HomeMy WebLinkAboutInformation Only 012324AGENDA
INFORMATION UPDATE
January 23, 2024
5:00 PM,
I.Information Update
I.A 2024 Golf Tournaments
I.B Construction and Demolition Waste Disposal
I.C Construction Site Beautification
MOI_2024GolfTournaments_AW JP edits.docx
2024 FINAL Golf Event Application Form .docx
Info Only_Discussion on Construction and Demolition Waste Disposal.docx
Exhibit A Pitkin County.pdf
Information Memo_Construction Site Beautification.pdf
Exhibit A.pdf
Exhibit B.pdf
Exhibit C.pdf
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MEMORANDUM OF INFORMATION
TO: Mayor Torre and City Council
FROM:Jim Pratt,Golf Manager
THROUGH: Austin Weiss, Director of Parks and Recreation
Diane Foster, Assistant City Manager
MEMO DATE: January 9, 2024
RE: City of Aspen 2024 Golf Fundraising Tournaments Application
SUMMARY AND BACKGROUND:
The Aspen Golf Club has been hosting fundraising tournaments for local non-profits for
many years. Staff recognizes the importance of these opportunities for local non-profits
and has worked towards a policy to manage these requests with the need to maintain
golf course access for the local golfing community and maintaining fiscal responsibility.
The Aspen Golf Club has historically hosted 3-4 fundraising golf tournaments annually
during the shoulder seasons, before July and after Labor Day. This date range allows
the City to charge a lesser fee towards the requesting organizations as its during the
“shoulder” seasons for golf operations. The 2024 rate for these events is $5,000 and
allows use of the golf course for the first half of the day. This allows the public to have
access to the golf course for the second half of the day. This fee will be re-evaluated
annually.
DISCUSSION:
Requests for fundraising events have increased over the last few years, however tee
time availability has decreased with the current increase in popularity of golf. To limit the
impact of tournaments to Aspen’s golfing community, the Golf Department must limit the
number of fundraising tournaments. The Golf Department wants to ensure that the
selection process for fundraising golf tournaments is fair, equitable, non-biased, and
that these organizations have a significant positive impact on the Aspen and Roaring
Fork community.
The Golf Department has worked closely with their Advisory Board, as well as other
departments within the City, to create an application and selection process. This
application will serve as a tool to award a limited number of fundraising golf
tournaments each year at the Aspen Golf Club. The application committee is comprised
of Golf staff, Special Events Staff, and citizens of the Aspen community that serve on
other similar committees or boards.
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Currently no such document is in place. The proposed application would serve as a key
tool in awarding and organizing local fundraising golf tournaments at the Aspen Golf Club.
For the upcoming golf season, the window for a total of 4 applications will begin January
15th and end February 15th. The selection committee will meet after the deadline and
announce the 4 recipients no later than February 29
th.
For all future golf seasons, the application window will close at the end of November and
the selection process will close no later than the end of December. This allows the
organizations and the golf staff to plan accordingly for the following golf season. A total
of 4 fundraising tournaments will be available, 2 in early June and 2 in late September.
The committee will consider additional fundraising tournaments in May and October
dependent on the number of qualified applicants and golf operations schedule.
All events will be charged $5,000 to cover expenses associated with hosting a ½ day golf
tournament, primarily labor and rental fees. This fee will be evaluated annually by the City
and is subject to change.
FINANCIAL IMPACTS:
The fee to be charged for 2024 will be $5,000 and is intended to recover a significant
portion of the costs associated with both lost revenue and staff services. This fee will be
re-evaluated on an annual basis.
CITY MANAGER COMMENTS:
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Golf Fundraising Tournament Applica?on
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Principles
Golf fundraising tournaments held at the Aspen Golf Club will make a posi?ve impact and contribu?on
towards our community. These tournaments will:
-Benefit and serve our community.
-Provide fundraising opportuni?es for local non-profits
-Strengthen partnerships within our community.
-Seek to minimize adverse impacts to all business at and near the Aspen Golf Club
-Minimize impacts to public accessibility to the golf course.
-Be consistent with the selec?on, scheduling, and pricing policies.
Purpose
Through providing golf course availability at a reduced rate, the City of Aspen helps local non-profit
organiza?ons support the Aspen community by providing fund raising opportuni?es that will enhance an
organiza?on s ability to have a more profound and posi?ve impact in our community.
