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Home My WebLink About2005-08-02 Support Documentation Town Council Work SessionTOWN COUNCIL WORK SESSION AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 1:30 P.M., TUESDAY, AUGUST 2, 2005 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. 1. Warren Campbell ITEM/TOPIC: Crossroads Site Visit. (30 min.) 2. George Ruher ITEM/TOPIC: PEC/DRB Update. (30 min.) 3. Judy Camp ITEMITOPIC: Presentation of 2004 audit report, McMahan & Associates. (20 min.) 4. Jim Brandmeyer ITEM/TOPIC: Betty Ford Alpine Gardens. (10 min.) Betty Ford Alpine Gardens would like to request the following: 1. As a way to further honor Betty Ford rename the current service road going through Ford Park "Betty Ford Way". If approved this would be announced at the Tribute being held in her honor on Sunday evening August 7th. The road begins at the green gate off of the south frontage road and ends at the main entrance to Ford Amphitheatre. 2. Request approval to work with staff in order to pursue an addition to the space currently being leased by Betty Ford Alpine Gardens to include approximately 50 feet of the service road for the installation of brick• pavers. The pavers would be sold to those interested in supporting the Gardens and inscribed. I will have a sample to show as an example. 5. Stan Zemler ITEM/TOPIC: Proposed Lift & Base Area (10 min.) BACKGROUND ITEM: Vail Resorts, Inc. is proposing to install a high-speed. detachable quadruple chairlift from-West LionsHead to the base of Chair 26 (Pride Express Chairlift). The lower Terminal would be located on private property immediately east of the intersection of South Frontage Road and West Forest Road. The proposed lift would cross West Forest Road and two lots controlled by Vail before entering National Forest System Lands (NFS) lands. ACTION REQUESTED OF COUNCIL: Receive project summary and offer comments. 6. ITEMITOPIC: Information Update. (10 min.) - Proposed Meeting with Beaver Creek Representatives. - Revenue Highlights. 7. ~ ITEM/TOPIC: Matters from Mayor & Council. (30 min.) 8. ITEM/TOPIC: Adjournment. (3:50 p.m.) NOTE UPCOMING MEETING START TIMES BELOW: (ALL TIMES ARE APPROXIMATE AND SUBJECT TO CHANGE) . THE NEXT VAIL TOWN COUNCIL REGULAR WORK SESSION WILL BEGIN AT 12 NOON, TUESDAY, AUGUST 16, 2005 IN THE VAIL TOWN COUNCIL CHAMBERS. Sign language interpretation available upon request with 24-hour notification. Please call 479-2106 voice or 479-2356 TDD for information. PLANNING AND ENVIRONMENTAL COMMISSION PUBLIC MEETING ,. July 25, 2005 T~i~1V t?f YAiL . PROJECT ORIENTATION -Community Development Dept. PUBLIC WELCOME pm MEMBERS PRESENT Anne. Gunion David Viele Chas Bernhardt Doug Cahill Bill Jewitt MEMBERS ABSENT Rollie Kjesbo George Lamb Site Visits: 1. Grand Traverse -Lots 1 through 24, Dauphinais-Moseley Subdivision Driver: Warren Public Hearing -Town Council Chambers 12:00 2:00 pm A request for a recommendation to the Vail Town Council, pursuant to Section 12-9A-10, Amendment Procedures, Vail Town Code, to allow for a major amendment to Special Development District No. 22, Grand Traverse, modifying the GRFA calculations for the district; and a final review of a minor subdivision, pursuant to Section 13-4-2, Procedure, Vail Town Code, to modify the sizes of Lots 4 & 5, Dauphinais-Mosely Subdivision Filing 1, and setting forth details in regard thereto. Applicant: Grand Traverse Homeowner's Association, represented by Pat Dauphinais Planner: Warren Campbell ACTION: Tabled to August 22, 2005 MOTION: Vieie SECOND: Jewitt VOTE: 5-0-0 Warren Campbell presented an overview of the proposal and the staff memorandum. Pat Dauphinais, the applicant, presented an overview of the special development district's history and an overview of the current proposal. He noted that this proposal is an opportunity for the Town of Vail to conduct a case study on eliminating GRFA regulations. He commented how the latest GRFA text amendments negatively affected the development potential for this subdivision. John Schofield, homeowner, noted that the PEC recognized that individual projects may be negatively affected by the GRFA changes and that the PEC recommended that variances should be granted in such circumstances. He recognized that the Town Council did not agree with this concept. Chuck Baker, homeowner, described how his property was negatively affected by the previous "250 Addition" and Interior Conversion cut-off dates which excluded him from constructing a basement similar to his neighbors property. He described how the SDD requirements have prevented him from taking advantage of the latest GRFA regulations. Pat Dauphinais expressed their desire to have the flexibility in terms of GRFA as other zone districts. The Commissioners were in support of the proposed subdivision of Lot 5. The Commissioners generally supported the proposal to remove the GRFA restrictions within SDD No. 22, Grand Traverse, as there area additional architectural requirements within the SDD which would provide a level of comfort that the homes which have not been built will fit the character of the neighborhood which has already been established. Commission members expressed that the elimination of GRFA for the entire Town would be more difficult as SDD No. 22 is different from a majority of Town in that it contains very small lots and additional architectural controls. Commissioner Jewitt stated he was specifically concerned how much larger homes could become on larger lots, where setbacks have less of an impact than they do on smaller lots. He asked the applicant what he would suggest to control the bulk and mass. of structures on larger lots if GRFA was eliminated? He also questioned if much above-ground change would be anticipated on the {ots with remaining site coverage? Pat Dauphinais recommended applying a regressive site coverage requirement to larger lots. The applicant continued by providing specific examples on the few lots with remaining site coverage and noted the minimal opportunity for expansion. The applicant, conclude by commenting that had there .been no GRFA regulations he would not have constructed the existing homes any differently. ' 2. A request for a final review of a conditional use permit, pursuant to Section 12-9C-3, Conditional Uses, Vail Town Code, to allow for a public convention facility