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07-07-14 Town Council PacketsSNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING AGENDA J U LY 07, 2014 PLEASE NOTE THAT ALL TIMES ARE APPROXIMATE — ITEMS COULD START EARLIER OR LATER THAN THE 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: EVIRONMENTAL ADVISORY BOARD UPDATE (Time: 20 Minutes) ACTION REQUESTED OF COUNCIL: Listen to presentation -- Lindsey Palardy Board Chair ....... ...........................Page 3 Item No. 5: UPDATE ON ENTRYWAY PLANNING PROCESS (Time:60 Minutes) ACTION REQUESTED OF COUNCIL: Listen to presentation and provide feedback. - -Julie Ann Woods ........................ ...........................Page 5 Item No. 6: MANAGER'S REPORT (Time: 10 minutes) - -Gary Suiter ............................... ...........................Page 12 Item No. 7: AGENDA FOR NEXT TOWN COUNCIL MEETING: • July 21, 2014 — Regular Meeting • August 4, 2014 — Regular Meeting • August 18, 2014 — Regular Meeting ................. ............................... ...........................Page 18 Item No. 8: APPROVAL OF MEETING MINUTES FOR: • June 16, 2014 — Regular Meeting ............................................. ............................... Page 22 Item No. 9: COUNCIL COMMENTS /COMMITTEE REPORTS /CALENDARS: • July • August • September ........................................... ............................... Page 29 07- 07 -14tc Agenda Page 2 of 2 Item No. 10: ADJOURNMENT NOTE: Total time estimated for meeting: Approx 1.5 hours (excluding items 1 -3 and 6 -10) ALL ITEMS AND TIMES ARE TENTATIVE AND SUBJECT TO CHANGE WITHOUT FURTHER NOTICE. PLEASE CALL THE OFFICE OF THE TOWN CLERK AT 923 -3777 ON THE DAY OF THE MEETING FOR ANY AGENDA CHANGES. AGENDA ITEM SUMMARY TOWN OF SNOWMASS VILLAGE Meeting Date: July 7 2014 Agenda Item: Update from the Environmental Advisory Board (EAB) Presented By: Lindsey Palardy, EAB Chair Core Issues: Provide an update to Council on Board accomplishments over the past year. Description: The following describe areas of focus for the EAB over the past year: 1. EAS Ramos up Support For-Green Events In last year's update, we informed Council that the Board purchased recycling bins to be placed at Thursday Night Concerts. We've continued our support of the event this year, and have taken green events to a whole new level with a voluntary Green Events Checklist. This spring, the EAB proactively reached out to event coordinators to introduce the Board and the Town's Green Events Checklist. Response to the Checklist has been overwhelmingly positive, and we are proud that event organizers in Snowmass Village now have a go-to resource to help them, reduce the environmental footprint of their events. We're pleased to see that many events have gone above and beyond what's included in the list, and we hope that others with opportunities for improvement can take advantage of this resource, along with staff and EAB support, in implementing sustainable strategies. You can find the checklist on the new preen events we e. Water Conservation and Pollution The Board has been actively working with the Snowmass Water & Sanitation District to review and comment on their water conservation plan, and discuss areas where the EAB can have the greatest impact on the plan's implementation. We have tailored discussion to the EAB's areas of strength — specifically outreach and education, and facilitating communications and alignment with the Town. Additionally, the Board is committed to supporting public education on water quality and recently met with the Water and Sanitation District, along with Roaring Fork Conservancy, to learn about current Brush Creek water quality monitoring efforts. Environmental Awards The EAB presents Environmental Awards each year to businesses and town staff, with the goal of encouraging leadership and community commitment to environment stewardship through policies, programs, or actions focused on energy conservation, water quality and/or conservation, and waste reduction and recycling. At the Thanksgiving Community Potluck, the Board gave the business Environmental Award to The Westin Snowmass Resort and Eco Steam Wash (honorable mention). At a subsequent Council meeting, we presented the staff award to Nick Reitter. We will again present Environmental Awards in fall 2014 to environmental leaders in our community. Saving,, EnergX in Town Facilities 07 -07 -14 TC packet 07 -07 -14 TC packet The Board played a central role in the development of a Request For Proposal to seek an efficiency /renewable energy solution to offset Town energy costs last year. Several EAB members helped to vet submitted proposals and select a shortlist of candidates. Now that the efficiency project is underway, the Board continues to assist by receiving regular updates, giving feedback, and will participate in outreach and communications efforts moving forward. The