TC Packet 09-19-2023 Budget Retreat____________________________________________________________________________________ MEETING AGENDAS AND PACKETS ARE FOUND AT: WWW.AVON.ORG MEETING NOTICES 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 DEPUTY TOWN CLERK BRENDA TORRES AT 970-748-4001 OR EMAIL BTORRES@AVON.ORG WITH ANY SPECIAL REQUESTS.
AVON TOWN COUNCIL BUDGET RETREAT AGENDA
Tuesday, September 19, 2023
MEETING BEGINS AT 5:00 PM (ALL START TIMES LISTED IN RED ARE APPROXIMATE)
Avon Town Hall, 100 Mikaela Way, Avon, Colorado 81620
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. INTRODUCTION TO BUDGET RETREAT (DEPUTY TOWN MANAGER PATTY MCKENNY) (5 MINUTES) 5:05
6. 2024 GOALS (DEPUTY TOWN MANAGER PATTY MCKENNY) (5 MINUTES) 5:10
7. DEPARTMENT PRESENTATIONS (AVON TOWN STAFF) (90 MINUTES) 5:15 7.1. General Government (15 MINUTES) 5:15
7.2. Recreation (15 MINUTES) 5:30
7.3. Police (15 MINUTES) 5:45
7.4. Public Works (30 MINUTES) 6:00 7.5. Community Development (15 MINUTES) 6:30
8. PERSONNEL OVERVIEW (TOWN MANAGER ERIC HEIL) (15 MINUTES) 6:45
9. GENERAL FUND AND REVENUE OVERVIEW (TOWN MANAGER ERIC HEIL & FINANCE DIRECTOR PAUL REDMOND) (30 MINUTES) 7:00
10. FUTURE PROJECTS: THE BIG 5 (TOWN MANAGER ERIC HEIL) (45 MINUTES) 7:30 10.1. Housing & Town Projects:
Avondale Apartments
Public Works Vehicle Storage Facility
Parking Structure (Rec Center Lot)
LaZona Recreation Center Enhancements
Village (at Avon) Planning Area E: Early Childhood Education Facility & Housing
11. COUNCIL DISCUSSION AND DIRECTION (60 MINUTES) 8:15
12. ADJOURN 9:15
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.
970.748.4004 eric@avon.org
TO: Honorable Mayor Phillips and Council members FROM: Eric Heil, Town Manager RE: Council Budget Retreat DATE: September 15, 2023
SUMMARY: This report introduces the power point presentation for the September 19, 2023 Council Budget Retreat. Two significant changes for the budget retreat this year are (1) the Departments and Staff are further along with actual budget numbers compared to past years, which is due primarily to the implementation of Tyler software two years ago, and (2) the presentation is primarily in a Power Point format.
BUDGET APPROACH: Traditionally, a budget is presented to Council which balances the projected operating revenues for the next year with projected operating expenses. We are traditionally budget conservatively with both revenues and expenses. Actual revenues usually come in higher than budgeted. Expenses are budgeted for 100% employment of all positions throughout the year, which never happens. Therefore, we have realized a year-end surplus every year. These conservative budgeting practices help the Town to not overcommit to operating expenses that are not sustainable.
PERSONNEL GROWTH COST: The overall personnel budget increased dramatically since 2021. This is a consequence of adding staff to maintain the delivery of basic governmental services in a growing community; adding staff for sustainability, Community Housing, and code enforcement/parking management; and, adding a budget for consultant services to pursue grants. In addition, inflation and intense local competition for employees has increased the Town’s expenses. Only a small increase in staffing is proposed for 2024. We are still in the process of seeking to fill several vacancies approved in 2023.
DEPARTMENT GOALS: The Departments were able to review goals and prepare proposed goals for 2024. Council’s reaction and direction with these goals will help Staff refine the budget for the 2nd Budget Retreat and Public Hearing for the 2024 Budget.
REVENUE PROJECTIONS: Revenue projections are modest and conservative. Not included in the Revenue Projections is the possibility of the Use Tax on Construction materials passing this November. Staff prefers to wait until the results of the election before including any increased revenues from the referred 4% Use Tax on Construction Materials. Sales tax projections do not take into account the likely increase in sales tax revenue as the Dual Brand Hotel, Phase I of Front Gate and Lot 1 Riverfront PUD are finished and occupied.
DRAFT BUDGET: We understand that there is a lot of information to present. This is the initial draft budget. Staff looks forward to your questions and direction at the Budget Retreat on Tuesday.
Thank you, Eric
2024 Department Goals DRAFT August 30, 2023 Page 1 of 10
Town of Avon 2024 Department Goals
This document presents specific goals to be completed, or substantially completed, during 2024. The goals are identified by town departments and/or divisions.
Quarterly updates will be provided by department directors and managers.
Town Council will have an opportunity to review the information and provide direction on any revisions, deletions, or changes in priority.
The goals provide a foundation for organizing and scheduling Staff work as well as scheduling reports, work session and action items for Council meeting.
The list is not comprehensive in nature and there will be ample opportunity to review and discuss other high-level priorities set by Town Council, including but not limited to housing, water, childcare, climate action, US Post Office and railroad monitoring. 2024 Department Goals General Government
GENERAL GOVERNMENT
COMMUNICATION & MARKETING
1. Conduct the 2024 Community Survey: A biennial survey will be conducted during summer 2024 to solicit input on Town services and pending policy questions. The community survey will be sent to residents, property owners and business owners in Avon. A final report will be provided to Council in fall 2024.
2. Launch New Community Engagement Platform: In 2023, Staff researched several different platforms with a focus on ease of registration and formatting flexibility and explore designing our own platform. ZenCity was ultimately selected as the best platform for Avon and the new website will be launched in 2024.
3. Ensure the Avon.org is in Compliance with HB21-1110: HB21-1110 requires ADA compliance from municipal websites by July 1, 2024. Currently, most content and images on the website are in compliance, but the documents uploaded to the website regularly are not in compliance and remediation work is required to meet the upcoming deadline.
4. Research Web Cam Options for Town-Wide Implementation: Collect data from peer communities about how they use web camera technology, who provides their service, and what resources are required. Develop a plan to implement web cam technology throughout Town in 2025.
2024 Department Goals DRAFT August 30, 2023 Page 2 of 10
CULTURE, ARTS & EVENTS
5. Plan Best of the West and Heart & Soul Festivals: Develop programming and budget for launch of the Best of the West Festival in 2025 and launch of Heart and Soul Festival in 2025 or 2026. Present programming and budget to CASE for review and comment.
6. Research Cultural Plans: Gather cultural plans and information from peer communities, conduct networking and site visits. Facilitate discussions with CASE regarding what is appropriate and feasible for Avon without creating redundancy with current cultural offerings in the Vail Valley.
7. Vail Valley Art Guild: Support and collaborate with the Vail Valley Art Guild to build their organizational capacity through communication, information, and resource sharing, measuring current programs and activities, and fine-tuning processes and productivity. Identify venues and develop timelines for thoughtful and impactful programs and activities. Through a strategic alliance collaborate on identifying grant funding to further VVAG, CASE and Town goals.
8. The Old Fire Station: The La Zona project identified the Old Fire Station site as an appropriate location for the development of a community event and gathering space and art center (arts, culture, heritage, recreation, education, etc.) Research similar community facilities and art centers to gather facility and programming information, conduct networking, visit other sites. Present information to CASE for review and comment.
9. Large Format Murals: Develop project scope and intent, design, and artist guardrails to release an RFP/Artist Call Out in January 2024 for one large format murals with installation taking place in early summer of 2024. Two identified locations for large format murals installations are (1) Avon Elementary School east facing exterior wall adjacent to the playground and (2) The Season building west facing exterior wall opposite the Avon Library. One mural is proposed for 2024 and second mural is proposed for 2025.
10. Selfie Heart Project: Identify location in Nottingham Park, Main Street Mall or other Town core location for a large heart shaped cut out structure (“selfie-heart project”) in metal, wood, or other sustainable and low maintenance material. Brightly colored and designed with the intent of engaging residents and visitors to take photos creating shareable moments and social opportunities. The location selection, design guardrails, budget development and Planning & Zoning review and guidance would be done in 2024 for an early summer 2025 installation.
11. Ice Sculptures on Main Street Mall (MSM): Identify locations along the MSM appropriate for temporary ice sculpture installations which encourage public engagement, are decorative and/or themed, lit at night, self-explored, and designed to last a minimum of 14-days. The locations selection, design guidance and budget development would be done in spring/fall 2024 for installation in January or February 2025. This could be a support feature for Fireworks in Avon in January 2025.
