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TO: FROM: THRU: DATE OF MEMO: MEETING DATE: RE: MEMORANDUM Mayor and City Council Nancy Lesley, Director of Special Events and Marketing Jeff Woods, Manager, Parks and Recreation July 14, 2010 July 19, 2010 Special Events REQUEST OF COUNCIL: Staff is requesting that Council approve new events for 2011 and beyond with a continuing corresponding budget increase. DISCUSSION: Staff will be giving Council a brief update on the direction and new partnership for the 2011 Aspen Cycling Festival weekend, discussing proposed new events and presenting findings on new events Council directed staff to research. Aspen Cycling Festival and the direction for 2011 (Partnering with LIVESTRONG) Proposed 2011 Events Aspen Backcountry Marathon Winter Concerts on Wagner Park (held in early March, sponsored by Ski Co) Events Council requested staff to research (see Memorandum #2 by Jeffrey Alden) Latino Festival Car Collector Auction Classic Car Rally Art Auction Bikeapalooza Mountain Biking on Aspen Mountain Professional Bike Race Page 1 of 3 Aspen Cycling Festival Weekend Staff has been working closely with the Independence Pass Foundation, Aspen Cycling Club, local merchants, Downtown Retail Association, lodging staff and local cyclists to continue the growing trend of the Aspen Cycling Festival Weekend. Staff meets with these members on a monthly basis to for planning of the 2011 event. Before and after the 2010 Aspen Criterium, there were concerns from a couple of members of the Aspen Cycling Club. Recently, the ACC Board of Directors took a vote to support the Aspen Cycling Criterium and the outcome was 9 out of 10 strongly suppor the event. Staff also has taken steps to integrate the ACC racing heats into weekend. The solution staff has offered, and the ACC Board has accepted is the first two (2) hours of the event will be dedicated to the ACC and they can determine the heats (length of racing time and categories). Staff feels this is a wonderful way to showcase local racing, and keeping a local identity while still appealing to racers competing for USAC points, which is the sanctioning body of the race. Staff has been in conversations with the LIVESTRONG Foundation to partner with them on two events. One being the Aspen Cycling Festival Weekend and the other the newly proposed Aspen Backcountry Marathon. Staff would like to partner with the LIVESTRONG Foundation to help market the event(s) to their email list of 3 million, not only creating more awareness of Aspen as a mind/body/spirit destination but also taking this unique opportunity to leverage a large group of highly motivated people and fill lodges, restaurants and retail shops on these "off" weekends. Staff is also exploring the opportunity to partner with the LIVESTRONG partners to enhance participant packets, vendor booths, speaker series, etc. Again, we are just beginning these conversations and look forward to a mutually beneficial conclusion. The Aspen Retail Association would like to help us create a downtown Street Festival for Saturday and Sunday of Cycling Weekend. This would include closing down a street and creating an area near the Criterium with music, retailers participation, food, beer, events, clinics. The goal would be to bring more people into the downtown core during this weekend. Aspen Backcountry Marathon Staff has been looking into putting on a marathon for several years. Staff has witnessed the success of their own events such as the Golden Leaf Half Marathon, which sold out with a cap of 800 last year. While working to create a marathon that didn't compete with the Golden Leaf half marathon, yet still is appealing, staff put together a "steering committee" to determine the validity of going forward with a marathon. Over the last seven months, staff and the committee have been researching routes and dates for such an event. While the actual route/course is still being finalized, staff is planning on a start and finish in Wagner Park, with vendor booths, music, and lots of participation from the downtown retailers. From Wagner Park we are looking at a course that goes up Smuggler, into Hunter Creek, up to Four Corners, across to Sunnyside, down to and up Cemetery Lane, up the Oregon Trail (on Buttermilk) back down the government trail, across the Tiehack bridge, through the Marolt Open Space over the Marolt Bridge, up onto Aspen Mountain (staying low) and coming back into town via Ute Avenue. The committee feels the energy and vibrancy of starting and ending in town is a benefit for everyone. Staff is working with Bill Tomcich of StayAspenSnowmass to help determine the best date from a lodging and retail perspective, with local runners to determine the best fit on the calendar, and with other events that might be a good and reasonable partner, we are narrowing down the list of potential weekends. By _. Page 2of3 __.. partnering with LIVESTRONG for this event, the opportunity to reach a highly motivated group of people that would find Aspen to be the perfect destination for mind body/spirit, staff feels like we are in a better position for success than without the partnership of LIVESTRONG. As mentioned before, staff is in the early phases of conversation, and all partners are interested in creating a successful event that works for everyone. Concerts on Wagner Park in March The Aspen Skiing Company and staff have been discussing the possibility of a weekend long concert event in Wagner Park. If Council were to agree to this event, staff and ASC would partner all winter long, continually monitoring snow levels, bringing out equipment and staff (snowcats for grooming, hauling in snow if needed for extra protection etc) as needed to do everything within their means to create enough of a snowpack to minimize any damage that might occur during the concerts. The assumption would be a spring similar to this year where the park would be closed from snow melt to Food and Wine set up to allow the park to regenerate and allow the