EAB plans to specifically draw lessons from the efficiency project that can apply to average Snowmass Village homeowners and /or businesses to help this project serve as a model for others to emulate. Drlving Community Awareness One of the EAB's goals is to drive greater community awareness on the importance of environmental stewardship, and ways residents can play a role in keeping our backyard beautiful. We accomplish this by supporting the Town's Director of Communications in message development around important environmental topics, most recently including the town's transition to single - stream recycling. EAB members also raise environmental awareness by echoing Town messages in their daily conversations and interactions with local residents and businesses. Financial Impact: None Council Options: No action required Staff N/A Recommendation: 07 -07 -14 TC packet TO: Snowmass Town Council THRU: Gary Suiter, Interim Town Manager `r FROM: Julie Ann Woods, Community Development Director DATE: July 7, 2014 SUBJECT: SNOWMASS ENTRYWAY PROJECT INTRODUCTION The Town Council has directed Staff to begin the second phase of the Snowmass Entryway Project, based on their desire to improve the look of our community's entrance. Recently, a group of Staff members met to bring the new Public Works and Community Development Directors up to speed on the project. From that discussion it became evident that this will be a multi- interest project affecting several departments and multiple user groups. Because of this "multi- interest", Staff is recommending that the project be guided by a Technical Advisory Group (TAG) that will be responsible for ensuring the Entryway meets community goals, expectations, and technical requirements. In addition, community stakeholders will provide valuable input on the ultimate design of the area. This memo is intended to present to Town Council more detail about the suggested project approach, identification of stakeholders, timeline, budget and public outreach before an official "kick -off' of the project begins later this summer. BACKGROUND In 2003, Town Staff, Town Council, and the community hired a consultant team and began planning and designing for construction of the entryway. Once the conceptual "Entryway Master Pion" was refined, design and construction of the Recreation Center and Pool began in August of 2005. Entryway planning and construction continued through 2008. Before the economic downturn, the intent was to complete the last phase of the entryway site, including the "Rodeo Arena Area" and the "Visitor Center Site ". However, Town Council put these efforts on hold in early 2008 due to the economic recession. Since that time the Snowmass Entryway Project has been listed in the Town's Capital Improvement Program, and in 2011, 2012 and 2013 both projects were included in the Town's Strategic Plan. Potential Program Elements Potential program elements for the Rodeo Arena area and the Visitor Center site were identified in the 2009 Entryway Master Plan, the 2007 Community Survey, the 2010 Comprehensive Plan, and through suggestions made by Council and Staff. The suggested Program Elements included: Snowmass Entryway Project Page 1 07- 07 -14TC packet 5 ..Rodeo Arenarea ������ � Ce xer items • Open air multi - purpose Additional playing fields Information building arena • Enclosed multi - purpose arena • Rodeo • Day skier parking • Parks maintenance building • Horse rental facility • Pavilion • Solid waste /recycling facility • Community room (rental) • Ice rink • Dog park • Indoor tennis courts • Pond enhancements • Nature center • Exhibit related to the Ice Age Discovery • Lodge reservation • Activity reservation • Arrival pavilion • Baggage transfer station • Museum Framina the Current DISmion To refine the current understanding of possible uses and priorities for the Rodeo Arena Area and Visitors Center site, a set of "givens" of the project had previously been identified but again, should be revisited during the Entryway Project process: Givens • Pursue year -round multi -use facilities that work well together and provide the greatest community and economic benefit • All new constructed facilities completed in the last eight years will remain in place, if possible • Maintain and increase current levels of parking • Provide an easily identifiable and accessible Visitors Center • Expand the uses, if possible, to build on the draw to Snowmass Village Staff recommends that these "givens" serve as the initial set of "goals" that will be used to kick -off the discussion of the second phase of the Snowmass Entryway Project. These may or may not remain as the community's preference (for instance, with the addition of the new Arrival Center in Base Village, a Visitor's Center with baggage transfer station may no longer be necessary), but will allow us to begin the conversation of what this project will look like