12. Art Benches Program: Refurbish the six painted art benches from 2020 with more durable material or sealant. Add four additional art benches to the program each summer from 2024 and 2026. Conduct RFP / Artist Call Out in collaboration with Vail Valley Art Guild.
2024 Department Goals DRAFT August 30, 2023 Page 3 of 10
SUSTAINABILITY
13. Avon-Vail Composting Pilot Program: Apply for USDA grants for the Avon-Vail Composting Pilot Program. If awarded grant funding, implement the Avon-Vail Commercial Composting Program, which will offer complimentary composting service to 150 restaurants in the region for a duration of two years. Conduct thorough research and feasibility studies on composting for all Avon residents.
14. GHG Inventory Add-on: Avon Net Zero Forecasting: Utilize the data from the 2019 and 2022 greenhouse gas (GHG) inventories to create a comprehensive net zero forecast. Analyze the emission reduction potential across key sectors to identify strategies, policies, and investments required to achieve net zero emissions in Avon by 2030.
15. Climate Action Investment Matrix: Continue the existing work of tracking, analyzing, and quantifying various climate action projects undertaken by Avon, including the financial investment, the GHG reduction and return-on-investment (ROI). Enhance the presentation of the Matrix by incorporating data visualizations to support informed data-driven decision-making and efficient allocation of resources towards Avon's climate action goals.
16. Weatherization and Electrification Program for the Aspens: Evaluate a comprehensive weatherization and electrification program for The Aspens, a low-income mobile home community in Avon. Leverage and promote Eagle County and NWCCOG’s existing weatherization and electrification program in Avon.
17. Recycling Center Upgrade: Collaborate with Eagle County to elevate the Avon Recycling Center, enhancing safety and user experience. Apply for the Recycling Resources Economic Opportunity (RREO) grant of the Colorado Department of Public Health and Environment. If grant funds are awarded, Eagle County will procure new equipment and the Town will upgrade infrastructure and implement regional Styrofoam recycling program with Styrofoam densifier equipment.
18. Research New Energy Rebates: EVs, EVSE and Battery Storage: Research energy rebates for Electric Vehicles (EVs), Electric Vehicle Supply Equipment (EVSE), and battery storage systems. The rebates will provide incentives for clean transportation and resilient energy storage energy solutions in Avon.
TOWN CLERK
19. Records Management & Retention - Standardize folder structure and records retention across departments to ensure that each Department director, manager and/or coordinator is familiar with the Colorado Municipal Records Retention Schedule and appoints a Department-specific user to monitor that mandatory records are being adequately retained. A Laserfiche consultant will also be hired to develop workflows that automate the archival process of selected records that are commonly used. This will help dimension the cost of this type of solution.
2024 Department Goals DRAFT August 30, 2023 Page 4 of 10
20. Implementation of Agenda Management Software and Workflow for Meeting Packet: The Town Clerk will implement the roll-out of the CivicClerk Agenda Management Software in order to safely manage agendas, generate minutes, and tally votes by Councilors.
21. Implement On-site Spanish Language Conversation Classes: Organize and implement conversational Spanish classes for Town employees at the Avon Town Hall or other Town facilities.
ADMINISTRATION
22. Establish Program for Council Visits to Peer Resort Communities: Establish a program for peer resort community visits that create opportunities to build relationships, share ideas about best municipal practices and topics of mutual interest, such as housing, economic development, as well as events and cultural programs. Visits will encourage a platform that showcases the resort community assets that are offered to their residents and guests.
23. Administrative Support to the Downtown Development Authority: If the ballot questions passes, there will be a need to provide support for setting up DDA through its member appointments, financial analysis and organization of meetings.
24. Research Rejoining DestiMetrics: Study whether it will be worthwhile to rejoin if we can pass an ordinance that makes reporting mandatory in 2025.
FINANCE
1. Assist with Multi-Year and Long Range Finance Projections: Develop models for multi-year and long-range financial forecasts to assist Council with long range visioning.
2. Support Financial Planning for Housing, Capital Improvements, and Avon DDA: Assist with exploring options and preparing information to help Town Manager and Council determine best financing options for large investments and capital improvement projects.
3. Monitor Village (at Avon) Matters: Monitor and participate, when appropriate, in financial matters related to the development to better understand growth opportunities and financial impacts from existing and future development in the Village (at Avon).
INFORMATION TECHNOLOGY (IT)
1. Increase data security: Implement two-factor authentication for remote access and the Cisco VPN. Roll out Microsoft Purview email encryption. Investigate options such as Domain Assure or similar products for enhancing data security. Conduct penetration testing to identify vulnerabilities and improve security measures.
2. Broadband: Explore a potential private-public partnership with Vero and the potential of joining NWCOG's project THOR. Collaborate with relevant stakeholders to explore partnership opportunities.
2024 Department Goals DRAFT August 30, 2023 Page 5 of 10
3. Guest Wireless in Nottingham Park: Collaborate with Resort Internet to provide guest and event wireless internet services in Nottingham Park. Implement the project in stages, starting with the field in front of the Avon Pavilion and extending to the north side beach.
HUMAN RESOURCES
1. Implement Phase II of “Committed to Community”: Research, develop and execute Phase II of “Committed to Community” public service training. Phase II will include: (1) conflict resolution, (2) mastering your message, (3) impact of a message, and (4) active listening. The frequency and content of this annual program will be established.
2. Complete Implementation of Human Resources Information System (HRIS): Complete the implementation of HRIS (BambooHR), (data entry) with an emphasis on the software training that helps employee and manager utilization of the recruiting and hiring, employee self-service (ESS), and performance review modules. Training will be scheduled for each department so that the software becomes relevant for their HR functions.
3. Update Drug & Alcohol Policy: Update the Town’s Drug and Alcohol Policy to identify federal changes and establish compliance with the Federal Transportation Authority (FTA) and Federal Motor Carrier Safety Administration (FMCSA).
4. Review Employee Health Insurance Costs: Collaboration between Human Resources and Finance to outline costs benefit comparison of self-insured and fully insured plans. Develop a comparison of health benefit plans from peer communities.
5. Support Expanded Leadership Training: Host a larger group retreat in the Spring to support training for stress management tools, creating a work-life balance, and time management skills and process. Evaluate various training opportunities to offer the leadership team which may include topics such as, project planning and delegating work to create employee empowerment, employee accountability, building trust and respect, coaching to improve employee performance, dealing with change, leading innovation, and conflict resolution.
2024 Department Goals Community Development
Community Development
1. Community Housing Initiatives: Pursue all reasonable efforts to implement Community Housing, including but not limited to the following goals:
a. Eagle County Regional Housing Action Plan: Administer the Eagle County Regional Housing Action Plan project.
2024 Department Goals DRAFT August 30, 2023 Page 6 of 10
b. Avondale Apartments Construction: Complete entitlements, construction drawings, and secure contractor to commence construction.
c. Early Childhood Education, Planning Area E, Village (at Avon): Coordinate zoning amendments and review of site plan and architectural designs. Define leasing, partnership financial contributions, operations and accessibility requirements. Commence construction in 2024.
d. East Avon Preserve: Facilitate due diligence process for exploring a housing project accessed off Wagon Trail Road. The project will include coordination with Traer Creek and their potential road extension to Planning Area I. Began in 2023
e. Annex State Land Board: Annexation, subdivision, and development review of project, including Phase I.
f. Slope Side Rezoning: Conduct initial site investigation and due diligence to determine development potential, prepare and process rezoning application.
g. Evaluate Avon Development Code for Housing: Review existing high density residential zoning and propose revisions which are more efficient and cost effective for development of housing, including density and building height; evaluate development review process to determine if expedited review process for Community Housing is viable.
h. Revisit Inclusionary Zoning and Available SFEs: Explore potential policies that may allocate or prioritize a portion of the remaining available Single-Family Equivalent (SFE) water supply to Community Housing projects. Update 2020 Community Housing Plan
i. Update Old Deed Restrictions: Review pre-2000s Deed Restrictions, evaluate for outdated language, work with property owners to update Deed Restrictions.
2. Sun Road & East Avon Redevelopment Plan: Complete long range sub area plan for redevelopment of four properties and Sun Road and East Town Center. Began in 2023.
3. Water Allocation Management: Import all Single-Family Equivalent (SFE) water allocation data into Town of Avon Geographic Information System (GIS). Establish protocols for updates and ongoing internal management of data.
