Loading...
TC Council Packet 07-08-2003STATE OF COLORADO ) COUNTY OF EAGLE ) SS TOWN OF AVON ) NOTICE IS HEREBY GIVEN THAT A WORK SESSION OF THE TOWN COUNCIL OF THE TOWN OF AVON, COLORADO, WILL BE HELD JULY 8 2003, AT 3:30 P.M. IN THE MUNICIPAL BUILDING, 400 BENCHMARK ROAD, AVON, COLORADO FOR THE PURPOSE OF DISCUSSING AND CONSIDERING THE FOLLOWING: 3:30 PM - 4:15 PM 1) Council Committee Updates Marketing Update (Councilor P. Buckley) Transit & Other (Mayor Pro Tern McDevitt) Service Agreements for Swift Gulch (Mayor Pro Tern McDevitt & Larry Brooks) 4:15 PM - 4:45 PM 3) 2004 Budget Discussion (Scott Wright & Jacquie Halburnt) 4:45 PM - 5:15 PM 4) Village (at Avon) Update (Norm Wood) 5:15 PM - 5:25 PM 5) Staff Updates - a. Website RFP (Jacquie Halburnt) b. Police Update (Jeff Layman) Council Questions Consent Agenda Questions AND SUCH OTHER BUSINESS AS MAY COME BEFORE THE COUNCIL. THIS MEETING IS OPEN TO THE PUBLIC. TOWN OF AVON, COLORADO BY: Patty McKenny Town Clerk POSTED AT THE FOLLOWING PUBLIC PLACES WITHIN THE TOWN OF AVON ON JULY 3, 2003: AVON MUNICIPAL BUILDING, MAIN LOBBY ALPINE BANK, MAIN LOBBY AVON RECREATION CENTER, MAIN LOBBY CITY MARKET, MAIN LOBBY Town Clerk\Council\Agendas\2003\Avon Council Meeting.03.07.08 Memo To: Honorable Mayor and Town Council Thru: Larry Brooks, Town Manager From: Scott Wright, Finance Director Date: July 2, 2003 Re: Staff Update - 2004 Budget Summary: The Town has now begun its 2004 budget process. One of our objectives this year is to identify and discuss major issues to determine what Council's objectives and priorities are. One of our other objectives is to better communicate the goals and objectives, as well as the issues and proposed solutions to stakeholders. As part of meeting these objectives, we have outlined below a few topics to be discussed at Tuesday's worksession. Discussion: Public Input. As you know, two off-site Town Council meetings have been scheduled over the next couple of months. We would like to discuss your thoughts on providing a forum at these meetings for public comment on the budget. The meetings are scheduled for the Wildridge fire station on July 22 and Avon Elementary on August 12. Sherwood Meadows. The issue has come up regarding the large subsidy that the Town provides for our employee housing units at Sherwood Meadows and whether the Council would be interested in an employee housing program whereby some of the units would be sold to Town employees. There are several issues to overcome with a program like this, but the possibility exists that the Town could potentially relieve itself of some of its cost of subsidy while still meeting its objective of providing employee housing. Personnel Raises. Staff would like to discuss with Council its objectives in this area for the 2004 budget. 3'-d Party Revenues. Staff would like to discuss with Council briefly their thoughts on staff's efforts to obtain additional 3rd-party revenues. Page 1 Special Events. Meryl will present to Council a current list of special events and will discuss with Council their objectives in determining the direction the special events program should go in 2004. Non-profit Organizations. Staff would like to review with Council the current process in contacting non-profits regarding their funding requests and would like input regarding any changes for the 2004 budget process. We would like Council to identify it's philosophy and criteria for non-profit funding. Town Manager Comments: Ale? • Page 2 2003 CALENDAR OF AVON'S SPECIAL EVENTS APRIL 19 EGG HUNT IN AVON Join the Town of Avon in the largest egg hunt in the Valley. Kids can meet the Bunny, go on an outdoor egg hunt, play on bouncy toys, get a face tattoo and visit the petting zoo and more! Parents don't forget your camera! Event time: I0:00am- 12 :00 pm. MAY 17 & 18 KITE FLYING IN NOTTINGHAM PARK-Grand Openings and happenings in Avon. Join the fun between Home Depot & Chapel Square on East Beaver Creek Blvd. Come fly a kite in Nottingham Park for 2:00-3:00 both Saturday and Sunday. Lots of fun: Contest and prizes. Bring your own Kite-Creation. MAY 23 VMS PROJECT GRADUATION Project Graduation is a drug free, smoke free and alcohol free party taking place at the Avon Recreation Center for the graduating class of 2003. MAY 3I BMHS PROJECT GRADUATION Project Graduation is a drug free, smoke free and alcohol free party taking place at the Avon Recreation Center for the graduating class of 2003. JUNE 7 NOTTINGHAM LAKE FISHING DERBY Children under I5 are invited to get out and enjoy free fishing during National Fishing Week. A limited supply of fishing poles will be available to rent. Prizes will be awarded! Event time: I0:00 - 2:00pm. JUNE 8 EAGLE VALLEY SWAP MEET- I5-20 vendors will be selling discounted wholesale items. Sundays from 9:00-3:00. JUNE 22 HAIR CUT-A-THON- Clickhair will be holding a hair cut-a-thon, silent auction, refreshments sale at the Recreation Center to benefit the Resource Center of Eagle County. JUNE 22 EAGLE VALLEY SWAP MEET- I S-20 vendors will be selling discounted wholesale items. Sundays from 9:00-3:00. JUNE 27 LACROSSE SHOOT-OUT IN AVON June 29 - July 8 Sponsored by International Lacrosse Promotions. Times vary. JULY 4 SALUTE TO THE USA Come out and enjoy an evening in the park. Starting at 5:00 there will be 26 food/craft vendors. Children activities plus all the park has to offer, volleyball and paddle boating and much more. There will be a free concert starting at 5:30 featuring Aubrey Collins and The Bay City Rollers featuring Ian Mitchell. At 9AS there will be a laser extravaganza with a fireworks finale. JULY 6 EAGLE VALLEY SWAP MEET- IS -20 vendors will be selling discounted wholesale items. Sundays from 9:00-3:00. JULY I 1-13 THUNDERBIRD ARTS FESTIVAL A Southwestern Arts Festival featuring paintings, bronzes, mixed media, clay, copper and stone sculptures, etched and stained glass, pottery & more. Call Thunderbird Artists at 480-837-5637 for more information. Chapel Square, Avon. JULY 12 TRIPLE BYPASS BICYCLE TOUR The tour starts in Evergreen and climbs over Squaw Pass to Idaho Springs and on into Georgetown. From there it climbs over Loveland Pass to Frisco, and over Vail Pass to the finish line in Avon. For more information call Team Evergreen at 303-674-6048. JULY 20 EAGLE VALLEY SWAP MEET- I5-20 vendors will be selling discounted wholesale items. Sundays from 9:00-3:00. JULY 25 911 EMERGENCY TRAINING COURSE FOR KIDS This free one-day event will introduce youth ages 9-I2 to the Emergency Medical Service agencies in Eagle County. Activities will include an introduction to water safety and rescue, swimming/lifesaving techniques, CPR and first aid, traffic and fire safety and a self-defense/personal protection class. Lunch will be provided. JULY 26 ANGELS IN ACTION- This race is a 5k fun run/walk. Starting in Nottingham Park and continuing down the bike path to Arrowhead and returning to the finish line in Nottingham Park. JULY 3IST AMERICAN CROWN CIRCUS This Circus is family entertainment at its best. America's newest and most beautiful circus is a family acrobatics circus. You will get to see acrobats, jugglers, aerialists, balancers and clowns. The show will be from 6pm to 9:30 pm at Nottingham Park. Don't miss out this is an action packed world class act for all the family. There are no exotic animals in the performance. AUGUST 3 EAGLE VALLEY SWAP MEET- I S-20 vendors will be selling discounted wholesale items. Sundays from 9:00-3:00. AUGUST 7-I0 ANTIQUE SHOW. Vendors will have wide verity of antiques. (This show was up in Beaver Creek last year AUGUST 8 2Sh ANNIVERSARY CELEBRATION FOR THE TOWN OF AVON Come out and join us in celebrating the 25" Anniversary of a I00-year-old town. There will be free BBQ and live band from S:00pm - 7:00 pm. Come out and enjoy an evening at the park. Make sure to tour the newly decorated cabin, which displays a lot of history about the Town of Avon. AUGUST 17 EAGLE VALLEY SWAP MEET- I5-20 vendors will be selling discounted wholesale items. Sundays from 9:00-3:00. AUGUST 31 EAGLE VALLEY SWAP