prevent it from 725 traveling through the construction site. 726 16 727 ii. Natural falls shall be identified and sediment traps or 728 filters shall be located at all run-off points. Sediment 729 Controls shall be monitored regularly and replaced or 730 maintained as necessary to ensure their effectiveness. 731 732 iii. Sediment traps or filters shall be placed around any drain 733 affected by construction works. Sediment controls shall 734 be inspected on a weekly basis or after any significant 735 storm event, whichever occurs first, and shall be 736 maintained or replaced as necessary to ensure their 737 effectiveness. 738 739 iv. Grated drains shall be provided at stormwater exit points 740 to prevent uncontrolled debris flow run-off. 741 742 3. Proposed silt fencing and erosion control shall be plainly 743 detailed. Details shall include location, installation methods, 744 type of materials used and maintenance methods over the 745 course of the project. 746 747 4. Proposed storage locations for loose materials such as soil, 748 sand and gravel shall be identified and precautions to prevent 749 displacement shall be implemented. Sediment controls may be 750 required for fine material storage. 751 752 5. Water collected at the bottom of excavation sites shall be 753 pumped out in a timely manner. If the water contains 754 sedimentation at less than 150mg/gallon of total suspended 755 solids, it may be filtered and pumped to the legal point of 756 discharge. 757 758 i. Polluted water shall not be permitted to enter the 759 stormwater system and may be pumped to the sewer 760 system with appropriate approvals from the Snowmass 761 Water and Sanitation District. 762 763 ii. At the discretion of the Town's Environmental Consultant 764 or Public Works Director, a liquid waste company may be 765 required to collect contaminated water for disposal at a 766 licensed treatment facility. 767 768 3-:6. Waste materials, including liquid wastes such as paint, 769 concrete slurries and chemicals, shall not be discharged into the 770 public stormwater system. Facilities shall be provided to enable 771 equipment cleaning without any discharge of by-product into the 772 stormwater system. 17 773 774 7. Wherever possible, natural vegetation should be retained to 775 absorb surface water flows. In disturbed areas, revegetation 776 should occur as soon as possible after completion of the work. 777 778 8. For construction sites that disturb one acre or greater, a State of 779 Colorado Stormwater Construction Permit or Waiver shall be 780 submitted to the Chief Building Official for reference and 781 enforcement. 782 783 ol) Wetlands: 784 785 1. All work proposed in a designated wetlands area shall obtain 786 the proper State and Federal permits prior to commencement. 787 788 2. Where required, an approved permit issued pursuant to Section 789 404 of the Clean Water Act shall be submitted to the Chief 790 Building Official. 791 792 app) Construction on Slopes Greater than Thirty Percent (30%): 793 794 1. For construction approved to occur on slopes greater than thirty 795 percent (30%), pursuant to the provisions of Section 16A-4- 796 50(d), a detailed and dimensioned topographic plan shall be 797 submitted for review and approval by the Planning Director prior 798 to commencement of construction in these areas. 799 800 2. Detailed plans shall be submitted to indicate the proposed 801 methods and locations of slope stabilization, erosion control, 802 delineation fencing, tree removal, adjacent property protection, 803 staging, material removal, and excavation for review and 804 approval by the Chief Building Official prior to commencement 805 of construction in these areas. 806 807 3. Plans submitted pursuant to this Section 18-10.2(mp) shall be 808 stamped with the seal of a professional geotechnical engineer 809 licensed in the State of Colorado. 810 811 qa) Air Quality Control & Dust management: 812 813 1. A Fugitive Dust Control Plan shall be provided to address 814 methods by which dust migration will be kept to a minimum at 815 the project site. Control options established by the Colorado 816 Department of Public Health and Environment shall be 817 implemented in all areas of disturbed earth, including temporary 818 haul roads, material staging areas, and open excavations. 18 819 820 i. Provide detailed descriptions of the methods and 821 frequency of application for on-site dust suppression 822 watering and/or chemical applications) and street 823 cleaning (sweeping and watering) that will be used to 824 minimize fugitive dust arising from the project site and 825 adjacent roadways. 826 827 ii. Chemical applications for dust suppression should be 828 used only as a last resort. 829 830 iii. On-site dumping and storage of loose materials shall be 831 kept to a minimum. If dumping and storage of loose 832 material is unavoidable, methods for preventing dust 833 migration and other airborne matter from impacting 834 surrounding areas shall be described. Measures to 835 ensure that these methods will remain effective during 836 times when the site is unattended shall also be 837 described. 838 839 iv. Enhanced dust control measures shall be described to 840 address the following conditions: 841 842 a. Any event of visible dust migration off of the project 843 site; 844 845 b. Extreme weather and wind conditions; 846 847 c. Work in areas of direct exposure or close proximity to 848 the general public and surrounding buildings; 849 850 d. Work in proximity to air intake vents on adjacent 851 building. Dust intake by these vents must be 852 prevented through the installation of filters or other 853 approved measures. 854 855 2. If required pursuant to project approvals, or at the discretion of 856 the Chief Building Official, the Planning Director, or the Town's 857 designated Environmental Consultant, an Air Quality Monitoring 858 Plan shall be submitted for review and approval. 859 860 3. Any air quality monitoring equipment required pursuant to an 861 approved Air Quality Monitoring Plan shall be maintained in 862 compliance with United States Environmental Protection Agency 863 and State of Colorado siting criteria. 864 19 865 4. PM-10 monitoring may be required to measure particulates 866 important to public health and safety. Allowable thresholds for 867 this measurement shall include a 24-hour average not to exceed 868 150 ug/m3 and an annual average not to exceed 50 ug/m3. 869 870 5. Should the approved dust control or air quality monitoring 871 methods prove to be inadequate during construction, as 872 evidenced by the visible migration of dust from the project site 873 or the exceedence of an established air quality threshold, the 874 Town shall have the authority to require alternate methods, 875 cease work until unacceptable conditions are corrected, take 876 appropriate enforcement actions, impose fines, and/or perform 877 the necessary work at the permit holder's expense, pursuant to 878 the enforcement provisions of Section 18-10.4. 879 880 re) Site Grubbing, Tree Removal and Protection: 881 882 1. Areas of site grubbing and tree removals shall be clearly shown. 883 884 2. Erosion control methods for these activities shall require prior 885 approval by the Town Engineer, or their designee. 886 887 3. Prior approval by the Town's Public Works Director or Parks 888 and Recreation Director shall be required for removal and 889 replacement of trees located in the public right of way. 890 891 4. A Tree Preservation lkoPlan, prepared by a Certified or 892 Consulting Arborist, shall be submitted if Fequ'Fed unde +"^ 893 Genditions of pFojeGt appFaval for trees that are required to be 894 protected on site during construction for approval by the Chief 895 Building Official. Methods of protection, including, but not 896 limited to drip-line fencing and the prohibition of stored materials 897 within the drip-line perimeter shall be documented. 898 899 Construction Interruption Landscape Plan: 900 901 1. A Construction Interruption Landscape Plan may be required for 902 each phase of construction at the discretion of the Planning 903 Director for phased projects, or for projects with construction 904 schedules exceeding two (2) years in duration. The plan shall 905 describe plantings and screening that will be installed to 906 minimize visual impacts in the event that a period of twelve (12) 907 consecutive months occur during which substantial construction 908 activities cease. 909 20 910 2. The Chief Building Official may require the Applicant to provide 911 a performance bond, -restoration bond, or other form of security 912 prior to permit issuance, in order to ensure the implementation 913 of a Construction Interruption Landscape Plan, in the event such 914 implementation is required. 915 916 qt) Site Retaining walls: 917 918 1. All freestanding and attached site earth retaining structures shall 919 be clearly shown with specific dimensions. Walls or structures 920 over (4) feet in total height shall be designed by a professional 921 engineer or architect licensed in the State of Colorado and will 922 require a building permit. 923 924 2. The Town's Planning Director, or their designee, shall review 925 the final design and height of any proposed retaining walls to 926 ensure conformance with project approvals. 927 928 u) Off-site debris and excavated material disposal: 929 930 1. All materials removed from the site and transported to another 931 location shall be designated by type and final destination. 932 933 2. All materials removed from the site shall be properly secured 934 and covered prior to leaving the site. 935 936 vs) Noise: 937 938 1. Construction activities which produce excessive noise and/or 939 vehicle activity are regulated pursuant to Code Section 18-3. 940 941 2. Activities that will involve excessive noise or vibration shall be 942 clearly detailed to the Town including anticipated decibel levels, 943 days and hours of operation, and methods of mitigation. 944 945 3. Activities that produce a decibel reading at the property line of 946 greater than ninety (90) decibels shall be subject to the noticing 947 requirements of Section 18-10.2(e). 948 949 950 951 3-4. Portable generators: 952 953 i. On-site utilization of portable generators shall be clearly 954 specified, including generator size, fuel type, location and 955 times of operation. 21 956 957 ii. A Noise Mitigation Plan, identifying the physical and 958 operational means by which excessive noise will be 959 minimized, shall be required for portable generators, in 960 order to ensure compliance with Section 18-3 of this 961 code. 962 963 4.5. Blasting: 964 965 i. Blasting shall not be allowed within the Town without first 966 obtaining the proper State and Federal permits. 967 968 ii. Written approvals from the Chief Building Official and 969 Snwowmass/Wildcat Fire Protection District Chief shall 970 be required for any blasting or explosive works. 971 972 iii. Blasting for site excavations or avalanche control located 973 within the United States Forest Service Permit Boundary 974 for the Snowmass Ski Area, and conducted by the ski 975 area operator, shall be in accordance with the necessary 976 State and Federal approvals. 977 978 iv. All blasting operations shall be conducted in accordance 979 with Chapter 33 of the International Fire Code. 980 981' 982 6-6. Pile driving: 983 984 i. Driven piles are required to be engineered by an architect 985 or professional engineer licensed in the State of 986 Colorado. 987 988 ii. The proposed locations, diameters, and depths of all 989 piers or piles shall be clearly detailed on the site plan. 990 991 iii. A tentative pile-driving schedule shall be submitted for 992 review and approval by the Chief Building Official not less 993 than two weeks prior to occurrence. 994 995 iv. A Noise Mitigation Plan, identifying the physical and 996 operational means by which excessive noise will be 997 minimized, shall be required for pile driving, and the 998 Town may impose reasonable conditions limiting the 999 hours and days during which pile driving is permitted. - 1000 1001 wt) Wildlife Protection. 22 1002 1003 1. Locations and specifications for construction site refuse 1004 containers shall be clearly detailed. Plans shall demonstrate 1005 compliance with the Wildlife Protection provisions of Article VI of 1006 Chapter 7Sestien 7 16_. 1007 1008 1009 OR GEMMFUGtieR sites. 1010 1011 a-)(x) Roadway impacts and right-of-way work: 1012 1013 1 . Any work impacting a public right-of-way (as described in 1014 Section 11-62), sidewalk or trail shall be subject to the 1015 provisions of Chapter 11 of this code, and shall be clearly 1016 identified in the Construction Management Plan. 1017 2, 1018 2. A P blOG WE)F s °'^ht of WayPPermitf required pursuant to 1019 Chapter 11 of this code °_ Read rut PeFF + shall be obtained 1020 prior to commencing any work within ten ('0bra public 1021 right-of way4, sidewalk or trail' 1022 Town roadway. All work shall conform to the Town's most 1023 recently adopted Right of Way Guidelines, as such Guidelines 1024 may be amended from time to time. 1025 1026 3. Safe vehicular, pedestrian &and bicycle trail-connections shall 1027 be maintained at all times throughout the Village. For any work 1028 requiring a complete or partial closure of a public right-of-way, 1029 sidewalk or trail, the Public Works Director or Chief Building 1030 Official may require that alternate connections be provided, or 1031 that an approved detour plan be implemented, at the permit 1032 holder's expense.'n #h° nunnt that aR existing trail G0RReGt'^^ 1033 to be made ,,,,..,Gessib!e fer ,, eFe than MeRty fOUF (on) hews 1034 due t„ , RStFUGt.GR 9F ,teve',.PFAeRt aGt*V't'es 1035 1036 i. In addition to the notices required pursuant to Section 18- 1037 10.2(e), a tra+-detour plan and detailed work schedule shall 1038 be provided for review and approval by the Public Works 1039 Director and Chief Building official, or their designee at least 1040 fourteen (14) days prior to any complete or partial closure of 1041 a public right of way, sidewalk or trail. 1042 1043 ii. For emergency situations, and in order to account for any 1044 unforeseen circumstances. the Town Manager, or their 1045 designee may approve work to occur with less than the 1046 required notifications stipulated by Sections 18-10.2(x)3.1 1047 and 18-10.2(e). 23 1048 the TGWR'S ou hlle Wathe nmrente and Transooil en 1049 Direeter: 1050 1051 1052 Town Feadway, publiG right ef way, sidewalk oF trail, 1053 mayF yethataltmmtn h'nln hin inln and pedestrian i 1054 eenneetlnn0 he marls at the peFmit holler's n 1055 1056 4. Deliveries to and from the-a project site shall be designated 1057 by route and time of day. Material dDeliveries shall not be 1058 permitted to cause traffic delays in excess of three (3) minutes 1059 so as to avoid impeding the day-to-day and special event 1060 functions of the Town. FeF majeF FnateFial deliveries, 1061 1062 i. In order to satisfy the requirements of Sectionaurseaat to 1063 Seetien 18 1n oya418-10.2(x)4, work outside of permitted 1064 work hours may be approved by the Town Manager or Chief 1065 Building Official pursuant to Section 18-10.2(d)4-te satisfy 1066 the FemiffiFemeRtS of this SeOG-14. 1067 1068 M(y) Traffic Management: 1069 1070 1_ For projects impacting a public right of way (including sidewalks 1071 and trails) or Town roadway, a Traffic Management Plan is 1072 required to be prepared by and coordinated through a Town- 1073 approved traffic control contractor. Applicants shall be 1074 required to execute a Traffic Control Service Fee Agreement 1075 guaranteeing reimbursements for any traffic control and 1076 management plan preparation services contracted through the 1077 Town.i7 1078 1079 2. The Traffic Management Plan shall address the following: 1080 1081 i. Location and extent of the proposed works. 1082 1083 ii. Staging areas. 1084 1085 iii. Schedule and duration of the proposed works. 1086 1087 iv. Site security and site safety measures. 1088 1089 V. Emergency access provisions. 1090 1091 vi. Impacts to fire protection facilities. 1092 1093 vii. Impacts to public transportation providers. 24 1094 1095 viii. Vehicle, bicycle and pedestrian circulation impacts. 1096 1097 ix. Safety precautions. 1098 1099 X. Speed zones. 1100 1101 A. Access points to the proposed work. 1102 1103 xii. Special traffic control devices. 1104 1105 xiii. Provisions for special events and holiday periods. 1106 1107 3-2. An amended Traffic Management Plan may be submitted for 1108 review and approval by the Chief Building Official if there is a 1109 demonstrable need arising from: 1110 1111 i. A change in traffic conditions. 1112 1113 ii. A change in land use in the vicinity. 1114 1115 iii. Amendments to the building design. 1116 1117 iv. A change in construction methodology. 1118 1119 V. A change in contractor or developer of the site. 1120 1121 w}(z) Traffic control: 1122 1123 1. Other than for emergency responses, unanticipated road 1124 closures associated with construction activity will not be 1125 permitted. 1126 1127 2. Traffic delays associated with traffic control and/or lane 1128 closures resulting from construction activities will be coordinated 1129 through a-one or more Town-approved traffic control 1130 contractorLsl throughout the Town and managed on primary 1131 roadways to a maximum of: 1132 i. Two (2) five-minute stops during the shoulder seasons, 1133 and 1134 ii. No stops during Peak Seasons (Winter and Summer), 1135 Special Events, or Holidays, as such periods or days are 1136 defined annually by Council Resolution pursuant to 1137 Section 18-10.2(ad)2. 25 1138 iii. For the purposes of determining the maximum number 1139 and duration of allowed traffic delays, "primary 1140 roadways" shall include the following: Brush Creek Road, 1141 Carriageway/Snowmelt Road, Snowmass Club Circle, 1142 Daly Lane, Elbert Lane, Fall Lane, Owl Creek Road , 1143 Highline Road, Faraway Road from Brush Creek Road to 1144 the driveway of the Ridge Condominiums, Wood Road 1145 from Brush Creek Road to the Wood Run V main 1146 entrance. 1147 1148 3. In some instances, work requiring traffic delays and/or lane 1149 closures may be required, or may serve as a benefit to the 1150 community, to occur in excess of the limitations stipulated in 1151 Section 18-10.2(wz)2, or pursuant to project approvals. In these 1152 cases, a written request shall be submitted for review and 1153 approval as a condition of project approval, or by Council 1154 Resolution at least (21) days prior to the date of the proposed 1155 work. For emergency situations, and in order to account for 1156 other unforeseen circumstances, the Town Manager or Chief 1157 Building Official may approve work to occur in excess of such 1158 limitations, at their discretion. 1159 1160 4. Contractors wishall be required to communicate and abide by 1161 clearly defined timeframes regarding the duration of right of way 1162 impacts. 1163 1164 18-10.3 Preconstruction Meeting. 1165 1166 a) Following approval of a project's Construction Management Plan, 1167 and prior to the commencement of work, a preconstruction meeting 1168 shall be required. Required attendees for this meeting shall 1169 include, but not be limited to: 1170 1171 1. Owner or Owner's Representative 1172 1173 2. Architect 1174 1175 3. Superintendent 1176 1177 4. Major Subcontractors 1178 1179 5. Chief Building Official (or designee) 1180 1181 6. Planning Director (or designee) for PUD Projects 1182 1183 18-10.4 Enforcement, Penalty Assessments and Fines. 26 1184 1185 a) Enforcement: 1186 1187 1 . Contractors and developers are expected to be acutely aware of 1188 the standards and regulations for Construction Management 1189 established by the Town of Snowmass Village. 1190 1191 2. The Town's Police Department, Construction Coordinator, Chief 1192 Building Official, or any Building Inspector may complete 1193 random site visits and respond to complaints to determine if 1194 construction activities are in compliance with the provisions of 1195 an approved Construction Management Plan and other Town 1196 regulations, and shall have the authority to enforce the 1197 provisions of this Section 18-10 by issuing a citation or 1198 summons to the permit holder pursuant to the enforcement 1199 provisions of this Section 18-10.4 1200 1201 1202 1203 1204 1205 maRagement regulations as fellewsr 1206 1207 i The firet n reetnee aet'o is e . .Fitter. NeFee of Vieletion 1208 1209 1210 1211 4 GE)FnpliaRGe is Ret aahieved within these 1212 1213 1214 a Step WOFk OFder (Fed toe) mbined with the 1215 9FRpesition of fin pursuant to the Schedule of De Ralty 1216 Assessments anal cinee desGrihe.d OR Seetien 19_10 4(b) 1217 if a Step Work QFdeF is issued, Re WE)Fk 06 peRnitted to 1218 Precoed UPOR the remises anti the vielation is- 1219 serreeted. 1220 1221 4}3. The Schedule of Penalty Assessments and Fines contained 1222 in Section 10-18.4(b) shall be applicable to any violation of a 1223 provision contained in an approved Construction Management 1224 Plan. Violations of other Town regulations are subject to the 1225 Ggeneral penalty for violation pursuant to Section 1-72, or as 1226 otherwise provided in this Code. 1227 1228 A. At the discretion of the Chief Building Official, any violation of 1229 a provision contained in an approved Construction Management 27 1230 Plan shall be grounds for immediate stoppage of work and/or 1231 issuance of a citation or summons for the assessment of 1232 penalties or fines pursuant to the Schedule described in Section 1233 18-10.4(b). 1234 1235 7_5. If a penalty assessment or fine is imposed for violation of a 1236 provision contained in an approved Construction Management 1237 Plan, payment of the penalty assessment or fine shall be made 1238 within ten (10) days of the date of the 1239 citation or summons. At the 1240 diGGretien of the Chief Bull fie, nay, a ;Failure to pay the 1241 penalty assessment or fine within ten (10) days shall be grounds 1242 for immediate stoppage of work. 1243 1244 b) Schedule of Penalty Assessments and Fines: 1245 1246 The following is a Schedule of Penalty Assessments and Fines 1247 applicable to violations of provisions of an approved Construction 1248 Management Plan. Each day any violation of the provisions of an 1249 approved Construction Management Plan continues shall constitute 1250 a separate offense, unless otherwise provided. 1251 1252 1253 Description Penalty 1254 Assessments 1255 or Fines 1256 1257 Violation of any 1258 provision not involving work or 1259 impacts occurring within a public 1260 roadway, sidewalk 1261 or trail. 1262 1263 First Offense 1264 4200 1265 Second 1266 Offense 500 1267 Third Offense 1268 Municipal Court Summons 1269 and for each offense fine up to $1,000 and 1270 thereafter) 1 ,000possible revocation 1271 of Contractor's License) 1272 28 1273 Violation of any 1274 provision involving work or 1275 impacts 1276 occurring within a public 1277 roadway, sidewalk or trail. 1278 1279 First Offense 1280 1,000 1281 Second Offense Municipal Court Summons 1282 fine up to $5,000 and 1283 possible revocation of 1284 Contractor's License) 1285 Third Offense Municipal Court Summons 1286 and for each offense fine up to $10,000 and 1287 thereafter) possible revocation of 1288 Contractor's License) 1289 FirstOffeaSe i nnn 1290 SeGand Offense 5,000 1291 ThmFd Offense (and fee each offense thereafteF) $10,000 1292 1293 1294 1295 1296 1297 1298 Section Three: Effective Date. This Ordinance shall become effective on 1299 2007. 1300 1301 1302 Section Four: Severability. If any provision of this Ordinance or application 1303 hereof to any person or circumstance is held invalid, the invalidity shall not affect 1304 any other provision or application of this Ordinance which can be given effect 1305 without the invalid provision or application, and, to this end, the provisions of this 1306 Ordinance are severable. 1307 1308 1309 READ, APPROVED AND ADOPTED, by the Town Council of the Town of 1310 Snowmass Village on the First Reading on October 15, 2007 upon a motion by 1311 Council Member the second of Council 1312 Member and upon a vote of in favor 1313 and opposed. 1314 1315 READ, APPROVED AND ADOPTED, by the Town Council of the town of 1316 Snowmass Village on Second Reading on 2007 upon a 1317 motion by Council Member the second of Council 29 1318 Member and upon a vote of in favor 1319 and opposed. 1320 1321 1322 TOWN OF SNOWMASS VILLAGE 1323 1324 1325 1326 1327 Douglas Mercatoris, Mayor 1328 1329 1330 ATTEST: 1331 1332 1333 1334 1335 Rhonda Coxon, Town Clerk 1336 1337 1338 APPROVED AS TO FORM: 1339 1340 1341 1342 1343 John Dresser, Town Attorney 30 Page: 2 fihilArnie's comment re: regulating noisy work vs exterior work Page:5 Iih21 John Dresser—can you help me out with this section? Page: 7 1ih31 Is there a conflict with the lighting ordinance here? Page: 13 Lih4lDiscourtee unnecessary trips to iob site—define standards for issuing a ROW parkin Lpermit considering desire to reduce#of unnecessary trips Page: 14 Iih51Is this a practical requirement? Page: 20 Iih6INeed to develop a Tree Preservation Ordinance. Page: 24 IihrlThat may be required to be contracted... t PUBLIC HEARING NOTICE PUBLIC NOTICE IS HEREBY GIVEN THAT THE SNOWMASS VILLAGE TOWN COUNCIL WILL HOLD A PUBLIC HEARING TO TAKE PUBLIC COMMENTS REGARDING ORDINANCE NO. 13, SERIES OF 2007: AN ORDINANCEAMEN DING CERTAIN PROVISIONS OF THE SNOWMASS VILLAGE MUNICIPAL CODE ESTABLISHING A CONSTRUCTION MITIGATION FEE WHEN: MONDAY, OCTOBER 1, 2007 Continued to OCTOBER 15, 2007 TIME: During a meeting, which begins at 4:00 P.M. or at such time thereafter that the item appears on the agenda of the Town Council. LOCATION: Snowmass Village Town Council Chambers Snowmass Center Building 16 Kearns Road, 2nd Floor Snowmass Village, Colorado 81615 INFO: Telephone: 923-3777 Internet access to council e-mail: hftp://www.tosv.com Citizen feedback hotline:922-6727 Rhonda B. Coxon Town Clerk Posted and Published in the Snowmass Sun on October 3, 2007 hftp://www.tosv.com clerka)tosv.com MEMORANDUM TO: Snowmass Village Town Council FROM: Jason Haber, Economic Resource Director DATE: November 5, 2007 SUBJECT: SECOND READING OF ORDINANCE NO. 13 SERIES OF 2007 - CONSTRUCTION MITIGATION FEE 1. PURPOSE AND ACTIONS REQUESTED OF COUNCIL 1. To establish a revenue source to pay for the new costs of implementing the Town's Construction Coordination and Impact Mitigation Plan. 2. Approve the Second Reading of Ordinance No. 13, Series of 2007, an Ordinance Amending Certain Provisions of the Snowmass Village Municipal Code - Establishing a Construction Mitigation Fee. II. DISCUSSION Ordinance No. 13 was presented to Council for first reading approval on August 20, 2007. The item was continued to October 1, 2007, and again to October 15, 2007. In the interim, staff conducted two public meetings concerning the subject, which were attended by several representatives of the contracting and development community. Ordinance No. 13 was approved on first reading at Council's October 15, 2007 meeting. Construction Mitigation Fee Ordinance No. 13 was developed in response to Council's direction to establish a revenue source to pay for the new costs of implementing the Town's Construction Coordination and Impact Mitigation Plan (CCIMP: Copy on file with Town Clerk). Program costs are being generated through equipment purchases, increased staffing needs, and other resource needs associated with day-to-day construction coordination and impact mitigation activities. As was noted on October 15, 2007, program costs of approximately $275,000 are anticipated in 2007. These costs will fluctuate depending on the amount of development activity occurring in a given year. However, given the large number of right of way projects that occurred in 2007, compared to work anticipated in future years, and considering that this was the inaugural year of implementing the CCIMP, staff expects costs to decrease over the next several years. An annual decrease of 2% has been factored into budget projections through 2012. As proposed, a fee of $1.00 per square foot would be required for projects including more than 5,500 square feet of new, rebuilt, or added floor area. For projects such as renovations and remodels, and others that do not include 5,500 square feet of new, rebuilt, or added floor area, which have a project valuation of greater than $3 million, a fee of $1,000 per $500,000 of project valuation would apply. This provision acknowledges that a $3 million project is likely to have impacts that are comparable to those associated with projects that are subject to the fee by virtue of exceeding the 5,500 square foot threshold. Furthermore, equity in the fee calculation is derived by the following calculation: A 5,500 square foot project pays a $5,500 fee. Assuming construction costs of $500 per square foot, the project's total valuation would be $2.75 million. That equates to a fee of $1,000 for every $500,000 of project valuation. To offer a few points of reference: The Crestwood Renovation Project was valued at approximately $5.8 million. Under the proposed formula, a Construction Mitigation Fee of $11,000.00 would have been required for that project. The Willows Renovation falls in the vicinity of a $3.5 million project. That project would have required a $7,000.00 fee. Finally, the Woodbridge Condominium Renovation was valued at approximately $1 million. As such, that project would have been exempt from the fee. Based upon staff's best estimate of ongoing and future development activity, the Construction Mitigation Fee is expected to generate revenues averaging approximately $267,000 per year, while program costs are expected to average about $262,000 per year. However, in order to ensure that an appropriate fee structure remains in place over time, an annual review of the proposed fee schedule has been required within the ordinance language. III. CONCLUSION The Construction Mitigation Fee is structured to allow the Town to recover real costs being incurred as a result of the day-to-day management and coordination of Town-wide construction activity. An annual review of the fee is required by ordinance to ensure that program expenses remain in line with revenue projections and fund balances for the coming year. Staff is recommending that Council approve the second reading of Ordinance 13, Series of 2007. It is further recommended that Council direct staff to investigate establishing a Construction Mitigation Fee for projects occurring strictly within the public right of way (and not associated with a development project that would otherwise be subject to the Construction Mitigation Fee established by Ordinance No. 13). And finally, it is recommended that Council direct staff to conduct an in depth evaluation of the costs associated with the general functions of the Building and Planning Departments. This evaluation will enable staff and the Council to determine whether the existing Planning and Building fee structures adequately fund the true costs of providing those services. IV. ATTACHMMENTS Ordinance No. 13, Series of 2007 TOWN OF SNOWMASS VILLAGE TOWN COUNCIL ORDINANCE NO. 13 SERIES OF 2007 AN ORDINANCE AMENDING CERTAIN PROVISIONS OF THE SNOWMASS VILLAGE MUNICIPAL CODE — ESTABLISHING A CONSTRUCTION MITIGATION FEE. WHEREAS, on April 2, 2007, the Town Council accepted a set of impact tolerance thresholds concerning the individual and cumulative impacts of land development and construction activities throughout the Town, and WHEREAS, said tolerance thresholds are defined in the Town's Construction Coordination and Impact Mitigation Plan, as that plan may be amended from time to time, and WHEREAS, the Town Council has found it necessary to establish regulatory tools that improve the Town's ability to effectively control and limit the impacts of construction, and to regulate, monitor, and enforce provisions concerning construction management in order to presence the health, safety, and welfare of the Town and its citizens, and WHEREAS, in order to achieve the goals and objectives of the Construction Coordination and Impact Mitigation Plan, the Town has engaged the services of a Construction Coordinator and has implemented a Construction Information Initiative, and WHEREAS, in order to further achieve those goals and objectives, the Town intends to procure the necessary environmental monitoring equipment to ensure compliance with established regulatory standards and thresholds, and WHEREAS, Town staff from several Town Departments have been engaged in the establishment and ongoing management of construction coordination and impact mitigation efforts, and WHEREAS, the costs of each of these efforts, resource allocations, and equipment purchases have been, or are expected to be realized and paid by the Town, and WHEREAS, the Town Council has determined that it is appropriate that the new costs generated as a result of new development and construction activity be paid for by the developers and/or contractors responsible for generating said costs, and Ordinance No. 13, Series of 2007 Page 2 WHEREAS, the Town Council hereby finds that the amendments and revisions to the Municipal Code as hereinafter set forth are necessary for the public health, safety and welfare. NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of Snowmass Village, Colorado, as follows: 1. That Chapter 4 of the Snowmass Village Municipal Code is hereby amended by adding Section 4-43, which section reads as follows: Section 4-43. Allocation of Construction Mitigation Fees: The fees paid and collected under Chapter 18, Section 18-42(g)l, and by virtue of this subsection, shall be used to pay for costs generated as a result of new development and construction activity. These fees shall be allocated to pay for each new development's equitable and incremental share of the costs of planning, maintenance, management, environmental monitoring, equipment purchases, repair, improvement, renewal, replacement, reconstruction, advertising, and all other items incidental to the operation and implementation of the Town's Construction Coordination and Impact Mitigation Plan. The cost of employing (or contracting with) a Construction Coordinator, and any costs associated therewith shall be paid for with revenue generated by these fees. The implementation of a Town-wide Construction Information Initiative shall also be funded with revenue generated by these fees. Finally, the fees collected may be used to pay for a proportionate share of the costs of accounting, planning, management, administration and general government of the Town." 2. That Chapter 18 of the Snowmass Village Municipal Code is hereby amended by adding Sectionl8-42(g)l, which section reads as follows: Section l8-42(8)1 Construction Mitigation Fees. In addition to the other fees set forth in this section, a Construction Mitigation Fee shall be paid for each permit in accordance with the fee schedule established below, as such schedule shall be reviewed on an annual basis and amended from time to time. Ordinance No. 13, Series of 2007 Page s Construction Mitigation Fee Schedule Type of Project Fee New Construction, Rebuilds/Replacements, 1.00 per and/or Additions greater than square foot 5,500 square feet Renovations and Remodels, and 1,000 per New Construction, Rebuilds/Replacements, 500,000 of and/or Additions of less than 5,500 square feet, valuation with project valuations greater than $3,000,000 The Construction Mitigation Fee shall be due and payable at the time of issuance of a Building Permit. However, in the event that a project is found to be exempt from the Construction Mitigation Fee at the time of permit issuance, but is later found to be subject to the fee during the course of construction, the fee shall be paid prior to issuance of a Certificate of Occupancy or Certificate of Completion. The measurement of floor area for the purpose of this Section shall be the same as measuring floor area for Floor Area Ratio as defined in Chapter 16A of this Code. 3. Severabilitv. If any provision of this Ordinance or application hereof to any person or circumstance is held invalid, the invalidity shall not affect any other provision or application of this Ordinance which can be given effect without the invalid provision or application, and, to this end, the provisions of this Ordinance are severable. READ, APPROVED AND ADOPTED by the Town Council of the Town of Snowmass Village on First Reading on October 15, 2007 upon a motion by Council Member the second of Council Member and upon a vote of_ in favor and _ against. READ, APPROVED AND ADOPTED by the Town Council of the Town of Snowmass Village on Second Reading on 2007 upon a motion by Council Member the second of Council Member and upon a vote of— in favor and — against. Ordinance No. 13, Series of 2007 Page a TOWN OF SNOWMASS VILLAGE Douglas Mercatoris, Mayor ATTEST: Rhonda Coxon, Town Clerk APPROVED AS TO FORM: John Dresser, Town Attorney TOWN OF SNOWMASS VILLAGE TOWN COUNCIL ORDINANCE NO. 13 SERIES OF 2007 AN ORDINANCE AMENDING CERTAIN PROVISIONS OF THE SNOWMASS VILLAGE MUNICIPAL CODE — ESTABLISHING A CONSTRUCTION MITIGATION FEE. WHEREAS, on April 2, 2007, the Town Council accepted a set of impact tolerance thresholds concerning the individual and cumulative impacts of land development and construction activities throughout the Town, and WHEREAS, said tolerance thresholds are defined in the Town's Construction Coordination and Impact Mitigation Plan, as that plan may be amended from time to time, and WHEREAS, the Town Council has found it necessary to establish regulatory tools that improve the Town's ability to effectively control and limit the impacts of construction, and to regulate, monitor, and enforce provisions concerning construction management in order to preserve the health, safety, and welfare of the Town and its citizens, and WHEREAS, in order to achieve the goals and objectives of the Construction Coordination and Impact Mitigation Plan, the Town has engaged the services of a Construction Coordinator and has implemented a Construction Information Initiative, and WHEREAS, in order to further achieve those goals and objectives, the Town intends to procure the necessary environmental monitoring equipment to ensure compliance with established regulatory standards and thresholds, and WHEREAS, Town staff from several Town Departments have been engaged in the establishment and ongoing management of construction coordination and impact mitigation efforts, and WHEREAS, the costs of each of these efforts, resource allocations, and equipment purchases have been, or are expected to be realized and paid by the Town, and WHEREAS, the Town Council has determined that it is appropriate that the new costs generated as a result of new development and construction activity be paid for by the developers and/or contractors responsible for generating said costs, and Ordinance No. 13, Series of 2007 Page 2 WHEREAS, the Town Council hereby finds that the amendments and revisions to the Municipal Code as hereinafter set forth are necessary for the public health, safety and welfare. NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of Snowmass Village, Colorado, as follows: 1. That Chapter 4 of the Snowmass Village Municipal Code is hereby amended by adding a-sSection 4`43, which section reads as follows: a:"Section 4-43. Allocation of Construction Mitigation Fees: The fees paid and collected under Chapter 18, Section 18-42(g)1, and by virtue of this subsection, shall be used to pay for costs generated as a result of new development and construction activity. These fees shall be allocated to pay for each new development's equitable and incremental share of the costs of planning, maintenance, management, environmental monitoring, equipment purchases, repair, improvement, renewal, replacement, reconstruction, advertising, and all other items incidental to the operation and implementation of the Town's Construction Coordination and Impact Mitigation Plan. The cost of employing (or contracting with) a Construction Coordinator, and any costs associated therewith shall be paid for with revenue generated by these fees. The implementation of a Town-wide Construction Information Initiative shall also be funded with revenue generated by these fees. Finally, the fees collected may be used to pay for a proportionate share of the costs of accounting, planning, management, administration and general government of the Town." 2. That Chapter 18 of the Snowmass Village Municipal Code is hereby amended by adding a-sSectionl8-42 1, which section reads as follows: Section 18-42(8)1 Construction Mitigation Fees. In addition to the other fees set forth in this section, a Construction Mitigation Fee shall be eharged-paid for each permit in accordance with the fee schedule established below, as such schedule shall be reviewed on an annual Ordinance No. 13, Series of 2007 Page s basis and amended from time to time. whieh Construction Mitigation Fee Schedule Type of Proiect Fee New Construction. Rebuilds/Replacements, 1 .00 per and/or Additions greater than square foot 5,500 square feet Renovations and Remodels. and 1,000 per New Construction, Rebuilds/Replacements. 