TC Minutes 11-26-2013TOWN OF AVON, COLORADO
AVON REGULAR MEETING MINUTES FOR TUESDAY, NOVEMBER 26, 2013
AVON TOWN HALL, ONE LAKE STREET
1. CALL TO ORDER & ROLL CALL
Mayor Carroll called the meeting to order at 5:30 PM. A roll call was taken and Council members present
were Dave Dantas, Jennie Fancher, Todd Goulding, Buz Reynolds and Jake Wolf. Chris Evans was absent.
Also present were Town Manager Virginia Egger, Town Attorney Eric Heil, and Assistant Town
Manager /Town Clerk Patty McKenny, Senior Planner Matt Pielsticker, Planner II Jared Barnes, as well as
members from the public.
2. APPROVAL OF AGENDA
There were no changes to the agenda.
3. PUBLIC COMMENT
There were no comments at this time.
4. ACTION ITEMS
4.1. Action on Funding A Special Event Concept Development Program as Proposed by Highline, an
Event Producer in Eagle Valley, for three (3) 2014 Events in Nottingham Park — Chris Dolan
(Special Events Supervisor Danita Dempsey)
There was a presentation of the Special Events Work Plan, including the 2014 recommendation for the
"seeding" of special events, including cultural, recreational, social and music festivals. There was
discussion about 1) that this plan tries not to compete with the region's events, i.e. Vail, 2) some
discussion about the dates and inclement weather during those timeframes. The plan speaks to the
town's Special Event objectives listed in Council's adopted Strategic Plan, which specified cultivating a well -
rounded special events calendar over the next five years. Mayor Carroll moved to approve the execution of
the Highline Statement of Work, dated November 15, 2013, by the Town Manager, and to appropriate in a
2014 budget amendment $11,400 from the Special Events Assigned Fund Balance. Councilor Wolf seconded
the motion and it passed unanimously (Councilor Dantas absent).
4.2.Action on a Marketing Service Agreement to retain Origin Design & Communications Ltd, a
British Columbia Corporation, for the development of Town of Avon Brand
(Mayor Pro Tern Todd Goulding)
The marketing services agreement was presented with an introduction about Origin's Design +
Communication that would provide branding, logo identity, and tagline development services to the
town with an estimated cost of $43,500. Staff requested consideration of the Professional Services
Agreement included in the packet materials. The packet memo included information about the
background, branding, and the RFP & Interview Process that took place over the past few months. It
was noted that the documentation also included estimates for each branding component. Some of the
topics discussed included:
✓ the process for brand conceptualization may need further detail regarding the need for revisions
✓ the professional services agreement may still need some final revisions to align the proposal
✓ any scope changes would require council's approval
✓ final adoption proposed in March 2014
✓ one of the objectives is to measure the return on the events and the development of the new brand
✓ the budget also includes community survey
✓ the company, Origins, proposes coming to Avon to hold open houses & presentations in general
Avon Council Meeting 13.11.26 Minutes Page i
TOWN OF AVON, COLORADO
AVON REGULAR MEETING MINUTES FOR TUESDAY, NOVEMBER 26, 2013
AVON TOWN HALL, ONE LAKE STREET
Councilor Fancher moved to authorize the Town Manager to execute the Town of Avon Professional
Services Agreement, subject to Town Attorney approval, with the Town having the right to immediate
termination of the Agreement upon written notice and in an amount not to exceed $43,500. Councilor Evans
seconded the motion and it passed unanimously by those present (Councilor Dantas absent).
4.3.Action on MUNIRevs Subscription Agreement (Finance Director Scott Wright)
Staff noted that the MUNIRevs product is a cloud -based tax collections & licensing system automating
the work flow thru onling paperless system and is slated to help the town manage tax collections with
online collections and electronic payments. The annual costs to MUNIRevs is estimated at $15,276
which is based upon number of business utilizing the system. The initial startup costs include $6,875K
with both costs included in 2013 & 2014 budgets. Staff requested Council's approval of the subscription
agreement so that implementation begins immediately. Other topics discussed included:
✓ update presented on the use of MTRiPS by the lodging community with a request from the lodges
that the town continue funding the program for another year
✓ the nature of the "security for this online information"
✓ 3d party company that manages the credit card information that neither muni revs nor the town
will maintain that info / the company enters
✓ Data is owned by town & returned to town - stored in a sequel database format
✓ That town will work closely with the business community on this transition
Mayor Carroll moved to authorize that the MUNIRev Master Subscription Agreement be executed;
Councilor Evans seconded the motion and it passed unanimously by those present (Councilor Dantas
absent).
