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Home My WebLink Aboutagenda.council.worksession.202010061 AGENDA CITY COUNCIL WORK SESSION October 6, 2020 4:00 PM, City Council Chambers 130 S Galena Street, Aspen WEBEX Go to: www.webex.com Click "Join" at the top right-hand corner Enter Meeting Number 126 507 3356 Password provided 81611 Click "Join Meeting" OR Join by phone Call: 1-408-418-9388 Meeting number (access code): 126 507 3356 Meeting password: 81611 I.WORK SESSION I.A.2021 Recommended Budget Review --Engineering; Events, Arts & Recreation; Asset 1 2021 BUDGET DEVELOPMENT Engineering (000 & 001 Funds) Trish Aragon, City Engineer OCTOBER 06, 2020 2 What We Do Construction Mitigation Safety of Travelling Public Environment & Water Quality Technical Support Services OUTREACH 2 3 Strategic Alignment Safety of Travelling Public Construction Mitigation Technical Support Services Environment & Water Quality OUTREACH Safe & Lived-In Community of choice Protect our Environment Smart, Customer Focused Government 3 4 Changes Due to COVID 4 •Construction site safety plans and inspections •Construction schedules and budgets have increased •Roadway usage for restaurants/retail •Virtual services 5 Supplemental Requests 5 Recommended •Operational Reductions –One-time ($10K); Ongoing ($69K) 6 On the Horizon •Pedestrian and bike safety •Paepcke transit hub •Traffic signal maintenance •Top 12 pedestrian connections –City Market intersection •Midland / Park living lab •Road safety (Roundabout) •3D planning •Advancing our GIS utility networks for water, electric, storm and telecom 6 7 Revenues & Expenditures $1,356,400 $2,164,860 $0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 7 >50% Subsidy 8 Revenue Sources -Engineering $12,000 $14,000 $19,400 $36,000 $50,000 $250,000 $375,000 $600,000 $0 $200,000 $400,000 $600,000 $800,000 Land Use Review Digital Submission Miscellaneous ROW Permits Encroachment Permits Construction Mitigation Fees Building Permit Review Fees Land Lease 8 9 $18,360 $35,700 $208,270 $270,530 $275,290 $297,740 $364,890 $694,080 $0 $200,000 $400,000 $600,000 $800,000 Pedestrian Infrastructure Maintenance Bicycle Infrastructure Maintenance Mill Street Annex - Facility Costs Inspection And Enforcement Capital Labor GIS Services Development Review Administrative 11.80 FTE Expenditure by Program -Engineering 9 10 2021 Capital Projects •Largest 5 Projects $275,000 $467,500 $490,000 $980,000 $1,650,000 $0 $400,000 $800,000 $1,200,000 $1,600,000 Hallam Street Roadway Improvements at Yellow Brick Building Courthouse Trail Regrade Concrete Replacement - 2021 CDOT Joint Project on Concrete Roundabout Design & Construction Garmisch Bus Stop & Pedestrian Improvements 10 11 11 Questions? 12 2021 BUDGET DEVELOPMENT Events, Recreation & Red Brick (000 & 001 Funds) Sarah Roy, Sandra Doebler, Cory Vander Veen OCTOBER 6th, 202013 RED BRICK -What We Do: Create Together 2 •Historic building and public park •Below market rent for 12 working artists and 9 nonprofits •Affordable conference room and dance studio for rent 14 RED BRICK -What We Do: Create Together 3 •Youth and adult arts education •Art exhibitions and community engagement •Build strategic partnerships with the arts and culture community of the Roaring Fork Valley 15 Strategic Alignment 4 Economic Vitality Safe & Lived-in Community of Choice •Art classes for all ages and abilities •Offer engagement experiences with the arts •Affordable nonprofit offices and artist studios •Affordable community spaces •Support local arts economy •Build community partnerships 16 Changes Due to COVID 5 Facility •Limited public access •Prioritization use of shared spaces for essential community services Arts Programming & Community Engagement •Prioritization of youth arts education •Creation of virtual engagement and take-home art kits •Continuation of gallery exhibitions with limited hours and private tours New Efforts •Collaborations with Roaring Fork Valley partners to support the creative economy. •Development of digital content: blog, online gallery, videos 17 On the Horizon –Red Brick 6 Arts and Culture Impact Study 18 7 Questions? 