500,000 of and/or Additions of less than 5,500 square feet valuation with project valuations greater than $3,000,000 The Construction Mitigation Fee shall be due and payable at the time of issuance of a Building Permit. However, in the event that a project is found to be exempt from the Construction Mitigation Fee at the time of permit issuance, but is later found to be subject to the fee during the course of construction, the fee shall be paid prior to issuance of a Certificate of Occupancy or Certificate of Completion.- Assessment ows+c.. Type of Sfrasture e 8 Area Multiple let; SiInglIe Family er Duplex Residential i .()() Multiple Family-Residential 1.C)(-) Mixed Use andGemmereial 1.0c) PI blip Fa I' I ooll l Qeties an er agle-fieasing 1 X89 Ordinance No. 13, Series of 2007 Page a The measurement of floor area for the purpose of this Section shall be the same as measuring floor area for Floor Area Ratio as defined in Chapter 16A of this Code.Si+K faa}ly nd duplex r sidentW development on a GiRgle le+ shell he exempt frem this lee. The m en+ of fleer areas fer the purpese of 4h'c See+inn shall he the same a fleer a a fer Fleer Are On+in as defined *R Gh—apteF 16A of !he TOSV Muniempal Gode. 3. Severabilitv. If any provision of this Ordinance or application hereof to any person or circumstance is held invalid, the invalidity shall not affect any other provision or application of this Ordinance which can be given effect without the invalid provision or application, and, to this end, the provisions of this Ordinance are severable. READ, APPROVED AND ADOPTED by the Town Council of the Town of Snowmass Village on First Reading on October 15, 2007 upon a motion by Council Member the second of Council Member and upon a vote of _ in favor and _ against. READ, APPROVED AND ADOPTED by the Town Council of the Town of Snowmass Village on Second Reading on 2007 upon a motion by Council Member the second of Council Member and upon a vote of in favor and ^ against. TOWN OF SNOWMASS VILLAGE Douglas Mercatoris, Mayor ATTEST: Rhonda Coxon, Town Clerk APPROVED AS TO FORM: John Dresser, Town Attorney MEMORANDUM TO: Snowmass Village Town Council FROM: Rhonda B. Coxon, for Donna Garcia-Spaulding Town Clerk's Department MTG DATE: November 5, 2007 SUBJECT: ORDINANCE NO. 22, SERIES OF 2007 AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF SNOWMASS VILLAGE ADOPTING BY REFERENCE THE MODEL MUNICIPAL RECORDS RETENTION SCHEDULE. STAFF: Donna Garcia-Spaulding, Deputy Town Clerk 1. PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Purpose: 1. The State of Colorado is recommending that all municipalities adopt their statewide Retention Schedule. 2. With the requirements of the Home Land Security and the Freedom of Information Act, all municipalities are adopting the State of Colorado Model Municipal Records Retention Schedule because it is a statewide standard, which will be mandatory soon. 3. The Town's current retention schedule is lengthy and has not been up-dated for several years. Action Requested: Staff is respectfully requesting, that Council approve first reading adoption of Ordinance No. 22, Series of 2007, State of Colorado Model Municipal Records Retention Schedule. RBD/djgs p/managerxsc/mem 20071memo p packet- model retention schej TOWN OF SNOWMASS VILLAGE, COLORADO ORDINANCE NO. 22, SERIES 2007 AN ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF SNOWMASS VILLAGE ADOPTING BY REFERENCE THE STATE OF COLORADO MODEL MUNICIPAL RECORDS RETENTION SCHEDULE. WHEREAS, the Snowmass Village Town Council of the Town of Snowmass Village, Colorado wishes to improve its records management practices through the adoption of the State of Colorado Model Municipal Records Retention Schedule, and; WHEREAS, the Snowmass Village Town Council of the Town of Snowmass Village, Colorado recognizes the value of adopting a records retention schedule to provide legal authority for the destruction of nonpermanent municipal records when they are no longer needed and the permanent retention of municipal records that have enduring value, and; WHEREAS, the Colorado State Archives adopted the "Model Municipal Records Retention Schedule" ("Model Records Retention Schedule") for statewide use by Colorado Municipalities on September 14, 2001; and, WHEREAS, local adoption of the Model Records Retention Schedule will benefit the Town, its residents, and taxpayers by providing model retention periods for Town records; and, WHEREAS, the Town Council wishes to ratify the adoption of the Model Records Retention Schedule as approved by the Colorado State Archives and as it may be subsequently revised and amended; and, NOW, THEREFORE, BE IT ORDAINED, by the Town Council of the Town of Snowmass Village, as follows: Section 1. a) The Model Records Retention Schedule is hereby adopted by reference by the Town as approved by the Colorado State Archives on September 14, 2001, and as it may be revised and amended by that agency in the future b) The Model Records Retention Schedule is available for inspection in the Town of Snowmass Village Office of the Clerk, 16 Kearns Rd., - 3rd Floor - Snowmass Village, Colorado 81615 c) The Town Clerk is authorized to implement the Model Records Retention Schedule for retention and disposition of the Town's records. Section 2. Severability. If any part, section, sub-section, clause or phrase of this ORD. 07-22tc Page 2 of 2 Ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this Ordinance; and the Town Council for the Town of Snowmass Village, Colorado hereby declares it would have passed this Ordinance and each part, section, sub-section, sentence, clause or phrase thereof, irrespective of the fact that any one or more parts, sections, sub-sections sentences, clauses or phrases be declared invalid. Section 3. The amendment of any provision of the Town Code as provided in this ordinance shall not affect any right which has accrued, any duty imposed, any violation that occurred prior to the effective date hereof, any prosecution commenced, nor any other action or proceeding as commenced under or by virtue of the provision amended. The amendment of any provision hereby shall not revive any provision or any ordinance previously repealed or superseded unless expressly stated herein. Section 4. All bylaws, orders, resolutions and ordinances, or parts thereof, inconsistent herewith are repealed to the extent only of such inconsistency. This repealer shall not be construed to revise any bylaw, order, resolution or ordinance, or part thereof, theretofore repealed. READ, APPROVED AND ADOPTED by First Reading on November 5, 2007, upon the motion of Council Member -----, the second of Council Member ----- and upon a vote of----- in favor and ----- opposed. READ, APPROVED AND ADOPTED by Second Reading on November 19, 2007 upon the motion of Council Member -----, the second of Council Member and upon a vote of------ in favor and ----- opposed. TOWN OF SNOWMASS VILLAGE By: Douglas Mercatoris, Mayor APPROVED AS TO FORM: John Dresser, Town Attorney ATTEST: Rhonda B. Coxon, Town Clerk MEMORANDUM TO: Snowmass Village Town Council FROM: Rhonda B. Coxon, Town Clerk DATE: November 5, 2007 SUBJECT: Establishing Regular Town Council Meeting Date for 2008 I.PURPOSE AND ACTIONS REQUESTED OF COUNCIL: Staff requests that Town Council review and make comments or concerns and amend if needed then approve Resolution No. 26, 2007 establishing Regular Meeting dates for the months of January 2008 through December 2008. II.BACKGROUND Establishing meeting dates allows Town Council the public, staff and Grassroots TV to plan accordingly. III. ACTION REQUESTED OF COUNCIL Approve the Resolution. TOWN OF SNOWMASS VILLAGE TOWN COUNCIL RESOLUTION NO. 26 SERIES OF 2007 A RESOLUTION ESTABLISHING DATES FOR REGULAR MEETINGS OF THE SNOWMASS VILLAGE TOWN COUNCIL FOR THE MONTHS OF JANUARY 2008 THROUGH DECEMBER 2008 WHEREAS, Section 2-46 of the Municipal Code states Regular Meetings of the Town Council will occur the first and third Monday of each month; and WHEREAS, due to Martin Luther King, Jr. Day occurring on Monday, January 21, 2008, the third Monday of the month, which Town Council hereby recognizes as a holiday observed by the Town of Snowmass Village and establishes Tuesday, January 22, 2008 as the second Meeting of the month; and WHEREAS, due to President's Day occurring on Monday, February 18, 2008, the third Monday of the month, which Town Council hereby recognizes as a holiday observed by the Town of Snowmass Village and establishes Tuesday, February 19, 2008 as the second Meeting of the month; and WHEREAS, due to St Patrick's Day being on Monday, March 17, 2008, and Spring Break beginning on Monday, March 24, 2008 and establishes Monday, March 3 and Tuesday, March 18 as the first and second meetings of the month of March; and WHEREAS, due to Labor Day occurring on Monday, September 1, 2008, the first Monday of the month, which Town Council hereby recognizes as a holiday observed by the Town of Snowmass Village and establishes Monday, September 8 and Monday, September 22 as the first and second meeting of the month of September; and WHEREAS, The Town Council may by Resolution, change the date for a regular meeting; and WHEREAS, the Snowmass Village Town Council has agreed that it is necessary to establish two Regular Meeting dates for the months of January 2008 through December 2008; and NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Snowmass Village, Colorado: Section One: Meetinq Dates Regular Snowmass Village Town Council meeting dates for the month of January 2008 are set as follows: January, 2008 January 7, 2008 Res 07-26 Page 2 of 4 January 22, 2008 Section Two: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of February 2008 are set as follows: February, 2008 February 4, 2008 February 19, 2008 Section Three: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of March 2008 are set as follows: March, 2008 March 3, 2008 March 18, 2008 Section Four: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of April 2008 are set as follows: April, 2008 April 7, 2008 April 21, 2008 Section Five: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of May 2008 are set as follows: May, 2008 May 5, 2008 May 19, 2008 Section Six: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of June 2008 are set as follows: June, 2008 June 2, 2008 June 16, 2008 Section Seven: Meeting Dates Res 07-26 Page 3 of 4 Regular Snowmass Village Town Council meeting dates for the month of July 2008 are set as follows: July, 2008 July 7, 2008 July 21, 2008 Section Eight: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of August 2008 are set as follows: August, 2008 August 4, 2008 August 18, 2008 Section Nine: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of September 2008 are set as follows: September, 2008 September 8, 2008 September 22, 2008 Section Ten: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of October 2008 are set as follows: October, 2008 October 6, 2007 October 20, 2008 Section Eleven: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of November 2008 are set as follows: November, 2008 November 3, 2008 November 17, 2008 Section Twelve: Meeting Dates Regular Snowmass Village Town Council meeting dates for the month of December 2008 are set as follows: Res 07-26 Page 4 of 4 December, 2008 December 1, 2008 December 15, 2008 Section Thirteen: Severability If any provision of this Resolution or application hereof to any person or circumstance is held invalid; the invalidity shall not affect any other provision or application of this Resolution, which can be given effect without the invalid provision or application, and, to this end, the provisions of this Resolution are severable. INTRODUCED, READ AND ADOPTED by the Town Council of the Town of Snowmass Village, Colorado on the 5th day of November 2007 upon a motion made by Council Member seconded by Council Member and by a vote of in favor to TOWN OF SNOWMASS VILLAGE DOUGLAS MERCATORIS, Mayor ATTEST: Rhonda B. Coxon, Town Clerk APPROVED AS TO FORM John C. Dresser Jr., Town Attorney Calendar - USA - 2008 Page 1 of 3 Register I Log in I Customize time and datexom Search:Go Current location: Home Page> Date menu >Calendar Other locations: Time zone menu I World Clock I Countdown Free Printable Catgnder FreeOnline Calendar Free Printable Calenders Find the Top Offers across many Sites for Free Coordinate schedules,track events,&set Great Sites for Accessing Free Printable Printable Calender reminders w/Google Calendar Calendars Calendersoftware.biz calendar.google.com FreePrintableCalenders.net Create calendar: Year: 2008 Country: United States Show Calendar for year 2008 (United States) 200712009> January 2008 February 2008 March 2008 Su Me Tu We Th Fr So Su Me Tu We Th Fr Sa Su Me Tu We Th Fr Sa 1 2 3 4 5 1 2 1 6 7 8 9 10 11 12 3 4 5 6 7 8 9 2 3 4 5 6 7 8 13 14 15 16 17 18 19 10 11 12 13 14 15 16 9 10 11 12 13 14 15 20 21 22 23 24 25 26 17 16 19 20 21 22 23 16 17 18 19 20 21 22 27 28 29 30 31 24 25 26 27 28 29 23 24 25 26 27 28 29 30 31 8:0 15:0 22:0 30:0 6:0 13:0 20:0 28:0 7:0 14:0 21:0 29:0 April 2008 May 2008 June 2008 Su Me Tu We Th Fr Sa Su Me Tu We Th Fr Sa Su Me Tu We Th Fr So 1 2 3 4 5 1 2 3 1 2 3 4 5 6 7 6 7 8 9 10 11 12 4 5 6 7 8 9 10 8 9 10 11 12 13 14 13 14 15 16 17 18 19 11 12 13 14 15 16 17 15 16 17 18 19 20 21 20 21 22 23 24 25 26 18 19 20 21 22 23 24 22 23 24 25 26 27 28 27 28 29 30 25 26 27 28 29 30 31 29 30 5:0 12:0 20:0 28:0 5:0 11:4) 19:0 27:0 3:0 10:11D 18:0 260 July 2008 August 2008 September 2008 Su Me Tu We Th Fr Sa Su Me Tu We Th Fr Sa Su Me Tu We Th Fr Sa 1 2 3 4 5 1 2 1 2 3 4 5 6 6 7 8 9 10 11 12 3 4 5 6 7 8 9 7 8 9 10 11 12 13 13 14 15 16 17 18 19 10 11 12 13 14 15 16 14 15 16 17 18 19 20 20 21 22 23 24 25 26 17 18 19 20 21 22 23 21 22 23 24 25 26 27 27 28 29 30 31 24 25 26 27 28 29 30 28 29 30 31 2:0 10:0 18:0 25:0 1:0 8:11D 16:0 23:0 30:0 AD 15:0 224 29:• October 2008 November 2008 December 2008 Su Me Tu We Th Fr Sa Su Me Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 4 1 1 2 3 4 5 6 5 6 7 8 9 10 11 2 3 4 5 6 7 8 7 8 9 10 11 12 13 12 13 14 15 16 17 18 9 10 11 12 13 14 15 14 15 1G 17 18 19 20 19 20 21 22 23 24 25 16 17 18 19 20 21 22 21 22 23 24 25 26 27 http://www.timeanddate.com/calendar/?year=2008&country=l 11/1/2007 Calendar - USA - 2008 Page 2 of 3 26 27 28 29 30 31 23 24 25 26 27 28 29 28 29 30 31 30 7:C 14:0 21:0 28:0 5:0 13:0 19:0 27:1 5:C 12:0 19:0 270 Holidays and Observances: Jan 1 New Year's Day May 26 Memorial Day Nov 11 Veterans Day Jan 21 Martin Luther King Day Jul 4 Independence Day Nov 27 Thanksgiving Day Feb 14 Valentine's Day Sep 1 Labor Day Dec 25 Christmas Day Feb 18 Washington's Birthday Oct 13 Columbus Day Mar 23 Easter Sunday Oct 31 Halloween More holidays are available-customize"Display holidays"or enable all holidays Basic Customization Calendar year 2008 Display holidays? Holidays and some observances(default) Holiday columns?Automatic Display moon phases? Yes Display week numbers? No Show calendar Notes Printer-friendly format- look at the Printing Help page to get better print results The year 2008 is a leap-year,with 366 days in total (Gregorian calendar) Phases of the moon are calculated using local time in New York Federal Holidays are marked in red color Local holidays are not listed. Tools List of,y_ears_that us_e the_same_calendar as 2008 Advanced Customization Customize this calendar-change appearance, period and more Change your settings for timeanddate.com -customize country and time zone Other calendars Perpetual_y_earycalendar-make yearly calendar for any year Perpetual monthly calendar-shows only one month at a time Custom calendar- make customized calendars Free Printable Calender Related links Find the Top Offers across many SitesMoonPhaseCalculatorforFreePrintable Find-duration between two dates Calendar Add a number of days to a given date calenoersoeware.biz Find when you are 20000 days old -and other useless facts Countdown to New Year Copyright®Time and Date AS/Steffen Thorsen 1995-2007.All rights reserved.About us I Disclaimer I Privacy Create short URL to this page I Linking I Feedback:webmasteratimeanddate com http://www.timeanddate.com/calendar/?year=2008&country=l l l/l/2007 Page 1 of 1 Rhonda Coxon From: Arnold Mordkin [mordkin @rof.neq Sent: Tuesday, September 11, 2007 2:15 PM To:Rhonda Coxon; Russell Forrest Subject: Jewish Holiday Calendar The following are the significant dates to avoid holding TOSV functions in the coming years. All dates are from sundown on the beginning date to sundown on the ending date. Rosh Hashanah: 9/12 thru 9/13/2007; 9/29 thru 9/30/2008; 9/18 thru 9119/2009 Yom Kippur: 9/21 thru 9/22/2007; 10/8 thru 10/9/2008; 9/27 thru 9/28/2009 Chanukah (first night) 12/4/07; 12/21/08; 12/11/09 Passover: 4/19 thru 4/20/2008; 4/8 thru 4/9/2009; 3/29 thru 3/30/2010. 11/1/2007 TO: SNOWMASS VILLAGE TOWN COUNCIL FROM: RUSS FORREST, TOWN MANGER SUBJECT: MANAGER'S REPORT DATE: NOVEMBER 5, 2007 Comprehensive Plan Update Task Date(s) Council Meeting: Public Hearing on the State of the Comprehensive December 3rd Plan at the evening Town Council meeting on December 3rd. This is required in the Town Code and includes recommendations from the Planning Commission as it relates to updates of the Comprehensive Plan. Council Meeting: Public Presentation of "State of Snowmass Village December 3rd Report" at evening Council meeting. This report will provide a factually based summary of current conditions to give the community a common point of reference of where we are today with our carrying capacity roads, water, etc.). Evening Public Meeting on Values and Trade-Offs. This public December 12th meeting will determine the community's shared values and provide a basis for defining a future vision. Staff also anticipates framing a number of questions or trade-offs where the public would use real time key ad voting. Evening Public Meeting on Vision. This discussion on vision would December 20 build upon the previous discussion on values. At this meeting we will have various alternatives for future scenarios framed to help facilitate a discussion about our vision in various topical areas (land use, housing, environment, transportation, etc.). We will start this topic with an exercise where people write out a legacy of what they would like to leave to the next generations in the context of Snowmass Village. Day Working Meeting on West Village. West Village Design January oth & Charrette —The purpose of this event is to begin to create some 11`h basic concepts/alternatives for West Village with input from stakeholders and the public. The public will be invited to this process at specific times in the day. Evening Public Meeting to review and summarize values and vision Evening of input. January 10`h Public Meeting. Draft Comp Plan concepts will be shared with the Last week of community to receive feedback on those concepts. January Draft Comp Plan Meetings. Future meetings will be set to review TBD draft versions of the Comp Plan and to schedule public meetings with both the Planning Commission and the Town Council. Manager's Report 11-05-07 Page 2 of 2 PROPOSED WINTER 2007-08 SERVICE: David Peckler Scheduled departures for Route #8 from the Mall are from 7:05 am through 11:05 pm, at 5 & 35 minutes past the hour. Scheduled departures from Stirrup Cr on Horse Ranch Dr are from 7:16 am through 10:46 pm. We are proposing Fixed-Route (bus automatically goes there) service to Horse Ranch. There will be timed pickup points as the bus travels towards the Mall for the following locations: Stirrup Circle = 16 & :46 Past the Hour Crossings = 18 & :48 Past the Hour Melton Ranch = 20 & :50 Past the Hour. Service to Melton Ranch (Meadow Rd and Sinclair Rd) will remain the same as last winter: Fixed-Route (bus automatically goes there) service going towards the Mall, and service from the Mall to Melton Ranch or from Melton Ranch to the recreation Center going downhill) will be Demand-Responsive (call to request the service). Service after 11:20 pm to Route #8, as well as the rest of the community, will be Demand Responsive call to request the service). The proposed service for Route #8 is basically the same as last winter, with a slight change to the departure times at Stirrup Cr, the Crossings and Melton Ranch. This keeps the Route #8 service consistent throughout the service day. Passengers traveling from the Mall to Melton, or wishing to get from Melton to the Recreation Center or Horse Ranch Dr will continue to call 923-3500 (or ask the driver) to request that the bus divert into Melton Ranch on the way down. The service times have been extended to match the rest of the routes in the Village. Patrons of the Recreation Center that need to use Route #8 after 6:00 pm (the end of Route #4 service to the Town Park Station) can catch the Route #8 bus at the new intersection of Horse Ranch Dr and Stallion Cr. P:\MANAGER.XSC\Manager Report '07\11-5-07.doc SNOWMASS VILLAGE REGULAR MEETING MINUTES MONDAY, MAY 21, 2007 Mayor Mercatoris called to order the Regular Town Council Meeting of May 7, 2007 at 4:00 p.m. Item No. 1 ROLL CALL COUNCIL MEMBERS PRESENT: Mayor Mercatoris, Arnold Mordkin, John Wilkinson, and Sally Sparhawk COUNCIL MEMBERS ABSENT: Reed Lewis was absent. STAFF PRESENT: John Dresser, Town Attorney; Russ Forrest, Town Manager; Jim Wahlstrom, Senior Planner; Chris Conrad, Planning Director; Bob Nevins, Town Planner; Jason Haber, Economic Resource Director; Kathleen Wanatowicz, Public Relations Officer; David Peckler, Transportation Director; and Donna J. Garcia-Spaulding, Deputy Town Clerk PUBLIC PRESENT: Mike Kaplan, Carey Shanks, Steve Sewell, Steve Alldredge, Dave Warner, Victor Gerdon, Dave Bellack, Pat Smith, Don Schuster, and others interested in today's Agenda items. Item No. 2: PUBLIC NON-AGENDA ITEMS Nothing at this time. Item No. 3: COUNCIL UPDATES Nothing at this time. Item No. 4: CONSTRUCTION UPDATE Economic Resource Director Jason Haber provided Council with the primary Right of Way impacts for the current week and stated that the Brush Creek Road area located below the Entry Way Roundabout will be realigned through the Seven Star property with two-way traffic. On May 21, above the Roundabout, Brush Creek Road will be closed between the Roundabout and Horse Ranch Drive and traffic will be detoured onto Highline Road and Owl Creek Rd. Lower Wood Road will experience periodic one-lane closures in places as of today and through May 22, 2007, to lay a utility line across the road at that location. Haber stated that Lower Carriage Way remains closed to traffic through June 29, 2007, with a commitment to open to one-way traffic in time for the Chili Pepper and Brew Festival special event June 8 - 20, 2007; with the possibility of Related WestPac opening it up for another special event scheduled for June 28, 2007. Council Member Sparhawk stated her gratitude for the work the Construction Coordinator, Dave Shepard, is doing, as well as the construction updates from Haber. Sparhawk requested that staff change the name of Seven Star in an effort to help the community better understand where the Seven Star property is located. In response to an inquiry by Sparhawk, Haber stated that the additional washed rock for the tracking pad is needed and that he would follow- up. 05-21-07tc Minutes Page 2 of 10 In response to an inquiry by Council Member Wilkinson, Haber explained that the Recreation Center would be accessed off the Roundabout that takes drivers to the Rodeo grounds, with a two-lane road that runs parallel to Brush Creek Road. Wilkinson directed staff to make sure that proper signage is posted to direct traffic safely. Council Member Mordkin thanked staff for pulling the panels off of Brush Creek and Wood Roads. He further thanked staff and the community at large for the recent Town Hall tour and stated that this Town Hall is going to be a credit to this community. Mordkin inquired of staff as to where the mud on roads is coming from and requested that it be dealt with appropriately. Mordkin and Haber discussed precisely where the new Wood Road alignment is located, which will be realigned through the Base Village project site beginning on May 24, 2007 for repaving and a possible date of commencement and completion. Mayor Mercatoris and Haber discussed Lower Carriage Way and determined that it is slated to be fully operational as of June 29, 2007 with one lane, downhill traffic and fully operation by October 15, 2007. The Mayor read a comment from Council Member Lewis, who was unable to attend today's Meeting stating that one lane closures on Brush Creek Road are not acceptable for either the Chili Pepper Festival nor the June 28th Free Music Concert Series. Lewis also requested that one lane be opened on Lower Carriage Way to facilitate bus traffic on June 28th. The Mayor stated that he agrees, since Council has openly stated that construction takes a backseat to special events in this community. In response, Haber stated that he would talk to the contractors regarding schedules. Sparhawk stated her appreciation for the information from staff informing the community that the Jehovah's Witnesses were having a convention this past weekend, since it is helpful to know who is coming into town. She further stated that this group was a very nice group and even invited her to some of their meetings. Item No. 5: UP-DATE OF SNOWMASS MOUNTAIN IMPROVEMENTS FROM ASPEN SKI COMPANY Aspen Skiing Company Representative Mike Kaplan introduced his colleagues Steve Sewell and Victor Gerdon, who talked about on-mountain summer construction and operations plan. In terms of lifts Kaplan stated that within the past three years they have put in the Village Express six-pack, Elk Camp gondola, sky cab, shortened the Burlingame Lift, moved their operations offices, designing substantial construction on the Children's Center, pulled out and reinstalled their snow-making system at a total of$32Million. Kaplan explained that for the summer they have another $22Million under construction currently and into the future with new restaurants they have another $28Million invested and are here for the duration of this project and are staying engaged with the entire project. Item No. 6: FOLLOW-UP FROM COUNCIL RETREAT Town Manager Russ Forrest stated that on April 10, 2007 the Town Council conducted a one-day retreat to clarify expectations for both Council and staff. The afternoon of the retreat was spent discussing a broad definition of what success means and covering high-level goals. Forrest requested Council input with the next steps recommended within the packet memorandum. 05-21-07tc Minutes Page 3 of 10 Forrest explained that one of the first things discussed was developing a set of ground rules for success and integrating them into future discussions. Forrest provided Council with further up-dates stating that the targeted work sessions are for the purpose of having an information exchange. Council Member Mordkin commented on packet page 7, Item E. Goals Areas, bullet point Maintain a sustainable community (we can enjoy the ride) stating that we are all anxious to get to the end goal and in the interim we ought to be able to enjoy the process. With reference to the PURPOSE AND ACTIONS REQUESTED OF COUNCIL, Mordkin stated that he thinks that it would be helpful to have a work session. The Council moved away from work sessions because they became a burden on Council Members, Mordkin stated and that the work wessions infringed upon their personal time. Council Member Wilkinson stated his approval of utilization of the ground rules and requested more information concerning how to go about implementing it. He stated approval of having work sessions and commented that there is a way to make them be beneficial and avoid duplication of meeting content and would like to ensure that it not take up too much extra staff and Council personal time. He requested that the work sessions be more of the "Nuts & Bolts" material and leave the decision making for the actual Council Meetings. Council Member Sparhawk stated agreement with Wilkinson's comments and referred the Town Manager to Item B. Ground Rules for Success, first bullet point, and requested that the parentheses be omitted. She stated that some work sessions are necessary but when meetings become lengthy, we lose the public because they tire out." Lastly, Sparhawk referred staff to packet page 7, E. Goal Areas, First bullet point, and commended the Town Manager for replacing the word enjoyable with the word Healthy. Mayor Mercatoris stated approval of having work sessions when used sparingly. He stated that they could be valuable for Town-driven projects, which enable Council to be pro-active rather than re- active. Item No. 7: TARGETED UPDATE TO THE 1998 COMPREHENSIVE PLAN AND WEST VILLAGE PLAN Staff provided Council with a PowerPoint presentation of a targeted update to the 1998 Comprehensive Plan particularly with the West Village Revitalization Plan and the Transit Plaza. Town Manager Forrest stated that there are a lot of good things in the 1998 Comp. Plan and we need to evaluate what has changed since 1998. Forrest thanked the Planning Director, Chris Conrad; Public Relations Officer, Kathleen Wanatowicz; Economic Resource Director, Jason Haber; and Transportation Director, David Peckler for their input relating to the Comp. Plan. Forrest provided Council with a brief background summary, including plans for redevelopment that dated back to the 1980s. The 1998 Comp. Plan provides an integrated and comprehensive framework for decision making, that needs updated every two years; Base Village was approved in 2004; Snowmass Center is in the approval process; West Village Revitalization was put on hold December of 2006; and one master developer owns the majority of commercial space. Forrest stated that the Town has been listening to recent public input and there was a lot of discussion concerning a need for greater definition of the Aspiration Statement, broader community participation in land use decision making, the need to ensure that the community's interests are integrated into new development, and proactive planning in shaping and directing future development. 