4. Avon Net Zero Building Expo: Host the second annual Avon Net Zero Building Expo to provide contractors, construction managers, building officials, and sustainability professionals with the latest advancements and information on net zero building practices.
5. Update Town of Avon Parking Code: Consider modifications to Chapter 7 Municipal Code regulations, including minimum requirements, and electric vehicle parking locations including ADA standards.
6. Village (at Avon) Park Planning: Retain a consultant to conduct initial conceptual planning for park areas in the Village (at Avon).
2024 Department Goals DRAFT August 30, 2023 Page 7 of 10
2024 Department Goals Recreation
RECREATION
1. Develop Sponsorship Plan: Create a standardized plan for the Department including tiered options for Recreation facilities and programs. Priority sponsorship opportunities will be offered to Avon and Eagle County businesses.
2. Create Scholarship Program: Create an internal scholarship program for Avon and Eagle County residents. A pre-approved scholarship fund budget will be available for families in need and eligible to be used for any program or membership. The Health and Recreation Committee will assist with approving scholarship applications.
3. Formalize ‘Active Older Adults’ Programming: Create and provide ongoing programs for older adults, age 50+, on a year-round basis. Reestablish partnership with Eagle County Healthy Aging.
4. Complete Eaglebend Pocket Park Transformation Project: Manage Great Outdoors Colorado (GOCO) grant process, conduct community outreach, obtain design services, and oversee construction of the Eaglebend Pocket Park.
5. Saddleridge Pocket Park Community Engagement and Redesign: Conduct community outreach and obtain design services for redevelopment of Saddleridge Pocket Park.
6. Redevelop Mission and Vision Statement for Recreation Department: Work closely with the Health and Recreation Committee and Town Council to redevelop a mission and vision statement for the Recreation Department.
7. Finish Recreation Center Expansion Designs: Finish the designs for the Recreation Center Expansion, develop rough cost estimates, review financing and funding options, proceed with construction designs, identify and apply for grant funding.
2024 Department Goals Police
POLICE
1. Ethical Decision Making Under Stress (EDMUS): The Colorado Peace Officers Standards Training Board (POST) has advocated for law enforcement agencies in the State of Colorado to
2024 Department Goals DRAFT August 30, 2023 Page 8 of 10
embrace three nationally accepted de-escalation trainings. The three training courses are Integrating Communications, Assessment, and Tactics (ICAT) provided by the Police Executive Research Forum, Active Bystandership for Law Enforcement (ABLE) delivered by Georgetown University, and EDMUS (Ethical Decision Making Under Stress) developed by Colorado POST. The Avon Police Department has completed ICAT and ABLE and we plan to complete EDMUS training in 2024.
2. CALEA Accreditation: 2023 is the last year of our 4-year accreditation cycle. If successful we will be awarded our reaccreditation at one of the three CALEA national conferences in 2024.
3. Flock Safety: In 2024 we hope to see results of our defensive ring of Automatic License Plate Readers at all ingress into Avon, offering greater protection to our community against vehicle thieves and other unwanted individuals who commit crimes against Avon residents and guests. We were successful in obtaining a Colorado Division of Justice grant for year 2 (2024), $20,000 for the annual subscription cost.
4. Parking Management: Implement the Town of Avon managed parking program by the end of 2023. Carefully evaluate the system in 2024, conduct stakeholder input, report findings to Council, suggest any appropriate revisions to the parking management program.
2024 Department Goals Public Works
PUBLIC WORKS - ALL
1. Establish a Preventive Maintenance Program: Create and implement a comprehensive Preventive Maintenance Program (Facilities, Engineering, and Operations Divisions). The Preventive Maintenance Program will include drainage infrastructure, streetlights, buildings, and roadway infrastructure. 2. Swift Gulch Public Works Garage: Finalize designs, review bids, secure funding and implement the construction of the Public Works garage at Swift Gulch.
PUBLIC WORKS >> ENGINEERING
3. Establish an Avon Geographic Information System (GIS) Program: The Town has been collecting GIS data on the built infrastructure for the past several years. In 2023, a GIS Administrator was position was added to fully implement a comprehensive program that will provide GIS support to all departments in the Town. In 2024, the goal will be to establish a GIS support program for Town Departments.
4. Nottingham Road Drainage Improvements: The Town has experienced periodic flood events on Nottingham Road that closed Nottingham Road, Interstate 70, and damaged several downstream
2024 Department Goals DRAFT August 30, 2023 Page 9 of 10
developments. Two projects are proposed at 330 Nottingham Road near Sonnen-Halde and Sherwood Meadows Condominiums and 400 West Beaver Creek Blvd near Beaver Bench Condominiums. The projects were not selected for the 2023 FEMA grant cycle. We will apply for the 2024 grant cycle.
5. Comprehensive Road Safety Audit and Traffic Control Program: A comprehensive road safety audit of the Town will enhance roadway safety for all. In 2022/23, a road safety audit was conducted on Avon Road. The Avon Road audit recommended enhanced pavement markings and signage. In addition, the Audit Report helped garner a $366K CDOT Safety grant to install additional flashing beacons at 6 crossings and permanent medians on Hurd Ln.
PUBLIC WORKS >> FACILITIES
6. Implement Facilities Reserve Study Recommendations: Review facilities reserve study results and prioritize areas for improvement by setting clear objectives and developing action plans for preventative maintenance, repairs, and equipment life cycle planning.
7. Energy Efficiency: Evaluate energy tracking data and implement energy saving practices by conducting audits, finalizing building LED conversions, and continuing to monitor and adjust strategies to achieve energy savings goals.
PUBLIC WORKS >> MOBILITY
8. Expand Evening Bus Service in the Town Core: Ridership and the number of stops in town have been increasing since 2020. The increases cause numerous delays with the Night Rider evening bus service. Based on the demand, the Blue and Red Line routes will expand to operate from 6:30 am-10:00 pm, alleviating delays and missed loops while keeping the desired 30-minute service times.
9. Future Level of Service/ Route Expansion Planning: New development in the Town of Avon will continue to stress current transit routes. Planning and envisioning new alternatives is becoming increasingly necessary. Staff will examine recent trends and study ways to continue our current level of service.
10. Pursue a Summer Micro Transit Pilot Program for Avon: Micro transit solutions are improving rider’s experience by offering small-scale, on-demand public transit services. Adding a micro transit (on demand) service to Avon’s current fixed routes and schedules will enhance our service and extend the reach of transit in town. Staff will research private partners that offer a turnkey program and will implement a 3-month pilot program during the summer of 2024. The expected budget for the program is $200,000. Need to discuss costs, grant funding and budget. Expanding existing service is first priority.
2024 Department Goals DRAFT August 30, 2023 Page 10 of 10
PUBLIC WORKS >> OPERATIONS
11. Redesign Irrigation System: The Town of Avon secured a $60K grant from the Colorado Water Conservation Board (CSCB) to redesign the entire irrigation system. Avon’s irrigation system is antiquated. An Audit was conducted in 2022 and it recommended the entire system be replaced. The Audit found significant system-wide leakage, undersized mains, and failed controls for all zones where staff has to manually set at the control nodes.
Town of Avon Budget Retreat
September 19, 2023
Eric Heil
Town Manager
Town of Avon Council Budget RetreatSeptember 19, 2023
Retreat Work Session Agenda
1.2024 Goals
2.Department Presentations
•Department Intro
•What’s New for 2024
•Department Goals 2024
•Budget Summary (2023 to 2024 Comp)
3.Revenue Overview
4.Personnel Overview
5.Future Projects: the Big 5
(includes housing projects and future capital projects for Public Works and Recreation)
Town of Avon Council Budget RetreatSeptember 19, 2023
Town of Avon Council Budget RetreatSeptember 19, 2023
Budget Schedule
•Town Manager presents Budget Annually (per Chapter XII of the
Charter)
•Includes Financial Plan for all Municipal Funds
•Supports Updated Goals
•Sept. 19 Town Council Budget Retreat (5:00 pm start time)
•Oct. 15 Proposed Budget Posted to town’s website: avon.org
Oct. 17 Town Council Budget Retreat (5:00 pm start time)
•Oct. 24, Nov. 7 & Nov. 15 Public Hearing on 2024 Proposed
Budget
•Dec. 12 Town Council Budget Approval
The community is invited to attend any of the meetings listed
above to provide feedback on the proposed budget. Notices will
be posted.
