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Home My WebLink About2013-02-26 Agenda and Support Documentation Special SessionVAIL TOWN COUNCIL SPECIAL MEETING AGENDA VAIL TOWN COUNCIL CHAMBERS 75 S. Frontage Road W. Vail, CO 81657 8:00 A.M., FEBRUARY 26, 2013 NOTE: Times of items are approximate, subject to change, and cannot be relied upon to determine at what time Council will consider an item. Public comments on work session item may be solicited by the Town Council 1. ITEM/TOPIC: CONTINUANCE OF TOWN COUNCIL RETREAT FROM JANUARY 8, 2013 MEETING, TO BE HELD AT THE GRAND VIEW. (Breakfast will be served at 8:00 a.m.) (240 min.) PRESENTER(S): Rick Smith, Facilitator and Town Council ACTION REQUESTED OF COUNCIL: 1) Revisit operating agreements. 2) Continued discussion on Council Contributions: *Criteria *Categories 3) Continued discussion re: services and funding: *Who qualifies *Why would the town fund 4) Other issues. 2. ITEM/TOPIC: Adjournment (12:00 p.m.) 2/26/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: February 26, 2013 ITEM/TOPIC: CONTINUANCE OF TOWN COUNCIL RETREAT FROM JANUARY 8, 2013 MEETING, TO BE HELD AT THE GRAND VIEW. (Breakfast will be served at 8:00 a.m.) PRESENTER(S): Rick Smith, Facilitator and Town Council ACTION REQUESTED OF COUNCIL: 1) Revisit operating agreements. 2) Continued discussion on Council Contributions: *Criteria *Categories 3) Continued discussion re: services and funding: *Who qualifies *Why would the town fund 4) Other issues. ATTACHMENTS: Working Council Agenda Notes from Council Retreat 010813 Contribution Funding 2/26/2013 COUNCIL RETREAT AGENDA FEBRUARY 26, 2013 THE GRAND VIEW I. REVISIT OPERATING AGREEMENTS FROM JANUARY 8,2013 RETREAT II. CONTINUED DISCUSSION ON COUNCIL CONTRIBUTIONS 1. Review Resolution No.5, Series of 2002, A Resolution Providing a Non Exclusive List of Qualifying Cultural Events in Accordance with Ordinance No. 18, Series of 2002 (Commission on Special Events) 2. Discuss categories and criteria currently used by staff for making recommendations for funding. III. CONTINUE DISCUSSION ABOUT ROLE OF TOWN GOVERNMENT IN FUNDING SERVIES PROVIDED BY NOT FOR PROFIT ORGANIZATIONS IV. OTHER TOPICS 1 - 1 - 1 2/26/2013 RESOLUTION NO. & Series of 2002 A RESOLUTION PROVIDING A NON·EXCLUSIVE LIST OF QUALIFYING CULTURAL EVENTS IN ACCORDANCE WITH ORDINANCE NO. 18, SERIES OF 2002 (COMMISSION ON SPECIAL EVENTSI. WHEREAS, Ordinance No. 18. Series of 2002 (Commission On Special Events). requires that the Town Council establish, by resolution, a non-exclusive list of Qualifying Cultural Events; and WHEREAS. a Qualifying Cultural Event Is defined as "s function whose primary purpose is cultural in nature rather than economic.· These events are typically, but not necessarily. held in a performing arts venue such as Ford Amphitheater or Dobson Arena. NOW THEREFORE. be It resolved by theTown Council of the Town of Vail. Colorado: 1. The following shall represent a non-exclusive list of Qualifying Cultural Events, in accordance with Ordinance No. 18, Series of 2002 (Commission On Special . Events): • BRAVOl Vail Valley Music Festival • Vall Jazz Festival (Labor Day Event) • Vaillntematlonal Dance Festival • Skating Club of Vail I 8 Days at Dobson • Hot Summer Nights • Street Beal 2. Nothing In this Resolution No.5, Series of 2002. shall prevent the Town Council, at its sole discretion, from adding or deleting events from the list above. 