HomeMy WebLinkAboutInformation Only 032823AGENDA
INFORMATION UPDATE
March 28, 2023
5:00 PM,
I.Information Update
I.A Park Rental and Special Event Follow Up Memo
I.B Wheeler Opera House Vision Statement
I.C Congressionally Directed Spending
I.D New Castle Creek Bridge Technical Questions
I.E 4th of July
WorkSession_FollowUp_Memo_ParkRental_SpecialEvents.docx
Park Rental Policy Update.pdf
Wheeler Info Only Memo Vision Statement 2023.docx
Council Info CDS FY24 update March 2023 -TC.docx
Council Memo for March 28.docx
Attachment for Council Memo_20230320Cityofaspenresponse.pdf
MOIJuly42023.docx
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FOLLOW-UP MEMORANDUM
CITY COUNCIL WORK SESSION
MEETING DATE:February 27, 2023
FOLLOW-UP MEMO DATE:March 9, 2023
AGENDA TOPIC:Parks Rental and Special Event Policy
PRESENTED BY:Matt Kuhn, Steve Barr, Nancy Lesley, Sam
Lovstad
COUNCIL MEMBERS PRESENT:Mayor Torre, Rachael Richards, Ward
Hauenstein, Skippy Mesirow, John Doyle
_______________________________________________________________________
WORK SESSION DISCUSSION SUMMARY: Staff presented an update of the process to
revise the Park Rental and Special Event policies. Staff presented three main topics: Park
Rental definition, Commercial Rental, and Special Events as public events.
Staff proposed that we initiate a trial period to vet the proposed policy changes, and Council
agreed to a trial for the remainder of the year. If changes to the policy will be needed, staff
will return in late 2023 or early 2024 to update the Park Rental and Special Event
Policiesbased on findings during the trial period.
1. Topic: Park Rental Policy
There were five general topics discussed:
1. Less than 125 people – Council supported this definition
2. 4 Hours or less in duration – Council supported this duration limit
3. Reserved 90 days or less in advance – Council suggested a longer window for
reservations. Staff have adapted the policy to allow bookings up to one year
ahead of the event.
4. Simple infrastructure – Council supported this limitation.
5. $32/hr park rental fee – Council supported this fee.
2. Topic: Commercial Park Rental
Staff presented draft policy that would allow limited commercial use within a park
rental. Staff proposed $25/day fee for commercial use. Several council members
suggest that this fee, in addition to the park rental fee, was too much for very small
commercial users such as personal trainers. Staff are therefore proposing two
commercial fees: less than 5 participants total: $10/day plus hourly rental of $32/hr,
and 5 or more participants shall pay a $35/day fee, in addition to the hourly park
rental fee.
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3. Topic: Special Events
As discussed in the work session, a shift to requiring public participation (free or
ticketed) is a key change of the Special Event Policy. Council supported this change.
Staff also spoke about Partnership Events and defined them as an event that the City
supports and collaborates on their success, and may include partial waiver of fees or
calendar prioritization for long-standing events. These partnership parameters were
also supported by Council.
Staff also confirmed with Council that only events that requested funding would be
brought to City Council for discussion and approval. Otherwise, the new policy
provides adequate framework for staff-level special event decision making.
NEXT STEPS:
1.Staff have revised the draft policies following the work session and are preparing
the necessary Ordinance changes to enact these changes.
This will be completed and prepared tentatively for an April 11 Regular
Meeting.
2.The Resolutions adopting the policies for trial period will likely be presented during
the second reading of the Municipal Code ordinance
This is tentatively planned for April 25 Regular Meeting.
3.Staff have included the complete Park Rental Public Engagement report for
Council Review.
4.Ongoing data collection beginning this June will also be used to quantify and
qualify Park Rentals under the new structures for the remainder of 2023. These
data will be used to guide any needed revisions to policy for forthcoming years.