Town of Avon Council Budget RetreatSeptember 19, 2023
2024 Department Goals
Department Directors draft goals which are reviewed by the Town Manager.
These specific goals are to be completed, or substantially completed, during 2024.
Town Council reviews the goals and provides feedback and input as needed.
Quarterly updates will be provided by department directors and managers.
Town Council will have an opportunity to review the information and provide direction on any revisions, deletions,
or changes in priority.
The goals provide a foundation for organizing and scheduling department work plans as well as scheduling
reports, work session and action items for Council meeting.
Town of Avon Council Budget Retreat
September 19, 2023
General Government
Department
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024
•Overall increased meeting expenses in Council & Admin due to inflation
•Costs for 2024 coordinated election
•Agenda Management Software
•Costs for Website ADA Compliance
•Increased partnerships & sponsorships budget (+$25,000)
•Proposed full time position: Special Events Production Assistant
•Increased budget for several special events, mainly Salute to the USA ($82K),
AvonLIVE! ($60K), Lakeside Cinema ($10K), Arts ($32K) and New 2025 events
branding, promotions, and advertising ($15K).
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
COMMUNICATION & MARKETING
1.Conduct the 2024 Community Survey
2.Launch New Community Engagement Platform3.Ensure the Avon.org is in Compliance with HB21-1110
4.Research Web Cam Options for Town-Wide Implementation
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
CULTURE, ARTS & EVENTS
1.Plan Best of the West and Heart & Soul Festivals
2.Research Cultural Plans
3.Vail Valley Art Guild
4.The Old Fire Station
5.Large Format Murals
6.Selfie Heart Project
7.Ice Sculptures on Main Street Mall (MSM)
8.Art Benches Program
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
TOWN CLERK
1.Records Management & Retention
2.Implementation of Agenda Management Software and Workflow for Meeting Packet
3.On-site Spanish Language Conversation Classes
ADMINISTRATION
1.Establish Program for Council Visits to Peer Resort Communities
2.Administrative Support to the Downtown Development Authority
3.Research Rejoining DestiMetrics
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
FinalOriginalRevised ProposedActualBudgetBudgetBudget2022202320232024
Personnel Services 1,455,041$ 1,876,284$ 1,946,955$ 2,209,132$ Commodities 61,344 68,293 84,338 107,254 Purchased & Contract Services 758,539 1,104,442 1,261,002 1,273,751 Other Operating Costs 602,662 879,150 923,648 880,180 Capital Outlay 18,454 15,518 38,138 14,900
Total 2,896,040$ 3,943,687$ 4,254,081$ 4,485,217$
Mayor and Town Council 285,730$ 285,244$ 286,744$ 301,915$ Town Attorney/Legal 157,152 245,000 245,000 205,000 Town Clerk 32,795 162,701 168,801 200,483 Municipal Court 197,996 228,333 235,999 228,005 Administrative Services 693,984 831,640 833,694 944,019 Community Relations 265,490 349,766 355,857 357,560 Economic Development 159,981 282,170 465,770 307,170 Special Events 1,005,914 1,247,371 1,277,040 1,520,808 Community Grants 96,950 120,250 121,250 120,250 Sustainability 48 191,212 263,926 300,007
Total 2,896,040$ 3,943,687$ 4,254,081$ 4,485,217$
DEPARTMENT EXPENDITURES BY CATEGORY
DEPARTMENT EXPENDITURES BY PROGRAM
Town of Avon Council Budget Retreat
September 19, 2023
Finance Department
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024
•Consulting fees
•ACFR Module
•Personal Budgeting Module
•Operational Budgeting Module
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
FINANCE
1.Assist with Multi-Year and Long-Range Finance Projections
2.Support Financial Planning for Housing, Capital Improvements and the DDA
3.Monitor Village (at Avon) Matters
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
The 2024 operational budget reflects changes in the following areas:
16% decrease in total department budget
•13% decrease in Personnel Services
•63% decrease in Commodities
•18% increase in Purchased & Contracted Services
•27% decrease in Other Operating Costs
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
Town of Avon Council Budget Retreat
September 19, 2023
Information Technology
Department
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024
•Information Technology Program will be included under the General Government Umbrella of
Programs with reporting structure to Deputy Town Manager
•New IT employee (Software Application Administrator) Hire 4th Q 2023
•Employee vulnerability training and testing
•Review Cloud Storage Platform
•Update Remote Server
•Assess and Enhance Security IT Measures
•Provide focused and access to a library of software training for all Town employees.
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
INFORMATION TECHNOLOGY
1.Increase data security by utilizing two-factor authentication for remote access and the Cisco VPN
as well as explore other security software options and products.
2.Broadband - Explore a potential private-public partnership and the potential of joining NWCOG's
project THOR.
3.Guest Wireless in Nottingham Park to improve guest and event wireless internet services in
Nottingham Park.
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
Town of Avon Council Budget Retreat
September 19, 2023
Human Resources & Risk Management
Department
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024
•New hire “welcome kits” to include TOA promotional items
•Code 4 – counseling services for police personnel ($15.5K)
•Recruitment and moving expenses for out-of-state hires ($6K)
•Increased budget for Employee Recognition ($18K)
•Professional Development ($10K) for additional staff and conferences, and
management-level recruitment expenses ($5K)
•Overall increased to budget expenses due to utilization and inflation
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
HUMAN RESOURCES & RISK MANAGEMENT
1.Implement Phase II of “Committed to Community”
2.Complete Implementation of Human Resources Information System (HRIS)
3.Update Drug & Alcohol Policy
4.Review Employee Health Insurance Costs
5.Support Expanded Leadership Training
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
FinalApprovedRevised ProposedActualBudgetBudgetBudget2022202320232024
Personnel Services 487,692$ 383,268$ 435,022$ 569,096$
Commodities 56,611 53,187 53,187 79,386 Purchased and Contract Services 44,876 64,613 64,613 86,958
Other Operating Costs 143,343 95,466 105,466 125,133 Capital Outlay 4,151 - 2,700
Total 736,673$ 596,534$ 660,988$ 860,573$
Human Resources 736,673$ 596,534$ 660,988$ 860,573$
Total 736,673$ 596,534$ 660,988$ 860,573$
DEPARTMENT EXPENDITURES BY CATEGORY
DEPARTMENT EXPENDITURES BY PROGRAM
Town of Avon Council Budget Retreat
September 19, 2023
Recreation Department
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024 - Aquatics Division
•Overall increased Part-Time Staff (PTS) wages due to 2023 hourly rate market adjustment
and Full-Time staff professional development
1.Increased PTS wages for weekend Lifeguard coverage
2.Pool chemical prices increased
3.Pool area maintenance: pool filter sand and flowmeters
4.Pool area equipment replacement: lane line reel & pool deck furniture
5.Pool area enhancements: Spray Water feature replacement and kid’s water slide
replacement
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024 – Recreation Services Division
•Overall increased Part-Time Staff (PTS) wages due to 2023 hourly rate market adjustment
and Full-Time staff professional development
1.Increased PTS wages for Fitness Coordinator & Sports Program Assistant positions
2.Fitness equipment preventative maintenance plan
3.Body Composition Monitor (partial replacement from CERF)
4.Dual Cable Cross fitness machine
5.Comcast Internet & Cable Services
6.Sponsorship materials
7.Front Desk merchandise
8.Rec Center Lobby artwork
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
RECREATION DEPARTMENT
1.Develop Sponsorship Plan
2.Create Scholarship Program
3.Formalize ‘Active Older Adults’ Programming
4.Complete Eaglebend Pocket Park Transformation Project
5.Saddleridge Pocket Park Community Engagement & Redesign
6.Redevelop Mission & Vision Statement for Recreation Department
7.Finish Recreation Center Expansion Designs
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
The 2024 operational budget reflects an increase in full-time staff wages, part-time staff
wages, computer services for Comcast services, professional development, pool
chemicals, fitness equipment and preventative maintenance plan, repair or replacement
of facility equipment and general program supplies.