05-21-07tc Minutes Page 4 of 10 Forrest commented on the goals for the targeted update of the Comp. Plan, which include refining and providing definition to the Town's vision; define carrying capacity town wide and update sections of the Comp. Plan (Transportation and Housing); complete the West Village and Transit Plaza plan as part of a Comp. Plan; provide clear guidelines for new development and identify needed public benefits; and engaging in a focused community process. Forrest outlined the Active Communications Plan including creating a specific tactical plan with a consultant team by July; identify stakeholders and a steering committee (Panning Commission and two Council Members) and community involvement viewing process. He mentioned some of the benefits to the process include actions and decisions that will be based from a shared vision and set of values for Snowmass Village; integrate various planning efforts into one planning process (land planning with other topics: transportation, facilities, open space, housing); identify public needs and improvements; and provide clear expectations for development parameters in public improvements versus PUD process. Other considerations include whether the public is invited and that the Town needs to listen to input from the community as to their expectations during the decision making process; public benefits and development parameters are determined upfront versus a traditional PUD process; expense of a Comp. Plan, public has been through this process before; Snowmass Center plans are in the approval process; costs involved would be approximately not less than $100,000 and not more than 200,000; and several studies have been done on the West Village. Forrest stated that there are also sources of funding by integrating the transit element with it but we do not want to preclude opportunities for Federal funding such as the E.O.T.C. funding to help with this planning process as it relates to transportation planning. In conclusion, Forrest clarified what staff needs from Council as follows: 1) Does Council support conducting a targeted update of the Comp. Plan, 2) Are the proposed goals acceptable, and 3) Does the Council support moving forward with issuing an RFP to initiate the process? In response to an inquiry by Council Member Wilkinson, Forrest stated that the RFP process does take staff time to go through a selection process. Forrest explained that if we did not update the Comp. Plan, then the question would be what is an alternative. The Transportation Director David Peckler stated that the Town is pretty well positioned for a land use master plan review update and then a land use process in the year 2010. Council Member Mordkin requested that staff provide Council with background information on who is going to pay for all this and he stated concern with using E.O.T.C. monies, since it is earmarked for transportation. Mordkin further stated that it is important to have the visioning process, to update and rewrite the Comp. Plan, and resolve conflicts that currently exist within the Comp. Plan and clarifying goals therein. He requested that West Village be kept as a separate concept of the Comp. Plan and stated that he would like to see us have a parallel process while working on the West Village project have others busy working on the Comp. Plan. Council Member Sparhawk stated her support of conducting a targeted update of the Comp. Plan, the proposed goals, and moving forward with issuing an RFP to initiate the process. She further stated that input from the community is critical and requested that the Town Manager provide Council with a breakdown of costs. She commented that a good consultant is important or don't even bother. Mayor Mercatoris stated that this is the time to get involved with an update to the Comp. Plan and stated that we are getting close to knowing what the Snowmass Center redevelopment might look 05-21-07tc Minutes Page 5 of 10 like, and the last piece is West Village. He stated that we have to take what we have done in the past and apply that knowledge to what works with the nodes and stated concern regarding costs. He further stated that he needs more information for the RFP before he would be able to approve it and requested that staff provide Council with a timeline as a Council driven and public driven process, since every single person within this community is a stakeholder. President of Related WestPac Pat smith stated that "one of the things that was an incentive for Related WestPac was that we took some solace in recognizing there was a baseline working with people within the community developing ideas on capacities. We feel that there is a need for public/private partnership funding sources and it needs to move forward. We had expectations of a redevelopment plan and if there is something they need help with, such as funding sources it happened as a partnership induced through the Aspiration Statement and Comprehensive Plan and he thinks we need to move forward on a positive basis. " Item No. 8: PUBLIC HEARING AND SECOND READING - ORDINANCE NO. 04, SERIES OF 2007 COMPREHENSIVE SIGN PLAN FOR PHASE 1-A OF THE BASE VILLAGE PLANNED UNIT DEVELOPMENT AN APPLICATION, PERSUANT TO SECTION 16A-4-560 OF THE SNOWMASS VILLAGE MUNICIPAL CODE, CONCERNING THE COMPREHENSIVE SIGN PLAN CSP) FOR PHASE 1-A OF BASE VILLAGE, LOCATED AT THE INTERSECTION OF WOOD ROAD AND LOWER CARRIAGE WAY AT THE BASE OF FANNY HILL, AND ESTABLISHING THE STANDARDS FOR COMMERCIAL AND EXEMPT SIGNAGE. Mayor Mercatoris opened the Public Hearing at 6:10 p.m. Town Planner Bob Nevins stated that the Comprehensive Plan is composed of two elements including the Signage Criteria Manual and the Design, specifications, quantities and locations program on an 11X 17 inch attachment included in today's packet of information. He stated that the purpose of the Sign Plan is to show flexibility from the Town while still meeting its purposes. In terms of process, the Second Reading of this Ordinance requires a 15-day Public Notice posting and all notices have been published and posted, as they should be on May 2nd. In addition, Nevins stated that the Planning Commission (P.C.) has received comments on this application and the Applicant has submitted a second amendment. He further stated that he believes the changes reflect Council comments while at the same time providing adequate regulations and that staff is supportive of the amendments. Council Member Mordkin referred his colleagues to packet page 26, line 82-87 and questioned why a representative from the ski area has to be on the committee; who are the members from the Homeowners Association and requested more clarity in this regard. Council and the Applicant determined that they would leave out the "aspen leaf' insignia as well as the word "Village" as in Snowmass Village and bring it back to Council for further discussion. Related WestPac Representative Carey Shanks reported that the Marketing Special Events & Group Sales Board are working with Aspen Skiing Company on the branding as a group and would be providing Council with a final decision in the near future. The Planning Director Chris Conrad requested that a condition be put in stating that the Applicant agrees to delay final determination regarding the Aspen trade mark and the word Village on signage and will return to Council for specific approval on these. 05-21-07tc Minutes Page 6 of 10 There being no further discussion, Mayor Mercatoris closed the Public Hearing at 6:26 p.m. Council Member Wilkinson made a motion to approve as amended Ordinance No. 04, Series of 2007, seconded by Council Member Mordkin. Voting Aye: John Wilkinson, Arnold Mordkin, Mayor Douglas Mercatoris, and Sally Sparhawk. Abstained: None. Council Member Lewis was absent. Item No. 9: CONTINUATION OF PUBLIC HEARING AND DISUCSSION - RESOLUTION NO. 16, SERIES OF 2007 - CLUB COMMONS II EMPLOYEE HOUSING CONSIDERATION OF A RESOLUTION CONVERTING THE CLUB COMMONS II EMPLOYEE HOUSING PRELIMINARY PLANNED UNIT DEVELOPMENT (PUD) Mayor Mercatoris opened the Public Hearing at 6:27 p.m. Senior Planner Jim Wahlstrom provided Council with background of the purpose of this resolution's discussion and stated that the purpose would be to review it, take action, and to determine if the findings, conditions, and action statements are reflective of the past review and discussion by Council on March 5th, March 19th, April 16, and May 7th, 2007. At this time Council, staff, and the Applicant reviewed the resolution page-by-page making amendments and revisions. There being no further amendments or revisions, Mayor Mercatoris closed the Public Hearing at 7:20 p.m. Council Member Mordkin made a motion to approve as amended, Resolution No. 16, Series of 2007, seconded by Council Member Sparhawk. Voting Aye: Mayor Douglas Mercatoris, Sally Sparhawk, John Wilkinson, and Arnold Mordkin. Abstained: None. Council Member Lewis was absent. NOTE: Mayor Mercatoris stated that Item No. 12 would be heard at this time. Item No. 12: CONTINUATION OF PUBLIC HEARING - SNOWMASS CENTER PRELIMINARY PLAN APPLICATION AND MODIFICATIONS THERETO FOR THE PROPOSED SNOWMASS CENTER REDEVELOPMENT AND EXPANSION PLAN PROJECT. Mayor Douglas Mercatoris opened the Public Hearing at 7:21 p.m. There being no public comment, Mayor Mercatoris continued the Public Hearing to June 18, 2007 Town Council Meeting for reasons listed on packet page 118. There being no further discussion, Mayor Mercatoris made a motion to accept the May 1, 2007 letter from Patrick N. Smith from Brush Creek Capital Holdings, LLC, seconded by Council Member Sparhawk. Voting Aye: Mayor Douglas Mercatoris, Sally Sparhawk, Arnold Mordkin, and John Wilkinson. 05-21-07tc Minutes Page 7 of 10 Abstained: None. Council Member Lewis was absent. NOTE: Mayor Mercatoris stated that Item No. 10 would be heard at this time. Item No. 10: PUBLIC HEARING AND FIRST READING - ORDINANCE NO. 8, SERIES OF 2007 - SNOWMASS MOUNTAIN CONSIDERATION OF A MINOR PLANNED UNIT DEVELOPMENT (PUD) AMENDMENT PROPOSING EXTENSION OF THE DEADLINE TO COMPLETE THE SAM'S KNOB REPLACEMENT RESTAURANT. Mayor Mercatoris opened the Public Hearing at 7:25 p.m. Mayor Douglas Mercatoris made the motion to approve Ordinance No. 8, Series of 2007, seconded by Council Member Sparhawk. Senior Planner Jim Wahlstrom stated that on April 16 staff prepared a Special Review application and the Applicant submitted a letter requesting continuance of the Public Hearing until August 2007 together with a second, separate request to extend the deadline for constructing the restaurant by one year. It was during that April 16th meeting that Council deferred the Public Hearing to today's meeting and requested that staff take a look at potential enforcement. The Planning Director Chris Conrad stated that as far as penalties, staff sited that if Council were to deny the ordinance the Applicant would be in violation for not having the restaurant completed on the specified date then staff would issue a summons on each individual date until the restaurant is constructed. The Town Attorney John Dresser stated that Conrad's comments are consistent with the Planning Commissions recommendation. Conrad stated that line 133 states that there shall be no penalty exacted on the Applicant . . . The Applicant Representatives Chris Kiley and David Corbin submitted for the record a copy of the Sam's Knob schedule, building design, PUD amendment, special review information and provided Town Council with a PowerPoint presentation depicting some of the restaurant changes. The Applicant further commented on the schedule and objectives for the building design, requested a PUD amendment to change their requirement to deliver the building from the 07/08 season to the 08/09 season, and that the Special Review hearing be tabled until August 6th so that they may keep the ongoing application active instead of restarting the process. Corbin commented on scheduling and the next steps including the floor plan design alternatives, construction means and methods, price design alternatives, entitlements with Town Council, the United States Forest Services (USFS), construction document drawings, building permit review, contractor and subcontractor selection, and a date to break ground including excavation and foundation. He stated that it is not likely that these steps will be completed in time to break ground this summer and that the restaurant could be constructed between April - December of 2008. Mayor Mercatoris read a letter of comment from Council Member Lewis, who was unable to attend today's meeting stating, "that the restaurant on Sam's Knob was to be operational 07/08-ski season and that he does not support extension of the deadline just to bring the Aspen Skiing Company into compliance with their schedule. I have previously offered compassion to the ASC for the USFS decision to reject their first building proposal. However, this does not change the facts. The P.C. recommends extension without penalty - NOT acceptable, 'The days of the "token wrist slap" are over.' I advocate leaving the current deadline and finding an acceptable mitigation to this gross default on the ordinance. Perhaps the ASC would like to voluntarily remove their exclusive right to 05-21-07tc Minutes Page 8 of 10 operating a ski rental entity at the base village. This would give us the "warm fuzzies" we so often like to chat about in our town and would provide a better overall experience for the guests during the construction years if and when the West Village Revitalization were to shut down a portion or all of their competition. I digress...deny the extension. " Council Member Wilkinson referred Council to packet page 103, line 151 and stated that he wanted to see more food services and a shelter to get out of the weather because of a significant change in climate in this location. He further stated that if Council allows the extension, the Applicant needs to then serve something and that a cookie shack isn't the answer to get thru the winter. He further stated that he does not want to get into penalty issues would like it stated that if this is not done for next winter then have it written as a penalty within the ordinance with consequences and incentives by 08/09. Council Member Sparhawk stated concern with the fact that Council did not hear of the list of things that needed to done until just a month ago stating that the Applicant was not going to break ground on April 16th. She further stated that this is impacting the public with the lines have been longer at the Ullrhof and Cafe Suzanne and she is most concerned about the housing in Sinclair and she supports everything her colleague Wilkinson proposed. Mayor Mercatoris stated that the requirements for food service is important and that he did not want to see the restaurant delayed and that it needs to be built properly. "Can you build it by 07/08 ski season, no; do I want to start fining a thousand dollars per day, no; am I disappointed, yes." I agree with my colleague John Wilkinson." He further stated that he is not excited about losing caretaker units. The Mayor stated that he has heard of the Sam's Knob Restaurant being more of a sit down exclusive supper club and that does not excite him either. Lastly, he stated that he is not happy where we are at and he knows we are here for good reasons and he does not expect the Applicant to solve it and he does support the Applicant's Minor PUD application. Council Member Mordkin disclosed that three weeks ago during a Monday night meeting at the Snowmass Club he had a meeting David Perry and that they did not discuss pending matters, rather they only discussed how communication and perception could be better between Town Council and the ASC. After further discussion, Council Member Mordkin made a motion to table further discussion until June 18, 2007 at which time Council may review the whole package, seconded by Council Member Wilkinson. Voting Aye: Arnold Mordkin, John Wilkinson, Mayor Mercatoris, and Sally Sparhawk. Abstained: None. Council Member Lewis was absent. Mayor Mercatoris continued the Public Hearing to the June 18, 2007 Town Council Meeting. Item No. 11: CONTINUATION OF PUBLIC HEARING AND DISCUSSSION - SAM'S KNOB RESTAURANT SPECIAL REVIEW APPLICATION FOR THE SNOWMASS MOUNTAIN SAM'S KNOB REPLACEMENT RESTAURANT AND OTHER INTERIM ANCILLARY FACILITIES ON SAM'S KNOB. Mayor Mercatoris opened the Public Hearing at 8:05 p.m. 05-21-07tc Minutes Page 9 of 10 Town Attorney John Dresser suggested that discussion of this item be continued to August 6, 2007 to allow staff enough time to touch base with the Applicant and see where they are in the design process at that point. Mayor Mercatoris continued further discussions of the Public Hearing of Sam's Knob Restaurant until the August 6, 2007 Town Council meeting and requested that the Applicant provide Council with an up-date of the June meeting. Local Resident Tom Yocum Commented on the Sun Deck in Aspen, which has one of the most spectacular views in the world and when people walk into the building you can't see it and ice comes off the roof. Yocum requested that during the review there be a procedure put in place that would prevent the same sort of situation from happening here. Item No. 13: MANAGER'S REPORT Rodeo Storage and Ticket Booth Sheds Base Village RFP Hotel Up-date The Town Manager Russ Forrest stated that the Snowmass Western Heritage Association (SWHA) has asked the Town to purchase three portable sheds to be used as storage sheds and ticket booths. In the past the Town has budgeted money for physical improvements for the Snowmass Rodeo but there is no funding for 2007. Since the Entryway project has made running the rodeo difficult the past two summers, staff recommends purchasing the sheds for SWHA's use at a cost not to exceed 8,000 and that because the purchase is for recreation purposes it is RETT eligible. There being no further discussion, Council consensus approved this request. Item No. 15: COUNCIL COMMENTS/COMMITTEE REPORTS/CALENDARS Council Cover Pape Council Member Sparhawk requested that staff go back to the old format with a quick one-page overview stating what the issue is and requesting Council's recommendation. Council Member Mordkin requested a one-page executive summary and that staff bold some of the more important points. C.0.R.E. Council Member Sparhawk reported as a Member of C.O.R.E., that they have received $40,000 for the pool and $90,000 for the solar installation and explained that - that comes out of rent which is a payment option for people who build homes that are energy efficient. She further stated that the Town has been tapping into a fund that we have not been paying into and requested that staff investigate a way to administer a program ourselves or have C.O.R.E. do it and whether or not we have a rent-type program? Forrest stated that staff would investigate implementation of a similar program and provide Council with findings with a onetime fee. Construction Management -Wood Road Closure Council Member Mordkin reported that he got an e-mail from Mr. Blumenthal, who stated that he had a conversation with Mr. Mak Keeling stated that they weren't putting curb and gutters in until the future and requested that staff provide Council with a reasoning for road closures within the community. 05-21-07tc Minutes Page 10 of 10 Sales Tax Report Council Member Mordkin stated that the Sales Tax Report does not make sense and brought to light the percentages of utilities tax went up 47.22% due to fact they are billing us all in the Village and then we are taxing that. He further requested a finite breakdown and a more defined explanation of the sales tax report. Brush Creek Trail Council Member Wilkinson thanked staff for asking Pitkin County to sweep Brush Creek Trail, which got swept this past Friday and is now clean. Item No. 14: APPROVAL OF MEETING MINUTES FOR: 02-26-07 Council Member Mordkin requested that the Clerks bring the February 26, 2007 Minutes back to Council for approval; due to the Granicus program we have syntax and tense errors. Mayor Mercatoris requested a correction to page 130 of the Minutes, 4t" paragraph, last sentence, Brush Creek Road are islands changed to Brush Creek Road islands. Council Calendars Sparhawk reported that she is not available for the next Town Council Meeting of June 4t". Wilkinson requested that staff find out when the next E.O.T.C. Meeting is and place it on the June calendar so that Council Members can plan to attend. Item No. 16: ADJOURNMENT There being no further business to discuss, Council Member Sparhawk made the motion to adjourn the Regular Town Council Meeting, seconded by Mayor Mercatoris. The Meeting adjourned at 8:55 p.M. Voting Aye: Mayor Douglas Mercatoris, Sally Sparhawk, John Wilkinson, and Arnold Mordkin. Abstained: None. Council Member Lewis was absent. Submitted By: Donna J. Garcia-Spaulding, Deputy Town Clerk C= 1 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 9 10 iP Town Council Meeting 4:00 p.m. Daylight savings ends 11 12 13 14 15 16 17 4t Veterans Day Observed 18 19 20 21 22 23 24 Town Council Meeting R 4:00 p.m. Thanksgiving Day 25 26 27 28 29 30 E= 1 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 Hanukkah Hanukkah Town Council Meeting 4:00 p.m. 9 10 11 12 13 14 15TOSV Holiday Move to Town Party Hall! 1 Approximately 3 Days 16 17 18 19 20 21 22 Town Council Meeting 4:00 p.m. 23 24 25 26 27 28 29 o- o Christmas TOSV office's closed 30 31 fi-yc New Year's Eve in 2001 Town Wide Construction Building Construction ROW Construction 5 - 10 Single Family Homes Entryway Improvements Town Hall Upper Kearns Road Wood Run Place Lower Carriage Way Snowmelt Crestwood Condos Wood Road Snowmelt Base Village Phase 1A Wood Road Bridge Base Village Phase 2A Brush Creek Bridge Rodeo Housing Phase 1 Brush Creek Restoration Ridge Condos Owl Creek Road Paving Club Commons II Sinclair Meadows Terracehouse Woodbridge Condos lj' r 3 i+' syi. Jt Yk } i [ • i:ar i ° - F kr [ M'` it t q,! Y+ x '* T x S.. n V` , N'.`• Jt : t y,,, i tnMr.«+ s .• wry, r7 y sa' S e, i .! ro i i tars" J P' x " i+T ,, A... ij' cd" A i, K,s ts arm fi ' = r• Sr;. s„ i ' F i Stl ` !:"``^ v` ti TJ 4". y .' r ' t lr b4N r ..`• y It N; ..,.!- +.; a, r,' 4 y';^' p q,'.'i . ._ Y i Y k fi r+fi `+•' ;&#' t, 4 , ES t.- 1T.` Sy Zr t,.- r er x:... f. 1 vDr y R2 F , . t6"• . ti n - • R x d -_ '; d ' y S." Ar V1nt Rld( In[? bs flt^ wk ry ti. d ,. raf f: s if r ,'. : a aura , y+' rc r.+ t k > p " 1 +? - ` t'Y vr , Is!! i* FGf., R '" f,. n } t tXlJt a i.- rry v ' rs ,- fs.. . i . qtr , e , u •. a, rj 4: t"- rf:• tf.. pe"'- ,.+?_{}, y`{^`` r",.: A p - r. v"t' J•Y u.^ "'.. vT SrtowmRSS V y vtyt,,.,. c+ f.^• G>: G, Q- - ft ! f,'''} x ' 4'F c 4. f1", CxY- r- r fit, t a• L ¢* P a- y srl.. FM1F x yr.' mAyu rr200% -- vll1" 4* X00EiPj oc Hbl ies IP' ofnto 9AtWO. 0,, 1" N Y,O. fi. 5. 8i78g39,»# W Str. t amin 1; 009'6 Town Wide Construction in 2008 Related WestPac Projects All Other Projects in Snowmass V ge Phase 15 5 - 10 Sin le Family Homes G ry pgg II Ent a ROW Improvements Brush Creek Road ROW Work Ridge Condominiums aso Vi Phase 2A Sam' s Knob Restaurant All shaded projects represent taxed projects Lower Carriage Way Cap Section Woodbrid a Condos Rode Phase 2 q Housi Timbermill Builling Remodel 4... Town Income from RWP = $ 600, 000 All Other Income = $ 40, 000 Town Wide Construction in 2009 Related WestPac Projects All Other Projects in Snowmass Basip M" a Phase 2A 5 - 10 Single Family Homes SnoWn- kmss Center Entryway ROW Improvements Brush Creek Road ROW Work Timberline Condos 0rush ovek Estates To of the Village Condos se 1° hase 1 B Enclave Condos B se a Phase 213 G I Rode Housing Phase 2 Timbermill Building Town Income from RWP = $ 300, 000 All Other Income = $ 15, 000 Town Wide Construction in 2010 Related WestPac Projects All Other Projects in Snowmass Bas, q Vi. ma e 5 - 10 Single Family Homes jpgyimj ss._ Cute{ Timberline Condos Brush Creek Road Roundabout Top of the Village Condos Enclave Condos Town Income from RWP = $ 300, 000 All Other Income = $ 0 Values are best guesses on 11- 5- 07 All information taken from Jason Haber' s presentation to the Town Council on April 2, 2007 ATTACHEMENT FOR NOVEMBER 5r" 2007 AGENDA ITEM NO .1 1 MODEL RETENTION SCHEDULE SCHEDULE NO. 1 BUILDING AND STRUCTURE RECORDS General Description: Records generally relating to structures and buildings and the construction permit and inspection functions of the municipality. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies:Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 1.10 Address History Files Records maintained as address history files to provide a chronological record and running history of building-related activities for each address located within the municipality. These files may include records listed elsewhere in the retention schedules, such as building and demolition permits, gas connection records, certificates of occupancy, building inspection reports, unsafe building actions, variances granted, zoning certificates and utility taps. Retention: Permanent files, exceptfollow retention schedules for purging of nonpermanent records 1.20 Applications for Building Permits Applications received by the municipality for the erection of new structures or modifications to existing structures. Applications for Building Permits Issued Retention: 180 days after completion iGRMRC A-sl<Amended2105> Applications for Building Permits Not Issued Retention: 180 days [GRMRC A-sl 1.30 Building and Demolition Permits Building Permits Permits issued by the municipality to authorize and allow construction-related activities such as construction, installation of plumbing, electrical or mechanical equipment, etc.) to proceed. Retention: Permanent iGRMRC A-sl Demolition Permits Permits issued by the municipality to authorize and allow demolition of buildings or structures to proceed. Retention: 10 years after demolition Fence Permits See Schedule 12 Permit Records,Fence Permits. Floodplain Building Permits Permits issued for construction within a Floodplain area, including elevation certificates, applications, review records, and related documentation. See also Schedule 11 Floodplain Records. Retention: 10 years after expiration, revocation or discontinuance of use 1.40 Building and Other Uniform Codes See Schedule 7 Code Book Records. 1.50 Building Board Case Files Records pertaining to cases or appeals heard by bodies such as the Fire Code Board of Appeals, Building Board of Adjustment or Building Board of Appeals, or similar boards charged with interpreting municipal code provisions relating to issues such as alternate building materials or methods of construction, and with review and decision-making authority regarding building, construction or similar matters. Retention: 20 years IcRMRC A-sl 1.60 Certificates of Occupancy Documents issued by the municipality after the permitted construction activity is completed as evidence that all minimum requirements have been met before the building or structure can be occupied and used. Retention: Permanent IcRMRC A-sl 1.70 Communication Tower Structures See Schedule 12 Permit Records. 1.80 Construction Drawings and Plans Blueprints and specifications submitted for municipal review as supporting documentation by building contractors or owners when applying for a building permit.' <Amended 1103> Nonresidential t Approved drawings and plans (final or as-built) submitted by those applying for a building permit for public buildings,or commercial, industrial or apartment structures. Amended1103> Retention: Permanent[GRMRC A-51 Duplicate Copies: 1 year. <Amended1103> Not Approved— Drawings and plans submitted by those applying for a building permit that were not approved. <Added ilo3> Retention: 2 years from the date of denial. <Addedrio3> Residential Approved drawings and plans (final or as-built) submitted by those applying for a building permit for residential or modular structures. <Amended 1103> Retention: 180 days after completion of the project or as directed by the adopted Uniform Building Code. <Amendedl103> Nonresidential structure drawings and plans are recommended for permanent retention because of the greater long-term liability risk for the inspecting municipality and the historical value of some of these documents. Not Approved— Drawings and plans submitted by those applying for a building permit that were not approved. <Addedlio3> Retention: 2 years from the date of denial. <Added1103> 1.90 Contractor's Licenses See Schedule 12 Licensing Records. 1.100 Downtown Redevelopment Projects See Schedule 7 Project Files. 1.110 Fees— Building Permit Records relating to the collection of building permit fees, impact fees, parkland fees and other fees collected by the municipality at the time of application for building permits. see Schedule 5 Accounts Receivable Records and Fee and Rate Schedules. 1.120 Fence Permits See Schedule 12 Permit Records. 1.130 Gas and Oil Drilling Structures See Schedule 17 Environmental Records. 1.140 Housing Rehabilitation Projects See Schedule 5 Grant Records and Schedule 7 Project Files. 1.150 Inspection Records Building Inspection Reports Records of final on-site inspections done by the municipality or by its agents to determine the compliance of building construction, electrical, plumbing, mechanical and other systems with building, fire, plumbing, mechanical requirements of the municipality, uniform codes and all other adopted model building standards adopted by the municipality. <Amended/7o3> Retention: Permanent[GRMRC n-5i Inspection Agencies See Schedule 7for applicable records,such as Agreements and Contracts. Soil Condition Reports Records of inspections of soil conditions, including nature, distribution and supporting ability of soils and rocks on building sites prior to issuance of building permits or approval of development proposals. Retention: 20 years + current IGRMRC n-5i Trailer/Mobile Home Inspection Reports<Arwnded i7o3> Records of inspections by the municipality or its agents of mobile home installations, anchoring, utility connections, etc. Retention: 1 year+current IGRMRC A-5i Unsafe Buildings Documentation of complaints, inspections, notifications corrective actions, closure and boarding, demolition and related actions relating to buildings and structures determined to be unsafe. Retention: 5 years after final action 1.160 Landmark and Historic Designations Records relating to local, state or federal historic designations for buildings, structures or districts within the municipality and preservation of historic structures. Retention: Permanent 1.170 Mobile Home Standards See Schedule 7 Regulations and Standards. 1.180 Policies and Procedures See Schedule 7 Policies and Procedures Documentation. 1.190 Registers and Ledgers Record books, ledgers or computer printouts that are kept to provide a listing of all issued building permits.The permit register may be the only record of the issuance of older building permits. Retention: 2 years + current, except retain permanently if the register or ledger is the only record of building permits issued[GRMRCA-sj 1.200 Regulations—Building See Schedule 7 Regulations and Standards. 1.210 Reports—Building Activity Summary housing reports and statistical compilations tracking building activity on a monthly or annual basis, including reports compiled for the U.S. Census Bureau, used to monitor growth and track building trends. See also Schedule llnspection Records;Schedule 7 Reports; and Schedule 11 Census and Population Records. Annual Reports and Compilations Retention: Permanent[GRMRC A-331 Monthly Reports Retention: 1 year+ current[GRMRC A-32] 1.220 Signs—Construction and Installation Records documenting permits for installations of billboards, signs and banners. For sign code,see Schedule 7 Code Book Records and Regulations and Standards. Retention: 2 years +current[GRMRC A-24] 1.230 Standards—Building See Schedule 7 Regulations and Standards. 1.240 Street Address and House Number Records Records pertaining to street dedications, street closings, the assignment and alteration of street names and house numbers, and similar records providing official control of the naming and numbering of municipal streets and addresses. Retention: Permanent 1.250 Violations— Building Code Documentation of cases heard by building review boards related to violations of building and other uniform codes, including hearing records, notices of violations and compliance Information. See also Schedule 1 Building Board Case Files and Schedule 14 Case Files. Retention: 20 years +Current[GRMRC A-6] Sch.No.2 Cemetery Records Page 1 of 2 SCHEDULE NO. 2 CEMETERY RECORDS General Description: Records relating to the administration, management and operation of municipally owned cemeteries. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 2.10 Burial Records Records documenting burials, such as burial permits and stubs, burial permit register, death certificates, deceased persons book, final disposition records, physician's report, and records of interment. Retention: Permanent [GRMRC A-71 2.20 Cemetery Boundary and Lot Records Records pertaining to the location, layout and ownership of the cemetery and individual cemetery lots or mausoleums, including abandonment records, block books, cemetery maps, foundation order books, indexes (alphabetical and location), plat books, and records of deeds issued and stubs. Retention: Permanent [GRMRC A-71 2.30 Cemetery Financial Records Records of financial transactions for the cemetery needed to document perpetual care arrangements and lot ownership or burials, including accounts receivable ledger, cashbook and receipts. Retention: Permanent [GRMRC A-7] 2.40 Policies and Procedures See Schedule 7 Policies and Procedures Documentation. 2.50 Regulations and Standards Sch.No.2 Cemetery Records Page 2 of 2 See Schedule 7 Regulations and Standards. 2.60 Rules— Cemetery See Schedule 7 Regulations and Standards. 2.70 Vandalism Records Records and summary reports of vandalism at cemeteries. Retention: 2 years + current Sch.No.3 Election Records Page 1 of 9 SCHEDULE NO. 3 ELECTION RECORDSZ General Description: Records documenting the administration of municipal elections conducted by the municipality and in coordination with the county. The specified retention periods apply to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Contested Elections: Destruction of nonpermanent election records is authorized at the end of the specified minimum retention period provided there was no contested election. However, if the election is contested, a letter from the District Court must be submitted to the State Archives with the certificate of compliance documenting the destruction of the records. Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 3.10 Absentee Voter Records Records documenting the casting of and accounting for absentee ballots, including absentee voter affidavits and oaths, applications for absentee ballots, lists prepared by the municipal clerk of electors receiving absentee ballots, absentee ballot return envelopes and receipts of election judges for absentee ballots and ballots cast by absentee voters. See also Schedule 3 Ballots. Retention: 6 months after election [GRMRC A-11] 3.20 Ballot Issue Comments Written comments received from persons eligible to vote in the municipal election that are to be summarized in the ballot issue notice mailed to registered elections [CRS 1-7- 901]. Retention: 6 months after election 3.30 Ballots The official list showing all candidates, ballot issues and ballot questions upon which an eligible elector is entitled to vote at an election, including ballots that are unused, voted, absentee, defective, spoiled, replacement, or mailed and returned by post office as undeliverable to inactive voters in mail ballot elections. Sch.No.3 Election Records Page 2 of 9 Retention: 6 months after election or until time has expired for which the ballots would be needed in any contested proceedings, except retain one copy of each type of sample ballot permanently in master election file and dispose of other sample ballots immediately after election [GRMRC A-11; CRS 31-10-606, CRS 31-10-616(1)] 2 CRS 31-10-616(2) requires the municipal clerk to preserve all election records and forms for at least six months after the election. Typically, a permanent file is retained by the municipal clerk for the preservation of election materials to be retained permanently. 