CITY MANAGER NOTES:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
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Park Rental
Policy Update
ENGAGEMENT SUMMARY REPORT
WINTER 2023 ENGAGEMENT PHASE
January - February 2023
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CONTENTS
Engagement Summary Overview
Engagement Window and Goals
Aspen Community Voice Page
Questionnaire
Ideas and Comments
Open House
Distribution Channels
Print and Digital
Email
Social Media
Aspen Community Voice Page
Visitor Summary
Participant Summary
Tool, Widget and Traffic Summary
Questionnaire
Content / Questions
Complete Responses Report
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engagement
summary overview
Engagement Window and Goals
The phase of engagement occurred between Jan. 24, 2024 and
Feb. 24, 2024.
The goal for this engagement window was to encourage the
community to be active in the development of staff
recommendations to Council by providing feedback on potential
Park Rental Policy updates. Additionally, staff sought input on
several proposed definitions and fees developed to address and
mitigate concerns in current Park Rental Policies. Engagement
levels deployed included Inform (keep informed) and Consult
(listen/acknowledge concerns and ideas and incorporate
feedback into decision-making process).
Aspen Community Voice (ACV) Page
Over the course of the site being open between January 24,
2023 and February 24, 2023 (questionnaire live dates), a total of:
172 people visited at least one page
23 took the questionnaire
18 contributed to a comment or idea
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Questionnaire
39.1% found them uncrowded and available for enjoyment
39.1% indicated the experience was impacted by organized
park uses
17.4% responded that parks were busy and crowded by
general use public
65.2% indicated that events affected their experience in the
parks
56.5% said that parking affected their experience
43.5% noted that noise affected their experience
34.8% identified that frequency affected their experience
26.1% selected "other"
Demographics:
The largest demographic group identified as Aspen residents
(20). 3 respondents identified as down valley commuters.
Mixed Opinions:
78.3% of respondents indicated that they utilize Aspen's parks for
leisure time. However, 39.1% of respondents indicated that they
experienced organized park uses such as sports, events, or
parties to impact their experience.
When asked about their experience in The City of Aspen Parks:
Participants identified all aspects of park rentals and events
(check all that apply) that affected their experiences in the parks:
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43.5% of respondents indicated that a top range of 125
people was okay
21.7% responded that this maximum top range was too high
17.4% indicated that the top range was too low
17.4% chose "other"
69.6% of respondents indicated yes
30.4% of respondents indicated no
When prompted by the proposed park rental capacity top range:
When asked if large tents, bounce houses, and other large
infrastructure should be prohibited:
Ideas and Comments
The majority of feedback was submitted via questionnaire or in
person at the open house. Comments or concerns are included at
the end of this document with direct screen grabs.
Open House
What about Food Trucks?
Can you still reserve parking with just a parks permit?
Who can neighbors call if there is a tent company setting up
at 6 or 7am?
This summary intends to share the general sentiments at the
open house, not to interpret what this feedback means.
Questions and comments noted:
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Can we get more ranger support at parks, around dusk when
the music usually starts to get loud?
Can we work with the APD to let them know about the noise
ordinance?
Will there be signs at each park regarding rules and
regulations?
Will the neighbors be able to access a calendar to see what is
scheduled for their park?
People plug into the “box” and access electricity all the time,
which activate the speakers that violate the noise ordinance.
Distribution Channels
Print and Digital
January 24, 2023
Homepage Newsflash
News Page
Aspen Community Voice Project Page
Aspen Daily News: January 31, 2023
Aspen Times: February 9, 2023
Public Service Announcement
City of Aspen Website
Media Coverage:
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Aspen Daily News: 1/4 Ads on February 8, 2023
Aspen Times: 1/4 Ads on February 8, 2023
Print Ads:
Email
ACV:
January 24, 2023: Engage with Us
Park Rental Policy Update questionnaire
Other:
ACRA Membership Newsletter - February 9, 2023 issue
Social Media
Facebook:
January 24, 2023: Park Rental Policy Update and Questionnaire
Twitter:
January 24, 2023: Park Rental Policy Update and Questionnaire
Instagram:
January 24, 2023: Park Rental Policy Update and Questionnaire
February 9, 2023: Park Rental Policy Update Open House
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Aspen Community Voice Page
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Questionnaire
Questionnaire Content
The City of Aspen Parks and Recreation staff would like to take this
opportunity to engage the community as we re-examine the
programmed rental of parks and open spaces to ensure community
access and to best maintain the vibrant integrity of these assets.
