Loading...
24.02.05 Avon DDA Board Packet FINAL_____________________________________________________________________________________ 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 TOWN CLERK MIGUEL JAUREGUI CASANUEVA AT 970-748-4001 OR EMAIL MJAUREGUI@AVON.ORG WITH ANY SPECIAL REQUESTS. DOWNTOWN DEVELOPMENT AUTHORITY MEETING AGENDA Monday, February 5, 2024 MEETING BEGINS AT 3:00 PM DOWNTOWN DEVELOPMENT AUTHORITY PUBLIC MEETING BEGINS AT 5:00 PM 1. CALL TO ORDER AND ROLL CALL 2. APPROVAL OF AGENDA 3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS 4. PUBLIC COMMENT – COMMENTS ARE WELCOME ON ITEMS NOT LISTED ON THE FOLLOWING AGENDA Public comments are limited to three (3) minutes. The speaker may be given one (1) additional minute subject to Board approval. 5. BUSINESS ITEMS 5.1. IGA for Tax Rebates with Other Districts 5.2. Work Session: Sun Road and East Avon Redevelopment Plan Updates – Introduction and Visioning (Community Development Director Matt Pielsticker and DTJ Design) 6. MINUTES 6.1. Approval of December 4, 2023 Downtown Development Authority Meeting Minutes (Town Clerk Miguel Jauregui Casanueva) 7. ADJOURN Public Comments: Avon DDA agendas shall include a general item labeled “Public Comment” near the beginning of all Board meetings. Members of the public who wish to provide comments to the Board 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 Board in advance of the Board meeting. The Chairperson 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 Downtown Development Authority Simplified Rules of Order (970) 748-4055 predmond@avon.org TO: Chairperson Tony Emrick and DDA Board Members FROM: Paul Redmond, Town of Avon Chief Finance Officer RE: 2024 Reimbursement Agreement DATE: February 5, 2024 SUMMARY: This report presents to the Avon DDA Board a draft Reimbursement Agreement for any tax increment collected from the Avon Station, Confluence and Village Metropolitan Districts. This Reimbursement Agreement must also be approved by the Avon Town Council. This reimbursement is the same as the Avon Urban Renewal Authority reimbursement for Avon Station and Confluence Metropolitan Districts. The Avon Town Council approved these metropolitan districts within the Town of Avon to provide independent revenues paid for by project properties for public infrastructure, so it would be counterproductive to those approvals to reduce the property tax revenues for those metropolitan districts. The Reimbursement Agreement is presented for approval by the Avon DDA Board at the February 5, 2024, Avon DDA Board meeting and will be presented for approval by Council at the February 13, 2024 Council Meeting. BACKGROUND: Town Council adopted the Avon DDA Plan document, amendments to the Avon Municipal Code and set the special election with Ordinance No. 23-02. The election was held on August 29, 2023 and voters approved the formation of the Avon DDA. The Avon DDA Plan was formally adopted on October 2, 2023. The Avon DDA Plan reads in part: 7.3 Project Revenues, c. Confluence Metropolitan District, Avon Station Metropolitan District, Village Metropolitan Districts. The Town will enter into intergovernmental agreements with Avon Station Metropolitan District, Confluence Metropolitan Districts, and Village Metropolitan Districts (“District IGAs”). Pursuant to the District IGAs, the Avon DDA Board shall remit to the Districts any tax increment receipts resulting from real property taxes and specific ownership taxes from property within the boundaries of the Districts as of the date of the District IGA, that would otherwise be payable to the Districts, except for any incremental real property taxes or specific ownership taxes generated by an increase in the total number of permitted dwelling units or commercial square footage in the zoning entitlements existing as of the date of the District IGAs. The Town shall continue to remit such receipts, if any, to the Confluence Metropolitan District, Avon Station Metropolitan Districts, and Village Metropolitan District until December 31, 2053, or such longer period if the Avon DDA is term is extended by statute, or as otherwise negotiated. The proposed Reimbursement Agreement is implementation of this provision of the Avon DDA Plan document. The total tax increment financing the Avon Downtown Development Authority is projected to generate is $52,760. This is based on the taxable assessed value of $726,020. AVON STATION METROPOLITAN DISTRICT: The District was established to supply the necessary services of parking areas and/or structures, transportation, water, and wastewater mainlines, streets, bridges and other improvements needed for the area. CONFLUENCE METROPOLITAN DISTRICT: Confluence Metropolitan District was established to supply the necessary services of parking areas and/or structures, transportation, water, and wastewater mainlines, streets, bridges and other improvements needed for the area. Avon Station Metropolitan District joined with Confluence Metropolitan District in adopting an Amended and Restated Consolidated Service Plan in March 2006. Under this consolidated service plan, Confluence will be the Page 2 of 2 “service district” and Avon Station will be the “financing district.” As such, Confluence Metropolitan District will be responsible for managing the construction and operation of facilities and improvements needed for the Avon Station area and Avon Station Metropolitan District will be responsible for providing the funding and tax bases needed to support the financing plan for capital improvements. In 2024, Confluence Metropolitan District did not levy any mills for property taxes for 2023 to be paid in 2024. The Confluence Metropolitan District will not receive any rebates as they did not levy any mills. Avon Stations will use property tax revenues as they did levy 67.299 mills for general operating expenses and provided services. The total revenue generated tax increment will be approximately $33,812. The projected amount of tax increment to be rebated is projected for 2024 to be approximately $18,401 from the Avon Downtown Development tax increment. VILLAGE AT AVON METROPOLITAN DISTRICT: The district was established to provide financing for the construction of streets and safety control, water systems, sewer systems, parks and recreation facilities, safety protection, fire protection, transportation systems, television relay, mosquito control and the operation and maintenance of the district. Under the Consolidated Service Plan, the District is intended to be the Financing District related to Traer Creek Metropolitan District (Traer Creek) as the Service District for the development of the service area, which encompasses the area of both Districts. The District and Traer Creek operate under an intergovernmental agreement with the Town and a related Public Improvement Corporation. In 2024, The Village at Avon Metropolitan District will have revenues generated from tax increment revenues of approximately $12,316. The Village at Avon levied 16.503 mills for 2023 to be paid in 2024. The projected amount of TIF rebate from the Avon Downtown Development Authority is projected for 2024 to be approximately $2,797. REQUESTED DIRECTION: Staff recommend the Board adopt the Resolution as presented. PROPOSED