TC Packet 03-23-2021_______________________________________________________________________________
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.
AVON TOWN COUNCIL MEETING AGENDA
TUESDAY, MARCH 23, 2021
MEETING BEGINS AT 5:00 PM (ALL START TIMES LISTED IN RED ARE APPROXIMATE)
!! SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19
COUNCIL FIELD TRIP / SITE VISIT OF AVON ROAD BETWEEN ROUNDABOUT 1 & 2 4:00 PM
AVON TOWN COUNCIL PUBLIC MEETING BEGINS AT 5:00 PM
1. CALL TO ORDER AND ROLL CALL 5:00
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
Public comments are limited to three (3) minutes. The speaker may request an additional one (1)
minute, which may be approved by a majority of Council.
5. BUSINESS ITEMS
5.1. Winter Ice Update (Recreation Director John Curutchet) (15 Minutes) 5:15
5.2. Work Session: Engage Avon Website (Marketing & Communications Manager Liz Wood) (15
Minutes) 5:30
5.3. Drawing of the final names for “name the snowplow’ project (Marketing & Communications
Manager Liz Wood) (15 Minutes) 5:45
5.4. Presentation: Water Supply Master Planning #1 (Linn Brooks, General Manager at the ERWSD)
(60 Minutes) 6:00
5.5. Presentation: Mi Casa Avon Program (Town Manager Eric Heil) (20 Minutes) 7:00
5.6. Presentation: Special Events Milestones (CASE Manager Danita Dempsey) (30 Minutes) 7:20
5.7. Notice of Award: Avon Road Pedestrian Improvements Between Roundabouts 1 and 2 (Town
Engineer, Justin Hildreth) (30 Minutes) 7:50
5.8. Consent Agenda (5 Minutes) 8:20
5.8.1. Notice of Award: Harry A. Nottingham Park, West Improvements (Town Engineer Justin
Hildreth)
5.8.2. Notice of Award: Recreation Center Locker Room Remodel Project (Town Engineer
Justin Hildreth and Recreation Director John Curutchet)
5.8.3. Approval of March 9, 2021 Regular Council Meeting Minutes (Town Clerk Brenda Torres)
6. WRITTEN REPORTS
6.1. March 16th Planning and Zoning Commission Meeting Abstract (Planner David McWilliams)
6.2. Monthly Financial Report (Senior Accountant Joel McCracken)
6.3. Mountain Health Care Coalition (Manager of Human Resources, Safety & Risk Management
Karyne Spadi)
_______________________________________________________________________________
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.
7. MAYOR AND COUNCIL COMMENTS & MEETING UPDATES (15 MINUTES) 8:25
8. ADJOURN 8:40
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 advance 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 agenda item, and may limit such public comment to three minutes per
individual, which limitation may be waived or increased by a majority of the quorum present. Article VI. Public Comments, Avon Town Council Simplified Rules of Order, Adopted by Resolution No. 17-05.
FUTURE AGENDAS
APRIL 13
o Work session on Real Estate Transfer Tax (Town Manager Eric Heil)
o First Reading Ordinance 21-05 Amending Avon Municipal Code to change the definition of a
reusable bag (Town Attorney Paul Wisor)
o First Reading of Ordinance 21-06 Amending Chapter 13.04 of the Avon Municipal Code Pertaining
to Water Use Restrictions (Town Attorney Paul Wisor)
o Community Work Session: Off Road Vehicles (Chief of Police Greg Daly)
o Work Session on Community Survey (Communications Manager Elizabeth Wood)
o Riverfront Lot 1 Townhomes – Phase I (Planning Director Matt Pielsticker)
o Quarterly Update on 2021 Department Goals (Town Manager Eric Heil)
o Second Reading of Ordinance 21-06 Amending Chapter 13.04 of the Avon Municipal Code
Pertaining to Water Use Restrictions (Town Attorney Paul Wisor)
o First reading of Ordinance 21-XX Model Traffic Code (Town Prosecutor Elizabeth Pierce Durance)
APRIL 27
o Presentation: Water Supply Master Planning #2 (Linn Brooks, General Manager at the ERWSD)
o Presentation: overhaul of discoveravon.org website (Communications Manager Elizabeth Wood)
o Riverfront Lot 1 Condo Building – Phase II (Planning Director Matt Pielsticker)
o Work session on the design, cost and community engagement for the improved parking on the
north side of Nottingham Park on West Beaver Creek Blvd (Town Engineer Justin Hildreth)
o PZC Appointments – 4 seats (Matt Pielsticker)
o Second reading of Ordinance 21-XX Model Traffic Code (Town Prosecutor Elizabeth Pierce
Durance)
o Net Zero Communities (General Government Intern Emily Myler)
Avon Town Council Meeting
March 23, 2021
2021
WINTER
ICE
PROGRAM
Avon Town Council Meeting
March 23, 2021
HOURS OF
OPERATION
Monday through Friday 12p-8p
Saturday and Sunday 10a-8p
January 1, 2021 through February
28, 2021
59 days of operation
Avon Town Council Meeting
March 23, 2021
WAIVERS
•1,056 waivers signed
•Four reported incidents,(two split
chins, one bruised knee and one injury
to the hip).
Avon Town Council Meeting
March 23, 2021
Skate Rentals
•863 pairs of skates rented
•$6,904 in revenue
Avon Town Council Meeting
March 23, 2021
Hot
Chocolate
and S’Mores
Sales
•Hot Chocolate $2
•S’More Kit $4
•$632 in revenue
Avon Town Council Meeting
March 23, 2021
Visitation
•1,273 total skaters
on the ice
•21 people per day on
average for 59 days
of operation
Avon Town Council Meeting
March 23, 2021
Program
Opportunities
FOR 2022
•Learn to Skate
•Broomball
•3 on 3 Pond
Hockey
Avon Town Council Meeting
March 23, 2021
Recreation Department
Work Hours
•January: 435.75
•February: 362.5
TOTAL Hours: 798
Avon Town Council Meeting
March 23, 2021
•Staff hours: 386
•Admi nistrative Hours: 161
•Staff expense: $14,472
•Administrative expense:
$6,840
•Materials: $3,203
•Equipment expense:
$6,950
Public Works Expense
Avon Town Council Meeting
March 23, 2021
Revenue:
•Skate Rental: $6,904
•Concessions: $632
•Total: $7,536Expense:
•Recreation Staff: $11,970
•Public Works: $31,465
•Program Supplies: $963
•Total: $44,398
2021
Historical
2019
•Skate Rental Revenue: $2,456
•Public Works Expense: $10,112
2020
•Skate Rental Revenue: $1,996
•Public Works Expense: $10,112
Avon Town Council Meeting
March 23, 2021
Recommendations
•Increased lighting, north side of rink
•Inc rease surface area to include
hockey and adult program
opportunities
•Adjust operational hours, 2p-8p
weekdays and 12p-8p weekends and
holidays
Avon Town Council Meeting
March 23, 2021
THANK
YOU!
(970) 748-4087 ewood@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Elizabeth Wood, Communications & Marketing Manager
RE: Engage Avon Work session
DATE: March 16, 2021
BACKGROUND: On August 11, 2020, the Avon Town Council recommended purchasing Bang the Table
Engagement HQ to grow community engagement and participation in Town projects in a virtual format. In
October 2020, staff determined the annual cost was eligible for reimbursement under the CARES Act
because the COVID-19 pandemic required changes to our community engagement strategies. Engage
Avon launched December 29, 2020 with five projects.
There are currently ten projects published on the Engage Avon site, and some more interactive
engagement opportunities require a brief registration. This registration is designed to collect basic
demographic information and grow our opt-in newsletter audience. The goal is to ensure more thoughtful
responses by attributing feedback to individuals to collect a broader set of perspectives. As of this report,
2,200 users have viewed the site and 216 have registered in the last 30 days.
Thank you, Liz
(970) 748-4087 ewood@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Elizabeth Wood, Communications & Marketing Manager
RE: Name an Avon Snowplow drawing
DATE: March 16, 2021
BACKGROUND: On March 2nd, the Name an Avon Snowplow project launched on Engage Avon, inviting locals to
register and submit name suggestions. The goal of the snowplow project was to drive local registration to the site,
and more than 200 people registered for the site resulting in nearly 100 submitted name suggestions. The last day to
submit a name suggestion was Friday, March 19th.
Council can expect to receive an email from Liz on Saturday, March 20th with a complete alphabetical list of names
submitted. Council members are asked to please email Liz (ewood@avon.org) their top ten name suggestions by
Monday, March 22nd at 5:00 p.m. If there is a tie, a tie-breaker vote will be held at Council when agenda item 5.3 is
discussed.
The top ten names will be announced at the Tuesday, March 23rd Council meeting and public voting will begin on
Wednesday, March 24th. The final names will be announced Friday, April 2nd.
PROPOSED MOTION: I move to approve the reading of the top ten list of name suggestions for Town of Avon
snowplows.
Thank you, Liz
TO: Honorable Mayor Smith Hymes and Council members RE: Presentation Water Supply Master Planning #1
DATE: March 18, 2021
The materials for this agenda item will be provided at Tuesday’s meeting.
970.748.4004 eric@avon.org
TO: Honorable Mayor Smith Hymes and Council FROM: Eric Heil, Town Manager
RE: İMi Casa Avon! Deed Restriction Purchase
DATE: March 19, 2021
SUMMARY: This report presents a recommendation to Council to increase the ¡Mi Casa Avon! We have
experienced a slow down in ¡Mi Casa Avon! applications since last summer which I suspect is due to the
reduced and very limited inventory. We are also experiencing a strong seller’s market where properties
under $1,000,000 are selling within days of being listed.
The recommendation is to increase the maximum funding amount per Deed Restriction from $75,000 to
$100,000. Our ¡Mi Casa Avon! review committee has found that a 12% match works well and hopefully will
provide consistency and stability of the market value of Deed Restrict residences compared to free market
residences.
$100,000 would provide a 12% match for a $833,333 purchase. The current $75,000 maximum matching
funds provides a 12% match for a $625,000 purchase.
Staff has a current application for the purchase of a residence that falls between $625,000 and the
$833,333.
ATTACHMENTS: Attachment A: Mi Casa Progam Financials March 22, 2021
Thank you, Eric
970.748.4013 idejong@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Ineke de Jong, General Government Manager
RE: İMi Casa Avon! Program Financials
DATE: March 22, 2021
SUMMARY: This report provides an update on the ¡Mi Casa Avon! program financials.
BACKGROUND: Putting home ownership within reach of more Avon residents has been a priority for the
Avon Town Council and the deed restricted housing program, ¡Mi Casa Avon!, was approved by the Avon
Town Council in the spring of 2020 and launched in June.
REVIEW OF PROGAM: In 2020, the Town received nine applications. Eight transactions closed and one
fell through for reasons unrelated to the program. Since January 2021, the Town has received and
approved two applications. One closed, one is pending (and a third one is under review). Assuming the
pending transaction goes through, the numbers are below:
FINANCIAL CONSIDERATIONS: The initial appropriation from the Avon Community Housing Fund
approved by Council for 2020 was $650,000. Council approved funding in the amount of $900,000 for the
program in 2021. Closed Transactions totaled $516,360, funds awarded and pending transaction total to
$44,400. The remaining fund balance is $989,240.
Thank you, Ineke
Year Type Sq Ft Bedrooms Neighborhood Sales
Price
Mi
Casa $
% Price per
Sq Ft
08/20 Condo 935 2 Wildridge $399,000 $47,880 12.0% $427 Sq Ft
09/20 Multi-family 1,987 4 Wildridge $645,000 $75,000 11.6% $325 Sq Ft
10/20 Townhome 2,027 3 Wildridge $630,000 $75,000 11.9% $311 Sq Ft
10/20 Townhome 1,337 3 Avon Center $480,000 $57,600 12.0% $359 Sq Ft
10/20 Condo 552 1 Avon Center $288,000 $34,560 12.0% $522 Sq Ft
10/20 Condo 840 2 Avon Center $431,000 $51,720 12.0% $513 Sq Ft
10/20 Townhome 2,063 3 Wildridge $675,000 $75,000 11.1% $327 Sq Ft
11/20 Condo 768 2 Avon West $400,000 $48,000 12.0% $521 Sq Ft
03/21 Condo 768 2 Avon West $430,000 $51,600 12.0% $560 Sq Ft
03/21 Condo
Pending 768 2 Avon West $370,000 $44,400 12.0% $482 Sq Ft
Total Funds Closed transactions Pending transactions Funds remaining
$1,550,000 $516,360 $44,400 $989,240
ATTACHMENT A
970-748-4065 ddempsey@avon.org
TO: Honorable Mayor Smith Hymes and Council Members FROM: Danita Dempsey, Culture, Arts & Special Events Manager
RE: 2021 Events Update
DATE: March 15, 2021
SUMMARY: This report provides an update on Avon’s special events planning and highlights decision
dates and proposed budget amendments for this summer season. We are cautiously optimistic about
returning to a local economy with no gathering restrictions by July 1st and we are preparing in earnest to
poise Avon to be ready! The additional events and proposed budget presented below for consideration,
are “…intended to “stake Avon’s claim” to those weekends, develop strong and unique signature identity for
Avon and grow of the course of 3-6 years…”
We believe the Proposed Revised Budget and associated Revised 2021 Events Calendar will allow the
Town to a host a full, vibrant calendar of events which support the community and tourism; and presents a
fantastic opportunity to elevate our name, gain exposure and remain competitive amongst our peer
communities.
This report provides an overview of (1) Event Milestone Dates; (2) Approved 2021 Budget Comparison to a
Proposed Revised Budget; and, (3) presents a Budget Request to (a) produce the additional events listed
below, (b) enhance the talent at AvonLIVE!; and, (c) provide music activation at local Avon businesses.
1. AvonLIVE! – Enhanced talent budget for three to four shows 2. AvonLIVE! Special Edition
3. Salute to the USA
4. Pose & Paddle Battle 5. Sunset SUP Race
6. Summer’s End
7. Community Picnic
8. Music Activation w/ Local Business
The associated net expense with the additional events and/or enhancements is $336,947 and presented in
the Financial Considerations section of this report.
MANAGER’S COMMENTS: I support and recommend returning to our full summer event strategy as
presented to Council last fall as soon as public health order restrictions are repealed or sufficiently reduced
to permit such events. All event planning at this point is “subject to pandemic public health orders”. Four
points I suggest for Council’s consideration include: (1) my sense is the Avon community wants a return to
normal with special event offerings as soon as possible; (2) a prompt return to our special events strategy
will be the most important activity that Avon can implement to quickly boost and recover our local economy;
(3) Avon events support the third party event industry (vendors, sound, performers, etc.); (4) due to the
uncertainty and potential summer event cancellation we are seeing regionally and nationally, Avon has (yet
another) opportunity to stand-out in the forefront as well as opportunities to obtain favorable pricing on
national performers.
The Town of Avon finished the 2020 year surprising strongly with unexpected surplus revenues, so Avon
can afford the additional cost for a return to special events strategy. In addition, Avon will receive directly
approximately $700,000 by mid-May as part of Avon’s share of the American Recovery Act, of which
eligible uses include promoting tourism and aiding and support to hard-hit industries (like the special events
Page 2 of 6
industry). In addition to what is presented below, Danita and I would like to bring to Council at a future
Council meeting a fall concert proposal on the 2nd or 3rd Saturday in September.
BACKGROUND:
Anticipated Public Health Order (“PHO”) - As presented in the written report to Town Council at the March
9, 2021 Council meeting; there is new thinking, outlooks, and indicators at the State level that restrictions
related to capacity at outdoor event (venues) may be reduced and/or eliminated. The Town Manager and I
spoke with Eagle County Environmental Health Department representatives on March 12th regarding the
outlook for outdoor events, capacity levels, and other associated restrictions on gatherings. To that end,
they are cautiously optimistic and support Avon’s desire to plan, and ability to host events beginning in
early June with or without PHO restrictions. Additionally, all parties agree that there is not an immediate
need to apply for a venue variance request as conditions related to restrictions at outdoor events are
changing rapidly. We will follow up with them in mid-April.
No Pandemic Budget & Calendar: The Town Council was presented with two budget scenarios (Pandemic
Budget and No Pandemic) during the October 6, 2020 Town Council and CASE Committee Work Session -
see Exhibit A. The Pandemic Budget provided a calendar of events like that produced in 2020; and, the
No Pandemic presented a more robust calendar of events and proposed budget. Town Council was
supportive of the new event concepts presented in the No Pandemic scenario except for the ticketed Heart
& Soul Music Festival. On December 8, 2020 the Town Council approved and adopted the Pandemic
Budget and resulting calendar of events.
The No Pandemic calendar of events has been adjusted slightly since being presented to Council in
October of 2020; a summary of the adjustments is presented in Table 1 below:
The Revised 2021 Events Calendar is attached as Exhibit B.
EVENT MILESTONE DATES & APPROVED BUDGET: The Event Milestone Dates & Approved Budget
provided below in Table 2, provides the “Go | No-Go Date” for each event. (1) Go = the date planning
needs to begin in earnest; and, (2) No-Go = the date the Town will no longer be able to recover funds (i.e.
third-party producer deposits, vendor, and artist deposits, etc.); see the Financial Considerations section of
this report. As the Event Milestone Dates indicate, the Town produced, and third-party events are moving
forward and actively planning.
Event Producer Event Date Removed / Added
Egg Hunt Town 3-Apr Removed
Pride in the Park Third Party 12-Jun Added
Best of the West Town June 18 - 19 Removed
Colorado Disc Dogs Third Party 10-Jul Added
Triple Bypass Third Party July 10 - 11 Removed
AvonLIVE ! Special Edition Town July 17 + 2 More TBD Added
Avon Festival of the Arts Third Party Augus t 7 - 8 Added
Colorado Classic Town / RPM 27-Aug Removed
Summer's End Town Sept. 5 - 6 Added
Table 1
Page 3 of 6
EVENT MILESTONS DATES & BUDGET REQUEST: The Event Milestone Dates & Budget Request
provided below in Table 3, provides the “Go | No-Go Date” for each event; followed by a brief narrative on
each event.
2021 APPROVED
EVENT BUDGET:$282,810.00
PLANNED TO MOVE
FORWARD:$191,310.00
REMAINING FUNDS
AVAILABLE:$91,500.00
Event: Town
Produced Event Venue
Event/Series Begin
Date Go | No-Go Date
Total Approved
Budget
In-Kind
Funding
Support
Town Clean Up Town Core 5-Jun April 1 | May 17 $ 2,100.00 $ -
SunsetLive! (14)
Performance Pavlion /
Terrace 6-Jun March 15 | May 21 $ 11,900.00 $ -
AvonLIVE! (11)
Performance Pavlion /
Upper Athletic Field 23-Jun March 15 | May 1 $ 50,340.00 $ -
Pop Up Music (11) Main Street Mall 26-Jun April 15 | June 18 $ 8,800.00
Lakeside Cinema (9)
Performance Pavlion /
Upper Athletic Field 9-Jul March 1 | June 18 $ 11,170.00 $ -
SUB-TOTAL: $ 84,310.00 $ -
Event: Third-Party
Producer Event Venue
Event/Series Begin
Date Go | No-Go Date
Total Approved
Budget
In-Kind
Funding
Support
Vail Lacrosse
Tournament
Upper/Lower Athletic
Fields June 21-23 Going | N/A $ - $ 800.00
Possibilities in Avon:
Weekly Art Expo Main Street Mall 23-Jun Going | N/A $ - $ 2,000.00
Vail Valley Brew Fest
Performance Pavlion /
Upper Athletic Field 21-Aug.Going | June 7 $ 32,000.00 $ 5,000.00
XTERRA Mountain
Championship
Upper Athletic Field /
Lake July 16-18 Going | N/A $ - $ -
Avon Arts Celebration Upper Athletic Field July 23-25 Going | N/A $ - $ 2,000.00
Dancing in the Park Upper Athletic Field 5-Aug Going | June 1 $ 30,000.00 $ 1,000.00
Avon Festival of the Arts
Performance Pavlion /
Upper Athletic Field Aug. 7-8 Going | N/A -$ -$
Circus Bella Upper Athletic Field Aug. 9-16 April 1 | May 15 $ 35,000.00 $ 700.00
Avon Art Festival
Upper/Lower Athletic
Fields Sept. 4-6 Going | Aug. 1 $ - $ 2,500.00
Vail Valley Soccer
Tournament Upper Athletic Field Oct. 2-3 TBD $ - $ 2,000.00
Man of the Cliff Upper Athletic Field Oct. 9-10 Going | June 1 $ 10,000.00 $ 3,500.00
SUB-TOTAL: $ 107,000.00 $ 19,500.00
TOTAL: $ 191,310.00
TABLE 2: EVENT MILESTONE DATES & APPROVED BUDGET
Page 4 of 6
Additional Town Produced Events: In 2019, we began to get traction with the AvonLIVE! series with brand
awareness and date consistency. And, identified a longer-term strategy for growth by enhancing the
AvonLIVE! talent budget, enabling us to host three or four bands which have more name recognition and
draw larger attendance. Also, extending the brand reach by adding AvonLIVE! Special Edition on key
weekends in the summer.
This same approach has been applied to SunsetLIVE! which is unique to Avon and has a strong potential
to grow. Additionally, we are planning to sell alcohol at the SunsetLIVE! series and have added cost of
goods, sales tax, and credit card fees to the appropriate expense line items.
Moreover, we are hopeful that the Town’s signature event – Salute to the USA – will be back and better
than ever! The proposed revised budget is $3,639 higher than the 2020 approved budget of $193,787.
This includes the traditional 22-23-minute pyrotechnic program, concessions, family-zone, VIP experience,
etc. The slight increase is due to higher costs for resource recovery (recycling and composting) and stage
production (sound, lights, and backline).
Furthermore, last year in support of local businesses the Town provided funding to help activate outside
spaces and elevating awareness of local musicians. Examples are the Block Party at Ein Prosit and the
Community Market. This was well received by neighboring businesses and residents and we propose to
support them again this year identified as the Music Activation.
Finally, full event concepts for Pose & Paddle Battle, Sunset SUP Race and Summer’s End can be found in
Exhibit A.
2021 APPROVED
EVENT BUDGET:$282,810.00
REMAINING FUNDS
AVAILABLE:$91,500.00
TOTAL NEW EVENTS
LESS FUNDS
AVAILABLE:$337,071.00
Event: Town
Produced Event Venue
Event/Series Begin
Date Go | No-Go Date
Total Budget
Request
In-Kind
Funding
Support
AvonLIVE! (enhanced
talent )
Performance Pavlion /
Upper Athletic Field 23-Jun March 15 | May 1 $ 106,858.00 $ -
AvonLIVE! Special
Edition
Performance Pavlion /
Upper Athletic Field July 17 + 2 More TBD March 15 | May 1 $ 30,000.00 $ -
SunsetLIVE!
Performance Pavlion /
Terrace 6-Jun March 15 | May 21 $ 7,861.00 $
Salute to the USA Entire Park 3-Jul March 15 | May 17 $ 197,426.00 $ -
Pose & Paddle Batte Terrace / Beach / Lake 17-Jul March 1 | May 17 $ 12,445.00 $ -
Sunset SUP Race Terrace / Beach / Lake 6-Aug June 1 | July 5 $ 3,820.00 $ -
Summer's End
Pavilion / Terrace /
Beach / Lake Sept. 5 - 6 June 1 | Aug. 2 $ 48,161.00 $ -
Commuity Picnic
Performance Pavlion /
Upper Athletic Field Sept. 16 Aug. 2 | Sept. 10 $ 10,000.00 $ -
Music Activation
Avon Business
Sponsorship $ 12,000.00
TOTAL: $ 428,571.00 $ -
TABLE 3: EVENT MILESTONE DATES & BUDGET REQUEST
Page 5 of 6
Third-Party Producers – The Town has verbal financial commitments with four (4) third-party producers
which require deposits in the coming two to three months totaling $38,500; and, full payment of $30,000 for
Dancing in the Park by June 1st. Presented below are key cancellation dates indicating when the Town will
no longer be able to recover funds:
1. The Vail Valley Brewfest in Avon requires a deposit of $16,000 on June 7th. If we cancel prior to
July 7th 50% of the deposit is refundable; if we cancel between July 7th and August 7th 25% of the
deposit is refundable; canceling after August 7th we forfeit the entire $16,000 deposit.