The engagement strategy will solicit input from various stakeholders
and the community at-large to determine what community values,
such as environmental sustainability, financial impacts, and
community access best align with the City’s goals and the
communities interests.
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Describe your typical user type:*
Individual
Commercial operator
Non-profit
Athletic user
Event planner or related field
Other (please specify)
Small Group (2-10 people)
Medium Group (10-25 people)
Large Group (greater than 25 people)
Individual
With my family / household
Other (please specify)
Athletics (organized or social sport)
Fitness (organized or personal use)
Personal training (one on one or small group with trainer)
Leisure time
Dog activities
Playgrounds / Kids activities
Part of my business
Being in nature
Trails
Other (please specify)
1.
2. In what size group do you most visit parks:*
3. What do you use the parks for?*
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Daily
Weekly
Monthly
Other (please specify)
Uncrowded and available for my enjoyment
Busy and crowded by general public use
Organized Park uses (sports, events, parties, etc.) impact my
experience
Other (please specify)
Noise
Events
Parking
Frequency
Other (please specify)
No, it could be longer than 4 hours
Yes, 4 hours is sufficient
Other (please specify)
I agree, there should be limited advance booking
No, I should be able to book earlier in advance
Other (please specify)
4. How frequently do you visit the City's parks?*
5. When visiting The City of Aspen Parks, I find them to be:*
6. Do the following aspects of park rentals and events affect your
experience in the park? (Check all that apply):*
7. Park rentals shall have a maximum duration of 4 hours*
8. Park rentals will not be accepted greater than 90 days in advance of
the rental*
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Yes, anything more than this has an impact on the park and my
experience
No, 25 is too large of a number
No, 25 is too small, allow more people to gather without a permit and
unregulated
Other (please specify)
Yes, a maximum park rental of 125 people is okay
No, a maximum park rental of 125 people is too many
No, allow more than 125 people
Other (please specify)
Yes
No
Yes
No
Yes
No
Other (please specify)
9. Informal, non-commercial gatherings of less than 25 people may be
allowed without a permit*
10. Do you feel that the park rental capacity top range is appropriate?*
(Proposed Park Rental Definition: Any organized gathering of more than 25 people and less than 125 people that utilizes
a park space for athletics, fitness, educational offering, picnics, parties, small gatherings, or other activities.)
11. Park rentals shall allow low-impact infrastructure such as mats, small
pop-up tents, limited tables and chairs, and athletic equipment like soccer
goals*
12. Large tents, bounce houses, and other large infrastructure shall be
prohibited*
13. Parks should be rented by the hour for all rentals*
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This is okay
This is too much
This is too little
Yes
No
Other (please specify)
Yes, these fees are supported
No, do not add additional fees
Other (please specify)
14. The proposed fee of $32/hour no matter the use would streamline
the fee structure *
(Currently fees are $29/hour for most rentals, however some larger events are rented at a
fee connected to number of participants)
15. Commercial rentals should be allowed as long as it meets park use
definition and policy. (Additional commercial fee of $25/day, in addition
to the hourly park rental fee)*
(Proposed definition of Commercial Rental: Any rental of a park that results in the exchange
of money or financial donation. Activities include but are not limited to: fitness classes, yoga,
personal training, catered picnics, or outdoor markets. Commercial rental is allowed as long
as it meets the park rental definition and policy, and is subject to an additional (proposed)
commercial fee of $25/day.)