MEET- I5-20 vendors will be selling discounted wholesale items. Sundays from 9:00-3:00. SEPTEMBER 7 AVON HIGH COUNTRY TRIATHLON/DUATHLON Triathletes swim 800-yards in the Avon Recreation Center pool followed by a challenging 14 mile vertical bike ride through Bachelor's Gulch and a 5-mile run through Nottingham Park and along the bike path to Arrowhead and back to the finish line in Nottingham Park. Race begins at 7:30 am. OCTOBER 4-5 VAIL VALLEY SOCCER INVITATIONAL TOURNAMENT Soccer fans come out and watch 80 Front Range and western slope youth soccer teams battle for the VVS Invitational cup. OCTOBER 3I FALL FUN NIGHT Local families and visitors with children of elementary school age are invited to participate in this community-minded event, which takes place in Nottingham Park from 4 to 8 pm. Fall Fun Night is a safe and non-scary alternative to Halloween. Games, treats and prizes galore! Entry is free to the public. For more information call Tommy Schneider 970-47I-2I52. DECEMBER 13 HOLIDAY IN THE PARK Sit on Santa's knee and tell him your Christmas wishes. Enjoy crafts with Mrs. Claus. Sip hot chocolate and nibble on a cookie while enjoying a large bonfire. Event times: 6:00 - 8:00 pm. PLEASE CALL 970-748-4032 or TTY 970-748-8293 FOR FURTHER INFORMATION. Memo To: Honorable Mayor and Town Council Thru: Larry Brooks, Town Manager From: Norman Wood, Town EngineerrA) Date: July 2, 2003 Re: The Village (at Avon) Filing 1 - Wal-Mart Limited TCO Conditions Summary: This is to provide an update regarding compliance with the attached conditions to the Limited Temporary Certificate of Occupancy for Wal-Mart issued on June 8, 2003. These conditions and the corresponding status are: THIS LIMITED TEMPORARY CERTIFICATE OF OCCUPANCY ("TCO") MAY BE REVOKED ANYTIME THE TOWN OF AVON DETERMINES ANY OF THE FOLLOWING CONDITIONS ARE NOT COMPLIED WITH: Public access to the site for vehicles and pedestrians shall be provided and continuously maintained from both East Beaver Creek Boulevard and US Highway 6. The US Highway 6 access is dependent on CDOT approval of the US Highway 6 roundabout improvements. The conditional acceptance granted June 6, 2003, by CDOT for this US Highway 6 access is only valid for twenty (20) days. In the event CDOT either revokes or does not extend this permit, the Town will revoke the rights granted under this Limited Temporary Certificate of Occupancy. a. CDOT has extended the conditional acceptance indefinitely for the current uses allowed under this Limited TCO. 2. Positive separation must be maintained at all times between non-construction personnel and construction activities, both inside and outside the building. a. This is an on-going item and has been satisfactorily maintained. 3. Positive separation must be maintained between Wal-Mart (Lot 3) and Tract E construction activity. a. This is an on-going item and has been satisfactorily maintained. A:\Ltd TCO Conditions-Memo.Doc 4. Site distance at all entrances to the parking lots from public streets must comply with local standards established by the Town Engineer. a. A Site Distance Plan was submitted for the Lot 4 parking lot. Stop bars and stop signs have been added and landscaping has been removed per the Site Distance Plan. 5. Traffic control plans must be submitted to and approved by the Town of Avon prior to any work on or adjacent to roadways open to the public. (This specifically includes but is not limited to Nottingham Ranch Road / Post Boulevard Intersection and all landscape or other work adjacent to roadways.) a. This is an on-going item and has been satisfactorily provided. 6. Complete all underground construction including concrete footings and foundations for canopy columns on Tract E between Wal-Mart (Lot 3) and Home Depot (Lot 4) by July 7, 2003. a. This work is currently under construction, but the attached Memorandum does not address the completion date. 7. Complete all surface paving and sidewalks for vehicular and pedestrian access across Tract E between Wal-Mart (Lot 3) and Home Depot (Lot 4) by July 11, 2003. a. Erik Peterson with Catellus has submitted the attached Memorandum proposing an alternate solution for this item. The proposed solution would provide a temporary asphalt vehicle and pedestrian access prior to July 16, 2003 and then maintain this access for at least three weeks following the proposed opening of Wal-Mart. This solution then indicates that the access will be closed for approximately 90 days while the Tract E construction is completed. This proposed solution does not address the basic concerns that Conditions 6 and 7 attempted to address. The intent of these two conditions was to assure that the access between Wal-Mart and Home Depot would be fully functional for at least the first three weeks that Wal-Mart is open and that it would be closed for the minimum amount of time possible while the canopy construction is being completed. It seems that it should be possible to reduce the closure time significantly from the 90 days indicated in this proposed alternate solution. PRIOR TO ISSUANCE OF CERTIFICATE OF OCCUPANCY AND OPENING OF THE BUILDING TO THE GENERAL PUBLIC FOR SALES OR ANY OTHER ACTIVITY, THE FOLLOWING CONDITIONS MUST BE SATISFIED: 1. Completion of all outstanding building code related items for occupancy by the public. A:\Ltd Tco conditions-Memo.Doc• Page 2 a. Compliance with this Condition will be verified prior to issuance of a TCO that allows opening of the Wal-Mart store to the general public. There does not appear to be any outstanding issues at this time. 2. Completion of all site improvements including but not limited to landscaping, parking, walkways, delivery and access drives as depicted on approved plans for Lot 3, The Village (at Avon) Filing 1. a. Compliance with this Condition will be verified prior to issuance of a TCO that allows opening of the Wal-Mart store to the general public. There does not appear to be any outstanding issues at this time. 3. Provide vehicle and pedestrian access across Tract E between Home Depot (Lot 4) and Wal-Mart (Lot 3). Access must be separated and protected from adjacent construction activities on Tract E. This access must be maintained for at least the first three weeks that the store is open to the general public. a. This Condition is addressed in attached Memorandum from Eric Peterson. The proposed solution does provide temporary pedestrian and vehicular access for the specified three-week time frame, but does not conform to Condition Number 7 above. 4. A non-expiring conditional acceptance must be granted by CDOT for the Post Boulevard/US Highway 6 roundabout improvements. a. This Condition is being addressed and based upon discussions with CDOT personnel it appears that this issue will be resolved prior to the proposed July 16 opening date and should not be a problem. 5. In the event the Town of Avon discovers additional building, construction or other related concerns with Lot 3, The Village (at Avon) Filing 1, the Town of Avon reserves the right to require additional conditions to ensure compliance with approved plans and related agreements. a. This is an ongoing item, but no additional concerns have been identified at this time. We anticipate that representatives of The Village (at Avon) will be present at the Council Meeting to respond to questions and concerns regarding these issues. Town Manager Comments: I U%?c iZL?? 90 A--Etd Tco conditions-Memo.Doc• Page 3 Iil CAT F L LU S L'Marn, i YL "III To: Town of Avon Council From: Erik W. Peterson Date: 7/02/03 CC: Larry Brooks, Norm Wood, Magnus Lindholm, Shane Bohart, Richard Misneheimer, Chris Calloway Re: Temporary Access Between Wal-Mart & Home Depot ? Urgent ? For Review ? Please Comment ? Please Reply ? Please Recycle Town Council: Catellus Commercial Group, LLC, as Construction Manager for Traer Creek Metropolitan District, is hereby respectfully submitting, for your consideration, a temporary plan that will allow both vehicular and pedestrian traffic to access between Wal-Mart and Home Depot stores as stated in the current Temporary