2. Dancing in the Park requires full funding of $30,000 by June 1st and will work with us should we be
in a position where PHO restrictions do not allow the event to move forward. 3. The Circus requires a deposit of $17,500 on April 1st. If we cancel prior to May15th $500 is non-
refundable; and, if we cancel after May 15th, we forfeit the entire $17,500 deposit.
4. Man of the Cliff requires a deposit of $5,000 by June 1st and will work with us should we be in a
position where PHO restrictions do not allow the event to move forward.
Revised Revenue Projections – Based off Town Council feedback during the October 6, 2020 Town
Council and CASE Committee Work Session; the revenue projections related to sponsorships, concessions
and vendor fees have been reduced in the Proposed Revised Budget. This is an overall an increase of
$82,100 over the 2021 adopted budget. A detailed revenue projection can be found on the Summary
Comparison 2021 Adopted Budget vs Proposed Revised Budget and attached as Exhibit C.
The Town’s Optional Premise Liquor License has been renewed for this year and I am optimistic that the
Town will be able to offer and manage alcohol sales this summer at the following events / series:
1. AvonLIVE!
2. AvonLIVE! Special Edition
3. SunsetLIVE!
4. Salute to the USA
5. Summer’s End
FINANCIAL CONSIDERATIONS: Currently, with the planned Town produced and the third-party produced
events, there is a remaining funds balance of $91,500. The production and execution of the Revised 2021
Events Calendar requires an additional $337,071. This number does not include personnel costs (457, sick
time, etc.), general operations (cell phones, meeting expense, dues, memberships, etc.) and capital outlay
(computers, furniture, etc.). A Summary Comparison of the 2021 Adopted Budget and the Proposed
Revised Budget is provided below with more detail attached as Exhibit C. The net cost of the proposed
revised budget is $663,857 which is $62,902 more than the Approved 2020 Budget of $600,955 (not
including personnel costs).
RECOMMENDATION: I recommend approval of the Proposed Revised Budget Request of $337,071 and a
return to a full summer events calendar.
Adopted 2020 Budget $327,810.00 Adopted 2020 Budget $900.00 Adopted 2020 Budget $326,910.00
Proposed Revised Budget $746,857.00 Proposed Revised Budget $83,000.00 Proposed Revised Budget $663,857.00
Difference $419,047.00 Difference $82,100.00 Difference $336,947.00
EXHIBIT C - SUMMARY COMPARISON 2021 ADOPTED BUDGET VS PROPOSED REVISED BUDGET
GROSS EXPENSE GROSS REVENUE NET
Page 6 of 6
Thank you, Danita
ATTACHMENTS:
Exhibit A – Final Joint CASE-Council Meeting
Exhibit B – Revised 2021 Events Calendar
Exhibit C – Summary 2021 Approved Budget vs Proposed Revised Budget
970-748-4065 ddempsey@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Danita Dempsey, Culture, Arts & Special Events Manager
RE: CASE Committee Joint Work Session - 2021 Budget Options
DATE: September 25, 2020
SUMMARY: This report provides an overview of two budget options for 2021 Budget for the joint meeting of
the Culture, Arts & Special Events (“CASE”) Committee with Council. Due to the existing COVID-19 Public
Health Orders and uncertainty of pandemic conditions, availability of a vaccine, and Public Health Orders
that may (or may not) be in effect next summer, Staff has prepared two options: Option A which assumes
the current Public Health Order conditions and Option B which assumes no Public Health Orders are in
effect as we can return to unrestricted public event gatherings.
Staff is not requesting Council to select Option A or Option B at this time. Rather, Staff recommends Option
B as an appropriate complete calendar of community-based events in a post COVID-19 economy with the
acknowledgement that Avon may be limited to the smaller gathering sizes of Option A or some other
variation. Staff anticipates under any scenario where Public Health Orders continue; Staff will have
to be responsive and nimble to changes in conditions and may need to modify or cancel events as
appropriate.
MANAGER’S COMMENTS: Option B implements the many ideas and strategies identified by the CASE
Committee since early 2019. This includes a diverse and full calendar throughout the summer visitor
season with a strong focus on community friendly events. The calendar is strategically arranged to include
field rest days between events while providing steady and consistent activation in Nottingham Park for both
residents and visitors. The proposed events are intended to keep Avon competitive with the summer
season offerings of our peer mountain resort communities.
Two new significant events are proposed for 2021 which are intended to be signature events that would
frame the summer season, including “Best of the West” in mid-June and the “Heart and Soul Festival” in
mid-September. These events are intended to “stake Avon’s claim” to those weekends, develop strong and
unique signature identity for Avon, and grow over the course of 3-6 years in a manner similar to Eagle’s
Block Party. These two new events along with Salute to the USA and AvonLIVE! may only be permitted if
existing Public Health Orders change considerably or terminate. If we can return to a local economy with no
business restrictions or gathering restrictions, then the Option B schedule is intended to expedite Avon’s
economic recovery.
DESCRIPTION OF OPTIONS A & B: Some of the key differences between the Option A and Option B
budgets are outlined below and a complete budget comparison is discussed in the Financial Considerations
section and attached as Exhibit A
1.Option A Budget
a.Assumes that Public Health Order (“PHO”) restrictions will be in place through the summer event
season and therefore, large scale events that draw crowds are not planned. And, envisions
multiple groups of 175 or more will be allowed.
b.The event line up is the same as the 2020 event line up
i.No Salute to the USA.
ii.Considers AvonLIVE! (11 concerts) and Lakeside Cinema (9 shows) will complete full
series.
c.Includes contingency funds should new opportunities present themselves.
EXHIBIT A
Page 2 of 5
d. Includes temporary and/or permanent art installations. e. Includes one part-time seasonal staff person mid-May through early October for up to 28 hours
per week; and, Seating Attendants. Not reflected in number presented in Exhibit A.
f. Includes limited revenue projection and net recovery.
2. Option B Budget
a. Assumes that there will no longer be PHO restrictions limiting gathering or that the gathering
restrictions will allow for multiple groups.
b. Envisions a robust event season beginning Memorial Weekend and extending through mid -
October consisting mainly of Town produced events.
c. Includes contingency funds should new opportunities present themselves.
d. Includes funds to support local businesses adding live music and/or sponsorship opportunities
e. Includes temporary and/or permanent art installations.
f. Includes two full-time season staff mid-May through mid-October up to 40 hours per week; and,
part time bar managers and bar tenders. Not reflected in numbers present in Exhibit A.
g. Includes optimistic revenue projection and net recovery.
BACKGROUND: During the Joint Work Session in January 2020, the CASE Committee supported some
additional event concepts believed to fit the Avon community, adopted Avon brand and designed to grow
into solid “signature” events uniquely recognized and associated with Avon. As a refresher and update, the
events and concepts reviewed are provided below; noting that in 2020 Sunset LIVE! was realized; and, due
to the PHO and related restrictions others were not. Additionally, Staff has identified event names replacing
the “working title” presented in January 2020.
1. Best of the West Fest: This event concept was proposed in January 2020 as an addition in 2021.
a. Concept: Best of the West Fest is intended to support and celebrate up and coming Colorado
based bands. A non-ticketed two-day event featuring multiple Colorado based bands on the
Pavilion Stage and on a second stage at Possibilities Plaza. The Town would coordinate with
local bars to promote and schedule after-hours performances and jams.
The Town will establish a process for submissions and band selections process. Bands must
feature primarily original works. The event is contemplated to include and accommodate
songwriting and musician workshops. The event would include food vendors and kid’s
activations. Town would provide alcohol sales. Alma, CO has successfully enjoyed a similar
event called “Festival in the Clouds” for over 22 years.
b. Dates: Friday and Saturday, June 11th and 12th OR 18th and 19th
c. Venue: Avon Performance Pavilion, Possibilities Plaza, and Local Bars for After-Hours
d. Time: Friday 4:00 to 9:00 p.m. and Saturday 2:00 to 9:00 p.m.
e. Attendance: 2,000 to 3,000 per day
f. Budget: $32,571
2. Pose & Paddle Battle (Splash Fest at the Lake was the 2020 working title):
a. Concept: In partnership with SUP Colorado, Xterra Mountain Championships and the Xterra
SUP brand which would lend credibility to launching a SUP race, increase marketing and
Page 3 of 5
promotional reach and potentially support synergies with Beaver Creek Resort Company and the
friends/families supporting the Xterra athletes. A fee-based individual and/or team SUP
competition, community yoga, kid’s activations, DJ music, food concessions, BYOB, etc.
b. Dates: Saturday, July 17th
c. Venue: Nottingham Lake, Beach and Terrace
d. Time: 3:00 p.m. to 8:30 p.m.
e. Attendance: 1,000
f. Budget: $12,445
3. Sunset SUP Race (Splash Fest at the Lake was the 2020 working title): Staff was able to research,
speak with subject matter experts and witness this year’s USAT Open Water Swim Championship and
has determined that hosting a Stand Up Board (“SUP”) competition on the same day as the USAT
Open Water Swim Championship was not the best approach. This decision was made due to the
anticipated audience for SUP competitions do not compliment the audience for swim competitions and
may detract from the swim competition; and, the required amount of set-up time and logistics for a
competitive SUP course are difficult while hosting the USAT. Although Staff does believe hosting a
SUP competition with some live music on the Terrace on the Friday evening of the USAT Open Water
Championship is ideal.
a. Concept: In partnership with SUP Colorado, a fee-based individual and/or team SUP
competition partnered with live music on the Event Terrace.
b. Dates: Saturday, August 6th
c. Venue: Nottingham Lake, Beach and Terrace
d. Time: 3:00 p.m. to 8:30 p.m.
e. Attendance: 700
f. Budget: $3,820
4. Summer’s End at the Northshore (SUP-BYOB Party on the Lake was the 2020 working title)
a. Concept: Live music on the Terrace (primarily local bands), Cardboard Regatta, ambient and
kids’ activities (on and off water), food and beverage concessions, etc.
b. Dates: Saturday, September 4th or Sunday, September 5th of Labor Day Week-End
c. Venue: Nottingham Lake, Beach and Terrace
d. Time: noon to 8:00 p.m.
e. Attendance: 2,000 to 3,000
f. Budget: $13,689
5. Heart & Soul Festival (Same working title): This event concept was proposed in January 2020 as an
addition in 2021 as either a single day ticketed event.
Page 4 of 5
a. Concept: Heart and Soul Festival is presented as a ticketed live music event produced by
Town that would include a talent budget for 2-3 nationally recognized acts. This event is
contemplated to start as a single day ticketed event with the goal that it would expand to two or
three days within five years. The event would include food vendors and Town provided alcohol
concessions. Talent budget intended to secure a band with strong national name recognition,
second headlining mid-tier band also with national name recognition and additional supporting
bands with regional appeal and recognition. The intent is to establish a signature event over 3-
5 years to bookend the event season. The timing and band selection are intended to appeal to
the community as well as draw festival goers in the region, front-range college students and
visitors who are travelling to view the color changes. Another goal of the Heart & Soul Festival
is to demonstrate success and functionality of a ticketed event at Nottingham Park with the
hope that this will gain the interest of private event producers for other events.
b. Date: Saturday, September 11th, 17th or 25th
c. Venue: Avon Performance Pavilion
d. Time: 2:00 to 10:00 p.m.
e. Attendance: 3,000 – 5,000
f. Budget: $228,810 – see the full budget attached as Exhibit B
The Special Events Calendar attached as Exhibit C provides a calendar view of both option A (pg.1) and
option B (pg. 2) budget scenarios, proposed Recreation Department programming such as Open Water
Swim, Dunk-n-Dash, etc.; and proposed field maintenance days. The legend at the top of the calendar
provides a visual key as to the type of event (music, arts, athletic, etc.) and assumes the venue is
Nottingham Park and/or Lake unless identified in bright pink which indicates the event takes place on the
Mains Street Mall (MSM). Additionally, there are many instances where we have multiple events and/or
venues activated at the same time. In which case, there are two or more colors with overlapping triangles of
colors. An example of which is June 23rd with AvonLIVE! (music = green), Weekly Art Expo (blue triangle =
arts; pink = MSM) and Vail Valley Lacrosse Tournament (orange triangle = athletic). It is important to note
that this calendar is for internal scheduling purposes and will not be publicly distributed.
FINANCIAL CONSIDERATIONS: As detailed on the attached Exhibit A, there is considerable difference
in expense and revenue projection between Option A and B. The numbers provided in Exhibit A do not
include personnel costs, general operations (cell phones, meeting expense, dues and memberships, etc.)
and capital outlay (computers, furniture, etc.)
Additionally, both budget options reflect providing cash funding to producers that were granted funding in
the 2020 Approved Budget (except for the Beaver Creek Rodeo) should the producers have the desire;
ability and the PHO restrictions allow. Staff does not believe there will a need to solicit proposed funding
request in the Town’s traditional format. Also, included in both options is a contingency balance of $50,000
should Town Staff be presented with a unique opportunity from a third-party producer and/or identify
another Town produced event which is desirable.
Option A projected revenues assumes that due to PHO restrictions, we will not offer food and beverage
concessions and access to sponsor funding support may be minimal. The net cost of option A is $337,585.
Page 5 of 5
Option B projected revenues are nearly 36% of the expense and are optimistic with most of the revenue
generated through alcohol sales at approximately 41% of total revenue; and approximately 34% of revenue
generated through ticket sales; and, approximately 13% from sponsorship. The remaining 12% in other
special event fee’s and/or rentals. The net cost of Option B is $596,240.60, which is $4,714.40 less
than the Approved 2020 Budget of $600,955 (not including personnel costs).
RECOMMENDATION: Staff believes there is a strong desire in the Avon community for a full and diverse
calendar of events which utilize our natural and built resources to engage, entertain and add vibrancy to our
community. A well timed, planned and executed strategic line up keeping Avon competitive is critical to our
success. The need to begin this work in January of 2021 is real, specifically as it relates to the Option B
budget scenario. Since we are budgeting in un-known environment as it relates to the PHO and the live
events and entertainment industry, having the funds secured and adopted through the proper budget
process to plan and execute option B accordingly, would remove the need to request additional funding and
approval from Council and not slow the timeline. Furthermore, should the PHO restrictions continue the
Town would realize any savings with event cancellations. Staff recommends approval of the Option B
budget.
REQUESTED DIRECTION: Council may provide direction to proceed with Option A, Option B, or other
variation as deemed appropriate.
Thank you, Danita
ATTACHMENTS:
Exhibit A – 2021 Budget Options Summary
Exhibit B – Proposed 2021 Budget Heart & Soul Music Festival
Exhibit C – 2021 Events Calendar
Option A $338,485.00 Option A $900.00 Option A $337,585.00
Option B $929,540.60 Option B $333,300.00 Option B $596,240.60
Difference $591,055.60 Difference $332,400.00 Difference $258,655.60
TOWN PRODUCED EVENTS TOTALS TOWN PRODUCED EVENTS TOTALS
Egg Hunt $14,375.00 Egg Hunt 14,375.00$
Town Clean Up $2,100.00 Town Clean Up 2,100.00$
Avon Live!$50,340.00 Best of the West 32,571.00$
SunsetLIVE! $11,900.00 Avon Live!163,094.00$
Pop Up Music $8,800.00 SunsetLIVE! 19,530.00$
Salute to the USA $0.00 Pop Up Music $ 8,800.00
Lakeside Cinema $11,170.00 Salute to the USA 166,436.60$
Community Picnic $6,300.00 Lakeside Cinema 12,070.00$
Pose & Paddle 12,445.00$
TOWN PRODUCED EVENTS TOTAL:$104,985.00 Sunset SUP Race 3,820.00$
Summer's End 13,689.00$
THIRD PARTY PRODUCED TOTALS Heart & Soul Music Festival 228,810.00$
Vail Valley Lacrosse -$ Community Picnic 6,300.00$
Possibilities in Avon: Weekly Art Market -$ TOWN PRODUCED EVENTS TOTAL:$684,040.60
Vail Valley BrewFest 32,000.00$
Xterra Mtn. Champoinship -$ THIRD PARTY PRODUCED TOTALS
Triple Bypass 4,500.00$ Vail Valley Lacrosse -$
Dancing in the Park 30,000.00$ Possibilities in Avon: Weekly Art Market -$
Circus: Flynn Creek 35,000.00$ Vail Valley BrewFest 32,000.00$
Colorado Classic 27,000.00$ Xterra Mtn. Champoinship -$
Avon Art Festival -$ Triple Bypass 4,500.00$
Avon Art Celebration -$ Dancing in the Park 30,000.00$
Vail Valley Soccer Cup -$ Circus: Flynn Creek 35,000.00$
Man of the Cliff 10,000.00$ Colorado Classic 27,000.00$
Contingency 50,000.00$ Avon Art Festival -$
TOTAL THIRD PARTY & CONTINGENCY:188,500.00$ Avon Art Celebration -$
ART INSTALLATIONS TOTALS Vail Valley Soccer Cup -$
Temp. Art Installations*20,000.00$ Man of the Cliff 10,000.00$
Temp. and/or Permanent Art Installation 25,000.00$ Contingency 50,000.00$
TOTAL ART INSTALLATIONS:45,000.00$ Music Activation - Sponsorship $12,000.00
GRAND TOTAL:$338,485.00 TOTAL THIRD PARTY & CONTINGENCY:200,500.00$
* Moved from Econ. Dev. Budget ART INSTALLATIONS TOTALS
Temp. Art Installations*20,000.00$
2021 BUDGET REVENUE: OPTION A Temp. and/or Permanent Art Installation 25,000.00$
EVENT SPONSORSHIP TOTALS TOTAL ART INSTALLATIONS:45,000.00$
Salute to the USA -$ GRAND TOTAL:$929,540.60
Avon Live Series -$
Sub -Total:-$ 2021 BUDGET REVENUE: OPTION B
EVENT CONCESSIONS EVENT SPONSORSHIP TOTALS
Gross Avon Live -$ Salute to the USA 25,000.00$
Gross Salute to the USA -$ Avon Live Series 9,500.00$
Sub -Total:-$ Best of the West 2,500.00$
TURN-KEY PERMITS Summer's End 2,500.00$
Xterra - Team Unlimited -$ Heart & Soul Fest 5,000.00$
Sub-Total:-$ Sub -Total:44,500.00$
SPECIAL EVENT FEES EVENT CONCESSIONS
Vendor Fees: Salute -$ Gross Avon Live 41,400.00$
Vendor Fees: Avon Live -$ Gross Salute to the USA 41,400.00$
Bridge Banner Fees 300.00$ Best of the West 7,000.00$
Sound Permits 100.00$ Summer's End 2,500.00$
Sub-Total:400.00$ Heart & Soul Fest 45,000.00$
SPECIAL EVENT ADMISSION FEES Sub -Total:137,300.00$
Circus Bella -$ TURN-KEY PERMITS
Vail Valley Brew Fest -$ Xterra - Team Unlimited 300.00$
Sub-Total:-$ Other TBD 600.00$
MOBILE VENDORS
-$ Sub-Total:900.00$
Sub-Total:-$ SPECIAL EVENT FEES
PAVILION RENTAL $500 Vendor Fees: Salute 10,000.00$
Sub-Total:$500 Vendor Fees: Avon Live 3,600.00$
FIELD RENTAL $0 Vendor Fees: Best of the West 300.00$
Sub-Total:$0 Vendor Fees: Summer's End 300.00$
TOTAL PROJECTED REVENUE:$900 Vendor Fees: Heart & Soul Fest 1,000.00$
Bridge Banner Fees 300.00$
Sound Permits 100.00$
Ticket Sales: Heart & Sould Music Fesitval 127,000.00$
Sub -Total:142,600.00$
SPECIAL EVENT ADMISSION FEES
Circus Bella 4,500.00$
Vail Valley Brew Fest 1,500.00$
Sub-Total:6,000.00$
MOBILE VENDORS
-$
Sub-Total:-$
PAVILION RENTAL $2,000
Sub-Total:$2,000
FIELD RENTAL $0
Sub-Total:$0
EXHIBIT A: 2021 BUDGET OPTIONS SUMMARY
GROSS EXPENSE GROSS REVENUE
2021 BUDGET EXPENSE: OPTION A 2021 BUDGET EXPENSE: OPTION B
NET
2021 BUDGET OPTIONS COMPARISON
EXPENSE CATEGORY ITEMIZED CATEGORY SUBTOTAL NOTES
TALENT-Saturday
Headliner - 7:30pm-9:30pm $85,000.00
Support #3 - 5:30pm-7:00pm $15,000.00
Support #2 - 3:30pm-5:00pm $5,000.00
Support #1 - 2:00pm-3:15pm $2,500.00
$107,500.00
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%$10,750.00
$15,275.00
TALENT TOTAL:$122,775.00
STAGE PRODUCTION
Stage
Stage / Artist Heating $0.00
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
$11,050.00
STAGE PRODUCTION TOTAL:$11,050.00
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 $1,400.00
TOA - Tip fee on one 8-yard = $240; compost bins; 6 =
$804
Staffing: see below
$5,525.00
Infrastructure: Tenting
VIP: 40 x 40 $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
EXHIBIT B - 2021 PROPOSED BUDGET OPTION B: Heart & Soul Music Festival
Event Date: Saturday, Sept. 11,17 or 25 / 2:00 to 10:00 p.m.
SINGLE DAY TICKETED EXPLORATORY BUDGET
Exhibit B
EXHIBIT B - 2021 PROPOSED BUDGET OPTION B: Heart & Soul Music Festival
Event Date: Saturday, Sept. 11,17 or 25 / 2:00 to 10:00 p.m.
SINGLE DAY TICKETED EXPLORATORY BUDGETPower Distribution: cable channels, cords, spiders, etc.$4,000.00 TOA Power Distribution Assets
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 $250.00Tables$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:$38,270.00
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
EXHIBIT B - 2021 PROPOSED BUDGET OPTION B: Heart & Soul Music Festival
Event Date: Saturday, Sept. 11,17 or 25 / 2:00 to 10:00 p.m.
SINGLE DAY TICKETED EXPLORATORY BUDGETTRANSPORTATION & PARKING TOTALS:$250.00
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 $100.00
Fire District $100.00
Local Municipality $0.00
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:$625.00
STAFF
Event Director $0.00
Event Coordinator $0.00
Operations & Logistics Coordinator $0.00 TOA
Box Office Manager $1,200.00
Box Office Coordinator $500.00
Accountant Assistant (cash handling)$0.00 TOA
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;
plus tent @ $150
Green Team $800.00
Artist Relations $0.00 TOA
Electrician $0.00 TOA
Photographer & Videographer $1,200.00
Merch - Designer, Manager, Coordinator $0.00
Concessions - Alcohol Operations/Sales Staffing $2,160.00
twelve (12) personnel / 9 mans hours each / 108 man
hours @ $20/per
Concessions - Bar Manager $1,110.00 2 managers at 10 hrs per day for 20 hours total
STAFFING TOTALS:$10,080.00
MARKETING & PROMOTIONS
Survey data collection $3,500.00 intercept
EXHIBIT B - 2021 PROPOSED BUDGET OPTION B: Heart & Soul Music Festival
Event Date: Saturday, Sept. 11,17 or 25 / 2:00 to 10:00 p.m.
SINGLE DAY TICKETED EXPLORATORY BUDGETArt / Brand Concepts $2,000.00 Logo design, etc.