grass to grow. FINANCIAL/BUDGET IMPACTS: With the potential addition of new events, the Special Events budget would require a continual increase in funding of the following: Criterium, addition of a Street Festival $5,000 Marathon $28,300 The Recreation Department would like to request funding of: Latino Festival $5,000 RECOMMENDED ACTION: Staff is requesting that Council approve new events for 2011 and beyond with a continuing corresponding budget increase. ALTERNATIVES: Staff will continue with the current calendar of events and the current budget. ATTACHMENTS: Letter from LIVESTRONG Foundation Letter of support from Mitch Osur/President, Aspen Retail Association Letter of support from Melissa Barker Letter of support from Cycling Club Aspen Backcountry Marathon Budget Memorandum #2 by Jeffrey Alden Page 3 of 3 .... _. CIVEST-R0NG' July 15, 20I0 Nancy Lesley Director of Special Events and Marketing City of Aspen Dear Nancy, Please accept this letter as an open letter of intent between the Lance Arnstrong Foundation (hereinafter referred to as "LIVESTRONG") and the City of Aspen. LIVESTRONG would be keenly interested in discussing a partnership with the City of Aspen with the intent to create a multi- year partnership. While the full scope of the partnership has yet to be determined, we are encouraged by the level of enthusiasm that already exists. Doug Uhnan and I have greatly enjoyed the initial conversations with you and are sincerely interested in seeking a partnership with you and the City. As you know, several initial concepts have been discussed and I have briefly listed them below: • Aspen Backeountry Marathon o Trail marathon, date to be determined o Individual and possibly relay format options • Ride the Pass o In conjunction with the Independence Pass Foundation o Held the Saturday prior to Memorial Day weekend • Aspen Cycling Festival o Weekend of the Ride the Pass and the Aspen Criterium o Cycling focused weekend hosted by the City of Aspen Pounded in 1997 by cancer survivor and champion cyclist Lance Armstrong and based in Austin, "texas, LIVESTRONG tights for the 28 million people around the world living with cancer today. At LIVESTRONG, we provide support to guide people through the cancer experience, bring them together to tight cancer-andwork for a world in which our fight is no longer necessary. We believe that unity is strength, knowledge is power and attitude is everything. Thank you Nancy and I look forward to our future discussions. Sincerely, JJ Nicholas Denby Senior Director of Development LANCE ARMSTRONG FOUNDAI ION 2201 E SIXTH STREET AUSTIN. TEXAS 78702 T1, 512 236 8820 2 236 $482 :1VESTRONG ORG Nancy Lesley From: Mitchell Osur IMOsur@ssv.net) Sent: Thursday, July 16, 201010:41 AM To: Nancy Lesley Subject: note for city council I think the idea of growing the Aspen Criterium over the weekend before Memorial Day is good for the Aspen community. We need to try and grow the key events that the city of Aspen sponsors. These events need to continue to grow to help the retailers, hotels and restaurants make it through the tough off season. In addition to have a big weekend around the third week of May will be a great opportunity to grow the business and sales tax revenue for all the merchants in Aspen. The idea of growing the Aspen Cycling Festival into a big weekend event with a strece party, music, movies, speakers, clinics and more will only help Aspen become one of the top cycling communities in all of Colorado. Also I think the idea of having LIVESTRONG being a sponsor for the Criterium would be a great asset for the event. The type of people, sponsors and exposure that connection could bring to the event will only help grow the event into something that Is bigger than anything we could do on our own. The community needs to continue to grow events and I think we are onto something great at a time of year we all need help with and growing the Aspen Cycling Festival will help us achieve that goal. Mitch Osur Aspen Sports Regional Manager 970-429-3711 The information contained in this message is confidential and intended only for the use of the individual or entity named above, and may be privileged. Any unauthorized review, use, disclosure, or distribution is prohibited. If you are not the intended recipient, please reply to the sender immediately, stating that you have received the message in error, then'please delete this e-mail. Thank you. Email secured by Check Point Nancy Lesley From: Melissa Barker [melissasbarkerahotmaii.com] Sent Monday, July 12, 201011:30 PM To: Nancy Lesley Subject: RE: Cycling entusiasts/Support the Downtown Criterium Dear Nancy, Being the membership coordinator for GS Boulder Cycling Club In Boulder, CO and putting on two races per season for the last 5 years, I know how much time and effort goes into pulling off a great race. Several of our team members, including myself, raced in the Aspen Criterlum (and Ride the Pass) this year. We were all extremely Impressed by the organization, course and prize list. All volunteers were knowledgeable and helpful. The announcers were fantastic, which kept the large crowd engaged and attentive. As a racer, I absolutely loved the course. Several of my GS Boulder teammates Indicated that the Aspen Crlt was one of their favorite courses all season. We race a lot of crits down here in the front range, so that is saying a lot. As a female racer, I was especially Impressed and excited about the prize list, which was one of the largest purses for women in the state. Several of my teammates are already putting the race on their calendar for next year. I was also a resident of Aspen for three years (from 1998-2001) while working at The Aspen Center for Environmental Studies. I know how important It is to bring revenue into Aspen during the off-season. The combination of Ride the Pass and the Aspen Criterium make for the perfect Aspen weekend. We thoroughly enjoyed our long weekend in town. Again, I want to voice my support for such a well run race In a fantastic location. I sincerely hope that the town continues to support such a great endeavor. I look forward to racing agaln next year and bring many more teammates along with me. Thanks again for such a great race! Melissa Barker GS Boulder Membership Coordinator Melissa S. Barker 4753 White Rock Circle S B Boulder, CO 80301 303-918-9275 (cell) N Nancy Lesley From: Kristin Drake Sent: Wednesday, July 07. 