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HomeMy WebLinkAboutagenda.council.worksession.20120416 MEMORANDUM TO: Mayor and City Council FROM: Nancy Lesley, Director of Special Events THRU: Jeff Woods, Manager of Parks and Recreation DATE OF MEMO: April 12, 2012 MEETING DATE: April 16, 2012 RE: Pro Cycling Challenge Update REQUEST OF COUNCIL: There is no request of council at this time. However next Monday, August 23r1, staff will be putting on consent the contract(reviewed and approved by Jim True/City Attorney) between the City of Aspen and CBR the owners of the bike race. PREVIOUS COUNCIL ACTION: Staff has been to Council on numerous occasions to discuss and update on the Pro Cycling Challenge. This is to continue to update Council on progress and budget. DISCUSSION: Aspen is in the unique and envious position of being the only host city on the entire 2012 Pro Cycling Challenge route to be a finish and start stage. The Pro Cycling Challenge will arrive in Aspen on Wednesday, August 22nd and leave on Thursday, August 23rd. Staff has three objectives in mind when planning for this event. To create a platform that the race organizers feel is well organized, user friendly to the racers and event staff, and so turn-key that they have no choice but to return year after year. The second objective is to create an experience for the spectator coming to Aspen that compels them to want to return. And finally, and just as important is to make it a good fit for our community. The Aspen Finish Stage is continuing its legacy of being billed as the Queen Stage. By being named the "Queen" stage of the entire race, it is marketed as the stage to watch, or the stage that will be a defining one for the racers. As we are the only host city with a finish and start, we are optimistic of larger crowds than last year. Putting the lessons we learned from last year into action, we are working on creating visible route crossings, sending out the message that Aspen is open, fun and the place to be on Wednesday and Thursday, and finally, we have strong assurance from the race organizers that they have fixed the TV issue(or signal issue) and even have a backup plan in place. Page 1 of 4 a Staff once again is working with the Local Organizing Committee to create another successful event. Not only is this a requirement of the contract, but there are dedicated and enthusiastic people giving many hours to create another great experience. They are: Bill Tomcich/SAS - Operations Director, Mitzi Rapkin/City of Aspen - Community Outreach and Education, Brian Pettit, Pitkin County— County Liaison, Bill Kight and Stephen Ellsperman — Independence Pass, Julia Theisen ACRA — Marketing, Maureen Poshman Promo Communications — PR, Devon Paget, Mike Morgan and Pam Hen — Festivals, Lynn Rumbaugh City of Aspen — Transportation and Parking, Justin Todd The Little Nell — Women's Race, Barb Frank AVSC — Fundraising. Tom Kilby— Sponsorship, Tami Soldanz— Volunteers, Ashley Cantrell City of Aspen—ZGreen, and Aspen Police and Pitkin County Sheriff—Safety. All of the above are giving countless hours to their respective areas to make these two days this year a success. The Route: On Wednesday, August 22"d, the riders will start in Gunnison and ride to Aspen via Cottonwood and Independence Passes, same as last year. As they come down the Pass on Hwy 82 they continue straight as it turns into Cooper Avenue. They continue on Cooper, making the sweeping right at Paradise Bakery and they are now coming down Galena. They will make a right onto Hopkins and a left onto Original, which turns into Main Street. The finish line will be the middle of Paepcke Park, on Main between Aspen Street and Garmisch. The race will consist of approximately 128 riders and approximately 125 vehicles and motorcycles traveling with them on the route. All of these vehicles will come through town with the riders and be "diverted" when the riders take a left onto Original, most of the vehicles will take a right and park on Original Street, similar to last year. As the TV contract hasn't been signed yet, we can only speculate that the finish times will be similar to last year and we will be seeing cyclists around 3pm. As we did last year, some streets, or portions of the street will be closed starting Tuesday night for tent build out and all others will close at approximately 6am on Wednesday. The Start route is slightly different. The start line will also be on Main