Limited Certificate of Occupancy dated June 8, 2003. Condition #3 under 'PRIOR TO ISSUANCE OF CERTIFICATE OF OCCUPANCY' of said certificate states "Provide vehicle and pedestrian access across Tract E between Home Depot (Lot 4) and Wal-Mart (Lot 3). Access must be separated and protected from adjacent construction activities on Tract E. This access must be maintained for at least the three weeks that the store is open to the general public." Please find attached an exhibit that graphically demonstrates the aforementioned condition. Below is the construction phasing and sequencing of proposed plan: A. Prior to July 16, 2003 1. Grade and compact existing temporary roadway to a width of 24' for vehicular traffic and 10' for pedestrian traffic 2. Place 2" asphalt for both vehicular and pedestrian traffic 3. Using orange construction fence, provide positive separation between Tract E park north, pedestrian access, vehicular access and Tract E park south 4. Provide centerline striping through temporary vehicular asphalt surface CATELLUS DEVELOPMENT CORPORATION (Street Address) 0322 East Beaver Creek Blvd, Avon, CO 81620 (Mailing Address) PO Box 640, Vail, CO 81658 970.949.6776 970.748.8900 Fax July 2, 2003 B. After July 16, 2003 1. Temporary roadway and pedestrian access to remain open for a period of three weeks. 7/16 - 8/6/03 2. After three weeks period, roadway and pedestrian access shall be closed to both pedestrian and vehicular traffic for an approximate 90 day period to complete roadway and canopy colonnade construction 3. At completion of canopy and roadway construction, road will be open to public We would like to thank the Council in advance for your consideration in this matter and are available to answer any questions or concerns you may have with this plan. Sincerely, G , Erik W. Peterson Director of Construction Enclosure: Exhibit of Plan 0 Page 2 Q I o - V 1 02 DETAIL KEYS DETAIL NO, I SHEET NO. . 1.00 WATER FEATURE L LLOI 141 LINEN INSTALLATION 1X3 MUTERIALSECIIONSINIERFACES 1O TYPICAL STREAM EDGE CONDITION 121.111;7-L?t1•LSt 1•L1k1•LLL 1.1.1.111;3.1=1.11; 1•LSA LIS 1.111 L 71 l?Y40 S7;": Z1') aa 101 V Lt.( 2 C t7 L ,2+2 h C.'k J w A-/ 4.06 1X0 WATERFALL (SIX STRUCTURAL DETAILS N SET) tAt SECTION OF CONCRETE STEPSNOWALLS 1 MO 1•L3.7 ll/L.. A5rkAL-r 4.0 COD 1 (?j ' W K oc P (Z'`r1l,-AJA L i) / rr 7..o - 101 STACKER WENT 3M 1.OUDRSEA ?iIWONSLOEE3/EEOFWATER 1•L11 i.1!LAS OAAY.N4t CJ v3rATJL71c.? F?nl?c -? ?R?vAoKL Pzoz»TK.1.Y !' ?fNIGUi.,O-C. C- 1.00 BIO AtXJK IA7 BIO ROCK INSTALLATION IAND2-L&S 6.00 PAVND L01 CONCRETE UNIT PAVERS SLAB SET 121•L1R 21•L3A S.O CONCREIEUNRPAVERSWgSET 121•L1T,2•L11 S43 CONCRETE BANDS ICAMPY COLUMN INTERFACE 2ANO3-L3A SN PAYING LAYOUT PLAN• DOER CANOPY 1•W SM PAVING LAYOUT PLAN •ATPARK 1•L17 8.00 PIANTNG L01 OECDUOUS TREE SNTALLAIION L02 CONIFEROUS TREE INSTALLATION LD WOODY AQUATIC RANTS ON SLOPES SAI TYPICAL SLOPE PLANTING EAE HERBACEOUS PLNRSq 1 YOLI)AL- MART ?o i NTC?C A??ss .> i I 7 0 6. 10.10 Po,o-Iti Nti/'"r 1•.LM1 1•Nl 1•W A•LA.3 0.LA.3 7.00 SRERLINIIGHIN0 LArM 7D1 YOUT LL1;lu 7X2 FLAGPOLE I-LI/ / LAYOUT NOTES IN 1.00 PAVF1EIf ICI CONCRETE SANDSIYILL BE LOCATED ON CENTER BETWEEN CANOPY 4.00 POLES NORM AND SOUTH OF PAWING LOT DRIVEWAY 1@ CILN APO PAM ARE PER CIVIL ENGINEIERING PLANS. EXTEND EDGES OF CONCRETE BANDS TO MEET OLM AND PAR WITH LOH EXPANSION JOffr. 1.03 FINISH GRADES OF PAVERS O DINE UNDER CANOPY SMALL ME MUNN M THAT OF ASPHALT PAVEMENT O MAD 1X1 LAYOUT PAVERS To mAsHATE PAYERIIMNN r WIDE OR LESS ON ALL SIDES OF DESIGNATED PAYEMENT AREA 1X6 PAYERS BETWEEN CONCETE(AIDS MDERCANOPYATDRIVE AND WALKWAY) SMALL BE PLACED N NSNSDSOE MTIENALL PAVERS SMALL BE ONE UNIFORM SIZE AS SPECIFIED. 1.00 1X6 PAYING FIELDS SMALL HAVE NIOWOBBLES AND~AN CONMIENT GRADE 1X7 TOP OF SETTNG@ED 04ALL SE LWONLYOWDED.ANDNOTRlNLT Lu NWARPED PAVING SURFACE to NO UNSIGHTLY GAPS SMALL EXIST AT MEMACE BETWEENPAVERS AM CONCRETE BANDS. SAWCUT T 2.00 I.O EX PLACED ATNTERFACES OF DIFFERENT PANSION JONR/WLBE PAVING MATERIALS OR WHERE THERE N A MATERIAL SEPARATION. 1X1 2.00 WATERFALL L04 101 FRONT OF PLANTER WALLS SMALL M PARALLEL TO WATERFALL STEM THROUGH WATER FALL 201 TOP OF WATERFALL STPSSMALL ME LANSI ORADED AND ELEVATION 1.00 4.S7.HUL BE MAN7NIEDUNFORALYMAOSSTOPOFWATEWALL AT U11PFR WEIR 201 ALL VERTICAL SIDES OF WALLS NNLBE PSrBDDUARTOCYROF 1.13 EARTH 2M PVC LINER TO MEANCOREDTOTOP AND BOTTOM OFWATILMALL 01 1 STRUCTURE PER CONCRETE ANCHORING DETAIL . 206 FVC LINER TO BE ANCHORED TO ORATE SINES AND ALL GR EI CONCRETE INTERFACES PER CONCRETE ANCHORING DETAIL SA1 3.00 WATER FEATURE 101 FINISHED GRADES OF LATER FEATURE INCILLIDING BOTTOM OF PONDS, SLOPE BANKS. APEDEDGE OF WATER WILL BE STAYED NM FED BY 1.01 PROFESSIONAL SURVEYOR AND VEIIEDFYIANDKMEAROITECT D2 1 PRIOR TO WATER FEATURE MSDATD0. . L02 TOP AND BOTTOM ELEVATIONS OF BOLLDNRYDSUTOME SURVEYED 1 03 NO STAKED N THE FOLD BYPROFWIOIW SURVEYORNOWMII , N WONXE AROU[CTPRIOR TOFNAL APMO/AL 1.04 1X3 POD LINER TO EXTEND ATLLAFTriiOWTICALI=AW .WATER SURFACE ELEVATIOL 1.00 IN POD LINER TO EXTEND UNDER IIIOULE WEIRS AND CREATE, UNIFORM COVERAGE ORRTED TE H W 1•os 103 Cp EEIOPARK IWATER PNLTLEN AAEIEO RAT EWI AT SOOT 1.0 TNSNUS NWL MCUTTo LOWER INVENT NY W. 4.00 RIO ROOKI BOULDER PIL-COMENT 4.01 ORIENTATION OF BIG ROCK TO M EETSYm N THE FED M LANDSCAPE ARCHITECT AT TIME OF PLACEMENT. LAt BIG ROCK DIENIONaAPE APPROOMATFwmKN PEDBINVlYL Im FOUNDATION EXCAVATION TOMOBSERVED n0E01B0601L 1.01 ENGINEER. LAM BUBORAOEPOUOWTICNMATERMLANDMETHOD OF BIG ROCK INSTALLATION BASED UPON RECOMMENDATIONS R10M OfiO-TICMGL EMONEER ISM INSTALLATION SECTKM 4AS IGROCK TO M SURROUNDED NOOMLEAND SAUMNOLDNN PSI FIELD DETERMINATION N LANDSCAPE AIPICHITIECT. 404 ALL BOULDERS TO BE PLACED N THE PARKSMALL MID6IEDNY LANDSCAPE ARCHITECT FROM SITE 8, PILE. LID ALL MOULDER PLACEMENT TO ME SUPMVNIED Of THE FIELD By LANDSCAPE ARCMI[TECT. MAF BOULDERS @WAILEDONSLOPES /BDMII FOR SEATING SMALL 0 BNET INTO GRAM IFYA MINIMUM OF 1! ,W FmL.17 '4 tORM 0 10 7P 4. t.wa L -j _A. J? 0 ®y DESIGNWORKSHOP 1?xdBIBFE ArdaMLFaF . Ir1a nMB+w LllhalR 010016 . TWIMV Aagwryr. A*... D...?.lr6.. J-P..b S..W f.. T."-LL. T.W. F.V 963 S. ha LB9B Roll W. SUN* 102 VAL Colorado 51667 (970 f 476&OS Famnla (970) 4784MM wWW.D9S10NIN 0RR5 H0P.C0M v to r. 0 .Bid L. Q M O. 0 .? a `4D W 0 0 C Q Y > `L 1 CD L 4) L NNIEDAR 51912003 REUNION DATE Op01/TDN 1 47=0 CONSTRUCTION REVIEW MET 2 WJOD CD FINAL ftvww so sommonno DRANT[ MC MVEILED,Construction Documentation Final Review Set mommoommemo? PROECT NUMBER 1011 onsomommon? Site Layout and Materials Key Plan NORTH BNNMAMI L2.1 w........................ Memo To: Honorable Mayor and Town Council Thru: Larry Brooks, Town Manager 1 From: Jacqueline Halbumt, Assistant Town Manage Date: July 2, 2003 Re: Website RFP Summary: In response to community and council questions about expanding our current website, www.avon.org, Council directed Staff to create a Request for Proposals for website development and services. We compiled a web page wish list from each department for the redesign. We'd like Council to review the list to ensure we have included the most desirable added features. We also added a request for pricing on developing an intranet, which would be used internally to post information for our employees. Recommendation: Staff will mail and advertise the RFP. The suggested deadline to receive RFPs is Friday, August 1, 2003. Staff will compile the responses and share the potential costs with Council at the first meeting in August. Town Manager Comments: TOWN OF AVON REQUEST FOR PROPOSAL - Website Development PROPOSALS MUST BE RECEIVED NO LATER THAN: 5:00 p.m., Friday, August 1, 2003 Proposals received after this time will not be evaluated. Information Contact: Jacqueline Halburnt Assistant Town Manager Phone: 970-748-4025 Fax: 970-748-4078 Email: jhalburnt@avon.org The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified designers/contractors to assist in the development, improvement and maintenance of the Town of Avon's website on the World Wide Web, http://www.avon.org as well as creating an intranet. Proposals