2010 9:53 AM To: Nancy Lesley, Sandra Doebler Subject: Crit - Facebook Just fyi... This was on the Crit FB page and Trecker's been helping doing updates like the one below Elliot S Elliott Larson On behalf of the Aspen Cycling Club Board of Directors I would like to say, thank you to the City of Aspen Parks and Recreation department for your work on the Aspen Cycling Criterium! We are looking forward to racing again in 2011 and we are here to support the event. Aspen Cvclint Criterium Aspen Cycling Criterium is excited to form a new, lasting alliance with the Aspen Cycling Club and the cycling and business communities at large, as well as the Ride for the Pass to make the Aspen Cycling Festival weekend better than ever in 2011. Thanks Prez Elliott and the Board of Directors of the ACC for your help. KRISTIN DRAKE SALES & MARKETING ASSOCIATE 1Cn-V OF ASPEN PARKS & RECREATION 970429-2099IF 970-544-9447 i W W W.ASFENRF.CREATION.COM FACEeOOK I W Tr ft I Aspen Backcountry Marathon 2011 Budget Permits $1,300 County USFS Ski Co Party/Finish Line $8,000 Food Sound Portalets T-Shirts $6,500 participants volunteers Awards $1,500 Individual Teams Website $2,000 specific page creation Ads/Marketing $6,000 Banner/Misc. $3,000 Bibs Aid Station Food Zip Ties Equipment Total $28,300 rN'-4 1� TO: Mayor and City Council FROM: Jeffrey Alden, Financial Analyst, Parks and Recreation THRU: Nancy Lesley, Director of Special Events and Marketing DATE OF MEMO: July 14, 2010 MEETING DATE: July 19, 2010 RE: Special Events — Follow up to March 15, 2010 Work Session REQUEST OF COUNCIL: Staff is not requesting action from Council. This is to update Council for the plans and feasibilities in creating future special events, including but not limited to: Latino Festival, Car Collector Auction, Classic Car Rally, Art Auction, Bikeapalooza, Mountain Biking on Aspen Mountain, and a Professional Bike Race. PREVIOUS COUNCIL ACTION: Council has directed staff to research the above events with the goal of attracting additional visitors to Aspen during offseasons and to pull the community together. BACKGROUND: Drawing on the success of prior staff organized special events (e.g. Owl Creek Chase, Aspen Cycling Criterium, and Golden Leaf) council and staff have identified potential events for future consideration. Each event is designed to vitalize the community by brining additional patrons to Aspen and to developing the Aspen community. The Owl Creek Chase and the Aspen Cycling Criterium (Crit) have shown consistent growth from local races to world class events. As these established events continue to grow, staff believes there are opportunities for additional events. Past events have benefited from strong community involvement and buy -in; this is critical to all proposed events. Additionally, Special Events and Marketing have successfully marketed events to appropriate outside groups to garner national recognition. Historically, successful special events have followed the pattern of gathering local support and building into larger events. DISCUSSION: Below, the proposed events are discussed with regards to event ideas, feasibility, and challenges. Latino Festival ease-rars" 0) The Latino Festival is an event that staff recommends. This event has the potential to draw a large crowd at any time during the year. Depending on the scale of events, the festival could draw large numbers from Western Colorado or bring an international level of participation. This, like other successful events, is highly scalable and has massive growth potential. The City can be successful in the early years of the Latino Festival by focusing on the cultural aspects of music, food, and art. Other Colorado communities have had very successful dances/community gatherings by bringing in Spanish speaking DJs and bands. Recreation staff has suggested using the new ice flooring to host such an event at the Ice Garden or ARC. Other events that would help draw people to town for multiple days are films, live theater, professional dance, art exhibits, popular bands, a marketplace, and food vendors. See Attachment - A - Latino Festival Outline for more information. Staff has been in contact with the radio station La Nueva Mix of NRC Broadcasting about dances held at the Dobson Ice Area in Vail and outdoor events in Basalt and Glenwood Spring. The station helps to host several events in Vail and Eagle and charge about $50 per person for each event. Past events have brought in excess of 2,000 participants. La Nueva Mix has indicated a desire to partner with the City of Aspen. Staff is also exploring the idea of collaborating on an athletically based event with teams from Vail to Grand Junction and their families, multiple vendors, and a band. The event is being proposed to take place at the ARC. Staff believes this event has the required components to make it successful. Throughout the valley there is a strong Latino community that will be an important partner. The festival can start with a few one -day events and then develop to include things like high -end Latin art. Finally, there is a history of similar successful events in Colorado and comparable resort towns. Car Collector Auction To develop a high end -car auction (classic or contemporary) staff would need to partner with a reputable car auction company (e.g. Barrett -Jackson, Kruse International, or RM Auctions). The risks of bringing millions of dollars of merchandise to the city's parks are outside of staffs scope. Despite that limitation, Aspen has the potential for a successful car auction. The city has outdoor space and the potential for the Ice