3. ThIs resolution shall take effect Immediately upon its passage. lUdWlgKU Mayor Resolution No. Ii 1 - 1 - 2 2/26/2013 To: Town Council From: Stan Zemler Date: February 26, 2013 Subject: Notes from Council retreat 1/8/2013 I. OPERATING AGREEMENTS 1. “Matters from Council” we can do better- can we separate discussions between updates and requests for action that the “rule of 4" applies to? 2. Council should not direct staff - should always work through the Manager. Following the chain of command works well. 3. We can produce better summaries of outcomes of votes and discussions, from both the Mayor and Manager the responsible party; where and when appropriate. 4. Be thoughtful about interrupting one another; make sure conversations are allowed to be completed. Be aware of the north end of table. Other issues: Council believes they are working well together. Sometimes too much micro management. Sometimes too much criticism of staff. Do we use/need council voice mail? Town of Vail jackets? Some members yet to receive one. II. WORK PLAN DISCUSSIONS Overall a very good year with a lot accomplished. - Doing well on economic vitality- it's where we have focused. - Stalled Timber Ridge redevelopment, hospital/town hall and Golf Course Club House. Still may happen. Good progress on Timber Ridge financing. We’re falling short on education; i.e. Living at Your Peak/Energy Forum, etc. How do we get it going? What process do we use? Do we need a physical facility? Engage in smaller forums to discuss possible projects? Can be event...i.e.; Lech program. 1 - 2 - 1 2/26/2013 Town of Vail Page 2 ACTION: FOLLOW UP WITH COUNCIL a discussion about how to proceed. ADD to 2013 work program. III. GROW A BALANCED COMMUNITY - Housing authority response to council input. Action: GET BACK TO COUNCIL - Continue to explore the role of Red Sandstone Elementary School (in the future, long term role of RSES, perhaps yes not limited to magnet)?-get some outside help to figure out what more can we do. ACTION: FOLLOW UP work session with council in 2013. Develop future leadership.....MOVE INTO Balanced Community - Why aren't we streaming PEC/DRB? - Create youth advisory council? - Add some social gatherings for citizens? ACTION: Staff review this area make some recommendations ADD TO WORK SESSION IV. IMPROVE QUALITY OF EXPERIENCE - Integrate into capital plan what was done - did we follow up on Vail Local Marketing District recommendations? - Role of council committees not always working, i.e.; “way finding.” Action: Staff/Council Discussion to create expectations. - Add Work Session: COUNCIL UPDATE - focus on updates of projects: Council feels somewhat left out. We are doing a lot but can be more effective at communicating back. Use council when appropriate; otherwise, sub-committees or committees with council members cause confusion. V. COUNCIL CONTRIBUTIONS Current process for allocations is “dated.” Iconic events- ACTION: FUTURE COUNCIL DISCUSSION (scheduled for February 26th) For discussion: -Criteria development - Who’s protected or not? Who administers process, Council, CSE? 3 Areas: Events Services Brand building/education/intellectual -NEW CATEGORY has strong council interest. 1 - 2 - 2 2/26/2013 Town of Vail Page 3 VI. SERVICES DICUSSION - Who or why should we fund? - Capital contributions work well. - TOV may stifle creativity of non-profit. - Non-profits fill niche and should not be part of town government. - Is it really different when they're on town property? - Is the town responsible because we helped start them? - Guest amenity? Does the TOV fund all guest amenities? CONTINUE DISCUSSION/WORK SESSION- no conclusions reached. Should strive to develop criteria for considering funding services organizations, i.e., historian/horticulturist, not currently provided by TOV non-profits should be independent although town could provide funds for some services. Contribute to the uniqueness; is this a category? 