Eligibility
All applicants must:
o Must be a Colorado based non-profit organiza?on in good standing.
o Explain and show examples of how organiza?on will provide impac?ul services for
the Roaring Fork Valley.
o Submit an impact & outcome report if organiza?on was approved a fundraising
tournament in previous years.
o Provide a detailed Tournament Plan and ?meline outlining the following:
o Tournament format and # of par?cipants
o All food and beverage details
o On course requests (details of everything needed and loca?ons)
Sponsorship signage
Food and addi?onal tents
All prizes that might be on the course
o Any storage requests before or a?er event
o Applicant s staff/volunteers assignment list
Aspen Golf Club Fundraising Tournaments, and funds raised from them, may NOT be
used for:
o Poli?cal or lobbying campaigns
o Any related labor costs
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Golf Fundraising Tournament Applica?on
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o Any alcohol related to tournament.
Policies
The Aspen Golf Club will approve 4 fundraising tournaments excluding Aspen Junior Golf events. The
applica?on window will close annually on the last day of February 2024.
The Applica?on Selec?on Commi?ee is comprised of the following members:
1.Director of Aspen Parks and Recrea?on
2.The Aspen Golf Club Manager
3.The President of the Aspen Golf Club Advisory Board
4.Director of Special Events
5.Selected Member of the Recrea?on Advisory Board
This commi?ee will review, score, and select those applicants who will be awarded a Fundraising
Tournament on the following criteria:
1.Level of impact to community - 50%
2.Willingness to work with the Aspen Golf Club - 10%
3.Flexibility on available dates of tournament - 10%
4.Organiza?on and detail of submi?ed applica?on required material - 30%
The applica?ons scores will be used to award requested dates should mul?ple events request the
same date. The Parks and Recrea?on Director has the final approval of all Fundraising Tournaments.
Tournament organizers will be contacted withing 2 weeks of the deadline with ques?ons and results.
Details:
1.Tournaments are limited to half days as determined by staff (mornings or a?ernoons)
2.Tournaments dates are limited to 2 Sundays in June and 2 Sundays in September. Exact dates will
be determined by Aspen Golf Club staff.
3.Pricing: $5,000 for 2024
4.The City of Aspen and the Applica?on Selec?on commi?ee reserve the right to consider
addi?onal fundraising events, beyond these four, in May and October.
5.All events are limited to the number of par?cipants as determined by the golf staff (Maximum of
28 Teams of 4 players)
6.All material, signs, tents, etc. must be removed by applicants staff immediately upon comple?on
of the event. This may NOT interfere with the publics tee ?mes following the tournament.
7.In addi?on,the City requires the following from golf tournament applicants:
o Provide proof of insurance
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Golf Fundraising Tournament Applica?on
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All of the following must be completed AND submi?ed to the Aspen Golf Club staff a
minimum of 30 days prior the event date. Failure to do so will result in the cancella?on of the
requested tournament.
o All food/alcohol services and licensing must be coordinated and approved by
the Red Mountain Grill.
o Event permit through the city.
Recycling and Compost Plan
o Anything on course MUST be preapproved by golf staff. Examples:
Tents on course
Spectators and volunteers on course
Vehicles on course
Services Included with Fundraising Events:
1.Use of a total of 56 golf carts for players ($2,800 value)
2.Custom scorecards and name cards in carts ($800 value)
a.All informa?on must be received by the Aspen Golf Club staff a minimum of 48
hours before event. Changes will NOT be made a?er that ?me!
b.Failure to provide individual player names prior to 48 hour window will result in
team names rather than individual names as determined by staff.
3.Tournament driving range setup. ($600 value)
4.Speaker and microphone for announcements before and a?er event. ($200 value)
5.Material for on course compe??ons (long drive, closest to hole, etc.)($300 value)
6.Scoring and results of tournament ($300 value)
(Rental clubs are available at no addi?onal cost to the event. Normal protocol for the individual ren?ng the clubs as
well as liability for lost, stolen, and damaged items.) ($70 per set rental value)
Total Value: $5,000 + $70 per rental club set
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Golf Fundraising Tournament Applica?on
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Applica?on
Organiza?on Reques?ng Fundraising Tournament: _____________________________________
Requested Date of Fundraising Tournament: _______________(Must be a Sunday in June or September)
Date Applica?on Received by City: _______________________________
Organiza?on Representa?ve of Tournament: _________________________________________
Contact Number for Representa?ve: ________________________________________________
Email For Representa?ve:________________
Has Applicant Held a Fundraising Tournament Before at the Aspen Golf Club? Y or N (circle one)
Items to A?ach to Applica?on:
1.Proof of insurance for Organiza?on (not personal)
2. 500–750-word detailed impact report on how funds from a Fundraising Tournament
would benefit your organiza?on. Include historic data if your organiza?on has previously
held a Fundraising Tournament.