can be mailed to the Town of Avon, PO Box 975, Avon, CO 81620 or hand-delivered to 400 Benchmark Road in Avon. Please complete all areas of this page before returning your proposal. By signing this form, you verify having read this information and agree to provide the services proposed herein. Proposer's Signature: Proposer's Printed Name: Date of Proposal: Company Name: Mailing Address: City: State: Zip: Telephone: Fax: _ Federal Tax No. or Social Security No.: Failure to complete and submit this form may result in rejection of your proposal. I. Administrative Background The Town of Avon incorporated on August 8, 1978 and will celebrate its 25th anniversary this year. As a local government, Avon is tasked with providing basic and enhanced services to its 5,700 residents. Avon is a home-rule town run by a Town Manager -Council form of government. The 7-member council is elected at-large to serve 4-year terms. The mission of Avon is to "'provide leadership, service and regulations necessary to promote a quality lifestyle for Avon residents, a positive economic climate for the business community and a quality experience for the guest." To carry out its mission, Avon operates a number of departments including Administration, Finance, Community Development, Police, Recreation, Public Works and Transportation, which all produce a number of programs. II. Statement of Purpose The purpose of this Request for Proposal (RFP) is to obtain proposals from qualified contractors/designers to assist in the development, improvement and maintenance of the Town of Avon's website on the World Wide Web and an intranet for internal postings. Execution of this contract will involve graphic design, database, HTML and CGI programming and coordination with other department-managed computer resources. III. Scope of Work The contractor will be responsible for: a. Consulting closely with the selected staff members to add pages and/or redesign Avon's website and create an intranet, to meet the organization's purposes for the project. b. Coding all necessary documents and scripts to create a reliable Avon web site. c. As required, creating original web site graphics and page layouts, including all text entry (or conversion of department- supplied text), original graphic design and scanning of Avon provided images. d. Maintaining the integrity of existing HTML documents and CGI or other scripts associated with Avon's website. e. Establishing a process to enable staff to regularly update text and images incorporated in the Avon site. IV. Designer/ Contractor Minimum Qualifications The Designer/Contractor submitting proposals on this project must show evidence of at least four (4) years experience, have produced a minimum of ten (10) websites, and must have worked with at least three (3) clients similar in size to Avon. Designer/Contractor must have demonstrated expertise in art direction, writing, programming, systems administration, database design, and multimedia programming. Designer must be able to work closely with staff on a continuing basis. 1. Proposals will only be accepted from proposers who meet the following requirements: a. Experience in planning, development and maintenance of websites that involve manually-coded HTML documents, and incorporation of graphics, text and CGI or other scripting languages. b. Experience in creating a website designed to be updated by staff with little HTML experience. c. Significant experience with HTML and JavaScript and other programming languages necessary to create a website. 2. All proposals must contain the following information: a. A concise description of how the proposer meets the minimum qualifications listed above. b. A conceptual plan demonstrating how the proposer will fulfill items listed under Section III, Scope of Work above. Additional material may be requested by Avon before selecting a successful proposal. c. Name and contact information for the key person assigned by the proposer to this project. d. Resumes or background descriptions of all key personnel to be assigned to this project. e. Information on work (similar to the current project) completed by proposer over the past four (4) years. A minimum of three (3) complete references must be submitted. f. Separate descriptions of charges for: i. Recreating the current website. ii. Hourly fee for updates. iii. Creating an Intranet iv. Annual hosting charges g. A list of work to be subcontracted by the proposer to fulfill the items listed under III, Scope of Work. Information on subcontractor qualifications must also be included. h. A summary of the approach the proposer will use to work with Avon staff to ensure project communications will be conducted efficiently and that project timelines will be met. V. Deliverable Items/ Performance Requirements 1. Period of Performance The period of performance shall begin upon the date the contract is signed by all parties and extend for one (1) full year. The contract may be extended for one (1) additional year upon agreement by both parties. Hourly rates for work categorized in IV, 2, f above may be renegotiated as part of the contract renewal process. Meetings between Avon and the contractor will be held as often as necessary to accomplish the required tasks and discuss problem areas. Either party may suggest a meeting. 2. Deliverable Items All HTML documents, database programming, CGI or other scripts, design elements, graphics and supporting materials (including results of on-going site evaluations) associated with a complete web site. 3. Delivery Deadlines Deadlines for delivery of all items listed above shall be negotiated with the contractor. PROPOSAL PROCESS Submittal Process Respondents must submit one (1) original and three (3) complete copies of the proposal to: Attn: Jacqueline Halburnt, Assistant Town Manager, Town of Avon, PO Box 270, Avon, CO 81620, No later than 5:00 p.m., Friday, August 1, 2003. All proposals that are not received by the deadline will be considered late and will be returned to the proposer unopened. Proposals shall be submitted at the time and place indicated in the Request for Proposal and shall be submitted in a sealed envelope appropriately marked with the Proposal title, and the name and address of the Proposer. If the requested number of copies does not fit into an envelope, enclose all copies in a box, seal it and include the appropriate information on the top of the box. COST OF PREPARATION OF RESPONSE Costs incurred by any agency in the preparation of their response to this Request for Proposal are the responsibility of the responding agency and will not be reimbursed by the Town of Avon. CANCELLATION The Town of Avon reserves the right to cancel award of the contract any time before execution of the contract by both parties if cancellation is deemed to be in Avon's best interest. In no event shall Avon have any liability for the cancellation of award. The proposer assumes the sole risk and responsibility for all expenses connected with the preparation of its proposal. CLARIFICATION Any proposer requiring clarification of the information or protesting any provision herein, must submit specific questions/protests or comments in writing to: Jacqueline Halburnt, Assistant Town Manager Town of Avon PO Box 975 Avon, CO 81620 Phone (970) 748-4025 Fax (970) 748-4078 E-Mail: jhalburnt@avon.org The deadline for submitting such questions is July 25, 2003. If in the Assistant Town Manager's opinion, additional information or interpretation is necessary, such information will be supplied in the form of an Addenda that will be mailed to all individuals, firms, etc., having received this Request for Proposal from Purchasing and such Addenda shall have the same binding effect as though contained in the main body of the Request for Proposal. Oral instructions or information concerning the specifications of the project given out by Avon managers, employees, or agents to prospective proposers shall not bind Avon. All Addenda shall be issued by the Assistant Town Manager not less than five (5) calendar days prior