3.40 CAMPAIGN REPORTS AND STATEMENTS <Amended 12104> Affidavits, reports and statements regarding campaign committees, contributions and expenditures, required by the provisions of Colorado law. <Added 12104> Candidate Affidavits <Added 12104> Affidavits required by CRS 1-45-110 to be filed by candidates for municipal office within 10 days of becoming a candidate, certifying that the candidate is familiar with the Fair Campaign Practices Act. Candidate Affidavits—Elected Candidates <Added 12104> Retention: 1 year after elected candidate leaves office [CRS 1-45-112(b)] Candidate Affidavits— Unsuccessful Candidates <Added 12104> Retention: 1 year from date of filing of affidavit [CRS 1-45-112(b)] Committee Statements of Organization <Added 12104> Statements made regarding the registration of various types of election committees, required by CRS 1-45-108. Candidate Committee Statements—Elected Candidates <Added 12/04> Retention: 1 year after elected candidate leaves office [CRS 1-45-112(b)] Candidate Committee Statements — Unsuccessful Candidates <Added 12/04> Retention: 1 year from filing of statement [CRS 1-45-112(b)] Issue Committee Statements <Added 12104> Retention: 1 year from date of filing of statement [CRS 1-45-112(b)] Sch.No.3 Election Records Page 3 of 9 Contribution and Expenditure Reports<Added 12104> Reports of contributions and expenditures required under the provisions of CRS Title 1, Article 45 for elected and defeated candidates, independent expenditures, and issues committees. Candidate (Elected) Committee Reports<Added 12104> Reports of candidates and organized candidate committees required by CRS 1-45-108. Retention: 1 year after elected candidate leaves office [Model 3.4 (2003), CRS 1-45-112(b)] Candidate (Unsuccessful) Committee Reports<Added 12104> Reports of candidates and organized candidate committees required by CRS 1-45-108. Retention: 1 year from date of filing of report [Model 3.4 (2003), CRS 1-45- 112(b)] Independent Expenditure Statements<Added 12104> Statements required by CRS 1-45-107 for persons making independent expenditures in support of or in opposition to a candidate or to convey a political message. Retention: 1 year from date of filing of statement [CRS 1-45-112(b)] Issue Committee Reports<Added 12104> Reports of committees organized in support of or in opposition to election issues, required by CRS 1-45-108. Retention: 1 year from date of filing of report [CRS 1-45-112(b)] 3.50 Certifications of Election Certificates of Votes Cast Certificates of election judges showing the votes cast for candidate by office. Retention: 6 months after election [GRMRC A-11] Certified Statement and Determination of Persons Elected Sch.No.3 Election Records Page 4 of 9 Certification of the municipal election results prepared by the municipal clerk. Retention: Permanent [GRMRC A-11] 3.55 coordinated election records <Added 12104> Records generated with regard to the conduct and results of coordinated elections held in conjunction with the County. Note: Most records pertaining to coordinated elections are the responsibility of the County Clerk. Some coordinated election records are retained by the Municipal Clerk as the official record of the municipality's portion of the election. Abstracts of Votes Cast— County Issued<Added 12104> County's abstract of votes cast (certification of election results) relating to municipal issues that were on the coordinated election ballot. Retention: Permanent Ballot Certifications<Added 12104> Municipal Clerk's official certification to the County Clerk of the ballot language for any measures appearing on the municipality's portion of coordinated election ballot. Retention: Permanent Ballot Review Drafts<Added 12104> Drafts of ballot language and proposed ballot layout exchanged with County. Retention: 6 months after election 3.60 Election Judges Records Records pertaining to the election service of election judges. Acceptances to Serve Written acceptance of commitment to serve as election judge, alternate judge or clerk of election. Retention: 6 months after election [GRMRC A-11] Expense Statements Statement of expenses of election judges and supporting documentation such as receipts. Sch.No.3 Election Records Page 5 of 9 Retention: Until audited Instructions Written instructions issued to election judges regarding conduct of election. Retention: 2 years + current Lists of Election Judges Listings prepared by the municipal clerk of election judges and alternates names, addresses and telephone numbers. Retention: 6 months, except retain one copy of list for use at next election [GRMRC A- 11] Oaths—Election Judges See Schedule 3 Oaths and Affidavits. 3.65 MAIL BALLOT ELECTION RECORDS <Added 12104> Records relating to mail ballot elections conducted by the municipality pursuant to State law, including affidavits of voters requesting replacement ballots, ballots (cast, duplicated, rejected, undeliverable, unused), paper or electronic poll books, mail ballot return verification envelopes, mail ballot processing logs, electronic or hard copy voter registration lists, written TABOR comments, and other mail ballot administrative records. Retention: 25 months after election [CRS 1-7-802] Unused Replacement Ballots<Added 12104> Ballots that were available but were not used for voters who did not receive a mail ballot for some reason, who had moved without changing voter registration address, etc. Retention: After challenge period for the election has passed [CRS 1-7- 802] 3.70 Maps— Election Maps showing precinct and ward or district designations and boundaries for municipal elections. See also Schedule 7 Maps and Drawings. Retention: Permanent [GRMRC A-17]3 3.80 Nomination Records Sch.No.3 Election Records Page 6 of 9 Records relating to the submission of nomination petitions for elective municipal office. Objections to Nomination Petitions Retention: 6 months after election [GRMRC A-11, CRS 31-10-616] Petition for Nomination See Schedule 3 Petitions — Election. Withdrawal from Nomination Retention: 6 months after election [GRMRC A-11] s Election maps have historical value for election analysis, as evidence of evolution and growth of the community and as documentation of precinct and Ward/District boundary changes. 3.90 Notices of Election Copies of notices required to be posted, published or mailed regarding the municipal election, including the "ballot issue notice" required by Section 20(3)(b) of Article X of the State Constitution containing summaries of comments on ballot issues. Retention: 6 months after election, except retain one copy permanently in master election file [GRMRC A-11] 3.100 Oaths and Affidavits Sworn statements made by electors or election officials, including oaths or affidavits made by electors at the time of registration, judges and clerks of election, by electors requesting absentee ballots, at the time of a challenge of an elector's right to vote, oaths of watchers and substitute watchers and similar documents. Retention: 6 months after election or until time has expired for which election documentation would be needed in any contested proceedings [GRMRC A-11] 3.110 Petitions — Election Annexation Election Petitions Petitions for the conduct of an election to determine whether property should be annexed to the municipality [CRS 31-12-107]. Retention: Permanent Certifications of Petitions Sch.No.3 Election Records Page 7 of 9 Certifications prepared by the municipal clerk regarding the sufficiency or insufficiency of election petitions. Retention: Permanent Charter Initiative Petitions Petitions submitted by citizens to place initiated Charter amendments on a municipal election ballot. Retention: 3 years after submission, except retain one copy of representative pages permanently for historical purposes in master election file. [GRMRC A-8] <Amended 2/05> Initiative Petitions Petitions submitted by citizens in accordance with legal requirements regarding the placement of citizen-initiated measures on the municipal election ballot. Retention: 3 years after submission, except retain one copy of representative pages for historical purposes in permanent election file. [CRS 31-11-117]4 <Amended 2105> 4 GRMRC A-11 specifies two years. The model retention schedule follows the requirement set out in state law. Nomination Petitions Petitions circulated and submitted for the placement of a candidate's name on a municipal election ballot. Elected Candidates Retention: 2 years after election, except retain for 4 years if term of office of elected official is 4 years [GRMRC A-11] Unsuccessful Candidates Retention: 2 years after election <Amended 1103> Protest Records— Petitions Records relating to protests submitted to the municipal clerk, protest process and hearings and findings of the municipal clerk regarding the protest. Retention: Follow retention period for the specific type of petition Sch.No.3 Election Records Page 8 of 9 Recall Petitions Petitions submitted in accordance with legal requirements by citizens demanding the removal of an elected municipal official from office. Retention: 2 years after election, except retain one copy of representative pages for historical purposes in permanent election file [GRMRC A-11] Referendum Petitions Petitions submitted by citizens in accordance with legal requirements requesting that legislation previously adopted by the governing board be repealed or placed on a municipal election ballot for consideration by the voters. Retention: 3 years after submission, except retain one copy of representative pages for historical purposes in permanent,election file. [CRS 31-11-117]5 <Amended 2105> 3.120 Polling Records Poll Books A list kept by election judges of eligible electors to whom ballots are delivered or who are permitted to enter a voting machine for the purpose of casting their votes at an election. Retention: 2 years + current [GRMRC A-11] Poll Lists Lists of registered electors for the election provided to election judges for use in verifying voter registrations at polling places. Retention: 6 months after election [GRMRC A-11] Poll Site Records Documentation of selection of site and arrangements for use as a polling place. 5 GRMRC A-11 specifies two years. The model retention schedule follows the requirement set out in state law. Retention: 6 months after election, except retain contact information and summary of problems until after the next election Voter Signature Forms Forms signed by voters at the polls to establish identity and request a ballot. Sch.No.3 Election Records Page 9 of 9 Retention: 45 days after election [GRMRC A-11] 3.130 Receipts and Accounting Forms Receipts for Transfer of Election Materials. Documentation for the receipt or transfer of election-related materials between the municipal clerk's office and election judges, including receipts for absentee ballots, ballot boxes (duplicate copy retained by municipal clerk), registration book, etc. Retention: 6 months after election [GRMRC A-11] Statement of Judges Statement of election judges accounting for ballots voted, spoiled, delivered to voters, unused and returned to municipal clerk, etc. Retention: 6 months after election 3.140 Tabulation Records Abstract of Election Summary of election results for the precinct posted in a conspicuous location by the judges of election. Retention: 6 months after election Tally Lists Worksheets included in poll books or prepared by the municipal clerk for use of the judges of election to keep track of votes cast at the time ballots are opened and read. Retention: 6 months after election Tabulation Test Results Records of testing of the tabulation equipment prior to and/or after the machine tabulation of ballots. Retention: 6 months after election or until such time has expired for which the ballots would be needed in any contested proceedings Sch.No.4 Town Clerk Entities Appointed by Municipality Such as Town Boards Page 1 of 3 SCHEDULE NO. 4 ENTITIES APPOINTED BY MUNICIPALITY6 General Description: Records regarding the composition, operation, proceedings and enactments of the boards, commissions, committees, authorities, task forces and similar bodies appointed by the governing body or municipal officials. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). See Schedule 7 Committees — Internal for records of staff and other internal committees and Schedule 7 External Groups and Agencies for records kept by the municipality of outside groups and entities not appointed by the municipality. Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record COPY. 4.10 Agendas Listings showing date, time and locations of official meetings and items to be discussed by committee members at regularly scheduled, special, and emergency public meetings. Retention: Permanent [GRMRC A-4] 4.20 Appointments and Resignations Records of appointments to and resignations from the entity, including lists of members. Retention: 1 year + current after end of service 4.30 Building Board Case Files See Schedule 1 Building Board Case Files. 4.40 Bylaws Documents adopted by entities to set out guidelines regarding the operation of the entity's governing board. Retention: Permanent [GRMRC A-4] 4.50 Goals Sch.No.4 Town Clerk Entities Appointed by Municipality Such as Town Boards Page 2 of 3 Formally adopted strategic plans, work plans or policy agendas established by the entity. Retention: Permanent 4.60 Minutes and Supporting Documentation The official record of proceedings of regular, special and emergency meetings and all supporting documentation such as exhibits or other material referenced in the minutes. Retention: Permanent [GRMRC A-18] 6 Note regarding records of other agencies and entities: Records provided to the municipality for informational purposes by entities that are not a part of the municipal government are in general not to be treated as municipal records for retention purposes. For example, the minutes of the board of directors of an agency not appointed by the municipality would be a record of that entity and would need to be retained by the municipality only until the information is no longer needed for municipal purposes. 4.70 Notices — Meetings Documentation of compliance with laws requiring posting and distribution of notices of public meetings. Retention: 1 year + current [GRMRC A-41 4.80 Oaths of Office Oaths taken by appointed officials upon taking office. Retention: Term of office + 1 year [GRMRC A-22] 4.90 Packets Distributed to Appointed Entities Batches of information periodically distributed to members of the board, commission or entity for informational purposes, typically including copies of correspondence, minutes for review, agenda material, staff memos, etc. Retention: 3 years + current [GRMRC A-41 4.100 Recommendations Written recommendations to the governing body or other entities rendered in an advisory or decision-making capacity. Sch.NoA Town Clerk Entities Appointed by Municipality Such as Town Boards Page 3 of 3 Retention: 2 years + current, except retain recommendations that have enduring historical or policy value permanently 4.110 Reports Written reports regarding the operations or activities of the appointed entity. Annual Reports Retention: Permanent [GRMRC A-33] Monthly Reports Retention: 1 year+ current, provided information is incorporated into annual report GRMRC A-32] Quarterly Reports Retention: 2 years + current, provided information is incorporated into annual report GRMRC A-32] 4.120 Tapes of Meetings Audio or video recordings of official meetings typically made for use in preparing the minutes or transcripts of the meeting. Executive Sessions Retention: 90 days after meeting [CRS 24-6-402(2)(d.5)(II)(E)] Open Meetings Retention: 6 months after approval of the minutes [GRMRC A-4] Sch.No.5 Financial Records Page 1 of 24 SCHEDULE NO. 5 FINANCIAL RECORDS General Description: Records documenting and ensuring accountability for the receipt and expenditure of public funds. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Conies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record COPY. 5.10 Accounts Payable Records Records that serve as the basis for payment of bills by the municipality, including copies of bills paid, copies of checks, invoices, purchase orders and receiving reports, and correspondence with vendors. Accounts Payable Records in General Retention: 6 years + current [GRMRC F-3] Balance Sheets Retention: Until updated [GRMRC F-3] Bills Paid Retention: 6 years + current [GRMRC F-3] Invoices and Statements Retention: 6 years + current [GRMRC F-3] Publication of Bills Paid See Schedule 7 Affidavits of Publication. Reports of Bills Allowed Listings of bills presented to the governing body or other authority for payment authorization. Sch.No.5 Financial Records Page 2 of 24 Retention: 6 years + current [GRMRC F-3] Charge Slips and Credit Card Statements Documentation of charges for items such as printing and meals or credit card transactions. Retention: 2 years + current [GRMRC F-10] Credit Card Records Records of credit cards issued to the municipality for municipal use. Retention: 1 year + current after cancellation Expense Records Records maintained to document travel, mileage, claims for reimbursement and other expenses of municipal officials while on municipal business, including requests, authorizations, reimbursements and other similar transactions. Retention: 2 years, provided audit has been completed Form 1099 Sent to vendors such as contractors when the vendor's charges for services exceed 600 for the year. Retention: 4 years Petty Cash Records Records of petty cash fund account and requests for petty cash for various purposes. Retention: 1 year + current [GRMRC F-3] Purchasing Records See Schedule 5 Purchasing Records. Vendor Files Files maintained as a unit to track accounts payable activity for specific vendors, including information such as Federal Taxpayer Identification Number, name and address, correspondence, copies of checks, etc. Retention: 6 years + current Sch.No.5 Financial Records Page 3 of 24 5.20 Accounts Receivable Records Records that serve as the basis for collection of amounts owed by vendors, organizations and citizens having accounts with the municipality, and documentation of billing and collection of monies. Accounts Receivable Records in General Retention: 2 years + current [GRMRC F-31 Balance Sheets Retention: Until updated [GRMRC F-3] Cash Books, Receipts and Reports Cash book showing receipts, cash account pre-edit listing, daily cash reports and other documentation of receipt of monies for fees, parking tickets, rentals, registrations, etc. Retention: 2 years + current [GRMRC F-10] Cash Register Validation Tape Retention: 1 year + current [GRMRC F-31 Fee Receipts See Cash Books, Receipts and Reports above. Invoices and Statements Issued by Municipality Billings by the municipality to outside companies or institutions for damages, supplies, services or repairs, etc. Retention: 6 years + current [GRMRC F-3] Utility Billing Records See Schedule 5 Utility Billing. 5.30 Agreements and Contracts — Financial See Schedule 7Agreements and Contracts. 5.40 Audit Records Records documenting external audits of the financial position of the municipality. Sch.No.5 Financial Records Page 4 of 24 Agreements —Audit Services See Schedule 7Agreements and Contracts. Audit Reports Annual or special reports prepared by external auditors examining and verifying the municipality's financial activities or the financial activities of a fund, department or other component of the municipal government [CRS 29-1-606]. Retention: Permanent [GRMRC F-4] Audit Work Papers Documentation consisting of routine correspondence with auditors and copies of municipal records compiled for use by auditors in performing an audit. Retention: 2 years + current after completion of audit 5.50 Bank Records Records documenting the current status and transaction activity of municipal funds held at banks. Bank Records—In General Retention: 2 years + current [GRMRC F-3] Bank Statements Monthly statements showing the amount of money on deposit to the credit of the municipality. Retention: 6 years + current [GRMRC F-31 Check Records Cancelled Checks Retention: 6 years + current [GRMRC F-31 Duplicate Copies of Checks Carbon copies or photocopies of checks issued and maintained solely as a quick reference source. Retention: 1 year + current Sch.No.5 Financial Records Page 5 of 24 Register— Check Chronological listing of check entries. Retention: 6 years + current Stubs — Check Retention: 1 year + current [GRMRC F-3] Voided Checks <Added 2105> Retention: 1 year + current <Added 2105> Certificates of Deposit See Schedule 5 Investment Records. Deposit Pass Books Records of municipal savings account deposits, withdrawals and balances. Retention: 6 years + current Deposit Slips Bank cashiers' slips showing amount and date of deposit of monies into municipal accounts. Retention: 1 year + current [GRMRC F-3] Money Market Certificates See Schedule 5 Investment Records. Reconciliations Retention: 6 years + current [GRMRC F-3] Savings Bond Records See Schedule 5 Investment Records. Trial Balances Retention: 2 years + current [GRMRC F-31 Sch.No.5 Financial Records Page 6 of 24 5.60 Bids See Schedule 5 Purchasing Records. 5.70 Billing Records See Schedule 5 Accounts Receivable Records and Utility Billing, 5.80 Bond Issue Records Bond Issue Files Records that document the authorization to finance municipal improvements through bonded indebtedness and implementation of municipal bond issues, including bond anticipation notes, industrial development revenue bonds, general obligation bonds, revenue and refunding bonds, water bonds and special improvement bonds; usually include correspondence and general documentation, authorizations supporting financial arrangements, bond ratings, contracts or sales agreements, and sample copies or specimens of bonds sold as evidence of municipal indebtedness. Retention: 2 years after final payment Bond Issue Proceedings Books Certified record of proceedings relating to a bond issue, containing specimen (usually original) documents related to the approval process and issuance of bonds typically compiled in book form for presentation to the municipality by the bond agent or bond counsel. Retention: Permanent Bonds, Notes and Coupons Paid Canceled or redeemed bonds and coupons received from paying agents throughout the lifetime of the bond issue; cancelled upon receipt. Retention: 1 year after maturity [GRMRC F-6] Bond Registers and Ledgers Used to document the redemption of coupons for municipal bonds. Bond registration and redemption transactions may be handled by a bond registration or paying agent for some municipalities. Retention: Permanent [GRMRC F-6] 5.90 Bonds— Public Officials Sch.No.5 Financial Records Page 7 of 24 See Schedule 15 Bonds. 5.100 Budget Records Budget—Final Adopted Final financial plan for the budget period established by the municipality as approved by the governing body for the allocation and budgeting of all expenditures of the municipality. Retention: Permanent [GRMRC F-8] Duplicate Copies: Until superseded Budget— Preliminary Draft version of the budget presented for public inspection and review prior to consideration of the budget by the governing body. Retention: 1 year after adoption of final budget Duplicate Copies: Until final budget is adopted Budget Reports Monthly or Quarterly Reports Periodic reports regarding the status of receipts and disbursements in comparison to the adopted budget. Retention: 2 years + current Year-End Reports Summary annual budget reports compiled at year-end. Retention: 6 years + current Budget Work Papers Papers used to assist in the preparation and review and decision-making processes for department budget requests, including reports, budget instructions, worksheets, spending plans, budget proposals, financial forecasting reports and similar records. Retention: 1 year + current [GRMRC F-9] 5.110 Cemetery Financial Records Sch.No.5 Financial Records Page 8 of 24 See Schedule 2 Cemetery Financial Records. 5.120 County Revenue Programs See Schedule 5 Government Revenue Programs. 5.130 Expense Records See Schedule 5 Accounts Payable Records. 5.140 Federal Revenue Programs See Schedule 5 Government Revenue Programs. 5.150 Fee and Rate Schedules Written documentation of fees and rates collected by the municipality for various services. See also Schedule 5 Accounts Receivable Records for fee collection records. Retention: Retain current and previous schedules 5.160 Financial Guarantees Records relating to the acquisition and release of various forms of financial guarantee -- including escrow accounts, letters of credit, liens, promissory notes — required by the municipality from other parties to ensure performance, payments or the completion of certain specified actions, such as the completion of projects, required improvements or the payment of delinquent bills or assessments. Retention: 1 year after expiration, completion of guaranteed project (if applicable) or release of the guarantee by the municipality 5.170 Financial Reports See Schedule 5 Reports - Financial. 5.180 Fixed Asset Records Inventories and listings kept to track and control the fixed assets of the municipality, including buildings, real estate, office equipment, tools, machinery and other equipment. Acquisitions See Schedule 16 Acquisition Records. Annual Reports Sch.No.5 Financial Records Page 9 of 24 Worksheets compiled for annual reports listing totals of all fixed assets, purchases and disposition of assets. Retention: Until superseded Auction Records Summary reports and other records of municipal property sold at public auction. Retention: 2 years + current [GRMRC F-11] Depreciation Detail Retention: 3 years + current Disposition Records Records of disposal of municipal property (nonreal estate) and unclaimed, abandoned or confiscated property such as bicycles and vehicles by competitive bidding or destruction, including date, department name, description of item, value, disposition, method and reason for disposition, condition, value and approvals. Retention: 3 years + current after disposition of property Fixed Asset Files Listings of all municipal property (buildings and real estate), vehicles, equipment and furniture. Includes description, cost, date purchased, location, name of vendor and depreciation. Retention: 10 years Inventories— Fixed Assets Listings of expendable and nonexpendable property of the municipality, including buildings, real estate, vehicles, furniture, equipment, supplies and other items owned or administered by the municipality. Retention: Until revised [GRMRC A-37] Surplus Property Records Documentation of the sale of surplus real property, including invitations, bids, acceptances, lists of materials, evidence of sales and related correspondence. See also Schedule 16 Sale or Transfer of Property Records. Retention: 6 years after final payment Sch.No.5 Financial Records Page 10 of 24 5.190 Franchise Records Records pertaining to the award, operation or termination of a license or franchise granting to any person or entity the right or privilege to erect, construct, operate or maintain upon, over or across the streets or alleys of the municipality a street railway, electric light plant or system, gasworks, gas plant or system, geothermal system, solar system, or telegraph or telephone system, or other similar services and the collection of franchise fees or occupation taxes from franchise holders [CRS 31-32-101]. Retention: 6 years + current after expiration of franchise and completion of all terms and conditions of the franchise, except retain register or other listings of franchises permanently 5.200 Fund Records See also Schedule 5 Accounts Receivable Records and Accounts Payable Records for fund receipts and expenditures. Fund Establishment Records pertaining to the creation and purposes of special funds that are separate from the General Fund. Retention: Permanent Trust Fund Records Documentation of bequests to the municipality. Retention: 2 years after trust fund closed 5.210 Government Revenue Programs Records pertaining to governmental programs allocating state or federal revenue sharing funds to municipalities for specific purposes. See also Schedule 5 Grants. County Bridge and Road See State Revenue Programs below and Highway Users Tax Fund (HUTF) below. Federal Revenue Programs Community Development Block Grant(CDBG) See Schedule 5 Grant Records. Federal Excise Tax Sch.No.5 Financial Records Page 11 of 24 Exemption certificates from gasoline vendors issued to the municipality, which are required for allowance of federal tax credits for vendors to bill less the excise tax. Retention: 6 years + current Revenue Sharing Documentation and reports of the municipality's receipt and reallocation of federal revenue sharing funds, including public notices, expenditure records and reports, project records, financial and payroll records, etc. See also Schedule 7 Project Files. Retention: 6 years + current [GRMRC F-11] Instructions for Completing Government Forms Retention: Until superseded or obsolete State Revenue Programs Cigarette Tax Records of allocations to and receipt by the municipality of taxes collected on tobacco sales within the municipality. Retention: 6 years + current Conservation Trust Fund(Lottery) Records of allocations to and receipt by the municipality of lottery funds. Retention: 6 years + current Highway Users Tax Fund(HUTF) Records pertaining to the receipt by the municipality of HUTF funds from the State of Colorado to be allocated for expenditure for the construction, engineering, reconstruction, maintenance, repair, equipment, improvement and administration of the system of streets, public highways or state highways within the municipality [CRS 43-4-208]. Retention: Permanent [GRMRC F-13] Severance Tax Sch.No.5 Financial Records Page 12 of 24 Records of allocation to and receipt by the municipality of a portion of revenues collected by the State on the basis of residence of severance taxpayer employees [CRS 29-110(1)(c)]. Retention: 6 years + current 5.220 Grant Records Files pertaining to applications for grants and the administration, monitoring and status of grants received by the municipality from private and governmental sources. See also Schedule 5 Government Revenue Programs. Audits — Grants See Schedule 5 Audit Records. Awarded Grants Documentation of awarded grants that are accepted by the municipality, including records of grant application, performance under the grant, grant contracts and agreements, annual and final performance reports. Retention: Duration of grant + 6 years [GRMRC F-12] Rejected Grants Documentation of grants applied for by the municipality and either rejected by the grantor or not accepted by the municipality. Retention: 2 years + current after rejection or withdrawal [GRMRC F-12] Reports— Grant-Funded Programs Periodic reports on the administrative and fiscal operations of federal- or state-funded programs compiled on a monthly, quarterly or semi-annual basis. Retention: 3 years after completion of all applicable audits Supporting Documentation Background supplemental information relating to grant applications and administration. Retention: 3 years after conclusion of the grant 5.230 Improvement District Records Sch.No.5 Financial Records Page 13 of 24 Records relating to the creation, assessment and operation of general or special improvement districts established for the purpose of making improvements. Assessment Roll Listing of property owners assessed for improvement district improvements. Retention: 12 years + current [GRMRC F-141 Improvement District Case Files Master files relating to the creation, establishment, boundaries and purposes of the improvement district. Retention: Permanent Payment Receipt Records Retention: 6 years + current Tax Receipt Stubs Retention: 10 years + current [GRMRC F-141 5.240 Insurance Records Certificates of Insurance Documentation provided by insurance providers as proof of insurance coverage for specific purposes. Major Municipal Projects Retention: 10 years after substantial completion Other Certificates of Insurance Retention: 6 years after expiration Claim Records Records of claims for damages made by the municipality against other parties and made by other parties against the municipality. Sch.No.5 Financial Records Page 14 of 24 Claim Records Statements of claims and completed claim forms. See also Schedule 13 Claims. Retention: 6 years + current [GRMRC F-151 Claim Reports Summary reports regarding handling and disposition of claims made against the municipality and/or its insurance company by other parties. Retention: 6 years + current [GRMRC F-15] CIRSA7 Records See Claim Records above and Insurance Policies below. Employee Insurance Claim Records Records pertaining to employee claims for medical, dental, long-term disability and other insurance coverage. See also Schedule 15 Benefits. Retention: 3 years + current after incident is closed and all rights of appeal have expired GRMRC P-13] Colorado Intergovernmental Risk Sharing Agency. Insurance Policies Documents issued by the insurance company to outline liability, theft, fire, accident, property damage and other coverage and risk control standards for the municipality under the insurance policy. Retention: 6 years after expiration of policy, or after all claims made under the policy are settled, whichever is later [GRMRC F-15] Risk Management Policies See Schedule 7 Policies and Procedures Documentation. Unemployment Insurance See Schedule 15 Unemployment Insurance. Workers'Compensation Sch.No.5 Financial Records Page 15 of 24 See Schedule 15 Workers' Compensation. 5.250 Inventories See Schedule 5 Fixed Asset Records. 5.260 Investment Records Records documenting various investments made by the municipality. Bank Statements —Investments Retention: 2 years after investment ends Certificates of Deposit Retention: 6 years + current after maturity [GRMRC F-3] Certificates of Deposit—Registers Retention: 6 years after maturity [GRMRC F-3] <Amended 1103> Investment Policies See Schedule 7 Policies and Procedures Documentation. Money Market Certificates Retention: 6 years + current after maturity Reports—Investment of Funds Retention: 10 years,provided audit has been completed Savings Bond Records Retention: 6 years + current after final payment [GRMRC F-3] Stocks and Bonds Retention: 6 years + current after disposition Treasury Bills and Notes Retention: 6 years + current after maturity 5.270 Ledgers and Journals Sch.No.5 Financial Records Page 16 of 24 General Ledger Year-end summary of receipts and disbursements by account and fund reflecting the general financial condition and operation of the municipality. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries. Retention: Permanent [GRMRC F-16] Subsidiary Ledgers and Journals Daily, monthly or quarterly transaction detail showing receipts and expenditures such as depositor payment amount, date, payee, purpose, fund credited or debited, and check number; provides backup documentation to General Ledger. In General Retention: 2 years Payroll Register— Year-End See Schedule 15 Payroll Records. 5.280 Loan Records Records of loans entered into by the municipality. See also Schedule 5 Grant Records. Public Improvement Loans Significant loans obtained to finance public improvements. Retention: Follow retention period specified for type of project records (see Schedule 7 Project Records) if a specific retention period is not specified by the loaning agency Routine Loans Minor loans obtained for purposes other than public improvements. Retention: 6 years + current after payment and cancellation 5.290 Payroll Records See Schedule 15 Payroll Records. 5.300 Purchasing Records Sch.No.5 Financial Records Page 17 of 24 Records pertaining to procurement of services or commodities, including purchase requisitions, purchase orders, vouchers, field orders, work orders, invoices and supporting documentation for purchases. Purchasing Records in General Retention: 6 years + current Agreements—Procurement See Schedule 7 Agreements and Contracts and Project Files. Advertisements for Bids See Schedule 7Affidavits of Publication. Auction Records See Schedule 5 Fixed Asset Records. Bids Bids, quotes and proposals regarding services and commodities received by the municipality in response to solicitations. Accepted Bids Received from successful bidders. Retention: 6 years + current after acceptance of the bid [GRMRC F-5] Rejected/Unsuccessful Bids <Amended 1103> Received from unsuccessful bidders. Retention: 2 years + current [GRMRC F-5] Unsolicited Bids Received from bidders without solicitation from the municipality. Retention: 2 years + current Lease-Purchase Records Records pertaining to the acquisition of property by lease-purchase transactions. Sch.No.5 Financial Records Page 18 of 24 Retention: Term of lease-purchase arrangement + 6 years Procurement and Purchasing Policies Directives, memoranda or manuals pertaining to policies established by the municipality for the procurement of commodities and services. See also Schedule 7 Policies and Procedures Documentation. Retention: Permanent Duplicate Copies: Until superseded Purchasing Control Forms Purchase orders, purchase requisitions, field purchase orders, vouchers and other forms documenting the procurement process. Retention: 6 years + current [GRMRC F-20] Solicitations and Specifications Requests for proposals (RFPs), requests for quotations (RFQs), and other solicitations by the municipality for competitive bids, proposals or quotes for the provision of services or commodities; includes bid specifications. Retention: 6 years + current State Bid List Retention: Until superseded Vendor Lists Listings of vendors providing goods and services to the municipality, usually including names, addresses, phone numbers, description of goods or services provided. Retention: Until superseded or obsolete 5.310 Rate Schedules See Schedule 5 Fee and Rate Schedules. 5.320 Receipts— Fees Paid See Schedule 5 Accounts Receivable Records. 