and public parking facilities and structures, located at 395 East Lionshead Circle/ Lot 1, Block 2, Vail Lionshead Filing 1, Lot 3 and 5, Block 1, Vail Lionshead Filing 2, and setting forth details in regard thereto. Applicant: Town of Vail, represented by Pylman & Associates, Inc. Planner: Bill Gibson ACTION: Tabled to August 22, 2005 MOTION: SECOND: VOTE: 4-0-1 (Viele recused) Dave Viele recused himself. Bill Gibson presented an overview of the proposal and the staff memorandum. He noted that this discussion is a worksession and the Commission is not being asked to take any formal action at this time. Rick Pylman, applicant's representative, presented an overview of the proposed parking and loading for the conference center project.' He noted a fundamental concept of utilizing underutilized infrastructure such as the Lionshead Parking Structure. He described Vail Resort's financial commitment to increasing the amount of available public parking. Paul Segwick, HVS, presented an overview of the analysis process, key points, and conclusions of their parking study. The Commissioners asked questions as Mr. Segwich presented his power point presentation. Greg Hall noted the conference center and Dobson should not be used for large events at the same time. Chris Fasching, FHU, presented an overview of their evaluation and summary of the parking study. He noted that both parking supply and demand related to the conference center are very dynamic. Commissioner Bernhardt asked how many total people per year will attend the conference center. Mr. Segwick responded that the numbers start at 43,000 and increased to 75,000 after a few years. Commissioner Gunion asked about the overall trend of parking on the Frontage Road. Greg Hall noted that trends have not been consistently increasing. Greg Hall noted that previous Dobson events of 2,800 have put 50 to 100 cars on the Frontage Road, so a large conference center event would be comparable. Kaye Ferry commented that the proposed parking should comply with the same rules as a private developer. She noted her concerns about the existing summer parking demand. She noted that private developers aren't allowed to not provide parking based upon the timing of their events or their business hours. Rick Pylman noted that the Town owns the parking structure facility. He also noted that the parking standards are painted with a broad brush and not based upon a specific proposal. Jim Lamont recommended conducting an overall parking/transportation system analysis and master plan from Cascade to Ford Park. Commissioner Jewitt commented that based upon the findings in the Town Code, he doesn't believe the parking standard for this project should be reduced to less than what is required by Zoning. He noted his concerns about the employee parking demand assumptions, the lack of an alternative transportation plan for the project, only using the ballroom and meeting room floor area to calculate the parking demand, and that the event size assumptions were too small. He stated his concern that a future conference center operator would not be willing to limit group sizes or coordinate events with Dobson. He also noted that the Lionshead Parking Structure was for public parking, and not intended to be used by a specific developer. In summary, 125 parking spaces are not adequate for the conference center. Commissioner Gunion questioned the event size and frequency assumptions. She noted that the assumptions being used for marketing and the business plan must be used to analyze the parking needs. She noted that the conference center should provided the number of parking spaces that the Town would require of a private developer and the Town should take advantage of this opportunity to construct additional parking. She expressed her concerns about what if the parking analysis assumptions are incorrect. Commissioner Bernhardt agreed with Commissioners Jewitt and Gunion, and that more floor areas than just the ballroom and meeting rooms should be used to calculate the parking requirement. Commissioner Cahill stated that the more parking that is constructed the better. He noted that additional information would be needed to convince him that only 125 parking spaces would be adequate for the conference center. Rick Pylman noted that skier parking and special event parking are creating the real parking problems in Town, not the local businesses. Anne Gunion noted that the overall parking problem is creating a loss of tourism and event attendance. Rick Pylman noted that a lot of the conference center's parking issues come down to the management of the facility. 3. A request for a correction to the Vail Land Use .Plan to designate the Lionshead Redevelopment Master Plan Area and an amendment to the Lionshead Redevelopment Master Plan to amend, in part, Chapter 5, Vail Civic Center Detailed Plan Recommendations, and setting forth details in regard thereto. Applicant: Town of Vail, represented by Pylman 8~ Associates, Inc. Planner: Bill Gibson ACTION: Tabled to August 22, 2005 MOTION: SECOND: VOTE: 4-0-1 (Viele recused) This item was reviewed concurrently with item #2. 4. A request for a final review of a variance from Section 12-6C-6, Setbacks, Section 12-6C-8; Density Control, and Section 12-6C-9, Site Coverage, pursuant to Chapter 12-17, Variances, Vail Town Code, to allow for a residential addition, located at 1448 Vail Valley Drive/Lot 18, Block 3, Vail Village Filing 1, and setting forth details in regard thereto. Applicant: Robert Stephenson, Jr. and John Schofield, represented by Snowdon & Hopkins Architects Planner: Bill Gibson ACTION: Motion to approve variance for setbacks MOTION: Viele SECOND: Bernhardt VOTE: 5-0-0 ACTION: Motion to approve variance for site coverage MOTION: Bernhardt SECOND: Viele VOTE: 4-1-0 (Jewitt Opposed) ACTION: Motion to approve variance for GRFA MOTION: Viele SECOND: Bernhardt VOTE: 4-1-0 (Jewitt opposed) Additional finding that this variance approval is for an elevator and an elevator entry. Bill. Gibson presented an overview of the proposal and the staff memorandum. Pam Hopkins and John Schofield presented the variance requests and their reasoning for the requests. Commissioner Jewitt was supportive of the setback variance, but not the site coverage or GRFA variances. Commissioner Viele agreed with the applicant that more changes are needed to GRFA regulations, but noted that John Schofield was directly involved in the most recent changes in the GRFA regulations. He noted his personal belief that anything below grade should not count. as GRFA. Commissioner Bernhardt agreed that the regulations adopted by the Town Council gave basement deductions to only the lowest level of a house. However, he believes the applicant's; proposal meets the intent of the law and is being evaluated in a site specific situation. Commissioner Cahill noted his concern about precedent and his support for variances for the garage. 