TC Packet 04-09-2020_______________________________________________________________________________
MEETING AGENDAS AND PACKETS ARE FOUND AT: WWW.AVON.ORG
AGENDAS ARE POSTED AT AVON TOWN HALL, AVON RECREATION CENTER, AVON ELEMENTARY AND AVON PUBLIC LIBRARY
IF YOU HAVE ANY SPECIAL ACCOMMODATION NEEDS, PLEASE, IN ADVANCE OF THE MEETING,
CALL TOWN CLERK BRENDA TORRES AT 970-748-4001 OR EMAIL BTORRES@AVON.ORG WITH ANY SPECIAL REQUESTS.
1
AVON TOWN COUNCIL MEETING AGENDA
THURSDAY, APRIL 9, 2020
MEETING BEGINS AT 4:00 PM (ALL START TIMES LISTED IN RED ARE APPROXIMATE)
!! SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19 AND TOWN HALL CLOSURE
AVON TOWN COUNCIL REGULAR MEETING BEGINS AT 4:00 PM
1. CALL TO ORDER AND ROLL CALL
2. APPROVAL OF AGENDA
3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS
4. PUBLIC COMMENT – COMMENTS ARE WELCOME ON ITEMS NOT LISTED ON THE FOLLOWING AGENDA
[AN INITIAL THREE (3) MINUTE LIMIT ALLOWED TO EACH PERSON WISHING TO SPEAK. SPEAKER MAY REQUEST
MORE TIME AT THE END OF THE THREE (3) MINUTES, WHICH MAY BE APPROVED BY A MAJORITY OF THE COUNCIL.]
5. BUSINESS ITEMS
5.1. WORK SESSION: 2020 BUDGET REVISIONS (TOWN MANAGER ERIC HEIL AND ASSISTANT TOWN
MANAGER AND FINANCE DIRECTOR SCOTT WRIGHT) (45 MINUTES) 4:10
5.2. DISCUSSION OF AVON COMMUNITY GRANT AND RELIEF FUNDS (MARKETING MANAGER LIZ WOOD,
COUNCILOR TAMRA UNDERWOOD AND COUNCILOR JENNIE FANCHER) (45 MINUTES) 4:55
5.3. NOTICE OF AWARD NOTTINGHAM PARK UTILITY IMPROVEMENTS PROJECT (TOWN ENGINEER JUSTIN
HILDRETH) (20 MINUTES) 5:40
5.4. STAFF UPDATE: OLD TOWN HALL DEMOLITION PROJECT (TOWN ENGINEER JUSTIN HILDRETH) (20
MINUTES) 6:00
5.5. REVIEW OF FIRST QUARTER STRATEGIC PLAN UPDATE (TOWN MANAGER ERIC HEIL) (20 MINUTES) 6:20
5.6. APPROVAL OF MINUTES FROM MARCH 26, 2020 REGULAR COUNCIL MEETING (TOWN CLERK BRENDA
TORRES) (5 MINUTES) 6:40
6. WRITTEN REPORTS
6.1. REUSABLE BAGS REPORT (GENERAL GOVERNMENT INTERN CHARISE BISHOP)
7. MAYOR & COUNCIL COMMENTS & MEETING UPDATES (10 MINUTES) 6:45
8. ADJOURN 6:55
___________________________________________________________________________________________________________________________________________________________________________________________
*Public Comments: Council agendas shall include a general item labeled “Public Comment” near the beginning of all Council meetings. Members of
the public who wish to provide comments to Council greater than three minutes are encouraged to schedule time in advance on the agenda and to provide
written comments and other appropriate materials to the Council in advance of the Council meeting. The Mayor shall permit public comments for any
action item or work session item and may permit public comment for any other agenda item, and may limit such public comment to three minutes per
individual, which limitation may be waived or increased by a majority of the quorum present. Article VI. Public Comments, Avon Town Council
Simplified Rules of Order, Adopted by Resolution No. 17-05.
970.748.4004 eric@avon.org
TO: Honorable Mayor Smith Hymes and Council FROM: Eric Heil, Town Manager and
Scott Wright, Assistant Town Manager
RE: 2020 Budget Reductions
DATE: April 7, 2020
SUMMARY: This report addresses reductions to the Town of Avon 2020 budget. The COVID-19 pandemic
and related health orders which have closed nearly all retail businesses in Avon have a drastic negative
impact on the Town of Avon’s revenues. The Town of Avon is like most municipalities which rely heavily on
sales tax and accommodations tax revenues to pay for governmental services and functions. The Finance
Department has initiated an analysis of projected reduction of revenues due to business closures and due
to the expected recession that will follow. This report presents budget reductions and re-allocation of
expenditures and transfers approved in the 2020 Budget to respond to anticipated revenue reductions.
This series of expense reductions and budget amendments is proposed for immediate implementation and
is intended to respond appropriately to a range of revenue reduction scenarios through summer and into
early fall. The Finance Department and I will closely monitor economic conditions and will be ready to re-
evaluate Avon’s 2020 budget at any time. We anticipate that we will not have a clear understanding of the
depth of impact on Avon’s visitor economy until late August when we see the actual revenues and lodging
occupancy rates for July. We also anticipate that we will have a better understanding of the on-going
impacts that the coronavirus may have on businesses and our visitor economy in late summer. Staff is
anticipating that the Avon 2020 budget will be substantially impacted this year and that there is a high
likelihood that the 2021 budget also will be impacted as due to affect of COVID-19 on the visitor economy
and the potential that there may be a statewide and national recovery from a recession in 2021.
BUDGET REVISION GOALS: The proposed budget revision advances the following goals:
• Provide a revised budget that substantially reduces expenses in 2020 and avoids using designated
reserves.
• Preserve the Capital Improvements Fund to allow public infrastructure projects to proceed on a
timely basis and benefit the local economy with valuable construction jobs.
• Avoid the use of any designated reserves in 2020 so that they are available for the 2021 budget if
needed.
• Avoid lay-offs and maintain current levels of staffing so that Avon can continue its current level of
service, with some exceptions.
BUDGET REVISION SUMMARY: Each category of budget revisions is discussed further below.
Personnel Expense Reductions $ 208,016
Operating Expense Reductions $ 820,291
Use Year-End Undesignated, Unreserved General Fund Balance $1,049,399
Use 2019 Year-End Budget Surplus $ 350,000
Do not transfer $700,000 in General Fund to CIP Fund $ 700,00
Defer Vehicle Purchases, Defer Charges for Vehicle Replacement $ 680,000
TOTAL ADDITIONAL FUNDS AVAILABLE WITH REVISED BUDGET $3,807,706
Page 2 of 4
Personnel Reductions: Personnel reductions in 2020 include (1) a wage freeze for the remainder of
2020, effective on March 16, 2020 and applicable for all Directors and the Town Manager for all of 2020,
resulting in a wage savings of $134,967; (2) suspension of the year-end vacation buy-back program,
resulting in a savings of $73,049; (3) lay-off of Recreation Center employees; and, (4) review on a case by
case basis of any future vacancy.
Operation Expense Reductions: The most dramatic reduction of operation expenses is the elimination of
most special events, including Salute to the USA. Special events are still very uncertain at this time.
AvonLIVE! is proposed to be substantially down-scaled to hire only local bands, which would allow the
flexibility of the Town to cancel these events if gatherings are not permitted due to COVID-19 conditions.
Town has made funding commitments to Beaver Creek Rodeo ($10,000) and to Vail Valley Foundation for
Dancing in the Park ($60,000). If this events are cancelled, Avon’s expenses would be reduced by another
$70,000.
Operation Expense Reductions include eliminating the Community Survey planned for 2020. Police
Department is in the training process for the 19th police officer position and is in the process of interviewing
for 20th police officer position with the potential for the 20th officer position to complete academy this fall.
Police Department can reduce overtime expenses with full officer staffing. Elimination of part-time
seasonal workers and elimination of landscape services in Public Works will result in a lower level of
gardening/landscaping services and transition to a higher level of xeriscape plantings.