5.330 Reports— Financial Sch.No.5 Financial Records Page 19 of 24 Reports created for internal use to document the status of funds, bank accounts, investments and other accounting of municipal funds, including financial projection reports. Annual Financial Reports Statistical reports on the financial affairs of the municipality or specific departments, including a statement on the value of all municipally owned property and an accounting of all income and expenditures in relationship to the final budget. Retention: Permanent Audit Reports See Schedule 5 Audit Records. Budget Reports See Schedule 5 Budget Records, Comprehensive Annual Financial Report(CAFR) See Schedule 15 Audit Records. County Treasurer's Reports Periodic reports of the County Treasurer regarding the distributions of taxes collected on behalf of the municipality, including information regarding taxes collected, interest and fees. Retention: 10 years + current Payroll Reports See Schedule 15 Payroll Records. Revenue and Expenditure Reports Reports including information regarding cost analysis, itemized expenditures and revenue sharing. Retention: 6 years + current [GRMRC F-11] Departmental Expenditure Reports Retention: 1 year + current [GRMRC F-11] Sch.No.5 Financial Records Page 20 of 24 Financial Reports—Monthly Retention: 2 years + current [GRMRC F-11] 5.340 Tax Collection Records Cigarette Tax See Schedule 5 Government Revenue Programs. Federal Excise Tax See Schedule 5 Government Revenue Programs. Franchise Taxes See Schedule 5 Franchise Records. Highway Users Tax Fund(HUTF) See Schedule 5 Government Revenue Programs. Licenses Issued to Municipality License certificates which are typically posted in the municipal clerk's office that are issued by other agencies to the municipality, including State sales tax license, withholding tax registration, State certificate of exemption, etc. Retention: 1 year after expiration Property Tax Records Records pertaining to the municipality's property tax assessment, including mill levy certifications to the County, notices of assessed valuation received from the County, abstracts of assessment and registers or listings of property tax assessed on parcels of land in the municipality. Retention: Permanent Real Estate Transfer Tax Records <Added 2105> See Sales and Use Tax Records. Sales and Use Tax Records Records pertaining to the collection and refund of sales and use tax, including sales tax collection reports. Sch.No.5 Financial Records Page 21 of 24 Applications—Sales Tax Retention: 2 years + current after business terminates [GRMRC F-21] Audits— Sales Tax Retention: 3 years + current [GRMRC F-21] Delinquent Sale&Vse Tax Notices Retention: 5 years + current [GRMRC F-21] Master File— Sales Tax Retention: Until updated [GRMRC F-211 Motor Vehicle Sales Tax Receipts Retention: 1 year + current [GRMRC F-21] Register— Sales and Use Tax See also Schedule 5 Ledgers and Journals. Retention: Permanent [GRMRC F-21] Returns—Sales and Use Tax Retention: 3 years + current [GRMRC F-21] Transaction JournaULog Record of sales and use tax daily transactions. Retention: 2 years + current [GRMRC F-21] Severance Tax See Schedule 5 Government Revenue Programs. 5.350 Travel Expenses See Schedule 5 Accounts Payable Records. 5.360 Utility Billing Records relating to the billing of customers for utility services. Sch.No.5 Financial Records Page 22 of 24 Account History Listing Retention: 2 years + current after account closed [GRMRC F-221 Adjustment Records Records documenting account adjustments to customer accounts for water, sewer, power or other utility services provided by the municipality. Retention: 2 years Billing Journals Utility billing journals and registers for water, sewer or electric service. See also Schedule 5 Ledgers and Journals. Retention: 6 years + current [GRMRC F-22] Cash Receipt Journals Retention: 2 years + current [GRMRC F-22] Initial Status Report Retention: 1 year+ current [GRMRC F-22] Meter Records Records relating to installation or removal of utility service meters and meter readings for water or electric service. Calibration and Testing Records Documentation of testing and calibration of municipally operated water and power meters for accuracy. Retention: Life of equipment + 1 year Meter Books Used to record readings of customer's utility usage for billing purposes. Retention: 2 years + current [GRMRC F-221 Meter Deposit Receipts Retention: 1 year + current [GRMRC F-22] Sch.No.5 Financial Records Page 23 of 24 Meter Installation, Maintenance and Repair Retention: 2 years Meter Location Records Retention: 1 year after removal of meter Meter Orders Retention: 1 year + current [GRMRC F-22] Meter Reading Exception Report Retention: 1 year + current [GRMRC F-22] Meter Reading Sheets Retention: 2 years + current Nonpayment Billing Notices <Amended 1103> Records of notices sent to utility customers regarding nonpayment of utility billings and termination of service. First and Second Notice Retention: 6 months [GRMRC F-22] Third Notice Retention: 1 year [GRMRC F-22] Security Deposit Records Records documenting customer payment of a security deposit to receive water, sewer, power or other utility services. Retention: 2 years after refund or last action Service Orders New Service Orders Records documenting new utility service. Retention: 1 year + current [GRMRC F-22] Sch.No.5 Financial Records Page 24 of 24 Trouble Orders Records documenting utility service complaints and problems. Retention: 1 year + current [GRMRC F-22] Turn-Off Orders Records documenting the termination of utility service. Retention: 2 years + current [GRMRC F-22] Statements Water and sewer billing statements or invoices. Retention: 3 years + current [GRMRC F-22] 5.370 Warrants/Checks See Schedule 5 Accounts Payable. 5.380 Worksheets — Financial Documents such as rough notes, calculations or drafts assembled or created and used to prepare or analyze other documents; spreadsheets, worksheets, preparatory notes, tentative financial estimates and projections, and other documentation of a preliminary or deliberative and transitory nature. See also Schedule 7 Worksheets and Drafts. Retention: Until no longer needed Sch.No.6 Fleet and Equipment Records, I.T., Page 1 of 5 SCHEDULE NO. 6 FLEET AND EQUIPMENT RECORDS General Description: Records documenting the acquisition and operation of municipally owned or leased vehicles and equipment. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 6.10 Agreements — Acquisition, Lease, Maintenance and Service See Schedule 7 Agreements and Contracts. 6.20 Auction Records See Schedule 5 Fixed Asset Records. 6.30 Bills of Sale Bills of sale documenting acquisition or disposition of vehicles or equipment by the municipality. Retention: Until after audit of records pertaining to disposition of vehicle or equipment 6.40 Communications System Licenses Licenses issued by the Federal Communications Commission (FCC) or other agencies for radio system and other communication system operations of the municipality, and supporting documentation. Retention: 1 year after expiration of license 6.50 Computer System Records Records pertaining to the installation and operation of computer systems and software used by the municipality. Computer Backup Documentation Sch.No.6 Fleet and Equipment Records, I.T., Page 2 of 5 Documentation related to regular computer records backups. Retention: 1 year after superseded or obsolete Computer System Maintenance Records Documentation of maintenance of municipal computer systems. Retention: Life of system or component + 1 year Computer System Program Records Documentation pertaining to development, installation, modification, troubleshooting,. operation and removal of software from municipal computer systems; records required to plan, develop, operate, maintain and use electronic records; system specifications, file specifications, codebooks, record layouts, user guides and output specifications. Retention: Until superseded or no longer needed to retrieve or read data and information that is stored electronically Computer System Security Records documenting security of the municipality's computer systems, including employee access requests, passwords, access authorizations and similar documentation. Retention: 3 years after superseded Computer System Wiring Documentation of the wiring of the municipality's computer network system, including blueprints, diagrams and drawings of layout and installations of fiber optics, computer networks, cables, computer equipment connections and similar documentation. Retention: Current and previous versions Electronic Mail See Schedule 7 Electronic Records. Software Management Documentation of the use of software in municipal information systems, including records of software purchases, inventories, software and site licensing, copyright compliance and upgrades. Sch.No.6 Fleet and Equipment Records, I.T., Page 3 of 5 Retention: 2 years after disposal or upgrade of software Website Development and Evolution Documentation of development and changes to the municipality's website. Retention: Under Review <Amended 1103> 6.60 Equipment Records Records pertaining to major mechanical systems in municipally owned facilities, including fire and water detection alarm systems; heating, ventilation, air conditioning HVAC) and similar mechanical systems; disaster warning systems; elevators; sump pumps; power generators; etc. See also Schedule 6 Telephone System —Municipal Buildings. Retention: Life of equipment + 1 year 6.70 Fuel Records Records pertaining to fuel usage by municipal vehicles and equipment, including periodic fuel usage reports. Retention: 2 years 6.80 Insurance Coverage See Schedule 5 Insurance. 6.90 Inventories — Fleet and Equipment Listings of vehicles, equipment and similar property owned by the municipality. See also Schedule 5 Fixed Asset Records — Inventories. Retention: Until revised [GRMRC A-37] 6.100 Lease-Purchase Records See Schedule 5 Purchasing Records. 6.110 Maintenance and Safety Records Driver Vehicle Inspection Reports Vehicle inspection reports and documentation of corrective actions taken by motor carriers or their agents with regard to defects or deficiencies noted during the inspection Sch.No.6 Fleet and Equipment Records, I.T., Page 4 of 5 prior to operation of a motor vehicle. Note: A legible copy of the last vehicle inspection report is to be carried in the vehicle. See also Schedule 6 Vehicle Histories. Retention: 3 months [49 CFR 396.11 and 49 396.13]8 Inspection and Maintenance Documentation — Public Safety Records and reports pertaining to maintenance and inspections performed for public safety vehicles and equipment. Retention: Life of unit + 1 year [GRMRC PSF-6] Work Orders See Schedule 6 Work Orders. 6.120 Manuals — Vehicles and Equipment Manuals provided by the vendor regarding specifications and proper installation, operation and maintenance of vehicles or equipment. Retention: Life of unit + 1 year [GRMRC A-37] 6.130 Office Equipment Records Records pertaining to the acquisition, installation and operation of office equipment used by the municipality. See also Schedule 6 Computer System Records. Retention: Life of equipment + 1 year 6.140 Policies and Procedures See Schedule 7 Policies and Procedures Documentation. 6.150 Purchasing Records See Schedule 5 Purchasing Records. 6.160 Telephone System — Municipal Buildings Information pertaining to the acquisition, installation and operation of the internal telephone system used at the municipal building and other municipal facilities. Retention: Life of system + 1 year 6.170 Unclaimed Personal Property Sch.No.6 Fleet and Equipment Records, I.T., Page 5 of 5 See Schedule 5 Fixed Asset Records — Disposition Records. 6.180 Vehicle Histories Records outlining the acquisition and maintenance history of a vehicle, often stored in the vehicle. See also Schedule 6 Maintenance and Safety Records. Retention: Life of vehicle + 1 year [GRMRC A-37] 8 GRMRC PSF-6 specifies retention of daily inspection reports for 1 year + current provided incorporated into maintenance and inspection record. 6.190 Vehicle Registration Certificates Documentation issued by the County motor vehicle department providing information regarding vehicle licensing and ownership, ownership taxes paid and vehicle identification number. Retention: Until superseded or disposition of vehicle 6.200 Vehicle Titles Title proving ownership of motor vehicles owned by the municipality. Retention: Transfer to new owner upon disposition of vehicle 6.210 Warranties Records of manufacturer's warranties and guarantees relating to operation or replacement of vehicles, equipment or components. Retention: Life of equipment or expiration of warranty + 1 year, whichever is later GRMRC A-37] 6.220 Work Orders Documentation of requests and authorizations for work performed with regard to vehicles and equipment. Retention: 1 year + current [GRMRC A-41] Sch.No.7 General Admin. Records Page 1 of 22 SCHEDULE NO. 7 GENERAL ADMINISTRATIVE RECORDS General Description: General administrative records include those for which the 'record" copy is kept by the municipal clerk or another office and for which duplicate copies are widely distributed throughout the organization for reference or informational purposes. This schedule also addresses records that are typically kept by any number of departments in an organization, such as project records. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 7.10 Affidavits of Publication Proof of publication provided by newspapers regarding publication of ordinances, public hearing notices, bid solicitations, bond redemption notices, payment of bills, etc. Affidavits of publication are also sometimes known as "legals" or "proofs." Retention: 6 years + current, unless it provides the only existing copy of a permanent document [GRMRC A-29] 7.20 Agreements and Contracts Agreements and contracts of various kinds that document some form of agreement that is enforceable by law between the municipality and other parties, including but not limited to intergovernmental agreements, memoranda of understanding, franchise agreements, lease agreements, professional services agreements, etc. Note: See other Schedules for various types of agreements and contracts. Retention: 6 years + current after expiration or fulfillment of all terms of the agreement or contract, whichever is later, provided that audit has been completed and that the agreement or contract no longer has any binding effect; except prior to destruction, evaluate for continuing legal, administrative or historical values 7.30 Associations and Organizations See Schedule 7 External Groups and Agencies and Memberships. 7.40 Awards and Honors 1 Sch.No.7 General Admin. Records Page 2 of 22 Awards and honors received by the municipality, departments or municipal programs from various public or private sources. Retention: Permanent 7.50 Charter Records Charter Proceedings Records relating to the adoption, amendment or repeal of Home Rule Charters or provisions of the Charter. See also Schedule 3 Petitions — Election. Retention: Permanent [GRMRC A-8] 9 GRMRC A-3 specifies retention for 6 years + current as long as contract remains active. Charters—Published Governing documents for Home Rule Municipalities that are typically published separately or as part of the municipal code book. Retention: Permanent Duplicate Copies: Until superseded 7.60 Code Book Records Codes Adopted by Reference Includes model traffic code, uniform building and construction codes, fire codes and supplements to such codes, and other similar codes adopted by ordinance for the municipality. Retention: Retain 1 copy permanently for historical purposes [GRMRC A-9] Duplicate Copies: Until superseded Codifications/Supplements All versions of codifications of municipal ordinances typically called the Municipal Code and all supplements containing amendments to the initially adopted Code. Retention: Permanent 2 Sch.No.7 General Admin. Records Page 3 of 22 Duplicate Copies: Until superseded 7.70 Committees— Internal Records of committees, task forces or other types of groups composed of members of the staff and/or other municipal entities that meet on an ongoing basis or that are set up for specific purposes. Examples include staff meetings, employee safety committees, teams established to work on municipal issues, etc. Ongoing Committees Retention: 2 years + current, provided records have no enduring value Special Committees Retention: Until work of committee concludes, provided records have no enduring value 7.80 Complaints, Routine Service Requests and Nonl3inding Petitions Communications of various types that convey objections, dissatisfaction or disagreement with actions or positions taken or not taken by the municipality; routine requests for service or information; and petitions with no legal effect that are submitted to the municipality to express the opinions of the signers. See also Schedule 8 Minutes and Supporting Documentation. Retention: 1 year + current after response or action by the municipality 7.90 Correspondence and General Documentation Correspondence is a written communication that is sent to or received by 1 or more individuals via the U.S. mail, private courier, facsimile transmission or electronic mail see Schedule 7 Electronic Maio, including letters, postcards, memoranda, notes, telecommunications and any other form of addressed, written communications that are sent or received by the municipality. The term general documentation is intended to cover a wide variety of records created in the normal course of business. Calendars and Notes Records kept to document and facilitate the routine planning and scheduling of meetings, appointments and similar activities; includes calendars, appointment books, telephone messages, notes, diaries and similar records with routine content. Retention: 1 year Enduring Long-Term Value 3 Sch.No.7 General Admin. Records Page 4 of 22 Documentation or correspondence with enduring and long-term administrative, policy, legal, fiscal, historical or research value; records that relate to policy issues and actions or activities in which an important precedent is set; records of historic events relating to the municipality or the community; and other similar records and documentation. Retention: Permanent [GRMRC A-1] Routine Value Operating documentation that is routine and contains no significant administrative, legal, fiscal, historical, informational or statistical value. Includes routine letters or memoranda sent and received, reading or chronological files that are kept solely for convenience and contain duplicates of memos or letters that are also filed elsewhere, routine requests for information, transmittal documents, etc., and includes e-mail. <Amended 1/03> Retention: 1 year+ current [GRMRC A-2] Transitory Value General documentation of extremely short-term value, including advertisements, drafts and worksheets, desk notes, copies of materials circulated for informational "read only" purposes, other records with preliminary or short-term informational value, and includes e-mail. <Amended 1103> Retention: Until material has been read 7.100 Electronic Records Computer-Maintained Records Records manipulated and stored using computer technologies. Retention: Follow the retention schedule for the specific type of record Electronic Mail Electronic mail is an electronic message that is transmitted between 2 or more computers or electronic terminals, whether or not the message is converted to hard copy format after receipt and whether or not the message is viewed upon transmission or stored for later retrieval, including electronic messages that are transmitted through a local, regional or global computer network [CRS 24-72-204.5]. Retention: Follow the retention schedule for the specific type of record 7.110 Event Records 4 Sch.No.7 General Admin. Records Page 5 of 22 Records pertaining to promotion and organization of special and historic community events or celebrations in which the municipality has a role, such as festivals, fairs, rodeos, 4th of July celebrations, pioneer days, Christmas lighting, etc. Retention: 2 years after event concludes, except retain records documenting significant aspects of the event permanently 7.120 External Groups and Agencies Records provided to the municipality for courtesy or informational purposes from associations, organizations, groups and agencies that are not part of the municipal organization but which have some form of association or relationship with the municipality. See also Schedule 7 Memberships. Retention: Until no longer needed for municipal reference or informational purposes 7.130 Forms — Blank Blank forms are not considered to be records and should be separated from the municipality's records. However, a master forms file may be maintained to track the evolution of the form and instructions regarding use of the form. Retention: Until superseded, except retain 1 copy permanently if a master forms file is maintained Duplicate Copies: Until superseded 7.140 General Subject Files Files containing correspondence, reports, technical papers, studies, reference materials and other records related or received in the general administration of a program or in the daily management of departments or offices. General Administrative Records Records of a general administrative nature that are created or received in the course of administering programs, including daily, weekly or monthly activity reports which are summarized in an annual report. See also Schedule 7 Program Records and Reports. Retention: 1 year + current or until no longer needed for reference Housekeeping Files Records of a general housekeeping nature that are maintained by an office and that do not relate directly to the primary program responsibility of the office. Includes records 5' Sch.No.7 General Admin. Records Page 6 of 22 such as charity fund drives, office parties, custodial service requests, parking space assignments, telephone and fax logs, and distribution of keys. Retention: Until no longer needed for reference Policy and Program Development Records Records documenting the formulation and adoption of policies and procedures and the functions of the municipality or its departments. Includes narrative or statistical reports, related correspondence on program activities, organizational charts and mission statement studies regarding municipal or department operations, and records related to significant events in which the municipality, departments or individual offices participated. See also Schedule 7 Program Records. Retention: Permanent Technical or General Reference Files <Amended 2105> Non-record copies of articles, periodicals, reports, studies, vendor catalogs and similar materials that are needed for reference and information but are not considered to be part of the office's records. See also Schedule 7 External Groups and Agencies. Retention: Until no longer needed for reference 7.150 Legislation and Regulatory Actions External Records such as review copies of proposed or adopted state or federal bills, legislation or regulations; notices of proposed rulemaking by federal or state agencies. Retention: Until no longer needed for reference Internal See Schedule 8 Governing Body as Another Decision-Making Body. 7.160 Mailing and Distribution Records Documentation of transactions with the U.S. Postal Service or private carriers. Certified Mail Return Receipts Receipts returned by the post office to document that the recipient received a mailing sent by the municipality. 6 Sch.No.7 General Admin. Records Page 7 of 22 Retention: 2 years after matter referenced in mailing is concluded Envelopes Envelopes that contained communications received by the municipality. Retention: Dispose of immediately, unless needed in rare circumstances as documentation of mailing and receipt dates Mailing and Distribution Lists Lists of names and addresses compiled for various mailings, such as billings, notifications, community outreach and other administrative purposes. Retention: Until superseded or obsolete Meeting Notification Lists Listings kept of persons who, within the previous 2 years, have requested advance notification of all meetings or meetings with specific content [CRS 24-6-402(7)]. Retention: Until updated Record of Mailing Documentation of mailing dates, content of mailings and addressees for mailing sent by the municipality for various purposes. Retention: 2 years Undeliverable Mailings Mailings (excluding mailed ballots) sent by the municipality that were returned as undeliverable. Retention: 2 years after matter referenced in mailing is concluded 7.170 Manuals and Handbooks See Schedule 6 Manuals —Vehicles and Equipment and Schedule 7 Policies and Procedures Documentation. 7.180 Maps and Drawings Wide range of maps, drawings, architectural, cartographic and engineering records, including maps, charts, photomaps, field survey notes, map history case files and map 7 Sch.No.7 General Admin. Records Page 8 of 22 and drawing finding aids; graphic representations at reduced scale of selected physical and cultural features of the surface of the earth; architectural and engineering drawings depicting concepts and precise measurements needed to plan and build static structures, such as buildings, bridges and streets; design and construction drawings for major municipal projects; maps and drawings stored and generated by Geographic Information System (GIS) and computer-aided design (CAD) systems; "as built' drawings of municipal facilities; annexation and development plats and plans; various construction drawings and renderings; municipal boundary maps, election precinct and ward or district maps, zoning district maps; USGS topographical maps of the area; and other similar documents. Retention: Permanent Duplicate Copies: Until superseded or no longer needed for reference GIS Records <Added 12104> Geospatial data that is used to describe a particular location, area or feature. Records include software, input (including electronic source data and data from source documents), data in electronic format, output to paper, disk, tape or other storage medium generated by the system, and documentation needed to facilitate human understanding of the system. Back-ups and Historical Snapshots— GIS <Added 12104> Back-up records retained for disaster recovery purposes and historical snapshots electronic format) retained for historical and reference purposes containing all GIS data layers and associated attribute files, GIS user production areas, the operating system and other miscellaneous software. Back-ups for Disaster Recovery Purposes <Added 12I04> Daily Back-up <Added 12104> Retention: 2 weeks Monthly Back-up <Added 12104> Retention: 1 year Replicate Copies <Added 12104> Copies retained on other work unit servers, in offsite data warehouse, on "read-only" municipal system, or elsewhere, either onsite or offsite. Retention: Until superseded by new version of back-up 8 Sch.No.7 General Admin. Records Page 9 of 22 Historical Snapshots <Added 12104> Retention: Permanent Data Documentation and Metadata <Added 12104> Records created during development or modification of an automated system, which are necessary to access, retrieve, manipulate and interpret data in that system and records that explain the meaning, purpose, structure, logical relationships and origin of the data elements. Data documentation includes data dictionaries (containing information about data layers, format and other documentation), file layouts, code books or tables, definition files and information regarding the retention period for the data and associated data documentation as well as information regarding the frequency of historical snapshots of the data and data documentation. Data documentation includes metadata data about the data), i.e. the description of the data resources, its characteristics, location, usage, etc. Metadata is used to identify, describe and define user data. Condensed(Temporary) Metadata <Added 12104> Temporary.generic information that provides a dataset list (Word document) and basic information about datasets, pending the storage of 'real' metadata with datasets on the GIS; includes dataset name, definitions and descriptions, data locations, significant items in attribute (tabular) data, etc. Retention: Until superseded by metadata stored on GIS Data Documentation and Metadata — Nonpermanent GIS Records <Added 12104> See also Datasets and Data Files— Temporary. Note: Obsolete temporary datasets are to be purged from the system prior to each annual GIS snapshot. Retention: 1 year after superseded, or until deletion of database Data Documentation and Metadata — Permanent GIS Records <Added 12104> This retention schedule applies only to documentation relating to databases containing permanent information. Important Note: Permanent data and its associated metadata and data documentation is retained permanently only in its most updated form unless the dataset is to be captured at specific points in time via a historical snapshot. See also Datasets and Data Files. Retention: Until superseded Datasets and Data Files— Permanent<Added 12104> 9 Sch.No.7 General Admin. Records Page 10 of 22 A dataset is group of related records that are organized and treated as a unit or any set of data that has a common theme or similar attributes. The term is used interchangeably with the term data file. Datasets are part of the GIS database. A data layer refers to a conceptual grouping of data that share common characteristics, such as a layer composed of base or thematic data, e.g. roads (base) or wildlife habitat (thematic). Geographic data combines and links graphic representations of features or events found on the earth with corresponding tabular (attribute) data. Important Note: Permanent data is retained permanently only in its most updated form unless the dataset is to be captured at specific points in time via a historical snapshot. Aerial Photograph and Image Datasets <Added 12104> Photographs and digital images of the earth that have been taken from airborne vehicles to evaluate, measure or map selected features of the landscape. Retention: Until superseded Base Datasets <Added 12104> Core data working files that are sets of information providing a background orientation for another layer of primary focus. Examples: ground and water features (roads, streams, lakes, canals, railroads, etc.) and parcels, addresses, quarter sections, etc. Retention: Until superseded Building and Structure Datasets <Added 12104> Building footprints, public buildings, building inspection zones, building permits, etc. Retention: Until superseded Business Information Datasets <Added 12104> Business locations, licensed establishments, etc. Retention: Until superseded Census Datasets <Added 12104> Census block groups, census tract boundaries, census update boundaries, etc. Retention: Until superseded Communication System Datasets <Added 12104> Fiber optic network installations. 10 Sch.No.7 General Admin. Records Page 11 of 22 Retention: Until superseded Emergency Dispatch Datasets <Added 12104> Emergency telephone dataset used for emergency services dispatch. Retention: Until superseded Engineering Datasets <Added 12104> Street standards and facilities, etc. Retention: Until superseded Environmental Datasets <Added 12104> Geologic data, soils data, radon data, etc. Retention: Until superseded Facilities Datasets <Added 12104> Community facilities locations, municipal buildings and facilities, natural areas, parks, protective services facilities, public art locations, school locations, trails, pedestrian and bicycle trails, etc. Retention: Until superseded Jurisdictional Boundary Datasets<Added 12104> Municipal limits, election boundary maps, boundary maps of political subdivisions and taxing districts, enterprise zones, historic districts, protective services patrol and enforcement areas, school district boundaries, urban growth area maps, zip code boundaries, other municipalities, etc. Boundaries —Municipal Jurisdictional Units<Added 12104> Retention: Until superseded Boundaries— Other Jurisdictions<Added 12104> Retention: Until superseded Land Use and Planning Datasets<Added 12104> 11 Sch.No.7 General Admin. Records Page 12 of 22 Annexations, pending and approved developments, neighborhood planning areas, habitat data, current and proposed land uses, corridor study data, airport impact data, comprehensive plan (Structure Plan) data, transit routes, travel corridors, vacant land inventories, current and proposed zoning, zoning violations, etc. Retention: Until superseded Stormwater and Flooding Datasets <Added 12104> Base flood elevations, storm drainage basins, floodplains and floodways, historic flooding data, facility inventories, monitoring system data, etc. Retention: Until superseded Transportation System Datasets <Added 12104> Alley and street system data, bicycle and bus routing data, master street plan, street maintenance data, traffic flow data, etc. Retention: Until superseded Datasets and Data Files— Temporary<Added 12104> Assessor Datasets<Added 12104> GIS data layers containing property or land ownership information obtained from the County Assessor. Retention: Until superseded Symbol Datasets <Added 12104> Municipal logo, highway marker symbols, parking lot symbols and similar mapping symbols used for printing purposes. Retention: Until superseded Temporary Data —In General<Added 12104> Datasets or data subsets created for one-time or short-term use or for the creation of various versions of mapping products. Retention: 30 days after use, unless the customer requests that the temporary dataset be retained for possible future use. Note: Temporary datasets will appear on periodic computer back-up tapes, and those that are obsolete should be purged from the system before capturing the annual historical snapshot of GIS. 12 Sch.No.7 General Admin. Records Page 13 of 22 Fee Collections <Added 12104> Records of orders and receipts for payment from external customers for mapping products. Retention: 2 years + current Finding Aids <Added 12/04>See Data Documentation and Metadata. Policy Documentation - GIS <Added 12104> Records of GIS policies including those covering access and security, systems development, data retention and disposition, data distribution, rules governing issuance of data, and data ownership, etc. Retention: Permanent Processing Files <Added 12104> System logs and other processing files (electronic or printed on demand); including work files, test files, input/source files, intermediate input/output files, valid transaction files, documentation of users and operations, and audit trail files. Retention: Follow system schedule Source Documents — GIS <Added 12104> Raw data or documents or "source records" containing images and/or data provided to GIS in hard copy, microform or electronic format. Note: Metadata should include information regarding the source of the data. Externally Acquired Source Material <Added 12104> GIS input and auto cad system input regarding plats and subdivisions, field book information, legal descriptions, images of plats, data and other source material acquired from other agencies and organizations. Retention: Until uploaded to GIS, provided source of data is noted in data documentation Internally Acquired Source Material <Added 12104> Replicate Source Data — Municipal Departments <Added 12104> Retention: Until uploaded to GIS 13 Sch.No.7 General Admin. Records Page 14 of 22 Surveying Source Data <Added 12104> Municipal surveyor's reports and field notes from property surveys used to identify monuments, landmarks, buildings, etc. Engineering control and survey point data. Legal descriptions developed from surveys and surveying data returned from field instruments including horizontal angles, slope distance, horizontal distance, zenith angles, sun observations, drawings, etc. Retention: Until data is transferred to GIS Standards <Added 12104> Requirements that are intended to make hardware, software and data compatible and that cover data capture, accuracy, sources, base categories, output, and data element dictionaries. Retention: Life of GIS Website Records <Added 12104> Annual snapshot of GIS web page (electronic format). Retention: Permanent 7.190 Maps— Informational Maps that are acquired from external sources and are used for municipal reference and informational purposes for the municipality or the public, such as county maps. Retention: Until superseded or no longer needed for reference 7.200 Memberships Records of memberships that are paid for by the municipality of municipal officials, employees or the municipality as an organization in professional associations and organizations such as the Colorado Municipal League, the Association of Records Managers and Administrators, the U.S. Conference of Mayors, and similar professional or municipal associations and organizations. Retention: 2 years 7.210 Minutes See Schedule 4 Minutes and Supporting Documentation; Schedule 7 Committees — Internal; and Schedule 8 Minutes and Supporting Documentation. 