3. “Tournament Plan”
a. # of Players
b. Tournament Format
c. Contact & Volunteer List
d. Food and Beverage Details
e. Storage and Setup Details
f. Trash and Recycling Plan
g. Tournament Services Request List from Golf Course (see page 3 for list)
______________________________________________________________________________
By signing this applica?on, I affirm that all the informa?on provided is true to the best of my
knowledge. I understand the requirements and details needed to host a Fundraising Tournament
at the Aspen Golf Club.
Date Signed: ____________________
Print Name: ____________________________________
Applicant Representa?ve Signature: ______________________________________
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Golf Fundraising Tournament Applica?on
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______________________________________________________________________________
Date Reviewed by Commi?ee: ________________
Vo?ng Commi?ee Members: ______________________________________________________
Results (circle one):APPROVED or NOT APPROVED
Approved Tournament Date & Start Time: ___________________________________________
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INFORMATION ONLY MEMORANDUM
TO: Mayor Torre and City Council
FROM:Ainsley Brosnan-Smith, Waste Diversion and Recycling Program
Administrator
THROUGH:Tessa Schreiner, Sustainability Manager; CJ Oliver, Environmental
Health and Sustainability Director
MEMO DATE:January 9, 2024
MEETING DATE:January 16, 2024
RE:Discussion on Construction and Demolition Waste Disposal
PURPOSE:
The purpose of this memo is to update City Council on the progress made towards
construction and demolition waste reduction in the City of Aspen.
BACKGROUND:
In January 2022, City Council adopted new science-based targets for GHG emissions
reductions of 63% by 2030 and net zero by 2050, and waste reduction targets to support
these emission reductions, including:
Reduce organic material going to landfill by 25% by 2025 and 100% by 2050,
Reduce all waste going to landfill by 70% by 2050.
These targets support City Council’s adopted greenhouse gas emissions goal, Aspen’s
participation in the ICLEI Race to Zero campaign, and the City’s Sustainability Action Plan
(ASAP).
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Landfill disposal accounts for 16% of the community’s greenhouse gas emissions, and
construction and demolition (C&D) makes up 56% of the total materials disposed of in the
Pitkin County landfill; most of which is C&D debris generated from projects in Aspen.
In 2020, Pitkin County implemented an ordinance targeting the reduction of C&D waste
buried at the landfill by requiring all recoverable materials to be recycled and set a 35%
recycling mandate for all permitted building and demolition projects in unincorporated
Pitkin County. This policy has seen widespread success, with an average diversion of
80% of generated C&D debris.
Recent discussion between City Council members has indicated an interest in developing
greater C&D diversion standards for the City of Aspen permitted projects to keep
materials out of the landfill for environmental and economic reasons. This information only
memo provides updated information on Pitkin County’s construction and demolition
diversion ordinance, EHS staff progress on developing a similar program within the City
of Aspen and anticipated next steps for Council engagement on this topic.
DISCUSSION:
Pitkin County Ordinance and Program Update:
Pitkin County’s construction and demolition diversion ordinance has been successful in
keeping recoverable construction debris out of the landfill. These materials have instead
been crushed into aggregate, or mulched, on site at the Pitkin County Solid Waste Center,
for reuse. With support from their full-time employee, Pitkin County permitted projects are
monitored for compliance by using an online software, Green Halo, that records the load
brought to the Pitkin County Solid Waste Center for disposal. If loads are found to be
unsorted with a mixture of different debris, a $100 penalty is assigned to that project.
Though Pitkin County has seen success in exceeding the 35% recycling mandate, there
are still unsorted loads brought to the landfill that must be buried, and the fees collected
from these mixed loads have financially supported the Solid Waste Diversion Analyst’s
position.