Expense Reductions (w/o additional lay-offs) General Government
General Government Director Vacancy $145,000.00 Special Events (Town controlled) $363,548.00
Special Events (Reduced Revenues – i.e. reduced alcohol sales) $(136,100.00)
Special Events (Beaver Creek Rodeo - if cancelled $10,000) $-
Special Events (Vail Dance - if cancelled $60,000) $- Eliminate Events Overtime Wages $3,500.00
Community Survey $25,000.00
Consultant Training $3,000.00 Total General Government Reductions $403,948.00 $403,948.00
Police Dept Reduce Overtime Wages, Hiring 20th Officer and Capital Equipment Purchases $84,500.00
Total Police Department Reductions $84,500.00 $84,500.00
Public Works
Eliminate Part Time Seasonal employees from Budget $100,800.00
Hydraulic Truck Conveyor $18,000.00 Landscape Services $45,390.00
Field Pull Behind Equipment for Field Cleaning $27,653.00 Total Public Works Reductions $191,843.00 $191,843.00
Recreation Center Layoffs ($70,000 per month) $140,000.00 Total Recreation Center Reductions $140,000.00 $140,000.00
TOTAL OPERATION REDUCTIONS $820,291.00
Page 3 of 4
Undesignated, Unreserved General Fund Balance: It has been the unwritten Finance Department
practice for years to prepare and present a budget that includes a $1 million General Fund balance which is
in addition to the 3% TABOR reserve and the Town’s 27% reserves. This $1 million General Fund balance
at the beginning of the year is intended for “unexpected occurrences” and is appropriate first monies to use
for General Fund shortfalls. Council should note that (1) a $1 million General Fund balance will not be
available as a budget starting point in 2021 and (2) returning to this practice will require frugal budget
adoption in future years when additional funds are available.
2019 Year-End Surplus: 2019 finished strong such that there is a net surplus of approximately $350,000
in the General Fund. This amount can be allocated towards expenditures in 2020.
Eliminate Transfers from General Fund to the CIP Fund: The 2020 Budget included two transfers from
the General Fund to the Capital Improvements Project (CIP) Fund in the total amount of $700,000. It has
been the practice of the Town to supplement the CIP Fund with available revenues from the General Fund.
The 2020 Budget included a transfer to build-up funds for the Post Blvd repaving project planned in 5 years
in the amount of $250,000 and included a transfer to purchase solar panels for the Fleet building rather
than using lease purchase financings in the amount of $450,000. Due to a strong year generally in real
estate sales and the initial sale of newly constructed luxury residential product, Avon received more than
$2.25 million in Real Estate Transfer Taxes above the amount budgeted for 2019. The original transfers
budgeted for 2019 into from the General Fund into the CIP Fund are not needed to support projects
planned for the next five years. The CIP Fund is discussed further below.
Defer Vehicle Purchases and Charges to Equipment Replacement Fund: The Town maintains a
healthy Equipment Replacement Fund to allow the timely replacement of Town vehicles and equipment.
The 2020 beginning of year fund balance was $3.2 million. The Town’s practice has been to replace
vehicles and equipment before maintenance costs begin to increase and when resale values are still
strong. The Town can defer replacement of several vehicles planned for this year and reduce the charges
for vehicle replacement from various departments for a savings of $680,000. This is a one-time deferment
that would only have a minimal impact on vehicle purchases.
RESERVES: The proposed budget revisions allow the Town to maintain its two existing reserves to
respond to greater budget challenges in 2020 or to utilize for the 2021 budget year. The Town is subject to
a constitutional requirement under TABOR to adopt a 3% emergency reserve each year. The 3% TABOR
reserve is $693,001. The Town Council also increased the Minimum Reserve Balance from 25% to 27% in
the 2020 Budget, which amounts to $5,001,958. The total of 3% and 27% reserve is 30% which amounts
to $5,694,959. The budget revisions do not propose using these reserve funds.
CAPITAL IMPROVEMENTS PROJECT (CIP) FUND: The proposed budget revisions do not alter the
capital improvements project fund. The CIP Fund is funded by the Town of Avon 2% Real Estate Transfer
Tax (RETT). The RETT revenues must be used capital improvements or may be used “. . . for any valid
municipal purpose . . .” if Council determines an emergency exists “. . . by unanimous minus one (1) vote of
Council Members present . . .” Avon Municipal Code Section 3.12.110 – Allocation of Revenue.
Page 4 of 4
RETT revenues in 2019 were exceptionally strong and the CIP Fund balance ended the year with $8.6
million, a positive variance of $3.7 million over the final 2019 budget. Although this seems like a windfall, it
is a result of strong real estate sales. If the Town experiences a recession that delays or discourages new
real estate development projects and depresses real estate values, the Town could realize less RETT
revenue in the future. The intention of dedicating RETT revenues to a separate CIP Fund and adopting a
five-year CIP Plan is to allow fluctuations in the RETT revenue to be averaged over time and enable Town
to implement capital improvement projects on an orderly basis.
The benefits of continuing with the CIP Plan projects include (1) support the local economy by supporting
local construction jobs, (2) complete projects on a timely basis that are beneficial for economic recovery
[especially improvements in Nottingham Park that will support special events in future years] and (3) avoid
deferral of CIP projects that then results in pressure to catch-up and oversee more projects than is efficient
in the future.
CONCLUSION: The proposed Budget Revisions are possible due to financially conservative practices in
the annual budget adoption. The reductions to personnel costs and operating expenses can be
implemented immediately. The use of the undesignated reserve and eliminating planned transfers to the
CIP Fund will provide sufficient available cash to balance the 2020 budget and will allow Council to re-
evaluate the budget in late summer/early fall for economic impacts in 2020 as well as forecast economic
impacts to the 2021 Budget. The proposed Budget Revisions do not use any of the 30% available
reserves. Therefore, Council will have the flexibility in late summer/early fall to consider the use of reserves
as well as provide direction on further reductions to operating expenses and reductions to personnel
expenses.
Thank you,
Eric & Scott
(970) 748-4087 ewood@avon.org
TO: Honorable Mayor Smith Hymes and Council members
FROM: Liz Wood, Communications & Marketing Manager
RE: COVID-19 Community Relief Fund
DATE: April 8, 2020
SUMMARY: The COVID-19 pandemic has deeply impacted Avon residents and businesses. Avon
residents and Avon businesses have been heavily impacted by the Eagle County and State of Colorado
business closure and Stay at Home health orders. The Town Council directed Staff to work with Council
Members Underwood and Fancher to determine an appropriate and effective means of allocating and
awarding funds to assist the Avon community.
The Town of Avon has received a formal request from the Eagle Valley Community Foundation for
$100,000 to support hunger relief efforts through The Community Market, which includes three “Pop Up
Markets” in vulnerable Avon neighborhoods. In addition, the Town has received numerous requests for the
Town to provide relief assistance from individuals and business owners.
BACKGROUND: Many counties and municipalities are establishing or allocating relief funds for residents
and businesses affected by the COVID-19 pandemic. On Tuesday, March 24th, the Eagle County Board of
Commissioners allocated $1.15 million to help the county and community respond to and recover from the
COVID-19 outbreak. The commissioners have earmarked $250,000 to fund community partners, including
the Salvation Army, Eagle Valley Community Foundation and several others. An additional $400,000 will
expand and enhance existing assistance programs. Any Eagle County resident who has been financially
impacted by COVID-19 can apply online, and funding is prioritized based on financial need.
The Town of Vail has established a $500,000 Vail Community Relief Fund to provide local financial relief
associated with COVID-19 impacts in the areas of food, shelter and health for the Vail community. To
qualify for funding consideration, applicants must be an existing nonprofit 501(c)(3) organization and must
provide an overview of the request, how the relief funds will be distributed, budget documentation, revenue
sources, etc. A Community Support Fund Committee has been established and tasked with reviewing the
applications and allocating the funds on a rolling basis until the Community Support fund ha s been
depleted.
The Town of Breckenridge is providing $1.5 million in COVID-19 relief, aiming to aid affected small
businesses as well as individuals. Half a million is being given to the Family & Intercultural Resource
Center (FIRC) and $1 million will go toward supporting small business in Breckenridge. Both initiatives
target rent payment issues. Town funds will be distributed through the FIRC and are only available to those
who worked in Breckenridge and were furloughed as a result of the countywide shutdown.
In the Roaring Fork Valley, the Pitkin County Emergency Assistance Request was established to help
households experiencing hardships due to the impact of COVID-19, including rent/mortgage assistance,
utility assistance, emergency food assistance and more. Pitkin County, the City of Aspen, and the Town of
Snowmass have all contributed to this $1.3 million fund. Similar to Eagle County, there is an online
application process and fund distribution is prioritized by financial need.
