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TC Packet 01-28-2020_______________________________________________________________________________ MEETING AGENDAS AND PACKETS ARE FOUND AT: WWW.AVON.ORG AGENDAS ARE POSTED AT AVON TOWN HALL, AVON RECREATION CENTER, AVON ELEMENTARY AND AVON PUBLIC LIBRARY IF YOU HAVE ANY SPECIAL ACCOMMODATION NEEDS, PLEASE, IN ADVANCE OF THE MEETING, CALL TOWN CLERK BRENDA TORRES AT 970-748-4001 OR EMAIL BTORRES@AVON.ORG WITH ANY SPECIAL REQUESTS. 1 AVON TOWN COUNCIL MEETING AGENDA TUESDAY, JANUARY 28, 2020 MEETING BEGINS AT 5:00 PM AVON TOWN HALL, 100 MIKAELA WAY, AVON, CO AVON TOWN COUNCIL TUTORIAL BEGINS AT 4:00 PM OVERVIEW OF EMPLOYEE POLICIES (TOWN MANAGER ERIC HEIL) (40 MINUTES) AVON TOWN COUNCIL PUBLIC MEETING BEGINS AT 5:00 PM 1.CALL TO ORDER AND ROLL CALL 2.APPROVAL OF AGENDA 3.DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS 4.PUBLIC COMMENT – COMMENTS ARE WELCOME ON ITEMS NOT LISTED ON THE FOLLOWING AGENDA [AN INITIAL THREE (3) MINUTE LIMIT ALLOWED TO EACH PERSON WISHING TO SPEAK. SPEAKER MAY REQUEST MORE TIME AT THE END OF THE THREE (3) MINUTES, WHICH MAY BE APPROVED BY A MAJORITY OF THE COUNCIL.] 4.1. 5 MINUTE PRESENTATION OF WALKING MOUNTAINS SCIENCE SCHOOL ENERGY PROGRAM (NIKKI MALINE, WALKING MOUNTAINS SCIENCE SCHOOL) (5 MINUTES) 5.BUSINESS ITEMS 5.1. APPROVAL OF DEED RESTRICTION AGREEMENT FOR TWO (2) UNITS IN RIVERFRONT LODGE ON LOT 4, RIVERFRONT SUBDIVISION (PLANNING DIRECTOR MATT PIELSTICKER) (10 MINUTES) 5:10 5.2. CASE COMMITTEE JOINT WORK SESSION (CASE MANAGER DANITA DEMPSEY) (90 MINUTES) 5:20 5.3. WILDWOOD HOUSING PLAN (PLANNING DIRECTOR MATT PIELSTICKER) (60 MINUTES) 6:50 5.4. PUBLIC HEARING SECOND READING : ORDINANCE 19-11 ADOPTING A NEW CHAPTER 8.40 OF TITLE 8 OF THE AVON MUNICIPAL CODE E STABLISHING PROVISIONS REGARDING BAN ON USE OF POLYSTYRENE FOAM (TOWN ATTORNEY PAUL WISOR) (30 MINUTES) 7:50 5.5. COUNCIL CONSIDERATION OF SUPP ORTING HOUSE BILL 20-1162 (TOWN MANAGER ERIC HEIL) (10 MINUTES) 8:20 5.6. INTERSTATE -70 UNDERPASS DESIGN CONTRACT (TOWN ENGINEER JUSTIN HILDRETH) (10 MINUTES) 8:30 5.7. APPROVAL OF MINUTES FROM JANUARY 14, 2020 REGULAR COUNCIL MEETING (TOWN CLERK BRENDA TORRES) (5 MINUTES) 8:40 6.WRITTEN REPORTS 6.1. DEED RESTRICTED HOUSING COMPLIANCE REPORT _______________________________________________________________________________ MEETING AGENDAS AND PACKETS ARE FOUND AT: WWW.AVON.ORG AGENDAS ARE POSTED AT AVON TOWN HALL, AVON RECREATION CENTER, AVON ELEMENTARY AND AVON PUBLIC LIBRARY IF YOU HAVE ANY SPECIAL ACCOMMODATION NEEDS, PLEASE, IN ADVANCE OF THE MEETING, CALL TOWN CLERK BRENDA TORRES AT 970-748-4001 OR EMAIL BTORRES@AVON.ORG WITH ANY SPECIAL REQUESTS. 2 6.2. NEW RESIDENT WELCOME LETTER (EXECUTIVE ASSISTANT INEKE DE JONG) 6.3. HOMESTAKE PEAK SWIM LESSONS (RECREATION DIRECTOR JOHN CURUTCHET) 6.4. JANUARY 21ST PLANNING AND ZONING COMMISSION MEETING ABSTRACT (PLANNING DIRECTOR MATT PIELSTICKER) 7. MAYOR & COUNCIL COMMENTS & MEETING UPDATES (10 MINUTES) 8:45 8. ADJOURN 8:55 ___________________________________________________________________________________________________________________________________________________________________________________________ *Public Comments: Council agendas shall include a general item labeled “Public Comment” near the beginning of all Council meetings. Members of the public who wish to provide comments to Council greater than three minutes are encouraged to schedule time in a dvance on the agenda and to provide written comments and other appropriate materials to the Council in advance of the Council meeting. The Mayor shall permit public comments for any action item or work session item, and may permit public comment for any other agen da item, and may limit such public comment to three minutes per individual, which limitation may be waived or increased by a majo rity of the quorum present. Article VI. Public Comments, Avon Town Council Simplified Rules of Order, Adopted by Resolution No. 17-05. FUTURE MEETING AGENDAS: February 11, 2020 TUTORIAL – 4:00PM WILDRIDGE FIRE HOUSE BUILDOUT - PRESENTATION: WATER AND WASTEWATER CAPITAL PROJECTS AND ASSOCIATED RATE INCREASES (AMY VOGT, COMMUNITY RELATIONS SPECIALIST, ERWSD/UERWA) - WORK SESSION: DEED RESTRICTED PURCHASE PROGRAM (TOWN ATTORNEY PAUL WISOR & TOWN MANAGER ERIC HEIL) - ORDINANCE 20-XX PRESENTATION: PROCUREMENT CODE (TOWN ATTORNEY PAUL WISOR) - PRESENTATION: APPROVAL OF TYLER INDUSTRIES SOFTWARE PURCHASE (FINANCE DIRECTOR SCOTT WRIGHT) - OPPORTUNITY ZONE PROSPECTUS (EXECUTIVE ASSISTANT INEKE DE JONG) - NOTICE OF AWARD FOR TOWN HALL (TOWN ENGINEER JUSTIN HILDRETH) - LED SIGN CONTRACT FOR AVON RAIL ROAD BRIDGE (TOWN ENGINEER JUSTIN HILDRETH) February 25, 2020 - SITE TOUR – 3:30PM AVON WASTEWATER FACILITY - 1041 APPLICATION FOR AVON WASTEWATER FACILITY (PLANNING DIRECTOR MATT PIELSTICKER) - PRESENTATION: STEWARDSHIP OF THE WEST AVON PRESERVE (JESSICA FOULIS, EAGLE VALLEY LAND TRUST) - PUBLIC HEARING: SECOND READING OF ORDINANCE 20-XX PROCUREMENT CODE - PUBLIC HEARING: FIRST READING ORDINANCE 20-01 A DDING CHAPTER 6.05 OF TITLE 6 OF THE AVON MUNICIPAL CODE PERTAINING TO TH E SALE OF DOGS AND CATS BORN OR RAISED IN INHUMANE BREEDING FACILITIES (EXECUTIVE ASSISTANT INEKE DE JONG) Energy Programs •Low-Cost Home Energy Assessments & Free Business Energy Visits •Free Energy Coaching for Homes & Businesses •Rebates Available for Homes & Businesses •Free Radon Test Kits; Radon Awareness & Education •Local Qualified Contractor List Available •Free Energy Assistance for Income-Qualified Homes (CARE) •Educational Materials, Workshops, and Trainings ○Electric Vehicles ○Energy Efficiency for Realtors ○New Technology for Contractors Funding & Support provided by: Eagle County, Town of Vail, Town of Avon, Energy Outreach Colorado, Black Hills Energy, Xcel Energy, Holy Cross Energy, Colorado Department of Public Health & Environment, and Energy Smart Colorado. Energy Programs Energy Programs 2020 funding SOURCES Eagle County $405,000 Town of Vail $40,000 Town of Avon $12,000 Town of Eagle (not confirmed)$5,000 Local Utility Providers (Black Hills, Holy Cross, Xcel)$30,000 Colorado Department of Public Health & Environment $12,855 Energy Outreach Colorado (CARE)$1,250 Total $506,105 ALLOCATIONS / BUDGET Staffing (including benefits and common costs)$227,390 Energy Assessments & Rebates (FLOW THROUGH) $230,500 Marketing & Dues $15,250 Program Supplies (direct installs, radon test kits)$15,000 General Expenses, Events, Trainings $17,965 Total $506,105 2019 $12,000 funding provided from the Town of Avon in 2019 •same funding amount requested for 2020 •source intended to be from Avon’s EEOP (Exterior Energy Offset Program) $20,654 flowed back directly into the Avon community in 2019 •benefiting homeowners and businesses •through energy assessment and rebate payments •does not include income-qualified homes with free energy upgrades •does not include staff time or cost of quick fix materials 2019 Home Energy Assessments (in the Avon community) •25 comprehensive home energy assessments completed •22 homes received free quick-fix measures, saving an estimated $1,046 annually to Avon homes in utility costs LEDs, hot water heater blankets, programmable thermostat, pipes wrapped, sink/shower aerators •assessment includes: blower door analysis, combustion appliance zone testing, and a comprehensive report with recommended improvements and potential savings •follow-up coaching and assistance •8.49 MtCO2e reduced annually, estimated (metric tons of CO2 equivalent) 2019 Residential Rebates (in the Avon community) •16 residential rebates provided heating, water heating, solar PV, radon mitigation, air-sealing, insulation, refrigerator, programmable thermostat •saving an estimated $1,252 annually to Avon homes in utility costs •41.79 MtCO2e reduced annually, estimated (metric tons of CO2 equivalent) 2019 CARE Residential (income-qualified homes assisted) •4 homes reached (homes 80% Area Median Income or lower) •WMSC provided energy efficiency education in the home •Homes received free upgrades: air-sealing, refrigerators, insulation, LEDs, water heaters, programmable thermostats, furnace and boiler tune-ups, storm windows, and water saving measures •saving an estimated $1,470 annually to Avon IQ homes in utility costs •10.65 MtCO2e reduced annually, estimated (metric tons of CO2 equivalent) 2019 Business Rebates (in the Avon community) •7 commercial rebates provided solar PV, LED lighting •saving an estimated $21,759 annually to Avon businesses in utility costs •161.96 MtCO2e reduced annually, estimated (metric tons of CO2 equivalent) 2019 Total estimated Carbon Savings 2019 (in the Avon community) 222.89 MtCO2e reduced (metric tons of CO2 equivalent) TOTAL saved through program in the Eagle Valley in 2019: 1,415.86 MtCO2e The same as… Nikki Maline | Energy Programs Director Building Analyst Professional | Energy Smart Colorado Walking Mountains Science Center in Avon, CO office: 970-827-9725 x135 nikkim@walkingmountains.org www.walkingmountains.org Energy Programs 970-748-4413 mpielsticker@avon.org TO: Honorable Mayor Smith Hymes and Council members FROM: Matt Pielsticker, Planning Director RE: Approval of Deed Restriction Agreement for two (2) Units Riverfront Lodge, Lot 4, Riverfront Subdivision DATE: January 22, 2020 SUMMARY: In 2017 the Town Council approved Ordinance 17-16, approving PUD Amendments and an extension to the vested property rights for portions of the Riverfront PUD. As a condition to Ordinance 17- 16, the PUD requires the following: “Owner shall convey deed restrictions for two (2) residential units in the Condominium Building to the Town of Avon as a condition of receiving any certificate of occupancy, the residential units shall be a minimum of 800 sq. ft., the deed restriction shall be permanent, recorded at the Eagle County Clerk and Recorders office, shall limit the use of the residential units to occupancy by persons employed or working full-time in Eagle County (defined by working at least 32 hours per week for at least 8 months in a calendar year), and the form of the Deed Restriction shall be acceptable to the Town of Avon and shall be consistent with other Deed Restrictions conveyed to the Town of Avon with similar terms.” The attached deed restriction agreement (Attachment A) represents a covenant that will be recorded with the Eagle County Clerk and Recorders office, running in perpetuity with two (2) units in the Riverfront Lodge building. The units are currently under construction and are expected to be complete later this year. The units will exceed 800 sq. ft. in size and will likely be 2-bedroom units. The form and agreement have been reviewed and approved by Michael Sawyer of Karp Neu Hanlon Attorneys at Law, serving as special legal counsel to the Town. Avon’s Town Attorney has disclosed a conflict of interest with this development project. Action on this agreement is by motion and vote of the Town Council, after considering public comments. NOTICE AND CURE: At the January 14, 2020 Council meeting, Council members expressed concern about the sixty-five (65) period for a Notice of Default and ability of Owner to cure the default. The following language changes were incorporated to address Council’s concerns: 5. Default by Owner, new sub-paragraph i. i. Permitting the use of the Property as a Short Term Rental or Second Home. A sentence was added to 6. Notice and Cure to state, “Notwithstanding the foregoing or any other term of this Deed Restriction, a default for lease of the Property as a Short Term Rental shall be cured immediately.” 8. Liquidated Damages includes language that all amounts received for leasing the Property as a Short Term Rental or Second Home must be remitted to Town. Additional language was added to clarify that this includes all amounts collected at any time, even if before the Notice of Default or before the end of the 65 day period to cure. The language amendment is as follows: (970) 748-4413 mpielsticker@avon.org In the event of any lease or use of the Property as a Second Home or Short Term Rental, any amounts collected or receipt of other things of value by the Owner or assigns under such leases shall be paid to the Town as liquated damages as demanded by the Town (in lieu of the $300 daily liquidated damages), including such amounts collected or received by Owner prior to receipt of a Notice of Default and prior expiration of a sixty-five (65) day period to cure, and such amounts shall be in addition to the right of the Town to recover costs and seek equitable remedies. DISCUSSION: The form of this agreement was developed cooperatively with the property owner and Town staff. An appropriate level of flexibility is built into the agreement to permit employer ownership, in addition to owner occupancy, as long as full-time employee occupancy. In either case, yearly documentation will be a requirement of the agreement. The documentation required to verify occupancy is at the discretion of the Town Manager and is drafted to be consistent with parallel language for primary residency used in Ordinance 19-05. All other provisions of the agreement are intended to be consistent with similar agreements previously approved by the Town (i.e. Wildridge Gandorf resident-only occupancy agreement) and neighboring jurisdiction’s agreements (i.e. Vail Indeed) that were approved in recent years. FINANCIAL CONSIDERATIONS: The agreement requires a fee of $250 for processing the review of a qualified buyer and/or tenant for the deed restricted units. This fee matches the fee charged by the Eagle Valley Home Store when reviewing these requests. Budget is included in Community Development’s Departmental budget each year to account for these and other transfers. RECOMMENDATION: I find the attached agreement to meet the spirit and intent of the conditions added to Ordinance 17-16. Additionally, portions or all of this agreement may serve as a useful starting point for other Community Housing projects’ in the future. OPTIONS: Council can approve the document as drafted, or approve with modifications. If desired, action can be to continue to a future meeting. As stipulated by Ordinance 17-16, the agreement is a condition precedent to receiving any certificate of occupancy. The units will be going to market shortly, and therefore approval of the agreement is necessary as soon as possible to properly disclose these restrictions in full form to potential buyers. PROPOSED MOTION: “I move to approve the Deed Restriction Agreement for two (2) units in the Riverfront Lodge.” Thank you, Matt ATTACHMENT: Attachment A: Town of Avon – Resident Occupied Community Housing Deed Restriction Page 1 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction TOWN OF AVON - RESIDENT OCCUPIED COMMUNITY HOUSING DEED RESTRICTION NON-PRICE CAPPED THIS DEED RESTRICTION (“Deed Restriction”) is made and executed on ___________________________________, 2020 by CRP/EWP Riverfront Avon Owner II, L.L.C., a Delaware limited liability company (“Declarant”), for the benefit of the Town of Avon, a Colorado home rule municipality (“Town”). WHEREAS, as a condition of Ordinance 17-16, Extending the Vested Property Rights and Approving a Minor PUD Amendment for Lots 4-7, Riverfront Village PUD and Subdivision, the Town Council of the Town of Avon required that the “Property”, as defined below in Section 1., to be subject to and encumbered by a Resident Occupied Community Housing Deed Restriction which limits the occupancy and use of the Property to full-time residents of the Town of Avon who meet the definition of Eagle County Employee and limits ownership of the Property to Eagle County Employees and Eagle County Employers, in accordance with the terms set forth in this Deed Restriction; and, WHEREAS, Declarant and Town desire to enter into this Deed Restriction. NOW, THEREFORE, for value received and in consideration of mutual promises and to satisfy the condition of Ordinance No. 17-16 to execute a Deed Restriction, Declarant does hereby declare and impose the following covenants on the Property described below, which covenants shall burden and run with the Property in perpetuity for the benefit of the Town until modified or released by the Town. COVENANTS 1. Property. The following real property is hereby burdened with the covenants and restrictions specified in this Deed Restriction: Condominium Unit 101, Riverfront Lodge, according to the Condominium Map recorded ____________, 20__, at Reception No. ______________, and as defined and described in the Condominium Declaration for Riverfront Lodge, recorded _______________, 20__, at Reception No. ________________ in the Office of the Clerk and Recorder of Eagle County, Colorado (“Property”). The Town shall record this Deed Restriction against the Property at Declarant’s expense. 