5. A request for a recommendation to the Vail Town Council of an amendment to the Lionshead Redevelopment Master Plan, pursuant to Chapter 2, Section 2.8, Lionshead Redevelopment Master Plan, to amend the boundaries of the study area to include Evergreen Lodge, located at 250 South Frontage Road West, Lot 2, Block 1, Vail Lionshead Filing 2, and setting forth details in regard thereto. Applicant: Evergreen Lodge at Vail, represented by HB Development Company Planner: George Ruther ACTION: Tabled to August 8, 2005 MOTION: Bernhardt SECOND: Gunion VOTE: 5-0-0 6. A request for a final review of a variance, from Section 12-7B-12, Height, Vai! Town Code, and Section 12-7B-15, Site Coverage, Vail Town Code, pursuant to Chapter 12-17, Variances, Vail Town Code; and a request for a major exterior alteration, pursuant to Section 12-7B-7, Exterior Alterations or Modifications, Vail Town Code, to allow for additions and exterior renovations to the Lodge Tower, located at 200 Vail Road/Lot 2, Lodge Subdivision, Vail Village First Filing, and setting forth details in regard thereto. Applicant: Lodge South Condominium Association, Inc., represented by Mauriello Planning Group Planner: Bill Gibson ACTION: Tabled to August 8, 2005 MOTION: Bernhardt SECOND: Gunion VOTE: 5-0-0 7. A request for a recommendation to the Vail Town Council of proposed text amendments to 11- 2-1, Definitions, Sign .Regulations; 12-2-2, Definitions, 12-3-6C, Notice, Hearings, Administration and Enforcement, 12-7A-3, Conditional Uses, PA District, 12-7C-4, Conditional Uses, Generally, Commercial Core 2 District, 12-7D-2, Conditional Uses, Commercial Core 3 District, 12-7E-4, Conditional Uses, CSC District; 12-7H-5, Conditional Uses; Generally (On all Levels of a Building or Outside of a Building), Lionshead Mixes Use 1 District, 12-71-5, Conditional Uses; Generally (On all Levels of a Building or Outside of a Building), Lionshead Mixed Use 2 District, 12-8D-2, Permitted Uses, Ski Base/Recreation 1 District, 12-8D-3, Conditional Uses, Ski Base/Recreation 1 District, 12-9A-2, Definitions, Special Development District, 12-9A-16, Private Parking Space Leasing, Conditional Use Permit, Special Development District, 12-9C-3, Conditional Uses, GU- District, 12-10-17B-1, Leasing of Parking Spaces, 12-15-5E-3, Additional Gross Residential Floor Area (250 Ordinance) Procedure, 12-17-6B-3, Criteria and Findings, Variances, 12-21-2, Definitions, Hazard Regulations, and 12-22-2, Definitions, View Corridors, of Title 12, Zoning Regulations; 13-2-2, Definitions, 13-6B-1 B, Plat Approval Procedure, Condominium and Townhouse Plats, 13-7-2, Definitions, Condominium and Condominium Conversions 13-11-2, Certificate of Dedication and Ownership, Sample Certificates, 13-11-3, Certificate of Dedication for Mortgage Holder or Deed of Trust Holder, Sample Certificates, 13-11-4, Surveyor's Certificate,..Sample Certificates, 13-11-5, Title Certificate, Sample Certificates, 13-11-6, Clerk and Recorder Certificate, Sample Certificates, 13-11-7, Town Council Certificate, Sample Certificates, 13-11-8, Planning and Environmental Certificate, Sample Certificates, 13-11-9, Administrator Certificate, Sample Certificates, 13-11-10, Certificate of Taxes Paid, Sample Certificate, and 13-11-11, Certificate of Ownership, Sample Certificate, of Title 13, Subdivision Regulations; and 14-2 Definitions and 14-10-I, Accessory Structures; Utilities; Service Areas, Design Review Standards and Guidelines of Title 14, Development Standards Handbook, Vail Town Code, for proposed corrections and/or clarifications to the Vail Town Code, and setting forth details in regard thereto. Applicant: Town of Vail Planner: Rachel Friede ACTION: WITHDRAWN 8. Approval of July 11, 2005 minutes MOTION: Viele SECOND: Jewitt VOTE: 5-0-0 9. Information Update 10. Adjournment MOTION: Jewitt SECOND: Gunion VOTE: 4-0-0 (Viele absent) The applications and information about the proposals are available for public inspection during regular office hours at the Town of Vail Community Development Department, 75 South Frontage Road. The public is invited to attend the project orientation and the site visits that precede the public hearing in the Town of Vail Community Development Department. Please call (970) 479-2138 for additional information. Sign language interpretation is available upon request with 24-hour notification. Please call (970) 479-2356, Telephone for the Hearing Impaired, for information. Community Development Department Published July 22, 2005, in the Vail Daily. ~~~~.~ DESIGN REVIEW BOARD AGENDA July 20, 2005 3:00 P.M. PUBLIC MEETING PUBLIC WELCOME PROJECT ORIENTATION /LUNCH -Community Development Department 1. Review of Tamko shake product MEMBERS PRESENT MEMBERS ABSENT Joe Hanlon Pete Dunning (absent following item # 8) Margaret Rogers Lynn Fritzlen (absent following item #14) Sherry Dorward SITE VISITS 1. Breakaway West - 963 Lions Ridge Loop 2. Brooktree Townhomes - 980 Vail View Drive 3. JEC Residence -1386 Buffehr Creek Road 4. Webb Residence - 1813 Lionsridge Loop 5. Peterson Residence - 1969 Circle Drive 6. Schaetzel Residence - 2566 Arosa Drive 7. Dantas Builders, Inc. - 1772, 1778, 1788 Alpine Drive 8. Ptarmigan Townhomes -1975 West Gore Creek Drive 9. Lionshead Arcade Condominiums - 531 East Lionshead Circle 10. Vail Resorts - 616 Lionshead Circle 11. ~ 9 Vail Road - 9 Vail Road 12. Village Inn Condominiums -100 East Meadow Drive 13. Village Inn Plaza - 68 East Meadow Drive 14. Firstbank of Vail -17 Vail Road 15. Vail Chamber Business Association - Vaii Village 16. Tivoloi Lodge -Tamko shake product 17. Lodge Apartment Condominiums -174 East Gore Creek Drive 18. Lodge South Condominiums - 200 Vail Road 19. Musson Residence - 2460 Bald Mountain Road 20. Hess Residence - 