Garden as an indoor space. Furthermore, other resort communities such as Scottsdale, AZ, and Palm Springs, CA, have had success bringing consignments and buyers to their community. Staff has contacted several auction companies to get preliminary details on the requirements to bring an auction to Aspen. One did not seem interested in expanding to smaller venues (current events in Scottsdale, AZ, Plan Beach, FL, and Las Vegas, NV) and two others were unwilling to provide more detail without a better scope of the event (e.g. number of buyers, time of year, etc). Other challenges will include devoting a significant investment to get both sellers and buyers to Aspen. The remote location of Aspen makes transporting vehicles more of a logistical AEe27'" Lo challenge. Many car auctions are held on fair grounds or in convention centers that provide more space. This event is also challenging to scale down in its formative years. It is staffs recommendation that a classic car auction should be undertaken by a private company with the understanding that staff can assist if needed. Classic Car Rally An Aspen Classic Car Rally is a feasible idea to promote Aspen and bring people to town. Other events in Western Colorado have had success bringing regional participates to a two to three day event. Potential events as part of a rally include a multiple awards, poker run, parade, and group drive. Events tangentially related to cars could include car themed movie, and vendors. Challenges to this event include an already crowded schedule for Colorado rallies (See Schedule - B- Colorado Car Rally Calendar) and the lack of a classic car club in Aspen for community support. There was also an event in Snowmass, "Snowmass Automobili Exotica", which included a cruise from Denver, seminars, driving at Wood Creek Track, and a show at the Base Village Mall. Additionally, Rallies tend to be regional events; for example of the Award winners in the Gunnison Car Show (one of the best in Colorado) 29% were from the Denver area, 65% from Western Colorado, and just 6% from outside of Colorado. As a regional event, it is suggested that the event be hosted during the non -peak seasons to take advantage of traditionally low occupancies. Art Auction There are already multiple events in the realm of an Art Auction: ArtCRUSH, the Aspen Art Museums Annual Gala; Aspen Arts Festival in Wagner Park; and Aspen Antiques & Fine Arts Fair in the Ice Garden. Therefore, there are already multiple events designed to bring people to town. Due to private sector overlap, it is staffs suggestion to not pursue the development of an art auction at this time. Bikeapalooza The options for a multi -day bicycle festival centered in Aspen are limitless and provide many avenues to bring people to town. It is staff's recommendation to allow private interests to follow through on its attempt to provide Aspen with this type of event. Many exciting ideas for the development of Bikeapalooza have been brought to council in the past and will be incorporated into a feasible growth strategy as staff pursues this event. While staff brings a specific expertise to this type event, staff will face similar challenges as past attempts. Possible obstacles will include: logistics for bikers on busy roads, safety of riders, coordination with Aspen Skiing Company and National Forest Service, management of multiple days of events, and organization of local businesses. Despite these obstacles Staff has shown their ability to organize a multi day events such as the Aspen Cycling Weekend (Crit) and Owl Creek Chaise, with the support of local organizations. Bikeapalooza has the ingredients to become a successful annual Aspen event. There is a scalable product that can grow over time. The event has potential to get local support from businesses and clubs. Finally, Bikeapalooza has the potential to bring participants from throughout Colorado, Utah and beyond to Aspen for multiple days of activates. There is an option to pursue this type of event during the fall which would avoid conflicts with the private sector. Biking on Aspen Mountain Biking on Aspen Mountain is not recommended at this time; logistical and safety concerns trump proposed benefits. Because of the Mountain's steep pitch riding down the face is not a safe option. Coordination with Aspen Skiing Company is required to shuttle bikers up and down. It is staffs recommendation that Aspen Skiing Company pursue events on Aspen Mountain. Staff has been in communication with Aspen Skiing Company about possible biking activities on Aspen Mountain; Aspen Skiing Company would take the lead on any biking events. Professional Bike Race A Professional Bike Race would be an exciting addition to Aspen's summer events calendar. The USA Cycling Professional Tour consists of 10 to 15 events each summer. These events are typically East Coast focused with the exception of the Tour of California and several races in the Midwest. While the East Coast focus of professional races presents a challenge, it also creates an opportunity to bring elite racers to Colorado and the mountains where they do not normally race. To pursue further development of this idea, staff needs to prove successful in running the Aspen Cycling Criterium as a USA Cycling sanctioned race (new this year). Staff will also need to develop relationships with local professionals and professional teams to help lobby for such an event. Other challenges will include: road closures, getting athletes and spectators to Aspen, and working the event into Aspen's, USA Cycling, and professional rider's schedule. Staff can pursue this event, but relationships with USA Cycling and professional teams must be developed before this can become a reality. FINANCIAL/BUDGET IMPACTS: The Recreation Department is requesting funding of: Latino Festival $5,000 The remaining proposed programs are in early developmental phases, staff is not requesting funds at this time for these. As ideas are brought to fruition, staff may request funds to