Ouray County has partnered with The Telluride Foundation, a 501(c)(3) nonprofit organization, to create the
Ouray County Response Fund to specifically support individuals residing in Ouray County. Donations to
this fund are being matched dollar for dollar (up to $200,000). Residents of Ouray County may apply for
financial support through this fund by completing a Good Neighbor Fund Application. The Good Neighbor
Page 2 of 2
Fund was created by the Telluride Foundation to provide emergency financial assistance for daily needs
such as rent, medical bills, car repair, and other things for residents of multiple western Colorado counties.
DISCUSSION: Councilwoman Underwood and Councilwoman Fancher met (virtually) with
Communications & Marketing Manager Liz Wood to brainstorm how to establish a COVID -19 Community
Relief Fund and/or how to respond to the fundraising request by The Community Market. We discussed
having an application and funding process similar to that of the Community Grant Program, which has
distributed nearly $100,000 in funding to nonprofit organizations in 2020.
Councilwoman Underwood would like to see an “Avon Neighbors Helping Neighbors” approach, with the
Town directly managing monies and/or matching funds and distributing money to people and entities in
need in Avon, particularly those who are caught in gaps or underserved. The Town would create an online
application process, and applications would be reviewed by the relief fund sub -committee in a similar
fashion to the Community Grant Fund.
Councilwoman Fancher believes our focus should be on providing connections to resources for community
members in distress. She believes fundraising and matching grants are duplicating services that already
exist and doesn’t think the Town should serve the role of a nonprofit, as there are many deserving
organizations in the Valley. She would like to help small businesses but does not want to see staff
stretched thin by the creation of a new program that will duplicate the efforts of existing programs.
FINANCIAL CONSIDERATIONS: The Town Manager recommends an initial funding amount of $250,000
to be allocated for COVID-19 relief funding with additional amounts to be allocated by Council when the
initial $250,000 is used and community needs are assessed.
STAFF RECOMMENDATION: Town staff recommends granting the Eagle Valley Community Foundation’s
immediate funding request of $100,000, with $50,000 payable now and the balance due in late summer.
TOWN MANAGER RECOMMENDATION: Staff has established accounts with Avon restaurant businesses
to pay for take-out meals. Council is asked to consider broadening the take-out meals by providing
vouchers to low-income families to purchase take-out meals at participating Avon restaurants. This
approach would benefit both low-income families and Avon businesses. The recommended initial funding
is $22,000.00 to provide 1,000 meal vouchers.
Thank you, Liz Wood, Communications & Marketing Manager
###
970-748-4045 jhildreth@avon.org
TO: Honorable Mayor Smith Hymes and Council members
FROM: Justin Hildreth, Town Engineer
RE: Notice of Award – Nottingham Park Utility Improvements
Project
DATE: March 31, 2020
SUMMARY: Authorize Staff to issue Notice of Award for construction of the Nottingham Park Utility
Improvements Project as approved in the Town of Avon 2020 Capital Projects Fund.
DISCUSSION: The Nottingham Park Utility Improvements Project generally consists of utility relocation
required to facilitate demolition of the Old Town Hall building. A major component of the project includes
abandoning the existing undersized water service and installation of a water main to adequately serve the
Parks Garage, Cabin, Performance Pavilion, and a future public restroom on the site.
Staff advertised the Nottingham Park Utility Improvements Project for (3) weeks on the Town website, local
newspapers, and on Bidnet.com. The Bid Opening was held on February 26, 2020 and four bids were
received: 360 Civil, Inc. with a bid of $299,148, United Companies at $493,098, Schofield Excavation, Inc
at $349,376, and Solar Valley Enterprises with a bid of $264,364. Each of the submitting contractors are
qualified to construct the project. Solar Valley Enterprise Enterprises is based in Englewood, Colorado and
has a local presence and hires local employees.
Construction Schedule: The proposed work is tentatively scheduled to begin in late April and a six-week
construction period is anticipated with the work being completed in early June.
FINANCIAL CONSIDERATIONS: The construction Contract for the Project will be funded from the Old Town
Hall Demolition Project as approved in the Town of Avon 2020 Capital Projects Fund. The Project cost estimate
is shown in Table 1 below and includes 10 % contingency.
Table 1: Nottingham Park Utility Improvements Project Cost Estimate
Available Funds Budget $593,955
Construction Cost $264,364
Geotechnical Testing Services $ 3,000
Contingency (10 %) $ 26,436
Total $293,800
RECOMMENDATION: Staff requests Council authorization to award the Nottingham Park Utility
Improvements Project Contract to the low bidder, Solar Valley Enterprises, in the amount of $264,364.
PROPOSED MOTION: Motion to authorize issuance of Notice of Award for the Nottingham Park Utility
Improvements Project contract to the low bidder, Solar Valley Enterprises, in the amount of $264,364 as
approved in the Town of Avon 2020 Capital Projects Fund.
Thank you, Justin
970-748-4045 jhildreth@avon.org
TO: Honorable Mayor Smith Hymes and Council members
FROM: Justin Hildreth, Town Engineer
RE: Update – Old Town Hall Demolition Project
DATE: April 7, 2020
SUMMARY: Staff provides this update on current status of the Old Town Hall Demolition Project.
DISCUSSION: The Old Town Hall Demolition Project was originally conceived of building demolition
including asbestos mitigation and required utility work to facilitate demolition. Currently, all utilities run
through the existing building before continuing west to the Parks Garage, Cabin, and Performance Pavilion.
Staff advertised the Old Town Hall Demolition Project for (5) weeks on the Town website, local
newspapers, and on Bidnet.com. The Bid Opening was held on February 18, 2020 and the only bid was
received from Solar Valley Enterprises with a bid of $849,437. The total project budget is currently
$600,000. The contract was not awarded and the project subsequently revaluated.
Staff contacted contractors who had attended the pre -bid conference to understand why we did not receive
more bids. When discussing with several local contractors the overwhelming feedback was that they were
not comfortable with, nor could they obtain bonding for, a project with a majority of work related to asbestos
mitigation. Asbestos mitigation is a specialized field and qualified contractors are located in the Front
Range or Grand Junction. Additionally, a compressed construction schedule with a June 1st completion
deadline and relatively high liquidated damages driven by the summer special events in the park caused
concern. Local contractors indicated that they were interested in performing the civil portion of the project
but not asbestos mitigation.
Staff evaluated contractor feedback and split the project into two components: The Nottingham Park Utility
Improvements Project, consists of relocating utilities to facilitate demolition of the Old Town Hall. The
existing water service is vastly undersized and a major component of the Nottingham Park Utility
Improvements Project includes abandoning the existing undersized water service and installation of a water
main to adequately serve the Parks Garage, Cabin, Performance Pavilion, and a future public restroom on
the site. The water main will also include the installation of a fire hydrant to support the stage and other
nearby facilities.
Construction Schedule: The proposed Nottingham Park Utility Improvements Project work is tentatively
scheduled to begin in late April and a six-week construction period is anticipated with the work being
completed in early June. Staff intends to rebid the streamlined Old Town Hall Demolition Project this
summer with construction beginning in early September and continuing into Spring of 2021.
Thank you, Justin
2020 Strategic Plan
Page 1 of 10
TO: Honorable Mayor Smith Hymes and Council
FROM: Eric Heil, Town Manager
RE: Quarter 1 Strategic Plan Update
DATE: April 6, 2020
SUMMARY: The 1st Quarter Strategic Plan update is provided for your review. A table has been added
to track progress. This Q1 Update includes all the existing language in the Strategic Plan along with
a narrative update.
The 1st Quarter of 2020 ended with the onset of the COVID-19 pandemic in Eagle County, which
resulted in Eagle County and the Town of Avon issuing Emergency Declarations and both Eagle
County and State of Colorado issuing health orders to close many businesses, close both Beaver
Creek and Vail ski areas, and to issue a “Stay-at-Home” order to promote social distancing and slow
the rate of COVID-19 infections. These health orders resulted in severe and unprecedented impacts
to Avon’s operations, including a rapid transition to work at home for every possible position,
implementation of best practices in the work place, adoption of responsive employee policies, the
closure of all public facilities to the public (with the exception of the Police Department lobby), the
closure of the Avon Recreation Center, the lay-off of most Avon Recreation Center employees, and
implementation of health orders throughout Avon. The COVID-19 pandemic occurrence has required
drastic and immediate re-prioritization of work plans and will likely result in deferral and re-
prioritization of projects originally contemplated for completion in 2020.