1220 Ptarmigan Road 21. Racquet Club Condominiums - 4695 Vail Racquet Club Drive Driver: George 11:OOam 1:OOpm PUBLIC HEARING -TOWN COUNCIL CHAMBERS 3:OOpm 1. Lindsey Residence DRB05-0327 Elisabeth Conceptual review of a residential addition 3947A Lupine Drive/Lot 2A, Block 1, Bighorn Addition 1 Applicant: Doug Lindsey, represented by Sean Garrett Architecture Page 1 Conceptual .review, no vote 2. Webb Residence DRB05-0301 Warren Final review of new construction (new primary/secondary residence) 1813 Lionsridge Loop/Lot 5, Block 3, Lionsridge Filing 3 Applicant: John Webb, represented by Dauphinais Moseley Construction, Inc. ACTION: Tabled to August 3, 2005 MOTION: Hanlon SECOND: Dunning VOTE:5-0-0 3. Vail Chamber Business Association DRB05-0329 Warren Conceptual review,of a proposed amendment to the Vail Village Master Plan 75 South Frontage Road/unplatted Applicant: Vail Chamber Business Association, represented by Kaye Ferry Conceptual review, no vote 4. Vail Resorts DR605-0280 George Final review of new construction (ticket office and loading facilities) 616 Lionshead Circle/Tract C and D, Lionshead Filing 1 and 2 Applicant: Vail Resorts, represented by Bill Kennedy ACTION: Approved MOTION: Hanlon SECOND: Fritzlen VOTE: 5-0-0 CONDITION(S): 5. Vail's Front Door DRB05-0269 George Final review of new construction (skier services building, ski club, thirteen residences, parking and loading facility) 145 & 165 Vail Road/Lots 1 and 2, Millcreek Subdivision Applicant: Jack Hunn, representing Vail Resorts ACTION: Approved with Condition(s) MOTION: Hanlon SECOND: Dorward VOTE: 5-0-0 CONDITION(S): 1. That the applicant submits a comprehensive sign program to the Community Development Department for review and approval prior to the issuance of a temporary certificate of occupancy. 2. That the applicant submits a revised set of plans indicating the placement of stone veneer a minimum of six feet down the inside walls of the access road retaining walls and a more integrated pedestrian/vehicular pavement design for the access drive to the private residences. 3. That the applicant submits a comprehensive lighting plan to the Community Development Department for review and approval prior to applying for a building permit. 6. Schaetzel Residence DRB05-0285 Matt Conceptual review of exterior alterations (exterior materials and windows) 2566 Arosa Drive/Lot 5, Block C, Vail das Schone Filing 1 Applicant: William and Barbara Schaetzel Conceptual review, no vote 7. Village Inn Plaza DR605-0295 Elisabeth Final review of a sign 68 East Meadow Drive #3/Block 5D, Village Inn Plaza Applicant: Vail Village Inn, Inc., represented by Josef Staufer ACTION: Approved MOTION: Hanlon SECOND: Dunning VOTE: 5-0-0 Page 2 8. Musson Residence DRB05-0298 Elisabeth Conceptual review of a residential addition (master suite) 2460 Bald Mountain Road/Lot 20, Block 2, Vail Village Filing 13 Applicant: Paul and Elisa Musso, represented by Mosaic Architects Conceptual review, no vote 9. JEC Residence DR605-0302 Elisabeth Final review of new construction (single family residence) 1386 Buffehr Creek Road/Lot G-2, Briar Patch Subdivision Applicant: Kemil Rizk, represented by Zehren & Associates ACTION: Tabled to August 3, 2005 MOTION: Hanlon SECOND: Durward VOTE:4-0-1 10. Lionshead Arcade Condominium Association DRB05-0303 Warren Final review of a minor alteration (new stairs) 531 East Lionshead Circle/Lot 3, Block 1, Vail Lionshead Fling 1 Applicant: Lionshead Arcade Condominium Association, represented by Fritzlen Pierce Architects ACTION: Approved MOTION: Hanlon SECOND: Dunning ,VOTE: 5-0-0 11. Firstbank of Vail DRB05-0308 gill Final review of a minor alteration (roof overhangs, exterior material changes, landscaping) 17 Vail Road/Lot G, Vail Village Filing 2 Applicant: Firstbank of Vail, represented by Snowdon and Hopkins Architects, PC ACTION: Approved MOTION: Hanlon SECOND: Dunning VOTE: 5-0-0 12. Lodge Apartment Condominiums DR605-0307 Warren Final review of a minor alteration (streetscape improvements) 174 East Gore Creek Drive/Lot A, Lodge Apartment Condominiums Applicant: Lodge Apartment Condominium Association ACTION: Approved with Condition(s) MOTION: Fritzlen SECOND: Durward VOTE: 4-0-1 . CONDITION(S): 1. The applicant shall return for approval of the arch design which is proposed to be located at the eastern end of the Lodge at Vail. 2. The applicant shall incorporate iron rings, reminiscent of old hitching posts, into the stone bollards. 3. The approval of the streetscape improvements does not include any approvals for menu boards or signage. 13. Hess Residence DRB05-0344 Warren Final review of a minor alteration (living room addition and revised entry) 1220 Ptarmigan Road/Lot 2, Block 8, Vail Village Filing 7 Applicant: Ronnie and Donald Hess, represented by Nedbo Construction ACTION: Tabled to August 3, .2005 MOTION: Hanlon SECOND: Fritzlen VOTE: 4-0-1 14. Lodge South Condominiums DRB05-0306 Bill Page 3 Conceptual review of a residential addition (major exterior alterations) 200 Vail Road/Lot 2, Lodge Subdivision Applicant: Lodge South Condominium Association, represented by Mauriello Planning Group, LLC Conceptual review, no vote 15. Dantas Residence DR605-0299 Elisabeth Final review of new construction (single family residence) 1788 Alpine Drive/Lot 12, Vail Village West Filing 1 Applicant: Dantas Builders, represented by Michael Pukas ACTION: Approved with Condition(s) MOTION: Hanlon SECOND: Rogers VOTE: 3-0-2 CONDITION(S): 1. Prior to Community Development approval of the building permit plans for Lot 12, the applicant shall ensure that the access easement agreement is recorded with Eagle County. 2. Prior to Community Development acceptance of the building permit plans, the applicant shall submit to the Town of Vail professionally-engineered and stamped drawings of all walls on the site that are proposed to be greater than four feet in height. 3. Prior to Community Development acceptance of the building permit plans, the applicant shall submit CDOT or professionally-engineered designs of the guardrail. 4. The applicant shall appear before the Design Review Board on August 3, 2005 with a landscaping plan reflecting the addition of appropriately irrigated landscaping between the retaining wall benches bridging lots 11 and 12. 