MOTION: “I move to approve Resolution 24-XX adopting the Intergovernmental Agreement for the Avon Downtown Development Authority.” ATTACHMENTS: Attachment A – Amended Certification of Valuation Attachment B – Reimbursement Agreement Thank you, Paul ATTACHMENT A ATTACHMENT A ATTACHMENT A ATTACHMENT A ATTACHMENT A ATTACHMENT A ATTACHMENT A ATTACHMENT A ATTACHMENT A 1 INTERGOVERNMENTAL AGREEMENT BETWEEN TOWN OF AVON, AVON DOWNTOWN DEVELOPMENT AUTHORITY, CONFLUENCE METROPOLITAN DISTRICT, AVON STATION METROPOLITAN DISTRICT, AND VILLAGE METROPOLITAN DISTRICT CONCERNING REMITTANCE OF CERTAIN TAX INCREMENT RECEIPTS THIS INTERGOVERNMENTAL AGREEMENT (“Agreement”) is made and entered into on February 13, 2024, by and between the TOWN OF AVON, a Colorado municipal corporation (“Town”), the AVON DOWNTOWN DEVELOPMENT AUTHORITY, a body corporate of the State of Colorado (“Avon DDA”), the CONFLUENCE METROPOLITAN DISTRICT, a quasi- municipal corporation of the State of Colorado, the AVON STATION METROPOLITAN DISTRICT, a quasi-municipal corporation of the State of Colorado, and the VILLAGE METROPOLITAN DISTRICT, a quasi-municipal corporation of the State of Colorado (collectively, the “Districts”). RECITALS WHEREAS, the Avon DDA was organized pursuant to and in accordance with C.R.S. § 31-25- 801, et seq.; and WHEREAS, the Avon DDA is a quasi-governmental entity that provides organizational focus and financing to support downtown economic developments and improvements; and WHEREAS, in particular and more specifically, the purpose of the Avon DDA includes development of Community Housing in the Avon Downtown Area to provide additional workforce housing and to sustain and enhance a critical mass of residents in the Avon Downtown Area necessary to support neighborhood businesses and to support the public infrastructure and public facilities which sustain and enhance the attractiveness of business investment in the Avon Downtown Area; and WHEREAS, in furtherance of its organization and purpose the Avon DDA adopted the Avon Downtown Development Authority Plan, dated October 2, 2023 (the “DDA Plan”); and WHEREAS, pursuant to the DDA Plan, the DDA Board may approve financing by any method authorized under the DDA Statutes or any other applicable law, including without limitation, the use of property tax increments; issuance of notes and bonds in an amount sufficient to finance all or part of the DDA Plan; borrowing of funds and creation of indebtedness; advancement and reimbursement agreements; federal or state loans or grants; interest income; annual appropriation agreements; agreements with public or private entities; and loans, advances and grants from any other available sources; and WHEREAS, the Districts are quasi-municipal corporations organized to provide certain public improvements; and ATTACHMENT B 2 WHEREAS, the Districts’ ability to issue bonds and otherwise fund operations, maintenance and administrative expenses will be impaired if the Districts are not able to impose and collect real property taxes, and associated specific ownership taxes; and WHEREAS, the execution of this Agreement is necessary to ensure certain tax increment receipts, if received by the Avon DDA, are remitted to the Districts; and WHEREAS, the parties desire to establish their agreement relating to the remittance of such tax increment receipts pursuant to this Agreement. NOW, THEREFORE, in consideration of the covenants and mutual agreements herein contained, and the receipt of other good and valuable consideration, the amount and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: COVENANTS AND AGREEMENTS 1. Remittance of Certain Tax Increment Receipts. The Town and Avon DDA shall remit to the Districts any tax increment receipts resulting from real property taxes and specific ownership taxes from property within the boundaries of the Districts as of the date of this Agreement, that would otherwise be payable to the Districts, except for any incremental real property taxes or specific ownership taxes generated by an increase in the total number of permitted dwelling units or commercial square footage in the zoning entitlements existing as of the date of this Agreement. The Town and the Avon DDA shall continue to remit such receipts, if any, to the Confluence Metropolitan District, Avon Station Metropolitan District, and Village Metropolitan District until December 31, 2053, or such longer period if the Avon DDA term is extended by statute, or as may be otherwise negotiated. 2. Defined Terms. Capitalized terms not otherwise defined in this Agreement shall have the meaning set forth in the Avon DDA Plan, adopted on October 2, 2023, and as may be amended from time to time. 3. Miscellaneous. This Agreement shall be enforceable in accordance with the laws of the State of Colorado and may be specifically enforced by any party hereto. No amendment or assignment of this Agreement shall be permitted without the mutual written agreement of the other parties. [Execution Page Follows] 3 EXECUTED AS OF THE DATE AND YEAR FIRST WRITTEN ABOVE TOWN OF AVON: By:_______________________________ ATTEST:______________________________ Amy Phillips, Mayor Miguel Jauregui Casanueva APPROVED AS FORM: ___________________________________ Nina Williams, Town Attorney AVON DOWNTOWN DEVELOPMENT CONFLUENCE METROPOLITAN AUTHORITY DISTRICT By:_________________________________ By:____________________________ Chairperson President ATTEST ATTEST By:__________________________________ By:____________________________ Secretary Secretary AVON STATION METROPOLITAN VILLAGE METROPOLITAN DISTRICT DISTRICT By:__________________________________ By:____________________________ President President ATTEST ATTEST By:__________________________________ By:____________________________ Secretary Secretary (970) 748-4413 matt@avon.org TO: Chairperson Tony Emrick and DDA Board Members FROM: Matt Pielsticker, Community Development Director RE: Sun Road and East Town Center Subarea Master Plans DATE: January 25, 2024 SUMMARY: The Town has contracted with DTJ Design, a planning and architectural firm, to assist with the creation of subarea plans for the Sun Road and East Avon areas of Town. The Avon Downtown Development Authority (“Avon DDA”) was identified as the primary stakeholder group to work on the plans and formulate a recommendation to the Avon Planning and Zoning Commission (“PZC”), and ultimately the Avon Town Council (“Council”) for adoption. At your February 5, 2024, meeting the project will be introduced, and a vision exercise will be conducted. REDEVELOPMENT SUBAREA PLAN: Creating subarea or “district” plans is a common approach for long- range planning a defined geographic area that contains multiple properties. The development and adoption of a subarea plan follows the same process as the Town’s overarching Town of Avon Comprehensive Plan. In fact, adoption of a new subarea plan by Council will become part of the Town of Avon Comprehensive Plan by definition. The plans become a guiding document, outlining a vision for potential redevelopment scenarios. Subarea master plans communicate a vision to our policy makers (PZC and Council), as well as staff members, investors, and the public. Typical components of subarea plans include: preferred land