1 - 2 - 3 2/26/2013 TO: Vail Town Council FROM: Finance and Economic Development Departments DATE: February 14, 2013 SUBJECT: Council Contribution and Event Funding Discussion I. SUMMARY During the annual budget discussions, Council appropriates funding to both the Commission on Special Events (CSE) and directly to local organizations for iconic events and contributions based on criteria established several years ago. The Vail Local Marketing District provides another source of funding via marketing support for events. The purpose of this discussion is to review the overall funding process in preparation for the upcoming 2014 budget meetings this summer. II. DISCUSSION Council Contributions $1,867,220 Council Contribution funding applications are accepted once per year, so that Council can review the requests in conjunction with the annual operating budget. Criteria used for staff recommendations follow the contribution policy stated within the application: “The Town Council will evaluate the various proposals based on their direct benefit to the entire community of Vail, fulfillment of the town’s mission, and how this contribution will affect our resort community’s future health. The Town Council’s mission statement reads: In order to be the premier international mountain resort community, we’re committed to growing a vibrant, diverse economy and community, providing our citizens and guests with exceptional services, and an abundance of recreational, cultural, and educational opportunities.” The contributions are placed into one of four categories: Economic, Educational, Recreational, and Agreements. The Economic category includes iconic events such as Bravo!, Hot Summer Nights, Vail International Dance Festival, Vail Jazz Festival and support of the Colorado Ski Museum. This category is funded from General Fund operations and total $378,600 in 2013. Other iconic events within the Economic category are being funded with General Fund reserves of $1.1 million and include the Burton US Open, 2015 World Alpine Ski Championships and the Pro-Cycling Challenge. The Educational category currently includes support of Eagle Valley Childcare and Red Sandstone Elementary for a total of $65,000 in 2013. Recreational contributions are mainly in-kind support of ice skating and hockey clubs, Special Olympics, 1 - 3 - 1 2/26/2013 Town of Vail Page 2 Foresight Ski Guides, etc. Cash contributions total $16,000 for this category. Agreements include annual support of TV5 via a percentage of the Comcast franchise fee revenue, estimated at $80,000 for 2013. Funding from RETT dollars includes support of the Betty Ford Alpine Garden and the Eagle River Watershed Council, totaling $127,620 for 2013. See Attachment A for the budgeting worksheet for Council Contributions Commission on Special Events (CSE) $1,021,800 The CSE’s annual budget is approved by Town Council as part of the General Fund operating budget and business license revenue ($300,000 annually). Since 2008, the CSE’s annual budget has increased from $768,700 to $1,021,800, or 33%. Once a sum of money is appropriated, the CSE analyzes numerous funding applications by event promoters and awards financial support each year to events that meet or exceed the CSE’s criteria. The CSE has recently re-vamped and improved the already stringent criteria for the funding of events. Specifically, they’ve established a new operating philosophy, increased focus on the event marketing strategy, and revised the “scorecard” ranking of events to include new Return on Investment (ROI) and marketing criteria (see Attachment B for the Events Criteria Scorecard and Attachment C for the 2013 Marketing Checklist). New to 2013, the CSE has commissioned a study on event attendance to establish a baseline measurement for increased accountability in event report-outs and ROI calculations. The