12% increase in total department budget
•11% increase in Personnel Services
•15% increase in Commodities
•124% increase in Purchased & Contracted Services
•2% decrease in Other Operating Costs
•26% increase in Capital Outlay
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
Town of Avon Council Budget Retreat
September 19, 2023
Avon Police Department
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024
•No longer covering 12 hours of customer service at Town Hall front desk because we are
taking on new parking management program and software
•Paid parking management program for Avon town core with two new Code Enforcement
Officers-Brittany and Kyle. Initial cost in 2023 is $70k plus $17k for signage and $18k annual
fees. However, some moderate parking income will offset some of the software/hardware
costs
•Increased budget for 23% of countywide armored rescue vehicle, replacing full fleet of in car
and handheld officer radios, put in gun cabinets in evidence vault, increased mental health
support for officers (clinician counselling, peer counselling and annual wellness checks),
replace SWAT vest/helmets (required every 5 years), increase in training funds from $40K to
$52K, replace and update current handguns and optics
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
1.Ethical Decision Making Under Stress (EDMUS): The Colorado Peace Officers Standards
Training Board has advocated for three nationally accepted de-escalation trainings. The Avon
Police Department has completed ICAT and ABLE and we plan to complete EDMUS training
in 2024
2.CALEA Accreditation: In 2024, if successful we will be awarded our 4-year re-accreditation at
one of the CALEA national conferences
3.New Parking Management System: Carefully evaluate the system in 2024, conduct
stakeholder input, report findings to Council, suggest any appropriate revisions to the parking
management program
4.Flock Safety: In 2024, we hope to see results of our defensive ring of Automatic License
Plate Readers at all ingress into Avon. We were successful in obtaining a Colorado Division
of Justice grant for year 2 (2024) $20,000 annual subscription cost
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
$101k- 23% of a new countywide replacement armored rescue vehicle; overall cost of $440k
to be divided between Eagle County Sheriff (34%), Vail PD (33%), Avon PD (23%) and Eagle
PD (10%). We cannot use the current 1980’s armored vehicle (minimal armor and multiple
breakdowns) for any type of drug search warrant because of the 2022 Presidential Order
restricting the use Federal 1033 military surplus equipment
$187k- Radio fleet replacement – replace the whole fleet of in car and officer handsets, with a
future annual CERF contribution of $30k per year going forward for next 7 years. We
cancelled the 2023 $43k order and we will incorporate the annual 2024 $30k order into the
proposed $187k and we will sell our current radios for at least $27k for a total $100k of the
requested $187k
$110k- Difference in what’s currently accrued in CERF for replacement of last remaining 5
Tahoe’s to go to Hybrid Ford Interceptors for a 100% hybrid fleet (and a few holdovers)
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
Town of Avon Council Budget Retreat
September 19, 2023
Public Works
Department
Extraordinary Engineering Fabulous Facilities
Outstanding Operations
Magnificent Mobility
Fantastic Fleet
Town of Avon Council Budget Retreat
September 19, 2023
Public Works - Reorganization
- Enhance Communication and Coordination – One Town/One Team
- New Public Works Coordinator: Admin, PubWorks, HR programs, Budget
- Engineering Division: - Overprogrammed
- Right-of-Way Permits (one stop shop for all PW permits)
- Facilities – Stand Alone Division:
- Project manage facilities projects- Technicians managing projects they will maintain- These projects do not require an Engineer
- Operations Division:- Managing some Capital Projects – Culvert Repairs
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024 – ADMIN AND ENGINEERING
•GIS Administrator Vacancy
•Seasonal Engineering Tech
New for 2024 – FACILITIES
•Streetlights and Bollards Replacement - $60K
•Utility locator for - $12,000
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024 – FLEET
•Based on 2023 activities, raised Vehicle Sublet Repairs from $44k to $100k.
New for 2024 – MOBILITY
•Increase Level of Service – Operate the Blue and Red Line 6:30am – 10pm
•Increase Overtime from $12K to $55K. Uncertainty of Part-Time Drivers
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024 – OPERATIONS:
•Dump Truck: $204,200
•Road Widener: $58,200
•Vibrating Roller: $52,300
•Plow Truck Radios: $20,000
•Two Electric Carts: $16,000
Town of Avon Council Budget Retreat
September 19, 2023
2024 – Not Budgeted:
•Enable quick and efficient
shoulder grading
•Create drainage ditches
•Mix and spread materials
•Finish grading
•Ditch cutting
•Scarifying (tilling)
•Snow Removal
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
PUBLIC WORKS - ALL
1.Establish a Preventive Maintenance Program
2.Swift Gulch Public Works Garage
ENGINEERING
1.Establish an Avon Geographic Information System (GIS) Program
2.Nottingham Road Drainage Improvements
3.Comprehensive Road Safety Audit and Traffic Control Program
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
FACILITIES
1.Implement Facilities Reserve Study Recommendations
2.Energy Efficiency
MOBILITY
1.Expand Evening Bus Service in the Town Core
2.Future Level of Service/Route Expansion Planning
3.Pursue a Summer Micro-Transit Pilot Program
OPERATIONS
1.Redesign Irrigation System
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary - Engineering
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary - Facilities
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary - Fleet
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary - Mobility
Final
Original Revised Proposed
Actual Budget Budget Budget
2022 2023 2023 2024
Personnel Services 1,131,497$ 1,199,978$ 1,231,676$ 1,232,020$
Commodities 172,658 192,564 192,360 191,040
Purchased & Contract Services 243,905 144,900 151,814 331,770
Other Operating Costs 1,368,965 930,558 980,780 1,014,646
Debt Service 4,944 41,755 41,755 41,755
Capital Outlay 4,197 1,232,497 1,232,497 1,027,400
Total 2,926,166$ 3,742,252$ 3,830,882$ 3,838,631$
Administration 242,386$ 335,363$ 384,638 272,597$
Operations 2,033,728 2,799,132 2,825,060 2,737,426
Wash Bay 159,159 258,039 264,552 225,851
Mobility Programs 490,893 349,718 356,632 602,757
Total 2,926,166$ 3,742,252$ 3,830,882$ 3,838,631$
DEPARTMENT EXPENDITURES BY PROGRAM
DEPARTMENT EXPENDITURES BY CATEGORY
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary - Operations
Town of Avon Council Budget Retreat
September 19, 2023
Community
Development
Department
Town of Avon Council Budget Retreat
September 19, 2023
New for 2024
•New Housing Long Range Planner (FTE hired in Oct. 2023)
•Increased Professional Development Fees for Employees
•Increased Legal Expenses for Land Use Files (e.g. State Land Board)
•Increased Professional Services:
•Development Projects | Regional Park Planning
•Professional Geographic Information Systems (GIS) Services
•Professional Scanning Services for Records Retention
•Increased Building Permit Revenues
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
COMMUNITY HOUSING INITIATIVES:
1.Eagle County Regional Housing Action Plan
2.Avondale Apartments
3.Early Childhood Education + Housing
4.East Avon Preserve Due Diligence5.State Land Board Annexation + Housing
6.Slopeside Rezoning
7.Inclusionary Zoning Updates
8.Updates to “Legacy” Deed Restriction Agreements
9.Evaluate transitioning ownership structure of Kayak Crossing and Eaglebend
Town of Avon Council Budget Retreat
September 19, 2023
Department Goals for 2024
PLANNING:
1.Sun Road, East Avon, and 3 Mile Plan
2.Water Allocation Management
3.Update to Parking Regulations
4.Village (at Avon) Park Planning
5.Net Zero Building Expo
Town of Avon Council Budget Retreat
September 19, 2023
2024 Budget Summary
Avon Town Council Budget Retreat
September 19, 2023
Personnel Highlights
Eric Heil
Town Manager
Avon Departments (5)
•Community Development
•General Government
•Police
•Public Works
•Recreation
Council approves Departments by
ordinance with recommendation of
Town Manager
Personnel Highlights
•Staffing levels proposed to provide basic
governmental services and implement identified
goals.