uses, building form and orientation, unique features and design considerations, parcel adjustments, road realignments, and utility considerations. Page 2 of 4 One benefit of adopting (subarea) master plans is that they are often a prerequisite for development-related grant applications. They can become part of supporting documentation for financing plans and a communication tool to lenders. EXISTING PLANNING DOCUMENTS: I recommend that the Avon DDA become familiar with the Town’s long-range planning documents adopted previously by the Avon Town Council. They are located here under ‘Long-Range Documents’ heading. Attached is a summary of plans with geographic or conceptual overlap with the Sun Road and East Town Center District plans, provided by Planner II Max Morgan – (“Attachment A”). DDA PLAN: The 2023 Town of Avon Downtown Development Authority Plan acknowledges the potential for redevelopment in the subarea properties, including a substantial increase in Community Housing inventory. Financial contributions are contemplated for “the development of a high-density, mixed-use urban Downtown Area.” The DDA Plan goes on to describe that investment will be necessary “for parking structures and street realignment associated with the redevelopment of East Avon and the Sun Road Sub Area Districts.” The Sun Road and East Town Center subareas account for 39 of the DDA’s 294 acres, or 13% of the land area. Highlighted in pink are the two subareas. Page 3 of 4 OVERVIEW OF DTJ WORK: Staff solicited proposals from professional planning firms through our www.bidnet.com portal last fall. After a competitive submittal and interview process, DTJ Design was selected. DTJ Design has a strong reputation with master planning, including extensive knowledge of redevelopment in resort communities. Our team is based in the firm’s Boulder office. We have been working direction with Keith Walzak and Bill Campie. Keith is the Director of Urban Design and Planning, while Bill is President of the firm. DTJ Design brings a collaborative, thoughtful approach to this master planning process, with an emphasis on actionable plans. The contracted services include four “phases”: Project Initiation, Exploration, Synthesis and Subarea Plan Formation, and Subarea Plan Approval. Staff has met several times with the team, and a site tour was conducted to familiarize us with the existing conditions. Meeting with the Avon DDA Board signals the formal kickoff of the “Exploration” Phase – whereby a vision/alternative workshop will take place. A Strengths, Weakness, Opportunities Assessment will be developed. Direct outreach to identified stakeholders is included in the early plan development phase. Our goal is to move through the plan development phase with the Avon DDA board over the course of up to three meetings. Ultimately, the team will arrive with (at least) two alternative plans for each sub-area. Draft subarea plans will include Strengths, Weakness, Opportunities Assessments, preliminary preferred site plans, illustrative plans showing land uses, streets, massing diagrams, public spaces, roadway layouts and parking concepts. High-level phasing will be articulated as it relates to a set of criteria and physical considerations. Once preferred alternatives are endorsed for each subarea by Staff and the Avon DDA, additional public outreach will take place with digital platform and traditional public meetings. Final subarea plans require PZC and Avon Town Council public hearings. For a complete breakdown of DTJ’s scope of work and current task list, refer to the attached (“Attachment B”) scope document. INTRODUCTION/VISION SESSION: At your February 5th meeting DTJ Design will walk through an interactive visioning process for the two subareas. The Avon DDA board members will be asked set questions, and written comments will be grouped and assembled on the wall. The goal is to define and refine the project goals in a collaborative manner. Information will be collected and then used to further support redevelopment concepts. DTJ Design will return at your next meeting with at least two redevelopment scenarios capturing sentiment from the visioning process and the Town’s stated project goals. PROJECT GOALS: Based upon previous planning efforts, and to further define project goals at the outset, Staff has developed a set of goals to lead this project. The following goals will be highlighted at your meeting, and refined as needed: Primary Goals: 1. Maximize the amount of Community Housing in both redevelopment sub-areas with a strong goal that a minimum of 50% of residential development in these sub-areas are Community Housing. 2. Describe and depict a road realignment for East Town Center that creates a “main street boulevard” between Roundabout 4 and the Chapel Place road access to Village (at Avon) Planning Area A, which includes bike lanes, on-street parking, general pedestrian sidewalks that support street level restaurants and retail, convenient transit stops, attractive Page 4 of 4 landscaping and opportunities for public art, and which best serves the future traffic demands generated by redevelopment of East Avon Town Center and by full build-out of the Village (at Avon) Planning Areas A, B, C, D, E, and F. 3. Determine the capacity, location and optimum traffic access for the Avon branch of the United States Post Office, which may include one centralized facility or potential branch facilities. 4. Recognize the potential impacts of redevelopment on existing businesses, including but not limited to displacement, disruption and relocation of business operations, and identify strategies to minimize negative impacts to existing Avon businesses who may be effected by redevelopment. Secondary Goals: 5. Analyze existing zoning and identify any changes or improvements to existing zoning to facilitate redevelopment. 6. Explore concepts to develop public parking structures to serve customers of commercial uses within the sub-areas to reduce the parking burden of future commercial uses and to provide more convenient parking opportunities for commercial patrons. 7. Identify options for financial support and partnerships to incentivize redevelopment, including but not limited to the Avon DDA. 8. Develop clear graphics and metrics that articulate the vision for both subareas. 9. Emphasize safe pedestrian access to and through subareas. 10. Emphasize the integration of efficient and convenient transit to serve the subareas. 11. Articulate best urban design principles which incorporate ground level activation with convenient and comfortable residential development above. 12. Integrate attractive public plaza or pocket park spaces which enhance the attractiveness and livability of the sub-area where possible. 