16. Racquet Club Condominiums DR605-0237 Matt Final review of a minor alteration (revised landscape plan) 4695 Vail Racquet Club Drive/Lot 1, Vail Racquet Club Condominiums Applicant: .Racquet Club Owners Association, represented by John Russell ACTION: Tabled to August 3, 2005 MOTION: Hanlon SECOND: Dorward VOTE: 5-0-0 17. Village Inn Condominiums DRB05-0281 Bill Final review of a minor alteration (re-roof) 100 East Meadow Drive/Lot O, Block 5D, Vail Village Filing 1 Applicant: Village Inn Condominium Association, represented by Red Eagle Construction ACTION: Tabled to August 3, 2005 MOTION: Hanlon SECOND: Fritzlen VOTE: 5-0-0 18. Brooktree Townhomes DR605-0314 Elisabeth Final review of a minor alteration (re-roof) 980 Vail View Drive/Block B, Lion's Ridge Filing 1 Applicant: Brooktree Townhome Association, represented by TNT Specialty Constructors, Inc. ACTION: Approved with Condition(s) MOTION: HANLON SECOND: DUNNING VOTE: 5-0-0 CONDITION(S): 1. At the time of construction, the applicant shall cover the proposed black EPDM roofing material with a natural rock ballast. Page 4 9. Breakaway West DR605-0340 Bill Final review. of a minor alteration (new siding) 963 Lions Ridge Loop/Lot 63, Block B, Lions Ridge Filing 1 Applicant: Breakaway West Association, represented by Thomas Brunn ACTION: Tabled to August 3, 2005 MOTION: Hanlon SECOND: Doward VOTE: 3-0-2 20.9 Vail Road DRB05-0325 Elisabeth Conceptual review of a minor alteration (landscaping, exterior material change) 9 Vail Road/Lot A, Vail Village Filing.2 Applicant: 9 Vail Road Homeowners Association, represented by RAL Architects Conceptual review, no vote 21. Ptarmigan Townhomes DR605-0332 Elisabeth Final review of a minor alteration (dead tree removal) 1975 West Gore Creek Drive/Lot 1, Vail Village West Filing 1 Applicant: Ptarmigan Townhome Association, represented by Calvin Beck ACTION: Approved with Condition(s) MOTION: HANLON SECOND: DUNNING VOTE: 5-0-0 CONDITION(S): 1. Prior to October 15, 2005, the applicant shall replace the dead aspen tree at the north side of the parking lot adjacent to Unit 5 with one new aspen tree of a three inch (3") caliper or greater size in the same location. 22. Peterson Residence DRB05-0203 Final review of a minor alteration (re-roof) 1969 Circle Drive/Lot 30, Buffehr Creek Subdivision Applicant: Richard Peterson ACTION: Tabled to August 3, 2005 MOTION: Hanlon SECOND: Dorward Staff Approvals McHenry Residence DRB05-0273 Final review of a minor alteration (landscaping) 1483 Aspen Grove Lane/Lot 1, Ridge at Vail Applicant: Rick McHenry Swearingen Residence DR605-0319 Final review of a minor alteration (repaint) 5030 Prima Court/Block 0565, Sundial Subdivision Phase I Applicant: Robert Swearingen Kronenberg Residence DR605-0337 Final review of change to approved plans (deck addition) 1418 Lions Ridge Loop, Unit 5/Lot 5D, Vail Point Townhomes Applicant: Michael and Jennifer Kronenberg VOTE:. 3-0-2 Fischer Residence DRB05-0336 Final review of change to approved plans (master bedroom and bath addition) 4315 Bighorn Road/Lot 6, Block 3, Bighorn Subdivision Elisabeth Matt Elisabeth Warren Bill Page 5 Applicant: Steve Fischer, represented by John G. Martin Reiss Residence DR605-0322 Final review of a residential addition (living room addition) 63 Willow Place, Unit 3/Lot 43, Block 6, Vail Village Filing 1 Applicant: The Richard and Bonnie Reiss Trust, represented by K.H. Webb Bridge Street Associates, LLC DRB05-0335 Final review of change to approved plans (landscaping) 303 Gore Creek Drive/Lot 7, Block 5, Vail Village Filing 1 Applicant: Shepherd Resources, Inc. Poncher Residence DRB05-0309 Final review of a minor alteration (deck repair) 4298 Nugget Lane/Lot 1, Bighorn Estates Subdivision Applicant: Poncher Family Trust, represented by Cohen Construction, Inc. Cagle Residence DR605-0334 Final review of a minor alteration (deck extension) 1517 Vail Valley Drive, Unit 2/Lot 12, Block 3, Vail Valley Subdivision Applicant: Reed and Donna Cagle, represented by Crossing Jordan Development Inc. Gore Creek Place LLC DRB05-0347 Final review of change to approved plans (window changes and landscaping changes) 825 West Forest Road/Lot 3, West Day Lot Subdivision Applicant: Gore Creek Place LLC, represented by Todd Goulding Purchase Residence DRB05-0315 Final review of change to approved plans (new window) 1310 Greenhill Court, Lot 7, Glen Lyon Subdivision Applicant: John and Laura Purchase, represented by Mike Lauterbach Vail Mountain Operations Office DR605-0345 Final review of a minor alteration (new air conditioning units) 450 Lionshead Circle/Block 1, Vail Village Filing 1 Applicant: Michael Hecht, represented by Vail Resorts Development Company Burrow Residence DRB05-0098 Final review of a residential addition (living room addition and garage expansion) 3967 Lupine Drive/Lot 1B, Block 1, Bighorn Subdivision Applicant: William Burrow, represented by Morter Architects Massa Residence DRB05-0317 Final review of change to approved plans (dormer modifications) 400 East Meadow Drive, Unit 7/Lot 5D, Vail Village Filing 1 Applicant: Jorge Massa, represented by Michael Suman Rojas Residence DRB05-0318 Final review of change to approved plans (deck enclosure) 400 East Meadow Drive, Unit 6/Lot 5D, Vail Village Filing 1 Applicant: Enrique Rojas, represented by Michael Suman Bill Bill Elisabeth Elisabeth Warren Matt George Warren Matt Matt Page 6 Vail Service Stations LLC DRB05-0316 Final review of a minor alteration (landscaping changes) 2154 South Frontage Road/Unplatted Applicant: Mary Caster Bill Dantas Builders, Inc. DRB05-0323 Elisabeth Final review of a minor alteration (driveway and excavation) 1772, 1778, 1788 Alpine Drive/Lots 10, 11, 12, Vail Village West Filing 1 Applicant: Dantas Builders, Inc. The applications and information about the proposals are available for public inspection during regular office hours in the project planner's office, located at the Town of Vail Community Development Department, 75 South Frontage Road. Please call 479-2138 for information. Sign language interpretation available upon request with 24 hour notification. Please call 479-2356, Telephone for the Hearing Impaired, for information. Page 7 August 2, 2005 Mr. Cal Wettstein District Ranger White River National Forest Post Office Box 190 Minturn, CO 81645 Re: Proposed West Lionshead Lift Dear Cal, °RgFT t TOWN OF VAIL Town Manager The Town of Vail appreciates the opportunity