and what elements are key to its success. Similarly, it is unlikely that all of the suggested program elements listed above will fit within the proposed project boundaries, and that other uses (such as telecommunications facilities, electric car charging stations, etc.) should be included. It is anticipated that much of the discussion will be focused on "what are the community's priorities?", building off of the valuable information that we gathered from the 2013 Community Survey. The process should allow for adequate time for residents and part-time residents, business leaders and decision - makers to weigh -in on what the critical elements should be. Snowmass Entryway Project Page 2 07 -07 -14 TC packet 6 PROJECT ORGANIZATION As mentioned above, Staff recommends a Technical Advisory Group (TAG) be established to represent all of the various Town Departments with a stake in the current Entryway facilities. The TAG would consist of representatives from the following Departments: In addition to the TAG, Community Stakeholders would be part of the project and should represent, as a minimum: Horse Ranch HOA The Crossings MCA Aspen Skiing Company Rodeo Association PTRAB Ice Age Discovery Center Town Council & Planning Commission Representatives (2 each) Snowmass Arts Advisory Board Financial Advisory Board Snowmass Tourism Board Community Members Business Leaders, including private recreation provider PROJECT FUNDING It is expected that some consulting services will be required for engineering and landscape architecture. The Consultants will serve as advisors to the TAG and would assist with community meeting facilitation, preliminary design, final design, cost estimating and construction drawings. Staff recently requested funding in the amount of $29,850 for the Phase I facilitation and preliminary design to begin in 2014. It is unknown what the cost for Phase II final design /construction drawings /bid package may be asthis will depend on the extent of the project and project priorities. The requested funds are expected to be used as follows: Snowmass Entryway Project Page 3 07 -07 -14 TC packet 7 R AT Recreation Andy Worline Parks & Recreation Public Works Anne Martens Infrastructure Housing Joe Coffey Affordable Housing Development Snowmass Tourism Fred Brodsky Visitor Services & Special Events Transportation David Peckler Transportation Interface Community Development Julie Ann Woods /Jim Wahlstrom Planning & Design Communications Kelly Vaughn Outreach and PR Police Brian Olson Public Safety In addition to the TAG, Community Stakeholders would be part of the project and should represent, as a minimum: Horse Ranch HOA The Crossings MCA Aspen Skiing Company Rodeo Association PTRAB Ice Age Discovery Center Town Council & Planning Commission Representatives (2 each) Snowmass Arts Advisory Board Financial Advisory Board Snowmass Tourism Board Community Members Business Leaders, including private recreation provider PROJECT FUNDING It is expected that some consulting services will be required for engineering and landscape architecture. The Consultants will serve as advisors to the TAG and would assist with community meeting facilitation, preliminary design, final design, cost estimating and construction drawings. Staff recently requested funding in the amount of $29,850 for the Phase I facilitation and preliminary design to begin in 2014. It is unknown what the cost for Phase II final design /construction drawings /bid package may be asthis will depend on the extent of the project and project priorities. The requested funds are expected to be used as follows: Snowmass Entryway Project Page 3 07 -07 -14 TC packet 7 $29,000 for preliminary design /facilitation consulting services $500 Advertising 350 Food, drink supplies Total: $29,850 PROJECT MANAGEMENT & ORGANIZATION The Snowmass Entryway Project Phase I will be managed by Julie Ann Woods, Community Development Director, with assistance from Jim Wahlstrom, Senior Planner, while Phase II would be managed by Anne Martens, Public Works Director. Direction on the project, phasing, outreach and funding should be provided by Town Council at this meeting. We will want to make sure that the right staff members and community leaders are involved to ensure success of the project. Staff suggests that the organization of the Entryway Project would look something like this: Snowmass Entryway Project Page 4 07 -07 -14 TC packet 8 COMMUNITY OUTREACH With the Communications Director Kelly Vaughn on our team, we anticipate using a variety of methods to seek community input and participation in the process both through in- person community planning sessions, and digital forums. A prominent link to the project would be placed on the TOSV home page where meeting times, agendas, plans, feedback, etc. will be available. Fortunately, www.tosv.com already has tools that would function similar to Basalt's Our Town