2. Definitions. The following definitions shall apply to terms used in the Deed Restriction: a. Eagle County Employee means an employee working in Eagle County who works an average of at least thirty-two (32) hours per week for at least eight (8) months in each calendar year or earns seventy-five percent (75%) of his or her income and earnings by working in Eagle County; or a retired individual, sixty (60) years or older, who has worked a minimum of five (5) years in Eagle County for an average of at least thirty-two (32) hours per week for at least eight (8) months in each calendar year; or a person who derives income from self-employment whose business is situated in Eagle County; or a person who works for an employer outside Eagle County if that person can demonstrate that such residence is the primary residence for that person. Attachment A Page 2 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction b. Owner means the Owner of the Property and may include either a Qualified Owner or Non- Qualified Owner, as the context requires. i. Qualified Owner means (1) a natural person who is an Eagle County Employee; or (2) an owner of a business, business entity or organization (including for profit, non-profit, public and governmental entities) with operations located within the boundaries of Eagle County who intends to rent or provide rent-free the Property to an employee (or employees) who is an Eagle County Employee, and in each case who possesses an ownership interest in the Property in compliance with the terms and provisions of this Deed Restriction and whose qualifications to own the Property have been certified by the Town at the time the Owner takes title to the Property. ii. Non-Qualified Owner means any person who does not meet the definition of Qualified Owner including persons who originally qualified as a Qualified Owner but whose circumstances change and who no longer meet the definition of Qualified Owner. c. Primary Residence means the occupation and use of a residence as the primary residence, which shall be determined by the Town Manager by taking into account the following circumstances: voter registration in Avon, Colorado (or signing an affidavit stating that the applicant is not registered to vote in any other place); stated address on Colorado driver’s license or Colorado identification card; stated address on motor vehicle registration; ownership or use of other residences not situated in Avon, Colorado; stated residence for income and tax purposes; and such other circumstances as well as such processes for verification and investigation deemed appropriate by the Town Manager to determine that the applicant is continuously occupying and using the residence as a primary residence. Primary residence status may be maintained if unforeseen circumstances arise that requires the resident Eagle County Employee to temporarily leave the residence for a period not to exceed nine (9) months with the intent to return, and the residence is leased to another Eagle County Employee(s) after receiving written approval from the Town Manager. d. Second Home shall mean the status of the Property when used by any person who has a primary residence that is other than the Property. e. Short Term Rental shall mean the rental or lease of the Property for a period of time that is fewer than thirty (30) days. f. Town shall include employees of the Town of Avon or subcontractors retained by the Town who are tasked with enforcing Deed Restriction agreements. 3. Ownership and Use of the Property. a. Ownership. Ownership of the Property shall be limited to a Qualified Owner (who may take title with such Qualified Owner’s spouse or civil union partner [if the Qualified Owner is a natural person who is an Eagle County Employee] and/or with a co-signor if the co- Attachment A Page 3 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction signor is signing for the sole purpose of facilitating the financing qualifications of the Qualified Owner and signs an affidavit that the co-signor is not a co-purchaser for investment or resale purposes). b. Occupancy and Use. Occupancy and use of the Property shall be limited to one or more Eagle County Employees for occupancy and use as a Primary Residence. Permitted occupancy and use shall include immediate family members of such Eagle County Employee or Employees and temporary invitees who do not provide compensation for temporary residence at the Property. Any lease of the Property by the Owner shall be to an Eagle County Employee or Employees for use as a Primary Residence for periods of thirty (30) days or longer. Use or lease of the Property as a Second Home or for Short Term Rental is prohibited. Any use or lease of the Property which is not allowed or is prohibited by this Deed Restriction shall constitute a default and shall be subject to the enforcement provisions and remedies contained in this Deed Restriction. c. It shall not be deemed a violation of Sections 3.a or b. above if i. The resident Eagle County Employee becomes disabled and is no longer able to work as determined by the Town in its sole exclusive discretion; or ii. The resident Eagle County Employee has lost full-time employment and is actively seeking reemployment, not to exceed ninety (90) days after loss of employment; or iii. The Property is unoccupied and the Owner of the Property is actively seeking to sell or lease the Property to an Eagle County Employee, provided that the period of vacancy of the Property shall not exceed twelve (12) months. d. Owner covenants that the Owner shall not permit any occupancy, use or lease of the Property in violation of this Section 3. e. Owner covenants that any lease of the Property shall include a reference that such lease is subject to the terms and conditions of this Deed Restriction, including but not limited to restrictions on the use and occupancy of the Property and cooperation on providing required documentation for verification of Eagle County Employee and Primary Residence status. f. The Owner of the Property shall submit to the Town an annual certification setting forth evidence establishing that the Property’s occupancy and use complies with this Deed Restriction on a form provided by the Town. The Town shall provide a written request with at least thirty (30) days’ notice for verification of occupancy, which notice shall be sent to the address of record of the Owner according to the Eagle County Assessor’s Office. 4. Re-Sale Controls. The Property may not be sold or otherwise transferred to any person other than a Qualified Owner in accordance with the procedures for prior verification contained in this Section 4. Attachment A Page 4 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction a. Owner shall deliver to the Town a written notice of intent to sell the Property which notice shall include the name(s) of the buyer(s) and all information required to determine whether the buyer(s) meets the definition of Qualified Owner. b. Buyer(s) shall submit an administrative fee in the amount of TWO HUNDRED AND FIFTY DOLLARS ($250.00) to the Town to pay for the cost of reviewing and rendering a determination as to whether a prospective Buyer(s) meets the definition of a Qualified Owner. The administrative fee may be increased by the Town Council over time by an amount equal to annual increases in the Consumer Price Index for All Urban Consumers for the Denver-Aurora-Lakewood, Colo., metropolitan area as defined by the United States Bureau of Labor Statistics (or such other Consumer Price Index as may be adopted by the United States Bureau of Labor Statistics for Colorado) to cover the Town’s costs associated with processing the application. c. Once the Town has received complete information concerning the prospective Buyers(s) and has received the administrative fee, the Town shall review the information and make a written determination as to whether the buyer(s) meets the definition of a Qualified Owner within a reasonable time and not to exceed thirty (30) days. d. The Town may require the Buyer to reimburse the Town for any additional costs that are incurred in the review and determination of whether a buyer(s) meets the definition of a Qualified Owner, including but not limited to legal costs, title review costs, and investigation costs if reasonably required by the Town to complete its investigation. e. The Owner may sell and convey the Property to the Buyer(s) that is determined in writing by the Town to be a Qualified Owner. 5. Default by Owner. If the Town has reasonable cause to believe that the occupancy or use of the Property is in violation of any provision of this Deed Restriction, the Town may inspect the Property between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, after providing the Owner and occupants with at least 24 hours written notice. Notice to the occupants may be given by posting notice on the door to the Property. This Deed Restriction shall constitute permission to enter the Property during such times upon such notice. A default by Owner shall include breach of the covenants set forth in this Deed Restriction, including without limitation any of the following: a. Transfer or conveyance of the Property to a person or entity that is not a Qualified Owner. b. Acceptance of the Property by a person or entity that is not a Qualified Owner. c. Transfer or conveyance of the Property to a person who is a Qualified Owner prior to obtaining certification from the Town that such person is a Qualified Owner. d. Any ownership, use or occupancy of the Property in violation of Section 3 above, including, without limitation, any lease of the Property to a person or entity that is not an Eagle County Employee. Attachment A Page 5 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction e. Failure to submit an annual certification of occupancy and use as described in Section 3.f above. f. Failure to make payments and comply with the terms of any deed of trust placed on the Property. g. Executing a deed of trust, lien or other encumbrance which encumbers the Property with an indebtedness or obligation that exceeds eighty-five (85%) of the loan to value ratio of the Property at the time of executing such deed of trust, lien or other encumbrance. h. Any action by the Owner to encumber the Property in a manner that conflicts with the terms of this Deed Restriction or renders compliance with the terms of this Deed Restriction impossible or impractical. i. Permitting the use of the Property as a Short Term Rental or Second Home. 6. Notice and Cure. In the event a violation of this Deed Restriction is discovered, the Town shall send a written notice of default to the Owner detailing the nature of the default and providing sixty-five (65) days for the Owner to cure such default. Notwithstanding the foregoing or any other term of this Deed Restriction, a default for lease of the Property as a Short Term Rental shall be cured immediately. The notice shall state that the Owner may request an appeal of the violation finding in writing within ten (10) days of such notice, in which event the Town shall administratively review the finding and, if the violation finding is upheld, the Owner may request in writing within ten (10) days of such administrative decision a hearing before the Town Council of the Town. A decision of the Town Council of the Town may only be judicially appealed in the District Court of Eagle County pursuant to C.R.C.P. 106. If no administrative or Town Council appeal is timely requested in writing and the violation is not cured within sixty-five (65) days of mailing the notice of default, the Owner shall be deemed to be in violation of this Deed Restriction. If an administrative or Town Council appeal is requested, the decision of the Town Council of the Town (or administrative decision if such decision is not timely appealed to the Town Council) shall be final for the purpose of determining if a violation has occurred and, if such violation is not cured within sixty-five (65) days of such final determination, the Owner shall be deemed to be violation of this Deed Restriction. If a decision of the Town Council of the Town is judicially appealed, an order of the Court confirming the violation shall be final for the purpose of determining if a violation has occurred and, if such violation is not cured within sixty-five (65) days of such final determination, the Owner shall be deemed to be violation of this Deed Restriction. In the event of any lease to a person who is not an Eagle County Employee or use of the Property as a Short Term Rental or Second Home, any amounts collected or receipt of other things of value by the Owner or assigns under such leases shall be paid to the Town as a material requirement of curing the notice of default. 7. Remedies. In the event of violation, non-performance, default or breach of any term of this Deed Restriction by the Owner, Town shall have the right to enforce Owner’s obligations herein by an action for any equitable remedy, including injunction or specific performance, as well as Attachment A Page 6 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction pursue an action to recover damages. In addition, any amount due and owing to the Town shall bear interest at the rate of one and one half percent (1.5%) per month (eighteen percent [18%] per annum, compounded annually) until paid in full. The Town shall be entitled to recover any costs related to enforcement of this Deed Restriction, including but not limited attorney’s fees, court filing costs and county recording costs. In addition to any other remedy provided by law or equity, the Town may attach a lien for any amount due to the Town upon the Property and enforce the lien in the manner and according to the procedures set forth in Colorado Revised Statutes, Section 31- 20-105, and the Owner expressly waives any objection to the attachment of a lien for amounts due to the Town. In the event of a transfer or conveyance of the Property which violates the terms of this Deed Restrictions and constitutes a violation of this Deed Restriction, both the grantor and grantee shall be jointly and severally liable for any damages and costs due under this Deed Restriction. 8. Liquidated Damages. The parties acknowledge and agree that in the event of a violation of this Deed Restriction by the Owner, the determination of actual monetary damages would be difficult to ascertain. Therefore, the Town and Owner hereby agree that liquidated damages shall be calculated and applied in the amount of THREE HUNDRED DOLLARS ($300.00) per day for each day that the Owner is in violation of this Deed Restriction after having failed to timely cure the violation of this Deed Restriction. Liquidated damages shall be in addition to the Town’s ability to recover costs as stated in Section 7 above. Liquidated damages shall be in addition to the Town’s right to seek equitable remedies of injunction and/or specific performance. In the event of any lease or use of the Property as a Second Home or Short Term Rental, any amounts collected or receipt of other things of value by the Owner or assigns under such leases shall be paid to the Town as liquated damages as demanded by the Town (in lieu of the $300 daily liquidated damages), including such amounts collected or received by Owner prior to receipt of a Notice of Default and prior expiration of a sixty-five (65) day period to cure, and such amounts shall be in addition to the right of the Town to recover costs and seek equitable remedies. 