•2023 Positions added: HR Generalist, two Code
Enforcement Officers, Software Administrator,
Transit Operator
•2024 Position requested: Special Events
Coordinator
•Budget for Merit Increases (5% of overall personnel
expense)
•Budget for Mid Year Competitive Salary Adjustment
(5% of overall personnel expense)
•Training expenses increased for all Departments &
positions in response to Pulse Survey comments
Avon Town Council Budget Retreat
September 19, 2023
•Budget for Benefits estimated at 15% increase - final health
cost estimates are still under review with the consultants
•Housing costs and limited available inventory are a clear barrier
to recruiting anyone who does not already live in Eagle County
or comparable mountain resort community
New Positions
2022
Positions Approved
Building Inspector (ComDev)
Admin Coordinator (PW)
Building Technician (PW)
2023
Positions Approved
2023 Budget Adoption
GIS Administrator (January)
Recreation Program Supervisor (January)
Recreation Aquatics Coordinator (January)
Long Range (Housing) Planner (July)
Supplemental Approval
Human Resources Generalist (July)
Two Code Enforcement Officers (August)
Senior Engineers (2) (not new positions)
Software Administrator (October)
Transit Operator (October)
2024
Positions Proposed
Special Event Coordinator (GG)
Avon Town Council Budget Retreat
September 19, 2023
Personnel Costs
Avon Town Council Budget Retreat
September 19, 2023
2023 Adopted Budget $12,160,310 Amended budget as of 8/31/23 for Wages (FT, PT)
2023 Positions Added $509,550 Approved with Supplemental Requests | HR, IT, Police Code Enforcements
Revised 2023 Personnel Budget $12,669,860
2023 Year End Personnel Costs Estimate $11,815,377
2023 Estimated Personnel Cost Savings $854,483 Position vacancies contribute to year end savings
2024 Budget $13,471,008 2023 Revised Budget compared to 2024 Budget estimated 6% increase
Estimates for 2024 Budget
Merit 5%$503,177
Market Adjustment 5%$528,336 Market adjustments made in July
Health Insurance & Other Benefits $5,006,990 15% increase estimated and final costs will be determined by November
Recruiting and Retention
•Conduct Market surveys in 2024 (Peer Communities)
•Monitor Compensation of Direct Competitors in Eagle County
•Budget Mid-Year Market Adjustments
•Remain Competitive with Health & Benefits Plan
•Offer Leadership Training - ICMA High Performance Leadership Academy
•Engage Leadership Team - Annual Retreats
•Increased Informal Team Building Activities Throughout the Year
•Recognize Employees (Holiday Party)
Avon Town Council Budget Retreat
September 19, 2023
TOTAL VALUE MATTERS: Compensation, Benefits (health & retirement), Professional Development and Training, Recognition, Empowerment, Work Place Flexibility (live-work balance), Culture
22 Members of the Leadership Team attended a ½ Day
Leadership Retreat at Brush Creek Pavilion
Personnel Costs by Type
Avon Town Council Budget Retreat
September 19, 2023
Personnel Costs by Year
Avon Town Council Budget Retreat
September 19, 2023
* Benefits include 1) Insurance: Health, Dental, Vision, RX, Life, Disability, FPPA, 2) Taxes: Medicare & Unemployment,
3) Retirement: 401a & 457b, 4) Other: Employee Assistance Program
Personnel Highlights
Questions?
Thank you!
Avon Town Council Budget Retreat
September 19, 2023
Avon Town Council Budget Retreat
September 19, 2023
Budget Highlights
Revenue Projections
Eric Heil, Town Manager
Paul Redmond, Finance Director
Budget Highlights
•Conservative Revenue Projections
•Invest in Community
•Plan for the Future
•Maintain Program Service Levels
•Enrich Sustainable Living
Avon Town Council Budget Retreat
September 19, 2023
General Fund Overview
Highlights 2024
Total Revenues: $28,250,814
Total Operating Expenditures: $26,812,739
Total Other Uses (Transfers Out): $1,620,000
Total Expenditures: $28,432,739
Net Source (Use) of Funds: ($181,925)
Year End (2024) Fund Balance: $18,298,066
Avon Town Council Budget Retreat
September 19, 2023
General Fund Summary
Supplemental Proposed
Original Budget Budget Proposed
Actual Budget Revision #12 Amendment #2 Budget
2022 2023 2023 2023 2024
REVENUES
Total Operating Revenues 26,434,652 24,188,139 24,196,109 24,225,007 27,632,327
Other Sources
Total Other Sources 629,255 600,473 600,473 600,473 618,487
TOTAL REVENUES $ 27,063,907 $ 24,788,612 $ 24,796,582 $ 24,825,480 $ 28,250,814
EXPENDITURES
General Government, HR and Finance $ 5,570,978 $ 6,911,320 $ 7,299,907 $ 7,322,086 $ 7,702,936
Community Development 626,354 1,100,608 1,041,531 994,036 1,190,621
Public Safety 5,044,825 5,177,982 5,303,412 5,516,658 6,421,904
Public Works 5,923,946 8,169,475 8,357,185 8,556,003 8,392,456
Recreation 2,018,510 2,692,863 2,758,386 2,768,561 3,104,822
Total Operating Expenditures 19,184,613 24,052,248 24,760,421 25,157,344 26,812,739
Other Uses
Transfers-Out to Capital Projects Fund 535,000 - - - -
Transfers-Out to Mobility Fund 1,300,000 1,300,000 1,300,000 1,300,000 1,500,000
Transfers-Out to Fleet Maintenance Fund 300,000 200,000 200,000 200,000 120,000
Total Other Uses 2,135,000 1,500,000 1,500,000 1,500,000 1,620,000
TOTAL EXPENDITURES 21,319,613 25,552,248 26,260,421 26,657,344 28,432,739
NET SOURCE (USE) OF FUNDS 5,744,294 (763,636)(1,463,839)(1,831,864)(181,925)
FUND BALANCES, Beginning of Year 14,567,561 17,404,663 20,311,855 20,311,855 18,479,991
FUND BALANCES, End of Year $ 20,311,855 $ 16,641,027 $ 18,848,016 $ 18,479,991 $ 18,298,066
General Fund Balance Overview
Beginning Year Fund Balance (2023): $18,479,991
End of Year Fund Balance (2024): $18,298,066
Fund Balances Detail:
Restricted Fund Balance (TABOR): $890,080
Unassigned Fund Balance:
27% Minimum Reserve: $7,676,840
Undesignated, Unreserved: $9,641,146
Avon Town Council Budget Retreat
September 19, 2023
General Fund Summary
Supplemental Proposed
Original Budget Budget Proposed
Actual Budget Revision #12 Amendment #2 Budget
2022 2023 2023 2023 2024
FUND BALANCES, Beginning of Year 14,567,561 17,404,663 20,311,855 20,311,855 18,479,991
FUND BALANCES, End of Year $ 20,311,855 $ 16,641,027 $ 18,848,016 $ 18,479,991 $ 18,298,066
FUND BALANCES:
Restricted For:
3% TABOR Emergency Reserve $ 980,080 $ 980,080 $ 980,080 $ 980,080 $ 980,080
Assigned For:
Carryover of Fleet Purchases - - - - -
Unassigned:
27% Minimum Reserve Balance 5,611,846 6,899,107 7,090,314 7,197,483 7,676,840
Undesignated, Unreserved 13,719,929 8,761,840 10,777,622 10,302,428 9,641,146
TOTAL FUND BALANCES $ 20,311,855 $ 16,641,027 $ 18,848,016 $ 18,479,991 $ 18,298,066
Avon Town Council Budget Retreat
September 19, 2023
Revenue Projection Highlights
Avon Town Council Budget Retreat
September 19, 2023
Revenue Projection Highlights
Avon Town Council Budget Retreat
September 19, 2023
Revenue Projection Highlights
Taxes71.62%
Intergovernmental9.92%
Charges for Services12.06%
Investment Earnings3.99%Licenses, Fines, Other2.41%
2024 Total Operating RevenuesBy Major Source