Creative Design $1,500.00
Website - Develop, administer and maintain $0.00 TOA
Social $1,000.00
Video, Audio & Digital $2,500.00
Video Production $1,500.00
Print Media $3,000.00
Billboards $0.00 I-70
Street Team $750.00
Radio - Pandora / Spotify / Jambase $1,000.00
MARKETING & PROMOTIONS TOTALS:$16,750.00
TOTAL PROJECTED EXPENSES:$228,810.00
REVENUE ITEMIZED CATEGORY SUBTOTAL
Tickets 2,000 - 3,000 people per dayEarly Bird
1-Day GA (200 @ $35)$7,000 Advance
1-Day GA (600 @ $45)$27,000 Last Chance
Saturday GA (600 @ $55)$33,000.00Day Of
Saturday GA (800 @ $75)$60,000
Ticket Sales Total:$127,000.00
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:$178,000.00
PROJECTED NET PROFIT:($50,810.00)
2021 Events Calendar Option A
January February March Legend
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa Music Education
1 2 1 2 3 4 5 6 1 2 3 4 5 6 Recreation Arts & Culinary
3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 MSM Activation
10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 Participatory & Athletic Field Maintenance
17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 Salute
24 25 26 27 28 29 30 28 28 29 30 31 Private Rental / APP
31
Notes
April M May June MAY
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa May 29 | Town Clean Up Day May 30 | SunsetLIVE!
1 2 3 1 1 2 3 4 5 JUNE
4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12 June 3,10,17,24 | OW Swim June 6,13,20,27 | SunsetLIVE!
11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 June 20 | Daddy Daughter Tutu 2K June 21,28 | Dunk-N-Dash
18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 June 21-23 | Lacrosse** June 23,30 | AvonLIVE! & Weekly Art Expo**
25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 June 26 | Vail Valley Brewfest** June 26 | Pop Up Music
30 31 JULY
July 1,8,15,22,29 | OW Swim July 3,10,17,24,31 | Pop Up Music
July August S September July 7,14,21,28 | AvonLIVE! & Weekly Art Expo** July 9,16,23,30 | LS Cinema
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa July 9-11 Triple Bypass** July 11,18,25 | SunsetLIVE!
1 2 3 1 2 3 4 5 6 7 1 2 3 4 July 12,19,26 | Dunk-N-Dash July 16-18 | Xtrerra**
4 5 6 7 8 9 10 8 9 10 11 12 13 14 5 6 7 8 9 10 11 July 23-25 | Avon Arts Celebration
11 12 13 14 15 16 17 15 16 17 18 19 20 21 12 13 14 15 16 17 18 AUGUST
18 19 20 21 22 23 24 22 23 24 25 26 27 28 19 20 21 22 23 24 25 August 1,8,15,22,29 | SunsetLIVE! August 2 | Dunk-N-Dash
25 26 27 28 29 30 31 29 30 26 27 28 29 30 August 2 or 5 | Dancing in Park** August 4,11,18,35 | AvonLIVE! & Weekly Art Expo**
August 5,12 | OW Swim August 6,13,20,274 | LS Cinema
August 7&8 | OW Swim Champ’ship August 7,14,21,28 | Pop Up Music
October November December August 9-16 | Circus** August 27 | Colorado Classic**
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa SEPTEMBER
1 2 1 2 3 4 5 6 1 2 3 4 September 1 | AvonLIVE! September 1 | Weekly Art Expo**
3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 September 3 | LS Cinema September 4 | Pop Up Music
10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 September 4-5 | Avon Arts Festival September 5 | SunsetLIVE!
17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 October
24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 October 2-3 | Vail Valley Soccer**October 8-10 | Man of the Cliff**
31
Legend
Music Education
Recreation Private Rental / APP
Arts & Culinary MSM Activation
Participatory & Athletic Field Maintenance
Salute 2+ colors for multiple Events/Venues
Notes
APRIL
April 3 | Egg Hunt
MAY
May 29 | Town Clean Up Day May 30 | SunsetLIVE!
JUNE
June 3,10,17,24 | OW Swim June 6,13,20,27 | SunsetLIVE!
June 20 | Daddy Daughter Tutu 2K June 21,28 | Dunk-N-Dash
June 21-23 | Lacrosse** June 23,30 | Weekly Art Expo**
June 23,30 | AvonLIVE! June 26 | Pop Up Music
June 26 | Vail Valley Brewfest**
JULY
July 1,8,15,22,29 | OW Swim July 3,10,17,24,31 | Pop Up Music
July 7,14,21,28 | AvonLIVE! July 7,14,21,28 | Weekly Art Expo**
July 9,16,23,30 | LS Cinema July 9-11 | Triple Bypass**
July 11,18,25 | SunsetLIVE! July 12,19,26 | Dunk-N-Dash
July 16-18 | Xtrerra** July 23-25 | Avon Arts Celebration
AUGUST
August 1,8,15,22,29 | SunsetLIVE! August 2 | Dunk-N-Dash
August 4,11,18,25 | AvonLIVE! August 4,11,18,25 | Weekly Art Expo**
August 5 | Dancing in Park** August 5,12 | OW Swim
August 6,13,20,27 | LS Cinema August 6 | SUP Race
August 7,14,21,28 | Pop Up Music August 7-8 | OW Swim Champ’ship
August 9-16 | Circus** August 27 | Colorado Classic**
SEPTEMBER
September 1 | AvonLIVE! September 1 | Weekly Art Expo**
September 3 | LS Cinema September 4 | Pop Up Music
September 4-5 | Avon Arts Festival September 5 | SunsetLIVE!
September 16 | Community Picnic
OCTOBER
October 2-3 | Vail Valley Soccer** October 8-10 | Man of the Cliff**
** Third party produced event dates are subject to change
=
EXHIBIT C
2021 Events Calendar Option B
January February March Legend
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa Music Education
1 2 1 2 3 4 5 6 1 2 3 4 5 6 Recreation Arts & Culinary
3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 MSM Activation
10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 Participatory & Athletic Field Maintenance
17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 Salute
24 25 26 27 28 29 30 28 28 29 30 31 Private Rental / APP
31
Notes
April M May June MAY
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa May 29 | Town Clean Up Day May 30 | SunsetLIVE!
1 2 3 1 1 2 3 4 5 JUNE
4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12 June 3,10,17,24 | OW Swim June 6,13,20,27 | SunsetLIVE!
11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 June 20 | Daddy Daughter Tutu 2K June 21,28 | Dunk-N-Dash
18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 June 21-23 | Lacrosse** June 23,30 | AvonLIVE! & Weekly Art Expo**
25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 June 26 | Vail Valley Brewfest** June 26 | Pop Up Music
30 31 JULY
July 1,8,15,22,29 | OW Swim July 3,10,17,24,31 | Pop Up Music
July August S September
July 7,14,21,28 | AvonLIVE! & Weekly Art Expo** July 9,16,23,30 | LS Cinema
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa July 9-11 Triple Bypass** July 11,18,25 | SunsetLIVE!
1 2 3 1 2 3 4 5 6 7 1 2 3 4 July 12,19,26 | Dunk-N-Dash July 16-18 | Xtrerra**
4 5 6 7 8 9 10 8 9 10 11 12 13 14 5 6 7 8 9 10 11 July 23-25 | Avon Arts Celebration
11 12 13 14 15 16 17 15 16 17 18 19 20 21 12 13 14 15 16 17 18 AUGUST
18 19 20 21 22 23 24 22 23 24 25 26 27 28 19 20 21 22 23 24 25 August 1,8,15,22,29 | SunsetLIVE! August 2 | Dunk-N-Dash
25 26 27 28 29 30 31 29 30 26 27 28 29 30 August 2 or 5 | Dancing in Park** August 4,11,18,35 | AvonLIVE! & Weekly Art Expo**
August 5,12 | OW Swim August 6,13,20,274 | LS Cinema
August 7&8 | OW Swim Champ’ship August 7,14,21,28 | Pop Up Music
October November December August 9-16 | Circus** August 27 | Colorado Classic**
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa SEPTEMBER
1 2 1 2 3 4 5 6 1 2 3 4 September 1 | AvonLIVE! September 1 | Weekly Art Expo**
3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 September 3 | LS Cinema September 4 | Pop Up Music
10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 September 4-5 | Avon Arts Festival September 5 | SunsetLIVE!
17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 October
24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 October 2-3 | Vail Valley Soccer** October 8-10 | Man of the Cliff**
31
Legend
Music Education
Recreation Private Rental / APP
Arts & Culinary MSM Activation
Participatory & Athletic Field Maintenance
Salute 2+ colors for multiple Events/Venues
Notes
APRIL
April 3 | Egg Hunt
MAY
May 29 | Town Clean Up Day May 30 | SunsetLIVE!
JUNE
June 3,10,17,24 | OW Swim June 6,13,20,27 | SunsetLIVE!
June 20 | Daddy Daughter Tutu 2K June 21,28 | Dunk-N-Dash
June 21-23 | Lacrosse** June 23,30 | Weekly Art Expo**
June 23,30 | AvonLIVE! June 26 | Pop Up Music
June 26 | Vail Valley Brewfest** June 11-12 or 18-19 | Best of the West
JULY
July 1,8,15,22,29 | OW Swim July 3 | Salute to the USA
July 7,14,21,28 | AvonLIVE! July 7,14,21,28 | Weekly Art Expo**
July 9,16,23,30 | LS Cinema July 9-11 | Triple Bypass**
July 10,17,24,31 | Pop Up Music July 11,18,25 | SunsetLIVE!
July 12,19,26 | Dunk-N-Dash July 16-18 | Xtrerra**
July 17 | Pose & Paddle Battle July 23-25 | Avon Arts Celebration
AUGUST
August 1,8,15,22,29 | SunsetLIVE! August 2 | Dunk-N-Dash
August 4,11,18,25 | AvonLIVE! August 4,11,18,25 | Weekly Art Expo**
August 5 | Dancing in Park** August 5,12 | OW Swim
August 6,13,20,27 | LS Cinema August 6 | SUP Race
August 7,14,21,28 | Pop Up Music August 7-8 | OW Swim Champ’ship
August 9-16 | Circus** August 27 | Colorado Classic**
August 28 or Sept 4 | Summer’s End
SEPTEMBER
September 1 | AvonLIVE! September 1 | Weekly Art Expo**
September 3 | LS Cinema September 4 | Pop Up Music
September 4-5 | Avon Arts Festival September 5 | SunsetLIVE!
September 16 | Community Picnic
September 11 or 17 or 25 | Heart & Soul Festival
OCTOBER
October 2-3 | Vail Valley Soccer** October 8-10 | Man of the Cliff**
** Third party produced event dates are subject to change
Bold events are option B only events
Special Events
Photo Recap 2020
September 29, 2020
Live Events During a Pandemic | Avon Made it Happen!
AvonLIVE! (3) Wednesday’s, June 24th July 1st and July 8th
Community | Gratitude!
Live Events During a Pandemic | Avon Made it Happen!
SunsetLIVE! (11) Sunday’s, June 28th; July 5th -26th; Aug. 2nd –30th & Sept. 6th
Friends | Family!
Live Events During a Pandemic | Avon Made it Happen!
Lakeside Cinema (1) July 10th | Virtual Scavenger Hunt | Art
Surprise | Delight!
Third Party Produced Events
Weekly Art Expo (5) | Avon Art Festival Sept. 5th - 6
th | Avon Arts Celebration Sept. 11th -13th
Art | More Art!
Thank you!
ddempsey@avon.org
REVISED 2021 Events Calendar
January February March Legend
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa Music Education
1 2 1 2 3 4 5 6 1 2 3 4 5 6 Recreation Arts & Culinary
3 4 5 6 7 8 9 7 8 9 10 11 12 13 7 8 9 10 11 12 13 MSM Activation
10 11 12 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 Participatory & Athletic Field Maintenance
17 18 19 20 21 22 23 21 22 23 24 25 26 27 21 22 23 24 25 26 27 Salute
24 25 26 27 28 29 30 28 28 29 30 31 Private Rental / APP
31
Notes
April M May June MAY
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa May 29 | Town Clean Up Day May 30 | SunsetLIVE!
1 2 3 1 1 2 3 4 5 JUNE
4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 8 9 10 11 12 June 3,10,17,24 | OW Swim June 6,13,20,27 | SunsetLIVE!
11 12 13 14 15 16 17 9 10 11 12 13 14 15 13 14 15 16 17 18 19 June 20 | Daddy Daughter Tutu 2K June 21,28 | Dunk-N-Dash
18 19 20 21 22 23 24 16 17 18 19 20 21 22 20 21 22 23 24 25 26 June 21-23 | Lacrosse** June 23,30 | AvonLIVE! & Weekly Art Expo**
25 26 27 28 29 30 23 24 25 26 27 28 29 27 28 29 30 June 26 | Vail Valley Brewfest** June 26 | Pop Up Music
30 31 JULY
July 1,8,15,22,29 | OW Swim July 3,10,17,24,31 | Pop Up Music
July August S September July 7,14,21,28 | AvonLIVE! & Weekly Art Expo** July 9,16,23,30 | LS Cinema
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa July 9-11 Triple Bypass** July 11,18,25 | SunsetLIVE!
1 2 3 1 2 3 4 5 6 7 1 2 3 4 July 12,19,26 | Dunk-N-Dash July 16-18 | Xtrerra**
4 5 6 7 8 9 10 8 9 10 11 12 13 14 5 6 7 8 9 10 11 July 23-25 | Avon Arts Celebration
11 12 13 14 15 16 17 15 16 17 18 19 20 21 12 13 14 15 16 17 18 AUGUST
18 19 20 21 22 23 24 22 23 24 25 26 27 28 19 20 21 22 23 24 25 August 1,8,15,22,29 | SunsetLIVE! August 2 | Dunk-N-Dash
25 26 27 28 29 30 31 29 30 26 27 28 29 30 August 2 or 5 | Dancing in Park** August 4,11,18,35 | AvonLIVE! & Weekly Art Expo**
August 5,12 | OW Swim August 6,13,20,274 | LS Cinema
August 7&8 | OW Swim Champ’ship August 7,14,21,28 | Pop Up Music
October November December August 9-16 | Circus** August 27 | Colorado Classic**
Su M T W T F Sa Su M T W T F Sa Su M T W T F Sa SEPTEMBER
1 2 1 2 3 4 5 6 1 2 3 4 September 1 | AvonLIVE! September 1 | Weekly Art Expo**
3 4 5 6 7 8 9 7 8 9 10 11 12 13 5 6 7 8 9 10 11 September 3 | LS Cinema September 4 | Pop Up Music
10 11 12 13 14 15 16 14 15 16 17 18 19 20 12 13 14 15 16 17 18 September 4-5 | Avon Arts Festival September 5 | SunsetLIVE!
17 18 19 20 21 22 23 21 22 23 24 25 26 27 19 20 21 22 23 24 25 October
24 25 26 27 28 29 30 28 29 30 26 27 28 29 30 31 October 2-3 | Vail Valley Soccer** October 8-10 | Man of the Cliff**
31
Event Type Legend
Music Education
Recreation Private Rental / APP
Arts & Culinary MSM Activation
Participatory & Athletic Field Maintenance
Salute 2+ colors for multiple Events/Venues
Event: Dates, Names & Venue Details
March 22-29 | VPAC The Motet Banner
MAY
May 30 | SunsetLIVE! T
JUNE
June 4 | Art Around Avon Walk A June 5 | Town Clean Up
June 5,12,19,26 | Yoga in the Park T
June 6,13,20,27 | SunsetLIVE! T
June 20 | Daddy-Daughter Tutu 2K TR
June 23,30 | Weekly Art Expo** MSM
June 10,17,24 | OW Swim NB, NL
June 12 | Pride in the Park P, UF
June 21-23 | Lacrosse** UF,LF
June 23,30 | AvonLIVE! P
June 26 | Pop Up Music MSM June 28 | Dunk-N-Dash NB, NL, TR
JULY
July 1,8,15,22,29 | OW Swim NL, NB July 3 | Salute to the USA P
July 7,14,21,28 | AvonLIVE! P July 7,14,21,28 | Weekly Art Expo** MSM
July 9,16,23,30 | LS Cinema P, UF July 10,17,24,31 | Pop Up Music MSM
July 10 | Colorado Disc Dogs UF
July 11,18,25 | SunsetLIVE! T
July 16-18 | Xtrerra** TR
July 10,17,24,31 | Yoga in the Park T
July 12,19,26 | Dunk-N-Dash NB, NL, TR
July 17 |Pose & Paddle Battle NL
July 17 | AvonLIVE! Special Edition P July 23-25 | Avon Arts Celebration UF
AUGUST
August 1,8,15,22,29 | SunsetLIVE! T
August 4,18,25 | AvonLIVE! P
August 5 | Dancing in the Park** P
August 2, 9 | Dunk-N-Dash NB, NL, TR
August 4,11,18, 25 | Weekly Art
Expo** MSM
August 5,12 | OW Swim NL, NB August 6,13,20,27 | LS Cinema P, UF
August 6 | Sunset SUP Race NL
August 7-8 | Avon Festival of the Arts UF
August 14-15 | OW Swim Champ’ship
NL, NB
August 7,14,21,28 | Yoga in the Park T
August 7,14,21,28 |Pop Up Music MSM
August 21 | Vail Valley Brewfest ** UF
August 21 | VVCF Sandcastle ** P, UF, NB
SEPTEMBER
September 1 | AvonLIVE! P September 1 | Weekly Art Expo** MSM
September 3 | LS Cinema P, UF September 4 | Pop Up Music MSM
September 4-6 | Avon Arts Festival UF September 5 | SunsetLIVE! T
September 5-6 | Summer’s End P, UF September 16 | Community Picnic UF
OCTOBER
October 2-3 | Vail Valley Soccer** UF October 8-10 | Man of the Cliff** UF
** Third party produced event dates are subject to change
Bold events are Town produced option B only events Venue Legend
Main Street Mall | MSM Pavilion | P Terrace | T All-town | A
Upper Rec Field | UF Lower Rec Field | LF Trails | TR
Nottingham Lake | NL Nottingham Beach | NB
EXHIBIT B
Adopted 2020 Budget $327,810.00 Adopted 2020 Budget $900.00 Adopted 2020 Budget $326,910.00
Proposed Revised Budget $746,857.00 Proposed Revised Budget $83,000.00 Proposed Revised Budget $663,857.00
Difference $419,047.00 Difference $82,100.00 Difference $336,947.00
TOWN PRODUCED EVENTS TOTALS TOWN PRODUCED EVENTS TOTALS
Egg Hunt $0.00 Egg Hunt -$
Town Clean Up $2,100.00 Town Clean Up 2,100.00$
AvonLIVE!$50,340.00 AvonLIVE!157,198.00$
SunsetLIVE! $11,900.00 SunsetLIVE! 19,761.00$
Pop Up Music $8,800.00 Pop Up Music $ 8,800.00
Salute to the USA $0.00 Salute to the USA 197,426.00$
Lakeside Cinema $11,170.00 Lakeside Cinema 11,646.00$
Community Picnic $0.00 Community Picnic 10,000.00$
AvonLIVE! Special Edition 30,000.00$
Pose & Paddle 12,445.00$
Sunset SUP Race 3,820.00$
Summer's End 48,161.00$
Music Activation - Sponsorship 12,000.00$
TOWN PRODUCED EVENTS TOTAL:$84,310.00 TOWN PRODUCED EVENTS TOTAL:$513,357.00
THIRD PARTY PRODUCED TOTALS THIRD PARTY PRODUCED TOTALS
Beaver Creek Rodeo 10,000.00$ Vail Valley Lacrosse -$
Vail Valley Lacrosse -$ Possibilities in Avon: Weekly Art Market -$
Possibilities in Avon: Weekly Art Market -$ Vail Valley BrewFest 32,000.00$
Vail Valley BrewFest 32,000.00$ Xterra Mtn. Champoinship -$
Xterra Mtn. Champoinship -$ Triple Bypass 4,500.00$
Triple Bypass 4,500.00$ Dancing in the Park 30,000.00$
Dancing in the Park 30,000.00$ Circus: Flynn Creek 35,000.00$
Circus: Flynn Creek 35,000.00$ Colorado Classic 27,000.00$
Colorado Classic 27,000.00$ Avon Art Festival -$
Avon Art Festival -$ Festival of the Arts -$
Avon Art Celebration -$ Avon Art Celebration -$
Vail Valley Soccer Cup -$ Vail Valley Soccer Cup -$
Man of the Cliff 10,000.00$ Man of the Cliff 10,000.00$
Contingency 50,000.00$ Contingency 50,000.00$
TOTAL THIRD PARTY & CONTINGENCY:198,500.00$ TOTAL THIRD PARTY & CONTINGENCY:188,500.00$
ART INSTALLATIONS TOTALS ART INSTALLATIONS TOTALS
Temp. Art Installations*20,000.00$ Temp. Art Installations*20,000.00$
Temp. and/or Permanent Art Installation 25,000.00$ Temp. and/or Permanent Art Installation 25,000.00$
TOTAL ART INSTALLATIONS:45,000.00$ TOTAL ART INSTALLATIONS:45,000.00$
GRAND TOTAL:$327,810.00 GRAND TOTAL:$746,857.00
* Moved from Econ. Dev. Budget
EVENT SPONSORSHIP TOTALS EVENT SPONSORSHIP TOTALS
Salute to the USA -$ Salute to the USA 10,000.00$
AvonLIVE! Series -$ AvonLIVE! Series -$
Sub -Total:-$ Sub -Total:10,000.00$
EVENT CONCESSIONS EVENT CONCESSIONS
Gross Avon Live -$ Gross AvonLIVE! Series 15,000.00$
Gross Salute to the USA -$ AvonLIVE! Special Edition 4,500.00$
Sub -Total:-$ Gross Salute to the USA 25,000.00$
SunsetLIVE!2,400.00$
Summer's End 7,500.00$
Sub -Total:54,400.00$
TURN-KEY PERMITS TURN-KEY PERMITS
Xterra - Team Unlimited -$ Xterra - Team Unlimited 300.00$
Sub-Total:-$ Other TBD 600.00$
Sub-Total:900.00$
SPECIAL EVENT FEES SPECIAL EVENT FEES
Vendor Fees: Salute -$ Vendor Fees: Salute 10,000.00$
Vendor Fees: Avon Live -$ Vendor Fees: Avon Live 2,000.00$
Bridge Banner Fees 300.00$ Vendor Fees: Summer's End 300.00$
Sound Permits 100.00$ Bridge Banner Fees 300.00$
Sound Permits 100.00$
Sub-Total:400.00$ Sub -Total:12,700.00$
SPECIAL EVENT ADMISSION FEES SPECIAL EVENT ADMISSION FEES
Circus Bella -$ Circus Bella 2,250.00$
Vail Valley Brew Fest -$ Vail Valley Brew Fest 750.00$
Sub-Total:-$ Sub-Total:3,000.00$
MOBILE VENDORS MOBILE VENDORS
-$ -$
Sub-Total:-$ Sub-Total:-$
PAVILION RENTAL $500 PAVILION RENTAL $2,000
Sub-Total:$500 Sub-Total:$2,000
FIELD RENTAL $0 FIELD RENTAL $0
Sub-Total:$0 Sub-Total:$0
2021 ADOPTED BUDGET: EXPENSE 2021 PROPOPSED REVISED: EXPENSE
2021 PROPOPSED REVISED: REVENUE2021 ADOPTED BUDGET REVENUE
EXHIBIT C - SUMMARY COMPARISON 2021 ADOPTED BUDGET VS PROPOSED REVISED BUDGET
GROSS EXPENSE GROSS REVENUE NET
2021 APPROVED BUDGET VS REVISED | COMPARISON
970-748-4045 jhildreth@avon.org
TO: Honorable Mayor Smith Hymes and Council Members FROM: Justin Hildreth, Town Engineer
RE: Notice of Award – Avon Road/I70 Underpass
Pedestrian and Bicycle Improvements Project
DATE: March 19, 2021
SUMMARY: Staff requests Council authorization to issue Notice of Award for construction of the Avon
Road/I70 Underpass Pedestrian and Bicycle Improvements Project (“Underpass Project”) as approved in
the Town of Avon 2021 Capital Projects Fund to Gould Construction. The Underpass Project generally
consists of moving the sidewalk behind the bridge columns, landscaping, drainage improvements,
Americans with Disabilities Act compliance upgrades, and placement of snow shelters. The Underpass
Project will remedy the identified safety concerns including inadequate lighting, sidewalk’s proximity to
Avon Road, and winter snow and ice accumulation.