9. Release of Deed Restriction in Event of Foreclosure or Deed in Lieu. a. An Owner shall notify the Town, in writing, of any notification received from a lender of past due payments or defaults in payments or other obligations within five (5) days of receipt of such notification. b. An Owner shall immediately notify the Town, in writing, of any notice of foreclosure under the first deed of trust or any other subordinate security interest in the Property, or when any payment on any indebtedness encumbering the Property is required to avoid foreclosure of the first deed of trust or other subordinate security interest in the Property. c. Within sixty (60) days after receipt of any notice described herein, the Town may (but shall not be obligated to) proceed to make any payment required to avoid foreclosure. Upon making any such payment, the Town shall place a lien on the Property in the amount paid to cure the default and avoid foreclosure, including all fees and costs resulting from such foreclosure. d. Notwithstanding any other provision of this Deed Restriction (but subject to Section 9.f below), in the event of a foreclosure, acceptance of a deed-in-lieu of foreclosure, or Attachment A Page 7 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction assignment, this Deed Restriction shall remain in full force and effect, including without limitation Section 4 hereof, restricting Transfer of the Property. e. The Town shall have thirty (30) days after issuance of the public trustee’s deed or the acceptance of a deed in lieu of foreclosure by the holder in which to purchase by tendering to the holder, in cash or certified funds, an amount equal to the bid price or the redemption price paid by the holder, interest in the amount of eight (8) percent per annum from the date of the issuance of the public trustee’s deed or the recording of a deed in lieu of foreclosure through the date of the Town’s purchase. f. Notwithstanding Section 9.d above, in the event that the Property is encumbered by a mortgage or deed of trust insured by the U.S. Department of Housing and Urban Development (“HUD”) and representing a purchase money first priority mortgage or deed of trust, this Deed Restriction shall automatically and permanently terminate upon foreclosure of such mortgage or deed of trust, upon acceptance of a deed in lieu of foreclosure of such mortgage or deed of trust, or upon assignment of such mortgage or deed of trust to HUD. 10. Option to Purchase. In the event of default by the Owner which is not cured, or upon receipt of a notice of foreclosure or other notice of default provided by the holder of a deed of trust, lien or other encumbrance as provided in Section 9 above (whichever is earlier), the Town shall have the option to purchase (“Option to Purchase”) the Property in accordance with the procedures and terms set forth as follows: a. The Town shall have an Option to Purchase for sixty-five (65) days (“Option Period”). b. The Town shall have right of entry onto and into the Property during the Option Period to inspect the Property. c. The Town shall have the right to purchase the Property for the amount due to the holders of any deeds of trust, liens or other encumbrances up to the maximum amount defined in Section 5.g. above (together with interest, fees and costs expressly chargeable under deed of trust, lien or other encumbrance instrument), which amounts shall be paid in order of priority of the holders of such deeds of trusts, liens or other encumbrances provided that this Deed Restriction shall remain in effect and burden the Property after acquisition by the Town and upon re-conveyance to a subsequent Qualified Owner. d. The Town shall have the right to assign the Town’s right to purchase the Property to any Qualified Owner provided that this Deed Restriction shall remain in effect and burden the Property. e. Upon payment by Town or assigns, Owner shall convey title to the Property by a special warranty deed in accordance with Colorado Revised Statute §38-30-115 and shall include the words, “and warrant title against all persons claiming under me.” f. Normal and customary closing costs shall be shared equally between the Owner and Town or Town’s assigns. The Town or assigns shall be responsible, at its cost, for any and all Attachment A Page 8 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction title insurance fees, document fees, and recording fees of the deed. Taxes shall be prorated based upon taxes for the calendar year immediately preceding closing. g. If the Town or assigns do not exercise the Option to Purchase during the Option Period, then the holder of a deed of trust shall nonetheless remain subject to this Deed Restriction as provided in Section 9.d above, subject, however, to Section 9.f above. In the event that Town’s Option to Purchase arises from a default by Owner and not a notice of foreclosure or notice of default submitted by the holder of a deed of trust to the Town, then the Town may unilaterally extend the Option Period until such time as Town, or assigns, exercise the Option to Purchase or the Owner cures any and all defaults. 11. Tax Sale. In the event of a tax sale this Deed Restriction shall remain in full force and effect, shall run with and burden the land, and shall constitute a condition of the subdivision and land use approval which shall survive and sale of the Property through a tax lien sale process. 12. General Provisions. a. Severability. If an y term, provision, covenant or condition of this Deed Restriction is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Deed Restriction shall continue and remain in full force and effect. b. Counting Days. If the final day of any notice, default or other event falls on a Saturday, Sunday, legal holiday recognized by the State of Colorado or day upon which the Avon Town Hall is closed for any reason, then the final day shall be deemed to be the next day which is not a Saturday, Sunday, legal holiday or day that the Avon Town Hall is closed. c. Waiver. No waiver of one or more of the terms or provisions of this Deed Restriction shall be effective unless provided in writing. No waiver of any term or provision of this Deed Restriction in any instance shall constitute a waiver of such provision in any other instance. The Town Council may provide a waiver along with any conditions of the waiver with regard to any of the terms and provisions in this Deed Restriction where unusual or unforeseen circumstances exist and the Owner is diligently seeking to cure a default and such waiver, with conditions if any, supports the purpose and intention of this Deed Restriction. d. Amendment. This Deed Restriction may only be amended in writing by the mutual agreement of the Owner and the Town and recorded with the Clerk and Recorder’s Office of Eagle County, Colorado. e. Recording. The Owner shall record this Deed Restriction in the Property Records of Eagle County, Colorado and the original executed and record documents must be returned to the Town. f. Assignment. The Town may assign this Deed Restriction and all rights and obligations, without consent of the Owner, to any other public entity, non-profit corporation or other entity which is organized and exists for the purpose to provide and promote affordable housing for full time residents. Attachment A Page 9 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction g. No Third-Party Beneficiaries. Nothing contained in this Deed Restriction is intended to or shall create a contractual relationship with, cause of action in favor of, or claim for relief for, any third party. h. Choice of Law. This Deed Restriction shall be governed and construed in accordance with the laws of the State of Colorado. Venue for any legal action arising from this Deed Restriction shall be in Eagle County, Colorado. i. Successors. Except as otherwise provided herein, the provisions and covenanted contained herein shall inure to and be binding upon the heirs, successors and assigns of the parties. The covenants shall be a burden upon and run with the Property for the benefit of the Town or the Town’s assigns, who may enforce the covenants and compel compliance therewith through the initiation of judicial proceedings for, but not limited to, specific performance, injunctive relief, reversion, eviction and damages. j. Section Headings. Paragraph or section headings within this Deed Restriction are inserted solely for convenience of reference and are not intended to and shall not govern, limit or aid in the construction of any terms or provisions contained herein. k. Gender and Number. Whenever the context so requires in this Deed Restriction, the neuter gender shall include any or all genders and vice versa and the use of the singular shall include the plural and vice versa. l. Notice. Any notice, consent or approval, which is required to be given hereunder, shall be given by either depositing in the U.S. Mail with first class postage pre-paid; mailing by certified mail with return receipt requested; sending by overnight delivery with a nationally recognized courier service that delivers to the physical address of the Property; or, by hand- delivering to the intended recipient. Notices shall be provided to the Town of Avon at P.O. Box 975, 100 Mikaela Way, Avon, CO 81620. Notices shall be provided to Owner at the address provided by the Eagle County Assessor’s office. [signature page follows] Attachment A Page 10 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction IN WITNESS WHEREOF, the Owner and Town have executed this instrument on the day and the year first written above. OWNER: CRP/EWP Riverfront Avon Owner II, L.L.C., a Delaware limited liability company By:_________________________________ Name: ______________________________ Its: _________________________________ STATE OF COLORADO ) ) ss. COUNTY OF EAGLE ) The foregoing instrument was subscribed, sworn to and acknowledged before me this ___ day o f____________________, 2020, by ___________________________________ as ___________________ of CRP/EWP Riverfront Avon Owner II, L.L.C., a Delaware limited liability company, as the owner of the real property described above. Witness my hand and official seal. ______________________________ Notary Public My commission expires: ________________ Attachment A Page 11 of 11 Town of Avon – Resident Occupied Community Housing Deed Restriction TOWN OF AVON, CO: By:__________________________________ Attest:______________________________ Sarah Smith Hymes, Mayor Brenda Torres, Town Clerk STATE OF COLORADO ) ) ss. COUNTY OF EAGLE ) Subscribed before me this ______ day of _______________, 2020, by Sarah Smith Hymes, as Mayor, and Brenda Torres, as Town Clerk of the Town of Avon, a Colorado home rule municipal corporation. My commission expires: ___________________ __________________________________________ Notary Public Attachment A 970-748-4065 ddempsey@avon.org TO: Honorable Mayor Smith Hymes and Council members FROM: Danita Dempsey, CASE Manager RE: Special Events: Liquor License and Liquor Sales, Security, Dogs, Additional Event Concepts; and, Budget Considerations DATE: January 22, 2020 SUMMARY: This report addresses a variety of topics for the joint CASE Committee and Town Council meeting, including: Liquor Sales, Security, Dogs, Additional Event Concepts, and the Budget. Staff will seek direction from Council on these issues. Those matters which are time sensitive are identified. 1. Liquor License & Liquor Sales: Council direction is requested on whether the Town should obtain and hold an Optional Premise Liquor License in order to operate and manage alcohol beverage concession sales at Town produced events as opposed to using special event liquor licenses. 2. Security: Council direction is requested on the use of private professional security at Town produced special events (mostly AvonLIVE!) versus using volunteers and Avon police officers. 3. Dogs: Council direction is requested on whether to permit dogs at special events (primarily AvonLIVE!). 4. Additional Event Concepts 2020 and/or 2021: Staff has several special event concepts to present to Council. Council direction is requested on the following Town produced event concepts, including: (1) 2020: Community Yoga and SUP Race to Complement Swim Competition (August 8) (2) 2020: Splash SUP Party on the Lake (Sunday of Labor Day Week-End) (3) 2020: SunsetLIVE! (June through August or September in 2020) (4) 2021: Best of The West Fest (mid-June) (5) 2021: Après AvonLIVE! (Closing Saturday) (6) 2021: Heart and Soul Festival (mid to late September) 5. Budget: Council direction is requested on the 2020 budget. Currently, the Special Events Budget is approximately $21,653 over budget. Several options are presented to Council for the 2020 budget. BACKGROUND: Liquor License & Liquor Sales: Council provided direction in 2019 to Staff to operate and sell liquor as a means of increasing potential revenue for special events. In 2019, the Town of Avon used the maximum amount of Special Event Liquor permits (fifteen) during the event season. Staff researched liquor license options for similar municipally operated event facilities in other communities. Staff recommends an Optional Premise Liquor License as an alternative to the Special Event Permits for Council consideration. An Optional Premises Liquor License will allow the Town to operate and manage alcohol beverage sales at Town produced events and not be restricted to maximum of fifteen Special Event Liquor permits during a calendar year. Additionally, with advance notice to the State , an Optional Premise Liquor License can be shut-off if there is an application for a Special Event Permit during the same period within the same premises. The application permit fee for an Optional Premise License is approximately Page 2 of 12 $2,500 and requires up to 60-days to process. Other communities which utilize an Optional Premise License for the purpose of special event liquor concessions include but are not limited to: 1. Beaver Creek Resort Company: All free and ticket-based events in the Village serving alcohol (Blues, Brews & BBQ, Oktoberfest, Culinary Weekend, Wine & Spirits, etc.) 2. Town of Dillon – Dillon Amphitheatre: All free and ticket-based events taking place in the Amphitheatre 3. Adams County – Riverdale Regional Park: All free and ticket-based events taking place in five different event zones (Stars & Stripes, concerts, sporting events, county fair, rodeo, Quincenera’s, weddings, etc.) In 2019, the Town was issued fourteen Special Event Liquor Permits including nine (9) for AvonLIVE!, and one each for Town Clean Up, Benches Project, Pop Up Concert, July in January and Colorado Classic. The maximum any one entity can be issued is fifteen. The Town managed alcohol at all these events except for AvonLIVE! and Colorado Classic which are the only events where alcohol was sold. The Town entered into a third-party agreement for operations and management of alcohol sales at AvonLIVE! and Colorado Classic. The agreements included a 50/50 revenue share after expenses and a minimum guaranteed sales number. For Colorado Classic the Town’s net loss was $1,432.88. For Avon LIVE! the Town’s net revenue was $11,041.64 after all expense were covered and the minimum was met. The Town estimates a positive net variance of $5,126.20 from AvonLIVE! 2019 vs 2020 – See Attachment A. Salute to the USA’s Special Event Liquor Permit has historically been issued to the Eagle Valley Humane Society. Eagle Valley Human Society handled all aspects of operations, management, expenditure and revenue streams for liquor sales. The Town does not have access to the alcohol sales records however, a rough analysis suggests that the estimated total gross revenues are $40,000+. We estimate that the Town can increase total liquor sale s net revenues by an estimated $40,823 by operating, managing and holding an Optional Premise Liquor License at Town produced events at AvonLIVE! and Salute to the USA. Table 1 below offers projected expenses and revenue allocated in the 2020 adopted budget except for those expenses listed as TBD. Table 1: Alcohol & N/A Concession Projections Expenses AvonLIVE! (9) Salute to the USA Community Picnic COG (Alcohol) $8,280.00 $8,280.00 $500.00 COG (N/A) TBD TBD N/A Labor: Bar Manager $4,500.00 $800.00 N/A Labor: Servers $2,700.00 $1,800.00 N/A Menu Boards $250.00 $200.00 $125.00 POS: Hard/Software $1,350.00 $510.00 $150.00 Security Camera/Card $1,636.36 $181.82 $181.82 Storage Systems TBD TBD TBD Permitting $2,045.45 $227.27 $227.27 Insurance $0.00 $0.00 $0.00 Page 3 of 12 Inventory Tracking TBD TBD TBD TOTAL EXPENSE PER EVENT/SERIES $20,761.82 $11,999.09 $1,184.09 Revenue AvonLIVE! (9) Salute to the USA Community Picnic Gross $41,400.00 $41,400.00 $0.00 Less Sales Tax $3,477.60 $3,477.60 $0.00 Tax Adjusted Gross $37,922.40 $37,922.40 $0.00 Less CC Fees $538.20 $538.20 $0.00 Final Adjusted Gross $37,384.20 $37,384.20 $0.00 TOTAL NET REVENUE PER EVENT/SERIES $37,384.20 $37,384.20 $0.00 NET REVENUE/LOSS PER EVENT/SERIES $16,622.38 $25,385.11 ($1,184.09) ALL EVENTS COMBINED EXPENSE $33,945.00 ALL EVENTS COMBINED REVENUE $74,768.40 NET REVENUE/LOSS $40,823.40 Security: In respect to private professional security at Town special events, below is the scope of work for hired security services at Town produced special events: Alcohol, Smoking & Pet Management: Hired security manages the alcohol, smoking and pet perimeter identified through “No Alcohol Beyond, No Smoking, No Pets and No Outside Alcohol” signage. Scope of work includes alcohol security visually checking for alcohol not available at the bar, restricting access to alcohol leaving and/or outside alcohol entering the event venue, no smoking (tobacco, marijuana, vaping, etc.) inside the event venue, and, no pets entering the event venue. Additionally, when an event