2020 STRATEGIC PLAN as adopted in the 2020 Budget in December, 2019.
INTRODUCTION
The annual Strategic Plan is a component of the annual Budget. The Strategic Plan identifies new projects,
programs and policies for the calendar year which are a priority for the Avon community. The Budget
allocates the finances required to implement the Strategic Plan projects, programs and policies. The
construction of capital improvement projects, implementation of new programs or the formulation of new
policies are appropriate for the Strategic Plan. Projects, programs and policies are collectively referred to as
“tasks” in the Strategic Plan. The Strategic Plan provides clear direction to Council and Staff for tasks that
go beyond routine annual operations.
The 2017 Avon Comprehensive Plan guides the Strategic Plan. The Comprehensive Plan includes many
other adopted planning documents for the Town (collective referred to as the “Comprehensive Plan
Documents”). The tasks in the Strategic Plan either implement capital improvements identified in the
Comprehensive Plan Documents, advance the goals of the Comprehensive Plan Documents with new
programs or policies, or improve the efficiency, accountability, and transparency of the Avon Town
Government.
2020 Strategic Plan
Page 2 of 10
The Avon Town Council adopts the Strategic Plan as part of the annual budget. The Town Manager shall
(1) maintain and update a Strategic Plan schedule which shall identify the approximate timeframes for actions
to implement the Strategic Plan, (2) shall determine the assignment and delegation of Strategic Plan tasks
amongst Department Directors and Staff, and (3) shall submit a quarterly progress update promptly after the
end of each quarter.
Complex projects often require multi-year efforts and may include tasks from the prior year which carry-over,
as well as tasks initiated this year that cannot be completed within a calendar year. Implementation of the
Strategic Plan schedule can be impacted by unanticipated priorities, such as new or emerging policy issues,
development applications which require intensive review and public involvement, and new opportunities with
potential to benefit the Avon community. Council may amend or re-prioritize the Strategic Plan at any time.
COMMUNITY ENGAGEMENT
Community engagement is an essential function of local government decision making. Avon Town Council
has determined to improve and enhance community engagement practices to increase community
participation. The following specific projects and policies are proposed for implementation in 2020 to expand
and enhance Avon’s community engagement.
1. Improve Community Survey: The community survey is a valuable tool that can allow direct participation
by the greatest number of community members to identify consensus on services and policies.
Improvements to the Community Survey include (a) implementing an accessible, attractive and
accountable on-line survey format, (b) significantly expanding participation from 355 to over 2,000, (c)
offering a bilingual format, (d) sending to residents, property owners, and business owners, and (e)
increasing frequency to even numbered years. The Community Survey should include approximately
one-half re-occurring questions on Town services to track trends in community satisfaction and one-half
questions on proposed or potential community programs, policies and investments.
This project is on hold for 2020. Budget savings is $25,000.
2. Website Enhancements: Enhancements to the Avon.org website are planned including (a) greater
information on Town initiatives in an accessible and attractive format, (b) information on the status of
various capital improvement projects, and (c) expanded opportunity for on-line sign-ups and
reservations.
Website Enhancements are ready to go live in April. Expanding opportunity for on-line sign-ups is
an on-going task to be implemented by IT and will occur incrementally over the next three quarters.
3. Spanish Proficiency Initiative: Avon’s community is approximately one-half Hispanic and Spanish
speaking. The Spanish Proficiency Initiative is intended to provide a modest financial incentive and
recognition for Town employees who have conversational capability and full Spanish language fluency.
This program is intended to increase the Town government’s ability to effectively communicate with
Avon’s Spanish speaking members of the community.
Spanish Proficiency Initiative was implemented in early 2020. Testing requires in-person oversight
which has been delayed due to county and state health orders. We anticipate approximately 12
2020 Strategic Plan
Page 3 of 10
employees will take the conversational Spanish testing and 2 employees will take the full fluency
Spanish testing.
4. New Property Owner Information Letter: An informational letter for new property owners is intended
to welcome new residents and property purchasers to the Avon community, provide basic information on
the Town government, how to sign-up for the Town’s monthly newsletter, business licensing, short-term
rental licensing and other basic information that may be useful for a new property owner.
The New Property Owner information letter was finalized in January and is sent to all new property
owners in Avon.
5. Finance Committee: The Finance Committee is intended to involve community members in analyzing
and understanding the Town’s budget and finances in relation to the Town’s economy and provide
recommendations to the Avon Town Council as set forth in Resolution No. 19-15. Analysis of sales tax
and accommodations tax fluctuations between heavy and light snow years is recommended.
The Finance Committee has been formed and has met twice this year.
6. Health and Recreation Committee: The Health and Recreation Committee is intended to involve
community members to review, research and study (a) “health community” issues, (b) comparison to
peer community recreation facilities and programs, and (c) design, programming and estimated costs for
remodeling and potential expansion of the Avon Recreation Center.
The Health and Recreation Committee was about to schedule its first meeting, but is on hold due to
the closure of the Avon Recreation Center and the current focus on other priorities related to the
Coronavirus pandemic.
COMMUNITY HOUSING
Avon Town Council adopted the first Town of Avon Community Housing Plan in December 2018. Goals and
objectives of the Community Housing Plan include increase deed restricted homeownership opportunities
and maintain or increase the current 55% year-round resident use of existing housing stock. The following
goals are intended to continue implementation of the 2018 Avon Community Housing Plan.
1. Wildwood Property: Continue site assessment, including physical assessment of soils and topography
and review of title issues related to Wildridge covenants. Pursue entitlement process including
preparation and submittal of a Planned Unit Development Amendment application through the public
process to change permitted use from open space to Community Housing. Solicit and explore
partnerships to construct housing when appropriate based on results of site assessment process.
Staff is reviewing a complete application for the Wildwood Housing project that should be posted on
Avon’s website and ready for public review. No further action is contemplated on this project until
traditional in-person community meetings can be scheduled.
2. Wildridge Fire House: Conduct design work and develop cost estimates to renovate ground floor into
another employee housing unit.
2020 Strategic Plan
Page 4 of 10
Staff contemplates conducting a community meeting in Wildridge first to receive direction on using
the ground floor of the Wildridge Fire House for employee housing or for a community meeting space.
This project is on hold until traditional in-person community meetings can be scheduled.
3. Prepare and Implement a Deed Restriction Purchase Program: Vail has adopted a successful deed
restriction program named “Vail In-Deed”. An Avon deed restriction investment program will be proposed
along with preliminary market analysis, review of various forms of deed restrictions, and anticipated
funding requirements.
Staff prepared sample documents and a description of a deed restriction purchase program for
Council consideration. This project is on-hold until Council desires to add to Council agenda for
further discussion and consideration.
4. Dedicated Housing Fund Revenues: Research and present for consideration potential revenue
sources that could be dedicated to the Housing Fund.
Staff had conducted preliminary research on potential tax and revenues sources to be dedicated to
an Avon Housing Fund. Staff will assemble our research into a written report. Staff is not anticipating
proceeding further with a dedicated funding source for the Avon Housing Fund in 2020 at this time
due to the COVID-19 pandemic and dramatic shift in financial outlook.
5. Swift Gulch Property: Conduct design and site feasibility analysis for employee housing project.
Explore partnership opportunities with Habitat for Humanity and other potential partners.
Staff is scheduling surveys and site assessment of the Swift Gulch Property to occur this spring.
6. East Avon Parcel: Conduct site design and feasibility analysis for future Community Housing project on
a portion of the Town owned “East Avon parcel” which the Town acquired from the U.S. Forest Service.
Staff is scheduling surveys and site assessment of the East Avon Parcel to occur at the same time
as site assessments for the Swift Gulch Property this spring. Any development of the East Avon
Parcel may be years in the future, but the survey and topographic information will be useful for long-
term planning.
7. Housing Partnerships: Explore opportunities to work with property owners and potential regional
partners to facilitate housing projects, with an emphasis on for-sale housing product and with an
emphasis on Tract Y, Metcalf Road and the Village (at Avon).
Staff and Town Council initially discussed and explored potential partnerships. Housing
partnerships are on-hold until there is a specific property with housing development interest and
proper entitlements for housing development.
8. Monitor Primary Resident RETT Exemption: Prepare quarterly reports for Council information
regarding the use of the increased Real Estate Transfer Tax exemption for primary residents.