BACKGROUND: The goal of the Underpass Project is to improve bicycle and pedestrian safety along
Avon Road at the I70 underpass. Several studies have identified Avon Road as needing safety
improvements including the Town of Avon Comprehensive Transportation Plan (“Transportation Plan”)
and “Creating a Vision Toward a More prosperous Future Through Healthier Built Environments”
prepared in July 2015 by Blue Zones, LLC (“Blue Zones Study”). Section 2.2.3.2 of the Transportation
Plan found that Avon Road presents “both a physical and psychological barrier to pedestrians and bicyclists
and it is important to mitigate this barrier. To address this issue, enhanced pedestrian and bicycle
crossings shall be evaluated along Avon Road. Enhancements may include either at-grade or grade-
separated solutions.”
The Blue Zones Study recommended enhancing north / south pedestrian facilities along Avon Road
including moving the path to the west of the overpass pillars on the west side. This requires modifying the
sloped concrete slopes to a vertical retaining wall and elevating the path a few feet above the roadway.
Along with landscaping and additional path lighting, these improvements will provide a psychological barrier
between trail users and traffic, greatly enhancing the quality of travel beneath the Interstate.
Upon completion of the Blue Zone Study, the Underpass Project was included in the 5-Year Capital
Projects Fund. The vision was presented to Council on February 14, 2017, and the Staff report is included
as Attachment A. The vision included moving the sidewalk on both sides of Avon Road, drainage
modifications, landscaping, snow shelters and improved lighting. The drainage modifications include
removing some of the concrete paving and replacing with rip rap to slow runoff, installing a swale and storm
pipe directing runoff to the Avon Road storm sewer, and snowmelt in the swale to prevent ice damming and
clogging. The snow shelters are designed to protect the sidewalk and its users from snow shedding from
I70 and subsequent accumulation on the sidewalk. The proposed shelters have an arch roof to protect the
sidewalk from snow pushed from the I70 plows in both the east and west direction. Council directed the
project focus on safety aspects and phase the project due to costs, with the west side being a priority
because of the higher traffic and connection to the Nottingham Road bike path.
The Underpass Project was brought before the Planning and Zoning Commission (“P&Z”) on April 2, 2020,
for design review approval and the Staff Report is in included as Attachment B. P&Z approved the project
and recommended that Council elevate the east side phase, light the roof sheds and snowmelt the
drainage structures.
Page 2 of 3
Staff updated Council on June 4, 2020, on the status of the Underpass Project and the report is included as
Attachment C. Council directed Staff to move forward with the Underpass Project and bid it out for 2021
construction.
Colorado Department of Transportation
When the roundabouts were constructed in 1998, Avon assumed maintenance responsibilities for Avon
Road, including the sidewalks. Although this Underpass Project is associated with Avon Road, it is within
the I70 right-of-way and is subject to Colorado Department of Transportation (CDOT) approval. Staff has
met with CDOT staff numerous times and they are supportive of the Underpass Project. The selected
contractor will have to apply for a CDOT permit and final approval will occur as part of permit issuance.
Staff anticipates a 3-month permit period which is a contributing factor in the Underpass Project schedule.
Bid Process and Results
Staff advertised the Underpass Project for (3) weeks on the Town website, local newspapers, and on
Bidnetdirect.com beginning on January 14, 2021. The Bid Opening was held on February 23rd and 3 bids
were received:
Gould Construction $1,064,991.40
Phoenix Industries $1,152,928.72
United Companies $1,228,713.95
Staff recommends issuance of the Notice of Award to the low bidder, Gould Construction (Construction).
Gould is based in Glenwood Springs and has completed projects of similar scope and size.
The 2021 Capital Projects Fund includes $900,000 for this project. Gould recommended several cost
savings that do not impact the project goals, reducing the bid to $956,214. The four roof shelters cost
$53,821.25 each for a total of $215,285. The Underpass Project can be constructed within budget by
removing the roof shelter structures, reducing the project cost to $740,929 and leaving $159,071 for
contingency, inspections and construction administration. The roof shelter foundations are included in the
reduced scope and the shelters can be installed in the future if conditions warrant them.
CONSTRUCTION SCHEDULE: The current schedule is to start the Underpass Project in mid-August and
complete the project by November 1st.
RECOMMENDATION: Council has three options for the Notice of Award for the Underpass Project.
Option 1: Authorize awarding the Underpass Project to the low bidder, Gould Construction in the
amount of $956,214 and adjust the project budget to $1,051,835 to fund a project contingency, inspections
and construction administration.
Option 2: Authorize awarding the Underpass Project to the low bidder, Gould Construction in the
amount of $740,929, and postponing the installation of the shelters to a later date.
Option 3: Not award the Underpass Project to the low bidder, Gould Construction.
Page 3 of 3
PROPOSED MOTIONS
Option 1: I move to authorize awarding the Underpass Project to the low bidder, Gould Construction
in the amount of $956,214 and adjust the project budget to $1,051,835 to fund a project contingency,
inspections and construction administration
Option 2: I move to authorize awarding the Underpass Project to the low bidder, Gould Construction
in the amount of $740,929, and postponing the installation of the shelters.
Option 3: I move to not award the Underpass Project to the low bidder, Gould Construction.
Thank you, Justin
ATTACHEMENTS
A – Town Council Staff Report, Work Session Regarding Avon Road and I-70 Underpass Improvements
Project, Dated February 14, 2017
B – Planning and Zoning Commission Staff Report, MNR20007 Minor Development Plan, Avon Road ROW
Below I70 Overpass, Dated April 2, 2020
C – Town Council Staff Report, Avon Road I70 Underpass Improvements Project, Dated June 4, 2020
TOWN COUNCIL REPORT
To: Honorable Mayor Jennie Fancher and Avon Town Council
From: Justin Hildreth, Town Engineer
Meeting Date: February 14, 2017
Agenda Topic: Work Session regarding Avon Road and I-70 Underpass Improvements Project
SUMMARY
The purpose of the work session is to review and discuss potential safety and aesthetic
improvements at Avon Road and the I-70 Underpass. This project is the next step to improving the
gateway into Avon that started with the 2014 Avon Road asphalt overlay, 2014 streetlight upgrades
and the 2015 Avon Road Landscaping Improvements.
Pedro Campos of Zehren and Associates will present a preliminary study for Town Council review and
comment (Attachment A). Upon completion of the work session, the comments will be evaluated
and used to develop a scope of the project, including potential phasing. The project will then be
presented to the Colorado Department of Transportation to determine if they will allow the
improvements and determine if some of the improvements are eligible for funding partnerships.
CDOT indicated in previous discussions that safety improvements might be eligible for funding but
aesthetic and landscaping components will not be.
BUDGET
The adopted Capital Projects Program budget has $88,000 in 2016 and $270,000 in 2018 for the Avon
Road and I-70 underpass improvements. $31,000 of the 2016 funds were used to replace the 16-FT
streetlights with 8 LED lights attached to the I-70 bridge structure as they are an obstruction to
bicyclists and snow removal operations. The remaining 2016 funds are being used to design the 2018
project.
ATTACHMENTS
Pedro Campos memo dated February 8, 2017 and preliminary study of Avon Road and I-70 Underpass
ATTACHMENT A
ZEHREN
AND ASSOCIATES
February 7, 2017
Mr. Justin Hildreth, Town Engineer
Town of Avon
P.O. Box 975, Avon, CO 81620
Email: jhildreth@avon.org
Phone: 970-748-4045
RE: Avon Road Interstate 70 Underpass – preliminary study
Town Council Review, February 14, 2017
Dear Justin.
This memorandum is to summarize the preliminary study that Zehren and Associates has completed for
the Avon Road Interstate 70 underpass to be reviewed with the Town Council during their regular meeting
scheduled on February 14, 2017. The desired outcome of the review is to:
1) inform the Council of existing conditions including safety and aesthetic issues;
2) review potential ‘integrated’ set of solutions that could be implemented to solve and improve
existing conditions;
3) probe the Council’s interest in developing a phasing and budgeting strategy to implement the
improvements incrementally over time;
4) probe the Council’s interest studying some of the potential solutions in additional detail to
determine feasibility and costs.
Zehren and Associates has developed the following materials as part of the initial steps of the study
intended to be reviewed in association with this memo:
1) Inventory of existing conditions using digital images from different vantage points and during the
fall and winter seasons.
2) Analysis of potential improvements and solutions represented in the ‘Improvements Area
Diagram.’
3) Precedents from other locations with similar conditions and potential appropriate solutions.
4) Preliminary conceptual plan and section focusing on highest priority improvements.
The current work is ready to review with the Town Council and the group to consider if there should be
additional effort to advance the design of some or all of the project elements in more detail and to prepare
technical documentation for their implementation.
ATTACHMENT A
2
Overview of effort:
The study area includes the north end of Avon Road, at the roundabouts north and south of Interstate
70 (#1 and #2). The study is an extension of the Avon Road landscape renovation project completed in
2015, and specifically addresses the ‘entrance and arrival’ into the Town. The scope of the effort has
included an investigation for creating a safer environment for pedestrians by addressing drainage and
ice-build up conditions, and placing greater emphasis on improving the overall ‘visual’ and ‘spatial’
experience of using this area for motorists, pedestrians and cyclists.
In the broader context of Avon Road, major goals of the I70 underpass effort are to announce the arrival
to Town in a more pronounced and significant manner, to demarcate and identify the entrances from
I70 from west and east directions, and to reinforce and promote Avon’s ‘new’ brand platform. Other
aesthetic goals include landscape and streetscape enhancements to ‘soften’ the area under the
underpass, to make it more visually interesting and more compatible and cohesive with Avon Road.
Special consideration would be given to incorporation of new Avon Road landscape design and urban
design streetscape elements to achieve a consistent and cohesive image and strong sense of place for
the overall arrival and town center of Avon.
The direction reflected in the preliminary conceptual plans includes removing the large concrete side
slopes, introducing pervious rip rap and landscape areas, collecting drainage before it flows unto the
sidewalk and pavement, widening the sidewalks, narrowing travel lanes, and adding elements that
enhance the visual appeal and look of the overall area. New landscape areas would use xeric trees,
shrubs, and flowering perennials, ornamental grasses, and signature angular boulder blocks indigenous
to Colorado strategically located to deliberately match the new Avon Road landscape. Decorative
elements and directional signage would also be investigated as part of the effort, and would be added
selectively as deemed appropriate and or necessary. Please refer to the PDF attachment for a detailed
view of potential project enhancements.
On behalf of Zehren and Associates I look forward to reviewing and discussing the preliminary study of
the Avon Road Interstate 70 underpass with the Town Council at the February 14, 2017 meeting.
Sincerely,
Pedro Campos, RLA / ASLA
Landscape Architect & Land Planner
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
1. I-70 North
Westbound Arrival
2. I-70 Underpass
3. I-70 South
Eastbound Arrival
I-70 Underpass Study Area
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.orgpo box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.comTown of AvonZehren and Associates, Inc. Pedestrian Mall and Avon Road ImprovementsOctober 24, 2013ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
#1 I-70 North
Westbound Arrival
Existing Conditions
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.orgpo box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.comTown of AvonZehren and Associates, Inc. Pedestrian Mall and Avon Road ImprovementsOctober 24, 20131 5
2 6
3 7
4 8
Existing:
• Receives visitors from east
• No welcome element
• New landscape islands
• No way finding
• Rec path trail-head
Opportunities:
• Small welcome feature
• Replace remaining grass
areas with similar landscape
treatments as roundabout and
islands.
• Way finding signs
• Redesign rec path trail-head
Existing:
• Bridge is insignificant
• Sloping concrete walls
• Mountain backdrop
Opportunities:
• Update bridge facade
• Create an entrance to Avon
Town Center
• Way finding and identity
signs
Existing:
• Large painted median
• No crosswalk
• No bike lane on
Nottingham Rd
Opportunities:
• Change painted median to
landscape area or make room
for bike lanes
• Bike lane / sharrow on
Nottingham Rd
• Crosswalk on Nottingham
Rd
Existing:
• Crosswalk
• Uninteresting grass slope
• New landscape island
• Concrete slopes
Opportunities:
• Identity or gateway element
• Terrace slope with boulders
and landscaping
• New lighting concept
Existing:
• Rec path trail-head
• Bike route signage is
insufficient
Opportunities:
• Trail-head / rec path
information area
• Rec path way finding
• Emphasized seamless
crosswalk
• Traffic calming feature
• Remove slip lane
Existing:
• Sidewalk choke point
• Unattractive and broken
pavement
• Bridge columns
• No bike lanes
Opportunities:
• Sidewalk transition
• Replace sloped pavement
with terraces or screen with
landscape plants or planters
• Increase width of side walk
• Bike lane in the street or on
the sidewalk
Existing:
• Unattractive and broken
pavement
• Bridge columns
• No bike lanes
• Loud traffic
Opportunities:
• Replace sloped pavement
with terraces or screen with
landscape plants or planters
• Increase width of side walk
around both sides of columns
• Bike lane in the street or on
the sidewalk
• Lighting under bridge
Existing:
• Grass slopes
• Patched concrete slopes
Opportunities:
• Replace grass slope with
enhanced landscape to match
new aesthetic along Avon Rd.
• Rec path way finding
Key Plan
3
2
1 8
7
4 65
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
#2 I-70 Underpass
1 5
2 6
3 7
4 8
Existing:
• Unattractive and broken
pavement
• Bridge columns impede
pedestrian sidewalk
• No bike lanes
• Loud traffic
Opportunities:
• Replace sloped pavement
with terraces or screen with
landscape plants or planters
• Increase width of side walk
around both sides of columns
• Bike lane in the street or on
the sidewalk
• Lighting under bridge
Existing:
• Chain link fence
• Protruding anchor bolts
• Broken concrete
• Lighting in sidewalk
Opportunities:
• Decorative fence / railing
along top of bridge.
• Improve look of concrete
bridge facade with
decorative metal or
painting.
Existing:
• Broken concrete slopes
• Lighting within sidewalk
• No landscaping
• Stark looking
Opportunities:
• Widen sidewalk area
• Soften concrete slopes with
landscape and terraced
walls
• Incorporate lighting into
bridge as a decorative
element.
Existing:
• Narrow sidewalk next to
traffic lanes.
• Bridge columns impede
pedestrian walkway.
• No landscaping
• No identity for entrance to
Avon Town Center
Opportunities:
• Create more space for bikes
and pedestrians.
• Create an attractive gateway
into Town Center
• Improve character of bridge
by with decorative accents and
lighting.
Existing:
• Inconsistently colored
concrete slope.
• Dangerous cross-walk.
• Bridge lacks character.
Opportunities:
• Soften concrete slopes with
landscaping
• Install cross-walk warning
lights
• Improve entrance of Avon
from Eastbound I-70.
Existing:
• Broken concrete slopes
• Chain link fence in
disrepair
• Dark and noisy
Opportunities:
• Improve pedestrian and
vehicular experience traveling
through underpass
Existing:
• Uninteresting landscape
• Bridge columns restrict
pedestrian and bicycle
circulation
• Inconsistent lighting
Opportunities:
• Separate vehicular traffic
lanes from pedestrians and
bicycles
• Remove concrete slopes
and install landscape.
• Add interest through
creative lighting themes
Existing:
• Unattractive guardrail and
chain link fencing
• No landscape interest
• Lacks identity as a gateway
between North and South
Avon.
Opportunities:
• Improve bridge aesthetics
with decorative railing or
facade.
• Create a landmark
identifiable from both Avon
Road and I-70.
• Improve landscape
aesthetics
Existing Conditions
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.orgpo box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.comTown of AvonZehren and Associates, Inc. Pedestrian Mall and Avon Road ImprovementsOctober 24, 201323
1
8
7
6
5
4
Key Plan
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
1
2
3
4
6
5
7
8
#3 I-70 South
Eastbound Arrival
1 5
2 6
3 7
4 8
Existing:
• Unattractive and broken
pavement
• Bridge columns
• Loud traffic
Opportunities:
• Replace sloped pavement
with terraces or screen with
landscape plants or planters
• Increase width of side walk
around both sides of columns
to include a bike land and
sidewalk
• Lighting under bridge
Existing:
• Pedestrian sidewalk leading
into Avon
• Concrete slope
• No way finding
• New landscape in
roundabout and medians
Opportunities:
• Replace concrete slopes
with landscape to match
medians and roundabout.
• Install way finding signs
Existing:
• Unattractive concrete
bridge
• New bike lane delineation
• Unattractive concrete
slopes
Opportunities:
• Improve bridge and slope
aesthetics .
• Create an attractive
gateway to South Avon.
Existing:
• New landscaping in median
and roundabout
• Lack of landscape at existing
bridge.
Opportunities:
• Improve landscape
treatments of slopes adjacent to
I-70.
• Create a landmark that can
be seen from Avon Road and
I-70.
Existing:
• First impression of Avon
entering from the West.
• Unattractive landscape of
consisting of weeds and gravel
Opportunities:
• Welcome signage with
small entry feature.
• Landscape improvements
• Boulder groupings
Existing:
• Unattractive concrete
bridge
• New landscaping in
medians and roundabout.
Opportunities:
• Create an aesthetically
pleasing gateway to North
Avon.
Existing:
• Concrete bridge
• Asphalt drainage swale
• New landscaping in
medians and roundabout.
Opportunities:
• Continue landscaped
treatments of median and
roundabout to sloped areas on
either side of bridge.
• Create an identity for the
bridge that separates North
and South Avon.
Existing:
• Dry native landscape
• Concrete slopes below
bridge.
Opportunities:
• Improve landscaping on
slope and ground plane to
match improvements already
made in roundabouts.
• Improved aesthetics of the
concrete slopes.
Existing Conditions
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.orgpo box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.comTown of AvonZehren and Associates, Inc. Pedestrian Mall and Avon Road ImprovementsOctober 24, 2013Key Plan
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 20172017 Winter Conditions
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
Improvement Area Diagram
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.orgpo box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.comTown of AvonZehren and Associates, Inc. Pedestrian Mall and Avon Road ImprovementsOctober 24, 2013Potential Underpass Gateway Area Improvements
• New landscaping to match Avon Rd.
• Terraced walls or planters
• Setting for Iconic Structures
• Identity and wayfinding signage
• Removing asphalt drainages
Prominent Views of Underpass Area
Pedestrian Circulation
Recreation Path Gateways / Access Points
Vehicular Circulation
LEGEND I-70 EastboundEastbound On-RampEastbound Off-RampI-70 WestboundWestbound On-RampAv
o
n
R
o
a
d
I-7
0
U
n
d
e
r
p
a
s
s
Nottingham
Road
Potential Iconic Structures
• Provide a landmark for Avon that is highly visible from Avon
Rd. and I-70
• Unique monumental elements
• Defined gateway between North and South Avon
• Sculptural Wind generators to capture energy from I-70 Traffic
Potential Bridge Facade Improvements
• Improve aesthetics by adding new materials or paint
• Addition of decorative elements to guardrail
• Identity signage
• Lighting of new features
Potential Bridge Pillar Improvements
• Wrap columns in new materials (Stone, metal, texture)
• Painted artwork
• Colorful lighting schemes
• Addition of sculptural elements
Potential Underpass Slope Area Improvements
• Artwork (murals, sculpture, lighting enhancements)
• Widen pedestrian and bike paths.
• Landscaping
• Projection lighting with rotating themes for different seasons.Westbound Off-RampATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
Underpass Precedent Images
Stabilized Slopes and
Landscaping
Bridge Facade
Treatments
Lighting
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
Conceptual Plan
Bio-Swales to Replace Asphalt Drainages
Landscape Enhancements
11’ Lane
11’ Lane
12’ Lane
10’ Sidewalk
Nottingham RoadOff-Ramp
West
On-Ramp
West
Off-Ramp
East
On-Ramp
East
I-70 East8’ Sidewalk
Approximate Locations of Existing
Columns
Landscape Planting
Pockets
Potential Iconic Structures
Rip Rap Slope Below Bridges Drainage Swale & Drains
to Capture Run Off from Slopes
Boulder Walls and Landscaping to
Match Existing Avon Road Aesthetic
0 10 20 40
1"=20'
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org po box 1976 . avon . colorado 81620 . 970 949 0257 . www.zehren.com
Town of Avon Zehren and Associates, Inc. Avon Road - I-70 Underpass Concept DesignFebruary 7, 2017
Site Section
Section Key Plan
Section Line
Scale - 1/4” = 1’-0”
Not to Scale010 20 40
1"=20'
ATTACHMENT A
April 7, 2020 PZC Meeting – Avon Road Underpass Improvements 1
TO: Planning and Zoning Commission
FROM: David McWilliams, AICP, Town Planner
RE: MNR20007 Minor Development Plan Public Hearing
Avon Road ROW below I-70 Overpass
DATE: April 2, 2020
STAFF REPORT OVERVIEW: For review is a Minor Design and Development Plan application for landscaping and
lighting for areas of the Avon Road right-of-way. The Avon Road Underpass drawings ("Exhibit A") detail a complete
remodel of the west side of the underpass between the edge of the road and the I-70 bridge. The Avon Town Council
decided to split the project into two phases, prioritizing the west side of the underpass first, given budget constraints
and the usage trends in the area. The final decision for this application rests with PZC. This plan is expected to be
constructed in 2021. The primary goals for the redesign include:
• increased safety, improved multi-modal infrastructure
• enhanced image and character
Streetscape improvements include:
• benching of the underpass slope to provide for a larger pedestrian area
• additional landscaping
• snow shelter structures to protect pedestrians from above
• raised sidewalk moved away from traffic for a more protected experience
The Planning and Zoning Commission's scope of review includes vertical improvements such as snow shelters, the
boulder wall, and landscaping.
BACKGROUND: The project design is included in the
Capital Improvements Plan for 2020. Town has planned for
improving the underpass for some time. Recommendations
from "Creating a Vision Toward a More Prosperous Future
Through Healthier Built Environments” (July 2015 led by
Blue Zones, LLC), mentioned “right-sizing” Avon Road.
Further study of the corridor during the Town Owned
Properties Plan confirmed that the road is not overbuilt at
this section, but recommends enhanced north / south
pedestrian facilities as follows:
Starting from where the bike path north of the
interstate crosses Avon Road, the new path will
travel south beneath I‐70 to the west of the
overpass pillars on the west side of Avon Road.
This will require re‐engineering the sloped concrete
walks to include a vertical retaining wall, and could
result in the elevation of the path being a few feet
above the elevation of the roadway. Through
landscaped walls and additional path lighting, this
would provide a psychological barrier between trail
users and traffic, and greatly enhance the quality of
travel beneath the Interstate. The Town is already studying this improvement.
Map proposing a modified north-south pedestrian facility.
ATTACHMENT B
April 7, 2020 PZC Meeting – Avon Road Underpass Improvements 2
PUBLIC NOTICE: Notice of the public hearing was published in the March 27, 2020 edition of the Vail Daily in
accordance with Sec. 7.16.020(d) of the Avon Municipal Code (AMC). Mailed notice is not required for this
application type.
PLANNING ANALYSIS:
Landscaping: The planting pallet is made up of spruce, chokecherry, aspen, grasses, perennials, native grasses,
Russian sage, ground cover, and mulch. Hardscape materials include snow protection shelters, concrete, a stone
wall, and riprap stone under I-70. The most unique features are the protective shelters. They are designed to
absorb plowed snow falling from the highway above and protect pedestrians and the area from its impacts.
Landscaping choices are compliant with Avon Municipal Code and consistent with other improvements made to
Avon Road in 2015.
Protective Shelters: The shelters were designed taking visual cues from Avon’s bus shelters for materials, colors,
and form, all of which are compliant with Avon Municipal Code. It does not connect to the sloped ground on the
west side, thereby providing refuge from the elements while preserving prospect and open views of the area.
Lighting: No additional lighting is proposed. Planning Staff is concerned that the existing LEDs may be inadequate
under the shelters to provide for a safe and comfortable pedestrian experience. Planning Staff suggests a condition
of approval to investigate running conduit during the construction process, should the need to provide additional
lighting arise.