13. Encourage a mix of interesting secondary streets, alleys and pedestrian areas to compliment the main street boulevard for the East Town Center sub-area. REQUESTED DIRECTION: Your involvement at this first stage of the process will help shape the project moving forward. Please review previous planning documents referenced in this report and arrive to the meeting prepared to share your ideas. This initial meeting will be used to fine tune the project goals and project direction moving forward. We expect to also learn from the meeting what other information might be desirable for the DDA and general public. ATTACHMENTS: Attachment A – Long Range Planning Document Synopsis Attachment B – DTJ Scope of Services Thank you, Matt Long Range Planning Synopsis February 2, 2024 Page 1 of 10 ATTACHMENT A – LONG RANGE PLANNING DOCUMENT SYNOPSIS Introduction A community’s adopted plans, including its Comprehensive Plan and subsequent plan family, capture and codify vision, goals, policies, objectives, and strategies related to an area or topic. In turn, these plans provide direction for decision-makers, investors, and the general public, and support cohesion within public and private development projects and initiatives. Included in this report is a summary of the Town’s plans that appear relevant to the subarea planning for Sun Road and East Town Center District for which the Town is currently pursuing in collaboration with DTJ. The purpose of this report is to provide a record of recent plans, and show examples of goals, objectives, strategies and planning principles that could fuel dialogue for current planning efforts in the two subareas. East Town Center District Plan (2007) In the mid-2000s, the Town of Avon anticipated significant growth, including redevelopment in and around the Town Center. To guide public and private redevelopment projects in the East Town Center District, the Town contracted with Design Workshop to author the East Town Center District Plan. The East Town Center subarea identified in the plan is almost identical to the subarea for which the Town is currently planning. The plan, adopted in 2007, serves as: •A decision-making tool for elected and appointed officials •A visioning tool for landowners and developers •A guide for future capital improvement projects Figure 1 – Map from East Town Center District Plan Long Range Planning Synopsis February 2, 2024 Page 2 of 10 The East Town Center District Plan sought to address: • Land uses, • Massing and form, • Architectural characteristics, • Streetscapes, • Transportation, parking, and circulation, and • The continuation of Main Street. Figure 2 - Conceptual Layout from East Town Center District Plan Planning principles included in any plan help communicate the vision and build expectations of future changes in a planned area. Many of the principles in the East Town Center District Plan still represent Avon’s values and help meet goals identified in the Avon Comprehensive Plan. Those planning principles include: • Utilizing green-building practices and considering environmental impacts of development • Supporting a balance of land uses, including commercial, residential, and lodging • Ensuring that pedestrians have safe and convenient access throughout the District • Maintaining access for vehicles while dispersing circulation patterns and creating pedestrian- focused streets • Providing on-street parking Long Range Planning Synopsis February 2, 2024 Page 3 of 10 • Ensuring that architectural character complements other areas of Town, including anticipated development projects • Ensuring that buildings are scaled appropriately and frame open space effectively • Maximizing pedestrian spaces, solar exposure, and views • Emphasizing the public benefit in redevelopment projects The plan segmented the district into four Areas: 1. Primarily residential 2. Destination retail with grocery store 3. Entertainment 4. Mixed Use (Main Street, retail, entertainment and residential) Figure 3 - Proposed Segmentation of East Town Center District from East Town Center District Plan Many of the goals and strategies identified through the development of the plan have relevance as the Town considers how Sun Road and the East Town Center can redevelop. Whether it is consideration for environmentalism, the segmentation of the district, or the emphasis on the relationship between building scale and the pedestrian experience, the East Town Center District Plan serves as a valuable brain- storming tool for considerations for future of the area. West Town Center Investment Plan (2007) Long Range Planning Synopsis February 2, 2024 Page 4 of 10 Figure 4 - Map of Town Areas from West Town Center Investment Plan The West Town Center Investment Plan was designed to encourage and facilitate revitalization in the area between Nottingham Park and East Town Center. Drafted and adopted in collaboration with Design Workshop in 2007 almost simultaneous to the East Town Center District Plan, the plan expresses goals similar to the current Sun Road and East Town Center vision for redevelopment. The West Town Center Investment Plan sought to provide benefits for the area including: • Functionally and aesthetically complementary development, and enhanced, visual character for the Town Center • More predictability, direction, and ease for developers and the Town in the design review process for redevelopment projects • Increased confidence in investors • More predictability for the Town’s budgeting and financing mechanisms While details went largely unrealized given development constraints during the Great Recession in 2008, planning concepts from the West Town Center Investment Plan are worth consideration for the Sun Road and East Town Center subarea plans including: • A new Main Street • Street realignment to improve circulation and enhance development feasibility of vacant parcels • Linkage for pedestrian, bike, and auto circulation throughout the Town Long Range Planning Synopsis February 2, 2024 Page 5 of 10 • A parking structure • Public plazas and gathering spaces • Entertainment opportunities and extended retail hours (night life!) • Enhanced signage, streetscapes, landscaping and wayfinding • Ground-level architectural detailing to enhance the pedestrian experience • Siting of buildings to maximize sun exposure, protect views, and break up building bulk The plan also identifies that redevelopment in the West Town Center was likely to invigorate redevelopment in neighboring districts, including East Town Center. Provided that the West Town Center Investment Plan was never fully actualized, Avon’s East Town Center is a potential site for many of these ideas and concepts to take shape moving forward. Avon Urban Renewal Authority - Town Center West Area – Urban Renewal Plan Concurrent to the West Town Center Investment Plan, the Town’s Urban Renewal Authority (URA) drafted and adopted its Urban Renewal Plan. The purpose of the plan was to reduce, eliminate, and prevent the spread of blight with the Urban Renewal Area, and to stimulate growth and investment within the Area boundaries. Figure 5 - Map from Urban Renewal Authority Plan This document, while less visionary than the previously detailed plans for East and West Town Center Districts, inventoried planning principles for the area that reinforce the intended direction for development in the Town Center: • Create a new “main Street” in the existing pedestrian mall right-of-way. Long Range Planning Synopsis February 2, 2024 Page 6 of 10 • Realign West Benchmark Road to improve circulation in the area and enhance the development feasibility of vacant parcels. • Link pedestrian, bicycle, and automobile circulation to and through Avon’s Towns Center, Nottingham Park, the Confluence site, and the Eagle