Street, but where last year's finish was--near Galena in front of the Courthouse. The route will continue on Main to Aspen Street where they will take a left. They will continue on Aspen to Hyman, taking another left. They will `round the corner at the Wheeler where they will then be on Mill Street. A right on Hopkins will take them to Galena where they will take a right which takes them to the Paradise Bakery corner and puts them on Cooper Avenue. They will take Cooper to Original where they will take a left which will put them back on Main Street. The riders will do what are called "neutral" laps, or parade laps. They will follow this in-town route for approximately 15 minutes, or 3 to 4 laps, before the race actually begins and they head back up Independence Pass and over to Beaver Creek. Finish Line Festival: The Festival will be based in and around Paepcke Park, utilizing Aspen, Monarch and Hopkins. The Festival, same as last year, will consist of vendors traveling from town to town with the Pro Challenge, Channel 9 News live broadcasts, local sponsors, the entertainment stage, beer garden (just announced beer sponsor is New Belgium) and local food vendors. The festival will open at approximately 11am and close at 6pm, this extension was a lesson learned from last year with the race organizers. Page 2 of 4 In addition to the Finish Line Festival, we are creating a "local's corner" based around Original Curve, or the last corner until that final stretch to the finish on Main Street. There will be a beer garden, music, local vendors and a big screen TV. We want to make this corner a big fun party, similar to the finish line but where potential action among the riders could happen. The goal is to make this corner so popular, so loud and enthusiastic, the TV announcers have no option but to talk about how Aspen is THE place to be this year and how excited the fans are. VIP Tent: The Finish VIP tent will be on Main Street across from Paepcke Park and the working plan currently is for it to run the length of the block. Tickets for the tent will once again be handled and sold through AVSC. The tent will open at approximately 11am serving food and alcohol, seating as well as TVs that will show the racers as they make their way into Aspen. The Start VIP tent will also be on Main Street, but in the same location as last year's finish, across from the Courthouse. Breakfast will be served and it will be open for approximately 3 hours from 8am to 11 am. Sponsorships: This year, sponsorships are being handled by Tom Kilby. He is already speaking to several companies very interested in pursuing a sponsor opportunity with the bike race. In addition we are starting a countdown to the race on Friday, August 10`h with a community kickoff party and some sort of bike awareness for 12 days until the Pro Challenge arrives in Aspen. We are naming it BikeAspen. Notices to Neighbors and Business Community: Staff has created a timeline utilizing letters, emails and door hang notices to be in continual contact with those living in the affected areas. In late July and early August neighborhood meetings for residents and businesses will be held to inform and answer questions. Working through CCLC, staff will be meeting with the local retail community. A very successful restaurant meeting already took place and several subsequent meetings have happened. Lodging: Several sources within the lodging community have notified staff they have seen a direct impact on future bookings during this week (August 20`h) directly associated to the Pro Challenge. Once again, the lodging community, in its entirety, has come together to get behind this event and support it 100%. Working with staff, they are booked and ready to house the riders, staff and everyone associated with the Pro Challenge. Safety: This event once again, has the full collaboration between the City of Aspen, Aspen Police Department, Pitkin County Sheriff's Office, Pitkin County, Aspen Ambulance, Aspen Fire District, US Forest Service, Independence Pass Foundation, Mountain Rescue, Aspen Valley Hospital, Flight for Life, and the Colorado State Patrol. These entities meet on a regular basis and plan for the safety of the community during this event. FINANCIAL/BUDGET IMPACTS: The budget for this event is set at $387,000 which is greater than last year as we are hosting a two stage event, instead of the one stage event last year. This budget includes the $100,000 from the General