venue is fenced in and/or ticketed, the scope of work typically includes a bag check, crowd control and venue sweep responsibilities. An example of private professional security bag check protocol used during Salute to the USA; “Bag Search - For patrons attending the event, there will be a mandatory bag/cooler search conducted by private professional security personnel. At no time will search personnel put their hand into a bag – search personnel will perform visual inspections of the contents of each bag, will feel the outside of each bag, and will ask patrons to remove items that seem exceptional and/or are blocking the view of other items in the bag. The primary goal of entrance searching will be to discover and dispose of any outside alcohol that patrons may attempt to bring in – outside alcohol found during searches will be disposed of at the point of search.” This is supported by signage at all designated entry locations. We identify as no outside alcohol, no smoking and no pets in our marketing (See Attachment B); however, do provide a tobacco only smoking area typically at the eastern end of the event venue and/or Page 4 of 12 near portable restrooms and away from crowds; and, without signage as to not encourage smoking. Regarding use of marijuana at special events the Town provides information either through an FAQ link or information on the event landing page that smoking is prohibited. Colorado State law states a person 21 years of age and over can possess an ounce of marijuana and it is illegal to smoke it in public. If Avon PD and/or private professional security personnel encounter an individual smoking marijuana on festival grounds, the individual will be asked to extinguish the contraband and deposit it in the proper receptacle. If the individual does not cooperate, Avon PD will be contacted for assistance. If an individual is encountered a second time after cooperating at the first encounter, Avon PD will be contacted immediately for assistance. Private security has been used at AvonLIVE! since inception in 2015. Council may consider an option to utilize Avon volunteers to monitor the perimeter of the liquor license premise area and have an Avon police officer present to address any safety concerns or public smoking of marijuana. An Avon policer would be on-call and may have to leave to respond to other incidents in Avon. The cost savings of using volunteers and an Avon police officer would be approximately $4,248 for the AvonLIVE! concert series. There are pros and cons on the use of private professional security at Town events versus using either volunteers and/or other Town staff. Below are a few of the benefits of hiring private professional security: • Trained in TIPS, awareness of State liquor laws and identification policies • Fire safety and hazard regulations • Certified first responders • Proactive and discrete countermeasures and communications • Event security related equipment • Bag check, pat down and or wand protocols and best practices • Ingress and egress pattern and entrance/exit assessment • Risk assessment • Direct link to emergency services • Preparedness for the unforeseen • Evacuation protocol • Worker’s Comp insurance For AvonLIVE! specifically we started the event series with four private professional security personnel and after a complaint regarding marijuana usage increased to six . The general recommendations are for crowds of 50 – 250 people two to four security personnel are enough and for every increment of 250 persons one additional security person. There are some concerns with placing volunteers or Town staff in a situation that they were not trained and ready to respond. Dogs: Currently, Avon Municipal Code Chapter 9.40.050(7) states in part, “Dog owners shall not allow dogs into those areas posted as prohibited areas for dogs or into special events. Prohibited areas may be designated by the Town.” The enforcement is a challenge particularly at AvonLIVE! and other free non- fenced events, with a “do your best approach” paying close attention to those dogs and/or owners that are not behaving well, which is subjective. Page 5 of 12 Regardless of Town rules, the Town must allow “service animals” in accordance with the American with Disabilities Act. The Town is only permitted to ask the “service animal” owner two questions: (1) Is the dog required because of your disability?; and, (2) What task does it perform? The Town has no legal obligation to allow companion animals or “emotional support animals” at Town events. Over my tenure with the Town I have witnessed dog bites during Town events in two instances; (1) at Lakeside Cinema in 2006 when a person leaned down to pet a relaxing Labrador and was bitten on the nose; and (2) at Man of the Cliff in 2015 when a dog owner was refused entry while accompanied by a dog and tied the dog to the fence line on the outside of the event venue and a child p assing by was bit in the face quite severely. The Town of Eagle does not allow dogs at special events per Town Code; and, Beaver Creek Resort Company does not allow dogs at special events with food (i.e. Blues, Brews & BBQ, July 4 and Oktoberfest). The Town of Vail does allow dogs at special events however certain venues such as the Ford Amphitheatre have restrictions. The Town of Breckenridge does not allow dogs through policy not codified – See Attachment C. The Breckenridge Town Clerk said it has been an emotional debate over the years and they are taking an event-by-event approach. Additional Event Concepts 2020 and/or 2021: The Town has had limited success in securing the “right event at the right time” through a third-party producer. Also, the line-up of Town’s special event programs has been more or less dependent upon interest by third -party producers. Based upon a review of special events at our peer mountain communities and input from CASE, staff has identified some additional event concepts that we believe fit the Avon community and adopted Avon brand and which are designed to grow into solid “signature” events that would be uniquely recognized and associated with Avon and the CASE Committee has indicated preliminary support for these additional event concepts. The budget estimates provided are in preliminary stages designed to advance the conversation. 1. Splash Fest at the Lake (2020 - Working title only) a. Concept: Saturday morning USAT open water swim competition, fee-based individual and team SUP competitions, community yoga, kids’ activities, family friendly ambient activations, DJ music, food concessions, BYOB, etc. b. Dates: Saturday, August 8 c. Venue: Nottingham Lake, Beach and Pavilion Terrace d. Time: 10:00 a.m. to 3:00 p.m. e. Budget: Preliminary budget not yet developed; estimate $7,500 2. SUP-BYOB Party on the Lake (2020 - Working Title Only) a. Concept: Live music on the Terrace (primarily local bands), Cardboard Regatta, kids’ activities (on and off water) food concessions, BYOB, etc. b. Dates: Saturday August 29 c. Venue: Nottingham Lake, Beach and Pavilion Terrace d. Concept: Mid-afternoon to early evening live music, ambient activations and BYOB e. Time: noon to 8:00 p.m. Page 6 of 12 f. Budget: Preliminary budget not yet developed; estimate $7,500 3. SunsetLIVE! on The Terrace – (2020 - Working title only) a. Concept: Live music on the Pavilion Terrace providing opportunities for mostly local musicians and bands, BYOB, food truck opportunity, creating activation at Nottingham Park and the Terrace, demonstrates the Terrace as a potential venue for ticketed events for up to 250 attendees. Bands would bring their own sound system, Town would set up tent for band. b. Dates: Twelve Sunday’s during summer months: June 7, 14, 21 & 28; July 12, 19, & 26; and August 2, 9, 16, 23 & 30 c. Venue: Avon Performance Pavilion d. Time: 4:00 to 8:00 p.m. e. Budget: Preliminary budget not yet developed; estimate $12,000 (typically $500 to $750 per band) 4. Best of the West Fest – (2021 - Working title only) a. Concept: Non-ticketed event featuring four Colorado based bands on Pavilion Stage (per day if a multiday event). Town to establish a submission process and bands to be selected by CASE Committee. Bands must feature original works (percentage to be determined). Grassroots support of upcoming Colorado musicians (there are many Colorado based bands recording and releasing albums each year). Food vendors, Town to provide alcohol concessions, kid’s activations, etc. Opportunity to add Possibilities Plaza as a second venue area, as well as, involve and coordinate with Avon bars for after dark live music activities. Opportunity to add song writer’s activities and musician workshops. Intended to grow into multiple days with multiple venues. b. Dates: Saturday, June 13 or 20 c. Venue: Avon Performance Pavilion d. Time: 2:00 to 9:00 p.m. e. Budget: Preliminary budget not yet developed; estimate $10,000-$15,000 5. Après AvonLIVE! – (2021) a. Concept: Free live music event, food and Town provided alcohol concessions. Talent budget intended to secure a band with sufficient name recognition to attract visitors to stay in Avon and ski the closing week-end at Beaver Creek. Tapping into the equity of the name Après Avon which was produced and held in Possibilities Plaza d uring the 2015 Championships; and, tying into the success of the AvonLIVE! brand which is beginning to gain recognition. Opportunity to expand Après AvonLIVE! series into additional Saturdays during ski season at Possibilities Plaza. b. Date: Saturday of Beaver Creek Closing Weekend c. Venue: Possibilities Plaza d. Time: 4:00 to 6:30 p.m. Page 7 of 12 e. Budget: Preliminary Budget = $21,480 – See Attachment D 6. Heart and Soul Fest – (2021) a. Concept: Ticketed live music event produced by Town. Food vendors and Town alcohol concessions. Talent budget intended to secure a band with strong national name recognition and second headlining mid-tier band also with national name recognition. Intent to establish a signature event over 3-5 years. Timing and band selection intended to appeal to and draw front range college students, as well as, appealing to Avon community. Opportunity to expand into multiday festival as attendance and name recognition grows. Potential to assign to private producer once the event is established. Opportunity to demonstrate Avon Performance Pavilion as a functional venue for ticketed events. b. Date: Saturday in mid to late September c. Venue: Avon Performance Pavilion d. Time: 4:00 to 6:30 p.m. e. Budget: See information provided below Seasonal Considerations: Lodging - An analysis of the 2019 percent of occupancy and the average daily rate offers the following: • May ranges between 25-52% occupancy • Early June ranges between 50-74% occupancy • After Labor Day ranges between 50-89% occupancy • See Attachment E Likewise, the 2019 average daily rate in May was $118, June was $151, and September was $153 – See Attachment F. Although, May, early June and September occupancy rates are favorable, as are the daily rates, we need to factor the weather patterns as we aim to identify an ideal date . Weather – According to Weatherspark.com, the average temperatures ranges and probability for precipitation in Vail are provided below from beginning of the month to the end: • May High/Low: range between 50/27 degrees to 61/35 degrees o Probability of Precipitation is 29 – 18% • June High/Low: range between 62/35 degrees to 71/42 degrees o Probability of Precipitation is 15 – 19% • September High/Low: range between 66/40 degrees to 57/31 degrees o Probability of Precipitation is 24% – 20% Page 8 of 12 Peer Communities in Eagle Valley – Competition for the local and visitor attendee dollar in the Valley and regionally is another factor to consider. A summary of our competitive event set in peer communities is provided below. A broader scope is provided in Attachment G. 2020 Special Events Schedule - Beaver Creek/Eagle/Vail May Date Location Event 5/5/2020 Vail Whitewater Race Series 5/12/2020 Vail Whitewater Race Series 5/19/2020 Vail Whitewater Race Series 5/22/2020 Vail Legacy Fighting Alliance 05/22-24/2020 Beaver Creek Blues, Brews, and BBQ Festival 5/23/2020 Beaver Creek Beaver Creek Craft Beer Festival 5/24-31/2020 Vail/Beaver Creek Restaurant Week 5/26/2020 Vail Whitewater Race Series June Date Location Event 6/2/2020 Vail Vail Whitewater Series 06/04-07/2020 Vail GoPro Mountain Games 6/12-14/2020 Eagle 2020 Eagle Outside Festival 06/12-14/2020 Eagle Bonfire Block Party 06/16-18/2020 Vail Vail Lacrosse Tournament 06/18-21/2020 Vail Vail Craft Beer Classic and Rocky Mountain Burger Battle 06/18-21/2020 Vail King of the Mountain 06/19-21/2020 Vail Vail Arts Festival 06/19-21/2020 Beaver Creek Beaver Creek Family Obstacle Challenge 6/20/2020 Beaver Creek Summer Solstice Run 6/21/2020 Vail Vail Farmer's Market 6/24/2020 Vail Vail Summer Bluegrass Concert Series 6/25/2020 Beaver Creek Beaver Creek Rodeo Series 06/25-29/2020 Vail Bravo! Vail Music Festival 6/26-28/2020 Eagle 2020 Eagle Flight Days 6/27/2020 Vail Vail Family Fun Fest 6/28/2020 Vail Vail Farmer's Market TBD Vail Vail Jazz Festival Tuesdays TBD Vail Hot Summer Nights September Date Location Event 09/04-06/2020 Vail Gourmet on Gore Page 9 of 12 09/04-06/2020 Beaver Creek Beaver Creek Oktoberfest 9/5/2020 Beaver Creek Oktoberfest Shuffle 09/10-13/2020 Vail Vail Automotive Classic 09/11-13/2020 Vail Vail Mountaineer Hockey Avalanche Alumni Weekend 09/11-13/2020 Vail Vail Oktoberfest 9/12/2020 Beaver Creek Zusammen: Communal.Marketplace.Dining 09/18-20/2020 Vail Vail Oktoberfest 09/18-20/2020 Vail Fall Taste of Vail 09/18-20/2020 Vail Vail Classic Invitational 09/18-22/2020 Vail Boulder Taiko Drumming 9/20/2020 Beaver Creek Hike, Dine, Wine 09/24-27/2020 Vail World Figure and Fancy Skating Championship 09/24-27/2020 Vail Vail Outlier 09/25-27/2020 Beaver Creek Beaver Creek Speakeasy 09/27/20- 10/04/20 Vail/Beaver Creek Restaurant Week Budget – The attached draft budget documents (Single Day Ticketed Concert Full Budget - Attachment H and Multi-Day Ticketed Concert Full Budget – Attachment I) are in very preliminary stages and designed to advance conversations around the concept of both a single day ticketed concert and a multi-day ticketed music festival. Considerable attention will be put into all aspects and categories of expense to include but not limited to talent acquisition, hospitality and rider; stage production, operations and logistics, security and medical, sanitation and resource recovery, ticketing and box office, lodging, insurance and permits, labor and meals, ambient activations and marketing and promotions. Moreover, all aspect and categories of revenue to include but not limited to ticket sales, beverage concession sales, sponsorship , merchandise and vendor fees. There are significant budget variances in producing a multi-day music festival to a single day ticketed concert; a summary of variances is provided below in Table 2. The draft budget for a single-day ticketed concert does not include, or include at the same level, certain expenses or revenues associated with the following; talent acquisition, talent related expenses, VIP area, merchandise sales, decoration, 2 -day of ticket sales and alcohol revenue, staffing, etc. And, hard cost associated with fencing , power, tenting, etc. will remain relatively flat. Additionally, and for the purpose of robust conversation the guest experience and ambience should also be considered. TABLE 2 - MULTI-DAY VS SINGLE DAY COMPARISON MULTI-DAY SINGLE DAY EXPENSES CATEGORY TOTALS CATEGORY TOTALS VARIANCE: MULTI- DAY VS SINGLE DAY TALENT-Friday $45,000.00 $0.00 $45,000.00 TALENT-Saturday $85,500.00 $85,500.00 $0.00 TALENT RELATED EXPENSES $24,275.00 $13,075.00 $11,200.00 Page 10 of 12 TALENT TOTAL: $154,775.00 $98,575.00 $56,200.00 STAGE PRODUCTION $21,000.00 $12,050.00 $8,950.00 OPERATIONS & LOGISTICS $66,035.00 $36,870.00 $29,165.00 AMBIANCE & ACTIVATION $8,800.00 $1,800.00 $7,000.00 TICKETING & BOX OFFICE $2,310.00 $2,310.00 $0.00 TRANSPORTATION & PARKING $1,000.00 $250.00 $750.00 BARS & CONCESSIONS $31,500.00 $24,900.00 $6,600.00 MERCHANDISE $4,500.00 $0.00 $4,500.00 LEGAL, PERMITTING & FINANCES $650.00 $650.00 $0.00 STAFFING $29,080.00 $13,310.00 $15,770.00 MARKETING & PROMOTIONS $26,250.00 $26,250.00 $0.00 TOTAL PROJECTED EXPENSES: $345,900.00 $216,965.00 $128,935.00 REVENUES CATEGORY TOTALS CATEGORY TOTALS VARIANCE: MULTI- DAY VS SINGLE DAY TICKET SALES $131,650.00 $80,000.00 $51,650.00 GROSS ALCOHOL SALES $75,000.00 $45,000.00 $30,000.00 VENDOR BOOTH SPACE $1,000.00 $1,000.00 $0.00 MERCH SALES $10,000.00 $0.00 $10,000.00 SPONSORSHIP $7,500.00 $5,000.00 2500 TOTAL PROJECTED REVENUE: $225,150.00 $131,000.00 $94,150.00 PROJECTED NET PROFIT: ($120,750.00) ($85,965.00) ($34,785.00) Finally, the current 2020 events calendar dates with potential dates for additional event concepts summarized above are included in Attachment J. Page 11 of 12 BUDGET CONSIDERATIONS: The special events budget was consolidated in the 2020 Adopted Budget into one program (136) instead of three programs (215, 216 and 218) in order to streamline the budget process and offer more openness. A summary of the special events production and contributions budget is summarized in Table 3 below: Table 3: 2020 Adopted Special Event Budget CONTRIBUTIONS & DONATIONS TOTALS Vail Valley BrewFest $ 32,000.00 Avon Arts Festival $ - Avon Artists Market $ - Dancing in the Park (Two) $ 60,000.00 Circus Bella $ 35,000.00 Vail Valley Lacrosse $ - Beaver Creek Rodeo $ 10,000.00 Triple Bypass $ 4,500.00 Vail Valley Soccer Cup $ - Man of the Cliff $ 10,000.00 AvonLIVE! $ 30,000.00 TBD Event(s) $ 5,402.00 ADOPTED 2020 TOTAL CONTRIBUTIONS & DONATIONS: $ 186,902.00 TOWN PRODUCED EVENTS TOTALS Egg Hunt $14,025.00 AvonLIVE! $144,426.00 Salute to the USA $193,787.00 Community Picnic Expense $7,520.00 TOWN PRODUCED EVENTS TOTAL: $359,758.00 GRAND TOTAL: $546,660.00 During the consolidation process $62,750 was transferred out of Special Events and into Economic Development (VVF Birds of Prey at $40,000 and Destimetrics at $22,750); thus reducing the Special Events budget respectfully and resulting in a shortfall between the proposed and adopted versions. Therefore, the remaining funds (identified as TBD Event in Table 3 above) are $5,402. OPTIONS: Several options are presented to Council for consideration to use the existing budget to meet goals that have been identified for special events in Avon. 1. Forego Colorado Classic in 2020 and offer to host every other year. This is a more manageable burden on both Town and our partners in Beaver Creek and Bachelor Gulch and keeps the excitement of the Avon race course fresh. The Colorado Classic is not included in the 2020 budget. Page 12 of 12 2. Forego one of the two Dancing in the Park. Savings of $30,000. 