Avon Town Council Budget Retreat
September 19, 2023
Key Year End Revenue Projections for 2023
Projected Increase (Decrease) in Revenues
•Property Tax $ (14,272) (under adopted 2023 budget)
•Sales Tax $ 940,216 (over adopted 2023 budget)
•Accommodation Tax $ 187,284 (under adopted 2023 budget)
•Rec Center Admissions $ 44,686 (over adopted 2023 budget)
•Building Fees $ 10,971 (over adopted 2023 budget)
•Short-term Rental Tax $ 83,321 (over adopted 2023 budget)
•Real Estate Transfer Taxes $ 1,200,000 (over adopted 2023 budget)
Avon Town Council Budget Retreat
September19, 2023
Key Revenue Projections for 2024
Projected Increase (Decrease) in Revenues
•Sales Tax $813,482 (projected 40% over original adopted 2023 budget)
•Accommodation Tax ($112,765) (under original adopted 2023 budget)
•Recreation Center Admissions $ 75,000 (over original adopted 2023 budget)
•Building Fees $ 89,248 (over original adopted 2023 budget)
•Short-term Rental Tax $ 30,900 (over original adopted 2023 budget)
•Real Estate Transfer Taxes $4,570,000 (over original adopted 2023 budget)
Avon Town Council Budget Retreat
September 19, 2023
Property Taxes
•2023 Preliminary Net Assessed Valuation - $330,694,450
•2022 Net Assessed Valuation - $232,517,570
•Total New Construction - $8,559,460
•Net AV Change $98,176,880 or 42%
•2023 Mill Rate – 8.956 Mills
•Total Property Tax Revenues - $2,961,699; Increase of $878,511
Avon Town Council Budget Retreat
September 19, 2023
Property Taxes
•Senate Bill 21-293 decreased residential assessment ratio from 7.15% to 6.95%
•Created new category for multi-family residential at 6.80%
•Change in assessment ratio resulted in $7.3 million loss in A/V
•Offset by $5.6 million in new construction
•In 2023 commercial assessment ratio decreases to 27.9%
•Expectations are for high amount of appeals
•30%-100% increase in values in some parts of Eagle County
Avon Town Council Budget Retreat
September 19, 2023
Property Tax
Assessment
Rate Changes
pursuant to
5B22-23_8
(May 3, 2022)
Avon Town Council Budget Retreat
September 19, 2023
URA TIF Property Taxes
•2023 TIF Area Increment Net Assessed Valuation - $44,473,690
•2022 TIF Area Increment Net Assessed Valuation - $29,301,500
•Total Actual Value of New Construction - $3,920,810
•Net AV Increase of $15,172,190 or increase by 34%
•Total 2022 TIF Area Overlapping Mill Rate – 62.617
•Total URA TIF Property Tax Revenues - $2,784,809; Increase by $950,037
Avon Town Council Budget Retreat
September 19, 2023
Sales Tax Trends and Assumptions
•2022 Sales Tax Increased Over 2021 by $1,761,258 or 13.52%
•YTD through June 2023 up 7.52% ($477,588) over same period in 2022
•Used the revised 2023 monthly budget projections (based on 3-year averages) for remaining 5
months which equates to a 4.29% increase for the remaining 5 months and 4.58% for the full
year
•Used a conservative growth rate of 3% for 2024
Avon Town Council Budget Retreat
September 19, 2023
Sales Tax by Industry Type
Avon Town Council Budget Retreat
September 19, 2023
Sales Tax
Avon Town Council Budget Retreat
September 19, 2023
Sales Tax
Avon Town Council Budget Retreat
September 19, 2023
Accommodation Tax Assumptions
•2022 Accommodation Tax Increased by 12.70% or $281,157 over 2021
•YTD through July 2023 down .76% ($10,477) over same period in 2022
•Used the original 2023 monthly budget projections (based on 5-year averages) for
remaining 5 months which equates to a 4.3% increase for the remaining 5 months and
20.69% for the full year
•Used a conservative growth rate of 3% for 2023 based on no increase in overall
occupancy for 2023 and a 3% increase in room rates
Avon Town Council Budget Retreat
September 19, 2023
Accommodations Tax
STR Tax for Community Housing
Avon Town Council Budget Retreat
September 19, 2023
Accommodations Tax
Avon Town Council Budget Retreat
September 19, 2023
Accommodations Tax
Avon Town Council Budget Retreat
September 19, 2023
Real Estate Transfer Tax
•YTD RETT through August 2023 is $2,916,472
•Average Annual RETT for Past 5 Years - $5,438,363
•2023 revised CIP budget proposed to increase to $6.5 million
•Based on higher interest rates and a slowdown in real estate and the economy, 2024 base RETT
is estimated at $4.5 million
•New development occurring in 2023 and 2024 includes One Riverfront ($135 million), Frontgate
($160 million), and McGrady Acres ($50 million), TOTAL $345 million in new real estate sales, or
$6,900,000.
Avon Town Council Budget Retreat
September 19, 2023
Real Estate Transfer Tax
Avon Town Council Budget Retreat
September 19, 2023
Recreation Center Admissions
Avon Town Council Budget Retreat
September 19, 2023
American Rescue Plan Act
•Signed into law by President Biden on March 11, 2021, the American Rescue Plan Act (ARPA)
allocates $1.9 trillion to COVID-19 relief and economic recovery.
•The funds are provided over two distributions; the first half was received in mid-June 2021 for
smaller cities, the second half was received in 2022.
•Recipients may use funds to cover eligible costs incurred during the period that begins on March
3, 2021, and ends on December 31, 2024.
•The Town has received a total of $1,636,538 for its 2 tranche payments.
•These funds will not be recognized as fund revenues until project expenditures have been spent.
2024 Additional Requests
Police:
•Armored Rescue Vehicle ($101,000)
Joint purchase by Town of Vail and Eagle County
Public Works:
•Road & Bridge – Moto Grader ($505,000)
Special Events:
•Xterra World Tour ($10,000; $6,500 in kind services)
Avon Town Council Budget Retreat
September 19, 2023
Items not included in the 2024 Budget
Debt Service Schedule
September 19, 2023
Town of Avon Debt Service Schedule
•Series 2020 Tax Increment Revenue Refunding ($3 Million, 2029, $500k Annually)
- Refunding Series 2013 Tax Increment Revenue Bonds
• Series 2014B Certificate of Participation ($2.2 Million, 2029, $318k Annually)
- Avon Regional Transit Facility
• Series 2017 Tax Increment Revenue Bonds ($2.2 Million, 2031, $248k Annually)
- New Town Hall
• Series 2020 Certificate of Participation ($1.53 Million, 2031, $191k Annually)
- Refunding 2010 Certificate of Participation
• Series 2016 Certificate of Participation ($5.8 Million, 2035, $443k Annually)
- Public Safety Facility
Debt Service Schedule
September 19, 2023
Town of Avon Debt Service Schedule
Debt Service Schedule
September 19, 2023
Town of Avon Debt Service Schedule
0.00
200,000.00
400,000.00
600,000.00
800,000.00
1,000,000.00
1,200,000.00
1,400,000.00
1,600,000.00
1,800,000.00
2023 2024 2025 2026 2027 2028 2029 2030 2031 2032 2033 2034 2035 2036
Series 2020 Refunding Certificates of Participation Series 2020 Tax Increment Revenue Loan (URA)
Series 2017 Tax Increment Revenue Bonds (URA)Series 2014B Certificates of Participation
Series 2016 Certificates of Participation
Avon Town Council Budget Retreat
September 19, 2023
Budget Retreat
Questions?
Thank you!