14 Sch.No.7 General Admin. Records Page 15 of 22 7.220 News Clippings See Schedule 9 Scrapbooks. 7.230 News Releases See also Schedule 7 Public Relations Records. Releases—Policy or Historical Value Prepared statements or announcements issued to the news media announcing municipal events, new programs, program changes or termination, major shifts in policy and changes in officials or senior administrative personnel. Retention: Permanent [GRMRC A-19] Releases — Routine Prepared statements or announcements of minor or routine events, activities, etc. Retention: 3 years + current [GRMRC A-20] 7.240 Organization Files Records that contain organization charts, reorganization studies and similar information that illustrates or provides a detailed description of the arrangement and administrative structure of the municipality. Retention: Permanent 7.250 Petitions, Objections and Remonstrances See Schedule 7 Complaints, Routine Service Requests and Nonbinding Petitions; Schedule 7 Correspondence and General Documentation; and Schedule 3 Petitions— Election. 7.260 Policies and Procedures Documentation Written instructions, rules and guidelines in manual form documenting current and past authorized municipal policies and procedures, including departmental or organization- wide directives, policy or operations manuals, instruction manuals, handbooks and memoranda setting out responsibilities and guidelines or outlining policies and procedures. See also Schedule 7 General Subject Files — Policy and Program Development Records. 15 Sch.No.7 General Admin. Records Page 16 of 22 Clerical Manuals—Routine Retention: 2 years after superseded or obsolete Manuals from External Sources Retention: Until superseded or no longer needed Policies and Procedures Documentation —In General Documentation, including written materials such as personnel policy manuals and standard operating procedures, that would be useful in establishing past policies or procedures in liability cases, personnel disputes and other circumstances. Retention: Permanent Duplicate Copies: Until superseded 7.270 Program Records Records pertaining to ongoing or special events or activities held at municipal facilities and programs provided by the municipality as recreational or cultural amenities for the community. See also Schedule 7 General Subject Files — Policy and Program Development Records. Districts Records of districts that provide program services to municipal residents, such as recreation districts, library districts, etc. See Schedule 7 External Groups and Agencies. Facility and Program Use Records Records relating to registration and admission to programs sponsored by the municipality, room and facility reservation sheets, permits for facility or park usage, annual or seasonal passes for recreational programs, program and event descriptions, documentation of public use of facilities for which formal registrations or permits are required, etc. <Amended 2105> Retention: 1 year + current [GRMRC A-24] Fees and Rates See Schedule 5 Accounts Receivable Records and Fee and Rate Schedules. 16 Sch.No.7 General Admin. Records Page 17 of 22 Liability Waivers Forms signed by program participants to release the municipality from any liability related to various activities. Retention: 3 years + current Library Records Records pertaining to the operation of a library by the municipality. Book Requisitions Retention: 1 year + current [GRMRC A-14] Catalogs Finding aids in card or computer form that provide patrons with access to library holdings. Retention: Until superseded or obsolete Circulation Statistics Retention: Permanent [GRMRC A-14] Gift Register Retention: Permanent [GRMRC A-14] Interlibrary Loan Transactions/Reciprocal Borrowing Sheets Retention: 3 years + current [GRMRC A-14] Patrons'Registration Forms Retention: 6 years + current [GRMRC A-14] Museum Accession and Donation Records Records documenting the acquisition and ownership of museum materials in museums, local history collections, and similar collections or repositories owned and operated by the municipality. Retention: Permanent 17 Sch.No.7 General Admin. Records Page 18 of 22 Other Programs Sponsored by Municipality Documentation needed for reference in developing future programs, including program flyers, press releases, etc. Examples of municipal programs include recreation, senior citizen and youth programs.;See Schedule 7 General Subject Files — Policy and Program Development Records. Support Groups —Municipal Programs Groups organized in support of municipal programs, such as senior citizen community groups, youth groups, Friends of the Library or Museum, and similar groups. See Schedule 7 External Groups and Agencies. Sister City Program Records of participation of the municipality in sister programs with cities in other countries, including documentation of selection of sister cities, administration of the program, exchange visits, photographs and related documentation. Retention: Permanent 7.280 Project Files Major Projects Records of major projects, goods and services acquired relating to capital improvements and permanent assets of the municipality; design, engineering, construction, repair and/or major maintenance of municipally owned buildings, facilities, roadways, utilities, public works and other infrastructure valued at over $ threshold to be determined by each individual municipality]. Project files may include documentation such as final project reports, specifications and contract documents, notices to proceed and of final settlement, project pay estimates, change orders and correspondence and general documentation. Retention: Permanent Minor Projects Records of minor projects, goods and services acquired relating to capital improvements, design, engineering, construction, repair and/or maintenance of municipally owned buildings, facilities, roadways, utilities, public works and other infrastructure under $ in value [threshold to be determined by each individual municipality]. Project files may include documentation such as final project reports, specifications and contract documents, notices to proceed and of final settlement, project pay estimates, change orders and correspondence and general documentation. 18 Sch.No.7 General Admin. Records Page 19 of 22 Retention: 2 years after project completion, provided there is no legal or administrative value Project Bonds Labor and Materials Bonds Surety or other types of bonds received from contractors to guarantee payment by the contractor to workers, subcontractors and suppliers. Retention: 6 years + current [GRMRC F-7] Performance and Payment Bonds Surety or other types of bonds received from contractors to guarantee performance and payments for municipal projects. Retention: 1 year + current after project completion [GRMRC A-28] Project Control Files Contain routine memoranda, preliminary reports, and other general documentation and records documenting assignments and the progress of projects. Note: Does not include final reports, which are to be retained as part of the project file (see above). Retention: 1 year after project is closed 7.290 Public Relations Records Speeches, addresses, and comments of public officials, remarks made at formal municipal ceremonies by elected municipal officials, state of the city addresses, etc. Includes paper, videotape, motion picture or tape recordings. See also Schedule 7 News Releases. Retention: Permanent 7.300 Publications Documents printed or otherwise produced for wide internal or external distribution, including annual reports, brochures, pamphlets, leaflets, studies, proposals, newsletters, instructional materials, and similar materials printed by or for the municipality or any of its departments, and made available to the public. See also Appendix A Non-Records relating to publications of other agencies or entities that are not considered to be municipal records for retention purposes. Retention: Permanent [GRMRC A-31] 19 Sch.No.7 General Admin. Records Page 20 of 22 7.310 Records Finding Aids Manual or automated indexes, lists, registers, and other finding aids designed to make it easier to locate pertinent files or information. Retention: Life of the record for which the finding aid is designed to facilitate use and retrieval 7.320 Regulations and Standards Documentation of rules, regulations, standards and similar guidelines and requirements adopted by the municipality in relation to various activities and functions. Examples include building regulations and standards, subdivision and zoning regulations, cemetery rules and regulations, streetscape standards, street and sidewalk construction standards, water and sewer line installation standards, mobile home standards, etc. Retention: Permanent Duplicate Copies: Until superseded 7.330 Reports Written reports regarding the operations or activities of the municipality or its individual employees, departments or service areas, prepared for use in compiling other reports, planning and budgeting, monitoring work progress, etc. Annual Reports Summary annual reports of individual departments or the municipality as a whole on primary program activities and accomplishments for the previous year; may include statistics, narrative reports, graphs, and diagrams. Retention: Permanent [GRMRC A-33] Daily Reports Reports documenting the daily activities of employees or work units. Retention: 1 year + current Monthly Reports Reports of staff or departments on program activities and accomplishments for the previous month. Retention: 1 year + current [GRMRC A-321 20 Sch.No.7 General Admin. Records Page 21 of 22 Quarterly Reports Reports of staff or departments on program activities and accomplishments for the previous three months. Retention: 2 years + current [GRMRC A-32] 7.340 Retention Schedules and Compliance Certificates Authorizations for the retention or disposition of records issued for the municipality and its departments by the Colorado State Archives and certificates of compliance completed to track the authorized destruction of municipal records. Retention: Permanent 7.350 Rules and Regulations See Schedule 7 Regulations and Standards. 7.360 Software and Software Manuals See Schedule 6 Computer System Records. 7.370 Standards See Schedule 7 Regulations and Standards. 7.380 Studies, Plans and Reports Documents prepared by the municipality or by external entities on behalf of the municipality. Examples include feasibility studies, planning and land use studies, basin plans, capital projects reports, transportation system plans, master street plans and similar documents that have long-term reference or historical value. Studies, plans and reports retained by the municipality that are prepared by or on behalf of other entities, and which include information of interest to the municipality, should be evaluated for long-term reference or historical value to the municipality. See also Schedule 7 Reports and Schedule 11 Plans, Studies and Reports. Retention: Permanent 7.390 Surveys and Questionnaires Copies of completed miscellaneous surveys, questionnaires and similar instruments that are routine and are received and completed by the municipality for return to the originator. 21 Sch.No.7 General Admin. Records Page 22 of 22 Retention: 1 year + current [GRMRC A-321 7.400 Training and Conference Materials Records documenting activities of municipal officials or employees at seminars, conferences or other training sessions not sponsored by the municipality, including instructional materials obtained by officials and staff members at conferences, seminars or other types of external training sessions. See also Schedule 15 Training Information. Retention: 2 years 7.410 Worksheets and Drafts Documents such as rough notes, calculations or drafts assembled or created and used to prepare or analyze other documents; records of a preliminary or working nature which do not represent significant steps in the preparation of the final version of documents; includes informal notes, preliminary drafts of letters, memoranda, reports, computer or printer output used to verify information entered into a computer and not considered to be a final copy, etc. See also Schedule 5 Worksheets — Financial. Retention: Until no longer needed 22 Sch.No.8 Town Clerk Department Boards Governing Body Records Page 1 of 5 SCHEDULE NO. 8. GOVERNING BODY RECORDS General Description: Records regarding the composition, operation, proceedings and enactments of the governing body (Board of Trustees, City or Town Council) of the municipality. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 8.10 Agenda Material Material such as agenda item summaries and supporting documentation, memos or other material presented to the governing body relating to decisions to be made at meetings; supporting documentation for minutes. See also Schedule 8 Minutes and Supporting Documentation and Packets Distributed to Governing'Body. Retention: Permanent [GRMRC A-18] Duplicate Copies: Until meeting is over 8.20 Agendas Listings showing date, time and locations of official meetings and items to be discussed by the governing body at regularly scheduled, special and emergency public meetings. Retention: Permanent [GRMRC A-4] Duplicate Copies: Until meeting is over 8.30 Appointments Applications and other documentation regarding the filling of interim governing body vacancies by appointment. Retention: 1 year + current after term of appointment ends 8.40 Bylaws Sch.No.8 Town Clerk Department Boards Governing Body Records Page 2 of 5 Documents adopted by the governing body to set out guidelines regarding operation of the governing body. Retention: Permanent [GRMRC A-4] Duplicate Copies: Until superseded 8.50 Enterprise Board Records See Schedule 8 Governing Body as Another Decision-Making Body, 8.60 Goals Formally adopted strategic plans or policy agendas set out by the governing body. Retention: Permanent 8.70 Governing Body as Another Decision-Making Body Records of the governing body constituted and convened as another decision-making body, such as the Board of Directors of a general improvement district, the Enterprise Board of Directors for a water or wastewater utility enterprise, a Housing Authority, an Urban Renewal Authority, etc. See also Schedule 4. Retention: Follow Schedule 8.for specific types of records 8.80 Legislative Lobbying Records Records of official positions taken by the municipality and lobbying efforts with regard to state or federal legislation or ballot measures of interest to the municipality. Retention: 4 years, except that Resolutions adopting legislative positions are permanent 8.90 List of Members Listings of names of individuals appointed or elected to the governing body or as Mayor, dates of service, last known address and similar information. Retention: Permanent 8.100 Member Records Files documenting the service and tenure of members of the governing body, including appointments to various committees and bodies, resignations and other documentation Sch.No.8 Town Clerk Department Boards Governing Body Records Page 3 of 5 relating to the member's service to the municipality. See also Schedule 8 Oaths of Office Retention: Permanent Conflict of Interest Disclosure Statements <Added 12104> Statements of perceived conflicts of interest filed by members of the governing body for public inspection. Retention: 1 year + current after service ends or the conflict of interest no longer exists Financial Disclosure Statements <Added 12104> Statements of financial interest filed by members of the governing body for public inspection. Retention: 1 year + current after service ends 8.110 Minutes and Supporting Documentation Official record of the proceedings of the governing body prepared by the municipal clerk or a designee and supporting documentation of a substantive nature such as exhibits referenced in the minutes. Retention: Permanent [GRMRC A-4 and A-18] Routine Supporting Documentation Submitted at Meetings Routine letters, nonbinding petitions and other written materials submitted at meetings and referenced in summary form (title, date and brief description) in the minutes. See also Schedule 7 Complaints, Routine Service Requests and Nonbinding Petitions. Retention: 1 year + current after meeting provided summary description is included in minutes 8.120 Notes Taken at Meetings Handwritten or other notes made by municipal clerk at meetings to facilitate the preparation of meeting minutes. Retention: Until meeting minutes are approved 8.130 Notices of Meetings Sch.No.8 Town Clerk Department Boards Governing Body Records Page 4 of 5 Documentation of compliance with laws requiring posting, mailing, publication or other distribution of public notice of meetings of the governing body. Retention: 1 year + current [GRMRC A-4] 8.140 Oaths of Office Oaths of office taken and subscribed to by elected or appointed officials at the time of assuming office [CRS 31-4-401]. Retention: 1 year + current after term expires [GRMRC A-22] 8.150 Ordinances Legislative enactments of the governing body adopted to enact a local law, amend the municipal code or take other legislative actions such as annexing property, appropriating funds, vacating streets, etc. Retention: Permanent [GRMRC A-23] 8.160 Orientation and Training Information See Schedule 8 Packets Distributed to Governing Body. 8.170 Packets Distributed to Governing Body Batches of information periodically distributed to members of the governing body for informational purposes, including correspondence, copies of agenda materials and minutes for review, copies of staff memos, etc. Retention: 3 years + current [GRMRC A-4] Duplicate Copies: 1 year or until no longer needed for reference, whichever is first 8.180 Proclamations Documents issued by the Mayor to proclaim support for municipal or community events, activities, programs or in connection with dedications or other ceremonial occasions, etc. Retention: Permanent 8.190 Removal from Office — Initiated by Governing Body Sch.No.8 Town Clerk Department Boards Governing Body Records Page 5 of 5 Records of removal of members from office for cause by majority vote of the governing body, including hearing notices, correspondence, transcripts of proceedings, findings and records relating to any follow-up proceedings [CRS 31-4-307]. Retention: 3 years + current after removal vote, provided findings are recorded in the minutes 8.200 Resolutions Enactments of the governing body which are not legislative in nature and which may be used for various types of approvals, policy statements, statements of position and similar actions. Retention: Permanent [GRMRC A-341 8.210 Signature Certificates Facsimile signature certificates for the Mayor that are filed with the Secretary of State's office for authentication and verification of the signature of the Mayor on municipal documents. Retention: 1 year after term of office ends 8.220 Tapes of Meetings Audio or video recordings of official meetings typically used to prepare minutes or transcripts of the meeting. Executive Sessions Retention: 90 days after meeting [CRS 24-6-402(2)(d.5)(11)(E)] Open Meetings Retention: 6 months after approval of the minutes [GRMRC A-4] Sch.No.9 Historical Records Page 1 of 3 SCHEDULE NO. 9 HISTORICAL RECORDS10 General Description: Records that have historical importance as documentation and evidence of the origins and evolution of the municipality and community. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 9.10 Community and Municipal Histories Narrative histories of the municipality, departments and community prepared for reference and informational purposes. Retention: Permanent 9.20 Community Records Significant historical records (often fragmentary) of early community groups, businesses and prominent individuals typically found in the municipal clerk's office or local history collections. Retention: Permanent Note: Contact State Archives for assistance in records appraisal. 9.30 Historic Buildings and Districts See Schedule 1 Landmark and Historic Designations. 9.40 Historical Society See Schedule 7 External Groups and Agencies. 9.50 Incorporation Records Records relating to the designation of the municipality as a municipal corporation. Retention: Permanent Sch.No.9 Historical Records Page 2 of 3 9.60 Landmarks See Schedule 1 Landmark and Historic Designations. 9.70 Logo — Municipal See Schedule 9 Seal and Logo of the Municipality. 9.80 News Clippings See Schedule 9 Scrapbooks. t0 The following types of records are usually considered to have permanent archival value: annual reports, audit reports, brochures, court dockets older than 1920, directives, handbooks, histories, indexes, interviews, legal opinions, minutes, ordinances and resolutions, organizational charts, photographs, policy manuals, procedure manuals, publications, regulations, research reports, rules, speeches, special studies, statistical summaries, records older than 1900. Many of these records are listed in other schedules for permanent retention. 9.90 Newspapers— Local Newspapers of the locality or region that have been preserved in the municipal clerk's office for reference or informational purposes. Retention: Not considered to be a municipal record; however, older collections of local newspapers may have historical interest to the Colorado Historical Society, local historical society or other historic preservation groups. Contact the Colorado State Archives regarding disposition of these newspapers. 9.100 Photographs Photographs depicting municipal activities, officials, community events, buildings, construction projects, aerial photographs of the community depicting topographical and physical features of the municipality and surrounding area, etc. See also Schedule 17 Police Records. Retention: Permanent 9.110 Records Older than 1900 Municipal (or other) records of any type in the custody of the municipality that are dated prior to 1900 and that may have historical or archival value. See also Schedule 14 Dockets — Older than 1920. Retention: Contact Colorado State Archives regarding preservation and disposition Sch.No.9 Historical Records Page 3 of 3 9.120 Scrapbooks Chronological record of the municipality or individual municipal departments which may include photographs, newspaper clippings and other items pertaining to the municipality's activities and actions and the reactions of citizens. Retention: Permanent [GRMRC A-21] 9.130 Seal, Logo and Other Intellectual Property Records <Amended 2105> Records relating to municipally owned copyrights, trademarks, service marks, seals, logos, taglines and other similar intellectual property.<Amended 2105> Retention: Permanent Sch.No.10 Infrastructure Records Page 1 of 17 SCHEDULE NO. 10 INFRASTRUCTURE RECORDS General Description: Records pertaining to the provision of basic infrastructure and underlying public works services and systems that provide the foundation for the municipality. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 10.10 Communications Systems Records pertaining to community-wide communications systems, including cable television and telephone service. See Schedule 5 Franchise Records; Schedule 6 Communications System Licenses and Telephone System — Municipal Buildings; Schedule 12 Permit Records — Communication Tower Permits and Encroachment Permits; and Schedule 16 Easements and Rights-of-Way. 10.20 Electricity Service Records relating to the provision of electrical service to the community and its residents. See Schedule 5 Franchise Records and Utility Billing; and Schedule 7 Agreements and Contracts. 10.30 Encroachments — Utility Lines See Schedule 12 Permit Records — Encroachment Permits. 10.40 Enterprise Board Records See Schedule 8 Governing Body as Another Decision-Making Body. 10.50 Franchises See Schedule 5 Franchise Records. 10.60 Gas Service Records pertaining to the provision of natural gas service to residents of the municipality. See Schedule 5 Franchise Records; Schedule 7 Agreements and Contracts;and Schedule 12 Permits — Encroachment Permits. Sch.No.10 Infrastructure Records Page 2 of 17 10.70 Impact Fees See Schedule 5 Accounts Receivable Records. 10.80 Improvement Districts See Schedule 5 Improvement District Records. 10.90 Maps and Drawings Maps, plans and drawings created by the municipality or its contractor(s) for municipal use, including system schematics, "as-built" drawings, topographic and planemetric maps, etc. See also Schedule 7 Maps and Drawings. Retention: Permanent for final versions Duplicate Copies: Until no longer needed for reference 10.100 Policies and Procedures See Schedule 7 Policies and Procedures Documentation. 10.110 Project Records See Schedule 7 Project Files. 10.120 Railroad Records Municipal Operations on Railroad Right-of-Way Records of license agreements, right-of-way agreements or other transactions for the municipality's use of the railroad right-of-way for utility line installation or other purposes. Retention: Permanent Railroad Crossings Crossing plans and drawings, PUC/CDOT public hearings and rulings, reports and studies, accident records, corrective actions in relation to State inspection reports and similar documentation. Retention: Permanent Railroad Systems Records pertaining to railroad systems, routes, regulations and rights-of-way for railways operating within the municipality. Sch.No.10 Infrastructure Records Page 3 of 17 Retention: Permanent 10.130 Regulations See Schedule 7 Regulations and Standards. 10.140 Rights-of-Way and Easements See Schedule 16 Easements and Rights-of-Way. 10.150 Solid Waste Management Records pertaining to landfills operated by the municipality. See also Schedule 5 Accounts Receivable for cash receipts for trash hauling etc. Dump Tickets <Added 1103> Retention: 3 years <Added 1103> Landfill Locations Retention: Permanent Landfill Monitoring—Surrounding Jurisdictions See Schedule 11 Environmental Records. 10.160 Standards See Schedule 7 Regulations and Standards. 10.170 State Highway System Records Records regarding street maintenance contract with Colorado Department of Transportation and other standards and policy issues relating to State highways within the municipality. See also Schedule 5 Government Revenue Programs and Schedule 10 Street and Traffic Operations Records. Retention: Permanent [GRMRC F-13] 10.180 Stormwater Drainage System Records relating to the management of stormwater run-off and drainage, flooding and storm drainage basins. See Schedule 7 Project Files and Regulations and Standards and Schedule 11 Floodplain Records. 10.190 Street and Traffic Operations Records Sch.No.10 Infrastructure Records Page 4 of 17 Records documenting the ongoing street system and traffic flow operations of the municipality. Bridge Inspections Records of bridge inspections, inventory, changes to bridges and summary reports to the State or other agencies [23 CFR 650.305 and 23 CFR 650.311]. Retention: 2 years after bridge is removed from service Colorado Department of Transportation Projects Records of roadway and signalization improvement projects on State highways located within the municipality. See also Schedule 10 State Highway System Records. Retention: 6 years + current after project completion [GRMRC A-361 County Road and Bridge Program See Schedule 5 Government Revenue Programs. Crosswalk Records Documentation of location and use of crosswalks in the municipality, including striping and related records. Retention: 2 years after superseded Encroachments See Schedule 12 Permit Records. Event Records — Traffic Impacts Records documenting preparation for and implementation of traffic changes related to special events such as parades, motorcades and demonstrations, including street closures, traffic rerouting, barricades, signal timing changes and other similar variations. Retention: 2 years after event High Accident Locations Records documenting accidents at locations that have a relatively high accident rate. Retention: 6 years + current [GRMRC A-36] Highway Users Tax Fund(HUTF) Sch.No.10 Infrastructure Records Page 5 of 17 See Schedule 5 Government Revenue Programs. Naming and Renaming of Streets Records relating to naming and changes of names of streets and roadways. Retention: Permanent Parking Files Records pertaining to the designation and management of parking in the municipality. Retention: 2 years after superseded Projects See Schedule 7 Project Files. Snow Removal Records relating to the designation of snow routes, snow removal policies, and snow and ice removal programs. Retention: 2 years after superseded Speed Zone Records Records documenting establishment and changes to speed zones in the municipality. Retention: 2 years after superseded Street Cuts See Schedule 12 Permit Records — Permits to Work in Public Way. Street Lighting Files Records relating to street lighting improvements, maintenance and repairs on municipal streets and roadways. Retention: 6 years + current [GRMRC A-36] Street and Drainage Problem History Files See Schedule 10 Street Engineering Records. Traffic Marking and Signalization Files Sch.No.10 Infrastructure Records Page 6 of 17 Records documenting traffic marking and signalization projects. Retention: 6 years + current [GRMRC A-36] Truck Route Designations Retention: 2 years after superseded 10.200 Street Engineering Records Records documenting the layout and planning of streets, intersections and sidewalks, street address assignments, establishment of grades, major street construction and maintenance, street and intersection design and alignment, right-of-way acquisition, street and drainage problem histories and similar records of long-term significance. See also Schedule 1 Street Address and House Number Assignments; Schedule 7 Maps and Drawings and Project Files; and Schedule 16 Easements and Rights-of-Way. Retention: Permanent [GRMRC A-35 and A-36] Bench Mark Records Records of bench marks placed by the municipality or the U.S. Geological Survey to denote elevations above sea level, including record books, maps, cards and other documentation that sets out locations and monument numbers, elevation, description and related data. Retention: Permanent Street System Records Documentation filed on or before December 31, 1953, with the State department of transportation by the municipality certifying the total mileage of streets in the municipal street system, certification of adoption and a map of the arterial street system, and documentation of subsequent changes in total mileage and arterial mileage shown in an annual report [CRS 43-2-125 and 43-2-1321. Retention: Permanent 10.210 Studies and Reports See Schedule 7 Studies, Plans and Reports. 10.220 Traffic Code See Schedule 7 Code Book Records — Codes Adopted by Reference. 10.230 Traffic Operations Records Sch.No.10 Infrastructure Records Page 7 of 17 See Schedule 10 Street and Traffic Operations Records. 10.240 Transportation System Records Records pertaining to the operation of municipal or privately owned transportation systems that serve municipal residents, such as taxicab service, bus system and paratransit service, etc. Retention: 6 years + current [GRMRC A-36] 10.250 Utility Features Disconnection Records Records documenting the disconnection of properties from municipal water, sewer, power or similar utility systems. Retention: Permanent Installation and Connection Records documenting installation of municipal utility systems or the connection of properties to municipal water, sewer, power or similar utility systems. See also Water and Sewer Distribution and Storage System Records — Tap and Connection Records. Retention: 2 years after disconnection, provided record of disconnection is retained permanently Locates Documentation of request and municipal action to locate underground lines in vicinity of a construction site. Retention: 2 years Locations Drawings, maps, charts, indexes, plats and other documentation showing the location of utility features such as manholes, valves, shutoffs, lines and mains etc. Retention: Permanent Duplicate Copies: Until superseded 10.260 Vacations — Street, Alley and Right-of-Way Sch.No.10 Infrastructure Records Page 8 of 17 Records pertaining to the vacation by the municipality of previously dedicated streets, alleys and public rights-of-way or easements. Retention: Permanent 10.270 Water and Sanitation District Records Records pertaining to water and sanitation districts that provide utility service within the municipality, including service area plans, boundary maps and service agreements with the municipality. Retention: Permanent [GRMRC A-38] 10.280 Water and Sanitation Records— General Records relating to the provision of drinking water and sanitary sewer services to municipal residents. See Schedule 5 Franchise Records and Utility Billing and Schedule 7 Maps and Drawings and Project Files. 