events are judged for the economic benefit to the town, with an emphasis on the attraction of destination guests. The CSE also focuses on achieving an optimal event calendar, aligning events with the Vail Brand and creating a superior community and guest experience. Vail Local Marketing District (VLMD) $100,000 The VLMD Advisory Council endorsed the efforts and 2013 funding plan of the CSE. These two groups have been working diligently on increasing collaborative efforts in the support of events. The VLMDAC asked the CSE to focus on events that support the Vail brand and attract overnight guests. In return, the CSE has actively worked to improve their strategy, increase accountability and develop tactics to support new and current events. VLMD’s financial support of events in 2013 includes $100,000 for the Pro-Cycling Challenge. The VLMD Advisory Council and Town Council also agreed on $15,000 in funding for staffing to assist event promoters with strategic marketing of events. 1 - 3 - 2 2/26/2013 Town of Vail Page 3 Considerations for Council 1. Categories and Criteria: Do we have the right categories? Do we have the right criteria? The current criteria is applied to all categories, and is broad. Traditionally, town staff has recommended programs, capital improvements or events rather than annual operating costs of organizations, especially if another funding mechanism is in place such as tax revenues (i.e. Red Sandstone Elementary School). The original purpose of funding iconic events through Council Contributions was to protect those events from other competitive funding processes. See Attachment D for Resolution No. 5, Series 2002 which established these iconic events. 2. Process governance: Who should administer the process? CSE, Council, both? 3. Sustainable funding: Please refer to Attachment E for the 5-year General Fund projected budget. If General Fund reserves are utilized to fund significant iconic events, what level of support would be sustainable? 1 - 3 - 3 2/26/2013 2013 Contribution Request Spreadsheet Staff Staff TOWN OF VAIL FUNDING REQUESTRecommended RecommendedCash Cash In-kind GENERAL FUND Contributions:ECONOMIC:General Contribution: To be allocated ABravo! Colorado / New York Philharmonic85,000 85,000 Discounted pkg: $7. 00/performance plus 15 spaces at Ford Park2,100 2,100 85,000 2,100 ABravo! Colorado / Philadelphia Orchestra85,000 85,000 85,000 ABravo! Colorado/Music Matters Education & Outreach7,500 7,500 7,500 ABravo! Colorado/ 25th Anniversary - ABravo!/Musical Encounter series @ Donovan10,000 - Donovan Pav ilion for 3 days & nights 10am day 1 - 10am day 310,500 10,500 - 10,500 ABravo!/Music on the Move Expansion15,000 - - ABravo!/2013 Special Orchestra Performance (TBA)25,000 - - BNational Repertory Orchestra1,000 1,000 1,000 CVail Farmers' Market PW support 8,000 4,500 - 4,500 DVail Jazz Festival (June 24- Sept 3 '12)85,000 50,600 70,600 EColorado Ski Museum90,000 42,000 rent & 2 person office space @ TRC9,000 9,000 42,000 9,000 - FVail Valley Foundation - Birds of Prey (Dec. 1-4, 05)- - TOV buses & drivers **but only to BC parking areas, not up hill to BC26,000 20,000 - 20,000 American Ski Classic20,000 - Parking vouchers3,000 3,000 - 3,000 Street Beat / Winter Concert Series - Vail International Dance Festival60,000 60,000 60,000 Gerald R. Ford Amphitheater (Hot Summer Nights) 27,500 27,500 $2,800 police @ Hot Summer Nights2,800 2,800 27,500 2,800 UCI 2.1 Pro Cycling Event175,000 TBDPolice, PW, Fire, Full Time staff labor57,000 40,000 175,000 40,000 2015 World Alpine Ski Championships250,000 250,000 250,000 Winter Teva Mtn Games (Feb 8-10 '13- PW, Police; use of Grand View Room and parking vouchers12,000 10,000 - 10,000 Summer Teva Mtn Games - Police, PW