Fund, which is the same request as 2011. Another difference this year is the ACRA contribution. Last year we received a check for Page 3 of 4 $50,000 from ACRA, of which we allocated $30,000 towards operations and $20,000 towards marketing. This year the entire $50,000 stays with ACRA and will be utilized to market Aspen around this event. As you will note, the budget being presented is a balanced budget and staff feels confident with the lead time and positive feedback from businesses, prospective sponsorships and fundraising, the budget goals will be met. In 2011 staff was able to successfully balance the Pro Challenge budget with expenditures that totaled $287,000, with a positive ending balance of$3,800. ENVIRONMENTAL IMPACTS: ZGreen is a strong part of our entire planning process. Ashley Cantrell from the Environmental Health Department is heading this up, and we are working to create, or as nearly as we can create, a zero waste event. We are looking into bringing in "water buffalos"to supplement the permanent water stations that will be in town. RECOMMENDED ACTION: No action is required of City Council, this is an update. Page 4 of 4 2012 USA PRO CYCLING CHALLENGE ITEM Projected City of Aspen/General Fund $100,000.00 Same amount as 2011 ACRA Funds Stay with ACRA $50,000.00 Destination Marketing Funds Sponsorship & Festival $60,000.00 Expo Sales Sponsorship sales Patron Fundraising $160,000.00 VIP Finish tickets VIP Start tickets Car ride (x2) Merchandise $7,000.00 Jersey's Revenue Total $377,000.00 Management, Labor& Organizal $7,500.00 Festival and Village Sales Volunteer Director Contingency $5,000.00 Permits $3,000.00 TOSV parking permit Pitkin County permit City of Aspen flag pole banners etc Liquor license Marketing Paid by ACRA $50,000.00 Operations & Logistics $60,000.00 No Parking Signs Barricades/Fencing Tow Truck Transportation Extra Shuttle buses Traffic Control VMS Signs Security for buses Signage Extra portapotties Waste Management Ti or internet connection Expo Rental Equipment Entertainment Kids Corner Beer Garden Safety&Security $52,000.00 Ambulance Private Security Police and Community Safety County Sheriff Incident Command Center Site Visit& Advance Planning $4,500.00 Tour of California Trips to Denver Meetings/Meals Misc. Lodging $37,500.00 750 room nightsHousing all teams/support/staff 750 x$50 Marketing & Press Center $9,000.00 Phone lines and internet Audio/Visual Copier rental Room Rental Pipe and Drape Staff, Media &Team Catering $47,500.00 Team Dinner Team Breakfast Staff Per Diem Media Lunch Staff Lunch VIP Breakfast ($25 x 200ppl) IC Catering Volunteer Lunches Community Awareness $8,000.00 Neighbor Notices Utilitec Newsletter Credentials Locals Guide Misc Volunteer Program $2,000.00 Information Cards and Maps Thank you party Misc VIP Fundraising Fulfillment $75,000.00 VIP ticket purchase Marketing materials Sponsorship Fulfillment $5,000.00 Comcast Ads Banner Production Misc Merchandise $4,000.00 Bike Jersey Production License Fees Merchandise Admin Expenses $3,000.00 Insurance Bank Fees Business Fees Expense Total $373,000.00 7.77 ed ed DDO -0 -6 a u CD o N O Q cO O C `• N fC fd a V N L V• s s � � 3 b WO v3 � C � � cc � L •O CC "0 vC O y 0 u (Ti 0 u 0 0 u y '"' ) to b00 V a >..a 3 ONE n.a s E > c CU a U LI L L p L N — i0 LO L y N •V co ^' a� N i O ' CSC a y y 3 N co L W y O C LO > a'' C) ,N N C Oa O � N cort v = � c 0 yN ' C bQ 00 `� a0 c � � Ec Nv � c i a N Y N' O Oct �. 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L N b y N Q p L (I) N N " O C y N L m i 92 ' W N Zj N b0 cl)C N = LEv Ec0 oy CDeaC b0 E6'tO O y 'a N N O a) ed 7 v In N DO C `l E 5 0 •C CL boa Ns 0- et; aN� 7 L C N N Q aoc u ° > u 3 Q et ao t a ti; .c aboE LI - ijce M a) a - U o .c - L Qv „re > � � N C �� N = L ea ,1 E c N _ it CI. c c O e0e .I WC) � c � milli = E L u N+N'o -0 Q E3 �� as 0 c uQ aecd G Q .ao 0) C w _0 00 en N o s. 0 •° 5 ,, 32 7o Pi • a • 0 c a Q i °e° °' voc �o USE '0 to a) -a " p > v s D E L :� u HE aEvece F— uuu0 c!c4 V I. ar 1 ® IN oit O O 0 n 0 0 D 0 0 O 0 n x 0 co (210 o < o_ m o < o P '�' 3 D F�+ r C m ta 'w m z m F " 3 o r to N < 0 rt f-, 1 0 o cro r• CD N -1 X CA Z CD — .D N 0)K 'NIL ti a CA m» m 41" p MO m m III MEMORANDUM TO: Mayor and Council FROM: Scott Chism, Parks Plannerf3¢f Stephen Ellsperman, Director of Parks and Open Space THROUGH: Jeff Woods, Manager Parks and Recreation I p„t Scott Miller, Capital Asset Director CC: CJ Oliver, Environmental Health