A first quarter report should be included in the April 28 or May 12 Council meeting packet.
2020 Strategic Plan
Page 5 of 10
NOTTINGHAM PARK
Improvements to Nottingham Park implement a variety of identified projects in the Nottingham Park Plan and
Town Owned Properties Plan. Improvements are coordinated for efficiency, design cohesion and multi-
purpose functionality. The timing and cost of improvements are described in the Capital Improvements Plan.
1. Old Town Hall Site/Public Restrooms: Commence demolition of the old Town Hall in early spring of
2020. Design of public restrooms at the old Town Hall site in 2020. The size of the public restrooms is
anticipated to serve events at the Avon Pavilion and Main Field of approximately 2,000 persons.
Commence construction in 2021. Design should incorporate potential additions in the future for facilities
or infrastructure to support events at the Avon Pavilion/Main Field area. Related improvements include
renovating the seating wall to match the Avon Pavilion stage and improvements to the patio and picnic
seating area. Design consideration will include installing lighting.
Staff conducted a request for bids to demolish the old Town Hall which came in significantly over
budget. Staff rebid just the portion of the project to move public utilities and is re-bidding the
remainder of the project with changes to relax the schedule and to reduce late completion penalties.
It is still possible to complete the Town Hall demolition by spring allow for summer construction of
the public restrooms.
2. Design and Expand Parking for North Access: Design expanded parking along the north side of West
Beaver Boulevard along with pedestrian crossing improvements in 2020. Commence construction in fall
2020 or early spring 2021.
No work has started on this. Staff anticipates that the engineering designs can be prepared in-house.
3. Beach Area Public Restrooms: Conduct preliminary design for public restrooms to be located adjacent
to the existing north parking area (Lot 16, Benchmark Subdivision) to determine cost estimate for future
public restrooms. Install screening and additional porta-lets near the beach area.
No work conducted to date. Scheduling of work to install screening and additional porta-lets should
commence in the next several weeks.
4. Landscape Enhancements to West Nottingham Park: Design and install landscape enhancements to
the West Nottingham Park area.
Staff is conducting a request for qualifications for landscape firms to assist with landscape plans.
5. Field Improvements to West Nottingham Park: Prepare concept plans to remove softball field and
chain link back stop, install grass, and establish an adult soccer field and smaller children’s soccer field
to support multiple soccer play. Solicit community input before finalizing designs. Proceed with
implementation in spring 2020 if community support exists for project.
Field improvements to West Nottingham Park will be coordinated with the landscape enhancements.
Designs will commence this spring.
2020 Strategic Plan
Page 6 of 10
COMMUNITY PLANNING AND DESIGN
Community Planning and Design is an essential process of community involvement that strives to achieve
strong consensus, practical and complimentary coordination between public and private improvements,
consistency with previous plans and cost-effective implementation of community improvements. The
following projects address specific projects where additional planning and design is required before the Town
considers additional investment.
1. Pedestrian Mall Design: Conduct design process for the extension of the Main Street Pedestrian Mall
from Lettuce Shed Lane to the west to Nottingham Park, including details for phased construction,
crossing of Mikaela Way, and a temporary route and improvements across the existing Avon Recreation
Center parking area. This design project is integral to Town’s long-standing plans to connect Avon’s
accommodation core area to Nottingham Park.
Pedestrian Mall Design is contemplated to coincide with designs for the Lot B hotel. Staff has not
received revised designs for the Lot B hotel to date.
2. Convention Center Preliminary Analysis: Council provided direction in fall 2019 to commission a
study on the feasibility of a convention center in Avon. Potential areas for a convention center include
(a) the former Town Hall property and former Avon Station Fire District property and (b) the northside of
Planning Area A in the Village (at Avon). Retain a qualified consultant to conduct preliminary analysis of
the market feasibility and potential economic benefits of a convention center. Such analysis should
include, but not be limited to: determination of existing conventions centers in peer communities in
Colorado, consideration of optimum convention center size for Avon, identification of required site size
and required lodging base to support convention center, and estimates of required public financial
participation.
This project is on hold due to COVID-19 business closures and impact to Town budget. Funds for
this project were not in the 2020 budget and Staff does not contemplate available funds. Initial work
was performed to contact potential consultants and develop a draft Request for Proposal.
3. Joint Planning for Planning Area A, Village (at Avon): Planning Area A, Village (at Avon) comprises
43 acres which is designated for high-density, mixed-use, commercial core development similar with the
Town Center zone district. This Planning Area is anticipated for development of large accommodation
buildings and mixed-use high-density residential with ground level retail. A preliminary planning analysis
to consider road layout, pedestrian access, multi-modal transportation support is desired to generate a
planning concept for development of this area that will facilitate high quality investment and development.
This joint planning process anticipates partnership funding from the Town of Avon, Traer Creek-RP
and/or Traer Creek Metropolitan District and the Department of Local Affairs. A preliminary planning
analysis is intended to provide guidance for additional planning work on Planning Area A.
This project is on hold due to COVID-19 business closures and impact to Town budget. Funds for
this project were not in the 2020 budget and Staff does not contemplate available funds.
4. 351 Benchmark Planning: 351 Benchmark (old Avon Fire Station) presents a very unique opportunity
for redevelopment and/or re-use. Formulate a community-based planning process for potential
redevelopment and/or re-use of the old Avon Fire Station property. Incorporate questions into the 2020
Community Survey. Research examples and estimated costs of potential alternatives for redevelopment.
2020 Strategic Plan
Page 7 of 10
No planning work has commenced on this project. The Culture, Arts and Special Events Committee
will review ideas and examples from peer communities for use as an artist facility (both studio space
and residential opportunities).
5. USFS Road 779: Coordinate with U.S. Forest Service to develop plans for maintenance and potential
re-alignment of U.S.F.S. Road 779 with the goal to preserve public access. Conduct appropriate public
process on conceptual designs. Consider developing parking, gates and signage on Wildridge Road
rather than at the Avon/USFS boundary.
Staff met with U.S. Forest Service representative this winter and understand that the U.S. Forest
Service will schedule an engineer to analyze existing site conditions this spring. This project is on
hold until traditional in-person community meetings can be scheduled.
6. Dog Park: Research, and implement if possible, a dog park in Avon for the Avon community.
Staff is researching dog parks and will present a written report to Council in May or June.
ADDITIONAL: Staff is participating with the Eagle County Comprehensive Plan update and the
County-wide wildlife planning effort.
CLIMATE ACTION
The Avon Town Council adopted the Climate Action Plan for the Eagle County Community in December 2016
and joined the Climate Action Collaborative in Eagle County. The following projects set forth specific
implementation actions which are intended to help Avon reach the stated Climate Action Plan goal of reducing
greenhouse gas emissions by 25% by 2025 as compared to greenhouse gas emissions in 2014.
1. Waste Reduction and Recycling: Fully implement best practices for waste reduction and recycling for
all Avon Town Facilities and for all Avon sponsored events. Install uniform trash and recycling containers
throughout Town. Contact lodging and multi-family developments to determine existing practices and
promote waste reduction and recycling where possible.
Staff has implemented composting for Town facilities. Staff has researched purchasing recycle
containers to deploy throughout Town alongside traditional trash containers. This information will
be presented in a written report for April 28. Staff has not yet begun to contact multi-family
developments to determine existing waste reduction and recycling practices.
2. PuRE Program: Actively promote Holy Cross Energy customers in Avon to sign-up for 100% renewable
electricity under the PuRE program. Measure progress in sign-ups. Establish five-year community wide
goals in 2020.
Staff scheduled a “Tacos for Climate Action” event at the Westin in March; however, this was
cancelled due to health orders and business closures.
3. Baseline Inventory: Perform a baseline inventory of the Avon Town government’s 2014 greenhouse
gas emissions and the entire Avon community. Post baseline inventory information along with Climate
Action projects and progress towards Climate Action goals on the Town’s website.
2020 Strategic Plan
Page 8 of 10
Staff has performed initial gathering of information. Staff expects to provide a written report
describing available information in Q3.
4. Fleet Inventory: Evaluate Avon’s vehicle fleet inventory and determine 2014 baseline for greenhouse
gas emissions. Prepare plan to update and convert Avon vehicle fleet to achieve 25% greenhouse gas
reduction by 2025.