Planning website htt_p //www.ourtownplanning.org/. The goal of communications and outreach will be to engage the community early and often, and to ensure a variety of opportunities to provide feedback and input, 24/7. DRAFT PROJECT TIMING /SCHEDULE Staff anticipates the timeline for the project would look similar to the chart below (with the presumption of funding for Phase II determined as part of the 2015 Budget Process): (Depending on what the preliminary plan comes up with in terms of proposed uses, the implementation of the project would require possible rezoning and /or land use code amendments. Therefore, it should be clear that land use approvals will need to be part of the process, but are NOT reflected in the timeline below). ERNMEME Snowmass Entryway Project Page 5 07 -07 -14 TC packet 9 Snowmass Entryway Project Page 6 07- 07 -14TC packet 10 Note: The darker shaded boxes in the table above indicate opportunities for public discussion of the prom COUNCIL ACTION Staff is requesting that Town Council provide direction and feedback on the proposed process so that the project can get underway as soon as possible. Snowmass Entryway Project Page 7 07 -07 -14 TC packet 11 TO: SNOWMASS VILLAGE TOWN COUNCIL FROM: GARY SUITER, INTERIM TOWN MANAGER SUBJECT: MANAGER'S REPORT MEETING DATE: July 7, 2014 Tourism Director Search The Tourism Board Subcommittee has narrowed the list to 10, and we added a couple of additional candidates that were worth pursuing. The past week, we interviewed all of the top candidates by telephone and are sharing the results with the Tourism Subcommittee. We plan on meeting with the Committee this week to narrow the list to the top 6 -8 candidates. Thus far, we are very pleased with the quality of the,candidates and are expecting to interview all of the finalists in the next 2 -3 weeks. We also plan on doing a meet -and- greet, so as to provide an opportunity for the "Council and the Tourism Board an opportunity to meet the finalists and provide feedback. Strategic Planning Session As you know, we are scheduled for our strategic planning retreat on July 16. It will be imperative that all Council members attend, so that we can collectively set some strategic policy goals to move the Town forward. If anyone is unable to make it, please let me know and we will reschedule. I look forward to our session. Town Hall Parking Ann Martens is working on an estimate to provide supplemental parking at Town Hall on the point site. She is also researching historical information as it relates to the parking at Town Hall, such as the parking management plan and parking strategies that were defined when the building was approved. CML The CML conference was very well attended. I was present for the annual business meeting and the CAST meeting on Thursday and voted on behalf of the Town. Event Notices Per Sec. 16A- 5- 260(b)(4)a. of LUDC, staff proposes to approve the attached Administrative Temporary Use Permits. Unless an objection is raised, the Community Development Director will issue the approval document in the next few days. The permit contains additional information on these activities, including findings of consistency with the Town's codes, and notes that the temporary use provisions were applied pursuant to Town Council Resolution #4 -2011. 07 -07 -14 TC packet 12 Manager's Report Page 2 Attachments • World Vision -ATUP Aspen Invitational- Saturday, June 19th, 2014 in through Owl Creek Road and Brush Creek Road between the hours of 8:00 AM and 3:00 PM. http : / /www.tosv.com /index.aspx ?nid =130 • Aspen Camp of the Deaf and Hard of Hearing -ATUP Aspen Deaf Camp Picnic for a Concert Picnic on Fanny Hill Ski Slope Saturday, July 19, 2014 12:00 PM to 9:00 PM http: / /www.tosv.com /index.aspx ?nid =130 • 5280 Event Productions -ATUP 5 Annual Snowmass Culinary and Arts Festival on the Snowmass Village Mall and Base Village Events Lawn, Saturday, July 12th, 2014 http : / /www.tosv.com /index.aspx ?nid =130 • Viceroy Snowmass - Renewal ATUP Viceroy Special Events Tent at the Viceroy Snowmass Hotel April 30th to November 1 st, 2014 http: / /www.tosv.com /index.aspx ?nid =130 *Response Requested 7.1.14 07 -07 -14 TC packet 13 M 7, w-APq1Q0 World Vision, Applicant, is hereby granted an Administrative Temporary Use Permit for a Special Event to take place on Saturday, July 19, 2014 in through OWL CREEK ROAD and BRUSH CREEK ROAD between the hours of 8:00 AM and 3:00 PM as the following activity: ASPEN INVITATIONAL JULY 19, 2,014 8:00 AM -3:00 PM Applicant has complied with the procedures as specified in Section 16A -5-260 of the Town of Snowmass Village Municipal Code. This administrative approval is for the period stated above and it is subject to the Conditions, Operations Plan and Site Maps attached hereto. Town of Snowmass Village Community Development Department Julie Ann Woods, AICP /ASLA Community Development Director CC: Town