to review the West Lionshead Lift. We have had the opportunity to meet with representatives of Vail Resorts to review this proposal. The Town has not at this time received an application for the lift from. Vail Resorts, which is required under the Town's zoning code. Therefore, we do not have a formal position on this application. However, we would like to reserve the right to review the draft Environmental Assessment for the project. In addition we would request that the Environmental Assessment fully analyze the following issues: • Vehicular circulation and traffic impacts associated with the lift including any impacts to the level of service on Vail's roads (Including the Frontage Road). • Pedestrian access to the lift, • Safety issues associated with the proposed lift, • Transit needs and requirements for a new lift in this location, and • Additional parking for a new lift. As you know, the Town currently has a parking deficit on atypical Friday and Saturday in the ski season. • Any impact associated from the proposed lift to the areas natural and man made carrying capacity, and • Changes in portal usage for Vail Mountain as a whole as the result of this lift, Other issues that the Town would evaluate which may or may not be the purview of an environmental assessment includes how this proposal will affect existing retail areas in the Town and any other economic issues associated with the lift. Also the Town would be interested in how this proposal will potentially generate additional development in West Lionshead. We would respectfully request that the above mentioned issues be evaluated in the Environmental Assessment and we would look forward to commenting on that Assessment once it is available for our review. If you have any questions regarding our comments please contact myself at 479-2106. 7S South Frontage Road • Uail, Colorado 81657 • 970-479-2106 /FAX 970-479-2157 • www. vailgov. com ~~~ RECYCLED PAPER Sincerely, Stan Zemler Town Manager x.c. Town Council Matt Mire Russell Forrest VAIL LOCAL MARKETING DISTRICT (VLMD) 3:50 P.M., TUESDAY, AUGUST 2, 2005 VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 NOTE: Times of items are approximate, subject to change, and cannot be.relied upon to determine at what time Council will consider an item. 1. ITEMITOPIC: A recap of the 2004 VLMD audit. 2. ITEMITOPIC: Amid-summer update on results to date for the 2005 Think Summer. Think Vail. Marketing campaign. Sign language interpretation available upon request with 24-hour notification. Please call 479-2106 voice or 479 2356 TDD for information. Think Summer. Think Vail. Vail Local Marketing District 2005 Year-to-Date Results August 2, 2005 C~~E Think Summer. Think Vail. 12005 VLMD Highlighted Results 1. Public Relations 5. Partnerships 2. Group Sales 6. Media 3. Direct Mail / Email 7, Agency 4. Website 1 Think Summer. Think Vail. Public Relations \ ^ New York Media Event -80 media contacts. Placements included Newsweek, Vanity Fair, Arthur Frommer's Budget Travel, NG Adventure and more. ^ Front Range Media Event -50 media contacts. Placements have included the Denver Post, Rocky Mountain News, 5280, Rocky Mountain Sports as well as several broadcast features. ^ Winter Cross-Sell -Men's Journal, Vanity Fair, Endless Vacation, Outside and more in coordination with Vail Resorts. p Think Summer. Think Vail. Public Relations (cont.) \ ^ In-Market Texas -18 media contacts. Placements in Dallas Morning Indians. ^ In-Market Chicago - 25 media contacts. Placements in Elite Magazine, Chicago Parent, Chicago Tribune, North Shore. ^ Summer Media Hosting - 63 media hosted as of July 26 ^ Press Releases 8~ Tipsheets -Monthly beginning in April 2 Think Summer. Think Vail. Peeples Ink Revitalization Campaign Results ^ 11 Front Range media placements as of July 26. - 3 Rocky Mountain News stories - 3 KCNC-N4 segments - 3 Denver Post stories - 1 KDVR FOX 31 segment - 1 KMGH N-7 segment ;. Think Summer. Think Vail. Summer Guest Intercept Survey Results What impact has the construction had on your visit to Vail? 30.1% .? ~_ 57.5% ~ ~- 1.8% 10.5% No Effect 313 ~® Slight Effect 157 ~ Moderate Effect to ®Major Effect ~.. n=544 3 Think Summer. Think Vail. Group Sales 2004 (YTD) Groups Booked 40 Revenue Booked $608,570 Room Nights Booked 4008 2005 (YTD) Change from 2004 48 > 8 $898,275 > $289,705 3409 < 599 .. Think Summer. Think Vail. Group Sales Direct Sales, Trade Shows and Customer Events ^ Travel Year to Date: . - San Diego, Washington DC (3), Denver (2), Chicago (2), Kansas City, Houston, Dallas (2), Miami ^ Target Group markets: - National Corporate, National Association, State/Regional Association and Corporate, Insurance, Financial and Incentive 4 Think Summer. Think Vail. Group Sales Educational Trips - 12 key meeting planners to Vail, including: Medical Conference Management, McLean Events, ADT Security, Rothgerber, Johnson & Lyons, TV Guide, Location Research Analysts, Meeting Connections, The Hutton Group, Cobe Cardiovascular, Nat'I Assn. of Personal Finance Advisors ^ Future - September 2005 10-12 planners targeted from Washington, D.C. Cooperative partnership with the Hyland Group- lead generator e ~a Think Summer. Think Vail. Group Sales Public Relations ^ Placement - Plan Your meetings, Meeting Source.com, The Meeting Professional, Corporate & Incentive Travel, Successful Meetings, Forum, Meetings West, Insurance Conference Planner, Colorado Biz, Meetings & Conventions, Vail Daily 5 Think Summer. Think Vail. Direct Mail / E-mail ^ Fulfillment - 2,279 Guides fulfilled through June ^ Direct Mail - Co-op: 29,000 postcards delivered on May 21 with 8 properties participating. Next Direct Mail scheduled for August 5. - DSO: 24,000 pieces mailed - 1.01% response rate ^ Email - 115,000 emails sent so far - 5 email blasts to Front Range-26.5% open rate; 0.62% click-through - 5 email blasts to Destination-20.1 % open rate; 0.53% click-through - 2 DSO emails to entire database-results TBD - 1 Rochester Philharmonic email to entire database-results TBD Think Summer. Think Vail. Direct Mail / E-mail ^ E-Leads ~Me~3c is p ace wi • comcast.net in Dallas • chicagotribune.com • colorado.com • Mountaingetaway.com - 2,625 leads (email sign-ups) generated to date .T 6 Think Summer. Think Vail. E-mail Esape to Yail uit6 Your Aa14s Sy..pbry Orxkstra anti 8tF - 18tA, 2oor N. F.R i+. Sanno TM ea4Ne b a.4:5y~Nl~ewr ArM1er've M1irt~r,! ~~I ieSY.OC ac paroo,.ML nicn: •. Kant bOpep cirY.Mtrt.ltr..rs w,nBVdic) •MUUreinvA nmtwtMio. NaniYrc avWK ta'. Dn~ .b p.rlxmsvs e!Te uSa [, tlK hwv:u! 4v,e 4 WL 4vln.we .N.I: Mmrl.n mbK oewgrcY,W Yuen n:"-Muter u.n a tert.x K..eyC.oa.