to the proposal deadline. ASSIGNMENT Neither the resultant contract nor any of the requirements, rights, or privileges demanded by it may be sold, assigned, contracted, or transferred by the Contractor without the express written consent of Avon. PROPOSALS ARE PUBLIC RECORDS All information submitted by Proposers shall be public record and subject to disclosure pursuant to the Colorado Open Records Act. All requests shall be in writing, noting specifically which portion of the proposal the Proposer requests exception from disclosure. Proposer shall not copyright, or cause to be copyrighted, any portion of any said document submitted to the Avon as a result of this Request for Proposal. REJECTION OF PROPOSALS Avon reserves the right to reject any or all responses to this Request for Proposal. AMERICANS WITH DISABILITIES ACT Proposer must comply with all applicable requirements of federal and state civil rights law and rehabilitation statutes. CLARIFICATION OF RESPONSES Avon or its agent reserves the right to obtain clarification of any point in a firm's proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a proposer to respond to such a request for additional information or clarification could result in rejection of that firm's response or responses. Attachment A Draft description of Avon website content Internet All pages will have photos and/or graphics Underlined topics are new ideas Home Page Webcam Avon weather One question survey Sign up to receive important Avon info News Releases Latest info on Avon Dining List of Avon Restaurants with hyperlinks where applicable Shol2ping List of Avon Retail with hyperlinks where applicable "Avon Deals" Page for merchants to advertise specials Relocation Information Link to VVCTB Mans Where Avon is in relation to Denver and the valley Airport Information Where to fly into to get to Avon Affordable Housing Info on Avon affordable housing projects Avon History Avon's background and history Bob the Bridge Info on Bob the Bridge Roundabouts Info on Avon's roundabouts Village at Avon Info on the development. PUD info and map and stores Links Links to other agencies in the valley FA Qs Frequently asked questions Art Gallery Photos of Avon's bronze artwork Avon Municipal Code Direct link Recreation Page Rec. Center information, Nottingham Lake and Cabin information, High Country Triathalon/Duathlon results, Adult program league scores/standings, Day Camp, Youth programs, Swim team, Key personnel and email addresses, maybe on-line registration. Special Events Outlining Avon events Transit Bus schedules, Charter services, Key personnel and email addresses Human Resources Job Openings and descriptions. Key personnel and email addresses Finance Sales and accommodations tax info, and business registration info, Real estate transfer tax info and application, application forms, return forms checklists, Lot summary physical addresses in Avon, Annual financial report, Capital and operating budget, Finance personnel and email Community Development P&Z agendas and minutes, Design review guidelines, Building permit application, inspection request forms, all planning, subdivision and right-of- way permit forms, zoning map, addresses and GIS info, Comprehensive plan, Town Center plan, Key personnel and email addresses Town Manager Key personnel and email. Town Manager letter Public Works Watering schedules, plowing schedules. Key personnel and email addresses Town Clerk Business license and explanations, Peddler's license and forms, Liquor license new & renewal, General Election information, Election dates. Key personnel and email addresses Municipal Court Court dates and general summary. Key personnel and email addresses Police Department Incorporated current site (avonpolice.org) or hyperlink Fire Department Link to Eagle River Fire Protection District Town Council Council member bios and email addresses. Agendas and minutes Intranet Telephone lists Forms Employee Handbook Policies To: Honorable Mayor and Council Thru: Larry Brooks, Town Manager From: Jeff Layman, Chief of Police Date: July 3, 2003 Re: Police Update Summary: The purpose of this memo and the accompanying work session discussion is to update council members on the progress we have made regarding our recruiting and selection processes and to provide information regarding Avon Police Department activities. Discussion: Recruiting and Selection-We currently have five candidates in process. We have recently run an ad in the Denver Post and are awaiting results. We have also decided to run an ad in Minneapolis where many police officers have been laid off. We currently have one recruit police officer entering his fifth week of his field-training program. One of our officers has gone down with an elbow injury and will be undergoing surgery next week. He will be out for four to six weeks. Police Activities-We have entered a new era of cooperation with the Eagle County Sheriff s Office. Soon we will begin work with them and other county police agencies to develop a standardized response to school violence. This will include everything from active shooters to bullying, threats and harassment. Sheriff Joe Hoy is also setting up a multi-disciplinary board to oversee the divestiture of the 800 MHz radio system from his office to a professional management team. We will be involved in this effort. Finally, after many years, we have been allowed to use the sheriffs firearms range. It is nicer and closer than the Gypsum public range that we have been using. Our participation in the EMS/PS Council has involved us in a number of initiatives. Among them: Camp 911 with the Avon Rec Department, Rescue Rangers in Vail and car seat safety checks. Our activity levels, as they do each summer, are inching up. Obviously calls for service are our first priority and we are handling them as they come in. At this time, preventative, proactive patrol has been difficult, but we are doing are best to balance the needs of the community. Town Manager Comms TOWN OF AVON REGULAR COUNCIL MEETING AGENDA JULY 8, 2003 - 5:30 PM 1. Call to Order / Roll Call 2. Citizen Input a. Thunderbird Arts Festival (Judy Combs) b. Triple Bypass Bicycle Tour (Julie Kessenich) 3. Ordinances 4. Resolutions Public Hearing a. Resolution No. 03-25, Series of 2003, A Resolution approving the Preliminary Condominium Map, Grandview Condominiums, A Resubdivision of Lot 42, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado (Norm Wood) b. Resolution No. 03-27, Series of 2003, A Resolution approving the Preliminary Condominium Map, Swift Gulch Commercial Condominiums, A Resubdivision of Lot 68, Block 1, Benchmark at Beaver Creek, Town of Avon, County of Eagle, Colorado (Norm Wood) 5. New Business 6. Other Business 7. Unfinished Business 8. Town Manager Report 9. Town Attorney Report 10. Mayor Report 11. Consent Agenda a. Approval of the June 24, 2003 Regular Council Meeting Minutes b. Holy Cross Easement on Sheraton's Mountain Vista & Tract G c. Resolution No. 03-26, Series of 2003, A Resolution requesting approval from the Colorado State Archives to follow the Model Municipal Records Retention Schedule d. Resolution No. 03-28, Series of 2003, Approving the First Amendment to the Condominium Map, Westgate, A Resubdivision of Lot 3, Block 3, Benchmark at Beaver Creek, (1060 West Beaver Creek Boulevard) 12. Adjournment Town Clerk\CouncilWgendas\2003\Avon Council Meeting.03.07.08 Memo To: Honorable Mayor and Town Council Thru: Larry Brooks, Town Manager From: Norman Wood, Town Engineer w Anne Martens, Assistant Town ngineer Date: July 1, 2003 Re: Resolution No. 03 - 25, Approving the Preliminary Condominium Map, Grandview Condominiums, A Resubdivision of Lot 42, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado (0690 Nottingham Road) (PUBLIC HEARING) Summary: James Tylich, owner of Lot 42, Block 1, Benchmark at Beaver Creek, has submitted a Preliminary Condominium Map to resubdivide Lot 42, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado. This is a Condominium Subdivision of a developed lot, creating twelve