River. • Develop a multi-modal transit center. • Develop a parking structure associated with the expansion of Avon’s Recreation Center. • Develop a mix of uses that provides a strong residential and lodging bed base supported by community and guest commercial uses. • Create inviting storefronts with retail, restaurant, and entertainment uses on ground levels and offices, lodging, and residential uses above. • Establish public plazas and other gathering spaces for community interaction and social events. • Provide entertainment opportunities for residents and guests to enliven the area and promoted and extended retail hours. • Use signage, streetscape design, landscaping, points of interest, and other wayfinding elements to help orient visitors to important destinations within the district and larger Town Center. • Use architectural detailing on ground level/first floor to enhance the pedestrian environment that includes a human scale, display windows, appropriate lighting, and other pedestrian amenities. • Site buildings of various sizes along the street edge to maximize sun exposure, protect views, and break up building bulk. • Develop a new transit center and private/public structured parking facilities that provide easy access to and through the district. Concepts such as an enhanced Main Street, road realignment, transportation linkage, entertainment, and building mass are all represented in the plan. Additionally, the plan suggests improvements that have since taken shape including improved connectivity to the Eagle River Trail system, an outdoor ice rink, a skate park (currently in development), and construction of a new Town Hall at its current location. The plan appears more of an internal, guiding document rather than one for public consumption however the sections on Land Use Objectives, Project Implementation including Relocation Assistance, and Project Financing are possible elements that should be incorporated into the new East Town Center Plan. Avon Multimodal Transportation and Parking Plan (2017) The Avon Multimodal Transportation and Parking Plan, prepared by LCS Transportation Consultants, Inc., followed successful completion of a transportation and parking study. The study was intended to provide a long‐term framework for circulation system improvements, as well as policies that can be implemented to meet overall Town and community goals. The study focused on: • A review of existing circulation and mobility conditions, and the demographics and activity patterns that create these condition • A detailed evaluation of parking demand and supply in the Town Center, as a basis for parking supply and management strategies • A review of emerging technologies such, as autonomous vehicles, and their long‐term potential impact on the study area • Transit system enhancements • Bicycle and pedestrian system enhancements Long Range Planning Synopsis February 2, 2024 Page 7 of 10 The plan led to improvements including a bike-share program, the Rapid Rectangular Flashing Beacons (RRFBs) to enhance safety at Avon Road’s crosswalks, pedestrian improvements under the I-70 overpass, and marked crosswalks on West Beaver Creek Boulevard at Sun Road. The East Town Center however, is identified in the plan as an “Existing Key Gap in the (Transit) Network)”. The report states that “While sidewalks are present along roadways such as Benchmark Place, clear pedestrian routes are not readily obvious to visitors, which is a potential disincentive to walking within the area” and that the “’suburban’ street pattern east of Avon Road results in the potential for confusing travel routes. While it is not an unattractive area for cycling and walking, the adjacent land uses and street pattern also do not encourage active transportation.” The report also evaluates the Town’s Code requirements for parking and suggests that Code rates potentially exceed parking needs even during peak hours, with Chapel Square’s commercial center Building B used as a specific example. The plan recommends specific transit system enhancements including: • Extension of the Main Street Mall eastward across Avon Road into the East Town Center District • Sidewalk enhancements on Benchmark Road • Construction of a mall, public plaza on the southeast corner of Benchmark Road and Chapel Place • Reconfiguration of land use in Tract A o The plan recommends “direct, street front, small-scale retail along the west side of Benchmark Road.” The Avon Multimodal Transportation and Parking Plan also recommends strategies that enhance ridership for public transit, including: • Constructing new bus shelters • Adjusting bus schedules • Eliminating and adding stops at specific locations • Expanding services boundaries And strategies for parking improvements including: • Providing areas for overnight bus parking • Encouraging shared parking agreements • Expanding On-street Parking Along Benchmark Road Interestingly, the plan states that a neither a parking structure nor a paid parking program are recommended provided the conditions at the time the plan was adopted. The plan concludes with encouragement for the Town to avoid becoming “The Day Skier Parking Facility for Beaver Creek.” Blue Zones Walkability Report (2015) In 2015, the Town invited Dan Burden, the Director of Blue Zones, LLC, to conduct a Walkability Workshop to help identify how to improve economic vitality, social connections, and equity by addressing obstacles to walkability. The workshop included a stakeholder summit and walk-audit to assess factors represented in walkability in Avon including: • Destinations & Connectivity Long Range Planning Synopsis February 2, 2024 Page 8 of 10 • Slow Streets- roads narrower than typically prescribed, in order reduce vehicle speeds • Safety, Comfort, Sense of Welcome The resulting report describes several short-term, mid-to-long-term, and general recommendations including: Short-Term Recommendations • Enhance Wayfinding • Remove Yellow Centerlines in Roads • Transform West Beaver Creek Boulevard • Enhance Street Crossings • Enhance Connections to Eagle River Trail • Complete the Pedestrian Mall • Add More Bicycle Parking • Identify Opportunities for Protected Bike Lanes of Cycle Tracks • Implement Bike Share or a Bicycle Library Mid-to-Long-Term Recommendations • Right-Size Avon Road • Address Complex Intersections • Increase On-Street Parking • Create a Parking Management Plan • Honor and Turn Towards the River • Buildings Should Front the Street, Trails, and Pedestrian Mall • Address the Vacant Railroad Tracks • Address Bus Pullouts Long Range Planning Synopsis February 2, 2024 Page 9 of 10 Figure 6 - Image excerpt from Blue Zones Walkability Report Figure 7 – Rendering of Recommended Option for West Beaver Creek Boulevard in the Blue Zones Walkability Report Long Range Planning Synopsis February 2, 2024 Page 10 of 10 While a handful of recommendations have seen fruition (Bike Share program, Parking Management Plan, etc.), many of these concepts and projects continue to have applicability to future development in the town. The Town, including community members and stakeholders, are tasked to determine whether Sun Road or East Town Center are the appropriate locations to exact these recommendations, or if these recommendations