assist in delivering these events. ENVIRONMENTAL IMPACTS: RECOMMENDED ACTION: Staff is asking for Council's guidance in which events should be pursued in the coming months and year. ATTACHMENTS: A - Attachment - Latino Festival Outline B - Schedule - Colorado Car Rally Calendar �3 Special Events Follow Up Memo A - Attachment - Latino Festival Outline July 14, 2010 I. Music and Dance a. Outside Concerts i. Salsa, ii. Mariachi iii. Conjunto iv. Tejano b. Inside Concerts / Dance i. Hosted at ARC or Ice Garden ii. Bring in an International DJ / Band iii. Work with La Nueva Mix - NRC Broadcasting 1. Staff has been in contact 2. They suggest a popular band for a good turnout. c. Performance Dance i. Aspen Santa Fe Ballet Folklorico ii. International Professional Dance Company Il. Other Entertainment a. Film Series b. Live Theater c. Speakers (potentially with the Aspen Institute) d. Art i. Aspen Art Museum ii. Red Brick iii. On the Mall e. Latinos in Colorado History Series III. Sports a. Tournaments of Champions - the best soccer teams from Western Colorado b. Kids Tournaments IV. Marketplace a. Cultural Booths i. Dance ii. Arts & Crafts iii. Food iv. Language v. Customs vi. Politics vii. Demographics viii. Celebrations b. Food Venders - Taste of Aspen Latin theme c. Exhibitors i. Latin nations 1� ii. Business services iii. Retail iv. Churches v. Health and social service agencies vi. Political parties vii. Media d. Photo contest e. Elementary/Jr & Sr High/Adults i. Friends/life ii. Festival iii. Sports iv. Travel V. Other Events a. Talent Search b. Poster Contest (for the event) c. Children's activities l5 Special Events Follow Up Memo B - Schedule - Colorado Car Rally Calendar 711412010 . �O2. 2010 JDBR Sy Rodder. Mh Aral Stril. and ShMe - 81OW14.1d. CO 1 1 C�aft Coast Macune car Shaw - CIdan. CO Set. May 08,2010 Fum-firthe Sm C8Show- Coldredo BMWs .00 arm melfig, 2010 Sat. May Ia. WO San Juan PJM Pad Am - Pagosal SPM95. CO HN Ruda, Rat Rods. arid Hadep - Lovabnd. 00 Ban Jusn RhW Rod RW - PROM S011911, CO Annual Grand Slam Car Show -Aurora. CO Sat. May 22.2016 Classic Clu Sm. M*123,2010 Sol, May 29,2010 . ..... Willing the Laren -Dams, CO Sm, WY30,2010 Mad MWorlisare Car Show - Mesid, 00 GwdquysAnrKWCoWWoNsFOiW6 Lmdand'CO PIWS Car Show -_Lskas1wd1.1CO sat.JW05.2010 Sm. Jur, 06.201D LCaft e'%Sununerfe;tCarStew -DO"l.CO AuWmzzi.AC*MmtionInitWiw_""T.LakswooqC2, Sat, Jun 12. 2010 SICK 3XPLICITS CAR SHOW I 261h Annum Stands Fe True Day Fafival T Pw*a ChdM Dealer A71PM4110011 Stow- Lak&WOOd CO Sm. Jun 13,2010 9M Annual Benefit Car Show- Manunuant, CO Set. J W 111.- 2-0-10 -C-60"Ohm'k Cruise In -Cagle Rock. CO 2010 YrRRV Lftrowaft Cruisers Car Shm - Craig. CO SW. Jun 20,2010 Fatiners D8yC r and FiBlkeShm Malkin., Sprinlis. CO Bucket. 11 Nationals -9011MIft-afirini gil, Jun 20 2-010 YWORd Arto Clubs Annual Car Si - Henderson, CO Sm, Jun 27,2010 SRI. Jul 03.2010 AiiXrnw6nCa �m.LowlandCO Sun. Jul 04.2010 Sat Jul 31, 2010 SROIL Aug 07. 2010 am, AqOS, 2-0-10 Teamsters Local 455 Car Shute -Gnus CO SM. Aug 14.2010 ST�i 512T0 asm'Tan" C;a, Sh" - Puatu% CO Sol, Aug 21, 2010 23 Annual Gurassum Car Show - Gundw. CO Sun, AN 22-12010 23 Annual Gurnism Car Shm - �nnlwu,. CO Sat. Aug 28.2010 Warrm fv Charki, Grand Bike Shos, - Coloraclo Springs. CO Sm. Aug 29.2010 SM. Sep 04.2010 Slr. silos, zolo - - — - - - - ------------- Sat. SW 11, 2010 VINf Annual Car and Motm;ycle Shm - Elintrelih, CO Sun, Sep 12, 2010 SM. Sep 18,2010 Sm. Sw 10, 2010 SRRIL, SW2k 2616 Sun Sep 26, 2010 W Breadrvidlia.co , IsIng the Lang, - Denver. CO Print Dale. 71162010 � (:2 Pall all City of Aspen, Colorado Electric Utility Rate Study Phase Draft Report July 16, 2010 Report Prepared By: CONSULTING A DIVISION OF MAL[OLN NISNIS 100 Fillmore Street Suite 200 Denver, CO 80206 5557004 (303)316-6500 Table of Contents Contents 1. Rate Study Phase 1 1-1 1.1. Introduction................................................................................................................... 1-1 1.2. Existing Rates............................................................................................................... 1-1 1.2.1. Availability Charges....................................................................................... 1-2 1.2.2. Energy Charges............................................................................................ 1-2 1.2.3. Demand Charge............................................................................................ 1-2 1.3. Customer Class Service Characteristics...................................................................... 1-3 1.3.1. Customer Accounts ................... .................. .................................................. 1-3 1.3.2. Energy ............................... ............................................................................ 1-3 1.3.3. Load Factors................................................................................................. 1-4 1.4. Residential and Small Commercial Energy Use Analysis ............................................ 1-4 1.5. 2009 Rate Revenue Comparison................................................................................. 1-5 1.6. 2011 Revenue Requirements....................................................................................... 1-5 1.7. 2011 Revenue from Existing Rates.............................................................................. 1-6 1.8. 2011 Additional Revenue Needed................................................................................ 1-7 1.9. Rate Adjustment Considerations.................................................................................. 1-7 1.10. Phase II Services.......................................................................................................... 1-8 List of Tables Table 1-1. Existing Monthly Availability Charges......................................................................... 1-2 Table 1-2. Existing Energy Charges (per kWh)............................................................................ 