condominium units and associated common elements. The Subdivision is in conformance with the Title 16 of the Avon Municipal Code, Subdivisions. Recommendations: Staff recommends approval of Resolution No. 03 - 25, Series of 2003, A Resolution Approving the Preliminary Condominium Map, Grandview Condominiums, a Resubdivision of Lot 42, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado, subject to completion of technical corrections to be approved by staff. Town Manager Comments: CADocuments and Settings\nwood\Local Settings7emporary Internet Files\OLK2\L42B1 BMBC.doc TOWN OF AVON RESOLUTION NO. 03 - 25 Series of 2003 A RESOLUTION APPROVING THE PRELIMINARY CONDOMINUM MAP, GRANDVIEW CONDOMINIUMS, A RESUBDIVISION OF LOT 42, BLOCK 1, BENCHMARK AT BEAVER CREEK, TOWN OF AVON, EAGLE COUNTY, COLORADO. WHEREAS, James Tylich has submitted a Preliminary Condominium Map for a Resubdivision of Lot 42, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado; and WHEREAS, the Preliminary Condominium Map has been reviewed by the Town Staff; and WHEREAS, the Preliminary Condominium Map was found to be substantially in conformance with Title 16 of the Avon Municipal Code; and WHEREAS, the proposed subdivision complies with the requirements for consideration as a Preliminary Condominium Map. NOW, THEREFORE BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF AVON, that the Preliminary Condominium Map for Grandview Condominiums, A Resubdivision of Lot 42, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado, is hereby approved by the Town of Avon subject to: The completion of technical corrections as identified by Town Staff. ADOPTED THIS DAY OF , 2003. TOWN COUNCIL TOWN OF AVON, COLORADO ATTEST: Patty McKenny, Town Clerk Albert D. Reynolds, Mayor C:ADocuments and Settings\nwood\Local SettingsUemporary Internet Fi1es\0LK2\L42BIBMBCres0325.doc Memo To: Honorable Mayor and Town Council Thru: Lary Brooks, Town Manager ) From: Norman Wood, Town Engineer/ Anne Martens, Assistant Town Engineer Date: July 1, 2003 Re: Resolution No. 03 - 27, Approving the Preliminary Condominium Map, Swift Gulch Commercial Condominiums, A Resubdivision of Lot 68, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado (0008 Nottingham Road) (PUBLIC HEARING) Summary: Petro Hut, LLC, owner's of Lot 68, Block 1, Benchmark at Beaver Creek, have submitted a Preliminary Condominium Map to resubdivide Lot 68, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado. This is a Condominium Subdivision of a developed lot, creating nine condominium units and associated limited and general common elements. The Subdivision is in conformance with the Title 16 of the Avon Municipal Code, Subdivisions. Recommendations: Staff recommends approval of Resolution No. 03 - 27, Series of 2003, A Resolution Approving the Preliminary Condominium Map, Swift Gulch Commercial Condominiums, a Resubdivision of Lot 68, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado, subject to completion of technical corrections to be approved by staff. Town Manager Comments: CADocuments and Settings\nwood\Local Settings\Temporary Internet Fi1es\OLK2\L68B1 BMBCPP.doc TOWN OF AVON RESOLUTION NO. 03 - 27 Series of 2003 A RESOLUTION APPROVING THE PRELIMINARY CONDOMINIUM MAP, SWIFT GULCH COMMERCIAL CONDOMINIUMS, A RESUBDIVISION OF LOT 68, BLOCK 1, BENCHMARK AT BEAVER CREEK, TOWN OF AVON, EAGLE COUNTY, COLORADO. WHEREAS, Petro Hut, LLC have submitted a Preliminary Condominium Map for a Resubdivision of Lot 68, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado; and WHEREAS, the Preliminary Condominium Map has been reviewed by the Town Staff; and WHEREAS, the Preliminary Condominium Map was found to be substantially in conformance with Title 16 of the Avon Municipal Code; and WHEREAS, the proposed subdivision complies with the requirements for consideration as a Preliminary Condominium Map. NOW, THEREFORE BE IT RESOLVED BY THE TOWN COUNCIL OF THE TOWN OF AVON, that the Preliminary Condominium Map for Swift Gulch Commercial Condominiums, A Resubdivision of Lot 68, Block 1, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado, is hereby approved by the Town of Avon subject to: The completion of technical corrections as identified by Town Staff. ADOPTED THIS DAY OF , 2003. TOWN COUNCIL TOWN OF AVON, COLORADO Albert D. Reynolds, Mayor ATTEST: Patty McKenny, Town Clerk C\Documents and Settings\nwood\Local Settings\Temporary Internet Fi1es\0Lh2\L68B I BM13Cres0327.doc MINUTES OF THE REGULAR MEETING OF THE AVON TOWN COUNCIL HELD JUNE 24, 2003 A regular meeting of the Town of Avon, Colorado was held in the Municipal Building, 400 Benchmark Road, Avon, Colorado in the Council Chambers. Mayor Buz Reynolds called the meeting to order at 5:30 PM. A roll call was taken with Councilors Michael Brown, Debbie Buckley, Peter Buckley, Brian Sipes, Ron Wolfe and Mayor Pro Tern Mac McDevitt present. Also present were Town Manager Larry Brooks, Town Attorney John Dunn, Deputy Town Clerk Bobbi Reed, Human Resource Director Jacquie Halburnt, Town Engineer Norm Wood, Recreation Director Meryl Jacobs, Public Works Director Bob Reed, Transit Director Harry Taylor, Finance Director Scott Wright, Police Chief Jeff Layman, Community Development Director Ruth Borne, as well as members of the press and public. Citizen Input Meryl Jacobs, Director of Recreation & Culture, presented an update to the salute to U.S.A. July 4th celebration. She thanked the sponsors of the show and highlighted the events of the afternoon. She noted that there would be a beer garden at the event as well. Resolution Finance Director Scott Wrights presented Resolution No. 03-23, Series of 2003, A Resolution to amend the 2003 Town of Avon Budget. He reviewed the memo enclosed in the Council packet that identified the specific items of the proposed budget amendments. In summarized the increase in revenues and expenditures of the amendments and noted that the net impact to the General Fund balance would be an increase in the amount of $316, 745. Councilor Wolfe moved to approve Resolution No. 03-23, Series of 2003, a Resolution to amend the 2003 Town of Avon Budget. Councilor McDevitt seconded the motion and it passed unanimously. Finance Director Scott Wright presented Resolution No. 03-24, Series of 2003, A Resolution to amend the 2003 Town of Avon Capital Improvement Budget. He explained that the amendment was proposed to the Water Fund and the Capital Project's Fund for the changes in cost estimates related to the Buck Creek Drainage project. The total project cost would be increased from $869K to $1.2M, an increase of $380K. Councilor P. Buckley expressed concern about the amendment. Town Engineer Norm Wood reviewed the project with the Council, which has been recommended since 1981. The project will essentially upgrade the drainage pipes that are terribly outdated. What were the reasons behind the cost increases. He noted that it is essentially due to the need for more pipes through the park and costs associated with burying the pipes. Some of these additional items are being done in order to meet future needs related to the Town's development. Some of the costs associated with acquiring the easements were not as expensive as thought. Some discussion ensued about the different results that exist between a 100-year storm and 100-year flood. Councilor McDevitt moved to approve Resolution No. 03-24, Series of 2003, A Resolution to amend the 2003 Town of Avon Capital Improvement Budget. Councilor Brown seconded the motion and it passed with a five to one vote (Councilor P. Buckley nay). Assistant Town Engineer Anne Martens presented Resolution No. 03-21, Series of 2003, A Resolution approving a Preliminary Plan for Mountain Vista Condominiums, a Resubdivision of Lot 2B, Mountain Vista Resort Subdivision, Town of Avon, Eagle County, Colorado. She noted that Points of Colorado, Inc., owner of Lot 2B Mountain vista Condos has submitted a Preliminary Plan for the Resubdivision of Lot 2B, Mountain Vista Resort Subdivision. It is a preliminary condo plan for a lot under development, creating