need refinement or adaptation in 2024. The “people-first approach” for Avon, promoted in the Blue Zones Walkability Report, should resonate with individuals and groups involved in planning for the Town. Overall, the recommendations and messaging with the Town’s plan family highlight the need for an improved street network, buildings and massing that enhance the pedestrian experience, and an emphasis on livability. Looking ahead, the Town can use its new subarea plans to gain traction on long-sought projects and improvements, grow interest from investors, and galvanize a vision for the town that is equitable, resilient and inspiring. EXHIBIT A: SCOPE OF SERVICES Town of Avon, Sun Road, and East Town Center Sub Area Plans December 22, 2023 (Rev 4) PHASE I: PROJECT INITIATION (6 weeks) TASK 1: Project Management + Administration DTJ will assist the Town staff to manage the day-to-day project administration and be responsible for: Contract scope of services, scheduling, and budgets Task management and quality controls Monthly invoicing and communications Work Plan Activities and Schedule DTJ will develop a Project Work Plan to identify project staff and consultant team members, key stakeholders (property and business owners and boards and commissions) and contact information. The Work Plan will identify key meetings scheduled over the estimated 5-month project period. A minimum of one DTJ team member will attend each PM meeting. PM meetings may be virtual or in-person (in- person meetings will be combined with other scheduled trips). Project Team Meetings include one [1] meeting per week (16-week project duration from Notice to Proceed to submittal of the Draft Sub Area Plans, averaging one [1]-hour per meeting). TASK 2: Project Kick-off Meeting + Site Tour DTJ will participate in an in-person Project Kick-off Meeting and Site Tour on November 29, 2023, with the Town staff to verify the objectives, assumptions, expectations, and deliverables. Participants will identify key project issues and desired outcomes and identify measures of success of this phase of services. Participants will confirm any required community outreach and engagement process and clarify consultant and staff roles and responsibilities, and overall plan expectations. Ideally, the community engagement schedule will be included as part of the Project Work Plan as a deliverable. This task will: Review key outreach and engagement strategies Define staff and consultant roles and responsibilities Identify stakeholder and focus group participants and milestones Confirm web content needs and responsibilities Define appointed and elected boards and commission update milestones Clarify feedback loops and decision-making processes TASK 3: Data Gathering, Site Inventory + Base Mapping DTJ will gather existing data and conduct field observations and interviews with staff. The data gathering process will include a review of the following: 2017 Comprehensive Plan vision, values, priorities, and strategies 2008 East Town Center District Plan 2021 Community Housing Plan 2017 Multimodal Transportation Plan 2015 Walkability Plan Town of Avon Capital Improvement Program Site Characteristics (urban form, view sheds, landscape, and public spaces) Land Uses, Property Ownership, Tenant Uses Town of Avon Development Codes + Standards + Design Guidelines Street Standards and Parking Requirements ATTACHMENT B EXHIBIT A: Scope of Services; Town of Avon, Sun Road, and East Town Center Sub Area Plan December 22, 2023 Page 2 of 6 Mobility, Access + Parking DTJ will review land uses, public realm, mobility, access, and parking and document site conditions through mapping, photography and field observations and discussions with local property owners and businesses. The review will document the current urban form and character and consider parking strategies and land use zoning regulations and activated public spaces for the Sun Road and East Town Center areas. A detailed traffic engineering analysis is NOT included as part of the Sub Area study. DTJ will assess the current transportation system and local street network, and on-street parking in each Sub Area. DTJ will consider the findings of past studies by Dan Burden and LSC. Our review will include:  Current capital improvement program to understand the immediate and next 4 to 5-year priorities, and how those priorities may impact the redevelopment opportunity for the East Town Center and Sun Road area.  Current parking regulations and parking supply at the parcel level to ensure parking standards function in a way that is consistent with the type of development the community desires in the future.  Consideration of national best practices to establish key parameters, guiding principles, and recommendations to balance parking supply and demand. The parking assessment will document on-street parking supply and include a review of current parking development regulations, and the potential for shared parking scenarios in the study area. Economic Market Analysis The Sub Area study will NOT include a detailed economic market and modeling effort. Infrastructure Assessment JVA will review current infrastructure (streets, utilities, stormwater, wastewater) and prepare mapping data of existing utilities, drainage and stormwater systems, and capacity thresholds for proposed new development and potential utility connections to parcels within the Sub Area. JVA will provide a summary of the existing utility infrastructure capacities and required upgrades to accommodate proposed improvements for each Sub-Area Plan. TASK 4: Stakeholder Interviews DTJ will participate in a series of interviews with local businesses and property owners, real estate developers, and other interests who have a stake in the redevelopment of the Sub-Areas. Interview sessions will help the design team to drill down into details as needed. Interviews will be casual one-on- one coffee meetings or informal group sessions to address key topics (property ownership, redevelopment opportunities, timelines, and impacts). Up to four individual or group interviews are anticipated. The staff will Identify potential participants, determine key topics, and schedule interviews. Potential stakeholders may include:  Sun Road Plan: US Postal Service, Walgreen’s, 1st Bank. Stakeholders  East Town Center: Hoffmann Commercial Real Estate, Christy Lodge, Chapel Square Association, Kroger, and other property managers. EXHIBIT A: Scope of Services; Town of Avon, Sun Road, and East Town Center Sub Area Plan December 22, 2023 Page 3 of 6 PHASE I DELIVERABLES:  Project Kick-off Meeting + Site Tour  Project Work Plan / Project Schedule  Study Area Base Map  Stakeholder List + Contact Information / Stakeholder Interviews  Weekly Project Management Team Calls All deliverables will be provided in PDF format. Up to one technical review with consolidated written comments shall be provided by the staff. A final version shall be incorporated by staff as part of the Draft-Final Sub-Area Plan(s). PHASE II: EXPLORATION + IDEAS (7 weeks) TASK 5: Visioning / Alternatives Workshop DTJ will facilitate a half-day Visioning / Alternatives Workshop in Avon to define the core values and needs and reaffirm the vision and guiding principles and review up to