Fleet has prepared initial information. A written report should be provided to Council by end the of
Q2.
5. Expanded Polystyrene Reduction: Implement expanded polystyrene regulations and restrictions.
Determine existing usage and amount of reduction resulting from regulations.
Council adopted an ordinance which was dependent upon state legislation. The state legislation did
not pass and the Colorado legislature is in recess due to the COVID-19 health orders.
6. Eagle County Climate Action Collaborative: Participate in the Eagle County Climate Action
Collaborative, develop and implement specific programs and events for Avon. Pursue regional
opportunities to enhance bus transportation and ridership.
Avon continues to participate; however, these efforts are on temporary hold due to the COVID-19
health orders.
7. Net Zero Communities: Research Net Zero communities and practices, present findings and
recommendations for implementation in Avon.
Staff has not started research on Net Zero Communities.
MULTI-MODAL IMPROVEMENTS
The Avon Town Council adopted a Multimodal Transportation and Parking Plan, dated July 6, 2017. The
following projects implement goals of the Multimodal Transportation and Parking Plan.
1. I-70 Underpass Enhancements: Conduct designs to enhance for the west side of the I-70/Avon Road
underpass and proceed with construction.
Staff is proceeding with design of the I-70 underpass project. The Planning and Zoning Commission
is reviewing this week.
2. Zagster Bike Share: Explore expansion of Zagster bike share program, including stations, sponsorships
and partnerships with outside organizations.
Zagster Bike Share deployment for spring 2020 is on-hold during the COVID-19 pandemic. The
Zagster company is not able to provide bikes until health orders in Massachusetts are lifted. Eagle
County is planning to expand Zagster Bike Share into Eagle-Vail and Edwards this summer. They
are also delayed during the COVID-19 pandemic health orders.
3. Parking Management Plan: Research parking management demands and potential programs for the
Avon commercial core and Tract G area including, but not limited to, implementation of parking kiosks
and integration of smart phone parking apps.
2020 Strategic Plan
Page 9 of 10
Mobility has researched potential programs for a parking management plan. Staff expects to submit
a written report in Q2.
4. Railway Use: Explore opportunities for a cross-country ski track and allowing railbikes from Edwards to
Minturn. Research and present costs for acquiring and operating snowmobile, trail groomer, and staffing
to set and maintain cross-country ski trail.
Potential railway use was discussed at Mayors/Managers meeting. Staff will present costs for trail
grooming in Q3.
ENVIRONMENTAL
The following projects implement areas of environmental concern not addressed elsewhere in the Strategic
Plan or in the general operations of the Town.
1. Water Quality Improvement: Coordinate with the Eagle River Watershed Council to develop and
implement plan to reduce constituent loading to Eagle River in Avon with the goal of improving water
quality. Implement Avon’s CIP Plan to install stormwater interceptors on Avon Road.
Eagle River Watershed Council is on hold due to COVID-19 health orders. The Water Council plans
to conduct a conference call in July and potentially restart the watershed efforts this fall. Staff is
proceeding with plans to install storm water interceptors on Avon Road.
2. Noxious Weed Regulation Enforcement: Educate and notify property owners concerning noxious
weed regulations. Actively monitor and administer enforcement in 2020.
Avon’s Intern is preparing information to be ready to distribute throughout the community for
Noxious Weed Enforcement.
3. Ground Squirrel: Reduce or eliminate Richardson Ground Squirrel population. Research third party
services to assist.
Staff is researching 3rd party services. Town has used private services for control over the last five
years but will explore other options for this summer.
GOVERNMENTAL
The following projects implement general areas of improvement to the Town of Avon’s local government
operations to increase efficiency, implement community projects, or provide additional services to the
community.
1. Water Tap Fees: Evaluate the tiers of the Avon water tap fee to ensure that the fee accounts fairly for
residential home sizes. Amend water tap fee schedule as determined appropriate by Council.
Town Engineer prepared a written report in January and Council provided direction to take no further
action on this topic.
2020 Strategic Plan
Page 10 of 10
2. Procurement Code: Research procurement codes with peer communities, re-evaluate the current Town
Manager authorization to sign contracts up to $100,000, present an updated procurement code for
adoption by Council.
Town Manager has been practicing taking to Council all contracts that exceed $50,000 in
contemplation of the revised Procurement Code. Staff expects to present revised Procurement Code
to Council in Q2.
3. Install Photo Monuments: Design and install photo monuments around Avon’s commercial core to
memorialize Avon’s history. Submit design, estimated costs and proposed locations to Town Council for
public review prior to construction.
Community Development submitted a written report for historic photo monuments around Avon’s
commercial core. Further action is dependent upon Council approval of capital funds for this project.
4. GIS Improvements: Many communities have extensive GIS data which is consolidated, publicly
accessible, and regularly updated. Research existing GIS data across Departments, utilization of GIS
data by peer communities, and costs to implement and maintain an updated GIS data base for Avon.
No progress during Q1.
5. Business Map: Research options and cost to develop an Avon business map that can be available in
a convenient smart phone app form and can be printed in hard copy.
No progress during Q1.
6. Sister City: Research sister city programs, identify costs, program activities, and benefits. Present
findings to Council for direction and determination of further interest.
Avon’s intern conducted some initial research. This project is low priority and Staff expects to
present a written report in Q3.
7. Community Broadband: Conduct Request for Proposal for consulting services to consider joining
project THOR and consider other means of broadband expansion. Conduct survey of major business
entities in Avon to determine interest in potential broadband improvements. Survey existing assets.
Conduct community survey to determine preferences.
Staff met with Eagle County IT to review their process for Community Broadband planning, which is
similar with what Avon is contemplating. The next step is for Staff to directly contract with HR Green
to perform the initial preliminary assessment of existing infrastructure and to determine some basic
community goals. This project can proceed in Q2 with Council support.
KEY
2020 STRATEGIC PLAN - Q1 Update Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
COMMUNITY ENGAGEMENT
1. Improve Community Survey
2. Website Enhancements
3. Spanish Proficiency Initiative
4. New Property Owner Information Letter
5. Finance Committee
6. Health and Recreation Committee
COMMUNITY HOUSING
1. Wildwood Property
2. Wildridge Firehouse
3. Deed Restriction Purchase Program
4. Dedicated Housing Fund Revenues
5. Swift Gulch Property
6. East Avon Property
7. Housing Partnerships
8. Monitor Primary Resident RETT Exemption
NOTTINGHAM PARK
1. Old Town Hall Site/Public Restrooms
2. Design and Expand Parking for North Access
3. Beach Area Public Restrooms
4. Landscape - West Nottingham Park
5. Field Improvements - West Nottingham Park
COMMUNITY PLANNING AND DESIGN
1. Pedestrian Mall Design
2. Convention Center Preliminary Analysis
3. Joint Planning for PA-A (Village at Avon)
4. 351 Benchmark Planning
5. USFS Road 779
6. Dog Park
7. Eagle County Comprehensive Plan
8. County-wide Wildlife Planning
CLIMATE ACTION
1. Waste Reduction and Recycling
2. PuRE Program
3. Baseline Inventory
4. Fleet Inventory
5. Expanded Polystyrene Reduction
6. Eagle County Climate Action Collaborative
7. Net Zero Communities
MULTI-MODAL IMPROVEMENTS
1. I-70 Underpass Enhancements
2. Noxious Weed Regulation Enforcement
3. Ground Squirrel
GOVERNMENTAL
1. Water Tap Fees
2. Procurement Code
3. Install Photo Monuments
4. GIS Improvements
5. Business Map
6. Sister City
7. Community Broadband
No Action PausedActive Stopped Completed
AVON REGULAR MEETING MINUTES
THURSDAY MARCH 26, 2020
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19 AND TOWN HALL CLOSURE
1. CALL TO ORDER AND ROLL CALL
Virtual meeting was hosted via Zoom webinar. Mayor Smith Hymes called the meeting to order at 5:00 p.m. A
roll call was taken, and Council members present were Amy Phillips, Tamra Underwood, Scott Prince, Jennie
Fancher, Jake Wolf and Chico Thuon. Also present were Town Attorney Paul Wisor, Police Chief Greg Daly,
Finance Director Scott Wright, Executive Assistant to the Town Manager Ineke de Jong, Town Manager Eric
Heil, and Town Clerk Brenda Torres.