10.290 Water and Sewer Distribution and Storage System Records Records relating to the operation of the municipality's water and sewer distribution systems. Agreements— Service See Schedule 7Agreements and Contracts. Backilow Prevention Device Test Records Documentation of test results on backf low prevention devices designed to protect the municipal water system from pollution related to substances backing into water lines. Retention: 10 years Cross-Connection Control Survey Records Documentation of monitoring of potential or actual water system health hazards from pollution entering water pipes from other pipes, including address, description of protection, corrections made etc. Retention: 1 year after disconnection or 10 .years, whichever is longer Meter Records See Schedule 5 Utility Billing. Sch.No.10 Infrastructure Records Page 9 of 17 Oversizing Records Retention: Permanent Projects— Distribution System Improvements See Schedule 7 Project Files. Sewer Inspection Records Records of inspections to locate problems and defects so that corrective measures can be taken. Retention: 10 years or until superseded, whichever is shorter Sewer Smoke Test Records Documentation of smoke tests undertaken to verify hookup to main sewer lines, check condition of pipes or determine effectiveness of backflow prevention devices. Retention: 10 years Tap and Connection Records Records regarding the application for and issuance of water and sewer tap permits and connections between specific properties and the municipal utility systems." See also Schedule 10 Utility Features. Outside Users Tap Records Retention: 2 years after disconnection, provided record of disconnection is retained permanently Sewer Tap Permits Retention: 2 years after disconnection, provided record of disconnection is retained permanently Water Tap Permits Retention: 2 years after disconnection, provided record of disconnection is retained permanently Utility Lines See Schedule 10 Utility Features. Sch.No.10 Infrastructure Records Page 10 of 17 Valve Records Records documenting installation, locations and maintenance of valves in the municipal water and sewer systems. Locations Retention: Permanent Maintenance and Repair Retention: 2 years Specifications Retention: Until valve is permanently removed from service Water Consumption Reports Compilations of statistics documenting daily water consumption. Annual Reports Retention: Permanent [GRMRC A-33] Information Summarized in Annual Reports Retention: 1 year + current [GRMRC A-32] GRMRC A-24 specifies a retention of 5 years + current for sewer tap permits and 1 year + current for water tap permits; existing municipal retention schedules show conflicting retention periods of 5 years + current and permanent retention for tap records. Water Distribution and Production System Records Analysis of System Retention: 2 years + current [GRMRC A-32] Flow Measurements Data regarding water flows collected from recording stations in streams or wells. Retention: 1 year Sch.No.10 Infrastructure Records Page 11 of 17 Reports—Distribution and Production Systems Retention: Permanent [GRMRC A-33] Water Line Maintenance and Repair Records Documentation of maintenance and repair of municipally owned water lines. Records Requiring Engineering Stamp Retention: 2 years after water line permanently removed from service Other Records Retention: 2 years Water Pressure Measurements Retention: 6 years + current [GRMRC A-32] Water Storage Inspection Reports Retention: 6 years + current [GRMRC A-32] Water Use Restriction Records Notices of water use restrictions imposed by the municipality because of restrictions on water supply. Retention: 1 year + current [GRMRC A-39] 10.300 Water and Sewer Treatment System Records Records relating to the treatment of water or sewage at municipally owned and operated facilities. Analytical Reports Records relating to analysis of samples taken from various locations throughout the system and from raw and processed sources of supply. Bacteriological Quality Analysis Samples collected for laboratory testing for various contaminants. Sch.No.10 Infrastructure Records Page 12 of 17 Retention: 5 years + current [40 CFR 141.331 Chemical and Radiological Analysis Verifications of water quality at various sampling points. Retention: 10 years [40 CFR 141.33] Lead and Copper Analysis Retention: 12 years [40 CFR 141.911 Secondary Contaminants Retention: 10 years [40 CFR 141.33] Sewage Plant Composite Samples Retention: 5 years + current [GRMRC A-32, 40 CFR 141.33] Sewage Tests— Weekly Retention: 5 years + current [GRMRC A-32, 40 CFR 141.33] Water Test Standards Retention: 5 years + current [GRMRC A-32] Water Turbidity Reports Documentation of analysis of water samples to determine level of cloudiness caused by suspended particles. Retention: 10 years Annual Reports Reports created on annual basis documenting water and wastewater treatment operations. Retention: Permanent Consumer Confidence Report Annual report delivered to consumers as required by the National Primary Drinking Water Regulations. Sch.No.10 Infrastructure Records Page 13 of 17 Retention: Permanent12 Corrective Actions—Noncompliance Documentation of actions taken by municipality to correct violations of primary drinking water regulations. Retention: 3 years after last action [40 CFR 141.33] 12 40 CFR 141.155 establishes a minimum retention period of 3 years for this report; however, permanent retention is specified in the model retention schedule because of the historical value of this annual report. Discharge Permits and Monitoring Documentation of pollution and effluent discharged from the municipal wastewater treatment facilities and reports submitted in conjunction with permit compliance; permits issued under the Clean Water Act to the municipality by the Colorado Department of Health or Environmental Protection Agency/National Pollution Discharge Elimination System for discharge of treated sewage under controlled conditions. Inspection Records Documentation of annual inspections of wastewater treatment operations to monitor compliance with NPDES permit conditions. Retention: Permanent [40 CFR 122.2] Permits Retention: Permanent [40 CFR 122.2] Supporting Documentation Retention: 5 years + current [GRMRC A-32] Equipment Maintenance and Calibration Records Documentation of maintenance and calibration of equipment and instruments used in testing and monitoring of water and wastewater treatment operations. Retention: Life of equipment Sch.No.10 Infrastructure Records Page 14 of 17 Sand Trap Inspections Retention: Life of equipment Industrial Pretreatment Permits Permits and permit modifications issued by the municipality to private industries allowing the discharge of specific pollutants under controlled conditions. Retention: Permanent Operator Records Records of certifications and training for water and wastewater operating personnel. See Schedule 15 Employee Records. Operational Reports Filter Plant Logs Daily information regarding plant operations. Retention: 5 years + current [GRMRC A-32] Plant Capacity Records Retention: 1 year + current [GRMRC A-32] Projects— Treatment System Improvements See Schedule 7 Project Files. Sanitary Surveys of System Written reports, summaries and communications by the municipality, its agents or State and Federal agencies. Retention: 10 years [40 CFR 141.33] Sludge Application Records Documentation of placement of approved sites and the surface application of sewage sludge to approved sites. Domestic Septage Application Retention: 5 years [40 CFR 503.171 Sch.No.10 Infrastructure Records Page 15 of 17 Permits Retention: 6 years after expiration Preparation and Application of Sludge Records relating to preparation of sewage sludge and the application by the municipality of sewage sludge to approved sites. Retention: 5 years [40 CFR 503.17] Surface Disposal Site Placement Retention: By person who prepares the sludge, for as long as sewage sludge remains on the land [40 CFR 503.20] Variances and Exemptions Retention: 5 years after expiration [40 CFR 141.33] Water Meter Reading Sheets See Schedule 5 Utility Billing. Water Quality Studies See Schedule 7 Studies, Plans and Reports. 10.310 Water Source of Supply Records Records pertaining to source of supply of raw (untreated) water for the municipality, including records relating to adjudication, acquisition, dedication and transfer of water shares and water resources and records relating to the municipality's water storage system. Acquisition, Sale and Transfer Records Records relating to the municipality's acquisition, sale or transfer of water rights, including water acquisition agreements, dedication of water rights by developers to meet development requirements, court proceedings and other similar transactions. Retention: Permanent [GRMRC A-401 Irrigation (Ditch) Company Records Sch.No.10 Infrastructure Records Page 16 of 17 Records relating to the payment of assessments by the municipality as a water shareholder, the rental by the municipality of surplus irrigation water to other parties, etc. Retention: Permanent Reservoir, Dam and Lake Records Records relating to the construction, repair and maintenance, monitoring and capacity of municipally owned and controlled water storage reservoirs, dams and lakes. Retention: Permanent River and Stream Records Augmentation plans, river flow observations, adjudication of priorities of use and similar records relating to surface water rights. Retention: Permanent Studies and Reports See Schedule 7 Studies, Plans and Reports. Underground Water Rights and Supply Records relating to underground aquifers, water wells and similar records. Retention: Permanent Water Associations See Schedule 7 External Groups and Agencies. Water Conservancy Districts Records relating to temporary use permits and cancellations and permanent allotment contracts for the use of water through agencies such as the Northern Colorado Water Conservancy District (NCWCD). Retention: Permanent Water Policies, Regulations and Standards Records pertaining to municipal policies, standards and regulations regarding issues such as the dedication of water rights or cash in-lieu-of water rights, water metering, rate adjustments, plant investment fees, water quality, raw water rental, water Sch.No.10 Infrastructure Records Page 17 of 17 conservation, etc. See also Schedule 7 Regulations and Standards and Policies and Procedures Documentation. Retention: Permanent Water Stock Certificates Documents issued to the municipality by water companies as proof of an ownership interest in the company. Retention: Permanent [GRMRC A-40] Weather Data Reports on weather, river and climatological observations affecting water supply. Retention: Permanent [GRMRC A-33] Well Location Records Records pertaining to adjudication, installation, testing and use of water wells and abandonment of water wells. Retention: Permanent Well Permits Records pertaining to the application and approval process for permits for drilling and use of water wells for municipal water supply uses. Retention: Permanent Sch.No.11 Land Use and Planning Page 1 of 8 SCHEDULE NO. 11 LAND USE AND PLANNING RECORDS General Description: Records pertaining to annexations, developments, land uses and the municipal planning and land use regulation function. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 11.10 Annexation Case Files Records documenting the annexation of areas into the municipal boundaries, including annexation petitions, annexation agreements, copies of annexing and zoning ordinances (original zoning only) for the property, annexation maps, permanent correspondence, etc. See also Schedule 3 Petitions—Annexation Election Petitions. Retention: Permanent, except follow Schedule 7 for purging of routine correspondence and documentation such as transmittal memos without substantive content, hearing notices, affidavits of publication, etc. [GRMRC A-25] 11.20 Census and Population Records Census and Population Data (Historical) <Amended 1103> Summary population estimates, statistics and supporting documentation pertaining to the ten-year census relating to the municipality and census surveys performed by the municipality. Retention: Permanent [GRMRC A-25] Census Forms and Reports Copies of U.S. Census Bureau forms and voluntary surveys on government employment and local government tax revenues, used to meet the requirements for Federal Revenue Sharing and to make financial information available to the public; annual survey of government employees, boundary and annexation survey and similar reports. See also Schedule 1 Reports — Building Activity. Retention: 3 years Sch.No.11 Land Use and Planning Page 2 of 8 Population Studies See Schedule 7 Studies, Plans and Reports. 11.30 Development Case Files Records pertaining to developments approved by the municipality, including conceptual reviews, master plans, overall development plans, planned unit developments, site plans, site specific development plans, minor subdivisions, replats, resubdivisions, vacations of plats and plans, and similar projects. See also Schedule 5 — Financial Guarantees. Retention: Permanent, except follow Schedule 7 for purging of routine correspondence and documentation such as transmittal memos without substantive content, hearing notices, affidavits of publication, etc. [GRMRC A-251 11.40 Development Proposals — not approved Records pertaining to proposed developments not approved by the municipality, including conceptual reviews, master plans, overall development plans, planned unit developments, site plans, replats, resubdivisions and similar projects. Retention: 1 year + current after disapproval 11.50 Downtown Redevelopment Projects See Schedule 7 Project Files. 11.60 Economic Development Records Economic Development Incentives Records relating to economic incentives or waivers provided to companies to locate in the municipality. Retention: Permanent Economic Development Policies See Schedule 7 Policies and Procedures Documentation. Enterprise Zone Records Records documenting the creation and management of enterprise zones by the municipality in conjunction with other municipalities or counties; designation used to encourage business growth by providing tax, permit and regulatory relief to development within the zone. Sch.No.11 Land Use and Planning Page 3 of 8 Summary Reports Retention: Permanent Other Enterprise Zone Records Retention: 4 years after zone designation expires Studies See Schedule 7 Studies, Plans and Reports. 11.70 Environmental Records Environmental Monitoring and Reviews Records pertaining to local and regional permit and application reviews, monitoring, inspections, investigations, surveys, screenings, testing and similar activities by the municipality of land uses and activities that could potentially impact air quality, water supply and the environment, such as feedlot operations, industrial contamination and pollution, mosquito control, gravel pit and mined land reclamation, oil and gas well drilling, sludge application by other jurisdictions, landfill locations, etc. See also Schedule 10 Solid Waste Management and Water and Sewer Treatment System Records; Schedule 17 Hazardous Materials. Retention: Permanent Nuisances— General Land Use Retention: 3 years after file is closed provided no litigation is pending Storage Tanks — Regulated Substances Records related to storage and use of regulated substances such as gasoline, crude oil, fuel oil and diesel oil, including applications, permits, inspection reports and related records. Above Ground Storage Tanks Retention: 5 years Underground Storage Tanks Retention: 25 years after tank removed Sch.No.11 Land Use and Planning Page 4 of 8 Toxic Sites (Designated) <Added 1103> Records related to the identification and designation of a site that may have toxic materials contaminating it. <Added 1103> Retention: Permanent <Added 1103> Weed and Grass Control Records documenting municipal enforcement of local provisions designed to help prevent fires caused by overgrown grass, weeds or shrubs and to abate nuisance weeds and grass; includes records of abatement. Retention: 2 years after last action or final payment [GRMRC A-6] Wetlands Protection Records relating to protection and management of wetlands on municipal property or rights-of-way. Retention: Permanent Removal and Fill Retention: 30 years 11.80 Fee Receipts See Schedule 5 Accounts Receivable Records. 11.90 Floodplain Records Basin and Floodway Records Records documenting the existence of designated and recognized stormwater basins and floodways within the municipality, including maps and drawings depicting locations and FEMA flood insurance rate maps. See also Schedule 7 Maps and Drawings. Retention: Permanent Sch.No.11 Land Use and Planning Page 5 of 8 Flooding Records Records documenting the locations, extent and levels of flooding and subsequent mitigation efforts in the municipality. See also Schedule 10 Stormwater Drainage System. Retention: Permanent Floodplain Building Permits Permits issued for construction within a floodplain area, including elevation certificates, applications, review records, and related documentation. See Schedule 1 Building and Demolition Permits. Floodplain Regulations See Schedule 7 Regulations and Standards. Wetlands See Schedule 11 Environmental Records. 11.100 Maps, Plats and Plans Reproducible linen or Mylar originals [or best copy] of annexations, subdivisions, master plans, planned unit developments, site plans, overall development plans, replats, zoning district plans, etc. See also Schedule 7 Maps and Drawings. Retention: Permanent Duolicate Copies: Until no longer needed for reference 11.110 Nuisances See Schedule 11 Environmental Records. 11.120 Permitted and Accessory Uses Records pertaining to conditional uses, special uses, nonconforming uses and accessory uses. Retention: Permanent [GRMRC A-25] 11.130 Plans, Studies and Reports Documents prepared in-house or externally regarding regional and local planning, strategic or long-range planning or growth for the municipality, such as comprehensive Sch.No.11 Land Use and Planning Page 6 of 8 land use plans, urban growth area plans, stormwater basin plans, transportation plans, utility plans, economic development plans, streetscape plans, corridor plans, housing plans, etc. See also Schedule 7 Studies, Plans and Reports. Retention: Permanent 11.140 Referrals from Other Jurisdictions Advisory deliberations referred to the municipality from the County or other surrounding jurisdictions for review and recommendation. Direct Interest to the Municipality Retention: 6 years provided it is reviewed before destroying <Amended 1103> Other Referrals Retention: Until no longer needed for reference 11.150 Regulations and Standards Land use and development regulations adopted by the municipality, such as subdivision regulations, floodplain regulations, sign codes, zoning regulations, commercial standards, building regulations and standards, and similar regulations and standards affecting development and land uses within the municipality. See also Schedule 7 Regulations and Standards. Retention: Permanent Duplicate Copies: Until superseded 11.160 Variance and Exemption Case Files Records pertaining to approval of variances to municipal code requirements, such as setback and parking requirements, requested by property owners and developers due to hardships and circumstances outside of their control. Running with the Land Retention: Permanent Temporary Retention: 10 years after expiration, revocation or discontinuance of use 11.170 Vested Property Rights Sch.No.11 Land Use and Planning Page 7 of 8 Documentation that is typically recorded to place on public record the vesting of development rights subsequent to approval by the municipality of development proposals. [CRS 24-68-101 et seq.] Retention: Permanent 11.180 Violations — Code Land Use Violations Records of violations of land use or related codes. See also Schedule 14 Case Files — Code Enforcement Cases. Retention: 5 years + current [GRMRC A-6] Nuisances See Schedule 11 Environmental Records. Weed and Trash Violations Records of municipal actions to enforce the municipality's weed and trash removal ordinances. See also Schedule 11 Environmental Records. Retention: 2 years + current [GRMRC A-5] 11.190 Zoning Records Records pertaining to the initial zoning or the rezoning of property within the municipality. Initial Zoning Records documenting the zoning of land upon annexation or the initial establishment of zoning districts within the municipality, including correspondence of enduring value, zoning ordinances, zoning maps, zoning petitions and the zoning of annexations. See also Schedule 11 Annexation Case Files. Retention: Permanent, except follow Schedule 7 for purging of routine correspondence and documentation such as transmittal memos without substantive content, hearing notices, affidavits of publication, etc. [GRMRC A-25] Rezoning Case Files Records documenting a change of zoning from the initial designation, including rezoning petitions, correspondence of enduring value, rezoning ordinances. Sch.No.11 Land Use and Planning Page 8 of 8 Retention: Permanent, exceptfollow Schedule 7 for purging of routine correspondence and documentation such as transmittal memos without substantive content, hearing notices, affidavits of publication, etc. [GRMRC A-25] Zoning Certificates Documentation issued by the municipality regarding the zoning classification for a parcel of property. Retention: Permanent Sch.No.12 Licenses and Permits Page 1 of 7 SCHEDULE NO. 12 LICENSES AND PERMITS General Description: Records pertaining to the review, investigation, approval, issuance, renewal, denial, suspension or revocation of licenses and permits for activities regulated by the municipality. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 12.10 Bonds — Licenses and Permits Bonds required to be filed with the municipality before a license or permit can be issued or renewed. Retention: 6 years + current after expiration [GRMRC F-7] 12.20 Licensing Records Alcohol Beverage Licenses Application materials relating to issuance, renewal, transfer, suspension or revocation of licenses for establishments that sell alcohol beverages. License Background Files Records relating to applications for all types of beer and liquor licenses, including initial municipal and state application forms; change of corporate or trade name form; change of location permit; modification of premises; floor diagram; individual history forms; manager's registration and changes of manager forms; certificates of incorporation or good standing; record of payment of fees; record of posting of premises; neighborhood petitions; boundary maps; ownership records including lists of officers, stockholders and directors, partnership agreements, articles of organization, operating agreements, certificates of authority, and corporate changes; and other background materials. Retention: 1 year + current after establishment ceases operation or after final denial, expiration, revocation, termination or transfer of the license, exceptthat any background materials that will also apply to a transferred license should be retained from the original license file [GRMRC A-15] Sch.No.12 Licenses and Permits Page 2 of 7 Renewal Applications Retention: 1 year+ current after renewal or transfer of ownership Show Cause Administrative/Hearing Records <Amended 1103> Documentation of hearings held by the licensing authority to show cause why a license should not be suspended or revoked including hearing notices, exhibits and hearing findings. Retention: 1 year+ current after establishment ceases to do business or license is transferred Special Event Licenses Application and supporting documentation for special events licenses. Retention: 1 year + current after event Animal Licenses Records kept of licenses issued and proof of rabies vaccinations required for the keeping of domestic pet animals by residents. Retention: 2 years + current after expiration Bicycle Licenses Records kept of ownership and identification information for bicycles. Retention: 1 year + current [GRMRC PSP-13] Business Licenses Contain application, proof of payment, approval forms from regulatory departments and similar documentation of issuance and approval of business licenses of all types, including secondhand dealers, sexually oriented businesses, security guards, transient vendors, amusement devices and places of entertainment, taxi and limousine drivers, etc. <Amended 1103,2105> Retention: 1 year + current after expiration, revocation or denial Contractor's Licenses/Registrations <Amended 1103> Licenses issued to contractors to authorize them to do business as builders, general contractors, or contractors for installation or work on specific types of systems. Sch.No.12 Licenses and Permits Page 3 of 7 Retention: 6 years + current [CRS 13-80-1041 <Amended 1103> License Certificates Copies of annual license certificates issued by the municipality for the use or display of the licensee. Retention: 1 year + current Pawnbroker Records License Background Files Records relating to applications for licenses, record of payment of fees, background investigation material, etc. Retention: 1 year + current after expiration, revocation, denial or termination of the pawnbroker's license Pawn Records Records received by the municipality from pawn shops to track the acquisition and sale of property pawned at the pawnshop. Retention: 1 year + current after transaction Sales Tax Licenses See Schedule 5 Tax Collection Records. 12.30 Permit Records Documentation issued by the municipality as evidence that the bearer is allowed to undertake some type of activity for which a permit is required. Asbestos Removal Permits Retention: 6 years + current [GRMRC PSF-13] Building Permits See Schedule 1 Building and Demolition Permits. Burning Permits Permits issued by the municipality to individuals, or to the municipality by other agencies, to allow open burning on specified days. Sch.No.12 Licenses and Permits Page 4 of 7 Retention: 1 year + current, unless connected with an investigation [GRMRC PSF-131 Communication Tower Permits Retention: 2 years + current after removal of tower Concealed Weapons Permits[CRS 18-12-105.1] Denied Permits Retention: 1 year + current after final action [GRMRC PSP-13] Issued Permits Retention: 1 year+ current after expiration [GRMRC PSP-131 Demolition Permits See Schedule 1 Building and Demolition Permits. Encroachment Permits Permits issued by the municipality to allow the permanent or long-term location of communication, utility or other installations under or over public rights-of-way or publicly owned property. See also Permits to Work in Public Way below. Retention: Permanent [GRMRC A-24 and A-30] Excavation Permits Retention: 2 years + current Explosives Permits Permits for the use and storage of explosives for construction and demolition projects, fireworks, theatrical pyrotechnics, etc. Retention: 2 years + current Facility Permits Documentation issued by the municipality to allow access to and use of a municipal facility. Retention: 1 year + current [GRMRC A-24] Sch.No.12 Licenses and Permits Page 5 of 7 Fence Permits Retention: 2 years + current Fire Alarm System Permits Retention: 2 years + current Fireworks Permits See Explosives Permits above. Gas Company Permits See Encroachment Permits above. Home Occupation Permits Retention: 2 years + current after expiration [GRMRC A-24] Industrial Pretreatment Permits See Schedule 10 Water and Sewer Treatment System Records. Parade Permits Retention: 1 year + current Permits to Work in Public Way Permits issued for private use or construction on municipal right-of-way ("public way") such as streets, sidewalks or adjacent land for demolitions, excavations, street cuts, blasting, crane operations, barricade installations, concrete construction (curb, gutter sidewalks) or the moving of heavy equipment or houses. See also Encroachment Permits above. Retention: 2 years + current after expiration, revocation or discontinuance of use Sewer Tap Permits See Schedule 10 Water and Sewer Distribution and Storage System Records. Sign Permits See Schedule 1 Signs — Construction and Installation. Sch.No.12 Licenses and Permits Page 6 of 7 Sludge Application Permits See Schedule 10 Water and Sewer Treatment System Records. Special Events and Use Permits Retention: 2 years + current [GRMRC A-24] Street Cut Permits Retention: 1 year + current after expiration of warranty period [GRMRC A-24] Telephone Company Permits See Encroachment Permits above. Tree Removal Permits Retention: 1 year + current [GRMRC A-24] Underground Storage Tank Permits Records that document installation, maintenance and removal of underground storage tanks for regulated substances such as gasoline and fuel oil. See also Schedule 11 Environmental Records — Storage Tanks — Regulated Substances. Denied Permits Retention: 3 years + current after final action [GRMRC PSF-13] Issued Permits Retention: Permanent [GRMRC PSF-22] Use Permits Permits issued by the municipality for various special or temporary uses. Retention: 2 years + current [GRMRC A-24] Water Tap Permits See Schedule 10 Water and Sewer Distribution and Storage System Records. 12.40 Registers— Licenses and Permits Sch.No.12 Licenses and Permits Page 7 of 7 Records, listings or logs of issuance of licenses or permits by the municipality. Retention: Permanent Contact Lists— Licensees Retention: Until superseded Listings of Current Licenses and Permits Listings of active business licenses. Retention: Until superseded Sch.No.13 Town Attorney Litigation and Legal Counsel Page 1 of 2 SCHEDULE NO. 13 LITIGATION AND LEGAL COUNSEL RECORDS General Description: Records pertaining to claims, lawsuits and advice received from the municipality's legal counsel. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Conies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record COPY. 13.10 Attorney Correspondence See Schedule 7 Correspondence and General Documentation. 13.20 Billings— Legal Counsel See Schedule 5 Accounts Payable Records. 13.30 Claims Records of notifications of claims regarding potential lawsuits received by the municipality or an authorized representative that are forwarded to legal counsel and/or the municipality's insurance carrier. See also Schedule 5 Insurance Records. Retention: 6 years + current after closure of claim [GRMRC F-15] 13.40 Criminal Case Files Files used by municipal prosecutors to conduct trials against persons charged with criminal misdemeanors, including citations, police reports, driving records, complaints, subpoenas, motions, judgments and related records. Retention: 2 years after case is closed 13.50 Garnishments See Schedule 15 Payroll Records. 13.60 Legal Opinions Sch.No.13 Town Attorney Litigation and Legal Counsel Page 2 of 2 Formal opinions written by legal counsel to advise the municipality, the governing body or the municipal staff regarding the legality or legal consequences of various courses of action and to present the basis and rationale for legal recommendations. Retention: Permanent Advisory Opinion <Added 1103> Formal opinions written by legal counsel to advise the municipality, the governing body or the municipal staff regarding the possible legal consequences of various courses of action. <Added 1103> Retention: 6 years <Added 1103> 13.70 Litigation Case Records Civil case files documenting pending and closed cases filed by the municipality and against the municipality, including legal documents, notes, reports, background material, settlement records and other documentation created in handling of claims and legal disputes and civil actions between the municipality and other parties. These records will include documentation such as complaints, summonses, investigations, reports, attorney's notes, photographs, orders and judgments, dispositions, pleadings and related records. Litigation records include any court decisions affecting the municipality, court proceedings, research files of legal counsel, litigation case files, and Public Utilities Commission hearing files for cases pertinent to the municipality. Major Litigation Documentation of civil suits by the municipality against another party or in defense of the municipality and/or its employees against suits filed by another party. Records of litigation that sets legal precedents, that has widespread importance or long-term major significance to the municipality and how it operates, that has historical interest or that is perceived by the municipality or legal counsel to have enduring reference value. Retention: Permanent [GRMRC A-16] Minor Litigation Documentation of civil suits of a minor nature by the municipality against another party or in defense of the municipality and/or its employees against suits filed by another parry; records of litigation with relatively short-term reference value. Retention: 7 years after case closed, dismissed or date of last action unless there is historical value13 13 Washington Guidelines:Case closed+ 10 years unless there is archival value.Utah Guidelines:7 years after case closed. Oregon Guidelines: 10 years after case closed, dismissed,or date of last action. Sch.No.14 Municipal Court Page 1 of 4 SCHEDULE NO. 14 MUNICIPAL COURT RECORDS General Description: Records pertaining to the administration and operations of the municipal court. The specified retention period applies to the information contained within the record, regardless of the physical format of the record (paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 14.10 Appeal Records Records related to municipal court decisions appealed to higher courts. Appeal Decisions Rulings of higher court's decision on appeals of municipal court decisions. General Ordinance Retention: 3 years + current [GRMRC MC-7] Traffic —Non-OJ/W14 Retention: 3 years + current [GRMRC MC-7] Traffic — With OJ/W Liens Retention: 7 years + current [GRMRC MC-7] Appeal Transcripts Transcripts of municipal court proceedings prepared for appeals of municipal court decisions to higher courts. Retention: 30 days after all rights of appeal have expired [GRMRC MC-3] 14.20 Bank Records— Court-Maintained Accounts See Schedule 5. Sch.No.14 Municipal Court Page 2 of 4 14.30 Case Files Records containing summonses and complaints issued for appearances in municipal court and supporting documentation such as citations, notices, letters, other court- issued instruments, forms, etc. <Amended 1103> Animal Cases Retention: 3 years + current after closed [GRMRC MC-10] 14 OJ/W means Outstanding Judgment/Warrant. Code Enforcement Cases Retention: 3 years + current after closed [GRMRC MC-10] Misdemeanor Cases Retention: 3 years + current after closed [GRMRC MC-10] Parking Cases Retention: 1 year + current after closed [GRMRC MC-11] Traffic Cases Non-OXIN Retention: 3 years + current after closed [GRMRC MC-9] With OXIN Liens Retention: 7 years + current after closed [GRMRC MC-8] Voided Summonses Retention: 1 year + current [GRMRC MC-12] 14.40 Docket Sheets Rosters and listings of court cases to be heard and dates and times set for court appearances. Retention: 7 years + current [GRMRC MC-5] Older than 1920 Sch.No.14 Municipal Court Page 3 of 4 Retention: Permanent [GRMRC MC-51 14.50 Fines and Charges Schedules of fines and charges imposed by the municipal court. Retention: Until superseded, except retain one copy for historical purposes 14.60 Judges See Schedule 15 Employee Records. 14.70 Jury Records Records relating to selection and oversight of jurors, rosters of persons selected to serve on juries and instructions regarding their service on the jury. Retention: 2 years + current [GRMRC MC-6] Juror's Summonses Retention: 1 year + current 14.80 Procedures Records documenting guidelines and implementation of state rules and local variations established to clarify procedures. See also Schedule 7 Policies and Procedures Documentation. Retention: Current plus previous versions 14.90 Registers and Indexes Alphabetical or numerical indexes or registers of municipal court cases and transactions. Index or Register of Cases Retention: 7 years + current [GRMRC MC-5] Index of Deferred Services Retention: 6 months after case closed provided rights of appeal have expired Index of Warrants Retention: 6 months after case closed provided rights of appeal have expired Sch.No.14 Municipal Court Page 4 of 4 Registers—Monthly Retention: 6 months after case closed 14.100 Reports Summary reports from municipal court to the municipality. Annual Reports Retention: Permanent Monthly Reports Retention: 1 year + current 14.110 Subpoenas Documents issued to compel an appearance of a defendant or witnesses before the court, or the submission of certified copies of pertinent records. Retention: Duration of retention of case file 14.120 Summonses and Complaints See Schedule 14 Case Files. 14.130 Tape Recordings of Court Proceedings Sound recordings made of proceedings before the municipal court. Retention: 6 months after judgment is entered, provided all rights of appeal have expired [GRMRC MC-131 14.140 Warrants Documents issued by the court ordering the arrest or detainment of an individual. Index of Warrants See Schedule 14 Registers and Indexes. Warrants Retention: 1 year + current after closed or recalled Sch.No.15 Personnel Records Page 1 of 13 SCHEDULE NO. 15 PERSONNEL RECORDS General Description: Records relating to the hiring, employment, safety, benefits, compensation, retirement and termination of municipal employees. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Conies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 15.10 Affirmative Action Records See Schedule 15 Compliance with Regulatory Requirements. 15.20 Agreements and Contracts- Personnel See also Schedule 7 Agreements and Contracts. Collective Bargaining Agreements Retention: 3 years after expiration [29 CFR 516.5] Employment Contracts Individual employment contracts or where contracts or agreements are not in writing, a written memorandum summarizing the terms. Retention: 3 years after expiration [29 CFR 516.5] 15.30 Americans with Disability Act Records See Schedule 15 Compliance with Regulatory Requirements. 15.40 Benefits Records pertaining to fringe benefits, insurance coverage and benefit plans for employees. Sch.No.15 Personnel Records Page 2 of 13 Group Health Insurance — Continuation of Coverage Records showing covered employees, their spouses and dependents have received written notice of continuing group health insurance and COBRA15 rights, and whether the covered employees, spouses and dependents elected or rejected coverage. Retention: 3 years + current16 75 COBRA means Consolidated Omnibus Budget Reconciliation Act of 1985. 16 Retention period not specified in federal law 26 CFR 4980 B (f)(6) or 29 USC 1166. Benefit Plans Documentation relating to employee health, dental, vision and other insurance plans; Social Security, pension, deferred compensation, Individual Retirement Accounts, money purchase plans, retirement and similar plans; including a benefit plan description and/or a summary benefit plan description. Retention: Full period that plan or system is in effect, plus 1 year after termination of the plan [29 CFR 1627.3]17 Plan Basis Records providing the basis for all required plan descriptions and reports necessary to certify the information, including vouchers, worksheets, receipts, applicable resolutions. Retention: Not less than 6 years after filing date of documents [29 USC 1027 and 29 CFR 2520] 15.50 Bonds — Public Officials Fidelity, surety, blanket or other bonds intended to guarantee honest and faithful performance of officials such as the municipal clerk, financial officer or administrator CRS 31-4-219, CRS 31-4-401]. Retention: 6 years + current after term expires 15.60 Compliance with Regulatory Requirements Affirmative Action Compliance Records relating to the municipality's compliance with Title VII of the Civil Rights Act [29 CFR 1602]. Affirmative Action Plan Sch.No.15 Personnel Records Page 3 of 13 Retention: Permanent [GRMRC P-3] Affirmative Action Records Records of requests for job applicant's reasonable accommodation applications, hiring, promotion, demotion, transfer, layoff, termination, rates of pay, selections for training or apprenticeship. Retention: 2 years18 [29 CFR 1602.311 Report EEO-4 Records submitted to the Equal Employment Opportunity Commission EEOC) documenting compliance with EEOC requirements by municipalities with 15 or more employees. Retention: 3 years [29 CFR 1602.30; 29 CFR 1602.32] Americans with Disabilities Act(ADA) Compliance See Schedule 15 Physical and Medical Records. GRMRC F-19 and P-17 specify permanent retention for pension plans. 