two high level Alternatives for the Sub Areas. Participants will identify properties and potential for redevelopment opportunities, evaluate current planning policies and identify criteria for selecting key priority redevelopment site opportunities. The intent is to establish a framework for a realistic plan for redevelopment of the Sub Areas and clarify how current development regulations and standards may impact the desired urban form outcomes. In conjunction with the Town staff, DTJ will develop up to two conceptual alternative scenarios for the combined Sun Road and East Town Center Sub Areas. The Workshop process will review the Sub Areas as a collective considering connections and adjacencies. Workshop participants will evaluate the alternatives and document opportunities and challenges associated with each concept. The evaluation will consider property owner and local business needs, infrastructure requirements, new mix of uses (retail, housing, lodging, office), parking and access, and opportunities for new civic spaces. DTJ will provide map graphics to illustrate concepts as mixed-use development, density and urban form, access and circulation, parking, services, civic space, and streetscape design. An estimated build-out development program will be defined to help guide the assessment of the alternatives under study. Each alternative will be graphically represented as 2D plan views and 3D white-box massing models to visually define the conceptual land use, streets and blocks, urban form and massing, and public spaces. Following the conclusion of the Workshop, DTJ will review the input and provide a summary of the findings. The Workshop Summary will be provided in PDF format to the Town staff. TASK 6: Strengths, Weaknesses, Opportunities Assessment DTJ will develop a Strengths, Weaknesses, Opportunities Assessment summarizing each alternative independently. DTJ will apply criterion such as anticipated future build-out program, infrastructure needs, private parcel ownership, sustainability and resiliency practices, and best management and operational considerations. The Assessment will be in the form of a matrix table to illustrate an objective analysis of each alternative under study. This information will be provided to staff for input and be presented to the stakeholders for additional input and comments. Participants will identify preferences for a particular alternative or a combination of the two alternatives to formulate aa preferred alternative as part of the next phases of the process. Detailed cost estimates will NOT be included at this time. EXHIBIT A: Scope of Services; Town of Avon, Sun Road, and East Town Center Sub Area Plan December 22, 2023 Page 4 of 6 TASK 7: Downtown Development Authority, Planning Commission + Town Council Updates DTJ will be available to participate in up to 3 Downtown Development Authority (DDA) work sessions, and one additional joint Planning Commission and Town Council Update meeting. A total of 7 trips to Avon are anticipated, including the initial Kick-off meeting (1), combined Visioning / Alternatives Workshop (1), Preferred Concept Workshop (1) and 3 DDA and 1 joint PC and Town Council update). TASK 8: Preferred Concept Plan Workshop Based on the previous input, DTJ will develop a Preliminary Preferred Concept Site Plan for the Sub- Areas. The Preferred Concept Workshop will define key plan and urban design and placemaking strategies and identify initial capital improvement program needs and recommendations for public- private partnerships. DTJ will identify land use development code topics that may be inhibitors to the type of development that is sought. The evaluation will identify pros and cons of assorted options and provide an initial set of recommendations for consideration. The Sub Area Plan policy recommendations will focus on protecting existing uses and property ownership, and enhancing locally owned businesses, while minimizing unintended consequences such as small business displacement in Avon. The Preliminary Concept Site Plan will be a graphically represented site concept plan in 2D plan view and supported by a 3D Sketch-up massing model and illustrative diagrams to articulate the Sub-Areas long- term vision and intent. The Preliminary Concept Site Plan will be supported with precedent images to illustrate design concepts for mixed-use development, proposed density and uses, urban form, access and circulation, parking, services and activation, civic park space, and streetscape designs. PHASE II DELIVERABLES:  Stakeholder Interviews (up to 4 individual or small group sessions)  DDA, PC, Town Council Updates  Combined Visioning and Alternatives Workshop (up to 2 scenarios) + Summary Notes  Strengths, Weaknesses, Opportunities Matrix  Preliminary Preferred Concept Workshop, Preferred Site Plan + Summary Notes  Project Management Team Calls All deliverables will be provided in PDF format. Up to one technical review with consolidated written comments shall be provided by the staff. A final version shall be incorporated by staff as part of the Draft-Final Sub-Area Plan(s). PHASE III: SYNTHESIS + SUB-AREA PLAN FORMATION (4 weeks) TASK 9: Urban Design Framework, Implementation Strategies + Recommendations DTJ will assist staff to develop a series of recommendations addressing the Urban Design Framework for each Sub Area. The Urban Design Framework will illustrate proposed land uses, streets and blocks, massing concepts, public realm, and architectural typologies to help support the vision for built urban form. The Urban Design Framework will include an illustrated site plan, precedent images and up to 3 digital Sketch-up model views to address street and aerial perspective views. DTJ will help define a high-level implementation and phasing strategy that will address short-term and long-term investments for the Sub-Area Plans. The implementation strategies will consider a range of options such as public-private partnerships, leveraging local and state funding, potential bond programs, and grant initiatives to help demonstrate the Town’s ability to assist property owners in executing the plans recommendations. EXHIBIT A: Scope of Services; Town of Avon, Sun Road, and East Town Center Sub Area Plan December 22, 2023 Page 5 of 6 TASK 10: Draft Sub-Area Plans DTJ will provide a draft narrative graphic map exhibits, precedent images, and digital graphics to support the Draft Sub Area Plans. The Town staff will take the lead in the production of content and assembling the draft documents. DTJ will provide technical support as needed. PHASE III DELIVERABLES:  Revised Preferred Concept Site Plan (digital illustrated 2D map exhibit)  Draft Urban Design Framework / Implementation Strategies and Phasing Plan  Up to 10-page written document explaining background and public process. Content and assembling document drafts by staff.  