Council via Town Manager Town Attorney Town Clerk Police Department Snowmass - Wildcat Fire Protection District Public Works Department Transportation Department Road Department Solid Waste and Recycle Department Group Sales Snowmass Tourism Parks, Recreation, and Trails Department 07 -07 -14 TC packet 14 ASPEN CAMP OF THE DEAF AND HARD OF HEARING, Applicant, is hereby granted an Administrative Temporary Use Permit for the production of a Concert Picnic being held on FANNY HILL SKI SLOPE as the following Special Event: SATURDAY, JULY 19, 2014 12:00 PM - 9:00 PM Applicant has complied with the procedures as specified in Section 16A -5 -260 of the Town of Snowmass Village Municipal Code ( "Municipal Code). This administrative approval is for the period stated above and it is subject to the Applications /Operations Plan, Site Map and Conditions attached hereto. Town of Snowmass Village Community Development Department Julie Ann Woods, AICP /ASIA Community Development Director CC: Town Council via Town Manager Town Clerk Town Attorney Police Department/Animal Services Snowmass - Wildcat Fire Protection District Recreation Department Transportation Department Public Works Department Solid Waste and Recycling Department Group Sales Snowmass Tourism 07- 07 -14TC packet 15 ADMINISTRATIVE 5280 Event Productions, Applicant, is hereby ,granted an Administrative Temporary Use Permit for a 1-day festival being field on the SNOWMASS VILLAGE MALL and `BASE VILLAGE EVENTS LAWN" as the following Special Event: 5TH ANNUAL S OWMASS CULINARY & ARTS FESTIVAL SATURDAY, JULY 12, 2014 Applicant has complied with the procedures as specified in Section 16A- 5-260. of the Town of Snowmass Village Municipal Code. This administrative approval is for the period stated above and it is subject to the Conditions, Operations Plan and Map attached hereto. Town of Snowmass Village Community Development Department Julie Ann Woods, AICP /ASLA Community Development Director Town Council via Town Manager Town Attorney Town Clerk Police Department Snowmass - Wildcat Fire Protection District Public Works Department Transportation Department Road Department Building Department Solid Waste and Recycle Department Group Sales Snowmass Tourism 07- 07 -14TC packet 16 ifl�. RENEWAL OF ANNUAL TEMPORARY USE PERMIT Viceroy Snowmass, Applicant, is hereby granted renewal of an Annual Temporary Use Permit, for a 8000 square foot (80' x 100') tent structure and conduct certain special, events located adjacent to the Viceroy Snowmass Hotel and Assay Hill Ski Slope on Lot 7 of the Base Village Planned Unit Development (PUD) for the following use: VICEROY SPECIAL EVENTS TENT AT THE VICEROY SNOWMASS HOTEL APRIL 30 TO NOVERiBER 1, 2014 Providing space for food and beverage oriented special events, including liquor service in compliance with the Applicant's liquor license. Applicant has complied with the procedures as specified in Section 16A -5 -260 of the Town of Snowmass Village Municipal Code ( "Municipal Code "). This approval is for the period stated above and it is subject to the Application /Operations Plan, Conditions and Site Map attached hereto. Town of Snowmass Village Community Development Department Julie Ann Woods, AICP /ASLA Community Development Director CC: Town Council via Town Manager Town Attorney Town Clerk Public Relations Police Department Public Works Department Snowmass - Wildcat Fire Protection District 07 -07 -14 TC packet 17 2"d Draft SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING AGENDA JULY 21, 2014 PLEASE NOTE THAT ALL TIMES ARE APPROXIMATE — ITEMS COULD START EARLIER OR LATER THAN THE 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: 2015 TOSV PARKING PLAN (Time: 30 Minutes) ACTION REQUESTED OF TOWN COUNCIL: - -David Peckler Item No. 5: (Time: 30 Minutes) ACTION REQUESTED OF COUNCIL: Provide an update for Council - -Kelly Vaugh/Anne Martens /Nick Kertz/Mike Ogbum (CLEER) /Dan Richardson (SMG) Item No. 6: EOTC OPTIONS (Time: 15 Minutes) ACTION REQUESTED OF COUNCIL: Listen to options and determine which action to accept. --John Dresser Item No.: MANAGER'S REPORT (Time: 10 minutes) - -Gary Suiter ........................ ...........................Page Item No.: AGENDA FOR NEXT TOWN COUNCIL MEETING: ......... ............................... ...........................Page Item No.: APPROVAL OF MEETING MINUTES FOR: • ......... ............................... ...........................Page 07 -07 -14 TC packet 18 07- 14 -14tc Agenda Page 2 of 2 Item No.: COUNCIL COMMENTS /COMMITTEE REPORTS/CALENDARS: ......... ............................... ...........................Page Item No. 12: ADJOURNMENT NOTE: a anu ;v -I&I ALL ITEMS AND TIMES ARE TENTATIVE AND SUBJECT TO CHANGE WITHOUT FURTHER NOTICE. PLEASE CALL THE OFFICE OF THE TOWN CLERK AT 923 -3777 ON THE DAY OF THE MEETING FOR ANY AGENDA CHANGES. 