Eric Heil, Town Manager
Paul Redmond, Finance Director
Supplemental Proposed
Original Budget Budget Proposed
Actual Budget Revision #12 Amendment #2 Budget
2022 2023 2023 2023 2024
REVENUES
Taxes 20,200,558$ 19,802,741$ 19,802,741$ 19,802,741$ 22,096,752$
Licenses and Permits 1,506,396 378,450 378,450 378,450 378,175
Intergovernmental 1,336,939 1,254,455 1,277,425 1,288,246 1,279,455
Charges for Services 2,449,476 1,775,293 1,760,293 1,778,370 1,880,745
Fines and Forfeitures 28,191 38,700 38,700 38,700 38,700
Investment Earnings 429,856 480,000 480,000 480,000 1,500,000
Other Revenue 483,236 458,500 458,500 458,500 458,500
Total Operating Revenues 26,434,652 24,188,139 24,196,109 24,225,007 27,632,327
Other Sources
Lease Proceeds 134,662 - - - -
Transfer-In From Capital Projects Fund 494,593 600,473 600,473 600,473 618,487
Total Other Sources 629,255 600,473 600,473 600,473 618,487
TOTAL REVENUES 27,063,907$ 24,788,612$ 24,796,582$ 24,825,480$ 28,250,814$
EXPENDITURES
General Government, HR and Finance 5,570,978$ 6,911,320$ 7,299,907$ 7,322,086$ 7,702,936$
Community Development 626,354 1,100,608 1,041,531 994,036 1,190,621
Public Safety 5,044,825 5,177,982 5,303,412 5,516,658 6,421,904
Public Works 5,923,946 8,169,475 8,357,185 8,556,003 8,392,456
Recreation 2,018,510 2,692,863 2,758,386 2,768,561 3,104,822
Total Operating Expenditures 19,184,613 24,052,248 24,760,421 25,157,344 26,812,739
Other Uses
Transfers-Out to Capital Projects Fund 535,000 - - - -
Transfers-Out to Mobility Fund 1,300,000 1,300,000 1,300,000 1,300,000 1,500,000
Transfers-Out to Fleet Maintenance Fund 300,000 200,000 200,000 200,000 120,000
Total Other Uses 2,135,000 1,500,000 1,500,000 1,500,000 1,620,000
TOTAL EXPENDITURES 21,319,613 25,552,248 26,260,421 26,657,344 28,432,739
NET SOURCE (USE) OF FUNDS 5,744,294 (763,636) (1,463,839) (1,831,864) (181,925)
FUND BALANCES, Beginning of Year 14,567,561 17,404,663 20,311,855 20,311,855 18,479,991
FUND BALANCES, End of Year 20,311,855$ 16,641,027$ 18,848,016$ 18,479,991$ 18,298,066$
FUND BALANCES:
Restricted For:
3% TABOR Emergency Reserve 980,080$ 980,080$ 980,080$ 980,080$ 980,080$
Assigned For:
Carryover of Fleet Purchases - - - - -
Unassigned:
27% Minimum Reserve Balance 5,611,846 6,899,107 7,090,314 7,197,483 7,676,840
Undesignated, Unreserved 13,719,929 8,761,840 10,777,622 10,302,428 9,641,146
TOTAL FUND BALANCES 20,311,855$ 16,641,027$ 18,848,016$ 18,479,991$ 18,298,066$
Fund Summary
MUNICIPAL SERVICESGeneral Fund #10
Large Capital Projects
September 19, 2023
“BIG 5 PROJECTS”
1.Avondale Apartments 56 Apartments - $30-36M estimate – Avon to Financially Support ½ (28
Apartments) - Proposed $8M to $11M cash + $7M COP Municipal Bond – Seeking Local
Government Partners for other 28 apartments (Master Lease at Cost, or Upfront Financial
Contribution with Long Term Lease [25-40 years])
2.Public Operations Garage 5 Bays – 8 Vehicles plus Facilities Shop Space - $3.6M estimate – Proposed to Use Reserves or $1.6M Covid funds and $2M in COP Municipal Bond Financing
3.Recreation Center Parking Garage – 306 Parking Spaces (approximate doubling of parking
spaces) - $16M estimate – Proposed funding is Avon URA and Avon DDA TIFF from Lot 3 Hotel
and Lot B Development (timing tied to new construction)
4.Recreation Center Expansion/Remodel – Expansion of space for weights, cardio, multi-function, and Spa; interior remodel to improve multi-use space, administrative space and lobby
area; Proposed funding is combination of COP bond financing, CIP, Reserves and Grants
5.Early Childhood Education/Housing 14,000 sq.ft. School plus 24 apartments plus 24 For-
Sale condos. Proposed funding is capital contributions and Avon DDA for apartment housing; Public and Private Partners and Avon DDA for the For-Sale condos.
Avondale Apartments
September 19, 2023
Avondale Apartment
Design and Construction Team is in Place
•2757 Architects
•Dynamic Program Management (Owners Representative)
•FCI Constructors, Inc (General Contractor)
Currently analyzing cost difference and pros/cons of stick
built/panelized construction versus modular. Scheduled for Council
review on October 10.
Developing Pro Forma for ½ project – 28 Apartments (24 one bedrooms and 4 two bedrooms)
•Calculating Rent Rates & Revenues (60-100% AMI target range)
•Debt Service, Property Management, Utilities
•All Electric, Energy Efficiency
Avondale Apartments
September 19, 2023
Avondale Apartments
•Debt Service on $7M is $525K per year for
20 years
•2023 HUD numbers:
o 60% AMI to 100% AMI
o 1 Bedroom = $1,554 to $2,220
o 2 Bedrooms = $1,863 to $2,664
o 60% AMI = $49,740
o 80% AMI = $66,320
o 100% AMI = $82,900
•Rough rent revenue estimate at 100% AMI
is $738K (single occupancy); at 80% AMI
is $595K
•Operating Expenses estimated at $50K (based on Kayak Crossing). Developing Operating Cost Estimates with Polar Star,
Eagle Valley Housing Authority, and Others
Facilities – Public Works Garage – DISCRETIONARY
September 19, 2023
Public Operations Garage
•5 bays, double depth 10 large vehicle
spaces
•5th Bay would be used for Facilities until an Administration/Facilities building is built
•All electric
•In-floor heating system
•Extra insulation
•Additional windows on ends
•Restroom
PROCESS:
Finalize construction designs – November
Bid Process – November to January, 2024
Construction Start – Spring 2024
Facilities – Public Works Garage – DISCRETIONARY
September 19, 2023
BUDGET: $3.6M (Estimate)
NOTE: Demolition of modular must be included
and coordinated with this project = $100,000
FUNDING OPTIONS:
•General Fund Reserve
•COP Financing: (estimate for $3.6 Million)
20 years at 4% = $275K per year. Total repayment cost = $5,100,000 Total interest = $2,600,000
•$1.6 Million Covid Funds could be
allocated to this project, reducing COP
Financing to $2M
o $150K per year for 20 years
o Total Repayment Cost of $3M
o Total Interest = $1M
RECOMMENDATION: Apply the $1.6M Covid
Funds and issue 20 year debt
Facilities – Demolition of Facilities Modular bldg. – DISCRETIONARY
September 19, 2023
REMOVAL OF MODULAR BUILDING: Disposal of
Modular Bldg. in support of the construction of the new
Public Works Garage
SCOPE:
•Environment Assessment/Clean up
•Landfill removal fee and transportation costs
•Utilities relocation
BUDGET: $100,000 (estimate)
Streets and Parking – Rec Center Parking Structure Design – DISCRETIONARY
September 19, 2023
RECREATION CENTER PARKING STRUCTURE
Increases parking from 130 spaces to 300.
BUDGET: $16M
FUNDING OPTIONS: Earmark and designate Tax
Increment Financing from development of Lot 3
(Hotel) and Lot B (TBD) when such projects proceed.
The TIF revenues are bondable. The Avon Urban Renewal Authority has priority use of any new TIF revenues through 2032, then the Avon Downtown
Development Authority will continue until 2053, which
allows the Town to issue a 20 year bond in 2-3 years
if/when those properties are developed.
NEXT STEPS: Conduct additional design in 2024 to verify that any Recreation Center Expansion project
designs works with a future parking garage project.
Facilities – Recreation Center Expansion – DISCRETIONARY
September 19, 2023
Rec Center Expansion
Expand Square Footage of Recreation Center and Remodel Multi-Use Rooms to increase
capacity and
functionality.
Better Weight Room
Expanded Cardio/Circuit
1st Floor Multi-Use adds
Child Watch and Senior
activity functionality
2nd Floor weight room returns to Multi-Use.
2nd Floor Functional
Fitness becomes
another Multi-Use
Facilities – Recreation Center Expansion – DISCRETIONARY
September 19, 2023
Weight room is a Building Addition. Extension. Weights
used on slab on grade floor. Simple building lines to expand
off existing building and utilize existing roof line.
Spin Room converted to open office area to accommodate additional staff. Wall to hallway to be replaced with entry door and glass partition.
Building addition in line with north side of existing
building to allow for ground level corridor to north entry from future parking garage.
Facilities – Recreation Center Expansion – DISCRETIONARY
September 19, 2023
Two small offices to be remodeled into one large
office for Recreation Department Director which
will include meeting table for Staff
Climbing wall to be removed and usable
lobby space expanded to create more
“community center” casual use space.
Multi-Use Room remodeled to add a bathroom and
storage closet for tables and chairs so that this room can support Child Watch and Senior Activities. Expanded programming will increase utilization of this room.
Building addition to create new multi-tiered spa pools (upper
adults only, lower family). Current spa area to be removed and repurposed to “picnic” rental area for children’s birthday parties.
Recreation Center Expansion Project (Design) - DISCRETIONARY
September 19, 2023
Project Summary:
•Design Fees: $1,100,000
•Other Professional Fees: $300,000
(GeoTech, Survey, Code Compliance)
•Furnishings/Fixtures/Equip - $309,000
•Construction Estimate: $8,541,000
•Owner’s Contingency: $854,000
•Estimated total project cost: $11,104,000
•New spa addition as its own project - $2,321,000
•Possibility to proceed with spa addition along with
replacement of pool deck
Recreation Center Expansion & Remodel
Early Childhood Education/Housing
September 19, 2023
EARLY CHILDHOOD EDUCATION/HOUSING Housing:
•24 Apartments above
school facility. Prioritized
for school employees
•24 For-Sale Condo Units
on West Side of Site
•PUD Amendment required
to address density and
water allocation
•Seeking partners for
housing construction
•Avon DDA may be able to
provide some funding
School: Approximately 14,000 sq.ft. - Capacity for 180 children
Vail Valley Foundation taking the lead on fund raising