Overlay illustrating the approximate locations of existing LED fixtures.
REVIEW CRITERIA: § 7.16.080(f), Development Plan
The PZC shall use the Development Plan and Design Review criteria as the basis for a decision on the design.
Staff has provided a response to each mandatory review criteria.
1. Evidence of substantial compliance with the purpose of the Development Code as specified
in §7.04.030, Purposes; Staff Response: The Development Code is intended to "promote design which is compatible, functional, practical
and complimentary to Avon's sub-alpine environment." One of the overriding goals for this project is to improve
the Town's main visitor entrance with improvements that reflect and respect the local environment. The plant
species were selected based upon our sub-alpine environment and locations of plantings were sensitive to light
limitations. The palette was selected for compatibility with other recently installed planting pallets.
ATTACHMENT B
April 7, 2020 PZC Meeting – Avon Road Underpass Improvements 3
2. Evidence of substantial compliance with §7.16.090, Design Review;
Staff Response: The Application is in compliance with the review criteria for Design Review; discussed below. The
streetscape elements are high quality, aesthetically pleasing, and help to define the Town and the resort experience
for visitors. The design takes queues from other streetscape projects; but also makes a statement for its unique
constraints.
3. Consistency with the Avon Comprehensive Plan;
Staff Response: The Avon Comprehensive Plan includes several Goals and Policies that appear to be addressed
with this Application, including the following:
Goal C.2: Create community gateways and streetscapes that reflect and strengthen Avon's unique
community character and image.
Policy C.2.1: Beautify the Town with landscaping and public art.
Policy C.2.2: Design and maintain streets and walkways as safe, inviting, and pedestrian/bicycle
friendly public spaces.
Policy C.2.3: Reinforce community gateways along major roadway corridors that strengthen Avon's
community identity.
The project is located in the I-70 Gateway District, which describes the area as follows:
The interchange on I-70 at Avon Road is the main gateway to the Town. The area should reflect the
character and quality of the community and create a sense of arrival. The gateway should be improved
through enhancing the pedestrian experience, lighting, road and right of way materials, enhanced view
corridors, and signage. The emphasis should be on the creation of a positive entry experience that
extends the character of Town Center to Avon’s front door.
Planning Principles:
• Enhance the intersections at the on/off ramps on Avon Road to include streetscape improvements
and special landscape features.
• Maintain the elements that contribute to the gateway experience.
• Improve the I-70 interchange for pedestrians and bikers.
• Improve the aesthetics of the Avon Road underpass.
• Screen adjacent buildings and parking from I-70.
The Town Owned Properties, quoted above, is also a document included in the Comprehensive Plan. Staff is
satisfied that this application achieves the ideals in the plan.
4. Consistency with any previously approved and not revoked subdivision plat, planned
development, or any other precedent plan or land use approval for the property as applicable;
Staff Response: There are no pertinent plans for the Avon Road Right of Way.
5. Compliance with all applicable development and design standards set forth in this Code, including
but not limited to the provisions in Chapter 7.20, Zone Districts and Official Zoning Map, Chapter
7.24, Use Regulations, and Chapter 7.28, Development Standards; and
Staff Response: The Design Plan is in compliance with all applicable development and design standards set forth
in the Development Code.
6. That the development can be adequately served by city services including but not limited
to roads, water, wastewater, fire protection, and emergency medical services.
ATTACHMENT B
April 7, 2020 PZC Meeting – Avon Road Underpass Improvements 4
Staff Response: Engineering Staff will consult with CDOT to gain approval of the project once approved by PZC.
§7.16.090(f), Design Review: 1. The design relates the development to the character of the surrounding community; or, where
redevelopment is anticipated, relates the development to the character of Avon as a whole;
Staff Response: The application proposes a design that relates to the character of the surrounding community.
2. The design meets the development and design standards established in this Development Code; and Staff Response: The design enhances the gateway experience of the Town and meets the established design
standards.
3. The design reflects the long- range goals and design criteria from the Avon Comprehensive Plan and other applicable, adopted plan documents.
Staff Response: The design elements in this Application bring forward several of the long range goals and design
criteria form the Avon Comprehensive Plan. These improvements are intended to tie seamlessly with neighboring
improvements to better define and connect the Town. The improvements continue to define Avon as a destination
resort with quality design elements and the design directly implements goals, policies, and principles highlighted
above from the Avon Comprehensive Plan.
STAFF RECOMMENDATION FOR MNR20007: Staff recommends approval of the Minor Development Plan for
the Avon Road Underpass, with the following findings and condition:
Findings:
1. The proposed application was reviewed pursuant to §7.16.080(f), Development Plan, §7.16.090(f), Design
Review. The design meets the development and design standards established in the Avon Development
Code;
2. The application is complete;
3. The application provides sufficient information to allow the PZC to determine that the application complies
with the relevant review criteria;
4. The application complies with the goals and policies of the Avon Comprehensive Plan;
5. The demand for public services or infrastructure exceeding current capacity is mitigated by the application;
and
6. The design relates the development to the character of the surrounding community.
Condition:
1. Engineering Staff shall investigate running electrical conduit to the snow shelters, should the need for
additional lighting arise.
RECOMMENDED MOTION: “I move to approve Case #MNR20007, an application for Minor Design and
Development Plan for the Avon Road Underpass, Block 2 Benchmark at Beaver Creek Subdivision together with
the findings of fact and condition outlined by Staff.”
ATTACHMENTS:
A. Application Materials
ATTACHMENT B
April 7, 2020 PZC Meeting – Avon Road Underpass Improvements 5
Thank you,
David McWilliams
970-749-4023 / cmcwilliams@avon.org
ATTACHMENT B
Z E H R E N
A N D A S S O C I A T E S
ARCHITECTURE PLANNING
INTERIORS LANDSCAPE ARCHITECTURE
Avon Road
I-70 Underpass Improvements
Avon, CO
Minor Development Plan Submittal
YARNELL CONSULTING& CIVIL DESIGN, LLC
PROJECT AREA
Avon RoadI-70WestboundI-70EastboundEastbound
On-Ramp
Roundabout #2Roundabout #1
February 27, 2020
Eastbound
Off-RampWestbound
On-Ramp
Westbound
Off-Ramp
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCExisting Summer Conditions
Existing:
• Uninteresting landscape
• Bridge columns restrict
pedestrian and bicycle
circulation
• Concrete slope drains
water onto sidewalk in winter.
Southern Property Line Looking West
PROJECT AREA
Avon Road
I-70WestboundI-70EastboundRoundabout #2
Roundabout #1
Eastbound
Off-Ramp
Westbound
On-Ramp
1 5
2 6
3 7
4 8
Existing:
• Broken concrete slopes
• Narrow strip of grass is as
difficult to maintenance
• Narrow sidewalk
attached to roadway
Existing:
• Pedestrian sidewalk leading
into Avon
• Unattractive concrete slope
• No way finding
• New Avon road landscape
ends at this location
Existing:
• Unattractive and broken
pavement
• Bridge columns located
within pedestrian circulation
of sidewalk
• Loud traffic noise from
concrete slopes
Existing:
• Crosswalk
• Uninteresting grass slope
• New landscape island
• Light poles
Existing:
• Narrow sidewalk next to
traffic lanes.
• Bridge columns impede
pedestrian walkway.
• No landscaping
• No identity for entrance
to Avon Town Center
Existing:
• Inconsistently colored
concrete slope.
• Fast moving traffic at cross-
walk.
• I-70 Bridge lacks character
• Wide sidewalk
Existing:
• Unattractive guardrail and
chain link fencing on I-70
bridge.
• No landscape interest
• Lacks identity as a gateway
between North and South
Avon.
1
234
5
6
7 8
Eastbound
On-RampWestbound
Off-Ramp
Key Plan
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCHazardous Winter Conditions
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC
TOPOGRAPHIC MAP
INTERSTATE 70
RIGHT-OF-WAY/AVON ROAD
County of Eagle, State of Colorado
MARCIN ENGINEERING LLC
P.O. BOX 1062
AVON, CO 81620
(970) 748-0274
(970) 748-9021 FAX
GRAPHIC SCALE
(IN FEET)1 inch = 30 ft.
TOPOGRAPHIC MAP
INTERSTATE 70 RIGHT-OF-WAY/AVON ROAD
Section 12, Township 5 South, Range 82 West of the 6th Principal Meridian
County of Eagle, State of Colorado
Survey
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC Scale: 1” = 16’
0 16’8’32’Proposed Conditions
Illustrative Site Plan
Avon RoadI-70WestboundI-70EastboundEastbound
On-Ramp
Roundabout #2
Roundabout #1
Eastbound
Off-RampWestbound
On-Ramp
Westbound
Off-Ramp
Boulder Wall
Existing Sidewalk
Perennials
Native Seed
Snow Protection Shelter
(Typical of (4)
Boulders
Groundcover
(Sweet Woodruff)
Tree and Shrub
Plantings on Slope
I-70 Bridge
(Above)
Proposed
Sidewalk
2:1 Rip Rap Slope
(Below Bridges)
Drainage
Swale
Perennials
Existing Plant Bed
to Remain
Drainage Swale
Tree and Shrub
Plantings on Slope
Native Seed
Existing Concrete
Slope
Plant Bed
(Mulch)
Plant Bed
(Mulch)Section LineAttachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCProposed Landscape Materials and Planting
SCALE: 1"=16'
2/24/20
0 8' 16' 32'
AVON ROAD UNDERPASS - CONCEPTUAL LAYOUT AND GRADING PLAN
AVON, CO
Scale: 1” = 16’
0 16’8’32’
I-70
Westbound
Avon Road
Weeping White Spruce
Bark Mulch
Perennials
Russian SageConcrete Sidewalk Snow Protection
Shelter
Sweet Woodruff
Ground Cover
Columnar Aspen Tree Rip Rap Slope
(Angular Stone)
A
Boulder WallCanada Red Chokecherry
Ornamental
Grasses
Native Grass Swale
I-70
Eastbound
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC Scale: 1/4” = 1’-0”
0 4’2’8’Site Section
Snow Protection Shelter Character Images
Boulder Wall Character Images
Existing Town Bus Stops
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCProposed Snow Shelter Materials and 3D Model Views
Snow Shelter Materials
3D Model Views
Corrugated Galvanized Steel Roofing
Steel Columns and Beams
Powder Coated Black
6x6 Columns / 6x12 Beams
Existing I-70 Concrete Bridge
Trex Tongue and Groove Ceiling
Board Formed Concrete Foundation
Sweet Woodruff
Ground Cover
Sandstone
Boulders
Concrete Sidewalk
Native
Grass Rip Rap
Mulch
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC
SHEET NO.
SHEET TITLENO.NAMEISSUE / REVISIONDATE:DATETHE DESIGNS SHOWN HEREIN INCLUDINGALL TECHNICAL DRAWINGS, GRAPHICREPRESENTATION & MODELS THEREOF, AREPROPRIETARY & CAN NOT BE COPIED,DUPLICATED, OR COMMERCIALLY EXPLOITEDIN WHOLE OR IN PART WITHOUT THE SOLEAND EXPRESS WRITTEN PERMISSION FROMZEHREN AND ASSOCIATES, INC.DESIGN BY:DRAWN BY:REVIEWED BY:PROJECT NO.:L2.0
1 LANDSCAPE PLAN
1" = 20'-0" (22" X 34" SHEET)
10' 20' 40'0
LANDSCAPE
PLAN
L2.0Landscape Plan Scale: 1” = 20’
0 20’10’40’
Attachment AATTACHMENT B
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC SHEET NO.
SHEET TITLEAVON ROAD IMPROVEMENTSAVON ROAD BETWEENROUNDABOUTS 1 AND 2AVON (EAGLE COUNTY), COLORADOJ. YARNELLJ. YARNELLJ. YARNELL17.0252/23/2020OVERALL
GRADING PLAN
C2
811Site and Grading Plan
Attachment AATTACHMENT B
970-331-3741 JHildreth@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Justin Hildreth, Town Engineer
RE: Avon Road I70 Underpass Improvements Project
DATE: June 4, 2020
SUMMARY: In the Town of Avon Capital Project’s Fund budget, Town Council approved $90,000 for
design in 2020 and $900,000 for construction in 2021 to enhance pedestrian and bicycle safety along the
Avon Road underpass below I70. The project is currently focused on the west side and if successful it can
be implemented on the east side in the future. Currently, in the winter, frequent icing is observed that
impacts the safety of users. The goal of the project is to improve safety for users year-round by creating a
buffer from vehicular traffic and improving drainage to minimize winter icing conditions. There will be some
aesthetic improvements, but most of those improvements have been removed based on the direction of
Council.
BACKGROUND: The Town has planned for improving the underpass since the development of the
“Creating a Vision Toward a more Prosperous Future Through Healthier Built Environments“ report by Blue
Visions, LLC prepared in 2015. The study recommended “right-sizing” Avon Road and upgrading
pedestrian and bicycle facilities to make it more comfortable for non-vehicular users. Further evaluation
determined that Avon Road is not overbuilt at this section, but additional north/south pedestrian and bicycle
facilities will enhance safety in this area. The project includes removal of some of the concrete slope
paving and constructing a vertical retaining wall to accommodate raising the sidewalk above the roadway,
installing protective shelters to deflect snow from I70 plows, enhancing drainage facilities to minimize ice
build-up, and landscaping. The Planning and Zoning Commission approved the design of the
improvements with the condition of lighting in the shelters, snowmelt in the drainage structures, and the
east side be elevated in importance for the Capital Project’s Fund budget.
Landscaping: The planting pallet is made up of spruce, chokecherry, aspen, grasses, perennials, native
grasses, Russian sage, ground cover, and mulch. Hardscape materials include snow protection shelters,
concrete sidewalk, stone retaining wall, and riprap stone under I-70. Landscaping choices are compliant
with Avon Municipal Code and consistent with improvements made to Avon Road in 2015.
Protective Shelters: The shelters design took visual cues from Avon’s bus shelters for materials, colors,
and form, all of which are compliant with Avon Municipal Code. It does not connect to the sloped ground on
the west side, thereby providing refuge from the elements while preserving open views of the area.
Lighting: Lighting will be installed in the shelters to promote a safe environment as recommended by the
Planning and Zoning Commission.
ANALYSIS: The project is designed based on direction from Town Council at previous meetings. Council
requested staff evaluate the feasibility of installing an electric snow melt system. Staff recommends
installing the snowmelt system in the swale above the new sidewalk. The heated swale will ensure that
runoff is collected and directed to the drains rather than the sidewalk. The estimated installation cost for
the snowmelt system is $75,000 and yearly operating cost is $25,000. If Council directs staff to add
snowmelt to the sidewalk, that will double these numbers.
FINANCIAL CONSIDERATIONS: The current design budget is $90,000 and preliminary construction cost
estimate is $900,000. The addition of snowmelt will increase the construction cost by $75,000.
ATTACHMENT C
Page 2 of 2
RECOMMENDATION: Staff is requesting Council direction regarding the addition of a snowmelt system at
a cost of at least $75,000 and a yearly operation cost of $25,000 / year.
PROPOSED MOTION: I move to direct Staff to move forward with construction documents for the project
and add a snowmelt system to the drainage system to prevent the accumulation of ice under the bridges.
Thank you, Justin Hildreth, Town Engineer
ATTACHMENTS: Avon Road I-70 Underpass Improvements prepared by Zehren and Associates.
ATTACHMENT C
Z E H R E N
A N D A S S O C I A T E S
ARCHITECTURE PLANNING
INTERIORS LANDSCAPE ARCHITECTURE
Avon Road
I-70 Underpass Improvements
Avon, CO
Minor Development Plan Submittal
YARNELL CONSULTING& CIVIL DESIGN, LLC
PROJECT AREA
Avon RoadI-70WestboundI-70EastboundEastbound
On-Ramp
Roundabout #2Roundabout #1
February 27, 2020
Eastbound
Off-RampWestbound
On-Ramp
Westbound
Off-Ramp
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCExisting Summer Conditions
Existing:
• Uninteresting landscape
• Bridge columns restrict
pedestrian and bicycle
circulation
• Concrete slope drains
water onto sidewalk in winter.
Southern Property Line Looking West
PROJECT AREA
Avon Road
I-70WestboundI-70EastboundRoundabout #2
Roundabout #1
Eastbound
Off-Ramp
Westbound
On-Ramp
1 5
2 6
3 7
4 8
Existing:
• Broken concrete slopes
• Narrow strip of grass is as
difficult to maintenance
• Narrow sidewalk
attached to roadway
Existing:
• Pedestrian sidewalk leading
into Avon
• Unattractive concrete slope
• No way finding
• New Avon road landscape
ends at this location
Existing:
• Unattractive and broken
pavement
• Bridge columns located
within pedestrian circulation
of sidewalk
• Loud traffic noise from
concrete slopes
Existing:
• Crosswalk
• Uninteresting grass slope
• New landscape island
• Light poles
Existing:
• Narrow sidewalk next to
traffic lanes.
• Bridge columns impede
pedestrian walkway.
• No landscaping
• No identity for entrance
to Avon Town Center
Existing:
• Inconsistently colored
concrete slope.
• Fast moving traffic at cross-
walk.
• I-70 Bridge lacks character
• Wide sidewalk
Existing:
• Unattractive guardrail and
chain link fencing on I-70
bridge.
• No landscape interest
• Lacks identity as a gateway
between North and South
Avon.
1
234
5
6
7 8
Eastbound
On-RampWestbound
Off-Ramp
Key Plan
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCHazardous Winter Conditions
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC
TOPOGRAPHIC MAP
INTERSTATE 70
RIGHT-OF-WAY/AVON ROAD
County of Eagle, State of Colorado
MARCIN ENGINEERING LLC
P.O. BOX 1062
AVON, CO 81620
(970) 748-0274
(970) 748-9021 FAX
GRAPHIC SCALE
(IN FEET)1 inch = 30 ft.
TOPOGRAPHIC MAP
INTERSTATE 70 RIGHT-OF-WAY/AVON ROAD
Section 12, Township 5 South, Range 82 West of the 6th Principal Meridian
County of Eagle, State of Colorado
Survey
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC Scale: 1” = 16’
0 16’8’32’Proposed Conditions
Illustrative Site Plan
Avon RoadI-70WestboundI-70EastboundEastbound
On-Ramp
Roundabout #2
Roundabout #1
Eastbound
Off-RampWestbound
On-Ramp
Westbound
Off-Ramp
Boulder Wall
Existing Sidewalk
Perennials
Native Seed
Snow Protection Shelter
(Typical of (4)
Boulders
Groundcover
(Sweet Woodruff)
Tree and Shrub
Plantings on Slope
I-70 Bridge
(Above)
Proposed
Sidewalk
2:1 Rip Rap Slope
(Below Bridges)
Drainage
Swale
Perennials
Existing Plant Bed
to Remain
Drainage Swale
Tree and Shrub
Plantings on Slope
Native Seed
Existing Concrete
Slope
Plant Bed
(Mulch)
Plant Bed
(Mulch)Section LineAttachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCProposed Landscape Materials and Planting
SCALE: 1"=16'
2/24/20
0 8' 16' 32'
AVON ROAD UNDERPASS - CONCEPTUAL LAYOUT AND GRADING PLAN
AVON, CO
Scale: 1” = 16’
0 16’8’32’
I-70
Westbound
Avon Road
Weeping White Spruce
Bark Mulch
Perennials
Russian SageConcrete Sidewalk Snow Protection
Shelter
Sweet Woodruff
Ground Cover
Columnar Aspen Tree Rip Rap Slope
(Angular Stone)
A
Boulder WallCanada Red Chokecherry
Ornamental
Grasses
Native Grass Swale
I-70
Eastbound
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC Scale: 1/4” = 1’-0”
0 4’2’8’Site Section
Snow Protection Shelter Character Images
Boulder Wall Character Images
Existing Town Bus Stops
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLCProposed Snow Shelter Materials and 3D Model Views
Snow Shelter Materials
3D Model Views
Corrugated Galvanized Steel Roofing
Steel Columns and Beams
Powder Coated Black
6x6 Columns / 6x12 Beams
Existing I-70 Concrete Bridge
Trex Tongue and Groove Ceiling
Board Formed Concrete Foundation
Sweet Woodruff
Ground Cover
Sandstone
Boulders
Concrete Sidewalk
Native
Grass Rip Rap
Mulch
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC
SHEET NO.
SHEET TITLENO.NAMEISSUE / REVISIONDATE:DATETHE DESIGNS SHOWN HEREIN INCLUDINGALL TECHNICAL DRAWINGS, GRAPHICREPRESENTATION & MODELS THEREOF, AREPROPRIETARY & CAN NOT BE COPIED,DUPLICATED, OR COMMERCIALLY EXPLOITEDIN WHOLE OR IN PART WITHOUT THE SOLEAND EXPRESS WRITTEN PERMISSION FROMZEHREN AND ASSOCIATES, INC.DESIGN BY:DRAWN BY:REVIEWED BY:PROJECT NO.:L2.0
1 LANDSCAPE PLAN
1" = 20'-0" (22" X 34" SHEET)
10' 20' 40'0
LANDSCAPE
PLAN
L2.0Landscape Plan Scale: 1” = 20’
0 20’10’40’
Attachment AATTACHMENT C
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc. Avon Road I-70 Underpass Improvements February 27, 2020
YARNELL CONSULTING & CIVIL DESIGN, LLC SHEET NO.
SHEET TITLEAVON ROAD IMPROVEMENTSAVON ROAD BETWEENROUNDABOUTS 1 AND 2AVON (EAGLE COUNTY), COLORADOJ. YARNELLJ. YARNELLJ. YARNELL17.0252/23/2020OVERALL
GRADING PLAN
C2
811Site and Grading Plan
Attachment AATTACHMENT C
970-748-4045 jhildreth@avon.org
TO: Honorable Mayor Smith Hymes and Council Members FROM: Justin Hildreth, Town Engineer
RE: Notice of Award – Harry A. Nottingham Park, West
Landscape Improvements Project
DATE: March 13, 2021
SUMMARY: Staff requests Council authorization to issue Notice of Award for construction of the Harry A.
Nottingham Park, West Landscape Improvements Project (“Project”) as approved in the Town of Avon
2021 Capital Projects Fund to Rocky Mountain Custom Landscapes. The Project implements long range
concepts and ideas for substantial enhancement of the Harry A. Nottingham Park, West area which date
back to 2008. The Project will enhance the functionality of the play field and courts, raise the quality of this
west park area to the same level as the east park area, and establish a uniform design throughout the
entire Harry A. Nottingham Park. Staff is excited to commence this Project for the benefit of the Avon
community.
DISCUSSION: The Harry A. Nottingham Park, West Landscape Improvements Project generally consists of
updating the landscaping at the entrance near the Avon Elementary School, creating a sports court
walkway, building an east side entry plaza, and replacing the softball infield. The existing landscaping in
the area was originally installed in 1995 and is due for a full replacement and upgrade. The Project was
designed in early 2020, presented to Town Council on May 6, 2020, and approved by the Planning and
Zoning Commission on May 14, 2020. The May 6, 2020, Council report is attached. The Project was bid
out, excluding the east entry plaza, in 2020 to area firms and only one bid was submitted for $221,146.
The project was not awarded at that time because of the poor response and was over the 2020 budget.
The low response from contractors was because it was bid out in June, which is late in the landscape
season, and COVID restrictions.
Council approved $280,000 in the 2021 Capital Projects Fund for this project, including the east entry
plaza. Since approval of the 2021 budget, three cut stone art bases and conduit for a digital messaging
sign have been added to the scope for $7,731.56 and $8,530 respectively.
We also recommend installing a monument sign at the West Beaver Creek Blvd entrance for $20,000. The
sign is not included in the budget or the RMCL bid and would be procured directly from the manufacturer.
The sign will enhance the entrance wayfinding and match the existing entrance signs located on Lake
Street and the north entrance.