Project Management Team Calls (up to 4 weekly Teams Calls) All deliverables will be provided in PDF format. Up to one technical review with consolidated written comments shall be provided by the staff. A final version shall be incorporated by staff as part of the Draft-Final Sub-Area Plan(s). PHASE IV: SUB AREA PLAN APPROVAL TASK 11: Draft-Final Sub Area Plans DTJ will support staff and provide graphics and text content as needed to support the Preferred Concept Plan. DTJ will address up to two sets of comments provided by Town staff. TASK 12: Planning Commission + Town Council Public Hearings DTJ will assist the Town staff in preparing presentation materials for the required Planning Commission and Town Council Public Hearings as part of the Plan approval process. It is assumed that staff will lead presentations on the Draft-Final Sub Area Plans with key stakeholder groups, boards, and elected officials and staff will incorporate final written review comments as part of the Final Sub-Area Plans. TASK 13: Final Reporting + Project Completion A final close-out and exchange of materials and digital files supporting the Sub-Area Plan will be provided in digital PDF, Word, GIS and/or InDesign files. All original native files will be provided to the Town upon project completion. PHASE IV DELIVERABLES:  Draft-Final Sub-Area Plan(s) by staff  Final Reporting + File Transfer + Project Close out ASSUMPTIONS  DTJ will plan for up to seven visits to the Town of Avon.  Additional in-person meetings will be charged based on the approved billable rate.  An estimate of $1,000 per additional meetings / visits.  No additional site survey, parcel or topographic data will be developed.  No additional community engagement or outreach is included  Assume using existing GIS data to develop up to 2 Alternatives and a Preferred Concept Plan.  No additional traffic or market economic data will be developed.  Cost proposal for additional traffic counts can be provided upon request.  No artist-style 3D digital renderings are included.  Additional digital renderings as required generally cost $2,500 per rendering. EXHIBIT A: Scope of Services; Town of Avon, Sun Road, and East Town Center Sub Area Plan December 22, 2023 Page 6 of 6 Optional Services: At the request of the Town, DTJ can provide up to 3 artist-style digital renderings – one street view and two aerial perspectives. Digital rendering generally costs $2,500 per rendering. COMPENSATION AND PAYMENT FOR SERVICES Regarding the Services to be provided under this Proposal, DTJ will execute the Services for a Fixed Fee of $63,825 including travel and reimbursable expenses. The Town of Avon will be billed monthly, based on the percentage of completion. PHASE I $18,050 PHASE II $44,880 PHASE III $ 8,130 PHASE IV $ 3,050 Subtotal (labor) $74,110 Direct Reimbursable Expenses $ 2,000 (2.7%) TOTAL $76,110 Additionally, DTJ and its consultants, if any, shall be reimbursed for expenses incurred in the interest of the Project. Those prices listed in DTJ’s Standard Terms of Agreement shall apply to those reimbursable items produced in-house. Other expenses associated with procuring and/or producing needed item(s) or service(s) will be billed at no less than cost, and at no more than cost-plus-fifteen percent (15%). Such expenses will include but are not limited to printing, visual documentation of Project graphics, postage, delivery, and mileage. Travel expenses related to the Project will be billed at 1.05 times the cost. FEES AND FEE PAYMENTS Fee Structure Fees and fee payments for the Scope of Services provided by DTJ under this Agreement shall be according to those amounts and schedules specified, based upon the following Standard Hourly Billing Rates: Position Rate/Hour Staff $80 - $150 Senior Designer / Associate / PM $150 - $225 Principal / Associate $200 - $325 These rates are subject to review and adjustment in January and July of each calendar year by DTJ. Any overtime services authorized by the Client shall include compensation at 1.5 times regular billing rates for those required employees who are not exempt from Federal overtime requirements. STANDARD PRICES FOR REIMBURSABLE EXPENSE ITEMS PRODUCED IN-HOUSE Large Format Copy/Print/Scan$0.95/s.f. Small Format Copy/Print/Scan B&W/Color Large Format Mylar Copy/Print$8.85/s.f. 8.5 x 11 $0.10 ea. $0.90 ea. 11 x 17 $0.20 ea. $1.80 ea. DDA MEETING MINUTES MONDAY, DECEMBER 4, 2023 VIRTUALLY-ONLY, VIA ZOOM AVON DDA MEETING MINUTES, DECEMBER 4, 2023 PAGE 1 | 2 1. ROLL CALL Present Virtually: DDA Board Chair Tony Emrick, DDA Board Vice-Chair Brandt Marott, DDA Board Secretary Chris Neuswanger, and Board Members Doug Jimenez, Bill Glaner, Wayne Hanson, Matthew Fitzgerald, Marcus Lindholm and Scott Tarbet, and Councilor Rich Carroll. Staff: Town Manager Eric Heil, Deputy Town Manager Patty McKenny, Finance Director Paul Redmond, and Town Clerk Miguel Jauregui Casanueva Absent: Board Member Rob Tartre The meeting was called to order at 3:06 p.m. DDA Board Chair Tony Emrick presided over the meeting. 2. APPROVAL OF AGENDA Board Chair Emrick presented a motion to approve the Agenda. Board Vice-Chair Marott seconded the motion. The motion was approved with a 10-0 vote of those present. 3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS Board Chair Emrick asked if there were any conflicts of interest, and none were disclosed. 4. PUBLIC COMMENT No public comments were made virtually. 5. BUSINESS ITEMS 5.1 PUBLIC HEARING: Resolution 23-01, Adopting 2024 Budget for Avon Downtown Development Authority Town Manager Eric Heil delivered his presentation related to the adoption of Resolution 23-01 related to the 2024 Avon DDA Budget. Board Chair Emrick opened the floor of the public hearing, and there was no public comment at which point the public hearing was closed. Board Secretary Neuswanger presented a motion to approve Resolution 23-01. Board Member Tarbet seconded the motion. The motion was approved with a 10-0 vote of those present. 5.2 Update on Sun Road and East Avon Re-Development Planning Project Town Manager Eric Heil presented an update on RFP (Request For Proposal) for planning consultants to analyze the Sun Road Redevelopment Area which includes Walgreens, First Bank and the Avon Post Office, along with the East Avon Re-Development Planning Project. He noted the DTJ Design Architecture Firm was selected and Bill Campie, its President and Keith Walzak, its Director of Urban Design and Planning will be asked to meet with the Avon DDA Board during the February 5, 2024 Board Meeting. Board Secretary Neuswanger suggested that Town Staff consider gathering community input for the redevelopment and was advised the Town of Avon is planning to do so during its 2024 Community-Wide Survey to take place this spring, adding the survey is updated every 3 years. Board Member Lindholm asked additional questions on the purpose of the survey which Town Manager Heil expanded on. Town Manager Heil added there will be an IGA presented to Board Members at the next meeting, related to carving-out the Confluence, Avon Station, and Village Metro Districts from the Avon DDA. DDA MEETING MINUTES MONDAY, DECEMBER 4, 2023 VIRTUALLY-ONLY, VIA ZOOM AVON DDA MEETING MINUTES, DECEMBER 4, 2023 PAGE 2 | 2 6. MINUTES Board Member Jimenez presented a motion to approve the Minutes from Avon DDA Board Meeting held December 4, 2023. Secretary Neuswanger seconded the motion. They were approved with a 10-0 vote of those present. 7. ADJOURNMENT DDA Board Chair Emrick adjourned the meeting at 3:31 p.m. Respectfully submitted by: Miguel Jauregui Casanueva Avon Town Clerk 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.