07 -07 -14 TC packet 19 1 st Draft SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING AGENDA AUGUST 04, 2014 PLEASE NOTE THAT ALL TIMES ARE APPROXIMATE — ITEMS COULD START EARLIER OR LATER THAN THE 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. 6: NEXT GENERATION DISCUSSION (Time: 30 Minutes) ACTION REQUESTED OF COUNCIL: Listen to presentation Item No. 8: MANAGER'S REPORT (Time: 10 minutes) - -Gary Suiter .......................... ...........................Page Item No. 9 AGENDA FOR NEXT TOWN COUNCIL MEETING: ....... ............................... ...........................Page Item No. 10: APPROVAL OF MEETING MINUTES FOR: ......... ............................... ...........................Page Item No. 11: COUNCIL COMMENTS /COMMITTEE REPORTS/CALENDARS: ..................................... ..............................Page -..r Item No. 12: 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 923 -3777 ON THE DAY OF THE MEETING FOR ANY AGENDA CHANGES. 07 -07 -14 TC packet 20 1 st Draft SNOWMASS VILLAGE TOWN COUNCIL REGULAR MEETING AGENDA AUGUST 18, 2014 PLEASE NOTE THAT ALL TIMES ARE APPROXIMATE — ITEMS COULD START EARLIER OR LATER THAN THE 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. 8: MANAGER'S REPORT (Time: 10 minutes) - -Gary Suiter .......................... ...........................Page Item No. 9 AGENDA FOR NEXT TOWN COUNCIL MEETING: 0 ......... ............................... ...........................Page Item No. 10: APPROVAL OF MEETING MINUTES FOR: ......... ............................... ...........................Page Item No. 11: COUNCIL COMMENTS /COMMITTEE REPORTS /CALENDARS: ......... ............................... ...........................Page Item No. 12: ADJOURNMENT NOTE: 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 923 -3777 ON THE DAY OF THE MEETING FOR ANY AGENDA CHANGES. 07- 07 -14TC packet 21 1 2 SNOWMASS VILLAGE TOWN COUNCIL 3 REGULAR MEETING MINUTES 4 JUNE 16, 2014 5 6 CALL TO ORDER AT 400 P.M. s Mayor Boineau called to order the Regular Meeting of the Snowmass Village Town 9 Council on Monday, June 16, 2014 at 4:03 p.m. 10 11 Item No. 1 ROLL CALL 12 13 COUNCIL MEMBERS PRESENT: Bill Boineau, Markey Butler, Fred Kucker, and Chris Jacobson. 14 15 COUNCIL MEMBERS ABSENT: Jason Haber Rhonda B. Coxon, Town Clerk, Marianne Rakowski, Finance Director, Gary Suiter; Town STAFF PRESENT: Manager; Fred Brodsky, Group Sales Manager; John Dresser, Town Attorney; Kelly Vaughn, Communications Director; Anne Martens, Public Works Director, Ted O'Brien, Parks and Trails Manager; Andy Worline, Parks and Trails Director PUBLIC PRESENT: Gary Rosenau, Madeleine Osberger, Jill Beathard, Arnie Mordkin, Jim Gustafson, Clint Kinney, Ricared Goodwin, Juan Lagarrigue, Blaine Buck, Steven Harris, Melanie Noonan, Seth Hmielonski and other member of the Public interested in today's Agenda items. 16 17 18 Item No. 4 2014 MARKET -BASED STUDY /COMPENSATION PLAN UPDATE AND 19 BENEFITS COMPARISON 20 21 22 Finance Director Marianne Rakowski introduced Eric Marburger of ESM Consulting 23 Services. Inc. She noted that during the 2013/1014 budget process, staff mentioned that 24 a Compensation /Benefit study had not been conducted since 2007. Council 25 recommended that a study be conducted and completed prior to the annual 26 performance merit awards in July. Rakowski stated that the plan is administered by the 27 Town Manager, and, as presented, has no significant budgetary impact. If the plan did 28 have budgetary impacts, those issues would be part of budget updates or budget 07 -07 -14 TC packet 22 06- 16 -14tc Minutes Page 2 of 7 29 process for Council consideration. The council thanked Finance Director Rakowski and 30 Marburger for their presentations. 31 32 Item No. 2 PUBLIC NON - AGENDA ITEMS 33 There were no comments from the Public at this time. 34 35 Item No. 3 COUNCIL UPDATES 36 37 38 Mayor Boineau noted that Art Smythe is retiring from the Police force and has been with 39 the Town of Snowmass Village for 31 years and 25 of those years as the Chief of 40 Police. He also noted that the Mammoth Festival appeared to be a success and he 41 noted summer has arrived in the Village. 42 43 Council Member Butler thanked Public Works Director Anne Martens for the wonderful 44 new dumpster on Faraway Road. 45 46 Item No. 5 2014 FINANCIAL UPDATE 47 48 Assistant Finance Director Brandi Lindt reviewed the revisions to the various 2014 49 adopted budgets and asked that Council provide direction to staff on the proposed 5o changes. Assistant Finance Director Lindt then reviewed each fund and the proposed 51 changes within each fund, including; General Fund, RETT Fund, Road Fund, Excise 52 Tax Fund, and the Marketing Fund. She also reviewed the information that was 53 requested by Council regarding the Town Manager Contract Analysis. 