3. Reduce the additional AvonLIVE! funding of $30,000 to secure elevated talent (i.e. mid-tier national band with name recognition). 4. Utilize projected savings in General Government department to fund desired events (potential $100,000+ in savings are projected). MANAGER’S RECOMMENDATION: The following recommendations are provided in an attempt to integrate goals stated by the Council and the CASE Committee, to build on the success Avon realized in 2019, and to add modest additional events and activation that are intended to advance Avon’s overall program for special events and park activation. • Forego Colorado Classic in 2020 and commit to host every other year • Reduce Dancing in the Park from two events to one event • Retain the additional funding in whole or in part, for AvonLIVE! to elevate talent • Add the SplashFest at the Lake, SUP-BYOB, and SunsetLIVE! on The Terrace as special events and activation for Nottingham Park and Nottingham Lake. ATTACHMENTS: Attachment A – AvonLIVE! ’19 vs ’20 Concession Projections Attachment B – AvonLIVE! Poster Attachment C – Breckenridge No Dogs Policy Memo Attachment D – Après Avon Preliminary Budget Attachment E – Total Occupancy Summer Attachment F – ADR Summer Attachment G – CASE Peer Community Events Attachment H – Single Day Ticketed One Day Concert Attachment I – Multi-Day Ticketed Festival Expenses Avon Live (9)Expenses Avon Live (9) Third-Party Mgmt. Fees 14,567.55$ COG (Alcohol)8,280.00$ Operations Expense 10,188.66$ COG (N/A)TBD Labor: Bar Manager 4,500.00$ Labor: Servers 2,700.00$ Menu Boards 250.00$ POS: Hard/Software 1,350.00$ Security Camera/Card 1,636.36$ Storage Systems TBD Permitting 2,500.00$ Insurance -$ Inventory Tracking TBD TOTAL EXPENSE SERIES 24,756.21$ TOTAL EXPENSE SERIES 21,216.36$ Revenue Avon Live (9)Revenue Avon Live (9) Gross 39,463.00$ Gross 41,400.00$ Less Sales Tax 3,058.02$ Less Sales Tax 3,477.60$ Tax Adjusted Gross 36,404.98$ Tax Adjusted Gross 37,922.40$ Less CC Fees 607.13$ Less CC Fees 538.20$ Final Adjusted Gross 35,797.85$ Final Adjusted Gross 37,384.20$ TOTAL NET REVENUE SERIES 35,797.85$ TOTAL NET REVENUE SERIES 37,384.20$ NET REVENUE TO TOA 11,041.64$ NET REVENUE/LOSS SERIES 16,167.84$ VARIANCE '19 TO '20:5,126.20$ Avon Live 2019 Actuals Avon Live 2020 Projections Attachment A: Avon Live! 2019 Actuals vs. 2020 Projections For additional information, visit avon.org/events No smoking | No pets | No outside alcohol | Drones/UAVs prohibited 7/17 March Fourth 7/24 freddy jones band Sings the Songs of Bob Dylan with opening act The Sessh with opening act Satellite 13 7/31 peter rowan 8/14 joan osborne 8/21 long run 8/28 the flobots with opening act The Evolution with opening act Tierro Band with special guest Lindsay Lou Mouthwatering food|craft cocktails $3 off first drink before 6 p.m. Walk, ride or use public transportation Free Water station | Reduce, Reuse, Recycle Wednesdays @ 5:30pm - 8:45pm MEMORANDUM To: Breckenridge Events Committee From: Kim Dykstra, Director of Communications Cc: Rick Holman, Shannon Haynes, Helen Cospolich, Dennis McLaughlin Date: May 1, 2017 (for May 3, 2017 BEC meeting) Subject: Dogs at Events on Town Property The Town’s insurance provider, CIRSA, provided the following stance in order to reduce the Town’s liability: Allowing dogs at food events on Town of Breckenridge property is an unnecessary liability and not recommended by CIRSA. No other communities they represent allow dogs at food events. Therefore, the Town is recommending to Breckenridge Events Committee that events on Town property become No Pet events, which would require event producers to advertise the event as a “No Pet event”, to place signs at the main entrances and to direct the security personnel/event staff to enforce this restriction. The Town realizes that service animals are exempt from this restriction per ADA. While there have been issues with folks noting that their dogs are “emotional” support, ADA provides the following information which basically states that if the owners relay that their dog is a service dog, they can only be asked two questions (see info below); and if they state that they are for “emotional” support, the dogs CAN be denied access. The information below is provided by the ADA website for our discussion. Service Animal Defined by Title II and Title III of the ADA: A service animal means any dog that is individually trained to do work or perform tasks for the benefit of an individual with a disability, including a physical, sensory, psychiatric, intellectual, or other mental disability. Tasks performed can include, among other things, pulling a wheelchair, retrieving dropped items, alerting a person to a sound, reminding a person to take medication, or pressing an elevator button. Emotional support animals, comfort animals, and therapy dogs are not service animals under Title II and Title III of the ADA. Other species of animals, whether wild or domestic, trained or untrained, are not considered service animals either. The work or tasks performed by a service animal must be directly related to the individual’s disability. It does not matter if a person has a note from a doctor that states that the person has a disability and needs to have the animal for emotional support. A doctor’s letter does not turn an animal into a service animal. Examples of animals that fit the ADA’s definition of “service animal” because they have been specifically trained to perform a task for the person with a disability: · Guide Dog or Seeing Eye® Dog is a carefully trained dog that serves as a travel tool for persons who have severe visual impairments or are blind. · Hearing or Signal Dog is a dog that has been trained to alert a person who has a significant hearing loss or is deaf when a sound occurs, such as a knock on the door. · Psychiatric Service Dog is a dog that has been trained to perform tasks that assist individuals with disabilities to detect the onset of psychiatric episodes and lessen their effects. Tasks performed by psychiatric service animals may include reminding the handler to take medicine, providing safety checks or room searches, or turning on lights for persons with Post Traumatic Stress Disorder, interrupting self- mutilation by persons with dissociative identity disorders, and keeping disoriented individuals from danger. · SSigDOG (sensory signal dogs or social signal dog) is a dog trained to assist a person with autism. The dog alerts the handler to distracting repetitive movements common among those with autism, allowing the person to stop the movement (e.g., hand flapping). · Seizure Response Dog is a dog trained to assist a person with a seizure disorder. How the dog serves the person depends on the person’s needs. The dog may stand guard over the person during a seizure or the dog may go for help. A few dogs have learned to predict a seizure and warn the person in advance to sit down or move to a safe place. Training will need to be provided to the Security personnel for events: When a person with a service animal enters a public facility or place of public accommodation, the person cannot be asked about the nature or extent of his disability. Only two questions may be asked: 1. Is the animal required because of a disability? Training: IF the answer is ‘No’, then the attendee can be turned away. IF they answer ‘Yes’, then proceed to: 2. What work or task has the animal been trained to perform? Training: IF they answer with anything, then the attendee must be allowed in. Security/event staff is NOT allowed to ask anything about what the disability is and there can be no challenge or judgment of their answer. Frequently Asked Questions about Service Animals and the ADA Many people with disabilities use a service animal in order to fully participate in everyday life. Dogs can be trained to perform many important tasks to assist people with disabilities, such as providing stability for a person who has difficulty walking, picking up items for a person who uses a wheelchair, preventing a child with autism from wandering away, or alerting a person who has hearing loss when someone is approaching from behind. The Department of Justice continues to receive many questions about how the Americans with Disabilities Act (ADA) applies to service animals. The ADA requires State and local government agencies, businesses, and non-profit organizations (covered entities) that provide goods or services to the public to make "reasonable modifications" in their policies, practices, or procedures when necessary to accommodate people with disabilities. The service animal rules fall under this general principle. DEFINITION OF A SERVICE ANIMAL Q1. What is a service animal? A. This is defined by federal (ADA) and Colorado law as a dog (or miniature horse) that has been individually trained to perform a specific task or service for a person with a disability. A service animal is considered an extension of a person with a disability and is allowed in any place that is open to the public. A service dog can only be excluded from a business or public place if it is acting aggressively or causing a nuisance. Companion or Assistance Animal – Companion and assistance animals are a product of federal and state laws regarding housing and are defined as animals that help a person with a disability alleviate one or more symptoms of their disability while in their home. This can include a dog that barks when the doorbell rings to assist a person who has a hearing impairment or a cat that provides a person with bipolar disorder a reason to get up in the morning, take her medicine and go to work. Only people with disabilities are entitled to have companion animals and even then, companion animals are only allowed in a person’s home. Business owners and other places of public accommodation are not required to allow companion or assistance animals into their businesses. TOB input for Training: Security or Event Staff can determine if the situation meets the definition of a service animal and if NOT and/or the attendee replies that they are merely a companion, then by definition, the dog does not have to be admitted. This message should be communicated as friendly and polite as possible; something along the line of: “I’m sorry but this is how we understand the ADA law. This is for the safety and comfort of your pet as well as those attending this event.” Q2. What does "do work or perform tasks" mean? A. The dog must be trained to take a specific action when needed to assist the person with a disability. For example, a person with diabetes may have a dog that is trained to alert him when his blood sugar reaches high or low levels. A person with depression may have a dog that is trained to remind her to take her medication. Or, a person who has epilepsy may have a dog that is trained to detect the onset of a seizure and then help the person remain safe during the seizure. Q3. Are emotional support, therapy, comfort, or companion animals considered service animals under the ADA? A. No. These terms are used to describe animals that provide comfort just by being with a person. Because they have not been trained to perform a specific job or task, they do not qualify as service animals under the ADA. However, some State or local governments have laws that allow people to take emotional support animals into public places. You may check with your State and local government agencies to find out about these laws. Q4. If someone's dog calms them when having an anxiety attack, does this qualify it as a service animal? A. It depends. The ADA makes a distinction between psychiatric service animals and emotional support animals. If the dog has been trained to sense that an anxiety attack is about to happen and take a specific action to help avoid the attack or lessen its impact, that would qualify as a service animal. However, if the dog's mere presence provides comfort, that would not be considered a service animal under the ADA. Q5. Does the ADA require service animals to be professionally trained? A. No. People with disabilities have the right to train the dog themselves and are not required to use a professional service dog training program. Q6. Are service-animals-in-training considered service animals under the ADA? A. No. Under the ADA, the dog must already be trained before it can be taken into public places. However, some State or local laws cover animals that are still in training. Q7. What questions can a covered entity's employees ask to determine if a dog is a service animal? A. In situations where it is not obvious that the dog is a service animal, staff may ask only two specific questions: (1) is the dog a service animal required because of a disability? and (2) what work or task has the dog been trained to perform? Staff are not allowed to request any documentation for the dog, require that the dog demonstrate its task, or inquire about the nature of the person's disability. Q8. Do service animals have to wear a vest or patch or special harness identifying them as service animals? A. No. The ADA does not require service animals to wear a vest, ID tag, or specific harness. 2021 Apres Avon Live Budget/Forecast Expense Roll Up / Projected Expense Food & Beverage $400 Artist Hospitality $200 Concessions: Cost of Goods $200 Audio Visual $1,875 Cables, distro, for audio, lights $188 Sound $1,155 Lights $533 Security Services $354 5D Shield $354 Permits & Licensing $150 ERFPD - Inspection Permit $100 Environmental Health Dept.