Page 2 of 3
FIGURE 1: RECOMMENDED MONUMENT SIGN AT WEST BEAVER CREEK BLVD ENTRANCE
Bid Process and Recommendation
Staff advertised the Project for (3) weeks on the Town website, local newspapers, and on Bidnetdirect.com
beginning on January 28, 2021. The Bid Opening was held on March 11th and 3 bids were received:
Elite Industries, Inc. $332,863.40
Harvest Energy Services $538,003.92
Rocky Mountain Custom Landscapes $271,017.12
Staff recommends issuance of the Notice of Award to the low bidder, Rocky Mountain Custom Landscapes
(RMCL). RMCL is based in Gypsum and has completed similar projects in scope and size. The design
firm, Zehren and Associates has previously worked with RMCL with positive results.
CONSTRUCTION SCHEDULE: The current schedule is to begin work the project in mid-April and
complete the project by July 1st.
FINANCIAL CONSIDERATIONS: The current Capital Projects Fund (“CPF”) budget includes $280,000 for
the project. We recommend increasing the project budget to $318,000 to fund a monument sign,
contingency and construction administration expenses. The project budget will require an additional
$38,000 be included in the next Capital Projects Fund budget amendment.
The Project cost estimate is shown in Table 1 below and includes an approximate 10% construction
contingency.
Page 3 of 3
Table 1: Harry A. Nottingham Park, West Park Landscape Improvements Project Budget
Available Funds in 2021 Budget: $ 280,000
Additional Requested Funds $ 38,000
Construction Cost $ 271,017
Contingency (10%) $ 26,983
Monument Sign $ 20,000
TOTAL REVISED BUDGET $ 318,000
ENGAGE AVON: All design information and Project history has been posted on Engage Avon.
RECOMMENDATION: I recommend Council authorization to award the Harry A. Nottingham Park, West
Park Landscape Improvements Project contract to the low bidder, Rocky Mountain Custom Landscapes, in
the amount of $271,017 and adjust the project budget to $318,000.
PROPOSED MOTION: “I move to authorize issuance of the Notice of Award for the Harry A. Nottingham
Park, West Landscape Improvements Project contract to the low bidder, Rocky Mountain Custom
Landscapes, in the amount of $271,017 and in the next budget amendment appropriate an additional
$38,000 from the Capital Projects Fund for this project.”
Thank you, Justin
ATTACHEMENTS
A- May 6, 2020, Council Report from Matt Pielsticker
970.748.4413 mpielsticker@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Matt Pielsticker, Planning Director
RE: West Nottingham Park Improvements
DATE: May 6, 2020
SUMMARY: Enhancements to the West Nottingham Park will be presented and discussed during the May
12th regular meeting. Two directives from the 2020 Strategic Plan are being implemented with this effort:
1) Landscape Enhancements to West Nottingham Park: Design and install landscape enhancements to
the West Nottingham Park area, and
2) Field Improvements to West Nottingham Park: Prepare concept plans to remove softball field and chain
link back stop, install grass, and establish an adult soccer field and smaller children’s soccer field to support
multiple soccer play. Solicit community input before finalizing designs. Proceed with implementation in
spring 2020 if community support exists for project.
Staff contracted Zehren and Associates to perform the design work based upon their staff’s direct experience with
master planning Harry A. Nottingham Park, as well as relevant experience working on public landscaping projects
of this nature. Staff is seeking input from Council before proceeding through approvals and construction.
BACKGROUND POLICY: The scope of the project is limited to the “lower field” area of Nottingham Park, as well
as the West Beaver Creek Boulevard street frontage, and the sidewalk connecting the two areas. Given the built
nature of the area and obvious constraints with existing improvements, the 2009 Harry A. Nottingham Park master
plan includes minimal direction. The 2009 Harry A. Nottingham
Park master plan calls for “additional landscaping, park entry
monument and directional signage, parking lot lighting” for the
area.
The Town Owned Properties Plan (April 2017) shows the softball
field being removed and replaced with sod. Additional pickleball
facilities are depicted in the general vicinity of the softball field
based in response to the volume of public comments, organized
nature of pickleball users, and lack of other identified areas of the
park to include these additional facilities. Number 1 signifies
existing courts, and number 2 signifies “multi-use” field.
The Avon Comprehensive Plan (2017) reinforces the Town-
Owned Properties Plan with language supporting
implementation of that plan’s recommendations noted above.
DESIGN PLANS: The Scope of work includes four narrowly defined areas, including:
1) ‘Area A – Bus Stop Plaza’: Far west end at entrance to school and between basketball courts, bus
stop and bike share.
• New hardscape paver treatments for heavily trafficked areas including the shortcut
sidewalk connection, and bike share bicycle storage.
• Tall grasses bordering fence line of sport courts.
• Public art concept to utilize tall chain-link sport court fence.
ATTACHMENT A
970.748.4413 mpielsticker@avon.org
• Landscaping to screen above ground water infrastructure.
• Two new trees between bus stop and water treatment plant.
• New bike rack at bus stop,
• Concrete pad adjacent to bus stop for separate recycling and trash containers.
• Monument sign to match other Nottingham Park and Town Hall signage.
2) ‘Area B - Sports Courts Walkway’: Narrow strips between the walkway and parking, and between
the walkway and the sports courts.
• New landscaping throughout entire stretch.
• Hardscape pavers for entrance areas to sport courts.
3) ‘Area C – Park Entry Plaza’: Eastern end of parking lot, transition to the lower field.
• Terraced viewing area with picnic bench seating.
• Trees and low landscaping to border the area and provide separation from parking area.
• Hardscape pavers to define area and connect with existing path.
• Potential for future ADA access off northeast corner of parking area to access field area.
4) ‘Area D - Softball Infield’: Infield where back stops and dugouts will be removed and replaced.
• Removal of entire backstop and dirt softball field.
• Ability to accommodate full size U12 soccer field and future full size pickleball court(s)..
• Or U11 soccer field, U9 soccer field, and two full size pickleball courts.
BUDGET: The Capital Projects Fund includes $55,000 for West Nottingham Park Landscape improvements and
$25,000 for softball infield removal in 2020. It is expected that the attached concept drawings, even without
pickleball courts, would far exceed the placeholder in the budget. For example, the park entry sign near the
sidewalk entrance would likely be $10,000 - $15,000 by itself. Certainly, an important design element and
wayfinding piece that may not be essential in year one, but appropriate to have sited in these plans for a future
year. Staff is seeking feedback and prioritization of the elements in the plans. The contract for design work to get
to construction is $6,400 (not including construction oversight), leaving approximately $73,600 for construction of
improvements in West Nottingham Park.
FEEDBACK: Concept plans have been posted at the western entrance to the park to alert the immediate
community of the planned changes. Additionally, the Vail Valley Soccer Club has provided support for these
improvements. Their current membership totals 450 players, with over 50% Hispanic composition and growing.
Kerri Thelen, Executive Director of Vail Valley Soccer Club, has presented possible grant opportunities for field
improvements. One, from Colorado Soccer Association, and another from US Soccer for grants serving
underserved communities.
TENTATIVE SCHEDULE:
• May 12 – Town Council
• May 19 and/or June 2– PZC Design Review
• June 3 – Bid Documents to 3 Contractors
• June/July- Construction
ATTACHMENT: Concept Design Plans, dated May 7, 2020
ATTACHMENT A
West Nottingham Park Improvements
Z E H R E N
A N D A S S O C I A T E S
ARCHITECTURE PLANNING
I NTERIORS LANDSCAPE ARCHITECTURE
PROJECT AREAWest Beaver Creek BoulevardExisting Courts
Existing
P
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L
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Avon Elementary
ERWSD Building
Railroa
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s Nottingham LakeConcept Design
May 7, 2020
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc.West Nottingham Park ImprovementsMay 7, 2020
Z E H R E N
AND ASSOCIATES
ARCHITECTURE • PLANNING • INTERIORS
LANDSCAPE ARCHITECTURE
Existing Site Photos
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc.West Nottingham Park ImprovementsMay 7, 2020
Z E H R E N
AND ASSOCIATES
ARCHITECTURE • PLANNING • INTERIORS
LANDSCAPE ARCHITECTURE
Overall Illustrative Plan
Area C
Park Entry Plaza
Area D
Softball Infield
Railroa
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k
s Existing PathExisting Soccer FieldBus StopArea A
Bus Stop Plaza
Area B
Sports Court Walkway
Scale: 1” = 20’
0 20’10’40’
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc.West Nottingham Park ImprovementsMay 7, 2020
Z E H R E N
AND ASSOCIATES
ARCHITECTURE • PLANNING • INTERIORS
LANDSCAPE ARCHITECTURE
Bus Stop Plaza & Sports Court Walkway Scale: 1/8” = 1’-0”
0 8’4’16’
Existing Light Pole
“Ice Plant” Groundcover
Community Art Display
Paver Infill
Existing Light Pole
New Bike Share Rack
Existing Bike
Share Rack
New “Hoop”
Bike Rack
Existing Bus
Shelter
New Concrete Pad
for Trash / Recycling
New Tree and Shrub Plantings
(Mulch Bed)
New Landscaping to Screen Existing
Utility Structures
Extend Existing Boulder Wall
Extend Existing Boulder Wall
Re-Build Existing Boulder Wall
Karl Foester Ornamental Grasses
Paver Infill at
Basketball Court Entries
Existing Drinking Fountain
New Stone Steps
“Creeping Jenny” Groundcover
Stone Block Benches
Paver Plaza
Existing SidewalkExisting
W
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Existing
W
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Existing Parking Lot
New Park Monument Sign (Match Existing Signs)
Karl Foester Ornamental Grasses
(Mulch Bed)
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc.West Nottingham Park ImprovementsMay 7, 2020
Z E H R E N
AND ASSOCIATES
ARCHITECTURE • PLANNING • INTERIORS
LANDSCAPE ARCHITECTURE
Sports Court Walkway and Park Entry Plaza Scale: 1/8” = 1’-0”
0 8’4’16’
Existing Light Pole
“Ice Plant” Groundcover
New Stone Steps
“Creeping Jenny” Groundcover
Perennial Accent
Planting Pocket
Karl Foester Ornamental Grasses
(Mulch Bed)
Potential Future ADA
Path Connection
New Tree, Shrub, and
Perennial Accent Planting
Paver Plaza
Concrete Edge
Restraint
Picnic Tables
(Town Standard)
Benches
(Town Standard)
Paver Path Connection
1’ or 2’ Boulder Wall
If Needed
Stone Block Benches
Paver Infill at
Court Entries
Paver Infill at
Court Entries
Existing
W
a
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k
w
a
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Existing Asphalt PathExisting
W
a
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w
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ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc.West Nottingham Park ImprovementsMay 7, 2020
Z E H R E N
AND ASSOCIATES
ARCHITECTURE • PLANNING • INTERIORS
LANDSCAPE ARCHITECTURE Existing Asphalt PathExisti
n
g
A
s
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P
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Remove Existing Dugout and Backstop
Fencing
Remove Existing Dugout and Backstop
Fencing
Replace Softball Infield With Sod
Softball Infield Scale: 1/8” = 1’-0”
0 8’4’16’
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc.West Nottingham Park ImprovementsMay 7, 2020
Z E H R E N
AND ASSOCIATES
ARCHITECTURE • PLANNING • INTERIORS
LANDSCAPE ARCHITECTURE
Sports Fields Layout - Option 1
U11 SOCCER FIELD
150’ X 240’
(Matches Current Field Size)
U9 SOCCER FIELD
135’ X 90’(2) REGULATION SIZE
PICKLE BALL COURTS
Scale: 1” = 20’
0 20’10’40’
ATTACHMENT A
po box 975 . avon . colorado 81620 . 970 748 4000 . www.avon.org
Town of Avon Zehren and Associates, Inc.West Nottingham Park ImprovementsMay 7, 2020
Z E H R E N
AND ASSOCIATES
ARCHITECTURE • PLANNING • INTERIORS
LANDSCAPE ARCHITECTURE
Sports Fields Layout - Option 2
U12 AND UP SOCCER FIELD
210’ X 300’
(6) REGULATION SIZE
PICKLE BALL COURTS
Scale: 1” = 20’
0 20’10’40’
ATTACHMENT A
970-748-4045 jhildreth@avon.org
TO: Honorable Mayor Smith Hymes and Council Members FROM: Justin Hildreth, Town Engineer
John Curutchet, Recreation Director
RE: Notice of Award – Recreation Center
Locker Room Remodel Project
DATE: March 11, 2021
SUMMARY: Staff requests Council authorization to issue Notice of Award for construction of the
Recreation Center Locker Room Remodel Project as approved in the Town of Avon 2021 Capital Projects
Fund to Catalyst Construction, LLC.
At the February 23rd, 2021, Council tabled the Notice of Award and requested additional information
summarized in this memo.
DISCUSSION: The Recreation Center Locker Room Remodel Project generally consists of the
replacement of lockers, shower and restroom partitions, tile and paint. The Recreation Center has required
new lockers for several years. They were originally planned to be replaced as part of the previous proposal
to expand the Recreation Center. That proposal was not successful, and the lockers were subsequently
included in the 2020 Capital Projects Fund budget. A future expansion of the Recreation Center is at least
several years out, and if they are not replaced in 2021, they will continue to degrade, causing increased
maintenance and reliability issues.
The original project vision was presented to the Health and Recreation Committee on June 16, 2020, and
Town Council on June 23, 2020, and the report is attached. The existing lockers are recommended to be
replaced because they are at the end of their useful life, parts are no longer readily available and are
difficult to maintain. The new lockers will be easier to maintain and have a longer useful life because they
are more durable, water resistant, and contain non-proprietary parts. The partitions will be replaced to
match the lockers and tile is being installed because it will enhance the slip resistance, reducing falls. This
project will enhance and improve the existing facility and keep it current with modern trends and standards.
In addition to the replacement of existing lockers, the new lockers are slightly wider which is intended to
improve comfort, spacing and usability by Recreation Center patrons.
The current and proposed locker configuration is summarized below:
Existing Lockers (11-inch width)
Full Height Half Height Total
Men’s 62 146 208
Women’s 28 113 141
TOTAL 90 259 349
Proposed Lockers (15-inch width)
Full Height Half Height Total
Men’s 52 102 254
Women’s 33 58 154
TOTAL 85 160 245
Page 2 of 4
In addition to the lockers listed above, there are 16 half height lockers in the family changing area. There is
a discrepancy between the split between the number of men’s and women’s lockers and I do not know
what the justification was in 1995 for the uneven split. The existing full height lockers have a top shelf and
the new 15-inch lockers will have a bottom shoe compartment.
Currently, 75% of the lockers are used at peak time. There are 35 men’s and 30 women’s lockers included
in the long-term rental pool, split between half and full height lockers. As part of this project, the long-term
rental program will be discontinued since it only generates $7,600 per year. With the elimination of the
rental program, the proposed lockers layout will meet the current demands at the Recreation Center.
Additional Information Requested by Council
The following information was requested by Council at the February 23, 2021, meeting:
• The existing lockers have proprietary parts that are no longer fabricated. What type of
replacement parts are required for the new lockers and do should we stock additional parts
in case the lockers are discontinued?
The door hinges and the lock mechanism will have to be replaced over time. These parts are not
proprietary and should be readily available in 20-years. A broken door should be able to be
replaced even if the manufacturer goes out of business because there are numerous
manufacturers in the country that can fabricate a replacement. A potential issue 20-years from
now is if the door color is discontinued but we expect a matching color can be purchased.
• Are the materials used to fabricate the lockers sustainable/recyclable?
Phenolic lockers can be recycled at the end of their useful life.
• How will the existing lockers be disposed of? Can they be repurposed or recycled?
The lockers that are in working order will be sold or given away to Salvation Army, Habitat for
Humanity or other used furniture outlet. Common destinations for used lockers are workshops,
garages, and work trailers. The lockers that are damaged and cannot be repurposed will be
recycled.
• Will the new lockers support a future expansion?
We believe the proposed number of lockers will support a future expansion. Breckenridge
Recreation Center is a larger facility with 196 lockers and sees an average of 800 visitors per day,
compared to our 600 per day. The Breckenridge Recreation Center managers reported they have
never experienced any capacity issues for locker space. Silverthorne Recreation Center is also
larger than the Avon Recreation Center. They have 280 lockers and do not experience capacity
issues.
It is difficult to project the potential demand a Recreation Center expansion will require until it is
programmed but if the lockers rooms are expanded or reconfigured, the new lockers can be
relocated to accommodate the changes and matching lockers can be purchased at that time. The
financial exposure would only be the relocation of the lockers to match a new locker room
configuration. Staff recommends that the replacement of the lockers not be delayed till the
Recreation Center is expanded.
Page 3 of 4
• How long have the lockers been on the market? Do they have a long track record?
Phenolic resin is a high density, self-supporting solid plastic material that was developed 100-years
ago. The phenolic core locker systems have been on the market for 50-years and in the last 10-
years have become affordable and used in public recreation centers. They are recognized to be
the most durable locker material because they have the following qualities:
o Graffiti and wear resistant
o Corrosion and chemical resistant
o Class A and B fire rated material
o Scratch and cut resistant
o Scratch and cut resistant
o Easy to clean
o The material is considered environmentally sustainable and contributes to LEED
certification for new building applications
• Can the supplier provide a list of other rec centers that have used these lockers?
Following are Recreation Centers in Colorado that have used Phenolic Lockers from the manufacturer:
o Aspen Lockers
o Aspen Valley CCD
o Aspen Valley Hospital
o Aurora Central Recreation Center
o Beck Recreation Center, Aurora, Colorado
o Chilson Recreation Center
o Eagle Point, Vail
o Eagle Pointe Recreation Center, Commerce City
o Goodson Recreation Center
o Johnston Recreation Center
o Parker Recreation Center
o Regency Athletic Complex
o Tail Winds Recreation Center
o Windsor Recreation Center
Since there are numerous manufacturers of this product, there are other recreation centers in the
Colorado with phenolic lockers not on this list.
• How many lockers are available in the family rooms area?
We have 16 half size lockers in the family change area.
Bid Process and Recommendation
Staff advertised the Project for (3) weeks on the Town website, local newspapers, and on Bidnetdirect.com
beginning on July 31st, 2020. The Bid Opening was held on September 10th and 5 bids were received:
Catalyst Construction, LLC $198,893.00
Ford Construction, CO $243,097.00
Hess Contracting, Inc. $362,887.00
Rapid Restoration $341,634.00
GE Johnson $536,652.10
Page 4 of 4
Staff recommends issuance of the Notice of Award to the low bidder, Catalyst Construction, LLC
(“Catalyst”). Catalyst is based in Denver and this project will be managed from the Grand Junction office.
The project manager has worked successfully for the Town with a previous employer on the Avon Regional
Transit Facility project.
The original specified lockers used a particle board material that was not moisture resistance and Catalyst
recommended a phenolic core (heavy duty plastic) locker that can withstand moisture and is expected to be
much more durable. We are recommending that the locker material be changed from particle board to a
heavy-duty plastic material that will increase the warranty from 3-years to 10-years for an additional
$49,370. Staff also requested a change of tile to modernize the aesthetic, from a 2-inch square tile to a 36-
inch by 6-inch wood grain style for an additional $9,352. The upgrades to the lockers and tile increase the
construction cost from $198,893 to $257,615.
CONSTRUCTION SCHEDULE: The current schedule is to complete the project by the end July. The lead
time for the lockers is approximately 8-weeks and construction will start once they are delivered. Once
delivered, the project is expected to take 4 to 6 weeks. The Recreation Center will remain open during the
locker room remodel. The locker rooms are currently closed due to COVID-19 public health orders.
FINANCIAL CONSIDERATIONS: The current Capital Projects Fund (“CPF”) budget includes $220,435 for
the project. Adding a 10% contingency increases the budget to $283,377. The project budget will require
an additional $62,942 and be amended in the next Capital Projects Fund budget amendment.
The Project cost estimate is shown in Table 1 below and includes 10% construction contingency.
Table 1: Recreation Center Locker Room Remodel Project
Available Funds in 2020 Budget: $ 220,435
Additional Requested Funds $ 62,942
Construction Cost $ 257,615
Contingency (10%) $ 25,762
Total $ 283,377
RECOMMENDATION: I recommend Council authorization to award the Recreation Center Locker Room
Remodel Project contract to the low bidder, Catalyst, in the amount of $257,615 and adjust the project
budget to $283,377.
PROPOSED MOTION: “I move to authorize issuance of the Notice of Award for the Recreation Center
Locker Room Remodel Project contract to the low bidder, Catalyst, in the amount of $257,615 and in the
next CPF budget amendment transfer $20,435 from the Recreation Center Weight Room Expansion
Project and add $62,942 from the Capital Projects Fund to this project.”
Thank you, Justin and John
ATTACHEMENTS
A- June 16, 2020 memo to Town Council from John Curutchet
B- Phenolic locker brochure
970.748.4059 jcurutchet@avon.org
TO: Honorable Mayor Smith Hymes and Avon Council FROM: John Curutchet, Recreation Director
RE: 2020 Capital Locker Room Remodel DATE: June 16, 2020
SUMMARY: The Avon Recreation Center opened November 11, 1995. Lockers, shower and toilet stall
partitions and floors were last updated in 2000. An upgrade of vanities, walls and shower tile was
completed in 2015. 2020 CIP budget includes $200,000 for lockers, partitions and flooring upgrades.
Our current lockers and partitions are HDPE plastic. Th ey have held up well but are past their useful
lifespan and in need of replacement. Current flooring is a glass bead epoxy that has also held up well but is
challenging to clean, showing signs of significant wear, and is outdated compared to modern locker room
applications.
BACKGROUND: Council passed Resolution 19-16, approving a Health and Recreation Committee. The
purpose of the committee is outlined in detail through the resolution and includes the following direction and
expectations:
Section 1. Establishment, Purpose and Duties. There is hereby established the Ad Hoc Health and Recreation
Committee (" Recreation Committee") of the Town. The purposes and duties of Recreation Committee are as follows:
a) To review, research and study the Town of Avon' s health and recreation, including but not limited to: ( i )
" healthy community" issues, planning, policies and implementing strategies for improving overall
community health, (ii) comparisons to both incorporated and unincorporated peer communities of recreation
facilities and programs, and ( iii) the design, pr ogramming and estimated cost of recreational facility
improvements, including but not limited to remodeling and expansion of the Avon Recreation Center;
b) Conducting community outreach, studies and surveys to determine community preferences for
recreation programming, recreation facilities and healthy community
policies;
c) Serve as a liaison to Eagle County Healthy Communities efforts; and
d) To provide recommendations to the Town Council concerning healthy community, recreation
programming and recreation facilities.
The Health and Recreation Committee gathered on June 16, 2020. The meeting agenda included a staff
presentation and discussion of the 2020 Capital Improvement, locker room remodel.
ANALYSIS: The committee discussed industry trend research that shows many municipal recreation
centers are following design practices of smaller and more upscale private health clubs. HDPE lockers with
laminate wood grain patterns, tile floors and more elegant partitions are current industry trends and what
most users expect from a modern recreation center.
Discussion around the recreation center’s current locker room condition and locker counts concluded:
• Current locker count includes 208 lockers in the Men’s and 141 in the Women’s.
• Men’s room has 62 tall lockers and the Women’s room features 28 tall lockers.
• All lockers are 11” wide, include clothing hooks but do not include shelves.
• Proposed lockers will be 15” wide with hooks and shelves in the tall lockers.
The proposed configuration would feature:
• 154 total lockers in the Men’s Locker Room, 52 tall and 102 half size
ATTACHMENT A
970.748.4059 jcurutchet@avon.org
• 91 total lockers in the Women’s Locker Room, 33 tall and 58 half size
To offset the net loss in total lockers, the long-term locker rental program will no longer be offered.
Our current HDPE partitions are 100% recyclable and the ne w product we are pursuing is made from
recycled product and is fully recyclable as well.
COMMITTEE REVIEW: Health and Recreation Committee discussed the project during the June meeting.
The Committee showed high favor to the project and voted 4 -0 to recommend proceeding to the
construction bid phase.