Since the implementation of this policy, Pitkin County staff have been successful in
training local contractors on utilizing Green Halo, creating waste management plans, and
how to separate construction debris by type on site. Having local contractors pre-exposed
to Pitkin County’s C&D recycling practices is advantageous for the City of Aspen because
there is an overlap between construction companies that do work in both locations. Due
to this, staff have experienced inquiries from contactors about Aspen’s C&D recycling
requirements since they worked under the regulations of Pitkin County and assume the
City of Aspen has a similar policy. Pitkin County’s construction and demolition diversion
regulation has familiarized local construction companies with recycling practices and
exemplified how a C&D diversion policy can be implemented and monitored by a
municipality.
Research and Development Update for a City of Aspen C&D Program:
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City of Aspen staff are evaluating what it would take to replicate Pitkin County’s C&D
recycling ordinance into Aspen’s municipal code. Over the next months, staff will be
discussing code development internally, collaborating with Pitkin County to learn about
their processes, soliciting feedback from stakeholders who have interfaced with Pitkin
County’s policy, and hiring consultants to fully understand and calculate the
environmental costs of throwing away C&D debris as landfill waste.
To advance C&D debris recycling, staff have been collaborating with Pitkin County staff
to discuss their C&D diversion policy and evaluate how a similar diversion requirement
could be applied to Aspen municipal code. Staff have been working interdepartmentally
with Community Development and Engineering to discuss where a mandatory C&D
recycling policy would be housed, along with the logistics for reviewing waste
management plans and monitoring for compliance throughout the project's duration.
Staff is currently working with a consultant to better understand the environmental costs
of landfilling recoverable materials, such as: concrete and porcelain, organics, asphalt,
corrugated cardboard, rock and dirt, untreated lumber and pallets, metal appliances, and
scrap metal. This research will allow staff to develop a program, including a fee structure,
that acknowledges the environmental costs, or embodied carbon, of landfilling the
recoverable materials. In Pitkin County’s program experience and in evaluation of similar
programs elsewhere, a penalty structure has proven essential for enforcing compliance
with recycling requirements. Pitkin County collects a deposit at the beginning of a project
($1,000 per ton of estimated total waste) that is returned once the project reaches the
recycling requirements. Staff are considering what size and types of permitted project
should be required to follow C&D recycling requirements. In this analysis, staff is fully
aware that there are specific aspects and challenges within the City of Aspen’s
construction context that may require a different approach to elements of the County’s
program. Additionally, staff is considering mechanisms for incentivizing participation in
an eventual program – particularly for projects that may not reach a threshold for required
participation.
In partnership with Pitkin County, staff are developing a stakeholder engagement
campaign to survey contractors who are familiar with the County’s C&D recycling
ordinance to learn about the success, challenges, and considerations for emulating this
policy in Aspen.
At present, required participation in the Green Halo program and C&D waste diversion in
the City of Aspen is limited to projects that have received a GMQS Demolition Allotment.
Staff plans to return to City Council for a Work Session in Q2 of 2024 to discuss the
feedback received from stakeholders, additional findings, and to ask for policy direction
from Council.
ENVIRONMENTAL IMPACTS:
Building sustainably, reusing materials, and deconstructing, rather than demolition, have
proven to extend the life of a landfill, conserve resources, reduce GHG emissions, and
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improve local air quality. The production of building materials, like concrete, has one of
the largest GHG footprints in the world, and is the most common C&D material buried in
the Pitkin County landfill. A circular approach to resource use would avoid end of life
disposal for usable C&D debris and reduce emissions associated with the production,
processing, and landfilling of these materials. As the largest contributor of landfill
disposal, recycling and reuse of C&D materials would also lead to major reductions in
annual waste disposal at the landfill.
ATTACHMENTS:
Exhibit A: Pitkin County C&D Diversion Ord.015.2020
CITY MANAGER COMMENTS:
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INFORMATION ONLY
MEMORANDUM
TO: Mayor Torre and Aspen City Council
FROM: Haley Hart, Long-Range Planner
THROUGH: Ben Anderson, Community Development Director
Trish Aragon, City Engineer
MEMO DATE: January 12, 2024
MEETING DATE: January 23, 2024
RE: Construction Site Beautification, Aspen Public Art Plan
This memo is providing City Council with information on the current Construction
Management Program’s (CMP) language that supports art and beautification on
construction site fencing. At a Work Session on December 4, 2023, Council requested
this information during the discussion on the Aspen Public Art Plan.