seventy separate condo units. She noted that this required a public hearing. It was also noted that there would be some commercial / retail in the 3rd Phase. Mayor Reynolds opened the public hearing, no comments were made and the hearing was closed. Councilor D. Buckley moved to approve Resolution No. 03-21, Series of 2003, A Resolution approving a Preliminary Plan for Mountain Vista Condominiums, a Resubdivision of Lot 2B, Mountain Vista Resort Subdivision, Town of Avon, Eagle County, Colorado. Councilor Brown seconded the motion and it passed with a five to one vote (Councilor P. Buckley nay). New Business Finance Scott Wright addressed the Town Council with regard to the historical information about the Real Estate Transfer Tax. The last primary residence exemption was approved and effective January 1998 and the exemption was increased at that time from $80K to $160K. He noted some statistical housing information as well as the financial impacts of increasing the exemption. Town Manager Larry Brooks noted that he spoke with TCMD representatives about this topic and they indicated that they would prefer the Town not increase the exemption. Several questions were asked and some discussion occurred about the pros and cons of the tax. Generally speaking, the Town Council was not supportive of changing the exemption at this time, but would be interested in discussing the issue again in the future. Town Engineer Norm Wood presented the information on the bids received for the Buck Creek Drainage Improvements Project. Based on the fact that the bid from B&B was found to be reasonably consistent with the Engineer's estimate and there were no unreasonable discrepancies in the various unit prices, the contract was awarded to them. It was noted that the completion date has been slated for 80 days from start date. Councilor McDevitt moved to accept the contract for the Buck Creek Drainage Improvements Project. Councilor Brown seconded the motion and it passed unanimously. Councilor P. Buckley highlighted the 2003 Beaver Creek Rodeo Series that begins this Thursday evening at the Confluence Site, between the railroad tracks and the river. Councilor Brown commended Eagle River Water & Sanitation District for their efforts at the sewer plant in Avon, as there has been no unwanted odor for quite some time. Consent Agenda Mayor Reynolds asked for a motion on the Consent Agenda items. Councilor McDevitt moved to approve the consent agenda. Councilor Sipes seconded the motion and it passed unanimously. a. Approval of the June 10, 2003 Regular Council Meeting Minutes b. Approval of Town of Avon's 2002 Audited Financial Statements c. Resolution No. 03-22, Series of 2003, A Resolution approving the Final Plat, a Resubdivision of Lot 33, Block 2, Wildridge, Town of Avon, Eagle County, Colorado There being no further business to come before the Council, the meeting adjourned at 6:12 PM. RESPECTFULLY SUBMITTED: Patty McKenny, Town Clerk Regular Council Meeting Page 2 of 3 June 24, 2003 APPROVED: Michael Brown Debbie Buckley Peter Buckley Mac McDevitt Buz Reynolds Brian Sipes Ron Wolfe Regular Council Meeting Page 3 of 3 June 24, 2003 Memo To: Mayor & Town Council Thru: Larry Brooks, Town Manager From: Patty McKenny, Town Clerk Date: June 27, 2003 Re: Resolution No. 03-26 - Adopt Colorado Municipal Records Retention Schedule Summary: John Dunn, Larry & I have briefly spoken about adopting the Colorado Model Municipal Records Retention Schedule for use here in Avon. I have done some research with the Colorado State Archives Office and am proposing that the Town Council adopt this schedule through the adoption of Resolution No. 03-26 at the July 8, 2003 meeting. I have presented the retention schedule to the department heads for their review. I have not had any staff/Directors oppose the adoption of this schedule. Background: The Colorado State Archivist and a number of municipal records management consultants have developed an on-line records retention schedule for municipalities. This schedule is intended to be used for "typical records and by smaller growing municipalities in Colorado". It was developed to make it more convenient for municipalities to develop complete records retention policies and to standardize retention periods for certain records. It is the goal of the State Archivist to have all Colorado municipalities adopt this schedule by the end of 2003. The former Town Attorney addressed this topic in 1999 by providing some research regarding the Town's records retention status. At that time, per his memo dated 11/1/99, he noted, "the Police Dept., Finance and the Town Clerk office are retaining or discarding their records in accordance with the specific records disposition authorizations from the State". In other words, the State Archives office either provides the timeframes for keeping and destroying records or the municipality has approval for their own schedules. That is still the case today. Discussion: The "table of contents" for the Municipal Records Retention Schedule is attached to this memo. You can view the Colorado Municipal Records Retention Schedule in the Town Clerk's office or even on-line at http://www.archives.state.co.us/. This document is approximately 100 pages long and has not been copied due to its length. Copies will be made available if requested. The impacts of adopting this schedule are somewhat nominal. Currently Finance, Police and Town Clerk are already following a schedule. Other departments are likely to just be keeping everything. The municipal schedule will identify what is required and how long it is required to maintain. It is written in a format that is very easy to interpret and addresses many many items. Once this schedule is adopted, the Town is no longer required to notify the State Archives of its records disposition. Financial Implications: Implementing this records retention schedule would not have any immediate costs to the Town. In the future, if some records fall within the guidelines to destroy, there may be some nominal costs involved. Proposed Motion: Move to approve the Consent Agenda. Town Manager Comments: Attachments: A - Colorado Municipal Records Retention Schedule - Table of Contents B - Resolution No. 03-26, Series of 2003 Colorado State Archives - Colorado Municipal Records Retention Schedule [Home] Page 1 of 2 *V-r?"{ 0, NOTE: Due to extensive updating of the online Colorado Municipal Records Retention Schedule website, the Schedule and Index are no longer available for downloading in Word Format. If you have the previously downloaded the documents, please do not use them as the information contained is not accurate or current. TABLE OF CONTENTS ACKNOWLEDGEMENTS PREFACE HOW TO USE THE MODEL MUNICIPAL RECORDS RETENTION SCHEDULE Note: The :Index is the key to locating records in this document. SCHEDULE 1. Building and Structure Records SCHEDULE 2. Cemetery Records SCHEDULE 3. Election Records SCHEDULE 4. Entities Appointed by Municipality SCHEDULE 5. Financial Records SCHEDULE 6. Fleet and Equipment Records SCHEDULE 7. General Administrative Records SCHEDULE 8. Governing Body Records SCHEDULE 9. Historical Records SCHEDULE 10. Infrastructure Records SCHEDULE 1.1. Land Use and Planning Records SCHEDULE 12. Licenses and Permits SCHEDULE 13. Litigation and Legal Counsel Records SCHEDULE 1.4. Municipal Court Records SCHEDULE 15. Personnel Records SCHEDULE 16. Property Records SCHEDULE 17. Public Safety Records http://www.archives.state.co.us/rmm_dir/MunicipaIRMM/TOC.htm 6/27/2003 Colorado State Archives - Colorado Municipal Records Retention Schedule Page 2 of 2 APPENDICES A endix A. Non-Records Appendix B. Glossary Appendix C. Approval Request Form Appendix D. Update Request Form INDEX [THE KEY TO THIS DOCUMENT] Return to 2003 Colorado Municipal Records Retention Schedule Main Page Return to Services We Provide Return to Colorado State Archives 4ck?"