support, shuttle bus25,000 12,000 - 12,000 2015 Nations Event (Golden Peak)375,000 375,000 375,000 - GVail Symposium (2012 part of CSE budget)75,000 - through CSE - Gran Fondo (2012 part of CSE budget) - Vail's 50th Anniversary- - HBurton US Open500,000 250,000 400,000 ITaste of Vail / Lamb Cook-off- - PW support: trash pickup, containers/sign, recycling3,000 2,500 2,500 JEagle Valley Land Trust5,000 - Parking pass for silent auction event: Evergreen Ball1,100 - TOTAL ECONOMIC1,891,000 1,233,600 159,500 116,400 1,578,600 116,400 EDUCATIONAL KEagle Valley Childcare - annual contribution48,000 45,000 45,000 Vail 50th DVD / Summit Films LStarting Hearts19,171 - - MTeam Transportation - Eagle County School Dist2,000 - - NEducation Foundation of Eagle County5,000 - Use of Donovan Pav ilion in May 20133,500 3,500 - 3,500 ORed Sandstone Elementary PTO37,000 - 20,000 PChildren's Garden of Learning- Forgiveness on last loan installment (10-year interest free loan)5,000 - TOTAL EDUCATIONAL111,171 45,000 8,500 3,500 65,000 3,500 RECREATION QSki & Snowboard Club Vail (Oct 24 - 27, 2013) 4 days usage of Dobson October 24 - 27 20135,285 2,642 2,642 VVMC Spring Fashion Show & Luncheon RVail Junior Hockey - Nov 2013 Tournament3 weekends of free ice, use of Donovan 1 night & parking Nov 18-2015,391 10,106 10,106 SSkating Club of Vail (July 11-15 '12 & late Dec. '12) free ice - 5 days in July and 4 days in late December11,891 6,606 6,606 TSpecial Olympics (Sundays Jan , Feb, Mar, Apr '13)42 parking coupons for Sundays from 1/6 thru 4/7 1,050 1,050 1,050 U Vail Valley Athlete Commission (See item F) 6,000 6,000 6,000 VForesight Ski Guides 4 parking passes village plus ab ility to request up to 10 daily coupons4,650 2,200 2,200 WSOS Outreach - 35 single day parking vouchers875 - - XEagle Valley Senior Life2,500 - - YVail Veterans Program5,000 5,000 10th anniversary event 5,000 ZSmall Champions of Colorado36 prking vchers and prking pass for auction2,000 - - - AAColorado Fourteeners Initiative5,000 5,000 5,000 TOTAL RECREATION18,500 16,000 39,142 16,000 22,604 SUB TOTAL - CONTRIBUTIONS2,020,671 1,294,600 207,142 1,659,600 142,504 ARRANGEMENTS and AGREEMENTS:ABVail Valley Comm. TV/Ch5 Franchise Fee70,000 80,000 80,000 Capital improvements- - 2013 In-Kind Value 2013 Requests Council -Approved In-Kind 2013 Cash Request 2013 In-Kind RequestAttachment A 1 - 3 - 4 2/26/2013 2013 Contribution Request Spreadsheet Staff Staff TOWN OF VAIL FUNDING REQUESTRecommended RecommendedCash Cash In-kind 2013 In-Kind Value 2013 Requests Council -Approved In-Kind 2013 Cash Request 2013 In-Kind Request SUB TOTAL - ARRANGEMENTS and AGREEMENTS70,000 80,000 - 80,000 - GRAND TOTAL General Fund2,090,671 1,374,600 207,142 1,739,600 142,504 Real Estate Transfer Tax Fund: ACBetty Ford Alpine Garden Foundation Operations100,000 65,620 2 parking designated parking spaces @ Ford Park300 300 65,620 300 Water feature improvements- ADEagle River WatershedSediment-Bio-Monitoring-h2o quality,Riparian Restrtion97,481 62,000 62,000 AEEagle Valley Alliance for Sustainability6,000 - TOTAL RETT 203,481127,620 300127,620300 Grand Total2,294,152 1,502,220 582,284 1,867,220 142,804 Attachment A 1 - 3 - 5 2/26/2013 Attachment B COMMISSION ON SPECIAL EVENTS Event Recruitment Score Card Criteria Rating Does The Event Have Potential To: Increase Room Nights 0-20 Increase Sales & Lodging Revenue 0-10 Drive Group Business 0-5 Brand Fit Aligned with the Vail brand and 0-10 Physical, cultural and emotional vitality Timing Achieve an optimal calendar of events 0-5 Demo Fit Does it help optimize visitor mix 0-10 - In-state over night guests - Destination visitors - International Growth How well will it perform financially - Revenue 0-10 - Leveraged media exposure 0-10 Producer