1-2 Table 1-3. Historical Number of Customer Accounts................................................................... 1-3 Table 1-4. Historical Energy Use (kWh)....................................................................................... 1-3 Table 1-5. Customer Class 2009 Load Factors............................................................................ 1-4 Table 1-6. Comparison of 200-Amp Residential Energy Use for 2008 and 2009........................ 1-4 Table 1-7. Comparison of 200-Amp Small Commercial Energy Use for 2008 and 2009............. 1-5 Table 1-8. Projected 2011 Revenue Requirements..................................................................... 1-6 Table 1-9. Projected 2011 Revenue from Existing Rates............................................................ 1-6 Table 1-10. Additional 2011 Revenue Needed............................................................................ 1-7 ices A. Revenue Requirements and Bill Frequency Analysis A-1. Revenue Requirements A-2. Revenue Requirements Summary A-3. Small Commercial Bill Frequency Analysis A-4. Residential Bill Frequency Analysis A-5. 2009 Revenue Comparison by Customer Class ::• RE®AK City of Aspen, Colorado CONSULTING Electric Utility Rate Study Phase I f Draft Report 1. Rate Study Phase I 1.1. Introduction The City of Aspen, Colorado provides utility services to approximately 2,900 electric customers. The City's electric operations are self-supporting with funding for capital and operating requirements derived primarily from rates. The City authorized Red Oak Consulting to complete Phase I of the rate study to: Determine the effectiveness of existing rates to change customer energy use patterns and produce adequate revenue. Determine if revenue from existing rates (effective April 2009) and other sources is sufficient to meet 2011 revenue requirements. This report summarizes Phase I findings and recommendations. 1.2. Existing Rates Existing rates went into effect in April 2009. The rates include availability, energy anc demand charges and contained several structure changes designed to encourage energy conservation: Availability charge structure changed from a charge that varied by customer class to a charge that varied by transformer size. Residential energy charge structure changed from three -block to four -block increasing energy charge and the block sizes vary by transformer size. • Small commercial energy charge structure changed from uniform charge to four - block increasing energy charge and the block sizes vary by transformer size. Section 1.4 of this report describes changes in residential and small commercial energy use since existing rates became effective. These customers are generally using less energy. This is causing a gradual shift in energy use to the lower -priced rate blocks. •.,� REBDAK City of Aspen, Colorado CONSULTING Electric Utility Rate Study Phase I H • ..• Draft Report Section 1 Rate Study Phase I 1.2.1. Availability Charges The existing availability charge varies by transformer size and applies to all classes. Table 1-1 shows existing monthly availability charges. Table 1-1. Existing Monthly Availability Charges Transformer Size (amps) Amount 100 $ 5.20 200 10.40 300 15.60 400 20.80 600 31.20 800 41.60 1000 52.00 1200 62.40 1600 83.20 1.2.2. Energy Charges Existing energy charges for residential and small commercial customers use a four -block increasing rate structure. The size of each block is specific to the transformer size. Energy charges for large commercial and City electric customers use a uniform rate structure. Table 1-2 summarizes existing energy charges. Table 1-2. Existing Energy Charges (per kWh) Rate Small Large Block Residential Commercial Commercial City Electric 1 $0.0660 $0.0840 $0.0760 $0.0840 2 0.0957 0.1008 0.0760 0.0840 3 0.1436 0.1512 0.0760 0.0840 4 0.2153 0.2268 0.0760 0.0840 1.2.3. Demand Charge The existing demand charge is assessed to large commercial customers that meet or exceed 30 kW instantaneous demand. The existing demand charge is $6.00 per kW of metered peak usage. • •.; CONSULTING City of Aspen, Colorado • ' �' CONSULTING Electric Utility Rate Study Phase I 1 _y ..�.�.�...1. ......... I Draft Report ❑ Section 1 Rate Study Phase I 1.3. Customer Class Service Characteristics Red Oak analyzed customer billing data for each customer class. This analysis was used to forecast revenue under existing rates and determine the following class electric service characteristics: ■ Number of accounts by transformer size ■ Energy usage by rate block ■ Demand load factors 1.3.1. Customer Accounts Table 1-3 summarizes the historical number of customer accounts served in each class during 2007 through 2009. Ninety new residential and small commercial accounts were added in 2008 and 2009. Residential customers represent about two-thirds of the total number of electric customers. Table 1-3. Historical Number of Customer Accounts Class 2007 2008 2009 2009 Residential 1,800 1,837 1,870 64.6% Small Commercial 948 957 967 33.4% Large Commercial 42 42 42 1.5% City Electric 12 12 12 0.5% Total 1 2,802 1 2,848 1 2,892 100.0% 1.3.2. Energy Table 1-4 summarizes the historical amount of energy used by each class during 2007 through 2009. The 2009 energy use was the lowest of the three years. Small commercial class customers used nearly half of the total annual energy. Table 1-4. Historical Energy Use (kWh) Class 2007 2008 2009 2009 Residential 20,029,008 21,872,769 21,193,214 33.7% Small Commercial 30,834,185 32,020,283 30,657,135 48.8% Large Commercial 11,249,929 11,187,187 9,846,611 15.7% City Electric 1,343,887 1,411,482 1,163,853 1.8% 63,467,009 1 66,491,721 62,860,813 Total 1 100.0% • RELOAK City of Aspen, Colorado CONSULTING Electric Utility Rate Study Phase I 1-3 . ..