19 EVENTS -What We Do 8 •Produce community and signature events •Coordinate the events calendar •Permit events that happen within city limits •Market Aspen Recreation and Parks Sites •Manage the City Employee Volunteer Program 20 Strategic Alignment 9 Community Engagement •Building Community Partnerships Safe & Lived-in Community of Choice •Community Events 21 Changes Due to COVID 10 •Continuously evolving programs and community outreach •Marketing and education for Recreation facilities as they re-open •Changes in the Special Events permit process •Winter in Aspen 22 On the Horizon -Events 11 •Events safety protocols for our signature and community events •Community calendar •Website migration to new hosting site and new content management system •New software system 2021 23 Questions? 12 24 RECREATION -What We Do: Facilities Red Brick 13 Red Brick Rec Center Aspen Rec Center Aspen Ice Garden Operates: 250 days/year, 55 hrs./week Operates: 360 days/year, 96 hrs./week Operates: Events -4 months Ice rink -8 months, 60+ hrs./week 25 RECREATION -What We Do: Insights 14 •480 plus adult softball players 26 RECREATION -What We Do: Partnerships 15 •Junior Hockey •Aspen Skating Club •USPTA Tennis •Revolutions Skating Club •Mother Puckers •Aspen Curling •ARC Advisory Committee •Aspen Youth Center •Aspen Lacrosse •Aspen Gymnastics •Roaring Fork Soccer •Aspen School District •Aspen Youth football •Rugby •Challenger Soccer •USA Pickleball 27 Strategic Alignment 16 Fiscal Health & Economic Vitality Safe & Lived-in Community of Choice •Provide structured and non-structured recreation for the community and visitors •Offer community spaces and amenities for all •Offer premier indoor and outdoor facilities •Build community partnerships •Support local organizations and businesses •Provide recreation tourism, large events, and athletics tournaments 28 Changes Due to COVID 17 Recreation •2020 Summer and Fall Recreation counts •Total youth activity counts to date: 15,473 •Total adult activity counts to date: 4,230 •Multi-year rebound to get back to 50% subsidy •Users will have to schedule times to use facilities •Reduction of seasonal staff and guest services and proposed cuts to public services 29 On the Horizon -Recreation 18 •Facility master planning •Inventory asset planning •New software system 2021 30 19 31 Supplemental Requests 20 Recommended •Operational Reductions –Events: •One-time ($3,700) •Ongoing ($31k) •Operational Reductions –Red Brick: One-time ($19k) •Operational Reductions –Recreation: •One-time ($90k) •Ongoing ($65k) 32 Revenues & Expenditures -Events 21 $32,500 $949,380 $0 $200,000 $400,000 $600,000 $800,000 $1,000,000 $1,200,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 33 Revenue Sources -Events 22 $2,500 $30,000 $0 $10,000 $20,000 $30,000 $40,000 Special Event Permits Special Event Registration Fees 34 Expenditure by Program -Events 23 $27,870 $116,460 $126,900 $212,050 $405,300 $0 $200,000 $400,000 $600,000 Main Street Cabin Event Application Processing Administrative Marketing Efforts Event Logistics 4.43 FTE 35 Revenues & Expenditures -Recreation 24 $1,711,350 $4,809,110 $0 $1,000,000 $2,000,000 $3,000,000 $4,000,000 $5,000,000 $6,000,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 64% Subsidy 36 Revenue Sources -Recreation 25 $80,000 $144,000 $215,000 $304,500 $395,000 $572,850 $0 $200,000 $400,000 $600,000 $800,000 Retail Facility Rental Daily