Director Jim True, City Attorney DATE OF MEMO: April 12, 2012 MEETING DATE: April 16, 2012 RE: Rio Grande Park Restroom SUMMARY: At this time we are requesting: • Verification of need for proposed Rio Grande Park Restroom building; • Verification of location of proposed Rio Grande Park Restroom building; • Approval of a preferred design option for the proposed Rio Grande Park Restroom building; The consulting Architect, Charles Cunniffe Architects, has worked with staff from the Parks Department to develop two viable building design options for the proposed restroom building. • Approval for utilization of composting toilets and other sustainable technologies. PREVIOUS COUNCIL ACTION The last Council Action specific to Rio Grande Park occurred on March 28, 2012, when Council reviewed the comprehensive Phase 2 Rio Grande Park Improvements. During that worksession Council approved the Phase 1 and Phase 2 park enhancements plan with exception to the proposed restroom building and park edge interface with North Mill Street. Council discussed the proposed location in the park for a new restroom building and general massing characteristics of the building. Council requested that staff return to review the proposed restroom building in greater detail, which will occur at this worksession. Staff will also be returning to Council at a future date for discussion relative to the park interface with North Mill Street in association with the North Mill Complete Street project. Council reviewed and approved the 2012 budget, which included appropriations for the proposed restroom building. BACKGROUND: Rio Grande Park is a truly special park within the greater Aspen parks and open space system. It is one of the largest open green spaces within city limits along the Roaring Fork River and is the location for a wide variety of passive and active recreational opportunities. One need that is currently being underserved is the provision of an appropriate public restroom given the public use of the park spaces. Currently, two (2) portable toilets are placed near the skateboard park entry area. These portable toilets are cleaned at least three (3) times per week and are only present during the summer months. Theatre Aspen places and maintains additional portable toilets within the theatre tent's Page 1 of 4 service area from mid-June through late August, intended for use by theatre guests and actors. Public input received by both Parks Department staff and Theatre Aspen staff has greatly indicated that improved public restroom facilities are necessary at Rio Grande Park. Staff has been working with the consulting architects, Charles Cunniffe Architects, to develop a cost effective restroom building design that promotes the City's sustainable design initiatives and meets the public need for a restroom facility within the park that serves the wide range of park and trail uses. Site work associated with completion of Phase 1 and initiation of Phase 2 is currently underway and a bidding process has been initiated for the non-potable irrigation water pump system. DISCUSSION: With planned enhancements to Rio Grande Park that include improvements within the John Denver Sanctuary anticipated for substantial completion in October 2012 and at the Theatre Aspen tent in June 2012, public visitation numbers are anticipated to significantly rise. The increased park visitation will result in an increased demand for sufficient public restroom/toilet availability. The proposed public restroom has been sited in a park-central location. (Attachment A, Restroom Proximity Diagram) The restroom's proposed central location provides restroom access for all of the active, passive, trail and theatre users in the park. The proposed park-central location also allows the small footprint of the building to be sited in a setting of large, mature cottonwood trees, effectively reducing the scale of the small building. The building's small footprint and simple gabled form are harmonious in scale to the nearby theatre tent structure and land forms within the park. The previously established partnership between the City and Theatre Aspen continues with a financial commitment of $100,000 from Theatre Aspen to partially fund the construction of the proposed restroom building. The $100,000 contribution is contingent upon siting a restroom facility in close proximity to the theatre tent and John Denver Sanctuary. The exterior design of the restroom building