18 GRMRC P-4 specifies 5 years + current; 29 CFR 1602.14 specifies 1 year. Consolidated Omnibus Budget Reconciliation Act of 1985(COBRA) Compliance See Schedule 15 Benefits — Group Health Insurance — Continuation of Coverage. Family and Medical Leave Act(FMLA) Compliance See Schedule 15 Physical and Medical Records. Occupational Safety and Health Act(OSHA) Compliance See Schedule 15 Physical and Medical Records. 15.70 Employee Records — Active and Terminated Documentation of an individual employee's work history, including information regarding active and terminated employees maintained because of the employer-employee relationship, such as records pertaining to age, address, telephone number and social security number; notices of appointment; tuition reimbursement; classification questionnaires; commendations; disciplinary and personnel actions relating to the employee, including hiring, evaluation, demotion, promotion and termination of Sch.No.15 Personnel Records Page 4 of 13 municipal employees; letters of commendation; letters of resignation; emergency notification forms; oaths of office; job-related training documentation; performance evaluations; salary documentation; selection of benefit plans, etc. [CRS 24-72-202(4.5)]. See also other employee and personnel records listed elsewhere in Schedule 15. Retention: 10 years after retirement or separation, provided that records relating to hazardous material exposure are retained 30 years after separation.19 <Amended 2105> Duplicate Copies: Transfer to custodian of record copy upon termination of employment GRMRC P-11] 15.80 Employee Records —Temporary and Seasonal Records and documentation relating to employment of temporary and seasonal employees, except for payroll and fiscal information. Retention: 3 years after termination, except payroll and fiscal records [GRMRC P-10] 15.90 Expense Records See Schedule 5 Accounts Payable Records. 15.100 Garnishments See Schedule 15 Payroll Records. 15.110 Grievances Records of personnel grievances filed by employees. Retention: 3 years + current after settled [GRMRC P-12] i9 GRMRC P-9 specifies permanent retention; however, the Colorado State Archives now recommends the listed retention period. Research notations: Age records, 3 years [29 CFR 516.2, 41 CFR 50.201, and 29 CFR 1627.3]; demotion records, 1 year [29 CFR 1627.3 and 29 CFR 16902.14]; hiring records, 3 years [29 CFR 1602.14 and 29 CFR 1627.3]; promotion records, 1 year from date record made or personnel action taken, whichever is later 129 CFR 1602.14]; termination records, 1 year from date record made or personnel action taken, whichever is later [29 CFR 1602.14]; involuntary terminations, 2 years from date of termination, or in cases of charges of discrimination retain until final disposition of charge or action [29 CFR 1602.31]. 15.120 Health and Safety Records See also Schedule 15 Physical and Medical Records and Workers' Compensation. Sch.No.15 Personnel Records Page 5 of 13 Hazardous Materials Exposure Records of any personal or environmental monitoring of exposure to hazardous materials, lead and asbestos, chemicals, toxic substances, noise, dust, heat, cold, repetitive motion, blood-borne pathogens, biological agents, bacteria, virus, fungus, radiation, or other dangerous work-related conditions. Retention: 30 years after separation [29 CFR 1910.1020 and 15 USC 2622] Material Safety Data Sheets (MSDS) Employers must have a MSDS on file for each hazardous chemical they receive and use and ensure copies are readily accessible to employees in their work area. Employer must keep records of chemicals used, where they were used and for how long [29 CFR 1910.1200]. Retention: Until superseded or 1 year+ current after chemical is disposed of or consumed <Amended 12104> Safety Committee Records See Schedule 7 Committees — Internal. Safety Policies and Procedures See Schedule 7 Policies and Procedures Documentation. Safety Training Information Manuals, handbooks and similar documentation of safety training provided to employees. Retention: 1 year + current [GRMRC P-22] 15.130 1-9 Forms Record of verification of citizenship and eligibility to work in the United States, including verification documentation that establishes identity and eligibility (Immigration and Naturalization Services Form 1-9, Employment Eligibility Verification Form); applies to all employees hired after November 6, 1986. Retention: 3 years from date of hire or 1 year after separation, whichever is later [8 CFR 274a.2] 15.140 Insurance — Employee See Schedule 15 Benefits and Schedule 5 Insurance Records. Sch.No.15 Personnel Records Page 6 of 13 15.150 Job Records Advertisements of Job Opportunities Advertisements and announcements regarding job openings, promotions, training programs or overtime work. Retention: 1 year + current [GRMRC P-24, 29 CFR 1627.3] Applications for Employment and Supporting Documentation Applications, resumes and supporting documentation and other replies to job advertisements, including applications for temporary positions. Retention: 2 years from the date record was made or human resource action was taken, whichever is later [GRMRC P-8, 29 CFR 1627.4, 29 CFR 1602.14] Applications for Employment—Not Hired Applications, resumes and supporting documentation submitted for municipal employment by individuals not hired. Retention: 2 years from the date of the making of the record or the personnel action involved, whichever occurs later [GRMRC P-8; 29 CFR 1602.311 Examinations Tests administered by the municipality in connection with screening job applicants to determine aptitude or skills. Retention: 2 years + current from the date of making record or action, whichever occurs last [GRMRC P-8, 29 CFR 1602.31, 29 CFR 1627.3 and 29 CFR 1607.4] Job Descriptions and Specifications Written descriptions of duties performed, qualifications and physical requirements for municipal positions. Retention: Until superseded [GRMRC P-14] Polygraph Records—Job Applicants Retention: 2 years + current 15.160 Oaths of Office Oaths of office taken by appointed municipal officials [CRS 31-4-401]. Sch.No.15 Personnel Records Page 7 of 13 Retention: Term of office + 1 year [GRMRC A-221 15.170 Payroll Records Basis of Pay2O Records pertaining to additions or deductions from wages paid; the basis on which wages are paid; earnings per week; records containing employee's name, address, date of birth, occupation, rate of pay and compensation earned per week; includes payroll records pertaining to both FLSA-Exempt and FLSA-Non-Exempt Employees. Note: The basis on which wages are paid must be documented in sufficient detail to permit calculation for each pay period including benefits and prerequisites. The records may include payment of wages, wage rates, job evaluations, merit and incentive programs and seniority systems. The basic reason for these records is to give the Wage-Hour Division an indication on whether or not sex discrimination exists. Retention: 3 years [29 CFR 516.51 20 Research notations: Additions or Deductions from Wages Paid, 3 years [29 CFR 516.5]; Age Discrimination in Employment Act Records, 3 years [29 CFR 1627.3]; Basis on Which Wages Are Paid, 2 years [29 CFR 1620.32 and 29 CFR 516.6]; Earnings Per Week, 3 years [29 CFR 1627.3 and 29 CFR 516.5]; FLSA-Exempt Employees, 3 years [29 CFR 516.5]; FLSA-Non Exempt Employees, 3 years [29 CFR 516.5]; Title Vll and Americans with Disabilities Act, 1 year from date record made or personnel action taken, whichever is later [29 CFR 1602.14]. Compensation Plans Pay Plans Written plans outlining job titles and pay scales for municipal employees. Retention: Permanent [GRMRC P-19] Seniority or Merit Systems Retention: For the full period the plan or system is in effect plus 1 year [29 CFR 1627.3] Credit Union Deduction Requests Retention: 1 year after superseded [GRMRC P-16]21 Direct Deposit Reports Retention: 1 year + current Sch.No.15 Personnel Records Page 8 of 13 Garnishments Documentation of requests and court orders served on the municipality to withhold the wages of employees for garnishments, tax levies, support payments and other reasons. Retention: 3 years [GRMRC P-16] Leave Records Balance Reports Year-End Retention: Duration of employee file Other Periodic Reports Retention: 2 years Leave Requests Applications submitted by employees for sick, vacation, compensatory, personal business, family and medical leave, long-term leave and other leave time. Retention: 1 year + current [GRMRC P-16] Pay Plans See Compensation Plans above. Payroll Reports Employee Longevity Reports Retention: Permanent [GRMRC P-6] 21 29 CFR 516.6 specifies retention.for 2 years. End of Pay Period Retention: 1 year + current FICA Reports — Quarterly Retention: 6 years + current [GRMRC P-16] Sch.No.15 Personnel Records Page 9 of 13 Quarterly Retention: 2 years + current Year-End Retention: 6 years + current provided Payroll Register is retained permanently Payroll Tax Records Records of collection, distribution, deposit and transmittal of federal and state income taxes, including federal miscellaneous income statements (1099), request for taxpayer identification number and certificate (W-9), employer's quarterly federal tax return (941, 941 E) and other similar federal and state forms. Retention: 5 years + current Register— Payroll[Year-End] Documentation of the earnings, voluntary and required deductions and withholdings of municipal employees. Retention: Permanent Salary Surveys Studies and surveys conducted by the municipality or its agents to gather comparative salary information for municipal positions in comparable organizations. Retention: 3 years + current [GRMRC P-21] Time Worked Records All basic time and earnings cards or sheets and work production sheets of individuals where all or part of the employee's earnings are determined. Retention: 5 years + current [CRS 8-72-107]22 Wage-Rate Tables All tables or schedules (from their last effective date) of the employer which provide the piece rates or other rates used in computing straight-time earnings, wages, or salary, or overtime pay computation. Retention: 2 years; however the Department of Labor may request records back 3 years 29 CFR 516.6] Sch.No.15 Personnel Records Page 10 of 13 22 GRMRC P-16, 29 CFR 1602.31 and 29 CFR 516.6 specify retention for 2 years. The model retention schedule follows state law. W-2 Forms Annual wage and tax statements documenting individual employee earnings and withholdings for state and federal income taxes and social security tax. Retention: 4 years + current [GRMRC P-16] W-4 Forms Withholding allowance certificates documenting exemption status of individual municipal employees. Retention: Throughout employment [GRMRC P-16] 15.180 Pension Records Actuarial Reports Reports by actuaries concerning the financial soundness of a pension plan. Retention: Permanent Pensions Awarded Records of applications for pensions, determinations regarding award of pensions and actuarial calculations for the pension. Retention: Permanent [GRMRC P-17] Pension Plans See Schedule 15 Benefits — Benefit Plans. 15.190 Physical and Medical Records Records documenting an individual employee's work-related medical history [29 CFR 1630.14]. Note: These records are not personnel records and must be kept physically separate from employee personnel records in a separate location as required by the Americans_with Disabilities Act. See also Schedule 15 Health and Safety Records. Age Discrimination in Employment Act(ADEA) and Americans with Disabilities Act(ADA) Records Sch.No.15 Personnel Records Page 11 of 13 Records required to be retained under Age Discrimination in Employment Act (ADEA) and Americans with Disabilities Act (ADA) containing results of physical examinations considered in connection with personnel actions. Retention: 1 year [29 CFR 1627.3] Family and Medical Leave Act(FMLA) Records Records required to be retained under Family and Medical Leave Act (FMLA); includes an FMLA leave request relating to medical certifications, recertification or medical histories of employees or employees' family members. These records shall be maintained in separate files/records and be treated as confidential medical records, except that supervisors and managers may be informed regarding necessary restrictions and accommodations, not the nature of the condition, first aid and safety personnel may be informed (when appropriate) if the employee may/might require emergency treatment, and government officials investigating compliance with FMLA shall be provided relevant information. Retention: 3 years [29 CFR 825.500] Occupational Safety and Health Act(OSHA) Records Records required under Occupational Safety and Health Act (OSHA), including complete and accurate records of all medical examinations required by OSHA law. Note: These records may be retained by the medical provider. Retention: Duration of employment + 30 years, unless a specific OSHA standard provides a different time period [29 CFR 1910.1020] 15.200 Policies and Procedures— Personnel Handbooks, manuals, directives and other written statements or summaries of policies and procedures governing personnel and human resource matters pertaining to employment with the municipality. See also Schedule 7 Policies and Procedures Documentation. Retention: Until updated [GRMRC P-18], except retain permanently all documentation that would be useful in establishing past policies or procedures in settling personnel disputes Recruitment and Interviewing Procedures Guidelines for recruitment and interviewing processes for hiring of municipal employees. Retention: 1 year + current [GRMRC P-20] 15.210 Regulatory Agency Information Sch.No.15 Personnel Records Page 12 of 13 See Schedule 7 Legislation and Regulatory fictions. 15.220 Reports — Personnel See Schedule 15 Pension Records and Payroll Records. 15.230 Safety See Schedule 15 Health and Safety Records. 15.240 Signature Certificates Facsimile signature certificates for the municipal clerk and treasurer that are filed with the Secretary of State's office for authentication and verification of the signature of the official on municipal documents. Retention: 1 year after end of employment 15.250 Social Security See Schedule 15 Benefits — Benefit Plans. 15.260 Test Records See Schedule 15 Job Records. 15.270 Training Information Information presented to orient new employees regarding policies and procedures. Retention: 1 year + current [GRMRC P-22] 15.280 Unemployment Insurance Reports and claim records for unemployment insurance payments. Retention: 6 years + current [GRMRC P-23] 15.290 Volunteer Worker Records Records documenting work performed for the municipality by citizens without compensation for their services. Retention: 3 years after separation 15.300 Work Schedules Sch.No.15 Personnel Records Page 13 of 13 Employee On-Call Schedule Retention: 2 years +current [GRMRC P-7] 15.310 Workers' Compensation Injury reports and supplemental reports and claim records for workers' compensation. Retention: 6 years + current [GRMRC P-25] Sch.No.16 Property Records Page 1 of 4 SCHEDULE NO. 16 PROPERTY RECORDS General Description: Records of real property considered for acquisition or owned, sold or vacated by the municipality. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first Duplicate copies should not be retained longer than the record copy. 16.10 Acquisition Records Records documenting the acquisition and ownership of real property by the municipality, including appraisals, quiet title actions, condemnations and eminent domain actions, purchase of property and similar actions to acquire land or real property. Retention: Permanent 16.20 Auction Records See Schedule 5 Fixed Asset Records. 16.30 Buildings and Structures — Municipal Records relating to acquisition, construction and sale of buildings and structures owned by the municipality. Retention: 6 years after disposition of building or structure 16.40 Cemeteries See Schedule 2 Cemetery Records. 16.50 Deeds and Dedications Conveyances of property or property rights to or from the municipality, including warranty deeds, dedication deeds and similar documents. Retention: Permanent Sch.No.16 Property Records Page 2 of 4 16.60 Easements and Rights-of-Way Permanent Easements and Rights-of-Way Conveyances of rights to place utilities or other infrastructure or to cross under or over property owned.by another property owner. Retention: Permanent Temporary Access and Construction Easements Documentation of temporary easements allowing access and entrance to, and work on, property or streets not owned by the easement holder. Retention: 2 years after easement expires 16.70 Encroachments See Schedule 12 Encroachment Permits. 16.80 Fleet and Equipment Records See Schedule 6 Fleet and Equipment Records. 16.90 Inventories See Schedule 5 Fixed Asset Records. 16.100 Leases Agreements through which the municipality obtains the right to use property owned by another, or through which the municipality grants the right to use municipal property to another party, for a specified period of time in exchange for the payment of rental; includes leases, subleases, assignments of leases, rental rates, terms of property use, etc. See also Schedule 5 Purchasing Records — Lease Purchase Records. Retention: 6 years after termination of lease 16.110 Maintenance, Upkeep and Damage Records Records documenting the minor maintenance, repair and upkeep of municipally owned facilities and property. See also Schedule 16 Work Orders — Property. Retention: 1 year + current [GRMRC A-41] Sch.No.16 Property Records Page 3 of 4 Chemical Application Records Records documenting the application of chemicals such as pesticides, herbicides and fertilizers to parks and other municipal property. See also Schedule 15 Health and Safety Records— Hazardous Materials Exposure. Retention: 3 years after application Damage Records Records of damage to municipal property, including signs, trees, park facilities, buildings and fences. Retention: 3 years after date of last action if not litigated; if litigated see Schedule 13 Inspection Records Records documenting periodic inspection of parks and facilities to check for damage and recommend repairs and maintenance. Retention: 2 years 16.120 Parks Historical and informational records regarding each of the municipality's parks, including correspondence, architectural drawings, park histories, photographs, etc. Retention: Permanent 16.130 Projects Construction, renovation or other building projects on municipally owned property. See Schedule 7 Project Files. 16.140 Rights-of-Way See Schedule 16 Easements and Rights-of-Way. 16.150 Sale or Transfer of Property Records Records pertaining to transactions for the sale or trade of land, buildings or other real property owned by the municipality. Retention: Permanent Sch.No.16 Property Records Page 4 of 4 16.160 Trees Records pertaining to the planting, removal, care and inventory of trees on municipally owned property. Tree Inventory Retention: Until superseded Tree Removal See Schedule 12 Permit Records — Tree Removal Permits. 16.170 Vacations — Easements and Rights-of-Way See Schedule 10 Vacations — Street, Alley and Right-of-Way. 16.180 Work Orders — Property Request and authorization forms for repair or maintenance work on municipally owned facilities or structures. Retention: 2 years Sch.No.17 Public Safety Page 1 of 15 SCHEDULE NO. 17 PUBLIC SAFETY RECORDS General Description: Records relating to the enforcement and protective service functions of the municipality. The specified retention period applies to the information contained within the record, regardless of the physical format of the record(paper, microfilm, computer disk or tape, optical disk, etc.). Duplicate Copies: Provided that no retention period is specified for duplicate copies, retain those that are created for administrative purposes for 1 year, and retain those created for convenience or reference purposes until no longer needed or for 1 year, whichever is first. Duplicate copies should not be retained longer than the record copy. 17.10 Agreements and Contracts See Schedule 7 Agreements and Contracts. 17.20 Animal Control Records relating to the control and protection of animals in the municipality. Animal Licensing See Schedule 12 Licensing Records. Humane Society Records documenting the ongoing operational and administrative relationship between the municipality and the local humane society or animal shelter. See Schedule 7 External Groups and Agencies. Impoundment Records Records pertaining to the impoundment and care of stray animals. Retention: 1 year +current [GRMRC PSP-31 Regulations See Schedule 7 Regulations and Standards. 17.30 Civil Defense See Schedule 17 Emergency Planning and Response. Sch.No.i7 Public Safety Page 2 of 15 17.40 Disaster Response Planning See Schedule 17 Emergency Planning and Response. 17.50 Emergency Planning and Response Emergency Operations and Management Plans Records relating to disaster, emergency and civil defense planning and preparation; implementation and testing of disaster warning systems and response planning; disaster response and emergency planning and preparedness of the municipality. Includes emergency operations plans, incident response plans, and disaster management and recovery plans. See also Schedule 6 Equipment Records. Retention: 1 year+ current after superseded, except retain 1 copy for historical purposes [GRMRC PSF-14] Incident Records —Disasters and Emergencies Documentation of the extent and impacts of natural or manmade disasters and emergency incidents and actions taken by the municipality in response to such incidents; includes records such as logs, diaries, damage assessment and response reports, situation and resource allocation reports, incident plans, resource ordering and tracking, financial documentation, photographs, and similar incident-related documentation. Retention: Permanent Mutual Aid Agreements See Schedule 7 Agreements and Contracts. 17.60 Equipment— Public Safety Records pertaining to equipment used by public safety and emergency services departments. See also Schedule 6 Equipment Records. Emergency 9-1-1 Service Retention: 5 years after superseded Radar Guns and Camera Radar Records pertaining to maintenance and calibration of radar guns, camera radar and similar detection systems. Retention: 1 year after disposition of equipment [GRMRC PSP-2] Sch.No.17 Public Safety Page 3 of 15 Warning Systems—Emergencies and Disasters See Schedule 6 Equipment Records. 17.70 Fire and Rescue Activity Records Records pertaining to fire suppression and prevention and emergency rescue functions. Burning Permits See Schedule 12 Permit Records. Call Sheets—Rescue Unit Retention: 5 years + current [GRMRC PSF-18] Equipment See also Schedule 6. Fire Hydrant Records Documentation of locations, specifications, maintenance, testing and repair of water hydrants in the municipal water system. Retention: 1 year after hydrant is replaced or removed from service GRMRC PSF-61 Pumper Tests and Hose Tests Retention: 1 year after disposal of equipment [GRMRC PSF-6] Fire Code See Schedule 7 Code Book Records. Fire Code Board of Appeals See Schedule 1 Building Board Case Files. Fire Insurance Rate Maps See Schedule 7 Maps and Drawings. Sch.No.17 Public Safety Page 4 of 15 Fire Protection Districts Records with long-term value documenting the ongoing operational and administrative relationship between the municipality and the fire protection district. Note: Follow other Schedules for other types of records. See also Schedule 7 External Groups and Agencies. Retention: Permanent Incident Records Fire Call Sheets Retention: 5 years + current [GRMRC PSF-8] Fire Prevention Schedule Retention: 1 year + current [GRMRC PSF-10] Incident Investigations Records pertaining to investigations regarding fires and other incidents. See also Schedule 17 Hazardous Materials. Fatality Retention: Permanent [GRMRC PSF-11] Nonfatality Retention: 10 years +current [GRMRC PSF-11] Noncriminal Retention: 2 years + current [GRMRC PSF-11] Rescue Incident Reports Retention: Permanent [GRMRC PSF-11] Run Sheets— Fire and Rescue Retention: Permanent [GRMRC PSF-11] Sch.No.17 Public Safety Page 5 of 15 Inspections Business Inspection Records Records of inspections of commercial establishments. Retention: Permanent [GRMRC PSF-17] Intelligence Files (Arson) <Added 1103> Records containing information regarding individuals and groups. <Added 1103> Multiple Contacts <Added 1103> Retention: 5 years <Added 1103> No Further Contact<Added 1103> Retention: 1 year + current <Added 1103> Routine Inspections Records of routine fire prevention and other related inspections performed by the municipality. Retention: 3 years + current [GRMRC PSF-12] Requests for Service Retention: 2 years + current [GRMRC PSF-19] S.A.R.A. Tier II Reports Superfund Amendments Reauthorization Act reports. Retention: 1 year + current [GRMRC PSF-20] Training Records See Schedule 15 Training Information. 17.75 FIRE DEPARTMENT RECORDS (IF INTERNATIONAL FIRE CODE IS ADOPTED) <Added 12104> Municipalities that adopt the International Fire Code (IFC) should follow the records retention provisions set out in the IFC as follows, unless a local exception is adopted by ordinance. Sch.No.17 Public Safety Page 6 of 15 Approval and Variance Records <Added 12104> Retention: Not less than 5 years or for as long as the structure or activity to which such records relate remains in existence, unless otherwise provided by other regulations [IFC 104.6.11 Fire Records <Added 12104> Retention: Not less than 5 years or for as long as the structure or activity to which such records relate remains in existence, unless otherwise provided by other regulations [IFC 104.6.3] Inspection Records <Added 12104> Retention: Not less than 5 years or for as long as the structure or activity to which such records relate remains in existence, unless otherwise provided by other regulations [IFC 104.6.2] Statistical Records— Fire Department <Added 12/04> Statistics regarding the extent of fires and the damage caused by fires. Retention: Not less than 5 years or for as long as the structure or activity to which such records relate remains in existence, unless otherwise provided by other regulations [IFC 104.6.3] 17.80 Hazardous Materials Records relating to hazardous materials regulation, prevention, safety and incident response and investigation. Asbestos Removal Permits See Schedule 12 Permit Records. Incident Prevention Reports Retention: 3 years + current [GRMRC PSF-101 Incident Response Planning See Schedule 17 Emergency Planning and Response. Investigations Records of investigations of hazardous materials incidents. Sch.No.17 Public Safety Page 7 of 15 Criminal Hazardous Materials Incidents Retention: Permanent [GRMRC PSF-171 Noncriminal Hazardous Materials Incidents Retention: 2 years after costs are recovered [GRMRC PSF-11] Registration —Hazardous Materials Retention: Permanent[GRMRC PSF-101 Underground Storage Tank Inspections See Schedule 11 Environmental Records and Schedule 12 Permit Records. Toxic Site (Designated) <Added 1103> See Schedule 11 Environmental Records. 17.90 Police Records [General Reference: CRS 24-72-304] Arrest Records Records pertaining to arrests, including cards, numerical files and register books. Arrest and Booking Logs Retention: 5 years + current [GRMRC PSP-13] Adult Offenders Felony Arrests (Major Felonies and Violent Crimes) Added 12104> Cases such as arson, aggravated assault, homicides, kidnapping, deaths, missing persons (excluding runaways), officers killed, robbery, forgery, theft of public funds and similar cases. Retention: Permanent [GRMRC PSP-51 Felony Arrests (Other) <Added 12104> Other felony cases, special investigations and similar cases. Sch.No.17 Public Safety Page 8 of 15 Retention: 5 years + current [GRMRC PSP-5] Misdemeanors <Added 12104> Misdemeanor cases, petty offenses, traffic offenses and similar cases Retention: 3 years + current [GRMRC PSP-5] Juveniles[CRS 19-1-3041 Retention: Until 19 years old [GRMRC PSP-12] Case Files Investigative case records pertaining to cases handled by the police department. Felony Cases (Major Felonies and Violent Crimes) Cases such as arson, aggravated assault, homicides, kidnapping, deaths, missing persons (excluding runaways), officers killed, robbery, forgery, theft of public funds and similar cases. Retention: Permanent [GRMRC PSP-5] Felony Cases (Other) Other felony cases, special investigations and similar cases. Retention: 5 years + current [GRMRC PSP-5] Misdemeanors Misdemeanor cases, petty offenses, traffic offenses and similar cases. Retention: 3 years + current [GRMRC PSP-5] Sex Offenders See also Registered Sex Offenders below Retention: Permanent [GRMRC PSP-5] Criminal History Files Felonies Sch.No.17 Public Safety Page 9 of 15 Retention: 10 years + current [GRMRC PSP-91 Homicides Retention: Permanent [GRMRC PSP-9] Misdemeanors Retention: 5 years + current[GRMRC PSP-9] Evidence Records Records pertaining to the collection and storage of evidence collected at crime scenes and during police investigations. Note: Retention periods apply provided offenses are not affected by statute of limitations. Fingerprint Cards and Files Records containing latent fingerprints and palm prints found at crime scenes without identification of suspects. Retention: 75 years + current [GRMRC PSP-10 and PSP-11] Handling and Storage of Evidence Records Logs documenting the receipt, transfer and release of materials taken into evidence, including property reports, release records, evidence tags and similar records. Retention: 7 years + current [GRMRC PSP-10] Mug Shots/Negatives Photographic records of suspects and persons convicted of crimes; includes photographic prints and negatives. Retention: Permanent [GRMRC PSP-16] Photos/Negatives Photographic records of crime scenes; includes photographic prints and negatives. Retention: 75 years +current [GRMRC PSP-10] Sch.No.17 Public Safety Page 10 of 15 Videotapes Taped records pertaining to police cases, such as video taken at crime scenes, DU123 arrests and similar cases. Retention: 30 days after final court disposition Field Contact Records Records of contacts with businesses, complainants, juveniles, victims or witnesses after which no incident report is filed, including written statements. Retention: 3 years + current [GRMRC PSP-7] Tape-Recorded Interviews—Field Contacts Taped interviews conducted during field contacts in which no incident report is filed. Retention: 90 days if transcribed [GRMRC PSP-71 Intelligence Files (Police) <Added 1103> Records containing information regarding individuals and groups. <Added 1103> Multiple Contacts <Added 1103> Retention: 5 years <Added 1103> 23 DUI means "driving under the influence." No Further Contact <Added 1103> Retention: 1 year + current <Added 1103> Internal Affairs Investigations Records pertaining to internal investigations regarding police conduct or actions, board of inquiry proceedings, and any subsequent disciplinary actions. Note: Substantiated investigations should be transferred to the record copy custodian for personnel records for the municipality to be retained or destroyed according to personnel policy unless there are conflicts with union policy. Sch.No.17 Public Safety Page 11 of 15 Retention: 4 years + current [GRMRC PSP-19] Licenses and Permits See Schedule 12 Licenses and Permits. Logs Listings kept to track specific routine daily activities. Arrest Logs See Arrest Records above. Court Subpoena Logs Retention: 2 years + current [GRMRC PSP-131 Crime Logs Logs kept of specified crimes such as auto and auto parts thefts, burglaries, forgery and bad checks, theft and fraud and similar records. Retention: 3 years + current [GRMRC PSP-13] Dispatch Logs Retention: 1 year + current DUI Logs Retention: 2 years + current [GRMRC PSP-13] Offense Logs Retention: 3 years + current [GRMRC PSP-13] Routine Activity Logs Documentation of routine home and welfare checks, alarm checks, and similar activities. Retention: 1 year+ current [GRMRC PSP-15] Traffic Accident Logs Retention: 2 years + current [GRMRC PSP-13] Sch.No.17 Public Safety Page 12 of 15 Parole Card File Retention: Until no longer needed [GRMRC PSP-171 Personnel Records See Schedule 15. Registered Sex Offenders [CRS 18-3-412.51 <Amended 12104> See also Case Files — Sex Offenders above. Information Request Forms— Sex Offenders <Added 12104> Forms completed by parties interested in inspecting public information regarding sex offenders. General Reference: CRS 16-22-112. Retention: 1 year + current Sex Offender Registration and Cancellation Forms <Added 12104> Notifications completed by convicted sex offenders regarding residence addresses and contact information. General Reference: CRS 16-22-108. Retention: 5 years after offender leaves jurisdiction [Model 17.9] Sexually Violent Predators— Public Notifications <Added 12104> Notices given by the municipality to the public regarding sexually violent predators in the community. General References: CRS 16-22-108 and CRS 18-3-414.5 Retention: Permanent Reports Accident Reports Retention: 3 years + current [GRMRC PSP-20] Activity Summaries Routine reports and documentation regarding daily activities and assignments, dispatch logs, field activity, officer activity, ride-along records, tavern and bar checks, vehicle impoundments, roll call records and work schedules. Sch.No.17 Public Safety Page 13 of 15 Retention: 1 year + current [GRMRC PSP-1 and PSP-20] Crime Stoppers Reports Retention: 5 years + current [GRMRC PSP-20] Incident Reports Retention: 3 years + current [GRMRC PSP-201 Offense Reports Serious Offenses Reports relating to serious circumstances such as deaths, missing persons, forgery or treason. Retention: Permanent [GRMRC PSP-20] Other Offenses Retention: 10 years + current [GRMRC PSP-20] Records Checks Retention: 2 years + current [GRMRC PSP-20] Reports — Departmental See Schedule 7 Reports. Uniform Crime Report/NIBRS—Annual Retention: Permanent Ride-Along Program Records Records of police programs that allow citizens to ride-along with police offers. Approved to Ride-Along Retention: 3 years + current Denied Approval to Ride-Along Retention: Permanent Sch.No.17 Public Safety Page 14 of 15 Liability Waivers See Schedule 7 Program Records Seizure Fund Documentation Retention: 7 years + current [GRMRC PSP-21] Statistical Files Card or other indexes for collection of data by class of crime, Uniform Crime Reports UCR), and other statistical information compiled by the police department. Retention: 5 years + current [GRMRC PSP-21] Training Records Records documenting training for police personnel, including shooting range score sheets, test scores and monthly training reports. See also Schedule 15 Training Records. Retention: 5 years after employee's termination24 [GRMRC PSP-23] 17.100 Procedures and Policies See Schedule 7 Policies and Procedures Documentation. 17.110 SummonsES and Complaints Duplicate copy of summonses and complaints. See also Schedule 14. Retention: 1 year + current [GRMRC PSP-6] 24 Transfer departmental personnel records to municipality's human resources/personnel office at the time employee is terminated. 17.120 Tape Recordings — Dispatch Audio tapes recorded to monitor radio transmissions. Retention: 90 days 17.130 Traffic Code See Schedule 7 Code Books. Sch.No.17 Public Safety Page 15 of 15 17.140 Vehicles— Public Safety See Schedule 6. 17.150 VIDEOTAPES <Added 12104> Videotapes Relating to Criminal Cases <Added 12104> Videotapes of crime scenes and interviews with crime witnesses or suspects. Cases Concerning Death, Missing Persons, Kidnapping, Treason and Forgery<Added 12104> Retention: Permanent Videotapes Concerning All Other Cases <Added 12104> Retention: 10 Years + Current Videotapes Related to Security<Added 12104> Facility Security of Justice CenterlOther Municipal Buildings <Added 12/04> Video recordings from security cameras in municipal buildings. Security setups vary and recordings may be continuous, stop-frame or random use. In addition to visual feed, videos also show date and time indexing information. Retention: 30 days Security Videos of Detention Center Booking <Added 12104> Security setups vary and recordings may be continuous, stop-frame, random or triggered by "panic button" use. In addition to visual feed, videos also show date and time indexing information. Retention: 1 year