Admissions User Group Revenue Pass Revenue Program Fees 37 Expenditure by Program -Recreation 26 $46,670 $200,707 $278,487 $404,260 $504,855 $695,156 $1,012,394 $1,208,681 $0 $500,000 $1,000,000 $1,500,000 Other - Lease Purchase Pmt Business Services Adult Programming Aquatics Youth Programming Ice Programs Administrative / Guest Services Facilities 24.53 FTE 38 Revenues & Expenditures –Red Brick 27 $470,000 $523,900 $0 $100,000 $200,000 $300,000 $400,000 $500,000 $600,000 $700,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures 39 Revenue Sources –Red Brick 28 $5,000 $12,000 $25,500 $30,000 $37,000 $68,500 $262,000 $0 $100,000 $200,000 $300,000 Misc. Revenue Facility Rental Parking Fees Nongovernmental Grants Program Fees Refund of Expenditure - Utilities Tenant Rent 40 Expenditure by Program –Red Brick 29 $243,110 $247,990 $240,000 $242,000 $244,000 $246,000 $248,000 Red Brick - Facility Maintenance Administrative 2.58 FTE 41 2021 Capital Projects -Recreation •Largest Projects 30 $50,000 $50,000 $65,000 $68,000 $75,000 $100,000 $0 $20,000 $40,000 $60,000 $80,000 $100,000 $120,000 AIG Roof Repair - 2021 Training Room ARC Remodel Phase 3 Aspen Ice Garden Master Plan Interior Replacement - ARC - FF&E Customer and Employee Areas - 2021 Parks and Rec Facilities Maintenance Plan Aspen Rec Center Master Plan 42 2021 Capital Projects –Red Brick 31 $25,000 $50,000 $0 $20,000 $40,000 $60,000 Electrical Panel Upgrade Public Corridor & Gallery Design and Permit Development 43 32 Questions? 44 2021 BUDGET DEVELOPMENT Asset Management (000 & 001 Funds) OCTOBER 06, 2020Jeff Pendarvis 45 2 What We Do: Maintenance of Assets •City Hall (Armory) •City-Owned Employee Housing Units •Aspen Police Department •Old Powerhouse •Rio Grande Plaza & Building •Animal Shelter •Mill Street Annex •Wheeler Opera House •Recreation Facilities 46 3 What We Do: Develop New Assets 47 Strategic Alignment Safe & Lived-in Community of Choice •Maintain community facilities •Customer Focused •Energy Efficiency 4 Community Engagement Protect our Environment 48 Changes Due to COVID 5 Operational adjustments: •Respond to organizational needs –acquiring and distributing supplies •Making modifications to facilities Service Delivery: •In-person support and continued Project Management •Continued a high level of productivity with projects and operations. 49 On the Horizon •City Hall @ Galena Plaza completion •Wheeler renovation •Burlingame Phase III construction (150 Fund) •Armory and Old Powerhouse renovations •Continued and ongoing support of all departments concerning vertical construction related activities. 6 50 Supplemental Requests 7 Recommended Supplementals •New City Hall Operations and Maintenance: $125,000 •Will increase to $250,000 in 2022 •Operational Reductions –One-time ($65K) 51 Revenues & Expenditures –Asset $63,000 $1,948,800 $0 $500,000 $1,000,000 $1,500,000 $2,000,000 $2,500,000 $3,000,000 2019 2020 2021 2022 2023 2024 2025 Revenues Expenditures Funded Through Overhead New City Hall O&M 8 52 Revenue Sources –Asset $19,000 $44,000 $0 $10,000 $20,000 $30,000 $40,000 $50,000 Refund of Expenditure Facility Rentals 9 Animal Shelter 53 $20,700 $22,780 $22,780 $27,910 $35,922 $41,290 $48,650 $56,020 $92,853 $99,000 $125,000 $194,480 $285,700 $377,575 $498,140 $0 $150,000 $300,000 $450,000 $600,000 Mill Street Annex, Main St. Cabin Housing Development Properties Animal Shelter Employee Housing Properties Rio Grande Building City Hall Rio Grande Aspen Police Department - Main Street Capital Labor 8.15 FTE Expenditure by Program -Asset 10 54 2021 Capital Projects -Asset $15,000 $40,000 $108,000 $250,000 $0 $100,000 $200,000 $300,000 Rubber Deck Pavers Animal Shelter Maintenance - 2021 Facility Maintenance - 2021 Armory Upgrades - 2021 11 55 12 Questions? 56