~.u,wby. 0.r ..+....ti..r s :.(x.rt:, C111 ' 800-BOI-9718 uet S'! ^V~1~. .;rit M+w.t6i.,tvailso. Y ,t y ~: _ ~!~~ Think Summer. Think Vail. E-mail Think Summer. ThinkYail. _.. -_, 'wa ~~ 1 s ~v ~"btt. .......a~. hw3~ wW»+~mnmv.e.Y.~m-Me..dDk.wmnM WM1CiM,I arm.auimE wm mw MM Mva K~o m,:mk. .ivimmui m, •R-~ ack..OUiK W mm~ Y bvYwK. ex rareK.Twr>eov. & a6 nnybvm Oe G.+~ sm'vem..w was M,.w nv.M, tlK aRevx yr.....n ~emum am.xtm - . an uke M.rt a We6aYirAOrom NKM: ia'eaY rYn; rlwnMOniagl~.Mtl..dvn~i.e,M urvmteb~MAVq b,l eMd'Jau.'L:aF~M.au~w npxy b4u.. ~?r•~rtJ.nia.:er,ro o.n e.a9.-nTM.+~a~.rsmsu,Mc t.a ew.r.0...i.prr.mw. ne m.ia wT tsn-.ie..+, .+:a ti,d.e.~ ...MO.ao,M~.r' a. mw ..,:y,r<eNra - a,a~tn~aw.xts~ea»,~y^a-!W-n~.9mou's+a,...h j,.;,....n~, trio icr 4o io F'u1~ ~tih :ivx to .ii:..°. !'..}u`.":..m<. ir._ tle. ny... .......................... . Oi¢, kn in Inekyaw Yul Mxutior..t~ay~ ~ un 8o0,80t-9718 ¢act 26 ~Val~ -o..,~,,.,, , ^ ~. 7 Think Summer. Think Vail. E-mail 'Think Summer. Think ~._,.~..~.,...~e..e..o:~ ,ham ~~~~d,~~.~ ~~ ~~.~~~ ~e _<.~~., w-uq- $00-BOI-918 e~rtq l7 ,%Ya~~~ r Think Summer. Think Vail. Direct Mail .~ a ~'- ~~ ~ _-~ T ~, .~ ~~ ~, µ.,~ RacquetClub ~- ~~ `~ ~` _ ~. I ~ r r_~ ~~ ~~ ~-- . , _~ . -~ .; _ l x ,~ ~ ~~~ 8 Think Summer. Think Vail. Banner Ads ~ r~~ ~ ~ ~ :~ L F ---- _-- T~ ~ ~ ~ + ~~ W t,~ ~yT~~ii >, ,~~ _ `~ ~~ ~ . Think Summer. Think Vail. Website & Search Engine Marketing ^Increased site visits - up 46% YTD over 2004 ^Increased email sign ups ^Increased click throughs to partner sites ^Increased lodging bookings through call center 8~ online ^Increased page views ^lntegrated events focus into site and email marketing `tt 9 Think Summer. Think Vail. Website & Search Engine Marketing ThinkVail.com Visit Stats YTD July 27, 2005 _ 2005 ` _. 2004 { 2004 05 ' .Site Visas Site Visits ~ Change_~ `Jan ? 25,897.'.._ 14,570'; _ .. _ . _. 77 7% '.Feb ~ 25,754_' ' 13,012 97 9%~ Mar _ ~29,249~ ~ ~~1~4,766E 98.1% ,Apr 27,120 ' 16,435t` 65 0%! 'May i __ 37 019 ~ 24,152 53 3% t _._...__. _. 'June ... ,_. _. ~ 44,958 .., _,... 47,761 _._ 5 9%j 'July 48,740 ..__ __ 32,811 _...._ 48 5%! -i ;.Average .. ~ 34,105 ' . 23,358 . TOTALS ~, ~V~272,842 186 865 µ ~ _.._46 0%f 1~ .: , r -~ ~ . ~ ~c ~~_.._.. _,_... ..._...~, _~...-,~_.. Think Summer. '! Think Vail. ` : I Esc is 4a ~°'- ~ TMnk Summer ih)nk Vail. I ~~ ~~ ""~41r ~ ~ .c i ) . -~~{ :` yo1. rE tY.mk:rq obPUt a or. ~ .. %e you o 41GN £ ~ ' 1 r•: ,7 _• F.nr/f eI': n=N IE:c n} o%,Il'FR e. ~f. -Ind ~ L`. ~.:.I fa.a ~ I ~ y 0 1 -d ^. a':C SUnn} ! Y rt :3; 1 _ i '. , ff r I) II: 4F rIX tt: SPO OU W'^`" J ~ Ir~sx~~. ~F~Z~is+` ~ _fJl~ CI "(U~ L Cue_, OU~'d'J J. Cc'~}e: an .`". i3 SMt! 4H :~~a_.~..'~ _.__...._. ___ Eeyono 1)e ealaae curtair a><a~ . I ~yoursel` ~a:ne Che oan~ u^ t: '~e.,mcun[amtc. ~ '! .L. ~ 9 ~. ~t4 ~canhlil an a ~ . -t- r 61eE R[oun[aln t,:.-c or i " y ' +~ ' .o)..,,.E, ;, ~.. wllde:n_.. IHn..H redl~'.ra6e : wl... .,. . vou. ~ ~ ''~_ , c a ~2F ,,.1 1 n .z Fort. e s . In9 c}~ II ^r=. II ~ 4.~~5 i ;} a ors ~ cell coupes u nc er and _ ~ s- ~ ~ :[I _ ' .; strz_nis :o u~ECCSe •!um '~'i `J_ a ~ p-:; xaa~^7 T~` [ ¢I. ~ ''"I~ -.I so:-^ur -- as rc NZakai7c~c vr! t: day! FlrVai4 10 Think Summer. Think Vail. Website & Search En ine Marketin TOP TEN PAGES VISITED (excluding home pa e 1. Recreation 2. Performing Arts 3. Lodging 4. Lodging Packages 5. Dining 6. Shopping 7. Gondola 8. Photo Gallery 9. Getting Here 10. Rafting <: Think Summer. Think Vail. '..Central Reservations -Statistics ~an~c~oiume - 721 Calls (56% of 2004 year-end total) ^ Reservations Booked - 133 (115% of 2004 year-end total) ^ Room Nights Booked - 316 (106% of 2004 year-end total) ^ Online Reservations Booked - 42 (117% of 2004 year-end total) - 32% of reservations were booked online ^ Gross Revenue Booked ~ - $57,842 (87% of 2004 year-end total) ~~ 11 Think Summer. Think Vail. Partnerships Dallas Symphony Orchestra @ Meyerson Center, Dallas ^ On-Site: Supporting Sponsor of the DSO Summer Concert Series - On-site presence at four concerts - Vail fly fishing lessons prior to each performance - Vail golf swing clinics prior to each performance - Fly Vail boarding passes handed out by ushers :~ Think Summer. Think Vail. Partnerships ^ Marketing Support - Co-branded direct mail asking patrons to join the DSO in Vail this summer - Inclusion in 7,000 contacts in DSO membership drive. New donors received a Vail travel incentive - 900 Vail Summer postcards were sent to top Dallas patrons from DSO musicians while they were performing in Vail i/ail 12 Think Summer. Think Vail. Partnerships Continued ^ Entercom Radio lodging package and events calendar promotion - Bolder Boulder: Partnership with Volkswagen to promote Summer Adventure package to 40,000 people at the race expo - CU Sponsor at the Millennium Hotel. On-site for all six home football games advertising fall packages - Oktoberfest On-Air Radio Promos ~~`'~ ~~~ Think Summer. Think Vail. Media Television :30 second spot -Denver and Dallas ^ Front Range, Denver - May 16th to September 4th - 8 weeks purchased - 8 weeks bonused - Estimated 73% reach/5.8 frequency of adults 35+ with HHI $100K+ ^ Dallas - May 2"d to August 21St - 8 weeks purchased - 8 weeks bonused - Estimated 82% reach/7.1 frequency of adults 35+ with HHI $100K+ s. 13 Think Summer. Think Vail. Media OUTDOOR -14' x 48' bulletins with extensions ^ Denver j - May through August -18 weeks - 8 locations. Average Daily Exposure 45,592 - Target Adults 35+ with HHI $100K+ ~ ^ Dallas - May through July - 14 weeks - 6 locations. Average Daily Exposure 80,667 - Target Adults 35+ with HHI $100K+ ^ PRINT - Co-op advertisement in Colorado State Vacation Guide •T Think Summer. Think Vail. Agency Review ^ 2005 Summer Lure Piece - Distribution-The majority of pieces have been distributed with the remaining amount to be fulfilled by August 5, 2005. ^ Based on the findings from the 2004 Longwoods study, Hill 8: Co completed the following changes to the Think Summer, Think Vail campaign: - 1. Completed edits to the 2003 television commercial - 2. Redesigned billboards with new cut-out format ~\~ 14 Think Summer. Think Vail. A_gency Review ^ Billboard Dallas ,~ _ :,~ '' SIT Think Summer. Think Vail. Agency Review ^ Billboard Denver ~..