16. Athletic field rentals shall be subject to new fees such as $100 initial
lining of fields for season, and $45 for any additional requests for re-
lining and preparation. These fees are to help recoup the financial cost
of staff hours and supplies.*
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Complete Questionnaire
responses
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INFORMATION ONLY MEMORANDUM
TO:Mayor Torre and City Council
FROM:Lisa Rigsby Peterson, Executive Director Wheeler Opera House
THROUGH:Diane Foster, Assistant City Manager
MEMO DATE:March 21, 2023
RE:Wheeler Opera House Vision Statement
BACKGROUND: The mission of the Wheeler Opera House, approved in 2009, is “to
monitor and ensure the preservation and viability of the historic venue and its property
through exceptional performing arts experiences for residents, guests and performers,
and to support the cultural assets of the Roaring Fork Valley.” Beginning in 2021, Wheeler
Advisory Board members and Wheeler staff members had informal discussions regarding
a vision statement to complement the mission of the Wheeler. After several months of
work this fall and winter with both Board and Wheeler staff, the following vision statement
has been finalized: “At the Wheeler Opera House, we set the stage for connections that
create memories for our audiences, artists, and greater Aspen community.”
DISCUSSION:
Both the Board and staff participated in separate facilitated brainstorming sessions and
joint conversation over a five-month period. Common themes were identified, and
several iterations of a vision statement were considered. At the March 8, 2023 Wheeler
Advisory Board meeting, we solicited board input and feedback on the final draft of the
statement. The approved vision statement incorporates suggestions from the board with
the input from Wheeler staff and our consultants.
Key elements of the vision include the following:
1) The statement describes the staff’s role in realizing the vision itself: sometimes
literally and at other times figuratively doing our work to make it possible for people to
gather together in our building. We use the phrase “set the stage” to capture this idea.
2) The statement acknowledges and embraces the reality that the Wheeler is not only a
theatre for performances, but also a place for our community to gather, whether for
lectures, convenings around important issues of the day such as mental health,
community celebrations, or the like. To embody this work of gathering community in our
building, we use the word “connections.”
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3) Whatever we do, we want everyone who comes through the Wheeler doors to leave
with a lasting impression – a memory – of their time at the Wheeler and what makes it
so unique. While there was a great deal of discussion about using an adjective to
strengthen the word, after conversation with the Board we agreed that the simple use of
the word “memories”leaves room for one’s own imagination as to what those memories
mean.
FINANCIAL IMPACTS: There are no financial impacts.
CONCLUSION: The development of a vision statement to accompany the Wheeler’s
existing mission statement will provide a critical tool to focus our staff, the board, and
our community on the ways in which the work of the Wheeler benefits all. We will begin
sharing our vision with the public in a variety of ways over the next several months.
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INFORMATIONAL MEMORANDUM
TO:Mayor and Members of City Council
FROM:Tara Nelson, Senior Paralegal
Tyler Christoff, Deputy Director of Utilities
THROUGH:Sara Ott, City Manager
MEMO DATE:March 9, 2023
RE:Congressionally Directed Spending
SUMMARY AND BACKGROUND: One of Congress’ constitutional powers is the power
to approve congressionally directed spending items, and to do so with enhanced
transparency and accountability. This memo will update the Mayor and City Council
regarding staff efforts to secure financial support through an application under the
Congressionally Directed Spending program.
DISCUSSION: During a regular meeting of the Aspen City Council, the City Manager
briefly discussed and received direction to apply for federal funding under the
Congressionally Directed Spending program for the Early Childhood Education Center at
Burlingame Ranch Affordable Housing Phase III. This task was assigned to Tara Nelson
and Jennifer Phelan for research and execution.
Staff discussed that the submission address the priorities of the City Council and the City
Council goals. Fiscal year 2023 we submitted for the Burlingame Childcare Center, and
that is the focus for this year too. The City is in an advantageous position to ask for these
funds as it owns the land. There is significant survey data and public outreach to support
this effort.
Additionally, staff focused efforts on secondary application that supported Aspen’s efforts
in local renewable energy. Aspen's application focused on exploring the potential to
generate additional energy using existing municipal and federal infrastructure located at
the existing Ruedi hydroelectric facility. As water in the west is dominated by long term
drought the available hydrograph for power generation continues to change.
Staff prepared separate applications each to Senator Hickenlooper and Senator Bennet
with the strategy of gaining the support of two Senators for a better chance of approval.