54 55 Item No. 6 ARCHITECTURAL DESIGN FIRM INTERVIEWS AND SELECTION FOR 56 HOUSING RENOVATIONS 57 58 At this time the town Council approved Resolution No. 25, Series of 2014 allowing Jim 59 Gustafson a member of the Planning Commission to speak in front of the Council as an 6o applicant for the Architectural Design for the Housing Renovations. 61 62 Bill Boineau made the motion to approve Resolution No. 25, Series of 2014 allowing 63 Planning Commission Member Jim Gustafson to speak before Council as an applicant 64 for Architectural Design Firm Interviews for Housing Renovations. Fred Kucker 65 seconded the motion. The motion was approved by a vote of 4 in favor to 0 opposed. 66 Council Member Haber was absent. 67 68 Voting Aye: Bill Boineau, Markey Butler, Fred Kucker, and Chris Jacobson. 69 70 Voting Nay: None. 71 Housing Manager Joe Coffey stated that in March of 2014 Council directed staff to issue 72 a Request for Qualifications /Proposals (RFQ/P) for the the architectural renovation 07 -07 -14 TC packet 23 06- 16 -14tc Minutes Page 3 of 7 73 design of the Creekside buildings. Council also directed staff to bring a short list of 74 qualified applicants for Council interviews. The two from the short list are before Council 75 tonight to provide presentations for this design renovation. At this time both firms will 76 provide a PowerPoint presentation and Coffey is asking that Council choose one of 77 these firms for the housing renovations. The two firms are Z Group Architects and 78 Cunniffee Architects. Town Council asked that staff provide a recommendation to the 79 Council at the June 25, 2014 Special Meeting and Council will choose one of these 80 firms at that time. 81 82 Town Council took a break at this time. 83 84 Item No. 7 RECYCLING UPDATE 85 86 Public Works Director Anne Martens spoke to the Pitkin County Recycling Guidelines 87 which implemented `a new single- stream recycling program. She noted that this program 88 has been in effect since April of 2014 and applies to the residents of Snowmass Village. 89 Martens stated that recyclable materials are co- mingled and then hauled to Denver for 90 sorting under the new recycling program. She listed the actions taken by Pitkin County 91 to get the word out to the community. These actions include updated signage at waste 92 drop -off sites, Grassroots TV banner and crawl ads, newspaper advertising, email 93 blasts, Website updates, meetings with the HOA and Tourism boards, future billing 94 inserts and social media outlets. Martens also noted that there will be impacts to the 95 sanitation department budget at some point. She noted to Council that she will be 96 coming back with an analysis hopefully by budget time. At this time, the Town has a 97 trash truck that was designed for the previous recycle system. 98 99 Item No. 8 SECOND READING ORDINANCE NO. 1, SERIES OF 2014 - EXTENSION loo OF MARIJUANA MORATORIUM 101 102 Town Attorney John Dresser reviewed the history of this ordinance and stated that staff 103 recommended that Town Council extend the moratorium prohibiting retail marijuana 104 establishments in the Town of Snowmass Village until March 2017 in order to analyze 105 and determine a course forward with input from the community. He noted that this is 106 the second reading of Ordinance No. 1, Series of 2014. 107 1o8 Markey Butler made the motion to approve by a Roll Call vote of the Snowmass Town 1o9 Council second reading of Ordinance No. 1, Series of 2014 extending a moratorium 110 prohibiting retail marijuana establishments in Snowmass Village. Fred Kucker seconded 111 the motion. The motion was approved by a vote of 4 in favor to 0 opposed. Council 112 Member Haber was absent. 113 114 Voting Aye: Bill Boineau, Markey Butler, Fred Kucker, and Chris Jacobson. 115 116 Voting Nay: None. 07 -07 -14 TC packet 24 06- 16 -14tc Minutes Page 4 of 7 117 Item No. 9 MANAGER'S REPORT 118 119 Items that were reviewed on the Town Manager's Report included: 120 121 1) Tourism Director Search 122 2) Art Smythe Retirement 123 3) Strategic Planning Session 124 4) CML 12s 5) Meadow ranch Bus Stop Relocation 126 6) Update on USA Pro Challenge 127 7) Snowmass Big Mountain Enduro 128 8) Event Notices 129 130 Item No. 1.0 AGENDA FOR NEXT TOWN COUNCIL MEETING • June 18, 2014 - Special Meeting- • June 25, 2014 - Work Session • July 7, 2014 - Regular Meeting 131 Town Attorney John Dresser spoke to the Council in regards to the June 18t�' joint 132 meeting with Planning Commission and the Town Council. This meeting included 133 discussion on the Council's expression of opinion regarding the process in relation to 134 major or minor application in regards to the Pre Sketch for Base Village. Attorney .135_ Dresser noted this is strictly a decision of the Town's Planning Director. 136 137 The Attorney noted that the June 25, 2014 Work Session to a Special Meeting and 138 added the Architectural Design Selection for Housing to the agenda. 