2. APPROVAL OF AGENDA
Video Start Time: 00:03:07
Mayor Pro Tem Phillips moved to approve the agenda as presented. Councilor Prince seconded the motion and
the motion passed on a vote of 6 to 1. Councilor Wolf voted no.
3. DISCLOSURE OF ANY CONFLICTS OF INTEREST RELATED TO AGENDA ITEMS
Video Start Time: 00:04:12
No conflicts of interest were disclosed.
4. PUBLIC COMMENT
Video Start Time: 00:04:23
Mayor Smith Hymes explained to the public how to participate via video/audio or via email for public
comments.
No public comments were made.
5. BUSINESS ITEMS
5.1. RESOLUTION 20-08 ADOPTING AN ELECTRONIC PARTICIPATION POLICY FOR TOWN MEETINGS DURING A LOCAL DISASTER
EMERGENCY (TOWN ATTORNEY PAUL WISOR)
Video Start Time: 00:05:47
Town Attorney Paul Wisor presented. No public comments were made.
Councilor Wolf moved to approve Resolution 20-08 Adopting an Electronic Participation Policy for Town
Meetings During a Local Disaster Emergency. Councilor Underwood seconded the motion and the motion
passed unanimously.
5.2. UPDATE AND DISCUSSION ON COVID-19 (TOWN MANAGER ERIC HEIL)
Video Start Time: 00:09:36
Town Manager Eric Heil gave an update on COVID-19 and Town operations by department. Several topics
related to COVID-19 were discussed by Council, including the Avon business outreach meeting on March
27th, the efforts of the food bank, the deferment of April rent for EagleBend Apartments, Kayak Crossing
and Buffalo Ridge, setting aside a financial relief fund and the formation of a new committee to look at
requests for resources, in which Councilor Underwood and Councilor Fancher would like to participate,
distribution of school lunches, volunteering options, outdoor activities, and the closure of private
playgrounds. No public comments were made.
AVON REGULAR MEETING MINUTES
THURSDAY MARCH 26, 2020
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19 AND TOWN HALL CLOSURE
5.3. RESOLUTION 20-06 EXTENDING THE TOWN OF AVON EMERGENCY DECLARATION OF MARCH 19, 2020 (TOWN ATTORNEY
PAUL WISOR)
Video Start Time: 00:40:45
Town Attorney Paul Wisor presented. No Council questions and no public comments were made.
Councilor Wolf moved to approve Resolution 20-06 Extending the Town of Avon Emergency Declaration
of March 19, 2020. Councilor Prince seconded the motion and the motion passed unanimously.
5.4. PRESENTATION: PROPERTY TAX INCREASE IN MAY FOR FIRE DISTRICT (KARL BAUER, FIRE CHIEF)
Video Start Time: 00:44:34
Fire Chief Karl Bauer updated Council on the tax increase for the Fire District. He mentioned that due to
the difficult situation of COVID-19, the Fire District will not pursue a tax increase at this time.
Mayor Smith Hymes opened the public comments and Michael Cacioppo commented on plastic bags vs.
reusable bags during COVID-19.
5.5. PUBLIC HEARING SECOND READING OF ORDINANCE 20-04 REFINANCING THE TOWN’S SERIES 2010 CERTIFICATES OF
PARTICIPATION (COPS) (FINANCE DIRECTOR SCOTT WRIGHT)
Video Start Time: 01:03:06
Finance Director Scott Wright presented. Jonathan Heroux and Dee Wisor were present via video/audio
and answered questions from Council members.
Mayor Smith Hymes opened the public comments and no public comments were made. Councilor
Underwood moved to approve Ordinance 20-04 Authorizing the Leasing of Certain Town Property and
the Execution and Delivery by the Town of a Site Lease, a Lease Purchase agreement, an Escrow
Agreement and Other Financing Documents in Connection Therewith; Setting Forth Parameters and
Restrictions With Respect to the Refunding of Certain Certificates of Participation; Ratifying Action
Previously Taken Concerning the Referenced Transactions; and Providing Other Matters Relating Thereto.
Councilor Wolf seconded the motion and it passed unanimously.
5.6. RESOLUTION NO. 20-07 CONCERNING THE AVON URBAN RENEWAL AUTHORITY AND ITS TAX INCREMENT REVENUE
REFUNDING LOAN (FINANCE DIRECTOR SCOTT WRIGHT)
Video Start Time: 01:10:45
Finance Director Scott Wright presented. Dee Wisor and Jonathan Heroux were present via video/audio
to answer questions from Council.
Mayor Smith Hymes opened the public comments and no public comments were made. Councilor Wolf
moved to approve Resolution 20-07 Concerning the Avon Urban Renewal Authority and its Tax Increment
Revenue Refunding Note, Series 2020; Authorizing and Directing Actions by the Town Manager With
Respect to the Preparation of Requests to the Town Council for Appropriation of Moneys to Fund Any
Deficiencies in the Bond Account Pledged to the Payment of Such Bonds; Authorizing the 2020
Cooperation Agreement; and Other Actions Taken By the Town in Connection Therewith. Councilor
Fancher seconded the motion and the motion passed unanimously.
AVON REGULAR MEETING MINUTES
THURSDAY MARCH 26, 2020
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19 AND TOWN HALL CLOSURE
5.7. RESOLUTION 20-09 DEFERRAL OF SALES TAX PAYMENTS AND RETURNS (TOWN ATTORNEY PAUL WISOR)
Video Start Time: 01:16:08
Town Attorney Paul Wisor presented. He mentioned that any sales taxes from small businesses for the
months of March and April will be deferred and collected until June 20,2020. Sales tax payments for May
will also be due on this date.
After Council discussion, Councilor Wolf moved to approve Resolution 20-09 Directing the Town Financing
Director and Town Manager to Defer Sales Tax Return and Sales Tax Payment Deadlines for Retailers Who
Maintain a Physical Location in Avon That is Less Than 11,000 Square Feet in Size. Councilor Underwood
amended the motion to take off ‘Sales Tax Return.’ Councilor Wolf accepted that amendment. Councilor
Underwood seconded the amended motion. The motion passed on a vote of 6 to 1. Councilor Prince voted
no as he would like to get more information.
5.8. 2020 COUNCIL MEETING SCHEDULE: DISCUSSION OF ADDITIONAL COUNCIL MEETINGS (TOWN MANAGER ERIC HEIL)
Video Start Time: 01:42:02
Town Manager Eric Heil suggested to meet weekly while we go through this pandemic so that staff has
more time in front of council for discussion, direction and decision making. Mayor Pro Tem Phillips
mentioned the dates outlined in the packet can be broadcasted live on High Five Access Media. Councilor
Wolf asked to consider an early start, to be done by sunset, on April 9th and 14th as they are Passover.
Additional meeting dates and times are as follows: Thursday April 2 at 6:00 p.m. (in conjunction with
Finance Committee meeting), Thursday April 9 at 5:00 p.m. (or earlier), Tuesday April 14 at 5:00 p.m. (or
earlier), Thursday April 23 at 5:00 p.m., Tuesday April 28 at 5:00 p.m. Additional meetings in May can be
considered in mid-April.
JK with High Five Access Media confirmed that meetings on April 9th and 14th may start and broadcast as
early as 3:00 p.m. Council members agreed with this schedule.
5.9. APPROVAL OF MINUTES FROM MARCH 10, 2020 REGULAR COUNCIL MEETING (INTERN CHARISE BISHOP)
Video Start Time: 01:48:41
Councilor Underwood moved to approve the minutes from March 10, 2020. Councilor Fancher seconded
the motion and it passed on a vote of 6 to 1. Councilor Wolf voted no.
RECESS TO ALLOW AVON TOWN COUNCIL TO CONVENE AS THE AVON URBAN RENEWAL AUTHORITY BOARD
Video Start Time: 01:50:02
Mayor Smith Hymes called to recess the Regular Council meeting to convene to the Avon Urban Renewal
Authority meeting. The time was 6:50 p.m.
RECONVENE AVON TOWN COUNCIL MEETING
Video Start Time: 02:08:22
Mayor Smith Hymes called to reconvene the Regular Council meeting. The time was 7:08 p.m.