The applications were filed on March 9
th and March 10, 2023. Staff will continue to keep
you apprised of any conversations, progress, and feedback received. The subcommittee
has the final decision on funding and will now carefully review all requests received. All
projects up for consideration are required to be posted on the Senators’ office website
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and is public information. We remain hopeful that our requests will be included in the final
legislation this coming Fall.
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INFORMATION ONLY MEMORANDUM
TO:Aspen City Council
FROM:Jenn Ooton, Sr. Project Manager
Pete Rice, Deputy City Engineer
THROUGH:Sara Ott, City Manager
MEMO DATE:March 22, 2023
MEETING DATE:March 28, 2023
RE:New Castle Creek Bridge Technical Questions
PURPOSE:
The purpose of this memo is to share Colorado Department of Transportation and Federal
Highway Administration responses to City Council and community questions regarding the
Entrance to Aspen.
SUMMARY: Per City Council direction received at the February 13, 2023, work session on
the New Castle Creek Bridge, the City of Aspen sent a letter to the Federal Highway
Administration through the Colorado Department of Transportation containing technical and
policy questions received from City Council members and community members during from
the city’s outreach effort in December 2022 and January/February of this year. CDOT
provided answers to the community questions in a letter dated March 20, 2023, and is
attached.
Staff is reviewing the responses and will incorporate information in the upcoming May 15
Work Session, which will focus on outstanding community questions and phasing within
the New Castle Creek Bridge Investigative Study Request for Proposals. At the February
13, 2023, work session Council directed staff to bring back options for Council
consideration for prioritizing consultant work, seek technical answers regarding process
from CDOT and FHWA, and present information about what community questions cannot
be answered without schematic-level design.
NEXT STEPS: A work session has been set for May 15
ATTACHMENTS: Colorado Department of Transportation and Federal Highway
Administration responses to City Council and community questions
CITY MANAGER NOTES:
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
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MEMORANDUM OF INFORMATION
TO:Mayor and Council
FROM: Nancy Lesley Director of Events and Marketing
THROUGH: Austin Weiss, Director of Parks and Recreation
MEMO DATE:March 22, 2023
RE: Aspen’s Old Fashioned Fourth of July Celebration 2023
REQUEST OF COUNCIL:There is currently no request of Council. This is an
informational update regarding July 4th.
SUMMARY AND BACKGROUND: For most of 2021 a committee comprised of staff,
citizens and Council member Hauenstein did extensive outreach and a “listening tour”
regarding July 4th. The 2022 celebration reflected those findings with the community
village, focus on traditional theme and the traditional parade route.
DISCUSSION: Building upon last year’s structure, partnerships and lesson’s learned,
staff is working on the following.
o The parade will be held on its traditional route starting on Main Street and
ending at Hyman and Monarch.
o We are accepting parade applications and if necessary, will jury the
entrants. This year’s parade theme is “Rock On, It’s Aspen”
o The parade will start at 11am and end at noon
o The Community Village will be on Hyman from Spring to Galena (overflow
will be on Monarch if necessary)
o The Community Village will be from 10am to 2pm
o Wagner Park will be part of the activation area (if necessary) and the Buddy
Race start and finish
o NEW:In partnership with Belly Up Aspen and the Aspen Art Museum we
will host a stage at Spring and Hyman which will be activated throughout
the day (under Aspen Art Museum) and will feature music in the evening
(activated by Belly Up Aspen).
o NOTE:The nighttime activation of a laser light show (not fireworks) will be
based in Wagner Park. Due to the uncertainty of a fireworks show
(regarding the potential of fire danger) we are committing to the laser light
show. Unless we commit complete funding to both fireworks and the laser
light show, staff has to make a determination in February about which
direction to take.
o All information can be found at https://aspenspecialevents.com/4th-of-july/
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As with everything we do, staff is working closely with public safety to pre-place
equipment, create predetermined emergency routes and work as a cohesive group. Staff
has requested the assistance of the State Patrol, as we have done for the past several
years. This force multiplier assists with traffic control throughout the day.
FINANCIAL IMPACTS:
This is all within the Special Events budget authority.
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