139 140 Item No. 11 APPROVAL.OF MEETING MINUTES FOR • April 21, 2014- Regular Meeting • May 19, 2014- Regular Meeting 141 142 Markey Butler made the motion to approve the Regular Minutes of the Snowmass 143 Village Town Council for Monday, April 21, 2014. Fred Kucker seconded the motion. 144 The motion was approved by a vote of 4 in favor to 0 opposed. Council Member Haber 145 was absent. 146 147 Voting Aye: Bill Boineau, Markey Butler, Fred Kucker, and Chris Jacobson. 148 149 Voting Nay: None. 150 Fred Kucker made the motion to approve the Regular Meeting Minutes for the 151 Snowmass Village Town Council for Monday, May 19, 2014. Chris Jacobson seconded 152 the motion. The motion was approved by a vote of 4 in favor to 0 opposed. Council 153 Member Haber was absent. 07 -07 -14 TC packet 25 06- 16 -14tc Minutes Page 5 of 7 154 155 Voting Aye: Bill Boineau, Markey Butler, Fred Kucker, and Chris Jacobson. 156 157 Voting Nay: None. 158 Item No. 12_ COUNCIL COMMENTS /COMMITTEE REPORTS /CALENDARS * June * July * August 159 160 Council Member Butler stated she may not been in attendance at the July 7th, 2014 161 Regular Meeting due to shoulder surgery. 162 163 Mayor Boineau inquired about the Vacation Rentals by Owners organization and 164 Council discussed identification of such entities and tax collection. Town Attorney John 165 Dresser indicated that they are sending an annual notice to homeowners and 166 monitoring the web site. Town Clerk Rhonda Coxon also stated that some VRBO 167 members have purchased business license and are reporting taxes. Town Council 168 directed staff to continue the education portion of this item. 169 170 Council Member Jacobson spoke to a request from Jeff Tippett regarding Marketing 171 Funds being used for some trails and asked that Town Manager Gary Suiter follow -up 172 on this item. 173 174 Item No. 13 EXECUTIVE SESSION 175 176 177 At 7:02 p.m. 178 179 Bill Boineau made the motion to enter closed session. Fred Kucker seconded the 180 motion. The motion was approved by a vote of 4 in favor to 0 opposed. 181 182 Voting Aye: Bill Boineau, Markey Butler, Fred Kucker, and Chris Jacobson. 183 184 Voting Nay: None. 185 Town Council will now meet in Executive Session pursuant to C.R.S. 24 -6- 186 402(4) and Snowmass Village Municipal Code Section 2- 45(c), to 187 specifically discuss three items: 188 189 a) Determining positions relative to matters that may be subject to 190 negotiations, developing strategy for negotiations, instructing 07 -07 -14 TC packet 26 06- 16 -14tc Minutes Page 6 of 7 191 negotiators pursuant to C.R.S. 24- 6- 402(4)(e) and Snowmass 192 Village Municipal Code Section 2- 45(c)(5); and 193 194 b) Conferences with an attorney for the purposes of receiving legal 195 advice on specific legal questions pursuant to C.R.S. 24 -6- 196 402(4)(c) and Snowmass Village Municipal Code Section 2- 197 45(c)(2); 198 199 c) Personnel matters, except if the employee who is the sub1ect of 200 the session has requested an open meeting, pursuant to C.R.S. 201 24- 6- 402(4)(f)(1) and Snowmass Village Municipal Code Section 202 2- 45(c)(6); 203 204 Provided, there is an affirmative vote of two- thirds of the quorum 205 present at this meeting to hold an Executive`Session and`for the 206 purposes of considering items (a) (b) and (c) above. Provided 207 further, that no adoption of any proposed policy, position, 208 resolution, regulation, or formal action shall occur at this Executive 209 Session. 210 At 9 :40 p.m. 211 212 Markey Butler made the motion to reconvene to the Regular Meeting of the Snowmass 213 Village Town Council on June 16, 2014, Bill Boineau seconded the motion. The motion 214 was approved by a vote of 3 in favor to 0 opposed. Council Member Haber and Kucker 215 were absent`. 216 217 Voting Aye: Bill Boineau, Markey Butler, and Chris Jacobson. 218 219 Voting Nay: None. 220 221 Item No. 14 ADJOURNMENT 222 223 At 9:42 p.m. 224 225 Chris Jacobson made the motion to adjourn the Regular Meeting of the Snowmass 226 Village Town Council on Monday June 16, 2014, Fred Kucker seconded the motion. 227 The motion was approved by a vote of 3 in favor to 0 opposed. Council Member Haber 228 and Kucker were absent. 229 230 Voting Aye: Bill Boineau, Markey Butler, and Chris Jacobson. 231 232 Voting Nay: None. 07 -07 -14 TC packet 27 06- 16 -14tc Minutes Page 7 of 7 233 234 235 236 Submitted By, 237 238 239 240 241 Rhonda B. Coxon, CMC Town Clerk 07 -07 -14 TC packet 28 27 07 -07 -14 TC packet 29 30 31 Free Summer Concert Series Snowmass Western ft-r Heritage ", 29 i r I Sun Mon Tue Wed Thu Fri 1 3 4 Town Council Meeting 0 1 1`1 17 18 Town Council Meeting 4:00 p.m. 24 1 25 31 Labor Day Festival 07 -07 -14 TC packet 5 6 7 8 Free Summer Concert 14t Series Snowmass Western Heritage Rodeo 12 13 14 15 Free Summer Concert Series Snowmass Western Heritage Rodeo 19 .20 21 22 Snowmass Western Heritage Rodeo mt 2014 Sat 2 P] 16 23 26 27 28 29 1 30 1 30 r 07 -07 -14 TC packet 31 2014 Fri Sat 5 --T ^ 6 26 I 27