4.4• PUBLIC HEARING - 2013 and 2014 Final Budget Resolutions - All Funds
(Finance Director Scott Wright)
4.4.1. Resolution No. 13 -32, Series of 2013, Resolution to Amend the 2013 Town of Avon Budget
Mayor Carroll asked that all resolutions be presented together & then the hearings and roll call votes
would occur on each resolution. Kelly Huitt, Budget Analyst, noted the budget revisions highlighted
per the council packet memo. Mayor Carroll opened the public hearing, no comments were made, the
hearing was closed. Councilor Wolf moved to approve Resolution No. 13 -32, Series of 2013, Resolution to
Amend the 2013 Town of Avon Budget; Councilor Evans seconded the motion and it passed unanimously by
those present (Councilor Dantas absent).
4.4.2• Resolution No. 13-33, Series of 2013, Resolution to Amend the 2013 Town of Avon Capital
Projects Fund Budget
Mayor Carroll opened the public hearing, no comments were made, the hearing was closed.
Councilor Wolf moved to approve Resolution No. 13-33, Series of 2013, Resolution to Amend the 2013 Town
of Avon Capital Projects Fund Budget; Councilor Reynolds seconded the motion and it passed unanimously
by those present (Councilor Dantas absent).
4.4.3• Resolution No. 13-34, Series of 2013, Resolution to Adopt the 2014 Town of Avon Budget
Mayor Carroll opened the public hearing, no comments were made, the hearing was closed.
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TOWN OF AVON, COLORADO
AVON REGULAR MEETING MINUTES FOR TUESDAY, NOVEMBER 26, 2013
AVON TOWN HALL, ONE LAKE STREET
Councilor Wolf moved to approve Resolution No. 13-34, Series of 2013, Resolution to Adopt the 2014 Town
of Avon Budget; Mayor Pro Tern Goulding seconded the motion and it passed unanimously by those
present (Councilor Dantas absent).
4.4.4• Resolution No. 13-35, Series of 2013, Resolution to Accept the proposed Town of Avon Long
Range Capital Program and Simultaneously adopt the Year 2014 Capital Projects Fund Budget
Mayor Carroll opened the public hearing, no comments were made, the hearing was closed.
Councilor Wolf moved to approve Resolution No. 13 -35, Series of 2013, Resolution to Accept the proposed
Town of Avon Long Range Capital Program and Simultaneously adopt the Year 2014 Capital Projects Fund
Budget; Mayor Pro Tern Goulding seconded the motion and it passed unanimously by those present
(Councilor Dantas absent).
4.5•Resolution No. 13 -31, Series of 2013, Resolution Certifying Delinquent Charges for Collection by
the Eagle County Treasurer (Finance Director Scott Wright)
It was noted that the Resolution details the delinquent charges to be certified and collected by the
Eagle County Treasurer. Notifications were sent to the owners of the two properties that are
delinquent. Councilor Evans moved to approve Resolution No. 13 -31, Series of 2013, Resolution
Certifying Delinquent Charges for Collection by the Eagle County Treasurer; Councilor Reynolds
seconded the motion and it passed unanimously by those present (Councilor Dantas absent).
4.6. PUBLIC HEARING on First Reading of Ordinance 13 -14, Series 2013, Ordinance Amending Titles 7,
8, and 15 of the Avon Municipal Code, including Definitions, Historic Preservation, Development
Review Procedures, Mailed Notices, Appeals, Flood Damage Prevention, Wood Fireplaces, and
Wildlife Enclosures (Planner II Jared Barnes)
The presentation of the Ordinance included a review of the following topics. It was noted that the
proposed modifications outlined in Ordinance 13 -14 would provide clarity and cleanup the Municipal Code
(Title 7, AMC) sections that are redundant, contradictory, obsolete, or have been found to be troublesome
for code users. There was a review of each section outlining the changes which were detailed in the council
packet memo:
1) Section 7.o8, Definitions — Pages 23, 27 -29, 32 -33, 35, 37 -38, 45
2) Section 7.12.07o, Historic Preservation Advisory Committee — Pages 52-53
3) Table 7.16 -1, Development Review Procedures and Review Activity — Page 54
4) Section 7.16.02o(d)(2), Mailed Notice — Page 58
5) Section 7.16.050, Rezoning — Page 62- 63,169
6) Section 7.16.16o, Appeal — Page 89
7) Table 7.20 -7, Dimensions for the Neighborhood Commercial District — Page 94-95
8) Section 7.28.1oo(d), Flood Damage Prevention — Page 179- 185,188 -189
9) Chapter 7.5o, Historic and /or Cultural Preservation Designated — Page 267 -270
1o) Section 8.32.020, Wildlife Protection — Page 8 -27 — 8 -28
11) Section 15.02.01o, Definitions — Page 15 -5
12) Section 15.16.o6o, Section got — Masonry Fireplaces — Pages 15 -28 —15 -32
13) Section 15.24.035, Regulations above elevation of seven thousand eight hundred twenty feet — Page
15 -39 —15 -40
Avon Council Meeting 13.11.26 Minutes Page 3
TOWN OF AVON, COLORADO
AVON REGULAR MEETING MINUTES FOR TUESDAY, NOVEMBER 26, 2013
AVON TOWN HALL, ONE LAKE STREET
The primary focus of the discussion was on items #1z & #13 and how to best revise the use of fireplaces
in Avon. There was a review of both the recommendations from staff and the Planning and Zoning
Commission. Certain discussion topics addressed such things as 1) why the requirements with the
elevations, 2) the ability to use the newer EPA approved fireplaces, 3) what other area communities
require and trying to be more consistent in the region, and 4) the idea of removing the fee. Mayor
Carroll opened the public hearing, no comments were made, the hearing was closed. Councilor Wolf
moved to approve Ordinance Amending Titles 7, 8, and 15 of the Avon Municipal Code, including
Definitions, Historic Preservation, Development Review Procedures, Mailed Notices, Appeals, Flood
Damage Prevention, Wood Fireplaces, and Wildlife Enclosures with the following conditions, 1) allow
the use of new technology devises that are EPA approved wood burning fireplaces throughout town,
2) remove the current fee imposed on fireplaces, 3) remove any requirements related to elevations.