Committee members all agreed to pursue a higher end, pattern tile, (Illustration A.). The members also
favored light colored wood grain lockers and patterned partition doors, Illustr ations B, C). Committee
agreed to pursue complimentary colors that reflect some uniformity from lobby to locker rooms.
FINANCIAL CONSIDERATIONS: The Health and Recreation Committee learned that Council approved
the 2020 Capital Fund Budget that includes $200,000 of fun ds for the proposed locker room remodel.
Locker rooms are currently closed for COVID -19 safety protocols so a loss in revenue from the closure of
locker rooms is not of consequence.
RECOMMENDATION: The Health and Recreation Committee recommends Avon Town Council approve
the 2020 Capital locker room remodel project and proceed to the construction bid process.
Thank you,
John
ATTACHMENT A
970.748.4059 jcurutchet@avon.org
Illustration A. Recommended Tile
pattern
Illustration B. Recommended
Partition Style
Illustration C. Recommended Locker
Style
ATTACHMENT A
Your Home for Innovative Lockers
www.summitlockers.com
888.310.7149 | info@summitlockers.com
ATTACHMENT B
Summit Lockers™
30+ Years experience in the industry
While based in Columbia, South Carolina, Summit Lockers has established an ever growing list of clients across North America.
Our company believes in maintaining positive, beneficial relationships with our clients in order to deliver the best customer service
possible. From the initial sale to the final installation, we assist our clients throughout the project.
CUBBIES
Single Unit & Combination Cubbies
Summit single unit cubbies are well suited for large project
installations. Our combination cubbies are pre-configured
units with multiple openings.
www.summitlockers.com
FINISHES
Water Resistant Materials
Solid phenolic and plastic lockers have nonporous, easy
to clean surfaces that resist water, mold and mildew. Visit
our website to view our available colors, patterns & wood
grain finishes.
Athletic Lockers
The Look of Success
Summit’s athletic lockers provide a competitive advantage
by combining strength, durability, low maintenance and
custom designs for Professional, College and High
School Teams.
LOCKERS
Phenolic Lockers
Water Resistant & Durable
Summit Phenolic lockers combine the appeal of a wooden
locker with low maintenance and superior durability.
Phenolic lockers are perfect for high traffic / high moisture
areas. Available in a wide variety of colors, patterns and
wood grains.
ATTACHMENT B
www.summitlockers.com
LOCKS
Key / Digital / Combo / RFID / Coin / Hasp Cam
By working with many major lock manufacturers, Summit
Lockers is able to meet each client's specific project
needs. Lockers can be ordered with locks installed or
prepared for local installation.
Superior Design
Premium Materials & Superior Durability
Summit Lockers uses mortise and tenon joints secured with stainless steel fasteners in lieu of butt joints, welds or pop rivets. Unlike
butt joints, our mortise and tenon shelves have the strength of the tenon and the screws to support heavy loads resulting in a
stronger, more durable, rigid locker.
HDPE Lockers
Durable Solid Plastic
High Density Polyethylene (HDPE) lockers have through-
color panels and perform well in high moisture areas.
Numerous sizes and styles make these suitable for a
variety of facilities.
Z-Lockers
Innovative
Z-Lockers provide multiple height storage options within
a single locker. This innovative style allows professionals
to hang jackets, pants and dresses while maximiziing
openings in a room. Great for community and professional
fitness centers.
ATTACHMENT B
SUSTAINABILITY
Summit Lockers addresses sustainability through the
production of durable lockers that are manufactured with
environmentally aware components. The result is a longer
lasting locker that uses less natural resources.
Summit Lockers™ | 138 McLeod Road Columbia, SC 29203
Single Bench
Phenolic and HDPE Bench tops are
available in multiple sizes up to 8’ long.
Standard thicknesses are 3/4” for phenolic
tops, and 1” for HDPE.
ADA Benches
ADA benches come with four pedestals.
An ADA compliant back rest is available.
Contact a Summit Lockers representative
for more information.
Bench Pedestals
Summit benches are mounted on powder
coated steel, aluminum or stainless
steel pedestals. Movable, fixed and wall
mounted brackets are available.
INNOVATIVE LOCKER ROOM
SOLUTIONS
As an environmentally friendly company, our lockers are
made from recycled materials in several ranges to qualify for
GREENGUARD® indoor air quality and LEED certification.
GOING GREENDurable & Long Lasting
Summit Lockers are made in the U.S.A. using environmentally
friendly materials. Our Lockers are manufactured using
modern precision equipment resulting in a consistent, high
quality product. Our design and manufacturing capabilities
allow us to provide a variety of custom products.
BENCHES
ATTACHMENT B
3/1/2021 Summit Lockers | Welcome To The Summit
https://summitlockers.com/title/1/3
22 Jan Why Not Phenolic?
Posted at 18:36h in Product Information by Taylor Finkernagel
Phenolic is an excellent choice when it comes to your locker material.
Phenolic is a water and impact-resistant material that offers lasting color, structural
rigid-ness, and it will not rust, delaminate or dent. Since phenolic is composed of a
compact laminate, it is available in over 600 colors and patterns. Phenolic is also
incredibly customizable as it is offered in a range of thicknesses.
Not only is our phenolic material environmentally friendly and it contributes to LEED
certi cation, but it is certi ed for meeting public health and safety standards. If you
are not sure what locker material to go with, go phenolic!
Check out our Phenolic Speci cations
ChatChat
ATTACHMENT B
3/1/2021 Summit Lockers | Welcome To The Summit
https://summitlockers.com/title/2/3
Multi-directional Ventilation
Summit builds space within it’s phenolic locker body and doors to
provide multi-direction ventilation.
Mortise & Tenon
Mortise and tenon joints lock pieces together for superior strength and
durability.
Overlay Phenolic Doors
Our solid phenolic overlay doors increase the usable space for each
locker.
Color Variety
Phenolic is available in over three hundred color options.
ATTACHMENT B
3/1/2021 Summit Lockers | Welcome To The Summit
https://summitlockers.com/title/3/3
Tags: ADA Lockers , Baseball Lockers , Benches , Code Lock , Custom Locker ,
Digilock , Employee Lockers , Euro-Lock , Fire Lockers , Football Lockers ,
Formica , HDPE Locker , Hockey Lockers , Locker , Locker Partitions , Locker
Room , Lockers , Metal Lockers , Office Lockers , Phenolic Locker , Plastic
Laminate Lockers , Plastic Locker , Summit , Swim Lockers , Team Storage ,
Wilsonart , Wood Lockers , Z Lockers
ATTACHMENT B
AVON REGULAR MEETING MINUTES
TUESDAY MARCH 9, 2021
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19
1. CALL TO ORDER AND ROLL CALL
The meeting was hosted in a virtual format, using Zoom.us. Mayor Sarah Smith Hymes called the meeting
to order at 5:00 p.m. A roll call was taken, and Council members present by video/audio were Lindsay
Hardy, Scott Prince, Tamra Underwood, RJ Andrade, Amy Phillips, and Chico Thuon. Also present were
Town Manager Eric Heil, Town Attorney Paul Wisor, Chief of Police Greg Daily, Assistant Town Manager
and Finance Director Scott Wright, Mobility Director Eva Wilson, Human Resources Director Lance
Richards, Planning Director Matt Pielsticker, General Government Manager Ineke de Jong, and Town
Clerk Brenda Torres.
Mayor Smith Hymes wanted to start the meeting reading a message about Mike Trujillo: “I have some
very sad news to report. We recently learned that Mike Trujillo passed away. Mike worked for the Avon
Public Works Department for 35 years. He was a dedicated employee, revered by his co-workers and an
integral member of the Avon community for over three decades. He recently retired in August from the
Town. During his short period of retirement, Mike enjoyed the outdoors, fishing, hunting and riding his
bike. Mike’s loving, caring, generous and humorous nature will be greatly missed by all. Let us observe a
moment of silence in his honor.” There was 60 seconds of silence.
2. APPROVAL OF AGENDA
Video Start Time: 00:03:11 Part One
Mayor Smith Hymes made a couple comments about the written reports in the meeting packet, which
were very robust. She said there is never any action taken on written reports and these reports are
intended to get info out to Council and the public as soon as it is ready, so people have time to digest it.
She mentioned some of the written reports are scheduled as a work session or for Council action on a
future agenda and Council can decide to pull a written report off and add it to the agenda during approval
of the agenda as they are not part of the regular agenda for discussion, so any public comments on
reports can be done during the public comments at the beginning of the meeting. However, she
explained if Council takes off a report and puts it on the agenda for discussion, then comments will be
taken when that agenda item gets discussed.
Mayor Smith Hymes clarified which written reports are already scheduled for future meetings. She
requested to pull written report item 7.8 off, so CASE Manager Danita Dempsey can talk about it as it
was covered in the news and she requested to put it on as agenda item 5.0.
Secondly, to allow time to tabulate the votes for the CASE Committee appointments, she suggested to
move item 5.4 after item 5.1 so Town Attorney Paul Wisor and Town Clerk Brenda Torres have time to
work on the votes.
Mayor Pro Tem Phillips moved to approve the agenda as amended. Councilor Underwood seconded the
motion and the motion passed with a vote of 7 to 0.
3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS
Video Start Time: 00:10:18 Part One
Councilor Underwood requested to recuse herself from 5.3 as she will appear as the applicant for this
item. She explained that she will leave as a Councilor/panelist and re-enter as an applicant and once 5.3
is finished, she will do the reverse. Town Attorney Paul Wisor explained how this relates to the ethics
code. There were no Council objections.
AVON REGULAR MEETING MINUTES
TUESDAY MARCH 9, 2021
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19
Councilor Prince disclosed that he is a neighbor, regarding item 5.2. He does not feel he has a conflict but
wanted to disclose he is a neighbor to the applicant. Mayor Smith Hymes disclosed she lives on the same
street but also feels she can review this objectively. Town Attorney Paul Wisor explained the code focuses
on financial interests and those issues are not relevant, but disclosure by both Councilors is appropriate.
There were no Council objections.
4. PUBLIC COMMENT
Video Start Time: 00:14:12 Part One
Mayor Smith Hymes explained to the public how to participate via video/audio, via telephone, or via
email for public comments.
No public comments were made.
5. BUSINESS ITEMS
5.0. PULLED ITEM: WRITTEN REPORT 7.8. SPECIAL EVENTS MILESTONES (CASE MANAGER DANITA DEMPSEY)
Video Start Time: 00:15:13 Part One
General Government Manager de Jong showed Monday's CBS News Media Coverage. CASE Manager
Dempsey explained that more discussion around the event milestone dates is scheduled for the next
Council meeting on March 23rd.
Mayor Smith Hymes asked for public comments and no public comments were made.
5.1. CULTURE, ARTS & SPECIAL EVENTS (CASE) COMMITTEE APPOINTMENTS (CASE MANAGER DANITA DEMPSEY)
Video Start Time: 00:20:58 Part One
CASE Manager Dempsey explained the process for these interviews. She gave a shoutout and a big
thank you to those who served over the last two years and said that out of the four open seats, three
members re-applied. She said there are nine amazing applicants who are all excited to join and bring
their insight.
Applicants were Justin Chesney, Tom Butz, Timothy Haley, Kristy Slack, Lisa Mattis, Ryan Silvers,
Thomas Walsh, Krista Benedetti, and Ruth Stanley.
CASE Manager Danita Dempsey tied up the interviews and said Council will have a tough choice with
so many amazing applicants. She reiterated the recommendation in the packet, one person in the
hospitality/hotel field, one person in the mixed-media marketing field and one person in the arts
field as that has taken a lot more focus in recent months. Mayor Pro Tem Phillips expressed that
getting input from a younger demographic would be very beneficial. Councilor Thuon asked
applicants to please reapply if not voted on tonight.
RESULTS OF VOTES:
Video Start Time: 01:50:08 Part One
Town Attorney Paul Wisor announced the first 3 seats taken and asked Council to vote again to
break a tie for the fourth seat.
AVON REGULAR MEETING MINUTES
TUESDAY MARCH 9, 2021
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19
Video Start Time: 02:06:00 Part One
Town Clerk Brenda Torres read the votes into the record. First place Ruth Stanley, second place Lisa
Mattis, and third place Thomas Walsh. She announced there was a tie between Justin Chesney and
Ryan Silvers. During the tie-off vote, there were 4 votes for Justin Chesney and 3 for Ryan Silvers,
with Justin Chesney taking the fourth seat.
5.4. MOVED ITEM: RESOLUTION 21-07 DECLARING TOWN OF AVON A GOEV TOWN (MOBILITY DIRECTOR EVA WILSON)
Video Start Time: 01:44:52 Part One
Mobility Director Eva Wilson joined the meeting and explained the recommendation to declare
Avon as a “GoEV” town as outlined in Resolution 21-07. She expressed the Town has two electric
transit busses coming this year, has installed two EV charging stations last year and all
passenger vehicles up for replacement get Electric substitutes. She said the Town is looking at
EV options for PD cars and heavy equipment like snowplows. She expressed that, based on
research, our new electric busses could run from 6:30 a.m. to 6:00 p.m. without charging and
these buses are scheduled to run in-town and not up to Beaver Creek.
Mayor Smith Hymes asked for public comments and no public comments were made.
Councilor Underwood moved to approve Resolution 21-07, thereby declaring the Town of Avon a
GoEV Town. Councilor Hardy seconded the motion and the motion passed with a vote of 6 to 1.
Councilor Andrade voted against the motion.
5.2. PUBLIC HEARING: RESOLUTION 21-05 WILDRIDGE LOT SPLIT PUD AMENDMENT FOR 5150 LONGSUN LANE,
WILDRIDGE (TOWN PLANNER DAVID MCWILLIAMS)
Video Start Time: 00:00:10 Part Two
Town Planner McWilliams presented a PPT with maps and graphics for this lot split. He mentioned
they did not receive any public comment on this topic. The applicant, Jeff Manley, also joined to
clarify a few points and answer Council questions. Councilor Hardy expressed this meets the review
criteria and that the Planning and Zoning Commission has reviewed it.
Mayor Smith Hymes asked for public comments and no public comments were made.
Councilor Prince moved to approve Resolution 21-05 for Case #PUD21001, an application for a Minor
PUD Amendment for Lot 61, Block 4 Wildridge Subdivision. Councilor Hardy seconded the motion
and the motion passed unanimously.
5.3. PUBLIC HEARING: RESOLUTION 21-06 MINOR PUD AMENDMENT FOR SHORT-TERM RENTAL ON LOT 5A AND 5B,
NOTTINGHAM STATION (TOWN PLANNER DAVID MCWILLIAMS)
Video Start Time: 00:34:10 Part Two
Councilor Underwood was recused from this agenda item and left the meeting as a Councilor. The
time was 7:43 p.m., she then rejoined as an applicant at 7:46 p.m.
Town Planner David McWilliams presented a PPT with maps for Lots 5A and 5B. He mentioned this
application was approved unanimously by the Planning and Zoning Commission last week.
The applicant, Tamra Underwood, clarified and explained the application.
AVON REGULAR MEETING MINUTES
TUESDAY MARCH 9, 2021
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19
Mayor Smith Hymes asked for public comments and no public comments were made.
Mayor Pro Tem Phillips moved to approve Resolution 21-06 for Case #PUD21002, an application for
a Minor PUD Amendment for Lot 5A and 5B Nottingham Station PUD. Councilor Hardy seconded the
motion and the motion passed 6 to 0. Councilor Underwood was recused.
5.5. RESOLUTION 21-04 APPROVING ERWSD EASEMENT AGREEMENT – NOTTINGHAM PARK UTILITY UPGRADES
PROJECT (TOWN ENGINEER JUSTIN HILDRETH)
Video Start Time: 00:49:24 Part Two
Councilor Underwood rejoined the meeting as a Councilor. The time was 7:58 p.m.
Justin Hildreth joined the meeting and explained the easement agreement as outlined in the
packet.
Mayor Smith Hymes asked for public comments and no public comments were made.
Councilor Underwood moved to approve Resolution 21-04 Approving Bill of Sale and
Conveyance of Water Easement to UERWA. Mayor Pro Tem Phillips seconded the motion and
the motion passed unanimously.
5.6. LED MESSAGE BOARDS: REVIEW OF PROPOSED LED MESSAGE BOARD LOCATIONS, DESIGN AND COSTS AND
POTENTIAL ACTION TO APPROVE CONTRACT (TOWN MANAGER ERIC HEIL AND TOWN ENGINEER JUSTIN
HILDRETH)
Video Start Time: 00:57:43 Part Two
Mayor Smith Hymes pointed out that Council could discuss the railroad signs and the
neighborhood signs as two separate discussions and motions.
Council discussion included locations, real purpose of these boards, and display specifications.
Councilor Andrade said the word “need” has been over-used in the discussion, but he thinks
these boards are convenient, but not a necessity. Councilor Underwood suggested to proceed
with the Metcalf sign as a pilot. Mayor Smith Hymes said she is in support of Councilor
Underwood’s suggestion and looking for a partnership with Avon Elementary School.
Mayor Pro Tem Phillips moved to approve proceeding with the two railroad signs not to exceed
$65K. Councilor Thuon seconded the motion and the motion passed with a vote of 4 to 3.
Councilors Underwood, Andrade, and Hardy voted against the motion.
Councilor Prince moved to approve the Metcalf Road sign but moving it up the road to the
Wildridge/Wildwood turn intersection with a budget not to exceed $50K. Councilor Thuon
seconded the motion and the motion passed with a vote of 6 to 1. Councilor Andrade voted no.
Staff is tasked to re-study the neighborhood signs.
AVON REGULAR MEETING MINUTES
TUESDAY MARCH 9, 2021
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19
6. MINUTES
6.1. APPROVAL OF FEBRUARY 23, 2021 REGULAR COUNCIL MEETING MINUTES (TOWN CLERK BRENDA TORRES)
Video Start Time: 01:52:11 Part Two
Councilor Underwood moved to approve the February 23, 2021 Regular Meeting Minutes. Councilor
Hardy seconded the motion and the motion passed unanimously.
7. WRITTEN REPORTS
7.1. Avon Wastewater Treatment Facility Nutrient Upgrade 1041 Permit | Annual Update Report
(Planning Director Matt Pielsticker)
7.2. March 2nd Planning and Zoning Commission Meeting Abstract (Town Planner David McWilliams)
7.3. Monthly Financial Report (Senior Accountant Joel McCracken)
7.4. Amended 2020 RETT Report (Senior Accountant Joel McCracken)
7.5. Overview of East Nottingham Park Improvements Process (Planning Director Matt Pielsticker)
7.6. Update on West Beaver Creek Boulevard Parking Project (Mobility Director Eva Wilson)
7.7. Off Road Vehicle Written Report (Chief of Police Greg Daly)
7.8. Special Events Milestones (CASE Manager Danita Dempsey)
7.9. Draft February 16th Health & Recreation Committee Meeting Minutes (General Government
Intern Emily Myler)
7.10. Engage Avon Website Platform (Communications Manager Elizabeth Wood)
7.11. Recreation Department Year End Report (Recreation Director John Curutchet)
7.12. Upper Eagle Regional Water Authority Feb 25, 2021 Meeting Summary (Mayor Smith Hymes)
7.13. Construction Waste Diversion Former Town Hall Demo (Town Engineer Justin Hildreth)
8. MAYOR AND COUNCIL COMMENTS & MEETING UPDATES
Video Start Time: 01:53:00 Part Two
Councilor Thuon commented on 6 quick points: 1) Council received a lot of comments on Road 779 and
Council should schedule a meeting on the topic. Mayor Smith Hymes confirmed this is scheduled for April
13. 2) The manhole covers in overlays need attention and he asked staff to please report back. 3) He
would like staff to count the number of pedestrian crossings on Hwy 6 in Eagle County compared to Avon.
Town Manager Eric Heil confirmed this is in the works and scheduled to come back to Council on April 4)
He said there is electricity at our Walmart roundabouts and we should have blinking lights at pedestrian
crossings for safety 5) He said that there is an upset family at Old Trail Road with a large amount of cones
and that family really needs a speedbump for safety. 6) Lastly, he said not to forget our colleagues in
Town of Eagle.
Councilor Underwood wanted to bring up a minor issue. She asked staff to be consistent with the
language used for the park and always refer to it as Harry A. Nottingham Park and then comma or dash
East / West / North / South.
Mayor Pro Tem Phillips wanted to provide a quick update on the mural project and said the jury panel is
moving their way into making a final decision. She mentioned she is happy to share the options on a
zoom call with any Councilors interested one on one. She said it's beautiful and exciting and there were
30+ submissions which the jury have brought down to 3 finalists.
AVON REGULAR MEETING MINUTES
TUESDAY MARCH 9, 2021
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19
Mayor Smith Hymes reported on last week's Colorado Association of Ski Towns (CAST) meeting during
which the association had a brief visit from Senator John Hickenlooper and Senator Michael Bennett. She
said the senators are reviewing bills being considered and they spoke of infrastructure and getting forests
and watersheds to be considered as infrastructure. She mentioned they got an overview of all bills at
Colorado Municipal League. There are 200 pieces of legislation, one of which is another attempt to repeal
the local prohibition on banning plastics. Mayor Pro Tem Phillips will testify on Thursday, March 18.
She said the historic monuments are coming to fruition soon after working on them for years and that
this is another version of art related. She expressed it is very exciting to get this in place after a long
process.
9. ADJOURN
There being no further business before Council, Mayor Smith Hymes moved to adjourn the regular
meeting. The time was 9:18 p.m.
These minutes are only a summary of the proceedings of the meeting. They are not intended to be
comprehensive or to include each statement, person speaking or to portray with complete accuracy. The
most accurate records of the meeting are the audio of the meeting, which is housed in the Town Clerk' s
office, and the video of the meeting, which is available at www.highfivemedia.org.
RESPECTFULLY SUBMITTED:
Brenda Torres, Town Clerk
APPROVED:
Sarah Smith Hymes ___________________________________
Amy Phillips
Chico Thuon
Scott Prince
Tamra Underwood
Lindsay Hardy
RJ Andrade
PLANNING AND ZONING COMMISSION MEETING ABSTRACT
TUESDAY, MARCH 16, 2021
VIRTUAL MEETING ONLY
1. CALL TO ORDER AND ROLL CALL
Vice-Chairperson Steve Nusbaum called the meeting to order at 5:02 p.m. A roll call was taken, and
Planning Commission members present were Sara Lanious, Marty Golembiewski, Anthony Sekinger, and
Trevor MacAllister. Also present were Town Planner David McWilliams, Planning Director Matt Pielsticker,
Town Manager Eric Heil and Town Attorney Haley Cramer.
2. APPROVAL OF AGENDA
Action: Commissioner Lanious motioned to approve the agenda. Commissioner MacAllister seconded
the motion and it carried unanimously 6-0.
3. DISCLOSURE OF ANY CONFLICTS OF INTEREST OR EX-PARTE COMMUNICATION RELATED TO AGENDA ITEMS
Action: No conflicts or communication were disclosed.
4. BUSINESS I TEMS
4.1. 2171 LONG SPUR – LOT 36A BLOCK 1 WILDRIDGE SUBDIVISION - PUBLIC HEARING – MAJOR
DEVELOPMENT PLAN TO BUILD A NEW GARAGE AND ADDITIONAL SPACE ON THE PROPERTY (TOWN
PLANNER DAVID MC WILLIAMS AND REBECCA ASBURY).
Public Comment: None.
Action: Commissioner Sekinger motioned to approve Case #MJR21001 with the following findings and
conditions:
Findings:
1. The Application was reviewed pursuant to §7.16.080(f), Development Plan,
§7.16.090(f), Design Review. The design meets the development and design standards
established in the Avon Development Code;
2. The Application is complete;
3. The Application provides sufficient information to allow the PZC to determine that the Application
complies with the relevant Review Criteria;
4. The Application complies with the goals and policies of the Avon Comprehensive Plan;
5. The demand for public services or infrastructure exceeding current capacity is mitigated by the
Application; and
6. The design relates the development to the character of the surrounding community.
Conditions:
1. Additional landscaping in the form of shrubs and one tree shall be planted between the west
property line and the building addition; and
2. All exterior lighting will be Dark Sky Compliant.
Commissioner Lang seconded the motion and it carried unanimously 6-0.