incorporates familiar forms, low maintenance native materials and a color palette intended to blend with the environment. The building's exterior skin is a "Gabion" wire crib filled with river cobble obtained from excavation of the stormwater ponds, while the simple roof forms of two gables and a central shed are of rusted steel reminiscent of Aspen's mining heritage. Numerous sustainable design features are incorporated into the design: • Composting toilet system with foam flush toilets; • Waterless urinals; • Low flow faucets; • Natural daylighting; • LED light fixtures and ventilation on daylight/occupancy sensors; • Solar thermal hot water collectors; • Photovoltaic electric roof panels; • Forest Stewardship Certified (FSC) wood framing; • Interpretive panels on the building's exterior will highlight the sustainable attributes and provide educational opportunties about the surrounding area's history and current development. Two variations on the basic scheme have been submitted based upon previous feedback from City Council. (Attachments B, C) "Design Option A" incorporates a breezeway feature that acts as a covered gathering space for those seeking to use the facility during times of inclement weather. Larger groups of Page 2 of 4 people associated with rugby/soccer games and evening theatre performances are anticipated. The breezeway feature also allows the building mass to be decreased "visually" when viewed from the John Denver Sanctuary or the playing field. The breezeway also will allow access to a picnic area being proposed under the immediate canopy of the adjacent cottonwood trees. The width of the breezeway opening has been decreased by approximately four (4') feet from the version previously presented to City Council. "Design Option A" is the preferred design option from City staff and the consulting Architect. "Design Option B" provides additional storage in the central area for maintenance staff, while still providing some stacking space in the event of large crowd gatherings. The overall footprint of both building options are the same due to the general efficiency of the layout and the spatial requirements dictated by the composting equipment in the lower level basement. (Attachment E, Compostable System Diagram) Utilization of a composting toilet system would require some language modification to City Ordinance Sec. 13.04.070, `On-site waste disposal systems', to allow this type of toilet system only in Parks and Open Space zoned areas. A composting or biological toilet system contains and processes excrement, toilet paper, and carbon additives. Unlike a septic system, a composting toilet system relies on unsaturated conditions where aerobic bacteria break down wastes, just as they do in a yard waste composter. If sized properly, a composting toilet breaks down waste in sanitary, controlled conditions to 10%-30% of its original volume. (Attachment E, Compostable System Diagram) The proposed composting system for this project would include four (4) composting units located in a basement space of the restroom building. The system would also include graywater tanks to contain sink water. The positive environmental features of the building align this project with the multiple stated environmental goals of the overall community and City Council's goals related to environmental stewardship. FINANCIAL IMPLICATIONS: The 2012 Parks and Open Space budget, approved by Council in November 2011, includes a bond financing initiative (2012 Parks Bond) designed to accomplish multiple priority Capital projects the City Council identified. This Rio Grande Park project inclusive of a restroom building was one of those priority Capital projects for 2012. Within the comprehensive $1.175 million budget of the Phase 2 Rio Grande Park environmental enhancements, a $400,000 building, compost system and electric/domestic water utilities budget has been established. The Rio Grande Park Improvement project (#94438) budget is being combined with the Rio Grande Park Restroom project budget to establish the comprehensive $1.175 million budget. Staff is also in the process of pursuing various grants from CORE, State of Colorado and Federal clean water programs to potentially offset the City's expenditures on this restroom project. The proposed photovoltaic systems appear to have great potential for grant funding. Page 3 of 4 ENVIRONMENTAL IMPLICATIONS: The development of this project will have multiple environmental