_K( - ?4,c http://www.archives.state.co.us/rmm_dir/MunicipaIRMM/TOC.htm 6/27/2003 ,4chtLq-2 TOWN OF AVON, COLORADO RESOLUTION NO. 03-26 SERIES OF 2003 A RESOLUTION REQUESTING APPROVAL FROM THE COLORADO STATE ARCHIVES TO FOLLOW THE MODEL MUNICIPAL RECORDS RETENTION SCHEDULE WHEREAS, the Executive Director of the Colorado Department of Personnel, acting by and through the Colorado State Archives ("Colorado State Archives"), is the chief administrative officer over state archives and public records pursuant to § 24-80-102(2), C.R.S.; and WHEREAS, Colorado State Archives has adopted a Model Municipal Records Retention Schedule dated January 8, 2003, pursuant to § 24-80-102(3), C.R.S.; and WHEREAS, it is the desire of the Town Council of the Town of Avon to request approval from Colorado State Archives to follow the Model Municipal Records Retention Schedule dated January 8, 2003; NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Avon that Patty McKenny, as Town Clerk of the Town of Avon, is authorized to request approval from Colorado State Archives to follow the Model Municipal Records Retention Schedule dated January 8, 2003, with any local exceptions indicated. ADOPTED at a regular meeting of the Town Council of the Town of Avon the 8t" day of July 2003. Albert Reynolds, Mayor ATTEST: Patty McKenny, Town Clerk Memo To: Honorable Mayor and Town Council Thru: Larry Brooks, Town Manager From: Ruth Borne, Community Development Date: July 3, 2003 Re: Lot C - Mountain Vista Resort Subdivision Holy Cross Energy - Underground Right-of-Way Easement Summary: Holy Cross Energy has submitted a request for approval of the attached Underground Right-of-Way Easement on a portion of Tract G, Benchmark at Beaver Creek, Town of Avon, Eagle County, Colorado. The requested easement is located adjacent to the westerly line of Lot C, Avon Center and in the current location of Benchmark Road. The easement will be used to accommodate the electrical service line and transformers for the new office building located on the Mountain Vista Resort Subdivision Development. This easement has been requested because the location is on Town owned Tract G rather than in a dedicated public street right-of-way. A corresponding easement will be provided to Holy Cross from the owner/developer, Starwood to accommodate the installation and maintenance of design features required to mitigate the encroachment of their electrical service and transformers on Tract G. Recommendations: Approval of this easement is recommended, contingent upon concurrent approval and recording of a corresponding, satisfactory easement agreement with the owners of Mountain Vista Resort Subdivision to accommodate installation and maintenance of design features required to mitigate the encroachment of electrical service and transformers on Tract G. Town Manager Comments: 1 CADocuments And Settings\Bjreed\Locat Settingffemporary Internet Files\OLK2\Holy Cross Esmnt Meml.Doc 1 G ° 'd a? b y C cd 0 ? PAR ? 0 0 ? 0 U ?0+ 0 GOi W ++ k 3 g g cn 0 0 0 O 0 cVn q O N y 0 d) 0 > cd ?" b > 0 0 0 Lr) v 0 0 •? 0 =bq ° O c W 0 y d cd 0 N q V? p 64 cd 0 •+? I ° r w ?Q zip 0 0?V1? aw w?•?3oU?? ?+?°o? W~ rWnOb ??+ o.b C?j wa ° 'l7 ?+ W "C q r/1E•I w? ??W o o ?ti t„o 0] ?oz°N o?v0 I?0 ??'mQ!O? C O ?, 0ai AM OUP u s.wo MM zOTi?. 0 N a? COC?U W f? N d? a y '" S W ? 0 3?? C7?0s. a ?w cd? 0 o z ati?cd pA ? U 0 A ?c 0 O 0 0 w 0 cy H?a ?' w o o? q o o'" b4>'0 0 i ybd p q u H.? aw 2? ?f ow o ?o 0 Cd =s W dUP?W 0 L 00 "a 0 o '? bA q 0 q 0 y q G 0 cd p 0 .3 En *' 4. 42 02 42 Cd "0 p C y p ++ a cd 0 0 O.*q? q ,q ?ti w A R 0 b1., M A vi t4=; 0 p 0 4r ?p w q" N .? W) l 00 +, ti 0 ti O t? > b b11 cd ° 3 v 9 g y ti +? w 0 Q.q,t:3 r y .d0 so.q?? 10 E! a yy mp ? y 64 . o o 4 V W6 x„ o l w w w a = rn , *w i. z 00 o v ~ r. 64 .? b n M qp+? [ bD Iq "R ° A cd a ?• .? O N 0 q N N Rr Q) co ?... Q «... p ~ 0 b' C Cl en 6 y N cad 0 s.04 4-4 + z 0 r O 0 r3 w a 0 a ??+ cu a" b o a. b s. 0 0u a ^(U 0' f+ ?t Z q ++ y N oo rA iC G c) b Cd Nov cu y; 0 0 N O U O M N ?" 0 ?' cOd 04 Q n cad 0 y? +? 0 0 O v y 00 O O N .? 0 F 0 0 q a- Z z o `n 'Cq?O •o??a0iy0? may ,?' ?, ?y U 0 b a q rOn .?. N ''i N M 0 CE ?" C c, .? ce ?, o C7 > W w ., 0 •.. cn N ? 0 y ? L7 P q O v w 0 ;4 rA (1) ?° y a°? s0. p v cd ti's o ?? ?a.q cFv?cM ° v ca a.) ob o a q? .o -U4 C9 a 64 lt? 0 64 O v, y C 0 0 'o 0 0 ?4 0 W Z O ai V1 w C ? q b ob o H3°? ? b cd m o o cd •? U cli d cd U U ? ?" k "" cn .V. sr O 64 o b . 64 2 , m o to b ?? 4.1 ?o > ?a rn to y, Cd o A ? U0cd o b o o o. v 0 > 0 0 w 3 0 H o .(L) m ° d . H '. ?n 7 3 .0 0 3 U3 to o : o d C) : ° $-4 M CO 64 N O U "a ° E'' ?dy c Ch o ? .? OF cn cd O y Ur cG O ? U ? .? ? A •? ? ? n.-.n ? vi w0 ?4-4 ?o Oa x? 0 ° o 0 w ?o C? o 0 Cal Cd boo °U am ? a w En 0A a ?° ) °?0 ?ou •? ? > ? ? ?" 0 w G4 11) b ° ? (D >abi?0 rorn ? A ?•? ?'? ?, d ago dC7. c C7 C7 M b N° U 0 z H a z K• ° 0 0 U H z CO W ? Q 0> 0 H w d' 0 0 Q1:4w0 ??D :? U Q ?x°xza w?z? ww?w Q?xz W 0 w ? z? z w ? U O U N 4-4 0 0 CD LO >LO V) r` J T 0 x?Z c c 000 ZI" 0) C0 CQ w - l N J 0 0 C ? m u TE CO Q) Q) N T -0 N 0CO ?- _:D UJ O i J ------ ------------------------ N 02'30'12" W 186.00' Tie to Northeast Corner of w Tract G (Book 274, Page 701) - 00 N 02'30'12"W 186.00' b N? ?N Q1 Z 'E «G c 8, 0 0) 13- m 0 ;-a o ?2 N l1 > LO 00 > m ,n D? ZW Z?Z O OW N M0_ C7 u N O O Nam ?- O C •a a J 0 q ua Y o- Q UY? ZW? C Z ?WZ >Q I- W Q UmW J- Q Q S02'30'1 2"E N02'30'1 2"W a© Z, 8 O J O J U N J-- O J 261.77' FUTURE STAIRCASE 261.68' w o? ul0 OCn a- F- O J ?O wU) 0 N to a) } O cV m d Q z3 m co Ern U O F- 0ro n m O ci ai O?N W Or F) :2 'i. Q t 0IW NN N.S2- Z?Q Ln a. >0 00_W 00 CD ao O J= M cn ( A U s ?HN W N Q?OCI W W a a?i o 6 v N m f7-i im) c H--i 0 Q a W N(CO"nI- FD Q? v p - % g ILA dQn ado N ? O v 0 Lvov cTTp v ocpOC ?vEEm :5 C 0 U Ec>u; E$_vvo U ; ° N C A N >.s > J 7 :. o? mp N ?; U r7, k«v"v a v u 9tc u a °7? v °o pD ?9V V> UTL >Cr o°p° c?cE rno-ao c -'0 00 ? 0.0 %. 0 Q U N Hoot o?C UCT? ~0°00 0°: °r ZC°o« rA 1.4 U U0 0 Go I D tio0 ' m (D d z 0 > d c bo 6b b ?z ON z al 1) 0 W to -+5=- 1.0 U V1 1y .p 0 ++ 4-1 0 ;-4 0 cd cC p 0 O O O U 4?i S.+ u N ? cC p ?+ c"d C b ? 0 U a ?U o d F" m «?•" " 0 r cn cnn N rU Q y ? q ' - ? ? ?C7"p W?1 E"' % w o 0 r 0 0 C7 ? 4? a0i td 0 °?° C 3 W aw oa? >, q o X34: ?, cd to.- (U to 0 .. cd U d Gti v O N M / N C/) 4 -c U z CA U I N p Z N a 0 w 0 `n cd 4° H w 0 ?, Sl b N ? a? ? W q m ?0b3 Ltcl? r?cbo.4,:: 0 0 s, +5 o ai "N U 0 (n cd R, 0 p NO ?Ui? 4 ?G0° v1° w4~12 °00 O k?kn N ,-r N N N00 ?000? m M N 0 0 0 00 000 ?zz N M rA m ti 0 0 N cz O O N 0 4+ acl 0 0q U U 0 "0 A4 Cd U 0 0 Gn • Dow- •U C O O U L? f C cu 0 cu N Z cL O C O 0 3 () L cu c a W ? C O ~ H Yp LO m 2 r H O C cC O E a) ° .5 O C W C 0 C ca N C6 C 'OC cu a) C C Q ch 'a C O O a) C Q O V O p cn a) a) 0 Cc 0 00 m3 m=Voa?_? Uv O ~ (n p CL I-- M ? O cc ? N >N a) ' > 2 ? • a) r-. O fC o)--0a -r- w cu CO Q W C "a N J CU tm C f?4 O a) > d O >? O N E Q 0 a) 0 O,:3< O L) cc O () O co :3 CD M a) c O a) cu cu p 0 -2 E m ? 0 a) E 3 0 0 3 0 -0 jc o rid p03o0o =0 a)c o Q a) of o~°. 0 ca L a) E V c p ?-- o 0 U Q 4- U ?C O a) a) 0 ( E ,0 c c > o c Z?i ? ) 0 0U O E m d cn co c L) ? o 0- "- 0 Cl) a com 0 a) o Q E 15 cuD:? > a > o cu E a) 6 ?nYN a)Qc a0O> *? 70 cn-0 ma) a) O3 CO ° , pm CO+ fn C 0 m 0 m O (a .5 C a) Q m Cc E U_ >J ~ N U p ° o ? to C cn E (A cc } o ca a) c ? aU- 0 ) a) Q .? O cn O ?C C C O E T C" .> U = a) ' CC p 'a CO 4- U) CA m° CM C N U Y m E C Z co cn = > 0 N O N p a) cri 0 a) a) U) -0 EW - O Y C () a) 2 0-2 -a Q co ) 0 V 000>o HQ C6 ° CO Q? L) o Z Q N oU L a) C co C) cu > m cu p O_ co Q C CU O O O O J O O N C p) O a) cC ?' cu .C _U a) c i.0 - E d 2 U m to E ., * + 0 U 0 O a) N ?, c C W p -P? (A a) p o J Z'C ~ C O C a) CH O N N O a) O > 3:Q F a) cc o a) r £ Q - o - E 'cu -6 O (C C-0 o E 2 c C7? D O L O a ? L a) U 0 - > mU ou Z 0 - J91 N o m ?U 1 a C d O V O w z O F 00 N M 0 0 0 F a O COO) W 09 M O O N 0 O?A OUO ?za ri 00?D za0 wAU A M a zFC? wp ?ww Foz WHO F?3 X00 W F a?w a W Q ? W p3W a O a ? a? U H U M ? 0 3 O O 'C ? ti C bo ;t M 41 0U O ? U Cd H W 7 3UU 3 0 .? z?cd cn x ° o O ° 'C •Q" ? W ^C N ? ti cd r-+ o W W y 3 Q' cYi o 33 3¢ °zoacd,- UO O F 7? O 0 •U 0 U U a3 O 0 U .si H r? 0 0 N w O A A O O . 0 z ?o O O ? U Q 33 00 U FBI F A ? H ? a ? W F 0 06 N M O a) U a? w M cn M Q