4.2. 48 RIVERFRONT LANE – LOT 1 RIVERFRONT SUBDIVISION - PUBLIC HEARING – MAJOR DEVELOPMENT
PLAN FOR 13 DWELLING UNITS IN DUPLEX AND TRIPLEX DESIGN, WITH A POOL AREA AND PARKING
GARAGE (TOWN PLANNER DAVID MCWILLIAMS AND JIM TELLING).
Public Comment: None.
Action: Commissioner Lang motioned to recommend Case #MJR20006 for approval by Town Council,
with the following findings and conditions:
Findings:
1. The proposed application was reviewed pursuant to §7.16.080(f), Development Plan, §7.16.090(f),
Design Review. The design meets the development and design standards established in the Avon
Development Code and the PUD Design Standards;
2. The application is complete;
3. The application provides sufficient information to allow the PZC to determine that the application
complies with the relevant review criteria;
4. The application complies with the goals and policies of the Avon Comprehensive Plan; and
5. The design relates the development to the character of the surrounding community.
Conditions:
1. A stormwater quality plan will be approved by Staff before issuing a building permit;
2. Temporary parking design for the area north of Lot 1 is required before issuing a building permit;
3. An irrigation plan is required to be approved by Staff before issuing a building permit;
4. Temporary irrigation systems must be removed upon sufficient vegetation establishment, which shall
not exceed one (1) year for ground cover, two (2) years for shrubs or three (3) years for trees;
5. An on-site materials mockup will be presented for final review of building materials and colors before
issuing a building; and
6. The following will be presented for Town Council review:
a. Description of deed restricted housing
b. Fence and guardrail materials and clarification above the garage
c. A revised landscape plan delineating the landscaped areas of phase I, temporarily seeded
grass areas, and the landscaped areas of phase II
d. mountable curbs should only be in the vicinity of the dumpster
Commissioner Golembiewski seconded the motion and it carried unanimously 6-0.
4.3. 120 METCALF ROAD – LOT 36 BLOCK 1 BENCHMARK AT BEAVER CREEK SUBDIVISION - PUBLIC
HEARING – MAJOR SIGN PROGRAM FOR GERBER COLLISION AND GLASS (TOWN PLANNER DAVID
MCWILLIAMS AND KIMBERLY EARNHEART).
Public Comment: None.
Action: Commissioner Lang motioned to approve Case #SGN21001 with the following findings and
conditions:
Findings:
1. The Application is complete;
2. The Application provides sufficient information to allow the PZC to determine that the Application
complies with the relevant review criteria;
3. The Application was reviewed pursuant to §7.16.160(f), Sign Plan. The application meets the
sign standards established in the Avon Development Code;
4. The Application complies with the goals and policies of the Avon Comprehensive Plan;
5. No extra demand for public services is made by the Application;
6. The design relates the development to the character of the surrounding community; and
7. The Application is not so restrictive as to eliminate individuality but provides for the expectation
of attractive sign installation.
Conditions:
1. The freestanding sign shall have a barrier at the base, landscaping, and concrete mounting
approved by Staff before construction;
2. A new Development Plan application will list a proper phone number and mailing address; and
3. The building identification sign is only permitted to be illuminated during business hours.
Commissioner Sekinger seconded the motion and it carried 5-1 with commissioner Lanious voting against.
4.4. 5150 LONGSUN LANE UNIT A - LOT 61 BLOCK 4 WILDRIDGE SUBDIVISION - PUBLIC HEARING – MAJOR
DEVELOPMENT PLAN FOR A SINGLE-FAMILY HOUSE. THE HOUSE REQUIRES AN ALTERNATIVE
EQUIVALENT COMPLIANCE HEARING DUE TO ROOF PITCHES UNDER 4:12 (TOWN PLANNER DAVID
MCWILLIAMS AND JEFF MANLEY).
Public Comment: None.
Action: Commissioner Sekinger motioned to approve Case #AEC21001 with the following findings:
1. The Application was reviewed pursuant to §7.16.120, Alternative Equivalent Compliance;
2. The proposed alternatives achieve the intent of §7.28.090(d)(3), Roofs, to the same or better
degree than the subject standard;
3. The proposed alternative achieves the goals and policies of the Avon Comprehensive Plan to
the same or better degree than the subject standard;
4. The proposed alternative results in benefits to the community that are equivalent to or better
than compliance with the subject standard; and
5. The proposed alternative imposes no greater impacts on adjacent properties than would occur
through compliance with the specific requirements of the Code.
Commissioner Lang seconded the motion and it carried 5-1 with commissioner MacAllister voting against.
Action: Commissioner MacAllister motioned to approve Case #MJR21002 with the following findings and
condition:
Findings:
1. The Application was reviewed pursuant to §7.16.080(f), Development Plan,
§7.16.090(f), Design Review. The design meets the development and design standards
established in the Avon Development Code;
2. The Application is complete;
3. The Application provides sufficient information to allow the PZC to determine that the application
complies with the relevant review criteria;
4. The Application complies with the goals and policies of the Avon Comprehensive Plan;
5. The demand for public services or infrastructure exceeding current capacity is mitigated by the
Application; and
6. The design relates the development to the character of the surrounding community.
Condition:
1. ILCs are required to confirm building location.
Commissioner Golembiewski seconded the motion and it carried unanimously 6-0.
4.5. 5150 LONGSUN LANE UNIT B - LOT 61 BLOCK 4 WILDRIDGE SUBDIVISION - PUBLIC HEARING – MAJOR
DEVELOPMENT PLAN FOR A SINGLE-FAMILY HOUSE. THE HOUSE REQUIRES AN ALTERNATIVE
EQUIVALENT COMPLIANCE HEARING DUE TO ROOF PITCHES UNDER 4:12 (TOWN PLANNER DAVID
MCWILLIAMS AND JEFF MANLEY).
Public Comment: None.
Action: Commissioner Lang motioned to approve Case #AEC21002 with the following findings:
Findings:
1. The Application was reviewed pursuant to §7.16.120, Alternative Equivalent Compliance;
2. The proposed alternatives achieve the intent of §7.28.090(d)(3), Roofs and §7.28.090(e),
Design Standards for the Wildridge Subdivision, to the same or better degree than the subject
standard;
3. The proposed alternative achieves the goals and policies of the Avon Comprehensive Plan to
the same or better degree than the subject standard;
4. The proposed alternative results in benefits to the community that are equivalent to or better
than compliance with the subject standard; and
5. The proposed alternative imposes no greater impacts on adjacent properties than would occur
through compliance with the specific requirements of the Code.
Commissioner Golembiewski seconded the motion and it carried 5-1 with commissioner MacAllister voting
against.
Action: Commissioner MacAllister motioned to approve Case #MJR21003 with the following findings and
conditions:
Findings:
7. The Application was reviewed pursuant to §7.16.080(f), Development Plan,
§7.16.090(f), Design Review. The design meets the development and design standards
established in the Avon Development Code;
8. The Application is complete;
9. The Application provides sufficient information to allow the PZC to determine that the application
complies with the relevant review criteria;
10. The Application complies with the goals and policies of the Avon Comprehensive Plan;
11. The demand for public services or infrastructure exceeding current capacity is mitigated by the
Application; and
12. The design relates the development to the character of the surrounding community.
Conditions:
1. ILCs are required to confirm building location; and
2. Page A0.0 will be updated to show the correct zoning information.
Commissioner Sekinger seconded the motion and it carried unanimously 6-0.
5. CONSENT AGENDA
5.1. MEETING MINUTES
5.1.1. FEBRUARY 2, 2021 5.1.2. MARCH 2, 2021
5.2. RECORDS OF DECISION
5.2.1. 5380 EAGLEBEND DRIVE – #MJR20005 – MAJOR DEVELOPMENT PLAN
5.2.2. 5150 LONGSUN LANE - #PUD21001 – PUD AMENDMENT
5.2.3. 1990 AND 1910 HURD LANE – #PUD21002 – PUD AMENDMENT\
Action: Commissioner Golembiewski motioned to approve the Consent Agenda. Commissioner Sekinger
seconded the motion and it carried unanimously 6-0.
6. TOWN MANAGER UPDATES (TOWN MANAGER ERIC HEIL)
Action: Eric updated PZC on various projects including Nottingham Park East, West, and North, the I-70
underpass and engage.avon.org.
7. ADJOURN
There being no further business before the Commission adjourned the meeting at 7:50 p.m.
These meeting minutes are only a summary of the proceedings of the meeting. They are not intended to be
comprehensive or to include each statement, person speaking or to portray with complete accuracy. The most
accurate records of the meeting are the audio of the meeting, which is housed in the Town Clerk' s office.
RESPECTFULLY SUBMITTED:
_________________________________
David McWilliams, Town Planner
APPROVED:
__________________________________
Chairperson
970-748-4019 jmccracken@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Joel McCracken, Senior Accountant
RE: Financial Report January 2021 and February 2021
Revenues
DATE: March 15th, 2021
SUMMARY: The content of this report will reflect the revenues for sales, accommodations, tobacco and
cigarette tax for the period of January 2021. Further, revenues for real estate transfer tax and recreation
admissions & program fees for the period of February 2021 will be reported upon. This is submitted as a
written report and no action by Council is being requested.
BACKGROUND: The Town’s 2021 budget was adopted in December 2020. The percentage variance, or
comparative change is reflected in the analysis portion of this report in respect to each individual section for
the periods of January and February revenues in 2021. Tax revenues are not budgeted on a monthly basis.
However, for purposes of analysis, monthly budget variances are based on a 5-year average of actual
revenues.
ANALYSIS:
Sales Tax Revenues – January 2021
January 2021:
January sales tax revenues totaled $920,625. This is an increase of $79,163 or 9.41% compared to
January 2020 sales tax revenue of $841,459.85.
JANUARY 2020 v JANUARY 2021 SALES TAX COMPARISON BY INDUSTRY
January 2020 January 2021 Increase/Decrease
Home/Garden $55,177.58 $72,041.54 $16,923.96
Grocery/Specialty/Health $183,263.75 $200,695.96 $17,432.21
Sporting Goods Retail/Rental $127,378.07 $105,528.68 ($21,849.39)
Miscellaneous Retail $29,227.64 $25,898.18 ($3,329.46)
Accommodations $191,690.41 $190,277.69 ($1,412.72)
Restaurants/Bars $137,559.94 $127,291.65 ($10,268.29)
Other $9,412.95 $9,302.22 ($110.73)
Service Related $17,999.09 $37,811.09 $19,812.00
Liquor Stores $32,811.96 $58,743.32 $25,931.36
E-Commerce Retail $14,678.17 $40,864.67 $26,186.50
Manufacturing/Wholesale $11,480.75 $9,566.29 ($1,914.46)
Construction Related Services $27,113.72 $30,982.72 $3,869.00
Digital Media Suppliers/Sellers $3,557.55 $8,143.94 $4,586.39
Page 2 of 7
Commercial/Industrial
Equipment $168.27 $3,412.26 $3,243.99
Special Events $0.00 $64.56 $64.56
TOTAL $841,459.85 $920,624.77 $79,164.92
January 2021 Proposed Budget v Actual Collections:
January 2021 sales tax revenues totaled $920,625. This is an increase of $118,880 over the proposed
January 2021 estimates of $801,745. This is 14.83% over the 2021 proposed budget, which is calculated
based on a 5-year average.
JANUARY 2020 v JANUARY 2021 PROPOSED BUDGET v ACTUAL COLLECTIONS - SALES TAX
2021 Budget 2021 Actual Dollar Variance Percentage Variance
Sales Tax $801,744.62 $920,645.77 $118,880.15 14.83%
NOTE: The Sales and Use Tax Simplification system (“SUTS”) in addition to the adoption of Ordinance
No. 20-09 has generated many new registered out-of-city businesses, which has resulted in a significant
increase to the amount of sales tax collected for the E-Commerce Retail industry type.
$792,562 $825,816 $819,179 $841,460 $920,625
4.20%-0.80%
2.72%
9.41%
$700,000
$750,000
$800,000
$850,000
$900,000
$950,000
$1,000,000
2017 2018 2019 2020 2021
2017 -2021 January Sales Tax Revenue Trend
Page 3 of 7
Accommodation Tax Revenues – January 2021
January 2021:
Accommodation tax revenues totaled $143,214 for the month of January. This is a decrease of $45,455 or
24.09% compared to January 2021 accommodation tax revenues, which totaled $188,669. Accommodation
tax collections by industry type for January 2021 compared to January 2020 reported a decrease for
Vacation Rentals, Time Shares and Hotels.
JANUARY 2020 v JANUARY 2021 ACCOMMODATION TAX COMPARISON BY INDUSTRY
January 2020 January 2021 Increase/(Decrease)
Timeshares $45,989.90 $38,945.75 ($7,044.15)
Hotels $107,488.81 $72,074.70 ($35,414.11)
Vacation Rentals $35,190.67 $32,193.53 ($2,997.14)
TOTAL $188,669.38 $143,213.98 ($45,555.40)
January 2021 Proposed Budget v Actual Collections:
January 2021 accommodation tax revenues totaled $143,214. This is a decrease of $1,607 under the
proposed January 2021 estimates of $144,821. This is 1.11% under the 2021 proposed budget.,
2021 PROPOSED BUDGET v ACTUAL COLLECTIONS - ACCOMMODATIONS TAX
2021 Budget 2021 Actual Dollar Variance Percentage Variance
Acc. Tax $144,820.74 $143,213.98 ($1,606.76) (1.11%)
NOTE: With Council’s adoption of Emergency Ordinance No. 21-02, OTCs were required to begin
collecting Accommodation tax, in addition to sales tax. As the larger OTCs begin registering properly and
remitting on behalf of STR owners, we believe the accommodation tax will begin to match up with sales tax
revenues in a given period.
Page 4 of 7
Tobacco & Cigarette Tax Revenues – January 2021
January 2021:
Tobacco tax revenues totaled $31,289 and cigarette tax revenues totaled $20,706 for January 2021.
Compared to January 2020 revenues, this is an increase of $18,363 for tobacco tax revenues, which
totaled $12,926 and an increase of $3,453 for cigarette tax revenues, which totaled $17,253.
190,208 181,589 197,879 188,669 143,214
-4.53%
8.97%
-4.65%
-24.09%
-
50,000
100,000
150,000
200,000
250,000
2017 2018 2019 2020 2021
2017 -2021 January Accommodation Tax
Revenue Trend
6,650 17,253 20,706
159.44%
20.01%
-
5,000
10,000
15,000
20,000
25,000
2019 2020 2021
2019-2021 January Cigarrete Excise Tax Revenue
Trend
Page 5 of 7
January 2021 Proposed Budget v Actual Collections:
January 2021 tobacco and cigarette tax revenues totaled $31,289 and $20,706, respectively. This is a
increase of $21,486 over the proposed January 2021 budget for tobacco tax and an increase of $9,567
over for the proposed January 2021 budget for cigarette tax estimates, which is based on a 5-year average.
of $144,821.
2021 PROPOSED BUDGET v ACTUAL COLLECTIONS - TOBACCO AND CIGARETTE TAX REVENUES
2021 Budget 2021 Actual Dollar Variance Percentage Variance
Tobacco $9,803.00 $31,288.64 $21,485.94 219.18%
Cigarettes $11,139.49 $20,706 $9,566.51 85.88%
$31,052.45
NOTE: We believe the adoption of similar tobacco and cigarette taxes in neighboring jurisdiction resulted of
purchasers to Avon.
Real Estate Transfer Tax Revenues – February 2021
February 2021
February 2021 Real estate transfer tax totaled $349,948. Compared to February 2020, which totaled
$388,026, this is a decrease of $38,078
5,487 12,926 31,289
135.58%
142.05%
-
5,000
10,000
15,000
20,000
25,000
30,000
35,000
2019 2020 2021
2019-2021 January Tobacco Tax Revenue Trend
Page 6 of 7
Recreation Center Revenues – February 2021 Admissions & Program Fees
February 2021:
Recreation admission revenues for February 2021 totaled $26,732. This is a decrease of $43,856
compared to 2020, which totaled $70,588. This is also $22,150 under the original 2021 budget estimates,
which is $48,882 which is calculated based on a 5-year average. Recreation program fee revenues for
February 2021 totaled $18,032, a decrease of $7,494 compared to February 2020, which totaled $25,526.
This is also $3,990 under the original 2021 budget estimates of $22,022.
$270,815 $269,579 $298,730 $388,026 $349,948
-0.46%
9.76%
23.01%
-10.88%
$0
$50,000
$100,000
$150,000
$200,000
$250,000
$300,000
$350,000
$400,000
$450,000
2017 2018 2019 2020 2021
Real Estate Transfer Tax February Revenue
Trends
86,342 75,953 64,868 70,588 26,733
-12.03%
-14.59%
8.82%
-62.13%
-
10,000
20,000
30,000
40,000
50,000
60,000
70,000
80,000
90,000
100,000
2017 2018 2019 2020 2021
Recreation Admissions February Revenue Trends
Page 7 of 7
FINANCIAL CONSIDERATIONS: This is submitted as a written report and there are no financial
considerations for Council.
RECOMMENDATION: This is submitted as a written report; therefore, I have no recommendations for
Council.
Thank you, Joel
$28,916 $35,280 $23,198 $25,526 $18,032
22.01%
-34.25%
10.04%
-29.36%
$0
$5,000
$10,000
$15,000
$20,000
$25,000
$30,000
$35,000
$40,000
2017 2018 2019 2020 2021
Recreation Program Fees February Revenue
Trends
(970) 748-4093 kspadi@avon.org
TO: Honorable Mayor Smith Hymes and Council members FROM: Karyne Spadi, Manager, Human Resources & Risk Management
RE: Mountain Healthcare Coalition
DATE: March 13, 2021
SUMMARY: This report provides an overview of the Mountain Healthcare Coalition (“MHC”), a partnership
between Vail Health (“VH”) and the Vail Valley Partnership (“VVP”), and their vision of a holistic approach
to reaching the uninsured and underinsured individual, small and large markets within Eagle County.
The high cost of health insurance has been an ongoing and increasingly impactful issue in Eagle County.
The difference today is the demographic data clearly shows an increased need for more health insurance
options for the current and future Eagle County workforce. Eagle County’s population is currently one of
Colorado’s youngest but is rapidly aging. While the youth, 18 to 25, and 46 to 60-year-old segments of the
population remain constant at 25%, 8%, and 19% of the total population, respectively, state demographers
are predicting a decline in Eagle County “family age” group of 26 to 45-year-olds, from almost 40% of the
total in 2005 to about 24% by the year 2035. The older population, 61 and above, grows markedly,
forecasted to comprise 22% of the total by 2035.
Our aging population, and an increasing demand for lower-cost insurance products across industry sectors,
require a concerted community approach to insurance products. It is incumbent upon the community to
continue to build a business-friendly environment, making Eagle County an attractive place to conduct
business by creating an innovative health care group product that works for all stakeholders. Addressing
the high cost of health insurance is essential to the continued success and growth of our business
community across industry sectors.
BACKGROUND: Vail Health (VH) and the Vail Valley Partnership (VVP) joined forces in the summer of
2019, to form a new non-profit entity called the “Mountain Healthcare Coalition”. Through the creation of
the coalition, VVP and VH continue to work together to provide alternative solutions to enhance community
healthcare. The Mountain Healthcare Coalition (“Coalition”, or “MHC”) will represent individuals and
businesses in Eagle County in direct negotiations with health care providers. This will be an important
source of savings. In 2020, the Town provided a one-time $5,000 Community Grant to the MHC.
The MHC, coordinated and led by the VVP, is essentially a health purchasing collaborative, enabled by
CRS Section 10-16-1000. It is not an insurance carrier, but rather an organization to lead community
health efforts. As such, it will develop, implement and maintain health benefit solutions specific to the
needs of our mountain communities. Mountain Health Coalition will work with Vail Health and the provider
community to create sustainable relief to the high cost of health care in Eagle County by changing the way
individuals and employers negotiate, purchase and manage health insurance and educate the community
on health-related issues.
The focus of the Coalition is a collaborative process with goals to provide broader access to quality
services at fair prices for the local community and provide a community-wide wellness mindset and culture.
Also, the Coalition seeks to effectively increase education around healthcare services and costs,
encourage proper utilization of health care services, and develop a process to provide greater access to
care throughout Eagle County, while collaborating with providers and payors to decrease premium
expenses.
(970) 748-4093 kspadi@avon.org
MHC was inspired by Summit County’s new “Peak Health Alliance” program, as well as policy and
legislative work focused on enhancing access to more affordable and high-quality care. Unlike the Peak
Health Alliance, Vail Health proactively sought to be part of the Mountain Healthcare Coalition from the
beginning and is taking a collaborative approach to solving our community crisis while focusing on solutions
for the individual and small markets.
As well, unlike the Peak Health Alliance, the Mountain Healthcare Coalition sought a select group of
individuals to serve on the steering committee. The steering committee consists of VVP, VH, local
insurance brokers, third-party administrators (“TPA”), small and large businesses, special districts, and
local municipalities, representing both fully insured and self-insured plans. The committee serves to bring
forth current and future insurance challenges, concerns, and solutions to the group. I am honored to have
served on the steering committee since 2019, representing the Town of Avon and helping bring forth ideas
to improve the health and well-being of our community members.
Based on requests from this group, VH purchased data to best understand the greatest opportunities for
impact. Key findings to date: the cost of health care in Eagle County from 2015-2017 was approximately
235% of Medicare, Summit County was 504% of Medicare, and Garfield County was 371% of Medicare.*
Source: CIVHC APCD Data, (Note: Depending on the analysis and source of data, these numbers will
change, likely increasing). Eagle County residents sought Outpatient Services in other counties 43% of the
time, excluding surgical procedures and ED services. Only 52% of all medical spending for Eagle County
residents was paid to providers in Eagle County, with roughly equal portions of the remaining costs paid in
Garfield County, Denver Metro, and other locations.
With a target launch date of 2022, the VVP worked to impact pricing and options in 2020 and will work with
insurers to provide products with common benefit designs across all buyer segments and products will be
administered and marketed collectively. Brokers and consultants will continue in their current role helping
businesses and individuals navigate the process of buying coverage.
All coverage will include pre-existing conditions, be comprehensive, and ACA-compliant for individuals and
small groups. Self-insured group benefits will be similar to what is currently offered in Eagle County. MHC
will partner with insurers/TPAs to administer these products most efficiently while maintaining flexibility for
MHC to continue improving its ability to provide good cost-effective coverage in Eagle County.
With Kaiser Permanente leaving the Eagle County community, there is only one health insurance company
(payers) on the ACA exchange (the number of payers has dropped each year since launch) – only Anthem
BlueCross Blue Shield offers plans in our market. People want to stay local for their health care, but the
individual market is increasingly limited and 80% of our business community consists of businesses with
less than 10 employees (90% have less than 20 employees).
The next steps for the Coalition are to continue to engage the steering committee’s thoughts and feedback
as a parallel process working with insurance companies to negotiate and build better plans by lowering the
costs of the underinsured plans, reducing monthly premiums, deductibles, and out-of-pocket costs.
Key strategic priorities for VH, which are also shared initiatives of the VVP, include increasing price
transparency, ensuring access to care, and lowering costs, while improving the quality of health care for the
local community. VH has recognized and implemented many of the strategies, including the Eagle Valley
Behavioral Health Initiative “Mountain Strong”, Colorado Mountain Medical Partnership, Mobile Intercultural
(970) 748-4093 kspadi@avon.org
Resource Alliance (“MIRA”), Direct Contracts, MRI Pricing, Patient Financial Journey Improvements, and
Expanded Financial Assistance Program.
In 2017 the Town of Avon began discussions with VH stakeholders regarding direct contracting and in 2019
the Town entered into a partnership. As well, in 2020, the Town negotiated a partnership with the
Steadman Clinic. Both partnerships have resulted in cost savings via discounted rates to both the Town
and our employees
Thank you, Karyne