6. WRITTEN REPORTS
6.1. MONTHLY FINANCIALS REPORT (SENIOR ACCOUNTANT NELLY BURNS)
6.2. PHOTO MONUMENTS FOR AVON’S HISTORY (PLANNING DIRECTOR MATT PIELSTICKER)
AVON REGULAR MEETING MINUTES
THURSDAY MARCH 26, 2020
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19 AND TOWN HALL CLOSURE
7. MAYOR & C OUNCIL COMMENTS & MEETING UPDATES
Video Start Time: 02:08:32
Councilor Fancher would like a list of things that Council has approved for the 2020 budget that could be
postponed for a year, such as anything pertaining to special events. She also commented on the plastic
bag ban brought up in public comment by Mr. Cacioppo, noting that the majority of items purchased in
a grocery store are packaged, except for produce for which plastic bags are available. Furthermore, many
items in a groce ry store are touched by multiple hands, posing more of a germ threat than reusable bags
which can be washed . Town Manager Eric Heil proposed to find and assemble articles for the following
Council Meeting and revie w what is currently in place .
Mayor Pro Tem P hillips made a comment that she wished that in 2008 Avon Town Council had taken the
opportunity to put together a deed restricted program . She would like all to keep in mind the opportunity
to capitalize on the real estate market as it comes back , ensuring we do what we can to help citizens that
are able to buy.
Councilor Wolf made a comment about the installation of 5 G towers, which could be potentially
detrimental to the health and wellbeing of our community. He would like an update on this , especially if
any harm is present, before the project proceeds. He also asked about the possibility of a break for the
rent of the firehouse at 351 Benchmark. Staff explained this will be discussed in the Executive Session.
Councilor Wolf asked to public to please help flatten the curve by staying home t o get back to normal or
the new normal as quickly as we can.
M ayor Smith Hymes provided an update on the virtu al Upper Eagle Regional Water Authority meeting
she attended. She wants us to be mindful that what they had not considered in all their explicit planning
was the mental fatigue and psychological toll that this was going to have on their team.
Town Manager Eric Heil mentioned the importance of communicating to staff regularly and staying open
to comments in times of uncertainty and that most departments are healthy and functioning . He
explained how the use of virtual meetings can help with the separation. At 7.23 p.m. Mayor Smith Hymes
lost her internet connection and Mayor P ro Tem Phillips stepped in and continued the meeting.
M r. Cacioppo would like to respond to Councilor Fancher's comments and expresses his belief that the
plastic bag ban may no t be healthy for the community. He requests Council to investigate and do
research.
8. EXECUTIVE S ESSION
Video Start Time: 02:27:06
Councilor Fancher made a motion to move to go into Executive Session pursuant to C.R.S. §24 -6-402(4)(B)
and (E) for purposes of seeking legal advice from the Town Attorney and determining positions relative
to matters that m ay be subject to negotiations concerning the old firehouse. Councilor Wolf seconded
the motion and it passed 6 to 0. Mayor Smith Hymes was absent as she lost internet connection.
AVON REGULAR MEETING MINUTES
THURSDAY MARCH 26, 2020
SETUP AS A VIRTUAL MEETING VIA ZOOM DUE TO COVID-19 AND TOWN HALL CLOSURE
8.1. EXECUTIVE S ESSION P URSUANT TO C.R.S. §24-6-402(4)(B) AND (E) FOR PURPOSES OF SEEKING LEGAL ADVICE
FROM THE TOWN ATTORNEY AND DETERMINING P OSITIONS RELATIVE TO MATTERS THAT MAY BE SUBJECT TO
NEGOTIATIONS CONCERNING THE OLD FIREHOUSE .
Executive Session started at 7:36 p.m.
Executive Session ended at 8:05 p.m.
9. A DJOURN
There being no further business before Council, Mayor Smith Hymes moved to adjourn the regular
meeting. The time was 8:05 p.m.
These minutes are only a summary of the proceedings of the meeting. They are not intended to be
comprehensive or to include each statement, person speaking or to portray with complete accuracy. The most
accurate records of the meeting are the audio of the meeting, which is housed in the Town Clerk' s office, and the
video of the meeting, which is available at www.highfivemedia.org.
RESPECTFULLY SUBMITTED:
Brenda Torres, Town Clerk
APPROVED:
Sarah Smith Hymes ___________________________________
Amy Phillips
Jake Wolf
Chico Thuon
Jennie Fancher
Scott Prince
Tamra Underwood
(970) 748-4061 cbishop@avon.org
TO: Honorable Mayor Smith Hymes and Council members
FROM: Charise Bishop, General Government Intern
RE: Grocery Bags and COVID-19
DATE: April 7, 2020
SUMMARY: On March 26, 2020, Council received public comment expressing concerns that the usage of
reusable grocery bags may contribute to the spread of COVID-19. Several articles were cited to support the
proposition that customer usage of reusable grocery bags presents a risk of spreading viruses to grocery
store employees and other grocery store customers.
The manager at City Market contacted the Town Manager and expressed concerns on behalf of store
clerks about handling reusable bags brought by customers and the potential transmission of COVID-19.
City Market has adopted a policy whereby grocery clerks will no longer handle personal reusable bags.
The Colorado Governor also issued a statewide request to suspend fees on single use grocery store bags.
In response, the Town Manager issued an order on March 27 to suspend the 10 cent per bag fee on paper
bags.
This report discusses the articles that were cited, and other research conducted by Staff.
BACKGROUND: In October 2017, Town Council passed Ordinance 17-08, Adopting a New Chapter 8.38
of Title 8 of the Avon Municipal Code Establishing Disposable Bag Requirements, Including a Paper Bag
Fee and Providing for the Collection and Designation of Such Fee. This Ordinance required grocery and
retail establishments to eliminate the use of disposable plastic bags and charge a $0.10 fee per disposable
paper bag used by May 2018. According to Chapter 8.38 of the Avon Municipal Code, “The purposes of
this Chapter are to protect the public health, safety and welfare, to address the environmental problems
associated with disposable bags, and to relieve the Town taxpayers of the costs imposed upon the Town
associated with disposable bags. The intent of the Chapter is to encourage the use of reusable bags.”
ANALYSIS: Public comment cited the study, Assessment of the Potential for Cross-contamination of Food
Products by Reusable Shopping Bags, that was conducted by the University of Arizona and University
School of Public Health, Loma Linda, CA in 2011 (“2011 Study”) [https://lluh.org/sites/medical-
center.lomalindahealth.org/files/docs/LIVE-IT-Sinclair-Article-Cross-Contamination-Reusable-Shopping-
Bags.pdf]. In the 2011 Study researchers found that large numbers of bacteria were found in almost all
bags that were collected in the study and 8% of the bags were found to have E. Coli. The researchers
found that 97% of participants did not wash their reusable bags. This correlates with the fact that so many
bags were found to be harboring bacteria. The authors asserted that hand washing or putting reusable
bags through the laundry reduced bacteria by more than 99.9%. The conclusion of this paper was that if
reusable bags were not properly washed, it could result in the cross-contamination of food. The conclusion
did not suggest halting the use of reusable bags, but instead to wash them. This project was supported in
part by the American Chemistry Council. There has been no research on the life of viruses on reusable
bags, only bacteria.
During this pandemic, the plastic industry has used this as an opportunity to lobby governments to repeal
bans on single use plastics. The Plastics Industry Association issued a letter to Alex Azar, the US Secretary
of Health and Human Services, claiming that now more than ever the bans of single use plastic bags
Page 2 of 2
should be repealed because they are more hygienic than reusable bags and urged the Department to make
a statement in their favor.
Allowing customers to use single-use grocery bags could alleviate grocery clerks’ concerns about exposure
to coronavirus. Staff has found no science or medical articles, or social media articles, that suggest single
use plastic bags are somehow better than single use paper bags in reducing the risk of spreading
coronavirus. A study conducted by the National Institute of Health found that the virus could live on plastic
surfaces for up to three days and cardboard for up to one day [https://www.nih.gov/news-events/news-
releases/new-coronavirus-stable-hours-surfaces]. Another study conducted by the University of California
and published in the Journal of Hospital Infection, found the virus could survive on plastic for up to nine
days [https://www.journalofhospitalinfection.com/article/S0195-6701(20)30046-3/fulltext].
If a grocery store clerk handling single-use plastic bags was a carrier of the virus, it could potentially live on
that plastic for three to nine days.
RECOMMENDATION: Staff does not recommend any additional action or changes to Towns plastic bag
prohibition.
TOWN MANAGER RECOMMENDATION: Grocery store customers that use reusable bags should use the
self-check out and handle and bag their groceries personally.
Thank you, Charise