•. Draft Report Section 1 Rate Study Phase I 1.3.3. Load Factors The load factor is the quotient of the class average month demand divided by peak month demand. Load factors close to 1.0 represent consistent energy demands throughout the year. Load factors well below 1.0 represent varying energy demands throughout the year. Table 1-5 compares 2009 class load factors. Table 1-5. Customer Class 2009 Load Factors Clads Load Factor Residential 0.61 Small Commercial 0.76 Large Commercial 0.80 City Electric 0.72 Total System 0.70 1.4. Residential and Small Commercial Energy Use Analysis Red Oak completed a bill frequency analysis of 2009 residential and small commercial bills for each transformer size. This analysis shows the number of monthly bills at various levels of energy usage. Tables A-3 and A-4 in Appendix A show the 2009 bill frequency analysis for the small commercial and residential classes, respectively. Residential customers with 200-amp meters represent 80% of residential accounts and purchase 72% of residential energy. Red Oak did a separate bill frequency comparison of these accounts for 2008 to identify changes in customer usage patterns. Table 1-6 summarizes this information and shows that annual energy use decreased by 3.1 %. Coincidentally, the percent of total energy decreased in Blocks 3 and 4 and increased in Blocks 1 and 2. Red Oak recommends the City annually update this analysis to monitor usage patterns. Table 1-6. Comparison of 200-Amp Residential Energy Use for 2008 and 2009 Rate Energy Use (kWh) Percent of Total kWh Block 2008 2009 Variance 2008 2009 1 7,649,209 7,731,487 48.7% 50.8% 2 4,542,344 4,470,322 28.9% 29.4% 3 2,383,661 2,173,594 15.2% 14.3% 4 1,126,694 844,244 7.2% 5.5% Total 1 15,701,908 1 15,219,647 (3.1%) 100.0% 100.0% REI3DAK City of Aspen, Colorado CONSULTING Electric Utility Rate Study Phase I 1 ..,.,.....1....... ...... Draft Report Section 1 Rate Study Phase I Small commercial customers with 200-amp meters represent 71 % of small commercial accounts and purchase 46% of small commercial energy. Red Oak did a separate bill frequency comparison of these accounts for 2008 to identify changes in customer usage patterns. Table 1-7 summarizes this information and shows that annual energy use decreased by 10.5%. Coincidentally, the percent of total energy decreased in Blocks 3 and 4 and increased in Blocks 1 and 2. Red Oak recommends the City annually update this analysis to monitor usage patterns. Table 1-7. Comparison of 200-Amp Small Commercial Energy Use for 2008 and 2009 Rate Energy Use (kWH) Percent of Total kWh Block 2008 2009 Variance 2008 2009 1 7.829,282 7,489,490 50.0% 53.5% 2 4,440,307 4,021,497 28.4% 28.7% 3 2,279,403 1,799,569 14.6% 12.8% 4 1,100,156 699,853 7.0% 5.0% Total 15,649,148 1 14,010,409 (10.5%) 1 100.0% 100.0% 1.5. 2009 Rate Revenue Comparison During its previous electric rate study, Red Oak projected that 2009 revenue would total $6,670,880 assuming these rates were fully effective the entire year. Using actual 2009 billing units, revenue from existing electric rates totaled $6,788,064 assuming these rates were fully effective the entire year. The adjusted actual 2009 revenues were about $117,000 greater than projected 2009 revenues. Table A-5 in Appendix A compares projected and adjusted actual 2009 revenues by customer class. 1.6. 2011 Revenue Requirements Per the City's long range plan, electric utility 2011 revenue requirements total $7,717,690 and include operating expenditures, asset management plan (AMP), franchise fees, and transfers to other City funds. Table 1-8 summarizes 2011 revenue requirements. Table A- 1 in Appendix A shows a more detailed list of 2011 revenue requirements. REBDAK City of Aspen, Colorado CONSULTING Electric Utility Rate Study Phase 1 1-5 Draft Report Section 1 Rate Study Phase I Table 1-8. Projected 2011 Revenue Requirements Item Annual Cost Operating Expenditures Wholesale Power $1,715,647 Wind Power Purchase 1,021,754 Renewable Energy Program 561,297 Other 1,077,435 Total Operating Expenditures $4,376,133 AMP Expenditures 2,127,500 Franchise Fee 460,054 Transfers To Other Funds 754,003 Total 2011 Revenue Requirements $7,717,690 1.7. 2011 Revenue from Existing Rates Projected 2011 revenue from existing rates totals $6,986,513 and includes availability, energy and demand charge revenue from each customer class. Small commercial customers are expected to generate over half of the revenue. Table 1-9 summarizes projected 2011 electric revenue by class. Revenue from existing rates is the product of existing rates and 2011 projected billing units. Existing rates are described in Section 1.6 of the report. The 2011 projected billing units are based on 2009 actual billing units adjusted for assumed annual growth in the number of customer accounts of 2% and assumed annual reduction in energy use per account of 1%. Table 1-9. Projected 2011 Revenue from Existing Rates Class Availability Charge , Energy Charge remand Charge Total Residential $239,623 $2,023,217 $ 0 $2,262,840 Small Commercial 137,697 3,436,374 0 3,574,071 Large Commercial 23,307 755,676 154,490 933,473 City Electric 3,506 212,623 0 216,129 $6,427,890 Total $404,133 $154,490 $6,986,513 REQDAK City of Aspen, Colorado CONSULTING Electric Utility Rate Study Phase I 1-6 • ..• ..�.................... Draft Report Section 1 Rate Study Phase I 1.8. 2011 Additional Revenue Needed Per the City's long range plan, projected 2011 revenue requirements will be met from electric rate revenue, other current revenue and the fund balance. Table 1-10 shows that these revenue sources are insufficient to meet projected revenue requirements without an increase in electric rates. This rate adjustment should increase annual electric rate revenue by about $320,000. Table 1-10. Additional 2011 Revenue Needed Item Amount Revenue Requirements $7,717,690 Existing Revenue Sources Existing Electric Rates $6,986,513 Other Current Revenue 57,353 Fund Balance 354,006 Total Existing Revenue Sources $7,306,331 Additional Revenue Needed from Rate Adjustment $319,818 1.9. Rate Adjustment Considerations In Phase I of this study, Red Oak determined the need for an annual revenue increase of $320,000 to meet 2011 user charge revenue requirements. This increase will be produced by an adjustment to rates. There are several rate adjustment options to consider: 1. Status Quo. This option would not increase rates. This implies that the City would reduce the 2011 revenue requirements by at least $320,000 through downsizing or eliminating optional programs such as renewable energy and energy efficiency programs. 