Mayor Pro Tern Goulding seconded the motion and it passed unanimously by those present (Councilor
Dantas absent).
4.7.Consent Agenda
4.7.1.Minutes from November 12, 2013 Meeting (Town Clerk Patty McKenny)
Councilor Reynolds moved to approved the minutes from November 12, 2013; Mayor Pro Tern Goulding
seconded the motion and it passed unanimously by those present (Councilor Dantas absent, Councilor
Evans abstained as he was not present at the meeting).
At this time Mayor Carroll acknowledge the representatives attending the meeting to address the Town
Council related to the campaign capital funding request to be used for the construction of the Castle Peak
Senior Care Community. Representatives who spoke included Lisa Pease (Augustana Care), Barbara Allen,
Dave Pease, Gene Hagerman, and Doris Dewton with letters from the Paul Johnston family & Michelle
Maloney read into the record in support of the project. There was additional time spent with Lisa Pease who
spoke further about the project and contributions from other communities. There was further input from
council members about the funding options with some comments from Town Attorney Eric Heil about
multiyear funding commitments. It was decided to schedule the topic for further discussion on December to
in order to review the funding source options as well as some comparisons with other towns responding to
the request. It was noted that this decision would also allow the topic to be considered by all council
members and noticed on the public agenda.
5. WORK SESSION
5.1. Village at Avon Update (Town Attorney Eric Heil)
It was noted that there have been no updates since the last meeting and likely the next update would
occur January 2014.
6. FISCAL YEAR 2013 FINANCIAL REPORT ONLY (BUDGET ANALYST KELLY HUITT)
There was a request to include the Colorado Association of Ski Towns summary of revenue collection
information and a % change compared to budget as well as compared to prior year be included with
this report.
Avon Council Meeting 13.11.26 Minutes page 4
TOWN OF AVON, COLORADO
AVON REGULAR MEETING MINUTES FOR TUESDAY, NOVEMBER 26, 2013
AVON TOWN HALL, ONE LAKE STREET
7. COMMITTEE MEETING UPDATES: COUNCILORS AND MAYOR
7.1. WinterWonderGrass Security Planning (Councilor Jake Wolf)
Councilor Wolf presented information about a meeting with town staff, Scott Stoughton and Councilor
Fancher at which time the security inside the venue was discussed.
8. EXECUTIVE SESSION (THIS MEETING IS NOT OPEN TO THE PUBLIC) EXECUTIVE SESSION (THIS MEETING IS NOT OPEN
TO THE PUBLIC)
Councilor Wolf moved to convene into Executive Session at 8 pm for purpose noted below; Councilor
Evans seconded the motion which passed unanimously by those present (Councilor Dantas absent).
✓ Meet Pursuant to Colorado Revised Statute §24- 6- 402(4) (f) for the purpose of discussing
personnel matters related to the annual performance review of the Town Manager
Mayor Carroll noted that the discussion would be confined only to the purposes of the executive session as
stated and that if at any time during the executive session anyone believes that the discussion does not
concern the topic and purpose of the executive session, to please raise your objection immediately. The
following people were present during the executive session: Mayor Rich Carroll, Councilor Chris Evans,
Councilor Jennie Fancher, Mayor Pro Tern Todd Goulding, Councilor Buz Reynolds, Councilor Wolf, and Town
Manager Virginia Egger. Councilor Dave Dantas was absent.
The Executive Session adjourned and Mayor Carroll noted that regular meeting reconvened and asked
if any Council member believed that any discussion in Executive Session was inappropriate and not
related to the topic and purpose of the Executive Session to please state their objection at this time.
There were no objections stated at this time.
There being no further business to come before the Council and the regular meeting adjourned.
APPROVED:
Rich Carroll
Dave Dantas
Chris Evans
Jennie Fancher
Todd Goulding
Albert "Buz" Reynolds
Jake Wolf
RE, aPE TFUL Y SUBMITTED:
< oat
Patty cK n"- Clerk
Avon Council Meeting 13.11.26 Minutes page 5