benefits including: • Utilization of recycled materials and high efficiency lighting/mechanical systems within proposed restroom building; • Utilization of a proven compostable toilet system that will enable significant annual water savings; • Utilization of photovoltaics for heating and electric energy use offset; • Important environmental education opportunities; Staff from the Environmental Health Department and City Attorney's office have reviewed the proposed concept of compostable toilets in Rio Grande Park. Development of a public restroom facility utilizing a compostable toilet system is possible with some language revision to City Ordinance Sec. 13.04.070, `On-site waste disposal systems', to allow this type of toilet system only in Parks and Open Space zoned areas. RECOMMENDATION: Staff suggests Council recommendation to develop a restroom building at Rio Grande Park, utilizing a compostable toilet system and sited in a park-central location. Staff further suggests Council recommendation of a preferred design option for the proposed restroom building. "Design Option A" is the preferred design option from City staff and the consulting Architect. ALTERNATIVES: City Council could choose not to provide direction to staff to proceed with the Rio Grande Park Restroom building in 2012. City Council could also choose to proceed with development of a restroom building but request additional design modifications to the proposed building. Lastly, Council could choose to abandon the compostable toilet system in favor of a standard sanitary sewer connection, which will utilize more water than a compostable system and have a large impact to the park. CITY MANAGER COMMENTS: • ATTACHMENTS: A. 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Krueger, Director of Transportation DATE OF MEMO: April 11,2012 MEETING DATE: April 16,2012 RE: Pedestrian Crossing Update REQUEST OF COUNCIL: The information being presented to City Council is to inform Council members of an ongoing project for the ABC/Airport Pedestrian Crossing Project. PREVIOUS COUNCIL ACTION: This item has been discussed several times at the Elected Officials Transportation Committee (EOTC). BACKGROUND: The EOTC funded the planning, design, and engineering of a grade separated crossing at the ABC/Airport Area in the 2011 budgeting process. The project kicked off in the summer of 2011 with Staff selecting Parsons Transportation Group as the lead consulting firm to design this project. Parsons teamed up with Stan Clauson and Associates for the planning portion of the project which started in the summer of 2011. Through the planning process the project team met with several targeted stakeholders,the public, and held a charrette. Through this process there was some limited support for a bridge. Conversely, most people felt it more prudent to go below grade with some sort of tunnel. Once estimates were completed for all 4 options, the momentum continued for the below grade crossing. This leaves the question of where to put the crossing, and this is what we will discuss at the next EOTC meeting. Staffs preferred alternative is an undercrossing adjacent to the BRT stations 350 feet up-valley of the Baltic/Airport Road intersection with SH 82. Since the last EOTC meeting Pitkin County Staff conducted a pedestrian count and had more drawings produced to present the various options. These items will be presented via PowerPoint and questions will be taken. DISCUSSION: • This Meeting - Staff will collect questions and answer some at this meeting, and will ensure to work all concerns and questions into the EOTC presentation. • Next EOTC Meeting - Approve a design concept for final design Page I of 2 FINANCIALBUDGET IMPACTS: There is no budgetary request at this time. ENVIRONMENTAL IMPACTS: The ABC/Airport Pedestrian Crossing Project will comply with all environmental screening required. RECOMMENDED ACTION: Discuss and relay additional requests for information and questions to staff in order to prepare for the next EOTC meeting. ALTERNATIVES: This presentation does not require immediate action from the Council. Alternatives will be presented at the next EOTC meeting. PROPOSED MOTION: The information presented during today's meeting is for information only and to address Council's questions regarding the Pedestrian Crossing. No motion is required. CITY MANAGER COMMENTS: ATTACHMENTS: • A PowerPoint Presentation will be provided at the meeting Page 2 of 2