$50 Portable Facilities $748 Vail Honeywagon $748 Other Professional $1,700 Performance Artist $1,500 Emcee $200 Purchased & Other Contracted Services $11,520 SL100 or Marshall Austin $2,250 Kaliedoscope Production $870 Headlining Talent $5,000 Opening Talent $0 Backline $0 Talent Lodging $600 Talent Ground Transport $0 Heat on Stage $1,000 Propane for Heat Walking Mountains $600 Shannon Thornberg $100 Venue Ambient / Safety Lighting $250 Bar Manager $125 Concession Servers $375 Photography $350 Data Collection / Survey $0 Advertising & Other Legal Notices $1,800 Print: Vail Daily $800 Vail Weekly / EVV $200 FB Social Boost $150 Insta Social Boosts $150 Radio: KZYR $250 Radio: AMT $250 TV-8 $0 Jambase ?? Bands Around Town ?? Printing & Reproduction $2,870 Decoration $500 Bridge Banners $450 Light Pole Banners $0 Posters $200 Stage Backdrop $350 Side Stage Banners $320 Top Banner $385 Skirt Banner $315 Concession Menu Boards $250 On-Site Directional Signage $100 Sales Tax $44 CC Fee's $19 TOTAL EXPENSE:$21,480 ATTACHMENT D: Apres Avon Preliminary Budget Historic On The Books Date (Gridlines aligned with Saturdays)Total Occupancy RateData as of Oct 31 (2019/20) 7 properties Data as of Oct 31 (2018/19) 7 properties Historic Actual (2018/19)% Occupancy change % Occupancy change as of last period27 Apr 1904 May 1911 May 1918 May 1925 May 1901 Jun 1908 Jun 1915 Jun 1922 Jun 1929 Jun 1906 Jul 1913 Jul 1920 Jul 1927 Jul 1903 Aug 1910 Aug 1917 Aug 1924 Aug 1931 Aug 1907 Sep 1914 Sep 1921 Sep 1928 Sep 1905 Oct 1912 Oct 1919 Oct 1926 Oct 1902 Nov 190 % 100 % -50 % -25 % 25 % 50 % 75 % 95.09% 7/26 94.98% 7/13 96.44% 7/04 89.53% 06/13 68.59% 06/0872.27% 05/25 85.83% 05/04 89.41% 08/22 93.23% 08/31 89.80% 09/21 93.04% 10/05 Historic On The Books Average Daily Rate% Chg in Average Daily Rate$118$151$174$156$133$111$145$111$143$166$158$143$120$144$1446% 6%5% -1% -7%-8% 1% Data as of Oct 31 (2019/20 season)Data as of Oct 31 (2018/19 season)Historic Actual (2018/19 season)Percent Variance May'19 Jun'19 Jul'19 Aug'19 Sep'19 Oct'19 Summer Total $0 $25 $50 $75 $100 $125 $150 $175 $200 -10% -5% 0% 5% 10% Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN VAIL VENUE INFORMATION · Gerald R. Ford Amphitheater · The Betty Ford Alpine Gardens · Dobson Ice Arena · Solaris Plaza CONCERTS & FESTIVALS · Springback to Vail (April) · Hot Summer Nights (Summer) · Vail Summer Bluegrass Series (Summer) · Vail Snow Daze (Dec) · Vail Jazz Festival (Jun/Jul/Aug), PAID · Bravo! Vail Music festival, PAID · Whistle Pig Concert Series (New), PAID 2019 LINE UP INFORMATION Springback to Vail Apr 12 Gov’t Mule Apr 13 Steel Pulse and Xavier Rudd Hot Summer Nights June 18 Boombox June 25 The Wailers July 2 Jackie Greene Band July 16 Big Something Aug 20 The California Honeydrops Aug 27 Bone Diggers: the Paul Simon Songbook Vail Bluegrass June 26 Trout Steak Revival July 3 Jeremy Garrett (of the Infamous Stringdusters) July 10 Hackensaw Boys July 17 The Lonesome Days Vail Snow Daze TBD 2019 BUDGET INFO · budgeted 2019 total expenditures $87,457,165 · budgeted 2019 marketing & SE expenditures $ 6,035,145 (6.9% of overall budget) · budgeted 2019 special events funding $ 200,000 Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS · Friday Afternoon Club & Saturday Sundown Series at Eagle's Nest on Vail Mountain MARKETS · Vail Farmers Market (Summer) · Holiday Market ARTS/CULTURE EVENTS · Vail Arts Festival · Vail International Dance Festival (Summer) · Vail Winterfest Ice Theater (Winter) FOOD EVENTS · Taste of Vail · Vail Craft Beer Classic · Gourmet on the Gore SPORTS EVENTS & ACTIVITIES · Pink Vail (Feb) · Burton US Open (Feb/Mar) · Springback to Vail (April) including World Pond Skimming Championships · Vail Whitewater Race Series (early summer) · Vail's King of the Mountain Volleyball Open (June) · GoPro Mountain Games (June) · Vail Lacrosse Shootout (Jun/July) · Vail Kids Adventure Games (Summer) · Outlier Offroad Festival (Sept/Oct) · Skadi Fest Vail (Dec) OTHER EVENTS · Vail Automotive Classic (Sept) · Vail Film Festival · Vail Rotary Duck Festival HOLIDAY EVENTS Mardi Gras · CarniVail St Patrick’s Day Easter Independence Day · Vail America Days Oktoberfest · Vail Oktoberfest Halloween Thanksgiving Christmas Holidays · Vail Holidaze incl holiday market, tree-lighting ceremony, craft workshops, musical performances, Vail Snow Days, visits with Santa Claus, an ice-skating exhibition, Holiday Sweater Run and more Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN BEAVER CREEK VENUE INFORMATION · Creekside Park · Allie’s Cabin · Centennial Park · Beano’s Cabin · Beaver Creek Village · Trapper’s Cabin · Beaver Creek Ice Rink · Zach’s Cabin · Vilar Performing Arts Center (VPAC) · Saddleridge · Spruce Saddle · Talons CONCERTS & FESTIVALS · Beaver Creek Concerts by the Creek 2019 LINE UP INFORMATION Beaver Creek Concerts by the Creek 7/10 Travers Brothership 7/17 Ezra Bell 7/24 Butcher Brown 7/31 Southern Avenue 8/7 The Commonheart 8/14 Turkeyfoot 2019 BUDGET INFO · budgeted 2019 total expenditures $21,222,000 · budgeted 2019 Resort Activities & Events expenditures $ 3,663,000 (17.2% of overall budget) Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS · Friday Afternoon Club in Beaver Creek Village MARKETS None ARTS/CULTURE EVENTS · Beaver Creek Art Festival · Beaver Creek Movies Under the Stars · Beaver Creek Fireworks FOOD EVENTS · Beaver Creek Wine & Spirits Festival · Beaver Creek's Winter Culinary Festival · Blues, Brews & BBQ · Vail Beaver Creek Restaurant Week · World's Best Chocolate Chip Cookie Competition SPORTS EVENTS & ACTIVITIES · Beaver Creek Free Outdoor Yoga · Beaver Creek Rodeo · Beaver Creek Running Series Snowshoe Edition · Birds of Prey World Cup · Everbank America's Winter Opening · Talon's Challenge · TransRockies Run OTHER EVENTS · Beaver Creek Loves Kids HOLIDAY EVENTS Mardi Gras St Patrick’s Day Easter · Easter Egg Hunt at Creekside Park Independence Day · Beaver Creek Independence Day Celebration Oktoberfest · BC Oktoberfest Halloween Thanksgiving Christmas Holidays · Beaver Creek Tree Lighting Ceremony & Santa's Workshop · New Year's Eve Torchlight Skidown Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN MINTURN VENUE INFORMATION · Little Beach Park CONCERTS & FESTIVALS · Minturn Summer Concert Series 2019 LINE UP INFORMATION Minturn Summer Concerts July 11 King Cardinal July 18 Brothers Keeper July 25 Shawn Nelson Band Aug 1 Three Days in the Saddle Aug 8 WoodBelly Aug 15 Arthur Lee Land Trio Aug 22 Daniel Rodriguez Aug 29 All Star Local Jam 2019 BUDGET INFO · budgeted 2019 total expenditures $1,000,866 · budgeted 2019 special events funding $ 15,000 (allocated to concert series) Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS None MARKETS · Minturn Market (Summer) · Winter Holiday Market ARTS/CULTURE EVENTS · Missoula Children's Theatre (Aug) FOOD EVENTS None SPORTS EVENTS & ACTIVITIES · Yoga in the Little Beach Park (Saturdays) OTHER EVENTS · Barstool Racing (March) · Blue Starlite Drive-In Movies HOLIDAY EVENTS Mardi Gras St Patrick’s Day Easter Independence Day · Independence Day Celebration Oktoberfest Halloween · Minturn Halloween Celebration Thanksgiving Christmas Holidays · Winter Holiday Market (Dec) Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN EAGLE VENUE INFORMATION · Eagle Town Park · Eagle County Fairgrounds · Eagle Pool & Ice Rink · Brush Creek Park & Pavilion · Sylvan Lake State Park CONCERTS & FESTIVALS · ShowDown Town Eagle Free Concert Series · Eagle Outside Festival · Eagle Flight Days · Bonfire Block Party, PAID 2019 LINE UP INFORMATION ShowDown Town Eagle Concerts July 11 Treehouse Sanctum July 18 The Vegabonds July 25 Kendall Street Company Aug 1 The Dip Aug 8 Ten Years Gone Aug 15 Shovelin Stone 2019 BUDGET INFO · budgeted 2019 total expenditures $7,008,251 · budgeted 2019 marketing & Events expenditures $ 364,591 (5.2% of overall budget) · budgeted 2019 special events funding $ TBD (board to approve) Marketing & Events Advisory Committee (MEAC). The primary role of MEAC is to recruit and review proposals from event producers, evaluate economic impact and potential according to a matrix following established town goals and allocate the event funding for Town Board of Trustees’ approval. Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS None MARKETS None ARTS/CULTURE EVENTS · Porchlight Players Dinner Theater (Feb) · Artwalk on Broadway (Summer) FOOD EVENTS · Eagle Mushroom & Wild Food Festival (Aug) SPORTS EVENTS & ACTIVITIES · Snowshoe for Peru 5k (Feb) · Western CO Outdoor & Sportsman Expo (Apr) · Trail Jam (Apr) · Roller Derby Event (Apr) · CO HS Cycling League (May & Sep) · Vail Lax Jam in Eagle (May & Sep) · VRD Boneyard Boogie 11k trail run (May) · VRD Battle at Bellyache Mtn Bike Race (May) · Yoga in the park (Summer) · Whitewater throwdown series (Summer) · Eagle Half Marathon & 10K (June) · Mountain Rats Trail Run (Sept) · Flying Eagle Open Disc Golf Tournament (Sep) · Vail Valley Cup Tournament (Oct) OTHER EVENTS · Weekly Rodeo · Eagle County Fair & Rodeo · EVLT Cow Patty Bingo · Community Table Dinner (Aug) HOLIDAY EVENTS Mardi Gras St Patrick’s Day Easter · Easter Egg Hunt Independence Day · July 4th Bike Parade, Live music & Fireworks Oktoberfest Halloween Thanksgiving Christmas Holidays · 12th Night Bonfire (Jan 6) Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN WINTER PARK VENUE INFORMATION · Headwaters Center · Rendezvous Event Center CONCERTS & FESTIVALS · Battle, Beer & Bluegrass / Spring Bash + Splash (Mar + Apr) · High-Note Thursdays · Mountain Bike Nationals Concert · SolShine Music Festival · Winter Park Jazz Festival, PAID · Switchback Music Festival, PAID · Blues from the Top Music Festival, PAID · Country at the Park, PAID 2019 LINE UP INFORMATION High-Note Thursdays June 20 Winston Ramble June 27 Michael Hornbuckle Band July 11 Travers Brothership July 18 Empire Strikes Brass July 25 Triple Nickel Band Aug 1 My Blue Sky (Allman Brothers Tribute) Aug 8 Wyatt Lowe & the Mayhem Kings Aug 15 Huge In Germany Aug 22 Hunker Down 2019 BUDGET INFO · budgeted 2019 total expenditures $29,930,499 · budgeted 2019 Marketing & Events expenditures $ 1,508,459 (5% of overall budget) · budgeted 2019 Marketing & Event sponsorship $ 1,410,459 · budgeted 2019 special events funding $ TBD · Additional funding has been included to expand our events into our shoulder seasons · Event funding has been increased 6% for 2019 · The Town has entered into a multi-year sponsorship agreement with a local company for naming rights to our event center which will allow for additional funding for events · The marketing, economic development & events category has been segregated from purchased services due to its relative size and significance to our budget. Expenditures in this category are used to promote the Town and our businesses. As discussed in the Sales/Lodging Tax revenue category, a total of $1.6 million of the Town’s sales tax collections is earmarked for marketing the community and events to be held in Town Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS None MARKETS None ARTS/CULTURE EVENTS None FOOD EVENTS · Tequila & Tacos · Winter Park Uncorked! · Village Uncorked! · Wild West Whiskey Fest · Winter Park Beer Festival SPORTS EVENTS & ACTIVITIES · Stagecoach Classic (Jan) · Fitness in the park (Summer) · Ranch2Ranch XC Ski Trek Fest (Feb) · USA Cycling National Championships · Wells Fargo Ski Cup (Feb) · Dash Party · Front Range Splitfest (Apr) · Bike Winter Park Weekend (Aug) OTHER EVENTS · Hype (Ted talks) · Winter Park FallFest · Zoppe Family Circus (Fraser) and Rodeo (Kremmling) HOLIDAY EVENTS Mardi Gras · Grand County Blues Society Mardi Gras Concert St Patrick’s Day · St Patrick's Day Celebration Easter · HOP, HOP, HOORAY! Independence Day · 4th of July Celebration Oktoberfest · Mountain Oktoberfest Halloween Thanksgiving Christmas Holidays · Christmas Eve Torchlight Parade Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN KEYSTONE VENUE INFORMATION · Keystone Conference Center · Warren Station Center for the Arts · Lakeside Village · River Run Events Plaza / River Run Village Stage CONCERTS & FESTIVALS · Shakin’ at the Basin Spring Concert Series · Keystone Bluegrass & Beer Festival · Mountain Town Music Festival 2019 LINE UP INFORMATION Shakin’ At The Basin Spring Concerts (A-Basin) Apr 27 Mama Magnolia (Soul Rock) May 4 Dragondeer (Psych-Blues and Soul) May 11 Atomga (Afrobeat, Afrofunk) May 18 Iceman Special (Swamp Funk) May 19 The Rhinelanders (Bavarian) May 25 Part & Parcel (Folk/Bluegrass/Rock) May 26 The Jauntee (Psychedelic Jazz/Blues/Funk) June 1 Sunday Bankers and Hobo Village June 2 Hobo Village and High 5 Bluegrass & Beer Festival Aug 3 Local Folk, The Pine Beatles, Sugar & the Mint, Frank Solivan and Dirty Kitchen, Ground Score, The Mighty Pines and Lindsay Lou Aug 4 Local Folk, Grass it Up, Chain Station, Peter Rowan, Oakhurst, Woodbelly and Larry Keel Mountain Town Music Festival Aug 17 Josh Hoyer & Soul Colossal, Jared & the Mill, The Brothers Comatose and The Strumbellas 2019 BUDGET INFO · budgeted 2019 total expenditures $* · budgeted 2019 marketing & Events expenditures $* · budgeted 2019 special events funding $* *Reached out to the Keystone Neighborhood Community to gather more information Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS · FAC on Fridays MARKETS None ARTS/CULTURE EVENTS · Keystone River Run Village Art Festival FOOD EVENTS · Keystone Bacon & Bourbon Festival · Keystone Wine & Jazz Festival · Clam Bake and Lobster Boil · Festival of the Brewpubs · Wine In The Pines SPORTS EVENTS & ACTIVITIES · Ski Ball · Keystone Slush Cup · Strider Balance Bike Races OTHER EVENTS None HOLIDAY EVENTS Mardi Gras · Keystone Mardi Gras Party Featuring the River Run Gumbo Cook-Off St Patrick’s Day Easter Independence Day · Fourth of July Celebrations Oktoberfest · Keystone’s Oktoberfest & 5k Das Bier Burner Halloween · Fall Concert (Halloween) Thanksgiving Christmas Holidays Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN BRECKENRIDGE VENUE INFORMATION · Blue River Plaza · Riverwalk Center + Lawn · Main Street · Stephen C. West Ice Arena · Some free concerts for BIFA held in the forest CONCERTS & FESTIVALS · Breckenridge Music Festival · Breckenridge Town Party · Multiple paid concerts at the Riverwalk Center 2019 LINE UP INFORMATION I was unable to find 2019 line up information 2019 BUDGET INFO · budgeted 2019 total expenditures $126,228,824 · budgeted 2019 marketing & events expenditures $ 4,768,008 (3.8% of overall budget) · budgeted 2019 special events expenditures $ 1,182,454 · budgeted 2019 event sponsorships $ 85,000 (income to town) Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS None MARKETS · Breckenridge Sunday market ARTS/CULTURE EVENTS · Breckenridge Film Festival · Breckenridge Main Street Art Festival · Breckenridge International Festival of Arts (BIFA) · Mountain Art Festivals (Breck & Silv) · WAVE: Light + Water + Sound · Snow Sculptures · Breckenridge Gathering at the Great Divide · Breckenridge Street Arts Festival · Breckenridge July Art Festival · Ullr Fest FOOD EVENTS · Big Beers, Belgians & Barleywines Festival · Breckenridge Summer Beer Festival · Breckenridge Food and Wine Festival · Breckenridge Wine Classic · Breckenridge HogFest · Breckenridge Craft Spirits Festival · Breckenridge Spring Beer Festival · Breckenridge Strings, Ciders & Sours SPORTS EVENTS & ACTIVITIES · Breck Bike Week · Spring Fever · Breck Epic · Dew Tour · Breckenridge NTRP Tennis Championship OTHER EVENTS · Breck Pride · Camp 9,600 · Día De Los Muertos · Gold Panning Championships · Happy Hour with the Mayor (monthly) HOLIDAY EVENTS Mardi Gras · Mardi Gras Parade St Patrick’s Day Easter · Spring Fever (includes Easter) Independence Day · Fourth of July Celebrations Oktoberfest · Breckenridge Oktoberfest Halloween Thanksgiving Christmas Holidays · Breckenridge Winter Holidays Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN COPPER VENUE INFORMATION · Woodward Copper Barn · Burning Stones Plaza. · Center Village CONCERTS & FESTIVALS · Copper Live · Copper Country Music Festival · Copper Mountain Music Festival · Copper's Guitar Town 2019 LINE UP INFORMATION Copper Live $10,300 Guster, Rayland Baxter, Mat Kearney, Riley Green, The Shadowboxers, Chris Bauer Trio Copper Country Music Festival 285,000 Lucinda Williams, North Mississippi Allstars, The Earls of Leicester, Donavon Frankenreiter, Ruston Kelly, Molly Tuttle, Bishop Gunn, Futurebirds, Rob Ickes & Trey Hensley, Nathan Kalish and The Last Callers, Aaron Burdett Band and the Country Music Showdown. Copper Mountain Music Festival $78,400 Unknown Copper's Guitar Town 235,100 Scott Goldman, Preston Reed, “Youthquake!” featuring Austin Young Band, Hunter Hallberg, Paul Val, Rhonda Vincent, The Lost Fingers featuring John Jorgenson, Rory Block, Muriel Anderson, Christie Lenée, Scott Goldman, Samantha Fish, Walter Trout, Guitar Army featuring John Jorgenson, Lee Roy Parnell, Joe Robinson, Steve Fister Band Stig Mathisen, A Tribute to Mark Selby 2019 BUDGET INFO · budgeted 2019 total expenditures $2,587,900 · budgeted 2019 marketing & Events expenditures $1,353,500 (52% of overall budget) · budgeted 2019 special events funding $* *Reached out to the Copper Mountain Resort Association to gather more information Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS · Brews & Tunes every Friday · Copper Campfire every Saturday MARKETS None ARTS/CULTURE EVENTS None FOOD EVENTS · Attack of the Big Beers · Genuine Jazz and Wine · Cider Circus · Copper Uncorked · Colorado Burger Summit · Copper's Mac & Cheese Fest SPORTS EVENTS & ACTIVITIES · Copper Safety Fest · WinterBike race · 10 BARREL Hella Big Air and Snow Beach · Subaru Winterfest · Copper Triangle · Mountain Pose Yoga · Red Bull Slopesoakers · Children's Hospital Courage Classic · USASA Nationals · Welcome Home Weekend and Woodward Barn Bash · Woodward WreckTangle Championships · Snowsation & Sunsation (opening & closing day) OTHER EVENTS · Boarding for Breast Cancer · The Secret Spot Challenge HOLIDAY EVENTS Mardi Gras St Patrick’s Day Easter · Sunsation includes World’s Largest Easter Egg Hunt Independence Day · 10 Barrel Red, White, Brews and Tunes Oktoberfest Halloween Thanksgiving Christmas Holidays · Christmas Eve Torchlight Parade & Kid's Glowstick Pageant Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN FRISCO VENUE INFORMATION · Summit County Community Center · Frisco Historic Park · Main Street · Frisco Bay Marina · 10 Mile Music Hall CONCERTS & FESTIVALS · Free Concerts in the park on Main Street · Paid concerts hosted individually at 10 Mile Music Hall 2019 LINE UP INFORMATION Concerts In The Park $25,500 June 20 The Copper Children June 27 Jackie & The Racket July 11 Pandas & People July 18 Amoramora July 25 Gasoline Lollipops Aug 1 Pixie & The Partygrass Boys Aug 8 Opal Agafia & The Sweet Nothings Aug 15 Hazel Miller Band Aug 22 Cris Jacobs Band 2019 BUDGET INFO · budgeted 2019 total expenditures $13,106,573 · budgeted 2019 marketing & Events expenditures $ 1,154,561 (8.8% of overall budget) · budgeted 2019 special events funding $ TBD Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS None MARKETS None ARTS/CULTURE EVENTS · Main Street to the Rockies Art Festival · Annual Night at the Museum · Bow Wow Dog Film Fest · Kids’ Sandcastle Competition FOOD EVENTS · Colorado BBQ Challenge · Soup Cup Classic · Frisco Fall Fest · Wassail Days · Frisco BrewSki · Fall Locals’ Party – Boats, Bloodies and Brunch SPORTS EVENTS & ACTIVITIES · Frisco Gold Rush · The Bacon Burner 6k · 50+ Winter Games · Mountain Goat Kids Trail Running Series · Frisco Freeze Fat Bike Race · Frisco Triathlon · Bubble Gum Ski Race Series · Snowshoe for the Cure Pink Party · Run the Rockies Road Half Marathon & 10k · New Belgium Timberline Cruiser Regatta · Annual Frisco Free Family Fun Fair OTHER EVENTS · Frisco's Founders Day · Free Lunchtime Lecture Series · Pumpkinfest · Classic Boat Show HOLIDAY EVENTS Mardi Gras · Mardi Gras for Paws St Patrick’s Day · Frisco Kids Easter Egg Hunt Easter · Frisco Kids Easter Egg Hunt Independence Day · Frisco’s Fabulous 4th of July · Also 4th of July in February Fireworks Oktoberfest Halloween · Cemetery Tour and Zombie Ball · Trick-or-Treat on Main Street Thanksgiving · Turkey Day 5k presented by The Steadman Clinic Christmas Holidays · Frisco's Town Tree Lighting Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN SILVERTHORNE VENUE INFORMATION · Stage on Trailer · Silverthorne Pavilion + Lawn · Trent Park · Rainbow Park · Silverthorne Performing Arts Center CONCERTS & FESTIVALS · First Fridays Series 2019 LINE UP INFORMATION First Fridays Aug 2 The Frisco Funk Collective followed by The Dirty Dozen Brass Band Sept 6 The Original Wailers Starring former Bob Marley & The Wailers guitarist Al Anderson 2019 BUDGET INFO · budgeted 2019 total expenditures $13,418,112 · budgeted 2019 Recreation & Culture expenditures $ 4,075,941 (30% of overall budget) · budgeted 2019 contributions youth programs, scholarships & special events $ 54,000 Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS None MARKETS · Holiday Bazaar ARTS/CULTURE EVENTS · Silverthorne Fine Art Festival · Mountain Art Festivals (Breck & Silverthorne) · Monthly First Friday Events FOOD EVENTS · Brewers Rock for Rescue SPORTS EVENTS & ACTIVITIES · Pabst Blue Ribbon Pond Hockey Tournament · Country Western Dance · Twilight Skate at North Pond Park · Father Daughter Date Night · Kids Fishing Derby · Safe Summer Kickoff OTHER EVENTS · Casino Night Bash · Annual Community Picnic HOLIDAY EVENTS Mardi Gras St Patrick’s Day Easter · National Repertory Orchestra concert Independence Day Oktoberfest · In Fall: Pumpkinfest Halloween Thanksgiving Christmas Holidays Review Special Events Peer Communities | Working Document | Updated 10/11/19 EVENTS IN DILLON VENUE INFORMATION · Dillon Amphitheater · Dillon Marina CONCERTS & FESTIVALS · Free Friday & Saturday night Concert Series 2019 LINE UP INFORMATION Fri & Sat night concerts $686,762 June 14 Mike Zito June 21 The Long Run June 28 Buckstein July 5 The Nacho Men July 12 Robert Cray Band July 19 The National Repertory Orchestra July 26 The Ghost of Paul Revere Aug 2 The Subdudes Aug 9 Delvon Lamarr Organ Trio Aug 16 Bruce Hornsby & The Noisemakers Aug 23 Satellite13 w/special guest Beau Thomas Aug 30 John Popper & Brothers Keeper Sept 6 Carolyn Wonderland Sept 13 Kizumba June 15 Shamarr Allen and the Underdawgs June 22 BoDeans June 29 Jenny and the Mexicats July 6 Ghost Light July 13 Pato Banton & the Now Generation July 20 Hazell Miller July 27 Toots & The Maytals Aug 10 Ruthie Foster Aug 24 Vaud and the Villains Aug 31 Larkin Poe Sept 7 Al Di Meola Acoustic Trio 2019 BUDGET INFO · budgeted 2019 total expenditures $14,258,493 · budgeted 2019 total Events expenditures $ 959,064 (6.7% of overall budget) · budgeted 2019 free town concerts expenditures $ 686,762 Review Special Events Peer Communities | Working Document | Updated 10/11/19 FAC EVENTS None MARKETS · Dillon Farmers Market ARTS/CULTURE EVENTS · Ice Castles · Lake Dillon Arts Festival · Fall Fest Art Festival · Movies on the Water FOOD EVENTS · Lake Dillon Brew Festival SPORTS EVENTS & ACTIVITIES · Dillon Open Regatta · Yoga at the Amphitheater · Yacht Rock Yoga · Adventure Van Expo · Marina Mutt Show OTHER EVENTS · Cars and Coffee HOLIDAY EVENTS Mardi Gras St Patrick’s Day Easter Independence Day · Fourth of July Concert Oktoberfest Halloween Thanksgiving Christmas Holidays · Lighting of Dillon · Holiday Light & Music Show EXPENSE CATEGORY ITEMIZED CATEGORY SUBTOTAL NOTES TALENT-Saturday Headliner - 7:30pm-9pm $70,000.00 Support #3 - 5:30pm-7:00pm $10,000.00 Support #2 - 3:30pm-5:00pm $4,000.00 Support #1 - 2:00pm-3:15pm $1,500.00 $85,500.00 TALENT RELATED EXPENSES Air Transportation $1,200.00 Ground Transportation $500.00 In-venue transportation (Golf Carts & Staff etc.) $0.00 Lodging Saturday (15 rooms at $155 per/night one night)$2,325.00 Artist Hospitality $500.00 Agency fee's 10%$8,550.00 $13,075.00 TALENT TOTAL:$98,575.00 STAGE PRODUCTION Stage Stage / Artist Heating $1,000.00 Sound / Truss / Rigging $2,500.00 Lights / Truss / Rigging $1,500.00 Backline $1,500.00 Video: Screens $0.00 Backdrop / Side banners $1,500.00 Heavy Equipment: Lift $0.00 TOA in Kind Stage / Production Manager $750.00 Audio Engineer $750.00 Lighting Designer & Engineer $750.00 Stage Hand / Labor $1,500.00 Misc. Contract Labor $300.00 $12,050.00 STAGE PRODUCTION TOTAL:$12,050.00 OPERATIONS & LOGISTICS Infrastructure: Fencing Chain Link Fencing w/ scrim $9,000.00 8ft. Chain link around festival perimeter; approx. 1900 linear feet w/ multiple gates Barricade $0.00 Fill where Town does not have enough or other fencing $9,000.00 Infrastructure: Sanitation & Resource Recovery Portable Restroom $3,500.00 20 units @ $125 + 50 delivery/removal | ADA 5% 2 units Hand Washing $375.00 3-5 units Grey Water Disposal $250.00 One 300 gallon tank Trash / Recycling / Compost - Dumpsters $0.00 TOA - Tip fee on one 8-yard = $240; compost bins; 6 = $804 Staffing: see below $4,125.00 Infrastructure: Tenting VIP: 40 x 40 $0.00 Beer Tent: 30 x 30 $3,500.00 GA Bar $1,000.00 Box Office: 20 x 20 $0.00 TOA 2 = 10 x 10 Security / Medical: 20 x 20 $0.00 TOA 2 = 10 x 10 Front of House: 10 x 10 $0.00 TOA - 10 x 10 Sound/Lights tenting $0.00 TOA Pole Structure Tents Family Zone: 10 x 20 $0.00 TOA 2 = 10 x 10 Merch: 10 x 20 $0.00 Other:$1,000.00 $5,500.00 Infrastructure: Power & Lighting Light Towers (3)$2,400.00 For egress lighting; portos Power Distribution: cable channels, cords, spiders, etc.$4,000.00 TOA Power Distribution Assets ATTACHMENT H: SINGLE DAY TICKETED EXPLORATORY BUDGET ATTACHMENT H: SINGLE DAY TICKETED EXPLORATORY BUDGET Lighting: Inside Tents (VIP, Beer, Merch)$1,250.00 Electrician: see below $7,650.00 Infrastructure: Decoration Fabrics (tension), flagging $0.00 Lighting $1,500.00 Entry Truss $0.00 On-site venue signage (schedule, etc.)$500.00 Fire Pits $0.00 VIP Lounge: see below fulfillment Artist Green Room $250.00 Flowers, wall hanging, rugs, etc. Beer Hall $500.00 Table cards, linens, festune lighting, etc. $2,750.00 Infrastructure: VIP Fulfillment (300 ppl) VIP Restroom Trailer $0.00 Flowers $0.00 Wall / Photography Decorations $0.00 Tables / Chairs $0.00 200 chairs at $3.35 each | 8 cocktails tables at $8.75 each | 24 bar stools at $9.75 | Rounds get from TOA and 100 chairs Linens $0.00 Lanyards / Silkies $0.00 Bar: See below Catering $0.00 300 @ $25 per $0.00 Infrastructure: General Production Office Supplies $0.00 Printers Portable $250.00 Tables $0.00 Chairs $0.00 Catering: All staff $800.00 Staff shirts $800.00 Radios $1,500.00 Staff Lodging Thur. - Sun. (8 rooms at $155 per/night three nights)$3,720.00 Production, stage, box team, etc. Friday - Saturday (5 rooms at $155 per/night one nights)$775.00 $7,845.00 OPERATIONS & LOGISTICS TOTAL:$36,870.00 AMBIANCE & ACTIVATION Performance Artists (in venue)$0.00 Family Zone $1,800.00 Late Night Activation $0.00 Not in first year AMBIANCE & ACTIVATION TOTALS:$1,800.00 TICKETING & BOX OFFICE Creative Design: wristbands, credentials, silkies $1,500.00 2,000 people total Lanyards $0.00 Wristbands $500.00 Tyvek Shipping $35.00 POS Sytems $0.00 Included in ticket platform Printers $150.00 Scanners $0.00 Included in ticket platform Tables/Chairs $125.00 Staffing: see below TICKETING & BOX OFFICE TOTALS:$2,310.00 TRANSPORTATION & PARKING Vehicle/Pedestrian Directional Signage $250.00 Event Shuttle Buses $0.00 TOA In-Kind Traffic / Parking Control: Equipment $0.00 Traffic / Parking: Personnel $0.00 BOH operations TRANSPORTATION & PARKING TOTALS:$250.00 ATTACHMENT H: SINGLE DAY TICKETED EXPLORATORY BUDGET BARS & CONSESSIONS Alcoholic Beverages: Cost of Goods (22% of projections)$9,900.00 Non-Alcoholic Beverage: Cost of Goods (hot/cold)$15,000.00 POS Sytems Hardware Included with provider Power - listed above Bars Tables - cocktail and banquet Tenting listed above Linens - cocktail and banquet Cups (hot/cold) Napkins Stir Sticks Mixers Ice Buckets / Tubs Bar Towels Acoutremounts: lemons, limes, olives, etc. Equipment Rental: blenders, coffee makers, hot water, etc. BARS & CONCESSIONS TOTALS:$24,900.00 MERCHANDISE Shirts, Hats, Commerative Cups, Posters, etc.$0.00 MERCHANDISE TOTALS:$0.00 LEGAL, PERMITTING & FINANCE Legal Counsel $0.00 Permitting Environmental Health $75.00 Fire District $100.00 Local Municipality $50.00 Cash Handling: see staffing Cash counting equipment $225.00 Bank bags $50.00 Secure cash bags $50.00 Safe $100.00 Insurance: General Commerical Liability, Liquor, Property, etc.$0.00 LEGAL, PERMITTING & FINANCES TOTALS:$650.00 STAFF Event Director $0.00 Event Coordinator $0.00 Operations & Logistics Coordinator $750.00 Box Office Manager $1,200.00 Box Office Coordinator $500.00 Accountant Assistant (cash handling)$350.00 Security $2,360.00 Ten (10) personnel / 8 man hours each / 80 man hours @$29.50 Medical $750.00 $37.50 per man hour / 8 man hours each / 16 man hours; p;lust tent @ $150 Green Team $1,500.00 Artist Relations $500.00 Electrician $0.00 TOA Photographer & Videographer $1,500.00 Merch - Designer, Manager, Coordinator $0.00 Concessions - Alcohol Operations/Sales Staffing $2,700.00 twelve (12) personnel / 9 mans hours each / 108 man hours @ $25/per Concessions - Bar Manager $1,200.00 $400 per day plus; two bars STAFFING TOTALS:$13,310.00 MARKETING & PROMOTIONS Survey data collection $3,500.00 intercept Art / Brand Concepts $3,000.00 Logo design, etc. Creative Design $1,500.00 Website - Develop, administer and maintain $1,000.00 TOA ATTACHMENT H: SINGLE DAY TICKETED EXPLORATORY BUDGET Social $3,000.00 Video, Audio & Digital $2,500.00 Video Production $1,500.00 Print Media $7,500.00 Billboards $0.00 I-70 Street Team $750.00 Radio - Pandora / Spotify $2,000.00 MARKETING & PROMOTIONS TOTALS:$26,250.00 TOTAL PROJECTED EXPENSES:$216,965.00 REVENUE ITEMIZED CATEGORY SUBTOTAL Tickets 2,000 - 3,000 people per day Early Bird 1-Day GA (200 @ $25)$5,000 Advance 1-Day GA (600 @ $30)$18,000 Last Chance Saturday GA (600 @ $35)$21,000.00 Day Of Saturday GA (800 @ $45)$36,000 Ticket Sales Total:$80,000.00 Projected Gross Alcohol Sales Day One $45,000.00 $45,000.00 Vending Space Fees $1,000.00 Five vendors at $200 per $1,000.00 Merch 500 people purchase at $20 each $0.00 Sponsorship $5,000.00 $5,000.00 TOTAL PROJECTED REVENUE:$131,000.00 PROJECTED NET PROFIT:($85,965.00) EXPENSE CATEGORY ITEMIZED CATEGORY SUBTOTAL NOTES TALENT-Friday Headliner - 8:30pm-10pm $35,000.00 Support #1 - 6:00-7:30pm $10,000.00 $45,000.00 TALENT-Saturday Headliner - 7:30pm-9pm $70,000.00 Support #3 - 5:30pm-7:00pm $10,000.00 Support #2 - 3:30pm-5:00pm $4,000.00 Support #1 - 2:00pm-3:15pm $1,500.00 $85,500.00 TALENT RELATED EXPENSES Air Transportation $2,000.00 Ground Transportation $750.00 In-venue transportation (Golf Carts & Staff etc.) $0.00 Lodging Friday (15 rooms at $155 per/night two nights)$4,650.00 Saturday (15 rooms at $155 per/night one night)$2,325.00 Artist Hospitality $1,500.00 Agency fee's 10%$13,050.00 $24,275.00 TALENT TOTAL:$154,775.00 STAGE PRODUCTION Stage Stage / Artist Heating $1,000.00 Sound / Truss / Rigging $5,500.00 Lights / Truss / Rigging $3,000.00 Backline $2,500.00 Video: Screens $0.00 Backdrop / Side banners $1,500.00 Heavy Equipment: Lift $0.00 TOA in Kind Stage / Production Manager $1,500.00 Audio Engineer $1,500.00 Lighting Designer & Engineer $1,500.00 Stage Hand / Labor $2,500.00 Misc. Contract Labor $500.00 $21,000.00 STAGE PRODUCTION TOTAL:$21,000.00 OPERATIONS & LOGISTICS Infrastructure: Fencing Chain Link Fencing w/ scrim $9,000.00 8ft. Chain link around festival perimeter; approx. 1900 linear feet w/ multiple gates Barricade $0.00 Fill where Town does not have enough or other fencing $9,000.00 Infrastructure: Sanitation & Resource Recovery Portable Restroom $4,900.00 28 units @ $125 + 50 delivery/removal | ADA 5% 2 units | Plus pumping service Saturday Hand Washing $375.00 3-5 units Grey Water Disposal $250.00 One 300 gallon tank Trash / Recycling / Compost - Dumpsters $0.00 TOA - Tip fee on one 8-yard = $240; compost bins; 6 = $804 Staffing: see below $5,525.00 Infrastructure: Tenting VIP: 40 x 40 $4,500.00 Beer Tent: 30 x 30 $3,500.00 GA Bar $1,000.00 Box Office: 20 x 20 $0.00 TOA 2 = 10 x 10 Security / Medical: 20 x 20 $0.00 TOA 2 = 10 x 10 Front of House: 10 x 10 $0.00 TOA - 10 x 10 Sound/Lights tenting $0.00 TOA Pole Structure Tents Family Zone: 10 x 20 $0.00 TOA 2 = 10 x 10 ATTACHMENT I: MULTI-DAY TICKETED EXPLORATORY BUDGET ATTACHMENT I: MULTI-DAY TICKETED EXPLORATORY BUDGET Merch: 10 x 20 $1,000.00 Other:$1,000.00 $11,000.00Infrastructure: Power & Lighting Light Towers (3)$2,400.00 For egress lighting; portos Power Distribution: cable channels, cords, spiders, etc.$4,000.00 TOA Power Distribution Assets Lighting: Inside Tents (VIP, Beer, Merch)$2,000.00 Electrician: see below $8,400.00 Infrastructure: Decoration Fabrics (tension), flagging $3,000.00 Lighting $1,500.00 Entry Truss $1,500.00 On-site venue signage (schedule, etc.)$1,500.00 Fire Pits $1,200.00 VIP Lounge: see below fulfillment Artist Green Room $250.00 Flowers, wall hanging, rugs, etc. Beer Hall $500.00 Table cards, linens, festune lighting, etc. $9,450.00 Infrastructure: VIP Fulfillment (300 ppl) VIP Restroom Trailer $1,500.00 Flowers $300.00 Wall / Photography Decorations $500.00 Tables / Chairs $1,400.00 200 chairs at $3.35 each | 8 cocktails tables at $8.75 each | 24 bar stools at $9.75 | Rounds get from TOA and 100 chairs Linens $800.00 Lanyards / Silkies $800.00 Bar: See below Catering $7,500.00 300 @ $25 per $12,800.00 Infrastructure: General Production Office Supplies $0.00 Printers Portable $250.00 Tables $0.00 Chairs $0.00 Catering: All staff $800.00 Staff shirts $800.00 Radios $1,500.00 Staff Lodging Thur. - Sun. (8 rooms at $155 per/night four nights)$4,960.00 Production, stage, box team, etc. Friday - Saturday (5 rooms at $155 per/night two nights)$1,550.00 $9,860.00 OPERATIONS & LOGISTICS TOTAL:$66,035.00 AMBIANCE & ACTIVATION Performance Artists (in venue)$7,000.00 Family Zone $1,800.00 Late Night Activation $0.00 Not in first year AMBIANCE & ACTIVATION TOTALS:$8,800.00 TICKETING & BOX OFFICE Creative Design: wristbands, credentials, silkies $1,500.00 2,000 people total Lanyards $0.00 Wristbands $500.00 Tyvek Shipping $35.00 POS Sytems $0.00 Included in ticket platform Printers $150.00 Scanners $0.00 Included in ticket platform Tables/Chairs $125.00 Staffing: see below TICKETING & BOX OFFICE TOTALS:$2,310.00 TRANSPORTATION & PARKING Vehicle/Pedestrian Directional Signage $250.00 ATTACHMENT I: MULTI-DAY TICKETED EXPLORATORY BUDGET Event Shuttle Buses $0.00 TOA In-Kind Traffic / Parking Control: Equipment $0.00 Traffic / Parking: Personnel $750.00 BOH operations TRANSPORTATION & PARKING TOTALS:$1,000.00 BARS & CONSESSIONS Alcoholic Beverages: Cost of Goods (22% of projections)$16,500.00 Non-Alcoholic Beverage: Cost of Goods (hot/cold)$15,000.00 POS Sytems Hardware Included with provider Power - listed above Bars Tables - cocktail and banquet Tenting listed above Linens - cocktail and banquet Cups (hot/cold) Napkins Stir Sticks Mixers Ice Buckets / Tubs Bar Towels Acoutremounts: lemons, limes, olives, etc. Equipment Rental: blenders, coffee makers, hot water, etc. BARS & CONCESSIONS TOTALS:$31,500.00 MERCHANDISE Shirts, Hats, Commerative Cups, Posters, etc.