Qualifications Expertise, local knowledge, financial leverage 0-10 Marketing Strength Marketing effectiveness 0-10 100 1 - 3 - 6 2/26/2013 Vail Commission on Special Events - Marketing Checklist Gate ComplianceSubmit to TOV Event Liaison. Clare Hefferren, CHefferren@vailgov.com, 970‐ 477‐ 3417 Marketing Gate Days out - Tier 3 Iconic Days out - Tier 2 Developing Days Out - Tier 1 <5K Deadline Date Completed Update Notes Contract Signing Date 1/18/2013 Event Date 7/15/2013Number of working days between contract signing & event127CSE representative provides upstream brand briefing with producers and liaises back to CSE board to maximize leverage opportunities 6060 Alignment and/or agreement on marketing objectivesAlignment on planned marketing budget Creative strategyMarketing strategies and top line planCommunity engagement plan and integrationAppropriate calendar communication and integrationMarketing assetsPublic Relations integrationCustomer service plansProducer to provide marketing liaison representative for CSE/ VLMDAC contactsReal time Executive Summary to board members Attachment C 1 - 3 - 7 2/26/2013 1 - 3 - 8 2/26/2013 20132014201520162017 RevenueLocal Taxes: 20,100,000 $ 20,700,000$ 21,320,000$ 21,960,000$ 22,620,000$ Sales Tax Split b/t Gen'l Fund & Capital Fund62/3862/3862/3862/3862/38 Sales Tax12,462,000 12,834,000 13,218,000 13,615,000 14,024,000 Property and Ownership4,217,000 4,577,000 4,577,000 4,890,000 4,890,000 Ski Lift Tax3,492,000 3,596,756 3,704,618 3,815,783 3,903,282 Franchise Fees, Penalties, and Other Taxes1,074,442 1,108,722 1,140,790 1,176,506 1,210,598 Licenses & Permits1,280,580 1,306,209 1,332,362 1,359,040 1,386,208 Intergovernmental Revenue1,861,914 1,843,617 1,863,472 1,883,960 1,905,080 Transportation Centers3,851,000 3,958,160 3,958,400 4,076,522 4,076,522 Charges for Services 759,347 728,360 736,716 741,775 746,935 Fines & Forfeitures270,887 276,274 281,838 287,477 293,228 Earnings on Investments175,000 199,400 193,200 186,400 186,400 Rental Revenue905,605 856,940 880,787 882,648 912,302 Miscellaneous and Project Reimbursements175,000 207,000 207,000 207,000 207,000 Total Revenue30,524,775 31,492,438 32,094,183 33,122,111 33,741,555 ExpendituresSalaries 13,963,339 14,382,239 14,813,706 15,258,118 15,715,861 Benefits 4,751,741 4,894,293 5,041,122 5,192,356 5,348,126 Subtotal Compensation and Benefits18,715,080 19,276,532 19,854,828 20,450,473 21,063,987 Contributions and Special Events1,573,648 1,405,100 1,432,900 1,461,400 1,489,900 All Other Operating Expenses6,818,291 6,950,000 7,093,000 7,235,000 7,379,000 Heavy Equipment Operating Charges2,282,796 2,328,452 2,375,021 2,422,521 2,470,972 Heavy Equipment Replacement Charges560,284571,490582,919594,578606,469Dispatch Services569,193 580,577 592,188 604,032 616,113 Total Expenditures30,519,292 31,112,151 31,930,856 32,768,004 33,626,441 Revenue Over (Under) Expenditures5,483 380,287 163,327 354,107 115,114 2015 World Alpine Ski Championships (250,000) (250,000) (250,000) - - Pro-cycling event (75,000) - - 2015 Nation's Event (375,000) (375,000) (375,000) - - Burton US Open (400,000) - - - - Timber Ridge Investment (8,000,000) - - - - Total Expenditures39,619,292 31,737,151 32,555,856 32,768,004 33,626,441 Surplus Net of Transfers & New Programs(9,094,517) (244,713) (461,673) 354,107 115,114 Beginning Fund Balance22,327,346 13,232,829 12,988,116 12,526,442 12,880,549 Ending Fund Balance 13,232,829 $ 12,988,116$ 12,526,442$ 12,880,549$ 12,995,663$ As % of Annual Revenue43%41%39%39%39%TOWN OF VAIL 2013 BUDGET General Fund Five-Year Summary of Revenue and ExpendituresAttachment E 1 - 3 - 9 2/26/2013 VAIL TOWN COUNCIL AGENDA MEMO MEETING DATE: February 26, 2013 ITEM/TOPIC: Adjournment (12:00 p.m.) 2/26/2013