~. _. q _ ~` _ _. ~. 15 r Think Summer. Think Vail. Agency Review ^ Billboard Denver • ~r Think Summer. Think Vail. Agency Review ^ Billboard Denver ~; «z ~; T ~~ ~ '~ 16 r Think Summer. Think Vail. j Agency Review 2005 Summer Lure Piece ~,-- , • ..-d 17 Think Summer. Think Vail. C~le~ Tw ^ May Sales Tax - Overall up 10.95% over 2004 - Lodging tax up 8.1 % over 2004 ^ June Sales Tax - Overall up 10.16% over 2004 - Lodging tax N/A Think Summer. Think Vail. VLMDAC Next Steps ^ Begin 2006 planning-provide budget recommendation and marketing plan to VLMD in September ^ Review results in November ^ Finalize 2006 budget and strategic plan-present in December 18 Think Summer. Think Vail. Memo To: Vail Local Marketing District From: Vail Local Marketing District Advisory Council CC: Pam Brandmeyer, Judy Camp, Gina Bentz Date: 7/26/05 Re: Vail Local Marketing District 2004 Overspend '~v~il. Attached to this memo you will find a copy of the audited 2004 Vail Local Marketing District Profit Loss Budget vs. Actual statement. This memo will clarify several of the line item budget variances in the statement. Line item 7011 Partnership - $91,976 over budget The Partnership line item includes strategic alliances negotiated by the VLMDAC's vendors. In April of 2004, the VLMDAC was presented with an opportunity to partner with the Dallas Symphony Orchestra to promote Vail Summer. The partnership included direct mail and email to the DSO patron list as well as on-sight advertising and guerilla marketing tactics in Dallas. This alignment was negotiated by its Partnership vendor, Untraditional Marketing (UM). UM invoiced the VLMD for all aspects of the integrated promotion (except for direct mail) and thus the Partnership line item was well over budget. The overspend was covered by surpluses in the budget categories that the DSO promotion included: 0 6301 Destination $31,840 0 6304 Public Relations $10,207 0 6316 Events $50,000 The DSO partnership generated considerable traffic to the Vail Summer website and phone numbers, and resulted in a significant number of travel packages booked. Under Total Expense, the VLMD spent $32,110 over budgeted expenses. This overspend was the result of several factors: 0 6303.11 Familiarization Trips $5,750 over budget This overage occurred in November when the Colorado Governor's Conference on Tourism hosted several hundred more attendees than anticipated. The VLMD hosted the opening reception and incurred more expenses than budgeted. The invoice for the reception was not received until 2005. 0 6311 Database 8~ Direct Mail $10,332 over budget This overage was the result of the incremental direct mail program generated for the DSO patrons. -over- 0 6313 Advertising Production $8,922 over budget This expense occurred in April, when the VLMD created a new 30-second commercial for Vail Summer. Production costs went over budget when numerous changes were requested in response to Longwoods strategic research recommendations. o Accruals $7,500 The TOV auditors forced the VLMD to reclassify over $7,500 in 2005 prepaid expenses back into the 2004 budget. Clearly, the VLMD needs to forecast expenses to prevent any future overspend. The VLMDAC was under the impression that the TOV auditors had advised against any further amendments to the VLMD budget after the first quarter. This misunderstanding has been resolved. Moving forward, the VLMDAC will review budget versus actual statements at every meeting and will work more closely with the TOV finance department to conduct regularly scheduled budget projections to effectively manage expenses. If any. major variances occur in the budget, the VLMDAC will alert the VLMD in a timely fashion. Vail Local Marketing District Profit Loss Budget VS Actual Income 310 Lodging Tax 313 Other Income 399 Interest Income Total Income Expense 6301 Destination 6301.01 Advertising 6301.09 Partnerships Total Destination 6302 Front Range 6302.06 Advertising 6302.07 Partnerships Total Front Range 6303 Groups and Meetings 6303.01 Print Advertising 6303.03 Marketing Services 6303.04 Travel/Tradeshows 6303.05 Memberships 6303.07 Collateral 6303.09 Database/Postcard Program 6303.11 Familiarization Trips 6303.15 Public Relations 6303.17 Direct Sales/Telemarketing Total Groups and Meetings 6304 Public Relations 6305 Fulfillment 6306 Photography 6307 Research 6310 Admin Miscellaneous 6311 Database Mgmt ~ Direct Mail 6313 Advertising Production 6314 Collateral 6315 Web 8~ Email Marketing 6316 Events 6400 Contingency Emergency 6317 Cross Sell Total Marketing Programs 7000 Professional Fees Amended Audited Over 2004 2004 (Under) % of Budget Actuals Budget Budget 1,488,000 1,555,305 67,305 104.5% - 7,628 7,628 - 3,290 3,290 1,488,000 1,566,223 78,223 105.3% 123,000 91,160 (31,840) 74.1% 123,000 91,160 (31,840) 74.1% 184,000 184,645 645 100.4% 184,000 184,645 645 100.4% 95,000 100,468 5,468 105.8% 36,000 36,182 182 100.5% 95,000 95,153 153 100.2% 7,000 6,665 (335) 95.2% 40,000 40,972 972 102.4% 45,000 50,750 5,750 112.8% 10,000 10,028 28 100.3% 328,000 340,218 12,218 103.7% 64,000 53,793 (10,207) 84.1 15,000 9,173 (5,827) 61.2% 33,500 26,200 (7,300) 78.2% 76,000 81,075 5,075 106.7% 3,000 5,345 2,345 178.2% 70,000 80,332 10,332 114.8% 45,000 53,922 8,922 119.8% 35,000 31,000 (4,000) 88.6% 57,000 54,950 (2,050) 96.4°/a 80,000 30,000 (50,000) 37.5% 43,000 37,960 (5,040) 88.3% 521,500 463,750 (57,750) 88.9% -1- Vail Local Marketing District Profit Loss Budget VS Actual 7001 Legal and Accounting 18,000 18,497 497 102.8% 7003 Advertising Agent Fees 84,000 86,500 2,500 103.0% 7004 Media Agency Fees 20,000 20,000 - 100.0% 7007 Marketing Coordination-WCTB 104,000 108,872 4,872 104.7% 7008 Public Relations-Professional Fees 100,000 100,002 2 100.0% 7009 Web Site 43,000 46,990 3,990 109.3% 7011 Partnership 25,500 117,476 91,976 460.7% 7010 Strategic Advisory Planning 20,000 20,000 - 100.0% 7012 Air Service - 5,000 5,000 Total Professional Fees 414,500 523,337 108,837 126.3% Total Expense 1,571,000 1,603,110 32,110 102.0% Surplus (Deficit) (83,000) (36,887) 46,113 44.4% Beginning Fund Balance 525,786 525,786 Ending Fund Balance • 442,786 488,899 Includes TOV Capital Contribution of 237,000 -2-