Currently, within the Engineering CMP, Section 11.3 Noise Suppression Barrier
Screening reads:
“All temporary barriers or curtains implemented for noise suppression will utilize a
100% vinyl or equivalent material wrap or fence banner in all areas that are visible
from the roadway, Right-of-Way or Open Space. The graphics on the wrap will
include either a neutral solid color or will be a depiction that represents the heritage
of the City of Aspen. This includes graphics depicting aspen trees, the Maroon
Bells area or other aspect of Aspen’s natural environment. Renderings of the
proposed development, advertising or text of any form are not acceptable.”
This language has given opportunities for public art display on construction fencing, most
notably and recently the faux greenery and banners surrounding the former Bidwell
Building location along the Cooper Street Pedestrian Mall. These three banners were
envisioned, financed, and ultimately hung with coordination and partnership from
community member and art enthusiast Tim Sack. The Pedestrian Mall beautification was
coordinated with the City in order to confirm that the banners on this site complied with
the CMP language and that staff supported the faux greenery on the bottom of the
fencing. The intention was to beautify the site and bring a sense of place to the location
which will be heavily under construction into the foreseeable future. A similar process
allowed for the photos that were installed on a construction barrier on the Mill Street
pedestrian mall.
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Information Only Memo, Construction Site Beautification
Page 2 of 2
Staff created an internal process to streamline future requests for art installations on this
site. Currently, the steps include sending design mock-ups to Community Development
and having designated staff confirm the artwork meets the intent of the language that the
‘graphics on the wrap will include either a neutral solid color or will be a depiction that
represents the heritage of the City of Aspen.” The working agreement and guidelines that
were created for this location can be read in Exhibit A.
Staff supported these partnerships and welcomes the vision to include artist installations
to beautify the many construction sites and fencing within our community. The current
CMP language allowed for this to occur, and staff finds that the existing policy and
language supports these types of public art displays. Under the existing policy, this type
of public art replication is only possible at the will of the owner of any site under
construction. If Council were interested in requiring or encouraging public art on
construction fencing (particularly for time-intensive projects in the Commercial Core), the
CMP language could be amended.
City staff will look to City Council on if there is a majority desire to amend the CMP
language to require or encourage public art on construction fencing moving forward. If so,
a process to amend the CMP would subsequently take place.
Please feel free to reach out to Haley Hart (haley.hart@aspen.gov) with any questions
you may have.
ATTACHMENTS:
Exhibit A – Cooper Street Walking Mall Fencing and Art Agreement
Exhibit B – Photos of Cooper Street Walking Mall Art Installation
Exhibit C – Photos of Mill Street Walking Mall Fencing
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COOPER MALL ACTIVATION & BEAUTIFICATION PROJECT
LOCATION:
From the corner of Cooper Street and Galena Street down the Cooper Street walking
mall. Nearly 300 feet total of linear fencing.
CONSTRUCTION MITIGATION PLAN REQUIREMENTS:
11.3 NOISE SUPPRESSION BARRIER SCREENING
All temporary barriers or curtains implemented for noise suppression will
utilize a 100% vinyl or equivalent material wrap or fence banner in all areas
that are visible from the roadway, Right-of-Way or Open Space. The
graphics on the wrap will include either a neutral solid color or will be a
depiction that represents the heritage of the City of Aspen. This includes
graphics depicting aspen trees, the Maroon Bells area or other aspect of
Aspen’s natural environment. Renderings of the proposed development,
advertising or text of any form are not acceptable.
CITY DIRECTIVE:
The City supports a fence beautification project. The City will not be held financially
responsible, nor will the City be accountable for the installation or upkeep of the
beautification installation. The City may proceed with a fence beautification clause as
part of the contractual agreement after an initial trial.
The City proposes to keep one 8-foot by 16-foot (128 square feet total) amount of
panels available for city-wide special events that have been approved by the City of
Aspen Special Events department. These panels may not advertise sponsors but are
allowed to promote the event with approved language and images.
Remaining panels may be approved with historical photos or artistically interesting
images that are neutral and Aspen-specific. The remaining panels must comply with
language as provided in Section 11.3 of the CMP.
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Exhibit B – Photos of Cooper Street Walking Mall Art Installation
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Exhibit B – Photos of Cooper Street Walking Mall Art Installation
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Exhibit C – Photos of Mill Street Walking Mall Fencing
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