$4,500.00 MERCHANDISE TOTALS:$4,500.00 LEGAL, PERMITTING & FINANCE Legal Counsel $0.00 Permitting Environmental Health $75.00 Fire District $100.00 Local Municipality $50.00 Cash Handling: see staffing Cash counting equipment $225.00 Bank bags $50.00 Secure cash bags $50.00 Safe $100.00 Insurance: General Commerical Liability, Liquor, Property, etc.$0.00 LEGAL, PERMITTING & FINANCES TOTALS:$650.00 STAFF Event Director $0.00 Event Coordinator $0.00 Operations & Logistics Coordinator $2,500.00 Box Office Manager $2,500.00 Box Office Coordinator $1,200.00 Accountant Assistant (cash handling)$550.00 Security $4,130.00 Ten (10) personnel / 14 man hours each / 140 man hours @$29.50 Medical $1,350.00 $37.50 per man hour / 14 man hours each / 28 man hours; p;lust tent @ $300 Green Team $3,000.00 Artist Relations $750.00 Electrician $0.00 TOA Photographer & Videographer $2,500.00 Merch - Designer, Manager, Coordinator $4,000.00 Concessions - Alcohol Operations/Sales Staffing $4,200.00 twelve (12) personnel / 14 mans hours each / 168 man hours @ $25/per Concessions - Bar Manager $2,400.00 $400 per day plus; three bars STAFFING TOTALS:$29,080.00 ATTACHMENT I: MULTI-DAY TICKETED EXPLORATORY BUDGET MARKETING & PROMOTIONS Survey data collection $3,500.00 intercept Art / Brand Concepts $3,000.00 Logo design, etc. Creative Design $1,500.00 Website - Develop, administer and maintain $1,000.00 TOA Social $3,000.00 Video, Audio & Digital $2,500.00 Video Production $1,500.00 Print Media $7,500.00 Billboards $0.00 I-70 Street Team $750.00 Radio - Pandora / Spotify $2,000.00 MARKETING & PROMOTIONS TOTALS:$26,250.00 TOTAL PROJECTED EXPENSES:$345,900.00 REVENUE ITEMIZED CATEGORY SUBTOTAL Tickets 2,000 - 3,000 people per day Early Bird 2-Day "Cup" Pass (150 @ $35)$5,250 2-Day GA (200 @ $25)$5,000 Advance 2-Day "Cup" Pass (50 @ $40)$2,000 2-Day GA (600 @ $30)$18,000 Last Chance 2-Day "Cup" Pass (50 @ $50)$2,500.00 2-Day GA (175 @ $40)$7,000.00 Fri - GA (100 @ $25)$2,500.00 Saturday GA (160 @ $35)$5,600.00 Day Of 2-Day GA (160 @ $55)$8,800 Fri - GA (300 @ $35)$10,500 Saturday GA (600 @ $45)$27,000 VIP Lounge 2-Day VIP Lounge (300@ $125)$37,500 Ticket Sales Total:$131,650.00 Projected Gross Alcohol Sales Day One $30,000.00 Projected Gross Alcohol Sales Day Two $45,000.00 $75,000.00 Vending Space Fees $1,000.00 Five vendors at $200 per $1,000.00 Merch $10,000.00 500 people purchase at $20 each $10,000.00 Sponsorship $7,500.00 $7,500.00 TOTAL PROJECTED REVENUE:$225,150.00 PROJECTED NET PROFIT:($120,750.00) Proposed Field Maintenance S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 CONCEPT: Apres Avon Live !; Egg Hunt 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 S M T W T F S Attachment J: 2020 Avon Calendar of Events / Concept Dates MAY APRIL Key / Legend MSM: Main Street Mall Nottingham Park - Main Athletic Field Non Funded Event New Event Concepts JUNE 1 2 3 4 5 6 Vail Valley Soccer Tournament 5-7 7 8 9 10 11 12 13 CONCEPT: SunsetLIVE! on the Terrace 7; Town Clean Up 12; CONCEPT: Best of the West 13 14 15 16 17 18 19 20 CONCEPT: SunsetLIVE! on the Terrace 14; Lacrosse 16-18; Avon Live! 17; Avon Artist Market 17; CONCEPT: Best of the West 20 21 22 23 24 25 26 27 Home for Hounds Install 23; Avon Live! 24, Avon Artist Market 24; CONCEPT: SunsetLIVE! on the Terrace 21 Avon BrewFest 27 28 29 30 CONCEPT: SunsetLIVE! on the Terrace 28 S M T W T F S 1 2 3 4 Salute to the USA 3 5 6 7 8 9 10 11 Avon Live! 8; Avon Artist Market 8; Triple Bypass 10-12; 12 13 14 15 16 17 18 CONCEPT: SunsetLIVE! on the Terrace 12; Avon Live! 15; Avon Artist Market 15; X-Terra 17-18 19 20 21 22 23 24 25 CONCEPT: SunsetLIVE! on the Terrace 19; Avon Live! 22; Avon Artist Market 22; Praise in the Park 23; Avon Arts Celebration 24-26 26 27 28 29 30 31 CONCEPT: SunsetLIVE! on the Terrace 26; Avon Live! 29; Avon Artist Market 29 S M T W T F S 1 2 3 4 5 6 7 8 CONCEPT: SunsetLIVE! on the Terrace 2; Dancing in the Park 3 & 6; Avon Live! 5; Avon Artist Market 5; CONCEPT: Splash Fest at the Lake 8 9 10 11 12 13 14 15 CONCEPT: SunsetLIVE! on the Terrace 9; Circus Bella 10-18 16 17 18 19 20 21 22 CONCEPT: SunsetLIVE! on the Terrace 16; Avon Live! 19; Avon Artist Market 19 23 24 25 26 27 28 29 CONCEPT: SunsetLIVE! on the Terrace 23; Avon Live! 26; Avon Artist Market 26; CONCEPT: Best of the West 29 CONCEPT:SUP-BYOB Party on the Lake 29 30 31 CONCEPT: SunsetLIVE! on the Terrace 30 S M T W T F S 1 2 3 4 5 Avon Artists Festival 5,6 & 7 6 7 8 9 10 11 12 CONCEPT: Single Day Ticketed Concert 12 13 14 15 16 17 18 19 Speak Up 16; Community Picnic 17; CONCEPT: Single Day Ticketed Concert 19 20 21 22 23 24 25 26 CONCEPT: Heart & Soul Fest 26 27 28 29 30 S M T W T F S 1 2 3 VVSC 3-4; Fall Fest 3 4 5 6 7 8 9 10 Man of the Cliff 9-11 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 OCTOBER JULY AUGUST SEPTEMBER [970.748.4413] [mpielsticker@avon.org] TO: Honorable Mayor Smith Hymes and Council members FROM: David McWilliams, Town Planner Matt Pielsticker, Planning Director RE: Tract Q and Tract N Community Housing MEETING DATE: January 17, 2020 SUMMARY: The Town of Avon is contemplating including Community Housing on Tract N and Tract Q Wildridge Subdivision, located on West Wildridge Road. This report highlights the progress made in understanding the feasibility of constructing housing on Tract N and Q. Staff worked with a local architect and engineer to understand limiting factors in pursuing development in this location. Staff then engaged with the architect and engineer in a design process to approximate the location of access drives and the potential maximum number of units for each property. The purpose of this work session is to present the findings of the feasibility study (Attachment A: Survey and Design Plans) and to determine if the Town Council wishes to pursue development on Tracts N and Q. Any construction would require a robust land-use process to modify the allowed uses and densities, as well as filing a quiet title action to address underlying covenants. The process, alternatives, and timeline are outlined below. Staff is recommending moving forward with due diligence and land uses processes to determine if the community supports the change in land use. BACKGROUND: The properties are located in Block 5 of the Wildridge PUD and Subdivision, Replat Number 2. The area is physically separated from the main portion of the Wildridge subdivision, in what has been referenced as simply “Wildwood”. Tract N is 10.77 acres and Tract Q is .84 acres. Tract N is designated “Open space/Drainage/Access” and has an underutilized public works storage facility on the site, built sometime in the early 1990s. The PUD currently lists Tract Q as “Open space/Drainage/Access” and is undeveloped. There are existing homes to the west, with open space to the south, north and east. [970.748.4413] [mpielsticker@avon.org] LONG RANGE PLANS: The properties were identified in the Town-Owned Properties Plan (April 2018) as candidates for locals housing in scale with the surrounding residential development patterns. The area is composed of primarily multi-family residential development, with some clustered single-family homes and deed restricted multi-family projects. The Town-Owned Properties Plan (Attachment B: Town-Owned Properties Plan, Wildwood Properties) contemplates housing units with tuck under parking. The Avon Housing Plan (December 2018) further reemphasized a project in Wildwood “in the next three years.” The Community Housing plan’s work plan calls for a feasibility analysis, and then reporting back to Town Council with the findings. DESIGN RESULTS: The lots are very steep, and the design addresses the site constraints of limited flat space, location of driveways, and overhead power lines. Tom Marcin and Dave Lavery with Marcin Engineering and Jeff Manley with Martin Manley Architects collaborated to produce viable access driveways, building footprints, and conceptual unit size and design. A maximum potential of 14 townhouse units are available between the two Tracts (6 on N and 8 on Q). The design allows for a non-developable area of 9.5 acres on Tract N, thus limiting any activity to the flatter bottom section where the current public works facility is located. This limitation benefits the neighborhood by ensuring that the physical mass of new buildings will roughly match the existing buildings on Tract N. It eliminates the future opportunity for construction on a highly visible ridge and keeps Wildwood a compact neighborhood-within-a-neighborhood. The lots could be platted to create individual lots in the future if so desired. The units would be in a condominium-style ownership structure, with the units individually owned and the surrounding lands under common ownership. [970.748.4413] [mpielsticker@avon.org] PUD AMENDMENT MODIFYING DENSITY: Pursuant to Section 7.16.060(h) of the Avon Development Code, where a PUD is silent as to amendment procedures, as is the case with the Wildridge PUD, amendments to the PUD are governed by the Code. The proposed change in use by the Town of Tract N and Q from their current use to a residential use would constitute a “Major PUD” amendment pursuant to the Code. The PUD amendment would list the maximum number of dwelling units for each property: Tract N-6 Units and Tract Q-8 Units. A Major PUD amendment is subject to the general application requirements set forth in Section 7.16.020 of the Code, including public a hearing with the Planning and Zoning Commission with public notice, review and comment. Mailed notice is required to be provided to property owners within 300’ of the subject properties; though, in this case would recommend sending notice to all property owners within the PUD. It is worth mentioning that several PUD amendments have occurred in the Wildridge PUD over the years. In most cases the PUD amendment resulted in a reduction in density on other properties. Staff has quantified an overall reduction of at least 11 dwelling units from other parts of the subdivision through PUD processes. As such, the overall density contemplated in the Wildridge PUD will not increase. COVENANTS/QUIET TITLEACTION: The covenants that run with Wildridge property follow the spirit and intent of the PUD. The protective covenants define that open space tracts “may be used for municipal and utility facilities and easements” when permitted by the owner and the Town. Also such tracts may be used for “emergency and maintenance vehicles, pedestrians, bicyclists and cross country skiers and may be landscaped and used by the Wildirdge Development Committee or Town as a picnic area upon which there may be constructed and maintained picnic shelters, tables, benches, park benches, fireplaces, barbecue pits, trash containers and related equipment storage buildings.” The covenants go on to state that the tracts must be maintained in their natural condition. Amending the language of the covenants to permit Community Housing is an option that is not recommended. The amendment procedures prove difficult as they require obtaining support of 75% of the private property owners in the subdivision. The covenants were last amended in 1983 when there were far fewer owners and the Wildridge Covenants Committee was still active. Instead of amending or condemning the covenants, it is recommended to pursue Quiet Title action. This would eliminate the restrictions within the covenants. This process involves bringing action though the Eagle County Court. The Town is required to demonstrate the circumstances have changed in Wildridge since the covenants were originally filed (i.e. the Town assumes land use authority over Wildridge, Annex maintenance facility was constructed, etc.) to warrant the elimination of restrictions for the tracts. TOWN CHARTER: Pursuant to Section 18.3 of the Town Charter, the Town is prohibited from selling or otherwise disposing of Town-owned buildings or real property in use for public purposes without first obtaining the approval of a majority of the electors voting thereon. An election seeking authorization to potentially sell property to a third-party developer is recommended. While it is not comparable in scale or use, the Town’s electorate voted to authorize the disposal of public property adjacent to the Seasons building for the purpose of private development a few years ago. PROCESS: To accomplish Community Housing on the sites various public processes are required. To summarize, below is a general explanation of the processes involved and estimated timeline. [970.748.4413] [mpielsticker@avon.org] FEBRUARY • Mailed Notification. Public notification by certified mail to all property owners in the Wildridge PUD alerting to the Town’s intent to pursue a Comprehensive Plan Amendment, PUD Amendment, Quiet Title, and potential sale of properties. MARCH-JULY • Comprehensive Plan Amendment. The Future Land Use Map (the “FLUM”) shows Tract N as Open Space and Tract Q is identified as Residential-low density. A public process demonstrating compliance with Town regulations is required to edit this map. • PUD Amendment. A PUD amendment is needed to ensure compliance with Town regulations before granting housing density to the parcels. As permitted by Avon Development Code 7.16.020(b)(4), Concurrent Review Permitted, the PUD amendment and Comprehensive Plan amendment processes would run concurrently through the public review process. • Covenants. File Quiet Title action with the Eagle County Judicial Court for Tract N and Tract Q. The timing of such action is highly dependent on how quickly the court is able to address the matter. AUGUST • Potential Property Disposal. If the property or units were to be sold, the Town must obtain the approval of a majority of the Town electors voting thereon before selling the properties. The deadline to refer a ballot measure to Eagle County for inclusion in the November 2020 ballot would be in August. FUTURE STEPS: If the forgoing processes were successful, design work would be budgeted and planned for early 2021. Development scenarios and potential partners would be identified and presented to the Town Council for further evaluation at that time. It is likely that no ground breaking would occur until late 2021 at the earliest, and 2022 would be the soonest a unit would be occupied. OPTIONS: • Public notification to all Wildridge property owners outlining the Town’s intent to pursue Zoning, Comprehensive Plan Amendment, and Quiet title action. • Request additional design information; report back to Council. • No further action. STAFF RECOMMENDATION: Move forward with public notification and land use processes identified in this report. ATTACHMENTS: Attachment A- Survey and Design Plans Attachment B- Town-Owned Property Plan Excerpt Attachment C- Vicinity Map VICINITY MAP - WILDWOOD TOWNHOMESTRACTS Q ANDPART OF TRACT NWILDRIDGE SUBDIVISION REPLAT NO. 2TOWN OF AVON, EAGLE COUNTY, COLORADOMARCIN ENGINEERING LLCP.O. BOX 1062AVON, CO 81620(970) 748-0274(970) 748-9021 FAXGRAPHIC SCALE(IN FEET)1 inch = 100 ft.VICINITY MAP - WILDWOODTOWNHOMESTRACT Q AND PART OF TRACT NWILDRIDGE SUBDIVISION, REPLAT NUMBER 2TOWN OF AVON, EAGLE COUNTY, COLORADOATTACHMENT A - DESIGN PLANS Curve TableCurve #C1C2C3C4C5C6C7C8C9C10C11C12Length157.25866.773301.814135.958107.043502.92346.461309.181115.041257.811240.031352.008Radius410.260164.37075.000325.000675.000125.000114.370360.260275.000725.000675.000410.260Delta021°57'44"023°16'32"230°34'07"023°58'07"009°05'10"230°31'22"023°16'32"049°10'20"023°58'07"020°22'28"020°22'28"049°09'38"Chord BearingS37° 23' 24"ES59° 51' 02"ES43° 36' 27"WN33° 05' 32"WN40° 32' 01"WN43° 37' 50"EN59° 49' 05"WN23° 47' 48"WN33° 05' 32"WN34° 53' 22"WN34° 53' 22"WS23° 47' 27"EChord Distance156.3066.31135.63134.97106.93226.0946.14299.78114.20256.45238.77341.316ORSHV7DEOH1XPEHU120LQLPXP6ORSH0.94%40.00%0D[LPXP6ORSH40.00%1596.02%$UHD165815.48111088.68&RORUGRAPHIC SCALE(IN FEET)1 inch = 30 ft.SLOPE ANALYSIS EXHIBITTRACT Q AND PART OF TRACT NWILDRIDGE SUBDIVISION, REPLAT NUMBER 2TOWN OF AVON, EAGLE COUNTY, COLORADOMARCIN ENGINEERING LLCATTACHMENT A - DESIGN PLANS