2. Equalpercentage increases. This option would increase each rate by 4.6%. While this option would equally affect all customers, it may not equitably recover cost of providing electric service from each customer class. 3. Cost of service. This option would equitably recover class cost of service but may result in uneven interclass rate adjustments. 4. Transition to cost ofservice. This option would transition existing rates to cost of service rates over a multi -year period. The City has taken the initial step toward cost of service rates through its adoption of existing rates in April 2009. These rates provided intra-class equity through availability and energy charge structures that vary by transformer size. If Phase II of this study is authorized, Red Oak would determine class cost of service rates that would also create REDDAK City of Aspen, Colorado CONSULTING Electric Utility Rate Study Phase I 1-7 • ..• ........................ Draft Report Section 1 Rate Study Phase I inter -class equity. This would allow consideration of the third and fourth rate adjustment options. 1.10. Phase II Services In Phase II of this study, Red Oak will determine the cost of providing electric service to each customer class and design electric rates that equitably recover class cost of service. The cost of service analysis will recognize differing service characteristics of each customer class such as peak demand, average demand, transformer size and utility billing requirements. At a minimum, the cost of service analysis will be done for 2011 and may be done for a multi -year period. It is common for utilities to transition to cost of service over a multi- year period to mitigate rate impacts. For the multi -year option, the rates will increase revenues to meet the long term plan revenue requirements for the years, 2011 through 2015, and will equitably recover class cost of service in 2015. • : CONSULTING City of Aspen,ate StColorado ❑ CONSULTING Electric Utility Rate Study Phase I � � ••. ..• ..�. ...1............. Draft Report City of Aspen Table A-1 Electric Utility Revenue Requirements OPERATING EXPENDITURES FV2011 80000 - Labor 560,094 80076 - Health Insurance 67,292 81000 - Travel and Training 13,770 82340 - Wholesale Power Purchase 1,715,647 Renewable Energy Fund - Reudi 426.644 Renewable Energy Fund - Maroon 134,653 Renewable Energy - Castle 0 82370 - Windpower Purchase 1,021,754 82000 - Other Contractual Services 81,090 83000 - Equipt Maint/Supplies 100,552 80800 - Allocated Services (Overhead) 254,637 TOTAL OPERATING EXPENDITURES 4,376,133 CAPITAL EXPENDITURES 86000 - AMP Expenditure - 431-94 2,127,500 86000 - Reappropriated Capital Projects - 2007 0 86000 - New Capital Projects 0 TOTAL CAPITAL EXPENDITURES 2,127,500 TRANSFERS OUT Transfer to Water Fund - UB Services 307,445 Transfer to Other Funds 0 Transfer to Water Fund -1/3 of Global Warming 117,046 Transfer to Renewable Energy Fund (Capital Projects) 0 Transfer to Hydro/Renewables 444;Carbon Emission Reduction Tags 312,000 City Employee Housing Fund 17,512 One time transfer to 471 - Water Reclaimation 0 One time transfer to 340 - Water Reclaimation 0 Franchise Fee (xfer to General Fund) 460,054 TOTAL TRANSFERS OUT 1,214,057 OTHER CURRENT REVENUE Refund of Expenditure Wind & Other 0 Sale of Cannary Tags 0 Transformer Sales 5,171 Finance Charges Electric 5,304 Inter Dept. Service 0 Connect and Disconnnect Charges 1,683 Lease Revenue 0 Investment Interest 30,079 Sale of AABC/Puppy Smith / raise revenue in Eden 0 Other Miscellaneous Revenue 4,508 Vendor's Fees 10,608 Sale of fixed assets 0 TOTAL OTHER CURRENT REVENUE ADDITION TO FUND BALANCE 57,353 (354,006) TOTAL RATE REVENUE REQUIREMENTS Draft - For Discussion Purposes Only 7,306,331 City of Aspen Electric Utility Revenue Requirements Summary Table A-2 FY2011 OPERATING EXPENDITURES ANNUAL O&M 3,814,836 RENEWABLE ENERGY PROGRAM 561,297 CAPITAL EXPENDITURES 2,127,500 Plus: TRANSFERS OUT 1,214,057 TOTAL 7,717,690 Less: OTHER CURRENT REVENUE (57,353) USE OF FUND BALANCE (354,006) TOTAL ADJUSTMENTS (411,359) TOTAL O&M AND CAPITAL RATE REVENUE REQUIREMENTS 7,306,331 2011 Projected Revenue Under Existing Rates 6,986,513 Rate Adjustment 319,818 Percent Overall Rate Adjustment 4.6% Draft - For Discussion Purposes Only a d a F n 0000 O W p 0 (O SP b p Q n� b p O O Q W b OO m N N O O N O N M Q uQ'i CN') rb Q�o� Q Q N p O O O O O M Q b O O l0 O N O O m r r M O p e O N r 66 O b n r b w N th W (O OO Q N O 6 616 m e H N � N M Q (p O b Q N b m M p b O O O O b Q O Q Q o o a a n O O b N O N b Q N p b b O w O N O M M O oe n C; b b C b O mo Q.-O x N O O O O O b O N b o o e e M Q O O b e a o o e O N m N O n b M Q p M N b O O b O O M O O ' N M b O M N �-- N M N M O M b O (O O N N N Q b b M N N O N H O N_ N Q n N N w a a y p N O O O O M m K N T o o e o e b N n V e o 0 0 M N n Q O h M Q q M N r M O O N m N O O Q b Q Q f pm b b N b �a7Q'0 b r Q O M M M h O a � r M p N p o o ++ 0 0 o M^ w o v e o o o s e o o Q p o 0 0 o e o 0 0 0 e e e m m o 0 o c o o c o 0 0 M M M O O O O p o" n 000+ O O O O onmMp T T b N O o 0 o e o�oNNe o e a e b b p n b M M O Q Q N eJ Q p n W O O O O b b M N b m Vf O O n N M n Ol b W O M c0 ^ N O Q O b b O N M N O� O� Q O n (p O b N O Q M O b N O O O} O n N Q w 01 b m M Q O M O O W f M Q b �' N b 0 01 O 1 Q n 0 N e- M b N W N W W O N f0 O b M O N OJ r O e r O Q N h f, M Q O M O H N Q O V e e o o n N b W N e o 0 o u b O Q r M MOMO1 bbn M 0 M m T b O N VW Y O N 0 0 M 0 o f W TWNN b b Mr Nnb00 Q M- p F p F Q b Q N O � M Y U 0 O a f7 O W Qm W � W K y a U U m Q Y = = _ ❑ o p W = m C a Y Z u y m U W W a ! p 0 N g. 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